City Council Study Meeting - ARCHIVED

SOUTH JORDAN CITY CITY COUNCIL STUDY MEETING April 4, 2023 Present: Mayor Dawn Ramsey, Council Member Patrick Harris, Council Member Tamara Zander, Council Member Brad Marlor, Council Member Jason McGuire, City Manager Gary Whatcott, Deputy City Manager Dustin Lewis, City Attorney Ryan Loose, Director of Recreation Janell Payne, Communications Manager Rachael Van Cleave, CFO Sunil Naidu, Director of Strategy & Budget Don Tingey, Director of Commerce Brian Preece, Director of Public Works Jason Rasmussen, Director of Administrative Services Melinda Seager, Executive Assistant Melanie Edwards, GIS Coordinator Matt Jarman, Senior IS Tech Phill Brown, IT Director Jon Day, Director of Planning Steven Schaefermeyer, City Engineer Brad Klavano, Fire Chief Chris Dawson, Deputy Police Chief Jason Knight, Meeting Transcriptionist Diana Baun, HR Director Teresa Cook, Communications Specialist Joshua Timothy, Marketing Specialist Matthew Jorgensen Absent: Council Member Don Shelton Others: Josh Dallin, Dwayne’s iPad, Skyler Pedroza, Bridger Pedroza 4:44 PM STUDY MEETING A. Welcome, Roll Call, and Introduction: By Mayor Dawn Ramsey Mayor Ramsey welcomed everyone present and introduced the meeting. She excused Council Member Shelton who was absent tonight. B. Invocation: By Council Member Brad Marlor Council Member Marlor offered the invocation. C. Mayor and Council Coordination Mayor Ramsey and the council discussed the conference coming up and who will be attending in person. D. Discussion/Review of Regular Council Meeting Presentation Item - Proclamation in recognition of Child Abuse Awareness Month - Proclamation Arbor Day 2023 - South Jordan Youth Council Action Items South Jordan City 2 City Council Study Meeting April 4, 2023 - Resolution R2023-14, Approving the potential Bureau of Reclamation grant match commitment for funding opportunity. RCV - Resolution R2023-16, Prohibiting the use of an ignition source, including fireworks, lighters, matches, sky lanterns, and smoking materials, in certain areas. - Resolution R2023-20, Authorizing the City Manager to enter into encroachment agreements for certain limited structures on the City’s Property maintained for flood channels along Midas Creek. - Resolution R2023-21, Adopting revised Citywide Policies 200-1 through 200-14 regarding Fringe Benefits. - Resolution R2023-15, Adopting a Tentative Budget; making appropriations for the support of the City of South Jordan for the fiscal year commencing July 1, 2023 and ending June 30, 2024. RCV - Resolution RDA 2023-01, Adopting a tentative budget for the fiscal year 2023-24. RCV E. Presentation Item E.1. USU Bastian Agriculture Center (By Executive Director, Josh Dallin) Josh Dallin reviewed his prepared presentation (Attachment A). He noted that the current polo field will not be turned into a parking lot, as is noted on the second concept map; that was a note leftover from a previous concept plan for a specific event. Council Member McGuire asked where the water for the pond will be coming from. Mr. Dallin responded that they have two different sources, the first from the original plan was to look at irrigation shares; they currently have a 20 year donated agreement from Rio Tinto of over 200 shares, which is more than they would need. They are also owners of roughly 35 shares themselves, but they are currently working on possibly transferring shares for acre/feet if possible. If that is possible, they are potentially looking at the idea of having a well and being metered in the aquafer. If they are able to do that, they can have trout and swimming without worrying about what goes into the canal. Salt Lake County spent a lot of money installing a drainage system that works very well, and they want to make sure that they are utilizing that. Also, that drainage system goes back down into the river and eventually makes it to the Great Salt Lake. Council Member Harris asked about the planned lodges, if they will be for youth groups to stay overnight in. Mr. Dallin said no, the intention will be more for events and open space for programming. They also anticipate them being used for public rentals. They also have plans in the future for three housing units adjacent to the STEM Center. They felt this would be important since Utah State is an all-encompassing University that reaches throughout the state, and one of problems with youth participation is the youth having places to stay that are secure and safe. They are planning to make these housing units similar to their housing units available in Logan for visitors. They are hoping to be able to comfortably accommodate 600-800 in those housing units for events. South Jordan City 3 City Council Study Meeting April 4, 2023 The first two phases should happen fairly quickly with the support of the Bastian Family. The county was also very supportive with grants for the arenas and natural resources area, and they are hoping to go back and ask the county for more. The outdoor arenas could be done by December, the indoor arena will probably done in 2024 due to supply issues and timing. Phase 2 is planned to include better lighting for safety, better sound systems available, etc., things that make sense and work, and that will probably come at a later date due to funding available. The donors for the natural resource area are very motivated and they want to see that happening, so that will be done very quickly. The STEM Center is an expensive idea, so the development people are working on those campaigns to see how quickly they can do that. He then shared some impacts from 2022, including: - Turning the jockey house into the 4H Clubhouse. That staff has been able to use that location to reach out to over 15,000 youth in the area and serve them. - Having a Junior Teen and Teen Council that has over 300 participants. - Bringing 4000 seventh graders from the Jordan School District to the Bastian Ag Center and teaching them about agriculture. - A program teaching Agriculture Principles to fifth graders, which has reached nearly 7000 kids from this location. - Helping 14 youth last year raise sheep and goats at the Bastian Center that otherwise couldn’t have due to distance. They have received grants and hope to double that number next year. He also noted that the Bastian’s always buy the animals to make sure that the kids get the return they need and to support them. To get more information on these programs, you can search “Bastian Agricultural Center” and the 4H Programs section of the website to learn more. This location has allowed more people to have access to these programs with its ease of access compared to other locations. This 4H program existed in the past at another location, but moving it here to this location in South Jordan has allowed it to grow. They have opened this up to a grant, advertised just through social media channels and a lister; within two days they had 11 youth sign up who had never participated in a program with livestock before. He shared that they hosted over 620 events this last year, reached boarding capacity with a current waiting list, seen an increase in open riding attendance, are the home to multiple equine clubs that come and ride together, are the home to the third largest dog show in the nation, and many other events. In 2023 they are looking forward to hosting the Gem Show, multiple breed horse shows, a Renaissance Fair, a jousting competition, etc. Council Member Harris asked Mr. Dallin to keep them updated and let them know if there are ever events that he feels would benefit from having some of the city officials attend. Mr. Dallin noted that they do have a high school rodeo coming in October which is a big deal, and has never been able to attend here; that would be an event that could benefit from direct city support. He also added that big events like that actually need more stalls than the current 300 that are available, so they just purchased 200 temporary stalls that can be set up and taken down for big events like this. Lastly, he discussed their current branding and a new archway entrance that South Jordan City 4 City Council Study Meeting April 4, 2023 the Bastian Family wants to add, along with a subtle marquee on the corner with a military monument honoring David and his service along with others. Mayor Ramsey asked if Mr. Dallin felt there might be some value in putting together an event with some key legislators invited, where they can show them around and explain the vision and what’s going on here. Mr. Dallin said as they get the archway entrance done, they want to do a grand opening type of event and that would be the perfect time to invite those guests. Currently, they are focused on serving all of their constituents and they are right next door to two major military installations with families and kids who want to learn. They are hoping that the Bastian Center will become a hub for extension education to military members and their families, along with expanding the reach for these livestock programs and education opportunities. F. Discussion Items F.2. Communication discussion (By Administrative Services Director Melinda Seager & Communications Manager Rachael Van Cleave). Communications Manager Rachael Van Cleave reviewed her prepared presentation (Attachment B). Administrative Services Director Melinda Seager noted that our team has been able to influence trends around the state by their strong example, and as a result they have been given a seat at the table when it comes to some discussions of the more innovative and creative ideas that are beginning to emerge. Manager Van Cleave continued reviewing Attachment B. Council Member Marlor suggested covering the topic of Airbnb’s in the future, including the impacts, what is legal vs. illegal, and what residents can do about neighborhood disruptions from those rentals. Director Seager said they can discuss how to approach that and save that topic for future campaigns, that way council members can point people to an area on the website with more information if they start to have a lot of questions. They also need to look at potential impacts with timing of releases and the political climate, as well as making sure to vet all information before any release. Council Member Zander said based on the high engagement posts, the public likes to see themselves in the media more than our city officials. Mayor Ramsey noted they do have to be aware of any liability issues, and of those who may not realize they are being filmed. She suggested possibly posting some signs at public events, making those in attendance aware that they could be filmed or photographed.  South Jordan City 5 Combined City Council & Redevelopment Agency Meeting April 4, 2023 Director of Recreation Janell Payne responded that any event with a registration and waiver has a section releasing participant’s images, allowing the city to film and share their images. Council Member Zander continued by saying that the residents want to be a part of the city, which includes the media. Also, any time they can get those watching on social media to share and interact with the videos, those posts will come up more in feeds. Council Member McGuire thanked the whole communications team, noting that his constituents constantly comment what a great job he does communicating with them. He is not creating any unique content, he is usually just sharing what the city shares online, and that has been helpful to those not following the city specifically on social media. Council Member Zander added the city’s posts are always great quality and written very well. Mayor Ramsey discussed the social media platform algorithm, and how it can make it hard to reach everyone intended. They have to learn how to live with those issues and get around them to continue growing on social media. Communications Specialist Joshua Timothy added that’s why they focus so much on the emails, because they always reach more people with email than they would ever reach with social media. ADJOURNMENT Council Member Zander motioned to adjourn the April 4, 2023 City Council Study Meeting. Council Member McGuire seconded the motion; vote was unanimous in favor. Council Member Shelton was absent from the vote. The April 4, 2023 City Council Study meeting adjourned at 6:28 p.m. This is a true and correct copy of the April 4, 2023 City Council Study Meeting Minutes, which were approved on April 18, 2023. South Jordan City Recorder Attachment A  Attachment B SOUTH JORDAN CITY COMMUNICATIONS WHAT THE FUTURE LOOKS LIKE AND WHY YOU SHOULD BE E XCITE D THE DREAM TEAM SoJo Communications Team was a finalist in the PRSA Golden Spike Awards for the Tax Education 101 Campaign. Rachael is on the Board of the Utah Public Information Officer Association. Has served as the President of the Utah Association for Government Communications. Josh is the Vice President of the Utah Association for Government Communications. He also runs our drone program and has trained other drone pilots. Rachael and Josh are speaking at the PIO Conference in St. George about emerging AI technology’s uses in communications and workflows. RACHAEL VAN CLEAVE Matt is attending the South Valley Chamber of COMMUNICATIONS MANAGER/PIO Commerce’s Leadership Course. He is also the Chair JOSHUA TIMOTHY of South Jordan’s new internal technology COMMUNICATIONS SPECIALIST committee. He is also a federally licensed drone pilot. MATT JORGENSEN MARKETING SPECIALIST  These campaigns and projects PLANNED 2023 CONTENT support transparency and engagement Planned Videos: 21 (Police, Fire, Events, etc.) Planned Publications: 85 (SoJo News, Neighboring News, Focus, etc.) Planned Marketing Campaigns: 13 (SoJo Race Series, Summerfest, Dowdle, etc.) Planned Outreach Campaigns: 21 (Secondary water, annexation, construction updates, spring clean up, splash pad opening, Bingham Creek Regional Park grand opening, fireworks safety, etc.) Doesn’t include: Media inquiries, emergency incident/situational response, new initiatives, etc. CAPACITY PROJECTION If every month were like March (211 hours added over planned) Projected 2023 Capacity 100% Hundreds 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% Projected 2023 Capacity TEAM SIZE COMPARISON Population Range 44,773 - 139,361 Number of Communications Team Members 6 5 4 3 2 1 0 Sandy Provo Riverton West Valley Herriman South Jordan Draper West Jordan Murray Sandy Provo Riverton West Valley Herriman South Jordan Draper West Jordan Murray LEADING DRONE PROGRAM •Have two federally licensed drone pilots •Josh consulted with other divisions and helped launch additional drone programs in the city (engineering) •For every drone photo taken in-house, we’re saving ~$250 •For every drone video done in house we’re saving $1,000-$5,000 •Missions flown have created spectacular event videos, City Jobs videos, photos for the RDA zones, and photos for annual reports.  “I don’t know who is in charge of your website, but it is the BEST city website I have ever WHAT OUR used. It’s intuitive and I can find what I need.” –Joe Bourrie, Resident RESIDENTS SAY “They are EXCELLENT!! I read them all faithfully & really appreciate them.” Positive Feedback –Susan Wayment, Resident, commenting on the Focus “Love them! Great communication plan in action.” – Brad Hope, Resident, commenting on our publications  “It would be nice to have a website of newsletters. Sometimes I want to check a WHAT OUR date or event but can't find the printed copy or the last RESIDENTS SAY few issues email anymore.” –Adam Bondy, Resident “Would like to be more Constructive Feedback informed about learning opportunities for elderly people.” -Anonymous Resident “Love them! Don’t do email or e-newsletters. A text with a link would work.” –Anonymous Resident AUDIT METHOD & RESPONSE QR codes or links in publications 910 people responded 231 left additional feedback 131 willing to give additional feedback  910 Audit Respondents 1. Did you find the publication valuable? Yes 99% No 1% 2. What City publications do you read? SoJo News (biweekly e-newsletter) 63.5% Focus (print) 50.7% STATS FROM THE AUDIT Leisure Guide 40.5% Focus (email) 39.5% Recreation Newsletter 25.9% Annual Report 26% Senior Newsletter (print & online) 4.7% FUN FACT ABOUT SOJO COMMUNICATIONS DAN RASCON – KSL TV MIKE HEADRICK – KSL TV DEBBIE DUJANOVIC – KSL NEWS RADIO JOSH ROSE - ABC4 HEIDI HATCH – KUTV2 DEBBIE WORTHEN – KSL TV BOYD MATHESON – KSL NEWS RADIO PUBLIC RELATIONS, PUBLIC AFFAIRS, MEDIA RELATIONS • Public relations develops the story/message ➢ Intent is to market/sell something • Public affairs develops the story/message ➢ Intent is to inform public, impact policy *Both aim to encourage public action* • Media relations is one channel for that message ➢ About 5% of our content goes through media STATE OF MEDIA RELATIONS • Continuing to build media relationships • Increased media inquiries ➢ As we grow - more in the public eye • Press releases (for events, incidents) ➢ Proactive VS reactive • Lessons learned CURRENT MEDIA TOPICS • Looking at misinformation and clarification ➢ Annexation ➢ MOU ➢ Bees moving to South Jordan ➢ HTRZ • Bingham Creek Regional Park • Potential flooding Social Media Updates •Increased posting frequency • Regular Posts for Holidays • Additional post sharing •Engagement • Community Evangelists •Most engaging post of 2022 • Photo Contest Voting •Most engaging post of 2023 • Plowing •Getting council more involved with social presence • Tamara Zander Date Dash • Arts Recruitment Video with Jason McGuire •New Animal Services Facebook Page EMAIL STATS – OPEN RATE FOR LAST 12 MONTHS 10,000 opens (People & Households) INDUSTRY OPEN RATE CHANGE AVERAGE 63% 41% 8% EMAIL STATS – CLICK RATE FOR LAST 12 MONTHS INDUSTRY CLICK RATE CHANGE AVERAGE 4% 2% -3% Other Platforms & Channels •Text messaging platform switch (Constant Contact) • Will be texting more for engagement •Pre-Council Videos  Neighboring News •Is this useful to you? •How do you like some of the changes? •Trending topics?  PAST ROADMAP South Jordan 71,732 73,666 77,799 80,797 85,556 Population FY 18-19 FY 21-22 FY 22-23 FY 19-20 FY 20-21 Internal External Social Focus Planning Preparation Expansion Media Organizing division, Building 5-year Focused on Expanding external Focus on increasing processes and strategic plan, emergency outreach social media content focus, launched launched new e- planning and PIO campaigns, and creating new Intranet, newsletter to expand functions, informing community additional highly reach. public on engagement, engaging content. communications emergency website overhaul. request form. preparedness, Building media relationships. QUESTIONS FOR YOU •What’s working? What’s not? •What does the future look like to you? •What do you think we could do better? •What are you hearing from your constituents? •Neighboring News •Is this useful to you? •How do you like some of the changes? •Trending topics? WEBSITE METRICS Our website visits winner is… RECREATION! Most visited page in the last year – Mulligans (12% of visits) In second place – SoJo Summerfest (3% of visits) These are followed by… Utility Billing (2.5%) and Jobs (2.2%) Arts Council Recruitment •Sharing to community pages •Mini video •Video with Councilmember McGuire •Letters to Photo Contest finalists and winners •Letters to others involved in art events Pure SoJo Water Purification Project •Informational Materials •Kids Educational Video •Live Action Video with Clip from Gov. Cox, Mayor Ramsey, Jordan Clayton (Utah Division of Water Resources, snowpack) •Signage, stickers, and art for fun tour experience through the facility Successful Recruitment Campaigns •Gale Center Docents (newsletters, social media, postcards) •Recreation Recruitment – using Peach Jar •Police Recruitment Videos