SUB-COMMITTEE MEETING

Transcription

1 April 1, 2016 SUB-COMMITTEE MEETING The Downtown Development Authority Communications Sub-Committee will hold a meeting on Tuesday April 5, 2016, at 9:30 a.m., in the Conference Room at City Hall, 224 W. Buffalo St, New Buffalo, MI The following will be on the agenda: 1. Motion to approve previous meeting minutes 2. FAQ Series Update 3. Digital Framework Vendor Information Review 4. Newspaper Article Progress Update 5. Blog update and consideration given to sharing link on other local blogs 6. notification development 7. Action plan to communicate upcoming meetings 8. Member comments This meeting is an open meeting. The notice is posted in compliance with Open Meeting Act, Public Act 267 of 1976 and the Americans with Disabilities Individuals with disabilities requiring auxiliary aids should contact the City Clerk by writing or calling the following: Allyson Holm, City Clerk (269) , 224 W. Buffalo St., New Buffalo, MI Allyson Holm City Clerk CITY HALL 224 WEST BUFFALO NEW BUFFALO, MICHIGAN / FAX 269/

2 Agenda City of New Buffalo Downtown Development Authority Communications Sub-committee Regular Meeting April 5, :30 AM 1. Call to order 2. Roll call 3. Approval of the Agenda 4. Motion to approve previous meeting minutes 5. FAQ series update 6. Digital Framework Vendor information review 7. Newspaper article progress update 8. Blog update and consideration given to sharing link on other local blogs. 9. notification development 10. Action plan to communicate upcoming meetings 11. Member comments 12. Adjournment

3 DDA, Communications Subcommittee Meeting 3/8/16 Minutes The Meeting of the City of New Buffalo DDA Communications Subcommittee was called to order by Chair Kemper at 9:35 a.m. in the City Hall conference room at New Buffalo City Hall, 224 W. Buffalo St., New Buffalo, MI Roll Call: Robert Kemper, Cathi Rogers, Diane Pyshos, Maureen Shanley, Joe Lindsay, Jeff Dryden, Nora Howe (Guests: Nancy Smith, Rob Anderson) Absentees: Pete Rahm, unexcused absence Motion by Cathi Rogers, seconded by Nora Howe, to approve the meeting agenda. Approved unanimous. Motion by Cathi Rogers, seconded by Joe Lindsay, to approve the Feb DDA Communications Subcommittee minutes. Approved unanimous. Newspaper Nora suggested that we include reference to blog in bold and underlined. FAQ Series Update: There was general agreement that #9 is too long and in need of revising. Rob suggested other language to be considered by the FAQ subcommittee. Motion by Diane Pyshos, seconded by Joe Lindsay, to accept FAQ s 6 to 11 as proposed with the exception of #9; motion further revised to include that when the FAQ s are sent to the newspapers, a reference to the blog and all upcoming meetings pertinent to the FAQ(s), in bold and underlined, should be included in our transmission. Approved unanimous. The FAQ subcommittee is seeking more questions. Perhaps there may be specific questions regarding the streetscape project and also the 3/22/16 open house meeting may produce more questions. City website update Rob Anderson said there is insufficient staff to work on this. Joe pointed out that the current city website operates well, particularly the video section where the viewer can insert a subject matter to automatically move to the relevant section of that meting s video. City staff is in development phase of website improvements and we can feed them information. Jeff suggested a Did you know? There was a general reminder that the Council needs to speak into their microphones. Also, Hillary Bubb is handing out ipads and perhaps could instruct the seniors on how to connect with the City s website. Newspaper article progress update Joe missed one FAQ since he forgot to send in. FAQ s 1 through 4 have all been sent in so far and only #5 is left to send in. After the DDA Board approves the next group of FAQ s, Joe is going to send all 6-11 FAQ s except 9 to the paper and tell them to publish in numerical order. He will include in the press releases the upcoming meeting information. Our committee would like to send pre and post meeting coverage to the press. 1

4 Discussion about benefits of also sending to Harbor Country News and it was ultimately decided it would be a good idea to expand coverage. Cathi Rogers offered to send and Diane Pyshos will send most recent FAQ s to Cathi to forward to paper. Blog update, Joe Lindsay Joe said that no one visits it. Nora said she and her friends have been unable to post. Joe is hearing positive comments including Throwback Thursday. Discussion commenced concerning the need for more volunteers to generate content or the possibility of DDA hiring a part time professional. We want to set example for highest quality but may not be able to do this without professionals. Before we could submit a proposal to the DDA Board to hire a professional, we would need to search for a third party service and obtain estimated costs. We can reach out to recommended parties and also ask the City s web person. We could also consider adding press releases and other media outreach. Motion by Robert Kemper, seconded by Cathi Rogers, to recommend to DDA the hiring of a professional service to develop our digital framework. Approved unanimous. Nora discussed posting challenges and wanted to work with Joe to develop user instructions. notification: Cathi Rogers Cathi sent draft to Robert but perhaps it contained too much information since it looked more like a newsletter. The first introduction should perhaps contain much less information and be more like a welcome . Diane mentioned the need for a catchy subject line to encourage viewers to open. Cathi said we really need a Facebook page. Who is on distribution list? We have subscriber list from For the Love of New Buffalo meeting, Fall 2014 community outreach meetings with business people and associations, NBBA members list, and assorted lists from NBBA. There are about 300 names contained in this list and it is set up in Mailchimp already. Action Plan dates: 1. notification: First priority is to send out meeting dates. By March 10 th need to have announcement sent out by 4:00 about 3/22 open house meeting. Follow up after that with FAQs, reference to website, etc. 2. Get costs for digital framework professional. 3. FAQ #9 to be changed by FAQ subcommittee and generate new questions. 4. Cathi to reach out to Harbor Country News regarding FAQ s. 5. Facebook page: we do not own For the Love of New Buffalo. A New Buffalo resident appropriated this Facebook page and was unwilling to give back to the City s committees. Other domain names were discussed, however, there was general consensus that we should not try to brand the DDA. Robert recommends New Buffalo DDA and we can emphasize the TEAM aspect of this group. We need more photography and renderings; photos of folks at community meetings, etc. 2

5 6. Develop flyers to handout and insert into grocery bags (with Barney s permission) for upcoming 3/22/16 open house and public meeting. DDA committee member will ask Barney s for permission. 7. Diane to send FAQ s to Cathi. Member Comments 1. Joe said we have counterintelligence video and interview with person behind the counter for 1.5 minute duration. 2. What is best way to get information out to everyone? Ideas Press releases, notifications, Facebook, blog, ask chamber to send out notifications, city website, city meeting announcements, public posters in selected locations such as local churches, Barneys, Drug Store, NB Times Ad, written flyer for distribution and to include in the grocery bags. Next meeting will be Tuesday, April 5 at 9:30 and our regular communications subcommittee meetings will be on the first Tuesday of each month at City Hall at 9:30 a.m. Motion to adjourn by Joe Lindsay, seconded by Cathi Rogers, at 11:05 a.m. 3