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HomeMy WebLinkAbout08-28-1997 Admin. Com. Minutes Administrative Committee August 28, 1997 Council Conference Room Present Mayor Kranstuber Mrs. Stillwell Mr. McCash Ms. Hide Pittaluga Mr. Reiner Mr. Campbell Ms. Puskarcik Mr. Hansley Mrs. Stillwell called the meeting to order. Mrs. Stillwell stated there were three things that she wanted to accomplish this evening, 1) the Communications Plan 2) Public Information function and 3) Expectations for Communications. Ms. Puskarcik gave a history of the Communications Plan that her division of Community Relations uses as a guide. The Communications Plan was first done in 1991 and is reviewed annually. The goal was for this to be a community-wide communications plan. This looks at the City’s strengths and weaknesses. Doing the Communications Plan helps her division keep on track in achieving their goals. Her division works closely with the Chamber. Her division supports the marketing communications element of the City’s economic development strategies. The Communications Plan was adopted except for the Council portion and this is how she prepares her budget. Mr. Reiner stated that Dublin is a wonderful community, it has a lot to offer its residents in terms of green space, excellent parks, swimming pools, events and he finds it frustrating that message is not getting out. Mayor Kranstuber commented that in general what has come out of the goal setting meetings for the last couple of years, is the one area there is a gap, or a feeling of not enough concentration is in Council Communication. Mrs. Stillwell asked that they focus on the Communications Plan first then they will get to that later in the meeting. Mrs. Boring asked if they ever approved a part-time freelance writer. Administrative Meeting August 28, 1997 Page 2 Mrs. Stillwell asked about the portion of the Communications Plan that deals with Council’s responsibility: incorporate spokesperson ability as a criteria for selection of Board and Commission members and under Community Leadership, Council and Administration will continue regular meetings with neighboring City Officials and Council and Administration will initiate ad-hoc task forces of north corridor communities to work together on common issues. Is Council willing to take that on. Mrs. Boring stated that she has a hard time keeping up with the amount of meetings they have now, especially especially with the Community Plan, she does not want to add more meetings. Mayor Kranstuber suggested that they do it to the extent they feel comfortable with. They did host the legislative breakfast and a school board meeting. Mr. Hansley suggested Council adopt this portion of the Communications Plan at their next Council meeting by motion. Ms. Puskarcik stated that part of the communication function helps protect the home values of residents. If somebody was making a choice between Dublin and New Albany, let’s sell them on our community. Ms. Hide Pittaluga stated that she does not want to spend city dollars or time on this effort, that is a real estate person’s function. Mr. Campbell commented that at one time Dublin was getting daily bad publicity for sewage spills and having difficulties with getting water and sewer contracts. At that time Dublin’s publicity was so bad it did affect the businesses wanting to locate in Dublin. Also the re-sale market in Dublin was slow. Presently we have a nice situation, and just because everything is a lot better now, we can’t just sit back and let that happen again. Dublin took the heat in the Central Ohio media for years with all those problems. Ms. Puskarcik got this department going, and he remembers all the grief Dublin got early on. Therefore we don’t want to get complacent, we need to make sure we have a positive image both outside and inside our town. Generally speaking the Public Information program is important. Mrs. Stillwell stated that she is fine with trusting the professionals to know their business, she does not want to go through each element of this Plan and sign off. Mayor Kranstuber asked a question about having a Council Column in the “Inside Dublin” there was discussion about who was to handle that. It was done for a couple of issues, then it wasn’t done for July and he asked Ms. Puskarcik about it. That had been decided a year ago at Administrative Committee. Administrative Meeting August 28, 1997 Page 3 Mr. Hansley stated that staff feels uncomfortable talking about what Council might do because it might change. If you can define what it is you want, then staff can get it done. Mayor Kranstuber asked who is taking care of Council, that is the question. Ms. Hide Pittaluga added that the general population doesn’t have a clue of what goes on at the committee level. She suggested the writing function be rotated among Council members and then faxed out to everyone. Mrs. Stillwell stated that Council doesn’t have to have the final decision on an item for the article to be written. She doesn’t want to spend time on this at a Council meeting. The article could be about what Council is considering, or have a tear-off part for citizen suggestions. Mayor Kranstuber stated that they need someone telling Council’s story, like the Bait Store or Shawan Falls issues, Council needs damage control. Mrs. Stillwell asked for comments to be given to her by the next Council Meeting on the whole Communications Plan so this can be adopted. She asked for things that are not presently getting done that should be. Mr. Reiner is impressed with the creativity with what is getting done. He would like a summary of all the amenities in Dublin. Is there is some way to capsulate it, why Dublin is unique. Mrs. Boring stated that her husband who is in the advertising business is always very impressed with Ms. Puskarcik’s work. Sometimes Council is unaware of all the Ms. Puskarcik is doing. The only thing she would like help in is in the are of speeches. Mayor Kranstuber agreed saying Council needs a staff member, Michelle or somebody doing a support function for Council in communications. Ms. Hide Pittaluga stated she would like to see Council be proactive in the news so they have set the pace for the issues, some kind of damage control. Mrs. Boring stated she does not agree with that approach. Mayor Kranstuber stated that he wants Council communications support, an example would be the bait store, simply put Council’s story out. Mrs. Stillwell stated what they want is the issues pro and con, an informational piece because no one can predict any vote by Council. Information that the community needs to know, something like this lady who owns the bait store has been in business for this long. Council can then get Administrative Meeting August 28, 1997 Page 4 feedback and it will help in formulating the vote. Mr. McCash stated that there is danger in saying what all seven of Council is doing. He agrees at times people don’t get to hear the other side of a story and don’t know what Council is doing. Ms. Puskarcik stated that they have communications support, the City has that. In this case it was decided it would be best to let the issue die and go away on its own. She knew there were things in the story that were from the City’s point of view factually incorrect. Mayor Kranstuber stated he is talking about City Council communicaiton support. Whenever he calls Ms. Puskarcik she says, “well, its not my job to serve City Council.” He does not care who has the function, somebody needs to be looking out for Council’s interests. Mr. Reiner stated when they have these negative article filled with inaccuracies, there should be some kind of a response. It needs to be communicated to the public that Council members are rational people working for the common good of the community. It is up to some department in the government to respond. Ms. Puskarcik stated that is what she does. She views it as the City’s approach, and some of you want a Council approach, she doesn’t view it that way. Mr. Hansley stated that during a Council Meeting a Council member should make a motion that staff is to respond in a certain way. The problem is that four of you won’t agree with that message. The only way Council can speak is in formal session with a motion. Mayor Kranstuber stated that what he wants is Council advise about the news media. There are very few issues with a split vote. Council is the ones out there on the line, they have a lot of responsibility. This Council communications frustration is expressed every year at goal setting. Ms. Puskarcik stated this community is getting the communicaitons funciton. Ms. Hide Pittaluga stated that factual information is what the community needs. To help educate them on Council’s functions and help them understand what the facts are. Mrs. Boring stated she is uncomfortable with that. Mrs. Stillwell commented that she is thinking in terms of broad public issues, like public safety. Sometimes we don’t have an answer yet, but you can help frame the issues. Administrative Meeting August 28, 1997 Page 5 Ms. Puskarcik stated that last year regarding Mr. Zawaly she was on the phone with most Council members that night. Ms. Hide Pittaluga noted that she went to an East Dublin Civic Association meeting and those people should have known the facts on the bait store issue and they didn’t. Mayor Kranstuber stated that using the bait store example, if seven Council members said to you - let the people know that this has been a non-conforming use for twenty years. Council is ones on the hook for this. Ms. Puskarcik stated that if she put together a press release on that, the news media would go right back to that lady and ask for a response and it would make the situation worse. Mayor Kranstuber stated he doesn’t care if the response is not to do a story, just so Council gets some advise and support. Mrs. Stillwell stated the things she has wrtten down, there seems to be some split between the Council and the Administration under the heading of The City. Her sense is they are all part of the same thing. There may be at times some disagreement, but when the word goes out you are sending it out on behalf of all of us. Mr. Hansley explained the process is Ms. Puskarcik, Mr. Helwig and him sit down and figure out what to give the press. Most of the news reporting here has been pretty good. Mrs. Stillwell stated that Council is unclear in terms of communication, where Council fits in. Mayor Kranstuber asked if there was anybody on staff to assist Council. Mr. Hansley stated that it is seldom that Council speaks generically as a whole, but for those times a motion must be made at a Council meeting. Ms. Hide Pittaluga asked about the possible forms of communication, a press release, a news conference, she would like to get that clear. Mr. Campbell stated that the response be tailored to the situation. The thing to do is to have a game plan in mind in the case of a crisis, otherwise wait until the following Monday and have a discussion at Council Meeting. Mrs. Boring added that Council’s frustration is sometimes in reading articles it is all about what staff is doing, and the frustration for her is why isn’t Council getting credit. Council voted to Administrative Meeting August 28, 1997 Page 6 spend the money. Ms. Puskarcik stated that she has tried to make City Council very visible in all the community events and have Council spotlighted in publications. Mr. Hansley added that things are a lot of things are a lot better than two years ago. Staff heard that message very clearly a couple of years ago and are trying to do a better job. Mrs. Stillwell asked if they really needed a staff member to greet the public at Council meetings or to have a Master Calendar of important meetings. It was the consensus those items of the Communicaitons Plan were not needed. Mrs. Stillwell noted the most important item on her list was the public speaking support - the facts and figures. Ms. Puskarcik stated there is something very different here between public speaking support and providing factual information. Do they want a prepared speech, or just the most recent facts. Mrs. Boring asked for a finger tips facts on Dublin that could be incorporated into a speech. Mayor Kranstuber stated that what he wanted was someone to call, like Emma and he would say he has a speech to give to Kiwanis, and she would go gather up facts and drop it off at his house. Ms. Puskarcik stated that is not a communications issue, that is Anne’s support role to you. Her department is not going to go around and find maps and charts. But if you want the latest information they will do that. Mayor Kranstuber stated in his frustration is when he calls Ms. Puskarcik and she tells him that it is not up to her, then when he calls Michelle, and she says well, its not really her function, he always get a good response from Anne, but its not always her job. Mr. Hansley responded that there is a piece that is floating that has never been assigned. Mrs. Stillwell asked if Council members give Sandra maximum notice time, as soon as they get the invitation, then Sandra can get it done by delegating it. Mr. Hansley stated that he will be asking an intern to do it. Mr. Campbell added that part of Council’s job is to do speeches, and it is just something that has Administrative Meeting August 28, 1997 Page 7 to be done sometimes using little notecards. Most of the time people want to interact and ask questions of Council members. He does not want this to become some $40,000 a year job for someone. Mrs. Stillwell summarized that Council’s initial contact will be through Ms. Puskarcik, and Council’s commitment will be giving the maximum notice. Also her division will continue to the best of their abilities to give credit where credit it do, instead of doing a staff piece. They will do a case by case management plan in the case of a crisis, and that would be coming out of the Public Information division. Also if there is to be no response Council will want to know the rationale. The issue of having one Council spokesperson was discussed. Mr. Hansley suggested the appropriate Committee Chair, to be defined by the Mayor and the City Manager. Mayor Kranstuber and Ms. Hide Pittaluga liked that idea. Mrs. Stillwell asked for elements of the Communications Plan to be given to her by the next Council meeting so the Communications Plan can be adopted. The Public Information and Special Events part they will discuss at another time. Mrs. Boring stated that regarding the Special Events division she does not want to cut back on anything they are doing now. Mr. Campbell stated that a few years ago Council had asked for less city involvement on all these events and now there is a good balance of events. Ms. Puskarcik mentioned the City sponsored events are: St. Patrick’s Day, Fourth of July, Irish Festival, Tree Lighting and then the Tournament. She will be attending a meeting today with the Dublin Women’s Club for the Arts Festival. Mrs. Stillwell stated that festival should be run with the help of the Arts Council Mayor Kranstuber agreed stating Dublin Arts Council has a lot of support in the community. Ms. Puskarcik division should stay with the events that were decided at Finance Committee. Ms. Puskarcik noted that her division will be taking over naming the Grand Leprechaun. Mrs. Stillwell adjourned the meeting.