COMMITTEE ON CITIZEN ENGAGEMENT MINUTES August 6, 2019  After determining that a quorum was present, the Committee on Citizen Engagement convened in ai meeting on August 6, 2019 at 10:30 a.m. in the City Hall Conference Room at City Hall, 215 PRESENT: Council Member Keely Briggs, Council Member Paul Meltzer, and Council Member STAFF PRESENT: Sarah Kuechler, Ryan Adams, Stephanie Yates, Amy Cunningham, Justin Harmon, Sarah Fullwood, Erin Winn, Marissa Barrett, Sara Hensley (arrived at 10:50 a.m.)  E. McKinney Street, Denton, Texas. Deb. Armintor (arrived at 10:34 a.m.)  OTHERS PRESENT:  A. Consider approval of the minutes of. June 4, 2019.  Council Member Meltzer motioned, and Council Member Briggs seconded to approve the B. Receive a report, hold a discussion, and give staff direction regarding research on citizen Erin Winn gave an overview ofresearch on citizen university boards and commissions for college student engagement and reported that most municipalities with large college populations Ryan Adams suggested engaging student government organizations as an alternative and asking to speak at their meetings, which are already organized. Ryan said some council members in Council Member Briggs said that the suggestion originally came from a student council member who said the student population feels left out oft the community. She suggested meeting annually with student councils from all three colleges in town to hear recommendations and Council Member Armintor shared information about a group called "Ignite", which she said encourages women who are interested inj politics or government. She suggested reaching out to Council Member Meltzer said he likes the idea ofajoining meetings that already exist and he Council Member Briggs asked if the schools are involved in the Census Complete Count  minutes. The motion carried unanimously.  university boards or commissions and college student engagement.  do not have a board like this.  other cities hold office hours/town halls on campus to engage students.  concerns that the students may have.  them to start building a connection with students.  thinks the gesture would raise awareness of what's going on ini the City.    Committee.  Ryan Adams confirmed that students are involved and that the vice chair oft the committee is a UNT student. He said there is also a TWU representative on the committee, but there is not yet Sarah Kuechler said her team could reach out to existing student government organizations at all three schools and possibly suggest the student government associations have a student government liaison which the City and other local governments can work with.  ar representative from NCTC.  Council Member Meltzer asked ifit would be appropriate for Council to speak at these meetings.  Sarah Kuechler said that would be fine, as long as there is not a quorum. Council Member Meltzer asked ift the City has ai formal or informal relationship with the MPA program at the university, since many students seek internships in that program. Ryan Adams confirmed that there is an informal relationship between the City and the local MPA programs. He stated that he believes Deputy City Manager Mario Canizares sits on1 the alumni committee for the MPA program and there are many alums on staff. Council Member Briggs said she supports working with the student government organizations to Council Member Armintor said she supports making a connection and asking students for their ideas, rather than making them think the local government is trying to monitor their committees.  get started.  She said students will respond best to an invitation to share ideas.  C.Receive a report, hold a discussion, and give staff direction regarding citizen  engagement, communications, and transparency initiatives.  Sarah Kuechler shared a report on recent communications efforts, including recent awards won Ryan Adams shared updates on the Improving Denton App, and the new Construction Guide Council Member Armintor stated that she really likes the graphic design oft the guide. Council Member Meltzer said he thinks the design helps people to see that there is a plan in  at the TAMIO conference.  Update.  place.    Council Member Briggs said from what she has heard in general from the community is that the younger residents are worried about the cost oft the printed piece, and are overwhelmed by too  much information, but that the older population lovesi it. Ryan Adams thanked Council for the feedback.  Council Member Armintor suggested that it would be nice tol have text message alerts about Council Member Meltzer asked ift there is a location online where people can see: more specific Justin Harmon shared information about an online map that is a great tool for getting more Ryan. Adams gave an overview ofthe web pages related to Improving Denton and the tools Council Member Briggs asked if people can opt out from the print version oft the Construction Justin Harmon said the method used to mail the Construction Guide is door-to-door direct, and that it would cost more toi mail the publication if people were allowed to opt out. Ryan Adams shared information on the Construction Guide for Businesses. Council Member Meltzer said he thinks the guide is ai noble effort.  specific construction projects.  information.  information about construction projects. available tol help residents stay informed.  Guide.  Council Member Armintor said this guide should save time by helping businesses understand what to do during construction. She also noted that seeing people face-to-face builds trust and Ryan Adams confirmed that the Guide also gives businesses the project manager contact Council Member Meltzer asked if residents can sign up for construction updates for targeted Ryan Adams said that at the moment the construction updates are all or nothing, but that we would like to have the option for residents to sign up for targeted areas in the future. Sarah Kuechler gave ai report on social media statistics/engagement. She stated that the City is currently seeking public input on several projects and thanked Council for sharing information Council Member Armintor said she doesn'tthink Council has seen resident feedback on the bond  saves time. information. areas.  on those opportunities.    yet, but that it would be nice ifCouncil could see more public feedback information in general. Sara Hensley suggested that departments should share updates onj public meetings in the Friday Council Member Armintor said she would also like to see written comments in the words of Council Member Briggs said in some cases, when comments come in online, that Council has  She said it would help them when making decisions.  Report. residents.  been able to see the comments, and that it was really helpful.  Ryan Adams said we would share the current bond comments through email.  Council Member Briggs said she was asked how someone who couldn'tattend the urban forestry Ryan Adams said a survey not included ini the scope oft the Urban Forestry Master Plan project, Council Member Armintor asked about the online Contact a Council Member form and ifit Sarah Fullwood said that is not currently possible because oft the way the form feature is built on Council Member Meltzer pointed out some logic flaws in the Mobility Plan survey and  public meeting could share feedback.  but that we can put information online on how to share feedback. would bej possible to change the format of the emails.  the website.  recommended revisions. tot the Embassy Suites.  Sarah Kuechler shared information about the Back to School Fair and noted the location change Council Member Briggs asked about turnout at the event last year and why there might have Sarah Kuechler said she would gather statistics from the event and stated that she has shared information with United Way on how to apply for City sponsorship for the event. Sarah Kuechler shared information about the 2019: National Night Out event, which will include Council Member Briggs asked how the City is reaching neighborhoods who don'thave Ryan Adams said social media and the Resident Update are being leveraged to reach those neighborhoods. He noted that the City could also target apartments, civic groups, and HOAS.  been a gap between supplies available and local need.  neighborhood block parties, and a launch party at the Civic Center.  neighborhood associations.    Amy Cunningham stated that there are also fliers and posters present in many City facilities. Council Member Armintor said the fliers should be in English and in Spanish. She suggested Sarah Fullwood noted that PeachJar is a great option for reaching parents, but that it can be Council Member Briggs said DISD should allow it ift the event is for everyone.  getting the fliers placed ini the Friday packets at Denton ISD. difficult to get printed handouts to students at Denton ISD.  Council Member Meltzer suggested advertising about the event on City vehicles using magnets Amy Cunningham noted that pre-National Night Out event is also serving as the Public Safety Council Member Briggs said she thought the pre-National Night Out event was a great idea. Ryan Adams shared information about the upcoming Clear the Shelters event.  but noted that the method would be expensive.  Day event this year.  Council Member Armintor asked that aj photo on the home page oft the website featuring cats be Ryan Adams shared information about City Hall Selfie Day on Aug. 15. He invited Council to stop by to take aj photo with a shelter animal to help promote the Clear the Shelters event. Council Member Meltzer noted that the "About" page on the City of Denton website needs to Ryan Adams and Sarah Fullwood gave an overview oft the current strategy and plans to update  changed.  be looked at. He asked about the strategy for the website.  and improve the website.  Sarah Kuechler asked if future meetings should be quarterly or bimonthly.  Council Member Briggs suggested keeping the meeting frequency the same and kicking back  the dates ifthere isn't enough on the agenda.  Set Future Meeting Dates and Topics.  With no further business, the meeting was adjourned at 11:31 a.m.    SAllad SARAHI FULLWOOD RECORDING SECRETARY CITY OF DENTON, TEXAS  KEELYB BRIGGS CHAIR  Mukbo  CITY OF DENTON, TEXAS