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HomeMy WebLinkAbout07 12 16 MinutesCommunications and Technology Advisory Committee Meeting Minutes July 12, 2016 1. Call to order/Roll call CTAC Chair Jessica Weber called the meeting to order. Roll Call: Brett Anderson ············· Present Jim Anderson ················ Absent Don Breidenbach ·········· Present Erik Juhl ························ Present Jessica Weber ··············· Present Annette Thompson ······· Present Dave Elbon ···················· Present 2. Approval of minutes The minutes were approved as read. 3. Old business A. Increasing Use of Our Current Social Media i. Parks boosted post Elbon reported on the results of a post about Camp Fest which was boosted at a cost of $10. The post received an organic reach of 1400 and a paid reach of 3800. The small cost to increase the post’s reach suggests that boosting a post is a good strategy for spreading the word about important information where the City has an interest in reaching a wider audience. ii. Technology Village also boosted four posts over a month Four Technology Village posts also were boosted over the course of the past month. A typical example had an organic reach of 260 and a paid reach of 3200. Another example of the potential value of occasionally boosting posts. iii: LinkedIn or Google+ Snapchat for parks The City is exploring the possibility of expanding its social media portfolio via these three services. Elbon mentioned that Snapchat may be a good fit for Parks and Recreation information because of its skew toward a youthful audience. iv: City Own Facebook account. Need user name Elbon and committee members discussed how to best manage the City’s Facebook account. Elbon wondered about the efficacy of setting up a fake personal account to serve as the account manager. Juhl noted that most cities give administrative access to staff personal accounts rather than setting up fake user accounts, to align with Facebook’s page management requirements. 4. New business A. Review Social Media Policy Elbon had asked CTAC members to review the social media policy soon to be presented to council. Juhl noted that the old policy lists political speech as a prohibited category but the new one does not. No other comments were made about the content of the draft. B. WSUM education committee CTAC discussed the Water Surface Use Management communications plan sent out for review by Elbon. The plan recommends some ordinance changes for water use, tho ugh much of the plan reflects rules already in place. Elbon noted that next phase is to set up an education committee to help make the public more aware about the changes, improve signage, and so on. Thompson was on the task force that produced the plan and noted that the education piece includes increasing awareness of current regulations as well as new regulations. A suggestion was made to add informational banners at the wagon bridge. Elbon mentioned that many ideas have come up and the proposed commun ications committee will review them and come up with a strategy. Weber mentioned that Nextdoor would be a good way to alert people near the water about the regulations because messages can be targeted to specific areas within the City. C. Council Chambers A/V equipment update Elbon reported that the old A/V equipment in Council Chambers is nearing the end of its useful life – for example, the Crestron screen/controller used to select video input for chamber monitors is going blank and will be useless when it fails. Most of the equipment is 10 years old. The cost to do a full replacement will likely be $130 -150K. The project can be spread out over three years, but doing so adds to the overall cost because you need extra converters to connect the old equipment to the new and so on. Elbon is obtaining four bids for the project. PEG money may be available to help cover the costs. Elbon hopes to start the replacement project by next year. 5. Announcements/Correspondence A. New Cable Technician A new cable technician has been hired. Kristin Thomas, who works at Burnsville as their social media specialist, is working out really well. B. Ordered new studio cameras budgeted for replacement The City had three cameras, one newer HD camera (four years old) and two older SD cameras. This year’s budget had money to replace the SD cameras, and Elbon has replaced them with the same model HD camera we already had. By buying a 4-year-old model as replacements, lots of money was saved, and all the cameras match which is us eful. C. CGI Communications – Videos for website Elbon reported on a proposal from CGI Communications to create a series of videos promoting Prior Lake. The agreement would be for CGI to create the videos and for the City to post them prominently on the website for a contracted period of time (e.g. 2 years). CGI then sells ad space around the video where they post business logos with links to the businesses. Other governmental agencies who have used them reported that CGI was very aggressive with local businesses and with the agencies themselves when for example a link wasn’t working for a time. Also, the website currently doesn’t include advertising, so that policy would need to change if this were pursued. After reviewing the comments by other agencies, Elbon decided not to pursue CGI’s offer at this time. D. Lakefront Music Fest by Rotary Lakefront Music Fest is July 15 and 16. If attendees can provide Elbon with video from the event, he will post it on the City’s social media. E. Lakefront Days @lakefrontpark @cityofpriorlake Lakefront days is August 4 - 6. The medallion hunt begins July 16. Clues are scheduled for Wednesdays and Saturdays on the medallion blog site. Committee member suggested posting clues to Snapchat and/or current social media accounts. 6. Adjournment Weber moved to adjourn, Breidenbach seconded, and meeting was adjourned at 6:15 p.m. Next meeting is scheduled for September 13 at 5:30 p.m. Minutes were compiled by Erik Juhl.