Information Services Advisory Board
MINUTES
February 6, 2008
Town Hall Campus
Council Large Conference Room #10035
316 N. Academy Street, Cary, North Carolina
Present: Lee Douglas, Mark Evangelista, John Fitzpatrick, Helen Hutchings, Nazi Kite (6:28 p.m.), John Nolander, Council Liaison Julie Robison (6:21 p.m.), and Staff Liaisons Susan Moran and Teri Peralta
Absent: Terra Brown-Shelton, Tangie Hofer and Vijay Raghavendran
Call to Order
The meeting was called to order at 6:05 p.m.
Approval of Minutes
Mr. Fitzpatrick moved to approve the minutes with a couple of corrections to wording. Mr. Douglas provided a second and the motion passed unanimously.
Watch List: Web Site Overhaul
Mr. Nolander asked if there was a reveal date for the new Web site, and Ms. Moran replied that while there is no specific date, the launch is still scheduled for the end of the June 2008. Mr. Douglas stated that he was pleased to see the crime map added to the Web site.
Watch List: Traffic Management System Updates to Citizens
There were no comments on this item.
Watch List: Dynamic Message Signs
There were no comments on this item.
Watch List: RSS Technology
There were no comments on this item.
Old/New Business: Reexamination of Board Mission
Mr. Evangelista thanked Mrs. Hutchings for taking the members’ recommendations and preparing a draft mission statement for the board. He noted that Ms. Hofer and Mr. Douglas brought additional input for consideration. Mrs. Hutchings explained that she tried to keep it succinct, leaving out non-essential information, and Mr. Douglas’ stated that his text included supplemental information that did not need to be used in the mission statement. Ms. Hofer’s submission had some additional thoughts that were ultimately included in the finalized mission statement. Ms. Moran noted that the Town as an organization stresses being efficient, effective and equitable in working with the public.
Mrs. Robison arrived at 6:21 p.m.
Ms. Moran noted that the Town’s communications approach is an open system that recognizes that it is part of, is affected by and impacts its publics, adding that “publics” might include citizens, media, regional partners, state and federal regulators and others. Mrs. Robison agreed that the mission statement should reflect open communication.
Ms. Kite arrived at 6:28 p.m.
Mrs. Robison asked what Mrs. Hutchings meant by “traditional and innovative media”, and Mrs. Hutchings replied that in this context she was referring to the delivery system or means of communication used. She explained that traditional media could include newspaper, television or radio, and innovative systems might include such things as the Web site and the Cary Matters program. She added that she thought it important to include new and emerging technologies because there seems to be an ever evolving discussion in the world at large as to what is new media.
Mrs. Hutchings also stated that it might be good to dedicate at least part of a future meeting to discuss what follow-up steps might be required of the board in order to accomplish their new stated mission.
Mrs. Hutchings then read the finalized proposed mission statement, which was: “The Information Services Advisory Board guides the Cary Town Council in ongoing, open, effective, multilateral communications with Cary citizens and other publics through idea generation and implementation in traditional and innovative media including new and emerging technologies.”
Mr. Douglas moved that a recommendation be made to council to approve the revised mission statement as read. Mr. Fitzpatrick provided a second and the motion carried unanimously.
It was then mentioned that the Town’s mission statement and statement of values should somehow be incorporated into the new ISAB mission statement. Some thought it should be included on the ISAB home page. Mrs. Robison suggested that perhaps a general reference page could be put together highlighting opportunities for citizens to serve on the various boards and commissions, and that the page might have a link to each of board or commission page with more detailed information about its purpose. Ms. Moran explained that something like that would not be developed until after the new Web site is up and running.
Mr. Fitzpatrick asked when the proposed ISAB mission statement would be presented to council and Ms. Moran replied that it would be presented at the March Operations Committee meeting.
It was determined that at the topic for the next meeting would be mission statement implementation, and after that the board would consider goal setting for the upcoming year.
Statement of Findings
The board established a mission statement going forward that will be used to develop a set of implementation steps, which will be discussed at the next meeting.
Citizen comments
There were no citizen comments.
Member comments
Mrs. Hutchings stated that she watched the Cary Matters program and thought it was very well done. She expressed concern about the long breaks and wondered there was another way to present the additional information. Ms. Moran explained that they won’t be running those segments all the time, but did so this time because the topics corresponded with the topic of the program. Mr. Fitzpatrick indicated that he also felt they distracted from the program.
Mr. Nolander stated that he appreciated receiving an e-mail from Mrs. Hutchings and that he finds the ruling by attorneys general concerning responding to e-mails to be totally non-productive. He went on to say that the fact that he can’t respond back and has to wait until they meet again in thirty days is very unproductive. He recommended that the board consider exploring this ruling because it really inhibits productivity.
Mr. Nolander also expressed frustration at the number of telephone books that are being delivered unsolicited, noting that he doesn’t need them, he doesn’t want them, and he’d like to find a way to put an end to the situation. Mr. Fitzpatrick noted that on the front page of phone book there is a number you can call to be removed from their delivery listing. Ms. Kite mentioned that there are recycling options available.
Mrs. Robison said she would stay for a few minutes after the meeting was adjourned to get input about boards and commissions recommendations and appointments. Mr. Evangelista thanked Ms. Kite for the time she was able to serve on the board.
Mr. Fitzpatrick noted that the Walnut Street improvements near Crossroads don’t seem to have been completed, explaining that the signage for the median strips was never installed. In the process of figuring out who to call, he thought that it might be beneficial to incorporate into the Maps Online program a way of identifying which roads are maintained by the Town and which are the responsibility of the North Carolina Department of Transportation. Ms. Moran said she thought it may already be there somewhere, but she would mention it to Engineering staff.
Adjournment
The meeting was adjourned at 7:12 p.m.