Information Services Advisory Board

MINUTES

May 3, 2007, 6:00 p.m.

Town Hall Campus

Council Large Conference Room #10035

316 N. Academy Street, Cary, North Carolina

www.townofcary.org

Call to order

The meeting was called to order at 6:00 p.m.

Present

Terra Shelton-Brown, Lee Douglas, Mark Evangelista, John Fitzpatrick, Tangie Hofer, Helen Hutchings, Nazi Kite, John Nolander, Vijay Raghavendran, and Staff Liaisons Susan Moran and Teri Peralta

Absent

Todd McGee and Council Liaison Julie Robison

Approval of Minutes

Mr. Douglas moved to approve the minutes from the April 5, 2007 meeting.  Ms. Brown-Shelton provided a second and the motion carried unanimously.

Watch List:  Web Site Overhaul

Ms. Moran reported that the recommended budget includes a new Web calendar full blown content management system aimed to improve the Web site greatly.

Watch List:  Traffic Management System Updates to Citizens

Mr. Nolander observed that when the signs were in testing mode he began to ignore them, whereas now that they are only used for alert messaging he pays attention to them more, adding that the traffic engineers are doing a good job with them.

Watch List:  Dynamic Message Signs

There were no comments regarding the Dynamic Message signs.

Watch List:  2007 Annual Report

Mr. Evangelista observed that the annual report on the Web site is quite abbreviated and that he would like to stick with that format.  He added that what he has prepared so far is a very brief listing of the statements of findings from the meetings held to date.

Old/New Business

a. Review List of Possible Topics for RSS Feed (Homework)

Mr. Fitzpatrick stated that he began his research by reviewing the current site index and marking pages that could be candidates for RSS.  He felt that about 20-25% of the pages had opportunity for RSS use.  He noted that it was a time-consuming process, and Ms. Moran reminded the board that staff was not looking for specific pages to be reviewed.  Rather, staff had requested the board to submit topics they felt could benefit from RSS technology.

Mr. Evangelista asked who would be responsible for identifying topics for RSS feed should the technology be integrated, to which Ms. Moran replied that it would stay with the staff.

Ms. Hofer gave each member a copy of the list she created based on her research, noting that she took a different approach.  Initially, she differentiated between static and dynamic pages, pulling topics for RSS consideration based on dynamic pages only.  She suggested using the current EMLS subscription as a base and starting with topics that are already in play.

Mr. Evangelista reminded members of the need to determine if RSS feed is worth the time and effort for staff to pursue, and if so to what level, and allowing staff to worry about the details.  Ms. Hofer added that initially it might require a certain amount of tedious work, but afterwards it would be easy to maintain.

Mr. Evangelista asked if the board felt comfortable recommending that staff look into RSS, and all agreed that Ms. Hofer’s list would be an excellent place to start.  (See below.)  Ms. Moran indicated that the list prepared by Ms. Hofer would be forwarded to Ms. Boone, and she would add it to her Web overhaul notes.

MOTION:  Mr. Douglas moved that the board recommend that staff investigate RSS/push technology using the above list as a starting point for broad topics and to report back to the board as to whether or not it is financially possible.  Ms. Brown-Shelton provided a second and the motion carried unanimously.

Ms. Moran informed the board that it may be late fall, early winter before they hear back from staff, noting that it will take time to determine if they are able to include it in the budget.

Old/New Business

b. Annual Communications Plan

Mr. Evangelista introduced Ms. Moran who stated that since the Town’s communications program began in 1997, the Annual Communications Plan has been designed to articulate at a high level the efforts that all members of the organization will undertake toward broad communications goals.  She explained that it is a broad-level document and specific project plans are developed based on the objectives established in this plan.  A project specific plan would include more details, such as goal, measurable objective, strategy, budget and timetable.

Ms. Moran noted that the Town does not do a lot of marketing, but builds public relations.  She explained that public relations is building and maintaining mutually beneficial relationships between the organization and the publics on which our success depends, whereas marketing is building relationships that are based on exchange of something of value.  She added that providing accurate information and getting public opinion is fundamental to building good public relations with the citizens.

Mr. Evangelista asked what the breakdown was between public information sponsored communications and non-communication professionals.  Ms. Moran explained that of the approximately 1,200 employees only two individuals serve as spokespersons for the Town.  She went on to say that in order to build positive relationships with citizens, it’s important for the public to see and hear the people who work hear and Mr. Nolander asked if there were other things the Town could do to improve public perception scores.  Ms. Moran replied by stating that 94 percent of citizens have access to the Internet showing that they like to receive information that way.  She stated that, based on that knowledge, for a month citizens that called in to make a utility payment were asked if they would like to be added to the electronic mailing list service and half of them said they would.

Ms. Hofer asked why schools and universities are not part of the information groups in the Annual Communications Plan.  Ms. Moran explained that there are no universities within Cary limits so there is little communication with them.  However, she agreed that increased communication with the schools could be another avenue to pursue on a greater level.

Comments

a. Statement of Findings

Mr. Evangelista stated that the board would like to recommend that staff look into the possibility of using RSS technology in conjunction with the Web site overhaul.  He also noted that the board was impressed with the scope of the Annual Communications Plan and found it to be solid and very competent.

b. Citizen Comments    

Mr. Fitzpatrick observed that a neighbor had mentioned that the audio quality is poor while wink is running on Cary TV 11.  Ms. Moran explained that it is a feed from a public radio station and is out of our control.

c. Member Comments

Ms. Kite noted that she signed up for direct draft to pay her Cary utility bills but continues to receive a return envelope with her statement.  Ms. Moran said she would look into that.

Ms. Hofer commented that near Northwest Elementary there are two radar detectors on signs and asked if these were being used throughout the school system.  Ms. Moran replied that they are in several places due to the fact that council has directed Engineering, Police and the Wake County Public School System to increase safety in school zones after finding that many schools had no school zone speed zones in place.

Mr. Evangelista noted that on several occasions he has heard Ms. Moran refer to $40,000 as being enough to pay a police officer’s salary and felt that might be low.  Ms. Moran explained that a police officer’s salary starts at $30,000 but that in Cary there is about 30% in benefits on top of that figure.  She stated that the Town does a market analysis every year and assured him that police officers in Cary, and the rest of Town staff, are paid as good as or better than comparable positions elsewhere.

Administrative

Mr. Evangelista reminded the board that the topic for the next meeting will be WI-FI.  Mr. Raghavendran handed out some information for members to review before the next meeting, which will be held Thursday, June 7, 2007 in the Council Large Conference Room #10035 at 315 N. Academy Street, Cary.

Adjournment

The meeting was adjourned at 7:20 p.m.