Information Services Advisory Board
MINUTES
May 7, 2008
Town Hall Campus
Council Large Conference Room #10035
316 N. Academy Street, Cary, North Carolina
Call to Order
Mr. Evangelista called the meeting to order at 6:05 p.m.
Present: Bruce Brown, Lee Douglas, Thomas Eck (6:07 p.m.) Mark Evangelista, John Fitzpatrick, Helen Hutchings, John Nolander, Vijay Raghavendran, and Staff Liaisons Susan Moran and Teri Peralta
Absent: Terra Brown-Shelton, Mary Margaret Barnes and Council Liaison Julie Robison
Approval of Minutes
Ms. Hutchings moved to approve the minutes from the April 2, 2008 meeting. Mr. Brown provided the second and the motion carried unanimously.
Watch List: Web Site Overhaul
Ms. Moran indicated that the Web site overhaul is going well, stating that Active Networks was selected because they could provide a cost-effective product that meets all our needs. She added that a summer launch is still anticipated.
Mr. Eck arrived at 6:07 p.m.
Watch List: Traffic Management System
Ms. Moran informed the board of the installation of school zone speed limit and flashing signs at all school zones in Cary, noting that Cary is the only community in the Triangle to do so. She also explained that initially they will not be tied to the Traffic Management Center but that ultimately that is the goal so that they could be interrupted and adjusted remotely if necessary.
Watch List: Dynamic Message Signs
Mr. Fitzpatrick asked if all the signs were working and connected to the Traffic Management Center. Ms. Moran replied that she was unsure.
Watch List: RSS Technology
Mr. Fitzpatrick asked if the first edition of the new Web site would have RSS feeds. Ms. Moran explained that the software that was purchased includes push technology, but it was not clear when that might be implemented. She added that the goal is to implement it quickly and very comprehensively.
Watch List: Open Meetings Legislative Action
Mr. Nolander said he thought this was included on Council’s legislative agenda and Ms. Moran indicated that the agenda requests a clarification from the legislature on council participation in public meetings via electronic method. She explained that our current understanding is that a council member may conference in and have a dialogue but their vote cannot be counted and they are not counted present in the meeting. She noted that there are other jurisdictions that handle it differently.
Old/New Business: Consideration of Meeting Day and Time
Ms. Moran stated that when applicants for boards and commissions were selected, the ISAB was scheduled to meet on the first Thursday of each month, and when the new council members were elected the day was changed to the first Wednesday of each month. She explained that Mr. Brown has a conflict with that date and, had he known he would not have applied. She suggested that, rather than asking him to resign, the board consider meeting on another day of the month if possible. After some discussion it was agreed to move the meetings to the first Monday of each month.
MOTION: Mr. Fitzpatrick moved to change the ISAB meetings to the first Monday of each month at 6 p.m. unless members not present at this meeting have conflicts, in which case it will be brought back to the board for further discussion. Mr. Eck provided a second and the motion passed unanimously.
Old/New Business: Discussion of Mission Statement Implementation
The board agreed that a consideration of observation research was really a first step of mission statement implementation and the discussion moved on to that topic.
Old/New Business: Observation Research
Ms. Hutchings stated that, to really understand Cary citizens, the ISAB probably would need some training in observation research and Ms. Moran provided some background information on the subject. She noted that, in reviewing the information provided, she found it to be a very sophisticated process that would required a great deal of training and wondered if it might not be a bit ambitious for a small group of people that only meets once a month.
Mr. Evangelista thought it would be good to consider what would be practical for the needs of the board in this regard. Members agreed that some training would be helpful and Ms. Hutchings noted that, in keeping with the mission statement, the board needs to understand citizens well enough to advise council on how to communicate with them.
Ms. Moran agreed with Ms. Hutchings that observation research by nature is high level and requires a lot of skills and suggested that the group take time to establish what practices and elements will be used when observing citizens or citizen communications. She said there should be agreement among members about what is or is not being monitored such as body language, tone, how council responds, and so on. She added that staff monitors various forms of citizen communications for trends in thinking, recurring themes and communications issues.
Mr. Douglas arrived and Mr. Brown left at 6:37 p.m.
Ms. Moran went on to explain that staff considers such things as whether or not it is an issue for the Town, factually accurate, a hot media item and if it is something that can be easily remedied by staff but for some reason has not been resolved.
The board considered further the possible need for training and Ms. Moran offered that staff could investigate the possibility of having someone come in and speak to the board on the subject.
MOTION: Mr. Nolander moved that Ms. Moran ask staff to investigate training opportunities, the parameters and potential costs and bring that information back to the board. Mr. Douglas provided a second and the motion passed unanimously.
Mr. Douglas asked if the board thought the training had to take place during an ISAB meeting and Ms. Moran indicated she would investigate the options and requirements should the board opt for training at a time other than the regularly scheduled meetings.
Old/New Business: Biennial Survey, Goal Setting
Mr. Evangelista suggested that discussion of observation research continue at the next meeting along with a review of the Biennial Survey, adding that this should provide some of the topics for consideration for the remainder of the year. He asked that members give thought to goals they think the board should pursue and be prepared to share them at the next meeting. Ms. Moran reminded the board that the survey is available online.
Statement of Findings
The board discussed and agreed on the value of observation research as a means to implement our mission statement by understanding Cary citizens better and thereby providing better counsel to the council. We agree that training is a necessary first step and have moved in that direction.
Citizen Comments
Mr. Nolander said that a neighbor was very upset because during garbage collection the limbs and yard waste were not picked up and that Public Works said it needed to be bundled differently. He acknowledged that collection requirements have changed because it needs to be prepared so that one person can manage it. He recommended that his neighbor put everything in a barrel. Ms. Moran added that Public Works is not able to be as flexible as in the past because of the automated trucks.
Member Comments
Ms. Hutchings stated that she walked on new White Oak Greenway the other day which ends at Green Level Church Road and it appeared people had carpooled from Davis Drive, leaving one car at Davis Drive and one at Green Level Church Road. She explained that there is no off road parking and wondered if there might be an answer to that. Ms. Moran thanked her for sharing this helpful observation in light of the upcoming dedication ceremony. Mr. Eck added that people are parking in the tennis court parking as well.
Mr. Nolander noted that the Issue Advisory Task Force presentation to council stated that the ISAB unanimously approved the framework, concept and process of the citizens issue advisory groups, but that’s not quite exactly what we said. Ms. Moran indicated that she would be certain council was clear in the board’s position.
Mr. Evangelista concluded by reminding the board that the next meeting would be held the first Monday in June at 6 p.m. unless those not at the meeting disapproved; in that case the meeting would be on the first Wednesday.
Adjournment
The meeting adjourned at 7:14 p.m.