Planning Commission - Regular Meeting

I know.

Yes. to bring this meeting to order. So, it's the communications public relations committee meeting and it is February 23rd and um I would like to start off with um a prayer. Emma Commissioner Canard, if you wouldn't mind praying. Father God in heaven, in the name of Jesus, we just ask you to be with us on this meeting. Lord Jesus, word our mouth. Lord, give us what to say and the directions that we need. In the name of Jesus, we want this to be prosperous and Lord follow your directions and that way we know we'll be going in the right way. In Jesus name we thank you and praise you. Amen. Okay. And we are next to have the approval of minutes which how does

them unless you have questions. I don't not. So

okay. And so we are I think our community um individuals are running late. I'm not sure if the adults will even be able to make it, but I wanted to have space for them and they asked for that. So we'll just um move around in the schedule. So the new business is the communications audit request and I wanted to explain and then share I don't mind sharing either what that will be consisting of to the community and so um it's just basically referencing that I'm newly appointed chair of the communications and public relations committee. Um I want a comprehensive audit of the city's current communication infrastructure, the assets and policies. And so just as part of my commitment for transparency and resident engagement, I wanted to um just request a host of things. So it's the current communications policies and procedures, the access uh for credentials and admin administrative ownership. So like the website, YouTube, social media platforms, email distribution lists, things of that nature, as well as any existing or if we even have any automated systems um for calls and just looking into possibly doing something to that effect. And then any prior or current PEG or cable channel agreements that we have. I know at one point we had like a channel, a local channel um at one point that was literally I remember it as a child that it was just kind of for the city of Benton Harbor. Um and just looking into different things is if there's funding or um assistance that we can get in regards to um having that in place and then just historical radio and broadcasting um partnerships. So, and along those lines, we would I need to know if we've ever had any audio or video equipment for inventory for and then the current budget allocations for communications. I um haven't wasn't able

to have a meeting prior to this meeting with the um um director um Little um or the city manager, I'm sorry, Little. Um, so I I do not necessarily understand what funding or um allocations for communications that was in play at some point. And then the analytics or engagement data for digital platforms. I know that Nick Gun would give like information on the um on like the social media page, but I don't know where we stand with the website or YouTube and things of that nature. and then uh emergency communication protocols. And then the final one was the ADA accessibility compliance documentation. So this is just going to put me and the committee in a better place and space in order to evaluate where communications um is at currently how do we hold um things accountable and and to go from there. So I didn't know if anybody wanted to ask any questions or dialogue for in that area but that's where that is the first item for the new business.

You know it's bullet but it's just basically though. But and in all fairness though I I get it. It's only 10 points but it's asking like okay so what are the communication policies and procedures okay what are the existing which I don't think we even have any um phone systems in place where you do robocalls type right we don't have anything um and then in regards to the channel are you aware of at one point we had a channel I'm not I think Mr. Maybe.

Yeah. for um Commissioner Henry. We at one back early um I think in the mid to late 80s when uh Green County cable sold out to Comcast I believe it was. We had an access channel that was available to us and we also had some equipment for uh being able to um make presentations and so forth on but I I've not heard of or seen anything of that in many many years. I feel like it was like a basic channel. I don't think you had that cable. I think it was one of those set of free channels. It was a local channel. But that's something that I would

antenna. Mhm. Or whatever. So, cuz the whole purpose and and is like I said, it's conclusion. So, what about people that don't have, you know, um internet and or even regular cable for that matter? I don't watch TV at all necessarily. So, um I get it. So, but I know these were things um historically that we've had. I know we at one point had um a radio um situation in the basement. Correct.

I believe they did. Yes. Uh when I was here back in 2000, we got uh awarded a low power uh radio station by the FCC and um one of them I'm not sure what happened to them. Um u I'm not sure what happened to them. They both were the cities initially. Um, I did the grants form back at that time, but then when they got them and I'm not sure what happened to them. Yes, Commissioner Canar.

Thank you. Um, I'm It seemed like I can remember back. I'm well not quite remember but it seems like that the equipment that we had here I'm not sure but it may have been given to the children the young the communications there at uh at the high school Mr. what's his name Mr. Turner was uh the teacher of that class and I'm thinking that equipment might have been given to the uh school cuz I heard that also

facility. Okay. So, um what about the radio and broadcast? Did we ever have our own radio station or access? I don't believe the city actually kept either one of those themselves. Um, one of them I and this is hearsay because I'm not sure that I wasn't here when it occurred. I think one of them went to um I can't gentleman's name now. used to come over from Detroit, but uh and I don't know what happened to the other.

So, another one because I I've just read through them quickly. We didn't stop after each one. So, I was just referencing a couple other ones. So, what is the our emergency communications protocol? The only emergency communications that I know of is through the police department and the county's uh radio system that they use. Now, that's basically it. So again these are just this is basically I'm sorry a audit for um communications of um processes assets and things of that nature. So that is um will be distributed or asked of um different individuals that should know something or if not it's some things we can see about bringing into play. Um, did you want to say something, Commissioner Henry?

I think that um, you might think that there's a line item for communication. There's no money budgeted for communication. Okay. So, anybody else has any questions in regards to the audit request and what it entails and any of did you hear I don't know if you were here for it all at the very beginning at the very beginning at the very beginning

so more in in a summary to just state that it was trying to see what is the status of the communications basically um department like is there funding? Is there things in place or relationships or partnerships like a radio stations um the cable or TV um department and just what is our the stats um if you will for the city website for the social media platforms and then I the email distribution beyond nothing I'm aware of beyond just notifications for when there are meetings but just what it's how successful has these things being. So that's what an audit actually checks. Yes, ma'am. Yes, Commissioner Henry.

Well, you might to go back to when uh this committee was created not by charter was created by the commission uh and um public relations was added to it after uh it was created. So maybe the clerk might have to go back a lot of years to find that document that this uh committee was created by the commissioner.

Okay. So next up was resident engagement strategies. And so I I have some ideas or some different reference items that I have for that, but I wanted to take this time to actually even brainstorm with the committee members as well as anyone in attendance as to how best um communication can be exchanged or provided to residents. Um, so you you guys know we have the website, we have the uh social media page, we have YouTube for the videos, and then I do we have Instagram? Okay, so who manages the Instagram and Facebook?

Again, these were questions I plan to have spoke or had some clarity on with a meeting with the city manager prior to now. So, I didn't get any how to or what all this this would entail. And so, this is me trying to figure it out without any guidance.

Let me try and help. Uh there actually is no communications department as such. Uh the city's budget is such that that's not one of the items that we have. Our communications is limited to the website. I believe we have a program that uh uh the clerk has access to if uh that ties in to the website. I believe uh isn't it such that if any individuals were interested in any particular item uh we would get their uh email and anytime anything on that subject came up it would automatically notify them.

Correct. So there is um a section of the website where you can subscribe and you can choose what categories you want to be notified of and anytime something goes up on the website in that certain category say it's commission agenda or it's bids or it's public notices you will get an email that the website has been uploaded. There's also an option on there for text messaging and we're actually currently working on expanding that so that there are categories that people can choose from to get a text message. Um the whole thing with that is there has to be somebody that inputs that to send it out. And so that's where we're kind of limited with staff in certain departments um to be able to do all of that. But when we did have cancellations for the snow and whatnot, um I sent that out via text message to those that had subscribed to it. So that's something that is in currently in the works to make it a little better. And beyond that, um the Facebook activity is basically been limited to the manager having uh uh contracted for a small amount with uh uh Mr. gun to put out uh whenever we're trying to get information out to people so that people get the facts in terms of what's happening with various programs, various uh activities u involved in the city and that kind of thing. Um clerk, you said that there is a text process as well as the um email request. Was there something else you said? And it's all via the website, the enrollment process. Yes. So to subscribe to the emails, um every time some something

gets uploaded, you would go to subscribe on the website. Um I can actually give you the phone number right now to be able to subscribe via text message. Let me pull it up.

269256 8349 and you'll put in alerts. So you will text alerts to 2692568349. And like I said, we're looking at expanding that so that it will give certain options on what you want to subscribe to for text messages. You had you wanted to ask something to

in cohesion with this um mass texting option. Is there anything on the agenda or possible outcome of having like uh a print option, a black and white mailing option or something to the individuals who don't have social media or cell phone and or also is there who's specifically in charge of the social media pages and the activity for the city? Because if it's just one person, is there a way another person can be assigned to assist in that endeavor as well?

City manager Basically the manager handles that directly with uh Mr. uh so you and Nick basically in control of that right now.

All right. And the same page that we speaking about y'all two in charge of that's what we talking about possibly improving or trying to further expand for the city. We're not uh we're we very little money and we're simply doing what's necessary to get out information to people in general on any new efforts or problems or whatever that the city has and essentially I sat down with him and take the time to provide the details and so forth that need to go out. Commissioner,

one of the things that I think is most important for us to take in consideration, we're between two uh nuclear plants and there's sometimes emergencies that's got to get out to sometimes people that don't have uh access to some of the things that we can get across at a um urgent time. What do we have in place even now under the securing our city and getting the communications out if there's uh uh not time to have days or hours to to place for the safety of the people in communications? I know they have sirens, sirens some places, but what do we have in place for communicating and getting information out in case of an emergency?

We the city don't have anything, but the county has as a part of their process. Uh, and they used to test it regularly where they would send out a notification that would go to every cell phone. every cell phone would start to squeal and then that information would come up that they're testing it. So, are you saying that it's not in place? It hasn't been I haven't heard anything of anything like that. I haven't heard it recently, but they used to do it all the time.

Yes. So, I So, back in the fall, the county did a testing because I remember getting a text message and I had to respond like, "Did you receive this?" Um, where were you located? Was it, you know, my personal cell phone, a work cell phone? And I also got an email to respond to the same thing. And that had to have been maybe end of summer, early fall, and it was it was from the county doing a test. Well, I think it's something that we should take into considerations because uh it is important for us to secure our city, its people, and I think testing like that should be done uh much more regularly because uh I don't remember receiving any message of that sort. So that's why I say somehow or another it has to be um a way of getting some communications out in and for the safety of our public here in our community. Thank you. Anyone else? Yes, Derek.

Um, Mr. City Manager,

going back to you and Mr. Gun being in charge of the information that's being disseminated from the social media page, that's y'all duty. I'm fine and well with that. However, is there um with the information being accurate, clear, and appropriate, is it anything from hindering us as members of the committee from releasing the information on our own personal social media page as well as long as it's in the line with the information that's coming from the page that y'all operating. meaning like we discuss a topic or some information that need to be released to the public and even though this a small town we all in here together all of us don't share the same social media friends so and I didn't follow the social media page for the city until a few months ago and I know quite a people who quite a few people who don't for various reasons so certain information that's not going to get to everybody so if there's something that's stopping us as members in this room on this committee from releasing their information on their own personal social media pages as long as it's accurate, appropriate, and on time with the information that's discussed in here.

The committee meetings are sent out generally on uh is it YouTube uh where everyone can have access to them. the problem that would exist with individuals sending out your own things on social media. Certainly, as individuals, you're free to do, you know, whatever you wish. But if you're doing it as a member of the committee, you could find yourself in a situation where somebody has an issue with it and become liable for u somebody's complaint or whatever. Okay. So, next up or the final item on the agenda was like senior outreach initiative. And so what that would entail is um actually gauging and interacting with the seniors whether it's via the senior center um churches and different things of that nature to see how um effective communication that the city has in place has been working for them. So um basically getting the information directly from the people that we're trying to get it to. So, did you get an email or did you see this on a website or are you aware of this the different phone processes that are in place for emergencies or even how to subscribe because we know most of them wouldn't even know how to do these things. So, actually just spend the time to see how effective our communication is um within the city. Anybody had any insight or any input on that initiative? We don't have a follow-up process uh to

do that kind of thing. However, we do uh record the number of people that view uh various items that go out on social media and that type of thing to give us an idea that the information is getting out to people.

Right. I'm aware of that. And so what I'm saying is that I wanted to just um as a committee as a commissioner um committee member commissioner just to actually spend that time and asking and citizens and residents how effective it is because then they could actually bring feedback and give us insight as to how well it's working. Stats and numbers are good. that I know people can repeatedly look at something and that increases the likes. Somebody can sit and repeatedly look at something and click on it. And so it's not the best measurement tool, but again um they're not going to come to us um currently and so we need to engage with them. So Derek, did KJ want to speak or No, he doesn't have to. You still want to Kevin?

All right. It's your choice, nephew. Cuz I had um different adults that were going to be present and weren't able to. They just wanted to ask questions and see how the process even works for that matter. So if nobody else has anything, if there's any public comment. Yes. Since nobody else has I'm still a firm believer in the uh uh the uh paper, what was that? Paper

newsletter. newsletter because it would reach our people and it's been stepped on, smashed, and out of the picture now. Now we got everything in two hands instead of all of y'all hands. And uh I don't like that. Me personally, what I do like is the fact that we got you guys, new guys on we can ask for more and we can also demand more. I just think too many citizens are not involved and it's mainly because of lack of real communication. I don't I'm not computer literate. I'm not texting. I'm not doing any of that kind of stuff. And there's a lot of citizens out here like me. You guys kind of got on my nerves when you didn't do didn't get this done where we would have to be going through it now, all these years later. I hope you guys have more compassion for the citizens because a lot of our money is being used for a lot of other things. You can call it emergency or whatever you want to call it, but to me, this is an emergency. But I can't make you guys do nothing. But if you want me to, I can bring a lot of citizens over here and ask you to do it. That's as a citizen I could do that. I ain't

never really want to go through all of that. That's when when we could make sure that we did it and make it where citizens had a job helping. And it's no reason why citizens not totally in this picture. It's only about us. And that's what I'd like you new commissioners to understand. It's all about us now because it's always been about any and everybody else and you're using our city income tax money. That's what that's the leverage that we feel like we have as citizens. And we can say no, you can't and you can't. But ain't nobody trying to do all of that and get in your way. But we're not going to let y'all get in our way because you won't give us the information in a a letter. Let's try to Let's try to work on that some kind of a way. We get We got friends that do everything with us. They could donate to helping us do that, too. Thank you.

Thank you. Thank you. And so again, I would like to say prior to closing um that for those that relate, I reference having a um communications, public relations audit so that I can have a better understanding of what we have, what we don't have, what we have in place, and how the communication is going to happen with the communications department involved with it versus just hearing from it externally. And I was that was one of the topics that was going to take place when I met with the city manager. I didn't have a meeting. I actually have a meeting coming up now. So I will next month have feedback in regards to what the next steps what has been um figured out. And all insight is really important to me from residents. I mean I can't stress that enough. And we can't just assume one route will be sufficient. um we know and actually a lot of people reference um when they're talking about stats that a lot of our people are older residents right so how we're reaching them so yeah so nothing else from me um just know that I'll do my due diligence but again I need to understand the parts of the communication and public relations but I have lots of things as well in mind I can't do it all in my technically my first meeting cuz we last one was cancelled due to the weather. So if there's nothing else we will adjourn. I appreciate everyone coming on tonight.