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HomeMy WebLinkAbout15 - City Communication SummaryCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 15 October 22, 2002 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: City Manager's Office Marilee Jackson, Public Information Officer 949 - 644 -3031 or mvjackson @city.newport- beach.ca.us SUBJECT: City Communication Summary ISSUE: Is the manner in which the City communicates public information appropriate today? RECOMMENDATION: Direct the City Manager, through the PIO, to routinely update the City Council as to new technologies that may continually improve city government's ability to effectively provide public information to residents, visitors, and businesses. DISCUSSION: In response to the City Council's discussion about the adequacy of public access to existing city information, this report: (a) Explains What We Do Today (how we currently make information available to and communicate with the public); (b) Explains how interested persons can access and download City Information on the Web and in the City Clerk's Office; and (c) Describes What's in the Future (future projects and plans currently underway or under study to continually improve the quality and quantity of city - related information to the public). What We Do Today. Media Communication. Council Policy D -1 states Department Directors or designated departmental representatives handle routine media requests within their area of expertise. This provides a direct link from the media to the appropriate information source and continues to work well not only for media inquiries but also for the public at City Communication Summary October 22, 2002 Page 2 large as well, in terms of expediting answers and correctly conveying information requested. Live and Tape - Delayed Cablecasting. We currently cablecast all regular City Council meetings live. We cablecast Study Sessions on a tape - delayed basis. At the bottom of the screen during each cablecast, we prominently display the City's Web address, (www.city.newport- beach.ca.us). The Web address is onscreen permanently during the "Public Comments" portion of the meeting and numerous times throughout other portions of the meeting. When the Council discusses each agenda item, the "CG" machine; ( "character generator ") displays the title and explanation of the item onscreen.. A VHS copy of each Council meeting is made available in the main library for viewing.. Replays of the regular session meetings on Adelphia and Cox occur Sundays at 4:30 p.m. preceded by tape - delayed Study Sessions. Information and Opinion Lines. Residents can call the City's Info -Line at 949 - 644 -3309 to get general information about City activities -- it starts with a touch -tone menu and allows people to punch "0" to get a live voice during working hours. The City's Opinion Line (949- 644 -3001) is a message -only line that allows people to leave their opinions on the line with follow -up by City staff if requested by the person leaving the opinion. ThE: line transforms the voice -mail message to an e-mail that goes to the Assistant City Manager's desktop computer. This system has fairly few users. In addition, the City established a direct "opinion e- mail" (the e-mail address is "opinion @city.newport-. beach.ca.us" or " opinions @city.newport- beach.ca.us)" that is handled the same way.. There have been about 25 a -mails or voice -mails on the opinion line in the last E; months -- most about the Santa Ana Heights annexation. Other Avenues of Communication. Additionally, I have endeavored since my arrival in September 2001 to enhance, expand and facilitate the information - dispersing process by providing the following: a) Sending out (via the City's utility bills) an invitation (see Attachment A) to add individual e-mail addresses to a Master E -Mail List. Addresses on this List will receive timely information on events and city news. To date, almost 600 individuals have been added to this list. b) Developing a PIO section on the City's Web site under "News /Events." This section allows readers to e-mail the PIO directly with questions and to access City news and current events along with accessing NBTV News (including cable TV programming schedules). c) Including regional and local broadcast and print media in our media distribution system via FAX and e-mail (a system that includes community newspapers like the Daily Pilot and the Light). I have also expanded the subject matter of news City Communication Summary October 22, 2002 Page 3 releases to provide additional information to the public on all areas of city operations. d) Producing four (4) monthly cable programs oriented toward community input: These are "City Scenes" (a Q &A format where residents ask questions and City staff answers them); "Profiles of Government" (focusing on Council district issues as presented by the districts' representatives), "Speak Up Newport" (the discussion of various public issues raised at SUN), and "Pick -a -Pet" (a show focusing on the NBPD's animal control function and animal adoptions). City Information available from the City Clerk's Office The following information is available from the City Clerk's Office: a) Electronic Copies of Documents: a. City Council Agendas, Minutes & staff reports (without attachments) are available in HTML format from 1996 through present. b. City Council Agendas & staff reports (with attachments) are provided using Alchemy software (one -time download program provided) from late 1998 through present. c. City Council Minutes, Ordinances & Resolutions are available from incorporation (1906) to present, again using Alchemy. b) City Charter & Municipal Code c) City Council Policy Manual d) Boards, Commissions & Committee Manual (includes roster) e) Election Information f) Passport Information g) Citizen Participation Info (info on all boards, commissions, committees and an application blank) h) Vacancy notices for boards & commissions (when they have vacancies) City Activities Calendar (see Attachment B). A document that shows the date, time, and location of various public meetings associated with the City. In addition to the above, the City posts agendas for most Boards, Commissions and Committees on the Public Notice bulletin board at the front of City Hall (facing Newport Boulevard by the glass lobby doors). City Communication Summary October 22, 2002 Page 4 City Information on the Web. City Web sites are updated daily. Common information available there includes: • Agendas and Minutes of all City Boards, (generally) • The City Charter and Municipal Code • The Council Policy Manual • Elections information • Ordinances and Resolutions • Demographic information • An "I want to..." section with common tasks • Community links • News and information, including the PIO's web • A Telephone Directory Committees and Commissions link • Virtual FAQs -- including hundreds of information summaries • Links to e-mail City Council members and staff • Job opportunities • Ways to electronically schedule Building Inspections • Ways to electronically sign up for Recreation classes • And much more The City's Web Page u'dcome to.... Newport Beach C \:W IYi�J y�n n�p�uv^ City Communication Summary October 22, 2002 Page 5 Our MIS Manager (or individual departments) continuously maintains and explores ways to make our Web easier to use and simpler to navigate to extremely varied information including but not limited to the following: http : / /www.city.newport- beach.ca.us (main site) http: / /www.newportbeachlibrary.com (library site) http: / /www.nbpd.org (police site) http: / / www.city.newport- beach .ca.us /csv /artscuIture /main.htm (arts site) http: / /www.balboayachtbasin.com/ (balboa yacht basin) http: / /www.cleanwaternewport.com/ (clean water) http: / /www.newportlifeguard.org/ (lifeguards) http: / /www4.city.newport- beach .ca.us /sdi /registrationmain.sdi (registration for Recreation Services programs) http: / /www.nbvision2025.com/ (general plan update) What's In The Future. Technology for better communication between the City and residents is out there. We're reviewing it fairly constantly. Some of the programs already in place or that may be coming our way (depending upon budget and staff resources) are: a) ACIS (automated citizens information) - information on city wide matters from A -Z available via the Web and telephone including fax on demand is now in place and the booklet describing its usage is at the printer as we present this report. b) IVR (interactive voice response) & Web applications designed to facilitate payment of bills (Municipal Services Statements, etc) and access citizen account information in under development. Some of this is active now. c) A City -wide global e-mail communications system. d) Informational Web Tutorial. A recurring cable program describing how residents and businesses can access information from the City, including the Web site, the City Clerk's office, and the Public Information Office. e) Master Calendar. We're looking at various programs (including Qscend's Q- Scheduler) that would establish an active calendar on our Web site. Viewers could see the meetings scheduled for each day and click on the meeting description to know the meeting's location, attendee membership, and to see that meeting's agenda. f) Council Meeting Video - Streaming. Several firms provide programs that put Council cablecasts on the Web, both real -time (live) and on- demand (interested City Communication Summary October 22, 2002 Page E viewers can click on a specific meeting and watch it as if it were live). Some cities and counties provide this service as an alternative to lending audiotapes or videotapes of Council meetings. The City Council will want to offer their thoughts on video - streaming prior to our embarking down this path. g) Web -Based Comments /Complaints. Several firms provide programs that will allow a resident or business to log onto our Web site 24/7 and write us a brief e- mail describing a concern, complaint, or comment. For example, it would allow someone to report a pothole, a leaking water pipe, or an area that needs code enforcement. Viewers could also voice a comment about a particular city issue. Following the submission of their e-mail, their e-mail will be formally logged into the City's tracking system to ensure a prompt response to their inquiry. Finally, our City's in -house Communications Committee aka ( "CommComm ") is extremely helpful in assisting me in examining new trends in information technology and in increasing the quality and quantity of material available to the public. Environmental Review: N/A Submitted by: Marilee Jackson, .ublic Information Officer Attachments: A - Sample of e-mail invitation via utility bill insert B - City Clerk's Calendar Attachment A ou"ve Got Questions E ,�Zp1Z TZ3 Q SE��SWERSt City of Newport Beach Attn: Marilee Jackson, PIO P. O. Box 1768 Newport Beach, CA 92658 -8915 Want to know more about our city? Help us to communicate with you . Send us your e-mail address. We will send you the latest information on city issues, airport issues, water quality, cable TV, growth & planning, road projects affecting your area, police and fire information and more. Yes, you can always e-mail us back at any time night or day. Please print your e-mail address clearly below (and your phone number in case we can't read your printing). Better yet, save a stamp and e-mail me back! mvjackson@city.newport-beach.ca.us My E Mail Address: Daytime Phone Number: ( ) - Attachment B October 2002 Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 5 Sep 2002 S M T W T F S 9:30 AM 6:30 PM (CCH) 1 2 :3 4 7 4 5 6 7 OC Supensors Planning 8 9 10 12 13 5:30 PM (1-113) Commission Lib �ry SS 15 16 17 18 19 20 21 5.30 PM (LACES) 22 23 2.4 25 26 27 28 NCAC 29 30 7:00 PM (CCH) PB &R Beach) Annual League Conference (Long 6 7 8 9 10 11 12 5:00 PM (CCH) Civil Service 9:30 AM OC Supervisors 6:00 PM (CCH) Harbor 3:00 PM (FIRE) Coastal/Bay Board 4:00 PM (CCH) Commission 5:00 PM (LIB) 7:00 PM (PD) Study Session City Arts GPAC 7 :00 PM (CCH) Commission Regular 5.30 PM Meeting OCLCC 13 14 15 16 17 18 19 5:30 PM (LIB) 7:30 AM (CCH) 3:30 PM Board of Library EDC [cancelled] Vector Control Trustees 6:30 PM (CCH) Planning Commission 20 21 22 23 24 25 2ci 7:45 AM(LIS) 9:30 AM 6:00 PM (FIRE) 9:00 AM Aviau'on Gnte. OC Supervisors Harbor OCCC 4:00 PM(LIS) GPUC 4:00 PM (CCH) Commission 9:00 AM 7:00 PM Study Session OCCOG 7:00 PM (PD) EQAC (cancelled) 7 :00 PM [CCH) ( ) CSD Regular 7 'OOPM (PO) GPAC Meeting 27 28 29 30 31 Nov 2002 S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Meeting Locations: Prepared by Newport Beach City Clerk's Office (949 -644- 3005). Updated 10/15/2002. CCH = Council Chambers/FIRE--Fire Conference Room /LIB = Central Library/NCES =Newport Coast Calendar subject to change. Check with staff liaisons for current information and agendas. Elementary School/PD =Police Hdqts. Check with joint governmental agencies regarding their meeting information and locations.