Agenda Packets - 1997/08/11 - Laserfiche WebLink

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INFORMATION EDITORIAL BOARD MEETING MINUTES Monday, August 4, 1997 0 '° • 2:30p.m. LY In Attendance: Chuck Whiting Jennifer Bergman Tracy Sanchez Mike Ulrich Marvin Johnson Diane Clyne Dave Brick Business: As this was the first meeting of the newly organized editorial board committee, there was no agenda or past meeting minutes. Members returning from the previous board are Jennifer Bergman, Dave Brick and Marvin Johnson. It was decided that a calendar will be established of different articles from departments with a time line establishing which months certain articles will be published. In the past department heads have been responsible for writting articles but this committee will also actively seek ideas from all staff for the newsletter. Format and production of the newsletter has been good in the past and much of the information published is public relations related. We would like to step up our level of reporting community business and increase announcements and information people feel they need, want or would be interested in. Discussion was held on some of the articles that had generated interest and phone calls from the public. It was decided that we will keep one main article from each department but that certain departments might not need a whole page so other departments with information important to that month could use part of another departments page. We should not worry about just filling up a page but that the •nformation is pertinent and informative. Much of Tracy and Dianes input will be from their involvement with the public both at the front desk and telephone calls regarding questions, information requested and ideas the public may contribute and Tracy's involvement on the department level. We are required by the Charter to print 6 newsletters per year and in the past the budget newsletter has been a separate newsletter. As needed a special edition has been printed regarding any special projects coming up. Discussion was held on how to cut costs, as the type of newsletter we print now is very expensive. Perhaps making some changes on paper quality, cutting back on colored pages and making better use of the size of graphics to make more room for articles. One concern is that cutting quality too much may affect people not reading it. Several people reported on newsletters from other cities and we could look at some of them to see how costs could be saved without cutting too much quality. For a city of our size we are spending a large amount of money on a newsletter. We will continue soliciting advertising from merchants as this is helping to offset costs. Chuck will bring to the next meeting the amount budgeted for the newsletter and Mary will bring information of what the costs have been. The Park and Recreation department will continue to set up the next newsletter with Tracy Sanchez learning to do the set up on the Pagemaker program. The September/October newsletter articles are due to Mary by August 20. A special budget newsletter should go out the middle of November so people have the information before the public hearings held in December. The next editorial board meeting is scheduled for Wednesday August 13 from 11:00 to Noon. Future greetings will be scheduled for the second Wednesday of the month at 11:00 a.m. Submitted by: Diane Clyne n:\data\users\dianec\share\minutes\edit.8-4