The URL can be used to link to this page

Home My WebLink About2004 02 09 Regular 503.2 C()MMISSION AGENDA ITEl\t1 503.2 Consent Informational Public Hearing Regular X February 9. 2004 Regular Meeting ~ J~ Mgr. I \ De t. Authorization REQUEST: Mayor John F. Bush requests that the City Commission consider whether they would like to start including information in City utility bills related to City Commission Meetings. PURPOSE: This Agenda Item is being proposed as another way to keep the residents of Winter Springs better informed about City Commission Meetings. CONSIDERA TIONS: The following is an idea that was suggested to the City Clerk by a resident who had attend(:d Congressman Tom Feeney's Town Hall Meeting at our City Hall on January 13, 2004. I recently brought this suggestion up under my Seat at the January 26, 2004 City Commission Meeting. I am now formally bringing this issue up for consideration: The following is the resident's idea that the City Clerk brought to my attention - (The City Clerk has also provided a copy of the mailing card, provided as a courtesy from Congressman Tom Feeney's office, which is Attachment "A"): CITY OF WINTER SPRINGS CITY COMMISSION REGULAR MEETING - FEBRUARY 9, 2004 REGULAR AGENDA ITEM 503.2 PAGE 2 OF 3 Mayor - As you know, Congressman Tom Feeney held a Town Hall Meeting here at City Hall this past Tuesday, January 13, 2004. Congressman Feeney's office had sent out "cards" inviting constituents to the Town Hall Meeting. Prior to the event, Congressman Feeney's staff had mentioned to me that they were expecting a big crowd. For the Town Hall Meeting which wa~ held in our Commission Chambers, every seat was taken and it was pretty much standing room only - many people were sitting in extra chairs that we pulled into the Chambers for them, and there were many people standing along the walls, most for the entire 2 hours. We also placed extra chairs just outside the Commission Chambers in the Lobby. In this area, there were approximately 50 attendees in this area, some sitting, some standing. All in all, there were probably about 250 people in attendance! At the conclusion of the event, Congressman Feeney's staff told me that they thought the turnout was far better than they expected - they were most pleased! A resident who attended Congressman Feeney's Town Hall Meeting has suggested the following idea which I also think is great - perhaps you might be interested in bringing this up at the next Commission Meeting - on January 26, 2004: The City Commission is always wanting the public to be more involved in City matters and to know what is going on. A perfect way to get the word out regarding what the City is doing would be to also send a "card" in our utility bills to our residents with a "personal invitation" from the Mayor and City Commission inviting them to attend City Commission Meetings - to come to City Hall and see what is going on in their City. If Congressman Feeney received the results he got, perhaps the City would also be as successful. The card could be inserted in our utility bills (which would save money rather than have a separate mailing) and it could be sent to a couple hundred residents at a time - perhaps one "insert" per month - the card could note the dates and times of City Commission Meetings and even though the "cards" would be printed, perhaps with each of your signatures (Mayor and City Commission) the message would seem more personal. With the City Commission doing this, especially when it comes to approving the Budget, no one could say that we did not try to get the participation and involvement of our community. Even a trial run for say 2 or 3 mailings could be tried and then we could re-evaluate the success at the end of the trial period. CITY OF WINTER SPRINGS CITY COMMISSION REGULAR MEETING- FEBRUARY 9, 2004 REGULAR AGENDA ITEM 503.2 PAGE 3 OF 3 Even though the word "card" was used throughout the City Clerk's email, any mailing that might be done, does not necessarily have to be sent out as a "card". Actually, perhaps a message printed on colored paper (perhaps a half sheet of 8Yz" x 11 "), and included in City utility bills would be just as effective. The idea is just to remind our citizens of upcoming Meetings and to let them know that their input is always welcome. FUNDING: If "cards" or any other document was mailed as a separate document to citizens, the costs could be rather high; however, simply inserting a document (sizes could vary) into City utility bills would b~ much more reasonable, especially if the City utilized a "Stuffer" type machine. The paper costs for mailing documents as suggested under "Considerations" would be minimal, and could be funded under the Commission's "Promotion Expense" Line Code. RECOMMENDATION: The City Commission is being asked to: a) Decide if the City Commission does wish to include a "document" in future City utility bills informing residents of upcoming City Commission Meetings - and if yes b) Decide what information should be included in such mailings c) Decide who should be in charge of such a project, and inform this individual of the desired preferences of the City Commission ATTACHMENTS: A. Copy of the card that Congressman Tom Feeney's office mailed for the January 13, 2004 Town Hall Meeting COMMISSION ACTION: CITY OF WINTER SPRlNGS CITY COMMISSION REGULAR MEETING - FEBRUARY 9, 2004 REGULAR AGENDA ITEM 503.2 PAGE30F3 Even though the word "card" was used throughout the City Clerk's email, any mailing that might be done, does not necessarily have to be sent out as a "card". Actually, perhaps a message printed on colored paper (perhaps a half sheet of 8W' x 11 "), and included in City utility bills would be just as effective. The idea is just to remind our citizens of upcoming Meetings and to let them know that their input is al~'ays welcome. FUNDING: If "cards" or any other document w~ mailed as a separate document to citizens, the costs could be rather high; however, simply inserting a document (sizes could vary) into City utility bills would be much more reasonable, especially if the City. utilized a "'Stuffer" type machine. The paper costs for mailing documents as suggested under "Considerations" would be minimal, and could be funded under the Commission's "Promotion Expense" Line Code. RECOMMENDATION: The City Commission is being asked to: a) Decide if the City Commission does wish to include a "document" in future City utility bills informing residents of upcoming City Commission Meetings - and if yes b) Decide what information should be included in such mailings c) Decide who should be in charge of such a project, and inform this individual of the desired preferences of the City Commission ATTACHMENT: A. Copy of the card that Congressman Tom Feeney's office mailed for the January 13,2004 Town Hall Meeting COMMISSION ACTION: ATTACHMENT "A" -$- ~ o M '" M o "- M M "- N M c: <1l 'J ..... ..... <1l X c: ~ o l'-< , >, OJ c: OJ OJ r... M OJ 01 <1l 0.. + ~~ ~~~ !3 ~ ~ CfJ ~ ~ 0 CfJ ;; CfJ ~ ~ S ~ ~ CfJ elF.iZ ~ ~ p:: ~ !Xl f'o:. f'o:. 0 ~ o 0 ~ U ~ ril fil t: r;:l rg CfJ f'o:. p:: 0 ~ 0 0=;;> Z . o~ u~ "tl . 1l . 5 ~ ~~~~ -gG)o:i ": ~~ ~ 'g~-s8 ~ ~ fa b g.~::s aji ::i ~ ::i~1l0l ~"tl"tl c: bD ., ~ 0 .:::;j ~ i :;j a "'., a "tl s to OJ a _ g :a -0 l'-< u ~ "E '" "0 C I "'I- -a: "'0 "0", "'I- t::a: o . "'a: ~5 ~ ~"--' l(/ (c: G- ~~.\ U', .. l.r 1: '...J ee- l;- r- n \:., r~ I \.~ I" M ~ ~ ~ Q) ~ cC o 3 ~ ~ ~ ~ g' "j .- = i~ ~s - .., - c co co :1:: C Q ~ c. E ~- co ~ Q co ..,.., = co ~-s en en Q) Q) = .~ en > en c- - c >Q Q) Q) c.., Q) co Q)"'C LL.c. E::;) ~~ .- c.., co co E~ encn en Q) Q)..... ... cnco c ... Q Q u.... I ,I /1 11 + -$- I ~ + I Feeney-TownHallJan 12/31/03 9:30 AM Page 2 -$-- . Congressman Tom Feeney lnvites You to a TUESDAY, JANUARY 13TH, 2004 6:00 - 8:00PM W1NTER SPR1NGS C1TY HAll i: 1126E.SR434 t ,.... "\. i . \,~" __= ~1~.T~~..SPR1NG=_,_~1. 1 J.~:~___;7). _ -= -. - "~ _Fqr more ~nform~1ion_ ~~11 (407) 20~-J 106 _-"- . -- -~ - -$-- +