City Council Announcements
May 31, 2011
E. Information Needed by Council Staff
1. Expanding Readership for the Council District Weekly/Periodic Email Updates
In keeping with the Council’s priority to enhance communication/outreach with constituents, Council staff would like to propose improvements to the current process for sending out Council District email updates. The goal is to help address quality control and increase readership while improving efficiency
Council
Members can determine the day of the week they would like to have their emails
updates sent out (most research shows that sending emails during mid-week will
yield the highest open rate/readership). Council District email updates
can be tailored to each Council Members’ schedule so long as staff is able to
balance the workload to provide equal service to all Council Members relating to
content, personal message, photo requests, monthly featured article,
etc.
Following are
parameters and logistical limitations to keep in mind when determining the
desired scheduling of Council District weekly/periodic email
updates.
§ If Council Members provide
feedback/review of email updates by noon, liaisons will send on the same
business day. If feedback is received later in the day, email updates will
be sent out by next business day.
§ Short articles that are time sensitive
announcements that do not delay publications to be sent for other Council
Members can be sent as individual information pieces with two hours notice to
liaison. Two hour advance notice should provide Council staff adequate
time to confirm information/updates with Administration and receive approval
from the Mayor’s Office if announcement requires Administrative staff assistance
or resources. If the issue requires Administrative involvement and Council
staff cannot reach the proper authority, it may take longer.
§ Emergency situations (ie. oil spill,
flooding, etc.): Council staff recognizes that public notices of emergency
situations become a priority over all other projects.
§ Last minute news article ideas can be
prepared for next email update to avoid disadvantaging other Council Members or
increasing the likelihood of last minute errors.
In response to Council’s interest and request, below is a list of ideas on how to expand each Council Member’s email update distribution list.
Web suggestions:
§ A more prominent invite to sign up for the Council District Email Updates on the new web page front door has been implemented.
§ In response to comments received through council.comments@slcgov.com, a link to the District update sign up webpage as part of the automatic response has been included:
Thank you for sending your comments about current issues to the Salt Lake City Council. The Council Members have been informed of your email.
Gracias por enviar su comentario a la oficina del concilio de la ciudad, Miembros del concilio han sido informados de sus preocupaciones.
If you would like to receive periodic
email updates about important City events and issues from your
Council Member please reply to this email and let us know of your interest or
scan the QR Code with your phone.
Note: Periodic email
updates noted above is a link directly to the sign-up webpage for all City
newsletters.
§ As part of the Council Members’ email
signature line, include a link to the District Email Update sign up page (A
similar, District neutral message has already been incorporated as part of the
liaisons signature line.)
If you would like to receive
periodic email updates
about important City events and issues from me please reply to this email
and let me know of your interest or scan the QR Code with your
phone.
§ For smartphones – A QR code has already been created and leads someone with a smartphone to the website to sign up for City newsletters, includes signing up for Council Members’ newsletters/email updates.
A QR Code is a two-dimensional barcode, which has encoded in it a URL (web address), text, or other information. It can be read by a QR code scanner, including QR scanner smartphone applications (apps).
Anyone who has a smartphone can go to the app store (on the phone) and search for a QR code reader – there are several free apps – One runs the app and holds one’s phone camera over a QR code to read it and one will be taken to the web page to sign up for Council District periodic/weekly email updates.
§ As a website announcement, let the
public know how they can sign up for Council District email
updates.
§ Include announcement in water bill on
how to sign up for Council District email updates from Council Member
representative.
§ At the bottom of the Mayor’s
electronic newsletter, Mayor’s Office is open to the idea of including a link to
the City’s website to sign up for other newsletters produced by City Departments
(includes sign-up for Council District email updates); vice versa, at the bottom
of the City Council Members’ electronic newsletters include the same link --
this will help both Mayor and the Council Members to expand their email
distribution lists.
§ An article in quarterly SLC News publication encouraging community participation and how to sign up for Council District email updates.
At Public Meetings:
§ Create a handout for Public
Meetings.
§ Run a notice on SLCTV Channel 17
during Council meeting breaks
§ Add information to public hearing
comment cards.
§ When asking for email information on
sign-in sheets for open houses/public meeting, include a disclaimer that
states:
“Your email will be included in the District X Email update
distribution list; however, if you wish not to participate, check the opt out
box.”
Video Invitations:
§ Council Members can record a taping
for SLCTV Channel 17 and YouTube to encourage the community to participate in
City government and share information on how to sign up for Council District
email updates. As part of Council Member/liaison’s email signature
lines include a YouTube button to lead readers to this YouTube
clip.
Outreach to Other Partners:
Email Community Council chairs with a request to have Council District email
updates forwarded to their distribution list. Ms. Gust-Jenson asked Council Members to let staff know if they had any concerns about this process.
ADDITIONAL ITEM:
Ms. Gust-Jenson said the Council’s retreat tentatively scheduled for June 21, 2011 needed to be changed to another date. Councilmember Love said they would look for another date during the summer and staff would come back with some options. Councilmember Garrott suggested having an out of town retreat. Councilmember Love said they would work on that idea.