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HomeMy WebLinkAboutCommuter Rail Committee-Minutes-5/21/2008 Public Information Subcommittee Minutes from Wednesday, May 21, 2008 6:30 P.M. 1. Call to Order Urmesh Shah, Chair called the meeting to order at 6:35 p.m. Present: Urmesh Shah, Kristen O’Regan, John Gooding, Bart Butler (by conference call) Absent: James Day Staff: Mona Gandy, Communications Manager and Kelly Cooper, ACM 2. Approval of minutes for May 12, 2008 Urmesh Shah motioned to approve the minutes, Kristen seconded, motion carried. 3. Discussion a. Review strategies previously discussed for gathering public input on the commuter rail project Determined to take no action on this item at this time. b. Review and discuss strategies for disseminating information to the public on the commuter rail project, specifically the open meetings scheduled at the Colleyville Center June 19, June 25, and July 8. Mona Gandy provided an update to the web page on the city’s web site. The committee liked what she had done and discussed ways to simplify to fewer pages. They determined this would be reviewed again at the June 2 meeting and would bring to the full committee for approval to move forward. The web page would contain the information sheet that Kristen is putting together. The committee also discussed putting information in different places in the City, such as the library, utility billing office, senior center. Urmesh is going to talk with Market Street Public Information Subcommittee Minutes 5.21.09 / Page 2 of 3 about placing flyers in the store. Kristen is going to talk with Lifetime Fitness about the same. City staff will also work on press releases to Star Telegram, Courier, and put out street signs with information about the meetings. i. Discuss the meeting format, committee role, needed supplies and other preparation necessary for the meetings Logistics and format were discussed. It was determined to begin each meeting with a short presentation introducing the committee and the reason for the meeting. Divide those in attendance into smaller groups that would gather around a table and submit input to a committee member. Input would be first written on individual cards then put collectively on a flip chart so that all thoughts were collected. Kristen offered the suggestion that came from another committee member regarding a 4-5 question “survey.” After discussion the committee determined to not move forward with this option at this time. Urmesh offered the idea that each subcommittee member takes a night to lead the opening remarks because he may not be able to attend each meeting. Possibly James Day could lead the meeting at the Senior Center during the day. Bart liked the idea of having The T present at the meetings; they are a source of legitimacy and can assist in answering questions. It was determined to ask the T to be present with a booth in the foyer to provide information and answer questions as people come and go from the meeting. The T should bring maps, station drawings, boards with vibration and noise information. Bart interjected that the committee needs to express that we aren’t the experts, giving information know to the best of our ability. If we don’t know the answers go to the FAQ sheet. ii. Select dates for the fourth meeting at the Senior Center After review of the calendar, June 24 was selected as the date for the Senior Center. Urmesh asked Kelly to contact Mr. James Day and verify that date would work for him and to send out via mail to all the HOA’s. iii. Review the fact sheet and finalize document preparation The team took a few minutes to review the fact sheet and additional information that should be added based on information received from The T. Urmesh would email his information to staff to include in the document. Kristen would update her information sheet and email to staff as well. This will be included in the June 2 meeting for review and presentation to the full committee. Public Information Subcommittee Minutes 5.21.09 / Page 3 of 3 c. Finalize implementation measures regarding these strategies and determine additional action items for consideration Final actions for the public meetings included creating a sign-up sheet, discuss and review the information sheet, approving the cards, and discussing and reviewing the web page. 4. Citizen Comments Hiedi McCullough, 7217 Balmoral Drive, Colleyville TX spoke indicating that the committee was moving in the right direction in her opinion. 5. Adjournment There being no further business, Urmesh Shah, Chair adjourned the meeting at 8:37 p.m. Minutes prepared and taken by Kelly Cooper.