Meeting Minutes
May 2008 Public Outreach Minutes

Amberley Village Council
Outreach Committee – Meeting Minutes
May 2, 2008

Present: Peg Conway (chair), Merrie Stillpass, Chuck Kamine, Nicole Browder, Bernie Boraten

I. Newsletter production and roles/responsibilities
The Committee is working toward making the newsletter editing and production more self-sustaining, less reliant on having a trained communicator on Council. We are investigating hiring out at least a portion of the writing/editing role. By way of context, Peg presented information on the current costs for newsletter design and printing (approx. $3400 total), as well as some hourly rates ($50-85) for writers she contacted. Nicole presented information on a printing company (Cox) that has been contacting her regularly to solicit our business. Their rates would be a significant savings, and they also offer design services. She also had information on a business that does all phases of newsletter production, including writing, for a flat rate of $4895. The Committee was most interested in speaking with Cox before proceeding further with hiring a writer. Nicole agreed to arrange a meeting.

II. Website management
Nicole and Bernie have been editing certain sections of the website for proper tone, and Peg was concerned that while some edits are needed, their proposed changes were too extensive, concerned that it would sound almost unfriendly. A wide-ranging discussion followed that touched on many aspects of the website, including frustrations with how the software limits what changes we can make to the structure. It was decided to consult with a programmer on how/whether to modify the software and also with LAN solutions on other options. A company that does websites for other municipalities, called EGov, will also be asked to discuss their services as another possible option. 


1) Nicole will contact the vendors and schedule a time where several can come to speak to us. 
2) Peg and Nicole will draft a memo to summarize the limitations of the current website software. 
3)  We will ask for website critiques from friends and volunteers, like Pam Hessler. Nicole will investigate how to access data on the number of hits that our site is receiving.
4) Nicole and Bernie will circulate their edits to Council, per the policy, and incorporate whatever input they receive.

Submitted by,

Peg Conway, Committee Chair