Village District of Eidelweiss
Communications Committee Meeting
June 4, 2019 - 5:00 PM
Approved
The Communications Committee met on Tuesday June 4, 2019 at 5 PM at the Lodge Present are committee members Michael Dolan (MD), Kathy Koziell (KK) and Paula Doyle (PD). Erin Laplante (EL) attended the first 25 minutes by phone and attended in person for the rest of the meeting. Isabel Pais (IP) attended by phone. The meeting was not videotaped.
At 5:04 PM, Chairman PD calls the meeting to order and makes motion to call Isabel Pais and Erin Laplante. KK seconds. Motion passes 3-0.
PD makes motion to approve agenda. KK seconds. Motion passes 5-0.
PD makes motion to approve minutes from 56/19 meeting. KK seconds. Motion passes 4-0-1. (IP abstains as she was not on committee at the last meeting).
PD asks if committee can select a new secretary to take affect at next meeting. PD has been acting as chairman and secretary since Andrew left committee and challenging to take minutes while chairing meeting. KK volunteers to act as secretary. PD makes motion to make KK secretary to take minutes starting at next meeting. MD seconds. Motion passes 5-0.
Newsletter discussed in terms of process, timing & approvals. PD expresses concern that draft submitted in May on 5/14 and then 2 weeks of changes and revisions creating a lot of work for KK and Nancy Cole. Discussion on either moving draft back closer to end of month to avoid multiple rounds of changes and updates. Suggestion made to meet 2x per month in order to discuss topics in first meeting (first week of month) and submitting draft after 2nd meeting (3rd week of month). Agreement that this makes sense so we will go back to mtg twice a month.
Comment made and some agreed that newsletter could look better in terms of format. Could it be a pdf with a masthead to look more like a newsletter? Some thought that it was easier to read when in the body of email while others prefer a pdf. Suggestion made to consider doing a survey sent out through an email to get property owner input on communications tools and formats. Agreed to give this more thought and discuss at next meeting.
Discussion also on objectives for the newsletter as a resident made comments at last Commissioners Mtg that content was not detailed enough as it pertains to projects, budgets and spending. Committee members agreed that current content was working and anecdotal feedback had been primarily positive providing the right type and amount of content for the average resident. Those seeking more detail have ability to request information from office and/or attend meetings. Comment made that a survey would be a good way to validate these assumptions.
June Newsletter Topics discussed to possibly include Pond Levels, Public Hearing Results, Fire Permits, Grader Repairs, Audit Link, Tax Bill (include some basic info and chart with info on Eidelweiss vs. Madison taxes), EPOA Summer Events, Loon Update, Beach Testing, Water – Electrical work at pump houses, Volunteer Projects, No Fireworks reminder. Another idea brought up was to include one “Did You Know?” item in each newsletter (such as the info on taxes).
Social Media Communication was discussed. There are currently 2 Eidelweiss websites (VDOE and EPOA) and 4 social media sites (InfoBoard on Yahoo, 2 Facebook sites (1 public and 1 private) and 1 NextDoor Eidelweiss site.) Commissioners have asked Communications Committee to discuss and develop a recommendation on whether the VDOE should create its own facebook page and whether or not Commissioners should post/participate on social media sites. General agreement was reached that another fb page was not a good idea as it would create more confusion for people and it would require giving one person authority to post in order to be timely and this could create even more issues. Some comments were made that fb can be a good way to engage with people, however the overwhelming consensus was that the Commissioners should not engage and instead should continue to respond to correspondence and allow comments and questions at meetings. Discussion on whether or not BOC could allow people to attend meetings via dial in or conference call. Suggestion made to investigate if a service like Webex would work and whether or not this could be done from the lodge because no Wi-Fi. Agreed to continue discussing this in future meetings.
PD makes motion to advise Board of Commissioners that they do not engage on any social media site on any VDOE related topic or subject. EL seconds. Discussion: It would be okay if a Commissioner continued to be a member of pages and could comment or post on other topics such as a recommendation for a tradesperson or a comment on something else posted that is not related to the activities and responsibilities of the VDOE. Motion passes 5-0.
Discussion then continued on whether our committee should take up same issue for committee members. Agreement to discuss at next meeting once commissioners made decision on their role. PD also informs everyone that a related issue came up in environmental committee about what committee members could do in terms of contacting experts and vendors on related or unrelated committee business.
Committee Mission Format & Content. Commissioner Leiser had asked PD to take this topic up with our committee following a discussion in environmental committee. Discussion that this was not a great use of anyone’s time. PD makes motion to recommend to BOC that all committees draft generalized mission and goal statements. MD seconds. Discussion that it would be fine for any committee that also felt the need, could create more detailed addendums on process and procedures. Motion passes 5-0.
Website status & content: PD has been working on wordpress and trying to address and understand why posts since 5/29 have been appearing on the wrong pages. Have met with Nancy Cole to review and to date have not been able to fix but will continue to work on this problem. IP may be able to help with some wordpress experience. PD to follow-up with IP for assistance. In the long run, a new site may be advisable but first want to get current site reorganized and fix documents that are misplaced.
Report from Commissioner Koziell. – Updates to ordinances from public hearing will be finalized soon. Other updates have already been discussed.
Beach Signage: PD distributed current & proposed beach signage that should be produced prior to busy July & Aug months. KK to present to BOC at next mtg on Thursday night. PD discussed with Nancy Cole and can help her to move to production upon approval of content.
Public Comment/Scheduled Apperances: None
Next Meeting Scheduled for Monday June 17th at 5PM at Lodge.
6:40 PM PD makes motion to adjourn. MD seconds. Motion passes 5-0.
Respectfully submitted - Paula Doyle (Chairman)