HomeMy WebLinkAbout2013-11-18 MinutesCITY OF FAYETTEVILLE
TOWN AND GOWN ADVISORY COMMITTEE
MINUTES OF THE NOVEMBER 18, 2013, MEETING
The Committee was called to order by Chair Diane Warren at 3:03 p.m. Warren introduced and
welcomed the newest members of the Committee, Phil Jones, who is the Ward 1 resident
representative, and Scott Shackelford, who is the University of Arkansas student living off -
campus in the city representative. Warren provided each an opportunity to further introduce
themselves to the Committee and public.
Committee Staff Lindsley Smith called the roll. Members present were Don Marr, Jeremy Pate,
Yolanda Fields, David Jurgens, David Dayringer, Danny Pugh, Melissa Harwood Rom, Bev
Lewis, Mike Johnson, Phil Jones, Diane Warren, Tommy Deweese, Ryan Miller, Scott
Shackelford, Adam Waddell was present as proxy for Gary Smith, and Jeff Coles was present as
proxy for Terry Gulley. Members not present were Casey Jones, Mark Kinion, Richard Hudson,
Steve Clark, and Bo Renner.
Chair Warren presented the minutes of the September meeting for consideration, which Mike
Johnson moved for approval, Ryan Miller seconded, and were unanimously approved.
Chair Warren opened the floor for nominations of Vice Chair/Secretary for the 2014 year. Don
Marr nominated Ryan Miller. Danny Pugh seconded the nomination. With no additional
nominations from the Committee, Chair Warren announced that Ryan Miller is elected Vice
Chair/Secretary of the Town and Gown Advisory Committee by acclamation.
Dr. Ron Warren, University of Arkansas professor in the Department of Communication, was
introduced by Chair Warren and Lindsley Smith. Warren directed the Fayetteville Engaged
Communities Project (a model project at the University of Arkansas to help communities
develop communication goals and develop communication initiatives that improve the quality of
life, and he teaches a course in Informed Communities at the University of Arkansas. Warren's
presentation informed the Committee about the Fayetteville Engaged Communities Project,
which included workshops, analysis of the community's ability to share information, a
communication assessment, and goal -setting in which members of the community identified and
developed information initiatives that improve quality of life. Nine areas of communication
infrastructure were reviewed in the project. Warren reviewed a Pew Research Center's study
and insights in the national study about how people find information in their community, which
was based on 16 different topics; including the types of information people seek based on the
Pew study. Warren then addressed implications for local communities in the United States. One
model being considered by communities is an online information portal or hub—one site with a
full array of information resources that has three basic missions: to gather residents attention, to
highlight civic information and activities, and map the community's information resources on a
range of different issues. Warren noted that the problem with creating these hubs is that
stakeholders in the community are limited by their mission and any one stakeholder would get
overwhelmed with the size of the task/missions. There are promising collaborative models, and
Warren reviewed some of those models with the Committee and ideas for hub building. It is
important that a hub is useful and used for success.
Mike Johnson asked about the status of the group involved in the Fayetteville Engaged
Communities Project and when it began, which Warren stated the project began approximately
two years ago, groups began after initial meetings incorporating information learned from the
project, such as the City of Fayetteville, and the group that focused on hub creation ended as the
members were not connected effectively enough to put the necessary resources together for
success and the focus moved to the Northwest Arkansas Regional Council for work on a
potential hub for the region. Warren also remarked that the project is currently in the process of
writing a grant for a media initiative to get middle school children more involved in their local
government and community.
Johnson asked Smith what the City of Fayetteville has done, and Smith provided a variety of
examples. Warren added that the research highlights the importance of word-of-mouth
communication for effective community engagement and information dissemination. Locally,
there are 44 competing media outlets, which is rare for a city Fayetteville's size and difficult to
manage information in that media environment. Marr noted the importance of accurate
information dissemination that is frequently missing with word-of-mouth communication.
Johnson remarked about neighborhoods such as his have created a listserve to disseminate
information, which isn't word-of-mouth. Warren provided additional information about online
local information hubs. Jeremy Pate provided information about Wiki sites and other successes
of other cities.
Chair Warren thanked Dr. Ron Warren and guided the committee to the next item on the agenda,
an update presentation of Subcommittee C, which was presented by Ryan Miller. Miller stated
that the subcommittee met on the issue of communication and ways to utilize the University and
City and their relationship working together, providing a handout with the following three
subcommittee C recommendations for Committee review and discussion:
1) The City of Fayetteville and University of Arkansas, specifically University Student Affairs,
coordinate a combined social media campaign to inform students of city ordinances and the best
way to be a good neighbor
2) The City of Fayetteville and University of Arkansas work together to send out a minimum of
two emails through the University Housing listsery per year outlining the key 3 to 5 issues to
remember when moving off -campus and living in the city. These emails should be specifically
targeted at students who plan to move off campus in the coming year.
3) The City of Fayetteville and University of Arkansas work together to develop a "Living in
Northwest Arkansas" session to the University Perspectives freshman education class to be
implemented in the Fall of 2014, whether through in-person or online instruction. This class
should educate students on the rules of living in Fayetteville, but also inform them of all the
positive benefits of living in Northwest Arkansas.
Miller noted the presentation previously made by Yolanda Fields regarding the types of
communication to students and he mentioned online resources being utilized to communicate
with students, particularly off -campus students. The subcommittee discussed targeting students
by e-mail approximately twice a year with information related to off -campus living. Miller also
discussed a University Perspectives class with a potential "living in Northwest Arkansas"
component. Danny Pugh stated that the University could agree to the first two items presented
on the subcommittee's handout and would happily work on a media campaign. Yolanda Fields
reviewed City of Fayetteville Community Services communication with students. Marr stated
that there is a good amount of communication to off -campus students, but the problem rests with
landlords renting out the property. Marr inquired whether there are qualifying factors for getting
on the list of rentals that students access—a place where landlords might need to abide by certain
guidelines before getting on the list/registry. Marr and Fields discussed landlord notice by the
City of Fayetteville. Chair Warren asked Miller to remind the committee of the charge of
subcommittee C, which Miller provided.
Chair Warren inquired whether subcommittee C is requesting action from the Committee as a
whole as to the items presented in their report. Miller stated that that was not something
considered at this time, but the first two issues presented are things that the subcommittee
members believe could be easily tackled. Miller did not advise taking it to a vote, and Johnson
stated that the University could take on the two issues and report back to the Committee while
the third item on the subcommittee's handout could be addressed at the University. The
committee discussed subcommittee C's issue three, and Miller said in regard to this item he
would talk to people and report back to the Committee and provide information as to how the
City could potentially fit and work with the University Perspectives course. The floor was open
to public comment. Pugh provided insights about the class, and Chair Warren recommended the
subcommittee C connecting with Pugh, and Miller and Pugh agreed to meet. Marr recommended
that the Committee develop information such as sample leases. Pugh discussed good -renter
stickers, and Marr discussed the City's business license program that could possibly include
certain requirements. Fields stated that the audience for such information is larger than just
students, who factually only make up a small number of off -campus living problems, which was
agreed to by Jurgens. Warren suggested leaving this item for the next meeting of the Town and
Gown Advisory Committee.
Warren asked if there was any other unfinished business. Marr directed the Committee back to
item one on its agenda, "Increasing City/University Communication Effectiveness—brainstorm
the kinds of information to be communicated, where it comes from, whether it is communicated
now or not at all, and compile a list', inquiring whether the Committee is going to address
improvement of information dissemination in Fayetteville as was originally presented by
Johnson at the previous meeting. Warren stated that the committee is approaching the next year
and asked the committee the approach for next year that the Committee wanted to take. Marr
directed the committee to the survey taken prior to the last meeting, with transportation issues at
the top of the list of priorities and whether any feedback will be provided and stated that he
likes the communication piece for further exploration. Marr stated that he is interested in what
people want to know. Johnson asked if the City has a mechanism on its website for information
sign-up. Marr responded yes and stated that the City is also setting up a new system. Johnson
remarked that he signed up for some City information lists and has found the information
helpful. Warren referred the Committee back to agenda -setting, asking if the group wished to
take action on the possibility of an information hub. Johnson inquired about cities in which the
City of Fayetteville looked at, which was responded to by Marr.
Chair Warren stated that it appears that the Committee is interested in what information we are
trying to convey and for what purpose we want to serve. Warren proposed a smaller group to
address the issue. Marr addressed the importance of full Committee review of the item. Marr
proposed an agenda item for a future meeting being a work session regarding an information hub
and the categories of information we would like to identify as a work -session item for the
Committee, which was seconded by David Jurgens. Miller recommended this item for the
January meeting, which was accepted as a friendly amendment by Marr, and was accepted as an
agenda item by the Committee.
Warren inquired if there is additional unfinished business. Hearing none, the Chair moved on to
new business and agenda -setting in the coming year, such as following up on recommendations
made by the Committee. Man- stated that the charter is to advise, not implement, and noted that
the trail lights numbering project recommended by the Committee has already been initiated by
the City of Fayetteville. Ryan Miller asked if anything has been recommended. David
Dayringer noted the recommendation by the Committee regarding the fire station. Johnson
clarified that it was a recommendation for University and City discussions and a group of
members from each entity to engage in the discussion. Johnson recommended the Committee
having a document or list of accomplishments, which would state recommendations made and to
have such a document for each year that reports what the Committee did. Under that
recommendation, Pugh made a motion for Committee vote on recommendations one and two
presented by Subcommittee C, which was seconded by Mike Johnson and unanimously approved
by the Committee. These two items would, therefore be sent to Chancellor G. David Gearhart
and Fayetteville City Council members:
That the City of Fayetteville and University of Arkansas, specifically University Student Affairs,
coordinate a combined social media campaign to inform students of city ordinances and the best
way to be a good neighbor.
That the City of Fayetteville and University of Arkansas work together to send out a minimum of
two emails through the University Housing listsery per year outlining the key 3 to 5 issues to
remember when moving off -campus and living in the city. These emails should be specifically
targeted at students who plan to move off campus in the coming year.
Warren inquired as to Johnson's recommendation for a year-end report of accomplishments,
upon which Johnson stated could be even in list form. Miller recommended that the Committee
take on this task as an agenda item at the next meeting. Johnson recommended each
subcommittee compiling its thoughts and bringing those to the next meeting for discussion and
finalization. The Committee agreed to add to next meeting's agenda the generation of a list of
accomplishments of the Committee, with Lindsley Smith compiling a document as a starting
point for the Committee's discussion and finalization of an accomplishment summation
document.
Warren asked how the Committee wished to address time -sensitive issues. Deweese
recommended taking up the issues in a timely manner as those issues arise to best advise as
necessary, with the Committee being able to add an item to the agenda as necessary. Warren
then asked the Committee their thoughts about approaching priorities of the next year, with
consideration of the priorities list already created. Jurgen commented that some issues are
better suited to some subcommittees and some issues are better suited for the Committee as a
whole. Marr noted the importance of diversity of experience and ideas that comes with the
Committee as a whole. Warren recommended that the Committee determine how it can be most
effective in the next year regarding the meeting of its goals and priorities. After discussion,
Miller recommended an informational meeting followed by an action -item meeting as a cycle for
Committee direction. Warren summarized the Committee's request for an added agenda item as
an informational session on transportation/streets, particularly Maple and Garland.
Jurgens moved that the Committee propose a mechanism for receiving information from the
public, proposing a sign -in sheet, which was seconded and then open for discussion. Possible
time limits per speaker were discussed. Marr added that he would like public comment to be
added to each item. Warren recommended a statement in each agenda that the Committee would
take public comment after each agenda item, which was approved by the Committee.
Upon request, Smith stated that she would send all members the meeting dates of the Committee
for 2014, and without further item or discussion, the Committee adjourned at 4:38 p.m.
Respectfully Submitted,
Lindsley Smith, Committee Staff
This meeting was recorded by the City of Fayetteville Government Channel and available in full
on the City of Fayetteville website at:
http://accessfayetteville.granicus.com/MediaPlaVer.php?view id=2&clip id=2844
