[0:08] >> Good afternoon, everyone. And welcome to this meeting of workshop meeting of the during

[0:12] the city Commission this Tuesday, September, the 8th, it's a clerk. Please call the

[0:18] roll. >> Tempered by smell marker here. Commission mollica you

[0:21] commissioner compound mice. My Browns here, ma'am party here. Thank you very much. Would you

[0:26] like to ensure we do this? We doing. >> This is pursuant to written

[0:30] request by Commissioner Monica. as it relates to trying to improve. External

[0:37] communications public with snow, kind of what we're doing, what we're up to it,

[0:40] cetera, et cetera. So I'm gonna turn it over to to introduce. Our director of

[0:47] Actually. Thank you as the mayor. However, before dinner, Chief Technology Officer J

[0:52] Stacy, otherwise known as director of Information. Technology. I will offer a few

[0:56] words on behalf of the Department of Communications in terms of what is it that we

[1:01] attempt to execute relative to communication, external outreach? What that looks like

[1:06] and this is all in response, as you mentioned this, the mayor, a consensus initiated

[1:11] by Commissioner Judy to offer such a presentation. So as to provide an opportunity for the

[1:18] commission to outline further underscored expectations regarding external

[1:23] communication. So the predominance of the presentation will be

[1:25] facilitated by Chief Technology officer J Stacey. So asked to advise in terms of

[1:30] capabilities because of sense, the time consensus was offered to have this court shot

[1:35] meeting. spoken to a couple of you all and the visually about some specific ideas you may

[1:40] have and quite frankly, the up they will be offering the ceppt to know fairly well

[1:43] aligns with it. So with that ladies and gentleman, I'll go ahead and proceed with the

[1:49] first page and the Power point presentation. So if I may, and though please indulge. So the

[1:55] Department of Communications, small team, big impact consisting of the department

[1:59] director of communications a crowd, of course. Previously committed leave. And the

[2:05] reason she isn't here today, so just on offer this brief overview have a public safety

[2:09] information. Officer said white public affairs and outreach digital media manager

[2:13] of digital media coordinator and digital coordinator. Part time. So a total of 5

[2:21] full-time positions that functions as our Department of communications, much of their

[2:26] work, of course, allies, but the creative Arts school in some other ancillary

[2:28] activities for which they're involved. So several focus of interest marketing media

[2:34] relations and executive communications developing proactive communication

[2:39] campaigns to promote program services initiatives and accomplishments. Managing

[2:44] media relations and responding to increase parents, city officials for media interviews

[2:49] and creating talking points, speeches close and meteor a place for the executive

[2:54] leadership team and elected officials. Great of services including photography,

[3:00] videography, graphic design and creation of promotional material City. Why so all

[3:05] departments work closely with the Department of Communications to engage that

[3:07] outreach communication. Occasionally. Believe it or not, we do experience crisis

[3:14] communications, establishing protocols for communicating during emergencies and natural

[3:18] disasters supporting public safety messaging. Emergency alerts, evacuation

[3:24] information, storm updates. Another time sensitive communications. Postmaster

[3:30] internal communications coordinating the distribution official city communications

[3:33] and supporting employee Programs, policies initiatives. In addition to

[3:39] that emergency management systems alert, PBS and Cities radio station maintaining

[3:46] utilizing emergency notification channels to provide critical information

[3:50] before during and after emergency events. And of course, we have public

[3:54] meetings and outreach supporting public meetings, workshops, hearings and

[4:00] community events developing outreach campaigns, presentations frequently asked

[4:03] questions and other materials that help residents understand city projects, policies and

[4:09] decisions. This also involves providing communications support, engage residents and

[4:15] encouraging meaningful participation in the city's decision making process. And

[4:20] of course, this is facilitated feel numerous social media platforms. Interestingly

[4:26] enough, ladies and gentleman, the city of Delray Beach has grown to support 15 social

[4:30] media platforms, if you will, over 230,000 followers across Facebook. Excuse me,

[4:37] information technology. There you have it. think Iran ahead of the presentation phone.

[4:42] Please forgive me. So in any event over 230,000 followers across Facebook, Twitter,

[4:48] Instagram, YouTube and link them. Promoting city program services, events and

[4:55] initiatives providing timely public information and responding to resident

[4:58] questions and comments. The Journal News letters sitting those updates events, program

[5:05] services and important public information to over 41,000 subscribers. Sofia, the social

[5:09] media platforms and other mediums. We have the opportunity to secure our

[5:14] subscribers front. Of course, we are all very pleased with the functionality of my very

[5:19] beach out. Over 2000 subscribers with dozens of functions, connecting

[5:25] residents directly to city services, information and resources. The sine of all

[5:31] digital and print publications. Graphic design, layout and production of city

[5:38] publications. Brochures, Flyers reports newsletters, promotional materials, public

[5:42] information campaigns and other communications. Atlantic Avenue, MAGA saying. This is,

[5:48] of course, an external production. But the city of every beach, that's how about

[5:51] the wreck working relationship with this publication. There's a state of the sitting over

[5:56] 100,000 readers each month. So it is an excellent opportunity to engage and execute on an

[6:01] external basis as well. Digital this place, City billboards, digital messaging

[6:09] display throughout the city including city facilities. These pavilions and high

[6:13] visibility locations along Interstate 95 used promote events programs, public safety

[6:18] information, city initiatives, important community announcements. Of course, many

[6:25] cities have taken the approach involving a city pod casts opportunity. So that's

[6:30] available via Spotify. Apple Music and you, And of course, the city website, Derry, pH

[6:34] Florida, dot Gov as well as AI chat bot notice. Piper. Providing access to event

[6:43] calendars, press release a city commission Information Department information online

[6:47] services public notices projects, initiatives and resources for residents,

[6:51] businesses and visitors alike. Providing 24 hour day 7 day a week assistance to residents

[6:59] and visitors by helping news this quickly find information navigate city services and

[7:04] access to frequently asked questions. So the 3rd page of the presentation. Social media

[7:15] analytics from October one 2025 through October 31st. 2026. So most recent

[7:20] information, 20 million over 20 million impressions over 188,000 followers over 772,000

[7:30] views over 29,000 puts over 2000, nearly 3,000 pose the over 170,000 reactions over

[7:39] 31,000 shares and nearly 16,000 comments. The other various sources for to make

[7:44] available. So again. Communications manager, 15 accounts, City, Twitter City,

[7:51] Facebook City, Instagram, City newsletters, city, YouTube, Citylink. fire has Facebook

[7:58] fire has Instagram has an fire rescue. Fire rescue has Twitter as police department,

[8:04] Facebook, Instagram, Twitter, you As well as Cs Facebook and say yes, Instagram, the

[8:13] metrics, a pretty comprehensive in terms of outreach and fairly well

[8:17] engage communication throughout the community and throughout the public.

[8:21] Nevertheless, this information is being made available. So as to convey not only to elected

[8:26] officials but the community at large, the level of investment that the city of Derry beaches

[8:31] executed in recent years to get to the absolute best place possible. Given the fact that

[8:37] technology is evolving on a frequent and consistent basis. Elect analogy of chief

[8:42] technology officer chased ace in opportunity. Time like new with respect to existing

[8:47] capabilities, followed by an opportunity for the commission to offer additional thoughts n

[8:52] consensus to how we should proceed above and beyond what's already being executed

[8:57] along your newly found knowledge with respect to current capabilities, this

[9:01] safe. If you would, >> Good afternoon. Mayor Commissioners, J Stacey chief

[9:05] technology officer. After the commission made the request for us to produce post

[9:11] meeting. Recap. Commission meetings, city manager asked me if we have the technology

[9:18] that could could help produce the desired content. Short answer is yeah. We've got the

[9:25] technology to do this. I believe. We have a comprehensive full cycle

[9:31] meeting management system called Legistar. And Legistar as suite of tools with the

[9:39] with the following functions. Agenda item creation tracking in approval. Department heads

[9:48] begin by uploading drafts of agenda items into legistar. They are then automatically

[9:54] routed to required reviewers such as purchasing finance or the city attorney's office.

[9:59] Once tentatively approved, the system produces the draft agenda the executive

[10:06] leadership team meets as a group to go over the agenda. all goes well items, then move

[10:10] through the system ultimately through the city manager's office and to the city clerk,

[10:15] make it into the final agenda. Legistar helps with final agenda. Preparation impacted

[10:22] creation. Since Legistar now holds all of the agenda, memos and backup material. It is

[10:30] just the clerk's office in producing the final agenda. And the agenda packet. All of

[10:37] the information is available to the public on the legistar website prior to a commission

[10:40] meeting. And the city clerk's office then sends a link of the final agenda to

[10:47] subscribers on their constant contact newsletter. Live meeting management. During the

[10:55] meeting. Legistar has tools built in to assist the clerk in managing the meeting and it

[11:01] has video streaming capabilities that allows us in it to stream meetings over the

[11:06] Internet. We also provide a separate you 2 feet. But that's really just as a backup

[11:14] and a more familiar platform for the public. And then post meeting transparency.

[11:22] Commission decisions and outcomes are recorded legistar for the public to view and the

[11:26] system retains the historical record meeting, agendas outcomes and also recorded

[11:31] video. Now our deputy city clerk gave a great presentation of the

[11:37] public-facing components of Legistar a few weeks ago. But today, all just talk about

[11:41] what's available. Legistar system post meetings. So this the page I recommend to get an

[11:52] overall snapshot of the past meeting. You'll see the video recording off to the left. To

[11:59] the right. You see the official agenda and that agenda has links to backup

[12:04] material for each item and if applicable, whether the item past failed or otherwise. And

[12:09] to the lower left, you seen index of all of the discussions. If you click on

[12:16] any of those indices, it would take you to that section of the video. This is because the

[12:22] city clerk, the court's these times during each meeting and enters those times into the

[12:27] legistar system. As you can see, Legistar also has a very mobile phone view of the same

[12:38] of the same agenda and content. So what can we do with all this? Short term? As

[12:47] I said, the city clerk's office already sent out a newsletter prior to the

[12:50] commission meeting with the official agenda to their constant contact subscribers.

[12:55] So my suggestion is we start sending out this link to those same subscribers after the

[13:03] meeting get all of the information about what transpired at that meeting and

[13:08] they can click on the individual meeting videos if they need to. What we can take

[13:12] it a step further. don't have direct access to legistar source code for the database.

[13:22] That's proprietary. But they do expose an interface that allows quarter's. Like

[13:30] together hooks into the system and extract data. So as a sample, I wrote a program pull

[13:36] a relative relevant information from Legistar and create a more readable

[13:39] document. This could be the basis for more traditional newsletter similar to what is

[13:46] being sent out by the city of Booker. We can improve the formatting and the content as

[13:52] we deem necessary. And for the future. Legistar is adding AI capabilities which will help

[14:02] with search features, which I know we've gotten complaints about that. And it will also

[14:08] add summaries of agenda items because some agenda items are pages and pages long. So its

[14:15] nice to get a great, great summary of it. And I got to see them all of Just last

[14:21] week. it looks really, really good. And I think it's going to a big help to our

[14:25] community. This some recent of the discussion that happened during the meeting years is

[14:29] just of the agenda. >> Of the written agenda, just the pre meeting. It's the PRE

[14:34] meeting agenda. >> But I have. I have explored using AI Programmatically when

[14:43] I was generating that document, OK to to create a summary of the discussion.

[14:47] >> And I was really clear with AI about. Not giving in your opinion, not not not quoting

[14:54] anyone, but just give the short description of what was discussed so so these people

[15:01] have that information and then they can go to the video to get the actual discussion.

[15:08] >> The Kenosha Lincoln ask you questions. So just from a legal standpoint, so didn't. I

[15:11] know too much, but know. But it is it is listening to what said it is drawing conclusions

[15:20] that it is making decisions about what's being reported. How does that? How does that

[15:24] translate to? What we're required to do as a government body in terms of reporting

[15:30] because a I it can do summaries, but we don't know 100% of exactly right.

[15:40] >> I think we have an obligation to before we publish something to review

[15:45] it. And for its authenticity clarity you Accuracy so, you We have an obligation to

[15:56] provide minutes. We don't have an obligation provide a transcript, OK? So minutes are

[16:02] really just a summary of, you know, on our clerk, doesn't it? But honestly, the most

[16:05] important thing with AI is that and I think we have a policy on We have to just

[16:11] always insured that we're not just taking the work product and just publishing someone's

[16:17] actually using their your mind in their breed, too. Make sure that's accurate. Okay.

[16:26] >> The reason I ask is did a podcast last week and they use a tool there that summarizes

[16:32] what happens on the podcast. And after I read it, it was pretty darn accurate. Did miss

[16:36] a couple of things and that that worried me about how AI translates here in case it

[16:43] misses some things under legal requirements on reporting that stuff. So so you're saying a

[16:47] person has to review it, too. >> Or at least we would put a disclaimer

[16:52] >> You know that it is created by AI, you know, you may not be entirely accurate. My

[16:56] preference would always be to have a human fact check and verify everything before we

[17:01] publish it. So that at least we can tell the public that, you know, we certify the

[17:06] authenticity. >> thank you. >> Well, we have to leave you

[17:12] that like the minutes and approve because I have to tell you, sometimes. I think. If

[17:20] yours basically summarizing what's going on in the meetings, how do you know what

[17:23] it's getting the value or, you know, who's going decide that that's subjective. I mean, the

[17:31] commission and then are you going to email us to the Commissioners Post meeting?

[17:34] Ask us all to read it. Provide back in pot. >> No, that was donors know

[17:39] summary of the meetings to of the conditions of question what what is what is Legistar

[17:45] doing and Legistar is going to offer a summary of the written backup material. I said I

[17:58] didn't explore using AI to summarize the conversations that might be something we

[18:02] could include. In this document. But I don't have been there right now.

[18:07] Everything is in factual. Everything so it would just that's what it would look

[18:12] like. Yes, this this is what we have available, that what I was talking about with

[18:20] something maybe in that. But how is this any different than anyone going to that? Lincoln

[18:22] just clicking on the video clip. >> On the item, I don't. This

[18:24] is exactly the same as what's up there. You just doing. This is a versus going to find it

[18:31] right. I think that's the issue is it's all there. But people are unclear how to find

[18:37] it. So that's why I was suggesting we take advantage of the

[18:42] >> constant contact newsletter that city clerk already doing when they sent out to the

[18:46] agenda prior to the meeting, they could send out the link. This page. So everyone gets

[18:55] moved the recap of what happened and they can just watch the video and watch the

[18:59] clips >> or if we wanted to, we could into Iowa.

[19:09] >> We could produce a document like this and send that out to them so they don't need to go

[19:13] to a page. They read through it to see items are interested in and then either go view the

[19:19] item read the backup material or click on the video. How many people are on the

[19:24] constant contact list clerk court. many people are on the student?

[19:31] >> Tina said at the last meeting was less than 200 for its not everybody lives. Yeah.

[19:37] think we need to promote it a little bit do it. Do we want to, for example, in our water

[19:40] bills? >> Yeah, little whatever. The call QR code, right? Sure. A

[19:45] lot of people, they're fun to do that to be able to sign on to the city side. give the

[19:51] more e-mail address in case you need to contact residents on emergencies or whatever it

[19:53] is right. But I think it might be easier for most people to Reverend Simon trying think

[20:01] like a QR code with their water bill. All right. look at it. I'm going to see if you

[20:06] said, you know, you you describe trying to do if you'd like to see the minutes of the

[20:08] meetings. If you'd like to see that the meetings in the in the region, the agenda just

[20:12] sit here put you in the middle of this. I'm all for trying to get as many people in this

[20:17] building. This as possible. mean, I've been e-mailing fertile mind this, but there's

[20:23] no question the city of that really put their mind to it could get a rather extensive.

[20:29] I Terry Lewis. I wasn't aware of the myself until I started looking into its like I know

[20:35] it's not. It was mentioned, you know, mean, and kind been around for a while.

[20:39] >> Yeah, question to I think we're living in a time right now where

[20:44] >> there's plenty of information out there. And I I do know if you want something,

[20:47] you can find it. If you dig around a little bit. What I keep hearing is people want

[20:54] summarized They don't want to spend. They don't want to go through a hole through our

[20:58] video watch us up here. they want to. They want to point they want to go far.

[21:04] >> Just what that is. Yeah. And that. And if you if you'd notice on the the last one

[21:08] because the other says its not applicable. But on the very last item item 6.

[21:14] >> that can't beat it. >> The very last item I do include the out the outcome

[21:19] because the city clerk is putting that in after the meeting so they can see the

[21:24] item they can see with the official title of that item was in and making actually get

[21:28] the outcome. Just when you say outcome is like with parents have a lover of to the comment

[21:35] regarding. >> The summary of the discussion to be which is in

[21:37] our minutes days. It's it's a very good comment because the big they are permit records

[21:44] and we need to make sure that whatever is being said about what one of us said or all of

[21:47] us said or whatever it is is accurate. we've always had the opportunity. Before example

[21:54] here, when you're presented with the previous minutes, although I think we get them.

[21:58] We're looking trying to do some in August that remember September, but that's another

[22:00] matter we have the opportunity to review them and make whatever you know, corrections

[22:07] or are so we would that would have to be in place before you send out summaries released

[22:13] ability to to ensure the accuracy Ryan who's good point?

[22:17] >> Well, I think this is sending out the video. So that is problem that we I think

[22:23] this is brilliant and the minutes or I'm sorry, minutes will not be ready the next

[22:28] day. The minutes tick several weeks. sent them to about just saying when we create

[22:32] summaries that are are minutes, we need to make sure that right before the year

[22:36] disseminated, so to speak, understood. And I do think we should be reviewing minutes

[22:40] faster here as opposed to you know, I mean, one of those reviewing today's minutes from

[22:43] a July meeting. I think that's kind of too long but we need to make sure that so that the

[22:50] public also has an accurate. >> Description of what what the one on the meeting. Not

[22:55] just, of course, can watch it. Always defenders are too. Commissioner Molokai could you

[23:01] know? >> that's okay. It was I could stand clap. I can do I think

[23:07] it's part That's it's awesome. It gets sent to me. do find it. I mean, I'm here. So I'll

[23:13] have to. But in the past I had to. I think this lovely. It's lovely. And you can just watch

[23:21] the clip. If you don't know what was said. Okay, great. Great get that 200 up pretty

[23:28] quickly. >> Are there any other comments from the anyone up in

[23:31] the on the dais here? thanks for I think this is a fate. massive improvement. I mean, I

[23:37] think it's great you and I think you've been very innovative and I might die.

[23:41] >> Looking forward to getting the newsletter. All right. And a sign up, Mr. My water bill

[23:45] of so. >> That's the extent of the presentation. So I would love

[23:52] to secure your support us ounces. So everyone's pretty enthusiastic with the

[23:57] direction we're going. And this is fairly consistent in can grant with some of the

[23:59] ideas haven't been spoken about par so we will let us get to work in the coming days

[24:04] make these opportunities available possibly just the wrong. Yes, absolutely, mayor.

[24:12] >> I just got a text from someone in He said we have came think that's wonderful.

[24:22] >> We have a 47,000 registered voters in your take, correct? So we'll see if we can get as

[24:27] many of those that more to come, more to come But that's good. That's a good number.

[24:30] That's lot better than that. >> We should do something else for half hour. So I to go into

[24:37] Publix and getting some more Anyway, other any other any other items coming from front

[24:42] of us today. In this workshop is closed. Earned.

City Commission on 09-08-2026 4:00 PM - Workshop Meeting at 4:00 PM

Agenda

Transcript