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>> Good afternoon, everyone. And welcome to this meeting of workshop meeting of the during

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the city Commission this Tuesday, September, the 8th, it's a clerk. Please call the

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roll. >> Tempered by smell marker here. Commission mollica you

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commissioner compound mice. My Browns here, ma'am party here. Thank you very much. Would you

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like to ensure we do this? We doing. >> This is pursuant to written

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request by Commissioner Monica. as it relates to trying to improve. External

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communications public with snow, kind of what we're doing, what we're up to it,

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cetera, et cetera. So I'm gonna turn it over to to introduce. Our director of

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Actually. Thank you as the mayor. However, before dinner, Chief Technology Officer J

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Stacy, otherwise known as director of Information. Technology. I will offer a few

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words on behalf of the Department of Communications in terms of what is it that we

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attempt to execute relative to communication, external outreach? What that looks like

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and this is all in response, as you mentioned this, the mayor, a consensus initiated

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by Commissioner Judy to offer such a presentation. So as to provide an opportunity for the

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commission to outline further underscored expectations regarding external

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communication. So the predominance of the presentation will be

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facilitated by Chief Technology officer J Stacey. So asked to advise in terms of

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capabilities because of sense, the time consensus was offered to have this court shot

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meeting. spoken to a couple of you all and the visually about some specific ideas you may

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have and quite frankly, the up they will be offering the ceppt to know fairly well

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aligns with it. So with that ladies and gentleman, I'll go ahead and proceed with the

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first page and the Power point presentation. So if I may, and though please indulge. So the

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Department of Communications, small team, big impact consisting of the department

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director of communications a crowd, of course. Previously committed leave. And the

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reason she isn't here today, so just on offer this brief overview have a public safety

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information. Officer said white public affairs and outreach digital media manager

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of digital media coordinator and digital coordinator. Part time. So a total of 5

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full-time positions that functions as our Department of communications, much of their

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work, of course, allies, but the creative Arts school in some other ancillary

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activities for which they're involved. So several focus of interest marketing media

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relations and executive communications developing proactive communication

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campaigns to promote program services initiatives and accomplishments. Managing

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media relations and responding to increase parents, city officials for media interviews

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and creating talking points, speeches close and meteor a place for the executive

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leadership team and elected officials. Great of services including photography,

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videography, graphic design and creation of promotional material City. Why so all

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departments work closely with the Department of Communications to engage that

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outreach communication. Occasionally. Believe it or not, we do experience crisis

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communications, establishing protocols for communicating during emergencies and natural

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disasters supporting public safety messaging. Emergency alerts, evacuation

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information, storm updates. Another time sensitive communications. Postmaster

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internal communications coordinating the distribution official city communications

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and supporting employee Programs, policies initiatives. In addition to

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that emergency management systems alert, PBS and Cities radio station maintaining

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utilizing emergency notification channels to provide critical information

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before during and after emergency events. And of course, we have public

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meetings and outreach supporting public meetings, workshops, hearings and

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community events developing outreach campaigns, presentations frequently asked

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questions and other materials that help residents understand city projects, policies and

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decisions. This also involves providing communications support, engage residents and

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encouraging meaningful participation in the city's decision making process. And

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of course, this is facilitated feel numerous social media platforms. Interestingly

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enough, ladies and gentleman, the city of Delray Beach has grown to support 15 social

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media platforms, if you will, over 230,000 followers across Facebook. Excuse me,

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information technology. There you have it. think Iran ahead of the presentation phone.

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Please forgive me. So in any event over 230,000 followers across Facebook, Twitter,

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Instagram, YouTube and link them. Promoting city program services, events and

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initiatives providing timely public information and responding to resident

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questions and comments. The Journal News letters sitting those updates events, program

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services and important public information to over 41,000 subscribers. Sofia, the social

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media platforms and other mediums. We have the opportunity to secure our

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subscribers front. Of course, we are all very pleased with the functionality of my very

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beach out. Over 2000 subscribers with dozens of functions, connecting

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residents directly to city services, information and resources. The sine of all

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digital and print publications. Graphic design, layout and production of city

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publications. Brochures, Flyers reports newsletters, promotional materials, public

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information campaigns and other communications. Atlantic Avenue, MAGA saying. This is,

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of course, an external production. But the city of every beach, that's how about

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the wreck working relationship with this publication. There's a state of the sitting over

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100,000 readers each month. So it is an excellent opportunity to engage and execute on an

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external basis as well. Digital this place, City billboards, digital messaging

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display throughout the city including city facilities. These pavilions and high

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visibility locations along Interstate 95 used promote events programs, public safety

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information, city initiatives, important community announcements. Of course, many

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cities have taken the approach involving a city pod casts opportunity. So that's

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available via Spotify. Apple Music and you, And of course, the city website, Derry, pH

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Florida, dot Gov as well as AI chat bot notice. Piper. Providing access to event

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calendars, press release a city commission Information Department information online

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services public notices projects, initiatives and resources for residents,

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businesses and visitors alike. Providing 24 hour day 7 day a week assistance to residents

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and visitors by helping news this quickly find information navigate city services and

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access to frequently asked questions. So the 3rd page of the presentation. Social media

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analytics from October one 2025 through October 31st. 2026. So most recent

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information, 20 million over 20 million impressions over 188,000 followers over 772,000

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views over 29,000 puts over 2000, nearly 3,000 pose the over 170,000 reactions over

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31,000 shares and nearly 16,000 comments. The other various sources for to make

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available. So again. Communications manager, 15 accounts, City, Twitter City,

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Facebook City, Instagram, City newsletters, city, YouTube, Citylink. fire has Facebook

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fire has Instagram has an fire rescue. Fire rescue has Twitter as police department,

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Facebook, Instagram, Twitter, you As well as Cs Facebook and say yes, Instagram, the

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metrics, a pretty comprehensive in terms of outreach and fairly well

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engage communication throughout the community and throughout the public.

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Nevertheless, this information is being made available. So as to convey not only to elected

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officials but the community at large, the level of investment that the city of Derry beaches

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executed in recent years to get to the absolute best place possible. Given the fact that

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technology is evolving on a frequent and consistent basis. Elect analogy of chief

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technology officer chased ace in opportunity. Time like new with respect to existing

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capabilities, followed by an opportunity for the commission to offer additional thoughts n

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consensus to how we should proceed above and beyond what's already being executed

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along your newly found knowledge with respect to current capabilities, this

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safe. If you would, >> Good afternoon. Mayor Commissioners, J Stacey chief

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technology officer. After the commission made the request for us to produce post

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meeting. Recap. Commission meetings, city manager asked me if we have the technology

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that could could help produce the desired content. Short answer is yeah. We've got the

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technology to do this. I believe. We have a comprehensive full cycle

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meeting management system called Legistar. And Legistar as suite of tools with the

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with the following functions. Agenda item creation tracking in approval. Department heads

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begin by uploading drafts of agenda items into legistar. They are then automatically

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routed to required reviewers such as purchasing finance or the city attorney's office.

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Once tentatively approved, the system produces the draft agenda the executive

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leadership team meets as a group to go over the agenda. all goes well items, then move

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through the system ultimately through the city manager's office and to the city clerk,

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make it into the final agenda. Legistar helps with final agenda. Preparation impacted

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creation. Since Legistar now holds all of the agenda, memos and backup material. It is

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just the clerk's office in producing the final agenda. And the agenda packet. All of

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the information is available to the public on the legistar website prior to a commission

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meeting. And the city clerk's office then sends a link of the final agenda to

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subscribers on their constant contact newsletter. Live meeting management. During the

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meeting. Legistar has tools built in to assist the clerk in managing the meeting and it

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has video streaming capabilities that allows us in it to stream meetings over the

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Internet. We also provide a separate you 2 feet. But that's really just as a backup

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and a more familiar platform for the public. And then post meeting transparency.

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Commission decisions and outcomes are recorded legistar for the public to view and the

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system retains the historical record meeting, agendas outcomes and also recorded

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video. Now our deputy city clerk gave a great presentation of the

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public-facing components of Legistar a few weeks ago. But today, all just talk about

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what's available. Legistar system post meetings. So this the page I recommend to get an

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overall snapshot of the past meeting. You'll see the video recording off to the left. To

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the right. You see the official agenda and that agenda has links to backup

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material for each item and if applicable, whether the item past failed or otherwise. And

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to the lower left, you seen index of all of the discussions. If you click on

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any of those indices, it would take you to that section of the video. This is because the

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city clerk, the court's these times during each meeting and enters those times into the

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legistar system. As you can see, Legistar also has a very mobile phone view of the same

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of the same agenda and content. So what can we do with all this? Short term? As

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I said, the city clerk's office already sent out a newsletter prior to the

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commission meeting with the official agenda to their constant contact subscribers.

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So my suggestion is we start sending out this link to those same subscribers after the

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meeting get all of the information about what transpired at that meeting and

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they can click on the individual meeting videos if they need to. What we can take

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it a step further. don't have direct access to legistar source code for the database.

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That's proprietary. But they do expose an interface that allows quarter's. Like

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together hooks into the system and extract data. So as a sample, I wrote a program pull

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a relative relevant information from Legistar and create a more readable

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document. This could be the basis for more traditional newsletter similar to what is

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being sent out by the city of Booker. We can improve the formatting and the content as

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we deem necessary. And for the future. Legistar is adding AI capabilities which will help

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with search features, which I know we've gotten complaints about that. And it will also

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add summaries of agenda items because some agenda items are pages and pages long. So its

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nice to get a great, great summary of it. And I got to see them all of Just last

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week. it looks really, really good. And I think it's going to a big help to our

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community. This some recent of the discussion that happened during the meeting years is

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just of the agenda. >> Of the written agenda, just the pre meeting. It's the PRE

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meeting agenda. >> But I have. I have explored using AI Programmatically when

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I was generating that document, OK to to create a summary of the discussion.

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>> And I was really clear with AI about. Not giving in your opinion, not not not quoting

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anyone, but just give the short description of what was discussed so so these people

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have that information and then they can go to the video to get the actual discussion.

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

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know too much, but know. But it is it is listening to what said it is drawing conclusions

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that it is making decisions about what's being reported. How does that? How does that

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translate to? What we're required to do as a government body in terms of reporting

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

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>> I think we have an obligation to before we publish something to review

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it. And for its authenticity clarity you Accuracy so, you We have an obligation to

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provide minutes. We don't have an obligation provide a transcript, OK? So minutes are

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

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important thing with AI is that and I think we have a policy on We have to just

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always insured that we're not just taking the work product and just publishing someone's

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actually using their your mind in their breed, too. Make sure that's accurate. Okay.

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>> The reason I ask is did a podcast last week and they use a tool there that summarizes

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what happens on the podcast. And after I read it, it was pretty darn accurate. Did miss

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a couple of things and that that worried me about how AI translates here in case it

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misses some things under legal requirements on reporting that stuff. So so you're saying a

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person has to review it, too. >> Or at least we would put a disclaimer

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>> You know that it is created by AI, you know, you may not be entirely accurate. My

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preference would always be to have a human fact check and verify everything before we

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publish it. So that at least we can tell the public that, you know, we certify the

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authenticity. >> thank you. >> Well, we have to leave you

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that like the minutes and approve because I have to tell you, sometimes. I think. If

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yours basically summarizing what's going on in the meetings, how do you know what

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it's getting the value or, you know, who's going decide that that's subjective. I mean, the

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commission and then are you going to email us to the Commissioners Post meeting?

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Ask us all to read it. Provide back in pot. >> No, that was donors know

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summary of the meetings to of the conditions of question what what is what is Legistar

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doing and Legistar is going to offer a summary of the written backup material. I said I

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didn't explore using AI to summarize the conversations that might be something we

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could include. In this document. But I don't have been there right now.

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Everything is in factual. Everything so it would just that's what it would look

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like. Yes, this this is what we have available, that what I was talking about with

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something maybe in that. But how is this any different than anyone going to that? Lincoln

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just clicking on the video clip. >> On the item, I don't. This

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

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

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it. So that's why I was suggesting we take advantage of the

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>> constant contact newsletter that city clerk already doing when they sent out to the

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agenda prior to the meeting, they could send out the link. This page. So everyone gets

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moved the recap of what happened and they can just watch the video and watch the

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clips >> or if we wanted to, we could into Iowa.

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

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to a page. They read through it to see items are interested in and then either go view the

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item read the backup material or click on the video. How many people are on the

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constant contact list clerk court. many people are on the student?

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>> Tina said at the last meeting was less than 200 for its not everybody lives. Yeah.

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think we need to promote it a little bit do it. Do we want to, for example, in our water

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bills? >> Yeah, little whatever. The call QR code, right? Sure. A

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

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more e-mail address in case you need to contact residents on emergencies or whatever it

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is right. But I think it might be easier for most people to Reverend Simon trying think

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

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said, you know, you you describe trying to do if you'd like to see the minutes of the

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meetings. If you'd like to see that the meetings in the in the region, the agenda just

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

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

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no question the city of that really put their mind to it could get a rather extensive.

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I Terry Lewis. I wasn't aware of the myself until I started looking into its like I know

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it's not. It was mentioned, you know, mean, and kind been around for a while.

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>> Yeah, question to I think we're living in a time right now where

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>> there's plenty of information out there. And I I do know if you want something,

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you can find it. If you dig around a little bit. What I keep hearing is people want

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summarized They don't want to spend. They don't want to go through a hole through our

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video watch us up here. they want to. They want to point they want to go far.

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>> Just what that is. Yeah. And that. And if you if you'd notice on the the last one

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because the other says its not applicable. But on the very last item item 6.

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>> that can't beat it. >> The very last item I do include the out the outcome

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because the city clerk is putting that in after the meeting so they can see the

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item they can see with the official title of that item was in and making actually get

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the outcome. Just when you say outcome is like with parents have a lover of to the comment

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regarding. >> The summary of the discussion to be which is in

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our minutes days. It's it's a very good comment because the big they are permit records

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and we need to make sure that whatever is being said about what one of us said or all of

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us said or whatever it is is accurate. we've always had the opportunity. Before example

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here, when you're presented with the previous minutes, although I think we get them.

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We're looking trying to do some in August that remember September, but that's another

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matter we have the opportunity to review them and make whatever you know, corrections

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or are so we would that would have to be in place before you send out summaries released

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ability to to ensure the accuracy Ryan who's good point?

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>> Well, I think this is sending out the video. So that is problem that we I think

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this is brilliant and the minutes or I'm sorry, minutes will not be ready the next

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day. The minutes tick several weeks. sent them to about just saying when we create

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summaries that are are minutes, we need to make sure that right before the year

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disseminated, so to speak, understood. And I do think we should be reviewing minutes

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faster here as opposed to you know, I mean, one of those reviewing today's minutes from

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

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public also has an accurate. >> Description of what what the one on the meeting. Not

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just, of course, can watch it. Always defenders are too. Commissioner Molokai could you

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know? >> that's okay. It was I could stand clap. I can do I think

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

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

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

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quickly. >> Are there any other comments from the anyone up in

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the on the dais here? thanks for I think this is a fate. massive improvement. I mean, I

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think it's great you and I think you've been very innovative and I might die.

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>> Looking forward to getting the newsletter. All right. And a sign up, Mr. My water bill

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of so. >> That's the extent of the presentation. So I would love

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to secure your support us ounces. So everyone's pretty enthusiastic with the

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direction we're going. And this is fairly consistent in can grant with some of the

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

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make these opportunities available possibly just the wrong. Yes, absolutely, mayor.

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

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

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many of those that more to come, more to come But that's good. That's a good number.

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

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Publix and getting some more Anyway, other any other any other items coming from front

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of us today. In this workshop is closed. Earned.