[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.