City of Morgan Hill Communications Assessment

potential with City social media assets, and a review of a method to ensure former employees lose access to City social media should be considered. The City has a “Technology Policy” (last revised in February 2010) that does outline appropriate use of City-owned ‘information technology’: “any equipment, software, and systems which are used in work tasks and are capable of storing information.” Christina mentioned that this Technology Policy was likely due for an update in order to better reflect the City’s expanded, more digital toolset. Council Services/Records Management Michelle Wilson, the Council Services & Records Manager, handles Public Records Requests and manages the City’s Granicus platform. Morgan Hill uses Granicus to create Agendas, host documents such as Minutes, and stream video recordings of a variety of important meetings. The City is already in contract with Accela to move to its “Legislative Management” platform due to some dissatisfaction with Granicus. Accela also offers a couple additional features, such as streaming video in hi-definition (HD) and enabling electronic document signing. Between March 1, 2016 and September 1, 2016, there were 58 Public Record Requests and 122 Public Comments on Agenda Items. Local newspapers ask for employee compensation figures on an annual basis as well. Most Public Record Requests come through the City’s form on its website, though community members will also sometimes call to make a request and/or come in to City Hall and fill out a form or verbally request information. Michelle’s team collects email addresses as part of the request, but have not yet input these emails into Constant Contact. Community Development and Housing Leslie Little is one of two Assistant City Managers and heads up the Community Development Department, which includes the Building Division, Planning Division and Housing. (As of this writing, the City is recruiting for a full-time Community Development Director). Rebecca Garcia is the Housing Manager and mostly focuses on the City’s affordable housing efforts. The Building Division interacts with both residents and developers, mainly to answer questions about construction, inspection, permits, and compliance with various local and state regulations. The Planning Division addresses inquiries about property development and land use, and leads the execution of the City’s General Plan. The Community Development Department uses a range of communication tools (physical mail, phone calls, emails, etc.), especially to connect with developers about construction. Leslie mostly emails with developers directly. The Department and its Divisions rarely use the City’s Constant Contact account to push out information and there are a few, small Community Development-specific Lists Given the City’s constant stream of Community Development projects, there are many public meetings and each of these meetings requires community notification. Attendance can range widely depending on the topic: two education workshops about the recent Downtown development drew in hundreds of participants while a meeting with developers about affordable housing may have just one or two attendees. Maureen Tobin will routinely notify Leslie if there are Community Development-related comments/questions that appear on the City’s social media sites. When necessary, Leslie and/or her team will craft language for Maureen to use as responses. Since May 2016, the City has been using software called TRAKiT to track permit requests, inspection requests, and code compliance complaints. If used to its fullest extent, TRAKiT can

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