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  • From: Terri Buckner <tbuckner AT ibiblio.org>
  • To: Chapel Hill Information Technology Advisory Committee <chtechcomm AT lists.ibiblio.org>
  • Subject: Re: [Chtechcomm] Agenda for June 21 Technology Committee Meeting
  • Date: Fri, 17 Jun 2005 17:18:25 -0400

Evelyn,

I have no objection to rephrasing the question. When I invited Cal and Kevin to our meeting, I told them we needed them to help us become more effective in working with Council and Staff. I don't think we will really need to ask very many questions.

Terri

Evelyn Daniel wrote:

Dear Terri and all,

I agree with this reassessment. We need to develop our plans incrementally and work with and through Bob.

Could we amend your questions to the manager and the mayor, Terri, to be "What is the most effective and efficient way to bring issues to your attention and gain your support?" This is really the question we want answered. I'd prefer this formulation rather than focusing on the past and what we might have or should have done.

I think it's important to have a long range plan but also important not to get too detailed with implementation issues. We need to pick one or two big-ticket items and advocate for them to become items on the CIP. I believe this is the vehicle that we should use in working with council, as the example from the Arts Commission shows and as my experience with the Library Board confirms as well.

I see little point in going forward to council with a plan that is at odds with the direction the staff is taking. We need to work for consensus within the committee (including staff members) before taking anything forward.

Evelyn

--On Friday, June 17, 2005 2:19 PM -0400 Terri Buckner <tbuckner AT ibiblio.org> wrote:

Ralph,

I think the lack of feedback (on the web plan and the current tech plan)
is a result of us not understanding the process for moving a plan from
committee to endorsement to implementation. After reviewing the Public
Arts plan as well as a couple of others, and talking with the mayor's
assistant, it's clear that we need staff to advocate for the plan. So
while we were working on the premise that we are appointed by and
responsible to the council, which is accurate, we still missed the boat
since it's the manager who manages the day-to-day operations of staff.
Without Bob and the manager's endorsement, our plans will continue to be
presented and probably not responded to. So the question I have for the
manager and the mayor is "If we could start over, what should we do
differently in order to get the manager's support?" Should we have
invited him to one of our meetings? Should Alan have presented it to him
before we went to council? Should Bob have been our advocate?

There's also a format/detail issue. The public art committee developed a
broad stroke plan and the manager took that plan and presented it to
Council along with an implementation plan. We, on the other hand,
developed a plan that is very specific and presented it to Council
without any conversation with the manager. We expected someone (Bob or
the manager) to endorse our detailed plan and add dates/costs to each of
our tasks. But we didn't take into consideration the issues Bob felt
needed to be addressed in the upcoming year. So he created his own plan,
using some of our issues and not others. Somehow we need to figure out
how to meld those two plans and figure out what we do when there is not
agreement between committee and staff.

Terri

Gregg Gerdau wrote:

Ralph and All,

Many of us have been wondering the same thoughts about Council and
Manager feedback. Some research was done by Terri, who cites the
following example. Although perhaps a less complicated subject, these
offer some guidance and templates for discussion:

Here's an example of what we need to do with the Technology Plan -

Plan submitted by Public Art Commission:
_http://townhall.townofchapelhill.org/agendas/ca050523/4i1-Chapel%20
Hill%20Public%20Arts%20Commission%20Report%20and%20Recommendations%2
0on%202005-2006%20Annual%20Public%20Art%20Plan.htm_ (Text rather
than spreadsheet, linked to capital improvement plans--in other
words integrated with other Town planning process, addresses
interaction with other departments/boards, does not include all the
detail that our plan has)

Managers recommendation/resolution for adopting the plan:
_http://townhall.townofchapelhill.org/agendas/ca050523/4i2-Recommend
ed%202005-06%20Public%20Art%20Plan.htm_ (defines the details--such
as the scope of the commission's input, budget, etc.)


Thanks for feedback on the opening dialogue. Keep 'em coming!

Gregg

-----Original Message-----
*From:* Ralph Beisner [mailto:rbeisner AT nc.rr.com]
*Sent:* Friday, June 17, 2005 4:40 PM
*To:* ggerdau AT intelor.com; Chapel Hill Information Technology
Advisory Committee
*Subject:* Re: [Chtechcomm] Agenda for June 21 Technology Committee
Meeting

Gregg,

One area of concern I have had for sometime is that we rarely have
any direct feedback from the Council regarding reactions to those
things that have been proposed. I would like to see some sort of
mechanism put in place that documents the Council's reactions to our
proposals so we have a better idea of how to proceed going forward.
We should have a collaborative relationship that aids both sides in
doing what is best for our citizenry.

Ralph

----- Original Message -----
*From:* Gregg Gerdau <mailto:ggerdau AT intelor.com>
*To:* chtechcomm AT lists.ibiblio.org
<mailto:chtechcomm AT lists.ibiblio.org>
*Sent:* Friday, June 17, 2005 5:16 AM
*Subject:* [Chtechcomm] Agenda for June 21 Technology Committee
Meeting

Good Morning,

The agenda for our regular meeting on Tuesday evening was posted
on the Town's web site here
<http://www.townofchapelhill.org/ABC/agendas/technologyagenda.ht
m>. The text of the agenda is coped below, for your convenience.
I understand that several other Council Members, including Mark
Kleinschmidt, may also attend. This promises to be a most
informative meeting and I trust you will be able to attend (I
know Brandon Perkins is away on business).

As I mentioned in yesterday's preview message, I would like to
know your thoughts on what you would like to learn from the
Mayor and Manager in advance, as I prepare a brief introductory
message. This is "listen and learn time" to help achieve our
Committee's mission and purposes.

-Gregg
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Town of Chapel Hill


Chapel Hill Technology Committee Regular Meeting


Tuesday, June 21, 2005
5:30 ?7:00 p.m.
Town Hall Training Room

1. Additions to Agenda - Chair (2 min)
2. Recognition of citizens present to discuss items not on
Agenda - Chair (3 min)
3. Introduction of new Committee Members ? Chair (3 min)
* Martha Hoylman
* Allan Polak
* Brian Russell
* David Lewis
4. Recognition of Ralph Beisner’s reappointment for a second
3-year term ? Chair (1 min)
5. Introduction of Mayor Kevin Foy, Council Member Mark
Kleinschmidt and Town Manager Cal Horton ? Chair (40 min)
* Introduction of current committee members present ?
Chair
* Discussion with Mayor and Manager regarding their
view of Technology Committee’s role in Town
Government - Chair
6. Approval of May 17, 2005 Meeting minutes - Chair (3 min)
7. Report from Staff ? Bob Avery (10 min)
* Budget Progress Update
* Update on Open Source Pilot Project
* Status of the CivicPlus Web Project
8. Smart Card presentation by CH Parking Services ? Brenda
Jones (15 min)
9. Mayor and Council's referral for a follow-up report by the
Manager and Technology Committee of a citizen’s
recommendation to create a wireless Internet access
environment in the Northside neighborhood and make old
computers available for use by persons who otherwise would
not have access to computers and the Internet. - Chair (8
min)
10. Other Business added to agenda - Chair (5 min)

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