03/16/2004 - City Council Communications CommitteeCommunications Committee Agenda
March 16, 2004
4:30 PM
I. Community Center Marketing Update
A. Ongoing activities
B. Committee feedback on additional priorities
H. Web Improvements 2004 & Beyond
A. Current usage stats
B. 2004 development
C. What Council would like to see
D. Request to investigate alternatives and report back
III. Standardized City Logo Recommendations
A. Discussion
B. Recommendation
IV. Technology Task Force update
V. Other
A. Experience Eagan newsletter
1. Production schedule
2. Councilmember Maguire questions
B. Additional topics for future meetings
TO:
FROM:
DATE:
SUBJECT:
City of Eagan
CITY ADMINISTRATOR HEDGES
COMMUNICATIONS DIRECTOR GARRISON
March 15, 2004
March 16 Communications Committee Meeting @ 4:30 PM
Attached is a copy of the agenda for tomorrow's Communication's Committee meeting in the
upper conference room. Though our time is brief, there are several important items to cover:
1. Community Center marketing
2. Web improvements for 2004 & beyond
3. The committee making a recommendation regarding options to standardize the
City logo
4. A brief update on the technology task force on Tuesday's consent agenda
5. Councilmember Maguire's questions about the production schedule for the
Experience Eagan newsletter and editorial input.
This memo and the accompanying attachments may be used to help guide the discussions and the
key feedback and/or decisions sought.
COMMUNITY CENTE) MARKETING
• Attached on page 3- i an update on 2004 marketing efforts both passed and planned.
• Building greater daytime business usage of rooms, establishing school awareness of facilities
and continuing to build fitness memberships are the current strategic focuses based on earlier
Council feedback.
• This item is informational only unless there are other strategic priorities the committee
wishes to discuss.
WEB IMPROVEMENTS
• According to newly installed WebTrends software (report attached on pages 5 to
the Eagan site is definitely attracting visitors. For instance:
a) There were more than 31,000 visitors to the site in February
b) They accounted for more than 1.04 million hits to the site or about 36,000 hits a
day on average
c) The average visit length was 4:42
d) The average number of page views per visit was nearly four (3.89)
e) Jobs, the latest events, searches, and calendar/agenda remain among the most
actively viewed pages, but more months will have to be reviewed before firm
conclusions can be reached.
Communications Committee Memo
March 15, 2004
A number of Web improvements are slated for 2004 (see Web Site Functions/Features Memo
attached on pages &--I I
I look forward to discussion of what additional E -Government and Web priorities the
Committee would like to see
• Based on the outcome of that discussion it is recommended that the Communications
Department gather additional information about coining technology
developments/capabilities in the industry and solicit the Best Practices from award-winning
cities nationwide (along with price ranges for those capabilities) and report back to the
Communications Committee prior to 2005 budgeting for further feedback and prioritization.
CITY LOGO
• While Eagan has a long-established tree as part of its logo, there are a variety of word marks
and even other trees in actual usage
• Most professional organizations have policies and style guides to guide printers and staff
about correct usage and to ensure consistent branding and identification
• Eagan lacks such policies and has not revisited its logotype since the 1980s
• As a result, a variety of looks and usages have cropped up on everything from signage to
printed materials, yielding no consistent look for the City.
• Even for the logo used on City letterhead, Eagan lacks clean graphics in all the file formats
used in various applications today (EPS, TIF, JPEG, PDF, etc.)
• Last fall, the Communications Department engaged the services of Sexton Printing & Design
to "clean-up" but not change the existing City logo used on letterhead and to advance one
other alternative based on actual usage on signage, publications and the Web.
• It is desired that the Communications Committee review and comment on the two choices
and make a recommendation for a presentation to the city Council as a whole
• Samples to be considered are coming in time for the meeting, but were not available at the
time of packet preparation. Communications will also provide digital photos of the wide
variety of current usage.
TECHNOLOGY TASK FORCE
• As Councilmembers Carlson and Maguire were most active on this issue when discussed in a
work session February 10, this item is a brief verbal overview of the progress made and
summary of the item on the Tuesday, March 16 City Council Consent Agenda
• The materials for this discussion are in your Council packets for the 16th, items M and N.
OTHER
• Councilmember Maguire indicated he had some questions about the Experience Eagan
production schedule and possible feedback about future content
• A copy of the production schedule is attached without page number.
• Are there topics the Committee wishes to address at future meetings?
0
I. COMMUNITY CENTER MARKETING UPDATE
Marketing Promotions
➢ January "Year of You" advertisements in Eagan Sun Current and Eagan This
Week newspaper's Resolutions section.
➢ Experience Eagan story on Fitness membership special January promotion
➢ Infomercial written, taped, edited and aired regarding fitness.
➢ Fitness For Busy People presentations to Lockheed Martin and Unisys employees.
Results:
■ 159 January membership specials sold
■ Experience Eagan newsletter had the highest response for memberships sold
■ Infomercial aired on BECT had the second highest response leading to
memberships
■ Out of 25 people at Lockheed who attended fitness seminar, 5 signed up; out of
35 Unisys employees who attended 2 signed up.
■ December / January "J -term" membership — sold 8
February Promotions
➢ Letters went out to over 600 groups promoting Th, t Blast; to encourage summer
bookings. We also promoted Cascade Bay at the same time.
➢ Letters went out to all school principals giving two Blast complimentary visits
(to use as they see fit — silent auctions, class parties etc.)
March Promotions
➢ Flyer went out to over 600 Recreation Members to encourage them to book a trip
to the Blast or Cascade Bay this summer.
➢ New activities bulletin boards designed at the ECC — around fireplace
➢ Complimentary Group Fitness classes — promoted in papers, brochure, e-mails to
corporations, and in-house
➢ Melissa Wind back from maternity leave
Upcoming this spring
➢ School principal meetings
➢ Advertisement Twin City Bridal Association Wedding Directory
➢ Advertisement Mpls St. Paul magazineWedding Guide
➢ Starting April 1 - letters go out to all May 2003 birthday children who held there
parry at Th, e Blast last year and we invite them back for 2004.
➢ Mailing list composed of all Blast parties with postcards to go out.
➢ April 8th — Softball Manager's Meetings are being held here (Sonya). Jessica will
do a short "Dog and Pony" show to each meeting to share fitness related
information.
➢ April 12th — Aaron is holding a "Cascade Bay" appreciation night at the ECC. If
Cascade Bay holders have purchased or validated their 2004 pass by March 19
they will be treated to this event. Complimentary use of the Gym, Blast and teen
room events.
➢ Adding Teen B -day parties (in teen room) — Melissa is currently working on this.
➢ Upcoming video promotions on BECT on Open Gym and Meeting Rooms
3
Summer 2004
➢ Summer Membership Special (can purchase between Mid -May through Mid
July); trying to hit the college and school aged children. We will also extend this
into a fall membership (if they re -up before it expires we will give them a
discounted enrollment fee). This would work for any adults or kids (non college)
who joined over the summer.
➢ June 15th — Parks and Rec will host their Summer Kick-off at the ECC. This is
when parents pick up registration info, enroll, etc. We will have a reduced fee for
the Blast, plus P & R is doing events inside and outside the building.
➢ Market Blast to Little Mates at Cascade Bay (may include a BOGO coupon).
➢ Market ECC group fitness classes to Cascade Bay water walker and lap
M"AMI0010 -111.3
➢ Feature in Twin Cities Best magazine
➢ July 4th — we will be in the parade again and staff will hand out the "litter" bags.
Festival takes place on site.
-in
;P=. Eagan Monthly Website Report
Web Log Analysis Custom Date Range Report
Report Range:02/01/2004 00:00:00 - 02/29/2004 23:59:59
www.netiq.com
WebTrends Summary Report
WEB-IRENDS,
Language: English
Eagan Monthly Website Report
Custom Date Range Report
Pagel of 2
Template: Complete View
02/01/2004 00:00:00 - 02/29/2004 23:59:59
Overview Dashboard
This displays key graphs and tables that provide an overview of the entire report. Click on the title of a graph or table to navigate to the
corresponding page.
Visits Trend
1,500
1,000
500
02/01 02/05 02/09 02113 02117 02131 02125 02129
1. ■ Visits
Visit Summary
Visits
31,382
Average per Day
1,082
Average Visit Length
00:04:42
Median Visit Length
00:01:24
International Visits
0.00%
Visits of Unknown Origin
100.00%
Visits from Your Country: United States (US)
0.00%
Visitors Trend
1,500
1,000
500
02101 02/05 02/09 02/13 02117 02121 02135 0229
1. M Visits
Visitor Summary
Unique Visitors 18,727
Visitors Who Visited Once 14,231
Visitors Who Visited More Than Once 4,496
Average Visits per Visitor 1.68
Hits Trend
75,000
Page Views Trend
60,000
45,000
30,000
15,000
02/01 02105 02109 02113 02117 02131 02125 02129
1. ■ Hits
http://lo-fsl.logis.org/cgi-bin/general/startod report.pl?time=2004/mO2/dO1-2004/m02/d2... 3/12/2004
WebTrends Summary Report
10,000
7,500
5,000
2,500
OVO1 02105 02109 02113 02117 02/21 02E25 02129
1. E Page Views
Page View Summary
Page Views 122,199
Average per Day 4,213
Average Page Views per Visit 3.89
Page 2 of 2
Hit Summary
Successful Hits for Entire Site 1,048,880
Average Hits per Day 36,168
Home Page Hits NIA
This report was generated by WebTrends® Friday March 12, 2004 - 15:45:35
(c) 1996-2003 NetlQ Corporation, All rights reserved.
7
http://lo-fsl.logis.org/cgi-bin/general/startod report.pl?time=2004/mO2/dOl-2004/m02/d2... 3/12/2004
Overview Dashboard
This displays key graphs and tables that provide an overview of the entire report. Click
on the title of a graph or table to navigate to the corresponding page.
Visits Trend
1,500
1,000
500
Q
02 02!13 02!18 02f11 02f3 02,23 02x7 026 03102
02102 02104 02!05 02118 02110 02112 02114 02!15 02118 02120 02122 02124 02!20 =0 03101
!01
Visits
31,382ay
Average per D
1,082
Average Visit Len
00:04:42
Median Visit Length
00:01:24
International Visits
0.00%
Visits of Unknown Origin
I
f
0.00%
02N3 021115 02!07 0210D 02111
02114
0?!iT
Visit Summ:
a -
Visits
31,382ay
Average per D
1,082
Average Visit Len
00:04:42
Median Visit Length
00:01:24
International Visits
0.00%
Visits of Unknown Origin
100.00%
Visits from Your Coun : United States S
0.00%
Pa a View'Summa
Paize Views 122,199agay
Avere per D 4,213
Average Page Views er Visit 3.89
www.netiq.com
3
Visitor Summa
Unique Visitors
18,727
Visitors Who Visited Once
14,231
Visitors Who Visited More Than Once
4,496
Average Visits per Visitor
1.68
Hit Summary:;.
Successful Hits for Entire Site 1,048,880
Average Hits per Day 36,168
Home Page Hits N/A
www.netiq.com
4
TO:
FROM:
DATE:
SUBJECT:
city of eagan
TOM GARRISON, COMMUNICATIONS DIRECTOR
JOANNA FOOTE, COMMUNICATIONS COORDINATOR
March 15, 2004
New Web Site Functions/ Features.
I►�Ii�U C17
Since December when the new City of Eagan Web site was launched, the 20+staff-members involved in
developing and maintaining the Web site, have worked to continually identify, update and implement new
features and functions onto the site to help improve community access to City information.
Features that are anticipated in the coming months are as follows:
Park Finder, interactive map
This LOGIS mapping function will allow the public to choose a park location from an alphabetized list of
all City Parks. When a park name is chosen, the map will zoom into that park location showing the
streets that surround the park and the lakes and trails contained within. Information regarding park
amenities such as ball fields, skating rinks, picnic shelters, etc. will also be listed alongside each park.
We anticipate launching this new feature within the next two weeks.
Pothole Reporting
In order to keep Eagan roadways in good condition, the Streets division of Public Works is asking people
to report potholes and poor roadway conditions on Eagan roadways via the City web site. The pothole
reporting page has just been launched with a color -coded map depicting City, County and State
Roadways and a simple e-mail link which will be directed to maintenance staff. We are working to create
an interactive form which can ask more specific information and provide an even more effective
reporting system. We hope to have this upgraded form available by April.
On-line Building Permits
City staff has been working with LOGIS to create an on-line permit application process for specific types
of building permits. The functionality will provide basic information that applicants should know about a
variety of project and permit types, a form to gather specific essential information, and an ability to pay
the associated permit fees on-line. The site is currently being tested to confirm proper functionality and
to ensure that it will be an easily understandable tool for the public. Following this testing and a few
more design modifications, the site should be ready to launch to the public in April.
Interactive Zoning & Floodplain Information
An interactive program is being developed in conjunction with LOGIS which will allow the public to
access zoning and floodplain information about a specific parcel by entering a Property Identification
(PID) number. As part of daily service, Community Development provides Zoning and Flood Zone
confirmation via a dedicated voice mail line to mostly appraisers and title companies who need this
information to complete refinancing or property title transfer. The department receives about 2,000 calls
per year on this line. Staff is planning to create an interactive tool on our web site that would help
alleviate many of these calls and provide immediate information to users. The web application would
allow the end user to enter an address or PID and receive Zoning information, the FEMA flood zone and
panel number, a map of the property, and eventually a link to more detailed bulk standards and use codes
of the particular zoning district. We expect to have this functionality ready to launch in June.
Interactive Police Activity Map —
This tool is intended to integrate actual dispatch calls into an interactive map where users can click on
specific neighborhoods and access infonnation regarding police calls for service within that specific area
of the community. This project is still very early in development and no timeline is currently available
due to LOGIS staff changes and required research into data privacy issues.
Other new information that has recently been added to the site includes:
• Current and Pending Development Information
• July 4"' information including pageant and parade applications
• Spring Softball Registration Information
• Tree care and planting information
• Proposed and/or approved Engineering projects
• Minutes and Agendas for each Council and Commission meeting
• Ongoing events
The staff involved in developing and maintaining the Web site will continue to identify areas to improve the
City Web site and increase the public's ability to interact with the City, 24 -hours per day. Ongoing training
continues to learn to implement available features of the software to help further develop the City of Eagan
site. I will attempt to keep you informed as other interactive tools are discussed or developed and we will
monitor requests from the public regarding new features they would like to see implemented. Please do not
hesitate to contact me if you require additional information.
CgwAunications Coordinator
ITEM V
-----Original Message -----
From: Mike Maguire [mailto:mikemaguire@visi.com]
Sent: Thursday, March 04, 2004 9:57 PM
To: Mira McGarvey
Subject: RE: Communications Committee meeting
Yes I could. Let me know if that ends up working out.
For forwarding Tom and Tom. I'm not sure what's on the agenda but I'd like to see if we can get
not only an update on the web site's publication but some sort of development timeline for where
we see it going as it comes increasingly "online."
Also, I'd like to, if we could, get a brief presentation on how timelined out the Experience Eagan
newsletter is and how we anticipate or schedule stories. My motive here is partially wondering if
we are not either underutilizing that publication and need to expand it or perhaps make it more
frequent. Both have budget implications for sure and may be cost prohibitive, but I want to have
the chance to at least start the conversation.
Mike