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LL Cityof CITY COUNCIL COMMUNICATION <br />Louisville AGENDA ITEM 3 <br />COLORADO • SINCE 1878 <br />SUBJECT: DISCUSSION/DIRECTION — WARD MEETING PROCESS <br />DATE: APRIL 9, 2024 <br />PRESENTED BY: JEFF DURBIN, CITY MANAGER <br />SAMMA FOX, DEPUTY CITY MANAGER <br />SUMMARY: <br />Ward meetings are an opportunity for council to engage with their constituency. In <br />recent years, these meetings have been handled in a variety of ways with irregular <br />frequency. The current City Council has expressed interest in ward meetings and has <br />requested support from staff on a variety of aspects. As a result, staff is proposing <br />standardizing support going forward for both City Sponsored Ward Meetings and any <br />additional ward meetings council members may wish to pursue on their own. <br />Proposal for City supported Ward Meetings: <br />- Up to two per year, occurring in quarter one and quarter three <br />- Scheduled at least two months in advance so that staff can coordinate <br />messaging with other routine publications <br />- Staff will support with room reservation (at a City facility) and light snacks (such <br />as cookies) <br />- Staff will support council members with talking points or guidance, if requested, <br />on key and emerging issues <br />- Staff, such as a communications team member and the Deputy City Manager or <br />City Manager will attend <br />- Advertised consistently, with the following potential communication support: <br />o Creation of a flyer and social media graphic <br />o On applicable City social media channels <br />o On City website <br />o In monthly/quarterly e-newsletters as applicable <br />o Sent via email to Council Members for distribution to their own lists <br />o Flyer posted at City Hall, Recreation & Senior Center, and Library <br />Proposal for other Ward Meetings: <br />- Council may plan, schedule, and host additional ward meetings <br />- With advanced notice, staff will support by sharing this information on social <br />media, adding to the calendar on the website, and including in an e-newsletter if <br />applicable <br />- Staff will also support with talking points or guidance, if requested, on key and <br />emerging issues <br />- Council may use City Facilities to host these ward meetings, and should contact <br />the City Manager or Deputy City Manager if they have any trouble booking a <br />FINANCE COMMITTEE COMMUNICATION <br />3 <br />