04-320Council File # � ` � 3 �
Jb GreenSheet# �����
RESOLUTION
Updating the Early Notification System (ENS) and Sharing Contact List and Media lnformation
1 WI�REAS, the City of Saint Paul has maintained the Early Nofificarion System (ENS) for many years with
2 the express purpose of infomung affected neighborhood and business organizations of proposed zoning,
3 licensing or other City actions likely to affect their members; and
4 WHEREAS, the EI�S List is maintained by the Department of Pianning and Economic Development (PED)
5 pursuant to the Early Notification System Policy and Procedures, contained in Chapter A-11 of the
6 Administrative Code; and
7 WHEREAS, press and other media contact lists aze maintained througJiout City government — from the
8 Mayor's and Council's Offices ,which have basic TV, radio, and print contacts — to the Police Departtnent
9 and Planning and Economic Development, which have specialized contact lists for emergency management
10 or contacting specific populations, such as the ethnic chambers of commerce or the Urban Mass Media
11 Group; and
12 WHEREAS, individual City staff members maintain lists of appropriate arganizations and individuals to
13 contact on a regular basis regarding specific projects ar City committee undertakings affecfing them; and
14 WIIEREAS, various individuai departments which staff City committees, commissions and the like
15 maintain contact lists for the membership of these groups; and
16 WHEREAS, the wealth of contact information used by individual departments and staff is not broadly
17 available for use by a11 City staff — limiting the effectiveness of all communications undertaken by the City
18 — and potentially having a disproportionately negative affect on some communities within the City, such as
19 new Americans, low income people and cultural/racial minorities;
20 WHEREAS, it is also in the interest of the City to make mar,imum use of modern communications
21 techniques to: increase the number of groups to be notified; speed up the notification process; and reduce the
22 overali wst of providing notification; now therefore be it
23 12ESOLVED, that the Saint Pau1 City Council requests the Mayor's Administration to convene an inter-
24 departmental task force to create a comprehensive web-based central electronic data file for use by City
25 employees that contains the complete contact information for the all forms of the media, as well as all civic,
26 community and business groups that interact with the City of Saint Paul, and be it,
27 FURTI�ER RESOLVED, that the City Council requests the Administration to revise and update the Policy
28 and Procedures of the Early Notification System in consultation with the affected neighborhood and
29 community groups to maximize the use of modern electronic communication techniques in additivn to the
30 US Mail with the intent of increasing the number of groups who receive notification, reducing the time it
31 takes to provide notifications to those groups, and reducang the overall cost to the City and the taxpayers of
Of-1- 3�3D
1 Saint Paul for the notification process, and, be it
2 FINALLY RESOLVED, that the City Council requests that the revised policy and procedure be forwazded
3 to the City Council for review and adoption no later than June 30, 2004.
Requested by Department o£
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Form Approved by City Attorney
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Adopted by Council:
Adoption Certifie
By: �
Approved by
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Date /�G��c�h c�-�f aGO�
Council Secretary
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Approved by Mayor for Submission to Council
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NCIL AGENDA BY (OATq
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Approval of resolution requesting the fo�mation of a cross-departmental workgroup to develop a proposal for updating the Fatiy Notification System
(ENS) and shazing contact list and media infottnation
vuqnofV npprove (A) or tte�ect
PLANNING COMMISSION
CIB COMMITTEE
CIVIL SERVICE CAMMISSION
OFTRANSACTION
RSONALSEItVICE CONTRACTS MUSTANSWER THE FOLLOWING QUES7ION5:
Has this perso�rm eve� w�orkkeU under a contract futhis departmeM?
YES NO
Has this PQ�Mifin e+er heen a ctitY empbyee7
VES NO
Dces this persoNfirtn possess a sldll not rwrmalrypossessed by any curreirt city empbyee7
YES NO
Isth'spe�sa�rmata�geteavendofl �
YES NO �4
COST/REVENUE BUD6ETED (CIRCLE ON�
YES NO
SOURCE ACTNITYNUMBER
INFORMAiION(IXPWNJ '