"We are looking at how the city could improve and expand communication to all parts of the community," said Amy Chan, assistant city manager, at the Nov. 26 council meeting.

In order to determine the necessary steps, staff assessed the city's current communications and outreach practices, said Coryn Campbell, manager of neighborhood and community services.

According to Campbell, staff first tabulated the results from the 2000 communications audit, the 2002 external customer satisfaction survey and the 2002 resident survey on the effectiveness of the city's community outreach. The survey was sent to all neighborhood associations, placed at community gathering places, distributed at neighborhood meetings and posted on the city's website, she said.

"The survey was intended to gather community input on the effectiveness of the city's communications practices," Campbell wrote in her report.

Residents suggested options the city could consider, not only for improved communication but also for a better and wider reach into the community.

"I think it's important that all residents be informed of the city's plans—especially the downtown plan," said Donna Carrig at the meeting. Carrig is a resident of Washington Avenue in the downtown area.

Carrig suggested that since every resident doesn't have access to the city's website, the city should use a way to reach more people. Direct mailings would be the most effective, she added.

Planning Commissioner David Simons suggested at the meeting that, since the local newspapers do not have a wide reach, monthly reports—rather than the current quarterly reports—would reach almost every resident and better serve the community.

Some residents discussed the city's fiscal impacts and ways to make the best of its current resources.

"The city's television channel, KSUN, could be greatly improved as a source of information at lower costs," resident Werner Gans said at the meeting. "It could include lists of meetings and events in the city."

Planning Commissioner Ron Swegles, who is also the community administrator at the Willow Ranch Mobile Home Park, said that most mobile home parks have the ability to generate their own listings and could run some of the city's announcements.

"We already send out mailings to all the neighborhood associations on a regular basis," Campbell replied at the meeting. "We will add the homeowners associations and mobile home parks to our mailing list."

Councilmen Jack Walker and Tim Risch suggested that mailings and notices be more eye-catching so residents don't throw them away before opening and reading them.

Fred Weisinger, a resident of the downtown area and a former member of the Bicycle and Pedestrian Committee, suggested that city staff monitor all resident complaints at neighborhood and community meetings.

"It's important that the city keep track of all complaints effectively," Weisinger said.

Council members unanimously moved to review, develop and implement citywide outreach guidelines. They also agreed to have a consistent design communications approach to identify the materials coming from the city and designate a community outreach liaison in each department.

In addition, council members directed Campbell and her staff to consider the possibility of hiring a full-time web master, review how databases are established and updated, publish monthly reports, and hold semiannual council outreach meetings in the next fiscal budget.

Following Mayor Julia Miller's recommendation of appointing a subcommittee to explore multicultural outreach, Councilwoman Pat Vorreiter suggested staff return to council with a multicultural outreach program next year, after which time a subcommittee could be considered.

Associations interested in being included on the city's mailing list can email Campbell directly at ccampbell@ci.sunnyvale.ca.us.