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02/04/1997 - City Council SpecialAGENDA SPECIAL CITY COUNCIL MEETING Tuesday February 4. 1997 5:00 P.M. Municipal Building Community Room I. ROLL CALL & ADOPTION OF AGENDA II. VISITORS TO BE HEARD IIL PRESENTATION OF 1997 COMMUNICATION OBJECTIVES WALLACE GROUP IV. OTHER BUSINESS V. ADJOURNMENT 4jb� — city of eagan TO: HONORABLE MAYOR & CITY COUNCILMEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: JANAURY 31,1997 SUBJECT: SPECIAL CITY COUNCIL MEETING/FEBRUARY 4,1997 MEMO A Special City Council meeting is scheduled for Tuesday, February 4, 1997 at 5:00 p.m. in the Municipal Center Community Room to meet with The Wallace Group to discuss the 1997 communication objectives. By way of history, the Council/staff retreats that were held during 1994 and 1995 identified communications as an important and number one priority. The City Council designated a budget of $26,000 for calendar year 1996 to enhance various communication objectives. The Wallace Group was retained during the late fall of 1995 as consultants to work with Communications Coordinator Foote and the City Administrator to accomplish the various priorities set forth by the City Council. During 1996 The Wallace Group was involved in the following activities: • Imaging • Community -wide survey • Production of Several Feature Stories • Part one of Media Training for Staff • Ongoing Communications Consultation • Other Communication -related Activities During the fall of 1996 in review of the proposed 1997 budget, again in the amount of $26,000, was adopted as a guideline for continuation of the communication objectives in calendar 1997. The City Administrator, Assistant to the City Administrator Duffy and Communications Coordinator have been meeting with The Wallace Group to review a work program for 1997. For a summary of the communications program as presented by staff and The Wallace Group, refer to a memo prepared by Communications Coordinator Foote enclosed on pages I Both staff and The Wallace Group are looking for direction on the scope of the communication objectives for 1997. There is no formal action intended at this meeting. The communications work program will be ratified at a regular City Council meeting similar to other consultant services. Following the presentation and discussion by the Cite Council. the City Administrator. Assistant to the City Administrator and Communications Coordinator will meet to finalize the work program for 1997. The proposal by The Wallace Group does not address a number of tasks that our Communications Coordinator will be coordinating for 1997. A summary of her work program is referenced in the attached memo. /S/ Thomas L. Hedges City Administrator MEMO: FROM: DATE: MEMO city of eagan TOM HEDGES, CITY ADMINISTRATOR HOLLY DUFFY, ASSISTANT TO THE CITY ADMINISTRATOR JOANNA FOOTE, COMMUNICATIONS AND RECYCLING COORDINATOR JANUARY 27, 1997 SUBJECT: 1997 COMMUNICATIONS BUDGET PLAN Based upon our conversations, comments received from the City Council and meetings with the Wallace Group, I have put together the following Communications options to pursue within the 1997 Communications program. If you agree, these will be the proposals we bring to the City Council at the February 4, 1997 Special City Council Meeting. I will be asking for assistance in establishing project priorities to determine how many of these initiatives can be undertaken in 1997; which should be accomplished specifically by staff and which we should seek outside consultation on. Currently, the 1997 budget includes $26,000 to be used to accomplish these initiatives. It should be noted that the City wide, resident newsletter and the cable coverage of public meetings have separate budgets. Also attached is the proposal from the Wallace Group which outlines the costs which would be added if we asked for their consulting services on any of these projects. These proposals are referenced within this memo. Annual Report Currently the City produces a large annual report document primarily for internal use which is available to the public, but not distributed (except to the library) to residents or businesses. The concept has been proposed to produce an annual report that is condensed and "reader -friendly" for distribution on a broader scale. The annual report could be compiled and designed by staff to include an upgraded style with more graphics and photos. The printing and delivery prices would vary greatly depending on the quantity produced and to whom it is distributed (i.e. 2,000 copies available only at City Hall; 2,000 copies for distribution only to new residents; 1,500 copies to be distributed only to Eagan businesses; 23,000 copies to be distributed to all Eagan residents or any combination of these options.) The Wallace Group's proposal includes development and design consultation for an annual report. Their fee for this service would be $4,000. This does not include any print or delivery costs. The annual report currently has an independent budget of $500 to allow for minor upgrades to the current format. Any additional upgrade would need to be budgeted within the Communications $26,000 budget or elsewhere. Business Newsletter The Economic Development Commission, City Staff and the Chamber of Commerce have indicated an interest in producing a quarterly Business newsletter. The EDC and Chamber have each designated $4,000 in their 1997 budgets to accomplish this project. This $8,000 budget is intended to include the costs of printing and delivery of a four page newsletter. The Chamber and City staff would work jointly to produce the information and design of the publication. Another option would be to hire the Wallace Group to design and produce the four page quarterly newsletter. Their fee for designing and producing four newsletters annually would be $8,000. This fee does not include the printing or delivery. This expenditure if approved could be funded from the $26,000 communication budget. Business Outreach meetings These meetings were begun as a joint Chamber/City initiative in late 1995 as a way to listen and interact with businesses within Eagan and to identify concerns, facilitate effective cooperation and as a way to increase communication with our local businesses. The four meetings in 1995 and 1996 were very positive and effective. In 1997 the Chamber has again begun scheduling these meetings every other month. The plan is for area businesses to take turns in sponsoring these programs, provide their own facilities as meeting places and to share the costs of refreshments for the events. Communications funds could be designated to provide refreshments for one of these meetings. No other budget is anticipated for this item. Neighborhood Outreach meetings Following the format of the business outreach meetings, the City in 1997 may wish to facilitate similar meetings with its residents. Notification can be done at no cost through local newspaper, City newsletter and cable bulletin board announcements. A budget could be directed for preparation of handout materials and further notification including posters, school and/or church flyers or direct mailings to residents. This budget could range from $100 to $1.000 depending on the level of notification and handout information. The Wallace Group proposal includes assistance in coordinating these meetings including planning, preparation of handout materials, alerting area residents and the media and providing follow-up reports. Their facilitation fee for this service would be $1,500 to $3,000 in addition to the costs outlined above. E.D.C. Bus Tour The Economic Development Commission has designated $500 to provide transportation for a bus tour throughout Eagan for the Economic Development Commissioners, Chamber members and other area business members. Staff would coordinate, prepare and provide handout information produced internally. The Wallace Group proposal includes an option to assist with the preparation of explanatory materials and guides to the City, assistance in informing members of the business community and logistical support and coverage for the event. The fee for this support would be $1,000. Volunteer Bus Tour In previous years a bus tour has been coordinated for the volunteer Commission members. This tour has not been specifically budgeted for in 1997, but $500 could be designated for this program if the Council wishes to provide this program. Media training In late 1996 the Wallace group conducted a short Media training session with a number of the City staff. The Wallace Group recommends continued media training to include the City Council, Department Heads and designated staff. This training would provide "hands on" sessions designed to simulate actual media encounters and build a higher level of comfort for individuals who most often face these situations. The sessions would be conducted in two groups of five (including both Council members and Department Heads), one group including Mayor Eagan and Administrator Hedges, and a third larger group of designated staff. The Wallace Group proposes facilitating this initiative for $5,000. Cable Bulletin Board The City has recently installed equipment which upgrades the current cable bulletin board. Staff will now be able to enter information directly, rather than coordinating through the cable company staff. Since this is a new function for the Communication program it is difficult to determine how much staff time will be necessary to keep the messages updated and timely. Several options are available and could be included in the Communications budget. If this is determined to be a priority area, staff can contract with one of the current cable operators to update the bulletin board pages each week. This would require $2,000 in 1997. The Wallace Group proposes providing design consultation on this project for $200. Crisis Communication Plan The Police Department is currently updating the City's emergency preparedness plan which includes a small section on crisis communication. This plan could be upgraded to include a much more comprehensive guide for procedure involving emergency resident communication, Communication staff procedures, emergency dissemination of information and media procedures and interaction, this can be accomplished over time by staff, or in the alternative the Wallace Group proposes providing this service for $3,000. Community Development Brochure The Economic Development Commission, the Chamber of Commerce, the Eagan Convention and Visitors Bureau and the Community Development staff have each indicated an interest in producing an informational brochure to be provided to potential new businesses for Eagan. If this is determined to be a priority, a portion of the cost of producing this piece could be included in the 1997 Communications budget. Exact costs cannot be determined without more direction from the City Council and the above mentioned groups. The Wallace Group proposes to assist on the design of this piece for $1,600 to $2,500 depending on the extent of the project. Other Cable Production Currently there is no designated budget for specific cable programming beyond the basic public meeting coverage. If the City Council determines this to be a priority, it can be accommodated within this budget. Ongoing Counseling In 1996 the Wallace Group has worked with Communication and Administrative staff to provide ongoing counseling on a range of communications/public affairs issues. provided an "outside opinion" on communications projects and breaking issues and identified potential areas for increased community involvement. Staff has found this to be helpful. The Wallace group proposes continuing this service for $500 per month, if the City Council determines this to be a priority. Media Stories Communications staff works to issue press releases at appropriate times and produces feature stories or "guest columns" for the local newspapers as appropriate and as time allows. The Wallace Group has developed and distributed several feature stories to area media in 1996. The results are positive for Eagan as a community and for the City Council and staff. If the City Council determines this to be a priority, The Wallace Group has proposed to continue to provide this service throughout 1997 for approximately $500 per story. As you can see there are a great deal of competing interests for the Communications budget. It would be useful to have direction from both of you and especially the City Council to determine how many and which of these initiatives can be undertaken in 1997. This will also help to determine which initiatives can be adequately provided by staff and which should be accomplished in conjunction with the Wallace Group and/or other City affiliations. Please direct me how best to proceed with these matters. Co munication/Rec lire Coordinator