HomeMy WebLinkAboutCity Council Packet 09-21-1987 Special11
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BUDGET STUDY SESSION III
AGENDA
Septem ear 27, 1987
5:30 p.m.
I. Communications Budget
II. Human Services Agency Requests
III. Other Budget Questions
Adjourn 7:00 p.m. - Resume following City Council Meeting
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MEMO
TO: James G. Willis, City Manager
FROM: Helen LaFave, Communications Coordinator
SUBJECT: COMMUNICATIONS PLAN
As part of the 1988/89 Budget review process, the City Council
has directed that I revise the proposed Communications Plan. The
revised plan (attached) specifies work objectives for calendar
year 1988 and is somewhat more modest in its expectations than
was the first draft. I have tried to show the financial impact
of each work objective. The proposed communications plan
contains two items which require some explanation. They are the
answering machine listed under objective III (a) and the slide -
tape listed under objective III (e).
ANSWERING MACHINE
The answering machine would be a way of soliciting customer
feedback 24 -hours a day on cable television programs and city
services.
A secretary would transcribe the tape each work day. The
communications coordinator would pass along requests for
information and complaints to the appropriate staff people as
well as follow-up to see that the department responded.
This "Customer Comment Line" would allow us to track areas of
resident. concern. For instance, if we would receive a rash of
calls concerning a specific subject it would tip us off that we
should examine that area and/or related communications efforts.
I propose that we initiate the program on a six-month trial
basis. Initially we would rent the answering machine and if the
program proves a success, purchase the equipment. Success will
be measured by citizen participation in this program. Our target
is 50 responses per month during the six-month period.
SLIDE -TAPE
The proposed slide -tape represents a public/private venture
between the City and an area photographer. The slide -tape would
be a high quality identity and image piece aimed at Plymouth
residents and businesses.
Communications Plan
Page 2
The entire project would cost about $13,000. The City's portion
would be $7,300. The remaining amount would come from monetary
and service contributions from the private sector.
A Plymouth photo processing lab has expressed interest in
sponsoring the project by offering discounts on processing.
An international corporation, with world headquarters in
Plymouth, may also be interested. The photo processing
equipment they produce would be used to develop the film.
If this idea is pursued, Kodak will also be asked to sponsor
the project.
If the Council is interested, it could opt to make the project
contingent upon sponsorship financing. In the event that
sponsors are not found, a scaled back, 100 % city -financed
program could be developed.
The Proposal:
A professional photographer would commit one-half day a week
for one year to chronicling the city of Plymouth. He would
shoot approximately 120 rolls of film.
140 of the best of the color proofs would be made into slides.
The slides would be combined with a 10 -minute script and music.
Initially, a two -projector show, utilizing dissolves, would be
produced. It would then be transferred to videotape to
preserve the two -projector special effects. Next, the show
would be reformatted as a single -projector show, so that it is
portable and able to be shown on existing city equipment.
Uses:
Introduction to speaking engagements given by city staff.
Introduction to Town Meetings.
The videotape version would be shown on cable television.
The videotape could be loaned to new residents/Welcome Wagon
and other interested parties.
Businesses, such as real estate companies, could purchase
videotape copies.
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Communications Plan
Page 3
Not all costs in the Communication Plan are clearly identifiable.
I have indicated these items. Where a "C.C." appears in a cost
column, it means that the cost is in the Communications
Coordinator's time only. Similarly, the symbol, "V.P." means
Video Producer time. The final communications line item budget
will have to be revised to correspond with the final
Communications Plan adopted by the City Council.
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1988
CITY OF PLYMOUTH
COMMUNICATIONS PLAN
GOAL
Use clear, concise communications to: inform the City of Plymouth's
target audiences of city policies, programs and ordinances; promote
citizen participation in local government; instill a sense of
community in Plymouths residents; and create an awareness of the city
of Plymouth as an effective service organization.
OBJECTIVES
I. Review the function, format and content. of existing city
publications and make recommendations for, improvement--.
II. Develop and enhance the effectiveness of the Plymouth government
access cable television channel.
III. Supplement current communications by disseminating information
via other appropriate media.
IV. Work with departments to ensure that accurate information is
disseminated in response to inquiries.
TARGET AUDIENCES
citizens
homeowner associations
civic groups
businesses
developers/builders
city employees
potential/future residents
media
schools
other public agencies serving Plymouth
property owners
ESTIMATED COSTS STRATEGIES
I. Review the function, format and content
of current city publications and make
recommendations for improvements.
A. Plymouth on Parade: Improve
appearance, readability and highlight
issues and actions of City Council
through format changes.
POSSIBLE OPTIONS
Printing: 40,500 1. Use current format; improve
Postage: 11,000 appearance; design new nameplate;
Mailing
29,100
divide news into departments; use
Service: 3,000 an easy -to -read typestyle; use two -
Nameplate: 300 colors of ink.
Total: 54,800
Total:
or
6-8 pp: 15,000 2. Bimonthly 6 to 8 page
Quarterly: 16,000 newsletter (8 1/2" x 11") and a
Postage: 18,200 quarterly (5 1/2" x 8 1/2") recre-
Mailing ation catalogue (40 pages).
Service: 5.000
Nameplate: 300_
Total: 54,500.
or
6-8 pp: 30,000 3. Monthly 6 to 8 page newsletter
Quarterly: 16,000 8 1/2" x 11") and a quarterly
Postage: 29,100 5 1/2" x 8 1/2") recreation
Mailing catalogue (40 pages).
Service: 81000
Nameplate: 300
Total: 83,400
or
Printing: $42,000 4. Bimonthly (8 1/2" x 11") 28
Postage: $11,000 page (approx.) publication. News/
Mailing seasonal information formatted in a
Service: $ 3,000 3 -column newsletter style. The
Nameplate: $ 300 second part of the publication
Total: $56,300 would contain recreation inform-
ation. It would be listed in 2 -
columns.
or
2-
1
6-8pp: $15,000 5. A (8 1/2" x 11") bimonthly 6
Rec: $18,000 to 8 page newsletter and a bi-
Postage: $22,000 monthly (5 1/2" x 8 1/211) recrea-
Mailing: tion brochure (30 pages).
Service: $ 6,000
Nameplate: $ 300
Total: $61,300
Printing: $14,000 B. Community Information Booklet:
Postage: $ 11900 Use current format; eliminate dated
Mailing material; re -publish biannually; add
Service: $ 500 information regarding city ordinances,
Total: $16,400 public safety, city policies, etc. Mail
first re -printing to all residents,
thereafter- distribute via Welcome Wagon.
15,300 C. Comprehensive Plan Booklet.:
Use same format and graphics; edit
content and present in easy -to -
understand language. Continue to
distribute as individuals homestead.
C.C. II. Develop and enhance the effectiveness of
the government access channel.
V.P. A. Periodically update the datacaster,
utilizing Plymouth on Parade and the
Community Information Booklet as primary
sources of information.
C.C. B. Continue to produce six "City
Specials" per year with Northwest.
Community Television Corp.
3,500 C. Continue to cover City Council and
Town Meetings.
13,000 D. Produce six city government
programs per year. Cover at least two
recreation events or concerts. To be
produced by part-time video producers.
C.C. E. Regularly publicize government
access programs through weekly
newspapers.
3-
3,500 F. Develop a periodic city -produced
program to highlight. information in
Plymouth on Parade; Community
Information Booklet; and community
events, i.e., dogs, snowplowing,
parking, sprinkling restrictions, voter
registration.
G. Utilize free programming on
government -related topics, e.g., public
safety, public health.
11I. Supplement current communications by
disseminating information via other
appropriate media.
7,300 (included A. Slide -tape promoting Plymouth. To
as in Comm. ID. $) be used as an opening to presentations
by City staff and for showing on cable
television, check out to new residents
and to businesses.
600 B. Park Brochures (2)
500 C. Meet. Your Council Brochure. For
distribution at City Council meetings.
Explains the format of the meeting.
C.C. D. Author "Reports" Column for the
Wayzata Weekly News.
150 E. Install an answering machine to
receive customer comments on city
services and cable television
programming.
C. C. F , [leve 1 op a c oftlpreheni5 i ve 1 i st of
city staff members able to speak at
group meetings. Distribute list to HOAs
and civic groups. Vidoetape
presentations for check out in the event
that the desired speaker has a schedule
conflict.
C.C. IV. Establish procedures to ensure that
accurate information is disseminated in
response to inquiries to Communications
Coordinator.
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CAPITAL COSTS ASSOCIATED WITH COMMUNICATIONS PLAN
Specific costs associated with the above proposed plan are rioted
above. However, two related proposed expenditures are not. They both
are listed as capital outlay.
Of the $10,000 budgeted, $9,000 is earmarked for a VHS editing system.
Currently, the City competes for editing time with other cities and
community access producers served by the NW Community Televison
Corporation. Consequently, our time is limited.
An in-house editing system would allow our video producers to more
frequently update playback tapes and to more efficiently complete
video productions. It would also ensure the City that enough editing
time is available to produce a regular program as noted in the
Communication Plan.
The remaining $1,000 would be used to purchase a 35mm camera, a wide
angle zoom lens, a telephoto zoom lens, a camera bag, and a telephone
answering machine. The camera would give city staff flexibility in
photographing for city publications and slide projects. The answering
machine would provide a Customer Comment Line.
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