HomeMy WebLinkAbout20 - BA-045 - Public Information FunctionITEM 20
TO: Members of the Newport Beach City Council
FROM: Homer L. Bludau, City Manager
SUBJECT: Public Information Function
RECOMMENDED
ACTION:
1 -- Approve a Public Information Function staffed by a part -time contractor
reporting to the City Manager's Office.
2 - Approve Budget Amendment BA -045 ($20,000 from General Fund Reserves
to the City Manager's Professional and Technical Services Account) for this
Function for the remainder of FY 1999 -2000.
EXECUTIVE At a November 8,1999 Study Session, the Council directed the City Manager to
SUMMARY: return to the Council with a proposal to create a Public Information Function
within the City Manager's office. As planned, this Function would focus upon
two specific efforts:
• Press coordination; and
• Dissemination of quality, readable public information to residents,
businesses, and visitors.
The Function will consist of a contracted Public Information Officer (PIO) and
occasional contracted graphic assistance. The budget required for this function is
approximately $55,000 through the remainder of FY 1999 -00. The City
previously budgeted $36,300 for "publications" like newsletters in the FY 1999-
2000 Budget.
BACKGROUND: At the Council's September 18,1999 retreat, Council members discussed ways to
improve the City's communication with its residents, businesses, and visitors.
The Council generally agreed that the City should consider establishing a specific
function dedicated to communication and information.
At the same time, the City Manager had directed his management team to
research communication in other cities and ways that Newport Beach could
improve its information distribution. Generally, both City Staff and the City
Council were concerned about:
• Providing timely and accurate information about City actions and activities
to our residents;
Newport Beach City Council
Page 2
BACKGROUND: • Providing a readable and interesting newsletter or similar information
(coned) vehicle to residents and businesses;
• Establishing a clear and consistent visual image for all City publications;
• Ensuring that all of the City's information sources -from water bill inserts
to newsletters to the City's website -are useful, updated, linked, and
reflect the" first class" image of Newport Beach.
After examining other cities community relations efforts and talking about what
would succeed for Newport Beach, the City Manager recommends approval of
the Public Information Function outlined in Attachment A. The Budget
Amendment for this Function is included as Attachment B.
Attachment A shows a part -time contract position (for the remainder of FY 1999-
2000) reporting to the Deputy City Manager and performing the following
duties:
• Disseminating quality, readable public information that reflects a consistent
visual image for the City; and
• Press coordination;
As a part of "disseminating quality, readable public information," we will seek to
consolidate several of the City's disparate publications (water bill stuffers, Fire
and Marine's HouseCall, the Library's Live at the Library, the City's not quite
quarterly newsletter, and more) into a single publication. Consolidating these
mailings into a monthly newsletter should save a portion of the costs of the
separate publications.
ATTACHMENTS: Attachment A - Description of Community Relations Function
Attachment B - Budget Amendment BA -045
Attachment A
Public Information Function
The Public Information Function shall be established as a part -time contract position
reporting to the City Manager's Office as follows:
MISSION: To develop, improve, and maintain innovative methods that will
communicate accurate, timely, and helpful information to and from the City and its
community associations, media representatives, residents, businesses, and visitors.
ORGANIZATION: The Public Information Division shall be organized as follows:
I CITY MANAGER I
DEPUTY CITY MANAGER
PUBLIC INFORMATION
OFFICER (contracted position)
KEY DUTIES: The Public Information Function shall perform the following essential
duties:
I. DISSEMINATE QUALITY, READABLE PUBLIC INFORMATION
• Design and improve consistent visual image for all City publications
• Write, produce and distribute City Newsletter
• Establish and enact comprehensive pro - active media strategy that may include:
Columns in local print media
Regular communication with beat reporters and editors
Press releases on important city activities
Routine placement of feature stories with glossy prints
• Advise the City as to ways to improve the City Website, including:
--Standardization of" look" between department pages
-- Proper use of links to Home Page, other relevant sites
• Improve and coordinate in -house publications, including:
water bill inserts
hand -outs and brochures from departments
resident- friendly documents that help explain City Hall
City's Annual Report to Residents
Page 4
I. DISSEMINATE QUALITY, READABLE PUBLIC INFORMATION (cont'd)
• Establish and evaluate PI function that involves Council Members, department heads, media
contacts, and residents.
• Modify and improve PI function based on feedback as appropriate.
II. PRESS COORDINATION
• Assist City with press inquiries, including:
Route calls to appropriate respondent - Mayor, Council Members, City Manager, and /or
Department Head
Serve as spokesperson when appropriate.
BUDGET: The City Council currently has $36,300 in funds set aside for resident
communication. This amount, combined with a $20,000 Budget Amendment, will
enable the City Council and City Staff to both issue publications and to determine the
usefulness and value of this function between now and the end of FY 1999 -2000. At the
conclusion of the Fiscal Year, the City Manager will ask the City Council for feedback
and the Council's advice on how to proceed with the Function.
NEXT STEP: The City Manager will interview interested contractors for this role and
discuss contractor selection with the City Council.
City of Newport Beach
BUDGET AMENDMENT
1999 -00
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates
X Increase Budget Appropriations
Transfer Budget Appropriations
SOURCE:
from existing budget appropriations
from additional estimated revenues
PX from unappropriated fund balance
EXPLANATION:
NO. BA- 045
AMOUNT: $20,000.00
Increase in Budgetary Fund Balance
AM X Decrease in Budgetary Fund Balance
No effect on Budgetary Fund Balance
This budget amendment is requested to provide for the following:
To appropriate $20,000 from General Fund unappropriated surplus fund balance to the City Manager's
professional services account for contract Public Information Services.
ACCOUNTING ENTRY:
BUDGETARY FUND BALANCE
Eund Account Description
010 3605 Fund Balance Reserves
REVENUE APPROPRIATIONS (3601)
Fund /Division Account
EXPENDITURE APPROPRIATIONS (3603)
Division
Number 0310
Account
Number 8080
Division
Number
Account
Number
Division Number
Account Number
Division Number
Account Number
Description
Description
City Manager
Professional Services
Signed: e(ej (::�7
Financi.4Approval: Finance Director
Signed: /r, /'"OZL .
Signed:
City Manager
City Council Approval: City Clerk
Amount
Debit Credit
$20,000
Automatic
$20,000
�?- 16- GC7
Date
balpf
Date