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HomeMy WebLinkAboutAgenda - 04-08-2014 - 4 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: April 8, 2014 Action Agenda Item No. 4 SUBJECT: Next Steps - Strategic Communications Plan DEPARTMENT: County Manager PUBLIC HEARING: (Y/N) No ATTACHMENT(S): INFORMATION CONTACT: A) Department on Aging Strategic Michael Talbert, 245-2308 Communications Plan B) Animal Services Outreach and Communications C) BOCC-Clerk's Office Communication Information 2014 D) Department of Environment, Agriculture, Parks and Recreation (DEAPR) Communications and Public Outreach E) Health Department Communications F) Library Communication-Outreach Summary G) Solid Waste Management Communications Summary H) Public Affairs — Public Outreach Methods PURPOSE: To provide an update and receive comments from the Board regarding the development of a Strategic Communications Plan for Orange County. BACKGROUND: On January 31, 2014 the Board held a Retreat and discussed the need for an Orange County Strategic Communications Plan. The Board requested that the Manager provide a recommended strategy for a Communications Plan. On February 27, 2014 a Manager-appointed Communications Plan Committee met to discuss how the County could move forward with a Strategic Communications Plan. The Committee attempted to address the following questions: 1. What is the role of the Board of County Commissioners in developing a Strategic Communications Plan? 2. What is the purpose of the plan? 3. Is there a need for a communications team approach and, if so, would the appointees to the team be staff, or staff and elected officials? 2 4. Will the Plan be a county-wide plan or a plan to address communications from the Board of County Commissioners? 5. Where and how does the Public Affairs office fit into the Plan? 6. How do individual County Departments fit into the plan and how would the plan govern the role of each individual department's communications and outreach programs? All of the questions that have been identified cannot be sufficiently addressed by staff, without meaningful participation from the Board of County Commissioners. A Three Phase approach is recommended to move the process of developing a Strategic Communications Plan toward to a successful conclusion. Three Phase Approach Phase One Identify and share with the Board Individual department public information strategies. Outlining the dedicated resources, communications tools, target audiences and how the department interacts with the Public Affairs Office. Phase Two Engage Rod Visser or another School of Government professional to gather internal information by interviewing the Board and County staff to present a summary to the Board at a May, 2014 work session. The summary will outline Board of Commissioner's consensus regarding a Strategic Communications Plan, target audiences, communications tools, composition and purpose of a Communications Committee. Phase Three With the assistance of Rod Visser or other School of Government professionals, draft a Strategic Communications Plan to be presented to the Board in September, 2014. FINANCIAL IMPACT: The financial impact of engaging professional assistance to complete Phase One & Two is estimated not to exceed $10,000. The scope of services approved by the Board for Phase Three will determine the total financial impact. RECOMMENDATION(S): The Manager recommends that the Board receive the updates from individual departments and provide direction to staff as to how to proceed with a Strategic Communications Plan. _ 3 Attachment A Orange County Department on Aging Strategic Communications Plan 1. Communication/Public Outreach Process a. Appendix A—OCDoA Communication Procedure(daily outreach) b. Senior Times Public Outreach Process (quarterly outreach) c. OCDoA E-Newsletter Outreach Process(bi-weekly outreach) d. In-House Communication Process (as needed) 2. Human Resources a. Communications Coordinator-1 FT staff(66%time dedicated to communications) L Contract Employee—(10-20 hour per week dedicated to web redesign, Facebook page development,and department logo design. Project ending —May) b. Senior Center Administrator—SeniorTimes Project Manager L Volunteer Assistant c. OCDoA E-Newsletter—1 FT Johnson Intern (10%dedicated time) d. Senior Center Program Assistant Manager(10%dedicated time) 3. Communication Tools a. News Release b. Public Service Announcement(written and recorded by the Public Affairs Director) c. Advertisement(newspapers, magazines,and billboards) d. Orange County Facebook&Twitter Accounts e. OCDoA Website i. OCDoA Facebook(launching in April-May) f. OCDoA E-Newsletter g. Senior Times h. Orange County Community Connections e-newsletter L Posters j. Postcards k. E-Postcards I. Brochures m. Flyers 4. Target Audience a. Individuals 55+ b. Individuals turning 55 c. Families of 55+individuals d. Caregivers of 55+individuals e. Caregiving and Healthcare professionals 5. Public Affairs Office Interaction a. OCDoA Communications Coordinator communicates multiple times each week and often every day to issue media release requests,collaborate on OCDoA print material (brochures, postcards, posters,etc.)design,content and ordering. 4 b. OCDoA Communication Coordinator communicates with the Public Affairs Office as needed to plan for and place paid advertisement in newspapers, magazines and billboards. c. OCDoA department head,supervisors,communication coordinator and program managers meet with the Public Affairs Office as needed to plan media campaigns for upcoming programs and projects d. OCDoA Friends of Central Orange Senior Center, Friends of the Robert and Pearl Seymour Center,and the Prime Time Players (all axillary OCDoA organizations)work with the OCDoA Communications Coordinator and the Public Affairs Office to advertise their programs through media releases, PSA's,and print marketing materials. e. OCDoA Communications Coordinator interacts with the Public Affairs Office to remain up-to-date on County communications protocol,training and methods. 5 APPENDIX A—ORANGE COUNTY DEPARTMENT ON AGING COMMUNICATIONS PROCEDURE 1. Master Communications Outlook Calendar: For all "public"communications, i.e. brochures, press releases, public service announcements,flyers,post cards, etc. o Beverly will establish and maintain an Outlook Master Aging Communications Calendar coordinating OCDoA public communications. ■ Public communication requests must be submitted to Beverly by the following persons: • Director(Janice Tyler),Supervisors(Myra Austin, Mary Fraser,Kathie Kearns, Kathy Porter/Vicki Hill),Senior Center Managers(Terry Colville,Cydnee Sims),and the Wellness Coordinator(Latonya Brown). • Accompanied by all supporting information(listed below): o Program/Event details(who,what,when,where,how,why), photos, media release(if needed),documents,clipart,date to publish, etc. • Copy your supervisor on all requests. 2. Public Communication Request Timeline o Quarterly planning • Print Shop Materials(brochures, posters,signs,etc.) • Deliver to Beverly 4-5 weeks prior to needing and/or event o Include all details including date needed and supporting information • Ready for delivery to Carla 3 weeks prior to need/event • Press Release—Note: must be news worthy, current • 4 weeks prior to Beverly. • Carla's deadline is 3 weeks prior to release ■ Calendar of Events • Senior Center Manager/Wellness Coordinator determine what events to highlight per month at each Center.Sends list with event/program details for the coming month to Beverly on the 2nd Friday of each month.Carla will distribute to the appropriate news venues. o Another alternative method: Plan quarterly what"Calendar of Events"to highlight-and give list to Beverly the month before the new quarter • Public Service Announcement—Carla pays for 4 PSA's per month. PSA's are scheduled by Carla based on the most news worthy,timely,and distributed among County departments. • Quarterly:send to Beverly(at least 4 weeks prior to need/event)who,what, when,where,why • Carla will write the script for the PSA • Website • Posting requests 5 business days in advance • Include start/end dates for postings • Include attachments, photos,etc. • Photos must include media release if they were not taken at a public event • Images/clipart must not be copyrighted • Social Media • Posting permissions include Director,Supervisors,Communications Coordinator, Johnson Intern,Sr. Center Managers,and Wellness Coordinator • After launch of Facebook page the Johnson Intern will maintain the site • Must be pertinent information and department/aging related • Katherine Leith's Editorial Article • Send to Myra for approval and cc Beverly • Listsery(Newsletter) • Johnson Intern sends"submit an article" notices,checks emails and maintains list o Myra checks and approves newsletter for distribution 6 _ Attachment B Animal Services has a variety of outreach and communication mediums it currently uses to advertise, promote and otherwise inform the public. Included regularly in this rotation are media releases, newspaper and occasional online ads,adoptable pet inserts,facebook,flyers and brochures,and off-site outreach and adoption events. Flyers are available irn-house,at events,and distributed to the community monthly by Animal Control Officers. Other occasional outreach items have included newspaper columns by the Director, Every Door Direct Mail,Newspaper Mass-Mail Inserts, Billboards and Chapel Hill Transit ads. All media releases go through the Public Affairs Office before going out. Most of the advertisements and flyer-style outreach have been seen by Public Affairs, but were created before the office was present or designed in collaboration with specific newspapers. Because Animal Services performs a variety of services to the citizens of Orange County,the target audience varies greatly with each piece of outreach performed. Even within a single medium (media releases for example),target audience can vary drastically between persons interested in adopting, viewing lost pets,spay/neuter assistance,low-cost rabies and microchip clinics,coyote awareness, tethering,special events,cruelty and nuisance,etc. We work closely with the Public Affairs Office and others to pair the most effective communication mediums with the appropriate target audience in a way that will best inform and reach citizens interested in any pertinent news, updates and events from Animal Services within resource allocations. We have one Communications Specialist that creates, manages and oversees the department's communication efforts and a Program Coordinator that also works to schedule,staff and plan outreach and other special events. The concentrated efforts to promote animal services has been important to the department's successes. 7 Attachment C BOCC/Clerk's Office Communication Information 2014 Headcount— The Deputy Clerk/information Specialist position duties are split into about 33%each for three primary tasks. Deputy Clerk,webmaster and communications. Each utilizes a technology background. Communication Duties— • Write news releases, including publicizing opportunities on BOCC advisory boards and commissions • Distribute agenda and overview of BOCC meeting before the meeting • Create and distribute a short summary of BOCC meeting actions after the meeting • Maintain high level areas of the Orange County website (One of three County employees with full update authority) Respond to webmaster emails • Maintain online public meeting calendars • Interact with Granicus on streaming video issues • Serve as alternate PIO in the absence of the Public Affairs Officer(for primary duties) • Serve as the alternate PIO during times of emergency and disaster. The PIO position for the EOC tends to be on 12 hour shifts • Photograph various County events • Serve on Council of Webmasters(internal to Orange County Government) • Serve on Orange County Communicators Workgroup(external with towns and other agencies) Projects— • Website redesign project, helped to guide individual departments to update or remove out of date content, helped to prepare the bid parameters for vendors. Reviewed and removed around 3,000 web files in preparation of transition. • Design of BOCC meeting chambers tech room and space for studio • Moving TWC head-in from Chapel Hill to Hillsborough • Monitor Orange County social media sites to maintain standards including policy compliance and use of disclaimer created with the Attorney's Office. • Maintain and check-out ADA hearing assistance/translation equipment. • Communicating with employees during emergency/security event Services provided for BOCC/Clerk by Public Affairs— • Provide boards and commissions vacancies on digital message monitors • Assist with special events • Business Cards • Create news releases as requested by BOCC 8 Audience— • BOCC • Residents • Taxpayers • Visitors • Voters • Businesses • Employees Tools- • News Releases/Public Service Announcements • Public Meeting Calendars/Events • Purchased print ads) • Listservs(allows users to add or remove automatically) • Brochures,flyers, booklets • Photos • Dedicated Orange County cable TV channel • Streaming video on website • Orange County Web • Branding • Facebook • Twitter • Employee news on intranet(HR) • Digital message boards installed throughout County buildings 9 Attachment D Communication and Public Outreach Process Department of Environment,Agriculture, Parks and Recreation (DEAPR) DEAPR engages in a wide variety of different comm-unication and public outreach processes,for a variety of different purposes and programs (Soil and Water and Natural and Cultural Resources environmental programs, nature programs, recreation and athletic programs,and special events by all of the department's divisions. • A web site through the County's webpage for sharing information and upcoming events. • A published Program Guide with recreation and nature program activities, published three times per year and distributed through the school system to all elementary and middle school students,and available at libraries, recreation centers and other public facilities. • Email listserve and text message information on recreation/athletic programs. • Social media(Facebook,Twitter,etc)to notify public of upcoming events, programs or news. • Flyers in community locations around the county to advertise programs and events. • Outreach and training to teachers on curriculum activities and events(such as the Food, Land, Water curriculum). • Environmental education and nature program events held in the classroom (Arbor Day, groundwater presentations),and special"field trip"events for school groups such as Earthwalk and Farm-to-Table. • Photography contests(such as "The Nature of Orange")and other open contests. • Cooperation with other community events and street fairs to share information and exhibits (Earth Evening with Hillsborough Last Fridays, Festifall booth). • Many speaking engagements, both solicited and requested, by civic groups. • Training for volunteer coaches in athletic programs. • Blogs and video publishing(such as through the Little River Park social media accounts). • News releases and public service announcements on many of the above activities,and other special events(Fishing Rodeo,Egg Hunt, Halloween fair). In terms of Human Resources allocated to this area,the department has a Communication Manager position responsible for coordinating and disseminating communications and public outreach from all of the different areas noted above,and coordinating publicity for different events and activities.This is a full time position in the Support Services Division of the department, reporting directly to the DEAPR Director. Four other divisions-Soil&Water, Parks, Recreation and Natural and Cultural Resources each have staff that may dedicate approximately 5-10%of their work time to preparing public outreach products. The Communication Manager position is responsible for all web pages in the department, posting all agendas and meeting summaries for the following boards: Agricultural Preservation Board,Commission for the Environment, Intergovernmental Parks Work Group, Historic Preservation Board, Parks and Recreation Council,Soil&Water Board of Supervisors.The Communication Manager is also responsible for the departments Facebook page,Twitter account,Google,Flickr(Yahoo),and survey monkey accounts, placement of legal advertisements in local papers, news releases,and department fliers. Little River Park,as a multi-county facility, has its own Facebook page.The target audience for these programs and events is varied depending on the type of activity,but generally is any citizen in Orange County 10 interested in the county's parks, recreation programs,environmental education,environmental issues, agriculture,historic preservation,ground water,soil,and land conservation. The Communication Manager works closely with the County Public Information Officer to provide event information for the digital messaging monitors, press releases,communication planning,and the promotion of department website. The communication manager also consults with the Public Information Officer on a regular basis seeking input on ways to best promote DEAPR activities.The Public Information Officer provides design work,translations services,video production and funding for many of these promotions. As previously noted DEAPR uses staff resources to promote upcoming programming via listserve;FaceBook,Twitter, blogging,and program guides. DEAPR implemented a draft Communications Plan in 2012. 11 Attachment E Orange County Health Department Communications The Orange County Health Department has one FTE designated for health communications and public information.This position works closely with staff throughout the health department.The Health Department's Communications Manager/Public Information-Officer must not only have the skills and experience needed to effectively manage marketing campaigns, public relations and the media,and graphic design, but also needs a background in diverse range of public health related topics. In situations such as disease outbreaks,it is critical that the Health Department's Communications manager be intimately involved in the investigation and mitigation,and needs a working knowledge of infectious diseases to be most effective in communicating the situation to the community. The Health Department's Communications Manager reports directly to the Health Director to give the position full access to critical information both in times of crisis and for strategic planning.The Communications Manager works in partnership with the County's Office of Public Affairs by providing press releases for editing prior to dissemination to the media and seeking professional input on projects as needed. Responsibilities of the Health Department's communications position include but are not limited to: 1. Health Campaigns and Outreach • Working with the various sections to • identify marketing needs, • research audience an-d messaging, • develop and test campaign messaging and materials(including graphic design) • implement the campaign through various channels including paid media, earned media,and social media • evaluate the campaign and make modifications as needed • Examples of campaigns have included • Smoke-Free Public Places(press releases, bus posters and wraps, newspaper ads,ad placement in visitors guides and on local websites,sandwich boards, restaurant table top signs,window clings,television commercials, digital/online ads, billboards,social media,smoking response team outreach events, webinars,etc...) • Smoking Cessation Services(bus posters, posters,website,intranet,smoking response team outreach events, newspaper ads) • National Nutrition Month(Magazine ads,social media,contests,website,and activities,classes) • Take it to the Box a prescription drug overdose prevention campaign of Orange County Healthy Carolinians and the Health Department(bus posters,webpage, window clings, newspaper ads, press release with media coverage,social media, outreach events) • Affordable Care Act Enrollment(webpage, posters, press release, resources in multiple languages) 2. Health Department Marketing o Rebranding and integrating our new brand throughout all aspects of the health department to reflect the health department as a caring, high quality,and innovative health presence within the community 12 o Promoting the health department,our services,our purpose, policies,and achievements to potential clients, partners,and the community at large(social media; advertising in newspapers, magazines, billboards;press releases and media pitches;relationship building with the media;live tweeting during Board of Health meetings;ongoing strategic planning and brainstorming with staff regarding new and emerging issues, services,and policies to that affect the health department) o Representing the health department on the county wide communicators work group o Developing and designing reports, brochures, presentations, posters,and other marketing materials ■ Examples include:Annual reports,OCHD brochure, Board of Health strategic plan timeline,OCHD Dental Services brochure o Video production and editing for promotional and educational videos ■ Examples include:Virtual Tour of the Orange County Health Department,Virtual iob shadowing of a health inspector,special presentations to the Board of Health,and Maintain,don't gain: Healthy Eating Tips for the Holiday Season) o Facilitating speed storming sessions with staff and the Board of Health to stimulate creative and innovative ideas and solutions o Managing and maintain the health department's websites OCHD Healthy Carolinians, and Environmental Health) o Creating a monthly staff newsletter 3. Emergency Preparedness and Outbreak Management • Working with preparedness coordinator to develop the health communications components of the county's emergency response plan • Participating on the county wide communicators workgroup • Participating as an active member of the health department's Epidemiology team evaluating and responding to communicable disease risks within the county. • Training internal content experts on conducting media interviews • Serving as the spokesperson,or identifying and preparing an appropriate spokesperson depending on the situation,during times of outbreak and crisis • Creating press releases and other forms of community education to prevent the further spread of disease, minimize public panic,and assure accurate and timely information is being shared (media outreach,website updates,social media). • Monitoring all forms of media to track trends in the story, identify misinformation and rumors, and maintain an open line of communication. • Communicating with the state's Division of Public Health, UNC,and partnering organizations to create consistent messages and streamline communications efforts during outbreaks and other emergencies,often being asked to take lead in communications efforts. • Attached • Packet of media coverage from February 2014 • Press releases issued by the health department 4. Day to Day Communications o Social media posting, monitoring,and engagement Facebook Twitter,and YouTube) o Webpage management(Health Department, Healthy Carolinians,and Environmental Health 13 Attachment F Library Communications-Outreach Summary FTEs Due to the public-oriented nature of library services, several staff have a hand in communications and outreach work. It's estimated that various staff contribute approximately 65 hours a week(1.625 FTE) toward communication and outreach activities. The library's part-time, non-permanent Communications Specialist represents .5 RE of this time. A breakdown of these hours is available. Communications Tools • Press releases • News of Orange County column • Three monthly e-newsletters • Facebook • Twitter • Library website • Online events calendar • Off-site visits • Periodic public speaking appearances • Digital message monitor slide in county buildings • Flyers, bookmarks, posters,signs • Promotional displays • Friends of the Library email listsery • Friends of the Library newsletter • Membership in Downtown Merchant Association of Historic Hillsborough • Paid advertising • County Connection newsletter Target Audiences The library offers programs, activities, events and services for all sectors of the general public. Service divisions specifically target: 1) youth (babies, toddlers, preschoolers, school-age children, tweens); 2) teens; and 3) adults. Subset target audiences of these groups include: • Seniors • Job hunters • Teachers • Homeschoolers • Writers/authors • Non-library users Process Some library offerings are communicated directly to the target audiences, while general library news/initiatives are communicated from the administrative level via the Communications Specialist, after approval by the Library Director. 14 The Communications Specialist coordinates external, inter-departmental and internal communications. External communications efforts include:writing/editing all library press releases;writing the News of Orange County column; editing the library's three monthly e-newsletters; representing the library at Downtown Merchants of Historic Hillsborough Association meetings; and contributing content to the library's website, Facebook and Twitter accounts, DMM slides, and Friends of the Library newsletters. Inter-departmental communications efforts include: making presentations (e.g., ERC meeting); contributing content to the County Connection newsletter; and creating a monthly library services and events flyer for the Orange County Health Department. Internal communications efforts include: assisting the Library Director and Assistant Director in keeping organization informed of policies, procedures, events and activities; participating in Leadership Team meetings; and writing Leadership Team highlights that are shared with all staff after each meeting. The Communications Specialist is also heavily involved in the public input process for the current Southern Branch Library project. Efforts include: managing the entire promotional campaign; making paid advertising buys; coordinating with local media; creating flyers, comment cards and survey; and writing website content. www.orangecountync.gov/library/southernbranch.asJD Public Affairs Office Interactions The library sends all press releases via the Communications Specialist to the Public Affairs Director for editing and distribution to local media outlets. Since February 2013, the library has published an average of 4.5 media releases a month. The Public Affairs Director is sent the News of Orange County column before the Communications Specialist sends it to the newspaper's editor. The Public Affairs Director was invited to the library's Marketing Committee as an ex- officio member to offer a county-level perspective on library communications/marketing projects.The Marketing Committee convened for the first time in January 2014 and has met a total of three times in 2014. The Public Affairs Director attended the first meeting. 15 Attachment G Orange County Solid Waste Management Department Communications Summary March 2014 The Solid Waste Management Department has one full-time staff position responsible for public outreach, education,advertising,classes and demonstrations,and organizing staff,operations and information for public events. Department operations and proper public participation are further supported by the information services of one full time and one part-time administrative assistant,who answer phones and emails.Staff-at the County's solid waste convenience centers and other facilities provides"point of contact"information directly to customers.The Solid Waste planner writes articles,analyzes and releases data,and organizes strategic outreach operations. Environmental Enforcement staff provides outreach regarding construction and demolition waste minimization and regulations, illegal dumping and burning,disposal bin placement and solid waste plans for development projects. Orange County Solid Waste operations are County-wide and are also integrated into the functioning of all three towns. Because of the split media market in Orange County,the Solid Waste Management Department employs a variety of strategies to communicate to all of their customers. Print advertising • In local newspapers to publicize program or operational changes,special events,and seasonal program reminders • In specialty circulations to target a specific audience about a particular program (such as mulch sale advertising twice per year in the"Triangle Gardener") • Bus Posters inside Chapel Hill Transit busses • Shred-a-thon banners hung in busy intersection Articles • One monthly article with timely Solid Waste and Recycling news published in two local papers,the Chapel Hill Herald and the News of Orange • Frequent interviews with local media Online • Comprehensive website that offers static information specific to each division as well as a"Latest News" page and "Inclement weather/Unscheduled changes" page for information that is subject to change • Public email address for questions and concerns • An electronic newsletter with nearly 2,900 subscribers published monthly with Solid Waste and Recycling news o This list-sery is also utilized for inclement weather messages and other sudden or unscheduled changes in operations Radio • Paid radio advertising for special events, major program changes. • Monthly%hour radio show on WCOM "All Things Solid Waste" • Regular appearances on WCHL to promote program changes and seasonal reminders Program Brochures • Residential collection details for Curbside and Multi-Family recycling • Commercial recycling details for businesses and school collections 16 • Food Waste Diversion • Electronics recycling • Rigid Plastics recycling • Landfill tipping fees and service schedule • Drop-Off Sites and Convenience Centers • Household Hazardous Waste Collection • Mulch and Compost Sales • Regulated Recyclable Materials Ordinance Point of contact information • Bilingual decals and signage on recycling containers with collection details • Targeted door to door outreach to address customers directly and distribute related brochures • Mailings to customers with program information when major changes occur • Calendar Cards mailed annually to 13,500 rural residents with their collection schedule and program details • Annual newsletter mailed to all residents, businesses and non-profits in Orange County • Information table and services at large special events and street fairs • Informational signs and banners at Solid Waste Convenience Centers and other Department facilities • Staff provides tours, lectures, professional consulting and information services to other government officials,students,professionals and the public Contact and cooperation with County Public Information Office • Press releases sent regarding program changes, inclement weather and special events • Active involvement in County-wide communication and media buys as organized by the County PIO • Collaboration with other local government such as Towns,OWASA and UNC Chapel Hill • Attachment H 17 ORANGE COUNTY NORTH CAROLINA Public Affairs — Public Outreach Methods The Director of Public Affairs is tasked with promoting a professional image of Orange County, while increasing awareness of the County's departmental operations, services and programs by utilizing multiple mediums, such as radio, television, print, and social media. Press Releases • On average the Public Affairs Office issues between 25-30 press releases a month • The News list serve consists of 560 subscribers, which includes media and residents Print Materials • The Public Affairs Office facilitates the design and printing of the following print materials for all of the County departments - Brochures - Post Cards - Posters - Magnets - Business Cards - Event Invitations Traveling Banner Exhibit • A series of 6-foot tall vertical banners have been designed to cross promote various department programs and services. The banners are displayed in various County facilities to enable the public to learn about different County functions than those provided by the facility they are currently visiting (i.e. A banner about Aging is displayed in the lobby of Planning). • A series of 8-foot long horizontal banners are designed for Emergency Services Telecommunicators Month Newspaper Ads and Inserts • Full color half page and full page have been displayed to promote County services and events • Orange County was featured in the center spread of the All About Orange— Herald Sun insert Billboards • Billboard advertising allows for County messages to be displayed in Hillsborough at the intersection of 70 and 86 as well as at Hillsborough Exit 170 off of 1-85 Radio PSAs and Interviews • From March 2013 through February 2014, the County aired a series of public service announcements spanning information from multiple departments. The messages aired 70 times each on a monthly basis. Additionally, 12 staff members conducted in depth topical interviews during the Aaron Keck show, which was replayed after the live interview. 18 County Connection Newsletter • The County-wide resident newsletter is entitled, In the Know. It is currently a weekly publication distributed via e-mail on Friday. The content includes announcements spanning multiple County departments. The distribution is through the News list serve. Web site • Working with I.T. to revamp the County's Web site; deploy a Content Management System (CMS), and launch the new County Web site to the public • Public Affairs Office will manage the content submitted by the departments to ensure continuity and professional communication Social Media • Assist departments with account setup to ensure compliance with the County's Social Media policy • Post County updates and event photos on Facebook and Twitter • As of March 26: 130 Facebook Likes and 347 Twitter Followers OCTV Channel 1301 • Informational bulletins are designed by the Public Affairs Office and displayed on the TV channel to provide filler between the replay of BOCC meetings • The bulletins promote events, programs and County services for all of the departments Phone System • Develop departmental phone system scripting, e.g. what customers hear, and how they navigate the phone system • Configure Public Service Announcements (PSA) to play during customer on-hold time Digital Message Monitors (DMMs) • Existing DMMs: Hillsborough Commons (DSS), Gateway (Tax, ROD), and Public Library • Additional DMMs requested for Link Building, Sheriff's Office, Animal Services, and SHSC as a 2014-15 Capital Improvement Project • Respective County department's author and display location based bulletins on their individual DMM zone • Public Affairs Office designs and displays global bulletins, which are displayed on all DMMs • Public Affairs Office manages and approves all bulletins prior to being published Community Giving Fund • The marketing materials and Web site are designed and managed by the Public Affairs Office • The Annual Report for the Fund is facilitated by the Public Affairs Office Orange County Expo • Coordinated event to showcase BOCC and multiple departments as a citizen engagement opportunity that included a partnership with WCHL radio. The live remote broadcast included 10 department directors being interviewed about the programs and services provided by their department.