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Communications Plan

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Communications Plan CITY OF BOWIE COMMUNICATIONS PLAN SEPTEMBER 2017 CITY OF BOWIE COMMUNICATIONS PLAN I. SITUATION: A. Assumptions: 1. A new Communications Division is established in the City Manager’s Office. 2. The personnel and operations budget of the Communications Division will not fall below FY2018 levels. 3. The City will hire a Communications Analyst. 4. Development and growth opportunities will continue to challenge the leadership of the City. B. Areas of Interest: 1. The City of Bowie and its contiguous borders 2. Prince George’s County as related to the City of Bowie 3. Greater Washington and Baltimore Metropolitan Areas C. Prevailing Bowie Issues: 1. Bowie is a very attractive place for development. To that end, the effects or potential effects of development and redevelopment within the City have angered residents. Many complained they were misinformed or uninformed regarding development at the critical times. 2. City Council expressed a need to strengthen and reinforce current City communications procedures. 3. Citizens complained about lack of transparency. II. MISSION: The City of Bowie utilizes all available methods of communications to inform residents of essential information; including, but not limited to print media, broadcast media, electronic, social media, flyers, and community bulletin boards. III. EXECUTION/IMPLEMENTATION: A. System of Communication: The City manages and executes this plan utilizing the personnel and material assets of the Communications Division (CD) and other City departments. B. Media Availability 1. Print Media a. Bowie Blade-News b. Prince George’s Sentinel c. Prince George’s Post d. Washington Examiner e. Washington Post f. Washington Times g. Baltimore Sun h. Afro-American 2. Broadcast Media a. Televsion: FOX 5, NBC4, WJLA 7 (ABC)/ News Channel 8, WUSA 9 (CBS), Prince George’s Community TV (Comcast 76/Verizon 42) September 2017 Page 2 CITY OF BOWIE COMMUNICATIONS PLAN b. Radio: WTOP 103.5 FM, WNAV 1430 AM, WBAL 1090 AM c. Bowie Government Channel (Verizon 10/Comcast 71) d. PEG Channel community postings (Verizon 11/Comcast 77) 3. Electronic Media a. Bowie Blade-News website b. Bowie Patch c. Alert Bowie d. My BowieMD Service Request System 4. Social Media a. Facebook b. Twitter c. Instagram (future) d. YouTube 5. Newsletters a. Bowie Spotlight (published monthly in the Bowie Blade-News) b. Around the Center (Senior Newsletter) c. Musings (Museum Newsletter) d. Green Bowie Newsletter e. Bowie News Flash (electronic) f. Bowie Dispatch (Police Newsletter) 6. Other communications channels a. Marquee message boards and Police Department moveable boards b. Community bulletin boards (libraries, community centers, etc.) c. Flyers, brochures, other print materials d. NextDoor application e. Video on website The next sections of this document address various assignments and responsibilities. The following abbreviations are used: CD – Communications Division CLERK – City Clerk CMO – City Manager’s Office CS – Community Services Department DEPT – Relevant City department(s) EM – Emergency Management FIN – Finance Department IT – Information Technology Department PD – Police Department PL – Planning & Economic Development Department PW – Public Works Department LIAISONS – Staff liaisons to City Committees September 2017 Page 3 CITY OF BOWIE COMMUNICATIONS PLAN C. Specific Departmental Assignments 1. Planning and Economic Development Department Director PL is responsible for notifying the Communications Division in advance of any relevant planning, zoning, transportation, development, or annexation event. 2. The Chief of Police is responsible for notifying the PD Communications Division in advance of any planned Police activity, event or policy affecting the public. 3. For planned events, the Chief of Police will ensure that PD information is shared with the public via the Police Department’s communications channels, including: a. Social Media b. Website c. Flyers d. Police message boards e. Articles & press releases f. Bowie Dispatch 4. For serious crimes in progress, emergencies, and other PD major incidents where there is need to share information with the public, the Chief of Police will notify the Communications Division as soon as possible to coordinate media relations, announcements on City social media sites and the website, and the sending of alerts. 5. Community Services Director is responsible for notifying CS the Communications Division in advance of any relevant community events such as Bowiefest and the Memorial Day Parade. Additionally, the department is responsible for: a. Preparing and distributing announcements for public information, including postings on the website, articles, press releases, flyers, message board announcements, and more. b. Coordinating and implementing paid advertisements. 6. The Emergency Manager is responsible for notifying the EM Communications Division in advance (when practicable) of emergency management activities, incidents, events or public discussions. 7. The Emergency Manager shall also collaborate with the EM Communications Division regarding emergency September 2017 Page 4 CITY OF BOWIE COMMUNICATIONS PLAN preparedness messages and instructions/updates during emergencies. PW 8. The Public Works Director will notify the Communications Division of major projects affecting residents such as leaf collection, hydrant flushing, and planned/unplanned service interruptions. D. Coordinating Instructions (assignments to all departments or stand-alone divisions/offices) 1. City departments, divisions and offices are responsible for notifying the Communications Division (CD) of events or activities that may be of interest to the residents of Bowie. At a minimum, any such notification shall answer the following questions: who, what, when, where, why and how. 2. City departments and independent offices shall identify newsworthy events and activities in advance and coordinate with CD on how best to publicize them. 3. City departments shall designate an individual employee as a Stringer. A Stringer is a liaison to CD who has an assignment and special focus on communicating with our residents. 4. City departments are responsible for updating of City website, writing routine news items for News Flash and Spotlight, submitting message board announcements, and writing standard press releases. The CD will distribute press releases and handle posts to the City’s general social media accounts and to the government channel. The CD will coordinate with departments to assist with publicizing large events, projects, major issues, and in emergency situations. 5. The Communications Manager is the primary spokesperson for the City of Bowie government. The City Manager, Assistant City Manager, Police Chief, and Deputy Chief will often speak directly to, or be interviewed by, members of the press. Other Department Directors, Assistant Directors, Facility Managers, and Program Managers may also respond directly to press inquiries and requests for interviews, but should inform the Communications Manager of the contact. Other staff members may respond to press inquiries or be interviewed, but these interactions should be coordinated through the Communications Division. September 2017 Page 5 CITY OF BOWIE COMMUNICATIONS PLAN E. Contingencies: 1. Official Council Meetings: Standard Outreach for all City Council Meetings a. Website - post annual meeting schedule CLERK b. Website - upload agenda & staff reports CLERK c. Upload agenda to Granicus (video application) CLERK d. News Flash & Spotlight announcement CLERK e. Paid advertisement in Bowie Blade-News CMO f. Social media - meeting announcement CD g. Government channel - post meeting agenda & CD tentative agenda h. Bowie Blade & Patch online calendar CD Additional Extended Outreach for City Council Meetings (When issues of major interest/impact to residents are on Council Meeting agenda) a. Notify Communications Division as soon as DEPT possible b. News Flash & Spotlight article DEPT c. Flyers for City facilities DEPT d. Website - work w/Communications Division to DEPT/CD create page on issue e. Consult w/Communications on need for the DEPT following & if necessary do: 1) Press release DEPT 2) Mailings DEPT 3) Marquee message board announcements DEPT 4) Flyers at libraries, community centers, CD community bulletin boards & senior apartments 5) Alert Bowie reminder CD 6) Social media - multiple posts CD 7) NextDoor CD 2. Development Related Stakeholder’s Meeting or Hearings and Bowie Advisory Planning Board Meetings and Hearings Use Standard & Extended Outreach Methods listed above, PL plus: a. Signs at subject property (development issues only) b. Notify homeowners associations c. Mailing to nearby property owners w/copy to Communications (at a minimum to those within 500 feet of subject property). For variances, a certified letter is sent to adjacent property owners only. September 2017 Page 6 CITY OF BOWIE COMMUNICATIONS PLAN 3. Annexation Related Meetings/Hearings a. Notify Communications Division as soon as PL possible b. Notify all Department leadership PL c. Perform Standard Outreach tasks for City Council CLERK/CD meetings d. News Flash & Spotlight announcement PL e. Website PL f. Mailings PL g. Social media CD h. Alert Bowie reminder CD i. Government channel CD j. Consult w/Communications on need for additional PL notifications for each annexation meeting. If necessary do: 1) Press release PL 2) Mailings PL 3) Marquee message board announcements PL 4) Flyers at libraries, community centers, PL bulletin boards & senior apts. k.
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