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STATE of WYOMING DEPARTMENT of ADMINISTRATION and INFORMATION Capitol Square Communications Update

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STATE of WYOMING DEPARTMENT of ADMINISTRATION and INFORMATION Capitol Square Communications Update STATE OF WYOMING DEPARTMENT OF ADMINISTRATION AND INFORMATION Capitol Square Communications update CAPITOL SQUARE COMMUNICATIONS TEAM Have held weekly meetings with communication teams for Wyoming Department of Administration and Information, Wyoming Attorney General’s Office, Wyoming Legislature and Wyoming Governor’s Office, starting on April 6 MEDIA OUTREACH: Interview on KGWN-TV on April 4 about touring the Capitol during Spring break and the project Met with Wyoming Press Association executive director to discuss idea about publishing stories about history of the Capitol Provided a tour and access to Wyoming Tribune Eagle photographers to document the Capitol prior to construction Discussed project with Casper Star Tribune, Wyoming Tribune Eagle and Associated Press Working on request by Wyoming Business Report for photos showing the need for the project Holding a media event on April 29 to document the takedown of the historic light fixtures. Will offer a tour of the Capitol, as well PRESS RELEASES: April 16: Capitol Square Project Update: Interim location of state offices and agencies announced April 20: Capitol Square Project Update: Next phase of investigative work on Capitol to start on April 20 April 27: Media Advisory on removal of historical light fixtures and tour on April 29 ENEWSLETTERS: April 16 enews update sent to all State of Wyoming employees: Wyoming Capitol Square Project Update for April PRESENTATIONS & TOURS: March 16: Presentation to Wyoming Department of Audit April 16: Move coordinator kick off April 24: Presentation to Wyoming Department of Administration and Information employees May 1: Wyoming Conference of Building Officials - Capitol Tour WYOMING CAPITOL SQUARE PROJECT COMMUNICATIONS PLAN Working Draft TABLE OF CONTENTS Statement of Purpose 2 Overview of Capitol Square Project 2 Key Audiences 3 Core Messages 4 Communications Team 5 Communication Goals 7 Objectives and Strategies 7 Performance Measures 14 Crisis Communications 15 WYOMING CAPITOL SQUARE PROJECT COMMUNICATIONS PLAN-- DRAFT-- STATEMENT OF PURPOSE This communication plan is a working document that will evolve as the Capitol Square Project evolves. This plan provides the framework for efforts to increase awareness about the project, provide updates about the progress, keep Cheyenne residents and occupants of the buildings informed, emphasize the history behind the Capitol and engage Wyoming residents in the project. Overall the communications efforts will be informative and transparent. OVERVIEW OF THE PROJECT The Wyoming State Capitol serves as an emblem of architectural beauty and a cherished symbol of the Cowboy State. Today, this historical landmark does not provide enough room for the public to participate in the legislative process and does not meet the minimum safety and workplace standards to accommodate the state employees who work there and the nearly 25,000 people who visit Capitol Square every year. The move of agencies, services and employees for the duration of the project will be disruptive and confusing to the public, key stakeholders and media. Additionally, the construction project is in a highly visible location, and the public, media and surrounding residents will want regular updates. PROJECT COMPONENTS 1. Rehabilitation and Restoration of the Capitol 2. Rehabilitation and expansion of the Herschler Building 3. Selective demolition and renovation of the below-grade gallery space that connects the Capitol and Herschler Building 4. Modifications to the drives and parking area below the Herschler building 5. New Central Utility Plant (CUP) 6. Adjacent/ancillary site and system improvements PROJECT GOALS 1. To address life-safety and building code issues 2. To invest in existing building needs and lessen the State’s lease burden 3. To be a host to the residents of Wyoming for their direct and meaningful participation in government, specifically regarding the creation of larger committee rooms for the public to participate more fully in legislative committee meetings 4. To improve safety and security for building occupants and visitors 5. To improve heating, cooling and ventilation systems and energy efficiency 6. To improve Capitol Complex parking and site amenities 2 DRAFT 04/27/2015 WYOMING CAPITOL SQUARE PROJECT COMMUNICATIONS PLAN-- DRAFT-- KEY AUDIENCES INTERNAL Capitol Building Restoration Oversight Group AUDIENCES Joint Appropriations Committee Select Committee on Legislative Facilities Select Committee on Legislative Technology and Process Advisory Task Force on Capitol Building Rehabilitation and Restoration Wyoming Legislature - (as both users and investors in the project) Wyoming Department of Administration and Information – Construction Management Capitol Project Core Working Group: Capitol Building Restoration Oversight Group, the Wyoming Governor’s Office, Wyoming Legislature, Wyoming Attorney General’s Office and Department of Administration and Information Construction Management, Contractors Core Working Communications Team: the Wyoming Governor’s Office, Wyoming Legislature, Wyoming Attorney General’s Office and Department of Administration and Information Construction Management HERSCHLER OCCUPANTS: Fire Prevention & Electrical Safety, Governor’s Council on Developmental Disabilities, Attorney General Division of Victim Services and Attorney General Division of School Finance Litigation, Governor's Policy Office, Wyoming Department of Environmental Quality, Wyoming Department of Workforce Services, Wyoming Department of Audit, State Engineer’s Office, Board of Equalization, Environmental Quality Council, Department of Revenue and the Wyoming Office of State Lands. CAPITOL OCCUPANTS: Wyoming Legislature, Wyoming Governor’s Office, Wyoming Secretary of State’s Office, Wyoming State Treasurer’s Office and Wyoming State Auditor’s Office, Wyoming Attorney General’s Office USERS: Wyoming Capitol Club, media outlets covering the legislature, lobbyists, public interested in attending legislative session Move Coordinators for State Offices and Agencies ADDITIONAL INTERNAL STAKEHOLDERS: General Services, Enterprise ​ Technology Services, Wyoming Highway Patrol, State Historical Preservation Office, State Museum, Department of Transportation, State Archives CONTRACTORS: HDR, JE Dunn, Girt Communications, Aztec Construction, Terracon, SIR Environmental, Iconergy, Inc, Risk Removal, Simon Contractors, Fuel Management Solutions, TDSi, Edwards Construction, Box Studios/BGL EXTERNAL GENERAL PUBLIC/RESIDENTS OF WYOMING AUDIENCES CITY OF CHEYENNE VISITORS: Tourists, school groups, tour group, Visit Cheyenne, Wyoming Tourism CHEYENNE RESIDENTS: Businesses and individuals who live or are located around the Capitol Square CUSTOMERS: Businesses and individuals who work with or need services from the occupants of the Capitol and Herschler Buildings MEDIA 3 DRAFT 04/27/2015 WYOMING CAPITOL SQUARE PROJECT COMMUNICATIONS PLAN-- DRAFT-- CORE MESSAGES Draft About Statements: (We are working on these) ● SHORT: (used on second paragraph of news releases) The Capitol Square Project is a major renovation of the national historic landmark Wyoming State Capitol and the adjacent Herschler Building, as well as the addition of executive offices to the Herschler. This complex multi-year project will repair and modernize the buildings while making much needed health safety, security and electrical upgrades. ● LONGER: (used as an about statement at the end of news releases) During the 2014 budget session, the Wyoming Legislature approved a historic project to rehabilitate and restore the Capitol Building, rehabilitate the Herschler Building, build a four-story addition to the Herschler Building, expand the connecting tunnel between the two buildings, and provide for additional parking needs. The components of this project are now known as the "Capitol Square." The goal of the project is to address significant deficiencies in both the existing buildings and to alleviate space crowding in the Capitol. This complex multi-year project will repair and modernize the buildings while making much needed health, safety, security and electrical upgrades. The Wyoming Department of Administration and Information Construction Management Division serves as the primary fiscal and contracting agent and eight legislators and the Governor serve as members of the Oversight Group on Capitol Building Rehabilitation and Restoration for the project. For more information, visit www.wyomingcapitolsquare.com. ​ ​ KEY COMMUNICATIONS AUDIENCE KEY COMMUNICATIONS MESSAGES CHANNELS INTERNAL ● Investing in infrastructure will repair and ● Project website modernize the buildings while making much ● Regular electronic updates needed safety, security and electrical through GovDelivery upgrades. ● Flyers ● Better, more modern work environment ● Move Coordinators meetings ● Investing in infrastructure to preserve a and information with individual National Historic Landmark for future agencies generations ● Presentations ● Investing in infrastructure to increase the function of existing space ● Wyoming Legislature has planned for these improvements for over 15 years and has set aside funding for the project. ● Parking will be improved and additional site amenities will improve the buildings. ● The restoration of the Capitol will address issues to make the building safer, bringing it up to current code and adding more public restrooms. However, inclusion of elevators, vertical building systems chases, restrooms and staircases reduces the usable square
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