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

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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

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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 footage in the Capitol. ● All options for overflow have been vetted. Adding to the Herschler Building is a

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cheaper option as there was already infrastructure, the slab, in place for this addition. Additionally, the Herschler addition will pay for itself over the years by moving state employees out of leased space. EXTERNAL ● Investing in infrastructure to repair and ● Media outreach modernize the buildings while making much ● Project website needed safety, security and electrical ● Electronic newsletter upgrades. ● Social media ● Investing in infrastructure to preserve a ● Press releases National Historic Landmark for future ● Public presentations generations ● Events/Tours ● Project started because of valid criticism that ● Media interviews the Capitol didn’t have enough room for the public to participate in the legislative process. Investments will facilitate more direct and meaningful participation in government by Wyoming residents, including the creation of larger committee rooms. ● Reduces the State’s lease burden by increasing the available office space in the Herschler ● Parking will be improved and additional site amenities will improve the buildings. ● Wyoming Legislature has planned for these improvements for over 15 years and has set aside funding for the project. ● Adding design elements that tie into historic Capitol and fit into the neighborhood. ● Explain that the project is in design phase, operating off of a base estimate of cost.

COMMUNICATION TEAM The Capitol Square Project is a complex project involving many diverse groups along the construction process. 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.

Overall Communications Efforts for Project The Construction Management Division has contracted with Girt Communications (Rachel Girt) to assist with communications efforts relating to public and media relation strategies and BGL Facilities Consultants to handle move communications. Both contractors work at the direction of Suzanne Norton.

Responsibilities: ● Media outreach for the project – press releases, tours, interviews and press conferences ● Public relations outreach for the project – including outreach to neighbors of project ● Work and communications with agencies and offices moving to temporary locations 5 DRAFT 04/27/2015 WYOMING CAPITOL SQUARE PROJECT COMMUNICATIONS PLAN-- DRAFT--

● Website for project ● Social media for project ● Development of communications materials in brand such as presentations, brochures, enews, flyers

First point of contact for media Rachel Girt Handling media interviews and questions (depends on situation) Mel Meldrow Suzanne Norton Rachel Girt Others as needed Public relations and media outreach strategies Rachel Girt Suzanne Norton Website redesign and updates Rachel Girt Suzanne Norton Shelley Berry Development of communications materials Rachel Girt Social media Rachel Girt Suzanne Norton Communications and working with agencies and offices moving BGL Facilities Consultants to temporary locations Suzanne Norton Electronic Communications through GovDelivery Rachel Girt Suzanne Norton Shelley Berry

Core Working Communications Team A Core Working Communications Team holds weekly meetings to coordinate on media outreach, public outreach and crisis communications. The Wyoming Department of Administration and Information coordinates these meetings.

Wyoming Department of Administration and Dean Fausset, Dept. A& I Director Information & Construction Management Mel Meldrow Division Suzanne Norton Rob Brighton Tim Thorson Shelley Berry Rachel Girt, Contractor Wyoming Governor’s Office David Bush, Communications Director Wyoming Legislature Wendy Madsen Anthony Sara Riana Davidson Wyoming Attorney General’s Office Michael O’Donnell Kristin Nuss Tina Ortiz

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Communications for the Capitol Building Restoration Oversight Group

Wyoming Attorney General’s Office Michael O’Donnell Wyoming Legislature Wendy Madsen Anthony Sara Riana Davidson

Communications for the Wyoming Legislature

Wyoming Legislature Wendy Madsen Anthony Sara Riana Davidson

Communications for the Wyoming Governor’s Office

Wyoming Governor’s Office David Bush, Communications Director

COMMUNICATION GOALS

1. To raise awareness about the need for the Capitol Square Project and the progress of the project 2. To keep current occupants and users of the Capitol and Herschler Building informed and educated about the project 3. To keep surrounding residents of the Capitol Square Project updated and informed about construction and the progress of the project in a timely manner 4. To emphasize the historical importance of the Capitol Square and engage Wyoming residents in the project 5. To keep key policy makers informed on the project’s progress and budget

OBJECTIVES AND STRATEGIES

GOAL ONE: To raise awareness about the need for the Capitol Square Project and the progress of the project

Objective 1: Redesign, launch and promote a user friendly website by June 15, 2015 1. Develop content to keep the public updated about the project, its goals and benefits of the project for future generations 2. Tie in social media efforts 3. Organize and move over materials from existing website 4. Promote redesigned website with press release, links on partner websites and put URL on all documents 5. Assign key people to update the website regularly

Objective 2: Develop and implement common messaging to discuss the Capitol Square Project

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1. Develop consistent messaging for website, media interviews, and other written materials that promote that the Capitol Square Project is a wise investment for future generations 2. Develop “about statements” to be used in press releases and media kits 3. Explain costs and construction timeline 4. Explain the history of the project, what options have been vetted and the decision to go with the Herschler expansion

Objective 3: Hold between 7 and 12 public presentations/open houses about the project throughout the state over the next 12 months 1. Coordinate with partners to develop a schedule of presentations/open houses and assign who will give the presentations to raise visibility 2. Develop talking points and FAQ document 3. Develop presentations geared toward different audiences with a range in presentation length from 10, minutes, 15 minutes and 30 minutes 4. Develop a brochure/communication piece about the project that could be handed out during presentations

Objective 4: Keep public and stakeholders informed about the upcoming closure of the buildings and move of occupants to new locations 1. Develop an event in July 2015 to close out the Capitol for the project tied to anniversary of statehood 2. Develop a groundbreaking ceremony 3. Develop and hold tours to highlight the upcoming close of the buildings and move of occupants to new locations 4. Send out press releases and regular updates through email and social media to inform the public, stakeholders and media of upcoming move 5. Put information on the website 6. Coordinate with state offices and agencies on ways to inform their customers

Objective 5: Send out a regular electronic newsletter, depending upon the need weekly to bi-monthly, with content targeted to key stakeholders with project updates, fun facts, project history and images 1. Develop and implement an electronic communication method to send out regular updates via email 2. Develop targeted email lists and a way for interested public to subscribe to the newsletter on the website 3. Develop an editorial calendar to ensure regular delivery of updates 4. Include the electronic delivery of press releases

Objective 6: Increase communications related to the Capitol Building Restoration Oversight Group and the Advisory Task Force on Capitol Building Rehabilitation and Restoration 1. Develop and send out press release updates from meetings 2. Notify the public about the meeting through websites and press releases 3. Ensure meeting information is updated on websites

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Objective 7: Increase media coverage to 75 articles and stories in 2015 in order to grow public awareness and provide updates about the project 1. Select and prepare key spokespersons for general media contact and media interviews 2. Develop talking points for media interviews for Oversight Committee, elected officials, staff and agency directors impacted by the move 3. Provide any needed media training 4. Develop a media kit, available to download via the website and easy to be printed 5. Provide regular press release giving updates about the upcoming moves and construction progress 6. Hold press conferences as needed 7. Research the feasibility of the development of a documentary about the project 8. Develop media tours of the project. Example opportunities include a tour before the building closes and tours that allow for a visual element before a demolition or key phases. 9. Pitch reporters story ideas on historical aspects of the Capitol Square Project, as well as project updates 10. Speak to newspaper’s editorial boards, editors, and news directors about the project and possible ways to update the public 11. Schedule interviews on radio and television shows 12. Keep and provide an updated media list, broken down by area 13. Track media stories and provide advice on how to handle news coverage

Objective 8 Engage in social media outreach to provide education, status updates, crisis communications and construction impacts to build credibility and trust in the project 1. Evaluate and recommend what social media strategies to pursue and how to increase engagement 2. Post updates that encourage interaction and provide timely, compassionate responses 3. Develop a social media calendar of posts that can be used tied to project calendar and ones that can be used whenever 4. Provide a behind-the-scenes look into the progress of the project through pictures and video 5. Use historical photos and facts about the buildings to engage conversation about the project and the importance about saving this resource for future generations 6. Develop hashtags that people can search, re-tweet and share to make it easier for the public to find the information about the project

Objective 9: Create videos that discuss the progress, accomplishments, key milestones, next steps and history of the building 1. Develop short videos that can be used for public presentations, posted on the website and used on social media feeds 2. Develop an editorial calendar to better organize development of videos 3. Explore partnerships with other state agencies and groups about doing videos and longer documentaries

Objective 10: Create public calendar about upcoming activities and update about construction, moves and activities tied to the project 1. Coordinate with staff and contractors about updates to the calendar 9 DRAFT 04/27/2015 WYOMING CAPITOL SQUARE PROJECT COMMUNICATIONS PLAN-- DRAFT--

2. Post updates to calendar on website 3. Include calendar updates to enewsletters

Objective 11: Develop brand identity to be used in collateral materials to instill confidence in the project 1. Develop a brand identity to include a revised logo and using existing color scheme of Wyoming Department of Administration and Information 2. Develop collateral materials in brand identity, working with all partners, agencies and contractors to ensure communications pieces are in one brand identity 3. Create project update sheets, posters, flyers, postcards and brochures in the brand identity

GOAL TWO: To keep current occupants and users of the Capitol and Herschler Buildings informed and educated about the project

Objective 1: Send out regular electronic updates about the moves, parking and progress of the project 1. Develop and implement an electronic communication method to send out regular updates via email 2. Develop categories of interests for employees to subscribe to like parking updates, construction updates, etc. 3. Develop an editorial calendar to ensure regular delivery of updates

Objective 2: Work with each office and agency to communicate with their employees about the move and work with them on the move 1. COMPLETE: Identify and meet with move coordinators, who are designated by each agency. 2. Hold meetings for move coordinators (designated by each office and agency) and provide update information via email about the details of the project, upcoming activities to prepare for, key dates, detailed move matrix with staff names and floor plans, etc. 3. Work with move coordinators to provide information on Records Management Campaign through meetings, memos and presentations 4. Provide email, memo notice and presentations if needed to impacted agencies about move date, expectations, and new location up to three weeks prior to move date. 5. Develop and provide impacted agencies with a detailed move packet that includes detailed packing, labeling and moving instructions up to two weeks prior to move date--- as well as meeting with agencies about the move packet as needed. 6. Develop and provide a welcome packet with instructions on phone, computer, move process, etc to be provide on day of move, located at workstations on first day at new location

Objective 3: Work with each office and agency to communicate to their customers about the move 1. Send out media notices about move day and when at new location 2. Update State of Wyoming website with information 3. Work with agencies to send out electronic notification and direct mail to customers

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4. Work with agencies to update their websites with information 5. Coordinate with agencies’ communications team about creating excitement about being located in different areas of Cheyenne

Objective 4: Work with agencies about providing outreach to existing tenants and neighbors when agencies move to new locations 1. Provide outreach to other tenants about the impact of the move on them and any additional information necessary

GOAL THREE: To keep surrounding residents of the Capitol Square Project updated and informed about construction and the progress of the project in a timely manner

Objective 1: Engage the Cheyenne residents about the vision and goals of the Capitol Square Project, as well as the progress of the project 1. Hold a kickoff open house in June 2015 with design boards and staff to answer questions and obtain feedback. Include poster displays and a repeating slideshow 2. Hold regular informational open houses and town hall meetings with staff on hand to answer questions and obtain feedback Include poster displays and a repeating slideshow 3. Hold coffees at local residents’ homes to provide one-on-one updates about the project 4. Develop and distribute invites to events through media, direct mail and/or flyers 5. Identify and participate in busy community events to achieve high levels of participation and generate interest in the project from those who may not otherwise get involved. Include poster displays and a repeating slideshow

Objective 2: Keep residents updated on the process and progress of the project’s development and when work activity may impact their neighborhood or businesses 1. Develop and distribute newsletters/flyers to all households and businesses in the neighborhood 2. Send out email updates 3. Develop contact list with emails, phone numbers to provide more targeted and personal updates 4. Provide Cheyenne media with regular construction updates and impacts to the community 5. Provide updates to groups that give information out to visitors and residents like Visit Cheyenne, Tourism Welcome Centers, etc 6. Conduct presentations for civic groups in the area such as Rotary, Kiwanis, Chamber, historical groups, churches, etc. 7. Offer small tours during the construction process to give an insider’s viewpoint and better engage residents on what is happening and why 8. Produce and distribute informative mailers for the 511 contacts in ¼ mile notification buffer 9. Place display ads in newspaper on project status for neighbors/community 10. Identify major non-state employers in buffer and provide email updates to HR contacts

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11. Explore doing a door to door campaign with residents in immediate vicinity, including developing a door hanger with information about the project and coordinating with area legislators

Objective 3: Provide one point of contact for calls and questions and provide answers in a timely manner 1. Develop and keep updated a spreadsheet in Google documents to track when calls come, questions and responses 2. Develop a FAQ document to answer questions with consistent messaging

Objective 4: Develop signage that emphasizes messaging and progress to place around the project 1. Identify areas and timing to place signage 2. Research the feasibility of engaging students or community artists if there are visible areas identified that will be covered during construction such as “What the Capitol means to me,” etc

GOAL FOUR: To emphasize the historical importance of the Capitol Square and engage Wyoming residents in the project

Objective 1: Develop content and graphics to engage the public in the historical importance of the Capitol to the Cowboy State 1. Conduct new research and compile existing research 2. Develop content for social media, website, presentations, etc. 3. Work with other agencies like Wyoming State Archives, Wyoming State Parks and Cultural Resources, Wyoming Newspaper Project, Wyoming State Library as well as other sources as needed 4. Develop short stories involving the history to be provided to media and posted on the website 5. Research the feasibility of developing a book about the Capitol tied to be published with its reopening 6. Identify and engage other key partners like wyohistory.org, Wyoming State Historical Society

Objective 2: Develop outreach strategies for visitors and tourists during the closure of the Capitol 1. Coordinate with Wyoming Department of Administration and Information, Wyoming Office of Tourism, Wyoming State Parks and Cultural Resources Department, Visit Cheyenne about updates about the construction 2. Develop strategies to engage visitors/tour groups in the history of the Capitol building such as an external exhibits during its closure 3. Evaluate and set a policy on how to handle requests about obtaining mementos from the Capitol building such as carpet squares, etc. 4. Evaluate updating the current Capitol tour guide booklet to provide information about the project

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5. Engage partners such as State of Wyoming website, Wyoming Tourism and Visit Cheyenne in listing information about Capitol closure and options to learn about project

Objective 3: Develop innovative strategies to engage communities across Wyoming in the Capitol Square Project 1. Develop strategies for artwork/exhibits in Capitol Complex. Example could be working with media to do a Faces of Wyoming photography for their community and have the photos included in a cornerstone and/or used as artwork exhibit in the finished building. 2. Work with Wyoming Press Association and Wyoming Broadcasters Association on possible strategies 3. Research and evaluate a time capsule idea to mark major reconstruction of the Capitol complex since 1940s. 4. Explore additional strategies to engage students such as a school essay contest about “what the Capitol means to me” and a coloring book

GOAL FIVE: To keep key policy makers informed on the project’s progress and budget Objective 1: Provide regular updates about the progress of the project 1. Include policy makers in electronic emails such as general enewsletter, enews updates directed to occupants of the Capitol and Herschler buildings and press releases 2. Send updates and invites to any upcoming events 3. Send updates about any crisis communications efforts 4. Make the information easily accessible to policy makers on the website 5. Work and coordinate with policy makers’ communications staff about updates and what additional information is needed Objective 2: Develop and provide communications resources to help policy makers discuss the project with constituents and media 1. Develop and provide talking points about the project, as well as updates as the project progresses 2. Develop and provide videos about the project and history of the Capitol 3. Develop a handout/brochure about the project and history of the Capitol to be handed out as needed 4. Develop presentations in different lengths to be used in any speaking engagement 5. Share communications resources to policy makers and staff 6. Develop and update a FAQ document 7. Obtain feedback from policy makers on the information being provided and request for other materials that would be helpful

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PERFORMANCE MEASURES GOAL ONE: To raise awareness about the need for the Capitol Square Project and the progress of the project

MEASUREMENTS: 1. New website by June 15 2. Completion of communication pieces such as presentations, talking points and hand out/brochure 3. Completion of online media kit 4. # of visits to website 5. # of presentations and attendance 6. # of events and attendance 7. # of enews updates and distribution list 8. # of press releases 9. # of posts on social media 10. # of likes on FB, followers of Twitter, etc 11. # of media articles and stories 12. Completion of brand identity 13. # of videos, tracking of # times watched/downloaded and distribution GOAL TWO: To keep current occupants and users of the Capitol and Herschler Buildings informed and educated about the project MEASUREMENTS: 1. # of electronic updates 2. Selection of move coordinators 3. Completion and distribution of move packet 4. Completion and distribution of welcome packet GOAL THREE: To keep surrounding residents of the Capitol Square Project updated and informed about construction and the progress of the project in a timely manner MEASUREMENTS 1. Track interactions with residents 2. Track email subscriptions 3. Number of open houses, events and coffees and # of attendees 4. Distribution of direct mail or door hangers 5. Presence at community events or displays in public places 6. # of presentations and attendance at them 7. Development of communications pieces 8. Development of signs GOAL FOUR: To emphasize the historical importance of the Capitol Square and engage Wyoming residents in the project MEASUREMENTS: 1. # of videos, tracking of # times watched/downloaded and distribution 2. Use of materials on website and social media 3. Use of materials by media 4. Links to updates about Capitol closure by tourism-related websites and State website 5. Development of strategies to engage residents and students and recommended ways to implement them

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GOAL FIVE: To keep key policy makers informed on the project’s progress and budget MEASUREMENTS: 1. # of updates via enews and press releases 2. Completed presentations, talking points, handouts and videos 3. Obtain feedback from policy makers on the information being provided and request for other materials that would be helpful

CRISIS COMMUNICATIONS PLAN

Step 1: Have a team ready to evaluate any situation and respond quickly. 1. Designate an executive crisis team 2. Develop a roster including email and home, work & cell phone numbers 3. Determine a protocol of handling situations

Step 2: Assess the situation to determine appropriate response and respond accordingly. 1. Alert the crisis team to the situation and determine if there are additional key players needed in developing a response 2. Gather the facts quickly using the following questions to assess the situation. a. What is the situation? Who is impacted? b. What is the role of the partners in the project? c. What is known and who already knows it? d. Who needs to be involved? e. What immediate steps need to be taken? f. What can or cannot be said from a legal standpoint? 3. Designate a spokesperson to make official statements and answer media questions throughout the crisis 4. Determine the best methods to distribute message to media, public and any key stakeholders 5. Re-evaluate the situation daily as it evolves, if necessary

Step 3: Develop key messages that need to be communicated, when to communicate them and how to communicate them 1. Develop factual responses to the situation 2. Determine if the approach should be a prepared press release, press conference or if a statement given to any inquiries would be sufficient. 3. Evaluate and develop if needed any fact sheets, history etc 4. Consider all questions that might be asked and develop responses 5. Consult with project partners if needed on the message and/or receive quotes for the press release

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Step 4: Determine who needs to receive notification in addition to media and then keep them updated about situation and response 1. Let them know who the designated spokesperson for media is 2. Provide a script for any front line communications person 3. Send out copies of issued press releases and/or statements

Step 5: Ensure that the media are kept informed in a timely manner. 1. Respond to all media calls promptly 2. Send out press releases or hold press conference if determined necessary 3. Keep the project website updated 4. Monitor media to determine if further response is necessary

Step 6: Monitor and provide updates via social media 1. Monitor the appropriate channels to hear what social media users are saying 2. Join the conversation and use the opportunity to provide accurate and timely updates 3. Develop a hashtag that people can search, re-tweet and share to make it easier for the public to find the information about the project

Step 7: Ensure that public is kept informed in a timely manner 1. Respond to all calls promptly using script – make sure communications materials are updated as situation progresses 2. Keep the project website updated and any additional avenues determined 3. Follow up with executive communication team with any news, inquiries

Step 8: Evaluate and assess the situation afterward. 1. Review coverage 2. Evaluate responses, any actions, what worked, what didn’t work, and what needs to be improved 3. Give report to executive communication tea

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FOR IMMEDIATE RELEASE

April 27, 2015 Media Contact: Rachel Girt Mobile: 3072861592 | [email protected] Media Advisory: Removal of historic lights set for 11 a.m. on April 29 Media can also sign up for a history tour at 10 a.m. to document Capitol prior to work occurring.

CHEYENNE, WYO Media are invited to attend the removal of the historic pendant lights from the second floor of the Wyoming State Capitol on Wednesday, April 29.

Additionally, a tour of the Capitol building is being offered at 10 a.m. for media only. The tour will cover important history of the building and give access to nonpublic areas of Capitol like the dome and legislative chambers. The tour is a great opportunity to document the Capitol prior to major work being done. Staff will be on hand to provide interviews about the history of the building and the Capitol Square Project.

The Capitol Square Project is a major renovation of the national historic landmark Wyoming State Capitol and the adjacent Herschler Building, as well as an executive office addition to the Herschler. This complex multiyear project will repair and modernize the buildings while making muchneeded health, safety, security and electrical upgrades.

The removal of the lights will start at 11 a.m. The lights will be crated and sent to the historic lighting consultant Crenshaw Lighting based in Virginia to restore and retrofit for LED lights. These lights will be reinstalled once the interior restoration is complete.

The removal of the lights is part of the next phase of investigative work in the Capitol to uncover the building's structure for further analysis. The work started on April 20.

"The investigative work is important in order to provide more accurate drawings and help us avoid unanticipated costs by revealing existing conditions," said Suzanne Norton, Architectural Project Manager, Wyoming Department of Administration and Information Construction Management Division. "This is the next step to initial smaller probes done earlier this year."

Norton explained that this work is a common step in the renovation of historic buildings. "Over the course of its 125 year plus history, the Capitol has undergone numerous additions and renovations. Although there are record documents of the existing conditions, not all conditions and exact measurements are known."

Over an estimated sixweek period, workers with JE Dunn Construction with Risk Removal and SJR will remove interior finishes such as plaster walls and ceilings, wainscoting, and floor finishes. Workers will also do larger, comprehensive probes into the walls than the smaller sixinch probes done earlier in the year.

All areas being deconstructed will remain open and not repaired until the final restoration is complete.

"The safety of current occupants and visitors is the number one priority," Norton said. https://ui.constantcontact.com/visualeditor/visual_editor_preview.jsp?agent.uid=1120877588910&format=html&printFrame=true 1/2 4/27/2015 Media invited to attend removal of historic lights in Capitol on April 29 "Nothing will be left open in a hazardous manner. If a hazard exists, temporary covers will be installed."

Additionally, work areas will have barriers to prevent access and work that produces dust will be contained. Removal activities will have minor noise, but we will do our best to limit them. Work that produces excessive noise will be done in late afternoons or during off hours.

About the Wyoming Capitol Square Project

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 fourstory 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 multiyear project will repair and modernize the buildings while making muchneeded 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.

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Construction Management | 700 West 21st Street | Cheyenne | WY | 82002

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Rachel Girt

Project Update: Next phase of investigative work on Capitol to start on April 20 1 message

Wyoming Capitol Square Mon, Apr 20, 2015 at 11:01 AM ReplyTo: [email protected] To: [email protected]

FOR IMMEDIATE RELEASE

April 20, 2015 Media Contact: Rachel Girt Mobile: 3072861592 | [email protected] Capitol Square Project Update: Next phase of investigative work on Capitol to start on April 20 Media tours available by request, especially for April 30 removal of historic lights

CHEYENNE, WYO Starting on April 20, crews will begin the next phase of investigative work in the Wyoming State Capitol to uncover the building's structure for further analysis.

On April 30, the historic pendant lights will be removed from the second floor around the Rotunda for the historic lighting consultant Crenshaw Lighting based in Virginia to restore and retrofit for LED lights. These lights will be reinstalled once the interior restoration is complete. https://mail.google.com/mail/u/0/?ui=2&ik=17fca358c0&view=pt&cat=Capitol%2FPress%20releases&search=cat&th=14cd7c709de47ade&siml=14cd7… 1/2 4/27/2015 Gmail Project Update: Next phase of investigative work on Capitol to start on April 20 All areas being deconstructed will remain open and not repaired until the final restoration is complete.

"The safety of current occupants and visitors is the number one priority," Norton said. "Nothing will be left open in a hazardous manner. If a hazard exists, temporary covers will be installed."

About the Wyoming Capitol Square Project

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https://mail.google.com/mail/u/0/?ui=2&ik=17fca358c0&view=pt&cat=Capitol%2FPress%20releases&search=cat&th=14cd7c709de47ade&siml=14cd7… 2/2 4/27/2015 Gmail Project Update: Interim location of state offices and agencies announced

Rachel Girt

Project Update: Interim location of state offices and agencies announced 1 message

Wyoming Capitol Square Fri, Apr 17, 2015 at 3:25 PM ReplyTo: [email protected] To: [email protected]

FOR IMMEDIATE RELEASE

April 17, 2015 Media Contact: Rachel Girt Mobile: 3072861592 | [email protected] Capitol Square Project Update: Interim location of state offices and agencies announced

CHEYENNE, WYO The Wyoming Department of Administration and Information, Construction Management Division today announced the temporary locations of state offices and agencies impacted by the Capitol Square Project.

The Capitol Square Project is major renovation of the national historic landmark Wyoming State Capitol and the adjacent Herschler Building, as well as an executive office addition to the Herschler. This complex multiyear project will repair and modernize the buildings while making much needed health, safety, security and electrical upgrades.

To reduce costs, shorten the construction process and reduce disruption to the public and state government activities, the State Capitol will be vacated during the renovation and construction process. However, not all state employees will leave the Herschler Building during construction. The west side of the Herschler Building will be occupied while the east side of the Herschler Building will be renovated first.

With a few exceptions, most of the initial moves to interim spaces will occur in the summer of 2015. Construction Management is working with each agency to develop a move schedule, which will be released as decisions are finalized.

The following is an updated list of where agencies will be moving for the duration of the project:

The following agencies will move from the Herschler building to the Capitol Hill building (former Delta Dental building) located at 320 West 25th Street: Fire Prevention & Electrical Safety, Governor's Council on Developmental Disabilities, Attorney General Division of Victim Services and Attorney General Division of School Finance Litigation. The Wyoming Legislature and the Legislative Service Office will be in the Jonah Business Center at 3001 E. Pershing Boulevard in Cheyenne. The Wyoming Governor's Office, including its policy office currently located in the Herschler, will be in the former Idelman Mansion, located at 2323 Carey Avenue. https://mail.google.com/mail/u/0/?ui=2&ik=17fca358c0&view=pt&cat=Capitol%2FPress%20releases&search=cat&th=14cc945c48840349&siml=14cc9… 1/2 4/27/2015 Gmail Project Update: Interim location of state offices and agencies announced The Wyoming Secretary of State's Office, Wyoming State Treasurer's Office and Wyoming State Auditor's Office will be located at 2020 Carey Ave., also known as the US Bank Building. The Wyoming Attorney General's Office will be in the former Kendrick Building, located at 2320 Capitol Avenue. The majority of the Wyoming Department of Environmental Quality will be located at 200 West 17th Street, known as the Financial Center Building. The State of Wyoming is working on a lease to move the Wyoming Department of Workforce Services to 614 South Greeley Highway in the former Town and Country Liquor building.

The following agencies will remain in Herschler Building and move to the west side once space is available: Wyoming Department of Audit, State Engineer's Office, State Board of Equalization, Wyoming Environmental Quality Council, Water Quality Division of the Wyoming Department of Environmental Quality, Wyoming Department of Revenue and the Wyoming Office of State Lands.

The project team takes the health and safety of employees very seriously. We will be working with the construction/renovation to completely block off the construction areas in the Herschler, developing a separate entrance and separating the air and ventilation systems from the construction area.

About the Wyoming Capitol Square Project

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 fourstory 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 multiyear 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.

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