City Council Goal #2

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GOAL #2: COMMUNICATIONS 

Utilize dynamic and innovative communications as a primary strategy in marketing, promoting, and engaging with both external and internal stakeholders about city issues, projects, services, and opportunities.

Objective #1 – Hire Internal Communications Coordinator or External Communications Firm to Handle the City's Communications, Public Relations, and Marketing Functions.

Actions

Timeline

Responsible Party

Measurements

Research a communications delivery platform: internal vs. external.

1st Quarter 2022

City Manager/

Department Heads

Report developed and presented to city council with recommendations; approval from city council with regards to an internal or external approach

Develop job description for internal communications coordinator or develop proposal for external communications firm.

2nd Quarter 2022

City Manager/HR

Job description developed and approved or proposal for external communications firm developed and approved

Identify funding source for funding of position.

2nd Quarter 2022

City Manager/HR

Funding approved and allocated by City Council

Position or proposal advertised/released.  Interviews scheduled.

3rd Quarter 2022

City Manager/HR

Communications Coordinator hired or Communications Firm retained

Determine internal communications structure for sharing information and coordination between departments.

3rd Quarter 2022

City Manager/Communications Coordinator or Communications Firm/Department Heads

Internal communications structure/flow chart developed and implemented

Begin work on development of a communications plan that encompasses both public relations and marketing functions.

Begin in 4th Quarter of 2022 and complete in 2023

Communications Coordinator or Communications Firm in cooperation with City Manager and Department Heads

Communications plan developed and implemented


Objective #2 – Engage in public engagement and outreach strategies that enhance Rock Island's image, internally and externally, and effectively promote city assets, projects, programs and services to residents, businesses, and visitors.


Actions

Timeline

Responsible Party

Measurements

Assess post-pandemic community needs through the development and administration of a community wide survey targeted at residents.

1st Quarter 2022

ARPA Manager

# of surveys fielded; survey summary document report submitted to City Council

Gather community and stakeholder input regarding the use of ARPA funding to through a series of focus groups or community meetings. 

1st Quarter 2022

ARPA Manager

# of meetings/focus groups held; # of attendees; final community meeting/focus group report submitted to City Council

Utilize communication/survey process developed to assess ARPA needs as a means for determining how residents want to receive information and as a template for the development of an annual satisfaction survey going forward.

4th Quarter 2022

City Manager/Communications Coordinator or Communications Firm/Department Heads

Development of external communication process focused on residents' preferred method of receiving information (Website, Social Media, e-blasts, Newsletters etc.); finalized community survey instrument (launch in 2023)

Expand used of City newsletter as a means of keeping citizens informed about city projects and programs.

4th Quarter 2022

Communications Coordinator or Communication Firm

# of engagements; # of clicks/opens


Objective #3 – Increase efficiency of communications between city council and staff.

Actions

Timeline

Responsible Party

Measurements

Develop Onboarding process (or handbook or webinar) for new city council members that details roles and responsibilities for both them and staff and lays out the functions of city departments.

1st Quarter 2022

City Manager/HR

Onboarding format determined and developed.  

Develop departmental metrics that will be reported to the City Council on an ongoing basis.

1st Quarter 2022

City Manager/Department Heads

Departmental metrics report with suggested reporting formats submitted to City Council for review and recommendations

City Council provides feedback on departmental metrics and reporting formats.

2nd Quarter 2022

City Council

Departmental metrics and reporting format recommendations made by and approved by City Council; Approved metrics incorporated into departmental reports to City Council and for use in communications/public relations/marketing