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Home My WebLink AboutMINUTES - 01051993 - IO.11 TO: BOARD OF SUPERVISORS ..S;.:L...o, Contra Costa FROM: INTERNAL OPERATIONS COMMITTEE �i1 •'S County 7 , DATE: January 4, 1993 SUBJECT: REPORT ON THE ACTIVITIES OF THE PUBLIC INFORMATION COMMITTEE SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND.JUSTIFICATION RECOMMENDATIONS: a 1 . Express the B'oard' s appreciation to Pat Burke and the members of the Public Information Committee for the excellent progress which has been made in achieving the goals of. the Public Information Program during 1992 . 2 . Accept the report of the Public Information Committee and approve the goals for 1993 as outlined in the report. 3 . Request the Public Information Committee to make a report to the 1993 Internal Operations Committee in December, 1993 on the Committee ' s accomplishments for calendar year 1993 . 4 . Remove this item as a referral to the 1992 Internal Operations Committee and instead refer it to the 1993 Internal Operations Committee for the purpose of providing continuing oversight to the subject of Public Information., BACKGROUND: Our Committee has been providing oversight to the subject of Public . Information and the activities of the Public Information Committee over the past year. On January 4, 1993, we met with Patricia Burke, who has taken on the coordination of public information activities as an adjunct to her work with community access television. Ms . Burke reviewed with us the attached report on the activities of the Public Information Committee over the .past year. CONTINUED ON ATTACHMENT: RYES SIGNATURE: RECOMMENDATION OF COUNTY A 09 TOR RECOMMENDATION OF BOARD COMMITTEE APPROVE SIGNATURES SCHRODER SUNNE WRIGHT McPEAK ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS . I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS(ABSENT ) AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON T"SHOWN. ATTESTED Contact: PHIL BATCH 610R.CLERK OFT E BOARD OF cc: County Administrator SUPERVISORS AND COUNTY ADMINISTRATOR Pat Burke, CAD' s Office BY DEPUTY I .O.-11 Our Committee was very pleased with the progress which has been made in a number of areas, as is outlined in the report. We believe that the Committee has achieved a great deal during 1992 with only the existing resources which the individual departments have been able to make available. We believe that the goals outlined for 1993 are reasonable and achievable. We would like to see the 1993 Internal Operations Committee continue to provide oversight on this subject. -2- OFFICE OF THE COUNTY ADMINISTRATOR C O ..N T R A C O S T A C O U N T Y Administration Building 651 Pine Street, 11th Floor Martinez, California 94553 DATE: December28, 1992 TO: Internal; Oper tions Committee FROM: Patricia; Burk Chair, Public Information Committee SUBJECT: UPDATE ON PUBLIC INFORMATION 1992 ACHIEVEMENTS/1993 GOALS BACKGROUND: On July 15,1991, the Board of Supervisors approved a new Policy on Public Information,. The policy expressed the commitment of the Board, through its Departments, to provide the public and press with timely information on issues and activities. Guidance on policy implementation was provided by the Statement of Mission, Goals and Objectives and the Structure . for the County Public Information Program (attached) . The Public Information Committee, comprised of designated media contacts from several departments (list attached) , then began to implement these goals. ACHIEVEMENTS: To date, the Public Information Committee has achieved the following: TRAINING * Distributed and tabulated results of a survey to all County. Departments regarding Public Information training needs . * Based on survey results, developed and implemented a series of five Public Information Training. workshops . (40 participants attended the workshops . Participants included:Department Heads, designated media contacts and City representatives. ) The workshops were entitled: "The ABC's of Using NBC: Effective Media Relations" , "Public Inforation in Disasters", "Special Event Media Planning" , "Interview Techniques" and "Accessing Cable TV Stations" . i COMMUNITY OUTREACH * Developed a speaker data sheet for use in the development of a Speaker's Bureau and brochure. * Responded to requests from citizens for information about the County. GOALS The Public Information goals for 1993 year include: PROACTIVE MEDIA OUTREACH i * Develop a 1993 County Public Information Plan. i * Continue: to assist departments in the development of Public Information Guidelines . * Encourage the involvement of County Public Information contacts; in planning meetings or when conferring on issues and/or events that will require media contact (Either proactive or reactive) . * Continue, to respond to departmental requests for coordination of media outreach. * Prepare ,a report to the Board of Supervisors updating them on Committee achievements in 1993 . i TRAINING * Review Public Information Training workshop evaluations . Plan second session of workshops. * Develop a handbook on effective media relations for distribution to all County Public Information contacts. * Increase! staff awareness of importance of good media relations . MEDIA INTERACTION * Quarterly, update the media contacts list and distribute a copy to all County PIO contacts. * Semi-annually, update the County Public Information contacts list and distribute it to all County contacts and the media. * Quarterly, update the Calendar of Events and distribute it to the media and County departments . -3- CONTRA COSTA COUNTY POLICY ON PUBLIC INFORMATION The Contra Costa County Board of Supervisors is committed to providing the public full and timely information on the functions and activities of the County government, its departments and divisions, advisory boards and committees. The County con$ct tiousl t rsU.. and:: r...t. e'_' "': n Public Information tY Y P .<:; P actic s an cape Pub c Info oho Program, an integr >�part of which::bonsists-of contacts with' departments, the general g pu ic,.,c .> :;egtvenenta 'agerices and`tl :e:;ngwsned : 'he purposes of such Contact s f v0.1 d; `t:f 1 to:.::determine ':# Ze: deeds:` gt'd:;ap�tri or s:,of those the ::;: :.>. .:. County sues and, ( );ta::_he ;: °uild public und4&rstandirig>.:t f;Countr.programs, ..:::....:..........::..: :-- benefits ,and :.:<: ............. ;til County departments, divisions.and`prograa required to keep the public' Wormed in a timely and:;.factual mac er''ab+ ti ;:si` ifieant< Q:I cies, ..:: <... .......:»:» activities, eve:nts,and organizational'arid procedural changes:< department§will adopt an annual public information strate it> tan:..:All: e ar# e t r li:desi nate :':. g:::>.:.P i, g:> a s o esperson: Ali :departments.,;.,will integrate .pu 3 # 'Infdrr '�tfc�n: int heir . annual departmental gta1.8`aricJ oliectivs Arid, all dcpnents u :ll report to:the ax d>annu li: afl: ublte info atfon �cfi va . : ::>.::.:.:::::::::::. ::::>:::............... :><:«:;::<:>:: :>:::: ::>: << >::;>: :>::: :...... . ....::.. ............... . des . :: ,...... :.:.:..::.; o .4e:ts'v�r�ih: ;Citizen : >arid:::the:.:medla-:;m �:st be:>:: mel ::; ..4 -....be effe.. ::. nt . ............:.: Res:;or ses to ne)4—nei la r'e. nests<�hall be anode :on a <same°dam' :;iasis:":»to>'the ... ... .. ..... q.:.:.:. . ..............::::::::::::::. .. Y e xtehL, o ` ssi 1 p.,: ::: b e and treated..as.a.priorit r.activity.. "h:ds.e emplo ees who fe ularly receive telephone messages from the media:mint:::iris:tnict::ori:;:>other.: ersr�r>wh0 is taing:calls_;that-wheneveztlie rim eofat: ' ero ::ea{ nvt:le:reached or 'M'::::.':::':: ....:: ...:'.::.::..:':.:':.:::':::: :.i ::...,'::: .:: ....:.:i:...:.:. cannot be'interrupte ;::;a:b �cl .. "res or der:: should be;rr�:ade:::avanable : Coo :eratio n.a�nd res osveness are:tlee` - s.of esvnaa::contacts. This . approach to :p b fc service is to be supported b a . eMt IT. zxt head. As required, departrriert beads- are to make avaiible :eiri to ee.:tran in public :.:. y.: contact skills. " Information ormation to be d�sseniinated shall:.be:.: r '; "`:`' coo ducted by the spokesperson in the department. Information id::::;P�. .. tact with specific groups or con individuals shall be handled by the department or division concerned. Departmental funding and staffing for the spokesperson shall be allocated and implemented as required. 2. Encourage employees to identify public information needs and support public information efforts. Actions: a. Encourage employees to suggest public information outreach needs and provide appropriate guidelines to solicit this input. b. Establish an employee speakers bureau. 3. Develop coordinated approach for handling events. Actions: a. Establish guidelines and procedures to clarify the roles and responsibilities of County employees for public information outreach. hl5:pr.ppr 3 ` PUBLIC INFORMATION COMMITTEE Eileen Doten Joan Sparks Steve Goetz Central Permit Bureau,` Community Services Community Development Growth Management Agency 2425 Bisso Lane, #120. 651 Pine St., 4th Fl,Annex 651 Pine St., 2nd F1, N Wing Concord Martinez Martinez Mary Cornelison Patricia Burke, Chair Consolidated Fire County Administrator's Off. 2010 Geary Road 651 Pine Street, 11th Floor Pleasant Hill, CA 94523 Martinez Barbara Masters Kathy Padro Stella Baker Health Services Health Services Library 20 Allen Street 595 Center, #200 1750 Oak Park Blvd. Martinez Martinez Pleasant Hill Tracy HeinJinx McCombs Chuck- Steele Off. Emergency Services Sheriff-Coroner Probation 50 Glacier Drive 651 Pine Street, 7th Floor 50 Douglas Drive Martinez Martinez Martinez PUBLIC INFORMATION COMMITTEE June 4, 1992 D:PUBINFO.LST