Loading...
HomeMy WebLinkAbout22 - Public Information OfficerCITY OF NEWPORT BEACH AGENDA ITEM NO. 22 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Homer L. Bludau, City Manager DATE: February 13, 2001 SUBJECT: CONSIDERATION OF AUTHORIZE, RECRUIT POSITION CITY MANAGER'S RECOMMENDATION TO AND FILL PUBLIC INFORMATION OFFICER That the City Council authorize a Public Information Officer position with a salary range of $54,996 - $77,388, and that recruitment for the position be initiated in order to participate in planning and community outreach for the General Plan update process. BACKGROUND Council Policy D -1 (Press Relations) begins with this sentence, "A continuing responsibility of City Management is that of informing citizens about the functions of government." To date, the City's dissemination of public information has not been well organized. While various departments such as Fire, Police and Community Services have provided information to the public on a regular basis, other departments and the City as a whole, have not developed a program to do so. The City Council's intent to undergo a General Plan update process with extensive community participation heightens this need to a point where I believe a full -time public information position is warranted. A preliminary General Plan update process being developed by the General Plan Update Committee envisions meetings where the whole community is invited and participates, in addition to a series of smaller, "neighborhood" based meetings, heavy in public participation. Additionally, overseeing the publicity on the process and the logistical arrangements for the process will require a great deal of time and effort. I estimate that the General Plan publicity and logistics for the public participation program will take approximately 20 hours weekly during a process that could take 9 -12 months, and this work could be done by the consultant conducting the public outreach program. Carolyn Verheyen of Moore lacofano Goltsman, Inc. tells me that $75 per hour was a good estimate for contracting for this public participation support work. This equates to a range of $58,500 - $78,000. As an alternative I propose a staff Public Information Officer (PIO) position with a salary range of $54,996 - $77,388. Employee City Hall • 3300 Newport Boulevard • Post Office Box 1768 • Newport Beach, California 92659 -1768 Public Information Office Position Page 2 February 13, 2001 benefits would add another $16,499 - $23,216 per year. In addition, $10,000 would be needed for a working budget for this position. In total, this position would cost the City between $81,495 - $110,604. I believe that a full -time staff Public Information Officer position is warranted in order to maintain public communication expertise on an on -going basis. This function can best be served by someone with strong community, Council and staff relationships, who develops a strong working knowledge of City services and issues. While the General Plan public outreach would be the initial main focus of the position, other duties would include overseeing responses to correspondence to the public, the writing of news releases, assisting with meetings on neighborhood issues, assisting with community and neighborhood surveys, and developing and implementing additional mechanisms for obtaining public input. A revised City General Plan, which is the result of extensive citizen participation by Newport Beach residents who may not normally participate in local governmental affairs, is among the highest of all City priorities. A General Plan revision, which fits the desires of the community, will require a great deal of time and effort. The question is whether to dialogue with the public as a staff function or as a consultant function. I believe a staff position best answers the City's short-term and long -term needs in fulfilling our responsibility of informing citizens and engaging them in an on -going communication process in which greater dialogue results in understanding and meeting the needs of the community. CITY OF NEWPORT BEACH PUBLIC INFORMATION OFFICER DEFINITION: To perform a variety of administrative duties to plan, organize, coordinate and implement a comprehensive external and internal communications program for the City. SUPERVISION RECEIVED AND EXERCISED: Receives general supervision from the Deputy City Manager. Responsibilities include direct and indirect supervision of professional, paraprofessional, technical and clerical personnel. EXAMPLES OF ESSENTIAL DUTIES: Duties may include, but are not limited to, the following: Essential Job Duties • Plan, coordinate, supervise, and oversee the execution of City -wide community outreach, information and media program, including the City's public information and customer service program; • Implement the public outreach program for the General Plan update process. • Coordinate and supervise production of a community newsletter, employee newsletter, and other graphic projects; • Oversee the customer service program and citizen complaints /inquiries; act as a liaison between citizens and City departments in this regard, including ensuring that all written inquiries receive written responses; • Assist the Deputy City Manager to develop and the communication goals, objectives, policies and priorities of the City Council and the City Manager's Office; • Assist in diverse decision- making and strategic planning of the City's communications programs; • Coordinate activities of the City Managers' office with departments, particularly as it relates to communication within the City organization and the community; • Perform and /or direct the preparation of annual budget requests for the Communications Division with the City Manager's Office; implement and administer the approved budget of division; authorize expenditures and approve invoices for Communications Division. Communications Coordinator Page 2 City of Newport Beach • Conduct surveys, perform research and analyze results as directed by the City Manager or Deputy City Manager; • Direct, coordinate and review the work of consultants and contractors in furthering the City's communications goals with the public; • Represent the City and /or City Manager's Office at public meetings, City Council members, Commissioners, committee members, staff and representatives of other public or private agencies, as required; • Supervise the production and cablecasting of City Council meetings; • Coordinate cable and video programs and presentations, and internal and external publications; • Perform related duties as assigned. QUALIFICATIONS: Knowledge of: The function of a comprehensive public information program in a focal government environment and effective outreach techniques at the municipal level; Principles, practices, methods and techniques involved with public information, media and community relations, employee communications, writing, editing, graphic arts, audio visual production, and photography; Recent developments, current literature, information sources, Internet, and techniques in the field of communications and public administration; Understanding of research techniques, methods and procedures; Ability to: Develop and recommend policies and establish project objectives to implement those policies; Communicate clearly and concisely, both orally and in writing. Review and analyze city issues and recommend and implement an effective public communications program associated with such isses. Communications Coordinator Page 3 City of Newport Beach Exercise independent judgment in selecting an appropriate course of action from among alternatives; Maintain work effectiveness with frequent changes in workload and priority assignments, and under pressure of meeting deadlines; Develop and maintain effective working relationships with department managers while advocating and implementing sound communications philosophies; Prepare and present effective written and oral presentations to the City Council, City Manager, media, and community civic and business organizations; Plan, organize, coordinate and implement community involvement activities, special events and other complex projects and assignments; Conduct, analyze, and interpret research to make recommendations consistent with current laws, regulations, and policies; Handle difficult situations with tact and diplomacy, and maintain an open and approachable manner; Establish and maintain effective working relationships in a diverse organization and with government officials, media representatives, community and business groups; Experience and Training: Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Five years of private sector and /or three years of public sector increasingly responsible experience in public relations and communications. RRSA accreditation is highly desirable. Education: Equivalent to a Bachelor's degree from an accredited college or university with major course work in public relations, communications, or a closely related field. License or Certificate: Possession of, or ability to obtain, an appropriate, valid California driver's license.