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State of the City Policy and Procedures <br />Option —9 - All topics, except for the Introduction which would be presented by the Mayor, would <br />be rotated annually for the Council to present. Staff would shift Councilmember names to the next <br />topic each year. In those years when there are new Councilmembers, staff would slot them into <br />the open topics to maintain rotation. <br /> <br />Month 2 (July-August) <br />Presentation <br />The Senior Communications Coordinator will continue to work with Directors to provide accurate <br />and up-to-date information. A significant amount of time will be spent on updating each portion <br />of the presentation. <br /> <br />Marketing <br />Finalize the mailer/invite and send to all businesses. Work with Community Development to get <br />the most up-to-date addresses. <br /> <br />Continue advertising in the City newsletter (August/September edition), updates as needed to the <br />webpage, social media posts and the cable channel. Contact NineNorth regarding filming. <br /> <br /> <br />Month 3 (August-September) <br />Presentation <br />The presentation should be finalized by the last week of August/first week of September. A final <br />draft presentation will be shared with council members. <br /> <br />Prepare a “Run of Show”/Agenda for the event. <br /> <br />Scripts <br />Department directors will draft scripts, if requested by the designated member of Council, and <br />work with the Senior Communications Coordinator for finalization. <br /> <br />Marketing <br />Continue social media posts. One post the last week of August, one post the week before and one <br />post the week of the event. Confirm filming with NineNorth. Reshare details of the event and <br />when they should arrive. <br /> <br />Utilize “Newsflashes” and the email function of the website to promote the event to website <br />subscribers. <br /> <br />Other items <br />Set-up an online form for residents to submit their questions/comments in advance. <br /> <br />Draft a “sign in” sheet, a “sign up for updates” sheet and a “Questions/Comments” card to be <br />available the day of the event. <br /> <br /> <br />Week of Event <br />Marketing <br />Final social media post and email blast. Confirm with NineNorth they will film the event.