07-30-07 Item 7D, Communications Plan Preperation

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o :E w :E . EHLERS LEADERS IN PUBLIC FINANCE To: Michelle Wolfe - City Administrator City Council From: Stacie K vilvang - Ehlers & Associates Subject: Communications Plan Date: July 30, 2007 In order to be successful, large and complex projects such as development of the TCAAP site require significant public participation in the process and buy-in on selected outcomes. Arden Hills has done a great job of including the public in the master planning process through utilization of a task force, work with City commissions and hosting public open houses throughout various stages of the design/planning process. A key feature to build upon this process includes developing a strategic communication plan that will encourage broad based community involvement, ensure residents are well informed about various aspects of not only the project and proposed development, but of opportunities to participate in the process and to provide an avenue to address development and community concerns/issues in a timely, effective and efficient manner. A strategic communication plan developed to assist in supporting the public process will: 1. Identify all target audiences 2. Identify communication goals 3. Identify communication tools and strategies 4. Identify public participation opportunities 5. Identify timelines, schedules and action plans 6. Provide key messages on various issues 7. Provide avenue to forecast issues in advance of needing to address them 8. Provide chronology of communication on important issues 9. Provide mechanism to communicate options and/or outcomes of various processes 10. Provide avenue to respond to public comments Our firm has worked on several redevelopment and public facilities development projects where a strategic communication plan has been in place and we are of the opinion it is critical to any project's success. Over the past nine years, Ehlers has partnered with JMS communications on a variety of projects within the metropolitan area (St. Anthony, Richfield, Columbia Heights, Hastings, etc). We propose that the City consider working with JMS, through Ehlers, on developing a strategic communication plan. Attached to this memo is a proposal from Jill Schultz, President of JMS Communication, and some sample communication plans she have developed. The proposed fee to create the plan is $4,500 and would fall under Ehlers contract of services under the current Preliminary Development Agreement (PDA) budget amount of $150,000. I look forward to discussing this with you at the July 30, 2007 Council meeting. Please contact me at 651-697-8506 with any questions.