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HomeMy WebLinkAboutCommunication Plan Study Commission1 City of Bozeman Study Commission Communication Plan This plan focuses on the flrst three goals of the City of Bozeman Local Gov’t Study commission: • Educate ourselves and the community to develop a comprehensive understanding of the City of Bozeman’s current structure, Charter form, and the processes of local government. • Conduct a transparent and inclusive study process that engages the community in evaluating our current structures and identifying any necessary changes. • Engage the community in the local government study process using a variety of methods to gather information regarding what’s working, what’s not working, and ideas to explore to improve the City’s governance. This communication plan is a strategic document that outlines how, when and what information is delivered to the public as well as how input is gathered from the public. It is supported by the Engagement Plan that describes how the public will be engaged to support the work of the Study Commission. 1. Communication Goals • Inform the Public: Ensure the public is aware of the Study Commission's goals, progress, and key milestones. In addition to the Engagement plan, multi media will be used to reach ordinary people in our community who may not naturally have their eye on our work. • Engage the Public: Actively solicit and collect feedback and suggestions from the public on relevant issues. • Build Trust: Foster transparency, credibility, and two-way communication with the community. • Promote Participation: Encourage a broad range of citizens to participate in the process. 2. Focus Audiences These are audiences that are particularly important to give voice for input as well as to receive communication about the progress and work and of the Study Commission. • Primary Audience: Residents of the city. 2 • Secondary Audience: Business owners, local community organizations, City Commissioners and Advisory Council members (past and current), City employees (past and current), human service groups, school district, and other stakeholders. • Tertiary Audience: People who work, but not live in the City of Bozeman, Media outlets, and infiuencers who can help disseminate information. 3. Key Messages • The purpose of the Study Commission and the projects it is focused on. • Updates on progress and upcoming initiatives. • How and when residents can participate and provide feedback. • Key dates for public meetings, surveys, and other engagement opportunities. • How and when community input will be used to inform decisions. 4. Communication Channels To ensure broad outreach, multiple communication channels should be used. Informing the Public • Study Commission Website: A dedicated website for the Study Commission that includes meeting agendas, meeting minutes and recordings, updates, documents, and FAQs. This will allow for easy access to these items. • Social Media: Use City of Bozeman platforms like Facebook, Instagram, and LinkedIn to post regular updates, share meeting announcements, and engage with residents. This needs to occur in a very managed and organized manner. • Press Releases: Issue press releases for major announcements or milestones and send them to local media outlets. • External Communication Platforms: External groups of nonproflts and businesses that can include Study Commission activity communication. • Public Posters/Flyers: Place posters in city hall, libraries, community centers, and other high-traffic locations to raise awareness of the group’s activities. 3 • Local Radio and TV: Brief announcements and PSAs on local stations or community TV programs to reach residents who may not be online. Gathering Input from the Public • Surveys: Use tools like Google Forms, SurveyMonkey, or the city’s official platform to gather public input on speciflc topics. An online link can be posted on the city’s social media platform. Include a question about resident location to ensure we gather information only from residents and employees of the City of Bozeman. • Public Meetings: Host in-person or virtual public meetings, or town halls with opportunities for Q&A, feedback, and open discussion. These can be streamed online to increase accessibility. • Community Listening Sessions: Organize informal listening sessions or community workshops in neighborhoods to meet residents where they are and hear concerns in an open, conversational format. • Focus Groups: Set up smaller, targeted focus groups for in-depth feedback on speciflc issues. This can also be a self-administered focus group based on the Engage Bozeman toolkit. • Open comment email access: This can act as an ongoing suggestion box to allow residents to submit feedback at any time. 5. Timeline This is designed as a general guideline for a timeframe, which may change as the project unfolds. Phase 1 - Consult: Awareness and Information Sharing (December 2024-May 2025) • Announce the formation of the Study Commission through all channels. • Launch a webpage with details about the workgroup, goals, timeline, and how residents can get involved. • Issue the flrst social media notice. • Send out a press release to local media outlets. • Start promoting the flrst public meeting and listening session. Phase 2 - Consult: Initial Engagement and Feedback Gathering (April 2025-September 2025) • Host the flrst public meeting and encourage attendance. (April 3, 2025) 4 • Launch the flrst survey or poll to gather public opinions on early-stage work. • Continue regular social media updates and share any key milestones or changes. • Encourage feedback via emails, online surveys, and community outreach. Phase 3 – Involve: Gather public concerns, aspirations and to ensure public is understood (May – December 2025) • Hold focus groups via invites to Study Commission meetings for more speciflc issues or topics requiring deeper input. • Follow the Study Commission Engagement Plan to identify ways to reach out to the public sector feels understood. Phase 4 – Collaborate: Partner with public to identify ideas for preferred solutions (July – December 2025) • Follow the Study Commission Engagement Plan to identify ways to gather ideas, innovation, advice and recommendations from the public, best practice examples and other Montana cities. Phase 5 - Empower: Reporting Back and Finalizing (January - July 2026) • Share a progress report with the public, including feedback received and actions taken. • Host a flnal public meeting (in-person or virtual) to present the workgroup’s recommendations or decisions. • Send out a survey for flnal feedback on the process. • Issue a press release summarizing the Study Commission’s achievements and next steps. Phase 6 - Empower: Voter Education (if necessary) (August 2026-October 2026) • Develop educational materials in a variety of formats regarding the key suggestions that are made by the Study Commission that the public may be asked to vote on. • Host educational Ballot Measure forums for the public to gather information and ask questions regarding the recommendations. • Publish articles and ads to help the public learn about key recommendations. 5 6. Public Input Collection Methods To ensure inclusivity, it’s important to use a variety of methods to gather input from different demographics: • Accessibility: Provide language support, closed captions for videos, and ensure materials are accessible for people with disabilities. • Digital: Use online platforms for surveys, forums, and virtual meetings. • In-Person: Host meetings in accessible locations (e.g., libraries, community centers) with online interface that is clear and accessible. • Outreach: Send personalized invitations to speciflc community groups (e.g., senior citizens, community organizations, City of Bozeman staff, business owners) to participate. 7. Roles and Responsibilities Public communications will be implemented by a Public Relations Consultant who will be hired through an RFP process and managed by two appointed Study Commission members. In addition, communication staff from the City of Bozeman will provide support where appropriate and available. • Communications Lead: Manages the overall communication strategy and ensures consistent messaging across all channels. • Public Engagement: Organizes public meetings, listening sessions, and focus groups. • Social Media: Oversees social media content, posts, and responses. This is done in partnership with the City of Bozeman social media lead. • Survey Administrator: Develops and manages surveys and feedback forms. • Media Relations: Works with local press and media outlets to disseminate press releases, information and updates. 6 8. Evaluation and Metrics Regularly measure the effectiveness of communication efforts to adjust and improve strategies. • Survey Response Rates: Track participation in surveys and focus groups to gauge public interest and engagement. Use this information to determine gaps in input necessary to complete the required work. • Public Feedback Quality: Assess the quality of feedback collected through surveys and other channels. 9. Contingency Plans Prepare for unexpected circumstances by developing contingency plans: • Low Engagement: If engagement levels are low, consider increasing advertising (e.g., targeted ads, more fiyers in community spaces) or simplifying participation methods. • Negative Feedback: Be prepared to address criticism by reinforcing the transparent, open process and demonstrating how feedback is being used. 10. Conclusion An effective communication plan ensures that residents are not only informed but also have a meaningful opportunity to shape decisions that affect them. Regular communication, multiple feedback channels, and a transparent approach will foster trust and active participation in the Study Commission’s efforts.