How to plan memorable events to celebrate Florida City Government Week

Transcription

1 How to plan memorable events to celebrate Florida City Government Week April 18, 2018 #FLCityWeek #FLCU Sharon Berrian Director, Member Relations Florida League of Cities

2 New Resource! #FLCityWeek Janie Griffith Councilwoman, Seat 1 City of DeFuniak Springs Candice Temple Public Media Relations Manager City of Palm Beach Gardens Christine Martindale Public Information Officer City of Port Orange 2

3 City of DeFuniak Springs Mayor, Council, & City Manager Meet and Greet 3

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9 Janie Griffith City Council Seat janiegriffith@defuniaksprings.net 9

10 RESIDENT PHOTO CONTEST STEP 1- LOGISTICS Contest Rules Legal Guidelines Mechanism for Receiving Image Files 10

11 STEP 2- SET YOUR TIMELINE Deadline for submissions : September 6 Jury of photos: Sept 7-9 Printing of Photos: Sept Prep panels for show: Oct 3-6 Installation of Show: Friday, Oct. 7 th, 9am. Reception: October 18 STEP 3- SET YOUR BUDGET Venue Reproducing Images Ribbons/Certificates Reception 11

12 STEP 4- ADVERTISE YOUR CONTEST Social Media City Website Blasts Local Education Institutions HOAs Press Release City Magazine 12

13 STEP 5- SELECT JUDGES Use local professionalsphotographers, artists, staff Juried show- Blind Judging Prepare for tie-breakers 13

14 STEP 6- ANNOUNCEMENT OF FINALISTS Finalists are notified via with reception invitation All finalists images included in exhibit Ribbons placed just before reception STEP 7- FINALISTS RECEPTION Single Event to Present Awards Allows Family & Friends to Attend City Recognition 14

15 It was so nice to meet you on Tuesday evening. The awards ceremony was so tastefully done. It was so nice that so many were recognized. There really are no losers. Each photo had its own personality and enjoyment. - Palm Beach Gardens Resident 15

16 LESSONS LEARNED Pressure to Lure the Public with Prizes Considering Artists Rights Prepare for the Administrative Time CANDICE TEMPLE PUBLIC MEDIA RELATIONS MANAGER (561)

17 How to Plan Memorable Events to Celebrate Florida City Government Week Christine Martindale Public Information Officer May 2, 2018 Port Orange University What is Port Orange University? Planning Stages July 2017 Survey Cost Agenda Promotion Sessions Evaluation Lessons Learned 17

18 Port Orange University What is Port Orange University? The City of Port Orange is proud to offer a citizens academy, Port Orange University, which give citizens a greater insight into the various services and functions of city government. Each day, it is more than likely that Port Orange residents utilize a product or service provided by the City of Port Orange. Planning Stages: Survey 18

19 Planning Stages: Survey Planning Stages: Survey 19

20 Planning Stages: Survey Based on the feedback we received from the recent citizens survey we conducted on hosting a citizens academy, the City was happy to announce that the program would begin on Monday, September 18, 2017, from 6:00 pm 8:00 pm and continue each Monday evening for 9 weeks. The cost: FREE. Planning Stages - Cost Cost of 36 Shirts = $

21 Planning Stages-Agenda Throughout the interactive weekly sessions, participants got an in-depth overview from senior city staff about their respective departments including: Local Government 101 (City Clerk, City Attorney, City Manager) Parks & Recreation Fire & Rescue Community Development Public Utilities Public Works Finance/Customer Service Police Department Classes were on a first come first served basis and will be limited to the first 25 participants. Planning Stages- Promotion Website Press Release Social Media 21

22 Planning Stages - Promotion Session 1: Local Government 101 City Manager Jake Johansson City Attorney Margaret Roberts 22

23 Session 2: Parks & Recreation Parks & Recreation Director Susan Lovallo Bus tour around parks Session 3: Fire & Rescue 23

24 Session 4: Community Development Session 5: Public Works 24

25 Session 6 : Public Utilities **Play Video about Florida City Government Week** Session 6 : Public Utilities **Florida City Government Week Proclamation at City Council Meeting* Council Member Bob Ford Mayor Don Burnette 25

26 Session 6 : Public Utilities **Session 6 was during Florida City Government Week** Session 6 : Public Utilities **Session 6 was during Florida City Government Week** 26

27 Session 7: Public Utilities Session 8: Finance/Customer Service Finance Director Tracey Riehm & Customer Service Manager Cherie Cadenhead 27

28 Session 9: Police Certificate of Completion Completion Certificates Awarded at Council Meeting 28

29 Evaluation Evaluation 29

30 Evaluation All the employees from each and every department presented a love for this city and community and they had the patience to explain everything in such a way that we, as a group, could understand and appreciate. An excellent approach to provide residents the opportunity to understand and question how our city functions. The highlight is the wonderful people we have taking care of our city. They shine with enthusiasm and pride when they speak of their responsibilities and job performance. I hope the program continues, expands and thrives while involving many more of our citizens each year. Lessons Learned After Action Report: STRONG POINTS Based on the evaluations the participants completed, there was a lot of positive feedback from the participants including: Port Orange University either met or exceeded their expectations. 100% of the class stated that they now have a better understanding how the City operates and the services it provides. They were well educated about each of the departments and the sessions were informative. The participants stated that they were impressed with all the speakers and their knowledge of their specific fields, as well as being very professional, positive, happy and well prepared. In addition to listening and watching power point presentations, they enjoyed meeting at a variety of different locations and getting a tour of the city s facilities such as the water treatment plant, the waste water plant, the city s parks. 30

31 Lessons Learned After Action Report: WEAK POINTS Based on the evaluations the participants completed, there are a few weak areas including: Time management. There were a couple of sessions where time was a factor and ran past the two-hour mark. This was due to long presentations, too many questions asked and content. The hard copy material given to the participants was printed too small for a few participants to read. There was no session dedicated to the Mayor/Council and the participants (until the workshop). The participants would like a better understanding of the workings of the Council and the relationship between Council, City Manager and staff. How to Plan Memorable Events to Celebrate Florida City Government Week Christine M. Martindale Public Information Officer City of Port Orange 1000 City Center Circle Port Orange, FL Phone cmartindale@port-orange.org 31

32 Questions??? Janie Griffith Councilwoman, Seat 1 City of DeFuniak Springs Candice Temple Public Media Relations Manager City of Palm Beach Gardens Christine Martindale Public Information Officer City of Port Orange 32

33 THANK YOU! 33