Memo Communications
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To:
Hopkins City Council
From:
Eileen Harvala
Date:
Friday, October 6, 1995
Subject:
Communications
After nearly a year of concentrated communication efforts, it is time to review current
communication initiatives, new communication initiatives implemented in 1995, and
suggestions and ideas for changes.
The two key discussion questions for you to consider include the following:
o Are we on target with our communications efforts?
o Are we delivering the right message with the right communications vehicle?
.
Current initiatives include the variety of communications done by many city
employees that were folded under the Community Relations Coordinator (eRe)
umbrella in December 1994. These initiatives continue today although some have been
modified and expanded. They include the following:
J Hopkins Highlights - published six times a year and sent to 9001 residents
J City briefs and story ideas for Southwest Community News - done sporadically
before and now done consistently on a weekly basis
J Articles for the TwinWest newsletter - published 12 times a year, and focusing
on city and employee accomplishments
J Articles for the Hopkins Business & Civic Association newsletter - now a full
page published 12 times a year, and focusing on community and economic
development updates
J Tidbits - a revived and renamed employee newsletter now published 12 times a
year
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Communications Page 2
J Press releases - handled by various employees before on an as-needed basis,
now done whenever necessary and by the CRC
J Information for the Hopkins Community Guide, GTE Sun Directories and various
advertisements
J Bulletin Board on Channel 34 now updated two or three times a week
J Meetings broadcast on Channel 34
A subset of current initiatives are the new communications initiatives implemented in
1995, including the following:
J Razzle Communications Center - Razzle Message Line; constantly updated list
of city meetings; HRA, City Council and Z & P agenda items; HRA and City
Council minute highlights; and information sheets
J Annual report
J Close-Up on Hopkins - Star Tribune supplement
J Nibbles - Update-style newsletter sent to city board, commission and
committee members, which is published 12 times a year
J Education efforts such as phone book recycling flyers; shovel your sidewalk
flyers; Put Your Numbers Up address number campaign; Responsible Pet
Owners Program; yard waste and brush flyers; and, soon to be released,
SnowNews with snow emergencies and winter tips
J Special projects as the need arises - 1995 examples include the Maetzold Field
dedication; TIF Primer; Hennepin County Public Works site flyer and
communications plan; Generation X communications plan including information
sheets and press releases; County Road 3 information flyers; Turn Off the
Violence flyers; Arts Facility public information communications efforts; landfill
communications plan and information newsletters; Human Rights Commission
brochure; commission member recruitment efforts; The Avenues meeting flyer;
and self-defense flyer for the Crime Prevention Fund
J City Council projects as the need arises - 1995 efforts include a variety of
special recognitions, Caring Youth Award, Community Life project and the
Student Focus efforts that now have evolved into the coffee house project.
J What's Up - an internal communications vehicle that consists of a special book
with information about things going on in the city, including city briefs, special
news alerts, Highlights and information sheets. What's Up is available to anyone
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Communications Page 3
and is used by City Hall receptionists, Police Department receptionists and
dispatchers, and Public Works receptionists. What's Up books also are available
at the Activity Center, Recreation Department and Police Department squad
room. Information in What's Up is updated weekly.
J Communications assistance for Marketplace 95 and Home Show
J Citywide open house
Ideas for 1996 include the following:
J Redesign of the Hopkins Highlights
J Development of a more user-friendly residents packet
J Research of a Hopkins home page on the Internet
J Implementation of community relations elements in the Strategic Plan for
Economic Development
J Involvement in the development and implementation of a customer service
feedback program
The wonderful thing about any communications plan or communications effort is that it
constantly evolves and changes to fit the situations that arise. At the same time, it also
is important to constantly evaluate the effectiveness of what is being done, asking these
two questions:
o Are we on target with our efforts?
o Are we delivering the right message via the right communications vehicle?
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