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HomeMy WebLinkAboutMedia Plan General Plan Review Process CITY OF PALM DESERT • ��' 11111, COMMUNITY SERVICES/ASSISTANT CITY MANAGER b�' �� .��j STAFF REPORT ow"y �P f• REQUEST: Direct Staff to Implement Those Portions of the Media Plan Council Deems Appropriate DATE: May 8, 2003 CONTENTS: Media Plan for General Plan Review Process SUBMITTED BY: Sheila R. Gilligan, Assistant City Manager for Community Services Recommendation: By Minute Motion, direct staff to implement those portions of the Media Plan Council deems appropriate. Executive Summary: Pursuant to City Council direction, a Media Plan was created to let our residents and businesses know about the General Plan revisions and the scheduling of hearings for its consideration before the Planning Commission and the City Council. These hearings have been scheduled for September 2 and 16 before the Planning Commission, and October 9 and 23 before the City Council. The Media Plan, or any portion thereof, is presented for City Council consideration and direction. Discussion: Subsequent to City Council direction, the aforementioned Media Plan was created. Staff supports the production and mailing of a special edition of the BrightSide which would be devoted to an explanation of the proposed General Plan. Staff supports producing an executive summary of the General Plan for loading on the City's website with an option to e-mail if an individual is interested in viewing the entire Plan. Putting the whole General Plan on the website would be a lengthy process; it would require 1 Media Plan May 8, 2003 division into sections to provide a reasonable download time. Graphics and maps could be a problem for those with dial-up connection; therefore, an executive summary seems a more efficient way of providing it on the website. Staff supports putting the entire proposed General Plan on a CD-Rom. These could be mailed to individuals requesting them. In addition, paper copies would be available for mailing to the general public. The City Council asked that we look at running a full-page ad in the Desert Sun. This method would be expensive and would reach Desert Sun subscribers throughout the Coachella Valley. The newspaper does, however, offer target areas and an opportunity to put a post-it on the newspaper being distributed there should the City Council choose to go that route. In addition, staff will be submitting press releases to the general media bank throughout this consideration process. Submitted By: CITY COUNCI "ACTION: APPROVED ��// ' DENIED RECEIVED OTHER HEILA R. GILLI"N MEETII - r AT ' isr-o Assistant City Manage Community Service FS '?� ,?l/ 11r?a:.,.JI�-' `1411 I DS: AOtkQ Approval: ABSENT: MM. pP ABSTAIN: VERIFIED BY: . `)riginal on File th ity Clerk' s Office CARLOS L. O'/EGA PAUL GIBSON City Manager Finance Director * By Minute Motion, approved a Media Plan to include: 1) Special edition of the Bright Side; 2) posting of the General Plan on city website in a sectioned format for ease of retrieval and download, keeping it continually updated with any amendments made during the hearings process; 3) placement of timely ads in the Desert Sun to specifically announce public hearing dates and times; 4) specific notices mailed to property owners who have already addressed the City Council regarding their interest in the General Plan Update and in whose areas may be affected by change; 5) once complete and approved, produce CDs of the General Plan that my be obtained by residents and other members of the public. 5-0 G:IGityCkklKaaen RussolAgends NemstAleda Ren.wpd 2 leve 1114db • CITY OF PALM DESERT COMMUNITY SERVICES INTEROFFICE MEMORANDUM TO: Sheila Gilligan, Assistant City Manager FROM: "Kristy Kneiding, Marketing Manager DATE: March 14, 2003 SUBJECT: General Plan Promotion The following are some suggestions of how to promote and encourage public input on the General Plan. I have included the benefits, drawbacks, target audiences, and cost of pursuing each opportunity. Special Edition BrightSide Newsletter The BrightSide newsletter is distributed directly into the mailboxes of all Palm Desert residents and businesses. The 8-page format allows for explanation of the General Plan as well as some graphics. Cost including design, printing, and mailing is apx. $10,000. Full-Page Advertisement in The Desert Sun This will reach subscribers throughout the Coachella Valley, not just Palm Desert residents. Full-page ads do attract attention and subscribers will see that Palm Desert is seeking input. However, those residents who don't subscribe, will not benefit from the information. The Desert Sun's total circulation is about 63,400 with apx. 8,000 of those being distributed in Palm Desert. (Weekend circulation is slightly higher.) Cost is $3,717 for a weekday ad; $4,063 for one running during the weekend. Uploading to Website The entire General Plan document can be uploaded to the website as a pdf file — a file that cannot be altered. The costs are limited, but the time involved is lengthy. The Plan would need to be divided into numerous smaller documents so the download time would be more reasonable. Since graphics and maps are involved, for those who have a dial up connection, it still may be too long of download time. This tactic would reach only those who have computers and an online service. An alternative would be to have the Executive Summary uploaded to the site and let people email if they are interested in viewing the total Plan. Producing a CD-Rom The entire General Plan can be placed and reproduced on a CD-Rom for distribution for those requesting it. The cost is apx. $1 each, much less than the cost of making multiple copies and mailing them. The CDs would only benefit those who have access to a computer. RECOMMENDATIONS Understanding the importance of public input on the General Plan, it would be my recommendation to first send out a special edition of the BrightSide dedicated to educating the public on the Plan. Subsequent stories and follow-ups announcing public hearings can be placed in the regular monthly newsletter editions. I also recommend placing the Executive Summary of the General Plan on the website and inviting people to email for additional information or request a CD with the complete Plan. Since only those who have computers can view the CD, it would be my recommendation to have a limited amount of copies of the Plan available for distribution.