Agmt04 Recycled Water (Data Ins - Laserfiche WebLink

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2.0 Communications Key objective is to implement and maintain responsible communications throughout the project design and construction phases. Assist in developing and preparing communications materials as needed, in coordination with City staff, as defined in Tools/Mechanisms of Outreach Plan. Potentially includes a variety of collateral materials such as: in-depth Backgrounder/Fact Sheet Tabloid, project updates, educational materials, traffic alerts, letters, and a-mail broadcasts**. Provide assistance with writing, editing, layout and design. Prepare and specify for City's printer and mail house*. Plan distribution and quantities as needed. This task includes the role of a Communications Coordinator who will guide internal communications within the project management team and provide continuous communications to the various community audiences. The Communications Coordinator will help the team to remember and fulfill its commitments and community responsibilities. In essence, listening to community input, and guiding the team in learning and assimilating responsive actions. This includes meetings and conferences with City staff, public officials, Project Management Team members, media representatives, prospective recycle water customers, and potentially impacted individuals, businesses and special interest groups. The Communications Coordinator will also assist and advise Project Management Team leaders on best approaches for communications with policymakers, community, media and will be available for consultations as needed. • Provide marketing support to recycled water Customer Focus team • Attend and offer guidance in meeting with and marketing directly to potential recycle water customer • Provide guidance and assistance with writing, editing, layout and design of outreach materials related to the project outreach effort • Coordinate all printing and mailing services to be performed by City's printer and mail house vendors • Manage a-mail broadcast group lists and distribution of messages as needed • Provide guidance and support to project team for communications with public, stakeholders and retrofit customers • Facilitate and encourage team listening and learning of community and customer concerns/needs and translate/integrate back to the project team efforts • Help the Project team remember promises made in the community through the many phases of project construction • Review project-related studies, documents and messages prior to release and coordinate project design and construction notifications • Provide community outreach schedule to project schedule integrator • Assist program management consultant with meeting informational needs of the Department of Health Services, Regional Water Quality Board and the County Environmental Health via project Intranet portal City Staff Support • Review by Staff & Project Management Team • Coordination w/Conservation group on all outreach materials Data Instincts Agreement 12 Revised 7/12//2004_PCI City Attorney Approved Version 111803 ~._ .._ _