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HomeMy WebLinkAboutAgenda Packet - Legislative & Public Outreach Committee - 09/24/2012EastValley Water District LEGISLATIVE & PUBLIC AFFAIRS COMMITTEE Date: September 24, 2012 Time: 11:30 a.m. Place: 3694 E. Highland Ave, Suite 30 Highland, CA 92346 AGENDA CALL TO ORDER PLEDGE OF ALLEGIANCE 1. Public Grunts 2. Draft Communication Plan . District's Branding Efforts . State and Federal Legislation Update .. Minutes 9 January 9, 2012 0 May 1, 2012 • June 4, 2012 August 29, 2012 . Committee Comments ADJOURN Pursuant to Government Code Section 9.2a� any request for a disability -related modification er accommodation, including auxiliary aids or services, that is sought in order t participate in the above-agendied public meeting should be directed to the District's Administrative Manager at (909) 885-4900 at least 72 hours prior to said meeting. ------------------------------ East Va I I ey Water District ' � � � � +�. � ! " * * • y fi f dF'# ! . t k, '�•JL ir y 1 1 1+ ' r 'aAs r x +/ • �TT� If d 46 Wig'�11 .# z +,. ! # 4 i 4 f •,� Ir AN d m i- /p R rl '* If — + p Ye 4%. J 1 a * # ! 4 IL � *A-V, * ` ■ SII i� ++ y�+ ■` i ! -'k 1# � Now ; IF , * � #• �� � * fir K- � V II A IN it • #qp J 0 WA �. rte• 'ill[i.� a \ * 1 a r s } a V 16 oil ■ .� . rip Jim jo } 5 w IF Rk 411 •MS 0 hr ; *art 4 41 ! lir.. + 4•;•* k, { ` •■ , IF Ell + F 4 . NO; i ■ #� { 4 yt .1 I ' 40, 4P id k4f ' 4 IP irr• 4d F { ■ 1 ■ EXECUTIVE SUMMARY East Valley Water District's Board of Directorsand staff recognize the critical role that bout internal and external comm unicatios play in the effective operation of government agency. In late 2010, East Valley Water District initiated the development of a Strategic Communications Plan (the Flan) to serve as a blueprint for the District's community relations and public outreach efforts. The Plan is intended to e the key communications resource supporting the District's execution of its Strategic Plan, vision and goals. The Plan is the result of a thorough exploratory process incorporating hiput from a wide spectrum of sources. Guidance from E D's Board of Directors and its Legislative and Community Affairs Committee was solicited, feedback from key District staff and regional stakeholders was gathered, and community members and other respondents were surveyed. rThis process yielded six primary goals of the Strategic Co in ni unications Flan: 1, To improve and coordinate all District communications, both internal and external; al . To align VW 's communications efforts with the District mission; . To increase public awareness of EVWD-s services, quality and value while showcasing stakeholder benefits; . To develop a brand that clearly distinguishes the District"s identity ton the minds o, stakeholders; . To increase overall communications effectiveness; and . To support the District's legislative platform through integrated co mm uuications efforts. In early 2012, the District's Board of Directors continued to chart a new course by hiring a new General Manager. Working in close collaboration, EVWD's Board of Directors and its new management developed a broad vision incorporating a bust of strategies and commitments to elevate the level of services and involvement in the community. The development of ars aggressive Strategic Communications flan is key to the successful execution of this new vision. This document is intended to be a critical component of the District's larger Strategic Plan, its "North Bound Train" visioning process. It is meant to serve as a guide for establishing effective, multidirectional communication channels to solicit and convey information to and from all District stakeholders including employees, the Board of Directors, customers, regional partners and the greater community. The Strategic Communications Plan follows a basic road map and timeline format. It employs strategies and tactics that will lay a foundation to communicate the District's mission and vision to all stakeholders effectively and efficiently, ensuring that EV D's commitment to outreach and community involvement is consistent with its enhanced level of service, efficiency and operational effectiveness. x. _ PLANNING Ppocr=SS AND ADVANffIMENT EVWD's updated Strategic Communications Plan includes the primary c o nnents necessary to take immediate action, but lays them out in a strategic framework based on research conducted during the District's "'North Bound Train" process and related feedback. The feedback revealed a series of themes that support EVW 's Strategic Plan, building upon District vision and goals: 1. Strategic Vision and Planning . Brand Identity . Communications Policies and Standards . Messaging Campaigns and Outreach . Long -Term rm Public Information Planning . Resource Allocation and Cost Impacts KF_Y MESSAGES Before EVWD determines how they will communicate with their customers, the District mut first determine what they will communicate. Development of key messages is a critical, foundational step that must b conducted before communications strategies and objectives can be set. Evaluation of input from the District Board of Directors, its management and staff, as well as customers and other stakeholders was critical in determining the key messages that best reflect the District's vision and community expectations. These messages include: i. VALUE AND SERvI c E. VWD's commitment to ratepayers goes beyond providing its services a affordably as possible; the District strives to elevate the level of service and value it provides to each and every customer. . RGUASILITY AND DEPENDABILITY. F.VWUs customers have a provider that they can depend on for reliable supply of healthy water now and in the future, regardless of emergency, drought, or other challenges. . CO N E VATI 0 N AMD STEwAQD NIP. EVW D is dedicated to ensuring that the community's precious water resources are available for future generations; a critical part of this effort is educating its customers about how to use water as efficiently as possible. . FISCAL PESPONSIBILITY. E V W 's desire to use financial resources as efficiently as possible influences all aspects of District decisions; stewardship of ratepayer dollars is treated with the utmost respect and care. . EFFICIENT AND EFFECTIVE GVERNANcrz. EV ISD works consistently to set a new standard for public agency effectiveness by creating a culture that embraces hard work, innovation, new technology, efficiency and accountability. . C 0 MMUNITY PARTNER 141 P. EVWD is a community -centered organization that is devoted to building a close relationship with its community by communicating frequently and providing a partnership that helps local businesses and residents succeed and thrive. PRIMARY COMMUNICATIONS GOALS, (YBF1E0CT1vr=S AND STRATEGIES 1. District Brand Development & Implementation distinct, clearly idemm fiable and consistently deployed brand corrrrnun ica tes District identity its the minds of stakeholders and clarifies District vision. Key initiatives: o Compile Board and staff input on District renaming, logo and tagline; align with existing plans o Generate buy -in from each department through informal sessions o Build and test a range of rebranding options and key messages o Develop mission, vision and value statements in conjunction with rebranding process o Develop new brand implementation strategy for all internal and external messaging o Conduct internal messaging sessions to prepare staff and Board for dissemination o Build and launch 12 -month brand development campaign(community engagement) 2. DeveloPment of Public Information OJfice staff ?nern ber dedicated to developing comrnun ity relationships is a critica 1, cost-effective invest ent that fosters credibility and enhances stakeholder relations. Ivey initiatives: o Determine Pio roles and responsibilities, and identify qua] ifled candidate to lead internal and external communications efforts o Build transitional and long -terra strategy for division of responsibilities o Develop comprehensive outreach program o Create ongoing evaluation and measurement ent process for public information strategies . Strategic Planning Packaging & Presentation A clear, well -pre en fed strategic plan is a valuable resource, providing frequent support for- effective,high- level decision-making. Ivey initiatives: o Hold board workshop on branding specifically for strategic planning documents o Design and draft strategic plan document packaging "Northbound Train" concept o Design and draft strategic outreach plan document to complement primary strategic plan o Develop distribution strategy for stakeholder buy -in and participation o prepare related press release and website content . General Education & Media Outreach Consistent community and media eng ge gent tells the Districts story, builds credibility, garners support and demonstrates openness and transparency. Ivey initiatives: • Draft education messaging strategy for FY 2012/2013; Align with strategic planning principles o Draft broad media outreach strategy for FY 2012/2013; Align with strategic planning principles o Support high-value media strategy with media outreach as necessary o Develop and facilitate special events, tours and sponsorships o Maintain ongoing survey tool to test effectiveness of community engagement strategies t .401 . District Website dynamic, visual, frequ on fly updated and easy to use website com m un icates the perso nality of the District while serving as a resource f r customers. Key initiatives: o Support comprehensive effort and facilitate website project development as needed o Incorporate new look, brand, tagline, etc. o Develop framework/protocol for inter -departmental web content sharing o Ensure active and consistent web updates for all District messaging (releases, video, etc.) . Establish Legislativel tform Clear and active me saging and advocacy must support the D s trict's legislative platform s EVWD increases its regional engagement. Keir initiatives: • Develop messaging materials to support District's adopted 2012/2013 Legislative Platform o Build medias campaign to support District's adopted 201212013 Legislative Platform o Provide support to grant writing consultants when applicable o Support Board of Directors advocacy efforts through increased trade/government/regional outreach and related consistent messaging . Headquarters Communication VWD m ust keep its customers, inedia a nd other stakeholders info rrned of headquarters project developments, share project benefits, and give the commun ity a voice in flae process as the project takes shape. Key initiatives: o Draft headquarlers key messages for inclusion in District messaging and collateral o Prepare Board and staff message support, including FAQs and relevant talking points o Draft and design web content related to new headquarters o Prepare community presentations or other necessary assistance o Build community involvement campaign to solicit stakeholder input Prepare press releases as needed; Facilitate media relations efforts IMPLEMENTATION Many ofthe communications tasks identified above are already underway as part ofthe District's immediate outreach efforts. All initiatives will be prioritized, implemented and evaluated in the 10 - 12 month period ahead, with this document providing a strategic framework. W Subie t to Approval January 9, 2012 EAST VALLEY WATER DISTRICT LEGISLATIVE & PUBLIC AFFAIRS COMMITTEE MEETING MINUTES The Chairman of the committee called the meeting to order at 4:30 p.m. The General Manager led the flag salute. PRESENT: Directors: Levesque, Morales ABSENT: None STAFF: John Aura, General Manager; Justine He dricl sen, Administrative Manager GUEST (S): Ben Coleman PUBLIC PARTICIPATION There being no verbal or written comments the public participation section was closed. DISCUSSION I REGARDING THE TWO-YEAR CALIFORNIA LEGISLATIVE SESSION The committee reviewed the District's legislative positions for the 2011-2012 legislative sessions. The committee would life to review any and all letters of opposition or support that were circulated on the District's behalf. DISCUSSION REGARDING AB3030 The committee and the General Manager will explore legislative options and partnerships with local agencies regarding AB3030. COMMITTEE MEMBER COMMENTS The committee would like to move forward with the District's Strategic Communications Plan. The committee also discussed whether or not a legislative component needs to be addressed in the Plan. The committee would life the following items added to future agendas: • Federal Activities/Partnerships • Strategic Communications flan • Community Events (Highland Harvest Festival etc.) • District Tour • Budget Recommendations for Legislative Activities • Legislative Talking points • Routine Meetings ADJOURN The meeting was a dj ourned at 5:46 p.m. JohnJ. Mura, Secretary Subject to App May 1, 2012 EAST VALLEY WATER DISTRICT LEGISLATIVE & PUBLIC AFFAIRS COMMITTEE MEETING MINUTES The Chairman of the committee called the meeting to order at 12-00 p.m. and led the flag salute. PRESENT: Directors: Levesque, Morales ABSENT: None STAFF: John T ura, General Manager;Justine Hendricksen, Administrative Manager GUEST (S): None PUBLIC PARTICIPATION There being no verbal or written comments the public participation section was closed. LEGISLATIVE UPDATE The committee reviewed the Districts current legislative positions. The committee recommended that the District continue to review legislation and to remain actively engaged when necessary, The District continues its oppose position on AB 467 and SB 1146 unless amended. The committee also discussed AB 1971, SB 1387, SB 1045 and Proposition 84. DISCUSSION EG DING THE DISTRICT'S WEBSITE ENHANCEMENTS AND BRANDING EFFORTS The committee discussed the District's website, logo, strategic communication plan, tagline and branding efforts. COMMITTEE MEMBER COMMENTS No comments at this time. ADJOURN The meeting was adjourned at I-00 p.m. ]ohne. Mura, Secretary Subject to Approval dune 4, 2012 EAST VALLEY WATER DISTRICT LEGISLATIVE & PUBLIC AFFAIRS COMMITTEE MEETING MINUTE The Chairman of the committee called the meeting to order at 1:00 p.m. Director LeVesque led the flag salute. PRESENT: Directors: L.eVesqe, Morales ABSENT: None STAFF: John I ura, General Manager; Justine Hendric sen, ,Administrative Manager GUEST (S): Charles Roberts (Highland Community News), Ron Coats PUBLIC PARTICIPATION There being no verbal or written comments ments the public, participation section was closed. CONSIDER LETTER OF SUPPORT FOR CURRENT ENT LEGISLATION BEING PROPOSED BY LOCAL REPRESENTATIVES ESEI TA.TIVES The committee discussed AB 1508 introduced Assembly Member Carter as it relates t seer pass-through charges. The committee suggested that the District monitor the bill and bring back for review and/or draft a letter of support should the need arise. DEVELOP SCHEDULE AND WORK PLAN FOR TETE 2012/13 LEGISLATIVE AGENDA The committee discussed a number of items regarding the development of a legislative agenda including but not limited t: Developing a legislative schedule • Aligning a Mate and Federal platform (Regional. and Local) Committee structures in line with the District's Strategic Plan Staff and board responsibilities Communication and. outreach STRATEGIC COMMUNICATION PLAN AND IMPLEMENTATION N The committee discussed the need to provide staff clear direction on the Board's expectations, objectives, implementation, and timeline schedules for the communication plan to be completed. Legishative & Public Affairs minutes: 06/04/12 a h COMMITTEE MEMBER COMMENTS No comments at this time. ADJOURN The meeting was adjourned at 2:04 p.m. John J. Mura, Secretary Legislative & Public[Fairs minutes: 06/04/12 jph Subject to Apl2roval August 29, 2012 EAST VALLEY WATER DISTRICT LEGISLATIVE & PUBLIC AFFAIRS COMMITTEE MEETING MINUTES The Chairman of the committee called the meeting to order at :00 p.m. and led the flag salute. PRESENT: Directors: L.eVese, Morales ABSENT: None STAFF: John Aura, Genera. Manager; Justine Hendriekse , Administrative Manager; Cecilia Contreras, Executive Assistant; Felly Malloy, Public Affairs/Conservation Officer GUEST(S): Ben Coleman, Kip Sturgeon, Ron Coats, I estin Blais lis Associates), Andrea Owen I laic & Associates) PUBLIC PARTICIPATION There being no verbal or written comments the public participation section was closed. DISCUSSION REGARDING THE DRAFT LEGISLATIVE PLATFORM The General Manager stated that Legislative Platform follows the Strategic Initiatives that the Board has adopted; that the District has contracted with Elais & Associates to work with the District to implement a legislative platform and that the District's legislative advocate has been also been engaged in the process. At the request of Director Morales, the committee slipped to item #4 in order to teleconference with the District's State Legislative Advocate Mr. Bob Reeb. DISCUSSION REGARDING STATE AND FEDERAL LEGISLATION Mr. Reeb provided an update regarding current legislative activities including but not limited. to: 0 Pension reforms Mr. Reeb stated that he has been working with Blais & Associates to identify items that may arise in the next year which could affect the District. Legislative & Public Affairs minutes: 08/29/12 cmc The committee resumed discussion of item #2. The General Manager stated that this Legislative platform was a collective effort. ISCUSSION REGARDING GRAFT STRATEGIES, OPPORTUNITIES AND TIMELINES Ms. Blais thanked the District for allowing them to help staff research the best legislative and grant approach for the ]district; that they will help the District establish and maintain relationships with agencies like Bureau u f Reclamation (BOR) for grant opportunities; that this document is a roadmap for the District. The General Manager stated that Blais & Associates looks for grant opportunities and sends therm to staff to review and determine i