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Home My WebLink AboutItem 9.1 Public Information Program CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: January 28, 1985 SUBJECT Development of a Comprehensive Public Information Program EXHIBITS ATTACHED Exhibit A: Cover Sheet for. Service Request Form Exhibit B: Front Side of Fiedback Card -Exhibit C : Back Side of Feedback Card Exhibit D : Table I and Table II - Indicating cost breakdown for development of Service Request Form -and City Newsletter RECOMMEND4TION _ Authorize Staff to proceed with the'.1im'pleme' ntation of a Service Request Form which allows. for feedback and the production of a .-City .,Newsle' tter : F INANCIAL STATEMENT Total cost' of imple,m-enting'..Service ��Requte_ st_-Form ;and One ' Issue - of City Newsletter - $3 ,866.00. �Sufficient the".'Qity Manager s �.budget ;,-f unds ' are available",,,'in DESCRIPTION Staff has examined the development .o-f -a .co'mprehensive Public Information Program. This proposal ,will attemptto".address -the provision of information to residents and the ability -'.to' ".'obtain 'feedback.— The Public Information Program' will include * the-'-ciirre*nt�.m'ethod's*�of. providing I-,�i information 'to residents. .The Recreation Brochure will-..advertise programs - sponsored by the City of Dublin. The City has also ..used, display advertising in local newspapers advising readers of important public ,_h'earings., The local press has also 'been responsive dn covering 'events :related to -.,local government . Staff will continue to provide members- of' 'the press with agenda-.. -.- packets . In addition, - when appropriate press releas*es .-.have -been used to direct attention to .,important items . These efforts will :continue to--be used by Staff. In addition' ,- 'the use of a special service r-equest-form -and a' City- Newsletter are proposed as additional elements of the City' s Public Information Program. -- Service Request Form City Staff has developed a basic service request format which has .been in place for approximately 6 months. The form providesa -standard record of information on each request and allows adequate space .to describe -.the action taken. In an effort to obtain more information and ' assess' :the' '.-Varlous requests to City Departments , Staff .has developed a 'new 's'ervice -re4uest 'form. ..�'The new service request form will become a part of the City' s Public Information Program. It is Staff' s intent to request feedback from the'-residents utilizing this form. This will allow for the public to assess how well it perceives services are provided by Staff and the City' s Contractors . It is proposed that the actual Service Request form be duplicated and mailed to the resident making the request once the City has responded to a request . The form would identify the nature of the problem and the action taken. The resident would be asked -to complete a two question evaluation. The first would reflect their level of satisfaction with the specific request . The second would attempt to determine their satisfaction 'with City services over the past year. The form would include ample space for written coraments and suggestions . This information system will also be valuable in monitoring the productivity and effectiveness of the City' s various operating departments . A sample layout is shown in Exhibits A, B and C . In order to encourage feedback, Staff would recommend that the card be postage paid . This can be accomplished by securing a Business Reply Permit from the Posr, Office . The cost is an annual fee of ';)40 plus $ . 31 for each card returned . (This will increase to a minimum of $ . 33 per card in February , 1985 . ) ---------------------------------------------------------------------------- COPIES' TO : ITE1,j1 NO. 9. 1 AGENDA STATEMENT: Development of a Comprehensive Public Information Program Page 2 _. Based on the use of our current service request form, the cost of implementing a more comprehensive form is shown in TABLE I . It should be noted that the cost of establishing this process included a supply of 1 ,000 Service Request Forms. Staff has found that the first 6 months of using the current forms resulted in approximately 125 forms used. However, it is anticipated that the new format will be utilized for items which are not currently recorded on a standard service request . City Newsletter In an effort to distribute important information to all residents; it is recommended that the City Council authorize the ',preparation -of a City I Newsletter. : The .concept would be to distribute ,the Newsletter.-twice annually. In .order to achieve this goal in a cost effective .manner, it -is -proposed to -.consolidate the -mailing of the Newsletter-with the Recreation' Brochure: The Recreation Brochure would be stuffed inside' the 'Newsletter. , This would allow for a separate mailing of the Recreation Brochure to San Ramon residents who are within the boundaries of--the Dublin San Ramon Services District . - The Newsletter would have a color banner informing the resident of the "Recreation Brochure inside" . The Newsletter would consist of one sheet printed on both sides which would be folded to create four 11" x 17" pages of text. (A sample of -the format will be available at the City Council meeting. ) The costs of producing the Newsletter are shown in TABLE II . These costs do not recognize Staff time necessary to produce the Newsletter. However, it is reasonable to expect that a twice annual Newsletter could be produced by existing Staff. Also, the .expense of postage is not included in the breakdown. This cost would be incurred due to the mailing of the Recreation Brochure, regardless of the development of a Newsletter. The cost estimates provide for 6, 500 copies to' be produced. , The Recreation Brochure is currently provided to 6, 300 postal customers in the City of Dublin. Any extra copies would be retained for placement on public counters for distribution. It is proposed that the first Newsletter be prepared and ready for distribution with the Summer Recreation Brochure in May, 1985 • y Recommendation It is recommended that the City Council authorize Staff to proceed with the development of a Newsletter and Service Request as outlined above. The funds for producing these additions to the City' s Public Information Program have been included in the 1984-85 City Manager' s budget . CITY OF DUBLIN Service Request No . Received from: Name Address Dublin, CA 94568 ---------------------------------------------------------------------------- Daytime Received Phone # By Date Time Location: Same as above Other 1 . Storm Drain 8. Curb/Gutter Repair ` . 14. Building & , Safety Com- 2. Street Sign 9. Striping/Marking plaint .3 . Street Sweeping . 10. Landscape 15 . Information R • eque st 4. Pothole/Street Repair 11 . Tree Trimming 16. Other 5: Street Light 12 . Vector Control = Problem 6. . Traffic Signal , 13 . Zoning Complaint 7. Sidewalk Description of problem: Action: Employee : Date : ---------------------------------------------------------------------------- F", C 4e_ 01F DUBUr� zj ir i + ' f Dubl"in; 'CA+��-4 568: x T x �r iY � ; 1� r {� i ) ? w .,''I 7 r��-..� t-+4�"�y, � yy s K.r♦ :� t s ~ � �, t; ;d ,. r•�j"f '� t,. Y`T l;t?. 4 .'+ !. qC y,. 1 / GI"1{t t „�. •a.l f I- .l Call Receiver Back Name Date Time Phone n- 1. Storm Sewer 9 g t' 17 Tree Tn�,rn 25 Speaal Street Patchln .- recce fir. Y r ) i Yt� rYt¢� 3rsJ 2. Sanitary Sewer 10. Mall Box Damage 18 Trytr 3. Dirty Water 11 Street_Light .Move In Pickup r � ,;i•, r ',' ..-" '1��Lfy)fr��t 7�i urf Restoration •�g,�a,F+1?•- .4., raz `- j� ) �4. Install Meter x ;` 12 Sidewalk` , _- wl^I Needed 5. Water Line Break 13 -Tree Removal rr ` ��.`��' oti! g . I's nr Hydrants i. 6. Meter Problem 14 Tree Instt d�trta � 7 Sign :{ Tr t1tw; t°!c Repair !fir ;zJ h 7t2 :? ,�. .� fr rmatlon ReGst. r+� h 8. Street Cleaning-••'r',i 'rka"�' � Description of PrctiCitt , ,M. . r–�— r - ',:' - 4�` f • �DN� � ...�ra�..w,..&+r'%.- -.�.n+!i`7'�=^+~_ ....s.i.t:.-r+y f'-' _:.�•-r O f . r�,\�`•�� ` ..r.,.....}.-M...r• ems."" .. - ,•ip , - . +t Foreman reman No Action � -._.... r Date ..y Empl No. _ 4 Employee __f ` DETACH HERE ^`t 9 4 0 t �� , CITIZEN EVALUATION 1. How pleased are you with the City's response?(Circle one) VERY ,SOMEWHAT ti VERY ti a SATISFIED f SPLEASEDTx PLEASED DISPLEASED ,}` DISPLEASED v 2. In general,how pleased have you been with city services over the past year?(Circle one)' t VERY SOMEWHAT SOMEWHAT VERY , DISPLEASED DISPLEASED SATISFIED PLEASED PLEASED 1 2 3 4 5 .i Other Comments or Suggestions I 1 19 ==441 s2_ • ` , r .. { I Dear Resident: We got your message! The attached postcard allows you to evaluate how well1. � 7^..r� ` ! we responded to your service request.Thank you for bringing it to our attention. .: { Please answer the questions on the bottom of the reverse side of this form, ?; SiDQ j ,;detach at the perforation and slip it into the mail. No postage is necessary d In the area marked"Other Comments or Suggestions", please comment on any other positive or negative aspects of City services.Are we doing things right and are we doing the right things " --- - - -- Y•City Manager { DETACH HERE NO POSTAGE I ' , NECESSARY IF MAILED IN THE UNITED STATES • BUSINESS REPLY CARD FIRST CLASS PERMIT N0.75 LAKE FOREST.IL POSTAGE WILL BE PAID BY ADDRESSEE City 'Manager The City of Dublin P. O . Box 2340 Dublin, CA - 94548 1 - TABLE I , COST OF DEVELOPING A SERVICE REQUEST FORM WHICH ALLOWS FOR CITIZEN FEEDBACK Typesetting $ 75 .00 Printing Supply of 1 ,000 530.00 Cost of Mailing to Resident 4.(300) 66:'00 Annual Return Postage .Permit, Cost 40�%00 4. ,Cost 'for Return 'of Survey ^rru>'100.`00',<, Total 4 3 , $ $11 X00 �'a i. c' ,.t \:'tk fr� t; y� ; ^r ,y i•ka , r' K� 1_ , ,p} t > •\ \ T tF b\ .K�� E14 Wry3 9i �}e 4 — �K\�.. �,} s•,S µ 1 ''' • VV t M,� .4•: a ,`r.,. r `. 't ,r 1 i � ( . = k , t 4f.3y'{ '{a.C'ki\, �, 4�h „r' TT rt r�'� ag 'G' fi'+�.". .:j r i� f 'a - � s y�?� , t s� c.:. 'c.r '.•.y° Y *\, r�4'S't—+A3 Sort z "a'g-'riz- '"i1, f..st 1 i9 . r�S.�y � ri..a- '�$ \� e .:rs 3 TABLE II ;.ESTIMATED COST .PER .ISSUE OF -PRODUCING : s , CITY NEWSLETTER F Two Color Three Color On One Side On One Side Printing (6, 500 copies ) $t .1 ;$77.17 ' $ 2,305 .09 Typesetting 300.00 300.00 Merging with Recreation Brochure 450.00 `450:00 Total $ 2 ,627.17 $ 3 ,055 :09 - \ .. 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