FY 2018 Budget Work Session Communications Department April 18, - - PowerPoint PPT Presentation

FY 2018 Budget Work Session

Communications Department

April 18, 2017

Purpose

To provide the Board of County Commissioners with an update on the Communications Department’s activities and proposed FY 2018 Budget.

Presentation Outline

• Department Overview

– Mission – Organizational Chart – Levels of Service – Accomplishments – Efficiencies – Benchmarks

• Proposed FY 2018 Budget

– Estimated Revenue – Proposed Expenditures – Mandated/Required Expenditures

• Summary

Department Overview

Mission Statement

Mission Statement

To effectively coordinate communication between the Lake County Board of County Commissioners and citizens, business owners and visitors regarding county services, goals, objectives and accomplishments.

Department Overview

Organizational Chart

Organizational Chart

Communications Director Graphic Design (3 FTE) Communications, Media Relations & Multimedia Outreach (2 FTE) Web Development (3 FTE)

Total = 9 FTE

Department Overview

Levels of Service

Levels of Service

General Overview

• Support outreach initiatives in three areas of service:

– Communications/Media Relations & Multimedia Outreach – Graphic Design – Web Development & Programming

• Provide support for all BCC departments, divisions and programs,

along with the Property Appraiser and Supervisor of Elections

• Assist other outside organizations, such as the Lake-Sumter MPO,

Historical Society, and Guardian Ad Litem

• Provide communications, web & social media support during EOC

activations

Levels of Service

Communications/Media Relations

• Outreach to local media, citizens,

businesses and visitors to promote county programs, initiatives and accomplishments

– Issuing news releases & media advisories – Planning & coordinating county events – Developing/reviewing content – Weekly e-newsletter – Social media engagement

Levels of Service

Communications/Media Relations

• Media Relations

– Respond to media inquiries for information

• Coordinate media interviews
• Over 160 media incidents/inquiries

responded to

– Promote story ideas and coverage

• f programs, services and

accomplishments

• 225 News Releases & Media

Advisories

Levels of Service

Multimedia Outreach

• Public Relations / Community

Outreach through Social Media

– Social Media Management

• 10 Facebook pages
• 8 Twitter Accounts
• 1 Tourism Blog
• YouTube Channel

– Video / Image story-telling – 19,967 followers on Facebook

(57% increase)

– 7,085 followers on Twitter

(31% increase)

Levels of Service

Graphic Design

• Graphic Design Services:

– Design a variety of printed materials, from bus passes to billboards – Process county stationary orders and coordinate commercial print

• rders

– Support large-scale projects like rebranding of the Supervisor of Elections Office, Tourism Ad Campaigns and special events

Levels of Service

Graphic Design

• Multimedia Graphic Projects:

– State of the County – Website Design – Taking and editing of digital photography and video – Custom presentation designs

Levels of Service

Website Development & Maintenance

• Manage the ongoing

maintenance, both the front-end user interfaces and back-end database connectivity and web programming, of 18 websites

• In Fiscal Year 2016 - Completed

more than 1,200 web-related projects/work orders

Department Overview

Accomplishments

Accomplishments

– Career Online High School – Landscape & Garden Fair – Constructing A Better Lake County Summit – East Lake Community Park Light-Up Event – Fire Rescue Awards – Fire Station 90/104 Opening Ceremony – Manufacturing Summit 2016 – Miracle Field Ribbon Cutting – LX Route 50 Event – Altoona Community Center Ribbon Cutting – Lake Apopka Loop Trail Extension event – Severe Weather Awareness Week Event – State of the County – Stuff the Bus Event – Summer Reading program – Wings and Wildflowers Festival

• Supported numerous projects/events in FY 2016:

Accomplishments

New websites in FY 2016:

– Wellness Way

February 2016

– MadeInLake.com

March 2016

– LakeBigBass.com

April 2016

Refreshed existing website

– Library Services

May 2016

Accomplishments

• NACo Achievement

Award:

– Customer Friendly Web Enhancements for the Property Appraiser’s Website – Marketing materials to inform residents of enhancements

Accomplishments

• Partners In Progress

– New Economic Development Marketing Book

• “O”bassador FAM Tour

– Coordinated and hosted a FAM Tour along with Economic Development & Tourism staff, the City of Tavares and Orlando EDC – Social media influencers from Central Florida

Department Overview

Efficiencies

Efficiencies

• Developed new branding and aided in the outreach efforts for

the Primary Care Connection - Employee Health & Wellness Center

Efficiencies

• Designed new signage for

the Extension Office; saving costs on design

Efficiencies

• Actively distributed information

to the public and media via Social Media for the first time during EOC activation – Hurricane Matthew

– Preparedness information – Road closures & electrical

• utages

– Facebook Live video – nearly 20,000 people reached

Department Overview

Benchmarks

Benchmarks

Managed Websites Comparison

18 10 1 4 10 4 2 4 6 8 10 12 14 16 18 20

Number of Websites Managed by BCC Staff - Lake and Surrounding Counties

Lake Alachua Marion Orange Pasco Polk Sarasota

• St. Lucie

FBC Benchmarks

Smart Services Comparison

County Do you offer Smart Services Lake Yes Alachua Yes Marion N/A Orange N/A Pasco N/A Polk N/A Sarasota N/A

• St. Lucie

N/A

FBC Benchmarks

Number of Website Visitors

717,789 1,100,000

• 1,831,071 1,909,568
• 977,176
• 500,000

1,000,000 1,500,000 2,000,000 2,500,000

Number of Website Visitors – Fiscal Year 2015

Lake Alachua Marion Orange Pasco Polk Sarasota

• St. Lucie

Communications Department

Proposed FY 2018 Budget

Proposed FY 2018 Budget

Estimated Revenues

FY 2018 Revenues:

General Fund $ 570,125 Tourist Development Tax $ 211,496 Library Fund $ 14,042 TOTAL $ 795,663

Tourist Developme nt Tax 26% Library Fund 2% General Fund 72%

Proposed FY 2018 Budget

Proposed Expenditures

FY 2017 Adopted Budget FY 2018 Proposed Budget % Change Personal Services $726,042 $745,075 2.6% Operating Expenses $15,004 $48,439 222% Capital Outlay $0 $2,149 2149% Grants & Aids N/A N/A N/A Reserves N/A N/A N/A Total Expenditures $740,046 $795,663* 7.5%

* Increase in budget due to costs for workorder tracking system, training, replacement camera, addition of part-time communications coordinator.

Communications Department

Mandated/Required Expenditures

Mandated/Required Expenditures

There are currently no mandated or required expenditures.

Communications Department

Summary

Summary

The FY 2018 budget reflects an overall budget increase:

• Maintains current levels of service
• Allows for better project management/workorder tracking
• Replaces a digital SLR/video camera that will be five years old in FY2018
• Allows for online training for technical staff