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 Communications, Graphic Design Media Relations & Web Development (3 FTE) Multimedia Outreach (3 FTE) (2 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 of 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 orders – 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 • Supported numerous projects/events in FY 2016: – Career Online High School – LX Route 50 Event – Landscape & Garden Fair – Altoona Community Center Ribbon – Constructing A Better Lake County Cutting – Lake Apopka Loop Trail Extension Summit – East Lake Community Park Light-Up event – Severe Weather Awareness Week Event – Fire Rescue Awards Event – Fire Station 90/104 Opening – State of the County – Stuff the Bus Event Ceremony – Manufacturing Summit 2016 – Summer Reading program – Miracle Field Ribbon Cutting – Wings and Wildflowers Festival
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 outages – Facebook Live video – nearly 20,000 people reached
Department Overview Benchmarks
Benchmarks Managed Websites Comparison Number of Websites Managed by BCC Staff - Lake and Surrounding Counties 20 18 18 16 14 12 10 10 10 8 6 4 4 4 1 2 0 0 0 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 N/A Polk N/A Sarasota N/A St. Lucie
FBC Benchmarks Number of Website Visitors Number of Website Visitors – Fiscal Year 2015 2,500,000 1,831,071 1,909,568 2,000,000 1,500,000 1,100,000 977,176 1,000,000 717,789 500,000 - - - - Lake Alachua Marion Orange Pasco Polk Sarasota St. Lucie
Communications Department Proposed FY 2018 Budget
Proposed FY 2018 Budget Estimated Revenues General FY 2018 Revenues: Fund 72% General Fund $ 570,125 Tourist Development Tax $ 211,496 Library Fund $ 14,042 TOTAL $ 795,663 Tourist Library Developme Fund nt Tax 2% 26%
Proposed FY 2018 Budget Proposed Expenditures FY 2017 Adopted FY 2018 % Budget 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
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