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File Number: 16-623 <br />become available. Staff will also continue to implement best practices, leverage departments’ <br />followings and strategically utilize paid advertisements to increase traffic to social media sites. <br />Launch of Public Information Team (PIT Crew) <br />In the first quarter of 2016, the City Manager’s Office launched and continues to facilitate a <br />citywide team that is comprised of at least one staff member from each city department who <br />has responsibility for external communication matters in their department. The PIT Crew <br />meets monthly to share information, receive training, and collaborate on upcoming <br />communications-related initiatives. The team also developed several new long-term goals and <br />proposed actions designed to increase the effectiveness of the city’s communications efforts. <br />They include: <br />Goal: Achieve Coordinated and Consistent Communications <br />Proposed Actions to Achieve Goal: <br />·Formally define the meaning of “City Sponsored event” and ensure communication <br />and outreach planning efforts for such events are coordinated across departments <br />·Develop standardized branding, letterheads, stationery and related materials for use <br />by all city departments <br />·Increase monitoring of city websites and ensure pages are actively refreshed as <br />necessary <br />Goal: Improve Interdepartmental Communications Using Available Tools <br />Proposed Actions: <br />·Expand usage of Sharepoint (the City’s internal collaboration and document <br />management platform), including development of internal calendar of events, initiatives <br />and meetings. <br />·Leverage existing internal and external publication & outreach avenues <br />·Create internal matrix that specifically identifies the staff from each City department <br />who have responsibility for external outreach and communications <br />Goal: Enhance Coordination of Media Outreach & Response <br />Proposed Actions: <br />·Coordinate social media postings via the PIT crew <br />·Expand cross-departmental collaboration when responding to media inquiries <br />·Share press and media contacts across departments <br />·Push targeted media releases <br />·Actively monitor and track press & media coverage <br />Multilingual Communications and Outreach <br />The City Council allocated $50,000 to implement the City’s Multilingual Communications and <br />Outreach Program in June of 2016. With these funds, staff purchased simultaneous <br />interpretation equipment that is now made publicly available for City-sponsored events and <br />meetings. Following the purchase of the equipment, Spanish and Chinese simultaneous <br />interpretation services have been provided at three City Council meetings, two community <br />meetings, and one public event. <br />In addition to interpretation, City departments now regularly place advertisements in <br />Page 3 City of San Leandro Printed on 11/16/2016