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City of Carlsbad City Communication Roles City communication staff are centralized in the Carlsbad City Manager’s Office, with the exception of the Police Department, which has a PIO who handles day to day communication needs. The communication staff works collaboratively with all departments and supports their communication needs as well as the needs of the city as a whole. Following is a chart outlining specific communication roles and responsibilities. Communications Responsibility Department Responsibility Overall Role Determine overall communication strategies to achieve city and department communication goals Identify organizational priorities and needs that could benefit from communication support. Management / Coordination Create and maintain city style guides, brand standards and templates Ensure staff are aware of and utilize approved guides and templates. Advise of needed additions or changes Work with city manager and city attorney to develop communication policies (social media, media, website linking, etc.) Ensure staff are aware of and follow established policies Assign a point of contact to oversee each department’s communication Provide a communication liaison to work with communication point of contact Maintain a pool of pre-screened contractors to assist with department communication as needed Utilize pre-approved contractors Review and approve (or draft) contractor scopes of work for RFP/Qs and contracts involving outreach and engagement May serve as day to day contact for contractors to handle implementation of approved scopes of work Strategy and Planning Develop strategies and plans for meeting communication objectives Identify communication needs and priorities Determine tools and tactics based on communication needs and priorities Review and approve proposed work plans Track results based on overall and department performance measures Identify performance measures Budget (who pays for what) All day-to-day communication needs, including printing, graphic design, advertising, video production, photographer and consultant support One time or special projects, signs and other high-cost materials, postage, hard costs associated with community meetings Assist with estimating resource needs for specific communication initiatives paid for by department budgets Identify significant special or one-time communication needs and include in annual department budget Public Engagement (includes public surveys) Advise of issues/topics most of interest to the community Identify opportunities for public involvement Prepare public engagement plans/review and approve plans prepared by department consultants Identify decisions that would benefit from public input and scope of input desired Implement or oversee department consultant in implementing public engagement programs Provide subject matter experts to support public engagement process Compile input Incorporate input and demonstrate how it was utilized Media Relations Field inquiries Field inquiries City of San Leandro – Strategic Communications Plan | 37