HomeMy WebLinkAbout9B Project Communication Report
Phone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com
4646 Dakota Street SE
Prior Lake, MN 55372
CITY COUNCIL AGENDA REPORT
MEETING DATE: MAY 07, 2018
AGENDA #: 9B
PREPARED BY: FRANK BOYLES, CITY MANAGER
PRESENTED BY: FRANK BOYLES
AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION TO RETAIN WSB FOR
ENHANCED PUBLIC IMPROVEMENT PROJECT COMMUNICATIONS AND
COMMUNITY ENGAGEMENT
DISCUSSION: Introduction
Street improvement projects are very disruptive to residents, visitors and
businesses. In fact, they can affect the well-being of our business community. This
is particularly true when the project takes place on county or state streets as is the
case in 2018.
Because of these potential negative impacts, the city council earlier this year
directed that the staff prepare an RFP for a consultant to provide enhanced
communications and community engagement services for the 2018 projects,
specifically the TH13/CR42 and the TH13/Duluth Avenue projects.
History
The staff identified RFP’s that had been prepared by other communities for the
same purpose which had been successful. What staff learned from these
examples was that for communications to be effective for such efforts, the
distribution of information must be immediate to the extent possible and accurate.
The firm best equipped to accomplish this is the one which has complete control of
all project engineering elements. As such, the RFP was prepared and distributed
to the firm of WSB since both the TH13/CR42 and TH13/Duluth Avenue projects
are their responsibility. (In 2019 Bolton Menk will complete the street projects so
the RFP will be sent specifically to them.)
In response to the city RFP, WSB submitted the attached proposal identifying the
timing and types of communications which will be prepared and distributed through
out the life of each project.
Current Circumstances
The central feature of the WSB proposal is the communications coordinator. In this
case, Kurt Bearinger of WSB will assume this role. Kurt has had experience in
leading such projects in the past. One of Kurt’s primary roles will be face-to-face
interaction with the Prior Lake businesses and residents located in the immediate
vicinity of the project.
He will go door to door to learn the concerns of each of those he interacts with. He
will emphasize that for ALL types of project information, he is the person who they
should contact. He will be their contact for the lifetime of the project, responding
promptly and accurately to any inquiries received.
The questions and replies will be logged both to inform future information efforts
but also to track the number and type of information efforts provided throughout
the project.
The communication coordinator will also coordinate the many information efforts
by WSB, the city and Prior Lake American as well as other information sources.
The proposal includes a graphic for each project identifying the approximate
number and type of communications which will be generated each month. For
example, the TH 13/CR42 Project will feature weekly social media, and website
posts or updates, this amounts to 24 of each during the period May through
November.
Each month a construction newsletter will be distributed which will be prepared by
WSB utilizing funds earmarked for that purpose in this proposal. A major
component of this effort is the establishment of a project hotline and e-mail
address that will field questions and provided response during the project
construction. Kurt will also attend weekly team meetings on each project to ensure
he is informed of all stages and updates of the projects.
Communications plan for the TH13/ Duluth Avenue is similarly comprehensive. At
the beginning a start up meeting is conducted and a social media plan prepared.
Contact cards, project fact sheet, and literature is distributed the first month. The
remaining four months of the project feature weekly social media, weekly e-mail,
monthly newsletter message board and Hotline/e-mail list.
Near the end of each project, WSB will prepare a final construction newsletter and
communications survey. From this information they will prepare a final report for
the city council and staff assessing the effectiveness of these efforts.
ISSUES: The WSB proposal originally contemplated the provision of communication
services both for the major projects identified above as well as the Franklin Trail
and Woodside Huron reconstruction projects.
Staff recommends that the focus of this effort be only on the TH13/Duluth Avenue
project. The County Road 42 and State Highway 13 Project has been undertaken
primarily by the county. City staff is supplementing the information on our website
and through short week to week status report recordings. Current staff will also
address the two smaller projects as we have in the past.
WSB has done a good job enumerating the number and type of communication
efforts. The actual communication number and type will be determined by which
approaches appear to be most effective. Timing of the communications will be
influenced by how the project flows from beginning to end.
Staff hopes to learn from these efforts so that in the future we can refine our efforts
based upon the effectiveness of this approach.
FINANCIAL
IMPACT:
The cost proposed for the two large projects is $33,232. The amount attributable
to the Dakota and State Highway 13 project is $22,053. Given that this is the first
time that we have attempted an enhanced communication effort and the fact that
this project is primarily under city jurisdiction, it is recommended that funding in the
amount of $22,053 be approved for this purpose. Funding for this project will be
drawn from the construction fund.
ALTERNATIVES: 1. Motion and second to approve a resolution authorizing the expenditure of up to
$22,053.00 for the completion of a Communications and Community
Engagement Program for the Duluth and State Highway13 Road Improvement
Project.
2. Take no action and direct the staff to prepare additional information on this
topic for city council consideration.
RECOMMENDED
MOTION:
Alternative #1
4646 Dakota Street SE
Prior Lake, MN 55372
RESOLUTION 18-___
A RESOLUTION APPROVING AN ENHANCED COMMUNICATION AND COMMUNITY
ENGAGEMENT PROGRAM BY WSB FOR THE DULUTH AVENUE AND STATE HIGHWAY
13 ROAD IMPROVEMENT PROJECT
Motion By: Second By:
WHEREAS, The economy and vitality of the city is dependent upon the effectiveness of its
transportation system; and,
WHEREAS, Road improvement projects are critical to the construction and maintenance of the
roadways which make up the city’s transportation system; and,
WHEREAS, The Duluth and State Highway 13 Intersection Improvement Project including a
new roundabout are critical to a significant segment of the city’s commercial and
residential area; and,
WHEREAS, Road Improvement Projects are among the most disruptive activities the city
undertakes; and,
WHEREAS, The city has solicited a proposal from WSB for an enhanced communication and
community engagement program for this project to minimize disruption by providing
timely and critical information to all stakeholders.
NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOTA as follows:
1. The recitals set forth above are incorporated herein.
2. The proposal by WSB for enhanced communication and community engagement for the
Duluth and State Highway 13 Project is hereby approved in an amount not to exceed
$22,053.
3. Funds for this project are to be drawn from the construction fund.
Passed and adopted by the Prior Lake City Council this 7th day of May 2018.
VOTE Briggs McGuire Thompson Braid Burkart
Aye ☐ ☐ ☐ ☐ ☐
Nay ☐ ☐ ☐ ☐ ☐
Abstain ☐ ☐ ☐ ☐ ☐
Absent ☐ ☐ ☐ ☐ ☐
______________________________
Frank Boyles, City Manager
Building a legacy – your legacy. 701 Xenia Avenue South
Suite 300
Minneapolis, MN 55416
Tel: 763‐541‐4800
Fax: 763‐541‐1700
Equal Opportunity Employer
wsbeng.com
April 25, 2018
Frank Boyles
City of Prior Lake
Via Email
Re: Proposal to Provide Projects Communications and Community Engagement for 2018 Prior Lake
Road Improvement Projects
Dear Mr. Boyles;
In our information‐rich society, it is imperative that people have ready access to all the details of a
project, plan, or process. The purpose of this project communications plan is to provide the City of Prior
Lake up‐to‐date information on all project progress, milestones, and changes in order to easily and
quickly convey those items to the City staff, officials, residents, and other stakeholders. We are
proposing to achieve an effective communications campaign for City of Prior Lake projects through
three primary principles:
Multiple Platforms
People receive their information in a variety of ways, depending on their level of interest in a project,
their age, and their access to technology. It is important to consider the many ways people get
information about a project and to customize a communications plan to provide the opportunity to
connect a variety of people. This plan proposes to utilize traditional approaches as well as digital media.
Consistency
Oftentimes, communication efforts start off strong only to fizzle in effectiveness over time. Our
approach is specifically designed to ensure strong communications over the course of the project. Since
we have been involved in the design and work details of these projects, WSB is well‐suited to continue
the work of accurately and consistently conveying project information. We are proposing to ensure
consistency by meeting weekly with project managers for the project. The Communications Coordinator
will work closely with the City Engineer, Project Manager, and Construction Inspector to ensure timely
and accurate information is disseminated quickly and consistently throughout the project.
Follow‐Through
The success of all public improvement projects is defined by how smoothly the public and the city
perceive the design and construction to be implemented. In fact, this is our measure of success. Our
team proposes to provide quick, strong follow‐through in answering questions, responding to
comments, and tracking the overall communications we have with stakeholders. In monthly progress
reports, we will include a summary of who we talked to, their concerns, and how they were addressed.
We are hopeful that stakeholders will be satisfied and complimentary in how the project was handled,
as we have heard so many times on municipal infrastructure projects.
Projects Communications Plan
April 25, 2018
Page 2
Goals for Project Communications Plan
1) Provide a communications contact who is responsible for keeping up‐to‐date with current
project conditions and information;
2) Convey information to project stakeholders in a variety of ways to ensure all who are interested
and affected have an opportunity to get information in a way that is easy and convenient for
them;
3) Provide a proactive, high level of customer service to affected property owners and businesses
along the corridor to minimize calls and complaints related to problems or frustrations.
Communications Plan Outcomes
Defining success at the outset of a project increases the likelihood of achieving desired outcomes. The
following outcomes are desired as part of the scope of this communications plan:
1) Seamless construction projects where stakeholders are informed and educated about the
project before and during construction;
2) Projects where changes, delays, or unforeseen circumstances where known to the city and
affected stakeholders were notified in a timely manner;
3) A process whereby multiple communications platforms are used to convey project
information;
4) Results that the City of Prior Lake can be proud of and can be touted as a strong
communication partnership among MnDOT, Scott County, the City, residents, and
businesses.
Metrics of Success
1) Number of interactions on social media (likes, views, shares, comments, and interactions).
This includes tracking “reach” which is the number of people who saw posts on social
media;
2) Number of calls or complaints/questions to city hall, city staff, elected officials (less is
better; zero is the goal);
3) Number of compliments from project stakeholders on the level of communication, ease of
obtaining information, and any other positive comments.
Projects Communications Plan
April 25, 2018
Page 3
Project Communications Scope
The top two priority projects for Prior Lake are Duluth Avenue/TH 13 Intersection and CSAH 42/TH 13.
They will impact the most people and businesses, therefore we have prioritized these two projects
within this scope. We have also included the remaining three projects that can be included, or not
included, as budget allows.
Included in each of these projects are the following deliverables:
On‐Going Deliverables
From May through November, the Communications Coordinator will provide monthly engagement
summaries, identify and attend 2 community events to share information about all projects, and closely
coordinate with project stakeholders.
Final Deliverables
The final deliverables will be completed and presented to the City at the end of the construction season:
1) Survey to all stakeholders with email addresses asking about the preferred form of
communication and the perceived effectiveness of the communication program;
2) Final report and presentation to City Council on outcomes, people reached, number of
calls/emails, most common questions/concerns.
CSAH 42/TH 13 (Scott County Project) &
TH13/DULUTH AVENUE (Prior Lake Project)
Cost – $33,232.00
Duration – May 2018 to November 2018 (for 42/13) and August to November (for TH13/Duluth)
The Communications work plan will be developed in conjunction with Scott County, city staff and the
project team, and includes the following work tasks:
A. Communications Management
The Communications Coordinator will attend applicable pre‐construction meetings and have
regular phone call communication with the project manager, construction inspector, and City
Engineer to ensure knowledge about project phasing and timing, unforeseen construction
challenges, and be able to clearly and accurately describe the status of the project to residents,
businesses, and city officials/staff. The Communications Coordinator is responsible to convey
information in a timely manner, as defined by the level of interest and impact to the
stakeholder. Stakeholders include city staff, city elected officials, businesses and residents.
B. Development of Communication Materials
The Communications Coordinator will develop and/or disseminate any additional needed
printed materials for including project information, contact information, detour information,
project newsletters, and any other media related to the project. This includes developing a
social media plan, which includes weekly posts of project progress and important unforeseen
changes/reminders about lane closures. The Communications Coordinator will provide to the
City for review and release.
Projects Communications Plan
April 25, 2018
Page 4
a. Print Media/Collateral
The Communications Coordinator will develop a monthly printed update in print and
electronic format providing project updates and upcoming milestones and other
important information regarding project progress. This also includes handouts for key
project stakeholders who may be particularly affected. This includes an FAQ sheet for
the project.
b. Digital Media
The Communications Coordinator will develop content through photos and social media
posts to inform “following” public. Social media includes any and all avenues the city
desires to use, including, but not limited to, Facebook, Twitter, YouTube, and a project
website. These include project progress, lane closure information, unforeseen
circumstances, and “fun” facts about the project.
C. Monthly Construction Newsletters
The Communications Coordinator will develop and send city staff, officials, and other interested
parties a monthly construction e‐newsletter with project updates, progress, and any changes to
project scope, scale, or timelines.
D. Meetings and Open Houses
The Communications Coordinator will plan and facilitate up to two meetings with businesses
and affected neighbors for this work, as well as hosting a booth at a community event.
E. Project Hotline and Contact Cards
The Communications Coordinator will set up a project hotline and the number can be
disseminated as necessary to project stakeholders. This line would include a response time of
within 24 hours. This item also includes contact cards or magnets for key contacts during the
project (construction inspector, communications coordinator, project manager, and city staff (if
desired)).
2018 CITY OF PRIOR LAKE RECONSTRUCTION PROJECT
Cost ‐ $28,783.00
Duration – May to October, 2018
This city project includes two neighborhood reconstruction projects, one along Franklin Trail and the
Woodside/Huron/Wildwood/Sante Circle Neighborhoods. These are complete reconstruction projects.
The following activities will be conducted in accordance with the 2018 Re‐construction Project.
B. Communications Management
The Communications Coordinator will attend the pre‐construction meeting and conduct weekly
meetings via phone call with the project manager, construction inspector, and City Engineer to
ensure knowledge about project phasing and timing, unforeseen construction challenges, and
be able to clearly and accurately describe the status of the project to residents, businesses, and
city officials/staff. The Communications Coordinator is responsible to convey information in a
timely manner, as defined by the level of interest and impact to the stakeholder. Stakeholders
include city staff, city elected officials, and residents.
Projects Communications Plan
April 25, 2018
Page 5
C. Development of Communication Materials
The Communications Coordinator will develop and/or disseminate any additional needed
printed materials for including project information, contact information, detour information,
project newsletters, and any other media related to the project. This includes developing a
social media plan, which includes weekly posts of project progress and important unforeseen
changes/reminders about lane closures. The Communications Coordinator will provide to the
City for review and release.
a. Print Media/Collateral
The Communications Coordinator will develop a monthly printed update in print and
electronic format providing project updates and upcoming milestones and other
important information regarding project progress. This also includes
handouts/doorhangers for key project stakeholders who may be particularly affected.
This includes an FAQ sheet for the project.
b. Digital Media
The Communications Coordinator will develop content through photos, and social
media posts to inform “following” public. Social media includes any and all avenues the
city desires to use, including, but not limited to, Facebook, Twitter, YouTube, and a
project website. These include project progress, lane closure information, unforeseen
circumstances, and “fun” facts about the project.
D. Meetings and Open Houses
The Communications Coordinator will coordinate and attend project open houses, necessary
property owners/residents meetings, and other stakeholder meetings to convey project
milestones, timelines, and issues resolution.
E. Monthly Construction Newsletter
The Communication Coordinator will develop and send city staff, officials, and other interested
parties a monthly construction newsletter with project updates, progress, and any changes to
project scope, scale, or timelines.
F. Project Hotline and Contact Cards
The Communications Coordinator will set up a project hotline and the number can be
disseminated as necessary to project stakeholders. This line would include a response time of
within 24 hours. This item also includes contact cards or magnets for key contacts during the
project (construction inspector, communications coordinator, project manager, and city staff (if
desired)).
Projects Communications Plan
April 25, 2018
Page 6
2018 CITY OF PRIOR LAKE MILL AND OVERLAY PROJECT
Cost: $13,108.00
Duration: June to August, 2018
This project involves maintenance through a mill and overlay of 4 miles of city streets.
G. Communications Management
The Communications Coordinator will attend the pre‐construction meeting and periodic phone
calls with the project manager, construction inspector, and City Engineer to ensure knowledge
about project phasing and timing, unforeseen construction challenges, and be able to clearly
and accurately describe the status of the project to residents, businesses, and city officials/staff.
The Communications Coordinator is responsible to convey information in a timely manner, as
defined by the level of interest and impact to the stakeholder. Stakeholders include city staff,
city elected officials, and residents.
H. Development of Communication Materials
The Communications Coordinator will develop and/or disseminate any additional needed
printed materials for including project information, contact information, project newsletters,
and any other media related to the project. This includes developing a social media plan, which
includes weekly posts of project progress and important unforeseen changes/reminders about
lane closures. The Communications Coordinator will provide to the City for review and release.
a. Print Media/Collateral
The Communications Coordinator will develop a monthly printed update in print and
electronic format provided project updates and upcoming milestones and other
important information regarding project progress. These materials also include a
summary to city staff and other key stakeholders of the results of the weekly
construction meeting. This includes an FAQ sheet.
b. Digital Media
The communication coordinator will develop content through photos, videos, and social
media posts to inform “following” public. Social media includes any and all avenues the
city desires to use, including, but not limited to, Facebook, Twitter, YouTube, and a
project website. These include project progress, lane closure information, unforeseen
circumstances, and “fun” facts about the project.
I. Meetings and Open Houses
The Communications Coordinator will attend project open houses, necessary property
owners/residents meetings, and other stakeholder meetings to convey project milestones,
timelines, and issues resolution.
J. Project Hotline and Contact Cards
The Communications Coordinator will set up a project hotline and the number can be
disseminated as necessary to project stakeholders. This line would include a response time of
within 24 hours. This item also includes contact cards or magnets for key contacts during the
project (construction inspector, communications coordinator, project manager, and city staff (if
desired)).
Projects Communications Plan
April 25, 2018
Page 7
TH 13 MILL & OVERLAY (MnDOT)
Cost – $9,926.00
Duration – May to September, 2018
The Communications Coordinator will work closely with MnDOT to augment the project
communications for the maintenance project along TH 13 from TH 101 to CR 21.
The Communications work plan will be developed in conjunction with MnDOT communications staff,
city staff and the project team, but will include:
Coordination with MnDOT project manager and communications person
Website content for city website
Social Media Plan and Deployment
Attendance at 5 construction meetings (start‐up)
Attendance at any County hosted community engagement events
Coordination of electronic message signs
Organize and facilitate one business meeting in close coordination with MnDOT
Please feel free to contact us if you have any questions about this proposal at (763) 231‐4863.
Sincerely,
WSB & Associates, Inc.
Breanne Rothstein, AICP
Public Involvement Manager
cc: Jason Wedel, City Engineer
Attachments
Accepted By:
____________________________________________
(Name)
____________________________________________
(Title)
Projects Communications Plan
April 25, 2018
Page 8
Attachment:
WSB’s Relevant Experience – Municipal Communications Coordination
A. City of Champlin 2017 & 2018 Street Re‐construction Projects
WSB is currently working with the City of Champlin to provide enhanced project communication services. WSB is
serving as the point of contact between city staff, construction contractors, businesses, and residents. The team
completed enhanced communications on two separate projects in 2017 and is conducting the same service in
2018, including a neighborhood street re‐construction and a mill and overlay project along the Mississippi River.
Key tasks include: developing and distributing communication materials such as doorhangers, magnets listing
project contacts, project information sheets, and interactive posters; updating residents on project status via
digital outlets such as email, Facebook, and the City’s website; organizing and facilitating events including public
information meetings, a project kick‐off event, project safety demonstrations and attending community events;
maintaining a project hotline; and fielding and logging resident’s calls and emails about the project’s schedule and
general concerns. This work also included an email survey of affected residents and businesses, and a final report
of the results to the City staff and City Council. This work also included the compilation of all affected people’s
contact info into one database.
City of Champlin TH169 Improvement Project (MnDOT project)
The city hired the WSB communications team to work in close coordination with MnDOT staff to communicate the
impacts of the 2017 and 2018 TH169 re‐construction project through Champlin. This included co‐hosting several
open houses, keeping the city’s website updated, evaluating cut‐through traffic, developing mitigative messaging
to alert and prepare residents and commuters, and a social media campaign during peak traffic impact times.
Deliverables including a social media plan and deployment, agendas, presentations, boards, and facilitation of
public meetings, traffic evaluation, pro‐active messaging, and coordination with impacted institutions and
businesses.
City of Edina, France Avenue Re‐construction Project
Members of our team were contracted to complete the construction design and communications/public
involvement for the France Avenue re‐construction between 66th Street and 76th Street in Edina. Aspects of this
project included disseminating project brochures, updates, and the use of a business liaison that conducted regular
stop‐in visits, staffing a hotline, and coordinating answers to inquiries from the business owners and property
managers. This included fliers for businesses to pass out about road closures and detours, mass emails to send to
customers, and coordination and troubleshooting on site during construction. This project highlights our team’s
experience with pro‐actively and effectiveness assisting the construction team in the implementation of a smooth
process for stakeholders.
City of Blaine, 105th Avenue Re‐construction Project
Our team served as the public involvement specialist on the 105th Avenue Re‐construction project adjacent to the
National Sports Center in Blaine. This included the planning, facilitation and summary of a series of focus groups,
open houses, project newsletter, and inter‐agency coordination with project stakeholders. Its location posed
specific challenges and requires close coordination with the National Sports Center to assist in providing
pedestrian safety for visitors, easy access to the business node on foot.
2018 Enhanced Project Communications
CSAH 42/TH 13 Project
MAY JUNE JULY AUGUST SEPT OCT NOV
Project Start –Up Meeting
Coordinate with County
Social Media Plan
Project Fact Sheet
Contact Cards Created
Weekly Social Media Posts
Weekly Email Updates
Monthly Construction Newsletter
Project Hotline/Email List
Literature and Contact Dropped
Weekly Social Media Posts
Weekly Email Updates
Monthly Construction Newsletter
Project Hotline/Email List
Weekly Social Media Posts
Weekly Email Updates
Monthly Construction Newsletter
Project Hotline/Email List
Weekly Social Media Posts
Weekly Email Updates
Monthly Construction Newsletter
Project Hotline/Email List
Final Construction Newsletter
Communication Survey
Prepare Final Report &
Present Summary Results
2x monthly Social Media Posts
2x monthly Email Updates
Monthly Construction Newsletter
Project Hotline/Email List
2018 Enhanced Project Communications
TH 13/Duluth Avenue Project
JULY AUGUST SEPT OCT NOV
Project Start –Up Meeting
Social Media Plan
Project Fact Sheet
Contact Cards Created
Literature and Contacts
Dropped to Area Businesses
and Residents
Community Open House
Weekly Social Media Posts
Weekly Email Updates
Monthly Construction
Newsletter/Website
Project Hotline/Email List
Message Board Set Up
Attend Community Events
Weekly Social Media Posts
Weekly Email Updates
Monthly Construction
Newsletter/Website
Project Hotline/Email List
Message Board Change
Final Construction Newsletter
Communication Survey
Prepare Final Report &
Present Summary Results
2x monthly Social Media Posts
2x monthly Email Updates
Monthly Construction
Newsletter/Website
Project Hotline/Email List
Message Board Change