R-1890-12-00RESOLUTION NO. 1890-12—OO(R)
' A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ALLEN, COLLIN
COUNTY, TEXAS, ADOPTING THE 2001-2006 COMMUNICATIONS PLAN FOR THE
CITY OF ALLEN; AND PROVIDING AN EFFECTIVE DATE.
H
WHEREAS, the City's Public Information Officer has reviewed the 1998-2000 Communications and Marketing
Plan and made revisions based on research of other communications plans and the 1998 citizen survey; and,
WHEREAS, the City Manager and the Public Information Officer reconvnend the adoption of the 2001-2006
Communications Plan to better improve communications within the City organization and with citizens and other
local entities.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ALLEN,
COLLIN COUNTY, TEXAS, THAT:
SECTION 1: The City Council adopt the 2001-2006 Communications Plan for the City of Allen, attached
hereto as Exhibit "A."
SECTION 2: This resolution shall be effective as of January 1, 2001.
DULY PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF ALLEN, COLLIN
COUNTY, TEXAS, ON THIS THE 7TH DAY OF DECEMBER, 2000.
ATTEST:
ion han irr-�
jud]KmorrisA CMGAAE, CITY SECRETARY
APPROVED:
Stephen Terrell, MAYOR
CommunicatYM P
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City of Allen
Public Information Office
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Table of Contents
200, 20% Communka&ns Plan
Appendix A: .................................................................
City of Allen Advertising Procedures
Appendix B: ..... .................. ........................................
City &Video Production Procedures
Appendix C: ............................................................
.... City of Allen Graphic Identity Manual
Appendix D: .....................................................
........... City of Allen Media Relations Policy
Appendix E: ..................................................................
1998 Communications Survey Overview
k
2001-2006 Communications Plan
This five-year communications plan is an update of the City's original Communications and
Marketing Plan, established in 1998 as a result of the Allen City Council's commitment to the
development of a proactive communications program. The original plan was based on a citizen
survey and interviews with City, Allen Independent School District and Allen Chamber of
Commerce officials and contained communication goals and strategies for a two-year time period.
Research for this update included a review of the 1998 citizen survey and the study of municipal
communications plans from the cities of Tallahassee, Florida; Portsmouth, Virginia; Spokane,
Washington; Colorado Springs, Colorado; and Charlotte, North Carolina.
This plan seeks to cultivate an open communications philosophy within the organization that
influences the day-to-day operations, decisions and contacts made by City staff. It should be
viewed as a dynamic strategic planning tool to be updated and amended as circumstances change
and goals are achieved.
CI'
Mission
2001-2006 Communications Plan
To create and maintain public awareness and understanding of Allen city government, thereby
increasing public knowledge of and participation in that government, and to foster open dialogue
within the City organization.
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Values
2001-2006 Communications Plan
The City's communications plan is based on the following values which guide its overall develop-
ment and implementation:
• We believe in an open city government for citizens and employees.
• We believe in a proactive, coordinated approach to disseminating information.
• We believe in a decentralized communication system that supports open, inclusive government
and provides all City employees with the training necessary to effectively and accurately
communicate each department's programs and services.
• We believe in promoting positive relationships between the city government, residents, busi-
nesses and the schools.
• We believe in the development of a unified message that effectively supports and reflects the
goals of the city government as established by the City Council.
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Identity & Image
2001-2" Communications Plan
One of the goals of any corporate communications program is to improve the image of the
organization. There are actually two steps involved in this process — identity and image.
Identity is the sum of what an organization really is — every employee, service, office, building,
letter, form, process, sign, vehicle, etc. Identity is the reality of whether the organization's good
and services are really any good and if its employees really care about their customers.
Image is the other side of the coin. Image is the perception of the organization by individuals and
institutions, based on actual contact and second-hand information such as news media reports and
word of mouth. Image is often affected by the lack of communication and, therefore, the lack of
understanding, particularly in times of great change. Image is important because people base their
actions on their perceptions. To them, their image of the City is reality.
It is critical that the City's messages are communicated honestly and effectively. However, no
amount of communication can overcome deficiencies within the organization. City image is not
only built through its formal communication channels, but more importantly through the day-to-
day interactions of its employees and customers. Each City employee is charge with the
responsibility of fostering a positive image of the Allen city government.
Communications Team
2001-2006 Communications Plan
The point should be made that the Public Information Officer is not the official nor the only
communicator for the City of Allen. Everyone who represents the City government in any official
capacity is a communicator for the City. Therefore, the success of a communications program
depends on everyone's participation.
This plan defines the City of Allen's communications team as the following:
• Mayor and City Council
• City Manager and Assistant to the City Manager
• Department Directors
• All Employees
• City Boards, Commissions and Committees
• Other Council -Appointed Officials
Current Status
2001-2006 Communications Plan
ACCESS ALLEN (www.dallectr.us)
1. The City's site was established in 1999.
2. Site was named "Access Allen" in the summer of 2000 as a better way to market the site
3. To date, the site contains 944 files of information for businesses, Allen residents and visitors.
ADVERTISING
Advertising procedures were developed in February 2000.
ALTERNATE COMMUNICATIONS VEHICLES
Alternative means of communicating with public, such as the monthly utility bills, have been used
on an as -needed basis.
CITY 6 (Cable Channel)
1. Video Production Specialist was hired in May 2000 to oversee City 6 programming and in-
house video needs.
2. Cable channel and video production procedures were established in June 2000.
3. Currently, City Council and Planning and Zoning Commission meetings are carried live on the
channel and then rebroadcast the Monday following each meeting.
COMMUNICATIONS TRAINING AND ASSISTANCE
All City employees, City Council and City board and commission members received media
relations training in April 1999
GRAPHIC IDENTITY MANUAL
A Graphic Identity Manual and program was developed and approved by the City Council in
January 1999.
MEDIA RELATIONS
1. The Public Information Officer has developed good working relationships with the staff of the
Allen American, Allen Image and the Plano bureau of The Dallas Morning News and has
contact with them on a regular basis. The area television stations, which rarely cover the
Allen area, are contacted on a less frequent basis.
2. A Media Relations Policy was established in March 1999 and revised in January 2000.
3. All City employees, City Council and City board and commission members received media
Irelations training in April 1999.
PUBLICATIONS
1. A weekly Council Executive Report was established last year to keep City Council members
up-to-date on City activities.
2. An annual report (State of the City) was established in January 1999 and mailed to all
residential postal patrons.
3. The Municipal Messenger was redesigned and a quarterly mailing schedule was established. It
is currently sent to all residential postal patrons.
4. An employee newsletter (The Inside Scoop) was established in 1998 and is published on an as -
needed basis.
5. The City's Newcomer's Packet was redesigned and is updated as needed. Utility Collections
distributes this packet to residents who request new water service.
Goals & Strategies
Z001-2006 Communications Plan
GOALS
The overall goals of the Communications Program are to:
• Increase awareness, interest and participation of Allen citizens in city government goals and
activities.
• Break down feelings of `yrs -them" between City government and Allen residents.
• Provide a better understanding of City services and programs and how to access them.
• Communicate City Council decisions and actions.
• Build community pride among residents and a positive identification with Allen.
• Increase awareness and support by City employees for the goals, activities and services of the
organization.
• Build corporate pride among employees and positive identification with the City government
as a whole.
• Develop good relationships with members of the media to assist them in being two-way
communicators between the city government and its target audiences.
STRATEGIES
The following strategies will be used to achieve the goals of the City's communications program:
• Create a citywide commitment to implementation of the program.
• Adopt a multimedia and multifaceted approach to communications.
• Promote interactive communication within the organization and with the community.
• Constantly evaluate attitudes, opinions, and satisfaction with communication methods and
techniques.
Target Audience
ZOOI-2006 Communications Plan
The identification of target audiences is a key component of a communications plan. Establishing
these audiences turn a scattershot approach to communications into a targeted one.
External Audiences
• Citizens
• News Media
• Public Segments: business, education, neighborhoods, etc.
Internal
• Employees
• City Council
• City Boards, Commissions and Committees
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Tactics
2001-2006 Communications Plan
This section describes specific tactics — communications tools and techniques — that will be used
to support the City's communications program. These tactics are proposed for a five-year period.
ACCESS ALLEN (www.ci.allen.tx us)
Allen residents are ahead of most communities in terms of the number of citizens who have a
computer and utilize the Internet. In the 1998 Communications Survey, 78 percent of Allen
residents said they had computers and 78 percent indicated some degree of knowledge about the
Internet. Of those who had computers and used the Internet, more than half accessed the Internet
from home.
Based on this information, maintaining a comprehensive, user-friendly web site is a must for the
City of Allen. Established in 1998, the City's site has undergone several design revisions and
content has increased to 944 files. Currently, all departments, the City Council and the boards/
commissions have a page on the site. In addition, visitors have access to meeting agendas,
minutes, forms, permits, building applications, City ordinances, voting information, news releases,
local events calendar, public hearing and bid announcements, comprehensive plans for the City,
' tax information, demographic information and much more
Year 1-5: Continue to evaluate, add and revise content and design as needed.
ADVERTISING
The City of Allen does not, as a rule, advertise simply to promote itself. However, there are
situations in which the City can and should purchase space in local daily and weekly newspapers,
as outlined in the City's Advertising Procedures. Examples include legal notices and ads to
promote City -sponsored events, such as the Allen USA Celebration. City advertising procedures
were established in February 2000.
Year 1-5 Continue to assist departments with purchasing ads.
Review and update Advertising Procedures as necessary.
ALTERNATIVE COMMUNICATION VEHICLES
There are many alternatives available for communicating City information outside the standard
avenues (i.e., news media, internet, cable channel), including the City's monthly utility bills,
homeowner associations' newsletters, direct fax broadcasts, etc. These and other akematives
should be researched as another means of reaching key external audiences.
' Year 1-5: Research alternative communication vehicles and use as available.
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CITY 6 (Cable Channel)
Perhaps the most visible development in the City's communication program is the government
access channel — City 6. The City of Allen is fortunate the channel is located in the lower band and
close to network television. This translates into a high potential to capture viewers as they "surf'
through channels.
The channel had been used for a number of years in bulletin -board style to inform Allen residents
of City activities. However, the 1998-2000 Communications and Marketing Plan called for further
development of the channel, including original programming and live meeting broadcasts. This
goal was based on the 1998 Citizen Survey results, which indicated approximately 67 percent of
Allen residents have cable television service. Those who had cable service stated an interest in the
following programming: future plans for the City; information on City departments, facilities and
programs; issue -oriented programming on topics under consideration by the City Council; and the
broadcast of City Council and other board and commission meetings.
Year 1: Develop and implement original programming for City 6.
Continue five broadcast and replay of City Council and Planning & Zoning
Commission meetings and broadcast additional board and commission meetings as
necessary.
Begin aggressive marketing of City 6 and the services through programming
schedules, advertising and working with local media for coverage.
Research ways to fund additional equipment to further enhance the channel.
Year 2: Review cable procedures established in July 2000 and revise as needed.
Continue to development City 6 programs.
Continue live meeting broadcasts.
Continue marketing efforts.
Identify and purchase additional equipment.
Year 3-5: Conduct evaluation of City 6 programming to determine effectiveness and make
adjustments as needed.
Continue marketing and additional programming.
' COMMUNICATIONS TRAINING & ASSISTANCE
Providing communications training and assistance to City personnel is a critical ongoing function
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of the Public Information Office. The goal is to encourage City staff to contact the PIG when they
have a major issue that needs to be communicated to residents. This not only includes positive
information, but news that is perceived as negative to the City (i.e., water main break). Being first
with "bad" news often deflects criticism of the City "hiding something" from the residents. The
Public Information Office can assist in evaluating the message, who may be impacted or who will
care, the desired outcome and the best communication tool to use to help convey the message or
issue.
The focus is pro -active communication. To identify the best way to provide citizen involvement
and understanding, the Public Information Office should be involved early in the process.
Year 1-5: Ongoing training and assistance as needed
GRAPHIC IDENTITY MANUAL
A city's logo is more than just a graphic and, maybe, a few words or slogan. It is what identifies
that municipality in everything it presents to the public, from its vehicles to stationary. The logo,
in effect, becomes the City's identity. And, because such a logo is used in a variety of ways, it is
important that departmental consistency and quality in image reproduction be maintained.
The City's current Graphic Identity Manual was established as a recommendation of the 1998-
2000 Communications and Marketing Plan and was a coordinated effort between the Public
Information Officer, the Communications and Marketing Committee, the City Manager's Office
and all City departments. The manual was distributed to all departments in January 1999.
The graphics manual sets out guidelines for uniform logo usage on all City equipment, signage,
facilities, correspondence, documents, forms and employee uniforms and other clothing, as well as
specifications for logo format and color. It serves as a supplement to the City's Office Procedures
Manual and replaces any previous logo use guidelines.
Since its original distribution, the manual has not been reviewed and many new employees are
unaware such a publication exists. It is recommended the manual be reviewed and revised as
necessary and it be re -distributed to City departments, City Council and board/cor m fission
members.
Year 1: Review Graphic Identity Manual and revised as necessary.
Distribute manual to City employees and officials.
Year 2-5: Review periodically and revise as necessary.
MEDIA RELATIONS
' A positive working relationship with the news media is a critical component of a successful
communications program because the media is one of the best ways of reaching a large number of
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citizens. The goal is to tell the City's story fust and respond in a factual, professional manner to
any media inquiries.
A. Media Relations Manual
City Council and board/commission members and key City employees will be provided with a
Media Relations Manual that contains the following:
Media Relations Policy
A citywide Media Relations Policy was established in March 1999 and revised in January
2000. This policy should be reviewed and updated as needed.
Media Relations Training Handbook
All employees, City Council and board/commission members participated in Media Relations
Training in April 1999. Because conducting training in a classroom setting is time-consuming
and difficult to schedule, it is recommended that the media relations handbook developed for
the April 1999 training be reviewed, changed as necessary and distributed in the media
relations manual.
Media Directory
A directory of all media outlets, both print and broadcast, will be developed and include
contact numbers, key personnel, deadlines, etc.
The media relations manual will be developed and distributed to all City officials and the
City's Executive Staff. Department directors will determine other key employees within that
department who have regular contact with the media and those employees will be given copies
of the manual. New City Council members, board/commission members and key employees
will receive the manual as part of orientation.
Year I: Review and revise Media Relations Policy and Media Relations Training
Handbook as needed.
Develop Media Relations Manual and distribute.
Year 2-5: Distribute Media Relations Manual to new employees and officials.
Review and revise manual as needed.
B. Proactive Strategy Development
This proactive strategy development recommendation is more of a practice than a program. It
requires ongoing discussions at Executive Staff meetings about potentially controversial and/
or emerging issues which will require strategic media management. This will enable the
organization to be more proactive and organized when distributing information or responding
' to reporters'questions
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PUBLICATIONS
Ongoing publications form the backbone of any communications program. More often than not, it
is the avenue through which the City can present information external audiences without any
media "spin" or filters. Internally, publications keep employees informed on a regular basis and
can be used to disseminate urgent or controversial information in a quick manner. All the City's
publications have been established for several years, however, all should be reviewed at least on a
yearly basis and changes made as necessary to the design and/or the content.
A. Employee Newsletter (The Inside Scoop)
A monthly employee newsletter was established in 1998, however, it is now published on
an as -needed basis. An employee survey will be conducted to determine what kind of
information City employees are interested in reading in the newsletter.
Year 1: Conduct employee survey.
Structure employee newsletter as dictated by the employee survey.
Year 2-5: Continue to publish employee newsletter.
B. Quarterly Report (Municipal Messenger)
The quarterly report is mailed to all residential postal patrons within the city limits in
' March, June, September and December. Last year, a citizen comment card was designed
into the report, allowing citizens to mad or fax continents back to the Public Information
Office. These cards are then forwarded to the appropriate department.
Year 1-5: Continue to review and produce quarterly report.
C. Annual Report (Stare of the Chy)
The City's annual report is mailed to all residential postal patrons in January. In addition to
an overview of the City's activities, it also includes a citizen's comment card which can be
mailed or faxed back to the City.
Year 1-5: Continue to review and produce annual report.
D. New Resident's Packet
The New Resident's Packet is given to anyone who signs up for new utility service with
the City of Allen. It was redesigned last year to include more general information that can
be updated on an as -needed basis instead of several times a year.
Year 1-5: Continue to produce the New Resident's Packet as needed.
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Work Program
2001-2006 Communications Plan
IMPLEMENTATION
Adopt the 2001-2006 Communications Plan. During the annual budget process, develop more
specific timelines to accomplish identified annual goals and a budget for each task.
MONITORING EFFECTIVENESS
A survey of residents will be conducted in year two and year five, as part of the update process of
the Communications Plan. The survey will attempt to determine satisfaction with current
communications methods, and desire for change.
Also, periodically, an audit of both internal and external communication methods and tools will be
undertaken to determine effectiveness and potential modifications, to coincide with updates of the
Plan.
PLAN UPDATES
The Plan will be updated every five years. As part of the process, accomplishments can be
analyzed, and previously identified goals, objectives, and strategies will be revised and changed as
necessary, and new ones identified.
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11
Resources
2001-2006 Commurdcatlons Flan
The Public Information Office is comprised of a Public Information Officer and a Video
Production Specialist. Currently, the division is advertising for a part-time Video Production
Intern to assist with broadcasting and programming on City 6, the City's cable channel.
The division has been able to implement the majority of programs recommended in the 1998-2000
Communications and Marketing Plan. However, further development of some projects, such as
the web site and cable channel, will eventually demand additional staffing. Therefore, it is
recommended that within the nest five years, a fiill-time Video Production Assistant and
Webmaster be added to the PIO staff.
The Public Information Office budget is funded through the City's general fund and is subject to
City Council approval each fiscal year. Because project and equipment demands are increasing in
order to accommodate the expanding responsibilities of the division, this plan calls for researching
and implementing other funding avenues, including Public/Education/Government (PEG) cable
access fees, within the next two years.
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L Summary
2001_2006 Communications Plan
The 2001-2006 Communications Plan is intended to be a working document that will change over
time. The City of Allen is in such a dynamic stage of growth and change that its communication
methods will need to be continually m -evaluated to keep up with the evolving needs of the
community and organization. This plan is a snapshot of the City's current communications goals
and objectives and provides a method to address those goals today while planning for the future.
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Appendix A:
City of Allen Advertising Procedures
L
CITY OF ALLEN PROCEDURE MANUAL
ADMINISTRATION DEPARTMENT
SUBJECT: ADVERTISING
NUMBER:
PROCEDURES
EFFECTIVE DATE: FEBRUARY 2, 2000
AMENDS/SUPERSEDES:
APPROVED:
PETERS V MAmiAGER
L PURPOSE
The purpose of these procedures is to establish guidelines for City advertising in order to avoid
conflict of interest or the appearance of favoritism.
IL APPROPRIATE ADVERTISING
Advertising is permitted for the following purposes:
1. Legal notices as determined by local, state or federal law.
2. To publicize an event, program or activity the City of Allen, City Council or City
boards and commissions are sponsoring alone or with other entities.
3. To announce City Council general elections or openings on any of the City's boards
and commissions.
IL RESPONSIBLITIES
1. City staff is responsible for submitting ads by deadline to the appropriate media. The
Public Information Officer will assist as needed or requested.
2. The cost of advertising will be paid by the department placing the ad.
Appendix B:
City 6/Video Production Procedures
j
'l
CITY OF ALLEN PROCEDURE MANUAL
ADMINISTRATION DEPARTMENT
SUBJECT: CITY CABLE CHANNEL &
NUMBER:
VIDEO PRODUCTION PROCEDURES
EFFECTIVE DATE: JUNE 21, 2000
AMENDS/SUPERSEDES:
APPROVED: .--�
P ERLL VAR M AGER
L PURPOSE
The purpose of this manual is to outline the procedures for programming of the City's cable
television channel and in-house video production services.
H. TYPES
The Public Information Office offers seven ('n basic programming services.
1. Community Bulletin Board — Informational messages displayed in typewritten
form. The bulletin board is in operation when no other programming is scheduled
' and must adhere to the following guidelines:
a. Information will be accepted from the City of Allen and organizations
associated within the municipality only.
b. Requests for messages concerning special events should be received two
(2) weeks in advance of the scheduled event.
C. Information that changes weekly (i.e., job listing) will be updated as
necessary.
2. Documentation — The videotaping of a meeting or event for educational, training
or archival purposes.
3. Live cablecast — The televising of an event as it is happening. Live coverage of
City events will include, but is not limited to, City Council and Planning and
Zoning Commission meetings and special meetings as requested by City
departments only.
4. Outside resource oroarams — Pre-recorded material on a variety of topics
produced by entities other than the City of Allen which shall be considered for
cablecast at a later time.
Lei
5. Public service announcements (PSA's) — 10, 20, 30, 60 or 120 -second
'1 videotaped spots announcing events or issues of importance to the citizens of
Allen that are produced by the City of Allen Public Information Office or
obtained from outside sources.
6. Tape delayed cablecast — A program or event videotaped for cablecast at a later
time. City Council and Planning and Zoning Commission meetings will be
cablecast both live and by tape at set times during the week.
T Training tapes — Instructional videotapes used to discuss, outline, and/or
summarize departmental functions or techniques. Training tapes shall be
produced by the City of Allen Public Information Office for internal use and can
be cablecast on the City's channel when appropriate.
III. OBJECTIVES
The primary objectives of the City of Allen cable channel are as follows
1 To increase awareness of the activities and deliberations of legislative and
advisory bodies of the City of Allen.
2. To provide information to the citizens of Allen concerning the services, facilities,
functions and operations of the City.
3. To assist and encourage citizen participation in programs and services to the
maximum extent possible by providing general information.
4. To assist with the internal training of City departments.
5. To reinforce existing community values and to support the quality of life in Allen.
N. CABLECAST POLICY
City cable channel programming will adhere to the following procedures and guidelines:
1. The majority of programming time will be used for information on municipal
services, projects, events and issues.
2. Programs must not contain:
a. any material that is obscene, libelous, or slanderous or knowingly violates
any federal, state or local laws;
b. lottery, gambling, or pari-mutuel schemes,
Cay Cable Cbamd a Video Prodo m Fmcc kaaa
' 1
C. material designed to promote the sale of products or services; or
promotions and endorsements for individuals seeking public office;
d. solicitation of funds;
e. material or performances that require copyright or trademark authorization
unless written authorization for the use of such materials are secured; and,
f. material promoting a specific religious viewpoint.
3. All programs cablecast on City of Allen's cable channel must be non-commercial
and may not identify services or goods by cost or price. Guests may be identified
as a representative of a business. Commercial or business representatives'
telephone numbers and addresses may not be stated or displayed during the
program, but may appear following program credits.
4. Programs created by outside producers must first obtain indemnification of the
City from liability arising from the content of the program.
5. All requests for cablecasting shall be submitted at least fourteen (14) working
days in advance of the desired date of the proposed cablecast. Requests will be
honored on a first-come, non-discriminatory basis, subject to the availability of
the request playback time. Conflicts in scheduling of access playback will be
resolved in favor of locally -produced programs.
6. Programming material discussing partisan issues will adhere to the Federal
Communications Commission's (FCC) equal time guidelines found in the
Communications Act of 1934, Section 315. For example, candidates for public
office may not make political statements unless he or she is participating in a
forum.
7. All programming scheduled on the City's cable channel will be subject to laws,
rules and regulations present in the Cable Television Consumer Protection and
Competition Act of 1992 and subsequent FCC regulations.
V. REQUEST FOR PROGRAMMING
1. Procedure
All City departments, City -funded outside agencies, and City boards,
committees and commissions, when accompanied by a formal request by
the appropriate City liaison department, may submit requests for
programming considered appropriate for the City's cable channel.
Cay C bk Chmnd a Video P di. RooeAmes
b. Requests may be made via memorandum to the Public Information Officer
and to the Media Technician who has the responsibility and authorization
to schedule production time.
In order to allow for proper production, scheduling and publicity, requests
must be made at least six (6) weeks in advance of the intended
cablecasting date. Request for public service announcements must be
received twelve (12) weeks in advance.
2. Departmental Responsibilities — City departments requesting program
development must be willing to assist in producing the program.
The requesting department shall be responsible for content development
and script outline development. The Public Information Office shall be
responsible for planning, creative concept, script writing, shooting,
editing, post -production and distribution.
b. The requesting department shall identify a contact person to provide
necessary information, persons and props to be used for the production
and on -air presentations. The contact person and/or the department
director shall be available as needed to approve program content.
C. The requesting department may be asked to pay tape duplication costs or
I any extravagant production costs.
VL TECHNICAL STANDARDS
Tapes submitted for playback on the City's cable channel must conform to the following
technical guidelines:
1. One-half inch ('h") S -VHS tapes are preferred, although high quality VHS tapes
may be accepted and must be recorded in SP mode (2 hour speed).
2. A videotape must not contain any skewing, burst, blanking, sync, or tracking
problems or errors. The composite video signal, when viewed on a waveform
monitor, must not be less than 65 IRE or greater than 100 IRE, with black level at
7.5 IRE.
3. The audio signal must not contain any hum, buzz, feedback or signal loss
exceeding 5 seconds. Audio should peak at 0 VU plus or minus 2 VU and be
recorded on normal audio tracks. Hi-fi tracks on S -VHS shall not be used.
4. Each program must be preceded by 30 seconds of black from the head of the tape,
with the first video program appearing at 31 seconds.
C6y Cable C .d &Vidor Produtlion Pro lira
5. Each tape must be labeled with the producer or sponsoring agency's name,
l program title, production date, and exact running time from first video to last.
6. All videotapes must have continuous control track from the beginning of the tape,
including preroll, through the end of the program and postroll black.
VII.
The operation and programming of the City's cable television channel is the responsibility of the
Public Information Office.
Public Information Officer (PIO)
a. The PIO will approve all scripts, prospective guests, editorial content,
subject matter and production quality prior to the broadcast.
b. The PIO will protect the City's copyrights as provided by law.
C. Any requests to use City video products in a commercial manner or to be
sold or distributed in whole or in part must have the PIO's written consent.
d. The PIO will respond fairly and in a timely manner to any complaints
regarding the City's cable television channel operations.
1 Media Technician
a. The Media Technician will record and maintain a daily program log that
includes program titles, airtime and lengths of programs.
b. The Media Technician will not edit the cablecast of public meetings or
subject the same to editorial comment except for technical difficulties.
The audio/video facilities and equipment are to be maintained by the
Media Technician, who will not permit either to be used for inappropriate
purposes or be subjected to improper wear and tear and insufficient
maintenance.
Cay came Ch.d a video P.om W. P.o .
Appendix C:
City of Allen Graphic Identity Manual
U
I
CITY OF ALLEN
Graphic Identity Manual
JANUARY 1999
Contents
City of Allen Graphic Identity Manual
Overview...................................................................................................
3
CityLogo Resolution....................................................................................
4
City Logo Specifications.................................................................................
5
CitySeal..................................................................................................
6
PrintedMaterial...........................................................................................
7
Clothing...............................................................................................:....
8
Vehicles.....................................................................................................
9
Signage..................................................................................................
10
CityEvents...............................................................................................
11
FA
' Overview
City of Allen Graphic Identity Manual
A city's logo is more than just a graphic and, maybe, a few words or slogan. It is what identi-
fies that municipality in everything it presents to the public, from its vehicles to stationary. The
logo, in effect, becomes the City's identity. And, because such a logo is used in a variety of
ways, it is important that departmental consistency and quality in image reproduction be main-
tained.
The Allen City Council understood the importance of such consistency when it approved the
City's Communications and Marketing Plan in July 1998 — a plan that called for the develop-
ment of a City organization identity standardization program. Out of this project came City
Council approval of the current City logo as the City's official logo and the development of the
City of Allen Graphic Identity Manual. This manual is the result of a coordinated effort be-
tween the Communications and Marketing Committee, the City Manager's Office and all City
departments.
The graphics mamral sets out guidelines for uniform logo usage on all City equipment, signage,
facilities, correspondence, documents, forms and employee uniforms and other clothing, as well
' as specifications for logo format and color. The implementation of these guidelines will be done
1 in a phased -in manner to allow for budget constraints. All City department and City -associated
boards and commissions are asked to adhere to the guidelines set out in this manual. City
boards that have incorporated are exempt from these requirements.
Also, this is a working document that will be revised and redistributed by the Communications
and Marketing Committee and the City's Public Information Officer as needed. It serves as a
supplement to the City's Office Procedures Manual and replaces any previous logo use guide
lines. I would ask the cooperation and support of all City staff for the guidelines outlined in this
manual.
"o -r -
Michael Stanger
' Acting City Manager
December 15, 1998
' City Logo Resolution
City of Allen Graphic Identity Manual
RESOLUTION NO. 1682-1-99(R)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ALLEN, COLLIN
COUNTY, TEXAS, DESIGNATING THE GRAPHIC CURRENTLY USED TO
IDENTIFY THE CITY OF ALLEN AS THE CITY'S OFFICIAL LOGO.
WHEREAS, a city's logo identifies that municipality in everything it presents to the public and, in effect,
becomes the City's identity,
WHEREAS, such a logo is used in a wide variety of ways by City departments, frbm vehicles to
communications,
WHEREAS, the City of Allen has adopted a Graphics Manual that establishes a standardization of such a
logo to promote departmental consistency and correct, quality image reproduction,
WHEREAS, this standardization is based on the graphic currently used by the City of Allen to identify the
' municipality and boards and commissions associated with it,
WHEREAS, it is appropriate, for the guidelines established by the City's Graphics Manual, to have an
official City logo,
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ALLEN,
COLLIN COUNTY, TEXAS THAT:
SECTION 1: The logo graphic exhibited in Attachment "A" to this resolution is hereby adopted as the City of
Allen's official logo.
SECTION 2: This resolution shall be in effect immediately upon its adoption.
DULY PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF ALLEN, COLLIN
COUNTY, TEXAS, ON THIS THE 33ST DAY OF JANUARY 1999.
APPROVED:
M/
7—C(2? — '
Stephen Terrell, MAYOR
ATTEST:
O�—
' Judy@dorrk CMC, CITY SECRETARY
Logo Specifications
City of Allen Graphic Identity Manual
CITY OF ALLEN
The City's logo consists of the graphic and the words "City of Allen." When-
ever the logo is used, both elements must be present with proper colors and
fonts. If a line of text is used below the logo, to identify a department for exam-
ple, the tent should be in the same font as the logo lettering and in the same
blue PMS color.
PMS colors: PMS 541 (blue)
PMS 200 (red)
Font: Times Roman (Times/Times Roman derivatives may be used.)
CITY OF ALLEN
One color:
If the logo is being used on a background on which the PMS red and blue are
not appropriate colors, a solid color for both the graphic and works may be
used. For example, a solid black logo could be used on a red shirt. If a line of
text is used below the logo, the same font and color must be used.
Variations:
Variations of this logo may be used by City departments and boards/
' commissions, including those that are incorporated, with permission from the
City Manager and/or City Council as appropriate.
' i City Seal
City of Allen Graphic Identity Manual
The City Seal is used by the City Secretary for official documents such as ordi-
nances, resolutions, proclamations and minutes. The seal can be stamped, em-
bossed on the document or as a gold seal.
For clarification on the proper use of this seal, please contact the City Secre-
t,� tary's office.
11
Printed Material
City of Allen Graphic Identity Manual
Printed Material — Forms
Guidelines for design of printed material forms are outlined in the City's Office
Procedures Manual. City logos used on such material will adhere to the
specifications listed on page 6 of the graphics manual.
Such forms include letterhead, envelopes, notepads, memos, news releases, fax
transmissions, mailing labels, business cards, note cards, etc. Several of these are
on the City's shared drive. For more information about these items, contact your
department secretary.
Printed Material — Publications
The City of Allen produces many documents for employee and public use,
including the Joe Farmer Recreation Center activity guide, the Municipal Mes-
senger, the City Charter, Demographics Guide and City Comprehensive Plan.
These publications may have a logo specifically developed to identify the par-
' 1 ticular document. In addition, the publication must have the City's logo some-
where on the cover, as dictated by the design. The logo must adhere to specifi-
cations on page 4 of this manual.
For more information on City publications, contact the department responsible
for the documents.
Clothing
City of Allen Graphic Identity Manual
Items of clothing can be divided into two categories: uniforms (clothing required
by an employee's job) and casual clothing with some sort of identifying words or
logo.
Casual clothing worn by employees that identify that individual as a City of
Allen employee must have the City's logo as the most prominently displayed
graphic on the clothing. A department can place a line of tent (see example
below) or a smaller graphic to signify the individual department. A second
graphic, however, should be placed away from the City's logo, such as on a
sleeve, the back of hat, etc. The City's logo and any accompanying text must
follow the specifications on page 6 of this manual.
• Uniforms required by an employee's job, particularly those in public safety,
will adhere to federal, state and departmental criteria in regards to badges,
name identification and other special items or equipment. However, an effort
should be made to incorporate the City's logo into a patch or other item on
the uniform, if possible and appropriate. (See example below.)
Example of uniform patch — Code Example of casual clothing — Polo shirt
Enforcement
1111111111
Joe Farmer Recreation Cater �_
CITY OF AIJ.FN
Vehicle Identification
City of Allen Graphic Identity Manual
All City vehicles, which the exception of public safety, are required by law to
have a graphic or words identifying the municipality and the department on each
side of the vehicle. The identifying graphic or words must be large enough to be
read at 100 feet away. In keeping with this requirement, City vehicles, excluding
public safety, will have the City's logo and accompanying text, following the
specifications on page 6 of this manual (See example below.)
Police and fire vehicles will adhere to federal, state and departmental require-
ments regarding vehicle and equipment identification. These departments should,
however, make an effort to incorporate the City's logo as dictated by said re-
quirements and as deemed appropriate by that department's director.
Example of City vehicle identification (except for police and fire).
Signage
City of Allen Graphic Identity Manual
Building Identification:
Signs that identify City buildings should be placed in an area that is easy to see,
either on a marker (example shown below) or on the building itself. Free stand-
ing signs most adhere to City's Sign Ordinance — signs most be of monument
style with a maximum size of 60 sq. ft. for the sign and 30 sq. ft. for the base.
The City's logo, the name of the building or facility and that building's address
should all be placed on the monument sign, following logo specifications listed
on page 6.
No other specific requirements must be met, other than the sign should compli-
ment the building it is identifying and lighting should be considered for identifica-
tion at night.
Example of a building identification sign
5'
Of�
CITY OPALIFN
CITY HALL 3
One Allen Civic Plaza
L
E
L.
City Events
City of Allen Graphic Identity Manual
Departments may develop specific logos to market special City events, such as
the opening of Allen Station Park, the annual USA Celebration or Christmas
tree lighting.
However, the City's logo should also be included in all marketing to identify
the City as the entity sponsoring the event. The City logo location may be dic-
tated by design constraints.
The City logo must adhere to specifications on page 6 of this manual.
Example of special event logo with City logo
P�X,EN STATION pqR
10 .0 `. . Apill 1B, ipBB
n
GRAND OPENING
CITY OF ALLEN
r
Appendix D:
City of Allen Media Relations Policy
I
CITY OF ALLEN PROCEDURE MANUAL
ADMINISTRATION DEPARTMENT
SUBJECT: MEDIA RELATIONS
NUMBER:
POLICY
EFFECTIVE DATE: JANUARY 20, 2000
AMENDSISUPERSEDES: MEDIA
APPROVED: ,.,-�
RELATIONS POLICY - 3/23/99
PETER R. VARG AGER
L PURPOSE
The purpose of this policy is to establish guidelines for the release of information to the media by
City of Allen employees, City Council members and City board/commission members.
IL POLICY
All information that is a matter of public record will be made available to the media through
proper channels and at appropriate times. Information which is not a matter of public record and,
for legal purposes is normally not released, will not be released without authorization, as needed,
of the City Manager, Personnel Director, the appropriate department director and/or legal
counsel. All such decisions should be made with the understanding that releasing to or
withholding information from the media is, in effect, releasing to or withholding the information
from the public.
IIL RESPONSIBILITIES
All City employees, as well as Council and board/commission members, can expect to be
contacted by the media regarding information about the City of Allen. Responsibility for
responding to such inquiries is as follows:
1. City Manager, Assistant City Manager, City Secretary
a These positions are expected to respond to media inquiries with appropriate
information and/or other points of contact.
b. The City Manager is expected to keep the City Council informed on a timely basis of
any potentially controversial or sensitive matter, especially if media attention is
expected or has already occurred.
2. Department Directors
a. Directors are expected to respond to media inquiries with appropriate information
and/or other points of contact.
b. Directors are expected to contact City Manager, Assistant City Manager, Public
Information Officer and/or Media Relations Officer, Personnel Director and/or legal
Medi. Rel .. Ph,
' counsel in regard to potentially controversial or sensitive matters, particularly if media
attention is expected or has already occurred. Such incidents include, but are not
limited to:
• Controversial statements, accusations or debates occurring in meetings of
advisory boards and/or commissions.
• Disruptions in City services.
• Personnel problems such as suspensions and resignations of key staff and possible
employee strikes or walk -outs.
• Accidents or other incidents resulting in the injury or death of a City employee.
• Accidents or other incidents that involve City employees or property resulting in
the injury or death of a citizen.
• Litigation filed or decisions rendered regarding the City.
c. Directors are expected to notify the Public Information Officer of any contact with the
media. Police personnel should report such contact to the Media Relations Officer.
' d. Directors are expected to establish guidelines within their departments regarding
employee contact with the media. These guidelines should include designated
spokespersons for the department, how employees report media contacts and how this
information is reported to other departments and the appropriate public information
officer. Departmental documents will supplement this policy and be placed in the
City's Personnel Policies and Procedures Manual.
3. Public Information Officer (PIO)
a. The Public Information Officer serves as the primary liaison between the media and
City departments, excluding the Police Department in most situations.
b. The PIO serves as the backup for the Media Relations Officer in situations where the
MRO is unavailable.
c. The PIO will assist City employees, Council and board/oommission members with
media inquiries, news releases and interviews, as needed.
d. The PIO is responsible for coordinating news conferences at the request of the City
Manager, Assistant City Manager, department directors, the Council and
board/commission members, excluding the Police Department in most situations.
m . R,1.. P.Hc
e. The PIO will serve as the Emergency Public Information Officer as outlined in the City
' 1 of Allen's Emergency Management Plan.
4. Media Relations Officer (MRO)
a. The Media Relations Officer serves as the primary liaison between the media and the
Police Department.
b. The MRO will serve as backup for the PIO in situations where the PIO is unavailable.
c. The MRO will assist the Chief of Police, Assistant Chief of Police and Police Captains
with media inquiries and news releases, as set out in Police General Order No. 3000.
(See Attachment A.)
d. The MRO is responsible for coordinating news conferences concerning Police matters
at the request of the Chief of Police, Assistant Chief of Police or Police Captains.
e. The MRO is responsible for making a copy of the front page of an incident report
available to the media.
5. Employees
' a. Employees me expected to respond to the media as set out by City's Media Policy and
their departmental policies
b. In the absence of a departmental policy, employees will refer media inquiries to their
department director.
6. City Council and City Board/Commission Members:
The City Council and City's Boards/Commissions are responsible for answering media
inquiries regarding decisions made by that body. Members who vote in the minority are
free to express their dissent but should respect the majority decision. Also, individual
members should refrain from making comments on behalf of the entire group, unless
specifically asked to do so by that body.
IV. OFFICIAL RELEASES OF INFORMATION
1. News Releases
a. The Public htformation Officer will handle most routine news releases for City
departments, excluding the Police Department in most situations. Any time a news
release is issued by someone other than the PIO, a copy must be sent to the PIO, the
City Manager's secretary and to each Council member.
Medi. R,1a .. Poh,
b. News releases will follow the format set out in the City of Allen's Office Procedures
Manual. News release templates for each department are located on the City's shared
network at CommomPublic InjormanomReleases.
c. News releases for all City departments will be retained by the Public Information
Officer.
d. Departments will retain news release copies as determined by that department's policy.
2. News Conferences
a. News conferences will be arranged by the Public Information Officer or City
Manager's office for all departments, excluding the Police Department in most
situations. The Media Relations Officer will handle such requests for the Police
Department.
b. The Public Information Officer and Media Relations Officer will be responsible for
setting a location, notifying the media, making sure appropriate personnel are in
attendance and prepared to answer questions, and handling follow-up requests by the
media are met.
V. TEXAS PUBLIC INFORMATION ACT
' The Texas Public Information Act, Chapter 552 of the Texas Government Code, is the law that
governs access to information held by state and local governmental bodies. The act provides that
all information that is collected, assembled or maintained by or for a government body in
connection with public business is presumed to be public information. Information may only be
withheld if it falls within one of the act's 30 exceptions to disclosure.
Although this section of the Media Policy is designed to give an overall picture of what is and
what is not considered public information, any information which may be unclear or
questionable should be cleared through the City Manager's office, the Personnel Director and
legal counsel.
1. The following is generally considered public information and may be released to the
media: (not an inclusive list):
a. All information used to estimate the need for taxes or expenditures.
b. Manuals, reports, notes, policy statements, E-mail transmissions and computer data
used for governmental purposes
c. Name, position, salary, age, education, work experience, licenses and certificates,
professional awards and recognition and prior employment of employees.
d. Complaints against City employees. (Names of witnesses are protected.)
Me& adm.. P.H,
�1 e. Reports, audits or evaluations made oC for or by a governmental body.
2. The following information concerning the City is not considered public information and
may not be released to the media (not an inclusive list):
a. Pending or current litigation or settlement involving the City.
b. An employee's address, home telephone number, driver's license number or
information concerning family members if that employee signs a written request
preventing such information from being released.
c. The above information regarding a peace officer will not be released regardless of
whether or not that peace officer signed the aforementioned request.
d. As a general mle, social security numbers should never be released.
3. Any information requested by the media under the Texas Public Information Act must be
made in writing — oral requests are not binding. The written request can be delivered in
person, mailed or faxed.
4. If an employee receives such a request, it must be forwarded immediately to the City's
' Public Information Officer or, if the request is received by a Police Department employee,
to the Police Media Relations Officer so the City can comply with the 10 -day response
requirement as provided by state and federal law.
5. Guidelines for the release of information concerning incidents involving the Police
Department, such as arrest sheets, the arrest blotter, offense reports and the like, are
outlined in the Police General Order No. 3000. (See Attachment A.)
V. EMERGENCY MANAGEMENT PLAN — RELEASE OF INFORMATION
The release of information during an emergency or disaster is addressed in the City of Allen's
Emergency Management Plan, Annex I: Public Information. The following is a summary:
1. All information will be released from the Emergency Operations Center. Information from
the scene(s) will cease unless specifically authorized by the Emergency Management
Coordinator and Emergency Public Information Officer.
2. All information released to the media will be routed through the Emergency Public
Information Officer, who will work with the Emergency Management Coordinator in
releasing the information.
3. Information will be released to the media via news releases and news conferences
conducted at a pre -designated media staging area unless specifically authorized by the
Emergency Management Coordinator and Emergency Public Information Officer.
Md. R.M.o Polity
'I VII. DEPARTMENTAL POLICIES:
Police General Order No. 3000 (Attachment A)
Media Rela ms Polity
Appendix E:
1998 Communications Survey
Overview
L-
OVERVIEW
_I The city of Allen is in the process of evaluating its comprehensive residential
communication plan. One component of that plan was the implementation of a
scientific citizen survey. The city retained the services of the research firm of Raymond
Turco & Associates to conduct the attitudinal survey. The survey was designed to
examine residents' knowledge and attitudes regarding the effectiveness of several
types of media sources the city utilizes to provide information to citizens. Additionally,
the survey sought to generate suggestions by which the city could improve its overall
communication methods, especially with regards to the city newsletter and cable
television. The information gathered in this report will allow elected officials and city
staff to better utilize public information sources and thereby provide the maximum
amount of public information to citizens.
The survey investigated the following areas of interest:
1. Informational Attitudes About Allen
® Description of activity in community
® Frequency of voting in city -related elections
® Primary source for city services and activities
® Level of usefulness of sourges in gathering information
{ ® Readership activity of local newspapers
® Primary newspaper read for local Allen news
2. Attitudes Regarding The City Newsletter, "Municipal Messenger"
® Frequency of receiving newsletter
® Level of effectiveness of newsletter in keeping citizens informed (subsample)
® Suggestions for improving contents of newsletter (subsample)
® Level of interest for including additional types of subject matter in newsletter
® Level of support or opposition to suggested newsletter changes
® Likelihood of reading a page published in the newspaper each month
® Primary choice of information dissemination (newsletter or newspaper ad)
3. General Attitudes Regarding Parks And Recreation And Cable Television
Communication Methods
® Frequency of receiving copy of Recreation Schedule
® Method of receipt of Recreation Schedule (subsample)
I M
J ■ t RAYMOND m1ROO and ASSOCMig 1998 Allen Communication Survey Summary Page 8
(1
I
® Level of effectiveness of Recreation Schedule as information source
® Percentage of cable television viewership
® Level of interest in viewing programming topics through expanded service
(subsample)
4. General Attitudes About Technology and City Internet Web Sites
® Level of usefulness of newly constructed electronic message board to get
city information
® Level of importance for citizens to be able to receive city information by computer
® Level of importance for city to have own home page on World Wide Web
® Level of knowledge in accessing information on World Wide Web (subsample)
® Computer ownership or usage in residence
® Locations citizens use to access information (subsample)
® Level of interest in city providing types of information via web site (subsample)
® Level of importance for city to expand web site to include types of information
(subgroup of subsample)
The following is a summary of the key findings concerning these areas.
r` RAYMOND TURCO aM ASS CMTCS 1998 Allen Communication Survey Summary Page 9
KEY FINDINGS
,.i During the first week of May, Raymond Turco & Associates conducted a random survey
of residents in the city of Allen. This survey was designed in conjunction with a review
of the city's communication plan, as well as part of the city's ongoing information
evaluation program. Additionally, the questionnaire was designed to allow elected and
appointed officials to better understand how effective residents rate public information
services and activities in Allen, as well as how to address concerns that are raised
based on scientific public opinion research. In total, the comprehensive survey (see
Appendix) contained numerous variables analyzing the attitudes and opinions of voters.
The telephone survey included the responses of 401 individuals. Below are listed the
highlights from our analysis of the project:
INFORMATIONAL ATTITUDES ABOUT ALLEN
• When asked to describe their involvement in the community, 57% of Allen
residents considered themselves very active (10%) or somewhat informed
(43%), while 19% said they became involved when issues affected them and
25% just lived in the city. When the two active attitudes are combined,
activity is highest in Area II (62%), compared to residents in Area 1 (59%) and
Area 111 (50%). Combined inactivity varied from a high of 50% in Area III to a low
of 38% in Area 11. People in Area III were more likely to identify themselves as
people who became involved when issues affected them (25%), compared to
individuals from Area 1 (17%) or Area II (15%). Also, active voters were more
likely than inactive ones to consider themselves very active (15%-4%), somewhat
informed (51%-41%) or issue -oriented (18%-15%), while inactive voters more
{ often just lived in the city (38%-13%). (See Figure 1, page 19.)
J A majority of respondents sampled (54%) identified themselves as active
1 voters, having voted either often (33%) or always (21%) in city -related
elections. By comparison, nearly one-half said they voted seldom (23%) or
never (22%). People in Area 11 more often voted always (26%) than did
individuals from either Area 1(22%) or Area 111 (17%). By comparison, when
reviewing voting inactivity, Area III residents (51%) more often noted a
seldom or never response, followed by Area 1 (44%) and Area II (38%)
respondents. Residents who were active in the community were significantly
more likely to say they voted always than inactive individuals (29%-11 %). Voting
activity correlated to length of residence, as the group least likely to vote always
had lived in the city under 3 years (13%), increasing to 28% of over 10 year
residents. Overall, 59% of 35-54, 57% of over 55 and 41% of under 35 told
I
j
rt
RAYMOND TURCO and ASSOCIATES 1998 Allen Communication Survey Summary Page 10
I
I
interviewers that they voted always or often in city -related elections.
In an open-ended format, residents identified The Allen American (30%),
newspapers in general (27%) and Municipal Messenger (15%) as where they
got most of their news and information about city services and activities.
Additional sources included friends/neighbors (6%), The Allen Image and
flyers/mailers/posters (both 4%) and The Dallas Morning News (3%). People
in Area I listed The Allen American (42%) with much more frequency than
individuals in either Area III (25%) or Area II (20%). Active community members
were more likely than inactive residents to list The Allen American (33%-26%) and
newspapers in general (30%-23%), while inactive community members more often
listed Municipal Messenger (18%-14%), flyers/mailers/posters (7%-2%) and The
Dallas Moming News (7%-2%). People in the over 55 age range were more likely
to list newspapers (32%) as their primary source, compared to 30% of 35-54 and
17% of under 35 year old survey participants. (See Table #2, page 22).
When asked to express the usefulness of certain sources in gathering news
about Allen, respondents were most intense (very useful) in declaring the
usefulness of the city newsletter (52%), newspapers (48%), mailouts from
the city (38%) and city flyers and posters (35%), while the lowest very useful
ratings were assigned to the elected officials (9%), city employees (12%) and
neighbors (25%). Overall usefulness ratings were highest for the city newsletter
(89%) and newspapers and mailouts from city (both 86%). Two sources received
a combined not useful or not very useful rating in excess of 50%, those being
elected officials (55%) and city employees (52%). Useful ratings In Area I varied
from a low of 35% (elected officials) to a high of 89% (mailouts from city), in Area
II, from 39% (both elected officials and city employees) to 88% (newspapers) and
in Area III, from 39% (elected officials) to 93% (city newsletter). Residents who
considered themselves active in the community assigned higher useful ratings
than inactive members to elected officials (44%-30%) and newspapers
(91%-80%), however, other sources showed minimal variances. (See Tables #3 -
#5, pages 24 - 26).
Two newspapers are read in Allen with any frequency -- The Dallas Morning
News (90%) and The Allen American (83%), with both newspapers read on a
..regularly" basis by over one-half of the people surveyed (61% and 53%).
By comparison, just 29% read The Plano Star Courier either regularly or
occasionally. Additionally, a majority of residents sampled said they never
read three of the newspapers listed, those being The Dallas Business
Journal (82%), Inside Collin County Business (79%) and The Plano Star
Courier (67%). However, when asked which newspaper was read most often
for local Allen news, respondents chose The Allen American (66%) three
times as often as The Dallas Morning News (24%). Regular readership of The
Allen American showed percentages that varied 8% (58% in Area II to 50% in
Area III), compared to a 9% variance for The Dallas Morning News (66% in Area II
■ t RAYMOND TURCO aM ASSOCIATES 1998 Allen Communication Survey Summary Page 11
to 57% in Area III). Active residents were significantly more likely than inactive
respondents to read The Allen American (63%-39%) and more likely to read The
Dallas Moming News (65%-56%). (See Tables #6 -#8 and Figure 2, pages 28 -
30.)
I
THE "MUNICIPAL MESSENGER" NEWSLETTER
Seven of ten residents surveyed recalled having either just received the
"Municipal Messenger" newsletter (10%) or within the past year (61%),
compared to 29% who did not recall receiving a copy. Coverage was
consistent throughout the city, as 72% of both Area II and Area III and 70%
of Area I respondents answered in the affirmative. Active voters were 11%
more likely to recall receiving the newsletter (76%-65%). Long-term residents
were most likely to recall receiving the newsletter (78%), a percentage that
declined among 4-10 (74%) or under 3 (66%) year residents. (See Figure 3, page
33.)
Eight of ten people in the subsample of residents who recalled receiving a
copy of the newsletter rated the effectiveness in keeping citizens informed
either somewhat (47%) or very (37%) effective. By comparison, less than ten
percent rated it not very (6%) or not at all (2%) effective, with 8% giving a no
opinion response. And asked for suggested content improvements, a
limited number of respondents mentioned more information/more issues
(24%), more frequent publication (21%) and more current news/calendar
(12%). Overall effective ratings were similar throughout the city, varying from a
low of 82% (Area II) to a high of 86% (Area III). Interestingly, females were more
likely than males to rate the newsletter very effective (41%-30%), as well as
overall effective (88%-79R/%). Also, short-term (41%) and median -term (40%)
residents were significantly more likely to rate the newsletter very effective,
compared to long-term (25%) residents. The age tabulations showed over half of
the senior respondents rating the newsletter very effective (52%), compared to
39% of under 35 and 33% of 35-54 year old community members. (See Table 9,
page 35.)
I When asked to express their level of interest in including additional subject
matter in the "Messenger," residents were most interested in special event
j information (92%), road construction information (91%), Allen business and
f economy and things to do and places to go (both 90%), Allen city
government (87%) and Allen schools and education (85%). Also, four items
(road construction information, Allen schools and education, things to do
and places to go and special event information) scored above the 50
percentile in terms of intensity (very interested). Interest ratings in Area I
varied from 59% (resident profiles) to 96% (special event information), in Area II
■ r RAYMOND TURCO and ASSOCIATE 1998 Allen Communication Survey Summary Page 12
I
D
from 62% (resident profiles) to 91 % (road construction information) and in Area III
from 70% (resident profiles and Allen sports) to 94% (things to do and places to
go). Items which showed a significant variance between active and inactive
residents included 18% for Allen sports (76% active to 58% inactive) and 10% for
city clubs and organizations (81%-71%). (See Tables #10 -#12, pages 37 - 39.)
When asked to express their support or opposition to content additions in
the newsletter, residents were most supportive of more pictures and more
frequent publication (both 73%), compared to more than one color (60%) and
graphs and tables to describe city issues (68%). In terms of intense support,
more frequent publication (35%) was 15% higher than graphs and tables (20%),
more pictures (18%) or using more than one color (16%). Ratings were consistent
throughout the city, as the most significant variance was 9% and dealt with the
issue of including graphs and tables (73% in Area II to 64% in Area 1). When
compared to community activity and voting activity, support rating variances were
minimal. (See Tables #13 -#15, pages 41 - 43.)
More than three-quarters of the individuals sampled (78%) said they would
be likely (41%) or very likely (37%) to read a page published in the
newspaper each month that was dedicated to city government information.
The highest very likely ratings were registered in Area It (49%), 15% higher
than the next closest region, Area III (34%) and nearly 20% higher than in
Area 1 (30%) However, asked to choose between a newsletter and a page
published in the newspaper, a majority would select the newsletter (55%)
over the newspaper ad (29%), with 10% wanting both. Active voters were
more likely than inactive voters to be very likely to read the page (43%-29%),
although overall ratings were similar (80%-75%). Active voters were twice as
likely to be very likely to read the page (49%-22%) as well as 11% more likely
(83%-72%). People in Area III were significantly more likely to desire the
continuation of the newsletter (66%) than residents in either Area 1 (52%) or Area
11 (46%). (See Figure 4 and Figure 5 pages 44 and 45.)
PARKS AND RECREATION AND CABLE TELEVISION SERVICE
Nearly 8 of 10 residents (79%) recalled receiving a copy of the parks and
recreation schedule, compared to 21 % who answered in the negative.
Variances in receivership of the newsletter was minimal, from a high of 82%
in Area I to a low of 76% in Area III. Asked how they recalled receiving the
schedule, 87% listed in the mail, 8% at the Recreation Center and 2% at both
the Parks and Recreation office or the library. Female respondents were more
likely than males to have received the schedule (84%-70%), while males more
often responded in the negative (24%-10%). Also, active community members
rtRAYMOND TURCO and ASSOCIATES 1998 Allen Communication Survey Summary Page 13
more often than inactive respondents recalled receiving the schedule (83%-73%),
although active and inactive voting activity had identical readings (79%-79%).
Median-term residents more often recalled receiving a copy of the schedule
(86%), compared to either long-term (76%) or short-term (74%) residents. (See
Figure 6, page 48.)
i
• Four of every five Allen residents rated the parks and recreation schedule
either somewhat (29%) or very (55%) effective, compared to 7% who rated it
either not very ° (2%)
I ry (5/°) or not at alleffective. Residents in Area I were
most likely to assign a very effective rating to the schedule (66%),
significantly higher than individuals from either Area III (52%) or Area II
(42%). Female respondents were more prone to rate the schedule very effective
(62%-45%), as too were people with children under age 18 (58%-51 %) compared
to residents without children in that age category. (See Figure 7, page 50.)
• Two-thirds of residents (67%) sampled noted having cable television service
in Allen, compared to 33% who said they did not have service. Cable
subscribership showed minimum variations, between the high (68% in Area
1) and low (66% in both Area 11 and Area 111). People who considered
themselves less active within their community were more likely to have cable
television service in Allen compared to individuals who were more active
'71%-63%', In terms of residency, new residents (67% of under 3 years) were as
likely to have cable television service in Allen as more long-term (67% of over 10
years) residents. (See Figure 8, page 52.)
When asked to express their level of interest in viewing programs on
selected topics on Channel City 6, eight of the nine topics generated interest
ratings in excess of 50% among the subsample of respondents who had
cable television service in Allen. In terms of intensity, residents were most
interested in the following topics; future plans for the city (57%), information
on city programs (44%) and information on different city departments (34%).
By comparison, the lowest intensity ratings were leveled towards national or
international government information (13%), information on state
government (16%) and meetings of city boards and commissions, like P&Z
Board (17%). Overall, the highest topics included information on future plans for
the city (91 %), information on city programs (89%) and information on different city
departments (both 84%), while information from local non-profit agencies (76%)
I and issues facing local government (72%) garnered support from 70% of
residents. Disinterest ratings were highest for national or international
Jgovernment information (51%), meetings of boards and commissions (37%),
meetings of the Allen city council (35%) and information on state government
I (34%). Ratings among the youngest respondent subgroup ranged from 58%
(national or international government) to 94% (information on future plans for city),
among median-aged respondents, from 41% (national or international
government) to 93% (information on future plans for city) and among senior-aged
J rt RAYMOND TURCO and ASSOCIATES 1998 Allen Communication Survey Summary Page 14
community members, from 50% (national or international government) to 87%
(information on future plans for city). (See Tables #16 - #18, pages 53 - 57.)
INFORMATION AND TECHNOLOGY
• Two-thirds of residents sampled would be likely (30%) or very likely (33%) to
read the electronic message board the city is planning to construct at the
intersection of McDermott and Allen Drives. By comparison, 22% were
unlikely and 14% very unlikely to read the message board to get information
about city activities and events. There was a 15% intensity variance between
people in Area II (44%) and either Area 1 (30%) or Area III (27%) when reviewing
very likely ratings. Overall likely ratings were also highest in Area 11, as
three-quarters of residents there said they would somewhat or very likely read the
message board, compared to 61% in Area III and 55% in Area 1. Active
community members more often than inactive respondents expressed higher very
likely (36%-29%) and overall (67%-57%) ratings. (See Figure 9, page 60.)
• When asked how important it was for citizens to be able to receive
information about the city by computer, three out of four rated it either
important (30%) or very important (47%). By comparison, just 20% rated it
unimportant (14%) or very unimportant (6%), with the remaining 4% giving a
no opinion response. Residents in Area I more often rated it very important
(54%), more than 10% higher than people in either Area II (43%) or Area III
(42%). Overall importance ratings varied from a high of 82% in Area I to a low of
72% in Area Ill. People with children under age 18 were more apt to rate this
premise very important than individuals without children in that age range
(51%-40%), as well as overall important (81%-69%). Fifty-one percent of both
short and median -term residents considered the ability to receive information
about the city by computer very important, significantly higher than long-term
(30%) residents. (See Figure 10, page 62.)
• Three-quarters of respondents sampled rated it important (30%) or very
important (42%) for the city to have its own home page on the World Wide
Web, compared to 23% who considered the site unimportant (17%) or very
unimportant (6%). Residents in Area I were most likely to rate the city's
f home page as very important (48%), compared to people in either Area III
(40%) or Area II (36%). Similarly, a higher percentage of Area I respondents
'I rated it important or very important (78%), with the lowest rating in Area II (67%).
Seventy-five percent of active residents considered the home page to be
important or very important, a percentage slightly higher than inactive community
members (67%). The age groups most likely to believe that the city home page
was important or very important were under the age of 54, as 79% of under 35
and 78% of 35-54 year olds rated it important, compared to 36% of people over
r
RAYMOND TURCO aM g550CIAT5 1998 Allen Communication Survey Summary Page 15
H
I
I
the age of 55.
Asked if they owned or had access to a computer that they could use at
home, 78% responded in the affirmative, while 22% said no. Residents in
Area I, who were most enthusiastic in their support regarding the computer-related
questions, were the group most likely to own or have access to a computer (83%),
followed by individuals in Area II (75%) and Area III (74%). People with children
under age 18 more often responded in the affirmative compared to individuals
without children in that age group (86%-55%). Eighty-five percent of people age
35-54 and 84% of under 35 year olds answered in the affirmative to owning a
computer. However, just 36% of people over the age of 55 were able to express
similar attitudes regarding home computer usage. (See Figure 11, page 65.)
When asked how knowledgeable respondents were in accessing information
on the World Wide Web, 78% expressed a degree of knowledge (31%
knowledgeable and 47% very knowledgeable) compared to 11% who stated
they were not knowledgeable or 9% not at all knowledgeable. The level of
knowledge was consistent throughout the city, varying from low of 76% in
Area III to a high of 80% in Area I. Male respondents were significantly more
inclined than females to being very knowledgeable (56%-40%), as well as being
overall more knowledgeable (83%-74%). Also, overall knowledge was more
evident among people with children under age 18 (83%-68%) than individuals
without children in that age group.
When residents who had a computer and were knowledgeable about the
World Wide Web were asked from which location they generally accessed
information, their responses included home (65%) or place of employment
(44%). Just 9% of the people who owned or had access to a computer in
their home did not access the web. Sixty-eight percent of Area I, 65% of Area II
and 59% of Area III residents utilized the home for accessing information. Place
of employment utilization showed a significant variance between the high (51% in
Area III) and low (37% of Area 1) percentages. Active residents more often than
inactive respondents utilized both the home (68%-60%) and their place of
employment (47%-40%). The age tabulations showed home usage similar
between 35-54 (68%) and under 35 (66%) year old respondents, but both groups
twice as often as people over the age of 55 (33%). (See Figure 12, page 67.)
Interest in the city's "web" site could be increased, as respondents
expressed the most overall interest in upcoming city events (90%), general
information about the city (89%) and parks and recreation scheduling (86%).
Other topics scoring in or above the 70 percentile included listing of city
ordinances (79%), ability to e-mail elected and appointed city officials and
council action items (both 78%), property tax information (77%) and city
council meeting agendas (74%). Overall ratings were lowest for the water bill
account information (54%), process to obtain a building permit (56%) and copy of
rt
RAYMOND TURCO and ASSOCIATES
1998 Allen Communication Survey Summary Page 16
the entire city code (61%). Interest ratings in Area I varied from 58% (water bill
account information) to 94% (upcoming city events), in Area II from 50% (water bill
account information) to 88% (upcoming city events) and in Area III from 51%
(process to obtain building permit) to 88% (general information about city). Out of
twelve general topics, each area had eight scoring at or above the 70 percentile.
1 People less active in the community showed a higher interest than active
members to topics such as water bill account information (62%-48%) and property
_ tax information (80%-75%). Active residents were more interested in a copy of the
entire city code (67%-53%), ability to pay for recreational classes (67%-62%) and
council action items (80%-75%). (See Tables #19 -#21, pages 69 -73.)
iba
r
RAYMOND TURCO and A550CIATES 1998 Allen Communication Survey Summary Page 17
1"�
CITY OF ALLEN
Public Information Office
One Allen Civic Plaza
[
Allen, TX 75013
L
(972)727-0100
coa@d.allen.tx.us