FY 2018 Budget Work Session Communications Department

April 18, 2017

Purpose

To provide the Board of County Commissioners with

an update on the Communications Department’s

activities and proposed FY 2018 Budget.

Presentation Outline

• Department Overview – Mission

– Organizational Chart

– Levels of Service

– Accomplishments

– Efficiencies

– Benchmarks

• Proposed FY 2018 Budget – Estimated Revenue

– Proposed Expenditures

– Mandated/Required Expenditures

• Summary

Department Overview Mission Statement

Mission Statement

To effectively coordinate communication between the

Lake County Board of County Commissioners and

citizens, business owners and visitors regarding county

services, goals, objectives and accomplishments.

Department Overview Organizational Chart

Organizational Chart

Communications Director

Graphic Design (3 FTE)

Communications, Media Relations &

Multimedia Outreach (2 FTE)

Web Development (3 FTE)

Total = 9 FTE

Department Overview Levels of Service

Levels of Service General Overview

• Support outreach initiatives in three areas of service:

– Communications/Media Relations & Multimedia Outreach

– Graphic Design

– Web Development & Programming

• Provide support for all BCC departments, divisions and programs,

along with the Property Appraiser and Supervisor of Elections

• Assist other outside organizations, such as the Lake-Sumter MPO,

Historical Society, and Guardian Ad Litem

• Provide communications, web & social media support during EOC

activations

Levels of Service Communications/Media Relations

• Outreach to local media, citizens,

businesses and visitors to promote

county programs, initiatives and

accomplishments – Issuing news releases & media

advisories

– Planning & coordinating county events

– Developing/reviewing content

– Weekly e-newsletter

– Social media engagement

Levels of Service Communications/Media Relations

• Media Relations

– Respond to media inquiries for

information

• Coordinate media interviews

• Over 160 media incidents/inquiries

responded to

– Promote story ideas and coverage

of programs, services and

accomplishments

• 225 News Releases & Media

Advisories

Levels of Service Multimedia Outreach

• Public Relations / Community

Outreach through Social Media

– Social Media Management

• 10 Facebook pages

• 8 Twitter Accounts

• 1 Tourism Blog

• YouTube Channel

– Video / Image story-telling

– 19,967 followers on Facebook (57% increase)

– 7,085 followers on Twitter (31% increase)

Levels of Service Graphic Design

• Graphic Design Services: – Design a variety of printed

materials, from bus passes to

billboards

– Process county stationary orders

and coordinate commercial print

orders

– Support large-scale projects like

rebranding of the Supervisor of

Elections Office, Tourism Ad

Campaigns and special events

Levels of Service Graphic Design

• Multimedia Graphic Projects:

– State of the County

– Website Design

– Taking and editing of digital

photography and video

– Custom presentation designs

Levels of Service Website Development & Maintenance

• Manage the ongoing

maintenance, both the front-end

user interfaces and back-end

database connectivity and web

programming, of 18 websites

• In Fiscal Year 2016 - Completed

more than 1,200 web-related

projects/work orders

Department Overview Accomplishments

Accomplishments

– Career Online High School

– Landscape & Garden Fair

– Constructing A Better Lake County

Summit

– East Lake Community Park Light-Up

Event

– Fire Rescue Awards

– Fire Station 90/104 Opening

Ceremony

– Manufacturing Summit 2016

– Miracle Field Ribbon Cutting

– LX Route 50 Event

– Altoona Community Center Ribbon

Cutting

– Lake Apopka Loop Trail Extension

event

– Severe Weather Awareness Week

Event

– State of the County

– Stuff the Bus Event

– Summer Reading program

– Wings and Wildflowers Festival

• Supported numerous projects/events in FY 2016:

Accomplishments

New websites in FY 2016:

– Wellness Way February 2016

– MadeInLake.com March 2016

– LakeBigBass.com April 2016

Refreshed existing website

– Library Services May 2016

Accomplishments

• NACo Achievement

Award:

– Customer Friendly Web

Enhancements for the

Property Appraiser’s

Website

– Marketing materials to

inform residents of

enhancements

Accomplishments

• Partners In Progress

– New Economic Development

Marketing Book

• “O”bassador FAM Tour

– Coordinated and hosted a FAM

Tour along with Economic

Development & Tourism staff, the

City of Tavares and Orlando EDC

– Social media influencers from

Central Florida

Department Overview Efficiencies

Efficiencies

• Developed new branding and aided in the outreach efforts for

the Primary Care Connection - Employee Health & Wellness

Center

Efficiencies

• Designed new signage for

the Extension Office; saving

costs on design

Efficiencies

• Actively distributed information

to the public and media via

Social Media for the first time

during EOC activation –

Hurricane Matthew

– Preparedness information

– Road closures & electrical

outages

– Facebook Live video – nearly

20,000 people reached

Department Overview Benchmarks

Benchmarks Managed Websites Comparison

18

10

1 0

4

10

0

4

0

2

4

6

8

10

12

14

16

18

20

Number of Websites Managed by BCC Staff - Lake and Surrounding Counties

Lake Alachua Marion Orange Pasco Polk Sarasota St. Lucie

FBC Benchmarks Smart Services Comparison

County Do you offer Smart Services

Lake Yes

Alachua Yes

Marion N/A

Orange N/A

Pasco N/A

Polk N/A

Sarasota N/A

St. Lucie N/A

FBC Benchmarks Number of Website Visitors

717,789

1,100,000

- -

1,831,071 1,909,568

-

977,176

-

500,000

1,000,000

1,500,000

2,000,000

2,500,000

Number of Website Visitors – Fiscal Year 2015

Lake Alachua Marion Orange Pasco Polk Sarasota St. Lucie

Communications Department Proposed FY 2018 Budget

Proposed FY 2018 Budget Estimated Revenues

FY 2018 Revenues:

General Fund $ 570,125

Tourist Development Tax $ 211,496

Library Fund $ 14,042

TOTAL $ 795,663

Tourist Developme

nt Tax 26%

Library Fund 2%

General Fund 72%

Proposed FY 2018 Budget Proposed Expenditures

FY 2017 Adopted

Budget

FY 2018

Proposed Budget

%

Change

Personal Services $726,042 $745,075 2.6%

Operating Expenses $15,004 $48,439 222%

Capital Outlay $0 $2,149 2149%

Grants & Aids N/A N/A N/A

Reserves N/A N/A N/A

Total Expenditures $740,046 $795,663* 7.5%

* Increase in budget due to costs for workorder tracking system, training, replacement camera, addition of

part-time communications coordinator.

Communications Department Mandated/Required Expenditures

Mandated/Required Expenditures

There are currently no mandated or required

expenditures.

Communications Department Summary

Summary

The FY 2018 budget reflects an overall budget increase:

• Maintains current levels of service

• Allows for better project management/workorder tracking

• Replaces a digital SLR/video camera that will be five years old in FY2018

• Allows for online training for technical staff