STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of June 27, 2023
TO: Mayor and Members of the City Council
SUBMITTED BY: Dante Hall, City Manager
SUBJECT: Authorization To Contract With Tripepi Smith for FY 23-24 General Communications Support RECOMMENDED ACTION:
Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute an agreement for an amount not to exceed $80,000.00 with Tripepi Smith for General Communications Support.
EXECUTIVE SUMMARY:
The City is currently working with Tripepi Smith to assist staff with implementing effective strategies, plans, and tactics to better engage our community. Since February 2022, Tripepi Smith has been providing communication services for the City of Hercules, including social media support, press release writing, social media and news outlet media monitoring, graphic design support and hosting the roundtable Quarterly Communication Meetings to allow for department heads to think under a communication lens. During this time the followers and subscribers across all City platforms (Facebook, Instagram and Nextdoor) has significantly increased. The increase in followers can be attributed to the posting of regular content with the City’s style and methods of communication. Being able to offer City resources through our various platforms supports the City’s goals of transparency and education.
BACKGROUND AND ANALYSIS:
Enhancing media relations is a key aspect of being open and transparent with residents and the community since residents are typically receiving their news from local media outlets and not the City directly. By producing press releases and building relationships with reports, the City can ensure that their message is being amplified throughout the region. Continuing with Tripepi Smith will continue to benefit the City, its residents and businesses by maintaining the following efforts:
Bi-weekly Check-in calls/Content Planning: To coordinate efforts with City Staff and sustain momentum on projects, Tripepi Smith will continue to schedule a recurring, one-hour monthly phone call that will include a City-designated lead for engagement. These calls will help drive content planning for press releases, social media posts and stories for a potential digital as well as any additional needs that may arise. This will be a working call during which Tripepi Smith will manage an agenda and provide notes for each call. After each call, the City will receive an action summary email about decisions made on the phone call and related action steps. Tripepi Smith will produce work, such article drafts, in a shared workspace where the City can see progress in real time and provide instant feedback as needed. These tools allow for enhanced collaboration and expedite the production process.
Social Media Management/Content Creation: Social media content creation involves: planning, fact-checking, sourcing graphics, grammar checking and scheduling the post. Tripepi Smith will create up to two (2) posts per week over the course of a month (or generally 8 a month) and distribute them on up to five (5) platforms (e.g. Facebook, Instagram, Nextdoor). This work also includes review of council agendas to develop ideas for social media and press releases.
News articles and press releases: Tripepi Smith can draft news articles, press releases and/or official statements, which are typically up to five hundred (500) words in length. The City would direct the allocation of stories with Tripepi Smith’s suggestions, making internal subject matter experts available to aid the development of the stories when needed.
Each month, Tripepi Smith provides a summary report in PDF format of the basic metrics (reach, posts, engagement, etc.) related to City-controlled social media platforms and other key metrics, such as website visits and “shares” related to our three platforms. This information is a great way to measure whether the content we are creating is actually resonating with our communities.
Since February of 2022, Tripepi Smith has been instrumental in the City’s growth of its subscribers and engagement. The proposed agreement will continue help us evaluate the success of our efforts as well as serve as an ongoing feedback mechanism for gathering valuable insights that can help inform ongoing communication strategy.
FISCAL IMPACT OF RECOMMENDATION:
Funds for general communications support have been budgeted in FY 23-24 Annual Budget. No additional funds are requested. Expenditures for the new contract will begin July 1, 2023.
ATTACHMENTS:
1. Resolution
2. Tripepi Smith Proposal for General Communications Support Services
3. Professional Services Agreement with Tripepi Smith for Communications Support