CivicMic works with the City of Fairfield (the "City") to facilitate community outreach and public engagement opportunities for the City’s Landscaping and Lighting Maintenance Districts (“LLMDs”). During our time facilitating outreach and providing community members with the opportunities to engage with the City, we received some questions about our scope of services and the cost to the City for our services. In this post, CivicMic will explain the scope and cost of the CivicMic outreach and public engagement services.
The purpose of the CivicMic outreach and public engagement services in Fairfield is to help inform and engage the community on their LLMD, the Prop 218 process, and provide community members with multiple channels where they could give genuine feedback to the City. This process is meant to make governance both transparent and collaborative.
CivicMic Outreach and Public Engagement Services
The outreach and engagement services that CivicMic provides include:
- Developing a communications plan
- Designing and printing outreach materials
- Mailing out the outreach materials
- Setting up and managing a community website
- Managing a social media page
- Hosting community meetings
- Fielding resident questions and concerns
- Facilitating working groups
The total cost of CivicMic's services is $24,500. This includes the cost of the CivicMic team's time, as well as expenses like printing and mailing. This cost does not include the Prop 218 engineering analysis and balloting, which is handled by a different department and contract. The cost for that separate service is $53,000, bringing the total effort to $77,500.
To see more information about what the $24,500 covers, see the complete scope below:
CivicMic's Scope of Services
Webpage Creation - Develop and deploy content to a dedicated District webpage and social media
This task includes but is not limited to the following items. Each of these posts to the webpage is emailed directly to the District Listserv members. In addition, a link will be provided for the City website to send property owners directly to CivicMic.com.
- Ongoing updates on maintenance
- Legislative updates
- Meeting announcements and minutes
- Recordings of community meetings
- Content development and updates for website and social media
- Calendar of anticipated events (such as community meetings and service schedules.)
- Background on the need for this project and revenue
- History of use of current funds available to the City
- Annual reports
- Specialized mapping and graphics showing all Districts and each parcel's annual levy amount
Individual Fact Sheet development and design
Email Campaign - Establishment of a Listserv
Using the CivicMic platform, we will establish an email contact list for most participants in this engagement. In addition, multiple postcards will be mailed out announcing the survey and community meetings and explaining how to sign up at CivicMic.com to receive updates.
Surveys – Develop one annual online/mailed survey to gather information from communities
Focused Community Meetings - Provide the following meeting services for meetings
- Hosting of up to two additional virtual or in-person meetings to allow the community to discuss current issues or desired updates to their existing District.
- Creation and posting of Community Meeting notices on various outlets.
- Leading of meetings with objectives created with the City before the meeting.
- Development of action items based on feedback received at Community Meetings or from surveys and other ongoing communication efforts.
- Recordings of Community Meetings will be shared to CivicMic.com and social media sites.
Property Owner Support - Provide phone and email support throughout the process:
Developing trust in the community requires open lines of communication. The CivicMic staff spends 100s of hours responding to residents on the phone and on social media. A toll-free phone number will be provided for use by the City, property owners, and any other interested parties. Bilingual staff will be available for Spanish-speaking property owners. In addition, property owners can submit questions directly to CivicMic.com.
Working Group - Identify and Convene – 8 working group meetings are tentatively scheduled
Assemble a group of individuals to provide input on the project process and solution options. The CivicMic team will work with the community to determine individuals representing various communities and demographics within the proposed boundaries through surveys and meetings. We will then work with this group throughout the solution process to gather input and provide tools to share updates with various groups in the community.
CivicMic strives to provide the best possible outreach and public engagement services. We would appreciate your feedback about your experience with us in this process. Please take the short poll below.
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