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MSIC > Documents > Communications
Policy
 Communications
Policies and Procedures
Approved May 13, 2004
Overarching
Principles
It is extremely important that MSIC inquiries be handled with sensitivity
about whether the reply is an official MSIC-endorsed position or
would be more appropriately handled as “speaking as private citizen.”
All inquiries of a general nature about MSIC should flow through
the Communications Committee. If subject/project-specific information
is required, the Communications Committee links the inquirer to
the Subject Expert.
All media inquiries must go through the Communications Committee
for consistency of message and management of media relationships.
Media
Relations
To enhance credibility with the media and the public,
the Communications Committee is responsible for coordinating content
and timing of all media releases and media contacts regarding MSIC
activities.
To enhance visibility with the public, the Communications Committee
plans a minimum of one release per quarter, the content of which
is driven by events and project team progress.
Committee and project team leaders are to provide copy points for
media releases on their subjects, ideally allowing one month for
the Communications Committee to draft the release, coordinate its
timing with other planned releases, and get approval from the Steering
Committee prior to release. Media calendar listings commonly require
notification at least 30 days in advance of an event (some media
require 45 days). A follow up notification 2 weeks in advance with
any updates is also standard.
To coordinate responses from the media to press releases, a “single
point of contact” (SPOC) is identified for each release. Where
the release is specific to a project team’s work, this is the project
team chair. Where a release covers multiple points, the SPOC is
the chair of the Communications Committee.
All facts in a release must be verified by the SPOC prior to release.
Only subjects that have been endorsed (see Endorsements Policy)
by the Steering Committee or are an active part of MSIC’s project
list may carry the MSIC name in the press release.
Public
Events
The Communications Committee maintains a rolling 12-month calendar
of dates and venues for all public meetings. If a change needs
to be made to accommodate speakers, the Project Team makes the
necessary changes (such as securing a venue) with enough advance
notice to allow for timely publicity.
The Communications Committee creates postcard mailings for all
public meetings, and maximizes use of e-mail by sending a “save
the date”
message 3-weeks ahead of an event and a reminder message 3 days
before.
The Communications Committee creates and posts signs at major intersections
to announce upcoming meetings. To enhance the existing MSIC e-mail
list, each Appointed Representative on the Steering Committee either
a) seeks permission from their e-mail list (e.g., Piedmont Pines
residents) for MSIC to incorporate their e-mail address in its
database, or b) forwards MSIC e-mail directly to their own database.
Use of addresses given to MSIC will be in strict conformance to
the MSIC Privacy Policy included in the By-laws.
Web site
For consistent look, feel and flow of content, the Communications
Committee maintains control over the site’s content and design.
Project team leaders are responsible for submitting updates to
the Webmaster as changes/updates occur.
The Communications Committee solicits paid ads that are relevant
to MSIC business.
Newsletter
The Communications Committee designs and distributes one
printed newsletter each year to the entire OPD Beat 13Z. (Discussions
are currently underway about expanding to include Beat 13Y).
The primary purpose of this newsletter is to announce the annual
meeting to elect officers, recruit new members and volunteers,
solicit donations and provide information and updates about current
areas of MSIC focus.
MSIC E-mail
All requests for publicity through e-mail to MSIC members will
flow through the Communications Committee. It must be on a subject
related to an MSIC activity or endorsed under the MSIC Endorsement
Policy. In order to prevent e-mail overload of members, messages
are judged according to timing of recent and upcoming e-mails and
screened against “Is this specific to residents within our Beat?”
Speaker Bureau
The purpose of the speaker bureau is to identify members
of the MSIC that are considered primary subject matter experts
in each of the key areas the MSIC addresses.
All incoming requests for speakers should be referred to the Communication
Committee Chair, who evaluates the opportunity, determines the
most appropriate speaker(s), and provides the speaker(s) with key
messages and visual aids/collateral about MSIC.
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