VIRTUAL ‘TELEPHONE’ TOWN HALL MEETING

WHEN: THURSDAY, MAY 29, 2014 6:00 PM

WHERE: OUR PHONE LINES TO YOURS

STRATEGIC PRIORITIES

DURING THE JANUARY 2013 STRATEGIC PLANNING PROCESS, THE CITY COMMISSION ESTABLISHED NINE STRATEGIC PRIORITIES FOR IMPLEMENTATION OVER THE NEXT 3 YEARS. • STRATEGIC PRIORITY #7.3. IMPROVE RESIDENT ACCESSIBILITY AND

ENGAGEMENT THROUGH MEETINGS AND COMMUNICATIONS

‘A TAP INTO THE VIRTUAL WORLD’

STAFF RESEARCHED VARIOUS BEST PRACTICES FOR INCREASED RESIDENT AND STAKEHOLDER ACCESSIBILITY TO- AND ENGAGEMENT IN CITY GOVERNMENT OPERATIONS. KEY FACTORS CONSIDERED: - PROVIDE MORE OPPORTUNITIES- MAKE IT CONVENIENT - INCREASE THE NUMBER OF STAKEHOLDERS REACHED RESULT = “MAKE VIRTUAL CONTACT!!!”

INTRODUCINGTHE ‘TELEPHONE TOWN HALL MEETING’

(TTHM)

• A TELEPHONE TOWNHALL MEETING IS AN ENGAGING, INTERACTIVE WAY WHICH ALLOWS US TO CONTACT OR GET OUR MESSAGE OUT. A LARGE NUMBER OF PEOPLE I.E. “THE CITY MANAGER’S BUDGET AWARENESS TOWNHALL MEETING WRAP-UP FOR THE FY14/15 BUDGET,” ON :

THURSDAY, MAY 29, 2014 AT 6:00 P.M.

WHERE: OUR PHONE LINES TO YOURS

• OTHER FLORIDA AGENCIES UTILIZING THIS MEDIUM : CITY OF PALM BAY, CITY OF FORT LAUDERDALE AND SARASOTA COUNTY SCHOOL BOARD. • UTILIZING A FACILITATOR ALLOWS US TO CREATE A UNIQUE TELEPHONE FORUM THAT MAKES IT EASY

FOR US TO COMMUNICATE WITH YOUR TARGET AUDIENCE.

HOW DOES THE PROCESS WORK?• THE TTHM WILL BE 100% VIRTUAL - CITY MANAGER AND STAFF WILL HOST FROM CITY HALL AND

CALLERS WILL PARTICIPATE VIA TELEPHONE. THE TIMING IS VERY SIMPLE - 3-4 MINUTE INTRODUCTION, 30 MINUTES PRESENTATION, 20 MINUTES OF Q&A, SHORT WRAP UP.  • CITY WILL ENGAGE FACILITATOR TO PROVIDE FULL PRODUCTION SERVICES AND ASSIST WITH

GATHERING TELEPHONE NUMBERS, CO-HOST THE CALL, PARTCICIPANT SCREENING, PARTICIPANT OPT-IN EMAIL COLLECTION AND POST FORUM REPORTING (CHARTS, DATA DETAIL, INBOUND VOICEMAILS AND CONFERENCE RECORDING).• WEB SIMULCASTING FEATURE THAT ALLOWS YOU TO BRING VIDEO, AUDIO AND POWERPOINT

PRESENTATIONS TO THE VIRTUAL TELETOWNHALL AUDIENCE ONLINE.• ANTICIPATE REACHING UP TO 10,000 RESIDENTS FOR A 60 MINUTE CALL

HOW TO PARTICIPATE • REGISTER ONLINE AT WWW.COHB.ORG/TTHM ; OR• REGISTER YOUR NAME AND CONTACT NUMBER WITH THE CITY CLERK AT

THIS AND ALL FUTURE CITY COMMISSION MEETINGS PRIOR TO THE SCHEDULED TTHM; OR• EMAIL YOUR REGISTRATION INFORMATION TO

CITY_CLERK_OFFICE@HALLANDALEBEACHFL.GOV ; OR• DIAL IN 15 MINUTES PRIOR TO MEETING AT 1-888-409-5390 (FOLLOW

PROMPTS)

HOW WE ARE SPREADING THE WORD

• TTHM REGISTRATION FORM ON COHB WEBSITE HOME PAGE• PRESS RELEASE• COMCAST HBTV78• NOTIFY ME (WITH A LINK TO REGISTRATION FORM)• POSTING ON CITYWIDE BULLETIN BOARDS• ADVERTISE ON MARQUEE• PUBLISH ARTICLE IN SOUTH FLORIDA SUNTIMES NEWSPAPER• FLYERS (DISTRUIBUTED CITYWIDE)

QUESTIONS?