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Home My WebLink About110221 CC Agenda - Special MeetingIn compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the office of the City Clerk (951) 694-6444. Notification 48 hours prior to a meeting will enable the City to make reasonable arrangements to ensure accessibility to that meeting [28 CFR 35.102.35.104 ADA Title 11]. AGENDA TEMECULA CITY COUNCIL SPECIAL MEETING CONFERENCE CENTER 41000 MAIN STREET TEMECULA, CALIFORNIA NOVEMBER 2, 2021 - 9:00 AM CALL TO ORDER: Mayor Maryann Edwards FLAG SALUTE: Mayor Maryann Edwards ROLL CALL: Alexander, Edwards, Rahn, Schwank, Stewart BUSINESS Any member of the public may address the City Council on items that appear on the Business portion of the agenda. Each speaker is limited to five minutes. Public comments may be made in person at the meeting by submitting a speaker card to the City Clerk or Deputy City Clerk or by submitting an email to be read aloud into the record at the meeting. Email comments must be submitted to CouncilComments@temeculaca.gov. Speaker cards for in -person comments will be called in the order received by the City Clerk or Deputy City Clerk and then, if time remains, email comments will be read. Email comments on all matters must be received prior to the time the item is called for public comments. All public participation is governed by the Council Policy regarding Public Participation at Meetings adopted by Resolution No. 2021-54. 1. Conduct Media Relations Training Workshop Recommendation That the City Council conduct a media relations training workshop. Attachments: Agenda Report ADJOURNMENT The next regular meeting of the City Council will be held on Tuesday, November 9, 2021, at 5:30 p.m., for a Closed Session, with regular session commencing at 7:00 p.m., at the Council Chambers located at 41000 Main Street, Temecula, California. NOTICE TO THE PUBLIC The full agenda packet (including staff reports, public closed session information, and any supplemental material available after the original posting of the agenda), distributed to a majority of the City Council regarding any item on the agenda, will be available for public viewing in the main reception area of the Temecula Civic Center during normal business hours at least 72 hours prior to the meeting. The material will also be available on the Page 1 City Council Agenda November 2, 2021 City's website at TemeculaCa.gov. and available for review at the respective meeting. If you have questions regarding any item on the agenda, please contact the City Clerk's Department at (951) 694-6444. Page 2 Item No. 1 CITY OF TEMECULA AGENDA REPORT TO: City Council FROM: Randi Johl, Director of Legislative Affairs/City Clerk DATE: November 2, 2021 SUBJECT: Conduct Media Relations Training Workshop PREPARED BY: Randi Johl, Director of Legislative Affairs/City Clerk RECOMMENDATION: That the City Council conduct a media relations training workshop. BACKGROUND: On July 14, 2020, the City Council approved its Race, Equity, Diversity and Inclusion (REDI) Initiative. In Phase I of the initiative, the City Council indicated a desire to conduct a media relations training. On July 13, 2021, the City Council approved an agreement with NV5, at the recommendation of subcommittee members Mayor Edwards and Mayor Pro Tern Rahn, to conduct the training. This workshop is being conducted as a result of that direction. FISCAL IMPACT: None ATTACHMENTS: None N V 5 City of Temecula Media Training Workshop November Z 2021 Gabriela.Dow@NV5.com (858) 735-2922 A form of specialized communications. Media Training can help you to more effectively communicate key messages about the City, projects and issues with and via media representatives. Training helps to prepare spokespeople, anticipate questions and provide clear answers. Preparing and rehearsing key messages can help to focus on the main points the City needs to communicate to the public. N V 5 • To improve your techniques and performance for public speaking and for media interviews. • To create clear, concise and consistent messages. • To develop your effectiveness as a key spokesperson. • To communicate key messages via the media in an effective and believable way. nhance the credibility and reputation of the City. N V 5 • First step when a media engagement takes place is to reach out to your City Manager. • Gather as much information as you can before an interview. • Prepare in coordination with your City team. • No surprises! NVS� What makes something newsworthy? 1. Timeliness: Immediate, current information/events are newsworthy because they recently occurred. 2. Proximity: Local information/events are newsworthy because they affect the people in our community and region. 3. Conflict and Controversy: When violence strikes or people argue, we care. Conflict and controversy attract our attention by highlighting issues or differences within the community. NIV 5 m� g What makes something newsworthy? 4) Human Interest: We are interested in other people and identify with their struggles and applaud their amazing feats. 5) Relevance: We are attracted to information that helps us make good decisions. If you like to cook, you find recipes relevant. If you're looking for a job, the business news is relevant. N V 5 AA BAKED DOUGHNUTS RIVAL FRIED Apple cider treats bring apple orchard, farm stand vibe to kitchen BY ERIN JEANNE MCDOWELL Light and fluffy, bursting with tart cider flavor and boasting an undeniable cinnamon -sugar aroma_ Cider doughnuts are a fall staple at apple orchards and farm stands everywhere. But these sweet beauties are not Just the stuff of day -trip dreams. They're achievable at home with this flexible baked - not -feed recipe that's perfect as breakfast the deny afterThanks- giving. or as a special treat to mark the changing of the sea- sons. The batter is spiced with a hefty amount of cinnamon to amplify the cider — there's more cinnamon in the sugary topping, applied after baking — and nut- meg. But other warm fall spices could be added (linger, clove and cardamom would all be welcome. As would boiled cider in place of the apple cider, While any kind JONN KERNICK NY I These baked apple cider doughnuts have a rich flavor that's accentuated by the finishing touch of brushed melted butter. of cider (spiced or classic, from a blend of apples or a single vah- ety) makes for a tasty doughnut. boiled cider — cider reduced by about a third until it's a maple syruplike consistency — gives this recipe a concentrated apple flavor. You can buy it, or make it yourselfby reducing 1!i, cups of apple cider down to 1i. cup-( Cool completely before using.) SLL DOUGHNUTS • E3 x Defensiveness x Criticism of reporter/media X "Off the record" (anything is fair game) Xi "No comment" responses X Responses to speculative questions ("What if....?") i� Responses on others' behalf N V 5 Defensiveness — Responsiveness Criticism of reporter/media —Utilize the media "Off the record" (anything is fair game) — NEVER "No comment" responses — Offer something Responses to speculative questions ("What if....?") — Focus on Facts Responses on others' behalf — Bridge back to YOUR message N V 5 ❑ Set Clear Objectives: Know how you want your messages to motivate your audience. ❑ Determine Message Points: Have two -three primary messages to convey clearly and strongly. ❑ Know the Topic: Demonstrate a thorough understanding of the topic to enhance credibility. N V 5 ❑ Know the LATEST DEVELOPMENTF on a Topic: Extra preparation is often needed in the era of 24/7 digital communications and social media. N V 5 ❑ Understand the Media Outlet: Familiarize yourself with the outlet(s) for which you will be interviewed. ❑ Clarify the intent of the interview and ask who else is being interviewed. ❑ What Do You Want the Audience to Do? WHAT IS YOUR CALL TO ACTION: VALLEYNEWS Os Anadcs'Cs 1*111cs ❑ Be Believable: Speak in a conversational manner. Be personal. ❑ Use Anecdotes and Examples: Illustrate your points by including facts, analogies and personal experiences. ❑ Be Concise: State important facts first and keep language simple. Aim ,_,o > SARAH DAMS SENIOR ENVIRONMENTAL SPECIALIST ❑ Approachable is good. ❑ There is no "opinion." ❑ Absolutely no off-color or off -topic conversation. ❑ Avoid banter and joking. ❑ Keep Your Language Simple: Skip the jargon. Instead, give examples, use anecdotes. ❑ Pick Up the Ball and Run: Sometimes interviewers will be uninformed about the topic. This as an opportunity to steer the discussion toward your messages. ❑ Bridge: Questions will not always lead to your messages. Therefore, it's important to "bridge" to your messages. NiV 5 � ❑ Bridge: Questions will not always lead to your messages. Therefore, it's important to "bridge" to your messages. Bridging ("What I can tell you...") Redirecting ("The real question is...") Focusing ("What's important here is...") Reinforcing ("That's a great question...") Repeating (key messages to fit any question) ❑ Energize and Express Yourself: Use hand gestures and facial expressions to energize your interview. ❑ "No Comment" is No Good: You can convey the same message in other ways: "We're trying to find out more about the situation..." N V 5 �y ❑ Don't "over -answer" — 30 seconds at a time. ❑ Address the question and work in a key message. ❑ Repeat the question if needed. ❑ It's OK to say "I don't know." Get help/answers. V 5 ❑ Correct Misstatements: Correct errors ASAP in a courteous, professional manner. ❑ Re -Do Answers: With taped TV interviews, you are free to ask to "re- do" an answer. ❑ If You Don't Know, Say So. NVS �� Organization Positioning Messages Common messages that need to be reinforced at every opportunity: What is the City of Temecula's Mission? I What is your position at the City of Temecula and how do you support the common Mission? t k a n 01 What are messages? • Summarized information. • Grounded in facts and data. • Not "spin." • Consistent communication. • 3 to 4 key messages are ideal. N V 5 The mission of the City of Temecula is to maintain a safe, secure, clean, healthy, and orderly community; to balance the utilization of open space, parks, trail facilities, quality jobs, public transportation, diverse housing, and adequate infrastructure; and to enhance and revitalize historic areas. The City will encourage programs for all age groups, utilize its human resources, and preserve its natural resources while stimulating technology, promoting commerce, and utilizing sound fiscal policy. It is the City Council's resolve that this mission will instill a sense of pride and accomplishment in its citizens and that the City will be known as a progressive, innovative, balanced, and environmentally sensitive community. Who are we "messaging" to? • Local Media • Temecula Talk, Nextdoor • Temecula Residents At -Large • Businesses At -Large • Planning Groups • Community Groups • Real Estate Groups • Parenting/ School Groups • Recreation /Sports Clubs NIV15 Strategies when sharing project -specific messages 1. Clarity and consistency: For all ages. 2. Easy to follow: One to two sentence explanations. 3. Target -specific: Address location/audience-specific details. 4. Multiple communication channels: A briefing is just one way to share and receive information. The public can find more details online, and you can take questions to provide answers later. NV15 , Plan, prepare, rehearse! • Never be asked a "new" question. • Anticipate all personality types. • Keep informational material handy. • Role-play and rehearse. • Take notes with the media and use comment cards with the public for detailed follow-up. N V�5 � press for Success! Men ✓ Wear a suit or sports jacket (avoid black), with solid or toned -down, contrasting tie. ✓ Shirt should be striped or solid (avoid white). Keep jacket unbuttoned when seated. ✓ Sit on the tail of your jacket (this helps keep the lapel and collar straight). NIV 5 AO Dress for Success! Women ✓ Solid or striped fabrics work well, but avoid prints. ✓ Long sleeves and high necklines are usually more flattering. ✓ Accessorize modestly with jewelry and apply a little extra makeup. N V 5 Ajj Find the brightest YOU in Virtual Interviews! ✓ Figure out your best lighting. ✓ Brighten your area. ✓ Adjust your camera angle. ✓ Know where to look. ✓ Check the full frame. Pu Easy Trick! Use the camera on your phone to find a location with the best lighting/background. 64,; , Defensiveness — Responsiveness Criticism of reporter/media —Utilize the media "Off the record" (anything is fair game) — NEVER "No comment" responses — Offer something Responses to speculative questions ("What if....?") — Focus on Facts Responses on others' behalf — Bridge back to YOUR message Handling Hostility ❑ Don't take it personally. ❑ Acknowledge frustration, feedback. ❑ Ask if there is a question that you can answer. ❑ Don't argue. Listen. Answer questions using key messages. • Media outlet details (other interviews?) • Be sensitive to deadlines. • Live or taped? By phone, Zoom or in person? • Front-page or side column? • Can responses be provided via email? • Background info (for you and the reporter). • Rehearse key messages. Rehearse again. N!V 5 Aj Checklist Before Your Interview: 1. What do you know about outlet? 2. For TV & Radio: Is it live or taped? 3. What do you know about the interviewer? 4. What is the format of the feature? (Q & A, feature, news report, round -up, etc.) NVSAi Checklist Before Your Interview: 5. Who is the audience? 6. What are your key messages? 7. What are your three main points? 8. What examples or anecdotes do you have to illustrate these points? 1 NVS� Checklist Before Your Interview: 9. What facts/stat do you need to dramatize these points? 10. What are the pitfalls — minefields? 11. What should you NOT be talking about? 12. What do you want the audience to do? "WHAT IS YOUR CALL fO ACTION? N V 5 _ L le Your Delivery Reviewed... ENERGIZE. ANIMATE. PUNCTUATE. BE SUCCINCT. BE POSITIVE. KEY MESSAGES + FACTS vs OPINION. NIV 5