RPVCCA_SR_2010_08_17_07_Crisis_Communication_TrainingMEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
REVIEWED:
HONORABLE MAYOR AND CITY COUNCIL
CAROLYNN PETRU,DEPUTY CITY MANAGER®
AUGUST 17,2010
CRISIS COMMUNICATIONS TRAINING
CAROLYN LEHR,CITY MANAGER ~
RECOMMENDATION
Receive and File.
BACKGROUND
On February 16th ,the City Council adopted its Tactical Goals for 2010,which included a
goal related to Emergency Preparedness.One of the milestones of this goal is to
"conduct an appropriate emergency training exercise with the City Council and staff
regarding the respective roles of each during disasters and emergencies,including a
demonstration of the Emergency Operations Center (EOC)and a "tabletop exercise."
After further consideration of the assignment,staff has divided this milestone into four
components:
1.City Council Crisis Communications Training (the subject of this evening's
workshop).This is a two and a half hour workshop is specifically aimed at
developing and honing the Council member's skills in conducting successful
news conferences,telephone and broadcast interviews.
2.National Incident Management System (NIMS)Executive Course (tentatively
scheduled for October 5,2010).This is a one-hour course specifically designed
to familiarize local elected officials with FEMA's NIMS structure and terminology.
3.Adoption of Emergency Operations Plan (EOP)(tentatively scheduled for
October 5,2010).This document (an update to the City's existing plan adopted
in 1997)provides the framework for the City's planned response to extraordinary
emergency situations associated with natural disasters,technological incidents
and national security emergencies.It defines City Council and staff member
roles and responsibilities during a disaster.
4."Great California Shake Out"Disaster Exercise (Thursday,October 21,2010,
10:21 A.M.).The City will be participating again this year by setting up the EOC
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Topic:Crisis Communications Training
Date:August 17,2010
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and coordinating with the County Disaster Communications Service (DCS)and
the Peninsula Volunteer Alert Network (PVAN)members.Council members will
be invited to observe the exercise in an "open house"format.
DISCUSSION
For the first component,staff has engaged the services of Brad Ritter Communications
to facilitate a crisis communications training workshop for City Council members.The
City's senior management team will also participate in the training workshop in a
supporting role.The agenda for the workshop,along with a profile of the facilitators,is
attached for the City Council's reference.The training will include segmented
presentations on various aspects of communicating during a crisis,interspersed with
three mock interview exercises:1)individual telephone interviews;2)group news
conferences;and 3)individual television interviews.Video tape and audio tapes will be
used to record the exercises so that they can be played back for small group review
and critique.However,because this is a training workshop,the meeting as a whole will
not be recorded for broadcast on the cable network or streamed on the City's website.
Attachments:
Workshop Agenda
Presenters'Profile
V:\CAROLYNN\REPORTS\201 0\20100817_crisis communications staff report.doc
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BR8DRlll£R
COMMUNICATION5.LLc
City of Rancho Palos Verdes
Crisis Communications Workshop
Agenda
August 11,2010
7:30 Welcome,Objectives and Introduction
7:35 Presentation:Communicating During a Crisis
5 Keys to Building Trust and Credibility
10 Crisis Communications Strategies
8:00 Drill #1:Mock Phone Interviews
Review/critique
9:00 Presentation:Effective Media Interviews
9:15 Drill #2:Mock News Conferences
Review/critique
9:45 Presentation:TV Interview Techniques
10:00 Drill #3:TV Interviews
Review/critique
10:30 Wrap Up
Next Steps
Workshop Evaluation
Notes
•Mock interviews will be conducted and reviewed in groups of two or three.
•The scenario will initially be presented verbally;updates to the scenario for drills #2 and #3 will be
presented in the form of a staff memorandum.
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Los Angeles.Columbus
www.bradrifter.com
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Progressive cities and government agencies recognize that communications learning and coaching programs con-
tribute significantly to their ability to seNe their communities and constituencies.They improve executive and staff
performance,ultimately enhancing the organization's reputation and image.
Our presentations and half-day and full-day training programs are tailored to each client's needs.They are
always fast-paced,interactive and filled with hands-on exercises that teach techniques participants put to work
as soon as -if not before -they leave.Workshops are enjoyable,as well as,educational.Most importantly,they
are conducted in a positive,non-threatening style.
Both novice and experienced spokespersons and public information staff benefit from training in such
critical areas as:
•Building effective media and community relationships
•Conducting successful news conferences,newspaper and broadcast interviews
•Writing news releases,features,Web copy and newsletters
•Crisis planning and management
Our most popular interactive workshop,On the Frontline,
covers the fundamentals of newspaper,radio and
television interviewing.Ideal for executives,staff and
elected officials,topics include developing appropriate
messages,controlling the interview,bridging,making sure
your message gets through,dressing for television and
much more.Programs for more experienced spokespeo-
ple consist of more in-depth coaching and drilling,includ-
ing dealing with negative situations and hostile interviews.
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This program,which includes extensive on-camera practice and mock-interviews,covers the
fundamentals of newspaper,radio and television interviewing.Topics include how to develop
appropriate messages,controlling the interview,dealing with difficult questioners,making sure
your message gets through,how to dress for television and much more.
Ideal for smaller cities and agencies without public information departments,this multi-part
program provides an overview of the public information function,including how to develop and
implement a public information program,working with the media and community groups,and
conducting successful public information events.
If your city or agency doesn't get the media attention it deserves or is being covered negatively,
this workshop is for you.Discover how to generate positive coverage and manage potentially
negative situations.Learn when and how to hold news conferences,media events and editorial
tours and briefings.
Is your organization prepared for a communications crisis?Most are not and pay the price when
the inevitable happens.This workshop covers the basics of crisis communications planning and
provides time-tested strategies for managing crises.Interactive drills and exercises bring the
training to life.
-Learn how to speak with authority and confidence in this seminar that teaches presentation
substance and style.The program covers organizing and developing various types of talks,
voice,delivery,gestures,movement,timing and the proper use of slides and other visuals.
Participants develop and practice presentations that are videotaped and critiqued.
•Customized programs and additional topics are available.
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Brad and Janet Ritter have coached hundreds of
executives and officials from Fortune 500 companies,
small firms,associations and government agencies.
Together,they have more than four decades of media
and communications experience working as journalists,
corporate spokespersons,consultants and coaches.
Both are among the five percent of public relations
practitioners accredited by the Public Relations
Society of America.
Their experience working with government agencies includes:
•Federal Highways Administration
•South Bay Cities (Los Angeles)Council of Governments
•Los Angeles Area A Emergency Management
(Beverly Hills,Culver City,Santa Monica,West Hollywood)
•Ohio Department of Transportation
•City of Columbus,Ohio
•City of Dublin,Ohio
•Mid-Ohio Regional Planning Commission
•Washington,D.C.Council of Governments
"Outstanding instructiont
"The rest of my council should have been here"
"Beneficial to all who may end up in a media situation"
"Time well spent"
"Excellent program -good jobt
Contact Brad Ritter at 866.284.2170 or britter@bradritter.com
for details on how we can help get your members ready to tell their story!BR8DRITIER
COMMUNICATIONS.LlC
Los Angeles.Columbus
www.bradritter.com
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