Fairgrounds communications plan deferred pending bid interest; bid packet noticed in paper

Board members discussed how to handle public communications about a fairgrounds building after the Dickinson Press requested an interview, and agreed to monitor bid activity rather than issue an immediate press release.

Staff member 2 said they had prepared a “colorful page” as a starting point for a communications plan but had limited time to develop it. Board member 3 cautioned against announcing a project prematurely, saying the board should “wait for 30 days, see if we have the bids coming acceptable, if we award the bid, and then we know we're moving forward and I think that would be more appropriate as far as timing.” Board member 3 and other members suggested relying on established communication channels and involving the staff member responsible for the fairgrounds portfolio.

Board member 3 also reported that the bid packet had been completed and noticed in the day’s newspaper and that the packet had been distributed to “at least 7 or 10 individuals.” They asked that any media inquiries be directed to Lisa or to the staff member who spoke. A board member added that any public message should be vetted for accuracy before release.

The board did not take formal action on the communications plan. The body agreed to continue monitoring the project, possibly revisiting the communications plan in about a month or two and “hopefully right after February 4,” according to a board member. No official communications timeline, spokesperson assignment, or press-release text was adopted at the meeting.

The discussion preceded a motion to adjourn the special meeting.