5.2 Public Relations, Media, and Stakeholder Communication

Public Relations, Media, and Stakeholder Communication

The Role of Public Relations in Code Administration

Public relations in a building department is not about promotional marketing; it is about building public trust, facilitating voluntary compliance, and providing accurate information to stakeholders. Code requirements are complex and can be viewed as regulatory barriers. Effective communication demystifies the building department's role, explaining why regulations exist—such as wind-load requirements in hurricane zones or seismic bracing in earthquake-prone regions—rather than just what the regulations are.

Key stakeholders include local homebuilders' associations, professional architectural and engineering societies, commercial real estate developers, building owners and managers associations (BOMA), and neighborhood groups. Building officials should engage these groups through regular outreach, educational seminars, and collaborative committees. This proactive communication fosters cooperation, reduces compliance disputes, and ensures that local industry professionals understand department expectations before projects begin.

Media Communication and Crisis Management

Building departments often become the center of media attention during emergencies, such as structural collapses, major fires, natural disasters, or high-profile enforcement actions. In these situations, clear and accurate communication is critical to maintain public safety and prevent panic.

To manage media interactions effectively, building departments must establish a structured protocol:

• Coordination with the Public Information Officer (PIO): During emergencies, all media inquiries should be routed through a designated PIO. Under the Federal Emergency Management Agency (FEMA) Incident Command System (ICS), the PIO coordinates the release of information to ensure that communication is accurate, consistent, and approved by the Incident Commander.
• Stick to the Facts: When interviewed by the press, building officials must present verified, factual information. They must never speculate on the causes of structural failure, financial damages, or potential legal liabilities before a thorough investigation is completed.
• Public Safety Bulletins: The building official is responsible for issuing bulletins regarding unsafe areas, road closures around damaged structures, and instructions for building owners on how to secure emergency inspections.
• ATC-20 and ATC-45 Placards: The media and public must be educated on the safety placards posted on damaged structures:
  • Green (Inspected): The building has been inspected and no apparent structural hazard has been found. It is safe for occupancy.
  • Yellow (Restricted Use): The building has sustained damage, and entry is limited to specific areas or for specific timeframes.
  • Red (Unsafe): The building has suffered severe damage and poses an imminent hazard. Entry is strictly prohibited.

Public Hearings and Code Adoption Notifications

Adopting new editions of the International Codes (I-Codes) or enacting local amendments is a legislative action that requires formal public participation. State statutes and local charters govern the process for public notification and hearings:

• Notice Requirements: Before a new code can be adopted, a public notice must be published in a local newspaper of general circulation or on the jurisdiction's official online portal. The notice must specify the date, time, and location of the public hearing, as well as where draft copies of the proposed code and local amendments can be reviewed. This notice must be published a minimum number of days prior to the hearing (typically 10 to 30 days, depending on state law).
• Public Hearing Procedures: The building official presents the proposed code changes to the city council, county commission, or legislative body. Members of the public, local contractors, and design professionals must be given an opportunity to comment, support, or object to the proposed regulations.
• Availability of Documents: In accordance with administrative law, copies of the proposed codes and local amendments must be made available for public inspection at the clerk's office or building department. This ensures transparency and gives stakeholders the opportunity to analyze the impact of the changes.

Open Records and Freedom of Information Act (FOIA) Compliance

As public entities, building departments are subject to federal and state open records laws (often called Sunshine Laws or Freedom of Information Acts). These laws require that records maintained by the department, including permit applications, plan review comments, inspection reports, and emails, be open to public inspection upon request.

However, building officials must carefully balance transparency with legal exemptions:

• Proprietary Design and Intellectual Property: While permit histories are public records, architectural plans and structural calculations are protected by copyright laws and intellectual property rights. Many state open records laws restrict the copying or distribution of architectural drawings without the consent of the design professional, though they may allow physical inspection.
• Safety-Sensitive Infrastructure: Plans for high-security facilities, such as water treatment plants, government buildings, or utility substations, are generally exempt from public disclosure to prevent security breaches.
• Personal Privacy: Sensitive personal information, such as home addresses of protected personnel (e.g., law enforcement officers or judges) or financial documents submitted to verify project valuation, must be redacted in accordance with state and federal privacy statutes.