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HomeMy WebLinkAbout01-05-2000 Agenda Item 6ASARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO.: ~Z3 ~ AGENDA ITEM: BOA MEETING DATE: January 5, 2000 CITY MANAGER: i. ORIGINATING DEPT.: City Manager PREPARED BY: SUBJECT: Status report on publication of a City newsletter RECOMMENDED ACTION(S): None. Receive as information. REPORT SUMMARY: Pursuant to direction provided at your October 20 meeting, staff has pursued development of a City newsletter. The target mailing date for the initial edition is now mid to late February, which is six to eight weeks earlier than originally anticipated. The primary reason why the newsletter can be produced sooner than expected is because staff is no longer contemplating using outside help to write and edit copy. Instead, Beverley Tucker, Program Coordinator in the Recreation Department, has expressed an interest and willingness to assume this responsibility. In addition to her having a journalism background, Beverley has experience producing and publishing newsletters for other organizations to which she volunteers her time. Each department has developed a list of candidate articles and features for the newsletter. These were then compiled onto a master list that Beverley and I reviewed and segregated into high, medium and low priorities (see attached list). Given the space limitations of a four page newsletter which is what the Council authorized for the initial edition, only the high priority articles will appear in the first publication. Some of the medium and low priority articles might then appear in future editions depending upon what other topics of interest might surface between now and then. Briefly, it is anticipated that the first edition of the newsletter will feature the following: • Message from the City Manager • Information about the March 7 Library Bond measure • Circulation Element Update • Implementation of the new Sewage Disposal Ordinance • Status of pending Capital Improvement Projects • Summary of current and pending Pavement Management program work • Voter registration information • A calendar of events • A general City telephone directory • A tear-off reply slip • Relevant photos and graphics Beverley will be receiving pertinent facts about each topic from the responsible staff, and will then conduct interviews to gather additional information that she will then use to write the copy by the end of January. Editing and graphics work will occur in early February followed by printing and mailing. A local resident who performs freelance graphics and publications work has agreed to assist with this project. This individual has offered to produce the camera-ready material that will be used by the printer for the nominal fee of $50 per page ($200 total). Fricke Press in Fremont, the same firm that the City of Campbell contracts with to produce their newsletter, has been approached to do the printing and preparation for mailing, and the details of a contract with them are still being worked out. Prior to going to press, the contract will be presented to the Council for review and approval. FISCAL IMPACTS: The previous estimate to publish and distribute a citywide newsletter was between $4,800 and $7,200 per issue. Given the above, it now seems likely that the actual cost will be towards the lower end of this range if not less. Actual costs will not be known until the contract with the printer has been finalized. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S): N/A. ALTERNATIVE ACTION(S): N/A. FOLLOW UP ACTION(S): Publication of the newsletter will proceed as described. A contract with the printer will be finalized and submitted to the Council for review and approval. ADVERTISING, NOTICING AND PUBLIC CONTACT: Nothing additional. ATTACHMENTS: List of candidate articles. High Priority City Manager's Message Library Bond Info Circulation Element Update Septic tank Abatement Calendar of Events Pending Capital Projects Phone Directory Pavement Management Program Voter Registration Medium Priority KSAR now channel 15 reminder Newsletter Articles Larry Mary Jo James James John John Major Development Projects James Website Ad Upcoming Commission Vacancies Susan Street Sweeping Schedule John Finance Award Mary Jo Low Priority Pride's Crossing Traffic Survey Chris K Spring Clean-Up Event Cary H.H. Waste Collections Dates Cary WHH Update Beverly Altrans & Safe Rides Greg/Steve Blaylock Storm Drain Pollution Kelly Carol Each Issue Tear-off Response Slip The 5aratogan publisher's info PHOTOS: Cover Photo w/caption: ls` issue: Senior Ctr Landscaping Mary Richards Photo of Library New Park Restroom Artist's Rendition Safe Rides Photo Future Issues• Council Actions Where Tax Money Goes Mary Jo Community Center Update Joan