HomeMy WebLinkAboutItem 8.4 20th CityAnnivCalendarCITY CLERK
File# 150-30
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: September 18, 2001
SUBJECT:
City of Dublin 20th Anniversary Calendar
Report Prepared By: Julie Carter, Assistant to the City Manager
ATTACHMENTS:
1) Budget Change Form
RECOMMENDATION: 1)
Determine whether to produce a City Newsletter or City
Calendar
If the Council desires to produce a City Calendar for the 20th
anniversary celebration, Staff recommends approving the
budget change form in the amount of $12,500.
FINANCIAL STATEMENT:
There will be no financial impact if the Council chooses to produce
the Newsletter. An additional $12,500 will be required to produce a
2002 City Calendar.
DESCRIPTION: As part of its 2001-2002 Goals and Objectives, the City Council directed Staff to
produce an annual City Newsletter. $5,500 was subsequently included in the Fiscal Year 2001-2002
Budget to produce the Newsletter. It was originally anticipated that the Newsletter would be published in.
the Winter Activity Guide, which would be distributed to residents in November 2001.
During the recent 20th anniversary activity planning meetings with the Council subcommittee (Vice Mayor
Lockhart and Council Member George Zika), the idea of producing a 20th anniversary City Calendar was
introduced. It was suggested that the City develop a Calendar that depicted the changes that have occurred
in the City over the past 20 years. Current and historical pictures could be presented side by side on a
page, illustrating the progress that has been made since the City incorporated.
In researching the feasibility of producing such a Calendar, it was determined that the most challenging
aspect of the Calendar would be locating the historical photos. The Calendar would require significant
Staff time above that which was anticipated during the Fiscal Year 2001-2002 Goals and Objectives and
Budget. The Calendar would need to be published in December 2001, shortly after the City Newsletter is
scheduled to be distributed.
H/cc-forms/agdastmt.doc
COPIES TO:
ITEM NO. 8~4
Staff estimates that the proposed Calendar and Newsletter would require similar Staff time. Due to the
timing and Staff workload constraints, if the COuncil desires to produce the Calendar, the Newsletter
would not be able to be published this fiscal year. Additionally, although the Calendar would require
similar Staff time, it would be significantly more expensive to produce than the Newsletter. This is largely
because the Calendar would be a much larger document (32 pages compared to 8 for the Newsletter). The
Calendar would also cost more to distribute because it would be mailed as a separate document, while the
Newsletter would be included in the City's Community Services Activity Guide, resulting in reduced
postage costs.
Staffhas obtained three price quotes for a full color calendar printed on recycled paper. The lowest quote
is for approximately $18,000 including postage. In contrast, the Newsletter was budgeted at $5,500, a
difference of $12,500. The price of the Calendar could be reduced if it is not printed in full color and/or
the weight of the paper is reduced. However; it is important for the Council to understand that this
approach may detract from the visual impact and presentation of the Calendar.
The entire 20 year anniversary celebration report will be presented to the City Council in October 2001.
Because of the urgency of the timing for both Publications, Staff requires direction from the City Council
independent of the overall 20th anniversary celebration report.
RECOMMENDATION: ~
Staff recommends that the Council determine whether to produce a CityNewsletter or City Calendar.
If the Council desires to produce a City Calendar for the 20th anniversary celebration in place of the City
Newsletter, Staff recommends approving the budget change form in the amount of $12,500.
CITY OF DUBLIN
BUDGET CHANGE FORM
New ApPropriations (City Council Approval Required):
x From Unappropriated Reserves
From New Revenues
CHANGE FORM #
Budget Transfers:
From Budgeted Contingent Reserve (1080-799.000)
Within Same Department Activity
Between Departments (City Council Approval Required)
Other
Name: Name: Printing/Binding 12,500
Account #: Account #:001.10210.716.000
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #:
Name: . Name:
Account #: Account #:
Name: Name:
Account #: Account #:
Fin Mgr/ASD:
Signature
Date:
REASON FOR BUDGET CHANGE ENTRY: Production of a 20t~ anniversary City calendar was not
anticipated prior to approval of the FY 2001-2002 Budget.
City Manager:
Date:
Signature
Mayor:
signature
Date:
Posted By: Date:
Signature ~, ~
forms~budgchng
ATTACHMENT 1