Staff Report - Tideviews Newsletter dtd 1-1-02.pdfAGENDA ITEM:
SUBMITTED BY:
DATE:
BACKGROUND:
AGENDA ITEM #8B
JUNE 10, 2002
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
Action on production of the City's newsletter
Maureen King, City Clerk
May 24, 2002
At the meeting of February 11, 2002, the City Manager provided three
options and related costs for producing the City's newsletter. At that
meeting a suggestion was made that staff look into the feasibility of
publishing the newsletter in the local newspapers. The City Manager
provided a further report on February 25, 2002, at which time it was felt
that because of the increased cost this matter should be addressed during
the strategic planning sessions.
Since we are now preparing department budgets for the next fiscal year we
would like some direction from the City Commission regarding the
production of future newsletters.
BUDGET: See attached Options for Newsletter, which has been revised to reflect the
proposed postage increase
RECOMMENDATION: Based on the alternatives provided, give staff direction regarding the
production of the City newsletter
ATTACHMENTS: 1. City Manager's staff report dated February 1, 2002, detailing three
alternatives
2. Excerpt from minutes of February 11, 2002 meeting
3. City Manager's follow-up report dated February 19, 2002
4. Revised production costs
REVIEWED BY CITY MANAGER: �.
AGENDA ITEM:
SUBMITTED BY:
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BACKGROUND:
AGENDA ITEM #8B
JTJNE 10, 2002
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
Tideviews Newsletter
February 1,2002
Atlantic Beach has published a quarterly newsletter for several years.
About half of the twelve -page newsletter has been devoted to City articles
and the other half to advertising. The only cost to the City has been in
mailing these out to an address list of approximately 6,000 residents.
Those cost have been approximately $4,200 per year. Unfortunately, the
company that handled the publication for us in the past indicated that it
was no longer economical for them to continue with this service. The City
sent out bid invitations to several local printing companies, but no bids
were received for this same level of service.
Staff has developed three options for the continued publication of the
Tideviews newsletter. Pricing has been estimated through preliminary
discussions with two interested printing companies. These options include
switching to a four page quarterly newsletter without advertising, sending
out a two page monthly newsletter (without advertising) andupgrading
our utility bills to a full page size, mailing the bills in a regular envelope
and including a monthly two page newsletter similar to that described in
the last alternative. All options include four color printing. Each of these
options is further described as follows;
Quarterly Four -Page Newsletter; This newsletter would look much the
same as the past Tideviews with the exception of the elimination of
advertising and upgrading to four color. None of the printers that we have
found so far have provided a sales service for advertising in the past. Only
one indicated a willingness to try it in the future. However, the sale of the
ads did not significantly reduce the City's cost after upgrading to an eight -
page size. One problem with the quarterly newsletter is timeliness. Many
of the articles/events described have been out of date by the time the
newsletter reaches the public. This has resulted from both the quarterly
format and from problems with the past publisher. The cost for this level
of service is estimated at $18,400 per year.
Monthly Newsletter; A monthly newsletter would allow for the
development and the publication of a regular community calendar.
Articles would be much shorter and more concise which would in turn
increase the readability of the publication. While each edition of this
newsletter would be less costly to produce than the quarterly four-page
format, it would go out 12 times per year thus increasing mailing costs.
BUDGET:
AGENDA ITEM #8B
JUNE 10, 2002
The estimated cost per year to print and mail monthly newsletters is
estimated at $34,260.
Monthly Newsletter with Utility Bill; Because the City already sends
utility bills to our residents (both inside the City and in the Buccaneer
Water/Sewer System) it would seem logical that the two page newsletter
could be used as a "bill stuffer" if we upgraded our bills to a full page
format and sent them out in a envelope. This alternative would have the
same advantages as listed in the two page monthly newsletter as well as
some additional features. First, it would solve a recurring complaint from
utility customers about privacy in their utility bills. The present postcard
format does not leave much room for privacy being sent through the postal
system. Second, a full-page bill would allow the City the additional
ability to print messages at the bottom of the statement (Happy Holidays,
announce a special event, etc). The cost for this third alternative is the
highest of the three because the postage rate would be increased from, 21
cents per bill to 34 cents if it were sent in a regular envelope. Also, the
City would have to buy or lease several pieces of equipment to accomplish
the bill stuffing and mailing. The total additional cost to the City for this
third alternative is estimated at $55,610.00 per year. For an additional
$2,200 per year, the City could also insert return envelopes with utility
bills. Many customers have requested this benefit in the past. Last, the
distribution of this newsletter would be somewhat broader than the present
mailing list. We send out approximately 7,800 utility bills per month.
The present mailing list, which is based on the postal carrier routes, only
reaches about 6,000 households.
A table showing the cost and advantages for each of the three options is
attached.
The City's current budget is based upon the old price for the Tideviews
newsletter and includes $ 3,400 for postage costs this year. Because this
service is no longer available as budgeted, any of the options above will
require an increase to the budget unless we discontinue the newsletter
entirely.
RECOMMENDATION: Give the staff some direction as to which alternative is preferred. One
option to consider is to postpone some of the additional costs to next
year's budget. For example, if the Commission wanted to go with a
monthly format and full page utility bills, it would be possible to mail out
the monthly Tideviews newsletter using the current mail -out process
through the end of the current fiscal year. If the monthly newsletter is
well received, we could then budget the equipment costs to move to option
three beginning next October.
ATTACHMENT: 1) Chart showing three alternatives.
Minutes Page -9-
February 11, 2002
into the mitigation agreement with the city to put the money in the
tree fund.
Motion: Direct the City Attorney to proceed with the case
to collect the tree mitigation funds.
It was pointed out that since the matter was listed on the agenda as an
appeal, the City Commission must either deny or approve the appeal.
The second to the motion and the motion were withdrawn by
Commissioners Waters and Borno respectively.
Motion: Deny the appeal and direct the City Attorney to
proceed with the case to collect the tree mitigation funds.
There was no more discussion and the motion carried unanimously.
Discussion and related action regarding the City's
Newsletter (City Manager)
City Manager reviewed the following options for publishing the city
newsletter: (1) A quarterly four-page newsletter, (2) a monthly two-
page newsletter, and (3) a monthly two-page newsletter to be mailed
with the utility bill.
Discussion of the options and costs for each option ensued.
Commissioners Waters and Beaver favored including the newsletter
with the utility bill.
Commissioner Borno said he liked the idea of sending the newsletter
out with utility bills but did not feel a return envelope was necessary.
Mayor Meserve felt that this matter should be discussed during
strategic planning. He indicated that other options could also be
considered at that time, such as placing the newsletter in the Beaches
Leader or on the internet. Mayor Meserve stated that he also favored
the monthly format.
G. Approve Financial Policies for Rate Increases (City
Manager)
City Manager Hanson reviewed the Financial Policies document and
indicated that if the Commissioners adopted the policy, staff would
perform the analyses and come up with the rates.
Commissioner Waters inquired as to which rates would to be
included. City Manager Hanson indicated that all of the charges and
AGENDA ITEM #8B
JUNE 10, 2002
COMMISSIONERS
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BORNO
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WATERS
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BEAVER
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BORNO
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PARSONS
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WATERS
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MESERVE
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AGENDA ITEM #8B
JUNE 10, 2002
February 19, 2002
MEMORANDUM
TO: The Honorable Mayor
and Members of the City Commission
FROM: Jim Han
City Manager
SUBJECT: Follow-up • eport
Sidewalk on Sherry Drive; At the last Commission meeting, it was reported that there were
some portions of the sidewalk along Sherry Drive that had been cut by the contractor and not yet
replaced leaving it unsafe for pedestrian use. It was also suggested that the entire Sherry Drive
sidewalk should be replaced. There were 19 locations identified where the sidewalk had been
cut by the contractor to install water service lines. While the contractor had made arrangements
to either bring the grade level up to the height of the existing sidewalk or barricade it during
construction, they have since repaired each of these pieces of sidewalk. Most of the sidewalk
along Sherry Drive (approximately 75%) is in very good condition and City staff feels that the
complete replacement of this would be a waste of money.
Contractor's Use of City Barricades Along Sherry Drive; Another comment was made at the
last Commission meeting that the contractor had been allowed to use City of Atlantic Beach
barricades rather than paying for their own. Three Atlantic Beach barricades were on Sherry
Drive the morning after the last Commission meeting. Two of them were in an excavation done
by Bellsouth on 4th Street and the other was over an excavation made by City water crews on
Sturivant. The contractor has been using barricades rented from Acme Barricades and has
replaced many of them that were damaged during the last two weeks.
Fire Hydrant Testing; Someone stated at the last Commission meeting that the Jacksonville
Fire Department had not checked any hydrants in the City since they took over providing fire
service in 1999. The Jacksonville Fire Department has tested all of the hydrants in Atlantic
Beach more than once and has provided their hydrant testing records to the City. The latest test
of the hydrant specifically referenced was on February 7, 2002; four days prior to the
Commission meeting when the complaint was made. A copy of that hydrant inspection report is
attached.
Newsletter Publication Costs; A suggestion was made about the possibility of publication of
the City's newsletter in the local papers rather than mailing it directly to our residents. The cost
for publishing a half page ad in both local papers would be less than $1500 per month. This is
for,publication in black and white, although color may be available. It also assumes that the
newsletter is photo ready (i.e. does not include editing and typesetting).
City of Atlantic Beach Options for Newsletter
Item (all options for color)
AGENDA ITEM #8B
JUNE 10, 2002
Quarterly Monthly Monthly Newsletter
Newsletter Newsletter with Utility Bill
Printing/Editing $14,200 $21,660 $23,682
Mailing costs $3,300 $9,900 $10,000*
Mail Processing $1,330 $5,280
Programming/Labor and Equipment $22,760
TOTAL $18,830 $36,840 $56,442
Mailing size
Improved timeliness
Utility Bill Privacy
Return Envelopes
6,000 6,000 7,800
I
Extra $2,200 per year
* Cost in addition to current mailing for utility bills
Rev. 5/24/02