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HomeMy WebLinkAboutItem VII (G) Discussion re: 2005 Ocoee Community Calendar Theme Agenda 09-07-04 Item VII.G. She Cater of Good Liv 1,110 CITY OF OCOEE AGENDA ITEM COVER SHEET Date: August 16, 2004 Meeting Date: September 7, 2004 Subject: 2005 Ocoee Community Calendars Theme Issue: City staff is beginning to plan for production of the 2005 Ocoee Community Calendar. To meet the deadlines to have the calendar available in late December 2004, we must have all the photographs and text information no later than mid October. This allows time for the graphic designers to produce the actual layout, have everything proofed, and then go to print. Recommendation: Staff respectfully recommends the implementation of a city department theme for the 2005 Community Calendar so that we may proceed with the project within our tight turn around timeframe for production. Background Summary: With the likely implementation of an Annual Report city staff thought that a good theme for the calendar, which would compliment and work in tandem with the Annual Report, would be one focused on the goods and services provided to the members of the Ocoee Community through its various departments. This greatly assists and enhances the community's understanding and knowledge of the city departments, their responsibilities, and the services that they provide giving the community an in-depth look at how their Ocoee Government is constructed and operates. The intent is to have the theme for the calendar no later than the September 7th City Commission meeting, and then staff will solicit proposals from professional photographers to be ready to award the job as soon as the new budget year begins. Fiscal Impacts: Last year's costs for 5000 calendars was $1.61 each for a total of $8060. The cost of the photography was $975 taking the per-piece total to $1.80 with the total cost of the project being $9035. We plan to lower the quantity to 2500 or 3000 for the 2005 calendar in order to produce an annual report. Reducing the quantity of the calendars will result in an overall cost savings on the City's Calendar project even though the per-piece price will go up due to a reduction in the overall quantity purchased. We will obtain quotes on the project to ensure a good price on the product. Commission Action: �I Reviewed by City Manager Reviewed by City Attorney N/A Reviewed by Finance N/A N/A Reviewed by Mayor the center of Good LA,. Commissioners S. Scott Vandergrift Danny Howell, District 1 Scott Anderson, District 2 City Manager 0 klify Rusty Johnson, District 3 Robert Frank Nancy J. Parker, District 4 STAFF REPORT TO: The Honorable Mayor and City Commissioners FROM: Tonya Elliott, Multimedia/Community Events Manager THROUGH: Janet Shira, Assistant to the City Manage it DATE: August 16, 2004 RE: 2005 Ocoee Community Calendars ISSUE City staff is beginning to plan for production of the 2005 Ocoee Community Calendar. To meet the deadlines to have the calendar available in late December 2004, we must have all the photographs and text information no later than mid October. This allows time for the graphic designers to produce the actual layout, have everything proofed, and then go to print. We will be reducing the number of calendars produced this year so we can use the cost savings to fund and produce an Annual Report for the City. BACKGROUND/DISCUSSION With the likely implementation of an Annual Report city staff thought that a good theme for the calendar, which would compliment and work in tandem with the Annual Report, would be one focused on the goods and services provided to the members of the Ocoee Community through its various departments. This greatly assists and enhances the community's understanding and knowledge of the city departments, their responsibilities, and the services that they provide giving the community an in-depth look at how their Ocoee Government is constructed and operates. Ocoee Departments and Divisions at Work a. Legislative b. Fire Department c. Police Department d. Community Development— Planning and Building Divisions e. Public Works— Engineering, Utilities, and All Public Works Divisions f. Parks and Recreation g. City Manager/Community Relations/Communications h. Information Systems i. Human Resources j. Finance k. City Clerk's Office The intent is to have the Commission select a theme no later than the September 7th City Commission meeting, and then staff will solicit proposals from professional photographers to be ready to award the job as soon as the new budget year begins. We will be reducing the number of calendars produced this year from a quantity of 5000 in 2004 to approximately 2500 to 3000 in 2005. Per piece costs in FY 2004 were $1.80 equating to a total of $9035. Broken down the costs were $8060 for the printing and $975 for the photography. The cost savings of reducing the calendar quantity will allow us to fund and produce an annual report for the city and still produce enough calendars for public consumption and use. Reducing the quantity of the calendars will result in an overall cost savings on the City's Calendar project even though the per-piece price will go up due to a reduction in the overall quantity purchased. Recommendation Staff respectfully recommends the implementation of a city department theme for the 2005 Community Calendar so that we may proceed with the project within our tight turn around timeframe for production.