HomeMy WebLinkAbout2002 05 13 Regular A Cost of Newsletter
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051302 Reg A Newsletter Appropriation.doc
COMMISSION AGENDA
ITEM A
Consent
Informational
Public Hearin!!
Re!!ular X
May 13,2002
Meeting
Mgr, RJJ\ / Dept.
Authorization
REQUEST: City Manager requesting the City Commission to consider a supplemental
appropriation of $10,000 to cover the cost of the newsletter for FY 2001.
PURPOSE: This agenda item is needed to cover the increasing cost of the newsletter.
CONSIDERA TIONS:
The expense of successfully keeping the residents of Winter Springs informed of events and projects in
the city is growing. Due to the heavy volume of events and projects in the city the newsletter has
increased to as many as twelve pages from the original four pages with eight pages being the norm. There
is a clear public preference for color. We have received very positive feedback from residents regarding
the information they are seeing in the latest editions of the newsletter.
The City Manager is requesting the Commission to consider one of the following options:
I. Increase the amount of money being spent on the newsletter, giving the residents as much information
.. as possible regarding events and projects going on in the city.
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2. Decrease the amount of information given to the residents to keep the cost at the present amount.
FUNDING: Currently $23,600 is budgeted in line code 1100-58200 in the Commission budget for the
newsletter. We have spent to date $26,237 for the first three quarters and the special annexation report.
We anticipate the July newsletter to cost approximately $8,500. In order to fund the July newsletter and
any unanticipated expenses we are recommending a supplemental appropriation of $10,000 to line code
1100-5820q.
RECOMMENDATION: It is recommended that the City Commission approve a supplemental
appropriation of $1 0,000 to line code 1100-58200.
ATTACHMENTS:
· May 2, 2002 Memorandum from the Secretary to the City Manager.
· City Newsletter Survey
COMMISSION ACTION:
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MEMORANDUM
TO:
Ronald W. McLemore, City Manager
FROM:
Jan Palladino, Secretary to the City Manager
DATE:
May 2, 2002
SUBJ:
2001 Newsletter Costs
Attached is a breakdown of the costs for each newsletter put out since September 2001.
Below are contributing factors to the increase in cost for our newsletter.
· The newsletter goes out quarterly but may also include any special editions in anyone
given year. The year 2001 included a special edition on the Dyson area annexation.
· The cost of the newsletter depends on the amount of pages it contains. The Spring
issue contained 12 pages. We normally have 6-8 pages.
· All the newsletters have been done in color, not black and white.
· We are increasing our mailing list. An update of the mailing list will be performed in
October. We are at approximately 12,500 right now possibly going to 13,500 by the
end of 2002.
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I have received very positive feedback from the residents on the latest newsletter. I
believe this is what they are looking for and we are on the right track in keeping the
public informed and up to date with city business. They were very happy to see pictures
and focusing more on events that pertain to our citizens directly.
..;!)
The question is, how much does the city want to spend on putting out a quality
newsletter? The present budget does not cover the cost for the 200 I newsletter. We need
direction from the Commission how we are to proceed to meet the goals the Commission
have set while keeping the residents happy at the same time.
Attachment
U :\Docs\ W ord\Newsletter\newsletter 2002 costs memo.doc
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Newsletter Cost October 2001- September 2002
Fall 2001
. Postage
Printing
Total
$1850.00
$6393.26
$8243.26
Winter 2002
Postage
Printing
Total
$1561.83
$5933.00
$7494.83
Special Edition (Dyson Annexation flyer)
Postage
Printing
Total
$ 78.84
$ 653.57
$ 732.41
Spring 2002
Postage
Printing
Total
$1810.73
$7956.00
$9766.73
Summer 2002 *
Postage
Printing
Total
$1740.86
$6760.76
8501.62
Grand Total for Newsletter
$34.738.85
$23,600 is presently budgeted for the newsletter in FY 2001.
*Note: The Summer Edition of the Newsletter will be published July 1, 2002. The average cost of the Summer Newsletter will be
$8501.62 for a grand total of $34,006.43 for quarterly newsletters from October 2001 through September 30, 2002. (This average does
not include the Special Edition (Dyson Annexation Flyer cost)
U:\DOCS\WORD\NEWSLETTER\CITY NEWSLETTER SURVEY. DOC
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CITY NEWSLETTER SURVEY
an: QUANTITY SCHEDULE POSTAGE PRINTING PAGES COLOR TOTAL COST
Longwood 8,000 3 times year $ 800 $8,000 12 Full $26,400
Casselberry * 12,000 2 times year $2330 $2631 8 Full $9924 +
employee
overtime
Oviedo 14,500 Quarterly $1850 $8,500 8 Full $41,400
Altamonte Springs 21,000 Quarterly $2200-$2500 $12,000-$15000 8-10 Full $56,800
Winter Springs 14,500 Quarterly $1850 $6393-$7956 8-12 Full $32,972
Lake Mary has not printed a newsletter since Fall 2000. Is presently putting one together.
Sanford has not printed a newsletter since 2000. Not known if one will go out this year.
*Casselberry utilizes an employee and a program called Page Maker for complete layout, it then goes to the printer for 12,000 copies, it then goes to
a mailing house for labeling, postage and mailing. Casselberry is currently unhappy with their newsletter and has decided to go out for bid and have
a printing firm do the complete newsletter.
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