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HomeMy WebLinkAbout1983-08-16; City Council; Off Agenda; Public Information Program: Safety CenterCITY JF CARLSBAD — AGENDA JILL AB# MTG 8/16/83 DEPT CM TITLE:PUBLIC INFORMATION PROGRAM- PIJRTMC SAFETY CENTER DEPT. HD. CITY AfTY PJTY MGR. *^~ o UJ, oora.a. o 1jo oo RECOMMENDED ACTION: That Council adopt Resolution approving proposal of Williams and Associates to conduct public education program for November 8,1983 election at a cost of $32,200 to be paid from budgeted Capital Improvement Funds. ITEM EXPLANATION: Proposition H was passed by voters in November 1982. It requires voter approval for capital expenditures in excess of one million dollars. The City Council has scheduled an election for November 8, 1983 to seek voter approval for a $15 million Public Safety and Service Center. A public opinion survey conducted by U.S. Surveys in July 1983 revealed that the majority of voters in Carlsbad want more infor- mation about the project before deciding. The key issue involved in Proposition H is that voters want to be informed and wish to have a part in the decision making process. Therefore, it is incumbent upon the city to provide an effective public infor- mation program. The Public Safety Center has been in the planning stages for more than five years. The project is complex and represents a major investment of city funds. In order for the voters to make a sound decision on the project it will be necessary for the city to carry out a public information program which will reach all segments of the community. It will take a great deal of time and effort to explain the need and urgency for the project, the detailed building plans and the source of funds. The attached proposal from Williams and Associates lays out a program to prepare information brochures, press releases, slide shows and a video presentation which will be used to explain the project to the voters. The program envisions a media program, a series of Town Hall Meetings throughout the city and a door- to-door canvas by city employees. FISCAL IMPACT; The contract cost of $32,200 would cover all labor and materials cost of the program except postage. ALTERNATIVES Because of the short time remaining before the election and also because of Williams and Associates familiarity with the project, no other proposals were requested. PAGE 2 of AB # 8/16/83 FISCAL IMPACT: ALTERNATIVES (Continued) 1. If desired, Council could reduce the cost of the program by deleting specific items such as the video presentation - $3,000. 2. Other proposals could be solicited from public relations firms. 3. City staff could be asked to carry out the public infor- mation program. This would require some other city work to be deferred and we would lack professional direction. 4. A Citizens Committee could be formed to provide a volunteer program. EXHIBITS; 1. Williams & Associates Proposal 2. Resolution No. 7336 approving proposal EXHIBIT I »<-, A. Williams & Associate's PROPOSAL PUBLIC SAFETY AND SERVICE CENTER PUBLIC EDUCATION PROGRAM FOR THE CITY OF CARLSBAD, CALIFORNIA r Williams & 1L Associate'.* I. PURPOSE The City Council of Carlsbad, in conformity with Proposition H, has submitted for voter approval a Proposition to build a Public Safety and Service Center. This proposal presents what Williams & Associates believes to be a complete and comprehensive program to inform the voters as to the need and merit of the proposed center. The basic premise of this proposal is that the voters of Carlsbad will be presented with every possible opportunity to become informed of the City's need for the proposed center. It should be understood that this proposal is not a political campaign but is rather a public education program. It is designed to present the City Council's reasons for construc- tion of the proposed center to each and every registered voter in the City of Carlsbad. Williams & Associates II. PROGRAM Williams & Associates recommends that the following activities are needed to conduct a full and complete education program: 1. In-depth position papers on each item of the proposed center. 2. Informational brochures presenting the complete center. 3. Slide shows for group presentations. 4. Informational mailers to the registered voters. 5. Town Hall meetings. 6. Press advisories. 7. Door, to door "Question and Answer" canvass. 8. Video presentation for television and Speaker's Bureau use. 1. Position Papers It is imperative that a position paper be developed for each item contained in the proposed center. It will be independently researched and documented. The paper will contain the costs of current operations and its share of the costs for the proposed center. Villiams & Associates The papers will be made available to the press and individual voters upon request. 2. Information Brochures The voters sho.uld have an overall view of the City Council's reasons for the requested center. This is best accomplished through informational brochures. They will clearly state the need for the center as well as a complete understanding of the financing and revenue sources. Williams & Associates suggests that one brochure present the need for the center and one brochure present the financial impact. 3. Slide Show Presentations Requests will be made by various civic organizations and political action groups in Carlsbad to the City for an explan- ation of the proposal center to their memberships. This can be accomplished best by a Speaker's Bureau and a series of slide shows. The slide shows will be tailored to present the topics of concern in a concise and informative manner. 4. Information Mailings There is only one method that can insure that every registered voter will have the opportunity to become adequately informed about the proposed center. It is by mailing information directly to them for their review. The informational brochures will be mailed to the voters in a timely manner. This will require two mailings as Williams & Associates proposes that two brochures be developed. VVilliams & Associates 5. Town Hall Meetings Town Hall meetings will be established throughout the City so that voters can come together and be presented with information on the proposed center. These meetings will provide the voters with an excellent opportunity to ask questions and for the City to solicit public input. The Town Hall meetings will be scheduled by grouping certain precincts together and conducting the meeting in a public facility within the precincts. The voters will be advised of the meetings by a notice in the mail as well as through the print and electronic medias. 6. Press Advisories It is very important that the press be kept completely informed about all phases of the program. This will require briefings and a regular news release program. 7. Door to Door Canvass As the proposed center is presented to the public through the Speaker's Bureau and Town Hall meetings, certain questions will emerge as the ones most often asked. These questions, with the City's answers, will be put into written form and presented to all of the voters. The most effective manner to accomplish this is through a door to door canvass. This will allow for a one-to-one discussion of the proposed center with a large number of registered voters. 8. Video Tape Presentation A complete and informative video tape presentation will be I.S & Associate's produced for television airing. Additionally, circumstances will arise where there is not an available speaker. When this occurs, the video presentation can be inserted which will allow the group to see and hear the need for the proposed center. VVMiams & Associates III. WILLIAMS & ASSOCIATES' ROLE Williams & Associates proposes that it have the full responsibility for conducting the public education program for the proposed Public Safety and Administration Center. This would include but not be limited to: 1. Researching, writing, and protecting the research papers. 2. Writing, designing and producing the informational brochures. 3. Writing, designing and producing the slide show presentations. 4. Writing and designing the speeches for the Speaker's Bureau. 5. Recruitment, training and scheduling the Speaker's Bureau. 6. Coordinating all press briefings. 7. Writing and disseminating all news releases related to the proposed center. 8. Coordinating all educational mailings. 9. Recruiting, training and coordinating the door to door canvassers. 10. Scheduling, coordinating and conducting all Town Hall meetings. This includes mail advisories to the voters. & 11. Writing, designing and producing the video tape presentation. 12. Daily on-site coordination of education program. 13. Other assignments where the City feels it needs Williams & Associates to interface to properly conduct the education program. Williams & i Associates IV. CITY OF CARLSBAD'S ROLE Williams & Associates proposes that the City of Carlsbad: 1. Have final .approval (prior to production) of all materials and presentations. 2. Provide the staff of Williams & Associates access to all City staff (as resource personnel only) necessary to design and produce the materials outlined in this proposal. 3. Provide the necessary funding for all portions of this proposal which are approved. SPECIAL NOTE; This proposal is designed so that the employees of the City of Carlsbad are not placed in the position of having responsi- bilities that would take them from their normally assigned responsibilities. VVilficnm & Associates V. TIMELINES August 17 - September 12 1. Research, writing, and producing all materials contained in this proposal. 2. Recruiting and training the Speaker's Bureau. 3. . Developing a basic schedule for the Speaker's Bureau. 4. Day to day coordination and press relations. September 12 October 10 1. Recruiting and training door to door canvassers. 2. Establishing Town Hall meetings, 3. Coordinating first mailing. 4. Coordinating Speaker's Bureau activities. 5. Day to day coordination and press relations. October 10 - November 8 1. Conducting door to door canvass, 2. Conducting Town Hall meetings. oA Williams & Associates 3. Coordinating Speaker's Bureau's activities. 4. Coordinating second mailing. 5. Day to day coordination and press relations. Williams & Associates VI. WILLIAMS & ASSOCIATES PERSONNEL The following personnel of Williams & Associates would be assigned to the project: PROJECT DIRECTOR: Herb Williams CONSULTANTS:Oscar Kaplan, PhD., Survey Analyst Charles Thomas, PhD., Social Psychologist Harry Schuler, PhD., Geographer & Planner Craig Lee, San Diego Taxpayers Association Jean Andrews, Public Relations RESEARCHER & PRESS DIRECTOR;Sean O'Neill COORDINATORS:Vicki Derringer Allan Geisen Williams & Associates is a San Diego based firm and has been involved in voter communications for over twenty years. It has conducted numerous ballot campaigns in the Western United States. \Vi//imm & Associates VII. COSTS August 17 - September 12: Writing and researching $ 3,000 position papers, brochures. Designing, typesetting, and 10,200 printing position papers and brochures. Day to day coordinator. 1,500 Designing, photographing, and 2,000 producing slide presentations. Designing and producing video 3,000 presentation. TOTAL $19,700 September 12 - October 10: Day to day coordinator. 2,000 TOTAL $ 2,000 October 10 - November 8: Day to day coordinator. 2,000 Town Hall meeting advisories. 900 Canvass handout. 1,100 TOTAL $ 3,000 Williams & Associates Fee . $7,500 PROPOSED TOTAL $32,200 \Villiams & Associates Williams & Associates certifies that the fee of $32,200* is all inclusive. Upon acceptance of this proposal, Williams & Associates agrees to assume the financial liability of any additional costs that may arise in completing the program. * Does not include postage. • 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 3 'd 16S i 175 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 7336 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA ACCEPTING THE PROPOSAL OF WILLIAMS AND ASSOCIATES TO CONDUCT A PUBLIC EDUCATION PROGRAM FOR THE PUBLIC SAFETY AND SERVICE CENTER AND AUTHORIZING THE EXPENDITURE OF THIRTY TWO THOUSAND TWO HUNDRED DOLLARS FOR SAID PROGRAM. . WHEREAS, the City Council has determined that it is in the public interest to conduct a public education program regarding the proposed public safety and service center, NOW, THEREFORE BE IT RESOLVED, by the City Council of the City of Carlsbad, California as follows: 1. That the above recitations are true and correct. 2. That the proposal for the public safety and service center public education program for the City of Carlsbad submitted by Williams and Associates, marked Exhibit 1 attached hereto and made a part hereof, is accepted by the City of Carlsbad. 3. That Williams and Associates is authorized to conduct said program in accordance with said proposal. 4. That the City Council hereby authorizes the expenditure of $32,200 from the capital improvement budget to pay for said program. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 re 17 18 19 20 21 22 23 '24 25 26 27 28 PASSED, APPROVED AND ADOPTED at a regular meeting of the City Council of the City of Carlsbad, California, on the 16th day of August , 1983 by the following vote, to wit: AYES: Council Members Casler, Lewis, Kulchin, Chick and Prescott NOES: None ABSENT: None MARY H. 0CASLER, Mayor ATTEST: ALETHA L. RKUTENKRANZ ^xCity Clerk KAREN R. KUNDTZ, -Deputy City Clerk (SEAL)