HomeMy WebLinkAbout1983-08-16; City Council; Off Agenda; Public Information Program: Safety CenterCITY JF CARLSBAD — AGENDA JILL
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MTG 8/16/83
DEPT CM
TITLE:PUBLIC INFORMATION PROGRAM-
PIJRTMC SAFETY CENTER
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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.
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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.
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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)