Loading...
101199 EDA CITY OF NEW HOPE EDA MEETING City Hall, 4401 Xylon Avenue North October 11, 1999 President W. Peter Enck Commissioner Sharon Cassen Commissioner Don Collier Commissioner Pat LaVine Norby Commissioner Mark Thompson 1. Call to Order 2. Roll Call 3. Approval of Regular Meeting Minutes of July 26, 1999 4. Motion Approving the Twin Cities Business Monthly Three-City Publication Proposal 5. Discussion Regarding 2000 Resident Guide and Business Directory 6. Adjournment CITY OF NEW HOPE 4401 XYLON AVENUE NORTH NEW HOPE, MilNNESOTA 55428 Approved EDA Minutes July 26, 1999 Regular Meeting City Hall CALL TO ORDER President Enck called the meeting of the Economic Development Authority to order at 8:01 p.m. ~ ROLL CALL Present: Enck, Cassen, Collier, Norby, Thompson Staff Present: Sondrall, Donahue, Leone, McDonald, Johnson APPROVE M/NUTES Motion was made by Commissioner Thompson, seconded by Commissioner Cassen, to approve the Regular Meeting Minutes of June 28, 1999. All present voted in favor. Motion carried. 7500 42~ AVE. N. President Enck introduced for discussion Item 4, Resolution Approving Purchase IMP. PROJECT 474 Agreement to Acquire Property at 7500 42"a Avenue North by Direct Purchase or Condemnation (Improvement Project No. 474). Mr. Kirk McDonald, Director of Commlluity Development, stated in June the EDA directed staff to proceed with the acquisition of the property for a price not to exceed $482,000 (a compromise between the asking price and the City's appraisal). The property owner is willing to enter into a purchase agreement with the City for this amount. Mr. McDonald noted Northern Environmental has completed a Phase 1 Environmental Site Assessment of the property and has determined that there is no evidence of recognized Environmental Conditions (RECs) in connection with the property except for the contamination associated with the Electronic Industries site and some staining off the northeast corner of the building. Northern Environmental recommends that the City seeks a "No Association" letter from the MPCA related to the contamination from off-site sources and also recommends that a soil sample be collected from the area of the stain for soil analysis. He stated the City is proceeding with both of these recommendations. Mr. McDonald stated purchase of the property should be concluded by mid- August. Commissioner Norby inquired whether the project will include demolition of the building. She noted this would be an additional expense. Mr. McDonald responded aff'trmatively to Commissioner Norby's inquiry. EDA Commissioner Cassen introduced the following resolution and moved its adoption: RESOLUTION 99-10 "RESOLUTION APPROVING PURCHASE AGREE1VIENT TO ACQUIRE PROPERTY AT 7500 42N~ AVENUE NORTH BY DIRECT PURCHASE OR CONDEMNATION ([MPRO~ PROJECT NO. 474)". The motion for the adoption of the foregoing resolution was seconded by Commissioner Norby, and upon vote being taken thereon, the following voted in favor thereof: Enck, New Hope EDA July 26, 1999 Page 1 Cassen, Collier, Norby, Thompson; and the following voted against the same: None; Abstained: None; Absent: None; whereupon the resolution was declared duly passed and adopted, signed by the president which was attested to by the executive director. ADJOURNMENT Motion was made by Commissioner Collier, seconded by Commissioner Cassen, to adjourn the meeting. All present voted in favor. Motion carried. The New Hope EDA adjourned at 8:04 p.m. Respectfully submitted, Valerie Leone City Clerk New Hope EDA July 26, 1999 Page 2 RE~~T FOR ACTION Originating Depa~ent Approved for Agenda EDAAgenda SecUon Community Development Susan Henry Item No. ]~. ommunity Development Specialist B~. ,,., 4 MOTION APPROVING THE TWIN CITIES/ BUsinEss MONTHL.~ THREE-CITY:' PUBLICATION PROPOSAL ACTION REQUESTED Staff recommends Council approval for a three-city (Crystal, New Hope, and Robbinsdale) promotional EDA publication for insert into the Twin Cities Business Monthly publication for January 2000. Crystal, New Hope, and Robbinsdale are similarly aligned in terms of redevelopment. Each community is also unique enough to speak of separately. It makes sense to tell the good stories collectively. It also makes I the project financially feasible. BACKGROUND In August, city staff was approached by representatives of Twin Cities Business Monthly about a promotional insert for their publication. Staff looked at the cost and decided it was too expensive for the City to do alone. Staff was presented with another idea: collaborating on the project with some of the neighboring cities, such as Robbinsdale and Crystal. Representatives from the three cities met and ~discussed the project potential. Attached is the proposal as a result of the meeting. The City of Robbinsdale approved the proposal on October 4. The City of Crystal will consider the proposal on October 19. With much of the City's focus on redevelopment, it does make sense to do a promotional project of this nature. In brief, the concept of the three-city publication is to promote each city as well as give an overview of the area. Given the numbers on the proposal and if all three cities agree to participate, a four-color 12-page publication is planned. Each city will have 2.5 pages for an individual message and share 1.5 pages for the overview. The remaining pages would be sold for advertising by the magazine to support the project. The publication will focus on business recruitment, with an emphasis on increasing interest and enthusiasm for the benefits of relocating, building, or expanding a business within the three-city area. If the publication is approved, under the direction and approval of the three cities, Twin Cities Business Monthly will produce and publish a high quality 12-page section for the January 2000 issue of the magazine. The magazine boasts a circulation of 37,000, including key decision makers in the Twin Cities business community. TO: Request for Action Page 2 10-11-99 The New Hope section could focus on a variety of topics, including an overview of the City with a focus on housing, parks and recreational facilities, major commercial/industrial properties, business partnerships and city services. Current redevelopment projects such as PPL and Walgreens could be featured. The piece would also be an ideal way to start marketing the city-owned property at 42® and Quebec for commercial development. The article could also market the industrial property owned by the City at 9200 49th Avenue and highlight residential redevelopment opportunities. Twin Cities Business Monthly has produced similar materials for the Moorhead-Fargo area and for the City of Lakeville. Samples of these materials will be available Monday evening to ~ook at. Both pieces are quite impressive and have proved to be effective for the said communities. ,. FUNDING For the proposed project, each participating city will contribute $5,000 in seed money. Other project revenues will be attracted by advertising. In addition, staff recommends approval of an additional $2,000 for custom reprints of New Hope's information only. This way the City will have a stand alon~piece for direct marketing purposes. In sum,' staff recommends Council approval of $7,000 for the Twin Cities Business Monthly three-city project, pending approval by the City of Crystal. There is $36,000 budgeted in the 1999 EDA budget for Special Programs such as business promotions and advertisements and the current balance is $22,000, therefore, there are adequate funds available for this $7,000 expenditure. ATTACHMENT · Proposal from Twin Cities Business Monthly · Letter from Robbinsdale BUSINESS MONTHLY 220 Sol 'm SIx'l't~ S I'!~t.:l.'I'. SI I'I'~: 500. Mlxx~:.xvol.[s, *IN 55402 · (612}339-757! · FAX (612)339-5806 · www. mspcornmunLcations.com September :1.3, 1999 Kirk McDonald City of New Hope 440:~ Xylon Avenue North New Hope, MN 55428 Dear Kirk: Enclosed you will find our proposal for a special business recruitment supplement on the cities of Crystal, New Hope and Robbinsdale. Connie and I have surveyed potential advertisers for this project over and above the proposed seed money from each of the cities. We feel it may only be possible to secure an additional one and one-quarter pages of advertising to support the project. With that in mind I have prepared a proforma based on a :~2-page section in the magazine. As you will see, this is an incredible value for the cities of Crystal, New Hope and Robbinsdale; and quite frankly an offer that we will not be able to present in the future. We do, however, believe that your cities have a compelling story to tell, and the magazine wants to support your efforts. It is possible that this project could be fast-tracked to appear in our December issue that contains the annual Expansion & Relocation Guide, if we receive final approval from all cities by September 28. However, our production schedule would be a bit more comfortable for all parties if we target our January 2000 issue containing the annual What Business Th.inksTM editorial. I: will be in touch with you this week to review the proposal before your upcoming council meeting. l: look forward to working, with you, Anne and Dan on this exciting project. Sincerely, ~ Ma~ry_,~. Carlson Director of Special Projects PROPOSAL TO THE C]~TZES OF CRYSTAL, NEW HOPE and ROBBTNSDALE BY Twin Citie~ Bu~ines~ ~/onth/y OB.1ECT1'VE ' Twin C/t/es Business Plonth/ywJll create a business recruitment supplement that will increase interest and enthusiasm for the benefits of relocating, building or expanding a business within the three-city area. The content of the supplement will include useful and persuasive editorial and advertising content to encourage economic growth within your communities. STRATEGY Under the direction and approval of the cities of Crystal, New Hope and Robbinsdale, Twin Cities Business/Vonth/ywill produce and publish a high quality 12-page section in the December 1999 or .lanuary 2000 issue of the magazine utilizing our expertise in editorial development, writing, editing, design, production and sales. Twin Citieswill develop editorial content that will showcase the unique re- development opportunities that exist within these inner-ring suburbs. Specific editorial ideas will be gathered through a roundtable discussion scheduJed upon receiving project approval. FUNDZNG Twin C/t/es Business/S'fonthlysuggests funding this project with seed money from each community in the amount of $5,000 per community. ]:n addition, Twin C/t/eswill work to secure an additional one and one-quarter pages of advertising from key businesses in the area. The financial feasibility of the project is dependent on balancing the required seed money with projected display advertising revenue. Essential to the success of the project is the extent to which each city endorses the project and participates in the marketing efforts by providing contact names, 'directories and a letter of introduction/endorsement. TwinCifies Each city will receive the following for their $5,000 commitment: · Two and one-half pages of editorial coverage on your city, plus inclusion in the one and one-half page joint overview. (Each city will receive approximately three color separations within the editorial.) *Value: $11,738 · City logo on the cover of the 12-page section. *Value: $4,695 · 1/4 page black & white ad within the section ~ran additional 1/4 page of editorial. *Value: $2,000 · 100 copies of the magazine containing the Crystal, New Hope/Robbinsdale section. Value: $100 *(Value is based on our standard display advertising rates which are camera- ready rates. Twin Cities will also be providing editorial, design, production and sales publishing services for this project.) MECHANZCALS Format: 12-page, four-color, ROB (run of book), 10" x 12" size Section printed on 35 lb. SCA paper stock. (This is the same paper stock used in printing the magazine.) Issue: December 1999 or .]anuary 2000 Inclusions: Price is all-inclusive with the exception of inside photography/art We have set aside funds for cover art, but for the purposes of this proposal we are assuming any inside art or photography will be supplied. Reprints: Custom reprints of this section are not included, but costs are available below: Four page, four-color custom reprint available for each city incorporating, for example, each city's 2.5 page individual message with the 1.5 page joint overview. Quantity Cost 250 $1660 500 $1860 1000 $2060 1500 $2260 2000 $2460 2500 $2610 5000 $3160 BIJII#IEII, MONT#LY DISTRIBUTION Distribution for the business recruitment section will target Twin C/t/es Sus/ness /V/onthl?'shighly qualified and audit-verified circulation of 37,000, including paid and qualified business decision makers, Minnesota legislators and their staffs and newsstand distribution. No other local business publication can deliver the concentration and caliber of business decision makers. More than 85 percent of Twin C/t/es readers are CEOs, chairmen, presidents, owners, partners, COOs, CFOs, VPs or other officers. Remaining readers are professional/managerial. These are our area's key business influentials, and they have demonstrated a committed reader connection to our magazine that can be leveraged for the cities of Crystal, New Hope and Robbinsdale. TIMING The success of the project for the December issue of Twin Cities is contingent upon meeting all deadlines, especially review of the manuscript and final page proofing. See attached tentative, compressed timetable for a December publication date. A January publication date would allow more time in the editorial gathering and writing phase. Manuscript and page proofing would occur roughly one month later. SUMMARY Twin C/t/es Bus/ness/Vonthl?can support the re-development efforts currently taking place within the cities of Crystal, New Hope and Robbinsdale. We can participate by offering our publishing expertise, along with other promotional and merchandising opportunities to assist each city in reaching the investor market. In return for your combined $15,000 investment, you will receive: · A third party marketing piece produced by the area's premier publisher of magazines and custom publications. · Distribution within Twin O'ties Business I~lonthl?~ highly'credible editorial to the area's key business decision makers and community leaders. · An incredible cost per page value. (Twelve pages computed at our open advertising rates, which are camera-ready would total to more than $56,000, without the additional costs for editorial, design and production.) · An experienced staff with longevity and knowledge of the industry and economic development to assist in securing the additional funding necessary to successfully complete the project. · A publishing team dedicated solely to the development and execution of this project for the cities of Crystal, New Hope and Robbinsdale. Twi Cities City ot' Robbinsdal¢ 4100 Lakeview Avenue North Robbinsdale, Minnesota 55422-1898 Phone: (612) 537-4534 Fax: (612) 537-7344 October 6, 1999 Ms. Mary Carlson Director of Special Projects Twin Cities Business Monthly ," 220 South Sixth Street, Suite 500 Minneapolis, MN 55402 Re Business Recruitment Supplement Robbinsdale, Crystal, New Hope Dear Mary: This letter will confirm the main points of our 'phone conversation earlier today. Last evening, the Robbinsdale Economic Development Authority approved Robbinsdale's participation in the three-city businesS recruitment supplement. They approved the $5000 seed money, another $2060 for 1000 reprints of the Robbinsdale section, and $500 for photography costs. They also directed me to seek an additional 100 free copies of the full magazine (total of 200 free). Thank you for agreeing to provide the total of 200 free copies. Of course, the approval was contingent on both Crystal and New Hope participating as well. I'm hopeful that they will obtain their respective approvals in the next two weeks. Please call if you have any questions, and to schedule the brainstorming session on the content of the articles. Sincerely, Dan Comejo Development Director Cc Kirk McDonald / Sue Henry - New Hope Anne Norris - Crystal ~~ REQUEST FOR ACTION Originating Department Approved for Agenda EDAAgenda Section Community Development Susan Henry ~ ) Item No. B~ommunity Development Specialist By:. ~/ , 5 DISCUSSION R~GARDING 2000 RESIDENT G~UIDE AND BUSINESS DIRECTORY ACTION REQUESTED Staff requests a discussion with the EDA regarding the update and production of a 2000 New Hope Resident Guide and Business Directory. POLICY/PAST PRACTICE In 1998, the City produced its first Resident Guide and Business Directory. The publication proved to be useful for both residents and the business community. BACKGROUND In 1998, the Resident Guide and Business Directory was the first attempt at putting the City's most requested information under one cover. At this time, the information contained in first edition is becoming outdated. A new Councilmember has been elected, several Department Heads have changed, and recent innovations such as the web page are not included. When the edition was printed, it was ;assumed the shelf life would be approximately two years. If the City is interested in continuing on with the project, it is time to consider an update to the document. Planet Publications, the company that produced the first edition, has completed a preliminary proposal for the 2000 project. City staff was pleased with the quality product produced by Planet Publications in 1998 and recommends the company for the 2000 guide. In 1998, the City spent $14,000 on the project. Fifty percent of the project was subsidized by advertising. For the 2000 run, it is anticipated the City will spend $9,000. Again, advertising dollars will fund part of the project. The $9,000 includes an update to the information, production costs, and direct delivery to businesses and residents. Since the document only needs editing and modifying of the current guide, the costs are less. It is important to note, though, that the bulk of the costs stem from layout of the 3ublication, art direction, and ad sales, which still need to be accomplished the second time around. The four-color front cover design will change to give the document a little different look and distinguish it from the first edition. MOTION BY /-~ - SECOND BY ~~4//'~ Request for Action Page 2 10-11-99 In 1998, a delivery service was utilized to deliver the guides around the City; this time, however, staff recommends direct mail due to issues that resulted from the drop off method. Also, for the next run, staff recommend printing less copies. In 1998, there were a total of 20,000 copies run. There was an overabundance of guides left. It is recommended that 12,000 be printed this time. There will be a total of 8,500 directly mailed to businesses and residents and the remaining copies will be available for on-going random distribution over a two year span.. Although the press will be at 12,000 versus 20,000, the costs of living, ink, and paper rates have increased since 1998. If the EDA is agreeable to proceeding with the 2000 guide project, details will b..e finalized and staff will present the contract with Planet Publications at the November 8 EDA meeting. ,' FUNDING There are adequate funds budgeted in the 1999/2000 EDA budgets to cover this expense. ATTACHMENT · Preliminary proposal from Planet Publications · Background Memo from Kelly Barrett, Communication Intern Memorandum Date: September 30, 1999 To: Kirk McDonald, Director of Community Development From: Kelly Barrett, Communications Intern Re: Resident Guide and Business Directory Background: Pdor to the publication of the 1998 Resident Guide and Business Directory, the City and local businesses collaborated in the "Shop Neighborly New Hope" campaign. The campaign produced name recognition for businesses and created increased sales dudng the promotion; unfortunately, the interest declined once the promotion ended. The business community was looking for something that would ' increase patronage throughout the year. At the same time, the City was looking to create a publication that would combine all of the information about city services under one cover. The concept for the Resident Guide and Business Directory began by combining these two separate ideas into one publication. Unlike the "Shop Neighborly New Hope" campaign, the interest generated from the guide continues over time. By providing local government information, this is also a reference tool that residents and businesses continue to use over extended pedods of time. When the 2000 guide is published, the 1998 Resident Guide and Business Directory will have had a shelf life of over two years. 1998 Resident Guide and Business Directory Specifics: The City wanted a publication that would reflect well on both the City and local businesses. The 1998 Resident Guide and Business Directory details the history of New Hope and provides information on local government and elected officials. It also serves as a local business directory by indexing businesses and their location on a fold-out map, as well as through advertisements. The guide was published by Planet Publications. Staff liked the way Planet Publications proposed to deliver the guides, the quality of its past publications, and the way that it tailors its publications to fit individual needs. Layout and pdnting of the guide was also handled by the company, as were ad sales. The cover was designed by Scott Shore of Lure Designs. The fold-out map, which was a modified version of the zoning map, was designed by the city engineer's office. The directory was compiled by reviewing the city of Plymouth's resident guide. Staff used the Plymouth guide as a reference while creating New Hope's text. Plymouth's guide was distributed to the department managers, and they rewrote the text to reflect the information and services pertinent their individual departments. The information was collected and combined to create the draft of the guide. The draft was then sent to the publisher for the layout and design of the first draft of the guide. This draft was reviewed by a staff committee and the City' Council. A copy editor was also hired to review the guide's content prior to publication. The City and local businesses split the cost of the publication 50/50. Businesses had two options for participation: through the purchase of an display advertisement or the purchase of a business listing. Both options allowed businesses to be listed on the back page of the fold-out map. The listings on the back of the map included the business name, address, and its gdd location on the map. A kickoff was held November 18 to introduce the guide to businesses and to distribute information about advertising rates and other specifics. Invitations to the kickoff were sent to all businesses in New Hope, along with a letter from the mayor endorsing the publication. Follow-up telephone calls were made by Planet Publications' sales staff after the kickoff. The invitation and kickoff helped to warm businesses to the idea - eliminating "cold" calls by Planet Publications' telemarketers. The 1998 Resident Guide and Business Directory was hand delivered by Home Delivery Flyer Service of Crystal. Delivery was completed over three days in Apdl of 1998. Although door-to-door delivery is a good way to reach each residence and business in New Hope, there were some problems with the delivery. There were some boxes of directories left on street comers, and some guides was found in Plymouth. These problems were corrected by Home Delivery Flyer Service, and guides were redistributed as necessary. ' The costs incurred by the City for the 1998 Resident Guide and Business Directory totaled $14,000. A summary of the total costs is as follows: Final Display Sales Including Color $20,545.00 Bill to New Hope 7,100.00 Telemarketing Fee 2,000.00 Pdnt 20M of Rollfold Map 3,400.00 Map 4 Color Over 2 Color Add-On 500.00 Art Director for "B" Side of Map 400.00 Copy Editor 600.00 Total Due Planet Publications $14,000.00 2000 Resident Guide and Business Directory: The 2000 Resident Guide and Business Directory would follow the same format as the previous guide, with the information updated to reflect changes in department heads, the City Council, and to add new information, including the City's web site. In addition updating the guide's textual information, some photos in the guide will be replaced with new, more up-to-date photos. Not only will the current Resident Guide and Business Directory be updated, but publishing a new guide will replenish the City's supply of guides. There were 20,000 guides published in 1998, with approximately one-half of the guides delivered to residents and businesses and one-half given to the City for distribution. A small number of guides were kept at City Hall, with the rest stored free of charge at Cimarron Printing, formerly Universal Printing, in Shakopee. Approximately 900 guides were stored at that location. Due to Cimarron Pdnting's recent disposal of outdated materials, all of the guides stored there were deemed out-of-date and disposed of without the City's consent. The only 1998 Resident Guides and Business Directories that remain are the limited number stored at City Hall. A decrease in the number of guides pdnted in 2000 is proposed to more accurately reflect its need and distribution. Pdnting 12,000 Resident Guide and Business Directories shOUld adequately allow for delivery to each resident and business in New Hope, as well as allowing additional copies available for distribution with new resident packets and at City Hall. In addition to modifying the number of guides pdnted, staff is proposing a change in the distribution method. As previously mentioned, the 1998 guides were distributed door-to-door; however, due to the problems with the delivery, the 2000 Resident Guide and Business Directory will be distributed via direct mail. Using direct mail will eliminate the problems the City encountered with the 1998 door-to-door delivery. · Page 2 Initial estimates in 1998 from Planet Publications indicate that the cost savings from editing and modifying the current Resident Guide and Business Directory will be minimal. The bulk of the costs of the project stem from layout of the publication, art direction, and ad sales. The edit constitutes only a small portion of the actual cost of the producing the guide; however, the total cost to the City will be reduced since it will take less staff time to edit the current document than it would to prepare an entirely new document An estimate from Planet Publications for the 2000 Resident Guide and Business Directory will be completed by October 4, 1999. · Page 3 2000-2002 CITY OF NEW HOPE OFFICIAL RESIDENT GUIDE AND BUSINESS DIRECTORY PROPOSAL Planet Publications Responsibilities And Obligations Planet Publications takes full responsibility and guarantees New Hope its publishing expertise in order to administrate, develop, design, print, and distribute the City of New Hope's Residents Guide. 1) Planet Publications will develop a production schedule and timeline to highligh~ all responsibilities and timelines. 2) Planet Publications will assist New Hope in its editorial efforts to create copy in conversion-ready materials, develop the proper flow of edit, sorts, and indexes. 3) All advertising for the guidebook will be sold, invoiced, and collected by Planet Publications. 4) Planet Publications will staff the project with a qualified sales representative with the expertise to ensure a successful advertising campaign. 5) Planet Publications shall be fully responsible for hiring, training, directing, and supervising its staff. 6) Planet Publications shall produce all promotional materials necessary for ad sales. These promotional materials will be approved by The City of New Hope. 7) Planet Publications will adhere to timelines and deadlines set forth by both parties. 8) Planet Publications will be responsible for all litho preparation and manufacturing. This includes litho preparation of both ads and edit and all presswork for entire publication. 9) The City of New Hope will provide a vendor and local business list to Planet Publications for use in selling ads. 10) Planet Publications may not represent to potential advertisers that favoritism will be shown by the City of New Nope to advertisers in the guidebook. And, in addition, Planet Publications will not engage in "high pressure" sales tactics. 11) Advertisers will be informed in the ratecard that a disclaimer will appear in the guidebook that will state the following: "Advertiser participation in this guidebook does not constitute endorsement of any company or product by the City of New Hope." 12) Planet Publications will not solicit or accept ads for pornographic/adult materials, firearms, lottery or gambling sales, political advertising, or special interest group issue/ads. New Nope will view each ad in its final stage in order to approve context and content. 13) Planet Publications will prov. idea list of all sold advertisements to New Hope every two weeks or when requested. 14) The City of New Hope will provide to Planet Publications the art directed front cover on disk, the four page center spread map on laser paper in layers, each layer representing a color or screen of a color for the printer to shoot and strip. 15) Listings will be sol~l and inPut by Planet Publications. These listings will be at no charge to display advertisers and sold for $45.00 to non- advertisers. The listing fee IS NOT part of the net sales that determines what New Hope's final fee is for publishing. Planet Publications will set a COD policy for the listings in order to eliminate the need for collections. 16) Planet Publications will sell ads ONLY to New Hope business until we exhaust all possibility of contacts in the City of New Hope. The only ads we will sell outside of the New Hope list are to companies or organizations that do not have competitors in New Hope (i.e. Grocery stores). 17) Business listings will contain a business name, street address, and phone numb~,r and sell for $45.00. All display ads will be placed within the front edit sections and NOT in the business directory section. The display advertisers will receive a free listing that includes everything as above plus the page number that their display ad is on. All business listings will be provided to the City of New Hope so they may be placed in the "B" side of the map with map coordinates. 1998-2000 Comparison Publication Date February 1998 March-April 2000 Press Run: 2,0,000 12,000 Paae Si~e: .5 7/8 X ~ NO (;h~nge Binding: Saddle-stitched NO Change Text: Black plus one PMS. 50# offset DaDer stock NO Chang~ Cover: 8 pt coated cover stock No Change 4 color plus flood gloss on front cover Cover 2.3.4 determined by Advertiser No Chang~ Cover Design Provided by New HoDe's art director on disk. NO Chan? Edit Desion Complete Pager Design Will (;hanqe slightly Photos: Up to 21 black and white photos Drovided by the City_' of New HoDe NO (~h~ng~ Text Design: All text [:)ages to nrinter on disk and keyline$. NO Distribution: Local Delivery_ Company 8500 to USPS Carrier Route Remainder of Pressrun 3500 to City of New HOpe Total Page Count: 56- 64 plus cover (final total based on ad sales) No (;:hang~ Ad / Edit Ratio 50% edit / 50% ads-listing~ NO (;hang~ Telemarketing Fee For Contacting all Businesses $2000.00 Will call as many businesses necessa _ry tO rea(;h goals N/(:;: Ad and Listing Rates (see ~;h~]rt) No Chan? Edit-Ad Ratio ~0/.50 NO (;h~ang~ Roll-Fold Mao in center of Book In(;KJded in Fee Printing Indicia. Permit Number. and Mail Prep Included in Fee Mailing Costs based on .124 [~er oiece $t054.00 ApprQ~, Included in Fe~ City Of New Hope Reslbonsibilities 1) New Hope will supply editorial, photography, front cover art on disk, and keylined layers for map for center spread. All editorial is to be provided on disk with a hard copy for instructions to the art director. As part of this edit, New Hope can provide masthead information, disclaimers, and organization of edit sections. Planet Publications will provide information for the masthead and the business listings. 2) The City of New Hope will provide one contact person for overall coordination of all activities relating to the guideboOk. . 3) The City of New Hope will approve all copy and layout for the guidebook and all information on rate cards for mailings. 4) The City of New Hope will provide announcements of the guidebook in the city's newsletters. 5) The City of New Hope will copy-edit and verify all editorial information for accuracy of content. Planet Publications' copyeditor will do a final edit for context. 6) The City of New Hope will provide a copy of all final changes necessary to develop the guidebook on the date determined by the production schedule. Any editorial changes that are made by New Hope after the disk has gone to the litho house or printer will result in alteration charges. 7) The City of New Hope will adhere to all pre-developed production schedules in order to keep production costs at a minimum and to properly interface client and publisher duties as outlined throughout the contract. 8) The City of New Hope will provide their permit number and other necessary carrier route indicias in order to prepare the piece as required by the USPS. Includes your permit number, return address, and ECR WALK SEQUENCE. This should be incorporated into the bottom front cover. Included in bid is 8500 distribution at 3.4 ounces at a cost of .124 each ($1054.00). If distribution amount goes above this figure, New Hope will pay the remainder. 1998 And 2000 Ad Rates SIZE 1998 EDIT COLOR 4 COLOR PROCESS 2000-2002 Back Cover ' $900.00 N/A $300.00 NO Change Inside Front Cover $800.00 N/A $300.00 No (;h~nge Inside Back Cover $800.00 N/A $300.00 No Change Full Page $700.00 $75.00 N/A NO Change Half Page $400.00 $75.00 N/A NQ Change One Thir~ Paoe $~100.00 $75.00 N/A NO Chang~ One Sixth Page $235.00 $75.00 N/A NO Change 3 2000 Ad Rates Although our press run is 12,000 Vs 20,000, the cost of living, ink, and paper rates increased since 1998. Once you are on press' the cost of printing additional thousands is fractional compared tO the prep cost of getting the first few printed. Planet Publications will handle any customer's objections to same rate / less circulation on a case-by-case basis if it comes up. Fee Structure For 1998 Versus 2000 56 text/4 page cover $17,000.00 $10,500.00 56 text/4 page cover $18,000.00 $10,000.00 56 text/4 page cover $19,000.00 $9,500.00 56 text/4 page cover $20,000.00 $14,000.00 $9,000.00 56 text/4 page cover $21,000.00 $8,500.00 64 text/4 page cover $22,000.00 $9,000.00 goes up to 64 pages 64 text/4 page cover $23,000.00 $8,500.00 64 text/4 page cover $24,000.00 $8,000.00 64 text/4 page cover $25,000.00 $7,500.00 64 text/4 page cover $26,000.00 $7,000.00 64 text/4 page cover $27,000.00 $6,500.00 64 text/4 page cover $28,000.00 $6,000.00 64 text/4 page cover $29,000.00 $5,500.00 64 text/4 page cover $30,000.00 $5,000.00 64 text/4 page cover $31,000.00 $4,500.00 64 text/4 page cover $32,000.00 $4,000.00 64 text/4 page cover $33,000.00 $3,500.00 1998 Fee Breakdown $2,000.00- Telemarketing Fee to contact every business in New Hope $7,100.00- Fee to print book (Net Sales reached $20,245.00) $4,900.00- Fee to Print Map and misc. charges 2000 Fee Breakdown Telemarketing Fee to contact every business in New Hope - N/A Fee to print book (Net Sales reached $20,245.00) - see Fee Structure Fee to Print Map and Misc. - included in price in Fee Structure Sales Revenue Definition_ The sales revenue is defined by the collected amount of display advertising dollars AFTER any discounts, color charges, production charges, and listing charges. NOTE* Planet does not plan to offer discounts but in order to define the above chart dollar figures, this issue must be addressed. The $45.00 listing price is built on a break-even level that will pay f or commissions, administration, data-base management, collections, etc. (Same as 1998) 4 10/5/99Map Provided to Planet as 4 layers for the map side and on disk in correct order for the ("B side") location detail and information side. Printed Black plus two PMS over Black plus one PMS. Map equals 8 additional 6 X 9 pages 9 X 24 flat. Same paper stock as text pages of guide. Map stitched into guide as a roll-fold. Map is included in fee schedule. Payment Terms $3000.00 down, rest of payment due on delivery of publications. Timing I would like the City of New Hope to consider allowing Planet Publications to pre-sell the I~ublication. I can start ad sales in 1999 and finish sales throughout the winter. A longer timeline will allow me to call on as many potential advertisers as possible. In addition, it allows me to work with advertiser's 1999 budgets or 2000. Negotiations This bid is open for negotiations, changes, alterations, etc. In Closing Thank-you for the opportunity to work, once again, with the City of New Hope. I hope this proposal offers you the win-win relationship that I think we accomplished in 1998. And because I better understand your project, your city, and its operations, the lower costs reflects not only the lower pressrun but also how seamless the project's undertaking was two years ago. Very Best Regards, Susan McNulty President enc./ 5