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Home My WebLink About9/10/2002 - STAFF REPORTS (3) SCENARIO E PROGRAM REDUCTIONS City Manager - Director of Public Affairs - City Hall Receptionist - Office of Neighborhood Involvement and Public Participation - Executive Services Specialist Information Technol.- PSCTV Channel 17 - Remove Website - Close Hotline Finance - Audit & Budget Manager Comm. & Eco. Dev. - Business Retention - Foreign Trade Zone - Marketing Plan City Clerk - Website Agendas Human Resources - Longer Recruitment Periods Police - Close Downtown Experience Office - Traffic Division - Downtown Bicycle patrol - Police Athletic League - D.A.R.E. - Community Policing Program - Animal Shelter open to public 3 days a week Procurement - Risk Manager Fire - Paramedics - Close Station 5 - Urban Search & Rescue - Fire Prevention Inspector Planning - Half Day Counter Operations - Three Year Delay of General Plan Update - Elimination of "Over the Counter" Plan Checks - Reduction of Community Preservation Service Public Works - Grant Writing Administrator - Graffiti Program - Roadside Clean Up - Permit Center Open Half Day - Concrete Repair Team - Reduce Engineering Staff Parks & Recreation - Overseeding of Parks - Ball Field/Tennis Lighting - Downtown "Steam Cleaning" - Close Swim Center - Close James Jessie Desert Highland Unity Center Library - Reduce Library Hours - Close Learning Center - Reduce Reference and other services Tourism - Reduce Marketing Campaign budovia CITY OF PALM SPRINGS budbaIFY02-03 PERSONNEL & CONTRACTUAL SERVICES REDUCTIONS 9W2 FISCAL YEAR 2002-03 1 SUMNARY OF SCENARIOS A, B, C, D, & E Programs/positions "A" "B" "C" "D" E. On-Going 1 Convention Center 1,700,000 - 1,700,000 1,700,000 - 2 Tourism - - - - 200,000 3 All Other 943,398 - 1,062,055 1,062,055 1,062,055 4 Subtotal 2,643,398 - 2,762,055 2,762,055 1,262,055 5 6 One Time Projects 1,175,000 - 1,210,000 - - 7 8 Personnel Reductions 3,314,029 6,032,284 2,114,561 3,301,425 4,955,149 9 7,132,427 6,032,284 6,086,616 6,063,480 6,217,204 10 Number of Positions 43.40 73.70 30.50 46.00 67.40 _1 0 g Page 1 of 1 SCENARIO "C" SCENARIO "D" SCENARIO "E" No One-Time Project Cuts No One-Time Project Cuts On-Going Programs Net Reductions Foreign Trade Zone $ 29,000 SCENARIO "C" SCENARIO "C" Council Contingency-Lobbyists $ 75,000 ON-GOING PROGRAM REDUCTIONS ON-GOING PROGRAM REDUCTIONS Economic Development Marketing $ 25,000 Office of Neighborhood Involvement $ 20,000 TOTAL $2,762,055 TOTAL $1,062,055 Parades of Palm Springs $ 30,000 (Convention Center Excluded) Film Festival $ 150,000 Senior Center Contribution $ 52,880 Mounted Police Contribution $ 9,600 Additional On-Going Program Reductions Additional On-Going Program Reductions Measure"Y"Improvements $ 300,000 Convention Center Expansion $1,700,000 Program Net Reduction Program Net Reduction Annual Over Seeding of Parks $ 85,000 Roadside Cleanup $54,720 Roadside Cleanup $ 54,720 Downtown Steam Cleaning $ 30,000 Urban Search Rescue $20,000 Urban Search Rescue $20,000 Concrete Repair Program $ 38,575 TOTAL $74,720 Tourism $200,000 Ball field Lighting $ 57,000 TOTAL $274,720 GASB 34 Funding $ 65,000 Earthquake Insurance (Reduced Coverage) $ 95,000 TOTAL $2,762,055 One-Time Projects Net Reductions Additional Personnel Reductions Additional Personnel Reductions Economic Development Program $ 465,000 (Detail) (Detail) Skate Park $ 610,000 Animal Shelter Design $ 100,000 Department Positions Cut Net Reductions Department Positions Cut Net Reductions Portable Restroom for Villagefest $ 35,000 City Manager 1 $ 84,142 City Manager 1 $ 52,428 TOTAL $1,210,000 Risk Management 1 $ 109,036 Information Tech 1 $ 54,098 Information Tech 1 $ 78,891 Police-Traffic 6 $ 496,980 Department Positions Cut Net Reductions Library 2.5 $ 123,706 Police-Animal Control 1 $ 56,411 City Manager 1 $ 49,199 Fleet Maintenance 1 $ 53,325 Fire-Station 5 6 $ 500,000 Information Tech 1 $ 109,673 Facilities 3 $ 138,205 Parks-DHUC 4.40 $ 358,667 Finance 1 $ 87,727 Police 4 $ 384,738 Planning 1 $ 57,379 Community/Economic 1 $ 84,827 Fire 1 $ 73,724 Public Works 1 $ 77,761 Parks 2 $ 73,000 Building& Safety 1 $ 66,377 TOTAL 21.40 $1,653,724 Facilities 2 $ 63,354 TOTAL 15.50 $1,112,144 Library 2.5 $ 149,903 Police 8 $ 593,376 Fire 6 $ 500,000 SCENARIOS "C"AND "D" SCENARIOS "C", "D" and "E" Planning 1 $ 52,400 PERSONNEL REDUCTIONS PERSONNEL REDUCTIONS Building& Safety 2 $ 137,170 Public Works 3 $ 213,932 Positions Cut Net Reductions Positions Cut Net Reductions TOTAL 30.5 $2,114,561 46 $3,226,705 67.40 $4,880,429 Positions Cut Net Reductions Positions Cut Net Reductions Positions Cut Net Reductions SCENARIO "C"TOTAL 30.5 $6,086,616 SCENARIO "D"TOTAL 46 $6,063,480 SCENARIO "E" TOTAL 67.40 $6,217,204 0,9/09/02 15:52 NO.300 Del TMG Q_o_MMUNICATioNS INC. September s, 2002 Mr. Troy Butzlaff Assistant City Manager City of Palm Springs 3200 Fast Tahguitz Canyon Way Palm Springs, CA 92262 Dear Mr, Butzlaff Thank you for the opportunity to offer the services of TMG Communications, Inc., to the City of Palm Springs. TMG proposes to design, coordinate and implement a neutral, nonbiased public education program in order to disseminate the facts, answer questions and counter misinformation related to the City's six November 2002 ballot measures. The education program information will be provided to the residents of Palm Springs by the City as a public service mid will not represent any position advocating or opposing the measures. The program will consist of the following elements: Direct mail information brochures See attached direct mail program and budget. Educational information newspaper advertisements TMG will work with City staff to place newspaper advertisements suggesting readers understand the facts and obtain information on each of the measures via the information phone line, or City's web site. Complete information packages Packages consisting of all official background information for each measure as well as one larger package consisting of the information on all six measures will be developed. These information packages will contain the arguments for and against, rebuttals to, impartial analyses, most frequently asked questions, the City's economic/service reduction information and other relative information regarding the measures. These packages are made available to anyone seeking additional information on the measures (via information phone line,web site or through contact with City representatives). Strategic Communicatibns Ti 24560 Nandina Ave,.Suite 7-Moreno Valley,CA 92551 -(9o9)4ss-2o45,FAX(909)485-2046 t a,3/09/02 15:52 N0.300 P02 f .Educational information posted on the City's web site The City's web site address will be printed on all collateral material and information on each of the measures will be designed and posted on the City's web site. Those interested in receiving additional information can request it via a designated e-mail address. E-mail requests will be forwarded to TMG and TMG will provide a "Complete Information Package" to the person requesting information and/or forward their issue- specific questions to the appropriate City staff personnel for follow-up. A toil-free information phone line A toll-free information phone line will be established and its number will be printed on all collateral material. Voters can call to request additional information and get answers to issue-related questions. TMG will monitor calls daily and provide a "Complete Information Package" to the callers and/or forward their issue-specific questions to the appropriate City staff personnel for follow-up. PowerPo➢nt presentation A PowerPoint or 35mm slide presentation with a narrative script will be developed for City representatives to use in the community. The presentation will discuss each measure in detail with an emphasis on the more complex and controversial measures. We recommend City representatives make presentations to community service clubs, the Chamber of Commerce, senior citizen groups, homeowner associations and local trade and business groups. All educational information will be made available in Spanish upon request and will be so noted in Spanish on all primed material, information phone line greeting, newspaper advertisements and on the web site information, TMG will provide the analytical consulting as well as the logistics management and coordination services necessary to deliver the above outlined public education program covering all six City ballot measures for$45,000, This fee does not include the costs of vendor services and necessary expenses (printing, mail handling, postage, photo production, newspaper advertising and other direct expenses). An estimated budget outlining the costs of needed vendor services and other necessary expenses is attached The total cost of the program is not to exceed $142,980.00. An outline of estimated expenses is attached. 2 Q9i09/02 15:52 N0.300 P03 The costs for newspaper advertisements will be paid to the selected newspapers by the City directly and are not a part of the above not to exceed price. The City of Palm Springs' standard Contract Service Agreement paragraph 5.3 calls for the Contractor to deliver to the.City a perfortnance bond. We believe this requirement dose not pertain to the services being proposed by TMG. In the event that TMG is awarded a contract to deliver the services covered in this proposal, we request that this requirement be waived. With the November election less than 60 days away, time is of the essence. TMG will work closely with City staff to ensure the maximum efficiency of combined resources. If this proposal is accepted, a complete program of work including a task timeline and corresponding working budget will be developed and submitted. Thank you again for the opportunity to offer the services of TMG Communications, Inc. I look forward to working with you to deliver this important education program. Sincerely, �V'Aaron Knox President TMG Communications, Inc. 3 09/09/02 15:52 NU.-)ee Wb4 { City of palm. Springs Public Information Campaign Direct Mail Program: Mail Piece„ DesariutiOA Cost 31 W* In-Home Ballot rampblet &S x11/8 Page $24,697 9/30102 Brochure 4 Color This is a comprehensive ballot pamphlet that will include factual non-biased information on all six of the city ballot measures. It will be.sent to all 35,000 Palm Springs residents in advance of the absentee ballots. It will also include a voter registration form that can be utilized by those among the 35,000 households that are not registered to vote. The piece will be printed on a heavy 7-point cover stock with the voter registration form perforated for easy tear off and return mailing. Mao Piece DeeoA00" Cost 14,000 ** In-Home Measure U-Q&A l lx17 Single Fold $8i852 10/5/02 Brochure 4 color This piece will be a comprehensive question and answer piece on Measure U,the repeal of the utility tax that will clearly outline the benefits of this measure and the impacts on city services. This will be mailed to all 14,000 registered voter households in Palm Springs Mal Piece Description Cost 14,000** In-Home Measure V-Q&A llxl7 Single Fold $8,852 10/802 Brochure 4 color This piece will be a comprehensive question and answer piece an Measure V,which seeks to redirect the TOT tax, and will outline how those funds would be restricted under this measure and the impacts it will have on city services. This will be mailed to all 14,000 registered voter households in Palm Springs Marl Piece Description Cost 14,000** hyOome Measures W,X,Y,Z 11x17 Single Fold $8,852 10/15102 Brochure 4 color This piece will provide basic factual information on the less complex measures on the ballot,Measures W,X, Y,Z requiring less explanation and being able to fit within one mail piece. This will be mailed to all 14,000 registered voter households in Palm Springs Mail Piece Description Cost 14,000** In-Home Measures W,X,Y,Z 8.5x11 Jumbo Postcard $7,998 10/28/02 Iafo Piece 4 color This piece wig serve as an abbreviated factual and non-biased description of the impacts of a yes and no vote on Measures W,X, Y and Z_ This will be mailed to all 14,000 registered voter households in Patin Springs a �9/09/02 15:52 N0.300 P05 Mail Piece Description Cost14,000*" In--Flame Measure U 8,5x11 Jumbo Postcard $7,998 10/29/02 Info Piece 4 Color This piece will serve as an abbreviated factual and non-biased description of the impacts of a yes and no vote on Measure U. This will be mailed to all-14,,000-m stered voter households in Palm Springs Mail Piece Description Coast 14,000'�� In-Home Measure V 8.5x11 Jumbo $7,998 10/30/02 Info Piece Postcard 4 Color This piece will serve as an abbreviated factual and non-biased description of the impacts of it yes and no vote on Measure U_ This will be mailed to a�L14;006registered voter households in Palm Springs Mail Piece Description Cost 35,000 " In-Hume Comprehensive 8.5x11 Jumbo Postcard $14,733 l l/1/02 Summary Piece 4 Color This piece will go to all 35,000 resident households in Palm Springs and will serve as a simple fact sheet for all of the city ballot measures. It will arrive in mailboxes the Friday prior to the election and can be used as a reference piece for voters to take to the polls, Total Direct Mail Budget $8%980 IF AR Prices Include Sales Tax,Art,Film,Output,DesIM Layout,Print,Bindery,Mail handling cervices,Postago and Delivery to Palm Springs USPS DAU. Based on Data Provided and 2o00 pieces overrun for handouts. ** An Prigs Indude Sales Tax,Design,Layout,Film Output,Print,Binderyy,Mail handling Services,Postage and Ddnwyto Palm Springs USPS DDU. Based on Data Provided and 1000 pieces ovatrnn for handouts. Total Program Ex eases Consult Anal 'cal and I,o 'stirs Man ement Services $45,000.00 Direct Mail Pro $89,980.00 Targeted Voter and Residem Data-Collections and Processing $750.00 Produce and Forward Complete Issue Information Packages to $2,750.00 Constituents as Requested (including e Miscellaneous Expenses and Contingency $4,500.00 Total S142,980.00 5 Voter Information Campaign Options In the table below, costs are compared for three different printed pieces mailed to residents of Palm Springs utilizing the services of an outside consultant or in-house staff. • Quantities of 15,000 would be used for targeted mailings to 14,000 registered voter households with approximately 1,000 overages for handouts. • Quantities of 35,000 would be used for saturation mailings to all residential addresses with approximately 2,000 overages available for handouts. • Usage of in-house options for targeted mailings would incur a one-time cost of$135 to obtain the voter list on CD from the County of Riverside Registrar of Voters. • Usage of in-house options for saturation mailings would incur a one-time cost of$15 to obtain a "carrier distribution list" from the USPS. In-House Consultant Labor costs: to be determined *'k Labor costs: $45,000 Quantity 15,000pieces 35,000 pieces 15,000 pieces 35,000 pieces City Ballot 2 color 4 color 2 color 4 color 2 color 4 color 2 color 4 color Measure Voter Guide & $8,711 $14,983 $17,287 $24,697 Registration 81/2x11 8 page booklet Targeted 2 color 4 color 2 color 4 color 2 color 4 color 2 color 4 color Brochure 51/2 x 8�/2 $5,191 $5,497 $7,655 $8,852 4 pace Pamphlet 2 color 4 color 2 color 4 color 2 color 4 color 2 color 4 color Postcard 8 1/2 x 11 2/2 color $3,647 $5,518 $5,927 $10,165 $7,998 $14,733 flat, 67#card ** Temporary workers hired for mail manipulation is recommended, as is an overtime bank for staff. Total for these two contingencies will not exceed $3,000 L� 1