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HomeMy WebLinkAbout090-87 Ordinance . RECORD OF ORDINANCES , .. National Graphics Corp., COls., O. ~ Form No 2806-A Ordinance No. 90-87 ~ Passed - ------------- _m19_ AN ORDINANCE AUTHORIZING THE VILLAGE MANAGER TO ENTER INTO AN AGREEMENT FOR PUBLIC INFORMA- TION SERVICES WITH RESPECT TO THE MASTER PLAN AND RELATED ISSUES, APPROPRIATING FUNDS, AND DECLARING AN EMERGENCY. WHEREAS, the preliminary phases of the Master Plan process have been completed; and WHEREAS, the results of the Community Survey and the administrative responses need to be communicated to the public and various interested groups; and WHEREAS, Lorz Communications Inc. has submitte~ a six-phase proposal to assist in the dissemination of information regarding the Master Plan process and related issues; NOW, THEREFORE, BE IT ORDAINED by the Council of the Village of Dublin, 7 of the elected members concurring: Section 1. That the Village Manager be, and hereby is, authorized to enter into a contract with Lorz Communications Inc. to provide the services in Phases 1-6 per the attached scope of services marked Exhibit "A". Section 2. That the quotation from Lorz Communications Inc. in the amount of $25,980.00 be, and hereby is, accept~d. Section 3. That there be appropriated from th~ unappropriated balance in the GENERAL FUND to account A01-07-7A-2320 for Public Information Services the sum of $25,980.00 establishing an appropriation for this account. Section 4. That this Ordinance be, and the same hereby is, declared to be an emergency measure necessary for the public health, safety and welfare, and therefore, shall take effect and be in force immediately upon its passage. Passed this 20th day of July , 1987. ~ Mayor - Presiding Officer Attest: -~~. ~ Clerk of Counc I I hereby e~rtify that copies of tbis Ordinance/Resolutio were posted in the Villaee af Dublin in accordance wit Sponsor: Planning Department Section 731};5 of the Ohio Revised Code. J,L, /) A ~ kJ '7r;. z./~ Cl.rk of Council ORZ COMMUNICATIONS, INC. 16 East Broad Street, Suite 310 . Columbus, Ohio. (614) 464-3657 Public Relations. Marketing. Advertising July 15, 1987 Mr. Patrik Bowman, Director Planning Department Village of Dublin 6665 Coffman Road Dublin, Ohio 43017 Dear Pat: Enclosed is the promised proposal for Lorz Communications, Inc.'s services for providing professional public information services for the Village of Dublin. We believe the services proposed will be an appropriate and timely assist to the master planning process, and should be begun as soon as possible. If accepted, we are prepared to begin im mediately to develop interesting and effective communication channels for Dublin residents and Village officials. To date, the master planning process has allowed full involvement of Dublin residents. As we move ahead1 it makes good sense to continue that full involvement of residents. These proposed communication services will help that happen. Sincerely, jlMk F. Michael Lorz President ORZ COMMUNICATIONS, INC. 16 East Broad Street, Suite 310 . Columbus, Ohio. (614) 464-3657 Public Relations. Marketing. Advertising PROPOSAL FOR PROFESSIONAL COMMUNICATION SERVICES FOR THE VILLAGE OF DUBLIN INTRODUCTION In January, 1987, Dublin Village Council authorized the Planning Department to formally begin a systematic master planning process. That process, which is well underway, has been an very open and involving one, with several opportunities for significant input from Dublin residents. These included: 0 An all-day community workshop on Feb. 21, 1987, in which about 125 Dublin residents took part. 0 Based on results of that workshop, a survey questionnaire was designed and administered by telephone to a representative sample of 400 Dublin residents. Survey results have been mailed to all workshop participants, and widely disseminated to others. News media coverage of survey results and the overall master planning process has been extensive. To help maintain the open and participatory nature of the master planning process, Lorz Communications, Inc., proposes to provide certain professional communication services to the Village of Dublin. The program described below is geared to develop and maintain fuller, more open communication with Village residents, and to thoroughly describe the Village's master planning process to them. PHASE ONE PUBLIC FORUM TO REVIEW THE MASTER PLANNING PROCESS Lorz Communications, Inc. will work with Village Manager Timothy C. Hansley, Planning Director Patrik Bowman and Finance Director Nan Prushing to design and implement a Public Forum where: 0 A full report of the status of the master planning process will be presented. 0 Dublin residents will have an opportunity to ask questions or make comments about the process. We will prepare a clear, brief written description of the master planning process, to include a description of all component elements of that process, the timetable, and specific deliver abies of the master planning process. This written description of the master planning process will be suitable for printing and distribution to Village residents. We will work with Village Manager Hansley, Director Bowman and Director Prushing to widely publicize this Public Forum to generate maximum participation in the forum by Dublin residents. This will be accomplished through posters, public news announcements, and direct mail invitations to all community leaders and organizations. PHASE TWO PRESENT A TIONS TO COMMUNITY GROUPS In Phase Two of this proposal, Lorz Communications, Inc. will assist in developing additional opportunities for presentations about the master planning process to Dublin community organizations. We will contact Dublin community organizations to schedule speaking and "question-and-answer" opportunities for Director Bowman, other Village staff and Village officials. Emphasis will be on informing as many Dublin residents as possible about the status of the Village's ongoing master planning process. Further, we will develop and implement a method for obtaining evaluative feedback about the master planning process from Village residents. PHASE THREE COMMUNITY FACT BOOK Lorz Communications, Inc. proposes to develop a Community Fact Book in "queslion-and-answer" format to provide brief answers to many frequently asked questions about the Village's growth and development, its master planning process and and about municipal services. We will develop the questions through a series of personal interviews with Dublin residents, Village staff and members of Village Council. We then will work with senior staff and members of Village Council to develop clear, concise answers for these questions. The resulting booklet may be distributed to the public. PHASE FOUR TELEPHONE FACT LINE Lorz Communications, Inc. will prepare detailed recommendations about the establishment of a special telephone "fact line" for residents to call when they have comments or questions about any aspect of Dublin's development and growth, its master planning process or municipal services. This fact line will serve two purposes: 0 It will provide Dublin residents an opportunity for quick response to their questions 0 It will provide Village officials an opportunity to be aware of current concerns of Dublin residents To develop these recommendations, Lorz Communications, Inc. will conduct research into how similar "fact lines" are operated by other governmental bodies. . PHASE FIVE INFORMATION FOR NEW RESIDENTS The recently completed community survey revealed that 68% of Dublin adults moved to Dublin within the past five years. We propose to contact persons and organizations who have initial contact with new residents, such as realtors, bankers, utilities, school groups, Welcome Wagon, neighborhood associations and churches. Our objective will be to provide them with the "fact book" of up-to-date information about Dublin, so they can offer full and accurate answers to the many questions newcomers have. PHASE SIX NEWS MEDIA RELATIONS During Phase Six, Lorz Communications, Inc. will prepare news announcements about the Public Forum, and all meetings where the master planning process will be discussed. The goal is to generate high attendance at the meetings and a full understanding of Dublin's planning process, its growth and development and municipal services. Other services to be provided during this phase will be keeping the news media fully informed about the development of the fact book and the telephone fact line, and preparing and sending to the news media a weekly compilation of questions currently being asked by residents, along with answers to those questions provided by appropriate Village officials. . , . PROGRAM TIMET ABLE Work will begin approximately simultaneously on all Phases of this program, immediately upon acceptance by the Village of Dublin. We recommend holding the Public Forum in mid-September. Community group presentations will begin after Labor Day and proceed for about the next two months. The Fact Line will be established by mid-September, and the Fact Book will be completed in time for the Public Forum. Media relations will be ongoing. All work is scheduled to be completed by November 30, 1987. PROPOSAL BUDGET Phase One Public Forum $2,700 Phase Two Presentations to Community Groups 4,200 Phase Three Fact Book 7,400 Phase Four Fact Line 1,080 Phase Five Information to New Residents 4.550 Phase Six Media Relations 6,050 Total Proposal Budget $25,980 . , PAYMENT SCHEDULE Professional services will be delivered simultaneously throughout this program. Invoices will be sub mitted according to the following schedule: July 31, 1987 $3,980 payable net 20 days Aug. 31, 1987 7,000 payable net 20 days Sept. 30, 1987 7,000 payable net 20 days Oct. 30, 1987 4,000 payable net 20 days Nov. 30, 1987 4,000 payable net 20 days TOT AL: $25,980 Not included in this proposal are any costs for design, typesetting, camera- ready mechanical art, printing, direct mail postage, photography, slide production, or advertising. These costs, when authorized, will be billed to and paid for by the Village of Dublin. No such costs will be incurred without prior approval of the Director of Planning of the Village of Dublin. ~ fM~ ~. Accepted for Village of Dublin Accepted for Lorz Communications, Inc. '7/1-IJ11 /j /2'1/ <!;) Date Date