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HomeMy WebLinkAboutCCP 04-21-1997 I FILE I AGENDA ~ ARDEN HILLS CITY COUNCIL WORKSESSION ARMY RESERVE CENTER - 4655 LEXINGTON A VENUE NORTH I . MONOAY, APRll.. 21,1997,4:45 P.M. . 4:45 P.M. 1. CaD to OrderlRolI CaD , I. it l.. '. I :." i -:;~ 4:45 P.M. L 2. Approval of Meeting Agenda I I . 4:50 P.M. 3. City Issues - Short Term a. Lake Johanna Fire Contract b. Marketing Brochure . Ie 5:30 P.M. 4. City Issues - Long Term a. Retreat Follow Up I b. Gateway Business District . 6:45 P.M. 5. Miscellaneous Items I . 7:15 P.M. 6. Adjourn I . . it The above times may vary depending upon length of issue discussion. . ------------ . . ~ - -- .' ,f , ~ ,~- . April Meetinp May Meetinp . April 2 Planning Commission 7:30 P.M. May 7 Planning Commission 7:30 P.M. . April 14 Council Meeting 7:30 P.M. May 12 Council Meeting 7:30 P.M. April 10 Business Relations 3:30P.M. May 15 Public Safety 7:30P.M. I Committee Commission April 16 Business Development 8:00 A.M. May 15 Finance Committee 7:30 P.M. . Committee May 19 Council Worksession 4:45 P oM. April 17 Public Safety 7:30 P.M. . Commission May 21 Business Development 8:00 A.M. Committee April 17 Finance Committee 7:30 P.M. .. May 22 Business Relations 4:00 P.M. April 21 Council Worksession 4:45 P.M. Committee April 22 Parks & Recreation 7:00 P.M. May 27 Council Meeting 7:30 P.M. . Commission May 28 Newsletter Committee 6:00 P.M. April 28 Council Meeting 7:30 P.M. . May 28 Parks & Recreation 7:00 P.M. April 30 Newsletter Committee 6:00 P.M. Commission . I . I I -. I I HP OfficeJet Fax Log Report for I Personal Printer/Fax/Copier City of Arden Hills 612 633-7839 I '81 Fax Apr-18-97 08:47 AM I Identification Result Pa~es ~ Date Time Dumtion DiaQ'fiostic 6310467 OK 02/02 Sent Apr-18 08:39A 00:00:51 002121230020 I 6339550 OK 02/02 Sent Apr-18 08:40A 00:01 :05 002120430020 6333846 OK 02/02 Sent Apr-18 08:42A 00:01 :05 002120430020 I 6.0.4 I I I I~ I I I I I I Q I XV/~~l I . tA'W I I ~e CITY OF ARDEN HILLS MEMORANDUM I DATE: April 17, 1997 I TO: Mayor and City Council I FROM: Brian Fritsinger, City Administrato.oo SUBJECT: Administrator Comments for the April 21, 1997 Council Worksession I **PLEASE NOTE TIME AND LOCATION OF MEETING** I 1. City Issues - Short Term I a. Lake .Johanna Fire Contract With the Fire Services contract expiring at the end of 1998, the City Council may wish to discuss procedurally how it desires to approach this issue. I b. Marketing Brochure The Council may wish to discuss the suggestions made by the graphics person .. who reviewed the marketing brochure. This individual has prepared three options for further Council consideration. I 2. City Issues - Lon!! Term a. 1997 CouncillDepartment Head Retreat Follow Up I The City Council and Department Heads agreed at the Retreat that it would discuss some follow up as a result of the Retreat. I I b. Gateway Business District Mr. Ringwald may have some additional information on the proposed project by Welsh Development which needs to be discussed. I 3. Miscellaneous I a. ISTEA Grant Application Ms. Walsh would like to give a brief update on the status ofISTEA Funding opportunities. I b. Televised Portions of Sewer Lines ~ Mr. Stafford would like to briefly review some of the results of the recent televising of sanitary sewer lines. I I' . . CITY OF ARDEN HILLS .- MEMORANDUM DATE: April 14, 1997 . TO: Mayor and City Council I FROM: Brian Fritsinger, City Administrator@ SUBJECT: Fire Protection Contract Renewal . The City has briefly discussed the pending expiration of the fire protection agreement with . Lake Johanna Volunteer Fire Department, Inc. in December, 1998. While the timing of this discussion may appear to be premature, the affect on the City's budget and CIP program warrant an early start to planning for our future fire needs. . Specifically, the City Council may wish to begin discussions as to the process to be followed, and issues related to the services provided. Some of the issues you may wish to consider are: . . Establishment of Task Force or Council/Staff Subcommittee . Determine issues held by Shoreview and North Oaks Ie . Consider Request for Proposals . Bricks and Mortar of our own department . TCAAP/Sub-contracting . . Fire Marshal/Plan Review Needs . Location/Relocation of Arden Hills Fire Hall . Future Use of Station #1 . . Vehicle and Equipment Ownership . Requested Action Staff desires to begin conversations with the City Council on fire protection services, and to discuss the approach desired to plan for the expiration of the current contract with Lake . Johanna Volunteer Fire Department, Inc. BF/sls . . I it I . . . '. FIRE PROTECTION AGREEMENT I THIS AGREEMENT, Made this 3lst day of October, 1988, by and -. between the CITY OF ARDEN HILLS, a statutory city under Chapter 412 of Minnesota Statutes (the "City"), and the LAKE JOHANNA I VOLUNTEER FIRE DEPARTMENT, INC. , a non-profit corporation organized and existing under the provisions of Chapter 317 of Minnesota Statutes (the "Department" ) , WIT N E SSE T H : I WHEREAS, the City is responsible for the provision of fire . protection and prevention services for the people in institutions situated within their boundaries with the exception, however, of the Twin Cities Army Ammunition Plant located within the boundaries of the City of Arden Hills, which geographic area I shall hereinafter be referred to as the "Fire Service Area", and . WHEREAS, the City has authority to enter into this Agreement . by virtue of the provisions of Chapter 412 of the Minnesota Statutes and has determined that the. mutual undertakings set forth in this Agreement are desirable, in the public interest, I and necessary to provide for the public health, safety and general welfare of the Fire Service Area in Resolution which is attached hereto and made a part hereof as Exhibit "A", and WHEREAS, the Council of the City in.the aforesaid resolution .. have approved all of the terms and conditions of this Agreement and authorized its execution by the Mayor and Clerk, and I WHEREAS, the Department in the past, through previous ,agreement, has operated fire stations commonly known as "Number ,. 1" and "Number 2" for the benefit of the "Fire Service Area" and I has the necessary personnel, facilities, equipment and training to provide an adequate and reasonable degree of fire protection within the Fire Service Area, and I authority into this WHEREAS, the Department has to enter Agreement by virtue of the provisions of its Articles and By-Laws I and desires to provide the Cities with fire protection and prevention services for the benef i t of the Fire Service Area pursuant to the terms and conditions of this Agreement, and WHEREAS, the Department, at a meeting of its membership, has I adopted a Resolution, a copy of which is attached hereto as Exhibit "B-, approving this Agreement and authorizing its I execution, NOW, THEREFORE, the City and the Department hereby mutually I agree as follows: -- - 1 - I I . I 1. Term. This Agreement shall define the terms and .- conditions or the relationship of the Cities and the Department from July 3l, 1987 until December 3l, 1998 unless terminated by mutual consent of the parties or pursuant to other provisions of this Agreement. I 2. City's Obligatlonsan'd'Fd.qh"ts. The City shall have the obligation and the right to: I (a) Review the Department's reasonable training criteria for current and prospective fire fighters; I (b) Assist the department in recruitment of additional fire fighters; (c) Specify levels of service, after conferring with the I Department, using fire fighting needs of the City as criteria; I (d) Assist the Department in all reasonable ways to ~chieve its goal of providing the City with fire protection and prevention services; and I (e) Compensate the Department for services rendered pursuant to the budget submitted by the Department and approved by the City; provided, however, that the City .. shall be credited for budget surpluses and the Department reserves right to request compensation in addition to budget amounts where necessary to provide . the levels of fire protection service required by the City. 3. De'i;artmentii:"ObTlgad.ons."a'nd "Rlghts. The Department I ,shall have the obligation and the right to: (a) Use reasonable efforts promptly to attend all fires I within the Fire Service Area whenever it is notified of such fires provided equipment and personne 1 are not being used for fire protection elsewhere at the time I the fire call is received in which event equipment and personnel will respond as soon as possible within the judgment of the Department's Fire Chief or oth'er officer in charge which decision shall be final and I binding upon the parties; (b) Except as otherwise provided herein,. be responsible I for its internal method of operation, including but not lirni ted to the type of apparatus used for a response, assignment of personnel, dispatching procedures, determination of mutual aid response, type of response I to routine calls and emergencies and all other activities usually associated with the fire department; it I - 2 - - - i I , (c) Recruit fire fighters as needed to maintain an adequate I number of personnel and level of response to meet specified levels of service as required in Section 2(c) -, hereinabove; (d) Maintain all fire fighting equipment and the stations in good order and repair; I (e) Recommend to and consult with the City for purchase of additional or new equipment and levels of service; I (f) Provide annual fire inspection reports of schools and group homes; (g) Insure the proper training of its members to render I qualified and capable service under this Agreement; (h) Hold such meetings, conduct such drills, and maintain I such records as are necessary to qualify for State aid as prescribed by the State Fire Marshal; .. I (i) Obtain such training in addition to the routine training required hereunder as is requested by the City provided the City compensate the Department for the I cost of such additional training; and (j) Upon reasonable requ.est of the City for additional .. surveys or code enforcement, provide a report to the requesting City provided, however, that the requesting City shall pay a charge of $25.00 per man per hour for the necessary work in the preparation of such report. I : 4. Department's' Reports. The Department shall provide the I City with the following reports: (a) On July lst, of each year, an annual organization report which shall include at least the following: I (i) a staffing/organization chart of the Department; ( il) a projection of staffing needs; I (Hi) the call-out procedures for personnel and I equipment; (iv) Board of Directors' and Chiefs' addresses and telephone numbers; and I (v) a summary of the items set forth in subsection (c) hereinbelow; I .. - 3 - I I I (b) On July 1st, an annual report as to the status of the .- Department's apparatus, equipment and bu ildings which shall include at least the following information: (i) equipment maintenance program; I (H) vehicle inventory; (Hi) hose inventory; . (iv) rescue/medical equipment and supplies; I (v) building and vehicle maintenance program; (vi) other fire fighting equipment such as communication and turnout gear; . (c) On the l5th day of each month, a monthly statistical data report which shall include at least the following I information: (i) fire and rescue calls; I (ii) false alarms; ( Hi) alarms by day, classification, structure or Ie vehicle and response time; (iv) mutual aid calls; I (d) On July lst of each year, an annual report as to the educational, preventative, investigative and inspection services rendered by the Department during the previous year which shall I : include at least the following information: ( i ) fire inspection and code enforcement services I rendered (H) fire investigations provided, I (iii) school fire prevention programs conducted; ( iv) public educational programs conducted, and I (v) conclusions on the effectiveness of the foregoing fire protection programs; I (e) On January lst and July 1st of each year, a semi-annual training and education report which shall include at least the I following information: .. I - 4 - ---------- I (i) training and education policy--goals and results; I (ii) memberships; ~ (iii) training activity; I (i v) procedures for insuring compl iance wi th competency I standards; (f) On March 3lst, June 30th, September 30th, and December I 3lst of each year, a quarterly budget report due 30 days after the end of the quarter; (g) Along with the annual budget proposal (the "Budget') to I be provided by the Department to the City as hereinafter required, on July 1st, a depreciation schedule for capital items, a ten year capital equipment purchase plan and a ten year station I renovation and remodeling plan, the capital equipment purchase portion of which shall designate the station to whi~h the equipment will generally be attached; (h) As soon as possible after each occurrence, a fire I casualty report; and (i) Other 'reports as maybe reasonably requested from time I to time, the cost of which, however, will be agreed to at the time of ' request. .. 5. Mutual' Aid Agreeme'nts. The Department shall maintain its membership in the Capital City Mutual Aid Association and shall enter into such mutual aid agreements as it deems I appropriate and necessary. Such agreements shall be premised on ,the condition that equipment or personnel will not be sent :outside the Fire Service Area if the Department's Fire Chief, or I 'his designee, determines that it is needed in the Fire Service Area. Copies of all mutual aid agreements shall be promptly filed with the City after the Department has entered into them, and the Department shall keep the City informed of the I requirements, rules and regulations of all mutual aid agreements to which it is a party. 6. Budqet; FiducTary'Responslb'ilTties. I (a) The Department shall on or before July 1 of each year I submit the Budget for the next calendar year. The Budget shall include the operating budget, the capital budget and the previous year's annual certified audit. The capital budget shall include new buildings, vehicles and equipment that are normally used as a I unit and that cost more than $10,000. Items over Ten Thousand Dollars ($10,000.00) will be the property of the City. (b) The City shall receive the Department's Budget and I consider it to be a request and opinion of the Department as to the financial needs that are required to meet the desired level .. - 5 - I ----------- I I of service. The Budget shall be considered in relation to all of . . the City's vital needs and the level of service desired by the I. City. (c) The Budget shall include line item needs as detailed by standard account ing procedures used in an annual audi t. The I Department shall be prepared to explain or detail the itemized requests in the Budget. I (d) After approval of the Mayor, or the Acting Mayor in the Mayor's absence, the City shall pay the vendor for unbudgeted emergency repairs that cost more than $500. I (e) The Budget for the last half of 1987 and for calendar year 1988 are attached as Exhibit .C' hereto and shall constitute a general format for consideration of future Budgets. I (f) Capital equipment shall be purchased and owned by the Department until the currently designated depreciation reserve I monies are depleted. '. (g) Ownership of all capital equipment heretofore purchased by the Department shall remain vested in the Department. I 7., :i:ndependE!J1t-"C6ntractor. Department members shall not be considered employees of the City and shall be entitled to none .. of the benefits for any of the City's regular employees, including, but not limited to, such items as severance pay, heal th and 'welfare insurance benef its, retirement credit, I workman's compensation coverage, or other benefits normally considered to be employee fringe benefits for any regular City employees. Department shall not be subject to any existing civil I service provisions, protections or benefits and hereby expressly " wa i ve all rights to benef i ts accorded present employees of the City and hereby acknowledge that it is entitled to make no claims against the City except as provided herein. I 8. Insurance. Department shall purchase insurance of the . types 1 isted below and such other coverages as it may deem I advisable: . . . (a) 'Workmen's Compensat~on - statutory l~m~ts I (b) Comprehensive Liability $l,OOO,OOO single limits (c) Building Coverage or Hazard I Insurance - 90% of replacement cost. All insurance policies purchased by Department shall include I City as an additional insured and shall contain a cancellation clause requiring thirty (30) days' written notice to be mailed to ~ City prior to such date of cancellation. I - 6 - ---------- I Department shall provide City with a certificate of I insurance indicating that the required types and amounts of . insurance are in force. Liability insurance must apply to vehicles owned, leased or utilized by the Department. I 9. Iiid'errlrlif{c'';':t'i"on. Department and the City shall indemni fy and hold each other harmless from any claims, sui ts, I demands or causes of action arising out of losses or damages caused to a person or property by reason of the negligent acts or omissions of the respective parties' officers, employees or I agents. 10. In':;estigatio'ns. Department shall promptly investigate the cause, origin and circumstances of each and every fire I occurring within the Fire Service Area involving loss of life or injury to person or destruction or damage to property in excess of $100.00 or until such investigation is turned over to another I agency. If it appears to the personnel making the investigation that such fire is of suspicious origin, he shall take immediate charge of all physical evidence relating to the cause of tne fire and pursue the investigation to its conclusion. A report shall I be submi t ted through the Fire Chief to the appropriate Ci ty of all facts and findings relative to each investigation. 11. Compensation. The Budget submitted to the City I pursuant to Section 6 hereof shall be subject to the review and approval of the City. Once the City has approved the Budget, it shall pay the Department one-half (1/2) of the amount thereof on .. the next succeeding January 1 and one-half (1/2) thereof on July 1 of the same year. The first payment shall be one-half (1/2) of the amount shown in the budget for 1988 plus an amount I representing payment due for the last one-half (l/2) of 1987. . l2. Accountability of Department. I ' (a) Exami nat ion'" and Ra t ing. Periodically during the term of this Agreement, City may cause to be performed an examination rating of Department's operations to determine the accountability I of Department in performing the services and obligations required by this Agreement. The Examiner selected, either with or without assistance fro the Insurance Service Office of the State of I Minnesota, shall be,~ualified to perform an evaluation in accordance wi th The Grading Schedule For Muni cipal Fire Protection, 1974, 4th Printing, a publication For Insurance I Service Offices, 160 Water Street, New York, New York 10038 or any subsequent revisions of such publication. (b) Sel"ection'o("Radiig'Eiil.lniner. If City determines to I have an examination rating prepared, it shall first contact the Insurance Service Office of the State of Minnesota and request that office to recommend a qualified examiner. If the Insurance I Service Office determines that it does not want to become involved in the process of selecting an examiner, City may secure ~ - 7 - I I I the services of a qualified examiner by contacting other public . agencies or private organizations. City shall pay the cost of I any examination...wh.i.C.h...i.t...requ.e.s~s... (c) Cooperation of Department. During the examination rating, Department shall cooperate fully with the examiner and I City. At the examiner's request, Department shall provide all records and information relative to the operation of Department and its facilities. At the commencement of the rating I examination, Department shall designate a representative who shall act as a liaison with the examiner. Neither the examiner nor the examination process shall in any way interfere with I Department's abil i ty to provide the f ire protection services required by this Agreement. (d) Es.t.aS.lis.li.'ment"cli:".Accountabillty. Department shall be I deemed accountable to City upon receiving from the examiner, at the conclusion of his examination, a rating of l,350 deficiency points or less based upon the guidelines of the ~~iteria I described in Section lO(a). The establishment of Department's accountability shall not remove Department's obligation to adopt, consistent with its financial capabilities', all recommendations I and requirements contained in the examiner's rating report, which would improve the efficiency of Department's operations and reduce the number of its deficiency points. .... (e)... Establishment of Deficiency Status, Confirmation and .. Cure Thereof. I (i) Whe"i-.eexaminer"'was"'se"i"e'c'te.(j"'w'ith".assfitance fr.om Insurance Service Office. In the event that an examination rating, by an examiner selected with the assistance from the Insurance Service Office, I results in a rating of more than 1,350 deficiency points, Department shall have 75 days from the date of written notification of its deficiency I status to adopt policies or procedures to educe its number of deficiency points to a level of 1,350 or less. I (ii) Wher.e....e;xairifnei..was selec.i:"ed".wi"thout" assiStance from Insurance Service Office. In the event that an examination rating, by an examiner selected I without assistance from the Insurance Service Off ice, results in a rating of more than 1,350 deficiency points, Department shall have the I following options: a. Within 75 .days from the date of written notification of its deficiency status, I Department may adopt policies or procedures to reduce the number of deficiency points to ~ 1,350 or less. I - 8 - .. b. Within IS days from the date of written . notification of its deficiency status, . Department may notify City that Department . will obtain a second examination rating by a qualified examiner. Department shall pay for the cost of any examination rating which it requests. In the event that the examination . rating requested by the Department results in a rating of more than l,350 deficiency points, Department shall have 75 days from . the date of written notification of its deficiency status to cure such deficiency by adopting policies or procedures to reduce its number of deficiency points to a level of . 1,350 or less. In the event that the examination rating requested by Department does not result in a deficiency status, City . may request arbitration as provided in the next Section of this agreement. ~ c. Within 15 days from the date of written . notification of its deficiency status, Department may request arbitration as provided in the next Section of this . agreement. (f)._Te"i:'riil.nationB-e'ca"l;seo(DeficTenc~;'s"t"a"tus. If, upon the eI expiration of the time limits specified in Sections l2(e)(i), l2(e)(ii), or 13 hereof, Department still maintains a deficiency status, City may terminate this Contract by giving Department sixty (60) days' written notification of termination. Until a . termination under this Subsection has become effective, Department shall be obligated to perform its services and ,obligations hereunder, and City shall be obligated to pay . /Department on or before the effective date of termination its pro rata share of the applicable compensation due it determined as of the effective date of termination by dividing the number of days . elapsed from the previous termination by dividing the number of days elapsed from the previous January 1, to the effective date of termination by 365 and multiplying the result of such division by the amount of compensation to be paid to Department for t~e . period commencing with the January 1 previous to the effective date of termination and the December 31 next following the same. (g) Terriiinidon"or "Artiitratlon Be'c'aus'e""of"N6n~Compliance. . If the City or the Department fails to satisfy the requirements of this Agreement, either party shall provide the other party with a written notice which shall clearly describe the manner in . . .. - 9 - . ---- .': ~ .;. . which the other party has failed to comply with the Agreement and .- which shall request the other party to (a) bring itself into compliance with the terms of this Agreement within forty-five (45) days from the date of the written notice or (b) within twenty (20) days of the date of the written notice, request I arbitration pursuant to the provisions of the next Section hereof. If a party fails to bring itself into compliance with the terms of this Agreement or fails to request arbitration I within the time lim i t specif ied in the previous sentence hereof, the other party may terminate the Agreement by giving the non- complying party sixty (60) days' written notice of termination or may request arbitration pursuant to the next Section hereof. The I last sentence of Section l2(f) hereof shall apply to termination under this Subsection (g) of Section 12. . 13. Arbitration. Where arbitration is requested pursuant to Section l2(e)(ii)b., l2(e)(ii)c., or Section l2(g), City and Department shall define in writing the issues relating to the I deficiency determination or non-compliance allegation which shall be submitted to a panel of arbitrators in the following manner: (a) City shall select a person who has expertise in I evaluating fire protection services. Department shall select a person who has expertise in evaluating fire protection services. The two parties chose shall select a third party likewise .. qualified. The three parties selected shall serve as the panel of arbitrators. (b) City and shall provide the panel with Department any I information requested as promptly as possible. (c) The panel shall notify City and Department of the date, . time and place of hearing at which both parties may make a 'presentation. City will make its facilities available for purposes of the hearing. I (d) Within thirty (30) days of the hearing or any continuation thereof the panel shall notify City and Department of its decision which shall be binding on all parties. I (e) The fees and expenses of the arbitration panel shall be divided equally between City and Department. I ( f) If the panel's determination is that either of the parties has not satisfied the requirements of this Agreement, that party shall have seventy-five (75) days from the date of I written notification of the panel's decision within which to comply. In the event the Department has been found not to have complied with this Agreement and has not corrected the deficiency I with i n the time limits prescribed above, the City may terminate this Agreement by giving sixty (60) days' written notice to the .. Department. In the event that the City has been found not to have complied with this Agreement, the decision of the panel may be enforced by obtaining an appropriate Court Order. I - 10 - . . ., '. (g) The arbitration panel's authority shall be limited in I the following respects: It may not approve, disapprove or in any . manner modify the Budget approved by the City. In regard to the adequacy of the Budget and/or levels of fire protection services, I the authority of the arbitration panel shall be limited to determining whether or not the level of service requested by the City can reasonably be provided by the Department for the amount I of the Budget. l4. Amendments. This Agreement may only be amended by the I mutual consent in writing of the parties. 15. Entire Agreement; Exhibits. This Agreement, including the exhibits attached hereto, contain the entire agreement of the I parties. It may not be changed orally but only by an agreement in writing signed by the party against whom enforcement of any waiver, change, mOdification, extension or discharge is sought. I All preliminary negotiations are merged into and incorporated in this Agreement. " 16. Not 'J6irii:--'Venturers. This Agreement does not create I the relationship of principal and agent or of partnership or of joint venture or of any association between the City and the Department, the sole relationship between them being that of I independent contractors. 17. '.~ia"iV;er. The action or inaction by either party with knowledge of any breach of this Agreement by the other party, or .. of any default on the part of the other party in the observance or performance of any of the obligations or covenants of this Agreement, shall not be deemed to be a waiver of any of the . provisions of this Agreement. No failure on the part of either party to enforce any obligation or covenant herein contained, nor : any waiver of any right hereunder by either party, unless in I writing, shall discharge or invalidate such obligation or covenant or affect the right of said party to enforce the same in the event of any subsequent breach or default. 18. In"alId'l.ty. If any part of this Agreement, or any part I of any provision hereof, shall be adjudicated to be void or invalid, then the remaining provisions hereof not specifical~y I adjudicated to be invalid, shall be enforced without reference to the part or portions so adjudicated, insofar as such remaining provisions are capable of enforcement. I 19. Governing Law. This Agreement shall be subject to and governed by the laws of the State of Minnesota. I I .. - 11 - . .. , . - IN WITNESS WHEREOF, the City and the Department have executed this Agreement as of the day and year first above .e written. CITIES: DEPARTMENT: CITY OF ARDEN HILLS LAKE JOHANNA VOLUNTEER I ff ~~2~;"';"~ .F~:~f~_.~.~:-jd . Mayor PresfdentjFire Ch' - ~-{(---~.--------------- . Clerk- ministra or . ". . . Ie . I : I . I . . I~ - l2 - . I' I I' KINDRED CONSULTING I &:; CREATIVE SERVICES SUZANNE FOUST . 612 646.3123 1424 SHELDON STREET . SAINT PAUL. MN 55108 I January 30, 1997 I Kevin: ADS . BRCS Since we have a lot of ground to cover, I thought a bit of organization was in order. Here's what you have in hand: CAMPAIGNS ~ Expectations as I understood them from our meeting last week . CATALOGS ~ Agenda for today's discussion CHARTS ~ Recommendations CONCE'PTUALS ~ Positioning vehicles: tagline, cover letter subheads, etc. . COLLABORATION ~ Content scenarios COLLATERAL It's unlikely our discussion will follow these in exact order, however, the Ie CORPORATE material I leave with you make better sense for the list above. DIRECT MAIL ~ Expectab'ons as 1 understood them from our meeting last week You wouldIike the folder will have a shelf-life of five years. Annual usage: . EVENTS 100 or less. The primary use will be for business development. (Some cross- IN-PACKAGE' over application for residential prospects was implied in the samples pro- INTRODUCTIONS vided.l Folder inserts are to accommodate efficient, economical updates. . LETTERS ~ Proposed agenda for today's dis=sion _ Observations about samples -- what works, what doesn't and why. LOGOS - Recommendations and examples. I MAGAZINES - Sort options -- prioritize and fmd solid ground. - Determine what's next. NAMING ORDER FORMS Recommendations, positioning ideas, and category scenarios are on the I following pages. POINT OF SALE One last thought it was my original intention to provide you only with written PRESENTATIONS recommendations and a couple of concept sketches. However, as I wrestled . PROPOSALS with content and categories, it didn't seem responsible of me to propose a RECOMMENDATIONS concept if I wasn't confident it could be sustained across the expanse of subject matter. Consequently, what I am delivering to you is considerably I REPORTS more developed than the assessment we talked about a week ago. If the SALES SUPPORT designs make good sense to you, we will actually have saved time. If not, I will have a better understanding of what you're looking for. . SCRIPTS . TRAINING MATERLAL Optimistically, WHITE PAPERS ~ " 5 FOR YOUR BUSINESS . EXCEPTIONAL HARKETING COPY FOR YOUR ME55AeE I --...- '. January 30: Suzanne Foust, Kindred Consulting . Arden Hills Development Folder .. RECOMMENDATIONS Recommendations: . Make an impact with the folder. Both paper and printing options (embossing, for example) can contribute dramatically to this end. This is also premiere real estate I for your primary positioning message! Know how you want Arden Hills to be positioned in the memory of the reader I Be opportunistic about getting the message across - I.e., appropriate the first reveal on the folder, champion a tagline that captures the purpose or character of Arden Hills initiatives, insist upon memorable subheads for cover letters, etc! Organize the material to orient the user. The subject matter for this folder is a I virtual smorgasbord. We turn that to an advantage when it becomes easy for the user size up what information is included and get to the information they want. I I contemplated a table of contents, but decided it would formalize the folder in ways that might not be helpful. One alternative might be an Alpha QuickGuide. This could be digest size - as opposed to 8 y,xll - and contain short entries (contacts/phone numbers) for everything from A to Zoning. I Use graphics and color to distinguish between primary and secondary information. Make primary information first very accessible and use secondary info as a way to .. add interest. See Education and Opportunity inserts for examples. Facts are fine but personality is memorable! Every organization has both I but most are more comfortable articulating the former than revealing the latter. Look for opportunities to make this material human. See Categories. Never miss an opportunity to sign letters with a name and a written signature What if it's from a committee? Multiple signatures communicate a united effort. I Develop a matrix to coordinate updates with upcoming events and/or newly available information. Wherever possible, consolidate information that changes I frequently. Example: What's the plan for announcing the new business listing network? Does it warrant an additional insert or just a paragraph? Do we make reference to it now (Look forward to. . .) and then punctuate it with a sticker when I it's up and ru.nning? Consider designing the inserts for printing on demand. Depending upon the quality of printer you have on site, all of the proposed I inserts could be run as needed. While this commits your staff to some assembly time, it also means that printing costis basically reduced to paper and ink cartridges. It's also possible to use a commercial printer for back- I ground printing on some of the inserts and then run black-only on your printer at the office. Look for ways to maximize the impact of photos. Pair them with endorsement letters. I Consider using actual photo reprints clipped to the letter. Or, create set of dramatic postcard photos that feature the new Gateway Business District in development. .. I I I " January 30: Suzanne Foust, Kindred Consulting I Arden Hills Development Folder TAGLINES I I Positioning the community generally (Useful for residential positioning as we11.) I Value &d Vitality I Positioning the residential community I There s no place like home. . . .. I Positioning for businesses Opportunity Now! I I I Positioning the character of city government (Great subheads for the welcome letter!) I . . Respected. I Responsible. Resourceful. I " I I I January 30: Suzanne Foust, Kindred Consulting .. Arden Hills Development Folder For discussion... CATEGORIES AND CONTENT I BUSINESS ! RESIDENTIAL I , I , ~ Welcome I ~ Welcome I I I ~ Directory wi office hours I ~ Directory wi office hours , , ~ Opportunity Now I ~ Value & Vitality I I , ~ Vital Statistics I ~ Vital Statistics , Employment I Community prof1le I I Taxes I Kids in grade school I Kids in high school i % participation in park programs, etc. I Ownerlrenter ratios I Home values I I ~ Education .. i ~ Recreation I , i I Ordinances I I ~ Services I ~ Services I Location services I , I Security I Security Utilities Utilities Snow removal i Snow removal I Recycling I Recycling I i Ordinances ! ~ Resources i ~ Resources I I Transpiration I Transpiration Business assistance I Job Training ~ Permits & Practicalities I ~ Permits & Practicalities I I ~ Endorsements I I I ~ Maps & Metro I ~ Relax, Regroup, Revive! (Maps & Metro) I .. 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