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HomeMy WebLinkAboutRes2009-142 Sponsored by: Clerk CITY OF SEWARD, ALASKA RESOLUTION 2009 -142 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING A CONTRACT THROUGH DECEMBER 31, 2010, WITH ALASKA NEWSPAPERS, INC. FOR DISPLAY ADVERTISING IN THE SEWARD PHOENIX LOG AT A REDUCED RATE OF $335.50 PER WEEK AND ESTABLISHES OTHER CITY ADVERTISING RATES AT $11.00 PER COLUMN INCH WHEREAS, the City Clerk's Office produces, on a weekly basis, display advertisements announcing City of Seward meetings which are required by law; and WHEREAS, these ads are usually produced in the Seward Phoenix Log under the section known as the "City Calendar "; and WHEREAS, the City's contract for advertising in The Seward Phoenix Log expires every December; and WHEREAS, the Seward Phoenix Log has provided advertising services in the past and has given the City a huge measure of flexibility in meeting deadlines in order to guarantee that advertising occurs during established code - required, and Alaska Open Meeting Law time frames; and WHEREAS, to keep the city' s business, Alaska Newspapers, Inc. has agreed to reduce rates, not only for the city calendar, but for other department's advertising needs to $11.00 per column inch; and WHEREAS, this results in approximately a 32% decrease for department advertising, and a 20% decrease for the city calendar advertising, taking it back to 2007 prices; and WHEREAS, this agreement obligates the City to advertise a half page, 30 column inch ad for 52 weeks with Alaska Newspapers, Inc. at a reduced rate of $11.00 per column inch each week, plus a $5.50 weekly notarized Affidavit of Publication; and WHEREAS, this contract also establishes additional city advertising for other departments at the much reduced rate of $11.00 per column inch for the same year; and WHEREAS, it is required by charter and code and in the public interest to publish the bulk of the City's ads in a local newspaper, and The Seward Phoenix Log is currently the only regularly published newspaper within the City of Seward. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, that: CITY OF SEWARD, ALASKA RESOLUTION 2009 -142 Section 1. It is in the public interest to approve a contract for advertising with Alaska Newspapers Inc. without full utilization of city bid procedures. Section 2. The City Manager is authorized to sign an advertiser's agreement with Alaska Newspapers Inc. for a flat rate of $335.50 per week for the period January 1, 2010, through December 31, 2010, with funding taken from advertising account 101- 1110 -5120. Section 3. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 14 day of December, 2009. THE CITY OF SEWARD, ALASKA A 6 9 / .1, . A .. Willard E. Dunham, Mayor AYES: Valdatta, Bardarson, Keil, Shafer, Amberg, Dunham NOES: None ABSENT: Smith ABSTAIN: None ATTEST: 1 /L . glig Je r Lewi Ci 4 Clerk, \ C- C 44 o aaasr , (City Seal) ' �4. •d,%`..• k R ` �'„ . ,. c s • • 8 • s eipkviO401 F OF ASP► s ee '< Zee Agenda Statement Meeting Date: November 9, 2009 s� g9 From: Jean Lewis, City Cle t, ;, Agenda Item: Annual contract for advertising with Alaska Newspapers Inc. BACKGROUND & JUSTIFICATION: This topic is well under the $50,000 limit that the City Manager is authorized to sign. The Clerk's Office is bringing this in resolution form for clarification and in order to inform the public. Alaska Newspapers Inc. provided a new advertising agreement and contract for this coming year with a much reduced rate to keep the city's business. This obligates the City to advertise the half page city calendar ad from January 1, 2010 to December 31, 2010. This rate went from $13.50 pci to a reduced rate of $11.00 per column inch (pci), or $410.00 to $335.50 a week. The notarized affidavit or proof of publication which we keep as permanent records has increased from $5.00 to $5.50. The current 2010 and 2011 budgets reflect this rate. Other additional advertising for the City of Seward (any department or division) will now also be charged at $11.00 pci for the same one -year period instead of $16.50 as has been charged in past years. These reduced rates result in not only a 20% reduction in advertising costs for the city calendar, but also approximately a 32% reduction in advertising costs for all departments. These reduced rates are a result of negotiations between Alaska Daily News and Alaska Newspaper Inc. that started July 2009. (Please note; these rates were negotiated before the council asked for a discussion topic of media advertising be added onto the council meeting agenda, so were not a result of that discussion.) Per our city code, the city must advertise in a paper of local circulation, or "newspaper of the city." Alaska Newspaper Inc. also offers optimal flexibility for submission with our deadlines and code requirements, plus provides the city with a mailed copy of the notarized proof of publication it needs. An email asking for circulation numbers shows the Phoenix Log circulation at 1900 for the Kenai Peninsula. These negotiations seem to show that Alaska Newspapers, Inc. desires to work with the City of Seward and their citizens to help sustain one another in this economy. For the above reasons and more, it is in the public's best interest to accept the contract with Alaska Newspapers, Inc for 2010. Please note; the terms of this contract have always given the Alaska Newspapers Inc. the right to amend this agreement upon 30 days notice in writing. The City at that time could accept the new rates or terminate the contract. The city has advertised in this newspaper at least since 1996. CONSISTENCY CHECKLIST: Where applicable, this agenda statement is consistent with the Seward City Code, Charter, Comprehensive Plans, Land Use Plans, Strategic Plan and City Council Rules of Procedures. Other: ATTORNEY REVIEW: No FISCAL NOTE: The estimated annual rate for the city calendar is now $17,500 and is charged from Mayor /Council account 101 -1110 -5120. This amount is incorporated into the 2010 and 2011 biennial budget. Finance ,64 ����! ►,ems RECOMMENDATION: Council approve Resolution 2009 -142, and authorize the City to sign a contract with Alaska Newspapers Inc. for the period January 1, 2010 through December 31, 2010 at a rate of $11.00 per column inch (pci) plus $5.50 affidavit charge, for the city calendar ad, and a rate of $11.00 pci for all other city advertising.