HomeMy WebLinkAboutReso 1983-11328
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RESOLUTION NO. 11328
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
VISTA APPROVING AGREEMENT BETWEEN THE CITY OF
VISTA AND ~UFFER/SMITH ASSOCIATES AS A PUBLIC
CONSULTANT FOR'A SIX-MONTH PERIOD
,I
CHl) LA
CHULA
REDATIONS
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AND AUTHORIZING THE MAYOR TO EXECUTE SAID AGREEMENT
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The City Council of the City of Chula Vista does i hereby
resolve as follows:
NOW, THEREFORE, BE IT RESOLVED by the City Council of the
City of Chula Vista that that certain agreement between THE CITY
OF CHULA VISTA, a municipal corporation, and NUFFER/SMITH i
ASSOCIATES, as a public relations consultant for a six-mon1th
period i
I
dated the 19th day of July , 1983, a copy of whi'ch is
attached hereto and incorporated herein, the same as though fully
set forth herein be, and the same is hereby approved. '
BE IT FURTHER
Chula Vista be, and he
execute said agreement
Vista.
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RESOLVED that the Mayor of the Clty of
is hereby authorized and directed to
for and on behalf of the City of Chula
Presented by
fL
Approved as to form by
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r;;,.=l.J :I/...-Y
homas J. Harron, Acting:
City Attorney
im Thomson, Director of
anagement Services
. ADOPTED AND APPROVED BY THE CITY COUNCIL OF THE CITY: OF
:HULA VISTA, CALIFORNIA, this 19th day of July
3 83 ,by the following vote, to-wit:
IYES.:
IAYES:
IBSTAIN:
Councilmen
Moore; McCandliss, Malcolm, Cox
Councilmen
None
Councilmen
None
.SSENT:
Councilmen
Scott
'1/ ~
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m~4I-L~ '1/;~~~
City Cler
Chula Vista:
TATE OF CALIFORNIA )
OUNTY OF SAN DIEGO ) ss.
ITY OF CHULA VISTA )
1
I, JENNIE M. FULASZ, CMC, CITY CLERK of the City of Chula Vist:a, California,
o HEREBY CERTIFY
RESOLUTION NO.
I
that the above and foregoing is a full, true and correct ;copy of
11328
. and that the same has not been amended or repealed.
I
ATED
(seal)
City Clerk
:C-660
Please Return To:
. Jennie M. FuJasz, City Oerk
P. O. Box 1087 .
ChuJa Vista, California 92012
AGREEMENT
This Agreement is made between the Redevelopme'nt Agency of the City of
Chul a Vi sta (herein call ed "Agency") and Nuffer/Smith Associ ates; Inc., a
professional publ ic relations firm (herein called "Contractor"). '
RECITALS
A. The Agency
development, community
City of Chula Vista.
B. The Contractor is engaged in providing professional public relations
and related services in the San Diego area.
is engaged in promoti ng and provi di ng economi c
development and redevelopment activities within the
C. The Agency desires to engage the Contractor to render these services
to improve the image of Chula Vista.
NOW, THEREFORE, in consideration of the recitals and the mutual obligation
of the parties as herein expressed, Agency and Contractor agree as fOlllows:
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Section 1.
Definitions
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A. "Agency" means Redevelopment Agency of the City of Chula Vi~ta acting
through its chief administrative officer, the Chairman or his/her des1gnee.
B.
Agency
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"Contract Admi ni strator" means ch ief admi ni strati ve offi cer
or his/her designee. I
of the:
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C. "Contractor" means Nuffer/Smi th Associ ates, Inc.
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D. "Subcontractor" means any entity, other than City, that. furnishes
suppl ies or services to Contractor or Agency relevant to this Agreement' (other
than standard commercial supplies, office space, etc.)
Scope of Services
Section 2.
Contractor agrees to provide public relations and related
--" forth in Exhibit "A" and the remainder of this agreement.
attached hereto and incorporated herein by reference, as if set
services as set
Exhibit "A" is
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forth fully.
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Section 3.
Geographic Scope of Services
Section 4.
Monitoring and Evaluation
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Agreement shall apply locally,
deemed appropriate by the Agency.
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Services by the Contractor under this
regionally, nationally and internationally as
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The Agency, in cooperation with the Contractor, shall evaluate products,
services and performance of the Contractor. Information pertinent; to Agency
evaluations. shall be made accessible to designated staff.
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Section 5.
Reporting Requirements
Contractor shall maintain accurate books and records of all: services,
operations and expenditures related to this Agreement and submit periodic
performance reports as may be required by the Agency. I
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Section 7.
, Payment for Services
For public relations services set forth in Exhibit II A" , Agency will pay
Contractor up to $10,800 for the six months, billed,at the rate of $1,800 at
the end of each month, due and payable in full within 10 days. At the end of
the six-month contract period, a final reconciliation will be ma'de of the
Contractor's tota 1 actual bi 11 abl e expenses over the peri od compared to the
$10,800 Agency payments. If the Contractor's actual billable expenses during
the period do not total at least $10,800, Contractor wi 11 remit the :difference
to the Agency within 20 days of the end of the six-month period.
Contractor's billable expenses may include professional services,
out-of-pocket and office expenses, or costs of production performed :by outside
contractors, subject to the definitions and limitations provided below:
. I
A. Professional services expenses will be based on, utilizing
Nuffer/Smith Associates, Inc. staff at the following hourly rates:
David N'uffer, President $80
Kerry Tucker, Executive Vice President $70
Al Townsend, Vice President/Creative Director $60
All Other Account Executives $50
B. Contractor's out-of-pocket and
service, xeroxing, travel, and telephone
bi 11 ed at cost and wi 11 not exceed $150
Contract Administrator.
office expenses include: messenger
expenses. These expenses wi 11 be
per month unless authorized by the
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C. Contractor's cost of production by outside contractors could include
printing, mimeographing, artwork, or photography. Any such production costs
performed by outside contractors must be authorized by the' Contract
Administrator and will be billed at net cost plus standard agency service fee
of 17.65%.
Section 8.
Contractor Modifications and Amendments
Subject to applicable federal and state law, the Agency may. amend or
otherwise modify this Agreement to the extent that the terms and requirements
conform to those approved by the Agency and remain within the intent of the
by-laws of the Agency. Such modifications, to include reduction or increase
in contract service standards and elimination or addition of types of service,
may be,made upon the written approvel of the Contract Administrator with the
,consent of the Contractor. I
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No addition to or alteration of the terms of this Agreement nor :any verbal
understanding of the parties shall be valid until made in the 'form of a
written amendment to this Agreement with approval as specified above;
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Section 9.
Subcontracts
Contractor shall not execute or amend any subcontracts effecting the work
described in this contract with the Agency without the express authorization
of the Agency.
Section 10.
Conflict of Interest
No person shall be hired by the Contractor while he/she or a member of
his/her immediate family serves on the Agency board as long as that board has
authority to administer this Agreement.
Section 11.
Retention of Records
Contractor shall retain all records and supporti ng documentation
applicable to the contract with the Agency. All such records and ~upporting
documentation shall be made readily available, upon request, for inipection or
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audit by representatives of the Agency. In the event the Contractor goes out
of ex i stence, it must turn over its records re 1 ati ng to the program to the
A~nq. I
Section 12.
Audits and Inspections
The Agency Auditor and Comptroller's staff or an independent public
accountant retained by the Corporation may make periodic audits of the
Contractor. Contractor shall agree to make avail ab 1 e all records ~ n respect
to this Agreement to the Agency, or its representatives, if necessary,.
Section 13.
When Rights and Remedies Not Waived
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In no event shall any payment by the Agency hereunder constit'ute or be
construed to be a wai ver by' the Agency of any breach of condi tio'ns or any
default which may then exist on the part of the Contractor. !
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Section 14.
Severability of Provisions
If any provisions of this Agreement are held invalid, the remainder of
this Agreement shall 'n'ot be affected' thereby if such remainder would then
-continue' to conform to the terms and requirements of appl icable law. ;
Section 15.
Assignment
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Contractor shall not assign this Agreement or any monies due or:to 'become
due hereunder except as specified in the terms of this Agreement, without
having first obtained the written con~ent of the Contract Administrator.
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Section 16.
Agency Not Obligated to Third Parties
The Agency wi 11 not be obl igated or 1 iable hereunder to any party other
than Contractor.
Section 17.
Prohibited Activity Political
None of the funds, materials, property or services provided d~rectly or
indirectly under this Agreement shall be used in the performance of this
Agreement for any part i san pol i ti ca 1 act i vi ty or to further the e!l ecti on or
defeat of any candidate for public office. i
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Section 18.
Hold Harmless
Contractor agrees to indemnify and save the Agency and its agents and
employees harmless from any and all liability claims, damages, or injuries to
any person including injury to project employees, and all expenses of
investigating and defending against same: (a) arising from or connected with
performance of or fail ure to perform the work or other ob 1 i gat ions of thi s
Agreement; (b) caused or claimed to be caused by the independent acts of
Contractor, his/her agents or employees, or the concurrent acts of project
employees, Agency or their agents or employees.
Agency agrees to indemnify and save the Contractor and its, agents and
employees harmless from any and all liability claims, damages, or injuries to
any person including injury to project employees, and all expenses of
investigating and defending against same which may incur whenever based on
information, repre~entations, reports or data furnished to Contractor by the
Agency, its employees or agents, to the extent that such material is
furnished, prepared, approved and/or used by the Contractor.
In the event any suit, action or other collection efforts are, necessary
regarding any provisions of this Agreement, the prevail ing party: shall be
entitled to recover reasonable attorneys fees and court costs from: the other
party. :
Section 19.
Termination of Contract
Either the Agency or Contractor may terminate this Agreement upon thirty
(30) days written notice of the other party; however, the Agency may terminate
this Agreement at any time if Contractor fails to meet or fulfill its
'-.obligations as set forth in this Agreement. In the event of termination by
either party, the Agency's 1 i abil ity hereunder shall be 1 imited to
compensation for work or services performed prior to the effective date of
termination.
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Section 20.
Period of Performance
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The services of Contractor as set forth herein shall commence o~ July 20,
1983, and shall terminate on January 19, 1984, unless otherwise terminated as
provided herein. I
IN WITNESS WHEREOF, this Agreement is executed by the Agency p~rsuant to
Resolution No. 433, authorizing such execution, and by Contractor. :
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Dated this 21st day of
July
,
, 1983.
NUFFER/SMITH ASSOCIATES, INC.
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REDEVELOPMENT AGENCY OF THE
CITY OF CHULA VISTA
By ~~~
WPC 0717H
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EXHIBIT "A"
SCOPE OF SERVICES
Key Result Area A:
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Provide public relations counsel (and limited services
where appropriate) to City Publ ic Information, Unit.
Objective 1: Assist in organization of City News Bureau in, the: following
areas:
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Media relations including familiarization with' editors,
deadlines, special requirements and media kits. [
Training and guidebook for City staff regardi:ng 'publ ic
information procedures. I
- Analysis of cost and benefits of publishing City newsletter.
Objectfve 2: Provide counsel for Promotion activities including:
Mailing list refinement.
Graphic production.
Special project publicity counsel (e.g., Busine~s Salutes
Chula Vista Fair or International Friendship Marathon).
Collecting filmstrips from television stations feature
stories. '
Objective 3: Provide counsel
including:
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in developing Community Relations program
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- Public functions arrangements.
- Production and placement of public service announcements.
Objective 4: Provide counsel relating to Special Projects:
- Analysis of potential cable casting
program.
Development of gift catalog.
capabil iti es
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and
Key Result Area B:
p~ofessi onal
de've 1 opment,
promotional
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Generate positive attitudes among San Diego County
business community, for the City of Chula 'Vista (in
conjunction with the efforts of the Steering: Committee
of the Business and Industry Development Com~ission).
'Solicit,' news coverage ; n San Di ego County newspapers !( exc 1 udi ng
ChuJa Vista Star News), -magazines, radio, and television,
resulting in at least 25 news placements, 5 feature placements,
and 2 supportive editorials. all reinforcing progress in
economic development. I
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Provide Public Information Coordinator with
counsel, training and opportunities for
particul arly regardi ng economic development
techniques.
, Objective 5:
'.- -Objective' l':-
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Objective 2:
Continue liaison on proposed San Diego Magazine story on Chula
Vista. I
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Promote and coordinate BIDC and City spokesmen as speakers for
at least 7 pertinent San Diego business group meetings.:
Provi de graphi cs counsel f and develop appropri ate 'co 11 atera 1
materials, including a small brochure and appropriate slides for
economic development speakers bureau (Objective 3).
Objective 3:
Objective 4:
Objective 5:
Conduct at least one direct mailing, of materials
Chula Vista's economic development opportunities,
Diego County business and civic leaders.
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highlighting
to key San
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Objective 6: Meet with editorial boards or top editors of at least'seven San
Diego County newspapers, radio stations, and television stations
to reinforce Chula Vista's progress in economic development.
Objective 7: Provide counsel to BIDC Steering Committee in determining future
public relations strategies as part of the Committee's final
report.
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July 7, 1983
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To:
John Goss, Ci ty Manager ~
Jim Thomson, Director of Management Services J I
Mark Cox, Publ ic Information Coordinator f!/t.
Via:
From:
Subject: Recommended Work Program for Public Information Unit
EXHIBIT
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''''''.....;........~,''-'-'~
Thi s report provi des prel imi nary recommendati ons for a s ix- to twe:l ve-month
work program for the Public Information Unit. This preliminary work program
reflects the Public Information goal statement contained in the City Manager's
March 29, 1983 report on the Public Information Program: To provide pertinent
information regarding the City's policies, programs, and services to its
citizens; to improve the City's image in order to enhance the community's
well-being, broaden its tax base, and provide its residents ~ith job
opportunities. !
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Most of the tasks outlined below will be carried out by the Public Information
Coordinator with counsel and limited assistance from the public ;relations
consultant firm. A team approach will be used, with the Public In'formation
Coordinator having lead responsibility for all functions except the: specific
economic development promotion work requested by the Steering Committee of the
Business and Industry Development Commission (BIDC). The public ~relations
firm will have lead responsibility for the BIDC-requested objective of
obtaining favorable publicity for Chula Vista in the San Diego: business
community, and the Public Information Coordinator will assist the public
relations firm in those efforts. The expected benefits of this team 'approach
are to insure proper coordination and the maximum utilization of :available
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resources and to help the Public Information Coordinator assume an increasing
role in direct economic development promotion as well as the other aspects of
the Public Information Program. ;
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The Public Information Program has been broken down into four basic functions:
(1) News Bureau, (2) Promotion, (3) Community Relations, and (4) Special
Projects. In practice, the four functions will often overlap,' but are
presented separately here for organi zati ona 1 purposes'i
The primary objective of the News Bureau is to promote the City by keeping
important publics informed of the C,ty's activities. The primary objective of
the Promotion function is to actively promote the City both locally and
regionally in an effort to improve the City's image and in partjicular to
enhance economic development. The primary objective of Community Relations is
to promote two-way communication with Chula Vista residents and' to seek
support for the City's activities.
R~ U 3 ~ g
John Goss
1.
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JUly7!1983
NEWS BUREAU
a.
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Media Relations - Generate press releases concerning City activities;
develop stratified media mailing lists; develop media kits. I
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Events Calendar - Maintain file of current events and iss'ue weekly
press releases to media concerning calendar items. I
Publications - Coordinate with Personnel on employee n~wsletter;
ana 1 yze current departmental expenditures on i nformati on di stri buted
to the public as part of an overall analysis of the costs and
benefits of publ ishing a City newsletter primarily oriented toward
Chula Vista residents. :
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b.
c.
d. Information File - Maintain file of stock photographs, background
lnformatlon on City projects and biographies on key City officials.
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In addition, several special or ongoing projects come under Ithe News
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Bureau heading: i
a. List of di stri buti on methods and other resources that hav~ been or
could be used to carry out public information objectives.
b. Training of City staff in public information.
c. Guidebook on media relations for City departments.
d. Emergency/disaster preparedness publicity.
2. PROMOTI ON
a.
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Publicity Coordination - Coordinate publicity for all appropriate
scheduled events through the media, distribution of fliers,l bulletin
boards, and other appropriate channels; develop mailing ilists of
community groups and leaders, site selectors, and other !important
target audiences. ;
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Speakers Bureau Develop and maintain a speakers bLreau by
maintaining a current list of speakers, developing a speakers' guide,
making speaking engagements and assisting with speech preparation.
In addition, provide assistance to the publ ic relations c:onsultant
firm in placing speakers promoting Chula Vista's economic d~velopment
in the San Diego business community. '
Economic Development - Provide services to the Business and! Industry
Development Commission (BlOC) Steering Committee to: increase
awareness of and enhance the image of Chula Vista in the San Diego
Business Community (and later with site selectors). Tnis would
initially be more of a collateral than a primary assignment but
would become a major focus by September or October of 1983. By
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b.
c.
[<.-ll~;J-'l
John Goss
-3-
July 7 19S3
coord i nati ng with the BlOC and the PR fi rm' s economi c deve 1 opment
efforts, it should be possible for the Public Information Coordinator
to assume an increasing role to help minimize the BIDC's ,future PR
consultant needs.
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Feature Stories - Generate feature stories from information
by various departments and organizations within the City.:
assistance in preparing articles for professional journals. '
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Local Business and Community Promotion - Provide limited assistance
and coordination to the Chamber of Commerce and other loca] business
groups to help promote Chula Vista businesses and the icommunity
generally. Examples include the "Business Salute to Chula Vista
Fair," the Chula Vista Promotion Coalition, and the International
Friendship Marathon. i
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In addition, several special or ongoing projects come under the IPromotion
heading: I
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d.
supplied
Provide
e.
a.
Collecting film strips from television feature stories.
b.
Submitting application to
Excellence competition.
League of California Cities
Award
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for
c. Producing video or slide programs to promote the City.
3. COMMUNITY RELATIONS
a.
Public Functions,
releases, make
displays, make
meetings.
Meetings and Displays -
press kits available,
arrangements as needed
b.
Generate appropriate press
coordinate Civic Center
for public functions and
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Community Awareness and Outreach Increase public awa~eness of
various City programs such as handicap services, Int~rnational
Friendship Commission, publ ic safety (including traffic safety and
crime prevention), historical sites, etc. i
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Ombudsman Provide limited ombudsman function to' ass:ist City
Manager's office in responding to citizens' inquiries or complaints.
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c.
In addition, several special or ongoing projects come under the Community
Relations heading: I
a. Volunteer of the Year Award.
b. Community Appearance Program.
c. Producing public service announcements.
1Z-1 \ ? ;A '6
John Goss
-4-
July 7 1983
d. Citi zen survey. I
e. Grass roots meetings with Chula Vista citi zens, perhaps at icommunity
schools. I
sessions for junior and senior I
f. Orientation high school government
teachers. ,
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g. Development of a Guide to City Services, including a Brailleledition.
4. SPECIAL PROJECTS
The Public Information
responsibility for special
three functions:
Office would assume varying
projects related to one or more
,
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degrees of
of ~he other
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a.
Assist Parks & Recreation in holding a Chula Vista versusi National
City softball game and a kite flying contest. I
Assist Community Development in investigating alternatives Iregarding
a sophisticated slide projector and a postcard of Chula Vista.
b.
c.
Arrange for public information interns.
d.
Analysis of cable casting and video capabilities.
Development of gift catalog.
e.
f.
Development of estate brochure for City attorneys' offices.
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g. Review City letterhead, emblems, flag, and seals with an eyel toward a
common logo, possibly shared with the Chamber of Commerce.
MC:nr
WPC 0136I
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