Agenda - Council - 05/22/2012 - Laserfiche WebLink

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CC Regular Session 4. 7. Meeting Date: 05/22/2012 By: Patrick Brama, Administrative Services Information Title: Approve Contract for New Map of the City of Ramsey with Village Profile Background: The last time the City undertook a map with Village Profile was six years ago. The contract was signed in 2005 and the map was published in 2006. At the time the old Municipal Center was functioning, Ramsey Town Center was active, Grady's Ace Hardware operating, and Spectator's was offering food and drink. A lot has changed since then. As part of the EDA 2012 Work Plan, one of the EDA's identified priorities was to undertake an updated map of the City that will reflect the new developments that have occurred in The COR and elsewhere. Attached please find attached the proposed contract with Village Profile, a company that has undertaken maps for over 1,400 communities nationally over the past 24 years. The publisher will provide 5,000 copies of the map at no charge to the City of Ramsey. Advertisers pay for the maps and are allocated maps as well. The City is responsible for reviewing the map in terms of the current street layouts, highlighted venues, etc. Village Profile has asked that we provide a cubicle with access to one landline telephone to make calls to local businesses. It is estimated that the Village Profile sales rep will need this for 3 to 4 weeks. Typically the sales rep is in one full day a week to set up appointments, and in and out the rest of the time. Additionally, the City agrees to circulate an introductory letter via e-mail, fax and conventional mail to its businesses announcing the map. The publisher will pay for any postage costs. Since the last map was developed the company has expanded its electronic version of the map that will also be available for advertisers. This includes various wireless mobile versions of its community maps. Again, there is no charge to the City for the electronic versions that are increasingly being used by residents and visitors. Observations: Funding Source: The two basic costs incurred by the EDA for the new City map would be letterhead required for the introductory letters and staff time to review the changes to the map. The EDA fund could be used to reimburse the letterhead and estimated telephone costs. Staff Recommendation: City Staff recommends moving forward with the Village Profile contract and requesting that the City permit the use of one office space and one landline telephone by Village Profile for an estimated four week period of time mutually agreed to by the City and the Publisher. EDA Action: Approve moving forward with the Village Profile contract and requesting that the City permit the use of one office space and one landline telephone by Village Profile for an estimated four week period of time mutually agreed to by the City and the Publisher. Village Profile Contract Attachments Form Review