Minutes 05-05-2016 - Laserfiche WebLink

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25 VOTE: 6-0 (Commissioner Pelissier absent) A motion was made by Commissioner Jacobs, seconded by Commissioner Rich to allow this board to choose its own co-chairs. VOTE: 6-0 (Commissioner Pelissier absent) Commissioner Rich asked if there is someone responsible for determining a meeting calendar for this Committee. Travis Myren said the Manager's office would set up the first meeting and then work with the Committee to determine future dates. (Background: As the Board considers appointments to the Committee, the Manager is also moving forward with contracting with a vendor to assist the Bond Education Committee with developing, revising, finalizing and printing educational brochures, signs, electronic media and other materials. For the two most recent educational efforts related to County referenda, the County paid: • $33,925 to Jennings & Company in FY 2010-11; and • $49,900 to Sheer Associates in FY 2011-12. Depending on the scope of work negotiated with the vendor, the total cost of the vendor contract and all efforts related to the Committee's work may be up to $50,000. The Manager recommends the Board allocate $20,000 from the Board of Commissioners' 2015-16 Contingency account to fund the initial costs of the Committee's work. To provide the other necessary funding, the Manager's proposed 2016-17 budget will include an additional recommended appropriation of$30,000 for Bond Education Committee activities, vendor services and informational materials. This balance of the funding will be subject to final approval by the Board of County Commissioners. As the Committee (and/or sub-committees) undertake work and develop cost estimates for the production and distribution of materials, the Manager may recommend additional appropriations, if needed, for Board consideration. Lastly, and in an effort to safeguard against any unintentional "advocacy" materials being developed, the Manager recommends that the Board authorize the Manager to review and approve all final materials developed by the Committee to confirm content is accurate and complete and maintains an educational purpose. FINANCIAL IMPACT: Public funds may be spent to present factual information to voters about the proposed bonds, the projects expected to be financed by the bonds, and the circumstances and needs that have given rise to the bond referenda. Public funds may not be spent on campaigns either to promote or defeat passage of any bond order presented to voters. Depending on the scope of work negotiated with the vendor, the total cost of the contract and all efforts related to the Committee's work may be up to $50,000. Pending any alternative direction from the Board, staff will present a budget amendment at the May 17, 2016 meeting to allocate $20,000 from the Board of Commissioners' 2015-16 Contingency account to fund the initial costs of the Committee's work.