CR 96-15 Annual ReportJanuary 19, 1996
Proposed Action
Overview
Primary Issues to Consider
Supporting Documents
• Communication priorities
• 1994 annual report
Eileen G. Harvala
Community Relations Coordinator
1995 ANNUAL REPORT
The remaining 500 copies will be given away at this year's Home Remodeling Fair and Spring Thing.
o Why increase the distribution of the annual report?
• What is the cost of increasing the distribution of the annual report?
• What are the sources of money for the annual report?
96 -15
Staff recommends the following motion: Move to approve the publishing of the City of Hopkins' 1995
annual report. and its distribution to the maj� of the citvvs residents
Approval of this action will authorize the printing and distribution of the annual report to 9001 Hopkins
residents and businesses. This is the same distribution as the Hopkins Highlights newsletter. Essential-
ly, all postal patrons would receive a copy of the annual report.
The city's first annual report in many years was published in March 1995. It encompassed highlights
and achievements by the city in 1994, and it featured all of the city's departments and divisions. It
focused on the positive elements of the community, and the city's role in those accomplishments.
Two thousand copies of the 1994 annual report were published at a cost of $1,874. It was distributed at
the annual TwinWest Chamber of Commerce State of the City address, given to city board and
commission members, given to all city employees, and mailed first class to other school, community,
business, and civic leaders. Throughout the year, it has been inserted into new resident's packets, was
given away at public events, and made available at the Hopkins Area Family Resource Center and City
Hall lobby.
Council Report 96 -15
Page 2
Primary Issues to Consider
• Why increase the distribution of the annual report?
The distribution of the 1994 annual report was piecemeal, and it was not delivered nor seen by
the majority of Hopkins residents. The annual report was a new public relations tool for the
city, and staff wasn't sure how it would be received. The reception, however, was very positive
from those who saw the report. The city constantly strives to find ways to tell others about the
good things taking place and the city's part in making those happen. It would be nice if all
Hopkins residents had the opportunity to look at the positive accomplishments achieved and
initiatives undertaken by the city in 1995.
O What is the cost of increasing the distribution?
The cost to:
Print 9,000 copies $3,813
Print 500 extra copies $140
$3,953
Mail 9001 copies $1,23S
Total print/distribution cost $5,186
(less than 58 cents per resident)
The cost to print 2,000 copies with the same distribution method as that used for the 1994 report
is $1,853.
• What are the sources of money for the printing/distribution of the 1995 annual report?
There is $2,000 in the 1996 budget for the printing of the 1995 annual report, using the same
distribution method as that used for the 1994 report. If the distribution is increased, the
additional $3,187 will come from the city's Contingency Fund.
Alternatives
1. Increase the printing and distribution of the 1995 annual report.
2. Print the same number of copies and use the same distribution methods as last year.
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