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Home My WebLink AboutSpecial 2008-03-24 Item 3A - Agreement - Seattle Southside Advertising with Encore Media West for $31,873 COUNCIL AGENDA SYNOPSIS Initialr ITEM NO. O 1.' i 1 tivfeetinR Date Prepared by 1 Mayor's review I Council review tI is 1 03/24/08 1 KK 1 I I 7908 I I S PE 3 1TEM___=1NFORMATION CAS NUMBER: 08-036 I ORIGLNAL.AGENDA DA1h. MARCH 24, 2008 AGENDA ITEM TITLE Washington State Visitor's Guide Contract for Seattle Southside Advertisement CATEGORY Dzscusszon El Motion Resolution Ordinance BzdAward Public Hearing Other Mtg Date 03/24/08 kftg Date 03/24/08 Mtg Date Mtg Date Mtg Date l itg Date Mtg Date SPONSOR Council Mayor Adra Svcs DCD n Finance n Fire n Legal n P&R El Police PIV I SPONSOR'S The Tukwila Lodging Tax Advisory Committee unanimously recommended at the SUMMARY November 15, 2007 meeting to request the Mayor to sign a contract with Encore Media West. The contract will provide a Seattle Southside full -back page, 4 -color advertisement in the 2008 Washington State Visitor's Guide. The amount of the contract is $31,873 and is a part of the overall 2008 budgeted Media Plan. REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. Parks Comm. U Planning Comm. DATE: 03/04/08 RECOMMENDATIONS: SPONSOR /ADMIN. Accept Encore Media West contract and authorize Mayor's signature. COMMMri FEE Unanimous Approval; Forward to Committee of the Whole GaST-IMPACT /`FUN .Q_URCE- EYPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $31,873 $31,873 Fund Source: 101.00.557.301.44.15 Comments -MTG: =DATE RECO-RD-QE� C- OUNCIL C A. _T_ION 03/24/08 DATE ATTACHMENTS 03/24/08 Informational Memorandum dated 2/21/08 Encore Media West Contract Copy of the Advertisement Minutes from the Finance Safety Committee meeting of 3/4/08 14 :y C ityofrukwll a r 4 41: 6200 Southcenter Boulevard Tukwila, Washington 98188 Steven M Mullet, Mayor 1908 TO: Mayor Finance and Safety Committee FROM: Tourism Program Manager Ai DATE: Feb. 21, 2008 SUBJECT: Washington State Visitor's Guide Contract for Seattle Southside Advertisement ISSUE Authorize Mayor to sign a contract with Encore Media West for a Seattle Southside's full -back page, 4- color ad in the 2008 Washington State Visitor's Guide in the amount of $31,873. BACKGROUND Washington State Visitor's Guide is the official state visitor guide produced in cooperation with Washington Office of Tourism and Washington State Lodging Association. It continues to be one of Seattle Southside Visitor Services most successful paid advertising strategies; with a circulation of 440,000 and reaching over 1,000,000 readers, the total cost per impression is $0.03. DISCUSSION Success is further evidenced by the number of phone calls and walk -ins generated and tracked through the Visitor Center as compared to other placed Seattle Southside advertisements. Additionally, the back page placement offers excellent visibility for Seattle Southside Visitor Services within the tourism industry. The 2008 Seattle Southside Visitor Services media schedule was approved collectively by the Tukwila, SeaTac, Kent and Des Moines Lodging Tax Advisory Committees and included this ad placement. Budget impacts: There is no additional budget request for this item. The cost for this ad is budgeted within the Council approved 2008 Tourism Program budget; however, because the proposed contract amount is over $25,000, it requires Council approval. RECOMMENDATION Authorize Mayor to sign a contract with Encore Media West in the amount of $31,873 for a Seattle Southside full -back page, 4 -color ad in the 2008 Washington State Visitor's Guide. Phone: 206- 433 -1800 City Hall Fax: 206- 433 -1833 e www. ci-tukwila.wa.us O f STATE VISITORS' GUIDE 006 Encore Media West is hereby authorized to insert advertising for the advertiser in accordance with the contract terms and conditions as stated on the accompanying sheet. By signing this agreement, advertiser acknowledges acceptance of these terms and conditions. ADVERTISER INFORMATION (to be published) BILLING INFORMATION Client: Seattle Southside Client: Seattle Southside Contact: Karla Lindula Contact: Katherine Kertzman Address: 14220 Interurban Avenue South Suite Address: Same as left 130, Seattle, WA 98168 Phone /Fax: (206)575 -2489 (206) 575 -2579 Phone /Fax: Same as left E -Mail: Katherine @seattlesouthside.com ORDER INFORMATION Web Address: www.seattlesouthside.com I Display Type: Back cover Size: Region: Seattle, Tacoma and Puget Sound 1 1 Placement: Back cover 1 Color: WSH &LA member? If no, is more information wanted? NO ADVERTISING DETAILS Ad Cost for this Insertion $31,873.00 Total number of classified listings 5 WSH &LA Discount: N/A Total number of Weblinks: N/A AD COST SUBTOTAL: $31,873.00 Annual web link setup fee: N/A PLEASE SELECT ONE OPTION BELOW I, Weblink (please indicate type): Pop 2 N/A *Repeat listing exactly as 2007? Lyes no SUBTOTAL $31 ,873.00 additional grid listings at Notes: per listing: Materials to be sent directly to: vgproduction @encoremediagroup.com TOTAL COST: 1200 dpi line screen $31,873.00 Upon For office use only: Full Payment Due By: Completion EB LA OB Order ID Please send ad materials to Encore Media West (address below) or e -mail your ad to vgproduction @encoremediagroup.com PLEASE COMPL TE SECTION BE 0 TO CONFIRM YOUR ORDER AND FAX TO 425 454 -1666 Accepted By: 1_ Date: �f i Printed Name: 7r /1 ^.'2 kib r v1., Title: EMW Ad Representative: John Deleva Date: Please make check payable to: WASHINGTON STATE HOTEL LODGING ASSOCIATION Please send payment to: Encore Media West, 12715 Bel -Red RD, Ste. 110, Bellevue, WA 98005 Phone. 425.454.1580, x118 Fax: 425.454 1666 Email: visguide @mediawest- adsales.com SEATTLE SOUTHSIDE VISITOR SERVICES / SSVS ADVERTISEMENT ENCORE MEDIA WEST City of Tukwila 0, :o; R._, Finance Safety Committee ,sik i oa FINANCE AND SAFETY COMMITTEE Meeting Minutes March 4, 2008 5:00 p.m. PRESENT Councilmembers: Dennis Robertson, Chair; Pam Linder and Kathy Hougardy Staff: Nick Olivas, Derek Speck, Dave Haynes, Mary Miotke, Katherine Kertzman, Viki Jessop, Don Tomaso, Jim Morrow, Kevin Fuhrer, Jack Pace, Rhonda Berry and Kimberly Matej Guests: Chuck Parrish CALL TO ORDER: Committee Chair Robertson called the meeting to order at 4:59 p.m. I. PRESENTATIONS No presentations. H. BUSINESS AGENDA A. Contract for Washington State Visitors' Guide Staff is requesting full Council authorization for the Mayor to sign a contract in the amount of $31,871 with Encore Media West for Seattle Southside's advertisement in the 2008 Washington State Visitors Guide. The price of this advertisement has not increased from last year's price. This full -back page, 4 color advertisement opportunity in the State Visitors Guide continues to be a substantial means for generating referrals from Washington state. The Guide has a circulation of 440,000 and reaches over 1,000,000 readers. UNANIMOUS APPROVAL. FORWARD TO MARCH 24 COW FOR DISCUSSION. B. Westfield Mall Address Changes Fire staff reported on required retailer address changes resulting from the current mall expansion. Every retailer /store/kiosk, with the exception of Macy's and Nordstrom, will receive a new address effective May 1, 2008. Retailers are very interested in having a Southcenter Mall street address. Fire staff carefully assessed the re- addressing process to ensure the system would be easy to understand and apply for emergency response personnel. These changes will result in significant workload impacts on such entities as City departments, 911 dispatch and the post office. INFORMATION ONLY. C. Employee Hiring and Retention The subject of employee hiring and retention was originally brought forth to the Committee by Chief David Haynes; however, several other depaitment heads, which have recently experienced similar difficulties, also expressed concerns related to the hiring and retention of quality employees for the City of Tukwila. A lengthy discussion ensued among Committee members and attendees with the primary concern being expressed by Chief Haynes in the hiring police officers. Part of the problem is the lengthy Civil Service process. Concerns included but were not limited to: a lack of quality candidates (requiring more than one recruitment for open positions); maintaining a competitive edge among other employers; decrease in retention of long -term staff (primarily due to the retirement of "Baby Boomers staffing levels to meet expected customer service levels and the number of staff required to maintain that level; and a lack of succession planning for management positions. Overall, depaitiuent heads expressed that they believe City employees to be the City's most valuable assets. They are aware of the legislative difficulties that surround the issues of employee hiring and retention. Staff recognizes that recruitment and retention difficulties for police officers are not unique