City Calender Conundrum
Since the subject of an Overland City Calendar keeps coming up I thought I would weigh in on it.
A quick check of the internet finds that glossy photo calendars (like the ones the city formally printed) cost an average of $3000.00 per 1000 printed. If the City wanted to return to printing the calendars it would likely print 10,000 or so. This would cover the 7000+ households, as well as all the businesses and leave enough remaining to hand out to new residents and companies coming to Overland throughout the year. That would cost around $30,000.00 (not including postage if it was to be mailed to everyone). There may be cheaper options, but ultimately printing and distributing a calendar in this fashion would be a major expense.
Alternately, the City could create a PDF version of a City Calendar (which are usable on nearly any computer with the free Adobe reader installed). They could make that calendar available on the City website for viewing, downloading and printing. Since the City already provides the Council meeting agendas and minutes in PDF format I assume they have the software and license to do this with a calendar as well. However, if this is not the case the City can purchase it for between $500.00 and $600.00 dollars I believe.
Though not everyone has internet access (we estimate only about 33-40% of Overland residents are online), nearly everyone knows someone who has it and could ask them to print the calendar for them. If not, they could also view and print the calendar at any public library.
The City could add further value to the calendar by reaching out to the various organizations in town (like the OBA, the Historical Society, the American Legion, the Lions Club, etc) to include their event and meeting dates in the calendar as well.
As many of us know, the best laid plans don't always work out. Event dates and locations sometimes conflict and need to be changed. If the City made a downloadable version of the calender, they might also provide the option to join an email mailing list so you can be informed of event changes, or events scheduled some time after the creation and release of that year's calendar.
There are options available to provide the information the public wants at a cost the City can afford. All that is required is that everyone be open to alternatives. This option would be a community service the City could provide at very little cost.
What do you think?
A quick check of the internet finds that glossy photo calendars (like the ones the city formally printed) cost an average of $3000.00 per 1000 printed. If the City wanted to return to printing the calendars it would likely print 10,000 or so. This would cover the 7000+ households, as well as all the businesses and leave enough remaining to hand out to new residents and companies coming to Overland throughout the year. That would cost around $30,000.00 (not including postage if it was to be mailed to everyone). There may be cheaper options, but ultimately printing and distributing a calendar in this fashion would be a major expense.
Alternately, the City could create a PDF version of a City Calendar (which are usable on nearly any computer with the free Adobe reader installed). They could make that calendar available on the City website for viewing, downloading and printing. Since the City already provides the Council meeting agendas and minutes in PDF format I assume they have the software and license to do this with a calendar as well. However, if this is not the case the City can purchase it for between $500.00 and $600.00 dollars I believe.
Though not everyone has internet access (we estimate only about 33-40% of Overland residents are online), nearly everyone knows someone who has it and could ask them to print the calendar for them. If not, they could also view and print the calendar at any public library.
The City could add further value to the calendar by reaching out to the various organizations in town (like the OBA, the Historical Society, the American Legion, the Lions Club, etc) to include their event and meeting dates in the calendar as well.
As many of us know, the best laid plans don't always work out. Event dates and locations sometimes conflict and need to be changed. If the City made a downloadable version of the calender, they might also provide the option to join an email mailing list so you can be informed of event changes, or events scheduled some time after the creation and release of that year's calendar.
There are options available to provide the information the public wants at a cost the City can afford. All that is required is that everyone be open to alternatives. This option would be a community service the City could provide at very little cost.
What do you think?
posted by Overland Sailor @ 9:28 AM 
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12 Comments:
The calendar may not seem that significant to you or I, but for some Overland residents it represents an important connection to the community. I tend to think they probably serve a purpose. People hang them in their kitchens and, in between scribbling down appointments and circling birthdays, are informed about local goings on; sounds worthwhile. I always assumed that the businesses mentioned in the calendar paid for the privilege.
This would be such a waste of city funds. Why couldn't we ask a company like "The Town Planner" to do a calendar. It is nice, and paid for by the ad revenue that the aquire.
Yes, some people depend on them. But, it seems to me like I get calendars from everywhere. And a city-based calendar is out of date almost immediately. With a web version you could add/subtract/change events as needed.
I know the OBA put out the calendar one year. They could do the same by selling ad space.
I just don't see that is part of the city's responsibility to its citizens.
Let me clear: I am not arguing for the city to spend tens of thousands of dollars towards a calendar, nor do I believe Overland citizens are entitled to one.
The city benefits when residents are involved, and the calendar, in a small part, is a means to that end, but if it is a burden then by all means it should be stopped.
The problem as I see it is with production cost. That's why I thought Creating a PDF version of the Calender is a good alternative.
People with internet access at hope could either view it online, download it to view on the own computers or print it.
Most people without internet access at home have a friend or family member would could print it for them, and for those few that do not, they can visit the public library to print one.
The City has the web space, and the software needed to put it together. The only cost would be having someone do the work. We could cut that cost by putting a group together of a volunteer from each local organization that would like to see their regular meeting and event dates included.
That advertising based calendar might be a good alternative (though personally I think it looks a bit cheesy).
The OBA might be an option for a venture like this that could make the calendar look a bit better as well. However, they already have the business directory (that will be out this June).
Wonder what other options there are out there (no you've got me thinkin' in a new direction Suzy).
Irregardless of whether or not the city distributes a physical calendar, they should provide a PDF version online.
Lindy, I agree and wasn't critizing any position (except that of anyone who feels the city "owes" them a calendar, perhaps! *smile*)
Sailor, besides neighbors printing them, they could keep a few copies at both city hall and the community center.
Again, the PDF/online version would be best because it would be the most up-to-date.
I want to add:
That an online calendar is just one of many steps that city needs to take in improving their online presence. Someone shouldn't have to call city hall to find out the most basic of information (how to get a occ. permit, what is required if/when enhancements to the home are being performed, etc). This way, folks can have their ducks in a row when they do visit public works. Something that will save time for our employees and end of lot of the frustration with that department.
linky I agree that a calendar of some sort is needed. The nice part about an online calendar is that it can (but that doesn't mean it will) be kept up to date. The down side is that so many people in Overland are without internet access at home. We have a balancing act to walk here. How does the city make more information available to the residents within the limited budget and financial resources we have. Also, what information infrastructure do we want to invest time and money into today that can address not only our current residents needs but the residents of the future as well?
suzyjax you're right. There needs to be a lot more done to the City web site. It is my understanding that the site is already under development to be better. However, designing the site and adding/updating content are (or at least should be) two separate issues.
Once the structure of the site is redesigned and functioning properly The department heads will need to step up and get useful content and information on their for the residents.
One concern I have is that there used to be 2 people in the MIS department and now there is only 1 and we are looking to task that department with more and more work to improve information access for everyone.
I understand one person retired from MIS. Are they NOT going to replace that person? Is that a budgetary issue?
It seems to me you need one person working on web issues and at least one other person working on city technology issues.
Also, these people need to be represented on any type of "emergency/disaster response" committee the city is thinking of forming.
I don't think they have made a decision on the MIS position either way at this point.
I agree, MIS should be represented in any Emergency Management Committee, not to mention City Planning meetings and the like.
i think the calendar is a waste of money and not as important as some other issues that are more important. but if i had a choice, i would go for the pdf format and those who don't have computer's i'm sure can go to a neighbor or one of their kids and get it, as well as the library
I'm with you on this Oletimer, and welcome to the site.
That is the reason I was promoting the idea of a PDF calendar (though Suzyjax's idea about doing an advertising funded calendar is definitely worth looking into).
The City already produces a calendar for the City website, so the work is already being done. If it could be done it a way that allows people to print it easily with the option to either print just one month, or the entire year, those interested in having a hard copy calendar could have one with ease.
We might even be able to save on the hours by getting a committee together to do the work. That committee could be made up of people from the Overland Business Association, the Rotary, the Lion's Club and any other local organizations in town that would like to see their meetings and events appear in the calendar as well (subject to City approval).
As a side note, I have been hunting for a decent online calendar I could use for this sites efforts. If I find one that has an easy print option and looks like it might work for the city I would gladly pass that info alone. And if anyone has online calendars they'd like to suggest to me I would be glad to give them a look.
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