HomeMy WebLinkAboutAgenda 09-07-1993 - III-G 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
Action Agenda
Item No. -Cr
ACTION AGENDA ITEM ABSTRACT n
Meeting Date: September 7, 1993
SUBJECT: Senior Times - Publication and Distribution Agreement
DEPARTMENT: Aging PUBLIC HEARING: YES: NO: X
ATTACHMENT(S) : INFORMATION CONTACT:
( 1) Agreement Jerry M. Passmore
(2) Proposal TELEPHONE NUMBER
Hillsborough - 732-8181
Chapel Hill - 968-4501
Mebane - 227-2031
Durham - 688-7331
Extension 2000
PURPOSE: Request to enter into an agreement with the Chapel Hill
Herald Newspaper from October 1, 1993 to December 31, 1994
to print and assist in distributing the Orange County
Senior Times to older adults. For the right to sell
advertising in the Senior Times, the Chapel Hill Herald would
provide ( 1) production staff (2) printing of 35,000 copies
(3) Insert distribution in the Chapel Hill Herald and (4 ) funds
to direct mail Senior Times to older adults registered with
the Orange County Department on Aging.
BACKGROUND:
Published for the past thirteen years, the Orange County
Senior Times has been published, printed and distributed
by the Orange County Department on Aging in cooperation
with the Retired Senior Volunteer Program, Friends of the
Chapel Hill Senior Center, and the Recreation & Parks
Departments of Orange, Chapel Hill and Carrboro. Senior
Times expense is currently paid with county funds, donations
and advertising sales begun in 1993 by the Department on
Aging.
Impact: The Agreement would increase circulation to many
older adults presently not receiving the Senior Times,
reduce county expense by $9,800 and eliminate DOA staff
time in ad sales.
RECON ENDATION(S) :
The County Manager recommends approval and authorize
the Chair to sign agreement.
(ABS94#05)
2
Orange County Department on Aging
Senior Times Publication & Distribution Agreement
This agreement entered into this 1st day of October, 1993
by and between the County of Orange, hereinafter referred to
as The County; and the Chapel Hill Herald Newspaper, hereinafter
referred to as The Herald .
The purpose of this agreement is to outline the conditions
described in the proposal ( attachment A) under which the County and
the Herald will cooperatively publish, print and distribute the Orange
Senior Times , a bi-monthly publication to inform the older adults as
aging issues and services and opportunities available to them.
SPECIFIC RESPONSIBLITIES OF THE COUNTY OF ORANGE
1 . To designate the Director of the Orange County Department on Aging
as Editor-in-chief of the Senior Times who will select the
production agency for the Senior Times with final approval by the
The Herald.
2 . To review, edit and approve all copy/design of the Senior Times by
the Editor-in-chief prior to an assigned deadline .
3 . To collect, prepare and provide copy to the Herald production staff
by the Department on Aging according to the agreed upon schedule .
4 . To pay a $50 delivery charge of the Senior Times to the agreed upon
location for direct mail by the Department on Aging and Friends of
the Chapel Hill Center to older adults .
5 . To abide by other provisions stated in the proposal (Attachment A) .
SPECIFIC RESPONSIBILITIES OF THE CHAPEL HILL HERALD
1 . To pay the production agency who will coordinate the printing and
producing of the Senior Times according to the agreed upon
schedule .
2 . To print according to specifications (Attachment A) a minimum of
35 , 000 copies of the Senior Times , with 25 , 000 copies inserted in
the Chapel Hill Herald on the next to the last Sunday of every
other month and 10, 000 copies delivered to the Chapel Hill Senior
Center or designated location by the next to last Tuesday of every
other month.
3 . To . assume the responsibility for the sale, service and content of
all Senior Times advertisers according to the agreed upon
advertising policy and limited to 50% or less of publication to
advertisments (Attachment A) .
Page 1 of 2
4 . To pay bi-monthly postal charge for the direct mail of the Senior
Times including the once per year return postage guarantee charge
upon invoice by the Department on Aging or Friends of the Chapel
Hill Senior Center.
5 . To abide by other provisions stated in the proposal (Attachment A) .
The term of this agreement shall be from October 1 , 1993 through
December 31, 1994 , covering seven bi-monthly publications, beginning
with the 1993 November-December issue. Either party shall give 90
days prior written notice before December 31, 1994 to the other party
of Intention not to renegotiate the agreement.
IN WITNESS WHEREOF, the County of Orange and the Chapel Hill Herald
Newspaper have executed the agreement of the date first above written.
County .f Orange Chapel Hill Herald Newspaper
B if
Date ! / 13 / - 7 e20 / 93
FN:Herald93 .Doc
Page 2 of 2
the
.. . chapel
h 111 erald
a,f)citerat .$tut
ATTACHMENT A
To: Jerry Passmoze
Orange County Department on Aging
From: Beth Deacon
The Chapel Hill Herald
RE: Proposal to publish Senior Times
Date: September 1, 1993
The purpose of this proposal is: 1) to offer an alternative method of distribution for "Senior Times"
involving turnkey production and coordination; and 2) to provide a cost analysis for these
services.
•
•
Page 1 of 4
106 Mallette Street • Chapel Hill, N.C. 27516 • (919) 967-6581
I. Overview
The senior citizens population in Orange County, North Carolina has shown dramatic increases In
recent years. Census projections predict that the number of retiring individuals migrating to our
area will increase dramatically in the future due to the appeal of our climate, cultural
opportunities, and proximity to the mountains and the coast.
As the newsletter of record for seniors in Orange County, the Senior Times has the opportunity to
expand its distribution as our senior population increases using The Chapel Hill Herald as a
vehicle. This proposal outlines that opportunity.
PROPOSED COST ANALYSIS
Herald-Sun Newspapers/The Chapel Hill Herald will produce and distribute Senior Times
at no charge to the Orange County Department on Aging. A check for direct mail postage will be
presented upon invoice either to the Orange County Department on Aging or the Friends of the
Chapel Hill Senior Center with delivery of each issue. A $50 delivery fee will be instituted bi-
monthly for delivery of the magazine.
The Chapel Hill Herald requests the Orange County Department on Aging's support in
communications with advertisers announcing the new format of Senior Times. The Chapel Hill
Herald will also expect the Orange County Department on Aging to originate and coordinate all
editorial copy of the product.
In exchange for the above, all advertising revenue generated in the magazine will belong to The
Chapel Hill Herald to offset any printing and production expenses to the extent that a reasonable
profit is realized.
We suggest that the expanded penetration of Senior Times be evaluated after one year from the
date of this contract to the mutual satisfaction of both parties.
Page 2 of 4
SENIOR TIMES
Proposed specifications effective September 7, 1993
PUBLICATION DATE: 131-Monthly, the next to the last Tuesday of every other month (inserted
into The Chapel Hill Herald the following Sunday); direct mailed to senior citizens to be in-home
the last week of the month in February, April,June, August, October, december.
DISTRIBUTION: 25,000 copies inserted into The Chapel Hill Herald; 10,000 copies delivered to
the Chapel Hill Senior Center by the next to the last Tuesday of the month prior to bi-monthly
publication for direct mail and distribution at outlying senior and other community and/or
commercial sites. '
FORMAT/PAPER STOCK: A tabloid section on 30# Hi-Brite stock (a high-grade of newsprint) with
a four color cover and color on a space available basis for editorial use on the inside.
SIZE: A minimum of 24 pages (12 pages editorial, 12 pages advertising); projected goal of 32 pages
bi-monthly.
PRODUCTION: Herald-Sun Newspapers will, at its cost, provide turnkey coordination of printing
and production (preparing plates for press, paste-up of ads, cutting color for ads, etc.) on a bi-
monthly basis. Coordination of typesetting, layout, etc. will be provided by an outside agency
compensated by Herald-Sun Newspapers. The agency will be selected by the Orange County
Department on Aging, but Herald-Sun Newspapers must approve the final selection.
CONTENT: In addition to copy provided by the Orange County Department on Aging, the
Department may use any articles of feature stories which have been previously printed in the
Herald-Sun/The Chapel Hill Herald product, and these articles or feature stories will be available
free of charge to Orange County Department on Aging to reprint in Senior Times. The selection of
content of Senior Times will be up to the discretion of Jerry Passmore, Executive Director of the
Orange County Department on Aging.
EDITORIAL RESPONSIBILITY: The Orange County Department on Aging maintains the right to
edit/approve all copy/design of Senior Times prior to an assigned deadline. The Orange County
Department on Aging will also assume responsibility for the magazine's editorial content in the
event of inquiry. The Chapel Hill Herald will assume responsibility for advertising content in the
event of inquiry.
ACCOUNT SERVICE: The Chapel Hill Herald will assume the responsibility for the sale and service
of all Senior Times advertisers. Current contracts on Senior Times will be honored. Any
advertising revenue will be used to offset the printing and production expenses of the magazine
to the extent that a reasonable profit is realized.
The Orange County Department on Aging will not be responsibility for any financial loss incurred
by Herald-Sun Newspapers related to the production and distribution of Senior Times.
Page 3 of 4
ADVERTISING: Herald-Sun Newspapers will not permit any advertisements of the following
products or services in the publication: any alcoholic beverage, including beer and wine; political,
religious, or sexually explicit materials; tobacco, gambling or personal messages (including, but
not limited to, individual birthdays, anniversaries, etc.) In addition, any advertising related to
insurance brokerage or investment counselling will be limited to listing of services, or content
subject to the approval of the Department on Aging.
OVERPRINTS: 10,000 copies of Senior Times will be overprinted with direct mail indicia for the
Orange County Department on Aging. A $50 delivery charge will be paid by Orange County
Department on Aging for delivery of these sections. The Chapel Hill Herald will be responsible for
the design and creation of a rate card and sales support materials for Senior Times, as well as the
mailing of any letters to current/prospective advertisers.
TERMS: The terms of this agreement shall be from October 1, 1993 through December 31, 1994,
covering seven bi-monthly publications, beginning with the 1993 November-December issue
through the 1994 November-December issue. Either party shall give 90 days prior written notice
before December 31, 1994 to the`bther party of intention not to renegotiate the agreement.
Page 4 of 4