30 01 2006

Councillors:

 

 

The Mayor (Councillor Burgess) (ex-officio), Chairman of the Policy and Organisation Board (Councillor Hook) (P), Councillors Allen (P), Carter (P), Chegwyn, Mrs Cully (P), Cully (P) and Hayward (P).

 

It was reported that, in accordance with Standing Orders, Councillor Carr had been nominated to attend this meeting in place of Councillor Chegwyn.

 

 

 

 

An apology for inability to attend the meeting was submitted on behalf of Councillor Chegwyn.

 

 

 

 

There were no declarations of interest.

 

 

 

 

RESOLVED: That the Minutes of the meeting of the Editorial Panel held on 1 November 2005 be approved and signed as a true and correct record by the Chairman.

 

 

 

 

No deputations had been received.

 

 

 

 

No public questions had been received.

 

 

 

 

Detailed consideration was given to the proof of the March 2006 issue of ‘Coastline’ (a copy of which is inserted in the Minute Book as Appendix ‘A’).

 

 

RESOLVED:  That the proof of the March 2006 issue of ‘Coastline’ be approved for publication subject to the amendments and various other corrections which were identified by the Panel.

 

 

Consideration was given to a report of the Chief Executive (a copy of which is inserted in the Minute Book as Appendix ‘B’), which advised Members of the comparative costings of a tabloid and A4 magazine format of Coastline and sought approval to place the contracts for distribution, sale of advertising and printing of Coastline for tender in accordance with Council’s Standing Orders.

 

Members were advised that the current contract for printing runs out in July 2006 and not April, as indicated in paragraph 1.3 of the report.

 

Members were of the opinion that a three-year printing contract should be placed and quotes sought for a sufficient number of copies for every household in the Borough. 

 

Members considered that a delivery contract should be sought that enabled ‘Coastline’ to be delivered to every household in the Borough.  The current situation in which certain areas were not covered was unacceptable.

 

Members gave consideration to the future style of ‘Coastline’ and to the possibility of a change of name to the publication.  They were of the opinion that a tabloid style publication would be the most appropriate that the current name should be retained.

 

Members were keen that articles should be included that promoted the work and services of the Council.  Officers from the Council Management Team should be encouraged to seek articles from their individual departments to achieve this aim.  Promotional articles from local organisations would be included to provide a balance of community news.  The Youth Council and other youth groups would also be encouraged to provide news and articles.

 

 

Members considered the continued inclusion of advertising in ‘Coastline’ and studied samples of magazines from other authorities, some of which included advertising whilst others did not.  Members recognised that a tabloid format would give increased area for advertising and therefore the range of advertisements sought could be extended. However, they also requested that the costs of producing a magazine without the inclusion of advertising should be given consideration.

 

 

RESOLVED:  That:-

 

1.

Tender documentation be prepared for the award of a three year contract for the production of a tabloid style magazine;

2.

as the pre-tendering exercise for the delivery of Coastline shows that only one body can achieve the Council’s requirement of distribution across the whole of the Borough, the Sub-Board, pursuant to Standing Order 1.4, agreed to waive the requirement of Contract Standing Orders and award the contract for delivery to the Post Office;

3.

the cost of the production of graphics in house be compared with the cost of the production of similar graphics by external companies;

4.

the Chief Executive, in consultation with the Chairman and the Leader of the Council, to consider the relative cost of the production of Coastline without the inclusion of advertising revenue; and

5.

the production schedule be amended in future years to include a publication at the beginning of the Civic Year to include new Member information.

 

 

 

 

Consideration was given to suggestions as to articles and inclusions for publication in the next issue of ‘Coastline’:

 

 

i

Seafield Carnival

ii

Gosporteers Carnival

iii

Royan Twinning

 

 

Members also expressed the opinion that it was not necessary to have Councillor details on the back page of every issue of ‘Coastline’.  This information was only necessary in the first issue of the Civic Year and in subsequent issues a list of Council services and contact numbers should be included.

 

 

 

 

There were no urgent items.

 

The meeting commenced at 6.00pm and concluded at 6.56 pm.