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Item 4DCity of Southlake, Texas M E M O R A N D U M August 11, 2010 TO:Shana Yelverton, City Manager FROM:Pilar Schank, Community Relations Officer Proposed agreement between the City of Southlake and Carroll Independent SUBJECT: School District for www.MySouthlakeNews.com. Action Requested:Approve agreement between the City of Southlake and Carroll Independent School District for www.MySouthlakeNews.com, a joint-use digital newsletter website. Background Information: www.MySouthlakeNews.com is joint venture between the City of Southlake (City) and Carroll Independent School District (CISD). Plans commenced in spring of 2010 to engage City vendor Ariamedia to create and launch a website that would provide the Southlake community with pertinent news and information.CISD and City staffs, as outlined in the CMO Standard Operating Procedure document and CISD addendum document commit to work together to provide the latest information from each entity and collaborate on events and projects which are of joint concern or interest to taxpayers. Recognizing the desire of residents and businesses for more timely communication on city and school district issues, and the array of changing technologiesfor delivery, a platform for Southlake specific news and information was conceived for use. MySouthlakeNews.com is designed to evolve with technology and the user’s needs into a multi-media platform, which will not only inform, but receive feedback on critical issues affecting Southlake and the surroundingcities. Financial Considerations: My Southlake News is an approved FY 2010 budget item. The $36,000start- up costswere incurredin FY 2010 with 50% of the monies paid by CISD. As the representing entity for this venture, the City frontedthe initial costs of the website withreimbursement provided by CISD. The start-up costs are coming from the strategic initiative fund (SIF). All CISD reimbursements will go back into the SIF. There is also a $3600 yearly maintenance and support fee which will also be split with CISD. Again, the City will front the fee initially with CISD reimbursingat a later date. The maintenance fee is paid from and reimbursed to the City Manager’s support servicesbudget line item. MySouthlakeNews.comis intended to place in a digital format the City’s news and information. In previous budget years more than $15,000 dollars in printing and postage costs were incurred in relation to the City’s newsletter. Shana Yelverton, City Manager August 11, 2010 Page 2 MySouthlakeNews.com is intended to enhance the City’s communication efforts and replace the City’s quarterly newsletter. Citizen Input/ Board Review: The CISD board is considering approval of a similar agreement at theirAugust 16, 2010 regularly scheduled boardmeeting.TheJoint Use Committeeis reviewing this agreement at theirregularly scheduled meeting, August 12, 2010 meeting. Legal Review: This agreement mirrors previous joint-use agreements with CISD, which have been reviewed by the City’s Attorney. Alternatives: Not approve the agreement between the City and CISD for MySouthlakeNews.com and continue with annual print costs for City Newsletter. Supporting Documents: The agreement with Ariamedia for the creation and launch is attached. The City’s Standard operating procedurefor website operation is also attached. Staff Recommendation: Staff recommends approving the agreement between the City and CISD for the operation of MySouthlakeNews.com