CONSENT CALENDAR
3.	CONSIDER EXPENDITURE OF BUDGETED FUNDS TO PURCHASE PORTABLE EQUIPMENT FOR PUBLIC OUTREACH EFFORTS
Meeting Date:		May 21, 2009	Budgeted:	Yes
From:		Darby Fuerst,	Program/	Public Outreach
		General Manager	Line Item No.:	9-7811.5
Prepared By:		Stephanie Pintar	Cost Estimate:	NTE $9,250.00
General Counsel Approval: N/A
Committee Recommendation: The Administrative Committee reviewed this item on May 13, 2009 and recommended approval.
CEQA Compliance: N/A

SUMMARY: The FY 2008-2009 budget includes $10,000 for purchase of a trade show booth to support outreach efforts during fiscal year 2008-2009. To complete this objective, staff enlisted the assistance of Keehan & Partners, a local advertizing and design company, to help with researching prices and products. Staff selected the proposed products after visiting showrooms in the Santa Clara/San Jose area. The products are light-weight and fit into a wheeled, shippable container that is sized for a standard car trunk. The portability will reduce the size and number of vehicles needed to transport equipment for outreach events.

Staff is requesting authorization to purchase (1) a portable podium table with locking cabinet, (2 & 3) two quickscreen banners with stands, (4) an ultra-light weight tri-fold display for table top presentations, and (5) a metal collapsible literature stand with carry case. Also included in the estimate is (6) a hard rolling shipping case that will accommodate the podium table, two quickscreen banners and the table top display. The estimate from Keehan & Partners includes design, art direction, graphics and printing for the banners and ultra light display; two laminated logos for the portable podium, and assistance with purchase and delivery of the equipment. Staff envisions the banners with two distinct short District mission related messages with a relevant graphic to attract people to the District’s booth. The lockable cabinet would be used in place of hauling bulky tables and when tables are not provided. This equipment should have a life-time of 10-15 years.

MPWMD staff participates in a number of community outreach events each year. In addition, MPWMD is frequently asked to give presentations to local and regional special interest groups and service organizations and to attend events as an exhibitor. The addition of portable, packable, lightweight displays and a podium table will enhance the District’s message and image at the events it attends. The portability will also greatly reduce the amount of staff effort and space needed to prepare for and clean up after an event.

The Administrative Committee considered this item on May 13, 2009 and recommended approval on a 2 to1 vote.

RECOMMENDATION: If adopted with the Consent Calendar, staff will be authorized a not-to-exceed amount of $9,250.00 for purchasing public outreach equipment, including limited assistance with price research and preparing the displays for use.

IMPACT TO STAFF/RESOURCES: Funds are included in the fiscal year 2008-2009 budget. Purchase of a trade show booth in the amount of $10,000 is a line item in the budget and was a priority of the Public Outreach Committee when determining an outreach budget for FY 2008-2009.

EXHIBITS

None

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