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Home My WebLink AboutADMIN-37-99 i THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON REPORT Meeting: General Purpose and Administration Committee File#_!___L Date: December 6 1999 Res.#& Report# ADMIN. 37-99 Subject: Electronic Message Board Sign Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. That Report ADMIN. 37-99 be received; 2. That Council approve the purchase of an Electric Message Board sign from Provincial Signs; and 3. That the amount of$4,980.18 plus taxes be drawn from Account#7007-X-0298. I. INTRODUCTION 1.1 In March 1999, Council and senior municipal staff held a"think tank" session. At this session"Communication"was identified as a top priority. A number of initiatives to improve communications with the residents of Clarington have been investigated. One initiative is the use of electronic message board signs to relay information of community-wide interest to the residents of Clarington who visit the Municipal Administrative Centre (MAC). An electronic message board sign is a sign that displays computer-generated messages for brief periods of time. 1.2 For a trial period during the month of July, an electronic message board sign was installed in the foyer of the Municipal Administrative Centre. The sign was well received by municipal employees and the public alike. 1201 2. SIGN SPECIFICS 2.1 The"Alpha Director—Brochure Rack and Stand" is a stand-alone model that is mobile and can be placed in various strategic places subject to the availability of appropriate network and electrical connections(Attachment 41). The sign stands five feet high and has a width of 27 inches. The electronic display area is 22.5 inches high and 27 inches wide. The Brochure Rack and Stand can be dismantled if desired and the electronic display can be mounted to a wall. This model is effective in providing an alternative method of communicating information to residents of the Municipality. 2.2 The character size, character colour(green, red and yellow) and character display can be specifically inputted into the computer program to provide variety in the appearance of messages. The sign has eight lines available for providing messages. The thickness and size of the characters can be easily varied. Options such as scrolling messages, flashing messages,or fixed messages are standards with this sign. Graphics can also be displayed. 2.3 Composing and configuring of messages can be done through the Municipality's existing computer network. A wireless remote is also provided, which will enable messages to be inputted if a network shutdown occurs. 2.4 During the trial period in July, staff was impressed with the ease of operation of the sign and felt that it could be used in all municipal facilities as the need arises. 3. OPERATIONAL POLICY 3.1 Responsibility The sign will be assigned under the responsibility of the Manager of Marketing, Tourism and Communications. The Manager will have full discretion with respect to the wording and appearance of messages and in the determination of whether a message can be displayed on the sign. 3.2 Content of Messages 3.2.1 Messages shall relay information that is of community-wide interest to the residents of Clarington. Information regarding municipal projects, programs, activities,public meetings and promotional programs can be displayed on the sign. All messages shall be in compliance with municipal standards and goals. Notice of community organization events may be placed on the sign. Messages shall not relay or represent any political or religious views whatsoever. 3.2.2 Due to size limitations, messages shall be limited to fifty characters or five lines. Message style, size, colour and font may vary,however the creative design of a 1202 message is limited by space and will be at the discretion of the staff person who maintains the sign. 3.2.3 Messages will be permitted to be displayed for ten working days prior to the date of the event. General information messages may be used as perpetual messages, but may be limited by available space. 3.3 Sign location 3.3.1 The sign would be located within the Municipal Administration Centre. Although the sign would predominantly stay within the foyer, it could be moved to the Council Chambers or other municipal facilities to be used at special events hosted by the Municipality. It is not the intention at this time that the sign be loaned to any community groups. 4. COST 4.1 The cost of one sign is $4,980.18. Included in the purchase price is delivery and installation of the sign, remote control and 1-year warranty on parts and labour. 4.2 In accordance with the Purchasing Department,the selection process is in conformity with the purchasing by-law. 5. CONCLUSION 5.1 The Electronic Message Board sign is an effective means of increasing the level of communication between the municipality and residents and should provide many years of valuable usage. 5.2 The Chief Administrative Officer wishes to express his appreciation of the work of the Communication sub-committee members, Heather Brooks, Jennifer Cooke, Jim Anderson and Mark Berney, who made the necessary investigation leading to the recommendations contained herein. Respectfully submitted, Franklin Wu, Chief Administrative Officer FW:nof Attachment#1 —Electronic Display Sign Attachment#2—Electronic Message Board Guidelines and Procedures 1203 ATTACHMENT #1 TO REPORT ADMIN. 37-99 j R. :P 1 ..xc •tt:. j§ [NEW 6 I V riff i' DIRE CT fl 1 i (use: 222"x 27"01 mouai) 21"x 61"{vrl brochure rack&stand) Night 31.1 lbs.(wall mount) 58.7 Its.(w/brochure rock&standl z chars; 128 1.4"-8 Imes x 16(bars, " [ncasod in WOW solid oo , the A HA Director is q ' y designed for visibility indoof use in offices,lobbies, u ' conference rooms,boordiooms,showrooms,or oily area that requires o sophisticated messoge tenter. Displays No is 3 vivid colors,perfect for these applications. f Bank ar hotel lobby-point of purchase info �►Event and conference room scheduling Motel and conference room directory Activities/events board•front ofte greetings *Personnel in/oat-e1100yee announcefnents Motivational and recorrtlti0nnhniossages Fireless Remote Control-iR keyboard or louder ?(control with Alphafiff Plus"}for Windows"' 1204 ATTACHMENT #2 TO REPORT ADMIN. 37-99 ELECTRONIC MESSAGE BOARD GUIDELINES AND PROCEDURES Purpose The purpose of this sign will be to facilitate the communication of municipal information on a short term basis. This will be a supplemental means of communication and will in no way substitute any procedural notice requirements. Municipal agencies such as libraries and museums which receive core funding from the Municipality will be allowed to place notices on the signs at the discretion of the Manager of Marketing, Tourism and Communications. Community organizations will not be allowed to borrow the sign to be used outside a Municipal Building. However, notice of community organization events may be placed on the sign at the discretion of the Manager of Marketing, Tourism and Communiciations. Operational Policy Content of Messages Messages placed on the board shall provide information and promote the interests of the municipality such as, and including municipal projects, municipal programs, municipal activities, public meetings, promotional programs etc. The content of messages shall relay information which is of community wide interest to residents of Clarington and shall be in compliance with all municipal standards and goals. Messages shall not relay or represent any political or religious views whatsoever. Message Particulars No message shall be larger than one screen size, to a maximum of 50 characters or 5 lines. It is suggested that pertinent information such as dates, times, places, and contact person and phone number be provided. Suggestions for the style, size, colour and font in which the message is displayed will be accepted. However, the creative design of a message is limited by space and will be at the discretion of the Manager. 1 1205 Display Time Limitations Due to availability of space, messages will be permitted to stay on for 10 working days prior to the date of the event. General information messages shall be only limited by available space and time and may be used as perpetual messages. Maintenance of Sign The Manager of Marketing, Tourism and Communications, or his/her designate will be responsible for the placing and removal of messages and for updating the sign. The Manager of Marketing, Tourism and Communications, will have full discretion with respect to the wording and appearance of messages. This person will also have full discretion with respect to determining whether a message shall be displayed on the sign or not. 2 1206