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Home My WebLink AboutCAG1998-0018 - Other - AFSCME 1998-2000 Labor Agreement - 07/15/1999 - Letter of Understanding - Multimedia Service Plan ecords M _____ emery KENT __-= Document WASHINGTON CONTRACT COVER SHEET This is to be completed by the Contract Manager prior to submission to City Clerks Office. All portions are to be completed. If you have questions, please contact City Clerk's Office. Vendor Name: AFSCME Vendor Number: JD Edwards Number Contract Number: This Is assigned by City Clerk's Office Project Name: Letter of Understanding - Multimedia Service Plan Description: ❑ Interlocal Agreement ❑ Change Order ❑ Amendment ® Contract ❑ Other: Contract Effective Date: 7/15/1999 Termination Date: Contract Renewal Notice (Days): Number of days required notice for termination or renewal or amendment Contract Manager: S. Viseth Department: ES Detail: (i.e. address, location, parcel number, tax id, etc.): S.Pub]is\RecordsManagement\Forms\ContractCover\adcc7832 1 11/08 CITY OF�]JcSV,�S -/ Jim White, Mayor fN V ICTA May 13, 1999 Tammy McQueeney, President AFSCME Local 2617 C/o City of Kent 220 4th Ave South Kent, WA 98032 RE Class Action Grievance—Multi-Media Division — Step 3 Dear Tammy: This letter follows our meeting of March 30, 1999 regarding the Step 3 grievance filed on behalf of AFSCME employees in the Multi-Media Division During the meeting, the City presented a grievance resolution proposal to the Union I have since spoken with Rob Sprague We have come to an agreement on the information contained in the attached Multimedia Services Plan • Attached is the revised "Multimedia Services Plan" document for your information This document will serve as resolution to the Union's class action grievance on this matter Please sign below to indicate your concurrence with this resolution and return this letter to the Employee Services Department, attention Anh Hoang, for appropriate dissemination of this agreement Please feel free to contact me directly at (253) 856-5276 if you have any questions relating to this matter Sincerely, +ue 2Vise_th� Employee Services Director AFSCME Local 2617. mmy M� ueeney D Rob Spragub Dat b resident Staff Representative Cc Brent McFall, Director of Operations Marty Mulholland, Information Services Director Dea Drake, Multi-Media Manager 2204th AVENUE SOUTH I KENT.WASHINGTON 98032-5895 Multimedia Semces Plan 04/23/99 Multimedia Services Plan Purpose and benefits: Promote a consistent, professional City Image to the citizens. • Make effective use of staffing and multimedia resources Citywide. • Maintain continuity and avoid duplication of information, forms, etc. • Clarify and promote the Multimedia division's services. The Multimedia division shall provide all multimedia products and services for: • external audiences, in a cooperative relationship with the originating department(s); with the department having the final approval authority; so long as the product meets established graphics standards. • internal audiences in the areas of printed forms production and maintenance and for projects which are graphically complex, such as the employee newsletter, in a cooperative relationship with the originating department(s) with the department having the final approval authority; so long as the product meets established graphics standards. • External work is defined as work produced for the public/citizens/extemal agencies or work that the public would see and fill out or receive 0 1 Mulaedia Semces Plan 0 t/23/99 m Examples of Multimedia Work • External newsletters Promotional pieces for external classes, programs, or services, Informational pieces about classes, programs, or services, • External posters • City Letterhead, envelopes, memos, thank-you notes, etc. External invitations, tickets, coupons • Covers for reports and documents sold to or presented to the public which reflect the image of the City (Constructions Standards, Planning Reports, Financial Reports, ) City of Kent utility inserts Mastheads and logos, program identities Materials requiring high-end, color press or copier work which have screens, photos or graphics which cannot otherwise be reproduced with a high quality on department copiers Materials which require printing to a press rather than a copier, (due to technical requirements or quantities) Materials which are complex in nature that require special layout and complex copying and finishing, and which must be set up to work with the equipment in order to be produced in a timely and cost-effective manner and/or which the department does not have the expertise to accomplish. • Employee Newsletter (City Central) • Centralized printed forms production and maintenance of internal and external forms which are for use by the public or kept as official documents of the City. • Templates designed, developed and implemented for internal and external products where the department • does the text inputting, or where off hours work is required on a rush basis and can be standardized to a design template. 1" right to provide consultation and/or production services for all work listed above regardless of funding source. 1 s` right to provide consultation and services for any of the above projects which may be required on a rush basis. This is intended for departments who have occasional, emergency, rush projects where the project was unforeseen or unanticipated. The department shall be allowed to produce simple flyers/projects under these conditions if the graphics department is unable to provide the services, after having been consulted Concepts and Consultation for any of the above work • Use of specialized equipment exclusive to and/or residing in the Multimedia Department (i.e. video cart, digital equipment, portable video equipment). • City Copying and printing work not done on the department's own copier or laser printer. • City work done on a printing press • Video materials produced by or for the City and intended for Cable TV broadcast • Character generation for Cable TV • 2 Multimedia Services Plan 04/23/99 Multimedia services are available for: • All internal and external work and are not limited to forms or graphically complex projects. These services include: Copying - black and white or color copying not done on internal department copiers or laser printers. Printinq - work done on a printing press. Character Generation — produced for broadcast on Cable TV. Video - productions by or about the City of Kent for broadcast on Cable TV or for in-house training. Graphics — design, consultation and production. Outsourcing - consultation or management of services not provided in-house. a Templates —for work done by the departments that requires City standards for external . audiences. I I \ 3 Multimedia Services Plan 04/23/99 Examples of Department Work • Materials which, due to the specialized nature or requirements, have been jointly determined that Multimedia does not have trained staff, equipment or time to produce • Text for projects where the text is a significant amount and/or where a template or concept has been designed and approved through the Multimedia Division and text is routinely inserted by the department staff • Studies, reports and materials produced by professional companies which are included as part of the service and/or where consultation was done with the Multimedia group and determined to be appropriate to outsource. Examples could include engineering documents, RFP's, etc • Items purchased and preprinted as supplies by vendors specializing in the product, or are copyrighted by the suppliers. • Covers of bid documents, contracts, preliminary documents, work of a similar nature which are of a routine, technical nature and do not require graphic enhancement. • Internal program documents • Promotional or informational pieces for internal classes, programs or services. • Internal department forms such as routing slips, time tracking sheets, project sheets • Content • Word processing • Spreadsheets • Letters • Report text formatting • Exhibits in reports (Pie charts, graphs) ) . Duplicate typing of materials already typed • PowerPoint presentations (backgrounds may be developed) • Engineering/planning maps, architectural drawings, Arch Info projects, etc. • Videos for internal usage not intended to be broadcast. • Videos produced outside the City; such as professional agencies, private companies, charitable organizations, schools and other government agencies, which are appropriate topics for broadcast on Cable TV, but not specifically about the City of Kent. • 4 Multimedia Services Plan 04/23 99 • Process Used Multiple brainstorming and informational sessions with multimedia staff, before, during and after other group meetings. Three meetings with Multimedia Focus Groups with all departments represented. Four meetings with Multimedia Management Policy Group I Multim 2.doc • 5