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Board directs staff to get banner templates and standard vendor proposals for city program
Summary
Board voted to direct staff to ask vendors for simple, reproducible 4x4 and 4x6 banner templates that follow Brainerd's design standards; staff will return with standardized proposals and vendor-supplied PDFs to support a city banner program.
Brainerd Parks and Recreation staff presented vendor quotes for a proposed city banner program and the board voted to direct staff to ask interested vendors to produce simple reproducible PDF templates for 4-by-4 and 4-by-6 banners that follow the city's color and typography standards.
Why it matters: The board is creating a standard process for memorial and sponsored banners across park amenities and wants an apples-to-apples comparison of unit material costs and reproducible design templates so private sponsors and the city can consistently produce and display banners.
What staff presented: Kayla (parks staff) said staff solicited quotes from six local printing companies for outdoor banners and recommended materials in the 13- to 18-ounce range. She said one vendor, Illusion Graphics, offered to match other companies and included setup fees in the unit price. Staff also described a draft banner template that follows existing park design standards and said the program would mirror the city's memorial bench and tree-memorial processes.
Board discussion: Board members debated whether the city should pay for vendor design work or require applicants to supply print-ready files. Several board members, including Andrew (board member) and Kara (board member), argued for a simple, reproducible template and suggested vendors provide a PDF mock-up using the vendor's logo and the city's standards rather than printing a physical sample. Nick (board member) and others recommended reissuing a more explicit request for proposals so vendors submit consistent, comparable bids rather than offering to "match" competitor prices.
Vote and direction: The board approved a motion directing staff to contact the vendors and request simple PDF banner templates (4x4 and 4x6) that apply the city's color and typography standards and show how a sponsor's logo would be reproduced. The board also asked staff to confirm compliance with procurement and finance rules before finalizing any multi-year vendor commitments.
Next steps: Staff will request reproducible PDF mock-ups and clarified unit-cost bids (material cost separate from optional design fees), check procurement compliance with the finance department and return to the board with a recommended vendor approach and pricing for implementation.
