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Board approves $45,000 not‑to‑exceed video production agreement to boost district storytelling
Summary
The board approved a not‑to‑exceed $45,000 contract for eight videos — seven school spotlights and a district story — and staff said the vendor will provide short social snippets and may pursue drone footage; trustees discussed cost, sustainability and options to build internal capacity for communications.
The Lenox School District Board on June 10 approved a not‑to‑exceed $45,000 services agreement for a vendor to produce eight videos to support district communications and grant work.
According to staff, the contract will fund seven school spotlight videos, one district story video and a set of short social‑media snippets derived from the longer footage. Staff said the vendor also proposed limited drone footage pending airspace and aviation approval. The contract was described in the agenda as an estimate and a not‑to‑exceed figure to allow for editing and staging costs over the summer.
During discussion trustees asked about cost comparisons with other districts and the option of using lower‑cost AI or in‑house production for ongoing communications needs. Staff said the vendor has experience with nearby districts and that the one‑time production will create reusable assets; several trustees said the district should consider a sustainable model for ongoing public relations rather than one‑time purchases. Suggestions included using an extra‑assignment stipend for a staff member at a school site or coordinating social media work across sites rather than hiring a full‑time PR position.
The board voted to approve the contract; staff said they will return with a production schedule, scope details and the final deliverables. Staff also noted they asked the vendor to aim for a sub‑$40,000 outcome if possible but included a buffer in the contract to accommodate additional editing and staging costs.
Trustees asked staff to document the campaign’s metrics and to report back on options for internal capacity building (stipends, extra assignments or shared duties between instructional and technology staff) so the board can evaluate whether future communications work should be outsourced or absorbed into district staffing.
