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Council trims newsletter cost, agrees to include Business Reply Card to boost feedback on fire facilities project
Summary
Council reviewed a draft Fire Facilities Improvement Project newsletter and agreed to include a Business Reply Card (printing but not prepaid postage) to encourage resident responses; cost tradeoffs and alternatives (postcard, QR code, extra copies at town facilities) were discussed.
Council reviewed the timeline and budget for a community newsletter tied to the AVFD Fire Facilities Improvement Project and debated whether to include a Business Reply Card (BRC) with prepaid postage to increase survey response rates.
The Assistant Town Manager explained printing and postage tradeoffs, noting a returned BRC with prepaid postage would cost approximately $2.01 per returned card and that return postage represents the largest marginal cost. Council members discussed alternatives — a regular postcard, additional copies at library and senior center, phone-response options, or running a separate stock of BRCs for residents who request them — and reached consensus to include printed BRCs in the mailing but not to prepay return postage to contain costs. Mr. Weber argued for robust outreach given the project's multi-million-dollar scale, calling a high response rate important to inform future design decisions.
Staff will finalize the newsletter layout and printing schedule (delivery to residents anticipated the week of September 7) and return with final cost figures and implementation details.
