Agenda item

Report of the Director of Open Spaces.

The Open Spaces Department Business Manager introduced a report of the Director of Open Spaces on the Open Spaces Annual Report. She noted that currently the annual report cost £8,000 to produce each year and yet, generally, 300 copies of the 500 printed overall were not used. Therefore three options were proposed within the report, with the recommendation being that option B be adopted - an A5-sized 12 page document be produced capable of containing a single side insert detailing annual performance highlights. This would produce a saving of £16,000 over three years.

            The Chairman welcomed the report, recognising the scope that existed for achieving a saving whilst making the production and distribution of the report more efficient, particularly given the important role of digital media.

            A member commented that a hardcopy annual report had its uses, given it served as useful promotional material that could be handed out at events. He therefore endorsed option B. Another member concurred, but suggested that whilst size of the overall publication be reduced, the same proportion and quality of visual images be retained. A further member welcomed option B, and suggested that whilst it was useful to have portrait photographs of the Director of Open Spaces and her Superintendents within the report, arguably portrait photographs of Chairmen were not required given the shelf-life of the document and the fact Chairman were replaced according to three year cycles.

            The Chairman agreed with the members’ comments, noting that option B represented the best of both worlds in securing circulation and savings. A member added that officers could put some more creative thought into ensuring the report was circulated as widely as possible.

RESOLVED –

·         That the current Annual Report production process be replaced by ‘Option B’ - an introductory document with a shelf life of three years, of A5 size and 12 pages. The new introductory document would be supplemented by a single page insert, to be produced annually, detailing annual performance highlights and financial data.