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19 Staff Report - Use Flag Poles at Town PlazaMEETING DATE: 4/7/03 ITEM NO. COUNCIL AGENDA REPORT DATE: MARCH 26, 2003 TO: MAYOR AND TOWN COUNCIL FROM: DEBRA J. FIGONE, TOWN MANAGER SUBJECT: ACCEPT RECOMMENDATION TO KEEP AND USE FLAG POLES AT THE TOWN PLAZA RECOMMENDATION: Accept recommendation to keep and use flag poles at the Town Plaza. BACKGROUND: As a part of the Town Plaza Renovation Project, three flag poles were installed in the sidewalk at the north side of the Plaza on Main Street. The purpose of the poles was to provide a way to celebrate special events, such as honoring visiting dignitaries and celebrating special holidays. The poles were planned to be removed when not in use and reinstalled for various special functions. DISCUSSION: The poles have remained at the Town Plaza since the Town Plaza Grand Opening Celebration on September 22, 2002. We have not flown flags since the opening. There are two options available to Council regarding these poles. Council will need to decide how the poles are to be used: only for special occasions every few years, or for occasions several times every year. Under the first option, staff would remove the poles and store them at the Town Service Center at 41 Miles Avenue. With the second option, the poles would be kept in place and the American and Town flags could be flown daily. The best manner to store the poles at the Town Service Center is to store them vertically by drilling holes in the ground to support their bases. This can be done at a minimal cost. Moving the poles to and from the Town Plaza will consume a few hours and two vehicles (due to the length of the poles - 35 feet). PREPARED BY: HN E. CURTIS P 'rector of Parks and Public Works C 6(440 Reviewed by: Assistant Town Manager at/Attorney Clerk -C-Finance Community Development Revised: 3/26/03 8:31 am Reformatted: 5/30/02 N:\B&E\COUNCIL REPORTS\flag.pole.town.plaza.wpd PAGE 2 MAYOR AND TOWN COUNCIL SUBJECT: ACCEPT RECOMMENDATION FOR THE USE OF FLAG POLES AT THE TOWN PLAZA MARCH 26, 2003 The cost of each move to and from the Town Plaza is estimated to be about $750 in in-house labor and equipment. If this were done four times annually, the annual cost would be $3,000. There would be wear and tear on the poles themselves under this option. This option is recommended only if the foreseeable use of the poles is less than one time each year. The second option, to keep the poles in place, involves some additional one time costs. The poles would need to be lighted. Lights systems exist in the area and can be used to add units to light flags at night. The total cost is estimated at $500. Electrical costs are minimal, approximately $1.00 per month. Very little wear and tear will occur to the poles under this option. If flags are flown continuously at the Plaza, they will include the American flag at the center and the Town and Tree City or State flag at the sides. The American flag will be flown higher than the other two, and this can be accomplished by flying the side flags about twelve (12) inches lower on the poles, or shortening the side poles by twelve inches. Whether flags are posted permanently or only for special occasions, flag etiquette must be observed. Staff has learned of the procedures for lighting at night and the need for varying heights for flags in relation to the American flag. Staff can accommodate these requirements for either option. CONCLUSION: Staff recommends retaining the flag poles permanently at the Town Plaza. Flags may or may not need to be flown permanently and staff can respond to either direction of Council. Advantages of retaining the flag poles in place are threefold: lower cost, less wear and tear, and less space consumed for storage at the Town Service Center. Staff will respond to whatever policy direction is given by Council and understands that the policy, from time to time, is subject to change. ENVIRONMENTAL ASSESSMENT: This is not a project defined under CEQA, and no further action is required. FISCAL IMPACT: Costs associated with the implementation of either option will be borne by various relevant maintenance accounts. Either option involves approximately equal costs. Attachment: Recommendation of Parks Commission to Permanently Retain the flag poles at the Town Plaza MEMORANDUM PARKS COMMISSION To: Town Council From: Parks Commission Subject: Recommendation to Permanently Retain the flag poles at the Town Plaza Date: April 3, 2003 At the April 1, 2003 Parks Commission meeting, Commission members unanimously voted to recommend to Town Council to permanently retain the three flag poles at the Town Plaza and to fly the American, Town and State flags with the American flag in the center. The flags would need to be illuminated at night with the American flag flying slightly higher keeping proper flag etiquette. PC: tl n:\ppw\tara\agenda_minparks\Item of Iterest.Flags.wpd i Town Council Minutes April 7, 2003 Redevelopment Agency Los Gatos, California COMMUNITY DEVELOPMENT BLOCK GRANTS CONTINUED Motion by Mr. Pirzynski, seconded by Mrs. Decker, to continue this meeting past midnight. Carried unanimously. Speakers continued: Deborah Kranefuss, representing Live Oak Senior Nutrition & Service Center, thanked Council for its continued support over the years. Colleen Hudgen, spoke of the day care program offered for seniors at the Live Oak Adult Day Services. She spoke of the socialization programs and continental breakfasts that are served. A: Motion by Mrs. Decker, seconded by Mr. Pirzynski, that Council refer allocation of the FY 2003-2004 General Fund Grants to the FY 2003-2004 Operating Budget at the 100% level. Carried by a vote of 4 ayes. Mr. Glickman voted no, stating that his preference was for arts, education, and housing to receive 100% level and the community services portion to receive appropriations at the 95% level. B: Motion by Mrs. Decker, seconded by Mr. Pirzynski, that Council adopt Resolution 2003-34 entitled, RESOLUTION OF THE TOWN OF LOS GATOS ALLOCATING COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) FUNDS TO THE TOWN OF LOS GATOS FOR FISCAL YEAR 2003-2004. Carried unanimously. C: Motion by Mrs. Decker, seconded by Mr. Pirzynski, that Council adopt Resolution 2003-35 entitled, RESOLUTION OF THE TOWN OF LOS GATOS AUTHORIZING THE TRANSFER OF COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) FUNDS FOR FISCAL YEAR 2003-2004. Carried unanimously. FLAG POLES AT TOWN PLAZA (19.31) Motion by Mr. Wasserman, seconded by Mr. Pirzynski, that Council accept recommendation to keep and use flag poles at the Town Plaza as they are now with three American Flags illuminated until a determination is made in the future to make any changes. Carried unanimously. MARKETING AND COMMUNICATION EFFORTS (20.28) Pamela Jacobs, Assistant Town Manager, spoke of implementation of activities to assist in improving communication with the community. This project is in response to Council's discussion at the retreat in January. Staff will be working with a "What's New" page on the Town's web site to keep the community abreast of items of interest and informing those interested in receiving regular updates of the "What's New" page. Council Member McNutt asked how the program would operate and how it would be made available for the public to be able to access Council more easily. Council Member Pirzynski asked for some methodology on how to promote this concept in the best way to be available to our public. Council Member Glickman suggested linking our site with other government agencies. Council Consensus to move forward on these public notification measures. N:\Clk\Marian's Files\Draft Minutes\MM040703 9