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Item 22 Staff Report Discuss Concept for "Town Hall in the Neighborhood" MeetingsMEETING DATE: 4/21/03 ITEM NO. 4,)_ COUNCIL AGENDA REPORT DATE: APRIL 21, 2003 TO: MAYOR AND TOWN COUNCIL FROM: DEBRA J. FIGONE, TOWN MANAGER SUBJECT: DISCUSS CONCEPT FOR "TOWN HALL IN THE NEIGHBORHOOD" MEETINGS RECOMMENDATION: Discussion and direction on the concept for "Town Hall in the Neighborhood" meetings. PURPOSE: The purpose of this report is to outline a suggested format and structure for "Town Hall in the Neighborhood" meetings. BACKGROUND: During the January 2003 Council Retreat, the Council expressed an interest in further enhancing community communication and outreach efforts. Council members stated that some neighborhoods and residents have said that they would like to feel more connected to Town Hall. To address these concerns, staff was directed to explore the concept of "Town Hall in the Neighborhood" meetings that would allow area residents an opportunity to discuss their community and neighborhood concerns and ask questions about Town services. DISCUSSION: The following section provides a brief overview of a proposed meeting concept, including meeting format and structure; meeting 1 ation and frequency; and outreach and communication methods. PREPARED BY: AMA strati Analyst N:\MGRUHaruyama\Staff Reports\' wn14aI1 in the Neighborhood.wpd Reviewed by: Qb. S Assistant Town Manager Town Attorney Clerk Finance Community Development Revised: 4/17/03 1:32 pm Reformatted: 5/30/01 PAGE 2 MAYOR AND TOWN COUNCIL SUBJECT: DISCUSS CONCEPT FOR "TOWN HALL IN THE NEIGHBORHOOD" MEETINGS April 21, 2003 Meeting Concept, Format, and Structure When considering Town Hall meetings, Council should reflect on the purpose of the meeting. A purpose would be to further enhance Council's communication with and outreach to various neighborhoods in the Town. Using the Town's existing business outreach model, staff recommends that the Town Hall neighborhood meetings be structured as a posted, special Council meeting. The meeting agenda would focus on the discussion of neighborhood and community concerns and questions and address current and future Town issues. There would also be an opportunity for participants to meet and interact with key Town staff. Meeting Location and Frequency As stated below, the Town Hall in the Neighborhood meeting could be modeled after the Town's existing business outreach communication efforts, which target 5 geographical sectors, including key commercial and retail areas in North and South Dowtown, Vasona /Pollard Road, Los Gatos Boulevard, and East Los Gatos. For the purposes of the neighborhood meetings, some suggested locations could include areas such as Blossom Hill, La Rinconada, Placer Oaks, Downtown core, or other locations determined by the Council. A tentative location recommendation could be to start in the Blossom Hill and/or La Rinconada area. Taking into consideration the number of existing Town Council meetings and other special meetings and assignments, the Town Council may wish to schedule two initial neighborhood meetings, possibly in June 2003 and September 2003. These meetings could be tentatively scheduled on June 30, 2003 and September 29, 2003 at 7:00 p.m. With respect to the physical location of the meetings, staff will identify facility alternatives that would work well for this type of meeting. Upon completion of the first two meetings, it is recommended that staff report back to Council to discuss and evaluate the effectiveness of the meetings, as well as the need for any structural or logistical changes. This would also be an opportunity for Council to determine the frequency and need for future neighborhood meetings. If directed by Council, additional meetings could be scheduled in December 2003 and March 2004. Outreach and Communication Methods To ensure a high level of participation, staff will employ a variety of communication and outreach methods using available resources. An emphasis would be placed on the geographic location of the meetings. Existing communication methods, including but not limited to the Town's web site, email, press releases, KCAT Community Bulletin Board, and Town newsletters will be used to announce the special Council neighborhood meetings, as well as methods that reach a particular geographic area such as fliers at local schools. Town Council Minutes April 21, 2003 Redevelopment Agency Los Gatos, California PROJECT 0107/TOWN PLAZA RECONSTRUCTION/RESOS 2003-51 & 2003 LORD (18.24) Ray Davis addressed the need for restroom facilities for the new Town Plaza. Motion by Mr. Pirzynski, seconded by Mr. Glickman, that Council/Agency adopt Resolution 2003- 51 & 2003-10RD entitled, RESOLUTION OF THE TOWN COUNCIL/REDEVELOPMENT AGENCY OF THE TOWN OF LOS GATOS ACCEPTING WORK OF ROBERT A. BOTHMAN, INC. FOR PROJECT 0107 - TOWN PLAZA RECONSTRUCTION AND AUTHORIZING THE TOWN MANAGER/EXECUTIVE DIRECTOR TO EXECUTE CERTIFICATE OF ACCEPTANCE AND NOTICE OF COMPLETION FOR RECORDING BY THE TOWN CLERK/SECRETARY OF THE REDEVELOPMENT AGENCY. Carried unanimously. ECONOMIC VITALITY ROUNDTABLE/FORMATION/DISCUSSION (21.28) Marty Woodworth presented an overview of the formation of this Roundtable. Margaret Smith, representing the Chamber, spoke enthusiastically of the concept and offered support in helping with its formation. Council Consensus: * To remove a portion of the suggested mission statement so that it would now read, "To advise the Town Council on economic vitality policies and programs needed to support and enhance the business community's contribution to the quality of life in Los Gatos." * Updates to Council on implementation and progress as the Roundtable gathers the ideas of the business community to assist and support Town services that make Los Gatos special and unique. * The composition of the Roundtable should consist of a core of interested businesses that would meet monthly. Council Members will not be on the Roundtable. * The Town Manager will recommend applicants to Council for appointment * The goal should then be to expand the outreach to the business community and include as many segments as possible. * A facilitator will be employed to assist the group at least for the initial meeting. * Measures for success shall be developed as the program develops. TOWN HALL MEETINGS IN NEIGHBORHOODS (22.28) Debra Figone, Town Manager, gave an overview of the concept for Town Hall meetings to be held in various neighborhoods of our community. She noted that residents would be able to speak on the specific issues affecting their areas and would also be given the opportunity to meet and speak with Council Members and Town staff in a less formal setting. Two dates were suggested to initiate this program, June 30, 2003 and September 29, 2003. Ray Davis suggested that these meetings be broadcast on TV. He also asked that a larger bulletin board be made available for the public notices at Town Hall. Council Consensus to proceed with this concept and begin with the Bel Gatos and La Rinconada neighborhoods which are the furthest to the east and west of the Civic Center. That method for notice and survey of the neighborhood be developed in order to develop a meaningful agenda. That pub] is input will be accepted, and information on Town services delivered but no action will be taken. N'AClk\Marian's Files\Draft Minutes\MM042103 6