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Item 24b Staff Report Consider Recommendations on Community Outreach EffortsDATE: TO: FROM: SUBJECT: r MEETING DATE: 11/5/01 ITEM NO. 3 Li b COUNCIL AGENDA REPORT NOVEMBER 1, 2001 MAYOR AND TOWN COUNCIL CONSIDER RECOMMENDATIONS ON COMMUNITY OUTREACH EFFORTS RECOMMENDATION: It is recommended that the Town Council authorize the Town Manager to: 1) Distribute the attached letter to the community in the next edition of the Cat's Meow newsletter. 2) Approve changes to expenditure line items within the Town's contract with the Chamber of Commerce to maximize Town marketing dollars. DISCUSSION: Letter to the Community from Mayor and Town Council Given these unstable times, it seems appropriate for the Town to reach out to its residents and businesses to foster a sense of community and to take action to promote the "health and well-being" of the Town. It is in that spirit that the attached letter is provided for your consideration. If approved, it would be included as a "loose leaf' insert, not an "article", in the next Cat's Meow newsletter, which is anticipated for distribution by the week of November 12, 2001. The letter will be from the Mayor and Town Council without specifying your names. FPPC restrictions limit the mailing of materials at government expense which include the names or images of elected officials to 200 pieces per month. Over 14,000 Cat's Meow newsletters are mailed each issue. PREPARED BY: DEBRA J. FIGONE Town Manager Reviewed by: • r Attorney Clerk Finance Community Development Revised: 11/2/01 10:42 am PAGE 2 MAYOR AND TOWN COUNCIL SUBJECT: CONSIDER RECOMMENDATIONS ON COMMUNITY OUTREACH EFFORTS Changes to Town Contract with the Chamber of Commerce The Town's contract with the Chamber of Commerce provides for a variety of services, including the preparation of materials that market the Town, such as brochures and maps. It is recommended that the Town Manager have the authority to approve requests from the Chamber to expend marketing dollars on the most effective means for promoting the Town of Los Gatos for the benefit of the community and all of its businesses. For example, using some of the funds for marketing Los Gatos as a wonderful place to shop or visit during the holiday season may be a more effective use of funds than replenishing brochures or developing new brochures this year. These new marketing efforts could be in the print or radio media. The current allocation within the contract for Town maps and brochures totals $21,700. Some of this allocation or other line items could be shifted as deemed appropriate for this purpose. FISCAL IMPACT: The letter to the Community can be produced and distributed within the existing budget for public information. Any changes to the Chamber contract will have no fiscal impact, as the total contract amount will not change. Attachments: Draft letter to residents Distribution: Shelly Huff, Interim Director, Los Gatos Chamber of Commerce DRAFT Dear Neighbors: The holiday season is one of the best times of the year to appreciate the beauty and charm of Los Gatos. Our annual community traditions — the brightly -lit trees in Plaza Park, the ever -popular Children's Holiday Parade, and the horse-drawn carriage rides through downtown — add to our feelings of hometown pride. One of the many benefits of living in a small town is knowing and supporting one another. It is nice when the server knows our favorite coffee order every morning, when the grocery clerk greets us by name, when the merchant down the street takes care of a special request, when the waiter at our favorite restaurant says how nice it is to see us again. We are fortunate in Los Gatos to have such a wonderful variety of stores and restaurants in our historic downtown district, along Los Gatos Boulevard, and in neighborhood shopping centers. These businesses exist to serve our needs for goods and services, and they add so much to the unique character of our town. This holiday season, during this period of economic uncertainty, let's make a special effort to acknowledge the contribution made by our local businesses to the quality of life we enjoy in Los Gatos. Spend your shopping, dining, and entertaining dollars here in your own hometown. Invite your family and friends to join you in Los Gatos for a special holiday celebration. Supporting local business is good for Los Gatos and good for America. We wish you and your family a joyous holiday season and thank you for helping to make Los Gatos the wonderful community that it is. Cordially, The Mayor and Town Council Town of Los Gatos Town Council Minutes November 5, 2001 Redevelopment Agency Los Gatos, California MANAGER MATTERS (24.28) COUNCIL ADVISORY BODIES (24A.28) Mrs. Figone, Town Manager, spoke of issues from the Council retreat and study sessions last spring that would contribute to the improvement and effectiveness of Council's Boards and Commissions. Communication and coordination will be worked on between the Arts Commission and Parks Commission Chairs who will coordinate their efforts with the Chamber on beautification projects.Trails will include all trail matters regardless of whether they are designed for pedestrians, cyclists or other forms of movement. Traffic elements will fold together including parking, traffic and transportation needs. These actions will ensure that the Town's advisory bodies are meeting Council's needs for citizen review and input; will reduce Town Commission and Committee duplication of efforts; \Olt improve communication and coordination concerning projects and issues that involve multiple advisory bodies; and will assure effective use of Town staff resources. COMMUNITY OUTREACH EFFORTS (24B. qg Motion by Mr. Blanton, seconded by Mr. Glickman, to distribute a letter from the Mayor and Council to the Community supporting the many Town activities taking place in Los Gatos during the holiday season, and to distribute this missive through the next edition of the Cat's Meow; and to approve changes to expenditure line items within the Town's contract with the Chamber of Commerce to maximize Town marketing dollars. Carried unanimously. ADJOURNMENT Motion by Mr. Pirzynski, seconded by Mr. Blanton, to adjourn this evening's meeting at 10:49 p.m. Carried unanimously. ATTEST: Marian V. Cosgrove Town Clerk TC:D 13:MM 110501 8