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01-12-1973 - Regular Meeting - Minutes• WEST COVINA CITY COUNCIL REPRESENTATIVES JOINT MEETING WITH WEST COVINA BEAUTIFUL, INC., - GOLDEN JUBILEE COMMITTEE JANUARY 12, 1973. Mayor Young, as Council liaison conducted the joint meeting. Also present were Councilmen Lloyd and Chappell; Robert Duda, President of West Covina Beautiful, Inc., and several members; Dick Oldenberg, President of the Chamber of Commerce and George Strachan, Manager; City Staff members: Lela Preston, City Clerk; Gary Duvall, Administrative Assistant; Norm Stevens, Director of Recreation and Parks Department; and Jeff Schenkel, Staff Reporter of the S.G.V.D. Tribune; Jim Samuelson, Editor of the Sentinel Mayor Young called the meeting to order at 11:02 A.M., in the West Covina Council Chambers and stated the object of this session is to bring the personnel of the coordinating group of the Golden Jubilee Committee into contact with the City personnel including City Council. Mayor Young: At the City Council meeting Monday night, Mr. Duda was here and members of his Committee and unfortunately sometime after Mr. Duda left, I had promised we would get him out early and we did exactly that, then during the course of the evening some problem areas were brought before the Council by staff and this resulted in some further discussion by Council. I am very sorry that discussion did not take place while you were here - Mr. Duda - and I think • that type of procedure will not be repeated in the future, at least I hope not. None the less the article in the Tribune, Tuesday night, as I read the situation has had an enormo.usscathartic effect on all of us and we are here to try and work together with appropriate: - communication. That is the essential point, so thank you Jeff and the Tribune for being a very good catalyst for us on that point. The first Item I think we should discuss is the budget and proposed expenditures for the program - Mr. Duda. Mr. Robert Duda Mr. Mayor, may I make;a statement in regards President to the budget - it is a tentative schedule W.C. Beautiful, Inc. at this time and an estimated budget. I would hope that the schedule would be firmed up at this time. To the best of our ability these are the costs that we estimate as well as the income that we estimate. On the last page, page 12, you will note that donations are not a part of the estimated income or the estimated costs. It is a_total budget of $18,497. with an estimated income of $21,025. This does not include the sale of any tickets to be exchanged for any refreshments that may be held at some of the adult functions. We feel that this can increase the size of our income immensely providing we are able to have it in an area where we receive the income from that particular concession rather than the people owning • the building receiving this income. Are there any questions you have on the budget? Mayor Young: I believe Councilman Lloyd had some questions, he stepped out for a moment - why don't you proceed Mr. Duda until Mr. Lloyd returns. Mr. Duda: I am quite satisfied with the way it is. There are some areas that the definite cost is not known because at this time we do not JOINT MEETING - GOLDEN JUBILEE Page Two COUNCIL & W.C. BEAUTIFUL, INC. 1/12/73 know the site for some of these events. Mayor Young: Where do we stand on the site for the Grand Ball - is that resolved yet? And some of the other indoor activities that you have • envisioned being in the Shopping Bag. Mr. Duda: I understood from Monday night's meeting that I would find out yesterday and I talked to Mr. Duvall yesterday and he indicated possibly he would have an answer for me today. Mr. Duvall: With regard to the Shopping Bag, we are still unresolved in that area. We are awaiting a response from The Fazio Corporation, their controller. The facility has changed hands recently and this is complicating our efforts to get a final answer. Mr. Duda: Maybe I can help on this. I know that the Fazio's purchased the Shopping Bags and it is my understanding they have assumed all the leases with the exception of the lease on this particular building. I may be wrong. Mayor Young: Do you have any realistic hard core projection as to when this might be resolved - Mr. Duvall? Mr. Duvall: No later than Monday of next week. Mayor Young: In the meanwhile, Mr. Duda, do you have some alternative plans in the event the Shopping Bag falls through and could you tell us of • those plans? Mr. Duda: Yes, we have talked with the American Legion. There are other halls available that we could use perhaps in the event the need be greater than the capacity of 400 - we can have a combined Ball such as they have combined celebrations at the end of some event or other. Combined between the American Legion Hall and the VFW Hall - it would make security problems a little difficult in the way of the youth events. Mayor Young: How many youth events are there scheduled that might be an issue - the Battle of the Bands? Mr. Duda: Yes and also the Teen Dance. I don't think it is really a problem just something that has to be worked out. We do have a cost projected in the budget of $550. for police protection. We don't have an estimated cost in there for police protection at the adult events. (Mayor Young explained that this is an open study session type of meeting and if anyone present had any questions or comments to just join in.) • Mayor Young: Do you have any thought of reducing the number of activities that are presently planned? Mr..Duda: Yes, there are a couple of events that could possibly be reduced; however most of them are covered. Since the article appeared in the Tribune we have received a lot of response from people calling in saying "let"s help". (Explained some of the response.) - 2 - JOINT MEETING - GOLDEN JUBILEE Page Three COUNCIL & W.C. BEAUTIFUL, INC. 1/12/73 Mayor Young: Do you think some of these items could be combined? For example, you have the musical presentation and the choral presentation:Efrom churches and the Barber Shop quartet listed here - also you have West Covina Symphony Orchestra - do you think that some combina- tion of these into a single activity might be feasible? I happen to be a member of our choir, the Presbyterian Church and we are curious to know what we are going to sing and when we are going to rehearse and who will be the Director? Mr. Duda: Margaret Miner will be the Director. I hope this will be satisfactory. I happen to know her, she used to be at our church and she does a fine job. She also in the past has directed one of these combined choir efforts. This is a possibility, Mayor, and these perhaps are some of the things we have to iron out. Mayor Young: Some concern expressed I think the other night after you left - is the vast proliferation of activities and that it might lend itself to a lot of failures, lower attendance, inadequate opportunity to promote each separate event, and that sort of thing. Mr. Duda: We thought of this. When I first came to the Council we wanted this to be a combined city effort and what we tried to do when each group volunteered their support we wanted to make it a combined effort so no one group would work towards making just their particular event a success. We feel making it a combined effort will make everyone work towards making the total picture a success. Mayor Young: When you consider that you have two or • possibly three key major events andthe other events are secondary. I will tell you the way I look at it, the way I viewed it, the key events would be our opening day with the parade and the other events of that day. And of course that is moving up very rapidly and the other major event is the Grand Ball and I rather view most of the other events as secondary to those two major events. Does anyone have any thoughts on that? Mr. Duda: have left out too Well getting back to citywide involvement, this would be my only answer, and this is something for everyone and I don't think we many people in this. Councilman Lloyd: The question is - you have several events and he is suggesting the possibility of two, the parade and the Grand Ball as major events of the Birthday Celebration, and'I think the answer to that would be "yes" because we are going to put more time and effort into those things then into the horseshoe pitching event or a ping pong tournament. What he is really saying to you - therefore in the scope of the money which you may or may not have - how much money do you have now? • Mr. Urruttia: W.C. Beautiful Councilman Lloyd: Mr. Urruttia: Aftexw--paying off some bills we have a balance of $ 387. 9.7. l` Let's face facts, we can't even put on the dance for that kind of dough. We have no liabilities and we have in essence 38 or 40 different Civic groups in the community working on this. We have no current liabilities and our ticket sales are starting to come in. Some- thing like 286 have come in since the tickets are out which is less 3 - JOINT MEETING - GOLDEN JUBILEE Page Four COUNCIL & W.C. BEAUTIFUL. INC. 1/12/73 than a week. We have out about 3500 tickets now for the drawing on the Datsun at $1.00 apiece. Councilman Lloyd: What does the car cost? • Mr. Duda: A total of $2500. for the car, the colored TV and the black and white TV. Councilman Lloyd: So if all goes well we have $1,000 left over. Mr. Urruttia: No, basically we anticipate a sale of 10,000 tickets. We have out right now selling 3,500 and we anticipate a sale of 10,000. We have printed 15,000 tickets. Councilman Lloyd: And I assume you have had a meeting with the Chamber of Commerce with regard to some background information and experience? Mr. Urruttia: Yes, a week ago Friday. Councilman Lloyd: With that meeting what is the expectation on the number of tickets that can be sold? Mr. Strachan, based on your background experience and you are probably the most knowledgeable man here - what do you anticipate will be sold? Mr. Strachan: I may be in a reserved frame of mind because of our recent experience. We realized less than $5,000. We sold to the general business community who bought the tickets and just gave them to their customers. • Councilman Lloyd: I am asking for an estimated figure of the income on ticket sales. Mr. Duda: May I give a little research on that? On page 12 there is an estimated figure of income of $ 7, 000 . Councilman Lloyd: Would you be willing to concede the additional $2,000 over what you did - Mr. Strachan? We have to find out what kind of dollars we can expect. You are a businessman and I am a business man and we have to know what the dollars are and where they are coming from to make it work and I don't know where the dollars are coming from at the present moment. Mr. Strachan: I would have definite reservations about raising that kind of money from that source - by the selling of tickets. Councilman Lloyd: What would you say would be in your opinion a reasonable amount? And I am not trying to pin you down, Mr. Strachan, but you have had the experience of putting these things on and these people have not. • I hope we raise $10,000 but all I want to know now is how much we have to throw into the pot to keep this thing rolling along. Mr. Strachan: In the two years we have had we raised less than $5,000 gross. Councilman Lloyd: Would you say that $3500. would be a reasonable ,figure? Mr. Strachan: Yes. - 4 - JOINT MEETING - GOLDEN JUBILEE COUNCIL & W.C. BEAUTIFUL, INC., Page Five 1/12/73 Mayor Young: We have one vast difference, we are talking in a sense about apples and oranges. It is a totally different type of technique being used by West Covina Beautiful. The Chamber of Commerce has not gone to the general public to sell chances or tickets and you are going to the general public, so instead of looking for $500. from a merchant,, you • are looking for a $1.00 from me and everyone else depending on how much or how many chances he wants to take. Not a large amount from any one person. I think it makes a very difficult comparison. Mr. Duda: May I comment on that? I talked to one of the churches..... Councilman Lloyd: By the way, did you have.your meeting last Wednesday night? Mr. Duda: No, we did not. Councilman Lloyd: You said you were going to have a meeting and Russ Nichols called me and was very perturbed because you did not and wanted me to bring it up. Mr. Duda: I apologized to him for it; however, during the day on Wednesday this meeting was set up for today which I thought would handle it. We had not been able to contact Mr. Nichols and we were either unable or there was a mistake on our part. If that is the only one we make..... We went to one of the churches that has a car drawing annually and we talked to their people who have a captivated audience. They send out so many tickets to their particular members of their congregation and you don't send back • the tickets you send back the money. So we had to attempt to find a captivated audience like this and our captivated audience is the Boy Scouts, Girl Scouts, Little Leagues - all the groups that are always interested in making money. We have got some of the tickets out to them and we are having a meeting Saturday morning with all the groups at which time we will get them all involved. It will be a fund raiser for them and for us as far as a captivated audience. Councilman Lloyd: How much money do you think we will make? Mr. Duda: As Mr. Urruttia said we have $300 to $400 now and most of the pressure will be towards the end of the period so we set it up on a ticket return within 10 days to 20 days they receive 30%, on 20 to 30 days they receive 10/. Councilman Lloyd: At that point I can foresee some irritations where someone claims they should have 30% instead of 20/ - do you have a methodology on this? Mr. Duda: We have a set up where they sign out the numbers of the tickets and the date they took • the tickets out and then the date the tickets come back in. My son and daughter sold 70 so far and they sold them up where we keep our horses and that is not in West Covina. Mayor Young: Based on your conversations with the parish priest and others, this is where you base your projections that you will raise $7,000 gross and $5,000 net? Mr. Duda: Yes. - 5 - JOINT MEETING - GOLDEN JUBILEE CITY.COUNCIL._& W.C. BEAUTIFUL, INC. Page Six 1/12/73 Councilman Lloyd: How much money do you need now? Mr. Urruttia: We don't have any liabilities now, we have no outstanding debts. • Councilman Lloyd: I understand and you may not have any liabilities but you are going to need money. You need no money at the present moment? Mr. Duda: Yes, we need $5,000. Mayor Young: Let me explain the source of the question Mr. Lloyd is asking and this came up after you left the other night - what we are worried about is that you will and must in the course of putting this together, incur some liabilities. There is a limited amount of money put aside in the City's budget for the Golden Jubilee and we are not in a position of picking up a tab of $10,000 or $12,000 or any amount beyond what is in the budget. You are the coordinating agency but we feel responsible. The ultimate responsibility rests here because we have authorized and made it an official function. So you are in a position to make commitments that we are in the position of having to pick up the tab for and this could lead to the utmost embarrassment somewhere down the line. I think that is the thrust of Mr. Lloyd's question. Councilman Lloyd: That is correct. Mr. Duda: Let me say we could use something in the bank account now like enough to cover the cost of the car. • Councilman Lloyd: Right - how much would you like right this moment from the City of West Covina? Mr. Duda: What we would like to do is be able to release the automobile. We:--•nee.d enough money to release the car $2,431:b0-.-, By releasing the car we will be able to put it at Eastland" --and- different areas where the tickets can be sold to buyers and I think this is important that we receive this release at this time. Councilman Lloyd: So if you can have that car put somewhere right now it would solve the problem. Mr. Duda: It is on display right now at the Broadway but they do not permit ticket sales on site. However, Eastland does and every shopping center I have gone to I have asked the manager such as Ralph's, and they have said "yes". So we have to pay to have the car released. Councilman Lloyd: Mr. Duvall, how much money have we allocated for this event in the City budget? Mr. Duvall: $2,000. • Councilman Lloyd: We have an obligation for that - for those coins that we are considering - how much will they cost? Mr. Duvall: $350. to $400. and that would be at the point we begin to mint the coins and that would be whenever we get the renderings back from the Company. Councilman Lloyd: What would happen if we as a City were to - 6 - • .J • JOINT MEETING - GOLDEN JUBILEE Page Seven CITY COUNCIL & W.C. BEAUTIFUL, INC., 1/12/73 advance to them the $2,000 with the idea that we would get the $300 or $400 back from them later on, which would give them operating capital? Would that be reasonable? Would we be out of line in this methodology as far as the City is concerned? Mr..Duvall: I think it is reasonable due to the fact we may not be minting the coins at all. Councilman Lloyd: Well they need the money now. Will you set up the safeguards necessary for monies coming out of the City? Mr. Duvall: Yes, we will. .Mayor Young: The only thing that bothers me is the technical procedural problem that we are not in an official session here - I don't think. We are not in a position to take official action or a policy action. Could this be handled at the next meeting of Council? Councilman Chappell: He needs the money now. You are buying the car from Ted Block? Mr. Duda: Yes. Councilman Lloyd: What would happen if you conveyed, you as a representative of the City Manager and a representative of this body - first of all I made the assumption that maybe we could advance this money, do you agree, Mr. Mayor? Mayor Young: Fine. Councilman Chappell: Yes, something has to, be done to get this thing moving. They are stymied. I would say a phone call by the City Manager to Ted Block saying "don't worry about the money you will get it", or words to that effect, then when we have our next regular meeting we could act on it and send them a check. Mr. Duda: There has been a little discussion with regards to our checking account and I think this is the time to bring it out in the open rather than releases in some cases which are inaccurate and misleading. To get this off the ground in the beginning West Covina Beautiful loaned the Committee $150.00 hoping that other groups would be able to follow the same line as far as a loan because we needed money. Three interested individuals donated $25. each. We took that money to Hacienda Bank, I don't know the exact date but shortly after our first meeting and we opened our account and there was a discussion at the time. At that time we had two signatures. This was done to expedite things. We were meeting with a man who owns the building where our headquarters are and this was at 10 on a Saturday morning and at 11 we were meeting with him and we wanted to have a receipt for the $100. rental we paid, so we opened the checking account in that manner. We realized after a discussion that this was an incorrect procedure and we immediately took steps to change that procedure. Now we have five people that can sign, any two can sign, only two are required. Councilman Lloyd: I think that is fine. The only problem we have is if we put monies of the City along with the people of this City into this project we have to have certain accounting procedures which must be met. I am responsible, is what it amounts to. Mr. Duvall will take - 7 - JOINT MEETING - GOLDEN JUBILEE Page Eight CITY COUNCIL & W.C. BEAUTIFUL, INC. 1/12/73 care of that. I, as a Councilman or a person just meeting here are not concerned other than the protective clauses the City has. Mr. Duda: Bear in mind we did this to expedite it at • that time. Mayor Young: I am not aware of any criticism or concern about your method of operation to the present time. Certainly nothing has been voiced to me. We do have two major concerns; one, possibly too great of a proliferation of activity which will tend then to detract from a key or central activity of the celebration; and two, the possibility of finding ourselves caught in an enormous deficit that we have very little if any actual control over running it up. In other words you are in a position really to commit the City personally to items of expense and we are very worried that - without at all offending your judgment or your integrity or your intentions or anything else, we are worried that too much advance commitments and then the funds not there to cover it we will be in a real bind, and this we want to avoid. Mr. Duda: Mr. Mayor, this I want to answer. You were concerned with this at one of our meetings that we had at Hollencrest School - you told us as Coordinating Committee we were personally responsible for this. Did you not? Mayor Young: I don't remember that.... Councilman Lloyd: Let me say this - you are not personally responsible as long as it involves the • birthday of this City. Let me say this we may have failed in our obligation and I am speaking for myself now although I think I have the concurrence of the other two Councilmen up here, I think we probably did to respond properly, but as of this moment forward we do not intend to fail in the responsibility for the Birthday of West Covina, and the responsibility cannot really rest anywhere but in the hallowed halls of this City. You, as a result of coming and saying "I will do it" have taken on that responsibility and we have given it to you and you are at the present moment in my mind a repre- sentative of us personally on this thing and that is the personal responsibility but the ultimate responsibility rests with this Council. Would someone like to say I am'wrong on that? Mr. Duda: I would like to finish by saying it did not discourage us a bid. I could lose personally $5,000 and this we discussed at one of our original meetings and it didn't discourage us one bit. Councilman Lloyd: Like Harry S. Truman said - -.`'the buck really did stop here and we have no other way of going. I think that is why we are elected and we have no other way of going and with the shortness of time and all the things you are doing we must all pull together and make it a success. What Bob is asking - are you over committed with the number of people you have? If not, fine, then we will go forward from there. And what I asked is how much money do you need at the present moment and you have the answer on that. At least unofficially we have committed ourselves to that type of involvement. Beyond that we are asking can you make the thing fly? If there are other things on which you feel we are missing the boat tell us because we want this to be a success. You have present here people like George Strachan and Dick Oldenberg and others from the Chamber of Commerce and you have Dick Tracy who is already talking about putting out a commenorative edition of the paper. You have a lot of horsepower from people in this - 8 - JOINT MEETING - GOLDEN JUBILEE dITY COUNCIL & W.C. BEAUTIFUL_ INC. Page Nine 1/12/73 room. You also have some of City Staff present - Norm Stevens, Director of Recreation and Parks, who can help on ping pong tournaments, basketball tournaments or whatever. Whatever it may be we are all here ready to go. All of a sudden you have a lot of people saying - okay you have the line what do you want . us to do? Mr. Tracy: Mr. Mayor, I would like to ask you about your _intentions with regard to a commenorative brochure mailing throughout the City? Mr. Duda: I really don't know where a commenorative brochure came about. Mr. Tracy: I saw reference to it in a letter. Mr. Duda: We would like to put out a commenorative brochure of one type or another but this is not a City mailer. The City mailer is personally to advertise this program to the citizens of our City. We have put out a program actually of events in which we are selling $1900. worth of advertising space. We were batting around 100/ until yesterday - this is what we wanted to put out as an advertising page, it wasn't a commenorative bulletin. We would like to put one out of some kind. Mr. Tracy: Well so would we. We have had inquiries from individuals and merchants as to whether or not we will. We ran into something we considered might be a roadblock when we thought you might be doing the same thing. • Mr. Duda: This is just to make sure that everybody knows about this. Mayor Young: Just a minute now - you are putting out an advertising brochure for the events and that is the only mailing you have in mind? Mr. Tracy does that answer your question? Mr. Tracy: Fairly well, he has indicated to us that he is not putting out a commenorative bulletin per se. But there is an additional fact as far as we are concerned, the more times merchants are approached to buy advertising in support of something the less willing they are naturally but if we can be assured that we can have some reasonable expectation that we are not going to be competing directly on a commenorative section, which is 12 pages or up, reciting history, running pictures, etc. Mayor Young: It appears the light is absolutely green then in that regard, Mr. Tracy, I don't see any conflict on it. Mr. Tracy: We do not want to print a brochure, historical items we do have various people working on that. • (A member of West Covina Beautiful stated that various people were also working on historical items of interest, gathering information on 1923 residents, etc., and that possibly there has been a break- down in communication here and it might be well to get together and share what we have.) Mr. Tracy: Our concept would probably be to publish this section somewhere near the point of the Birthday itself. Obviously in advance of that publicity can be given to events as they come along. -9- c JOINT MEETING - GOLDEN JUBILEE Page Ten CITY COUNCIL & W.C. BEAUTIFUL, INC. 1/12/73 (Some further general discussion on the commenorative section; West Covina Beautiful stating they are just beginning to gather their information.) • Mr. Tracy: I might say at this time we will probably be approaching the City itself for some advertising content also. Mayor Young: We have, I think, from year to year set up_ for some advertising of this type, perhaps you wouldn't double up on this during the course of this year. Councilman Chappell: One question on the brochure type thing - are you planning on putting out any sort of a book- let that each person has at his place with regards to the history of the City, etc.? W.C. Beautiful: The Coordinating Group is West Covina Beautiful and they are meeting tonight so those plans are not complete yet. Councilman Chappell: You have not mentioned anything in this estimated budget here in dollars and cents on this did you? Mr. Duda: Yes, on the last page, Schedule of Events, Citywide mailing. One thing I caught before which I want to relate on. We are representatives of the City. I feel we have conducted ourselves in the best possible manner and one in which you can be proud of. • Mayor Young: We do too, there is no question on that at all. Mr. Silver: In their Schedule of Events Program are they talking about any thing else other than describing the Schedule of Events? Mr. Duda: The program was basically to get advertisement out to the people because really a lot of people didn't know about it. Mr. Silver: It is just going to advertise the events and give no history or stories or anything else? Mr. Duda: No, just advertising the events. This will run about $900. to print and $1,000 to mail. Mr. Duvall: I had the understanding that you were going to distribute these along with the tickets -and PI-C1F'Jr.f the parade route and that there would 6e no bulk mailing. The mailing cost is in excess of $1100. Do you expect the money from the advertising receipts to pay for the mailing? Mr. Duda: With the printing and the mailing we are running short but I feel to advertise it to every citizen in West Covina it is worth a $100. Of course we talked about this and I know I tentatively sold the back page prior to our meeting Monday night and then we ran into a little problem as a result of some articles being misread. However, I went out for an hour and sold probably a couple of hundred dollars worth. Mayor Young: I think that is enough on that subject - Dick Tracy is well informed at this time and there will be some coordination between - 10 - • • JOINT MEETING - GOLDEN JUBILEE COUNCIL & W.C. BEAUTIFUL, INC. Page Eleven 1/12/73 the West Covina Beautiful group and the data they are collecting and the Tribune. Councilman Lloyd: I would have one other suggestion. Do you have the original art work on this because something has happened to this, it is falling apart. . Mr. Tracy, they have the original artwork on this - would it be entirely out of line to ask you and your Tribune with your great plant over there to give them a couple clean velouxes off of the original of this thing. Mr. Tracy: Yes. Councilman Lloyd: You have the original artwork and he can do it in nothing flat, it will cost him money but it will be nice and clean and he can help you by making a whole series of these so the merchants can use it in their advertising. It,>is really very ancillary and I probably should stay out of it but in view of the work I do I get shook when I see something like this. (General discussion and explanation followed on the artwork.) Mayor Young: We have pretty well hashed out the items on the agenda. I think we would tend to become repetitive if we rehash too much on some of these things. Councilman Lloyd: I am concerned about one area and that is the Chamber of Commerce. Mayor Young: I was just about to ask does the Chamber of Commerce have some input here in the way of suggestions, assistance or money, that has not been heretofore indicated or delivered. Mr..Oldenberg: When we met with the Committee two weeks ago President we discussed at that time the items and portion W.C. Chamber of of this we could carry out in the scheduling of Commerce the events as they occur. We discussed the use of our facilities, use of our equipment in mailing and giving our support with regard to the Parade Committee. As far as the ongoing activities we have prepared and are in the process of mailing a communique to each of the businessmen -in the Community reflecting the celebration of the Birthday of West Covina and encouraging them to do two things: to earmark their advertising program to encompass the 50th year Anniversay and also if possible to reflect some of this around the time and timing as listed on the schedule that might have an.exacttbearing on their location. Mayor Young: Maybe you can give a plug to the Tribune's Commennorative Issue also? Mr. Oldenberg: Yes, this would be a portion of this communique. In addition, of course, and this is difficult because of the program and plans which is to orient them with the actual activities of the Chamber and as far as the Chamber is concerned the 50th Year Anniversary will be celebrated throughout the entire year of 1973 and as part of the emphasis of the 4th of July Parade, part of our sho*7 and a part of all of these things. So our program is not directly geared to a number of activities during the month of February but in the distribution of the Commenorative Coins when available, the County Fair Exhibit, etc., and the theme will be carried throughout - 11 - JOINT MEETING - GOLDEN JUBILEE COUNCIL & W.C. BEAUTIFUL, INC. Page Twelve 1/12,/73 the year of 1973. Mayor Young: Any orientation you can give to this will certainly be appreciated and totally con- sistent with the present.contract between the City and the Chamber of Commerce. I really don't see how you can • go wrong. Councilman Lloyd: Who will be your direct liaison with Bob and the Committee? Mr. Oldenberg: Actually we have met - myself and his -staff. So we are carrying the ball. Councilman Lloyd: Well we have three weeks and that's it. In my business we would take one look at this and run like hell because we couldn't put it together. Mr. Oldenberg: Well as I said our activities are spread throughout the year. Mr. Urruttia: I would like to take some pressure off the three weeks situation. Basically the first day is set - the parade is going forth and the activities around City Hall are just a matter of coordinating with staff, so in line with the major events we are pretty well situated. Councilman Lloyd: Have you distributed your logo to every businessman? Mr. Urruttia:. No, this is in essence what we are working • out with the Chamber of Commerce now. Mr. Oldenberg: This is one of the thoughts we discussed at our meeting, to include this when we made our distribution so the retailer could include this with his advertising. (General discussion followed on whether there were to be floats, etc., and West Covina Beautiful stated "yes, along with bands.") Mr. Duvall: Mr. Mayor, may I make a comment about staff contribution. We view ourselves primarily as advisory, we don't have the staff to get involved in actually conducting these events such as the ping-pong tournaments. Mr. Stevens and Mr..Anderson are here to speak on that - they are at this time acutely limited in staff and couldn't go beyond merely an advisory role. Is that right, Mr. Stevens? Mr. Stevens: Yes. Mayor Young: Well does that change the name of the ball game, Mr. Duda? Mr. Duda: No. Mayor Young: For your information, Mr. Duvall is the staff liaison for the City Council, the eyes and ears of Council because often times we are making a living too - Mr. Duda I don't know how you do it - are you on welfare or retired or what? Mr. Duda: I am glad Mayor that we were appointed someone to work with us because we have worked with a total of eight staff members. - 12 - JOINT MEETING - GOLDEN JUBILEE aOUNCIL & W.C. BEAUTIFUL, INC. Mayor Young: Fine. We we have it Anything else, Mr. Duda, that Page Thirteen 1/12/73 had this criticism before and now centered in very capable hands. you think should be brought out? Mr. Duda: Yes, a final remark. When . we appeared before City Council, every time we proposed to you a • tentative schedule of events we had it either duplicated or what have you and the last time we appeared before you Monday Night, we felt that should have been the time of discussion of any problems.... Mayor Young: I agree with you. Councilman Lloyd: We accept the fact that we didn't do it right. Mr. Duda::. Regardless. We have planned this out and spent a lot of time on it and you authorized us to coordinate it and we will take care of it and it will be done in such a way that you can be proud of it. I am sure. We don't have time to procrastinate. We are going to go ahead and we will do our best to do this in the best possible way, but we may have to go around a few things and get things done - I don't mean in an illegal way, but if we can't get one person to advertise in the citywide mailer we will get somebody else. We have kind of held off because of the recent publication, we are waiting and we understood originally the mailing to the business community was to be done this week and apparently now not to next week, so we have held off on that a bit, but we do have to get this out so people know about it. I think really as a result of the article in the Tribune a lot more people know about it than before, some negatively and some on a very positive side. We have received a lot of response from citizens giving a more definite commitment to this. We have a group of people involved. After the very first meeting Dr. Thyberg sent out a memo to all of the Principals that we would be contacting them for their participation. There are things that we want to do as a celebration only - we don't want it to be a complete income source, one of the things I have been discussing with my staff is the matinee we are having and we have been fighting about keeping it at 10(,4. Everyone wants to go to a quarter and I want to keep it at 10(,4 and make additional funds by selling candy, etc. But these things are all being worked out - I don't think there is any real problems. I am glad that we have somebody on staff to talk with now so we can get something done and I think there has been quite a few more things accomplished in the last few days than in the first five or six weeks. Councilman Lloyd: Mr. Duda, I want direct coordination with the Chamber of Commerce because they do have facilities way and above what you have. They have an offset press and all kinds of capability that you don't have and I am sure if you can coordinate with them they can be very helpful to you. Mr. Oldenberg: Right, you are! Mayor Young:. I see no reason to rehash again anything that has been said up to now except to compliment you for all of your good endeavors and apologize for the mistakes we have made and request full communication between yourselves and staff liaison and to offer our personal assistance. I know that goes for all of us. The letter did go to Joe Busch. (A woman in the audience stated "Mr. Mayor, I am here to speak - 13 - JOINT MEETING - GOLDEN JUBILEE COUNCIL & W. C. BEAUTIFUL,_ INC., Page Fourteen 1/12/73 for the Youth Dance since they are in school, and they want to sell tickets as soon as possible. I don't believe I was present when you spoke of the Shopping Bag facility? Mayor Young: In your absence from the room, Mr. Duval indicates we should have this problem resolved • one way or the other the early part of next week - he mentioned Monday, but we wouldn't want to fire him if it occurred on Tuesday. Mr. Duda states if the answer is "no" then backup locations are available and you will be advised so that the advertising can get out and underway. Audience: Can I also say that I hope Mr. Tracy that _everybody who reads his newspaper reads it as gospel truth and we would like to have a headline now that "all things are going smoothly forward." Mr':i.Tracy_ : I would like to make a last comment in line really with the different organizations that have become involved. A lot of t mesc> we have a tendency to sell the public short in line with what they feel they want to do and if they want to do it and this is probably the difference between our situation and many other business situations. We are getting a lot of effort and a lot of people that want to be a part of this thing and this is what will make it successful. Councilman Lloyd: I realize all this and maybe I don't understand all the problems, but we still only have three weeks..... M.:f_. Duda: I want to stress very strongly that we have been authorized as the coordinator and we • would like it all coordinated through us. Councilman Lloyd: That is what we said! Mr. Duda: We realize we are at fault on some of these things, some of our Committees go directly to the newspapers for releases and these things shouldn't happen. They come to city staff and ask for things to be done, so we have been trying to tell these people to do it in a certain manner. We realize also there have been problems on the other half of the coin, that some people have taken direct approaches to some of our Committees and we don't feel this is right. So we do want everything coordinated through our office. Mayor Young: If there are any specifics that we can do or something we are doing - I would like to hear about it now. Mr. Duda: None, at this time. Councilman Lloyd: Now you have the Sentinel and the Tribune right here and I am very certain that these gentlemen are not sitting here for the last hour because they have nothing else to do, so they will be glad • to communicate with you. Mr. Duvall: Mr. Mayor, since we were responsible for the memorandum in question I would like to comment that I think West Covina Beautiful has accomplished a great deal in a short length of time and they have been making a supreme effort to accomplish the impossible. It seems to me with this kind of enthusiasm and strong community - 14 - • JOINT MEETING - GOLDEN JUBILEE COUNCIL & W.C. BEAUTIFUL, INC., Page Fifteen 1/12/73 support that the residents of West Covina will have a fine quality Golden Jubilee. .ADJOURNMENT Mayor Young closed the meeting at 12:10 P.M. - 15 -