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BC - Minutes - 10-17-18 Special MINUTES OF THE BEAUTIFICATION COMMISSION SPECIAL MEETING OCTOBER 17,2018 The special meeting of the Rosemead Beautification Commission was called to order by City Clerk Ericka Hernandez at 7:02 p.m.,in the Rosemead City Council Chamber located at 8838 East Valley Boulevard, Rosemead, California. PRESENT: Commissioners Duran, Lewin, C. Liu, and Oceguera ABSENT: Commissioner L. Liu STAFF PRESENT: City Clerk Hernandez and Deputy City Clerk/Staff Liaison Natalie Haworth PLEDGE OF ALLEGIANCE was led by Commissioner Lewin City Clerk Hernandez administered the Oath of Office to the Commissioners. 1. PUBLIC COMMENT None. 2. CONSENT CALENDAR None. 3. MATTERS FROM STAFF A. Presentation and Introduction to the Ralph M. Brown Act and Best Practices for Commissioners City Clerk Hernandez presented a brief overview of the Ralph M. Brown Act for open meetings, including topics of the Fair Political Practices Commission, Rosenberg Rules of Order for meeting decorum, Public Records Act, and Ethics Training mandated by AB 1234 for elected and appointed officials. A Commissioner Handbook was provided to each Commissioner to serve as a guide in learning the basics of what it means to be a commissioner and how to better execute their duties. 4. MATTERS FROM COMMISSION A. Beautification Commission Reorganization Recommendation: That the Beautification Commission appoint a Chair and Vice- Chair to the Beautification Commission. Rosemead Beautification Commission Special Meeting Minutes of October 17, 2018 Page 1 of 3 City Clerk Hernandez opened nomination for Chair;noted members may nominate themselves or a fellow member of the Commission. ACTION: Moved by Commissioner C. Liu and seconded by Commissioner Duran to nominate Commissioner Lewin for Chair. Motion was carried out by the following vote AYES: Duran,Lewin, C. Liu, Oceguera ABSENT:.L. Liu City Clerk Hernandez opened nomination for Vice-Chair. Commissioner Oceguera nominated herself for Vice-Chair. Chair Lewin nominated Commissioner C.Liu for Vice-Chair.There was no second, so motion failed on the floor. ACTION: Moved by Commissioner Oceguera and seconded by Commissioner Duran to nominate Commissioner Oceguera for Vice-Chair. Motion was carried out by the following vote AYES: Duran, C. Liu, Oceguera NO: Lewin ABSENT: L. Liu B. Annual Holiday Decoration Award The Commission discussed various parts of the Annual Holiday Decoration Award including internal guidelines for the Commissioners, sample fliers, possible new names of Award categories and ideas for scoring. Chair Lewin requested Guideline #1 add verbiage to exclude City facilities from being eligible to participate; suggested #3 should include a definition of the term "immediate family". Chair Lewin noted the Marie Spadaro Christmas Castle Award (the Spirit Award) was created in memory of Marie Spadaro, a long-time resident that shared the holiday spirit by decorating her house every year. This award is the grand prize that honors cultural traditions or your own personal twist. Vice-Chair Oceguera suggested renaming the "Nostalgic Decoration Award" category listed in Guideline #9 so that it celebrates multicultural holidays; opined adding words in the description such as a menorah for Hanukkah would be more inviting and inclusive to all residents. Chair Lewin suggested the category title"Cultural Tradition Award". City Clerk Hernandez stated the Commission does not have to decide on the official Award categories tonight; indicated staff is surveying other cities and will return at the next Commission meeting with more options. Rosemead Beautification Commission Special Meeting Minutes of October 17, 2018 Page 2 of 3 Chair Lewin noted in the past,the members would go out to the community to find homes for nomination within their designated area according to the Area Watch map, which divides the City into nine areas. In response to Vice-Chair Oceguera, City Clerk Hernandez noted that the City distributes flyers at all City facilities and events, in addition that the Administrative Assistant handles all social media platforms including Facebook, Instagram, and Twitter to promote City events. City Clerk Hernandez indicated since this is a newly established Commission, the only item that was budgeted was the Commissioners' stipend. However, the Beautification Commission does have funding that was raised from the Beautification Committee that was recently dissolved. City Clerk Hernandez provided two sample flyers for the Annual Holiday Decoration Award. The Commissioners expressed interest to move forward with the flyer in portrait orientation as it was more formal and festive; requested the resolution of the flyer be cleaned up. City Clerk Hernandez noted the sample flyers have tentative dates as there might be interest to extend the dates in effort to give more time to residents to decorate their houses. In response to Commissioner Duran, City Clerk Hernandez indicated once the flyer and application is approved by the Commission, staff will have it available for the public and start advertising the next day. 5. ADJOURNMENT Chair Lewin adjourned the special meeting at 7:54 p.m. The next regular meeting of the Beautification Commission is scheduled to be held on November 14, 2018, at 7:00 p.m.,in the Rosemead City Hall Council Chamber. mrta At.kh, Natalie Hawort , Deputy City Clerk APPROVED: _-air Rosemead Beautification Commission Special Meeting • Minutes of October 17, 2018 Page 3 of 3