MINUTES FOR JANUARY 22nd, 2015
Voting Members in Attendance: Chris Spitz, Andrew Wolfberg, Jennifer Malaret, Richard Cohen, Barbara Kohn, Haldis Toppel, Amy Kalp, Gilbert Dembo, Richard Wulliger, Greg Sinaiko, Brenda Theveny, Maryam Zar, Paul Glasgall, George Wolfberg, Reza Akef, Rick Mills, Donna Vaccarino, Janet Anderson and Carol Pfannkuche.
Voting Alternates: Steve Boyers, Sash Ramaswami, David Kaplan, and Doug McCormick.
Non-voting Advisors and Alternates: Kevin Niles, David Peterson, Barbara Marinacci, Ted Mackie, Laura Mack, and Diane Bleak.
Start of Business Meeting
1.0 Reading of Community Council’s Mission: Richard Cohen read the Mission Statement.
2.0 Call to Order and Introduction of the Board and Audience. Chris Spitz called the meeting to order at 7:02 pm. Introduction of the Board and audience.
3.0 Certification of Quorum. Chris certified that a quorum was present at 7:07 pm.
4.0 Adoption of Minutes. January 8, 2015 minutes deemed approved as corrected. Next Meetings: Feb. 12: DONE presentation on the Neighborhood Council (NC) process. Feb. 26: Westside Neighborhood Prosecutor Veronica de la Cruz-Robles presentation on crime and related legal issues. Tentative: presentation by developer and discussion of the 16990-17000 W. Sunset Boulevard Apartment Project. Mar. 4: special Hillside Fire Safety and Preparedness Community Meeting, co-sponsored by PPCC and Brentwood Community Council (BCC), Paul Revere Charter Middle School, 6:30-9:00 pm. http://www.cafiresafecouncil.org. ** Note: topics noticed in advance may change.
5.0 Consideration of Agenda. The President considered the agenda.
6.0 Treasurer’s Report. Richard Cohen reported the financial status as of January 22, 2015. The total account balances equal $35,979.61. PPCC’s has timely filed its federal, state and attorney general filings for the year. Else no significant transactions have occurred.
7.0 Reports, Announcements and Concerns
7.1. Announcements from the President, Chris Spitz
7.1.1 16990-17000 W. Sunset Blvd. Apartment Project. Chris announced that the Coastal Development Permit appeal hearing continued to March 4. (Tentative) presentation by developer and discussion of the project on 2/26/15.
7.1.2 PPCC Bylaws – Chris reviewed the process for board member request(s) to place items on the agenda; board members reminded to read draft minutes distributed with each agenda and let secretary or president know of any changes prior to board meeting. Chris referenced Article IX, Section 5 of the bylaws for procedures.
7.1.3 PPCC Draft Minutes – Chris encouraged all board members to read the minutes prior to the board meeting and contact the Secretary or President with corrections.
7.1.4 WRAC report. Chris reported that at the recent meeting several motions were passed. Sometimes those motions are considered by PPCC pending consultation by the President with the Executive Committee and/or other board members.
7.2. Announcements from Governmental Representatives
7.2.1 Los Angeles Police Department (“LAPD”) – SLO Officer Moore was in attendance and reported that residential burglaries are fluctuating in number each week and encouraged residents to lock their doors and windows.
7.2.2 Los Angeles City Council, District 11; Councilmember Mike Bonin’s Office. www.11thdistrict.com. Norman.email@example.com. Norman Kulla reported that (1) a problem has arisen with the Coastal Interceptor Relief Sewer project that has to do with the condition of the roadway and may delay the project for several months. (2) relative to Potrero, CD-11 met with CalTrans relative to bluff repair, any path from the mouth of the canyon which would be on the old state highway, support the pedestrian bridge supported by the citizen’s committee, locating the sump station off of PCH to facilitate the riparian portion of the project, DWP’s consideration of undergrounding utilities adjacent to PCH, the March 2015 lot sales and the expectation that the 2015 contract to build the park will be let and its opening date TBD. Norman offered to have a future presentation on Potrero Canyon to the board and committee. (3) Andrew asked about CD-11’s involvement with the VA relative to private parking arrangements. Norm reported that tournament parking is being reevaluated in light of the ACLU litigation seeking cancellation of all contracts not related to Veteran’s health care. (4) Gil Dembo asked Norm to communicate to the City Councilmembers that it reflects poorly on them when they take money from billboard companies while the City is in litigation with some of those companies. (5) Palisades Drive – Diane Bleak asked if the City could remove the three piles of excess asphalt debris. Norm is familiar with the situation where the debris may be the fault of the City, DWP or the cable company so CD-11 has asked the sanitation bureau to remove the debris on its own budget.
7.2.3 Office of Los Angeles Mayor Eric Garcetti, Daniel Tamm Westside Area Representative, Mayor’s Interfaith Liaison (*attending on the 4th Thursday of each month). Mayor’s Website: www.lamayor.org. City Services webpage: http://www.lacity.org/CitywideServices/index.htm. MyLA Phone App: http://www.lacity.org//MyLA311/index.htm. Not in attendance.
7.2.4 California State Assembly, Office of Assemblymember Richard Bloom’s Office, Stephanie Cohen Field Representative. Website: http://www.asmdc.org/bloom. Email: Stephanie.Cohen@asm.ca.gov. Office: (310) 450-0041. Not in attendance.
7.2.5 US Congressman Ted Lieu, Janet Turner; District Representative.
firstname.lastname@example.org. (310) 652-3095. Not in attendance.
7.3. Announcements from Board Members and Advisors
7.3.1 Officers & Area Representatives – (1) Area 8 (Reza Akef): Area 8 and 7 reps met with the City regarding the upcoming golf tournament and how parking is going to be restricted (no parking from 7 am to 4 PM on one side and 2 hour parking on the other). This year there should be full enforcement. (2) Area 4 (Rick Mills): the El Medio bluff area is using NextDoor to become active including a neighborhood watch meeting at Palisades High School. (3) George Wolfberg (At-Large): George reported that he attended the first City of Santa Monica CA Incline Traffic Safety Working Group. Patti Post attended along with other representatives of SMCCA and BOCA Neighborhood Group. Others: Debbie Dyner-Harris, Mo Blofroshan from LA City, and the SM City reps included Acting Traffic Engineer and several Public Works people and two people from CALTROP consultants to SM. The SM City Council is expected to approve the contract next Tuesday evening. The project was bid as a 365-day project (all bidders agreed with this time frame). Santa Monica is doing everything in its power to finish before Summer 2016. Closure of the Incline will occur no earlier than March 16 (LA Marathon). Dynamic Message Signs will be put up 30 days in advance of project for duration: three on Hwy 101, four in Pacific Palisades and one in SM along highway to discourage/inform traffic as appropriate. (1) SM will pay for a traffic officer at Canyon School for duration of closure. (2) Bonin’s office will request LAPD to patrol through area more often at key times; emphasis is on visibility, rather than writing tickets. SM will check to see if SMPD patrols can also swing through Canyon by extending existing beats from 7th and from Ocean; to add enforcement visibility. (3) LADOT has committed to completing re-striping and signage prior to the closure; under Federal rules, SM cannot help pay for this. (4) LADOT approved the left turn prohibition from Ocean Avenue Ext. onto Mabery, and will put up the necessary signs; SM may contribute the necessary physical barrier needed to narrow the opening to discourage scofflaws. Other barriers noting: “Local Traffic Only,” are planned. Finally, the group agreed to reconvene about one week after the closure to review how everything is going once in play. That meeting date will be determined once closure date is finalized. Overlap with the CIRS project will occur with a currently estimated completion date for that project of June 15. (Soil subsidence and need for compaction greatly exceeded estimate). The Sewer liner is in and the tunneling machine was removed last weekend. Pipe still on the highway is defective or damaged and unused liner. The actual sewer line is yet to be installed as well as extensive grouting around pipes and just below the roadway. Estimate maximum overlap is 90 days.
7.3.2 Organizational Representatives – (1) Chamber of Commerce (Joyce Brunelle): Joyce invited the board and public to the Chamber’s annual installation dinner next week at the Riviera Country Club. (310) 459-7963 for more information, call the Chamber office.
7.3.3 PPCC Advisors. None.
7.3.4 Board Members, Other Reports. (1) Dick Wulliger reported that this Sunday at the Woman’s Club there will be a meeting with Kuehl, Lieu, Bonin, Bloom, Galperin, and Allen. Open to the public and the event is free. 2-4 PM. (2) Haldis Toppel encouraged attendance at the Women’s Club wine event.
8.0 Reports From Committees
8.1.1 Village Project Land Use Committee – David Kaplan (Chair). David reported that the Village Project haul route hearing has been continued to 1/27; the next committee meeting (tentative) Feb. 10, 2015, 3-5pm at Palisades Branch Library (open to the public); potential agenda topic: ABC (liquor) license renewal (to be confirmed). The buildings have been demolished but no building or remediation has taken place pending approval of the haul route.
8.1.2 PP Homeless Task Force – Maryam Zar email@example.com. Introduced individuals in attendance involved with the Task Force. Maryam introduced the goal of the committee to represent both those who wish to see the homeless removed and those who want resources employed to help them. Several subcommittees have been established. (1) The Count Committee. In the Palisades the count will take place on Jan. 29, 2015 starting at 5 AM with a 6:30 AM deployment. To sign up: Google search the Pacific Palisades Count and the URL is available. (2) The Best Practices Committee. (3) The Community Outreach Committee. (4) Government Relations Committee. (5) PR and Media Outreach Committee. The next meeting will be January 22, 2015 from 6:30 PM to 8 PM.
8.1.3 Bylaws Committee – Jennifer Malaret reminded board members to direct questions or comments regarding the existing PPCC bylaws and/or suggested changes to firstname.lastname@example.org. (A) first reading of proposed changes in response to a change in tax laws for non-profit corporations that no longer allows non-voting ex-officio members. NO DISCUSSION. See first reading of proposed changes below. (B) second reading of proposed changes to Article VII, Election of Officers See proposed motion below, sponsored by the Bylaws Committee. Reza Akef seconded the motion. The motion passed unanimously.
9.0 Old Business.
9.1 PPCC 2014 Online Survey Report. Chris welcomed and thanked Jim Rea for his presentation. Jim thanked Laura Mack for her help with the survey questions. Jim reported that the survey dates ran from 6/21/14 through 10/1/14 with 322 respondents. 72% were familiar with the PPCC. 45% had attended a meeting. Facebook only connected 2% of the residents, far below the Post, emails and website. Respondents did not attend meetings regularly. 55% of respondents did not know the area in which they lived in. 36% of respondents stated that they knew who their representative was. 28% voted in the PPCC election. 66% of respondents did not know what organizations were on PPCC. Respondents felt that top concerns were Caruso’s plan, LAPD/LAFD, homeless, PCH/traffic, and public parks/open space. In the middle were safety on Sunset campaign, coastal act compliance, motorcycle noise, emergency training and safety, billboards and art murals. Lessor concerns but of interest were cell towers, group homes, awards, and athletic events and of least concern were liquor licenses. People prefer contact by email monthly. Some community interest in social media as a means of communication. 65% of respondents have two adults in their households. 73% of households have no children. 29% of respondents have been in the Palisades more than 30 years. Copies of the survey are available at jimrea.com/files/ppcc-survey.pdf.
9.2 Palisades Business Improvement District (BID). Update/Presentation by Laurie Sale and Elliot Zorensky. Presentation: Laurie reported that the BID is strictly supported by property owners (including Caruso Affiliated) through property assessments. BID sponsors would like to fill in gaps that the City has not kept up with, i.e., tree trimming, sidewalks, and other needs identified by PRIDE and other community groups. BID meetings will be governed by the Brown Act and are expected to begin January 2016. BID’s board will have 9 voting members (one chamber, one merchant and 7 property owners) and a website. Discussion: Donna Vaccarino and Gil Dembo praised the BID effort and originators. Reza Akef asked about holiday lights within the business district.
10. New Business
10.1 Presentation on PPDRB Proposed Design Guidelines: Barbara Kohn, PPDRB Chair. Presentation: Barbara Kohn reported that the PPDRB consists of 7 members appointed by Councilmember Mike Bonin. Barbara Kohn, Donna Vaccarino, Stuart Mueller, Kelly Comras, Paul Darrall, Sarah Griffin and David Hibbert, see also ppdrb.org. The mission is to oversee the commercial districts within the Specific Plan areas. The DRB reviews projects and proposals for design, signage and other aspects of development proposals. An Ad-hoc committee has been formed by the DRB to review the existing guidelines and make recommendations for new design guidelines. The Design Guideline Committee is Robert Meiklejohn, Adam Christian and Randy Young, Barbara Kohn, Kelly Comras and Donna Vaccarino. Joan Graves spoke regarding the history of town meetings in the early 1980’s to rally in support of saving the existing Land & Water building. With the assistance of Councilman Braude, Topa purchased the building and brought it up to earthquake standards. Joan spoke on signage, the history of problems when Swarthmore was made a one-way street; ficus tree removal, height limits in commercial areas and along the Sunset corridor, etc. Joan asked the PPCC to back the current DRB. Randy Young passed out copies of the Specific Plan and prior guidelines that were not adopted. Donna Vaccarino explained that the DRB Guideline Committee has reviewed the existing guidelines for Pacific Palisades along with those good design guideline examples from other communities. Many areas such as San Pedro, Davis, South Pasadena, La Jolla have produced new design guidelines. The DRB Guideline Committee is working with an advisory group of business interests, sustainability, and persons involved previously. The goal is to submit the new design guideline document to the City for approval by the CD-11 Council Office and City Council. Donna passed out a flow chart explaining the planning process and a survey to solicited responses from the board and audience and public through the DRB’s website. The Design Guideline process and the DRB are organized by City ordinance and are subject to conflict of interest rules and other rules relevant to city employees without pay. Discussion: Rick Mills praised the current DRB membership and energy, commenting that the Caruso project will likely come before the DRB finalizes its document. Nevertheless the DRB’s input will be gathered as crucial input to Caruso’s effort and encouraged the DRB and PPCC to work cooperatively. Gil Dembo encouraged proper tenants to locate in the Palisades. No time was allotted for PPCC board or audience discussion.
The DRB’s mailing address is the Design Review Board, 528 Palisades Drive, #166, Pacific Palisades, CA 90272. Email is email@example.com. Website is www.ppdrb.org.
10.2 PPCC Awards: Citizen of the Year, Community Service Award & Sparkplug Awards. Presentation: Chris explained the background of the awards history. The EC unanimously recommends the language in the motion with the exception of the award name and residency requirements. See recommended motion below sponsored by the Executive Committee relative to consolidation and updates to award guidelines, selection and event procedures. A brief discussion was held. Due to time expiring and the need to adjourn the meeting no action was taken on this item and it will be held over for action on the next agenda.
11.0 General Public Comment – none.
12.0 Adjournment. Chris Spitz adjourned the meeting at 9:00 PM.
For additional information about the PPCC, see www.pp90272.org or e-mail PacPaliCC@aol.com Your Community Council meets at 7:00 p.m. on the 2nd and 4th Thursday of each month. Exception: Only one meeting, on the second Thursday, is held in July, August, November and December.
ITEM 8.1.3(A) – BYLAWS COMMITTEE 2015 PROPOSED CHANGES TO EXISTING BYLAWS NECESSITATED BY CHANGES TO APPLICABLE TAX LAW. FIRST READING.
V.1.A. The Board. There shall be only 23 voting members of the Board consisting of the Chair Emeritus (immediate past Chair), nine Elected Representatives, the four officers specified in Sec. 2 of this Article and a representative from each of the nine Organizations Eligible to Send Representatives as specified in Appendix A (“Organizational Representative”). If a past Chair is unable or unwilling to serve as Chair Emeritus, this position shall be filled by the most recent past Chair willing to serve. However, a first Alternate Elected or Organizational Representative shall serve as the voting member  of the Board at any Board meeting where his or her corresponding voting member is not present.
V.1.C. The Legal Advisor and any Special or Youth Advisors shall be nonvoting advisors of the Board, provided, however, that if any voting member of the Board is appointed as a Legal Advisor, that member shall retain the right to vote.
ITEM 8.1.3(B) – BYLAWS COMMITTEE 2015 PROPOSED CHANGES TO ARTICLE VII, ELECTION OF OFFICERS. SECOND READING. MOTION: THE PPCC 2015 BYLAWS COMMITTEE RECOMMENDS THAT THE BOARD ADOPT THE FOLLOWING CHANGES TO ARTICLE VII, ELECTION OF OFFICERS:
ELECTION OF OFFICERS
Sec. 1. NOMINATING COMMITTEE. No later than the first meeting in April, the Chair shall appoint a Nominating Committee of at least three members, to nominate a Chair, Vice-Chair, Treasurer and Secretary, which shall meet at least once in person to select and approve a list of candidates. The Nominating Committee shall consist of at least one Elected Representative. No current Officer shall be a member of the Nominating Committee.
Sec. 2. NOMINATIONS. The Nominating Committee shall present its list of candidates at the first regular meeting in May of each year. Candidates for the office of Chair must be past or present Board members. Candidates for any office must satisfy the membership requirements set forth in Article IV. In addition to the candidates submitted by the Nominating Committee, any Board member may nominate candidates until 15 minutes prior to the scheduled close of the second regular meeting in May.
Sec. 3. CANDIDATES FORUM. If there are any contested offices, a candidates’ forum shall be held during the first regular meeting in June.
Sec. 4. ELECTION. At the first regular meeting in June of each year, after the candidates’ forum if held, the Board shall elect Officers who shall take office on July 1 of that year.
A. The voting shall be by written secret ballot. A majority vote of those present shall be necessary for election. Two members of the Board appointed by the Chair shall count ballots. The Chair shall ask PPCC’s outside accountant to be present during the ballot counting. The numerical vote shall be announced.
B. If there are more than two candidates for an office and no one candidate received a majority vote on the first ballot, a run-off election shall be held immediately between the two candidates receiving the highest number of votes.
C. No Chair or Vice-Chair shall serve more than two consecutive one-year terms in that office.
D. At any meeting when the Chair is absent, the Presiding Officer for that meeting shall be the Vice-Chair and in the absence of both the Chair and the Vice-Chair, the Presiding Officer for that meeting shall be the Treasurer.
E. In the event of permanent vacancy in the office of Chair, Vice-Chair, Treasurer or Secretary, the Presiding Officer shall nominate a replacement who shall be seated after approval by a majority of the entire Board.
ITEM 10.2 (A) – PPCC AWARDS: CITIZEN OF THE YEAR, COMMUNITY SERVICE AWARD & SPARKPLUG AWARDS. MOTION: RELATIVE TO THE CONSOLIDATION AND UPDATES TO AWARD GUIDELINES, SELECTIONS AND EVENT PROCEDURES THE EXECUTIVE COMMITTEE RECOMMENDS THAT THE BOARD ADOPT AND INSERT THE FOLLOWING LANGUAGE TO AND INTO THE BOARD OF GOVERNORS HANDBOOK:
PACIFIC PALISADES COMMUNITY COUNCIL AWARDS
Each year the Community Council honors those who have made a voluntary contribution to Pacific Palisades that benefits the community at-large. There have been two types of awards.
The first award is to honor those whose contribution to Pacific Palisades has been both a recent effort resulting in a substantial benefit to the community and steady, reliable long-term service to the Palisades. The Council bestowed that recognition in two ways, as a Sponsor and Co-Sponsor with the Palisadian Post for the “Citizen of the Year” Award and its own “Community Service Award.” Now, as the sole sponsor of both awards, PPCC may give an award to an individual annually in December beginning in 2015, to be entitled the [“Citizen of the Year Community Award”/”Community Citizen of the Year Award’]
The second award, the “Golden Sparkplug Award,” is to honor those who have an idea and effort resulting in an original contribution to Pacific Palisades that benefits the community. The Golden Sparkplug Award ceremony is held in conjunction and in cooperation with the [Citizen of the Year Community Award/Community Citizen of the Year Award].
The Awards Event, sponsored by PPCC, shall generally be held on the 2nd Thursday in December in conjunction with the Board’s annual holiday party and in lieu of its regular meeting, but exigent circumstances and any conflicts with religious holidays are to be considered. The PPCC Chair makes the opening remarks at the Event and presents the Award to each recipient, with each Award recipient and members of their immediate family being guests of the PPCC.
Guidelines for these Awards, procedures for selection and the Awards Event and the names of past recipients are set forth below. The Guidelines are recommended practices that allow flexibility in interpretation, implementation or use.
GUIDELINES: [CITIZEN OF THE YEAR COMMUNITY AWARD/COMMUNITY CITIZEN OF THE YEAR AWARD]
A. PURPOSE: The purpose of the [Citizen of the Year Community Award (“CYCA”)/Community Citizen of the Year Award (“CCYA”)] is to honor long term and continuing outstanding volunteer service as well as a recent extraordinary accomplishment by an individual that resulted in a substantial benefit to the Pacific Palisades community-at-large.
B. NOMINATIONS: Any organization or individual in the community may nominate a candidate. There is no limit on the number of nominations an individual or organization may submit. Nominations must be submitted in writing to the Chair of the Pacific Palisades Community Council at PO Box 1131 or by email (firstname.lastname@example.org) by October , 201. The nomination for the Award must both (a) state the nature of the extraordinary recent accomplishment done by the candidate that resulted in a substantial benefit to the community at-large and (b) summarize the candidate’s steady, reliable, long-term service within the community.
C. RECIPIENT: [The recipient must be an individual who owned real property located in, resided in, or operated a business located in Pacific Palisades (within the PPCC boundaries) at the time the services were rendered./The recipient must be an individual who resided in the Pacific Palisades (within the PPCC boundaries) at the time the services were rendered.] Each recipient’s service should be of a voluntary nature and not be any beneficial outcome of official, financial, business or professional work or occupation that the recipient is engaged in. The Award shall not be given to any PPCC board member based on services directly related to his or her responsibilities as a board member, although long-term services may be considered as qualifying factors. There shall be only one Award given each calendar year.
D. AWARD: The Award shall be chosen and prepared by the Awards Selection Committee and presented to the recipient at the Pacific Palisades Community Council December Meeting/Holiday Party/Award Event. The Award shall be given based on the quality or benefits achieved of work and not the quantity of nominations. The Award recipient and his or her immediate family members shall be guests of the PPCC at the Award Event.
GUIDELINES: GOLDEN SPARKPLUG AWARD(S)
A. PURPOSE: The Golden Sparkplug Award honors those citizens who ignite ideas and projects into community action that benefit Palisadians throughout the community.
B. NOMINATIONS: Any organization or individual in the community may nominate a candidate. There is no limit on the number of nominations an individual or organization may submit. Nominations must be submitted in writing to the Chair of the Pacific Palisades Community Council at PO Box 1131 or by email (email@example.com) by October , 201. The nomination for the award must state (a) the nature of the original idea, effort or project, (b) in what way the effort or project benefitted the community at-large and (c) how the effort or project was initiated, in progress or completed during the previous calendar year.
C. RECIPIENT(S): The recipient(s) must be individual(s) who owned real property located in, resided in, or operated a business located in Pacific Palisades (within the PPCC boundaries) at the time the services were rendered. Both adults and youth are eligible for the Award. While there may be multiple recipients in a given year, the Award may be given to only one member of a particular group or community. Each recipient’s service should be of a voluntary nature and not be any beneficial outcome of official, financial, business or professional work or occupation that the recipient is engaged in. The Award shall not be given to any PPCC board member based on services related to his or her responsibilities as a board member.
D. AWARD(S): The Award shall be chosen and prepared by the Awards Selection Committee and presented to the recipient(s) at the Pacific Palisades Community Council December Meeting/Holiday Party/Award Event. The Award shall be given based on the quality or benefits achieved of work and not the quantity of nominations. The Award recipient(s) and their immediate family members shall be guests of the PPCC at the Award Event.
GUIDELINES: SELECTION AND EVENT COMMITTEES; AWARDS EVENT
A. AWARDS SELECTION COMMITTEE: The Chair shall appoint a Committee of not less than three (3) current board members, plus one previous Citizen of the Year recipient not currently serving on the board and one previous Community Service Award recipient not currently serving on the board (if such persons are available to serve) to review the nominations and select the person to receive the [CYCA/CCYA] and the person(s) to receive the Golden Sparkplug Award(s). The Awards Selection Committee (“ASC”) shall select both the [CYCA/CCYA] and Golden Sparkplug(s) recipients. Prior to the ASC selecting a person or persons for the Award(s), the ASC Chair shall circulate by email to other current members of the Board a list of those persons who have been nominated and ask that if any members of the Board desire to submit comments about any nominee, they should submit any comments to the ASC Chair to be received within five days.
B. AWARDS EVENT DATE: No later than 9 months prior to the event, i.e., March of each calendar year, the Chair shall establish the Event date and the venue and notify the Palisades Chamber of Commerce to place the Event date on the community calendar.
C. AWARDS EVENT COMMITTEE: No later than the first meeting in October, the Chair shall establish the Awards Event Committee (“AEC”). The Chair and the Chair of the AEC shall establish the deadline for the selection of the [CYCA/CCYA] and Golden Sparkplug Award winners and coordinate publicity for the request for nominations. The AEC Chair shall coordinate the Event details, such as budget, menu items, and dinner ticket cost, paid reservation procedures, decoration, event ceremony, complimentary dinner tickets, parking, and other assignment of duties and tasks for the night of the event.
D. TIME FRAME & PROCEDURE:
1.First October Meeting: Distribute Award Guidelines and discuss the Awards. Appoint AEC Chair and committee members. Submit press release to relevant publications soliciting nominations. Appoint ASC Chair and committee members.
2.The last Saturday in October: Deadline for receipt of nominations.
3.First Week in November: The ASC meets in person to open nominating letters and sort by names into youth and adult categories. Check for multiple nominations in one envelope. Review nomination letters. Review comments from the Board. Evaluate how well the candidates meet the guidelines and sort into 3 groups: those requiring no further consideration and those eligible for further consideration and selection. The ASC shall discuss merits of each potential award winner. The ASC shall vote; however, no committee member who nominates shall vote when that nomination is considered, and no committee member shall vote for him/herself or a family member. The ASC Chair shall complete a synopsis of the committee’s efforts and shall notify the Chair of the efforts and the award recipient(s).
4.Early November: Immediately following receipt of the ASC Chair’s synopsis and results, the Chair shall notify the winner(s) prior to any public announcements, notify the press, local elected officials and dignitaries who will be invited to the event, and authorize the preparation of the award plaque(s).
5.Early November: The AEC Chair shall follow up with a written notification of the Award winner(s) and event details such as reservations and parking, submit the biography of the winner(s) for press release, and mail or email or post invitation letters to the prior “Community Service Award” and “Citizen of the Year Award” winners.
6.PPCC November Meeting: ASC announces award winner(s), notifies the winner(s), notifies the press and the Board of Governors. AEC provides details of the Awards Event and invites recipients to the event.
7.PPCC December Meeting: The Awards Event, sponsored by PPCC, shall generally be held on the 2nd Thursday in December in conjunction with the Board’s annual holiday party and in lieu of its regular meeting, but exigent circumstances and any conflicts with religious holidays are to be considered. The PPCC Chair makes the opening remarks at the Event and presents the Award(s) to each recipient, with each Award recipient and members of their immediate family being guests of the PPCC.
8.Any future revision of the Awards Guidelines shall be upon recommendation of the Executive Committee and subject to a vote for approval by the PPCC Board.
PRIOR AWARD RECIPIENTS
[INSERT LIST CITIZEN OF THE YEAR]
[INSERT LIST COMMUNITY SERVICE AWARD]
[INSERT LIST GOLDEN SPARKPLUG]