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Meeting Minutes May 12, 2004 Town of Los Altos Hills City Council and Planning Commission Special Meeting May 12, 2004 6:00 pm Council Chambers 26379 Fremont Road, Los Altos Hills 1. CALL TO ORDER, ROLL CALL,AND PLEDGE OF ALLEGIANCE Councilmember Kerr called the Special Meeting of the City Council and Planning Commission to order at 6:05 p.m. in Council Chambers. Present: Mayor Emily Cheng, Mayor Pro Tem Mike O'Malley, Councilmember Breene Kerr, Planning Commissioners Carl Cottrell, Bill Kerns and Jean Mordo and Committee Members Jim Downey, John Radford, Vicki Oldberg, and Al Whaley Absent: None Staff: City Manager Maureen Cassingham, City Clerk Karen Jost Guests: Duxbu y Architects TBI Construction Management • 2. APPROVAL OF MEETING MINUTES—APRIL 7, 2004 MOTION SECONDED AND CARRIED: Moved by Radford, seconded by Cottrell and passed unanimously to approve the April 7, 2004 meeting minutes. 3. NEW BUSINESS 3.1 Consideration of Date, Time and Format for Ground Breaking Ceremony Councilmember Kerr noted that the ceremony would be a great opportunity to share positive news with Town residents. The Honorary Donor Wall Committee would be invited to the event. Following a brief discussion, the Committee concurred to schedule the ground breaking for July 15th before the Regular City Council Meeting. The event will be coordinated and hosted by the Community Relations Committee. Mayor Pro Tem O'Malley volunteered to underwrite souvenir baseball hats for the event participants. 3.2 Procedure for Payments of Town Hall Projects and Project Expenditure Reports Councilmember Kerr briefly described the present process for paying invoices. Both he and Mayor Cheng review the charges, initial the invoices and approve the payment. They are then forwarded to the finance department for payment. Administrative Services 1 Special City Council and Planning Commission Meeting Minutes May 12,2004