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Home My WebLink AboutApril 22 1 Town of Los Altos Hills Community Relations Committee Special Meeting Minutes Monday, April 22, 2019 Parks and Recreation Building 1. Roll Call; Committee Membership The special Committee meeting was called to order at 7:09 PM by Chairman, Lew Jamison. Present: Lana Einschlag, Karen Emerzian, Lew Jamison, Nena Price. Associate members, Ron Knapp, Mansour Moussavian, Roy Woolsey. Town Staff: Sarah Robustelli. 2. Introduction of Any Members of the Public; Public Comment None. 3. Review of Prior City Council Meetings. Lew Jamison was approved as a full member of the Committee for a new four-year term, so he can continue as this year’s Committee chairman. 4. Review and Approval of Prior Committee Meeting Minutes The minutes of the March 26, 2019 meeting were approved as drafted. 5. Update on Town Activities Sarah Robustelli reviewed various Town activities. The document shredding event held at Town Hall was quite successful, with approximately 90 households bring up to five boxes each for thorough shredding; the event cost about $600. The Earth Day and Hopping Hounds events were well attended and successful. Coming up are the Pathways Run and Touch-a-Truck event. There was considerable discussion of the very successful Newcomer Welcoming reception organized by the Committee and held at Town Hall on Sunday afternoon, March 31, 2019. Approximately 85 people, mostly newcomers to Town, attended. Mansour Moussavian, who served as chairman of the event, said that Town staff did a wonderful job in supporting the event. 6. Welcoming of Town Newcomers Roy Woolsey reported that since the January Committee meeting: (1) Mailing labels were prepared for mailing of the welcoming letter from Council to four newcomers to Town for February and to six newcomers to Town for January. (2) Mailing labels were prepared for mailing of the follow-up welcoming letter from the Committee to the 13 newcomers to Town for the months of November and December 2018 and to seven newcomers to Town for October, 2018. (3) Newcomer names and addresses covering the period from January, 2016 to February, 2019, inclusive (a total of over 350 names and addresses), were provided for mailing of invitations to the newcomer welcoming reception. Roy said that there were just five newcomers to Town for March, and that these would be combined with April newcomers for mailing of the newcomer welcoming letter in early May. Roy noted that newcomers to town were really down from prior years, and several Committee members commented that the Los Altos Hills real estate market has been slow of late. 2 7. Discussion of Reactivation of Neighborhood Network Program Our involvement in the program was discontinued as of last month, and effectively replaced by Nextdoor.com. 8. Los Altos Hills Town Picnic In the absence of Roger Burnell, Sarah Robustelli discussed the entertainment for the Picnic – the same pirate as last year – who will be paid $2,100 for his appearance this year including a bird act. This amount was confirmed by the Committee. Sarah noted that she has been in touch with Neal Rayborn regarding the Classic Car show, and that invitations to car owners are being handled. The Committee reviewed a draft of the Picnic flier and redlined a few minor changes. There was considerable discussion of the use of wrist bands rather than meal tickets for this year’s Picnic. While wrist bands might be more convenient since they don’t involve handing out and collecting meal tickets, they would allow people to go through the food stations multiple times, unless the wristbands were punched or marked. Eventually it was decided to continue using meal tickets this year, and consider revising the whole registration process including meal tickets vs. wrist bands for next year. The Committee then reviewed the attached list of the various tasks for the Town Picnic, filling in the names of volunteers and the status of the tasks as shown on the attached pages. 9. Additional Items or Contributions from Committee Members None. 10. Date for Next Meeting and Adjournment The next meeting will be a special meeting at 7:30 PM on the third Monday in May, which is Monday, May 20, 2019. This will be an important meeting to review final details for the Picnic. The meeting was adjourned at 8:35 PM. Minutes prepared by Roy Woolsey, April 27, 2019 3 LOS ALTOS HILLS TOWN PICNIC SUBCOMMITTEE VOLUNTEER LIST 4/22/2019 Subcommittee Subcommittee Chair Status/Comments Picnic proposal and budget Sarah $50,000 budget approved by Council Flier content Sarah Reviewed in meeting by Committee Flier printing/mailing Town Staff Print soon and mail around end of April “Our Town” article Sarah Not article this year; only in calendar section Town Web Site publicity Sarah On website calendar Publicity banners Sarah/Town Staff Will be put up mid-May, after Pathways Run Date inserts for banners Sarah Date change done Development of event schedule, thank-you, announcement posters All Need large no pets sign; will develop/review schedule in May Committee meeting Poster production Town Staff Coordination/communication with other Town committees Sarah Table to promote committees Sarah will ask Michael Shoendorf if worthwhile Reminder automated e-mails Sarah Program/announcements Lew Jamison P A System Sarah Plan to rent high-power P.A. system again Pre registration Sarah Web site registration will be up this week Printed reg lists for on-site reg Sarah Alphabet signs for reg tables Sarah Registration tables and materials Karen Emerzian Meal and ice cream tickets Karen Emerzian Collecting meal tickets for food Concessionaire Signs indicating ice cream flavors Town Staff Should have from last year Location/layout of events Finalize next month Stick-on name tags and pens Karen Emerzian Make name tags optional this year Committee name tags/ribbons Sarah will check from last year Newcomer/ 1st timer recognition Not to be done because of newcomer reception Entertainer/entertainment Roger Burnell/Sarah Pirate Roger Burnell/Sarah Train from field 2 to field 1 Sarah Inflatable games Sarah Contest games Nick French Sarah will ask Nick Prizes for games Nick French Dollar store items Pony Rides / petting zoo Sarah Face Painting Sarah Game/contest announcer Nick French Stage and canopy at car show Sarah Classic car invites to exhibit Sarah Will go out this week 4 Classic car field arrangements Neal Rayborn Classic car judging Neal/Chris Knopf Car show awards Chris Lana Einschlag will handle calligraphy Coordination of car show awards Chris High School robotics teams Chris & Youth Comm Band/musical entertainment Ron Knapp Kimball Hooker band this year; cost $900 Model (Lionel) trains Sarah Beer Ron Knapp Wine Ron Knapp Soft drinks Ron Knapp Serving glasses Ron Knapp Water from Water District Sarah E-mail in January; will follow up & ask for cups Ice cream/toppings Mansour Moussavian Serving plates, utensils Mansour Moussavian Plastic tablecloths Karen Emerzian Wlll get four red and four blue Ice/Ice chests Sarah Ron Knapp needs two large coolers Refrigerator/freezer Sarah Really need this for ice cream Balloons Sarah Temporary restrooms Sarah Restroom cleaning/prep/janitor Sarah Contracts for vendors and others Sarah Trash/recycle/compost bins Sarah Green Waste table/booth Sarah Bull horn for game announcing Nick French Orange cones for games Town crew Easels for event posters Sarah Little League arrangements Sarah Electrical extension cords Town crew Keys for fields and rest rooms Town crew Food catering approval and order Sarah Final meal count to caterer 2000 expected; let caterer know if many more Fire dept participation in picnic Sarah Sheriff participation in picnic Sarah No helicopter. Will check on sno cones & CERT Irrigation of fields Town crew Shade canopies, stage, table, chair, tablecloth rental Sarah Completed; same as last year Event staff (Volunteer coord.) Sarah May 24 for list; calls on May 25/26 Setup Cleanup Town Crew