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HomeMy WebLinkAboutMay 201 Town of Los Altos Hills Community Relations Committee Special Meeting Minutes Monday, May 20, 2019 Parks and Recreation Building 1.Roll Call; Committee Membership The special Committee meeting was called to order at 7:10 PM, immediately after the conclusion of the Parks and Recreation Committee meeting, by Chairman, Lew Jamison. Present: Lana Einschlag, Karen Emerzian, Lew Jamison, Nena Price. Associate members, Barbara Cannon, Ron Knapp, Roy Woolsey. Town Staff: Sarah Robustelli. 2.Introduction of Any Members of the Public; Public Comment Kjell Karlsson, who participated in the discussion of various agenda items, and Medha Rishi, who is considering joining the Committee. 3.Review of Prior City Council Meetings. Sarah discussed the Town Hall expansion, including enclosing the area behind Council chambers and adding a meeting room. 4.Review and Approval of Prior Committee Meeting Minutes The minutes of the April 22, 2019 meeting were approved as drafted. The minutes state that the May meeting would commence at 7:30 PM, which was correct at the time, but the meeting time was changed to 7:00 PM as noted on the May meeting agenda. Roy Woolsey raised the issue of the City Clerk not getting the information on minutes being approved so they can be posted on the Town’s website. Roy said he assumed that when the Committee sign in sheet indicates that the minutes of the last minute have been approved, that such information gets to the City Clerk who would then see that the minutes are posted. Sarah said she would coordinate with the City Clerk regarding this problem. 5.Update on Town Activities Sarah Robustelli reviewed various Town activities, including Earth Day, Hopping Hounds, the Pathway Run/Walk and the Touch-a-Truck event. 6.Welcoming of Town Newcomers Roy Woolsey reported that since the January Committee meeting: (1) Mailing labels were prepared for the mailing of the newcomer welcoming letter from Council for the five newcomers to town for April and the five newcomers to town for March, (2) Mailing labels were prepared for mailing of the second welcoming letter from the Committee to four newcomers to Town for February and to six newcomers to Town for January. Medha Rishi noted that she had received both letters, and felt really welcomed to Town because of these letters, including particularly the second letter. The Committee briefly discussed this matter, and agreed that it was good that the Committee originated the second letter. 2 7.Los Altos Hills Town Picnic The picnic budget was reviewed in considerable detail. The Committee decided not to have the $1,500 public address system this year, because it seems that very few of those in attendance at the picnic pay attention to the announcements. The pirate is budgeted at $2.600, including an additional bird act. Sarah reported that so far 234 families have registered for the Town Picnic, for a total of 939 people. The Committee then reviewed the list of the various tasks for the Town Picnic, updating the status of the tasks as shown on the attached pages. 8.Additional Items or Contributions from Committee Members None. 9.Date for Next Meeting The next meeting will be at 7:00 PM on the fourth Tuesday in June, which is Tuesday, June 25, 2019. 10. Adjournment The meeting was adjourned at 8:29 PM. Minutes prepared by Roy Woolsey, May 20, 2019 3 LOS ALTOS HILLS TOWN PICNIC SUBCOMMITTEE VOLUNTEER LIST 5/20/2019 Subcommittee Subcommittee Chair Status/Comments Picnic proposal and budget Sarah $50,000 budget approved by Council Flier content Sarah Complete Flier printing/mailing Town Staff Mailed to residents in early May “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 Up around Town Date inserts for banners Sarah Date change done Development of event schedule, thank-you, announcement posters All Need large “no pets” sign; reviewed last year’s schedule in meeting and updated as necessary Poster production Town Staff Coordination/communication with other Town committees Sarah Sarah has already confirmed some other committee tables Table to promote committees Not planned for this year Reminder automated e-mails Sarah Program/announcements Lew Jamison P A System Sarah Use band’s P.A. rather than renting. this year Pre registration Sarah Web site registration up and running 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 Reviewed layout; similar to last year Stick-on name tags and pens Karen Emerzian Make name tags optional this year Committee name tags/ribbons Staff will make for committee Newcomer/ 1st timer recognition Not to be done because of newcomer reception Entertainer/entertainment Roger Burnell/Sarah Pirate Roger Burnell/Sarah Budget increased for bird act Train from field 2 to field 1 Sarah Inflatable games Sarah Contest games Nick French Sarah asked 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 Have about 49 cars; add placards 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 Coordinated with Lionel train club Beer Ron Knapp Wine Ron Knapp Soft drinks Ron Knapp Serving glasses Ron Knapp Water from Water District Sarah E-mailed in Jan; will follow up & ask for cups Ice cream/toppings Mansour Moussavian Serving plates, utensils Mansour Moussavian Plastic tablecloths Karen Emerzian Will 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 Have field access at noon on Saturday for set up 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; Sno cones confirmed Irrigation of fields Town crew Fields handled by Town; should be better shape Shade canopies, stage, table, chair, tablecloth rental Sarah Completed; same as last year Event staff (Volunteer coord.)Sarah May 21 for first version of list Setup Cleanup Town Crew