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HomeMy WebLinkAboutApril 241 Town of Los Altos Hills Community Relations Committee Final Meeting Minutes Tuesday, April 24, 2018 Parks and Recreation Building 1.Roll Call; Committee Membership The meeting was called to order at 7:30 PM sharp by Chairman, Roy Woolsey. Present: Lana Einschlag, Karen Emerzian, Mansour Moussavian, Nena Price, Michael Schoendorf, Roy Woolsey. Associate members, Ron Knapp, Neal Rayborn. Town Staff: Sarah Robustelli. Roy Woolsey noted that Kjell Karlsson is shown as an associate member of the Committee on the attendance roll, when in fact the Committee never approved him as an associate member so he should be removed from the list. 2.Introduction of Any Members of the Public. None. 3.Review and Approval of Prior Committee Meeting Minutes The minutes of the March 27, 2018 meeting were approved as drafted. 4.Discussion of Reactivation of Neighborhood Network Program Sarah Robustelli summarized a written report prepared by Dennis Duffy. The Committee agreed to continue this matter to the next meeting when Dennis will hopefully be available to lead the discussion. 5.Review of Prior City Council Meetings. Roy Woolsey reported that the Committee’s picnic proposal and budget was approved very quickly in the last City Council meeting, based on Courtenay Corrigan’s summary discussion in the meeting. The Council approved the budget, and allowed total expenditures to go up to $50,000 if necessary. Roy also said he would contact Courtenay regarding the status of any update to the Town’s resolution on Standing Committees, and whether such update might include an “injured reserve” arrangement for Committee members temporarily unable to attend meetings so that their absence does not make achieving a quorum more difficult. 6.Welcoming of Town Newcomers Roy Woolsey reported that since the last meeting, mailing labels were prepared and sent to Town Hall as follows: 10 newcomer names for February and 5 for March, for the first letter from Council, and 11 newcomers for December, for the second welcoming letter from the Committee. Roy reported that just a small handful of newcomer packets are picked up from Town Hall or mailed out by Town Hall, that most newcomers apparently ignore this opportunity to obtain lots of useful information. 7.Los Altos Hills Town Picnic Neal Rayborn led a discussion of planning for the classic car show. Neal expects perhaps fifty cars, with a focus on classic cars owned by Los Altos Hills residents. Apparently the City of Los Altos cut out the classic car show that city has had in the past. 2 Roy Woolsey summarized the situation regarding publicity for the Town Picnic in the “Our Town” newsletter. The Newsletter editor proposed that the original article which Roy submitted based on input from Sarah Robustelli would be substantially expanded and become the featured article, on page one and two of the Newsletter. Roy did some research on past attendance, entertainment, and other statistics for use in the article, and added comments such as no saving of seats. The picnic flier arrived in residents’ mailboxes earlier than expected, even before the Town’s automated system was set up to receive reservations. The food concessionaire, the pirate, the band, train and inflatable attractions are all arranged. The subcommittee volunteer list was reviewed in detail, and updated as shown on the following pages of these minutes. 8.Additional Items or Contributions from Committee Members Sarah Robustelli summarized the very well attended Earth Day event, which was held one week before the true Earth Day. 9.Date for Next Meeting and Adjournment The next meeting will be the fourth Tuesday in May, which is May 22, 2018. The meeting was adjourned at 8:43 PM. Minutes prepared by Roy Woolsey, May 16, 2018 3 LOS ALTOS HILLS TOWN PICNIC SUBCOMMITTEE VOLUNTEER LIST 4/24/2018 Subcommittee Subcommittee Chair Status/Comments Picnic proposal and budget Approved by Council Flier content Approved by Committee Flier printing/mailing Town Staff Printed; received by Town residents “Our Town” article/press release Completed Town Web Site publicity Town Staff On-line registration is open as of 4/23/18 Publicity banners Town Staff Will go up around Town right after pathway run Date inserts for banners Town Staff Received by Town Staff Development of event schedule, thank-you, announcement posters All Finalize next month Poster production Town Staff Coordination/communication with other Town committees Completed; most committees did not respond although committee tables at Picnic are expected Table to promote committees Michael Schoendorf Provide banner and poster Reminder automated e-mails Town Staff Text through Nixle rather than automated calls Program/announcements P A System Confirmed Pre registration Town Staff On-line registration is open as of 4/23/18 Printed reg lists for on-site reg Town Staff Alphabet signs for reg tables Town Staff Registration tables and materials Karen Emerzian With support from Sarah Meal and ice cream tickets Karen Emerzian Collecting meal tickets for food See if first server can check meal tichets Signs indicating ice cream flavors Town Staff Sarah has signs and also aprons Location/layout of events Finalize next meeting Stick-on name tags and pens Karen Emerzian With support from Sarah Committee name tags/ribbons Mee will handle Newcomer/ 1st timer recognition Order newcomer tags Entertainer/entertainment Roger Burnell Pirate Roger Burnell Train people can ride Town Staff Inflatable games Town Staff Contest games Nick French $300 allowance; may go over Prizes for games Nick French Pony Rides / petting zoo Town Staff Confirmed Face Painting Town Staff Game/contest announcer Nick French Stage and canopy at car show Town Staff Classic car invites to exhibit Neal Rayborn Completed 4 Classic car field arrangements Neal Rayborn In hand Classic car judging Neal Rayborn Same as last year Car show awards Neal Rayborn Sarah will order, ask Duffy Price re calligraphy Coordination of car show awards Neal Rayborn Chris will coordinate; 2 PM awards High School robotics teams Youth Commission Sarah will follow-up Band/musical entertainment Ron Knapp Ron has contract, only $900 rather than $1,000 Model (Lionel) trains Town Staff Confirmed Beer Ron Knapp Wrap up within next week Wine and sangria Ron Knapp Drop the Sangria this yr; $23 per case for wine Soft drinks Ron Knapp Serving glasses Ron Knapp Water from Water District Town Staff Sarah will contact to stay longer and bring more Ice cream/toppings Mansour Moussavian $2,100 including cooler Serving plates, utensils Mansour Moussavian Plastic tablecloths Karen Emerzian Will get six red and six blue Ice/Ice chests Town Staff New hinges Refrigerator/freezer truck Town Staff Included Balloons Town Staff Temporary restrooms Town Staff Restroom cleaning/prep/janitor Town Staff Contracts for vendors and others Town Staff Trash/recycle/compost bins Town Staff Green Waste table/booth Town Staff Bull horn for game announcing Town Staff Don’t need Orange cones for games Town Staff Easels for event posters Town Staff Little League arrangements Town Staff Electrical extension cords Town Staff Keys for fields and rest rooms Town Staff Food catering approval and order Town Staff Final meal count to caterer Estimating attendance of 2,000 Fire dept participation in picnic Town Staff Sheriff participation in picnic Town Staff Arrange some security in view of recent events Irrigation of fields Town Staff No watering after Wednesday before Picnic Shade canopies, stage, table, chair, tablecloth rental Town Staff Event staff (Volunteer coord.)Will handle in next meeting Setup Cleanup Town Crew