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HomeMy WebLinkAboutMarch 271 Town of Los Altos Hills Community Relations Committee Meeting Minutes Tuesday, March 27, 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: Roger Burnell, Lana Einschlag, Karen Emerzian, Lew Jamison, Nena Price, Roy Woolsey. Town Staff: Sarah Robustelli. 2.Introduction of Any Members of the Public Kjell Karlsson, who participated in some of the discussion. 3.Review and Approval of Prior Committee Meeting Minutes The minutes of the February 27, 2018 meeting were approved as drafted. 4.Discussion of Reactivation of Neighborhood Network Program Sarah Robustelli reported that the Parks and Recreation Committee is considering work with the Neighborhood Network Program. This item was continued to the next Committee meeting when hopefully Dennis Duffy can be present and give a report. 5.Clarification of Last Month’s Motion on Committee Meeting Attendance Lew Jamison described his proposal for the Town resolution on standing committees to be amended to include an “injured reserve” status: If a member has scheduled surgery and will be out for an extended recuperation period, that person should not be forced to convert to associate membership because of his medical situation. Rather, it would make sense to have something like an "injured reserve" where the person is temporarily dropped from membership for determining quorum count, and then can return after becoming healthy again. There might be other circumstances that could lead to a similar situation -- such as a significant amount of required business travel causing a person to miss three consecutive meetings. Roy reported that City Clerk Deborah Padovan expects Mayor John Radford and Council Liaison Courtenay Corrigan to be considering revision to the Town resolution on standing committees, and that this “injured reserve” matter might be considered as part of that review. The Committee agreed to continue this item and discuss it further in the context of an amended standing committee resolution. 6.Review of Prior City Council Meetings. No report. 7.Welcoming of Town Newcomers Roy Woolsey reported that since the November meeting, mailing labels were prepared and sent to Town Hall as follows: 18 October/November newcomers, 11 December newcomers and 8 January newcomers, for the first letter from Council, and 18 September and 18 October/November newcomers, for the second welcoming letter from the Committee. Roy also reported that 10 newcomers for February will be combined with March 2 newcomers, with mailing labels for both months sent to Town Hall in early April. At the next meeting Roy will report how many newcomer packets are picked up from Town Hall or mailed out by Town Hall. 8.Los Altos Hills Town Picnic Sarah Robustelli announced that she would soon be sending out a blast to potential exhibitors in the Classic Car show. The food menu was discussed, and Roger Burnell noted that there is now a veggie burger which tastes so much like one with meat that people simply cannot tell the difference. It was reported that the pirate, the band, train and inflatable attractions are all arranged. The memo to other Standing Committees encouraging their participation in the Town Picnic was approved after making one typographical correction. Roy will see that City Clerk Deborah Padovan distributes the memo. Sarah Robustelli distributed a draft of the Town Picnic flier, which was discussed and certain corrections noted. Sarah said she would update the draft and send it out to Committee members for further review. It was moved, seconded and passed unanimously that members should comment on the updated draft, submit comments to Sarah, and then Sarah would be authorized to proceed with printing of the flier. The picnic proposal and budget approved last meeting was discussed to be sure changes were correctly included; Roy said he would forward the approved proposal and budget to the City Clerk for inclusion in the consent calendar of the next Council meeting. Karen Emerzian volunteered to be chair of the registration subcommittee, Nick French to handle games, Ron Knapp to be chair of the beverage subcommittee, and Mansour Moussavian to be chair of the ice cream/dessert subcommittee. The subcommittee volunteer list was then reviewed in detail, and updated as shown on the following pages of these minutes. During the review, it was moved, seconded and passed unanimously to given first time newcomers recognition by ordering some newcomer tags which would stick on and attach to the regular nametags. Roy Woolsey noted the April 2, 2018 deadline for newsletter articles for the next issue of the “Our Town” newsletter. It was agreed that the next issue should have an article about the Town Picnic. Sarah said she would gather a draft together and circulate it for review, with comments to go to Roy. Roy would then compile any comments, edit the draft as appropriate and forward to the newsletter editor and City Clerk. 9.Discussion of Additional Possible Events This item was continued until after the Town Picnic. 10.Additional Items or Contributions from Committee Members The Committee’s participation in the April 15th Earth Day event at Westwind Barn was discussed. Sarah will arrange for a Committee table and will bring copies of the “Join a Committee” flier to encourage Earth Day visitors who are Town residents to join a Town Standing Committee. Lew Jamison volunteered to coordinate staffing the table. Those Committee members who are able to participate should coordinate with Lew regarding staffing of the Committee table. 11.Date for Next Meeting and Adjournment The next meeting will be the fourth Tuesday in April, which is April 24, 2018. The meeting was adjourned at 8:42 PM. Minutes prepared by Roy Woolsey, April 1, 2018 3 LOS ALTOS HILLS TOWN PICNIC SUBCOMMITTEE VOLUNTEER LIST 3/27/2018 Subcommittee Subcommittee Chair Status/Comments Picnic proposal and budget Approved and submitted to Council Flier content Reviewed by Committee; almost final Flier printing/mailing Town Staff “Our Town” article/press release Committee will review and comment Town Web Site publicity Town Staff Publicity banners Town Staff Date inserts for banners Town Staff Ordered Development of event schedule, thank-you, announcement posters All Poster production Town Staff Coordination/communication with other Town committees Memo to committees approved ; to be circulated by City Clerk Table to promote committees Michael? Dennis? Kjell may help Reminder automated e-mails Town Staff Text through Nixle Program/announcements P A System Roy to e-mail Carl & John Radford Pre registration Town Staff 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 Dennis plus two assistants? Signs indicating ice cream flavors Location/layout of events Stick-on name tags and pens Karen Emerzian With support from Sarah Committee name tags/ribbons Sarah will ask Barbara Waldeck 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 Prizes for games Nick French Pony Rides 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 4 Classic car field arrangements Neal Rayborn Classic car judging Neal Rayborn Car show awards Neal Rayborn Coordination of car show awards Neal Rayborn High School robotics teams Youth Commission Band/musical entertainment Ron Knapp Model (Lionel) trains Town Staff Beer Ron Knapp Wine and sangria Ron Knapp Sangria? Soft drinks Ron Knapp Serving glasses Ron Knapp Water from Water District Town Staff Ice cream/toppings Mansour Moussavian Serving plates, utensils Mansour Moussavian Plastic tablecloths Karen Emerzian Ice/Ice chests Town Staff Refrigerator/freezer truck Town Staff 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 Plus P.A. system 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 Fire dept participation in picnic Town Staff Sheriff participation in picnic Town Staff Irrigation of fields Town Staff Shade canopies, stage, table, chair, tablecloth rental Town Staff Event staff (Volunteer coord.) Setup Cleanup Town Crew