Loading...
HomeMy WebLinkAboutMay 221 Town of Los Altos Hills Community Relations Committee Meeting Minutes Tuesday, May 22, 2018 Parks and Recreation Building 1.Roll Call; Committee Membership The meeting was called to order at 7:29 PM by Chairman, Roy Woolsey. Present: Roger Burnell, Dennis Duffy, Lana Einschlag, Karen Emerzian, Lew Jamison, Nena Price, Michael Schoendorf, Roy Woolsey. Associate members, Barbara Cannon, Ron Knapp, Neal Rayborn. Town Staff: Sarah Robustelli. Councilmember: Michelle Wu. 2.Introduction of Any Members of the Public Steve Kelem attended the meeting and spoke about the Community Emergency Response Team (CERT) program in connection with agenda items 4 and 7. 3.Review and Approval of Prior Committee Meeting Minutes The minutes of the April 24, 2018 meeting were approved as drafted. 4.Discussion of Reactivation of Neighborhood Network Program Dennis Duffy led a discussion regarding the possibility of reactivation of the neighborhood network program, originated in 2009 by then Committee-member Joan Sherlock. The original program served for neighbors to get to know each other as well as for dealing with emergencies in Town. The Town was divided up into many zones, and Dennis showed a large map of the zones in Town. Next Door was discussed, as it provides functions related to neighborhood communication and getting to know neighbors. Steve Kelem described the CERT program, including the desirability of revitalizing it after Mike Sanders left, and said the neighborhood network was useful both for communications and organization. After some discussion regarding whether the Committee should be involved in a reactivation of the program, it was agreed that the discussion would continue next month, centering around both the CERT and social aspects of the neighborhood network program, and that Kathy Evans of the Parks and Recreation Committee would be invited to the Committee meeting next month to join this discussion. Meanwhile, members should consider what role the Committee should play in any reactivation. 5.Review of Prior City Council Meetings. Councilmember Michelle Wu briefly summarized recent Council actions applicable to the Committee; the Picnic proposal and budget was approved by Council. 6.Welcoming of Town Newcomers Roy Woolsey reported that since the last meeting, mailing labels were prepared and sent to Town Hall as follows: 12 newcomers for April for the first letter from Council, and 8 newcomers for January for the second welcoming letter from the Committee. 2 7.Los Altos Hills Town Picnic Neal Rayborn led a discussion of planning for the classic car show. Neal expects approximately forty cars, with a focus on classic cars owned by Los Altos Hills residents. The sheriff’s helicopter expects to be present at the Picnic, and it was agreed that the helicopter should try to arrive by 10 AM, and must be there by 11 AM or it should perhaps not come at all, since it raises large amounts of dust that would get on the adjacent classic cars at the car show. Since the helicopter is effectively on call and may have to depart during the picnic, raising dust on the classic cars, whether or not to have the helicopter at future picnics should be considered by the Committee before any future Picnic is held. Sarah Robustelli distributed paper copes of her proposed Picnic schedule and map. After brief review and discussion, the Committee approved the schedule and map. Councilmember Michelle Wu discussed adding content to the Town Picnic from the Ad Hoc Committee on Emerging Technology, including having residents bring their smart gadgets for display on a table the Committee that would be set up in the area of tables for committees in Town. Michelle is involved with Waymo driverless cars, and discussed an on-line survey for modern gadgets. The Committee agreed that the Emerging Technology Committee is certainly welcome to have a table at the Picnic, and that at this late stage the Committee needs to count on any Picnic activities on this topic being handled by the members of the Emerging Technology Committee and other residents that Committee may recruit to help. Steve Kelem discussed the demonstrations that CERT people would like to have at the Picnic – demonstrations at 1:30, 2:30 and 3:30 PM, two of fire extinguisher operation and one of quick medical procedures. Steve showed a brochure and described what he had in mind for the fire extinguisher operation demonstrations, which would involve having a controlled fire in an area that would be supervised by the fire department. Concern about residents’ safety was expressed by a number of members of the Committee, and it was agreed that the fire department would need to determine that a dirt area such as near home plate was large enough and could be cordoned off effectively enough to provide for residents’ safety. Roger Burnell moved that Chairman Roy Woolsey be appointed to handle these matters with the fire department, and allow the demonstration to proceed only if the fire department is satisfied the demonstration can be safely conducted. The motion was seconded and passed unanimously. It was agreed that the times of the demonstrations should be adjusted to fit more closely in with the schedule for the rest of the picnic, and that 1:45, 2:45 and 3:15 PM would be better times for the demonstrations. Sarah Robustelli will see if a line with this information could be added to the Picnic Schedule. The subcommittee volunteer list was reviewed in detail, and updated as shown on the following pages of these minutes. Sarah displayed a nice large “lost and found” poster which will be on display at the registration booth. Sarah will have some large “NO Dogs” signs made up for placing at entrances to the Picnic. 8.Additional Items or Contributions from Committee Members None. 9.Date for Next Meeting and Adjournment The next meeting will be the fourth Tuesday in June, which is June 26, 2018. This will be an important meeting to review the Picnic while it is fresh on Committee member’s minds, as well as continue the discussion of the neighborhood network program. Committee members should try to get their contributions to the Picnic report submitted to Roy Woolsey before this meeting, and Roy will put together a draft report for review in the meeting. The meeting was adjourned at 9:01 PM. Minutes prepared by Roy Woolsey, May 23, 2018 3 LOS ALTOS HILLS TOWN PICNIC SUBCOMMITTEE VOLUNTEER LIST 5/22/2018 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, “Our Town” received by residents Town Web Site publicity Town Staff On-line registration opened on 4/23/18 Publicity banners Town Staff Up around Town Date inserts for banners Town Staff Received by Town staff; included in banners Development of event schedule, thank-you, announcement posters All Reviewed and approved by Committee; Sarah will put on Next Door right away Poster production Town Staff To be completed after any CERT edit 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 Sarah showed a nice large poster of committees Reminder automated e-mails Town Staff Text through Nixle rather than automated calls Program/announcements Roy Woolsey Roy will welcome; Neal handle car show awards P A System Confirmed Pre registration Town Staff 1370 registrations as of 5/22/18 Printed reg lists for on-site reg Town Staff Sarah will produce on Friday 6/1/18 Alphabet signs for reg tables Town Staff Sarah will provide Registration tables and materials Karen Emerzian With support from Sarah Meal and ice cream tickets Karen Emerzian In hand Collecting meal tickets for food Concessionaire confirmed to collect tickets Signs indicating ice cream flavors Town Staff Sarah has signs and aprons Location/layout of events Finalized in Picnic map Stick-on name tags and pens Karen Emerzian With support from Sarah Committee name tags/ribbons Mee will handle Newcomer/ 1st timer recognition Sarah showed nice newcomer and 1st time tags Entertainer/entertainment Roger Burnell Pirate Roger Burnell Pirate may want $300 more; Roger to call pirate Train from field 2 to field 1 Town Staff Need two stations and sign from Town storage Inflatable games Town Staff Ok per Sarah Contest games Nick French $300 allowance; may go over Prizes for games Nick French Ok per Sarah Pony Rides / petting zoo Town Staff Confirmed Face Painting Town Staff Ok per Sarah Game/contest announcer Nick French Ok per Sarah Stage and canopy at car show Town Staff Part of rental order 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 ordered, ask Duffy Price re calligraphy Coordination of car show awards Neal Rayborn Chris to coordinate; awards at 2:30 PM program 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 Complete Wine Ron Knapp Complete; no sangria this year per cmte vote Soft drinks Ron Knapp Will get at Memorial Day sales Serving glasses Ron Knapp Complete Water from Water District Town Staff Sarah contacted to stay longer and bring more Ice cream/toppings Mansour Moussavian $2,100 including cooler Serving plates, utensils Mansour Moussavian Plastic tablecloths Karen Emerzian Have six red and six blue Ice/Ice chests Town Staff New hinges Refrigerator/freezer truck Town Staff Included Balloons Town Staff Ok per Sarah Temporary restrooms Town Staff Ok per Sarah Restroom cleaning/prep/janitor Town Staff Ok per Sarah Contracts for vendors and others Town Staff Ok per Sarah Trash/recycle/compost bins Town Staff Ok per Sarah Green Waste table/booth Town Staff Ok per Sarah Bull horn for game announcing Town Staff Don’t need Orange cones for games Town Staff Ok per Sarah Easels for event posters Town Staff Ok per Sarah Little League arrangements Town Staff Ok per Sarah Electrical extension cords Town Staff Ok per Sarah Keys for fields and rest rooms Town Staff Ok per Sarah Food catering approval and order Town Staff Ok per Sarah Final meal count to caterer Estimating attendance of 2,000 Fire dept participation in picnic Town Staff Ok per Sarah 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 Rented; delivered around 2 PM 6/2/18 Event staff (Volunteer coord.)Sarah distributed volunteer names/phone nos Setup Sarah will text 6/2/18 meeting time on fields Cleanup Town Crew