HomeMy WebLinkAboutApril 25
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Town of Los Altos Hills
Community Relations Committee
Meeting Minutes
Tuesday, April 25, 2017
Parks and Recreation Building
1. Roll Call; Committee Membership
The meeting was called to order promptly at 7:32 PM by Chairman, Roy Woolsey. Present: Karen
Emerzian, Mansour Moussavian, Nena Price, Michael Schoendorf, Roy Woolsey. Associate members:
Ron Knapp, Neal Rayborn. Town Staff Liaison: Sarah Robustelli. Council Liaison: Courtenay Corrigan.
2. Introduction of Any Members of the Public
Lana Einschlag attended the meeting with Karen Emerzian, and stated that she has applied for
membership in the Committee. She was introduced to all members of the Committee in attendance at the
meeting.
3. Review of Prior Committee Meeting Minutes
The minutes of the March 28, 2017 Committee meeting were approved as drafted.
4. Review of Prior City Council Meetings
Courtenay Corrigan reported that the Committee’s Town Picnic budget was approved, and that there
are not term limits on Committee members with the vacancies we have on the Committee. Courtenay
believes the Community Relations Committee should not turn away any interested and qualified
volunteers.
5. Welcoming of Town Newcomers
Roy Woolsey reported that there were just four newcomer families for the month of March, which he
will include with mailing labels for April in a submission to Town Hall.
Karen Emerzian led a discussion of the newcomer welcoming letter. The draft included in the March
minutes was approved without further change. Roy Woolsey will so inform City Clerk Deborah
Padovan.
6. Los Altos Hills Town Picnic
The 2016 Town Picnic report compiled by Roger Burnell and distributed prior to the meeting was
approved without further change.
Neal Rayborn reported regarding the classic car show. Last year there were 44 exhibitors and this
year there may be as many as 50. Neal will get the list of exhibitors to Sarah, who will issue letters of
invitation.
Sarah Robustelli reported that deposits, contracts and arrangements are in place with the various
vendors, including the game truck, inflatables, train, petting zoo, and pony rides. Roy Woolsey reported
on his contact with the Lionel train club, and Sarah will follow up. The Youth Commission will set up a
chart near the beginning of the food service. Sarah is researching more powerful public address systems
in response to the Mayor’s request that Town residents be able to hear announcements at the Picnic.
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The Committee reviewed the memo to other committees, inviting them to organize a table regarding
their committee at the Picnic and inviting them to help staff a Community Relations Table encouraging
residents to volunteer for a Town committee. The draft included in the March minutes was approved
without further change. Roy Woolsey will ask City Clerk Deborah Padovan to distribute the memo to the
addressees as soon as possible.
The Committee reviewed in detail and updated the checklist of picnic tasks, and the updated list is
attached to these minutes.
7. Committee Contributions to “Our Town” Newsletter. None.
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 May, which is May 23, 2017. The meeting was
adjourned at 9:20 PM.
Minutes prepared by Roy Woolsey, May 14, 2017
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LOS ALTOS HILLS TOWN PICNIC SUBCOMMITTEE VOLUNTEER LIST 4/25/2017
Subcommittee Subcommittee Chair Status/Comments
Picnic proposal and budget Roy Woolsey Approved by Council
Flier content All Approved by Committee and Town staff
Flier printing/mailing Town Staff Mailed the day before the CRC meeting
“Our Town” article/press release Roy Woolsey Published in March “Our Town”
Town Web Site publicity Town Staff
Publicity banners Town Staff/Crew Publicity banners with date inserts will go
Date inserts for banners Town Staff up in Town approx 3 wks before picnic
Development of event schedule,
thank-you, announcement posters
Town Staff Town will handle with Committee input
Poster production Town Staff Committee to review Sarah’s templates
Coordination/communication with
other Town committees
Approved by
committee
Deborah Padovan will distribute to
committee chairs
Table to promote committees Michael Schoendorf Michael’s wife will decorate the table
Reminder automated phone calls Town Staff
Program/announcements Roy / Roger Some chance Roger on travel on June 4
P A System Town Staff Use P.A. system arranged by Town staff
Pre registration Town Staff
Printed reg lists for on-site reg Town Staff Stones should be used for paperweights
Alphabet signs for reg tables Storage
Registration tables and materials Karen Emerzian
Meal and ice cream tickets Storage Sarah brought tickets to meeting
Collecting meal tickets for food Youth Commssion? Sarah ask Youth Commission
Signs indicating ice cream flavors Staff/storage Staff prepare after flavors selected
Location/layout of events All
Stick-on name tags and pens Karen Emerzian Karen will handle rather than Town Staff
Committee name tags/ribbons Barbara Waldeck Roy to provide list of names for tags
Newcomer/ 1st timer recognition Roger Burnell Roger will ask for two restaurant donations
Entertainer/entertainment Contract: Staff Pig races
Magician N/A Pig races instead of magician this year
Train people can ride Town Staff Sarah ask vendor about decorating train
Inflatable games Town Staff Contract with “Mobile Rock” this year
Contest games Nick French Karen said Nick will do
Prizes for games Nick French Dollar store prizes
Pony Rides Town Staff
Face Painting Town Staff
Game/contest announcer Nick French
Stage and canopy at car show Town Staff 12’ x 16’ stage and 20’ x 20’ canopy
Classic car invites to exhibit Neal Rayborn Sarah will mail letters to Neal’s list
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Classic car field arrangements Neal Rayborn Sarah provide paint, ABCD signs, exh. list
Classic car judging Same as prior years Mayor, City Mgr, City Clerk
Car show awards Coordinate with Duffy Price’s daughter
Coordination of car show awards Need volunteer to coordinate awards
High School robotics teams Staff/Youth Comm Need ladder to put up “Robotics” sign
Band/musical entertainment Ron Knapp Element Band confirmed, same price
Model (Lionel) trains Town Staff Sarah will contact train club
Volleyball N/A Not done in recent years
Beer Ron Knapp Strike brewing, will bring own equipment
Wine and sangria Ron/Lew Jamison Barbara and Nena Noon Fri Sangria prep
Soft drinks Ron Knapp
Serving glasses Ron Knapp
Water from Water District Town Staff Ask Water District to stay until 4 PM
Ice cream/toppings Mansour
Serving plates, utensils Caterer
Plastic tablecloths Town Staff
Ice/Ice chests Town crew/Mansour In storage
Refrigerator/freezer truck Town crew/Mansour
Balloons Town Staff
Temporary restrooms Town Staff
Restroom cleaning/prep/janitor Town Staff
Contracts for vendors and others Town Staff Contracts/deposits in place
Trash/recycle/compost bins Town Staff
Green Waste table/booth Town Staff
Bull horn for game announcing Staff get from storage Nick French brings his own
Orange cones for games Staff/games coord.
Easels for event posters Town Staff
Little League arrangements Town Staff
Electrical extension cords Town Crew
Keys for fields and rest rooms Town Staff
Food catering approval and order Town Staff Committee approved order
Final meal count to caterer Town Staff
Fire dept participation in picnic Town Staff
Sheriff participation in picnic Town Staff Sarah will ask about helicopter
Irrigation of fields Town Staff
Shade canopies, stage, table,
chair, tablecloth rental
Town Staff Same stage configuration for band as last
year; 40’x80’ canopy further from stage
Event staff (Volunteer coord.) Each sub-chair Sub-chairs will call their volunteers
Setup Sarah will arrange Jun 3 time for field setup
Cleanup Crew/Janitorial Svc.