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HomeMy WebLinkAboutApril 25 1 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. 2 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 3 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 4 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.