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HomeMy WebLinkAboutFebruary 281 Town of Los Altos Hills Community Relations Committee Meeting Minutes Tuesday, February 28, 2017 Parks and Recreation Building 1.Roll Call; Committee Membership The meeting was called to order promptly at 7:30 PM by Chairman, Roy Woolsey. Present: Roger Burnell, Karen Emerzian, Nena Price, Michael Schoendorf, Roy Woolsey. The Committee unanimously approved Lew Jamison as an associate member of the Committee; Lew had indicated a desire to change from a full to associate member. 2.Introduction of Any Members of the Public. None present. 3.Review of Prior Committee Meeting Minutes The minutes of the January 24, 2017 Committee meeting were approved as drafted. 4.Review of Prior City Council Meetings. No report. 5.Welcoming of Town Newcomers Roy Woolsey reported that there were 14 newcomer families in the past three months, two in November, four in December and eight in January. Roy prepared and submitted to Town Hall address labels with these 14 newcomer names. The Committee reviewed the “Join a Committee” flier in the newcomer packet, and found it doesn't reflect deletion of Traffic Safety Committee or Water Conservation Committee, addition of Public Art Committee, correct meeting time of Community Relations Committee, etc. After the meeting Roy reported these items to Town Hall, which provided a draft of an updated flier. It was suggested that the newcomer packet include membership information from the Hills Club and Newcomers Club; Roy will investigate the matter with these clubs. The Committee agreed to have a committee recruitment table at the Town Picnic, which would involve adding a table and a few chairs to the Picnic rental order, and to have copies of the “Join a Committee” flier at the table. Roy will contact other committee chairs to encourage their help in staffing such a table. 6.Special Event at Stanford Roger Burnell reported on his contact with a Stanford architect regarding the proposed special event at Stanford. Stanford does not have a central office for such visits, but the Stanford architect had some suggestions, including that the event might be held in two segments two years apart. Roger recommended that the event proceed next year rather than this year. 7.Los Altos Hills Town Picnic Roger Burnell will get a copy of Sarah Robustelli’s 2016 Town Picnic discussion from Roy Woolsey, and then complete the 2016 Town Picnic Report. 2 Neal Rayborn will take the lead on handling the Classic Car show. He will review last year’s attendees and verify those still able to make the show. Sarah Robustelli will then send out letters of invitation. Neal believes he has enough help from other “car people” to put together the car show. The Committee approved the concept of the "half sheet" Town Picnic flier. Unless the post office can deliver unaddressed mail, however, the card needs to be redesigned to have an area for printing the delivery address for each resident in Town. As part of this redesign, the request to volunteer for a 30 - 60 minute shift should be moved to the left to make space for a box in the lower right corner which includes the words: “Special prize drawing for first timers.” The "lunch" description under "Picnic Highlights" is confusing and needs to be rewritten. The "Picnic is for LAH residents only" needs to be put in a bolder or larger font. The Picnic proposal and budget were approved with the new face painter for $175 and with the pig races at $3,000 and video game theater, and without a magician or clown at the Picnic. Per Council Liaison Courtenay Corrigan, the proposal and budget will be agendized as a "council initiated item" for discussion and approval at the next City Council meeting. The Committee reviewed and updated the checklist of picnic tasks, and the updated list is attached to these minutes. Several key subcommittees still need to be staffed. The robot clubs might become more of an attraction by encouraging competition among them at the Picnic. Since the current “Our Town” newsletter and activity guide both feature the past contributions of the firefighters to the Town Picnics, Roy drafted a “thank you” letter to the firefighters including copies of these publications. The letter references the firefighter’s union, since the union organized the barbecues. The Town resolution on Standing Committees requires that this letter if on Town letterhead needs to be approved by Council so it will be agendized under the consent calendar for the next Council meeting. 8.Review and Discussion of Committee Charges and Duties The Committee completed its discussion of its charges and duties, agreeing that its charges and duties are consistent with the Town’s General Plan and should remain unchanged. Involvement with the “Our Town” newsletter could include contributing “meet your neighbor” or “up close and personal” articles on town residents. Even though the Committee believes that the Committee’s charges and duties should not be changed at the present time, the Committee agreed that two items might be considered in the future that could give rise for changes in the Committee’s charges and duties: (1) involvement in the function of mediation, and (2) consideration of the approach to community relations of other towns in the Bay Area. 9.Additional Items or Contributions from Committee Members. None. 10.Date for Next Meeting and Adjournment The next meeting will be the fourth Tuesday in March, which is March 28, 2017. The meeting was adjourned at 9:17 PM. Minutes prepared by Roy Woolsey, March 6, 2016 3 LOS ALTOS HILLS TOWN PICNIC SUBCOMMITTEE VOLUNTEER LIST 3/6/2017 Subcommittee Subcommittee Chair Status/Comments Picnic proposal and budget Roy Woolsey Committee approved; submitted to Council Flier content All Committee approved half-sheet flier Flier printing/mailing Town Staff “Our Town” article/press release Roy Woolsey Published in March “Our Town” Town Web Site publicity Town Staff Publicity banners Town Staff/Crew Date inserts for banners Town Staff Development of event schedule, thank-you, announcement posters Town Staff Confirm with Sarah that Town will handle with Committee input. Event schedule, thank-you and announcement poster production Town Staff Coordination/communication with other Town committees At Mayor meeting with committee chairs Reminder automated phone calls Town Staff Program/announcements Roy / Roger P A System Ron Knapp Use band’s P.A. system Pre registration Town Staff Printed reg lists for on-site reg Town Staff Alphabet signs for reg tables Storage Registration tables and materials Karen Emerzian Meal and ice cream tickets Storage Collecting meal tickets for food Sarah ask youth commission to handle? Signs indicating ice cream flavors Staff prepare after flavors selected? Location/layout of events All Stick-on name tags and pens Karen Emerzian Karen can handle rather than Town Staff Committee name tags/ribbons Karen will ask Barbara Waldeck Recognition for newcomers Have a dinner for two prize? Entertainer/entertainment Pig races Magician N/A Pig races instead of magician this year Train people can ride Town Staff Inflatable games Town Staff Contest games Nick French Check for Nick’s availability Prizes for games Dollar store prizes? Pony Rides Town Staff Face Painting Town Staff Game/contest announcer Nick French in recent past Classic car invites to exhibit Neal Rayborn Classic car field arrangements Neal Rayborn 4 Classic car judging Car show awards Coordinate with Duffy Price’s daughter Coordination of car show awards High School robotics teams Staff/Youth Comm Band/musical entertainment Ron Knapp Model (Lionel) trains Town Staff Volleyball N/A Not done in recent years Beer Ron Knapp Wine Ron Knapp Lew Jamison, Supervision Soft drinks Ron Knapp Serving glasses Ron Knapp Water from Water District Town Staff Ice cream/toppings Serving plates, utensils Caterer Plastic tablecloths Ice/Ice chests In storage Refrigerator/freezer truck Balloons Temporary restrooms Town Staff Restroom cleaning/prep/janitor Town Staff Contracts for vendors and others Staff after Committee approval of vendors Trash/recycle/compost bins Town Staff Green Waste table/booth Town Staff Bull horn for game announcing Staff get from storage In storage; be sure batteries are good Orange cones for games Town Staff And games coordinator 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 Town Staff Committee approved quotation Food catering order once app’vd Town Staff Final meal count to caterer Town Staff 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 Crew/Janitorial Svc. 5