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HomeMy WebLinkAboutMarch 28 1 Town of Los Altos Hills Community Relations Committee Meeting Minutes Tuesday, March 28, 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: Roger Burnell, Karen Emerzian, Mansour Moussavian, Michael Schoendorf, Roy Woolsey. Town Staff Liaison: Sarah Robustelli. 2. Introduction of Any Members of the Public Lana Einschlag attended the meeting with Karen Emerzian, and stated that she is interested in joining 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 February 28, 2017 Committee meeting were approved as drafted. 4. Review of Prior City Council Meetings Roy Woolsey circulated the original letter to the firefighters recognizing their participation for so many years in the Town Picnic. This letter, on Town letterhead, was approved by Council in its last meeting. Council also approved the Picnic proposal and budget as approved last month by the Committee. 5. Welcoming of Town Newcomers Roy Woolsey reported that there were 10 newcomer families for the month of February. Roy prepared and submitted to Town Hall address labels with these newcomer names. Karen Emerzian led a discussion of the newcomer welcoming letter, with a view to having it be less “stiff” and more friendly and welcoming. Karen circulated her proposed draft of the letter. The Committee made additional editorial comment on the letter that Roy will compile and attach the resulting draft to the meeting minutes. The draft letter will be further reviewed in the Committee meeting next month, and then Karen offered to take the lead on developing a follow-up letter that would be from the Committee to further welcome newcomers. 6. Los Altos Hills Town Picnic Roger Burnell completed the 2016 Town Picnic report. It will be copied and available for review and approval at the next Committee meeting. Sarah will coordinate with Neal Rayborn regarding potential classic car exhibitors and will then send out letters of invitation. Sarah reported that deposit checks are in the mail for the food concessionaire and for the pig races. She reported that costs could be reduced if “Mobile Rock” was used for inflatable and rock climbing attractions, and “Inflatable Adventures” used just for the train; the Committee concurred with these recommendations. Sarah will ask “Inflatable Adventures” if the tractors and be decorated in any way to look more like a train. Sarah has meal and ice cream tickets in storage, and will 2 bring them to the next meeting so we can determine if more tickets are needed. Sarah reported that the Parks and Recreation Committee plans a “What does my community want?” board in front of the meal service, for “voting” by residents just before they receive their lunch; Parks and Recreation Committee members may be able to collect meal tickets as well as encourage residents to participate in the polling. Sarah noted that the Town is acquiring a new portable public address system which should be quite effective; the Committee will use it at the Picnic rather than the band’s P.A. system. Roy Woolsey distributed copies of a draft 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. Comments were made on the memo; Roy will incorporate the comments and attach the memo to the meeting minutes. The memo will be reviewed at the next Committee meeting and then distributed, encouraging Committees to act on the memo in their May committee meetings. The Committee reviewed the "half sheet" Town Picnic flier and suggested a number of changes. Sarah will issue an updated draft and circulate it by e-mail to Committee members for final comment. The flier will then have to go to press before the next Committee meeting. The Committee reviewed and updated the checklist of picnic tasks, and the updated list is attached to these minutes. 9. Committee Contributions to “Our Town” Newsletter The Committee does not plan to make any “meet your neighbor” or other contribution to the next issue of “Our Town” newsletter, but might do so for an issue in the near future. 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 April, which is April 25, 2017. The meeting was adjourned at 9:05 PM. Minutes prepared by Roy Woolsey, March 29, 2016 and were approved unanimously on April 25, 2017. 3 Dear Neighbor, On behalf of the entire community, we welcome you to Los Altos Hills! Getting settled in a new place can be daunting, and Town Staff is here to help. If you have questions – they have answers. We’ve reserved a packet of useful, local information for you. This packet includes information on the Town’s website, a list of important phone numbers, a Town pathways map, current copies of the “Our Town” newsletter and the activity guide, the Chamber of Commerce Community Guide, a voter registration form, and other useful information. When convenient, come by Town Hall to pick up your packet. Our hours are: Monday-Friday, 8:00am to noon and 1:00pm to 5:00pm. If you are unable to visit Town Hall to pick up a packet, please phone Deborah Padovan, City Clerk at 650-941-7222 and ask for it to be mailed to you. Inasmuch as homes in the hills are far apart and people often don’t get to know their neighbors, one way to experience this new town of yours is to volunteer for a town committee made up of LAH residents. There are a dozen committees covering subjects from art to education to pathways; they provide input to the elected City Council on various areas of interest to residents. Further information and a membership application are included in your packet. Town residents are kept abreast of the many events open to them; details of these happenings are in the “Our Town” quarterly newsletter or on the web at www.losaltoshills.ca.gov. The Town Picnic is a particularly popular event, and is held the first Sunday each June. You are also cordially invited to attend any of our Council meetings. They are held monthly, typically on the third Thursday of the month. Town residents may address the Council on any item on the Agenda or make a presentation from the floor. As fellow residents of the Town, we look forward to meeting you. Please feel free to call upon any one of us, even if only to say “Hello”. Sincerely, 4 29 March 2017 DRAFT TO: Chair, Planning Commission Chairs, Town Standing Committees FROM: Roy Woolsey, Chair, Community Relations Committee SUBJECT: Town Picnic, June 4, 2017 The Community Relations Committee is organizing the twentieth annual Los Altos Hills Town Picnic for Sunday, June 4, from 12:30 PM to 4 PM at Purissima Park (the Little League Fields). You are invited to participate in the Town Picnic in a way appropriate to your commission or committee. You might want to set up a card table and your own umbrella or canopy for shade and distribute items such as pathway maps, information on emergency communications, or examples of native plants. You might want to conduct crafts or other activities of interest to children and/or adults. If you have computerized information and want to provide a computer and monitor, this equipment could be located in the shade of the dugout near the snack bar (an electric outlet is available in this dugout). The Community Relations Committee is planning to organize a table to recruit volunteers from our Town to join Town Standing Committees. The Committee will have available for distribution at this table copies of a “Join a Committee” flier that summarizes the responsibilities of each Committee and indicates the number of current openings on each Committee. Would your Committee be willing to offer one of your Committee members to staff this table for a half an hour during the Town Picnic, particularly if you have any vacancies on your committee? Please discuss the above with your committee in your May committee meeting. If you can help staff the table to recruit residents to volunteer for Town committees, which we certainly hope that your committee can do if it has any vacancies, please contact Sarah Robustelli at Town Hall, (650) 947-2518 or srobustelli@losaltoshills.ca.gov, or me at Roy@ WoolseyMail.com. 5 LOS ALTOS HILLS TOWN PICNIC SUBCOMMITTEE VOLUNTEER LIST 3/29/2017 Subcommittee Subcommittee Chair Status/Comments Picnic proposal and budget Roy Woolsey Approved by Council Flier content All Half-sheet flier content almost complete 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 Town will handle with Committee input. Event schedule, thank-you and announcement poster production Town Staff Committee to review templates which Sarah will bring to the next meeting. Coordination/communication with other Town committees Memo drafted; finalize at next mtg 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 Town’s new 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 Sarah will bring to next meeting Collecting meal tickets for food Parks and Rec Cmte? Sarah ask Parks & Rec, 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 can handle rather than Town Staff Committee name tags/ribbons Roy will ask Barbara Waldeck 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 Classic car invites to exhibit Neal Rayborn Classic car field arrangements Neal Rayborn 6 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 Wine Ron Knapp Lew Jamison, supervision 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 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 Nick French brings his own 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 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 Cleanup Crew/Janitorial Svc.