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HomeMy WebLinkAboutMay 231 Town of Los Altos Hills Community Relations Committee Meeting Minutes Tuesday, May 23, 2017 Parks and Recreation Building 1.Roll Call; Committee Membership The meeting was called to order promptly at 7:31 PM by Chairman, Roy Woolsey. Present: Roger Burnell, Barbara Cannon, Lana Einschlag, Karen Emerzian, Mansour Moussavian, Michael Schoendorf, Roy Woolsey. Associate members: Ron Knapp, Neal Rayborn. Town Staff Liaison: Sarah Robustelli. Council Liaison: Courtenay Corrigan. Lana Einschlag was introduced as the newest member of the Committee; her membership on the Committee was approved by Council in its May meeting. 2.Introduction of Any Members of the Public Kjell Karlsson attended the meeting and made occasional comments regarding the Town Picnic. 3.Review of Prior Committee Meeting Minutes The minutes of the April 25, 2017 Committee meeting were approved as drafted. 4.Review of Prior City Council Meetings Courtenay Corrigan reported that nothing of significance for the Community Relations Committee occurred in the last City Council Meeting, other than the approval of Lana as a Committee member. 5.Welcoming of Town Newcomers Roy Woolsey reported that he provided mailing labels for eleven new families, four newcomer families for the month of March and seven for the month of April, and that City Clerk Deborah Padovan said these newcomers will receive copies of the welcoming letter approved by the Committee in its last meeting. Karen Emerzian will take the lead on drafting a second welcoming letter which would be sent by the Committee to newcomers a couple of months after the letter from the City Council, and the Committee will consider that letter at a forthcoming meeting. 6.Los Altos Hills Town Picnic Most of the meeting was devoted to a detailed discussion of the Town Picnic. Neal Rayborn reviewed details of the classic car show. Although 32 cars are signed up at the moment, Neal expects a total of 45 to 50 cars at the event. The importance of coordination of the car show awards was discussed, including completing the judging, getting the award certificates inscribed with the winners’ names and getting the winners available for the awards, and Neal said he would find one of his car show volunteers to handle this important matter. Sarah Robustelli reviewed arrangements with food concessionaire and entertainment. A total of 1,298 people have preregistered for the picnic, but less seem to preregister by ten days before the picnic as in years past; it will be difficult to project the attendance from this information, and food has been ordered for 2,000 people. Sarah will contact subcommittee chairs this Friday and next Wednesday with 2 names and contact information for volunteers for registration, beverages, ice cream, etc. She also has names of those who are attending the Picnic for the first time and newcomers to Town; she will color- code those names on printed registration sheets and registration volunteers will put names of these two categories on cards which can then be drawn out of the hat for the two prizes. Courtenay volunteered to draw the names out of the hat during the announcements at the Picnic. The Town’s 10’ x 10’ pop-up canopy will be available for the table promoting committee membership that Michael Schoendorf will organize. Roy reported that the Parks and Recreation Committee chair referred him to Ingrid Sperow of that Committee who volunteers to help with the table; Michael will contact her directly. Sarah will bring at least a hundred copies of the Town’s “Join a Committee” flier that lists all of the Town Standing Committees, their charges and duties, and their number of vacancies. The checklist of picnic tasks was discussed in great detail; an updated copy of that list is attached to these minutes. Sarah circulated a list for Committee members to update their cellphone numbers, that Committee members can use during the picnic to contact others as necessary. Roy asked that subcommittee chairs try to have reports of their areas ready before the next Committee meeting and Roy will put them together into a first draft of a Picnic Report for discussion at the next meeting. 7.Support for Public Art Committee’s May 25, 2017 Event. Roger Burnell led a discussion of the Public Art Committees special event for the dedication of the sculpture “Blue”. Sarah Robustelli said the Town as a special committee fund which could spend up to $400 for refreshments and other expenses for the event. Copies of the press release for the event were available at the meeting, and Roger encouraged all Committee members to attend. 8.Additional Items or Contributions from Committee Members. Ron Knapp mentioned the Foothill College lecture by Andrew Fraknoi on May 24, 2017 regarding the August 21, 2017 total solar eclipse. This lecture might be of interest to Committee members because the Committee had earlier discussed the possibility of arranging a Town Event at Foothill where he would lecture. 9.Date for Next Meeting and Adjournment The next meeting will be the fourth Tuesday in June, which is June 27, 2017. The Committee will likely not meet in July or August, and that decision will be finalized in the June meeting. Roy Woolsey said that in the first Committee meeting after July 1, 2017, the Committee needs to choose new officers, president, vice president and secretary. The meeting was adjourned at 9:15 PM. Minutes prepared by Roy Woolsey, May 24, 2017 3 LOS ALTOS HILLS TOWN PICNIC SUBCOMMITTEE VOLUNTEER LIST 5/23/2017 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 last month “Our Town” article/press release Roy Woolsey Published in March “Our Town” Town Web Site publicity Town Staff Publicity banners Town Staff/Crew Displayed at entrances to Town Date inserts for banners Town Staff Displayed at entrances to Town Development of event schedule, thank-you, announcement posters Town Staff Discussed and approved in Committee meeting with minor revisions Poster production Town Staff Coordination/communication with other Town committees Approved by committee Deborah Padovan distributed to committee chairs Table to promote committees Michael Schoendorf Michael’s wife will decorate the table Reminder automated phone calls Town Staff Will be done Friday afternoon before picnic Program/announcements Roy Roger on travel on June 4 P A System Town Staff Rented PA system, full time person: $1,500 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 Karen has tickets from staff Collecting meal tickets for food Youth Commission Courtenay has cookie jars for collected tix 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 look for better (cloth) name tags Committee name tags/ribbons Barbara Waldeck Roy provided list of names for tags Newcomer/ 1st timer recognition Courtenay Will ask Fremont Hls Club for donations Entertainer/entertainment Contract: Staff Pig races Magician N/A Pig races instead of magician this year Train people can ride Town Staff Inflatable games Town Staff Contract with “Mobile Rock” this year Contest games Nick French Prizes for games Nick French Dollar store prizes Pony Rides Town Staff Face Painting Town Staff Switched vendors, cost $175 vs $400 last yr 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 mailed 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 Nick French Nick will find volunteer to coordinate High School robotics teams Youth Commission Need ladder to put up “Robotics” sign Band/musical entertainment Ron Knapp Element Band confirmed, same price Model (Lionel) trains Town Staff Sarah contacted train club Volleyball N/A Not done in recent years Beer Ron Knapp Strike brewing, 6 kegs, will bring equipment Wine and sangria Ron/Lew Jamison Barbara and Nena Fri PM Sangria prep Soft drinks Ron Knapp Wants Y.C. help Sun morning to unload 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 Karen Emerzian Will get 5 red and 5 blue 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 Nick French Nick French brings his own Orange cones for games Nick French Nick French brings his own 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 3:30 PM Jun 3 for field layout/setup Cleanup Crew/Janitorial Svc.