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HomeMy WebLinkAboutMinutes 2017-08-09 @8:30am MINUTES coo soy SPECIAL MEETING 0 "' COMMUNITY OUTREACH , STANDING COMMITTEE �4iFoo- OF THE CITY OF SOUTH SAN FRANCISCO P.O. Box 711 (City Hall, 400 Grand Avenue) South San Francisco, California 94083 Meeting to be held at: CITY HALL, CITY MANAGER'S CONFERENCE ROOM 400 GRAND AVENUE SOUTH SAN FRANCISCO, CA WEDNESDAY, AUGUST 9, 2017 8:30 a.m. Call to Order. Time: 8:35 a.m. Roll Call. PRESENT: Councilmember Matsumoto and Councilmember Garbarino STAFF PRESENT: Mike Futrell, City Manager; Sheri Boles, Management Analyst II, Jess Magallanes, Deputy Fire Chief; Carol Quigley, City Clerk's Office Assistant MATTERS FOR CONSIDERATION 1. Discussion of Community Outreach Committee Scope and Goals for 2017/2018. City Manager Futrell discussed the purpose of the Committee to obtain feedback and direction from Council on requested City participation in community events. He explained that the Committee had budget authority for the $10,000 received from donations. Management Analyst II Boles reviewed the staff recommendations on the 2017-18 proposals including the Memorial Day Celebration, Community Grants Program, Annual Fundraising Event, Veteran's Program, and Holiday Food and Toy Drive. Councilmember Matsumoto explained the establishment of the committee focusing on seniors, special needs, children at risk and military. She discussed the need to fundraise. She expressed concern with expanding the program outside seniors, special needs, children at risk and military. She discussed donations received from the community and local businesses including Amgen. She stated the$10,000 in the budget was committed to military, either veterans or a memorial wall at the train station. Councilmember Garbarino discussed his goal to solicit money for the Toy Drive. Deputy Fire Chief Magallanes explained that they received toys but for specific age groups. Councilmember Matsumoto stated Elaine Garbarino had a successful system for obtaining a range of appropriate toys. Councilmember Garbarino discussed the Memorial Day program and suggested additional advertisement. Councilmember Matsumoto discussed the growth of the Memorial Day program. She stated she might step down from the Committee. She expressed concern with diluting the objectives of the Committee. She discussed grant programs with Westborough Middle School. Councilmember Garbarino suggested funding for the programs could be included in the City's budget. He stated the City provided funding for the Every 15 Minutes program. City Manager Futrell suggested Community Outreach focus on the Memorial Day event, Cookie program,military programs, and grants. He requested the Committee act in an advisory role to staff on other events such as the holiday food and toy drive and blood drive. Councilmember Matsumoto suggested the City not get involved in the minutia of grants. She stated the efforts were labor intensive and encouraged focus on seniors, special needs, children at risk and military. City Manager Futrell discussed staff's ideas regarding Veteran's Week to promote and honor veterans including discounts from merchants and flags in Downtown. Councilmember Matsumoto discussed Warren Slocum's Countywide initiative. City Manager Futrell suggested the City assist in publicizing the various events including Warren Slocum's initiatives and opportunities. Councilmember Matsumoto suggested the City raise funds to purchase a table at Warren Slocum's event. Councilmember Garbarino stated the City could legally purchase a table. Councilmember Matsumoto expressed concern about setting a precedent. City Manager Futrell discussed feedback from Fire Chief Kohlmann regarding the Cookie Bake program including issues with deliveries and lack of interface with the seniors. Councilmember Garbarino asked who received cookies. Councilmember Matsumoto explained the deliveries and that the original intent was for community contact with the firefighters. Deputy Fire Chief Magallanes suggested adding information on available services on the cookie tags. Councilmember Matsumoto discussed the importance of visits during Holiday time. Councilmember Garbarino suggested continuing firefighter visits to the larger facilities. Councilmember Matsumoto requested the cost of the Toy&Food Drive for 2017/18. City Manager Futrell stated cookie delivery would continue, with consideration of alternative delivery methods. He stated the Committee had the ability to provide grants for community needs. Councilmember Matsumoto suggested not calling them grants. City Manager Futrell discussed the possibility of Octoberfest. Management Analyst II Boles discussed the difficulty with the City of Redwood City Octoberfest. Councilmember Garbarino suggested starting small. He discussed fundraising and input from local businesses. Councilmember Matsumoto discussed payment of staff COMMUNITY OUTREACH STANDING COMMITTEE MEETING AUGUST 9,2017 MINUTES PAGE 2 overtime from donations. Councilmember Garbarino stated donations dried up. Councilmember Matsumoto provided suggestions for an Octoberfest event. City Manager Futrell requested input on which events to conduct. Councilmember Garbarino suggested two signature events. He discussed Day in the Park but expressed concern about costs. Councilmember Matsumoto stated the committee had previously covered all costs. Councilmember Garbarino suggested charging for booths. Councilmember Matsumoto recalled that Day in the Park was labor intensive because of the amount of staff,booths, stages, electrical, seating, and generators, which was why it was no longer held. Councilmember Garbarino suggested expanding Concert in the Park and concurred that two events per year was sufficient. City Manager Futrell suggested planning Octoberfest for the last week of October 2018. Councilmember Matsumoto stated it was necessary to raise funds for the Food and Toy Drive. City Manager Futrell discussed the budget and Veteran's art at the Caltrain Station. Deputy Fire Chief Magallanes discussed funds necessary for the Food and Toy Drive. Councilmember Matsumoto requested the money raised be used for local children. Deputy Fire Chief Magallanes discussed the need for space to organize the toys. Management Analyst II Boles stated she was scouting locations for the collection and distribution process. City Manager Futrell suggested meeting at the end of October and on a quarterly basis. ADJOURNMENT Being no further business, Councilmember Garbarino adjourned the meeting at 9:44 a.m. ,'i Submittes -,\ : ,� loved by:;� /� �� Gabriel ' .� lew ez,Deputy City Clerk iuncilme Yer Garbarino City of South San Francisco City of South San Francisco COMMUNITY OUTREACH STANDING COMMITTEE MEETING AUGUST 9,2017 PAGE 3 MINUTES