So 31. So we can go ahead and start.
Welcome
everybody
on April 7. April today.
Um so it's calling the meeting to order.
and Jamie can establish form. I will.
Commissioner Dix,
Commissioner Trapnel, present.
Commissioner Buck Holtz here. Chair
Olsen, uh, Vice Chair Olsson here, and
Commissioner Gallagher Thompson here. We
do have a quorum of five commissioners
present. Thank you. Can you please stand
for the pledge of allegiance?
I pledge allegiance to the flag of the
United States of America and to the
republic for which it stands. One nation
under God, indivisible, with liberty and
justice for
all. Here for public comments are items
on the agenda.
Please step forward and introduce
yourself and we look forward to what you
have to say. Hello, I'm
uh we can Yes.
I'm a longterm resident of Los
Altos and I'm currently a director of a
group called Resilient Los Altos and I
think we have some common threads
together that I'd like to express and
maybe at some point have future
discussion. So, I'm not going to try and
talk about anything that's on the
agenda. Uh, but just to to get you aware
of who we are and what we're what we're
trying to do. uh resilient Los Altos is
an arm of the Los Alps Mountain View
Community Foundation and we get our
funding from uh various sources mostly
in the city of Los Alus but we also get
from Rotary and from uh and from the
foundation and there are about 300 of us
that are active in in Los
Al groups called block action teams
which cover about 25% of the
neighborhoods in Los Angeles uh and
community emergency response team
members who searchs. We'll have been
trained to a FEMA uh class schedule to
be able to do disaster medicine, uh
light search and rescue, uh uh building
assessment, uh all those sorts of
things. So that we are one of the people
who will go out in the community after a
significant event and be able to give
back to the city where the problems are
and where the problems aren't, where
they aren't as just as valuable as what
they are, so they don't have to allocate
scarce resources. So, we're uh we're
really involved in emergency
preparation. So, talking about being
prepared for power outages and
earthquakes and fires and all those
sorts of things. Um and I've had a a
couple of opportunities to speak for the
city. Uh we just recently had study
session with the city council where we
talked about fire more conflation which
is the sorts of things that happen in
the evening fire and what we can do
about whether Los Angeles was
for dealing with that nature is not
really, but it's also a pretty low risk.
So, it's not a reportable. What I
personally been working on for the last
couple years is trying to figure out how
to make our seniors more safe uh in this
community. Uh one of the stats, the
statistics that came out of the Eden
fire was 75% of the people who died in
the Eden fire were over 65 years old.
uh there's clearly not the demographics
of that area, but uh seniors have a
really hard time uh getting out of their
house and getting out of the way. So you
have a situation like Paradise or
Mountain Grove or Eaton or any of these
mass casualty situations, uh seniors do
terribly in that situation.
Um, in some cases where we have a block
action team, our block action teams know
who all the seniors are and they know
which ones are fragile or which ones are uh have other issues that would make
them part of the access and functional
needs community that we're trying to uh
support. I think we have an opportunity
through the things that some of the
things that you folks are doing uh to
share some of the things that we're
doing. So, for example, I see you're
doing a health fair of some sort coming
up later this year. We'd love to
participate if we can at some point. Um,
where what we really focus on are the
people who aren't being actively ser.
So, you've got active seniors who show
up there. There's 50 plus people that
come out, they play the ball, they all
sort of stuff. We're really worried
about the ones that are 90 years old.
Their caregiver lives in Modesto and
comes in, you know, two or three times a
week and they don't a neighborhood that
really is. Those are the people that
we're trying to serve. So, we've uh for
the last couple years we've been working
with communities down with the community
services agency of Mountain View in Los
Altos uh to provide uh emergency kits
and uh basically some some thought
process stuff, some psychological things
that people can do to get ready for
emergencies for people that they serve
who are typically uh property rich and
income. they've got a big house in Los
Altos and they and trying to live on
social security. So those are the folks
that are trying to get this information
to so that we can service that group
better than than they have in the
past. So I'd love to be um you don't
know much about us. I don't know much
about you. I read a couple of sets of
minutes and I think there are things
where we overlap. We'd love to to an
extent that there's
there'd to come talk to you or or be
engaged in some of the things that
you're doing. if that makes sense to
you. So,
reserving.org, you can either remember
my email address because I give it to
you or just go to
reserve.org and go connect or contact
me. All of those emails come to three
people.
Is there a branch for Los as well? So,
uh our uh our portfolio is Los Altos and
surrounding
So we're really active with Lasel
skills. Uh Laselus I we have different
things. Uh we have block action teams
doesn't we both have searchs and we both
have hands. So we're very close with
those groups. Uh I was meeting with a
gin incorporated area up on New York
just this morning about what we can do
for that. Um we had some activities in
Mountain View. So it's a we try to be uh
centrally in Los Angeles but
it's we we don't we don't make no
matter.
Is there a list that we know of seniors
that you said live
alone don't have somebody?
No that's exact that's problem number
one is finding because you walk up to
the door and they don't answer. They've
been told by the kids you know it's a
scam don't answer the door. are walking
up to the door and knocking on it
doesn't work a block action team then
they know who their neighbors are and
maybe they do but across threequarters
of Los Altos those people will not so we
can get voting roles so we can know you
know where all the people are over 65
and uh but one of the things we're
thinking about doing is some sort of a
public private activity with the city
where we would actually have city uh
information going out to people to uh to
alert them we're trying to find
Now the problem after that is after you
found them and they opt in to get the
information is you can't overpromise uh
every you know there are I don't
know 5,000 8,000 people over 65 in the
city then it's it's big and you know if
they won't take care of themselves until
then which is what happens often is they
talk about the I'm going too long shut
me off
you have to get through
the three means of disaster. The first
one is denial, right? Oh, I've been
through a fire before. This is no big
deal. I don't have to worry about that
creek overflow once before. I don't have
to worry about a flood. Those sorts of
things. When you go through a period of
dithering where you say, "Well, okay,
before I actually go, I should make sure
that the next door neighbor's cat is fed
and I need to check on, you know, this
and that and make sure Amazon isn't even
delivered while I'm gone." Uh,
dithering. And finally, you make
decision and sometimes the decision is
hey everything's fine but sometimes the
decision is I should leave and at that
point if you're a senior you make too
late that's not you know what you do is
what I'm trying to do is get seniors to
understand what we're SEC and
Genesis what's happening in your
neighborhood in your zip code and that
you leave when the warning alert goes up
not the order to evacuate so we're
trying people ready to do their
best
questions. Thank you. Okay. Thank you
very much for the opportunity to talk to
you. So I invite you to stay because we
are talking about our um health fair and
in within the healthare we would have
vendors often talking regarding the
vendor. So that might be of interest to
see okay what is going on when and
okay very good thanks so much for your
time. Thank you very much for coming in.
We truly appreciate
it. We're up for items for consideration
and action which are the minutes from
last time. Everybody sure have their
opportunity to read them over.
I questions.
All right. So, thank you, girl. Thank
you,
M.
Yes. Second, and then all those in
favor. All those in favor?
Any oppos? Any opposed? Thank you.
extensions. Thank you. Number
two, right?
Marketing. Dam, were you going to go?
Oh, okay.
Yes. So, inside the uh packet is a
general overview of what I would
consider um the cities and parks and
recreations uh standard process for
marketing. Um and so specifically
highlighting this before we get into
some of the discussion on the health
fair so that um the commission can take
this into consideration as we look at um
how the commission may be able to
supplement what the city would normally
or standard um standardly do. Um the
first one is that we do post on our city
website and that includes um the rec
parks and recreation homepage um and any
specific program pages um that it would
relate to so that um the public would be
able to find the information easily. We
also include uh the second and third
bullet points. Both the city manager and
the parks and recreation department have
um e newswsletters that they send out.
The city managers is sent out on a
weekly basis. And for parks and
recreation, we have a monthly newsletter
that we send out. So information either
on programs or or events can be included
um and are usually included in those two
email newsletters.
We also have um our social media
accounts which includes Facebook and
Instagram in addition to Next Door. So
information about again programs and
events are usually incorporated um and
sent out via those channels as well. Um,
as you walk through the community
center, we have a number of TV monitors
which actively rotate information and so
um, flyers or information about programs
and events can be listed
there. So, uh, there are two located at
the front desk and then there's also
one, um, right next to the entrance near
the restrooms. Um and so those monitors
actively uh rotate
information. Um in addition and uh on
the site you will see when applicable
because there are some um programs and
events that we don't regularly do this
for but um some of our larger events uh
we do town crier ads and that includes
both printed um in the printed newspaper
in addition to their online edition as
well. Um and so we have those um
available um as avenues for marketing.
We also do flyers and we have a number
of flyer racks. There is the community
board outside and uh there are a number
of community um boards at a number of
our different recreation facilities. Uh
for example, the uh gyms that we have at
the middle schools, Egan and Block. Um
we also have a community board down at
Grant. So those are just examples of
places where we do put up posters and
flyers as well. Um posters, um as I
mentioned, uh larger versions of the
flyer. Um and then a-frame sandwich
boards. You will notice those um
sometimes at the in the front of the
community center. We utilize those
sometimes as directional um if people
need to be guided or directed to a
certain place or we use them as
marketing tools as well. So much larger
posters um they can be double-sided
because the A-frame has both sides. Um
so we have those that uh can be
available to market information. Um and
then our activity guide which is a very
useful tool. Um, we've done a number of
different uh production schedules, but
at the moment, um, I will just say this.
Um, the last one that we mailed out
prior to this spring and summer that you
probably got inside your mailbox. Um,
but the last one that we mailed out was
probably winter of
2020. And then that's obviously during
the pandemic a lot of things slowed
down. We were not mailing out and so
this was the first one that we brought
back and we saw um an immediate um uh
just uh jump in registration the first
day. So, it was a very telltale sign to
staff that putting the information into
the um mailboxes of our residents really
helped get the information out. So, we
are doing um two activity guides a year.
So, that is spring and summer and then
fall and winter. Um they will be mailed
out. So, that is also an avenue. um if
you happen to thumb through the very
front of the activity guide is usually
where we highlight larger events and so
that is absolutely another um
opportunity to market the um information
going out. So um with that those are the
standard things that the city will
automatically do with the programs and
events um in the past. And just as an
example um if there are specific um
uh organizations or locations that uh
would be pertinent uh to have flyers or
posters. Um sometimes uh commissioners
have helped us to distribute information
in those areas. Um if you uh you know
any other places that have community
boards, those are um just examples of um
uh supplemental things that uh can be
helped to market information. So happy
to answer questions. Looks like there
are questions. I'll go this way. Um, so
I'll start with uh, Commissioner uh,
Valer Thompson. Yeah, thank you Jamie.
This is really helpful to understand
what it is that you already do and will
do. A couple of questions. One, you
already sort of answered, can we
distribute to other places like
churches, YMCA, that sort of thing.
Okay. But the more basic question is
what goes on these? What what is the
content and how's the content developed?
I'm assuming you folks develop the
content once things are more finalized.
Yes. Uh so two great questions. Um first
and foremost and I will just say this um
make sure we get approval to post or
leave information. Um I can't tell you
how many times um you know people will
just leave stacks or put things even
here at the community center just take
things up on windows. And so we always
want to get permission first before we
put information up. Um and then um the
second part in regards to content um the
staff will absolutely support creating
the content and that is mainly because
there are certain marketing standards
that um we as the city um branding
guidelines that we should follow. Um,
number one, making sure the city seal is
on the um the flyer or marketing
materials so that it is associated and
that this is a city um in uh city event
or program. And then um going down from
there, making sure that things are
legible, it has the correct date, has
the correct uh program information or
event information. So that content will
be based upon um the direction. So um as
you when we get further into the meeting
when you talk about you know maybe the
title um some of those things it will be
based upon the direction that is
provided by the commission. Thank you
very
much out
prior. Do we also make an effort to
write articles that they can publish for
example friendly
um you know certification?
Great question. Um and I will just say
it depends. Um, so usually the city can
sometimes do press releases and that
information will go out not only to our
local paper, the town crier, but some of
the other um local ones that are here.
Correct. Um, now that doesn't
necessarily guarantee that it um, you
know, it will turn into an article.
Occasionally um the town crier um
reporters themselves will reach out if
they um if there's a larger event and
they would like to feature. Um we do um
sub uh submit photos sometimes if
they're looking for information to put
um but it is not necessarily a guarantee
that they will run a story. But the ad
um obviously is something that exactly
so that we know exactly what and we
submit exactly what we want published.
Um so it is uh we usually do that and
then if the town crier does want they
will usually reach out um and obviously
the press release we will get the
information out to them as well too.
Thank you. I have a quick question.
Um, what is the time frame that we need
to submit any requests for marketing or
any material for marketing as our senior
commission? No, great question. Um, I
will just say our general rule of thumb
for our department, and this is, I would
say, true for any of our events or
programs is that we generally have
information out at least 30 days in
advance of when something is occurring.
If we can get it out earlier than that,
we will, but minimally, we like to give
the public at least um at least four
weeks. July is our time frame then,
correct? give you. Um and so again, if
information is available or finalized
earlier than that, we can absolutely do
that. But minimally um information
should be and so given that as an
example, the health fair is early
September.
um that we really should have
information and everything finalized in
July so that the Mar and on average we
would probably need about two to three
weeks for content creation. So creating
the flyers, the um the pieces that will
go on social media. Um if it needs to be
resized to an A-frame versus a poster
versus a flyer, um just so that there is
ample time for staff to work on that
content creation. Um so July should be
the time that everything should be
financed.
Yeah, that's awesome. Thank you. Um, so
for the fall winter, when does that for
that flyer? Not the flyer, but the Oh,
for the activity. Activity guide. When
does that information?
No, absolutely. And that time frame
would be the same. And so July, early
July is probably um which we have the
date and time. So the um if you notice
um in the activity guide the it's not a
full size 8 and 1 half by 11 flyer. Um
the ads that are usually in our activity
guide are quarter size. So it is very
pointed or specific information specific
to where when the time. So the date, the
time, and where it's going to be is
usually the bulk of the information that
is listed because of the size. So you're
not going to have the, you know, all of
the detail that will be on, you know, on
the web page. It'll be in the larger
flyer, the poster. Um, but all of that
at this point, we know the date, we know
the time, we know what's going to be
here. So theoretically all of those
pieces are already uh solidified. I
think I don't know what this is called
but it's 15 plus program regular
activities and featured and special.
Would that be absolutely it would be
yes. Any other questions?
I wonder
we write letters to the editor of
various
exe. Do we have a list of
um organizations that turn out not
to have letters to the editor?
Um absolutely. Um as far as letters to
the editor, um previous senior
commissioners, uh or as residents, you
could also do letters to the editor as
well, too. um just to let um the
community know about the events. Um you
could absolutely do that. Um that almost
sounds like a working group potentially.
Yes, a working pair
working
through for content.
Yes. Anybody else? Any other comments?
All
right. So then we can move on to number
three which is the senior
health
and put together the report and the
staff recommendation. And what I would
like to do with is actually change the
numbers up in the order um to have it
where we have talk about the event
layout first because that will lay out
to the speakers
um how many events and those type of
things and then you can go down the list
from
there. And so what I will also ask is
that we stay on top of the event layout.
And if we um have additional information
because there's a lot of decisions to be
made, we'll I'll make a note and then we
can talk about that after and put it
into working.
Yes.
Um to speak
out the
same schedule. No, she told about the
room layout. The room layout first
because and so is this about the room
layout? It is, but I want you to finish
first. So, um, so that's where I know
Jamie put out the map of what rooms that
currently are being held. Yeah. For RV.
And I think we have two separate ideas
for the different layout. So, do you
want to show talk show? I don't need
that. Can everybody hear me? Um, for the
remote, please use the microphone
for the remote.
Um, very well. So, uh, working pair of,
uh, Chris and myself, um, we met and
discussed this several times and, uh,
although our agenda was to talk about
vendors, we found that the layout of the
rooms was important for even figuring
out how to uh, find vendors, how to have
the vendors sit in what locations, and
how it would be most feasible for
everyone to be able to access that. And
so Chris and I have come up with two
different ideas and we really need the
commission's input on uh deciding that.
So the first idea is that this be the
main entrance
um of the health fair and people come in
from this door and we have this room
right in front as the starting point of
the vendors. I've been here for a book
fair before and for other events where
people have been using this room as
well. So if we have tables laid out,
people as soon as they enter can start
seeing vendors and if we have more than
this uh in terms the lobby yes I didn't
know the name. So the lobby and if we
have more vendors than fit into the
lobby that they would overflow into the
L-shaped corridor that goes towards the
restrooms. That's one idea. Second, the
ballroom that is available to us. The
rooms that are available are this one um
the opposite one the ballroom and the
garbage and the garbage is in the next
to the ballroom. Right. So I had thought
that the ballroom would be kept open and
ready because it's available at 11 when
the when the renter goes away. Um and at
that spot we create a place for panel
speakers or so and that remains a
socializing area and the area to listen
to speakers. So the the vendors would be
only in the lobby the L shape. Chris's
idea is different. Chris's idea is that
the vendors are all situated in the
ballroom and um uh there are speakers
here and
across. So would the senior commission
feel advice? So yes, if I missed out
something, can we pass it on please?
Thank you. That was a good summation.
what I am anticipating and having had
discussion with Jamie on this and she
can clarify when doing
um in the ballroom we have the access to
20 to 30 different vendors being able to
set up there. They will have an hour
they can come in at 11. The event starts
at 12 uh with staff and having plenty of
staff to set the tables up. there'll be
plenty of time for the vendors to set up
and be ready for the public to come in.
Um, one
consideration
when regarding Oh, obviously. And then
for the speakers, you have two different
rooms for speakers. Not sure regarding
what room could could be used for. That
can be determined another time. But then
you have a nice small area for speakers
and a very intimate setting. So that way
they're right there. And in
addition with the vendors and the
um
idea, there will be it is not closed off
just for us. It will be open to the
public. So the lobby and the hallway
will be open to the public during this
time.
The number of tables that would be able
to fit in this area J would be
approximately
what?
Um it would be
small depending on the direction. So as
an example um the if um any of the
commissioners came out to our open house
um the grand oak is an enclosed and open
space. The lobby has furniture already
there. So, if you were here for our open
house event, all of that furniture had
to move to make space for vendors that
were located in the lobby. Um, for the
open house, that was the only thing. Um,
the whole center was specific to that
event. um during the health fair it
would not the community center would
still be open for other things going on.
So having um the vendors just located in
the hallway would be a little bit more
challenging. Um so it at least for setup
would be a little bit easier on staff if
it was specific to one particular
location. um also to this lobby space um
is slightly um more open um but we can
talk about um a little bit more um on
that um once we get to some of the other
um elements. Um but the space is a
little bit more limited in regards to
the hallway versus um the Grand Oak
which is um a little bit uh more
spacious especially if we are able to
open up the it's a beautiful day the um
doors to the courtyard can be um opened
out so there we can also incorporate a
little bit more of the outdoor space if
that is needed. Um so just for
consideration by the uh the commission
as you decide um what would make most
sense for the event. So are there any
numbers equivalent numbers of vendors
that it would be less than that maximum
um at least in regards to where they
could be located here. Um because the
law um it and the perfect example too is
um because you do have to look at um
paths of travel that you're not blocking
um entries or exits. So, um if you look
at that, um and I do have the map up on,
um the site as well. Um the lobby is not
quite as large and so that would limit
um the amount of um vendors that you
could have versus utilizing a space
like comment on that. A couple thoughts.
One was when Commissioner Con was here
last time. She said she would like to
she thought a good idea would be to have
blood pressure readings in the lobby and
she was going to contact public health
with approval contact public health
nurses from where she used to work in
order to set up blood pressure stations.
So her thought was to use the lobby for
that as well as to have the you know the
flow and to have the um the vendors in
the grand boat was something that our sub committee had been thinking was
going to happen because we were looking
at three rooms using three rooms for
speakers. So that would be three
simultaneously happening
simultaneously in those three separate
rooms. So we make use of all the
available space. So that's what
Dr.
um so much in the lobby. This is a
Tuesday. What is the amount of traffic?
It does vary. Um, and it does depend.
Um, in the um mid to afternoon um and if
you uh looked out earlier um we had a
number of tables where um individuals
were playing ma jang. Um we do have
individuals that are working on their
laptops. Um we sometimes um have
individuals working on group projects um
or having small meetings or just you
know enjoying and um relaxing in the
space. So it does vary um and it also
depends on what is going on. Um so uh in
the 12 to3 time frame um it that usually
is when we do see a number of people in
the lobby space.
So at least
um hospitable to visitors if they have
free range of movement.
Correct. Now for a special event um and
that is something in um for a variety of
elements. So it also um everything is
interconnected. So I think um if um if
the determination can be if the focus
and that will help the working group of
um uh Vice Chair Olsen and Commissioner
Dixit. If the focus is to have the
vendors in Grand Oak, then that would
give you kind of an upward ceiling of
you know 25 to 30 vendors that could fit
in that space if it is the direction of
the commission that you do want.
Although staff would not recommend to do
the lobby spaces in the hallways because
that would reduce the number of vendors
that you could have um and would affect
to your point um Commissioner Buckley
the general traffic that would be coming
to the center um then you would have
less um vendors that you could do um and
then that would be uh the direction that
the the working pair could then um work
on and outreach to the vendors. question
is the open space between the two wings
going to be open for
social action activities?
It absolutely will be. Um, so the space,
if you notice, um, and I'll
particard, but the area that we usually
designate is the area that's closest to
the Grand Oak. That is probably where
you want. Um I will just say this
because the um the playground is here
and that is a very popular site for
people to and there are public restrooms
that are here. You would not be able to
designate this whole area. So we usually
designate the area that is closest to
where the doors open um out from the
grand oak. Um, so that is but there's
absolutely access but it wouldn't
necessarily be just designated for the
event. So I understand that there are
different uses that will be needed. One
is a place for people to
socialize, a place to eat lunch.
um
the size of the rooms per
speaker. Um what is
capacity? How many people could be in
that room? So um other food for thought
and another of why staff is recommending
that the vendors go in Grand Oak is
because the lobby and hall spaces are
already set up with seating areas. So if
you take away that then that you would
have to create another space for people
to sit, chat, socialize, eat, those
types of things. If this space is
designated for the vendors, the these
areas. So there's bettes, there's the
tables, there's the benches in the
lobby. There are lots of four top tables
and chairs already. So those spaces
would absolutely be open to those that
are attending the event and they could
socialize in that way, sit down and rest
for a second, have their um their snacks
um for the event. Um and that would be
all through here. Um and then I'm sorry,
what was your other question? Um
Commissioner Buckle, see we're in the
room in Gotcha. Um so at the moment
again Grand Oak um again that will be
for vendors. Sequoia which is the space
we're in um that has um a general max
capacity and that's based on the number
of chairs um we can have about 48. We
could probably do a little bit more. Um
occupancy is a little bit higher than
that. Um this is the second largest
space that we have. Manzanita is the
other space that we have reserved for
the event and that is a maximum capacity
of
36. And then the other space that we
have which is a similar size. It's
slightly um a slightly different shape
but apricot is also 36 as well. So we
have four or five rooms.
There is four rooms total that are um
reserved for the event and one big
correct um one large, one medium and two
small only because these are the two 36
48 and then Grand Oak which if you want
numbers wise theater style can go 220.
Thank you. Yeah. So commissioners, here
is what is my
dilemma. The intent of our health
fair I hope is not just measuring blood
pressure and looking at vendors. The
intent in my mind is to be educated
about uh senior
health. And for me that means having the
ability to have
speakers and the attention of everybody
who is coming to the healthcare at the
same time. Dividing speakers and having
them simultaneously essentially means
you're you lost onethird of the audience
to one room, one third to another, one
third to the third room. Instead, when
we first met and talked, we talked about
a panel and having a panel sitting
together in the ballroom with the
audience facing all three speakers or
all two speakers or one speaker and
everybody listening is the target of
otherwise how are we different from any
other
health pass or surv.
going back and forth with some committee
on topics and what we've come up with
are a large range of topics not one or
two topics that we can do a panel
or you
know we had a recent meeting with Amanda
who is the person organizing in
the health of the female and
also
recogn what what she thinks what makes
it successful. One of the things is that
they have listened to the community over
the years and they have kind of a list
of topics that they try to cover. So
between her and our group we put
together a list of 12 12 topics And
that's we don't have to do all 12. But
if you use the three rooms, the smaller
rooms that are
available, you could have um a maximum
of
30 in 30 each in two rooms. Three
different talks in each of the three
rooms. So you could have a maximum of
nine presentations in the time
available. So it's a different model.
Yeah. You
know bites of you know short he
recommended also short times 30 minutes
no more than 30
minutes and by that time people are you
know antsy. They want to get up they
want to move. They want to go to the
next thing. So she recommended 30
minutes speaking, 20 minutes Q&A and a
time for getting from one room to the
next. That way you could get
about which layout you would prefer for
this. That's what we're talking about
right now is the layout
and the choices are the lobby lobby
versus the
um are you ready? Okay. So, do I have a
motion? Here we just
vote vote on whether using the room for
vendors and the other rooms for speakers
or utilizing the lobby for vendors and
the room for speakers. So we could um
ask the commission who prefers um
utilizing the grand oak space for the
bankers.
And you would prefer the lobby space.
or any other space except I don't even mind if you have
vendors here. Okay. So not the grand
oak. Not the grand oak. But however,
whatever the commission decides, I will
vote. Okay. So we we've taken the vote
for one. No abstain. So we will go with
the grand o as the vendor. Okay.
And at this juncture, may I make one
request
also?
Um, before I get out of the loop, I
would like to make a request that
I be one of the people who can work with
the staff to help with the flow on the
day of the event. If uh I can
volunteer if there is such a
space here.
So we'll put that on working. Yes,
please. Thank you both.
Thank you for that request. So I will
put that on working affairs for the
flow. Yeah. and we will get to that. Um
so now prioritize the presentation
topics. Um
and with that um there are two um sub ad
hoc subcommittee reports um that were in
the packet. Um and so um Commissioner
Gallagher Thompson or Commissioner Buck
Holtz if you wanted to um summarize or
provide context um in that regard. Uh
Commissioner Gallagher Thompson you did
a little bit of background with your
meeting um with Amanda from Certino.
Then if there's anything else you wanted
to add. Well, she did strongly recommend
public including public safety and so
she recommended the fire department, the
police department and the search teams.
So I didn't realize it works out those
kind of over over rules
or supervises the search teams. Yes.
Yeah. So, so she recommended that also
evolving technology and topics that we
had not thought about before in this
subsur we hadn't thought of those we had
thought more health related but her
point was well these are very important
for health public safety
what how to make your house safe for the
fire department how do you when to call
911 what do you do or first responders
code you get very practical information
with search teams. So how resilient
looks also how does that work? um and
we're involving technology because we're
always in a big hack, right? So, how do
you feel
about resources? So, it was an
interesting discussion. I tried to
listed all
12 ones that we had talked about that
were more obviously held focus and these
additional
ones are
topics. Thank you.
I'd like to put this particular event in
context of knowing that we will be
having multiple events over the coming
year and year so that it will be
impossible to put everything into one
day. So I'm looking at the style of
presentation of education
um to make this a I'll use the word
dignified
possibly not precise but the kind of
speakers I was imagining would be those
who are well known in the community as
experts in their
in individual calling of uh my peer
rooms, the areas that are most often
mentioned as really what am I going to
do about
this? Uh are the mental acuity issues
whether they be dementia or uh
depression uh or what's it called? MCI,
minimum cognitive impairment, which I
think I said
um and so
for I've organized a bunch of such
events and having a talk by someone who
really knows what they're doing and it's
going to
cover a multiple level of
issues in that particular topic. 25
minutes is just about
minimum with a quarter hour than per
Q&A. So that adds up to one hour per
speaker. Undecided is whether this would
be sequential
speakers or
continuously. The concept of
a panel
discussion is something I would imagine
would follow
the presentation from the teachers and
these would be the people who would be
requested to speak are going to be
teachers. Um
so that
discussion. I think should include
uh people who
are just have experienced some of these
challenges so that they know how they
have um addressed them, the problems
that they had, uh the solutions that
they found.
So this would be a open to the
public kind of
um which then if I do my math
correctly would be like the third
hour again it's not going to be a total
hour because of the moving around such u
but it would be something that would
involve the
public to be active. And I think that if
we want simply to um
present
information, we can do that with a
video. You can do it uh in many
different ways. If you want people to
have an opportunity to make
decisions about what they're going to do
about the
house, they need to process them and be
able to talk even among
themselves. So I think times and a
location for people to talk to each
other and that would be particular
particularly in the area.
it's going to make element the kind of
things that we need to address next time
we
have. So I think that all of the issues
that you presented are worthy of a a
very strong
presentation. I don't think for the
first off we can do more than at least
have teaching level
speakers at 45 minutes each and then a
panel of x amount of time.
But my picture of the timing of the
events
um it's very different I think from what
you imagine. I'm looking at um my
experience of putting
on over 35 years of
practice uh a lot of programs and I have
a sense of the
rhythm. Thank you for being
So I appreciate what you're saying and I
agree that there are two very different
proposals here.
So the more of the you know more in
depth what you're suggesting to read and
then kind of overview hitting on a
number of topics not in any great detail
but giving giving a introduction to a
number of different topics and hopefully
then following up with the various other
venues and resources that we have to be
able to take to go into more depth like
the seniors and other things
that that your department for the rest
of the year.
So, um the reason
I'm holding really promoting this idea
even though it had not been my original
ide with with Bill on that but the
reason I'm not at this point is because
this is a health fair not an academic
setting. We're not we're not we're
talking to community members who have
different levels of education, knowledge
about health, different degree of
exposure to all of these topics. Um
though I think we need to be cognizant
of our audience and I think for the
purposes of the audience that we're
trying to reach uh we will be better off
with a variety of topics that are
covered in a short period of time
developing interesting people's
appetites. Then we could get a survey of
what they would like to go into in more
detail and then use that as a use this
as kind of a springboard for setting up
the future um box that we build that
would do exactly what Bill wants to do
going on particular.
So I don't think it's an either
or
just I also think that we have to think
of who the audience is. The
audience according to Amanda according
to in the past will be two to 300 people
and that'll be over the course of three
hours. And so capturing people, giving
them an opportunity to get the
information, opt in and get uh the
topics that they want and then be able
to have access to the resources or be
able to ask the person afterwards for
their individual. It's one where we are
just tapping into our community. We
don't know specifically what they want
and each of us has our an individual
idea of what we want. And um I think
this is a great way for us to get out
there kind of cast our net, get feedback
from this particular event and then be
able to go into more of an academic or
go or have those speakers specifically
and come for the adult 50 time during a
lunch or during an evening. And is like
we talked about a speaker event and so I
think this is a great way to cast our
net find out what
our what our community wants and needs
and um make it a success and make it
easy for people to gather information
and then ask questions.
Um I think that at some point we have
been signed
Is this going to be focused on
education and specific ways that people
learn or is it going to be a
um
multiplechoice
questions?
Um I have a preference and do have a
preference also for us.
Um I'm happy to have a vote from the
council members of how they see the
initial event but we also have to move
on and decide. So yeah, if you want Yes,
I want to say that. But
um the one thing that comes up to my
mind is that several of the topics that
are listed here are already being
discussed at different events at the
community center itself. fall prevention
happens.
Um stay connected, public safety, fire
department, all of these evolving
technology happen several times during
the year for members of the public who
come to the center as well as the adult
50 plus. So I am for want of or lack of
having broad my broad width of
experience. I am still very much in
favor of having two
topics experienced teachers or educa uh
you know research faculty department
chairs from Stanford or somewhere else
and two topics only having a dedicated
audience and go from there but as I said
before well it's called the fair it's
not a seminar so I'm go with
that are of interest and cover the
basics and then maybe schedule some
things in 50 plus talks. I mean I know
those talks they've had an AI talk
already.
So and we're going to
depending I don't know maybe five or so
things to focus on. We don't have a
survey so we don't know what people
would like to hear. So we just use our
own experience.
So, it sounds like our options are
you're wanting a couple in the
panel. You're
wanting another option is to have a
number of speakers in the different
rooms to cover a number of different
topics that would appease the
broader
population this round. Is that correct?
Did I have both
options? Are we ready to vote?
Okay. All those in favor of having um
two speakers. Is that right? Or two.
How many did you want? What was your I
was thinking just two topics. I was
thinking of more speakers. More
speakers. Okay. Having a couple of
speakers like two speakers and a panel.
Uh please vote if you would like that.
And then for multiple
speakers, multiple speakers
uh is needed.
And so looks like for our initial we
will go with multiple speakers.
Thank you very much everybody for your
input. And
my one suggestion um vice chair Olsen is
um and this is to help um the ad hoc
subcommittee. So I know the kind of
majority today is going towards um bites
of multiple topics. My suggestion when I
met with the ad hoc subcommittee is that
we
prioritize the um topics because
um selecting uh speakers. Let's say that
the particular person is um and maybe
there are multiple options that can
speak on a particular topic. But if that
particular person or the individuals
that you reach out to are not available
by prioritizing those topics um we we
the ad hoc subcommittee can though then
systematically go through those and then
we can you know easily go through that
and not have to slow down so that the
commission can weigh in on what are the
top priorities
um of the topics that we really want at
the event. Could you remind me who?
Yes. So, uh, the ad hoc subcommittee is,
uh, yourself, Commissioner Buck Holtz,
uh, Commissioner Gallagher Thompson, and
Commissioner Besi, who is, uh, not here
today, um, who is absent. We do have a
number of working pairs. Um but that is
um throughout this um it seems that the
ad hoc uh subcommittee wanted to really
focus on the presentation piece of it
and then we've assigned working pairs on
the specific task like reaching out to
vendors like doing um maybe working with
staff on the layout. So um the ad hoc
subcommittee that I'm referencing is
yourself um Commissioner Gallagher
Thompson and Commissioner Biji
uh potentially but at least at this
moment in time um I think it would be
and um uh Commissioner Gallagher
Thompson did um based upon the meeting
with um Certino the individual that is
organizing that was um suggestions. We
do not have to just go with this if
there are other topics that would be of
interest, but I do highly recommend that
we at least
prioritize what topics that the ad hoc
subcommittee should focus on getting
speakers for.
Thank you. So anybody Oh,
did you all know it takes a few minutes
to get moving? So
yeah. Okay. Um, I was just going to say
and uh, Commissioner Buckles, you had
mentioned council, but council wouldn't
get involved in a decision like this.
Um, so it's up to the
commission. I will say that I um, and
I'm, you know, I'm trying not to give
you my opinion, but I I firmly believe
that what Cocino has suggested is the
way to go. I spent I'm not a medical
doctor but I spent over 20 years in the
profession. This is not a medical
conference to use a food analogy because
who doesn't love food. Um this is a
smorggas board. We're going to offer
things for people to to taste and sample
and they're going to want to spend time
with the vendors and they're not going
to want to sit 45 minutes and and and
we're here to give them an introduction
to topics that they can then decide if
they need to learn more about. We're not
here to to teach them everything there
is to know about healthy sleep patterns,
for example, or whatever the topics are.
So, I I support uh what Jamie said.
prioritize the topics and and look at it
as a smorus board because that's what
this is. It's as a health affair and
that's one council member's opinion and
that's probably all you'll get. So
sounded German to me
but all right so now focusing on topics
that we would like to for sure cover and
that way it gives some guidance to the
committee for the
speakers. It's very cumbersome either we
need lots or not.
So
just many of these fall into one topic
which is the understanding of
dementia. Um the other topic that I
really like is the caregiver topic
because uh that's really important and
many many people who are
caregivers need the attention that they
don't get.
But the other topic that I see here
which is
nutrition I like that however the
exercise of course I don't like but
anyway including demos of the exercise I
don't know how people manage to get that
done uh given the fact that we have
vendors we have blood pressure we have
food we have that was
my I'll say something everybody's
worried about dementia
you know, everybody over a certain age.
So, I think it would be good to focus on
things that most experts agree
um would prevent that from happening.
And it's the same thing, you know, it's
the um the food you eat, the exercise
you do, the social contacts that you
have, the ways to keep your brain
active. So, I think that could be a
topic that we
How about those things? How to prevent
it?
Again, the reason I looked at particular
topics is those are the problems that
people have talked about the
most. All of the other things about
nutrition are equally important.
All the other things about physical
movement are also about it's more a
question of
um if you're going to have a
smart then you get to nibble of it.
If you're going to have an educational
experience that
answers
the or perhaps even puts to grasp some
of the
fears that take
um possibly split up into multiple
different
But people want to go away with sense of
ah I feel better now that somebody has
um given me some potential
solution
absolutely the outlook of somebody who's
been treating people so I say that that is not necessarily the
contentual
perspective. Well, several of the topics
do address that. I lost my keys again.
One, you know, find it. for the person
to talk about distinguishing normal
aging normal aging for signs of dementia
and ways to maintain your brain as a
separate topic on the same along the
same lines but that's the prevention
that we talked
about caring for the caregiver is
important relevant so they get at that
problem of dementia from different
viewpoints sleep is an important
component stress is an important
We were learning um
that didn't come up with a big learning
discussion but it's another topic that
could be concluded. So this is
just what you say a a rough a rough
draft. This is a draft rough topic. So
based upon previous discussions and the
input from Amanda and Bill's prior
experience and my experience in working
in the field, these are topics that we
think are
important to approach. So I think you
are your topics are
represented
by so focusing in then on the
presentation topics. So, we've all
agreed that uh preventing
dementia,
caregiver, our public safety, um whether
it be in the home,
um what to do when emergencies come
up, those are all and exercise,
uh and nutrition. So, these exactly so
those I would say would be those to
focus on. doesn't mean that when the
speaking um the
speaker working pairs or ad hoc excuse
me comes up with topics or the speakers
you can focus in
and dementia could be where
we're exercising sleep in one or
whatever I I'm getting down into the
small things but I think the preventing
of dementia and determining how many
speakers you have and what rooms. So we
have
those and what's pain. So if we're going
to be doing the half an hour and if we
do the three rooms or if we decide to do
two rooms and be able to have a flow I
think we're still in the early stages.
Right now it's not the time to decide. I
think it's
speakers on these
highlighters. Well, well, we have the
prevent so we have prevent dementia. We
have food. We have exercise. We have
sleep.
Social energy.
What would be the do I have dementia or
is it just my own brain? Good.
My my question here is that for example
I had in mind a speaker who is the
director of the geriatric institute at
Stanford. If I were going to um ask any
of you to approach this person or
approach them on your behalf and
introduce them to you if you don't know
them already. How do I give them a
30inut topic which is where have I lost
my keys? No. Then this this agenda
specifies that I don't invite such a
person. It's not worth their while. This
is a peace meal agenda smorgus war.
Somebody who is lower down the run will
make fight for us.
I'll go for turf or
turf
just my understanding is that
so very good point. You don't want to
waste their time
but again but then again this is for the
general population
and they could be coming for a speaker
talk specifically for them in the
future. And so it is a way
to get our feet wet and find the topics
that
our our residents are totally interested
in. Then we can get a higher level
speaker to come in specifically for talk
on
them. Can we start um inquiring from the
people who come to the community center
what kinds of education topics they
would like to um see and basically this
is um
research on what are the things that
people want to
know and I would I would think that
would be how I would approach um
choosing to more commonly mention but
we're talking about senior studation
But keep in mind we also have
suggestions from Certino who's who has
run this for many years and these were
topics that come up year after year.
Jim also did a lot of research on this
and he presented a list of topics and so
there's been several list of topics
around and we tried to summarize you
know what were the the ones that most
frequently appear these are
the in terms of prioritizing we took the
polls one and that was the only one that
got to Would you clarify?
So then
impossible.
Okay. So we're system we're going to
skip that. So uh so for item number two
prioritizing we have uh preventing
dementia in the topics under that are
included
exercise
social which would love input you know
how do we get those that are not out
there
um to be able to come become socialized
caregiver caregiving and
There's also a
topic
here. All right.
What are the topics? Six topics.
Mhm.
Do I have a Are we ready to vote? The
topics would be, let me repeat,
uh, prevent dementia, through nutrition
and food, through exercise, sleep,
socialization, caregivers, caregiving,
and public safety.
But I'll vote for yes in those
topics. All
right. We have our topics. Thank you
very much, everybody.
And what we need to do if it's taste is
select the title for this particular
event and that way we can get
our marketing moving forward. So does
including aha. All right.
Healthy aging.
Healthy
aging. Yes, you can add fair or
ex healthy
aging or healthful
aging. What is
your age? Well, live well.
to be something that the most
I like it too.
Fire
for you know
um live well age well
that's fair I don't care but those are I
attractive
words. I agree. I like the expo on that.
Anybody have any other
comments,
suggestions? Should we go
with Certino? Follow their lead.
Live well.
My only two cents is Hertino is a
neighboring city and if we have two
granted they are very different times
but we also don't want to confuse um one
event with another. Um, again, I I think
it is great, but there's lots of words
that I think we could maybe come up
with.
So, can we live well, age well,
healthare? Would that be sufficiently
different to human be?
That's kind of an in
between little closer.
It's not so much about
living
aging You have health
standing that in health stand because
you can have a long lifespan but your
health span is really are you able to
live the way you
want thought on the subject which is
don't just worry about how old are you
going to get to but whatever it is make
it really healthy
yeah That's another thing
long
Optimize the health as we age.
We have decision making
and a working pair decides. Yes. If you
want to assign um a working pair to
select the title rather than us deciding
now or waiting for the next month, let's
have a working pair decide this. Who
would like
to help us
get paddle?
That's a good one.
Yeah.
Does that
careers have to cover every
single sorry
or you can just allocate this back to
the ad hoc subcommittee because they are
the ones that are going to be getting
the
speakers. So we've provided feedback and
then based upon the speakers the ad hoc
subcommittee can affirm the title.
Very good. Thank you. Before we
leave
and so what I would like to do is have
working group working sorry set up and
we've
got working pairs for speakers. We have
that that's in the ad hoc. That's only I
said and then working pairs for
marketing. You wanted layout. Is that
right?
Marketing would be the way I was working
with.
All right. So then event
can you be on different working teams?
You can be on as many working pairs. The
only the only reminder I will put I know
this is all tied together but you need
to be specific to your task. So
marketing is marketing, event layout is
event layout, speakers are speakers,
right? We need to put for this purpose,
we need to put those boxes. You have to
stay within your
box. Um the vendors the tables will be
where some of the distribution of
vendors and rooms correct and the
different um functions for each room.
Correct.
So
marketing very nice.
Wonderful.
And we actually not going to do anything
there.
Dolores would like to help you with
food.
Help me with food. Yes,
but I'm only asking Los to buy us food.
But if we really want to talk about health food,
but I can't do too many things. So, I'll
back out as soon as we decided on the
food. Okay. Was there And then we have a
giveaway to attendees. And I'm happy to
work on that one.
Lovely. In fact, you're you're on
everything. That's why I said I back up
from as soon as you know the vendors.
I'll back up the vendors. I'll back up
from Yeah.
I know.
I was
thinking make yourself again.
for the house.
Any other thoughts for working groups,
working pairs? Um, this
and timeline within two weeks. some of
your decisions. We don't have so much
time. We can't wait a working group for
obtaining speakers.
So I think it's
your input to Jamie and then Jamie can
tell everybody what has been what's
transpired and then we can move forward.
But please leave the timeline because
we're just a whole
month. We don't have time. Two weeks, for I'm sorry coming to
decisions on all these things. So that's
why we've assigned the working pair of
those so that you can work on all of
those individually. Um again, as I
mentioned, your specific task or topic
needs to stay in that box. So food is
just your hey you've been um delegated
to work on that um
or speakers to select those speakers. We
already have a working pair for vendors.
You can now outreach knowing what the
maximum is and kind of the general
prioritization of those topics um that
can fall all of these pieces. The
working pairs can now go and do those
things. Obviously, if you have
questions, um, reaching back out to me,
um, so that I can, um, provide guidance
or answer questions if needed. Um, then
at the next meeting in May, you can
report back out where you are in
progress.
A quick question. Yeah, sure.
Um, so I had discussed with lots of
students about providing food and they
had asked a question. you need to ask
Jamie that um how many attendees do we
expect and they also wanted to know if
we have
pre-registration so that they can be
assured of a certain number they need to
allocate a budget
so I can work specifically with the
working pair to answer those questions
um in general um for this type of event
I think a good average is probably 2
to300 00 people. Um that's about what we
uh parks and recreation got for our open
house. Um and especially since this is
and um the event that was h that
happened down at Grant. Now that was
just the vendor uh the vendor portion.
There was not a presentation portion to
that particular event. Um there was
probably at least 150 to 200 that came
through. So I think two to 300 is a good
estimation of what should be anticipated
for the event itself.
Okay.
Yes. And so I can work um I will be your
resource for all of the different
groups. Just remember to be specific to
your topic and only email the
individual's working pair. Your email
should never have more than your working
pair partner or your ad hoc committee.
Just remember, no more than three.
Okay. Yes.
And as a breakdown with all of these
assignments, I will make sure to get
this out to the full commission so it is
clear who is on each of these working
pairs and who is on the ad hoc
subcommittee.
volunteering.
United States. So we've already had um
again working pair is just that no more
than two. Um and so if someone we can
uh we can break out um a few um a few
more things
um if we would like. But we do have at
least decent representation here. Some
of these tasks are are smaller and
obviously city staff will be supporting
um again this is as an example for
marketing it is taking um liaisoning and
kind of working with what the commission
is but city stock is going to be doing
the work to create it. So that's why I
was going to say that I can back out of
marketing if Jim would like to take
that.
So my suggestion would be since the he
is not present um maybe we can look at
that and um we can assign to who is here
and who is interested. We can always add
that as a a section when we get to um
either the the continued conversation
which the health fair will be on the the
next agenda as well.
I'm happy to help you take
over
coffee allow you to bring in
coffee to volunteer. Oh. Uh so my si my
suggestion is we can um the plan is to
have a a budget Um, and we can bring in
a vendor to provide or we are able to um
to to bring in a coffee cart to do that.
We actually did have a coffee cart at
our parks and rec open house. So, uh, we
are absolutely able to do that. And so,
that is something that the working pair
for food and snacks can make suggestions
and decide.
It is. Will it break currently?
Can we have the dangers specific to the
topic that we're going to be addressing?
Yes. Um and so to your question um to
keep a quorum we need four people. So as
long as we have four then we are a then
we are still in quarant.
Are there any other discussion
points? I think we're all done. Do
anything that we
do we have a motion to close or as part
of this uh no so um I guess the only
other thing um that took lots of really
good work there um all the other pieces
areformational which are included in
your packet.
Um the the there only other um piece uh
the work plan has been updated. Um so
again that uh is reflective of all the
working pairs that I will update that
for all the new working pairs that were
just created. So that will come back at
the next meeting as well.
Correct. Correct.
So is
there any questions on anything else
which is which is
justformational that was included in
your pocket?
Okay. So I call this meeting close.
Thank you. Thank you everybody.
The other Chris I'm going to meet you
tomorrow morning.
We need more care and open.