Los Altos/Los Altos Hills
2024 Joint Volunteer Awards Committee
Meeting Agenda- 7:00 PM
Monday, September 30, 2024
Meeting Room at the Town Crier
1. E stablish a Quorum – Roll Call
2. Public Comment
3. Approval of Minutes from last meeting
4. Update on membership changes
5. Review Job Responsibilities
6. Update on PR efforts
7. Update on Candidate Submission extension to 10/11
8. Update on Website efforts – JVAC site and Eventbrite
9. Vote on Signup Method (goes live 10/21 (Eventbrite vs manual))
10. Update on Candidate Solicitations
11. Updates from other subcommittees
12. Discuss additional requirements for event execution
13. New business
14. Adjourn
JVAC Minutes August 5, 2024
Present:
Sandy Mingia Donald Mattson
Lindsay Carpenter Ben Gikis
Dennis Young Johnathan Weinburg
Rebecca Lowell
Linda Swan
Call to order at 7:08 pm. Dennis Young is the only member of the public present. There is a quorum.
We are down 1 member from both Los Altos and Los Altos Hills. Sandy is sending a letter to both City Managers and the Public Information Officer in Los Altos.
Minutes from July 8, 2024 were approved as corrected. (Ben/Johnathan) Ben will be the JVAC Treasurer by unanimous vote. (Lindsay/Rebecca) The Apricot motif for the luncheon program will be continued this year.
The list of previous winners will also be in this year’s program.
Request for City funding: Los Altos Hills will contribute $3,000, Johnathan will make the same request of Los Altos. The mayors of both Los Altos and Los Altos Hills are potential nominators for their cities. The Chair needs to call the Nominator and the winner when they’ve won. The call will be followed by an email.
Committee members need to review the letter that goes out to organizations requesting nominations for award recipients and offer suggestions for additions or corrections.
Sandy has about 100 stemmed wine glasses we can use for the luncheon to avoid the cost of $5 per for renting. This would be enough glasses if we use a wine station. Wines for Vines glasses would be a backup. Sandy also has 150 water glasses with the Rotary imprint. Committee approved of their use as well.
We went through the invitation procedures with Don. Committee will review and offer suggestions for changes to the form for this year.
At the luncheon, Committee decided the sign-in table will be in the entryway to the Oak Room and the wine station will be inside the room.
Lindsay will ask the caterer if they can supply 20 water pitchers, 1 per table. Ben has about 20 plastic pitchers if we need them. Table numbers will be on each name tag. Johnathan volunteered his children to put together the name tags.
Sandy has table numbers for the tables.
Lindsay will draw up a layout of the Oak Room for the committee’s next meeting.
Packets go out in two weeks and are due back October 1. Rebecca is responsible for Social Media with Sandy as backup. Oct 21 will be our voting meeting.
Next meeting tentatively scheduled for Monday, September 9, at 7:00 in the Town Crier conference room.
Meeting adjourned at 7:54 pm.
Respectively Submitted
Lindsay Carpenter, Secretary
JVAC COMMITTEE 2024
Work Committee Descriptions & Assignments
CHAIR – Sandy (Los Altos Hills)
Coordinates & runs meetings (confirms time/location/date) Completes and distributes Agenda (email to Cities & JVAC Commissioners 1 week before the meeting) Confirms Speaker
Collects and compiles committee nominee ranking forms
Keeps Items (Banners, Pins etc.)
Calls all JVAC nominated awardees
Emails all JVAC “no’s” nominators
Emails all “yes” nominators
Manages JVAC Email
Requests funds from Cities in January 2024
CHAIR-ELECT (2025 CHAIR) Rebecca (Los Altos)
Coordinates all duties for Chair if Chair is unavailable Books venue and acts as the point person to venue
Suggests pricing for tickets based on luncheon costs
Coordinates all A/V needs with venue
Handles Tasting at Event Location
Invites/Coordinates Certificates from Local Politicians Assists Chair as needed
SECRETARY – Lindsay
Takes all meeting minutes and distributes to JVAC Commissioners within 1 week Sends JVAC approved minutes to City Clerks within 1 week.
TREASURER – Don
Manages PO Box
Handles checks/manages checkbook
Pays bills
Keeps cash box
Manages bank relationship
Works with Webmaster and Reservations to ensure the online credit card service Creates and distributes the budget
WEBMASTER – Sumita
Updates and manages the website
Update and manages the website reservation system (set-up fields, food choices, tables requests) Manages payment service
Ensures all information is accurate
Changes and updates information as needed
Gives ticket purchase details in a spreadsheet to the Reservations team MARKETING – Rebecca
Handles all advertising within each city
Organizes advertisements in Town Crier
Performs all marketing needs including social media
Designs and has program printed
Creates flyers for social media, advertising and invitations NOMINATIONS – Don, Rebecca and Kelly
Manages list of addresses
Develops nomination letter
Prints all letters and address labels
Coordinates mailing
Coordinates voting at Nomination meeting
RESERVATIONS – Rebecca and Lindsay
Receive attendee spreadsheet from Webmaster who manages the ticket reservation system ? Coordinate spreadsheet with attendees table assignments, meal choices, etc.
Print & organize name badges – City of Los Altos/Weinberg Kids Print meal choice cards to go with name badges
Manages check-in at event
Prints attendee lists and divides alphabetized badges into 4 equal groups Confirm 4 helpers to work the check-in tables (in addition to themselves) Sets up check-in table, provide necessary signage, extra blank name badges, pens, way to take lastminute payments, etc.
POINSETTIA FUNDRAISER – Ben & Don
Purchases poinsettias
Cares for and deliver poinsettias to venue
WINE DONATION – Kelly
Coordinates wine donations
Picks up and delivers to venue
Sends thank you notes
Provides names to Marketing committee chair for inclusion in program PLAQUES – Sumita
Orders and proofs plaques
Picks up and delivers to venue
VIDEO/AV for Awardees – Rebecca
Manages awardees and nominators video sessions
Books video shoot location and dates
Edits and develops video presentation
Creates slides for event
Manages and runs all AV needs at event (coordinate with chair-elect who is the liaison w/venue and AV provider)
EVENT MC – Dennis
Emcees event
Coordinates to have names of all honorees and speakers
Lets mayors know ahead of time if they are introducing their staff or councils Confirms with Chair-Elect and Reservations team which elected officials will be attending (cities, school boards, county, hospital boards, etc.)
www.jointvolunteerawards.com
CITY OF LOS ALTOS | TOWN OF LOS ALTOS HILLS
Joint Community Volunteer Service Award
41annual
st
NOMINATIONS OPEN
THANK YOU TO OUR MEDIA SPONSOR
LosAltosOnline.com
For the past 41 years, the City of Los Altos and the Town of Los Altos Hills have held a luncheon to recognize
a select few community members who provide
extraordinary volunteer service in our community.
Do you know an exceptional Los Altos/Los Altos Hills volunteer? You or your organization are invited to nominate them!
FORM AVAILABLE AT
www.jointvolunteerawards.com
or use this QR code
NOMINATIONS CLOSE October 11, 2024