Committee finalizes booth plans and volunteer shifts for Fairview outreach event

Committee members spent a lengthy portion of the meeting planning the committee's presence at the city's upcoming outreach event (referred to as Fairview on the Green / National Night Out).

The most immediately actionable details centered on timing and supplies: members said they will aim to arrive by 9:15 a.m. for a 9:30 a.m. setup, with the event scheduled to run roughly 10 a.m. to 4:30 p.m. and volunteer shifts targeted as 9:30 a.m. to 1 p.m. and 1 p.m. to 4:30 p.m., leaving about three and a half hours of active booth time per shift after setup. "So if we got 09:30 to 04:30, that's 30 minutes. It's really a 3 and a half hour shift per person," one member said.

Members listed items to bring and who would bring them: a table, several chairs, canopy, raffle tickets, vests, steering-wheel clubs for vehicle-safety giveaways, small fire extinguishers donated by a local partner, bottled water and coolers, candy and temporary tattoos for children, magnets and a written survey. Committee volunteers volunteered to split shifts, with several members committing to morning or afternoon coverage and others agreeing to "rotat[e] in and out" during the day.

Organizational details and instructions included: - Setup: plan to arrive by 9:15 a.m.; vendors and cars are expected to be cleared by 9 a.m. so booths can be set by 9:30 a.m. Event begins at 10 a.m. - Equipment: the city provided a table in prior years; committee members said they will confirm table provision but volunteered to bring at least one fold-out table and chairs if needed. - Supplies and giveaways: raffle tickets, candy, temporary tattoos, magnets, steering-wheel clubs, donated small extinguisher prizes and vests. One member reminded the group to bring a wagon or cooler to move supplies. - Staffing: volunteers assigned approximately by morning and afternoon shifts; members agreed to confirm Kevin's availability and to email the volunteer schedule to the group. - Outreach tool: the committee agreed to use a short written survey at the booth to solicit public-safety concerns and to include a question on satisfaction with fire and police services to capture community sentiment.

The committee discussed how to break down and store booth materials at the end of the event and how to consolidate donated items so they could be retrieved or left for the city to collect. Members agreed to double-check inventory before leaving and to coordinate handoff of certain city-owned items with public-works staff.

Ending: Members closed the logistics segment by confirming morning shift coverage and a plan to finalize a volunteer email and supplies checklist ahead of the event.