Minutes - 04-19-2016 City of Tigard Wellness Committee Meeting
Tuesday,April 19, 2016
8 a.m.
Library Conference Room
Notetaker: Alison Grimes
Present at the meeting were: Sherrie Burbank,Jennifer Curran,Shelly Wert, Nancy Lof, Liz Lutz, Louis
Sears, Doreen Laughlin and Alison Grimes. Adam Jensen was not able to attend.
No formal agenda was distributed;the focus of this meeting was to go over details of the upcoming
Employee Wellness Fair,scheduled for Wednesday, May 25 from 8:30 to 11:30 a.m. in the library's
Community Room. Now that the Wellness Committee has been created,the annual Wellness Fair is no
longer a Human Resources event. Burbank reserved the Community Room beginning at 1 p.m. on the
24th so the majority of set-up could be completed the day before. Grimes will submit an RFA to Facilities
for help setting up and tearing down the room and committee members Burbank,Wert, Laughlin,Sears
and Grimes (sounds like a law firm) offered to assist with set-up. Tear-down after the fair on the 25th
should go fairly quickly with the help of committee members and Facilities staff.
Handouts regarding the Wellness Fair health care contacts and various booth participants and related
tasks were available to the group for review and confirmation. Lof needs (power!) an electrical hook-up
for her table. Curran showed a mock-up of a 'Destination Wellness' passport game card idea she had for
the fair. Individual squares would contain the name of each vendor and employees would need to visit
each booth and have the vendor's square stamped or initialed. Once filled,the employee could drop off
their passport for a chance at several door prizes (Paula Walker refers to these as 'fantastically modest'
prizes). Grimes will check with the Youth Services staff to see how many stamps and stamp pads are
available to borrow. Curran and Jensen are working on door prizes. Suggestions narrowed down to gift
cards, possibly from various vendors, Literary Feast Cafe ($10) and Amazon.com ($40). The
Amazon.com gift cards can easily be purchased on-line and the Literary Feast Cafe is the new vendor in
the library lobby.
Confirmation or pending confirmation of booth participants was reviewed,with the majority of vendors
either confirmed or 99 and 44/100%confirmed. Besides specific vendor tables,a General Information
table will be set up with various City-related information. Decor for the fair was discussed; Grimes will
order plastic tablecloths in City colors to match the Wellness logo and will check on ordering helium
balloons. She will also create Wellness buttons to distinguish committee members during the event in
case a vendor or employee has questions. Wert and Burbank will work together to create badges for
the vendors. For previous fairs, Meghan Verhey in Design and Communications created banners with
vendor names to attach to respective tables; Lof will check the files for the banners and past publicity
regarding the fair. She will also see about emailing a 'Save the Date' reminder to City staff.
It was noted for the 2017 fair that Rudy Owens has a large spinning wheel that can be utilized for some
type of prize-winning game.