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HomeMy WebLinkAboutApril 8 TOWN OF LOS ALTOS HILLS Community Relations Committee Tuesday, April 8, 2014, 7:30PM Chair Roger Burnell called the meeting to order at 7:35 p.m. on Tuesday April 8, 1214. Members present were Roger Burnell, Karen Emerzian, Ron Knapp, Nena Price and Barbara Waldeck. Associate members attending were Bill Downey, Bob Mabe and Neal Rayborn. Sarah Gualtieri also attended the meeting. Introduction of Members of the Public Kjell Kaarlson attended the meeting Review of Committee Minutes of September 11 and December 10 meetings: The minutes of the February11, 2014 were approved unanimously on a motion by Ron Knapp and seconded by Nena Price. Comments by Members of the Public: There were no public comments. Review of Prior City Council Meetings: Roger Burnell said that he would schedule the Committee’s Annual Report to the Council for their April 17th meeting. Sub Committee Reports: There were no Sub Committee reports. 2014 Picnic – Advance Planning Invitations to participate in the Annual Car Show will be mailed on April 12, 2014. Sarah Gualtieri said that Jean Evilsizer and her husband have two classic cars. She asked Bob Mabe if he would be interested in having them participate. Sarah will ask Jean if she is interested. Bob brought up the question of having a People’s Choice Award. He felt that the logistics were very complicated and feared that the car chosen would duplicate one of the awards given by the Mayor, Town Clerk or City Manager. The Committee agreed that no action should be taken on this suggestion. A discussion ensued on how to get Tesla to participate. Roger thought the Committee should contact friends who have Teslas and get them to approach their sales representative. Sarah will work on this. In order to mention Tesla’s participation in the invitation sent to residents the Committee will need a commitment by Thursday, April 10th. Sarah Gualtieri handed out copies of the 2013 invitation and asked for comments and/or additions. She will give the revisions to Alex Atkins at the end of the week. Barbara Waldeck reported that a contract for $14,576.25 has been signed with Maverick’s catering to provide the barbecue for the picnic and a deposit has been sent. They will serve the same menu as last year and will provide 15 people to prepare and serve the food. Barbara Waldeck and Sarah Gualtieri will keep track of registrations and determine if more or less food needs to be ordered ten days before the picnic. Roger Burnell expressed concern that there would be fewer residents attending this year since the Bullis Charter School is having their Olympics on the same day. Barbara Waldeck said that historically this did not seem to be the case. Ron Knapp reported that it has taken him a long time to confirm that Jazz Unlimited will play at the picnic. The band is firm in its price of $1550 ($200 more than in 2012). Barbara Waldeck made a motion, seconded by Ron that we pay the band their asking price of $1550. All were in favor. Ron will work with Sarah on making sure that the contract is equitable, providing penalties for the band as well as for the Town. There was a discussion of the new sound system purchased by the Town. It has yet to be used but will have been used at three events before the picnic. Ron Knapp would like to be involved in setting it up. Sarah Gualtieri has contacted the shuttle busses. Jodi, the face painter will charge $125 an hour for a total of $437.50. Sarah said that last year she only charged for three hours. Dotty the Clown will be $425. Last year, because Parks and Recreation paid her, she stayed close to their tent. Roger asked that she move around some and make balloon animals for the adults. Sarah said that the Pony Rides this year will charge $850 ($100 less than last year) and will hand walk the ponies. The Committee discussed having a Petting Zoo for $475. There is money in the budget for this since the band cost is less than anticipated. Barbara Waldeck made a motion to include a petting zoo in this year’s picnic. Roger Burnell seconded the motion. All were in favor. There will be bunnies, goats, a pig, and chickens. The zoo will be located next to the back gate near the games. Nick French and his wife will take care of the contest games this year. They are meeting with the Youth Commission to plan them. Sarah asked what is the budget for the games? $300 has been budgeted. If Nick needs to spend more he should let Sarah know. There was a discussion on whether to hire an artist to provide quick sketches of residents. Sarah Gualtieri will look into this. Sarah has contacted the Model Trains. The Gunn High School robotics team will be at the picnic. Roger Burnell has a verbal commitment from Stars ‘n Stripes for the train, inflatables and the dunk tank. Sarah will get a contract from them. Barbara Waldeck agreed to buy towels from Costco again this year. If we don’t use the dunk tank she will return them. Once again, Ron Knapp is in charge of drinks and Mansour Moussavian is in charge of ice cream. The Fire Commission will donate an earthquake trailer and the Palo Alto MEOC will be on display. Gary Waldeck is still trying to get a helicopter from the Santa Clara County Sherriff. Roger Burnell asked Barbara Waldeck to redraw the layout for the picnic. Completion of any Old Business: Sarah Gualtieri said that Hoppin Hounds would be on April 19th, Earth Day on April 27th and the Pathway Run on May 10th. New Committee Business: Committee Mission, Special Events. Roger Burnell suggested that the Committee table these discussions since our primary focus at present is the picnic. Next Meeting: The next meeting of the Committee will be on Tuesday, May 20th. This is not our usual meeting date. Roger Burnell adjourned the meeting at 9:05 p.m. Respectfully Submitted, Barbara Waldeck, Secretary