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HomeMy WebLinkAboutFebruary 14TOWN OF LOS ALTOS HILLS Community Relations Committee Tuesday, February 14, 2012, 7:30PM Chair Barbara Waldeck called the meeting to order at 7:45 p.m. on Tuesday, November 8, 2011. Members present were Karen Emerzian, Kathy Evans, Ron Knapp and Roy Woolsey. Associate members present were Bill Downey, Bob Mabe and Marc Sidel. Introduction of Members of the Public There were no members of the public present. The minutes of the January meeting were approved unanimously as sent on a motion by Kathy Evans, seconded by Karen Emerzian. Review of the City Council meeting: Kathy Evans attended the January Council meeting. She reported that it was long and there was nothing pertinent to the Community Relations Committee on the agenda. Budget for 2012 – 2013: Barbara Waldeck asked Committee members think about what projects they would like us to undertake during the next fiscal year. Once again the subject of volunteer shirts/aprons/caps was brought up. If this is something the Committee would like to buy we will need an estimated cost to include in our budget. Another idea was to produce some “Sorry we missed you” cards to leave with the packets when the residents are out. Subcommittee reports New Resident Outreach: Roy Woolsey sent another 10 names of new residents to Kathy Evans at the beginning of February. So far of the original 20 names plus this additional 10 only 5 packets have been delivered. Kathy said that so far she has not found anyone at home and has just left the packet with a yellow “sticky” saying she was sorry to miss the residents. Neighborhood Network: Laura McCarthy has agreed to take over this project. Barbara Waldeck will ask her if she would like to be an Associate Member of the Committee. Youth Commission: Kathy Evans reported that the Youth Commission Leadership Conference has been postponed until March 24th. Invitations have been sent to 7th and 8th grade students who live in Los Altos Hills. Annual Newsletter Phone Insert: The phone insert is complete except for one minor correction. It will be included with the September Town Newsletter. Get Involved Flyer: Deborah Padovan will have Alex Atkins revamp the Get Involved flyer in March when she knows the meeting dates of the new Traffic Committee. At some point it should be included in a Town Newsletter. Plans for the 2012 Picnic: Bob Mabe and Bill Downey asked if we wanted to include the car show again this year. The answer was a resounding affirmative. They will have Sarah Gualtieri send out invitations to participate in March. They do not need to come to another meeting (unless they want to) until May. Ron Knapp gave Barbara Waldeck a signed contract for the Touch of Class Band for $2100. Barbara will give it to Sarah Gualtieri to have the Town staff finish executing the contract. Roger Burnell was not at the meeting but reported that he has confirmed all the inflatable games and the climbing wall. He has not yet found a group to perform but is working on it. Barbara Waldeck has the names of two outfits that do shows with Performing Dogs. This idea was met with enthusiasm. She will contact the one that seems best. Ron Knapp is busily buying up wine from Whole Foods as it goes on sale. He thinks that he may be able to get beer at a discount from Harry’s Hofbrau. Marc Sidel will handle the ice cream again this year. Sally Morgan and Nick French have agreed to take care of the games again this year in spite of the fact that the picnic falls on Sally’s birthday. The invitation to the picnic sent to residents was reviewed. Some minor changes were suggested. We will look for some updated pictures and change the picture of the little girl on the address side of the invitation for something more generic. Barbara Waldeck will get it to Sarah Gualtieri. The Committee would like to have it sent out the last week in April. Completion of Old Business: There was no old business. Introduction of New Business: There was no new business. The meeting was adjourned at 8:25 p.m. Respectfully submitted, Barbara Waldeck Chair LOS ALTOS HILLS TOWN PICNIC SUBCOMMITTEE VOLUNTEER LIST June 3, 2012 1 pm to 4:40 pm Subcommittee Subcommittee Chair Status/Comments Invitation Flier prep/mailing Sarah Will give corrected copy to Alex, mail late April Town Crier press release Sarah Late May Town Web Site publicity Sarah Publicity banners Kathy Arrange to put in place late April Date inserts for banners Kathy February task Event, thank-you and announcement posters Roy – Thank you to fire department Coordination with other Town committees Barbara W Sarah will email instructions to committees Reminder phone calls Sarah Robo call Program/announcements Roger P A System Ron and band Pre registration/RSVP’s Sarah Registration table Karen and Barbara C Roger makes alphabet signs Meal and ice cream tickets Karen and Barbara C Collecting meal tickets at food stations Volunteers Need three baskets to put them in Location/layout Committee Ron to interface with tent company Stick-on name tags and pens Karen and Barbara C VIP name tags Barbara W Shuttle busses Sarah Entertainer Roger Daredevil Chicken Club ? Inflatable games/train rides Roger Contest games Nick and Sally Have agreed Ribbons for prizes Pony Rides Sarah/Kathy Face Painting Sarah Game/contest announcer Roger Need to keep games away from band Classic Cars Bill Downey On Field #1 Car show awards Staff and Roger High School robotics team Sarah contacts Need to be featured Band Ron Touch of Class Model trains Roy Volleyball Beer Ron Wine Ron Soft drinks Ron Serving glasses Ron Water from Water District Sarah Ice cream/toppings Marc Serving plates, utensils Marc Plastic tablecloths Karen and Barbara C 3 dark red, 3 dark blue Ice/Ice chests Public Works Plu two from Barbara W Balloons Linda Temporary restrooms Sarah Restroom janitorial Sarah Trash/recycle bins Sarah GreenWaste table/booth Sarah Bull horn/orange cones Public Works Roger will check bull horn, committee to place cones Easels Public Works Little League arrangements Sarah Check to make sure fields aren’t watered Keys for fields and rest rooms Sarah Coordination with Fire Department Roy Talked to Art 1/13, sent confirmation letter Final meal count to Fire Dept. Roy 10 days before picnic (May 23) Sheriff CERT Sno cones - Sarah Irrigation of fields Sarah Shade canopies, stage, table, chair, tablecloth rental Linda To be set up on June 2. Use last years count. Make sure drinks/ice cream has a 20x40 tent Event staff (Volunteer coord.) Amber calls residents who volunteer on RSVP Setup Committee On Saturday, June 2 Cleanup Public Works