HomeMy WebLinkAboutJune 12TOWN OF LOS ALTOS HILLS
Community Relations Committee
Tuesday, June 12, 2012, 7:30PM
Chair Barbara Waldeck called the meeting to order at 7:35 p.m. on Tuesday, June 12,
2012. Members present were Roger Burnell, Barbara Cannon, Karen Emerzian Kathy
Evans, and Ron Knapp. Associate members present were Bill Downey, Linda Seidel and
Bob Mabe.
Introduction of Members of the Public
There were no members of the public present.
The minutes of the May meeting were approved unanimously as distributed on a motion
by Roger Burnell and seconded by Barbara Cannon.
Subcommittee reports:
New Resident Outreach: Kathy Evans reported that the distribution of packets to new
residents is proceeding smoothly. She has met many new residents, some with small
children. Roy Woolsey sent 16 new names to Kathy. There are still nine more packets to
deliver to finish up this latest list. Barbara Cannon will pick up packets from Town Hall
on Friday and deliver them. Barbara added that many of the new residents are renters.
Neighborhood Network: There was no report.
Youth Commission: There was no report.
2012 Picnic Review:
Barbara Waldeck reported that picnic expenses seem to be right on budget although the
final tally has not come in. Ron Knapp submitted his receipts for reimbursement for the
drinks and Linda Seidel submitted her receipts for balloons. Expenses for Ice Cream and
Registration are missing.
The Committee went on to discuss various aspects of the picnic.
First the various vendors: The band was a success. As usual, there were a few
complaints that it was too loud. Next year we could make an effort to get the tents
further away from the band. We agreed that the Dog show seemed to be loved by all.
Those watching were very enthusiastic. Barbara Waldeck said that she had emailed Lana
Maeder to thank her and say that, although in general we don’t have the same
entertainment two years in a row, we would like to have them back in the future. The ice
was delivered later than it should have been delaying the pick up of the ice cream. This
year there was left over ice but it is hard to tell how much we will need. Better to have
too much than not enough. Next year we would like to get two balloon arches plus the
balloons that are tied around the fence. The Rock Wall was busy the entire day and
provides entertainment for older children. We would like to continue to hire it. The
Photo Booth was deemed too expensive to repeat. Pictures were taken of roughly 395
people, which works out to $2.70 per person. Neverland Faces gave us two faces
painters for the price of one. However they put out a tip jar that was full of money by the
end of the picnic. Sarah and Barbara Waldeck have spoken to Wendy and she
understands that this is not to be repeated. Dottie the Clown, provided by Parks and Rec
was very busy making balloon sculptures for children. We should consider hiring her
next year. The train is the hit of the event. There were always lines waiting for it and it
was always full. Barbara Waldeck said that Nick Golden, the train vendor, told her that
he had turned down a two-day commitment because he was committed to us. Roger
Burnell will try to line him up for next year immediately. Nick is difficult to get hold of
but he seems to be the only vendor with a train. His inflatable games were a success as
always and we would like to have them next year. The Contest Games provided by
Nick French and Sallie Morgan kept many children busy and happy. The car show went
smoothly as always. Bill Downey and Bob Mabe said that their only problem is getting
the judges together in a timely fashion. And, the 1929 Fire Truck broke down on its way
to the picnic.
Set up on Saturday did not go as smoothly as it might have. The tents arrived ahead of
schedule and Barbara Waldeck did not give Mary Kear her map of the field ahead of
time. We were working at cross-purposes and many tents had to be relocated. We needed
two more high chairs and an umbrella for those sitting at the entrance gate.
The signs around town announcing the picnic should have been put up a week earlier.
Residents might have registered earlier if they had been. The map and schedule posted
by the Registration tent cost $600. This was thought to be outrageous by the Committee.
We will look into cheaper options next year.
Attendance: Barbara Waldeck said that 2120 meal tickets had been distributed this year.
By 2:30 p.m. when it was clear that there was plenty of food, we stopped giving out meal
tickets. Karen Emerzian estimated that this added about 25 more people. Karen pointed
out that some of the tickets are given to non-residents such as the vendors, the band, the
car show participants. Since we have been calculating attendance based on meal tickets
distributed for years we will not change our method.
Barbara Waldeck suggested that the email confirmation sent to those residents who
registered could be labeled ticket. Then residents could bring it to the picnic making
checking people in easier. There could be a separate line for those with tickets in hand.
Barbara Waldeck prepared special nametags for the Committee, Council members and
VIPs. The Town staff prefers to remain anonymous. The Committee decided that these
nametags are useful to identify who is in charge.
The ice cream and drinks seemed to go smoothly. There was some wine and soda left
over that will be used at the July 4th parade. Kati Alexander, a resident, suggested that
we have some ice cream for those who are lactose intolerant.
The Fire Department quartered all the chickens “on the fly” resulting in much less waste
than in years past. Roy Woolsey’s food order expected that not all the chickens would be
quartered so there was a great deal of leftover chicken. Next year we could reduce the
food order slightly, still quarter the chickens but allow anyone who wants to have two
quarters or combine chicken and a hot dog.
Next year, in order to save Town Staff some time, each committee member could call
his/her own volunteers. This would make it possible to weed out those volunteers who
are less than desirable. Ron Knapp felt that this job is better handled by Town Staff.
Communication was a problem on several fronts this year. Barbara Waldeck said that
she had not understood how much of the picnic work was done by Sarah. This resulted in
duplication of effort and perhaps left the vendors wondering who was in charge. The
“chain of command” was discussed. Each committee member has an area he/she is in
charge of. This person should be responsible for running their area and any instructions
to vendors should come from him/her. Any problems should be referred to the
Committee Chair.
The Committee decided, pending Council approval, to have a picnic again next year on
June 2nd. The Art and Wine Festival in Los Altos on July 14 and 15 has scheduled a
number of entertainment acts. Committee members are encouraged to watch as many as
possible to see what might work for us in the future.
Completion of Old Business:
There was no old business
Introduction of New Business:
There was no new business.
The meeting was adjourned at 8:20 p.m.
Respectfully submitted,
Barbara Waldeck, Chair