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HomeMy WebLinkAboutApril 26TOWN OF LOS ALTOS HILLS Community Relations Committee Tuesday, April 26, 2011, 7:30PM Los Altos Hills Town Hall - Parks & Recreation Center 1. Roll Call: (Underline those who are present) Meeting called to order (time): __7:45pm Waited for a quorum. CRC Members: Roger Burnell Co-Chair, Kathy Evans Co-Chair, Karen Emerzian, Ron Knapp, Jamie Lucia, Joan Sherlock, Roy Woolsey. (There are 2 committee openings) Quorum=4 Associate Members: Bill Downey, Bob Mabe, Linda Seidel, Marc Sidel, Barbara Waldeck (Terms are for 1 year and are confirmed at the beginning of each year) Town Staff Liaison: Sarah Gualtieri. Town Council Liaison: John Radford. 2 Selection of Session Secretary - (Position rotates alphabetically). Following the ABC order; Joan Sherlock – April, Roy Woolsey – May, Ron Knapp – June, No meeting July. 3 Public Comment (Items not on the Agenda): No member of the public present 4. Committee Business Update: • Welcome visiting prospective Committee Members (Each regular member will bring a guest to each meeting) None present • Prospective recommendation to City/Council on any new/pending applicant(s) introduced at past meetings. No Recommendations. •Set meeting dates for May and June as needed for picnic prep. Discuss canceling meeting in July – Kathy Evans The committee decided to meet at Purissima Park the day before the picnic to mark the fields and make sure the tents are placed in the right spot. Each committee member will be there beginning at 3:00 pm on 6/4/2011, and will stay until their area of responsibility has been marked. Sarah will get special field paint from the Little League. The roller marker should be in the storage shed near the snack shack restroom, or in the parks and rec. shed. The rentals are scheduled for delivery at 3:30 on that Saturday. The committee discussed canceling the July meeting, as long as the picnic wrap up could be done in June. Kathy suggested that they meet in August because there are so many activities happening in the fall. •Collect a list of all committee member and staff, cell phone numbers to distribute before picnic. Kathy collected the cell phone numbers for all members present and will type a list for the next meeting. •Review the effectiveness of current committee leadership, during picnic, with suggestions to make it better. Item was deferred to the next meeting so the committee can bring suggestions to help the picnic logistics go smoothly this year. •Review he committee budget that was presented to council. Finance staff requested that several items be taken out of our budget because they have their own budgets (picnic, neighborhood network, youth commission, newsletter and supplies for public events sponsored by other committees). Each committee gets $500. CRC requested and additional $2,600 for the new resident handbook insert in the fall newsletter, for a total of $3100 for next year. We also added that we expected the picnic costs to remain about the same and would not exceed $30k. Staff requested that our annual new resident event be removed until we had a confirmed date time and place. At that time we can submit a supplemental budget to council, but they will not review our request until then. 5. Review of Committee DRAFT Meeting Minutes: March 22nd meeting Minutes were approved unanimously with no changes. 6. Review of City Council Meeting of April 21st – Attending committee members Kathy reported that Parks and Rec. has been reorganized and the Directors job was eliminated and approved by council at their meeting. 2 part-time staff will replace him, one as a part time weekend barn manager, and the other as an office assistant and event helper. Their time will be allocated towards Parks and Recreation and Community Relations activities, including the activity guide and newsletter production and Youth Commission. Sarah also reported that the staff would be able to handle the picnic without any problems. Kathy reported that she asked the council members, following the council meeting, what main entertainment they preferred at the picnic, as a response to the proposal from Lahfamily. 4 of the 5 council members preferred pig races to a magician. The 4th council member left the meeting too fast to be asked. The council seemed interested in having the pirate return next year, but wanted something “special” in the mean time. They thought that pig races would certainly be talked about, and might please the family crowd and teens. LAHfamily has offered to pay for part of the expense that is not covered in our CRC picnic budget. We will discuss further under a separate agenda item. 7. Sub Committees Reports: • Special Presentation Neighborhood Network Report – Joan Sherlock / Mike Sanders Status of CERT map, Upcoming CERT/PEP classes. (7:45pm) This is the second time this presentation was scheduled at the request of John Radford, the committee liaison. He was absent for both meetings, and not present to hear the report. This meeting, the presentation was given anyway, to get it into the minutes and inform the rest of the committee. Mike Sanders presented a map of the town that showed that the town has historically been divided into zones or sections. The sections were determined following the Liddicoat fire many years ago. The town has been sponsoring PEP and CERT classes for residents and now has several hundred trained community members, but not in all zones. They are planning to go to another level of training by asking the CERT members to become “neighborhood captains” and continue their training and organization of their zones. Additional training will be offered in the fall and something will come out in the fall newsletter to let people know about it. You must take the PEP first, then the CERT, then you can become a neighborhood captain. Joan then presented a power point presentation in hard copy, of the origin of the NN program overview and budget. She included examples of the original postcard and the neighborhood mailings to host training parties. Sarah also reported that the Youth Commission has scheduled a special PEP class all together on June 11 from 9-1pm. This class is also open to other youth in town. Kathy will assemble a packet of these presentations with their materials, and save it for John Radford. • Youth Commission Update on May Event and Membership Drive– Sarah Gualtieri May 20th the YC will jointly host Friday Night LIVE with the Los Altos YC. The YC is also scheduled to take a PEP class on 6/11. The council approved several new YC members at their last meeting, but there are still a few schools with no representation, so the recruiting is continuing. • New Resident Update / Invite Letter Update - Roy Woolsey Roy reported that there was a slowdown in the new residents moving to town, so he has saved the names until next month, and will send out packets once he has collected 25 names. 8. The 2011 Annual Town Picnic: Advanced Planning Updates Vendor Scheduling Report: All vendor contracts should be in hand and signed, deposits made. Picnic: June 5, 2011 1-4:30pm Purissima Fields. **Please report only on areas where you need help or assistance. If everything is under contract and on track, the report can be a brief update. This will help leave time for more discussion on the problem areas. Remember to submit personal expenses for reimbursement and submit a list of checks required at or before the picnic. A W-9 form must be on file for all vendors. •New Entertainment Opportunity - LAHfamily / Pig Races: Sarah Gualtieri Sarah reported that LAHfamily has approached the town and community relations about jointly sponsoring special entertainment for the town picnic this year. Sarah showed the committee a video clip of “Pig Races” as they were featured at the San Mateo County fair grounds. It seemed to be a real crowd pleaser and had people cheering on several cute tiny pink pigs around a track. LAH family has also sent emails to council with the link to show them what they were suggesting. LAHfamily said they would pay for the whole expense just to have them there, but would prefer to split it with community relations as a joint effort. The committee discussed the entertainment options and the layout of the picnic area and decided that there was not enough room for everything. Ron Knapp discussed with Linda Seidel some of the rental options and lay out options and reworked the event map so things would fit. If the pig races were placed to the rear of the picnic, between the gate to the car show and the gate to the basketball courts, the noise from the crowd would not interfere with the band. If the magician stage were eliminated, then there would be plenty of room for the bouncy houses and games area, still leaving room for the train route, contest games and rock wall. The committee determined that it would not hire a magician this year, but would feature pig races as the main special entertainment. Next year we will contact the pirate earlier and offer him his full rate. • Ice Cream / Toppings / Cups / Transportation / Ice: Marc Sidel Mark and Ron decided that they wanted the same ice provider as last year and Sarah will order the ice for them. Ice cream has been ordered and he added 1 more carton of chocolate to be prepared for the additional children we expect this year. Everything is on track. There was 1 box of cups in the Parks and Rec. closet, so he can order 1 less. • Car Show / Signs / Reservations / Tickets / certificates / awards: Bill Downey, Bob Mabe Bob and Bill presented staff with their list of requirements for the picnic. Sarah will purchase certificates. Duffy’s daughter will provide the calligraphy again this year. The parking will be marked off the night before so the cars can be parked easily. Tent placement was determined and cell phone numbers were acquired. Everything seems under control. They do want to schedule a judges meeting the morning of the picnic with Carl, Ginger and Karen Jost replacement. Judging will be on the event schedule and will happen during the band break at about 2:40pm with an announcement made at the band stage. Residents need to sign up online. • Tent Rental / Stage Rental / Chairs & Tables / Contract status: Linda Seidel / Sarah Gualtieri The rental order has been submitted and the check request has been made for Mary Kear of Anthony Hayden Party Rentals. There will be a tall tent over the band, but the rest will be standard. Tablecloths and balloons have also been ordered. Rentals will be delivered at 3:30 on Saturday 6/4. Little League will be off the fields by 3pm when marking begins. • Balloon Arch for Car Show: Linda Seidel Ordered from Diddams. She may also pick up some dry ice if needed. Marc will advise depending on the weather. Tablecloths and balloons were ordered in red and blue to match the new picnic invitation and town branding. •Music (Jazz Unlimited): Ron Knapp Contract submitted, signed and deposit in the works. Everything is on track. Will bring Extension cords. Ron will follow up with Sarah on check and deposit. • Sodas / Wine / Beer / Cups / Ice / Transportation / volunteers: Ron Knapp Ron has not yet purchased sodas, because he is waiting for the sales. He will bring an assistant to help on the day of the event. Sudzworks Beer has been scheduled, and he will give them an early time because they are traditionally late to arrive. Ice will be ordered. •Children’s’ Inflatable Events - Stars ‘N Stripes, Train, Magician, Rock Wall: Kathy reported that she has contacted Stars N Stripes Nick Golden (209) 471-6520, and confirmed the train and inflatables and plotted their dimensions on the event map. To make everything fit with the new teen rock wall, we will get the big 40x14 obstacle course, the smaller 13 x 32 bungee run and the 14 x 14 jumper. We will not order the Velcro wall or 3 in one. We need to leave space for the expanded train route so that it is not weaving in and out of people, per their request. The train route on the town path has also been modified and smoothed out so the train will have an easier time navigating and turning around by the pony rides. The train needs a route that is 4 feet wide and 25 feet to turn around. Rock Wall: Mobile Rock Inc, contact Taylor (530) 823-5700. Address: 83 P&S Lane, New Castle CA 95658. The rock wall is 10 x 20 and should have about 4-5 feet around the perimeter for a safety zone. Taylor said that they already had a signed contract with Roger Burnell. (Note: all contracts must be reviewed and approved and signed by town staff – not committee members.) The rock wall required a straight road into the event area, and this has been marked on the event map and can be accommodated if we order the smaller inflatables. The inflatable order will be adjusted and the magician will be cancelled. The event map will be modified with the new configuration. •Fire Department Food and Menu Reservation: Contact Art Marshall (408) 529-3175 / and (408) 252-2848 Kathy confirmed that the Fire Department has not yet received a confirmation letter from the town and got the address to send the letter. Mr. Marshall said that they will provide the same amount of food (their maximum) but 1/4 the chickens and offer child size portions to the children. They will also provide more salad and watermelon because we have run out in the past. They will also provide regular and Veggie chili and garlic bread. They will advise us of the number of meal tickets they need for their men and families (50-70). They will arrive at 8:30am to begin cooking. Town Contract letter needs to be sent to Art Marshall at 2738 Forbes Ave., Santa Clara, CA 95051specifying our mutual understanding of the menu and number of residents attending (2000). The check should be issued to Santa Clara Firefighters at 3071 Driftwood Drive, San Jose, CA 95128. Nick Pegueros should have a W-9 on file for them. • Status Report for Auto (on-line) Registration: Sarah Gualtieri People have already started signing up. Remind your friends and neighbors. There is a link from the main town web page or you can go directly to losaltoshills.ca.gov/picnic. Roy pointed out that it was a good idea to have Steve Garcia do a “reminder call” to residents on 5/23 to remind people to register online before the deadline 5/24, and again on 6/3 to remind people to attend the picnic. Sarah will schedule with Steve. • Signs / Event Map / order status: Sarah Gualtieri Ron, Linda, Sara and Kathy reviewed the event map and drew up another draft. The map was dropped off to the graphic artist and we will have the opportunity to make edits when it is put together. Tent signs were ordered from Signs Unlimited. Rental Company will install our signs on the tents. We need to provide the white string or twine, clear duct tape and scissors on Sat. Picnic signs will be available to post around town some time next week. • Staffing / Coordination with Little League / Car Show / Set up and Break Down Sarah said that she has the maintenance staff who will help, and a part time assistant who can also be available for the picnic. Trash cans have been ordered. •Meeting to set up tents and mark fields and paint lines: Saturday, June 4th time: 3:00 pm Committee agreed to a meeting to help set the tent placement. Rentals arrive at 3:30. • Volunteer Coordinator (Resident and Committee participation): Kathy Evans / Sarah Gualtieri Kathy will call all volunteers the week before the picnic and give out volunteer assignments again this year. Once registration closes on 5/24 a list can be generated. • Teen / Youth Activities (Robotics Club, Youth Commission, LAHfamily): Sarah Gualtieri Robotics club is confirmed, Lionel trains are confirmed. LAHfamily will pay $2000 toward the pig races and CRC will contribute $1000. Youth Commission will help. • Family Games (volleyball, basketball, Frisbee, Parks and Rec. sand table, other): Jamie Lucia Jamie Lucia has 2 residents who are helping with the games this year. Parks and Rec. will have their sand table again. Contest games are 3:15 – 4:30 and begin in the “Games” area. • Pony Rides: Sarah Gualtieri / LAHHA / PRPC volunteers Pony Rides have been ordered. Pony Club and LAHHA will assist at the pony rides. Contact: Terry Tenzing Friendly Pony Parties (650) 738-0248 •Shuttle Bus and Porta Potty: Sarah Gualtieri 2 Shuttles have been ordered. We need signs that say Shuttle to picnic, Shuttle to Parking, Additional Paring at Fremont Hills. Sarah will check with FH to see if we can use their lot again for overflow parking. 2 Porta Potty’s by the snack shack and 1 by the pony rides. 9. CRC Volunteers and Contributions at upcoming Town Events: •Earth Day - April 17th – Report on Event: Ron Knapp / Karen Emerzian Ron reported that everything went well at Earth Day. He was able to talk some of the winemakers into bringing their local wines to the picnic. For next year we need to provide cheese plates like we have done in the past. •Pathway Run – May 7th 8am -3pm Need volunteers to help with registration (get T-shirt) Sarah asked again for volunteers to some help with the registration at the Pathways run. They need help beginning around 7am. You get a T0-shirt if you volunteer. •Prep Fields for Picnic Saturday June 4th 3:00 pm – Drinks, ice cream, stage, car show, registration, kids area etc. Each committee member will be present until their area of responsibility is set up and they are happy with the placement of the tents. •Town Picnic June 5th 1-4:30 – Committee members need to stay to help staff with clean up. 10. Completion of any Old Business: None 11. Introduction of New Business: VOLUNTEER Aprons instead of T-shirts at the picnic. Kathy brought a sample apron that could be worn over your regular picnic cloths during your volunteer shift at the picnic. It was French blue and could have white letters VOLUNTEER with the town logo. Roy wanted to know if the apron came in bright yellow instead. Kathy will check and try to have for the next meeting. Old T-shirts need to be replaced as discussed last year. We discussed not having a meeting in July, but could consider having a meeting in August because of so many fall activities once school starts. Picnic wrap up reports should be turned into the chairs by June 20th so the discussion can be included at the wrap up meeting on June28th. This year we need to get our picnic wrap up to council much earlier. 12. Next Meeting Dates: May 24th, 2011, 7:30 pm (Roger to Chair / Kathy will submit Agenda – Roger in Spain.) (KME6/28-wrap up meeting) (No July meeting) 13. Adjournment: Time - ________9:30 pm___________ Any writings or documents provided to a majority of the Community Relations Committee regarding any item on this agenda will be made available for public inspection in the City Clerk’s Office located at Town Hall, 26379 Fremont Road, Los Altos Hills during normal business hours. --------------- KME: 4-2011