HomeMy WebLinkAboutFebruary 22
TOWN OF LOS ALTOS HILLS
Community Relations Committee
Tuesday, February 22, 2011, 7:30PM
Los Altos Hills Town Hall - Parks & Recreation Center
1. Roll Call / Meeting called to order (time): 7:34 p.m.
CRC Members Present: Roger Burnell Co-Chair, Kathy Evans Co-Chair, Karen Emerzian, Ron Knapp, Jamie Lucia,
Roy Woolsey. Absent: Joan Sherlock, (There are 2 committee openings) Quorum=4
Associate Members Present: Bill Downey, Bob Mabe, Linda Seidel, Absent: Marc Sidel, Barbara Waldeck, and
Patty Woolsey. (Terms are for 1 year and are confirmed at the beginning of each year)
Town Staff Liaison: Sarah Gualtieri. Youth Commissioner: Allika Walvekar (Absent)
Town Council Liaison: John Radford.
2 Selection of Session Secretary - (Position rotates alphabetically). Following the ABC order; Ron Knapp will take
minutes in February. Jamie Lucia will take minutes in March. Joan Sherlock will take minutes in April. Etc.
3 Public Comment (Items not on the Agenda): No members of the public present
4. Committee Business Update: Associate and Regular Memberships Status / Future Meeting Date / Time
• Welcome visiting prospective Committee Members (Each regular member will bring a guest to each meeting)
Karen Emerzian was to provide Roger Burnell with the contact information for “Nick” and invite him to the next
meeting.
• Prospective recommendation to City/Council on any new/pending applicant(s) introduced at past meetings. None.
•Vote to renew Associate Members who wish to be renewed for 2011 1-year term.
Kathy Evans reported that she has contacted the associate members and made note of who would like to continue
for another 1-year term. The committee voted unanimously to approve Bill Downey, Bob Mabe, Marc Sidel, Linda
Seidel and Barbara Waldeck as associate members for the 2011 calendar year. The CRC roster needs to be
updated accordingly and all associate members should receive meeting notifications and agendas and minutes for
each meeting. *Patty Woolsey was not renewed because she has expressed an interest to work on editing the
newsletter and will work directly with Sarah on this. Someone should contact town staff about updating master list.
•Discuss CRC meeting date change to the 2nd Tuesday of each month at 7:00 p.m. and set meeting dates for March,
April May and June as needed for picnic prep. Discuss canceling meetings in July and August – Kathy Evans
Kathy Evans brought up the idea for a meeting change to the 1st or 2nd Tuesday of the month instead of the 4th, so
that the committee could meet PRIOR to the monthly council meeting. There was not consensus, so this item will be
tabled for further discussion as needed.
5. Review of Committee DRAFT Meeting Minutes: January 25th meeting Minutes approved unanimously with the
addition of comments from Ron Knap, regarding the faulty electrical outlets at WW Barn during the annual Barn
Lighting, causing the circuits to trip and the hot pots of apple cider to be “cold”.
6. Review of City Council Meeting of February 17th: Kathy Evans and John Radford reported that there was
nothing on the agenda relating to the CRC. The most notable item was the narrowly approved support for the LASD
proposed parcel tax.
7. Sub Committees Reports:
• Youth Commission Report– Sarah Gualtieri
Sarah reported that the Youth Commission voted at their October meeting to make some changes to their charter.
Currently they are required to attend several CRC meetings before applying to council for a position on the YC. The
change would be for them to attend 1 YC meeting and 1 YC activity before applying to the council to join the Youth
Commission. Kathy Evans brought up the idea that the Council should be reminded of the goal to achieve
proportional representation for each high school serving our residents. For example, Gunn and Los Altos High have
many more LAH students than some of the smaller private schools, and therefore need more youth commissioners.
Our goal is to have about 4+ representatives from the larges schools, and 1-2 for the smaller schools. We still have
several schools with no representation on the commission, and the commissioners are actively trying to recruit at
these campuses (Pinewood and St. Francis). Sarah said that she would make a recommendation to council at their
March meeting to update the YC language. Roger said that he has the only e copy of the YC language and if Sarah
sends her proposed changes, he can put them on his electronic form. Sarah will continue to meet with the YC and be
their staff liaison. The YC will not be required to attend CRC meetings in the future. The next YC meeting is 3/2 at
6:30pm and the next YC event is Friday Night Live on May 20th at the LACY center in Los Altos.
• Newsletter Report – Sarah Gualtieri
(Print deadlines, upcoming events, suggested articles) Recent deadline: January 10th for the March 1st publication.
Suggested Articles: NN classes, address visibility, online registration, picnic article, resident handbook coming in fall,
volunteers needed for picnic. Transition update
Sarah reported that she is the one responsible for requesting newsletter article submissions from all the committee
chairs in the future. She stated that most articles could be accepted and worked into the space allotted. She is
meeting regularly with Glenn Reed and Marita Vargas, the 2 editors. She said they decided to move up the deadline
by 1 week so the next deadline for article submissions is April 1st for the June 1st publication. Roger requested that
she look into what it would take to try to get the newsletter out to people’s mailboxes prior to June 1st so there was
more lead time for the picnic. Sarah reported that they were already trying to move up the date by requesting the
articles early, and that there were several other ways to advertise the picnic including the separate invitation that will
be mailed to all residents.
• New Resident Packet Report - Roy Woolsey
Roy reported that new residents moving into town has slowed down, which is typical in winter. Last month there were
only 7 new residents so nothing was sent out. He will wait until there is a “full sheet” of address labels before sending
anything.
• Fall Resident Handbook Update: Kathy Evans
Kathy reported that she met with the Los Altos Chamber of Commerce and talked about submitting some updates to
their publication that would include more information on Los Altos Hills. Sarah also reported that she has been in
contact with the Chamber and is also submitting updates. Gayle Carter is the contact there. Kathy will finish
updating all the websites and phone numbers and then start to work with Alex Atkins to rough up a draft of the new
insert. We are still on track for a fall insert to the newsletter.
• Neighborhood Network Report – Joan Sherlock
Status of Town wide CERT exercise 1/29, Upcoming CERT/PEP classes, Addition of fall class schedule to newsletter
and Park and Rec. catalog. Large Animal Rescue update from 2/7 meeting with LAHHA. Upcoming NN events for
February and March. Presence at Earth Day 4/17. Letters to residents whose homes are NOT clearly marked or
visible from the street – possible Newsletter articles to be submitted.
Kathy reported for Joan who is in Germany. John Radford would like to request that Joan bring to the next meeting
the goals, mission and purpose of the Neighborhood Network Program, along with a 1-year and 3-year plan to meet
these goals. He also asked that there be a map included in the next newsletter with dots where we have CERT/PEP
members so residents can see which areas are covered and which need more help. Kathy will ask Joan to work with
Mike Sanders to get an article on the NN in to Sarah before April 1st for the June newsletter. Sarah requested that
people who have hosted NN meetings send her photos so she can use them in the newsletter.
8. The 2011 Annual Town Picnic: Advanced Planning Updates
Vendor Scheduling Report: Committee members were advised to contact vendors and get our picnic date on their
calendars and begin to formalize contracts and prices for budget. Picnic: June 5, 2011 1-4:30pm Purissima Fields
• Ice Cream / Toppings / Cups / ice / Transportation: Marc Sidel (Estimated 2011 price: $2000.00+)
Marc is absent, but Kathy spoke to him and he said that he has contacted Baskin Robbins about ice cream.
(Last year $1633.45 + $196.65 ice = $1830.10) We estimate +200 more people this year.
• Car Show / Signs / Reservations / Tickets: Bill Downey, Bob Mabe: No cost.
Town will mail invites to car owners. LAH car owners will get priority placement in the show. If the show is not full
with just LAH residents, then car owners outside LAH will be invited. Car owners in the show will receive 2 meal
tickets per car. Fisker Lux. Hybrid this year. Judges meeting required AM of picnic. Roger will print certificates.
• Tent Rental / Stage Rental / Chairs & Tables / Contract status: Linda Seidel / Sarah Gualtieri (Est. price: $6000.00)
(Last year $2311.94) This year we don’t know what we need until we lock down the entertainment. Linda will contact
Mary Kear who has started her own rental company and will match all bids. We have worked with her for many years
and have been very satisfied with her follow up and customer service. Linda will copy Sarah on all correspondence
with Mary so the town can keep a record of what we rent from year to year. Get cost for XL tent 40x60. Last year the
tents cost $3678.75 + tables & chairs & podium $2311.94 = $5990.69
• Balloon Arch for Car Show: Linda Seidel / Sarah Gualtieri (Estimated 2011 price: $_______?______)
•Music (Jazz Unlimited): Ron Knapp (Estimated 2011 price: $1300.00)
Last year we got a special price on a band that a CRC member was in. People requested the band from the prior
year which was more expensive but better received. We are also asking that they include their own sound system
and power cords in the price this year. Ron Knapp reported that he is in the process of finalizing the band contract
and once it has been adjusted it can be signed and we will need to issue a deposit.
• Sodas / Wine / Beer / Cups / Ice / Transportation: Ron Knapp (Estimated 2011 price: $1500.00)
(Sodas $406.79, wine + cups $533.44, Reimbursement N. Osborne $401.51) We expect more people this year, but
do not want to end up with extra.
•Children’s’ Inflateables/Stars ‘N Stripes, Train, Pirate Show, Face painter, Magician: Roger Burnell (Est. $3500.00)
Roger reported that the inflateables were ordered from Stars and stripes as well as the train. They did not remember
that they had offered to credit some $ back because they lost the keys last year. Roger will remind them. Roger also
reported that the Pirate is not available this year and we will need to find alternate “WOW” entertainment. Stilt
walker, magician, acrobats, balloon twister etc. Roger is still calling to see who is available. This will affect the rental
order for staging depending on what is required. One magician has also requested that we provide 2 youth
commissioners in jester costumes to assist with the show to save cost. Roger is authorized to select 1-3 performers
that will fit into our budget, before the next meeting, so that we can get them under contract ASAP. Last year we
spent $1200 on the pirate and $1850 on the inflateables and $75 on the face painter. We may go over budget on
this, but can report at the next meeting. Roger tried to book the Pirate for the following year 2012, but he will want
more than the $1200 we have paid in the past. Wendy Mehner face painter cost $75.00 last year. This year she is
estimated to be $100.She charges us the cost for event insurance and donates her time. Kathy Evans has contacted
her.
•Fire Department Food and Menu Reservation: Roger Burnell (Estimated 2011 price: $6500.00)
(1800 people Last year $ 6054.21 + additional chili + additional salad for 2000 people this year)
• Design & Planning for Auto (on-line) Registration: Sarah Gualtieri (Estimated 2011 price: $unknown)
Sarah gave an update that she has met with Dave Snow and staff about creating an online registration procedure.
Staff feels that because this is the first year for the online registration that we should again offer the fax or mail in
options for our older residents. John Radford said he did not have a problem with making it all online. The
committee agreed that all reservations must be received by Town Hall no later than 2 weeks prior to the event so staff
could input the information so it could be sorted and volunteers assigned etc.
•Event Promotion / Town-wide Mailer + postage: Kathy Evans / Sarah Gualtieri (Estimated 2011 price: $3300.00)
Sarah reported that the invitation would need to be modified to explain the online registration this year. She also said
that staff would like it to include the cut out portion, from 2009, which can be mailed in or faxed to town hall. Last
year the postage cost was very high because of production delays. This year we plan to have it updated much
sooner and it will be available to go bulk rate, which should be considerable savings. Last year we spent $3353.09 to
Craftsman Printing. Alex Atkins charges $400 to redesign the flier, but we will save on postage.
• New Signs / order status: Sarah Gualtieri (From Staff Report 2010) (Estimated 2011 price: $2000.00)
Sarah will call and get a quote from Signs Unlimited to create several NEW picnic signs that are white canvas with
green lettering, registration, entrance, ice cream, drinks, games, food, parks & Recreation, car show, pony rides,
additional parking, etc. based on the staff recommendation list following last years picnic. The signs can be 18
inches x 4 feet+ and will attach by grommets to the white picnic tenting, which is 10x10. Last year we were charged
$798.83 to produce 3 street banners. This was a one-time expense and we plan to use them for several years. This
year we need to produce several new banners for inside the picnic area, which will also be one-time expenses and
will be reused indefinitely.
•Update 3 street banners with new date/time status: Sarah Gualtieri / Eric Christensen (Est. price: $100.00)
Sarah will get an estimate from signs Unlimited to update the date, phone number and website on the 3 town signs.
Alex Atkins charged us $400 last year to produce the banners and charges $25 to update the .PDF when we make
changes.
• Event Map Graphic Update: Joan Sherlock (Estimated 2011 price: $200.00)
Roger and Sarah will look into having Signs Unlimited update the existing graphic from last year. The last 2 years
Joan’s daughter made the picnic map signs. She is not in the area any more, so we need to look into recreating new
signs with our new branding or updating the existing graphic ourselves. Last year signs unlimited charged us
$183.58 for the map on foam board.
• Staffing for Picnic / Coordination with Little League / Car Show / Set up and Break Down: Eric Christensen / Sarah
Sarah reported that she would arrange with Carl to have staff available at the picnic. She has also ordered 3-porta
potties. 1 to be placed by the pony rides/ car show, and 2 to be located near the main restroom area.
• Volunteer Coordinator (Resident and Committee participation): Kathy Evans / Sarah Gualtieri
The new online registration should be able to produce volunteer lists so that volunteers can be contacted prior to the
picnic with their volunteer assignment and hours.
• Registration materials / Name Tags / pens / tape / table cloths etc: Karen Emerzian (Est. 2011 price: $150)
Last year Karen spent $92.14 for materials, but reported that she was using up all the materials that had been
purchased in the years prior, so this year we need to get new tablecloths and registration materials. The Youth
Commission has T-shirts, but we will need to check with Duffy to see if the volunteers need T-shirts this year. Kathy
Evans suggested aprons instead of T-shirts so they can go on over your cloths and be worn during your volunteer
shift.
• Teen / Youth Activities (Robotics Club, Youth Commission, LAHfamily): No cost
Sarah said she would look into inviting the robotics club again this year.
•Golden Gate Lionel Railroad Club Donation: Sarah Gualtieri (Estimated 2011 price: $100.00)
• Family Games (volleyball, basketball, Frisbee, Parks and Rec. sand table, other): Jamie Lucia / LAHfamily No cost
•Parks and Recreation Game Table: Jamie Lucia (Est. 2011 price: $250.00)
Last year Rebecca Hickman spent $219.78 on supplies for the P&R craft table. In years past we have run out of
prizes and needed to send someone to the store for replacements. The budget should include more prizes.
• Pony Rides: Eric Christensen / LAHHA volunteers (Estimated 2011 price: $800.00)
LAHHA representatives and Pony Club kids will be available to help at the pony ride area this year. Jamie Lucia will
contact PRPC and get volunteers. Kathy will contact LAHHA. Volunteers to get 1 meal ticket per volunteer.
•Shuttle Busses: Eric Christensen / Sarah Gualtieri (Estimated 2011 price: $1300.00)
Last year we paid quality Assurance Travel $1210.00 for 1 shuttle bus on a continuous loop between town hall and
the picnic. Signs will need to be made for the bus this year. Arrangements should also be made to make sure they
stick around till after the picnic to take clean up volunteers back to their cars.
•Misc. New Considerations for 2011: Train Stop(s), Train route, Bussing, Additional Parking, other: Roger Burnell
(Estimated 2011 price: $350.00)
Roger will look into the creation of the 2 new train stop booths.
9. Final 2010 Picnic Report: Kathy Evans and Roger Burnell (Due to K. Jost by 3/7)
Total picnic payments from N. Pegueros report indicate that in 2010 we spent $26,367.91 on the Town picnic.
Roger reported that he is working on putting the finishing touches on the final picnic report, to present to council next
month, along with the CRC budget for the year. Kathy said that she would send him an updated version of the
DRAFT report that included the missing ice cream information from Marc Sidel and the minutes from this meeting,
which include all the estimated picnic prices.
10. CRC Volunteers and Contributions at upcoming Town Events:
•Earth Day - April 17th 1-4pm need drink table volunteers (Emerzian / Knapp), NN (Sherlock), Welcome New
Residents at CRC table (Woolsey?) Karen and Ron will call Duffy and arrange to pick up her easy up tent and
possibly her tablecloths so they can serve sodas at Earth Day. Traficanti is the only wine donor so far. Someone
needs to call the wine makers and get more donations. Parks and Rec. will sell wine glasses. There will be a
farmers market going o with other local produce for sale.
•Pathway Run – May 7th 8am -3pm Need volunteers to help with registration and volunteer coordination (get T-shirt)
•Prep Fields for Picnic Saturday June 4th 8:00 am – Drinks, ice cream, stage, car show, registration, kids area etc.
Mark your calendars for 6/4 7:00 am. Purissima Fields. Each committee member must 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 arrive by 10:00 am and need to stay to help staff with clean up.
11. 2011-2012 CRC Budget Discussion: Roger authorized to add up picnic costs with activities below for CRC
budget and propose to council 3/17/2010. Further discussion of CRC budget tabled.
Based on the picnic estimates above plus the non picnic activities:
• Youth Commission (Youth Activities / Community Activities): Sarah Gualtieri (Est. price: $500.00)
• Newsletter: Sarah Gualtieri (Estimated 2011 price: $___no longer CRC__________)
• Neighborhood Network Program: Joan Sherlock (Estimated 2011 price: $______town absorbs cost_______)
• New Resident Welcoming & Outreach: Roy Woolsey (Estimated 2011 price: $___?__________)
• Supplement (Resident Handbook supplement in Fall Newsletter): Kathy Evans (Est. 2011 price: $2600.00)
• Town Picnic planning for 2011 / 2012: (Team) See above
• Contributions to other Town Committees, (budget for sodas, cookies, cider, etc): Team (Est. price: $600.00+)
Hoedown, Holiday Barn Lighting, Caroling Party, Tree Lighting, Earth Day, Pathway Run, Hoppin Hounds Easter
Hunt, Youth Commission Activities and sponsored events, Art Shows, Town Picnic, other.
• CRC Sponsored Community Event (Annual) (Estimated 2011 price: $1000.00 ?)
• Outreach to community, postage / filling committee positions / other (Estimated 2011 price: $______?_______)
• Contingency (Estimated 2011 price: $500.00)
12. 2011/2012 CRC Budget Request to Council: Request to be on schedule for the 3/17 Council Meeting: Roger
reported that he is planning to present the CRC budget to Council next month at their meeting on 3/17 at 7:00 pm All
agenda items must be to Mei Chiang by Monday 3/7/2011. Motion approved unanimously to present picnic budget
not to exceed $30K
13. Completion of any Old Business: None
14. Introduction of New Business: None
15. Next Meeting Dates: March 22, 2011, 7:30 pm (Roger to Chair.) (4/26 K, 5/24 R, 6/28 K) *6/4 field prep
16. Adjournment: Time – 9:45 p.m.
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: 2-2011