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HomeMy WebLinkAboutJanuary 25 TOWN OF LOS ALTOS HILLS! Community Relations Committee Tuesday, January 25th, 2011, 7:30PM Los Altos Hills Town Hall - Parks & Recreation Center 1. Roll Call: CRC Members Present: Kathy Evans, Roger Burnell, Karen Emerzian, Ron Knapp, Jamie Lucia, Roy Woolsey. Associate Members Present: Marc Sidel. Council Liaison: John Radford. Member of the Public Present: Kjel Karlsson (KjellHKarlsson@gmail.com) He introduced himself and said he had recently discovered that the town had committees. He attended the pathway committee meeting and the CRC meeting and was interested in attending a few more committee meetings, before deciding where he wanted to volunteer. Kathy Evans requested that we update the listed roster names, to remove names of people who are no longer on the committee, add those who were missing from the list, and break it into groups, so the active voting committee members are distinguished from the associate non-voting members, so that we can more easily determine a quorum. In the future, the list will read: CRC Voting Members: Roger Burnell Co-Chair, Kathy Evans Co-Chair, Karen Emerzian, Ron Knapp, Jamie Lucia, Joan Sherlock, Roy Woolsey. (There are 2 openings) Associate Members: Allison Atkins, Bill Downey, Bob Mabe, Linda Seidel, Marc Sidel, Barbara Waldeck, Patty Woolsey. (Terms are for 1 year and are confirmed at the beginning of each year) Town Staff Liaison: Sarah Gualtieri. Town Council Liaison: John Radford. Youth Commissioner: Allika Walvekar 2. Introduction/Seating of New Committee Member: Jamie Lucia The Council voted to add Jamie Lucia to the CRC committee. This is the first meeting she was able to attend. She will be assisting the committee with the games section at the picnic and coordinating volunteers from lahfamily.com to also help with the games. She introduced herself and spoke about how she has more time to volunteer now that her child is older. 3. Selection of Session Secretary - January 25th Meeting (This position will rotate alphabetically). Kathy Evans will take notes at this meeting. Following the ABC order, Ron Knapp will take notes in February. 4. Memberships: Associate and Regular • Welcome visiting prospective Committee Members • Prospective recommendation to City/Council on any new/pending applicant(s) We discussed the fact that several voting members terms are expiring in 2012. Many have served on the committee for over 10 years. Kathy Evans requested that everyone on the committee, look around and find good CRC candidates, to bring to the next CRC meeting in February. CRC members have specialized jobs during the annual town picnic, among their other duties, and bringing on prospective new members this year, would give us the opportunity to train them, at this years picnic, so that they could step in, should they choose to join the committee in the future. It is also a good opportunity to bring in new and fresh ideas and faces, so that we can continue to reach out and involve more residents in our town activities. 5. Review and Approval of Committee Meeting Minutes: October 26th. The October 26, 2010 minutes were circulated. Roger Burnell had several edits, which he read to the committee. Kathy Evans also requested the names be updated at the top of future minutes to accurately reflect the committee members. The minutes were approved unanimously with Roger and Kathy’s listed edits. Roger will submit the final approved copy to Karen Jost. 6. Review of City Council Meeting of January 13th - Kathy/Roy Roy Woolsey and Kathy Evans were both present at the last Council meeting, where the newsletter transition was discussed as a noticed agenda item. Town staff (Carl Cahill – City Manager) gave a report to council, that staff wanted to take over more responsibility for the newsletters timely production, and felt that they could dedicate more town resources (staff time) to this, now that Duffy Price has resigned from the CRC and Newsletter Editor position. Duffy Price introduced her Editorial successor Glen Reed, and he spoke to council, listing his qualifications and assuring them that he has been acting as the assistant editor for the past several editions. He said that he and Duffy and Marita Vargas, and staff liaison Sarah Gualtieri, had been meeting regularly about the transition, and he felt they would all work well together. Both Glenn and Marita have professional writing backgrounds. Sarah is a staff liaison to the CRC. Both Roy and Roger expressed an interest in continuing to edit the publication. Kathy stated this was probably no longer necessary as both editors were considered professional writers. Roger said he was disturbed to hear the Council acted without his permission or committee consultation, and there are protocols for this, and the Council violated them. John Radford suggested that he meet with Carl and Sarah, and discuss this further, to avoid future incidents of the Council not following CRC protocols. Roger requested that Carl and Sarah be invited to the next CRC meeting, Karen Emerzian seconded the request. Discussion followed, but a quorum could not be reached. (3 yes, 1 no, 2 obstaining.) Roger will meet with Carl on his own, and report back at the next CRC meeting. 7. Sub Committees Reports: • Youth Commission Report - Allika Walkevar Kathy Evans gave the youth commission report and read from their minutes. They meet the first Wednesday of each month. They have several activities planned for 2011. They have set the date for their date for Friday Night Live – May 20th at 6pm. Last year this took place at Hidden Villa, but this year they are looking into hosting it in Los Altos, at the LACY, with the LA youth commission as a joint event. • Greeting Residents: New Packet Report - Roy Woolsey Roy Woolsey stated that he has seen a consistent rise in home turnovers in the last two months. He has been able to send out 20 packets, every month, to new residents. • Residential Handbook Supplement – Kathy Evans stated that she has been working with Allison Atkins on the new resident packet, which will be ready to go out in the September newsletter as an attachment to all residents. “Our Town” Newsletter Report - Duffy Price (Print deadlines, upcoming events, suggested articles). Recent deadline: January 10th for the March 1st publication. Duffy was absent from this meeting, but gave a report to Council at their meeting, and has stated that everything is still on time. The deadline was January 10th for submissions, so the new newsletter team is reviewing all the articles and working with the authors to meet the deadline. Glen Reed and Marita Vargas were not present at this CRC meeting because they were working, at the same time, on the publication at another location. There was some discussion about whether or not they were going to remain part of this committee, after the Council voted in the new newsletter structure, with more staff guidance. Kathy spoke to both Marita and Glen at school, and they both said it was their understanding that they were no longer on the CRC, but were a separate group with town staff oversight. • Neighborhood Network Report – Joan Sherlock/Roger B. Joan was not present at this meeting, but Kathy Evans reported that there was to be a town wide CERT training on January 29th at town Hall and Foothill College. There will be a simulated emergency to test out the radio operators and neighborhood network responders. Each neighborhood leader will be asked to locate every house number in their territory, and list if it is visible and if there are gates blocking the entrance. This information will be collected and residents with deficient house markings will be notified. We might want to consider adding something about this in the new resident information packet. 8. The 2011 Annual Town Picnic: Advanced Planning. • Adjustment to Field conditions - Roger reported that the new train path would be done on time. Advanced Scheduling: Vendors – Everyone was advised that it is time to contact vendors and get our picnic date on their calendars. May 5, 1:00-4:30pm Music (Jazz Unlimited) – Ron Knapp will work to secure a contract with Jazz Unlimited. They need to bring their own extension cord this year. Inflatable Events - Stars ‘N Stripes – Roger said that he would get them signed up. Kathy mentioned that we should ask if their toys were coated in lead paint or plastic. Following last years picnic there were several news articles warning of the dangers of inflatable products coming from China and the significant lead exposure of these inflateables, because children touch them with wet sweaty hands and then eat food. Roger will check if this company has safe products. Special Feature: Pirate Ship, Magician, Other – There was considerable discussion on whether or not to include the Pirate show again, or to change it up and go with a smaller magician or juggler or both. A Balloon clown was discouraged, because of the “popping” that could frighten the horses at the pony rides and the balloon clean up on the lawn. It was also suggested that we would have better signage for the pony rides and possibly a train stop for this purpose. Fire Department – Roger will phone them, and then follow up with a letter, requesting that they come to the picnic and serve their annual fare. This year we will also request the vegetarian chili as well as the regular chili, and that they cut all the portions into 1/4 to feed more people. We should also up the salad amount, because that has run out early the last two years. • Design & Planning for Auto (on-line) Registration – Sarah Gualtieri Sarah is absent, but Kathy reported that town staff has set a meeting for 2/2 to meet with the IT professional who will be writing the program to register online. Sarah will report on the progress at the next meeting. • New Considerations: Train Stop(s), Bussing, Signage, Rentals – Roger is working on building the train stops. We need to speak to Eric and Sarah about ordering additional signs for the picnic this year. Suggestions of signs were made in the staff final picnic report, and this will impact the overall budget for these one-time purchases. An associate member has handled the rental order for several years and Kathy Evans suggested that in the future, this could be a joint volunteer/staff function, because the town prefers to be responsible for items that require contracts and payment. Kathy suggested that Sarah and Linda meet and discuss last years order, and place this years order together. Other – Everyone encouraged to bring their picnic updates (prices, contracts) to the next meeting in February. The rest of this agenda will be tabled till January, because the meeting is getting long. John Radford must leave at 9:30pm because he has an early morning conference call. • Final 2010 Picnic Report: Part of Requisition - Kathy Evans and Roger Burnell (Next Meeting) This item was tabled till the January CRC meeting because we ran out of time. Kathy collected and turned in the notes from each picnic chair last June. Roger is in the process of reformatting the data making it presentable to council. This final picnic report should be turned into council at their March 17th meeting. Actual picnic costs have been requested from N. Pegueros. 9. CRC Volunteers and Contributions at upcoming Town Events: (Next Meeting) (Welcoming of residents, passing out new resident packets, showcase committees) – Discussion as needed. 10. 2011-2012 CRC Budget Discussion: (Next Meeting) Preparation for input from members for the next annual budget: • Youth Commission (Youth Activities / Community Activities) – Allika Walkevar • Newsletter: (Sarah) • Neighborhood Network Program (PR & expansion / input) – Joan Sherlock • New Resident Welcoming & Outreach - Roy Woolsey • Supplement (Resident Handbook/Activity Guide) – Glen Reed • Town Picnic (Team) • Contributions to other Town Committees, (budget for sodas, cookies, cider, etc) (Team) • CRC Sponsored Community Event (Annual) – Roger Burnell • Outreach to community / PR, event signs, filling committee positions etc. • Other 11. Completion of any Old Business - None 12. Introduction of New Business - None 13. Public Comment - None 14. Next Meeting Date: February 22nd, 2011, 7:30 pm (Kathy to Chair.) 15. Adjournment. (Time: 10:15pm) 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: 1-2011