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HomeMy WebLinkAboutMarch 22TOWN OF LOS ALTOS HILLS Community Relations Committee Tuesday, March 22, 2011, 7:30PM Los Altos Hills Town Hall - Parks & Recreation Center 1. Roll Call: The meeting was called to order at 7:35 pm. CRC members present: Kathy Evans (co-chair), Jamie Lucia, Ron Knapp, Karen Emerzian, Roy Woolsey. Associate members present: Marc Sidel, Barbara Waldeck. Town/ Staff Liaison: Sarah Gualtieri 2. Selection of Session Secretary (Position rotates alphabetically) Jamie Lucia for March, Joan Sherlock for April, and Roy Woolsey for May. 3. Public Comments: None 4. Committee Business Update: Kathy Evans set the meeting dates for the 3rd Tuesday in March, April, and May and planned to meet the day before the picnic to prep at the fields at 3:00 pm. This needs final confirmation with the rental delivery and town staff. All committee members needs to be present when the fields are marked and should stay until their area is marked where they want the tents set up. 5. Review of Committee DRAFT Meeting Minutes: February 22nd meeting: Approved unanimously. 6. Review of City Council Meeting March 17th: Council Response to the Final 2010 Picnic request not to exceed $30k. There was some discussion as to why the request was higher this year, and it was explained that there were several one time sign expenses that would not be repeated in future budgets, because the signs can be reused from year to year. Council stated that the town picnic is the best deal in town, and that the CRC does a great job putting it on. Report and 2011 CRC Operating Budget Request: Kathy Evans discussed including communication and marketing materials in the budget for this year. The current committee budget is set at the standard $500.00/per committee for each year. If we need extra money to cover the cost of other committee activities, we need to request more. i.e. the resident handbook insert for fall @ $2600. Youth Commission, Neighborhood Network and the Town Newsletter are not to be included in our CRC operating budget, because they each have their own budgets. Roy Woolsey motioned that we should increase the CRC operating budget by $30,000.00 to include the cost for the 2012 picnic, and present it to Town Council next week. Staff subsequently advised that we should not include the picnic in the CRC operating budget, because it has a separate budget, but our report can indicate that the picnic budget will be roughly the same as this year, not to exceed $30k. The motion was seconded by Jamie Lucia and passed unanimously. Kathy Evans was authorized to put together the operating budget and present it to council with the $500 + $2600 = $3100 and a comment that the picnic cost will remain the same. 7. Sub Committee Reports: Youth Commission: Sarah Gualtieri reported that there are 2 new applicants filling out forms and 2 new members to the Youth Commission. They have their main event coming up on May 20th, Friday Night Live, and she will update us on this event in more detail at the next meeting. Prospective new YC members have been encouraged to attend the event as well as other upcoming town events. New Resident Report: Roy Woolsey reported that he sent out 5 letters today to new residents. Kathy Evans suggested sending out follow up letters or a packet with a list of all of the upcoming town events in future letters to new residents. Fall Resident Handbook Update; Update will be made after the picnic. Neighborhood Network Report: There is a CERT Exercise and Meeting in the Town Chambers tonight. Mike Sanders is scheduled to attend the April 26 CRC meeting and gives an update around 7:45. The Neighborhood Network will try to have an article in the next Town Newsletter, and materials at the Town table at the Los Altos/ Los Altos Hills Community Expo on April 2 as well as Earth Day on April 17th. 8. The 2011 Annual Town Picnic: Advanced Planning Updates: Ice Cream/ Toppings/ Cups/ Transportation: Marc Sidel: no changes. Car Show/ Sings/ Reservations/ Tickets: Bob Mabe: no changes. Table Rental/ Stage Rental/ Chairs and Tables: Linda Seidel and Sarah Gualtieri: no changes. Balloon Arch for Car Show: Linda Seidel: no changes. Music: Ron Knapp reported that he is finalizing the contract and asked that the group provide a W-9 so that Sarah can see that the band's deposit check is sent. He made 2 changes to include exclusions and provisions and band equipment needs. Contract will be final by next meeting. Sodas/ Wine/ Beer: Ron Knapp reported that the beer vendor Sudworks will be transporting the beer. Children's Inflatable Events: Roger Burnell; No update / absent Fire Department / Menu Reservation: Roger Burnell: No update / absent Status Report for On-Line registration: Sarah Gualtieri reported that the preferred method of registration will be on-line, with a back up plan for those residents without a computer either faxing, mailing, or dropping off their forms. There will be no phoning in orders this year. The registration deadline is May 24. The registration form was changed to reflect the preference for the on-line process and Kathy Evans volunteered to clean up the form and take it to Alex Atkins to finalize to get it to the printer next week for a May 1st delivery to residents. Signs/ Order Status: Sarah Gualtieri reported that the signs are ordered and discussed the best way to hang the signs on the rental tents. Event Map Graphic Update: Joan Sherlock/ Sarah Gualtieri: no update until the final placement has been decided and the entertainment is under contract so that we know who will be coming. Staffing for Picnic/ Coordination with Little League/ Car Show/ Set up and Break Down: Meeting to set up fields and paint the lines on Saturday, June 4, from 8am to 4pm. Time still needs to be coordinated and confirmed by staff. Volunteer Coordinator: Kathy Evans/ Sarah Gualtieri: no update until we get the online registration reports and see how many people sign up to volunteer. Teen and Youth Activities: LAH Family and Jamie Lucia: no update. Family Games: LAH Family and Jamie Lucia: no update. Pony Rides: LAHHA volunteers/ Pacific Ridge Pony Club/ Jamie Lucia: 9. CRC Volunteers and Contributions to Upcoming Events: Earth Day: Kathy Evans talked with Duffy Price and we will need crackers, cheese, wine, and sodas from Safeway and Costco. The shift is 1pm to 4pm and Karen Emerzian and Ron Knapp have volunteered. Joan will have Mike Sanders bring Neighborhood Network Materials Pathways Run: May 7, 2011. 8am to 3pm. Volunteers are needed to help with registration in the morning. All volunteers get a t-shirt. Prep Fields for Picnic on Saturday, June 4, at 8:00am. Drinks, ice cream, stage, car show, registration, kid's area, band, and food/wine stations need to mapped and set up. Each committee member must be present and stay until their area of responsibility is set up to their specifications. Town Picnic: June 5, 2011, Sunday, from 1pm to 4:30pm. All committee members must stay to help with clean up. 10. Completion Of Old Business: CRC Budget – Kathy Evans was authorized to put together the CRC operating budget and present it to council at the next meeting. The budget is to include the $500 per committee plus the $2600 for the new resident handbook insert in the fall. The picnic budget is separate, but will be mentioned that the price will remain the same. 11. Introduction on New Business: Kathy suggested reviewing CRC meeting dates again at a future meeting, so that the committee could meet either the first or second Tuesday of the month and not the 3rd, which is after the council meetings and makes it difficult for CRC items to be brought to council in a timely manner. This was tabled till after the picnic but might be brought up again for next year. 12. Next meeting is April 26, 2011 at 7:30 pm and Kathy Evans is to chair. The next meeting after that is May 24, 2011 at 7:30 pm with chair Roger Burnell. 13. The meeting was adjourned at 8:30pm.