HomeMy WebLinkAboutMay 24TOWN OF LOS ALTOS HILLS
Community Relations Committee
Minutes Tuesday, May 24, 2011, 7:30PM
Los Altos Hills Town Hall - Parks & Recreation Center
1. Roll Call: (Underline those who are present) Meeting called to order (time):
_7:30pm
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)
Members of the Public: Barbara Cannon, Nick French, Maysa – Youth
Commission Rep.
Town Staff Liaison: Sarah Gualtieri. Town Council Liaison: John Radford.
2 Selection of Session Secretary - (Position rotates alphabetically). Following
the ABC order; Roy Woolsey – May, Ron Knapp – June, No meeting in July,
Joan Sherlock - August
Roy Woolsey was absent for this meeting, so Ron Knapp took minutes.
Schedule will adjust.
3 Public Comment (Items not on the Agenda):
Introduction of Barbara Cannon, a friend of Karen Emerzian. She will be
submitting an application to join the CRC at the next council meeting 6/16.
Barbara is interested in working on the picnic registration, Hidden Villa activities,
and other public events in town. Introduction of Nick French who will be helping
out at the Games area at the picnic. Jamie Lucia may be moving, but for now,
will remain on the committee until further notice.
4. Committee Business Update:
• Welcome visiting prospective Committee Members (Regular members
encouraged to bring a guest to each meeting). Roger welcomed Nick and
Barbara and Maysa.
• Prospective recommendation to City/Council on any new/pending applicant(s)
introduced at past meetings. Barbara Cannon introduced. Nick French given
CRC application. Jamie Lucia is moving and 6/12 is her last day in town.
• Set deadline for final picnic reports to be submitted to chairs by August
23rd at the August CRC meeting. There will not be a July CRC meeting. The
June CRC meeting was moved up by 1 week to June 21st. Anyone who has
completed their final wrap up report is encouraged to submit it to the committee
chairs prior to the June 21st meeting, but the final reports are not due until the
August meeting.
• Collect a list of all committee-members and staff, cell phone numbers to
distribute before picnic. Kathy and Sarah are compiling an excel spreadsheet of
important phone numbers for each CRC member.
• Review chain of command at picnic – Set up procedures – troubleshooting:
Kathy Evans
The chain of command is that if anyone has a problem, contact Kathy who will be
at the entrance gate to the picnic, or Roger who will be at the registration table.
Registration issues, meal tickets, will be directed to Kathy, Vendor issues,
electricity etc., will be directed to Roger.
• Committee Member Announcements - Roger Burnell announced that he and
Kathy Evans as co-chairs would be meeting with Ginger Summit at the annual
Mayors Meeting with Committee Chairs on this coming Thursday 5/26 at 7pm.
He pointed out that the current CRC Charter needs some updating because
there have been some recent changes made by Council to the actual duties of
the CRC. Roger will update the Charter and present it with Kathy at the Mayor’s
Meeting. The CRC is no longer responsible for creating the Town Newsletter,
but we are responsible for helping other committees to fill their openings.
5. Review of Committee DRAFT Meeting Minutes: April 26th, meeting
Draft minutes from April were reviewed and approved unanimously without
changes.
6. Review of City Council Meeting of May 19th – Attending committee
members comment
John Radford reported that it was the shortest Council meeting in a long time and
they ended at 9pm. He said they reviewed the 2011-2012-town budget and
approved $30k for the CRC picnic this year and next year, and $3100 approved
for the CRC budget this year. There was also some discussion on the safety of
motorized remote control gas powered cars, in the town arena, with the horses
that use the arena. Council voted to direct staff to amend the current ordinance
so that only compatible uses were allowed, and remote control gas cars are not
compatible. John also pointed out that the biggest issues for the council right
now are the proposed Arastradero trail using Stanford funds, and the proposed
Fremont Road bile trail using VTA funds. This trail would make the “S” curve
safer. Both have large groups who are vocal attendees at the council meetings.
7. The 2011 Town Picnic: Final Planning Updates – Registration Deadline
May 24th
All vendor contracts should be in hand and signed, deposits made, with final
checks requested
**The June Meeting will be a discussion for the final picnic report to council. All
DRAFT comments can be emailed to the chairs prior to that meeting, by 6/20 so
they can be included in the agenda. Final picnic wrap up reports are due at
(or before) the August 23rd CRC meeting.
**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.
**Attendance update: We are expecting 2,000 residents to attend this year’s
picnic.
• Ice Cream / Toppings / Cups / Transportation / Ice: Marc Sidel
On track. Mark will call Linda Seidel if he requires dry ice, based on the
temperature that day. At 10:30am on Sunday he will need to go get the ice
cream with Steve Garcia, as Sarah will be needed on site. Sarah will order ice
from San Jose Ice: 18, 40lb. Bags = 720 lbs., delivered by 11:30am to the
Fields. Marc needs 3 shifts of 5 volunteers beginning at 1:30. Sarah will go to
the shed and count the ice coolers to make sure there are enough for the sodas
and additional ice cream. Barbara Waldeck also has more coolers. Marc will
make ice cream signs and laminate them to attach to the canopy. They will be
shorter this year to accommodate the new ICE CREAM sign that will be attached
to the tent overhang.
• Car Show / Signs / Reservations / Tickets / certificates / awards: Bill Downey,
Bob Mabe.
Roger Burnell will bring the car certificates, Jeffrie Price will do the calligraphy,
and Awards will be given at 2:40pm. Judge’s meeting will be at 1pm. Sarah will
be in charge of getting the cell phone numbers for Carl, Francis and Ginger, as
well as the YC.
• Tent Rental / Stage Rental / Chairs & Tables: Linda Seidel / Sarah Gualtieri
On Track. Rentals requested and check will be ready. Rentals are being
delivered on June 4th at 3:30 pm by Anthony Hayden Rentals – Mary Kear.
• Balloon Arch for Car Show / Dry Ice Order: Linda Seidel
On Track. Balloons ordered from Diddams. Dry Ice will be decided the day
before, depending on weather, Marc Sidel will call Linda Seidel if he required dry
ice and she will ask Diddims to include it in their delivery.
• Music (“Jazz Unlimited”): Ron Knapp
On Track. Contract done, final check will be ready. Roger will help them
connect to electricity.
• Sodas / Wine / Beer / Cups / Ice / Transportation / volunteers: Ron Knapp
On Track. He will try to find a volunteer to help with the loading. Reminded
everyone to keep the dry ice separate from the regular ice. Sudwerks beer has
been ordered, 1/3 sodas have been purchased. Needs 16-20 volunteers: 3-4 for
sodas, 2-3 for wine, and 1-2 for beer. Limit to 1 hour each so they do not get
impaired.
• Inflatable Events - Stars ‘N Stripes, Train Rides, Rock Wall: Roger Burnell
Contract still needs to be received from Stars and Stripes, but it will be less cost
because several inflatable were dropped to make room for the rock wall and the
pig races. Roger reported that he is working on getting the final contract from
Stars and Stripes.
• Pig Races: Sarah Gualtieri
On Track. They are en route from Arkansas. They will arrive on Saturday and
spend the night.
• Fire Department Food and Menu Reservation / Meal Tickets / Confirmation
Letter:
On Track. Letter from the Town has been sent. They are planning on serving
2000 residents.
• Status Report for Auto (on-line) Registration and Reminder Calls: Sarah
Gualtieri
Currently there are over 1,600 confirmed online reservations and with the
addition of the volunteers we will be at or over 2,000 residents attending. Once
the registration deadline has passed, Staff will begin to print volunteer reports for
the picnic and begin to call the volunteers to give them their work assignments
for the picnic.
• Volunteer Lists Generated from Online registration – Distribute Volunteer
Assignments
This year Amber will work with Joan Sherlock to call all the volunteers before the
picnic and give out the assignments. Volunteer lists will also be printed and
given to each committee-member for their area of responsibility. CRC members
will be responsible to call their volunteers if they want to give a last minute
reminder.
• Signs / Event Map / Additional Parking Signs / Shuttle Signs: Sarah Gualtieri
On track. All signs have been ordered from Signs Unlimited and will be delivered
to town hall by 6/3. Roger placed a last minute order for train signs, but it should
be done and received by 6/3 with the other signs.
• Robotics Club / Lionel Trains / Committee Tables / Dignitaries Invited: Sarah
Gualtieri
On Track. All planning to attend. Checks ready. Roger will help them with
plugging in. Sarah will email the committee chairs and remind them to come to
the picnic and set up their tables by 11:00 am.
• Contest Games -Frisbee, Parks and Rec. sand table, Face Painting: Jamie
Lucia, Nick French, and Sally Morgan. Nick French and Sally Morgan will be in
charge of the contest games this year. They have several new ideas that sound
fun. A dunk tank was deferred till the next picnic so we can see how the current
activities flow. Schedule was discussed and will need to be coordinated with the
band breaks. Still need face painter confirmation from Wendy Mehner.
• Pony Rides: Sarah Gualtieri / LAHHA / PRPC volunteers
On Track. LAHHA and Pony Club members will be present to help with the pony
rides. Kathy will provide meal tickets.
• Shuttle Bus and Parking Signs / Ports Potties / Garbage Cans: (2): Sarah
Gualtieri
On Track. Everything ordered.
• Registration Karen Emerzian
On Track. Karen requested that registration open up at 12:30pm to
accommodate the early arrivals and committee people who need to stand by
their tables beginning at 1pm. She also needs 15 volunteers, 5 for each hour.
She will have 5 lines evenly distributed across the alphabet. Amber will also help
with registration. Karen will purchase the plastic tablecloths for the ice cream
and drink tables. We will need youth commission volunteers to place the
balloons and tablecloths early. Wear your yellow picnic T-shirt if you have one.
Barbara Waldeck will make nametags for the committee, the council and the
youth commission with their titles. Sarah will send her the list of names and
titles.
8. Sub Committees Reports:
• Neighborhood Network – Joan Sherlock
Joan reported that we have 13 new block captains for the town who are CERT
members.
• Youth Commission – Sarah Gualtieri / Maysa – YC Representative
Maysa reported that the Youth Commission event Friday Night LIVE was a big
success. They had several high school and Jr. High School bands and choirs
perform from 7-10pm. They collected data on the schools that people attended
and will present this once they have analyzed the data a their next YC meeting n
June. Maysa said there were 20 active YC members. 11-15 would be available
for the picnic, plus other school volunteers needing volunteer hours. Roger
recommended assigning 3 YC members to act as supervisors, coordinating their
volunteers to keep them busy. Roger also suggested managing the food line to
show people which line to stand in for vegetarian food.
• New Resident Outreach - Roy Woolsey - Absent. Roger and Kathy received
an email update from Roy stating that he has been saving the names of new
residents until he has 1 mailing sheet of names (20) then he sends out a new
resident packet to them. The committee discussed sending out the packet with
less than 20 names, so that new residents would receive something from the
town within 30 days of moving into town, rather than waiting. This will help
people get timely information on upcoming town events so that they can attend.
• Community Relations Outreach – Pathways Run Update: Sarah Gualtieri / Staff
This event was a big success with about 500 registered runners and several
hundred family and spectators in attendance.
9. CRC Volunteers and Contributions at upcoming Town Events:
• Prep Fields for Picnic Saturday June 4th 3:00 pm – Drinks, ice cream, stage,
car show, registration, kids area etc. 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 need to stay till their area
broken down
• July 4th Parade – Town Hall to Gardner Bullis - No CRC participation
• Hidden Villa Concert July 17th 5:30 – 7:30 (Duveneck Reception 4pm Needs
Volunteers)
• Hidden Villa Concert August 28th, 5:30 – 7:30
• Hoedown Saturday, September 10th 3-8pm (Needs Beer and servers)
• Fall New Resident Event – TBD / Also Needs Budget Proposal
• LAHFamily October Pumpkin Carving Event (10/23?)
• Holiday Barn Lighting, Sunday, December 4th 1-4pm (Needs wine and
servers)
10. Completion of any Old Business:
11. Introduction of New Business: Aprons instead of T-shirts
12. Next Meeting Dates: June 21st, 2011, 7:30 pm KME to chair, (No July)
8/23 Roger, 9/27
13. 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/RK: 5-2011