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HomeMy WebLinkAboutAugust 24MEETING MINUTES - Tuesday, August 24th, 2010 7:30PM Los Altos Town Hall Parks & Recreation Room 1. Roll Call: Present: Roger Burnell, Kathy Evans, Duffy Price, Joan Sherlock, Karen Emerzian, Marc Sidel, Roy Woolsey. Absent: Allika Walvekar, Allison Atkins, Barbara Waldeck, Bill Downey, Bob Mabe, Donna Mok, Glen Reed, Linda Seidel, Nick Osborne, Patty Woolsey, Ron Knapp. The meeting was called to order at 7:35 p.m. Roger Burnell chaired 2. Annual Committee Elections. Roger Burnell and Kathy Evans were unanimously approved for a second term as co-chair for the Community Relations Committee. It was agreed that the things would run more smoothly with experience. 3. Selection of Session Secretary - August 24th Meeting (this position is currently rotating). We agreed to ask all members to serve as secretary once per term and keep this as a rotating position. Karen Emerzian declined stating that she was uncomfortable serving in this position even for a limited time. Everyone else was OK rotating the position. 4. Memberships: Associate and Regular • Welcome visiting prospective Committee Members • Make recommendation to Council on any new/pending applicant(s) • Review of Associate Member Terms We discussed letting the Chair know if you plan to be absent. Each member is allowed 2 absences per year, after 2 you lose your position o the committee. Attendance for each regular member is important to establish a quorum at each meeting. Associate members are non-voting and do not count towards the quorum. New associate members have not been receiving the minutes or the agendas or meeting announcements. This needs to be updated with Karen Jost. Roger took this as an action item to let Karen know to invite the associate members to all the meetings and send them the minutes. 5. Review and Approval of Committee Meeting Minutes: May 25, and June 22, 2010. Acceptance of the minutes was moved by Duffy Price and seconded by Joan Sherlock. Minutes were approved unanimously. 6. Sub Committees Reports: • Youth Commission Report – Kathy Evans and Sarah Gualtieri reported on the activities of the Youth Commission. They had a joint YC meeting with the Los Altos YC on 8/23. They are planning a Leadership conference sometime in February. They changed their regular meeting date to the first Wednesday of each month at 6:30 pm in the P&R room. They are actively recruiting new members to fill the vacancies with students graduating in June. Either Sarah or Kathy will act as the adult supervisor at each meeting and take responsibility to open and close the town hall room that is used. Sarah has also added time in her schedule, at Carl Cahill’s direction, to help cover the YC meetings and events. • Greeting Residents: New Packet Report - Roy Woolsey Roy reported that he sent out 1 sheet of 20 names of new residents from Greenwaste. • Residential Handbook Supplement – Status: Kathy Evans Kathy reported that the full report cannot be given until Glen Reed is present. Glen Reed is working on updating the list of phone numbers for a LAH phone list of important numbers, and Parks and Rec. has decided NOT to allow the list as an insert into the activity guide, so it will go as an insert in a town newsletter instead. Fall is the best time, so we will aim for the September 2011 issue. Will discuss at next meeting when Glen Reed is present. • “Fast Track” Guidelines: Status - Roy Woolsey Roy reported that the fast track guidelines were approved by the town, and a printed version, for the public, will come out later. • “Our Town” Newsletter Report - Duffy Price (Print deadlines, upcoming events, suggested articles). Next deadline: October 17th for the December 1st publication. Duffy reported that the newsletter was on time and that all submissions needed to be to her no later than 9am 8/25. Roger said he would submit his corrections after the meeting, but before the deadline. Duffy reminded everyone the importance of timely submissions to keep the publication on time. Roy pointed out the importance of timely publication; because we have two important events (Hoedown and Art Show) that depend on a September 1st receive date to promote their events. • Neighborhood Network Report (Budget) – Joan Sherlock Joan reported that there was a NN scheduled for the Magdalena neighborhood coming up. She also mentioned that the NN would not need a big budget item in the CRC budget, because it was being handled by the town. The most challenging thing is getting the neighborhood data entered into the database, but she is working with the town on helping with this. 7. The 2010 Annual Town Picnic: Updates, Subcommittees, & Discussion. • Policy Implementation regarding politics at Town Picnic • Adjustment to Field conditions - Roger • Advanced Planning considerations for 2011 • Design & Planning for Auto (on-line) Registration• Final Picnic Report - Kathy Evans and Roger Burnell Roger reported that he has been in contact with Richard Chiu of the town, to work on the train route through the picnic grounds. A steep part of the path will be lowered, to accommodate the train for next year. Kathy reported that everyone has submitted their picnic reports, and it has been compiled into a master DRAFT, which was submitted to Roger to finalizing for the next Council meeting where it will be presented. 8. CRC Volunteers and Contributions at upcoming Town Events: (Welcoming of residents, passing out new resident packets, showcase committees) – Discussion as needed. • Hidden Villa concert: August 29th 4:30-6:30. Reception volunteers planning. Volunteers are still needed to assist with the concert and should arrive at 2:30 to help prepare cheese trays and serve drinks. • September 11th: LAH Community Hoedown – Newsletter promotion • October 17th: Stanford Event: (Postponed by University till spring) • December 5th: Holiday Barn Lighting: CRC (cookies & hot cider) • 2011 CRC event: TBD Sometime in mid October 2011 9. 2010-2011 CRC Budget Discussion. Confirmation of all input received from members for the next annual budget: Roger and Kathy will work on the budget and present it to the committee before making a request to council. Roger pointed out that the council has already made their budget plans for the upcoming year and that our budget should have been submitted to them sometime in May so that any changes could be made prior to the council making up their master budget for the town. 10. Completion of any Old Business: None 11. Introduction of New Business: Roger suggested developing a new policy for regular members and associate members that sets the correct expectations for attendance and participation on the committee. He said that he would bring back his DRAFT to the next meeting for discussion. 12. Public Comment. None 13. Next Meeting Date: October 26th, 2010, 7:30 pm Kathy Evans will chair. (Sept., Nov., Dec. meetings cancelled) First meeting in 2011 is January 25th at 7:30pm Roy Woolsey pointed out that CRC often does not meet after the picnic is wrapped up. Duffy Price moved and Roy Woolsey seconded, that we cancel the September, November and December meetings. We will meet in October, on our regular date and time, to wrap up the picnic report and budget, and discuss a new committee policy for participation. 14. Adjournment. 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.