HomeMy WebLinkAboutFebruary 23Town of Los Altos Hills
Community Relations Committee
Meeting Minutes
Tuesday, February 23, 2010
Parks and Recreation Center
1. Roll Call: (Confirm all present; underline absentees) Members: Roger Burnell, Kathy
Evans, Bill Downey, Karen Emerzian, Ron Knapp, Nick Osborne, Duffy Price, Linda
Seidel, Joan Sherlock, Barbara Waldeck, Allika Walvekar (YC), Roy Woolsey.
Associate members: Glen Reed, Bob Mabe, Marc Sidel. Also Present: Donna Mok,
Allison Atkins, Gary Waldeck, and Sarah Gaultieri.
2. Review of Committee Meeting Minutes for February 2010 and March 2010:
February: No changes to minutes. March corrections: Minutes to say “special meeting”,
page three, edits from Kathy as requested, including spelling corrections. Duffy Price
moved minutes be approved as edited. Approved unanimously.
3. Public Comment:
• Introduction of potential new committee members (Associate and regular)
Donna Mok and Allison Atkins introduced. Dr. Jamie Lucia has also filled out a
membership application, but was unable to attend this meeting due to another meeting
conflict. New potential members were interested in working on the Newcomers packets,
the Neighborhood Networks and Community events. Kathy Evans spoke with the Swans
and confirmed that they are no longer on the committee. John and Linda Swan will be
removed from the roster as Associate Members. Bob Mabe, Bill Downey and Linda
Seidel were asked to renew their term as Associate Members. Member Nick Osborne
also was requested to renew his regular member status. Kathy Evans presented a list of
all current CRC members showing their term start dates. According to the regulations,
per Karen Jost, Associate Member terms are not to exceed four (4) years, and are to be
renewed annually. This subject will be discussed further at the May meeting.
Sub Committees Reports:
• Youth Commission Report (Meets 4/28) Proposed budget $1,000 - Allika Walvekar: YC
Event scheduled for June 13, 5:00, at the Hidden Villa Dana Center. Currently setting
date for College Counseling Night early September at Town Hall. Getting contacts from
UC’s and private colleges, along with HS counselors. The YC will have a table at the
town picnic and will wear their new t-shirts. They are working with Marc Sidel to plan the
June 13th event and will try to get an event announcement into the newsletter by June
15th.
• Newcomers Report - Roy Woolsey reported: he has issued new resident packets to 20
new residents (one sheet of 20 labels) this month.
• New packet proposal – Glen Reed: A Subcommittee was formed in February to
evaluate potential cost effective solutions for providing community resource and contact
information to Town residents (new and old). Solution proposed: create an annual
supplement to the existing Activity Guide, and select out key pieces of information from
the old publication, that would be useful to all residents in town. Glen Reed and Kathy
Evans will continue to work on the content, and format, using the old packet as a
guideline, but update with current websites and updated information. Duffy motioned to
budget for, and include a first supplement, in the fall Activity Guide. This was seconded
and passed unanimously.
• Discuss the status of the new “Fast Track” Guidelines (Formerly the Design Guidelines)
- Roy Woolsey reported on circulation of guidelines. Comments were due to him April
16th. He compiled our committee’s comments and submitted them to the Town. The
name has been changed, and is going to the Planning Commission on May 6th. Deadline
for all changes is end of next week. Roy gave thanks to the Committee members for
their input.
• Discuss status of the Committee Associate and Regular Members term. Kathy Evans –
(covered above).
• “Our Town” Newsletter Report - Duffy Price (Print deadlines, upcoming events,
suggested articles). The next deadline is July 25th for the September 1st publication.
Lead article to be Town Picnic Report. Awaiting Carl Cahill’s information. Avenidas
information will also be included. The Newsletter will be in mailboxes before June 1st.
Picnic flier in review, will go to post office April 30th. Roy moved to approve the AAD
professional design fee of $400; seconded and passed unanimously. Kathy requested
information on any anticipated budget increases for the newsletter.
• Neighborhood Network Report – Joan Sherlock. Anticipated budget increases
requested from Kathy.
Town Picnic: Planning Updates, Subcommittees, & Discussion:
List “Critical Path” to event. No problems to report – everything on track.
• Volunteer Coordinator / Youth Commission. Youth Commissioners will each bring 2
volunteers to work at the picnic. Kathy Evans will help with the volunteer coordination
because Barbara Waldeck will be out of town.
• Rentals (Order status, other needs): All OK per Kathy; will double-check with Linda
Seidel. Ron Knapp will also check with Linda about the band stages. Linda given the
requirements for the train area.
• Kids Entertainment / Games / Displays / Theater – Roger Burnell Away (Spain).
• Music / Band / sound system – Ron Knapp: Sound system OK, staging and power
same as last year. Within budget. He suggested that the future budget be increased
back to $1,500-$1,600 because we will not get the same discount as this year.
• Picnic Layout (maps) – Joan Sherlock: The committee reviewed picnic placement and
changes were submitted. Joan to deliver revised artwork to Kathy for printing, dry
mounting and grommets. Will use Signs Unlimited in San Jose.
• Car Show (Composition, Registration procedure, “Signed” Entryway,
Awards/Certificates). Kathy working with Debbie Pedro for approval. Roger has
confirmed that he will be making the Award Certificates as he did the last two years.
Two portable sanitation units will be required near the pony rides and car show, and
have been ordered by Linda Sidel.
• Ice Cream – Marc Sidel The Swans will volunteer to help scoop ice cream. Eric and
Marc need assistance transporting ice, or arranging for delivery. Additional ice chests
TBD at next Committee meeting, but probably need 1-2.
• Fireman – contract to be discussed upon Roger’s return
• Beverages: Sodas, wine & beer – Ron Knapp & Nick Osborne. It was decided to stay
with Nick’s supplier: Firehouse, and use donation of two kegs from Sudzworks for the
Hoedown on September 11th. He will need two ice chests for all beverages. Discussed
contacting an ice delivery service to deliver the ice to the picnic instead of making
several trips the day of the event. Marc will also ask for charge to deliver the ice cream
for us.
• Publicity: New Banners completed, and on view at the Parks and Rec room. Picnic
article is included in next newsletter, and will also be on Facebook. Picnic Press Release
was distrivuted to local papers. Sarah or Karen Jost to post info on Town Website. Flier
will be in resident’s hands by May 7th.
• Security: Committee felt it was important to include one representative from the
Sherriff’s dept to cover security. Sarah to contact Terry Calderon. Kathy to contact
Steve Garcia.
• Registration Table: Check-In Procedures, Supplies, and staffing - Karen Emerzian.
• Town Staff: Eric Christensen was absent, but E-mailed a report on the status of his
responsibilities. Confirmed we DO need to order shuttles; also extra ice chests (we have
9 but need 10-11). Sarah will arrange.
• Other Sub-Committees - No updates
• Clean-up procedures and teaming - Eric Christensen on track
• Picnic Report Summary / Recommendations: Preparation & Approval - Roger & Kathy
will prepare the final report and submit to Council after the picnic.
6. CRC Volunteers and Contributions at upcoming Town Events - Discussion as
needed:
(Welcoming of residents, pass out new resident packets, showcase committees)
• April 18th: Earth Day and Barn re-opening event 1pm. Duffy Report, attendance
estimated at 600. Great event! Thanks to Duffy for getting the local vintners to
participate.
• May 8th Pathway Run: 8-10am. Needs check-in volunteers
• July 4th Parade: Town Hall to Gardner Bullis School: Needs inclusion in the CRC
newsletter.
• Hidden Villa concerts: ($5) July 18th: 4:30-6:30; August 29th: 4:30-6:30. Reception
volunteers requested by Marc to come by 2:00 pm. Park in main parking lot. Nick to help
with drinks and Joan to organize appetizers, Kathy will help serve. Duffy and Kathy to
help with August 29th event.
• September 11th: LAH Community Hoedown: Needs bartenders and newsletter article.
• October 17th: Stanford Community Event: Newsletter 7/25 deadline for event
announcement. Roger will get info to Duffy.
• December 5th: Holiday Barn Lighting: Needs CRC cookies & hot cider and newsletter
article.
7. Old Business. No other.
8. New Business:
2010-2011 CRC Budget Opening discussion. Kathy requested input from all
committee members on what budget expenses could be kept the same, and what may
increase or decrease for the next annual budget. Please send to Kathy immediately.
This will appear on the next Agenda in May to be reviewed and discussed by the
committee at our next meeting May 25th, preceding presentation to Council June 17th.
Budget Elements:
• Newsletter - Duffy Price
• Neighborhood Network Program (PR & expansion) – Joan Sherlock
• Newcomers Program (Resident Handbook/Activity Guide) – Glen Reed/Roy Woolsey
• Town Picnic (Team)
• Youth Commission (Youth Activities / Community Activities) – Allika Walvekar
• Contributions to other Town Committees, (budget for sodas, cookies, cider, etc.)
(Team)
• CRC Sponsored Community Event (Annual)
• Outreach to community / PR, event signs, filling committee positions etc.
• Other
9. Next Meeting Date: May 25th, 2010, at 7:30 pm.
10. Meeting Adjourned at 9:40 pm.
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.
Duly submitted: Kathy Evans / (w RB edits)
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