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HomeMy WebLinkAboutJanuary 27Town of Los Altos Hills Community Relations Committee Meeting Minutes Tuesday, January 27, 2010 Parks and Recreation Center 1. Roll Call The meeting was called to order at 7:32 PM by C0-Chair, Kathy Evans. Present: Roger Burnell, Kathy Evans. Members, Roy Woolsey, Joan Sherlock, Duffy Price, Patty Woolsey, Karen Emerzian, Associate members, Bill Downey, Marc Seidel, Youth Commissioner, Allika Walvekar, Glen Reed, Bob Mabe. Council member Breene Kerr. Absent: Ron Knapp, Nick Osborne 2. Review of Prior Committee Meeting Minutes The minutes of the last Committee meeting were approved as distributed. 3. Subcommittee reports • Newcomers Report– Roy Woolsey felt the economy was improving because there were 40 new residents this month. Newcomers will receive packets with pathways maps. Will now include current events information, e.g. pathways run and classes from the Activity Guide. The old new Resident’s Handbook packet was discussed and Roger Burnell has a copy which he will bring next time. • “Our Town” Report – Duffy Price, Opening article in the next newsletter will alert people how to protect themselves from crimes. Input for the article is coming from the Sheriff’s dept. Duffy introduced Glen Reed as possible new Associate Member for consideration. Glen has been a writer for years, LAH in Stanford in 90’s. Breene Kerr mentioned that he would like inclusion of the Pathways Run in the next newsletter issue, with additional promotion because it will be a much larger event and fundraiser for the barn. Next newsletter will be received June 1; deadline for article submission is April 15. Duffy would like help editing the publication and recommended adding a new Associate Member to help. • Neighborhood Network: Joan Sherlock reported the next NN event is scheduled for March 7 at Kathy Evans’. Three more are signed up still waiting for dates. Patty Radlo, from Parks and Rec. Committee, was suggested as a contact to provide volunteers for data base entry. • 2010 Community Event at Stanford University: Roger Burnell is working with three different departments for a walking tour of Stanford. He is currently proposing to do it in the afternoon, as a Stanford Community Day (Reception, Architectural Tour, Educational component), in October (possibly the 17th) touring various areas of new projects/construction at the University. He will need help for reception and signage, as the event gets closer. He will report more at next meeting. • Youth Commission Report: Allika Walkevar reported that tomorrow would be their first YC meeting, where they will vote for a Secretary and discuss the Associate Youth Commissioner opening. Allika will be contacting Los Altos to research how their Youth Commission runs. She will ask each current commissioner to recruit others to come to the picnic to volunteer. She also has someone interested in making signage for the schools to encourage more volunteers during the year. [Move to reorder items on agenda, Roy so moved, Karen seconded. Passed.] 4. Completion of Old Business Glen Reed was nominated to become a new Associate Member. Same for Mark Sidel (step down from Member). Unanimously approved to add both Glen Reed and assign Mark Sidel as Associate Members. Completion of Old Business / Introduction of any New Business [Move to reorder items on agenda. Passed.] 5. CRC Volunteers and Contributions at upcoming Town Events - Discussion: • Derby Day Fundraising event postponed until next year. This is historically sponsored by Supporters of Westwind and used as a fundraiser for the barn. • Pathway run on May 8 will double in size to have some 1200 registered runners and include free activities at the barn for visitors. Goal to have 1200-1500 participants, need to plan extra steps to have shuttle from Foothill parking lot to minimize neighborhood traffic impact. Goal is also to solicit corporate sponsors, with benefits going to finish up the Barn restoration. • Parks & Rec. Barn re-opening around April/May timeframe. Free advertising on select bus routes through VTA, but there is a cost to print the signage. Parks and Rec voted to donate all proceeds to barn restoration project at their last meeting. Another meeting scheduled with Town Staff. Fundraising goal of $10,000+. Proposal will go before City Council in February. Parks and Rec will need more committee volunteers for the day of the event for check-in. Karen Emerzian suggested advertising on run-related websites to pump up participation. This community event is not limited to Town residents. Duffy voiced concern over past objections by Town residents regarding promoting to people from out of Town and traffic impact at the barn. NOTED: May 8th is the same day as the SAT test and youth commission and high school student volunteer participation may be minimal. • Earth Day: April 18th. CRC will supply wine and cheese trays and soft drinks, Duffy Price and Barbara Waldeck. Last year’s attendance topped 350 and refreshments should be increased. Breene Kerr considered making it the official barn opening with a small ceremony. • July 4th Parade: Courtney Corrigan will run the parade for Parks and Rec. CRC will not participate in this event. It is possible some antique cars may participate. • Hoedown: September 11th Parks and Rec event. Kathy requested feedback on if CRC could participate. Will promote Neighborhood Network and emergency class schedules at information tables. Breene requested additional involvement by the CRC and requested help finding more volunteers to help with the activities, bartending, games, crafts, check in etc. • Holiday Barn Lighting: December 5, will participate at same level as last year, providing three urns of hot cider and cold sparkling apple juice, and cookie trays. • Hidden Villa Concert: proposing July 18th and August 29th. To go before Council in March, April 15 is deadline for inclusion in Town Newsletter. • Youth Commission: Roger Burnell formally submitted all papers for Youth Commission to the City Council in November, where they were approved. YC instructed to meet with Eric Christensen and Parks & Rec to discuss YC ideas for teen programming. YC will meet the 4th Wednesday of each month and a CRC member is required to attend meetings to supervise and lock up. 6.Town Picnic: Planning Updates & Discussion: Kathy Evans requested to put CRC names to the following picnic task line-items during the meeting. Rentals (must place order by end of January for 20% discount on linens) being done by Linda Seidel (absent from meeting); NOTED: canopies missing from quote. Kathy and/or Linda are given formal approval to place rental order by end of this week to receive the 20% linen discount. Need to order additional special stage in front of pirate ship (approx.) 8x8x2 and make sure the canopies are included in the final order. • Formal Proposal Submission to City Council in March timeframe: Roger Burnell and Kathy Evans will work on this before the next meeting. • Kids Entertainment / Games / Displays / Theater – Roger Burnell: All blow up games reserved, train ride proposed to go around perimeter and to Auto Show (Roger now checking on this). Pirate ship was requested for this year also. Initial reservations for Food (firefighters), pirate ship and other entertainment have been made. • Robotics team placement TBD. Bill Downey checking to get them on calendar • Music / Band / sound system / layout: Liked band from last year, Roy Woolsey requested that we reconsider “Ye Olde-time Band.” Ron Knapp sent email regarding music saying he was also looking into other bands. Jazz Connexion or Terra Jam as possibilities. Roger has Jazz Connexion on “hold.” Duffy felt Jazz Connection not loud enough. Committee members interested in inviting Jazz Unlimited from last year. Roger to pass out chart of past music groups and Committee will make decision at the next meeting when Ron is in attendance. • Car Show: Bill Downey said we’re max’d out of space. LAH residents will have priority. Were 56 cars last year. Suggested 1-2 port-a-potty’s in car area and has notified Linda Seidel. Also need banner and balloon arch highlighting area to increase traffic and visibility. Bill looking into Pedi-cabs to shuttle people to car show. Roger will prepare, and Town Staff will select awards again for winning cars. • Food / Menu Ice Cream: Marc Sidel will be in charge of ice cream again this year. He needs extra help carrying ice cream to event. Food will be provided by firemen again. Since we max’d out their food capacity, we can increase the number of lunches by cutting chickens into 1/4 instead of 1/2. People were OK with the smaller portions. • Beverages: Sodas, wine, and beer: All OK. Ron Knapp is working with the same vendors as last year and will report at the next meeting. • Posters and publicity: Joan Sherlock will check on map art to see if we can get graphic artwork to use again this year. Duffy will order new banners for around Town (5) and report back for budgeting after obtaining costs. • Press Releases: Duffy to send out to local papers. Newsletter and Facebook announcements can be made by contacting Parks and Rec. • Check-in Procedures and staffing: Karen Emerzian will establish check in procedures, and Kathy will contact other town committees to ask them to participate. • Thank you letters, Follow Up: We always thank the firemen. We need to determine which other participants we will send thank-you notes to, and who will follow up. • Linda Seidel to order port-a-potties with 1-2 extra for car/pony rides area. • Volunteer Coordinator / Youth Commission / Other Committees: To check with Barbara Waldeck to see if she will coordinate volunteers again this year. • Clean Up procedures: Make sure there are enough volunteers from the postcard sign up. Eric Christensen in charge of staff. See if the band will stick around to play through clean-up; this was very nice last year, making the clean-up faster. • Picnic Report Summary / Recommendations: Preparation & Approval, Kathy & Roger will work on this after all input is received from the Committee. 7. Additional items or contributions from Committee Members Karen Emerzian proposed that we need term limits of Associate Members. Will include on next agenda. Kathy and Roger will invite all Associate Members of CRC, personally, to next meeting and see if they would like to continue to participate or if we should retire their term. 8. Date for Next Meeting and Adjournment The next meeting will be at 7:30pm on Tuesday, February 23, 2010. The meeting was adjourned at 9:10pm. Minutes were prepared by Joan Sherlock, January 27, 2010. Glen Reed’s info for roster glenreed@stanfordalumni.org 408-772-5048 650 948-6128 26345 Alexander Place, LAH, CA 94022 Marc Sidel will submit his address change directly to Karen Jost. Items for next agenda: Patty Woolsey – new request to become an Associate Member. Begin search to fill open CRC position(s). . Discuss Meeting time change to 7pm.