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Home My WebLink AboutJune 22 Town of Los Altos Hills Community Relations Committee MEETING MINUTES Tuesday, June 22, 2010 7:30 PM Los Altos Hills Town Hall, Parks and Recreation Center 1. Roll Call: (List all present, underline those absent) Roger Burnell, Kathy Evans, Bill Downey, Karen Emerzian, Ron Knapp, Bob Mabe, Nick Osborne, Duffy Price, Glen Reed, Linda Seidel, Joan Sherlock, Marc Sidel, Barbara Waldeck, Allika Walkevar (YC), Roy Woolsey. 2. Review of Committee Meeting Minutes for May 25, 2010: Select Secretary for this meeting (position will rotate). Joan Sherlock will take minutes. No changes to the minutes were requested. 3. Public Comment: No one from the public present. 4. Sub Committees Reports: Newcomers Report - Roy Woolsey “Our Town” Report - Duffy Price (Print deadlines, upcoming events, suggested articles) Next deadline is July 25th for September 1st publication. “Our Town” Report, Duffy gone June 12 – 26, next deadline July 25th for Sept 1st publication. Main article: Undergrounding utilities. Requests short articles. Neighborhood Network Report and proposed 2010 budget – Joan Sherlock. Neighborhood network program: Joan reported two more events held, one more scheduled for July. Kathy requested new article for upcoming newsletter. Youth Commission Report (Commission met on June 16th) - Allika Walkevar Youth commission – needs budget for year. Committee voted on $1,000 for 4 events. 5. Town Picnic: Wrap Up Discussion / Committee Reports: (Team to list Budget changes for next year. ) Rentals: Linda Seidel reported: Mary Kerr is back and has her own company now. It may go easier next year. The field was not ready at 6:00am. In the past was marked the night before. This year vendor had to make trips twice to Napa – problems with various pieces. Owner didn’t have his/their act together. Expect to get more competitive price next time. Linda to put in dollar amounts alongside items and forward to Kathy and Roger. Add: Signage or balloon arch at main entrance to identify picnic. Improvement: Need to add signage for each station, drinks, ice cream, games, pony rides, etc. Kids Entertainment / Games / Displays / Theater / Face Painting - Roger Burnell Kids Entertainment: Roger asked Jamie Lucia to run the 2011 games. Is clearing dates for BCS to prevent conflicts. The Games “Suitcase” will be transferred to to Parks and Rec. Mark Breier can continue to run games for LAHF – need to coordinate with the Family Network two months in advance next year. The new Train started late as someone took key. Arranging adjustment for next year. Recommend for next year: Make mini-station (“shed”) with signage: “Train Station.” Shuttle drivers didn’t know to reverse direction for 2nd half of event. Were “lounging at City Hall – still awaiting new attendees to arrive. Will review dunking possibilities for next year; Mark Breier to put kids in charge. Music / Band – Ron Knapp. Ron said we had a great positioning of stage. Ron also reported that we lost one side of the drinks area during setup/layout, and would like back next year. Ron reported that band needed to be all prepped by noon. They didn’t get their act together, finished sound check 15 minutes before 1:00. Significant breakdown: all GFI plugs were tripped. After much flurry, it was found that the keyboard amp was blowing everything. Several other breakdowns and complaints. Wine, had been moved up to 10 cases; only needed 8. Beverages: 1,300 cans this year and ran out but lasted whole day. Did only 300 diet, and doubled juice boxes. Worked fine. Wound up with extra beer cups Wine cups were used for ice cream. Ice was delivered; same quantity; worked fine. Ron bought extra 6 -20 pound bags to load up coolers at home. Mark used 7 coolers; worked fine. Week before Memorial Day Coke and Pepsi having price war, so buy early. Great deals from Knob Hills. Address recycling issues. More info in extended report. Roger reported that Jazz Unlimited, the band from the 2009 picnic, was booked in advance for the 2011 picnic. They had great reviews and no issues. Layout (maps) – Joan Sherlock Map of event had typos and was not corrected by sign company (Signs Unlimited). Next year all signs must be approved by Town Staff prior to printing. Car Show – Bob Mabe / Bill Downey For car judging: make sure voting officials know what time to convene for judging – Need to E-mail them in advance. Make sure purchase frames in advance for awards from Costco for Car Show (there was a school-year ending “run” on frames this year. Make sure participant tickets are ready in envelope at Registration Table for whole Committee, so doesn’t come up as a surprise. Same for LAHA, Youth Committee members, Band, Pirates, and any other group who is there volunteering. Ice Cream – Marc Sidel. “Best year ever for ice cream.” Did run out, but only toward the end. Dry ice kept it cold; nothing melted. Delivery of ice worked well. Recommend two signs for each station. More in extended report. Fireman / Food – Roger Burnell. Firemen did not make veggie chili this year – they forgot that they did it last year. We need to ask them next year. Duffy to put recipe in Newsletter this year. Fireman/Food: Roger reported firemen willing to cut chickens as needed (halves, thirds). However they are now max’d out of BBQ grill space. Suggested that not do chicken next year. Roy mentioned the concern with hamburgers prepared early is they get dried out early. Beverages: Sodas, wine, and beer – Ron Knapp & Nick Osborne. Beverages: Nick Osborne. Served a little less beer. For next year go with 6 kegs. We were short a jockey box. Need four taps with two jockey boxes. ME Fox and Bottomly - used by LA. Volunteers were great, around 2:00 if it weren’t for volunteers wouldn’t have made it. Thanks to Allika. {Need to edit this sentence!} Publicity: Banners, Newsletter, Website, Facebook, Press Release – Kathy Evans. Signage: Put on metal stakes, make larger and put over by registration. Find graphic artist to make changes and work with printer to make sure they are printed correctly. Need more identity/ signage for pony rides. Publicity and banners: Advance announcements go out three weeks in advance. Reservation mailing costs additional $1,000 for first class postage. Next year make sure flier is okay so no last minute problems. Press release goes out 1 month in advance. Facebook will be okay for next year. Suggest putting plastic bags over no parking signs to cover during event. {???} Registration Table – Karen Emerzian: Check In Procedures, Supplies, and staffing - Registration: Karen reported: the town is talking about hiring IT help to put registration online next year. Will log all, put into Excel spreadsheet. For others can arrange to call during business hours. Banners looked great, Carl didn’t like look of Velcro. Had hard time getting gold nametags, may go with blue next year. Supplies were sufficient. Need more seating for people eating so that they don’t use Registration Area. Need more tables for eating. Every year more people bringing extended family. Karen suggested we charge $5.00 for each attendee. Was useful having Kathy at gate policing people with licenses. For train, band and car people, please put tickets aside in advance. Give form with meal tickets and form to fill in. Young people lacked initiative. Train was biggest hit, some said band not loud enough. Need Walkie Talkies or reliable Cellphone plan with number lists for all Committeemembers. Directional signs should point to ponies, restrooms, etc. Some placed this picnic as one of the best. Roy was sorely missed. Volunteer Coordinator / Youth Commission – Kathy Evans. Volunteers were all called and given assignments by two days prior to the picnic. Most stations had enough volunteers. In the future, she recommends that “LAHfamily.com” take on the game area and staff it with their members. The Youth Commission showed up in full force and did a great job! We might want to consider a form letter giving volunteer hours to volunteers who show up for the day. Clean-up procedures and teaming - Eric Christensen / Sarah Gualtieri Clean up: Town maintenance did a great job. Lot’s of phone calls form people having lost things, nothing was found. Janitorial service did sub-par job. No volunteers stayed. Band did not cooperate as prior band had. • For lost and found, need a spot at registration table with sign. Items to go to Registration during picnic; to Town Hall after. • Need parking coordinator early to do manage/control: residents vs. unloading by vendors. • Some requested Parks and Rec. be moved to where games are, search for treasures… {???} Picnic Report Summary / Recommendations: - Team 6. CRC Volunteers and Contributions at upcoming Town Events - Discussion as needed: (Welcoming of residents, pass out new resident packets, showcase committees) • July 4th Parade: Town Hall to GB school: Needs help with PR. No CRC presence. • Hidden Villa concerts: ($5) 7/18 4:30-6:30, 8/29 4:30-6:30. Need volunteers 3pm • September 11th: LAH Community Hoedown: Needs craft volunteers / calendar • October 17th: Stanford Community Event: Newsletter 7/25 deadline for event blurb • December 5th: Holiday Barn Lighting: Needs CRC cookies &hot cider and newsletter 7. Completion of Old Business: Kathy made a motion to postpone budget discussion, in item #7, to next meeting. Passed unanimously. Kathy made motion to not have meeting in July. Passed unanimously. Kathy requested volunteers for Hidden Villa concerts 7/18 and 8/29. People will follow up directly with Marc Sidel, as the date gets closer. 2010-2011 CRC Budget Opening discussion. Needs input from all Committeemembers on what expenses could be kept the same, and what may increase or decrease, for the next annual budget. • Newsletter Production and Postage - Duffy Price • Neighborhood Network Program (PR & expansion) – Joan Sherlock • Newcomers Program - Roy Woolsey • Resident Handbook/Activity Guide or Our Town – Glen Reed • Town Picnic (PR / Signage / Meals / shirts / etc.) - (Team) • Ice Cream / Ice Delivery – Marc Sidel • Youth Commission (Proposed Youth Activities / Community Activities) – Kathy Evans • Contributions to other town committees, (budget for sodas, cookies, cider, etc) -Team • Pirate Show or other entertainers – Roger Burnell • Community Event – Roger Burnell. Roger to get article to Duffy for newsletter for Stanford event. Roger requested logistics person and food and wine person. Tour and demonstration. Will need to do post card. Kathy suggested blurb put into Parks and Rec. booklet. 8. Introduction of New Business: (A. Recommendation: Agenda Policy. B. Other) None 9. Next Meeting Date: August 24, 2010, at 7:30 pm **Note: No Meeting in July 10. Adjournment at 9:35 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. = Submitted: Joan Sherlock Rev: RWB ========