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HomeMy WebLinkAboutMarch 23Los Altos Hills Community Relations Committee DRAFT Minutes March 23, 2010, 7:00 p.m. 1. Roll Call Co-chair Kathy Evans called the meeting to order at 7:05 p.m. as a quorum was present and several people needed to leave early. Present were Ron Knapp, Roy Woolsey, Eric Christensen, Marc Sidel, Kathy Evans, Duffy Price, Karen Emerzian, Linda Seidel. Barbara Waldeck, Allika Walkevar Bill Downey, Bob Mabe and Roger Burnell came after the meeting began. Karen Emerzian announced she would miss the next meeting in April. Not present were Glen Reed and Joan Sherlock and Nick Osborne. 2.Review of Committee Meeting Minutes of January 26th, 2010 and February 23, 2010. Minutes were not available to review. Roger said that he had not gone home first to pick them up. We can move this to the next meeting. 3.Selection of Secretary. Barbara Waldeck volunteered to take notes for this meeting. 4. Sub Committees Reports: • Newcomers Report - Roy Woolsey (New packet proposal, event dates) Roy discussed the new Development Guidelines and asked for all comments to go back to him as soon as possible, so that he could get them into the next council meeting, which is before we meet again. • “Our Town” Report - Duffy Price (Print deadlines, upcoming events, suggested articles) the newsletter was scheduled to arrive to residents on March 1st, but in fact arrived on March 18th. There is a new delay because of the move of the local post office to a further location, and now material takes longer to post, almost 8 days. Duffy Price said that the deadline for the next issue of “Our Town” is April 15th. Townspeople should receive it by June 1st in time to remind t hem of the picnic. We discussed the importance of the newsletter arriving on time because committees rely on out timeline to publicize their events. We discussed some possible news articles like the slow speed for motorists and the bicycle accidents and a “slow for horses” in the vehicle code, which would educate residents and make them aware of the recent traffic activity by our sheriff to slow traffic in town. • Neighborhood Network Report – Joan Sherlock Tabled till next meeting. Kathy Evans pointed out that both Donna Mok and Allison Atkins were interested in participating in the NN program along with the Newcomer packets. • 2010 Community Event at Stanford University (Sunday, October 17th, 2010) - Roger Burnell Still on track. Roger reported that he is working on the Stanford event to be held on October 17th. • Youth Commission Report (Last Wednesdays: Meeting held January 28th) - Allika Walkevar Next meeting scheduled for March 24th at 7:30pm. The Town Council has ordered a pizza party for the Youth Commission to thank them for their volunteer hours, which will be held at their next meeting. They are still planning on the talent show in June, and will be meeting with Marc Sidel to work on the tickets and venue arrangements. They will try to get 15 volunteers for the Town Picnic and a few at Earth Day. Allika will coordinate with Eric Christensen with Parks and Rec. 5. Town Picnic: Planning Updates, Subcommittees, & Discussion • Rentals (Order status, other needs) – Linda Seidel – All rentals have been ordered and contracts sent to Nick Pegueros. Receipts for purchases were also sent to Nick for reimbursement. Linda reported that the rentals are under control. Ron reported that the band – Jazz Connection - has been reserved. • Formal Proposal Submission to City Council - March 18th Meeting Kathy Evans attended the Council Meeting and made the picnic proposal, which was unanimously approved. There was some discussion by Dean Warshawsky to have his brother donate some beer to the event, and he asked to be put in contact with Ron Knapp to discuss the details. • Kids Entertainment / Games / Displays / Theater • Music / Band / sound system / layout Roger Burnell said that the kids entertainment had been scheduled and the band had been selected and contacted. Marc has arranged to get 32 tubs of ice cream from Baskin Robbins. This is 6 more than we ordered last year. He estimates that he needs 15 to 18 volunteers to scoop. • Car Show (Composition, Registration procedure, “Signed” Entryway, Awards/Certificates). Bob Mabe presented the CRC with a list of things they needed help with. There was some discussion about the Concours signs at the event to advertise the event. The CRC will need to work with Debbie Pedro to make sure that the Concours signs can be posted. • Food/Menu, Ice Cream, Fireman, Volunteers. • Beverages: Sodas, wine, and beer. • Ice Cream the firefighters have been contacted, but there is no formal contract. Roger will send them a letter to get it in writing. Marc Sidel would like to order more ice creams and 1 ice chest, and will work with Eric Christensen to see if the town has more. This will add to the budget. Baskin Robbins will provide the toppings and the dishes. There was a discussion about purchasing ice that both drinks and ice cream need. Marc will buy 34 bags of ice, but might need help with transportation because his car is small. We discussed using a town truck, and Marc will need to coordinate with Eric Christensen to see if we can get access to a town maintenance vehicle. Karen will buy 8 green and 8 yellow plastic tablecloths for the drink and ice cream tent. Dean Warshawsky has offered to get some of the beer needed for the picnic from Sudwerk in Davis through his brother. Ron tasted it last weekend and liked it. Nick has already arranged to get beer from Firehouse who provided it last year. Ron will get a quote from Sudwerk and he and Nick will decide how to handle the order. They will come to the April meeting with their recommendation. The Firefighters will provide the food as usual. Roger will write to them to confirm. Roy said that they get paid after the picnic. • Posters and publicity: New Banners, Newsletter, Website, Facebook, Press Release Duffy will send out the press release to the newspapers, but has not yet had time to discuss the banners with Alex. Kathy Evans said that she would take this over, as Duffy was asked 2 months ago to get the banners started, and nothing has been done yet. Alex Atkins was asked to design new banner advertising the picnic using the same theme as last year to be consistent with the Town branding. Kathy will get them made up at Fast Signs. Alex Atkins will redesign the flyer sent to residents. There was a discussion of whether we should have a Facebook page for the picnic or if it should be on the Parks and Rec. site. Eric will put it on the Parks and Rec. site with a prominent note that the picnic is for residents only and include it in a facebook blast. • Registration Table: Check In Procedures, Supplies, and staffing (Karen Emerzian) It was suggested that she contact some of the people she worked with last year to get them started thinking about the registration table so she could get experienced people. She also needs some office supplies, but has some from last year as well. Roy mentioned that the youth commission is very helpful with signs and registration and he will send out a list of their tasks in the past. • Thank you letters, Follow Up and Completions (Roger) not discussed • Volunteer Coordinator / Youth Commission / Other Committees (Allika) Moved earlier in the agenda because Allika had 3 finals tomorrow. • Clean-up procedures and teaming (Eric said that the list from last year was fine and asked if we needed anything else. We are adding 2 ports potties by the car area. Eric will arrange for recycling and waste containers and asked for some strong youth to help move them during the picnic. The youth volunteers will distribute them and 2 youth will be assigned to monitor the trash bins in order to keep them from overflowing. The town custodians will clean up after the event. Eric is also organizing the shuttles from parking at Town Hall. The drop off point will be the same as last year. We need new signs on the bus telling passengers to go to registration to pick up meal tickets and name tags when they arrive. It was also mentioned that we need NO DOGS signs at the gate and more publicity ahead of time telling residents to leave their dogs at home. Duffy will check to see how many volunteer T-shirts we have and order more for the Youth volunteers. • Picnic Report Summary / Recommendations: Preparation & Approval (Roger & Kathy) 6. CRC Volunteers and Contributions at upcoming Town Events - Discussion as needed: (Welcoming of Newcomers, pass out new resident packets, showcase Committees) • April 18th:Earth Day: Duffy got Peter Wolken to serve his wine for the event. The annual Earth Day celebration will be on April 18th at the Barn. Peter Wolken is providing the wine. The Committee will provide 2 adult volunteers to pour it. • May 8th: Pathway Run Needs 2-3 volunteers to help with the check in and registration. The youth Commission will not be available because of the SAT testing. The Pathway Run is on May 8th. Eric said that he would volunteers for registration. • July 4th: Fremont Road Parade (Parks & Rec.) No CRC involvement The July 4th parade is not a responsibility of our committee. Hidden Villa Concerts. The Hidden Villa Concerts are on July 18 and August 29 this year. Three adults will be needed to serve wine at each because they are looking for more community involvement at the receptions they are hosting. Marc said that this year there would be an entrance fee of $5. • September 11th: Hoedown: (Parks & Rec. with CRC assistance) The CRC has been asked to help pour the wine and man the bar area. There will be food vendors and tables instead of the usual buffet supper. October 17 Stanford Event added to calendar. • December 5th: Holiday Barn Lighting The CRC has been asked to bring the cookies and hot cider again for 400-600 people. 7. Completion of Old Business There are two regular vacancies on the committee. Donna Mok would like to fill one of them and Jamie Lucia the other. Alison Atkins will volunteer as an associate member. Alison and Donna are interested in helping Joan on the neighborhood project and they would also like to put together a newcomer welcome packet that they would deliver to new residents. Roger will get applications to Donna and Jamie. Kathy brought up the issue of our meeting being held after the monthly council meeting. She feels that it is difficult to get things approved by the council in a timely fashion when there is such a lag time. A discussion ensued. It was decided that we would keep the meetings as they are and that they will begin at 7:30 p.m. The next meeting will be April 27th at 7:30 p.m. Karen and Bill will not be present. The next several meetings will be May 25, June 22, and August 24. (No meeting in July) Roger and Kathy will work on our annual budget to submit to the Council. We will discuss it at the next CRC meeting. Roy said that it does not need to be presented until it is asked for, but Nick Pegueros is running late. Roger will be in Spain for the next CRC meeting. Kathy brought up the fact that we could include an emergency phone number supplement with the Parks and Rec. mailing, once a year in the fall, and not have to incur any mailing costs. We will discuss this at the April meeting when Glen Reed is present to present the idea and cost summary. The meeting was adjourned at 9 p.m. DRAFT Minutes prepared by Barbara Waldeck.