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HomeMy WebLinkAboutMay 25Community Relations Committee – Town of Los Altos Hills Page 1 of 6 Community Relations Committee Meeting May 25, 2010 Meeting Parks & Recreation Building 26379 Fremont Road Los Altos Hills, CA 94022 Monthly Meeting Minutes Tuesday, May 25, 2010 Attendees: Roger Burnell, Co-chair. Presiding; Kathy Evans, Co-Chair; Eric Christensen (Staff); Karen Emerzian; Ron Knapp; Nick Osborne; Duffy Price; Joan Sherlock (limited stay due to conflict with Cert Training Meeting). Associates: Bill Downey, Bob Mabe; Glen Reed; Marc Sidel Council Liaison: Breene Kerr Absent: Allika Walkevar, (Youth Commissioner); Linda Seidel, Barbara Waldeck, Patty Woolsey (Associates). Visitor: Gary Waldeck Key - Moved/Seconded/Approved: (M/S/A) Agenda Item Discussion Action/Follow-up 1. Call to Order Roger B., Presiding Co-Chair called the meeting to order at 7:35 pm. Quorum Established 2. Select Session Secretary Request for Secretary (volunteer) for May 25th meeting. Duffy Price volunteered to do the minutes up until time needed to leave the meeting. 3. Membership: Associate and Regular • Terms discussed. Agreement by consensus that the terms would be renewed annually with a 4-year maximum. • Current Associates are: Bill Downey, Linda Seidel, Bob Mabe, Barbara Waldeck, Patty Woolsey, • Allison Atkins was nominated for Associate Member. • M/S/A: Term for Associate Members to be Renewed yearly with a 4-year maximum. • M/S/A Voted to approve appointment of Allison Atkins for Associate Member. 4. Review & approval of Committee Meeting Minutes: April 27, 2010 Corrections: • Meeting date to read: April 27 (not Feb. 23); • Karen Emerzian (sp.) volunteered for Pathways Run; • Newsletter submission date is July 15 (not July 25). M/S/A with corrections. 5. Sub-Committee Reports Youth Commission: • Talent show at H.V. Dana Ctr. Sunday 6/13; 5:30 – 7:30 pm. Kathy made a call for chaperones. Newcomer’s List: • Roy reported that only 8-10 names were available so he deferred for another month. Green Waste (Valerie) is slow to deliver on a timely basis. Roy must call Allika to coordinate volunteers; Kathy to provide chaperones. Roger will contact Green Waste to remind them about their role/responsibilities to deliver names to Roy. Community Relations Committee – Town of Los Altos Hills Page 2 of 6 Community Relations Committee Meeting May 25, 2010 each month. Roger volunteered to contact GW. Draft Design Guidelines: (Note: New Name: Fast Track Guide for New Residences) • Roy transmitted feedback he received from CRC to the Design Guideline Committee. • No word yet on whether or not it was incorporated into the final draft document. Hearings will be held in July. Newsletter – June edition of Our Town: • Duffy reported that it was received by residents on the timeline originally set - one week before the picnic. • Corrections were made at the last moment on page one (misspelling of word “picnic,” etc.) • Roy complained that the picnic date did not appear on the calendar of events. Duffy explained the protocol was that if an event was covered within the context of the newsletter it wasn’t repeated in the calendar. Following discussion it was agreed that all Town events should be placed in the calendar and that adjustments can be made to accommodate. Neighborhood Network: • Joan Sherlock reported that several local meetings were held in early May and mid-May. Twenty residents attended the recent “South of El Monte” area meeting and were very receptive to the program and would like to feel more included with the Town. The next event will be in the Liddicoat Lane neighborhood of the disastrous 1985 fire that destroyed 11 homes. • Roger requested that notice be sent to the CRC where the training sites will be located so that members of the CRC can attend. Joan will try to have the dates posted on the Town’s website. Budget Discussion: • In past years each committee submitted a draft of their (Note: The fact that they revised the name of the draft Design Guidelines document indicates that they accepted at least that recommendation from the CRC.) Calendar Protocol: Include all town events in the calendar section of the Our Town Newsletter going forward. Next Deadline for September Issue: July 15, 2010 Invite CRC members to attend the Neighborhood Network meetings. Roger will develop a proposed budget for FY 10-11. Community Relations Committee – Town of Los Altos Hills Page 3 of 6 Community Relations Committee Meeting May 25, 2010 proposed activity budget; no longer is an aggregated budget developed. Each program must receive council approval prior to going forward. (Example: the Hoedown, etc.) • As requested, Duffy submitted a Newsletter budget for FY 10- 11. 6. The 2010 Annual Town Picnic: Planning Updates, Subcommittees & Discussion Schedule: • Attendance Figures: 1200 as of 5/25/10. Roy discussed how to develop an estimate based on past historical figures. Should plan for 17-18% increase over the 1200. The target number is estimated to be 1,563 for this year. Youth Commission: • Need 14 or more for staffing registration, assisting with signs, balloons, tables etc. Rentals: • Tables, canopies, balloons, tablecloths, Porta-Potties (Eric will call again). Contract developed by Linda Seidel. Roy suggested that two people should review the contract to ensure nothing is left to chance. Kids & Entertainment: • All ordered, and on target. Roger presented photo of train that will circulate the picnic grounds. Need new signs to go on the sides of the train. Roger will design, print, and provide. Band: • Ron Knapp stated that the band is all O.K. Sound equipment all ready to go. Cost: $750 Signs/Map: • Pending edits due by June 1st. May have a problem because Joan’s daughter who is making the maps is out of town Target food preparations at the level of 1,850 (maximum) for the Firefighters to cook. Quarter chickens are O.K. • Kathy to call Allika to ensure she has commitments from all of the youth volunteers. • T-shirts are available to provide to the volunteers to wear. Box of T-shirts will be left in the P&R Office. Roger will review the Rental Agreement Contract Roger: Sign sizes to be determined for the train. Will provide two signs. Electrical outlets need to identified. Kathy: Follow-up on finalizing signs with Joan’s daughter. Community Relations Committee – Town of Los Altos Hills Page 4 of 6 Community Relations Committee Meeting May 25, 2010 Antique Car Show: • Bob Mabe and Bill Downey reported that 42 cars are scheduled to show; 14 are from LAH. Antique fire engine will be on the car show area and fenced off to avoid children climbing over it. • Car Show Judges to be Mayor, City Manager, City Clerk. • Certificates and awards are ready to go (Roger.). • There will be a big balloon arch and a new Car Show sign near the entrance from the picnic to the car show. • Robotic Car placement is important; they will be outside of home base on the asphalt, near the snack stand. Electric power available. • Needs to be on the Map and needs a banner to advertise it. Ice Cream: • Marc Sidel reported that he is ordering 28 tubs and 15 bags of 40lbs. Of ice. Ice will be delivered to the event by SJ Ice Co. • Suggested that the ice company pick up the ice cream and deliver it. Firefighter’s BBQ Contract: • Roger has completed details, and will be in contact with the firefighters. Sodas/ Wine/Beer: • Nick Osborne and Ron Knapp have under control. • Sodas: 1200 cans • 400 Kids drinks • Beer: 2 Choky-boxes and ½ price for 6-7 kegs from Firehouse vendor. • Nick will take care of the thank-you note for the donation. Event Layout: • Roger will need assistance on Saturday after 2 pm to layout the Bob & Bill will handle signage for cars and layout. Youth Volunteers need to be instructed about placement of sign and balloon arch. Kathy: Robotic car needs a banner and should be on a location map. (Roger will design, print, and provide). Duffy to take ice cream scoops and collaterals to the P&R office for Marc to pick up. Roger contact Firefighters local #1167 re: finalization. Nick will take care of the thank-you note for the donation. Community Relations Committee – Town of Los Altos Hills Page 5 of 6 Community Relations Committee Meeting May 25, 2010 event. • Vendor will deliver on Sunday morning. So need all hands on deck to organize and assist. Publicity: • Duffy reported that the new banners were delivered, Newsletter was out in time; Flyers mailed to all residents, press release to run twice in the Town Crier before the picnic. • Problems encountered with getting the picnic invitation posted on Facebook because the Town cannot permit it to be opened to the public (the event is restricted to residents only). Registration Table: • Karen Emerzian reported that she needs the list of volunteers so she can contact them before the picnic as do others who are organizing for their area of responsibility. • Table cloths, -- Karen will order gold and green. • CRC Badges w/ribbons – Karen doesn’t have. Barbara Waldeck has a few. Other committee members may have kept them from last year’s picnic. Political Electioneering: • As in the past, Roy reminded the CRC that bringing lots of fliers to the picnic would be discouraged because of the distraction/cleanup impact. Real estate advertising has been prohibited. Parcel tax and Library support electioneering has been discouraged. Candidates for elected office are advised accordingly of no campaigning. • Kathy reported that the Library called Town Hall and wanted to know if they could have a table to explain about their services to the community. Discussion: As long as the Library only discusses services that would be O.K. • Town committees are invited to participate. Clean –up Procedures: • Eric & Sarah will schedule with contractors to do clean up. Post-Event: Picnic Report Summary/ Recommendations: Saturday, June 5 -- All hands show up to help layout the picnic canopies and event set-up. Kathy: Provide list of volunteers to be contacted for all of the assignments. Check with Barbara Waldeck re: CRC Committee Ribbons. Kathy will follow-up about Library participation. Eric & Sarah: Schedule cleanup services. Community Relations Committee – Town of Los Altos Hills Page 6 of 6 Community Relations Committee Meeting May 25, 2010 Note: Future Meeting Minutes need to indicate name of Motionor, and result of count: E.g. M(Jones)/S/A(7-4-1). (7- ayes, 4- nayes, 1- abstain). • Each committee member should document their area of responsibility and be prepared to submit it in writing to Roger & Kathy. Entire CRC develop post picnic reports. 7. CRC Volunteers and Contributions at up coming Town Events: Games: Jamie Lucia will not be available this year to coordinate. Need to identify a new coordinator. Two names suggested: David Kahn & Cathie Perga were suggested by Roger & Roy. Roger will contact a new possible coordinator (Two candidates: DavidKahn & Cathie Perga) 8. 2010-12011 CRC Budget Discussion No Action 9. Completion of any further Old Business: None 10. Introduction of New Business: None 11. Public Comment None 12.Next Meeting Date: June 22, 2010, 7:30 pm 13. Meeting Adjourned M/S/A - Motion to Adjourn at ~10 pm.