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HomeMy WebLinkAboutApril 28 1 Town of Los Altos Hills Community Relations Committee Meeting Minutes Tuesday, April 28, 2009 Parks and Recreation Center 1. Roll Call The meeting was called to order at 7:30 PM by Chairman, Roy Woolsey. Present: Chairman, Roy Woolsey. Members, Karen Emerzian, Patty Woolsey, Ron Knapp, Marc Sidel, Nick Osborne. Associate members, Linda Seidel, Bob Mabe, Barbara Waldeck. Youth Commissioner, Allika Walvekar. Parks and Recreation Supervisor, Eric Christensen. Visitors, Henry Fan, Kathy Evans (appointed Associate Member in agenda item 12). 2. Review of Prior Committee Meeting Minutes The minutes of the last Committee meeting were approved as distributed. 3. Welcoming of Town Newcomers Patty Woolsey reported that the new garbage company still has to be asked each month to submit newcomer names; last week just a few names of newcomers were received for March, so a sheet of newcomer names will be prepared just after May 1 when a total of at least 20 recent names should be available. 4. Discussion of Tasks for Youth Commissioner Allika Walvekar reported on her recent activities as Youth Commissioner, including contacting schools in the area. She would be interested in the teenage part of Mark Breier’s helping families connect program (Item 10 below). Henry Fan, a junior at Gunn High school, attended this portion of the meeting and expressed interest in the Associate Youth Commissioner position. 5. Planning for 2009 Town Picnic Eric Christensen announced that the re-dedication of the new Purissima Park would take place at 10 AM this Sunday, May 3. Committee members are invited to attend. Roy Woolsey will coordinate with the fire department regarding where to locate the vegetarian chili and burgers, and will send the fire department copies of the Picnic flier in a few days when it is available. Eric has made arrangements with the Little League, and will assure that the Little League does not schedule games for the afternoon before the Picnic. Ron Knapp reported that the contract with the band has been arranged, and a deposit of $575 is needed, which the Town should be able to issue. Bob Mabe reported on the classic car show. He will need three sandwich boards for directional signs. He proposes three awards, from the City Manager, City Clerk, and Mayor, as was done last year. He will provide windshield plaques that exhibitors will fill out with information about their classic car. Bob gave the list of exhibitors to Roy Woolsey, who will coordinate mailing of an invitation letter similar to last year’s letter with Karen Jost. The Committee voted to approve reimbursing Duffy Price $134.99 for a 10’x10’ collapsible canopy, which she purchased for Earth Day and which will be used at the Picnic and future events. Linda Seidel reported on the status of rentals. She has two bids for the canopy, table and chair rental, one at $5,700. The subcommittee volunteer list was reviewed in detail, and Committee members volunteered and reported status as indicated in the list at the end of these minutes. 2 Roy Woolsey distributed a draft Picnic reminder article for the June Town Newsletter. Minor modifications were made to the draft, and it was approved for inclusion in the Newsletter. 6. Discussion of Committee Photograph or Logo on Town Website Roy Woolsey led a discussion of several photos provided by Dave Snow as candidates for our Committee page on the Town website. After some discussion, it was agreed that Committee members would look at logos/photos on web pages for other Town standing committees, and the matter will be discussed further in the next Committee meeting. 7. Report on Earth Day, April 19, 2009 Ron Knapp reported on the successful and well-attended Earth Day event at Westwind Barn. Three local wineries donated wine, and Ron brought some ice for $14.04 and soft drinks from prior events, which were popular on the hot day. Duffy price provided crackers for $30.86 and three large cheese trays for $170.35; perhaps only one cheese tray would have been necessary, as visitors to the event didn’t seem to eat very much, perhaps because of such a hot day. 8. Discussion of Educational Event at Foothill College Planetarium Since Roger Burnell will not know if Andrew Franknoi is available for an event on October 2 until after May 9, this item was continued to the next meeting. 9. Report on Status of Neighborhood Network Program This item was continued to the next meeting. 10. Report on “Helping LAH Families Connect” Agenda Item from Council Meeting. In the Council meeting last Thursday, Council approved $5,000 for the program proposed by Mark Breier, with up to $500 for the first event. Allika Walvekar is interested in helping with the teenage portion of this program. 11. Meeting of Mayor and Committee Representatives Roy Woolsey will attend the meeting this Thursday at 4 PM with the Mayor and committee representatives. The Committee discussed highlights of accomplishments and priorities to be summarized in the meeting, including the new Town Newsletter with April 30 as the deadline for articles for the next issue, the June 7 Town Picnic with participation by other Town committees, the whole calendar of events to build community (Earth day, Hidden Villa summer concerts, caroling, etc.), promoting volunteer opportunities in Town through the Picnic and Newsletter, getting more resident feedback through the Town website. 12. Appointment of Kathy Evans as Associate Member of the Committee The Committee unanimously appointed Kathy Evans as an Associate Member of the Committee. 13. Additional Items or Contributions from Committee Members Roy Woolsey reported that Mayor Mordo would like a brief summary of our committee accomplishments and significant news of the last year for his “State of the City” presentation at the Chamber of Commerce luncheon on June 10. Based on the topics discussed in item 11 above, Roy Woolsey will prepare a summary for discussion in the next Committee meeting. 3 14. Date for Next Meeting and Adjournment The next Committee meeting will be held at 7:30 PM on Tuesday, May 26, 2009, in the Parks and Recreation Center. The meeting was adjourned at 9:20 PM. 2009 LOS ALTOS HILLS TOWN PICNIC SUBCOMMITTEE VOLUNTEER LIST Subcommittee Subcommittee Chair Status/Comments Flier prep/mailing Duffy Price Flyer approved, should go to P.O. this week Town Crier press release Duffy Price Written and submitted to Town Crier Town Web Site publicity Town calendar only Picnic date is on Town website calendar Publicity banners Roy Woolsey Town Crew will put up week of May 11-15 Date inserts for banners Roy Woolsey Date inserts have been received Event, thank-you and announcement posters Joan Sherlock Joan will look for company that can make laminated posters on color paper. Coordination with other Town committees Roy Woolsey Memo sent to other committees; several have responded favorably Reminder phone calls Roy Woolsey Will handle with Steve Garcia week of Picnic Program/announcements Scheduled for 2:30 PM to 2:40 PM P A System Hope to use P A system from band Pre registration Town Hall Town Hall has spread sheet prepared Registration table Karen Emerzian Meal and ice cream tickets Karen Emerzian Karen has enough tickets from last year Collecting meal tickets at food stations Duffy Price Should prepare signs: “Vegetarian and non- vegetarian” and “Non vegetarian only” Location/layout All Roy will prepare draft for review next mtg Stick-on name tags and pens Karen Emerzian Karen will get name tags and pens Name tags with ribbons Barbara Waldeck Barbara will use those made by Karen Jost Recognition for newcomers Karen Emerzian Will get stick-on stars; use with nametags Entertainer Roger Burnell Contract in process; Nick Pegueros can help Games/obstacle course/jumper Roger Burnell Contract in process; Nick Pegueros can help Contest games Jamie Lucia Hold games immediately after Pirate show Ribbons for prizes Linda Seidel Ordered 275 ribbons Pony Rides Eric Christensen Arranged Face Painting Eric Christensen Arranged Game/contest announcer Roger Burnell Need to check that bullhorn has fresh batteries Classic Cars Bill Downey/Bob Mabe Have 30+ cars; need to send invitation letter Car show awards Three plaques should be prepared as last year High School robotics team Bill Downey/Bob Mabe Band Ron Knapp Contract in place; Nick Pegueros can help Model trains Roy Woolsey In process of arranging 4 Volleyball Roger Burnell Beer Nick Osborne In process of arranging Wine Ron Knapp Soft drinks Ron Knapp Serving glasses Ron Knapp Water from Water District Barbara Waldeck Barbara will coordinate with water district Ice cream/toppings Marc Sidel Marc has contacted Trina at Baskin Robbins Serving plates, utensils Marc Sidel Plastic tablecloths Karen Emerzian Karen will purchase Ice/Ice chests Ron Knapp Will provide for both beverages and ice cream Balloons Linda Seidel Ordered; will be delivered around 11 AM Temporary restrooms Eric Christensen Should not need this year with new facilities Restroom janitorial Eric Christensen Will arrange for servicing of rest rooms Trash/recycle bins Eric Christensen Getting trash and recycle bins from garbage co. GreenWaste table/booth Roger Burnell Bull horn/orange cones Eric Christensen Will provide Easels Eric Christensen Will provide Little League arrangements Eric Christensen Need to confirm time day before for setup Keys for Little League fields and rest rooms Eric Christensen Fire Department Roy Woolsey Will arrange vegetarian food area Final meal count to Fire Dept. Roy Woolsey Committee will decide food order on May 26 Sheriff Eric Christensen Eric will arrange, including sno-cone machine Irrigation of fields Eric Christensen Shade canopies, stage, table, chair, tablecloth rental Linda Seidel Linda has two bids Event staff (Volunteer coord.) Joan Sherlock Joan will have volunteer lists for next mtg Setup All Meet at fields by 11:30 AM on Picnic day Cleanup Eric will arrange for Town crew or contractor Minutes prepared by Roy Woolsey, April 30, 2009