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HomeMy WebLinkAboutMarch 24 1 Town of Los Altos Hills Community Relations Committee Meeting Minutes Tuesday, March 24, 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, Nick Osborne, Patty Woolsey, Marc Sidel, Ron Knapp, Joan Sherlock (by teleconference), Roger Burnell, Duffy Price, Karen Emerzian. Youth Commissioner, Allika Walvekar. Parks and Recreation Supervisor, Eric Christensen. Visitors, Kathy Evans (Parks and Recreation Committee), John Harpootlian, Mike Sands (Santa Clara County Fire Dept.). 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 since the last Committee meeting, just six names of newcomers were received, so no sheet of newcomer names was prepared for mailing of the newcomer-welcoming letter. 4. Discussion of Tasks for Youth Commissioner The document entitled “Possible Youth Commissioner Tasks,” containing input from Duffy Price, Roger Burnell and Roy Woolsey, was discussed. Allika Walvekar can contact school principals and knows some other youth commissioners, and will report on the tasks at the next Committee meeting. 5. Planning for 2009 Town Picnic Roy Woolsey circulated a cover letter to the Fire Department for copies of the March Town Newsletter with the Picnic article. Eric Christensen reported that arrangements for the fields have been made with the Little League. Ron Knapp distributed CDs containing samples of Jazz Unlimited music, and played samples for the Committee. The Committee agreed that Ron should proceed with arrangements for the band, including asking about sound distribution. Roger Burnell reached the Pirates of Harbor Bay, and has a tentative commitment for the Picnic at a price not to exceed $1,400. Roy Woolsey circulated a sketch of the fields; picnic attractions will have to be slightly rearranged from prior years. Eric Christensen asked that there be minimal wear and tear on the infields. The Committee agreed that the History Museum could have a table for information only, no solicitation of funds or membership, since the History Museum serves Los Altos Hills. The reminder calls should repeat the time of the picnic. Roy Woolsey will contact the Fire Dept. regarding vegetarian chili. The Picnic flier was reviewed and a number of editorial changes were made. The subcommittee volunteer list was reviewed in detail, and Committee members volunteered as indicated in the list at the end of these minutes. Volunteers are still needed for a few items. 6. Discussion of Committee Photograph or Logo on Town Website Roy Woolsey noted that most other Standing Committees have a logo or photo on the Town Website, and asked if our Committee wanted a logo or photo. After some discussion, Roger Burnell 2 moved, Duffy Price seconded and the Committee unanimously passed a motion that the Committee create a logo for the website. Duffy Price will discuss with Dave Snow for suggestions. 7. Request for Committee Support of Earth Day, April 19, 2009 Ron Knapp, Marc Sidel and Duffy Price volunteered to help with a Community Relations Committee table at the Earth Day event at Westwind Barn. 8. Discussion of Summer Educational Event at Foothill College Planetarium The Committee suggested that October 2, 2009 would be a good evening for the proposed Foothill College Planetarium Event, and Roger will see if this date is good with Andrew Franknoi. 9. Discussion of Possible Committee Involvement with Westwind Barn Hoedown Kathy Evans summarized the history of the Westwind Barn Hoedown. This year’s event is not a fundraiser, but more like an open house. Time is 3 PM to 8 PM on Saturday, September 12. Nick Osborne moved, Roger Burnell seconded and the Committee unanimously passed a motion that the Committee supports the effort of the Los Altos Hills Community Hoedown. Although the Committee did not agree to cosponsor the event, some members of the Committee will be able to help at the event. 10. Los Altos Hills Town Newsletter Duffy Price led a discussion of the Town Newsletter. Numerous positive comments have been received about the new Newsletter. The Committee was very pleased. Duffy discussed the style guide. 11. Donation of Materials for Completion of Town Hall Donor Wall Duffy Price described the proposed donor wall donation by Karen Drucker, the Exhibit Curator. Roger Burnell moved, Karen Emerzian seconded and the Committee unanimously passed a motion recommending to Council that: (1) the community be alerted that due to weather and climatic conditions the donor wall must be finished, (2) people who donated funds for a tile but who have not completed their tile must do so by a specific date to be established, and (3) others are invited to complete a tile by a specific date, after which the wall would be completed at the discretion of the City Council. Some members of the Committee expressed the concern that giving tiles for free may be unfair to those who made a donation for a tile, under the assumption that a donation would always be required for a tile; however, no motion or recommendation to Council was made on this matter. 12. Approval of Proposed Committee Budget for 2009-2010 Fiscal Year The Committee proposed a few minor modifications to the draft Committee budget prepared by Roy Woolsey, including increasing the annual Newsletter budget to $27,800, allowing $1,000 for event refreshments, and adding $2,200 for a neighborhood networks program. The total budget will be $58,500. Roy will update the budget as agreed by the Committee and present it to Town Hall. 13. Additional Items or Contributions from Committee Members Joan Sherlock reported on her planning for a meeting of the Mayor and representatives from Town Standing Committees. She led a discussion of her two documents on the neighborhood network program, which would be a good outreach effort for the Committee. Duffy Price moved, Karen Emerzian seconded and the Committee passed a motion with abstention by Nick Osborne to accept Joan’s proposals for the neighborhood network program and meeting with the Mayor and committees. Kathy 3 Evans will be willing to help with the neighborhood network program. Mike Sanders of the Fire Dept. has met with Joan; he will continue with the Community Emergency Response Team (CERT) training. John Harpootlian described the new Water Conservation Standing Committee, and encouraged that at least one member of the Community Relations Committee be a member of this new committee. Roy Woolsey will forward this request to associate members of the Committee. Marc Sidel announced that the Joe Sharino band will perform at the July 26 Hidden Villa Summer Concert. The Town provided a $5,000 sponsorship of the concert. Kathy Evans indicated an interest in becoming an associate member of the Committee. 14. Date for Next Meeting and Adjournment The next Committee meeting will be held at 7:30 PM on Tuesday, April 28, 2009, in the Parks and Recreation Center. The meeting was adjourned at 10:45 PM. 2009 LOS ALTOS HILLS TOWN PICNIC SUBCOMMITTEE VOLUNTEER LIST Subcommittee Subcommittee Chair Status/Comments Flier prep/mailing Duffy Price Town Crier press release Duffy Price Town Web Site publicity Town calendar only Publicity banners Roy Woolsey Date inserts for banners Roy Woolsey Event, thank-you and announcement posters Joan Sherlock Coordination with other Town committees Roy Woolsey Reminder phone calls Roy Woolsey Program/announcements P A System Pre registration Town Hall Registration table Karen Emerzian Meal and ice cream tickets Karen Emerzian Collecting meal tickets at food stations Duffy Price Location/layout Stick-on name tags and pens Karen Emerzian Name tags with ribbons Recognition for newcomers Entertainer Roger Burnell Games/obstacle course/jumper Roger Burnell Contest games Jamie Lucia Hold games immediately after Pirate show Ribbons for prizes Linda Seidel 4 Pony Rides Eric Christensen Face Painting Eric Christensen Game/contest announcer Roger Burnell Classic Cars Bill Downey/Bob Mabe Car show awards High School robotics team Bill Downey/Bob Mabe Band Ron Knapp Model trains Roy Woolsey Volleyball Roger Burnell Beer Nick Osborne Wine Ron Knapp Soft drinks Ron Knapp Serving glasses Ron Knapp Water from Water District Barbara Waldeck Ice cream/toppings Marc Sidel Serving plates, utensils Marc Sidel Plastic tablecloths Karen Emerzian Ice/Ice chests Ron Knapp Balloons Linda Seidel Temporary restrooms Eric Christensen Should not need this year with new facilities Restroom janitorial Eric Christensen Trash/recycle bins Eric Christensen GreenWaste table/booth Roger Burnell Bull horn/orange cones Eric Christensen Easels Eric Christensen Little League arrangements Eric Christensen Keys for Little League fields and rest rooms Eric Christensen Fire Department Roy Woolsey Final meal count to Fire Dept. Roy Woolsey Sheriff Eric Christensen Irrigation of fields Eric Christensen Shade canopies, stage, table, chair, tablecloth rental Linda Seidel Event staff (Volunteer coord.) Joan Sherlock Setup Cleanup Minutes prepared by Roy Woolsey, April 21, 2009