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HomeMy WebLinkAboutMay 26 1 Town of Los Altos Hills Community Relations Committee Meeting Minutes Tuesday, May 26, 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, Duffy Price, Patty Woolsey, Marc Sidel, Nick Osborne, Karen Emerzian, Roger Burnell, Joan Sherlock, Ron Knapp. Associate members, Bob Mabe, Bill Downey, Linda Seidel. Youth Commissioner, Allika Walvekar. Parks and Recreation Supervisor, Eric Christensen. 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; one sheet of newcomer names covering the period from January through April was just delivered to Town Hall for mailing of the newcomer-welcoming letter. 4. Discussion of Tasks for Youth Commissioner Allika Walvekar reported on her recent activities as Youth Commissioner. She has ten volunteers who can help for five hours before and during the picnic. Tasks were listed for these volunteers, including putting up registration, meal and ice cream signs, distributing balloons, trash, recycle bins, table cloths and chairs, helping set up beverages, helping with registration, helping with games, and other picnic tasks. 5. Final Planning for 2009 Town Picnic Bob Mabe led a discussion of the classic car show. There are 46 cars, so the field is full. Ten orange cones should be available by late morning, and Roy Woolsey will provide those from the cones used to mark canopy locations. Eric Christensen will provide six cans of field spray paint, to use to mark car locations, canopy locations and the volleyball court. The Committee approved having the band provide an augmented sound system to be used for the announcements and car show awards, at an additional cost of $100. The Committee approved purchasing additional orange T-shirts so that all of the Committee members and volunteers working the entire picnic would wear one for easy identification on the fields. Joan Sherlock can make a map of the field on a poster, once Roy Woolsey provides an updated copy of the field plan for the rental company. The rental company has included three 10’ x 10’ canopies, even though we requested only one. It was agreed that one canopy and a table (later it was discovered that no table would be available, because of the large attendance and the need for tables by the fire department) and a few chairs would be made available to the History committee, on a non-precedent setting, one time only basis, because of this rental company mistake, and that one canopy could be used in front of the band for people to sit and listen to the band. Roy Woolsey will contact Nick Pegueros regarding the checks to be distributed at the Picnic and regarding a letter from the Town that fire extinguishers are not necessary since the fire department is already on the field. Roy will also ask the 2 fire department about first aid, and Steve Garcia about reminder calls and parking across Purissima Road from the fields. The subcommittee volunteer list was reviewed in detail, and Committee members reported status as indicated in the list at the end of these minutes. Roy Woolsey asked that some Committee members bring digital cameras to take photos capturing the ambiance of the picnic for future publicity, and Duffy Price announced that Jitze Couperus, the Newsletter photographer, would be taking picnic photos. 6. Discussion of Committee Photograph or Logo on Town Website The consensus of the Committee is that there should be an appropriate logo for the Committee on the Town website, rather than a photo of Committee members. Duffy Price will speak further with Alex Atkins regarding a Committee logo. 7. Discussion of Educational Event at Foothill College Planetarium Roger Burnell is working with the Foothill College president regarding the speaking fee for the event; we should hold the date of October 2, but it is not firm yet. 8. Report on Status of Neighborhood Network Program Joan Sherlock led a discussion of the neighborhood network program. The big concern is who would really run this program. Joan will talk with City Manager Carl Cahill about this matter. 9. Los Altos Hills Town Newsletter Duffy Price circulated an advance copy of the June “Our Town”, and led a discussion of its contents. The “Helping LAH Families Connect” program is the feature article. The Committee agreed that the Newsletter is fabulous. 10. Report on Meeting of Mayor and Committee Representatives Roy Woolsey attended the meeting with the Mayor and other committee representatives. Roy summarized highlights of Committee accomplishments and priorities as discussed in the last Committee meeting, including the new Town Newsletter, the June 7 Town Picnic with participation by other Town committees, all the events the Committee supports to build community, promoting volunteer opportunities in Town through the Picnic and Newsletter, getting more resident feedback through the Town website. Joan Sherlock then provided a briefing on the Neighborhood Network Program. Roy reported that the EIC and Environmental Design and Protection Committees need new members. 11. Committee Accomplishments for June 10, 2009 “State of the City” Address by Mayor The Committee discussed a draft list of accomplishments that Roy Woolsey prepared based on the list for the meeting with the Mayor and other committee representatives. The Committee recommended adding the newcomer welcoming letter, youth commissioner and growth of the Town Picnic to the list. Roy will make the recommended changes and submit the list to the Mayor. 12. Additional Items or Contributions from Committee Members The Hidden Villa Summer Concert is scheduled for July 26. The following Committee members volunteered to help with the reception from 4 PM to 5 PM before the Concert: Roger Burnell, Nick Osborne, Joan Sherlock, Ron Knapp. 3 Kathy Evans noted that Earth Day will be handled by the Parks and Recreation Committee in the future, and likewise for the fourth of July parade. Kathy requested that the Community Relations Committee support these events, but the Committee took no action. After some discussion of the proposed new programs in Town, which Council has approved, there was a consensus on the Committee that new programs should be routed through the appropriate Town Standing Committee(s) rather than being handled directly by Council and the proposing residents, outside of the Standing Committee framework. 13. Date for Next Meeting and Adjournment The Committee agreed to cancel the regular meetings in June and July and hold a special meeting at 7:30 PM on Tuesday, July 7, 2009. The meeting was adjourned at 9:50 PM. 2009 LOS ALTOS HILLS TOWN PICNIC SUBCOMMITTEE VOLUNTEER LIST Subcommittee Subcommittee Chair Status/Comments Flier prep/mailing Duffy Price Delivered to residents in early May Town Crier press release Duffy Price Published in May 13 and 20, also do June 3 Town Web Site publicity Town calendar only Picnic date is on Town website calendar Publicity banners Roy Woolsey Installed around Town on May 15 Date inserts for banners Roy Woolsey Received and installed on banners Event, thank-you and announcement posters Joan Sherlock Joan is handling schedule, train and map posters 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 Roy Woolsey Scheduled for 2:30 PM to 2:40 PM P A System Ron Knapp Use P A system from band Pre registration Town Hall Town Hall doing a good job with reservations 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 Roy will make signs: “Vegetarian and non- vegetarian” and “Non vegetarian only” Location/layout All Will review Pirate location Saturday at 1 PM Stick-on name tags and pens Karen Emerzian Has name tags and pens Name tags with ribbons Barbara Waldeck Barbara will use those made by Karen Jost Recognition for newcomers Karen Emerzian Has stick-on stars; use with nametags Entertainer Roger Burnell Saturday 1 PM meeting to finalize location Inflatable games Roger Burnell Arranged Contest games Jamie Lucia Hold games immediately after Pirate show Ribbons for prizes Linda Seidel Ordered and received 275 ribbons Pony Rides Eric Christensen Arranged Face Painting Eric Christensen Arranged 4 Game/contest announcer Roger Burnell Need to check that bullhorn has fresh batteries Classic Cars Bill Downey/Bob Mabe Have 46 cars; sent invitation letter Car show awards Roger Burnell Three plaques should be prepared as last year High School robotics team Bill Downey/Bob Mabe Will be located on half basketball court Band Ron Knapp Contract in place Model trains Roy Woolsey Arranged Volleyball Roger Burnell Beer Nick Osborne 6 kegs arranged (3 donated) with new vendor Wine Ron Knapp Arranged Soft drinks Ron Knapp Most have been purchased Serving glasses Ron Knapp Arranged Water from Water District Barbara Waldeck Coordinated with water district Ice cream/toppings Marc Sidel Will purchase 26 tubs, including 5 of rainbow sherbet and 2 of butter almond crunch Serving plates, utensils Marc Sidel Arranged with ice cream Plastic tablecloths Karen Emerzian Purchased and given to Roy Woolsey 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/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 Field 2 available from 3 PM on the day before Keys for fields and rest rooms Eric Christensen Will provide Fire Department Roy Woolsey Will arrange vegetarian food area Final meal count to Fire Dept. Roy Woolsey Food order will be decided Thursday May 28 Sheriff Eric Christensen Arranged, including sno-cone machine Irrigation of fields Eric Christensen Should not irrigate after Wed before Picnic Shade canopies, stage, table, chair, tablecloth rental Linda Seidel $5,649, from Blue Water Party Rentals; inc 2 more 10’x10’canopies than requested Event staff (Volunteer coord.) Joan Sherlock Joan will e-mail volunteer lists Setup All Meet at fields by 11 AM on Picnic day Cleanup Joan has volunteers for during the picnic; Eric will arrange for Town crew or contractor Minutes prepared by Roy Woolsey, May 30, 2009