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HomeMy WebLinkAboutOctober 27 Town of Los Altos Hills Community Relations Committee Meeting Minutes Tuesday, October 27, 2009 Parks and Recreation Center 1. Roll Call The meeting was called to order at 7:30 PM by Chairman, Roger Burnell. Present: Chairmen, Roger Burnell and Kathy Evans. Members, Roy Woolsey, Joan Sherlock, Patty Woolsey, Ron Knapp, Karen Emerzian, Nick Osborne. Associate members, Bill Downey, Marc Seidel, Youth Commissioner - Allika Walvekar. 2. Committee Organization Roger presented the structure of the CRC and reminded the Committee to review once per year. Roger and Kathy will take turns running Committee Meetings. Roger requested a review of the Committee Roster by all members. 3. Confirmation of Committee Charter and Duties/Responsibilities There was a review of the Committee’s Charter and duties. 4. Youth Commission Procedure to approve Charters for both the Youth Commissioner and Youth Commission. Roger Burnell presented the proposed Charters which will be presented to Town Council at the next meeting. Roger opened up the Charters to questions or suggested edits from the Ccommittee. There was open discussion around proposed changes from Patty Woolsey to keep it more Los Altos Hills “centric,” and also diverse in terms of experience. Roy Woolsey moved that we approve the Youth Commission proposal with Patty’s changes as proposed. Ron Knapp then raised additional questions. Ron Knapp then proposed an amendment to delete one paragraph in question as well as additional changes. Roger Burnell then gave a final reading of all changes. Roy Woolsey moved the question for re-editing, readback mode, and amended the original motion to adopt the proposed edits. All were in favor; motion passed. Allika introduced two additional candidates for the Commission. Mitra Majidi-Ahy and Samuel Colman introduced themselves and spoke briefly. Karen Emerzian moved that we accept both applicants, and the motion passed unanimously. Roger Burnell took action item to set time and date for formal reception welcoming and recognizing of the full complement of Youth Commissioners. 5. Review of Prior Committee Meeting Minutes The minutes of the last Committee meeting were approved as distributed. Roy Woolsey requested improved reporting when a motion is approved or not approved. (This is now in place). 6. Welcoming procedure - Town Newcomers Roy Woolsey led a discussion around what is on the website for newcomers vs. what is in the newcomer’s packet. Duffy requested future discussion around reprising a prior booklet reflecting the history of the town. Roger requested that the next agenda include modernizing the newcomer’s packet. Roger proposed that the Mayor’s letter should include a brochure summarizing the Town history, and another brochure about the future and how newcomers can participate in existing town committees. Discussion around web-based vs. printed materials. No motions were passed. 7. Los Altos Hills Town Newsletter – December Planning Duffy presented the last Town Newsletter. October 31st is deadline for December newsletter. Now writing to themes, loaded with facts. Kudos to designer Alex Atkins. No new motions proposed nor passed. 8. Town Picnic Items Final version of the Picnic Report was presented by Roy Woolsey. Kathy Evans moved to approve report as presented. Motion approved. Recommendations and planning schedule for 2010 event – Roger requested information on any items which must be discussed prior to the next Committee Meeting in January. Roger has reserved all blow up/jump equipment. It was determined that a preliminary list of bands as well as all other pertinent items shall be addressed in January. Roy proposed that Fire Department should be contacted on January 1st to make sure they can participate. Roger will report on this at the January 26th meeting. Karen suggested that the Youth Commission should be more involved in picnic planning and production. Concurred. 9. Neighborhood Network Program Joan Sherlock gave an update on the program. She held the first event on October 25th with 80 people in attendance. The CERT program was presented by Mike Sanders of the Fire District along with Steve Garcia from the Town. Hidden Villa also had the opportunity to tell their neighbors in LAH about the plans with Heifer International and where they would be building the Global Village. The town-wide mailing on the program was completed in mid October, and there have been six responses to hold events, the next one November 17th is on Summerhill Avenue. 10. Holiday Events Kathy Evans reported the Westwind Barn Lighting Event will be held Sunday December 6, 2009. Kathy requested help from the Committee to take charge of cider and cookies. Karen Emerzian volunteered to bring cookies, Joan Sherlock volunteered to supply cider. Karen will purchase a Costco coffee maker to warm the cider which will be funded by the committee. 350 people are expected to attend the event. Holiday Caroling will be December 12th; exact time to come from Scott Vanderlip. It will be in the early evening and the Youth Commission will be invited to participate. 11. Foothill College Event and/or Stanford University Event Tabled until January. 12. Nominations Now Open for Joint Community Volunteer Award Candidates Nominations close on October 31st. 13. Additional items or contributions from Committee Members Roger moved that we accept Roy’s memo to take the design guideline information to planning commission. The motion was approved. 14. Date for Next Meeting and Adjournment Standing meetings in November and December have been cancelled. The next meeting will be at 7:30 PM on Tuesday, January 26, 2010. The meeting was adjourned at 9:10 PM. Minutes prepared by Joan Sherlock, October 27, 2009.