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HomeMy WebLinkAboutMarch 25 1 Town of Los Altos Hills Community Relations Committee Meeting Minutes Tuesday, March 25, 2008 Council Chambers 1. Roll Call The meeting was called to order at 7:35 PM by Chairman, Roy Woolsey. Present: Chairman, Roy Woolsey. Members, Nick Osborne, Patty Woolsey, Ron Knapp, Roger Burnell. City Clerk, Karen Jost (for item 4). Visitors, Bill Downey; Bob Mabe; Parks and Recreation Supervisor, Eric Christensen (for item 5). 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 no names were received from the Garbage Company, and she is looking into the matter. 4. Discussion of Town Website City Clerk Karen Jost gave a most informative and detailed presentation on the new Town Website, illustrating the various screens and navigation through them. The Committee voiced its approval of the website, and had only a few minor comments. 5. Planning for 2008 Town Picnic Roy Woolsey reported that the Council approved the Committee’s picnic proposal, increasing the budget to $25,000 and asking that the Committee be sure that we do not run out of beer during the Picnic. Roy distributed copies of a letter sent to Art Marshall of the fire department, with copies of the March Town Newsletter. Bill Downey and Bob Mabe led a discussion of the classic car show, and distributed a list of participants to date. There will be more classic cars than last year. They are redlining the invitation letter used last year, and the final letter should be signed by the Mayor and sent in early May. Three sandwich boards are needed for mounting of directional signs, and Eric Christensen will arrange for their supply. The matter of awards for the car show was discussed, and it was suggested that there be a “Mayor’s Award” and perhaps a “City Manager’s Award”; Roger Burnell can arrange for nice certificates to be made. Ron Knapp led a discussion of the band. The Committee voted to have six members of the “Touch-n-Go” band perform at the Picnic for $1,800. It was agreed that the band would perform from 1:15 to 2:30 PM, take a break from 2:30 to 3:15 PM, during which there would be announcements and the magic show, and then perform from 3:15 to 4:15 PM. Roger Burnell led a discussion of the inflatables and magician; he will arrange for a big slide. The Committee discussed the Picnic Flier, and made a number of edits to the draft that Roy Woolsey had circulated. Roy will coordinate with Duffy Price regarding these edits and the picnic flier will be duplicated and mailed so residents receive it around April 28, three weeks before the registration deadline. 2 Ron Knapp and Nick Osborne discussed the need for a Jockey Box to serve the beer; Ron will get estimates and the matter will be finalized in the next Committee meeting. 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 some major areas, including coordinating the ice cream. 6. Request for Committee Support of Earth Day, April 20, 2008 Nick Osborne will represent the Committee at the Earth Day event. Duffy Price typically calls three vintners to participate in the Earth Day event, and brings a table, tablecloth and cheese tray. 7. Discussion of Event at Foothill College Planetarium Roger Burnell led a discussion of a proposed summer educational event at the Foothill College Planetarium. He distributed the resume of Andrew Franknoi, a renowned science educator. He would give a family-oriented lecture and presentation. He might need to be paid an honorarium for the lecture, and Roger will negotiate that matter. The Foothill College planetarium seats 900 people, so the possibility of co-sponsoring the event with the City of Los Altos was discussed. The date of the event was discussed; it could be in mid-summer, or after school resumes in September. Roger will check his availability, and the event will be discussed further in the next Committee meeting. . 8. Approval of Proposed Committee Budget for 2008-2009 Fiscal Year The Committee approved the draft 2008-2009 Fiscal Year Committee budget that Roy Woolsey drafted, with the addition of $2,500 for the summer community educational event. Roy will make the change and submit the final budget to Town Hall. 9. Additional Items or Contributions from Committee Members None 10. Date for Next Meeting and Adjournment The next Committee meeting will be held at 7:30 PM on Tuesday, April 29, 2008, in the Parks and Recreation Center. This special meeting on the fifth Tuesday of the month is in lieu of the regular meeting that would be on the fourth Tuesday of the month. The meeting was adjourned at 10:00 PM. 3 2008 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 Karen Jost Publicity banners inc new date Duffy Price Event, thank-you and announcement posters Patty Woolsey Reminder phone calls Program/announcements P A System Use Band PA System Pre registration Town Hall Registration table Karen Emerzian Meal and ice cream tickets Karen Emerzian Have enough from last year Collecting meal tickets at food stations Location/layout All Stick-on name tags and pens Karen Emerzian Name tags with ribbons Have about a dozen from last year Entertainer Roger Burnell Games/obstacle course/jumper Roger Burnell Contest games Ribbons for prizes Have enough from last year Pony Rides Parks and Rec Face Painting Wendy Mehner Game/contest announcer Roger Burnell Antique Cars Bill Downey Vintage fire truck Bill Downey Band Ron Knapp Model trains Roy Woolsey Volleyball Roger Burnell Drinks (softdrinks, beer, wine) Nick Osborne/Ron Serving glasses Nick Osborne/Ron Water from Water District Linda Seidel Ice cream/toppings Serving plates, utensils Plastic tablecloths Karen Emerzian Already purchased Ice/Ice chests Eric Christensen In Town storage 4 Balloons Linda Seidel Temporary restrooms Linda Seidel Restroom janitorial Eric Christensen Trash/recycle bins Eric Christensen Monitors for recycle bins 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.) Setup All Cleanup Minutes prepared by Roy Woolsey, April 5, 2008