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HomeMy WebLinkAboutMay 27 1 Town of Los Altos Hills Community Relations Committee Meeting Minutes Tuesday, May 27, 2008 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, Ron Knapp, Duffy Price, Karen Emerzian, Roger Burnell. Associate Member, Linda Seidel. Associate Youth Commissioner, Lisa Kellman. Parks and Recreation Supervisor, Eric Christensen. Visitor for item 4, Bob Mabe. Visitor, Rich Larson. 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 she delivered a sheet of labels to Town Hall for mailing of the newcomer welcoming letter. 4. Final Planning for 2008 Town Picnic Final arrangements for the Town Picnic were discussed in detail. The following are action items from the discussion: 1. Roy Woolsey will discuss the possibility of vegetarian chili with the fire department. 2. Lisa Kellman and Roy will coordinate with Ting Ting Liu and Anh Osborne regarding coordinating ice cream volunteers. 3. Roy will send Duffy Price a copy of the list of cleanup volunteers; Duffy will call them and see if they can help during the picnic to monitor recycle and see that trash receptacles are not overflowing. (Eric Christensen has arranged a crew to come in after the Picnic for cleanup.) 4. Roy will see that four orange cones get to Bob Mabe the morning of the picnic to block off the entrance to field 1. 5. Bob Mabe took the car show banner and will install it the morning of the picnic. 6. Roy will contact Craig Jones/Carl Cahill/Karen Jost and encourage them to make their award choice early and inform Bob so that award certificates, which Roger Burnell has arranged, can have calligraphy by Karen Emerzian. 7. Roger Burnell will be sure inflatable vendor knows how to get to the Little League fields, and will encourage vendor to leave Tracy in plenty of time to arrive at the fields. 8. Roy will let Ira Ruskin’s office know that there should be no political speeches at the Picnic. 9. Roy will coordinate the reminder message with Steve Garcia, which will be similar to last year but include times of food service. A female voice is preferred for the recorded message. 10. Linda Seidel will arrange for four more rental long tables to accommodate fire department request, and for one less long tablecloth since beverages/ice cream will use four rather than three tables and will be supplied with plastic tablecloths. 11. Eric Christensen will bring checks to the picnic for the inflatables, band, trains, magician, ice cream, face painting and pony rides. 12. Duffy Price and Linda Seidel will see if arrangements can be made to have the balloons delivered to the picnic, since Linda reported that Diddams seems unwilling to deliver this year. 2 13. Ron Knapp will purchase some more large metal tubs to hold ice and drinks. Ron will get enough ice for both beverages and ice cream. 14. Roy will divide the last names of RSVPs into four groups and prepare alphabet signs for the picnic, since Karen Emerzian wants four groups of registration volunteers. 15. Before printing out RSVP lists for use at the registration table, Roy will indicate on the lists those that have the beautiful special nametags which City Clerk Karen Jost prepared. 16. Duffy Price will e-mail a list of cell phone numbers, Roy will have his cell phone on during the picnic in case an emergency develops, for example, at the registration table. 17. Roy will contact Town Hall and encourage volunteers for the “special feature events” among late RSVPs, to help get volunteers that Roger Burnell can contact for the inflatable games. The subcommittee volunteer list was reviewed in detail, and status of each item is as indicated in the list at the end of these minutes. 5. Report on Pathway Run Event Karen Emerzian reported that the Fun Run was very well attended, and that the weather was cooperative. She noted that there were some tables representing commercial interests, and that these may have been inappropriate at the event. 6. Hidden Villa Summer Concert Series Mark Sidel submitted an article on the Hidden Villa Summer Concert Series that will be included in the June Town Newsletter. 7. Discussion of Event at Foothill College Planetarium Roger Burnell led a discussion of the proposed event at Foothill College Planetarium. The Committee agreed that this event should be organized for next summer, the summer of 2009. 8. Los Altos Hills Town Newsletter Duffy Price discussed the content of the June Town Newsletter. The Newsletter will be ready to go to the publisher within a week, and should be delivered to residents by mid-June. Duffy discussed the “National Night Out” activity on Tuesday, August 5. The Committee agreed that this activity should be promoted next year, so Duffy will omit the National Night Out article from the June newsletter. 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, July 1, 2008, in the Parks and Recreation Center, to discuss and finalize a report on the Town Picnic. Meetings on the regular meeting dates in June, July and August are cancelled. The meeting was adjourned at 9:25 PM. 3 2008 LOS ALTOS HILLS TOWN PICNIC SUBCOMMITTEE VOLUNTEER LIST Subcommittee Subcommittee Chair Status/Comments Flier prep/mailing Duffy Price Fliers mailed to and received by residents Town Crier press release Duffy Price Article appeared in May 21 Town Crier Town Web Site publicity Karen Jost Picnic posted on Town calendar Publicity banners inc new date Duffy Price New date inserts received; banners posted around Town Event, thank-you and announcement posters Patty Woolsey Picnic schedule finalized in meeting; Patty will try to have printed on yellow or green stock Reminder phone calls Roy Woolsey Steve Garcia will issue phone calls Thursday morning Program/announcements Roy Woolsey Will be held promptly at 2:30 and include car show awards. P A System Use Band PA System Pre registration Town Hall Town Hall doing excellent job with RSVPs Registration table Karen Emerzian Meal and ice cream tickets Karen Emerzian Have enough from last year Collecting meal tickets at food stations Duffy Price Location/layout All Layout will be similar to last year Stick-on name tags and pens Karen Emerzian Karen will bring to picnic Name tags with ribbons Karen Jost Karen Jost made beautiful name tags for Committee members, Council, Planning Commissioners, staff, and VIPs Entertainer Roger Burnell Arrangements complete Games/obstacle course/jumper Roger Burnell Will have slide in place of obstacle course Contest games Jamie Lucia Jamie will get ribbons and orange shirt at picnic Ribbons for prizes Have enough from last year Pony Rides Parks and Rec Eric Christensen has arranged Face Painting Wendy Mehner Eric Christensen has arranged Game/contest announcer Roger Burnell Classic Cars Bill Downey Expect about 35 cars Vintage fire truck Bill Downey Car show awards Roger Burnell Roger to arrange certificates or plaques Band Ron Knapp Deposit check issued Model trains Roy Woolsey Train club issued “invoice” for $100 Volleyball Roger Burnell Roger will bring ball and net to picnic Drinks (softdrinks, beer, wine) Nick Osborne/Ron Ron obtained drinks, received good prices 4 Serving glasses Nick Osborne/Ron Water from Water District Linda Seidel Arranged Ice cream/toppings Anh Osborne, Ting Ting Eric Christensen ordered Serving plates, utensils Anh Osborne, Ting Ting Eric Christensen ordered Plastic tablecloths Karen Emerzian Already purchased Ice/Ice chests Eric Christensen In Town storage Balloons Linda Seidel Duffy and Linda will try to arrange delivery Temporary restrooms Linda Seidel Arranged Restroom janitorial Eric Christensen Arranged Trash/recycle bins Eric Christensen Arranged Monitors for recycle bins Duffy Price Will encourage cleanup volunteers to monitor Bull horn/orange cones Eric Christensen Arranged Easels Eric Christensen Town has one easel; use at registration table with schedule poster Little League arrangements Eric Christensen Arranged Keys for Little League fields and rest rooms Eric Christensen Arranged Fire Department Roy Woolsey Fire dept is reaching capacity on number of meals that can be prepared; menu may need to be simplified if future picnics are larger Final meal count to Fire Dept. Roy Woolsey Final meal count given on May 23 Sheriff Eric Christensen Sheriff will participate as in past years Irrigation of fields Eric Christensen Last irrigation will be Wed before Picnic Shade canopies, stage, table, chair, tablecloth rental Linda Seidel Linda will get four more long tables and one less long tablecloth, and will meet vendor at fields and be sure work gets started properly. Event staff (Volunteer coord.) Nick Osborne prepared lists of volunteers for use by the various subcommittee chairs Setup All Meet at picnic by 11:30 AM for setup Cleanup All Eric has hired crew to do most of cleanup after the picnic Minutes prepared by Roy Woolsey, May 30, 2008