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Home My WebLink AboutMarch 27 1 Town of Los Altos Hills Community Relations Committee Meeting Minutes Tuesday, March 27, 2007 Council Chambers 1. Roll Call The meeting was called to order at 7:32 PM by Chairman, Roy Woolsey. Present: Chairman, Roy Woolsey. Members, Barbara Waldeck, Patty Woolsey, Nick Osborne, Duffy Price, Ron Knapp, Roger Burnell. Associate Member, Linda Seidel. Youth Commissioner, Ting Ting Liu. Associate Youth Commissioner Lisa Kellman. Visitors, Bill Downey and Bob Mabe (for item 12). 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, one sheet of mailing labels, containing a total of 20 names, was given to Town Hall for mailing of the newcomer welcoming letter. 4. Hidden Villa Summer Concert Series Lisa Kellman will ask her Father to make recommendations on bands that can perform at the Summer Concert Series. Nick Osborne’s children should be able to help serve refreshments, in addition to the Youth Commissioners. 5. Presentation of Colors/Pledge of Allegiance at Council Meetings Ting Ting Liu didn’t get any responses to her request of various groups for leading the presentation of colors at council meetings, but will try phone contact to arrange presentation of colors for the second council meeting in April. Roy Woolsey discussed Lisa Wang’s interest in a Youth Commission and noted that Lisa Wang said she might be able to get others to help, but neither Ting Ting nor Lisa Kellman received a call from her. 6. Request for Volunteers for Earth Day and Pathway Run Duffy Price described the Community Relations Committee involvement in prior Earth Day celebrations; Duffy, and perhaps Barbara Waldeck and Lisa Kellman will be able to help this year. Karen and Harry Emerzian will be able to help with the Fun Run, Karen at the registration table or the like. 7. Los Altos Hills Town Newsletter Duffy Price led a discussion of the March Town Newsletter. The Committee agreed the Newsletter was terrific. The next issue might have an article on the shingles vaccine, and will emphasize public safety. Resident reply cards are hardly ever received, and should be targeted to specific issues. 8. Council Action on Memo from Committee Chair to Council 2 Roy Woolsey reported that the memo dated November 1, 2006 was discussed by Council at its March 8, 2007 meeting. It was suggested that the Committee need not be involved in recommendations for community service donations, and that there should be some kind of social occasion with the Hidden Villa Concerts, which Roy confirmed was being planned. Council took no formal action on the memo. 9. Approval of Proposed Committee Budget for 2007-2008 Fiscal Year Roy Woolsey discussed the proposed Committee budget for the next fiscal year, which he prepared. The budget was approved by the Committee as distributed. 10. Recommendation on Memorial for Sgt. Sigua The Committee discussed Council’s request that the Committee recommend a fitting memorial for Sgt. William Sigua. After some discussion, the Committee made two recommendations, and the Council should choose one of them: (1) A bronze plaque with the names of all fallen solders in Town (Sgt. Sigua and one serviceman from the Viet Nam war) set in a large stone under the flagpole at Town Hall. (2) A nice bench at Town Hall with the names of all fallen solders in Town. Once the Council makes a decision, the Committee can work with the Sigua family on implementation details. 11. Discussion of Town Website Nick Osborne compiled responses from Committee members regarding the Hillsborough, Los Gatos and Saratoga websites, and distributed a detailed spreadsheet with these responses. The Committee agreed that Nick and the rest of the website subcommittee will draw conclusions from these responses and make recommendations for our Town website. Duffy Price said the Woodside site was an excellent site. Roy Woolsey will inquire of Town Hall when the appropriate time would be for the subcommittee to meet with Town Staff, and the subcommittee will either present its conclusions and recommendations to the Committee at its next meeting, or directly to Town Staff if the meeting with Staff should occur before the next Committee meeting. 12. Planning for 2007 Town Picnic Roy Woolsey reported that the Town Picnic budget and proposal was approved by Council in its March 8 meeting. Roy described the letter that he sent to the Fire Department with copies of the recent Town Newsletter, and his e-mail to the Little League regarding access and watering. Ron Knapp will see the band, and will ask our questions about the stage and other logistics. Roger Bunell reported that David Wilson (at $450) and the Stars & Stripes rentals (at $1,150) are arranged. Duffy Price reported that pony rides are being arranged, at a cost of $550 that will be charged to the Parks & Rec. budget. Bill Downey and Bob Mabe discussed the antique car show and other attractions they are arranging. Bob has arranged for 28 cars so far. He would like a few felt pens available at the picnic to fill out information cards which will be put on each antique car, some way to mark and number the spots for the cars so they can be nicely arranged on the field, signs or the like to direct people to field #1 for the car show, a 10’ x 10’ canopy, a table and some chairs. He would like the Town to send out letters of invitation to all exhibitors before the end of April; Duffy Price will work with Town Hall on these letters. Bob wonders if there is a good plan of the field, and Roy will investigate. The Committee discussed the draft picnic flier that Duffy prepared. Duffy will prepare a revised copy for review by e-mail, since the flier will have to go to press before the next Committee meeting. Roger Burnell will ask Breene Kerr about a sound system. The Committee discussed Wendy Mehner’s e- mail about face painting, and agreed that the Picnic is a volunteer event, and people can be reimbursed for expenses but not for their time. Wendy should be reimbursed for her expenses last year. Roger would like to arrange about 50 towels for the dunk tank, and Linda Seidel will inquire about them when she inquires about the canopy and furniture rental. The subcommittee volunteer list was reviewed in detail, and Committee members volunteered as indicated in the list at the end of these minutes. 3 13. Additional Items or Contributions from Committee Members Duffy Price discussed the topic of a historical commission. She will prepare a written proposal for discussion in the next Committee meeting. 14. Date for Next Meeting and Adjournment The next Committee meeting will be held at 7:30 PM on Tuesday, April 24, 2007. The meeting was adjourned at 9:35 PM. 2007 LOS ALTOS HILLS TOWN PICNIC SUBCOMMITTEE VOLUNTEER LIST Subcommittee Subcommittee Chair Status/Comments Flier prep/mailing Duffy Price Duffy will circulate updated draft Town Crier press release Duffy Price Town Web Site publicity Roy Woolsey Put updated flier on Town Website Publicity banners inc new date Duffy Price Ordered, will be delivered April 4 Event Poster Patty Woolsey Also “thank you” and announcement poster Program/announcements Committee consensus: to have announcements P A System Ron/Roger Ron check with band; Roger with Breene Kerr Pre registration Town Hall Will compile Excel spreadsheet as in past Registration table Karen Emerzian Meal and ice cream tickets Karen Emerzian Collecting meal tickets at food stations Barbara Waldeck Location/layout All Stick-on name tags and pens Karen Emerzian Name tags with ribbons Barbara Waldeck Entertainer Roger Burnell Town Hall should have contract; price $450 Games/obstacle course/jumper Roger Burnell Price $1,150 Towels for Dunk Tank Linda Seidel will ask rental company Releases for games Not needed Contest games Roy contact Jamie Lucia; Roger call Mrs. Kahn Ribbons for prizes Linda Seidel will ask Cathie Perga Pony Rides Duffy Price Face Painting Roy to e-mail Wendy Mehner re volunteerism Game/contest announcer Roger Burnell Antique Cars Bill Downey; Bob Mabe Tractor exhibit Bill Downey; Bob Mabe Vintage fire truck Bill Downey; Bob Mabe High school auto shop projects Bill Downey; Bob Mabe Band Ron Knapp 4 Model trains Roy Woolsey Confirmed with Dick Blanding Volleyball Roger Burnell Drinks (softdrinks, beer, wine) Nick Osborne; Ron Knapp Serving glasses Nick and Ron Left over anniversary gifts Nick and Ron Water from Water District Linda Seidel Ice cream/toppings John Swan Serving plates, utensils John Swan Plastic tablecloths Karen Emerzian Ice/Ice chests Barbara Waldeck has two for drinks; Town has some. Balloons Linda Seidel Temporary restrooms Linda Seidel 2 by snack bar; 1 by Field # 1; Roy make map Restroom janitorial Roy Woolsey Trash/recycle bins Town Hall Roy Woolsey talk with Town Hall Monitors for recycle bins Bull horn/orange cones Roy Woolsey Easel Roy Woolsey Little League arrangements Roy Woolsey Keys for Little League fields and rest rooms Roy Woolsey Fire Department Roy Woolsey Final meal count to Fire Dept. Roy Woolsey Sheriff Town Hall Roy Woolsey contact Town Hall Irrigation of fields Town Hall Shade canopies, stage, table, chair, tablecloth rental Linda Seidel Linda will get bids from Mary and A-Abco; Roy prepare list before April 18 Event staff (Volunteer coord.) Barbara Waldeck Setup All Cleanup Town Crew Minutes prepared by Roy Woolsey, March 28, 2007