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HomeMy WebLinkAboutMay 29 1 Town of Los Altos Hills Community Relations Committee Meeting Minutes Tuesday, May 29, 2007 Council Chambers 1. Roll Call The meeting was called to order at 7:33 PM by Chairman, Roy Woolsey. Present: Chairman, Roy Woolsey. Members, Ron Knapp, Patty Woolsey, Karen Emerzian, Duffy Price, Barbara Waldeck, Nick Osborne. Associate members, John Swan, Linda Seidel. Youth Commissioner, Ting Ting Liu. Associate Youth Commissioner Lisa Kellman. Council Liaison, Dean Warshawsky. Parks and Rec Supervisor, Eric Christensen. Visitors, Bill Downey and Bob Mabe (for item 10). 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 20 names of newcomers was delivered to Town Hall for mailing of the newcomer-welcoming letter. 4. Hidden Villa Summer Concert Series Roy Woolsey distributed Marc Sidel’s report regarding the Hidden Villa Summer Concert Series. The Committee was pleased to see the band selection; it was suggested to serve Hot Buttered Rum beverages at the reception for the last concert. Eric Christensen indicated that the Parks and Recreation Dept. would be interested in having a table at the concerts for various Town purposes; Eric will coordinate with Marc. Roy reported that Hidden Villa plans to staff a table at the Town Picnic. 5. Presentation of Colors/Pledge of Allegiance at Council Meetings Ting Ting Liu and Lisa Kellman reported that since Council has been meeting in closed session immediately after the pledge of allegiance, the presentation of colors will be held off until the beginning of the next school year, at which time the matter will be reviewed depending on the scheduling of closed Council sessions. 6. Report on Earth Day and the Fun Run Roy Woolsey circulated a thank you note from Nancy Couperus for our Committee participation in Earth Day. Karen Emerzian reported that she helped register participants in the fun run, which was well attended, including by a lot of people out of the area. 7. Los Altos Hills Town Newsletter Duffy Price led a discussion of the June Town Newsletter. Duffy noted that the shingles article was deleted, and Patty Woolsey summarized the medical reasons why the deletion was good. It was noted that the Newsletter was lengthy, perhaps longer that some busy residents would have time to read, and Duffy noted there are so many articles that are submitted for inclusion in the Newsletter. Duffy reported that the Asian community was pleased with the Newsletter. The Committee concluded that the Newsletter was an excellent publication. 2 8. Status of Memorial for Sgt. Sigua Duffy Price reported that the Council had approved the concept of naming one of the Little League fields in memory of Will Sigua. An appropriate ceremony will be conducted in the future. Duffy described her contacts with the Sigua family and recent memorial events in honor of Will Sigua. Duffy reported that something should be done for the other Town veteran killed in action, and that perhaps a plaque at Town Hall would be considered for both. 9. Discussion of Town Website Roy Woolsey reported that the Committee’s website report had been forwarded to the Town’s website consultant, and that Town Staff would like to defer meeting with the website subcommittee for another month. Nick Osborne noted that he received no input from Committee members regarding the request to provide comments on the award-winning Chino Hills website. Nick found that site easy to navigate, but noted the absence of emergency contact information and thought that landscape rather than portrait format should have been used. 10. Planning for 2007 Town Picnic The Committee reviewed Town Picnic reservations to date, based on the spreadsheet compiled and provided by Town Staff. Roy Woolsey reported on his food order projections based on information recorded from prior years’ picnics (1375 total projected attendees, 815 chicken dinners 430 hot dog dinners plus 220 extra hot dogs, and 130 vegetarian dinners plus 40 extra veggie burgers), and on his discussions with the Fire Department. Roy showed the cover letter to the Fire Department with copies of the Picnic flier, and the letter from the Mayor which was sent to all classic cars show participants. Roy announced that local dignitaries had been invited to the picnic, but only a couple have responded so far. Ron Knapp reported that he has asked the band for the appropriate paperwork so that a check can be issued by the Town this week. The band will arrive at the Picnic about noon to set up. Bill Downey reported on arrangements for the classic car show. It was agreed that meal tickets for the classic car show participants would be distributed where they sign in, that a picnic schedule would be posted there, and that the temporary restroom would be located between the Town riding ring and field # 1 so that it would be out of the way of any Fire Department vehicle. The Committee agreed that Newcomers to Town should be recognized by smiley faces on their name tags, and Karen Emerzian will procure a supply. Roy will give the Newcomers recognition and welcome them during the announcement period. Roy described his arrangements to have all those with Picnic reservations to be called during the day on May 31 as a reminder; the reminder message was reviewed and at Ron Knapp’s suggestion the location of the Picnic was included. Copies of the 2006 Picnic Report were available for review by Committee members. The subcommittee volunteer list was reviewed in detail; the status of each item is indicated in the list at the end of these minutes. Roy distributed copies of the Town’s check request form. 11. Historical Commission Proposal Duffy Price reported that the Council approved the creation of a Historical Commission. The resolution on Town standing committees will be modified to include the Commission, and the revised resolution placed on the consent calendar for approval at a future Council meeting. Then the Town will call for volunteers for the Commission. 12. Additional Items or Contributions from Committee Members 3 None. 13. Date for Next Meeting and Adjournment The next Committee meeting will be held at 7:30 PM on Tuesday, July 10. There will be no Committee meeting on the regular meeting dates in either June or July. The meeting was adjourned at 9:30 PM. 2007 LOS ALTOS HILLS TOWN PICNIC SUBCOMMITTEE VOLUNTEER LIST Subcommittee Subcommittee Chair Status/Comments Flier prep/mailing Duffy Price Complete Town Crier press release Duffy Price Articles in May 16, 23 and 30 Town Crier Town Web Site publicity Roy Woolsey Picnic date is on Town calendar Publicity banners inc new date Duffy Price 4 installed; looking for mount for 5th. Event, thank-you and announcement posters Patty Woolsey Text of announcement reviewed and approved by Committee; Patty will make 6 18”x24”cys Program/announcements Roy Woolsey/Dean W. Brief announcement promptly at 2:40 PM P A System Ron Knapp Will use band’s PA system Pre registration Town Hall Town is compiling Excel spreadsheet Registration table Karen Emerzian Karen is calling volunteers Meal and ice cream tickets Karen Emerzian Tickets purchased Collecting meal tickets at food stations Barbara Waldeck Barbara is calling volunteers Location/layout All Exchange dunk tank and sheriff’s locations Stick-on name tags and pens Karen Emerzian Will supply pens for cars as well as reg table Name tags with ribbons Barbara Waldeck Being made for Council, Staff, Committee Entertainer Roger Burnell Roy Woolsey to call to reconfirm Games/obstacle course/jumper Roger Burnell Roy Woolsey to call to reconfirm Towels for Dunk Tank Linda Seidel Rental company will provide 50 towels Contest games Jamie Lucia Jamie will handle and award prizes Ribbons for prizes Linda Seidel Delivered Pony Rides Duffy Price Contract arranged Face Painting Wendy Mehner Will do for reimbursement of expenses (~$50) Game/contest announcer Jamie Lucia Jamie will use bull horn to run games; Roy to encourage participation after magic show Antique Cars Bill Downey; Bob Mabe 30 cars arranged 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 Arranged; paperwork for check still needed 4 Model trains Roy Woolsey Confirmed with Dick Blanding Volleyball Roger Burnell Games coordinators will set up equipment Drinks (softdrinks, beer, wine) Nick Osborne; Ron Knapp Purchased; Nick/Ron are calling volunteers Serving glasses Nick and Ron Arranged Left over anniversary gifts Nick and Ron Will bring approx 300 left over to picnic Water from Water District Linda Seidel Arranged with Dan Seidel Ice cream/toppings John Swan Eric C. will use Town truck to get ice cream; John is calling volunteers Serving plates, utensils John Swan Plastic tablecloths Karen Emerzian Karen purchased 8 yellow and 8 green Ice/Ice chests Eric C. will buy three more large coolers Balloons Linda Seidel Ordered for delivery around 11 AM Temporary restrooms Linda Seidel Ordered: 2 by snack bar; 1 by Field # 1 Restroom janitorial Eric Christensen Arranged Trash/recycle bins Eric Christensen Arranged Monitors for recycle bins Nick and Ron Eric will make signs, “Recycle only” Bull horn Eric Christensen Roy will get from Town Hall Orange cones Eric Christensen Eric will arrange to be left on Field # 2 Easels Roy Woolsey Roy will get from Town Hall Little League arrangements Eric Christensen Arranged Keys for Little League fields and rest rooms Eric Christensen Eric gave Roy combinations Fire Department Roy Woolsey Arranged Final meal count to Fire Dept. Roy Woolsey Meal count estimated, provided May 24 Sheriff Eric Christensen Arranged Irrigation of fields Eric Christensen Arranged to stop May 29 Shade canopies, stage, table, chair, tablecloth rental Linda Seidel Linda obtained two bids; arranged with Stewart Rental Event staff (Volunteer coord.) Barbara Waldeck Barbara made lists with names and numbers Setup All All meet at 11:30 for setup Cleanup Town Crew Barbara will phone volunteers to help at 4 PM Minutes prepared by Roy Woolsey, May 31, 2007