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HomeMy WebLinkAboutMarch 21 1 Town of Los Altos Hills Community Relations Committee Meeting Minutes Tuesday, March 21, 2005 Council Chambers 1. Roll Call The meeting was called to order at 7:35 PM by Chairman, Roy Woolsey. Present: Chairman, Roy Woolsey. Members, Ron Knapp, Patty Woolsey, Karen Emerzian, Barbara Waldeck, Duffy Price, Roger Burnell. Associate Member, John Swan (for item 6). Youth Commissioner, Rachel Kellman. Council Liaison, Jean Mordo. Parks and Recreation Director, Tod McLemore (for item 4). Hidden Villa Director of Development and Marketing, Diane Hunt (for item 7). 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 not enough newcomer names were received last month to produce a sheet of mailing labels for the newcomer welcoming letter. Names and addresses are now received electronically, which avoids the need to retype names and addresses when preparing the mailing labels. 4. Planning for Town Picnic Roy Woolsey introduced Parks and Recreation Director Tod McLemore to Committee members, and described the meeting with Tod and Carl Cahill, in which it was agreed that Tod would handle overall management of the Picnic on the day of the Picnic. Roy reported that Dan Alexander had arranged for the Lionel model trains to be at the Picnic, Jamie Lucia has agreed to organize children’s games/contests, and the Parks and Rec. Committee will have crafts and the Indian Tee Pee and is looking into pony rides. The Committee agreed that pony rides should be available at low or no cost, rather than having the LAH Horseman’s Association contract with a commercial vendor for $500 as was done last year. Ron Knapp showed sample beer mugs that could have the Town’s fiftieth anniversary logo printed on them for about $1.50 each. Ron will get a formal quote for 600 and 1,200 mugs, and in the next meeting the Committee will finalize the decision regarding whether to give one mug per adult or one per family. Ron has a large truck, and can pick up the mugs from the East Bay supplier, saving shipping costs. Karen Emerzian recommended that the picnic flier indicate that residents must register in advance to receive a gift. Roy recommended against having a Newcomer Welcoming Reception this year, due to poor attendance at prior receptions, but rather recognize newcomers at the Picnic. Karen suggested that the flier could ask for whether residents are newcomers to Town. The Committee will decide in the next meeting how to recognize newcomers. Some other changes were made to the mark-up of last year’s flier, and Duffy Price will edit last year’s flier to make a draft of the flier for this year. Tod McLemore will investigate having the Town Website accept registrations that would go electronically to the Town Hall receptionist for entry into the master registration spreadsheet. Roy noted that the memo requesting other committee participation in the Picnic was distributed, and Jean Mordo will coordinate with the Emergency Communication Committee regarding that committee’s participation in the picnic. The subcommittee volunteer list was reviewed in detail, and Committee members volunteered for most subcommittee chairs for the Picnic. The list is reproduced at the end of these minutes. The revised draft picnic proposal was reviewed, and minor changes were made to the budget so the total budget is now $20,500, including an allowance of $2,000 for anniversary gifts. The Committee approved the 2 proposal to go to Council. Roger Burnell joined the meeting later and noted that Robert Strong is confirmed as entertainer; his price is $1,000 rather than the $500 charged by entertainers in past years. 5. Fiftieth Anniversary Dinner Event This item was continued to the next Committee meeting, at which time the final invoice from the Los Altos Country Club should be available. 6. Recommendation for Town Hall Mixers John Swan led a discussion of his proposal for occasional events at Town Hall. There was considerable discussion of the proposal, regarding attendance by the whole community, event publicity, scheduling of Town Hall. John will rework the proposal for further consideration by the Committee. 7. Summer Theater Event; Hidden Villa Summer Concert Series Roy Woolsey reported that the Foothill College summer production is “Annie Get Your Gun.” Diane Hunt of Hidden Villa joined the meeting to describe the Hidden Villa Concert Series, and the Committee expressed a preference for helping with the concerts rather than organizing a theater party. Diane summarized the plan for the concerts, 6:30 PM to 8 PM on July 16, 23, 30 and August 6 on the new grass field at Hidden Villa, with the field opening at 5 PM for picnics. Diane asked for $5,000 sponsorship by the Town; Roy noted that this matter was on the Thursday Council agenda, and the Committee voiced support for Council approving the sponsorship. Diane will prepare a draft Town Newsletter article about the series. After some discussion, it was agreed that Hidden Villa should try to determine the concert programs and details, the Committee could consider helping with the first concert as a “kickoff” to the series, and the matter will be discussed further at the next Committee meeting. 8. Approval of Proposed Committee Budget for 2006-2007 Fiscal Year Roy Woolsey noted the request from Town Hall for the Committee’s budget for the next Fiscal Year. Roy proposed certain changes to the draft budget based on actual expenses just received from Town Hall, the Committee agreed to double the refreshment budget to allow for support of Hidden Villa Concerts, and the revised budget of $41,900 was approved for submission to Town Hall. 9. Town Stationery with 50th Anniversary Logo Samples of the Town’s Fiftieth Anniversary stationery were circulated for review by members. 10. Consideration of New Regular Committee Meeting Date The Committee discussed alternate meeting dates, to avoid conflict with the Public Education Committee and the Fire Commission, both of which meet the third Tuesday of the Month. The Committee agreed to change the meeting date to the fourth Tuesday of the Month effective with the June meeting. The Committee will meet on Monday, April 24, and Tuesday, May 30. 11. Los Altos Hills Town Newsletter The Committee briefly reviewed copies of the Newsletter, and agreed it was an excellent publication. Duffy noted that the Westwind Barn article author used the word “Westward” and this error was not noticed in review. Roy asked that more inclusive photos of the Picnic be used in the future rather than the astrojump photo, Ron Knapp has some digital photos which he will send to Duffy. 3 12. Presentation of Colors/Pledge of Allegiance at Council Meetings The Committee discussed the revised presentation of colors proposal. Youth Commissioner Rachel Kellman can take the lead on this new program as coordinator. Duffy Price summarized her communications with Scout Leader Bill Balson, that local scout troops would be interested in participating. The Committee edited the proposal to remove references to a pin with Town logo, and then approved the proposal to be forwarded to the City Council. 13. Additional Items or Contributions from Committee Members Roy Woolsey noted the request for Committee volunteers to help with Earth Day. Ron Knapp will contact some local vintners to see if he can arrange wine tasting for the event. Roy will ask associate members of the Committee if they can help on the day of the event. Roger Burnell requested that Committee sponsorship of the development of a Los Altos Hills pin for volunteers be agendized for discussion at the next Committee meeting. 14. Date for Next Meeting and Adjournment The next Committee meetings will be held at 7:30 PM on Monday, April 24 and Tuesday, May 30, due to members’ scheduling conflicts. The meeting was adjourned at 10:40 PM. 2006 LOS ALTOS HILLS TOWN PICNIC SUBCOMMITTEE VOLUNTEER LIST Subcommittee Subcommittee Chair Status/Comments Flier prep/mailing Duffy Price Duffy has original markup of flier Town Crier press release Duffy Price Town Web Site publicity Tod McLemore Publicity banners inc new date Duffy Price Tod brought sample from last year to meeting; Duffy is finalizing order for new date inserts Event Poster Patty Woolsey Program/announcements P A System Karen Emerzian Karen will contact Bob Fenwick; see if multiple speakers are possible Pre registration Barbara Waldeck Town Hall will compile RSVP spreadsheet Registration table Karen Emerzian Meal and ice cream tickets Karen Emerzian Will get single ticket for anniversary gift Collecting meal tickets at food stations Barbara Waldeck will look for volunteer Location/layout All Stick-on name tags and pens Karen Emerzian Name tags with ribbons Barbara Waldeck Entertainer Roger Burnell Robert Strong, $1,000 charge for the day Games/obstacle course/jumper Roger Burnell Same vendor as last year Releases for games Presumably not req’d Vendors should provide insurance Contest games Jamie Lucia 4 Ribbons for prizes Pony Rides Face Painting Rachel Kellman New set of face painting supplies will be req’d Game/contest announcer Street Bingo N/A Do not have street bingo at this year’s picnic Band Roy Woolsey Arranged Model trains Dan Alexander Arranged Volleyball Anniversary gift for attendees Ron Knapp Drinks (softdrinks, beer, wine) Ron/ Barbara Serving glasses Ron/ Barbara Water from Water District Dan Alexander Ice cream/toppings Serving plates, utensils Plastic tablecloths Karen Emerzian Ice/Ice chests Tod McLemore Balloons Temporary restrooms Restroom janitorial Tod McLemore Trash/recycle bins Tod McLemore Monitors for recycle bins Ron/ Barbara Bull horn/orange cones Tod McLemore Easel Tod McLemore Little League arrangements Tod McLemore Keys for Little League fields and rest rooms Tod McLemore Fire Department Roy Woolsey Final meal count to Fire Dept. Barbara Waldeck Sheriff Roy Woolsey Irrigation of fields Tod McLemore Shade canopies, stage, table, chair, tablecloth rental Roy Woolsey is discussing delivery/pickup schedule with rental company Event staff (Volunteer coord.) Barbara Waldeck Roy check with Bill Balson re Boy Scouts Setup All Cleanup Minutes prepared by Roy Woolsey, April 17, 2006