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HomeMy WebLinkAboutMay 30 1 Town of Los Altos Hills Community Relations Committee Meeting Minutes Tuesday, May 30, 2006 Council Chambers 1. Roll Call The meeting was called to order at 7:35 PM by Chairman, Roy Woolsey. Present: Chairman, Roy Woolsey. Members, Karen Emerzian, Duffy Price, Ron Knapp, Barbara Waldeck, Roger Burnell. Associate Member, Linda Seidel. Youth Commissioner, Rachel Kellman. Council Liaison, Jean Mordo. Parks and Recreation Supervisor, Tod McLemore (for item 4). Environmental Initiatives Committee, John Harpootlian, Jay Shideler. 2. Review of Prior Committee Meeting Minutes The minutes of the last Committee meeting were approved as distributed. Ron Knapp noted that the minutes show the meeting date of 2005 rather than 2006; this correction should be made to all minutes issued for meetings this year. 3. Welcoming of Town Newcomers Roy Woolsey reported for Patty Woolsey that since the last Committee meeting one sheet of mailing labels with 20 newcomer names was delivered to Town Hall for mailing of the newcomer letter. 4. Final Planning for Town Picnic The Picnic proposal and budget were on the Consent Calendar at the April 27 Council meeting and were approved without discussion. Barbara Waldeck reported on the final food order: 1400 estimated total attendance; 832 orders for chicken; 600 for hotdogs (including extras for those who take both chicken and hot dogs); 190 vegetarian burger. It was noted that this current order is consistent with last year where there were several dozen left over chickens, but no leftover hotdogs or veggieburgers. Roger Burnell discussed games and entertainment including his need for more volunteers to help with the various attractions; Rachel Kellman will see if any youth can help at the picnic, but the picnic is right before finals so getting help from the high school will be difficult. Roger will follow up to see if Robert Strong submitted the W-9 form which Town Hall requires to process his payment. The possibility of providing some towels for the dunk tank was discussed, and Roger will look into arranging towels. Bill Balson should be able to provide three Boy Scouts around noon to help with setup. Roy Woolsey reported that Jamie Lucia will coordinate the four children’s contests, and that the Lionel Train Association has arranged to have trains at the Picnic. John Harpootlian discussed the Environmental Initiatives Committee’s proposed game at the Picnic to raise awareness of single stream recycling; his committee will handle the game in parallel with and independently of the other activities at the Picnic. Ron Knapp distributed samples of the commemorative anniversary glassware. The Committee agreed this will be a very nice gift for all adults who attend the Picnic. Tickets will be distributed at the registration table for the glassware, and residents can claim their gift at the drinks canopy either during or at the end of the Picnic. Ron will prepare Proposition 65 warning signs regarding the lead/cadmium in the exterior color of the glass. Ron distributed copies of a detailed beverage spreadsheet listing beverages, vendor quantity, price, and other information. Linda Seidel will purchase special stickers for the 154 newcomers, and Roger Burnell will recognize newcomers during the announcement program. 2 The Committee reviewed the subcommittee volunteer list in detail, and the list was updated as contained at the end of these minutes. Roy Woolsey introduced the detailed Picnic Event Chair list which he prepared detailing the various actions which Tod McLemore will take for the picnic; the Committee concurred that the list seemed complete. The Committee discussed preparation of a final report on the picnic; subcommittee chairs will prepare reports and submit to Roy who will collate them into a draft final report for discussion at the next Committee meeting. Roy gave to Roger a gift certificate from Hidden Villa for a farm tour for one group of up to ten people; this was unused at the Anniversary Gala and could be a prize at the Picnic. Duffy Price recommended that a large group photo be taken at the Picnic, in commemoration of the Town’s 50th anniversary. The Committee agreed that Roger Burnell would announce a photo shoot immediately at the conclusion of the magic show. 5. Fiftieth Anniversary Dinner Event Roger Burnell summarized his presentation to Council regarding the anniversary dinner event. As soon as income and expenses are finalized, including some apparent missing donations and event admission sales, a final spreadsheet will be prepared and put on the Council consent calendar for approval. 6. Los Altos Hills Pin for Town Volunteers Roger Burnell reported that the proposal for a pin for Town volunteers was approved by Council. The pin would be given to any Los Altos Hills resident who served as a volunteer for a year or more any time since five years ago. Three hundred pins have been fabricated by the same vendor as used for the LA/LAH volunteer service awards luncheon pins at the low cost of about $1.50 each, and Roger distributed pins to Committee members in attendance. Roger will provide a list of those residents who are eligible for pins, and Karen Emerzian will give eligible residents their pin at the registration table at the Town Picnic. 7. Town Hall Mixers Roy Woolsey reported on Council action on the Committee proposal; the Committee should return to Council for approval of specific events on a case by case basis as they are proposed. 8. Presentation of Colors; Pledge of Allegiance at Council Meetings The Committee proposal was approved by Council. The first presentation of colors under the plan will take place at the June 22 Council meeting. 9. Los Altos Hills Town Newsletter The June Town Newsletter has been published and delivered to residents. Duffy Price noted one typographical error in the calendar. Copies of the Newsletter will be available for review and discussion by Committee members at the next Committee meeting. 10. Additional Items or Contributions from Committee Members Roger Burnell reported on a June 13 Town Hall event with Dr. Dennis Littky regarding public education. It was moved, seconded and approved that the Community Relations Committee endorses the event as a positive benefit to the community. 11. Date for Next Meeting and Adjournment 3 The next Committee meetings will be held at 7:30 PM on Tuesday, June 27, to discuss and report on the Town Picnic and plan for support of the Hidden Villa Summer Concert Series. The meeting was adjourned at 9:20 PM. 2006 LOS ALTOS HILLS TOWN PICNIC SUBCOMMITTEE VOLUNTEER LIST Subcommittee Subcommittee Chair Status/Comments Flier prep/mailing Duffy Price Mailed; received by residents in early May Town Crier press release Duffy Price Articles in Town Crier May 10, 17 and 24 Town Web Site publicity Tod McLemore Picnic flier is on website Publicity banners inc new date Duffy Price Banners installed around Town Event Poster Patty Woolsey Use last year’s posters; same event times Program/announcements Roger Burnell Will make announcements along with Mayor P A System Karen Emerzian Karen provided to Tod who will bring to Picnic Pre registration Barbara Waldeck Town Hall is doing a good job compiling reservations Registration table Karen Emerzian Meal and ice cream tickets Karen Emerzian Has single tickets for anniversary gift Collecting meal tickets at food stations Barbara Waldeck located volunteer Arranged Location/layout All Layout similar to last year approved; meet at Noon Friday to finalize locations on field Stick-on name tags and pens Karen Emerzian Purchased Name tags with ribbons Barbara Waldeck Will make for Committee, Council, Staff Entertainer Roger Burnell W-9 form needs to be provided Games/obstacle course/jumper Roger Burnell Arranged Releases for games Not required Contest games Jamie Lucia Will organize same games at same times as last year Ribbons for prizes Roy Woolsey Received Pony Rides Tod Mc Lemore Arranged by Parks & Rec, help from LAHHA Face Painting Rachel Kellman Rachel will coordinate with Wendy Mehner, who should submit invoice for $50 for supplies Game/contest announcer Roger Burnell Band Roy Woolsey Arranged, statement for $500 received Model trains Dan Alexander Arranged Volleyball John Swan Will get ball and net from Roger Burnell Anniversary gift for attendees Ron Knapp Ron will bring to Picnic Drinks (soft drinks, beer, wine) Ron/ Barbara Most drinks purchased; Ron made excellent arrangements reported in detailed spreadsheet 4 Serving glasses Ron/ Barbara Arranged Water from Water District Dan Alexander Arranged Ice cream/toppings Colette Cranston Arranged; will borrow Dean’s truck Serving plates, utensils Colette Cranston Arranged Plastic tablecloths Karen Emerzian Purchased Ice/Ice chests Tod McLemore Will get to Colette Cranston Balloons Linda Seidel Delivery by 11 AM on Picnic day Temporary restrooms Linda Seidel Ordered two; has map for rental company Restroom janitorial Tod McLemore Arranged Trash/recycle bins Tod McLemore Arranged Monitors for recycle bins Ron/ Barbara Garbage company will handle; bins should be by Garbage company’s table Bull horn/orange cones Tod McLemore Tod will purchase new bullhorn Easel Tod McLemore Require two from the Town Little League arrangements Tod McLemore Arranged Keys for Little League fields and rest rooms Tod McLemore Arranged Fire Department Roy Woolsey Arranged Final meal count to Fire Dept. Barbara Waldeck Final count given May 26 Sheriff Roy Woolsey Lt. Calderone is Sheriff contact Irrigation of fields Tod McLemore Arranged to not be watered week of Picnic Shade canopies, stage, table, chair, tablecloth rental Roy Woolsey, Linda Seidel Arranged; will commence setup at 7 AM Event staff (Volunteer coord.) Barbara Waldeck Names given to subcommittee chairs Setup All Meet at fields at 11:30 AM for setup Cleanup Town Crew to move trash receptacles to dumpster Minutes prepared by Roy Woolsey, May 31, 2006