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Home My WebLink AboutApril 19 1 Town of Los Altos Hills Community Relations Committee Meeting Minutes Tuesday, April 19, 2005 Bullis School Multipurpose Room 1. Roll Call The meeting was called to order at 7:35 PM by Chairman, Roy Woolsey. Present: Chairman, Roy Woolsey. Members, Roger Burnell, Patty Woolsey, Duffy Price. Associate Members, Dan Alexander, Linda Seidel. Council Liaison, Jean Mordo. Visitor, Jolon Wagner of LAH Horsemen’s Assocation. 2. Review of Prior Committee Minutes Minutes of the last meeting were approved as distributed. 3. Welcoming of Town Newcomers Patty Woolsey reported that since the last Committee meeting one sheet of 20 mailing labels was delivered to Town Hall for mailing of the newcomer welcoming letter. 4. Approval of Proposed Committee Budget for 2005-2006 Fiscal Year The 2005-2006 fiscal year Committee budget was approved as distributed, with the change of the unit allowance for event refreshments from $250 to $300. 5. Earth Day – April 24, 2005 Duffy Price has arranged with two local wine makers for wine tasting at the April 24 Earth Day event. Duffy will bring a cheese tray. Linda Seidel, Karen Emerzian and Ron Knapp will help, and will coordinate with Duffy regarding details. 6. Fun Run – May 7, 2005 Roy Woolsey asked for volunteers to help with registration and refreshments on Saturday morning, May 7, at the Fun Run. Dan Alexander volunteered to help, and Roy will ask those absent from the meeting if any of them would be willing to help. 7. Relay for Life Roy Woolsey asked for volunteers to help solicit team members for the June 25 and 26 Relay for Life at the Fun Run, for a team that would be captained by Jimmy Forbis. No one has yet volunteered to help solicit team members, and only Roger Burnell expressed interest in participating in the Relay for Life as a team member, so Roy will ask if any of those absent from the meeting will be willing to participate. 8. New Town Hall Dedication Event The New Town Hall Dedication will take place on June 16, 2005, after a short Council meeting that will start a bit early to accommodate the dedication event commencing around 7 PM. Duffy Price 2 said that the New Town Hall will be the lead article in the June Town Newsletter, with invitations to all Town residents for the event in the June Newsletter. Roy Woolsey requested that the invitation specifically invite newcomers to Town, and note that they will be given special recognition at the event -- which might be a special nametag and an announcement that all those in attendance should greet the newcomers wearing the special nametags -- so that the event could also serve as a newcomer welcoming reception. Duffy reported that invitations are being sent to various dignitaries, that more substantial food than at the groundbreaking ceremony should be planned (for approximately 200 people) given the hour of the event, and that final arrangements can be considered in the next Committee meeting. 9. Planning for Town Picnic Roy Woolsey reported that the Council approved the Committee proposal and budget for the picnic. Roger Burnell said the contract with Magic Mike is firm, and that arrangements for the various attractions are nearly final. Roger discussed a proposed layout for the events at the picnic, and will give a copy of the layout to Roy to do a count of rental items for the picnic. Linda Seidel has made initial arrangements with the rental company, and noted that the company seems not concerned about the disputed invoice from last year. The Committee reviewed the draft picnic flier. Roger Burnell proposed a number of edits which Duffy will incorporate. The flier must be in to printing by May 2 in order to be delivered to residents by May 14 as the Committee desires. Jean Mordo and Roy Woolsey will work with Town Hall to assure there is coverage for phone and fax during the Town Hall move, since the move will be in the middle of the Picnic RSVP period. It would be nice if an RSVP form were on the Town website, which could be filled out and submitted electronically to Town Hall to RSVP. The subcommittee volunteer list was discussed in detail, and was updated as contained at the end of these minutes. Roy Woolsey will contact the chair of the Parks and Recreation Committee to coordinate picnic activities with that committee. Jolon Wagner of the Los Altos Hills Horsemen’s Association distributed a letter proposing a number of events at the picnic. The Committee approved of her presentation, and she will finalize a few of the proposed events over the next week and contact Roy Woolsey so the events can be listed in the Picnic flier. The Horsemen’s Association will staff their events. It would be good if the maintenance yard could be opened for parking for Horsemen’s Association vehicles. 10. Summer Brigadoon Event at Foothill College – August 6, 2005 Roger Burnell reported that a block of seats are being held for Los Altos Hills for the Saturday evening, August 6 performance of Brigadoon at Foothill College. Roger proposes an event commence around 7 PM with non-alcoholic refreshments and bagpipe music, followed by the artistic director’s explanation of the performance and some words from the administration about the new construction at Foothill. The show would then follow at 8 PM. Residents would reserve and pay for tickets through Town Hall, and Roger will coordinate with the City Manager regarding the receptionist taking reservations. Roger is preparing an article and flier for the June Town Newsletter. 11. Public Education in Los Altos Hills Roger Burnell reported that there was a bit of a hiatus in the mediation process, as those involved wait to learn of results of court proceedings. Roy Woolsey reported on the letter he received regarding Egan School portfolio day. Everyone on the Committee apparently received the same letter. 3 12. Additional Items or Contributions from Committee Members Roy Woolsey noted the Donor Wall Committee’s request that our Committee produce a 4” x 4” Committee tile for the Donor Wall. Roger Burnell will contact an artist recommended by Duffy Price, to do a tile for the Committee. Roy noted that we certainly have the budget to pay an artist up to $100. 13. Date for Next Meeting and Adjournment The next Committee meeting will be held at 7:30 PM on Tuesday, May 17, 2005. The meeting was adjourned at 9:45 PM. 2005 LOS ALTOS HILLS TOWN PICNIC SUBCOMMITTEE VOLUNTEER LIST Subcommittee Subcommittee Chair Status/Comments Flier prep/mailing Duffy Price Draft reviewed in Committee meeting Town Crier press release Duffy Price Town Web Site publicity Duffy Price Provide newspaper publicity for Website Publicity banners Roy Woolsey Date inserts rec’d; Banners to post mid-May Event Poster Needed to announce LAHHA activities, etc. Program/announcements Committee wants brief program P A System Bob Fenwick out of town on picnic day; Roger can get and store Pre registration Patty Woolsey Registration table Karen Emerzian Meal and ice cream tickets Karen Emerzian Collecting meal tickets at food stations Hope that Boy Scouts or High School students can handle Location/layout All Roger presented proposed layout Handicapped/valet parking LAH public Works Roy Woolsey will investigate with Town Hall Stick-on name tags and pens Karen Emerzian Name tags with ribbons Barbara Lamparter Entertainer Roger Burnell Contract has been signed Games/obstacle course/jumper Roger Burnell Final arrangements in process Releases for games Jimmy Forbis Roy Woolsey will contact Jimmy Kid’s games/contests coordinator Just face painting; Roy Woolsey should contact Rebecca Hickman Game/contest materials Just face painting materials Game/contest announcer Roger Burnell/John Swan can use bullhorn Street Bingo Roger Burnell will contact Gail Solomon Band Roy Woolsey Arranged Model trains Dan Alexander Arranged Volleyball Roger Burnell 4 Ribbons for prizes RoyWoolsey Frisbees Karen Emerzian will look into plastic cups Drinks (soft drinks, beer and wine) Ron Knapp Ron provided complete report for April mtg. Serving glasses Ron Knapp Water from Water District Dan Alexander Arranged Ice cream/toppings Colette Cranston Colette will coordinate with Duffy Price Serving plates, utensils Colette Cranston Plastic tablecloths Karen Emerzian Will get 8 yellow and 8 green Ice/Ice chests Ron Knapp Have ice chests in storage Balloons Linda Seidel Temporary restroom Linda Seidel Restroom janitorial Roy Woolsey Trash/recycle bins Roy Woolsey Steve Peasey of LAGC will provide Bull horn/orange cones Roy Woolsey Easel Roy Woolsey Keys for Little League fields and rest rooms Roy Woolsey Fire Department Roy Woolsey Duffy will arrange fire truck; ten firefighters from France will attend and help with BBQ Final meal count to Fire Dept. Roy Woolsey Sheriff Roy Woolsey Sheriff will provide fingerprinting, DARE car, sno-cones Irrigation of fields Roy Woolsey Shade canopies, stage, table, chair, tablecloth rental Linda Seidel Linda made initial contact with A-Abco Rents Event staffing (Volunteer coordination, Boy Scouts) Patty Woolsey will pass volunteer names to subcommittee chairs. Setup All Cleanup Roy Woolsey will ask Bill Kerns Minutes prepared by Roy Woolsey, May 5, 2005