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HomeMy WebLinkAboutApril 24 1 Town of Los Altos Hills Community Relations Committee Meeting Minutes Monday, April 24, 2005 Town Hall Kitchen/Conference Area 1. Roll Call The meeting was called to order at 7:40 PM by Chairman, Roy Woolsey. Present: Chairman, Roy Woolsey. Members, Barbara Waldeck, Patty Woolsey, Duffy Price, Karen Emerzian, Roger Burnell. Associate Member, Linda Seidel. Associate Youth Commissioner, Ting Ting Liu. Parks and Recreation Director, Tod McLemore (for item 4). Hidden Villa Community Programs Manager, Marc Sidel (for item 5). 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, with a total of 20 newcomer names, were delivered to Town Hall for mailing of the newcomer letter. 4. Planning for Town Picnic The Picnic Proposal is on the Consent Calendar at the April 27 Council meeting for approval. The Committee reviewed the final Picnic flier that had already been printed and addressed, and agreed it should go to the Post Office on April 28. Tod McLemore reported that pony rides have been arranged and will be paid for by the Parks and Recreation Department; volunteer help will be provided by the LAH Horseman’s Association. The Committee agreed that one mug with the fiftieth anniversary Town logo should be given to each adult, and that Ron Knapp should order 1200 mugs. The Committee agreed that Roger Burnell and the Mayor should make brief announcements as part of the program; Roger will encourage attendees to welcome newcomers to Town who have a special newcomer indication on their nametags. The Committee unanimously agreed that there should be NO promotion of political causes, such as ballot measures, at the Picnic. The Committee reviewed the proposed layout of attractions at the Picnic, and agreed that it was fine. Roy Woolsey reported that the rental company would charge more to deliver canopies on Friday and tear them down on Monday, and deliver tables, chairs and other smaller items on Sunday, that it would to deliver and tear down everything on Sunday. Tod McLemore will plan to be at the picnic site at 7 AM Sunday to meet with the rental company when the company arrives and commences setup. Roy reported that Colette Cranston is available to coordinate ice cream at the picnic. The Committee reviewed the subcommittee volunteer list in detail, and the list was updated as contained at the end of these minutes. 5. Hidden Villa Summer Concert Series Marc Sidel from Hidden Villa thanked the Town for agreeing to be a sponsor of the summer concert series at $5,000, and described the four summer concerts which have been arranged. Marc indicated three areas where the Committee could help with the concerts: 1) Serve as ambassadors (not ushers) to welcome visitors and hand them a brochure. 2) Help with a raffle, which would also obtain the names of those who attend. 3) Helping with concessions, selling drinks. The Committee will consider these choices and make a decision as to what help to provide to the summer concert series in the June 27 2 Committee meeting, after the Town Picnic. It was agreed that Hidden Villa should bring a table to the Town Picnic to promote the summer concert series. Marc will provide Duffy Price with an article for the Town Newsletter by the April 30 deadline. 6. Fiftieth Anniversary Dinner Event Roger Burnell will write a few paragraphs describing the event, and update the list of expenses compiled by Roy Woolsey, in order to prepare a final report on the event. 7. Recommendation for Town Hall Mixers The updated Town Hall Mixer proposal produced by John Swan and edited by Roy Woolsey was approved without change to be submitted to Council for action. 8. Development of Los Altos Hills Pin for Town Volunteers Roger Burnell described his proposed pin for Town volunteers. A minimum quantity of 300 can be ordered for a price of approximately $1.40 each. The Committee agreed that Roger Burnell should prepare a short report to Council recommending procurement of 300 pins, and that they be given retroactively to those who have served as volunteers in Town in the past five years. 9. Report on Earth Day Duffy Price reported that Earth Day was very well attended, with 600 to 700 people. Approximately 20 bottles of wine were used, and the wine from local vintners was much appreciated. 10. Presentation of Colors/Pledge of Allegiance at Council Meetings Roy Woolsey reported that the presentation of colors is on the consent calendar of the April 27 Council meeting. Duffy Price suggested that Ting Ting Liu attend the meeting at 6 PM in case it seemed appropriate to pull the item from the consent calendar and introduce Ting Ting. 11. Additional Items or Contributions from Committee Members Roger Burnell reported on the school redistricting meeting which he attended earlier in the evening 12. Date for Next Meeting and Adjournment The next Committee meetings will be held at 7:30 PM on Tuesday, May 30. The meeting was adjourned at 9:30 PM. 3 2006 LOS ALTOS HILLS TOWN PICNIC SUBCOMMITTEE VOLUNTEER LIST Subcommittee Subcommittee Chair Status/Comments Flier prep/mailing Duffy Price Flier to go to Post Office on April 28 Town Crier press release Duffy Price Want articles in Town Crier May 10 and 17 Town Web Site publicity Tod McLemore Picnic flier is on website Publicity banners inc new date Duffy Price Date inserts received; all five banners located Event Poster Patty Woolsey Use last year’s posters; same event times Program/announcements Roger Burnell P A System Karen Emerzian Karen will contact Bob Fenwick; see if multiple speakers are possible Pre registration Barbara Waldeck Roy Woolsey arranged spread sheet with Town Hall 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 Layout similar to last year approved; meet before picnic to finalize locations on field Stick-on name tags and pens Karen Emerzian Name tags with ribbons Barbara Waldeck Entertainer Roger Burnell Games/obstacle course/jumper Roger Burnell Roger negotiated $1,000 price Releases for games Presumably not req’d Vendors should provide insurance Contest games Jamie Lucia Will organize same games at same times as last year Ribbons for prizes Roy Woolsey Ordered without a date; cut off date from prior years and use them as necessary Pony Rides Tod Mc Lemore Arranged by Parks & Rec, help from LAHHA Face Painting Rachel Kellman New set of face painting supplies will be req’d Game/contest announcer Roger Burnell Band Roy Woolsey Arranged, statement for $500 received Model trains Dan Alexander Arranged Volleyball Anniversary gift for attendees Ron Knapp Ron will pick up and bring to Picnic Drinks (softdrinks, beer, wine) Ron/ Barbara Serving glasses Ron/ Barbara Water from Water District Dan Alexander Ice cream/toppings Colette Cranston Negotiations in progress with Baskin Robbins Serving plates, utensils Colette Cranston 4 Plastic tablecloths Karen Emerzian Purchased Ice/Ice chests Tod McLemore Balloons Linda Seidel Temporary restrooms Linda Seidel Will order 2; has map for rental company 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 Contact Steve Garcia Irrigation of fields Tod McLemore Shade canopies, stage, table, chair, tablecloth rental Roy Woolsey, Linda Seidel Roy Woolsey obtained quote and will get check, Linda will handle final arrangements Event staff (Volunteer coord.) Barbara Waldeck Roy check with Bill Balson re Boy Scouts 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, April 30, 2006