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HomeMy WebLinkAboutMay 17 1 Town of Los Altos Hills Community Relations Committee Meeting Minutes Tuesday, May 17, 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, Ron Knapp, Roger Burnell, Patty Woolsey, Colette Cranston, Karen Emerzian, Duffy Price. Associate Members, Dan Alexander, Linda Seidel (briefly). Youth Commissioner, Wei Wei Liu. Council Liaison, Jean Mordo. Visitors, Jolon Wagner and Susan Cretekos 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. Town Hall may not be able to mail the welcoming letters until next month, given the facility move. 4. Reports on Earth Day, Fun Run and Relay for Life Ron Knapp reported that he, Duffy Price and Linda Seidel staffed two tables of wine tasting at the April 24 Earth Day Celebration. There was a large turnout, and the wine, cheese and crackers were well received. Total expenses were $89.92. Roy Woolsey circulated a thank you note from Nancy Couperus. Dan Alexander reported that the Fun Run was well-attended. Dan was stationed at Page Mill and Central to help direct runners. Regarding the Relay for Life, Roy reported that he had been in contact with Ken Clifford, who had a couple of people at a table at the Fun Run to recruit team members. Roy received a call from Ginger Summit of the Pathways Committee and encouraged her to contact Jimmy Forbis at Town Hall regarding the Pathway Committee’s interest in participating in the Relay. Colette Cranston reported that Derby Day took in more money than last year for Westwind Barn. 5. Final Planning for Town Picnic Roy Woolsey circulated a copy of a letter to the Fire Department, which was sent with several copies of the picnic flier. (After the meeting, Roy received a call from Art Marshall of the Fire Department, and confirmed that the final food order would be phoned in to Art on Thursday evening, May 26.) Roy reported on his communications with Ben Gikis, regarding access to and watering of the Little League fields. The band is arranged for the event, and has submitted its statement for purposes of issuing a check. Roger Burnell reported that the contracts with the magician and games vendor have been finalized, at $500 and $1,000 respectively. Roger will fax the contracts to Town Hall so checks can be issued. Roger will also see if the games vendor carries insurance. Dan Alexander reported that arrangements have been finalized for the Lionel trains. Jolon Wagner of the LAH Horsemen’s Association presented plans for several activities, including horseshoeing and vaulting demonstrations, and Llamas and Clydesdales for viewing. She is 2 arranging pony rides, for which the Town will pay $500; the pony ride vendor carries insurance. We should be sure to have keys for the gates through Little League field 1 to the riding ring. To accommodate these various events, it was agreed that the short program and magic show would commence at 2:45 PM; Roy will notify the band of this time change. The layout of attractions at the picnic dated 5/4/05 was approved by the Committee, with the relocation of some chairs from the drinks and dessert canopy to the trains and crafts canopies. Linda Seidel has made arrangements with the rental company for 14 canopies, an 8’x8’ stage, 12 long tables, 37 round tables, 400 chairs, and appropriate tablecloths, and is awaiting a confirming contract and pricing. Karen Emerzian and Ron Knapp presented ideas for cups and hats with LAH logo. It was decided that handouts such as these might be used at next year’s picnic. Jean Mordo reported on the City Council’s decision to extend invitations to certain Los Altos officials. Roy will prepare an invitation similar to the invitation that Duffy Price prepared for the Dedication event, and coordinate with Karen Jost regarding preparation and mailing of these invitations. (Later, Jill Jensen volunteered to take the lead on preparing these invitations on Town letterhead and distributing them.) The subcommittee volunteer list was discussed in detail, and was updated as contained at the end of these minutes. Roy will estimate the food order based on RSVPs received by May 26, using the same approach as used in prior years (increasing the RSVP count nine days before the picnic by almost 20% to account for late reservations, walk-ins and no-shows). 6. New Town Hall Dedication Event Duffy Price described plans for the New Town Hall Dedication event at 7 PM on Thursday, June 16. The event will be held after a short Council meeting, and will include a fifteen-minute program followed by refreshments and tours of the facility. Wives of councilmembers will help lead tours of the facility. Nametags will be pre-made for invited officials. Town Residents will fill out stick-on nametags at the event. Ron Knapp will handle beverages, wine and soft drinks, for the event. Duffy will arrange cheese and fruit. Setup will be at 5 PM, to not interfere with the Council meeting. Jean Mordo has arranged for a number of flags, which will be installed by LAH Public Works a few days before the event. 7. Summer Brigadoon Event at Foothill College Roger Burnell reported on arrangements for the Brigadoon Theatre event. One hundred seats are being held for Los Altos Hills for the Saturday evening, August 6 performance of Brigadoon at Foothill College. The event will commence at 7 PM with 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 commences at 8 PM. An announcement and flier appear in the June Town Newsletter, and Roger encouraged Committee members to talk up the event with their neighbors. Roger proposed making an announcement about the event at the conclusion of the magic show at the Picnic. Residents will reserve and pay for tickets through Town Hall. After the move to the new Town Hall, Roy Woolsey will give Town Hall a reservation form to take reservations and record payments. 8. Public Education in Los Altos Hills Roger Burnell reported two members of the Los Altos School Board and two Bullis Charter School leaders met without a mediator, and the meeting went well. The two sides discussed differences between them, and will meet within their respective groups to consider how to deal with the differences. 3 9. Los Altos Hills Town Newsletter Duffy Price distributed reduced-size printed copies of the final “pdf” file for the June Town Newsletter. The Newsletter has already gone to press, and should be in residents mailboxes by June 1. The delay in delivery of the Picnic Flier was discussed, and it was agreed that the Post Office needs to be better informed that the LAH mailings are just within Town, and should stay at the local Post Office rather than being sent to San Francisco for sorting and distribution. Duffy Price will coordinate with the mailing company, and ask the mailing company to notify Roy Woolsey when the Newsletter goes to the post office, so Roy can follow-up with the post office. 10. Additional Items or Contributions from Committee Members Roy Woolsey announced that the agenda for the next meeting will include initial consideration of ways to celebrate next year’s 50th anniversary of the incorporation of the Town. Wei Wei Liu reported that she has been advertising in the school newspaper for a replacement Youth Commissioner; she is graduating and will be attending Stanford next year. 11. Date for Next Meeting and Adjournment The next Committee meeting will be held at 7:30 PM on Tuesday, June 21, 2005. The meeting was adjourned at 10:00 PM, the longest committee meeting in several years. 2005 LOS ALTOS HILLS TOWN PICNIC SUBCOMMITTEE VOLUNTEER LIST Subcommittee Subcommittee Chair Status/Comments Flier prep/mailing Duffy Price To post office on May 5, delayed in P.O. Town Crier press release Duffy Price Excellent articles in May 11 and 18 issues Town Web Site publicity Duffy Price Provide newspaper publicity for Website Publicity banners Roy Woolsey Banners posted around town Event Poster Patty Woolsey Will prepare once events are finalized Program/announcements Roy Woolsey; Mayor Will hold brief program at 2:40 PM P A System Roger Burnell Roger has system; will need extension cord Pre registration Patty Woolsey Much being handled by Town Hall Registration table Karen Emerzian Meal and ice cream tickets Karen Emerzian Will buy one more roll of tickets, stars for volunteers and something for newcomers. Collecting meal tickets at food stations Wei Wei Liu Location/layout All Layout dated 5/4/05 approved with chair mods Handicapped/valet parking LAH public Works Two permanent handicapped spaces installed Stick-on name tags and pens Karen Emerzian Will get 1,300 for picnic, 200 for dedication Name tags with ribbons Barbara Lamparter Will do for Committee, Council, LA Officials Entertainer Roger Burnell Contract has been signed Games/obstacle course/jumper Roger Burnell Final arrangements have been made Releases for games Jimmy Forbis Roy Woolsey will contact Jimmy Forbis 4 Face Painting Might not do at Picnic this year Game/contest announcer Roger Burnell/John S. Roger Burnell/John Swan can use bullhorn Street Bingo Not do at Picnic this year Band Roy Woolsey Arranged Model trains Dan Alexander Arranged Volleyball Roger Burnell Roger has net and ball Ribbons for prizes RoyWoolsey Ordered, should be delivered soon Drinks (softdrinks, beer, 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 has proposed order; coolers at Town Hall are for ice cream Serving plates, utensils Colette Cranston Plastic tablecloths Karen Emerzian Will get 8 yellow and 8 green for Picnic, and 3 yellow and 3 green for Dedication Ice/Ice chests Ron Knapp Barbara has tubs and coolers for drinks Balloons Linda Seidel Ordered Temporary restroom Linda Seidel Ordered; need check in advance Restroom janitorial Roy Woolsey Trash/recycle bins Roy Woolsey Steve Peasey of LAGC will provide Bull horn/orange cones Roy Woolsey Easel Roy Woolsey Should get two for event posters Keys for Little League fields and rest rooms Roy Woolsey Being arranged with Ben Gikis 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 To be provided Thursday evening, May 26 Sheriff Roy Woolsey Fingerprinting, DARE car, sno-cones Irrigation of fields Roy Woolsey Shade canopies, stage, table, chair, tablecloth rental Linda Seidel In process with A-Abco Rents Event staffing (Volunteer coordination, Boy Scouts) Patty Woolsey will pass volunteer names to subcommittee chairs. Setup All Meet a fields at 11:30 AM Cleanup Hope for Boy Scouts and RSVP volunteers Minutes prepared by Roy Woolsey, June 4, 2005