HomeMy WebLinkAboutNovember 29 1
Town of Los Altos Hills
Community Relations Committee
Special Meeting Minutes
Tuesday, November 29, 2005
Los Altos Country Club
1. Roll Call
The special on-site meeting for planning of the Los Altos Hills Fiftieth Anniversary Dinner
Dance Gala was called to order at 6:10 PM. Present: Chairman, Roy Woolsey. Members, Barbara
Waldeck, Ron Knapp, Patty Woolsey, Karen Emerzian, Roger Burnell, Duffy Price. Associate Members,
Dan Alexander, Linda Seidel. Visitors from Ad-Hoc Historical Committee, Nancy Traficanti, Mary
Davey, Paul Nyberg.
2. Discussion of Event Master Schedule
Roger Burnell distributed a spreadsheet with the master schedule and updated budget. The
budget is a bit over that previously presented to Council, and the Committee will work to bring down
some costs. The Club will allow wine to be brought in for some modest corkage fee, and it was agreed
that a subcommittee should be formed to solicit donations of funds for colored tablecloths and flowers
and to solicit donations of wine. Committee members should be thinking about whether they would like
to volunteer for this subcommittee, which should be appointed in the December 13 meeting. There
should be a printed program with the evening schedule, and acknowledgements to those who make
donations. The program might not include the Elvis impersonator that is on the spreadsheet master
schedule.
3. Tour of Country Club Facilities
Roger Burnell led a comprehensive tour of the Los Altos Country Club. Decisions made during
this tour are reported in the various agenda items below.
4. Tradeoffs and Decision of Buffet vs. Seated Service
Roger Burnell reported that the club recommended an elegant buffet for the main course, with a
prepared salad at each place. The buffet would be set up on the dance floor to maximize the number of
tables and seats for dinner, and taken away during dessert to allow dancing. There should be a dessert
table. The Committee agreed with these recommendations.
5. Location of Reception, Cocktail Party, Entertainment, Dancing and Other Attractions
Roger Burnell proposed a grand anniversary sign over the front door with perhaps youths
standing by the front door and welcoming residents. Registration tables would be immediately inside the
front door. Volunteers are needed to staff the registration table, and in order that the Committee can enjoy
the event, it might be that youths should staff the table and then have dinner, perhaps in some separate
area from the main event. After registration, guests would proceed to a “Hall of History” which would
include the ten panels being produced by the Ad-Hoc Historical Committee. These panels would be in
the foyer before the Jasmine Room. The Jasmine room is large, but disconnected from the dining area,
and could be used for a bar and reception before dinner, with served appetizers.
The fireside room, on the way to the dining area, might have the large table removed and
furniture rearranged to make more floor space. This room could serve as additional reception space, and
if there are a few dozen RSVPs above the nominal capacity of the club, dinner tables could be set up in
this room while most residents are being seated. Those in this overflow room would be asked to socialize
in the Jasmine room for a few additional minutes while tables are being set up.
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6. Coordination Required with Historical Project
The Committee was very pleased that Nancy Traficanti, Mary Davey and Paul Nyberg from the
Ad-Hoc Historical Committee attended this special meeting.
7. Need for Interviews and Collaboration for “Retrospective Sketch”
Roger Burnell recommends that Rick Herns should coordinate with the historical committee, in
terms of development of the retrospective sketch portion of the program. Rick Herns should advise on a
Master of Ceremonies for the program.
8. Discussion of Awards and Recognitions
Former mayors should be invited to the event by a personal letter from the current Mayor. Ron
Knapp will draft a letter, which might be signed by the Mayor and sent to all former mayors along with an
invitation to the party. Former mayors should be introduced during the program. Paul Nyberg would like
five minutes in the program to recognize the Los Altos Hills resident of the year, which will have already
been announced in the first 2006 issue of the Town Crier.
9. Discussion of Music/Entertainment
Roger Burnell distributed a sheet of the most popular music from various years, with the view
that this music be considered for the evening. The consensus of the committee was that a music booth,
rather than a live band, might allow for more flexibility in selection and volume of music, and the music
booth would be located in an inconspicuous place in the Club.
10. Décor and Other Event Decisions Associated with On-Site Visit
Rick Herns will commence work on our party just after the holidays, as he has many holiday
events to deal with now. Residents should leave the party with pride in residing in the Hills, and the
décor should be designed with this goal in mind.
11. Additional Items or Contributions from Committee Members
The proof copy of the invitation was reviewed and minor changes were made. Roy Woolsey will
contact Acacia printing regarding these changes.
12. Date for Next Meeting and Adjournment
The next Committee meeting will be held at 7:30 PM on December 13, the second Tuesday of
December rather than the usual third Tuesday. The meeting was adjourned at 7:35 PM.
Minutes prepared by Roy Woolsey, December 1, 2005