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HomeMy WebLinkAboutApril 20 1 Town of Los Altos Hills Community Relations Committee Meeting Minutes Tuesday, April 20, 2004 Council Chambers 1. Roll Call The meeting was called to order at 7:35 PM by Chairman, Roy Woolsey. Present: Chairman, Roy Woolsey. Members, Bill Kerns, Patty Woolsey, Colette Cranston, Barbara Lamparter, Roger Burnell (for item 10). Associate member, Dan Alexander. Youth Commissioner, Wei Wei Liu. Council Liaison, Bob Fenwick. 2. Review of Prior Committee Minutes Minutes of the last meeting were approved as distributed. 3. Welcoming of Town Newcomers Not enough newcomer names were received last month to make a sheet of 20 mailing labels, so labels will be submitted to Town Hall next month. 4. Los Altos Hills Town Newsletter The draft newsletter policy produced by Duffy Price and distributed in the meeting by Roy Woolsey was approved as distributed. Bob Fenwick will discuss the draft with City Manager Maureen Cassingham. Recommendations for lead article for the June Newsletter are desired; the Newsletter may reach residents a few days later than usual due to Duffy’s travel plans. The Newsletter publication and mailing expense for the past year was about $18,000; it is being increased to $19,600 for the 2004-2005 Committee budget. The Committee budget will be submitted to Town Hall, showing a total of $38,000. The $2,000 printing expense for the Public Education Committee’s brochure distributed with the last Newsletter may be charged to the Community Relations Committee’s publications budget. 5. Committee Participation in Earth Day Celebration Duffy Price has arranged for approximately three wine makers to be present at the Earth Day Celebration. Barbara Lamparter will bring a table and tablecloth. Barbara Mordo is helping and will coordinate glasses and munchies. Karen Emerzian will help serve wine. 6. Committee Participation in Egan School Portfolio Day Several Committee members received a mailing from Egan School regarding the school’s June 3 Portfolio Day. The Committee agreed not to do anything as a Committee in support of this event. 7. Report on Parks and Recreation Department Focus Group Roy Woolsey read to the Committee the April 9 letter from Parks and Recreation Supervisor Jimmy Forbis. Dan Alexander attended the April 17 focus group, and provided the Committee with a written report on the meeting. Dan described the activities of the Committee, and in response to a question said that the Committee would welcome assistance from the Parks and Rec. Dept in running games at the Town Picnic. 2 8. Update of Youth Commissioner Resolution The draft update of the Youth Commissioner Resolution produced by Roger Burnell was discussed. Wei Wei Liu will edit the draft, adding and deleting responsibilities as appropriate, and produce an updated version for discussion at the next Committee meeting. 9. Planning for 2004 Town Picnic Roy Woolsey reported that Ye Olde Towne Band doesn’t consider the matter of a stage very important; ideally there might be risers for the back row of performers. Linda Seidel has made initial arrangements for rental of canopies, tables, chairs, etc. Roy noted that the Sheriff might provide sno- cones in addition to the drug prevention car and fingerprinting; the sno-cone machine would require electric power and would need to be located on the side of the field near the snack bar. The Committee agreed that the layout of attractions should be similar to the layout at prior picnics. If a sprinkler is present for kids to play in, it should be out of the way of any traffic areas. The Committee reviewed in detail the subcommittee volunteer list, and Committee members volunteered for most subcommittees. The list is provided at the end of these minutes. Roy reported that Town Hall would like my approval of expense reimbursements, and would like receipts, addresses, and EIN numbers of vendors as appropriate. 10. Planning for NASA Mars Evening Roger Burnell reported that arrangements are proceeding with NASA regarding the June 22 Mars evening. The program will begin at 7 PM. Roger will produce a draft flier for inclusion in the next Newsletter and an article for the Newsletter, which might include color photographs. Roy Woolsey reported that Town Hall should be able to record RSVPs directly on an Excel spread sheet, but Town Hall would like from us a list of the information that should be recorded. The matter of refreshments will be discussed in the next meeting. 11. Additional Items or Contributions from Committee Members Roy Woolsey noted that Duffy Price has been appointed to the Fire Commission, which meets the third Tuesday of the month. At some future Committee meeting, the Committee might consider meeting on some day other than the third Tuesday of the month to avoid this conflict. 12. Date for Next Meeting and Adjournment The next Committee meeting will be held at 7:30 PM on Tuesday, May 18, 2004. The meeting was adjourned at 9:15 PM. 2004 LOS ALTOS HILLS TOWN PICNIC SUBCOMMITTEE VOLUNTEER LIST Subcommittee Subcommittee Chair Status/Comments Flier prep/mailing Bill Kerns Bill will finalize flier based on Committee discussion, circulate for review, and get to Town Hall so fliers are to Post Office by May 7 or 10, and in residents hands by May 14 Town Crier press release Duffy Price Prepared, reviewed, and Duffy will submit to Town Crier 3 Town Web Site publicity Bill Kerns Bill is handling with Town Hall Publicity banners Duffy Price Ordered. Event poster Karen Emerzian Will finalize after games are organized Information handout Delete this item; handouts will not be used Directional signs Delete this item; signs will not be used Program/announcements Roy Woolsey P A System Bob Fenwick Dan Alexander or possibly John Swan can use bullhorn before program to get the attention of residents Pre registration Barbara Lamparter Town Hall can fill out Excel spread sheet for phone-in reservations Registration table Karen Emerzian Committee members should be available (on a rotating basis) at registration to deal with any problems which may arise during the picnic Meal and ice cream tickets Karen Emerzian Collecting meal tickets at food stations Finalize this item after getting volunteers from residents to collect tickets Location/layout All Keep layout similar to last year Handicapped/valet parking Town Staff/Sheriff Save a couple of spaces if possible, but do not mention on picnic flier Stick-on name tags and pens Karen Emerzian Name tags with ribbons Barbara Lamparter Magician Roger Burnell David Wilson Entertainment arranged; same price as last year; will vary program Band Roy Woolsey 2 20’x20’ canopies; stage of secondary importance, but last row of performers could be higher than the rest Model trains Dan Alexander 2 20’x20’ canopies Power strip/extension cords Not needed; band requires no power Games coordinator Colette Cranston and Linda Swan, with help from others Game materials Games announcer Street Bingo Delete this item; Committee agreed not to have street bingo Volleyball Roger Burnell Roy has ball, Roger will look for net Horseshoes Jimmy Forbis may not be at picnic; delete this item, Committee agreed not to have horseshoes Ribbons for prizes Colette Cranston Colette will contact Cathie Perga and will order ribbons soon Frisbees Leave to games coordinator 4 Drinks (soft drinks, beer and wine) Barbara Lamparter Serving glasses Barbara Lamparter Water from Water District Dan Alexander Ice cream/toppings Duffy Price Committee believes there should be few flavors to minimize resident delays due to decision making; Duffy needs town pickup truck to haul ice cream to picnic Serving plates, utensils Duffy Price Plastic table cloths Diddams has rolls of plastic; can get yellow and green rolls and cut to desired length Ice/Ice chests Barbara Lamparter Should be available from last year Balloons Linda Seidel AstroJump Linda Seidel Reserved Releases for AstroJump Jimmy Forbis Roy will coordinate with Jimmy Forbis Temporary restrooms Probably need only one Restroom janitorial Roy Woolsey Trash/recycle bins Roy Woolsey Bull horn/orange cones Roy Woolsey Easel Roy Woolsey Keys for Little League fields and rest rooms Roy Woolsey Coordinate with Town Hall Fire Department Roy Woolsey Final meal count to Fire Dept. Sheriff Roy Woolsey Communications with sheriff in process Community booths Delete this item; want to avoid commercialism Irrigation of fields Roy Woolsey Coordinate with Town Hall Shade canopy for reg. table Linda Seidel Shade canopies, stage, table, chair, tablecloth rental Linda Seidel Event staffing (Volunteer coordination, Boy Scouts) Subcommittee chairs Bill Kerns will contact Boy Scouts Setup All Meet at 11:30 AM on picnic day for setup Cleanup Bill Kerns Minutes prepared by Roy Woolsey, April 24, 2004.