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HomeMy WebLinkAboutMarch 16 1 Town of Los Altos Hills Community Relations Committee Meeting Minutes Tuesday, March 16, 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, Karen Emerzian, Patty Woolsey, Bill Kerns, Duffy Price, Colette Cranston, Roger Burnell. Associate members, Dan Alexander, Linda Seidel. Youth Commissioner, Wei Wei Liu. Council Liaison, Bob Fenwick. Visitor, Karen Bergh, Parks and Recreation Committee. 2. Review of Prior Committee Minutes Minutes of the last meeting were approved as distributed. 3. Planning for 2004 Town Picnic Roy Woolsey reported that the City Council approved the picnic proposal and budget; the Council would like the Committee to see that only Town residents attend the picnic and that dogs are not brought to the picnic. Roy circulated a letter he sent to the Fire Department with copies of the Town Newsletter, and reported that Ye Olde Towne Band would like two adjacent canopies. Roger Burnell reported that David Wilson Entertainment is confirmed, and Dan Alexander said that the model trains are arranged and two canopies should be provided. Karen Bergh represented the Parks and Recreation Committee, and said the Committee plans to have Indian crafts and teepee, applications for summer programs, and perhaps a couple of horses in the Town ring. The Committee would like a canopy with tables and chairs as last year. A games coordinator is needed; Roy will ask Linda and John Swan if they can assume this responsibility, and it was suggested that the Charter School people may be able to help. Bill Kerns will develop a draft of a picnic flier for review at the next Committee meeting. 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. 4. Update of Youth Commissioner Resolution Wei Wei Liu was introduced to the Committee as the newly-appointed Youth Commissioner. The resolution creating the position of Youth Commissioner was discussed. Roger Burnell and Wei Wei will propose an update to the resolution for discussion in the next Committee meeting. The proposed update will delete some of the duties listed in the current resolution and add duties such as summarized in the minutes of the previous Community Relations Committee meeting. 5. Review of 2004 - 2005 Committee Budget Roy Woolsey introduced the draft Community Relations Committee budget for the next fiscal year. The Committee agreed to increase the proposed 2005 picnic budget to $17,000. Duffy Price will research the current newsletter costs, and they will be incorporated into the budget, which will then be submitted to Town Hall 6. Welcoming of Town Newcomers Patty Woolsey reported that one sheet of 20 mailing labels, representing newcomers for the past two months, was submitted to Town Hall for mailing of the newcomer welcoming letter. 2 7. Los Altos Hills Town Newsletter Duffy Price will talk with Town Hall regarding the parcel database, which is used as the basis for the Newsletter mailing list; the list appears to be out of date. The Committee commended Duffy on a truly excellent March Town Newsletter. Duffy will develop a redline version of the Newsletter policy. 8. Committee for Public Education Roger Burnell thanked Committee members for making telephone calls regarding the Public Education Committee survey and meetings. Approximately 200 survey replies have been received so far. Roger distributed a real estate survey; the results indicate a negative effect of closing Bullis School. The forthcoming presentations will describe how education costs were derived and discuss public education options for the Town. 9. Supplement for Town Handbook Roy Woolsey and Bob Fenwick reported on the Council’s discussion of the Town Handbook; the Council feels the Handbook is outdated and should not be distributed, and that a supplement to the Handbook should not be produced. The consensus of the Committee was that a new Town Handbook should not be produced; rather, in this electronic age, the appropriate information should be included on the Town website and perhaps an announcement to that effect should be included in newcomer packets. It would be interesting to know how many visits there are to the Town website. 10. Proposal for 2004 Newcomer Welcoming Reception Roy Woolsey reported that the City Council approved the proposal and budget for the Newcomer Welcoming Reception. The venue and other plans will be discussed in the June Committee meeting. 11. Offer from NASA for Mars Evening Roy Woolsey discussed his conversation with Candy Carrick of NASA. June 22 from 6:30 PM to 8:30 PM has been tentatively reserved for the evening at NASA, with a view that the event could be announced in the June Town Newsletter. Up to 400 people can attend. Candy might arrange for David Morrison, NASA’s Mars expert, to be speaker. There is no cost for the event, but if refreshment are desired, the Committee would provide them and there might be a $150 janitorial charge for cleanup. The Committee agreed that the event should be held on June 22, and that refreshments should be provided. Roger Burnell volunteered to serve as event coordinator, and will contact Candy to confirm the date and arrangements. 12. Additional Items or Contributions from Committee Members Bob Fenwick reported that two public hearings regarding the renewal of the cable TV franchise were held, and that only one person was present at the meetings. Roy Woolsey reported on Elayne Dauber’s concern that Heritage House might be used entirely as an Emergency Operations Center. Bob Fenwick said that there was no intention of the whole building being used for this purpose. 13. Date for Next Meeting and Adjournment The next Committee meeting will be held at 7:30 PM on Tuesday, April 20, 2004. The meeting was adjourned at 9:25 PM. March 17, 2004 3 2004 LOS ALTOS HILLS TOWN PICNIC SUBCOMMITTEE VOLUNTEER LIST Subcommittee Subcommittee Chair Status/Comments Flier prep/mailing Bill Kerns Bill will edit last year’s flier, for review at next meeting. Mention LAH residents only; handicapped parking. Town Crier press release Duffy Price Town Web Site publicity Bill Kerns Publicity banners Duffy Price Event poster Karen Emerzian Posters, handouts, and signs will be discussed Information handout further at the next meeting; handout may not Directional signs be litter problem if given only when requested Program/announcements Roy Woolsey P A System Bob Fenwick Dan Alexander can use bullhorn before program to get the attention of residents. Preregistration Barbara Lamparter 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 Location/layout All Handicapped/valet parking Town Staff/Sheriff 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 Requests 2 20’x20’ canopies; floor or stage still under review. Model trains Dan Alexander Prefer 2 20’x20’ canopies. Power strip/extension cords Not needed; band requires no power. Games coordinator TBD Game materials Games announcer Street Bingo Consider whether this event should be held this year. Volleyball Roger Burnell Roy has ball, Roger will look for net. Horseshoes Discuss with Jimmy Forbis. Ribbons for prizes Games coordinator should handle. Frisbees Might just get a few high quality frisbees for 4 frisbee games. Drinks (soft drinks, beer and wine) Barbara Lamparter Serving glasses Barbara Lamparter Water from Water District Dan Alexander Ice cream/toppings Duffy Price 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 Releases for AstroJump Jimmy Forbis Temporary restrooms Ask Town Hall. Restroom janitorial Ask Town Hall. 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 Ask Town Hall. Community booths Probably not; want to avoid commercialism. Irrigation of fields 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 Setup All Cleanup Bill Kerns Minutes prepared by Roy Woolsey, March 17, 2004.