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HomeMy WebLinkAboutMay 18 1 Town of Los Altos Hills Community Relations Committee Meeting Minutes Tuesday, May 18, 2004 Council Chambers 1. Roll Call The meeting was called to order at 7:33 PM by Chairman, Roy Woolsey. Present: Chairman, Roy Woolsey. Members, Barbara Lamparter, Karen Emerzian, Patty Woolsey, Bill Kerns, Duffy Price (for items 10 and 11). Associate member, Linda Seidel. Youth Commissioner, Wei Wei Liu. 2. Review of Prior Committee Minutes Minutes of the last meeting were approved as distributed. 3. Welcoming of Town Newcomers Patty Woolsey prepared mailing labels containing names of 37 newcomers in March and April. These will be used by Town Hall for mailing of the newcomer welcoming letter. 4. Los Altos Hills Town Newsletter The newsletter policy approved in the last Committee meeting was passed on to City Manager Maureen Cassingham by Bob Fenwick for inclusion on the agenda of a forthcoming Council Meeting. Roy Woolsey summarized the list of articles that Duffy Price has prepared for the June Newsletter. 5. Reports on Earth Day Celebration and Fun Run Barbara Lamparter and Karen Emerzian reported on the Earth Day Celebration. Visitors were happy with the complimentary wine tasting. Attendance appeared to be less than at last year’s event. Wei Wei Liu reported on the Fun Run. Volunteers including several from the high school helped at registration, the water table, road crossings, etc. 6. Parks and Recreation Department Community Forum Roy Woolsey read to the Committee the May 3 e-mail from Parks and Recreation Supervisor Jimmy Forbis regarding the May 19 Community Forum. The Committee decided that given Dan Alexander’s excellent attendance at and report on the April 17 focus group, the Committee would not send a representative to the Community Forum. 7. Information from Town Handbook to be Placed on Town Website. Bill Kerns reported that much of the information from the Town Handbook is on the Town website, and Bill discussed the material from each page in the Handbook on the website. It appears that the Town Handbook was used as a source of information for the website. Bill recommended that certain information be added to the website, such as information from the Handbook on the Town organization chart and more of the general background to the planning and zoning section to supplement the material on the planning process produced by Angelica Herrera. Bill will prepare written recommendations for consideration at the next Committee meeting. Patty Woolsey will prepare a one page announcement for the newcomer packets which refers newcomers to the Town website; the Town Handbook will be 2 declared obsolete and not included in newcomer packets in the future. 8. Update of Youth Commissioner Resolution Wei Wei Liu led the discussion of her proposed update to the Youth Commissioner resolution. The Committee recommended deletion of the short last paragraph defining “Youth,” and changing the date from “May” to “June.” The Committee agreed that the resolution was a good, general description of the position, and should be approved by the City Council. Wei Wei will submit the updated resolution to City Clerk Karen Jost. Roy Woolsey will contact Karen Jost regarding agendizing this item for Council. 9. Planning for 2004 Town Picnic Roy Woolsey circulated a copy of his May 10 letter to the Fire Department, which included copies of the picnic flier. Roy reported that five banners are on display around town, at the Magdalena, Burke, Edith and Fremont entrances to Town, and at Town Hall. Roy reported that arrangements are firm with the band, magician and model trains, and that the magician’s contract had finally been received. Roy reported that games co-coordinators Colette Cranston and Linda Swan would like additional help; Roy will send each of them copies of Cathie Perga’s excellent notes from last year’s picnic. The Committee considered the draft layout of attractions at the picnic. It was agreed to leave more space between the games and Parks & Rec canopies as a viewing area for the magician show, that the band canopies would be oriented to face more towards the lunch canopies and that lunch canopy one would be moved more towards canopy two. Linda Seidel circulated a copy of the A-Abco rental order; the Committee agreed that the order was fine as is, and that two long tables from the drinks and dessert canopy will be moved, one each, to the registration and Sheriff canopies, and that one round table will be moved from the Sheriff canopy to the drinks canopy. Roy described the request from the Los Altos Community Foundation to be present at the picnic. After Roy described the spirit of the picnic, the foundation withdrew the request. The Donor Wall group is doing a Town-wide mailing, and will have displays about the wall at the picnic, but the Committee discouraged active solicitation of donations -- those promoting the wall should not walk around the picnic distributing promotional fliers. The Committee reviewed in detail the subcommittee volunteer list, and made notes and decisions as noted on the list contained at the end of these minutes. Roy will circulate the reservation count as of May 25, with recommended food orders, and then report this information to the Fire Department on May 26. Roy reviewed the list of checks to be issued for the picnic; checks and all other items for the picnic from Town Hall must be picked up by June 2, because of the Town Hall closure for moving to temporary quarters. 10. Planning for NASA Mars Evening Roy Woolsey reported on arrangements with NASA for the June 22 Mars evening. The Committee reviewed the draft invitation; it was agreed the speaker would begin at 7:30 PM and beverages or food would not be served, partly because refreshments are not allowed in the exhibit hall. Linda Seidel suggested that Mars Bars could be provided for refreshments. Reservations will be recorded by Town Hall, and the count needs to be reported to NASA at least two days before the event. 11. Additional Items or Contributions from Committee Members Duffy Price described the July 15 New Town Hall groundbreaking ceremony. The Committee agreed to help organize a simple ceremony before the Council meeting, and will provide refreshments. Wei Wei Liu volunteered to be event chair. Roy Woolsey circulated the invitation for the June 5 Salute to the Mayors Banquet. Barbara Lamparter suggested agendizing a discussion of the regular meeting date for the Committee, given Duffy Price’s conflict with the Fire Commission meeting date. Roy Woolsey will discuss available dates with Karen Jost, and put this matter on the agenda of a future meeting. 3 12. Date for Next Meeting and Adjournment The next Committee meeting will be held at 7:30 PM on Tuesday, June 15, 2004. The meeting was adjourned at 9:28 PM. 2004 LOS ALTOS HILLS TOWN PICNIC SUBCOMMITTEE VOLUNTEER LIST Subcommittee Subcommittee Chair Status/Comments Flier prep/mailing Bill Kerns Flier received by residents last week Town Crier press release Duffy Price Press release appeared in May 19 Town Crier Town Web Site publicity Bill Kerns Picnic flier is on web site Publicity banners Duffy Price Five banners are on display around Town Event poster Karen Emerzian Will finalize after games are organized Program/announcements Roy Woolsey Will invite Mayor and City Manager to speak P A System Bob Fenwick Dan Alexander or John Swan can use bullhorn before program to get residents’ attention Pre registration Barbara Lamparter Town Hall is filling out Excel spread sheet for reservations; Barbara will parcel out volunteers to subcommittee chairs Registration table Karen Emerzian Committee members should be available (on a rotating basis) at registration to deal with any problems which may arise; Barbara Lamparter will provide clip board for Karen’s use Meal and ice cream tickets Karen Emerzian Enough tickets are available from prior years (Starting numbers: 280850, 933848, 518335; to be used for count of meals served) Collecting meal tickets at food stations Finalize this item after getting volunteers from residents to collect tickets Location/layout All Per map approved by Committee Handicapped/valet parking Town Staff Try to reserve three spaces; Roy will coordinate with Town Hall Stick-on name tags and pens Karen Emerzian Name tags with ribbons Barbara Lamparter Magician Roger Burnell David Wilson Entertainment contract received Band Roy Woolsey Arranged Model trains Dan Alexander Arranged Power strip/extension cords Roy Woolsey One 100’ extension cord required by Sheriff for sno cone machine; Roy to arrange Games coordinator Colette Cranston and Linda Swan, with help from others Game materials 4 Games announcer Volleyball Roger Burnell Roy has ball, Roger will look for net Ribbons for prizes Colette Cranston Cathie Perga ordered ribbons Frisbees Leave to games coordinator Drinks (soft drinks, beer and wine) Barbara Lamparter Serving glasses Barbara Lamparter Water from Water District Dan Alexander Ice cream/toppings Duffy Price Duffy has arranged for Dean Warshawsky to help with pickup. Serving plates, utensils Duffy Price Plastic table cloths Karen Emerzian Karen will get 6 yellow and 6 green Ice/Ice chests Barbara Lamparter Roy will coordinate with Town Hall to get coolers out of storage Balloons Linda Seidel Ordered AstroJump Linda Seidel Reserved Releases for AstroJump Jimmy Forbis Roy will coordinate with Jimmy Forbis Temporary restrooms Linda Seidel One ordered; payment in process Restroom janitorial Roy Woolsey Arranged with Town Hall Trash/recycle bins Roy Woolsey Arranged with Garbage Company Bull horn/orange cones Roy Woolsey Get from Town Hall Easel Roy Woolsey Need two; get from town hall Keys for Little League fields and rest rooms Roy Woolsey Coordinate with Town Hall Fire Department Roy Woolsey Final meal count to Fire Dept. Roy Woolsey Phone final food order on May 26 Sheriff Roy Woolsey Community service personnel arranged Irrigation of fields Roy Woolsey Coordinate with Town Hall Committee shade canopy Roy Woolsey Get from Jimmy Forbis; assemble at picnic Shade canopies, stage, table, chair, tablecloth rental Linda Seidel Ordered; deposit check in process Event staffing (Volunteer coordination, Boy Scouts) Subcommittee chairs Bill Kerns contacted Boy Scouts; will arrange noon shift and 3 PM shift Setup All Meet at 11:30 AM on picnic day for setup Cleanup Bill Kerns Minutes prepared by Roy Woolsey, May 21, 2004.