HomeMy WebLinkAboutSeptember 21 1
Town of Los Altos Hills
Community Relations Committee
Meeting Minutes
Tuesday, September 21, 2004
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, Patty Woolsey, Roger Burnell, Colette Cranston. Associate
members, Dan Alexander, Linda Seidel. Council Liaison, Bob Fenwick.
2. Committee Organization
Ron Knapp was introduced to the Committee as its newest member, and Ron described his
interests in the Committee. At the Council meeting last Thursday, Ron was appointed, and Duffy Price,
Roger Burnell, Patty Woolsey and Roy Woolsey were reappointed for four-year terms.
Roger Burnell led a discussion of the Associate Member policy which he developed for the
Public Education Committee. The Committee thought that five Associate Member positions should be
established, for a term of two years. Roger will modify the policy to be appropriate for the Community
Relations Committee, and it will be discussed in the next meeting.
3. Review of Prior Committee Minutes
Minutes of the last meeting were approved as distributed.
4. Welcoming of Town Newcomers
Patty Woolsey delivered 20 mailing labels to Town Hall since the last Committee meeting for
mailing of the newcomer welcoming letter. The Committee discussed the page describing the Town
website insert for the newcomer packet which Patty prepared, and made some suggestions for changes
which Patty will implement, and the page will be discussed further in the next Committee meeting. Patty
will check that the material on the planning process has been placed on the Town website. Patty reported
that most of the contact information in the current Handbook supplement is not on the website, and she is
coordinating with City Clerk Karen Jost on this matter. It was suggested that the Los Altos Chamber of
Commerce or Los Altos City Clerk might have much of this contact information. The Committee agreed
that it would be good if contact information were placed on the Town website and kept up to date.
5. Los Altos Hills Town Newsletter
The Committee reviewed the September newsletter and agreed that Duffy Price does a fantastic
job with the Newsletter. For the December Newsletter, it was suggested that the Calendar include the
June 5, 2005 date for the Town Picnic, even though it will be six months in the future, to allow people to
plan around that date if they so desire. It would be good to be sure that the associate editors review the
essentially final Newsletter just before going to press, to allow “fresh eyes” to hopefully catch any errors.
6. Review of 2004 Town Picnic
The Committee agreed to review the draft picnic report over the next week and send any changes,
additions and corrections to Roy Woolsey, after which the picnic report will be published in final form.
7. Final Planning for Newcomer Welcoming Reception
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A total of 345 Newcomer Welcoming Reception invitations, including newcomers for the month
of August, were mailed on September 10. Approximately 44 people are on the RSVP list so far,
including some families who apparently plan to bring children; in future years, the line in the invitation
which reads, “Families who have moved into Town recently” should probably be changed. Roy Woolsey
read a short reminder e-mail he would propose to send to those who RSVP, including information about
parking. Colette Cranston will call those who RSVPed with a phone number but not an e-mail address.
Roger Burnell reported on the September 18 meeting with the Porters which he, Roy, and Barbara
Lamparter attended. The reception will be held on the back patio, where food and beverages will be
located, and in the ballroom, with doors that open on to the patio. The rest of the house will be closed to
the reception, except the guest suite where the restroom is located. The report from last year’s reception
was reviewed. The following Committee members volunteered for various tasks for the reception:
• Barbara Lamparter has ordered food and will pick it up at 1:30 PM and bring it to the reception; she
will also bring three magnums of Chardonnay and plastic cups left over from a prior event.
• Ron Knapp will get tables and coolers from Barbara Lamparter and bring them; Ron will also get
three magnums or six bottles of Chardonnay, sparkling water, plain water, ice, green small plates and
napkins and plastic tablecloths, and large trash bags.
• Dan Alexander will bring three or four helium filled balloons to the event, for use on the mailbox.
• Linda Seidel will bring two bouquets of flowers, one for the food table and one for the beverage table.
• Roy Woolsey will bring a few chairs from Town Hall.
• Karen Emerzian will bring nametags, pens, shrimp and cashews.
• Roger Burnell will call committee chairs and remind them of the reception, to follow up on the memo
which Roy wrote inviting committee participation in the reception.
There will be a short program of introductions and thank yous about half way through the
reception. Roy will contact Wei Wei Liu to see if high school students can help direct cars for parking.
Roy announced that Committee members should hand in receipts to Town Hall for reimbursement, and
advise him of the exact amounts for the final report and for approval to Town Hall.
8. Other/Special Events Which the Committee Might Organize
Roger Burnell asked Committee members to list family events the Committee might organize –
interesting activities to bring people together once a year. Members suggested a visit to Filoli, SLAC, the
Exploratorium, Cliff House, Mountain Winery, Stanford Memorial Church, Cantor Arts Center, a concert
at Villa Montalvo, a talent show at Foothill College theatre. This will be discussed in the next meeting.
9. Additional Items or Contributions from Committee Members
Roy Woolsey circulated Duffy Price’s description of a proposed Time Capsule for the New Town
Hall. The consensus of the Committee was that the proposed Time Capsule was a good idea, that the
New Town Hall Committee should make the decision but that the Community Relations Committee could
help with the project. The Committee was surprised that a vendor could guarantee a sealed box for one
hundred years. Dan Alexander noted that items inside a time capsule buried for over two decades under
the flag pole were found disintegrated when dug up for the New Town Hall, and Roger Burnell suggested
that the Time Capsule could be contained in glass in a corner of the Town Hall building.
Roy circulated a copy of the Department of Parks and Recreation’s Strategic Plan 2004.
10. Date for Next Meeting and Adjournment
The Committee will not meet in October. The next Committee meeting will be held at 7:30 PM
on Tuesday, November 16, 2004. The meeting was adjourned at 8:55 PM.
Minutes prepared by Roy Woolsey, September 28, 2004