HomeMy WebLinkAboutAugust 15August 15, 2017 History Committee Meeting
Called to order at 3:30 PM, by John Swan
Members Present:
Jitze Couperus
May Davenport
Carol Gottlieb
Mary Ann Malcolm
Bridget Morgan
Nobuko Saito Cleary
John Swan
Sally Wood
Members Absent:
Nicholas French
Associate Members:
Linda Swan
Joe Heinrich
Associate Members Absent:
Vicki Gardiner Taylor
Guests:
Roger Spreen--Liaison
Debora Padovan
Sarah Robustelli
176 RSVPs for September 24 event as of today
Review of Minutes:
Minutes of July 18 meeting approved as submitted by Nicholas French
Old Business:
Caterer:
Bids include coffee, iced tea, lemonade. No wine included.
Panache Catering (Carole Christian) Bid for 380 of each hors d'oeuvre $6045.36
Chef for Hire (Denise de Somer) Bid for guest count of 380-400 @$10.25 per person for a total
of $3895
Carol Gottlieb moved that we choose Chef for Hire with a maximum of $5000, for catering if
more than 380 guests RSVP. Nobuko seconded. Passed.
Video:
Moved that we approve Zoom Video Productions bid of $600 for videoing and 2 copies of
DVDs. Passed.
Sally and Linda will greet guests and hand out programs the day of the event.
September 24 Event Volunteers:
Carol will interface with the caterer, who will handle the food. Will serve the food after the
event.
Bridget will go to San Jose to get ABC license, which is good for 30 days. Deborah will get
check for her. Bridget will be leaving as early as September 5 and will not be at the event.
Joe Heinrich will be bartender. Nick French has done it in the past and may be willing to help
out. Mary Ann will ask her husband to help.
LAH Campout will be this weekend. Hoedown will be on September 9. If we want we can
promote our event at these town events.
Chairs--Gardiner Bullis has chairs for inside the multi-person room, but if we need chairs
outside, they will need to be rented.
Moved and approved that the History Chair will decide before the event, if we need to rent chairs
and order the shuttles, based on the number of RSVPs.
Construction of solar panels is scheduled to begin Sept. 16. Only seven parking places will be
available on the day, unless the construction schedule slips. Shuttles may be needed. Budget of
$1500 has been estimated.
Email to people that have RSVPd and some people will cancel. Others will come even if they
have not RSVPd.
Sarah plans to meet with the screen person to see what is doable based on light conditions from
2-4 PM.
Walk through for commitee will need to be set up to decide where food tables and video and
screen will be set up.
Gifts--Four speakers and Dick Henning--Budget of $50 per person. Mary Ann Malcolm will
handle the gifts.
Alcohol and glasses--a couple of cases will be bought - Person responsible???
Banners have been received
Flowers--Budget--Weegie Caughlan is orchid hybridizer. Bridget will ask if she will loan some
to event.
Screen--no estimate of costs yet
Proposed Timeline for September 24:
Keys picked up on Friday
If have access on Saturday, will set up chairs then. If not, set up on Sunday
Sunday
9 AM Arrival of History Committee for setup
1:30 PM All hands on deck for event
Estimate of Schedule (subject to change)
2 PM Arrivals with beverages available
2:15 Ask people to take seats
2:20 Program begins
2:20 Welcome by Mayor Waldeck, introduce John
2:25 John introduces Dick Henning
2:30 Dick introduces panelists
2:35-3:45 Panel discussion
3:45 Questions and Answers
4:00 Food and Wine
Will panelists need screens? Check on microphones that will be needed.
Appendix A--will work on it more in October. Working on criteria for selection.
Jitze is documenting plaques in town. At Chapel in the Hills, plaque is behind hedge. Two
plaques for old Town Hall are missing. If found, they need to be displayed. Jacob is away for
six weeks. Knows the most about what is at the corporation yard. Will ask him about it when he
returns. Jitze has a picture of them on the old Town Hall.
Mary Ann passed out copies of Ordinance No. 213 relating to preservation of historical sites in
town, which was passed on September 5, 1973.
Old school house--asked not to tear it down. Nobody is living there.
Adjournment: 4:55 PM
Next meeting September 19
Submitted by Linda Swan