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07/24/2006 Monte Sereno Cultural Commission Meeting Monday, July 24th, 2006 Chairperson, Phil Levine, called a meeting to order at 7:21pm. Present were Phil Levine, Don Perry, Gail Pomerantz, Lana Malloy, and Doug McNeil. Oral Communications: None Written Communications: None Commission approved meeting minutes from the June meeting. Unfinished Picnic Business: 2006 Picnic averaged over 200 people during the peak. Staff estimates over 275 attended during the course of the day. Special Thanks to the Los Gatos City Staff and Park service employees for helping in the set-up and clean-up through the day. Feedback from participants: Music was excellent. Great Bands! Food from Armadillos was an excellent choice. Banners from the youth Commission were proudly displayed. Thanks to the MSYC on providing these on short notice. Community members enjoyed the dunk tank which raised funds for the American Cancer Society. Erin Garner, Mark Brodsky and Curtis Wright graciously donated their time to the cause and showed they had “true skin in the fund raising game”. The canopies provided much needed shade for both the food line and community members enjoying the music out on the green in front of the gazebo. Lessons learned from the 2006 Picnic: Prepare detailed budget estimate plan in excel and review with the City Manager and Council to obtain approvals prior to incurring any expenses. Incorporate categories which include insurance and postage for the 2007 picnic. These expenses were not anticipated in the 2006 planning process. Recommend adding a line item for contingency funds to cover unanticipated expenses for 2007 year as deemed reasonable with city management. Develop and present picnic goals and preliminary expense plan for the 50th Anniversary party to the council (Date: TBD) Plan the picnic later in the afternoon and evening to take advantage of the shaded areas around the gazebo (4:00 to 8:00pm). Also move the event to early or mid-May to avoid conflicts with the end of the school year events. Target date May 12th. Park reservation confirmation. The City of Los Gatos had not formally reserved the park areas requested. Assign Commissioner to ensure the date and site requirements are confirmed. Assign a Picnic Photographer Invite the delegates from the Fire and Police department. Discuss and review ideas surrounding: 50’s theme (1957 Anniversary) Battle for Peaceful Mountain Play Marching Band Time capsule Car show Event Sponsors-Include City Staff in picnic events Review expanding picnic scope to include Cities of Los Gatos and Saratoga Discuss developing a brochure that captures the history of Monte Sereno for the 50th anniversary. - History of the City- Timeline - Founders - People of Interest - Homes of Interest - Literature references - Images around the City - Interviews around the City Meeting adjourned at 9:04 pm. Doug McNeil Monte Sereno Cultural Commission
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07/24/2006

Monte Sereno Cultural Commission Meeting

Monday, July 24th, 2006

Chairperson, Phil Levine, called a meeting to order at 7:21pm. Present were Phil Levine, Don Perry, Gail Pomerantz, Lana Malloy, and Doug McNeil.

Oral Communications: None

Written Communications: None

Commission approved meeting minutes from the June meeting.

Unfinished Picnic Business:

2006 Picnic averaged over 200 people during the peak. Staff estimates over 275 attended during the course of the day.

Special Thanks to the Los Gatos City Staff and Park service employees for helping in the set-up and clean-up through the day.

Feedback from participants:

Music was excellent. Great Bands!

Food from Armadillos was an excellent choice.

Banners from the youth Commission were proudly displayed. Thanks to the MSYC on providing these on short notice.

Community members enjoyed the dunk tank which raised funds for the American Cancer Society. Erin Garner, Mark Brodsky and Curtis Wright graciously donated their time to the cause and showed they had “true skin in the fund raising game”.

The canopies provided much needed shade for both the food line and community members enjoying the music out on the green in front of the gazebo.

Lessons learned from the 2006 Picnic:

Prepare detailed budget estimate plan in excel and review with the City Manager and Council to obtain approvals prior to incurring any expenses. Incorporate categories which include insurance and postage for the 2007 picnic. These expenses were not anticipated in the 2006 planning process. Recommend adding a line item for contingency funds to cover unanticipated expenses for 2007 year as deemed reasonable with city management.

Develop and present picnic goals and preliminary expense plan for the 50th Anniversary party to the council (Date: TBD)

Plan the picnic later in the afternoon and evening to take advantage of the shaded areas around the gazebo (4:00 to 8:00pm). Also move the event to early or mid-May to avoid conflicts with the end of the school year events. Target date May 12th.

Park reservation confirmation. The City of Los Gatos had not formally reserved the park areas requested. Assign Commissioner to ensure the date and site requirements are confirmed.

Assign a Picnic Photographer

Invite the delegates from the Fire and Police department.

Discuss and review ideas surrounding:
50’s theme (1957 Anniversary)
Battle for Peaceful Mountain Play
Marching Band
Time capsule
Car show
Event Sponsors-Include City Staff in picnic events
Review expanding picnic scope to include Cities of Los Gatos and Saratoga

Discuss developing a brochure that captures the history of Monte Sereno for the 50th anniversary.
- History of the City- Timeline
- Founders
- People of Interest
- Homes of Interest
- Literature references
- Images around the City
- Interviews around the City

Meeting adjourned at 9:04 pm.

Doug McNeil
Monte Sereno Cultural Commission