Library Minutes 2013 03-14-13 Trivia Committee 1
APPROVED W/ CORRECTIONS
3/26/13
Yorkville Public Library
Trivia Night Committee Meeting
Thursday, March 14, 2013, 6:00pm
902 Game Farm Road – Historic Room
The meeting was called to order at 6:06pm by Chairperson Jo Ann Gryder.
Roll Call
Jo Ann Gryder, Chairperson
Judy Somerlot
Marlys Young
Others Present None
Recognition of Visitors – None
Public Comment – None
Minutes
The March 7, 2013 minutes were approved as read.
Business
Trivia Night
The inability to take credit cards for all trivia night activities and how it might affect the
overall success was discussed. It was decided “cash/checks only” needs to be heavily
publicized. Jo Ann added that credit cards could not be used for the cash bar as
Cobblestone will not be bringing a credit card machine. The Cobblestone contact person
(Carol) is checking on the liquor requirements with the City. They will be donating some
type of food and River City Roasters will also provide food. The committee will arrange
for soft drinks.
Nine persons have committed to bringing snacks and there will be a sign-up sheet for
items. Items are to be brought Saturday morning, April 13th.
Jo Ann discussed the 50-50 raffle and said there is a $10 license application that is
required if the raffle amount is over $500. This money must be kept separate and
accounted for. Bob Allen will be asked to monitor the raffle.
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Judy has ordered the trivia books to be used as door prizes along with other door prizes
already provided. Marlys provided pencils for use at the event and Judy reported that
Mariann Manthei will be the auction monitor to answer questions etc. Jo Ann will ask a
friend to tally the scores on the bulletin board and she will serve as a troubleshooter.
Marlys will be a runner. Jo Ann will send an email to Board members requesting
assistance at the event. A sample team scoresheet was provided by Jo Ann.
There was a brief discussion regarding the recent newspaper article about the Library that
presented statistics on the number of employees, cleaning staff, etc. Judy drafted a letter
addressing some of these issues and providing corrected information.
Judy drafted a donation sheet for the auction items. She will also compose another press
release including a list of the some of the silent auction items and will have it ready for
the March 21st paper. Among those items already donated are from Jimmy John’s and
Countryside Vet Clinic. All items will be recorded at the time of receipt. Donations
must be acknowledged in writing with the value of the item and the donor’s
name/company name on the letter. This thank you letter should be sent the week
following the trivia night. Judy will review the sample acknowledgement letter she has.
It was noted there were 72 letters sent soliciting donated items.
Marlys will check with Michelle to see if the Library has 10” plates, napkins, cups,
stirrers, coffee, cream & sugar.
Coolers and the refrigerator will be needed for soft drinks. It was decided that all food
should be set up in the historic room rather than into the kitchenette/hallway. The outer
perimeter bookshelf space can be used for auction items.
The committee discussed various sample trivia questions. 50% of the questions should
be easily answered to encourage team members. Tie-breaker questions are needed.
April 6th will be the deadline for auction item donation.
Committee will meet again on Tuesday, March 26, 6pm in the historic room.
Assignments for next meeting:
Barb: movies & sports categories (if she is able)
Jo Ann: Music/landmark trivia questions, email to Trustees requesting assistance
Judy: draft press release (emphasis on cash/check payment), firm up snack donations &
deadline reminder for silent auction items
Marlys: check on plates, etc. with Michelle, at next meeting, check quantity of end roll
paper (for tallying scores)
All: sink or float category, current event questions
The committee will meet again on Tuesday, March 12 at 6pm. Adjourned at 6:58pm.
Minutes by Marlys Young