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Adhoc 50th Anniversary Packet 2007 02-26-07 United City of Yorkville 800 Game Farm Road i EST. '�,e l � 1836 Yorkville Illinois 60560 t ' _ Telephone: 630-553-4350 Fax: 630-553 -7575 AGENDA COMMUNITY AD-HOC 50`h ANNIVERSARY PLANNING COMMITTEE Monday, February 26, 2007 7:00 P.M. City Conference Room 1 . Approval/Correction of Minutes: February 5, 2007 2, Committee Updates 3 . Discussion of Sponsorships 4. Budget 5 . 501h Anniversary Promotion Update 6. Additional Business 7 . Discussion of Meeting Dates DRAFT AGENDA COMMUNITY AD-HOC 50` ' ANNIVERSARY PLANNING COMMITTEE Monday, February 5, 2007 7:00 p.m. City Conference Room Present: City Staff Art Prochaska, Mayor Scott Sleezer, Public Works Glory Spies. Community Relations Director Tim Evans, Yorkville Park District Others Jeff Grezlik Stephanie Allen Cecelia Sanders Stephanie McCue Tom Zerante Kathy Farren Johanna Byram Nicole Fleehart I . Introductions were made 2. & 3 The Mayor discussed the events and , April 9 — Kathy has started a mailing list of former Mayors and Aldermen. She would like approval of the letter before it is sent. Glory said to e-mail it to her. It was suggested to put in an RSVP by March 9 to make sure that plaques/certificates can be ordered and made up in time. Scott will find out the timeline for the brown signs. We are only going to honor the original `founding fathers ' in this manner. Glory said there will be ` light' refreshments — this needs to be discussed and a budget or donation list made up. Someone mentioned that Ron Clark said that the Groner family has a DVD of old family movies of Yorkville from the 20's and 30' s. It was suggested to ask if this could be used on April 9`h, and to see if anyone knows who else may have old movies. This would be `word-of-mouth' only, not publicized or we would be inundated with movies that would have to be gone through. Scott will work on getting a laptop to show the DVD. Glory stated she needed help with mounting the old photos for hanging. Stephanie McCue said she could do that at home. Scott said they have foam board that can be used. May - Volunteer Appreciation Day — "50 Years of Volunteering." There will also be the Awards given that day for Outstanding Volunteers, It was suggested that the Jay Cees and Women's Clubs should be contacted to see what projects they have worked on over the years (possibly they have old home movies of the projects, too. Other groups to include, the American Legion, Scouts, Fire Dept., etc. June — Music Under the Stars with the Big Band at Riverfront Park.. The contract for the Big Band was brought in. The CPA will serve food. Things for this date are `good to go. ' July — Float in the July 4th Parade. The Mayor has talked to the Police and Fire Depts. Usually the events in the park are over by 1 :30 p.m. The plan is to close Rt 47 for about 15 minutes to get the people from the Park across the street and into the northbound lanes — then the southbound lanes can be used for 2-way traffic until the people have moved to the Riverfront Park. The plan is to have an Ice Cream Social at Riverfront Park. The Senior Services vans can be used to shuttle those who cannot walk the distance. Kathy will call Steve Steinwart at Meadovale about donating ice cream. Scott will work with Public Works on getting barriers and signs at Rt 34 & 47 and at Rt 126 about the closing of the highway and detour route. He will also work with the Police Dept. on this. It was suggested to decorate the bridge. Johanna suggested school groups who do this for Homecoming and other events. The Park District is going to offer a class in Float Building. This could be done in conjunction with making the float for the 4`h. It was suggested to contact the Character Counts group at the High School to possibly help with this. It was suggested that Glory contact CBS and the other Chicago tv media about our event to see if we can get some coverage. August/September — Hometown Days celebration, Phil Nelson has donated a vault to be used as the Time Capsule. It will tentatively be put in front of the Beecher Center, with a marker, Scott will check on whether a stone or bronze marker would be better, and get some costs. 9 x 12 envelopes will be gotten (donated or bought) for schools and families to place their mementos, essays, photos, etc. in. Instructions as to what can and cannot be placed in the envelopes will be included. Kathy will try to find the instructions that were used for the Bicentennial time capsule. It was suggested to have booths at all 50'h Anniversary events to hand out envelopes to all who want them. It was also suggested to find out how many envelopes the vault will hold. Stephanie will check on the website on preserving things in time capsules. 4 Sponsorships were discussed. The Mayor and Glory both felt that local merchants are approached for many items. We need to have a complete list of costs before money or items are solicited. The Mayor will contact FedEx and UPS to see if they would donate envelopes. He will check with PostNet to see who to contact. Next meeting will be Monday, February 26, 2007, at 7:00 p.m. at City Conference Room. Bring possible costs of items related to the various committees/dates. Meeting adjourned at 7: 55 pm. Respectfully submitted Cecelia Sanders