Adhoc 50th Anniversary Packet 2007 04-30-07 ,`�eo,® Cl
O United City of Yorkville
800 Game Farm Road
EST. \c � 1636
`� _ _ Yorkville, Illinois 60560
0 h i� � � Telephone: 630-553 -4350
Fax : 630. 553 -7575
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AGENDA
COMMUNITY AID-HOC 50`x' ANNIVERSARY PLANNING COMMITTEE
Monday, April 30, 2007
7:00 P.M.
City Conference Room
1 . Approval/Correction of Minutes : March 19, 2007
2 . Committee Updates
a. 50 Years of Volunteering - Community Appreciation Day
b . Music Under the Stars 50"' Celebration
c. July 4 - Float Committee
d. July 4 - Procession and Ice Cream Social
e. Sept. 2 - Time Capsule Ceremony - Distribution of Envelopes
3 . 50`h Anniversary Promotion Update
4. Additional Business
5 . Discussion of Meeting Dates
DRAFT
AGENDA
COMMUNITY AD-HOC 50`x' ANNIVERSARY PLANNING COMMITTEE
Monday, March 19, 2007
7:00 p.m.
City Conference Room
Present:
City Staff
Glory Spies. Community Relations Director
Others
Bobbi Burgstone Stephanie Allen
Cecelia Sanders Madonna Bialek
Jill Harker
1 . Minutes were reviewed and correction of spelling of Jill's name noted, then approved
2. Committee Updates
Founding Fathers Celebration on April 9 —
Iill noted all the frames are done, Glory has 23 photos. Stephanie McCue has more photos and
Kathy Farren will do the captions.
There is a need to call those who haven't responded. Glory will e-mail the list to Madonna who
will try to get phone numbrers and do the calling.
Jill will take care of ordering cake and water.
Glory said the Proclamation is done, She will need help the day of, and on the Friday prior to put
up the photos (it was then noted that this would be Good Friday and the offices would be closed, so
help will be needed on Thursday the 5a'. Centerpieces should be ordered. Cele will order them,
Bobbi said the Chamber would cover the cost. They should be gold and white with 50a'
designation.
Glory was concerned that Stacy had said at the first meeting that should would do the flyer,
acknowledging sponsors, but she hasn't heard from her. Stephanie Allen said she could do the
flyer.
Volunteer Recognition — Cecelia noted that contacts have been made for the Yorkville Women's
Club, Junior Women's Club, Fire Department, Boy & Girl Scouts, 4-H, Lions Club, American
Legion, Masonic Lodge and still need a name and address for the Order of the Eastern Star.
Music Under the Stars — all work has been done.
Bobbi reported they went to the business in Ottawa and ordered the float. It will have benches for
those who will be riding — seating 9. It is 16' x 8 ' and they do all the work. There was discusson on
give-aways/hand outs. It was decided on red, white and blue pencils (ordered from Oriental
Trading with gold print of `United City of Yorkville 50`h Anniversary' , and small white bags with
the 50`h logo on them in red.
July 4`h — Procession and Ice Cream Social — Cecelia got a commitment from Meadowvale that
they will contact their suppliers to get ice cream. There was discussion on cones vs Dixie cups and
the Dixie cup option will be requested. Glory will let Scott and Tim know we will need recycle
bins. Cecelia will check on coolers or whether Meadowvale will provide a refrigerated truck, The
Optimists will hand out the ice cream. It was suggested by Cecelia that at the Park, there be barriers
put up like the end of a race so a `fiamel ' is made to have the people walk through with tables of
ice cream set up on either side to hand out the ice cream to prevent a rush to the front if tables are
just set up in one area.
The Mayor is in charge of getting the permission for closing Rt. 47. Kathy Farren will do articles
for each event.
Time Capsule — UPS has committed to donating the envelopes and 5000 of them are sitting in the
garage of one of their employees in Yorkville. They are waterproof: There was discussion on what
kind of label/stamp could be used as on the waterproof envelopes a stamp may smear or run.
Stephanie also mentioned if there was a need for any kind of preservation — gel crystals to absorb
water? — Bobbi will talk to Phil Nelson to see what was done in previous years and what kind of
preservation might be needed. Stephanie will draft an instructional letter for the Mayor's approval.
Glory will talk to the UPS man about getting a sample and whether a sticker or ink stamp would
work.
3 Glory will work on the PR for the newspapers. We are not seeking sponsorships, but will
acknowledge all those who donate cash or `in-kind. '
4 There being no additional business, meeting was adjourned,
Next meeting will be Monday, April 30, 2007, at 7:00 p.m. at City Conference Room.
Meeting adjourned at 7:50 pm.
Respectfully submitted
Cecelia Sanders