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AD HOC Senior Facility 2005 08-01-05 Page 1 of 2 APPROVED AS CORRECTED 8/29/05 SENIOR FACILITY AD-HOC COMMITTEE Monday, August 1,2005 4:00 P.M. City Conference Room Present Mayor Art Prochaska Rita Murphy Alderwoman Rose Spears Identa Austin, Senior Services Association Madonna Bialek, Alzheimer's Assn. Bette Schrenholtz, Senior Services Association Kay Hatcher, Kendall County Joanne Behrens, Salvation Army Tom Zerante Max Malone The meeting was called to order at 4:00 by Mayor Art Prochaska. 1. Minutes for Approval/Correction: May 2, 2005—The minutes were approved. 2. Update Regarding Senior Services Location and Castle Bank Changes for Recreation Department—Harold Oliver offered the use of the Castle Bank Building. The Recreation Department will use the upstairs while the downstairs is being renovated, and then they will be able to use the downstairs for the Recreational Programs. There will be a Community Room—The Perkins Room. Castle Bank will move out Labor Day Weekend. The Blood Drive will still be in this building, but it is thought the Senior Services will be able to operate when the Blood Drive is happening. 3. Joint Fund raiser—Polka Party - Madonna Bialek passed out fliers. The PNA has said since they are also a Not for Profit Group, they are not able to donate any money, but they are willing to advertise. There are some businesses that are willing to donate items for a raffle or door prize. Madonna Bialek asked if the Beecher Building would be available to set up on Saturday. Mayor Prochaska said she would have to ask the staff. Madonna Bialek wondered if the Senior Groups would be interested in donating items for the Bake Sale and if they bring something, that it could be on a plate, already wrapped for sale. Channels 2, 5, 7, and CLTV will do free advertising. Madonna Bialek will get in touch with WSPY and some other channels to see if they will also advertise. Upper Crust will not be providing Napkins, plates and silverware in the price they quoted for the food, however, they will be able to supply those for approximately $0.25 per person. It was agreed that this was a reasonable amount, and Upper Crust should be told it is wished they would add this into the cost and provide the tableware. The menu will be Polish Sausage, Sauerkraut, Pork Loin, Potato Salad, and Pasta Salad. Upper Crust would like to be guaranteed that 200 people would be served, however if the actual number is just a few under,they are willing to be flexible. Chief Martin will be putting up the Police signs at the intersections of Rt. 34 and Game Farm Road, and Rt. 47 and Somonauk Street. Page 2 of 2 Madonna Bialek wondered if the committee wanted to sell tickets at the door, or if they should all be sold beforehand. She has a total of 204 tickets, and has 26 people interested in purchasing them. Jenny Leifheit donated 40 flags for the Patriots Walk. Mayor Prochaska pointed out that other nationalities such as Germans and Norwegians also like sausage and Polkas, and does not want them to stay home because it was publicized as a Polish event. Alderwoman Spears suggested asking Jewel and Dominick's if they would be willing to donate beverages for the event. There was some discussion, and it was thought it would be better not to have cans of soda,that coffee, lemonade, tea and water would be sufficient. There was some discussion about what the price of the meal should be. It was thought that the meal should include a beverage and a dessert, but if the people would like extra beverages or desserts, or if they do not want a meal, they would be able to purchase beverages and desserts separately. It was decided that the price of the meal should be $7.00. There will be a raffle, and a roll of tickets would be cheaper than purchasing decks of cards. There was discussion about a silent auction. It would involve another person to acquire the items to be auctioned, and the Polka is being held on September 11`n Maybe it is inappropriate to have too much fund raising on this day. If a silent auction is to be held, the items should be patriotic in nature. The wording for what is done with the extra dollars on the flier should read something like: Any surplus funds will be used for Senior Programs. 4. Draft of Senior Agreement—There were some corrections to the Boiler Plate version of the lease. Senior Services Association should be Senior Services Associates, Inc. In the third paragraph the blank should be filled to read 23 years. In the fourth paragraph the blank should be filled in to read 5 years. On page 2, #2 some should be changed to sum. #3 the Main Room should be called the Perkins Room. The availability of days and hours should be all days and hours available unless otherwise prearranged. #5 should be 5 years instead of 12 months. This will go to Senior Services and Salvation Army Golden Diners for approval and come back next month to Senior Ad-Hoc. a. City Approval Process b. Senior Services Approval Process c. Salvation Army Approval Process 5. Additional Business—Madonna Bialek just wanted to say she does have tickets if anyone needs them,just contact her. Mayor Prochaska passed out a draft of a Policy to be set for fund raisers held by the Senior Ad-Hoc Committee, and how the funds will be disbursed. This will come back to Senior Ad-Hoc. 6. Set neat meeting date. The next meeting will be August 29`n at 4:00 pm. The meeting was adjourned at 4:52 pm. Minutes submitted by Laura Leppert.