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HomeMy WebLinkAbout2003 150th Commemoration • L J 1154-2004 150 YEARS Agenda 150th Commemoration Corn ission December 17, 2003, at 5:00 ..m. 2nd Floor Conference Roo 1. Call to Order 2. Roll Call 3. Approval of Minutes 4. Review of Summary for City Council 5. Meetings Review: a. Symphony b. Media c. Parade d. City Hall staff e. Fountain 6. Reports a. Fund Raising/budget b. Promotional items c. volunteers/committee set-up d. publicity/ speakers 7. Other a. January 14th City Council 150th kick-off recei.tion 8. 6:55 Adjournment to City Council Chambers for .resentation Next Meeting: January 15, 2004 I 150th Celebration Commi'sion December 17, 2003 MINUTES 1. Call to Order. The meeting of the 150th Commemoratio Commission was called to order at 5:10 p.m. in the 2nd Floor Conference Room by Ms. Fox. 2. Roll Call. Members Present: Karen Fox, Cherie Murphy, Mike Alft Mary Camacho, Betsy Couture, Kathleen Turnquist, Stuart Wasilowski, and Linda Rock, I x-Officio Member Members Absent: Aloune Khotisene, Ron O'Neal, Susan Moylan, Kimberly Bless, Ex-Officio Member,Norma Miess, Ex-Officio Member, and Leo Ne son, Ex-Officio Member Others Present: David Powers, of the Outside Exhibition Group, Ina Dews, and Dick Grieger, Chairman of the Cultural Arts Commission 3. Approval of Minutes. The minutes of the 150th Comme oration Commission from November 20, 2003 were approved unanimously. 4. Guest Presenters a. Dick Grieger, Cultural Art Commission. Mr. Grieter introduced himself and stated that the Cultural Art Commission would like to be involved in the 150th Celebration. His Commission would like to create a video or public presentation that captures the diverse stories of Elgin residents. He stated that he is looking for support and ideas from the 150th Commission. Ms. Turnquist commented that this pro ect would be educational for children and people in nursing homes. The 150th Commission agreed to support the idea. Ms. Murphy gave Mr. Grieger a Participant Profile Reque.t form to fill out. b. David Powers, Outside Exhibition Group. Mr. Po ers introduced himself to the Commission. He stated that the Rib Fest has been a s ccessful event in past years. He wanted the Commission to be aware that it is planned for Memorial weekend in May 2004. He stated the Outdoor Exhibition Group would like t e Rib Fest to be included with the official 150th Celebration activities. Ms. Fox suggested that Mr. Powers fill out a Participant Profile Request form. A community cale dar will be put together and the Rib Fest will be included. c. Ina Dews. Ms. Dews came before the Commission to give them an update. The quilt show is still being planned for March, 2004, and the Elgin •uilt idea is still being worked on. 5. Review of Summary for City Council. Ms. Fox passed out a two page sheet summarizing the Commission's accomplishments and progress. She point-d out some highlights and key dates. She stated that she will be speaking before the City Coun it later in the evening and will be referring to accomplishments listed on the sheet. She also stated that she would like the Commission to meet on January 14th, 2004 for the next City Council meeting. The 150th Commission will host a small reception before the meeti g starts. .1 6. Meeting Review a. Symphony. Ms. Murphy shared that the Elgin Sympl ony Orchestra will be showing a short video highlighting Elgin at the January 2-4th pe formances. Mayor Schock is scheduled to address the audience and the orchestra ill play an arrangement of the hymn "Elgin." Mr. Wasilowski suggested that the Commis.ion raffle off season tickets or draw a seat number to win tickets. Ms. Murphy will look in'• the idea. It was also suggested that the corporate sponsors' names be put in the video. Is. Murphy will look into this idea as well. b. Media. Ms. Fox stated that the Commission has beei in contact with the Daily Herald and plans to be in contact with the Courier News. c. 4th of July Parade and Events. Ms. Couture inform-d the Commission that the parade route will begin on Slade Avenue. The parade will st. at 10 a. m. and the people will be invited to come downtown after the parade. The Tas le of Elgin will be held at Walton Island and a fireworks show over the river is being re.earched. d. City Hall Staff. Ms. Murphy gave an update on the plans for the City Hall Open House which is scheduled for February 28th. She reported t at the City departments are planning activities and displays. City Hall, the Centre, Police II epartment, Fire Station on Big Timber, and Public Works building will be open. Tr•lleys and possibly a Pace Trolley will take the public between buildings. e. Commemorative Fountain. Ms. Fox and Ms. Murp y met with the Mayor, City Manager, and other city staff along with Paul Bednar and Charl-s Burnidge to discuss the fountain. She reported that they reviewed the original plans fro ten years ago. New ideas and features are being considered. The fountain is not expected to be up by July. Instead, the plans for the fountain or a groundbreaking ceremony $re alternatives for July. 7. Reports a. Fund Raising/Budget. Ms. Fox reported that three corporate sponsors have agreed to donate $10,000 each. A fourth unnamed sponsor wil come forward after two more sponsors are found. She will announce the three nam-d corporate sponsors at the City Council meeting. b. Sock Hop Update. Ms. Murphy reported that 105.5 'he Star radio station will sponsor the Sock Hop on February 28, 2004. The radio station w 11 provide the host, Jeff James, and give the City 70 live and recorded promotional spots. The promos will run from February 15th through February 28th. For an additional $1,492 he Star will run 25 extra commercials. Ms. Murphy would like the Commission to decide if they would like to purchase the extra commercials. After discussion, Mi. Wasilowski made the motion to accept the 105.5 host and promo package without the additional 25 commercials. The motion was seconded by Mr. Alft. The motion passed unanimously. c. Promotional items. Ms. Murphy brought in samples of the 150th Commemorative sweatshirts that are for sale. The sweatshirts will be . ailable at City Hall and can be purchased for$25 and $30. She would like several Commission members to wear the sweatshirts to the City Council meeting. d. Volunteers/Committee Set-Up. Ms. Couture stated :I at she knew of another person that was interested in volunteering. e. Publicity/Speakers. Ms. Murphy presented the idea •f a direct mailer that would be distributed to every house in Elgin. The mailer would have the information and times of the City of Elgin Open House on February 28, 2004. I he mailer would cost the commission $3,173. The corporate sponsors would b: listed on the mailer. Mr. Wasilowski agreed with the need for the direct mailer. Mr. Wasilowski made a motion to approve the cost for a direct mailer that would be dist *buted to all of the households in Elgin. The motion was seconded by Ms. Turnquist. The motion was approved unanimously. 8. Other a. January 14th City Council 150th Kick-Off Receptio . The Commission will meet before the next City Council meeting, scheduled for January 14th, to host a reception. The reception will kick-off the year's events with cookies :nd balloons. The Commission will also announce more activities at the City Council mee ing. b. An Elgin Almanac. Mr. Alft updated the Commissio on the status of his book. He stated that he condensed his book by 2/3rds. He suggested looking into alternative ways to publish the book to save on costs. The Commission a:reed that the book should be a quality hardcover book. He is still revising a small p•rtion of the book, but the majority has been typed and saved on disk. 9. Adjournment. The motion to adjourn was made by Mr. asilowski. The motion was seconded by Ms. Turnquist. The motion passed unanimously. The meeting of the 150th Commemoration Commission was adjo rned at 6:45 p.m. to City Council Chambers for the presentation. City Council Presentation. The 150th Commission was the first item on the City Council agenda. Ms. Fox and Ms. Murphy addressed the Council members while he rest of the Commission stood up with them. Ms. Fox and Ms. Murphy stated the progress the Co omission has made and the activities and events that are being planned. The 150th Commemorative s eatshirts were worn by members and pointed out to the Council. Ms. Fox stated that the 150th Commi•sion will return to the next City Council meeting to further update the Council. Respectfully Submitted, ?th24-Thsi Sally Rasmussen Administrative Secretary Planning &Neighborhood Services Department Approved: January 15, 2004 " fr 18,1 zona 150 YEARS Agenda 150th Commemoration Co ission November 20, 2003, at 5:00 p.m. Executive Conference Room, T e Centre 1. Call to Order 2. Roll Call 3. Approval of Minutes 4. Events and Projects updates a. Fountain update b. Bulb planting c. Elgin Area Convention&Visitor's Bureau, I ov. 18 d. Commission Tasks: November 20-January I e. City of Elgin Plans for Feb. 28 f. Fourth of July Parade g. Calendar/website deadlines 5. Reports a. Promotions/Procedures b. Fundraising/budget &finance c. Volunteers d. Communications with City Council e. publicity/ speakers 6. Other 7. Adjournment Next Meeting: December 18, Executive Conference •oom, The Centre, 5 p.m. 1'1 - 3 150th Celebration Commi'sion November 20, 2003 MINUTES I. Call to Order. The meeting of the 150th Commemoratio i Commission was called to order at 5:08 p.m. in the Executive Conference Room of the Cent e by Ms. Fox. II. Roll Call. Members Present: Karen Fox, Cherie Murphy, Mike Alft, Mary Camacho, Betsy Couture, Kathleen Turnquist, Stuart Wasilowski, Ron O'Neal, Sus; Moylan, and Norma Miess, Ex- Officio Member Members Absent: Aloune Khotisene, Kimberly Bless, Ex Officio Member, Linda Rock, Ex- Officio Member, and Leo Nelson, Ex-Officio Member Others Present: Jayne McGrath, representing Kimberly B ess and EACVB and David Dorgan, City Manager III. Approval of Minutes. Motion made by Mr. Wasilowski to approve the minutes of the 150th Commemoration Commission from October 30, 2003. The motion was seconded by Ms. Moylan. The motion passed unanimously. IV. Events and Projects Updates A. Fountain Update. Ms. Fox passed out a draft letter a.dressed to the Mayor and City Council. The purpose of the letter is for the Commiss on to officially inform the Mayor and City Council that they voted in favor of dedicating $1 .0,000 toward construction of a fountain. Ms. Fox read aloud the letter and opened us the floor for comment and discussion. The Commission discussed the letter and •ecided to amend one sentence to add "Downtown Neighborhood Association." Mr. Dorg. indicated that city staff would lead the search for a fountain design. Mr. Wasilowski mas e a motion for Ms. Fox to send the letter on behalf of the Commission as amended. The motion was seconded by Ms. Couture. The motion was unanimously approved. B. Bulb Planting Project. Ms. Murphy described the h ge success of the planting project. A thank you letter from the 150th Commemoration Corn ission is scheduled to run in the newspaper. A copy of the letter was passed out to eac member. Ms. Murphy suggested an event be held in March when the flowers are in bloom She also suggested putting Home Depot's name on banners to recognize their donation. Ms. Murphy was asked to send an email of the letter to all the city employees that partici.ated from the Parks and Recreation Department. C. Elgin Area Convention and Visitor's Bureau, Nov. 18th. Ms. McGrath passed around a lithograph of"Elgin at Dusk,"by Tom Lynch. She d:scribed the successful sale of the lithographs. The unveiling reception was well attend:d and the participating restaurants were excited to be a part of the evening. D. Commission Tasks: November 20-January 1st. M.. Fox highlighted significant dates between November, 2003 and March, 2004. Mr. Alft is scheduled to speak on December 4th at the Elgin Heritage Plaque Awards Program. Citi Council will be meeting on December 17th. The Commission decided to change t eir next meeting to December 17th at 5 p.m. at the 2nd Floor Conference Room. The Co ssion will then attend the City Council meeting. E. City of Elgin Plans for Feb. 28th. Ms. Murphy desc 1ped the activities that the city departments will be having at the Open House. She entioned the possibility of docents from the Leadership Academy or scouts. She also described the idea of a cut out ballot in the Daily Herald to vote for the favorite thing about lgin. Ms. Murphy would like to have trolleys transport the public between the city building.. Ms. Couture volunteered to research the cost of trolleys. F. 4th of July Parade and Events. Ms. Miess briefly st.ted that the parade committee has been meeting regularly and is working on a parade ro I te. They also are working on promotion and entertainment for the parade. She said to let her know if there is a specific entertainment the Commission would like to book for the day. G. Calendar/website deadlines. The City of Elgin website will have 150th Celebration information and a calendar of events. The 150th logos will be available on disk. V. Reports A. Promotions/Procedures. 1. Promotions. Ms. Murphy passed out a handout li.ting fundraising items and giveaways. An additional handout was passed ar•und with information on memorabilia watches and other items. The Chamber Dinner will have an auction at which a commemorative license plate could be sold. She confirmed that 500 license plates were ordered, and they will be numbered one through fi e hundred. An order form for the license plates will be created. There was a discussion on holding certain numbers aside to use for special auctions or giveaways. Mr. 0' eal made a motion to sell the commemorative license plates at $25 a piece and t• set aside license plates numbered; 1-25, 50, 75, 100, 150, 200, 250, and 500. The motion was seconded by Mr. Wasilowski. The motion was approved unanimously. 2. Procedures. Ms. Moylan passed out a draft of the Participant Profile Request form. This form will be used by persons or groups inter:sted in using the 150th logo. She opened up the floor for comment and discussion. he Commission discussed wording on certain questions as well as adding a small par.graph describing the reason for the form. Ms. Moylan will make changes to the form based on the suggestions. B. Fundraising/Budget and Finance. Ms. Fox describ:d a concept to raise money from key corporate sponsors. Each key sponsor would be aske• to donate $10,000. In return, the sponsor would get free publicity and recognition at all of the 150th Commission events for the entire year. Ms. Fox is working on a list of potent al sponsors. Ms. Turnquist made a motion to approve the concept of a sponsorship packa•e. The motion was seconded by Ms. Couture. The motion was unanimously approved. C. Volunteers. The Commission discussed the need for olunteers. It was determined that the events must be determined before volunteers can be r:cruited. D. Communications with City Council. The Commiss on had determined that they will be attending the next City Council meeting scheduled fo December 17, 2003. A calendar of 150th events will be presented in January. E. Publicity/Speakers. Ms. Murphy passed out a hando t of a draft of a PowerPoint presentation. She gave several examples of where ant how the presentation may be used. She encouraged the members to use the information the PowerPoint presentation when speaking to groups or people about the 150th Celebrat'on. VI. Other. Authority for Purchases. The Commission discusses the possibility of Ms. Murphy needing to order items before the next meeting. Mr. Ii'Neal made a motion to give Ms. Murphy, until the next meeting, the authority to make decisions to purchase or order necessary items up to the amount of$5,000. The motion was seconded by Ms. Turnquist. The motion unanimously passed. All Commission members will be notified of any pur I ases or orders via email. VII. Adjournment. The motion to adjourn was made by Mr. • lft. The motion was seconded by Ms. Couture. The motion passed unanimously. The meeting of the 150th Commemoration Commission was adjo rned at 6:56 p.m. Respectfully Submitted, �l 12t Sally Rasmussen Administrative Secretary Planning &Neighborhood Services Department Approved on: December 17, 2003 150th Celebration Commi ssion October 30, 2003 MINUTES I. Call to Order. The meeting of the 150th Commemoration Commission was called to order at 4:45pm in the East Conference Room by Ms. Fox. II. Attendance, Roll Call and Approval of Minutes Members Present: Karen Fox, Cherie Murphy, Mike Alft, M.ry Camacho, Betsy Couture, Aloune Khotisene, Stuart Wasilowski, Ron O'Neal, Susan Moylan, a d Norma Miess, Ex-Officio Member Members Absent: Kathleen Turnquist, Kimberly Bless, Ex-Or ficio Member, Linda Rock, Ex- Officio Member, and Leo Nelson, Ex-Officio Member Others Present: RuthAnne Hall, city staff, Gil Feliciano, city .taff, Ina Dews, and Jayne McGrath, representing Kim Bless Approval of Minutes. A motion was made by Mr. Wasilow•.ki to approve the minutes of the 150th Commemoration Commission from October 2, 2003 with on: correction. The motion was seconded by Ms. Moylan. The motion passed unanimously. III. Review of Tasks A. Documenting Special Events/ Calendar for 2004. Ms. ox stated that the committee should plan major events and brainstorm how other groups could be involved with activities throughout the year. The major events include; February ►gth� 4th of July, and the fountain. Ms. Murphy passed out a 2004 calendar which listed eve is that are currently scheduled. Ms. Fox clarified the budget for the Commission. The $1.0,000 is designated for a capital project and the $50,000 is to be used by the 150th Commi•sion. Ms. Murphy stated that someone should be designated to watch the budget. Ms. 'ox suggested that the members that volunteer for promotion come up with a form that groups sr organizations could fill out when requesting money. Mr. Wasilowski stated that the treasur-r of the group should act as a liaison between the Commission and city staff. Ms. Moylan stat:d that the Commission should set up criteria and policy for the distribution. Ms. Fox stated th. part of the $50,000 is already being used for the printing of Mr. Alft's books, T-shirts, and bu bs. Mr. Wasilowski stated that the money given and raised for the 150th Celebration Commi•sion should be used to make the next year memorable. B. Identifying Volunteers. Ms. Fox explained the partially plank lists that were hanging from the wall. Each paper had a category for which the members ere asked to volunteer. The categories included: Publications, Volunteer Recruitment, Special Events, Promotions and Fundraising. She stated that everyone should volunteer for a job by the time they leave the meeting. She also asked the members to think of other p ople that may be willing to volunteer to help plan activities. IV. Update Related Activities A. Meeting with the Daily Herald. Ms. Fox stated that she . d city staff had met with Jim Baumann from the Daily Herald. She reported that the Dh ily Herald is interested in promoting the 150th and possibly a supplement. She also stated that he Commission should decide what it would like the Courier News and Daily Herald to cover. B. Chamber Annual Dinner. Ms. Murphy stated that the Chamber Annual Dinner is currently being planned the week of February 28th. The Chamber i., deciding if the theme of the dinner will be the 150th Celebration or if they will change the da e to be on Saturday, February 28th The Chamber has not decided which it will do. Ms. Mu shy also stated that the Chamber may want to host a costume ball or formal event that the busin ss community will attend. It was stated that the Chamber Dinner and ball should not comp:to with each other. Ms. Moylan suggested that the Commission do something special to honor those businesses that have been in Elgin for 50 years or more. C. Commemorative Fountain. Ms. Fox stated that accordi g to Council records from 1994, the "guts"to the fountain are still there. The structural pipes ere laid at Fountain Square Plaza but never finished due to political reasons related to the ri erboat and the new road. Charles Burnidge and Paul Bednar will be working to design the ew fountain for the 150th. The fountain has already been approved by City Council. Th: Commission's role is only to support, fundraise, and finance the construction of the fo tain. The Commission is not being asked to create a design. That will be left up to professio l als and city staff. The Commission will need to create a report for the City Council at a later o ate. Ms. Moylan stated that the $150,000 should be used for the fountain and the Commi•sion should fundraise for the benches, bricks, and landscaping which are additional costs to its construction. Ms. Fox stated that the designer will have the opportunity of fundraising in mind. Ms. Murphy mentioned that the farmers in the area never get asked to help with fundraisi g and the Commission may want to include them. Ms. Moylan stated that she liked the fact t at the city went back to Paul Bednar to design this fountain. It will be unique to Elgin. Ms. M Grath stated that she would like to see the fountain be a spectacular water feature with color : d height. Mr. Alft would like to see the fountain have engraved pictures on each side which r:flect Elgin's history. Ms. Fox stated that the Commission will be able to make recommendatio s. She also stated that the fountain is currently being designed and there will be more to repo by the November 20th meeting. V. Other A. Bulb Planting Project. Ms. Murphy stated that the plant ng day is scheduled next week. She sent letters to schools and the community and received co formation from over 100 volunteers. She is expecting more volunteers to show up Friday. The Parks Department staff will supervise the event. Home Depot gave a cash donation in which the city used to buy daffodil bulbs to plant along Kimball Street. The Parks Department purch.sed more bulbs that will be planted on Walton Island. She invited all those present at the meting to come and help plant on November 7th B. T-Shirts for Volunteers. Ms. Murphy stated that she ha• already ordered T-shirts for the bulb planting volunteers. She ordered 125 shirts which cost a 'otal of$481. She requested approval from the Commission to use 150th Commission funds to ever the cost of the shirts. Ms. Moylan made a motion to approve the purchase of the T- hirts. The motion was seconded by Mr. Wasilowski. The motion passed unanimously. C. Commemorative License Plates. Ms. Murphy stated th.t the license plates will cost the Commission $10 each. In the previous meeting, the Corn ission voted to order 150 commemorative license plates. She stated that upon spe. ing with Mr. David Dorgan, Elgin City Manager, he suggested that the Commission conside ordering more. The license plates can be displayed on a vehicle as a valid license plate for o ly 60 days. The expiration date is July 3, 2004. The people who purchase the license plate ill have to register and Ms. Murphy thought that the Elgin Police Department would assist wit this. Mr. Wasilowski commented that the Commission should order more since the plates o ly cost $10 each. It is not a big loss if all of them do not sell. Ms. McGrath inquired if orders can be taken before they go on sale. Ms. Fox answered that orders could be taken in advance. Ms. Murphy clarified that she would need to place the full order for the license plates now. Th-y would not be able to print additional plates after the initial order due to the length o time it takes to print them. Mr. Wasilowski made a motion to consider a change in the o *ginal order amount and also made a motion to increase the amount to 500 license plates. The motion was seconded by Ms. Camacho The motion passed unanimously. D. Guest Presentation: Ina Dews. Ms. Dews came before u e Commission to present her idea of creating a 150th Commemorative Quilt. She stated that a s uilt had been made for the 100th Celebration and that it is currently on display at Old Mai . She would like to have people that are renowned for quilting to make this special 150th quilt. She would like to see a design that reflects the correct history of Elgin and hang it on display at Old Main. Ms. Fox stated that the quilt could be endorsed by the Commission and sponsors ould get a square. Ms. McGrath stated that the quilt could hang at the Gail Borden Librar too. Ms. Dews commented that the quilt should be shown at a lot of places but the final resti g place should be Old Main. Ms. Dews shared some dates that Bethesda Community Shurch has planned activities. She handed out flyers for Carousel of Quilts which will featur- African-American quilts and the history of quilting. Ms. Dews also asked if the quilt exhi•it could use the 150th logo and be apart of the 150th Celebration. Ms. Fox stated that the Co ission needs to decide how the logo will be given out. Ms. Moylan volunteered to work •n this topic and report back at the November 20th meeting. Ms. Dews stated that Bethesda 'ewing Circle is already working hard on promotion for the quilting exhibit and is asking only f•r endorsement and support. Ms. McGrath would like to help with the criteria that will foc s the handling of the 150th logo. The Commission will get back to Ms. Dews with an answer at a later date. E. Image Award Nomination. Ms. Moylan pointed out tha the Image Awards are now receiving nominations. She is not able to submit a nomination but ieels that someone should nominate the Daily Herald for the clever 150 things that make Elgi great countdown F. 4th of July Parade and Events. Ms. Miess stated that the parade committee has been meeting and has decided to change the route. The parade will beg n at 11 O'clock in front of Anthony's Jazz Club on Douglas Avenue and end on Grove Avenue. DNA will be meeting to discuss parade promotion packages. DNA would like to have act vities all day long and would like to coordinate events with the 150th Commission. Ms. Murp l y suggested a breakfast prior to the parade. Ms. Miess stated that if the Commission would li e to have certain entertainment stay downtown after the parade to let her know. There was a sl ort discussion on the need to organize sponsorships. G. Mike Alft Books. Mr. Alft gave a brief update on the pr•gress of his books. He stated that he is still typing up pages of the books so that they are legibl . He expects to have the books ready in the next few months. Ms. Rasmussen will be type ng/scanning the manuscripts onto disc. Ms. Murphy inquired if the books would be availab e to sell by February 28`h. Mr. Alft stated that they would be ready by July. Mr. Wasilowski nquired if Mr. Alft had gotten specific figures for printing costs. Mr. Alft stated that the floppy disc could be taken to Riley Graphics or Bill Brown and figured the books would cost less than $5 each. H. February 286 Kick-Off Celebration. Ms. Fox stated th.,t the Commission needs to decide what it would like to do on the 28`h. Ms. Murphy stated t at there will be an open house at City Hall and the Police Department which will be coordinates by city staff. She also stated that it would be nice to have old fashioned ice skating with peo•le in costumes and ice sculpting. Ms. Fox mentioned the idea of a silent auction and sock hop. .he stressed the need to get others involved in the planning of activities. Mr. Wasilowski volunteered to keep track of the Commission's finances and serve as the unofficial treasur-r. Ms. Moylan, Ms. McGrath, and Mr. O'Neil volunteered to work on Promotions (trinket). I s. Miess volunteered to work with Ms. Murphy and city staff on Promotions (P.R. and Endoisement). Ms. Couture volunteered to work on Volunteer Coordination and Special Events. Mr. Alft will be working on Publications. Ms. Miess inquired if there will be a video documentary or the 150th events. Ms. Fox stated that it sounds like a good student project. Ina Dews had mentioned that local churches will be celeb ating Black History Month on Sunday, February 29`h. Ms. Fox thought that someone co ld take on a project to coordinate local church services so that they would all be singing the same song or have the same service on that day. She thought it would be nice that all the chur hes with bells could ring them at the same time. There was a discussion on names of people who will be contacted to possibly help with event planning. A sock hop,ball, and vintage clothing display ere discussed. The Hemmens has already been reserved for the vintage clothing display. It ould not be available for a concert, dance, or ball. Old Elgin High was mentioned as a good location to hold a sock hop. The Youth Leadership Program or a local Sorority was sugges ed as possible groups that may be interested in planning the sock hop. Ms. Miess asked for larification of a sock hop. This led into a discussion of the age group that the sock hop woul• draw. Mr. Khotisene felt that a sock hop would not draw the youth. He stated that the youth ill only come if there is modern dance music. Mr. Khotisene recommended the Centre as . possible location. Mr. Khotisene agreed to help Ms. Miess look into the possibility of a yo th dance. The Wonderland Ballroom was mentioned as a good location to hold a ball. There w:s a discussion as to the purpose of the ball and the effort that is needed to plan one. Mr. Wa•ilowski stated that there would be little planning if the Commission attached a silent auction to the Chamber Dinner. The Commission could fundraise without all the work. Ms. lurphy felt that a committee should be put together to explore the possibility of a ball. Several n Imes were mentioned of people who may be interested in planning a ball. These people will b: contacted and Ms. Murphy will report back on November 20t11 . Ms. Murphy stated that the open house will be the topic o a city staff meeting. A committee will be formed from all the departments to help plan this :vent. She suggested that the trolleys be used to transport people to the different downtown eve ts. Ms. Murphy listed the fundraising events on a piece of paper. The list included: commemorative license plates, banners, silent auction, Mike Alft books, a ball, and yout dance. Ms. Couture suggested that the ice sculptures be placed by the entrance to City Hall l:ading up to the open house. Ms. Miess will be coordinating with DNA events, the Outdoo i Exhibition Group will be asked to research ice sculptures, Park Department will be coordina ing the ice skating rink, and Mr. Khotisene will be looking into the youth dance. The Co ission members will be reporting back at the November 20th meeting. VI. Adjournment. The meeting of the 150th Commemoration Commission was adjourned at 7:15p.m. Respectfully Submitted, ES)ali egikrrIAA-41iV)--- Sally Rasmussen Administrative Secretary Planning&Neighborhood Services Department Approved on: November 20, 2003 , TII �1N_ --- i-rn : 1854-2004 150 YEARS - Agenda 150th Commemoration Co ission October 2, 2003, at 5:00 p m. West Conference Room, The 4 entre 1. Call to Order 2. Roll Call 3. Welcome and Introductions of Ex-Officio member. 4. Approval of Minutes 5. Discussion of future meeting dates 5. Guest presentation : Jane McGrath, EACVB 6. Project discussions and updates: a. Bulb planting project b. Commemorative Fountain c. 4th of July Parade and events d. February 28th kick-off celebration 7. Calendar of events - planning our approach to th• year 8. Adjournment • 150th Celebration Commi sion October 2, 2003 MINUTES 1. Call to Order. The meeting of the 150th Commemoration Commission was called to order at 5:10pm in the East Conference Room by Ms. Fox. Members Present: Karen Fox, Cherie Murphy, Mike Alft, M. y Camacho, Betsy Couture, Aloune Khotisene, Kathleen Turnquist, Stewart Wasilowski, Kimber y Bless, Ex-Officio Member, Norma Miess, Ex-Officio Member, and Linda Rock, Ex-Officio Me iber Members Absent: Ron O'Neal, Susan Moylan, and Leo Nelson, Ex-Officio Member Others Present: Sean Stegall, Assistant City Manager, Jayne cGrath, EACVB 2. Welcome and Introductions of Ex-Officio members. Each of the members introduced themselves and stated where they work. Mr. Stegall introdu'ed himself and stated he was an observer to the meeting with an interest in the budget of the II ommission. Ms. McGrath introduced herself and stated she was invited to speak to the Commissio about projects and events that tie-in to the 150th Celebration activities. Ms. Fox stated that the Ex Officio members were able to do everything regular members could do except vote on items. Ms. Fox stated that there needed to be more items added o the Agenda. She felt the need to include a section for budget discussion, newspaper participation, and a section for other items. Mr. Wasilowski agreed that a section should be added for the bud.et. A section for the Budget will be added to the Agenda after item number 5, Discussion of futur- meeting dates. A section for Other items will be added after item number 6, Guest Presentation. A section for Press Release and Participation will be added after item number 7, Other. 3. Approval of Minutes. Motion made by Mr. Wasilowski to ,pprove the minutes of the 150th Commemoration Commission from September 17, 2003. The motion was seconded by Ms. Turnquist. The motion passed unanimously. 4. Discussion of Future meeting dates. There was a general d scussion by the Commission on future meeting dates. It was decided the next meeting will I e scheduled for Thursday, October 30, 2003 at 4:30pm. The following meetings will be held oil Thursday, November 20, 2003 at 5:00pm and Thursday, December 18, 2003 at 5:00pm. Th- meetings thereafter will be held on the 3rd Thursday of each month. Ms. Murphy will reserve a eeting room at the Centre. 5. Budget. This item on the Agenda has been added. Mr. Steg.l1 stated that the original 5 year budget set aside $300,000 for the 150th Celebration and fount.in. After recent budget meetings, it was determined that the amount should be reduced to $150,000. He stated that this was in addition to $50,000 and does not include any sponsorship or fundraisi g the Commission will do. Mr. Stegall stated that there is no time limit to use the $150,000 a d explained how it had been set aside in an account with a project number. Mr. Stegall also stated !hat the Commission will make all decisions on the use of the money and must budget for one c.pital project. He will refer any group or organization that comes to the City for funding related to t e 150th Celebration to this Commission. There was a discussion on how the Commissio may use the budgeted money and how it would be administered. 6. Guest presentation-Jayne McGrath, EACVB. Ms. McGr.th introduced the Tom Lynch Project. She explained his background as a water color artist, his rece t works, and his current project for the EACVB. Tom Lynch will be making watercolor painting. of the Elgin skyline, Walton Island, and a sketch of a timeline of Elgin buildings. His paintings ill be made into lithographs and EACVB will have 2 years to use the paintings as a source of revenue. Ms. McGrath stated that the artist will be meeting with local schools and groups. Ms. Ca acho commented that she owns a tapestry highlighting Elgin and shared how much public inter-st it receives. The paintings will be used as the cover for Ventures and can be used to make Afghans or other items that can be sold for fundraising purposes. Ms. McGrath also shared her idea for a Bicycle Program whi g h is similar to Cows on Parade or the St. Charles Scarecrow Fest. The bicycles would be permane tly mounted on a block or pallet. Local groups, artists, vendors, corporations, etc. would decor.to the bicycles with a theme. The bicycles would be put on display for a period of time then sole at auction. The Bicycle Program could tag onto existing city festivities such as Four Bridges o the 150th Celebration. The idea behind the Bicycle Program would be to promote Elgin and o her surrounding communities. It is designed to draw crowds, encourage overnight stays, and pro ote fun and excitement. Ms. McGrath stated that the Visitors Bureau does not have the fu ding or the manpower to go forward with the idea. She was looking for support from this Commission. Ms. Couture commented that she was familiar with a similar fundraiser that DNA had take; before their board. Ms. McGrath stated that she had spoken to DNA and they did not appear to be committed to the same program idea. Ms. Bless reiterated that the Visitors Bureau is looking for support from the community and cooperation from other organizations. Their number one goa is to bring people to the area and have them stay overnight. Mr. Wasilowski inquired as to wh.t roll Ms. McGrath would like the Commission to play. She answered that she is big on partner.hips is looking for support from the City of Elgin and DNA. She also stated that she does not ha e specific figures at this point. She can put together more details but would like to know she has he needed support before she goes forward and puts together the Bicycle Program. Ms. Miess stated that she feels it is essential to put together a calendar and notify organizations of scheduled events to avoid sponsorship drains and redundanc . Ms. Fox commented that other people will be holding events separate from those listed on a alendar. There is a difference between coordinating and controlling events. Ms. Miess stat:d that groups may come together for the same large objective while having their own small objecti es. Ms. Bless commented that the organizations could help promote each other. Mr. Wasilows .i suggested the Commission discuss further how it plans to focus their energy and resources. Ms. cGrath stated that she may be able to receive state funding and would need to have a match in o der to receive the grant. With a partnership she will work more serious on making this event appen. Ms. Bless will report back on the development of the Bicycle Program. 7. Other. This item on the Agenda has been added. a. Presentation of Two Books by Author, Mike Alft. Mr. Alft passed out outlines of the two unpublished books that he would like to present to the Co; ission. He has published 11 books and is currently in the process of publishing one more. He would like to offer the sale of his two new unpublished books to the Commission. The ommission would pay a flat fee of $15,000 for each book and then could sell the books for a profit. The profit could then be used by the Commission to fund other activities and festivities for the 150th Celebration. The first book is entitled, Elgin: River City. This book would be approximately 100 pages long with 80- 90 pictures. The book records the history of Elgin's City :overnment. The second book is entitled, An Elgin Almanac. This book would be 150-17' pages with no pictures. The selling point of this book would be the odd and interesting facts 1 sted in the book. Mr. Alft listed some of the facts that An Elgin Almanac would have. Mr Wasilowski stated that he was not as interested in the book on government, but the almanac he anted to read. Mr. Alft went on to state that the books need to be typed on the computer and saved onto floppy disc before they could be taken to a printer. Suggestions were made for p•ssible volunteer help. Ms. Couture stated that she felt the almanac would be fun to promote. he suggested listing questions in the newspaper to promote buying the book to find the answer.. There was a discussion on the legal aspect of the Commission purchasing the books and beco l ing the publisher. Mr. Wasilowski stated that the Commission seems very interested in publi.hing both books and would need Mr. Alft to present more specific figures on the publishing costs. Mr. Alft then stated that he would like the Commission to proof read and comment on the books before they are published. Ms. Turnquist made a motion to purchase the two books from I r. Alft with the condition that there will be clarification on the publishing costs. The motion was seconded by Mr. Wasilowski. The motion passed unanimously. b. Commemorative License Plate. Ms. Murphy showed a .ample 150th Commemorative license plate. She proposed the Commission sell a limited numb:r of the license plates as a fundraiser. Mr. Wasilowski suggested printing only 150 license plate. and selling them for$50 each. Ms. Rock stated that she felt there were enough people in Elgi that would be interested in collecting the license plates. Ms. Murphy also suggested hat the Commission could find a sponsor such as a car dealer for the license plates. Mr. W:silowski made a motion to proceed with the printing of 150 Commemorative license plates. The motion was seconded by Ms. Couture. The motion passed unanimously. 8. Press Release and Participation. This item on the Ageno a has been added. Ms. Fox stated that she will try to arrange for Jim Baumann, of The Dail Herald, to attend the next meeting. 9. Project discussions and updates a. Bulb Planting Project. Ms. Murphy gave an update on t e bulb project. She stated that Home Depot agreed to sponsor Kimball Street, from the bridge to Dundee Avenue. Home Depot gave the City money to buy the bulbs and plants needed for the project. Ms. Murphy stated that she was organizing a Community Planting Day where volunt:ers could come and help plant the bulbs. November 7th is the date for the planting and a pre.s release is ready to go. She has already organized help from the Parks Department and volunteers from Home Depot to be available to supervise the planting. Ms. Murphy also sug;.ested hanging banners between the months of February and April, 2004 which would encour.ge the community to watch for the new flowers. She thought it would be nice to include Ho e Depot's name on the banner. Ms. Murphy stated that she is the volunteer contact for the Co munity Planting Day and will be distributing flyers to all the Commission members. b. Commemorative Fountain. Ms. Fox stated that Mr. Do gan pushed the idea for a fountain as a concrete, long lasting, visual result of Elgin's 150th Cel:oration. Ms. Murphy stated that she went with Sarosh Saher and Meredith Marth, City of Elgi I staff, to see a similar fountain in River Forest. Ms. Murphy contacted the company that m..de the fountain in River Forest. The company stated that the fountain was made of a cement aid fiberglass mix and they could custom make any fountain. Mr. Paul Bednar came up wit a design for a fountain several years ago. Mr. Wasilowski stated that they should get a quote on the cost of the fountain from this company and then get bids from others if necessary. Ms. urphy stated that she would like to have the fountain ready to turn on by July 4th, 2004. Ms. ox stated that the fountain would take a large amount from the budget. Mr. Wasilowski sta ed that Commission should get a quote and then start fundraising. He passed around the pii ture of the proposed fountain. c. 4th of July Parade and Events. Ms. Murphy stated that ti e 4th of July Parade will actually take place on Saturday, July 3rd. She would like other act vities that would piggy back after the parade in order to keep people in the downtown area. Ms Miess stated that the Parade Committee would welcome support and new ideas for the parade. Ms. Murphy stated that the Commission would brainstorm new ideas for the parade i i cluding the possibility of going back to an old route which started at Sherman Hospital and en•ed downtown. Ms. Fox suggested that the list of float participants be notified of the 150th C- ebration theme. d. February 28th Kick-Off Celebration. Ms. Murphy proposed a Winter Carnival or Winter Festival for the February 28th Celebration. She suggested ice skating, ice sculpting, lights on Walton Island, a concert, a reenactment of the City of Elg n's 1st government meeting, tours of the police station, rides on fire trucks, small fireworks an• or a laser show. Ms. Fox stated that February 28th happens to fall on a Saturday and the Co l ission should also plan a ball, dinner, or fundraising event for that date. Ms. Murphy stated thai she felt they could plan events for all economic classes. Ms. Miess stated that they should capi ialize on diversity. She shared how the different restaurants could be involved to promote the diversity in Elgin. 10. Calendar of Events- Planning our approach to the yea . Ms. Fox stated that the Commission should plan a large event every other month. She also suggested putting together a master calendar of events including February 28th Celeb ation, Preservation Week, 4th of July, and the Cemetery Walk. The master calendar will be disc ssed further at the next meeting. Ms. Turnquist suggested printing and selling calendars fo the 150th. Ms. Murphy stated that the idea was already in the works. School District U-46 calendars were distributed to all the members. 11. Adjournment. The meeting of the 150th Commemoration Commission was adjourned at 7:15pm. Respectfully Submitted, Sally Rasmussen Administrative Secretary Planning&Neighborhood Services Department Approved on: October 30, 2003 • , Ll 1854-2004 1150 YEARS Agenda 150th Commemoration Corn ission September 17, 2003, at 5:00 p.m. West Conference Room, The I entre 1. Call to Order 2. Roll Call 3. Introductions 4. Discussion of Committee's tasks 5. General discussion 6. Discussion of proposed meeting dates and propos-d ex-officio members 7. Adjournment ✓- - y 150th Celebration Commission Minutes September 17, 2003 I. Meeting was called to order by Chairperson Kare Fox at 5:05 p.m. II. Roll Call Members Present: Karen Fox, Mike Alft, Mary amacho, Sue Moylan, Kathy Turnquist, Ron O'Neal, Betsy Couture; Staff pre•ent- Cherie Murphy, Meredith Marth, City Manager David Dorgan Members Absent: Stuart Wasilowski, Aloune KhoV Bene III. Introductions Members introduced themselves and gave a brief .hared their thoughts and ideas that prompted them to apply for the commission. IV. Discussion of Committee Task The committee discussed that the general role o i the commission should be to engage the broader in community in the activiti•s and events that are already scheduled and sponsored by civic organizations. Chairman Fox made the point that we should avoid creating subcommittees, but ather solicit community groups to sponsor each event, thus avoiding the ne:d for subcommittees of the commission. V. General Discussion Mike Alft expressed his desire to focus the corn ission's work on the history of Elgin's government, as opposed to its foundint. He shared his experiences serving on the centennial committee in 1954, br nging materials to share from those events. Mike then presented the idea of writs ng a commemorative book for the 150th, based on Elgin's governmental histo , including City departments, mayors, managers and notable events. The commi•.sion enthusiastically supported his idea and offer to fund the publishing of t e book, on the condition of reimbursing him as costs are recovered. City Manager Dorgan asked the commission to move forward as quickly as possible to make plans for the installation of . commemorative fountain at Fountain Square as part of the 150th. He explained that money has been allocated in the 2003 budget year, that must be encumbere• by mid-December or will be lost. He recommended looking into the compan who installed two fiberglass fountains at Tinley Park. Betsy Couture expressed oncern about fiberglass versus real stone. Sue Moylan suggested that commission members go to Tinley Park and see the fountains. She will coordinate a trip or those who are interested in going. Commission members also discussed preparing in ormational materials to use for community outreach, such as a press packet and a ii age on the city's website. VI. Discussion of proposed meeting dates and prop ii sed ex-officio members Chairman Fox presented four candidates for t e Ex-officio positions on the Commission, as recommended from the City Manager's office. The four candidates represent four stakeholder organization s that the Mayor and council members would like to see represented. These nclude: Kim Bless, Executive Director ,Convention and Visitor's Bureau; Leo Nelson, President Elgin Area Chamber of Commerce; Norma Miess, Ex-cutive Director, Downtown Neighborhood Association; Linda Rock, Board ember, Elgin Area Historical Society. Mike Alft moved to accept these candid:tes; Sue Moylan seconded the motion. The motion carried 7-0. Betsy Couture and Cherie Murphy agreed to repr.sent the commission at the first 4th of July Parade meeting, scheduled for 12:00 p. i . on Tuesday, September 23 at the DNA offices. Jane McGrath will be invited to attend the next 1 ommission meeting to discuss projects and events currently being planned by I ACVB that tie-in to the 150th Commission activities. V. Adjournment The next meeting will be held on Thursday, Octo o er 2 at 5 p.m. at The Centre in the East Conference Room. The meeting adjourned at 7 p.m. Respectfully Submitted, Nita f Cherie Murphy City of Elgin Neighborhood Liaison Approved on: October 2, 2003