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12/29/2005 Meeting Attendees: Vicki (Bedford) Cayton, Stephanie (Tryda) Schmitz, Kathleen Gerrans, Kathy Huebner, Beth Enright, Jack Mann, Sheila (Sevening) Eifert
Meeting Summary: We discussed a list of important elements of reunion such as: Selecting a date for the reunion - possibilities for end of July/early August when kids are out of school or near a home football game such as homecoming or other. Formal vs. Informal - eliminating 'open bar' would do a lot to keep ticket prices reasonable. We discussed possibility of pizza buffet/heavy appetizers cocktail party vs. sit down dinner. Weekend of events vs. single evening - mini brainstorm - football game, tour of school, picnic at Centennial Beach/Riverwalk, Fri night pub crawl, Fri meeting at 'the hill' with live music provided by classmates, need more ideas here. Hiring an agency vs. doing the work ourselves - concern for raising ticket prices, concern for locating fellow classmates, & issues with 10 yr attendance. Other topics - accounting, what worked/didn't work at 10 yr, locating inactive bank accounts, theme, main event activities, DJ vs. iTunes/satellite radio music, insurance coverage for alcohol liability. Much of these topics pushed off to next meeting...
Action Items:
Stephanie Schmitz- coordinating venue location and contract negotiations, date of event, venue, pricing distributed for committee vote on 1/11/06,
Jack Mann consulting on venue contract to ensure alcohol liability coverage for main event and look into coverage for entire weekend.
Mike Carter - Treasurer - to manage budget/accounting/books
- Victoria Cayton - agenda for next meeting to include: decision on date of event, location, insurance needs, website, save the date postcard mailing
Kathy Huebner/Jack Mann to draft initial class website and work with Kathy Gerrans on generation of alumni database.
(Note: Other important websites for class include http://alumni.bilogic.org/dist203/ and http://www.classmates.com )
1/11/06 Meeting Attendees: Kathy Huebner, Kathy Gerrans, Jack Mann, Stephanie Tryda Schmitz, Beth Enright, RG Javorek, Mike Carter, Cindy Hanes Albrecht, Vicki Bedford Cayton, JR Locey, Beth Sevening, Sheila Sevening Eifert, Jeff Jones , Betsy Boone
Meeting Summary: After a lively and exciting discussion/debate, the team agreed to hold our reunion on Saturday, September 30th, 2006 at the Hickory Ridge Marriot from 6pm - 12am. This is NCHS Homecoming weekend. In addition, the team is really motivated to explore Frankie's Blue Room as a Friday night start to a pub crawl option after the Homecoming game. Contract is to be signed this week as well as deposit. Actual ticket price can't be set at this time due to the need to assess budget and other related expenses such as food, drinks, music, decorations, invitations, mailings, and other associated expenses. Mike Carter/RG Javorek/Jeff Jones/Jack Mann - finance sub-committee will set up bank account, PO Box, and look into PayPal.com/Bidpay.com web service offerings as potential option(s) for RSVP collections. Website/database is up and running - there is a ton of concern surrounding accuracy of addresses for mailing. So as not to waste money... we need to get the word out to update addresses in Alumni database. Save the date postcards are designed and planned to go our 3/1/06 after a search team sub-committee has time to do some work...online searching and email goes out to spread the word.
We hear Bon Jovi has a new tune out called "Who Says You Can't Go Home...!"
Next Meeting...in 3 weeks. Wednesday 2/8/06 7pm!
2/8/06 Meeting Attendees: Kathleen Gerrans, Jack Mann, Kathy Huebner, Sheila Sevening Eifert, Stephanie Tryda Schmitz, Cindy Haines Albrecht, Jamie Burd, Maggie Szedja Noonan, Kathy Smith Gwodz and Vicki Bedford Cayton. (Not able to attend: RG Javorek, Jeff Jones, Beth Enright, Mike Carter, JR Locey)
Meeting Summary: (Finance Team) Mike Carter - A PO Box is set up for receiving mail/RSVPs. RG Javorek- A bank account is set up for all money in/out for food & beverage, insurance, facility rental, and other reunion planning activities. (Database update) Kathy Huebner - - ~120 have confirmed addresses so far. Database is updated to include addresses from the 10 year memory book, 1995 Taylor Reunion Services list, Addresses of parents at time of graduation. Committee Teams were defined and committee members were assigned to each team.
Decorations & Theme: JR Locey, Beth Enright, Kathy Gerrans, Stephanie Schmitz
Communications: Kathy Gerrans, Kathy Huebner, Victoria Cayton, Maggie Noonan, Stephanie Schmitz
Search & Rally: Cindy Haines Albrecht, Kathy Huebner, Victoria Cayton, Jack Mann
Food & Beverage: Kathy Gwodz, Cindy Albrecht, Jamie Neidballa, Mike Carter
School Fundraising: Kathy Gerrans, Kathy Huebner, Stephanie Schmitz
Insurance: Jack Mann
Registration: Kathy Gerrans, Sheila Eiffert, Stephanie Schmitz
Friday Night: Betsy Boone, Beth Enright, Kathy Huebner, Maggie Noonan, RG Javorek
Saturday Morning: JR Locey, Cindy Albrecht
Finance: RG Javorek, Mike Carter, Jeff Jones, Kathy Huebner
Entertainment: Sheila Eiffert, Jack Mann, Beth Enright
Action Items:
Save the date post cards to be sent April 1, 2006
Teams gather and come up with project plan, list of activities/dates, budget needed for 3/1
Project Management duties handled by Jack Mann
3/8/06 Not able to attend: RG Javorek, JR Locey, Beth Enright, Maggie Noonan
Meeting Summary: All committees submitted list of activities and expected budgets. Decorations discussed center pieces, favors. Entertainment discussed DJ options. Communications discussed plans for save the date postcard mailing and invitations. Erin O'Donnell volunteered to make contacts with local newspapers. Alumni Search made plans for Search party to track down people. Food and Beverage committee discussed menu and open bar options. Fundraising discussed possibilities of 50/50 raffle and collecting donations for Honor Garden at NCHS. Insurance is covered by GF Mann & Assoc. Registration table activities and class directory were also discussed. Friday night team made contacts with Jim Caudill re: football game, pub crawl ideas. Saturday morning group made contacts with Jim Caudill re: school tour and possible golf outing. Finance committee - PO Box and banking account secured, Paypal account set up, and Erin offered to pick up mail once invites go out.
4/10/06 Meeting Attendees: Jack Mann, Kathy Huebner, Stephanie Tryda Schmitz, Cindy Haines Albrecht, Erin O'Donnell, Jeff Johnson, Jame Burd, Beth Enright, Victoria Bedford Cayton, Tom Losiniecki
Not able to attend: RG Javorek, JR Locey, Maggie Noonan, Kathleen Gerrans, Kathy Gwodz
Meeting Summary:
- Decorations committee: The team will follow up in July to contract with local company to help with decorations on the day of the event, as the Marriot does not assist with decorations or silk flower arrangements. Other cuts to decoration plans reduced the budget. Six separate invitation drafts were provided for the team to review. It was was determined that Kathy Huebner and Jamie Burd would meet to draft up a new set of draft invites for the team to review in May.
- Communications Committee: Save the Date cards were successfully mailed. Cards & postage costs came to $700. Kathy Huebner is keeping the alumni database up to date, it is based on class lists received from school at graduation, the ten year reunion efforts by an outside agency, District 203 alumni database, website registrations, and other emails and sources. Information for invites including RSVP, payment info, memory book insert, final ticket price, website food an beverage info, fundraising insert all need to be completed by June 1.
- Search & Rally Team: 285 people have been located, exceeding the goal to locate at least 60% of class by March 25th. A new goal of locating 300 alumni has been set. The team held a successful 'Search Party', and are considering holding another 'Search party' to locate additional alumni. Dates being considered are 5/7 and 5/21. We really do need help to connect with more alumnI!
- Food & Beverage Committee: Cindy (Haines) Albrecht reopened discussion on cash bar vs. open bar. The team is divided on this issue, as this is third time this topic has been reviewed. Under consideration is the elimination of the open bar, with intent to spend additional money on the food quality. Many team members were absent from this discussion, and this topic should not be decided upon without full team participation, with a final agreed-upon resolution, at next meeting.
- Fri Night Team: Mr. Caudill, current school principal, has agreed to let alumni into the Homecoming game for free. Team must decide what identification will be used (glow necklaces, bracelets, etc) to identify alumni all night long. Other events TBA.
- Saturday Team: Mr. Caudill will provide tour of school 11:00am Saturday. Team may also plan a golf outing with Marriott.
- Entertainment: Jack Mann will follow up with signing the DJ contract in the next two months. The photographer is confirmed.
5/15/06 Meeting Attendees: Jack Mann, Kathy Huebner, Cindy Haines Albrecht, Erin O’Donnell, Vicki Bedford Cayton, Beth Enright, RG Javorek, Kathy Gerrans, Mike Carter, Jeff Jones, & momentarily...Paul Ambre (adding to the 'fun factor')
Not able to attend: JR Locey, Maggie Noonan, Sheila Sevening Eifert, Tom Losiniecki, Jeff Johnson
Meeting Summary:
- Communications Committee: Invites are finalized. The final invitation draft was presented and approved by the team. Sameera Luthman will finalize, print, and deliver the final drafts by June 15. At this time, 350 invitations have been ordered, with option to order more, at a total cost of around $350. Labeling and postage of formal invites will occur mid-June, with anticipation of mailing the invites prior to July 4th. Plan is: Formal Invites go to print – June 1, 2006, Labeling and postage – June 15, 2006, Formal Invite – mailing July 1, 2006, Reminder Flyer – mailing September 1, 2006.
- TICKET PRICE: Given overall budget for invites, postage, decorations, DJ, commitments to facility, etc, the final ticket price came to $86.00 per person. We are actually not able to fully cover our costs at this price if we only have 150 people attend. We need to consider getting sponsorships and ways to get more people to attend.
- Search Team: Approximately, 330 Alumni have been confirmed and located. In addition, out of all of the Save the Date postcards that were mailed approx. 135 have been returned undeliverable. There is a Search Team Event taking place on Sunday, May 21st.
- Food & Beverage Committee: 3 hours of open bar time have been sponsored at a cost of $325 per half hour. Proactive solicitations for additional sponsors will be spearheaded by RG. He will be calling Dave Swanson and other local people. Mike will host another poker party fundraiser to obtain more $$ for sponsorship. He already raised ~150 or so toward another ˝ hour open bar. Jamie & Kathy will draft a PDF document that encourages sponsorships at different levels for adding to invite. The best case scenario would be to have all 5 hours of open bar sponsored, so that all budgeted money could go to upgrading all dinner and appetizer choices; however Food and Beverage Com. is still committed to paying for the additional 2 hours of open bar until other sponsors are located. Current sponsors, for a combined total of 3 hours: Jack Mann, Tom Blair, Mike Carter and Brian Larson, Jeff Jones and RG, Kathy Huebner
- Fundraising Committee: A new charity must be selected for the event to raise money for, as Naperville has placed the Honor Garden concept on hold. The Fundraising Committee has increased members to help make this decision, and a meeting will be held before June 1, 2006 for discussion and final selection. Fundraising Committee agrees to contact the Naperville chamber of Commerce to ask for donations for gift baskets. The Finance Committee is requested to determine best practices to distribute the funds to the charity after the reunion, as well as determine best practices for giving a cash raffle prize at the end of the night. Champagne table & 50/50 raffle will be planned for the event.
- Registration Committee- The team agreed that we will produce a Student Directory/Memory Book, at a cost of $8 preorder, $10 at the door. Memory Book/Class Directory - Kathy G. has identified a local company. The total cost is $438, and increases the registration team budget by $290. Erin O’Donnell to look into another lower cost alternatives for memory book.
- Friday Night Committee: Mr. Caudill, current Principal of NCHS, has agreed to let alumni into the Homecoming game for free. Looking into creating lanyards for the event with schedule of events for weekend and something to help identify people during pub crawl.
- Finance Committee: There is $840 in the checking account, but it is already spent on the hotel deposit and mailbox fees. Mike Carter and Kathy Huebner to look into PayPal option/configuration for reunion registration.
- Entertainment: DJ/MC has been located and confirmed. He will play 80’s music from 7p-12midnight for approx. A photographer has been located who will charge a $250 fee, plus bring digital equipment for immediate pictures for individual sale (to be paid for by alumni). A group picture will be taken.
6/12/06 Meeting Attendees: Kathy Huebner, Cindy Haines Albrecht, Erin O’Donnell, Vicki Bedford Cayton, RG Javorek, Jeff Jones, & Jamie Burd Neidballa and via phone - Stephanie Tryda Schmitz, Kathy Gerrans
Meeting Summary:
- Decorations: Due to budget sensitivity, all decorations decisions are currently on hold.
- Communications: Invites planned to be mailed prior to July 4th weekend.
- Alumni Search and Rally: Over 350 alumni have been confirmed and located.
- Fundraising: Jamie Burd Neidballa is looking into Home and School Association "Family Connections as possible beneficiary.
- Registration: Fri Night - Mr. Caudill has agreed to let alumni into the Homecoming game for free. In addition, Frankie's has been selected as an after game meeting place, with the possibility that Kerri Niehaus Tenbrunsel' band might play.
- Finances: Team recommended to keep ticket prices at $86 pp. This is to make it affordable for as many people as possible. However, it comes also with risk due to reunion costs. In order for reunion to be fully financed by ticket sales, 177 people need to purchase tickets at $86 each. Anything less will result in shortage. We're being optimistic and want to see as many people afford to come as possible and still cover majority of our costs. We will send out reminder email to attempt to boost ticket sales after RSVP deadline.
8/7/06 Meeting Attendees: Cindy Haines Albrecht, Erin O’Donnell, Beth Enright, Vicki Bedford Cayton, Jeff Jones, Kathy Gerrans & Jamie Burd Neidballa and via phone - RG Javorek, Kathy Smith
Meeting Summary:
- Registration: Beth Enright to coordinate with Class of 96 -exchanging favor to work the registration desk. Beth Sevening is on Class of 96 reunion planning team.
- Memory Book: Brian Neidel will work on cover page. Erin is typing in all incoming comments from RSVP sheets and will work with Kathy Huebner to merge with database.
- School Fundraising: Changed to Alumni Wall of Fame school improvement project as suggested by principal Jim Caudill.
- Slide Show: Beth Enright to put together. We need old & new photos send to bethaenright@gmail.com
- Photographer: Kathy Huebner was contacted by old Naperville Sun sports photographer offering to take group photo and sell at the reunion event for $20.00.
- Finances: RSVPs starting to come in. We have ~80 confirmed so far.
8/25/06 Meeting Attendees: Kathy Huebner, Cindy Haines Albrecht, Erin O’Donnell, RG Javorek, Beth Enright, Jeff Jones, Kathy Gerrans & Jamie Burd Neidballa and via phone Stephanie Tryda Schmitz & Mike Carter
Meeting Summary:
- Registration: Beth Sevening's Class of 96 reunion planning team offered 3 people to help us with our registration desk.
- Communications: Kathy to craft reminder email - to be reviewed by others and sent later this week.
- Memory Book: Brian Neidel working with Kathy Gerrans memory book. Erin to merge of RSVP sheets information with master database.
- School Fundraising: Kathy Huebner met with Jim Caudill to discuss Alumni Wall of Fame school improvement project.
- Slide Show: Beth Enright has ~80 photos so far. We need old & new photos send to bethaenright@gmail.com
- Photographer: We have photographers for both group photo and to take pictures on the side of couples and friends. Group photos will be taken at 7:30pm at the reunion event and sold later on around 9:30pm for $20.00.
- Finances: RSVPs still coming in strong. We have ~120 confirmed so far. A anonymous classmate has made generous donation for the event to enhance the overall experience. RG led review of all outstanding expected budget items to consider such as decorations, DJ/Photographer, equipment rental, upgrades for food, etc.
Decorations Set-up and Take Down– Erin O'Donnell working with Rotary Club and the high school group 'Interact' - she is working with Interact liaison – they’ll take donation to help with set-up at 4:00pm – set-up. # of Senior kids to be confirmed with estimated donation of - $7.00/hr.
Next Meetings...Thursday 9/14/06 7pm @ Jack Mann's House and Monday 9/25/06 at 7pm at Kathy Huebner's Home - All are welcome!