Meeting Archives 50th Reunion

Following are links to the minutes taken for all teleconference meetings of the York Willowbrook Reunion Steering Committee

March 6, 2011

November 14, 2010

September 19, 2010

REVISED COMMITTEE BYLAWS

September 12, 2010

September 2, 2010

August 1, 2010

July 11, 2010

June 24, 2010

May 23, 2010

 May_2__2010

 April 11_2010

March_14__2010

February_21__2010

January_24__2010

January_10__2010

December_20__2009

November_29__2009

November_22_2009

November_17__2009

Noverber_1___2009

October_18__2009

October_11__2009

September_27__2009

September_20__2009

September_13__2009

September_8__2009

September_2__2009


 

Telecon Minutes

November 14, 2010

 

Attending:  Julie Collins Ackerman, Don Alusic, Lee Daniels, Fred Falkner, Denny Peterson, & Bob Swanson

Absent:  Nancy Campbell Madda

 

I.                    Denny moved to accept the minutes from September 12, 2010 and Lee moved to accept the minutes from September 19, 2010 as distributed.  Both motions were agreed upon by the committee.         

 

II.            Treasurer’s Report

a.       Denny reported a balance of $1,041.08 in our checking account not including an $8.99 check that has not cleared yet.

b.       Bob has a business and checking account at Chase Bank and may be able to arrange for us to keep our checking account without a monthly $6 fee.  He and Denny will look into this option.

 

III.          Follow-up Demographics

a.       Bob reported that Reunions Unlimited tracked some things that we didn’t such as number of tickets purchased and revenue they received.  There were 267 people who paid to attend our reunion, minus 12 no shows, which left a total of 255 in attendance.   On the night of the reunion Reunions Unlimited presented us with a check for $502 ($2 for each ticket purchased as of a specific date about two weeks before the reunion).

b.       We have email addresses for 371 classmates; addresses but no email addresses for 392; and 363 are unaccounted for.  A total of 283 people registered on our website.

c.        Bob renewed our website for 10 years; Don renewed our URL for 1 year.

 

IV.          Dessert/Special Dinners

a.       There was a great deal of discussion regarding the dessert we were expecting and the dessert that was served at the reunion.  When the tasting occurred at the Doubletree, there was a unanimous decision to go with the chocolate cake option for dessert.  What we received at the reunion was a plate of cookies.  Angela was copied in the minutes that were written after the tasting which outlined our complete dinner selection for the night of the reunion, and she neglected to mention that the REACT agreement would have to be revised accordingly.  In the original REACT agreement that was signed by Fred, Don and RU before the tasting, it stated that the dessert would be the chef’s choice.  When Angela filled out our Banquet Order she also neglected to include our dessert request and instead listed it as the chef’s choice.  For this oversight she was very apologetic.

b.       Another issue that was discussed was the lack of communication regarding the substitution of a vegetarian dish.  This was not addressed in the invitation that was distributed and no definite instructions were ever given.  Angela chose to put the responsibility solely on our attendees and their lack of communicating their needs before Saturday night or when they checked in that evening.

 

V.            Assessment of Reunions Unlimited

a.       Overall, the majority of the committee gave an unfavorable assessment of Reunions Unlimited.  Lee would not recommend them.  He felt they were difficult to work with and had the opportunity to book us a larger room initially and didn’t.  Denny was disappointed with Reunions Unlimited.  Bob felt we could have done the reunion ourselves and recommended for future reunions not to use a planner.  Don struggled more with his assessment and was grateful under the circumstances that we had a successful reunion due to our joint effort with RU.  Fred felt that given the situation we should have investigated on-line registration on our website.  Post meeting note:  Fred feels Reunions Unlimited provided essential services for us to conduct our reunion, although he was disappointed with the room and the dessert.  Julie shared Lee’s viewpoint. 

 

VI.          Reunion Photo

a.       Bob reported we are having a difficult time identifying classmates from the reunion photos posted on our website because it is difficult to zoom in.  Dennis Chadra, one of our classmates, has assigned numbers to each person in the photos.  Fred will add names to Denny’s list and forward to Bob.

b.       Lee reported that due to copyright laws, we cannot circulate the images of the photos that the photographer provided.

               

VII.         Miscellaneous Items

a.       York library archives have requested a copy of any memorabilia left over from the reunion. 

b.       Bob will follow up with York and Willowbrook to help update their databases. 

c.        Post cards will be sent out to classmates who do not have email addresses inviting them to join our website.  Bob and Don will let us know the cost of postage.

d.       Don reported that the videographer is in the process of editing our reunion video.  It should be available between Thanksgiving and Christmas.

e.        Lee will send Bob a copy of our Bylaws regarding archiving.

f.        Bob will provide the use of Go to Meeting for future telecons

g.        Further discussion on our bank account and our reunion photo has been tabled until our next meeting.

 

Respectfully submitted,

Julie Collins Ackerman

 


 

 

York-Willowbrook Class of 1960 Reunion Committee Minutes

September 19, 2010

 
 

On September 19, 2010 the York-Willowbrook Class of 1960 Reunion Committee members agreed to re-elect the current members serving on the committee to a new term.  The committee and executive board includes the following:  President, Don Alusic; Vice President, Fred Falkner; Secretary, Julie Collins Ackerman; Treasurer, Dennis Peterson; Assistant Secretary, Nancy Campbell Madda; General Counsel, Lee Daniels; and Web Site Content Editor, Robert Swanson.

Pursuant to Article V, Section 2 of our Bylaws, the term in office for the Executive Members will be from Reunion to Reunion.  Officers shall serve in office until their successor has been elected.  Officers shall assume their duties the day after each reunion.


Respectfully submitted,

Julie Collins Ackerman

 


 

 
 
York-Willowbrook
 CLASS OF1960 REUNION COMMITTEE
 
 
 
 
 
 
September 2, 2009
Revised and Amended June 21, 2010
 
BYLAWS
OF THE
YORK-WILLOWBROOK
CLASS OF 1960 REUNION COMMITTEE
 
 
 
 
 
ARTICLE I - NAME
 
The name of the committee is The York-Willowbrook Class of 1960 Reunion Committee.
 
 
 
ARTICLE II - MISSION
 
Section 1. Objective.
The objectives of the Committee are to promote the Class of 1960 Reunions, Class of 1960 Reunion Committee and Class of 1960 Alumni. The committee shall be responsible for organizing the 50th class Reunion of the York-Willowbrook Class of 1960 and thereafter all reunions.
 
Section 2. Purpose.
The specific purpose of the committee is to plan reunions and engage in the receiving of contributions and dispensing funds to promote the objectives stated in Section 1 of ARTICLE II of the bylaws.
 
Section 3. Organization.
This committee is a nonprofit organization and is not organized for the private gain of any person. It is organized under the laws of the State of Illinois.
 
 
 
ARTICLE III – POLICIES AND INITIAL COMMITTEE
 
                                                                       
 
Section 1. The Initial Committee.
The Committee shall be non-commercial, non-sectarian, non-racial, non-profit and non-partisan. The Initial Reunion committee shall be the following Members:
President, Don Alusic; Vice President, Fred Falkner; Secretary, Julie Collins Ackerman; Treasurer, Dennis Peterson; Assistant Secretary, Nancy Campbell Madda; General Counsel, Lee Daniels; and Web Site Content Editor, Robert Swanson.
 
 
 
                                                                        1
 
 
 
 
 
 
 
 
Section 2. Basic Policies.
The name of the Committee or the names of any members in their official capacities shall not be used in any connection with a commercial concern or with any partisan interest or for any purpose not appropriately related to promotion of the objectives of this organization.
 
Section 3. Checks.
All checks shall be signed by any two of the designated officers.
 
Section 4. Members.
The initial committee shall have seven (7) members who are members of their respective classes of York-Willowbrook 1960. Membership of the committee is open to all members of the York-Willowbrook Class of 1960.
.
Section 5. Website.
The committee shall cause to be created a website for purposes of advancing the mission of the Committee and locating alumni. The work product of the creator and editor of the website shall belong to the committee and owned by the committee. All right, title, and interest in and to the website shall be the sole and exclusive property of the Committee.
 
 
 
ARTICLE IV – MEMBERSHIP AND DUES
 
Section 1. Members.
Membership in this committee shall be made available to any individual Alumnus of the York-Willowbrook Class of 1960, and who subscribes to the Mission and basic policies of the Class of 1960 Reunion Committee. Being a member of the Class of 1960 doesn’t automatically entitle the member to a seat on the committee.
 
 
 
 
                                                                        2
 
 
 
 
 
 
 
 
 
 
 
Section 2. Enrollment.
The committee may conduct ongoing enrollment of members, and may admit persons to membership at anytime.
 
Section 3. Dues.
The committee may establish fees for the reunions and related purposes that each participant in a Reunion shall pay, as such amounts to be prescribed and at such times as shall be determined by the committee.
 
                                                                       
 
 
ARTICLE V – REUNION COMMITTEE
 
 
Section 1. The Committee.
The Class of 1960 Reunion Committee shall consist of not less than seven (7) or more than fifteen (15) members. The terms of the members are from Reunion to Reunion.
 
Section 2. The Executive Committee.
The President, Vice President, Secretary, Assistant Secretary, General Counsel, Web Site Content Editor and Treasurer are the Executive Members of the Reunion Committee. The term in office for the Executive Members will be from Reunion to Reunion. Officers shall serve in office until their successor has been elected. Officers shall assume their duties the day after each reunion. Vacancies in office shall be filled by the Class of 1960 Reunion Committee upon recommendation of the President at the next meeting called by the President and Secretary.
 
Section 3. Voting.
The Reunion Committee shall be the only ones who can vote for and elect the officers to the Executive committee. Membership on the Reunion Committee shall be by invitation by the President and three (3) members of the Reunion Committee with the advice and consent of the Reunion Committee by Majority vote.
 
 
 
                                                                        3
 
 
 
 
 
 
 
 
 
 
Section 4. Elections.
The elections for Executive committee members shall take place the last day of each reunion. Nominations for the Executive committee shall made by voice vote. The consent of each candidate must be obtained before his/her name is placed in nomination. Nominees need not be present in order to be elected to the Executive committee. If there is but one candidate for an office, the ballot may be dispensed with and the election held by a voice vote. Elections to the Executive Committee shall be by majority vote.
 
Section 5. Removal.  
Any member of the Executive committee or the Reunion Committee who does not comply with the policies of the Reunion Committee or fails to perform his/her duties, may be removed from office by the President, with the advice and consent of two-thirds (2/3) of the Reunion Committee.
 
Section 6. Resignation.
Any committee member may resign effective upon giving written notice to the President and Secretary of the Board. 
 
Section 7. Place of Meetings.
Meetings of the committee shall be held at any time and place which has been designated in the Notice of Meeting sent out by the President and Secretary.
 
Section 8. Participation by Telephone.
Reunion Committee members or Executive committee members may participate in a meeting through use of conference telephone, video link or similar communications equipment, so long as all members participating in such a meeting can hear one another. 
 
Section 9. Quorum.
A majority of the Reunion Committee members constitutes a quorum.
 
Section 10. Meetings.
Meetings of the Reunion Committee shall be held as established by the Reunion Committee members.
 
Section 11. Compensation.
Neither the Reunion Committee members nor the Executive Committee members shall receive any compensation for their services as such. 
 
 
                                                                        4
 
 
 
 
ARTICLE VI – OFFICERS
 
Section 1. Officers.
The Executive Committee shall consist of a President, Vice President, Secretary, Assistant Secretary, General Counsel and Treasurer. 
 
Section 2. President.
The President shall preside at all meetings of the Reunion Committee, and shall have such powers and duties as may be prescribed from time to time by the Reunion Committee.
 
Section 3. Vice President.
In the absence of the President, the Vice President shall perform the duties of the President and shall have such other powers and perform such other duties as may be prescribed from time to time by the Reunion Committee.
 
Section 4. Secretary.
The Secretary shall keep a full and complete record of the proceedings of the Reunion Committee and Executive Committee, and shall discharge such other duties as pertain to the office or as prescribed by the Reunion Committee.
 
Section 5. Assistant Secretary.
The Assistant Secretary shall assist the Secretary and carry on the duties of the Secretary in the absence of the Secretary.
 
Section 6. General Counsel.
The General Counsel shall tend to the legal matters of the Committee and respond to the legal issues as required. The President of the Reunion Committee may request the General Counsel to offer opinions from time to time regarding legal matters involving Illinois Law and the Reunion Committee.
 
Section 7. Treasurer.
The Treasurer is the Chief Financial Officer of the organization and shall keep and maintain, or cause to kept and maintain, adequate and correct accounts of the properties and business transactions of the organization, and whenever they request it, supply the President and Reunion Committee, an account of all transactions and of financial conditions of the committee, and shall have such other powers and perform such other duties as may be prescribed by the Reunion Committee.
 
5
 
 
 
 
Section 8. Web Site Content Editor.
The Web Site Content Editor shall be in charge of the committee’s internet site, all internet maintenance and structure and all the committee’s internet communications. The Web Site Content Editor shall perform his/her duties on behalf of the committee and in the name of the committee. All work performed by the Web Site Content Editor on behalf of the committee shall be the property of the committee and be owned by the committee. The internet site known as “www.yorkwillowbrook1960.org” shall be the sole and exclusive property of the committee.
 
 
 
 
ARTICLE VII – AMENDMENTS OF BYLAWS
 
Section 1. Amendments.
These Bylaws may be amended or added to by a two-thirds (2/3) vote at any general meeting of the Reunion Committee. Notice of any proposed changes to these Bylaws shall be given to each member of the Reunion Committee at least ten days prior to the meeting at which they will be considered.
 
 
 
ARTICLE VIII – FISCAL YEAR
 
Section 1. Fiscal Year.
The fiscal year of the Reunion Committee shall begin January 1 and end December 31.
 
 
 
 
ARTICLE IX – PARLIAMENTARY AUTHORITY
 
“Roberts’s Rules of Order, Newly Revised” shall govern the Reunion Committee and Executive Committee in all cases in which they are applicable and not in conflict with these Bylaws.
 
 
 
                                                                       
6
 
 
 
 
 
 
CERTIFICATE OF THE SECRETARY OF THE
York-Willowbrook  
CLASS OF 1960 REUNION COMMITTEE
 
 
 
I, the undersigned, do hereby certify;
 
1.        That I am the duly-elected and presently serving Secretary of the York-
Willowbrook Class of 1960 Reunion Committee.                                                                 
              
 
  1. That the foregoing Bylaws constitute the Bylaws of the York-Willowbrook Reunion Committee as duly adopted by the Reunion Committee on September 2, 2009 and revised on June 21, 2010 at Elmhurst, Illinois.
 
 
 
 
 
 
                                             -------------------------------------------------------------
                                             Julie Collins Ackerman
                                             Secretary
 
 
 
7
 
 
 

 

 


 

 

Telecon Minutes

September 12, 2010

 

Attending:  Julie Collins Ackerman, Don Alusic, Lee Daniels, Fred Falkner, Nancy Campbell Madda & Bob Swanson

 

Absent:  Denny Peterson

 

I.                    Bob made a motion to approve the minutes from our September 2, 2010 meeting.  Nancy seconded the motion and everyone agreed.  

 

II.                  Reunions Unlimited Report/Update/Bulletin Board

                a.     As of September 9, RU reported that 247 people have registered to attend our reunion.  Although September 3                   was the cut off for registering on-line, Angela will allow walk-ins on a cash only basis including an additional                      $10 charge.   

                b.     Fred will look into the option of displaying an informational bulletin board in the lobby of the Doubletree                            once he checks into the hotel.

 

III.          Treasurer’s Report

a.       In lieu of Denny’s absence, Fred reported that our checking account has a current balance of $1,004 not including the $500 we should receive from Angela the night of the reunion for the extra $2 charged per ticket,  the anonymous $200 received from ”The Shadow” Class of 1935, and the approximate $309 from class creators.

b.       Our estimated upcoming expenses are $601 for the mixer based on 70 attendees, $120 for piped in music, $50 for the York tour, $30 for our URL renewal for 3 years, and $305 for insurance liability for the weekend.  There will also be a cost of approximately $150 for centerpieces which will be reimbursed by RU.

 

IV.          Email Blasts Update

a.       Bob has isolated the email addresses for those who will be attending the reunion and will send out email blasts containing details of the weekend events and a request for digital images of interest to be sent to info@yorkwillowbrook.com.

 

V.                  Friday Night Football Game

a.       Don is in touch with John Rutter, the Athletic Director at York regarding the details for recognizing the classes of York and Willowbrook at the game on Friday.  There will be reserved seating on the York side of the field at the south end of the bleachers for approximately 40 people.  The area will be roped off and clearly designated.  Between the first and second quarters John will introduce the 1960 graduation classes of York and Willowbrook.

 

VI.          Friday Night Mixer

a.       There are currently 73 people who have pre-paid to attend our mixer for a total of $902.53 and a possibility of 30 more.

b.       Bob will prepare an alphabetized list of people who have pre-paid for check in.  Walk-ins will be charged $15 on a cash only basis.  Fred will supply a cash box and Denny will bring the name tags and markers.  We should have several $5 bills on hand to make change.

c.        Volunteers at the door:  Julie & Bob from 8:00-9:00 p.m.; Lee & Nancy from 9:00 – 10:00 p.m.; and Denny & Fred from 10:00 – 11:00 p.m.      

 

VII.         Saturday Tours

a.       The Willowbrook tour is scheduled for 10 a.m.  Attendees should park in the south lot.  Enter the building at Door #6 which is just to the left of the “The Rock” and flagpole and near the main gymnasium and field house.

b.       The York tour will begin at 2 p.m.  Attendees should meet at the main entrance which is under the large sign identifying the school.

               

VIII.       Saturday Night Dinner Dance

a.       Don is arranging to have a videographer record the events of the evening. 

b.       Fred is working on his remarks and Don is writing a short message entitled “Seize the Moment.” 

c.        Karen Thompson, one of our Willowbrook classmates, is the owner of Carousel Flowers in Elmhurst and has offered to upgrade and deliver the spider mums, bowls and marbles at no additional cost.  Nancy and Julie will assemble the centerpieces and place them on the glass mirrors provided by the Doubletree.

d.       The committee discussed the requests made by “The Shadow” but decided to deposit the anonymous donation of $200 into our checking account. 

 

IX.          Miscellaneous Items

               a.     The request to send classmate contact information and memorabilia from the reunion to our schools will be tabled until our post reunion telecon.  The date is to be determined.

 

Respectfully submitted,

Julie Collins Ackerman


 
 

Telecon Minutes

September 2, 2010

 

 

Attending:  Julie Collins Ackerman, Don Alusic, Lee Daniels, Fred Falkner, Nancy Campbell Madda & Bob Swanson Absent:  Denny Peterson

                                               

I.                    Lee made a motion to approve the minutes from our last meeting with a slight revision; Nancy seconded the motion and everyone agree.   

 

II.                  Reunions Unlimited Report/Update/Bulletin Board

                a.     Currently there are 140 people from York and 102 people from Willowbrook who have registered to                                     attend our reunion. 

                b.     Fred discussed the advantages of having a bulletin board placed in the lobby of the Doubletree to                                         communicate activities and scheduled times for our weekend events.  The hotel will allow us to use their easel                            and Julie volunteered to purchase a large tablet to meet this need.

                c.     Nancy reported that the Willowbrook Class of 1970 is also having their reunion at the Doubletree the same                         night as ours.

 

III.          Treasurer’s Report

a.       There’s currently $1,004 in our checking account, not including the $500 check from RU from the extra $2 charged per ticket.  Angela will make out a check for $500 made payable to either Julie or
Denny on Sunday after the reunion to be deposited on Monday.  There is also an additional $304 dollars in class creators which Bob is monitoring.

 

IV.          Email Blasts Status

a.       Fred and Bob will determine how many email blasts should be sent out between now and the reunion. Some suggestions included the procedure for last minute registrations, no home football game at Willowbrook, asking for donations, and a request for digital images of interest to be sent to info@yorkwillowbrook.com.

 

V.                  Friday Night Football Games

a.       Fred reported that there isn’t a home football game scheduled at Willowbrook for Friday, September 17.

b.       Fred will contact the Athletic Director at York to discuss the options for group recognition.  Since the game starts at 7:30 p.m. and our mixer begins at 8:00 p.m. people may be leaving the game at half time.  According to our survey there may be 26 people attending the York game.

c.        Lee and Denny will work together to coordinate this event.

 

VI.          Friday Night Mixer

a.       Bob reported that there are currently 68 people who have pre-paid to attend our mixer.

b.       Music has been arranged by Denny for a cost of $120.  He’ll be reimbursed after the reunion.

c.        Don shared that Julie will be receiving an updated quote from Hill & Usher, LLC to cover our special event coverage in the amount of $305, which must be paid by September 17, 2010.  Once received, Julie will pay the invoice and notify the committee by email.

d.       Volunteers at the door:  Julie & Bob from 8:00-9:00 p.m.; Lee & Nancy from 9:00 – 10:00 p.m.; and Denny & Fred from 10:00 – 11:00 p.m..  Bob will provide a list of pre-paid attendees.  We’ll need some sort of stamp, a cash box, and money to make change.

e.        Lee will cover the minimum of $601 but will be reimbursed after the reunion.    

 

VII.         Saturday Tours

a.       Julie will contact Val Stewart from York and Dan Krause from Willowbrook to give them an approximate count for the tours from our survey results (over 50 for York and 20+ for Willowbrook.).  She will inquire as to where to meet and how long the tours should last.  She’ll make a final contact after our next meeting.

               

VIII.       Saturday Night Dinner and Dance

a.       Angela will use Nancy’s and Denny’s yearbooks for the nametags.

b.       With committee approval, Julie and Nancy will finalize the rental of 25 garden dishes and the purchase of 25 white spider mums from Carousel Flowers in Elmhurst at a cost of $150 for the table centerpieces.  The florist will donate a bouquet for our registration table.  In lieu of balloons, RU will reimburse us at a rate of $1.00 per person.  We’ll check with Angela on when this will paid.

c.        Due to the 242 people attending, Angela suggested using both the ballroom and the Den for dinner seating.  Fred will check to see if there are any other options.

d.       Don contacted the same videographer from Oregon that was used by the Class of 1958 to record the events of the evening.  There is no cost to the committee and there will not be any sales pitches at the reunion.  Don will make the arrangements and Fred will follow-up. 

e.        Fred will recognize committee members and Reunions Unlimited, and ask for a moment of silence in remembrance of our deceased classmates.

f.        Timeline of events:  7:00-8:00 p.m. Registration/Reception; 7:30 p.m. Class Pictures; 8:00-9:00 p.m. Dinner followed by the Program and Dancing.   

 

 

 

IX.          Sunday Morning Brunch

                a.     According to the survey, 12 people indicated an interest in attending the brunch (7:00 – 11:30 a.m.)   Nancy                       will make final arrangements through Christie Lamb to determine a designated area in the dining room.

 

X.            Miscellaneous Items

               a.     Website Renewal:  Lee made a motion to renew our website for a period of 3 years for $249.  Don seconded                      the motion and everyone agreed.  Julie will send Bob a check to cover this cost which is due by

                       September 10, 2010,

b.       Another financial projection is for the URL renewal (YorkWillowbrook1960) at $10 per year.  Don will look into a 3 year renewal at a cost of $30.

c.        Bob will do a website demonstration using Denny’s computer if it’s Wi Fi compatible.

d.       Our next meeting will be on Sunday, September 12, 2010 at 7:30 p.m. CDT (8:30 p.m. EDT and 6:30 p.m. MDT).

               

Respectfully submitted,

 

Julie Collins Ackerman

 
 

 
Revised Telecon Minutes
August 1, 2010
 
Participants                                                                                                         Absent                                                                  
Julie Collins Ackerman, Fred Falkner, Don Alusic, Lee Daniels Denny Peterson, Bob Swanson        
Nancy Campbell Madda  
 
I.                    Fred made a motion to accept the minutes from our last meeting with a couple of revisions; Lee seconded the motion and the motion passed unanimously. Julie will add the option of golf and a non-denominational church service to our survey on our website.
                                         
II.                  Reunion Unlimited Report Update
a.       No update was available as of our meeting. The last update that we received had our count at 217. Angela had indicated that she expected our final count to be between 250-300 people.
 
III.               Friday Night Mixer
a.       Fox Too has been renamed and is now referred to as The Den.
b.       Bob reported that we currently have 32 people, at $13 each, signed up for a total of $432.73 in our Class Creators account. 
c.        Lee reported that the Doubletree has agreed to allow Denny to set up his iPod containing over 100 songs from the fifties and sixties the night of the mixer. Fred will work with Denny to check out the sound system. Nancy also has 8 CDs of the Fabulous Fifties that she would be willing to share.
d.       It was determined that we should meet 10 days prior to the reunion weekend to discuss our reception food order which has to be placed one week prior to the event.   We have up to three days before the mixer to give a final head count. If desired, additional food can be ordered from the bar.
e.        Don recommended that two volunteers at a time should be at the door of The Den to monitor entry of attendees from 8:00 to 11:00 p.m. Julie will draft a schedule to be reviewed at our next meeting. Fred and Denny requested that they be scheduled after 9:00, as they plan to attend one of the football games. 
 
IV.                Project Reach Out
a.     Since we have gotten good response from our email blasts, Bob recommended that we send one out once a week between now and the reunion to keep anticipation at a peak.   We also discussed sending out post cards to our 300 classmates for whom we do not have email addresses. Bob made a motion to send the postcards. It was seconded and passed (4 in favor and 2 against).
 
V.                  Bylaws Changes
a.       Lee recommended that Bob be included as our webmaster and the committee count increased to seven.
b.       Page 5 Article VI, add: Sections 8. Webmaster. The Webmaster shall be in charge of the committee’s internet site, all internet structure and of the committee’s internet communications. The Webmaster shall perform his/her duties on behalf of the committee and in the name of the committee. All work performed by the Webmaster on behalf of the committee shall be the sole property of the committee and be owned by the committee. The internet site known as “ York-Willowbrook Class of 1960 Reunion Committee” shall be the sole and exclusive property of the committee and owned by the committee.
c.        Fred made a motion to accept the changes to our Bylaws as described by Lee as well as any changes agreed upon by he and Bob with regard to duties of the Webmaster. Our internet name is yorkwillowbrook1960.org.  Nancy seconded the motion; everyone agreed.
 
VI.                Miscellaneous Items
a.       Survey results can be obtained from our website.
b.       Per Angela, August 4 is the deadline for the Memory Book.
c.        Nancy will make a small donation to our bank account in August.
d.       Julie and Nancy will investigate table decorations and will check with Angela regarding a credit.
e.        Don will contact Debbie at York HS regarding sharing our database.
f.        We will have at least one meeting after the reunion as a follow-up.
g.        Don will make a recommendation concerning having a videographer at the reunion.
h.       Don and Fred were assigned responsibility for a program for the Saturday night dinner/dance.
i.         Fred will pursue arrangements for displaying the website on Saturday night.
j.         Our next meeting will be on Sunday, September 2, 2010 at 7:30 p.m. CST (8:30 p.m. EST and 6:30 p.m. MST). (Check you email for updated meeting date.)
 
Respectfully submitted,
Julie Collins Ackerman

 

 


Telecon Minutes

July 11, 2010

 

 

Participants                                                                                        

Julie Collins Ackerman       Nancy Campbell Madda                                                  

Don Alusic                            Denny Peterson

Lee Daniels                           Bob Swanson

Fred Falkner

 

 

I.                    The minutes from our June meeting were approved with a slight revision.  Julie will change the start time for the brunch on September 19 to 7:00 a.m. instead of 7:30 a.m.

 

II.                  Reunion Unlimited Report Update

a.       The second mailing finally went out in the form of a post card.  It was noted that it did not reference our website.  Don will follow-up on this point

 

III.               Friday Night Mixer

a.       Don, Fred, and Bob sent out a draft of the e-blast regarding our Friday night mixer to committee members for comments. Our hope is to entice our classmates to sign up early by offering them a discounted price.

b.       After some discussion, Bob made a motion that the advance discounted ticket price should be $13; Lee seconded the motion and everyone agreed.

c.        Bob has arranged through Class Creators, via our website, to collect money in advance through credit card transactions.  Class Creators will be making a small deposit (less than $1) to make sure the process will work and Julie will let Bob know the exact amount of this deposit.  Any balance of $50 or more will be deposited into our account every two weeks.  If there is no activity for 60 days, they will deposit whatever balance is remaining.

d.       The ticket price at the door will be $15 in cash per ticket.  No checks will be accepted.  Whoever is collecting money at the door will have to have change available in $5 and $10 increments.

e.        An e-blast will be sent out now that the details have been agreed upon.

f.        Lee will check into the music options for Friday night and report back to the committee on or before our next meeting.

g.        Bob made a motion not to have Tim Rickey perform his Elvis impersonation at the mixer; Lee seconded the motion and everyone agreed. 

 

IV.                Miscellaneous Items

a.       Operation Reach Out, discussion on our By-Laws, and a possible video of our reunion were tabled until our next meeting. 

b.       Bob reported that there has been a classmate request to include a new item on our website – Teachers We’ve Known.

c.        Julie offered to make a small donation through our website to help avoid a monthly service charge on our checking account statement.

d.       Our next meeting will be on Sunday, August 1, 2010 at 7:30 p.m. CST (8:30 p.m. EST and 6:30 p.m. MST).

 

Respectfully submitted,

 

Julie Collins Ackerman

 


 

Telecon Minutes

June 24, 2010

 

 

Participants                                                                                         Absent

Julie Collins Ackerman       Fred Falkner                                         Denny Peterson

Don Alusic                            Nancy Campbell Madda

Lee Daniels                           Bob Swanson

 

 

I.                    Fred moved that we accept the minutes from our last meeting.  Nancy seconded the motion; everyone agreed.

 

II.                  Friday Night Mixer (8 p.m. till 12 midnight) & Liability Insurance

a.       Fred made a motion to accept Lee’s efforts in negotiating for the Fox Too and that we have our mixer there.  Julie seconded the motion; everyone agreed.

b.       At the present time, the BEO includes a cheese tray for 35 and a veggie tray for 35.  Including tax and gratuity this comes to $501.  Lee put down $100 to be used towards the bar bill if we don’t go over our $350 minimum.  He guaranteed $601 on his credit card to be paid 96 hours prior to our event.  (Approximate cost per person would be $5.50 for food, plus 22% gratuity, 8.145% tax, and $3.05 for insurance if 100 people attended.)

c.        Don negotiated and received a quote of $305 for liability insurance which would include breakage and injury, not including liquor, for our mixer.

d.       Fred moved that we purchase the liability insurance that Don has explored, not to exceed $305.  Nancy seconded the motion; everyone agreed

e.        Lee made a motion to charge $15 per person to make sure we cover all our expenses.  Bob seconded the motion; the majority of the committee agreed.  (Note:  We will have $2 coming back from each reunion ticket purchased as an additional buffer for our expenses.)

f.        Discussion followed as to whether to allow classmates to pay at the door or have them pay ahead of time through our website, even though there would be a $.50 charge per person.  Bob will explore the option of purchasing tickets through our website and this topic will be re-visited at our next meeting.  We also discussed the possibility of offering a credit card discount.

 

III.               Music/Sound System

a.       Julie and Lee will explore our options and pricing for the background music for our Friday night mixer and the availability of a piano.  Nancy has numerous CDs from the 50s and 60s.  They will ask if we can use these.

 

IV.                Sunday Brunch

a.       Nancy reported that classmates can have brunch between 7:30 a.m. and 11:30 a.m. on Sunday and either order the buffet for $15.99 per person or order off the menu.

 

V.                  Miscellaneous Items

a.       Fred will send out a revised copy of the drafted e-mail blast outlining our weekend events; it will also be on our website.

b.       Lee asked us to review our By Laws for future use.

c.        Our next meeting will be on Sunday, July 11, 2010 at 7:30 p.m. CST (8:30 p.m. EST and 6:30 p.m. MST).

 

Respectfully submitted,

 

Julie Collins Ackerman

 


 

 

Telecon Minutes

May 23, 2010

 

Participants                                                                                         Absent

Julie Collins Ackerman       Nancy Campbell Madda                   Lee Daniels

Don Alusic                            Denny Peterson

Fred Falkner                         Bob Swanson

                                               

I.                    The revised minutes from April 11, 2010 were approved.  The minutes from May 2, 2010 were also approved with a minor revision to be made by Julie.  Bob will look into archiving our minutes on our website going back to August or early September of 2009.     

 

II.                  Reunions Unlimited Update

                a.     Don reported that he had not received an updated report from Angela as of our meeting.  He was uncertain whether the second mailing had gone out but assumed it had not.  We were supposed to review the letter before it was sent out; this never happened.

                b.     Fred offered to contact Angela for an update. 

 

III.          Weekend Ancillary Events (On-line survey would be required to determine interest)

a.       Friday Night Football Games

·         Don and Fred will be coordinating the details with the Athletic Directors from both schools, including the timeline.

b.     Friday Mixer

·         Villa Nova – No contract required; wants payment early in the week.

·         Fox Too at the Doubletree – Complicated contract, $250 deposit, insurance requirement, sliding dollar minimum depending on numbers.  Julie will forward a copy of lighter food options to the committee.

·         Questions Julie should ask Harlie Des Roches at the Doubletree:

1)       Can we get a less complicated contract and have an extension on when it needs to be signed?

2)       Cost and modification of insurance clause? 

3)       Can we use a post-dated check for the deposit and have the credit card option waived?

4)       If we have the Fox Too open at 6:30 pm for drinks only, can we have the option of having light snacks/appetizers put out after the football games?

c.     Tours

·         Julie is the local contact person for the tours at Willowbrook at 10:00 am and York at 2:00 pm on Saturday, September 18.  If we have over 40 people there will be a $50 charge.  Julie will ask for clarification on this from Dan Krause, Principal at Willowbrook and Val Stewart, retired tour coordinator at York.

d.       Sunday Morning Brunch

·         Nancy will contact the catering manager at the Doubletree to coordinate the Sunday brunch including timeline, location, menu selection, etc.

 

IV.          Project Reach Out

a.       Bob reported that there are still 27 classmates that we have no information on.  Julie offered to take another 10 names of people to contact.

b.       There are still many of our classmates who indicated on our website that they will be attending our reunion but have not yet registered.  We discussed sending out e-mail blasts once a month to update everyone on our reunion events, encourage people to update their profiles, and register if they have not already done so.  Bob will research this possibility and e-mail his findings to the committee.

 

V.                  Other Websites

a.       Denny was reminded to post something on Facebook and Classmates.com inviting Willowbrook 1960 alums to check out our website and to register to attend our reunion.

 

VI.                York and Willowbrook Newsletters.

a.       Julie will call her contact Debbie Hollstein at York and Gina Mucha at Willowbrook to have our reunion information included in their next newsletters.

 

VII.         Bank Account

a.       At our last meeting we discussed switching to a joint savings account after the reunion.  Denny will look into this and draft a note to the committee on this option.  (Still pending)

 

VIII.       Our next meeting will be on Sunday, June 13, 2010 at 7:30 p.m. CST (8:30 p.m. EST and 6:30 p.m. MST). 

 

 Respectfully submitted,

 Julie Collins Ackerman

 


  

Telecon Minutes

May 2, 2010

 

Participants                                                         Absent

Julie Collins Ackerman                                       Lee Daniels

Don Alusic                                                      Bob Swanson

Fred Falkner

Nancy Campbell Madda

Denny Peterson

                                                               

I.                    The minutes from April 11, 2010 will be approved at our next meeting due to pending revisions.

 

II.                  Reunions Unlimited Update

a.       We currently have 171 paid classmates, including guests, who will be attending our Saturday night event.

b.       RU will be sending out their second mailing to classmates who have not yet responded in early May.

 

III.          Weekend Ancillary Events  (On-line survey would be required to determine interest)

a.       Friday Night Football Games

·         Don and Fred will work with the Athletic Directors from both schools to coordinate how the recognitions will be handled.

b.       Sunday Brunch

·         Nancy will contact the catering manager at the Doubletree in June to discuss the details, including menu selections.

c.        Tours

·         Julie will be the local contact person for the tours at Willowbrook at 10:00 am and York at 2:00 pm on Saturday, September 18.  Both tours have already been scheduled.  Once we determine the approximate size of our groups, she will notify her contacts (Dan Krause, Principal at Willowbrook and Val Stewart, retired tour coordinator at York).

d.     Friday Mixer

·         Lee looked into Fitz’s Lanes in Elmhurst but parking and size would have been an issue.

·         Denny has been working with his contact at the Villa Nova, and although this venue seemed like a perfect choice initially, their requirements have changed.

·         After further discussion, it was decided that Julie and Nancy would look into possible Friday night options at the Doubletree for comparison and report back to the committee.

 

IV.          Project Reach Out

a.       Although Project Reach Out is ongoing, it is proving to be very successful.

 

V.                  Other Websites

a.       Don is in the process of drafting a note to our classmates on Facebook and Classmates.com inviting them to check out our website and to register to attend our reunion.  Bob has added some interesting categories to our website  Don will forward a copy of his draft to the committee.

 

VI.          Fees on our Bank Account

a.       We’ve discovered that if we don’t receive any direct deposits within a given month, we will be charged a $6 service fee.  This hasn’t been a problem until recently.  We discussed switching to a joint savings account after the reunion.  Don will look into this and draft a note to the committee on this option.

 

VII.         Our next meeting will be on Sunday, May 23, 2010 at 7:30 p.m. CST (8:30 p.m. EST and 6:30 p.m. MST). 


 Respectfully submitted,

 

 Julie Collins Ackerman

 

 

 

 

 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Revised Telecon  Minutes

 

April 11th, 2010

 

 

 

Participants:                                                    Absent:

 

            Don Alusic                                                Julie Collins Ackerman 

 

            Lee Daniels

 

            Fred Falkner

 

            Nancy Campbell Madda

 

            Dennis  Peterson

 

            Bob Swanson 

 

 

 

I    Welcome:  by Don

 

              Lee added:  “The Website is Fabulous”  Thank you Bob

 

                                 We all agreed.

 

 

 

II.  Minutes:  March 14th, 2010

 

               Approved as corrected: 

 

                  Corrections:

 

                  IV.  classmates with no e-mail addresses

 

                   V. Denny will do the same for Willowbrook classmates

 

                

 

III.   Agenda for April 11th, 2010

 

                  Accepted

 

 

 

 !V.  Reunion Unlimited update:

 

         Total registered:  168  ( 16 came after the deadline)

 

         Second mailing; the beginning of May

 

 

 

 V.    Weekend Events (not including Saturday night)

 

         We can do polling on the website to help us decide 1. what events to offer

 

               2. how many classmates are interested.

 

     

 

         Friday night football games:

 

                  Introduce football players, cheerleaders, pompom girls, and marching

 

                       band members

 

          Friday night mixer:

 

                    Lee and Denny have looked into sites for the mixer:  We are deciding

 

                      between   Fritz Lanes and Villa Nova.  More information will follow.

 

         

 

          Sunday Brunch: 

 

                      At the Doubletree Hotel

 

                      Committee will make arrangements with the hotel

 

                      All guests will pay their own bill

 

                      We will ask the hotel to designate an area in the main dinning room

 

                          for our guests.

 

           

 

                  Tours of Willowbrook and York  (Saturday)

 

                              Val Stewart was in charge of alumnae tours at York.  She is

 

                                    now retired, but is willing to work with us.

 

                 

 

                              Motion by Lee:

 

                                          We offer two tours:  Willowbrook in the morning, and

 

                                          York in the afternoon.  Lunch will not be included. 

 

                                          2nd  by Nancy.  Motion passes.

 

 

 

                              Interest in the tours will be included in our polling on the website.

 

 

 

VI.             Project Reach Out- locating  classmates:

 

                              We need volunteers to help

 

                               We do not have e-mail addresses for 275 classmates

 

                                 180 classmates have registered

 

 

 

VII.           Getting the word out to other websites such as facebook; classmates: 

 

                              Denny  and Don will work on this issue.

 

 

 

VIII.          Contacting those who said they plan to attend, but have not registered.

 

                              We will wait until after the R.U. mailing in May, and  then proceed

 

                               to contact these classmates.

 

 

 

 IX.             Guests on our web site from other classes:

 

                              It was suggested that we offer a “guest status” for those who have

 

                                  helped us get started.

 

                              Also “ guest status” for the classes of 61 and 62

 

                              Should we invite people from other classes to our Friday night

 

                                 mixer?   The committee felt that we will not.

 

 

 

  X.               Next telecon meeting:   Sunday, May 2nd, 2010:    7:30 p.m. CST.

 

 

 

 

 

Respectfully submitted,

 

 

 

Nancy Campbell Madda  

 

 

 


 

 

 

Telecon Minutes

 

March 14, 2010

 

 

 

Participants                                                         Absent

 

Julie Collins Ackerman                                       Nancy Campbell Madda

 

Don Alusic                                                            Denny Peterson

 

Lee Daniels

 

Fred Falkner                                        

 

Bob Swanson

 

 

 

 

 

I.                     Fred moved to accept the minutes from February 21, 2010.  Lee seconded the motion; everyone agreed.

 

 

 

II.                  Reunions Unlimited Update

 

a.       Don reviewed highlights from his e-mail regarding updated reports from RU as of March 12, 2010.

 

·      There are 45 classmates (59 with guests) from Willowbrook and 57 classmates (93 with guests) from

 

              York who have registered to attend our reunion for a total of 152.

 

·      Taken into account the additional 41 classmates on our website who have not indicated whether or not they will be attending our reunion and the estimated guest ratio, we could potentially have 230 in attendance at our Saturday night event

 

·      There are 38 missing classmates from Willowbrook and 21 missing from York for a total of 59.  Karen Cates has found a number of people on the missing list that are not yet reflected in the reports.

 

 

 

III.          E-mail to Those Who Plan to Attend but Haven’t Registered

 

a.       Bob reported that many classmates responded; some are planning to attend but have not yet registered.

 

                         

 

IV.          Project Reach Out

 

a.       Karen Cates is continuing to work on locating 50 – 60 of our most difficult to find classmates.

 

b.       Bob reported that we have approximately 260 phone numbers for classmates with inactive e-mail addresses.  We are looking for additional volunteers to help with making calls.  Send your list of volunteers to Bob along with their contact information and he will do the follow-up.

 

 

 

V.            Finding Classmates from Other Websites

 

a.       Don set up a group with the York/Willowbrook Class of 1960 reunion details on Facebook and invited York classmates; Denny invited Willowbrook classmates.  Don setup an event with our class reunion details on classmates.com and invited the York classmates; Denny did the same for the Willowbrook classmates.  It seems to be working.

 

 

 

VI.                Other Weekend Events

 

a.       Friday lunch and tour of York

 

b.       Friday night football games

 

·         Recognize former football players, cheerleaders, and band members.

 

·         Fred will contact Dave Andrews, Athletic Director at Willowbrook, to work out details.

 

·         Friday night mixer.  Lee, Denny, Julie, and Nancy will check out different venues and report back to the committee. 

 

c.        Saturday tour of Willowbrook.  Julie will follow-up with Gina Mucha.

 

d.       Sunday morning brunch at the Doubletree.

 

e.        We discussed putting a survey on our website to help us determine interest in these events.  This will be discussed further at our next meeting.

 

 

 

VII.         Next Meeting

 

a.       Our next meeting will be on Sunday, April 11, 2010 at 7:30 p.m. CST (8:30 p.m. EST and 6:30 p.m. MST). 

 

 

 

 Respectfully submitted,

 

 

 

 Julie Collins Ackerman

 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Revised Telecon Minutes

 

February 21, 2010

 

 

 

Participants

 

Julie Collins Ackerman                       Fred Falkner                                         Bob Swanson                                      

 

Don Alusic                                            Nancy Campbell Madda

 

Lee Daniels                                           Denny Peterson

 

 

 

 

 

I.                    The minutes from January 24, 2010 were approved as submitted.

 

 

 

II.                  Update on Bank Account/PayPal

 

a.       Bob reported that the current balance in our checking account is $78, which includes a $75 transfer from PayPal.

 

b.       A donation from Fred in the form of a check was sent to Julie but had not yet been received.  Julie will notify him by e-mail once it’s received and deposited into our checking account.

 

 

 

III.          Doubletree Reservations

 

a.       Fred reported that all of the problems he experienced when attempting to make a room reservation for our reunion weekend have been resolved.  Please refer to his e-mail for further details.

 

                       

 

IV.          Reunions Unlimited Update

 

a.       As of our teleconference, Angela had not yet responded to our request for a status update.

 

 

 

V.            Project Reach Out

 

a.     Bob referenced an e-mail he sent out detailing Project Reach Out and the options available to us in                       reconnecting with missing classmates.

 

                        Current statistics:

 

                                Total number of combined school classmates              882

 

                                Deceased                                                                               109

 

                                Remaining                                                                            773

 

                                Registered on our site                                                          157

 

                                Not registered                                                                       616

 

                                Of the remaining 616 who have not responded

 

                                98 have e-mail addresses

 

                                323 have phone numbers but no e-mail

 

                                144 have an address but no phone or e-mail

 

                                51 have none of the above

 

                b.     It was decided that committee members would call nine classmates each from a list provided by Bob to obtain current contact information and to invite them to register on the RU website and update their profile on our website. Once contact is made, it was recommended that we follow-up by e-mail if possible and send their contact information to Bob.

 

 

 

VI.          Finding Classmates from Other Websites

 

a.       Don set up a group with the York/Willowbrook Class of 1960 reunion details on Facebook and invited York classmates.  Denny will invite Willowbrook classmates.  Don setup an event with our class reunion details on classmates.com and invited the York classmates.  Denny will do the some on classmates.com for the Willowbrook classmates.

 

       

 

VII.         Miscellaneous Items.

 

a.       One hundred and two classmates have indicated in their profiles that they plan to attend the reunion.

 

b.       March 11, 2010 is RUs first deadline for registration.

 

c.        Julie will send an e-mail to our York and Willowbrook contacts to invite them to become guests on our website.

 

 

 

VIII.       Next Meeting

 

a.       Our next meeting will be on Sunday, March 14, 2010 at 7:30 p.m. CST (8:30 p.m. EST and 6:30 p.m. MST). 

 

 

 

 Respectfully submitted,

 

 Julie Collins Ackerman

 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Telecon Minutes

 

January 24, 2010

 

 

 

Participants

 

Julie Collins Ackerman                       Fred Falkner                                         Bob Swanson                                      

 

Don Alusic                                            Nancy Campbell Madda

 

Lee Daniels                                           Denny Peterson

 

 

 

 

 

 

 

I.                    The minutes from January 10, 2010 were approved as submitted.

 

 

 

II.                  Update on Bank Account/PayPal Setup

 

a.       Denny reported that the current balance in our checking account is $100.07.

 

b.       A $75 transfer from PayPal is still pending.  There is a $1.75 processing fee on each PayPal donation.  Julie will send Bob a check for $97 to cover the annual cost of our website through September 2010.

 

c.        To date, donations have been made by Denny, Don, Bill McClain, and Bob Rheintgen.  Bob suggested that donations should be used to cover future expenses, our next reunion, future mailings, and possible fund raising.

 

d.       It was suggested by Lee and agreed upon by the committee that only Steering Committee members could make a donation in the form a check written to either Julie or Denny for deposit into our checking account.

 

 

 

III.          Update on Thank You Notes

 

                a.     Julie read a Thank You note she had drafted in response to donations.  Bob thought it could be sent from our                    website and asked Julie to forward the text to him.  (Update - This wasn’t possible so Julie has sent out Thank                            You notes through e-mail to Bill McClain and Bob Rheintgen.) 

 

                b.     It was suggested that we might want to consider posting a list of contributors at our reunion.

 

               

 

IV.          Update on Deceased Classmates

 

a.       Angela from Reunions Unlimited has reported that 108 of our classmates are deceased.  This number differs slightly from our count which is 100.

 

 

 

V.                  Locating Missing Classmates

 

a.       Bob reported that we have 700 profiles on our website.  There are 50 profiles with “no information” and 100 identified as being deceased.  Karen Cates is continuing to collect data on our missing classmates.  One of our challenges is trying to find female classmates who are now going by a different name.

 

b.       “Project Reach Out” is something that Bob suggested whereby committee members would attempt to contact classmates by phone, since that is the only information we have on them.  RU does not have these numbers.  “Project Reach Out” has been tabled for the time being.

 

 

 

VI.          Finding Classmates from Other Websites

 

a.       We discussed other options for finding classmates which included Facebook, and classmates.com.   Denny and Don are members of Facebook and Bob is a member of classmates.com. 

 

 

 

VI.                Update on Making Reservations at the Doubletree.

 

a.       Fred shared his experience when trying to make a reservation at the Doubletree for our reunion.  He called 630-472-6000 and was given the run-around.  They were not aware of our reunion and the special rate we were quoted.

 

b.       Fred will make Angela aware of his experience and have her look into a solution.

 

 

 

VII          Next Meeting

 

a.       Our next meeting will be on Sunday, February 21, 2010 at 7:30 p.m. CST (8:30 p.m. EST and 6:30 p.m. MST). 

 

 

 

 

 

 Respectfully submitted,

 

 Julie Collins Ackerman

 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Telecon Minutes

 

January 10, 2010

 

 

 

Participants

 

Julie Collins Ackerman                       Fred Falkner                         Bob Swanson                                      

 

Don Alusic                                            Denny Peterson

 

                                               

 

Absent

 

Lee Daniels

 

Nancy Campbell Madda

 

 

 

 

 

I.                    Fred moved to accept the minutes from November 29, 2009.  Julie seconded the motion; everyone agreed.  Fred also moved to accept the minutes from December 20, 2009.  Denny seconded the motion; everyone agreed.

 

 

 

II.                  Website Updates

 

a.       RU’s website is ready to accept registrations and includes the questionnaire to be used for our Memory Book, as well as a link to our website.  RU sent out our first mailing on January 6.

 

b.       Bob has updated our website with pertinent reunion information and included a link to RU’s website for easy access to registering.

 

 

 

III.          Doubletree Visit

 

                a.     Nancy, Denny, and Julie went to the Doubletree on December 23 for a food sampling and tour.  We were met                                    by Angela Staples and Harlie Des Roches, the Sales Manager from the Doubletree. 

 

                b.     Any reservations we originally had regarding the menu for our reunion were quickly eliminated.  The                                     food was delicious, the staff very gracious, and the rooms were charming.  We decided to go with the caesar                         salad with a choice of champagne vinaigrette or caesar dressing on the side, citrus chicken, crisp green                                  beans with red peppers, garlic mashed potatoes, and chocolate cake for dessert. A vegetarian pasta will also                    be available upon request.  (The garlic mashed potatoes were chosen by a consensus of the committee.)

 

                c.     The Doubletree has a free shuttle that could be used to transport our classmates to the two high schools if pre-                   arranged.

 

               

 

IV.          Bank Account

 

                a.     Bob originally identified us as a non-profit organization when he set up our PayPal account.  PayPal                                     requires accounts identified under this category to provide them with additional information regarding their                                organization.  Bob will rectify this situation and advised Julie to wait for notification from PayPal that our                  account access has been restored before writing any checks.

 

                b.     Bob recommended that we consider sending a thank you note to anyone making a donation for our website or                                 committee expenses.  Julie will draft a thank you note and e-mail it to the committee for a consensus vote. c.             The question was raised as to whether donations can be made outside of PayPal.  The answer is “No” for                            management purposes. 

 

                d.     Denny will periodically report the status of our donations to the committee.

 

 

 

V.                  Social Security Numbers

 

a.       Due to the concern of Gina Mucha from Willowbrook and the committee’s discussion it was decided to remove all visible social security numbers from our website.

 

 

 

VI.          Miscellaneous Items

 

a.     RU has reported that they have found 96% of our classmates.  A note will be sent to Angela asking her to           provide us with a list of who has been found so we can update our database.

 

b.       It was suggested that families of deceased classmates be contacted to see if they would like to add any personal information to this section of our website.

 

c.        Ron Boyd has three new jobs and will have to bow out of locating classmates for us.

 

d.       There are still phone numbers to be verified and e-mail addresses that need to be identified.  Fred suggested that we include this as an agenda item for our next telecon.

 

e.        Our next meeting will be on Sunday, January 24, 2010 at 7:30 p.m. CST (8:30 p.m. EST and 6:30 p.m. MST).

 

 

 

 

 

 Respectfully submitted,

 

 Julie Collins Ackerman

 

 

 


 

 

 



 

 

Telecon Minutes

 

December 20, 2009

 

 

 

 

 

Participants

 

Julie Collins Ackerman                       Fred Falkner                                        

 

Don Alusic                                            Denny Peterson

 

Lee Daniels                                           Bob Swanson

 

 

 

Absent

 

Nancy Campbell Madda

 

 

 

I.                    The minutes from the previous meeting were not approved due to impending changes.

 

 

 

II.                  Finalization of Saturday Night Menu

 

a.       Fred moved to accept the chicken dish as the entrée for the $70 ticket price ($73 if paid by credit card).  Bob seconded the motion; everyone agreed.

 

b.       It was the consensus of the committee to have Denny, Julie, and Nancy visit the DoubleTree on December 30 to critique two chicken entrees (with the same price point) and a vegetarian option, tour the facility, and  establish a rapport with the staff.  Angela from RU will make the arrangements.

 

 

 

III.          Review of REACT, First Announcement, First Questionnaire & Registration Documents

 

                a.     After Fred’s suggestion and further discussion, Bob moved that we add $2 to the above mentioned ticket price to help defray reunion costs at the discretion of the committee.  Julie seconded the motion; everyone agreed.

 

                b.     Various suggestions were made including the following:

 

                        1.     Keep our reunion name consistent on all documents and mailings.

 

                        2.     List Steering Committee members alphabetically.

 

                        3.     Inquire about the availability of a projector/screen and AV equipment for our Saturday night event.

 

                        4.     Check the credentials for World Wide Entertainment and inquire how long they will play.  Committee members may want to attend one of their events prior to our reunion.

 

                        5.     Make sure the projected attendance clause is consistent with our original contract.

 

                        6.     First mailing should include a blurb about our ancillary activities – Friday night football games and ice                                         breaker, high school tours, and Sunday brunch.

 

                        7.     Should grandchildren be included on the registration questionnaire?

 

                c.     First mailing is scheduled to go out on January 6; second mailing will go out on March 11, 2010 to anyone who has not yet registered.

 

                       

 

IV.          Update on Friday Options

 

                a.     We discussed York’s generous offer to provide lunch and a tour on Friday, September 17 and to have our football players, cheerleaders, etc. lead the football team out to the field for the Friday evening game.

 

                b.     Julie will draft an e-mail to Gina Mucha, her contact at Willowbrook, to see if they will match York’s offer and to determine if both Friday and Saturday are options for a tour.

 

 

 

V.                  Miscellaneous Items

 

a.       Bob is working on our 50 Year Reunion Page statement on our website.  This will include a link to the RU website for registration.  RU’s website will also include a link to our website.

 

b.       It was determined that the information that Julie received from her credit union would not meet our needs; therefore, she and Denny will set up an interest free joint checking account at Chase Bank that will accept PayPal donations.

 

c.        Ron Boyd’s report on locating classmates is still pending.

 

d.       It was the consensus of the committee, that Bob should respond to the volunteers who have offered their help by thanking them and letting them know they will be contacted as soon as tasks are identified.

 

 

 

 

 

 Respectfully submitted,

 

 Julie Collins Ackerman

 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

 

                                              REVISED   TELECON MINUTES

 

                                                             November 29, 2009

 




Participants:

 

 Don Alusic

 

 Fred Falkner

 

 Nancy Campbell Madda

 

 Bob Swanson

 

Absent:

 

 Julie Collins Ackerman

 

 Lee Daniels

 

 Denny Peterson

 

Guest:

 

  Angela Staples (Reunions Unlimited)

 

 

 

I.                   Welcome by Don and introduced Angela to the committee members

 

II.                 Minutes from November 22nd, 2009

 

                  Accepted as submitted

 

III.              Agenda

 

     Fred suggested we reverse the order of V and VI.  It was decided to keep   

 

       the original  order.

 

IV.             Reunions Unlimited:  proposals, questions, answers:  Angela

 

                  Angela:   30% is a good average for tax and gratuity

 

                                       Yes, there are hotel accommodations within two miles of Itasca

 

                                                Country Club    

 

                                       Special rate for a hotel room is between $88 and $118 per night

 

                                       Itasca C.C. has undergone a 3 million dollar renovation

 

 

 

                                     Multiple entrée selections will add approximately $5-$8 to each

 

                                     ticket price 

 

V.                Update on Friday Evening Options

 

There are only two weekends that both York and Willowbrook have home

 

Games on Friday night.   9/3  2010 (Labor Day Week-end) 9/17 2010

 

There is a York/Willowbrook game at York on 10/23/ 2010

 

       VI       Committee Discussion and Vote 

 

                       With all information available, these are our choices for venue Sat. night.

 

                             Waterford Banquets

 

                              Crown Plaza

 

                               Itasca Country Club

 

                               Harry Carays

 

                            Westin/Lombard

 

                             Indian Lakes

 

                             Marriott  Oak Brook

 

                             Oak Brook Hills

 

                             Doubletree  Oak Brook

 

 

 

             Deciding Factors:  ( see Venue Comparison sheet)

 

                             Available Date

 

                             Location

 

                             Ticket Price

 

                             Revenue minimum

 

             Voting: 

 

                        Motion made by Nancy that we select the Doubletree Oak Brook for our  

 

                         Saturday night venue.  Date:  September 18th, 2010.  Ticket price will be                                                    

 

                           between  $70 - $78 per person.   

 

                         Second:  Fred

 

                         Vote:  unanimous

 

                                  Our decision was based on the available date, location, no revenue

 

                                        minimum,  and ticket price.                              

 

VII       Web site.

 

:                       We will work together with Reunions Unlimited

 

                                               

 

 

 

VIII      CONGRATULATIONS TO OUR COMMITTEE!!!

 

                                We  have chosen a date, venue, and are now on our way to a fabulous

 

                                    Reunion.  Let’s keep moving forward. 

 

 

 

Respectfully submitted,

 

            Nancy Campbell Madda

 


 

 

 

Telecon Minutes

 

November 22, 2009

 

 

 

Participants

 

Julie Collins Ackerman                        Fred Falkner

 

Don Alusic                                             Nancy Campbell Madda     

 

Lee Daniels                                           Denny Peterson

 

 

 

Absent

 

Bob Swanson

 

 

 

I.                     Julie moved to accept the minutes from November 15, 2009 as submitted.  Fred seconded the motion; everyone agreed.

 

 

 

II.             Update on Reunions Unlimited

 

a.     Don will send Angela the Memory Booklets from our 20th and 35th reunions.

 

b.    Angela suggested that we consider the Waterford Banquets in Elmhurst as a possible venue.

 

c.     It was the consensus of the committee that determining a venue and date should be the first priority for Reunions Unlimited.  We are hopeful that Angela will have a list of quotes available by next Sunday’s meeting.

 

d.    Lee suggested that it would be helpful if the committee had an opportunity to review the quotes before the meeting.  A sub-committee of Lee, Nancy, Denny, and Julie agreed to visit the top three or four choices and report back to the committee.

 

e.     Fred reviewed the notes from the November 17, 2009 teleconference with Angela Stapes that he, Don, and Bob participated in.  The purpose of the teleconference was to discuss the interaction of the Reunion Committee website with the Reunions Unlimited website.  A copy of these notes had been e-mailed to the committee for review.

 

f.     The committee will critique all mailings prepared by Reunions Unlimited before they are sent out.

 

 

 

III.                  Locating Classmates

 

a.        Ron Boyd’s role in locating classmates is undefined at this point.

 

b.       Currently there are 140 classmates that we have no information on and 100 that we have partial information on.

 

 

 

IV.                  Friday Night Event

 

a.        Don will draft a memo to the Athletic Directors at York and Willowbrook to determine when the football schedules for the fall of 2010 will be set. 

 

b.       Fred reminded the committee that a football game is an ancillary event and cannot be determined until we have a date for the reunion.

 

 

 

V.                   Update on Bank Account

 

a.         Although our expenses are minimal at this point, the committee still felt it was good practice to open up a bank account to maintain an accurate accounting of our expenditures and possible donations.

 

b.       Denny will explore this option in the upcoming week.

 

 

 

VI.                  Meeting During the Holidays

 

a.         After some discussion, it was decided that we would continue to meet on a regular basis at our scheduled time.

 

 

 

VII.                Next Meeting

 

a.        Our next meeting will be on Sunday, November 29th at 7:30 p.m. CST (8:30 p.m. EST and 6:30 p.m. MST) unless otherwise directed.

 

 

 

Respectfully submitted,

 

Julie Collins Ackerman

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

York-Willowbrook Class of 1960 50th Class Reunion

 

 

 

Notes From Teleconference on November 17, 2009   4PM (EST)

 

Attendees: Don Alusic, Bob Swanson, Fred Falkner, (Reunion Committee), Angela Staples (Reunions Unlimited)

 

 

 

The purpose of the teleconference was to discuss the interaction of the Reunion Committee website with the Reunions Unlimited website.

 

 

 

Bob Swanson described the class website which has a unique domain name (www.yorkwillowbrook1960.org).  The programming used for the website is from Class Creator and available at a modest cost.  The site is well designed with the capacity to create individual profiles, send emails, and post announcements.  The senior yearbook pages with individual class photos in the yearbooks from both schools are displayed. The names of about 870 classmates are listed on the website.  Information is available as to the contact status, location, and memorial status of classmates.

 

 

 

The Reunion Committee has email addresses for approximately 200 classmates, 100 of which have been verified.  There are also mailing addresses for about 500 classmates.  This information has been sent electronically to Angela.  The website does not have the ability to generate change reports as new contact information becomes available.  The information can be obtained by a data dump and manual examination.  This could be done periodically to provide Angela with information that might be helpful for the reports she generates from the Reunions Unlimited (RU) database.

 

 

 

Reunions Unlimited will collect updated data on our classmates and will periodically provide us with that data. They generally come as Word documents, but she believes that they can send them as Excel spreadsheets.  RU will provide standard reports at agreed upon intervals or upon request that will report the total number of classmates sent contact material, number not  responding, and number responding,  The  responding classmates category will be broken down into those attending the reunion and those not attending the reunion.  Deceased classmates will also be  listed.

 

 

 

The interaction of the two websites was then discussed.   Several issues were quickly identified.  First, hotlinks between the two websites would be very desirable.  Second, the use of the word “register” needs to be used very carefully.  It should be used only to mean the act of signing up and purchasing tickets for the reunion.  This will be done only on the RU website.  Third, there is a difference between the class profiles on the RU and 1960 class websites.  The information on the RU website is used for the memory book, the name tags for the reunion, tracking enrollment, and the RU database.  The profile information on the class of 1960 website is more extensive and will be available long after the 50th class reunion.  It is designed to provide convenient updating and be a resource for future class communication and reunion activities.  Some text needs to be written and posted on each website to explain why some redundant information is being requested on each website. 

 

 

 

Angela explained the postal mailings conducted by RU.  One will take place after the venue and ticket price are established, and the reunion committee has paid for their tickets.  The second one is about 5-6 months prior to the reunion and is aimed at non-responders.

 

 

 

Don explained that we had a classmate who volunteered to help locate lost classmates.  He could pursue those classmates for whom we had email addresses that were not valid or he could pursue classmates for which we have no contact information.  Angela suggested that using the volunteer for the latter search would be the most useful.

 

 

 

Respectfully submitted,

 

Fred Falkner

 

 

 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

            

 

 

 

Telecon Minutes

 

November 1, 2009

 

 

 

 

 

Participants

 

Julie Collins Ackerman                       Fred Falkner                                        

 

Don Alusic                                            Nancy Campbell Madda

 

Lee Daniels                                           Bob Swanson

 

 

 

Absent

 

Denny Peterson   

 

                               

 

 

 

I.                    Fred moved that we accept the revised minutes from October 18, 2009 as submitted.  Nancy seconded the motion; everyone agreed.

 

 

 

II.                  Update on Reunions Unlimited Agreement

 

        a.     Don reported that Angela Staples from Reunions Unlimited has confirmed that the Reunion Partnership              Agreement has been countersigned and faxed to Denver for scanning.  We should receive an electronic                                copy very shortly along with a welcome e-mail.

 

 

 

III.          Locating Classmates with Incorrect E-mail Addresses

 

                        a.     Bob has had approximately 100 e-mail announcements bounce back as undeliverable due to incorrect                                       e-mail addresses.

 

                        b.     Don reviewed the spreadsheet he had e-mailed to committee members and suggested that each of us                                           attempt to contact our designated classmates by phone in order to update this information. 

 

                                        1)    After a lengthy discussion, the committee agreed that this should initially be the responsibility of                                                    RU.  However, if committee members choose to contact specific classmates from this list, they                                                              should notify the other committee members.

 

·         Fred will attempt to contact classmates #27 and  #97

 

·         Nancy will attempt to contact classmates  #29 and #40

 

·         Don will attempt to contact classmates #24 and #95

 

                                               

 

IV.          Update on Website

 

                        a.     Bob asked the committee how we felt about allowing pre-approved guests on our website.                                                               These guests would not be interspersed with the York/Willowbrook class of 1960.

 

                        b.     Currently Don and Bob have administrative rights to the website and they would screen the                                                            guests.  It was the consensus of the committee to allow pre-approved guests on our website.

 

 

 

V.                  Miscellaneous Items

 

        a.     Julie offered to contact York and Willowbrook regarding our new website.

 

        b.     Our Friday night event was briefly discussed, but since we don’t have an actual date for our reunion and             football schedules aren’t scheduled until January – March, it was tabled for the time being.

 

        c.     Denny and Julie will revisit the committee’s need for a bank account once we have a signed agreement with RU.

 

        d.     Our next meeting will be on Sunday, November 8th at 7:30 p.m. CST (8:30 p.m. EST and 6:30 p.m. MST).

 

       

 

 Respectfully submitted,

 

 Julie Collins Ackerman

 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Telecon Minutes

 

October 18, 2009

 

 

 

 

 

Participants

 

Julie Collins Ackerman                       Nancy Campbell Madda                                  

 

Don Alusic                                            Denny Peterson

 

Fred Falkner                                         Bob Swanson

 

 

 

Absent

 

Lee Daniels

 

               

 

                               

 

I.                    The minutes from October 11, 2009 were accepted with one revision.

 

 

 

II.                  Update on Planners

 

                      a.       Liz Beck from Reunions Limited responded to Don by e-mail to apologize for not returning his calls and to inform us that they were not the company to service our reunion.

 

                        b.     Fred reviewed the notes from a telephone conference he and Don had with Angela Staples from Reunions Unlimited on October 12, 2009 that were e-mailed to the committee.

 

                                       1)     Basically, RU would honor the use of Illinois law vs. Colorado law and the committee receiving 

 

                                                a copy of their database for future use.

 

                                    2)        We would have a choice of two versions of the Cancellation/Termination section if we choose to enter into an agreement with RU.

 

·         First, we can sign the agreement with the standard Cancellation/Termination clause with no automatic cosign requirements for contracts over $500.  (No signing of a contract would only apply to contracts meeting RU’s financial conditions.)

 

·         Second, we can sign the revised version of the Cancellation/Termination clause as we proposed in which the committee is protected in some cases from default by RU but accepts a cosign requirement for any contract over $500.

 

·         If we choose to cosign, RU will be responsible for guaranteed monies up to $4,000.   

 

                The committee would be responsible for shortfalls above that amount, although RU would not under normal circumstances sign a contract with guarantees above $4,000.

 

 

 

III.          Discussion on How to Proceed

 

                        a.     After some discussion on our options, Fred moved that we sign a Partnership Agreement with Reunions Unlimited which includes our requested revisions and choosing the Cancellation/Termination clause protecting the committee from possible default by Reunions Unlimited.  Denny seconded the motion.

 

                        b.     Don polled the committee for the vote.  The Yays won by a 4/2 vote.

 

                                        1)    Julie: Cautious Yay

 

                                        2)    Nancy: Cautious Yay

 

                                        3)    Bob: Nay

 

                                        4)    Denny: Yay

 

                                        5)    Fred: Yay

 

                                        6)    Don: Nay

 

                        c.     Don and Fred will contact RU on behalf of the committee.

 

 

 

III.               Miscellaneous Items

 

                 a.     Bob reported that progress had been made in contacting classmates.

 

        b.     Denny moved to set up a free joint checking account with Julie at West Suburban Bank on behalf of the committee.  Fred seconded the motion; everyone agreed.

 

        c.     Unless otherwise advised, our next meeting will be on Sunday, October 25, 2009 at 7:30 p.m. CDT (8:30 p.m. EDT and 6:30 p.m. MDT).

 

 

 

 

 

 Respectfully submitted,

 

 Julie Collins Ackerman

 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Telecon Minutes

 

October 11, 2009

 

 

 

 

 

Participants

 

Julie Collins Ackerman                       Nancy Campbell Madda                                  

 

Don Alusic                                            Denny Peterson

 

Lee Daniels                                           Bob Swanson

 

Fred Falkner

 

 

 

                                               

 

I.                    Bob moved that we accept the minutes from September 27, 2009 with one revision.  Nancy seconded the motion; everyone agreed.

 

 

 

 

 

 

 

II.                  Our Options and How to Proceed

 

                      a.       Sign with either Reunions Unlimited or Reunions Limited.  Pros and cons for each was discussed at great length but this option is still on the table.

 

        b.     Expand our list of possible venues.

 

        c.     Do it ourselves. This option would give us total control but also some financial risk.  Refer to Don’s e-mail from October 11 entitled “What Doing it Ourselves Would Require”.

 

d.    Fred suggested that if we identify our priorities our direction should become clear.

 

e.     Don referenced his e-mail from October 11 entitled “Attendee Estimates and Costing Analysis”.  We would need 225 attendees to make the revenue guarantee at the Oakbrook Hills Marriott.

 

f.     Denny moved that we should be prepared to vote on whether to go with a planner or do it ourselves by the next meeting.  Fred seconded this motion; everyone agreed.

 

 

 

 

 

 

 

III.          Update on Bank Account

 

 a.       Denny’s recommendation would be to open a simple checking account with two names on it.  This would require $100 to open and would be free for one year.  Any deviation from a standard “joint account” would eliminate the “free for one year” offering.

 

               b.       Bob offered to check into Pay Pal.

 

IV.          Miscellaneous Items          

 

a.       Denny attended the 50th anniversary homecoming game at Willowbrook.  He took several pictures that he

 

                will forward to the committee via e-mail. 

 

b.       Our next meeting will be on Sunday, October 18, 2009 at 7:30 p.m. CDT (8:30 p.m. EDT and

 

        6:30 p.m. MDT).

 

 

 

 

 

 

 

 

 

 Respectfully submitted,

 

 Julie Collins Ackerman

 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Revised Telecon Minutes

 

September 27, 2009

 

 

 

 

 

Participants

 

Julie Collins Ackerman                       Nancy Campbell Madda                                  

 

Don Alusic                                            Denny Peterson

 

Lee Daniels                                           Bob Swanson

 

Fred Falkner

 

 

 

                                               

 

I.                    Fred moved that we accept the minutes from September 20, 2009 as submitted.  Nancy seconded the motion; everyone agreed.

 

            

 

         

 

II.                  Update with Liz Beck from Reunions Limited

 

a.           Don made several unsuccessful attempts to reach Liz Beck.  It was his and Lees understanding that she would be available to speak with us, but this never materialized. b.           Don will continue him attempt to reach her during the upcoming week and report back to the committee. 

 

III.          Insurance Policy

 

a.           Lee did not have the opportunity to speak with anyone from the National Alliance of Special Event Planners prior to tonight’s meeting. 

 

b.           Don had accessed their website and was able to share the following information with the SC:

 

1)       Liability insurance only would cost approximately $550.00.

 

2)       Liability insurance plus guaranteed minimum contract liability would cost approximately $585.00.

 

3)       Bob shared that Class Creators is a good forum for posting questions and receiving a response on questions involving liability insurance, etc.  It sounds like they could be a very helpful resource for us. 

 

IV.          Miscellaneous Items          

 

a.         Our website and the use of e-mails are going to play a huge role in locating missing classmates.

 

b.         Denny will investigate different options available to us in setting us a checking account on behalf of the York/Willowbrook 1960 Reunion.

 

c.          Fred reviewed our options at this point:

 

                     1)     Reunions Unlimited is still willing to work with us if we are willing to accept their terms.

 

      2)      Reunions Limited – Liz getting back to us with quotes.

 

      3)      Do not go with a planner.

 

      4)      Hopefully, we will be able to make a decision soon and move forward.

 

d.       Our next meeting will be on Sunday, October 4, 2009 at 7:30 p.m. CDT (8:30 p.m. EDT and

 

         6:30 p.m. MDT).

 

 

 

 

 

 

 

 Respectfully submitted,

 

 Julie Collins Ackerman

 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Telecon Minutes

 

September 20, 2009

 

 

 

 

 

Participants

 

Julie Collins Ackerman                       Nancy Campbell Madda                                  

 

Don Alusic                                            Denny Peterson

 

Lee Daniels                                           Bob Swanson

 

Fred Falkner

 

 

 

                                               

 

I.                    Fred moved that we accept the minutes from September 13, 2009 with revisions.  Bob seconded the motion; everyone agreed.

 

                      a.         Julie will revise the minutes to include the following:

 

          1)         No matter how we re-work our costs, the final ticket price is based on the minimum number of people expected to attend.

 

              2)          If each person attends and brings a spouse or significant other this number could become 120. 

 

 

 

II.                  Update on Reunions Unlimited

 

a.           Don summarized his e-mail from September 17, 2009.  Basically, RU took the previous options off the table and suggested that we go with the agreement without modifications.  Our only choices would be to agree to the co-signing clause or their original termination policy.   If we choose the Oakbrook Hills Marriott or Indian Lakes as our venue, we would have to sign the agreement ourselves.  They would co-sign if we choose the Westin.

 

b.           Lee recognized Don for his role in the negotiating process.

 

c.           According to Lee, it would be very difficult to work with RU at this point.  As soon as he and Don said they wouldn’t agree to co-sign, the relationship became tainted.

 

 

 

III.          Update on Reunions Limited

 

a.           Don and Lee spoke with Liz Beck who worked on both our 30th and 40th reunions.  She stated that Oakbrook Hills Marriott is geared to weddings and is more problematic for reunions.  However, she is willing to speak with her contact there on our behalf.  The minimums would be up to us.  Liz will also contact Indian Lakes, the Westin and Harry Caray’s and report back to us next week.

 

b.           Liz cautioned us about putting our Friday and Sunday activities on our website because it might discourage people from attending our Saturday night event.

 

c.            Fred suggested that we wait to see what Liz comes up with before deciding on a course of action.

 

 

 

IV.          Miscellaneous Items          

 

a.         Ticket price for the Class of 1958 reunion was $95 which included a pizza party on Friday and the Saturday night event at the Oakbrook Hills Marriott.  They offered three different price options.

 

b.         Lee will contact the National Alliance of Special Event Planners regarding liability insurance and will have cost factors for us by our next meeting.

 

c.          Bob has already entered the entire list of classmates from York’s database, modified to include everyone who has previously registered, into our website.  There are only 166 missing.  The yearbook pictures have also been downloaded.   He encouraged us to register and explore the website.  It looks great!

 

d.         Denny will establish a bank account by our next meeting.

 

e.          Our next meeting will be on Sunday, September 27, 2009 at 7:30 p.m. CDT (8:30 p.m. EDT and

 

           6:30 p.m. MDT).

 

 

 

 

 

 

 

 Respectfully submitted,

 

 Julie Collins Ackerman

 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Revised Telecon Minutes

 

September 13, 2009

 

 

 

Participants

 

Julie Collins Ackerman                       Fred Falkner                                        

 

Don Alusic                                            Nancy Campbell Madda

 

Lee Daniels                                           Bob Swanson

 

 

 

I.                    Bob moved that we accept the minutes from September 8, 2009 with revisions.  Lee seconded the motion; everyone agreed.

 

                      a.         Julie will revise the minutes to include the following:

 

          1)         Denny will set up a checking account at West Suburban Bank for voluntary donations from committee members to be used as a slush fund to offset costs as they occur.  He will let us know who to make our checks payable to.  Again, this is on a volunteer basis only.

 

 

 

II.                  Reunion Partnership Agreement Update

 

a.           Lee stated that Fred and Denny are in support of agreeing to the terms of the Agreement and approving

 

the contract.

 

b.           Lee reported that some progress has been made. 

 

1)           Applicable Law - Illinois law will apply

 

2)           Business Records – Both RU and the Committee will keep their own records

 

3)           Termination/Cancellation – We agreed to substitute the word “actual” for “anticipated” in relation to the number of attendees and added a statement referring to RU’s responsibilities to the Committee if they default on their obligations resulting in the cancellation of the reunion.

 

·         RU is not comfortable with this new demand.  

 

4)           Objectives - RU added this statement, “Committee Chairperson or designated committee member shall co-sign any and all vendor contracts which would have a value greater than $500.00.”

 

·         Significantly changed the nature of our relationship

 

·         Bill Gunkel, founder and CEO of RU, said he would drop this change if we agreed to drop all changes to the Termination/Cancellation section.

 

·         Don is opposed to signing anything that puts any liability on members of the Committee.  Lee and the rest of the Committee agreed that this is unacceptable.

 

5)                        Don and Lee will return to the negotiating table with RU on Monday, September 14.

 

·         Their goal is to sign the contract, dropping all changes to the Termination/Cancellation section, with no provision for co-signing.

 

 

 

III.          Miscellaneous Items

 

a.           We reviewed probable costs for our Saturday event.  No matter how we re-work our costs, the final ticket price is based on the minimum number of people expected to attend.

 

b.           We already have 60 people registered from our previous website.  If each person attends and brings a spouse or significant other this number could become 120.  Don reminded us that York has a database of approximately 869 students from our combined classes containing names, addresses, and e-mail addresses dating back 2-3 years.  At that time, only 250 had e-mail addresses.

 

c.            We tried to determine the dates and number of attendees at our previous reunions.  To the best of our recollection, our 30th reunion was held in August at Oakbrook Hills. The number in attendance is unknown.  Our 40th reunion was held in September or October at Nordic Hills.  There were approximately 230-240 in attendance.

 

d.           We mentioned the possibility of looking into liability insurance, but nothing was definitively decided.

 

e.            Lee feels strongly that Angela does not want the reunion to be held at Oakbrook Hills.

 

f.            Our next meeting will be on Sunday, September 20, 2009 at 7:30 p.m. CDT (8:30 p.m. EDT and

 

           6:30 p.m. MDT).

 

 

 

 

 

 

 

 Respectfully submitted,

 

 Julie Collins Ackerman

 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Revised Telecon Minutes

 

September 8, 2009

 

 

 

Participants

 

Julie Collins Ackerman                       Fred Falkner                                         Bob Swanson

 

Don Alusic                                            Nancy Campbell Madda

 

Lee Daniels                                           Denny Peterson

 

 

 

I.                    Denny moved that we accept the minutes from September 2, 2009 as submitted.  Fred seconded the motion; everyone agreed.

 

 

 

II.                  Reunion Partnership Agreement Update

 

a.           Don spoke with Angela from RU.  She had three objections to the proposed changes made to the Partnership Agreement by Lee and Don.

 

1)           Business Records – Changes inconsistent with other language in the agreement and not in the

 

           spirit of the partnership.

 

·         Added to protect our work product, including business records, notes and efforts.

 

2)            Termination/Cancellation – Added RU’s financial obligation to the Committee.

 

·         Original agreement was one-sided.

 

3)            Applicable Law – Inserted “Illinois” in place of “Colorado”.

 

·         Reunion will be in Illinois; Lee is not familiar with Colorado law.

 

b.           Fred moved that Don and Lee be given the sole authority to negotiate, sign, and execute the Reunion Partnership Agreement.  Bob seconded the motion; everyone agreed.

 

1)            Lee felt confident that with compromise this could be accomplished.

 

 

 

III.          New Website

 

                      a.      Bob shared that there are a number of companies that provide a template for building a website for

 

                                  class reunions.  He provided the SC with a spreadsheet comparing specific criteria for three different

 

                                      sites.

 

                                    1)        Most important are Support, Auto Backup, and Live Chat with users and employees of site.

 

                2)        His recommendation was www.classcreator.com.  They provide a 7-day free trial.

 

                3)        Cost would be $100/year.

 

·         We could add a dollar or two to the cost of the ticket to cover this cost.

 

b.         Lee moved to go forward with Bob’s recommendation to engage www.classcreator.com to set-up our

 

  own website.  Denny seconded the motion; everyone agreed.

 

       c.          Don will register our new domain name:  www.yorkwillowbrook1960.org

 

                     d.            Fred reminded us that RU’s website will provide a link to our website and will publicize our ancillary                         events.

 

                      1)       Their contact information and questionnaire will be used to produce our Memory Book.               

 

                      2)        Julie and Nancy shared their concern regarding whether or not our classmates would access our website after registering with RU.                                                                                                                  

 

·         If not we can enter the data ourselves from the updated information we receive from RU.

 

·         Classmates not attending our reunion can still log-in to our website.

 

·         Our website will be a foundation for future reunions.

 

                             

 

   IV.        Miscellaneous Items.

 

a.           Monetary donations can be an option through our website.  A PayPal account could be set up and maintained by our Treasurer.  In accordance with our ByLaws, checks would have to be signed by both our Treasurer and Secretary.

 

b.           Denny will set up a checking account at West Suburban Bank for voluntary donations from committee members to be used as a slush fund to offset costs as they occur.  He will let us know who to make our checks payable to.  Again, this is on a volunteer basis only.

 

c.            Don will send an introductory e-mail to John Rutter at York letting him know that we are exploring different alternatives for our reunion and will be in touch with him at a future date.

 

d.           Julie and Nancy will send Bob minutes from our previous meetings.

 

e.            Bob mentioned to Don and the SC that we could use a free service called Go to Meeting for our conference calls.  This could be discussed further at our next meeting.

 

f.            Our next meeting will be on Sunday, September 13, 2009 at 7:30 p.m. CDT (8:30 p.m. EDT and 6:30 p.m. MDT).

 

 

 

 

 

 Respectfully submitted,

 

 Julie Collins Ackerman

 

 

 

 

 

 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Revised Telecon Minutes

 

September 2, 2009

 

 

 

Participants

 

Julie Collins Ackerman                       Fred Falkner

 

Don Alusic                                            Nancy Campbell Madda

 

Lee Daniels                                           Denny Peterson

 

 

 

   I.           Interaction with Angela Staples from Reunions Unlimited

 

a.           Fred introduced Angela to the SC.  She has been with RU for 7 years and has 20 years of experience in the Chicago, Wisconsin, and Indiana areas.

 

b.           RU will provide the following services:

 

1)           Locate 80% to 90% of our classmates

 

2)           Maintain our alumni database

 

3)           Provide a secure website to register

 

4)           Provide a memory book, DJ, nametags, and will man our welcome table

 

5)           Negotiate preliminary contracts with hotels/rooms and menu selection

 

6)           Guarantees will be through RU.  RU’s comfort zone of financial commitment is $4,000.

 

          Their minimum guarantee to facility will be between 125-150 people.

 

c.      Angela spoke with Lori at the Oakbrook Hills Marriott and shared the following information with the

 

         committee.  The $12,000 cost for half the ballroom for 400 people did not include tax and gratuity.  A              

 

         more realistic figure would be $16,000.

 

                                    1)     Realistically, the average attendance is 25% to 35% of class, including guests (200 – 250).

 

       d.       Fred suggested that Angela explore various venues with October 22-24 as our first choice, but to also

 

                   look at other dates if they prove to be more cost effective.

 

                      1)      Angela suggested 13 other venues that we should consider.  She will e-mail the list to the               

 

                               SC.  We were encouraged to add to this list.

 

                      2)      Angela asked if we would consider holding our main event on a Friday night.  The SC decided

 

                                  to stay with a Saturday night.

 

                      3)     Action Items:  Lee will review the partnership agreement; Don will sign it; and Don will send

 

                                  contact information to Angela.  Nancy will try to locate her York Commencement Program                                                       

 

                               and Julie will contact Willowbrook to see if they have a copy of Willownbrook’s.

 

                      4)      Don requested that the updated list of class contacts be returned to the committee by RU.

 

         We will get it back in the form of a Memory Book and by electronic updates.

 

       e.       As soon as we sign the partnership agreement with RU, Angela will begin to contact viable venues.

 

                   

 

   II.        Miscellaneous Items.

 

a.           In light of the new information provided by Angela, Julie questioned whether we should consider looking at alternative dates.  We originally chose October 22-24 because of the Friday night York - Willowbrook football game.  Securing the best venue, at the best rate, should be our main focus for our reunion weekend.  Nancy concurred that our Saturday night event should be our main focus.

 

b.           Denny feels that we should sign the contract with RU, allow Angela to research our venues, and move the dates if necessary.  Fred agrees with Denny that we should explore alternative dates agreed upon by the SC.

 

c.            Don drafted an e-mail to John Rutter at York and asked the committee to review it.  Fred felt it was                      

 

                        premature to send the e-mail at this time due to the possibility of a date change.

 

d.           Fred moved to allow the dates to be changed if it proved to be advantageous to the reunion.  Nancy

 

           seconded the motion; everyone agreed.

 

e.            Lee moved to accept the minutes from August 26, 2009 as submitted.  Fred seconded the motion; everyone agreed.

 

f.            Denny moved that we adopt the revised Bylaws sent out by Lee effective September 2, 2009.  Fred seconded the motion; everyone agreed.

 

g.            Don moved that we accept Bob Swanson to our SC to head up our website efforts.  Lee seconded the motion; everyone agreed.

 

h.           Our next meeting will be on Tuesday, September 8 at 5:30 CDT (6:30 EDT).  Future meetings will be held on Sundays at 7:30 CDT (8:30 EDT).

 

 

 

 

 

 

 

 Respectfully submitted,

 

 Julie Collins Ackerman