Name/Title
6.1.2017 Centennial Gala Planning Committee Meeting MinutesEntry/Object ID
2015.4.194LDescription
Written on white paper, in black letters, this six-page document gives the minutes for the 6.1.2017 meeting of the Centennial Gala Committee for the National McKinley Birthplace Memorial. The text reads as follows:
"Centennial Gala Committee Meeting
Meeting Minutes
June 1, 2017
10:00 a.m.
Meeting Facilitator: Theresa Martin, Co-Chairman
Before the meeting was called to order, Jim Yuhasz, on behalf of the Board of Trustees, expressed thanks to the members of the Committee for their participation and hard work on planning the Gala. He also noted that the Board wanted this to be something special for the entire community to celebrate and be proud of, in lieu of the financial problems and bad press the city has received in recent years.
I. Call to order: The meeting was called to order at 10:00 a.m.
II. New members were welcomed: Stephanie Sferra and Bonnie Wilson
III. Roll call: Present were Jim Yuhasz, Mike Wilson, Stephanie Sferra, Rich Hale, Dawn Tallman, Bob Fowler, Tony Ciminero, Sandy Bilovesky, Bonnie Wilson, Susan Rossi-Wilcox.
IV. Approval of minutes from last meeting: No corrections or adjustments. A motion to accept the Minutes was made by Bob Fowler and seconded by Susan Rossi-Wilcox. The minutes were approved as written.
V. Committee Reports
a) Cornerstone Opening: Rich Hale, Chairperson.
Mr. Hale commented again that the cornerstone (located at the northeast corner of the building) and time capsule be opened in advance of the Rededication Ceremony to check the condition of the contents. A list of items to be placed in the new time capsule should be made and gathered, and the size of a new box/capsule should be determined. Mr. Yuhasz stated that the Trustees would like to be present at the opening. Mrs. Martin asked about the cost involved. Mr. Hale stated there is no charge involved. Mrs. Martin thanked him.
Mr. Wilson reiterated the date and times set for the event. The date is October 14, 2017. The rededication will take place at noon, with the opening of the time capsule at 2:00 p.m., and the dinner will begin with Hors d'oeuvres at 6:00 p.m.
b) Guest Speakers: Mike Wilson, Chairperson
Mr. Wilson is working on getting our speakers, and has contacted several congressman and Senator Rob Portman's office, so this will be a bipartisan group. Mrs. Martin said she will ask Ms. Scarmuzzi to contact Congressman Ryan's office again. Mr. Yuhasz stated that Matt Blair, Trustee, has contacted the Governor's office.
c) Catering: Tony Ciminero, Chairperson.
Mr. Yuhasz stated that Ciminero's was approved by the Board to cater the entre for the Gala. The Buckeye Club will cater the appetizers.
Mr. Ciminero brought up several points of discussion.
" We should find out what the capacity is for the building in re: to the fire laws.
" The staff will be plating in the lobby to serve since it will be a sit-down dinner, so it will be necessary to determine what types of table to use so it is not so compact and there will be room for adequate seating and room to move about. Discussion was made about round tables (60" and seats 8) vs. long (6' or 8'), and a blend of both. This will be determined by the number of guests.
" Chair covers were discussed. The quote was $1.00 per cover, but depending on the type of chairs used, there could be a difference in price of $0.75.
" Seating was discussed, along with different ways for guests to find their seats. Everyone was in favor of assigned seating. Charts for seating, a diagram of the tables made up with the guest assignments, and a list of guests were discussed. Mr. Ciminero stated that having a person, perhaps someone from the Key Club, greeting guests at the door and giving out table assignments is probably the most efficient.
" Rather than an Hors d'oeuvres table, Mr. Ciminero suggested serving butler style to reduce congestion and crowding. Everyone agreed with that idea.
" Mr. Yuhasz asked Mr. Ciminero about attendance in re: of invitations sent out. Mr. Ciminero said approximately 80% of those invited usually attend.
" For comfort, Mr. Ciminero suggested 22-24 tables, with approximately 175-200 guests.
" The Board decided that dancing will not be held, so no dance space is needed and will allow for more seating.
d) Decorations: Mr. Ciminero suggested that low centerpieces be used and nothing to elaborate. With long tables, perhaps something long and low, possibly half fresh and with candles, a blend of arrangements.
Mr. Yuhasz stated that the Board would like to use all three florists that were contacted and to divide the cost equally among them. Mrs. Tallman was unsure as to how to go about this. Ms. Sferra suggested that since all three florists know each other to meet with all of them and discuss the situation with them.
e) Music: Rich Hale and Mike Wilson
Since dancing has been eliminated, music can be provided as a prelude, and during dinner. Period music had been previously discussed and is still going to be considered. Mrs. Martin said if a harpist was needed one could be recommended, and she will check on what music was used at the original dedication for use by the band.
Discussion was made on music during the Rededication. The High School Band and Belles and Beaux was something everyone liked and agreed upon. Sandy Bilovesky will check on this for us. They can be situated in the rotunda. Discussion was made about having a tent, and a temporary stand for the dedication.
f) Advertising/Promotions: Mike Wilson, Chairperson
Ms. Sferra and Mrs. Wilson agreed to help. Ms. Sferra recommended a press conference be held to announce the event and she would supply us with a media list. She also stated that email is the best way to notify the press, using a word document so they can cut and paste. A vertical banner was suggested as part of our promotion. Mrs. Martin was asked by Mr. Yuhasz to check on prices and a design for the banner.
g) Printing: Susan Rossi-Wilcox, Rich Hale
Mrs. Rossi-Wilcox brought up several points.
" Save the Date cards. - Mr. Yuhasz noted we did not need these.
" Invitations - We will need a ticket price.
" RSVP cards - It was decided that this is necessary.
" Menu Cards
" Public Event Program
" Speaker Program
Mr. Yuhasz said we should use our PO Box for RSVP. Discussion was also made about the time frame for sending out invitations. Mr. Ciminero noted that invitations should be sent out 6-8 weeks ahead, which would be late Aug./early Sept. Otherwise, guests will forget about the event if sent out too far in advance. Mr. Ciminero stated that he would need to know the head count for the catering 10-14 days ahead. It was mentioned that we may also want to use embossed invitations.
Other printers were mentioned beside Vista print; Party On, City Printing, one located in the Ridge and one in Warren.
Mr. Yuhasz requested the invitation list be made available in 2 weeks, a.s.a.p. The Board of Trustees will be make the final decision on who will be invited to the Gala.
Discussion was made on the price of the ticket. The dinner will be $40.00, and there will be some comp dinners. For music, invitations, media, decorations, etc., ticket prices mentioned were from $75-$100. Ms. Sferra noted that 200 guests x $75 = $15,000, 200 guests x $85 = $17,000.
VI. New business:
a) McKinley Memorial prints: Mr. Fowler stated that 300 were printed. Ed will be asked about the location of the original print. The bank was contacted and 13 were found and Mr. Yuhasz would like to have these donated back to the trustees and be given out to dignitaries attending. The Memorial has one framed and one unframed.
b) Donations: Mr. Yuhasz stated this is not to be a fund raiser. If anyone is interested in donated money or and any projects, they should talk to the Trustees.
c) Favors: Mr. Yuhasz would like Trish to get prices on ornaments for favors.
d) Next Meeting: June 29, 2017 at 10:00 a.m. in the Memorial Auditorium
VII. Adjournment: The meeting was adjourned."Collection
ScarmuzziAcquisition
Accession
2015.4.0Source or Donor
Patricia A. ScarmuzziAcquisition Method
Gift