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Advisory committee finalizes plans for March 11 senior fair, limits mailing to $1,000
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Summary
The O'Fallon Senior Resident Advisory Committee set March 11 for its senior fair, agreed to a hybrid email/postcard outreach and directed staff to run a $1,000 mailing; members discussed vendors, raffle timing, entertainment limits and refreshments.
The Senior Resident Advisory Committee on Jan. 12 set March 11 as the date for its annual senior fair and directed staff to proceed with outreach using email for addresses on file and a $1,000 cap on mailed postcards.
At the start of the meeting, members approved the agenda and the minutes from December. Committee discussion then focused on outreach and logistics for the fair, with an unidentified communications staff member telling the group that “we've got 1000 dollars from 2025 and 1000 from 2026” available if the committee wanted to use those funds for marketing. After weighing cost-saving options, the committee agreed staff should run an initial mailing capped at $1,000 and send email notices to members with addresses on file.
Members emphasized targeting the mailing to Ward 3 in the city’s south side and asked staff to confirm how many seniors live in that ward before finalizing the list. The committee also discussed vendor placement and the layout of demonstrations, with staff warning that in past years loud entertainment made it difficult for vendors to speak with attendees.
On programming and fundraising, members discussed a raffle of donated gift cards and local prizes, and proposed limiting the raffle to a short window (suggested 10:00–10:30 a.m.) to encourage attendees to stay for prize drawings. A member suggested a bingo-style fundraiser tied to a local golf course as an additional revenue idea. Members noted entertainment costs could run roughly $400–$500 and asked staff to reserve entertainment for a short set or the final hour to avoid interfering with vendor engagement.
Logistics discussed included vendor applications (staff reported two applications returned so far), giveaway bags previously donated by Twin Oaks, and refreshments. Staff estimated attendance at about 150–200 people and advised that roughly 100 cookies would likely be sufficient; members requested both decaf and regular coffee and fruit options for attendees with dietary needs.
The committee asked staff (identified in discussion as Tony, Mary and Brian) to coordinate a site tour, finalize the vendor layout, and begin the email outreach immediately. The meeting adjourned after the presentation portion of the agenda.
Actions at the meeting included approval of the agenda and minutes, a confirmation in discussion that staff should proceed with a $1,000 mailing for the fair, and a motion to adjourn that carried.
