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2008-08-05 - Buffalo Grove Days Committee - Minutes Board or Commission: ❑ Buffalo Grove Days Committee Document Type: ❑Agenda 0 Minutes Meeting Date: 08/05/2008 Type of Meeting: ❑ Regular Meeting BG Days Committee Meeting August 5, 2008 Mari Antman, Dave Besser, Bill Brimm, Sharon Feld, Paulette Greenberg, Lori Hackett, Ron Hackett, Debra Jess, Penni Jess, Ron Jess, Rick Kahen, Ken Lazar, Betty Lou Manso, George Michehl, Mike Millet, Adam Moodhe, Hal Norman, Rhonda Norman, Jim Pawlak, Joan Pawlak, Charles Posniak, Doug Primack, Jane Primack, Debbie Rybarczyk, Roger Remblake, Alan Schencker, Steve Schultz, JV Springman, Mo Welborn, The meeting was called to order at 7:06 PM. Chairman's Report: JV Springman/Paulette Greenberg JV stated that we have 4 meetings to go before the festival. Paulette stated she did speak with Lynn at the Chamber in reference to Sgt. Mike's request about beer sales, The cardboard trays hold 4 beers. They will agree to sell up to 4 beers, not 6 at a purchase as in previous years. Paulette said that we have contracted with a new maintenance service. She and JV met with Corporate Building Systems and Dave 2 weeks ago. Ariel will have a radio and be on site all weekend. He will respond to requests only from JV, Dave, Steve, Sandi, Lynn/Scott, or herself. Any requests for maintenance should be forwarded to any of the above and they will contact Ariel. They will not clean the carnival side. Paulette sent a certified letter canceling Carlos's contract. The return receipt was signed. GhidaNeukirch requested we have a children's arts/craft tent. Paulette said that we can use the VIP tent, which is empty on Sunday after the parade. Paulette said she has contacted a few committee members who might be interested in handling this. They will meet after the meeting to go over specifics. The newsletter is at the printer. They were unable to add the new art/craft item or the free tote bags the Village and Waste Management will be passing out that weekend. Paulette said that she and Karen saw the final copy today. They will be delivered to the Post Office next week for disbursement. She has the final copy here tonight if anyone wants to see it. She stated that it looks really good. The Village people are pleased with the photo and overall content. Paulette also ordered a folded brochure to pass out at the festival. Police: Mike Millett- Mike stated that Sergeant Kristiansen will not be using golf carts for the DUI demonstration, but a four wheel bike. Mike said that the manpower for the weekend is completed. Mike confirmed that the vendor meeting is next Tuesday. The Business Expo meeting will be at 6:00 and the Food vendor meeting will be at 7:00. Park District: Terri Ebner— Teri was not present. She is at the National Night Out. She had no report. Parade: Joe Tenerelli/Ken Lazar - Joe was not present but provided a written report to Jane. He has 75 returned entries for this year's parade. Joe also reported that he has received a generous donation from a sponsor for the Grand Marshall float. Paulette noted that donation was for $500. Mobile Com: Roger Remblake - Roger stated that he is set with the radios and good to go. Fun and Food: Rick Kahen/Mo Welborn - Rick stated that he is ready to go. The food is taken care of. He still needs buddies for the baseball game. He asked that the people that volunteered to drive the handicapped cart be available from 2:00 to 7:00. He said that Murray, Ken and Sandi Carothers, and Ken Lazar. Had previously offered to drive the cart. Rick also said they got a last minute cash donation and were able to get some nice goodie bags this year. Fire Department: George Michehl - George stated that the Fire Department is good to go. The staff is ready. The EMT's and paramedics are lined up. He said that he is good with the carnival set up unless there have been changes. Public Works: Dave Haisma/Brett Robinson - Dave was not present. He gave his report to Paulette. All the signed contacts are back in including the porta potties, the trailer, power, etc. He will not be at next week's meeting as he will be attending the Business and Food vendor's meeting. Trustee Liaison: DeAnn Glover— DeAnn was not present but e-mailed to Jane. She has no report but questions from the Board. She is asking if there will be a birthday cake at eh festival. Paulette stated that was undetermined as of yet. DeAnn also asked if the Village Board will be called on stage and introduced as was done for the 40rh, and if so, what night. Paulette stated that Karen is planning something before the Blood, Sweat and Tears concert but it has not been fully planned yet. Chamber/Corporate Sponsorship: Scott Fishkin/Sharon Feld— Sharon stated that they are all set for Thursday night with the needed vendors. In response to JV's question, Baskin Robbins will be supplying ice cream. Jillie's is also coming on Thursday night. The Business Fair is set. She has information on the restaurants donating food for the VIP party. When asked by Chuck, she confirmed that Dorfler's is sponsoring the Barbecue Challenge. Doug questioned Sharon about moving the tables from the back of the beer truck. He stated he had talked to Mark but did not receive an answer. Sharon will ask Mark to call Doug. Food Tent: Steve Schultz/Sandi Carothers - Steve stated that everything is ready to go. Discussion occurred about parking for the food vendors. Steve wants them to park somewhere else than behind the food tent. He wishes to use the area for deliveries only. He suggested the police lot or behind Village Hall. Mike said no to police lot. Mike stated that the police lot is for Village officials and the handicapped. A suggestion was made for the committee to rent some spaces from St. Mary's to help with the parking situation. JV will look into it. Steve gave Lynn a layout for all the vendors. The vendors meeting will be the 12rh of August. Steve stated he also needs to find out if Dave can fork lift the tub the Boy Scouts use for soda. Setup/Take down: Steve Antman— Steve was not present and was at the National Night Out. He e-mailed his no report to Jane. Arts and Crafts: Jim Pawlak/Joan Pawlak - Jim stated that that have 60 crafters as of today, which was his goal. Jim said that he still needs drivers for the vans. If you remotely think you will be a driver, he will need a copy of your license front and back. JV asked Jim to talk to Dave about layout for the Craft. Jim stated that there are no changes from last year and that everything is good on power. Jim asked that police officers walk up and down the sidewalk a couple time s a day to provide a police presence. Mike said no problem and that the police will also be there Saturday doing the DUI demonstration. Dessert Challenge: Jane Primack/Joan Pawlak - Jane stated that the new Dessert Challenge award will be the "Sweet Tooth" award. Culver's donated 10 gift certificates for a scoop of ice cream for the kid's prizes. She is still working on judges, but 3 people have volunteered to judge so she should be ok. She has received a total of 4 adults and 2 junior applications. Grilling Challenge: Chuck Posniak/Ken Carothers Chuck stated that we are going to have a Barbecue Challenge. He now has 8 contestants. He has everything he needs for the contest. Weber has give gift certificates as prizes again this year. The fire department will be putting together 4 baskets as second prizes. He said that he has other sports things for miscellaneous prizes. Carnival: Debra Jess/Penni Jess - Debra stated that the public presale tickets will be $28 for 30 tickets. The wristbands will cost $20. The Family ticket sheet will cost $25 for 22 tickets. Mega Family sheets will cost $60 for 55 tickets. Individual tickets will be $5 for 4 tickets. Debra also said that the posters are on the back table if anyone wants to pass them out. Debra also reported that the Freakout ride was at the Northbrook festival. They went over to check it out. Ron rode it and loved it. Penni and Debra said that it spinning and swinging ride. Debra asked Bill if it is ok to use the Metra parking lot for the carnival semi-trailers Bill gave approval. Debra asked Mike if he has talked to Ed about the carnival employees. Mike said no. She will contact Ed to call Mike. Mike stated that all he needs to know is the names of any new employees that have been hired between the State Fair and BG Days. Mike said that it is usually only about 6 employees. Penni requested Karen's pop up tent for Monday for the wrist bands program. Penni also stated that she has the sign up sheets for the ticket booth. She said that they especially need volunteers for the closing shift. Rick asked if Ed knows about the Monday program and also about keeping a few games open for the Fun and Food program. Debra will check with Ed. Entertainment: Karen Danenberg— Karen was not present and e-mailed her report to Jane. All the entertainment is complete. Pictures have been sent to the newspapers for the ads. Karen's mailings to the entertainers go out this Friday. She will need 75 copies of entertainment parking passes from Mike. All parking for entertainers will be behind the Main Stage. All dance troops have been instructed to park at Town Center and take the shuttle. Mike stated that he gave her 50 and will get the extras to her. Audio/Visual: Doug Primack/Adam Moodhe— Adam stated that they have the back line for Blood, Sweat and Tears, costing $1,584 including the technician to set it up. This same technician was with the band last week and will be this coming weekend, so will be familiar with the band and their needs. They have the transmitter set up for the fireworks. Thursday night, they will be putting up a new configuration for the Beer Tent. They will set the stage up during Bingo. After Bingo is done, they will move the chairs and tables over and finish setting up the tent. They plan on starting around 7:30 or 8:00 on Thursday night to set up the stage, if anyone wants to help. Adam also commented that he and Doug found a line in the American English rider requesting one vegetarian meal. They will tell Karen. Publicity: Lori Hackett/Dan Olbur Lori stated that the newsletter has been sent to the printer. The ads have been sent to newspaper. The newsletter will be in Village Hall on Friday and delivered to the Post Office on Monday for home delivery. Photography: Hal Norman/Jim Pawlak - Jim stated that they are getting set up. They would like to get the committee group picture on Tuesday August 26rh after the meeting. He requests that everyone wear their blue shirts He also would like to do sub group pictures this year and hopes to start them that night. Glow Necklaces: Lori Hackett- Lori stated that the necklaces are ordered and will be delivered to Public Works. Lori stated she was looking into selling another item, but felt that it would take away sales from the glow sticks. VIP Party: Sara Ciolli/Arlene Kozemzak— Arlene and Pam were not there but both e-mailed reports to Jane. Things are progressing. The will be a VIP Party. Arlene is still waiting to hear from the Chamber on the status of food donations for the party. Arlene stopped at Walmart and had an application processed for a donation. Younis from there will get the ball rolling, but they will need something on our letterhead. She stopped in at the Chamber office and they were closed, so she left Lynn a message advising her what needs to be done. Betty Lou has the sign up sheet for volunteers for the party, which will be Friday night at 6:00. Information Booth: Ken Lazar— Ken stated that everything is good. He has been thinking about the information booth every day. Iceman/cell phone: Ron Jess - Ron said that we will have two freezers delivered from Mundelein. Two freezers are needed to be able to hold the number of bags of ice ordered. He said that there will be no trainer left on the premises. He asked if the sponsor for the ice, Sam's, was in the newsletter. Paulette stated the newsletter has gone to the printer and it is too late. Ron asked if we could get their name in as sponsor in the paper. Lori said she would work on it. BG Juniors: Rhonda Norman - Rhonda stated that all the kids are coming home from camp now and she is limited on what she can do until they all get home. When they get back and have all contacted her, she will make out the schedule of how many kids she needs and when and where they are needed. Village Liaison: Bill Brimm— Bill has no report. Your 2 Cents Worth: All committee members JV stated that the vendor meeting will be on August 12. Dave and JV will be there. Brian from the Health Department will be there. Mike will have reps there for the police department. JV will check with St. Mary's regarding the parking. JV said we have only 3 more meetings. On August 26th we will have our committee group picture taken. Paulette stated that the Village has offered us the 50rh shirts for Sunday. There are polo style shirts, and long and short sleeved denim shirts. If you want one, sign up in front for type of shirt and size. Ron made a motion to adjourn. Betty Lou seconded the motion. The meeting was adjourned at 7:59 Respectfully submitted, Jane Primack Secretary Remaining meetings August 12 August 26 August 19 BG Days 2008 August 28- September 1, 2008