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2007-07-10 - Buffalo Grove Days Committee - Minutes Board or Commission: ❑ Buffalo Grove Days Committee Document Type: ❑Agenda 0 Minutes Meeting Date: 07/10/2007 Type of Meeting: ❑ Regular Meeting BG Days Committee Meeting July 10, 2007 Karen Danenberg, Teri Ebner, Paulette Greenberg, Lori Hackett, Ron Hackett, Dave Haisma, Allan Hoffman, Debra Jess, Arlene Kozemzak, Mike Millet, Adam Moodhe, Sanjay Nahar, Hal Norman, Rhonda Norman, Jim Pawlak, Joan Pawlak, Charles Posniak, Doug Primack, Jane Primack, Roger Remblake, Steve Schultz, JV Springman, Murray Sprung, Joe Tenerelli, Nancy Winter, The meeting was called to order at 7:10 PM. Chairman's Report: JV Springman/Paulette Greenberg JV welcomed everyone to the meeting. He said that this is the 6th meeting before the festival. JV stated that the BG Days participant's meeting will be August 14. The Business Fair meeting will be from 6 to 7, and the Restaurants' meeting from 7 to 8. JV asked about getting a letter from the Chamber in regards to this out to the vendors. People who need to be present at this meeting are Steve, JV, BG Public Health, Police, Fire, and Public Works. JV stated that Paulette will run the committee meeting that night. JV mentioned that Bingo is held in the Big Tent, not the Beer tent, as stated in a newspaper article. Paulette stated that the van, reserved from Enterprise, is done for the Arts and Crafts. She has reserved a 12 person van at $25 per day instead of the usual $125 per day. They are already giving a $500 donation to the festival. She emphasized that anyone driving the van will have to have a copy of their driver's license at the rental office. If you intend on helping and driving the van, contact Jim to give him you license to copy. The van needs to be picked up on Friday night as they do not open until 8:00 on Saturday. Paulette stated that for the BG juniors, she needs names and sizes for the t-shirts. She has a list up front. She also needs to know who needs name tags and tie dye shirts for the Monday program. She has a sign up sheet for that also. She has another sign up sheet for those needing blue shirts for the other festival days. Paulette stated that she has another idea for the festival this year It is called the Baggo game, which is a bean bag toss. There would be three teams, adults, teenagers and children. The purpose of the game is to be the first team that reaches 21. That team would move on to the next level. It is set up in a pyramid style. No one volunteered at this meeting for the program. Police: Mike Millett- Mike stated that in regards to the parking for Buddy Baseball, Scott Kristiansen does not think it will be a problem. In regards to the simulated impaired drivers with the goggles and golf carts on the tennis courts, Teri from the Park District was for the program but Mike does not have enough manpower to staff it. The program has been put aside for this year. Mike stated that whatever program they do, must be done with the Police information booth. They have another program called the Convincer that shows the impact of 5 miles per hour crashes. This would be done in the craft area. Reaper, the police dog is scheduled for demonstration in the Craft area. The scheduling for police staffing for the weekend is going well, according to Mike. Doug asked about access to the Teen Stage for performers and gave a mark up to Mike for review of the traffic, which is a problem in the village. Karen stated that they need to have police presence to help with direction of traffic for the performers to get to the Teen Stage. Karen will have an idea of how many vehicles will be present for each act of the Teen Stage for Mike. Park District: Terri Ebner— Teri stated that the carnival layout has been give to Duke and Mike and their concerns have been e-mailed to Debra. Debra stated that this is final plan for the layout and everyone will hopefully sign off on this plan before Astro will go forward with it. Teri reminded Debra about when the carnival parks their trucks on the parking lot east of the carnival area, to use wood. Debra stated that there is not problem with that. Parade: Joe Tenerelli/Ken Lazar - Joe stated that he has 35 applications returned for the parade, which is par for this time before the festival. Joe suggested that for next year, we form a subcommittee to pick the three candidates for the Board to vote on. He said that George Klug is a good selection for this year's Grand Marshal. Mobile Com: Roger Remblake - Roger stated that he is set on radios and the two way radios in Arts and Craft area. Roger was told by Paulette that the misting tent is not available from Astro, that it is broken. They may or may not fix it before the festival. Roger stated that we need something on the food side of the festival also, besides the carnival side. Dave will ask the fire department about setting up misters. Karen has a name of a supplier and will call around. Fun and Food: Rick Kahen/Mo Welborn - Rick was not present but e-mailed his report to Jane. He has secured an accessible 14 passenger shuttle bus for the Buddy Baseball game. NWSRA (Northwest Special Recreation Association) will be supplying the bus. He has given the information regarding the Buddy Baseball program to Dan and Lori for publicity and for the newsletter. Fire Department: George Michehl - George was not present. Public Works: Dave Haisma/Brett Robinson - Dave stated that he is set to go with the trailer for the Main Stage, the portable power, the lights, the golf carts, Waste Management/dumpsters, the buses and Castle Rock Sanitation for the service for the porta potties. He is waiting for a few signed contracts to be returned but everything is on schedule. Paulette told Dave that she ordered two ATM's, one for each side of the festival. The only one that is guaranteed is on the festival side. Electricity will be needed for each. The Cash and Dash program will go in the Trustee tent. That will also need electricity. The Interfaith Tent will be next to the ATM machine, per JV. Dave stated that he got the layout on the carnival, and it looks good on paper. He wants to measure the rides for space, and wants to know the height of all the rides along the curb area. Debra will get that for him. Trustee Liaison: DeAnn Glover— DeAnn was not present. Chamber/Corporate Sponsorship: Scott Fishkin/Sharon Feld— Sharon was not present but e-mailed her report to Jane. In regards to the restaurants, they are set with 16 for the weekend and 4 committed for Thursday, including Bo-Bo's, Hotshots, Little Italian and Jillie's. For the Business Fair, all 20 booths are taken and there are two on the wait list. Two of the 20 booths are shared. For Corporate Sponsorship, they currently are continuing to raise money. Food Tent: Steve Schultz/Sandi Carothers - Steve asked if the four restaurants for Thursday night could set up outside of the east side of the tent. He stated that there have always been issues with power for those restaurants. After instruction, Steve will e-mail the Chamber to inform these restaurants that they are responsible to bring 25 to 50 foot extension cords for the set up on Thursday. JV stated that he would make a note to discuss the need for the extension cords at the vendor meeting. Steve said that the not for profits are signed up. Two groups have not sent in their applications. They are the Girl Scouts and Kingwood preschool. Steve said that the Knights of Columbus want to do Cracker Jacks, (caramel corn) and they want to serve peanuts in the shells. Steve' concerned about shells throughout the tent. The vote was no for peanuts in the shell. Steve is talking to the Boy Scouts, asking them to sell pop outside of the tent instead inside tent on Thursday night. We lost 4 to 6 tables in the bingo tent with their selling inside the tent. When asked, Steve stated that the Boy Scouts will be selling pop for $1.50 a can this year. Setup/Take down: Steve Antman— Steve was not present. He e-mailed his "no report"to Jane. Arts and Crafts: Jim Pawlak/Joan Pawlak - Jim stated that he has 32 crafters signed with 2 weeks to go before the deadline. He said that the long distance people who have come years past are not coming this year. The price of gas and poor sales has limited them in the number of shows they participate in. He checked with Schaumberg, and found that they are down from 400 crafter to 200 crafters for the same weekend. Jim said that he will be happy with 50 crafters. He also asked about signage for the van Dessert Challenge: Jane Primack/Joan Pawlak - Jane stated that she has received 4 applications for the Dessert Challenge. She still is working on a 6th judge. She has received 2 adult prizes and one junior prize to date. Grilling Challenge: Chuck Posniak/Ken Carothers Chuck has received 2 applications and he needs 5 to 6 judges. Carnival: Debra Jess/Penni Jess - Debra asked what times were placed in the newsletter for the carnival. She was told that it is the same times as last year of 6:00, depending on the day until "close". Debra wants it worded as stated to be able to sell a few more tickets. Thursday, the carnival runs until 10 PM and the newsletter states that. Friday, Saturday, and Sunday, the newsletter will state that the times of the carnival until close. The carnival closes at 6:00 on Monday. In the next week or so, Debra will have the signup sheet for the ticket booth. Paulette reminded every committee member that they are expected to do at least one shift in the ticket booth. This is the biggest money maker for the committee. Entertainment: Karen Danenberg— Karen stated that she is waiting for two more contracts. Then she will have everyone. There will be two bands on the Teens Stage Friday night. Saturday, a DJ from A to Z will be on. Karen asked about the use the van by crafters at night. Jim stated that while the crafters leave, the van is busy until 7:00. Karen said that she is asking because The Three Dog Night group is at the Western Hotel and she needs transportation for them. She said that she may want the van to pick them up and take them back to the hotel. Karen also stated that the Buffalo Grove web site is not user friendly. Karen would simply like a web site with the entertainment on it. JV knows someone that may be able to help us and give it to use for minimal maintenance. Karen also wanted to point out the ABBA is not singing at the festival. It will be an ABBA tribute band singing and one member of the Three Dog Night band will be performing. Officially, it must read that we are featuring Chuck Negron, formerly of Three Dog Night. Audio/Visual: Doug Primack/Adam Moodhe— Doug stated that he got the contract from Diversified Audio back signed. They provide the sound equipment for the Main Stage and the Beer Tent. Adam stated that we will have dedicated sound systems this year for the VIP tent and the craft area in addition to the Beer Tent. Publicity: Lori Hackett/Dan Olbur Lori stated that the newsletter has been sent off to the graphic designer. She will add to it as necessary. Photography: Hal Norman/Jim Pawlak - Jim stated that they will be ready to go. Paulette stated that the graphic designer wants better composition to the pictures. In looking at the pictures, they are not centered well and she had problems finding good ones for the newsletter. Glow Necklaces: Lori Hackett- Lori stated that she wants to have kids help this year. These need be kids old enough to handle money. VIP Party: Sara Ciolli/Arlene Kozemzak— Arlene stated that it is still early for much planning. She went with Paulette to the cage and did not find any decorations. She will check in the Chamber cage with Sara to see if there might be some leftover decorations. She is requesting 2 golf carts during the party for transportation. She reminded everyone that the blue shirts are to come at the end of the party. The dinner starts at 6:00 and goes until 8:00. She said that is was ok for committee members to come after 7:30. Lynn told her that the invitations will be going out very soon. Donations for food are still coming in. She said that there is no theme yet, which is dependant on the leftover decorations from last year. Information Booth: Ken Lazar— Ken was not present. BG Juniors: Rhonda Norman - Rhonda stated that she will have a report next week. The age group for the Juniors is the junior high age, starting in the 7rh grade. Village Liaison: Bill Brimm— Bill was not present. Elliot Hartstein, village president, stopped by the meeting and thanked everyone for their hard work. Your 2 Cents Worth: All committee members Hal stated that photos taken with composition of people in the middle are too staged. Jane stated that the July final roster is available in front with the newest member on it. United Relief wants to know if they can have a booth and sell trinkets to make some money. The person requesting lives in Buffalo Grove. They want to sell the same things as the glow necklaces. They would have to be placed in the Arts and Craft area. Jim stated that there is no place for them. The area is for crafts, not trinkets. Karen asked if any vendors want to serve to the Teen Stage on Friday night. Teri will check with Jillie's to see if they want to come with their cart. They would be needed on Friday night from 7:30 to 10:00. Paulette stated that if anyone wants a denim shirt, to contact Debra. They cost $24 each, with committee member responsible to pay for the shirt on their own. Arlene made a motion to adjourn. Joan seconded the motion. The meeting was adjourned at 8:20. Respectfully submitted, Jane Primack Secretary Remaining meetings July 24 August 22 August 8 August 29 August 15 BG Days 2007 August 30- September 3, 2007