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2007-04-10 - Buffalo Grove Days Committee - Minutes Board or Commission: ❑ Buffalo Grove Days Committee Document Type: ❑Agenda 0 Minutes Meeting Date: 04/10/2007 Type of Meeting: ❑ Regular Meeting BG Days Committee Meeting April 10, 2007 Mary Antman, Kim Cashmore, Karen Danenberg, Teri Ebner, Sharon Feld, Paulette Greenberg, Lori Hackett, Debra Jess, Penni Jess, Ron Jess, Marlene Kozak, Mike Millet, Adam Moodhe, Hal Norman, Rhonda Norman, Jim Pawlak, Joan Pawlak, Charles Posniak, Doug Primack, Jane Primack, JV Springman, Nancy Winter The meeting was called to order at 7:13 PM. Chairman's Report: JV Springman/Paulette Greenberg JV stated that we are a few days closer to the event and that is his report. Paulette contacted the ice company and they are offering the same price as last year. Last year we rented a box that held 80 bags of ice. This year, we could get a trailer that takes up the same space as the box, but holds 180 bags. The trailer costs $90 for the weekend and the box costs $40 for the weekend. We used 165 bags last year. The price for each bag is still $3.50 a bag. We charge $4.00 a bag, which covers our rental of the box. The bags are 22 pounds each. They can deliver any day we want. JV stated that a decision regarding the ice will be tabled until he can talk to Dave about parking a trailer on the grass. Police: Mike Millett- Mike stated that they are looking into temporary lighting at the south end of the food tent facing the beer tent at night. Every officer assigned in that area commented about the lack of lighting. JV asked if it would be lit up all the night. Adam stated that they hope to have it dimmed most of the time and lit it up when necessary. Mike stated that they have two new officers from the academy so will have new help for the festival. Mike asked if there is any information about the Chamber's vendor meeting. JV stated that it is usually 2 weeks before the festival. Mike is trying to work his vacation around the meeting. Park District: Terri Ebner— Kim stated that she is here to represent the BG Idol contest. After talking with Karen, the contest is set for Sunday after the parade on the Main Stage from 3:00 to 4:30. JV confirmed with Teri that the carnival can use the Park District parking lot for their trucks since it has had a year to cure. JV confirmed with Mike that the temporary Police station next to Mobile Com on Park District property is ok. Parade: Joe Tenerelli/Ken Lazar - Joe is not present. Paulette had an e-mail from Joe for his report. She stated that Joe has recieved two perspective candidates for Grand Marshall and is waiting for their resumes from the people who recommended them. He requested that we do not place the request for Grand Marshal candidates on the web site because there are certain criteria that must be met. He contacted the newspapers regarding the Grand Marshal last week. Joe also expects to meet the deadline date for the newsletter. Mobile Com: Roger Remblake - Roger is not present. Fun and Food: Rick Kahen/Mo Welborn - Rick is not present, but e-mailed his "no report"to Jane. Fire Department: George Michehl - George is not present. Public Works: Dave Haisma/Brett Robinson - Dave is not present. Trustee Liaison: DeAnn Glover— DeAnn is not present. Chamber/Corporate Sponsorship: Sara Herman/Sharon Feld— Sharon stated that she has 4 restaurants coming back from last year. She has 7 businesses committed so far in the Business Fair. She also informed Lori that Lynne has an interim employee for the summer that will be available to help with the newsletter. JV stated that he has had a request from a vendor regarding pricing at the Food Tent. Right now, the maximum price for each item is $4 and there has been no increase for a number of years. The vender has asked if the maximum price can be raised. The vendor is looking at a $5 maximum price and would be adding another food item to his serving plate for the increase. JV stated that he will talk to a few people and make a proposal at the next meeting. JV has already talked to Mark at the Chamber about this. Committee members did not have any problem with an increase. Sharon stated that the patrons of the Food Tent do shop around for food and cost so that may be a consideration for the vendors in increasing prices. Food Tent: Steve Schultz/Sandi Carothers - Paulette stated that she contacted Carlos from the cleaning service. She has asked them to arrive at 12:30 on Saturday and Sunday and work until midnight. Setup/Take down: Steve Antman— Steve was not present. Mary said he had no report. Arts and Crafts: Jim Pawlak/Joan Pawlak - Jim stated that they have 10 crafters signed up and they are ready to go for more. Jim stated that if they get 50 to 60 more crafters, they will be happy. Jim stated that the web site he is using has had 65 hits so far. He stated that he normally does not see the bulk of the crafters come in until June. Dessert Challenge: Jane Primack/Joan Pawlak - Jane stated that she will be setting up a meeting in the next few weeks with the Whole Foods Public Relations representative regarding the cooking demonstration. She is unsure if they will provide the demonstration this year. Grilling Challenge: Chuck Posniak/Ken Carothers Chuck stated that he will meet with Dorfler's next week to see what kind of involvement they want to do for the event. Chuck also has a potential company in Minnesota that sells buffalo meat. They participated last year with one of the contestants. They may provide a cooking demonstration with the buffalo meat but it is still in the beginning stages. Carnival: Debra Jess/Penni Jess - Debra has no report. Entertainment: Karen Danenberg— Karen stated that she is working on booking the acts for Friday, Saturday and Sunday nights. She has tentative bookings for Saturday and Sunday but will discuss them further when she has received signed contracts back from the bands. Audio/Visual: Doug Primack/Adam Moodhe— Doug has no report. Adam stated that he has the stage contract, but needs to talk with Karen regarding the Teen Stage. Adam stated that they are set with Diversified, but he needs to give them details about the size of the Teen Stage. Karen confirmed that there are no bands at the Teen Stage. Publicity: Penni Jess - Lori stated she and Dan got together with Paulette and discussed the advertising with the radios stations and the newsletter. Dan is not present but e-mailed his report to Jane. Lori and Dan met to discuss deadlines and formatting of the newsletter in general. April is the month they are looking to collect pictures for the newsletter before the next sub-committee meeting on April 24rh. They discussed the procedure for getting candidates for the grand marshal but Joe stated he would take care of it. Dan also reported that since they are considering promoting BG Days through different media outlets, such as radio this year, they want to make sure they have enough time to get the necessary plugs out on the airwaves. Lori and Dan talked about different media outlets, and came up with a decent number they want to target. They will start their contact process this month as well. JV stated that last year's graphic designer has re-signed a contract to complete the newsletter for less money this year. Photography: Hal Norman/Jim Pawlak - Hal and Jim both confirmed that they have no report. Glow Necklaces: Lori Hackett- Lori has no report. VIP Party: Sharan Tash/Arlene Kozemzak— Arlene is not present. She will be working on the VIP party with Arlene. Information Booth: Ken Lazar— Ken is not present BG Juniors: Rhonda has no report. Village Liaison: Bill Brimm— Bill has no report. Your 2 Cents Worth: All committee members Karen stated that the BG Baseball league wants to put a pitching machine on the Main Stage field Saturday. The machine is a caged booth. Whether they do it or not depends on the committee's feeling. They were not sure if they could charge for participation or should they plan on just being there. If they do charge, it would be 6 pitches for $1. JV will have an answer next week. It depends on how we handled the Knight of Columbus basketball toss and whether they were charged for their booth. JV reminded everyone that if anyone needs shirts, let him know. Each person will get 2 blue shirts and a tie dye shirt for Monday. Let him know also if a name tag is needed. Debra stated that sweatshirts or long sleeved denim shirts are available for committee members to purchase on their own this year. The prices would depend on the number ordered. The sweatshirt would be in the $21 range and the -shirts in the $18 to $26, range depending on the quality of the shirt ordered. She said that she would need orders by the end of June. Ron made a motion to adjourn. Jim seconded the motion. The meeting was adjourned at 7:40. Respectfully submitted, Jane Primack Secretary Remaining meetings May 9 August 1 June 13 August 8 June 27 August 15 July 11 August 22 July 25 August 29 BG Days 2006 August 31 —September 4