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2007-02-20 - Buffalo Grove Days Committee - Minutes Board or Commission: ❑ Buffalo Grove Days Committee Document Type: ❑Agenda 0 Minutes Meeting Date: 02/20/2007 Type of Meeting: ❑ Regular Meeting BG Days Committee Meeting February 20, 2007 Dave Besser, Karen Danenberg, Paulette Greenberg, Lori Hackett, Debra Jess, Penni Jess, Marlene Kozak, Betty Lou Manso, George Michehl, Mike Millet, Adam Moodhe, Hal Norman, Rhonda Norman, Jim Pawlak, Joan Pawlak, Charles Posniak, Doug Primack, Jane Primack, Nancy Winter, The meeting was called to order at 7:15 PM. Chairman's Report: JV Springman/Paulette Greenberg Paulette stated that JV had a conflict with schedules and would not be here tonight. There are two new people on the committee, Marlene Kozak and Nancy Winter. Paulette stated that she received a note from Chillie Willie, who wants to be a part of the festival this year. He could not come to our first meeting. Paulette informed the new members that they would get shirts by the time of the festival, both the blue shirts and the special shirts for the Fun and Food program. Police: Mike Millett- Mike stated that he believes that he will be the Police liaison for the committee. There has been a new position created, Training Sergeant, that may take over the liaison position. Mike stated that in regards to last year's issues, he adjusted the process for dealing with routes for egress and exit off of Raupp from the carnival. He stated that he received no complaints last year from the residents. This was a first. He will continue the same procedure next year. He felt that we need more lighting at the ticket booth at the carnival. Mike stated that everyone at the Police Department agreed that the live bands were a poor draw at the Teen Stage. If live bands continue to perform, Mike will be pulling officers from that area to other parts of the festival. He said that more lighting is needed around the Beer Tent, in the picnic table areas. A discussion occurred about removal of an individual last year who was over served, and who also brought in his own liquor. Doug said that there was no designated person to turn on the lights by the Beer Tent or over the porta potties. It was questioned if the lights could be put on timers. Mike also suggested that beer sales be limited to two beers per patron. Officers had noted on Bingo night, people buying up to 8 beers and distributing them to various individuals in the Bingo Tent. These people may or may not have had wrist bands for a checked ID. Adam suggested that the Chamber take 2 to 3 kegs to the Bingo Tent and tap out from there. There would be more control of checking ID's and the number of beers sold at a time. Mike stated that he will be asking for a bigger budget as he feels that he needs more officers at the Main Stage. Mike also wants the Bike Patrol back at the festival. Karen stated that she felt that there were too many officers at the Art Festival and asked if there could be less there and the money saved for more officers at the festival. Discussion continued about staffing and budget for the Police presence at the festival. Park District: Terri Ebner— Not present Parade: Joe Tenerelli/Ken Lazar - Not present Mobile Com: Roger Remblake - Not present. No report, per Adam Fun and Food: Rick Kahen/1VIo Welborn - Not present Rick e-mailed, no report Fire Department: George Michehl - George stated that the Fire Department will be there again this year. The Chief was pleased with the grilling challenge and the Fire Department will be more involved this year with the program. The Chief is offering whatever is needed to promote the event. George stated that, obviously, the Fire Department will offer to be judges again this year. He said that the Fire Department will have presence again at the festival with the public education unit. George stated that he will be there for the fireworks. Public Works: Dave Haisma/Brett Robinson - Not present Trustee Liaison: DeAnn Glover— Not present She is up for reelection and will be running. If she is voted back into office, she will return as our liaison. Chamber/Corporate Sponsorship: Sara Herman/Sharon Feld— Not present Food Tent: Steve Schultz/Sandi Carothers - Not present Setup/Take down: Tom Johns — Paulette stated that everyone is on this committee. Arts and Crafts: Jim Pawlak/Joan Pawlak - Jim stated that they are just starting to gear up. There is nothing more to report. Dessert Challenge: Jane Primack/Joan Pawlak - Jane stated that she is working on the cooking demonstration for the contest. She is dealing with another new person in charge of marketing at Whole Foods, who has a lot more requirements. He wants to participate only if there are demonstrations occurring on the Main Stage. Jane will be meeting with him in the next few weeks. Jane will be starting to work on the judges for the contest. All of the judges for the adult division asked to come back. None of the judges for the junior division asked about coming back. She wants to get her judges earlier this year. She may have a sponsor again with Chocolate Marvels for the contest. Grilling Challenge: Chuck Posniak/Ken Carothers Chuck stated that we will have the BBQ Showdown again this year. He said that Dorfler's will supply the meat free of charge for the contest in addition to a donation in sponsorship of the contest. Betty Lou stated that Weber will supply the grills and the gift certificates again this year. Chuck stated that he may change the name of the contest to make it clearer. Jim suggested having fire departments from other municipalities participate in the contest. Rhonda suggested having the three fire houses compete against each other. Chuck will be working on this in the next few weeks. Paulette stated that the logistics have been figured out and both the BBQ Showdown and the Dessert Challenge will be on Saturday afternoon. Karen is thinking of providing entertainment for the contest. She asked Mike and George to find out if any of their personnel are in a band that could perform that day. Mike and George will ask around. Carnival: Debra Jess/Penni Jess - Debra stated that she has no report. It is too soon. Entertainment: Karen Danenberg— Karen stated that she does not want BG Idol during the festival and suggested that the Park District might want to consider doing something else on the Main Stage. She wants to have something with local talent in the BG Idol time frame on the Main Stage. Paulette noted that the Park District was planning on running the BG Idol contest again this year. Karen stated that, if they do she will find another location for their production. The Teen Stage was suggested as an alternate location for the BG Idol contest if the Park District does run it. Karen stated that she is just starting her work on the entertainment and has no report. Karen stated that the Teen Stage is going back to the DJ format. There will be no more live bands this year. Audio/Visual: Doug Primack/Adam Moodhe— No report Publicity: Lori Hackett/Dan olbur/Penni Jess — Paulette stated that this year, there will be three people on the Publicity committee, Lori Hackett, Dan Olbur, and Penni Jess. Paulette stated that the Publicity will be in two parts. One part will be the newsletter. The other part will be newspaper articles, radio ads, and etc. She said that the newsletter was smaller last year. The newsletter has become the responsibility of the committee. Paulette said that she worked with Penni to get the newsletter out last year. Her neighbor is a graphic designer and was able to complete the newsletter in the smaller format for us last year. Her neighbor has agreed to do the newsletter again this year. Paulette stated that the deadline for articles and information for the newsletter is July 6th. The newsletter must be to the printer three weeks later. The time between is needed for formatting and editing the information. The Park District will not put any information in the newsletter this year. We have 16 pages with which to work. Photography: Hal Norman/Jim Pawlak - Jim and Hal tried to get together to put the pictures in an album format but had some scheduling difficulties. Hal will have the album ready for the next meeting. It was noted that any digital format needs to be given to Mary Moodhe for the Village web site. Glow Necklaces: Lori Hackett- Lori stated that she has no report. VIP Party: Sharan Tash/Arlene Kozemzak— not present Paulette stated that Arlene will still run the VIP party next year with the Chamber. Information Booth: Ken Lazar— Paulette stated that Ken is coming back. BG Juniors: Rhonda stated that she will be running this program this year as she now knows what we need them for. Village Liaison: Bill Brimm— Not present Paulette stated that she and JV have had a couple of meetings with Bill. Your 2 Cents Worth: All committee members Paulette stated that new this year, will be the blue sheets. If anyone pays for items out of pocket, they must submit the receipt to her and she will fill out a blue sheet. This will be given to Village Hall for reimbursement. Paulette has to do all receipts for purchased items including those bought for the Fun and Food, and for the Dessert and Grilling contests. Paulette stated that we also have a new sponsor, Race Line Motors. They build race cars and race them. They will need a 20x30 foot track. There will be no charge to anyone racing the cars during the festival. They will also be present for the kids during the Fun and Food program. They are giving money in sponsorship for the Fun and Food program and will there on Monday to let the kids race the cars. They must have a level hard surface for the track. Paulette is considering outside the Food Tent near the basketball toss as the first choice. The second choice would be the first 3 parking spots on the south side of Village Hall. Jim has reservations about this spot as he uses those for handicapped crafter to park. Concerns were expressed about the number of people standing outside the Food Tent watching the races. Questions were expressed about the ability to take golf carts through the area or it being too congested for people to get past. Paulette will look into it. Debra had some reservations about setting a precedent for others if sponsorship money is given, then those companies will also want space to promote their product. Her concerns were noted. Paulette stated that she will bring back the ATM machines this year. There was no charge for us and we made $200+. Debra reminded Paulette that Sandy from Astro requested one also over on the carnival in lieu of the one they usually provide. Adjournment Adam made a motion to adjourn. Jim seconded the motion. The meeting was adjourned at 8:10. Respectfully submitted, Jane Primack Secretary Remaining meetings March 13 July 26 April 10 August 7 May 8 August 14 June 12 August 21 June 26 August 28 July 10 BG Days 2006 August 31 —September 4 BG Days 2005 —September 1-5