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2006-08-22 - Buffalo Grove Days Committee - Minutes Board or Commission: ❑ Buffalo Grove Days Committee Document Type: ❑Agenda 0 Minutes Meeting Date: 08/22/2006 Type of Meeting: ❑ Regular Meeting BG Days Committee Meeting August 22, 2006 Steve Antman, Dave Besser, Bill Brimm, Ken Carothers, Sandi Carothers, Sara Ciolli, Ed Conkle, Barbara Czipo, Karen Danenberg, Teri Ebner, Sharon Feld, James Fererra, DeAnn Glover, Ron Greco, Paulette Greenberg, Lori Hackett, Ron Hackett, Dave Haisma, Allan Hoffman, Howard Hoffman, Debra Jess, Penni Jess, Rick Kahen, Arlene Kozemzak, Ken Lazar, George Michehl, Adam Moodhe, Mary Moodhe, Sanjay Nahar, Hal Norman, Jim Pawlak, Joan Pawlak, Charles Posniak, Doug Primack, Jane Primack, Roger Remblake, Pamela Soracco, JV Springman, Murray Sprung, Joe Tenerelli, The meeting was called to order at 7:09 PM. Chairman's Report: JV Springman/Paulette Greenberg Paulette stated that everything is lined up with one week to go. Paulette has confirmed the ATM will be installed on Thursday before Bingo and the carnival open. The ice machine dilemma has been solved. Adam has found another company, Home City Ice. They will deliver the ice freezer to the Public Works building on August 31, 2006 (Thursday). The freezer will hold up to 90 bags of ice. We are having 80 bags delivered with the freezer. They will be available to deliver additional bags if we need them. They will pick up the freezer September 5, 200 (Tuesday). We will need to provide the delivery person with a check. The freezer will cost $90.00. Delivery will cost $40.00. 80 Bags of ice at $3.50 per bag will cost $280.00. The freezer is twice the size of the one from Jefferson Ice. They will deliver ice as needed. The committee will sell ice to any vendor. We can call to have them deliver ice. The T-shirts have been ordered for the adults and the BG Juniors, who will be wearing neon yellow The shirts will be without names but with the BG Days logo. Men's small, me large have been ordered. In regards to radios, not everyone will get one or needs one. JV will make up a list of who gets radios, with a copy in his pocket and one at Mobile Com. A radio has been ordered for special events, such as the VIP party, the BBQ Showdown, and the Dessert Challenge. Paulette suggested that if anyone wants to get in touch with JV or Paulette, they call their cell phones. This will also allow for more privacy in matters that may need it. Regarding the golf carts, not everyone gets one. There will be a list of who gets the golf carts. Committee members can borrow them for short periods of time. If they need one, they can borrow Paulette's. Paulette reminded everyone that they cannot drink alcohol and drive a golf cart. If a committee member wants a beer, they must take off their committee shirt to drink it. Committee members cannot drive a golf cart once they have had a beer. JV went to the vendor meeting tonight. Paulette stated that we have a great variety of food this year in the Food Tent. We have 26 restaurants, both for-profit and not-for-profits. We have 18 booths at the Business Fair. Tony Goldstein is at the vendor meeting for the Police Department. Peggy is there from the Health Department. Paulette stated that JV and she want to check that everyone has the shirts they need. She is requesting that all committee members make a check mark for size they wear on the form up front. JV wants to thank everyone for all their hard work on the committee. He reminded everyone to take time out from the festival for their families. He said that the Village appreciates the effort of the committee. There will be 50,000 to 60,000 people through the festival during the weekend. If we have good weather, we will have tons of people and makes lots of money. JV encouraged everyone to enjoy themselves and take time to have dinner with your family. JV reminded everyone that if you want to have a beer, do not wear your committee shirt when in the beer tent. Change into another shirt or put another one over it. JV stated that if someone gets at a committee member, smile and give them JV's name. He will take care of it. Police: Mike Millett—Not present Mike emailed his report to Jane. He stated that Tony Goldstein is representing the Police Department at the Vendor's meeting tonight. He will be logging and distributing parking permits for food vendors, food deliverers, Business Fair goers, and Chamber members. Mike has given Bill Brimm parking permits for the Village Staff and Trustees. Karen will have the committee member passes and more entertainer passes. Rick was told to go ahead and use committee member passes for his 11 to 12 helpers. Mike dropped off parking passes at the golf course for golf/restaurant employees. Mike shared an email from Debra Jess with Dave regarding concerns about carnival employee parking in the Park District's newly paved lot off of Lake Cook Road. She thinks that some sort of parking regulation would be wise to help out the carnival folks. Mike agrees. But he cannot thing of any way to handle that task. We could put up traffic cones but then someone needs to move them etc. He has not had the chance to speak to Dave about his ideas yet. Would simple signs indicating carnival parking only help? Mike is asking for any ideas. Preparation for the parade route security is all set. Police action plans for all of the various festival events have been prepared and are currently being re-examined by Commander Newton. Mike has left parking permits in will call at the police department for Sandy at Astro for her folks. Park District: Terri Ebner: - Teri stated that Sandy will contact the Park District about the trees at the Emmerich Park and figure out which need trimming. The striping of the new pavement at the Lake Cook parking area will hopefully be done next week. In regards to the semi parking, the Park District prefers that Astro not use Bison Park. There are some safety issues there. The Park District would prefer them to use Churchill Park Duke will meet with Tom from Astro regarding the trees that need to be trimmed. Astro will go along with using Churchill Park. The other two trucks will be parked on Village property off Mary Lou. Duke will talk to Sandy's brother, Tom, after the staging. Parade: Joe Tenerelli/Ken Lazar - Joe stated that they have 20 to 25 fire engines which helped in the number of entries in the parade. He is putting them on Timber Hill for staging. When they go past Timber Hill, they will all turn their sirens on. Joe stated that he has close to 90 entries in the parade. Joe stated that he had a last minute rush of entries. If the entries were post marked the deadline date he accepted them. If not, they were not accepted. Joe stated that he has a parade sponsor for $3000. Mobile Com: Roger Remblake - Roger stated that he is good to go. They get 20 radios every year, and issue 12 to 14 each day. Fun and Food: Rick Kahen/1VIo Welborn - Rick stated that his committee is good to go. The Hero headquarters wants to have a walk around of a hero and give out prizes. Lou Malnati's is sponsoring the Buddy Baseball game and they want to feed all the buddies and players after the game. Rick stated that he wants to put out a press release about the change of location of the Buddy Baseball Game. Fire Department: George Michehl - George stated that he has nothing more. He is ready to go. Joe said that he talked to Tim at the Fire Department about needing a short resume about the chief and two retired chiefs for the presentation at the parade. Joe stated that he wants to know a little bit about them for the presentation. Public Works: Dave Haisma/Brett Robinson - Dave is at the vendors meeting. He arrived at the very end of the committee meeting. Trustee Liaison: DeAnn Glover— DeAnn reminded everyone about the party at the Clubhouse for pizza, beer and soft drinks. There is a $5 per head charge for the party. It is set up for 8:00. DeAnn stated that she may be in trouble, but promised good weather for the festival Chamber/Corporate Sponsorship: Sara Herman/Sharon Feld— Sara stated that the Business Fair meeting went well. They are full with a waiting list for four more businesses. For Corporate Sponsorship, they have taken in $26,900. . Sara stated that this is one of the last nights to donate to the Friends of the Fest: $25. The check can be made out to the Village of Buffalo Grove. In regards to the restaurants, everything is good. For the VIP party, the RSVP count is very low. Very few Buffalo Grove businesses have responded. They have responses from the Village and the Trustees. Sara stated that after this meeting, the Chamber will have the wrist bands for the committee member for the Beer Tent. As the member gets one, they will check off their name on their list. If the band breaks, you must return it to Sara to get a new one. The Chamber will be serving the wine in a box this year. It is easier than the big jugs which had to be poured. Sara stated that it is a new product from the company. They are sending their PR people, asking how the festival goers like it. This is for the company's own use. Food Tent: Steve Schultz/Sandi Carothers - Steve is at the vendor meeting. Setup/Take down: Tom Johns — Paulette stated that they are still looking for someone to run this subcommittee. Who ever takes charge of this committee, will be in charge of the vacuum machine. Paulette sated that the take down of the Food Tent after Bingo will be around 10:15 PM. Monday, the break down will begin around 4:00 PM. Arts and Crafts: Jim Pawlak/Joan Pawlak - Jim stated that they have 58 crafters and are ready to go. Jim stated that he has van drivers. Dessert Challenge: Jane Primack/Joan Pawlak - Jane displayed the Silver Spoon Awards that she just picked up. Jane stated that she has aprons and T-shirts. She has awards. She has judges. What she needs are contestants. Thanks to Mary Moodhe, she has extended the deadline for the contest to August 30. Sanjay suggested that Jane call the participants from last year to see if they want to participate this year. Jane will follow up with the idea. Grilling Challenge: Chuck Posniak/Ken Carothers Chuck showed the awards for the BBQ Showdown that he just received. As of now, he has 8 contestants. Chuck has four substantial first place prizes from Weber grill for the contest. He has extended the enrollment for the contest. He still needs participants. Paulette stated that Ghida will run it on this week's and next week's Village internal letter about the contest. Carnival: Debra Jess/Penni Jess - Debra stated that every committee member will receive 2 envelopes, one for Saturday and one for Sunday. These envelopes are to be picked up at the ticket booth each day. There will be 15 carnival tickets in the envelope for each day. In addition, each committee member is allowed two wrist bands for either Thursday night or Monday, or any combination. Debra stated that if you do not pick up your tickets by 5:00 PM, they will sell them back, through the ticket booth. Debra emphasized that the tickets must be picked up at the ticket booth. For the Lake Cook Emmerich Parking area, Public Works will put up a barrier with sign for carnival employees only. Debra stated that most of the trucks will not arrive until 4 to 5 Monday morning. Astro will start staging it later that morning. They will need the street blocked off prior to arriving early Monday morning. Debra stated that they are willing to use the Churchill Park Parking lot for their semis. Other than that, everything is set. Entertainment: Karen Danenberg— Karen stated that she has a folder for each of the guys helping behind the Main Stage. She also has the parking passes and will give out to the committee members. Those receiving folders will have their passes in there. The Chimney Sweeps just called and cancelled from the Teen Stage. Karen stated that she will now have two bands on the Teen Stage. The Chimney Sweeps were first on the lineup. Doug and Adam have a lot of work. They need the entertainers to be prompt to leave the Beer Stage at the end their act. Karen stated that she has ordered good weather for the weekend. Friday they will paint lines on the grass for the blanket area and take into account where the car will go for the Blooze Brothers. There will be a lot of activity at the Main Stage on Saturday afternoon. They will have signage that states blankets-only for the area in front of the Main Stage. They will no be policing the order and cannot control people who feel the need to stand up during the concert. Audio/Visual: Doug Primack/Adam Moodhe— Doug stated that he spoke with Ali at Park District regarding what the committee and the Park District will each supply. Adam asked what time the back line needed to be set up for Saturday night. Karen stated that 5:00 is good. Publicity: Penni Jess - No report. Paulette sated that the Daily Herald is coming out with their special insert of 20 pages about Buffalo Grove Days. Paulette stated that the Buddy Baseball game's location will be changed in the insert. The blood drive will also be highlighted in the insert. The insert in the Daily Herald will come out next Wednesday in the paper. Photography: Hal Norman/Jim Pawlak - Hal stated that they are locked and loaded. Hal stated that they will be selective regarding photos taken. Glow Necklaces: Lori Hackett- Lori stated that if you want to sell, see her tonight or at the entrance of the field on Friday, Saturday, or Sunday nights. She will be buying them from the Wheeling JC's. She got a good deal on them this year. VIP Party: Sharan Tash/Arlene Kozemzak— Arlene stated that she has nothing new from last week. They have contacted Deerfield Bakery for another dessert, but have had no response. Leider's will be supplying the center pieces. They have an order for 24 to 36 depending on the RSVP and the needs for the tables. Arlene has sign up sheet for pick up, set up, serving, and cleanup. Information Booth: Ken Lazar— Ken had no report. BG Juniors: Rhonda is not able to attend but emailed her report to Jane. She has a number of committee members' kids who have signed up but she is unaware of their names, ages, or when they will be available. Jane has gathered information from all committee members present that she needed. Paulette asked Sanjay if he had kids that would volunteer. He spoke with Hal about his daughter. Jane has suggested that Rhonda use the roster to contact committee members for the needed information. Village Liaison: Bill Brimm— Bill Brimm stated that he had nothing. Your 2 Cents Worth: All committee members No remarks from committee members. Mary made a motion to adjourn. Sanjay seconded the motion. The meeting was adjourned at 8:00 Respectfully submitted, Jane Primack Secretary Remaining meetings August 29 BG Days 2006 August 31 —September 4