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2006-08-08 - Buffalo Grove Days Committee - Minutes Board or Commission: ❑ Buffalo Grove Days Committee Document Type: ❑Agenda 0 Minutes Meeting Date: 08/08/2006 Type of Meeting: ❑ Regular Meeting BG Days Committee Meeting August 8, 2006 Steve Antman, Dave Besser, Bill Brimm, Karen Danenberg, Teri Ebner, James Fererra, DeAnn Glover, Ron Greco, Paulette Greenberg, Allan Hoffman, Howard Hoffman, Debra Jess, Penni Jess, Rick Kahen, Arlene Kozemzak, Ken Lazar, George Michehl, Adam Moodhe, Rhonda Norman, Jim Pawlak, Joan Pawlak, Charles Posniak, Doug Primack, Jane Primack, Roger Remblake, Steve Schultz, Pamela Soracco, JV Springman, Joe Tenerelli, The meeting was called to order at 7:12 PM. Chairman's Report: JV Springman/Paulette Greenberg Paulette stated that everyone in the village got the newsletter. She acknowledged that there was a name misspelled. Also, the two Knights of Columbus were switched in what they were selling. Paulette stated that she will call the Daily Herald about the special insert regarding the changes in the Buddy baseball location. JV asked if there is any chance that Miracle Field will be ready. Rick said no. Everyone is invited August 31 after bingo to help clean up and rearrange the tables in the Food Tent. He said that it should not take more than an hour. Bingo is over by 10:00 to 10:30 PM. Everyone should be out of there by midnight. After the last meeting, there will be party at the Clubhouse, with a $5 kick-in for pizza, with beer, wine, and soft drinks included. Monday night, there will be another party at the Clubhouse for everyone, when we will get the numbers back. Police: Mike Millett- Not present but Mike emailed his report to Jane All schedules are prepared and filed. The Police Department has quite a few new officers who will be new to BG Days and he will encourage them to get to know the committee members. Mike wanted to inform Karen that he will have some veteran officers for her Main Stage security. He also stated that he talked to Karen last week about Committee member parking. The Police Department is trying to think of the best solution to this age old problem. Not enough space. The Police Department wants to limit the Police lot parking to handicap and police/village officials. He will discuss this issue again with Commander Jim Newton. Mike asked if the Park District will let regular cars park on their newly paved Lake Cook Road lot. He said that he could look into that. Mike also stated that he was called by Finance Director Scott Anderson who received an inquiry from CBS news as to how we are guarding against sex offenders and carnival interlopers. He shared with Scott the meeting that the Chief, Commander Newton, Astro Amusements, and he had. They will be piggy backing off the state Police investigation of these workers two weeks prior to BG Days. Any changes in personnel will be brought to Mikes' attention and he will do the criminal history checks on them. He said that it was good we are all aware of that. Park District: Terri Ebner— Teri stated that the BG Idol committee held live auditions on Saturday, August 5th. A total of 44 people auditioned for the competition and 12 were accepted as finalists. There are 6 finalists for the BG Idol Jr. competition who range in age from 9-14. There are also 6 finalists for the BG Idol for ages 15 and above. Of the 12 finalists who were accepted, 7 are from Buffalo Grove and 5 are from surrounding communities. Rehearsals for the finalists will be held at the Alcott Center on August 17, 23, and 30. The contestants will perform one group number "Rock and Roll Is Here to Stay", a medley of 1950's hits. The BG Idol committee would like to contact the company that will be working the soundboard, CD player etc. for the Main State at BG Days in order to confirm that their technical needs will be met. They stated that only 4 of the 12 finalists have participated in BG Park District Performing Arts programs in the past. None of the 12 finalists or any of the people who auditioned expressed any concerns regarding the nominal fee. Teri stated that we cannot park semi trucks the Lake Cook parking lot but can park cars. Teri said that we can park semis at the Bison and Churchhill Parks. JV stated those locations will be too far away. JV instructed Teri to contact Doug about the wireless mics for the BG Idol contest. Parade: Joe Tenerelli/Ken Lazar - Joe said that one high school band is asking for more money. He will give them $600 this year. Last year, they received $500. Buffalo Grove High School is the band asking for the extra money. The Shriner's are asking for more money. Last year they got $600. This year, they want $850. Joe obtained a sponsor for the float for the firemen. Joe has had 45 replies from 100+ forms sent out as of August 7. Karen asked about politicians in the parade. Joe stated that they have received a parade form but he has heard from no one. Joe said that he will need three plaques for the Grand Marshals. When questioned, Joe stated that he has been organizing the parade for 23 years. Mobile Com: Roger Remblake - Roger stated that they are all set. He asked if Debra could talk to Sandy about the mister tent in case the temperature goes up. Debra said that it is no problem. Debra will remind Sandy about it. Last year she had it but did not have the manpower to install it. When questioned, Roger said that in the buses can call from the cell phones to Mobile Com for maintenance problems. For all other emergencies, they should call 911. Roger said that we need to get the cell phone supplier on the Big Board as contributors. Fun and Food: Rick Kahen/Mo Welborn - Rick stated that he has had the response message for the Fun and Food program to reflect the changed site for the Buddy Baseball. He will also try to change it in the newspaper. Rick needs a few more buddies for the game and is asking for volunteers from the committee. He also needs a few more drivers for the shuttle from 4-6 and from 6-8. Roger asked if there are any dedicated shuttle stops for the handicapped shuttle. Rick said that there is one by the police station and one by the police parking lot. Roger asked about signage for a handicapped shuttle stop across the street. Roger said that they can monitor the stop and radio for the shuttle, if needed. Paulette stated that she was in the cage this past week and found 4 boxes of goodie bags packed and some unpacked items for goodie bags. Rick stated that the food could be thrown away but he would like to see the other items there. He said that they are giving away smaller goodie bags to the buddy baseball participants this year. Fire Department: George Michehl - George said that the fireworks contract has been signed by the Fire Chief and returned it. George said that we will have the antique Lake Zurich fire engine this year. We have the same fireworks company as last year. George stated this is the last year of their contract. The Village will have to re-do that. George has been very pleased with their performance. George said that they will have a public education unit in the driveway as usual. Public Works: Dave Haisma/Brett Robinson - Not present JV stated that he knows that all the contracts for public works are taken care of. We have the dressing room, the porta-potties, the generators, and the stage. They are 95% sure for finding space for the trailers for Astro. JV stated that if any of the subcommittees, such as Arts and Crafts, BBQ Showdown, Dessert Challenge, Fun and Food, and anyone else, needs signs to go to Dave for them. Roger asked if we have the layout for the carnival. Debra confirmed that we do. George was asked about supplying fire extinguishers for the Food Tent He stated that he has not figured out the fire extinguishers for the BBQ Showdown yet. Trustee Liaison: DeAnn Glover— DeAnn stated that she wanted to thank Paulette for getting the newsletter together this year. She said that it looked really good after a few glitches were worked out. She said that the Village will be getting a quote/proposal for the art work and layout from the person who put it together this year. The Village will consider outsourcing the job depending on what she charges. Paulette thanked DeAnn for her comments and said that with the help of Penni and others, the newsletter got out. Chamber/Corporate Sponsorship: Sara Herman/Sharon Feld—Not present Food Tent: Steve Schultz/Sandi Carothers - No report. Steve says he is ready to go. He has 9 not-for-profit vendors. The Boy Scouts will be selling the soda at $1.50. Paulette stated that next year if not-for-profits are looking for a food item to sell, the newest idea is a hard boiled egg on a stick. 58,000 were sold at the Iowa State Fair. Setup/Take down: — JV stated that he has had no volunteers for the chair position. He reminded everyone that volunteers will be needed on Thursday night to clean and rearrange the Food Tent after Bingo. Also on Monday, around 4:00 to 4:40 we will start the take down of the chairs and tables and the VIP tent. JV stated that we have a lot more vendors in the Food Tent on Monday this year. Jane asked when the vendors stop serving. JV stated that they stop after the last act stops performing. Arts and Crafts: Jim Pawlak/Joan Pawlak - Jim stated that they have 52 spaces filled and have a few stragglers still coming in. He is anticipating about 60 total for the Arts and Craft Fair. Jim stated that he sent out an email about drivers needed for the Craft and Business vendors. He has had no response yet. If interested, he will need a copy of the front and back of their driver's license. Jane stated that she will make copies tonight if anyone is interested as the copy machine is still on. He will need a schedule of when the person will be free to drive. Dessert Challenge: Jane Primack/Joan Pawlak - Jane stated that she is working on judges and awards. She has aprons and T-shirts. She has a total of 5 adult and 2 junior applications in so far. Grilling Challenge: Chuck Posniak/Ken Carothers Chuck stated that he has 3 applicants so far. The brochure that went out to the residents this week and the ad in the Daily Herald should bring in more applications. He has his judges set. Carnival: Debra Jess/Penni Jess - Debra stated that she is making up sheets for daily tracking of ticket sales for each year. Astro also is requesting this information. The presale sheets will be available to the committee member starting next week, 30 tickets for $20. Members are allowed to buy an unlimited number of tickets. She asked Rick how many volunteers she will need to provide wrist bands for. Karen said she would need a few tickets. Debra said that she needs some ideas of where the trucks will be going so that Astro can be informed. Debra said that she has the sign up sheets for people to run the ticket booth. Paulette said that committee members who do not have an assignment need to cover one shift in the ticket booth. Debra stated that the Himalayan is way in the back. Dave said that there is no problem with trimming the one tree needed. The Ferris Wheel will be in the parking lot so there will be no problem with the trees for that ride. Entertainment: Karen Danenberg— Karen stated that the entertainment is all booked. For the first time, this year she will not have the police dog. He will do his presentation on the parade route. Everything else is fine. The packets went out to the entertainers already. Audio/Visual: Doug Primack/Adam Moodhe— Doug said that he will be calling the entertainers to find out what they bring and what their needs will be. Doug asked Teri about the Star Makers program as to what they will need sound wise. Teri stated that she did not know. JV asked to have the person responsible for the program to call Doug. Doug asked Bill about use of the Rotary sound system. Doug is to email a reminder to Bill. Publicity: Penni Jess - No report Photography: Hal Norman/Jim Pawlak - No report Glow Necklaces: Lori Hackett- Not present Paulette stated that Ed Conkle bought too many necklaces for the 4rh of July event for the Rotary Club. He is hoping to sell them to the committee and has emailed Lori who has not responded. He has 1150 yellow necklaces, 1000 green necklaces, and 400 green bracelets. Paulette stated that he has not yet given a price for them. VIP Party: Sharan Tash/Arlene Kozemzak— Arlene said that everything going ok. She has had no communication with Sharan, but she did not get an email from her prior to the meeting tonight. Paulette stated that the invitations went out this week for the party. Letters are going out from the Chamber to all prior donators of food. Arlene said that they have had 13 to 14 responses from previous donators of food. Arlene stated that she needs volunteers for various duties including, pick up of donations, set up, serving, decorating, and take down. She will also need a sign as to who donated to the event. Arlene was instructed by JV to coordinate it with Lynn. Dave will take care of the sign. Arlene wants a fire extinguisher due to the grills at the VIP party. George stated that he will probably take one out of the Food Tent that night. He is considering getting an extra one for the night. Information Booth: Ken Lazar— No report BG Juniors: Rhonda stated that she has heard from anyone. Village Liaison: Bill Brimm— No report Your 2 Cents Worth: All committee members Rob Sherman, Buffalo Grove resident, was present with comments. He stated that that everyone appreciates the hard work of the committee. He said that there is wide spread satisfaction with the festival. He asked about establishing a smoke free area for the Main Stage events. Ken stated that after October, this will not be an issue as the no smoking ordinance for public areas will take effect. Rob stated that in regards to the catalog of the BG Days festival, he feels that the committee needs an addition person to review it for punctuation and grammar. He stated that he has applied for an application for the parade and has not received one yet. He had comments about the parade line up. He feels that the line up should be rotated from front to back to allow those normally placed in the back to be further up in the line up. He said that 99% of his feelings about the festival are very positive. JV stated that he appreciates Rob's comments, but that St. Mary's is private property and we cannot establish nonsmoking areas on private property. DeAnn said it would also be hard to police that rule. JV said that he will look into it. Adam got clearance to make a blanket only area in front of the Main Stage. Mark Bolnestoo, the athletic director from St. Mary's, was present at the meeting. He stated that St. Mary's spent a lot of money for the new goal posts at the football field. In the past, they have seen kids climbing on the poles. They do no want everyone climbing on the posts this year. He is requesting some fencing to prevent climbing. JV stated that he will ask the police to do extra checks around the poles. Rick asked if any water has donated. He was told none has come through yet. Rick said that he will ask Lynne from the Chamber. He will need some for the Monday program. Arlene said that she is still trying to get water. Rick said that he will need a couple of cases. Jane reminded everyone that the next meeting will be at the Police Department. Pam made a motion to adjourn. Jim seconded the motion. The meeting was adjourned at 8:10 PM. Respectfully submitted, Jane Primack Secretary Remaining meetings August 15 August 22 August 29 BG Days 2006 August 31 —September 4