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2006-06-27 - Buffalo Grove Days Committee - Minutes Board or Commission: ❑ Buffalo Grove Days Committee Document Type: ❑Agenda 0 Minutes Meeting Date: 06/27/2006 Type of Meeting: ❑ Regular Meeting BG Days Committee Meeting June 27, 2006 Ed Conkle, Karen Danenberg, Sharon Feld, Ron Greco, Paulette Greenberg, Allan Hoffman, Debra Jess, Penni Jess, Rick Kahen, George Michehl, Adam Moodhe, Mary Moodhe, Hal Norman, Rhonda Norman, Dan Olbur, Jim Pawlak, Joan Pawlak, Charles Posniak, Doug Primack, Jane Primack, Roger Remblake, JV Springman, Murray Sprung, Joe Tenerelli, The meeting was called to order at 7:10 PM. Chairman's Report: JV Springman/Paulette Greenberg JV welcomed everyone and stated that today is June 27, and that there are 2 months and 2 days to the event. JV stated that we just received a letter that St. Mary's is allowing us to use the field for the festival and we thank them for their generosity. JV stated that we have the contract for the tents and we need to discuss it tonight. Last year, for tents we had 160'x60' Food Tent. 40'x60' Beer Tent 30'x30' VIP/Dessert Challenge/BBQ Showdown Tent (2) 10'x10' tents for information and the water tent (20) 10'x10' business tents (1) 16' x16' tent for first aid JV asked George what to do for the paramedics. George said that they will have a similar situation as last year. They are ordering a little bigger vehicle. They will have a display again this year on the driveway. The tent needs to be placed next to the driveway. George stated that the Fire Department does not need a16x16 size tent, that it can be smaller. Paulette stated that we will need a tent for the State of Illinois Cash and Dash program. JV has a pop up tent for them. Paulette stated this year that they want a voter's registration tent. JV said he won't allow it unless they can register residents from both counties. Last year we ordered 175 tables. We used all of the tables for Bingo. When we rearranged the tent, we had spares we piled up to take out to the VIP Party. Doug stated that tables were taken out of the Beer Tent for the VIP Party last year. JV stated that he will order 10 additional tables for this year for a total of 185 tables. Last year, we got 675 chairs. Again, we took chairs from the Beer Tent for the party. JV stated that his year, we will get 700 chairs. We had 8 risers last year. This year, we need 10 total, 6 in the Beer tent, 2 for the Arts and Crafts area, and 2 at the Main Stage for the drum riser. JV stated that he is still negotiating the tent contract. There will be lighting installed in all the tents mentioned. Paulette stated it was-shirt time. If you want a few more shirts, sign up for them tonight with Paulette. If you need name tags, sign up tonight. The BG Juniors will have BG Juniors on their shirts, no names, JV stated that if you are driving the van for the Arts and Crafts, Jim needs a copy of your license front and back. Police: Mike Millett—Not present Park District: Terri Ebner—Not present Karen stated that for 3 years when the committee ran the BG Idol contest, we did not charge any fees for applying to perform. The Park District is charging each kid a $10 fee to apply for the contest. JV stated that the money goes to the Park District and their programs. Karen states that she is getting complaints from parents of applicants from previous years about the fee. JV stated we have no control over it. Parade: Joe Tenerelli/Ken Lazar - Joe stated that yesterday, he mailed out all the applications for the parade. Joe wants someone to pass out applications at the Arlington Heights parade on Tuesday July 4. Joe stated that he talked to Chief Sasko about the Grand Marshal and will let George know. He feels that someone from the committee should tell the former chiefs about being honored. Joe suggested that we send a letter from the committee to ask them to be Grand Marshal. Sasko has made contact with the two retired chiefs of the Fire Department. JV instructed Joe to get the addresses of the retired chiefs and send them to Bill Brimm's office. They will send a letter from the Village Manager informing them of the wish that they be Grand Marshal for the parade Joe questioned about the need for a float for the Grand Marshals. It was mentioned that we were trying to procure an antique fire truck for them. Rhonda knows of one out of Lake Zurich. Rhonda and Hal will find out about the antique fire truck there. Mobile Com: Roger Remblake - Roger has a proposal for the rental of the radios. He has a tentative contract for 24 radios for $800. The proposal was approved by the committee. Roger asked George about leaving paramedics at the first aid tent for bee stings and small items. Roger says he sends a lot of people to the first aid tent for these issues. Fun and Food: Rick Kahen/Mo Welborn - Rick stated that everything is set. Rick stated that the RSVP line for the Fun and Food program is asking participants to bring a nonperishable item for the food drive. Rick says that we will need a bin over by the carnival for the food donations. JV said to get a gator with tubs on it to the carnival. Rick said that we may use Bush Grove field if Miracle Field is not ready. It has good visibility. It is also a shuttle stop. Rick thinks that there is a 60/40 chance in our favor that the Miracle Field will be done. Rick said that we will need more buddies. JV said that we will diminish our troops at the festival and send them over there for the game. Rick said that he will need drivers for the 2 shuttles from 3-6 since most of the Disability Commission will be at the field. Fire Department: George Michehl - George said that he met with Chuck on the Grilling Challenge issues before the meeting. He felt it would be appropriate for someone from the fire department to be a judge. George says that he hasn't yet gotten a permit for the fireworks yet as it is too early. He will be using the same company as last year. Public Works: Dave Haisma/Brett Robinson—Not present Trustee Liaison: DeAnn Glover—Not present Chamber/Corporate Sponsorship: Sara Herman/Sharon Feld— Sharon is reporting for Sara. Fluky's and I Am Siam have backed out of the festival. Sharon felt that Fluky's problem is they cannot sell what they wish to, as some other restaurant are already selling those food items. Sharon is requesting approval on 2 more restaurants. - Roti Mediterranean would rather be in on the weekend instead of Thursday. - Brothers Ribs is also interested in serving in the Food Tent. JV told Sharon to call Steve about an extra booth from the not-for-profits. Karen asked about food at the Teen stage. She asked if Sharon could ask Fluky's if they would be interested in serving hot dogs and chips at the Teen Stage. Chuck asked if Sharon could ask Brothers' if they would sponsor the Grilling challenge. Sharon asked if they sponsored the contest, would they get their booth free. JV's answer was no. Sharon said that they have sold 13 Business Fair booths so far. For the VIP Party, they have donations of food from Culvers, Dominick's, eSkape, Michael's, Wyndham Garden, and Uniquely Sweet. Food Tent: Steve Schultz/Sandi Carothers —Not present Setup/Take down: Tom Johns —Not present JV stated that we may be looking for a new chairperson for this committee. Arts and Crafts: Jim Pawlak/Joan Pawlak - Jim stated that they have 21 booths signed up as of now, plus 27 more confirmed that will be coming soon. Jim said that they ran into a glitch. They realized people were not responding as they thought. They called a few crafters who stated that they had not gotten their letters. Jim and Joan will be resending their applications again and calling the crafters to find out what happens. They had 90 crafters last year and their target is 70 for this year. Jim says that the craft business is going down, possibly due to the price of gas. Dessert Challenge: Jane Primack/Joan Pawlak - Jane stated that Whole Foods has agreed to perform the cooking demonstration for the contest. What they will cook is to be determined later but will be a dessert of some kind. She has received a donation of 4 more $25 gift certificate prizes from Hairs Us for the Adult division. This brings the total number of prizes for the adults to 15 and 5 to 6 junior prizes that must be shared with the teen division. Jane stated that she needs two more judges, one for each division and will work on that the next two weeks. The application and Rules for the contest have been e-mailed to Mary Moodhe for placement on the web site on July 5th. Let the fun begin. Grilling Challenge: Chuck Posniak/Ken Carothers Chuck said that we will have the BBQ Showdown. Chucks stated that the Rules will be published July 5th on the Village web site and available at Village Hall. Weber grill is giving gift certificates for prizes and supplying large grills for the contest. Chuck expects most participants to bring their own. Chuck said that he still needs judges. JV suggested someone from the Fire Department and the guy from Dorfler's as judges. Chuck is asking about getting judges from the restaurant community and is asking help from the Chamber in this area. Sharon will look into it. George will ask 3 firemen about judging the contest. Carnival: Debra Jess/Penni Jess - Sandi found out the Park District will black top the parking lot where the carnival parks their trucks in July. Dave is unsure if they can park them there this year. Since the black topping is new, the weight of the trucks might make ruts. The carnival needs the trucks close by for food, repairs, and equipment. Dave does not want the lot used JV said to find out how many trucks they are talking about. Using the parking here by Village Hall where the committee members park is one possibility. Another possibility is using Public Works parking lot for the trucks. JV wants to find out how many trucks before making any decisions. Roger asked about Sandi setting up a misting tent this year. Last year they did not have the man powder to set it up. Debra said that they have given us the layout for the carnival. One ride, the Cliffhanger, will interfere with a tree. Entertainment: Karen Danenberg— Karen stated that she is down to the last 6 contracts to be returned and then will be done. Audio/Visual: Doug Primack/Adam Moodhe— Doug stated that they have the wireless equipment reserved for the fireworks, at the same price as last year. They will use it from the Main Stage to the Beer Tent, to the golf course clubhouse, and to the Rotary Green. Doug stated that they got a quote for the backline rental for Foghat. For the cost, he said they will need more sponsors for the Main Stage. Sharon stated they have 3 grand sponsors and 1 major sponsor. They have asked Mike to have police officers give a head count to determine if it would be worth it to pipe the fireworks music to Willow Stream this year. The issue is that Doug does not have the manpower to cover that area as well as the current ones. Publicity: Penni Jess - Penni stated that she is not done with the newsletter. They had more changes than anticipated. It is not available for proofreading tonight. There will be a number of proofreaders who will review it before it is sent to the printer. Penni stated that she is working with papers, sending press releases. If they print two lines of what she sends, she is happy. Photography: Hal Norman/Jim Pawlak— No report Glow Necklaces: Lori Hackett- Not present VIP Party: Sharan Tash/Arlene Kozemzak—Not present Information Booth: Ken Lazar—Not present BG Juniors Paulette gave Rhonda a tentative list of activities for the BG Juniors. Village Liaison: Bill Brimm—Not present Your 2 Cents Worth: All committee members Ed asked why the committee does not get a percentage of the Beer sales. A discussion ensued about what areas the Chamber does pay for and the reason why we do not get a percentage. Debra asked if there was an interest in sweatshirts this year. They will cost $20 each and committee members have to pay for their own. If interested, please indicate it on the list for the shirts. Jane stated that previously, she began emailing the minutes to committee members to cut down on paper use and time required to copy them. A few copies of the minutes will be available each meeting to those few members who cannot receive the minutes. Other than that, committee members can read the minutes from the email. Jane also stated that an error was found in an email address on the roster. It has been corrected. She emailed the corrected roster to everyone and has a hard copy for everyone tonight. Please discard your old roster. Paulette stated that the to August 1 meeting will be cancelled since there are 5 Tuesdays in August. Ed made a motion to adjourn. Joan seconded the motion. The meeting was adjourned at 8:10 Respectfully submitted, Jane Primack Secretary Remaining meetings July 11 August 15 July 25 August 22 August 8 August 29 BG Days 2006 August 31 —September 4