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2006-05-09 - Buffalo Grove Days Committee - Minutes Board or Commission: ❑ Buffalo Grove Days Committee Document Type: ❑Agenda 0 Minutes Meeting Date: 05/09/2006 Type of Meeting: ❑ Regular Meeting BG Days Committee Meeting May 9, 2006 Steve Antman, Dave Besser, Ken Carothers, Sandi Carothers, Sara Ciolli, Karen Danenberg, Teri Ebner, Tim Erwin, DeAnn Glover, Ron Greco, Paulette Greenberg, Dave Haisma, Allan Hoffman, Debra Jess, Penni Jess, Rick Kahen, Arlene Kozemzak, Betty Lou Manso, George Michehl, Mike Millett, Adam Moodhe, Sanjay Nahar, Rhonda Norman, Jim Pawlak, Joan Pawlak, Charles Posniak, Doug Primack, Jane Primack, JV Springman, The meeting was called to order at 7:11 PM. Chairman's Report: JV Springman/Paulette Greenberg JV welcomed everyone. He thanked everyone for their tolerance of his absences the last few months due to work. Paulette stated that tonight will be the last night that changes can be made in the roster. Jane stated that she will send out the roster for review one more time. Then no other changes will be made except for e-mail address changes with change of server. Paulette also stated that there are still a few people who have not returned their signed oaths and conflict of interest statements. These must be completed by May 31. JV welcomed our new member, Tim Erwin. Police: Mike Millett- Mike stated that last month, the committee talked casually about increasing beer sales near the Main Stage. Mike stated the subject was discussed across the street with Dave. Mike said that whatever the committee wants he will make it happen. He said that having sales of beer by the Main Stage would create additional problems. More lighting will be needed, but he knows that Karen does not want more lighting in that area. There would also be problems with people getting up for reasons other than getting closer to the stage. This may not go over well. It also may not work in the dark with a large crowd. Mike states that it also makes a mess, and it is not on Public Works property. The additional site would be on St. Mary's Property. JV is totally against it and would override the issue if a decision was made in favor of it. Sara stated that for convenience sake, she is submitting her comments in writing for the committee minutes. She is completely against the ideas of the second site for beer sales. Sara's comments include the following. The Chamber does not support utilizing the V.I.P. tent as a satellite beer station. Their main concerns are as follows: Public Safety is a primary objective shared by all groups that participate in Buffalo Grove Days. The Chamber believes public safety may be compromised based on the following: • Lighting is limited in this area. Installing supplemental lighting is not a cost effective option for a limited use, temporary site. • Cold storage is not available for any kegs used at a satellite station. Metal beer kegs will have to be transported to and from the site. This will require frequent trips and involves maneuvering a cart through seating areas and through gatherings of patrons in and around the area. We attempt to limit the use of carts during peak periods for safety purposes. • Additional police (if available) will be required to observe and monitor activities at the satellite station. • The beer garden offers three varieties of beer along with several varieties of wine and alcoholic lemonade. These options would not be available at the satellite station. These limits in availability will require patrons wanting something other than the beer offered at the satellite station to visit the main Beer Tent. • Additional "cold plates" (if available) would be required to serve beer at a satellite station. Additional fees may be assessed by the beer supplier for using this apparatus. The Chamber does not believe the additional cost would be recovered at a satellite station. • Security is a concern. Having a central location, in front of the ticket sales tent to check ID's and to attach wristbands, enhances the safety and security of patrons and volunteers. A satellite station may compromise security. • Additional volunteers would be needed to staff the satellite station. The Chamber utilizes volunteers to Check ID's and to attach wrist bands. Sell beverage tickets. Dispense beer, wine and alcoholic lemonade Switch-out beer kegs (inside the trailer). • The Chamber staff provides training and supervises these activities and a satellite station puts an undo burden on the staff to train and supervise volunteers. • The satellite station will require additional clean up. Most beer vending supplies (cup, kegs, cold plate, etc.) are securely locked in the trailer when the beer garden closes each night. Cleaning the satellite station and transporting supplies back to the main area prolongs the nightly wrap-up of activities. • Even more importantly, food tent sales will be affected by the satellite station. It is not uncommon for patrons to purchase food along with an alcoholic beverage during main stage concerts. This is easily facilitated with the close proximity of the beer garden to the food tent. JV called it a dead issue. No beer sales will occur near the Main Stage. Mike talked to Sandi about checking the carnival workers as sex offenders. He knows that it is expensive on her end. She is going to provide the carnival rides for the State Fair this year, which is 3 weeks before the festival. The state police perform a full fingerprint check for all carnival workers for the event. Mike hopes to use the intelligence from the state police to get details on the carnival workers. Sandi is hoping to make it happen. Mike wishes to try to make this as palatable for her as possible. JV wants to do something about slowing down the East-bound traffic on Lake Cook Road. Mike stated that Scotty has some ideas about the issue. The police can post signs on the Smart Trailer, such as "pedestrians ahead". Another issue is people dropping off and picking up patrons of the festival. Mike noted that the new smoking ordinance will not be in place for taking action upon until October 1, 2006. Sara talked about the softball game on Wednesday. She is concerned about crossing Lake Cook Road after the game. She asked if Mike could put up a speed monitor for people crossing after the game. JV suggested that there be an officer at the intersection to change the light to a longer walk signal. Park District: Terri Ebner— Teri stated that the Buffalo Grove Park District BG Idol Committee will consist of Lindsay, Grandt, Alyson Stanczak, and Robin Racusen. There will be two categories, 9 to 13 year olds, and young adults 14 to 21 years old. There will be live auditions August 5 from 12 to 5 by appointment only. The information will go out in the Park District newsletter and in a Park District newsletter sent to the schools. The contest will be open to anyone who lives or attends a school in Buffalo Grove. Parade: Joe Tenerelli/Ken Lazar—Not present Joe is not present but emailed his report in. Joe is requesting that committee members submit parade theme suggestions and names for the parade marshal. Jane felt that with the 25th Anniversary of the BG Fire Department, it would be appropriate to make that the parade theme and have the two prior fire chiefs as the co-grand marshals of the parade. Jane made a motion for this and Arlene seconded the motion. The vote was unanimous to submit the Fire Department's 25th anniversary as the parade theme and the previous fire chiefs as the grand marshals to Joe for consideration. JV said that if anyone has any other theme ideas put them in writing and bring them to the next meeting. Mobile Com: Roger Remblake - Not present Fun and Food: Rick Kahen/Mo Welborn - Food for the program will be supplied by Connie's and Outback, who will both provide chicken. Rick stated that he has not spoken to Weiner Take All but anticipates that there will be no problem with them supplying the hot dogs as they have done the last few years. Buddy baseball is scheduled for Sunday afternoon at 4:00 at Miracle Field at Aptakisic and Buffalo Grove Roads. He has set a rain date for 3:00 on Monday for fall back position. Rick will need volunteers to drive the shuttle cart during the game as Rick will be tied up at the field. Rick is looking for sponsorship for the shirts and caps for the teams. The players will wear their regular baseball uniforms. Rick is asking about getting shirts for the buddies. Sara stated that Condell Hospital is sponsoring the Village/Chamber game, putting their logo on the shirts. Sara suggested approaching them to provide the shirts for the buddies at the game. Inquiries could come through the Disabilities Commission. Rick stated that he may need 40 for each team. He wishes to also use the disabilities logo. Rick will get the logo to Debra, who will talk to Condell about sponsorship for the shirts. Rick asked Mike if the police will bring the motorcycle on Monday and let the kids get pictures sitting on it. Mike stated it depends on the availability of the officers authorized to ride the motorcycles. Rick stated that he has good giveaway bags this year. They will be giving family bags, a canvas book bag this year. Penni asked if residents from the Village could be buddies for the game. Rick does not want to ask for buddies in the paper. He wants to limit the participation to people we already know, including those already involved in the buddy baseball program. Rick stated that he wants a public address system to introduce all the buddies and each kid, one by one. JV stated that if he needs a speaker system, the committee will need prior notice to be able to provide one. Fire Department: George Michehl - George stated the Weber Grill restaurant has closed and he is unable to reach the individual who promised him grills for the contest. Chuck stated that the contest will be on Saturday from 12:30-5:00. He will allow participants to start bringing in equipment at noon. The judging will be at 4:00. The question was brought up as to where the grills will be located on St. Mary's field. Chuck replied that they will be set up near the VIP tent. Chuck said that as of right now, people will have to bring their own grills in for the contest. George asked what kind of grills people will be bringing. Chuck said that they can use either charcoal or gas grills. George questioned the logistics of removal of the hot coals. JV said that the Public Works will take care of that. Dave said that it would not be a problem. George stated that he prefers propane gas for cooking. Chuck will ask on the application if they will be using charcoal or propane. He can put in preference for propane. JV wants to see 3-5 firemen with fire extinguisher at the contest to be safe and for a chance to show off the fire department. Doug asked about logistics of dropping off the grills. Paulette said they will have to come in through Public Works. We will have to use the gaters to bring the participant back and forth from St. Mary's lot. George stated that the fireworks are set. Public Works: Dave Haisma/Brett Robinson - Dave stated that he has the contracts for the porta-potties and entertainment dressing room. He has agreements for the waste management and the golf carts, but not contracts. He has the same power company as last year. Dave said that he will eliminate two standard golf carts and get two flat beds carts instead, one for the fire department and one for entertainment for the festival. Dave has gotten the bus contract through Laidlaw. For transporting people out to the Buddy baseball game, there will be an additional bus that is handicapped accessible. JV said the baseball players will probably go right to the field. We will need buses to move people. Laidlaw wants to stop one bus in the shuttle line up on Lake Cook Road, and use it for the game for 2 hours. Dave stated that legally; the drivers cannot use cell phones on the busses, but are hooked up with two way radios. DeAnn brought up that during the actual game the additional bus could run the regular route and return after the game to move people from the field. Trustee Liaison: DeAnn Glover— No report Chamber/Corporate Sponsorship: Sara Herman/Sharon Feld— Sara stated that the softball game between the Village and the Chamber will be on Wednesday evening at 7:00. The party after the game will be at Lou Malnati's or the grill. The theme this year is "We work together, we play together". There will be one practice for everyone. Sara stated that everything is set for the Beer Garden. For the restaurants, she needs to get approval for the restaurants. Most are coming in with the same foods as last year. Cold Stone Creamery: Ice Cream Creations Continental who will be serving on Monday also: Corned Beef on Rye and Gyros & Chicken Gyros Culvers: Fried, Hot Dogs, Burgers, Custard Dominicks: 1/2 slab Ribs, and Bags of Grapes Dorflers: Teriyaki Skirt Steak Sandwich, Marinated Chicken Breast Sandwich, and Bratwurst Fluky's : To be determined Grillworks: chopped Chicken Salad, Buffalo Wings, Chicken Tenders, and Turkey Wrap. Kalidescoops: Scoops of Ice Cream, Cool Dog Ice Cream Sundae, and Frozen Cheesecake on a stick Penguinos wants to serve Monday: Philly Steak Sandwich, meatball Sandwich and Italian Beef Sandwich, Monday only, thin crust pizza Uniquely Sweet: Gourmet Chocolate Dipped Pretzel rods, Chocolate Taffy Apples, Dark Chocolate Chunk Bars, and Candy-coated Marshmallow Pops. Yen Yen, who will serve on Monday also: Egg Roll, Crabmeat Rangoon, Combo-Egg Roll, Crab meat Rangoon and Chicken Fried Rice. Sara is still waiting to hear from Lou Malnati's and the Village Grill She is planning for August 22 at 7:00 for the restaurant vendor meeting. They continue to raise fund for the Corporate Sponsorship. They are ahead for this year in fund raising. In the business fair, they have 9 booths. The letters asking for food donations for the VIP party are going out in May. Sara would like to get an article in the paper about the Friends of the Fest. She would also like to have an article put it in the newsletter. Paulette asked about the sponsorship for the BBQ Challenge. Sara says that she is working on it. Sara stated that she has the sponsor for the shuttles Food Tent: Steve Schultz/Sandi Carothers - Steve emailed his report to JV. He has not heard form the Knights of Columbus and the Colitis people yet. The letters were sent out last month to last year's participants. BGHS served cotton candy last year. They want to participate this year and are asking for suggestions of another product. Setup/Take down: Tom Johns —Not present Arts and Crafts: Jim Pawlak/Joan Pawlak - Jim stated that they have 13 booths signed up. Dessert Challenge: Jane Primack/Joan Pawlak - Jane stated that she received a call from one of last year's judges, the junior high home ec teacher, who stated that she has a prior commitment and will not be able to judge this year. She continues to receive prizes for the contest. She now has 7 prizes for the adults, looking for a total of 16. She has 5 prizes for the kids. She has all the needed consolation prizes for the kids. Each child will get a prize for good effort. She received a donation from the person who owns Memorial Events who donated a number of gifts for girls. Chocolate Marvels will donate enough to cover any boys who enter. Marie Lapidus from Chocolate Marvels has a friend, Gourmet Chef Naomi, who has agreed to be a judge. She will give tips as she judges. She has been written up in the Chicago Tribune. Chocolate Marvels has also donated prizes for the adult contest. She has sent out letters for more prizes as suggested last meeting but has not heard back. She has not heard back from Patrick Beach of Harper College about the cooking demo so she will investigate other avenues. A suggestion was made to contact the University of Illinois extension service at CLC for possible a cooking demonstration. Grilling Challenge: Chuck Posniak/Ken Carothers Chuck stated that the official name of the contest will be the BBQ Showdown. He still needs sponsorship. He is working on the application and rules. He is already having a lot of inquiries regarding the contest. The contest will be open only to BG residents, 18 years and older Carnival: Debra Jess/Penni Jess - No report Entertainment: Karen Danenberg— Karen stated that all the clowns and walk-arounds are booked. She was not able to get Superman or Spperman. Foghat will be the Main act booked for September 2nd. She has a signed contact. She has finalized the Jazz band for Friday night, as well as all the Beer Tent entertainment. She is still working on the Sunday entertainment. When questioned by Adam, Karen replied that the Jazz band is 4 pieces. JV asked if they need a bigger stage for the Jazz band. Adam stated that .they will angle the stage in the Beer Tent again this year. The Jazz band music is to be piped in for the VIP party. Karen stated that she is working on the rest of the clowns and the stilt walkers. In answer to a question from Jim, Karen said that on Saturday she will have the Trinity Irish dancers. She will have a DJ for the sound system for the afternoon. She is working on a few more acts for the Arts and Craft area. Karen changed from the DJ that was there last year. The Teen stage will be all DJ. It requires less equipment. Karen had a meeting with the Park District, who will be taking care of the BG Idol contest this year. The contest will take place on Saturday between 1 and 2 on the Main Stage. They have already begun to work on getting acts. The Park District's act are scheduled to perform on Sunday afternoon. Rick questioned Karen, who confirmed there will be walk-arounds for Monday's Fun and Food program. Staley the Bear will be there for Monday. She is working on Benny the Bull. Audio/Visual: Doug Primack/Adam Moodhe— Doug stated that they have the signed contracts for the stage and sound companies. The deposit has been sent out. Doug needs to know if there will be a band at the Rotary Green. Karen will be asked to update on that at the next meeting as she had to leave early. Publicity: Penni Jess - Penni stated that she is working on the newsletter. She needs everyone's report for the publicity releases and the information for the newsletter by June 15. She will need all the logs by the next meeting. Photography: Hal Norman/Jim Pawlak - No report Glow Necklaces: Lori Hackett- Not present VIP Party: Sharan Tash/Arlene Kozemzak— Arlene stated that she is getting together with Sharan the Monday after Father's Day to discuss the party. Information Booth: Ken Lazar—Not present BG Juniors: No report Village Liaison: Bill Brimm—Not present Your 2 Cents Worth: All committee members Chuck made a motion to adjourn. Allan seconded the motion. The meeting was adjourned at 8:30 Respectfully submitted, Jane Primack Secretary Remaining meetings June 13 June 27 August 8 July 11 August 15 July 25 August 22 August 1 August 29 BG Days 2006 August 31 —September 4