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2005-09-27 - Buffalo Grove Days Committee - Minutes Board or Commission: ❑ Buffalo Grove Days Committee Document Type: ❑Agenda 0 Minutes Meeting Date: 09/27/2005 Type of Meeting: ❑ Regular Meeting BG Days Committee Meeting September 27, 2005 Ken Carothers, Sandi Carothers, Karen Danenberg, Ron Greco, Paulette Greenberg, Sara Herman, Tom Johns, Mike Millett, Adam Moodhe, Rhonda Norman, Dan Olbur, Jim Pawlak, Joan Pawlak, Chuck Posniak, Doug Primack, Jane Primack, Brett Robinson, Steve Schultz, JV Springman, The meeting was called to order at 7:06 PM. Chairman's Report: Tom wanted to thank everyone for all their hard work this year and past years, as this was his last hurrah. JV said that it has been great working with someone like Tom and he will miss him. Police: Mike Millett- Mike stated that today, he submitted his reaction report to Bill Brimm. This included the critics' comments from all the personnel. Most of the comments were internal, but there were some policing and parking issues. Mike stated that the single biggest problem is signage on Lake Cook Road. They need signage for no stopping along Lake Cook Road. People were stopping and gawking at the shuttle bus stop area. Mike said that he had to put more personal out there just for all the people stopping. The lighting issues from last year went well this year. The Police ejected more people from the carnival this year than any other year for gang activity and public urination. There were approximately 19 arrests, 1 for a minor's consumption of alcohol. The minor was arrested and there were no officers injured. The police now have a zero tolerance with any gang signs, dress, or actions. JV asked that Mike thank everyone in the Police Department for all their hard work during the weekend. Park District: Terri Ebner—Not present Parade: Joe Tenerelli - Not present JV stated the parade was good without any incidents. Mobile Com: Roger Remblake—Not present Fun and Food: Rick Kahen - Rick sent an email to JV and Tom that he is sorry he will miss the meeting. He wanted to thank everyone for their work in regards to driving the handicapped shuttles and work on the Fun and Food program. Rick indicated that the kids thought playing basketball with the "pros" was great. Fire Department: George Michehl Not present Per JV, there were no incident and everything went great. The fireworks were great. Public Works: Dave Haisma/Brett Robinson Brett is present for Dave. Brett stated that everyone in Public Works enjoyed what they did and are ready to do it next year. JV thanked the entire public works staff for all their hard work during the weekend. Trustee Liaison: DeAnn Glover—Not present JV wanted to thank DeAnn for all her support. Chamber: Sara Herman— Sara said that everything went smoothly. She wanted to thank everyone for all their support. Sara asked that for next year, would it be possible to get a golf cart with headlights for the Beer Garden. She said that it is very difficult going through the crowds. Sara also asked for an active committee member list for the wristbands for next year. Sara said that the restaurants were very pleased with the crowds. Everyone was very happy. She said that the police presence was phenomenal. There were no incidents and no problems. Sara stated that the barricades on Raupp need some type of sand bags or covers. People were tripping over them by the bus stop. Sara said that she had comments that the porta potties were not as well kept as usual this year. Tom made several calls to the porta pottie guy, who would come out when called. JV will check into it next year. Sara said she received comments to put more potties out by the main stage. Mike stated that they are needed at the teen stage and more at the midway area. JV suggested putting some at the teen stage and then moving them to the carnival area when the Teen Stage is closed. JV said that Saturday night we had the largest crowd ever had for a Saturday night. Sara also suggested, if possible, having a microphone out there for the main sponsor to thank them during the event. Sara gave kudos to the BG committee for everything. Sara will have someone to help her next year which she is very happy about. They sold 115 kegs of beer, 30 gallons of wine and 78 cases of Mikes Hard Lemonade. JV wanted to thank everyone for all their hard work. Sara stated that Sharon wants to do the VIP party again next year. Corporate Sponsorship Sara Herman— Sara does not have the final numbers for the corporate sponsorship. Food Tent: Steve Shultz - Steve stated that most of the vendors were extremely happy. Monday was jammed. Steve wished we had more food vendors on Monday. JV stated that he heard comments that the food vendors did not know they could serve on Monday. JV suggested that we let it be known by word of mouth that vendors can serve on Monday. The vendors there on Monday did well. Sara suggested that the restaurants use not-for-profit people to help staff their booths. The not for profit people can help serve and the restaurant can kick back a donation to the charity. JV suggested charging the restaurants an extra amount for the weekend and if they stay on Monday, they get some of it back. Steve mentioned that on Thursday night, the boy scouts drop off the pop and have a huge sign that takes up prime seats for Bingo. JV stated to put the boy scouts at the end of the tent and move them in when everyone is set. Brett said that they could move the pop with a fork lift. Steve will talk to them about the cooler of ice. Setup/Take down: — Tom wanted to give thanks to everyone that helped on Thursday night and Monday afternoon. Each time went really well. Arts and Crafts: Jim Pawlak/Joan Pawlak - Jim stated that most of the comments were favorable. It was a learning experience. He is still getting phone calls about different crafters at the fair. The shuttle van was very favorable with the crafters. Jim is creating a web site for crafters to refer to without calling him directly. JV thanked Jim and Joan for all their hard work. Everything went well for their first year. JV said that the committee will let them do it again next year. Jim mentioned that some vendors had spoken to him about wanting Monday off. JV instructed Jim to offer anyone who stays for all 3 days prime locations. Dessert Challenge: Paulette Greenberg/Jane Primack Paulette stated that the Dessert Challenge turned out better than expected. 1 1/z weeks before the contest she had 20 applicants. By the contest, she had 46. She said that she and Jane have come up with ideas for next year. One of the biggest problems was that there were no stated rules. The contestant who wrote the letter to the Countryside paper complained that the rules were not followed. Someone from the paper called about a follow up article and Paulette told her that we would be making changes. One suggestion was to include on the application that the contest was limited to amateurs only and divide each group up into categories, i.e. pies and cakes, cookies, others. When questioned, Paulette stated that next year, each contestant would be limited to one item per person. Paulette had to put in a last minute order for more t-shirts due to the increase in contestants. Paulette said that it will be better next year. Carnival: Paulette Greenberg - Paulette said that the presale brought in $12,834. After they were all done, they found 2 sealed packages and one 1/z pack of tickets. We will have those for next year. We took in $181.000+total and $121.000+was paid out to Astro. Paulette had one comment from Sandy. The carnival sells cotton candy and so does one of the not-for-profit vendors in the Food Tent. Sandy was upset she could not sell sandwiches this year due to a conflict with a vendor in the Food Tent, but cotton candy was being sold there. JV thanked everyone for their hard work at the carnival and at the ticket booth. Paulette said that she lost one camera which had Bingo Night and the VIP party on it. Paulette said that she found 2 photographers, Hal and Jim, for next year. Entertainment: Karen Danenberg— Karen wanted to thank everyone for their help Thanks to Ken, Rhonda, Hal, Doug, Adam, Dan, Dave, and Ed. Without everyone working together, it would not have happened. Karen said that we had great weather which helped. Karen liked the beer tent stage at an angle. The craft area wanted lower sound and she will address that next year. Karen said that BG Idol is gone and done. It was a great run, but it is time to find something else. Karen had one comment regarding the VIP tent. Sharon paid for the VIP entertainment herself. Karen said that the entertainment in the VIP tent took away from the band at the Beer Tent. Audio/Visual: Doug Primack/Adam Moodhe— Doug stated that moving the Beer Tent stage worked out well. That was Adam's idea. The new transmitter for the fireworks music reached all of the way to the Village Green. Doug stated that we had speakers behind the club house this year for the fireworks. The music there was a big hit. The flat bed golf cart worked out really well. It made moving things a lot easier. The flat bed carts also have headlights. The cart run between the two stages worked well, but we need signage for no entry instead of running people down to get them out of there. Doug also suggested that we make an opening between the Beer tent and the VIP party. Brett asked about security issues. Mike will look into it. Mike said that it may mean extra personnel for next year. He said that it would be a way to let people out of the Beer Tent at night. Adam said that we need to be more diligent at Lake Cook and Raupp to get vehicles in and out of the Teen Stage area. They arrived very late this year. Karen said that she will limit the live bands at the Teen Stage to one day instead of two. Doug said that getting a generator at the Teen Stage really helped. Adam said that next year, we will need to get an additional riser. We were short by one on the Main Stage and we need one or two at the Arts and Crafts Area. JV said that we will need ten risers total next year. Adam said that with the new transmitter system used to coordinate the sound, we have the ability to expand the sound for the fireworks to other locations. Adam said that we would need more man power but we have the technology to push the sound further. The next place to go is Willow Stream Park. PublicityL Penni Jess —Not present JV thanked Penni for all her hard work. It was an improvement this year with the re-vamped Village Newsletter. Glow Necklaces: Lori Hackett—Not present JV said that they sold a lot of Glow Necklaces this year. He thinks that they may have sold out. They had 2,000 to 3,000 of them. JV thanked them for all of their hard work. VIP Party: Sharan Tash-Misholum—Not present Sara said that the party was great this year, - thanks to everyone. Sharon has put together a procedure for the VIP party as follows: January - choose a theme for the party. January to August- Go to the party stores to check discounted decorations and supplies and buy them when on sale. Keep receipts for the committee for reimbursement. Lynn Schneider from the Chamber office will send out letters to the restaurants that have donated in the past and will receive information on who will donate and what they will donate. (Suggestion: Start approaching the restaurants by fax, phone and in person starting in April). July - Get volunteers from Chamber and Committee: Pick up food before event. Pick up food day of event. Help to set up event at 3:00 PM (5-10 volunteers). Help to clean up after the event 8:00 PM (3-5 volunteers). Help to cook during the event(3-5 volunteers). Help serve during the event(5-10 volunteers). Have committee reserve a golf cart for use on Friday for party 1:00-9:00 PM. August - check supplies to be sure you have enough utensils, serving pieces, coolers for drinks and wine, bowls, etc. Buy what you need. Week before the event - set up schedule of volunteers. Sara reported that Sharan had said that the food was great and the help was adequate. JV gave thanks to the Chamber for putting it together. Everyone had a good time. Information Booth: Ken Lazar—Not present JV said that Ken did well. Everyone had their meal tickets. Village Liaison: Bill Brimm—Not present JV wanted to thank everyone for their hard work. He wished to thank Tom for 2 great years. JV said that Tom is one of the hardest workers he knows. Tom is going to retire. JV has been asked to stay on at least one more year and he has decided to do that. Paulette has been asked to be Co Chair. The Village has to approve it yet. Paulette has been the unofficial historian of BG days for years. She will be leaving the carnival in good hands with Debbi. JV said that we can all look forward to a good year next year. We had a great festival this year and broke a lot of records. Paulette stated that the Tilt-a-Whirl had been ordered for next year. JV stated that if someone wants to volunteer for a committee, please do so. JV stated that they need a second person to assist Steve in the Food Tent. Sandy offered to help. Tom made a motion to adjourn. Jim seconded the motion. The meeting was adjourned at 7:58. Respectfully submitted, Jane Primack Secretary Remaining meetings NONE BG Days 2005 —History