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2004-08-31 - Buffalo Grove Days Committee - Minutes Board or Commission: ❑ Buffalo Grove Days Committee Document Type: ❑A e g nda 0 Minutes Meeting ate: 08/31/2004 Type of Meeting: ❑ Regular Meeting BG Days Committee Meeting August 31, 2004 Ken Carothers, Sandi Carothers, Ed Conkle, Lori Czarnecki, Karen Danenberg, Chantal Davidson, DeAnn Glover, Barry Goodman, Ron Greco, Paulette Greenberg, Lori Hackett, Ron Hackett, Dave Haisma, Debra Jess, Ron Jess, Tom Johns, Rick Kahen, Arlene Kozemzak, Ken Lazar, Nikki Lee, Evelyn Levin, Mike Millet, Adam Moodhe, Mary Libby Moodhe, Hal Norman, Rhonda Norman, Lee Orlov, Jim Pawlak, Joan Pawlak, Chuck Posniak, Doug Primack, Jane Primack, Roger Remblake, Denise Rhine, Brett Robinson, Steve Schultz, Pam Soracco, JV Springman, Murray Sprung, Joe Tenerelli, Mo Welborn, The meeting was called to order at 7:08 PM. Chairman's Report: JV wanted to thank Public Works for meeting over in the parking lot tonight before the meeting. They have created a corridor for a driveway for the entertainers and audio/visual people to get into the beer tent safely without going through the crowds. JV stated that the tents will go up on Wednesday. Thursday, the Porta Potties and generators will be delivered. The tables and risers will be delivered Thursday morning. JV stated that they know where they will place the risers. JV stated that everyone will get a tee-shirt if needed. He will try to get name tags, if needed, but time is running out. JV stated on behalf of Tom and himself, he wanted to thank everyone for volunteering at the festival. He realizes that it takes time from our families. JV stated that he will need a lot of help on Thursday night. Everyone who is helping that night will need to be there about 7 or 8 to set up the VIP tent, which will be at the southwest end of St. Mary's field. JV stated that we will have electricity in the VIP tent. There will be a generator that will supply power to the beer tent, the VIP party and the Business Fair. There will be a generator for the entertainment and the big one will run the food tent. JV stated that no one should touch the generator if something goes wrong. If a committee member is confronted by an argumentive patron, JV says to send them over to himself or Tom. They both will take the heat for everyone on the committee. Per Mike from the Police Department, no dogs are allowed at the festival, period. Service dogs are the exception. Mike asked the committee members let the police decide if the dog is appropriate to be on the festival grounds. JV mentioned that we have a number of new people this year. JV stated that if members are familiar with the Public Works building, that the information booth will be in front of the building entrance. In front of that door will be the ATM machine. There is an ATM at the carnival. If someone is in need of first aid, send them to Mobile Com, which will be parked in front of the park district building on the carnival side or send the injured to the information booth. JV suggested that you keep a keep site map with you at all times so that you can show people where everything is. The site maps are at the information booth. It has all the logos for the donators to the festival. Tom states that everyone has put in a lot of time. Now it is time for the games to begin. He said that the festival will be a lot of work, but a lot of fun. Tom wished to thank all the new people for their work. He stated that if nothing is going on, to hang out at the ticket booth. Many times they need help there. Ken will have the food and ride tickets for Saturday and Sunday. Tom said that the committee members will get a bracelet to purchase one beer from the beer tent. JV stated that in the tradition of Mo and Dean from previous years, he and Tom wish to apologize now for any indiscretions they commit during the weekend. In regards to the Fun and Food, on the south side at the carnival, Rick is in charge. The north side, at the food tent, Mo is in charge. JV instructed committee members to get to the food tent by 10:45 to help pack the food boxes. Mo is running the setup for food. Police: Mike Millett- Mike stated that he met with Joe about the parade route. The no parking signs will satisfy the needs of the Navy band. Navaho to Glendale will have signage for no parking. Space has been made available for the Navy band to park their vehicles. Joe asked whether Terrace could be blocked off for staging of the fire equipment. Mike will speak with the traffic sergeant about this. He will also have discussions with the Park District regarding what was done in years past to gain access to the park district building. Mike needs to shut off the computerization for the lights and have the officers use the circuit breaker to manually turn the lights on and off. Mike needs to get the key for the building from the Park District. Mike questioned if the flyers for the festival site maps are available. Mike is requesting copies of the festival maps for his officers. JV suggested that all officers stop by the information booth for the maps of the festival. Mike states that there is one issue about the parade. The bands and floats stop at Crestview to disperse and do not continue to the end of the parade route. Mike suggested that we have four individuals to flag down people to continue down Crestview so that the disbursement occurs on Crestview instead of on Bernard. Floats stop before Crestview and start dismantling their float before they turn onto Crestview. Mike congratulated JV and Tom for a great job as chairpersons. Park District: Ryan Risinger—Not present JV stated that on Thursday, the Park District will drop off the equipment for Safety Town for the miniature jeeps from Toys R Us. Parade: Joe Tenerelli - Joe stated that he wrote a letter to the Navy band about where they would park their bus. There are 25 members in the navy band. Joe stated that he needs four sign bearers for the parade. Joe also stated that Connie's Pizza is sponsoring the parade. There are approximately 100 units in the parade. Joe requested that the volunteer parade marshals meet at 11:30 Sunday morning. Arrangements were made for block passes for the broadcasting company. They will need table and chairs supplied by the Park District. They will also provide a pop up tent. Joe stated that he wished to pay the bands an extra amount this year. It was discussed that we increased the amount given to the bands earlier in the planning of the parade. Joe stated that that's it and the parade is ready to roll. Mobile Com: Roger Remblake - Roger discussed the rules of the road in using the radios during the festival. If you are not sure if you should get one, check at the information booth and they will send you to him if you get one. He discussed the location of Mobile Com, which is on the carnival side of the festival, in front of the Park District building. Roger wanted to discuss the protocol used on the radio during the festival. Roger requested that everyone use the phrase "Mobile Com", instead of using first names. He reminded everyone to call in to report emergencies and to be as specific as possible in regards to location. Mobile Com will relay the information back to the police. If any committee member is approached by a lost child, the committee member is to keep the child with you and to call Mobile Com with the information. If the police department gets a lost parent or child, Mobile Com will do a broadcast over the radio. All committee members are to pay attention and look for the lost child or parent. Roger suggested that if the ladies will be carrying a radio, to use a fanny pack during the festival. Roger wished to give hats off to the entire committee for all their hard work. He has been here many years and it is phenomenal how much it has changed and what a great job the committee has done. Fun and Food: Rick Kahen - Rick stated that he is set to go. Everything is confirmed. Saturday, we need to send someone to go over to Dominick's for the soda at 12 noon. The manager will have 20 cases ready for him. Monday, the Outback and Village Grill will have the food to the Food Tent by 10:45. Weiner Take All will arrive at 9:30 and will cook the hotdogs there at the Food Tent. Thursday, he will have 500 twinkies delivered. Mo has the condiments, salt and pepper, gloves, and food boxes. Rick stated that if you have never been there for making up the food, boxes, you will learn quickly. The wrap up party will be on the patio of the Village Grill on Monday night. It will be $5 per head. Beer, and pop, and appetizers will be served. Rick asked Dave if he has the signs for the Fun and Food. Rick stated that in the past, the sign was mounted on a barricade. Ryan from the Park District has contacted Dave about the hoops for the wheelchair basketball. Dave will have the hoops in place. Rick stated that he is ready to go. JV wanted to thank Rick and his committee for all the work they have done to put together the Fun and Food program. There will be handicapped parking at the Alcott Center and in front of the Village Grill. Rick stated that Monday morning he will need 5 to 6 guys to move things around. He needs to move the barriers and tables across the street to the carnival for check in. JV asked for people to be there early on Monday. Fire Department: George Michehl George stated that he has made contact with the fireworks people and everything is ready to go. The fireworks will be put on by Melrose Pyrotechnics. JV asked if George will be there to cordon off his area. George confirmed that he would. George stated that he will give the fire extinguishers to Dave to put out on Thursday night at the end of the Food Tent. George will inspect the rides on Thursday during the day. They will look at the vendors on Friday before the open. Public Works, Brett Robinson/Dave Haisma - Dave wished to thank Rick and his committee for sponsoring the Fun and Food program. Dave stated that he needs the names of the sponsors for the program. Rick informed him that it is Sunrise. JV thanked Dave and his team for all their work at the festival. Trustee Liaison: DeAnn Glover- DeAnn wanted to thank everyone on the committee for their hard work. She stated that this is the largest number of volunteers on the committee ever. She reminded everyone to have a good time, but to remember to take time out to spend time with their family during the festival. She said that this weekend is an opportunity to showcase our village and what we can do. It also gives the opportunity to showcase our committee. She reminded everyone that tempers may flare during the weekend so remember to smile and thank the participant for their input. DeAnn also wished to thank the committee in advance, on behalf of the Village Board, for all hard the work. DeAnn also wished to thank Tom and JV for all the great work they did as chairpersons. They are always here at the festival and do whatever needs to be done. DeAnn reminded everyone that Bill Brimm has donated his time the entire weekend to the festival since 1978. DeAnn stated that Mike did a great job for his first year. She stated that we have the best police and fire departments around. They step up to the plate during this weekend and do a great job. Even though we are not expecting any protesters or gang problems, it is good to have the police and fire departments around. DeAnn wanted to thank both departments and to their liaisons. They have done a great job so far and will do a great job this weekend. DeAnn said that on Monday night, everyone will breathe a sigh of relief, Dave in Public Works has done great, as has Brett. DeAnn reminded everyone that there is no drinking while wearing the committee shirts and there is no driving of golf cart after drinking. She stated that Mobile Com donates it's time for so many events. They are on campus the whole weekend. DeAnn again, reminded everyone to have a good time and enjoy your selves. JV stated that DeAnn is always supportive and has always gone to bat for us. JV wanted to thank DeAnn for all she does for the committee. Chamber: Ron Jess and Sara Herman - JV wanted to thank the chamber, to Lynne, Mark, Sara, and Ron. He also wanted to thank Mark, John, and Bill who will help over at the beer tent. JV said that we have a good partnership with the Chamber. JV wishes the Chamber good luck in making a lot of money at the Beer Tent. Food Tent: Steve Shultz - Steve stated that we have a late scratch at the Food Tent. The BG Youth Commission previously sold cotton candy but will be unable to do so this year. JV stated that we are working on getting a substitute. Committee members are to call him if they have an idea. There may not be cotton candy this year. Members are to talk to Steve about any suggestions. JV wanted to thank Steve for all his hard work. Setup/Take down: — JV stated that there will be set up and there will take down. He reminded everyone to be there for the best part of the weekend. Arts and Crafts: Nikki Lee - Nikki stated that she has about 70 vendors this year. She said that she may not have space for all of them. Nikki stated that she needs one or two people to commit to driving the shuttle van for the Arts and Crafts and the Kidz Bizz vendors. JV congratulated Nikki on getting 70 vendors. Nikki stated that she had two people today and three yesterday that wanted to sign up for the show and she had to turn them away. Carnival: Paulette Greenberg - Paulette stated that the ride inspection will be Thursday at 11:00 and the games will be inspected at 3:00 that afternoon. Paulette stated that when committee members check in at the information booth on Saturday and Sunday, they will get carnival tickets with their food tickets. Paulette requests that if you do not need the tickets, please return them to sell at the ticket booth. Paulette stated that the ticket booth schedule is pretty much full. Sunday is a little low. JV wanted to thank Paulette for all her hard work on the carnival and the promotional work. Children's Expo: Nikki Lee - Geoffrey from Toys R US will be hereon Saturday. They will also be bringing 2 jeeps for kids to ride free. They will use the VIP tent for both. We will use Safety Town signs and equipment to make a driving area for the jeeps. Toys R us will have parents sign waivers before the kids can ride on the jeeps. Committee members are needed to take the kids on and off the rides from 12-4. Toyota will set up their fingerprinting of kids near the VIP tent. JV wanted to give thanks to Paulette and Nikki for their hard work. JV suggested that a police officer go over to the VIP tent during this time for the kids to meet a policeman, while driving the cars. Entertainment: Karen Danenberg— Karen stated that she got the go ahead from Phil. He will be able to video tape the BG Idol contest. Because there was no newsletter this year, we were forced to have Lynne and the Chamber create a festival schedule of events to be handed out at the information booth. It is in a tri fold format. Karen wanted to thank Lynne and the Chamber for all their work. Karen had one change in her schedule. The band to play at 12:45 on Sunday just realized that they march in the parade and will be unable to play at that time. She has moved them to Monday afternoon at 3:00. JV thanked Karen for all her hard work with the entertainment and for the committee. JV stated that the site maps will be available at the information booth. On the back will be the logos of the major donors to the festival. Audio/Visual: Doug Primack/Adam Moodhe— Doug stated that he got hold of the sound company and they are solid for the equipment for the beer tent. Doug reported that Carmen said no to a sound system on edge of the golf course for the fireworks. JV stated that we will work on something. Doug stated that the PA will be moved from the Teen Stage to the Village Green for the fireworks. JV wanted to thank Doug and Adam for all their hard work. Corporate Sponsorship Sara Herman - Ron stated that we have gone over $37,000 this year. Ron did not have an exact figure. He stated that this is the best we have done in years. Publicity: Perini Jess - Because there had only been one ad run to date, and no other ads scheduled in any of the papers, Karen scheduled three ads to run in the Countryside and the Daily Herald. We have advertisement that ran in the Daily Herald last Wednesday and Thursday. The Pioneer Press will run again on Thursday. JV wanted to thank Perini. She was the new publicity person, and worked very hard. Glow Necklaces: Lori Hackett- Lori states that she has the glow necklaces. If any committee member wants to help sell, please stop at the information booth. She said that you will need a fanny pack to sell. VIP Party: Pam Soracco— Pam stated that all is set for the party. We have the Health Department approval and are waiting for the certificate. The VIP party will run from 5:30-7:30 on Friday night. Pam stated that she did all the shopping last night. 488 invitations went out. She is planning for 300 to attend the party. JV thanked Pam for all her hard work. Information Booth: Ken Lazar— Ken stated that there is no sign up to work at the information booth as no one signed up for it last year. Village Liaison: Bill Brimm— Bill stated that he had no report. Bill stated that everything is going well. Bill thanked his staff for their assistance. He also wanted to thank all the volunteers or this festival would not occur. JV thanked Bill for all he does and being there when they need him. Joe made a motion at adjourn the meeting. Ron seconded the motion. The meeting was adjourned at 8:24. Respectfully submitted, Jane Primack Secretary Remaining Meetings (All start at 7 PM): NONE BG Days 2004—part of history