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2004-08-24 - Buffalo Grove Days Committee - Minutes Board or Commission: ❑ Buffalo Grove Days Committee Document Type: ❑A e g nda 0 Minutes Meeting ate: 08/24/2004 Type of Meeting: ❑ Regular Meeting BG Days Committee Meeting August 24, 2004 Jean Blaise, Ken Carothers, Sandi Carothers, Ed Conkle, Lori Czarnecki, Karen Danenberg, DeAnn Glover, Paulette Greenberg, Lori Hackett, Ron Hackett, Dave Haisma, Sara Herman, Howard Hoffman, Debra Jess, Ron Jess, Tom Johns, Rick Kahen, Arlene Kozemzak, Ken Lazar, Evelyn Levin, Betty Lou Manso, Adam Moodhe, Mary Libby Moodhe, Hal Norman, Rhonda Norman, Jim Pawlak, Joan Pawlak, Chuck Posniak, Doug Primack, Jane Primack, Roger Remblake, Denise Rhine, Brett Robinson, Steve Schultz, Pam Soracco, JV Springman, Murray Sprung, Mo Welborn, The meeting was called to order at 7:05 PM. Chairman's Report: JV asked the committee how many days are left before the festival. The response was 9. JV stated that hopefully, he will have shirts here next Thursday. Tom apologized for missing last week's meeting. Tom stated that the festival was rapidly approaching. He thought everything was in order. Tom stated that he has the ATM secured, he has the tents and the clean up crew verified. Tom stated that the Chamber should know that the 2 tents for food at the Teen Stage are procured. The van in the Business Fair will have a 1Ox20 foot tent. JV discussed the options of where the tents at the Teen Stage could be placed, either to the right of the stage as you come in the opening or on either side of the stage. Sara requested that they be together on one side. Doug asked if the tents would need power. JV stated that there is a gang box over there that will supply the power. JV stated that we will have matching tents throughout the festival. Adam asked where they plug in over at the Teen Stage. JV stated that the pizza guy needs power for the pizza oven. Sara is to ask the vendors of the tent at the Teen Stage if they need power. Adam and Doug stated that they have concerns about the power at the Teen Stage as the kids have more gear and need more power. Dave will take care of the power at the Teen Stage. JV stated that he has settled with Continental Restaurant. He has also settled with the Boy Scouts regarding the ice machine. JV stated that we are also OK for the water hook up. JV asked and Dave responded that we have the same number of Porta Potties as last year. Police: Mike Millett— Mike is not present but emailed his report to Jane who read it into the minutes. Mike reported that he was contacted by Mr. Sid Mathias' office. Mr. Mathias will not be in the parade this year due to his son being married in Washington DC that weekend. His position in the parade of#26 Zone 1 is currently available. In addition, the Fire Chief has requested that we add Terrace as a no parking street for the parade route. The Fire Department wants to stage their equipment on Terrace instead of Bernard this year. Mike will see that the night shift posts the no parking signs there. The Navy band will have two buses and we were requested to find nearby parking for them so that the band members can eat a meal and easily access these buses for departure. Mike spoke with Dave from Public Works and also with Joe and they all agreed that we will be able to park these buses behind Public works for the couple of hours that is necessary. Mike also has the ESDA member parking permits as well as those for the park district. Mike can get those to the folks when he comes back to work on Tuesday the 31st. If there are any questions that need answers prior to Mike's return, he requests them to contact Commander Jim Newton at the Police Department. JV and Tom will coordinate with Joe to drop the Navy band at the beginning of the parade and then park the buses behind the food tent for departure afterwards they eat. Park District: Ryan Risinger-Not present JV stated that they will do the race and the climbing wall this year. Parade: Joe Tenerelli -Not present Ken Lazar stated that the mailer should be out, as they did them last week. Mobile Com: Roger Remblake - JV asked new members if they knew where Mobile Com sets up. JV explained the location of their vehicle during the festival. Fun and Food: Rick Kahen - Rick stated that he is ready to go. Rick stated that he had a question for Mo. He wondered how long it took to pack up the lunches. Rick is concerned that in the past the food was cold. He will get the food to the food tent for boxing up by 11:00, so that the food is not cold. Mo stated that it takes about a half hour to pack the lunches. Mo suggested that they make sure they have enough plastic gloves, as we ran out last year. JV instructed them to get 2 boxes of gloves. Karen offered to pick up the gloves and also the boxes for the meals. Mo offered to get the plastic gloves, the food boxes and the condiments. Steve asked what time the Knights of Columbus should be there to get started to do their thing. JV stated that 11:00 is good. JV instructed everyone that on Monday morning at 10:30, to be at the food tent to pack up the food for the Fun and Food program. Mo is in charge of the packing of the food this year. Fire Department: George Michehl -Not present Public Works: Brett Robinson/Dave Haisma - Dave stated that all is set. Dave said that he is taking care of the stages, the power, and the Porta Potties. He will also take care of the bee traps. Trustee Liaison: DeAnn Glover- DeAnn reminded everyone that after the next meeting, we will have a Kick Off party at the Village Grill. DeAnn stated that we should have a special room. She will order the appetizers, beer, wine, and soda. The party is free with a $5 donation. Chamber: Ron Jess and Sara Herman - Sara stated that the Business Fair is full. She just booked the last booth. Sara stated that in regards to the Thursday night food, she has added Dominick's, who will serve water, grapes, and some other dessert. Sara also stated that the Chamber will need a golf cart for the parade. Tom stated that we will figure out the carts for the parade later. JV stated that Mobile Com can have Dean's cart. Food Tent: Steve Shultz - Steve stated that everything is all set. He stated he has no report. He has 26 booths, for 25 vendors. The Boy Scouts will be on each side. We have several new vendors including Rosati's Pizza, Culver's, Winberie's, and one other new restaurant. Many of the old standards are back Dave needs a break down of which vendors need stakes. Everyone will get power. Setup/Take down: — JV stated that everyone is invited. JV stated that the first job of this sub committee will be on Thursday, to set up the tent for the VIP Party. JV asked that everyone come early that night to help set up the tables and chairs. Later they will change the bingo tent into the food tent. Dave stated that he has an extra generator ordered if there are problems. Dave decided he will run the VIP tent and the Beer Tent from the extra generator. Ron wants to know when the beer is needed at the VIP party. Pam stated that 5:00 is good. Ron will start with one keg. Arts and Crafts: Nikki Lee -Not present JV stated that Public Works has a new sign saying "Welcome to the Buffalo Grove Arts and Craft Fair". JV asked when we will get the van for the Arts and Crafts vendors. Sara will get it Friday night as the vendors start arriving at 5:30 AM on Saturday and will need the transportation early. Carnival: Paulette Greenberg - Paulette stated that she still has openings in the ticket booth. She reminded everyone that the booth is air conditioned, there are no bees and it is a fun time in the booth. Sandy is doing the map for the carnival and will have it by next week. Children's Expo: Nikki Lee -Not present Paulette stated that Toys R Us is coming. Entertainment: Karen Danenberg— Karen stated that everything is good. Audio/Visual: Doug Primack/Adam Moodhe— Doug stated that he called the sound company and is waiting for a response. Doug also talked to Bill Balling who stated that there is no problem using the Rotary Club PA system for the BG Singers and fireworks music at the Rotary Green. Doug stated that he would like to start setting up at the Rotary Green at least by 6:30 and will be coordinating with the Public Works. The Rotary Club PA system will also be used for the Pancake breakfast on Sunday. Ron indicated that he has the scoreboard for the softball game on Wednesday. JV reminded everyone that the unofficial start of the festival, the softball game, is 7:00 Wednesday night at Emmerich Park West. The Village employees take on the Chamber. Corporate Sponsorship Sara Herman - Sara stated that we have passed our goal. The entire committee cheered Sara for her work. Sara stated that they have raised $36,150, thanks to Connie's Clubhouse and Tavern who put her over the top, by donating $3,000. She has one big donation from Dominick's, for the sum of$4,000. Buffalo Grove Bank and Trust donated $1,400 instead of the $1,000 pledged, due to the number of new accounts opened at their branch. Sara stated that tomorrow she will hear from Chicago Indoor Racing in regards to their donation. In regards to the Disability Program, the Rotary Club, AIM Business Printers and Sunrise each donated $400 for the disability carts. Sara also wanted to know if anyone wants to give her a check for the Friends of the Fest tonight. Publicity: Penni Jess - No report Glow necklaces: Lori Hackett- Lori stated that she is ready to go. They will sell Friday, Saturday, and Sunday nights. People are to report to the Information Booth to get set up to sell. JV reminded everyone that if they are taking their kids, it is dark, and to make sure they are able to be in a crowd by themselves or with a parent. VIP Party: Pam Soracco— Pam stated that she is pretty much set. She has lots of help. She stated that 488 tickets went out this year. That is the largest number of invitations for the VIP Party so far. Pam still thinks she is fine with the number 300 for attendees. She will not lower the number. JV stated that if you are on the grounds on Friday night, go over to the VIP party to see if they need help. The tent for the VIP party will be left up the entire weekend. JV states that on Monday, besides the Fun and Food program, he will need help to clean the football field of garbage and move the tables away. St. Mary's has football practice that afternoon. Information Booth: Ken Lazar— JV states that the Information Booth will be where it usually is. JV stated that if a committee member has nothing to do during the festival, to go to the Information Booth and make themselves available to answer questions, run water to the police at Mobile Com and be ready to help, generally. Village Liaison: Bill Brimm— Bill is downstairs at another meeting. No report. Pam asked about the voter registration. Pam stated that her understanding was that there will be someone from Cook County to register voters who live in Cook County. JV stated that he believed that the secretary of the Village can do either Lake or Cook County. The voter registration will be done at the trustee's tent, which is next to the water tent. Mary made a motion to adjourn the meeting. Arlene seconded the motion. The meeting was adjourned at 7:43. Respectfully submitted, Jane Primack Secretary Remaining Meetings (All start at 7 PM): August 31 BG Days 2004— September 2-September 6