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2004-08-10 - Buffalo Grove Days Committee - Minutes Board or Commission: ❑ Buffalo Grove Days Committee Document Type: ❑A e g nda 0 Minutes Meeting ate: 08/10/2004 Type of Meeting: ❑ Regular Meeting BG Days Committee Meeting August 10, 2004 Bill Brimm, Ed Conkle, Karen Danenberg, Chantal Davidson, Barry Goodman, Ron Greco, Paulette Greenberg, Lori Hackett, Ron Hackett, Dave Haisma, Sara Herman, Tom Johns, Rick Kahen, Arlene Kozemzak, Ken Lazar, Evelyn Levin, Betty Lou Manso, George Michehl, Mike Millett, Adam Moodhe, Hal Norman, Rhonda Norman, Jim Pawlak, Joan Pawlak, Chuck Posniak, Doug Primack, Jane Primack, Roger Remblake, Brett Robinson, Steve Schultz, Pamela Soracco, JV Springman, The meeting was called to order at 7:07 PM. Chairman's Report: Tom is hoping to have confirmation of the ATM machine by the end of the week for the food tent side of the carnival. Tom has not been in touch with the person from St. Mary's about the parking. Tom wants to thank everyone for their willingness to accept the issue last week about beer drinking. JV reminded everyone to bring a spare shirt to change into if they wish to drink. He also reminded everyone that if you drink, you are not to report back to duty. JV stated that there are more people driving the carts. He is worried about the liability with drinking and driving the carts. He reminded everyone that the Village employees do not drink on duty. Bill stated that this request is coming directly from the Village. JV wants to put out a better image of the committee members. Police: Mike Millett- Mike stated that he did not have much. He stated that he has been working on St. Mary's parking, but the person in charge of it is hard to reach. Tom is trying also, but having the same difficulty. Mike knows he will not have to staff the lot. He will liaison between their people about the parking. Karen questioned if an officer can be back stage in the evening. Mike stated that he already has one person back there. He can have more officers back there quickly. JV requests that someone be back there by 7:00. Mike stated you just need to ask any officer on duty. They are all are willing to help. Roger will be on campus starting from Thursday at 6:00 PM. Mike will be at the vendors meeting next week and will bring the parking passes. Mike was asked about manning the intersection at Church Street and Buffalo Grove Road. Mike replied that he has Church Street manned by the subdivision intersection west of Buffalo Grove Road. Park District: Ryan Risinger—Not present Parade: Joe Tenerelli - Joe is not present. No report from Joe per Ken Lazar. Mobile Com: Roger Remblake - Roger asked to borrow a golf cart for the parade only. He needs to be mobile during the parade in case anything is needed. Sara suggested the Chamber cart is available during the parade. They would need for someone to take them over to their float and then Mobile Com could have the cart. Fun and Food: Rick Kahen - Rick stated that he is good to go. After the last meeting, they mapped out where the wheelchair basketball game will be, including set up for playing, scoring, and audience. JV stated that we will need committee members to move tables for people to walk up and watch the game. He also needs people to watch kids so that they do not get in the way or run out into the game. Rick also stated that he has open spots to drive the shuttle. Fire Department: George Michehl - JV introduced George as the new Deputy Fire Marshal. He is replacing Troy and joined the committee last week. George stated that he is new to the committee and is unaware of how things were done in the past. He stated that his focus will be supervising the fireworks display. He is asking for a golf cart for that purpose. George stated that regarding the fireworks, he has served on the Illinois Fire Works Committee for 15 years. Safety is his biggest issue. Once the perimeter is set up around the fireworks, no one is allowed in, even committee members. Everyone will be restricted to outside the zone. JV stated that in the past, we had only one person who had to go out to the fireworks and that was himself. JV stated that he goes out to check it but other than that that, no one goes out there. JV will show him where the fireworks are set up. George knows the guy who does the fireworks. Karen stated that the committee's only concern is that the music is synched up for the fireworks. George questioned about the vendor meeting next week. JV stated that he needs to be there at 6:00 for the Business Fair vendors. That is followed by the Food vendors meeting at 7:00. Tom asked if the Board of Health knows about the vendor meeting next week. Bill stated that they did. The Police, Fire Department, Public Works, and the Health Department will all be present. Either JV or Tom will also be at the meeting, as will Steve. Public Works, Brett Robinson/Dave Haisma - Dave needs the name of someone who has a list of sponsors for the festival. JV stated that it is Sara and she will coordinate the signs for the Big Board and the Friends of the Festival with him. Public Works has all the location signs, including "No Beer Past the Point", "No Bikes Allowed," and"No Dogs Allowed". Rick asked about the sign for the "Private Party" for the Fun and Food. It is in Ray's office, per Tom. Rick is asking about a sign on the carnival side for those who think the carnival is open during the Fun and Food, and who wish to ride the rides during that time. It was stated that there was never a sign there in the past but he will look into it. Trustee Liaison: DeAnn Glover-Not present Chamber: Ron Jess and Sara Herman - Sara stated that she has only one issue about the Food Tent. The pizza vendor has backed out. She is now waiting for a contact from Rosati's Pizza to replace them. Food Tent: Steve Shultz - No report Setup/Take down: — Everyone knows what they are supposed to do. Arts and Crafts: Nikki Lee—Not present JV talked to Nikki last night. JV stated that Nikki reported to him that there is a group from one of the schools that wants to sell Jewel gift cards. They will be selling at the kids fair. Carnival: Paulette Greenberg - Paulette bought flashlights for the front and flashers for the back of the golf arts for $60, total. She stated that Astro will be bringing a few different kiddie rides this year. Children's Expo: Nikki Lee—Not present. JV stated at Nikki is working on a couple of other things besides the school group. Entertainment: Karen Danenberg— Karen stated that tomorrow is the first rehearsal for BG Idol contest. Karen asked Bill about video taping the contest this year. Karen stated that the entertainment is here, but we have a problem. The Wyndham Gardens does not have rooms available. Karen and JV are looking into other ideas. Audio/Visual: Doug Primack/Adam Moodhe— Doug stated that Adam is in the process of contacting all the bands in the beer tent regarding power needs, etc. Adam stated that we are missing contacts for three acts. JV instructed Adam to see Karen after the meeting. Corporate Sponsorship Sara Herman - Sara does not have the final update in regards to Corporate Sponsorship. She did not get the fax with the pertinent information. She is still hoping to get a sponsor from Indoor Racing. Sara informed the committee that the Chamber has secured a van to transport the bands. JV stated that if anyone is interested in driving the van, notify JV after the meeting. Publicity: Penni Jess - Penni was unable to attend the meeting but e-mailed her report to Jane. The Village News has teamed up with the Daily Herald to send out the special Buffalo Grove information. The Daily Herald will be putting an insert into all of their papers the week before BG Days. For those who do not get the Daily Herald, they will either receive a free copy of it which will contain the special insert or it will be mailed directly to them. This way, everyone in the village will get a copy of it and everyone who gets the Daily Herald will also get a copy. Also Phil and Michelle will be working on the ads for the Daily Herald. And Michelle promised Penni that the Daily Herald will show up at their tent. Penni stated that she is back at school but can be reached by e-mail. She will be at BG Days. Glo necklaces: Lori Hackett- Lori has a sign up sheet she will pass around for people to commit to helping sell on Friday, Saturday and Sunday nights. JV asked about the age limit for selling. Lori stated that anyone who can manage money can sell. JV suggested that if the kids are 11 or 12, an adult should go with them. The necklaces will sell for $2 each, 3 for $5. VIP Party: Pam Soracco— Pam stated that there has been some mix up regarding the time of the party. The party will be from 6:00 to 8:00 PM. If the tickets have not gone out yet, the party will start at 6:00. If the tickets are printed up, and sent out, the starting time of the party will be moved back to 5:30. Pam wants the later start time so that there will be music for the entire party. Karen stated that the start time for the band will be 6:00. Adam stated that the band would be interested in playing longer and would be willing to come in early. JC stated that if they could play the extra half hour for the same amount of money, it is fine. The main stage band begins at 7. Pam asked if the music will be piped into the tent. Doug said yes. Pam asked about lights and electricity. JV confirmed that there will be lights and power. Pam stated that they will be setting up on Thursday night. Pam cannot get out of work early on Friday. She hopes to get most of it set up Thursday night, including the tables and chairs. Pam asked if anyone is available on Friday to pick up food donations. Jane stated that she could help out. JV asked if there will be a sign for everyone who donated food for the party. Pam confirmed that there would be a sign at the entrance to the tent. JV stated that this sign needs to be coordinated through the Chamber and Dave. Information Booth: Ken Lazar— No report Village Liaison: Bill Brimm— No report JV states that if anyone who has not signed up for shirts, please do so tonight. JV stated that he got bids from 4 companies for the shirts. He went with the person who came in at the lowest price. Micahel Viegel promised all free T-shirts, and will do it every year we need them. He will provide between 1 and up to 100 shirts, free, with the BG logo on the front and Staff on the back. JV asks that if everyone orders the type and size they want tonight, he will order the shirts tomorrow. Everyone gets two shirts. Up to 100 shirts we will get free from Michael. JV asks that everyone needs to come early on Thursday to set up the VIP tent. We can fix the food tent later after bingo. JV stated that if anyone needs a name tag, to tell him tonight. Steve made a motion to adjourn the meeting. Rhonda seconded the motion The meeting was adjourned at 7:50. Respectfully submitted, Jane Primack Secretary Remaining Meetings (All start at 7 PM). August 17 August 24 August 31 BG Days 2004— September 2-September 6