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2004-08-03 - Buffalo Grove Days Committee - Minutes Board or Commission: ❑ Buffalo Grove Days Committee Document Type: ❑A e g nda 0 Minutes Meeting ate: 08/03/2004 Type of Meeting: ❑ Regular Meeting BG Days Committee Meeting August 3,2004 Jean Blaise, Bill Brimm, Ken Carothers, Sandi Carothers, Karen Danenberg, DeAnn Glover, Barry Goodman, Ron Greco, Lori Hackett, Ron Hackett, Dave Haisma, Sara Herman, Debra Jess, Penni Jess, Tom Johns, Rick Kahen, Arlene Kozemzak, Ken Lazar, Betty Lou Manso, George Michehl, Mike Millett, Adam Moodhe, Mary Libby Moodhe, Hal Norman, Rhonda Norman, Jim Pawlak, Joan Pawlak, Chuck Posniak, Doug Primack, Jane Primack, Steve Schultz, Troy Shannon, JV Springman, Murray Sprung, Mo Welborn, The meeting was called to order at 7:06 PM. Chairman's Report: JV has an order form for the new shirts. Each committee member is allowed two shirts total and each person can order any combination of shirts. They will be a blue/green or aqua, as previously discussed. Committee members must sign up tonight before they leave. Police: Mike Millett- Mike stated that the staffing is all done for the festival. Mike said that he is prepared for St. Mary's. Mike stated that if they are selling parking, the police are not involved. They will go only if called. Mike said that in regards to the Hummer deal for the parade, the Marines are looking into an open vehicle. They have not gotten back to him yet. Rick asked if St. Mary's will be donating the parking for the Fun and Food. Tom will check on this for the committee. JV asked if Mike has time after the meeting to go across the street to check on the area for the wheelchair basketball. JV wants to bring it closer to the big tent. Mike agreed to go after the meeting. Park District: Ryan Risinger-Not present Parade: Joe Tenerelli - Ken Lazar is reporting tonight for Joe Ken stated that the carriage is hired and the sign for the Grand Marshal is made. Ken states that Joe needs two kids to carry the sign. JV stated that the kids need to be responsible enough to bring the sign back. Norma and Hal have two kids who will carry the sign. Ken reported that Joe has received 10 to 12 applications for the parade. There are two mini chopper groups. One will have music with a fire truck and the other will be just a mini chopper. The Marine color guard will walk in front. JV asked about the VFW who has always done so in the past. Ken stated that we will have the Marines this year in honor of Paul Soucy as Grand Marshal. Mike noted that Paul would prefer to be in the Hummer vehicle. JV stated that we will have 5 bands in the parade this year. Mobile Com: Roger Remblake -Not present Fun and Food: Rick Kahen - Rick stated that the Fun and Food is ready to go as soon as we figure out the wheelchair basketball placement. Rick has 175 goodie bags made up and 200 extra water bottles left over. Rick asked Sara if she had sponsors for the handicapped shuttles yet. Sara stated that so far, she only has Sunrise for the shuttle. There is no AIM this year. They told Sara no. JV asked what the cost of the sponsor for the shuttles is. Sara replied that it cost $400 to help sponsor the handicapped shuttles. Fire Department: Troy Shannon - Troy stated that he made his first meeting of the year and it is also his last meeting. George Michehl will be taking his place. George stated that he has no report. He is here for questions only, tonight. Troy was presented with a parting gift for his 10 years of service in the committee. Troy was given congratulations from the entire committee and staff. Public Works: Brett Robinson/Dave Haisma - Dave stated that they are finalizing the buses. Tom asked about the drivers. Dave has taken care of them. Dave asked about the signs. He has all the signs but is not sure who will be responsible for their placement. Dave states that he has the big board. JV asked if they are fixing the fence. Dave stated that it would be taken care of. Trustee Liaison: DeAnn Glover- No report Chamber: Ron Jess and Sara Herman - Sara asked what the hours of the VIP Party are. Mary replied 5:30 to 7:30 p.m. Friday night. JV asked if the party will need power for lighting and piping in the music. Mary stated that they would need lights for the party. Doug stated that he will need power in the tent for the sound system. Sara stated that Bruce, who is from Drofler's and will be cooking for the VIP party, is asking about what he needs to bring. Per previous meetings, Bruce was to provide the grills. Bruce asks that we provide the charcoal. JV asked Sara to get an estimate from Bruce about how much charcoal he will need so we can have the right supply. JV stated that he is to provide everything else, including the cooking utensils. Sara reviewed the restaurants for Thursday night. We will have Little Italian, Berruti's Deli, Cartwheels, and Kaleidoscoops Ice Cream. Karen stated that the Kiwanis will not sell anything this year at the festival. Food Tent: Steve Shultz - Steve stated that the Colitis group sent a request to add a Sholao to what they will sell. It is fresh chopped fruit poured over shaved ice. They are requesting to sell this in addition to the lemonade. Mary made the motion to approve the added item. The motion was carried. Steve has all of the original letters of intent returned for the not-for-profits and money is starting to come in. JV asked if the not-for-profits are aware of the vendor meeting on August 17. Steve reported that they were aware of the meeting. Karen Danenberg states that Maggie Moo wants to sell their flavored ice cream, pre made, in self contained packages. They will sell them at the teen stage and will sell only while the teen stage runs. Karen checked and the carnival as no problem with them selling the ice cream. We will charge them $75 to sell their ice cream. Mary made a motion to accept Maggie Moo's selling at the Teen Stage Friday and Saturday nights during the Teen program there. Arlene seconded the motion. The motion was carried. Setup/Take down: — Tom stated that everyone's help will be needed on Thursday night at 10:30 to rearrange the tent from bingo to the food tent configuration. On Monday, starting about around 4:00, we will begin disassembling the food tent. Arts and Crafts: Nikki Lee - Arlene asked if we got a copy of the letter that Nikki sent out to the crafters. JV stated that he talked to Nikki on Saturday. JV told her he expected her to use her best judgement in regards to the Arts and Crafts show. JV stated that he felt that Nikki's focus for the Arts and Crafts Fair is to get the most people in so that the vendors will sell. Mo explained the situation of the Craft show from her perspective from previous years as chair. JV's personal opinion is to let Nikki run with it and that he trusts Nikki to run the Arts and Crafts as well as everyone else on the committee runs their own areas. Tom stated that since the Match Box Car vendor has a special model car for BG Days, it is OK. Penni read the letter that Nikki sent out this year. Mo stated this is the letter that has been sent out for years and is a standard letter for the Craft Fair. DeAnn stated that we may have a problem next year of having more applications of items that are not hand crafted. More thought will need to be given for applicants next year. DeAnn stated that the letter needs to be looked at for next year. Carnival: Paulette Greenberg - Paulette was not present. Chuck Posniak is reporting for her. Chuck reports that the tickets were dropped off at the Village Hall today. Bill Brimm confirmed that the tickets have arrived. JV asked if the Village Hall office knows the particulars of the ticket sales, including the increase in price. Bill stated that they were aware off all the information. Paulette had made comments in last week's meeting about the need for lights on the golf carts. Paulette has found the lights for 50 to 75 cents apiece. Karen stated that since she has saved money with the entertainment, she will buy the flashlights for the golf carts with the saved money. JV stated that he will go to Wal*Mart and get them, himself . Children's Expo: Nikki Lee - No report JV noted that Nikki wanted to talk to Karen about the Kidz Bizz. Entertainment: Karen Danenberg— Karen stated that the first BG Idol rehearsal will be August 11. There will be 6 kids in the 10-14 year age group. Karen did not receive any applications for the 15 to 19 year age group. Everything else in the entertainment is just fine. Adam Moodhe asked if Karen had gotten an answer about the back line. Karen stated that she has received no answer about that yet. The entertainer rider stated that they would supply the back line. Adam was to see Karen after the meeting. Audio/Visual: Doug Primack/Adam Moodhe— Doug stated that he checked on the simulcast from the 4th of July at the Rotary Green and Village Grill. He said that basically, they had cell phones and said go to sync up two CD players. Doug also stated that he notified Bill Balling that we will need the Rotary Club sound system at the Rotary Green on Sunday for the BG Singers and the fireworks. Corporate Sponsorship Sara Herman - Sara stated that we are at $27,175. She has several larger sponsors that have committed but have not sent their checks. They have just notified her of their commitment. Sara asked if anyone wants to be a Friend of the Festival. Sara submits the names for the big board a week before the festival. The minimum donation is $25. Publicity: Penni Jess - Penni stated that this is her last meeting for the year. She is going back to school. She stated that she is still working on the new edition of the Village newsletter. She said that is will be completely different than past years. Penni stated that she will have no problems keeping up by e-mail and phone calls with her responsibility for the Publicity. Penni stated that she will be back for the festival. JV thanked her for all her work. Chamber: Ron Jess and Sara Herman - Sara asked what the hours of the VIP Party are. Mary replied 5:30 to 7:30, Friday night. JV asked if the party will need power for lighting and piping in the music. Mary stated that they would need lights for the party. Doug stated that he will need power in the tent for the sound system. Sara stated that Bruce, who is from Cartwheel's Catering, and will be cooking for the VIP party, is asking about what he needs to bring. Per previous meetings, Bruce was to provide the grills. Bruce asks that we provide the charcoal. JV asked Sara to get an estimate from Bruce about how much charcoal he will need so we can have the right supply. JV stated that he is to provide everything else, including the cooking utensils. Sara reviewed the restaurants for Thursday night. We will have Little Italian, Berruti's Deli, Cartwheels, and Kaleidoscoops Ice Cream. Debbie asked what happened to the Kiwanis selling on Thursday night. Karen stated that the Kiwanis will not sell anything this year at the festival. Glo necklaces: Lori Hackett Lori stated that the necklaces have been ordered. She stated that she will have a sign up sheet to help sell the necklaces this year. Lori was asked if she is selling the blinking lights this year. She responded that they are selling just the necklaces. Rhonda asked what is the youngest that kids are allowed to sell. JV stated that we are looking for kids who can manage money and are able to make proper change. JV suggested that 13 is probably as young as they can start, but parents need to remember that the selling is at night and they might want to think how young they want their children selling out on the field at that time. Information Booth: Ken Lazar— No report Village Liaison: Bill Brimm— No report JV asked if any one has problems about taking donations of non-perishable food items on Saturday and Sunday of the festival. The food would be divided between St. Mary, Kingswood Church, and Beth Am food pantries. No one had a problem with the donations. JV stated that times are different for the festival than in the past. In the past, everyone has been allowed to drink in their BG Days shirts. JV and Tom feel we should not be drinking and wearing our BG Days shirts. Village employees, including Public Works and Bill Brimm, do not drink at the festival. JV asked that if you wish to drink, you bring a separate shirt to change into. He also requests that committee members do not drink and then come back on shift and work at the festival. JV stated that there are more people coming to the festival and it is becoming more crowded. He stated that we are an accident waiting to happen, especially driving the golf carts around in the crowds at night. JV does not care if you drink, as long as you are off duty and wear another shirt. Tom stated that driving around in the golf carts or having the beer glasses lined up at the Information Booth created a poor image of the festival. The consensus of the committee was that it was a good idea in restricting drinking as JV suggested. JV thanked everyone for their support in regards to this matter. JV wants everyone to have fun and take time for their families during the weekend. The meeting was adjourned at 8:10. Respectfully submitted, Jane Primack Secretary Remaining Meetings (All start at 7 PM): August 10 August 17 August 24 August 31 BG Days 2004— September 2-September 6