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2004-07-27 - Buffalo Grove Days Committee - Minutes Board or Commission: ❑ Buffalo Grove Days Committee Document Type: ❑Agenda 0 Minutes Meeting Date: 07/27/2004 Type of Meeting: ❑ Regular Meeting BG Days Committee Meeting July 27, 2004 Bill Brimm, Ken Carothers, Sandi Carothers, Ed Conkle, Karen Danenberg, Paulette Greenberg, Dave Haisma, Debra Jess, Penni Jess, Ron Jess, Kerry Klebecka, Arlene Kozemzak, Nikki Lee, Betty Lou Manso, Mike Millett, Adam Moodhe, Mary Libby Moodhe, Jim Pawlak, Joan Pawlak, Chuck Posniak, Doug Primack, Jane Primack, Pamela Soracco, JV Springman, Joe Tenerelli, The meeting was called to order at 7:08 PM. Chairman's Report: JV states that the calendar shows that the festival is getting close. JV also states that Tom is not here today. JV has no report. Police: Mike Millett- Mike would like to know about the St. Mary's parking lot. Per Dave at Public Works, nothing will be done with the field this year. St. Mary's will run a paid parking lot again in the church parking lot. Mike stated that if there is parking in that lot, he will have to have officers man the entrance onto Buffalo Grove Road. Mike states that it takes a lot of manpower to man that location. Mike questions what St. Mary's will do on Friday night and Saturday during the day. Mike states that there will be no access from Church Street allowed into the lot. You cannot exit onto Church Street to access Buffalo Grove Road. People can enter the parking lot from Lake Cook Road and Buffalo Grove Road. Mike states that he is clear about the church mass schedule, but questions about possible funerals and weddings. Mike also questioned about the wheelchair basketball game. JV stated that the site has not been decided on yet. JV would like it to come closer to the food tent near Public Works, but we need a level area with no storm drains. He said that we may try back by the West entrance of Village Hall, tentatively, where it was last year. Chuck asked about using the tennis courts. They can see it right off Lake Cook Road. JV stated that this issue will be discussed at the next meeting. Park District: Ryan Risinger - Not present Parade: Joe Tenerelli - Joe states that he has 40 applications back so far. He states that it will get busy one week prior to the deadline with most of the applications arriving at that time. He states that we will have a group of horses from Sterling, Illinois wearing red, white and blue. The Navy band will appear again this year. Last year we had a problem with them getting their food from the food tent. Joe asked that they be allowed to park their bus on Raupp south of Lake Cook Road to allow easier access to the food tent. It is difficult for them to get through the crowds with their instruments. Joe says that they only have 25 members to come in. JV asked if the fire department will be in the parade. Joe states that they have been there every year. We will also have the Navy color guard, with 2 flags and 2 rifles. Per Mike, the Marine Corp has found out about Paul Soucy, the Grand Marshal, being a retired Marine and wishes to provide a Hummer for the Grand Marshal vehicle. Mike stated that with what is going on in the world today, the Marines are adamant about providing the Hummer as a tribute of his 22 years in the Marine Corp. Joe states that La Salle Bank has always provided the horse and buggy for the Grand Marshal. JV asked about the Hummer following the horse and buggy as a tribute to Paul being a retired Marine. JV asked for Mike to get more information. It was suggested that we can put up a banner regarding Paul's 22 years in service as a Marine. Mobile Com: Roger Remblake - Not present JV states that all the phones have been taken care of and approved. Fun and Food: Rick Kahen—Not present Rick was not able to attend but e-mailed his report to JV. Rick reports that Dominick's on Lake Cook Road will be donating the pop for the Monday Fun and Food. He reports that everything else is on schedule. He stated that he still needs to discuss and confirm the wheelchair basketball area with Tom and JV. He said that the players looked at the area last year and said it would be ok. Fire Department: Troy Shannon - Not present Public Works: Brett Robinson/Dave Haisma- Dave stated that everything is taken care of. The power, the porta-potties, and the trailer have been ordered. Trustee Liaison: DeAnn Glover - Not present Chamber: Ron Jess and Sara Herman - Ron is reporting today. Buca di Beppo will serve bruchetta, Italian sausage sandwich, and mini chocolate cannoli. On Thursday night, Berruti's Deli will serve beef sandwiches. Cartwheels will serve hot dogs, fries, cotton candy and popcorn. Kaleidoscoops Ice Cream will serve more scoops of ice cream. Little Italian will serve pizza. On Friday night for the Teen Stage, Rosati's will serve pizza and soda. The Oven will serve the same on Saturday night at the Teen Stage Ron stated that the food is all covered. JV asked when is the vendor's meeting. The vendor's meeting will be August 17. The Police and Public Works will be at the vendor meeting. Food Tent: Steve Shultz - Not present JV stated that the not-for-profits booths are all booked up. We sold the last three places to the Chamber for restaurants. All the previous not-for-profits from last year are back, except the VFW who dropped out. Karen stated that the Kiwanis Club is now in Buffalo Grove and wants to know if there is any place fro them to sell at the festival. They wish to become known in the community. Debbie suggested for them to sell peanuts on Thursday night during Bingo. JV stated to have them call Steve about any room in the food tent. JV stated that we should talk to the Rotary to see what they will say about the Kiwanis participating. Debbie suggested that the Kiwanis could also sell on Monday. Setup/Take down: — JV stated that everyone knows that Thursday, after bingo, we need to turn the tent around into the food tent. It doesn't take very long. JV requested a few young, strong bodies to help with the transition. Arts and Crafts: Nikki Lee - Nikki stated that she has 33 spaces sold. Nikki stated that it should be higher, but she does not feel there will be a problem. She is shooting for 60 booths. Nikki stated that we need to discuss the Matchbox guy. Nikki feels he would be a good draw. Debbie stated that he is new and is not a crafter and that the Craft Fair is specifically for handmade crafts. Karen stated that there is currently very little for kids to look at and thinks the Matchbox guy would be good. Nikki left the meeting. Pam made the point that we cannot change the rules for the Craft Fair mid stream. If we wish to accept non-crafters, the rules should be changed next January, when we start for the next festival. Penni stated that the letter that Nikki sent out specifically stated that the items sold must be handcrafted. Accepting the Matchbox guy would not be following Nikki's own guidelines. Penni stated that she would try to find the letter for the next meeting. JV stated that he would talk to Nikki and the issue would be discussed next meeting, after reviewing the letter sent out by Nikki to the crafters. Carnival: Paulette Greenberg - Paulette has a list of rides. We have 3 fast rides. We are getting the Ferris Wheel and will also geting the Tilt a Whirl. We will not get the haunted house. We are also getting a ride called Spider Mania Paulette also reported that Sandy from Astro will drop off the pre-sale tickets by the end of this week. Children's Expo: Nikki Lee - No report. Nikki left the meeting. Paulette stated that she talked to Toy R Us and they will be coming with motorized vehicles for the Kidz Bizz. Karen will call Ryan about getting the safety equipment from the Park District, such as stop lights and signs, to use with the vehicles. All we need is a track and the safety equipment from the Park District. Paulette states that Toys R Us is also bringing in Geoffrey. The employees will be present to have parents sign waivers about riding the jeeps. They request that committee members be present to assist in getting kids on and off the vehicles and to get the kids back on course if they wander. Paulette stated that instead of charging for the space in the Kidz Bizz Fair, we will hit them up for a donation and start with a suggestion of$500. The whole thing is free to us Entertainment: Karen Danenberg— Karen stated that the BG Idol contest will go on.. She states that we have one glitch to the contest. Karen has 6 contestants in the 10 to 14 age group and none for the 15 to 19 age group. Karen stated that the show will go on with the 6 contestants. The rest of the entertainment is set. Karen stated that the only contract she is missing is the one for Nikki's brother, who is in a band, scheduled to play at the Teen Stage on Friday night. Audio/Visual: Doug Primack/Adam Moodhe— Doug spoke to Rob Giddens from IT at the village about how the fireworks music was synced up between the Village Grill and Village Green on the 4th of July. He was not aware of any link used between the two. Doug will follow up with further investigation. One possibility for BG days would be to broadcast the music from the Stevenson High School radio station but Rob had indicated that the building that the radio station is in is under construction and the station is down. Adam was worried about who would provide the extensive backline for Starship since it is required as part of the rider. Karen indicated that the promoter is supposed to be providing it but she will double check. Corporate Sponsorship Sara Herman—Not present Ron Jess stated that they continue to raise money for the festival. He said that they are still looking for a Grand Parade and a Parade sponsor. PublicityL Penni Jess - Penni stated that she rewrote the Village newsletter, as it had not been re-done for a number of years. She states that she does not have all the needed information for some areas. She had questions about the entertainment. Karen stated that Phil had all of her information. Penni asked if the Park District is doing the same things as last year. Penni asked about the Dog Day Program. Jane stated that it was not mentioned at the last meeting. JV instructed Penni to call Ryan about the Dog Day Program. Penni asked what the last day for response for the Fun and Food Program is. She also asked if the registration phone number is the same as last year for the Fund and Food program. It was decided that the Thursday before the fest, September 1, will be the last day to respond about attendance to the Fun and Food program. Penni sated that she will have the revamped newsletter completed by the meeting next Tuesday, and will be asking all subcommittee chairpersons to proof read their areas. Penni also had a memo from the Daily Herald, regarding the ad we place in the paper. The price will be the same as last year. Penni gave the memo to Bill. VIP Party: Pam Soracco — The Chamber will be sending out the invitations. She is not sure about the invitation list for the party. Pam stated that we also need to think about the invitation list from our side, for the Village, and for the Church. Bill has the list from last year and stated that nothing has changed. Pam stated that we need to decide how many tickets per person on our list they will get. Bill stated that 2 per person is fine. Information Booth: Ken Lazar—Not present Village Liaison: Bill Brimm—No report Pam stated that she has a friend who is eligible for completing voter registration and wishes to extend this service during the Festival. This friend states that she might have other people to help.. This would be for Cook County. Bill stated to have her friend call the Village Clerk. Bill said that he might be able to have someone from the office step up and register voters for Lake County. Pam stated that she was approached by a long time Buffalo Grove resident, who no longer lives in the village. This person would like to volunteer and join the committee. JV stated that there are provisions for out of residence committee members. JV stated that there are 10 phones for the buses and the information booth. He told Dave that we keep the phones inside the Public Works office to charge them at night and hand them out from there. Paulette stated that she has been approached at the festival in previous years about the visibility of the golf carts at night. People have complained that they cannot see the golf carts coming. She suggested a flashlight and duct tape to make the carts more visible. Adam suggested getting flashing lights for each cart. This will be discussed further at another meeting. Jim talked about the danger of shuttling bands and their equipment through the crowds, particularly the beer tent stage. He said that the territory is unsafe with uneven areas on the grounds for carrying the instruments. He was questioning about getting the band vans closer to the back stage area to ease the off loading safety. Adam suggested that we create a corridor for the entertainers. Karen suggested that we put up a snow fence close to the fence along Lake Cook Rd to help keep the general public out of the back stage area. JV asked that Jim draw up a picture of what he is thinking about to present at the next meeting for discussion. Pam made a motion to adjourn the meeting. Ron seconded the motion. The meeting was adjourned at 8:20. Respectfully submitted, Jane Primack Secretary Remaining Meetings (All start at 7 PM): August 3 August 10 August 17 August 24 August 31 BG Days 2004 —September 2-September 6