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2003-08-19 - Buffalo Grove Days Committee - Minutes Board or Commission: ❑ Buffalo Grove Days Committee Document Type: ❑Agenda 0 Minutes Meeting Date: 08/19/2003 Type of Meeting: ❑ Regular Meeting BG Days Committee Meeting August 19, 2003 Jean Blaise, Glenda Hoelting Jim Pawlak, Bill Brimm, Debbie Jess, Chuck Posniak, Lori Czarnecki, Tom Johns, Doug Primack, Karen Danenberg, Rick Kahen, Jane Primack, Chantal Davidson, Ken Lazar, Roger Remblake, DeAnn Glover, Nikki Lee, Denise Rhine, Barry Goodman, Mary Libby, Brett Robinson, Ron Greco, Betty Lou Manso, Pam Soracco, Paulette Greenberg, Adam Moodhe, Murray Sprung Sara Herman, Hal Norman, Joe Tenerelli, Howard Hoffman, Rhonda Norman, The meeting was called to order at 7:07 PM. Chairman's Report: Tom stated that JV is across the street at the Chamber office for the vendor meeting. Ray Rigsby, Ron Jess, Sara Herman, Jim Newton, Troy Shannon, and Steve Schultz are also over there. Tom has no report at this time. Police: Jim Newton—not present Jim is at the vendor meeting. Park District: Ryan Risinger—not present Parade: Joe Tenerelli - Joe states that he has all the applications mailed out. He has figured on the positions for all the entries. He states that he is overlooking the deadline for applications for the parade due to the limited number of entries we have to date. So far we have 70 entries. Steve Goldspeil will be the Grand Marshal. Joe mentioned that Carolyn Ziemba helped him with the parade this year and wished for her to be recognized for that. Mobile Com: Roger Remblake - Roger requested that he meet with Tom after the meeting. He needs to review the site plans and firm up all the security issues with the cameras. Tom stated that the site plan from last year is accurate. Roger also requested a few minutes at the next meeting to discuss the etiquette for conversations on the radios and procedure for picking up the radios. Fun and Food: Rick Kahen - no report Fire Department: Troy Shannon—not present Troy is at the vendor meeting. Public Works; Ray Rigsby—no report Ray is at the vendor meeting. Trustee Liaison: DeAnn Glover—no report Chamber: Ron Jess and Sara Herman— Ron is at the vendor meeting. Restaurants: Sara stated that one restaurant dropped out for Thursday night. Outback has a major fund raiser in Milwaukee that the BG Outback must participate in. The Fox and Hound would like to participate on Thursday with beef brisket, a bread bowl with chili and a cold pork sandwich. Sara states that she has another interested restaurant for Thursday; Taco El Norte. They would like to serve burritos and tacos. The owner states that it is dependant on her getting a special refrigerator for the festival. Thursday night, we will also have Cartwheels, Dominick's, and Little Italian serving food. Taco El Norte also is interested in coming on Monday, if she is able to get the refrigerator. Sara stated that Cartwheels would also like to stay on Monday. The restaurants already committed to serving on Monday are Penguino's thin pizza, Yen Yen, Continental, Lou Malnati's, and Subway. Tom wanted to let one of the restaurants sell coffee on Thursday night if a not-for-profit is not selling it. Sara expressed concerns about an issue with the VIP Party. She stated that she has received a call from a family who donated $500 and thought that they had to donate another $100 to go to the party. This is due to the wording on the tickets. It was decided that the committee will resend the letter clarifying that no further donation is required and will send out newly printed tickets to use instead of the old ones. Sara mentioned that we do have our Grand sponsor for the fireworks; Chicago Indoor Racing. Food Tent: - Steve Schultz - no report Steve is at the vendor meeting. Tom stated that everyone is paid up and ready to come for the not-for-profits. Setup/Take down: — Tom stated that help is needed on Thursday night after bingo to rearrange tables and chairs in the food tent. It would only take about an hour around 11PM. On Monday help will be needed in taking down and inventorying the chairs and tables. Arts and Crafts: Nikki Lee Nikki states that she has 55 to 56 exhibitors. She may have a couple more last minute booths. The welcome packets went out today. Wednesday she will have her pre-show meeting. Carnival: Paulette Greenberg - Astro will bring the equipment on Sunday night after midnight. That has been cleared with the police. Paulette is still working on what rides will be supplied. Children's Expo: Paulette Greenberg - Paulette states that she has 8 booths, with three more to pay yet The Put Put golf course wishes to bring in their miniature golf course setup. They will donate all their profits back to the Village to be given to a Village charity. The owner will need $60 for the prizes. Adam made a motion to let the Put Put golf course enter into the Children's Expo. The motion was carried. Paulette wanted to know if there have been enough tables and chairs ordered for her needs at the Children's Expo. Tom states that the same number was ordered as last year. Entertainment: Karen Danenberg— She has the judges for the BG Idol contest. She has a booking agent, a recording artist, and Rhonda Corchin's son who is a DJ and music teacher. The 8 kids are rehearsing Audio/Visual: Doug Primack/Adam Moodhe— Doug stated that he finally contacted his friend about the wireless gear to broadcast the sound from the Main Stage back to the Beer Tent. His friend will let the committee borrow the needed equipment. Doug is considering setting up a second receiver at the golf course clubhouse for the fireworks music, allowing everything to be synchronized. If a band is playing there on Sunday, we could connect into that sound system. If not, Doug will be able to get some speakers. A third option is to run the music through the Village Tavern's PA system. Doug has contacted the larger bands, playing in the beer tent, to get an idea what equipment they may require. He is presently trying to get hold of the sound company. He has already talked to Super Stage, who we contract out for the stage and sound. He just needs to talk directly with the sound company. Doug stated that the sound company was looking for the riders for the main stage acts. Karen will take care of that. The sound people need to know about any special equipment that may be needed. Doug also mentioned that he needs his cart for Sunday during the parade. He has a band coming in for setup at that time and he needs to move equipment. Corporate Sponsorship Sara Herman - Sara stated that we are only $300 less than last year's total at this time. The Friends of the Festival could put it over if committee members wished to donate. The donation is $25. You can then give to Sara the names for the big board. Publicity: - Chantal states that everything is set. Chantal stated that there will be an article in the Pioneer press this week. There will be two articles in the Daily Herald this week and one next week. VIP Party: Pam Soracco — Pam was concerned about the need to resend the tickets for the VIP Party. She states that the letter and the tickets are the same as last year. She concerned about confusion in regards to which ticket to use for the party. She felt that it could cause problems with people using both tickets and having too many people at the party. The committee will send out a letter to clarify the instructions of the tickets and to use the most recently issued tickets for the party. Pam stated that we are set for food. Dorfler's will keep the food at their store until pick up on Sunday. She has 2 coolers and feels that that is enough. Pam will need a cart on Sunday afternoon to move the food. She also will need electricity in the tent. She will need tables and chairs. Last year the chairs were placed too early in the VIP tent and disappeared by the time of the party. This year she hopes to place the tables right away and wait on the chairs. Tom questioned Pam about the other supplies for the party. Pam stated that she is working on them. She has a fruit tray and a veggie tray from Dominick;s. She has a case of wine from Bin 36. She still needs cookies and desserts. Deerfield Bakery only gives to not-for-profit groups. Pam thought that Hinkley and Schmitt will probably provide the water. Pam questioned if anyone had approached Sam's Club for any donations. She knows that Sam's is limited in what they give to each group each year. No one from the committee has approached Sam's Club yet. She hopes to approach them about sodas. For the cooking, she has a 5'x2' foot grill. She has 4 people who will be doing the cooking. She will start the charcoal at 5:30 and start cooking at 6:15. She will keep the food coming from then on. All the food will be cooked on the grill. Pam has not yet secured the plates, napkins, cups, charcoal and other items. She states that she still has 1 1/2 weeks and has plenty of time to procure the rest of the need items. Information Booth: Ken Lazar— Ken states that he still has places left for to volunteers to sign up. Jane has the sign up sheet. Village Liaison: Bill Brimm—no report Joe made a motion to adjourn. The meeting was adjourned at 7:34 Respectfully submitted, Jane Primack Secretary Remaining Meeting (All start at 7 PM). August 26 BG Days 2003 -August 28-September 1