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2015-09-29 - Buffalo Grove Days Committee - Minutes BG Days Committee Meeting September 29, 2015 Mari Antman, Steve Antman, Cody Bartlett, Dianne Bartlett, Dave Besser, Bob Boxer, Allison Chirstopoulos, Eric Gordon, Paulette Greenberg, Dave Haisma, Ron Jess, Arlene Kozemzak, Ken Lazar, Betty Lou Manso, Adam Moodhe, Hal Norman, Rhonda Norman, Rodney Odelson, Jim Pawlak, Joan Pawlak, Charles Posniak, Doug Primack, Jane Primack, Mike Rodriguez, Debra Rybarczyk, JV Springman, Arla Sprung, Murray Sprung, Marc Spunt, Janee Stempel, Andy Stein, Kim Stecker, Steve Trilling, Nancy Winter, The meeting was called to order at 7:06. Chairman's Report: JV Springman/Paulette Greenberg JV thanked everyone for a good BG Days. Everything went off without a hitch. He and Paulette attended the village board meeting and received lots of accolades for the weekend. The board thanked everyone. JV asked who stole the signs from Dave's office. Eric stated that he has one. Chuck stated that he has the BBQ Challenge sign. . The Chamber signs are gone. The sponsor sign is also gone as are the small tent signs. Trustee signs are gone.. Dave asked that all signs be returned to him. Paulette stated that the collection for Officer Glinewiscz over the BG Days weekend amounted to $1520.00. A check for this amount has been sent to the family by the Village. This will be announced at the next Village Hall meeting. Paulette stated that the carnival made $210,000 and change. Police: Brian Spolar/Mike Rodriguez Mike had no report. Parade: Rodney Odelson//Lee Orlov/Murray Sprung Rodney thanked everyone who helped out in any way with the parade. Other than that he had no report. When asked, Rodney stated that the Park District won first prize for the floats. The BG high school won for bands. Mobile Com: Paul Zucher Paul was not present. JV thanked mobile com for the job they did. Fun and Food: Mara Sabath/Mo Welborn Mara and Mo were not one present. JV stated that the event went off without a hitch. There were less participants this year than previous years. JV surmised that it was due to the heat. JV thanked the trustees and state representative and senator for being there. Fire Department: Joe Welter Joe was not present. JV stated that they found all of the fire extinguishers. The fireworks went off well. JV heard good reviews of them. Park District: Teri Ebner/Allison Christopoulos Allison had no report. JV thanked the Park District for use of their land. Public Works: Dave Haisma/Mike Reynolds Dave had no report. Dave thanked everyone who put in time and energy over the weekend. JV stated that we could not do this without Public Works. Chamber/Local Sponsorship: Scott Fishkin/Roger Sosa Roger was not present. Paulette stated that the Chamber raised over$20,000 in sponsorship. JV did not hear any complaints about their location, the beer, the power, or the stage. Food Tent: Debra Jess/Penn Raphaelson JV stated that there were a couple of glitches with power. They were soon fixed. Set Up Man: Eric Gordon. Eric stated that Thursday went well. He is rethinking the table cloth thing for the tables. It ended up being a waste of time. Next year, he would like 2 vacuum cleaners. That would work best overall. Arts and Crafts: Jim Pawlak/Joan Pawlak- Jim said that it was another year. The heat did most of them in. They lost 5 because of the heat. They lost 9 before the show started/ They were under 40 participants after people pulled out. Van Man: Eric Gordon Eric thanked everyone for driving the van. Eric stated that volunteering on the Buffalo Groves Day committee is a great way to become part of the village. We are people who give because we want to give. Kids Craft Tent: Roshel Rivellino/Jane Primack Jane said that there were lots of crafts and lots of kids and it was very hot. They had to watch the kids volunteering as they were becoming over heated. They made sure the kids had water and sent them to the misters. Jane wanted to send kudo's to our newest committee member, Kim Stecker, who except for judging the parade, was in the Kid's Craft Tent helping out. We could not have done it without her. Grilling Challenge: Chuck Posniak/Matt Dionesotes A comment was made that letting people sample was good. Chuck had no report. When asked, Chuck stated that there were 70 plates. JV gave thanks to the police. They got everyone out quickly. Entertainment: Karen Danenberg/Marlene Kozak Karen was not present but emailed her"no report"to Jane. Technical Production: Doug Primack/Adam Moodhe Doug stated that we had sound and lights and electricity. We also had music for the fireworks. Doug said that we need a cable for the main stage music. There was no music there. Publicity: Alan Danenberg Alan was not present but emailed his "no report"to Jane. Clicks and Shutters: Hal Norman/Jim Pawlak- Jim stated that they took 5000 to 6000 images. The two of them covered 95% of the weekend. When asked when the pictures would be uploaded on the website, Jim stated that his hard drive crashed. Some pictures were backed up. He is working to recover more pictures. He said that hopefully the pictures will be up on web site by next week. Information Booth: Marc Spunt/Mo Welborn Marc stated that he had no report. Iceman: Ron Jess Ron stated that it was a hot weekend and we went through a lot of ice We bought 410 bags of ice from the ice company and had 12 left over. Ron said that the refill guy came right away when called. The Carnival and Chamber were the biggest users. Village Liaison: Scott Anderson Scott was not present. Trustee Liaison: Andy Stein/Steve Trilling Steve thanked everyone for coming. He wished everyone could have made the dinner. He talked about the spirit of volunteering. Andy stated that this group puts on a phenomenal party and he looks forward to next year. Your 2 Cents Worth: All committee members Steve Antman stated that we all are grateful for having JV and Paulette as heads of this committee. Their dedication and commitment to the festival is what makes the committee great. Paulette gave a report about the move next year. Next year, lots of different parts are being considered and put together by the Village and the relocation committee as of right now. They will have diagrams for all of the committee at the March meeting. The Main Stage will be in the grassy field, which is 2 '/z times the size of St. Mary's field. The stage will back up to the health club's wall and speakers will be positioned in a SE directions, into the woods area. The Carnival will be in the middle parking lot in front of the 2 baseball fields. The Food Tent will be centered in the parking lot in front of the spray park, in the Farmer's Market spot.. Art and Crafts will be in the south portion of this parking lot. They have configured up to 60 arts and crafts booths that can comfortably exhibit there. The third parking lot, by the golf dome, will be for committee cars and general working parking lot. There may be handicap parking there. The Business Fair may run along the Arts and Craft, in the south area by the curb, or in the grassy area in front of the spray park. The Beer Tent will be across from the Food Tent in the grassy area. The Info Booth is still undecided. We may be centered by the bus drop off area. The BBQ Challenge will be in the southeast portion of the field, opposite the Main Stage and behind the Beer Tent. They are working on being able to use a walking path in that area for the grillers to move their equipment back and forth. The street entering the parking lot from Rt. 83 will be a one way street for the bus drop offs. The buses will then continue to Deerfield Parkway to leave the area. The restaurant vendors will also enter this way for refills/supplies. The restaurant vendors will each have one parking space behind the Food Tent facing route 83. Entering from Deerfield Parkway will be for parking for the health club members. They will have special parking passes for their windshields. The health club members will park in the northern end of that lot. The south end will be open to anyone. After 6pm, the health club is closed so the entire parking lot will be available to anyone. There is a grassy area going around the driveway from Rt. 83 to Deerfield Parkway. Tentatively that will be made into a parking lot. We will have spray-painted spaces. Some will be designated handicap parking or entertainer parking. The shuttle buses are needed items. They will work on the routes including pickups on both sides of Lake Cook by Village Hall. The parade will stay on Bernard and rather than turn onto St. Mary's and disperse, the parade will continue up Raupp and disperse in Emerich Park, where the carnival has been. The Park District has agreed to move the 5K run to the week before. It will be too congested to have the run with the festival all set up. Runners will be given a coupon to attend the pancake breakfast on Sunday morning. It is possible that the Farmer's Market will be able to be opened on Sunday of BG Days. They are working on the logistics. The Police and Fire will have their `Safety Zone'. This will be between the Carnival and the Food Tent area, right about where the restrooms are for the spray park. The carnival contract is being renegotiated with Midwest Entertainment. For the porta potties contract, we may be able to get some port potties on the trailer. They would be hooked up to a water source and be more like "real"bathrooms. The cost, however, is up to 3x as much as the current ones we use. And then where would the trailer ones go? By the entertainment? The Food Tent? Between the Food Tent and the Carnival? This is to be discussed by the Village. Regarding the cooling trainers, right now we have one by the main stage for the entertainers and staff. They are considering additional trailers for the police and fire and for our committee. Right now we can go into Public Works to get our supplies, brooms, toilet paper, etc. Next year we won't have that luxury. The Village is considering renting a `Pod' to hold these things over the weekend, so we don't have to run back and forth to Village Hall for a needed item. A list of supplies is being complied now. In regards to the Food Tent, the Fire Department has requested any vendor cooking with grills or ovens be positioned along the Rt. 83 side of the tent. The tent vendor layout may be a U-shaped layout with the 41h side open at the sidewalk for customers to walk right in, rather than as in the paste, customers would enter at the west end or the 2 sides. In regards to the size of tents, the contract with Indestructo is continuing. They have all sizes of tents. We could go as large as 250ft x 60ft. The current size is 160 x 60 feet. The light pole in the middle of the parking lot would have to come down if we went super large. We could go to 180 feet long, which would bring it up to the center light pole. For tent usage, they are considering the larger size tent and putting the Kids Craft at one end. This would eliminate an extra tent and where to place it. They are questioning if the Kid's Entertainment Tent will be needed. IF no, the main stage will hold the kids entertainment. Next year we will have a few new sub committees and will need one of the committee members to step up or be appointed to handle these. Traffic control will be a big one. Right now, they don't see the need to rent the van as the crafters and business fair vendors will be able to park nearby. Regarding the golf cars, we really only will need a few gators and the handicapped carts. For the parade, Rodney has a tentative deal with Stacek Chevy for convertibles for the trustees. Regarding the fireworks, the police department is recommending no. It will be a logistical nightmare to move people from the new location the Village Hall campus. The pedestrian traffic, cars, etc would be a problem. Most will not return to the festival after the fireworks if held over the gofl course. Up to now after the fireworks, a lot of people go back to the Beer Tent and Food Tent and stay. For fireworks to be lit from Willow Stream Park nearby, they would have to be smaller cans and wouldn't go up as high for the show. In regards to volunteers, She and JV will be unvolunteering some committee people who did not really participate this past year. Not attending meeting and only coming for the group photo and food tickets is not volunteering. She and JV appreciate their past participation,but their lack of involvement this year showed JV and her their lack of interest in the committee. Paulette stated that things could still change. When asked, Paulette confirmed that there is no smoking on Park District land. The Spray and Play park will be open all weekend. JV thanked Paulette for all of her work. He says he doesn't do that much. He walks around all weekend. Paulette does it all along with the committee members. He said he was worried about the weather this year, Also, Paulette was gone one night. Everything ran fine. He looks forward to next year. He is happy that 65% of the committee has volunteered for over 12 years. Ron made a motion to adjourn. Rodney seconded the motion. The meeting was adjourned at 7:54. Respectfully submitted, Jane Primack Secretary Remaining meetings NONE! BG Days 20 15 HISTORY!