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2016-03-08 - Buffalo Grove Days Committee - Minutes BG Days Committee Meeting March 8, 2016 Jackie Beegun, Bob Boxer, Allison Chirstopoulos, Alan Danenberg Karen Danenberg, Eric Gordon, Liz Glazer, Paulette Greenberg, Lori Hackett, Howard Hoffman, Debra Jess, Ron Jess, Colleen Kovach, Marlene Kozak, Arlene Kozemzak, Ken Lazar, Betty Lou Manso, Cristal Mohrman, Debi Moritz, Hal Norman, Rhonda Norman, Alan Nudelman, Lt. Nugent, Randi Orlov, Jim Pawlak, Joan Pawlak, Charles Posmak, Doug Primack, Jane Primack, Perim Raphaelson, Mike Rodriguez, Debra Rybarczyk, Roger Sosa, Marc Spunt, Janee Stempel, Andy Stein, Steve Trilling, Nancy Winter, The meeting was called to order at 7:00. Chairman's Report: JV Springman/Paulette Greenberg JV welcomed everyone to the 2016 BG Days Committee. Paulette introduced the new members this year which include Colleen Kovach, Cristal Mohrman, Alan Nudelman, and Liz Glazer. Tom Nugent is representing the police department today. Also Sherry Krawitz, who was not present. Last year's total intake from the carnival was $213,025.00. The village gets a percentage that increases as the sales go up. With the money, the Village uses that to pay expenses involved with the BG Days festival weekend. This year we are getting new shirts. Rhonda has been asked to handle the survey of what colors you prefer, styles and sizes. We will order them and then have the shirts silk screened with our logo. JV announced Mike Rodriguez will become a lieutenant on Friday. JV talked about the new location, which will be totally on Park District property. It will be a larger venue with more seating for concerts. Planning for this took lots of hard work, Paulette, Chuck, the police department, the park district and public works. Police: Brian Spolar/Mike Rodriguez Tom Nugent will become involved in BG Days. Parade: Rodney Odelson//Lee Orlov/Murray Sprung Rodney has two entrants so far. Mobile Com: Paul Zucker Paulette stated that we will have new radios this year. Fun and Food: Mara Sabath/Mo Welborn Mo reminded everyone that they need help with goodie bags item. They don't want coupons, gum, nuts, Fire Department: Joe Welter Joe could not be present but emailed his "no report" to Jane Park District: Teri Ebner/Allison Christopoulos Allison had no report. Public Works: Dave Haisma/Mike Reynolds Mike was present and had no report. He remaindered everyone that the open meeting act forms are due. Chamber/Local Sponsorship: Scott Fishkin/Roger Sosa Roger has seven commitments for the business fair. Half day brewing will be providing the beer this year. Roger also stated that Grande Jakes wants to come back. Food Tent: Debra Jess/Penn Raphaelson Perin stated that there will be a food tent and discussion has occurred. Set Up Man: Eric Gordon Eric stated that he is ready. Arts and Crafts: Jim Pawlak/Joan Pawlak- They are in the pre stages of the application process.. Jim hopes to get them mailed out this weekend Van Man: Eric Gordon Paulette stated that they are not sure if a van will be needed this year. She will get back to Eric when they know. Kids Craft Tent: Roshel Rivellino/Jane Primack Jane stated that there will be kids and there will be crafts. Grilling Challenge: Chuck Posniak/Matt Dionesotes Chuck has no report. Entertainment: Karen Danenberg/Marlene Kozak Karen stated that she has no report. She has plenty of things in the works. She did not quite get the big act she wanted. She is not sure about the kid's entertainment yet. Karen said that she is on a tight budget. She is happy to spend the money that she gets. Technical Production: Doug Primack/Adam Moodhe Doug stated that they will have sound. Publicity/Marketing: Alan Danenberg Alan announced that Cristal is now part of the marketing committee. They have already had their first meeting with the village staff. There is new person on village staff supporting us. Since we are moving to a new location, they are also looking to how the brochure is formatted. They are considering reformatting the brochure They are also looking into revamping the web site As of last year, BG Days was linked with the BG app. They want to be managing the app for BG Days more. The BG app is going away per Steve Trilling. Clicks and Shutters: Hal Norman/Jim Pawlak- Jim stated that they will be there if we want them there. Jim stated that the drone is on order. Information Booth: Marc Spunt/Mo Welborn Marc stated that all information goes through Paulette. Iceman: Ron Jess Ron stated that there will be ice. Village Liaison: Scott Anderson Scott was not present. Trustee Liaison: Andy Stein/Steve Trilling Andy stated that he was glad to be back for another year. Your 2 Cents Worth: All committee members Paulette stated as of today, they are making it public we are moving to a new location this year, the Rylko Park location. She stated that originally, Cook County was starting the Lake Cook Road widening project this year. Weidner Road is also being widened. But now it is pushed back to 2017 or 201 S. Road construction would make for hazardous pedestrian traffic and vehicle traffic. We have been fortunate only l accident has happened, a few years ago,but it did include one of our committee members. The Village made the decision to move forward with the move which has been on the books for nearly 20 years. There has been extensive thought and hours put into this move. The relocations committee involved 3 of our committee members, several public works members, a number of park district members and Village management. We will have everything familiar but it may be in a different spot than in past years. The only thing we didn't change was the parade. That will remain on Bernard. The golf cart details have not been fully worked out yet. Summary/overview The golf dome parking lot stays a parking lot. It is undecided at this time if it will be open to the public. The center parking lot will be the place for the carnival. The baseball fields will be fenced off as the fields have sprinklers 4 inches down and the park district does not want to incur damage to them. The area between the carnival and spray park building will be safety town; police, fire, mobile com and first aid...The new porta potties on a trailer will be located in the parking lot facing the carnival. These deluxe toilets are super nice, she was told. 4 women's, 3 men's and 1 handicap accessible stall. There is a sanitary sewer at this point where the toilets will be drained into. There will be other satellite porta potties elsewhere during the festival. The parking lot where the farmer's market is located will be the new home for the food tent and the arts and crafts. The grassy area directly in front of the spray park will have the kids craft tent, the bids entertainment stage, the info booth and up to 20 business fair booths. Behind the business fair will be the beer tent, facing north which is where the main stage will be. Back of the beer tent is the evergreens and the spray park fence. The BBQ Challenge on Saturday will be near the beer tent along the back path in the corner. The Main Stage will face the grassy area south with the back of the stage by the health club wall. This grassy area is 2 '/2 times the grassy space of St. Mary's field. Entering the festival from Rt. 83, the buses and drop offs will come in on the curved driveway and exit onto Deerfield parkway. This driveway will be one way only. The grassy area between Rt. 83 and this driveway will be vendor permit parking. We will have a parking committee to work with the police department on this new area. Approximately 150-175 cars can be parked here. Park district has ruled out trailers being in the location. If people do not have a parking pass they will not be allowed in thei area. Handicap parking of approximately 40 spaces will be available to the parking lot by the health club. It is true. There will be no fireworks at the new location for several reasons. First from the new location, you would not be able to see them over the trees from the golf course. Secondly if we had hundreds of people walking or driving at 8 pm between the Rylko Park and Village Hall, it would be a logistical nightmare for the police and the risk of injury to someone is too great. Thirdly, if the fireworks moved to Will Stream park, the canister would have to be smaller and not go up as high due to the proximity of the residences nearby. The 4th of July fireworks are not affected at all. They will continue at the golf course. They have an idea of a light show on Sunday night if we can secure the necessary sponsorship for the costs. They have not finished the entire puzzle yet but are 3/4 of the way done! When asked, Paulette stated that they have not discussed the buses yet. Public works schedules those. Police officers will be stationed at Deerfield parkway and Old McHenry Road. Officers on site but will not be letting people cross over re 83.There is the over bridge cross walk further east that people can sue to cross over. Mike said that there were some concerns about safety vehicles getting into the Rylko parking lot When asked, Mike stated that there will be parking restrictions in the nearby neighborhoods for BG Days. Mike stated that safety is their number one concerned. Paulette stated that she brought some of the gift soft coolers that were given to all volunteers at the reception, Ron Jess made a motion to adjourn. Howard seconded the motion. The meeting was adjourned at 7:46. Respectfully submitted, Jane Primack Secretary Remaining meetings May 10 August 2 June 14 August 9 June 28 August 16 July 12 August 23 July 26 August 30 BG Days 20 16 September 1-5