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2019-09-17 - Buffalo Grove Days Committee - Minutes BG Days Committee Meeting September 17, 201 Cody Bartlett, Dianne Bartlett, Jackie Beegun, Alan Danenberg Karen Danenberg, Don Geno, Eric Gordon, Paulette Greenberg, Randy Kittell , Ken Lazar, Sara Lee, Adam Moodhe, Alan Nudelman, Beth Nudelman, Rodney Odelson, Doug Primack, Jane Primack, Mike Reynolds, Marian Rodriguez, Debbie Rymarczyk, Brad Schencker Arti Sinha, Eric Smith, JV Springman, Marc Spunt, Debbie Verson, Nancy Winter, The meeting was called to order at 7:05. The minutes of the last meeting were discussed. Jackie made a motion to accept the minutes. Rodney seconded the motion. The motion was carried. Chairman's Report: Paulette Greenberg/Eric Gordon Eric stated that we have 351 days until BG Day 2020. Eric said that this year, we had the best food, the best entertainment, with Saturday night's great act. He said that it was great to givethe great weekend to the village residents. Paulette stated that the weather gods were good to us Police: Michelle Kondrat/Robert Broussard Michelle is still in school and could not be present. She emailed her report to Jane. Michelle has one suggestion. Many of the attendees drive into the fitness center thinking they will be able to park. This creates most of the congestion and frustrates our customers when they are told to park offsite and take a shuttle. It would be helpful to have the pamphlet and web site indicate the fitness center hours and notify attendees they may only park in the lot when the fitness center is closed for business. She said hanks and she is looking forward to seeing everyone next year. Alan stated that every time he went by the fitness parking lot, it was empty. He suggested that next year we work with the Park District about changing the situation. Both last year and this year, the fitness center parking lot was 3/4 empty. Alan suggested maybe we could work something out that the fitness center claims some of the spots and people pay to park on the pavement, suggesting $10 which would go back to the Park District. It was also noted that the green lot was not full, especially at night. Maybe we could open that lot up for public parking for a fee of$5 with the proceeds going to the Park District. Alan N said 2 years ago, the committee offered to charge parking and give the money to the park district for spots in the fitness parking lot. The Park District said no. It was also suggested that we have a line with an area for volunteer parking, and then open the rest for the public at night. Brad has some people who show up late. Karen said she has entertainers coming in later also.. Bobby could not attend but emailed his report He asked to please let the group know they had a wonderful time with everyone and it couldn't have run smoothly without each and every one of the committee members. They are looking forward to next year. Parade: Rodney Odelson/Lee Orlov/Ken Lazar Rodney thanked everyone who came out to help during the weekend, including the newbies. Rodney stated that Friday night 7 people plus Jackie, her husband and 2 kids showed up to put flyers in the mailboxes of people on the streets that staged the parade. Eric S came out Friday night to help also. Rodney says that is a first that a trustee showed up to help. There were 77 entries in all. Rodney was grateful for the Police on the Alcott center watching. There was an incident last year. Rodney said that the parade is on the local cable station daily for viewing. Rodney stated that he took in $1400 in fees from the commercial entries. Rodney also said that he was grateful for the porta potties at the Alcott Center. Mobile Com: Paul Zucher Paul could not attend. Adam stated that on Monday Mobile Com had a collection of 7 golf cart keys. Doug stated that because Public Works locks up the trailer before they leave while Adam and Doug are still on property. There is no way to put them away. Adam said that everything went fairly well. There were few medical issues, in part because of the mild weather and less heat. Adam said that Mobile Com wants to increase training for the shuttles drivers. Some people are misusing or have no idea how to use the radio. Mobile Com is requesting a full list of volunteers. Beth said that there needs to be a route for shuttle drivers to bring a medical problem through the carnival. Beth was told to use the sidewalk behind the carnival, by the baseball field and along the Splash and Play. Beth asked that there be lights and horns on the golf carts. Jane stated that we only had to use the Groupme app once during the weekend. That ended well. Jane said that she and Paul talked Sunday. Paul gave Jane the phone number of Mobile Com. If she hears of a lost child, she should call Mobile Com and get a complete description to put out to the committee members. Fun and Food: Rick Kahen/Debbie Verson Debbie stated that Buddy Baseball had another wonderful year. Thanks to committee members for being a buddy. For Fun and Food, there were 337 registered, 286 showed up with 43 walk ins. Debbie discussed issues of confusion with the shuttle carts. She had instances with double scheduling of the CRD shuttles. Debbie stated that her people would show up to drive the carts as scheduled and committee members were already driving them. Eric explained that if someone calls for a shuttle cart and there is no driver at the cart, the info booth may ask committee members to respond to the request. Debbie asked that a committee member be named as point person to coordinate the schedule. She did have a few openings in her schedule. Mike explained that the shuttle carts were the responsibility of CRD for coordination and manage the schedule. Beth asked for the signs not to cover the headlights of the shuttle carts. Fire Department: Joe Welter Joe was not present. Park District: Ryan Risinger Ryan was not present. Public Works: Dave Haisma/Mike Reynolds Dave could not attend but emailed that he felt the event was great and to please thank all the volunteers for their hard work. Mike said that the Public Works guys were there to support us and complete what needs to be done. Paulette stated that they did a great job the entire weekend. Mike said that all the Public Works guys thought things went smooth. They were ahead of schedule with the set up. Their goal was to finalize the set up by Thursday noon. They finished earlier than that. Mike said that they need to delineate properly the responsibility of Public Works and the committee. Monday, Mike was pulling signs, and Adam puling signs. Mike said that they need to create a check list day by day of what needs to be done. There was an issue with the Porta Potties running out of toilet paper. It was suggested to have toilet paper at the info booth to replenish the Porta potties. Beth complained that there were not truly any recycling bins. People were using them for garbage also. She suggested bins that have a round opening for bottles and cans only. Sponsorship: Mike Reynolds Mike stated that they took in $37,820 in cash, including Woodman's cash. This did not include the in kind donations. Food Tent: Sarah Lee/JV Springman Sarah gave hats off to the Public Works crew. She said she was there all weekend and anything she asked for was provided quickly. Sarah said that we had a pretty good weekend. All but one of the food vendors has asked to come back. Kona Ice wants to sponsor the Fun and Food program and give out free ices for the program Sarah said she sent out thank you letters to everyone who participated. Adam stated that he did not hear a single complaint about the Food Tent. Last year, that was all he heard. Not For Profit: Mike Reynolds Mike said that there were 13,230 products sold. Mike is trying to increase the cost of the water and soda to $2 so they don't have to bother with the quarters for change. Eric stated that he feels it should go down to $1. Everyone knows how much the drinks cost. Mike says that the profits from the sales of the drinks go to the not for profits volunteering. Mike said that they will have to plan to have quarters for change. Beth had a request for Public Works to write up procedure directions for the corn roaster. She learned how to use it one day. The next day the not for profit group did not know how to use it and Beth gave them directions. Mike said that the instructions were at the info booth but should be with the corn roaster, also. Beer Tent: Brad Schencker Brad thanked for everyone who bought beer. He said that he heard nothing but great things from the bear tent and about the selection of beer. He said that sales were strong. Business Fair: Brad Schencker Brad said that all of the businesses were pleased with the layout. They had some cleaning issues as people used the area after the close of the Business Fair for eating. There was no cleaning or policing of the area. Set Up/Take Down: Marc Spunt Marc said that we had a lot of help taking down tables on Monday. The football players from Buffalo Grove High School did not show but the boy scouts were a great help. Marc said that Monday was light on help from the committee members Arts Fair: Jackie Beegun/Sharon Borstein Sharon was not present. Paulette stated that there were 17 artists. To her knowledge, there were only 3 sales, There were many complaints at info booth about the Arts and Craft being absent this year. Also there were complaints that the Art Show was only 1 day. Karen stated that the festival was not the right venue for a fine art fair. Unfortunately, we have now turned down the previous arts and crafts people from coming this year and they may have found other venues to sell at for that weekend. We may have lost them for returning. Not for Profit Booth Mann ems: Arti Sinha Paulette stated that the not for profits really liked the set up and want it back Kids Craft Tent: Jane Primack/Carol Irvin Jane said she had lot of kids and adults were also doing a lot of crafts. She is thinking of restricting the crafts to kids only. Alan N stated that he has a proposal for an adult art tent. Paulette told him to submit it and it could be something new for next year. Alan N said that he would run it. Grilling Challenge: Ed Bjes Ed was not present. Eric said that it was a nice event. Public Works was great with helping with the set up. Paulette said it would have worked better if Ed set up his event with the tables the day before. Ed did not use many of the tables he ordered for his event. The grillers used their own tables. Eric said that next year will be better. Doug stated that the grillers are now requiring too much power for the event. He had problems getting them all the power they needed. . Mike says that the Business Fair pays for power. If the grillers need power next year, they will be charged. Entertainment: Karen Danenberg/Marlene Kozak Karen stated that the One Night with Queen was a big hit. It helped food and beer sales. All of the food vendors except for the Indian restaurant ran out of food. That restaurant provided the food for the band for which they were totally thrilled. Karen said that Public Works was great, the sound guys and stage hands, along with Doug and Adam were great. Everything ran very well. Karen stated that this year the placement of the kids entertainment tent was too close to the Beer Stage. There were complaints from the performers about competing with the bands in the Beer Tent. There were also complaints about the smoke coming from the BBQ challenge. There was no room for the bouncey house she had ordered, Paulette stated that we need more money for national acts to bring in the better crowds as we did this year. Queen posted some of Mike Danenberg's pictures on their own web site. Karen also said who would think that a week before the test, we would consider a new band that Public Works was putting together during the Car Show. This was their first performance before an audience. Karen said that they were excellent and they will be back. Technical Production: Doug Primack/Adam Moodhe Doug stated that the bands are overlapping making it difficult scheduling the logistics of getting stuff in the right place. He needs for the acts not to overlap in timing. JV noted that there were no sound problems.. Marketing/Publicity: Alan Danenberg Alan D stated that he had only had 2 issues. One was about the brochure. He wanted the brochure to arrive a week before the festival. The Village sent it out 2 weeks before. Also, the web site was down part of the weekend and he had trouble getting someone to contact the web posting company. Andrew stepped in and helped. Clicks and Shutters: Marian Rodriguez/Randy Kittell Marian said that they made it to all of the events They are going through and deleting the bad pictures and will have the photos next week. Marian said they had a great time at the Car Show. Marian said she needs someone to tell her what to do with the photos. Alan said he can post them on the web site. Marian also said that the Car Show people and BBQ people want to see their pictures. Also she has the kid's craft tent picture to send to the in kind sponsor for the tiles. Car Show: Cody and Diane Bartlett Diane said that there were 156 registered, plus people who simply drove in and registered that day. Diane stated that she needs more volunteers. Sandy and Ken are not helping next year. She needs 2 people dedicated to helping the whole time. She needs more people for registering cars and for compiling the voting results. Diane tries to delay the results to keep people at the Car Show longer. There were problems that the sound company wanted to break down the Beer Tent set up. Diane stated that there was a problem of people climbing into the cars. One person caused damage to the car. Information Booth/Ice Man: Marc Spunt Marc said they fielded a lot of questions. Carnival: Paulette Greenberg Paulette stated that she has not received any final figures yet. There were 482 cash station transactions, for which the Village receives.$1 every time it is used. This was the total for the 3 cash stations Village Liaison: Mike Reynolds Mike had no further report. Trustee Liaison: Andy Stein/Eric Smith Andy was at a conference and could not get away. Eric S said how miraculous of a job the committee did. He said that he did not receive any negative comments all weekend. JV stated how well the festival was run. He said that the Village needs to realize what a gem they have in our committee. Your 2 Cents Worth: All committee members Arnie Brown could not be present but sent his comments to Jane. The only thought he has, and he put them on the Buffalo Grove Facebook page was what a wonderful job our leadership did on the overall festival. It couldn't have been so successful without all of your volunteers and committee chair people as well. It was a privilege being part of your committee this year and he thanked everyone very much for giving him the chance to help out. Also, Queen rocks! The best act I believe we've ever had on stage. Rodney made a motion to adjourn. Sarah seconded the motion. The meeting was adjourned at Respectfully submitted, Jane Primack Secretary Remaining meetings NONE BG Days 2019 HISTORY!!!!