Loading...
2021-04-13 - Buffalo Grove Days Committee - Minutes BG Days meeting minutes April 13, 2021 Tara Anderson Nina Lee Baker, Cody Bartlett, Dianne Bartlett, Jackie Beegun, Robert Broussard, Arnie Brown, Alan Danenberg Karen Danenberg, Don Geno, Shari Ginsberg, Paulette Greenberg, Dave Haisma, Sara Lee, Adam Moodhe, Beth Nudelman, Rodney Odelson, Doug Primack, Jane Primack, Brett Robinson, Brad Schencker Mike Skibbe, Eric Smith, JV Springman, Marc Sprint, Andy Stein, Debbie Verson Nancy Winter, Paul Zucker, Paulette called the meeting to order at 7:03 1. Rodney made a motion to approve the minutes from the March 9, 2021 meeting. Adam seconded. The motion carried. 2. Paulette reviewed the results of the discussion from the April 4, 2021 Village Board meeting. She stated that the Board suggested that the committee get creative in regards to the modified BG Days this year. Paulette stated that she spoke to Schaumburg, and they will run a modified 2-day carnival and local entertainment event. Paulette stated that nothing has changed with other villages. Lyle has canceled their Eyes in the Skies festival. Hoffman Estates has canceled their 41 of July festival. Alan asked if the Village Board committed to have the cleaning crew clean more during the festival, including,porta potties, tables and other areas residents are in contact with. Brett stated that the rough proposal doubled the cost of the cleaning company. Volunteers will not need to do any cleaning.Alan asked if the cleaning company planned on more frequent cleaning. Brett will check. Debbie asked about the Fun and Food program and the Buddy Baseball game. Paulette stated that it was not discussed.At the Board meeting Paulette said they are not sure what CRDC group wants to do. Debbie said they talked about modified formats for the weekend. Dean will be out of town and the Buddy Baseball will have to be on Thursday. Debbie said that they were waiting to see what the weekend looks like. Andy said there will not be a Food Tent. Debbie said the if they get Sunday as a Fun and Food day, they plan on doing bag lunches, sit in the field,possibly get a a DJ, and have a dance in the field. This will be a bit longer time for the lunch. Debbie said that the carnival will be iffy with the kids. 1) Karen- Entertainment/Food Karen stated that she looked at Willow Stream Park and there is a bandshell we could use as a stage and forgo the cost of renting a stage. She is thinking of running a modified entertainment schedule for Friday, Saturday and Sunday with one local band per night. Saturday night she is thinking about having the fireworks following the band The bands would play 7:30 to 9:30. The sound company could provide a basic sound board and basic speakers. They have parking in the lot and lots of street parking nearby where people can walk to the venue. She thought of calling it"BG Days in the Park", a touch of a little bit of entertainment. There will be no walk arounds or balloon people,just 3 bands on the 3 nights. She is on a very restricted budget this year. Paul asked about a split venue with 2 locations for Mobile Com. Paulette confirmed that is would be in 2 locations. Paul said that will create significant communication challenges that he is not sure if they can overcome. Adam had the same questions. There are other logistical problems that can be discussed later. Paul wanted to hear from Bobby and Tara. Bobby said that it would be a manpower shuffle. He said it would be difficult, especially of a critical incident happens, the two locations making it more challenging. The Carnival would be on the original site and 3 concerts at Willow Stream Park. Karen's only other alternative is to have risers at the field and a bands play there. That would cause problems with parking and how to move people. Mike stated that it depends on the governor's mandate at the time of the festival. The 2 parks are connected by the pedestrian bridge. He will look where communication and police presence will be needed at that time. Paulette said she is not sure we will have food trucks. Sara said that we have to be realistic. The vendors will not want to be there if they won't make money. The question is will they serve food, dinner or snacks. Adam said that less food would be needed at Willow Stream. Bands will be starting at 7:30 which is well after dinner time. Adam was questioning the parking at Willow Stream as they can park up and down the streets. He questioned how many parking spots do we get at the Fitness Center. Mike said that for the Fire Department's 41h of July fireworks Checker will be a one-way street, without buses. Any additional parking, they can get would be better. Marc asked if we could have the bands broadcasted on line for those who do not want to go out. Adam said the logistics to make it work are teetering on the edge of improbable. Internet access could be a real issue. Technologically, the bands could be owed any money for being broadcasted. We would need to get an OK from each of the bands. JV said we need to get their consent in writing. Paulette wants to know if carnival will use more of the parking lot. She was told they will use 3/4 of the front parking lot. Paulette asked if there is a need for food trucks. The Carnival does sell food. Sara said that Keith from Dorfler's is not excited about putting up his own booth for 3 days. It could hurt his business at the store. Sara has talked to other food truck vendors to see if they are interested but they are not sure. Paulette asked what they will serve. Kona Ice wants to come. Chicago BBQ Lobster truck is considering. Little Louis in Northbrook may be interested. Sara said that they would not be open enough time to make any money. They would come at 6 and leave at 8. Sara also asked where would we place them at Willow Stream. The locals would open their own tents. It is really expensive for them. Dorfler's are in front of their store serving and can go in and out as needed. If they do it, they want to make money. The question was voiced as to what do we charge for fees to be there. We do give them a tent and electricity. Brad had concerns about placement of the spaces as those cooking needed outside booths for safety. Paulette said that the Concession Stand at Willow Stream belongs to the park district. She was wondering if they could get a permit to sell beer. Paulette suggested a time frame of 5:30 to 9:00 for beer sales. Two hours of sales,would still cost $10,000 to set up and be able to sell. Brad said that it was not worth it. With the costs of the tents, the insurance, and training courses required. The licenses and insurance is based on volume. Not poured from keg sales, but cans. Brad said that problems would occur with multiple cash boxes and other controls over the cash. They are trying to reinvent the Beer Tent but need more information that a once-a-month meeting can give. Brad said that they need to know if they can move forward. It can be done. Paulette asked Mike about the Park District allowing the committee to use the concession stand for ice cream sales if there is no beer. Paulette asked if not-for-profits could sell ice cream. Mike said he will check. Doug asked if the Park District will allow us to sell instead of them. Doug asked about what kind of power is there? They have had bands in the past. He asked about what circuits there are. He will need a key to get into the electrical panels. Brett said they reached out to the sound people. We will get a generator for power He will also check into internet access in case we decide to stream the bands. Mike is open to the idea of having food vendors on the site. The Park District said it is open that weekend. Karen asked Paul what would be needed at Willow Stream for Mobile Com. Paul said that there are too many questions. Paul asked about a tentative schedule to get some idea what the split venue would look like. Paul asked if we have to do anything for the carnival. Tara asked about viewing fireworks. It was harder seeing the fireworks from the original festival site, easier from Willow Stream. Paul said that if we look at calls for fire and police, many are related to the Carnival, mostly injuries and incidents. Paulette said she does not have a schedule. Debbie asked if the Fund and Food commission would have access to the carnival as usual. She also asked about sound, as they usually have a DJ who will need to hook up to power. Karen said we usually don't provide them with power. We could get a generator, but they usually bring their own small generator. The DJ brings his own system. Paulette did not see a problem with Buddy Baseball, when asked. Debbie said that it will be on Thursday night this year. Paulette will ask about the carnival for the Fun and Food program. 2) Craft Show- Paulette wondered about interest in running an Arts and Craft fair. She and Sara went to an outdoor one at the Streets of Schaumberg and said it worked well with distancing the booths and social distancing. Sara felt that this may bring in more people. Brad asked about the business fair. Paulette asked about interest in a small business fair. Brad said that previously he was told there was no Business Fair so he would have to find out about interest. Paulette said that they would have to bring their own tent and set themselves up for Business Fair.Alan asked what will drive the traffic to the Business Fair. They will want bodies/people to wander through their booths. There will be no Food Tent or Entertainment during the day. Less people around. Karen wants to hear from Mike. Mike said that the Village is trying to limit the financial and health risks whatever it might be when BG Day occurs. They are thinking to use a set of 3 big building blocks, the Carnival, the stage for the concerts and the fireworks. Mike hopes that the sponsorship will start rolling in. when the Governor's restrictions are rolled back. If restrictions are rolled back, things at BG Days could be different. 3. Fundraising- It is possible businesses who would like to have their name listed as sponsoring the entertainment. Paulette needs volunteers to begin looking for sponsors. No one is doing fund raising. Paulette asked if businesses would want to pay for the entertainment. Brad said that the businesses'money is very tight. The offer made to them needs to be the right program/offer to motivate them to give money. Paulette asked for Brad to talk to his people about a Business Fair or sponsorship. There will be no big-name bands this year. Mike will ask the Park District for fund raising ideas. Maybe they have ones to offer more value. 4. Paulette asked if we could we run 2 express bus routes to the carnival area. One route from Village Hall and the 2nd route from train station. This would be if the state has is in phase 5. 5. Paulette asked if we should allow people to park in the green lot with lanes marked off in advance We only have the Carnival at the original site. Doug said that he will need a golf cart to go back and forth. Debbie asked about resident disability shuttles, Brett said no golf carts have been ordered. He needs more input about the need before doing so. 6. JV said we need to define the committee's purpose. He asked if an info booth would be needed at each location. Karen said that she may need a couple volunteers. We may also need help at the Willow Stream parking lot. We don't want 20 people at the info booth. 7. Paulette said Mike needs to hammer down with the Park District on what we can and cannot do. We will have mostly kids at the Carnival site. Hours of the carnival will be the same as the past. She suggested that maybe he could concentrate on food for the Willow Stream site. Snacks only since it is past dinner time. 8. Your 2 Cents worth. Don asked why parade is being pushed off. He felt it was something that could be brought out on the Cook side of Buffalo Grove. Paulette asked Andy or Eric to answer. Eric said that nothing has been taken off the table. Mike said that we will try to see what the governor will allow in what we could do with social distancing at the parade. No villages are promoting parades. Andy is concerned about people standing shoulder to shoulder. Paulette had concerns about the bands able to play. She said that most likely the schools will not participate. Rodney asked the committee to forget about the parade this year. He is already late on sending out notices and the number of participants would be 115 of the a usual year. Karen says to remember that this is a modified BG Days this year. Paulette announced that the next meeting will be May l ld' online. Rodney made motion to adjourn. Shari seconded it. The meeting was adjourned at 8:07. Respectfully submitted. Jane Primack Secretary of Buffalo Grove Days