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2021-05-11 - Buffalo Grove Days Committee - Minutes BG Days Committee Meeting May 11, 2020 Tara Anderson Dianne Bartlett Jackie Beegun, Ryan Bowers, Robert Broussard, Alan Danenberg, Karen Danenberg, Shari Ginsberg, Seth Goldberg, Paulette Greenberg, Dave Haisma, Howard Hoffman, Sara Lee, Adam Moodhe, Rodney Odelson, Doug Primack, Jane Primack, Mike Skibbe, Eric Smith, JV Springman, Marc Spunt, Andy Stein, Debbie Verson, Paul Zucker The meeting was called to order at 7:04. The minutes of the last meeting were discussed. Howard made a motion to accept the minutes. Marc seconded the motion. The motion was carried. Chairman's Report: Paulette Greenberg/JV Springman Paulette asked Mike to discuss the plan he has been working on with his people in Public Works. Mike stated that they are working on the base of having 3 building blocks, the carnival, the music at Willow Stream and the fireworks Mike presented maps of the areas. For Rylko Park,just the carnival is planned for this spot. The Carnival will have the same number of rides with more space to spread them out. They will extend into area of the Food Tent. Mike said that not much else is happening on that spot. The contract states that they will have a 5-day run. Mike said that we will need bathrooms for the site along with a need for an info booth. At Willow Stream Park, the bulk of the main field is in front of the band shell. Most of area will be for the entertainment itself The Park District is willing to draw circles in the grass. They do not want us to mark over the soccer markings We will need bathrooms at this site. The Park District will run beverage sales out of the concession stand. The digital video wall will have a live feed on the sponsorship for the music. Mike stated that Karen has a budget for 3 large acts, and maybe a DJ before each concert. He is anticipating that the evening will start around 5 or 6 PM. The path between the 2 areas will be the walking trail and the flyover over Rt. 83. Police will be assigned to monitor the area. Mike said that we will need signage in the area also. We need to consider the travel path when talking about the BG Days Police: Robert Broussard/Tara Anderson Paulette asked for comments. Tara said it might be a bit more difficult with 2 sites, but they will work with social distancing. For the walking path, they will need committee members to help keep eyes on the people. They will ask the Lake County reserves for help. It is a pretty long distance from the Rylko Park and Willow Stream Park with a big hill and the pool. We will need radios and lighting along the path. We may be able to use the BG Celt team. That could be an option. Bobby agreed with Tara's analysis. Seth asked how many handicapped parking spaces are at Willow Stream. Paulette said there are 15 to 20 spots at Willow Stream. Seth asked if it is possible to block offmore. Bobby said we can shut down checker for more parking. He could block off more handicapped parking, if needed. Alan stated that lighting will be need along the path. It is very dark last year and people did not feel safe along the path. Mike stated that we can provide portable lights for the bridge. Marc asked about parking for committee members. Paulette said that the section over by the playground will be designated for the committee. Doug said that bands would need parking also. Adam suggested parking for the committee by the pool. Debbie asked if the concert venue would be accessible to wheelchairs. Paulette questions how many people will park by the carnival and walk over. Mobile Com: Paul Zucker Paul stated that he has not had time to meet with the Police and Fire yet. He will meet with them and put a plan together. Paul stated he has only one physical unit. Paulette suggested next meeting we discuss his plan. Fun and Food: Debbie Verson Debbie stated that s new chair person has been chosen but has not been announced. Debbie asked if the Carnival is willing to donate 1 '/z hours to the Fun and Food program. Mike said that the Carnival is doing a 5-day event. It is in their contract that they have to provide rides for the Fun and Food event. The Carnival will run from 10 to 11:30. Paulette said that there will be no Food Tent, no tables or chairs. Debbie asked about a picnic event on the grass. She asked about who will be responsible if people bring their own chairs, what would happen while they are at the carnival. She wondered if the BG Days committee members could be assigned to watch the chairs. Paulette said that the committee is not responsible. Paulette stated that porta potties will be available for the program Debbie asked it there will there be courtesy shuttles for those who need them. Mike stated that no golf carts have been ordered right now. Paulette said that the field at Willow Stream is pretty much a flat field. Debbie stated in regards to lunch, if there is a budget for her. Mike said that no money has been budgeted from the Village for the program. Whatever food they have will be need to be donated. Debbie stated that they can get the sandwiches and chips. The cookies are donated from McDonald's and the ice cream from Culver's Seth asked if they are taking the first 500 registrants, as in the past. Debbie said that she and her people have not met so no decision about charging people has been made. She hopes to get a donated DJ at the carnival site for entertainment. Debbie asked if there are maybe other options for that group. Maybe run just the carnival and food. She needs options to present to the commission. Karen suggested that Debbie steer clear of a DJ even if she can get one since there is to be no entertainment for the residents at large at that site. Debbie asked if anything is going on Thursday evening. She talked about running Buddy Baseball Thursday night as Dean will be gone for the weekend. Fire Department: Joe Welter Joe was not present Park District: Ryan Risinger Ryan was not present Public Works: Dave Haisma/Mike Skibbe Mike stated that no golf carts have been ordered. There are none in the budget. Public Works is working on the site planning. They are trying to figure out the bathrooms and what will work for both sites. Signage will come after that. They will work on the lighting. Sponsorship: Mike Skibbe Mike said he has been talking to the Park District. The Park District fund raises year- round. They are excited about working with the BG Days. He is still in negotiations with them. He said it is an exciting possibility to get sponsorship. Andy asked about Woodman's sponsorship. Mike stated he has not talked to them yet. He has reached out to Siemons and others. Food Trucks: Sarah Lee Sara stated that she has been in contact with 15 different food vendors. They are trying to come up with an equitable price for the 5PM to 7PM time frame. Now that she saw a workable layout, she can work with that and will want a variety of food trucks. No big meals. Vendors will not be leaving anything on site. She has reached out to some who will work well, like funnel cakes,popcorn, etc. It will be a first come and first serve basis to sign up. She will have more information next month. Paulette stated that if you have ideas send Sara an email. The food trucks on the Willow Stream side only. In years past, we could not have a vendor in the Food Tent sell the same food as the carnival sells. Paulette asked what to charge the food trucks. In years past, we charged the vendors $700 for the weekend. We provide tables, chairs and electricity. They will be there from 5 100 to 9:30 PM for 3 days. Sara suggested $75 per day as the vendor can probably make a profit. JV suggested$100 a day, and $350 for a committed 3 days. Sara stated that Kona Ice really wants to be a part of BG Days this year. They are trying to find another vehicle to support coming. Beer Tent/Chamber: Brad Schencker Brad was not present Entertainment: Karen Danenberg/ Karen stated that she has 3 bands, On Saturday night, she has booked band to perform from 7:30 to 9:30 with fireworks afterwards. The contract has not been returned signed yet. She has contacted 2 more bands. She is thinking about a DJ to provide music before the performance of the bands. She will have more next meeting. Doug asked if the sound company is coming in to provide music and mixing. Mike confirmed they were. Technical Production: Doug Primack/Adam Moodhe Doug and Adam are still trying to see what will be required. They will see what is necessary and get it. Doug asked about streaming the bands performances. He is against it as we could only have one camera on the bands. Mike said that the video wall will not have a feed from the stage. Karen will be having a talk in the future and will have answers at the next meeting. Doug asked where the video wall is coming from. Mike said that Brett is working on that. Marketing/Publicity Alan Danenberg Alan said that as of right now, Facebook and the website has nothing. He feels he can put up plans that are still being evaluated. Mike said that the 3 building blocks are in place and said he can start advertising those. There will be carnival, music and fireworks. Mike liked Karen's suggestion of`BG Days in the Park". Karen stated that she has a logo being made. Adam asked if this is a logo we can use moving forward. Karen confirmed that. Paul asked if there is some semblance of a schedule for the 2 venues, start and end times, what events will be at each venue. Paulette will send Paul an email. Bobby asked for her to send it to the Police as well. Clicks and Shutters: Marian Rodriguez Marian was not present. Information Booth/Ice Man: Marc Spunt Marc stated that he has a family commitment the Friday night of the festival and will not be available that night. Saturday he will be available. There will be a need for an info booth on the carnival side from 12 to 5, with 2-3 people per shift. The info booth at Willow Stream will be needed volunteers from 5 to close, with 2-3 people per shift. Friday night the carnival does not open until 5:00. Marc will need committee help with the info booth on both sides. JV asked about the info booth on the carnival side, should it be open until 10 as that is how late the Carnival is open. Bobby said that the Police will be over there. Medical will be on one side. We may need the cert team on both sides. A question was raised about the location of the porta potties. The porta potties will be on both sides There will be no trailers this year. Marc asked about capacity limits at both sides. Mike said it looks like we will at least be in the bridge phase by them so we should be good. There was a question about fencing for the path. There was a snow fence along Rt. 83 only 3 years ago. A fence will be put in place if be needed. A question was raised about the distance from the entertainment to the carnival. It was estimated to be 3/4 to 1 mile in length. Diane stated it is 20 minutes to walk the distance of about 1 mile. Mike said that Dave took 10 minutes to talk it. Paul said it is 3/4 of a mile from Google earth. Carnival: Paulette Greenberg Paulette said she talked to Tommy. People will self-sanitize before and after the ride if they choose. Marc asked about recycling and garbage cans throughout. Mike will work that out as we get closer. Sheri asked about presale tickets. Paulette said she forgot to ask. Mike is unsure but there had been no change in contact from last year. Alan asked that they keep presale tickets really simple this year. Provide the regular presale tickets on line and forget about the major deals. Villa,ve Liaison: Mike Skibbe Mike has no more report. Trustee Liaison: Andy Stein/Eric Smith Andy said he is looking forward to having a great summer and cap it off with BG Days in the Park. Eric said he has appreciated our flexibility Your 2 Cents Worth: All committee members JV wanted to thank Paulette and Karen for doing all of the work to make this happen this year. Rodney made a motion to adjourn. Marc seconded the motion. The motion was carried. The meeting was adjourned at 8:03. Respectfully submitted, Jane Primack Secretary Remaining meetings June 8 August 10 June 23 August 17 July 13 August 24 August 3 August 31 BG Days 2021 September 3ed through 6th, 2021