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2021-08-24 - Buffalo Grove Days Committee - Minutes BG Days Committee Meeting August 24, 2021 Tara Anderson Robert Broussard, Alan Danenberg Karen Danenberg, Don Geno, Paulette Greenberg, Dave Haisma, Chris Krase, Adam Moodhe, Rodney Odelson, Les Ottmenheier Doug Primack, Jane Primack, Judy Samuels, JV Springman, Andy Stein, Debbie Verson, Josh Wallace, Paul Zucker, The meeting was called to order at 7:00. Mike emailed Jane that there would be no minutes to approve this meeting. There will be two sets of minutes to approve at the next meeting. The minutes from the August 1 Oth meeting weren't pushed to the online agenda in time for the meeting notice. Chairman's Report: Paulette Greenberg/JV Springmant Paulette stated that Debbie Rybarczyk had surgery last week and will not be volunteering at the festival this year. Paulette stated that Sarah emailed her Friday at 6:30 AM. She is resigning from the BG Days committee and the Farmer's Market Committee effective immediately. Paulette has taken over the Food Truck chair person and will give a report later. The next week's meeting will be at Public Works. Discussion ensued and it was decided that we will wear our "blue" shirts for the committee picture prior to next week's meeting at 6:45. After that meeting, there will be Golf Course Drive Training. Police: Robert Broussard/Tara Anderson Bobby said that they are moving along. The parking passes are printed. Bobby asked Paulette to let him know how many passes she needs. He has already accounted for passes for Mobile Com. Paulette will need passes for the entertainment and food vendors, besides the volunteers who actually participate this year. Mobile Com: Paul Zucker Paul said that they have expanded their hours. They will start at 1:00 Friday and 10:00 Saturday and Sunday. They will stay present until the festival closes down each night. Radios will be assigned out from Mobile Com. Paul said that there will be no Mobile Com Monday. After discussion occurred, Paul is rethinking this and promised to be open in the morning during the Fun and Food program. Fun and Food: Debbie Verson/Judy Samuels Debbie stated that the Buddy Baseball game will begin at 5:00 on Wednesday with players arriving at 4:30. Alternate parking will be on Lasalle Street. Thursday will be the rain date, if needed. The Buddy Baseball shirts have been ordered. Debbie stated that the shirts have Rick's name on it along with 2 players that were lost this past year. The parking lot will be for players and people with handicapped placards only, not players and volunteers. Buddy's will park elsewhere. After the game, there will be Lou Malnati's pizza and water served, along with a clown and a DJ for entertainment. Monday the carnival for the Fun and Food program will run 10-11:30. Kona Ice will be there serving Monday from 11-12. Water will also be provided. Fire Department: Joe Welter Joe was not present. Paulette stated that she talked to Joe who is not going to do the fire extinguisher demo. He will talk to each vendor initially. Sponsorship: Erika Strojinc Sponsorship has officially closed as they had to start going to print on all the signage. However, they are keeping the door open for anyone who contacts them as they can still add them to their digital signage. Wendy did a fantastic job with the quick turnaround time and managed to get them over the $20K threshold in just 8 weeks. Mike emailed his report to Jane. Sponsorships—The Park District has passed $20,000 in sponsorship money received and has submitted all logos for the website and for sponsorship banner printing. A couple of feelers remain out. Mike gave much thanks to the Park District for a lot of work on a tight deadline to make this all happen. Mike stated that 19 sponsors have been passed on to Alan so far. There is 1 medium and 18 small sponsorships. Paulette stated that she wished we could have known the levels and what they meant. Andy stated that he has notified several people regarding the state of the parking lot where BG Days will be. There are multiple cracks and holes in the pavement which create a trip and fall hazard in parking lot. Andy says that this needs to be addressed. It may seem ok in the daylight but there is a significant chance of falls at night. Public Works: Dave Haisma/Mike Skibbe Dave stated that everything is good Food Trucks: Paulette Greenberg Paulette stated that Sarah emailed her at 6:30 Friday morning. She stated that she resigned from both the BG Days committee and the Farmer's Market committee. Paulette has taken over for her. Sarah contacted 51 food trucks. Many were booked or had staffing issues. As of this morning Paulette had 3 vendors booked. She has neighbors who have set up neighbor food trucks. They are helping her to try to get more food trucks for the festival. She is aiming at 10 vendors. Paulette said that we may have to ask Chicken Finger Mike back. JV said he would take care of calling him. Paulette told JV to tell him she had 2 drop out today. The cost is $150 for 3 nights. If he brings a tent, it will be a little less. It will be S 100 extra if he needs power. She had reached out to Weiner Takes All. He also has staffing issues but may be able to resolve them. He will let Paulette know. Beverage Sales: Erika Strojinc, Erika was not present but emailed her report to Jane The hours of the beverage tent are as follows: Friday 5 — 11 pm Saturday 1 — 11 pm Sunday 1 — 11 pm They will have various shifts of staff working the tent and there will be a tent leader present at all times. They heard from the distributor that they are having a difficult time getting Modelo, so they have subbed it Dos XX. The final list of beverages are as follows: Miller Lite Summer Shandy Revolution Anti-Hero Blue Moon Dos XX Mikes Hard Lemonade White Claw (Black Cherry and Mango) Wine (Cabernet and Chardonnay) Truly Freeze Pops In addition, they will be selling water and Coke products. Drinks will be $5 for alcoholic drinks and$2 for non-alcoholic drinks. They will be selling $5 tickets and $1 tickets at the cashier's table, and only tickets will be collected at the beverage table. Erika emailed Jane that she saw in the minutes from the last meeting that Paul would like the Park District to have a radio at the beverage sales tent. She agrees with him, and has reached out to coordinate that so she knows how to instruct the tent leaders. Entertainment: Karen Danenberg Karen stated that the Park District will be providing extra bands for the entertainment for Saturday and Sunday. Erika's report: As discussed at last meeting, they requested and have since booked day-time bands. She has reached out to Karen, Doug, and Adam to coordinate technical needs and anything else that they need to do to make the set seamless to the overall event. The additional bands and schedule is as follows: Saturday, September 4 Soda 3 —4:30 pin Sunday, September 5 Jolly Ringwalds 3 —4:30 pm Technical Production: Doug Primack/Adam Moodhe Doug stated that everything is on track. Adam said he is pushing for a Thursday drop of the main stage. Marketing/Publicity: Alan Danenberg Alan stated that he has updated the website with the added sponsors, entertainment and food trucks. He requests that if there are any changes or additions, please feed them over to him. Erika's report: The Park District will be taking the lead on the digital sign next to the stage for the sponsors. The Village will be rolling out social media posts over the next two weeks and the Park District will be sharing those over all of their social media avenues as well. She is working on getting the social media handles of the new bands as well, as Evan plans to tag the entertainment and food trucks within the social media pushouts. Clicks and Shutters: Marian Rodriguez Paulette stated that Jim Pawlak will take the committee group picture at the next meeting. Everyone is to wear their blue shirts and be there before 6:45. Marian will be taking pictures on Saturday only. Hal will be there taking pictures but with no specific schedule. Information Booth: JV Springman JV stated to let him know what hours you want to work at the info booth. Paulette said that she has a sign-up sheet. Paulette also noted that if you don't sign up for volunteering including either at the info booth or the courtesy carts, you will not receive a parking pass. Debbie said that their program is very short of drivers all weekend for the courtesy shuttle. Please sign up. JV will be point person if anyone is late, Paulette said that you have to take the golf cart driver course to be able to drive the golf carts. Carnival: Paulette Greenberg Paulette stated that the carnival will have no presale ticket sheets this year. They will be wrist bands sold online or on site. Sheets of tickets will be available on site at the carnival. Paulette has a list of rides. There are 18 rides. Dave asked for a layout of the carnival. Paulette will get it for him. Village Liaison: Mike Skibbe Mike was not present. He emailed his report to Jane. Mike reported that next week's meeting, the final one before the big event, will be at Public Works! The village has a special board meeting scheduled for that date, so we have adapted and moved the location. This will include Golf Cart Driver Training in the parking lot by our golf staff. Trustee Liaison: Andy Stein/Les Ottmenheier Les has no report. Andy had no further report other than his concern about the parking lot where BG Days will take place this year. Your 2 Cents Worth: All committee members Jane stated she wanted to comment about the Park District. They are in a 50150 partnership with the Village for the BG Days festival. Yet no one from the Park District has been present at any meeting to represent them. Information has been given to Mike to share but no one is present to discuss questions. This might have been helpful at the last meeting when there were multiple issues that were not resolved at the meeting. In years past, a representative of the Park District has attended meeting for the BG Days. Rodney made a motion to adjourn. Don seconded the motion. The meeting was adjourned at 7:37. Respectfully submitted, Jane Primack Secretary Remaining meetings August 31 BG Days 2021 September 3rd through 6th, 2021