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2021-10-05 - Buffalo Grove Days Committee - Minutes BG Days Committee Meeting October 5, 2021 Tara Anderson Jackie Beegun, Don Geno, Paulette Greenberg, Rodney Odelson, Les Ottenheimer Doug Primack, Jane Primack, Debbie Rybarczyk, Mike Skibbe, JV Springman, Andy Stein, Debbie Verson, Paul Zucker, The meeting was called to order at 7:02. The minutes of the last meeting were discussed. Don made a motion to accept the minutes. Rodney seconded the motion. The motion was carried. Chairman's Report: Paulette Greenberg/JV Springman Paulette stated that this was our meeting to complain and suggest improvements. Police: Robert Broussard/Tara Anderson Bobby was not present Tara brought treats in appreciation from the Village. Tara stated that the committee ran a great event, it went very smooth. The Lake County reserves did a great job for crossing Deerfield Parkway. The trained CERT people were also great. They received a lot of compliments from the patrons. Mobile Com: Paul Zucker Paul stated that Sunday night there was an accident that involved the carnival. He asked that next year, we put something in contract for the Carnival to be to be accountable/accessible by phone if there is an incident and to arrive within minutes The paramedics waited for a long time with the injured party and finally the patron was treated at the scene and released as they did not want to be transported. The Carnival management never showed up. Paul is requesting that someone from the Carnival management has to respond to an incident within a specific amount of time. Paul found out that the Manager Rich, was in the trailer at all times. Paul wanted management to document the injury for the Carnival. They never showed. Paul gave up trying to get him there. He called the Fire Department, then the Police Department and then the Carnival people. Paul stated that there was more than one injury over the weekend. The Public Works department has offered to put up a semi-permanent camera mount at the Fitness Center. Dave wants to know what Mobile Com wants and needs. Paul will get a product and drawing of what he wants. JV thanked everyone at Mobile Com for their work. Fun and Food: Debbie Verson/Judy Samuels Debbie said that everything went well. This year was moving as it was in memory of Rick Kahn and 2 players who had passed away this past year. They had 155 attendees. Debbie thanked everyone for signing up to help. She thanked the Public Works and the Police Department for changing traffic patterns as needed. She also thanked Public Works for the signs. Debbie stated that her drivers mentioned that the area between the carnival and skate park was isolated, that it needs more lights. Jane stated that she drove that route a number of times at night and did not have any problems, thought it was well lit. A comment was made that the lights did not go on at the skate park parking lot until Saturday night. Debbie said that they were supposed to be driving on the grass, between the fence and the road. The curve on the green parking lot made it difficult. The police officer moved the fence which made it easier and safer. Judy emailed her report. • Attendance (About 155 people- 37 families; not all went on rides): 0 43 families and 2 organizations registered in advance (186 people) ■ On the day of the event, 26 of the 43 pre-registered families and 1 of the 2 registered organizations checked-in (112 people attended) 0 11 walk-in registrations totaling an additional 43 people attending. • Thank you to Kona Ice for providing free ices to our participants. I found out that they were offering free ices to all of the attendees and this was above and beyond what was originally offered to us. THANK YOU! • The Information Booth worked out GREAT for the event! • It was noted that registration was a distance from the actual carnival this year, • Thank you to the BG Days Committee Members for their support with our "Buddy Baseball" and "Fun and Food" events. Your presence, participation and support were very much appreciated prior to and throughout the event and entire weekend. • Parking, for Buddy Baseball, worked out great! o Thank you to Dave for the signage flexibility and Alan for his website update flexibility given changing needs going on. o Thank you to our Police Liaisons, Park District and others involved with guidance for parking areas and traffic flow. Parking worked out great! o Thank you to Alan for his flexibility, given changing needs, with updating the website for our activities. • Shuttle o So happy the shuttle driving worked out for BG Days. Although 'touch and go' for a while, it all worked out in the end(as per Jane's prediction). ■ Thank you to the BG Days Committee members (I don't have the final list)who stepped up to help with the driving. o Having 3 shuttles, for the first hour of the carnival during the weekend, was a bit of overkill. Most sat idle or were just driving back and forth, without guests, to keep busy. ■ Suggesting the possibility of 2 shuttles or starting an hour after the event starts (Thurs - Sun) o Suggestion to have more light in the area between the skateboard park and the event in the evening. 0 3 people suggested having only a male driver handle the shuttle by the skateboard park as it is very isolated or to have a police officer stationed there as well. o Driving from the Fitness Center parking to the event, on the grass, went through a couple of bumpy spots where the cart tilted partially to one side. The tilting was exaggerated depending on which side the passenger(s) sat on. ■ It was much better when Debbie reached out to ask for someone to move the fence in a bit. ■ Some drivers found it easier to drive inside the green parking area along the fence and exit on the other side just before crossing the rode. (This works only if the ground is not muddy.) ■ Some drivers were driving on the road instead of the grass. • A couple, claiming to be a vendor, parked in the Green lot, not too far from the courtesy shuttle stop. They unloaded their bulky metal cases (which had handles for pulling) and then asked to load their gear into the shuttle for transport to the event. o Looking for guidance for next year on how to address. (Not sure who the vendor was) o Suggestion: If a vendor will be parking in the green lot, to self-identify to the 'guard' monitoring the road entrance where they pull off the main road, so that the 'guard' can reach out to mobile com to ask for someone to meet them over at the green lot for transport of vendor items. Fire Department: Joe Welter Joe was not present. Sponsorship: Erika Strojinc Erika was not present. Mike stated that they raised $24,500. He thought it was well done for only 6 weeks of work. $30,000 was the goal. They are excited about BG Days and feel that if they did it full time, they could raise $50,000. Sponsorship could be posted on the video board. Public Works: Dave Haisma/Mike Skibbe Dave said he was not there. Chris stated that everything went really smooth. Jane commented that it went really smooth as they did great planning and set up. Food Trucks: Paulette Greenberg Paulette stated that she got the Food Trucks event last minute and was scrambling to put it together. Sarah had contacted over 50 different food vendors before she resigned. Paulette contacted another 2 dozen vendors. The issue was that it was last minute notice and most of the vendors had been booked for months. One company booked for 2 food trucks for 3 nights, but never submitted the final paperwork or fees. We ended up with 12 vendors booked. Some were one night only. The ice cream vendor did not return on Sunday. He had poor sales on Saturday. All the participating vendors were happy and requested to be involved next year. A few vendors used pop up tents. Others had food trucks. We need to explore for 2022 if we continue with food trucks and reconfigure the food idea. Maybe just a tent for patrons to sit under while eating attached to the beer tent? Have different food trucks each night, to entice people to come back to try out different foods. There will need to be a discussion with the Village on how they wish to proceed. Don has agreed to run the Food Tent/Food Trucks next year. The picnic tables in the field worked well. We took in $1550 in fees for the food vendor fees. JV wanted everyone know how hard Paulette worked to put this together very last minute. Everyone agreed there was a nice variety Beverage Sales: Erika Strojinc Ericka was not present, They made $31,095 in sales after projecting to make $15,000. They are interested in running the Beverage Tent next year. Entertainment: Karen Danenberg/ Karen was not present Karen emailed her report to Jane. She stated that for a modified entertainment it did well. Her only note was the afternoon bands didn't bring big crowds. Paulette stated that the Saturday night entertainment field was packed. Friday night was good, Sunday was OK. Paulette stated that hopefully, we bring back everything next year. This year, people were glad we had something. Paulette stated that if we are back in full next year, we need a bigger budget. The Police liked having the earlier music by the DJ. Technical Production: Doug Primack/Adam Moodhe Doug stated that the fencing worked our really nice with the gates going into the main stage. They can be reconfigured quickly. We had lots of compliments on the video wall. Hopefully we get it back next year. Brett stated that he already requested it. Doug said that the DJ was questionable, that it probably would work better in the Beer Tent. Doug stated that 7t"heaven had enough time to load in. Adam and Doug cobbled together ideas for next year with multiple cameras for the video wall. Marketing/Publicity Alan Danenberg Alan was not present. He emailed his report to Jane. Erika got me sponsor information on a timely basis, as she had each sponsor locked in. With a zero-dollar budget, we could not do a printed brochure or any ads, and had to rely solely on the web site and the Facebook page Clicks and Shutters: Marian Rodriguez/Hal Norman Marian and Hal were not present. Paulette stated that Marian ended up around the festival most of the time. Hal was also there helping. Information Boot: Marc Spunt/JV Springman JV stated that the Info Booth went well. The most questions we got were regarding where was the ticket booth for the carnival. JV thanked everyone who took time to work there and thanks for the water. Thanks to the Park District for the trailer. Carnival: Paulette Greenberg Paulette stated that in 2019 the last "full" BG Days, the carnival sales, including food and games totaled $237,549. In 2021, our modified event, sales including food and games totaled $273,683.50. The Village received 35% in a check for $102,101.06. Paulette stated that we did well this year. It was the first year that we made money, but we did not have the usual expenses. The Carnival was packed. You could not move. Village Liaison: Mike Skibbe Mike stated that we received $159,000 total revenue for the festival. We were $10,000 under expenditure budget. We had a net profit of+$70,0000. The Park District received 50% of all money raised. The Village's net profit will be put aside for the Community Foundation. Trustee Liaison: Andy Stein/Les Ottenheimer Les stated that considering the circumstances, the committee put on an outstanding event. He felt we learned a lot partnering with Park District and that it worked out fine. Les said that the committee needs to be proud of what we accomplished. Andy agrees with everything Les said, He said that the Chamber needs to let us know early on, what their intentions are for next year. Andy also gave thanks to Rodney for going along the parade route informing people that the parade was not occurring this year. Despite all the information out there, people were setting up to watch. Your 2 Cents Worth: All committee members Paulette wants to bring back everything next year. No fancy Art Fair. She will need someone to chair the Arts and Crafts event. Paulette stated that she went to Frontier Days and saw they ran with small events on specific days. A watermelon eating contest,perhaps one of our Farmer's Market vendors would donate the watermelons. A cupcake decorating contest, maybe sponsored and supplied by Deerfield Bakery or Sam's club or Costco, etc. Each could be a 2-hour event only on one day. Not a contest for the cupcake event. Paulette will need volunteers to step up and handle these or any other ideas. JV thanked everyone who stepped up this year. He said the heart of this committee is Paulette and has been for the past 72 years. The drive behind this committee is the trustees and JV thanked them for all their support. JV also thanked Mike for his work and support, He also thanked the Park District, the Fire Department and the Police Department. He said it was a difficult year. He retired 2 years ago. It was sad we lost Eric. He decided to come back for this year. He stated that the BG Days is an intricate part of the community. JV thinks that we will want to work with the Park District in the future. He called it the 3 head monster, the Park District, the Village and the BG Days committee. Rodney made a motion to adjourn. Adam seconded the motion. The meeting was adjourned at 7:48. Respectfully submitted, Jane Primack Secretary Remaining meetings NONE!!!! BG Days 2021 HISTORY!!!