Minutes - 03/10/2005 - Autumn Festival CommitteeMINUTES OF THE MARCH 10, 2005 MEETING OF THE
AUTUMN FESTIVAL COMMITTEE OF THE VILLAGE OF OAK
BROOK. APPROVED AS AMENDED ON APRIL 14, 2005.
1. CALL TO ORDER:
The Regular Meeting of the Autumn Festival Committee was called to order by Chairman
Gonnella at 7:10 p.m. in the Oak Brook Bath & Tennis Clubhouse, 800 Oak Brook Road,
Oak Brook, IL
2. ROLL CALL:
PRESENT: Chairman Linda Gonnella, Vice Chairman Nuha Dabbouseh, Committee
Members Joyce Antoniolli and Connie Craig
ABSENT: Carolyn Linlc, Nelly Naguib and Barbara Nashaar.
IN ATTENDANCE: Assistant Village Manager Jeffrey Moline, Interim Oak Brook Bath
& Tennis Club Manager Nelson Patras and Sports Core Secretary Mary
Meranda.
3. APPROVAL OF MINUTES:
Motion by Member Antoniolli, seconded by Member Craig, to approve the minutes of the
February, 10, 2005 Autumn Festival Committee meeting as presented. VOICE VOTE:
Motion carried.
4. UNFINISHED BUSINESS-
a. Discuss Village Board of Trustees Resolution forming the 2005 Autumn Festival
Committee
Assistant Village Manager Jeffrey discussed with the Committee the Village's
responsibility of the Autumn Festival event and the issue of liability in which the Village
of Oak Brook is covered and the Committee members. He further explained that the
sponsors should be made aware that this may not be used as a tax deduction if they
sponsor any portion of the event. Funds are kept separately for any revenues received
from donors.
Chairman Gonnella notified the Committee of the number of changes made in the General
Managers of the hotels in Oak Brook. The Committee concurred that a separate letter be
drafted for those sponsors that had previously donated for the event to encourage them to
donate again.
Mary Meranda explained that member Carolyn Link has graciously agreed to donate
again this year for the Scottish Highland Dancers to perform and the Piper.
Autumn Festival Committee Minutes Page 1 of 4 March 10, 2005
4. a.
The Committee discussed the different avenues for publicity of the event including the
Village newsletter, Civic Association newsletter, Sports Core flier, School Districts and
Library. The members agreed that a VIP pass be given to all sponsors of the event rather
than tickets. It was further discussed to ask the vendors to donate any food or drinks for
those wearing a VIP pass and request them to keep a record of that information if
possible.
b. Discuss Vendor Contracts
Assistant Manager Moline explained that this year the Village requires a vendor contract
to be completed for the event. It requires that the vendors must provide a certificate of
insurance and indemnification that the vendor agrees to waive the right to sue the Village
of Oak Brook and its volunteers.
The Committee discussed the liability of a face painter and it was suggested that Rudi
Kazoodi provide a waiver of indemnification for parents to sign if their children are to
participate in face painting.
Member Antoniolli recommended that the Committee continue with Rudi Kazoodi as
other vendors were more expensive. The Committee concurred that Rudi Kazoodi be
hired from 1:00 p.m. to 4:00 p.m. and to provide two face painters.
Bath & Tennis Club Manager Patras indicated that he has a vendor for Italian Ice with a
cart. He is working with Heavenly Ice from De Kalb also and then determines which
vendor is the most reasonable.
The Committee then discussed the charging of a $1.00 fee per child for the face painter,
which would remove any liability. It would require the vendor to agree and consider a
retainer fee or he would receive $ .50 from each child. Assistant Village Manager Moline
will research this further with the Village Attorney if this is feasible.
Assistant Village Manager Moline indicated that the Moon Walk and Petting Zoo vendors
must have insurance. The vendor contracts will be tailored somewhat different from the
activity vendors and the food vendors.
Vice Chairman Dabbouseh noted that the Pita House must have a certificate from the Du
Page County Health Department. This vendor must also understand what requirements
are necessary for them to be a food vendor.
Chairman Gonnella will provide information to Mary Meranda to see if the new
restaurant, India House, would participate in this event.
Bath & Tennis Club staff must provide a schematic in advance of where each vendor is to
Autumn Festival Committee Minutes Page 2 of 4 March 105 2005
4. b.
be located and dimensions of the tent. Manager Moline requested Secretary Meranda to
notify food vendors that their contracts must include a listing of all food items to be sold
for the event.
Manager Patras indicated that the Sports Core staff will serve the wine for the wine
tasting as the wine is given free for the event. The provider, Armanetti's, is then allowed
to sell any bottles or to place orders.
Chairman Gonnella will contact Mr. Di Carlo, Armanetti's; Joseph Perrino, Home Run
Inn Pizza; Vito Moreci, York Tavern and the new owner of India House for requesting
their participation as vendors for the 2005 Autumn Festival.
Member Craig reported that she had spoken to Mike Weber. He would donate some small
cakes and /or brownies for the cake walk event. Mary Meranda will contact Mr. Bill's for
the funnel cakes.
Vice Chairman Dabbouseh discussed the activity vendors. The magician has agreed to
participate at a cost of $195.00 per magic show. She will request that he consider
reducing his fee. Amazing Animals has agreed to participate also in the event and is
presently negotiating a lesser price as the fee is $275.00 for one hour and a4- if she would
consider performing two shows at a lesser fee. The Hinsdale Jazz Band is not able to
perform as they are just beginning their season.
Member Craig will contact Ron Lemm to see if the Butler School Band or their Jazz Band
will perform or their Spirit Squad.
Vice Chairman Dabbouseh discussed the pony vendor as she has not been able to reach
the company. Member Antoniolli will contact other companies if available.
Member Craig suggested considering company sponsored activity events. Committee
members could make a personal contact at any of the local businesses with the concept,
then followed up with a letter to them to see if they would be willing to participate.
The Committee then discussed the event layout. Manager Patras will notify the Hinsdale
Hurricane Soccer organization not to schedule practices the day of the event. The
members then discussed the possibility of roping off an area of the Library so that the
residents park in the parking fields. It was stated that Member Naguib will coordinate the
pumpkin face painting activity. Magic markers will be provided with ponchos cut from a
roll of plastic tablecloth.
Vice Chairman Dabbouseh will contact coffee vendors for the event for their participation
and possibly donating coffee. R. C. Racing has e- mailed their response that they will
participate in the event. The Committee discussed their next regular meeting would be
Autumn Festival Committee Minutes Page 3 of 4 March 10, 2005
4. b.
held on April 14, 2005 at 7:00 p.m.
5. NEW BUSINESS - None presented.
6. ADJOURNMENT:
Motion by Member Craig, seconded by Vice Chairman Dabbouseh, to adjourn the
meeting at 8:25 p.m.
ATTEST:
s /Linda K. Gonnella
Chairman Linda K. Gonnella
Autumn Festival Committee Minutes Page 4 of 4 March 10, 2005