Loading...
Minutes - 08/12/2004 - Autumn Festival CommitteeMINUTES OF THE AUGUST 12, 2004 MEETING OF THE • AUTUMN FESTIVAL COMMITTEE OF THE VILLAGE OF OAK BROOK APPROVED ON - SEPTEMBER 9, 2004. 1. CALL TO ORDER: The Regular Meeting of the Autumn Festival Committee was called to order by Chairman Craig at 7:10 p.m. in the Oak Brook Bath & Tennis Clubhouse, 800 Oak Brook Road, Oak Brook, IL 2. ROLL CALL: PRESENT: Chairman John Craig, Joyce Antoniolli, Rose Boersma, Connie Craig, Nuha Dabbouseh, Linda Gonnella, Carolyn Link, Ralph Maxson, Nelly Naguib, Harry Peters, RonnDa Peters, Asif Yusuf, Nelson Patras, Interim Oak Brook Bath & Tennis Club Manager and Mary Meranda, Sports Core Secretary. ABSENT: Mariette Adrian and Barbara Nasharr. 3. APPROVAL OF MINUTES: The minutes of the July 8, 2004 Autumn Festival Committee meeting were approved as presented. 4. UNFINISHED BUSINESS: Menu The Committee discussed the menu for the Preview Party and requested the following ethnic food stations be developed by Chef Sue McMillanand Nelson Partras: pasta station, stir fry, sauerbraten, shepherd's pie, salad /fruit, desserts of carrot cake and black forest cake. A cash bar will be available for our guests. The Committee then discussed the flyers to be sent to all residents. Linda Gonnella indicated that staff at the Village Hall would copy, collate and send the flyers to the residents. Carolyn Link requested that information be given to her by Friday so that it may be included in the Civic Association newsletter. Committee members Nuha Dabbouseh and Nelly Naguib also requested flyers for the schools. Harry Peters suggested the idea of a dunk tank activity whereby representatives from the Park District, School District and Village Board participate. The Committee discussed the idea of accepting donations for charity for this activity. He will approach the School Board, Park Board and Village Board to consider participating in this event as a cooperative effort by the Boards for our Autumn Fest. Asif Yusuf volunteered as a Autumn Festival Committee Minutes Page 1 of 4 August 12, 2004 representative from the Village Board for this activity. Carolyn Link then discussed the music for the Preview Party. She was able to obtain the "Downbeats ", a four -piece band for $800.00. Motion by Member Maxson, seconded by Chairman Craig, to approve a contract with The Downbeats at a cost of $800.00 to perform at the Preview Party. VOICE VOTE: Motion carried. Carolyn Link will forward the contract to Nelson Patras for the band. The Committee discussed the time of the Preview Party scheduled from 6:00 to 8:00 p.m. for dinner and 8:00 to 11:00 p.m. for dance music. The Committee then discussed the Autumn Fest. Asif Yusuf offered pumpkins from his farm for the pumpkin painting activity for children. Nuha Dabbouseh will recruit volunteers for assisting with the pumpkin painting and Nelly will purchase washable marking pens for this activity. 5. VENDORS: Nelly Naguib indicated that Rudy Kazooti would perform from 1:00 to 4:00 p.m. for $300.00 including the activities of stickers, balloons, animals, face painting and magic. She stated that the wine tasting is complimentary to the public for four hours and she will forward a contract from Liquors to Nelson. • Nuha explained that she was able to obtain the Panda Express, Viceroy India and Pita House as vendors for the afternoon. Linda Gonnella noted that Home Run Inn Pizza has agreed to participate as well as York Tavern providing their famous hamburgers. Nuha also suggested that Caribou coffee is willing to donate coffee. It was discussed that Bath & Tennis Club staff could serve the coffee and sell it a fee to public. The Moonwalk activity has agreed to install their equipment for four hours at a cost of $175.00 that requires supervision of the children. Asif Yusuf commented that if he has a late crop of sweet corn, he would provide it for the staff to cook and sell to the public. Carolyn Link indicated that the Highland Dancers would perform at 1:00 p.m. and 2:30 p.m. Nuha will check to see if the snow cone vendor is available. Prince and Princess Ponies must receive a deposit from the Village. Nelson Patras will be given the information on this from her. Nelly Naguib will contact the vendor for the hayride activity to insure that it is included as one of our activities for the day. Nuha Dabbouseh explained that if the simulated racing car vendor is able to collect $2,500 in sales from his activity, that he will return the $500.00 deposit he required. Nelson Patras will work with the Catering Department to order small cakes from Dominick's for the cake walk activity. Joyce Antonoilli offered to supply a boom box for • Autumn Festival Committee Minutes Page 2 of 4 August 12, 2004 the music for the cakewalk. Harry Peters inquired into who will oversee the parking of the cars. This still has to be discussed for volunteers from the Committee or hiring staff. Nelson Patras will contract for the main tent in the parking lot with tables and chairs. He suggested the Saddle Room could be used for Sponsors of the Autumn Fest and that parking passes would need to be provided. Chairman Craig offered to distribute the Sponsor complimentary tickets and passes. Ralph Maxson explained that in previous years maps were dispersed which had a pass for them to tear off for the band to enter the parking lot. This will need to be discussed further. Joyce Antonoilli and Rose Boersma volunteered to coordinate the cake walk activity. Joyce Antonoilli and Nelly Naguib will coordinate reservations for the Preview Party with tables of ten and open seating for the remainder of the public. Nelly Naguib will be in charge of the pumpkin painting. Nuha Dabbouseh asked that Carolyn Link request in the Civic Association newsletter the need for volunteers for the Autumn Fest. They may contact Mary Meranda what activity they wish to volunteer. Nelson Patras stated the rental company would set up the tables and tent. Sports Core . staff will set up the tablecloths (plastic rolls). Nelson Patras suggested that $1,000 might cover the expenses of having Bath & Tennis Club staff to assist in coordinating the event. The Committee then discussed contracting Ray Rocke for $375 to coordinate the parking and collect the fees. Nelson indicated the cost of approximately $750.00 for the Sponsor room for food and drink during the Autumn Fest. The Committee would purchase small mums for table centerpieces for the Preview Party from Costco. Nelson has a vendor for sponsor banners. Nuha Dabbouseh will be in charge of selling raffle tickets at the Preview Party and will coordinate the raffle prizes. Carolyn Link offered to contact businesses for more raffle gift certificates and suggested selling the raffle tickets for $2.00 each or 3 for $5.00. Chairman Craig will speak at the microphone to thank the sponsors at the Preview Party. The Committee needs to determine who will organize the location of the activities and entertainment when the vendors come to set up. Nelson Patras will work on a schematic to coordinate this with Mary Meranda for the vendors and also the residents. It was noted that extra chairs are needed for the band on Sunday and staff will coordinate the use of the paddleboat provided good weather is forecast. 0 Autumn Festival Committee Minutes Page 3 of 4 August 12, 2004 U C7 ADJOURNMENT: The meeting adjourned at 9:20 p.m. ATTEST: Linda K. Gonnella • Autumn Festival Committee Minutes Page 4 of 4 August 12, 2004