Minutes - 09/20/2004 - Autumn Festival CommitteeMINUTES OF THE SPECIAL MEETING OF SEPTEMBER 20,
2004 MEETING OF THE AUTUMN FESTIVAL COMMITTEE OF
THE VILLAGE OF OAK BROOK APPROVED ON NOVEMBER
11, 2004.
1. CALL TO ORDER:
Chairman Craig called the Special Meeting of the Autumn Festival Committee to order at
7:00 p.m. in the Oak Brook Bath & Tennis Clubhouse, 800 Oak Brook Road, Oak Brook,
IL
2. ROLL CALL:
PRESENT: Mariette Adrian, Joyce Antoniolli, Connie Craig, John Craig, Linda
Gonnella, Nuha Dabbouseh, Rose Janulis, Carolyn Link, Ralph Maxson,
Nelly Naguib, Asif Yusuf, Nelson Patras, Interim Oak Brook Bath &
Tennis Club Manager and Mary Meranda, Sports Core Secretary.
ABSENT: Harry Peters, RonnDa Peters and Barbara Nasharr.
3. APPROVAL OF MINUTES:
Motion by Connie Craig, seconded by Nelly Naguib, to approve the minutes of the
August 12, 2004 Autumn Festival Committee meeting as amended.
• 4. UNFINISHED BUSINESS:
a. Review Preview Party Menu
The Committee agreed with the menu as presented by Interim Bath & Tennis Club
Manager Nelson. Chairman Craig will welcome everyone to the event and thank the
sponsors for their participation in the event.
b. Review Preview Party Decorations
The Committee agreed upon white table cloths, green skirting and gold napkins (cost .20
each) with fall leaves around hurricane candles in the center of the table. Gold candles
will be also purchased.
c. Schematic of Preview Party Event
Club Manager Nelson recommended using the Saddle Brook Room for the banquet food
area. The Downbeats will be located near the bar area. A reservation table will be set up
at the entrance to the Clubhouse with Joyce Antoniolli and Rose Janulis greeting the
guests.
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0 4 d. Raffle Prizes & Drawing
Nuha Dabbouseh indicated that there are ten raffle prizes. A list will be located at each
table. Nelly Naguib and Nuha Dabbouseh will coordinate the raffle drawing and
disseminate the raffle prizes.
e. Report of Reservations
Mary Meranda indicated there were only thirty -six reservations and the residents were
able to make reservations until Friday.
5. NEW BUSINESS:
a. Schematic of Autumn Fest
Club Manager Nelson presented a schematic of the location of all the vendors,
entertainment and activities. It was determined that power was necessary for the food
vendor Panda Express. Areas were necessary for the face painter, popcorn machine, cake
walk and massage chair and therapist. The Saddle Club Room would be the sponsor area
with a buffet available for our guests during the afternoon. Food was estimated for
approximately twenty guests in the sponsor area.
. b. Discuss Schedule of Activities
The Committee agreed to have parking passes for the Village Trustees. The Committee
concurred to present Village President Quinlan with VIP passes for both events. Nuha
Dabbouseh stated that Caribou Coffee declined to participate in the event this year. Mary
Meranda indicated that a new coffee vendor has requested to participate this year. She
will contact her to participate in the Autumn Fest.
Nelly Naguib requested a roll of plastic for the pumpkin painting. She will cut out plastic
panchos for the children to wear over their clothing to protect them from the magic
markers ink during pumpkin painting.
c. Report of Rental Equipment
Club Manager Nelson stated that a rental company has been hired for rental of tables,
chairs in the same amount as last year.
d. Report of Parking Contract
Club Manager Nelson explained that two directional attendants have been hired for
parking and a staff person from the Bath & Tennis Club will collect the parking fee. The
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main entrance to the Bath & Tennis Club will be closed and the public will enter at the
5' d.
Library entrance.
Carolyn Link requested that flooring be rented if possible for the use by the Highland
Dancers. Ralph Maxson also requested 40 to 60 chairs for the West Suburban Band.
Nelson Patras will check the rental of a large tent, tables and chairs.
e. Report of Public Safety Officers
Club Manager Nelson explained that the Dare Officer and K -9 Officer will be in
attendance of the event.
f. Report of Wine Tasting Event
Sal's Beverage World will host the wine tasting event. The have agreed to hire a Bath &
Tennis Club staff person to serve the wine otherwise they would be required to obtain a
Special Event Liquor License from the Village of Oak Brook.
g. Report of Food Vendor Contracts
It was discussed that all of the food vendors have been contacted and will be presenting
their gourmet food at the event. Manager Nelson still has not been able to contact Joe
. Perrino of Home Run Inn Pizza for the event.
h. Sponsor Banners Display Area
6. NEW BUSINESS:
Volunteer Schedules
The Committee discussed the volunteer schedule for all of the activities. Linda Gonnella
will formulate a table of all the activities and those assigned to monitor the events. They
will be forwarded to all members of the Committee as soon as possible.
The Committee discussed the decorations for the Preview Party. Nelson Patras will have
his Catering staff review last year's records for the color of the tablecloths. He will have
a sample of the tablecloths and centerpieces for the next meeting on September 20th. He
recommended orange votives could be placed around the centerpieces. The Committee
suggested contacting Costco to see if mums could be purchased for the centerpieces.
6. ADJOURNMENT:
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iMotion by Member Maxson, seconded by Member Peters, to adjourn the meeting at 8:30
p.m.
ATTEST:
�w
Linda K. Gonnella
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