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Minutes - 10/17/2007 - Autumn Festival Committee1. 2 3. MINUTES OF THE OCTOBER 17, 2007 MEETING OF THE AUTUMN FESTIVAL COMMITTEE OF THE VILLAGE OF OAK BROOK. APPROVED AS WRITTEN ON JANUARY 30, 2008 CALL TO ORDER: The Regular Meeting of the Autumn Festival Committee was called to order by Co- Chairman Linda Gonnella at 7:10 p.m. in the Oak Brook Sports Core Administration Building, 700 Oak Brook Road, Oak Brook, IL . ROLL CALL: PRESENT: Co- Chairman Nuha Dabbouseh and Linda Gonnella, Committee Members Joyce Antoniolli, Connie Craig and Nelly Naguib. ABSENT: Debra Effrein. APPROVAL OF MINUTES: a. Minutes of the Regular Meeting of August 30, 2007 Motion by Member Naguib, seconded by Member Craig, to approve the minutes of the August 30, 2007 Autumn Festival Committee meeting as presented. VOICE VOTE: Motion carried. UNFINISHED BUSINESS: a. Discussion of 2007 Autumn Festival Event The Committee discussed the 2007 Autumn Festival and all of those in attendance indicated that this was the best held event in its history. Using the entire Bath & Tennis grounds made the event more easily accessible to the residents and using the entire parking lot for parking rather than activities made it more accessible to the public. The Bath & Tennis staff was excellent in providing assistance during all of the activities. The Committee discussed new activities for 2008 if the Autumn Festival was to continue. Directions need to be posted to locate the Pool Grill area. For food and beverage sales to the public a large outdoor BBQ would be placed near the grill area and liquid refreshment area to better serve the public. The Committee suggested the use of a bullhorn to announce activities that perform during a specific time. The Committee discussed the dispensing of pumpkins from resident Asif Yusuf and agreed that this activity would be discontinued. It was noted of the difficulty in monitoring the dispensing of the pumpkins to the public. The Committee acknowledged Autumn Festival Committee Minutes Page 1 of 3 October 17, 2007 4. a. Mr. Yusuf s years of donating his pumpkins for the event. During the Autumn Festival, soccer was held and a tennis tournament. The Committee discussed having some type of tennis activity as part of the Autumn Festival programs. Also it is noted that a new banner should be made for Nikki Ricci - Gianna Ricci Burdi /Coldwell Banker as they have been sponsors for the last two years if they participate next year. 5. NEW BUSINESS: a. Discuss and Approve 2007 Autumn Festival Financial Report The Committee reviewed the Financial Report noting the excellent finances of the event. Revenues remaining totaled $1,449.06 for the 2008 event. Co- Chairman Gonnella remarked that all of the sponsors received a hand delivered thank you letter from the Committee, pictures of their sponsored Autumn Festival activity and a plaque of appreciation or certificate of appreciation for their continued years of sponsorship. Co- Chairman Gonnella explained that the Committee is required to present a Financial Report of the 2007 Autumn Festival for the Village Board of Trustees to approve. Also, the Committee, in accordance with Village Resolution R -958, is requested to direct the Village Attorney to draft a resolution establishing an Ad Hoc Committee for the purpose of planning and coordinating a 2008 Oak Brook Autumn Festival. The Committee reviewed and approved the document for presentation for Village Board consideration at their October 23, 2007 meeting. b. Discuss the 2008 Autumn Festival /501h Jubilee Street Dance The Committee discussed whether they wished to host another Autumn Festival event or host the Village's 501h Anniversary Jubilee Street Dance. It was a unanimous consensus of the Committee that the 2007 Autumn Festival was so successful that they would rather continue with this event especially since the sponsors have been so receptive to continue this event each year. Co- Chairman Gonnella recommended that the Oak Brook Park District be contacted, since they have the concerts in the park series, to see if they would host the Street Dance event. Their facility has a large parking area that could be used for the event near their shelter. She will speak with Village Manager Niemeyer regarding this matter. Co- Chairman Gonnella further explained that the Committee is then required to submit a request to the Village Board of Trustees requesting their approval of a Resolution establishing an Ad Hoc Committee for the purpose of planning and coordinating a 2008 Village of Oak Brook Autumn Festival. This will be presented at their next Village Board Autumn Festival Committee Minutes Page 2 of 3 October 17, 2007 4. b. meeting in November. The Committee discussed whether meetings are necessary during the months of November and December. The Committee concurred that the next meeting of the Autumn Festival Committee would be held in January. The Committee also discussed if all of the members wished to continue to serve for next year's event. Co- Chairman Nuha Dabbouseh and member Connie Craig indicated that they wish to retire from the Committee. It is noted for the record that they have both served many years on the Autumn Festival and made great contributions to the success of the Village of Oak Brook's Autumn Festival. 6. ADJOURNMENT: Motion by Member Antoniolli, seconded by Member Naguib, to adjourn the meeting at 8:17 p.m. ATTEST: s /Linda K. Gonnella Linda K. Gonnella Co- Chairman Autumn Festival Committee Minutes Page 3 of 3 October 17, 2007