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Minutes - 11/11/2004 - Autumn Festival CommitteeMINUTES OF THE NOVEMBER 11, 2004 MEETING OF THE AUTUMN FESTIVAL COMMITTEE OF THE VILLAGE OF OAK BROOK. APPROVED AS WRITTEN ON JANUARY 13, 2005. 1. CALL TO ORDER. The Regular Meeting of the Autumn Festival Committee was called to order at 7:15 p.m. in the Oak Brook Bath & Tennis Clubhouse, 800 Oak Brook Road, Oak Brook, IL 2. ROLL CALL: PRESENT: Connie Craig, Nuha Dabbouseh, Linda Gonnella, Carolyn Link, Nelly Naguib, Harry Peters, RonnDa Peters, Nelson Patras, Interim Oak Brook Bath & Tennis Club Manager and Mary Meranda, Secretary. ABSENT. Ariette Adrian, Joyce Antoniolli, John Craig, Rose Janulis, Ralph Maxson and Asif Yusuf. 3. APPROVAL OF MINUTES: Motion by Harry Peters, seconded by Carolyn Link, to approve the minutes of the September 20, 2004 Autumn Festival Committee meeting as presented. VOICE VOTE: Motion carried. 4. UNFINISHED BUSINESS- PREVIEW PARTY a. Review 2004 Menu The Committee recommended that the food stations were a great concept and should continue and consider a different menu for next year. Hors d'oeuvres should be served during the cocktail hour if there is going to be another Preview Party next year. Invitations should be sent out earlier so that more guests will attend. An announcement should be placed in the Oak Brook Civic Association newsletter. b. Review 2004 Decorations The Committee discussed requesting area florists to donate centerpieces for the tables. c. Review 2004 Entertainment Carolyn Link will request the "Downbeats" to save the date of September 24, 2005 for a Preview Party A letter of commitment to the band should be sent for next year's event. Autumn Festival Committee Minutes Page 1 of 4 November 11, 2004 4. d. Review 2004 Raffle $281 was raised with the donated raffle items. The Committee suggested that more raffle items be obtained to raise funds. AUTUMN FEST a. Review 2004 Food Vendors The Committee recommended that a Taste of Oak Brook be hosted on the Oak Brook Polo Grounds with expansion of food vendors and determine if a two day event could be held and to further determine if Oak Brook restaurants wish to participate. The Committee suggested an earlier time for the food vendors to set -up and publish the process further in advance of the date. The following vendors will be requested to return: York Tavern and Scoops. A coffee vendor is suggested as well as McDonald's to determine if they would provide salads. Mr. DiCarlo of Armanetti's will be contacted to provide a wine tasting. Oak Brook Park District will be contacted for the popcorn machine but the Committee requested that popcorn be sold for a minimal cost. Manager Nelson stated that Assistant Village Manager Moline has created an Autumn Fest contract for any vendors that will be participating in the event next year. The sponsors of the event did not attend and the Committee suggested an alternative for their attendance by offering them complimentary food tickets during the event but also award a plaque for their generous support at the event. b. Review 2004 Activity Vendors The Committee recommended that the following vendors be requested for next year's event: Nascar, Rudi Kazoodi, Highland Scottish Dancers and Moonwalk. The Committee requested that the Magician perform a magic show, two face painters rather than one be contracted, balloonist, stilt walker, request four ponies rather than two and the hayride have a designated route given to the owner in advance of the event. The Oak Brook Fire Department participate again especially the maze needs signage with the Dare and K -9 Officers Also the cakewalk was a big success and should continue. The Committee recommended that professional signage be printed including a map of where all the activities and events are located. Trustee Yusuf will donate the pumpkins for the children's activity next year. c. Review 2004 Rental Equipment The cost of the main tent was $2,720. The stage was small for the dancers to perform and extra space should be considered especially if inclement weather. More than one rental Autumn Festival Committee Minutes Page 2 of 4 November 1 1, 2004 4. c. service should be contacted to determine if cheaper rates are available. One generator was rented and used by the race car vendor. It was recommended to determine if the Village has generators they could use for the event. If none are available, the Committee recommended purchasing a generator at an approximate cost of $11,000 and budget for such a purchase next year. d. Review 2004 Parking The Committee questioned the use of contracting for professional parking services. The Committee recommended that Bath & Tennis Club staff be used, as the cost was $265 for 4 hours to R &B Enterprises. The Committee noted that many cars used the Bath & Tennis Club entrance to avoid paying the parking fee and recommended that a police vehicle be placed at the entrance to deter this from happening. e. Review 2004 Sponsorship Area The Committee recommended that this area not be instituted for next year as none of the sponsors came to the area for their complimentary food service. 5. 2005 PREVIEW PARTY a. Discuss the feasibility of a 2005 Preview Party The Committee recommended that rather than hosting a Preview Party that the Village host a two day Autumn Fest event on Saturday and Sunday from 11:00 a.m. to 5:00 p.m. 2005 AUTUMN FEST a. Discuss Sponsorship of a 2005 Autumn Fest The Committee recommended that solicitation letters be sent out earlier next year and that a follow -up letter be sent also. b. Discuss Committee Participation The Committee recommended that all the members be polled if they wish to continue to serve since so few participated in the event. Trustees Craig and Yusuf indicated they did not wish to serve next year on the Committee. The Committee further recommended that subcommittees be formed for financing of the event, marketing, map & signage and then present their information at the monthly meetings. The Committee discussed having an Acting Chairman for the Committee be appointed. Autumn Festival Committee Minutes Page 3 of 4 November 11, 2004 5. c. Discuss Expansion of Activity Events The Committee had previously recommended that the food vendors expand to the Polo Fields in which a concert could be held at one end of the fields and the taste of Oak Brook held at the other end of the fields. d. Discuss Wine Tasting Event The Committee agreed that Mr DiCarlo from Armanetti's be contacted for this event. Linda Gonnella will follow -up on this as Mr. DiCarlo contacted her that he wished to participate next year in the event. 6. ADJOURNMENT: Motion by Member Harry Peters, seconded by Member Dabbouseh, to adjourn the meeting at 8:55 p.m. ATTEST: s /Linda K. Gonnella Linda K. Gonnella Autumn Festival Committee Minutes Page 4 of 4 November 11, 2004