Minutes of the Barrington Hills Village Communications Committee March 26. 2007 1. Call to Order Chairman Beth Mallen called the meeting to order on March 26, 2007, at 5:36 p.m. in the Barrington Hills Village Hall Training Room. 2. Roll Call of Members Present: Beth Mallen, Chairman Nikki Panos, Vice Chairman Vicki Kelly, Member Linda Fox, Member Dan Mjolsness, Member Maureen Prettyman, Member Neal Waltmire, Planning and Zoning Coordinator Absent Barbara Kemp, Recording Secretary Bob Kosin, Village Manager Walter E. Smithe, Village Trustee, Sponsor Visitors: Patty Meroni 50th Anniversary Chairperson 3. Approval of Minutes The Commission Members reviewed the Draft February, 2007 minutes. Linda motioned to accept the amended minutes as Final. Dan seconded the motion. They will be converted to Final and sent to Neal Waltmire for posting. Approved: 6-0-1 4. Updates: Waltmire * Neal presented a sample-stitched logo for the 50th Anniversary shirts and hats. The Committee decided that the logo was too large. Neal will work with supplier on sizing the logo. * The Board of Health approved a draft smoking ordinance, which is modeled after the Village of Barrington and Cook County ordinances. These state that smoking is prohibited within fifteen feet from the doors of businesses, public places, and places of employment. Clubs can petition for exemption. * The Zoning Board of Appeals discussed a variety of issues. They are examining building area ratios, tree preservation, a lighting ordinance, and the cell tower. The Village Board may decide to make the cell tower meeting a special meeting. * The Technology Committee is working on a cell tower ordinance to present to the Zoning Board of Appeals. 5. Newsletter * Nikki and Linda would like to profile Neal in a future newsletter. Land’s End order sheet, 50th Anniversary, and speed limit ordinance to be included. * Beth will contact Commission Heads for articles to be included by April 15th. 6. Website * Northstar Net will not provide service after August 1, 2007. We will need to change servers. Resources that we will contact include Terry Mills at the Barrington Library and the Technology Committee. Both the Village and Communication Committee websites will need new servers. 7. Chairperson * The Communications Committee will need a new chairperson after the April 17th elections. Vicki made a motion to elect Nikki as chairperson. Linda seconded the motion. Nikki accepted the position after the voting. 6-0-1 8. Fiftieth Anniversary, Patty Meroni As spring approaches, the announcements of our Calendar of Events for our 50th Anniversary will be published in Barrington Lifestyles Magazine, Quintessential Barrington, the Chamber of Commerce Magazine which will highlight our events in a biannual special edition on the Barrington’s, the Courier and the Daily Herald as the dates of our events draw closer. The Riding Club of Barrington Hills will feature our 50th Anniversary Events in their next Newsletter. The Banner at the Gazebo in town has been reserved for the Polo week of September 1-8 and the Concours d’Elegance September 8-15. Maureen Prettyman is coordinating the Barn Tour, and we are receiving inquiries already about it. The Civil War Encampment plans are in place, the neighbor property owner has given permission for us to use his property for the cavalry to ride across; the Waste Management contract is in place, school buses reserved. Bob Kosin is scheduling a meeting with Roland Wood, the Re-Enactment organizer to finalize the agenda and details. The two churches have given us permission to use their parking lots. John Rosene’s staff is designing a poster for the Civil War Encampment. The next project is to finalize prices for events, do a detailed write-up on all the events which will be posted on our website, as well as being available through Delores at the Village Hall. Tickets are being designed with duplicates and will be sold through the Barrington Chamber of Commerce, Meeske’s Meats and Pasquesi, as well as through the Village Hall. Carolyn Springer is working on having a program which will enable easy tracking of all events by both event and name so that residents can sign up for multiple events and pay at one time. Since VBH does not currently accept credit card payments, I have spoken with Fifth Third Bank about having a separate checking account for the 50th Anniversary Events, which will also enable us to accept credit card payments that will be processed by Fifth Third. We have switched our credit card processing to this system for cost savings, ease of tracking and overnight deposit of credit card funds. This would also simplify the accounting for VBH by not having hundreds of small transactions through the general fund. I am also investigating using Pay Pal, which the Concours is using for on line payments. BHCC is pricing the events for our Family Day August 13 so that residents can choose whatever they want to do, i.e., lunch/golf/dinner/swim/tennis. There will be a cash bar available and items may be purchased in the golf and tennis shops. Polo and Concours d’Elegance Because both of these events are in conjunction with the RCBH and the Concours organizers respectively, I have discussed how we will handle these tickets. With the Polo, we will accept payment; however, because of the complexity of the events at the Concours d’Elegance, we will refer people to their website via a link from our website, or to the local number (BH Conservation Trust) to purchase tickets to the various events. My goal is to finalize all the ticket/pricing information and have it available for the website and Delores at VBH by mid April. 8. Adjournment Beth Mallen entertained a motion for dismissal at 7:08 p.m. The next meeting is on Monday, April 23, 2007 at 5:30 p.m. Nikki motioned and Maureen seconded. Motion Approved (6-0-1). Meeting Adjourned 1