Meeting Minutes - 1/14/10

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            NORTHWESTERN MICHIGAN FAIR BOARD MINUTES

                                                     1/14/2010

 
Called to Order by Brent Edgecomb at 6:33p.m.

 

Pledge of Allegiance was led by Iva Lewis

 

Iva requested that a minute of silence be observed for victims of Haiti

 

Roll Call- taken by Barb Walker


Board members Present: Brent Edgecomb, Al Henning, Karen Zenner, Iva
Lewis, Barb Walker, Mary Dennis, Sharon Case, Sarah Sullivan, Dana Cederquist, Dan Hubbell, Wayne Strang, Sonja Youker, Pam Leach, Bobe McPherson, Daryl Case


Visitors Present: Dale & Dorothy Fritz, Melissa & Allison Fewless, Darrel Robinson,
Milt Lewis, Kris Diesler, Julie Nowland, Will Kasben, Tina Lyftaku


Approval of Agenda- Motion 1.14.10.1 by Barb seconded by Al to approve agenda with additions. Carried.


Approval of Minutes- Motion 1.14.10.2 by Wayne seconded by Al to approve minutes with correction that Al was late but present. Carried.


Correspondence- Barb reported that surveys from convention are available, IAFE
Educational Opportunities, and Michigan Dynamometer 90-10 Newsletter.


President’s Report- Written report from Brent. He shared his convention experience and encouraged the board to work as a team.


Treasurer’s Report- Iva reported that per the by-laws she is supposed to give monthly reports. Bank balances as of 1/13/10, Profit and Loss vs. Actual Budget, Check register 12/22/09-1/13/10, costs and revenue 09 fair week, and profit and loss budget vs. actual breakdown explanations from the prior meeting were handed out. Discussion. Motion 1.14.10.3 by Al, seconded by Pam to accept Treasurer’s report. Carried.


Public Comment- None


New Business-
A. Brent- Reported that picnic basket and cookbook were used in the fair’s silent auction basket for convention. Motion 1.14.10.4 by Iva, seconded Dan to approve picnic basket and cookbook for convention. Carried.
B. Iva- Sharon will be reimbursed for cellophane and plates used in the basket. Barb reported that she was able to cancel the rooms for Daryl Renee Case, Bobe McPherson, anDan Hubbell; however the cut- for convention registration of $65 for board members and $50 for was12/13/09. Barb reported that this appears to happen each year and would like itto be noted that the association is absorbing this. In addition, Al ended up rooming by himself due to cancellation dramatically increases his cost, while Pam unknown to the
hotel someone else‘s room. Discussion. Iva would like rules established. Brent expressed that he felt the fair should pay for the registrations this year and establish rules for the following years.


Motion 1.14.10.5 by Al seconded by Wayne for the fair to pay 3 directors this year. Against Iva and Barb. Motion carried. Barb also noted that the livestock council owes $311.24 for Darrel Robinson’s room registration. Rudy Neumann owes $65.00 registration fee which he will pay for. Dan Hubbell stated that he will pay $50 for Renee’s registration.


4-H Livestock-

A. Dan Hubbell reported that he is working on garnishment from stiffing of 2008 buyer of Grand Champion pig.

B. Darrell reported that Jeff Hubbell is the new Livestock Vice president. He reported that Lynn Henning has $860 from raffle, $700 from Live-Stock Council and the Livestock Council would like $700 matching from the fair to purchase new rabbit cages. Motion 1.14.10.6 by Daryl Seconded by Bobe to match $700 for rabbit cages. Carried. Sheila Krieger sent in suggested Fair 2010 theme ideas. Discussion.
Motion 1.14.10.7 by Dan seconded by Al to have the 2010 theme “Going Green”. Carried.                           

 

Old Business

A. Iva- Requests that convention bills be turned in and she will then have
a breakdown.


B. Kris Diesler- Reported that he is here representing MIHA and that they would like the following dates for the MIHA shows 9/11, 9/18 and 9/25/10 for the same $1100 as in the previous year. Discussion on the Cost of everything increasing. Barb noted that Diane representing Peter Campbell had inquired about one of the dates. Kris reported that Cadillac fair is private now. Kris is willing to work with dates. Motion
1.14.10.8 by Iva, seconded by Dan to waive stall fees for MIHA but charge $450.00 per MIHA date. Against Barb, Daryl and Sharon. Carried.


Committee Reports (Only Committees With Reports are listed)
1. Advertising- Bobe reported that she cannot do running due to knee injury. Barb
declined interest. Bobe will do some checking. Milt would like to remind people to get new things/announcements to him to put on the web.


2.Bingo- Bobe is doing it


3. Buildings and Grounds- Daryl reported that he is submitting a grant for
Communication system for entire grounds. The grant covers 17 counties and is due 4/10/10.


4.Concessions- Dana is making contacts


5. Entertainment- Wayne reported he has lawn mowers on Wed., Autocross/Derby
on Fri. and Tough Trucks on Sat. Barb noted that she is interested in a Battle of the Bands. Bobe reported that Cindy Melvig had been working on this in 2009. Will Kasben reported that he would like to see a rodeo. Discussion. Will reported that he is potentially interested in obtaining sponsors And having a rodeo 6/26 and 6/27. He said that it would include Bulls and Barrels, with a rodeo on Sat. Will can be contacted at1-231-844-2878. Karen reported that at convention she talked to the Exotic animal Folks. They have a petting zoo, camel rides, and over 100 animals.
They would be available  Mon.-Sat. Carnival Hours for $3000. Motion 1.14.10.8 by Wayne seconded by Iva to contact Whispering Pines Exotic Animals. Carried. Barb will contact them.


6. Fundraising/Sponsorships/Grants- Bobe made a contract with grant writer to
Pay $300.00 for 3 months. We will then compile info and discuss.


7. Museum/ Historical- Brent is trying to locate Shirley Johnson’s address perhaps
on Goodrick Rd. Bobe is sending a letter concerning museum improve-
ments, and complaints  we have received (parking. Buffets, crowd
Interactions).
8. Pancake Breakfast- Discussion on contacts for breakfast. Bobe reported she
Knows who Tom Robinson went to.


9. Premium Book- Pam reported that the book does not have to be restructured.
Departments will need to be changed. Discussion on premiums. Motion 1.14.10.9 by Iva, seconded by Sonya to give ribbons to boys and girls, eliminate sweepstakes replace with large rosettes, pay 1st place premiums (Evelyn Heim, Draft Horse, Open Livestock), require three or more entries per class for premium to be paid. Carried.


10. Rentals and Contracts- Barb reported that the Energy fair previously held in
Manistee was interested in Traverse. She received the RFP on Fri and was due the following Mon.. The time span is too short for the many requirements the RFP requires but should be considered for 2011. Barb sent an email to the GLREA reporting 2011 interest. Pam reported that a former horse shower expressed interest in having a polo match. Pam will contact her. Mary reported that she attended a convention workshop on Winter Storage and shared that some fairs make up flyers, have helping the office year around. Mary feels that we are inline with other fairs.


11. Safety- OSHA is still scheduled for a pre trial


12. Superintendents- Al reported had a meeting this evening. He has the beef
contract for Open and 4-H $700.00/ Marty K.. Motion 1.14.10.10 by Daryl, seconded by Dan to approve beef judge contract. Carried.


13. Tickets and Passes- Mary reported that vendor tickets and passes will be a
different color, vehicle pass one to concession, up to 4 person passes more must be purchased, livestock members will be banded by specie chair. Siblings will have a different color band. Discussion on gate price.  Discussion on concession and recommendations. The next meeting will be 2/8@6p. Bobe inquired since Tom is not cooking for media day can she ask Josh to cook.


Meeting Adjourned at 8:46p.m. Motion 1.14.10.11 by Wayne, seconded by Barb.
Carried.