Meeting Minutes - 1/15/09

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                                              NORTHWESTERN MICHIGAN FAIR BOARD MINUTES

                                                                                 1/15/2009

Meeting Called to order by President Edgecomb at 7p.m.

Pledge of Allegiance led by Karen Zenner

Roll Call: Barb Walker

               Board Members Present: Brent Edgecomb, Karen Zenner, Iva Lewis, Barb Walker, Mary Dennis, Sharon Case, Dan Hubbell, Wayne Strang, Gordie Wilder, Pam Leach, Bobe McPherson.

                            Late: Al Henning 7:05, Daryl Case 7:50p

                            Absent: Dana Cederquist- Excused, Laura Czaja Robinson- (see attached letter)

              Visitors present: Sarah Sullivan, Sonja Youker, Tammara Sanchez, Cindy Melvig, Milt Lewis, Barb Crosley, Tom Robinson, Garrett Rogers

1.15.09.1 Motion by Iva second by Karen to approve agenda. Carried

Minutes

             1.15.09.2 Approval of 12/11/08 minutes. Motion by Karen, seconded by Gordie. Carried

             1.15.09.3 Approval of 9/11/08 minutes. Motion by Sharon second by Gordie. Carried

Correspondence: Letter from Greg Dziewicki  re: Golf Cart/ATV/Gator use, Resignation letter from Laura Czaja-Robinson, Bobe & Garrett displayed book on theme of Generations. Request for Pictures of Generations, Barb reported return of  rental contract from Anna Bays reporting that they have added expect arenas to be groomed at beginning, lunch, at no additional charge. Barb will talk to Renter Shelly Murphy.

1.15.09.4 Motion by Karen second by Iva to maintain an hourly rental charge when fair equipment is used. Carried

President’s Report: None

Treasurer’s Report: Iva reported that the auditor suggested only doing a report quarterly. Iva reported that the auditor suggested she clean up accounts she closed: both Northwestern Bank accounts ( # 94 $4,200.75, # 90 $12,937.94), Chase Savings account ($3204.28)- These have been transferred to Traverse City State Bank General Checking

 Traverse City State Bank llama memorial account ($1797.53) Transferred to Traverse City State Bank Savings

Brent reported that paid bills will be posted on the bulletin board in back hallway.

1.15.09.5 Motion by Dan second by Al to do quarterly treasurer reports. Carried

Iva presented bill from HM Sign re 4-H. Board noted it is to be sent to the Northwest Michigan Livestock care of Sue Monroe

Iva presented literature on Jeff Gordon car, 3 day minimum, $2000.00 per day, 8 hours per day fair to pick hours, presented by Kramer Entertainment, available to meet & greet, can charge per person, average $150.00.

Also motorized cooler for raffle 389.00-400.00 can raffle for $5.00 per ticket.

1.15.09.6 Motion by Al second by Pam to accept Treasurer’s report. Carried

Old Business: A. Arnold’s Contract 1.15.09.7 Motion by Wayne, seconded by Al to sign contract. Carried

New Business:

Brent reported approached by Rick Schimel re renting grounds during Cherry Festival for concerts, they would want exclusive use of fairgrounds. In 1999 they rented for 20 days. Lots of Discussion. Concerns about advertising campground not available to campers, maintenance barn-they had exclusive use. Bobe reported that she called Ionia fair with whom they have rented from, and that there is a couple of ways for example flat rate or $1.00 per person per event. That they used service groups like Boy Scouts, Knights of Columbus for chairs concessions, and parking lots. Barb Crosley reported that they are looking for a projection price and utilization is not set in stone. 1.15.09.8 Motion by Dan second by Iva to “Indicate to Cherry festival to pursue proposed terms would be similar to those charged the Ionia Free Fair with typical terms and conditions, $1.00 per person”.  Vote Barb and Mary opposed. Motion carried

1.15.09.9 Motion by Al, second by Iva to comprise a sub committee to work on this. Carried

Letter of Resignation from Laura Czaja-Robinson. Discussion.  1.15.09.10 Motion by Daryl, second by Al to accept resignation. Dan requested that this issue be tabled and give Laura a chance to reconsider. Discussion.  Motion on Floor. Vote to accept resignation 7 yeah, 5 nays. Carried

Tie at annual meeting for votes Sarah Sullivan and Clarissa Johnston. Sarah will run. Clarissa will be contacted and vote will take place at next regular meeting.

Committee reports: * Only those who had reports are listed

Concessions- Tammara Sanchez reported that she is still looking for vendors for the Fitch/LaCross building please give her contacts if anyone hears of anyone

Premium Book: Pam reported that she has still been unable to open the premium disc. Request that golf cart page be inserted in book. Discussion on golf carts. Board members reported that from convention it is an issue with other fairs and need to follow through and check Web sites of MAFE and other fairs. 1.15.09.11 Motion by Al, second by Iva to have no golf carts to use shuttle. Discussion that rules have to be consistent for example all golf carts, including vendors, Advantage would have to come before the board. Ban carts or have trouble. 3 Yeas, 9 nays. Motion defeated.

Restrooms: Tom Robinson reported that the trusses will be $20,000.00.

Entertainment:

Wayne reported that Unique motor Sports wants to do Auto Cross (3 hr show) and Demo Derby (3 hr show) - 2 shows for $ 4000.00 per show with Unique motor sports to get pit pass $ and entry fee dollars.

1.15.09.12 Motion by Barb, second by Gordie to see if Unique will agree to ½ pit pass dollars. Carried.

Events tentatively scheduled as Sun-Draft Horse Pulls

                                                          Monday-Golf Carts

                                                         Tuesday- Auto Cross

                                                        Wednesday-

                                                         Thursday-

                                                         Friday- Demo Derby

                                                        Saturday- Tough Trucks

Wayne reported that Daryl Wiggins would like to split up golf carts and go carts

Barb reported that the pits from golf carts were $2970.00 from Demo pits were $1874.00

Garrett brought up that we could do I gotta have talent for cheap.

Discussion that the sound system in the Grand Stands need to be improved. Daryl stated that this is a safety issue all over the grounds and we need to be able to communicate with people.

Labor: Milt all recopies are done and propose sending in by the end of this week. Milt reported 260 recipes. Discussion on how many books to order cost due to special dividers is $12.50 per book.  Suggest 1900 100+ years of recipes. Thank You Milt for all your hard work.

Parking, Tickets & Passes-

Parking -Gordie- Clarification to find different parking due to IRS issues. Yes

Web Site- Bobe reported that host has been switched to Traverse Global

Advertising- Bobe reported that they are setting up the Cattle Call. Garret clarified theme for fair is Generations free standing from 4-H. Sonya Youker will share with 4-H. Bobe reported on a grant Application to Sam’s Club.

Meeting Adjourned by All