Meeting Minutes - 2/1/09

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                                               Northwestern Michigan Fair Board Minutes

                                               Special Meeting 2/1/2009-Operations of Fair

Meeting called to order by President Edgecomb at 2:04p.m.

Pledge led by Al Henning

Roll Call: Barb Walker

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

                       Board Members Absent: Daryl Case- Excused, Dan Hubbell- Unexcused

Vistors: None Present

Barb Walker turned her safe room key over to Karen Zenner.

2.1.09.1 Motion by Karen, seconded by Al to approve Agenda

Presidents Report- Brent Reviewed the Presidents report

New Business:

  1. Security of Maintenance Barn Tools- Brent reported that tools are gone. Discussion on the loss of many hundreds of dollars of equipment, tools, EZ-ups, suggestion limit access to tools, secure room and only select people i.e. buildings and grounds committee having keys,. Much discussion. Board determined that all equipment will be marked with 1 color of paint.
  2. Accountability of Winter Storage- Brent reported that items are here without accountability and gave many instances, backed by Mary Dennis of board members bringing items that are not all logged in ( Dana, Brent, Gordie, Iva, Pam, Karen, Laura), no proof of insurance, items put in places that were supposed to be rented spaces, and no knowledge of who owns items. Discussion. 2.1.09.2 Motion by Barb, seconded by Wayne that all Board members will fill out a rental form, and items not properly tagged and identified will be removed beginning Sept 2009. Carried
  3. Purchase Order Policy- Brent turned floor over to Iva who reported that we need tracking system to keep track of purchases for accountability and proper payment.  Discussion. 2.1.09.3 Motion by Gordie, seconded by Sharon that a name of who is purchasing and the date of purchase be placed on sales slips. Carried
  4.  Treasury Position Transition- Barb reported that she has heard in the community that she did illegal things and does not appreciate it. Discussion on different people’s system, personalities.  Iva presented paperwork on the Workman’s comp issue. She reported to Carrier everyone who received a W-9 including parking, bathrooms, Demo Winners, Judges, builder. She reported that she is trying to straighten this out and that people who are sub contractors need to have coverage paperwork. Discussion.

Bobe reported that we cannot deal with snippy people. Iva reported that taken referred to Barb taking Barb’s boxes. Bobe stated that we have to work together or we will fall apart. Karen noted that with the conclusion of the State report the transition should be complete. Bobe noted that in the position Brent is in he is responsible for being the middle man.

  1. Smoking- Discussion on smoking in designated area or smoking ban. Smoking will be banned from the office. Please smoke outside.
  2. Pam Reported that Clarissa was offended that she was not called to ask if she was interested in position and she might be too mad to accept. Iva stated that Clarissa was never here when she was on the board and for her this created issues. Seat will be voted on at next board meeting and everyone will have their vote.
  3. Parking Gordie is working on parking which will be separate from Security.

2.1.09.4 Motion by Gordie, seconded by all to adjourn at 3:30p.m. Carried