Meeting Minutes - 3/12/2008

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            Northwestern Michigan Fair Board Minutes – 3/12/2009  

 

Meeting called to order 7p by Brent Edgecomb.

 

Pledge of Allegiance : Led By Al Henning

 

Roll Call: Barb Walker

 

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

 

Excused: Karen Zenner, Dan Hubbell

 

Visitors Present: Sonja Youker, Dale Fritz, Dorothy Fritz, Tom Robinson, Rich Noble, Krisitine Sigafoose, Michelle Goetz Grahl- MSU/4-H Gt County, Milt Lewis, Cindy Melvig, Marilyn Wareham

 

Approval of Agenda with additions. 3.12.09.1 Motion by Dana second by Al to approve agenda. Carried

 

Approval of Minutes: 2/12/09 with the following Corrections; Typo under old business corrected Iva from Ivan, Under New Business Gordie reported Anna Bays was dead. 3.12.09.2 Motion by Sharon, second by Al to approve minutes with corrections. Carried.

 

Correspondence- None

 

President’s Report- None

 

Treasure’s Report: Iva reported that she had received a letter fro, Kelly Metcalf. Iva reported account balances as of 3/12/09 Checking $21,474.70, Premium Checking $1,107.96, Savings $176,650.19, Bath House Fund $360.00, Haberlein Fund $4,759.85, Llama Fund $1,797.98, Patrick Case Fund $ 587.60. Iva reported refund checks for $172.00 and $12.00, and one potential but not received for $615.00 from Amerisure Workmen’s Comp. Iva redid the loan to drop the interest from 8.25% to 7%. Motion 3.12.09.3 by Bobe, second by Dana to Approve Treasurer’s Report. Carried.

 

Old Business

  1. Dorothy Fritz- Inquired if the fair was going to sell ice. No and Kay Hauff will sell in campground per Brent as it is part of her job.
  2. Al Henning-Introduced Michelle Goetz as the new MSU agent who took over for Wanda while she is gone. Board welcomed Michelle.

 

New Business

A.  Krisitine Siagfoose presented a letter and her expertise on Grant writing and applications. She reported that she has never done it as an independent contractor. She detailed flat fees, whose responsibility typical for what, need for budget, time line stipulations, restrictions. Questions by board members. New Grant Committee formed- Dana Chair, volunteers Brent, Al, Daryl, Sarah and Krisitine Sigafoose. Sharon handed out suggestion papers on what board members would like to see grants written for.

B.  Daryl- Reported that the lease for the Fire Training Center is overdue. 3.12.09.4 Motion by Barb second by Wayne to continue the lease for one year. Discussion Daryl reported that it should be longer. Discussion. Motion failed 4 yes/8 No. 3.12.09.5 Motion by Daryl, second by Iva that we extend the lease for 3 years. (12 yes/1 No) Motion carried.

C.  Daryl- Questioning why no fire inspection was done for Yankee Zephr Racing. Jim Carroll should have been contacted. Discussion Barb reported that Bobe talked to renter and set up prices, and that she tried to detail extras (trash, porta-potties) on contract. Brent reported that it was Elmer’s misunderstanding that the fair wanted extra plowing and did not charge Yankee Zephr. Barb stated that board members do not follow the rental prices, make arrangements with renters, and that it is very frustrating to tell a renter something and then to have board members or the board change everything. Barb stated that if it is a variance that she tells people that they have to come before the board. Iva reported that she wants everyone to work together, that she sat here for two days and if it takes shutting a renter down that is how it should be because it is a procedural thing. Discussion on contracts. Bobe stated that there are too many chief and not enough Indians. Barb set a Rentals and Contract meeting for 3/19/09 at 7:30p.m.

 

Committees

 

Advertising

-Bobe reported that 9&10 News, WKLT, and Taste the Local Difference is interested in a cooking contest with cooking contest M-F, cookoff Sat, and that we can tie the sales of cookbooks into this.

-WCCW offered to do something for T night

-Canstruction- donate cans of food to Father Fred’s

-Theme is Gathering of Generations

-Barn Dance- Ryan Dobry will have a contest for different dances

-Stephanie Wolf has last two Queen Pictures.

-Milt needs info on Horse Pulls-Draft Horse Show. Draft Show is at 10:00a.m. Sunday

Garrett is working on scrapbooks for media party and then they will be sent to the museum

-Rodeo wants $13,000.00- and Bobe cannot get sponsorship so it will not be taking place as it is too expensive.

-Bobe is looking for old records and 8-tracks that you will not get back and will be used for decorations for the barn dance.

-Bobe is looking for PVC pipe to make lamps for the kids dance Saturday night.

-Bobe reported that we need Hi-Speed internet for the Visa/MC machine. Initial device 139.99 and $59.99 for 24 months. Motion 3.12.09.6 by Sharon, second by Al motion carried.

 

Buildings and Grounds

-Brent reported that the bathrooms are torn up waiting for warmer weather; the floors are cut out, the plumbing fixed.

-Iva reported the painting is done and Thanks to those who helped.

 

Camping

-Brent reported we have received calls from the camping advertising, and the State of Michigan has requested 600 flyers for the tourist info center.

Concessions

-Dana reported that we are still getting contracts. Potential egress to the back row where the vendors (i.e. Taste the Local Difference) are for more exposure.

-Daryl would like to see a map of where all vendors are located.

 

Entertainment

Wayne reported that he has a contract for logging for $4250.00 for Wed. night, 2.5 hour show but if the weather is not favorable we still have to pay. Discussion. Motion 3.12.09.7 by Iva, second by Bobe to talk to the logger and to determine what the time line would be for advance cancellation. Bobe reported she needs a show line up as soon as possible for advertising.

Wayne reported that the line-up is:

 

-Sunday- 10a Draft Horse

-Sunday- 7p. Horse Pull

-Mon. 7p Go Carts and Lawn Mowers

-Tues- Open

-Wed- 7p Logging Show

-Thurs. 7p Off Rd Derby

-Fri. 7p. Night of Destruction (Demo)

-Sat 6p. Tough Trucks

-Gordie reported that on May 9th Tough Trucks wants to use the Grandstands and put on a event, after costs ( electric, trash) they will split the profits, they want to use registrations to pay prize $. Discussion that there is no rental price for the Grandstands established. Motion 3.12.09.8 by Wayne, second by Barb to split after expenses 50/50 with a contract in place. Carried

 

Parking-

Gordie reported that he has talked to parking Pam is questioning exactly what we want covered Security?, Gates? Parking?. Discussion on 2 gates and security for the busier Grandstand events.

 

Labor-

Reported that Karen had a meeting with Iva and Bobe. Renee will be returning to secretarial position with Becky as back-up. Mellissa will be hired to do the entries and Bluebook.

 

Adjournment Motion 3.12.09.9 to Adjourn at 8:25p. by Barb, second by Sharon carried