Meeting Minutes - 7/16/2009
Northwestern
Michigan Fair Board Minutes – 7/16/2009
President Edgecomb called the Meeting to Order at 7:02p.m.
Pledge of Allegiance was led by Karen Zenner
Roll Call was taken by Barb Walker
Board Members Present: Brent Edgecomb, Al Henning, Karen Zenner, Iva Lewis, Barb Walker, Sharon Case, Sarah Sullivan, Dana Cederquist, Dan Hubbell, Wayne Strang, Gordie Wilder, Pam Leach, Bobe McPherson
Board Members Absent/Excused: Daryl Case-excused, Mary Dennis unexcused
Visitors Present: Cindy Melvig, Nancy Wieland, Ted McManus, Julia Deemer, Tammara Sanchez, Rudy Neumann, Darrel Robinson, Henry Hauffe, Kay Hauffe, Barb Edgecomb, Stephanie Wolf, Tom Robinson, Mary Ann Wilsey, Stacey Clous, Sonya Youker, Dorothy Fritz, Dale Fritz.
Approval of Minutes – It was noted that Ted McManus no longer wants to buy the portable stalls. Motion 7.16.09.02 by Karen second by Sharon to approve minutes. Carried.
Correspondence- To be covered under committees
President’s Report: Brent shared North end of parking lot closed to cut down on through traffic, Kelly Metcalf replaced with treated 6X6’s, the rotted posts that support the gazebo cost was $581.60. Brine was put down last week with a second application to be applied before fair. Brent would like to see events start promptly and end by 9-9:30p.m.
Treasure’s Report: Iva reported that she will post the bills paid on the board outside her door. Registrations are in and entered.
Public Comment
Julia Deemer- Inquired about putting extra baked products out, with a donation can. Discussion. Bobe suggested Julia call Jim Hayden at the Health Dept to make sure health rules are followed.
Henry Hauffe- Henry passed out a spread sheet with the campground income. He reported that 95 sites have been utilized not including horse shows. 33 reservations are in for the BMX event. Henry reported that Trailer Life ad is up for renewal. The renewal will be $1107.00 versus the renewal rate of $1500.00. Motion 7.16.09.03 by Barb second by Sharon to renew the Trailer Life ad, and to add address, and credit card acceptance. Carried. Fish Fry to be 7/26/ at 3p.m.
Larkin Insurance- Shawn Gregory- He reported he was here to follow up on bid. Questions and discussion. Shawn reported that there is generally a 10% penalty for change of insurance. In addition Shawn suggested an umbrella policy. Discussion on old horse barn repair cost versus replacement. Motion 7.16.09.04 by Dan second by Iva to move forward on transfer of insurance. Carried.
New Business
A. Dana- Reported that he has talked to TC Recycle and American Waste and at no charge to the fair they will have labeled totes. Barb requested if they will have something for grease?
Dana reported that his wife’s aunt donated a $100.00 to modify the restroom to accommodate wheelchair increased mobility. The restrooms meet code but are very difficult to maneuver around in the stall. Motion 7.16.09.05 by Barb second by Al to make both male and female bathroom more accommodating.
Dana reported that he is trying to get a gravel path between Carolyn’s and restaurant. Potentially 60-100ft. Motion 7.16.09.06 by Sharon second by Dan to have Dana go forward on a gravel path. Carried.
B. Dorothy- Reported that 4-H will have ice for sale. Questioning if anyone remembers last years prices. Cost to 4-H will be $4.00 for 20#, and $1.25 for 7#. Ice will be sold at Fritz’s, Maintenance Barn and Campground. Brent stated that the campground store will have set hours.
Livestock/4-H: Rudy reported that they are 19 pens short for swine. Questioned lamb barn but Rudy does not think there will be room in lamb barn. Two open pigs are entered. Brent stated he will look at panels and determine what size tent is needed. Motion 7.16.09.07 by Dan second by Gordie to allow Brent to purchase what is needed. Carried. Darrell reported that they would like to use an office in the fair office for the week of the fair. Bobe reported that we let them come in and partner. Brent will contact Mary to inquire about her stuff, he does not want Mary’s stuff moved until Mary can identify it. Last workbee 7/21.
Old Business
A. Sharon- Reported that the new gazebo should be up tomorrow.
B. Iva –reported that the Humanitarian Transportation (bus drivers) have agreed to do more things and so we need to increase there contract from $6000.00 approved at the last meeting to potentially $7500.00. Motion 7.16.09.08 by Bobe, second by Karen to allow Iva to increase contract by up to $7500.00. Carried. Barb E reported she is having a meeting at the mall food court with the bus drivers on 7/29/09.
C. Karen inquired that if anyone wants fair t-shirts or sweatshirts to write down name, size and type.
Committee reports- Note only those committees who gave reports are listed.
Advertising
Bobe gave a detailed report on posters, tri-folds, radio and Tv, partnering sign with Old Engine, Ryan Dobry, Web Site, Taste the Local Difference, Union Gun Band, Arm Wrestling, Ferris Wheel of Love, Sponsor Party is at 1p 8/7/09. On Kids Day Chef’s will be cooking for kids. Tom reported he has food donated for pancake breakfast, looking for donations help of paper products. Sam’s and Gordon’s donated $1025.00.
Buildings & Grounds-
Brent reported that the museum roof is done; bid was increased by $50.00 due to 2 layers of shingles and original shakes. Grounds need to be sprayed. Spraying needs to be done Wayne will have it sprayed as soon as possible and it lasts for 90 days. Infield of Grandstands needs to be leveled. Gordie suggested that a box plate would be useful. Dana will check with Gillison’s on the cost of a 7 0r 8ft. box plate in towards their concession spot. Tough Trucks left a motor home from last year and it needs to be gutted and stripped before it can be removed. Discussion. On day of fish fry will attempt to strip it. Wayne reported that James Jones will have his car out within 1 week. Brent reported that Gene is putting new boards on bleachers.
Camping
Karen has not had a chance to plot everything out but there are lots of campers. Fire rings are for sale for $15.00 a piece. Concession campers will be by the grandstand. Discussion that they pay $75.00 per camping.
Concessions
Dana reported that he has contract for the restaurant. He has received lots of calls. Space still available in LaCross building. Discussion on coming in early, deliveries. Grandstand concessions Dana sent out letters, Barb E has contacted service groups who will give the fair a %. Decision to let Barb E handle concessions in Grandstands.
Entertainment
Wayne turned in golf cart/lawnmower contract. Tough truck contract discussion on clean-up. Motion 07.16.09.09 by Dana second by Al to approve Tough Truck contract. Carried. Amy Koronka wants a group to play musical instruments in front of Heim for church. Discussion on how others pay. Dana will handle. Wayne reported that a second ticket booth is being built for in front of Grandstands. Barb E reported she is contacting everyone to review, and that everyone will start and finish on time. A dozer will need to be rented for lawn mower race.
Finance
Iva reported that Microsoft Office, Blue Ribbon Program, Quickbooks, and now the wireless Internet connection have been stolen and she wants to file a police report as this exceeds $1500.00. To replace the Internet connection will be $210.00. Discussion. Motion 7.16.09.10 by Dan second by Al to authorize Iva to spend whatever to replace. Suggestion to lock office and limit keys. Iva said she called the grant lady who had not heard from anyone on what we wanted grants for. Iva passed the grant information to Al.
Queens
Tom reported that he needs help from the queen candidates. Pam reported that they voted to help him two nights in the Grandstand. Pam reported that they were in both Cherry Festival parades.
Rentals and Contracts
Barb reported the following contracts
Advantage $4650.00 plus camping spot
Pepsi- same as last year to remove machines from Grandstand. They will maintain and give us a %.
Sawdust 3 loads will be delivered 8/3 cost $2025.00
Sherrif –have been contacted waiting for contract.
Restaurant- Dana had Mary fill out concession contract but need to ensure set times and that they will be responsible for all permits and liability
RADIOS WILL BE ARRIVING ON 8/4 AT 9A
Houdek’s contract is in place
Golf Carts- 22 plus 2 handicapped will be delivered on 8/5
Bathroom Cathy Giddis will be hired as employee for $50 per hour maximum $2000.00 with WC and taxes to be taken out. Also includes camping space
Humanitarian Transportation $6000.00 tickets, pits, grandstands and gates
Tents- All set to come Wed before fair
Fire-
Ambulance-
American Waste need to order 80 totes with empty at 7a.m. and same amount of larger dumpsters
Judges contracts
Minto llamas-$400.00
Buckham-sheep $500.00
Sansone-goats $400.00
Karnes- Draft Horse- $800.00
Steward-Beef- $700.00
Manck-Rabbit-$550.00
Schusserg-Open Horse- $380.00
Snedegar-Swine-$350.00
Motion 7.16.09.11 by Dan second by Iva to approve contracts presented. Carried.
Safety
Iva reported she has questions from Daryl on fire and ambulance contracts. Is Sun at 2p okay? Horse show starts at 10a. M-S 11a-11p Consider 8a for Wed Special Kids Day. Events of log rolling and band not needed.
Superintendents
Al reported that he has the swine contract for $350.00, Dog $350.00, and Dog $350.00.
Tickets
Iva reported okay. We will have to use some blue paper passes as they were sent out to judge. Barb E requested sample so she can facilitate and train her ticket people.
Passes
Rudy requested that someone attend the livestock meeting 7/27 at 7p.m. here, to explain wristbands. Barb E will attend.
Parking
Gordie reported that he has not been able to get a hold of Parking Pam. Darrel R will check with a college team he knows who park for Hudsonville and are looking to raise $. Hours are 9a to 4p 3-4 people, and 4p.-10p 10 people. Barb E will check with community share groups.
Next meeting 7/23/2009
Motion 7.16.2009.12 by Karen, second by Barb to adjourn at 9:35p. Carried
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