Meeting Minutes - 7/30/2008

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            Northwestern Michigan Fair Board Minutes –7/30/2009

 

 

Meeting Called to Order by Brent Edgecomb at 7:06p.m.

 

Pledge of Allegiance led by Bobe McPherson.

 

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, Wayne Strang, Pam Leach, Bobe McPherson
Board Members Absent: Mary Dennis-Excused, Dan Hubbell-Excused, Gordie Wilder-Excused, Daryl Case-Excused.
Visitors Present: Barb Edgecomb, Tammara Sanchez, Nancy Wieland, Ted McManus, Milt Lewis, Tom Robinson, Sonya Youker, Dorothy Fritz, Dean Domnoske

   

11.13.08.01 Approval of Agenda- Motion by Karen seconded by Al H to approve

                    Carried

                    Copies of 10/9/08 minutes were copied for board members

 

Approval of Agenda: Motion 7.30.09.01 by Barb seconded by Karen to approve agenda with additions new business A. Brent, B. Iva, /Livestock- Dorothy. Carried.
Approval of Minutes: Motion 7.30.09.02 by Bobe, seconded by Al to approve minutes from 7/23/09. Carried.

Correspondence: Barb presented an open electric permit from the county regarding Aztec Electric from 2001. Brent will check into why this is still open. Sharon reported that we have the occupancy permit for the gazebo.
President’s Report- Verbal by Brent that Mary Dennis is in ill health and will not be bringing her camper to the fair. Board discussion to send cut flowers to Mary. Brent reported that he talked to Greg Z. about the change in insurance and relayed what Greg said. Brent reported that Elmer’s graded. 
Treasurer’s Report - None

 

 

New Business

A.  Brent reported that he will be in charge of golf carts. He attended the 4-H meeting to explain that green sticker can go to barn, red sticker to cart corral. All rules that are printed in the premium book will be strictly enforced. People bringing golf carts will be required to pay $25.00 per cart, and must have registered at the office proof of insurance specifically for the cart not homeowners. We all need to watch and stop illegal carts, take the cart to the maintenance barn and contact Brent. Anyone wishing to have special privileges needs to put it in writing for board approval. Brent reported he has three requests as follows; 1. Mary Ann Wilsey- Roger is ill and cannot get around.

1. Mary Ann Wilsey- Roger is ill and cannot get around.

2. Angela Brown-Walker- has a 6 person cart for differently- abled. Individual staff, who Angela will identify, will be picking up differently-abled kids at parking lot, the campground and show.

3. Elaine Taghon- Bring a cart to transport Jack and her mother-in-law.

 

Discussion by board that these carts will only be allowed in the immediate livestock or camper area. The carts must use the back roads and are allowed no farther than the restaurant or maintenance barn on the back roads. The only people allowed on these carts are those in the request, and the requestor will be the driver. Motion 7.30.09.03 by Karen seconded by Al to approve the three requests. Carried.

 

Discussion on Wayne bringing his own cart and insurance coverage. Motion 7.30.09.04 by Sharon seconded by Al to approve Wayne bringing his private cart and covered under our insurance.

 

Dana has different rules for vendors/ concessions they will be allowed golf cart use from 11p-10a. Discussion on 4-H food booth cart. This will be under concession rules and times.

 

Tom was requested to provide Advantage proof of insurance for the Advantage cart. Tom will provide.

 

B.  Iva reported that the several people have had trouble with the fax machine working incorrectly. Motion 7.30.09.05 by Wayne seconded by Bobe to have Iva buy a new fax machine. Carried.

 

Committee Reports- Only those with reports are listed


Advertising- Bobe reported free ad in insider had error. Some ads that say the 10th are Arnolds as that is when the carnival begins.


Building and Grounds- Brent reported that the maintenance room is now locked. Sharon reported that trees have been cut down by the horse arena, the Case gazebo, and the end of the pig barn.
Wayne reported that he talked to a new company on light towers and incorrectly informed them that it was $200.00. They will be providing a scissor lift for no charge.

Motion 7.30.09.06 by Barb seconded by Dana to pay the new rental company $200.00 per tower. Carried.
Wayne reported that he talked to Perfect fence ($1250.00) and to Apple Fence ($1350.00) for chain link to get rid of the orange fencing. Discussion. This will be tabled until 4-H decides what to do with free standing panels that would allow easier mowing.
Wayne reported that there will not be time to put in sound system. He presented a proposal from Sound Environment for rental of wireless system for $1830.00. Motion 7.30.09.07 by Sharon seconded by Al to use the Sound Environment at quoted price. Carried. Wayne also reported that he met with both Sound Room and Data Com. Neither could guarantee and that it was “apples to peaches”.


Camping- Karen reported full.


Concessions- Dana reported that we are full. Discussion on where to put differently-abled  tent as there is not room by the museum. Al and Dana will work to find a spot.
Discussion on Deliveries and times.  Drivers can come to the front of the office. Gate closed to deliveries after 10a.


Entertainment- Board reviewed Meridian Entertainment Group contract  detailing Barb E.’s commitment. Motion 7.30.09.08 by Karen seconded by Al to accept contract. Carried.
Bobe reported that Arm Wresting will be 5:30p-7p right before band.


Finance- Iva stated that if board members have things they want Renee or Becky to do to contact her first, as the girls have things they have to do. Brent reported that he asked Renee to change the answering machine to answer the most commonly asked questions. Iva reported that the 4-Her’s thanked her for getting the registrations done so fast. Iva brought up bills from Case Gazebo but there was discrepancy. Brent will review the bills.
Iva reported that we received a contract from Tammy Schill wanting to rent the grounds and read a letter addressed to Barb W that wanted her check held until 2 days after the show. Board discussion.  Motion 7.30.09.09 by Bobe seconded by Iva to no longer accept checks with a hold date or hold checks for rental. Carried. Iva will highlight and return contract and check informing Tammy that we cannot hold checks.


Queens- Pam reported Clarissa and queen at Venetian Festival.


Rental’s and Contracts. – Motion 7.30.09.10 by Barb seconded by Sharon to pay the OC Vet $500.00. Carried.
Safety- Iva reported that she will check on fire inspection.


Superintendents- Al reported that all judges’ contracts are in except Nikki Riddel? Missing and resent.


Passes -Barb E. reported that she does not have very many of the forms back. She stated they need to have the date, your name and what it is for.  Long discussion on directors requesting passes.


Break- 8:30-8:40p


Resume discussion on passes, several comments and ideas. Daily directors will put in a form to Barb E with information required. Barb E will then have an accurate record for the fair where the passes are going, why, and to whom.


Parking- Brent talked to Pam whom thought she was doing it but no one got back to her. We now have Pam’s phone number but the bus drivers will be doing parking.


Volunteers- Sarah is looking for an estimate on balloons and strings needed for kid’s day. Cathy Giddis’s daughter is interested in helping at volunteer tent. No contract is needed for the flower judge.  Information booth hours will be 9a-11p Monday through Saturday.


Pancake Breakfast- Tom reported that he needs a pick-up truck on Friday or Saturday to pick up stuff. He needs a bank of $150-$200.00 for Sunday morning. Wayne, Sharon, and Al will help cook. Rudy has informed Tom that he has 10-15 4-Her’s who will help. The cost will be $5.00 per person, $3.00 12 and under or $20.00 for 4 or more. Bobe reported that the media party is Friday 1p-4p.
Milt requested that people let him know if there are sponsors to be put on the web.
Iva and Milt have a new home phone number 943-0611.
Brent stated that he wants people to have a good fair experience.


Motion 7.30.09.11 by Wayne seconded by Karen to adjourn at 9:04p. Carried.