Meeting Minutes - 8/20/2009

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            Northwestern Michigan Fair Board Minutes – 8/20/2009

 

 

Call to Order at 7:00p.m. by Brent Edgecomb


Pledge of Allegiance was led by Sarah Sullivan

 

Roll Call was taken by Barb Walker


 Board Members Present: Brent Edgecomb, Al Henning, Iva Lewis, Barb Walker, Mary Dennis, Sharon Case, Sarah Sullivan, Dana Cederquist, Wayne Strang, Pam Leach, Bobe McPherson
Board Members Absent: Daryl Case-Excused, Dan Hubbell and Gordie Wilder were unexcused

 

Visitors Present: Sonya Youker, Barb Edgecomb, Tom Robinson, Dorothy and Dale Fritz, Darrel Robinson, Rudy Neumann, Tammara Sanchez, Lori Cederquist, Kay Hauffe, Milt Lewis, Nancy Schroeder

 

Approval of Agenda: Motion 8.20.09.01 by Al, seconded by Dana with additions. Carried

 

Approval of Minutes: Motion 8.20.09.02 by Sharon seconded by Al to approve the board minutes of 7/30/09. Carried

 

Correspondence: Consumer’s Power sent a letter noting that we had not responded 90 days prior to expiration of lease. Brent noted that he had called and left a message but had not had any response. Barb Walker will call and connect with Consumers. Brent shared an n envelope with used wristbands that a consumer thought we could reuse next year.

 

Presidents Report: Verbally Brent shared that we made it through the fair and he is encouraging all committees to get an early start so we are not signing things, and doing things at the last minute. Start now.

 

Treasurer’s Report: Iva handed out Arnold’s 2008 and 2009 Committee Settlement reports, our settlement with Arnold’s for 2009 was $65,095.00 (our 2008 settlement was $72961.60), General Checking Account Register 7/30/09-8/19/09, and 2009 Fair proceeds Spreadsheet. Iva reported that Tammy Schill has paid her $800.00 and they are good to go. Iva reported that Gail Swede is missing an afghan from the Evelyn Heim Building. Discussion on only superintendents opening buildings to prevent items being taken by those to whom they do not belong. Iva reported that Barb Crosley e-mailed her the attendance and we will get it at the next meeting. Rene Case’s last day was Friday she called Iva and said there was nothing to do.

 

New Business

A.  Darrel Robinson reported that the Johnson Foundation gave $1600.00 to enclose the Bill Rosa Arena. The material, powder coating, and latches will bring the cost to $2620.00.With the Johnson Foundation’s award this leaves $1000.00. Motion 8.20.09.03 by Iva, seconded by Wayne to pay $500.00 with the Livestock Council paying the other $500.00. Carried.

 

Darrel reported that they have sold 10 swine barn rafters, have three beef barn rafters left, and the wash rack was sold for $800.00.

 

B.  Al Henning brought up that a young woman was supposed to be at the dance but wasn’t and passed out in the road. She identified 2 other people. Lengthy discussion on what the board’s responsibility is; developing a policy?, having PBT’s, banning youth, parent responsibility, notifying the police for MIP. Parenting is parent’s responsibility and the fair will notify police of those who break the law.

 

4-H Livestock:
Rudy Neumann reported that Sept 2nd they will have a clean-up at the fair from 6-9p.m. The auction in 2009 brought in $359,063.86, in 08 $340,885.04, and in 07 $324,726.94.


Old Business: Sharon Case reported that $25.59 was left over in donations after the Gazebo was completed and Sharon is reimbursed. Future suggestions included a clock, and fencing by flowers.


Committee Report: - Only those committee having a report are listed


Annual Meeting: Chair is Barb W. Sarah, Gordie, Bobe, Al and Dan are up for election. Tammara Sanchez reported she is interested in running and she has spoke to Todd Ritter about his interest. October 5th is the deadline for selling lifetime memberships until after the meeting.


Bingo: Bobe reported that Munson might not be interested in doing Bingo in 2010. The new equipment is Munson’s but they might be interested in selling.

 

Building and Grounds: Brent reported that Dan is checking on the OSHA inspection. Fair is working on MDA sheets, 300 injury log, and fuel storage. Brent reported that he met with OSHA gentleman and that we will be receiving fines. The pits in the grandstand need work due to all the rain you could race boats. Maintenance barns have been cleaned after the OSHA inspection and made more user friendly. Do not just dump stuff in there.


By-laws: If people want changes they need to get them in. One meeting fell through.


Campground: Kay H reported that they put another ad in Escapes. After fair people have left their trailer’s here, and Kay is inquiring what or if to charge. Iva recommended $20.00 per night. Kay suggested 4/30, 5/1, and 5/2 that we charge $2.00 per person to bring people in. If requests for camping come take name and phone number and e-mail to Kay.


Concessions:Tammara reported that they conducted a survey in the Fitch Building and passed out survey results. Discussion. Vendor’s wondered about paving the ticket end. Barb noted the fence is not in place to encourage people to enter the building. Hoop lady wonders about a silent auction. Discussion on hours. Suggestion to take back to concession committee.

 

Grandstand:Pam reported that the Draft Horse show in the Haberlien Arena was very well received, and Dan is trying to get sponsors.
Finances: Iva reported that we have check for Tough Trucks as Jim Johnson does not want to fill out a W-9


Grants: Al has a meeting scheduled with the grant writer

 

Labor: Karen noted that there was a motion on record to hire Rene and Melissa. Melissa was never contacted and Rene and Becky were hired. Karen noted the office staff needs to be able to multi task and respond if they are asked to do something. Karen is questioning what good motions are if we do not follow them. Iva said the office staff were not staying the rimes they said they were. Comments were made that Rene, Becky and Sarah were rude at the information table. We cannot be rude to visitors, renters or campers.

 

Premium Book: Karen reported that we need to have a premium book at Sept meetings. Barb reported that changes entered last year were not made. Pam requested that changes be brought. The premium book needs to be proofed before print.

 

Queens: New Queen is Brittany Snow

 

Rentals and Contracts: Barb reported that another horse show rental problem Arabian horse show used for 1 day so they sent a letter saying that they only had to pay $150.00 versus $450.00. Turn over to Dan. Iva reported that she received a bill from Boylan’s for $9000.00 for golf cart rental. Barb said it was a trade, and that we need to find out how many golf carts they store here and record it.


Winter Storage: Milt brought up that the contracts did not go tongue to tail so we are losing money. We will charge tongue to tail. Directors can store 1 item but need to provide insurance documentation.

 

Lori Cederquist reported that she observed that gate 2 did not check bands, and wonder if the fair is open to bids or if we advertise for this. Iva reported that the bus drivers let people in and did not check tickets, were short security, and problems with the will call list. Sponsors did not get tickets that they were promised and were upset. Brent reported that Troy Broad from Elmer’s had to pay. Lori suggested a sign in sign out and paid by the number of hours. Barb Crosley reported that she was short on security and that people left which they were not supposed to do until dismissed by her. We will pay the bus driver’s $5000.00 for original contract and $1200.00 for the days of parking.

 

Brent reported that when we contract through a business and hire an electrician we need an electrician not a volunteer.

 

Safety: We need to have a safety meeting with the directors

 

Superintendents: Al reported poultry raffle went well sold 500 tickets and raised $864.00 for cages. Angela Walker requested to know how superintendents were chosen. Discussion that superintendents for fair different from superintendents for 4-H. Al noted directors have been removed.


Tickets: Karen Barb C, did a good on wristbands but too many changes and not enough people doing it. Dana should do concessions, Al should do superintendents, Karen 4-H. Discussion. Barb W brought up open show of animals being told they had to pay for a wrist band.


Passes: Do not agree with Lifetime Membership needing bands

 

Parking: Did the best we can with no one in place 2 weeks before fair. Evelyn Heim superintendents want to park by their building

 

Web Site: Good job Milt keeping up with all the changes

 

Volunteers: Sarah reported that book on what to do was very helpful. Barb requested people be thinking of volunteer of the year. Cindy Melving was nominated. If other nominations bring to next meeting.

 

Meeting adjourned without motion at 9:19p.m.