Meeting Minutes - 9/10/2009

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            Northwestern Michigan Fair Board Minutes – 9/10/2009

 

 

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

 

Pledge of Allegiance led by Karen Zenner

 

Roll Call taken by Barb Walker

 

Board Members Present: Brent Edgecomb, Karen Zenner, Iva Lewis, Barb Walker, Mary Dennis, Sharon Case, Sarah Sullivan, Dan Hubbell, Wayne Strang, Gordie Wilder, Pam Leach, Bobe McPherson.

 

Board Members Absent: Dana Cederquist-excused, Daryl Case- Excused
Al Henning-unexcused

 

Visitors Present: Sonya Youker, Julia Deemer, Laura Czaja-Robinson, Milt Lewis, Kay and Henry Hauffe, Tammy Schill, Kris Deisler

 

Approval of Agenda: Motion 9.10.09.01 by Karen, seconded by Dan to approve the agenda with additions. Carried.

 

Approval of Minutes: Motion 9.10.09.02 by Gordie seconded by Karen to approve 8/20/09 minutes, with a correction excusing Dan Hubbell’s absence. Carried.

 

Correspondence: None presented

 

President’s Report: Brent verbally stated if he is president he will act as a facilitator over all committees to monitor that they are completing duties in a timely fashion. Brent suggested that after the annual meeting the monthly board meetings begin at 6:00p.m..

 

Treasurer’s Report: Iva reported that we have received a refund from Liberty Group Insurance of over $5,000.00. She has two gift cards from Gordan’s Food Service that cannot be applied towards bill. Suggestions that we buy an office coffee pot, we need supplies for annual meeting and a coffee pot would be more economical at Sam’s or Walmart. New postings are on back bulletin board.
Brent presented post fair bills received from Data Com and Advantage Electric as follows; Data Com $1833.99. Advantage $1846.31 fair week supplies, Advantage $$1931.14 electrical work before fair. Brent noted he would like to put the electric out for bid and is wondering if these bills are a result of comments at last meeting. Discussion. Motion 9.10.09.03 by Barb seconded by Gordie for Brent and Dana to meet with Rex from Advantage, with list made up by various board members and express our dissatisfaction, notify we are putting it out for bids and invite Advantage to bid. Carried.

 

Public Comment:

1.  Tammi Schill, Laura Czaja-Robinson and Kris Deisler . Brent reported that he had a phone conversation with Tammy the previous evening and reported that Tammy’s shows were always well run. Tammy says in eleven years she has never had any financial issues, that the horse shows are non-profit and have never paid and cannot afford stall fees. Laura reported that she came to a fair board meeting and negotiated last years prices for Anna Bay, Cherry Blossom and MIHA. Laura reported she came here as a buffer. Tammy stated that she would not have rented if she knew the fees were so high. Lots of discussion on the minutes reflecting negotiation of reduced fee only for MIHA. Discussion of past horse show’s poor payment history and issues on both fair and horse sides. Barb reported in the past they were reminded of stall fees refused to pay. Tammy reported she did not like Iva, Dan and Barb saying they did not have time. Motion 9.10.09.4 by Karen, seconded by Gordie to refund Tammy $300.00 security deposit and dismiss $600.00 stall fee that is outstanding. Iva, Barb and Bobe nay. The remainder of board yeah. Motion carried. Ongoing discussion. Dan reported that in the past we have trusted them but we cannot continue to have freebies, and suggested charging for all stalls and refunding what is not used. Kris D. reported they put forth effort to clean stall and is looking for consistency. Bobe noted that we area business with a lot of expenses and you cannot send post dated checks for after the event as Tammy did. Bobe noted if you cannot afford to pay up front that you should not be doing it as the fair is not a bank, and cannot hold checks. Pam noted that people should not express that they do not like working with horse people. Brent suggested a meeting. Volunteers to attend meeting on 10/8/2009 at 5:30p.m. are Karen, Barb, Pam, Dan, Tammy, Laura, Kris and Brent. Pam will be gone and will not be able to attend. Continuing Discussion was halted and was encouraged to be brought up at the meeting.

 

Iva Lewis verbally noted that she is resigning and left the meeting. Brent left to talk to Iva and Karen assumed running the meeting.


2.  Julia Deemer- Evelyn Heim-Julia thanked the board for a great time but had the following suggestions; people asked at the information tent where the Evelyn Heim building was and were reportedly told they did not know. Julia suggested having a large map with layout by the information tent. Have a board member be a liaison and stop in and check each day to see if they need anything. The Homemaker was announced at the Queens pageant but requested she be introduced at the Veteran’s Memorial. Julia reported that Donna Sieffert was runner-up at the State Homemaker’s. Julia would like to see the Queen candidates work in the Evelyn Heim building during the week.

 

New Business:

 

1. Sharon reported the difficulty with people including children moving on unpaved pathways, some in wheelchairs. She shared an envisioned path along East side of Grand Stand and questioned cost. Sharon estimates approximately 1000 feet of pathway. Discussion on previous estimates and estimates. No action taken.

 

2. Ruth from the bus garage presented the Transportation Humanitarian group’s concerns with what they were contracted for, what they were told outside of the contracts, which were not signed by bus driver’s, and the lowered amount that they were paid . Brent and board noted that original contract for gates and security was $7500.00 plus $1200.00 for partial days of parking that was removed by the fair. Brent will investigate and the bus driver’s will be paid.

 

Old Business:

1. Mary questioned how the Arnold’s bike drawing was handled. Explained by Karen. Karen noted that the fair should buy two additional bikes.

 

Break from 8:04-8:15p.m.


At 8:15p.m. meeting reconvened by Brent.

Return to contract discussion. Brent expressed that Laura took it upon herself to hand out contracts. Dan expressed that contracts need to be amended to pay up front. Barb noted that we already have a signed llama show contract for 6/2010 with a carry-over deposit of $350.00. Dan reported that they need to pay up front. Dan stated that contracts need to be explicit and we need have if A then B. many inconsistencies in contracts. Barb reminded board that she brought contracts before board and noted that they increased the inconsistencies which makes those trying to work on contracts look like they do not know what they are talking about. Barb reported that she finally suggested to would be contractors that they come before the board. Dan brought up letter he has drafted to Kris Deisler group. Board discussion. Motion 9.10.09.05 by Dan, seconded by Bobe that in view of motion passed for Tammy Schill that we do not pursue any of the 2009 contracts and in 2010 everybody who rents will pay up front. Carried.

 

Committee Reports: Only those committees having report are listed

Annual Meeting: Barb reported will be using Quik Print to print cards due to issues trying to print them on our equipment. Working on announcement of meeting printing in newspaper on 10/4. Barb brought up that we are supposed to approve by-law changes of which two ideas have been proposed- lifetime changes and annual meeting notification by mail or e-mail. Discussion. Gordie would like to see voting privileges suspended if they do not vote for a period of years. Various ideas and concerns expressed. It will be announced that proposed by law changes will be voted on at the annual meeting and the specific wording will be presented at 10/8 board meeting.


By-Laws: Meeting 9/21/09 at5:30p.m.

 

Building and Grounds: Gene will be done at the end of the month per Brent

 

Campground: Kay and Henry will be leaving . Motion 9.10.09.06 by Dan seconded by Pam to invite Kay and Henry back for 2010 season beginning May 15,2009. Carried. Henry requested that we talk about propane over the winter. Pam shared a compliment that was given regarding Kay and Henry.


Entertainment: Wayne inquired if we could do something for the photographer who originally wanted to charge $800.00 for pictures and charged nothing when Wayne said we could not afford that. Bobe gave Wayne gift certificates to Bed Bath & Beyond, and Traverse Inn to give to the photographer with our gratitude.

 

Rental’s and Contracts: In addition to previous discussion Barb presented a proposal from Elmer’s for snowplowing 2009-2010. Motion 9.10.09.07 by Barb seconded by Karen to accept proposal and contract with Elmer’s for snow removal. Carried.


Brent presented a proposal from Boy Scouts of America wanting to rent the grounds 4/30, 5/1 and 5/2/2010 for a scout event estimate approximately 600 people camping want to camping carnival area will pay variances. Want to use Grandstand, Evelyn Heim, Tanner, and Fitch, they will have Fireworks. They are proposing paying $2 per head. Suggestion that we offer rental of grounds minus camping area for $3000.00. Barb will contact Mark Ewing.


Safety:Dan wrote a letter of appeal regarding OSHA and seeking reversal of $600.00. He has contacted Michelle McManus’s office who was not familiar with this. Waiting to hear back.


Discussion on Iva’s resignation and the need to conduct business.. Bobe suggested waiting and then talking to Iva. Bobe will be finishing out this year but feels that the fair never moves forward. Discussion.

 

Adjourned at 9:22p.m.