Meeting Minutes - 11/12/2009

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            Northwestern Michigan Fair Board Minutes – 11/12/2009

 

 

Called to Order at 7:01p.m.by Brent Edgecomb

 

Pledge of Allegiance was led y Karen Zenner

 

Roll Call taken by Barb Walker

 

Board Members Present : Brent Edgecomb, Al Henning, Karen Zenner, Iva Lewis, Barb Walker, Mary Dennis, Sharon Case, Sarah Sullivan, Dana Cederquist, Dan Hubbell, Sonya Youker, Pam Leach, Daryl Case, Bobe McPherson

 

Board Members Absent : Wayne Strang- unexcused

 

Visitors Present: Rudy Neumann, Milt Lewis, Melissa Fewless, Allison Fewless

 

Approval of Agenda: Motion 11.12.09.01 by Barb seconded by Sharon to approve agenda with additions. Carried.

 

Approval of Minutes 10/8/09 minutes and Special Horse meeting 10/8/09 minutes entered into record. Motion 11.12.09.02 by Al seconded by Karen to approve minutes with the following corrections and notations; Brent noted that the meridian dates were 2008 and 2009 in their correspondence, typo under safety should read Daryl questioned if OSHA was on a timeline. Notation and discussion motion 10.08.09 was not completely carried out as no baskets or cookbooks were given out at the annual meeting. Also Sue Booth basket was added.


Correspondence: None

 

President’s Report: Brent presented a written president’s report and highlighted that Meridian Entertainment will not be interested in the fair grounds. Dana and Brent met with Advantage and they will be sending a different electrician in 2010, and the keys have been returned. Brent stressed the difference between a contracted employee and a volunteer. Daryl Case expressed concern due to his contract for Blair Ambulance. Discussion on having different roles and that contract obligations not be minimized or in conflict by volunteer activities. Brent reviewed his expectations that fair documents remain at the office, committees meet at the office, if meeting is missed check your mailbox, board absences are to be reported to Barb Walker or the office answering machine, enforce absentees as stated in by-laws, president and rentals and contracts chair are the only to sign contracts, completion dates for committees goals and activities. The back of his report listed dates of completions and monthly reporting for committees.

 

Treasurer’s Report: Iva reported handed out at annual meeting. Nothing new.

 

Public Comment: None

 

New Business
A. Brent reported that Gene is under Brent and brought up the subject of bonuses. Iva reported that he was issued 2 extra weeks of pay. Karen noted that she was not against Gene receiving a bonus but where was the communication and motion to issue Gene extra pay? Discussion. Post motion 11.12.09.03 by Dan seconded by Al to approve Iva having issued extra pay to Gene for a bonus. Carried.

 

B. Brent reported that he would like to discuss the board meetings being held at 6:00p or 6:30p Dec through March. Discussion. Iva reported she does not get out of work until 6p. Daryl reported he will be late as he does not get out until 7p. Motion 11.12.09.04 by Barb seconded by Dana to have the board meetings start at 6:30p.m. Dec. through March, and Brent is to change the sign by the gate. Carried.


4-H Livestock: None


Old Business
A. Dan- Gave an update on MIOSHA and the lack of progress. Barb reported that EJ Brown suggested he be contacted. Dan reported that he needs to get back to Michelle McManus, and that an appeal hearing is set for 2/10/10. He stated that we can request an audit in the spring. Discussion.
B. Al- Al reported that he has a scout who is interested in doing a project of directional maps on the fair grounds to help folks navigate a round. Discussion of placement and that a review of the maps needs to be done as the commodities building is incorrectly labeled and to check if new beef barn is on them.
C. Iva- Iva reported that the zone 5 meeting was well attended, and many things were discussed i.e. premiums, funding. EJ Brown was there to give updates on funding.


Committee Reports: Only those Committees reporting are listed

 

Advertising: Bobe again stated that two KLT banners are missing and the cost to the fair will be $400.00 if we cannot locate them. Send Bobe a note if someone helps or donates so that we can recognize them.

 

Labor: Discussion on bonus for the two secretaries. Discussion. Motion 11.12.09.05 by Al seconded by Dan to purchase $50.00 gift certificates to Applebee’s for each secretary. Bobe and Iva opposed. Motion carried.


Rentals & Contracts: Mary reported that 42 spots have been rented for $12,350.00 as of 10/31/09. Still available 1 spot in Fitch, 2 in the Tanner, 2 in the poultry barn. Mary thanked Milt, Iva, and Gene. The board thanked Mary and all her helpers. The out date is April 18th on this years contracts. Mary reported that per her Denny Leach was allowed his boat and his convertible that transports queens both at no charge.


Bobe requested that two new committees be formed- Pancake Breakfast and Sponorship. Bobe talked to Diane at the annual meeting and it appeared she was interested in helping with sponsorship.


Committee Setup for 2010:

(Chairs are in bold)

 

1. Advertising/Web
Bobe
Iva
Sarah
Sonya
Milt

 

2. Annual Meeting/Nominations
Mary
Sarah
Dan

 

3. Bingo
Bobe
Iva

 

4. Building and Grounds
Brent
Sharon
Rudy
Dale Fritz
Karen

 

5. By-Laws
Barb
Dan
Tammara

 

6. Fair Camping
Karen
Sonya
Sharon

 

7. Campgrounds
Iva
Bobe
Milt

 

8. Concessions
Dana
Sarah
Tammara

 

9. Entertainment
Wayne
Bobe
Rent
Barb

 

10. Finance
Iva
Bobe
Milt
Tammara
Brent

 

11. Parking
Sonya
Dana
Milt
Dean

 

12. Premium Book
Pam
Barb
Dan
Al
Betsy Mac Girr- 946-7041

 

13. Rental’s and Contracts
Barb
Bobe
Dan
Mary
Brent
Sonya

 

14. Queens
Pam
Clarissa
Stephanie Wolf

 

15. Safety
Daryl
Sharon
Dan

 

16. Superintendents
Animal
Al
Sonya
Barb
Non-Animal
Sarah
Barb

17. Veteran’s Memorial
Al
Mary
Jess Sanchez

 

18. Tickets and Passes- Oversees all Entrance gates/Grandstand/Campground Gate and 2 entry gates
Mary
Bobe
Karen
Iva
Al
Sonya
Melissa Fewless- 267-5438
Brent

 

19. Labor/including Registration
Karen
Barb
Sarah
Mary
Brent

 

20. Fundraising/ Sponsorship/Grants
Bobe
Dan
Al
Iva
Melissa Fewless-267-5438

 

21. Information Tent/Volunteers
Brent
Melissa Fewless- 267-5438
Lori Cederquist- 943-5583 W

 

22. Museum/Historical
Bobe
Brent
Dana
Melissa Fewless-267-5438
Iva