Meeting Minutes - 11/13/2008

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            Northwestern Michigan Fair Board Minutes – 11/13/2008

 

 

Meeting was called to order at 7:03p by President Edgecomb.

 

Pledge of Allegiance was led by Karen Zenner

 

Roll Call: Barb Walker

Present: Brent Edgecomb, Al Henning, Karen Zenner, Iva Lewis, Barb Walker,

Mary Dennis, Sharon Case, Laura Czaja-Robinson, Dan Hubbell, Wayne Strang, Pam Leach and Bobe McPherson.

Late: Daryl Case

Excused: Gordie Wilder, Dana Cederquist

 

Visitors Present: Tammara Sanchez, Rudy Neuman, Cindy Melvig, Sonya Youker, Tom Robinson, Barb Edgecomb, Garret Rogers, Milt Lewis

 

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

 

11.13.08.02- Approval of 8/14/08 minutes. Motion by Karen seconded by Pam. Correspondence; (Barb) read a letter from Lawson Oil noting that they had sold business to Crystal Flash and that this should not result in an interruption of service. Letter from IRS regarding Withholding discrepancies for Tony Rubio and Judy Brooks-Williams stating that if we employ these people we must withhold at 26%.

 

President’s Report: (Brent) noted that he had not prepared a written report but that committees and their members need to speak up and ask for help and not wait until the last minute. Encouraged board members to get on committees.

 

Treasure’s Report: (Iva) reported that a PO system will be used. Barb presented the new signature pages for the changeover in Treasurer. Discussion of who is to be on signature pages of checking and savings accounts. Decision that Iva, Brent, Al, and Barb.

Brent brought up that we needed to approve the budget if we wish to pay the bills. Dan questioned the totals on page 2 of the budget, sharing that it was obvious that there was a typo. It was corrected.

11.13.08.03-Motion by Karen, seconded by Dan to approve budget. Carried.

 

Old Business

  1. Barb Edgecomb-Entertainment Barb E reported that for her to do the entertainment, there would be a charge of $2500.00. She reported that this due to the fact that it encompasses a liability issue for the company she works for. We can book the entertainment and she will run or she can book the entertainment charge 15% and run it.

11.13.08.04-   Motion by Dan that the fair will book entertainment and Barb will work with the companies maximizing the grandstands and ticket sales. Second Pam. Motion carried.

 

New Business

A.  Pam reported that she met with the two women who run the 4-H exhibit building and they want to change the program. They no longer want to have A B C ribbons. They will supply their own ribbons. Discussion. The board agreed that since there is no cost to the fair they can do this. They also wanted different printouts for that barn. Barb W. noted that the Blue Ribbon program does not have the capability to make a printout like they are requesting. Pam will inform them.

B.  Wayne- Darrel Wiggins is contemplating shutting down his track and would like to know if the fair is still considering him as a grand stand event. Discussion that this is a well attended event. To be decided by entertainment committee.

C.  Laura- reported that the Michelle Jones (IT person at the county) has agreed to work on the fair computer. Items will all be backed up and it will be fixed so it can be turned on and off.

Barb requested a motion to destroy the fair laptop that does not function. Tom Robinson reported that they had taken it in and it was fried inside.

11.13.08.05 Motion by Dan to destroy laptop. Second by Al carried.

 

Committees

New committees and members were set as follows;

Advertising/ Campground Promotion/Web

Chair: Bobe McPherson

Iva Lewis

Cindy Melvig

Tom Robinson

Garrett Rogers

Milt Lewis

 

Annual Meeting

Chair: Barb Walker

Sharon Case

Karen Zenner

Cindy Melvig

 

Bath House

Chair: Al Henning

Dan Hubbell

Tom Robinson

 

 

 

Bingo

Chair: Bobe McPherson

Laura Czaja-Robinson

Tammara Sanchez

 

Buildings and Grounds

Brent Edgecomb

Sharon Case

Dan Hubbell

Wayne Strang

Dale Fritz

Rudy Neuman

Darrel Robinson

 

By-Laws

Chair: Dan Hubbell

Barb Walker

Laura Czaja-Robinson

Iva Lewis

 

Campground Promotions- Moved this committee to Advertising

 

Camping/ Passes (fair week)

Chair: Karen Zenner

Sharon Case

Al Henning

Barb Walker

Laura Czaja-Robinson

Sonya Youker

 

Concessions

Chair: Dana Cederquist

Tammara Sanchez

Brent Edgecomb

Sharon Case

Barb Walker

 

Entertainment/Kids Day

Barb Edgecomb

Wayne Strang

Tom Robinson

Bobe McPherson

Mary Dennis

Laura Czaja-Robinson

Gordie Wilder

 

Finance/Tickets (moved Tickets to this committee)

Chair: Iva Lewis

Barb Edgecomb

Dan Hubbell

Brent Edgecomb

Al Henning

 

Parking

Gordie Wilder

 

Planning

Brent Edgecomb            Wayne Strang

Gordie Wilder                Dan Hubbell

Al Henning                    Dana Cederquist

Mary Dennis                  Karen Zenner

Pam Leach                     Barb Walker

Daryl Case                     Iva Lewis

Laura Czaja-Robinson   Sharon Case

Bobe McPherson

 

           

Premium Book

Chair: Pam Leach

Barb Walker

 

Rentals/Contracts

Chair; Barb Walker

Dana Cederquist

Dan Hubbell

Mary Dennis

Al Henning

 

Queens

Chair: Pam Leach

Leslie Sevenski

Sarah Sullivan

Clarissa Johnston

Safety

Chair: Daryl Case

Tom Robinson

Al Henning

 

Superintendents

Chair Animals: Al Henning

Barb Walker

 

Chair Non-Animals- Laura Czaja-Robinson

Karen Zenner

Sonya Youker

 

Veterans Memorial

Chair: Sharon Case

Mary Dennis

Tammara Sanchez

Al Henning

 

Volunteers

Chair: Laura Czaja-Robinson

Sonya Youker

 

 

Web- This committee was incorporated into advertising

 

Dan Hubbell questioned if we want to continue with the Taste of Difference people. Brent requested he touch bases with Dana.

11.13.08.06 Motion by Dan, second by Al to continue with Taste the Difference. Carried

 

Laura reported that with the new sheriff it would be better to get contract proposal in

early.

 

Barb W presented Elmer’s proposal to do snow plowing for the 08-09 season.

11.13.08.07 Motion by Dan, seconded by Laura to accept proposal. Carried.

 

11.13.08.08 Motion by Laura, seconded by Bobe to accept 10/9/08 minutes. Carried.

 

Bobe presented verbal proposals from Andrew Miller to help with the Web site.

11.13.08.09 Motion by Dan, seconded by Wayne to accept proposal from Andrew Miller, to do the Web site for $600.00 and maintenance of $15-$20.00. Carried.

 

Barb Walker reported that she is submitting the convention registration as is due to the fact that it is due 11/20/08 and adjustments will be made.

11.13.08.10  Barb made a motion to adjourn, seconded by Al. Carried.

Meeting adjourned at 8:29p.m.

Respectfully submitted

Barb Walker