Meeting Minutes - 12/17/09

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            NORTHWESTERN MICHIGAN FAIR BOARD MINUTES

                                                     12/17/2009

(rescheduled from 12/10/09 due to weather)

 
Meeting Called to Order at 6:30p.m. by Brent Edgecomb


Pledge of Allegiance was led by Sharon Case


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, Sonya Youker, Pam Leach, Daryl Case


Board Members Absent: Dana Cederquist‐ excused, Bobe McPherson‐excused, Al Henning‐unexcused


Visitors Present: Milt Lewis, Rudy Neumann, Dorothy Fritz, Haley Lillie, Tammara Sanchez, Melissa and Allison Fewless, James Turkette and his mom, Karen Alma

 

Approval of Agenda: Motion 12.17.09.01 by Barb, seconded by Wayne to approve agenda. Carried.


Approval of Minutes from 11/12/09: Motion 12.17.09.02 by Dan, seconded by Sonya. Carried.


Correspondence: Letter from Richard W. Tonkin asking for support for MAFE Director‐at‐large position. Thank You letter from Desiree Worthington for donation of basket and cookbook for first Lope for Hope Horseshow on 10/17/09. Christmas Cards from various businesses and supporters. Brent noted that these are on the bulletin‐board. Confirmation from Amway Grand. Barb reported that Dan Hubbell has cancelled and will not be able to go. Brent reported that Rudy Neumann, is not on the Livestock Council but would still like to go. Rudy will take Dan’s room.


President’s Report‐ Brent reported no written president’s report but to please get a copy of the phone tree in case of meeting cancellation.


Treasurer’s Report‐ Iva handed out a printout of Costs and Revenues for Fair week 2009, Profit & Loss Budget vs. Actual and check register 11/12/09 to 12/10/09. Barb questioned what Grand Stand Expense of $2509.98 under special events & Grandstand expenses in Profit and loss, and why judges were not included in expenses on costs and revenues. Iva will report back on these. Discussion. Motion 12.17.09.03 by Dan, seconded by Pam to accept budget document as our budget. Carried. Iva reported that the bookkeeper is holding a QuickBooks class the last Monday of January at the total cost of $300.00 unlimited people and she would like to attend. Brent asked Tammara Sanchez if she would like to go too. Motion 12.17.09.04 by Dan, seconded by Wayne to pay $300.00 for class and any who want to go can. Carried.


Public Comment: James Turkette, from Boy Scout Troop 30, presented a map, and proposal for 7 map posts to be installed to help fair goers locate things. Each post will have a mounted map and a slot underneath to hold maps that they can take. The board thanked James for adopting this project as his Eagle Scout project.


New Business:
A. Iva‐ reported that Jimmy McKue is advertising sled races for Feb 20th and saying he has talked to her. Barb noted that he does not have a contract. Board consensus that we do not contract with him and if he attempts to hold it will contact law enforcement.
B. Melissa Fewless inquired about the potential of 4‐H archery’s ability to do a tournament from 10a‐2p during fair week. Melissa reported they have barriers. Concern was raised by board members on finding a safe place, not using arrows but rubber tips, insurance issues, and space issues. Brent suggested Melissa get more information and then board can make a decision.

 

4‐H/livestock
A. Haley Lillie (492‐9849)‐ introduced herself and reported that she is from Glen Lake School and would like to suggest that the 2010 theme for 4‐H and Fair be “Going Green”. Karen Alma (492‐4252) reported that she represents Blue Star families and would like to suggest “Believe in Our Country” as the fair theme to honor our troops. Karen reported that she would like to bring in political figures and show troop support. Motion 12.17.09.05 by Barb, seconded by Sharon to have the theme for 2010 be “Going Green”. Discussion. Brent stated that he did not think that we should decide on a theme without the advertising chair here. Barb noted that advertising used to work around the theme not the other way. Vote Barb, Sharon and Daryl ‐yes to motion. 8 board members No. Motion defeated.

 

Committee Reports‐ only those committees with reports listed


Advertising‐ Milt requested that people let him know about events. Tammara requested meeting times be corrected as the wrong time is on the web.

 

By‐Laws‐ Barb handed out new copies of by‐laws

 

Entertainment‐ Wayne reported that he has 3 events booked for fair and is looking into a car show the end of May.


Information Tent‐ Brent reported that it is under construction


Museum‐ Brent reported that Bobe would like to write a letter to the family that currently runs it.

 

Pancake Breakfast‐ Sharon looking for information. Tammara reported that she has some info from Tom Robinson.

 

Premium Book‐ Pam reported on meeting and that further action will wait until after convention when where hopefully can find what other fairs are doing. Iva reported that Cinda Karlik is still working for the Ag dept. Iva reported that no books were turned in for the Heim building.

 

Rentals & Contracts‐ Barb reported on meeting and rough draft of rules, potential new contract language, and rule signs. Daryl reported that the township has new sign ordinances. Mary reported
that directors have to be under covered arena. She reported that a board member put their item in a spot that was sold and it was not appreciated.

 

Tickets & Passes‐ Mary described her game plan for tickets. Would like to have contracts for Grand Stands in place by May, so that people for gates and Grand Stands can be hired and in place by July. Would like to have Queen and her Court help with tickets. Mary reported that some will be trial and error but requested that the rest of the board not undermine. Karen resigned from this committee due to comments another member said at last tickets and passes meeting. Tammara Sanchez would like to be added to this committee. The next meeting will be January 11th at 6:00p

 

Veteran’s Memorial‐ Suggest Al talk to Karen Alma

 

Motion 12.17.09.06 by Sharon, seconded by Dan to adjourn at 8p.Carried.


Respectfully Barb Walker