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HomeMy WebLinkAboutTourism & Fair Committee - Minutes - 5/14/2011Bayfield County Fair Minutes – March 14, 2012 Page 1 of 2 BAYFIELD COUNTY FAIR COMMITTEE MEETING Wednesday, March 14, 2011 – 5:30 p.m. County Board Room, Courthouse – 117 E. 5th Street - Washburn, Wisconsin Minutes 1. Call To Order The Chair, Dee Kittleson called the meeting to order at 5:42 pm. Members present: Marco Bichanich, Bill Kacvinsky, Dee Kittleson, Shawn Miller, and Patti Rantala Others present: Mary Motiff, Director, Theresa Kummerow, Secretary, Bob Janigo, Verne Gilles and Tyler Luger, CEZRA. 2. Approval of Minutes from January 25, 2012 Meeting MOTION (Kacvinsky, Rantala) To approve the January 25, 2012 minutes as read. Motion Carried 3. Administrative Updates a. Office - Kummerow is up to 12.5 hours/week currently and has been in contact with judges and superintendents. b. Fiber Optic - Norvado is putting in fiber and needs someone to meet them at the fairgrounds in the next couple of weeks. Bichanich has agreed to them if necessary. c. Vendors - Food and commercial vendor information has been updated (see handouts). d. Sponsors - Sponsorship information has been updated (see handouts); the number of free passes has been reduced to keep in line with the number of passes available 4. Discussion and Possible Action on Fees for 2013 Non-Fair Use of Fairgrounds A summary sheet for a history of what groups have been charged over the years to utilize the fairgrounds was looked at. Groups that have already reserved the fairgrounds for 2012 are being charged the same rate as last year. The Committee would like to discuss the rates for 2013 at a meeting after the 2012 Fair. 5. Fair Royalty Program Update The Fair Royalty information was looked at. One change from the handouts is that the prize money will be a Five Hundred Dollars Continuing Education Scholarship instead of a Two Hundred Fifty Dollars scholarship. The application deadline is May 25, 2012. The information has been included in the current 4-H newsletter and will be emailed to the local media, schools and libraries. The season pass tickets that are sold will once again be at a discounted price. The carnival has also agreed to take a lesser amount from each Fair Royalty season pass that is sold. 6. 2012 Fair Planning a. Review Entertainment Options – see updated handout i. Renaissance Group – Contact has been made with the local Renaissance group. There are a variety of options available. The cost to have them there will be 10-20 admission tickets. Further contact will be made to firm up the details. ii. 3x3 Basketball Tournament – Ryan Tiberg and Richard Vernon have expressed interest in putting on a 3x3 basketball tournament during the Fair. iii. Red Bird Drummers & Dancers – The actual cost will depend on the number of drummers &/or dancers. This group is sponsored in part by Legendary Waters; if the sponsorship is not there they will not be performing. iv. Motorcycle Stunt Show – The Committee does want to have this as a grounds show, with placement of the show to be decided later. v. Local Bands – The Committee would like to see the contracts include a line for “no- performances” in the local area immediately before the Fair. Bayfield County Fair Minutes – March 14, 2012 Page 2 of 2 b. Discussion and Possible Action on Entertainment Expenditures i. Mud Run – Motiff has been in contact with the Lake States Mud Runners group. They are willing to hold a show on Friday night for $1,200. The show will run from approximately 7pm to 9 pm with the pit gates opening at 3pm or 4 pm. They do expect at a minimum 17 to 20 participants. They will collect the $10 daily admission fee as part of their pit registration. The group will also want to be able to camp in the pits on Friday night. Children will most likely be in the pits; this will be dealt with through their insurance policy. The track for the Mud Run will most likely be a bermed up track set approximately 100 to 125 feet in front of the grandstand. It should not affect the Bull Riding set up. According to Janigo, it should only take about a half-hour to remove after the show. MOTION (Kacvinsky, Rantala) To approve the Mud Run show for Friday night at Twelve Hundred Dollars. Motion Carried ii. Cattle Penning – Bichanich gave Motiff the name and phone number of the person who is interested in putting on a cattle penning show during the Fair. The consensus of the Committee is to have Motiff pursue the Cattle Penning as a possible Saturday afternoon grandstand show. 7. Buildings & Grounds Updates a. Siding – Lorin Wicklund should be starting on the Verne Gilles Garden Building siding this week. b. Portable Bleachers – Motiff will bring detailed information to the next meeting. c. Grounds Rental – Tyler Luger, President, CEZRA; wanted items on the grounds contract clarified due to some differences with the grounds staff last year. i. Clean Up - The contract does state that the group has until midnight the following the day to complete clean-up. It will be reiterated to the grounds staff that the groups have until midnight the following day to complete their clean up. ii. Manure Trailer – The contract states that the group is responsible for manure & garbage clean up. CEZRA would like to provide their own manure spreader/trailer to take care of the manure. The committee approved this action as long as the manure is taken and dumped in the approved manure area. iii. Bathrooms – The contract says that the bathrooms will be available. In the past, CEZRA has requested at times that the bathroom not be opened. If they wish, the bathrooms will be opened for their shows. CEZRA President Luger was also made aware that there will be charges accrued for cleaning the bathrooms. 8. Future Agenda Items a. Portable Bleachers b. Entertainment 9. Next Meeting Date The next meeting has been set for Monday, April 16th at 5:30 pm in the County Board Room. 10. Adjournment The meeting was adjourned at 6:27 pm. Minutes submitted by: Theresa Kummerow, Secretary Bayfield County Fair