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HomeMy WebLinkAboutTourism & Fair Committee - Minutes - 7/25/2012BAYFIELD COUNTY FAIR COMMITTEE MEETING Wednesday, July 25, 2012 – 5:30 p.m. County Board Room, Courthouse – 117 E. 5th Street - Washburn, Wisconsin Minutes 1. Chair Kittleson called the meeting to order at 5:32 PM. Members Present: Dee Kittleson, Shawn Miller, Marco Bichanich, Harold Maki and Jim Crandall. Others present: Mary Motiff, Cal Davies, Darla Lahti, Tyler Luger, Brigid Ripley. 2. Approval of minutes: Motion (Jim/Harold) to approve the minutes from the June 18th, 2012 meeting; motion passed. 3. Administrative/Legislative updates: Change in Jr. Horses - Darla said that we don’t really need the two extra classes; she will work with Theresa and Mary to tweak it for next year so there are not added expenses for the Equine Council & the Fair. 4. Wisconsin Association of Fairs Convention: Motion (Shawn/Marco) –to allow Bill to travel to the WAF conference at the expense of the Fair (hotel & registration); motion passed. 5. Budget A) Capital Improvements: a. 2013 CI items i. New riding lawn mower purchase ii. Purchase of portable bleachers iii. Draft Horse Barn roof replacement iv. Restrooms near the Horse Arena - Motion (Shawn/Marco) to suspend the rules to allow Darla to speak; motion passed. Darla asked if there is any discussion of putting bathrooms over by the horse barn. She would rather see a bathroom instead of additional horse stalls in the CI budget. The committee responded that the bathroom was removed from the CI plan last month and will not be added back in; a portable toilet is being purchased and will be placed in that area. b. 2014 to 2017 CI items B) Budget planning a. Returning part-time seasonal personnel wages; the committee confirmed that we should budget for $10/hr. for returning part-time staff b. Judges fees - Motiff presented the idea of increasing the judge’s fees to help with securing judges. It would have little or no effect on the budget since there is a little room in that line item so that we can keep the budget the same while accomplishing this. Motion (Marco/Harold) to increase judges fee to $125; motion passed. C) No action was taken on the budget at this time; the consensus of the committee was that the budget will need to be looked at before it is passed by the full board so that they’ll have more opportunity for changes if needed. It was pointed out that we need to add capital improvements figures to the budget. 6. Fair Planning a. Entertainment i. Contract Updates 1. Carnival contract has been updated and signed 2. Equipment needs – still looking for a 4wd tractor to use for Mud Run 3. Other - Motiff shared that the new bleachers will be delivered on Aug. 10th. ii. Budget – we are on target b. Advertising is on track and within budget; some radio ads aired during Bay Days c. 3x3 Basketball Tournament – time will be moved up to 10:00 AM to accommodate the manager’s schedule d. Fair Royalty i. Motion (Shawn/Marco) to change the residency requirement for the Fair Royalty contestants; motion passed. ii. We will be in the Iron River Blueberry Festival Parade on July 29th iii. Ticket Sales are going well e. 4-H Equine Council request for food booth during Fair w/fees waived - The Equine Council requested the ability to have a food booth by the horse arena without having to pay a vendor fee: Motion (Harold/Jim) to deny having a food booth by the horse arena; motion denied. Motion (Shawn/Marco) to deny waiving the fee for a food booth; motion passed. f. Ticket gates – Gate worker discussion: Dee will be approaching board members at the next county board meeting to work a shift; Mary read an email from Boy Scouts; motion (Shawn/Marco) to offer them a $750 cap with no further negotiation; motion passed. Shawn also noted that they should pay for their wristbands. g. Beer Garden - Beer tent discussion – motion (Harold/Jim) to postpone putting up a beer tent by the grandstand until next year so the costs can be further examined; motion passed. Crandall suggested that a beer pavilion should be added to the capital improvements budget for next year ($10K); Miller commented that we should talk about it in the fall and not wait too long into next year to get moving on the project. 7. Buildings & Grounds a. Update on 2012 Repair & Maintenance Projects i. Floor in Dairy Barn is completed ii. Rabbit/Poultry barn – discussed the status; material is out there already and we’re working on getting help to clear out the building before Shawn goes over to do the work with his skidsteer; a suggestion was made by Maki to rent a compactor. Shawn will arrange for help while he’s working out there. iii. Bleacher repair – Motion (Jim/Marco) to approve expense up to $600 for materials for bleacher repair in the horse arena; motion passed. Mary or Theresa will schedule delivery of materials with Tyler. iv. Dressage rings – a member of the public stated that she would like to see the rings filled in and leveled; discussion occurred as to whether the composted material is really appropriate for fill; will be graded by the Hwy Dept. this year and appropriate material will be added in the spring. v. Port-a-potty – only need a regular one since we have handicap restrooms on site; Brigid requested that it be placed closer to the dressage rings; Motion (Harold/Marco) to purchase a regular refurbished unit for approx. $700; motion passed. vi. Lighting replacement completed vii. Painting completed b. Consensus of the committee that the committee doesn’t need a motion to loan garbage bins and that all equipment loans can now go through Mary. c. Motion (Shawn/Harold) to approve Xcel energy request; Jim asked about adding restoration to the agreement and Mary confirmed that it will be added before it is signed; Mary mentioned the spotted knapweed and their offer to treat it; motion passed. 8. Future agenda items - The Committee wants to meet before the fair; Jim asked about staying overnight and Dee said that we’ll reserve a hotel room if needed; Darla asked about lighting improvements for security near the horse arena for 2013 CI budget; Mary will discuss with her and Cal; after discussion it was decided that there was no need to meet as there were no pending decisions. 9. Next meeting date - the next meeting will be on Monday, Sept. 17th at 5:30 PM at the courthouse. 10. The meeting was adjourned at 7:28 PM.