HomeMy WebLinkAboutTourism & Fair Committee - Minutes - 9/17/2012Bayfield County Fair Committee Minutes 9-17-12 Page 1 of 3
BAYFIELD COUNTY FAIR COMMITTEE MEETING
Monday, September 17, 2012 – 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 5:31 pm.
Members present: Marco Bichanich, James Crandall, Dee Kittleson, Harold Maki and Shawn Miller.
Others present: Mary Motiff, Director, Theresa Kummerow, Secretary, Verne Gilles, Bob Janigo and Tyler Luger,
CEZRA.
2. Minutes from July 25, 2012 Meeting
MOTION (Bichanich, Miller) To approve the July 25, 2012 minutes as read. Motion Carried.
3. Review of 2012 Fair
Worksheets were handed out that detailed various aspects of the Fair. Worksheets included: 1) 2011 to 2012
Revenue Comparisons, 2) 2010 to 2012 Ticket Sales Comparisons, 3) Bayfield County Fair Expense
Comparisons 2012-2010, 4) Entertainment Expense Comparisons 2012 to 2010, 5) 2011 to 2012 Beer Sales &
Expenses Comparisons, 6) 2012 Fair Ticket Sales at the Fair, 7) 2012 Bayfield County Fair Revenue collected at
the Fair, 8) 2012 & 2011 Revenue Comparison, and 9) 2012 Royalty Program.
Motiff noted that the revenue is down for 2012 except for beer sales and Fair Grounds rental but that the
entertainment expenses were also down. Discussion on determining what revenue and expenses should be
included in defining if the “4-days of the Fair” was a financial success. No decision was agreed upon, as the Fair
budget encompasses more than just the event of the County Fair. The Committee would like to have an updated
Year-to-Date Budget worksheet for the County Board meeting the next evening.
Some positive items that were noted: 1) the TV in the Beer Garden was a good draw, beer sales were up on
Thursday, 2) The horse arena events had the bleachers full for most of the time, 3) The Motorcycle Stunt shows
had great turnouts. Miller noted that he had spoken with the Stunt Driver and has his direct contact information
which may allow us to get a better price for next year. 4) Good weather once again played an important role in
attendance.
Not so positive comments included: 1) the rental company’s early tear down of the beer garden lights and chairs
at 5 pm on Sunday. An internal communication error played a role in this.
4. 2013 Fair Planning
a. Fair Date – Discussion on pros and cons of moving the Bayfield County Fair to one week earlier in
August.
MOTION (Maki, Miller) To tentatively approve the date change of the Bayfield County Fair to August 15-18,
2013 (the third week in August). The date change will be dependent on Spectrum Entertainment’s
Carnival availability. Motion Carried.
b. Bull Riding/Rodeo – Continue to have on Saturday evening, if the date changes an alternative bull
riding/rodeo provider may need to be found.
c. Mud Run – Further discussions will be held at a future meeting.
d. CEZRA fee – Tyler Luger, CEZRA President, requested an increase in the dollar amount paid to CEZRA
for the show they hold on Saturday and Sunday. Additional information as to why an increase is needed
should be presented a future meeting for the committee to discuss.
e. Dirt Dash – Bob Janigo formally informed the Bayfield County Fair Committee that he will no longer be in
charge of running the Dirt Dash. Janigo has arranged for people to be taking over the Dirt Dash in 2013
with his assistance. Janigo stated that he would like to see a representative in charge of the track, (track
keys, set up, tear down, etc.) who will work with the Fair Director to oversee all that needs to be done in
the track area during the Fair. Janigo volunteered to take on this role for the 2013 Fair.
Bayfield County Fair Committee Minutes 9-17-12 Page 2 of 3
MOTION (Crandall, Bichanich) To approve Bob Janigo as the 2013 Fair Grounds Track Facilitator.
Motion Carried.
f. Petting Zoo – Positive feedback. Look into having it again for next year.
g. Beer Garden Music – Very positive feedback regarding Vince Anthony & his band was received. Not so
positive feedback regarding Free Fallin’ – The Tom Petty Cover Band - was also received.
h. Sponsorships – Miller would like to see sponsorships secured to cover more of the entertainment costs.
He has offered to approach Ashland Honda/Toyota for a major sponsorship.
5. Discussion and Possible Action on Fees
a. Grounds Rental
b. Camping – worksheet with local camping rates handed out
c. Admission Fees
d. Winter Storage – worksheet handed out with local winter storage rates
Discussion.
MOTION (Maki, Crandall) To keep all 2013 fees and rates for the Fair and Fair Grounds the same as they
have been for 2012. Discussion. Motion Carried.
6. Budget Review
a. Discussion and Possible Action on 2012 Capital Improvement funds to be used for purchase of
materials for 2013 projects.
Discussion on the possibility of using the remaining 2012 Capital Improvement funds for purchasing
potential 2013 Capital Equipment in 2012.
MOTION (Maki, Miller) To trade in the current riding lawn mower and to use the 2012 Capital Improvement
Funds to purchase the largest Kubota Riding Lawn Mower as possible from Lulich Implement. The dollar
amount to be expended shall not exceed Three Thousand Five Hundred Dollars ($3,500). Motion Carried.
7. Buildings & Grounds Project Updates
a. Jail Help - Davies has been picking up, dropping off and supervising the jail help at the Fair Grounds.
This has increased the mileage/fuel expense but being able to use the jail help has been working out
quite well and has been a huge benefit. Maki suggested that Motiff send a letter to the Sheriff’s
Committee requesting the use of a van and driver for use before and after the 2013 Fair.
b. New Bleachers – The new bleachers have bent due to the tow package. Dissatisfaction with the product
was expressed. Options expressed were sending the bleachers back and getting a refund or fixing them
and being refunded the cost to fix them. Motiff noted that a representative from the bleacher company
will be coming up this fall. Bichanich and Miller are willing to go to the Fair Grounds and meet with the
sales representative when he arrives.
c. Electrical –
i. Discussion on additional electrical needs for the new proposed beer tent area.
The Consensus of the Committee is that an additional $1,000 should be added to the 2013 Capital
Improvement budget to accommodate the electrical for the new proposed beer garden/tent area.
ii. Discussion on electrical service problems on the Horse Arena Camping Line. There is electrical
there, but different outlets have different amps. This has caused some difficulties with the people
camping and the electrical needs for their campers.
MOTION (Miller, Crandall) To raise electrical camping rates so that the higher electrical amperage usage
outlets pay a higher rate. Motion Carried.
d. Electrical Meter – The electrical meter by the horse arena has been fixed.
e. Security Lighting - Security lighting needs by the horse barn will be discussed at a future date.
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8. WI Association of Fairs Fall District 2 meeting on October 10, 2012 in Hayward, WI
Kittleson, Motiff, Bichanich and Kummerow will be attending the District 2 meeting. Kummerow will make the
reservations.
9. Future Agenda Items
a. Beer Tent
b. Emergency Plan
c. Employee Evaluation
10. Next Meeting Date
The next Bayfield County Fair Committee meeting will be held on Monday, October 15, 2012 in the County Board
Room at 5:30 pm.
11. Adjournment
MOTION (Maki, Bichanich) To adjourn the meeting. Motion Carried.
Meeting adjourned at 7 pm.
Minutes Submitted by:
Theresa Kummerow, Secretary
Bayfield County Fair