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HomeMy WebLinkAboutTourism & Fair Committee - Minutes - 10/15/2012Bayfield County Fair Minutes- 10-15-12 Page 1 of 3 BAYFIELD COUNTY FAIR COMMITTEE MEETING Monday, October 15, 2012 – 5:30 p.m. County Board Room, Courthouse – 117 E. 5th Street - Washburn, Wisconsin Minutes 1. Call To Order Dee Kittleson, Chair, called the meeting to order at 5:30 p.m. Committee Members present: Marco Bichanich, Jim Crandall, Dee Kittleson and Shawn Miller. Committee Members not-present: Harold Maki Other present: Mark Abeles-Allison, Bayfield County Administrator, Mary Motiff, Director, Theresa Kummerow, Secretary, Tyler Luger, CEZRA and Peter Lulich, Lulich Implement. 2. Approval of Minutes from September 17, 2012 Meeting Motion (Crandall, Miller) To approve the September 17, 2012 minutes as read. Motion Carried. 3. Review of 2012 Fair Motiff noted that she has been receiving positive feedback from people regarding the Fair. A short synopsis of the 2012 Fair Review session held on October 9, 2012 was included in the packets. Discussion to put the following items from the review on future Fair Committee agendas: 1) Emergency Plan – Updating is on tonight’s agenda 2) Ticket Gate Lighting – Safety concerns for ticket sellers; permanent lights versus portable lights 3) Royalty Program – Kittleson noted that she would like to drop the Royalty program. 4) Office Layout –Safety and comfort by expanding back wall 5) Increasing fairgoers/exhibitor numbers – Recognizing various educational youth groups in the County. 4. 2013 Fair Planning a. Dates The 2013 Fair Dates will be August 22, 23, 24 & 25. Discussion with some of the Sawyer County Fair Committee members took place at the District 2 meeting. Sawyer Fair is willing to move their dates in 2014.Discussions will take place at a later date on moving the 2014 dates up a week earlier. The date change may affect the availability of the Bull Riding in 2014. The Committee would like to wait until the convention to discuss the 2013 Bull Riding contract. b. Carnival Discussion on the carnival contract took place. Motiff can start discussing terms with Spectrum. A few changes that will be looked into are asking for 2 to 3 Spectacular Rides and the dropping of the Royalty Ticket rate. c. Other Events Discussion on looking at the possibilities of holding other events at the Fair Grounds. Miller noted that he will follow up with his contact from Country Fest. d. CEZRA request for increased payment Tyler Luger, CEZRA President, requested an increase of the payment to CEZRA for putting on the 2-day horse show during the Fair. The request is to increase from $1,500 to $2,000. Motiff noted that CEZRA has been getting the same fee since 2001. Luger noted that the judges’ fees have been steadily rising and CEZRA was told that fees will rise again in 2013. Bayfield County Fair Minutes- 10-15-12 Page 2 of 3 Motion (Miller, Crandall) To increase the payment to CEZRA for their 2-day show during the 2013 Bayfield County Fair from $1,500 to $2,000. Motion Carried. e. Beer tent Check on size, rates, set-up, chairs, etc. from the Cable Lions for renting their tent and get comparisons from rental company. Ticket booth will be adapted to work with the beer tent. An update will be given at next month’s meeting. Motion (Miller, Crandall) To move up on the agenda the Buildings and Grounds discussion regarding the lawn mower purchase. Motion Carried. 5. Lawn Mower Purchase Motiff noted that at the last meeting, she was given authorization to spend $3,500 to purchase a new lawn mower. In the meantime, Northland Lawn, Sport & Equipment had given a reduced price quote on a better quality machine which was over the $3,500 limit. Peter Lulich, Lulich Implement, was on hand to answer any questions regarding the lawn mower specs and price. Discussion. Motion (Miller, Bichanich) To purchase the lawn mower from Lulich Implement for $4,800. Motion Carried. 6. Budget Review a. 2012 Year-To-Date Budget Review A worksheet showing the 2012 Year-to-Date budget numbers was looked at. Winter storage is still in the process of being stored, so the revenue has not all been collected. Motiff noted that the Contractual Services line item is slightly over budget. This is mainly due to the way that the County Clerk’s office requested certain bills to be coded this year. Discussion on how to report the “Fair Event” revenue and expenses separately from the regular Fair Grounds revenue and expenses. This would give a truer sense of how “just the Fair Event” does as opposed to the current way which puts all of the Fair and Fair Grounds revenue and expenses together. . The Committee also expressed that the Bayfield County Fair is an investment in the youth and all of the residents in our County. b. 2013 Budget Request A worksheet was looked at showing the Department request versus the Administrator’s request and what that differences are. Motiff noted that the levy dollars allocated for the Fair budget has been steadily dropping since 2008. 7. Emergency Plan a. Emergency Plan Motiff noted that Jan Victorson, Emergency Management Director and Paul Susienka, Sheriff met to go over the Emergency Plan. One of the suggestions is to put up 4 to 5 laminated maps, with the emergency sectors marked out, in various buildings on the grounds. The following changes were suggested by the Committee: 1. IV. Concept of Operations - Add as A3.– The Bayfield County Fair Manager 2. IV. Concept of Operations – Change to A4 – Whomever is designated by the Bayfield County Fair Committee Chair. b. FEMA Hazard Mitigation Grant Mark Abeles-Allison, Bayfield County Administrator, stated that as a result of Presidential Disaster Declaration FEMA-4076-DR-WI declared August 2, 2012, funding is available for mitigation activities through the Section 404-Hazard Mitigation Grant Program (HMGP.) Abeles- Bayfield County Fair Minutes- 10-15-12 Page 3 of 3 Allison noted that with this funding the installation of a permanent concrete-style outhouse could be placed near the horse arenas at the Fair Grounds. This structure would then be available to use as protection during severe weather. This would not be very effective during the Fair but would be useful especially during horse shows. Motion (Miller, Bichanich) To apply for funding for the installation of concrete-style outhouses near the horse arenas through the FEMA Hazard Mitigation Grant. Motion Carried. The last page of the packet has a sheet that lists the items that still need to be worked on. The Committee suggested that procedures that still need to be developed should be worked on and completed by April 1st. 8. Buildings & Grounds Project Updates In the early spring of 2013, the Draft Horse Barn will be getting attention as the stalls will be filled and the roof will be replaced. 9. Update on WI Association of Fairs Fall District 2 meeting Bichanich, Kittleson, Motiff and Kummerow attended the meeting in Hayward. 10. Future Agenda Items Items to be placed on future agendas include: 1) Update on Emergency Plan, 2) Update on beer tent & electric, 3) Entertainment and 4) Other youth groups in the County. 11. Next Meeting Date The next meeting date has been set for Tuesday, November 13th at 5:30 p.m. in the County Board Room. 12. The Committee may go into and out of closed session as per WI Statute 19.85(1)(c). Considering employment, promotion, compensation or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility. Motion (Crandall, Bichanich) To go into and come out of closed session as per WI Statute 19.85(1)(c). Motion Carried. The Committee went into Closed Session at 6:55 p.m. 13. Adjournment The meeting was adjourned at 7:13 p.m. Minutes submitted by Theresa Kummerow, Secretary Bayfield County Fair