HomeMy WebLinkAboutTourism & Fair Committee - Minutes - 11/14/2012Bayfield County Fair Minutes 11-14-12 Page 1 of 2
BAYFIELD COUNTY FAIR COMMITTEE MEETING
November 14, 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, Dee Kittleson, Harold Maki and Shawn Miller.
Committee Members not-present: Jim Crandall,
Other present: Mary Motiff, Director, Theresa Kummerow, Secretary, Adrienne & Isaac Dymesich, Bay
Area Christian Homeschoolers (BACH)
2. Approval of Minutes from October 15, 2012 Meeting
Motion (Maki, Bichanich) To approve the October 15, 2012 minutes as read. Motion Carried.
3. 2012 Budget Review
a. YTD Report
An updated Year-To-Date report was handed out. This report shows the Other Revenue line
item that had been inadvertently left out of the report in the Committee members’ packets.
A discussion took place on the implications of changes to the Grounds Keepers hours and how
it will reflect in the budget.
Consensus of the Committee is that in 2013 the Head Grounds Keeper position will drop down
to 450 hours for the year. The new position for grounds keeper will also be hired at 450 hours
for 2013.
b. Request for Budget Amendment to Increase and Adjust Line Items in the 2012 Capital
Improvement Budget
The Administrator and County Clerk informed Motiff that a Budget Amendment is not needed for
this increase.
4. 2013 Fair Planning Updates
a. Carnival
Discussion on the carnival contract with Spectrum Entertainment took place. A copy of the draft
contract was included the committee members’ packets. Spectrum has asked for an increase in
the daily fee from $3.50 to $3.75 per person, an increase in the season pass fee from $8.00 to
$8.50 per person, an increase in the exhibitor fee from $5.00 to $5.50 per person, and to
increase the cap from $30,000 to $35,000. Motiff also included a list of changes that the County
has made to past contracts. Spectrum does have item number 28 on their contract as “This
contract may be renewed for 3 years if advantageous to the Carnival.” An additional item to
include here would be the date changes for 2014 and 2015. Listing of carnival rides to bring
was also discussed.
Consensus of the Committee is to have Motiff go ahead with the contract changes and to have
the contract signed before the end of December. Any additional items will be discussed at the
convention with Spectrum.
b. Beer tent
Motiff met with the grounds personnel to discuss the placement of the beer tent. A layout
diagram was included in the Committee members’ packets. The Beer Pavilion will be used for
Family Entertainment, which will reduce the number of rental needed. A handout showing the
Bayfield County Fair Minutes 11-14-12 Page 2 of 2
proposed tent rental fees for 2013 versus the actual costs for 2012 was handed out. Motiff
noted that she does have the Cable Lion’s 30x60 tent reserved, pending a decision by the
Committee.
Motion (Kittleson, Miller) To approve the rental of the 30’x60’ tent from the Cable Lions.
Motion Carried.
c. Entertainment
Motiff included in the Committee members’ packets a report listing the entertainment expenses
from 2010 to 2012, a draft report listing 2013 entertainment expenses and a list of entertainment
options. Information regarding the Quad Freestyle shows, Lumberjack shows and Dock Dog
shows was also included. There will be approximately $9,000 in the budget to procure
remaining grandstand shows and grounds entertainment. Discussion on possible entertainment.
Consensus of the Committee is to have Motiff sign the contracts for Cassady’s Petting Zoo and
Oz Seeker the Clown. The contracts should be signed before the end of December. The
remaining entertainment will be decided at a later date.
d. Other - None
5. Discussion and Possible Action on Bay Area Christian Homeschoolers Organization’s request
to participate in the Junior Division of the 2013 Bayfield County Fair.
Adrienne Dymesich, Bay Area Christian Homeschoolers (BACH) Director presented information
regarding the organization and answered questions regarding the group.
Motion (Miller, Bichanich) To approve the youth belonging to BACH to participate and compete
in the Bayfield County Fair Junior Division. Motion Carried.
6. Update on Emergency Plan
Emergency plan updates will be worked on in January.
7. WI Association of Fairs Conference Registration Update
Kittleson and Motiff will be attending on Sunday, Monday and Tuesday. Miller will be attending on
Sunday and Monday. Kummerow will contact Kacvinsky and Crandall to confirm the dates they will be
attending.
8. Future Agenda Items
9. Next Meeting Date
There will be a quorum attending the Wisconsin Association of Fairs Convention in January.
Kummerow will send out the appropriate notice to the newspaper.
The next meeting will be held on Wednesday, January 16, 2013 at 5:30 pm in the County Board Room.
10. Adjournment
Meeting adjourned at 6:54 pm.
A copy of the State of Wisconsin’s Inspection Report was handed out to the Committee members.
Minutes submitted by:
Theresa Kummerow, Secretary
Bayfield County Fair