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HomeMy WebLinkAboutTourism & Fair Committee - Minutes - 1/22/2013Bayfield County Fair Minutes -Jan 22, 2013 Page 1 of 3 BAYFIELD COUNTY FAIR COMMITTEE MEETING January 22, 2013 – 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 5:31 p.m. Committee Members present: Marco Bichanich, Jim Crandall, Dee Kittleson, Harold Maki and Shawn Miller. Other present: Mary Motiff, Director, Theresa Kummerow, Secretary, Mark Abeles-Allison, Administrator and Verne Gilles. 2. Approval of Minutes from November 14, 2012 Meeting Motion (Bichanich, Miller) To approve the November 14, 2012 minutes as read. Motion Carried. 3. 2012 Budget Review A worksheet showing the year-to-date 2012 totals was included in the Committee members’ packets. Motion (Miller, Bichanich) As a courtesy to the Administrator, to move Item Number 8 (FEMA Grant presentation by Administrator) up on the Agenda to the next item on the Agenda. Motion Carried. 4. FEMA Grant presentation by Administrator Mark Abeles-Allison gave an overview of the FEMA Mitigation (HMGP) funds that are available and the Fair’s application for a bathroom building to be used as a “Safe Building”. The preliminary response from FEMA indicated that although a bathroom building is not considered by FEMA as a “Safe Building”; a building with bathrooms in it could be considered. Discussion on size needed (for 500 people, type of structure, placement, water and septic considerations, the need for the building on the grounds and funding. The funding would be from Federal, State and County dollars with 75% from Federal funds, 12 ½% from State funds and 12 ½% from County funds. Discussion. Motion (Miller, Bichanich) To have the Administrator, proceed with the application for a 2,500 square foot building with bathrooms as a FEMA designated Safe Building. Motion Carried. 5. WI Association of Fairs Conference Update Kummerow noted that the main theme in many of the workshops she attended was based around animal diseases that can migrate to people; such as e-coli and “swine flu”, the seriousness of the issue, and being proactive by having plans set in place were highly stressed. Crandall noted that as a first time attendee, some of the things he noticed included: There is more agriculture and agriculture education at other Fairs. Some County Fairs are run by the County but that most County Fairs are run and operated by an Agriculture Society in which the Fair Board members take active roles and responsibilities in running their County Fairs. Crandall brought up the idea of the Bayfield County Fair Committee members taking on specific and active roles during the Fair. Discussion. Miller suggested that Fair Committee members may be able to assist more by taking a more active role in recruiting Sponsors. Motiff noted that online software for registration and judging results was highlighted. Both she and Kummerow were enthused about the possibilities and the amount of staff time this program could save. Implementation would be looked at for 2014, as Capital Equipment funds would be needed to purchase the software. Sawyer County Fair Committee members met with our Committee members and Spectrum Entertainment to discuss the future date changes for the Bayfield County Fair and what impact this would have on each of them. Spectrum stated they will be at the Bayfield County Fair on the new dates and would not be able to be at the Sawyer County Fair on the same dates. Sawyer County Fair board members said they will work out their date changes in order to have a carnival at their Fair. Bayfield County Fair Minutes -Jan 22, 2013 Page 2 of 3 6. 2013 Fair Planning a. Carnival The contract with the carnival was signed at the conference. Adjustments for gate fees may be needed depending on possible increases in gate fees on Saturday and Sunday and half-price gate fee on Thursday. b. Beer tent The beer tent, tables and chairs have been reserved from the Cable Lions. c. Entertainment General considerations for grandstand entertainment were discussed. There will be a Mud Run on Friday, Music on Saturday and Bull Riding on Sunday. There will not be a Dirt Dash. i. Music – 1. Grandstand - Discussion on whether it is better to go with the name recognition of a well-known artist or to go with an up & coming band that needs lots of promotion. The Lost Trailers sound, stage & light requirements were included in the Committee packets. Motion (Crandall, Miller) to hire The Lost Trailers to perform on Saturday night in the Grandstand. Motion Carried. 2. Beer Tent- Local bands will be hired. ii. Mud Run Discussion to change the Mud Run track to a mud pit and to move pit closer to the grandstand. The Consensus of the Committee is to hold the Mud Run on Friday night and change the track to a pit and to move the Mud Run closer to the grandstand. iii. Bull Riding Discussion on moving the Bull Riding to Sunday and adding additional monies in an effort to attract more riders. Motion (Bichanich, Miller) to hire Great Frontier Bull Riding for Sunday’s 1 pm Grandstand show for a fee of $12,300. Motion Carried. iv. Grounds Entertainment Discussion on hiring back the motorcycle stunt rider from last year. Motion (Maki, Bichanich) To hire the Team Extreme Trials showcase performance for three shows each on Friday, Saturday and Sunday for a fee of $4,500. Motion Carried. d. Dream Big – Food Shelf Collection Program Discussion on holding a food drive in conjunction with the Thursday reduced gate fee. The Consensus of the Committee is that there will not be a food drive during the Fair. e. Other – None 7. 2013 Budget Amendment A discussion was held on the proposed budget resolution increasing the Entertainment expense line item by $4,500 and also increasing by $4,500 the Gate Fee revenue line item (raising the cost of the daily entry fee on Saturday and Sunday by One Dollar). Discussion held on increased entertainment costs and expected increase in attendance fees. Bayfield County Fair Minutes -Jan 22, 2013 Page 3 of 3 Motion (Bichanich, Miller) To raise the Saturday and Sunday daily ticket price by $2 per person, therefore bringing the daily price for admittance to $12 (Twelve Dollars) per person on Saturday and Sunday. Discussion. Those in favor: Bichanich, Crandall, Kittleson and Miller. Opposed: Maki. Motion Carried. 8. Update on Grounds Position Motiff noted that the position has been advertised in the Daily Press and on the County website. The deadline to apply is February 3, 2013. 9. Other Items for Discussion a. Wage Study – The wage study is not ready yet. b. Department Mission and Goals – This will be worked on at a future date. c. Other – Capital Improvement projects will be discussed at a future meeting. 10. Future Agenda Items Items to add to future agendas include: 1) Campground & other electric, 2) Camp site fees, 3) Stage, 4) Contracts, and 5) Groundskeeper Job 11. Next Meeting Date The next meeting will be held on Tuesday, March 5th at 5:30 pm in the County Board Room. 12. Adjournment Motion (Maki, Crandall) Motion to adjourn the meeting. Motion Carried. The meeting was adjourned at 7:12 pm. Minutes submitted by: Theresa Kummerow Bayfield County Fair Secretary