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HomeMy WebLinkAboutTourism & Fair Committee - Minutes - 5/20/2013Bayfield County Fair Minutes – May 20, 2013 Page 1 of 3 BAYFIELD COUNTY FAIR COMMITTEE MEETING Monday, May 20, 2013 – 5:30 p.m. Bayfield County Fair Grounds – 7080 North Main Street, Iron River, WI 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 Member absent: Harold Maki Other present: Mary Motiff, Director, Theresa Kummerow, Secretary, Cal Davies, Groundskeeper, Harvey Anderson, Groundskeeper, Verne Gilles, Bob Janigo, Neil Schultz, County Board Member and Clynt Schmidt, 4H Leader. 2. Approval of Minutes from April 15, 2013 Meeting Motion (Crandall, Bichanich) To approve the April 15, 2013 minutes as read. Clarification on the free vendor spots in Machinery Row: 1) There is not a limit on the number of free sites a vendor may have in Machinery Row, 2) All admission passes must be paid by the vendor. Motion Carried. 3. Discussion and Possible Action on Emergency Plan Updates The Committee will continue to review the updated Emergency Plan. The Committee would like clarification on their roles in regards to the Severe Weather warning section. The Emergency Plan will be discussed at the next meeting. 4. Update on Fair Planning A. Market Sale – Clynt Schmidt, 4-H Leader and parent is seeking the opinion of the Fair Committee regarding a discussion that the 4-H Market Sale is having regarding one of the Market Sale rules. Schmidt noted that at the last Market Sale meeting, the Market Sale committee wanted an opinion from the Fair Committee regarding changing one of their rules. It was noted that the Bayfield County Fair does not dictate the rules to the 4-H Market Sale for its members, so any decision the Fair Committee would make is not binding. Discussion on the rule that Bayfield County 4H members in the Market Sale program are required to house their animals in Bayfield County, even if those members live outside of Bayfield County. The proposed change would allow a Bayfield County 4-H Member to house their animal outside of Bayfield County as long as the 4-H member had been an active member in a Bayfield County 4-H Club for 5 years and had been in an animal project for 3 years. Motion (Crandall, Miller) To give approval to the Bayfield County 4-H Market Sale to change their housing rule by allowing Market Sale Animals to be kept outside of the County as long as the 4-H’er has been an active Bayfield County 4-H member for 5 years and in the animal project for 3 years. (Crandall, Miller) – Yes (Bichanich, Kittleson) – No. Motion did not carry. B. Dirt Dash – Bob Janigo was at the meeting to represent the Dirt Dash. Discussion on start time of the Dirt Dash. The stage and sound crew will need at least 4 hours before the show (7 pm for Vince Anthony & Band, 8 pm for The Lost Trailers). According to Janigo, clean-up for after the Dirt Dash should take no longer than 20 minutes. The Dirt Dash will run from 11 am to 3 pm. Equipment needed for the Dirt Dash will be the County Dozer and the County Front End Loader, which only County Highway personnel are able to run. The group may bring in their own equipment to use, but a Certificate of Liability Insurance (COLI) should be brought with the equipment. The Fair will provide volunteers to take tickets in the pits. The cost of the event is estimated for the payout to be $2,000, the announcer fee to be $250, and dollar amount for the additional insurance has not been determined as of yet. Bayfield County Fair Minutes – May 20, 2013 Page 2 of 3 The Consensus of the Committee is to have the payout be at a set fee of $2,000, the cost of the insurance for the event should be applied to the Entertainment line item in the budget. C. Mud Run – Discussion on the track needs. D. Sponsorships – A list that included last year’s and this year’s sponsors was included in the Committee’s packets. Miller asked Motiff to contact Al Amatuzio (Amsoil) in regards to a sponsorship. Motiff also passed around a list of Bayfield County businesses that she would like the Committee members to indicate which ones they would be willing to contact. E. Ticket Gate Workers – The letter to non-profit groups and a tentative gate schedule were included in the Committee members’ packets. Discussion on free pass with 3 hours of work. Motion (Crandall, Bichanich) To approve the daily free pass for 3 hours of work by ticket sellers. Motion Carried. F. Parking – Motiff noted that she has had an initial conversation with the Washburn Boy Scouts regarding the parking during the Fair. Motion (Crandall, Bichanich) To offer the Washburn Boy Scouts a maximum of $750 (Seven Hundred Fifty Dollars and No Cents) to provide parking assistance on Saturday and Sunday. The Boy Scouts who are providing parking assistance will be required to purchase their own wristbands, if they want to go on carnival rides or into the Grand Stand. Motion Carried. G. Advertising – Motiff noted that she has spoken with Stokes Nielson (Lost Trailers) and with the GM at the Country Radio Station in Duluth. H. Beverage Coordinator - Motiff has spoken with Lori Fibert. Fibert is considering returning. I. Summer Office Help – Yvonne Lind has been asked to return. J. Bathroom cleaning – Motiff noted that a cleaning woman for the women’s bathrooms still needs to be found. Davis will also ask around in Iron River to see if he can find some assistance. K. Other – i) Kummerow is continuing to work on updating the Premium List. ii) Miss Snowflake from the Assoc. of WI Snowmobile Clubs and Alice in Dairyland are scheduled to appear at the Fair. Motiff noted we still need to get a sponsor to help with their travel expenses. iii) Motiff brought up half-price Thursday. It is not in the carnival contract this year. iv) After a Committee member asked, Motiff reassured the member that the beer tent has been reserved. 5. Discussion and Possible Action on 5 yr. plan for Capital Improvement and Capital Equipment The Capital Improvement 5-Year Plan was included in the Committee’s packets. The 2013 budget shows what was approved by the County Board, the actual amount that was spent, the remaining budget and three alternative Capital Improvement/Equipment projects for 2013. The projects include: 1) Money Counter for bills - $400, 2) Portable stage in the Beer Tent - $500, and 3) Electrical Service in the Beer Tent at a cost of $1700, Motion (Crandall, Bichanich) To approve the 2013 alternative Capital Improvement/Equipment projects at a cost of $1,700 (One Thousand Seven Hundred Dollars and No Cents). The Capital Improvement/Equipment requests for 2014 – 2018 will be looked at during the next meeting. Motion Carried. 6. Buildings & Grounds A. Project Updates – A list of buildings and grounds projects was included in the Committee’s packets. Corrections and updates made to the FEMA grant. The rezoning process has begun. Bayfield County Fair Minutes – May 20, 2013 Page 3 of 3 B. Discussion and Possible Action on possible electric upgrade and expansion of camping areas – Discussion on current fees and power availability. At the next committee meeting, the Committee would like to see a copy of the electric bills (by meter) for the past two years. Motion (Crandall, Bichanich) To raise the camping electric rates as follows for the use of one outlet during the Fair: 20 amps without water - $50, 20 amps with water - $55, 30 amps without water-$70, 30 amps with water - $75. C. Discussion and Possible Action on portable bleacher options Motiff, Davies, Bichanich and Kelly Trepanier, Maintenance Dept. Head and Dave Wagner, Owner Park & Recreation Products, Inc. met at the Fair Grounds to look at the bleachers and come up with options. The three options presented: 1. Request reimbursement for the extra time and materials that were used as well as for what it would take to retrofit the unit to be more usable. 2. Work out a deal to keep the current bleachers in a permanent location and ask for a deal on some smaller, more mobile units like our old bleachers. 3. Request a complete refund and send them back. Discussion on the bleacher options. The Consensus of the Committee is to have Motiff work out the best deal that she can on purchasing some smaller, more mobile units like we already have. The monies would come from the 2013 Fair Capital Improvement/Equipment line item. D. Discussion and Possible Action on restoration of portable stage and other stage options Discussion on restoring the portable stage on the flatbed frame. It would not work well for a portable stage in the Beer Tent but could be retrofitted to be used as a stage in the Grand Stand. Hood Equipment does not have the time to work on it before the Fair this year. The Consensus of the Committee is to tear off the wood after the 2013 County Fair. Refabricating of the stage should be added to the 2014 Capital Improvement/Equipment requests. 7. Future Agenda Items Capital Improvement/Equipment 5-Year Plan, Portable Bleachers Update. 8. Next Meeting Date The next meeting date has been set for Wednesday, June 19, 2013 at 5:30 pm in the County Board Room. 9. Adjournment The meeting adjourned at 7:28 pm. Minutes submitted by: Theresa Kummerow, Secretary Bayfield County Fair