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HomeMy WebLinkAboutTourism & Fair Committee - Minutes - 6/19/2013Bayfield County Fair Minutes – 6-19-13 Page 1 of 3 BAYFIELD COUNTY FAIR COMMITTEE MEETING Wednesday, June 19, 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 5:30 p.m. Committee Members present: Marco Bichanich, Jim Crandall, Dee Kittleson and Harold Maki. Committee Members absent: Shawn Miller. Other present: Mary Motiff, Director; Theresa Kummerow, Secretary; Ralph Mashlan, Dirt Dash; Katie Peltier, Chicken & Rabbit Superintendent; Bob Janigo and Verne Gilles. 2. Approval of Minutes from May 20, 2013 Meeting Motion (Crandall, Bichanich) To approve the May 20, 2013 minutes as read. Motion Carried. Motion (Bichanich, Maki) To move Number 5 on the agenda (The discussion and possible action on the budget for the Dirt Dash) to be the next item on the agenda. Motion Carried. 3. Discussion and Possible Action on budget for the Dirt Dash Bob Janigo and Ralph Mashlan were present to discuss the Dirt Dash. Mashlan noted that there have been some rule changes. A website for the Dirt Dash has been set up by Mashlan it is www.dirtdashcentral.com. Currently there are 10 cars registered. The pits will need to be open by 7 am to start the registration process. The fees will be paid during registration, the fee for a car will be $25, drivers and pit crew will be charged the daily gate fee of $12. The drivers and pit crew will receive a daily wristband for their $12 fee. They will also receive a free “pit pass” wristband which means that they have signed a waiver and are allowed into the pits. Mashlan asked about the rule that we have that does not allow anyone under the age of 18 to drive in the Dirt Dash and that no one under the age of 15 is allowed in the pits. Kummerow will double check with our insurance company on their policy regarding ages. Mashlan may also have a sponsor to provide trophies. Kummerow noted that we have some trophies at the Fair Grounds that would just need plaques. Mashlan also noted that he will be able to bring in some additional equipment and operators to assist with the track. Kummerow will follow up with Mashlan on the need for a Certificate of Liability Insurance to be on file for the machinery. As was discussed at the last meeting, the costs for the Dirt Dash will be: $2,000 for prize money, $250 for an announcer and approximately $500 for participant insurance. This was approved with a consensus at the last meeting, but will need to be formalized. Motion (Maki, Bichanich) To approve up to $2,800 for the Dirt Dash expenses with Shawn Miller being responsible for finding the additional funding. Motion Carried. 4. FEMA Grant Update Additional modifications have been made to the application form. The re-zoning process has begun. The public hearing will be held on June 20th. 5. Discussion and Possible Action on Emergency Plan Updates Motion (Crandall, Bichanich) To approve the Emergency Plan with the updates. Motion Carried 6. Update on Fair Planning A. Drunk Driving Crash Vehicle Maki brought up the fact that the Bayfield County Health Department has access to a Drunk Driving crash display and would like to see it set up during the Fair. Discussion. Motiff will work out the details with Terry Kramolis, Health Department Director. Bayfield County Fair Minutes – 6-19-13 Page 2 of 3 B. Beer Garden Lori Fibert has agreed to be the Beverage Coordinator again this year. Local music has been lined up for the Beer Garden. Maki expressed his reservations regarding the sale of beer at a family event. The consensus of the Committee is to offer soda and water for sale in the Beer Garden and the Grandstand. C. Bull Riding The Bayfield County Fair Great Frontier Bull Riding (GFBR) Show will be the finals for the Midwest Bull Riders Association (MBRA). GFBR would like to make this show as special as possible. One way they are doing this is by increasing the pay outs for the riders participating in the MBRA. Please let Motiff know of your ideas to make this event “bigger”. D. Sponsorships A handout was included the Committee’s packets. The Sponsorship hand out lists the sponsorships for this year; as well as listing last year’s donation amounts- in cash and in In-Kind donations. E. Ticket Gate Workers A ticket gate work schedule was included in the Committee’s packet. We have gotten some spots filled in, but are looking for more workers. F. Iron River Wood Carving group Jim Beeksma spoke with Kummerow about the Iron River Wood Carving group having an exhibition during the Fair. They would be able to set up in the Family Stage area on Saturday and Sunday from Noon to 5 pm. They would have a few people working on their projects as well as examples of their work on display. They will hold the demonstrations at no charge to the Fair. Discussion on passes. The consensus of the Committee is to give the members of the Iron River Wood Carving group, an Entertainer Pass which will allow access to the grounds but not to the Grandstand Shows or carnival rides. G. Other Bob Janigo suggested that a Flea Market be held during the Fair, without a space fee being charged. A discussion ensued. This idea will not be pursued for during the Fair, but the possibility of holding a Flea Market during a non-fair time will be looked at. 7. Buildings & Grounds A. Project Updates The fill has been delivered for the Draft Horse Barn. One person from the Jail is assisting this week, starting today. . B. Portable Bleacher Update A letter has been sent, but no response has been received. C. Discussion and Possible Action on restoration of portable stage and other stage options An estimate was not obtained from someone who could convert/repair the current stage into what is needed. The Committee would like to have an estimate to look at before they commit to going ahead with any changes. They would like to have this item on a future agenda. 8. Discussion and Possible Action on 5 yr. plan for Capital Improvement and Capital Equipment Motiff noted that the cost of renting two small tents is $150/tent plus a $250 delivery charge. With the purchase of two “EZ UP” type tents this money would be recouped in two years. There is money available in the 2013 Capital Improvement budget to purchase these items. The consensus of the Committee is to rent the tents this year, and add the purchase of the tents to the 2014 Capital Improvement Budget. Another item that needs to be added to the 2014 Capital Improvement budget is a new dump trailer since Jim Beeksma’s dump trailer is no longer being used at the Fair Grounds. Estimates will be available at the next meeting, Bayfield County Fair Minutes – 6-19-13 Page 3 of 3 No action was taken on the Capital Improvement/Capital Equipment budget. It will be added to the agenda next month. 9. Year-To-Date Budget Update A handout showing the Year-to-date budget was included in the Committee’s packets. A few items to note include that the Use of Grounds/Other Events revenue line item will be returning to its normal dollar amount as Xcel Energy will not be renting the pit area this year for storage. The Donations revenue line item reflects the monies that have been inputted into the New World accounting system by June 14th. Last year’s Donation revenue line item also shows some of the In-Kind donations as cash donations, which off-set some of the expenses incurred by some of the providers of the In-Kind donations. The Part-Time Employee expense line item has been adjusted to show Kummerow’s increased hours. 10. Future Agenda Items Fair Planning, 5-Year Pan for Capital Improvement & Equipment, In Kind donations, Electric Charges & Camping Revenue, Discussion and Possible Action on restoration of portable stage and other stage options 11. Next Meeting Date The next meeting will be held on Wednesday, July 24, 2013 at 5:30 pm in the County Board Room. 12. Adjournment The meeting was adjourned at 6:40 pm. Minutes Submitted by: Theresa Kummerow, Secretary Bayfield County Fair