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HomeMy WebLinkAboutTourism & Fair Committee - Minutes - 7/24/2013Bayfield County Fair Committee Meeting Page 1 of 3 July 24, 2013 BAYFIELD COUNTY FAIR COMMITTEE MEETING July 24, 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 and Dee Kittleson, Committee Member absent: Harold Maki and Shawn Miller. Other present: Mark Abeles Allison, Administrator; Mary Motiff, Director and Theresa Kummerow, Secretary. 2. Approval of Minutes from June 19 , 2013 Meeting Motion (Crandall, Bichanich) To approve the June 19, 2013 minutes as read. Motion Carried. 3. Electric Charges & Camping Revenue A worksheet showing the last 2years of electric meter charges was included in the Committee members’ packages. Please note that Dahlberg did give a credit for the January 2013 Center Pole charges. 4. Budget A. 2013 Capital Improvement/Capital Equipment update a. Bleachers – New bleachers will not be purchased this year. A new wheel system will be retrofit to the bleachers that were purchased last year. b. Money Counter – Ashland County Fair will go in half for a new money counter. Each of the 2 Fairs will contribute approximately $200 each. c. Electric – The electric for the new beer tent appears to be running a few hundred dollars more than anticipated. d. Portable Stage – Using a car hauling trailer for the stage in the Beer Garden is the current plan. B. Discussion and Possible Action on 2014 Fair Budget A worksheet showing the Departmental 2014 Projected Budget, the 2013 Estimated Budget and the 2012 Actual Budget was included in the Committee members’ packets. Discussion on changes to the Fair 2014 Budget. Revenue- Increase total Revenue projections by $6,250 by increasing the following line items. State Grants by $1000 for a total of $3,500 Use of Grounds/Horse Shows by $500 for a total of $5,500 Use of Grounds/Other by $50 for a total of $100 Camping Fees by $200 for a total of $2,700 Winter Storage by $500 for a total of $6,500 Donations by $1,500 for a total of $9,000 AgStar Fund Grant by $2,500 for a total of $2,500 Expenses – The changes in projected Expenses should be changed as follows: Increase - Temporary Employees - pay rate for Davies to $12/hour and for Anderson to $11/hour Decrease – Per Diem by $450 for a total of $3,500 Decrease Telephone by $60 for a total of $900 Motion (Crandall, Bichanich) To approve the 2014 Departmental Budget with changes as discussed. Motion Carried. Bayfield County Fair Committee Meeting Page 2 of 3 July 24, 2013 C. Discussion and Possible Action on 2014-2018 plan for Capital Improvement/Capital Equipment The Committee members received a worksheet showing the Capital Equipment/Capital Improvement plan for 2014 to 2018. The following changes were requested by the Committee: 2014 - Remove the Beer Garden Pavilion w/concrete pad for $19,000 2014 – Increase the cost of the Dump trailer to $4,200 2014 – Keep the Swine pens and panels at $4,200 2014 – Add Beer Garden Pavilion Concrete pad for $5,000 2015 - Add the Beer Garden Pavilion for $19,000 2015 – Remove portable bleachers at $3,000 Motion (Crandall, Bichanich) To approve the 2014 Capital Improvement/Capital Equipment Budget Plan with changes as discussed. Motion Carried. 5. Building & Grounds A. FEMA Grant Update Additional changes have been made with the guidance of the WI Emergency Management office. It will now be submitted to FEMA. The County should get a response within a month B. Bleachers A phone conference was held with Dave Wagner, Motiff, Bichanich and Davies. The Company will be adapting the bleachers by August 8th instead of replacing them. C. Beer Garden Electric is in and a car hauler will be used for a stage this year. D. Draft Horse Barn The stalls have been filled. E. Norvado Norvado will be scheduling a time to convert the grounds to fiber, as well as installing boosters for the WiFi and TV. F. Pig Rings A temporary show ring will be set up this year with panels that have been donated by United Ag of Ashland. G. Repair and Maintenance Replacement of some the old lights is taking place. H. Groomer Barn The Iron River Snowmobile Club may be giving up its lease on the groomer building at the Fair Grounds. The Administrator has been discussing options with the Snowmobile Alliance in regards to their use of the building. 6. 2013 Fair Planning & Updates A. Advertising A worksheet summary showing where the advertising dollars will be spent was included in the Committees packets. Some of the Heartland radio ads were played during Bay Days. The Lost Trailers have the radio contact information and have been using social media to promote the fact that they are filming a music video during their performance at our Fair. Please take posters and rack cards with you to put in local area businesses. B. Bart Bus The Bart Bus schedule is being adapted for the Dirt Dash starting at 11 am on Saturday. In 2012 there were 49 people that rode the free shuttle. C. Exhibitors The deadline to enter items into the Fair is Thursday. Bayfield County Fair Committee Meeting Page 3 of 3 July 24, 2013 D. Mutton Bustin Mutton Bustin is in the works for Sunday during the bull riding break. E. Office Help Yvonne & Helen will be returning to work in the Fair Office. Laura Heckman will also be joining the Fair Grounds office staff. We are still waiting to confirm whether Gail Soulier will be able to return as the bookkeeper. F. Camping Jim Crandall has volunteered to be in charge of the camping during the Fair. G. Ticket Sellers We are still in need of ticket sellers. H. Track Logistics Motiff is in contact with Bob Janigo to coordinate the needs for the grandstand shows - pre, post & during. I. Vendors Vendor applications are still coming in. The Knights of Columbus and the IR Snowmobile Club will not be having their food booths. Bear Show works will not be returning as a vendor either. J. Successful Fair Criteria Discussion on defining what defines a successful fair. The consensus of the Committee is that the criteria of a successful fair should be based on the gate fees and beer sales. 7. Future Agenda Items Grounds rental fees and camping fees. . 8. Next Meeting Date The next meeting will be held on Monday, September 30, 2013 at 5:30 pm in the County Board Room. 9. Adjournment The meeting adjourned at 7:05 pm. # # # Minutes submitted by: Theresa Kummerow, Secretary Bayfield County Fair