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HomeMy WebLinkAboutTourism & Fair Committee - Minutes - 10/7/2013Bayfield County Fair Minutes October 7, 2013 Page 1 of 3 BAYFIELD COUNTY FAIR COMMITTEE MEETING October 7, 2013 – 5:00 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 5:00 p.m. Committee Members present: Marco Bichanich, Jim Crandall, Dee Kittleson, Harold Maki and Shawn Miller Other present: Verne Gilles, Bob Janigo, Mary Motiff, Director and Theresa Kummerow, Secretary. 2. Approval of Minutes from July 24 , 2013 Meeting Motion (Crandall, Bichanich) To approve the July 24, 2013 minutes as read. Motion Carried. 3. Review of Fair A. Revenues/expenses – i. Beer - Beer revenues were up slightly. ii. Attendance - Attendance dollars were up over 2012. iii. Vendors - Revenue from vendors was down partly due to a few regular vendors not being at the Fair and the no fees charged for Machinery Row. iv. Camping - Camping revenue was up in part to the increase in fees for 30 amp service. v. Donations – The Clerk’s office has changed the way that some In-Kind donations are recorded which gives a more accurate reflection of expenses and donations. B. Feedback i. Protective Services- Motiff and Kummerow met with the Iron River Police Chief Eisenhauer, Iron River Fire/Emergency Department representative, Gary Victorson and the Bayfield County Emergency Management Director. Jan Victorson to go over things that worked well and things that could be improved upon during the Fair. A meeting set for earlier in the year with the Bayfield County Sheriff’s Department and these stakeholders will be set up to look at ways to increase security. ii. Grounds Personnel – It was noted that having Scott Williams working as a groundskeeper went very well. iii. Camping – Crandall will be writing a letter to the individual who broke multiple camping rules. iv. Ice – Multiple runs to town per day for ice were made. Either going to all draft beer or getting a used freezer should take care of most of that problem. Miller graciously offered to donate a chest freezer to hold ice for the Beer Garden. v. Ticket Sales – Kittleson noted that at the District Meeting, Pierce Co. Fair noted that someone from their county attended our Fair and that there was some confusion on the part of our ticket sellers as to what the price was and what the ticket/wristband included. vi. Exhibit Hall Improvements – Crandall noted that the Exhibit Hall needs some updating. Kummerow noted that letters have been sent to the Superintendents asking for their improvement ideas. A few Superintendents have replied so far. vii. Animal Welfare- A look at the veterinarian’s responsibilities is in order. viii. Market Sale - Motiff noted that the 4-H Market Sale Leader was contacted in regard to safety issues that need to be discussed. They will attend a future meeting to discuss their plans. ix. Bull Riding – A copy of an email that was sent regarding the verbal content of the Bull Riding Show and the response by the Great Frontier Bull Riding Company was included in the Committee members’ packets. x. Donations – Motiff indicated that she has tried and has been unable to get through to Mr. Amatuzio of Amzoil. Miller noted that he will make contact with him. Bayfield County Fair Minutes October 7, 2013 Page 2 of 3 4. Budget A. 2013 update A worksheet showing the year-to-date revenues and expenses including Capital Improvement expenses was included in the Committee members’ packets. B. Review of Administrator’s proposed 2014 Fair Budget A worksheet showing the 2014 Budget requests for the Fair, the 2014 Administrator’s request and the difference between the two was in the Committee members’ packets. Discussion. C. Discussion and Possible Action on update to 2014-2018 plan for Capital Improvement/Capital Equipment i. Electrical Upgrade – Initially electrical for camping was part of the 2014 Capital Improvement request. This has been changed to an electrical upgrade for 50 amp vendor sites. Discussion. Motion (Bichanich, Miller) To purchase the materials needed for a 200 amp service for the vendor area out of the 2013 Capital Improvement funds. Motion Carried. The consensus of the Committee is to leave the $2,000 for electrical upgrades in the 2014 CI Budget to cover the cost that Dahlberg will charge to add an additional service. If there is not to be any additional upgrades to the camping areas, Crandall would like to ensure that those camping during the Fair understand that 20 amp electrical services will not allow them to run everything they want, all of the time in their campers. Camping will be further discussed at the next meeting. ii. Pavilion for Beer Garden – Discussion on size, renting costs versus building cost, floor materials, electric and placement. The consensus of the Committee is to ask for $15,000 for a 30x60 pavilion (without a floor) in the 2014 CI Budget. iii. Dump Trailer – Discussion on the need for an additional dump trailer. The consensus of the Committee is to not include a dump trailer in the 2014 CI Budget. iv. Bleachers – The additional bleachers were taken out of the 2014 CI Budget. The newest bleachers were retro-fitted with parts to make them easier to move. It seemed to work well. 5. Building & Grounds A. Dairy Bulk Tank – Clynt Schmidt is interested in purchasing the bulk tank compressors from the Dairy Barn. More discussion will be held at a future meeting. B. Antique Grader - The Bayfield County Highway Department would like to have the antique grader that is at Fair Grounds. They would move it and put it on display in front of the Highway Department building. An email from the Bayfield County Highway Department Head, Tom Toepfer, inquiring about this is included in the Committee members’ packets. Motion (Crandall, Bichanich) To allow the Bayfield County Highway Department to relocate and retain ownership of the antique grader. Motion Carried. 6. 2014 Fair Planning & Updates A. Entertainment i. Cassady’s Critters – Discussion on the petting zoo with additional camel rides. Motion (Miller, Crandall) To sign the contract with Cassady’s Critters now for the 2014 Bayfield County Fair. Motion Carried. A. Carnival - Miller and Motiff have been in recent contact with our carnival, Spectrum Entertainment. Spectrum has raised the question as to whether they will or on which dates they will be back to our Fair in 2014. Miller noted that Spectrum assured him that we will have a carnival. More news is expected from Spectrum within the next two weeks. Bayfield County Fair Minutes October 7, 2013 Page 3 of 3 B. Bob Janigo The following are items that Janigo would like to see the Committee address at future meetings: i. Security- Janigo would like overnight security to be addressed. ii. Mud Run racers – Janigo felt that the lack of advertising for local racers hurt the participation in our Mud Run. He would like to be involved with the advertising for next year. iii. Grandstand Event – Janigo would like to propose a Tough Truck event for the grandstand. Cost would be approximately $6,500 for the first year and about $2,500 each year after. iv. Senior Discount – Discuss the possibility of a senior discount. v. Annual Convention- Janigo would like to attend the WI Fair Association Annual Convention. 7. Future Agenda Items 8. Next Meeting Date – Monday, November 18, 2013 at 5:30 pm 9. Adjournment – Meeting was adjourned at 6:07 pm. Minutes submitted by: Theresa Kummerow, Secretary Bayfield County Fair