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HomeMy WebLinkAboutTourism & Fair Committee - Minutes - 3/31/2014Bayfield County Fair Minutes March 31, 2014 Page 1 of 2 BAYFIELD COUNTY FAIR COMMITTEE MEETING March 31, 2014 – 6:00 p.m. County Board Room, Courthouse – 117 E. 5th Street - Washburn, Wisconsin Minutes 1. Call To Order Marco Bichanich, Vice- Chair, called the meeting to order at 6:00 p.m. Committee Members present: Marco Bichanich, Jim Crandall Harold Maki and Shawn Miller Committee Members absent: Dee Kittleson, Other present: Tyler Luger, CEZRA; Gary Peterson, Peterson Masonry; Mary Motiff, Director and Theresa Kummerow, Secretary. 2. Approval of Minutes from February 24, 2014 Meeting Motion (Miller, Maki) To approve the February 24, 2014 minutes as presented. Motion Carried. 3. Buildings & Grounds Updates a. Pavilion Bids A bid summary sheet and a copy of the bids were included in the Committee members’ packets. Discussion on whether the bids did or did not meet the criteria set forth in the bid notice. Motion (Miller, Crandall) To approve a discussion with the lowest bidding contractor, Gary Peterson, regarding his bid and the bid notice. Motion Carried. The discussion regarding State Building Codes, approved plans, materials and other items continued. Motion (Crandall, Maki) To reject all bids as presented. Motion Carried. The discussion regarding pavilion size, roof pitch, plans and other related items continued. Motiff again stated that her preference is to reduce the size of the pavilion. Motion (Crandall, Maki) To have plans drawn up in accordance with State of WI specifications with Seal if needed, for a 4ft. ’x72 ft. pavilion with 10 ft. sidewalls and a 6/12 pitch and have the pavilion rebid. Motion Carried. Crandall suggested that two or three businesses that draw up State approved plans (Menards, C& S Design and one other) should be contacted to get prices on plans. Once the lowest price is found, the plans should be purchased and the pavilion put out on bids again. 4. 2013 Budget Update The 2013 Budget was presented to the Committee in their packets. The Fair budget is slightly over in expenses and slightly under in revenue. If the dollar amount that was unspent in the Fair’s Capital Improvement line item is calculated into the formula, the Fair would be considered to be under budget. 5. Buildings & Grounds Updates b. Invoice from Vendor In the Committee’s packets are correspondence and an invoice from a 2013 Bayfield County Fair food vendor who had an electrical issue, due to his own mis-wiring of his food trailer. He is asking for the Fair to pay for the service call. Motion (Bichanich, Miller) To deny payment of invoice. Motion Carried. Bayfield County Fair Minutes March 31, 2014 Page 2 of 2 6. Food Vendors Discussion on allowing more food vendors in this year. 7. 2014 Fair Planning & Updates a. Entertainment i. Strongman/Woman Competition- Motiff discussed the possibility of having a Strongman/Woman competition. She is investigating the cost and possible sponsors for the event. ii. Pony Rides – Motiff noted that at this time we do not have pony rides in the entertainment budget for the Fair. Discussion. Consensus of the Committee is that the free pony rides should be booked for the four days of the Fair. b. Ticket Pre-Sales Included in the packets is a spreadsheet comparing online ticket sales costs. Both TicketMaster and TicketFly stated that to get the public to buy their tickets on line an incentive is needed, such as lowering the ticket price for online sales. Online ticket sales would be one way to reach the intended audience and get the word out about the band. A targeted approach to advertising in the Duluth/Superior markets was agreed upon instead, with additional banner coverage on the corner of Rangeline Road and Hwy 2. c. BioSecurity/PEDv Update Nothing new to report at this time. This is on the WI Assoc. of Fairs District 2 meeting agenda. 8. Buildings & Grounds Updates c. Other FEMA Building – The FEMA Safe Building has been approved for the Fair Grounds. The Press Release provided by FEMA is in the Committee members’ packets. Security Lights – Tyler Luger, CEZRA is requesting that security lights be placed on the south side and outside of the green horse barn. These lights will provide a safer environment in the case of an emergency and in general for those camping in that area. It will be added to the grounds To-Do list. Grounds Staffing – Discussion on the plan from last winter to reorganize the staffing at the Fair Grounds. 9. Adjournment Meeting adjourned at 7:19 pm. Next meeting set for Monday, April 14, 2014 at 6 pm in the County Board Room at the Courthouse.