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HomeMy WebLinkAboutTourism & Fair Committee - Minutes - 5/27/2015Bayfield County Fair Minutes - May 27, 2015 Page 1 of 3 BAYFIELD COUNTY FAIR COMMITTEE MEETING Wednesday, May 27, 2015 – 4:00 p.m. Fair Office, Bayfield County Fair Grounds 7080 N Main Street, Iron River, WI 54847 Minutes 1. Call To Order Meeting called to order at 4:00 pm by the Chair, Dee Kittleson Members present: Dee Kittleson, Marco Bichanich & Rusty Williams Members Absent: Jim Crandall & Shawn Miller Others present: Verne Gilles; Nick and Rena Navarro, Event Specialties/Pyrotechnical Specialists; Scott Williams, Head Groundskeeper; Mary Motiff, Tourism Director and Theresa LaChappelle, Administrative Assistant 2. Approval of Minutes from April 28, 2015 Fair Committee Meeting (Williams, Bichanich) Motion to approve the minutes of April 28, 2015 as presented. Motion Carried. 3. Public Comment Nick and Rena Navarro, Event Specialties, presented information on what their company can offer the Bayfield County Fair in the way of pyrotechnics (fireworks). 4. Tour of Buildings & Grounds Project Sites a. Beer Garden Electric & Stage A stage 16’w x 20’ long with one step will be built before the Fair starts. (There is not any money in the CI budget for electrical, but it potentially some of the electric supplies can be purchased with monies from the repair and maintenance line item.) R Williams also noted that he would like to see something done with the beer garden floor. The dirt makes it dusty and difficult to dance on. Other committee members thought it was fine the way it is. b. Grandstand Event Specialties demonstrated a small variety of the types of pyrotechnics that they could provide for the Fair. They could provide a 3-minute fireworks display scripted to music for $2,000. Discussion on fireworks, noise and animal reactions. It ws noted that the loudest fireworks would need to be eliminated from the mix. The Navarros were thanked for their demonstration. The fireworks will be discussed at a later time. c. Restroom/Showers Williams indicated where the leaks are coming from in the mechanical room. d. Show Ring Pavilion Discussion on the electrical needs. Harvey Anderson will be putting the outdoor GFI outlets on the auctioneer stand. The lights and the GFI outlets on the pavilion will be part of the electrical bid by an electrical contractor. Motiff noted that the show ring donor would like to have at least two estimates for the electrical work. Committee members offered a few suggestions. The new set of bleachers has arrived but still needs to be put together; this can’t happen until the electric is done. e. Swine Barn LaChappelle explained that the AgStar grant has come through in the amount of $3,000. The concrete slab will be added to the swine barn with the labor being donated and the concrete procured at a reduced price. The remaining monies will be used for new swine pens. It was noted that there may be an anonymous donor to help with the additional improvements; they are in touch through the market sale group. Bayfield County Fair Minutes - May 27, 2015 Page 2 of 3 f. Horse Arena – CEZRA Arena Fencing - The horse arena has a bent panel. Tyler Luger, CEZRA, explained that this will be taken care of as he is responsible for it. Arena Sand - Luger explained that the arena has some extremely soft sand in it. It is so soft and unstable that CEZRA considers it to be dangerous and has scheduled some of their gaming shows at an alternate site. Luger has been looking into possible solutions to fix the arena. The potential solutions have been varied as well as have the prices - from a few thousand dollars to tens of thousands of dollars. He thinks he has a solution that will be fix the problem at no additional costs. Luger proposes that CEZRA haul in some of the black dirt from the track that had been used as “a table” for moto-x racing. The dirt will then be disked in by a CEZRA volunteer. They will use only try this on part of the arena and if it is a successful fix they will work the entire arena this way. The Committee is agreeable to this solution as long as the “dirt pile” in the track has not and is not used as part of the regular fair track design. Arena Out Gate -Luger explained that the gate has hinge issues and needs to be replaced. S. Williams will take a look at it in the near future. g. Safe Room Building The Safe Room is still under construction. h. Exhibit Hall & Garden Building These were not gone through at this time. Crandall will meet with S. Williams at a future date. i. Lighting Around Perimeter Many of the sensors and bulbs have been replaced on the light poles which should help reduce the ongoing electrical costs. j. Other Projects Well – The need for the well to be repaired and how the well will be tied into the Safe Room was discussed. Landscaping – There is a need to find someone or a group to take over the flowers and plants at the Fair Grounds. The Safe Room needs some landscaping as well. 5. Budget Update The overall Fair Year-To-Date Budget was included in the Committee member’s packets as well as the Year-To-Date Capital Improvements budget and an itemized list of approved 2015 Capital Improvement Expenditures. Capital Improvements – Well - It should be noted that the well repair will likely come out of the Capital Improvement funds. Portable Sound System - The portable sound system has been ordered. There will be three units that can work either as standalone units or as one unit. Dump Trailer - The dump trailer is on the grounds. Beef & Horse Barn Electrical - The Beef Barn electrical upgrade will be done by Anderson & S. Williams as will the Green Horse Barn Electrical upgrades (switches). Beef Barn Roof – The Beef Barn ventilation cost should come in lower than expected as a ridge vent will be put in instead of a cupola. Future Capital Improvements – Motiff indicated that she would like to pursue the idea of the Fair Grounds becoming a certified campground. Because of the size of the Fair Grounds, the site would be targeted to large group camping only; such as: car clubs, rv clubs, etc.; so as not to compete with private campgrounds. The camping would be run through the Fair Office. There would need to be improvements made to meet State Statutes. This subject will be researched and discussed at a future date (after the Fair). 6. 2015 Fair Planning a. Entertainment i. Contracts CEZRA – CEZRA will be holding two days of events during the Fair. However, the second day of gaming is not WSCA (Western Saddle Club Association) sanctioned. Motiff voiced her concern about the number of participants because of this. Luger assured Motiff and the Bayfield County Fair Minutes - May 27, 2015 Page 3 of 3 Committee that because the non-sanctioned fun day has less rigid standards, that there will be as many or more participants. Division Stunt Team – The Division Stunt Team contract was discussed, there were a few minor changes from the original discussions. The Committee consensus was to have Motiff proceed with signing both updated contracts. ii. Fire Works -Discussion on the possibility of having fireworks. The committee would like to see if a sponsor can be found for the fireworks. The staff will follow up on negotiating prices and looking for potential sponsors. It will be discussed further in the future. iii. Power Wheels - The Mashlans (Dirt Dash) would like to put on a youth race with battery operated vehicles. LaChappelle and Motiff did discuss the logistics with our insurance agent. iv. Punt Pass and Kick – The Washburn/Bayfield/South Shore Football team will run this event again. The event will start with registration at 2 pm on Saturday, August 8th. b. Advertising The Committee Member’s packets included a breakdown of the advertising plan. There will be an increase in flyers/posters, brochures and social media advertising and a decrease in Radio and TV advertising. Local newspaper advertising will stay about the same. As suggested, advertising in the Evergreen Shopper’s other shopper papers will be looked into. c. Beer Garden The Beer license application is on the Town of Iron River’s agenda for June 11th. Lori Fibert will be returning as Beverage Coordinator and has made arrangements with Superior Beverages. There was also a discussion on pricing of the beverages. d. Commercial Vendors Letters will be going out to potential commercial vendors soon. e. Insurance The insurance has been renewed. f. Premium Lists Premium lists have been printed and are being delivered to various locations throughout the area. g. Sponsors A list of sponsors and dollar amounts was included in the Committee Member’s packets h. Volunteers The ticket sellers schedule was included in the Committee Member’s packets. The information has also been shared in the 4H newsletter and will go out to non-profit organizations next week. 7. Future Agenda Items and Next Meeting Date The next Fair Committee meeting is planned for Wednesday, June 17, 2015 at 4 pm in the County Board Room. Future agenda items include Fireworks, and the Capital Improvement Budget. 8. Adjournment The meeting was adjourned at 5:35 pm. Minutes presented by: Theresa LaChappelle, Administrative Assistant Bayfield County Fair