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HomeMy WebLinkAboutTourism & Fair Committee - Minutes - 8/24/2015Bayfield County Fair Minutes - August 24, 2015 Page 1 of 4 BAYFIELD COUNTY FAIR COMMITTEE MEETING Monday, August 24, 2015 – 4:00 p.m. County Board Room, Courthouse, Washburn, WI 54847 Minutes 1. Call To Order Dee Kittleson called the meeting to order at 4:01 Committee Members Present: Marco Bichanich, Jim Crandall Dee Kittleson and Rusty Williams. Committee Members Absent: Shawn Miller Others Present: Verne Gilles, Jody Hipsher, Dawn Klobucher, John Bennett, Scott Williams, Head Grounds Keeper, Mary Motiff, Director & Theresa LaChappelle, Administrative Assistant. 2. Approval of Minutes from June 29, 2015 Fair Committee Meeting (Bichanich, R Williams) Motion to approve the June 29, 2015 minutes as presented. Motion Carried. 3. Public Comment John Bennet, spoke regarding his displeasure that the 2015-2016 winter storage rates were raised after the storage items had been picked up this Spring and deposits had been taken for the 2015-2016 season. A “Thank You” note from Senator Ron Johnson and Louise Vernon were included in the Committee Members’ packets. 4. Discussion and Possible Action on Exception to New Winter Storage Rates The rates for the 2015 – 2016 winter storage season were raised from $6/funning foot to $8/running foot at the April 28th Fair Committee meeting. This meeting was few days after the winter storage items of the 2014-2015 season had been picked up and some deposits had been accepted for the 2015-2016 season. Normally, a letter goes out (at the end of August/beginning of September) to notify those who have had stored their items the previous season regarding the new storage dates, etc. These letters will be going out soon and information regarding the new rates, storage dates, etc. will be included. Discussion. Motiff recommended that if any of those who have put deposits down to reserve a space for the 2015-2016 season do not wish to store their item, their deposits would be returned to them. Motion – (Crandall, Bichanich) Motion to keep the new rates instituted for this 2015-2016 winter, but deposits will be refunded to those who wish to not store their items because of the rate increase. Motion Carried. 5. Discussion on 2015 Fair A. Overall Comparisons A comparison worksheet was reviewed. Attendance was down slightly overall which can be attributed to rain and/or the threat of severe weather each day. Beer Garden sales were also down. Kittleson also presented information from Lori Fibert, Beverage Coordinator. The CEZRA Horse Show on Sunday was a Fun Show, not a sanctioned gaming show for points (their sanctioned show was held the following weekend in Hayward). There were less participants on Sunday than there has been in other years, therefore there were less fees collected for attendance, camping, stalls, shavings, etc. B. Senior Rate Dawn Klobucher expressed that she and Kim Nieder had heard from many seniors in the area, that they did not attend the Bayfield County Fair because of the higher price of the pay-one-price admission fee. R Williams stated that he had also heard this from many seniors. A discussion on a discount for Seniors will take place in the future. Bayfield County Fair Minutes - August 24, 2015 Page 2 of 4 C. Vendors The number of non-carnival food vendors was down slightly. Also the number of commercial vendors needs to be increased, but there are some policies in place that make it difficult for smaller vendors to participate. These policies will be reviewed in the future. D. BART Shuttle There were 18 riders this year. Last year there were 44 riders. Kittleson noted that BART suggested more advertising would help to increase the ridership numbers. Motiff noted that as much as or more advertising of the BART Shuttle had been done this year compared to last year, but the Daily Press had the wrong day listed for the BART Shuttle on the front page of their Fair Tab. Motiff also questioned how much money should be continued to be spent on the shuttle. E. Show Pavilion and Arena There were very favorable comments given regarding the George Vernon Memorial pavilion and show ring. F. Beef & Swine area Klobucher noted that there was positive feedback on the improvements in the Swine barn and the Beef wash rack fencing. Motiff expressed thanks to the Klobucher family for all of their assistance in the planning and physical labor of the show arena and wash rack. G. Fireworks Jody Hipsher noted that the noise from the fireworks “ raised havoc” with the animals, especially in the Beef Barn. Kittleson noted that the Committee had been concerned about the animal reactions and had brought this up at a meeting prior to the Fair. Motiff noted that the Beef & Horse Superintendents had been contacted and the Superintendents thought that fireworks would be all right as long as they weren’t the really loud ones and that no one was in the arenas showing at the time. Kittleson noted that the Committee went along with the Superintendents responses. Motiff also noted that the Fireworks display was also listed on the advertising materials, but that the Superintendents could have been given a reminder that Fireworks were going to happen. H. Exhibit Hall Crandall and his volunteers did some painting and replacing of the backing materials in some of the booths done in the Exhibit Hall before the Fair. Crandall also assisted in the Exhibit Hall on Thursday of the Fair. He received many ideas on what could be done to the Exhibit Hall and Verne Gilles Garden Building. I. Grounds Entertainment The Lumberjack Show and the Mechanical Bull went over well. Discussion on placement of the Lumberjack show J. General Feedback Animals - Jody Hipsher wanted the Committee to know how important the animals are to the Fair, it is sometimes the only place the public actually sees a farm animal. She overheard a woman say, “I’ve never seen a real live sheep before”. Buildings & Grounds – Positive feedback on how good they look. 6. Discussion on and Possible Action on 2016 Fair Planning A. Thursdays 1. Beer Garden Kittleson passed on the message from Lori Fibert that she (Lori) does not feel that it is worthwhile to have the beer garden open on Thursday. This will be looked at during a future meeting. 2. Exhibits D Klobucher suggested that the advertising needs to state that animals/exhibits arrive from noon – 7 pm on Thursday. She had overheard some comments from Fair-goers who were disappointed that all of the animals weren’t in their stalls. 3. Food vendors – Crandall noted that it seemed as the food vendors were having a slow day on Thursday and suggested maybe dropping the mandatory Thursday times. S Williams noted that the Thursday-set up-is nice as it gives everyone a chance to get everything set up and to work out any wrinkles; set up while the Fair is in process could be problematic. Bayfield County Fair Minutes - August 24, 2015 Page 3 of 4 B. Carnival Dates have not been set yet for 2016. The Carnival also requested that the overhead line in the midway area be buried. This would allow for setting up a wider variety of rides in that area. The Committee would like quotes on the cost of burying this line. C. Grandstand Shows 1. Dirt Dash This year the track was an oval instead of a figure 8 which disappointed some people. Kummerow also noted that there needs to be additional communication regarding when the public is allowed back into the pits, after the Dirt Dash is finished. 2. Truck & Tractor Pull Bichanich asked about having a Truck & Tractor Pull at the Fair. There was an Antique Tractor Pull in Sanborn this year. LaChappelle noted that she has discussed the idea about having a pull at the Fair with S Lulich. S Lulich said that it is hard to get tractor pullers to come up this far. We can get a Truck & Tractor Pull company to put on a show, but the draw will depend on the amount of money spent. The amount of money goes up dramatically if you want to guarantee that some of the big rigs will be at the show. Bichanich will explore this option further. 7. Discussion and Possible Action on 2016 Budget Planning The 2016 budget worksheet showing the 2015 Actual Expenses, 2015 Amended Budget, 2015 Estimated Expenses, the 2016 Department Budget Request including Capital Equipment and Capital Improvement figures and the 2016 Administrator Budget was included in the Committee Member’s packets. As budget numbers were due to the Administrator before this meeting, and no changes were requested by the committee before the deadline, the 2016 Departmental Budget has been advanced. Figures can be adjusted by and at the Administrator Level. Discussion. A. Revenue Crandall had some questions and suggested the following revisions be made to the Revenue figures: Vendor Space & Privileges change to $4,000 Use of Grounds/Horse Shows change to $4,500 Promotional items change to $400 B. Expenses Motiff noted a few items in the 2016 Budget: 1. Wages - Due to a change in line-items at the Clerk’s office, LaChappelle’s wages will be coming out of the part-time wages line item not the full-time line item. 2. Health Insurance - Figures are not listed in the 2106 Departmental Budget numbers, but they will be added. 3. Contractual Services - Due to a change in the line item for the seasonal bookkeeper’s pay, Contractual Services will be less for next year. 4. Rents & Leases – 2015 line item will be higher as we had to rent a tractor for the last month. If a tractor is not purchased next year, the 2016 Rents & Leases line item will need to be drastically increased. C. 2016 Capital Improvements 1. Tractor Although a tractor may be available from the Forestry Department, and the offer is appreciated, the tractor is too large for the Fair needs. S Williams noted that the tractor is needed to get into buildings and around the grounds in areas with limited spaces. S Williams also noted that originally a 60 hp tractor was tried out, but it was not large enough to do the work that needs to be done. The current rental tractor (4 wheel drive – 75 hp,) has saved time and fuel on the mowing. The rental fees and the trade in of the old tractor may help to bring down the purchase price of this tractor. 2. Building Improvements a. Beef Barn Suggestions – Exhaust fan, exterior outlets by the wash racks, Masonry needs to be power washed, tuck Pointing done and painting to seal the blocks, also need to grade the topsoil next to the building b. Sheep Barn Suggestions - Concrete floor throughout, adjustable pens, improved lighting and a wash rack. c. Swine Barn – Ceiling fan, shading, improved lighting and a wash rack. Bayfield County Fair Minutes - August 24, 2015 Page 4 of 4 (Crandall, Bichanich) Motion to approve the 2016 Budget and the 5-year CI & CE Budgets as presented in the worksheets included in the Fair Committee Member’s packets, but with changes to the revenue line items and the increase in the Health Insurance expense line item as mentioned above. Motion Carried. D. Discussion and Possible Action on WI Association of Fairs District 2 meeting The Wisconsin Association of Fairs District 2 meeting will be held on October 14, 2015 in the FEMA building at the Fair Grounds. The Spot of Iron River will be catering the lunch. Door prizes will be needed, such as centerpieces on each table, cheeses, etc. Verne Gilles was asked to attend as a guest. Crandall will be unable to attend. The rest of the Committee members present are fairly certain that they will be able to attend. E. Buildings and Grounds Update A. Beef Barn Ridge Vent There have been questions regarding the ridge vent being properly completed. Motiff has spoken with the carpenter and is satisfied that he has met and exceeded the specifications for the Cobra Vent that was installed. If this does not fully address the issue; further actions may be taken. B. 4H Food Stand The sink is an on-going issue that needs to be addressed. C. Exhibit Hall and Verne Gilles Garden Building Crandall will have a crew of volunteers painting out there on September 1st. Crandall noted that additional painting and an indoor handicap ramp from the main Exhibit Hall to the Verne Gilles Garden Building are in the plans for 2016. D. Electric Upgrades 1. Beef Barn – The camping upgrades will be finished this year. 2. Green Horse Barn – There are multiple issues going on in the Green Horse Barn. Two separate electrical companies have had their electricians take a look at the barn’s electrical. Some of the issues are: The circuits are overloaded, (currently 20 amp but should be a 40 amp) there are many fans going at the same time during horse shows (photos included in Committee Member’s packets). The breaker boxes are being used instead of switches, and the GFI outlets are in the rafters and need to be easily reached. Adding end fans to the building would also be helpful. The remaining 2015 CI Budget will determine what can be done on the green horse barn this year. 3. New Horse Barn – The electrical lines to the new horse barn was installed when the FEMA building work was being done. Lighting has also been added. Bichanich left the meeting at 5:55 pm. F. Future Agenda Items and Next Meeting Date The next meeting has been set for Monday, September 28 at 4 pm in the County Board Room. Future agenda items to include: 2016 Fair Planning: Senior Discounts, Increase the number of Commercial Vendors, Entertainment G. Adjournment - The meeting adjourned at 5:58 pm Minutes submitted by: Theresa LaChappelle, Bayfield County Fair, Administrative Assistant