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HomeMy WebLinkAboutTourism & Fair Committee - Minutes - 1/25/2016Bayfield County Fair Minutes – Jan 25, 206 Page 1 of 3 BAYFIELD COUNTY FAIR COMMITTEE MEETING Monday, January 25, 2016 – 4 p.m. County Board Room, Courthouse, Washburn, WI 54847 Minutes 1. Call To Order Meeting called to order at 4:10 pm by the Chair, Dee Kittleson Members present: Dee Kittleson, Marco Bichanich & Jim Crandall Members Absent: Shawn Miller & Rusty Williams Others present: Dawn Klobucher, 4H Market Sale; Bob Janigo, Mary Motiff, Tourism Director and Theresa LaChappelle, Administrative Assistant 2. Approval of Minutes from November 30, 2015 Fair Committee Meeting (Bichanich, Crandall) Motion to approve the minutes of November 30, 2015 as presented. Motion Carried. 3. Public Comment Public Comments will be taken during the appropriate discussions. 4. 2015 Budget Update The Year-to-Date 2015 Budget was presented. Discussion. Motiff will work with the Administrator to determine if a budget amendment is needed. 5. Report on WI Association of Fairs Annual Conference LaChappelle’s summary of the event was included in the Committee Members’ packets. Crandall reported on the workshops that he had attended; Animal/Patron Safety, Risk Assessment, Agriculture Updates & Networking and Carnival Amusement Updates. Crandall also mentioned that seeing the variety of entertainment option, being able to speak with them and also getting contracts agreed to and signed were an important part of his trip. Motiff brought up the workshop that LaChappelle had attended on “Is Your Fair Prepared, When the Unexpected Happens?” The importance of creating procedural manuals for all the positions was discussed. LaChappelle noted that she recently created a manual for the Superintendents; although the specific additional duties required for the animal Superintendents are not included in these manuals. 6. Discussion on and Possible Action on 2016 Fair Planning a. Admission Discount Clarification Senior Citizen - The Committee clarified that the specially-priced Senior Citizen Daily admissions will include the same benefits as a regularly priced Daily admission. Military discount – LaChappelle spoke with Kevin Johnson, Bayfield County Veterans Service Officer regarding valid forms of Veteran IDs. The Committee would like different discount options researched and presented at the next meeting. b. Entertainment LaChappelle included an Entertainment Schedule with Budget– by type and also by day-in the Committee members’ packets. Grandstand Shows to include: Friday - Great Frontier Bull Riding with Mutton Bustin’, Saturday - Division Stunt Team (no fireworks after) and Sunday – the Dirt Dash with the Kids Power Wheel Race. A review of possible modifications to the Power Wheel race (It slowed down the start time of the Dirt Dash) will be discussed with the Dirt Dash organizers (Tina & Ralph Mashlan). Beer Garden Stage schedule to be filled by assorted local bands Friday and Saturday. Grounds Entertainment includes Greg Kahler, “George of the Juggle/The Games Guy” ( Friday through Sunday)-we have signed his contract. We have a verbal contract with Ma & Pa who bring an interactive museum and expect to confirm with a written contract shortly after this meeting. We are in negotiations with the face painter, the pony rides, the Native American Drummers & Dancers Bayfield County Fair Minutes – Jan 25, 206 Page 2 of 3 and the mechanical bull. The Committee would like negotiations to continue for these entertainment options. However, the Committee would like to change the Native American Drummers & Dancers for a one day performance lasting about an hour or two instead of the two-day four hours proposed on the schedule. The Committee also suggested looking into dance groups from other tribes (LCO, Bad River, etc.) if needed. The Committee would like to see the Chequamegon EZ Riders Horse Show to continue to be a two-day sanctioned event versus a one-day sanctioned and a one-day non-sanctioned event. The Committee recommended the CEZRA Show fee should be negotiated based on whether both days are sanctioned events or not. Janigo talked about having Human Foosball, Pickle Ball, a Flea Market and a Drone Competition. Discussions on aspects of each idea took place. Human Foosball would require the purchase of some materials. There is a Pickle Ball club in Barnes that Janigo can contact. The Flea Market could be Saturday and Sunday where the person just pays the admission fee and gets a spot. Janigo noted that he has seen drone competitions – obstacle course/races – on the internet. If the Committee is interested, Janigo will contact various people to see what interest there is for them to put on these events at the Fair. (Crandall, Bichanich) Motion to authorize to Janigo research and bring back information to & to work with the Fair Office Staff, about Pickle Ball, Human Foosball and a Drone Competition. Motion Carried. c. 4H Market Sale Bidders Reception Klobucher, 4H Market Sale, spoke regarding the bidders reception held at the Fair last year. The reception was held in a tent in near the auction ring and heavy appetizers were served. This was received very well by the bidders and the sellers. The 4H Market Sale would like to do this again. 2016 is also the 50th year of 4H Market Sale at the Bayfield County Fair. Since David Lulich, who recently passed away, has been the only auctioneer (49 years) for the 4H Market Sale at the Bayfield County Fair; the Lulich family would like hold a larger reception/reunion in memory of David Lulich. Previous bidders & sellers and current bidders & sellers would be able to attend the reception. The attendees would pay the Saturday gate admission price, with no special discounts. The Lulich family and the 4H Market Sale would be in charge of providing all that would be needed for this reception/reunion. There was a discussion on where this larger tent could be set up, as there is not enough room to set it up in the same place as last year. (Bichanich, Crandall,) Motion to approve the 4H Market Sale reception with the 4H Market Sale to work with the staff on a suitable location for a larger tent. Discussion. Motion Carried. d. Logistics – None 7. Buildings and Grounds Update a. Tractor- The new Tractor is at the Fair Grounds. It is not the same tractor that we had used last summer (but similar). The 2016 budgeted tractor purchase price was based on the rental tractor; this tractor did run $200 over that budgeted price. b. Safe Room – The Safe Room building will be scheduled for use through the Fair Office. c. New Horse Event – It is possible that a new horse event may be scheduled in Mid-May. d. Sound System – It has been requested that there be additional speakers added to the beer garden, which will allow the Grandstand PA to be heard in there. Additional speakers in the pits from the Grandstand PA have also been requested for Sunday. 8. Administrative Update a. Summer Assistant - Yvonne Lind has taken a full time job at the Ashland Public Defenders Office and will not be able to return as our Summer Assistant. She may still be able to work during the Fair weekend. This will necessitate the hiring and training of a new summer assistant. b. Beverage Coordinator –The confirmation of the Beverage Coordinator is still pending. c. Sponsors – Sponsors received a Thank You - Holiday Card that included a “Save the Date” card with the 2016 Fair dates printed on it. Bayfield County Fair Minutes – Jan 25, 206 Page 3 of 3 9. Future Agenda Items and Next Meeting Date Future Agenda Items – Buildings and Grounds - Crandall will discuss the remodeling of the Exhibit Hall area for the 4H Hall of Fame and a possible graduation board. The next meeting has been set for Wednesday, March 9th at 4 pm in the County Board Room, Courthouse, Washburn, WI 54891. 10. Adjournment The meeting adjourned at 5:25 pm. Minutes Submitted by: Theresa LaChappelle, Administrative Assistant Bayfield County Fair