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HomeMy WebLinkAboutTourism & Fair Committee - Minutes - 5/23/2016Bayfield County Fair Minutes – May 23, 2016 Page 1 of 4 BAYFIELD COUNTY FAIR COMMITTEE MEETING May 23, 2016 – 5:30 p.m. County Board Room, Courthouse, Washburn, WI 54847 Minutes 1. Call To Order The meeting was called to order by Mary Motiff, Tourism Director Members present: Jim Crandall, Shawn Miller, Dennis Pocernich and Fred Strand Members Absent: Rusty Williams Others present: Theresa LaChappelle, Administrative Assistant; Scott Williams, Head Grounds Keeper; Dawn Klobucher, 4H Market Sale; and Dee Kittleson, former Fair Committee Chair. 2. Approval of Minutes from March 9, 2016 Meeting Motion (Miller, Crandall) to approve the minutes of March 9, 2016 as presented. Motion Carried. 3. Election of Committee Chair and Vice-Chair Mary Motiff opened the floor for nominations for Chair of the Bayfield County Fair Committee. Motion (Miller, Pocernich) to nominate Jim Crandall for the position of Chair. Motiff asked three more times for other nominations. There were no other nominations. . Motion (Strand, Pocernich) to close the nominations and cast a unanimous ballot for Jim Crandall as Chair of the Bayfield County Fair Committee. Motion Carried. Jim Crandall opened the floor for nominations for Vice-Chair of the Bayfield County Fair Committee. Motion (Pocernich, Miller) To nominated Fred Strand for the position of Vice- Chair. Crandall asked three times more for other nominations. There were no other nominations. Nominations were closed. Motion (Pocernich, Miller) to close the nominations and to cast a unanimous vote for Fred Strand as Vice- Chair of the Bayfield County Fair Committee. Motion Carried. 4. Discussion and Possible Action on 2016 Fair Planning a. Premium List The Premium Lists have been printed. A distribution list was included with the Committee Members’ packets. Committee members should let the office know which places they will deliver to and or take some with them tonight. b. Entertainment i. Schedule and Budget – There were two schedules with budgets included in the Committee Members packets. One schedule listed events and activities by day and the other by type of entertainment. Discussion. ii. Northern Aged Iron Tractor Pull – Motiff has been in contact with the Northern Aged Iron (NAI) group. They are interested in putting on a tractor pull at the Fair this year. Motiff noted that it is possible to have a show in front of the grandstand on Saturday at 3 pm. The show would last about 90 minutes. One of the beer garden bands will need to start a half hour later to accommodate the tractor pull. The NAI group will supply their own liability insurance. They are not requesting any payment but would like the Fair to provide trophies and ribbons. Discussion. Motion (Pocernich, Miller) to proceed with obtaining the Northern Aged Iron Tractor Pull as a grandstand event on Saturday, August 13th from 3:00 pm to 4:30 pm. Motion Carried. Bayfield County Fair Minutes – May 23, 2016 Page 2 of 4 iii. Human Foosball – Bob Janigo had sent an email proposing the cost to put up two foosball courts, personnel needed and proposed times. Discussion on placement of courts, number of courts, personnel and types of materials. Motion (Strand, Pocernich) To proceed with one Human Foosball court with up to $500 being allocated, pending approval of plans and logistics. Motion Carried. iv. Remaining Entertainment Budget – Discussion on potential “larger-type” grounds entertainment. Consensus of the Committee is to have the staff pursue options for additional grounds entertainment. c. Marketing Marketing is underway. Ads have been placed in The Reader’s Summer Guide, and the Bayfield County Tourism Visitor Guide. The Tri-fold brochure and poster will also be created for this year. Motiff will be representing the Bayfield County Tourism Department in the Iron River Blueberry Festival parade where she will hand out flyers for the Fair. The rest of the advertising happens closer to the Fair. d. 4H Market Sale Reception Update & Raffle Request i. Raffle - Dawn Klobucher, 4H Market Sale Representative, requested that the 4H Market Sale be allowed to carry out a 50/50 raffle during the hours of 5 pm to 9 pm, in the area of the Market Sale ring and reception tent on Saturday, August 13th. Their license will be obtained through the 4H Leaders Association. Their share will be used to help offset the cost of the reception and assist in purchasing a squeeze chute and scale. Motion (Miller, Pocernich) To allow the 4H Market Sale to hold a 50/50 raffle in the Market Sale ring and reception tent area on Saturday, August 13th from 5 pm to 9 pm. Motion Carried. ii. Ticket Vouchers – Klobucher made a request to receive 70 ticket vouchers for the 4H Market Sale, like last year. LaChappelle explained that last year, the 4H Market Sale had the option of purchasing daily Saturday ticket vouchers in advance at a reduced fee of $10 per ticket OR to be invoiced $12 for each daily Saturday ticket voucher that was actually turned in at the ticket gates. The 4H Market Sale chose to be invoiced at the $12 per ticket voucher for each one used. Motion (Strand, Pocernich) To allow the 4H Market Sale to receive ticket vouchers from the Fair Office and then to be invoiced at $12 for each daily Saturday ticket voucher that is turned in at the gates. Motion Carried. iii. Reception Tent – Klobucher discussed the ideal area where they would like to have the reception tent set up. It will be set up on Wednesday/Thursday and removed on Monday. To keep a good traffic flow, they would like to set the reception tent up in the first camping spot along the fence, north of the Draft Horse Barn and if possible to do so at no charge, despite the loss of camping revenue. Motion (Pocernich, Miller) To allow the 4H Market Sale to use the first camping spot along the fence north of the Draft Horse Barn at no charge. Motion Carried. e. Logistics i. BART Bus – There have been round-trip BART Bus rides from Washburn, Ashland and Iron River to The Bayfield County Fair for the past few years. The fee has been approximately $350. Last year, instead of a free ride there was a $1 charge each way to ride. The ridership numbers were down. The advertising errors in the ADP Fair Tab with the wrong dates listed may have also played into the downward ridership trend. Discussion on continuing the BART BUS rides. Consensus of the Committee is to return to the Free BART Bus rides on either Saturday or Sunday. ii. Ticket Sellers-Parking - A gate schedule was included in the Committee members’ packets. Just a reminder that ticket sellers are needed to fill the schedule. Ticket sellers can earn $5/hour/person for their non-profit organization, school sport, band, choir, church, etc. The Bayfield County Fair Minutes – May 23, 2016 Page 3 of 4 Washburn Boy Scouts have been asked again to assist with the parking, but we have not gotten a response yet. iii. Committee members during the Fair – some of the tasks that will need to be taken care of during the Fair that can be completed by Committee members include; Vendor layout, Camping rules and general rules enforcement. iv. Citizen Committee Member – Discussion took place regarding new committee structure to possibly include a citizen member. Action Pending. 5. Discussion and Possible Action on 2016 Budget a. 2016 Year-To-Date Budget A Year-To-Date budget was included in the Committee Members’ packets. Capital Improvement numbers were looked at in detail. Discussion on prioritizing the projects with the remaining budget and in finding an electrician who is available to do the work needed. Crandall will assist in the process of locating an electrician for the horse barn project. Also noted was that the exhaust fan for the rabbit/poultry barn should be able to come in at a lower cost. Consensus of the Committee is to make the electrical improvements in the Diamon (Green) Horse Barn the top priority. b. Seasonal Employee wages Included in the Committee Members’ packets is a spreadsheet showing the 2016 Temporary Employee Budget and the revisions it has gone Motion (Miller, Pocernich) to bring the request for a budget amendment to the full County Board in the amount of $5,898.50 for a total of $23,658.50 for the Temporary Employee wages line item. Motion Carried. 6. Discussion and Possible Action on Buildings & Grounds a. Projects A list of projects was included in the Committee Members’ packets. Scott Williams, Head Grounds Keeper, discussed some of the projects that need to be taken care of at the Fair Grounds. These projects are funded through the Repair and Maintenance line item. b. Events A schedule of non-fair events for the Fair Grounds was included in the Committee Members’ packets and is also available on the website. c. Other Thomas Beronich letter - A letter was received by Thomas Beronich requesting that the Sheep Barn be named after his recently deceased brother, David. The Beronich Brothers have been long time supporters of the 4H Market Sale. Discussion. Consensus of the Committee is that although they are very appreciative of the support the Beronich Brothers have provided to the 4H Market Sale, the request doesn’t fall within the criterion that is used to determine the naming of a building/barn. 7. Administrative Updates a. Community Safe Room – Not discussed b. Wage Study Motiff brought up the wage study that was recently done by Bayfield County. She noted that an appeal was made for the Administrative Assistant/Clerk III position. The Personnel Committee denied all of the appeals that had been made. Motiff also noted that the Seasonal/Temporary employees received a rate hike which does not take in account of their number of years of service with the County. Discussion. No action taken. Bayfield County Fair Minutes – May 23, 2016 Page 4 of 4 c. Courtesy Passes The Wisconsin Association of Fairs Courtesy Passes were handed out to the Committee members and staff, along with a copy of the Wisconsin Fairs Schedule. The passes will allow the Committee member and a guest free admission to all Fairs in the State, except for the WI State Fair. 8. Next Committee Meeting The next Bayfield County Fair Committee meeting is set for Monday June 20, 2016 at 5:30 pm in the EOC Room in the Annex of the Bayfield County Courthouse. Pocernich left the meeting at 7:02 9. Recognition of Past Committee Chair Discussion. Motion (Crandall, Strand) to Recognize and Thank Dee Kittleson for her many years of dedicated service to the Bayfield County Fair. Motion Carried. 10. Adjournment The meeting was adjourned at 7:10 pm. Minutes submitted by: Theresa LaChappelle, Administrative Assistant Bayfield County Fair Edited and Approved by: Mary Motiff, Director