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HomeMy WebLinkAboutTourism & Fair Committee - Minutes - 1/30/2017Bayfield County Fair Minutes – 01/30/17 Page 1 of 3 BAYFIELD COUNTY FAIR COMMITTEE MEETING January 30, 2017 – 6:00 p.m. EOC Courthouse Annex – 117 E. 6th Street Washburn, WI 54806 Minutes 1. Call To Order Meeting called to order at 6:05 pm by the Chair, Jim Crandall. Members Present: Jim Crandall, Dennis Pocernich, Fred Strand, and Shawn Miller Members Absent: Rusty Williams Others present: Mary Motiff, Tourism Director, Jenna Galligan, Fair Administrative Assistant, and Verne Gilles 2. Approval of Minutes from November 28, 2016 Meeting Motion (Pocernich/Strand) to approve the minutes of November 28, 2016 as presented. Motion Carried. 3. Public Comments – No Public Comments 4. Budget Review The 2016 End of Year Report was included in Committee Members’ packets. Motiff reported that revenues were at 99% and expenses were at 101%. Expense overage was mainly attributed to staff overlap. Motiff noted that utilities were over budget, but Safe Room utilities would be coded to Emergency Management in 2017. She also noted that sundry items were well over budget, but there would be plenty left over for 2017. Crandall observed that vendor space revenue was down and discussion occurred on whether or not to charge vendors for use of Machinery Row. The Committee agreed to continue not to charge. Donation revenue was discussed. Motiff mentioned that the total donation revenue does not include in-kind amounts. Motion (Pocernich/Strand) to receive and place in file. Motion Carried. 5. Report on WI Association of Fairs Annual Conference Motiff, Galligan, Strand, and Crandall attended the Conference. There was a short overview given on the highlights and workshops. Crandall spoke about the Horse Arena workshop he attended. He stated that he received contacts from people who have overhauled their arenas that may be useful in the future. Motiff spoke about EventSprout, a ticket-selling tool that could be useful for the Fair. It would allow for pre-sale tickets, and easier end-of-day reconciling at the Fair, among other things. The Fair staff will reach out to fairs that have previously used EventSprout to get their feedback. 6. Discussion and Possible Action on 2017 Fair Planning County Department participation at the fair was discussed. Strand stated that this topic was brought up in the UWEX Committee Meeting. Other departments such as Land Records, Conservation, Forestry, and IT were Bayfield County Fair Minutes – 01/30/17 Page 2 of 3 mentioned as possible options for department participation. The general idea was that participating departments should have some interactive component to their booth. Consensus of the Committee is not to require all County Departments to be represented at the Fair. Discussion occurred on having a service animal policy for the Fairgrounds. Motiff spoke about the conflict that happened last year with a fairgoer and his service dog. Galligan explained that there are two questions that can legally be asked to determine if the animal qualifies as a service animal. Fairgrounds staff will be trained on how to handle this in the future. Some entertainment options for 2017 were discussed. Included in Committee Members’ packets was an entertainment budget and schedule by day. Galligan reported that J-D-J Funny Farm confirmed verbally for Friday-Sunday. Motiff gave an update on the Aged Iron Tractor Pull. The association is meeting in March and will confirm attendance at that time. The remaining entertainment budget was discussed, and a butterfly house was brought up as another potential grounds entertainment option. Discussion occurred on entertainment contracts that were signed at the WI Association of Fairs Conference. Kidbucks Game Show and Rondini were both found to be interactive grounds entertainment options. Motiff also spoke about the proposed entertainment options listed in the schedule. YouTube videos of two potential live music acts were played for Committee Members. Discussion followed. Motion (Miller/Strand) to approve all proposed entertainment included in the proposed budget and to move forward with signing contracts. Motion Carried. After all grandstand entertainment is confirmed, staff will pursue other entertainment options including a butterfly house. 7. Discussion and Possible Action on 2017 Vendor Forms Updated Vendor Forms were included in the Committee Members’ packets for review. There was no substantive change to forms or policies. The possibility of shortened vendor hours on Thursday was discussed. Consensus of the Committee is to keep vendor hours the same as last year. 8. Buildings and Grounds Update a. Discussion and Possible Action on Donation of Old Stage Discussion occurred on the possibility of donating the old stage that is not being used at the Fairgrounds and is in poor condition. The Committee agreed that if the stage is not sold, it should be taken to Ornstein’s or similar salvage yard to scrap. Motion (Pocernich/Miller) to sell the old stage for $100. Motion Carried. b. Discussion on 2017 Capital Improvements Projects A budgeted Capital Improvements list was included in Committee Members’ packets, along with a letter from Teresa Rusch, goat project leader, with pen/stall construction estimates. Crandall stated that the T- Post Pounder approved for $400 does not need to be purchased, as the Chequamegon Fat Tire Festival Bayfield County Fair Minutes – 01/30/17 Page 3 of 3 has one that they have agreed to lend us for use during the Fair. Capital Improvements will be discussed more at future meetings and worked on in the spring when seasonal staff is available. 9. Future Agenda Items and Next Meeting Date The next meeting is scheduled for Monday, February 27, 2017 at 6:00 p.m. in the EOC. 10. Adjournment The meeting adjourned at 7:22 p.m. Minutes submitted by: Jenna Galligan Bayfield County Fair Administrative Assistant