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SAWYER COUNTY AGRICULTURAL FAIR ASSOCIATION
BOARD OF DIRECTOS MEETING
WED., JULY 21, 2010 6 P.M. – SAWYER COUNTY FAIRGROUNDS
Present: Ron Kubarek, Dave Froemel, Kelly Froemel, Chuck Aubart, Patsy Aubart, Dave Acheson, Steve Hudson, Lyle Larson
Absent: Jon LeBlanc
Others Present: Ken Schmock, Deb Barthel
Call To Order: President Ron Kubarek called the meeting to order at 6:03 P.M.
Approve Agenda: Motion to approve the agenda by Patsy Aubart, second by Dave Froemel. Motion carried.
Approve Minutes: Motion to approve the last months minutes by Dave Acheson, second by Kelly Froemel. Motion carried.
Public Input: No one present.
Presidents Report: Ron Kubarek reported he went to the Ag-Extension meeting. He also went to the 4-H Leaders Association meeting and was approved $4000.00 toward the concrete slab. Todd’s Redi Mix donated 15 yds. Of concrete valued at $1351.50. Ron advised the food booth for the Lions needs a water line.
Treasurer’s Report: Chuck reports total bills to be paid are $3848.96 with a balance of $34,704.13 the end of June. The county paid to the fair in July the final payment of $13,120.67. Motion was made to accept treasurer’s report by Steve Hudson, second by Kelly Froemel. Motion carried.
Secretary’s Report: Nothing to report.
Fair Chiefs: Deb Barthel was present and asked about putting on the horse show and the supplies needed. Deb will get the supplies needed and turn the bill in to the fair.
Ag & Extension: No one present.
4-H Leaders: No one present.
Other Groups: No one present.
Old Business:
Admission Gates: Kelly Froemel has talked to Caleb Nelson about doing the side and lower gates. We will need to pay $900 for the group to do the upper gate and $600 to do the side and lower gates. Motion was made to pay these fees by Dave Froemel, second by Dave Acheson. Motion carried. Ron Kubarek is going to contact a couple of churches about taking care of the upper gate.
Pie Social: Dave Acheson reports Kwik Trip will possibly be donating 15 Main Street Café pies and a $100 gift certificate to the fair.
Ron Kubarek is going to order the dumpsters.
Concrete Slab for Hogs & Sheep: The slab is being done at this time.
Surveillance Camera System: Ken Schmock advised Cindy Ferraro has decided she cannot sponsor the system at this time. B&B Electric of Eau Claire and Johnson Timber ($500) will help sponsor toward the system. The camera wires will be overhead outside and will be taken down after the fair.
New Business:
Advertising for the 2010 fair: Ads are now running; also on the radio. The week of the fair, WHSM will advertise 10 times a day on the radio. We will possibly have WOJB live at the fair also. Ron will talk to Sue Johnston to help with the ads.
Review Contracts: Chuck has sent the deposit to the ATV Stunt Group.
Fairgrounds Setup Needs/Work Days: There will be work nights on Mon., August 16 and Tues., August 17 before the fair. Ken Schmock will cook out for workers and 4-H kids. Ken will organize the food for the cookout.
Board of Directors coverage during the fair: Ron suggested there should be a fair board member on the grounds at all times.
Office Coverage during the Fair: Patsy has been working on the schedule; still may need a few more spots filled.
Judges-Clerks-Helpers: Chuck advises we have enough at this time.
Fire Departments/Ambulance Service: Bob Shamro has been contacted by Ron Kubarek and the fire dept. will be at the grounds. Ron still needs to make contact with Brian Cody for the ambulance.
Pavilion/Alcohol Restrictions: The beer will be purchased by the board and will be sold for $2.50 for a 14 oz. glass.
Poorman’s Racing-Fair Racecar Sponsors: The fair racecar is being donated by Ron Kubarek for the Poormans’ Race. He is also going to race it. The car is almost ready.
What are we forgetting?
Jon LeBlanc will be helping with the fair this year. He will take care of the water, ice, Pepsi people.
Joe Dennis is going to look over the golf carts.
Ken Schmock is going to get a Ranger from Power Sports. He also has a tractor possibly coming from Bar H Implement.
Larry Jennings has the ATM machine. If he contacts the fair this year, he will have to take care of it this year.
Steve Hudson advised Hayward Feed & Seed donated 1000 lbs. of whole corn to the fair this year.
Steve Hudson advised the Vets Center may be interested in the fair food booth.
Don Adams will make the fairground benches (6) at $20 per bench. Nelson Lumber and Vortanz Lumber will donate the lumber.
The bleachers will come from the Sports Center. The must be returned to the Sports Center by Monday after the fair.
Next meeting will be held on Wed., August 25, 2010 at 6 PM at the fairgrounds.
Motion to adjourn at 8:13 PM by Patsy Aubart, second by Steve Hudson. Motion carried. |
SAWYER COUNTY AGRICULTURAL FAIR ASSOCIATION
Board of Directors Meeting
Wednesday, January 20. 2010 – 6 P.M.
Moose Lodge – Hayward, Wisconsin
Board Members Present: Ron Kubarek, Patsy Aubart, Steve Hudson, Kelly Froemel, Dave Froemel, Chuck Aubart, Lyle Larson, Dave Acheson
Board Members Not Present: Jon LeBlanc
Others Present: Sue Swenson, Brad Johansen of Web N Tech
Call to Order: The meeting was called to order by President Ron Kubarek at 6:05 P.M.
Approve Agenda: Motion was made to approve the agenda by Dave Froemel, second by Dave Acheson. Motion carried.
Approve Minutes: The following correction was made to the Treasurer’s report from last month: to add Shirley & Leon Suhsen also turned back to the fair their premium check along with a premium check from Robbie Olson. Motion was made to approve the corrected minutes by Steve Hudson, second by Kelly Froemel. Motion carried.
Public Input: None
Presidents Report: Ron Kubarek advised he had attended the County Board Finance committee meeting. He stated we need someone to manage the sponsorship for the fair. He will contact a couple of people. Patsy will talk to Diane McNamer to see how to acquire sponsors or possibly have Diane attend our next meeting to talk about this. Chuck advised that there are still several premium checks outstanding that are past the 60 day cashing period. The checks cannot be cashed anymore. If anyone wants to cash their checks, they need to turn them back in to Chuck and he will re-issue a new one.
Treasurer’s Report: It was discussed possibly turning off the power at the fairgrounds next winter. Prices will be checked this fall to see if it is cost effective. The telephone bill for $45.72 came in today ; Jump River bill for $108.41 and the bills from the fair convention need to be paid. Motion to accept treasurer’s report made by Patsy Aubart, Second by Lyle Larson. Motion carried.
Administrative Clerk Update: Lisa Schmock has resigned from the position. It was discussed whether the position would be filled or not. The SCAFA decided not to fill this position at this time.
Fair Chiefs: Admission gate and parking was discussed. Lisa probably has information on man power needed for both. Possibly the Music Booster and the Chequamegon Lions Club will take care of these two areas. Sue Swenson is Fair Chief for the exhibit hall. She advised that the 4-H association has provided $5,000 to help update the exhibit hall. They will possibly have 4-H flagging hanging from the ceiling, skirting on the tables, more lattice and easels.
4H Leaders Association: No one present
Old Business-
1 - Acknowledge award to retiring Board members- Chuck brought in two plaques that will be given to Jim Henchel and Joe Dennis for their years of service with the fair. Ron and Chuck will present the plaques to both individuals.
2 – Tribute to the Fair – Ron will make contact with Jon LeBlanc for the layout to be put in the paper. The Print Shop would like to do a bid for us on the layout.
3 – District Meeting – Chuck informed the board that Sawyer County will host the Fair District Meeting in April, 2011.
New Business –
1 - Brad Johansen of Web N Tech was present to answer questions about creating a new web site for the fair. He would charge $400 to design the web site and $250 per year for maintenance, training and support. Motion was made to purchase the website by Steve Hudson, second by Kelly Froemel. Motion carried.
2 – Promotion/Sponsor Packets for 2010 – They are on our website and someone is needed to recruit sponsors. It was suggested that the Chamber of Commerce could possibly provide us with a mailing list for sponsorships. The packets are to be taken to Advance Printing.
3 – Fundraiser for special capital improvement project – It was discussed that we need to possibly have a Jr. Livestock or 4-H do a fundraiser. We will need to contact their leaders to discuss this.
4 – State Convention / Update from attendees – Kelly Froemel and Dave Froemel attended a Technology Workshop. Kelly advised that our fair was lacking in “History of the Fair”. Chuck attended a seminar on Consumer Protection and Sponsorship Basics. Patsy attended a secretary workshop. All workshops were very informative.
5 – Entertainment for 2010 Fair – Chuck hired at the convention: the Petting Zoo and Ponies, Kevin Boyles KB Magic Show, Mike Keating musician, Lucky O’Hare for the demo derby. Chuck has also rented 12 portable radios for use during the fair for $300. If the fair commits to a 3 yr. contract, they will deduct 10% off the price. Chuck also advised that the State Fair Board will be holding their meeting at our fair this year. There will be no expense to the fair; we will only need to provide the lunch.
6 – Insurance Needs – Chuck informed the board that we have $350,000.00 coverage at the fairgrounds. The insurance company evaluated the grounds and we should have a million dollars in coverage. We can be penalized if we are underinsured in case of a loss. We should possibly change our insurance to a cash value policy with no penalties. We need to know the replacement cost of each building. Our main building was made by Northland Builders. Chuck will check into the values.
7 – 2010 Fair Handbook Printing – Advanced Printing printed the handbooks last year. This year, we will get bids from the Country Print Shop and Advanced Printing.
Next meeting date & location – Next meeting will be held on Wed. , February 17, 2010 at 6 PM at the Moose Lodge.
Motion to adjourn – Motion to adjourn was made by Patsy Aubart, second by Lyle Larson. Meeting adjourned at 8:07 P.M.
Respectfully submitted by:
Patsy Aubart
Secretary |
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Sawyer County Agricultural Fair Association
Board of Directors Meeting
Moose Lodge – Nov. 18, 2009 6:25 P.M.
Board of Directors Present: Ron Kubarek, Chuck Aubart, Dave Froemel, Dave Acheson, Steve Hudson, Lyle Larson, Patsy Aubart
Board Members Not Present: Jon LeBlanc, Jim Henchel
Others Present: Ron Kinsley, Kelly Froemel, Lori Labaree
Call to Order-President Ron Kubarek call the meeting to order at 6:25 p.m.
Approve Agenda- Motion to approve the agenda by Steve Hudson,
second by Lyle Larson; motion carried.
Approve Minutes-Motion to approve the Oct. 21, 2009 minutes. There was an error correction in President’s report. Only Chuck Aubart attended the Sawyer Co Board finance committee meeting. Motion to approve change as read by Dave Acheson, second by Patsy Aubart. Motion carried.
Public Input- None
President’s Report-Ron Kubarek
- It was discussed that Jim Henchel would like to step down from the board if a replacement can be found. Chuck will check again to make sure that this is Jim’s wishes before the next meeting. Kelly Froemel is interested in taking the position if Jim wants to step down. Kelly had concerns about the position as she does some fair work for pay. Section 5 of the bylaws states directors may be compensated for their time and expense as determined by a majority vote of the board of directors.
Treasurer’s Report- Chuck Aubart
- Chuck submitted the Treasurer’s report dated Oct. 30, 2009. Still has a few bills to pay. Motion to accept treasurer’ s report by Lyle Larson, second by Dave Froemel. Motion carried. Kelly Froemel advised her computer has broken down. There is a 60 day free trial program that she would like to try. If purchased, the approximate cost is $60.00. Motion to authorize t he computer program by Ron Kubarek; second by Steve Hudson. Motion carried.
Secretary’s Report- Administrative Clerk Report by Lisa Schmock
Old Business – The Tribute to the Fair has not been done yet. It was
suggested the possibility of incorporating a th ank you ad in recognition
of the fair along with a sponsorship ad. For next year, will see if the
Country Print Shop can do a shop layout for an ad.
- Chuck received a two year contract from Spectrum Carnival who are willing to come back again next year. #9 of the contract will change from $4.50 per person to $4.00 per person per day. Motion to accept the contract made by Ron Kubarek; second by Dave Acheson.
- Chuck is going to check with Jayme Buttke , State executive secretary about having the district mee ting here in April.
New Business
It was also discussed to acknowledge the years of service by Joe Dennis. It was suggested to possibly give him a plaque. Chuck will check at Apple Awards for a plaque.
- Steve Hudson inquired about grants that may be available for the fair.
- Ron Kubarek suggested the budget be discussed at length at our December meeting.
- Patsy Aubart presented the board with a possible theme for the fair - “Where Fair-y Tales Still Come True”. Fairy Tales characters are painted on boards and displayed around the grounds. A pumpkin coach at the entrance to the Exhibit Hall could be displayed. Future discussion will take place to see if it can become a school project.
- Chuck Aubart suggested possibly donating an item for the auction at the Fair Convention in January. Dave Froemel will check with Backroads Coffee to see if they could donate a basket for the auction.
Next Meeting Date -Wed., December 16, 2009 6:00 p.m. at the Moose Lodge in Hayward.
Motion to adjourn - Made by Dave Froemel; second by Steve Hudson. Motion carried. Meeting adjourned at 7:55 p.m.
Submitted by-
Patsy Aubart
Secretary |
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