St. Clair County Agricultural Society 2014

Transcription

1 1) ROLL CALL Meeting called to order at 7:00 p.m. Present: Mike Tomasek, Linea Burch, Scott Hill, Bob Blumerich, Rick Ruemenapp, Chris Ruemenapp, Bernie Dudek, Rob Usakowski, Barb Treaster, Raemi Kunath, Michelle Bailey, Lori Warchuck, Kent Renn, Donna Wojtysiak. Excused: Linda Cook, Jeff Schelske, Kristy Hardy, Al Leone. Absent: Dan McCue. Guests: Jacqui Rabine, Emma Rabine, Barb Hahn, Beth Sawdon. 2) APPROVAL OF AGENDA R. Ruemenapp requested that we add under new business request for a food booth at weigh in. L. Warchuck requested adding handicap tram guidelines under old business. A motion was made by R. Kunath and supported by R. Ruemenapp to approve the agenda with the additions. 3) SECRETARY S REPORT A motion was made by S. Hill and supported by K. Renn to approve the March 10, 2014 minutes. 4) TREASURER S REPORT: A bill was submitted for Tootsee for $330, but she doesn t need to be paid until the fair. Contract for Genesee Audio submitted for $3,900 which is what we planned on, and this requires a $1,000 deposit. B. Treaster arranged for the county bleachers for the fair. S. Hill called Bearcom and got an estimate for radios for 50 radios for 10 days for $1,143.50, additionally 25 shoulder mounted mic for $142.75, with an estimated shipping of $90. S. Hill priced radios at Communication Direct at a price of $22.50 per radio and the mics were $1 for the week. A motion was made by R. Ruemeanpp and supported by M. Tomasek to sign a contract with Communications Direct for radios and shoulder mics. A motion was made by R. Kunath and supported by R. Ruemenapp to sign a contract with Genesee Audio for the Thursday night entertainment. M. Tomasek asked why two Comcast bills were paid in the month, one for $95.00 and one for $ One bill was paid late and the other bill was paid upon receipt. B. Treaster said one of them could be a double payment, and Treaster will check on that. C. Ruemenapp questioning what $ balance on Linda Cook s procurement card was. B. Treaster has no information regarding this. B. Treaster will the information once she obtains it. R. Ruemenapp asked if we ve received payment for the electrical equipment that was used for the dog show in September. Page 1

2 Approval of the April treasurer s report was tabled to the April meeting to obtain the information requested. 5) HEARING OF THE PUBLIC The dog project requests permission to sell dog collars and feed bags at the fair out of the 4-H tent. Funds received go to the county dog development committee and those funds are used to purchase additional dog equipment to be used at the fair. The bee project would also liked to set up a stand in conjunction with the 4-H tent to sell their honey, lip balm and hand lotion. Funds from those sales go to the county bee developmental committee. Those groups have worked with MSU on business plans in promotion and sales of their products. Bags cost between $5-$7 each. A motion was made by R. Ruemenapp and supported by S. Hill to allow them to set up a booth during fair at no charge for the dog/bee county committees. Committee members were asked if they would be open daily and they re unsure at this time, but the 4-H tent is open after being used by poultry on Monday. 6) FAIR OFFICE REPORT Balance owed on the livestock auction is $2, L. Burch requested that anyone wishing to mail money into the office to receive a fair pass that those funds are sent to the office by July 7 th. R. Usakowski will be handling the hotel reservations for judges. There is a request for two poultry judges for $250 each for the day. A motion was made by R. Kunath and supported by R. Ruemenapp to separate the fair board financial report and the livestock financial report so that the two balances are not shown on the same balance sheet since funds held by and for the livestock are designated for the livestock program. A motion was made by C. Ruemenapp and supported by R. Kunath to approve the additional judge fees for the poultry project. R. Ruemenapp opposed. L. Burch will have the entertainment schedule ready for the June meeting. 7) MICHIGAN STATE UNIVERSITY EXTENSION Embryology in the classroom project is being expanded. Day Camp coming up and Exploration Days is coming up. 8) COMMITTEE REPORTS a) AUCTION Meeting to be held on Tuesday, May 6, 2014 with weigh in on Saturday, May 3 rd. b) AWARDS Ribbons are all here. B. Dudek to send C. Ruemenapp t-shirt sizes so that they can be ordered. Page 2

3 c) ENTERTAINMENT A band Almost Home cost $300 and recommended by Donna Sill. Total entertainment expenses for entertainment tent are about $1300. Fair Board would like Cross the Line to play at the fair on Wednesday night in the entertainment tent. M. Tomasek will check with the band to see if they re available. d) FACILITIES No report. e) PARKS AND RECREATION R. Usakowski went to the Parks meeting last month and gave the same presentation that he gave to the County Commissioners. Steve Cooper asked if they would get our financial statements, which will show that we lost $4,800 on the fair last year. R. Usakowski will be meeting with Mark Brochu on Friday. R. Usakowski would like to give Parks a copy of the MDA report at the next meeting, and Fair Board agrees to give that report to them. f) PERSONNEL No report. g) PUBLICITY No report h) SPONSORSHIPS Letters are being mailed shortly. R. Usakowski suggested that letters be sent at the beginning of the year versus now requesting sponsorship funds due to many businesses having funds available at the beginning of the year versus in April. i) AD HOC 1) SAFETY COMMITTEE M. Tomasek is pulling together check lists from the web. He will be having a meeting to look at the overall safety for set up and for equipment, heavy equipment. 2) AUDIT COMMITTEE Committee waiting to meet with the treasurers after tax season. 9) OLD BUSINESS a) HANDICAP TRAM Tom Whitenight had good feedback with the handicap tram. He s got suggestions for us to consider. He s requesting tokens to get into the fair. The board wants the handicap tram back and for Tom to run it. We need signs for the handicap tram spots. Tom has suggested handicap tram stops specific for that tram alone. 10) NEW BUSINESS a) REQUEST FOR INFORMATION To be covered later in the meeting. Page 3

4 b) ED WILCOX RESPONSIBILITIES There are other things on the list that need to be taken care of. Will pass that list along to facilities. c) BIOSECURITY R. Usakowski reported on the MAFE conference last weekend regarding biosecurity. Perceptions v fact were discussed. An example of that was a press release indicated that the child had that passed away exhibited swine at the Berrien County Fair, even though there was no evidence that the disease was contracted at the fair. d) FOOD BOOTH AT WEIGH IN Rustic Ramblers requesting to set up a food both at the May 3 rd weigh in. A motion was made by R. Kunath and supported by S. Hill to approve that. e) STILL EXHIBIT BARN R. Kunath is requesting laminated signs in the still exhibit barn to attach to shelves or tables for the still exhibit barn. Signs can be made at Sir Speedy and L. Warchuck volunteered to laminate them. f) KIMBERLEY FAMILY They are inquiring about someone coming in as a photographer and taking pictures in the ring of exhibitors. There would be a vendor fee of $200 and electricity would be an additional $20. In the past photographers have caused post-fair difficulties in not delivering photos that people had paid for and many inquiries to the fair regarding those photos. 11) CLOSED SESSION A motion was made by B. Dudek and supported by M. Tomasek to go into closed session at 8:46 p.m. A motion was made by R. Kunath and supported by S. Hill to go out of closed session at 9:35 p.m. Inquiry was made as to what constitutes an excused absence. Al Leone has missed 5 consecutive meetings for the second year in a row while he vacations in Florida. Board members expressed concern that this causes a hardship on the board having board members missing many meetings and missing consecutive meetings. There are several board members that have missed multiple meetings during the course of a year due to work obligations during the same period of time. Board members are all volunteers, however not all volunteers are appropriate for every role that requires a volunteer. A motion was made by M. Tomasek and supported by R. Kunath to approve the Consent Judgment presented regarding Amy Balon/Cindy Leone/Bryan Balon v SCCAS. Motion carried unanimously. Page 4

5 C. Ruemenapp add the minutes of all future meetings to the website upon approval. The By- Laws are on the website. A motion was made by B. Treaster and supported by B. Dudek to adjourn at 9:49 p.m. Chris Ruemenapp, Secretary Next meeting is Monday, May 12, 2014 at 7:00 p.m. Chris Ruemenapp is excused. Page 5