Pierce County Fair Committee Meeting Pierce County Fairgrounds Seyforth Building December 12, :30 a.m.

Transcription

1 December 12, :30 a.m. Call to Order - The meeting was called to order by Chairperson Dan Reis at 8:30 a.m. Other Committee Webb, Ginny Huber, Bill Emery, Jack Hines and Jeff Holst were also present. Approved printed agenda - Motion by L. Peterson /D. Bergseng to approve printed agenda. Motion carried. Public Comment There was none. Review/approve minutes of October 24th meeting - Motion by C. Bjork /R. Mercord to approve the minutes as presented. Motion carried. Discuss/take action on implementing potential Pierce County Friends of the Fair Foundation Bill Emery reported that an initial meeting was held with Corporation Counsel. B. Emery will provide copy of draft articles of incorporation prior to the January meeting in order for Fair Committee to review prior. He was asked to also present on Pierce County Friends of the Fair Foundation at January Fair Committee meeting. No action taken. Discuss/take action on fair funding options from public meeting D. Reis gave update on social garden progress and the rescinding of ordinance with Village. Motion by B. Traynor/D/ Bergseng to proceed with planning for a Fair social garden. Motion carried. A. Webb reviewed potential revenue increase on various season ticket categories. Motion by B. Traynor/L. Peterson to approve recommended increased season ticket price categories. Season Tickets to $12.00 per fair sales and $15.00 at gate. Motion carried. D. Bergseng had preliminary meeting with Fire Department pertaining to interest in having parade route thru Fairgrounds Grandstand area. D. Bergseng to invite Fire Department Parade Committee Chairperson to attend next Fair Committee meeting. Discuss/take action on recommendation on 2013 Fairgrounds rental rates to Building Committee Motion by B. Traynor/R. Mercord to recommend to the Buildings and Grounds Committee the proposed 2013 Fairgrounds rental rates. Motion carried. Discuss/take action on 2013 Fair entertainment Entertainment questionnaire handed out to Fair Committee member by A. Webb. Motion by L. Peterson/R. Mercord for A. Webb to proceed with booking 2013 Fair entertainment. Motion carried. Coordinator Report (1) Motocross will be held August 2, 2013 (2) Convention update (3) Fair procedural manual to committee members (4) F. Ginther to present 4-H Fair duties Future Agenda Items (1) Pierce County Friends of the Fair Foundation (2) Fair parade (3) 2013 booked entertainment (4) Fair Coordinator Review (5) Non-Fair Event roster Confirmed next meeting date Tuesday, January 29, 2013 at 8:30 a.m., Seyforth Building. Adjourn Motion by L. Peterson/R. Mercord to adjourn the meeting at 9:50 a.m. Motion carried.

2 October 24, :30 a.m. Call to Order - The meeting was called to order by Chairperson Dan Reis at 8:30 a.m. Other Committee Webb, Ginny Huber, Delores Kusilek, LaVern Kusilek, Jo Ann Miller, Bill Emery, Jack Hines and Jeff Holst were also present. Approved printed agenda - Motion by B. Traynor/R. Mercord to approve printed agenda. Motion carried. Public Comment J. Holst mentioned that the October 17 th meeting was well attended, had good participation and was one of the best meetings he has attended. Review/approve minutes of September 12 and October 17, 2012 meetings - Motion by C. Bjork/Peterson to approve the minutes as presented. Motion carried. Discuss/take action on attendees to State Convention in January Motion by C. Bjork/R. Mercord to allow A. Webb and G. Huber as usual to attend the State Convention and also allow Dean Bergseng to attend and allow for this budget overdraft. Motion carried. Discuss/take action on fair funding options from public meeting A. Webb presented the compiled summary from the suggestions of the October 17 meeting. Discussed social garden, ticket prices, parade route, parking charge and grants and donations. A. Webb will research ticket prices, D. Bergseng will connect with someone from the Fire Department concerning parade during Fair and D. Reis/A. Webb will meet with Village Board concerning village ordinance and all will report back at next Fair Committee meeting. Discuss/take action on pursuing a future social garden during the Fair Motion by B. Traynor/C. Bjork to pursue getting village ordinance amended to allow Fair to obtain license(s) for social garden for four days of Fair. Motion carried. Discuss/take action on implementing potential Pierce County Friends of the Fair Foundation B. Emery has volunteered to lead and help implement this initiative. Friends of the Fair Foundation will be placed on next Fair Committee agenda. Discuss/take action on future usages of county owned food stand building Motion by L. Peterson/B. Traynor to recommend to the Buildings and Grounds Committee that the county owned food stand building is leased out whenever possible and to not sell the building. Motion carried. Coordinator Report (1) At Fall District meeting, A. Webb appointed to District 2 Board of Directors (2) Limited office hours balance of year for Fair staff. (3) Fair Mission statement as follows: The Pierce County Fair is the premier event of Summer; our facilities and programming will serve to present a year-round venue showcasing our strong agricultural heritage with the best in entertainment, education, competition and commerce, in an atmosphere of excitement and fun. Motto: Create memories that transcend generations. Purpose: Place where rural and urban life meet. Operating Principles: Safe, clean fun. Future Agenda Items (1) Friends of the Fair Foundation (2) Fair parade (3) Ticket prices (4) Social Garden progress (5) 2013 grounds rental rates (6) Entertainment Confirmed next meeting date Wednesday, December 5, 2012 at 8:30 a.m., Seyforth Building. Meeting was changed to December 12, 2012 instead due to a conflict. Adjourn Motion by B. Traynor/L. Peterson to adjourn the meeting at 10:10 a.m. Motion carried.

3 Wednesday, October 17, :00 p.m. Call to Order - The meeting was called to order by Chairperson Dan Reis at 7:00 p.m. Other Committee Webb, Ginny Huber, Mary Wood and the following list of attendees were also present. Arthur Schaller, Maxine Schaller, JoAnn Manor, Mary Foley, Linda Steele, Carrolyn Langbein, Allen Langbein, Merlin Blaisdell, Bill Emery, Adele White, Hannah White, Barry White, Bridget Armbruster, Linda Donnelly, B.J. Grant, Robert Karras, Jeniffer Prissel, Jeff Holst, Marlene Lansing, David Lansing, Marilee Schmidt, Charles R. Schmidt, Jim Geraets, Paula Chisholm, Jim Chisholm, DeAnna Hines, Brian M. Hines, Barry Barringe, LaVern Kusilek, Ken Hines, Pam Hines, Kathy Geraets, Barbara Leier, Tom Huber, Andrea Nthole, James E. Peterson, Lori Garlick, Jack Hines, Gina Klecker, Doug Borth, Brian Pieper, Jon Tonsager, Mary Spriggle, Sandee Coughlin, Norma Radke, and Daniel Gohzalez. Approved printed agenda - Motion by L. Peterson/C. Bjork to approve printed agenda. Motion carried. Public Hearing Discussion and consideration of possible public and private funding possibilities and opportunities to financially fund and support the Pierce County Fair, including, but not limited to: Fees, grants, charitable donations, non-profit Fair Foundation, fundraising, etc. No action necessary. Findings attached. Adjourn Motion by D. Bergseng/B. Traynor to adjourn the meeting at 8:32 p.m. Motion carried.

4 Pierce County Fair Committee Compiled Public Meeting Feedback October 17, 2012 Fair Funding Idea Generation Positives/Benefits/Considerations Negatives/Drawbacks/Considerations Social Garden Revenue generator limit where in grandstand (not in pits) have live bands in beer tent costs to operate (licenses, security, fairgrounds sell variety (beer, liquor, Mikes, Jacks etc.) insurance, workers, set-up (tent), & etc.) grandstands offers more variety for people when may bring in bad crowd, nuisance, safety of paying gate fee kids needs to be well regulated/controlled opposition from churches environment (fenced area) exposure to more liability increase fair and grandstand attendance need for more security provide own workers/servers to capture as much revenue keep people at fair attract new fairgoers, more social environment simplest #1 answer to solve financial problems Raise Ticket Price Revenue generators Making change at gate (# of $1 s needed, Offer car load price extra time, accounting nightmare) raise daily by $1 Eliminate worker tickets Deter people from attending loss raise season to $12 or $15 Eliminate free vendor passes revenue raise Jr. season to $6 Offer pre-fair price Sell less season passes Open Class fee charged on # of items Workers may not show up raise worker to $5 or brought in Vendors may not attend eliminate Cap admission fee at $5. many fairs Extra cost - effect on elderly and families Open class fee are free O/C exhibitors may not exhibit loss of entries Charge for parking Revenue generator Will cost too much for people won t Families may bring less cars come $2. Increased parking availability Deter people from parking on the grounds Offer a shuttle New issues of parking on street neighbor Allow parking where old houses were torn complaints

5 Charge fee to animal exhibitors Revenue generator Commercial vendors Add more vendors - revenue generator down More cost to operate a shuttle service Will lose admission money too if people won t come because of parking fee now Limiting parking means limiting income Separating difference between parking revenue and admission revenue Less animals will be brought to fair Possibly $1. - $2.50 per animal More fees put onto the families Will reduce numbers 4-H paid for Drewiske building and majority of new pens, why should they now have to pay to use them? Loss revenue exhibitors may not show and may not attend the Fair No more space available land locked Increase commercial vendor fees May lose vendors if fee is increased Do we have space for more Add another day of admission Revenue generator Most cost of families that have to come Grants/donations from businesses Revenue generator Tax deductible doesn t cost anything to ask day sponsors Parade back through grounds Possible more attendance Some commercial vendors do like it Increase crowd on slowest day Keeps people at Fair on Sunday Increase in revenue for food stands/vendors Sponsor/Fund Raisers Revenue generator Keep people at fair another day for judging Extra cost of ticket takers, parking attendants and building guards Needs to be tax deductible Extra time & costs to solicit donations/write grants Day sponsors employees in for free Alcohol brought in by parade floats Grounds at stand-still for 2+hrs Float people got in w/free attendance Some commercial vendors don t like Fairs Sunday entertainment options is hindered Safety issue of floats throwing/shooting water/beer into crowd Limits having grandstand event on Sunday Cost to put on may exceed revenue generated

6 Big Name Entertainment Act Increase attendance A dinner A street dance A pancake feed Raffle Non-Profit Foundation Foundation would not affect everyday Re-evaluate Entertainment costs Wages for workers Number of workers needed Fees charged Maybe help participation throughout co. family Tax write off to donors Establish cause/project separate account Passionate people would want to be involved Wills and bequests at death Free entertainment brings fairgoers to fair Minimal wait at gate to enter & park Operation runs smooth Fair Association Increase number of people involved active or advisory All other miscellaneous comments. Revenue for barn rentals should stay at the fairgrounds. Eliminate Jr. Fair season passes only if other admission prices are increased. Tax levy Reduce admission at certain time Facebook Advertising Fair Web page H:\my documents\meetings\fair comm mtg\public meeting findings.docx Getting volunteer workers Need raffle license or items for raffle Extra work involved Same people always being hit up Someone has to do it getting people to serve Cost incurred to run it Always want money County would lose control Drawing from other local fundraisers Entertainment quality will suffer/less available Wages are set by county Longer wait at gates & parking lots Amount people would actually pay People to do the work & make commitment County would lose control

7 September 12, :30 a.m. Call to Order - The meeting was called to order by Chairperson Dan Reis at 8:30 a.m. Other Committee Webb, Ginny Huber and Barbara Leier were also present. Approved printed agenda - Motion by B. Traynor/L. Peterson to approve printed agenda. Motion carried. Public Comment - There was none. Review/approve minutes of July 11, 2012 meeting - Motion by B. Traynor/R. Mercord to approve the minutes as presented. Motion carried. Discuss/take action on attendance at October 11 th District Fair meeting in Sawyer County Motion by L. Peterson/D. Bergseng to approve attendance for two people at the district fair meeting. It was noted that the date of the meeting had been changed to October 10 instead of October 11. Motion carried. Coordinator Report (1) 2012 Fair review (2) Fair survey results Discuss/take action on proposed 2013 Fair budget Motion by L. Peterson/B. Traynor to approve proposed 2013 Fair budget as presented by Coordinator Webb. Motion carried. Discuss/take action on attendance at State Convention in Wisconsin Dells on January 6-9, 2013 Motion by C. Bjork/L. Peterson to approve reservation of two rooms for State Convention. Further discussion at future meetings would determine who would be attending. Discuss/take action on 2013 Fair events Motion by B. Traynor/D. Bergseng to approve tentative hold dates for Motocross and animal exhibit. Motion carried. Discuss/take action on planning a public meeting for possible fair funding options Motion by R. Mercord/C. Bjork to hold a public forum for possible fair funding options on October 17 th, 7:00 p.m., Seyforth Building. Motion carried. Discuss/take action on pursuing a future social garden during the Fair Motion by C. Bjork/B. Traynor to defer action on pursuing a future social garden during the Fair until after October 17 th public forum input has been received & reviewed. Motion carried. Discuss/take action on future usages of county owned food stand building Motion by D. Bergseng/R. Mercord to defer action to a future meeting on recommended future usages of county owned food stand building to Building and Grounds Committee. Motion carried. Discuss/take action on implementing potential Pierce County Friends of the Fair Foundation - Motion by C. Bjork/R. Mercord to table action on the Pierce County Friends of the Fair Foundation until a future meeting and after input is received from the public meeting on October 17, Motion carried. Future Agenda Items (1) October 17 th Meeting review (2) State convention attendees (3) food stand Confirmed next meeting date Wednesday, October 24, 2012 at 8:30 a.m., Seyforth Building. Adjourn Motion by L. Peterson/D. Bergseng to adjourn the meeting at 9:55 a.m. Motion carried.

8 July 11, :30 a.m. Call to Order - The meeting was called to order by Chairperson Dan Reis at 8:30 a.m. Other Committee Webb, Ginny Huber and Katelyn Hartung were also present. Approved printed agenda - Motion by B. Traynor/D. Bergseng to approve printed agenda. Motion carried. Public Comment - There was none. Review/approve minutes of May 16, 2012 meeting - Motion by C. Bjork/L/ Peterson to approve the minutes as presented. Motion carried. Discuss Pierce County Friends of the Fair Foundation Discussed status of Pierce County Friends of the Fair Foundation. No action taken. Discuss/take action on survey during the Fair Motion by B. Mercord/C. Bjork to have D. Bergseng spearhead conducting a Fair survey during the 2012 Pierce County Fair. Motion carried. Coordinator Report (1) Motocross (2) Fair Schedule (3) 2013 Budget Future Agenda Items (1) Public forum concerning Fair event status (2) 2013 Budget (3) Survey results Confirmed next meeting date Wednesday, September 12, 2012 at 8:30 a.m., Seyforth Building. Adjourn Motion by B. Traynor/L. Peterson to adjourn the meeting at 9:55 a.m. Motion carried.

9 May 16, :00 a.m. Call to Order - The meeting was called to order by Vice-Chairperson Dan Reis at 9:02 a.m. Other Committee Webb, Ginny Huber and Bill Emery were also present. Election of Officers Vice-chairperson D. Reis called for nominations of temporary chairperson. Motion by C. Bjork/L Peterson to dispense with nominations of temporary chairperson. Motion carried. Vice-chairperson D. Reis called for nominations of chairperson. D. Reis nominated by L. Peterson/B. Traynor. Vice-chairperson D. Reis called for other nominations; none given. Motion by B. Mercord/B. Traynor to close nominations and cast a unanimous ballot for D. Reis. Motion carried by voice vote with all in favor. D. Reis elected chairperson, who then presided over the remainder of the meeting. Chairperson D. Reis called for nominations of vicechairperson. L. Peterson nominated by D. Bergseng/C. Bjork. Chairperson D. Reis called for other nominations; none given. Motion by C. Bjork/B. Mercord to close nominations and cast a unanimous ballot for L. Peterson. Motion carried by voice vote with all in favor. Approved printed agenda - Motion by L. Peterson/B. Traynor to approve printed agenda. Motion carried. Public Comment - There was none. Review/approve minutes of March 14, 2012 meeting - Motion by B. Traynor/L. Peterson to approve the minutes as presented. Motion carried. Discuss/take action on Beldenville Old Car Show request Motion by B. Traynor/C. Bjork to allow Beldenville Old Car Show to utilize the east grassy area of the grandstands without cost if the other areas become full. Motion carried. Discuss Pierce County Friends of the Fair Foundation Discussed background for new board members status of Pierce County Friends of the Fair Foundation. Discuss 2012 Budget Discussed background for new board members status of 2012 budget. Discuss 2012 Fair Entertainment Discussed background for new board members status of 2012 fair entertainment. Discuss 2012 Grandstands Events Discussed background for new board members status of 2012 grandstands events. Coordinator Report (1) Motocross (2) Committee members orientation Future Agenda Items Friends of the Fair Foundation Confirmed next meeting date Wednesday, June 20, 2012 at 8:30 a.m., Seyforth Building. Adjourn Motion by B. Mercord/C. Bjork to adjourn the meeting at 10:40 a.m. Motion carried.

10 March 14, :00 a.m. Call to Order - The meeting was called to order by Chairperson Jerry Kosin at 9:00 a.m. Other Committee members present were LeRoy Peterson, Dan Reis, Don Rohl, Greg Place and Bob Traynor. Ann Webb and Ginny Huber were also present. Approved printed agenda - Motion by G. Place/L. Peterson to approve printed agenda. Motion carried. Public Comment - There was none. Review/approve minutes of February 8, 2012 meeting - Motion by L. Peterson/D. Rohl to approve the minutes as presented. Motion carried. Discuss/take action on possible changes to 2012 truck and tractor pull dates Motion by D. Reis/D. Rohl to hold the truck pull on Sunday afternoon, along with the garden tractor pull, horse pull on Thursday night and tractor pull to remain on Friday evening. Motion carried. Discuss/take action on 2012 Ellsworth Schools Career Expo Fairgrounds usage A motion by D. Reis/G. Place to approve gratis use of Fairgrounds for September 14, 2012 Career Expo. Motion carried. Discuss/take action on recommendation to reappoint Citizen Member to committee A motion by G. Place/D. Rohl to recommend the reappointment of Robert Traynor as citizen member to the Fair Committee and to forward recommendation to County Board Chairman for approval. Motion carried. Coordinator Report (1) Historical information (2) Round Barn booth for Fair Committee (3) Motocross Future Agenda Items Fair Committee Reorganization Confirmed next meeting date Wednesday, May 16, 2012 at 9:00 a.m., Seyforth Building. Adjourn Motion by D. Rohl/L. Peterson to adjourn the meeting at 9:25 a.m. Motion carried.

11 February 8, :00 a.m. Call to Order - The meeting was called to order by Chairperson Jerry Kosin at 9:00 a.m. Other Committee members present were LeRoy Peterson, Dan Reis, Don Rohl and Greg Place. Bob Traynor was excused. Ann Webb, Ginny Huber, Cheryl Johnson and Bridget Armbruster were also present. Approved printed agenda - Motion by D. Reis/L. Peterson to approve printed agenda. Motion carried. Public Comment - There was none. Review/approve minutes of December 14, 2011 meeting - Motion by L. Peterson/D. Rohl to approve the minutes as presented. Motion carried. Discuss/take action on possible changes to 2012 truck and tractor pull promoters Motion by D. Reis/L. Peterson to continue with our volunteer committees for truck and tractor pulls. Motion carried. Discuss/take action on 2012 booked Fair entertainment A motion by G. Place/D. Rohl to approve booking entertainment for 2012 Fair as presented by Coordinator Webb. Motion carried. Discuss/take action on attendance at District II Spring meeting in Barron County on April 11, 2012 Motion by D. Reis/D. Rohl to approve sending two people to attend Spring District II meeting in Barron County on April 11 th. Motion carried. Discuss/take action on renewal of food contract on a sold mobile food stand Motion by D. Reis/G. Place to approve that for the 2012 Fair, K&C Concessions mobile food stand will have their contract renewed even if sold to another party prior to the 2012 Fair, however in 2013, all four mobile food stands on Machinery Road must annually reapply each Fair year. Motion carried. Coordinator Report (1) State Convention Report Webb reported on the numerous workshops she & G. Huber attended while at convention and the networking done with other Fair associates. Closed Session Fair Coordinator annual performance review Motion by D. Reis/L. Peterson to convene into closed session at 9:26 a.m. Roll call vote carried with all members in favor. Return to Open Session Motion by D. Reis/L. Peterson to return to open session at 9:50 a.m. Motion carried by roll call vote with all members in favor. Motion by G. Place/D. Rohl to issue the Fair Coordinator a meets standard job evaluation and authorize the step increase based on her performance. Motion carried. Future Agenda Items 2012 dates for truck and tractor pulls Confirmed next meeting date Wednesday, March 14, 2012 at 9:00 a.m., Seyforth Building. Adjourn Motion by D. Reis/L. Peterson to adjourn the meeting at 10:00 a.m. Motion carried.