JoCoFair General Info

General Board Meetings (all Fair Association Members) are the 4th Thursday of April and June at 7:30 PM at the Fair Grounds

The Annual Meeting (all Fair Association Members) is the first Wednesday in November, 7:30 PM at the Fair Grounds

Executive Board Meetings are the fourth Thursday of the Month except November and December at 7:30 PM in the fair office.

These notes are not official minutes they are just my interpretation and opinion. They are meant to share information with the General Board.

The plans for open class events to be held between the Open building and the Grange building are on track. A Square dance demonstration just east of the Open building entrance will be added. There will be many new activities in this area visitors to see.

The horse barn improvements committee has removed all the stalls, installed the exhaust fans, and erected the round pen north of the horse barn. The hard work and plans done by this committee will make the horse barn a place to see at the fair.

Mariyn Rockwell will continue the tradition of “Bands in the Park” on Tuesday night of the fair. It includes “Shawnee Concert Band”, “Rule of Three”, and a musical production “A Tribute to Elvis”.

The compensation for Judges was increased from $30 to $40 for the first 4 hours, from $50 to $60 for more than 4hours, and from $.47/mile to $.505/mile.

The ticket booth will accept credit cards this year. We will be adding a phone line from the office to the ticket booth to accommodate the credit cards.

Darci reported Sprint as a sponsor supplying 20 phones with the walkie-talkie function for communication during the fair.

Member notices for the General Board Meeting in July will include a request for members to choose the method they receive their meeting notices. Notices are posted on the web site, they can be sent by email, or( by request ) can be mailed..

The funding from the County Manager’s proposed budget to the County Commissioners for the 2009 year includes the same operational budget we have had the last few years and a onetime funding to replace the livestock building roof.

The board approved the Open Chairmen purchasing tents to provide shade between the open building and the Grange building. The activities planned for fair week were also approved (see flyer on web site).

The proposal from the Horse Barn Committee to rent stalls and improve the barn ventilation was approved.

The request to the County to provide one time funds to repair the livestock building made it through the county manager and will be presented to the county commissioners June 23, along with our annual budget request.

Darci reported another event sponsor, Embarq. They will sponsor the Firefighter and Police Demonstrations.

Matt distributed a distinctive hat to to help identify executive board members during work days and other activities.

In the April General Board meeting we heard progress reports from the following committees:

Sponsorships – Darci Hamiltoon
Open Class – Vivian Bandel
Auction – Karl Allen
Entry Tags - Cyndi Gernhart
Horse Barn – Emily Janes
Livestock Roof – Bob Barthol
Fair Books – Bill Gay
Bylaws and Rules – Clarence Lindsey

Our meeting started with a report from the horse barn committee with the board giving their opinions on many options to improve the horse barn. We are looking forward to improving the barn and increasing the number of horses exhibited for our fair visitors.

The Open Class Chairmen gave an update of their planning for the fair. The theme for this year is “Hog Wild at the Fair.” They also shared a couple of their goals: 1) provide some fun activities. 2)help make the public’s visit more comfortable.

Darci reported we have our third Grand Champion level sponsor committed, Trade Net. They have been a sponsor in past years but have significantly increased their support this year. Our other Grand Champion level sponsors are KC Bobcat, and Dean Machinery Co.

The 40 + year old livestock building is showing signs of needing repairs which we will start the process of the funding plan to make these repairs.

The Public Safety event, similar to last year, was approved for the Wednesday night arena event.

Plans are being made for a Mustang auction at the fair grounds August 21, 22, and 23.

The auction committee presented the following changes that were approved. Drinks will be available for sale during the auction in the livestock arena area. Auction will be slowed down to make buyers more visible. Grand and Reserve Grand Champion of each species will sell first then they will randomly pick 10 or a percent of each species and sell them and start over again. Projects will be at the end. Auction Checks will be mailed within 14 days after the auction.

Spring shows are Beef – April 12, Sheep and Goat – May 10, and Swine – May 31.

4-H’ers who cannot pick up their premium check Sunday need to supply a stamped, self addressed, envelope so their check can be mailed to them.

Bill Benne was inducted into the Hall of Fame at the 2008 Kansas Fairs and Festivals Association convention. Congratulations Bill.

Work continues on sponsorship. Appointments start with potential sponsors next week. Darci will have the flexibility to adjust the levels and the services provided by the fair association to fit the sponsor’s needs. If anyone has a contact for a potential sponsor let me or Darci know.

The auction committee reported many ideas to improve the auction. The feedback form board was there were too many changes to accomplish in one year.

There were several rule changes approved by the board. A minimum weight of 50 lbs for a market goat to sell in the auction was approved. Clarifications were also added for pullorum testing, camping request forms, and unclaimed premium checks.

Darci Hamilton reported on the work in progress on the sponsorship program. This will create levels of sponsorship helping the fair with consistent recognition of our sponsors.
Dave Bolton reported there is enough room to move “Grandpa’s Barn” to the west side of the commercial building. This would utilize this part of the fair grounds and attract more traffic to that area. Dave will continue to investigate this idea.
Bill Gay reported changes in the fair book are due January 1, the first draft of the department’s part of the book will be finished before February 1 and published on the web page.
The executive board approved recommendations by the by-laws and rules committee to bring proposed changes before the general board at the annual meeting. The changes include reducing the residency requirements for the executive board, modifying the spending limits of the executive board, and including “Open” in the objectives.
Stall and cage fees were eliminated for both 4-H and open exhibits. Animals are a very import part of the Fair and we would like to encourage exhibitors to come the fair.
Dave Bolton will report on cattle tie up panels and Jim Hamilton will report on goat pens next month. Ruth Hadle and Bill Gay will report on copy/copier options for the office next month.
There was no action or discussion on the Auction Committee.
The next executive board meeting is January 24, 7:30 pm at the fair office.

Kelly Gernhart presented the Entry tag committee recommendations.   The board approved Kelly and Carie taking the next steeps toward giving an exhibitor the option of printing their entry tags from the on line entry process.
Darci Hamilton will lead a committee to develop policies for fair sponsors and supporters.
Dave Bolton will lead a committee to develop plans for increasing the number of horses stalled during the fair.   Horse exhibits are an important attraction of the fair, even though premium cost continue to increase, stalled horses have declined.
Karl Allen will lead a committee looking at potential issues with the Livestock / Project Auction. Projects are becoming a larger part of the auction which brings new challenges.
Clarence Linsey will lead a committee to review by-laws and fair rules.   A motion passed at the annual meeting “to include on the agenda for next year’s Annual Meeting taking out of county people to serve on the Executive Board.” This committee will also review and recommend any other rule changes this year.
Bob Barthol will start the process for securing arena events. The planning list includes the following: Youth Rodeo, Family Fun Night, Bull Blast, Public Safety, and Demo Derby.
Darci Hamilton and Dave Bolton will investigate moving Grandpa’s Barn to the space between the Grange and the Commercial building to attract more traffic to that area duing the fair.
If you would like to express your opinions and or help with any of these items please let me know (Bill Gay, email – wdgay@aol.com , Phone 913 856 6487).
Our next meeting is December 27th, at 7:30 pm in the fair office.

November 7, 2007
At the annual meeting, Bob Barthol, Dave Bolton, Bill Gay, Ruth Hadle, and Sue Pio were elected to the Executive Board . The current Executive Board is:

One Year Term	Two Year Term	Three Year Term
Karl Allen	Darci Hamilton	Bob Barthol
Jim Hamilton	Clarence Linsey	Dave Bolton
Sandy McCarty	Wayne McGuire	Bill Gay
Eldon McDonald	Matt Meek	Ruth Ann Hadle
Fred Seymour	Shelly Harrison	Sue Pio

President	Bill Gay
Vice President	Matt Meeks
Secretary	Shelly Harrison
Treasurer	Wayne McGuire
Assistant Secretary/Treasurer	Sue Pio
Building Superintendent	Jim Hamilton
Livestock Superintendent	Dave Bolton

The ideas and comments from the round tables will be addressed in our November meeting.
If you are interested in volunteering there is a lot of work to prepare for the 2008 fair. The fair is put on by a lot of wonderful volunteers who would welcome your help. I would be happy to give you more information. ( Bill Gay, Phone – 913-856-6487, email – wdgay@aol.com )
Or next Executive Board meeting is 7:30 pm, November 29, at the fair office.

Maps

To Gardner

Fair Grounds