4-H4-H 
Van Buren
Youth Fair Association
"The Fair with a Future"
PO Box 271
Hartford, MI 49057
269-621-2038
Meeting Minutes
August 1, 2005
The meeting was called to order by President L. Godines at 7:00 p.m. Directors present: L. Godines, M. Godines, Blackwell, DeVries, D. Glover, M. Glover, Popp, Serdel and Tripp. Dorr and Garrod were excused. Guests included: Pati Ruggio, Val Bury, Melva Thayer, Melva DeVries, Bev Rajzer, Janice Rajzer, Warren Sell, Jerri Pursley, Bob Teske, Tom Shoemaker and Tod & Karen Kubiszak.
Tom Shoemaker, representing the Hartford High School Cross Country Program would like to hold the SAC Conference at the fairgrounds on Wednesday, Sept. 21, 2005. They would need to mark off a 3.1 mile track, have access to the restrooms, water, trash bins, etc. Pres. Godines suggested that the board waive the rental fee considering this is a youth organized event and that many of the students probably participate at our fair as exhibitors. There would be approximately 150-200 runners and about 200 spectators. Motion by Blackwell, supported by Popp to allow the schools to hold their program at the fairgrounds on Sept. 21st. Motion carried. The school will need to provide us with a Certificate of Liability Insurance. Shoemaker questioned if any of the fair organizations would like to have a concession stand. Sell will ask JLPA.
Sec. Godines read the July 5th minutes. The minutes were accepted as read.
Treas. Rainey reviewed the Profit & Loss Statement and the Balance Sheet. Motion by M. Godines, supported by R. Tripp to accept the report. A total of bills to be paid was not available at this time. The income from the woodcarving totaled about $2,200.00
Corr: Thank You notes were received from Lucas Hettig, Beth Clawson and JLPA. We also received an invitation to the Governor's Luncheon on Aug. 17th at the Michigan State Fairgrounds in Detroit. The cost if $35.00 per person. Godines received a letter from the IRS regarding the 501.C3 application. We are suppose to have a response within 120 days.
Old Business: Blackwell stated that the Kalamazoo Gazette and the Harold Palladium gave good coverage of the Fair, also had a nice story regarding the new JLPA Show Arena. Greg has talked with TORCO & BTC regarding sponsorships for next year. TORCO was thrilled with all of the exposure. Blackwell is also to contact Lounsbury Excavating of Paw Paw and National City Bank regarding Sponsors for next year's fair.
Rainey reported that everything went well. Attendance was approximately 44,600.
Tripp thought the fair went well. They had one horse leave because of the fireworks.
M. Godines reported that the Draft Horse Memorial Pavilion Dedication went very well, also many people used the bleachers during all of the shows. The shade was very welcome. Godines thanked all of the board members, leaders, spouses, parents, Pati Ruggio and her gate crew for all of their hard work to make the fair a success.
Rodeo: Some people suggested that water/pop be sold down by the arena; also a restroom available in that area.
DeVries spoke with Popp regarding the carnival moving in more Children's rides for next year. He also questioned about having more electricity along the south fence of the Posse Area for food concessions.
Mel Glover thanked everyone, especially Pati Ruggio and her gate crew.
Debbie Glover thanked everyone for their hard work.
Blackwell questioned how the "Battle of the Bands" program worked this year. D. Glover stated that the program ran later than expected. Rainey suggested that we just have High School Marching Bands next year to try and increase the attendance.
Pati Ruggio thanked Louie, Mel and Debbie and the rest of the board for their cooperation in running the ticket gates. She asked if something could be done regarding the camping passes versus the admission passes.
Melva DeVries stated that the goat show went very well. Clean-up on Sunday ran smoothly.
Melva Thayer reported that some of the English Classes had to be held on Thursday due to the storm on Wednesday night.
Warren Sell reported that everything went very well in the JLPA Area. The animals slept during the fireworks display. Sell is taking one of the manure spreaders home so that he can repair it before next year. Sell talked to the Deputy regarding the theft of the money from the JLPA Building. Pursley stated that the people that wrote checks to the auction will be issuing new ones to replace the stolen checks.
Jerri Pursley thanked the board for allowing the leaders association to sell Dill Pickles during the week. She reported that JLPA made $1,090.00 on Cow Pie Bingo. The twin calves that were born during the contest were named Warren and Van Buren.
Tod Kubiszak thanked the board for allowing Farm Bureau to hand out ice cream bars during the Children's Day program. It was a great success! The fair also purchased an additional 500 bars. An inside concessionaire, Ruby Fortuin donated $50.00 towards the purchase of the additional ice cream bars.
Popp stated that there are several areas on the grounds that need attention.
* Horse Arena - Rocks outside and around the fence area, barrels to be picked up and stored.
* Draft Horse Arena - Gates to be tied open for easier access by the tractor & mower.
* SMAC Area - Blocks of wood need to be picked up and stored.
* Commercial & 4-H Building need to be swept and cleaned up of all trash.
Warren Sell locked the Fire Extinguisher and the Sound Box in the JLPA office.
Motion by Tripp, supported by Rainey to adjourn. Motion carried. Meeting adjourned at 8:20 p.m.
Next regular meeting: Monday, September 12th, 7:00 p.m. at the fairgrounds.
Respectfully submitted,
Marjorie Godines, Secretary
