4-H4-H 
Van Buren
Youth Fair Association
"The Fair with a Future"
PO Box 271
Hartford, MI 49057
269-621-2038
Meeting Minutes
July 5, 2005
The meeting was called to order by President L. Godines at 7:05 p.m. Directors present: L. Godines, M. Godines, Rainey, Blackwell, DeVries, Dorr, Garrod, D. Glover, M. Glover, Popp, Serdel and Tripp. Guests included: Melva DeVries, Ben Cowgill, Janice Rajzer, Janet Tripp, Juan and Armando Arellano, Dave Hollis and Karron Tortorelli.
Sec. Godines read the May 2 and June 6, minutes. They stand approved as read.
Treas. Rainey reviewed the Profit & Loss Statement and the Balance Sheet. Motion by M. Godines, supported by Blackwell to accept the reports as read. Motion carried. Income totaled: $3,855.00.
Corr: We received Buyer's Letters from: JLPA, SMAC, Jessie Sell, Leah Sweet, Samantha Hamming, Mary Shafer, Ryan & Alyssa Rainey and Michelle Kridler. Jessie Sell also sent a thank you to the Board for all of our work and also a $25.00 gift certificate to Roma Pizza! Mary Darling, Key Leader from Porter Busy Fingers sent a thank you and a check in the amount of $257.53 towards the cost for having the Memorial Stone engraved with the names of two 4-Her's in her club that passed away this winter.
Old Business: Sec'y Godines reported that the IRS received the 501.C3 information packet on June 27, 2005.
Garrod reported that he will have a map and the schedule of events displayed in the showcase.
New Business: L. Godines spoke with Play World. They might need to bring some rides to the grounds early for storage. They will be here on July 12th to lay out the grounds. Godines noted that we have not received any Posters from Play World. Godines also stated that the Sheriff's Department requested that the West Ticket Gate be placed further back from the road to avoid congestion on the highway.
Popp stated that the back gate would be replaced this week by Wiltse Fence Co. Popp reported that the Women's Restroom is almost complete.
Tripp reported that Klett's would have the roller here on Monday night.
M. Glover has the ambulance and fire department schedules for this year.
Blackwell reported that he has one booth left for Inside Concessions and a waiting list of six people.
DeVries reported that the tents will arrive on July 12th or 13th. The Posse needs about 6' of clearance by the Old Draft Horse Barn for a Fire Lane.
Serdel is to order the water tanker.
Tripp stated that the asphalt bill is more than the quote because they used more asphalt than was originally quoted.
Rainey, M. Glover and L. Godines are to meet with the Sheriff's Dept. regarding security. The Pokagon Band will also have six officers available during the week volunteering their time to patrol the grounds.
The Pokagon Band will have a Child Safety Seat check on Wed. and Fri. of fair week. It will be located outside of the gates by the Handicap parking lot. The times are from 9:00 a.m. to 3:00 p.m. each day.
M. Godines reported that the Draft Horse Memorial Pavilion will be ready for the fair. Tina Streeter would like to have a Memorial Dedication at 9:30 a.m. on Saturday morning before the Draft Horse Hitch Show.
D. Glover needs to purchase new stamps for the Ticket Gates. Glover is also to call Premier Animal Attractions regarding their contract.
Dorr questioned why there hadn't been any ads in the paper regarding the Open Truck Pull. Garrod to run ads this week.
Melva DeVries reported that she has thirty-three exhibitors and eighty goats signed up for the fair.
Ben Cowgill has a crew of seven people to help him on the grounds this year, plus three people to work at the gates.
Karron Tortorelli stated that the JLPA will be having an Awards Program on Saturday afternoon following the SMAC awards program.
K. Tortorelli stated that she has mailed out a Code of Conduct for each band to sign before they perform on Tuesday night. Jim Weaver from Berrien County will be the MC for the "Battle of the Bands".
Janet Tripp announced that JLPA is selling t-shirts for $12.00 and hooded sweatshirts for $23.00.
Janice Rajzer noted that Samantha Hamming received the Outstanding 4-H Award from the Farmer's Exchange. An article about Samantha is featured in this week's paper.
Barb Jacobson requested the use of her Handicap golf cart to be used on the grounds during the fair. Motion by Rainey, supported by Tripp to allow Jacobson to use the golf cart, but not transport any children, tack, feed, etc. Also only to be used to visit the restroom and kitchen facilities. Motion carried.
Dave Hollis questioned a letter sent out by SMAC regarding the auction. It stated that 50% of the money would go back to SMAC and 50% to the exhibitor on donated back animals. Hollis stated that he had twenty-five people ready to sign and file a lawsuit stating that it would be stealing from the exhibitors if SMAC was allowed to do what was stated in the letter. Discussion followed. Melva DeVries, SMAC President, stated that what was printed in the letter was not intended to take the money from the exhibitors. A revised letter will be sent out to all proposed buyers. A statement will also be announced the day of the auction clarifying this matter.
M. DeVries stated that they will be setting up goat pens on Wednesday, July 13, at 1:00 p.m. Their regular SMAC meeting will be Thursday, July 14, at 7:30 pm at the fairgrounds.
Armando Arellano is interested in renting the grounds for a Mexican Rodeo. They would be selling food, soft drinks, etc. It would be a one day event. He would need to have $2,000,000 in liability insurance, port-a-pots, a PA system, security, etc. Rainey will meet with him at a later date to discuss details and cost of the facility if it is to be rented.
Warren Sell reported that the Carcass Show held this afternoon went very well in the new show arena facility.
Motion by Blackwell, supported by Tripp to adjourn. Motion carried. Meeting adjourned at 8:25 p.m.
Next regular meeting: Monday, August 1st, 7:00 p.m. at the fairgrounds.
Respectfully submitted,
Marjorie Godines, Secretary
