Franklin County Agricultural Society
Minutes of Regular Board Meeting
April 15, 2014
President Emily Gabriel called the regular April meeting of the Franklin County Agricultural Society to order on April15, 2014 at 7:00 PM in the Norwich Township Safety Services Building at 5181 Northwest Parkway, Hilliard, Ohio. Roll call showed 17 board members present. Those present were Becky Applegett, Rachel Bausch, Paden Brobst, Denise Buergel, Christy Clark, Jeff Decker, Larry Earman, Linda Earman, Emily Gabriel, Jon Hay, Dave Hickman, Jeff Karn, Kathy McNutt, Shirley Russell, Tim Shade, Kevin Wiley, and Kelly Willis. Andy Price President of Junior Fair Board attends. Guests at meeting were Tim Roberts, Chuck Buck, both representing the Norwich Township Trustees, Neil Distelhorst Chairman for the Harry C Moore Foundation, and Dwight Bougher and Steve Burk representing the Franklin County Farm Bureau.
Norwich Township Trustees Chuck Buck said the Norwich Township Trustees have been saving estate taxes and wish to identify projects within the community that will have a long term life that benefit the community. Tim Roberts Norwich Township Trustee said after meeting with Bob Aple and David Hickman they see a benefit to the community for the FCAS proposed community hall with administrative offices and pledge to contribute $300,000.00 toward the building project.
Neil Distelhorst Chairman of the Harry C. Moore Foundation said he had reviewed a copy of the report on the progress of building a new administrative building sent to the Foundation. He stated that if the scope of the project has now changed to one of building a much larger building than was defined in the grant request then the $25.000.00 Harry C Moore Grant would need to be refunded to the Foundation. He also stated that the Franklin County Farm Bureau also pledged a $75,000.00 matching grant with understanding that it was toward a 250K range building and he was concerned.
Dwight Bougher stated when The Franklin County Farm Bureau initiated their pledge to match funds raised by the Society up to $75,000.00 they were under the understanding that we were proposing to just replace the old administrative building with a minimum size modest structure. They thought they were offering an incentive for us to work hard and raise the remaining capital. The Franklin County Farm Bureau pledge is still valid and FCAS will get the money if they raise an additional $75,000.00. Dwight reminded the Board Franklin County Farm Bureau will have naming rights to the building per the original agreement.
Gabriel provided an update on the progress of the Building Committee. She wrote a progress report and sent it to the Moore Foundation. She told them we have not spent any dollars yet. We are working with an architect. He thought the building should go in different location and should be a larger building. Such a building would be of greater use to the community. At March board meeting permission to approach the Franklin County Commissioners was given. A meeting was held with Commissioner John O'Grady whom stated he would support the project and seek support of the other Commissioners. FCAS was directed to meet with Franklin County Economic Development to socialize the project. Committee proposes to have building in place by the 2015 fair.
Neil Distelhorst said he would like to meet again and discuss the issue once we have more formal and specific plans. He also questioned who would fund the operating costs of the proposed larger building and pointed out that there are many buildings on the fair grounds that needs to be repaired.
The Dwight Bougher, Neil Distelhorst, Steve Burk and Tim Roberts left the meeting.
Decker moved to approve the March minutes, Brobst seconded. Motion approved.
SECRETARY REPORT:
Shade reported that all leaking water lines and hydrants have been repaired except for within the Burke building (Note: all bathrooms have not been de-winterized yet). New drain line was placed behind barn 22. New rear tires on forklift and 1 new rear tire on Z turn. Storm drain coming onto our property from Church of Christ is not working.
AEP donated us a used pole to replace the one that blew down last winter. Hay moved to accept report, Brobst seconded. Motion approved.
TREASURER REPORT:
Larry Earman provided the Treasurer’s report (copy attached). McNutt moved Buergel seconded to accept the report. Motion approved.
COMMITTEE REPORTS:
Linda Earman presented contracts from: Central Ohio Young Farmers, Danny and the Linders, Americheer, ‘Marvin Epperson, Nashville Artists, The Big Show and Dock Dogs for approval. Decker questioned security and insurance concerns for the Dock Dogs pool. Brobst moved approve all contracts including dock Dogs assuming our insurance company can be satisfied, Willis seconds. Motion approved
Clark said she has 47 registrations for Business After Hours event.
Clark presented a proposed Mission/Vision/Values Statement. Wiley Moved to approve, McNutt seconded . Motion approved.
Clark requested that the Publicity committee purchase 500 tee shirts @ 3.70 each and $2 more for sizes 2X and above to recognize our sponsors. They will create a plan for distribution. Brobst moved to authorize, Decker seconded . Motion approved.
Larry Earman stated that the gate program needs to be proof read before printing this year to avoid issues similar to last.
Willis reported for the Sponsorship Committee that Allstate Insurance was going to sponsor Spirit Day for $1000.
All Gate Program ads need to be into Christy before May 1.
Russell reported for the Entertainment Committee. We did not sign a contract for a Rough Truck event because there is a huge event on same day in Pennsylvania and it was thought we would not have very many trucks participate. There will be a circus act in front of the grandstand Sunday night. Please put the June Motocross on your calendar and be ready to work gates. Hope to have new cash registers by then. Americheer will have a table outside of gate 3 for a while where their participants will be checked in.
OLD BUSINESS:
Clark requested that the Mission /Vision/Values statement be added to the proposed constitution.
Discussed the proposed Constitution, Bio-Document for Board Member candidates and the Board members Duties description. None of the documents were approved.
Discussed a proposal from Chief Doug Francis of the Hilliard Police Department for security for the fair. Hay said we should check again with Zak Scott. Gabriel said she had a meeting set up with the Sheriff on Wednesday. Karn motioned that if the Sheriff’s proposal is not acceptable Wednesday, that we proceed with the Hilliard Police proposal. Motion approved.
NEW BUSINESS:
Gabriel requested we add an additional Meeting August 5 to review and discuss the 2014 Fair. Reorganization meeting will be August 19. Will hold a new member orientation meeting sometime before August 19. Buergel moved to accept proposed schedule, Wiley seconded. Motion approved.
Linda Earman moved Larry Earman seconded that we adjourn, Motion carried.
Tim Shade
Secretary