August Meeting Agenda

  1. Call to Order
  2. Guests (3-5 minute speaking time allotted)
  3. Correspondence  
  4. Minutes of last meeting and two special board meetings in July
  5. Financial Reports
  6. Bills to Approve
  7. Committee Reports:
    1. Executive Committee
    2. Strategic Planning
    3. Grounds Committee
      • Fire Extinguishers to be checked in August
      • Meeting with F & L Septic
    4. Camping Committee
    5. Entertainment Committee
      • Box Seats for the 2020 Fair have either been refunded or rolled over to next year
      • No entertainment this year.
      • Derby, Tractor Pull and Rodeo contracts were revised and sent to get their approval for coming next year.  Other calls, for entertainment contracts, need to be made.
    6. Livestock Committees
      • Need livestock Judge for Dairy
      • Need judge for dogs
      • Rabbit tattooing is scheduled for Saturday, August 8th from 9-11am.
    7. Rides and Concessions
    8. Junior Fair Board Report
    9. Advertising/Sponsorship Committee
    10. Tech. Committee
    11. Other Committees
  8. Old Business:
    • JR Fair entries have closed.
    • Season tickets, to purchase memberships, are on sale in the Fair Office for $22.
  9. New Business
    • Approve JR Fair only Health Plan
    • Fair premium money to be mailed in check form
    • Gate admission this year
    • Updated list of changes that will be on going in the fair book, will be posted on the website.
    • Fair work days are scheduled for Saturday, August 8th and Saturday, August 22nd.
    • The Emergency Management mandatory annual meeting is scheduled for Wednesday, August 19th at 6:30pm in the Community Building – it is a rule in the red book, these meetings take place, but not sure if it needs to be done for just a junior fair.

Our next monthly Board Meeting is Wednesday, September 2nd at 7pm in the Community Building.

Board holds July meeting

The Hardin County Agricultural Society met Wednesday, July 1, 2020, for their July board meeting.  Sixteen directors were present (Andrew Scharf, Dan Beale, Justin Beale, Kelly Buchenroth, Craig Decker, Austin Eibling, Craig Stump, Steve Harpster, Corey Ledley, Jack McBride, Brad Murphy, Paul Ralston, Christa Rarey, Jason Fulton, and Rob Wilson.) Ten guests were present (Pete Fout, Mark Badertscher, Roger Crowe, Kolt Buchenroth, Tim Thomas, JR Woods, Denise Woods, Todd Bidlack, Aaron Thompson, Sherri Beale, Nancy Rickenbacher, Mark Light, Marissa Osborne, Catharine Osborne, Kenny Kearns, Preston Brien, Doris Ralston.)

Corey Ledley, Board President, called the meeting to order.

Kenny Kearns asked if the board will allow a draft horse show.

Mark Light, Associate Professor, 4-H Youth Development – Ohio State Extension Hardin County told the board that Extension staff will be conducing non-livestock project judging which will save the board $600 in judges. The judging will be spread over six days. Light also shared that 4-H Clubs can meet in person now and requested that clubs be allowed to meet outdoors on the fairgrounds. It was noted that horse workouts could begin again while following 4-H’s guidelines.

Jami Dellifield, Family & Consumer Sciences Educator – Ohio State Extension Hardin County presented questions and options regarding dish days and other presentations during the fair. She presented ideas for how these events could be held with regards to coronavirus. More planning will be conducted regarding this topic.

Lori Wilson had questions about how the fair is operating this year. More planning will be conducted regarding this topic.

Paul Ralston moved to accept the minutes of the last meeting. Dan Beale seconded the motion. Motion Passed

In correspondence, a letter from Ohio Governor Mike DeWine and Director of Agriculture Dorothy Pelenda was shared.

Brad Murphy, Vice President and Chairperson of the Executive Committee, read the minutes from the meeting on June 17th. Craig Stump moved to accept the minutes; Steve Harpster seconded. Motion passed. Brad Murphy continued by presenting the minutes of the July 1st Meeting. Extensive discussion followed regarding the capacity in which to hold the 2020 fair. It was recommended by the Executive Committee to have a full fair. Kelly Buchenroth moved to accept the recommendation. Craig Stump seconded the motion. The motion passed unanimously.

Paul Ralston moved to apply for the grant money from the State of Ohio in the amount of $50,000.

Brad Murphy gave the floor to JR Woods of Durant Amusements who explained why they will not be operating this year. Durant is offering to subcontract with Jessop Amusements. Charlie McCullough moved to allow Durant Amusements to subcontract with Jessop Amusements to provide rides for the 2020 fair. Craig Stump seconded the motion. Motion passed.

Kelly Buchenroth, chairperson of the Building & Grounds Committee noted that JB Tubular is working on the railing for the Community Building accessibility entrance. The last day to store vehicles in the Merchant’s building is July 31st. Hand Sanitizers and signage needs hung around the grounds.

It was noted at the meeting that Livestock judges are needed for Wednesday’s beef show, sheep, and dairy shows. Horse shot records must be turned into the secretary’s office by August 1st. Rabbit tattooing is scheduled for Saturday, August 8th from 9-11am.

Sherri Beale, Junior Fair Board Advisor, noted that the Junior Fair Board has been meeting virtually, and held their first in-person meeting on Monday, June 29th. They have elected officers and Preston Brien was introduced as the president. Brad Murphy made the request that all Junior Fair Board members be heavily encouraged to attend the work sessions.

It was noted that the fair book is ready and will be made available online soon. It was also noted that all fair communications need to be directed through Kolt Buchenroth, Marketing & Communication Director.

Kolt Buchenroth gave an update regarding upgrades in the fair technology system.

Paul Ralston, Chairperson of the gates committee noted that Wednesday is available for any non-profit group that would be interested in working the gates. This is a fundraiser for non-profit groups in the community.

Under old business:

It was noted that The ODA grant was awarded for $50,000 for capital improvement. The first request for this money was sent for $38,801.82 for new sound equipment. Other funds will be used for the digital sign. Dylan Shepherd has done his part of the landscaping at the Community Building. The Paycheck Protection Program was extended and the $13,000 was given to the society will all be used.

Under new business:

The board was reminded of the open class and junior fair entry dates. Junior Fair entries can be made until July 31st. Open Class entries can be made between August 1st and August 21st. The fair office will be opened on August 10th Monday through Friday from 9am – 5pm. Work sessions for fair directors and committee members will be held next week. The schedule was emailed to board members. All members are expected to attend. The next special board meeting is Wednesday, July 15th at 7pm.

State Representative Jon Cross voiced his support of the board for deciding to have a full fair. He reminded the board about the $50,000 coming from the legislature and clarified that there are no stipulations on how that money will be spent.

County Commissioner Roger Crowe noted that the commissioners are supportive and thankful that the board is moving forward with a full fair.

Charlie McCullough moved to adjourn.  Seconded by Justin Beale. Motion passed.

July Meeting Agenda Set

  1. Call to Order
  2. Guests (3-5 minute speaking time allotted)
  3. Correspondence  
  4. Minutes of last meeting
  5. Financial Reports
  6. Bills to Approve
  7. Committee Reports:
    • Executive Committee
    • Strategic Planning
    • Grounds Committee
    • Camping Committee
    • Entertainment Committee
      • Grandstand entertainment
    • Livestock Committees
    • Rides and Concessions
    • Junior Fair Board Report
    • Advertising/Sponsorship Committee
    • Tech. Committee
    • Other Committees
      • Fair Book
  8. Old Business
  9. New Business

Fair Board Meeting Held In Person

The June meeting of the Hardin County Fair Board will be held in person on June 3rd, 2020 at 7 p.m in the Arts & Crafts Building. All guidelines pertaining to general office environments will be in effect. As mandated by the Kenton-Hardin Health Department, the meeting will be limited to ten guests in-person. Due to this restriction, guests are asked to register ahead of time by calling 419-675-2396. After the ten-guest limit is reached, additional guests must join via video conference.

April Fair Board Meeting Rescheduled

The Hardin County Agricultural Society Board of Directors April meeting is being rescheduled for Wednesday, April 22nd at 7pm. The meeting will be held virtually due to the COVID-19 pandemic. Community members are welcome and encouraged to attend virtually. They are asked to email Marketing and Communication Director Kolt Buchenroth at [email protected] or call the fair office at 419-675-2396 for meeting access details.

April Board Meeting Postponed

The Hardin County Agricultural Society Board of Directors is postponing their April board meeting out of an abundance of caution for all board members, staff, guests, and to comply with local, state, and federal orders and recommendations. The meeting will be rescheduled at a later date.

March Meeting Held

The Hardin County Agricultural Society met Wednesday, March 4, 2020, for their March board meeting.  Twenty directors were present and fifteen guests were present.

Corey Ledley, Board President, called the meeting to order.

Doug and Kileen Payne’s family were present at the meeting to donate a wheelbarrow and 4 shop brooms to the swine barn.  Fred Rush, Candidate running for Hardin County Commissioner, was present.  Mark Badertscher, OSU Extension Educator for Agriculture and Natural Resources, encouraged everyone to attend the many livestock banquets that are being held this month.  Roger Crowe, Hardin County Commissioner, expressed his thanks to the fair board and stated the commissioners are available for the board.

Under correspondence a thank you from Pastor Anita Van Buskirk, from the Bread of Life Food Pantry, was read – thanking the board for their donation of whole hog pork and sausage.

Brad Murphy, Vice President and Chairperson of the Executive Committee, stated the Executive Committee will meet this month to go over the strategic plan and then bring recommendations back to the board next month.  Brad requested the strategic plan be emailed to all directors for them to review before the executive committee meets.

Craig Stump, chairman of the camping committee, stated there are 14 fair camping sites that will be available for this year’s fair.  No money was received by 4 of those campers, so their campsites were given to one of the 50 on the waiting list.  Waiting list campers will be called soon to fill those spots.

Rob Wilson, chairperson of the entertainment committee, stated he is currently working on getting a speaker and the music lined up for the Hour of Inspiration.  Contracts were received today for the Hardin County Tractor Pull and Central Ohio Tractor Pull for Friday night of the fair. 

The board moved to accept the swine committee’s recommendation for the 2020 Hardin County Fair Swine Show to be ractopamine-free.  An affidavit will be required from the breeder and a second affidavit will be required from the exhibitor upon weigh in on Monday, Sept. 7th.  More information regarding this can be found on the fair’s website at hardincountyfair.org/ractopamine.  The board also agreed to ban the use of ractopamine on the entire grounds during the week of the fair.

Brad Murphy, chairperson of the concession dept., stated concession and vendor contracts will be mailed on March 20th.

Amanda Murphy, Jr. Fair Board Advisor, stated they will be having a speaker at their next meeting on Monday, March 23rd at 8pm.  The speaker will be the 2017 NY FFA President.  She also stated the members are currently signing up for committees. 

Brad Murphy discussed with the board the meeting held with the Kenton Times about the Fair Book.  Jake McFadden, advertising/Sponsorship Committee Chairperson, stated follow up calls were made to some sponsors who hadn’t responded by the March 1st deadline.

Jake McFadden, also discussed the upgrades needed for the fair’s laptops.  He also stated he’s working on getting a radio rental contract for the 2020 fair.

It was noted the fair book is going through an edit right now and will be sent back to chair people for final revisions soon.  Paul Ralston gave the 2019 Fair Foundation Report.  As of 12/31/2019, there is a balance of $114,779.85 with interest (18.68%) earned in 2019 being $17,585.92.  Total deposits for 2019 was $9,755.

Under old business:

The Fairground Annual Consignment Sale is scheduled for Saturday, March 14th, starting at 9am.  Items to be consigned need to be dropped off on either Wednesday, March 11th, Thursday, March 12th or Friday, March 13th from 9am-5pm.  Final request for anyone interested in attending the District 1 & 2 Spring Meeting was received.

Under new business: Judges for the Fair – in all areas – need to be submitted by the next board meeting – April 1st.  Boats, trailers, and campers that are currently being stored for the winter, will be ready for pickup Saturday, April 11th.  Reminder letters will be sent this month.  The board agreed to pay the deposit to Classic Trophy and Engraving.  The board moved to also have 2 display cases built.  The next board meeting will be Wednesday, April 1st at 7:00pm in the Fair Office.

Board holds February meeting

The Hardin County Agricultural Society met Wednesday, February 5, 2020, for their February board meeting.  Eighteen directors were present and fifteen guests were.

Corey Ledley, Board President, called the meeting to order.

Candidates running for two of the County Commissioner seats were present to speak to the board.  Those candidates were Bob Carder, Fred Rush, Russ Blue and Alan Long.

Mark Light, Hardin County OSU Extension Agent, talked about a new Hardin County 4-H app they are designing. 

Mark Badertscher, Hardin County OSU Extension Agent, spoke about having Ractopamine-Free Swine Projects.

Amanda Murphy, Jr. Fair board Advisor, requested the King & Queen Contest be changed from 7pm to 6:30pm.  The board agreed to accept this change.

Nancy Rickenbacher, Jr. Fair board Advisor, stated there are still opportunities for people to be a sponsor for trophy’s, stall signs, ribbons, etc.  If anyone is interested in being a sponsor they should call the OSU/Hardin County Extension Office at 419-674-2297 and ask for Carol Wagner.

Kenny Kearns asked the board if they were still interested in having a draft horse show during the fair.  The board said yes.

Under correspondence an anonymous letter was received and read by Corey Ledley.  The board agreed that the question being raised, is being handled correctly with the fair board. 

Brad Murphy stated there are still 5 directors that needed to sign their conflict of interest statements.  Those were then all received.  The Fair Board agreed to keep box seat prices at $500 and the daily gate admission price to $8.00.  The board moved to change the open class entry price to $1.00 from $.50.  The board voted on a list of nominees for the 2020 fair honoree.  Janie and Dick Seiler were then nominated by the board for this honor. 

Brad stated that the strategic plan will be reviewed at the next board meeting.

Kelly Buchenroth discussed the Ground’s meeting minutes from January 22nd.  The furnace in the shop and beef restroom had to be replaced this past month.  The Fair Board Lawn mower will be traded in for a mower from Ritchey Auto Sales.  New tables need to be purchased for the Community Building and items from the fairgrounds to be sold at the consignment sale were discussed. The Ground’s Committee Minutes were accepted.  The board moved to apply for a Hardin County Community Foundation Grant for beautification to the Community Building.    

Craig Stump, chairman of the camping committee, stated camping rent has been coming in with around 90 fair campers still needing to pay.  The deadline to pay for your fair camping spot is Friday, Feb. 14th.  Emails were sent on January 8th about the camping rents being due on Feb. 14th.  One follow-up call will be given to those not paid by Feb. 14th.

The list of grandstand prices for the week of the fair were discussed with a rodeo on Saturday having 7 events, beginning at 6pm with prices at $5.00 for general admission and $10.00 for pit passes.  The board accepted all of the rates for the grandstand events.  Other free entertainment during the week of the fair was noted as COSI on Saturday, Columbus Zoo on Tuesday and Wednesday, the Bear Hollow Wood Carver on Thursday – Saturday, and a petting zoo all week with pig races.  A magician is also being discussed that would roam the fairgrounds throughout the week. 

Jack McBride discussed a new ODA rule for sheep and goats this year.  That rule states that sheep and goats moving in slaughter channels must have an owner/shipper statement with a group/lot identification.  The trucker will need to have this statement.  There will be no Pullorum testing for poultry this year and the swine committee is working on what to do about having a Paylean-Free Swine exhibit.  There will be more information in the near future on the Paylean subject for the 2020 Hardin County Fair.  Dale Cockerell stated there were 37 beef steers and 27 dairy steers tagged on December 28th.

Brad Murphy stated ride prices will remain the same as last year with the Fair using Durant Amusements as their ride company.

A list of Jr. Fair Board kids was distributed, with their first meeting being Monday, February 24th.

Kolt Buchenroth went over the new Sponsorship packet that was sent to the public this past week.  Minutes from the Advertising/Sponsorship Committee was discussed.  A meeting is scheduled with the Kenton Times for Monday, Feb. 10th

Kolt also discussed the minutes from the tech. committee.  It was noted a recording box will be on hand for meetings that it may necessary to use.  MARCS radios will not be used for this year’s fair and other radio rentals will be researched. 

Under old business:

The Fairground Annual Consignment Sale is scheduled for Saturday, March 14th, starting at 9am.  The consignment sale committee is having a conference call with a new program that will be used for the sale.  There will be 3 rings used for the sale this year. 

Under new business:

The District 1 & 2 Spring Meeting is scheduled for Saturday, March 28th at the Wood County Fair Grounds in Bowling Green – starting at 10am.  It was noted the 4th of July account has been closed and is now in the hands of the Kenton Little League.  Fair whole hog sausage/pork was donated to the organization Bread of Life, ran by the Kenton Full Gospel Church.  The next board meeting will be Wednesday, March 4th at 7:00pm in the Fair Office.

February Meeting Agenda

  • Call to Order
  • Guests
  • Correspondence  
  • Minutes of last meeting
  • Financial Reports
    • Bills to Approve
  • Committee Reports:
    • Executive Committee
      • Nominate a Fair Honoree(s)
    • Strategic Planning
    • Grounds Committee
    • Entertainment Committee
    • Livestock Committees
    • Rides and Concessions
    • Junior Fair Board Report
    • Advertising/Sponsorship Committee
    • Tech. Committee
    • Other Committees
  • Old Business
  • New Business

Holiday Dinner, January Meeting Held

The Hardin County Agricultural Society met Tuesday, December 17, 2019, for their January board meeting and Holiday Dinner at the Plaza Inn Restaurant.  Eighteen directors and twenty five guests were present.

Corey Ledley, Board President, called the meeting to order.

Brad Murphy and Corey Ledley, on behalf of the Directors, honored Don Spar for his 30 years of service, Janie Seiler for her 33 years of service and Nancy Rickenbacher, for her 1 year of service to the Hardin County Agricultural Society Board.

Brad Murphy stated there are still several directors who haven’t turned in their signed Conflict of Interest documents.  Committee assignments for 2020 were distributed.  The board approved the 2019 Annual Financial Report.  Jack McBride was chosen as the Hardin County Agriculture Society delegate for the OFMA Convention next month.  Directors were given their annual salary of $1.00.

Brad stated there are several financial line items that will be tracked more closely in 2020, part of the strategic plan suggestions.

Craig Stump, chairman of the camping committee, stated camping rates for 2020 will stay the same and there was one fair camper who pulled out of their spot early last year and will not be invited back to camp for the 2020 fair.

There are currently eight Jr Fair Livestock Exhibitors (7 families), who haven’t cashed their livestock checks from the fair and they are encouraged to cash them by January 9th, 2020, when the 90 days to cash their check is due.

The board approved the Jr. Fair Livestock Sale Committee Minutes with an amendment to state the shows during the fair are terminal, not partial/terminal.  What started this discussion is that this year – all underweight livestock animals will go home after being weighed and will not go through the sale on Saturday of the fair.  Another major point of the meeting was from the poultry committee. They are adding a pen of 2 market ducks this year, with no reserve or champion given until there has been 10 pens of ducks for several years in a row.  And their specie champions and reserve champions will now be all sold together at the beginning of the poultry section on sale day. The rest of the poultry will be sold together, not specific to chickens, turkeys, etc. Dale Cockerell, chairman of the beef committee, stated steer weigh in is Saturday, December 28th from 9-11am at the fairgrounds. The lamb & goat weigh in is scheduled for Saturday, June 13th and Dairy Beef Feeders will be weighed on Saturday, May 30th.

It was noted a meeting needs scheduled soon to discuss the sponsorship packet for 2020 and go over the advertising budget for 2020.

Under old business:

All fair book sections need returned by January 13th to start the process of updating the fair book in a timely manner.  Judi stated Christmas cards have been sent.

Under new business:

The Consignment Sale is scheduled for Saturday, March 14th – starting at 9am. Judi stated the 4th quarter newsletter will be sent at the end of this month. Fair camping letters will be sent in January. Roger Crowe, Hardin County Commissioner, expressed his gratitude to the fair board and also to their spouses, etc. for all of their help.  Kolt Buchenroth stated the security cameras have arrived, compliments of the PEP grant. He also explained a new opportunity to use MARCS radios during the week of the fair.  The board agreed to go forward with the MARCS radios.  The next board meeting will be Wednesday, February 5th at 7:00pm in the Fair Office.