Fair board holds October Meeting

The Hardin County Agricultural Society met Wednesday, October 7, 2020, for their October board meeting.  Sixteen directors and twelve guests were present.

Brad Murphy, Board Vice President, called the meeting to order.

Roger Crowe, Hardin County Commissioner, commended the Board on having a great JR Fair and noted there will be more CARES Act money available.  He encouraged the board to look for more projects to use some of the money.  The deadline for projects needs to be turned in by November 20th, with bills needing to be paid by December 30th, 2020.

Mark Badertscher, Ohio State Extension Agriculture and Natural Resources Educator talked about the virtual carcass show and how successful it was.  There have been over 2,000 views for the show which was held virtually.

Grant Mizek introduced himself and stated his reasons for wanting to be a fair director.  He will be running for an at large director position in November. 

Many thank yous were read from community people and Junior Fair exhibitors, for having a Junior Fair this year. A thank you was read from the United Way and upcoming fair district meetings were discussed.

Judi Cronley, Hardin County Agricultural Society Treasurer gave a report on how the JR Fair did financially.  The fair came out on top financially, with help from the County CARES Act and state money received for having a Junior Fair. 

The executive committee will be meeting soon to work on the budget for next year, contracts, bonuses, and rental rates.

Kelly Buchenroth, chairperson of the Building & Grounds Committee stated winter storage began Oct. 1st at $25 a month for vehicles and $10 per linear foot for boats, trailers, campers, RV’s, etc.  Inventory sheets were passed out to directors to update for insurance purposes. 

Jack McBride, the chairperson of the Junior Fair Livestock Committee, gave a report on the Livestock Sale.  There were 362 livestock exhibitors this year, with 320 exhibitors going through the sale.  Total gross sales were $350,059.61, total premium bids were $168,075.00, and total add on bids were $123,998.00.  There were 91 livestock exhibitors who donated a total of $3,690.00.  There are currently 35 buyers who still need to pay a little over $37,000.  Livestock checks will start to be printed next week and will be sent to those exhibitors whose buyers have all paid their check amounts.  Also noted by the swine committee chairperson, Charlie McCullough, is that all tests for the champion and reserve champion hogs came back clean for ractopamine. 

Sherri Beale, Junior Fair Board Advisor, stated there will be a restructuring done, on how the JR Fair Board is composed of kids, this year. Nancy Rickenbacher, who has been an advisor for 36 years, stated she will be retiring at the end of this year.  Nancy reminisced about her many years as an advisor.

Kolt Buchenroth gave an estimate from Pixelfire Design to have the Fair Web Site totally redone.  The directors moved to go ahead with the estimate of $1,805.

Under old business: Season/Membership ticket combos can still be purchased in the secretary’s office for $22 until Wednesday, Oct. 14th.  This ticket will allow someone to run for a director position and vote for directors at the annual election.  Most of the JR Fair premium money has been mailed, except for smaller checks and those will be sent with their Livestock Sale Premium Checks in the same envelope.  Petitions for the November Election for fair board directors are due by Friday, Oct. 30th at 4 pm.  Up for election this year are Goshen Twp. for a one year term, Blanchard, Cessna, Marion, McDonald, Taylor Creek, and 2 directors at large positions for 3-year terms.  Anyone wanting to run for one of those director positions needs to have a 2020 membership.

Under new business: It was noted committees needing a budget for next year, needs to meet this month, to present their requests for next year’s budget to the executive committee.  Directors moved to request the 2021 fair dates be Sept. 7th – 12th.  The Ohio Fairs Fund Money for 2021 will be requested.  The annual membership meeting and the reorganizational meeting is scheduled for Saturday, November 7th at 7:30 pm in the Arts/Crafts Building. The annual Fair Board Director Election is also scheduled for Saturday, November 7th from 3-7 pm in the Fair Board Office.  Brad Murphy, Craig Stump, Christa Rarey, Austin Eibling, and Jake McFadden accepted to be the clerks and judges for the Fair Board Election.  The next Fair Board meeting is scheduled for Wednesday, November 4th at 7 pm in the Arts/Crafts Building.

Guidance on exhibitors under quarantine

An emergency meeting of the Hardin County Agricultural Society was held on September 5, 2020.

Board President Corey Ledley called the meeting to order at 9:30 am.  The Board discussed the need to develop and refine rules regarding confirmed reports of any individuals, exhibitors or otherwise, who have been issued a quarantine order from the Kenton-Hardin Health Department (KHHD.)

The Board discussed possible options to consider when an exhibitor notifies the Fair Board of an exhibiting individual or their household who have been issued a quarantine order from the KHHD.  Based on numerous opinions and options, the Board determined the following requirements:

  • Any individual or household, whether exhibitor or otherwise, who have been issued a quarantine order related to a positive COVID-19 test, from KHHD or any other authorized health authority, are not permitted to attend the 2020 Hardin County Fair.  This includes any quarantine order issued as a direct result of a positive COVID-19 test to an individual, or any quarantine order issued as a result of contract tracing caused by a separate individual testing positive for COVID-19 (e.g. someone determined to be close proximity to an individual testing positive for COVID-19, but who neither themselves been tested nor have a confirmed test result for COVID-19).  
  • Any exhibitor who has been issued a quarantine order, as described in the bullet above, who has a livestock animal(s) registered for a livestock show may have their animal(s) shown by an individual who meets BOTH of the following criteria:
  • Is a sibling of the exhibitor, and
  • Is him/herself an exhibitor at the 2020 Hardin County Fair
  • Any exhibitor meeting the criteria above, who is showing another exhibitor’s animal(s) because of an issued quarantine order, may also participate in the livestock sale in their place.
  • Any exhibitor who does not meet the criteria above may not participate in the livestock show. Their animal will not be allowed on the grounds at any time. The exhibitor is responsible for the marketing of the animal. The exhibitor will be allowed to sell in the Premium Sale – without being present – so long as the exhibitor’s parent(s) or legal guardian authorizes the Hardin County Fair Board to announce, at the time of the Premium Sale, that the exhibitor was unable to participate in the applicable livestock show because of uncontrollable circumstances related to an order issued by KHHD. A form must be completed by the exhibitor’s parent(s) or legal guardian, and that form will be maintained at the Hardin County Fair office. Exhibitors and families can request this authorization form by emailing [email protected]

It was moved and seconded to approve the bulleted items above.  The motion was passed.

The Board reiterated that these changes are being made solely in response to the COVID-19 pandemic and all associated local and state-issued health orders.   

No new business was discussed and the meeting was adjourned.

Board holds September Meeting

The Hardin County Agricultural Society met Wednesday, September 2, 2020, for their September board meeting.  Twenty directors and sixteen guests were present.

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

Roger Crowe, Hardin County Commissioner, stated the commissioners will be having their first Cares Act Meeting on Thursday, Sept. 10th.

Mark Light, 4-H OSU Extension Agent, talked about their new 4-H App that is up and running.

A thank you from Klover Kids Clover Bud 4-H club was read.  They thanked the board for all of their hard work to have a JR Fair this year.

A correspondence from Mark Badertscher was read.  He stated the Hardin County Fair Carcass Show will be on Friday, September 18th at Jenkin’s Meats and will be a virtual show only.  An OSU meat science judge will evaluate the carcasses.

Judi Cronley, Hardin County Ag. Society Treasurer gave a report on refunds, donations, money rolling over to next year’s fair, and COVID expenses.  Money refunded for just the fair this year is at $35,973, donations for the fair is at $14,449, money being rolled over to next year’s fair is at $32,544.33 and COVID expenses so far are at $13,024.73.  So this year’s fair is already at a loss of $4,068.33, even after the $50,000 from the state was given.  The board is hoping that they will receive some of the county’s Cares Act money, to help alleviate COVID expenses. 

Kelly Buchenroth, chairperson of the Building & Grounds Committee noted that the new railing for the Community Building has been installed.  Barns will be sprayed/disinfected either Thursday or Friday this week.  Thanks to the County Engineer’s office and the Hardin County Commissioners some of the fairground roads have been ground and repaved.  The new sound system has been installed.  Winter storage begins Oct. 1st at $25 a month for vehicles and $10 per linear foot for boats, trailers, campers, RV’s, etc.

Meetings were held this week for each Junior Fair livestock show and there has been great attendance at the meetings.  If someone couldn’t attend their meeting, they should stop by the Secretary’s office before Tuesday, Sept. 8th to get their wristbands and back tags. 

Nancy Rickenbacher, JR Fair Board Advisor, stated that the Hardin County Community Foundation has granted the JR Fair Board the ability to use their grant money on something else for the Fairgrounds, and they have decided to purchase another picnic table.

The board accepted the Emergency Management Meeting Minutes from August 19th.

Under old business:

Season/Membership ticket combos can still be purchased in the secretary’s office for $22 until Oct. 14th.  This ticket will allow someone to run for a director position and vote for directors at the annual election.  JR Fair premium money will be mailed shortly after the fair.

Under new business: Petitions for the November Election for fair board directors are due by Friday, Oct. 30th at 4 pm.  Up for election this year are Goshen Twp. for a one year term, Blanchard, Cessna, Marion, McDonald, Taylor Creek, and two directors at large positions for 3-year terms.  Anyone wanting to run for one of those director positions need to have a 2020 membership ticket and needs to come to the Oct. regular board meeting to state your intentions for running.  Anyone interested in a petition needs to come to the secretary’s office to pick up a petition by Wednesday, Oct. 14th at 4pm.  The board moved to purchase a steer for employees and the 4 hogs for whole hog sausage.  The sausage will be sold to directors and then donated to a local charity.  The board agreed to only have JR Fair Board kids pass out awards in the show rings this year.  The board agreed to have a food vendor event either one or more nights in the near future.  The next regular board meeting is scheduled for Wednesday, Oct. 7th at 7pm.

September Meeting Agenda

  1. Call to Order
  2. Guests (3-5 minute speaking time allotted)
  3. Correspondence
  4. Minutes of last meeting and special board meeting on August 22
  5. Financial Reports
  6. Bills to Approve
  7. Committee Reports:
    • Executive Committee
    • Strategic Planning
    • Grounds Committee
    • Camping Committee
    • Entertainment Committee
    • Livestock Committees
    • Rides and Concessions
    • JR Fair Board Report
    • Advertising/Sponsorship Committee
    • Tech. Committee
    • Other Committees
  8. Old Business
  9. New Business

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.