March Meeting Agenda

  1. Call to order
  2. Guests – Lesa Heacock, Kenton Times
  3. Correspondence
  4. Minutes of the last meeting
  5. Financial Reports
  6. Bills to approve
  7. Committee Reports
    1. Executive Committee
    2. Grounds Committee
    3. Rides & Concessions
    4. Junior Fair Board
    5. Advertising, Sponsorship, and Technology
    6. Gates & Admissions
  8. Old Business
    1. Consignment Sale
    2. District Meeting
    3. Fair Book Changes
  9. New Business
    1. Judges Needed
    2. Radio Rental Proposal
    3. Restroom Cleaning Contract
    4. Winter storage ends for the season April 13th

The next regular meeting of the Hardin County Agricultural Society Board of Directors is set for Wednesday, April 3rd at 7pm in the fair office.

First 2019 HCAS Meeting Successful

The Hardin County Agricultural Society met Wednesday, February 6, 2019, for their February board meeting.  Fourteen directors were present and thirteen guests were present.

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

Doris Kissling made an announcement that this will be her last year working in the fair office, she then thanked everyone for the work they do for the fair.

Mark Badertscher, county extension agent, stated all board members are invited to the many livestock banquets that are coming up.  A new change is that the dairy beef feeder exhibitors have been included in the dairy banquet and those livestock exhibitors can apply for the dairy scholarships, too.  

Kenny Kearns asked about having the draft horse show again during the fair.  The board moved to have the draft horse show during the fair.

Roger Crowe, County Commissioner, stated that the $10,000 appropriations for the fair were approved and the check is in the mail.

Steve Searson, representing the Pork Producers, asked the board about adding a few items to their menu during the fair.  The board approved them to add pork wings and nachos with cheese and BBQ pork.

The board moved to keep the prices for box seats, gate admission and open class entries the same as last year.  Gary and Patty Casteel were nominated as the 2019 Fair Honorees.

The board moved to keep camping rates the same as last year.  

It was announced that there will be KOI drag racing on Wednesday night of the fair.  Free entertainment during the fair will be the Columbus Zoo on Friday and Sunday, COSI on Saturday, a Petting Zoo Tuesday – Saturday, Team Zoom Dog Show Friday, Saturday and Sunday and Bear Hollow wood carver Thursday – Saturday.

Minutes from the Junior Fair Livestock Sale Committee Meeting were discussed.  Buyers will have the opportunity to purchase add on bids through the Fair’s website using Pay Pal.  

Janie Seiler, chairman of the rides/concession committee stated ride prices through Durant Amusements will stay the same.  

Sherri Beale, JR Fair Board Advisor, stated the first Jr. Fair Board Meeting will be Monday, February 25th at 8pm in the Community Building.  

Minutes from the advertising/sponsorship/tech committee meeting were discussed.  Wireless equipment will be installed around grounds of the fair grounds. There will be an 8 hour use per sign in to use the internet during the fair and after the 8 hours, the person using the internet will need to sign in again.  There will be a sponsorship glossy portfolio used this year. Golf cart sponsorships have been increased to $200 this year. A new promotional item will be started this year, being a Log & Jotter booklet. Brochures will totally be redone this year, making them a color/glossy fold out.  It was also noted a new battery back for the office needs to be purchased. Lastly, the 2019 advertising budget was approved

The Gates/Admission’s Committee stated they will be having a meeting with the volunteer gate groups in the next 6 weeks.  

Janie Seiler stated a meeting was held with the Fine Arts committee and the Open Class Home Economics Committee about the fair book.  She said many changes are going to occur this year with the fair book related to those departments.

Under old business:

There was a signup sheet for directors to sign up for jobs during the consignment sale discussed.  The Consignment Sale is set for Saturday, March 9th, starting at 9am.  Items being consigned can be dropped at the fairgrounds Wednesday – Friday of that week between the hours of 9am-5pm.  

Under new business:Judi Cronley stated that those purchasing membership tickets in the office this year, will have to give their home address and email address.  All fair book changes need to be turned into the office by the end of February. It was noted the District I & II meeting is scheduled in Bowling Green at the Wood County Fairgrounds, Saturday, April 13th at 10am.  Please let Judi know by the end of March if you want to attend.   The next board meeting will be Wednesday, March 6th at 7:00pm in the Fair Office

Board Holds December Meeting

The Hardin County Agricultural Society met Wednesday, December 5, 2018, for their December board meeting.  Seventeen directors were present and ten guests were present.

Corey Ledley, President, called the meeting to order.

Doug Crawford, from the Hardin County Horse Shoe Pitchers, voiced his concern over the $150 monthly rental charge his group needs to pay to pitch horseshoes at the fairgrounds now.

Chris Rogers, from Shane’s Shirts, expressed his interest in making items for the fair.

Mark Light, OSU Extension Agent, thanked the board for their levee support and letters about the steer weigh in have been mailed.

Thank you’s were read under correspondence.

The executive committee meeting minutes from November 13th were approved.  The board decided on Wednesday, Dec. 26th as the Holiday Dinner/January Meeting date.  The dinner will be at 6pm at the Plaza Rest. Reservations need to be to Judi Cronley by Friday, December 14th.  The 2019 proposed budget was approved.  The 2019 code of conduct was distributed and signed by all board members and employees.  The board voted on 3 new members to the executive committee, replacing those going off of the committee.  Rob Wilson, Craig Stump and Dale Cockerell were selected as the 3 members, with Rob and Craig on for 2 years and Dale on for one year.  The board moved to keep the rental rates for 2019 the same as 2018.

Corey Ledley called the meeting into executive session at 7:40pm to discuss the 3 Goshen Twp. individuals seeking to be nominated to the board for one year.

Jack McBride and Mark Garmon called the regular board meeting back into session at 7:45pm.

The board chose Nancy Rickenbacher to be nominated as the Goshen Twp. Director for one year.  Judi Cronley, notarizer, swore Nancy in as director for one year.

Kelly Buchenroth, chairperson of the ground’s committee, stated there are 26 campers and 12 cars being stored for the winter.  Other grounds projects were discussed.

An offer to use the arts/crafts building and grounds to the Good Sam’s group for a staff meeting from April 15-17th was approved.

An update was given on the insurance claim for the canceled concert.  The money was not received in time, to fall in the correct fiscal year, but the money was approved by the insurance company and should arrive by a check in the next 7 days.

Judi Cronley stated that there are still 35 JR fair livestock exhibitors, 23 families, which need to cash their premium checks from the 2018 Hardin County Fair.  Those need to be cashed by the middle of January. Dale Cockerell noted the steer weigh-in is scheduled for Saturday, Dec. 29th from 8am-10am.  Don Spar stated the Jr Fair Livestock Sale Committee and Livestock Committee Meetings will be Wednesday, January 16th – starting at 6:30pm.

It was noted an advertising/sponsorship committee meeting needs to be scheduled to discuss the sponsorship packet and get it distributed.  Technology is also being added to the advertising /sponsorship committee.

Nancy Rickenbacher, Jr. Fair Board Director, stated the 2019 Jr. Fair board members are being selected.

November Meeting Held

The Hardin County Agricultural Society met Wednesday, November 7, 2018, for their November board meeting.  Nineteen directors were present and seven guests were present.

Corey Ledley, President, called the meeting to order.

Mark Badertscher, OSU Extension Agent, asked if the board would be interested in finding a place to hang the Ag. Hall of Fame pictures – there are currently around 50 and that number grows by around 4 each year.

A thank you was read under correspondence.  

An Executive Committee Meeting date was set for November 13th at 6:30 pm to discuss the 2019 budget, bonuses, and contracts.  It was noted a new executive committee will be selected at the December board meeting.  Someone for Howard Lyle’s remaining 1 year and Kelly Buchenroth’s 2-year position will be filled.  Paul Ralston was selected as the board’s delegate for the OFMA annual meeting during the OFMA convention in January.  Don Spar was nominated as the alternate delegate.

Kelly Buchenroth, chairperson of the ground’s committee, stated there is only winter storage available for one big camper, etc. and several small spots under 10’ tall.  The contract for the Mid Ohio Classic Scooter Club was discussed. They will be renting the fairgrounds from May 15-18th, 2019.  The board moved to offer the horseshoe pitching group a price of $150 a month to pitch through the summer months.  The office and arts/crafts building are going to be rekeyed. Dale Cockerell is looking into a project in the beef barn for the memorial money from Tom Kritzler.  The EMT’s are going to be offered a site on the fairgrounds to build their building on. The Ag. Society has never paid for an organization’s building to be built.

An update was given on the insurance claim for the canceled concert.  Rob Wilson stated he is looking into having KOI drag racing for Wednesday night of the fair next year.

Judi Cronley stated that all livestock exhibitor checks have been mailed.  

Janie Seiler, chairperson of the rides/concession’s dept., stated Oakridge Realty still has their building at the fairgrounds and will be sending them an invoice for rent.  They have been called several times to remove it, with no action taken.

The Junior Fair Affidavit report needed by the Ohio Dept. of Agriculture was approved.  It stated there was over $7,000 in premium money paid to Jr. Fair exhibitors.

It was noted there is a need to have an admission/gates committee meeting to discuss options for gate workers during the fair.  There were 2 groups during the week that didn’t really work out well and new help needs to be researched.

Under old business:

The board was reminded about the district meeting at the Auglaize County Fairgrounds, scheduled for November 8th.  

Under new business:

The board moved to request the 2019 Hardin County Fair be Tuesday, Sept. 3rd through Sunday, Sept. 8th.  A quote from Signs Ohio for a digital sign at the front of the fairgrounds was discussed.  It was noted other quotes need to be obtained. The next regular board meeting will be Wednesday, December 5th at 7:00 pm in the Fair Office.

Applicants Sought for Vacant Director Position

The Hardin County Fair Board has a director position for Goshen Township available for an appointed 1-year term.  Anyone who is a member of the society can apply for the position. The fair board will try their best to appoint someone from Goshen Township, but all applicants will be accepted.  All letters of intent need to be submitted by Friday, November 30th, 2018, 4:00 pm.  

Letters should be addressed to:

Hardin County Ag. Society

P.O. Box 317

Kenton, Ohio 43326.

Reorganizational Meeting Held, Directors Sworn In

The Hardin County Agricultural Society met on Saturday, November 3rd with Craig Stump, Acting President, presiding.  

Craig Stump reported the election results:  

  • Buck Township:  Jason Fulton
  • Dudley Township:  Brad Murphy
  • Lynn Township:  Paul Ralston
  • Pleasant Township:  Christa Rarey
  • Roundhead Township:  Steve Harpster
  • Washington Township:  Craig Stump
  • Director at Large for one year:  Dale Cockerell
  • Top 2 At-Large Director winners:  Justin Beale and Andrew Scharf

All directors present were sworn into office by Judi Cronley, notarizer.

With 40 members paid for 2019, the election of officers was held.  Dale Cockerell moved to nominate Corey Ledley for President and Andrew Scharf seconded the motion.  Charlie McCullough moved to close the nominations, with Jack McBride seconding that motion. Motion passed.  Rob Wilson moved to nominate Brad Murphy for Vice President and Charlie McCullough seconded the motion. Rob Wilson moved to close the nominations with Mark Garmon seconding that motion.  Motion passed. Therefore Corey Ledley is the Board’s President and Brad Murphy is the Vice President.

Paul Ralston and Jason Fulton moved to keep the regular board meeting date and time the first Wednesday night of each month at 7pm.  Motion passed.

Mark Garmon moved to adjourn the meeting and Charlie McCullough seconded the motion.  Motion carried.

Directors for the 2018-2019 Fiscal Year:

  1. Kelly Buchenroth – Taylor Creek
  2. Carlie McCullough – Director-at-Large
  3. Craig Decker – Marion
  4. Dale Cockerell – Director-at-Large
  5. Jason Fulton – Buck
  6. Mark Garmon – Jackson
  7. Paul Ralston – Lynn
  8. Justin Beale – Director-at-Large
  9. Corey Ledley – Director-at-Large
  10. Steve Harpster – Roundhead
  11. Jack McBride – Cessna
  12. Christa Rarey – Pleasant
  13. Jeff Morris – Director-at-Large
  14. Andrew Scharf – Director-at-Large
  15. Vacant – Goshen
  16. Janie Seiler – Hale
  17. Don Spar – Liberty
  18. Craig Stump – Washington
  19. Rob Wilson – Blanchard
  20. Brad Murphy – Dudley
  21. Dan Beale – McDonald

Annual Meeting Held

The Hardin County Agricultural society met with President, Craig Stump presiding.  18 directors along with 13 Hardin County Agricultural Society members present.

The minutes of last year’s annual meeting were read.  Paul Ralston moved they be approved as read. Charlie McCullough seconded the motion.  Motion carried.

Dale Cockerell moved the price of a membership and season ticket be set at $20.00, the same as last year.  Jack McBride seconded the motion. Motion carried.

Paul Ralston and Justin Beale moved to have the Director’s pay set at an annual price of $2.00.  Jack McBride and Jason Fulton amended the motion to be $1 for the Director’s Pay. Motion passed.

The annual conflict of interest document for 2018/19 was given to every director and signed by all directors in attendance.  

Brad Murphy, representing the executive committee, proposed some constitution changes.  Paul Ralston and Jason Fulton moved to change the constitution to state “when a Township has less than 20 Society members, at which time the minimum number of signatures required for that township would be 50% of the total number of Society members who are residents of the township they would represent if elected”.  Motion passed. Paul Ralston and Andrew Scharf moved to add “Candidates filing a petition for the position of director must attend one Board meeting, and accumulate a total of eight volunteer work hours toward the Board, prior to the election and in the same calendar year as the election, before being placed on the official ballot.”  This motion failed by one vote. Paul Ralston and Mark Garmon moved to add “A vacancy filled by the board may include a member from a township where there are already three active directors, provided Section 9 of Article V cannot be met.” Motion passed.

Judi Cronley will file an updated copy of the constitution with the Ohio Department of Agriculture.  

Next year’s annual meeting, with the annual election to be held on the same day from 3-7pm, will be on Nov. 2nd, 2019.  

Dale Cockerell moved to adjourn and Dan Beale seconded the motion.  Motion carried.

Vice President Ledley Invites Members to Vote, Meeting

Dear Member,

November is nearly upon us and that means it’s election season across Ohio. This also means that it is time for the annual meeting of the Hardin County Agricultural Society and subsequent election of directors.

Hardin County residents that are good standing members of the Hardin County Agricultural Society are invited to vote in the election that will be held on Saturday, November 3rd, 2018 from 3:00 pm to 7:00 pm in the fair office on the fairgrounds. To introduce the candidates running, we have prepared a “Meet the Candidates” piece for our members on our website.

At 7:30 pm, the Hardin County Agricultural Society will hold their annual meeting in the Arts & Crafts Building. Like all other meetings of the board of directors, the meeting is open to the public. This meeting will include the opportunity for all members of the society to vote on items of business. Business on the agenda for the annual meeting includes:

  • Director pay
  • Membership & Season ticket prices
  • Other business

Immediately after that, the board’s reorganizational meeting will be held. I look forward to seeing our members turn out to vote on November 3rd.

Sincerely,

Corey Ledley
Vice President
Hardin County Agricultural Society

October Meeting Held

The Hardin County Agricultural Society met Thursday, October 11, 2018, for their October board meeting.  Fourteen directors were present and ten guests were present.

Howard Lyle, Past President, called the meeting to order, in the absence of the current President and Vice President.

Kolt Buchenroth, Communications Director, stated the old internet service has been canceled.  He stated that Quest Federal Credit Union has offered to upgrade WIFI for the fairgrounds year round. The board moved to let Quest go forward with this offer.  Kolt also stated that Ohio Health is footing the bill for the purchase of an AED to be placed in the Community Building. Kolt stated the communication entries for the OFMA Convention have been sent.  Kolt will also be conducting meet the candidates, for fair board directors seeking to be a director, on Facebook

Mark Badertscher, OSU Extension Agent, stated nominations for the Ag Hall of Fame are being accepted at this time.  Applications can be picked up at the OSU Extension office. Mark also talked about the Extension office renewal levy that will be on the ballot in November.  Howard Lyle asked the board for a donation to that levy. The board moved to donate $300 to the committee. Mark also talked about a new disease that has been found in rabbits.  It was first discovered in Medina County. It’s a highly contagious disease and he just wanted to make sure all rabbit exhibitors were aware of this new disease.

Jennifer Overholt, daughter of Tom Kritzler, raised her concern over the money donated in memory of her father.  She was concerned that nothing has been done with the money and wanted to make sure no one has forgotten about it.

Mike Comstock and Denna Clem, from the 4th of July Fireworks committee, gave a report on the history of the fireworks at the Hardin County Fairgrounds.  They requested the fair board let them hold the fireworks celebration here again this next summer. The Board OK’d this.

Many thank you’s were read from various people under correspondence.  A letter from Ag Credit was received about the Ag. Society’s interest in a grant.  The grant was denied.

Brad Murphy, from the Executive Committee, discussed their minutes from a meeting on Sept. 19th.  Much discussion was held on the topic of receiving petitions for becoming a director on the fair board.  Those recommendations will be discussed at the Fair Board’s Annual Meeting on November 3rd.  The EMS bill for supplies used during the 2018 fair was discussed.  The board moved to not pay for the $50 in coffee supplies, but the rest of the bill will be paid.

Kelly Buchenroth, the chairperson of the ground’s committee, passed out inventory sheets that need to be updated for the grounds.  He stated a meeting will be held soon to discuss various items. It was noted there is a leaking window in the community building, too.  Meetings will be held with the EMS and horseshoer’s, per their request.

It was noted the fair camping waiting list grew during the 2018 fair to 38 people.

It was noted that Saturday night concert tickets have been refunded and the cancellation insurance claim has been started.  Reports of all grandstand and free entertainment were made available.

Judi Cronley stated that all but 49 livestock exhibitor checks were mailed today.  Those remaining 49 checks will be mailed when their buyers pay their invoices.

Janie Seiler, the chairperson of the rides/concession’s dept., stated Durant Amusements were down in profit from last year – $28,689.  Their best day was Friday and their worse day was Sunday of the fair. A new Pepsi Contract is currently being worked on since the old one has expired.

Kolt stated he’s working on a new sponsorship packet.

Corey Ledley resumed his duties as President pro tem, dismissing Howard Lyle.

The board approved minutes from an emergency meeting held during the week of the fair.

Under old business:

Petitions for fair directors are due by Friday, Oct. 26th at 4 pm.  The public is being reminded that only Membership ticket holders can vote for directors on November 3rd.

Under new business:

It was noted there is now a vacant position for Pleasant Township director.  This position will be an elected position for one year and then next year, it will be an elected position for 3 years.  There will be a legal ad and article about the fair board election in the Kenton Times this month. Judi Cronley stated she needed 5 directors to help with the fair board election on Nov. 3rd.  Jim Bidwell was nominated for our outstanding fair supporter to the Ohio Dept. of Agriculture.  The 2019 Ohio fairs Fund money was approved to be requested. The board moved to not refund any of the box seat money for the 2018 Hardin County Fair.  The Hardin County Ag. Society’s annual membership meeting and the reorganizational meeting is scheduled for Saturday, Nov. 3rd at 7:30 pm in the Arts/Crafts Building.  The next regular board meeting will be Wednesday, November 7th at 7:00 pm in the Fair Office.

 

October Meeting Postponed

The Hardin County Agricultural Society has postponed its October monthly board meeting. This comes as a result of lack of quorum as board members work to harvest their crops in advance of the rain threatening the county later this week. The meeting will be rescheduled for a later date that will be determined and released upon its decision.