The Hardin County Agricultural Society met Wednesday, December 4, 2019, for their December board meeting.  Eighteen directors and six guests were present.

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

Mike Comstock, representing the 4^th of July Committee, gave a history of the 4^th of July Fireworks and then had Matt Jennings, from the Home Run Ball Park Field, talk about his request for the day of the 4^th of July.  Their committee would like to have the ball park field as the site for the 4^th of July festivities.  The fairgrounds infield would still be the site of letting off the fireworks, but that’s all that would be held at the fairgrounds.  Matt also said his committee is willing to take on the financial responsibilities of the 4^th of July.  The board gave them full approval of this request. 

A Christmas card from Liberty Bank was read.

Paul Ralston, Executive Committee member, reviewed the executive committee minutes from their meeting held on November 18^th.  The board moved to agree to the bonuses, hourly rates, employee contracts and salary adjustments for employees.  Kelly Buchenroth abstained from the vote.  The board then voted on a new executive committee member, with Paul Ralston’s time expiring on the committee.  Charlie McCullough was voted as the next executive committee member.  The board approved the 2020 budget.  The Conflict of Interest document was approved.  The Code of Conduct document for 2020 was then signed by all board members and employees. 

Kelly Buchenroth, Ground’s Chairman, stated he met with Scott Sprang, from the engineer’s office about repaving the roads on the fairgrounds. 

Craig Stump, chairman of the camping committee, stated there will be a camping committee meeting on Monday, Dec. 9^th. 

There are currently 25 Jr Fair Livestock Exhibitors (20 families), who haven’t cashed their livestock checks from the fair and they are encouraged to cash them by January 9^th, 2020, when the 90 days to cash their check is due. 

The Jr Fair Sale Committee meeting is scheduled for Wednesday, December 11^th at 6:30pm followed by the livestock committee meetings at 7:30pm that night.  Information for the fair books will be started at that time.  Changes for the fair book need to be resubmitted by Friday, January 10^th. 

Sherri Beale, Jr. Fair board Advisor, stated letters have been distributed for 1^st year members to join the Jr. Fair board.  She is also working on a list that will attending the OFMA Convention in January. 

Jack McBride, representing the marketing, communications and technology committee, read Kolt Buchenroth’s report.  He stated he’s working on a plan to record board meetings.  The fair premium book deadlines were discussed with the first deadline being Friday, January 10^th.  He stated there will be two opportunities to review and make further edits if the first deadline is met.  A rate for using secured internet use in the buildings was discussed with no action taken. 

Under old business:

It was noted no one submitted a letter of interest for the Goshen Twp. Director position.  This position will stay vacant at this time.  Directors were asked who would be attending the OFMA convention in January.  Dan Beale stated the digital sign will be raised with a sign stating “Hardin County Fairgrounds” put on top after the first of the year.  This will all be done together, at one time. 

Under new business:

Non Livestock committees were given their sections of the fair book and requested their edits be turned in by Friday, January 10^th.  Judi Cronley will sending the Hardin County Agricultural Society Christmas cards this week.  Jack McBride stated new software needs to be purchased, to run the Consignment Sale, so he just wanted to make sure there was going to be another Consignment Sale.  He was given the go ahead to purchase the software.  The next board meeting will be Tuesday, December 17^th at 6:00pm at the Plaza Inn Restaurant, reservations need to be submitted to Judi Cronley by Friday, December 13th.  Don Spar and Janie Seiler will be honored at this dinner meeting for their long time service to the board.

The Hardin County Agricultural Society met Saturday, November 2, 2019, for their November board meeting.  Nineteen directors were present and fifteen guests were present.

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

Roger Crowe, County Commissioner, stated the appraisal of the fairgrounds has been completed.  The livestock barns are now one livestock complex, valued at $859,000. 

Kolt Buchenroth, Communications Director, stated he’s been in contact with the County Communications office and gave 2 options for the 2020 Fair Premium Book.  The board decided on the full page option.   

Mark Light, 4-H Hardin County Extension Agent, stated the Youth Horse Council has started.

Mark Badertscher, Hardin County Extension Educator for Agriculture and Natural Resources, said there will be a Farm Bill Training December 5yh at 6:30pm at Mid-Ohio Co Op.

Brad Murphy, Executive Committee Chairperson, reviewed the executive committee minutes from the 2 meetings held in October.  The board moved to accept the contract recommendations for the Cushman Club wanting to meet May 13-16, 2020.  It was noted a new Executive Committee will be voted on at the December Board Meeting. 

Brad Murphy also gave an update on happenings with the Strategic Plan.  A grant for security cameras has been submitted and a new selection process for Jr. Fair board will be started.

Kelly Buchenroth, Ground’s Chairman, stated winter storage is coming to a close.  There is now only room for vehicles and small boats.  Inventory is also due today. 

Rob Wilson, entertainment chairperson, received verification that harness horse racing will be on Thursday of the 2020 fair. 

There are currently 2 buyers who still need to pay their Jr. Fair Livestock bills, which is holding up the Jr. Fair Livestock Exhibitor checks for 2 kids. 

The Special Board Meeting minutes from a meeting held in October was approved.

Under old business:

The Horseman Grant for $10,000, for the year 2019, was turned in for money to help pay for the painting of the grandstand.  Another Horseman Grant will be submitted for the year 2020 this month. 

Under new business:

There was discussion that the digital sign needs raised and Dan Beale will work this.  The board also requested that “Hardin County Fairground’s” be displayed above the sign.  Judi Cronley will work on getting one designed with the help of Kolt Buchenroth.  The board moved to request next year’s fair be September 8^th-13^th that request will be submitted to the Ohio Dept. of Agriculture.  The Jr. Fair Affidavit was approved by the board and that report will also be submitted to the Ohio Dept. of Ag.  Judi Cronley asked the board review the Jr. Fair Report that needs submitted to the Ohio Dept. of Ag.  No corrections were made and it will be submitted.  The next board meeting will be Wednesday, December 4^th at 7:00pm in the Fair Office. 

The Hardin County Agricultural Society met Wednesday, October 2, 2019, for their October board meeting.  Nineteen directors were present and seventeen guests were present.

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

Sonny Ward questioned the honey judging and the honey categories.  Paul Ralston stated he wants that judging to be done with the fruits and vegetables, so he took his advisement.

Austin Eibling, Jeff Spearman, Amanda Iiams, and Justin Light were present to show their interest in running for fair board director in November.

Amanda Holland, representing the rabbit exhibitors, expressed her concern over communication with the rabbit exhibitors, needing fans in the rabbit barn and needing racks to put the cages on when cleaned. 

Bob & Kelly Carder stated they had many good comments about the Open Class Horse Show on Saturday of the fair and donated money in memory of Taylor’s Way to the Horse Barn electric fund.  They also expressed their interest in doing the Open Class Horse Show again next year.  The board agreed to allow the Carders, along with Alecia Martin, run the Open Class Horse Show for the 2020 fair.  Having this approved sooner, than later, will allow time for the show bill to be in the fair book. 

Jolene Buchenroth expressed her interest in forming a new group and having a show with these kids, called the Challenge Champions.  The idea is to pair a special needs child up with 2 exhibitors who already show animals and have those exhibitors help the special needs child show during a special show.  Jolene Buchenroth was given the approval to go ahead with this new program. 

Roger Crowe thanked the fair board for getting their budget to the Commissioners in a timely manner. 

Thank You’s were read from Alli & Lane Undewood and Samantha & Cain Sullivan.

The executive committee minutes were approved.

Kelly Buchenroth, Ground’s Chairman, stated winter storage has begun at $25 a month for vehicles and $10 per linear foot for boats, trailers, campers, RV’s, etc.  Building inventory was distributed for all directors to start.  It was noted the caretaker’s house front porch has been poured.  A new water leak has been discovered and will be taken care of in the spring.

It was noted there are now over 50 people on the fair camping waiting list.

Rob Wilson gave a report on how well the entertainment did during the fair.  For the most part all grandstand entertainment did well during the fair, except with the exception of the concert.  Free entertainment on the grounds was received well. 

There are currently 36 buyers who still owe $32,772.88 from the Jr. Fair Livestock Sale.  When that number goes down, is when checks can start to be written to livestock exhibitors. 

Janie Seiler, chairman of rides & concessions, stated Durant Amusements had a profit of $76,791.  Their best day was Saturday and worse day was Sunday of the fair.  She also stated a 3 year contract with Pepsi has been signed. 

Sherri Beale, advisor for the JR. Fair Board, stated they are currently working on a strategic plan of their own. 

Jack McBride read Kolt Buchenroth’s report for marketing, communication and technology.  A second monitor has been purchased for the swine barn. 

The emergency board meeting minutes from fair week were approved as amended.

The board agreed to form a fair book committee.   

Under old business:

The board moved to change the date of the November regular board meeting to Saturday, Nov. 2^nd – following the Annual meeting in the Arts/Crafts Building.  The fair board director election is also scheduled for Saturday, Nov. 2^nd from 3-7pm.  Premium money for all Jr Fair and Open Class exhibitors can still be picked up in the Secretary’s Office during regular business hours.  Petitions for fair directors are due by Friday, Oct. 25^th at 4pm.  Season tickets can be exchanged for membership tickets until Oct. 15^th. 

Under new business:

Judi Cronley discussed how the 2019 fair did financially, but there are still several bills that haven’t been received.  There will be a legal ad and article about the fair board election in the Kenton Times, on our website and sent to all current membership holders, if an address or email address was given upon purchase of their membership ticket.  Janie Seiler, Paul Ralston, Jack McBride, Don Spar and Kelly Buchenroth stated they would be the judges and clerks for the Director Election.  The board agreed to request the 2020 Ohio fairs fund money.  There was discussion about not using membership tickets as admission tickets and that discussion will be discussed more at the Annual Meeting on Nov. 2^nd at 7:30pm.  The board agreed to apply for the PEP safety grant.  Surveillance cameras will be asked for in the grant.  The board also moved to apply for the $10,000 matching grant from the Ohio Harness Horseman’s Association for sound in the grandstand.  Another motion was made to go ahead with purchasing sound for the derby area.  Dale Cockerell and Christa Rarey moved to nominate Patti and Gary Casteel as our outstanding fair supporters during the Ohio Fair Manager’s convention in January.  Motion passed.

Don Spar and Jeff Morris moved to go into executive session at 8:18pm.  The regular board meeting reconvened at 8:31pm.  $16,000 from the Consignment Sale money will be moved to the Capital Improvement Fund.  The next board meeting will be Saturday, November 2 at 7:30pm in the Arts/Crafts Building, following the Annual Meeting.  The Fair Board’s reorganizational meeting will follow the regular board meeting.