Board holds December Meeting

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 4th of July Committee, gave a history of the 4th of July Fireworks and then had Matt Jennings, from the Home Run Ball Park Field, talk about his request for the day of the 4th of July.  Their committee would like to have the ball park field as the site for the 4th 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 4th 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 18th.  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. 9th

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 9th, 2020, when the 90 days to cash their check is due. 

The Jr Fair Sale Committee meeting is scheduled for Wednesday, December 11th 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 10th

Sherri Beale, Jr. Fair board Advisor, stated letters have been distributed for 1st 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 10th.  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 10th.  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 17th 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.

December Board Meeting Agenda Released

The Hardin County Agricultural Society has released it’s December monthly board meeting agenda. It is:

  1. Call to Order
  2. Guests
  3. Correspondence  
  4. Minutes of last meeting
  5. Financial Reports
  6. Bills to Approve
  7. Committee Reports:
    • Executive Committee
      • Minutes from November 18th meeting
      • Budget for 2020 needs approved
      • Vote for Executive Committee member
      • Approve Conflict of Interest document
      • Code of Conduct needs signed by everyone
    • Strategic Planning
      • Any updates?
    • Grounds Committee
    • Camping Committee
    • Entertainment Committee
    • Livestock Committees
      • Jr Fair Sale Committee meeting is scheduled for Wed., Dec. 11th at 6:30pm
      • Livestock Committees will meet at 7:30pm that day to start fair book rules, etc. for their areas.  Fair book sections need to be resubmitted by Friday, Jan. 10th with changes.
    • Rides and Concessions
  8. JR Fair Board Report
  9. Advertising/Sponsorship/Tech Committees
  10. Other Committees
  11. Old Business
  12. New Business
    • Other fair book sections need to be started and turned in by Jan. 10th, 2020.

The meeting will be held on Wednesday, December 4th, 2019 at 7:00pm in the Fair Office on the Fairgrounds. This is an open meeting and the public is invited to attend.

Fair board holds November meeting

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 8th-13th 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 4th at 7:00pm in the Fair Office. 

Fair board seeks director to represent Goshen Township

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 22nd, 2019, 4:00pm.  Letters should be addressed to the Hardin County Ag. Society, P.O. Box 317, Kenton, Ohio 43326.  All interested applicants also need to attend the next Board Meeting – Wednesday, December 4th at 7:00pm, to express your intentions on being a director.

Hardin County Ag Society holds reorganizational meeting, election results announced

The Hardin County Agricultural Society met on Saturday, November 2nd with Corey Ledley, Acting President, presiding. 

Brad Murphy, acting vice president, reported the election results: 

  • Buck Township:  Jason Fulton
  • Hale Township:  Corey Ledley
  • Jackson Township:  Mark Garmon
  • Pleasant Township:  Christa Rarey
  • Liberty Township:  Austin Eibling
  • Top 2 At-Large Director winners:  Dale Cockerell & Jacob McFadden

It was noted since no one ran for Goshen Twp. Director, any interested agricultural society member will need to submit a letter of interest to the Hardin County Agricultural Society by Friday, November 22nd at 4pm.  Interested members will also need to attend the next regular board meeting on Wednesday, Dec. 4th at 7pm to express their intentions for the position.  The board will then appoint a member of the society for one year.

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

With 43 members paid for 2020, the election of officers was held.  Kelly Buchenroth and Craig Stump moved to keep Corey Ledley has President and Brad Murphy as Vice President of the society for the next year.  Motion passed. 

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

Charlie McCullough moved to adjourn the meeting and Andrew Scharf seconded the motion.  Motion carried.

Hardin County Agricultural Society annual meeting held

The Hardin County Agricultural society met with President, Corey Ledley presiding.  19 directors along with 15 Hardin County Agricultural Society members present. 

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

Paul Ralston moved to have membership tickets priced at $2.00 each, but a season ticket at $20, also needs to be purchased to purchase a membership ticket.  Don Spar seconded the motion.  Motion carried.  Membership tickets will no longer be a form of gate admission.    

Charlie McCullough and Dan Beale moved to have the Director’s pay set at $1.  Motion passed.

The annual conflict of interest document for 2019/20 was given to every director and employee to sign.

Brad Murphy, representing the executive committee, proposed a constitution change for those interested in running for a director.  The new wording being added to the election section states “Candidates shall attend at least one (1) Board of Director meeting prior to the annual election of directors, and in the same calendar year as their candidacy, to formally declare and describe their interest(s) in seeking a director position.  Candidates shall be in good standing with the Society as having complied with all their explicit obligations, while not being subject to any form of sanction, suspension or disciplinary censure; the determination of which shall be made at the discretion of the Board of Directors prior to the annual election.  The official ballot shall contain only the names of those candidates who have fulfilled all of the above requirements.  Any candidate deemed ineligible for inclusion on the official ballot will be informed of their ineligibility no later than 24 hours before the annual election.”  Mark Garmon and Jason Fulton moved to accept the change to the constitution.  Motion passed. 

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

Judi also stated that petitions are already available in the secretary office, for any director position up for re-election in the year 2020. 

Next year’s annual meeting, with the annual election to be held on the same day from 3-7pm, will be on Nov. 7th, 2020. 

Charlie McCullough moved to adjourn and Justin Beale seconded the motion.  Motion carried.

November Board Meeting Agenda Released

  • Call to Order
  • Guests
  • Correspondence  
  • Minutes of last meeting
  • Financial Reports
  • Bills to Approve
  • Committee Reports:
    • Executive Committee
  • Strategic Planning
  • Grounds Committee
  • Camping Committee
  • Entertainment Committee
  • Livestock Committee
  • Rides and Concessions
  • Junior Fair Board Report
  • Advertising/Sponsorship/Tech Committees
  • Other Committees
  • Special Board Meeting Minutes
  • Old Business
  • New Business

Society Members Invited to Annual Election, Meeting

The Hardin County Agricultural Society will hold their annual election for Directors on Saturday, November 2, 2019 from 3:00 to 7:00pm in the Fair office at the Hardin County Fairgrounds.  Members of the Agricultural Society who reside in the townships open for election may vote on the director representing their township.  All other members may vote on two candidates for Director-at-Large.

Candidates who have turned in petitions are:

  • Buck Township – Jason Fulton
  • Director-at-Large for 3 year term (Top two chosen, but no more than a total of three directors out of the 21 directors, can be from the same township.)
    • Dale Cockerell (Marion Twp.)
    • Amanda Comstock Iiams (McDonald Twp.)
    • Jacob McFadden (Hale Twp.),
  • Hale Township – Corey Ledley & Cory Wagner
  • Jackson Township – Mark Garmon
  • Pleasant Township – Christa Rarey
  • Goshen Township for a 2 year term –VACANT
  • Liberty Township – Austin Eibling

The election will be followed at 7:30pm by an annual meeting, regular November Board meeting and the re-organizational meeting in the Arts/Crafts Building.  All members are invited to attend the annual meeting.

October Meeting Held

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. 2nd – following the Annual meeting in the Arts/Crafts Building.  The fair board director election is also scheduled for Saturday, Nov. 2nd 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. 25th at 4pm.  Season tickets can be exchanged for membership tickets until Oct. 15th

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. 2nd 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.