HomeMy WebLinkAbout210818 - Minutes, Ag Ed Center BoardWASHINGTON COUNTY AGRICULTURAL EDUCATION CENTER
BOARD OF DIRECTORS MONTHLY MEETING
August 18, 2021- MEETING MINUTES
The Board of Directors held their monthly meeting Wednesday, August 18, 2021. President Dennis Reeder
called the meeting to order at 4:00p.m.
ATTENDANCE:
Katie Carr, Joe Layos, Jay Miller, Dave Moore, Darren Olden, Dennis Reeder, Ryan Shank, Mike Starliper;
Excused- Jeff Semler
Staff in attendance: Jamie Dick- Parks and Recreation Director, Danny Hixon- Facilities Dept Director, David
Brooks- Parks Supervisor, Erin Overdorff- Facility Administrator, Andrew Eshleman- Director of Public
Works, Commissioner Jeff Cline
APPROVAL OF MINUTES
Minutes were approved with a motion.
COMMISSIONERS COMMENTS
Commissioner Cline commented on how well the Ag Expo and Fair went this year.
FACILITY ADMINISTRATOR REPORT
New event request
-Medieval Reenactment Festival- horse games, reenactment fighting, festival play
-New Years Eve Event- Interstate Festival Group- Requesting indoor/outdoor event
through midnight. 4th of July only other event scheduled on a holiday. Facility closed on
major holidays otherwise. The Board has concerns regarding noise and curfew. General
consensus was not to allow an event take place on New Years Eve.
Past Events
-Ag Expo and Fair- Overall a successful week. A few facility issues arose. A panel box was
tampered with during the fair which resulted water leaks at the facility. Underground
repairs to pipes were done immediately by County maintenance. The situation was
discussed at length by staff with the Fair Board. The transformer at the track was also
hit and shifted on the concrete base at the track. A service requested was filed with
Potomac Edison for repair.
-Fur Trappers Convention- Always a good event and will return next year.
Upcoming Events
Spudfest and Heritage Fest- August 21 and 22
Dirty Boots Festival- Interstate Group- September 27 and 28
Western MD Tractor Pull- September 4
Mid Maryland Diary Vets Picnic- September 18
Project Updates:
Track Upgrade- POS Project- concrete pads need to be completed, additional fencing will be installed in
the future for control of pedestrian traffic at track events
Security deposits were discussed for renters. After consulting with Budget and Finance we were
instructed that checks may not be collected and held in office. Checks would need to be collected and
deposited into liability fund and later reimbursed if all contract conditions were met. A 25% deposit was
recommended.
There were questions raised to staff recently regarding the staging area at the track. The track was
improved with public safety in mind. Moving forward, users of the track may need to amend their
patterns for a safer environment for spectators. Fire apparatus must be parked out of the way as well.
The board discussed options on how to improve the staging area and pedestrian access at the track.
More discussion will take place in the future as well as drafting a plan for the track for all users.
Prices were received for additional speakers at the track. Motion made by Katie Carr, seconded by
Darren Olden to approve $2300 to add speakers to the track area out of the track upgrade funds,
motion carried.
TREASURERS REPORT
Fulton Bank
Account 7237- Checking- 7/31/21- Ending Balance- $1,000.00
Account 7124- Money Market- 7/31/21- Ending Balance- $20,210.90
Transfer of $4,235.04 from checking into Money Market
Total Funds: $21,210.90
UNFINISHED BUSINESS
The strategic plan documents will be reviewed at the next meeting if time allows. Documents were
available for Board members to review. Board members were asked to identify one improvement or
project at the facility to share at the next meeting.
The RHM sign was shown to the Board. Dimensions of the sign are 6’x2’ and it is requested to be placed in
concrete flush to the ground for easy maintenance and mowing. It will be requested that open hours be
added to the sign.
NEW BUSINESS
Fundraising and Development
For the sport shooting fundraiser, Saturday mornings could be a difficult time to schedule an event at North
American Club. Isaac Walton may be an option for the event, but paying trappers need to be considered
into the cost at that location. All options will be considered and discussed when planning the fundraiser.
The venue will be looked into further as well as the date.
POS funding was previously applied for and can be possibly reallocated if another project is identified at the
facility. The board would need to redefine the scope for another project and go back to the State to ask for
reallocation of funds. The funding could pay for a new project at the facility, but matching funds would
need to be identified as well. The board discussed the possibility of permanent fencing at the track, the
relocation of the horse ring and other ideas.
Meeting Adjourned at 5:08pm
Respectfully submitted by Erin Overdorff