MINUTES OF BOARD MEETING

Transcription

1 MINUTES OF BOARD MEETING 20th DISTRICT AGRICULTURAL ASSOCIATION Gold Country Fairgrounds and Event Center 1273 High Street, Auburn, California MEETING DATE & LOCATION Thursday, July 26, Board of Directors Room Clubhouse 1273 High Street, Auburn, CA Notice and Agenda available on internet at I. CALL TO ORDER: President Bedwell called the meeting to order at 6:04 PM. II. PLEDGE OF ALLEGIANCE: III. ROLL CALL OF BOARD MEMBERS: Directors Present: Director Sands, Director Smith, Director Ebbert, Director Johnson, Director Carson, President Bedwell, Director Durand Staff Present: Don Ales CEO, Samantha Penner Staff Services Specialist Guests: Ashley Countryman JLA President; Erik Smith Directors Excused: Director Macon Directors Unexcused: Director Parnell IV. PUBLIC COMMENT: None to report V. CONSENT CALENDAR: Ray Smith (seconded) Julia Durand (made a motion) Luke Parnell (not present) Samia Z. Macon, DVM (Absent) Dave Ebbert A. Approval of Meeting Minutes as written:

2 1. Board Meeting Minutes dated June 28, 2018 B. Approval of Expenditures, Home Depot, Cal Card 1. See Checks and Payments Report C. Approval of the following Agreements: 1. F-31 Interim Rental Agreements: 18-91, Standard Contracts: S18-48 to S Food Contracts: F22-18 to F Commercial Contracts: C39-18 to C46-18 D. Refunds: None to consider E. Excusal of Director Absences: Director Durand, Director Smith F. Unexcused Director Absences: VI. NEW BUSINESS: A. Ashley Countryman of Junior Livestock Auction (JLA) to discuss renaming livestock buyers area Ashley Countryman announced that the JLA committee would like to rename the JLA buyers area at the top of the fairgrounds to JLA Overlook. The area was previously called Laurie Johnson Park in an unofficial manner. Director Smith made a motion to rename the area JLA Overlook. Director Durand made a discussion, she recalled that it was named Laurie Johnson Park, Director Durand would like there to be more thought put into the decision of changing the park name. To Ashley Countryman s understanding the area had not been officially named. Director Ebbert brought up the point that this the area is most used by JLA and that they are putting work into the area to make it better and more usable. Director Durand would like the Board to further review the policy on naming rights. Director Carson suggested shelfing the idea until a future meeting. President Bedwell read the policy on naming rights and Director Johnson looked over her past meeting minutes. Ashely Countryman also talked about the plaque that they plan to display in the JLA area that will show past JLA presidents. Also, the new name will be displayed in buyer pamphlets, fairgrounds maps, as well as signs. It was unanimously decided to name the area at the top of the hill, JLA Overlook. Ray Smith (Made a Motion) Julia Durand Luke Parnell (Absent) Samia Z. Macon, DVM (Absent) Dave Ebbert

3 CEO Ales brought up a fair livestock decision regarding a deceased market lamb. CEO Ales explained that an exhibitor s lamb had a rectal prolapse after the pre-weigh-in date and had to be put down. The exhibitor is requesting that there be an allowance for her to bring in a market lamb that she has owned for less than 60 days, which is against the printed rules. California State Rules and Jay Carlson of Fairs & Expositions allows the Fair Board and JLA Board to vote on this matter and then present to Jay Carlson for official decision. A stipulation has been made that the exhibitor will not be allowed to be a champion in any division. Ray Smith Julia Durand (Seconded the Motion) Luke Parnell (absent) Samia Z. Macon, DVM (absent) Dave Ebbert (Made a motion) The decision was made to accept the market lamb into the 2018 Gold Country Fair. Ashley Countryman left the meeting at 6:21 PM. VII. HERITAGE FOUNDATION: A. Placer Building Update a. Director Carson talked to the contractors about the costs of the maintenance components versus the add-ons. The Heritage Foundation is putting together a presentation with those differences to be presented to the Board of Supervisors to make a formal request. Director Carson plans to speak with Jim Holmes about the best time to make this presentation. CEO Ales mentioned that the Board of Education came into meet with him this week because they are having difficulties getting support for their new tax measure. CEO Ales showed them the plans for the culinary kitchen that is proposed to be put in during the Placer Building remodel. This new kitchen could potentially be used for classes and to teach students how to cook for events. Director Durand asked about what types of strings would be attached. CEO Ales responded that that is a question that would need to be asked of the Board of Education if this proposal went further. VIII. COMMITTEE AND STAFF REPORTS: A. CEO Report: 1. JLA Buyer Social Summary - CEO Ales reported on the dinner for JLA buyers on Saturday night, July 21st. This event was small but seemed to be well received. The plan is to get started on the dinner sooner and do more advertising for next year. - Director Johnson said she talked with Lara Lopez and Mrs. Lopez requested that some s attend the September Placer Farm Bureau Meeting on the 2 nd Tuesday of the month. Director Durand stepped out at 6:30 PM.

4 Director Durand returned at 6:31 PM. 2. Gold Country Music Series - CEO Ales was happy to announce that the energy and attendance at the third concert of the Gold Country Music Series was much better than past concerts. CEO Ales said that the iheart Radio promotion helped increase attendance. iheart Radio will be at the next concert which will feature Riff Raff -AC/DC Cover Band & Tom Petty Tribute. Currently alcohol sales are the only money producing aspect of the concerts because attendees are not using the parking lot. CEO Ales said that next year we will need $20,000 in sponsorship dollars to have a profitable series. Director Durand suggested attaching a fee to the concert to make it more valuable to attendees. CEO Ales said that the series was free this year because the sponsor requested that it be free. 3. California Nights & Carnival Lights - CEO Ales reported that the new fair online entry program, ShoWorks, has been a success. Also, Sutter Auburn Faith Hospital is sponsoring up to $1500 and we will be purchasing new display boards for the Healthy Message Poster. - Our vendor building is at about 72% full and more vendors are coming in each day. - CEO Ales would like the board to look into sponsors for the Monster Truck & Quad War shows on Friday and Saturday of fair. - The VIP dinner will be catered by Carols Market and Deli. - CEO Ales requested that s let the office staff know of any corrections or additions that need to be made to the VIP list. - CEO Ales reported that we will now have a car load special that will allow up 8 people into the fair for a flat rate. 4. Review of 2018 CEO Goals - CEO Ales referenced item 3 on page 16, Gold Country Fair advertising is being finalized. This year we will be using print, digital, and radio. Our advertising will reach into areas outside of Auburn with billboards, cog signs and radio. - CEO Ales announced that in reference to his committee outreach on page 17, he will soon be a member of the Auburn Rotary Event Calendar B. Committee Assignments: 1. Building & Grounds: Director Ebbert has put the parking lot proposal through to the damage claims at PG&E, it is still moving forward and it s likely a yes. CEO Ales said that the fairgrounds will put aside money from interim parking revenue to repair future damage to the parking lot. This will amount to about $7,000-10,000 dollars every 5-7 years to maintain the parking lot. Director Smith asked if we were planning on putting up a barrier or gate to the entrance to the Sacramento Parking Lot to preserve the area. CEO Ales responded that he would like to put up gates on the fairgrounds and will be putting together a plan for that future project.. CORRESPONDENCE: A. Items provided via to Directors with copies available at meeting. - CEO Ales referenced the Western Fairs Association (WFA) document on page 21 regarding Livestock Program Advocacy Preparedness Kit. President Bedwell said that it is important for all s to read this document and keep a copy on hand for protesters during fair. CEO Ales will have a free speech zone in the Sacramento Street Parking Lot. I. FINANCIALS: A. Finance Committee to discuss monthly finance report

5 CEO Ales started the discussion of financials on page 25. Under line-item the rental of the Armory Building has increased by %. CEO Ales was happy to report that the maintenance team has decreased the light, heat & water expenses by 20.3% by putting in LED lights and converting all water possible into irrigation water. Greg Toste has also put the watering system into an app that can be controlled from any location. On the balance sheet on page 35, CEO Ales pointed out that he reached his goal of being over $1.2 million in total liabilities and equity, the balance sheet shows that the fairground is at $1.205 million. We normally do not have much money going into fair but this year we are going into fair with more money than expected. II. OLD BUSINESS: A. Board Fair Committee Updates - Director Johnson & Director Ebbert Still Exhibits Committee: Director Johnson is going to find out about having the Foresthill Fire Truck on display in the still exhibits building. Director Ebbert is looking into getting more FFA Ag mechanic projects for next year s fair. Director Johnson plans to go to schools with the still exhibits flyer to encourage students to enter the fair. - President Bedwell reported on the Art Auction that is Calling All Artists to benefit the Junior Livestock Auction (JLA). - Director Durand & Durand Sands - Gate Keeper: CEO Ales may have solved the problem with manning the gate but may need help. B. Heritage Foundation/DAA ship Update - President Bedwell reported that after the results of the findings discussed at the last Board Meeting, Director Ebbert and Director Carson have stepped down from the Heritage Foundation. - Director Carson said that Samantha Fish has been hired as the Executive Director (ED) for the Heritage Foundation. III. NEW BUSINESS: B. Ashley Countryman of Junior Livestock Auction to discuss renaming livestock buyers area Moved to follow the consent calendar. IV. MATTERS OF INFORMATION: A. CEO Comments: CEO Ales announced that because Fair is approaching the Board needs to vote for the Maurine Dobbas Award and the Blue Ribbon Award. Maurine Dobbas award: CEO Ales recommended Johnna Humber and Christy Penner for the award. CEO Ales stated that although traditionally one recipient is chosen, occasionally two are given the award. The Maureen Dobbas award is given to volunteers or part time employees. Director Durand made a motion to accept both Christy Penner and Johnna Humber for the Maureen Dobbas award; this was seconded by Director Smith. During discussion Director Sands said that he felt that choosing two winners cheapens the award when it applies to businesses but in the case of volunteers such as these it is acceptable. Ray Smith (Seconded the motion) Julia Durand (Made a motion)

6 Luke Parnell (absent) Samia Z. Macon, DVM (absent) Dave Ebbert x Blue Ribbon Award: CEO Ales made his recommendation of Old Town Pizza, Echo Valley Ranch, or Auburn Host Lions for the Blue Ribbon Award. Director Ebbert made a motion to award Old Town Pizza with the Blue Ribbon Award; this was seconded by Director Sands. Ray Smith Julia Durand Luke Parnell (absent) (Seconded the motion) Samia Z. Macon, DVM (absent) Dave Ebbert (Made a motion) B. Director/Staff Comments: Director Sands: No Comment Director Carson: No Comment Director Durand: Director Durand is glad to be back for this meeting and is looking into phoning in to the next meeting. Director Johnson: No Comment Director Ebbert: No Comment Director Smith: No Comment President Bedwell: No Comment C. Board Meeting Dates: I. Thursday, August 23, 2018 II. Thursday, September 27, 2018

7 V. ADJOURNMENT President Bedwell adjourned the meeting at 7:28 PM. Don Ales, CEO Date, President Date Respectfully submitted by, Samantha Penner Fair Office Staff