10-A DISTRICT AGRICULTURAL ASSOCIATION TULELAKE-BUTTE VALLEY FAIR Board of Director Meeting Minutes May 4 th, 2016

Transcription

1 ~ 1 ~ 10-A DISTRICT AGRICULTURAL ASSOCIATION TULELAKE-BUTTE VALLEY FAIR Board of Director Meeting Minutes May 4 th, PROPOSED: Minutes of the 10-A DAA Board of Directors meeting held on Wednesday May 6,2016 at the Tulelake- Butte Valley Fair Office 2. PRESENT: Directors Byrne, Luscombe, Criss, Ratliff, Misso, Struble, Hernandez, Criss; Staff Members Present: Nancy Sites; Public: Tara Porterfield, Rebecca Broomell and Sheena Lund 3. CALL TO ORDER: President Luscombe called the meeting to order at 6:04 p.m. 4. CONSENT AGENDA Upon the motion by Director Byrne, 2 nd by Director Struble, to approve consent agenda. Motion passed with abstention by Director Ratliff. a) Approval of Meeting Minutes as written: Regular Board Meeting Minutes dated April 6th b) Approval of Paid Bills/Bills to Pay: $37, Type Num Date Name Account Original Amount Check 04/30/ Savings-Money Market Liability Check EFTPS 04/27/2016 EFTPS Checking/Payroll Check /11/2016 US Bank Checking/Payroll Check /11/2016 Cal Ore Telephone Checking/Payroll Check /11/2016 The Ag Mag Checking/Payroll Check /11/2016 Stateline Parts Checking/Payroll Check /11/2016 Pacific Power Checking/Payroll -1, Check /11/2016 Merrill Lumber Checking/Payroll Check /11/2016 Waste Management of Oregon Checking/Payroll Check /11/2016 Les Schwab Tire Center Checking/Payroll Check /11/2016 Gayle Ratliff. Checking/Payroll Check /11/2016 John Deere Financial Checking/Payroll Check /11/2016 City of Tulelake Checking/Payroll Check /12/2016 Coastal Farm & Home Supply Checking/Payroll -1, Check /15/2016 Team Casino Inc. Checking/Payroll -5, Check /15/2016 Gayle Ratliff. Checking/Payroll Paycheck /15/2016 Duff, Elizabeth M. Checking/Payroll Paycheck /15/2016 Kandra, Athen J. Checking/Payroll Paycheck /15/2016 Kandra, David B. Checking/Payroll -1, Check /15/2016 Sheena Lund Checking/Payroll Check /18/2016 Ryan Gallagher Checking/Payroll Check /18/2016 Pape` Machinery, Inc. Checking/Payroll Check /18/2016 Sound Man Checking/Payroll

2 ~ 2 ~ Check /19/2016 Pheasants Forever Check /19/2016 ZCBJ Lodge Check /19/2016 Leticia Reyes Check /19/2016 Kay Sharp Check /19/2016 CA Deer Assn. Check /19/2016 Ed Staub & Sons. Check /19/2016 Colten Wright Check /19/2016 Kirbs Outlet. Check /19/2016 Kirbs Outlet 2 Check /26/2016 Verizon Wireless Check /26/2016 Ed Staub & Sons Check /26/2016 Ferrellgas Check /26/2016 Butte Valley FFA. Check /27/2016 California Public Employees' Retirement Check /27/2016 CFSA Union Operating Engineers State Union Check /27/2016 #12 Check /27/2016 CFSA Check /27/2016 United States Treasury Check /29/2016 Sheena Lund Paycheck /29/2016 Kandra, David B. Paycheck /29/2016 Duff, Elizabeth M. Checking/Payroll Checking/Payroll -1, Checking/Payroll -1, Checking/Payroll Checking/Payroll Checking/Payroll Checking/Payroll Checking/Payroll -1, Checking/Payroll Checking/Payroll Checking/Payroll Checking/Payroll Checking/Payroll -4, Checking/Payroll Checking/Payroll Checking/Payroll Checking/Payroll -4, Checking/Payroll -1, Checking/Payroll Checking/Payroll -1, Checking/Payroll 0.00 Paycheck /29/2016 Duff, Elizabeth M. Checking/Payroll , c) Approval of Financial Reports: (See attached financial reports) a) Trial Balance Report as of May 4, 2016 b) Budget Comparison to Current Financials as of May 4, 2016 c) Balance Sheet Previous Year Comparison as of May 4, 2016 d) Profit & Loss Previous Year Comparison as 0f May 4, 2016 d) Approval of Refunds: None e) Approval of Contracts: See Below for list of Contracts a) Commercial Vendor Contracts: None b) Interim Rental Contracts: None c) Standard Contracts: 24STD Charles Dean Cook 25STD Team Casino 26STD Prehistoric Adventures 27STD Scott Allen 28STD Mary Benke 29STD Ron Miller

3 ~ 3 ~ 5. PUBLIC COMMENT; 6. GENERAL CORRESPONDENCE: None 7. COMMITTEE REPORTS: 1. Future Vision Committee: None 2. Finance Committee: Director Ratliff will forward an that she received from Monica Merner, CPA to Nancy. She needs a copy of the quickbooks file for our financial review. 3. Entertainment Committee: Nancy is working on getting the fairtime entertainment schedule filled 4. Livestock Committee: Quality Assurance Training in Tulelake on May 11 th at Arts & 6 pm; in BV on June 26 Dorris Community Center 9 am; Beef weigh in Monday May 9 th 5pm at Porterfield s in BV. Beef Weigh in May 10 th at Fairgrounds 5:00pm. July 9 th & 10 th Sheep, Swine, Goat weigh in August 8 th small animals 5. Fundraiser Committee: Director Struble noted that Ryan Gallagher would be returning the $200 that we paid him for auctioneering at the fundraiser event as he is donating his services. Director Ratliff distributed an expense and income sheet for the event. The event made a net income of about $10,000. We will do a further breakdown of income and expenses at the next meeting. Director Ratliff said the cash registers were having problems during the event or else it would have been fairly easy to breakdown the income further for this meeting. 6. JFB Committee: Director Struble & Director Luscombe will try to have a meeting with them prior to our next board meeting. It was requested that we add a new liability account to quickbooks for the Jr. Fairboard to help track expenses for them. The committee may need to do a request to the fair board or friends of the fair to purchase new polo shirts with logo s. 7. Parade: Director Misso reported that the updated parade entry form is ready for the exhibitor handbook. 8. Friends of Fair-Nancy reported that the Friends of the Fair had met earlier that day. They have received a $250,000 donation that they will add to their investments. They decided to give the Fair Court $ for expenses. The court can submit receipts for expenses to the foundation for reimbursement. They have added Pam McFall as a voting member to the foundation. 9. Fair Court; Director Struble reported that she is going to try to have the court come to the next meeting. They have had some professional pictures taken that will be available soon and have also received a $50 gift card/each for clothing from their photographer. 10. Vendor: None 11. Other: Director Struble pointed out some things on the website that need to be updated. Also need to get pictures and a short bio of CEO, board members, fair court and Jr. Fairboard uploaded. Nancy and Sheena will go through website and send updates to Jay. As soon as we get the pictures and bios we will get those up on the site as well. Director Struble also suggested that we have a booth at the fair introducing the Jr. Fairboard, Fair Court and new CEO and possibly a showcase for farmer or rancher of the year. 8. CEO REPORT: Fund Raiser results This was discussed in fundraising committee Exhibitor Handbook - The exhibitor handbook is just about ready to go with all of the updates for We should have it to Herald and News by May 6 th. New CEO Training Nancy reported on the New CEO training that she attended in April. They met with CFSA, WFA and CDFA-F & E. It was mostly an overview of what each of those organizations does and she met many people that will be very helpful through this CEO transition. She also met many other new fair CEO s that will be very helpful when questions come up.

4 ~ 4 ~ 9. OLD BUSINESS: Consideration/Action on the following items; 1. Vendor: Policy change regarding day contract additions and price 2. Vendors: Discussion regarding locations i.e. farm types located in livestock area Director Hernandez moved to postpone the policy change regarding day contract additions and price and discussion of location of farm type vendors. Director Byrne seconded. Motion passed unanimously. 10.NEW BUSINESS: Consideration/Action on the following items; 1. Dorris Lions Club Rebecca Broomell of the Dorris Lions club addressed the letter that was sent on behalf of the club. She did say that November 12 was being held for us for our fundraiser and that the rental fee would be $150 plus a $100 cleaning fee. The Lions club will host the bar and we can use any caterer that we would like. Rebecca said that the letter was not voted on before it was mailed and she apologized for that, the club does not want a reduced rate on their food booth during the fair. They are going to vote on whether or not they will have a food booth at the 2016 fair at their next meeting. No action from the board is needed at this time. 2. Review/change dates of Regular Board meetings as stated in By-laws There was some discussion as to changing the meeting the dates of the regular board meetings in the By-Laws and what works best for most board members. Director Hernandez moved to schedule the regular board meeting for the first Wednesday of every month beginning at 6pm with one third of the meetings being held in Butte Valley. Director Struble seconded. Motion passed unanimously. 3. Results from Board walk around the grounds Due to weather, the walk through was canceled but Nancy, Dave and Sheena did a walk through a couple of days ago. Nancy will get together with Dave Kandra to get a repair/equipments needs list together. No action is needed at this time. 4. Tulelake FFA request for tables/chairs for banquet on May 18 th Sheena Lund attended on behalf of the Tulelake FFA to ask for tables and chairs for their banquet. Director Byrne moved to approve their request for equipment in exchange for a work day at the fairgrounds. Director Ratliff seconded. Discussion: Director Hernandez asked the board why we loan out our newer tables and chairs as it will age them faster. He suggested we only loan out our older tables and chairs. They would like the newer ones because it is a banquet and they want it to look nice. Director Luscombe called for a vote. Motion Passed unanimously. 5. Discount price for city Vendors Discussion: The City of Tulelake has inquired as to whether city businesses get a discount on their booth during fair. In the past they have paid $125 instead of $250 in their contract per verbal agreement because the fair and city have traded services. The board is worried that this may lead to other vendors wanting discounts and with our budget situation giving discounts is not a good idea right now. Director Struble moved to keep the price of the contract for the City of Tulelake at $250. Director Criss seconded. Motion passed unanimously. 6. Recognition of 9/11, Sunday of 2016 Fair The Sunday of fair is September 11, this year and the board discussed some ideas of how to honor the day. Possibly a moment of silence a national guard fly over, selling patriotic souvenirs. Director Ratliff moved to postpone this discussion until the next meeting. Director Hernandez seconded. Motion passed unanimously.

5 ~ 5 ~ 7. Board/Bagley-Keene Training; Set date Director Ratliff would like to set up a date for a Bagley-Keene training for the board. Many of the members have never been through the training and it would help them to understand the state meeting laws. Dave Dillabo is now the training coordinator for CDFA F& E and can conduct the training. Director Hernandez moved to have the CEO send out a survey to see what date works best for the board. Director Byrne seconded. Motion passed unanimously. 8. Addition/deletion to 3 Umpqua bank accts Director Ratliff moved to add Nancy Sites and delete Pam McFall from the three Umpqua Bank accounts. Director Hernandez seconded. Motion passed unanimously. 9. Change to resolution of authority (to add Nancy) Delegation of Authority Resolution Upon Motion by Director Byrne, 2 nd by Director Hernandez, carried unanimously, newly hired CEO is authorized to execute Rental Agreements up to $1000, Standard 2 Agreements up to $1000, as long as these contracts do not exceed a one year term, without further authorization from the Board of Directors. 11. EXECUTIVE SESSION - CLOSED MEETING Pursuant to the Division Government Code Section 11126, the Board is authorized to meet in Closed Session for the purpose of considering matters involving: a) Pending Litigation-GCS 11126(e) b) Personnel Matters-GCS 11126(a) c) Real Estate Matters-GCS 11126(c)(7) 12. OPEN SESSION/MEETING: Subject matter discussed in closed session 13. MATTERS OF INFORMATION: a) Director s Comments: RCD and NRCS is having a soil health training class on August 19, they are sending a letter to the board. They are hoping for 100 people and will have a BBQ by TID. b) Manager s Comments: none c) Next Scheduled Board Meeting: 1) 1 st June 2016 at 6 Fair office a) Items to be added to the next meeting s agenda: 1) Vendor: Policy change regarding day contract additions & price 2) Recognition of 9/11, Sunday of Fair 3) Bagley Keene Training 14. Meeting was adjourned at 8:30 pm: motion by Director Ratliff and 2nd by Director Byrne; motion carried Nancy Sites, CEO Kathleen Luscombe, President