10-A DISTRICT AGRICULTURAL ASSOCIATION TULELAKE, CALIFORNIA December 12, 2013

Transcription

1 10-A DISTRICT AGRICULTURAL ASSOCIATION TULELAKE, CALIFORNIA December 12, PROPOSED: Minutes of the 10-A DAA Board of Directors meeting held on Thursday December 12, 2013 at the Butte Valley Community Center- Dorris, CA. 2. PRESENT: Directors Ball, Ratliff, Criss, Byrne, Luscombe, Herman. Absent Directors: Skoog, Hernandez; Staff Members Present: Dave Dillabo, Pam McFall; Members of the public present: Sara Luscombe, Chris Ratliff and Toni Herman. 3. CALL TO ORDER: Director Ratliff called the meeting to order at 6:50 p.m. 4. CONSENT AGENDA: i. Motion: Upon the motion by Director Ratliff, 2 nd by Director Byrne passed unanimously, Meeting Minutes dated November 6 th, Listed Contracts below and Monthly Bills in the amount of $36, of bills listed below were approved; Date Num Name Split Amount 11/15/ American Express CFA conf. reg., cell phone upgrade, fees /22/2013 EFTS EDD Unemployment insurance /26/ Jose Carmen Jaime Event deposit refund /30/ CFSA PST /30/ Delta Dental of California Dental insurance /30/ PERS Retirement -3, /30/ SEIU LOCAL 1000 Fair share fees /30/ EDD. void /30/ EFTPS void /30/ CalPERS Retirement prefunding-dave Kandra /30/ CalPERS - HCF 0822 Health insurance -2, /30/ PERS-Contingency Health insurance /30/2013 EFT EDD. CA income tax, SDI /30/2013 EFT EFTPS Federal income tax, SS, MC -2, Reimbursement for credit card auction 12/10/ Tulelake Rotary payments -5, /12/ CFSA Insurance: vision, WC, liability, special event -2, cell phone billing (440.40) CFA refund (- 12/12/ American Express ) /12/ U.S. Bank Quickbooks upgrade, misc. office, stamps, misc. maint. 12/12/ Cal Ore Telephone Telephone /12/ incontact, Inc. Long distance-2 mos /12/ U.S. Cellular Cell phone, final payment /12/ City of Tulelake Water, sewer, garbage-2 mos. -1, /12/ Ferrellgas Propane -1, /12/ Pacific Power Power -7, /12/ Department of General Services 2013/14 auto liability premium /12/ Ed Staub & Sons Fuel /12/ Les Schwab Tire Center Dodge oil & filter change /12/ Stateline Parts Supply, Inc. Equipment maint

2 12/12/ Aspen Electric grandstand light, new receptacle /12/ Merrill Lumber misc. maint /12/ Waste Management of Oregon Garbage/Sierra Cascade -3, /12/ Department of Transportation 5 year permits for highway signs TOTAL PAID BILLS -36, a. Approval of Financial Reports: (See attached financial reports) a) Trial Balance Report as of December 10 th, 2013 b) Budget Analysis Report as of December 10 th, 2013 c) Balance Sheet Previous Year Comparison as of December 10 th, 2013 d) Profit & Loss Previous Year Comparison as of December 10 th, 2013 b. Approval of Contracts: See Below for list of Contracts a) Commercial Vendor Contracts: None b) Concession Vendor Contracts: None c) Interim Rental Contracts: See Below a. 26-JAI-R13 Jaime, Jose Carmen Baptism Arts & Crafts Building $ COMMUNITY RELATIONS / PUBLIC COMMENT: 6. CORRESPONDENCE: CEO Dillabo read the following correspondence; 7. COMMITTEE REPORTS: a. Finance Committee: Director Ratliff discussed the completion of the proposed A DAA Budget. CEO Dillabo will discuss the budget in detail when it is discussed and voted on as an action item. b. Fundraiser Committee: Director Ball discussed the fundraiser committees progress and reviewed the minutes from the last committee meeting. 8. CEO REPORT: CEO Dillabo discussed the following topics in his report: a. Dillabo discussed the 2014 proposed 10-A DAA Budget. The budget as proposed projects a 44% reserve on December 31, 2014 and utilizes $17, 152 of current reserves to promote a break-even fiscal year. The total estimated income generated from fair programs is $496,700 along with $40,000 of income estimated from the F&E fund. The total expenses prior to depreciation includes $553,852. b. Dillabo informed the board of directors that the TBVF Friends of the Fair non-profit organization has confirmed receiving the $250,000 gift contribution from a local foundation that he discussed at the November board meeting. The funds are for the purpose of developing and building an endowment fund to support the future sustainability of the Tulelake-Butte Valley Fair. Dillabo informed the board that the money would only be used to build an endowment fund for the fair and would not be available for operational purposes thus the need for fundraising and continued sustainability efforts will continue to be the forefront of the fair s focus. c. Dillabo discussed the inquiry from Sierra Cascade Nursery to build a storage building underneath the current grandstands on the fairgrounds. The area is currently utilized for storage of fair items, but they can be moved to accommodate the space requirements of Sierra Cascade Nursery. The item will be further discussed as an action item. d. Dillabo discussed the proposed plans of holding a July 4 th celebration at the fairgrounds to include a fireworks display and derby and/or a mud bog race. 9. ACTION ITEMS - OLD BUSINESS: Consideration/Action on the following items: 1. Jocks Sale Pavilion Ventilation Upgrade: Dillabo discussed the upgrade option of installing commercial sized ceiling fans to circulate the air more effectively. The project would cost and estimated $17,000 to install. Dillabo felt that the cost of the upgrade was not feasible realizing that the building is used one day out of the year and coupled with the current fair funding crisis, he suggested

3 looking into other lower cost upgrades in order to improve the air movement and ventilation in the building until or if fair funding is recovered. Following discussion among the board regarding the upgrade cost and current utilization of the building, upon a motion by Director Byrne, seconded by Director Luscombe and passed unanimously in favor of the motion, The 10-A DAA Board of Directors moved to have CEO Dillabo look into more cost effective ways to improve the ventilation in Jock s Sale Pavilion and report back to the board when the information is ready to be presented. Until the time, the motion is to be postponed indefinitely. 2. Primary Residence Definition: Dillabo discussed the need to define the area of the new local rule that includes the wording primary residence. As provided below. EXHIBITOR RESIDENCY REQUIREMENTS Only 10-A District residents who are members in good standing with 10-A District 4-H Clubs, FFA Chapters or Independent Exhibitors will be permitted to show and sell market animals at the Tulelake-Butte Valley Fair. A 10-A District resident is one who s primary residence is located in Tulelake or Butte Valley and maintains continued residency in Tulelake or Butte Valley for at least 6 months immediately preceding the fair. Exhibitors who s primary residence is not located in Tulelake or Butte Valley are not eligible to show and sell a market animal. Following discussion among the board members regarding the action item, upon a motion by Director Herman, seconded by Director Byrne and passed unanimously in favor of the motion, the 10-A DAA Board of Directors moved to postpone the action item definitely until the next schedule board meeting. 3. Sweetheart Dinner & Dance Budget Approval to purchase Auction & Raffle Items: Director Ball discussed the current budget to purchase items for the upcoming fundraiser. Following discussion regarding the action item, upon a motion by Director Lusombe, seconded by Director Herman and passed unanimously in favor of the motion, the 10-A DAA Board of Directors moved to allocate $2,500 for the purchase of Live Auction items and $1500 for the purchase of raffle items. 10. ACTION ITEMS - NEW BUSINESS: Consideration/Action on the following items: 1. TBVF Consultation Services w/ Modoc District Fair: Dillabo discussed the inquiry from F&E to provide consultation services to the Modoc District Fair with the purpose of helping the fair to develop sustainable business practices. After reviewing the proposed contract provided by F&E, CEO Dillabo informed the board that he respectfully asked F&E to find a different industry representative to fulfill the contract duties. Discussion followed and the board agreed with CEO Dillabo taking into consideration the best interests of the Tulelake-Butte Valley Fair. No further action was taken Delegation of Authority Resolution: Upon motion by Director Byrne, seconded by Director Ball and carried unanimously, CEO Dave Dillabo 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. Business Assistant, Pam McFall is authorized, in the absence of CEO, 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. All such executed agreements; however, are to be submitted to the Board of Directors for review at the subsequent meeting. This delegation is effective from January 1, 2014 through December 31, Worker s Compensation Resolution: Upon motion by Director Luscombe, seconded by Director Criss, & carried unanimously, members of Board of Directors and volunteers of the 10-A District Agricultural Association will be covered by Workmen s Compensation Insurance while performing their volunteer work during the 2014 calendar year.

4 TBVF Board of Director Meeting Dates: Dillabo discussed the need to look into changing the current meeting policy for the regular scheduled board meeting dates of the 3 rd Wednesday of each month due to numerous conflicts among staff and board members. Following discussion among the board of directors and staff regarding the regular scheduled meeting dates, upon a motion by Director Lusombe, seconded by Director Ball and passed unanimously in favor of the motion, the 10- A DAA Board of Directors moved to change the date of the regularly scheduled 10-A DAA Board of Director meetings from the 3 rd Wednesday of each month to the 2 nd Wednesday of each month unless otherwise posted. 5. Monetary Donation for Fair-time Volunteer Organizations: CEO Dillabo discussed the idea of providing a monetary donation to the Tulelake Volunteer Fire Department, Basin Ambulance and the Tulelake/Butte Valley Family Resource Community Resource Centers for their volunteer contributions throughout the entire week of the 2013 fair. Dillabo expressed a great appreciation for these organization s contributions and feel that a monetary donation is justified due to the time and efforts that they provided the fair. Following discussion among the board and staff regarding the amount of the monetary donations, upon a motion by Director Lusombe, seconded by Director Byrne and passed unanimously in favor of the motion, the 10-A DAA Board of Directors moved to allocate a total of $1,500 to the three organizations, $500 Tulelake Volunteer Fire Department, $500 Basin Ambulance and $500 Tulelake/Butte Valley Family Resource Community Centers A DAA Budget: Dillabo discussed the 2014 proposed 10-A DAA Budget. The budget as proposed projects a 44% reserve on December 31, 2014 and utilizes $17, 152 of current reserves to promote a break-even fiscal year. The total estimated income generated from fair programs is $496,700 along with $40,000 of income estimated from the F&E fund. The total expenses prior to the annual depreciation of $53,531totals $553,852. Following discussion among the board and staff regarding the 2014 Budget, upon a motion by Director Byrne, seconded by Director Ball and passed unanimously in favor of the motion, the 10-A DAA Board of Directors moved to approve the A DAA budget as proposed with the stipulation of pending a CEO Review/Evaluation in January, the board may seek to provide a salary increase for the CEO position which will then be added to the 2014 budget. 7. Sierra Cascade Nursery / Storage Area Project: Dillabo discussed the inquiry from Sierra Cascade Nursery to build a storage building underneath the current grandstands on the fairgrounds. The area is currently utilized for storage of fair items, but they can be moved to accommodate the space requirements of Sierra Cascade Nursery. Discussion among the board took place regarding the fair s financial obligation, if any for the project and rental for the area, if any. Following discussion among the board and staff regarding the action item, upon a motion by Director Herman, seconded by Director Luscombe and passed unanimously in favor of the motion, the 10-A DAA Board of Directors moved to accept the plans of allowing Sierra Cascade Nursery to build a weather tight, secure storage area underneath the Grandstand area with the stipulation that the fair incurs 0% expenses for the project and that the fair board has a chance to review the and approve the building plans once provided to the fair for review. 8. July 4 th Fair Sponsored Event: Dillabo discussed the plans for the fairgrounds to host a Fireworks show and Grandstand Event on July 4 th. Discussion took place regarding the type of grandstand event and the costs of the fireworks show. Following discussion among the board members regarding the event, upon a motion by Director Herman, seconded by Director Ball and passed unanimously in favor of the motion, the 10-A DAA Board of Directors moved to have the fairgrounds host a July 4 th

5 event with a fireworks show. CEO Dillabo will report back to the board with event suggestions at the next scheduled board meeting. 9. Employee Leave Balance Liability: Currently, the CEO and Senior Maintenance have Leave Balance Liabilities in the fair s accounts receivable due to working during furlough days. The employees worked during furlough days and were then deducted pay from the furloughs. Thus in 2009 the F*E auditors developed a accounts receivable account for each employee to pay back hours from the furlough days in which the employees actually worked. Following discussion among the board members regarding the action item, upon a motion by Director Byrne, seconded by Director Criss and passed unanimously in favor of the motion, the 10-A DAA Board of Directors moved to correct the action and pay the employees back for the days worked during the furlough days. The employees accounts receivable will be voided and deleted. 11. EXECUTIVE SESSION: None 12. OPEN MEETING: No Meeting/No Action 13. MATTERS OF INFORMATION: Director s Comments: 1. Director Ball discussed the idea of having the Tulelake-Butte Valley Fair set up an informational booth at nearby fairs for advertisement purposes. Director Ball also discussed the need to change the wording on the uniform policy. Have both items placed on the January board meeting agenda as an action item Manager s Comments: Merry Christmas and Happy Holidays to everyone. 14. AGENDA ITEMS FOR NEXT BOARD MEETING: Action Items: Sweetheart Dinner Event, Primary Residence Definition, Fair Booth Setup/Advertising, Primary Residence Definition, Elections, Vendor Policy Next Scheduled Board Meeting: 1. January 29, the Tulelake-Butte Valley Fair 15. ADJOURNMENT: 1. Upon motion by Director Byrne, 2 nd by Director Herman and passed unanimously, the meeting was adjourned at 8:50 p.m. Dave Dillabo, CEO Venancio Hernandez, Vice President