Sonoma County Fair APPROVED MINUTES OF THE BOARD OF DIRECTORS MEETING Thursday, January 28, :00 p.m. Administration Board Room, Santa Rosa

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1 Sonoma County Fair APPROVED MINUTES OF THE BOARD OF DIRECTORS MEETING Thursday, January 28, :00 p.m. Administration Board Room, Santa Rosa DIRECTORS PRESENT: Lisa Wittke Schaffner, Vice President; Rob Muelrath, Secretary; Cindy Crane, Past President; Doug Beretta, Lisa Carreño, Tony Geraldi, Bob Higham, Ross Liscum, Max Mickelsen, Marcia Mickelson, Annette O Kelley, Bev Palm, Wanda Tapia DIRECTORS ABSENT: Teejay Lowe, President; Marilyn Herzog, Treasurer OTHERS PRESENT: Lorna Fox, Katie Young, Monica Rodriguez, Michael Margetts, Cliff Sanders, Greg Duncan, Becky Bartling, Will Soper via conference call. CALL TO ORDER: 6:02 p.m. PLEDGE OF ALLEGIENCE: Director Geraldi INTRODUCTION OF GUESTS: None PUBLIC COMMENTS: None APPROVAL OF CONSENT AGENDA: Director O Kelley moved to approve the Consent Agenda with a correction to the wording of the draft Minutes of the Agriculture & Exhibits Committee meeting; Director Muelrath seconded the motion; the motion passed unanimously. APPROVAL OF REGULAR AGENDA: Director Carreño moved to approve the Agenda; Director Palm seconded the motion; the motion passed unanimously. PRESIDENT S COMMENTS: DISCUSSION AND POSSIBLE ACTION REGARDING REPORT ON AUDIT AND FAIR FOUNDATION: Will Soper of Beels Soper, LLP presented options regarding the relationship between the Fair Board and the Fair Foundation with regard to presenting the financials of the two entities. Director Muelrath moved to add supplemental information to the Fair financial audit to detail the financials of the Fair Foundation; Director Mickelson seconded the motion; the motion passed unanimously. CEO AND STAFF REPORTS: The Correspondence Binder was circulated. CEO Bartling gave an update on the Fair Sponsorship to date. She stated that the sponsorship activity has been done in-house, and she would like to explore using a contractor to manage sponsorships for the 2017 Fair. For 2016, Bartling will be working with Deputy Manager Young on servicing local sponsorships. CEO Bartling met with representatives from Smith Village and plans are underway for the Storm Water Mitigation project.

2 CEO Bartlling reported on the Western Fairs Association Conference that took place January 3 6, She, Exhibit Coordinator Rodriguez, and Director Tapia attended and stated that it was very informational and was a good networking opportunity. CEO Bartling said that she and Exhibit Coordinator Rodriguez had met with Anne Newmann, General Manager from Rancho Obi-Wan, Inc., which may consider loaning a Star Wars display for the 2016 Fair to compliment the movie theme. Secretary Fox told the Board that the Form 700 for 2015 is due and that she will be ing the Directors their previous year forms to use as a guide. MARKETING, PUBLICITY & ATTRACTIONS COMMITTEE REPORT Director Carreño gave a synopsis of the January 12, 2016 Committee meeting. Director Carreño moved to apply up to $100,000 from the Chris Beck Arena show budget to various stages to allow for multiple free acts during the 2016 Fair; Director Muelrath seconded the motion; the motion passed unanimously. CONCESSIONS, VENDORS & FAIR OPERATIONS COMMITTEE REPORT Director Higham gave a synopsis of the January 12, 2016 Committee meeting. COMPETITIVE EXHIBITS, AGRICULTURE & EDUCATIONAL EXHIBITS COMMITTEE REPORT: Director O Kelley gave a synopsis of the January 12, 2016 Committee meeting. Director O Kelley moved to approve implementing a mandatory Quality Assurance and Ethics Training for all junior livestock exhibitors, junior exhibitor s parent or legal guardian, and any livestock project leaders and advisors who participate in the Sonoma County Fair Junior Livestock program; Director Crane seconded the motion; the motion passed unanimously. Director O Kelley moved to continue offering the Special Junior Livestock Program despite the lack of a special variance from the State Rules Committee; Director Beretta seconded the motion; the motion passed unanimously. BUILDINGS & GROUNDS COMMITTEE REPORT: Director Liscum gave a synopsis of the January 14, 2016 Committee meeting. Director Liscum moved to approve to grant a lease extension to Tayman Park Golf Group, Inc. for another five year term beginning January 1, 2017, with current monthly base rent of $1,688.26, plus utilities and garbage fees and following the same terms as stated in 3.1 of the lease, with an annual 3% escalator; Director Carreño seconded the motion; the motion passed unanimously. Director Liscum moved to approve awarding a contract to North Bay Petroleum for fuel supply and delivery services, January 29, 2016 December 31, 2018 in the amount of NTE $220,000; Director Carreño seconded the motion; the motion passed unanimously. Director Liscum moved to approve staff proceeding with the renovation project of replacing the asphalt in the Jamison Ring with a red cinder footing for the 2016 Sonoma County Fair; Director O Kelley seconded the motion; the motion passed unanimously. RACING COMMITTEE REPORT: Director Mickelsen gave a synopsis of the January 14, 2016 Committee meeting. CEO Bartling stated that she, COO Margetts and Stacey Lapham attended the CHRB meeting.

3 BUDGET & FINANCE COMMITTEE REPORT (Financial report and other documents on file at the Fair Administration office): Director Muelrath gave a synopsis of the January 14, 2016 Committee meeting. EXECUTIVE COMMITTEE: Director Wittke Schaffner stated that due to Chair Lowe s absence, the Strategic Planning topic will be tabled until the February meeting. REPORT ON HARVEST FAIR JANUARY 13, 2016: Director Crane stated that there was no quorum for the meeting, so no action was taken. Tom Scott is the new Chairman as of January. Discussions took place regarding options for integrating home brewers into the Harvest Fair. DISCUSSION AND POSSIBLE ACTION REGARDING SARALEE & RICHARD S BARN PROJECT: Director Liscum gave a synopsis of the committee meetings and stated that to date, the funding was close to $1.9M. He stated that Catherine Reinhart will be contacted regarding the History display of Sonoma County agriculture that will be in the Barn. Director Carreño will be hosting two fundraising lunches at Farmhouse Inn. DISCUSSION AND POSSIBLE ACTION REGARDING THE APPOINTMENT OF A BOARD MEMBER TO THE AUDIT COMMITTEE: COO Margetts stated that Director Mickelsen s term had expired on the Audit Committee. Director Wittke Schaffner nominated Director Mickelsen for an additional 3-year term. Confirmation was unanimous. DISCUSSION AND POSSIBLE ACTION REGARDING CHANGING NAMES ON BANK ACCOUNTS Director Palm moved to change the names on all of the bank accounts, removing Tawny Tesconi and adding Rebecca Bartling; Director Muelrath seconded the motion; the motion passed unanimously. REQUEST FOR FUTURE AGENDA ITEMS (NON-DISCUSSION ITEM): None ADJOURNMENT There being no further business, Director Muelrath moved to adjourn the meeting, Director Liscum seconded the motion; the meeting was adjourned at 7:14 p.m.

4 Exhibit #1 SONOMA COUNTY FAIR & EXPOSITION, INC. Meeting of the Board of Directors January 28, 2016 CONSENT AGENDA 1. Approval of Minutes from the November 19, 2015 Board Meeting (Exhibit #2 of Consent Agenda). Marketing, Publicity & Attractions Committee Report 2. Approval of the January 12, 2016 draft minutes (Exhibit #3 of Consent Agenda) 3. Recommendation to secure the Pig Races, Pollywood Bird Show, and Squirm Burpee for the 2016 Fair. 4. Recommendation to approve contract for website support services to Boylan Point Agency for a three-year, not-to-exceed amount of $40,000 for the term of the agreement. Concessions, Vendors & Fair Operations Committee Report 5. Approval of the January 12, 2016 draft minutes (Exhibit #4 of Consent Agenda). 6. Recommendation to approve a one-year extension with Helm & Sons Carnival with the same terms as 2015 with the Fast Pass option. 7. Recommendation to approve the contract with Patricia Crone for the period of January 1, 2016 through December 31, 2016 with a not-to-exceed amount of $30,000. Competitive Exhibits, Agriculture & Educational Exhibits Committee Report 8. Approval of the December 11, 2015 draft minutes (Exhibit #5 of Consent Agenda) 9. Approval of the January 12, 2016 draft minutes (Exhibit #6 of Consent Agenda) 10. Recommendation to approve $12.00 for the horse show entry fee. 11. Recommendation to approve proceeding with the purchase of shade cloth for the sides of the hog barn, permanent backdrop for Lyttle Cow Palace, new floor boards for cavy cages, Show Pro computer software for rabbit show, rabbit judging coops and rabbit show tables. Buildings & Grounds Committee Report 12. Approval of the January 14, 2016 Minutes of the Buildings & Grounds Committee (Exhibit #7 of Consent Agenda). 13. Recommendation to grant rental to County of Sonoma for 32 nd Annual Volunteer Recognition Reception using same terms as in 2015; no charge for building rental and full reimbursement for all labor, equipment and utility fees with the stipulation that use of any building may be denied or event moved to different building, within 30 days of scheduled use, should a scheduling conflict arise. 14. Recommendation to approve a trade-out agreement for the 4-H ChickenQue Workday on May 5, Racing Committee Report

5 15. Approval of the January 14, 2016 Minutes of the Racing Committee meeting (Exhibit #8 of Consent Agenda). Budget & Finance Committee Report (Financial report and other documents on file in the Fair Administration office) 16. Approval of the January 14, 2016 Minutes of the Budget & Finance Committee meeting (Exhibit #9 of Consent Agenda). 17. Recommendation to approve the December 2015 Financial Statements (Exhibit #10 of Consent Agenda).

SONOMA COUNTY FAIR & EXPOSITION, INC.

SONOMA COUNTY FAIR & EXPOSITION, INC. Meeting of the Board of Directors December 18, 2018-5:30p.m. Fair Board Room, 1350 Bennett Valley Road, Santa Rosa, CA 1. Call to Order AGENDA 2. Pledge of Allegiance