County of Santa Clara Fairgrounds Management Corporation

Transcription

1 County of Santa Clara Fairgrounds Management Corporation DATE: TIME: PLACE: August 30, 2017, Regular Meeting 2:00 PM Directors' Conference Room, Governor's House SCCFMC 344 Tully Road San Jose, CA AGENDA In compliance with the Americans with Disabilities Act and the Brown Act, those requiring accommodations in this meeting should notify the Clerk of the Fairgrounds Management Corporation no less than 24 hours prior to the meeting at (408) , or TDD (408) Please note: To contact the Corporation and/or to inspect any disclosable public records related to an open session item on a regular meeting agenda and distributed by the County to all or a majority of the Board of Supervisors (or any other commission, or board or committee) less than 72 hours prior to that meeting, visit our website at or contact the Clerk at (408) or 70 W. Hedding Street, 10th Floor, San Jose, CA 95110, during normal business hours. Persons wishing to address the Corporation on a regularly scheduled item on the agenda are requested to complete a request to speak form and give it to the Deputy Clerk. (Government Code Section ) Individual speakers will be called by the Chairperson and are requested to limit their comments to two minutes. Groups of speakers on a specific item are asked to limit their total presentation to a maximum of twenty minutes for each side of the issue. COMMUTE ALTERNATIVES: The Board of Supervisors encourages the use of commute alternatives including public transit, bicycles, carpooling, and hybrid vehicles. For public transit trip planning information, contact the VTA Customer Service Department at Monday through Friday between the hours of 6:00 a.m. to 7:00 p.m., and on Saturday from 7:30 a.m. to 4:00 p.m. Schedule information is also available on the web at Bicycle parking racks are available in the James McEntee, Sr., Plaza in front of the County Government Center building. If this Board or Commission does not meet in the County Government Center please contact VTA for related routes. 1. Call to order/roll Call. 2. Public Comment. Opening This item is reserved for persons desiring to address the Fairgrounds Management Corporation on any matter within the subject matter jurisdiction of the Fairgrounds Management Corporation that is not on this agenda. Members of the public who wish to address the Fairgrounds Management Corporation on any item not listed on the agenda should complete a request to speak form and give it to the Deputy Clerk. The Chairperson will call individuals to speak in turn. Speakers are limited to the following: three minutes if the Chairperson or designee determines that five or fewer persons wish to address the Fairgrounds Management Corporation; two minutes if the Chairperson or designee determines that between six and fourteen persons wish to address the Fairgrounds Management Corporation; and one Page 1 of 3

2 Agenda Packet Fairgrounds Management Corporation, County of Santa Clara August 30, 2017 minute if the chairperson or designee determines that fifteen or more persons wish to address the Fairgrounds Management Corporation. The law does not permit Fairgrounds Management Corporation action or extended discussion of any item not on the agenda except under special circumstances. If Fairgrounds Management Corporation action or response is requested, the Fairgrounds Management Corporation may place the matter on a future agenda. Regular Agenda - Items for Discussion 3. Approve minutes of the July 26, 2017 Regular Meeting. 4. Receive report from the Office of the County Executive relating to the progress of the Fairgrounds Master Plan. 5. Receive report from the Interim Executive Director. (Mary Bartlett) 6. Receive report relating to Fairgrounds Management Corporation Financial Statement. (ID# 88063) 7. Ratify services agreement with Randstad Professionals US, LP, relating to providing Chief Financial Officer services. 8. Receive report from the Bylaws Revision Ad Hoc Subcommittee. 9. Discuss recruitment process for the permanent Executive Director position. (Wasser/Greaves) 10. Discuss Executive Director position. 11. Discuss the relationship between Fairgrounds Management Corporation and Fairgrounds Heritage Foundation. 12. Elect Officers for Calendar Year a. Elect Chairperson. b. Elect Vice Chairperson, if necessary. Closed Session 13. Recess to Closed Session to Consider the Following Items: a. Public Employee Performance Evaluation (Government Code Section 54957(b)): It is the intention of the Board to meet in Closed Session to consider the following position of public employment: Executive Director. 14. Reconvene into open session and announce reportable actions, if any, taken in Closed Session. Announcements 15. Announcements and correspondence. Page 2 of 3

3 Agenda Packet Adjourn Fairgrounds Management Corporation, County of Santa Clara August 30, Adjourn to the next regular meeting on Wednesday, September 27, 2017 at 2:00 p.m. in FMC Directors Conference Room, Governors House, 344 Tully Road, San Jose. Page 3 of 3

4 County of Santa Clara Fairgrounds Management Corporation 3 DATE: TIME: PLACE: July 26, 2017, Regular Meeting 2:00 PM Directors' Conference Room, Governor's House SCCFMC 344 Tully Road San Jose, CA Call to Order/Roll Call. MINUTES Opening Chairperson Bartlett called the meeting to order at 2:05 p.m. A quorum was present. Attendee Name Title Status Arrived Mary Bartlett Chairperson Present Charles Wasser Secretary Present Tyson Greaves Director Present Vernon Medicine Cloud Vice Chairperson Late 2:08 PM Jason Baker Director Present 2. Public Comment. One individual addressed the Board. 3. Minutes Approval: Regular Agenda - Items for Discussion a. Approve minutes of the April 26, 2017 Regular Meeting. 3.a RESULT: APPROVED [UNANIMOUS] MOVER: Jason Baker, Director SECONDER: Tyson Greaves, Director AYES: Bartlett, Wasser, Greaves, Baker ABSENT: Medicine Cloud b. Approve minutes of the June 28, 2017 Regular Meeting. 3.b RESULT: APPROVED [UNANIMOUS] MOVER: Jason Baker, Director SECONDER: Tyson Greaves, Director AYES: Bartlett, Wasser, Greaves, Baker ABSENT: Medicine Cloud Minutes Acceptance: Minutes of Jul 26, :00 PM (Regular Agenda - Items for Discussion) Page 1 of 6 Packet Pg. 4

5 3 Minutes Fairgrounds Management Corporation, County of Santa Clara July 26, Receive report from the Office of the County Executive relating to the progress of the Fairgrounds Master Plan. Taken out of order after Item No. 5. Bruce Knopf, Asset and Economic Development Director, Office of the County Executive, County of Santa Clara, reported that the Request for Proposals (RFP) process is unchanged, and that the Board of Supervisors will consider recommendations relating to the submitted responses to the RFP at the August 15, 2017 Board meeting. 4 RESULT: RECEIVED [UNANIMOUS] MOVER: Jason Baker, Director SECONDER: Tyson Greaves, Director AYES: Bartlett, Wasser, Greaves, Medicine Cloud, Baker 5. Receive report from the Interim Executive Director. (Mary Bartlett) Taken out of order after Item No. 3. Vice Chairperson Medicine Cloud arrived at 2:08 p.m. Chairperson Bartlett provided information relating to current events and noted that within the first six months of the year parking revenue compared to last year is up approximately $100,000. Discussion ensued relating to past and current processes for cash handling for parking during events. Ms. Bartlett further stated that Fairgrounds staff is considering re-organization to improve communication regarding food and beverage department and events department. Finally, she stated that the Fairgrounds has secured a six-month contract with Door Dash to utilize the larger kitchen, and noted the contract will be re-evaluated after six months. Discussion ensued relating to kitchen spaces, marketing and services available for events. Further discussion ensued relating to the status of the Fairgrounds Management Corporation (FMC) financial audit contract. 5 RESULT: RECEIVED [UNANIMOUS] MOVER: Jason Baker, Director SECONDER: Charles Wasser, Secretary AYES: Bartlett, Wasser, Greaves, Medicine Cloud, Baker Minutes Acceptance: Minutes of Jul 26, :00 PM (Regular Agenda - Items for Discussion) 6. Receive report relating to Fairgrounds Management Corporation Financial Statement. (ID# 87624) Taken out of order after item No. 4. Page 2 of 6 Packet Pg. 5

6 3 Minutes Fairgrounds Management Corporation, County of Santa Clara July 26, 2017 Abraham Andrade, Chief Financial Officer (CFO), FMC, provided an overview of the written report including the FMC financial position as of June 30, He further stated that FMC has four primary areas that generate profit such as events including building rentals, parking, recreational vehicle storage, and anchor tenants which generated profits of $1.7 million. He stated that generated revenue of hosted events such as Bingo is $930,000, and off track betting (OTB) is $740,000. Mr. Andrade further stated that food and beverage generated $334,000 in revenue and noted that FMC yearto-date total revenues were $3.7 million higher than expected. Discussion ensued relating to differences between allocations of variable costs and general costs. Mr. Andrade reported that FMC total cash balance is currently at $930,000 and noted that the balance is higher by $50,000 compared to last year. He further recommended that FMC Board consider investing surplus cash based on a twelve-month rolling forecast using an investment policy to account for the safety, liquidity and yield of FMC assets and noted that he will review all current procedures and policies relating to cash handling. Finally, Mr. Andrade stated that future financial reports will include a detailed balance sheet and summary of account balances month to month. Discussion ensued relating to the possibility of increasing profits from hosted events such as Bingo and OTB, and the sudden increase in parking revenue. 6 RESULT: RECEIVED [UNANIMOUS] MOVER: Jason Baker, Director SECONDER: Charles Wasser, Secretary AYES: Bartlett, Wasser, Greaves, Medicine Cloud, Baker 7. Discuss and approve re-allocation of Fairgrounds Management Corporation cash reserves to a restricted cash position. Chairperson Bartlett reported that the FMC's current cash reserves does not currently have a restricted cash reserve and recommends the Board consider allocation of funds to a restricted cash position. She clarified that the funds allocated to a restricted cash position would be available on an emergency need basis and noted that procedures should be followed prior to accessing funds. Ms. Bartlett noted the possibility of adding funds to the restricted cash position on a monthly basis, and stated that the cash balance should equal approximately six months of the operating budget. Discussion ensued relating to the creation of a procedure and the total amount of the restricted funds. Approved as amended to direct the Executive Director and the CFO to provide recommendations to the FMC Board relating to a procedure and an amount for the restricted account. Minutes Acceptance: Minutes of Jul 26, :00 PM (Regular Agenda - Items for Discussion) Page 3 of 6 Packet Pg. 6

7 Minutes 7 RESULT: APPROVED AS AMENDED [UNANIMOUS] MOVER: Jason Baker, Director SECONDER: Tyson Greaves, Director AYES: Bartlett, Wasser, Greaves, Medicine Cloud, Baker Fairgrounds Management Corporation, County of Santa Clara July 26, Adopt Resolution ratifying the Sixth Amendment to the Agreement between County of Santa Clara and Santa Clara County Fairgrounds Management Corporation for Legal Services, increasing the hourly rate for attorneys to $250, and extending the agreement for a 12-month period through June 30, 2018, that has been reviewed and approved by County Counsel as to form and legality. (ID# 87579) In response to an inquiry by Director Greaves, Sara Ponzio, Deputy County Counsel, County of Santa Clara, clarified that section six states that the County shall notify the FMC Board should a conflict of interest arise. 8 RESULT: ADOPTED [UNANIMOUS] MOVER: Charles Wasser, Secretary SECONDER: Tyson Greaves, Director AYES: Bartlett, Wasser, Greaves, Medicine Cloud, Baker 9. Discuss the Fairgrounds Management Corporation vision relating to the future development of the Fairgrounds. Chairperson Bartlett stated that Fairgrounds is collaborating with the Fairgrounds Heritage Foundation to determine what the organizations believe will benefit the community. She further stated that the FMC Board should consider connecting with the community to determine how the fairgrounds should be utilized. Director Greaves stated that the Board should consider the creation of an Ad Hoc Subcommittee to craft a plan to articulate what should be done with the property and noted that stakeholders should also collaborate with the Board to determine how the land should be utilized. Director Baker stated that the FMC Board should consider approaching the Board of Supervisors to determine the needs and the vision of the County regarding how the land would benefit the community. Discussion ensued relating to the County extending the current FMC contract and a request for funding for events to meet with community groups. Further discussion ensued relating to FMC not submitting a response to the RFP and the County's decision to create the RFP process. Minutes Acceptance: Minutes of Jul 26, :00 PM (Regular Agenda - Items for Discussion) Page 4 of 6 Packet Pg. 7

8 Minutes 9 RESULT: RECEIVED [UNANIMOUS] MOVER: Jason Baker, Director SECONDER: Charles Wasser, Secretary AYES: Bartlett, Wasser, Greaves, Medicine Cloud, Baker Fairgrounds Management Corporation, County of Santa Clara July 26, Receive report relating to the Fairgrounds Heritage Foundation. Lynne Brown, Board Member, Fairgrounds Heritage Foundation, reported that the Foundation has been advocating for community engagement in deciding the future of the Fairgrounds and noted past Foundation involvement with re-design of projects such as the Martial Cottle Park and the City of San Jose St. James Park. She further stated that the Foundation is willing to collaborate with FMC to present a possible re-design for the Fairgrounds. She reported that the Foundation holds many events to engage with the Community and noted that an upcoming Indian event will take place in Saratoga. Finally, she stated that the Foundation is currently fundraising to sponsor events that relate to the future of the Fairgrounds and noted that the Foundation decided not to submit a response to the RFP due to the limited community involvement. Discussion ensued relating to the Fairgrounds Heritage Foundation fundraising and the Foundation's relationship with FMC. On motion of Director Baker, seconded by Director Greaves, the Board directed the clerk to place discussion of the relationship between the Fairgrounds Heritage Foundation and FMC on a future FMC Board of Directors meeting agenda. 10 RESULT: RECEIVED [4 TO 0] MOVER: Jason Baker, Director SECONDER: Vernon Medicine Cloud, Vice Chairperson AYES: Bartlett, Greaves, Medicine Cloud, Baker ABSTAIN: Wasser Closed Session 11. Recess to Closed Session to Consider the Following Items: Chairperson Bartlett recessed into Closed Session at 3:40 p.m. a. Public Employee Performance Evaluation (Government Code Section 54957(b)): It is the intention of the Board to meet in Closed Session to consider the following position of public employment: Executive Director. Minutes Acceptance: Minutes of Jul 26, :00 PM (Regular Agenda - Items for Discussion) b. Significant exposure to litigation (Government Code Section (b)): It is the intention of the Board to meet in Closed Session to confer with Legal Counsel regarding a significant exposure to litigation. Page 5 of 6 Packet Pg. 8

9 3 Minutes Fairgrounds Management Corporation, County of Santa Clara July 26, Reconvene into open session and announce reportable actions, if any, taken in Closed Session. Chairperson Bartlett reconvened the meeting at 4:16 p.m. Chairperson Bartlett announced that there were no reportable actions taken during Closed Session. 13. Announcements and correspondence. Announcements No announcements were made and no correspondence was considered. Adjourn 14. Adjourn to the next regular meeting on Wednesday, August 30, 2017 at 2:00 p.m. in FMC Directors Conference Room, Governors House, 344 Tully Road, San Jose. Chairperson Bartlett adjourned the meeting at 4:17 p.m. Respectfully submitted, Jessica Schmidt, Deputy Clerk Minutes Acceptance: Minutes of Jul 26, :00 PM (Regular Agenda - Items for Discussion) Page 6 of 6 Packet Pg. 9

10 6 County of Santa Clara Fairgrounds Management Corporation DATE: August 30, 2017 TO: FROM: Fairgrounds Management Corporation Jessica Schmidt, Deputy Clerk SUBJECT: FMC July 2017 Financial Statement RECOMMENDED ACTION Receive report relating to Fairgrounds Management Corporation Financial Statement. ATTACHMENTS: JULY 2017 FINANCIAL STATEMENT (PDF) Board of Supervisors: Mike Wasserman, Cindy Chavez, Dave Cortese, Ken Yeager, S. Joseph Simitian Packet Page Pg. 1 of 101 County Executive: Jeffrey V. Smith

11 6.a Attachment: JULY 2017 FINANCIAL STATEMENT (88063 : FMC July 2017 Financial Statement) Packet Pg. 11

12 6.a Attachment: JULY 2017 FINANCIAL STATEMENT (88063 : FMC July 2017 Financial Statement) Packet Pg. 12

13 6.a Attachment: JULY 2017 FINANCIAL STATEMENT (88063 : FMC July 2017 Financial Statement) Packet Pg. 13

14 6.a Attachment: JULY 2017 FINANCIAL STATEMENT (88063 : FMC July 2017 Financial Statement) Packet Pg. 14

15 6.a Attachment: JULY 2017 FINANCIAL STATEMENT (88063 : FMC July 2017 Financial Statement) Packet Pg. 15

16 6.a Attachment: JULY 2017 FINANCIAL STATEMENT (88063 : FMC July 2017 Financial Statement) Packet Pg. 16

17 6.a Attachment: JULY 2017 FINANCIAL STATEMENT (88063 : FMC July 2017 Financial Statement) Packet Pg. 17

18 6.a Attachment: JULY 2017 FINANCIAL STATEMENT (88063 : FMC July 2017 Financial Statement) Packet Pg. 18