MINUTES OF THE BOARD OF DIRECTORS MEETING

Transcription

1 Sonoma County Fair Approved MINUTES OF THE BOARD OF DIRECTORS MEETING Thursday, April 22, :00 P.M. Administration Office, Directors Room DIRECTORS PRESENT: Bev Palm, President; Ross Liscum, Vice-President; Saralee McClelland Kunde, Treasurer; Doug Beretta, Secretary; Tom Nunes; Ralph Bettinelli; Dave Lewers; Tony Withington; Mike Runyan; Cindy Crane; Lisa Carreño DIRECTORS ABSENT: Annette O Kelley (called); John Serres (called); Ed Clites (called); Heidi Darling (called) OTHERS PRESENT: Tawny Tesconi; Julie Elliott; Jane Engdahl; Sheila Quince; Greg Duncan; Ambrosio Vigil; Armando Vigil; Don Lind; Sylvia Parkinson; Patrick Warner; Kenn Hadermann The meeting was called to order by President Palm at 6:02 p.m. PLEDGE OF ALLEGIANCE: Director Runyan led the Pledge of Allegiance. PUBLIC COMMENTS: Don Lind and Kenn Hadermann of Golden State Sound addressed the Board regarding their concerns with the Sound RFP process currently underway for the Fairs. INTRODUCTION OF GUESTS: President Palm introduced Mark Rivers, President/CEO of Brix. APPROVAL OF AGENDA: President Palm informed the Board that item #19 is deleted from the agenda because there is no action to be taken. Director Liscum moved to approve the agenda with item #19 Discussion and possible action regarding the donation of a 15,000 sq ft tent from Twin Pine Casino & Ovations be deleted; Director Runyan APPROVAL OF MINUTES FROM MARCH FULL BOARD MEETING 3/18/10: Director Withington moved to approve the minutes from the March Full Board Meeting on March 18, 2010; Director Nunes MANAGER S REPORT: Manager Tesconi reminded the Board that the 1 st Annual Awards Dinner would be held on May 20, 2010 at 6:00 p.m. in the Showcase Café. She also indicated that there may not be an Executive Committee meeting in May and the Full Board meeting will begin at 4:00 p.m. to make sure the meeting is over prior to the Awards Dinner. She request that the Board all wear their badges and to notify Julie if anyone needs a badge ordered. All other items were informational. PRESIDENT S COMMENTS: President Palm reminded the Board that there would be a meeting of the Ad-Hoc Committee regarding the 75 th Anniversary Celebration on April 22 nd. All other items were informational. PUBLICITY/ATTRACTIONS/TICKETS & ADMISSIONS COMMITTEE REPORT: Director Nunes moved to approve minutes from the Publicity Committee meeting on April 6, 2010; Director Carreño Director Nunes moved to direct staff to work with Diedre M. Tubb & Marlayne Williams to put together a Deaf Awareness Day for the 2010 Fair; Director Liscum seconded the motion; the motion passed

2 Full Board Minutes Page 2 of 5 Director Nunes moved to purchase the roller coaster float for no more than $6,000 from Jacque Giuffre with the following changes: Sonoma County Fair name needs to be on the float and an interchangeable annual Fair logo section needs to be added; Director Runyan seconded the motion; Discussion ensued; the motion passed Director Nunes moved to allow Pomona Grange #1 to hold their annual barbeque on Tuesday, July 27, 2010 in the Reynolds Park on opening day of the Fair with the understanding that Pomona Grange #1 will be responsible for paying for any hard cost incurred by the Fair including equipment & labor directly related to their event; Director Carreño seconded the motion, discussion ensued; Director Liscum moved to amend the motion by removing the word hard ; Director Carreño seconded the amendment; the motion and amendment passed Director Nunes moved to accept the following special promotions/discounts and to give Manager Tesconi authority to negotiate with Costco & Helm & Sons regarding the following programs: First Choice Program #2: 4 Adult Tickets, 2 WOW Carnival Coupons, 4 free small drinks or $10 food voucher (participating vendors) with a possible tie-in with Community attraction Value of $78; Sales price of $55; Second Choice Program #1: 4 Adult Tickets, 1 Parking, $10 Food Voucher (participating vendors) possible tie-in with Community attraction Value of $52; Sales price of $30; Replace Fair pre-sale discount book of 10 admissions for $70 with $7 pre-sale Adult Admission Ticket; $30 Season Pass for customers, vendors and exhibitors. (Season Pass may only be used once a day to get into the Fair which will require customers to obtain a hand-stamp upon leaving the Fair in order to return on the same day for free.); Director Carreño seconded the motion; discussion ensued; Director Nunes amended the motion to remove the First Choice and accept the second choice with the addition of 4 racing grandstand seats; Director Carreño seconded the amendment; the original motion was amended as follows; First choice scratched and Second Choice Program #1: 4 Adult tickets, 1 parking, $10 Food Voucher (participating vendors) and 4 racing grandstand seats possible tiein with Community attraction Value of $64; Sales price of $30; the motion and the amendment passed FLOWER SHOW COMMITTEE: Due to a lack of quorum the Flower Show Committee meeting was cancelled. AGRICULTURE COMMITTEE: Director Beretta moved to approve minutes from the Agriculture Committee meeting on April 6, 2010; Director Runyan Director Beretta moved to send letters to K. Finn, D. Gambonini, R. Mantua, J. Martin and J. Pacatte inquiring if they are still interested in being a member of the Farmer s Day Committee and to send a letter to P. Sloan inviting him to become a member; Director McClelland Kunde

3 Full Board Minutes Page 3 of 5 Director Beretta moved to award the Junior Livestock Auction transportation bid to Davis Hauling, L.L.C. of Pope Valley for a price of $3,255.00; Director McClelland Kunde seconded the motion; the motion passed Director Beretta moved to charge $5.00 per head for JLA Market Animals DNA packets submitted for over 5 head per exhibitor and to charge clubs/chapters/independent juniors for excess DNA kits requested that are not returned back to the office; Director Runyan seconded the motion; the motion passed BUDGET & FINANCE COMMITTEE REPORT - (All supporting documents on file at the Sonoma County Fairgrounds Administration Office): Director McClelland Kunde moved to approve minutes from the Budget & Finance Committee meeting on April 6, 2010; Director Beretta seconded the motion; the motion passed Director McClelland Kunde moved to approve March cash disbursements totaling $602,572.21; Director Carreño Director McClelland Kunde moved to approve March Financial Report; Director Runyan Director McClelland Kunde moved to approve the March purchase orders in excess of $10,000; Director Beretta Director McClelland Kunde moved to approve the March contracts in excess of $10,000; Director Withington Director McClelland Kunde moved to write-off the remaining 2008 JLA accounts totaling $1, ($ Ed Cook; $ Jason Pelm & $ Steve Figone); Director Runyan BUILDINGS & GROUNDS/CONCESSIONS COMMITTEE REPORT - (All supporting documents on file at the Sonoma County Fairgrounds Administration Office): Director Liscum moved to approve minutes from the Buildings & Grounds/Concessions Committee meeting on April 6, 2010; Director Withington seconded the motion; the motion passed Director Liscum moved to allow Tawny to negotiate an agreement similar to 2009 s agreement with SCSO/DSA for their Law Enforcement K9 Trails to be held on Friday, June 25 th and Saturday, June 26 th, and that reimbursement of any costs be part of the agreement; Director Runyan seconded the motion; the motion passed with Director Lewers opposed. Director Liscum moved to have staff develop written policies regarding rental consideration given to agriculture-related educational booths at the Fair. Further, the Committee recommended that these booths will be required to use and pay the costs of Fair-provided canopies and will be required to pay a stipend if they sell products within their booth; Director McClelland Kunde

4 Full Board Minutes Page 4 of 5 Director Liscum moved to direct staff to submit an application for an ODA permit and to refine the Draft Electronic Sign Policies and Procedures; Director Runyan seconded the motion; the motion passed Director Liscum moved to direct staff to amend the policy to allow Fair Management to approve designated smoking areas at Fair, during Non-Fair Events and at year round activities; Director Withington Director Liscum moved to allow Fair Manager to negotiate an agreement with S.C.M.I.C. Committee for the use of the Carnival Lot for a community-based Bicentennial celebration of the Independence of Mexico on September 12 th. Agreement must require reimbursement for any costs with the Fair retaining all parking and alcohol concessions revenues; Director McClelland Kunde RACING COMMITTEE: Director Withington moved to approve the minutes from the Racing Committee meeting on April 6, 2010; Director Runyan Director Withington moved to direct staff to draft a letter to Vic Stauffer inviting him to be the race meet announcer for the 2010 Sonoma County Fair; Director Liscum seconded the motion; the motion passed Director Withington moved to raise the price of the Daily Racing Digest sold at the Jockey Club from $6.75 each to $7.50 each; Director Nunes seconded the motion; the motion passed Director Withington moved to add President Palm s signature on the letter to CARF, and for the letter to be reviewed by Director Carreño. In addition, he requested Tesconi add a list of items that still have not been completed by CARF to the letter; Director Beretta seconded the motion; the motion passed HARVEST FAIR: All items were informational only. EXECUTIVE COMMITTEE REPORT: President Palm informed the Board of the Ad-Hoc Committee meeting regarding the Sonoma County MarketHall would be held at the Fairgrounds on Wednesday, April 28 th from 11:00 am to 1:00 pm. DISCUSSION AND POSSIBLE ACTION REGARDING PREVIEW INVITATION REVIEW: The Board reviewed the Hall of Flowers Preview invitation. Discussion ensued. Changes to be made as follows: Insert County in the first sentence between Sonoma and Wine; insert Exclusive in the second sentence between Flowers and Preview; delete & Donation and replace with $5 cost/$20 Donation ; remove No one under 21 admitted to No one under 21 will be served alcohol ; and the word Ag between local and students. Director Withington

5 Full Board Minutes Page 5 of 5 moved to accept the changes and to change the invite to allow ages 16 and over to attend on a trail basis and for this to be brought back after the event; Director Runyan seconded the motion; the motion failed with 7 opposed. Director Carreño moved to change the invite to allow children and adults of all ages to attend; Director Withington seconded; the motion passed with 3 opposed. Director Liscum moved to accept the invitation for the Hall of Flowers Preview with the changes above; Director Withington seconded; the motion passed DISCUSSION AND POSSIBLE ACTION REGARDING FLOWER SHOW DEDICATION: No action was taken. DISCUSSION AND POSSIBLE ACTION REGARDING THE DONATION OF A 15,000 SQ FT TENT FROM TWIN PINE CASINO & OVATIONS: This item was scratched. DISCUSSION AND POSSIBLE ACTION REGARDING SONOMA COUNTY MARKETHALL - (All supporting documents on file at the Sonoma County Fairgrounds Administration Office): Tesconi presented the Board with a resolution regarding the Sonoma County MarketHall. Director Withington moved to adopt the resolution as presented; Director Beretta seconded the motion; the motion passed REQUEST FOR FUTURE AGENDA ITEMS (NON-DISCUSSION ITEM): Director Carreño requested that Maintenance Worker, Jose Jaimes-Tinoco and his family be invited to a Full Board meeting Discussion regarding photovoltaic system & loan agreement Comparison of County Counsel Cost from (make sure to differentiate rate for paralegal/attorney, changes from year to year in rates) Harvest Fair Budget for approval ADJOURNMENT: President Palm commended the Harvest Fair on all their hard work on their Budget. There being no further business Director Lewers moved to adjourn the meeting at 7:20 p.m.; Director Crane