MINUTES OF MEETING of the BOARD OF DIRECTORS MEETING DATE & LOCATION

Transcription

1 MINUTES OF MEETING of the BOARD OF DIRECTORS 20th DISTRICT AGRICULTURAL ASSOCIATION Gold Country Fairgrounds 1273 High Street, Auburn, California MEETING DATE & LOCATION Thursday August 24, 6:00 Board of Directors Room Clubhouse 1273 High Street, Auburn, CA Notice and Agenda available on internet at I. CALL TO ORDER: President Bedwell called the meeting to order at 6:07 pm II. ROLL CALL: Directors Present: Bedwell, Smith, Johnson, Parnell, and Carson. Bedwell determined that the requirements for a quorum were met. Directors Excused Absent: Sands Unexcused Absent: Durand Staff Present: Don Ales, CEO and Lori Oesterling, Administrative Assistant Guests: Lani Johnston - Home Show, Dennis Arietta- Christmas Basket Program, Stephanie Snyder - Auburn Leadership Class of 2016, Greg Toste - Fairgrounds Senior Maintenance worker. III. PLEDGE OF ALLEGIANCE: Roll call was taken and Pledge of Allegiance was recited. IV. PUBLIC COMMENT: Stephanie Snyder, Leadership Auburn 2016, officially handed over the new Archway on Sacramento Street to the Gold Country Fairgrounds. The Board sent their sincere gratitude and congratulated the class on the completion of the project. Lani Johnston, Home Show, suggested that Jack Pchelkin should be a candidate for the McCann Award. Ms. Johnston also commented that she is impressed with Greg Toste, Senior Maintenance Worker, on his outstanding job with the fairgrounds. V. CONSENT CALENDAR- I. Director Parnell made a motion to approve the Consent Calendar. Seconded by Director Johnson; motion carried to approval. Board Member Approved (Yes Vote) Not Approved (No Vote) Abstain Debby Bedwell Ray Smith Mike Carson Julia Durand (Absent) Peg Johnson (Seconded Motion) Luke Parnell (Made Motion) Tim Sands (Absent) 1

2 II. III. Approval of Expenditures: Checks and Payments Report Approval of the following Agreements: a. Review & Approval of Refunds none to report VI. Christmas Basket Program: Dennis Arietta started by reminding the Board that their organization provides food and toys for the unfortunate in Placer County for the Christmas Holiday. This is their 34th year and all of their funding comes from the community. They are asking the Board to use the Armory Building for two weeks with no charge from Thursday, December 7 until they disperse the packages to the community on Saturday, December 16. It was noted the CEO Ales left the meeting at 6:25pm and returned at 6:30pm, Director Parnell stepped outside at 6:27pm and returned at 6:28pm, and Mike Carson stepped outside at 6:34pm and returned at 6:35pm. After much discussion, Director Carson made a motion to offer Placer Hall from December 7th through December 16th to the Christmas Basket Program at no charge. Director Parnell seconded the motion; motion carried to approval. Board Member Approved (Yes Vote) Not Approved (No Vote) Abstain Debby Bedwell Ray Smith Mike Carson (Made Motion) Julia Durand (Absent) Peg Johnson Luke Parnell (Seconded Motion) Tim Sands (Absent) VII. GOLD COUNTRY FAIR HERITAGE FOUNDATION Mike Carson, Gold Country Fair Heritage Foundation, reported that the volunteer schedule for the bars during fair is almost full. Director Bedwell, Director Smith, Director Johnston, and the Pageantry have made arrangements to guide the Star Wars Strom Troopers throughout the fair for picture opportunities on Saturday, Sept. 9th. VIII. COMMITTEE AND STAFF REPORTS A. CEO Report: CEO Ales introduced Greg Toste, Senior Maintenance Worker, to the Board. 1. Wireless update - CEO Ales informed the Board that the coaxial tested fine and the secure Wi-Fi also tested fine. We now have the ability to lock down segments of the fair website and give out multiple secure sites with different passwords. WAVE started pulling fiber on Tuesday and should be completed by next week. There will be a final test of the fiber and then WAVE will turn over the information on the landing page and how to change codes. This will consist of a software program that the staff will be able to change in a three-step process. A new phone system has been installed and is up and operating. An extra phone was installed in the office and in the Heritage Foundation office. Donated four large televisions to use in the Sports Bar at fair time. Signage will be going up soon; WAVE Technology Building 2

3 B. Committee Assignments: 1. Buildings & Grounds Director Johnson reported that Goliath (old furnace) has been removed and installation is scheduled to go in on Friday. The redwood panels will start being installed. Electrical is completed except for the exterior. 2. Website & Social Media: Ms. Nix s contract is paid in full and she saved us $2,500 with the Exhibitors Hand Book when the other contractor did not fulfill their contract. Website has a professional appearance and platform. Online tickets sales are doing well. Family packet sales are strong. 3. Fair Update: CEO Ales highlighted some of the areas regarding fair time. Robinson Sand & Gravel provided a buggy and old truck, and Greg Toste brought in an airplane for kids to sit in as props for the Armory Building. Volunteers helped freshen up the still exhibit props in the Armory building with a more modern color scheme. Union Bank will loan some artifacts that will go in the Echo Chamber. Freshly painted displays will be going in the Sierra Building. So far there are 800 still exhibit entries and more are coming in. Livestock exhibit entries are up. Permanent speakers have been installed in the Livestock area. TEI will shuttle the artist for their performances. Tahoe Cattlemen s will have a food booth and the proceeds will go to repairing the Cattlewomen s barn. Placer Building has 48 vendors and is expected to be full by Fair. Upper Armory Road is a tough sell with 11 spots still open. Gold Country Stage now the Barefoot Bubbly Stage will be completed in time for Fair. Signs will be made to direct guest throughout the fairgrounds. Community Stage will be moved back to the Food Court. Sponsorship is at $40,000. Roper s Jeweler s will sponsor the Gazebo. Walker s Office Supply s will sponsor the Fiesta Stage. The hard cost for the fair is $96,000. Ag-Venture is coming along. Kubota will bring in some tractors, Robinson Sand & Gravel will sponsor Robinson Fishing hole to fish for prizes that were donated by Placer County Farm Bureau, Strom Troopers will make an appearance, and Machado s Orchard will provide healthy snacks. The pony rides will be coming back along with Walk on the Wildside. Markstein Beverage will try to bring in wine barrel tables to match the new stage. Ole Republic is working on the beer and will only be pouring in the Sports Bar. BarefootS is donating 12 cases of wine. CEO Ales wanted to thank the fair staff for all of their hard work. VIII. CORRESPONDENCE: CEO Ales began by informing the Board of the lease that the 20 th DAA has with Union Pacific Railroad Company. This unexpected expense of $4,200 was paid because it encompasses the livestock parking lot and the horse arena. CEO Ales will do more research with Union Pacific Railroad. 3

4 I. FINANCIALS: Director Parnell reviewed expenses and informed the Board it was what we expected for fair time it s tight! The financial committee meet with CEO Ales and agreed to get the financial reports right after fair. The finance committee wants to have drafts on the 2018 budget ready for October so the final draft can be ready for the State by November 1. Director Parnell would like to have the finance committee meet at the end of September to start drafting the budget. OLD BUSINESS: None I. NEW BUSINESS: 1. Fair Volunteer Assignment update: A. Director Johnson reported that there has been a good response for the Special Person s Day program. So far only a few have forwarded the paperwork into the office, but people are calling in and asking for information. B. Director Bedwell will forward contact information on the pageantry girls who are volunteering to help during fair time. 2. Director Bedwell previewed the events for Opening Night/VIP Dinner: Official Ribbon Cutting with Chamber members at Sacramento Street entrance for the new archway Dinner at Fast Fridays in picnic area and Mr. Joiner of Fast Fridays offered to donate the beer. Café Delicious will provide a taco bar. Pageantry will meet and greet guest at the VIP Dinner. Minions made from hay bales will be used for decorations. Cowboy/Cowgirl cut outs for photo opportunity. Reusable bags will be given out to guest. Color Guard will do the National Anthem. CEO Ales will provide a short presentation and awards. Director Parnell will present award to Laurie Johnson. Barefoot & Bubbly Stage Dedication and contribution from the Heritage Foundation is scheduled at 6:45pm. Invitations will be mailed out on August 25 th. 4

5 II. MATTERS OF INFORMATION CEO Comments We are good! Director/Staff comments: Director Bedwell Thank you Lori and everyone else for your hard work. Would like to schedule a meeting before fair for Tuesday, September 5 th. Director Smith Pass Director Carson - Pass Director Durand Director Johnson Thank you Lori and everyone else for their help. Director Parnell Regarding the Food Basket did not like how it looked we need to be more sensitive. Director Sand s C. Board Meeting Dates: 1. Tuesday, September 5, Thursday, September 28, 2017 III. ADJOURNMENT President Bedwell adjourned the meeting at 7:45 pm. Don Ales, CEO Date Debby Bedwell, President Date 5