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HomeMy WebLinkAboutButte County Fair Association Board of Directors' meeting minutesBUTTE COUNTY FAIR ASSOCIATION DOW OF sUPERvison REGULAR BOARD OF DIRECTORS' MEETING APR - 3 2014 MINUTES October 15, 2013 6:00 P.M. DIRECTORS' ROOM QVVLLE,CALIFORNW BUTTE COUNTY FAIRGROUNDS, GRIDLEY, CALIFORNIA 1.0 CALL TO ORDER — 6:00 p.m. President Leigh Ann Jones called the meeting to order at 6:04 p.m. 1.1 ROLL CALL OF DIRECTORS Directors Present: Alhswede, Coolidge, Foster, Jemigan, Jones, Townsend and Wilkerson Directors Excused Absent: Donati 1.2 RECOGNITION OF OTHERS PRESENT Mike Cook, Kathy Ingvoldsen and Steve Kenny 1.3 President Jones led those present at the meeting in the Pledge of Allegiance. 2.0 CONSENT AGENDA ITEMS CA #1 THROUGH CA #5 Consent Agenda of items 2.1 through 2.5 was moved by Director Alhswede, seconded by Director Coolidge and carried that the Consent Agenda items 2.1 through 2.5 which includes Declaration of a Quorum, Excused Absences, Approval of Association Minutes, Correspondence and Interim Events Calendar be approved as presented. 3.0 ACTION AND DISCUSSION ON ITEMS PULLED FROM CONSENT AGENDA No items pulled. 4.0 COMMUNICATIONS FROM THE FLOOR: 6.0 REGULAR AGENDA 5.1 FINANCIAL REPORT a. CEO Kenny reported that the Gridley High School cancelled the Crack House, due to the event wasn't coming together like they thought it should be. CEO Kenny stated that the Bullriding went good, but they didn't make as much money as they have in the past events. Kenny reported that the Quota Club is having their annual wine tasting this month. CEO Kenny reported that there is a Poultry Show coming and we are hoping that it is a success and that their able to hold multiple events throughout the year. Kenny stated the craft show was a returning event this year. CEO Kenny stated that we hoping to schedule some Holiday parties with some local businesses. Director Coolidge recommends that we reach out to the larger local businesses via a letter. CEO Kenny reported that the Veterans Hall was no longer renting and was hopeful that we would pick up more interim events. CEO Kenny reported that he was in contact with the County about referring any contacts to the Fairgrounds, and posting information on the County's website. Director Townsend recommends that we put up fliers at the Veterans Hail on the board. b. There were no comments regarding the balance sheet. C 4D c. Director Coolidge asked how much was left on open invoices from the Junior Livestock Auction, Kathy Ingvoldsen report approximately ten thousand. Director Coolidge asked why there is a discrepancy, Kathy Ingvoldsen stated the re -sale checks are deposited in that account and that's why there is a difference. Director Foster asked way we had thirty -two thousand in open invoices. CEO Kenny stated that a large portion of that is reimbursement from the county. Director Alhswede moved to pass the financial report, Director Townsend seconded the motion, motion passed. 6.00EO REPORT a. Interim Events — CEO Kenny reported that letters and applications had been sent out to the yearly events to get them on the calendar for 2014. CEO Kenny stated that we are trying to get the dates on the calendar for the Hispanic Rodeos and the team roping's. b. 2014 Budget — CEO Kenny stated he has been working on the 2014 budget to present to the Butte County Board of Supervisors on November 12" , at 10 am. CEO Kenny asked if there could be a budget committee formed to work with CEO Kenny to finalize the budget. A budget committee was formed and consists of Director Alhswede, Director Coolidge and Director Wilkerson. Director Foster asked how Ryne Johnson's presentation was different than CEO Kenny's. Director Jones explained that Ryne's was a long term budget and CEO Kenny's was a short term budget plan. CEO Kenny reported that he had a meeting with Rick Rubino regarding renewing the lease of Farmers Hall. In the discussion, CEO Kenny and Mr. Rubino discussed long and short term lease options. CEO Kenny will be working closely with Grant Hunsiclker, Butte County, to work through the leasing options. CEO Kenny's goal is to create a lease that is a win for all parties and ultimately provide the best facility and services to all parties. CEO Kenny asked if the Board should consider a long term lease. c. County Updates — CEO Kenny reported that the County will be testing the pump to find out if the plan for the sprinklers will work with your existing pump. CEO Kenny reported that the bid to work on the trimming of the trees has gone out and is moving along as is the landscaping work. CEO Kenny stag that they have been working on the plans for planting more trees. d. Business Incubator Program — CEO Kenny stated that presentation would be made to the Board of Supervisors on November 12" , at 10 am. e. CFSA Fall Managers Meeting — CEO Kenny reported that he would be attending the meetings November 4-& in Sacramento. f. WFA Convention — CEO Kenny expressed that he would like himself and Kathy Ingvoldsen to attend the conference. Director Jones stated that it is very beneficial and that she may also try to attend. 7.00LD BUSINESS a. JLA Appointees and By Laws — Director Townsend announced that she interviewed the Applicants and Patrick Benedict was chosen to the committee. CEO Kenny addressed the By Laws of the JLA, Director Coolidge made a motion to have the JLA committee and the Butte County Fair Staff look over the By Laws and make changes and change By Laws to Rules and Procedures, Director Alhswede seconded the motion, the motion passed. b. Cal PERS Transition —CEO Kenny reported that the PERS transition had stalled due to the County objected to the wording from PERS. PERS and the County are trying to come to any agreement. CEO Kenny stated that he was hoping to have it resolved and brought before the Board in the November meeting. 8.0 NEW BUSINESS a. Nominations Committee, 2014 Officers — CEO Kenny recommended a nominating committee to appoint new officers. Director Townsend stated that she would prefer to pass on being the Chair. Director Wilkerson stated that he and Director Donati would be the committee. Director Wilkerson asked Director Jones if she would be willing to take the chair again for another year. Director Jones stated that she would be willing. b. November Board Meeting Date — CEO Kenny stated that the Board of Supervisors - meeting was originally scheduled for the same day as the Fair Board meeting, but was recently informed that County Board of Supervisors moved their meeting to November 12,2013. CEO Kenny stated that the Board meeting would stay as regularly scheduled November 19, 2013. Director Ahlswede — Commended CEO Kenny for thinking outside the box and that good things would come of it. Director Coolidge — Super excited. Director Donati — Director Foster — Good meeting, thanks. Director Jernigan — NIA Director Jones — Appreciated CEO Kenny's FYI's throughout the month. Director Townsend — Loves CEO Kenny's enthusiasm and email updates. Director Wilkerson — NIA The next scheduled Board of Directors meeting is scheduled for November 19, 2013. Director Jones adjourned the meeting at 7:28 p.m. Respectfully submitted, Idsen Administrative Assistant Minutes Approved, Steve Mirjtates App , rZ7, fly',," °� L `-- Leigh Ann Jones Board of Director's President BUTTE COUNTY FAIR ASSOCIATION REGULAR BOARD OF DIRECTORS' MEETING MINUTES December 17, 2013 6:00 P.M. DIRECTORS' ROOM BUTTE COUNTY FAIRGROUNDS, GRIDLEY, CALIFORNIA 1.0 CALL TO ORDER — 6:00 P.M. Vice President Townsend called the meeting to order at 6:02 p.m. 1 ROLL CALL OF DIRECTORS Directors Present: Alhswede, Coolidge, Donati, Foster, Jernigan, Townsend and Wilkerson Directors Excused Absent: Jones 1.2 RECOGNITION OF OTHERS PRESENT Natalie Reis, David Brockman, Kathy Ingvoldsen and Steve Kenny 1.3 PLEDGE OF ALLIGENCE TO THE FLAG OF THE UNITED STATES OF AMERICA Director Donati led those present at the meeting in the Pledge of Allegiance. 2.0 Consent Agenda of items 2.1 through 2.5 was moved by Director Foster seconded by Director Alhswede and carried that the Consent Agenda items 2.1 through 2.5 which includes Declaration of a Quorum, Excused Absences, Approval of Association Minutes, Correspondence and Interim Events Calendar be approved as presented. 3.0 ACTION AND DISCUSSION ON ITEMS PULLED FROM CONSENT AGENDA No items pulled. 4.0 COMMUNICATIONS FROM THE FLOOR: 5.0 REGULAR AGENDA 5.1 FINANCIAL REPORT CEO Kenny reported on upcoming interim events. Director Foster inquired about having an audit for this year. CEO Kenny reported that we are requesting an audit from the County again this year. Director Foster requested that Board be notified when the audit is complete and the auditor address the Board. Kathy Ingvoldsen updated the Board on which invoices were outstanding and paid. Director Donati made a motion to write off Rosa Caudillo Sena and Jennifer Waelty. Director Wilkerson seconded the motion. Motion carried Director Alhswede moved to pass the financial report, and Director Jernigan seconded the motion. Motion carried. 6.00EO REPORT a. Interim Events — CEO Kenny reviewed the interim events for December thru April. The Board discussed daily rental rates, set -up and tare down rates and replacing tables and chairs for Butte Hall. 4 b. County Updates — CEO Kenny reported that work had started on the roof of Farmers Hall. CEO Kenny stated the County has handed the Fair over to the Economic Development Department of the County. c. JLA Update — CEO Kenny reported that JLA officers will be having a meeting this week, and hopefully in January he will be presenting the Board with their recommendations. CEO Kenny stated he was in contact with Kathleen Blakenship in returning as the Livestock Superintendent for 2014 fair and she was interested in returning. Kathleen will also submit recommendations in January for the Board. d. RV Park Rates and Rules Update — CEO Kenny reported that we have 15 tenants currently in the RV Park. CEO Kenny discussed with the Board regarding refunds if tenants moved out early and the rules state no refunds and the Board agreed that there should be no refunds. e. WFA Convention — CEO Kenny reported that Kathy Ingvoldsen and Kenny would be attending the WFA Convention January 5 -8, 2014. 7.0OLD BUSINESS a. Cal PERS — CEO Kenny reported that the PERS was still in negotiations and holding for a decision. 8.0 NEW BUSINESS a. Budget for Miss Butte County — David Brockman represented a report on where the monies go for the Miss Butte County Pageant. DIRECTORS COMMENTSIQUESTIONS Director Ahlswede — Stated he has been on several Boards and he really enjoys this organization. He wished everyone a Merry Christmas and Happy New Year. Director Coolidge — Merry Christmas and thank you for the gifts. Director Donati — Ditto Director Foster — Wished everyone a Happy New Year. Director Jernigan — Wished everyone a Merry Christmas. Director Jones — Excused Absence Director Townsend — Stated she had never led a meeting and she enjoyed it and thanked everyone. She wished everyone a Merry Christmas and Happy New Year. Director Wilkerson — No Comment The next scheduled Board of Directors meeting is scheduled for January 21, 2014. Director Townsend adjourned the meeting at 7:02 p.m. Respectfully submitted, e° by Administrative As ant 5 V pproved, Steve Kenny Interim CEO of Director's Vice President 23 BUTTE COUNTY FAIR ASSOCIATION REGULAR BOARD OF DIRECTORS' MEETING MINUTES January 21, 2014 6:00 P.M. DIRECTORS' ROOM BUTTE COUNTY FAIRGROUNDS, GRIDLEY, CALIFORNIA 1.0 CALL TO ORDER — 6:00 P.M. President Leigh Ann Jones called the meeting to order at 6:02 p.m. 1.1 ROLL CALL OF DIRECTORS Directors Present: Alhswede, Coolidge, and Wilkerson Donati, Foster, Jernigan, Jones, Townsend 1.2 RECOGNITION OF OTHERS PRESENT Mike Cook, Candice Gallion, Ashleigh Aldridge, Kathy Ingvoldsen and Steve Kenny 1.3 2.0 3.0 President Jones led those present at the meeting in the Pledge of Allegiance. Consent Agenda of items 2.1 through 2.5 was moved by Director Ahlswede, seconded by Director Jernigan and carried that the Consent Agenda items 2.1 through 2.5 which includes Declaration of a Quorum, Excused Absences, Approval of Association Minutes, Correspondence and Interim Events Calendar be approved as presented. No items ADJOURN TO ANNUAL MEETING OF THE BUTTE COUNTY FAIR ASSOCIATION: CALL ANNUAL MEETING TO ORDER: PRESIDENT, Leigh Ann Jones ELECTION OF OFFICERS: REPORT FROM NOMINATING COMMITTEE PRESIDENT — Kent Alhswede VICE PRESIDENT — Amy Jernigan TREASURER — Tom Donati SECRETARY /MANAGER — Stephen Kenny Director Wilkerson moved to cast a unanimous ballot with Kent Alswede as President, Amy Jerningan as Vice President, and Tom Donati as Treasurer. Director Townsend seconded the motion, and the motion carried. BY LAW CHANGES CONSIDERATIONS: OTHER ANNUAL MEETING BUSINESS: OLD BUSINESS: NEW BUSINESS: 6:06 pm EXCHANGE OF GAVEL: Director Kent Alhswede took his position as chair. 4.0 COMMUNICATIONS FROM THE FLOOR: 5.0 REGULAR AGENDA 5.1 FINANCIAL REPORT Consent Agenda of items 2.1 through 2.5 was moved by Director Wilkerson seconded by Director Jones and carried that the Consent Agenda items 2.1 through 2.5 which includes Declaration of a Quorum, Excused Absences, Approval of Association Minutes, Correspondence and Interim Events Calendar be approved as presented. 6.2 CEO REPORT a. Interim Events - CEO Kenny reviewed the interim events for December thru April. CEO Kenny reported rental inquiries are up. b. County Updates - CEO Kenny gave an update on the High School lease and that Grant Hunsicker was working with them and they would be scheduling a meeting with Superintend Rick Rubino. CEO Kenny stated that there is a leak in the pool and they are researching if it is still under warranty from the repairs on the last leak. If the pool is not under the warranty the County says there is not enough in the budget to repair the pool. CEO reported on the repairs to the tiles in the Feather Room. CEO Kenny reported on the progress of the trees and celebration park area. CEO stated.that the Farmers Hall new roof has some leaks. c. JLA Update - CEO Kenny reported that the JLA was working on changing the By Laws to Rules and Regulations. The Board directed the JLA committee to come up with Rules and Regulations and bring back to present to the Board. d. RV Park Rates and Rules Update - CEO Kenny reported that we have 11 tenants currently in the RV Park. e. WFA Convention - CEO Kenny reported that Kathy Ingvoldsen and he attended the WFA Convention January 5 -8, 2014, and we came away with a lot of ideas and connections. CEO Kenny stated that Director Foster also attended the convention . f. Audit Update: CEO reported that the county agreed to do our 2013 audit. 6 7.00LD BUSINESS a. Cal PERS - CEO Kenny reported that the PERS was still in negotiations and holding for a decision. 8.0 NEW BUSINESS a. Delegation Of Authority — Resolution #2014 -01, Director Wilkerson moved to approve the Resolution, Director Jones seconded the motion, and the motion carried. b. Workers Compensation Coverage for Directors & Volunteers — Resolution #2104 -02, Director Wilkerson moved to approve the Resolution, Director Jones seconded the motion, and the motion carried. c. Fair Dates & Farm Show — CEO Kenny stated that he was working with the vendors on dates that they have open earlier in the summer. The Board has decided to postpone the Farm Show and the Big Draw Dinner this year. d. Fair Theme — CEO Kenny inquired how the Board wanted to come up with a fair theme this year. The Board directed Kathy Ingvoldsen to hold a Fair theme contest again this year as they have done in the past. e. Grounds Committee — The grounds committee consists of Director Donati, Wilkerson and Jones. f. Proposal & Agreement Midway of Fun — CEO Kenny stated that he had met with Harry Mason the owner operator of the Midway of Fun regarding extending his contract another year. The Board agreed to have CEO Kenny proceed with a contract with Midway of Fun for the 2014 Fair. g. Livestock Superintendent Recommendations — CEO Kenny stated that Kathleen Blankenship was unable to get her recommendations to us. h. JLA Recommendations - Junior Livestock Auction Committee Recommended changes to Guidebook — Exact list to follow - The following recommendation were not approved # 1 and 11. Recommendations #2 -10 and 12 were approved. Director Wilkerson moved to approve the recommendations #2 -10 and 12, Director Townsend seconded the motion, and the motion carried. i. Tables & Chairs Replacement Plan — CEO Kenny stated that he been in contact with CFSA regarding purchasing tables and chairs thru their suppliers. Director Townsend made a motion to give CEO Kenny authorization to proceed with purchasing table and chairs. Director Jernigan seconded the motion, and the motion carried. DIRECTORS COMMENTS /QUESTIONS Director Ahlswede — Thanked the Board for allowing him the chair. Director Coolidge — Thanked Director Jones for all the work. Director Donati — No comment. Director Foster — Good meeting. Director Jernigan — She has been on the Board for one year and is loving it. Director Jones - She stated that there needs to be confidentiality with the emails and updates within the Board. Thanked them for allowing her to be the Board President the last two years. Director Townsend — Dittoed Director Coolidge's statement. And thanked Director Jones for her patience and leadership. President Wilkerson — Thanked Director Jones for her services and the JLA. The next scheduled Board of Directors meeting is scheduled for March 18, 2014. Director Ahlswede adjourned the meeting at 7:29 pm. Res ectfully submitted, C at vol se Administrative A istant Minutes 'proved, ve Kenny Interim CEO Minutes Approved, Kent Ahlswede Board of Director's President I Recommendations to the Fair Board: 1. The JLA requests the Board add a rule that all signage for animals, club /chapters go in the same direction as pens not across isle. 2. The JLA requests that if space allows, the Fair move all goats in the beef barn where currently the open sheep are penned. 3. The JLA requests that the Board remove the horn rule stating market goat's horns must be no longer than an inch. 4. The JLA requests that with regards to the contract with Vet, that staff review with the vet the responsibilities and expectations of the position, as he /she signs the contract. 5. The JLA requests that the following shows move to the Mini Fair (as produced in 2013) two Saturdays before the fair. This will help with the space issue and allow for more entries within their own shows. a. Horse Show- 4H (produced at Mini Fair in 2013) b. Rabbit Show - ARBA (produced at Mini Fair in 2013 c. Goat Show (that happened on Sunday of this fair) d. ABGA Goat show 6. The JLA requests that Small Animal Round Robin be moved to Sunday a.m., be structured the same as large animal round robin, include (poultry, rabbits, cavy, pygmy goats, and dogs) and mimic California State Rules. 7. The JLA requests that the "Supreme Exhibitor" be announced prior to the sale of champions. Remove the "Superintendent's choice" from the rubric. 8. The JLA requests that "if an exhibitor misses their slot in sale order, the exhibitor's animal goes for re- sale and the animal does not go through the auction, however, the animal remains terminal and is sold to re -sale. The exhibitor gets a check for re -sale prices. This will eliminate the exhibitor who feels if he misses his /her slot no big deal gets thrown in whenever or at the end of the sale when prices are higher. Or for the student that misses the sale on purpose so they can take the animal home. 9. The JLA requests that we take pictures of the bred & owned Champions just like the regular champions. We feel that exhibitors who win bred & owned Champion have put in the same if not way more effort than the market champions and deserve the same recognition. 10. The JLA requests that the fair board make sure that the rabbit and poultry is an actual terminal sale. 11. The JLA requests that if the fair board decides to move the derby earlier on Sunday that the fair board allow for earlier staggered release times of breeding livestock by species so that it is not such a disaster and safety hazard. 12. The JLA requests that scrapie tag numbers not be required at time of entry and that they be checked, verified and recorded at weigh -in for market sheep and goats. BUTTE COUNTY FAIR ASSOCIATION REGULAR BOARD OF DIRECTORS' MEETING MINUTES February 18, 2014 6:00 P.M. DIRECTORS' ROOM BUTTE COUNTY FAIRGROUNDS, GRIDLEY, CALIFORNIA 1.0 CALL TO ORDER — 6.00 p.m. President Kent Alhswede called the meeting to order at 6:02 p.m. 1.1 ROLL CALL OF DIRECTORS Directors Present: Alhswede, Coolidge, Donati, Foster, Jones, Townsend and Wilkerson Directors Excused Absent: Jernigan 1.2 RECOGNITION OF OTHERS PRESENT Mike Cook, Kathy Ingvoldsen and Steve Kenny 1.3 PLEDGE OF AI 1 iGGwre rn rum Alhswede led those present at the meeting in the Pledge of 2.0 CONSENT AGENDA ITEMS CA #1 THROUGH CA 95 Consent Agenda of items 2.1 through 2.5 was moved by Director Foster, seconded by Director Jones and carried that the Consent Agenda items 2.1 through 2.5 which includes Declarationof a. Quorum; Excused Absences, Approval of Association Minutes, Correspondence and Interim Events Calendar be approved as presented. 3.0 ACTION AND .DISCUSSION ON ITEMS PULLED FROM CONSENT AGENDA No items pulled. 4.0 COMMUNICATIONS FROM THE FLOOR: 5.0 REGULAR AGENDA 5.1 FINANCIAL REPORT a. CEO Kenny reported that the county got the last of the depreciation information for Claudia, and she has closed the books for 2013. Director Jones moved to pass the financial report, Director Foster seconded the motion, motion passed. 6.0 CEO REPORT a. Interim Events — CEO Kenny updated on the upcoming Interim Events. CEO Kenny stated that maintenance is making the necessary repairs to the tables to insure safety. CEO Kenny stated that seventeen new eight foot tables have will be ordered and two table carts. b. Fair Updates — CEO Kenny stated that we have contracts out to all the food venders except one. CEO Kenny reported that the guide book is going through the necessary changes. Director Foster requested that we email the Directors a copy to proof. CEO Kenny presented a contract for P1 Marketing for approval. Director Wilkerson moved to pass the contract with 131 Marketing of 12,500 for the 2014 Fair, Director Donati seconded the motion, motion passed. CEO Kenny updated the Board on the Personnel .0 Manual and that it is outdated and had many clerical mistakes, CEO Kenny is to make some revisions to bring back to the Board. There was a discussion to pay a three week pay vacation pay out to the Maintenance Supervisor. Director Coolidge moved to pass the three weeks' vacation pay, Director Wilkerson seconded the motion, motion passed c. County Updates —CEO Kenny reported that the County will be attending the meeting with GUSD to start discussions about the lease of Farmers Hall 7.0 OLD BUSINESS a. Cal PERS Transition — CEO Kenny reported that the PERS transition is still stalled due to the County objected to the wording from PERS. b. Fair Theme — Kathy Ingvoldsen presented a list of Fair themes from the contest that was held. The Board disgusted that next they start a fair logo not a changing theme. Director Coolidge moved to pass the 2014 Fair theme to be Critters, Crops and Carnivals and in 2015 they changed to a permanent fair logo, Director Wilkerson seconded the motion, motion passed. c. Midway Of Fun Contract — CEO Kenny presented the Board with a one year contract. Board approved to move forward with the contract. Director Wilkerson stated that he really liked the new carnival pass for the exhibitors and recommended that it is put into the Guide Book in numerous places. 8.0 NEW BUSINESS a. JLA Recommendations — Kathy Ingvoldsen presented the Board_ with the recommendations -from the JLA meeting on February 5, 2014. 1.) Moving the market entries deadlines for the market beef, sheep, goats and swine to be 60 days prior to the opening day of the fair and rabbit and poultry 30 days prior to the opening of fair. 2.) Changing the beef schedule to start at noon with open breeding followed by jr breeding and starting at 5 pm with showmanship followed by market classes. Director Coolidge moved to approve recommendation one and not to accept recommendation two, Director Townsend seconded the motion, motion passed DIRECTORS COMMENTS /QUESTIONS Director Ahlswede — No comment. Director Coolidge — No comment. Director Donati — No comment. Director Foster — No comment. Director Jernigan —Absent Director Jones — Thanked everyone for the gift. Director Townsend — Good meeting. Director Wilkerson — No comment. C The next scheduled Board of Directors meeting is scheduled for March 18, 2014 Director Alhswede adjourned the meeting at 7:12 p.m. Respectfully submitted, Kathy Ingvoldsen Administrative Assi ant Minutes Approved, Stephen enny CEO Minutes Approved, odssd Kent Alhswede Board of Director's President Lin