The URL can be used to link to this page

Home My WebLink AboutButte County Fair Association Regular Board of Director's Meeting Minutes 6-18, 7-16 & 8-14-13 BOARD OF SUPERVISORS BUTTE COUNTY FAIR ASSOCIATION SEP 2 7 2013 REGULAR BOARD OF DIRECTORS' MEETING MINUTES June 18, 2013OROVILLE.CALIFORNIA 6:00 P.M. DIRECTORS' ROOM BUTTE COUNTY FAIRGROUNDS, GRIDLEY, CALIFORNIA 1.0 CALL TO ORDER—6:00 a.m. President Leigh Ann Jones called the meeting to order at 6:00 p.m. 1.1 ROLL CALL OF DIRECTORS Directors Present: Ahlswede, Coolidge, Donati, Foster, Jemigan, Jones, Townsend, and Wilkerson 1.2 RECOGNITION OF OTHERS PRESENT Steve Kenny, Clarrisa Pfister, Kathy Ingvoldsen, Natalie Reis and Christy Howe 1.3 PLEDGE OF ALLIGENCE TO THE FLAG OF THE UNITED STATES OF AMERICA 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 Townsend seconded by Director Ahlswede 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: a. 5.0 REGULAR AGENDA 5.1 FINANCIAL REPORT President Jones spoke about the audit meeting. The auditor said we only had some issues with the year end, and she will come at the end of the year and help us close out our books, so that we do not have any issues with the 2013 audit. Director Foster asked why the credit card reconciliation sheets do not match, and the response was because we place credit card transactions into our system prior to getting the bill, and we reconcile once a month when the statement comes in. This is the way quickbooks does their system and so it doesn't quite match. Director Wilkerson moved to remove the service charges for Lorieen Bailey and Miguel Ramos, for the bad checks that went to the District Attorney. Director Ahlswede seconded the motion, motion passed. Director Ahlswede moved to pass the financial report, and Director Jemigan seconded the motion. Motion carried. 6.0 CEO REPORT a. Interim Events—CEO Kenny reported that the dog show numbers were down. The kennel club is looking at possibly moving their dates to better hit the market going up north. The Hispanic rodeo made about $5,000. The pool is up and running and we have another rodeo on July 14"'. b. Fair Update—CEO Kenny reported that we are two food concessions short from last year. The Farmer's Hall is filling up, the grounds acts are all booked. Brian has booked the bands. The Hispanic entertainment may go up slightly. Sportsman's expo has four to five vendors. Lowell and Antoinette are on that. Adjustments are being made in the courtyard shade area. The flowers are going to spill outside of the flower bowl and will include a chalk fence area. c. County Updates—CEO Kenny reported that the county is open to helping us get some free labor, and is open to the possibility of helping us paint and getting sprinklers. d. Business Incubator Program —CEO Kenny reported that there was a meeting three weeks ago. Ryne and Mitch are aware of our issues, such as high labor for sprinklers, possible use of solar, high labor costs, electrical issues and maintenance issues. The plan is to move forward in September so that the Board of Supervisors can vote on it in November. e. Big Draw Update— CEO Kenny reported that we have 50 tickets sold. President Jones reported that this is the director's dinner and to please approach the people on your list that you sold to last year. Director Jemigan asked that the dinner be placed in the Oroville Chamber of Commerce website. President Jones said she needs some more desserts. f. Farm Show—CEO Kenny said that in order to get the Farm Show to be ready for next year, the fair is going to have to look at getting an employee for the purpose of getting administrative activities of the farm show done. Director Donati expressed the need for a committee which includes the vendors who would like to be more involved. President Jones appointed a committee of three with Director Donati as the chair, and Director Wilkerson and Coolidge as members. g. City of Gridley Sign and Land Request— CEO Kenny reported that he has not heard back from the city on these two issues. 7.0 OLD BUSINESS a. Junior Livestock Auction Buyer Rules—Creating guidelines for those who do not pay— Kathy reported that she called Silver Dollar Fair, Yuba-Sutter County Fair and Colusa County Fair and none of these fairs have written policies. An email went out to all of the fairs, and some fairs require cash up front or a cashier's check, or a credit card. Director Foster moved to send a letter to those people who have not paid within 60 days to tell them that they are not allowed to buy without 48 hour notice of pre- approved credit. Director Coolidge seconded the motion. Director Foster moved to amend the motion to include that they may only buy up to the amount of money they have deposited. Director Coolidge seconded the motion. The amendment and the motion both passed. 8.0 NEW BUSINESS a. Scholarship in Memory of Dr. Joe Sigfrid — Director Jernigan moved to allow the community to give two $500 scholarships in the memory of Dr. Joe Sigfrid to the Senior e 4-H and the FFA round robin winners. Director Townsend seconded the motion, motion passed. DIRECTORS COMMENTS/QUESTIONS Director Ahlswede— No comment. Director Coolidge—Appreciates Steve's updates, they are very helpful. Director Donati —Grounds look good. Director Foster— Nice job Steve, I appreciate the emails. Director Jernigan — Ditto. Director Jones— Everyone try to get here through the week to see the staff and how much work they are putting in. I appreciate Steve and the staff doing a great job. Director Townsend— No comment. Director Wilkerson — No comment. The next scheduled Board of Directors meeting is scheduled for Tuesday, July 16, 2013. There being no further business, the meeting was adjourned at 7:00 p.m. Respectfully submitted, Christy Howe Secretary to the Board Mi �u t=s Approved, /I P. ..nny Int-!im CEO Minutes Approved, C+inwk---Th Leigh Ann Jon Board of Director's President SORS BUTTE COUNTY FAIR ASSOCIATION Bola OFSUPERW REGULAR BOARD OF DIRECTORS' MEETING SEP 27 2013 MINUTES July 16, 2013 a 6:00 P.M. DIRECTORS' ROOM L0,41 BUTTE COUNTY FAIRGROUNDS, GRIDLEY, CALIFORNIA 1.0 CALL TO ORDER— 6:00 p.m. President Leigh Ann Jones called the meeting to order at 6:32 p.m. 1.1 ROLL CALL OF DIRECTORS Directors Present: Coolidge, Donati, Foster, Jernigan, Jones and Townsend Directors Excused Absent: Alhswede and Wilkerson 1.2 RECOGNITION OF OTHERS PRESENT Steve Kenny, Sean Early, Wilma Samprucci, Kathy Ingvoldsen, Natalie Reis and Christy Howe 1.3 PLEDGE OF ALLIGENCE TO THE FLAG OF THE UNITED STATES OF AMERICA 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 Townsend seconded by Director Donati 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: a. 5.0 REGULAR AGENDA 5.1 FINANCIAL REPORT - --- Director Jernigan asked why the Office Depot was so high for the month. Christy explained we were buying supplies for fair and also purchased a printer for JLA. Director Jernigan moved to pass the financial report, and Director Coolidge seconded the motion. Motion carried. 6.0 CEO REPORT a. Interim Events — CEO Kenny reported that the Rodeo scheduled on July 14th was rescheduled for July 28tti.Tie Neon Night run was scheduled for August 3'd. b. Fair Update— CEO Kenny reported that we are one food concessions short from last year. The commercial exhibits were filling up fast, four or five spaces to fill. CEO Kenny was confident they would get filled. CEO Kenny reported that the still exhibit entry deadline has been extended to August 2, due to low entries. CEO Kenny reported that tie livestock numbers were up a bit from last year. Expo Hall and Expo Shade has had .s 5 a good response and is growing. Sunday's Hispanic day is set and is mostly the same as last years. Entertainment for Jakes is all set:CEO Kenny reported that we had a meeting with our event security, Rotary and the Lions regarding having a walk out fight and shutting down the beer sales down early. CEO Kenny stated we have Capstone Marketing coming in during the fair. The gold sponsorships are selling. Director Jerinigan asked what The Taste of Butte County consisted of and asked for a chamber mixer. c. County Updates — CEO Kenny stated the County came out to check the trees that were safety issues. The County is sending out their contractor with a forty foot reach to trim the trees that are safety concerns. The County will cleaning up the trees on Whitaker Drive before the fair. They are sending us twenty seven fire extinguishers that were needed to be replaced. The County is sending a contractor out to work on the concrete in Jakes before fair. The beams in the flower bowl maybe will be replaced before fair and it's not going to go against our maintenance money fund. CEO Kenny stated the sprinklers are in the plans for October/November and will be put in phases. CEO Kenny is working with the County to develop a five year plans to replace the trees. d. Business Incubator Program — CEO Kenny reported that there is a meeting on July 31st with Ryan Johnson to discuss the business plan further. Director Jones reported about the meeting they had with Graciera regarding sending the fair more interim events. The Veterans Hall wants to eliminate events at the hall. CEO Kenny reported that he was informed that there is a real disconnect with the Fair, School and some public that they don't feel welcome because of the issue regarding the bond. CEO Kenny suggested we go around to local business and pass out rental forms. e. Big Draw Update— CEO Kenny reported there was only approximately four hundred dollars out in invoices and were going to net approximately eleven thousand from the event. f. Farm Show—A committee meeting will be scheduled. g. Bank of the West Progress — CEO Kenny reported that we were depositing into the Bank of the West accounts and we were just waiting on the checks to come in. Director Donati suggested that a thank you letter be sent to Gold Country Bank. h. City of Gridley Sign and Land Request— CEO Kenny reported that he has not heard back on these two issues. 7.0 OLD BUSINESS a. N/A 8.0 NEW BUSINESS a. DIRECTORS COMMENTS/QUESTIONS Director Ahlswede— No comment. Director Coolidge— No comment. Director Donati— No comment. Director Foster— No comment. Director Jernigan — Loved the dessert auction at the Big Draw Dinner. Director Jones-Thankedeveryone who helped with the Big Draw Dinner. Appreciated that Senator Nielson's and Ryan Schohr's commits during the dinner were pro Ag related. Director Townsend— No comment. Director Wilkerson — No comment. The next scheduled Board of Directors meeting is scheduled for August 14, 2013. There being no further business, the meeting was adjourned at 7:32 p.m. Respectfully submitted, ' Vr&\-9/F---/ Kathy Ingvoldsen Administrative Assistant 1Minu °• '9r •ved, St =nny Interi CEO Minutes Approved, cKkg5,,,z4v1/4_,.(h„-- Leigh Ann Jones Board of Director's President 1 SOW OF SUPERVISORS BUTTE COUNTY FAIR ASSOCIATION co 2 7 2013 REGULAR BOARD OF DIRECTORS' MEETING MINUTES August 14, 2013 CROME, p 1:30 P.M. DIRECTORS' ROOM BUTTE COUNTY FAIRGROUNDS, GRIDLEY, CALIFORNIA 1.0 CALL TO ORDER— 1:30 p.m. President Leigh Ann Jones called the meeting to order at 2:04 p.m. 1.1 ROLL CALL OF DIRECTORS Directors Present: Alhswede, Coolidge, Donati, Jernigan, Jones, Townsend and Wilkerson. Directors Absent: Foster 1.2 RECOGNITION OF OTHERS PRESENT Steve Kenny, Kathy Ingvoldsen, Natalie Reis and Jaime Sanchez 1.3 PLEDGE OF ALLIGENCE TO THE FLAG OF THE UNITED STATES OF AMERICA 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 Townsend seconded by Director Wilkerson 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: a. Jaime Sanchez brought in the Everett Byrne Memorial Buckle and blanket that will be presented to the Grand Champion and Reserve Grand Champion Market Lamb. 5.0 REGULAR AGENDA 5.1 FINANCIAL REPORT Director Alhswede moved to pass the financial report, and Director Coolidge seconded the motion. Motion carried. 6.0 CEO REPORT a. Interim Events — CEO Kenny reported that both events were cancelled. Director Coolidge asked about prpmoting new events and contacting promoters regarding hosting events to bring in more business to the fairgrounds. CEO Kenny reported that he is working with the Recreation Department to bring more events to the Fairgrounds. Director Townsend recommended contacting the Chambers of Commerce and Recreation Departments throughout Butte County. b. Fair Update— CEO Kenny reported on our sponsorship status. Director Alhswede asked if there were any new sponsors in certain industries coming to us. CEO Kenny stated new sponsors where from the Agricultural community. CEO Kenny gave updates ((*cAtut4 ,� on exhibit numbers and vendor numbers. CEO Kenny stated the County replaced the refer unit and updated the walk-in the Concessions building. c. County Updates —CEO Kenny gave an update on the plans for improvements to the fairgrounds. CEO Kenny met with Grant to map out the improvements that will be done this fall with the sprinklers and the trees, and future plans of improvements. d. Business Incubator Program — CEO Kenny will work on presentation for County Supervisors for a two—three year plan to move into the black. e. Bank of the West Progress— CEO Kenny reported that the accounts have been stitched over and he is signing checks. 7.0OLD BUSINESS a. N/A 8.0 NEW BUSINESS a. Natalie Reis was appointed to the JLA committee under Director Foster. Kevin Benedict was appoint to the JLA committee under Director Jones. DIRECTORS COMMENTS/QUESTIONS Director Ahlswede-Welcomed Steve. Director Coolidge — Enjoyed the Press Lunch and welcomed Steve Director Donati — Grounds look great and staff is doing a great job. He asked that office staff to identify themselves when answering the phones. Director Foster—Welcomed Steve. Director Jernigan — Excited about upcoming fair. Director Jones—Welcomed Steve abroad. Director Townsend —Welcomed Steve abroad. Director Wilkerson — No comment. The next scheduled Board of Directors meeting is scheduled for September 17, 2013 There being no further business, the meeting was adjourned at 2:56 p.m. Respectfully submitted, CK I Kathy Ingvoldsen Assistant Minu Approved, Stet Kenny I Interim CEO Minutes Approved, Leigh Ann Jones Board of Director's President