13 th District Agricultural Association Board of Directors Meeting Agenda – July 10, 2018 13 th District Agricultural Association / Yuba-Sutter Fairgrounds 442 Franklin Avenue, Yuba City, CA 95991 Phone: 530-674-1280 * Email: [email protected]* Website: www.ysfair.com BOARD MEETING AGENDA Tuesday – July 10, 2018 @ 5:30 p.m. Board Room – Yuba-Sutter Fairgrounds Office _________________________________________________________________________________________________________ BOARD OF DIRECTORS Alice Munger, President Jill LeVake, Director Ed Ritchie, Vice President Jennifer Matteoli, Director Karm Bains, Director Joe Serger, Director Erin Cucchi, Director Andrew Stresser, Director Kulwant Johl, Director FAIR STAFF Dave Dillabo, CEO Sherrie Skaggs, Office Staff Bruce Fricker, Maintenance Staff Randy Garrick, Maintenance Staff _________________________________________________________________________________________________________ OUR COMMITMENT TO TRANSPARENCY • The public is invited and welcome to attend all noticed meetings. A complete meeting agenda packet will be made available to all public members attending the meetings. Meeting notices and agendas of the 13 th District Agricultural Association required by the Bagley-Keene Open Meeting Act are accessible on the internet at www.ysfair.com and are posted atleast 10 days prior to the meeting. The regular monthly board meeting is scheduled for the fourth Tuesday of each month at 5:30 p.m. in the board room at the fairgrounds office. (Dates are subject to change) • Further information regarding this scheduled meeting of the Board of Directors for the 13 th District Agricultural Association may be obtained by contacting the Chief Executive Officer at 442 Franklin Avenue, Yuba City, CA 95991 by calling 530-674-1280 or email [email protected]. PUBLIC PARTICIPATION • Members of the public are welcome and may request items to be included on the agenda of any noticed meeting. The items must be directly related to business of the Yuba-Sutter Fairgrounds. Requests for placement must be made in writing and delivered to the fair office no later than 4 p.m. twelve (12) business days prior to the board meeting. • The “Public Comment” agenda item is a right granted to the public and is reserved for items not listed on the agenda. However, no debate by the board shall be permitted on such public comments and no action will be taken on such public comment items at this time, as law requires formal public notice prior to any action on an agenda item. Participation during the “Public Comment” section will be limited to three (3) minutes per speaker. • The public is welcome and may also participate in discussion and comment on action items that are listed on the agenda. AMERICANS WITH DISABILITIES ACT • Pursuant to the American with Disabilities Act, individuals who, because of a disability, need special assistance to attend or participate in any 13 th District Agricultural Association Board or Committee meeting, or about other Yuba- Sutter Fair activities, may request assistance from the Chief Executive Officer at the fair office, 442 Franklin Avenue, Yuba City, CA or by calling (530) 674-1280. Requests should be made one (1) week in advance whenever possible. Page # 001
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13th District Agricultural Association Board of Directors Meeting Agenda – July 10, 2018
13th District Agricultural Association / Yuba-Sutter Fairgrounds 442 Franklin Avenue, Yuba City, CA 95991
Alice Munger, President Jill LeVake, Director Ed Ritchie, Vice President Jennifer Matteoli, Director Karm Bains, Director Joe Serger, Director Erin Cucchi, Director Andrew Stresser, Director Kulwant Johl, Director
FAIR STAFF
Dave Dillabo, CEO Sherrie Skaggs, Office Staff
Bruce Fricker, Maintenance Staff Randy Garrick, Maintenance Staff
OUR COMMITMENT TO TRANSPARENCY • The public is invited and welcome to attend all noticed meetings. A complete meeting agenda packet will be made
available to all public members attending the meetings. Meeting notices and agendas of the 13th District AgriculturalAssociation required by the Bagley-Keene Open Meeting Act are accessible on the internet at www.ysfair.com andare posted atleast 10 days prior to the meeting. The regular monthly board meeting is scheduled for the fourthTuesday of each month at 5:30 p.m. in the board room at the fairgrounds office. (Dates are subject to change)
• Further information regarding this scheduled meeting of the Board of Directors for the 13th District AgriculturalAssociation may be obtained by contacting the Chief Executive Officer at 442 Franklin Avenue, Yuba City, CA 95991by calling 530-674-1280 or email [email protected].
PUBLIC PARTICIPATION • Members of the public are welcome and may request items to be included on the agenda of any noticed meeting.
The items must be directly related to business of the Yuba-Sutter Fairgrounds. Requests for placement must bemade in writing and delivered to the fair office no later than 4 p.m. twelve (12) business days prior to the boardmeeting.
• The “Public Comment” agenda item is a right granted to the public and is reserved for items not listed on the agenda.However, no debate by the board shall be permitted on such public comments and no action will be taken on suchpublic comment items at this time, as law requires formal public notice prior to any action on an agenda item.Participation during the “Public Comment” section will be limited to three (3) minutes per speaker.
• The public is welcome and may also participate in discussion and comment on action items that are listed on theagenda.
AMERICANS WITH DISABILITIES ACT • Pursuant to the American with Disabilities Act, individuals who, because of a disability, need special assistance to
attend or participate in any 13th District Agricultural Association Board or Committee meeting, or about other Yuba-Sutter Fair activities, may request assistance from the Chief Executive Officer at the fair office, 442 Franklin Avenue,Yuba City, CA or by calling (530) 674-1280. Requests should be made one (1) week in advance whenever possible.
13th District Agricultural Association Board of Directors Meeting Agenda – July 10, 2018
BOARD MEETING AGENDA
1. CALL TO ORDER: President – Munger
I. All matters listed as “Discussion/Action by Board” on this agenda, may be considered for action as listed. Any item not listed may not be considered at this meeting. Items on this agenda may be considered in any order at the discretion of the President.
2. PLEDGE OF ALLEGIANCE:
3. ROLL CALL: Directors Present, Directors Excused and Declaration of a quorum.
4. INTRODUCTION OF STAFF AND GUESTS:
5. PUBLIC COMMENT: I. Public Comment is a right granted to the public and is reserved for items not listed on the agenda. However,
no debate by the board shall be permitted on such public comments and no action will be taken on such public comment items at this time, as law requires formal public notice prior to any action on an agenda item. Public participation during the “Public Comment” section will be limited to three (3) minutes per speaker.
7. CONSENT AGENDA: (Discussion/Action by Board) I. All matters listed under Consent Calendar are routine and can be enacted in one motion. There will be no
separate discussion of these items prior to the time that the Board votes on the motion unless members of the Fair Board, staff or public request specific items to be discussed or removed from the Consent Calendar for individual action. a. Review & Approval of Meeting Minutes: See Attachment
i. Board Meeting Minutes dated May 22, 2018 b. Review & Approval of Paid Bills: See Attachment
i. Review & Approval of Paid Bills in the amount of $44,864.32 from April 24 thru May 16, 2018 c. Review & Approval of Contracts: See Attachment
i. Standard Agreements # SA2018-44 thru SA2018-55 ii. Sponsorship Agreements # SP2018-25 thru SP2018-44 iii. Inside Commercial Agreements # COM2018-28-I thru COM2018-41-I iv. Outside Commercial Agreements # COM2018-17-O thru COM2018-23-O v. Concession Agreements # CON2018-23 thru CON2018-25 vi. Interim Rental Agreements # 2018-142 thru 2018-146 and 2019-18 thru 2019-24
I. The Board may take approval action on properly noticed committee reports. a. Finance Committee:
1. Review & Approval of Financial Reports. (Discussion/Action by Board) • Balance Sheet for June 2018 • Statement of Operations for June 2018 • Accounts Receivable for June 2018 • Trial Balance for June 2018
Motion:_________________, Second:_______________, Yes:_________, Nay: ___________Abstain:____________ b. Buildings and Grounds Committee: c. Entertainment/Public Relations Committee:
• Report on the updated entertainment lineup and marketing of sales for the 2018 Fair. d. Sponsorship Committee: e. Junior Livestock Auction Advisory Committee: (Discussion/Action by Board)
• 2018 Vet Check Procedure: Review, discuss and analyze potential updates to the previously approved Vet Check Procedure taking place in the North Parking Lot Area
• 2018 Fair Livestock Schedule: Review, discuss and analyze potential updates to the previously approved livestock schedule pertaining to vet check hours, specie weigh-in times & locations, exhibitor meeting time and the arrival day of rabbits.
f. Barn Dance Fundraiser: Event Summary g. Legislative Committee: h. Master Plan Committee: i. Friends of the Fair Foundation: j. Guidebook Committee: Page # 002
13th District Agricultural Association Board of Directors Meeting Agenda – July 10, 2018
k. Policies & Procedures Committee: l. Nominating Committee: m. Jr. Fair Board Committee:
9. CEO REPORT: (Informational/Non-Action items)
a. 2016 Financial Review Update- Scinto Group b. Status Report of 17/18 Infrastructure Grant Project c. Friends of the Fair: Proposal of Facility Improvement Project d. Financial Reporting/Accounting/Counter Sales Process e. 2018 Fair Prep Progress Report:
i. New addition of the West Parking Lot – Vendor Parking Lot & Public Lot ii. Sponsorships: $123,250 Total, $50,750 In-Kind, $73,500 Cash iii. Marketing: Grange Promotion, Print, Schedule/Program, iv. Food Concessions: v. Main Exhibit Hall: Commercial vendors,
1. Partnership with Sutter County WIC program/Lactation Lounge vi. Expo Hall: Barn Market vendors vii. Facility Improvements: Painting projects, viii. Board of Director Box Seats: Determine Box Seats pe Director ix. Livestock: Rental of Panels, Staffing, x. First Aid Office Staffing – Pleasant Grove Volunteer Firemen
10. OLD BUSINESS: (Discussion/Action by Board)
a. None
11. NEW BUSINESS: (Discussion/Action by Board) a. Review, discussion and possible action to approve a 10-month Rental Agreement with AeroSTEM
Academy Inc. to utilize the Flower House Hall as a Charter School. Term August 8, 2018 thru June 8, 2019. Motion:_________________, Second:_______________, Yes:_________, Nay: ___________Abstain:____________
b. Laurie Goss Memorial Flag Displayed on the Flagpole Motion:_________________, Second:_______________, Yes:_________, Nay: ___________Abstain:____________
c. Laurie Goss Memorial Dedication – YSF Fair Livestock Area Motion:_________________, Second:_______________, Yes:_________, Nay: ___________Abstain:____________
d. Consideration of the request by Allie Mooney, the 2017/18 Miss Yuba-Sutter of a donation towards the
$650 entry fee for entering the Miss California State Competition. Motion:_________________, Second:_______________, Yes:_________, Nay: ___________Abstain:____________
12. MATTERS OF INFORMATION: (Informational/Non-Action Items)
a. Director’s Comments: b. Manager’s Comments: c. Next Scheduled Board Meeting: Date/Time TBD@ the Yuba-Sutter Fairgrounds Board Room
d. Agenda items to be included on the next meeting agenda: i. . ii. . iii. . iv. .
13. ADJOURNMENT
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13th District Agricultural Association Board of Directors 5.22.18 Meeting Minutes
MEETING MINUTES of the BOARD OF DIRECTORS
for the THIRTEENTH DISTRICT AGRICULTURAL ASSOCIATION
Tuesday May 22, 2018, 5:30 pm
Yuba-Sutter Fairgrounds, 442 Franklin Avenue, Yuba City, CA 95991
___________________________________________________________________________________________ 2018 BOARD MEMBERS: President – Alice Munger; Vice President – Ed Ritchie; Board Members- Karm Bains, Erin Cucchi, Kulwant Johl, Jill LeVake, Jennifer Matteoli, and Joe Serger, Andrew Stresser. FAIR MANAGER/CEO – David Dillabo ___________________________________________________________________________________________ 1. CALL TO ORDER: President – Munger
All matters listed on this agenda, may be considered for action as listed. Any item not listed may not be considered at this meeting. Items on this agenda may be considered in any order at the discretion of the President.
2. PLEDGE OF ALLEGIANCE 3. ROLL CALL: Declaration of a quorum (YES) President – Alice Munger, Vice President – Ed Ritchie; Board
Members, Erin Cucchi, Jill LeVake, Jennifer Matteoli, Joe Serger, Andrew Stresser and Kulwant Johl. (ABSENT) Karm Bains 4. INTRODUCTION OF STAFF AND GUESTS: None 5. PUBLIC COMMENT: No Public Comment was provided. 6. CORRESPONDENCE: CEO Dillabo presented the Board with correspondence from WFA in regards to AB 1499. 7. CONSENT AGENDA:
i. Motion: Upon a motion by Director Ritchie, 2nd by Director Johl and passed unanimously with an “Aye” vote by Director Ritchie, Johl, Cucchi, LeVake, Matteoli, Serger and Stresser;
ii. Meeting Minutes dated April 24, 2018 and the contracts identified below were approved; iii. Paid Bills in the amount of $44,864.32 from April 24 thru May 16, 2018 iv. Approval of Contracts:
a. Standard Agreements # SA2018-36 thru SA2018-43 b. Sponsorship Agreements # SP2018-16 thru SP2018-24 c. Inside Commercial Agreements # COM2018-20-I thru COM2018-27-I d. Outside Commercial Agreements # COM2018-13-O thru COM2018-16-O e. Concession Agreements # CON2018-18 thru CON2018-22 f. Interim Rental Agreements # 2018-132 thru 2018-141 and 2019-13 thru 2019-17
8. COMMITTEE REPORTS:
a. Finance Committee: Director Cucchi reviewed the current financial reports with the Board. After review and discussion of the current the financial standing, upon a motion by Director LeVake, seconded by Director Stresser, and passed unanimously with an “Aye” vote by Director Ritchie, Cucchi, LeVake, Matteoli and Stresser, the board moved to approve the current financial status of the 13th DAA as summarized below.
1. Current Month Net loss of $ -17,919 2. Net Loss for the Year to Date of $ -52,822 3. Balance Sheet: $1,439,983 4. Trial Balance Report: Debit/credit equal at $489,282.54 5. Accounts Receivable: $ -0-
b. Buildings and Grounds Committee – No report c. Entertainment/Public Relations Committee – Director Matteoli reported on the updated entertainment for
the 2018 Fair. d. Sponsorship Committee – Director Matteoli reported on the status of fair-time event sponsorships. e. Junior Livestock Auction Advisory Committee – Director LeVake reported on the JLA Committee meeting
regarding Small Animal Disposition process, JLA Lunch sponsor, discussion of building a Small Animal Livestock Barn.
f. Master Plan Committee- No report. Page # 004
13th District Agricultural Association Board of Directors 5.22.18 Meeting Minutes
g. Friends of the Fair Foundation – Director Ritchie reported on the committee meeting regarding the fair-time beer garden and sponsorship opportunities.
h. Guidebook Committee – No report. i. Policies & Procedures Committee- No report. j. Nominating Committee – No report. k. Jr. Fair Board Committee – No report.
9.CEO REPORT:
a. CEO Dillabo provided a detailed report regarding; a. Status report of the 2018 Budget b. Status report of the 2017 STOP c. Underground Pipeline Inspection Results d. CFSA 2018 Workers Compensation Rate e. Status Report of CDFA 17/18 Training Allocation Submission f. Status Report of 17/18 Infrastructure Grant Project g. Need for Portable/Laptop Computers h. 2018 Fair Prep Progress Report:
i. Food Concession Diversification: Adding a Thai/Chinese food vendor and a BBQ vendor.
ii. Marketing of event tickets. iii. Main Exhibit Hall and Expo Hall proposed use during fair iv. Sponsorship/Fair Program Development v. Reviewing the need for a Fair-time RV Area Host/Coordinator
i. Legislative Update: i. AB 1499: Sales Tax Revenue generated on fairgrounds year-round. See
Supplemental information attached. ii. SB 5 (aka Prop 68 – California Clean Water & Safe Parks Act) State Parks Bond:
$18 Million included for CA Fairgrounds Facility Improvements b. Attended 4-H Council Meeting on May 3rd, Capitol Fairgrounds Day on May 15th c. Interim Rental business continues to increase in rental activity.
10. OLD BUSINESS:
a. None 11. NEW BUSINESS:
a. CEO Delegation of Authority Resolution: a. After review and discussion by the board and opportunity for public input, upon a motion
was made by Director LeVake and seconded by Director Ritchie to and carried unanimously, the CEO, Dave Dillabo is authorized to execute Rental Agreements up to $15,000, Standard 2 Agreements up to $25,000, as long as these contracts do not exceed a one-year term, without further authorization from the 13th DAA Board of Directors. All such executed agreements; however, are to be submitted to the 13th DAA Board of Directors for review at the subsequent meeting. This Delegation is effective through December 31, 2018. Passed and adopted by said governing board on May 22, 2018 by the following vote: Ayes: Directors: Munger, LeVake, Serger, Ritchie, Cucchi, Matteloi, Stresser, Directors Absent: Bains, Johl.
b. CEO Bank Account Signer Authorization Resolution: a. After review and discussion by the board and opportunity for public input, upon a motion by
Director Cucchi, 2nd by Director Matteoli and passed unanimously, CEO David Dillabo, Director is hereby authorized to be listed on as an account signer, make deposits and transfers of funds for the 13th District Agricultural Association for all of the 13th DAA Bank of Feather River Accounts including, Operating Checking Account, Premium Account, Money Market Account, Certificate of Deposit Account, JLA Money Market Account and the JLA Checking Account. CEO, David Dillabo is authorized to execute checks for payment up to $15,000 without further authorization from the 13th DAA Board of Directors. Passed and adopted by said governing board on May 22, 2018 by the following vote: Ayes:Directors: Munger, LeVake, Serger, Ritchie, Cucchi, Matteloi, Stresser, Directors Absent: Bains, Johl.
c. CFSA 2018/19 Property Insurance Policy Purchase: a. No Action/No Discussion
d. Authorization for the CEO to acquire a credit card for business of the 13th DAA a. After review and discussion by the board and opportunity for public input, upon a motion by
Director Ritchie, 2nd by Director Stresser and passed unanimously with “aye” votes by Directors LeVake, Cucchi, Ritchie, Munger, Stresser, and Matteoli the board moved to
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13th District Agricultural Association Board of Directors 5.22.18 Meeting Minutes
allow CEO Dillabo to apply for a credit card in the name of the 13th District Agricultural Association with a $5,000 monthly spending limit.
e. Fairgrounds Website Development: a. CEO Dillabo provided the board a review of current website needs of re-developing the
fair’s current website to increase marketing capabilities and user convenience. After review and discussion by the board and opportunity for public input, upon a motion by Director Serger, 2nd by Director Cucchi and passed unanimously with “aye” votes by Directors LeVake, Cucchi, Ritchie, Serger and Stresser, and Matteoli the board moved to have CEO Dillabo to work with a website developer to create a new website for the fair at a cost of no more than $4,500.
f. 2018 Grandstand Events Ticket Prices: a. CEO Dillabo provided the Board with a proposed pre-fair marketing plan developed
through the Entertainment Committee of providing pre-sale discounted tickets for all Grandstand events. After review and discussion by the board and opportunity for public input, upon a motion by Director Serger, 2nd by Director Ritchie and passed unanimously with “aye” votes by Directors LeVake, Cucchi, Ritchie, Serger and Stresser, and Matteoli the board moved to adopt the Entertainment Committee’s proposal of establishing a pre-sale discount program for all of the grandstand events and market all of the event tickets for the following prices: Pre-Sale: Adult: $10, Child: $5; Fair-time: Adult $12, Child $7.
g. 2018 Exhibitor Handbook Additions a. CEO Dillabo discussed the need for the fair to be in compliance with the state rules and
include Grange Members as a recognized and eligible youth group and adding Grange as a recognized youth group and grange exhibitors to be eligible to show at the 2018 Yuba-Sutter Fair. After review and discussion by the board and opportunity for public input, upon a motion by Director Cucchi, 2nd by Director Stresser and passed unanimously with “aye” votes by Directors LeVake, Cucchi, Ritchie, Serger, Stresser, and Matteoli the board moved to recognize Grange as an eligible youth organization and allow Grangemembers to show at the Yuba-Sutter fair starting in 2018.
h. Use of North Parking Lot for Dry RV Camping a. CEO Dillabo discussed the possibility of utilizing the west side of the North Parking Lot as
a Dry RV Camp Area. Dillabo provided the Board with a Financial Analysis to develop to understand the cost of the additional RV area. After review and discussion by the board and opportunity for public input, upon a motion by Director Serger, 2nd by Director Stresser and passed unanimously with “aye” votes by Directors LeVake, Cucchi, Ritchie, Serger, Stresser, and Matteoli the board moved to add a Dry Camping Rv Lot in the North parking Lot at the rate of $275 which would include a parking pass for the week of fair and is contingent on the breakeven/profit point.
12. DIRECTOR’S COMMENTS: Please note that pursuant to California State Law, the Board is prohibited from
discussing or taking action on any item not listed on the agenda. a. Directors LeVake discussed future board meeting dates.
13. MATTERS OF INFORMATION:
a. Next meeting June 26, 2018 @ 5:30 pm at the Fairgrounds office.
14. ADJOURNED at 8:05 p.m. Respectfully submitted by: David Dillabo, CEO
Total Current Assets 608,159 Construction in Progress 14,280 Land 92,728 Building and Improvements 2,734,952 Accumulated Depreciation (2,063,622) 671,330 Equipment 107,027 Accumulated Depreciation (107,027) - Total Fixed Assets 778,338
Deferred Outflows of ResourcesDeferred Outflow of Resources 67,596 Total Deferred Outflows of Resources
706,718$ Deferred Inflows of ResoucesDeferred Inflow of Resources 1,286 Total Deferred Inflows of Resources
Total Liabilities 708,004$
Retained EarningsNet Resources, Capital Assets - F&E Projects 8,840 Junior Livestock Auction 131,396 Net Resources, Operations 1,073,131 Net Reserve - GASB 68 Pension (493,844) State Allocation 44,670 State Allocation Training Reimbursement 30,891 Net Income/Loss From Operations (48,996)