wednesday march 2, 2016 5:30 pm commissioners’ board room mar 3 2016 pack… · treasurer's...

AGENDA

I. Call to Order/Introductions- P. Zielinski II. Public Comments- Andrew Otte- Bethany School Donation Request III. Approval of Meeting Summary Notes (Feb. 17, 2016)

IV. 4H/FFA Reports [Information] V. Financial Report [Action]

VI. Items of Special Interest [Information/Possible Action]

VII. Strategic Plan Items [Action]

• Budget Change Requests

• Swine & Wine Update- Dylan

Subcommittees: Infrastructure Team- Event Coordinator (EC), Joel, Dylan, Melanie, Bry, Heidi, and Nathan Programming Team- EC, Melanie, Joel, Bry, Dylan, Amy, Tamra, Nathan, Shannon, Warren Franklin, BOC, Heidi, and Denise Commercial Team- EC, Denise, Pam, Brandi, Joel, Nathan Front-of-the-house Team- EC, Brandi, Tamra, Nathan, Joel, Vol. Coordinator, Pam, and Denise

Strategic Plan- March

1.2.7 Negotiate agreements with State Fair on parking and fairgrounds rental Board chair, CS Admin., Treasurer

2.2.1 Schedule opportunities for FB members to increase public awareness through

presentations, promotions at service clubs, chambers and other public meetings. FB

3.2.7 Negotiate the use of state fairgrounds for the fair activities and events EC

3.2.9 Identify process for data collection by end of fair (post fair report) FB, Staff 4.4.1 Inventory ribbons, order exhibit tags, update dept. classes per superintendents'

requests OC Point Per., Staff

4.4.5 Place open class application and information on web site. (Send out press release

in April.) Staff, OC Point Person

VIII. Other-

• Ingalls’ Reports

• Newsworthy Items

Next meeting: April 6, 2016

MARION COUNTY FAIR Wednesday March 2, 2016 5:30 PM

Commissioners’ Board Room 555 Court St NE, Salem OR

1

Fair Donations Policy Page 1

MARION COUNTY FAIR POLICIES AND PROCEDURES

Sponsoring Department: Public Works- County Fair

SUBJECT: MARION COUNTY FAIR MAKING A DONATION 1.0 Purpose To establish a policy for handling requests for donations received by the fair. 2.0 General Policy The fair receives requests from both private parties and community organizations requesting donations to an event or project. Since the fair has limited resources to give, the Fair Board endeavors to respond judiciously to each request. 3.0 Policy Guidelines/Procedures

3.1 The Fair Board is the approving authority regarding donation decisions.

3.2 Requests are to be brought to the Fair Board in-person by the requesting organization. If that is not possible, the organization requesting the donation may have a board member represent them in bringing the request before the board.

3.3 Donations will only be made to not-for-profit parties or organizations. No donations

will be given to individuals or personal interest events.

3.4 The event benefitting from the donation must fit the spirit and mission of the Marion County Fair as determined by the Fair Board.

3.5 The Fair will only provide entry passes/tickets; no monetary donations will be given.

3.6 The fair’s donation will be limited to a maximum of 6 entry passes/tickets per

request.

3.7 Currently, the fair gives a donation in the form of a discount on the purchase of 25 or more tickets purchased at a time. A party purchasing this volume of tickets can purchase them at 20% off.

Adopted: 2/2/11 G:\Administration\Fair\Policies\2010\Donations.doc

4

Treasurer's Report - 2016 FairBalance SheetMarch 2, 2016

2015 2016 2016 2016

Actual APPROVED

BUDGETAMENDED BUDGET

YTD

Fair Ops Summary . .Total Revenues 255,995.74 239,212.00 255,212.00 19,722.00Less Total Expenditures 340,301.20 327,438.00 327,438.00 11,107.12Fair Operating Income (Loss) (84,305.46) (88,226.00) (72,226.00) 8,614.88Partnership With OEC County Contribution 123,114.59 50,000.00 50,000.00 50,000.00Supplemental Budget

Fair Net Income (Loss) 38,809.13 (38,226.00) (22,226.00) 58,614.88

Fair Admin Summary

Total Revenues 44,830.87 44,832.00 47,534.67 47,404.67Less Total Expenditures 87,557.75 91,232.00 95,965.00 58,765.83Admin Operating Income (Loss) (42,726.88) (46,400.00) (48,430.33) (11,361.16)County Contribution 47,557.00 47,557.00 47,557.00 0.00Admin Net Income (Loss) 4,830.12 1,157.00 (873.33) (11,361.16)

Fund Balance

Carryover from Previous Fair 33,798.79 77,438.04 77,438.04 77,438.04Fair Ops Net Income (Loss) 38,809.13 (38,226.00) (22,226.00) 58,614.88Admin Net Income (Loss) 4,830.12 1,157.00 (873.33) (11,361.16)Additional Net Working Capital (NWC)**

Carryover to Next Fair 77,438.04 40,369.04 54,338.71 124,691.76

Entertainment2013 Kenny Loggins/ Chris Janson/ Bull Riding2014 The Henningsens/ Caged Wars/ Bull Riding2015 Mark Chesnutt/ Rodeo

G:\County Fair\Budget\2016\Treasurers Report_MC Fair March 2, 2016 Printed: 3/1/2016 12:29 PM

5

Treasurer's Report - 2016 FairOperations Revenue

March 2, 2016

2015 2016 2016 2016

REVENUES Actual YTDAPPROVED

BUDGETAMENDED BUDGET YTD

Account

332200 State Subsidy 6,262.00$ 6,262.00$ 6,262.00$ 6,262.00$

341530 Gate Receipts 87,692.16$ 80,000.00$ 80,000.00$ 341530 Gate Receipts (Latino Event 2015) 1,125.00$

341530 Children of Promise 2,470.00$ 2,500.00$ 2,500.00$ 341540 Food Booth Fees 39,198.59$ 36,000.00$ 36,000.00$ 341550 Commercial Space Rental 20,903.00$ 19,000.00$ 19,000.00$ 2,573.00$

341560 Carnival Fees 14,613.02$ 13,500.00$ 13,500.00$

341580 Camping Fees - 4-H/FFA, Vendors 6,930.00$ 6,000.00$ 6,000.00$

341555 Sponsor Fees 40,100.00$ 45,000.00$ 45,000.00$

341565 Stall Fees 4,118.00$ 4,000.00$ 4,000.00$ 341860 Grand Safety (Real Heroes) Fees 421.00$ 400.00$ 400.00$

344999 Other Fees (fair booth county depts) 96.00$ 100.00$ 100.00$

~ Subtotal 224,828.77$ 212,762.00$ 212,762.00$ 8,835.00$

344999 Other Reimbursements

361000 Investment Interest

373100 Open Class (Fair Foundation) 475.00$ 550.00$ 550.00$ 373100 4H (Fair Foundation) 4,824.22$ 5,000.00$ 5,000.00$

Herdsmanship (Fair Foundation 2016) 400.00$ 400.00$ 371000 Misc (permitted activities, inflatables, pony rides) 4,775.95$ 4,000.00$ 4,000.00$ 371000 Concert Merchandise Sales 325.00$ 100.00$ 100.00$ 371000 State Fair Pavement Payment 5,000.00$ 10,462.00 372000 Over & Short

373100 Zero Waste/ES/Donations 16,000.00$ 16,000.00$ 16,000.00$

373100 Donations (Blueberries & Misc. Revenues ) 400.00$ 400.00$ 400.00$ 425.00$

MCE4H - Agricultural Development 11,000.00$

255,995.74$ 239,212.00$ 255,212.00$ 19,722.00$ TOTAL REVENUES

426-4216


6

Treasurer's Report - 2016 FairOperations Expenditures

March 2, 2016

426-4216 2015 2016 2016 2016

ActualAPPROVED


525910 4-H (contract, premiums, other) 11,000.00 11,000.00 11,000.00RibbonsWristbandsPremiums (Paid by Fair Foundation) 3,000.00 5,000.00 5,000.00JudgesMisc. (Fairbook,Dairy Coupons)

SubTotal 14,000.00 16,000.00 16,000.00 0.00525915 FFA (contract, premiums, other) 2,179.17 2,200.00 2,200.00

Premiums 3,873.09 3,900.00 3,900.00Ribbons, Banners, & AwardsJudges, & 4-H Judge Transfer

SubTotal 6,052.26 6,100.00 6,100.00 0.00525920 Open Class (awards, premiums, other) 49.79

Open Class premiums (Fair Foundation) 475.00 550.00 550.00Ribbons & Trophy Engraving 400.17 1,000.00 1,000.00

Sub total 924.96 1,550.00 1,550.00 0.00525110 Fair Event Coordination (Ingalls) includes $15,800 for reimburse 31,499.97 30,000.00 30,000.00 8,571.42

Reimbursed expenses for event coordination 7,800.00 7,800.00525715 Marketing Campaign Coordination (Ingalls) 7,999.95 8,000.00 8,000.00 2,535.70525110 Sponsor Fees (commission) 6,931.00 12,000.00 12,000.00

Sub Total 46,430.92 57,800.00 57,800.00 11,107.12525155 Credit Card Fees 549.89 700.00 700.00525158 Armored Car Services 250.00 250.00 250.00

Sub Total 799.89 950.00 950.00525930Dry Cleaning (military uniforms) 100.00 175.00 175.00

527310 Tents Tents & Lights 8,062.00 10,000.00 10,000.00Tables & ChairsPipe & Draping

SubTotal 8,162.00 10,175.00 10,175.00 0.00

527310 Golf Cart Rentals/RTV (4 each) 2,800.00 2,800.00527310 Wheel Chair Rental (2 each) 0.00 0.00527310 Sanitation (handwashing supplies) 0.00 122.00 122.00

Port-a-Potty 2,048.00 3,000.00 3,000.00Zero Waste (includes Garten Svcs) 15,854.00 15,900.00 15,900.00Zero Waste (Supplies, Bleach, Gloves, Etc.) 446.00 450.00 450.00

SubTotal 18,348.00 22,272.00 22,272.00 0.00525945 Clean Up / Set Up

Civic/School Organizations 0.00Grounds Setup / Cleanup 5,000.00 5,000.00 5,000.00

525350 Janitorial Services 4,600.00 4,500.00 4,500.00SubTotal 9,600.00 9,500.00 9,500.00 0.00

525225 Ambulance/EMT Services 1,200.00 1,200.00525555 Security Services 15,406.50 15,500.00 15,500.00

Ticket Booths525999 Electronic Gate Ticket Printing 1,300.50 1,500.00 1,500.00


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March 2, 2016

426-4216 2015 2016 2016 2016

ActualAPPROVED


525999 Electronic Gate Ticketing Wi Fi 420.00 420.00 420.00

527230 Security Fencing Rental 1,307.20 1,310.00 1,310.00

525999 Afton's Service Fees 11,670.83 12,700.00 12,700.00

Merchant Service Fees

527231 Fairgrounds Rental in TRADE

527231 Asphalt Paving 65,210.21

527231 Asphalt Paving Cost 7,904.38

527231 Plans & Specs 0.00

527231 MCSO Crew

527230 Electrical Charges - Usage 2,500.00 2,500.00 2,500.00

Electrical Charges - Set-up 5,951.71 6,500.00 6,500.00

527230 Plumbing 1,104.00 1,500.00 1,500.00527230 Other (Grange rental, and info booth repair) 390.00 145.00 145.00527230 Parking Attendants 2,000.00 2,500.00 2,500.00

527230 Damage to Fairgrounds (Garten Truck) 4,366.80Sub Total 115,165.33 45,775.00 45,775.00 0.00

571010 Contingency 3,000.00 3,000.00Contingency - Future Rental 2019 26,666.00 26,666.00

525710 PrintingTicket printing, Passes (See electronic ticketing) 30.00 100.00 100.00Spanish Translation 100.00 500.00 500.00Misc. (wristbands)

Badges & Lanyards (See electronic ticketing) 0.00Sub Total 130.00 30,266.00 30,266.00 0.00

525715 Marketing 32,100.00 32,100.00Marketing (Social media, logo design) 2,800.00Prg Design & Printing and promotion 1,715.00Veterans Event 432.28Boomer and Senior News 1,292.00Video Shot 1,050.00Newspaper Advertising 9,406.96Yard/Field signs 422.59PostersMail and DistributionFlyers, Maps & schedule 42.60Television 3,573.20Radio Advertising 7,629.92Photography 600.00Fairgrounds Signs/Banners 465.00Misc. Advertising (Liberty St Banner) 378.50Awesome 3000

BillboardsSub Total 32,062.16 32,100.00 32,100.00 0.00


8


March 2, 2016

426-4216 2015 2016 2016 2016

ActualAPPROVED


525925 Professional Entertainers 8,000.00 8,000.00

Next of Kin 300.00

Tom Wayne 495.00

Brady Goss 600.00

Jess Carter Band 400.00

Never too Late 700.00

Tracy Reynolds 350.00

Olivia Harms 350.00

Lexi Tucker 495.00

Trevor Tagle 495.00

Country Wide 750.00

Ty Curtis 2,000.00

Rekless 450.00

AH Factor 300.00Sub Total 7,685.00 8,000.00 8,000.00 0.00

525925 Big Name Entertainment 50,000.00 50,000.00Band Fees ( Mark Chestnutt) 24,000.00Steel Horse - Bon Jovi 4,500.00Advertising/ MarketingBooking Fee (Eric M.) 2,400.00Catering (Band & Staff) 284.72Catering (VIP & Operations) 1,253.00Lights & Sound 13,980.00General Production (backline)General Production (stagehands) 450.00Security (ticket takers, ushers)

529860Misc. (utilities, Noise Variance, Etc.)

Custodial (Concert Cleanup)Transportation (shuttle) 0.00

Sub Total 46,867.72 50,000.00 50,000.00 0.00525930 Events & Activities

Mayor Legislative Reception (BOC office) 0.00 0.00 0.00Awesome DayCar Show 0.00 200.00 200.00

Contingency for permitted activities 3,000.00 3,000.00Petting Zoo 0.00Animal Exhibits 6,800.00 6,900.00 6,900.00Boys & Girls Club 1,000.00 1,000.00Herdsmanship (Fair Foundation 2016) 200.00 400.00 400.00

Rodeo (including dirt) 21,605.00 20,000.00 20,000.00

Fun Run 101.97

Real Heroes 1,000.00 1,000.00 1,000.00

Grill-Off BBQ 572.04 0.00 0.00


9


March 2, 2016

426-4216 2015 2016 2016 2016

ActualAPPROVED


County Chic Boutique 167.47 0.00 0.00

Swine & Wine 0.00 0.00 0.00

Latino Music Festival (Flyers) 160.00 0.00 0.00

Volunteer Shirts 1,170.00 1,200.00 1,200.00

Fair Board Shirts 750.00 750.00Volunteer Appreciation Event 236.48 500.00 500.00Bingo & Senior activities 1,000.00 1,000.00

Sub Total 32,012.96 35,950.00 35,950.00 0.00525940 Talent Show 1,000.00 1,000.00

Sub Total 2,060.00 1,000.00 1,000.00 0.00

TOTAL 340,301.20 327,438.00 327,438.00 11,107.12


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Treasurer's Report - 2016 FairAdministrationMarch 2, 2016

2015 Fair 2016 Fair 2016 Fair 2016 Fair

Account

Actual APPROVED

BUDGET AMENDED

BUDGET YTD

REVENUES

332200 State Subsidy 44,701.61 44,702.00 47,404.67 47,404.67 342110 Rentals - OSU

344900 Reimbursements

371000 Misc Income

372000 Cash Over & Short

381100 Transfer from General Fund 47,557.00 47,557.00 47,557.00 392000 Net Working Capital

361000 Investment Earnings - INTEREST 129.26 130.00 130.00 371000 Misc. Revenue (Bond Refund) 1,575.00

93,962.87 92,389.00 95,091.67 47,404.67

EXPENDITURES

511110 Fair Coordinator Wages (including overtime) 31,123.93 31,124.00 32,284.00 16,468.53 512010-610 Fair Coordinator Fringe 21,177.47 21,178.00 21,178.00 17,575.44

511120 Temp Wages (including overtime) 3,781.19 3,800.00 5,059.00 ~ Temp Fringe 750.24 800.00 800.00

Total Personnel 56,832.83 56,902.00 59,321.00 34,043.97

521010 Office/ Dept. Supplies 4.50 100.00 100.00 523010 Telephones 14.08 100.00 100.00 523050 Postage (admin only) 56.53 100.00 100.00 525360 Public Works Services (survey charges) 477.81 500.00 500.00 26.86 525710 Printing 40.00 40.00 525715 Advertising (RFP legal notice) 1,266.00 1,300.00 1,300.00 527210 Building Rental (private) 1,120.00 1,120.00 528110 Liability Insurance Premiums 5,448.00 5,500.00 5,500.00 528210 Public Officials' Bonds 1,150.00 1,150.00 1,150.00 575.00 529110 Employee Mileage 40.00 50.00 50.00 529130 Meals 287.00 300.00 300.00 106.00 529210 Meetings 100.00 100.00 529220 Conferences 100.00 100.00 100.00

529300 Dues & Memberships (Travel Salem, OFA) 1,235.00 1,300.00 1,300.00 700.00 529650 Pre-Empl Investigations 68.42 70.00 70.00

OFEA Membership and Conference Attendance 1,500.00 1,500.00 529999 MCFair.net Domain renewal 5-years

~ Total M&S 10,150.83 13,330.00 13,330.00 1,407.8660100-60452 Administrative Charges 20,574.09 21,000.00 23,314.00 23,314.00

571010 Contingency - 20,574.09 21,000.00 23,314.00 23,314.00 87,557.75 91,232.00 95,965.00 58,765.83 6,405.12 1,157.00 (873.33) (11,361.16)

426-4217

NET

TOTAL EXPENDITURES

TOTAL REVENUES

Total Admin & Contingency


11

2016 Marion County Fair - Budget ActivityWednesday, March 02, 2016

Revenue AmountCommercial Space Rental (YTD Budget) $1,895.00State Revenue (YTD Budget) $6,262.00

Expenditures Amountn/a

Revenue AmountState Subsidy (Amended Budget) $2,702.67

Expenditures AmountPublic Works Survey Charges (YTD Budget) $26.86

Fair wage: $21,178Temp fringe: $800

Increased Administrative Charges (Amended Budget) $2,314.00 Decreased Contingency to cover County Administrative Charges (Amended Budget) -$1,157.00

Upcoming Changes

OPERATIONS

ADMINISTRATION

Adjusted Fair Coordinator and Temp wages/fringe to reflect 2016 Amended Fair Budget.

Moving forward, all changes to the Amended Fair Board Budget that occurred since the last Fair Board meeting will be reflected in green. This change in formatting is designed to assist the reader identify budgetary adjustments.

G:\County Fair\Budget\2016\Treasurers Report_MC Fair March 2, 2016printed: 3/1/2016

12:29 PM

12

Date Fair Year REVENUE EXPENSE Descriptionof change

example 2014 3,000.00$ Increase 4H premium paymentsexample 2014 3,000.00$ Increase Donation revenue - from Fair Board Foundation Swine & Wine eventexample 2014 20,000.00$ Increase Sponsor fee revenuesexample 2014 26,000.00$ Increase Sponsorship Commission by $3000 and Big Name Ent. By $23000example 2014 (6,000.00)$ Decrease State Fair Rental

1 2/29/16 2016 2,702.67$ Increase State Subsidy - Administration (New total $47,404.67)

2 2/29/16 2016 2,314.00$ Increase Administrative Charges per Marion County Fiscal Year 2016-17 Budget (New total $23,314)

3 2/29/16 2016 1,157.00$

Transfer balance of $1,157 in Administration Contingency to Administrative Charges to help cover increase in County Administrative Charges

4 (1,157.00)$ Decrease Administration Contingency to reflect actual amount of contingency funds remaining (New total $0)

5

6

7

8

9

TOTAL 2,703$ 2,314$

NET CHANGE 389$

Person Requesting: Daniel Adatto, Marion County Community Services 2/29/2016Date

Fair Board Approval:Date

Date

Approved Changes Entered: _______________________

** Budget Office Use Only

Community Services Director:

Budget Change Request Form

13


example 2014 3,000.00$ Increase 4H premium paymentsexample 2014 3,000.00$ Increase Donation revnue - from Fair Board Foundation Swine & Wine eventexample 2014 20,000.00$ Increase Sponsor fee revenuesexample 2014 26,000.00$ Increase Sponsorship Commission by $3000 and Big Name Ent. By $23000example 2014 (6,000.00)$ Decrease State Fair Rental

1 2/29/16 2016 (789.04)$ Reduce golf cart rental expense 527310 (new total $2010.96)

2 2/29/16 2016 789.04$ Increase Public Works Survey Charges 525360 for AutoCAD redrawing of site plans (new total $1289.04)

3

4

5

6

7

8

9

TOTAL -$ -$

NET CHANGE 0

Person Requesting: Jill Ingalls 2/29/06Date


Date





14


example 2014 3,000.00$ Increase 4H premium paymentsexample 2014 3,000.00$ Increase Donation revnue - from Fair Board Foundation Swine & Wine eventexample 2014 20,000.00$ Increase Sponsor fee revenuesexample 2014 26,000.00$ Increase Sponsorship Commission by $3000 and Big Name Ent. By $23000example 2014 (6,000.00)$ Decrease State Fair Rental

1 3/2/16 2016 (13,980.00)$ Move lights/sound/stage from Big Name Entertainment to Grounds and Utilities (Big Name Entertainment new total $36,020)

3/2/16 2016 13,980.00$ Increase Grounds and Utilities (new total $139,417.10)

3/2/16 2016 (3,000.00)$ Move from Contingency to Big Name Entertainment (Contingency total $0)

2 3/2/16 2016 3,000.00$ Increase Big Name Entertainment (new total $39,020)

3 3/2/16 2016 (3,000.00)$ Move from Local Entertainment to Big Name Entertainment (Local Ent. new total $5,000)

4 3/2/16 2016 3,000.00$ Increase Big Name Entertainment (Big Name new total $42,020)

5

6

7

8

9

TOTAL -$ 13,980$

NET CHANGE 0

Person Requesting: Programming Committee (via Denise Clark) 3/2/16Date


Date





15

Marion County Fair Board Meeting February 17, 2016 Board of Commissioners’ Room, CH2 In Attendance

Members Present: Brandi Buxton, Joel Conder, Heidi DeCoster, Shannon Gubbels, Nathan Leao, Dylan Wells, Pam Zielinski Staff: Daniel Adatto, Denise Clark (recorder), Tamra Goettsch, Commissioner Janet Carlson, BOC Liaison Guests: David Beem, Annette Howe, Jill Ingalls, Ingalls & Associates; Scott Ingalls, Ingalls & Associates; Melanie Mintken, 4H; Amy Goulter Allen, FFA

I. Meeting Convened: 5:38 PM II. Public Comments- None III. Approval of January 6, 2016 Meeting Summary Notes- Dylan made a motion to approve the notes; Shannon

seconded. Motion passed. IV. 4H/FFA Report

FFA Report- Amy

The Stayton FFA will be making the table arrangements for the Swine and Wine event. FFA advisors have been asked to find volunteers for the event.

4H Report- Melanie

• The January beef weigh-in was held. • They are monitoring the PED virus. • Water fowl-ducks, geese, or duck eggs won’t be allowed at fair because of avian influenza.

V. Financial Report- Brandi

Changes in budget revenue (listed on last page of budget doc. under notes)

Fair Coordinator Wages and Temp Wages were originally listed for fiscal year 14-15; that has now been changed to reflect fiscal year 15-16. The “Fringe” isn’t changing.

Dylan made a motion to approve the changes in the expenditures for Fair Coordinator and Temp Wages, leaving the fair Coordinator Fringe and Temp Fringe as they were in the approved budget; Brandi seconded the motion. Motion passed.

Shannon made a motion to approve the financial report as amended; Dylan seconded. Motion passed.

VI. Items of Special Interest

Swine & Wine (S&W)

• Meal menu the same as last year • A table costs $400 ($50 a ticket) • Sharon Davidson’s spreadsheet of 2016 table participants was distributed. • Tami has arranged for the auctioneer.

16

• Four volunteers are coming at noon, the day of the event, for set-up. • Melanie will be identifying two speakers and some student servers. • Dessert will be provided by the same business providing the dinner. (Last year Willamette Valley Fruit provided

the dessert.) • Fair board members can’t receive a free meal due to ethics laws; members can’t have any special privileges.

Board members planning on attending the S&W are Joel, Pam, Shannon, Dylan, Heidi, and Nathan.

Discussion was held on table assignments and how many tables are still available.

Discussion was held on whether live entertainment was needed. It was decided to try and get some students from the schools’ music programs. Heidi will check with her contacts.

Oregon Festivals and Events Association conference March 6-8

Those attending some part of the conference are Dylan, Joel, Nathan, Tamra, and Denise.

VII. Strategic Plan Items

Subcommittee meetings are now scheduled. Denise sent out a Calendar of Events of all of the upcoming meetings. Jill will send a message out to everyone prior to the meetings in order that decisions can be made at the meetings. Tami said she could help with that.

Ingalls are working on the sound and lights Request For Applications (RFA).

If any subcommittee suggestions have budget implications, please submit a Budget Change Request Form. Also, make sure any suggestions are within the budgeted amount.

1.2.5 Adopt financial controls to authorize expenditures and stay within the budget. The budget has been adopted.

2.1.2 Adopt marketing budget. Ingalls said that the marketing plan is coming later.

2.1.10 Present new fair theme logo to board if applicable. N/A

2.2.4 Explore other venues- Instead of programming team this is Event/ Marketing Coordinator’s responsibility.

2.2.4a Target Chamber newsletter articles- All teams responsible for this.

2.2.5 Create activities that draw cross-cultural participants- On going.

3.2.1 Present fair layout (including booths) to Fair Board. Jill showed a draft of the new Columbia Hall layout.

• Flyball is glad to move into the Jackman Long Bldg. • Real heroes is moving inside; their previous outside basketball court area is now available. • 4H Dog Show is moving to the back grassy area near the yellow gate; holding the event on Friday instead of

Saturday. • The outside layout is still being drawn (Autocad). • The floral garden will be the Made in Marion section; limited hours, just in the evening. Looking for artists,

crafts, shabby chic type folks. • Walk on the Wild Side is coming back.

17

• Camels are coming back.

4.4.5 Place open class application and information on web site. Jill, Heidi, and Bry are working on it; hope to have a meeting in three weeks; working on cleaning up the department classes.

Annette said that the owner of the Cotton Patch would like to do a quilt walk like they do at State Fair. She’d also like to receive a list of those that won a gift certificate from her business post fair. Heidi said that they could work on compiling that information.

It was suggested listing all of the open class donors on the web. We would need to have the information ahead of time.

VIII. Other

Newsworthy Items- Jill spoke with the County’s Public Information Officer, Jolene Kelly, regarding her media schedule. Jolene would like to be fed information on a regular basis. Jill encouraged that with everyone’s many relationships outside of the fair, there is a lot of information that can be brought forward. Suggestions were:

• Brand new after school programs (OSU extension) in our community • Criteria for the open class BBQ contest • The Fair Foundation approved increases for premiums • New open classes being added • Recruitment for a specific volunteer need

Tami went to an Oregon Fairs Association conference session on STEAM (Science, technology, arts, education, and math) being brought to fairs using the fairgrounds as a large classroom. This is an opportunity to change the fair in a small way. She has a staff person she could assign to research it. Amy said that FFA could go back to doing more educational displays. Denise said that recording the number of educational displays at fair is required for the OFA annual report. Scott suggested tying in a guided barn tours with the educational aspect.

Tami suggested that Heidi write an open class participation letter that could be distributed to the afterschool programs.

Annette suggested that the middle school programs now have kids producing gardens. The program teaches kids how to grow their own food for eating and the costs for doing so. Aaron is the contact at Parrish Middles School.

David said he is interested in having wheel chair access to handicapped bathrooms. Scott said they are working on it and looking into heavier duty ones and placing them strategically.

Melanie invited everyone to join their organization on a walk around Salem from 12:30-1:00 on Wednesdays and Thursday. Meet at the Farm Bureau building 1320 Capitol Street NE.

Jill brought up the idea of purchasing jackets/shirts for Fair Board members. She’d like to have them by Agfest, April 23-24. She is suggesting a simple embroidered denim shirt. She will get a price quote. A polo shirt could be purchased for the summer season.

Jill would like to see all of the board members participate and help with AgFEST. She will make a schedule for everyone to sign up for a shift. Meeting adjourned: 7:03 PM

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wednesday march 2, 2016 5:30 pm commissioners’ board room mar 3 2016 pack… · treasurer's...

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