FAIR BOARD REGULAR MEETING
April 6th 2017
Lane Events Center, Meeting Room #2, 7:30 am
Voorhees / Thwing / Cosio / Harris / DeedonPresent / Present / Present / Present / Present
Others Present:
Corey Buller – Division Manager/Fair Director, Lane Events Center
Rachel Bivens – Marketing Manager/Assistant Fair Manager, Lane Events Center
Tim Elsea – Lane County Public Works Director
1. ITEMS FROM THE COMMUNITY:
Amanda Deedon has some discussion surrounding 4-H. Fair Board agrees to defer this until the 4-H discussion later in the meeting.
2. ANNOUNCEMENTS:
Commissioner Stewart has left the Board of County Commissioners for a position in Cottage Grove. The BCC will advise or appoint a new liaison soon.
3. APPROVAL OF MINUTES – March 2nd 2017
MOTION: Sid Voorhees / COMMENTS: Sid Voorhees motioned to approve the March 2nd 2017 meeting minutes as written. Brett Deedon seconds. All in favor.SECOND: Brett Deedon
VOTE
Name / Vote
Randy Thwing / Yes
Sid Voorhees / Yes
Sascha Cosio / Yes
Jack Harris / Yes
Brett Deedon / Yes
4. ENTERTAINMENT UPDATE:
The official concert announcement for the 2017 Main Stage line up was made on Monday, April 3rd. Tickets will go on sale at the end of the month, beginning of May. Line up includes, Eli Young Band, Bret Michaels, Survivor & Loverboy, En Vogue, LeAnn Rimes.
ACTION/DIRECTION:
None.
5. CARNIVAL PROVIDER:
All bids were received and reviewed by staff and members of the Fair Board. The contract will be awarded to Funtastic Carnival. Discussion surrounding all the financial proposals as well as other strengths of the winning candidate. Minor discussion surrounding Fair layout.
ACTION/DIRECTION:
None.
6. 4-H UPDATE:
John Punches (Regional Administrator for 4-H) and Emily Anderson were present. Advised that the 4-H exhibitor handbook was released on Wednesday, April 5th, they are switching to on-line entries using the same software that Fair staff use, lowering of 4-H fees. Additional discussion surrounding scholarships, separation of awards based on national policy, age ranges for programs offered etc. Amanda Deedon, advised the Fair Board she is the mother of one of the Board members and as such wishes to be transparent, provided a letter discussing issues and challenges with 4-H, expressed concern regarding the lack of communication from 4-H as well as the changes to awards. She asked the Fair Board consider such issues such as awards and who can receive them, where are the funds coming from, staffing etc..
ACTION/DIRECTION:
Continue working towards clarifying the roles of 4-H and open show.
7. YOUTH FAIR COORDINATOR:
Discussion surrounding the need for a strong person to enforce rules, ensure communication, do out reach to open show kids etc.
ACTION/DIRECTION:
Staff and Fair Board will meet in a special work session to discuss the role and duties of a Youth Fair Coordinator, fee etc.
8. 4-H, LCLA, LCFB MOU DISCUSSION:
No further discussion took place specific to the MOU.
ACTION/DIRECTION:
Staff will continue to work towards a finalized version for approval and signatures.
9. POSSE PARTNERSHIP UPDATE:
Staff have met with the Posse and drafted the contract. Posse has agreed moving forward to provide more outreach than last year to advise people on why parking is being charged, what the money will be used for by Posse and Search & Rescue etc. Additional directional issues will be addressed for 2017 with additional signage that they will provide. Discussion surrounding volunteer, participant and vendor parking also occurred with Posse and solutions have been developed.
ACTION/DIRECTION:
Staff will bring the final contract for review and discussion next meeting.
10. NOMINATIONS/SELECTION OF PRESIDENT AND VICE PRESIDENT FOR THE REMAINER OF 2017:
MOTION: Sid Voorhees / COMMENTS: Sid Voorhees motioned for Randy Thwing to continue in his position as the Board President for the remainder of the year. Brett Deedon seconds. All in Favor.SECOND: Brett Deedon
VOTE
Name / Vote
Randy Thwing / Yes
Sid Voorhees / Yes
Sascha Cosio / Yes
Jack Harris / Yes
Brett Deedon / Yes
MOTION: Bredd Deedon / COMMENTS: Brett Deedon motioned for Sid Voorhees to continue in his position as the Board Vice President for the remainder of the year. Sascha Cosio seconds. All in Favor.
SECOND: Sasha Cosio
VOTE
Name / Vote
Randy Thwing / Yes
Sid Voorhees / Yes
Sascha Cosio / Yes
Jack Harris / Yes
Brett Deedon / Yes
11. OTHER:
a. Oregon Fair Association Reports: Staff handed out a table of data surrounding most of the fairs in the stage. Staff advised the Board that not all fields are accurate as different fairs look at certain line items in different ways causing the reporting to be confusing at times.
b. Randy Thwing brought to the Board the fact that a person associated to the youth fair reached out to him to get together and discuss “issues” outside of the Board meeting. Randy has responded that those items should be brought to the Board for discussion rather than meet one on one. Board is in agreement that concerns and issues should be brought to them in the proper forum of the meeting and not on the side.
c. Retreat: the Board agreed to put discussion of the Board retreat date and time on the May agenda.
Meeting adjourned.
X______
Randy Thwing, President
MINUTES ARE DRAFT AND SUBJECT TO CHANGE UNTIL APPROVED BY THE FAIR BOARD AT THE NEXT REGULAR SCHEDULED MEETING