FAIR BOARD REGULAR MEETING

Lane Events Center, Meeting Room 2

September 1st, 2016, 7:30 am

Kelley / Voorhees / Harris / Cosio / Thwing
Present / Present / Present / Present / Present
Late arrival

Others Present:
Corey Buller – Division Manager/Fair Director, Lane Events Center

Rachel Bivens – Marketing Manager/Assistant Fair Manager, Lane Events Center

Faye Stewart – Lane County Commissioner

Emily Anderson – 4-H Agent

1.  ITEMS FROM THE COMMUNITY:

None

2.  APPROVAL OF MINUTES – July 7th 2016

MOTION: Sid Voorhees / COMMENTS: Sid Voorhees motioned to approve the July 7th, 2016 meeting minutes as written. Jack Harris seconds. All in favor. Cliff Kelley was absent at the time of voting.
SECOND: Jack Harris
VOTE
Name / Vote
Cliff Kelley / Absent at vote
Sid Voorhees / Yes
Sascha Cosio / Yes
Jack Harris / Yes
Randy Thwing / Yes

3.  FAIR PRELIMINARY NUMBERS:

Attendance was up over 2015; although we are still calculating some items, all areas of revenue appear to be up. Parking in particular due to making all lots paid, increased dramatically even considering the 50/50 revenue split with the Sheriff’s Posse who was very happy with what was taken in. Some discussion surrounding the increase in concert revenue; if we collect demographics; what genres did well this year and what genres have historically resulted in the most ticket sales and best ancillary revenues etc.

ACTION/DIRECTION:

Staff will bring updated financials and Fair net estimates to the next meeting.

4.  4-H:

Emily Anderson with 4-H was in attendance. She and Mr. Punches just debriefed with the 4-H leaders and all felt it was a great Fair. They have lots of ideas and proposals they would like to discuss. From their perspective, the issues this year were around logistics of parking, camping, pre-fair entry to see judging. Some discussion surrounding the layout specifically with reference to the late dates information was shared and the number of changes requested at the last minute. Additionally some conversation about potentially changing the layout for 2017 is requested moving forward. Emily was asked to provide the final entry numbers ASAP as they were requested of her a month ago and are necessary for Fair staff’s state reporting. An assistant has been hired for Emily who starts on the 12th of September but will mostly be focused on school teaching and programming rather than Fair.

ACTION/DIRECTION:

Emily will work on getting the numbers over to staff as soon as she possibly can.

5.  COMPLAINT REGARDING FLAG VENDOR:

Fair staff has received complaints regarding a flag vendor displaying confederate flags at the Fair this year and last year. Staff has responded to these complaints that so long as the product they are selling is not illegal, they are able to sell it regardless of the personal opinions of staff/county. Sascha Cosio stated that this is not okay and wants further discussion regarding what we can legally allow and what we can say no to. Commissioner Stewart suggested that we send this to legal council for consideration.

MOTION: Sid Voorhees / COMMENTS: Sid Voorhees motioned to have staff review this issue with County legal council and report back on it at the next meeting. Jack Harris seconds. All in favor.
SECOND: Jack Harris
VOTE
Name / Vote
Cliff Kelley / Yes
Sid Voorhees / Yes
Sascha Cosio / Yes
Jack Harris / Yes
Randy Thwing / Yes

6.  FAIR PARKING OBSERVATIONS/ISSUES:

Negative comments were received during Fair regarding parking changes (unpaid to paid) however most of these issues and complaints were received on the first day of Fair and were resolved that day. Comments were received that the Sheriff’s Posse staff were rude. Sascha Cosio stated that her interaction with them was that they were firm but not rude. The Sheriff’s Posse is currently evaluating how it went for 2016 and will be making changes, potentially adding some staff for 2017. Fair staff is looking at our internal parking needs and uses, evaluating locations and prices etc. Discussion occurred as to each of the lots and what they were used for this year, spots where people were getting in without paying or finding lots full when they had pre-purchased a permit to that lot.

ACTION/DIRECTION:

Commissioner Stewart suggested staff try to get a business to underwrite the parking and camping for the youth portions of the Fair. Commissioner Stewart also suggested staff tries to find an alternate location for the Carnival trailers not needed during the event.

7.  JOINT MEETING:

Discussion surrounding where the meeting will take place; should it be at LEC, Harris Hall or in the BCC Conference room. It was determined that the BCC Conference Room is best option.

ACTION/DIRECTION:

Staff will work with Diana Jones to set a work session for the Joint Meeting on a December Wednesday morning. Randy Thwing to work on the agenda with Fair Director.

8.  OFA REGISTRATION/INFORMATION:

Staff passed out the agenda and schedule for the Oregon Fairs Association Conference October 20-22, 2016 at the Linn County Fairgrounds. Staff requested the Board review the schedule and decide if they would like to go. Discussion occurred regarding whether it is common for Board members in general and specifically the Lane County Fair Board members to go to this conference. Jack Harris expressed interest in attending.

ACTION/DIRECTION:

It is requested of the Board that they let the Fair Director know by the no later than September 9th if they wish to go. Board will be responsible for their own travel to get to the meetings.

9.  DISCUSS RETREAT/FACILITATOR NEXT STEPS/GOALS:

Staff requests feedback from the Board regarding the facilitated work session that took place prior to the Fair. Jack Harris suggests this be something that is done at least once a year. Randy Thwing would like to schedule a special work session to work on the materials generated at that work session before the end of this year.

ACTION/DIRECTION:

Fair Director will work with Randy Thwing on the agenda for this work session.

10.  OTHER:

a.  Fair Board Terms: staff handed out a list of the board members and their terms. It is noted that Cliff Kelley’s term ends December 31st of this year. He is technically not eligible for another terms but he can apply as any new applicant would.

i.  ACTION/DIRECTION: Staff will begin the process now with the hopes of having the vacancy filled before the January meeting. Staff will work with County to get the application posted on the Lane County website as well as on the Lane County Fair page.

b.  October Meeting: Board discussion around cancelation of the October meeting due to absences and their activity for the month will potentially be in going to the OFA conference.

MOTION: Sid Voorhees / COMMENTS: Sid Voorhees motioned to skip the October meeting and move detailed Fair discussion items to November. Cliff Kelley seconds. All in favor.
Discussion: Sid Voorhees may not be able to attend the November meeting but would like to be present via teleconference. Staff will arrange to have a telephone in the Meeting room to achieve this.
SECOND: Cliff Kelly
VOTE
Name / Vote
Cliff Kelley / Yes
Sid Voorhees / Yes
Sascha Cosio / Yes
Jack Harris / Yes
Randy Thwing / Yes

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