FAIR BOARD REGULAR MEETING

Lane Events Center, Meeting Room 2

July 7th, 2016, 7:30 am

Kelley / Voorhees / Harris / Cosio / Thwing
Present / Present / Present / Absent / Present

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

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

Emily Anderson – 4-H Agent

1.  ITEMS FROM THE COMMUNITY:

None

2.  APPROVAL OF MINUTES – June 4th 2016

MOTION: Sid Voorhees / COMMENTS: Sid Voorhees motioned to approve the June 4th, 2016 meeting minutes as written. Randy Thwing second. Cliff Kelley and Jack Harris Abstained due to being absent last month. All in favor.
SECOND: Randy Thwing
VOTE
Name / Vote
Cliff Kelley / Abstained
Sid Voorhees / Yes
Sascha Cosio / Absent
Jack Harris / Abstained
Randy Thwing / Yes

3.  POSSE AGREEMENT:

Fully executed contract brought to Fair Board. The agreement is a single year contract and will be reviewed post Fair this year prior to moving forward for 2017.

ACTION/DIRECTION:

None.

4.  4-H/YOUTH FAIR UPDATE:

Emily Anderson with 4-H advised that entries are up over 50% on average. In particular swine and horse entries have increased. The number of exhibitors is up by about 40 youth. The only decrease is in the Beef department.

Emily brought some questions from the Auction committee regarding some pieces of the auction. Security for the Horse Fair was discussed. On-call vet was also discussed. It was advised that if a vet is needed, Emily is to contact Fair staff and we will contact the Vet from there. Additionally Emily asked if there is a Fair evacuation plan should it be needed. An Emergency plan is in place and 4-H will need to focus on evacuation and Police/Fire will take over from there. Entries are up raising Board concern about space; discussion surrounding pens and space for this year and next occurred. Discussion surrounding Coastal and Wilco as current and potential partners occured.

ACTION/DIRECTION:

Staff will send Emily Wild Duck Catering contact info for the auction as well as the Posse info for potential security. Staff will also send the Emergency Management Plan. Staff will evaluate space and pens this year for consideration moving forward.

5.  OPEN SHOW UPDATE:

Still and creative entries are still coming in at this time. Some have closed, one of those being Beer & Wine, which were re-opened last year. Entries in this department were 30 last year and are 70 this year.

ACTION/DIRECTION:

None.

6.  4-H/AUCTION COMMITTEE MOU:

The MOU is still with the Auction committee and Fair staff is awaiting its arrival at the office. Emily will follow up with Paige Boyce as she has been the main go between for 4-H and LCLA.

ACTION/DIRECTION:

Follow up with Emily and Paige as Auction can not technically take place without this agreement signed.

7.  FAIR BOARD AWARDS:

A sign up sheet for all Fair Board awards was passed around the table for board members to sign up for.

ACTION/DIRECTION:

Staff will email the list so the board members have a copy of what they signed up for and when they need to be present.

8.  CONCERTS UPDATE:

Ticket sales are steady at this point and will pick up in the next two weeks. Gary Allan and The B-52s are the biggest sellers at this point. Kansas, Rachel Platten and Joe Nichols are all around the same at this point. We are 2/3 of the way to our budgeted revenues and hope to exceed that.

ACTION/DIRECTION:

None.

9.  MEDIA UPDATE:

All forms of purchased media have begun and will increase in frequency over the next two weeks. Trade and contesting promos are all going on now and will continue through Fair. We are trying to utilize as many traceable mediums and evaluate the success of each platform.

ACTION/DIRECTION:

Staff will continue to work on earned media and on-air time.

10.  INFORMATION SHEET/MEETING SCHEDULE:

Staff distributed an information sheet with contact info, basic special, fair instructions and meeting schedules.

ACTION/DIRECTION:

None.

11.  DISTRIBUTE FAIR MATERIAL:

Board admissions and parking materials distributed.

ACTION/DIRECTION:

None.

12.  OTHER:

a.  Budget: Staff estimated $190,000 net for the 2015 Fair. At fiscal year end net is at $193,000.

b.  Oregon Fairs Association Conference: Staff distributed a flyer for annual OFA conference taking place this October for Fair Board reference and to put the dates on their calendar. An agenda has yet to be released. Staff will email it to the Fair Board once it has been received.

c.  Lane Events Center Food & Beverage RFP: Process is on going. Staff is interviewing companies this week to assess their interest and abilities. A decision will be made in the next few weeks that will strive to provide clients with flexibility and options for the best service provider for their events.

d.  Lane Events Center Hockey Oregon Contract: an RFI went out. LEC only received interest from Hockey Oregon (Eugene Generals) so they will be contracted for another year.

e.  Fiscal Year end: FY 15/16 has concluded. A number of projects have been completed including parking upgrades in the parking lot, purchase of swamp coolers so staff will no longer need to rent them, high top tables and some other miscellaneous equipment purchases.

f.  Tractor Display at Fair: Staff has had a meager response thus far with only 6 tractors confirmed. The antique logging truck contact who was confirmed but just cancelled, we do have another tentatively schedule. Jack Harris and Cliff Kelley will reach out to some contacts and look at their own equipment.

g.  Board Absences: Sascha Cosio was absent at this meeting making it her second unexcused absence since she was reappointed. Randy Thwing will contact her for discussion.

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