FAIR BOARD REGULAR MEETING

May 4th 2017

Lane Events Center, Meeting Room #2, 7:30 am

Voorhees / Thwing / Cosio / Harris / Deedon
Absent / 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
Gary Williams – Lane County Commissioner

Pat Farr – Lane County Commissioner

1.  ITEMS FROM THE COMMUNITY:

Paige Boyce addressed the board to express some concerns. She handed the board a letter with further discussion. Discussion from the Fair Board to acknowledge her concerns specifically in regard to the minutes from the April meeting and to respond to her comments.

2.  ANNOUNCEMENTS:

Staff introduced the new County Commissioner, Gary Williams who is the new Board Liaison. Staff also introduced Commissioner Farr who serves as the alternate Liaison between the Fair Board and Board of County Commissioners.

3.  APPROVAL OF MINUTES – April 6th 2017

MOTION: Brett Deedon / COMMENTS: Discussion of minor change to item 11, b. Brett Deedon moved to approve as amended. Jack Harris seconds. All in favor.
SECOND: Jack Harris
VOTE
Name / Vote
Randy Thwing / Yes
Sid Voorhees / Absent
Sascha Cosio / Yes
Jack Harris / Yes
Brett Deedon / Yes

4.  CONTRACTS UPDATE:

Sheriff’s Posse contract for the Parking partnership is complete. Staff has worked with them to allow them the ability to utilize more parking spots while also allowing for Fair volunteers, judges, coordinators etc. to have the ability to park with a pass.

The contract with Funtastic Carnival is fully executed.

Contract for security is in process currently and should be finalized soon. EPD, Sheriff’s will also be secured. The Lane County Sheriff’s Posse will be on site working with the Posse and also with their booth/display area as they did in 2016.

ACTION/DIRECTION:

None.

5.  MOU/4-H/YOUTH FAIR UPDATE:

Discussion surrounding the current state of affairs between 4-H, Youth Fair, Auction Committee and volunteers, difficulties in communication and ensuring all parties are consistent in their messaging. Staff will be meeting with key players in the coming weeks in an attempt to bridge the gap and ensure we are all moving forward together.

ACTION/DIRECTION:

Staff was asked to reinforce the need for each party to attend the others meetings with the goal of keeping everyone informed and maintaining positive working relationships.

6.  FAIR UPDATE:

Staff handed out a basic information sheet, which includes items such as Fair dates, hours, locations and dates for ticket sales, ride bracelets, concert and VIP experience tickets, list of concerts, admission specials etc. Discussion surrounding the Senior Celebration and previous events at the Fair occurred.

Staff also provided an update on location changes, additions to the programming, concert sales that opened on 5.1.17 and upcoming advertising.

ACTION/DIRECTION:

Staff advised they will bring the Fair Board Award sign up sheet, schedule of meetings and further Fair updates to the June meeting.

7.  BOARD RETREAT DISCUSSION:

Staff asked if the Board would like the same facilitator as the last Board Retreat. Board agreed that they would. Date ranges in August, September and October were briefly discussed. Randy Thwing asked that the following be put on the agenda: Board Governance, ex-party contacts, conflicts of interest and open meeting law. Randy Thwing also asked that the Public Works Director be present at the meeting and discuss Board Governance, roles etc. Additional items and Board goals for the meeting once a date and facilitator have been secured.

ACTION/DIRECTION:

Staff will send the board an email including the potential date ranges for careful consideration as well as the notes from the previous retreat.

8.  OTHER:

a.  Facility Assessment: The first draft is in but is still lacking a bit of data. The final version is getting close to complete. Once it is complete, staff will meet with the Public Works Director to begin a business plan and master plan.

b.  Gary Williams: Thanked staff for their hard work and information provided at the meeting today. Expressed his feelings that the Fair is the heart of Lane County and he is thrilled to be a part of it.

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