FAIR BOARD REGULAR MEETING

June 1st. 2017

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

Voorhees / Thwing / Cosio / Harris / Deedon
Present / Present / Absent / 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

1.  ITEMS FROM THE COMMUNITY:

None

2.  ANNOUNCEMENTS:

Staff announced that a new Public Works Assistant Director has been selected. Petra Schuetz will be joining the Public Works team as of Monday, the 5th of June.

3.  APPROVAL OF MINUTES – May 4th 2017

MOTION: Brett Deedon / COMMENTS: Brett Deedon moved to approve as written. Jack Harris seconds. All in favor.
SECOND: Jack Harris
VOTE
Name / Vote
Randy Thwing / Yes
Sid Voorhees / Yes
Sascha Cosio / Absent
Jack Harris / Yes
Brett Deedon / Yes

4.  YOUTH FAIR/4-H UPDATE:

Staff announced that a meeting took place between staff, Youth Fair Coordinator Michelle Banks, 4-H staff Emily Anderson and John Punches to discuss a number of items. Communication and collaboration were the main focus of this meeting; further reinforcement of the 4-H rules across all exhibitors is needed. A joint meeting between 4-H and Youth Fair to discuss animal pen layout, clarify the role of volunteers and continue the conversation towards reducing the possibilities for confusion and misunderstanding will be scheduled for a date in the coming weeks. A comment box will be placed in the large animal areas for exhibitors to provide feedback. Post Fair, a public meeting to further discuss such feedback and provide an additional opportunity for participants will also be scheduled. Discussion surrounding whether or not current planning meetings are made available to the public occurred. Livestock Auction meetings are made public but generally attended only by those parties involved, 4-H meetings are open to public but not advertised.

ACTION/DIRECTION:

None.

5.  FAIR UPDATE:

Staff reported on many areas of the Fair including exhibits, commercial vendors, food vendors, sponsorships, concert tickets. Staff also discussed upcoming dates for various admissions and ride specials.

ACTION/DIRECTION:

Staff will bring another update to the July meeting.

6.  FAIR BOARD RETREAT DISCUSSION:

Staff advised that only one Board Member responded to the email regarding availability. Based on that email, dates are currently narrowed down to August.

ACTION/DIRECTION:

Staff will resend email-requesting members to advise on availability or suggest alternative options.

7.  FAIR BOARD AWARD SIGN UP SHEET:

Staff passed around the Fair Board Award sign up sheet for members to select those that are of interest.

ACTION/DIRECTION:

Staff will bring the finalized sheet with award assignments to the July meeting for Board members.

8.  FAIR BOARD TERM DISCUSSION:

Staff brought the current listing of members terms and expiration dates. Randy Thwing and Sid Voorhees terms both expire on December 31, 2017. Randy is eligible for re-appointment. Sid Voorhees is not however, he can apply or the Board can request a term extension from the County Commissioners should they wish. Staff advised that action is desired by August or September to ensure we are able to have members in place by the end of the year.

ACTION/DIRECTION:

This item will be added to the agenda for the Board Retreat.

9.  MOU:

MOU has been approved and signed by 4-H. MOU is currently under review and awaiting signature from the Livestock Association.

ACTION/DIRECTION:

Staff will bring the MOU signed by both 4-H and LCLA for Board signature.

10. 

11.  OTHER:

a.  Oakway Catering: Staff announced that Oakway Catering, a locally owned and operated company, is in the process of being contracted as the exclusive concessionaire for Lane Events Center.

b.  Storm Water: Jack Harris asked if the storm water bill was adjusted when the bio-swale was installed in the East parking lot. Staff thinks so however this happened close to 20 years ago and will require additional research. Discussion surrounding the fact that the bill is calculated based on the amount of impervious surface at the facilty.

c.  Facility Assessment: The draft has been distributed for review. Staff will meet in the coming week with the Public Works Director to determine the next step, if the report provides the necessary information or needs to be adjusted in any way. Tim Elsea confirmed that the capitol fund will be moved to the Lane Events Center annual budget as of July 1 placing the Division in a good situation to consider project work.

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