Fair Board Regular Meeting s3

FAIR BOARD REGULAR MEETING January 26th, 2017 Lane Events Center, Meeting Room #2, 7:30 am

Voorhees Thwing Cosio Vacant Vacant Present Present Present

Others Present: Corey Buller – Division Manager/Fair Director, Lane Events Center Rachel Bivens – Marketing Manager/Assistant Fair Manager, Lane Events Center Lane County Commissioner – Faye Stewart Time Elsea – Lane County Public Works Director

1. ITEMS FROM THE COMMUNITY: None however in the audience were Fair Board applicants Jack Harris, Cliff Kelley, Paige Boyce, Brett Deedon and Eugene Orgon as well as 4-H Program Coordinator, Emily Anderson.

2. APPROVAL OF MINUTES – December 14 th , 2016 MOTION: Sid Voorhees COMMENTS: Sid Voorhees motioned to SECOND: Sascha Cosio approve the December 14th, 2016 meeting minutes VOTE as written. Sascha Cosio seconds. All in favor. Name Vote Randy Thwing Yes Sid Voorhees Yes Sascha Cosio Yes Vacant Vacant

3. FINANACIAL REVIEW FY 17/18: Staff brought the draft 2017 Fair budget for review and discussion. YTD for Fair 2016, discussions of final revenues and expenses and predicted net. ACTION/DIRECTION: As county budgeting proceeds, staff will bring the budget back for approval and discussion of any requested major changes.

4. 4-H UPDATE AND DISCUSSION: Staff has received feedback recently that there is some confusion coming out of 2016 regarding the open show vs. 4-H. Discussion surrounding differences in rules for open vs. 4-H kids; 4-H fundraising and awards; animal care; benefits associated with open and 4-H; and entry fees for both. Additional discussion regarding location of the small animals as well as overall animal layout.

5. FAIR BOARD VACANCIES MOTION: Sid Voorhees COMMENTS: 5 candidates applying for the 2 SECOND: Sascha Cosio spots are present at this meeting. Sid Voorhees VOTE presented a motion to table the nominations and Name Vote discuss further in executive session once the Randy Thwing Yes agenda is complete. Sascha Cosio seconds. All in Sid Voorhees Yes favor. Sascha Cosio Yes Vacant Vacant

6. ENTERTAINMENT UPDATE: Staff is in the process of booking acts right now. This has been a difficult year thus far so no official names were reported. ACTION/DIRECTION: Staff will continue to work on the bookings and hopefully have more information at the next meeting.

7. CARNIVAL RFP: Goal to have it out on February 1st. Staff is aware that there will likely be multiple bidders. Currently the monetary relationship with carnival is very favorable to the Fair and it is the goal of staff to continue with the same percentages in this RFP. ACTION/DIRECTION: Staff will bring a progress report to the next meeting.

8. FAIR LAYOUT CHANGES: Based on patron feedback and staff ideas, staff proposes a shift to the Fair layout, which would allow for better flow and more booking options. Discussion surrounding use of tents, removal of curbs and the main entrances. ACTION/DIRECTION: Continue to keep the Fair Board and Commissioners apprised if and when proposals are received.

9. CANCELLATION OF FEBRUARY 2 ND MEETING MOTION: Sid Voorhees COMMENTS: Sid Voorhees moves to cancel SECOND: Sascha Cosio the February 2nd meeting due to the postponement VOTE of January meeting until the 26th as well as the fact Name Vote that there will not be a quorum on that date due to Randy Thwing Yes pre-scheduled absences and board vacancies. Sid Voorhees Yes Sascha Cosio seconds. All in Favor. Sascha Cosio Yes Vacant Vacant

10. EXECUTIVE SESSION: Board entered into Executive Session at 8:13 am and resumed regular meeting at 8:41 am

11. VACANCY NOMINATIONS MOTION: Sascha Cosio COMMENTS: Sascha Cosio moves to nominate SECOND: Sid Voorhees Jack Harris for a second term. Sid Voorhees VOTE seconds. All in Favor. Name Vote Staff will take this nomination to Board of County Randy Thwing Yes Commissioners for approval. Sid Voorhees Yes Sascha Cosio Yes Vacant Vacant

12. VACANCY NOMINATIONS MOTION: Sascha Cosio COMMENTS Sascha Cosio moves to nominate SECOND: Sid Voorhees Brett Deadon for a first term. Sid Voorhees VOTE seconds. All in Favor. Name Vote Staff will take this nomination to Board of County Randy Thwing Yes Commissioners for approval. Sid Voorhees Yes Sascha Cosio Yes Vacant Vacant

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