#527 Joint Legislative Committee on Performance Evaluation and Expenditure Review (PEER) Report to the Mississippi Legislature Opportunities for the Mississippi Fair Commission: A Blueprint for the Future The Commissioner of Agriculture and Commerce, acting in his capacity as chair of the Mississippi Fair Commission, requested that PEER review the commission’s management of state-owned facilities and offer a strategy for strengthening those facilities’ revenue- producing capabilities. He noted that the environment in which the Fair Commission attempts to attract events has become more competitive within the last decade, with similar types of facilities that are newer and equipped with more advanced technology. In making his request, the Commissioner also noted that the Fair Commission is a 100% special fund agency--i. e., it generates its own funding and receives no general funds from the Legislature for day-to-day operations. The Fair Commission’s assets include five major revenue-producing facilities that generate revenue primarily through rental fees and concession sales. The remaining facilities are support facilities necessary to produce events at the major facilities as well as support the State Fair and Dixie National Rodeo. While the Mississippi Fair Commission routinely hosts events that support its statutory mission, the majority of the revenue- producing events held on the fairgrounds complex do not directly support its statutory mission. The commission primarily relies on repeat business from promoters and its controls over contractual employees are insufficient to safeguard its revenues. For fiscal years 2007 through 2009, the Fair Commission had event-days on which the commission’s facilities were not in use--i. e., residual capacity--and additional events could have been scheduled. When filling its residual capacity, the Fair Commission should endeavor to schedule events with the highest profitability potential. PEER provides a strategy in the report that includes suggested actions that the Fair Commission could take to advance its mission, improve its internal controls, and improve its data collection for asset utilization. Four key actions that PEER proposes to increase utilization and maximization of assets are: develop a comprehensive strategic plan, develop a marketing plan and designate a marketing director, improve the quality of financial information, and consider additional revenue-producing opportunities. The report also identifies specific revenue-producing opportunities for the commission’s consideration. November 10, 2009 PEER: The Mississippi Legislature’s Oversight Agency The Mississippi Legislature created the Joint Legislative Committee on Performance Evaluation and Expenditure Review (PEER Committee) by statute in 1973. A joint committee, the PEER Committee is composed of seven members of the House of Representatives appointed by the Speaker and seven members of the Senate appointed by the Lieutenant Governor. Appointments are made for four-year terms, with one Senator and one Representative appointed from each of the U. S. Congressional Districts and three at-large members appointed from each house. Committee officers are elected by the membership, with officers alternating annually between the two houses. All Committee actions by statute require a majority vote of four Representatives and four Senators voting in the affirmative. Mississippi’s constitution gives the Legislature broad power to conduct examinations and investigations. PEER is authorized by law to review any public entity, including contractors supported in whole or in part by public funds, and to address any issues that may require legislative action. PEER has statutory access to all state and local records and has subpoena power to compel testimony or the production of documents. PEER provides a variety of services to the Legislature, including program evaluations, economy and efficiency reviews, financial audits, limited scope evaluations, fiscal notes, special investigations, briefings to individual legislators, testimony, and other governmental research and assistance. The Committee identifies inefficiency or ineffectiveness or a failure to accomplish legislative objectives, and makes recommendations for redefinition, redirection, redistribution and/or restructuring of Mississippi government. As directed by and subject to the prior approval of the PEER Committee, the Committee’s professional staff executes audit and evaluation projects obtaining information and developing options for consideration by the Committee. The PEER Committee releases reports to the Legislature, Governor, Lieutenant Governor, and the agency examined. The Committee assigns top priority to written requests from individual legislators and legislative committees. The Committee also considers PEER staff proposals and written requests from state officials and others. PEER Committee Post Office Box 1204 Jackson, MS 39215-1204 (Tel.) 601-359-1226 (Fax) 601-359-1420 (Website) http://www.peer.state.ms.us The Mississippi Legislature Joint Committee on Performance Evaluation and Expenditure Review PEER Committee SENATORS REPRESENTATIVES GARY JACKSON HARVEY MOSS Vice Chair Chair CINDY HYDE-SMITH WILLIE BAILEY Secretary ALYCE CLARKE SIDNEY ALBRITTON DIRK DEDEAUX TERRY BROWN WALTER ROBINSON MERLE FLOWERS RAY ROGERS SAMPSON JACKSON GREG WARD NOLAN METTETAL OFFICES: TELEPHONE: Woolfolk Building, Suite 301-A (601) 359-1226 Post Office Box 1204 501 North West Street Jackson, Mississippi 39215-1204 Jackson, Mississippi 39201 FAX: (601) 359-1420 Max K. Arinder, Ph. D. Executive Director www.peer.state.ms.us November 10, 2009 Honorable Haley Barbour, Governor Honorable Phil Bryant, Lieutenant Governor Honorable Billy McCoy, Speaker of the House Members of the Mississippi State Legislature On November 10, 2009, the PEER Committee authorized release of the report entitled Opportunities for the Mississippi Fair Commission: A Blueprint for the Future. Representative Harvey Moss, Chair This report does not recommend increased funding or additional staff. ii PEER Report #527 Table of Contents Letter of Transmittal ........................................................................................................................i Executive Summary .......................................................................................................................v Introduction ...................................................................................................................... 1 Authority ...................................................................................................................... 1 Problem Statement .................................................................................................................. 1 Scope and Purpose................................................................................................................... 2 Method ...................................................................................................................... 2 Description of the Mississippi Fair Commission .............................................................. 3 Chapter 1: What assets does the Mississippi Fair Commission control and what are their revenue-producing capabilities? .......................................................................... 5 Facilities ...................................................................................................................... 5 Revenue-Producing Capabilities ........................................................................................... 8 Chapter 2: How does the Mississippi Fair Commission currently utilize, market, and manage its assets to support its statutory mission? ........................................ 10 Utilization of Fairgrounds Facilities .................................................................................. 10 Marketing of Fairgrounds Facilities ................................................................................... 12 Management of Revenue-Producing Capabilities............................................................ 13 Chapter 3: Are the Mississippi Fair Commission’s assets being underutilized?............... 17 Utilization Rates for Facilities............................................................................................. 17 Profitability of the Events Booked...................................................................................... 19 Chapter 4: What actions could the Mississippi Fair Commission take to increase utilization and maximization of its assets?............................................................... 20 Develop a Comprehensive Strategic Plan.......................................................................... 20 Develop a Marketing Plan and Designate a Marketing Director................................... 24 Improve the Quality of Financial Information................................................................. 26 Consider Additional Revenue-Producing Opportunities ............................................... 29 Opportunities for the Future......................................................................................................... 41 PEER Report #527 iii Table of Contents (continued) Appendix A: A Handbook on Strategic Planning...................................................................... 43 Appendix B: Core Components of a Successful Marketing Plan ........................................... 57 Agency Response ...................................................................................................................