Minutes

Minutes of the Board of Director’s Meeting OCTOBER 20, 2015 GLENN COUNTY FAIR 42nd DISTRICT AGRICULTURAL ASSOCIATION 221 E. Yolo St.  P.O. Box 667, Orland, CA 95963 Phone (530) 865-1168  Fax (530) 865-1197  [email protected]

CALL TO ORDER: The meeting was called to order by President Jerrod Lloyd at 6:33 PM ROLL CALL OF DIRECTORS: Directors Present: Shirley Ceccon, Jacob Chavez, Shannon Douglass, Marie Emery, Dane Nissen and Jerrod Lloyd. Director Howard was not in attendance. Director Buttermore was absent due to a family emergency. Director Chavez was absent due to a business issue. Director Deeming was absent and did not call in to request forgiveness. It was moved by Director Nissen to excuse all absences; seconded by Directory Douglass. Motion passed. RECOGNITION OF VISITORS/GUESTS: Board President Lloyd requested that visitors identify themselves. CONSENT AGENDA: a. Approval of Minutes of the September 29, 2015 meeting. b. Approval of Standard 213 Agreements. There were none for approval. c. Approval of Standard 210 Agreements. There were none for approval. d. Approval of F31 Rental Agreements. e. Director Nissen moved to approve Consent Agenda Items, seconded by Director Douglass. Motion carried.

FINANCIAL REPORTS: CEO Newman discussed the current financial reports for the operating account, JLA account and premium account, explaining she is investigating why the JLA account has such a large balance. CFSA is currently working on the situation. She also discussed the final bill for the audit which was significantly less than originally predicted. CEO Newman reported that the Finance Committee met for a discussion of what they would like to accomplish and their next meeting will detail where the Fair was at this time last year and what it will take to successfully present a Fair in 2016. Director Nissen made a motion to approve the financial reports; seconded by Director Douglass. Motion carried. DUTIES AND PARAMETERS OF JLA: It was suggested that the name of the Junior Livestock Auction Committee be changed to the Junior Livestock Committee. Director Nissen reported that the meeting with the committee went well with plenty of good ideas from good people with a variety of experience on varying species with a very diverse group of participants. The purpose of the committee is to iron out all the bugs before presenting their ideas to the Board of Directors. President Lloyd pointed out that the CEO is still in charge of selecting Judges for all species. How the previous Ultrasound Fees will be used in the future will be discussed at the next Board meeting. Director Douglass moved to adjust the parameters to a “livestock advisory committee”, changing the name to the Junior Livestock Committee. Director Ceccon seconded the motion which carried. DISCUSS BANKING FOR AUCTION: Director Ceccon reported that Tri-Counties Bank has volunteered to assist at the Junior Livestock Auction annually for over twenty years and they pay their helpers directly. She discussed the various problems they faced with their computers for the 2015 Fair. They continue well into the Summer to collect for animals sold. Director Lloyd reported that the Bank no longer “floats” us. CEO Newman complimented Tri-Counties Bank and Diana in particular on their handling of the auction funds. Since the bank can no longer float, the Fair must be much more on top of the finances right after the auction. Shasta District Fair reported that their auction checks didn’t go out for a full month after auction to make sure they had sufficient funds before sending out payments. Shirley’s report didn’t require action, it was informational only. DISCUSS PARADE: Option of moving Chamber Parade to Friday night rather than Saturday, right before the Junior Livestock Auction. Claire Arrano, Chairman of the Parade, explained that a Friday night parade is not possible due to encroachment permits by CalTrans and explained the logistics of a Friday night parade would be a disadvantage due to working families including students. She suggested a possible Band Review, with three judges to critique the bands as they pass by the judging stand. One year she tried to change the parade to 9:00 AM and it was not met well with the community. Parade starts at 10AM, ends at 11AM. The intent is to bring the community to the Fair. Her feeling is the move to Friday would most likely kill the parade. The Board emphasized the need for a change because the Auction is growing to the point it is necessary to begin earlier than Noon to prevent the auction from going on much later than 6PM. It was suggested the Parade be a Fair function, rather than involve the Chamber. A Sunday Parade was also suggested. CEO Newman will present the suggestions at the Chamber meeting the following day and report back with their findings.

Minutes of the Board of Director’s Meeting

October 20, 2015

AMEND BY-LAWS: It was agreed that the By-Laws should be revised to approve in-coming contracts to $5,000.00 limit rather than $2,500.00. Director Douglass moved that the By-Laws be revised as stated. Seconded by Director Nissen. Motion carried. DIRECTORS REPORTS: Director Douglass reported she appreciated the books provided by CEO Newman at the previous board meeting, and also recognizes her need to raise a lot of money. Director Ceccon had nothing new to report. Director Emery reported that the Glenn County Wall Vietnam Memorial is coming to Willows for the Veterans Administration and they are seeking donations. President Lloyd had nothing to report. Director Nissen had nothing to report. STAFF REPORTS: CEO Ryann Newman reported that the commercial kitchen has been commercially certified and is officially open for business. Minimum of 3 hours for $100.00, but is not an excessive amount of income overall. Her meeting with the finance committee meeting was productive. In response to Brad Eidman’s questions, she explained that the line of credit was brought up because Colusa Farm Credit made a huge donation to our fair just prior to fair opening in 2015 and suggested a line of credit for auction. Mrs. Newman then cleared up all unfounded rumors floating around the community. Friends of the Fair has purchased computers for the office. Doyle Shippelhoute wasn’t in attendance, but CEO Newman reported that Doyle will be a ½ time employee at Glenn County Fair and ½ time employee at Colusa County Fair thereby saving the Fair considerable funds. It was agreed that this was voluntary OLD BUSINESS: There was no old business held over. PUBLIC COMMENT FORUM: A Glenn County Market Raised Ranch Beef Class was proposed by Leanne Stoltenberg. Britt Grimmsman will produce Horse Show Fundraiser on November 1 in an effort to return the Horse Show as part of the Fair. A “Conflict Resolution” was recommended to be added to the Board’s By-Laws. MATTERS OF INFORMATION: Next regular Board meeting is scheduled for November 17, 2015, 6:30 PM. ADJOURN: Meeting was adjourned by President Lloyd at 8:10 p.m.

Respectfully Submitted, Ryann Newman, CEO, Glenn County Fair

(s) Ryann Newman CEO, Glenn County Fair

(s) Jerrod Lloyd President, Board of Directors

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