Supporting Documentation - Napa County Fairground
Supporting Documentation - Napa County Fairground
Supporting Documentation - Napa County Fairground
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MINUTES OF THE REGULAR MEETING OF THE BOARD OF DIRECTORS<br />
OF THE NAPA COUNTY FAIR ASSOCIATION<br />
THURSDAY, JANUARY 10, 2013<br />
Item 4-a<br />
OTHERS PRESENT: CEO Carlene Moore<br />
VISITORS: Tommy Hunt, Mary Ellen Hester, Edie Engelhard, Bev Barnes, Edgar Massoletti, Melanie<br />
Watson, Theresa Thompson, Steve Hardison, Lois Hardison, Bob Beck, Don Meyer, Scott Carter, Mike<br />
Mogensen, Linda Voudy, Mike Benson<br />
1. CALL TO ORDER<br />
A regular meeting of the Board of Directors of the <strong>Napa</strong> <strong>County</strong> Fair Association was held Thursday, January<br />
10, 2013 in the Tucker Room at the fairgrounds with the following directors present: President Karan Schlegel,<br />
Directors Jim Keag, Ray Edds, Mark Porter, Mike Winrod, Anne Steinhauer, Nancy Levenberg, and Bonnie<br />
Chisholm. The meeting was called to order at 7:00 PM by President Karan Schlegel.<br />
2. PUBLIC COMMENT<br />
Steve Hardison commented on the board’s policy on committees and re-presented his letter of request to be<br />
appointed to the Speedway committee.<br />
Don Meyer commented on not hearing the profit or loss of the last race and turned in his paperwork to run in<br />
the special election.<br />
3. CONSENT CALENDAR<br />
a. Minutes of the Regular Meeting held on December 11, 2012<br />
b. Financial Statements for the Period ended December 31, 2012<br />
c. Monthly Expenditures for December<br />
d. Agreements entered into during month of December 2012<br />
i. Interim Rental Agreements –LA#13-001 through LA#13-035<br />
e. Committee Reports<br />
f. Correspondence<br />
i. WFA: 2012 Achievement Awards<br />
ii. WFA: CFA Legislative update<br />
iii. WIN-ROD, INC: Cancel 2013 car show<br />
g. Annual Resolutions:<br />
i. Local Agency Investment Fund Signature Authorization. CEO Carlene Moore, President<br />
Karan Schlegel, and Treasurer Anne Steinhauer are authorized to sign on the Fair’s<br />
savings account with LAIF effective January 1, 2013 through December 31, 2013.<br />
ii. West America Bank Signature Authorization. CEO Carlene Moore, President Karan<br />
Schlegel, and Treasurer Anne Steinhauer are authorized to sign and endorse checks,<br />
drafts, and other negotiable instruments, and to make deposits and withdrawals from<br />
authorized accounts effective January 1, 2013 through December 31, 2013. However,<br />
individual withdrawals in excess of $8,000 require the signature of two of the persons<br />
authorized to sign checks.<br />
iii. Bank of America Signature Authorization. CEO Carlene Moore, President Karan<br />
Schlegel, and Treasurer Anne Steinhauer are authorized to sign and endorse checks,<br />
drafts, and other negotiable instruments, and to make deposits and withdrawals from<br />
authorized accounts effective January 1, 2013 through December 31, 2013. However,<br />
individual withdrawals in excess of $8,000 require the signature of two of the persons<br />
authorized to sign checks.<br />
Page 1 of 3
Item 4-a<br />
iv. Volunteer Workers’ Compensation Insurance. Members of the Board of Directors and<br />
volunteers are covered by the <strong>Napa</strong> <strong>County</strong> Fair Association’s workers’ compensation<br />
insurance while performing their volunteer work.<br />
v. Contract Delegation Authority. CEO Carlene Moore is authorized to execute rental<br />
agreements, service agreements, and agreements for judging for the <strong>Napa</strong> <strong>County</strong> Fair<br />
Association which do not exceed $15,000 without further authorization from the Board of<br />
Directors effective January 1, 2013 through December 31, 2013. All such agreements,<br />
however, are to be presented to the Board of Directors for review at the subsequent<br />
meeting.<br />
Opened to public comment.<br />
Cindy Yant commented.<br />
Staff responded to public questions.<br />
Motion by Anne Steinhauer, second by Nancy Levenberg, to approve consent items. Motion<br />
passed 8-0.<br />
4. DISCUSSION OF ITEMS REMOVED FROM THE CONSENT CALENDAR<br />
5. NEW BUSINESS<br />
a. 2013 Speedway Schedule & Budget<br />
vi. World of Outlaws – April 6; King of the West – June 22; Late Models/Modifieds –<br />
August 3; Louie Vermeil Classic – August 31-September 1<br />
CEO Moore revised the proposed speedway schedule, removing June 22 as a possibility as King of the<br />
West is unable to race that date. Speedway Manager Tommy Hunt made presentation.<br />
Opened to public comment.<br />
Steve Hardison commented.<br />
Held discussion.<br />
Motioned by Ray Edds, seconded by Mark Porter, to approve 2013 speedway schedule as<br />
amended and budget. Motion passed 8-0.<br />
b. 2013 Fair Hours<br />
vii. Wednesday, July 3 – 2 to 11:00 pm; Thursday, July 4 – Noon to 11:00 pm; Friday, July 5<br />
– 2 to 11:00 pm; Saturday, July 6 – 2 to 11:00 pm; Sunday, July 7 – 2 to 11:00 pm<br />
Motioned by Anne Steinhauer, seconded by Mark Porter, to approve 2013 fair hours. Motion<br />
passed 8-0.<br />
6. LONG RANGE PLAN<br />
a. 2012 Goals Update:<br />
i. <strong>County</strong> Contract Renewal<br />
ii. Business Plan Development<br />
iii. Board & Management Relations<br />
CEO Moore presented Brown Act and Ethics training information and requested an ad-hoc committee<br />
be formed to work on the Association bylaws rewrite.<br />
Opened to public comment.<br />
Page 2 of 3
Kelly Winrod commented.<br />
Scott Carter commented.<br />
Staff responded to public questions.<br />
Item 4-a<br />
Motion by Nancy Levenberg, seconded by Anne Steinhauer, to approve formation of ad-hoc<br />
Bylaws Committee to work with CEO Moore and attorneys to rewrite Association bylaws.<br />
Committee members are Ray Edds, Nancy Levenberg, and Bonnie Chisholm. Motion passed 8-0.<br />
7. MATTERS OF INFORMATION<br />
a. CEO REPORT:<br />
CEO Moore reported that the sound engineer will be here on January 15 to install the amplifier and<br />
determine microphone and speaker needs for the board meetings in the Tucker Room.<br />
CEO Moore requested that board members review the director roster for accuracy.<br />
CEO Moore presented the Local Food Advisory Council’s news release seeking new council members.<br />
CEO Moore reported on her attendance at IAFE and ARVC conferences as well as RPM workshop.<br />
b. DIRECTORS REPORTS:<br />
Ray Edds welcomed the new board members and thanked Tommy Hunt for being at tonight’s meeting.<br />
8. ADJOURNMENT<br />
Motion by Ray Edds, second by Anne Steinhauer, to adjourn at 7:57 p.m. Motion passed 8-0.<br />
Certified to be a true and correct copy.<br />
Carlene Moore Date Karan Schlegel Date<br />
Chief Executive Officer<br />
President<br />
Page 3 of 3
EXPENDITURES ‐ January 2013<br />
Item 4‐c<br />
Check # Vendor Amount Description<br />
4397 Accurate Forklift, Inc 7.84 finance charge<br />
4398 All Star Alarm 87.00 GC qtrly alarm monitoring<br />
4399 AT&T 261.25 monthly local & long distance phone service<br />
4400 AT&T Mobility 169.15 monthly ceo & after hours cell phone service<br />
4401 Bank of America 2,915.69 IAFE, RPM, ARVC hotel & travel, online booking fees, holiday village<br />
4402 Rotary of Calistoga 6.00 monthly lunch meetings<br />
4403 Central Valley Builders Supply 141.79 propane<br />
4404 California Fair Services Authority 291.21 monthly dental & vision insurance<br />
4405 City of Calistoga 1,326.66 monthly water & sewer service<br />
4406 Comcast 122.44 monthly office & RV DSL<br />
4407 <strong>County</strong> of <strong>Napa</strong> 5,524.76 monthly health & retirement<br />
4408 Department of Food & Agriculture 1,082.04 RV monthly electrical expansion loan<br />
4409 Direct TV 104.98 GC monthly satellite tv service<br />
4410 Freund Window & Door cco. 451.60 replace windows ‐ Tubbs Bldg<br />
4411 GreatAmerica Financial Svcs. 104.36 monthly copier lease<br />
4412 Halls Executive Gifts & Awards 267.71 directors award<br />
4413 Mary Ellen Hester 6.20 GC cart battery water<br />
4414 IAFE 100.00 Fair annual membership dues<br />
4415 CDF ‐ Konocti Conservation Camp 1,355.76 Nov Cal Fire work crews<br />
4416 <strong>Napa</strong> Chamber of Commerce 300.00 annual membership dues<br />
4417 <strong>Napa</strong> <strong>County</strong> Tax Collector 18.00 mosquito assessment<br />
4418 PG&E 5,511.53 monthly gas & electric service, annual true‐up<br />
4419 PNC Bank, National Association 2,326.46 monthly PVII loan<br />
4420 Porters Repair 20.60 flat repair<br />
4421 Purchase Power 24.72 finance charge<br />
4422 Rainbow Agricultural Services 59.00 strap, oil mix<br />
4423 Saffire Events 1,200.00 Fair annual website maintenance, email hosting<br />
4424 Silverado Ace Hardware, Inc 101.13 paint supplies<br />
4425 Standard Insurance Company 11.40 monthly life insurance<br />
4426 Whispering Pines of Calistoga 7.10 shop drinking water<br />
4427 Calistoga Tribune 144.00 GC & RV monthly ads<br />
4428 Cal Mart 78.46 annual association meeting dinner, finance committee mtg<br />
4429 CDF ‐ Konocti Conservation Camp 677.88 Dec Cal Fire work crews<br />
4430 Carlene Moore 138.73 reimburse parking, bridge tolls, wipers<br />
4431 Soroptimist International of Calistoga 48.00 monthly lunch meetings<br />
4432 Upper Valley Disposal 2,499.18 monthly trash service<br />
4433 St. Helena Kiwanis Foundation 265.60 Fair wine garden proceeds<br />
4434 California Fair Services Authority 40.00 SEL<br />
4435 MegaPath 141.84 GC monthly DSL service<br />
4436 Carlene Moore 53.86 reimburse recorder<br />
4437 <strong>Napa</strong> <strong>County</strong> Historical Society 100.00 annual membership dues<br />
4438 Office Depot, Inc. 92.54 file folders, envelopes, paper, tape, steno pad<br />
4439 Teller Express 19.95 monthly ATM cell service<br />
4440 Acushnet Company 99.98 GC balls<br />
4441 AT&T 242.72 monthly local & long distance phone service<br />
4442 Bank of America 2,646.18 WFA & nQativ registration, speedway web devel, shop tools<br />
4443 California Fair Services Authority 1,112.15 monthly accounting, payroll services, dental & vision, SEL<br />
4444 City of Calistoga 92.68 finance charge<br />
4445 Clark Pest Control 93.00 monthly pest abatement<br />
4446 Coffee Guy 25.50 GC coffee<br />
4447 Comcast 122.46 monthly office & RV DSL<br />
4448 Sandra Crouse 80.00 refund deposit<br />
4449 Department of Food & Agriculture 1,082.04 RV monthly electrical expansion loan
4450 DNA Synergistic Engineering 96.75 monthly web & email hosting<br />
4451 Franchise Tax Board 50.00 SI‐100 filing penalty<br />
4452 GreatAmerica Financial Svcs. 76.40 monthly copier lease<br />
4453 Mary Ellen Hester 2.60 GC cart battery water<br />
4454 <strong>Napa</strong> Valley Petroleum, Inc. 1,068.85 GC fuel<br />
4455 North Bay Document Shredding 55.00 annual shredding services<br />
4456 nQativ Solutions 144.48 accounting conference hotel expense<br />
4457 Office Depot, Inc. 16.57 index makers<br />
4458 PG&E 4,355.57 monthly gas & electric service<br />
4459 PNC Bank, National Association 2,326.49 monthly PVII loan<br />
4460 Purchase Power 100.51 postage for meter, finance charge<br />
4461 Ron Schlegel 24.62 GC reimburse mower parts<br />
4462 Shaw Plumbing 659.55 replace urinal ‐ Tubbs Building<br />
4463 Standard Insurance Company $ 11.40 monthly life insurance<br />
4464 V&G Event Services $ 140.00 LA#13‐001 security guards<br />
Item 4‐c<br />
Total $ 42,931.92
Contract # Renter<br />
Dates<br />
Item 4-d-i<br />
Amount<br />
INTERIM AGREEMENTS<br />
13-036 Charlona Holmes/Charlona Holmes $500.00<br />
Saturday, January 19, 2013<br />
13-037 Rotary Club of Calistoga/Lee Youngman $367.50<br />
Thursday, February 14, 2013<br />
13-038 Sandra Tate-Wilson/Sandra Tate-Wilson $2,363.00<br />
Saturday, December 7, 2013<br />
13-039 Rock of Ages Festival Ministries/Raymond Centanni $5,778.00<br />
Saturday, October 5, 2013<br />
13-040 Cecilia Herrera/Cecilia Herrera $2,100.00<br />
Saturday, August 10, 2013<br />
13-041 GPCE/Dick Garriott $167.50<br />
Thursday, November 7-8, 2013<br />
13-042 Calistoga Firefighters Association/Steve Campbell $1,575.00<br />
Saturday, November 16, 2013
Item 4‐e‐i<br />
Bylaws Ad-Hoc Committee Summary<br />
The committee met on Monday, January 28, 2013 at 10 a.m. Present at the meeting were<br />
directors Bonnie Chisholm, Ray Edds, Nancy Levenberg, CEO Carlene Moore, and attorney<br />
Terry Ponsford.<br />
The committee discussed:<br />
<br />
<br />
<br />
<br />
<br />
Time frame for bylaws revision that includes presentation to the board at their regular<br />
meeting of March 14, 2013.<br />
o Following today’s meeting, the committee will continue to collaborate online and<br />
via email once Mr. Ponsford has prepared a draft version of the revised bylaws.<br />
Reasons for bylaws revision<br />
o Changing IRS exempt status from 501c5 to 501c3 – revenue generation in<br />
donations, grants, sponsorships<br />
• Cannot receive charitable donations as 501c5<br />
• Inaccessibility to grant funds as 501c5<br />
• Only tax benefit is for corporations as a marketing deduction<br />
o Conflicts in our current bylaws<br />
o Recent changes in non-profit laws and legal requirements not contained in our<br />
current bylaws<br />
Membership versus non-membership organization<br />
o Pros – membership shows support, passion, and representation; Opportunities<br />
with membership - different levels resulting in greater revenues, open to business<br />
membership<br />
o Cons – not representative of county, over influence of some groups, hobbling<br />
association, deal with minutia that may not be important to overall goals of<br />
county-wide participation<br />
Goals as stewards of public property<br />
o Work with the interests of the entire community we serve in mind<br />
o Protect association from returning to city-centric focus<br />
o Collaboration with other non-profits<br />
Board development – creating a larger board that is more representative of overall<br />
purpose as county fair and county-wide organization<br />
o Growing board to 15 members – no less than 9, no more than 15, simple majority<br />
of the then filled seats equals quorum
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