Supporting Documentation - Napa County Fairground

Item 3-aMINUTES OF THE REGULAR MEETING OF THE BOARD OF DIRECTORSOF THE NAPA COUNTY FAIR ASSOCIATIONWEDNESDAY, MAY 16, 2012Mark Porter, Jim Keag, Karan Schlegel, Ray Edds, Rich Holston, Mike WinrodDIRECTORS PRESENT: Porter, Keag, Schlegel, Edds, Holston, WinrodDIRECTORS ABSENT: NoneOTHERS PRESENT: CEO Carlene MooreVISITORS: Bev Barnes, Scott Carter1. CALL TO ORDERA regular meeting of the Board of Directors of the Napa County Fair Association was held Wednesday,May 16, 2012 in the Main Office at the fairgrounds. The meeting was called to order at 7:03 PM byPresident Mark Porter.2. PUBLIC COMMENTScott Carter introduced himself as the liaison for Calistoga Wildcat Athletic Boosters and let the boardknow that he already passed on his contact information to CEO Moore.3. CONSENT CALENDARCEO Moore requested the addition of a New Business item, 7-f PNC Settlement, in order to act upon theurgent nature of the settlement agreement. CEO Moore noted a correction to the minutes under item 7-e, “…constraints of the budget and needing to monitor the staff development and training budget, nosecond…” CEO Moore also noted that the financial statements had incorrect budget comparison figuresand so excluded item 3-c from the Consent Calendar. Director Edds moved, Director Schlegel secondedand motion carried to approve the Consent Calendar as amended.4. COMMITTEE REPORTSa. Executive: This item was deferred to item 6-b.5. CORRESPONDENCEa. Boys & Girls Club of San Leandro: The Board acknowledged the thank you letter for donationof a round of golf to their annual fundraising event.b. F&E: The Board acknowledged the resignation of F&E Director Rebecca Desmond.c. CFSA: The Board acknowledged the announcement of Rebecca Desmond as the new DeputyExecutive Director.d. San Francisco Ronald McDonald House: The Board acknowledged the thank you letter fordonation of a round of golf to their annual fundraising event.e. Alzheimer’s Services of the East Bay: The Board acknowledged the thank you letter fordonation of a round of golf to their annual fundraising event.f. Boys & Girls Club of Alameda: The Board acknowledged the thank you letter for donation of around of golf to their annual fundraising event.g. Calistoga Joint Unified School District: The Board acknowledged the invitation to thegroundbreaking ceremony for the new high school gym.6. UNFINISHED BUSINESSa. WFA Feature Fair Tour: CEO Moore reported that $1,000 in donations had been receivedtoward expenses for the Feature Fair Tour in Calgary and that research for airfare has shown it toPage 1 of 3

Item 3-abe less than $450. Director Edds moved, Director Schlegel seconded and motion carried toapprove CEO Moore’s travel to the WFA Feature Fair Tour at the Calgary Stampede, July 9through 12, 2012.f. Fair Owned Concession Stands: Director Edds reported on the Executive Committee meetingheld on Wednesday, May 9, 2012 with representatives of the Calistoga Wildcat AthleticBoosters. The Boosters are requesting a long-term commitment from the Association that theBoosters will operate the fair-owned concession stands exclusively for all Association events andinterim events requesting the use of the stands. The Executive Committee recommends grantingthe exclusive use of the stands to the Boosters through the end of our current contract with thecounty, but to issue contracts on an event-by-event basis. Boosters will also be required to meetthe same requirements as other concessionaires including cash registers. The committee willmeet with Booster representatives again in late summer or early fall to start negotiations of along-term agreement. Director Edds moved, Director Keag seconded and motion carried toaccept the committee’s recommendations.7. NEW BUSINESSa. Helm and Sons Amusement: Director Keag moved, Director Holston seconded and motioncarried to accept Helm and Sons request to subcontract the carnival for 2012.b. Parade Grand Marshall: Director Holston moved, Director Schlegel seconded and motioncarried to authorize the Parade Chairperson Keag and CEO Moore to select the Grand Marshall.c. WFA: Director Edds moved, Director Holston seconded and motion carried to send a letter ofsupport for Senate Bill 1545.d. Frances & Ed Svendsen: Director Edds moved, Director Holston seconded to offer an extensionon their RV deposit for as long as they need until they can reschedule their trip to Calistoga.e. 2012 Fair: CEO Moore reported that Lincoln Avenue is schedule for road improvements thissummer and that she is working with representatives from the City of Calistoga and Cal Trans tocoordinate the schedule of improvements with the 4 th of July parade. CEO Moore also reportedthat Rick Collins recently notified her that he is no longer able to assist with the CalistogaClassic bull riding event and recommended she contact a professional organization. Earlyresearch indicates that this is a costly alternative that may result in cancelling of the event. CEOMoore also reported that we received the agreement from Susan G. Komen Foundation for theBraDazzle contest where 75% of the entry fees will be donated to breast cancer research. Staff isalso working to create several other special contests including daily baking and salsacompetitions. CEO Moore also asked that the board consider volunteering during the fair toassist with check-in and transporting of our volunteers to their assigned locations.f. PNC Settlement: Director Keag moved, Director Edds seconded and motion carried to approvethe Settlement Agreement and Mutual General Release with CFFA as well as the SettlementAgreement and Mutual Release with PNC for the solar panel project. Loan payments will nowbe made directly to PNC.8. LONG RANGE PLANa. County Contract Renewal: Nothing to report.b. Business Plan Development: With other pressing issues at hand, the committee had not had timeto meet to discuss the plan for presentation.c. Board & Management Relations: Nothing to report.9. MATTERS OF INFORMATIONa. CEO REPORT:Page 2 of 3

Item 3-aCEO Moore reported on the completion of the reclaimed water pond pump filter, tanks, andpipes replacement and the Cropp Building swamp cooler (with a split of costs with Calistoga ArtCenter), and that the Tubbs Building interior painting was in progress.CEO Moore reported that the driving range poles for the net to protect the parking lot were justinstalled and netting is expected within a couple of weeks.CEO Moore requested beer booth volunteer sign-ups, of which Director Edds took the 3-6 shift,Director Schlegel the 5:30-8:30 shift, and Director Keag the 8-11 shift. Modified entries aresignificantly down this year, but in consulting with President Porter and Director Edds it wasagreed to wait until May 19 before cancelling the race event. Speedway posters are beingdistributed as well as five banners placed in strategic locations.CEO Moore reported that the annual audit is underway per the terms of our agreement with theCPA firm.CEO Moore also reported on her attendance of the WFA North Coast Area Meeting on April 26via phone conference to get an update on key legislative issues to recapture fair funding.CEO Moore also noted a letter received yesterday from Rita Squire requesting waiver andreduction of fees for her RV group. As the letter was received after the agenda deadline, and wasnot a matter of urgency, it will be included on next month’s agenda.b. DIRECTORS REPORTS:None to report10. ADJOURNMENTDirector Holston moved, Director Keag seconded and motion carried to adjourn the meeting at 8:15 PM.Certified to be a true and correct copy.Carlene Moore Date Mark Porter DateChief Executive OfficerPresidentPage 3 of 3

EXPENDITURES - May 2012Item 3-cCheck # Vendor Amount Description3543 Cal Clean Services 529.99 monthly restroom janitorial service3544 Amy Casias 480.00 A/R conversion service fee3545 City of Calistoga 320.00 speedway banner fee3546 Great America Leasing Corp 76.34 monthly copier lease3547 Constance Coughlan, CPA 5,000.00 2011 audit service fee deposit (50%)3548 County of Napa 5,606.71 April employee health & retirement3549 Costco 165.62 NVOOC supplies, GC supplies3550 All Seasons Bistro, Catering & Wine Sh 161.62 NVOOC judges lunch3551 Franco Dunn 128.31 JA#12-906 NVOOC judge3552 Fran Gage 183.25 JA#12-908 NVOOC judge3553 John Hadley 127.75 JA#12-902 NVOOC judge3554 Arden Kremer 137.74 JA#12-903 NVOOC judge3555 Sue Langstaff 149.67 JA#12-909 NVOOC judge3556 Nancy Lilly 147.18 JA#12-904 NVOOC judge3557 Sandy Sonnenfelt 175.48 JA#12-905 NVOOC judge3558 Paul Vossen 132.75 JA#12-907 NVOOC judge3559 Bank of America 8,618.08 driving range equipmnet, blue ribbon software update, booking fees3560 Garton Tracktor 338.10 service loaner skip loader3561 PG&E 4,046.99 monthly gas & electric service3562 Rotary of Calistoga 225.00 GC volunteer putt n pig entry3563 Daniel N. Bazzoli 350.00 reclaimed water pond pump cement pad pour3564 Andy Trinkino 808.50 driving range installation, aeration, greens treatment3565 City of Calistoga 2,795.90 monthly water & sewer3566 City of St. Helena 67.00 banner fee3567 Change Fund 16,000.00 KWS gate, parking, ATM change fund3568 Golden State King of the West 31,200.00 KWS purse payout3569 Violet Ahlquist 140.00 RV cancellation3570 Paul Anderson 200.00 Modified purse payout3571 Lesly Arranaga 100.00 3rd place Fair art contest3572 AT&T 301.24 monthly local & long distance phone service3573 AT&T Mobility 166.53 monthly CEO & after hours number3574 Tom Burt 80.00 RV cancellation3575 Joseph Branum 425.00 hang speedway screens3576 Calistoga Education Foundation 55.00 event ticket3577 Rotary of Calistoga 68.00 monthly dues3578 Calistoga Tribune 144.00 RV & GC monthly ads3579 Cal Mart 26.60 water, tea, golf cart water3580 Joe Carr 400.00 Modified purse payout3581 Brian Cass 600.00 Modified purse payout3582 Central Valley Builders Supply 731.43 exhibit prop materials3583 California Fair Services Authority 1,645.55 monthly paynet, flexnet, SEL, employee dental/vision, chairs3584 Chad Chadwick 550.00 Modified purse payout3585 Clark Pest Control 110.00 monthly pest control3586 Janette Cleveland 200.00 Modified purse payout3587 Coca-Cola Refreshments 314.88 GC soda, water3588 Ira Compton 250.00 Modified purse payout3589 County of Napa 5,606.71 monthly employee health & retirement3590 Brian Cullen 56.00 reimburse mileage3591 Coursigns, Inc. 281.80 flagsticks, ball washer detergent3592 DBI Beverage Napa 230.90 GC beer3593 Nick DeCarlo 1,300.00 Modified purse payout3594 Dacor Imaging 80.81 digitize fair artwork3595 Department of Food & Agriculture 1,082.04 monthly RV electrical expansion loan

3596 Direct TV 104.98 monthly GC satellite service3597 DNA Synergistic Engineering 96.75 monthly web & email hosting3598 Danny Dozier, Jr 450.00 Modified purse payout3599 Katya Echeverria 150.00 2nd place Fair art contest3600 Golden State King of the West 3,400.00 balance of KWS purse payout3601 Golf Max 670.41 GC pull carts3602 JayHawk HVAC, INc. 85.00 Residence AC service3603 H.B. Refrigeration 297.50 Service walk-in cooler3604 Mary Ellen Hester 16.12 remiburse golf cart water, advil3605 Chester Kniss 200.00 Modified purse payout3606 CDF - Konocti Conservation Camp 2,927.34 Cal Fire work crews - race prep, GC, general grounds3607 Markstein Beverage Co. 509.43 GC beer3608 Randy McDaniel 1,150.00 Modified purse payout3609 Dan McLean 150.00 Modified purse payout3610 McMillan Shureen LLP, Attorneys at La 1,815.00 PNC litigation, non-profit status change3611 MegaPath 403.96 monthly office, RV, GC DSL3612 Joel Myers 350.00 Modified purse payout3613 Napa Valley Software 640.00 miscellaneous computer/software assistance3614 Napa County Mosquito Abatement Di 1,377.04 qtrly mosquito and weed abatement3615 Jessica Neal 250.00 1st place Fair art contest3616 Kenny Neu 950.00 Modified purse payout3617 nQativ 600.00 A/R data conversion3618 Office Depot, Inc. 605.27 paper, toners, stamp3619 Oakville Pump Service Inc. 205.00 annual backflow test3620 Richard Papenhausen 625.00 Modified purse payout3621 Par West Turf Services 162.51 rough mower blades3622 Petty Cash 74.04 bridge tolls, parking, walk-behind blower parts3623 Pitney Bowes 65.94 postage machine ink3624 Freddie Plourde 100.00 Modified purse payout3625 Porters Repair 632.47 forklift tire service, Ford F150 service, battery3626 Purchase Power 519.99 postage3627 R&R Products, Inc. 1,663.01 valve boxes/covers, aeration drag mat, spiker, slotter, misc tools3628 Rainbow Agricultural Services 171.33 springs, ball, plugs, rope, ball hitch, filter3629 Cecilia Ramirez 56.00 reimburse mileage3630 Jerry Roy, Jr 225.00 Modified purse payout3631 Sac-Val Janitorial Supply 131.07 buff pads, degreaser3632 Saffire Events 2,750.00 website deposit (50%)3633 Mike Salazar 1,300.00 Modified purse payout3634 Santa Rosa Fire Equipment 660.92 annual hood service3635 Mike Sargent 525.00 Modified purse payout3636 Silverado Ace Hardware, Inc 79.67 stakes, battery, bolts, washers3637 Simple Office Solutions 335.39 monthly copier maintenance3638 Soroptimist International of Calistoga 202.52 monthly dues3639 KE Spencer 3,000.00 March-April marketing contract3640 Standard Insurance Company 11.40 monthly employee life insurance3641 Suburban Propane 60.00 propane tank rental3642 Target Specialty Products 155.00 GC soil test3643 Teller Express 19.95 monthly ATM cell service3644 The Coffee Guy 25.50 GC coffee3645 Jeff Thomas 425.00 Modified purse payout3646 Upper Valley Disposal 1,352.07 monthly trash removal3647 V&G Event Services 2,257.90 Special event security - Torres, Deer Assoc, CEF, Vargas3648 Whirco 85.00 Cropp Bldg HVAC inspection3649 Whispering Pines of Calistoga 21.30 monthly office & shop drinking water3650 Dennis Wilson Plumbing 518.48 miscellaneous restroom repair parts3651 Secretary of State 38.00 filing fee - Articles of IncorporationItem 3-c

3652 Secretary of State 0.00 VoidItem 3-cTotal $ 128,771.73

Contract # RenterDatesItem 3-dAmountINTERIM AGREEMENTS12-059 American Legion # 231/Jim Barnes $750.00Saturday, August, 201212-060 Ron Schlegel/Ron Schlegel $500.00Saturday, August 25, 201212-061 Win-Rods Inc/Mike Winrod $1,600.00Saturday, September 22, 201212-062 Native Sons and Native Daughters/Jim Pense $75.00Saturday, July 14, 2012STANDARD SERVICE AGREEMENTS12-415 That's Entertainment International $2,000.00Stage Manager Napa County Fair & Fireworks, June 29 - July 4, 201212-416 Bill Sullivan $250.00AnnouncerCalistoga Speedway12-417 Calistoga Lions 50%Parking AttendantsCalistoga Speedway12-418 V & G Event Services $2,505.00Security Services CompanyCalistoga Speedway12-419 V & G Event Services $4,010.00Security Services CompanyCalistoga Speedway12-420 Calistoga Lions Club 50%Parking AttendantsCalistoga Speedway12-421 American Medical Response West $2,100.00ALS Standby Services ProviderCalistoga Speedway12-422 American Medical Response West $1,050.00ALS Standby Services ProviderCalistoga Speedway12-423 American Medical Response West $1,050.00ALS Standby Services ProviderCalistoga Speedway12-424 U.C. Regents $0.00Rabbit Show CoordinatorNapa County Fair & Fireworks12-425 Boy Scouts Troop #18 5%Novelty VendorCalistoga Speedway12-426 Boy Scouts Troop #18 5%Novelty VendorCalistoga Speedway12-427 Boy Scouts Troop #18 5%Novelty VendorCalistoga Speedway12-428 Alexandra Devarenne $100.00 + mileageNapa Valley Olive Oil Competition Advisor Napa County Fair & Fireworks, June 29 - July 4, 201212-429 Movie-Mix $1,800.00Backyard Railroad Producer Napa County Fair & Fireworks, June 29 - July 4, 201212-430 Amy Thomason-Richardson $0.00Volunteer Coordinator Napa County Fair & Fireworks, June 29 - July 4, 2012.12-431 Jaripeo Profesional Ranchero To be determinedFiesta Mexicana Event Coordinator Napa County Fair & Fireworks, June 29 - July 4, 201212-432 Calistoga Arts Center Cost of MaterialsMake & Take Arts Coordinator Napa County Fair & Fireworks, June 29 - July 4, 2012

Contract # RenterDatesItem 3-dAmount12-433 Sandscapes $3,650.00Sand Sculptor Napa County Fair & Fireworks, June 29 – July 4, 201212-813 Ballet Folklorico $0.00Sunday, July 1, 201212-814 Swing 7 $500.00Monday, July 2, 201212-815 Twice As Good $1,000.00Monday, July 2, 201212-816 Maxine Miller's VINTAGE JAZZ $150.00Friday, June 29, 201212-817 David Neft - Pianist $100.00Friday, June 29, 201212-818 West Coast Blues Review $550.00Saturday, June 30, 201212-819 Allways Elvis Show $500.00Saturday, June 30, 201212-820 Element of Soul $750.00Monday, July 2, 2012COMMERCIAL EXHIBIT AGREEMENTS12-609 Mary Parris $250.00Sale of photos of patrons dressed in western outlaw or bandito clothing. Sell pictures with various frames in english orspanish. Sale of photo buttons and key chains as well.Outdoor12-610 Spray it On! Body Art by Donna $200.00Temporary Airbrush tattoos, glitter tattoos, face painting, balloon twists, hair feather wraps, and hair spray paintOutdoor12-611 Princess House Independent $250.00Sale of Princess House kitchen and everyday home products. Including pots and pans, tableware, serve ware,bakeware, storage containers, glass decor items, stoneware, and misc gift collectablesOutdoor12-612 Tropical Wood Expressions $400.00Wooden accesories made from solid and exotic wood and tye-dye clothing made from cotton and silk Outdoor12-613 Sheng Gift Trading $500.00Sale of masks, hair accessories, jade jewelry, buddhas, and ringsOutdoor12-614 Lobos del Mar $250.00Sale of clothesOutdoorCONCESSION AGREEMENTS12-711 Calisotga Wild Cat Boosters 25%water, soda, beer, tri-tip sandwichs, hamburgers, hot dog, chili12-712 Chicago Style Hot Dogs 25%Gourmet hot dogs, chips, soda, water, and candy12-713 Kara’s Cupcakes 25%Sell gourmet cupcakes

Contract # RenterDatesItem 3-dAmountJUDGING AGREEMENTS12-910 Karen Bunch $50.00Floriculture Department12-911 Jill Child $50.00Amateur Wine Department12-912 Jerry Dion $50.00Amateur Wine Department12-913 Nancy Eberlin $50.00Quilt Department12-914 Vicki Ruiz $50.00Fine Arts Department12-915 Ron Peetz $50.00Fine Arts Department12-916 Sarah (Sally) Manfredi $50.00Sculpture Department12-917 Diane Hammond $50.00Crafts Department12-918 Dave Huddleston $50.00Fine Arts Department12-919 Jaime Godinez $50.00Photography Department12-920 Susan Garden $50.00Photography Department12-921 Glen Pope $50.00Youth Photography Department12-922 Tori Allan $50.00Baked Goods Departments12-923 Sandra Coltrin $50.00Baked Goods Department12-924 Christine Cochran $50.00Preserved Foods Department12-925 Rosemary Faulds $50.00Floriculture Department12-926 Ailene Lee $50.00Floriculture Department12-927 Sequoia Buck $50.00Floriculture Department12-928 Eileen Jackson $50.00Floriculture Department12-929 Karyn Pulley $50.00Clothing & Textiles Department12-930 Susan McWilliams $50.00Floriculture Department

Contract # RenterDatesItem 3-dAmount12-931 Lynn Brown $50.00Ag/Hort Department12-932 Sharon Lampton $50.00Floriculture Department12-933 Greg Clark $50.00Ag/Hort Department12-934 David Sandri $50.00Amateur Wine Department12-935 Gene Gross $50.00Photography Department