Minutes

October, 2009
The California Mid-State Fair Heritage Foundation, Inc. Annual Membership / Board of Directors Meeting Minutes Wednesday, October 14, 2009 The meeting was called to order at 6:31 p.m. by Chairman, Joanne Cummings. BODs Present: Paul Aurignac, Mike Coon, Joanne Cummings, Brenda Fletcher, Elizabeth Schumann, Connie Spradling & Paul Viborg BODs Absent: Dave Belmont, Daren Friedle, Tim Hartzell & Hugh Pitts Members/Guests: Jo Bello, Shelly Domingos, Chuck Fletcher, Deana Nelson & Vivian Robertson Approval of Agenda: Connie Spradling moved to approve the agenda for tonight’s meeting. Mike Coon made the second to the motion which passed unanimously. Approval of Minutes: Paul Viborgmoved to accept the minutes from the September meeting. Connie Spradling made the second and the motion passed unanimously. Financial Report: The Profit and LossStatement, dated January 1 through October 14, 2009, was distributed to all Board Members present. The statement shows a total income of $732,962.87 with key areas of income being: Membership Dues, Direct Public Support, Christmas Party, and miscellaneous event income. Total Expense and Capital Purchases are stated at $647,183.66. The largest expenses being payment on loans for the Commercial 3 project, Heritage Building and Grandstand. The net income is $85,779.21. The Balance Sheet, dated October 14, 2009, was distributed and shows: Check/Savings Accounts totaling $166,934.51, Accounts Receivables of $7,500 and Fixed Assets of $42,386.11. The total of Assets equal $216,820.62. With Long Term Liabilities of $1,278,226.18 and Total Equity of <$1,061,405.56> the Heritage Foundation has Total Liability and Equity of $216,820.62. Brenda Fletcher moved to accept the Profit & Loss Statement and Balance Sheet. Paul Viborg made the second to the motion which passed unanimously. A list of paid bills to be ratified was distributed to the Board. Mike Coon motioned to ratify the paid bills. Brenda Fletcher made the second to the motion which passed unanimously. Old Business / Committee Reports: Concession: This committee is in need of a new Chairperson. Budget No Report Fund Raising The Family Fun Day has been canceled as only 43 tickets were sold. Sadly, this is a sign of the times and not the only Fall event to be canceled in the area. An idea to expand next year’s Pioneer day to include a membership BBQ and food sales at the Fair Grounds was discussed. Paul Viborg suggested that we hold a Christmas Mixer-style event on or near December 18^th for our members to enjoy and get to know one another. He and Shelly Domingos will work on the event. Livestock: No Report Membership: No Report Newsletter: No Report Pioneer Day: Daniika Viborg chaired this committee with her father, Paul. Approximately 10 – 15 kids rode with Foundation CEO, Joanne Cummings, on the float while Elizabeth Schumann and her daughter rode horses. A good time was had by all and the Foundation received great publicity. Audit: No Report Publicity It has been an uphill battle to get TCSN to create a workable website for the Heritage Foundation. Chuck Fletcher has requested the $1000 paid to TCSN be returned. He is to meet with TCSN next week in the attempt to make the site user-friendly Facilities: The seat covers, discussed and voted on last month, are currently being fabricated. The committee will look into options to better fix the problem that downstairs is having with rain water coming into the building and coolers. New Business A. Other: Member, Deana Nelson, has expressed interest in filling the vacancy on the Board of Directors. As Paul Viborg had to leave early, we no longer have a quorum and cannot vote on issues. This brought the meeting to an official close at 6:55p.m. B. CEO Comments: · The Event Center Staff is currently in day three of the Audit process. · The PCCHA event is slated for October 22 through November 1. o Entries are up this year o There will be parties on the Fair Grounds most every day of this event o Heritage Foundation will provide Bar Service (and receive income) at each event o Raffle Tickets for the Mylanta Lena Gelding are still on sale (HF receives ½ of the income) and the drawing will be held at the Sponsors Tribute Party on Friday, October 30. · The Machata horse sale will take place on October 31. · The High School Rodeo will take place on the weekend of November 7. · The Triple Crown Classic is scheduled for the 3^rd weekend in November. The next meeting is Wednesday, October 14 at 6:30 p.m. Respectfully Submitted, Elizabeth Schumann, Secretary

October, 2009

The California Mid-State Fair

Heritage Foundation, Inc.

Annual Membership / Board of Directors Meeting

Minutes

Wednesday, October 14, 2009

The meeting was called to order at 6:31 p.m. by Chairman, Joanne Cummings.

BODs Present: Paul Aurignac, Mike Coon, Joanne Cummings, Brenda Fletcher, Elizabeth Schumann, Connie Spradling & Paul Viborg

BODs Absent: Dave Belmont, Daren Friedle, Tim Hartzell & Hugh Pitts

Members/Guests: Jo Bello, Shelly Domingos, Chuck Fletcher, Deana Nelson & Vivian Robertson

Approval of Agenda: Connie Spradling moved to approve the agenda for tonight’s meeting. Mike Coon made the second to the motion which passed unanimously.

Approval of Minutes: Paul Viborgmoved to accept the minutes from the September meeting. Connie Spradling made the second and the motion passed unanimously.

Financial Report: The Profit and LossStatement, dated January 1 through October 14, 2009, was distributed to all Board Members present. The statement shows a total income of $732,962.87 with key areas of income being: Membership Dues, Direct Public Support, Christmas Party, and miscellaneous event income. Total Expense and Capital Purchases are stated at $647,183.66. The largest expenses being payment on loans for the Commercial 3 project, Heritage Building and Grandstand. The net income is $85,779.21. The Balance Sheet, dated October 14, 2009, was distributed and shows: Check/Savings Accounts totaling $166,934.51, Accounts Receivables of $7,500 and Fixed Assets of $42,386.11. The total of Assets equal $216,820.62. With Long Term Liabilities of $1,278,226.18 and Total Equity of <$1,061,405.56> the Heritage Foundation has Total Liability and Equity of $216,820.62. Brenda Fletcher moved to accept the Profit & Loss Statement and Balance Sheet. Paul Viborg made the second to the motion which passed unanimously.

A list of paid bills to be ratified was distributed to the Board. Mike Coon motioned to ratify the paid bills. Brenda Fletcher made the second to the motion which passed unanimously.

Old Business / Committee Reports:

Concession: This committee is in need of a new Chairperson.

Budget No Report

Fund Raising The Family Fun Day has been canceled as only 43 tickets were sold. Sadly, this is a sign of the times and not the only Fall event to be canceled in the area. An idea to expand next year’s Pioneer day to include a membership BBQ and food sales at the Fair Grounds was discussed. Paul Viborg suggested that we hold a Christmas Mixer-style event on or near December 18^th for our members to enjoy and get to know one another. He and Shelly Domingos will work on the event.

Livestock: No Report

Membership: No Report

Newsletter: No Report

Pioneer Day: Daniika Viborg chaired this committee with her father, Paul. Approximately 10 – 15 kids rode with Foundation CEO, Joanne Cummings, on the float while Elizabeth Schumann and her daughter rode horses. A good time was had by all and the Foundation received great publicity.

Audit: No Report

Publicity It has been an uphill battle to get TCSN to create a workable website for the Heritage Foundation. Chuck Fletcher has requested the $1000 paid to TCSN be returned. He is to meet with TCSN next week in the attempt to make the site user-friendly

Facilities: The seat covers, discussed and voted on last month, are currently being fabricated.

The committee will look into options to better fix the problem that downstairs is having with rain water coming into the building and coolers.

New Business

A. Other:

Member, Deana Nelson, has expressed interest in filling the vacancy on the Board of Directors. As Paul Viborg had to leave early, we no longer have a quorum and cannot vote on issues. This brought the meeting to an official close at 6:55p.m.

B. CEO Comments:

· The Event Center Staff is currently in day three of the Audit process.

· The PCCHA event is slated for October 22 through November 1.

o Entries are up this year

o There will be parties on the Fair Grounds most every day of this event

o Heritage Foundation will provide Bar Service (and receive income) at each event

o Raffle Tickets for the Mylanta Lena Gelding are still on sale (HF receives ½ of the income) and the drawing will be held at the Sponsors Tribute Party on Friday, October 30.

· The Machata horse sale will take place on October 31.

· The High School Rodeo will take place on the weekend of November 7.

· The Triple Crown Classic is scheduled for the 3^rd weekend in November.

The next meeting is Wednesday, October 14 at 6:30 p.m.

Respectfully Submitted,

Elizabeth Schumann, Secretary