Minutes

November, 2009
The California Mid-State Fair Heritage Foundation, Inc. Annual Membership / Board of Directors Meeting Minutes Wednesday, November 11, 2009 The meeting was called to order at 6:34 p.m. by Chairman, Joanne Cummings. BODs Present: Paul Aurignac, Dave Belmont, Mike Coon, Joanne Cummings, Brenda Fletcher, Daren Friedle, Tim Hartzell, Hugh Pitts, Elizabeth Schumann, Connie Spradling & Paul Viborg BODs Absent: none Members/Guests: Jo Bello, Chuck Fletcher, Gary Gordon, Lu Gordon, Patricia Lawrence, Deana Nelson & Springer 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: Connie Spradling moved to accept the minutes from the October meeting. Tim Hartzell made the second and the motion passed unanimously. Open Board Position: Paul Viborg motioned to place Deana Nelson on the Heritage Foundation Board of Directors, replacing the term of Randy Ghezzi which ends in 2012. Brenda Fletcher made the second to the motion, which passed unanimously. Financial Report: All financial reports have been reconciled with actual bank statements. Some account names have changed to better represent the actual income or expense. Additionally, “taxed income” is maintained separately to better manage the taxes that will be paid each year. The Profit & Loss statement, Balance Sheet and Statement from Mission Community Bank were distributed and discussed. The Balance Sheet Shows total assets and liabilities of $202,353.06. The Profit & Loss (through November 11, 2009) shows a net income of $75,211.65. The bank statements list the following in each account: Endowment Fund $5,288.91, Checking $73,640.97, Commercial 3 $10,469.53, Money Market $65,965.35 and Kitchen $42,767.57. Two loans are noted in the amounts of $960,000 (Heritage Building and Grandstand project) and $318,226.18 (Commercial 3). Tim Hartzell made the motion to accept the report on the Profit & Loss Statement and Balance Sheet. Daren Friedle made the second to the motion, which passed unanimously. Tim Hartzell motioned to ratify all paid bills for the month. Daren Friedle made the second to the motion which passed unanimously. Connie Spradling motioned to reimburse Deana Nelson for the purchase of an exterior hard drive and antivirus program. Tim Hartzell made the second to the motion which passed unanimously. Old Business / Committee Reports: A length discussion was held to determine the specific duty or duties and membership of each Committee. Following is the result. The Chairman of the committee is underlined. In Italic is noted any report given this evening. By-Laws~ Bob Cummings, Brenda Fletcher, Tim Hartzell · Maintains a constant working knowledge of the Foundation’s By-Laws. · Reviews the By-Law, from time to time to determine the relativity to the Foundation’s Mission and current goals. · Proposed changes to the By-Laws when such change is determined to be in the best interest to the Foundation, its goals, Mission and membership. Concessions~ Dave Belmont: Daren Friedle Conducts contract negotiations and licensing for bar sales during the California Mid-State Fair and at interim events throughout the year. Election~ Paul Viborg: Tina Baxley, Chuck Fletcher, Daren Friedle, Tim Hartzell · Coordinates the annual election of officers on the Board of Directors. · Coordinates the election of members to the board of directors when terms are up or a Director resigns from the Board. Budget~ Brenda Fletcher: Tina Baxley, Dave Belmont, Daren Friedle, Tim Hartzell · Proposes the annual budget for the Heritage Foundation to be adopted by the Board of Directors. · Ensures that revenues and expenditures are consistent with Board of Director’s approval. · Maintains a spreadsheet of approved and actual revenues and expenditures for each fiscal year. Fund Raising Committee~ _NEEDED_: Tim Hartzell, Elizabeth Schumann, Connie Spradling Responsible for creating and managing all money making opportunities for the Foundation other than dues, balcony seat sales or concessions (aka beer/bar sales at various events throughout the year). Fund raising opportunities covered within the realm of the Committee are: · Special Events · Product Sales (such as HF hats, t-shirts, etc.) · Raffles · Auctions Currently the Committee presents the annual Christmas Party. For this, and additional such events planned in the future, the Committee is responsible for: · The creative concept of the event · Ticket sales · Decorations including needed rental equipment · Coordinating with the event site personnel · Coordinating needed food and beverage · Promoting participation with members · Engaging of entertainment · Coordination with CFO for budgeting the income and expense of each event · Coordination with CFO for payment of expenses & receipt of all monies earned. Livestock Committee~ Tim Hartzell: Paul Aurignac, Mike Coon, Bob & Joanne Cummings, Sterling Diamond, Chuck Fletcher, Gary Gordon, Connie Spradling, Paul Viborg, Greg Wyatt Coordinates with California Mid-State Fair Livestock Committee to provide financial assistance for capital improvements to livestock area. The committee is working to repair the electronic information boards used in auctions and to update the sound system. Facilities Committee~ Tim Hartzell: Paul Aurignac, Hugh Pitts, Paul Viborg, Hugh Pitts Maintains Heritage Foundation suite and plans for improvements. Membership Committee~ Brenda Fletcher: Jo Bello, Dave Belmont, Chuck Fletcher, Gary Gordon, Patricia Lawrence, Elizabeth Schumann, Sandy Plake · Maintain Membership Records. · Welcome new members verbally and in writing. · Coordinate Jacket receipt for new members. · Create annual membership Directory. · Coordinate ticket orders for Fair Concerts/Events. · Promote new memberships. Newsletter~ NEEDED Authors and coordinates the printing and distribution of the Heritage Foundation newsletter. The number of times per year and committee members are TBD. Joanne Cummings will contact Cal Poly’s Ag Communications department for interest in writing the newsletters. Pioneer Day Committee~ Gary Gordon: Paul Viborg, Mike & Peggy Coon, Tim Hartzell, Elizabeth Schumann Coordinates the participation of the Heritage Foundation in the Pioneer Day Parade by: · Completing the application of participation with the Pioneer Day Committee. · Promoting participation of HF Members and their families. · Coordinating decorations. · Coordinating the provision of a light breakfast and lunch for participants. All within or under the annual budget of $600. Scholarship Committee~ Hugh Pitts: Bob Cummings, Gary Gordon, Tim Hartzell To aid the Agriculture Awareness Foundation with the annual Crab Feed and provide Heritage Foundation scholarships for students. Audit Committee~ Daren Friedle: Dave Belmont, Joanne Cummings, Brenda Fletcher, Deana Nelson · Oversee the integrity of the Foundation’s financial accounting process and systems of internal controls regarding finance, accounting and use of income. · Oversees the independence and performance of the auditors and staff/volunteer with finance responsibilities. · Provides an avenue of communication among the Foundation’s auditors staff/volunteers and the Board of Directors. · Has the authority to conduct any investigation appropriate to fulfill its responsibilities and has direct access to the auditors as well as to anyone in the organization. Publicity~ Chuck Fletcher: Deana Nelson · Facilitates and promotes the disseminations of news and publicity about the Heritage Foundation. · Assists in planning and coordinating a proactive information services program (newsletter). · Maintains the Heritage Foundations website. The new website is now up and running smoothly. And, we can now post the minutes and agendas on the site. Endowment~ Daren Friedle: · Manages the endowment fund in a fiscally responsible manner; to invest funds with the primary objective of preservation of principal and secondary objective to generate a return adequate to fund the Heritage Foundation’s endeavors. · Seeks new endowments to the Heritage Foundation endowment fund. · Seeks the widest array of input within the Heritage Foundation to inspire others to donate funds. Balcony Seating~ Tim Hartzell: Brenda Fletcher, Sandy Plake, Paul Aurignac, Mike Coon · Promotes and coordinates the sale of balcony seats to members for use during the California Mid-State Fair. · Maintains record of seat “owners” and waiting list as needed. Other Thanks to the efforts of Paul Viborg and Shelly Domingos, the Heritage Foundation Christmas party will take place in the Foundations suite on Friday, December 18. Food will be catered by the Culinary Arts Academy. A 50/50 raffle will help defer costs. And, Santa will be with us! New Business A closed session of the Board will be held on Wednesday January 13 at 6:00p.m. The Foundations Annual Meeting will run concurrent with the monthly meeting beginning at 6:30p.m. All Heritage Foundation members are invited and encouraged to attend all open meetings of the Board. The being no further business, the meeting came to a close at 7:23p.m. The next meeting is Wednesday, January 13 at 6:30 p.m. Respectfully Submitted, Elizabeth Schumann, Secretary

November, 2009

The California Mid-State Fair

Heritage Foundation, Inc.

Annual Membership / Board of Directors Meeting

Minutes

Wednesday, November 11, 2009

The meeting was called to order at 6:34 p.m. by Chairman, Joanne Cummings.

BODs Present: Paul Aurignac, Dave Belmont, Mike Coon, Joanne Cummings, Brenda Fletcher, Daren Friedle, Tim Hartzell, Hugh Pitts, Elizabeth Schumann, Connie Spradling & Paul Viborg

BODs Absent: none

Members/Guests: Jo Bello, Chuck Fletcher, Gary Gordon, Lu Gordon, Patricia Lawrence, Deana Nelson & Springer

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: Connie Spradling moved to accept the minutes from the October meeting. Tim Hartzell made the second and the motion passed unanimously.

Open Board Position: Paul Viborg motioned to place Deana Nelson on the Heritage Foundation Board of Directors, replacing the term of Randy Ghezzi which ends in 2012. Brenda Fletcher made the second to the motion, which passed unanimously.

Financial Report: All financial reports have been reconciled with actual bank statements. Some account names have changed to better represent the actual income or expense. Additionally, “taxed income” is maintained separately to better manage the taxes that will be paid each year.

The Profit & Loss statement, Balance Sheet and Statement from Mission Community Bank were distributed and discussed. The Balance Sheet Shows total assets and liabilities of $202,353.06. The Profit & Loss (through November 11, 2009) shows a net income of $75,211.65. The bank statements list the following in each account: Endowment Fund $5,288.91, Checking $73,640.97, Commercial 3 $10,469.53, Money Market $65,965.35 and Kitchen $42,767.57. Two loans are noted in the amounts of $960,000 (Heritage Building and Grandstand project) and $318,226.18 (Commercial 3).

Tim Hartzell made the motion to accept the report on the Profit & Loss Statement and Balance Sheet. Daren Friedle made the second to the motion, which passed unanimously.

Tim Hartzell motioned to ratify all paid bills for the month. Daren Friedle made the second to the motion which passed unanimously.

Connie Spradling motioned to reimburse Deana Nelson for the purchase of an exterior hard drive and antivirus program. Tim Hartzell made the second to the motion which passed unanimously.

Old Business / Committee Reports:

A length discussion was held to determine the specific duty or duties and membership of each Committee. Following is the result. The Chairman of the committee is underlined. In Italic is noted any report given this evening.

By-Laws~ Bob Cummings, Brenda Fletcher, Tim Hartzell

· Maintains a constant working knowledge of the Foundation’s By-Laws.

· Reviews the By-Law, from time to time to determine the relativity to the Foundation’s Mission and current goals.

· Proposed changes to the By-Laws when such change is determined to be in the best interest to the Foundation, its goals, Mission and membership.

Concessions~ Dave Belmont: Daren Friedle

Conducts contract negotiations and licensing for bar sales during the California Mid-State Fair and at interim events throughout the year.

Election~ Paul Viborg: Tina Baxley, Chuck Fletcher, Daren Friedle, Tim Hartzell

· Coordinates the annual election of officers on the Board of Directors.

· Coordinates the election of members to the board of directors when terms are up or a Director resigns from the Board.

Budget~ Brenda Fletcher: Tina Baxley, Dave Belmont, Daren Friedle, Tim Hartzell

· Proposes the annual budget for the Heritage Foundation to be adopted by the Board of Directors.

· Ensures that revenues and expenditures are consistent with Board of Director’s approval.

· Maintains a spreadsheet of approved and actual revenues and expenditures for each fiscal year.

Fund Raising Committee~ _NEEDED_: Tim Hartzell, Elizabeth Schumann, Connie Spradling

Responsible for creating and managing all money making opportunities for the Foundation other than dues, balcony seat sales or concessions (aka beer/bar sales at various events throughout the year). Fund raising opportunities covered within the realm of the Committee are:

· Special Events

· Product Sales (such as HF hats, t-shirts, etc.)

· Raffles

· Auctions

Currently the Committee presents the annual Christmas Party. For this, and additional such events planned in the future, the Committee is responsible for:

· The creative concept of the event

· Ticket sales

· Decorations including needed rental equipment

· Coordinating with the event site personnel

· Coordinating needed food and beverage

· Promoting participation with members

· Engaging of entertainment

· Coordination with CFO for budgeting the income and expense of each event

· Coordination with CFO for payment of expenses & receipt of all monies earned.

Livestock Committee~ Tim Hartzell: Paul Aurignac, Mike Coon, Bob & Joanne Cummings, Sterling Diamond, Chuck Fletcher, Gary Gordon, Connie Spradling, Paul Viborg, Greg Wyatt

Coordinates with California Mid-State Fair Livestock Committee to provide financial assistance for capital improvements to livestock area.

The committee is working to repair the electronic information boards used in auctions and to update the sound system.

Facilities Committee~ Tim Hartzell: Paul Aurignac, Hugh Pitts, Paul Viborg, Hugh Pitts

Maintains Heritage Foundation suite and plans for improvements.

Membership Committee~ Brenda Fletcher: Jo Bello, Dave Belmont, Chuck Fletcher, Gary Gordon, Patricia Lawrence, Elizabeth Schumann, Sandy Plake

· Maintain Membership Records.

· Welcome new members verbally and in writing.

· Coordinate Jacket receipt for new members.

· Create annual membership Directory.

· Coordinate ticket orders for Fair Concerts/Events.

· Promote new memberships.

Newsletter~ NEEDED

Authors and coordinates the printing and distribution of the Heritage Foundation newsletter. The number of times per year and committee members are TBD.

Joanne Cummings will contact Cal Poly’s Ag Communications department for interest in writing the newsletters.

Pioneer Day Committee~ Gary Gordon: Paul Viborg, Mike & Peggy Coon, Tim Hartzell, Elizabeth Schumann

Coordinates the participation of the Heritage Foundation in the Pioneer Day Parade by:

· Completing the application of participation with the Pioneer Day Committee.

· Promoting participation of HF Members and their families.

· Coordinating decorations.

· Coordinating the provision of a light breakfast and lunch for participants.

All within or under the annual budget of $600.

Scholarship Committee~ Hugh Pitts: Bob Cummings, Gary Gordon, Tim Hartzell

To aid the Agriculture Awareness Foundation with the annual Crab Feed and provide Heritage Foundation scholarships for students.

Audit Committee~ Daren Friedle: Dave Belmont, Joanne Cummings, Brenda Fletcher, Deana Nelson

· Oversee the integrity of the Foundation’s financial accounting process and systems of internal controls regarding finance, accounting and use of income.

· Oversees the independence and performance of the auditors and staff/volunteer with finance responsibilities.

· Provides an avenue of communication among the Foundation’s auditors staff/volunteers and the Board of Directors.

· Has the authority to conduct any investigation appropriate to fulfill its responsibilities and has direct access to the auditors as well as to anyone in the organization.

Publicity~ Chuck Fletcher: Deana Nelson

· Facilitates and promotes the disseminations of news and publicity about the Heritage Foundation.

· Assists in planning and coordinating a proactive information services program (newsletter).

· Maintains the Heritage Foundations website.

The new website is now up and running smoothly. And, we can now post the minutes and agendas on the site.

Endowment~ Daren Friedle:

· Manages the endowment fund in a fiscally responsible manner; to invest funds with the primary objective of preservation of principal and secondary objective to generate a return adequate to fund the Heritage Foundation’s endeavors.

· Seeks new endowments to the Heritage Foundation endowment fund.

· Seeks the widest array of input within the Heritage Foundation to inspire others to donate funds.

Balcony Seating~ Tim Hartzell: Brenda Fletcher, Sandy Plake, Paul Aurignac, Mike Coon

· Promotes and coordinates the sale of balcony seats to members for use during the California Mid-State Fair.

· Maintains record of seat “owners” and waiting list as needed.

Other Thanks to the efforts of Paul Viborg and Shelly Domingos, the Heritage Foundation Christmas party will take place in the Foundations suite on Friday, December 18. Food will be catered by the Culinary Arts Academy. A 50/50 raffle will help defer costs. And, Santa will be with us!

New Business

A closed session of the Board will be held on Wednesday January 13 at 6:00p.m. The Foundations Annual Meeting will run concurrent with the monthly meeting beginning at 6:30p.m. All Heritage Foundation members are invited and encouraged to attend all open meetings of the Board.

The being no further business, the meeting came to a close at 7:23p.m.

The next meeting is Wednesday, January 13 at 6:30 p.m.

Respectfully Submitted,

Elizabeth Schumann, Secretary