Minutes

February, 2009
The California Mid-State Fair Heritage Foundation, Inc. Annual Membership / Board of Directors Meeting Minutes Wednesday, February 11, 2009 The meeting was called to order at 6:32 p.m. by Chairman, Joanne Cummings. Board Members Present: Paul Aurignac, Dave Belmont, Mike Coon, Joanne Cummings, Brenda Fletcher, Daren Friedle, Randy Ghezzi, Tim Hartzell, Hugh Pitts, Elizabeth Schumann, Paul Viborg Board Members Absent: Connie Spradling Members/Guests Present: Jo Bello, Bianca Belmont, Chuck Fletcher, Jacky Hildebrand, J. P. Hoagland, Vivian Robertson Approval of Agenda: Tim Hartzell motioned to approve the agenda for tonight’s meeting. Mike Coon made the second to the motion which passed unanimously. Approval of Minutes: Brenda Fletcher moved to accept the minutes from the January meeting. Randy Ghezzi made the second and the motion passed unanimously. Financial Report: The various Heritage Foundation accounts have the following balances: · Regular Account: $162,704 · Certificate of Deposit: $64,696 · Kitchen Project: $203,418 · Endowment: $5,241 · Commercial 3: 8,934 In addition to all pre-approved monthly bills, payments have been made for ½ the cost of the new Heritage Building window, Elevator repair and $75,000 to California Kitchen Authority for the Kitchen Project. Paul Viborg made the motion to ratify all paid bills. Dave Belmont made the second to the motion, which passed unanimously. Old Business / Committee Reports: By Law No Report Concession: The procedure for obtaining a license to sell alcoholic beverages has changed. It is now being overseen by the CHP and is very cumbersome. Both the CHP and ABC must approve the license with separate deadlines. All applications are to be signed by the Fair CEO and may not be requested more than a month ahead. Budget No Report Fund Raising No Report Livestock: The committee will meet on February 17 at 3:30p.m.. Membership: To-date, 45 renewing members have paid dues for 2009 and five new members have joined the Foundation. Newsletter: No Report Scholarship: The ninth annual Crab Feed was a great success with approximately 435 in attendance. The gross proceeds of approximately $22,000 will provide for 10 to 12 scholarships in 2009. Audit: Daren Friedle met with Allen Eschenbach of GBP&B to discuss the actual review process that took place in 2007 and how best to proceed in 2009 to ensure accuracy and full transparency of the Foundation’s financial system. The process that took place in 2007 was not in fact a “Review” or “Compilation.” It was an “Agreed Upon Procedure.” This was carried out by the CPA/Tax & Business Advisors of Glenn, Burdette, Phillips & Bryson and provided guidelines and recommendations to maintain our cash accounts, receivables, etc. There are four types of testing that can be done to ensure proper and transparent accounting procedures: 1. Agreed Upon Procedures, 2. Audit, 3. Review, 4. Compilation. Note: Handouts from the meeting will be on file with these minutes in the Heritage Foundation office. As our current income has not reached the two million dollar mark, an audit is not required by law. The Audit Committee will meet with representatives of GBP&B to determine the best course of action, including costs, for the Heritage Foundation. A recommendation and presentation by GBP&B will be made at a future Board Meeting. Paul Viborg motioned to table further discussion until after the Committee’s meeting. Tim Hartzell made the second to the motion, which passed unanimously. Publicity: Chuck Fletcher has taken over the task of website management. With such, he is setting up internet access and working phone lines in the Foundation office. He plans to have a recommendation and estimated costs to best manage the site in a more user friendly manner prepared for the next meeting. It was suggested that we offer wireless access to the internet to better serve organizations that use and/or rent the Heritage Building in the future. Facilities: Following are up dates to proposals presented at the January meeting.. A. Balcony Seating: A redesign recommendation is in the works. B. Air Conditioning: Repairs will begin after the Horse Show in March. C. Roll Up Door: The glass will be in by Wednesday. D. Water Heaters: Repairs/additions are to be complete by March. New Business Other: Meetings for the months of May and June will be held on May 11 and June 8, not the regularly scheduled second Wednesday of the month. CEO Comments: Vivian Robertson gave the following report: · The California Mid State Fair was awarded the honor of “Best 501 (c) 3 Organization” for the Heritage Foundation at the Convention of Western States Fairs. · The Annual Dinner was a great success and enjoyed by all attendees. · Tickets for Tim McGraw will go on sale 3/13 · The Kitchen Project is underway – pouring of concrete has been delayed due to rain. · Fund raising has begun for phase II of the Kitchen Project; a wine plaza. · The Winter Bonanza, live stock show takes place this weekend. · The theme for the 2009 Fair is “Take a Walk on the Wild Side.” Jacky Hildebrand presented a new fund raising concept consisting of an electronic shooting gallery. A permanent fixture was installed at the Fresno Fair for approximately $45,000 and generated $12,000 income in 2008. She suggests that the Heritage Foundation create a movable structure with animated targets. This would be a stand alone booth requiring no personnel that could be set up at various events through out the year. The Concessions Committee will meet with Daniels Woodland (shooting range creators) to determine a recommendation for the Heritage Foundation. Adjournment: There being no further business, the meeting adjourned at 7:36p.m. The next meeting will be Wednesday, March 11 at 6:30 p.m. Respectfully Submitted, Elizabeth Schumann, Secretary

February, 2009

The California Mid-State Fair

Heritage Foundation, Inc.

Annual Membership / Board of Directors Meeting

Minutes

Wednesday, February 11, 2009

The meeting was called to order at 6:32 p.m. by Chairman, Joanne Cummings.

Board Members Present: Paul Aurignac, Dave Belmont, Mike Coon, Joanne Cummings, Brenda Fletcher, Daren Friedle, Randy Ghezzi, Tim Hartzell, Hugh Pitts, Elizabeth Schumann, Paul Viborg

Board Members Absent: Connie Spradling

Members/Guests Present: Jo Bello, Bianca Belmont, Chuck Fletcher, Jacky Hildebrand, J. P. Hoagland, Vivian Robertson

Approval of Agenda: Tim Hartzell motioned to approve the agenda for tonight’s meeting. Mike Coon made the second to the motion which passed unanimously.

Approval of Minutes: Brenda Fletcher moved to accept the minutes from the January meeting. Randy Ghezzi made the second and the motion passed unanimously.

Financial Report: The various Heritage Foundation accounts have the following balances:

· Regular Account: $162,704

· Certificate of Deposit: $64,696

· Kitchen Project: $203,418

· Endowment: $5,241

· Commercial 3: 8,934

In addition to all pre-approved monthly bills, payments have been made for ½ the cost of the new Heritage Building window, Elevator repair and $75,000 to California Kitchen Authority for the Kitchen Project. Paul Viborg made the motion to ratify all paid bills. Dave Belmont made the second to the motion, which passed unanimously.

Old Business / Committee Reports:

By Law No Report

Concession: The procedure for obtaining a license to sell alcoholic beverages has changed. It is now being overseen by the CHP and is very cumbersome. Both the CHP and ABC must approve the license with separate deadlines. All applications are to be signed by the Fair CEO and may not be requested more than a month ahead.

Budget No Report

Fund Raising No Report

Livestock: The committee will meet on February 17 at 3:30p.m..

Membership: To-date, 45 renewing members have paid dues for 2009 and five new members have joined the Foundation.

Newsletter: No Report

Scholarship: The ninth annual Crab Feed was a great success with approximately 435 in attendance. The gross proceeds of approximately $22,000 will provide for 10 to 12 scholarships in 2009.

Audit: Daren Friedle met with Allen Eschenbach of GBP&B to discuss the actual review process that took place in 2007 and how best to proceed in 2009 to ensure accuracy and full transparency of the Foundation’s financial system.

The process that took place in 2007 was not in fact a “Review” or “Compilation.” It was an “Agreed Upon Procedure.” This was carried out by the CPA/Tax & Business Advisors of Glenn, Burdette, Phillips & Bryson and provided guidelines and recommendations to maintain our cash accounts, receivables, etc.

There are four types of testing that can be done to ensure proper and transparent accounting procedures: 1. Agreed Upon Procedures, 2. Audit, 3. Review, 4. Compilation. Note: Handouts from the meeting will be on file with these minutes in the Heritage Foundation office. As our current income has not reached the two million dollar mark, an audit is not required by law. The Audit Committee will meet with representatives of GBP&B to determine the best course of action, including costs, for the Heritage Foundation. A recommendation and presentation by GBP&B will be made at a future Board Meeting.

Paul Viborg motioned to table further discussion until after the Committee’s meeting. Tim Hartzell made the second to the motion, which passed unanimously.

Publicity: Chuck Fletcher has taken over the task of website management. With such, he is setting up internet access and working phone lines in the Foundation office. He plans to have a recommendation and estimated costs to best manage the site in a more user friendly manner prepared for the next meeting. It was suggested that we offer wireless access to the internet to better serve organizations that use and/or rent the Heritage Building in the future.

Facilities: Following are up dates to proposals presented at the January meeting..

A. Balcony Seating: A redesign recommendation is in the works.

B. Air Conditioning: Repairs will begin after the Horse Show in March.

C. Roll Up Door: The glass will be in by Wednesday.

D. Water Heaters: Repairs/additions are to be complete by March.

New Business

Other: Meetings for the months of May and June will be held on May 11 and June 8, not the regularly scheduled second Wednesday of the month.

CEO Comments: Vivian Robertson gave the following report:

· The California Mid State Fair was awarded the honor of “Best 501 (c) 3 Organization” for the Heritage Foundation at the Convention of Western States Fairs.

· The Annual Dinner was a great success and enjoyed by all attendees.

· Tickets for Tim McGraw will go on sale 3/13

· The Kitchen Project is underway – pouring of concrete has been delayed due to rain.

· Fund raising has begun for phase II of the Kitchen Project; a wine plaza.

· The Winter Bonanza, live stock show takes place this weekend.

· The theme for the 2009 Fair is “Take a Walk on the Wild Side.”

Jacky Hildebrand presented a new fund raising concept consisting of an electronic shooting gallery. A permanent fixture was installed at the Fresno Fair for approximately $45,000 and generated $12,000 income in 2008. She suggests that the Heritage Foundation create a movable structure with animated targets. This would be a stand alone booth requiring no personnel that could be set up at various events through out the year. The Concessions Committee will meet with Daniels Woodland (shooting range creators) to determine a recommendation for the Heritage Foundation.

Adjournment: There being no further business, the meeting adjourned at 7:36p.m.

The next meeting will be Wednesday, March 11 at 6:30 p.m.

Respectfully Submitted,

Elizabeth Schumann, Secretary