Minutes

January, 2010
The California Mid-State Fair Heritage Foundation, Inc. Annual Membership / Board of Directors Meeting Minutes Wednesday, January 13, 2010 The meeting was called to order at 6:30 p.m. by Chairman, Joanne Cummings. BODs Present: Paul Aurignac, Mike Coon, Joanne Cummings, Brenda Fletcher, Daren Friedle, Tim Hartzell, Deana Nelson, Hugh Pitts, Elizabeth Schumann, Connie Spradling & Paul Viborg BODs Absent: Dave Belmont Members/Guests: Tina Baxley, Jo Bello, Bob Cummings, David, Dzida, Eric Dzida, Mike Dzida, Chuck Fletcher, Troy Javardi, David Maislen, Sandy Plake & Vivian Robertson Approval of Agenda: Daren Friedle moved to approve the agenda for tonight’s meeting. Connie Spradling made the second to the motion which passed unanimously. Approval of Minutes: Tim Hartzellmoved to accept the minutes from the Annual Meeting in 2009 and the November Board meeting. Brenda Fletcher made the second and the motion passed unanimously. Financial Report: Deana Nelson distributed the Foundation’s Balance Sheet and Profit & Loss statement dated as of December, 2009. Total income for the year 2009 was $792,486.00. This amount includes Membership Dues (including balcony seat sales) of $412, 800, Direct Public Support (monies donated for specific projects) of $251, 267.01, Unrelated Business Income of $101,775.65 and Other Types of Income (interest, lounge income, etc) of $26,643.34. Total Expenses for the year 2009 were $677,789.26 which includes our major expenses of the Kitchen Project, Loan Interest, Balcony seat installation, Federal & State taxes and Mission Square expenses. Net income for the year 2009 equals $114,696.74. Special note: The horse raffle netted the Foundation $4,212. And, special thanks to Paul Viborg and Shelly Domingos for putting on a Christmas Party that was great fun and basically paid for it’s self with bar sales and a 50/50 raffle. Connie Spradling motioned to accept the Financial Report as presented. Daren Friedle made the second to the motion which passed unanimously. Old Business / Committee Reports: a. Committee Reports 1. By-Laws~ Bob Cummings: The last change made to the Heritage Foundation By Laws was made on November 2, 2002. The Board was asked if there are any needed changes at this time. COB, Joanne Cummings, requested that the committee review the current By Laws to ensure our compliance and offer suggestions should they determine the need for change(s). 2. Concessions~ Dave Belmont: In Dave’s absence, Joanne noted that he has put much work into securing the proper licenses for Heritage Foundation bar sales during the Fair and at all the interim events during the year. 3. Election~ Paul Viborg: Current Board members terms end in: Fall 2010 – Joanne Cummings & Mike Coon; 2011 – Brenda Fletcher, Tim Hartzell, Elizabeth Schumann, Connie Spradling & Paul Viborg 2012 – Dave Belmont, Daren Friedle & Hugh Pitts. As part of the Annual Meeting an election was held for Officers of the Board. Tim Hartzell nominated Joanne Cummings for the position of Chairman Of the Board. There being no further nominations, a voice vote was taken and Joanne Cummings appointed COB. Paul Viborg nominated Tim Hartzell for the position of Vice Chairman Of the Board. There being no further nominations, a voice vote was taken and Tim Hartzell was appointed Vice COB. Connie Spradling Nominated Deana Nelson for the position of Treasurer. There being no further nominations, a voice vote was taken and Deana Nelson appointed Treasurer. Paul Viborg Nominated Elizabeth Schumann for the position of Secretary. There being no further nominations, a voice vote was taken and Elizabeth Schumann was appointed Secretarey. 4. Budget~ Brenda Fletcher: The committee will meet with Treasurer, Deana Nelson to determine needs for the 2010 budget. 5. Fund Raising Committee~ A Chairman is NEEDED for this committee. As noted before $4,212 was raised with the raffle in conjunction with the PCCHA for the horse donated by George Hearst. Toward the end of the meeting Connie Spradling noted the need to be more aggressive in our fund raising efforts. Daren Friedle proposed the idea of a “Night of 300 Dinners.” All were intrigued with the concept of individual members hosting small/medium dinner parties in their homes with “guests” making donations to the Foundation. Member, Dave Maislen offered to host a dinner in the South County. 6. Livestock Committee~ Tim Hartzell: A meeting will be held in the near future to determine the needs for the Fair Grounds in 2010. 7. Facilities Committee~ Tim Hartzell: no report 8. Membership Committee~ Brenda Fletcher: 211 renewal forms were mailed to members in January. To date five have been returned for regular membership and one for balcony seats. 9. Newsletter~ a Chairman is NEEDED for this committee. 10. Pioneer Day Committee~ Gary Gordon: no report – thanks to Gary Gordon for volunteering to Chair this committee again. 11. Scholarship Committee~ Hugh Pitts: The 10^th annual Crab Feed, which funds our scholarship program, will take place on Saturday (in lieu of Superbowl Sunday), February 6. Contact Hugh Pitts for ticket. 12. Audit Committee~ Daren Friedle: The State of California went through our books thoroughly in 2009. The committee will meet with the Treasurer and the Budget Committee to determine the need for an audit in 2010. 13. Publicity~ Chuck Fletcher: Our web site thecmsfheritagefoundation.org is up and running. The site now offers the Foundation membership form and will have current minutes and agendas for Board meetings. 14. Endowment~ Daren Friedle: The fund is now up to $5,295.65. The current economy is stifling donations. Those interested may contact Daren Friedle. 15. Balcony Seating~ Tim Hartzell: Sandy Plake is working on sales and seating (including assisting those who wish to change seat assignments) for the 2010 Mid-State Fair. New Business Joanne Cummings is looking into the costs for installing storage cabinets in the Foundation office. Member, Bill Culver is coordinating a bid and Joanne will look into prefabricated cabinets as well. CEO Comments: · Staff is current working on all the Year End procedures for the Event Center. · Keith Urban is signed for the 2010 Fair and Tickets will go on sale Friday, 1/22. · The Annual Dinner is slated for Friday, 2/5. It will be a casual affair with a buffet dinner. · The Western Fairs Association convention will be held in Reno this month. Vivian has been notified that the California Mid-State Fair has once again won awards. One was recently received for the Mission Square project – special thanks to the Heritage Foundation for assisting with the project. · The Live Stock Committee met on 1/12. A key subject was the depletion of funds to the 16DAA auction account due to outstanding receivables (aka winning bids not being paid – yet the Fair paid the kids). A project to better connect the Live Stock office to the sale areas will ease the running of future auctions. · Gravel project – The carnival lot is being transformed (thanks to Mike Rowitser and George Hearst) to better suite the needs of trailers and temporary stalls for the many equestrian events at the Event Center. This also helps cut the need for watering and maintaining all the grass. The being no further business, the meeting came to a close at 7:20p.m. The next meeting is Wednesday, February 10 at 6:30 p.m. Respectfully Submitted, Elizabeth Schumann, Secretary

January, 2010

The California Mid-State Fair

Heritage Foundation, Inc.

Annual Membership / Board of Directors Meeting

Minutes

Wednesday, January 13, 2010

The meeting was called to order at 6:30 p.m. by Chairman, Joanne Cummings.

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

BODs Absent: Dave Belmont

Members/Guests: Tina Baxley, Jo Bello, Bob Cummings, David, Dzida, Eric Dzida, Mike Dzida, Chuck Fletcher, Troy Javardi, David Maislen, Sandy Plake & Vivian Robertson

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

Approval of Minutes: Tim Hartzellmoved to accept the minutes from the Annual Meeting in 2009 and the November Board meeting. Brenda Fletcher made the second and the motion passed unanimously.

Financial Report: Deana Nelson distributed the Foundation’s Balance Sheet and Profit & Loss statement dated as of December, 2009.

Total income for the year 2009 was $792,486.00. This amount includes Membership Dues (including balcony seat sales) of $412, 800, Direct Public Support (monies donated for specific projects) of $251, 267.01, Unrelated Business Income of $101,775.65 and Other Types of Income (interest, lounge income, etc) of $26,643.34.

Total Expenses for the year 2009 were $677,789.26 which includes our major expenses of the Kitchen Project, Loan Interest, Balcony seat installation, Federal & State taxes and Mission Square expenses.

Net income for the year 2009 equals $114,696.74. Special note: The horse raffle netted the Foundation $4,212. And, special thanks to Paul Viborg and Shelly Domingos for putting on a Christmas Party that was great fun and basically paid for it’s self with bar sales and a 50/50 raffle.

Connie Spradling motioned to accept the Financial Report as presented. Daren Friedle made the second to the motion which passed unanimously.

Old Business / Committee Reports:

a. Committee Reports

1. By-Laws~ Bob Cummings: The last change made to the Heritage Foundation By Laws was made on November 2, 2002. The Board was asked if there are any needed changes at this time. COB, Joanne Cummings, requested that the committee review the current By Laws to ensure our compliance and offer suggestions should they determine the need for change(s).

2. Concessions~ Dave Belmont: In Dave’s absence, Joanne noted that he has put much work into securing the proper licenses for Heritage Foundation bar sales during the Fair and at all the interim events during the year.

3. Election~ Paul Viborg: Current Board members terms end in: Fall 2010 – Joanne Cummings & Mike Coon; 2011 – Brenda Fletcher, Tim Hartzell, Elizabeth Schumann, Connie Spradling & Paul Viborg 2012 – Dave Belmont, Daren Friedle & Hugh Pitts.

As part of the Annual Meeting an election was held for Officers of the Board.

Tim Hartzell nominated Joanne Cummings for the position of Chairman Of the Board. There being no further nominations, a voice vote was taken and Joanne Cummings appointed COB.

Paul Viborg nominated Tim Hartzell for the position of Vice Chairman Of the Board. There being no further nominations, a voice vote was taken and Tim Hartzell was appointed Vice COB.

Connie Spradling Nominated Deana Nelson for the position of Treasurer. There being no further nominations, a voice vote was taken and Deana Nelson appointed Treasurer.

Paul Viborg Nominated Elizabeth Schumann for the position of Secretary. There being no further nominations, a voice vote was taken and Elizabeth Schumann was appointed Secretarey.

4. Budget~ Brenda Fletcher: The committee will meet with Treasurer, Deana Nelson to determine needs for the 2010 budget.

5. Fund Raising Committee~ A Chairman is NEEDED for this committee. As noted before $4,212 was raised with the raffle in conjunction with the PCCHA for the horse donated by George Hearst. Toward the end of the meeting Connie Spradling noted the need to be more aggressive in our fund raising efforts. Daren Friedle proposed the idea of a “Night of 300 Dinners.” All were intrigued with the concept of individual members hosting small/medium dinner parties in their homes with “guests” making donations to the Foundation. Member, Dave Maislen offered to host a dinner in the South County.

6. Livestock Committee~ Tim Hartzell: A meeting will be held in the near future to determine the needs for the Fair Grounds in 2010.

7. Facilities Committee~ Tim Hartzell: no report

8. Membership Committee~ Brenda Fletcher: 211 renewal forms were mailed to members in January. To date five have been returned for regular membership and one for balcony seats.

9. Newsletter~ a Chairman is NEEDED for this committee.

10. Pioneer Day Committee~ Gary Gordon: no report – thanks to Gary Gordon for volunteering to Chair this committee again.

11. Scholarship Committee~ Hugh Pitts: The 10^th annual Crab Feed, which funds our scholarship program, will take place on Saturday (in lieu of Superbowl Sunday), February 6. Contact Hugh Pitts for ticket.

12. Audit Committee~ Daren Friedle: The State of California went through our books thoroughly in 2009. The committee will meet with the Treasurer and the Budget Committee to determine the need for an audit in 2010.

13. Publicity~ Chuck Fletcher: Our web site thecmsfheritagefoundation.org is up and running. The site now offers the Foundation membership form and will have current minutes and agendas for Board meetings.

14. Endowment~ Daren Friedle: The fund is now up to $5,295.65. The current economy is stifling donations. Those interested may contact Daren Friedle.

15. Balcony Seating~ Tim Hartzell: Sandy Plake is working on sales and seating (including assisting those who wish to change seat assignments) for the 2010 Mid-State Fair.

New Business

Joanne Cummings is looking into the costs for installing storage cabinets in the Foundation office. Member, Bill Culver is coordinating a bid and Joanne will look into prefabricated cabinets as well.

CEO Comments:

· Staff is current working on all the Year End procedures for the Event Center.

· Keith Urban is signed for the 2010 Fair and Tickets will go on sale Friday, 1/22.

· The Annual Dinner is slated for Friday, 2/5. It will be a casual affair with a buffet dinner.

· The Western Fairs Association convention will be held in Reno this month. Vivian has been notified that the California Mid-State Fair has once again won awards. One was recently received for the Mission Square project – special thanks to the Heritage Foundation for assisting with the project.

· The Live Stock Committee met on 1/12. A key subject was the depletion of funds to the 16DAA auction account due to outstanding receivables (aka winning bids not being paid – yet the Fair paid the kids). A project to better connect the Live Stock office to the sale areas will ease the running of future auctions.

· Gravel project – The carnival lot is being transformed (thanks to Mike Rowitser and George Hearst) to better suite the needs of trailers and temporary stalls for the many equestrian events at the Event Center. This also helps cut the need for watering and maintaining all the grass.

The being no further business, the meeting came to a close at 7:20p.m.

The next meeting is Wednesday, February 10 at 6:30 p.m.

Respectfully Submitted,

Elizabeth Schumann, Secretary