Minutes

February, 2010
The California Mid-State Fair Heritage Foundation, Inc. Board of Directors Meeting Minutes Wednesday, February 10, 2010 The meeting was called to order at 6:30 p.m. by Chairman, Joanne Cummings. BODs Present: Mike Coon, Joanne Cummings, Brenda Fletcher, Daren Friedle, Tim Hartzell, Deana Nelson, Hugh Pitts, Elizabeth Schumann, Connie Spradling & BODs Absent: Paul Aurignac, Dave Belmont, Paul Viborg Members/Guests: Tina Baxley, Jo Bello, Chuck Fletcher, Patricia Lawrence, Vivian Robertson Approval of Agenda: Connie Spradling moved to approve the agenda for tonight’s meeting. Deana Nelson made the second to the motion which passed unanimously. Approval of Minutes: Tim Hartzell moved to accept the minutes from the October meeting. Connie Spradlingmade the second and the motion passed unanimously. Financial Report: The Balance Sheet, Profit & Loss Statement and list of written checks were distributed to the Board. The Balance Statement shows a net profit of $36,680.39 Year to date. Most recent income is from membership renewals, balcony seat income and bars sales at various interim events at the Event Center. An additional $3,000 will be reaped from raffle ticket sales with the PCCHA (Horse donated by George Hearst). It was noted that our bank, Mission Community, is charging a service fee for Endowment Funds. The fee is higher than the interest we are currently receiving. Our CFO, Deana Nelson will meet with the bank to determine a better program. Brenda Fletcher moved to accept the Financial Report as presented. Tim Hartzell made the second to the motion and the motion passed unanimously. After reviewing the list of bills that had been paid in the last month, Hugh Pitts moved to ratify the paid bills. Connie Spradling made the second to the motion which passed unanimously. Old Business / Committee Reports: I. By-Laws~ Bob Cummings Brenda Fletcher reported that a meeting was held on 1/26/10 at which the committee started working on concepts for changes that will be brought to the Board for review at a future meeting. The next meeting of the By-Laws committee will take place on 2/16/10. II. Concessions~ Dave Belmont Ray Dauth reported that in the past year approximately $17,000 has been earned at bar sales during interim events at the Events Center. The Licensing process is much smoother with Dave Belmont at the helm. The Fair’s Annual Dinner netted the Foundation $653.00. III. Election~ Paul Viborg – No Report IV. Budget~ Brenda Fletcher Brenda Fletcher met with the CFO, Deana Nelson, to begin the annual budget creation process. She distributed a form to all Committee chair on which to list all monetary requests for the year. V. Fund Raising Committee~ NEEDED VI. Livestock Committee~ Tim Hartzell Though the committee has not has a formal meeting this year, Tim Hartzell brought up a request for funding from Vivian Robertson. The Fair would like to hard wire the livestock office to the auction areas to make the process much smoother during the Fair. The cost to do so would be at or under $5,000. Tim Hartzell moved to allocate up to $5,000 to hard wire the Livestock office to the show rings so computers can communicated and stream line the operation. Deana Nelson made the second to the motion which passed unanimously. VII. Facilities Committee~ Tim Hartzell We are currently having issues again with rain water getting into the lower level bar. Tim will work with Chico and Vivian to come up with a solution. VIII. Membership Committee~ Brenda Fletcher Three new members have been received since the last meeting and five new deck seats have been “sold.” Brenda will be enlisting the membership committee to make follow up phone calls to members who need to renew. IX. Newsletter~ NEEDED X. Pioneer Day Committee~ Gary Gordon: No Report XI. Scholarship Committee~ Hugh Pitts The Annual Crab feed netted approximately $10,000 this year. This translates to ten (10) scholarships that will be given out this year. XII. Audit Committee~ Daren Friedle – no report XIII. Endowment~ Daren Friedle – no report XIV. Balcony Seating~ Tim Hartzell Call keep coming in inquiries about the availability and location of Balcony seats. New Business The Western Bonanza, presented by Cal Poly Students, is to take place Friday through Sunday, February 12 – 14, 2010. This is an exciting event and COB, Joanne Cummings encouraged all to attend and enjoy the show. Vivian Robertson noted that the Shooting Gallery will be open during the event. CEO Comments · Vivian Thank all for attending the Fair’s Annual Dinner last week. · The California Mid-State Fair was awarded the Merril Award by the Western States Fairs Association for the Mission Square project. This is a huge honor. · Entertainment for Fair 2010 announce-able to date is: Keith Urban, Jeff Duncan and Kenny Loggins. · “Muttin Bustin,” the Western Fairs Association “act of the year” is booked for our Fair in this summer. · The interim event schedule is booming with the Western Bonanza, PCCHA, USTRC Roping, Western Arts Show, Roller Derby and the Zin Fest all in the next few months The being no further business, the meeting came to a close at 7:29p.m. The next meeting is Wednesday, April 14 at 6:30 p.m. Respectfully Submitted, Elizabeth Schumann, Secretary

February, 2010

The California Mid-State Fair

Heritage Foundation, Inc.

Board of Directors Meeting

Minutes

Wednesday, February 10, 2010

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

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

BODs Absent: Paul Aurignac, Dave Belmont, Paul Viborg

Members/Guests: Tina Baxley, Jo Bello, Chuck Fletcher, Patricia Lawrence, Vivian Robertson

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

Approval of Minutes: Tim Hartzell moved to accept the minutes from the October meeting. Connie Spradlingmade the second and the motion passed unanimously.

Financial Report: The Balance Sheet, Profit & Loss Statement and list of written checks were distributed to the Board. The Balance Statement shows a net profit of $36,680.39 Year to date. Most recent income is from membership renewals, balcony seat income and bars sales at various interim events at the Event Center. An additional $3,000 will be reaped from raffle ticket sales with the PCCHA (Horse donated by George Hearst).

It was noted that our bank, Mission Community, is charging a service fee for Endowment Funds. The fee is higher than the interest we are currently receiving. Our CFO, Deana Nelson will meet with the bank to determine a better program.

Brenda Fletcher moved to accept the Financial Report as presented. Tim Hartzell made the second to the motion and the motion passed unanimously.

After reviewing the list of bills that had been paid in the last month, Hugh Pitts moved to ratify the paid bills. Connie Spradling made the second to the motion which passed unanimously.

Old Business / Committee Reports:

I. By-Laws~ Bob Cummings

Brenda Fletcher reported that a meeting was held on 1/26/10 at which the committee started working on concepts for changes that will be brought to the Board for review at a future meeting. The next meeting of the By-Laws committee will take place on 2/16/10.

II. Concessions~ Dave Belmont

Ray Dauth reported that in the past year approximately $17,000 has been earned at bar sales during interim events at the Events Center. The Licensing process is much smoother with Dave Belmont at the helm. The Fair’s Annual Dinner netted the Foundation $653.00.

III. Election~ Paul Viborg – No Report

IV. Budget~ Brenda Fletcher

Brenda Fletcher met with the CFO, Deana Nelson, to begin the annual budget creation process. She distributed a form to all Committee chair on which to list all monetary requests for the year.

V. Fund Raising Committee~ NEEDED

VI. Livestock Committee~ Tim Hartzell

Though the committee has not has a formal meeting this year, Tim Hartzell brought up a request for funding from Vivian Robertson. The Fair would like to hard wire the livestock office to the auction areas to make the process much smoother during the Fair. The cost to do so would be at or under $5,000. Tim Hartzell moved to allocate up to $5,000 to hard wire the Livestock office to the show rings so computers can communicated and stream line the operation. Deana Nelson made the second to the motion which passed unanimously.

VII. Facilities Committee~ Tim Hartzell

We are currently having issues again with rain water getting into the lower level bar. Tim will work with Chico and Vivian to come up with a solution.

VIII. Membership Committee~ Brenda Fletcher

Three new members have been received since the last meeting and five new deck seats have been “sold.” Brenda will be enlisting the membership committee to make follow up phone calls to members who need to renew.

IX. Newsletter~ NEEDED

X. Pioneer Day Committee~ Gary Gordon: No Report

XI. Scholarship Committee~ Hugh Pitts

The Annual Crab feed netted approximately $10,000 this year. This translates to ten (10) scholarships that will be given out this year.

XII. Audit Committee~ Daren Friedle – no report

XIII. Endowment~ Daren Friedle – no report

XIV. Balcony Seating~ Tim Hartzell

Call keep coming in inquiries about the availability and location of Balcony seats.

New Business

The Western Bonanza, presented by Cal Poly Students, is to take place Friday through Sunday, February 12 – 14, 2010. This is an exciting event and COB, Joanne Cummings encouraged all to attend and enjoy the show. Vivian Robertson noted that the Shooting Gallery will be open during the event.

CEO Comments

· Vivian Thank all for attending the Fair’s Annual Dinner last week.

· The California Mid-State Fair was awarded the Merril Award by the Western States Fairs Association for the Mission Square project. This is a huge honor.

· Entertainment for Fair 2010 announce-able to date is: Keith Urban, Jeff Duncan and Kenny Loggins.

· “Muttin Bustin,” the Western Fairs Association “act of the year” is booked for our Fair in this summer.

· The interim event schedule is booming with the Western Bonanza, PCCHA, USTRC Roping, Western Arts Show, Roller Derby and the Zin Fest all in the next few months

The being no further business, the meeting came to a close at 7:29p.m.

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

Respectfully Submitted,

Elizabeth Schumann, Secretary