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Board of Directors Agenda Report MEETING DATE: OCTOBER 25, 2018 ITEM NUMBER: 6

SUBJECT: 2018 OC Fair Wrap-Up Presentation DATE: October 19, 2018 FROM: Kathy Kramer, CEO PRESENTATION BY: Michele Richards, VP Business Development ___________________________________________________________________ RECOMMENDATION Information item only. BACKGROUND Staff will present the 2018 OC Fair wrap-up presentation.

Board of Directors Agenda Report MEETING DATE: OCTOBER 25, 2018 ITEM NUMBER: 10B

SUBJECT: Approve Rescheduling the January 2019 Board of

Directors Meeting to January 17, 2019 to Allow Staff to Participate in the Annual Western Fairs Association Convention in Reno, Nevada on January 20 – 23, 2019

DATE: October 19, 2018 FROM: Kathy Kramer, CEO PRESENTATION BY: Kathy Kramer, CEO ___________________________________________________________________ RECOMMENDATION To approve rescheduling the January Board of Directors Meeting from Thursday, January 24 to Thursday, January 17, 2019 to allow staff and Board Members to participate in the Annual Western Fairs Association Convention in Reno, Nevada. BACKGROUND The Annual Western Fairs Association (WFA) Convention is being held in Reno, Nevada Sunday, January 20th through Wednesday, January 23rd. The OC Fair & Event Center has been a long-standing member of WFA and plays a leadership role in the association as the second largest fair in California. The annual WFA convention provides staff with critical networking and educational opportunities and is a chance to conduct important meetings with industry partners, concessionaires, potential entertainers and the carnival. The 2019 WFA convention programming features industry specific workshops (including five separate sessions focused on safety and security), an industry trade show in which staff is able to meet with entertainment agents for fair bookings, and numerous roundtable opportunities with colleagues from throughout the fair industry. In addition, three OCFEC staff members are scheduled to facilitate seminars at this year’s convention. The convention is also an opportunity for Board members to attend workshops specific to Fair Directors and learn more about the industry. Rescheduling the January, 2019 Board of Directors meeting the week prior to the WFA convention would allow staff time to properly prepare materials for the meeting, and not interfere with travel back to Orange County.

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Sunday Jan 20

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Institute ofFair Management

10:30 a.m. - 12 p.m. Leadership Luncheon& Merrill Finalists11:30 a.m. - 12:45 p.m.

Ticket Required

YPI Ment-a-Minute5 - 6 p.m.

WFA BowlingTournament

8 - 11 p.m.

Ticket Required

CoffeewithAA

Winners8 - 10 a.m.

Service Member Meeting

8:30 -9:45 a.m.

ConcurrentSessions

8:30 - 9:45 a.m.

Keynote Mike GaninoGeneral AssemblyAnnual Meeting

State of the Industry10 a.m.-12:30 p.m.

WFA Trade Show

12:30 - 4:30 p.m.

President‘s Reception Live Entertainment

Showcase6:15 - 10 p.m.

SM DivisionBreakouts

8:30 -9:30 a.m.

Fair Area Meetings

8:30 -9:30 a.m.

ConcurrentSessions

9:45 - 11 a.m.

General SessionKeynote

Becky Lunders11:15 a.m. - 12:30 p.m.

WFA Trade Show

12:30-3:30 p.m.

ConcurrentSessions

4:45 - 6 p.m.Awards Photo Op

5:15 - 6 p.m.Wine & Cheese

RecpetionBRF Live & Silent

Auctions5:15 - 7 p.m.

FairDirectors

&ExecutivesWorkshop

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Required

CFA Open Forum4 - 5 p.m.

CPRCertification

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Suite Parties8:30 - 11 p.m.

CoffeewithAA

Winners8 - 10 a.m.

Networking EventsMember MeetingsBuyer Opportunities Educational Programs

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Welcome to Reno

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Cal Poly Reception

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CoffeewithAA

Winners8 - 10 a.m.

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S U N D AY, J A N U A R Y 2 0 T H

9 am - 6 pmRegistration OpenPick up your badge, tote, and Date List - everything you need for a successful REMIX! New this year, your badge will include an RFID tag sponsored by ECASH. Your badge will be scanned as you move throughout convention, providing valuable data to the WFA team to make our 2020 convention even better! You’ll also receive a report after convention detailing the information we learned (how many people attended which sessions, etc) and how you can implement RFID to increase revenue at your event!

Achievement Awards Center OpenCome see the best in the West with binders, displays, and videos showcasing the 2018 Achievement Award winners. Vote for the photo that will go on the cover of the Spring Fair Dealer magazine!

10:30 am - 12 pmIAFE - IFM #130: What does your Agriculture Competitive Programming Portfolio Look Like?Jennifer Cannon, Competitive Exhibits Director, Iowa State FairHave you taken a look at what your Agriculture Competitive Programming Portfolio looks like on your fairgrounds? Explore the basic components of Competitive Agricultural Programming. The instructor-led course, provided by the IAFE Education Foundation, identifies the value of successful competitive events, logistics, procedures, and effective exhibitor communication. Gain tools to improve your fairs Competitive Agricultural Programming.

1 - 4 pmCPR CertificationCFSA Risk Control Put safety first. Become certified in adult CPR in a hands-on training course provided by California Fairs Services Authority safety members Lesly Wade and Chandler Wright. You’ll leave this course with a two-year certificate.

How to Support Your Executivefor Collaborative Success!This three-part program will bring Executives and Directors together, learning and understanding the challenges of each position. The collaborative working program will bring in Leadership Development Consultant, Beth Wonson, to facilitate conversation on communication between the Board and Executive and vice-a-versa. This program brings back the popular round table portion with topics to include: Succession Planning; How to Develop a Recruiting Document; Getting to know our Fair Business Partners; and Board Training at the Appointee Stage.

V I D E O S H O W C A S E G A L L E R YF E A T U R I N G A U G M E N T E D R E A L I T YUnique to the WFA Convention, experience the talents of our Service Members like never before. Download the LifePrint mobile app to your phone and stand amazed as pictures come to life! Watch children’s performers make crowds giggle at fairs, see the latest menu lineup from successful food concessionaires, and observe strolling acts interacting with guests - all exactly as you’d see them at your event! When you see a company you’d like to do business with, you can record the video on your phone to send to your team, leave your business card, and get excited because you know you’re hiring the best!

Theater 16

Need stage acts, self contained attractions or strolling entertainment? You’ve come to the right place! From our educational Optical Illusion Show to our comedy Flea Circus, we have something for everyone. Stretch your entertainment budget with our flexible “multiple act packages” at affordable prices. Talk to us!

• Barham Award• Hall of Fame

Slit for Business Cards

Ernie Guderjahn39468 Cozumel CourtMurrieta, CA 92563(951) 696-3646, (951) [email protected]

4 - 5 pmCalifornia Fairs Alliance Open ForumThis annual meeting of the California Fairs Alliance will provide updates on the year’s efforts, successes, and ongoing challenges, while also building the roadmap for a successful 2019-2020 legislative cycle.

5 - 6 pmYoung Professionals Initiative “Ment-A-Minute”Young Professionals InitiativeA unique opportunity for young professionals to network with industry greats, the ‘Ment-A-Minute’ provides a round-robin meet-and-greet that will help prepare the next generation of fair industry leaders for their careers - and a successful convention! Making connections at this event will ensure you have friendly faces to connect with again and again throughout REMIX.

6:15 - 7:45 pmWelcome to RenoDesigned specially for those joining us for the first time in Reno, this event includes tips on getting the most out of your REMIX experience and a tour of the Grand Sierra Resort. Be among the first to experience our new Video Showcase Gallery featuring Augmented Reality!

Cal Poly ReceptionCal Poly alumni gather to celebrate the unique relationship between the Western Fairs Association and the only university with a Fair Management class.

WFA Board, Committee Chairs,& Convention Sponsors ReceptionNew in 2019, WFA Leadership and Convention Sponsors will come together to celebrate the 2018 fair season and kick-off REMIX in style! It’s not too late to join the party; see page 16 for details and contact the WFA office for sponsorship opportunities.

M O N D AY, J A N U A R Y 2 1 S T

7:30 am - 5 pmRegistration OpenPick up your badge, tote, and Date List - everything you need for a successful REMIX!

Achievement Awards Center OpenCome see the best in the West and vote for the photo that will go on the cover of the Spring Fair Dealer magazine!

7:30 am - 10 pmVideo Showcase Gallery feat. Augmented RealityExperience the talents of our Service Members like never before. Download the LifePrint mobile app and bring pictures to life!

8 - 10 amFREE COFFEE with Achievement Award WinnersGet your morning caffeine fix while hearing several short presentations from the fairs with the best ideas in the industry.

8:30 - 9:45 amService Member MeetingCome together for the first meeting of 2019. Hear from each of the Division Representatives, discuss the 2018 fair season, and plan for the year ahead. Special Service Member convention programming will be covered, along with a walkthrough of the can’t-miss REMIX experiences!

S U N D AY 8 - 11 pmW FA B OW L I N G T O U R N A M E N TThe WFA Bowling Tournament is often referred to as the “unofficial kick-off” of our Reno Convention, and you’ll definitely want to be part of the fun! This event sells out every year so register your team of 4 today! Trophy presentations and door-prize drawings will take place after all participants have completed their second game; must be present to win. Enjoy meeting new friends, seeing old friends, a no-host bar, and lots of laughter and fun at this must-attend event at the Grand Sierra Bowling Lanes.

Hosted by the WFA Service Members with raffle prizes and cash awards provided by NICA

BOOK YOUR ROOM ATWESTERNFAIRS.ORG

RATES START AT $69/NT

(MONDAY CONTINUED)

Build a Brand Worth BillionsCassie Roberts Dispenza, Senior Partnership & Marketing Director, SaffireHave you ever noticed how some brands are just more fun to follow? They “get you” with every ad and say the right things at just the right time, almost better than your last boyfriend. Their brand personality makes you almost hope they’re your NEXT boyfriend! So how do you make YOUR brand personality speak to your customers that way? Like any fine wine, it’s not something that matures overnight, but in this session we’ll cover the ins and outs of embracing the best your brand can be!

Creating & Implementing a Robust Strategic PlanMiguel Santana, President & CEO, Fairplex/Los Angeles County Fair Association; Melissa DeMonaco, Director of Sales, Fairplex/Los Angeles County Fair AssociationJoin Miguel Santana as he details the process the LA County Fair Association went through in creating their new and robust strategic plan, as well as presenting the plan itself. Learn how the LA County Fair team hosted focus groups and listened to their community to bring the icons of their past into the vision of their future.

Fair Foundations: Legal Requirements, Governance and OpportunitiesCarlene Moore, CEO, Napa County Fair & FiestaNonprofits in the United States have exploded in the last decade and the resources to serve them are vast. As the nonprofit arm of the fair that facilitates fundraising purposes, what legal requirements need to be met? How are foundations governed and how do they relate to the fair? How can you recruit, develop and foster a board that can accomplish amazing feats? What fundraising opportunities are available to foundations? Learn to take a fresh look at your organizational structure!

Animal & Agriculture Advocacy What would you do if an animal activist group showed up at your event? This session will show the tactics activists use at fairs, expos and events and what event organizers can do to prepare for that type of activity. Get background information on anti-animal use activist organizations and their missions. Hear examples of recent protests and disruptions and lessons learned. Learn how to talk to your exhibitors and how they can be best prepared for engaging the public at your event and get tips on helping exhibitors be prepared if a disruption occurs.

10 am - 12:30 pmOpening General Assembly, Annual Meeting, and State of the IndustryGet ready to REMIX with WFA President Patricia Conklin, featuring live entertainment, the American and Canadian national anthems, WFA Annual Meeting, and State of the Industry addresses from our sister organizations. Then stick around for the much-anticipate keynote address by Mike Ganino!

12:30 - 4:30 pmWFA Trade ShowSold out for the 6th year in a row, the WFA Trade Show is THE marketplace for the fair industry. Sample tasty treats, pose with performers, and awww at the animals while finding the perfect fit for your fair. If you forgot your business cards, you can scan your badge at an exhibitor’s booth to provide them with your contact information! While you’re in the Trade Show, be sure to peruse the...

MikeGanino

S T O R Y C U L T U R E T h e A r t & S c i e n c e o f E n g a g i n g Yo u r Tea m , Cu s to m e r s , & Co m m u n i tyMike GaninoCompany Culture & Engagement ExpertWhat stories are your employees telling about their job? What stories are getting passed down to new hires, fairgoers, and your community? What story are you telling about your fair’s culture? Stories aren’t something to be controlled, managed, or designed. They’ve got to be fueled. Fueled by the way your fair leadership designs the employee experience, fueled by the way your leaders lead, and fueled by how you approach the growing demand for a whole new way of work. Employee engagement is in high-demand and the organizations that know how to fuel great stories will be able to hire and retain top talent, thrill customers, and rewrite the story of their cultures.

Blue Ribbon Foundation Silent AuctionThanks to our generous members, Day 1 of the Silent Auction offers up items from wine to vacation packages, with all proceeds going directly to the Blue Ribbon Foundation to fund training, educational scholarships, and professional services. Get what you want while giving back to the industry!

4:45 - 6 pmCustomer Service is a Priority: The Personal Touch Needs to Make a ComebackRebecca Desmond, Deputy Executive Director, CFSAPersonalized Customer Service - It’s Baaaaack! Learn simple ways to create customer service excellence at your place of business by bringing back the personal touch and personal services.

Succession Planning - Are You Ready?Kathy Kramer, CEO, OC Fair & Event CenterFifty percent of your core workforce is eligible to retire within the next five years. Are you ready? This workshop will cover succession planning topics including identifying the positions most critical to the success of your organization, understanding the challenges that are unique to the fair industry, and formalizing a succession planning process.

Trends in Mobile Food and BeverageEvery industry has its trends and Mobile Food and Beverage is no exception. This session will focus on new food and beverage items, new ways to prepare food and beverage items, point of sales solutions, successful food and beverage promotions, and employee sourcing trends. If it is trending in the Mobile Concessions Business this will be the place to learn about it and discuss it.

Meet the Millenials Game ShowYoung Professionals Initiative Millennials have overtaken baby boomers as America’s largest generation, so what makes them “tick”? Ask a panel of millenial ‘contestants’ about everything from how they hear the day’s news to what they think the fair industry will look like in the future. Join us as we share facts and misconceptions about the newest working generation.

6:15 - 10 pmPresident’s Reception &Live Entertainment ShowcaseOpen to all! Everyone at REMIX will come together to celebrate the 2018 fair season while enjoying complimentary refreshments and the exciting performances from the best entertainers in the industry! Sit back and enjoy the tunes, as we only have one night of live showcasing this year. This party’s the one to be at!

T U E S D AY, J A N U A R Y 2 2 N D


8 am - 5 pmRegistration OpenPick up your badge, tote, and Date List - everything you need for a successful REMIX!


8 am - 7 pmVideo Showcase Gallery feat. Augmented RealityExperience the talents of our Service Members like never before. Download the LifePrint mobile app and bring pictures to life!

8:30 - 9:30 amWFA Area Meetings & Division BreakoutsThese meetings are your chance to discuss the unique challenges facing your peer group and provides the opportunity for collaborative solution-finding.

Service Member Division Breakouts • Carnival • Commercial & Services/Supplies • Entertainment • Food & Beverage

Fair Area Meetings • Cascade • Central Coast • Mother Lode • North Coast • Sacramento Valley • San Joaquin Valley • Southern • Arizona • Oregon • States without WFA Board Representation 9:45 - 11 amAchievement Awards Featured Program WinnersHear from selected entries of our 2018 Featured Programs: New Cultural Program and Cultural Program Marketing.

(TUESDAY CONTINUED)

Social Media 434An In-Depth Look at Today’s Digital Landscape Robert Smith, Robert Smith PresentsAre you still marketing like it’s 2003 or worse, 1994? Never in the history of human beings has there been this kind of opportunity to communicate the stories of our brands and organizations. But, just like with every other communication shift throughout human evolution, there are those slow to pick it up. Robert will take this talk deep into the practitionership of marketing & story telling on the 6-8 social media platforms that dominate our attention.

Lead with Story: Engage your Community with a Clear, Authentic, Values-Driven MessageMike Ganino, 2019 WFA Convention Keynote Speaker Storytelling gives meaning to culture building initiatives like engagement and adds rocket fuel to marketing efforts. Great leaders are great communicators. Engagement starts with answering “why?” Storytelling speeds up the process: why others should care, why they should get on board, why it’s essential to make one choice over another. Without effective storytelling, these initiatives reduce to a series of tactics, where the whole is less than the sum of the parts. Storytelling is not about presentation skills. Storytelling is a way of thinking. It empowers you to create compelling communication that drives understanding, and uses empathy to reach your audience. In this tangible and interactive session, you’ll uncover universal communication frameworks, as well as the guided practice in how to apply them.

H2B Visa / Temporary LaborFor nearly 20 years, many carnivals, concessionaires, and vendors in the US and Canada have relied on seasonal guest workers from outside the country to supplement their workforce, providing a safe, reliable and consistent guest experience at fairs and other events. Hear from a panel of fair partners that utilize the H2B Visa program and how the new labor laws have changed the way they do business.

Kulture CityDr. Julian Maha, Founder, Kulture City650 million people live with a disability. Of these, only 20% have a visible disability. The majority have invisible disabilities like Autism. They look like you but perceive the world in a different way. Because of this, accessibility to the community can be challenging. As such, a lot of these individuals live a life of isolation not by choice but by circumstance. Accessibility changes this. Accessibility creates a new culture with stronger communities, acceptance, inclusion and a hope of a brighter future. Learn how Kulture City

helps events create Sensory Inclusive (tm) spaces that provides universal accessibility.

11:15 am - 12:30 pmGeneral Session Keynote SpeakerKeeping it Fresh: Positive Change and Innovation Shape the Fair ExperienceBecky Lunders, teamWorksThe fair experience is something most of us hold on to tight, as it reminds us of our childhood. The predictable elements of animals, rides, food, and vendors brings back found memories and sometimes resistance to change. It can be tricky to strike a balance between nostalgia of the past and innovation for the future. Keeping It Fresh will explore the need to look at the fair experience from the attendee’s point of view. We’ll explore opportunities to enhance the experience by anticipating what people want and need. We’ll brainstorm ways to engage people at every turn while providing customer service that is off the charts.

12:30 - 3:30 pmWFA TRADE SHOWVisit every booth and make every connection; the WFA Trade Show ends today! Tuesday is Prize Day at the WFA Trade Show, and each convention delegate is given free entry into our raffle! Must be present to win, so be sure to be there! Additionally, come by the Coke Lounge to see if your key wins a wine cooler or kegerator! Keys are available for purchase throughout Convention. While you’re in the Trade Show, be sure to peruse the...

BLUE RIBBON FOUNDATION SILENT AUCTIONThanks to our generous members, Day 2 of the Silent Auction will bring even more exciting opportunities to purchase the perfect item, with all proceeds going directly to the Blue Ribbon Foundation to fund training, educational scholarships, and professional services. Get what you want while giving back to the industry!

3:45 - 5 pmServing SeniorsTerry Moore, Director of Communications, OC Fair & Event CenterThere are over 70 million Baby Boomers in the United States - let’s get them to your fair! Success stories for getting our active Boomers to come to the Fair. How do we create programming that is not for “old” people, but connects authentically with this important core demographics?

Protecting Crowded Places: Secure by Design –Integrating People, Process & Technology toEnhance Safety & Security for Fairs & CarnivalsPeter Ashwin, Event Risk Management SolutionsCrowded places are locations or environments which are easily accessible by large numbers of people on a predictable basis – the intrinsic nature of fairs and carnivals which aims to bring communities together. In today’s uncertain world, crowded places remain an attractive target for terrorists and home grown violent extremists. This session focuses on key design and operational principles to improve safety and security, and to reduce vulnerabilities of crowded places from credible security risks through case studies and concepts for risk-based protective security measures.

Making Fairs Affordable AgainThe rising cost of doing business from utilities and operating costs; to food prices and rents; to gate prices and ride prices; labor costs and government fees are all putting the Fair Guest Affordability at risk. WFA members are the stakeholders. Let’s engage and brainstorm solutions for a shared and real challenge for fairs, vendors and patrons alike.

Getting the Agriculture Commodity Community to Work for You!Kady Porterfield, Agriculture Department Manager, Central Washington State Fair ; Dave Dillabo, CEO, Yuba-Sutter Fair; Yuba-Sutter Farm BureauFairs strive to educate the public about local agricultural commodities in their communities. What’s the best way to infuse agriculture into your fair? How do you work with your local resources to bring and showcase agriculture at your event?

Keeping it Fresh - Adapt to ChangeBecky Lunders, 2019 WFA Keynote AddressIf we do what we’ve always done, the fair experience becomes predictable and possibly boring. One way to keep your fair fresh is to innovate. In this session, we’ll address how to: Balance the “we’ve always done it this way” mantra with new ideas; Anticipate what people want and plan accordingly; Engage the next generation of fairgoer and create the experience they are looking for.

Hosting Cannabis Events on Your GroundsWith the legalization of cannabis increasing throughout the western United States, fairgrounds are being used or considered for cannabis related events and shows. How do you work with your local law enforcement to bring this new form of revenue to your fairground? How do you handle public opinion, pro or con, regarding bringing these events to your community? Hear from a panel of fair staff and event promotors as they discuss the opportunities and challenges these new events present.

7pmOpen Networking NightNow’s the time to take the team out for a celebratory dinner! We’re providing the Open Networking Night so you can have the necessary meetings you come to convention for without missing any of our great programming.

5:15 - 7 pmWINE & CHEESE RECEPTION ANDBLUE RIBBON FOUNDATION LIVE AUCTIONHosted by WFA Service Members, come enjoy a complimentary glass of award-winning wine while you mix, mingle, and network with the who’s who of the fair industry. This year, we’ve added even more fun to the Wine & Cheese Reception by including the Blue Ribbon Foundation Live & Silent Auctions! The Foundation provides support for our keynote speakers, educational scholarships to the children and grandchildren of our members, and so much more. So grab a glass, peruse the Silent Auction, and gather for the excitement of the Live Auction to bid on once-in-a-lifetime experiences and to support the industry we’ve chosen to call our home.

Wine & Cheese Reception Host opportunities are available to all WFA Service Members. All Hosts are given the opportunity for one staff member to pour wine and will have their company name embroidered on servers’ aprons, plus recognition in the Convention and post-Convention issues of the Fair Dealer magazine. Premier Hosts add an additional pourer and have their company name etched onto take-away wine glasses. Visit westernfairs.org or contact the WFA office for details; space is limited.

W E D N E S D AY, J A N U A R Y 2 3 R D


8 am - 5 pmRegistration OpenPick up your badge, tote, and Date List - everything you need for a successful REMIX!


8 am - 8 pmVideo Showcase Gallery feat. Augmented RealityExperience the talents of our Service Members like never before. Download the LifePrint mobile app and bring pictures to life!

8:45 - 10 amCurrent and Fresh Exhibits on a DimeLeslie Trasport, Exhibits Design Supervisor, OC Fair & Event CenterLearn trade secrets, tips and logistics on turning hay bales and orange crates into innovative and current exhibits. Understand the importance of timeless and quality materials versus cheap and disposable materials. It’s the 21st century and it’s time to show it in your fair exhibits, even when telling a story of the past, present or future.

Ask A Fair!You ask, they answer! Submit your industry-related questions anonymously to some of the premier fairs in the Western United States!

Strengthening Our Partnerships with Sister Organizations Creates Mutual Successes with Concessionaires Michelle Card, Executive Director, NICA; Dan Lusenhop, Owner, Jeanie’s ArtichokesThe fair industry is a host to many mutually beneficial partnerships. In fact, some of our greatest, most creative partners are between vendors and fairs - a relationship that can help ensure our mutual bottom-line success, as well as enhancing the overall event experience for our attendees. Let’s expand the creative conversation of how to maximize the returns for everyone!

Yesterday’s Incident is Today’s Risk™:Risk Management Best Practices for Fairs &Carnivals in Today’s Uncertain World Peter Ashwin, Event Risk Management SolutionsAs professionals in the fairs and carnivals events industry, we find ourselves operating in an uncertain world with evolving risks from homegrown violent extremism, cybersecurity threats, severe weather events, and competing programs within a saturated market. Today, more than ever, that fair and carnival operators should proactively embed an enterprise wide risk management approach within their organization to support risk based decisions in pursuit of opportunity and innovation, while protecting the organization and its mission from the potential consequences associated with adverse risk events or “shocks”. Organizers who have adopted a proactive approach to managing risk are organizationally more resilient, better prepared to respond, manage and recover from adverse events and possess a higher level of assurance that an appropriate level of duty of care has been considered and enacted for the safety and security of their event.

10:15 - 11:15 amPeer-to-Peer MeetingsNew this year, fair staff will have the opportunity to meet with others who share their job functions! With breakouts including Exhibits/Livestock, Marketing/Sponsorship, Facility Maintenance, Administration/Finance and more, there’s an event for everyone! Share struggles, suggestions, and solutions while you build your network that will continue to support you once you return home.

NICA Membership MeetingThe National Indepent Concessionaire Association will offer information on membership and address current topics affecting concessionaires throughout the industry.

11:30 am - 12:45 pmLeadership Luncheon &Merrill Award Finalists PresentationsA breakout hit at last year’s convention, the Leadership Luncheon is the place to be for those who are looking to take on industry leadership roles. WFA President Patricia Conklin and President-Elect Judy Carrico will introduce your 2019 WFA Committee Chairs, who will share their vision for the year ahead and offer you a seat on the committee of your choice. The event will conclude with presentations from each of the finalists for the coveted Merrill Award, including lessons they learned from their project and guidance on how to duplicate their success at your fair.

1 - 2:15 pmRound TablesJoin WFA’s industry partners for interactive sessions designed to answer the questions you have about your fair or business. Ranging from finance to technology, these small group discussions always lead to “A-ha!” moments.

2:30 - 3:45 pmShopping for New Year-Round EventsDana Stoehr, CEO, San Mateo County Event Center; Candice Browning, Event Sales Supervisor, Alameda County FairYour fair doesn’t have to be your sole revenue stream. Interim events held throughout the year can greatly increase your visibility in the community and provide extra income. Learn the art of negotiating to achieve extra dollars and tougher contract must-haves to ensure clients follow facility rules. Take a fresh look on how your fairgrounds can be used and who to market to. The important who, what, why and how questions will be answered in this timely session.

Service Members Sharing Best Practices Experienced at FairsThe place of business for most WFA Service members is Fairs. They experience many services, participate in many promotions, and collaboratively engage in many guest service activities: all best practices’ stories to be shared with our industry colleagues. This session is focused on finding some new ideas to put into practice.

Bringing Technology to the FairsAlan Phillips, CEO, Mid-Winter Fair and Fiesta; Chris Pickering, Communications Director, Western Fairs AssociationWe could save so much more time and money if we just knew more about the technology that surrounds us. What types of technology can help fairs operate more smoothly? What types of technolgy can breathe new life into your fair? This session boils it all down to the most helpful websites, software, tablets and apps that you need to know about.

Making Your Fair Work for the CommunityMichele Richards, VP Business Development, OC Fair & Event CenterGiving back to your community is not only the right thing to do...it’s the smart thing to do. Learn the basics of growing your own community give-back program with examples of easy and inexpensive ways to make a big impact.

H2B Visa User InformationNumerous fair partners have participated in the US Department of Labor’s (DOL) H-2B visa program. The recent shift to hire American workers for seasonal industries presents critical fiscal challenges due to wage hikes and regulatory scrutiny for compliance by the federal government and worker advocacy groups. This session will cover H-2B litigation and a lobbying update, industry wage surveys versus DOL prevailing wages, and best practices for midway operations. Hear directly from the agencies that help you book your H2B seasonal workers.

4 - 5:15 pmService Member GatheringWFA Service Members will come together one last time at REMIX to recap their experiences and plan for the year ahead.

5:15 - 6 pmIndustry Awards Photo OpPick up your awards and bring your friends; this is your chance to pose in front of the WFA Step-and-Repeat for the REMIX red carpet experience.

6 - 8 pm doors open 5:45Industry Awards CelebrationThe culmination of our week in Reno, the Industry Awards Celebration and Dinner features presentations of the Barham Award for outstanding entrepreneurship, the Merrill Award for innovation and vision in fair management, and the WFA Hall of Fame award honoring individual commitment and service to the fair industry. The event will conclude with the installation of WFA Board Officers and a message from President-Elect Judy Carrico.

8:30 - 11 pmSuite NightAttend one of the many after-parties hosted in suites throughout the hotel.

KNOW YOU’RE REACHING YOUR AUDIENCE

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Board of Directors Agenda Report MEETING DATE: OCTOBER 25, 2018 ITEM NUMBER: 10C

SUBJECT: 2018 OC Fair P&L DATE: October 19, 2018 FROM: Kathy Kramer, CEO PRESENTATION BY: Adam Carleton, VP Finance & Administration ___________________________________________________________________ RECOMMENDATION

Information item only. BACKGROUND

Staff will present the “2018 OC Fair, Profit and Loss Statement”. Attached are the three reports that will be presented. Total 2018 OC Fair Revenue was $35.7M, an increase of nearly $1.2M over 2017. Attractions and Concessions were the largest contributors. As of August 2018, OC Fair year-to-date Net Proceeds were $7.8M. This was favorable to the budget of $7.7M by $51k.

32nd D A A - OC Fair & Event CenterStatement of Operations - Detailed (Unaudited)

August, 2018

FAIR2018 Budget 2017 Budget

Year to Date Year to Date Budget Year to Date Year to Date BudgetAmount Amount Variance Amount Amount Variance

OCFEC-PRODUCED EVENT REVENUE

ADMISSIONS TO GROUNDS 10,731,776 10,885,468 (153,692) 10,862,890 10,878,746 (15,856) - - -

COMMERCIAL SPACE RENTALS 1,392,012 1,420,000 (27,988) 1,364,641 1,354,300 10,341 CARNIVAL & CONCESSIONS - - - Carnival 3,920,463 3,871,050 49,413 3,742,031 3,900,000 (157,969) Concessions 8,532,863 8,368,400 164,463 8,316,670 8,254,339 62,331 Subtotal 12,453,326 12,239,450 213,876 12,058,701 12,154,339 (95,638)

EXHIBITS REVENUE 107,387 90,975 16,412 91,175 111,984 (20,809) - - - ATTRACTIONS REVENUE 5,520,021 5,014,325 505,696 4,805,600 4,845,669 (40,069)

- - - MISC OCFEC-PRODUCED EVENT REVENUE - - - Parking 2,524,818 2,647,813 (122,996) 2,688,653 2,929,381 (240,728) Sponsorships 1,746,975 1,690,550 56,425 1,641,176 1,914,745 (273,569) Livestock Auction Receipts 307,611 292,000 15,611 291,846 320,663 (28,817) Camping 95,940 98,000 (2,060) 95,178 91,090 4,088 Exhibitor Fees 41,625 40,700 925 45,490 28,300 17,190 Miscellaneous Other Self Produced Revenue 91,666 66,667 24,999 66,667 138,900 (72,233) MISC OCFEC-PRODUCED EVENT REVENUE 4,808,634 4,835,730 (27,096) 4,829,008 5,423,078 (594,070)

- - - TOTAL OCFEC-PRODUCED EVENT REVENUE 35,013,156 34,485,948 527,208 34,012,016 34,768,116 (756,100) TOTAL RENTAL REVENUE 278,175 558,396 (280,221) 298,926 154,855 144,071

TOTAL OPERATING REVENUE 35,291,331 35,044,344 246,987 34,310,942 34,922,971 (612,029) TOTAL NON-OPERATING REVENUE 438,476 204,554 233,922 180,888 76,140 104,748

TOTAL REVENUE 35,729,807 35,248,897 480,909 34,491,830 34,999,111 (507,281) - - - - - -

OPERATING EXPENSES - - - Payroll and Related: - - - Payroll and Related: 8,745,111 8,712,277 (32,834) 7,750,795 8,222,667 471,871 - - - Professional Services: 4,104,299 3,785,971 (318,328) 3,525,692 3,687,952 162,261 Directors Expense: 14,753 14,832 80 14,615 10,530 (4,085) Insurance Expense 229,185 193,075 (36,110) 134,136 236,972 102,836 - - - Telephone & Postage 111,420 105,925 (5,496) 99,297 99,842 545 Supplies and Equipment: 3,134,518 2,559,839 (574,680) 3,073,404 2,835,699 (237,705) Facility and Related: 2,389,692 2,308,444 (81,248) 1,825,900 2,077,900 252,000 Publicity and Related: 1,804,506 1,811,345 6,840 1,497,819 1,642,048 144,230 Self-Produced Events Attractions Expense: 4,485,788 4,514,831 29,043 4,304,575 4,206,109 (98,466) - - - - - - Other Self-Produced Event Expense: 299,987 278,384 (21,603) 278,384 301,942 23,558 Premium Expense: 143,141 100,654 (42,487) 99,853 107,652 7,799 - - - - - - Other Operating Expenses: 590,578 512,558 (78,019) 448,005 515,974 67,969

TOTAL OPERATING EXPENSE 26,052,978 24,898,136 (1,154,842) 23,052,474 23,945,287 892,813 - - - - - - TOTAL NON-OPERATING EXPENSE 1,863,493 2,588,644 725,151 2,210,430 2,367,142 156,712

TOTAL EXPENSES 27,916,471 27,486,780 (429,691) 25,262,904 26,312,429 1,049,525 NET PROCEEDS 7,813,336$ 7,762,117$ 51,219$ 9,228,926$ 8,686,681$ 542,244$

Page 1


August, 2018

NON FAIR2018 Budget 2017 Budget



ADMISSIONS TO GROUNDS 449,124 537,000 (87,876) 333,132 389,662 (56,530) - - -

COMMERCIAL SPACE RENTALS 2,045 1,675 370 1,696 3,500 (1,804) CARNIVAL & CONCESSIONS - - - Carnival - - - - - - Concessions 5,360 230,700 (225,340) 43,093 174,522 (131,429) Subtotal 5,360 230,700 (225,340) 43,093 174,522 (131,429)

EXHIBITS REVENUE 6,554 7,710 (1,156) 7,710 1,833 5,877 - - - ATTRACTIONS REVENUE 1,733,629 1,241,920 491,709 717,147 762,496 (45,349)

- - - MISC OCFEC-PRODUCED EVENT REVENUE - - - Parking 70,205 111,000 (40,795) 68,852 - 68,852 Sponsorships 9,200 15,000 (5,800) 13,100 35,000 (21,900) Livestock Auction Receipts - - - - - - Camping - - - - 690 (690) Exhibitor Fees - - - - - - Miscellaneous Other Self Produced Revenue - - - - 16,500 (16,500) MISC OCFEC-PRODUCED EVENT REVENUE 79,405 126,000 (46,595) 81,952 52,190 29,762

- - - TOTAL OCFEC-PRODUCED EVENT REVENUE 2,276,117 2,145,005 131,112 1,184,731 1,384,203 (199,472) TOTAL RENTAL REVENUE 6,936,046 6,447,780 (488,266) 6,307,852 5,909,141 398,712

TOTAL OPERATING REVENUE 9,212,164 8,592,785 (619,378) 7,492,583 7,293,344 199,239

TOTAL NON-OPERATING REVENUE 138,782 346,625 207,843 122,852 103,168 19,684

TOTAL REVENUE 9,350,945 8,939,410 (411,536) 7,615,435 7,396,512 218,924 - - - - - -

OPERATING EXPENSES - - - Payroll and Related: - - - Payroll and Related: 3,561,945 3,771,811 209,866 3,081,193 3,336,339 255,146 - - - Professional Services: 600,936 901,424 300,487 475,309 638,617 163,308 Directors Expense: 3,804 3,825 21 3,428 2,470 (958) Insurance Expense 58,916 49,879 (9,037) 31,574 58,081 26,506 - - - Telephone & Postage 30,169 29,963 (205) 24,985 31,522 6,537 Supplies and Equipment: 623,731 592,093 (31,638) 458,343 532,029 73,686 Facility and Related: 669,552 777,885 108,333 619,402 754,565 135,163 Publicity and Related: 510,060 542,851 32,791 386,620 542,788 156,168 Self-Produced Events Attractions Expense: 1,333,364 1,185,797 (147,567) 524,535 1,083,191 558,656 - - - - - - Other Self-Produced Event Expense: - - - - - - Premium Expense: 3,418 4,000 582 3,554 4,100 546 - - - - - - Other Operating Expenses: 77,533 59,138 (18,395) 81,647 72,942 (8,705)

TOTAL OPERATING EXPENSE 7,625,927 7,918,665 292,738 5,690,591 7,056,644 1,366,053 - - - - - - TOTAL NON-OPERATING EXPENSE 622,212 667,512 45,300 527,024 555,256 28,231

TOTAL EXPENSES 8,248,139 8,586,177 338,038 6,217,616 7,611,900 1,394,284 NET PROCEEDS 1,102,807$ 353,233$ 749,574$ 1,397,819$ (215,388)$ 1,613,207$

Page 2


August, 2018

TOTAL OCFEC2018 Budget 2017 Budget



ADMISSIONS TO GROUNDS 11,180,900 11,422,468 (241,568) 11,196,022 11,268,408 (72,386) -

COMMERCIAL SPACE RENTALS 1,394,057 1,421,675 (27,618) 1,366,337 1,357,800 8,537 CARNIVAL & CONCESSIONS - Carnival 3,920,463 3,871,050 49,413 3,742,031 3,900,000 (157,969) Concessions 8,538,223 8,599,100 (60,877) 8,359,763 8,428,861 (69,098) Subtotal 12,458,685 12,470,150 (11,465) 12,101,794 12,328,861 (227,066)

EXHIBITS REVENUE 113,941 98,685 15,256 98,885 113,817 (14,932) - ATTRACTIONS REVENUE 7,253,650 6,256,245 997,405 5,522,747 5,608,165 (85,417)

- MISC OCFEC-PRODUCED EVENT REVENUE - Parking 2,595,023 2,758,813 (163,791) 2,757,505 2,929,381 (171,876) Sponsorships 1,756,175 1,705,550 50,625 1,654,276 1,949,745 (295,469) Livestock Auction Receipts 307,611 292,000 15,611 291,846 320,663 (28,817) Camping 95,940 98,000 (2,060) 95,178 91,780 3,398 Exhibitor Fees 41,625 40,700 925 45,490 28,300 17,190 Miscellaneous Other Self Produced Revenue 91,666 66,667 24,999 66,667 155,400 (88,733) MISC OCFEC-PRODUCED EVENT REVENUE 4,888,039 4,961,730 (73,691) 4,910,960 5,475,268 (564,308)

- TOTAL OCFEC-PRODUCED EVENT REVENUE 37,289,273 36,630,953 658,320 35,196,746 36,152,319 (955,573) TOTAL RENTAL REVENUE 7,214,221 7,006,176 208,045 6,606,779 6,063,996 542,783

TOTAL OPERATING REVENUE 44,503,494 43,637,129 866,365 41,803,525 42,216,314 (412,789) TOTAL NON-OPERATING REVENUE 577,258 551,178 26,080 303,741 179,308 124,432

TOTAL REVENUE 45,080,752 44,188,307 892,445 42,107,265 42,395,622 (288,357) - -

OPERATING EXPENSES - Payroll and Related: - Payroll and Related: 12,307,056 12,484,088 (177,032) 10,831,988 11,559,006 727,017 - Professional Services: 4,705,235 4,687,395 17,840 4,001,001 4,326,570 325,569 Directors Expense: 18,557 18,657 (100) 18,043 13,000 (5,043) Insurance Expense 288,101 242,954 45,147 165,711 295,053 129,342 - Telephone & Postage 141,589 135,888 5,701 124,282 131,364 7,082 Supplies and Equipment: 3,758,249 3,151,932 606,317 3,531,747 3,367,728 (164,019) Facility and Related: 3,059,243 3,086,329 (27,086) 2,445,302 2,832,465 387,163 Publicity and Related: 2,314,566 2,354,196 (39,630) 1,884,439 2,184,837 300,398 Self-Produced Events Attractions Expense: 5,819,151 5,700,628 118,523 4,829,110 5,289,300 460,190 - - - - - - Other Self-Produced Event Expense: 299,987 278,384 21,603 278,384 301,942 23,558 Premium Expense: 146,559 104,654 41,905 103,407 111,752 8,344 - - - - - - Other Operating Expenses: 668,110 571,696 96,414 529,651 588,916 59,264

TOTAL OPERATING EXPENSE 33,678,905 32,816,801 862,104 28,743,066 31,001,931 2,258,865 - - - - - - TOTAL NON-OPERATING EXPENSE 2,485,705 3,256,156 (770,451) 2,737,454 2,922,398 184,944

TOTAL EXPENSES 36,164,610 36,072,957 91,653 31,480,520 33,924,329 2,443,809 NET PROCEEDS 8,916,142$ 8,115,350$ 800,792$ 10,626,745$ 8,471,293$ 2,155,452$

Page 3

Board of Directors Agenda Report MEETING DATE: OCTOBER 25, 2018 ITEM NUMBER: 10D

SUBJECT: Discussion on Storage Solutions for OCFEC Equipment, Supplies and Props

DATE: October 19, 2018 FROM: Kathy Kramer, CEO PRESENTATION BY: Ken Karns, VP Operations ___________________________________________________________________ RECOMMENDATION Provide staff direction to pursue options for long term storage solutions and bring back recommendations as part of the 2019 budget. BACKGROUND The three livestock barns, two livestock tents and miscellaneous areas around the grounds have historically been used for storage and housing OCFEC equipment, supplies, props and storage containers. Following the Fire Marshal inspection in May, 2018, OCFEC received a correction notice to remove the two livestock tents which were permanently erected and utilized year round for more than 10 years. Information from the Fire Marshal indicated that tents are not to be used as temporary structures for more than 180 days in any calendar year, or as permanent structures unless they fully comply with building code.

Current Short Term Interim 180-Day Storage Solution:

OCFEC is currently utilizing storage containers in Lot G for materials and has erected a new temporary tent, which has been approved by the Fire Marshal for 180 days, taking us through March, 2019. Historically, Lot G has only been used for storage and back-of-the-house operations during the annual fair (in a smaller footprint), but is currently being used for a year-round, temporary storage solution. Continuing to utilize Parking Lot G as a year-round storage solution would reduce available parking by approximately 75–100 spaces for OCFEC’s year-round operations. In addition, this space will not be available after the 2019 annual fair in anticipation of the Cirque event in early 2020. Using the temporary storage tent in

Lot G is only an interim solution as the tent structure can only be used for 180 days in a calendar year. Possible Long Term Storage options:

1. Identify off-site rental of a storage building offering 10,000 to 15,000 square feet. The average cost of warehouse space is $1.00 to $1.25 per square foot per month, and if rented annually would have a budget impact in excess of $100,000 (plus transportation costs of moving materials back and forth).

2. Build a permanent storage/multipurpose building on OCFEC property (example: Butler Building up to 20,000 square feet). This could be a multi-purpose building that could be used during the annual fair for agriculture programming and for year-round storage at the conclusion of the annual fair. Location and budget to be determined.

3. Evaluate options to utilize space within the Equestrian Center footprint.

Shipping Containers: There are currently shipping containers stored in several miscellaneous locations on the property and on the North edge of the Equestrian Center adjacent to Parking Lot G with containers running from East to West. These could be reconfigured to run North to South to accommodate needed additional containers.

Board of Directors Agenda Report MEETING DATE: OCTOBER 25, 2018 ITEM NUMBER: 10E

SUBJECT: Investigate Opportunity of Relocating the A4 Skyhawk Aircraft from County Facility in Santa Ana to OC Fair & Event Center and Authorize Staff to Enter into Discussions Related to the Preparation of a Memorandum of Understanding (MOU) with the County of Orange

DATE: October 19, 2018 FROM: Kathy Kramer, CEO PRESENTATION BY: Director La Belle ___________________________________________________________________ RECOMMENDATION At the Board of Directors’ discretion. BACKGROUND The County of Orange is in the process of expanding their facilities. As a result a Plaza that includes a Vietnam era A4 Skyhawk jet will need to be relocated. The aircraft is on permanent loan from the Department of the Navy and has been at its current location for approximately 15 years. The A4 Skyhawk is in a plaza area 60 feet by 60 feet and is on a concrete pedestal 15 feet in height. The County has recently approached the President of the Heroes Hall Veterans Foundation, Nick Berardino, regarding the possibility of relocating the aircraft to the Heroes Hall Veterans Museum at the OC Fair & Event Center. As one of the Board’s representatives to the Foundation, I met with Nick Berardino to explore the opportunity of relocating the A4 Skyhawk to the Heroes Hall site. We have met a number of times to discuss developing a plan for completing the move to the Heroes Hall site. To meet the County’s time frame the project must be completed within the next 9 months. To achieve this goal the terms of the relocation need to be finalized within the next 60 to 90 days. To move forward it is recommended that a Memorandum of

Understanding (MOU) that identifies and outlines the responsibilities of the parties, (i.e. the County of Orange, Heroes Hall Veterans Foundation and the OC Fair & Event Center) be drafted. To assist in identifying the tasks and costs of implementing the project we are working to develop preliminary cost estimates which we hope to have available by the October 25, Board meeting. The OC Fair & Event Center has 4 million visitors each year with 1.3 million attending the annual OC Fair. Moving the A4 Skyhawk to the Heroes Hall site would add a significant educational experience to the OC Fair & Event Center. In addition Staff recommends to:

1. Engage with the appropriate group(s) to provide financial support for the relocation and installation of the aircraft

2. Review potential location(s) on the OC Fair & Event Center grounds to properly install the aircraft for permanent display

3. Report on the impact to the facilities and events, both positive and negative, for any and all location options

4. Develop a detailed scope of work and budget for the relocation and installation aircraft (less any contributions)

Once staff has identified all costs, logistics and partner responsibilities, a draft Memorandum of Understanding (MOU) with the County of Orange for the loan and relocation of the aircraft can be presented to the Board for review and approval.

Board of Directors Agenda Report MEETING DATE: OCTOBER 25, 2018 ITEM NUMBER: 10F

SUBJECT: Review and Approve the Appointment of the Board Chair to serve on behalf of the 32nd District Agricultural Association as an Elector for the California Fair Services Authority (CFSA) Board of Directors Elections

DATE: October 19, 2018 FROM: Kathy Kramer, CEO PRESENTATION BY: Kathy Kramer, CEO ___________________________________________________________________ RECOMMENDATION OC Fair & Event Center Board of Directors adopt the following resolution: Be it resolved that the OCFEC Board Chair is hereby appointed to serve on behalf of the OC Fair & Event Center (32nd District Agricultural Association) as an elector for California Fair Services Authority (CFSA) Board of Directors elections. BACKGROUND According to Policy 4.2.7, the CEO or the CEO’s designee is the Association’s representative to the following organizations: Western Fairs Association, California Fair Services Authority, and the California Construction Authority. CFSA holds elections to their Board of Directors biannually. The OCFEC Board Chair would serve as an elector, choosing a candidate from the list of candidates provided by CFSA or write in a candidate from the CFSA list of eligible electors representing class 3-7 fairs. An example of the 2018 ballot is attached.

CFSA OFFICIAL BALLOT October 8, 2018

BOARD OF DIRECTORS

Expired Term Election

Please vote for ONE elector to fill the expired term of the CFSA Board Director representing Class 3-7 Fairs. If this ballot is returned with more than one vote (including a write-in option), the ballot will be disqualified. Please vote for one elector listed below, or use the write-in option:

❑ Laurie Giannini, CEO, Calaveras County Fair, 39th DAA

“I have been in the fair industry for 27 years. I have a background in marketing and have two social media certifications. I also recently completed the ‘Hazard Planning for Animal, Agriculture and Food Related Disasters’ certification program. In addition, I understand budgets and what it takes for small fairs to be successful. I currently serve on the CDFA’s Fairs Committee on State Rules.”

❑ Dana Stoehr, CEO, San Mateo County Fair & Event Center

Dana has more than 27 years of extensive venue, fair and event leadership experience, including working for the Solano and the Alameda county fairs. She has produced events ranging from fairs to large-scale concerts, conferences and festivals, and has a reputation for creative thinking and professionalism. It is this extensive experience that gives her the knowledge and unique understanding of the needs of venue and fair staff to support a collaborative work environment for all staff.

❑ Lori Marshall, CEO, Grand National Livestock Exposition, Horse Show & Rodeo,

1-A DAA

“I have been in the fair industry for 30 years and have worked at a Class 3 and Class 5 fairgrounds. In those years, I have served on multiple committees of CFSA, F & E, WFA, IAFE, and IAVM. I am currently a CFSA board alternate and would like the opportunity to become a board member in this next election. I feel confident that my experience and commitment to availability for this position allows me to be an excellent representative for Fairs Class 3-7.”

❑ Stephen Hales, CEO, Solano County Fair

“I have been with the Solano County Fair Association since 2003, starting out working with horse racing and then moving to Operations Manager. I was promoted to Assistant General Manager of Operations and Maintenance in 2008 and then to General Manager in January of 2017. I come from an equestrian facility operation background, including serving as the cross-country course-building supervisor for the 1996 Olympics in Atlanta. I currently serve as the secretary to the Sacramento Valley Area of the Western Fairs Association.”

OR Write-in one elector from the 2018 list of Eligible Electors from Class 3-7 Fairs ONLY, included with this ballot.

❑ ____________________________ Write-in Elector and Name of Fair

NO FAXES PLEASE

If you have any questions regarding this ballot, please call Rebecca Desmond at 916/263-6161. This ballot must be returned electronically (click on “Submit Form” at the top of the ballot or email to [email protected]) NO LATER THAN 5:00 P.M. ON MONDAY, OCTOBER 22.

initiator:[email protected];wfState:distributed;wfType:email;workflowId:f0d7cc98831bbc489a46fb79285ee20a

10/1/18

2018 GENERAL ELECTION

CFSA BOARD ELECTORS LIST CLASS 3-7

CLASS 3 FAIRS REPRESENTATIVE Amador County Fair, 26th DAA .................................................................................. Troy Bowers

Calaveras County Fair, 39th DAA .......................................................................... Laurie Giannini

California Mid-Winter Fair 45th DAA……………………………………………………….Alan Phillips

Cloverdale Citrus Fair .............................................................................................. Katie Young

Contra Costa County Fair, 23rd DAA .......................................................................... Joe Brengle

Dixon May Fair, 36th DAA ............................................................ Lloyd McCabe (Board member)

Eastern Sierra Tri-County Fair, 18th DAA .............................................. Paul Dostie (Board chair)

Gold Country Fair, 20th DAA……………………………………………………………………Don Ales

Humboldt County Fair………………………………………………………………………….….vacant

Kings Fair, 24-A DAA ............................................................................................ Jerome Coelho

Lodi Grape Festival ..............................................................................................Mark Armstrong

Madera District Fair, 21–A DAA ................................................................................ Tom Mitchell

Merced County Spring Fair……………………………………………………………….…Ron Brandt

Napa County Fair .................................................................................................. Carlene Moore

Napa Valley Expo, 25th DAA ................................................................................... Joe Anderson

Redwood Acres Fair, 9th DAA ……………………………………………………….Cindy Bedingfield

Redwood Empire Fair, 12th DAA ......................................................................... Jennifer Seward

Salinas Valley Fair ........................................................................................................... TJ Plew

Santa Cruz County Fair, 14th DAA ................................................. Jody Belgard (Board member)

Shasta District Fair, 27th DAA ................................................................................ Kerby Spencer

Silver Dollar Fair, 3rd DAA .................................................................................................. vacant

Siskiyou Golden Fair, 10th DAA ................................................................................. Cliff Munson

Sonoma–Marin Fair, 4th DAA .................................................................................. Allison Keany

Tehama District Fair, 30th DAA ........................................................................................... vacant

Yolo County Fair, 40th DAA ......................................................................................... Rita Moore

Yuba–Sutter Fair, 13th DAA ...................................................................................... David Dillabo

10/1/18

CLASS 4 FAIRS REPRESENTATIVE Merced County Fair, 35th DAA .............................................................................. Teresa Burrola

Monterey County Fair, 7th DAA.................................................................................... Kelly Violini

Nevada County Fair, 17th DAA ................................................................ Patrick Eidman (interim)

San Bernardino County Fair, 28th DAA ....................................................................... Geoff Hinds

San Joaquin County Fair, 2nd DAA ..................................................... Joe Bacchetti (Board chair)

Santa Barbara County Fair, 37th DAA.………………………….……………………Richard Persons

Santa Barbara Fair & Expo, 19th DAA ..............................................Michael Medal (Board chair)

Santa Clara County Fair ..................................................................................................... vacant

Solano County Fair ............................................................................................... Stephen Hales

Southern California Fair, 46th DAA………………………………………………………….…....vacant

Stanislaus County Fair, 38th DAA ............................................................................ Matt Cranford

Tulare County Fair, 24th DAA……………………………………………………………………..vacant

CLASS 5 FAIRS REPRESENTATIVE Antelope Valley Fair, 50th DAA ............................................................................... Daniel Jacobs

Grand National Rodeo, 1-A DAA .............................................................................. Lori Marshall

Kern County Fair, 15th DAA ......................................................................................... Mike Olcott

San Mateo County Fair ............................................................................................. Dana Stoehr

CLASS 6 FAIRS REPRESENTATIVE Big Fresno Fair, 21st DAA ........................................................................................... John Alkire

California Mid-State Fair, 16th DAA ......................................................................Michael Bradley

National Orange Show ............................................................................................. Dan Jimenez

Ventura County Fair, 31st DAA ............................................................................... Barbara Quaid

CLASS 7 FAIRS REPRESENTATIVE Alameda County Agricultural Fair .......................................................................... Jerome Hoban

California Exposition & State Fair ........................................................................... Rick Pickering

OC Fair & Event Center, 32nd DAA………………………….……...Barbara Bagneris (Board chair)

Board of Directors Agenda Report MEETING DATE: OCTOBER 25, 2018 ITEM NUMBER: 10G

SUBJECT: The 32nd District Agricultural Association Board of Directors delegates authority to execute all forms of agreements, contracts, and purchase orders without further authorization from the Board of Directors (Policy 2.3.5). All such agreements, contracts and purchase orders are to be submitted to the Board of Directors for review at subsequent meetings. This delegation is subject to board review at each annual meeting

DATE: October 19, 2018 FROM: Kathy Kramer, CEO PRESENTATION BY: Kathy Kramer, CEO ___________________________________________________________________ RECOMMENDATION

Approve the following delegation of authority: The 32nd District Agricultural Association Board of Directors delegates contractual authority to the CEO, Kathy Kramer, up to $50,000 for general contracts and $300,000 for talent guarantees. Michele Richards, Vice President Business Development; Ken Karns, Vice President Operations; and Adam Carleton, Vice President Finance and Administration may sign contractual instruments as delegated by the CEO within the limits of the aforementioned contractual authority. Additionally, the Board authorizes an exemption for staff to issue payment for billings in excess of $50,000 via the “Over $50,000 Expenditure Budget Schedule” which is submitted with each annual budget or an approved contract, LOU or rental agreement or is payment for utilities, Cal Card expenditures, insurance, payroll or State mandated employee services. BACKGROUND The 32nd District Agricultural Association Board of Directors delegates authority to the CEO to execute all forms of agreements without further authorization from the Board of Directors (Policy Reference 2.3.5):

The CEO may not Execute a check or purchase commitment of greater than $50,000, unless such commitment has been authorized by the Board via the “Over $50,000 Expenditure Budget Schedule” which is submitted with each annual budget or an approved contract, LOU or rental agreement or is payment for utilities, Cal Card expenditures, insurance, payroll or State mandated employee services. For expenses related to emergencies or construction change orders that exceed the $50,000 limit, approval for such expenses requires dual approval of the CEO and Chair of the Board. In the absence of the Chair, the Vice Chair can approve such an expense. Any expense approved by the CEO and the Chair, or in the Chair’s absence the Vice Chair, shall be reported to the full Board at the next Board meeting. An exception exists for talent guarantees which are no greater than $300,000. Splitting orders to avoid this limit is not acceptable.

All such agreements are to be submitted to the Board of Directors for review at subsequent meetings. The Association is obligated to comply with any and all applicable portions of the California Public Contracts Code, the State Contracting Manual, the Department of General Services’ State Administrative Manual and guidelines for procurement (Policy Reference 2.4.5). This delegation is further defined by Policy 2.4.5:

The CEO will not procure any goods or services without complying with any and all applicable portions of the California Public Contracts Code, the State Contracting Manual, the Department of General Services’ State Administrative Manual and guidelines for procurement.

and Policy 2.6.4:

The CEO will not create obligations to consultants and contract workers for more than $50,000 and/or for longer than one year in duration.

This delegation is subject to board review at each annual meeting.

Board of Directors Agenda Report MEETING DATE: OCTOBER 25, 2018 ITEM NUMBER: 10H

SUBJECT: Response from California Department of Food and

Agriculture (CDFA) Regarding Request for an Independent Audit

DATE: October 19, 2018 FROM: Kathy Kramer, CEO PRESENTATION BY: Kathy Kramer, CEO ___________________________________________________________________ RECOMMENDATION Information item only. BACKGROUND At the May 24, 2018 Board of Directors meeting, a member of the Board presented a proposal for a request to retain an independent performance auditor. Staff was directed to send a letter along with this proposal to the California Department of Food and Agriculture (CDFA), Fairs and Expositions Branch for consideration. The attached letter is the response from CDFA to this request.

Board of Directors Agenda Report MEETING DATE: MAY 24, 2018 ITEM NUMBER: 9G

SUBJECT: Independent Performance Audit DATE: May 18, 2018 FROM: Barbara Bagneris, Board Chair PRESENTATION BY: Nick Berardino, Board Member ___________________________________________________________________ RECOMMENDATION Information item only. BACKGROUND At the April 26th Board of Directors meeting, Director Berardino requested to agendize a discussion to retain an independent performance auditor, reporting directly to the Board of Directors. Director Berardino will provide a handout at the May 24th Board of Directors meeting communicating his position on this agenda item.

Orange County Fair & Event Center

Collaboration, Partnership, and Innovation Produces the Best Result for Taxpayers

By OC Fair & Event Center Board Member Nick Berardino

(Because Agenda Item No. 9G (Independent Performance Audit) is an information item only, the 32nd DAA Board of Directors will not take action on this item. If the 32nd DAA Board of

Directors decides to place an action item on a future agenda related to independent performance audits, it will first obtain written approval from the California Department of Food

and Agriculture and the California Department of Human Resources)

Report and recommendations for retention of an Internal Performance Auditor COLLABORATION, PARTNERSHIP AND INNOVATION

PRODUCES THE BEST RESULT FOR TAXPAYERS

Because Agenda Item No. 9G (Independent Performance Audit) is an information

item only, the 32nd DAA Board of Directors will not take action on this item. If the

32nd DAA Board of Directors decides to place an action item on a future agenda

related to independent performance audits, it will first obtain written approval

from the California Department of Food and Agriculture and the California

Department of Human Resources

The attached proposal is for the sole purpose to promote healthy transparent governance for taxpayers. It is important to note that a healthy governance approach requires the following:

1. Collaboration and Good Faith from All Parties: This model is most successful when it is embraced by the participants; staff, board and the public. Good faith by all parties is foundational and perhaps the most fundamental ingredient. If the staff believes that the board is using it to undermine its efforts rather than to improve governance; resentment and resistance will be created thus inhibiting positive results. If members of the public see it as a tool to advance a particular special interest or narrow point of view the public will become frustrated and lose interest and participation. And, if the board uses it to target policies not within the control or authority of the board or particular staff decisions which the board is unhappy; trust and confidence will be eroded and the chances for a successful program will be seriously diminished.

2. Understanding the Limits: The Board of Directors has very narrow and limited authority when it comes to public policy related to the Fair Board. The majority of policy is set forth by the State of California. It is the board’s responsibility to uphold and follow the State’s policies.

3. Lines of Authority: Innovative approaches to governance can be perceived as threatening thus inhibiting participation. It is important that all participants are sensitive and respectful to each other’s roles, responsibilities and authority. Again, this approach is almost surely doomed to failure if the public, staff or board feel that their rights or authority are being ignored or mitigated. Therefore, if this approach is adopted particular care must be given to insure lines of authority are not blurred.

4. An Attitude of Respect and Appreciation: All of us who are held in the public trust (board and staff) should always hold the taxpayers in the highest regard; even at the more minor levels of government like our OCFEC responsibilities. The same respect and appreciation must be extended to one another and we work together to try to do better and be better. Without an attitude of respect and appreciation for one another the possibility for success with this approach is extremely remote.

COLLABORATION, PARTNERSHIP AND INNOVATION PRODUCES THE BEST RESULT FOR TAXPAYERS

The Board of Directors at the Orange County Fair and Event Center (OCFEC) are appointed by the Governor of California to, in effect, be trustees of the property and set polices that govern the OCFEC. It is incumbent on each director to ensure that the polices are sound and protect the interests of taxpayers…the owners of the property. The board is a part time board and like most boards each director ‘s interpretation of the public interest varies. Some directors have limited participation because of other responsibilities including but not limited to: employment responsibilities, family responsibilities etc. The position is a voluntary position and no compensation is afforded to any director. Part time public officials working in volunteer positions are rarely on site and do not have staff dedicated to assist them. This configuration results in very limited communication (monthly reports) thus creating an almost total reliance on paid staff for information, communication, direction, policy evaluation, transparency and implementation of the stated mission. The operational responsibility is totally and wholly vested in the Chief Executive Officer (CEO). This is an appropriate operating structure and eliminates confusion for staff regarding the line of authority and provides the CEO with the tools and mandate to manage the daily operation. The CEO reports to the Board of Directors and serves at its pleasure. Nothing in this proposal is designed or intended to mitigate, dilute or change the reporting relationships or responsibilities of the CEO or staff. In the fast‐changing world in which we all live sound public policy is expected and required. However, it should be recognized and appreciated that the Board of Directors is appropriately limited to polices for which it has responsibility. Because the property belongs to the people of California the state creates and enforces the vast majority of policies that govern (OCFEC). Therefore, the development of policy is restricted only to those matters for which the board’s authority lies. As mentioned above the world is changing fast; entertainment venues, fair and event centers face unique challenges. Board policies must reflect heightened sensitivity to security, safety, reduced open space, lack of funding for community activities, shortfalls in school budgets and competing entertainment venues. Part time board members need from time to time an opportunity to get unbiased and unfiltered independent assessment and evaluation regarding its polices; in order to effectively and responsibly fulfill their responsibilities related to the public trust. In the private and public sector, boards are sometimes relegated to evaluating biased information which generally conforms to the vision of the executive staff. This approach is well founded and generally provides good results; but independent evaluation and policy assessment directly to policy members will serve to improve overall results for taxpayers. Therefore, the OCFEC Board of Directors should strongly consider retaining the services of an Internal Performance Auditor. The duties of this “consultant” shall include (with respect and attention to the limited board policy authority discussed above):

1. Report directly to the OCFEC Board in coordination and consultation with the CEO when performing audits in various divisions and programs

2. Limit the scope of audits to policy assessment, effectiveness, impacts on the budget, best practices and community impacts

3. Insure that taxpayers’ input will be a high priority and must be obtained during a reasonable and convenient time

4. Advise the board regarding policy for topical issues as they arise and fall within the scope of the board’s authority

The auditor needs cooperation from every stakeholder at the OCFEC however for those employees that are covered by collective bargaining agreements special caution and consideration should be afforded. It is important not to delay the implementation of the audit program. Therefore employees (including union employees) will only be requested to volunteer to participate and all information will be confidential. This is a discussion item therefore the board will be unable to act at the June meeting. Even if the board was able to act at the June board meeting it is unreasonable to assume that anything could be implemented during the fair. But the board and the public should memorialize observations during the Fair so if an Internal Auditor is retained after the fair those issues can be addressed (if they fall within the limited policy scope of the board of directors). Retaining an Independent Internal Performance Auditor should be placed on the August agenda as an action item.

Board of Directors Agenda Report MEETING DATE: OCTOBER 25, 2018 ITEM NUMBER: 10I

SUBJECT: Board of Directors Nominating Task Force Recommendation and Election of Board Officers

DATE: October 19, 2018 FROM: Barbara Bagneris, Board Chair PRESENTATION BY: Director Pham and Director Mouet ___________________________________________________________________ RECOMMENDATION

Review and approve the Nominating Task Force recommendations for Chair and Vice Chair of the Board of Directors for 2018 – 2019. BACKGROUND In September, a two person task force of the Board was appointed by the Board Chair to make a recommendation for Officers of the Board for the upcoming year. The new Board Chair and Vice Chair will assume leadership after the October 25, 2018 Board meeting.

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