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Board of Directors Meeting December 12, 2019 Please silence your cell phones Please take notice that this public meeting of the 32nd District Agricultural Association, a California state institution, is being recorded using video recording equipment. Please also take notice that the 32nd District Agricultural Association will release video recordings of its public meetings where required under California law.

Transcript of Please silence your cell phones - Amazon S3...City Promo Weekday 6,839 $10.00 $12.00 $11.00 $10.00...

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Board of Directors MeetingDecember 12, 2019

Please silence your cell phones

Please take notice that this public meeting of the 32nd District Agricultural Association, a California state institution, is being recorded using video recording equipment.  Please also take notice that the 32nd District Agricultural Association will release 

video recordings of its public meetings where required under California law. 

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The Mission of OCFEC is…

Celebration of Orange County’s Communities, Interests, Agriculture and 

Heritage

(with results justifying resources expended)

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5. Closed Session

A. Personnel: The Board will meet in closed session toconsider the appointment and employment of the GeneralManager / CEO. [Gov. Code section 11126, subd. (a)(1).]

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10C. Consideration of and Vote on the 2020 OCFEC Operating Budget and Capital/Major Projects

During the November 21, 2019 meeting, Board members requested additionalreports to accompany the proposed draft budget including:

1. Various ticket and parking increase scenarios2. 2020 pro forma balance sheet3. 2020 cash flow projections report4. Capital/major projects report – indicating priority and whether the work

would be completed in‐house or contracted5. List of the largest fairtime revenue contracts6. Gross fair revenues for L.A. County Fair and San Diego County Fair (if

available)

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Scenario #1: Increase Weekday Admissions to match Weekend Admissions

Scenario #2: A $1 Increase to both Weekday and Weekend Admissions

Scenario #3: A $1 Increase to Weekend Admissions

Offer Name Ticket Sales 2020 Budget Scenario #1 Scenario #2 Scenario #3Adult Gate Weekday 183,706 $12.00 $14.00 $13.00 $12.00Adult Gate Weekend 204,944 $14.00 $14.00 $15.00 $15.00Senior Gate 31,741 $7.00 $7.00 $7.00 $7.00Child Gate 55,981 $7.00 $7.00 $7.00 $7.00Senior Day 8,946 $5.00 $5.00 $5.00 $5.00OCTA 33,517 $4.00 $4.00 $4.00 $4.00Best Promotion Ever  65,818 $7.00 $7.00 $7.00 $7.00City Promo Weekday 6,839 $10.00 $12.00 $11.00 $10.00City Promo Weekend 6,211 $12.00 $12.00 $13.00 $13.00Military Family Weekday 10,586 $6.00 $7.00 $7.00 $6.00Military Family Weekend 14,543 $7.00 $7.00 $8.00 $8.00Superpass Ticket Promo 2,427 $10.00 $10.00 $10.00 $10.00Charger Football/OCNM Weekday 4,632 $6.00 $7.00 $7.00 $6.00Charger /OCNM Weekend 1,165 $7.00 $7.00 $8.00 $8.00

Change vs. Budget: $ $396,308 $432,626 $226,863Change vs. Budget: % 5.0% 5.5% 2.9%

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Scenario #4: Increase merchant space rates by 10%

Revenue Line 2020 Budget Rate Increase Volume Loss Net Increase2020 

Estimate vs. Budget

Rent In ‐ Conc/Comm ‐ Fair $1,003,900 10.0% ‐5.0% 4.5% $1,049,076 $45,176

Rent Out ‐ Exhibits ‐ Fair $1,260 10.0% ‐5.0% 4.5% $1,317 $57

Rent Out ‐ Conc/Comm ‐ Fair $387,400 10.0% ‐5.0% 4.5% $404,833 $17,433

MarketPlace Village ‐ Conc/Comm ‐ Fair $18,700 10.0% ‐5.0% 4.5% $19,542 $842

$1,411,260 $1,474,767 $63,507

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Scenario #5: Increase parking from $9 to $10

Parking Volume Rate Increase Volume Loss Net Increase 2020 Estimate vs. Budget

Year Round 187,521  $1.00 $0.00 $1.00 $1,875,210 $187,521

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10C. Consideration of and Vote on the 2020 OCFEC Operating Budget and Capital/Major Projects

During the November 21, 2019 meeting, Board members requested additionalreports to accompany the proposed draft budget including:

1. Various ticket and parking increase scenarios2. 2020 pro forma balance sheet (following decision on ticketing)3. 2020 cash flow projections report (following decision on ticketing)4. Capital/major projects report – indicating priority and whether the work

would be completed in‐house or contracted5. List of the largest fairtime revenue contracts6. Gross fair revenues for L.A. County Fair and San Diego County Fair (if

available)

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10C. Consideration of and Vote on the 2020 OCFEC Operating Budget and Capital/Major Projects

During the November 21, 2019 meeting, Board members requested additionalreports to accompany the proposed draft budget including:

1. Various ticket and parking increase scenarios2. 2020 pro forma balance sheet3. 2020 cash flow projections report4. Capital/major projects report – indicating priority and whether the work

would be completed in‐house or contracted5. List of the largest fairtime revenue contracts6. Gross fair revenues for L.A. County Fair and San Diego County Fair (if

available)

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Capital Expenditures/Major Projects

2019 Carry ‐forward FY 2020

Property Signage 200,000

Storm Water Infrastructure  251,000

Pac Amp Box office awning 64,000

IT  emergency generator  450,000

2019 Carry‐forward total: 965,000

DRAFT

Departments: 97, 992019 Carry‐forward:  all priority 1 / all work performed by contractor

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Priority Capital Expenditure FY 2020 FY 2021 FY20221 Administration bld ‐ Office space improvements 58,0001 Light Pole replacement (Pac Amp) 21,0001 Costa Mesa bld ‐ fire sprinkler head replacement 12,0001 Huntington Beach bld ‐ fire sprinkler head replacement 7,0001 OC Promenade bld ‐ fire sprinkler head replacement 8,0001 Santa Ana Pavilion bld ‐ fire sprinkler head replacement 8,0001 Costa Mesa bld ‐ Fire Alarm panel 6,0001 Box office roof replacement 40,0001 E&E roof replacement 13,0001 Huntington Beach bld ‐ replace (2) roof top package units (HVAC)  55,0001 Costa Mesa bld ‐ replace (1) roof top package unit (HVAC)  40,0002 Lot G ‐ utilities 220,0002 Admin Electrical upgrade  32,0002 Judging Arena ‐ Electrical upgrade 13,0002 ASA electrical upgrade  30,0001 Gate 1 Transformer replacement 35,0001 Pac Amp storm water pumps 80,0001 Plaza Pacific south lawn ‐ landscape and turf 250,0002 Parking lot maintenance (seal / stripe) 100,000 100,000 100,0001 Exterior parking lot repairs 150,000 150,000 150,0001 Interior parking lot repairs 100,000 100,000 100,0002 Back Flow valve replacement (all grounds) 30,000 30,000 30,000

DRAFT

contractor

in‐house

combination

Workperformedby key:

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Priority Capital Expenditure FY 2020 FY 2021 FY20221 Desilting Basin 75,0002 Admin exterior resurfacing (color coat) 30,000

2021

/202

2 expe

nditu

res TB

D

Heroes Hall Medallion replacement/repair 150,000Plaza West accessibility ramp and stairs 45,000Centennial Farm Welcome Center/Gift Shop 23,000E&E work space upgrade ‐ exterior 12,000Gate 10 remodel 20,000Replace shade cloth ‐ Court Yard 50,000Replace landscaping island at Box Office  250,000Ranch bldg. ‐ install trellis 35,000Maintenance yard compactor cover 150,000Sound wall ‐ ASA 1,000,000Replace ASA block restrooms 200,000Costa Mesa elect upgrade 20,000Pac Amp roll up doors (restroom) 60,000 60,000Parking Lot G ‐ asphalt repair 400,000 300,000Way Finding signage 100,000 100,000Parking lot lighting controls 150,000

Capital Total: 1,413,000 2,895,000 990,000

DRAFT

Departments: 97, 99

contractor

in‐house

combination

Workperformedby key:

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Priority Equipment FY 2020 FY 2021 FY20223 Portable rolling bleachers  28,0003 Heroes Hall‐utility cart with fold down back seat 12,0001 All grounds Wi Fi 45,0002 40 yard storage containers (3)  15,0001 Centennial Farm ‐ permanent handwashing station 7,0002 Large Format printer 13,0001 Battery back up emergency gen  16,0003 CAD plotter 5,5001 Surveillance system (upgrade)  37,000 20,0001 All grounds PA 30,000 30,0003 Taylor Dunn carts ‐ fleet replacement                             15,000 15,0001 Exhibit equipment 37,500 37,500 37,500

2021

 exp.

E&E ‐ passenger cart  12,000Portable restroom 30,0004‐seater utility cart with fold down back seat  (E&E) 14,000Valve exerciser 5,500Livestock fence panels  28,000Power monitoring system 100,000 100,000

Capital  total: 261,000 292,000 137,500

DRAFT

Departments: 97, 99

contractor

in‐house

combination

Workperformedby key:

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Priority Major Expenditures FY 2020 FY 2021 FY20222 Fire (Fire Lane) curb painting 50,0002 Fumigation Millennium Barn  10,0003 Exterior parking perimeter ‐ planting 30,0002 Main Mall lighting Retro fit ‐ tower lights 20,0001 Heroes Hall ‐ Resurface floor 14,0001 Pacific Amphitheater ‐ berm renovation (landscape) 15,000 20,000 20,0002 Replace in‐grounds electrical boxes 30,000 30,000 30,0002 Ticket booth ‐ replace AC units 30,0001 Ticket booth IT upgrade 22,0003 Portable hand wash stations  7,0003 Umbrellas  10,0002 Cable ramps 10,000 10,0003 Picnic tables 20,000 20,000 20,0003 Aluminum barricades 20,000 20,000 20,0003 Electrical SO cord storage containers                               5,500 5,500 5,5001 2 yard trash dumpsters  25,000 25,000 25,0001 Crowd control stanchions / carts 10,000 10,000 10,0001 Portable elect panels                                                          25,000 25,000 25,0001 Fair material 20,000 20,000 20,0001 Feature exhibit equipment 37,500 37,500 37,5001 Infrastructure Audit 100,000

2021

/work TB

D Corp yard storage compound 15,000Parking lot Fencing 10,000Repair 400 amp free standing electrical panels 26,000

Major Projects total: 511,000 274,000 213,000

DRAFT

Departments: 97, 99

contractor

in‐house

combination

Workperformedby key:

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Capital Budget total: 2,185,000 3,461,000 1,340,500Contingency:  100,000 100,000 100,000

Cap‐X budget: 2,285,000 3,561,000 1,440,500

2019 Carry forward:  965,000 0 0

GRAND TOTAL  3,250,000 3,561,000 1,440,500

Capital Expenditures/Major ProjectsDRAFT

Departments: 97, 99

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10C. Consideration of and Vote on the 2020 OCFEC Operating Budget and Capital/Major Projects

During the November 21, 2019 meeting, Board members requested additionalreports to accompany the proposed draft budget including:

1. Various ticket and parking increase scenarios2. 2020 pro forma balance sheet3. 2020 cash flow projections report4. Capital/major projects report – indicating priority and whether the work

would be completed in‐house or contracted5. List of the largest fairtime revenue contracts6. Gross fair revenues for L.A. County Fair and San Diego County Fair (if

available)

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2019 ‐ Largest Fairtime Revenue Contracts

F&B Commissions

Spectra $3,341,156

Juicy’s $807,894

RCS (F&B) $604,291

Chicken Charlie’s $478,860

Chuckwagon $454,492

Carnival/Sponsorships/Merchants

RCS $4,101,685

Sleep Number $230,000

Toyota $200,000

Quiet Cool $60,000

Pepsi $55,125(plus annual rebates)

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10C. Consideration of and Vote on the 2020 OCFEC Operating Budget and Capital/Major Projects

During the November 21, 2019 meeting, Board members requested additionalreports to accompany the proposed draft budget including:

1. Various ticket and parking increase scenarios2. 2020 pro forma balance sheet3. 2020 cash flow projections report4. Capital/major projects report – indicating priority and whether the work

would be completed in‐house or contracted5. List of the largest fairtime revenue contracts6. Gross fair revenues for L.A. County Fair and San Diego County Fair (if

available)

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2018 – Fair Gross Revenue Comparison

OC FairAttendance 1,470,636

Total Food Gross $29,692,151

Total Ride Gross $15,760,520

San Diego County FairAttendance 1,561,236

Total Food Gross $19,500,000

Total Ride Gross $10,500,000

L.A. County FairAttendance 1,250,000

Total Food Gross $25,100,000

Total Ride Gross Not Reported

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10C. Consideration of and Vote on the 2020 OCFEC Operating Budget and Capital/Major Projects

Questions?RECOMMENDATION:Following open discussion and public input on the proposed 2020Operating Budget and Capital/Major Projects Budget, the Boardwill give direction to staff on next steps for completion andapproval.

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10B. Confirmation and Vote on Policy Language Regarding Second Signature and Board Leadership Signature on Checks over $15,000

The Board will vote to adopt the following policy language:

It is the policy of the Board that the CEO has delegated authority asthe first signer on checks over $15,000, and that the Vice Presidentof Operations shall serve as the authorized second signature onchecks over $15,000. In the absence of the Vice President ofOperations, the Board Chair or Vice Chair shall serve as theauthorized second signature. The signatures of those authorizedshall be officially recorded on bank signature cards.

RECOMMENDATION:At the Board of Directors’ discretion.

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9. Consent Calendar: (Policy Reference:  4.3.4)

All matters listed under Consent Calendar are operational matters aboutwhich the Board has governing policies, implementation of which isdelegated to the CEO. They will be enacted in one motion by category inthe order listed below. There will be no discussion of these items prior tothe time the Board of Directors votes on the motion, unless members of theboard, staff or public request specific items to be discussed separatelyand/or removed from this section.

Any member of the public who wishes to discuss Consent Calendar itemsshould notify the Chair of the Board, at the time requested and berecognized by invitation of the Chair to address the Board.

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A. Board meeting held October 24, 2019Action Item

8. Minutes 

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Speakers are requested to sign in prior to the start of the meeting and arelimited to three minutes. Public comment is allowed on issues NOT on thecurrent Agenda. However, no debate by the Board shall be permitted onsuch public comments, and no action will be taken on such public commentitems at this time, as law requires formal public notice prior to any actionon a docket item.

Comments will be accepted on Agenda items during the meeting. Speakerswishing to address the Board on items on the agenda are requested to signin prior to the start of the meeting and identify the agenda item[s] on whichyou desire to address the Board. Speakers are limited to three minutes.

7. Matters of Public Comment

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6. CEO’s Operational Announcements & Updates

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6. CEO’s Operational Announcements & Updates

Superior Accomplishment Awards

• 38 employees

• 713+ hours of community service

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Actual Budget

VarianceFavorable

(Unfavorable)

YTD Revenue 49,448,936$ 50,946,601$ (1,497,665)$

YTD Expenses 44,512,818$ 45,803,408$ 1,290,590$

YTD Net Proceeds (Deficit) 4,936,118$ 5,143,193$ (207,075)$

For the Eleven Months Ended November 30, 2019

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November 30, 2019 November 30, 2018

Cash on Hand 983,343$ 1,837,885$ Investments 55,431,409$ 48,951,014$

Total Cash and Cash Equivalents 56,414,752$ 50,788,899$

Year over Year Increase 5,625,853$

Year over Year % Increase 11%

Cash and Cash Equivalents

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Share Our Selves – Adopt a Family ProgramThursday, Dec. 19

Winter Fest OCThursday, Dec. 19 – Sunday, Jan. 5

Make It, Take It – Holiday TerrariumSaturday, Dec. 21

Seasonal Adventures – Christmas Tree LotOpen now thru Wednesday, Dec. 18

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UVSA Tet FestivalFriday, Jan. 24 – Sunday, Jan. 26

SoCal World Guitar ShowSaturday, Jan. 18 ‐ Sunday, Jan. 19

Bride World ExpoSaturday, Jan. 4

Crossroads of the West Gun ShowSaturday, Jan. 18 – Sunday, Jan. 19

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Wednesday – Sunday: 11am ‐ 5pmClosed 12/25 & 1/1

Monday‐Friday: 1pm ‐ 4pmSaturday‐Sunday: 9am ‐ 4pm

Holiday Hours (12/14 – 1/5): 9am – 4pmClosed 12/24‐27 &  1/1

Thursday, 9am ‐ 1pmSaturday ‐ Sunday: 8am ‐ 4pm

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10A. Committee/Ad Hoc Committee/Liaison Reports

INFORMATION ITEM:To assure compliance with the Bagley‐Keene Act, Committee reports are only for thepurpose of the Committee chair, Ad Hoc Committee members or Liaison to provide averbal update. Should the Board want to discuss any Committee work item not alreadyon the agenda; those would need to be agendized for a future Board meeting.

i. Community Engagement Committee (Director Rubalcava-Garcia, Committee Chair; Director Ruiz)ii. Heroes Hall Veterans Foundation Board (Director La Belle, Chair Cervantes)iii. Centennial Farm Foundation (Chair Cervantes)iv. Financial Monitoring Committee (Director Pham, Committee Chair; Director La Belle)v. Legislative Monitoring Committee (Director Aitken, Committee Chair; Director Ruiz)vi. Governance Committee (Vice Chair Meyer, Committee Chair; Director Bagneris)vii. Safety & Security Committee (Chair Cervantes, Committee Chair; Vice Chair Meyer)viii. Facilities Committee (Director Aitken, Committee Chair; Director Rubalcava-Garcia)ix. Audit and Compliance Committee (Director Rubalcava-Garcia, Committee Chair; Director La Belle)x. Branding Project Ad Hoc Committee (Vice Chair Meyer, Committee Chair; Director Aitken)xi. Storage, Parking and Traffic Ad Hoc Committee (Director La Belle, Committee Chair; Director

Bagneris)

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11. Closed Session

A. Pending Litigation – The Board will meet in closed session toconsult with legal counsel regarding the following pendinglitigation. [Gov. Code section 11126(e).]

i. To confer with and receive advice from legal counsel regarding potentiallitigation involving the 32nd District Agricultural Association. Based onexisting facts and circumstances, the Board of Directors will decidewhether to initiate litigation. (Govt. Code, § 11126, subd. (e).)

ii. To confer with and receive advice from legal counsel regarding potentiallitigation involving the 32nd District Agricultural Association. Based onexisting facts and circumstances, there is significant exposure to litigationagainst the 32nd District Agricultural Association. (Govt. Code, § 11126,subd. (e).)

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12. Board of Directors’ Matters of Information

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