BOARD AGENDA

36th DISTRICT AGRICULTURAL ASSOCIATION

BOARD OF DIRECTORS MEETING NOTICE & AGENDA

DIXON MAY FAIRGROUNDS ADMINISTRATION BOARD ROOM

655 South First Street, Dixon, CA  95620

Wednesday, November 9, 2022

6:00 PM MEETING

 Meeting to be held in person.

 AGENDA

I.  CALL TO ORDER  – President McCabe

A.  Introduction of guests

II.  FLAG SALUTE & PLEDGE OF ALLEGIANCE

III.  ROLL CALL OF DIRECTORS 

Lloyd McCabe – President; Richard Hamilton – President-Elect; Jill Bors-Turner, Roy Gill, Dana Martin, Greg Pryor, Tom Raycraft & Fermin Rubio

IV.    APPROVALS

A.  Approval of Agenda

Items listed on the agenda may be considered in any order at the discretion of the President.  All items so listed may be considered for action.  Any item not listed on the agenda will not be discussed or considered by the board.

V.  PUBLIC COMMENT – Limited to 3 minutes per person

Comments to the Board on issues and items not listed on the agenda.  Please note that pursuant to California State Law, the Board is prohibited from discussing or taking action on any item not listed on the agenda.  Presentations will be limited to 3 minutes.  Public comment on any agenda item listed must be made at the time the item is being discussed and limited to 3 minutes.

VI.  CORRESPONDENCE – Will be circulated (non-action item)  

VII. Friends of Dixon May Fair Report   Donnie Huffman, President of Friends of Dixon May Fair will report on that organization’s activities.

VIII.  CONSENT AGENDA   (Any item requiring lengthy discussion will be moved to New Business prior to approval of Agenda)

A.   Approval of Minutes of October 12, 2022 Regular Board Meeting     

B.  Approval of November & December 2022 Interim Rental Agreements (Not previously approved)

C.  Approval of 2023 Fairtime Standard Agreements (includes: vendor,  entertainment, exhibit, judging and service agreements)

 IX  COMMITTEE REPORTS The Board may take approval action of committee reports.  Committees with an asterisk will have a report this month.

*A. Executive & Finance – Directors McCabe, Hamilton & Raycraft

The committee will report on the financial reports & policy issues which include the following:

  1. Statement of Net Position – October 2022
  2. Statement of Operations – October 2022  
  3. Cash Flow – October 2022   included in the Statement of Operations
  4. Expenditures – October 2022
  5. Accounts Receivable – October 2022
  6. Trial Balance – October 2022  
  7. 2023 Association Draft Budget & Fees

X.   OLD BUSINESS

A.  Paving Project – Tree Discussion

XII.  NEW BUSINESS

A.  Items moved from Consent Agenda.

B. Approval of the Thirty-Sixth District Agricultural Association award of contract for Operation of Carnival Rides, Games and Food Concessions for the Dixon May Fair  2023 – 2027 to Butler Amusements, Inc.

C. Discussion/Action on proposed 2022 fees & changes to the 2022 Interim programs:

  1. Interim RV Rate 2023 increase from $40 per night per RV to $45 per night per RV; Interim exclusive rentals RV Space rental $40 per night. Tents for large events $20 per night (must be specified in the contract) .
  2. Interim Rental Rate 2023 Increases: Madden Hall with minimum equipment order from $750 to $900 without Equipment from $1,100 to $1,450; Madden Hall Kitchen from $225 to $250; Denverton Hall  with minimum equipment order from  $650 to $800 without Equipment from $900 to $1,050.  Exclusive Rental from $5,500 to $5,750.  This would go into effect January 1, 2023 but would not affect most renters until 2024.  Increase Deposit from $750 to $1,000 for building rental and increase outside rental deposit from $500 to $750.00.
  3. Equipment Rental Rate Increases 2024 – Chairs from $.75 ea to $1.00 ea.; 8’ Tables from $7.50 each to $8.00 each; Round Tables from $10.00 Each to $10.50 each; Picnic Tables from $7.50 each to $8.00 each.

D.        Discussion/Action 2023 budget

E.         Discussion/Action on the 2023 Exhibit Guidebook Changes

  1. Fine Arts Division 215 Three Dimensional Art – Change class 3 from any other to Class 3 Wood change Class 3 Any Other to Class 5, removing (no wood) from the specification.
  2. Add to Division 305 Black & White Photography Computer Generated Class 14 Moving any other to class 15. Change Class #8 in Division 310 Color Photography to Computer Generated from Computer Graphic.
  3. Change Date for proof of YQCA from April to March 10, 2023 the date market entries are due.  #50 page 43 Junior Livestock Showcase General Junior Show Rules.
  4. Added the clean-up day to the book: April 23, 2023.
  5. Changed dates appropriately.

F.  Discussion/Action on Emergency Repair of the Courtyard Lights.

XIII.   CEO REPORT (Non action items)

A.  Informational report discussing the Administration of the 36th

B.   Informational report discussing the 2023 Fair.

C.   Informational report discussing the status of Interim Rentals.

D.  Informational report regarding Fair Industry Related Issues.

XIV.   DIRECTOR’S COMMENTS

Please note that pursuant to California State Law, the Board is prohibited from discussing or taking action on any item not listed on the agenda.

XV.     FOR YOUR INFORMATION

A.  Next Board Meeting – December 14, 2022

XVI.    ADJOURNMENT

Pursuant to Government Code Sections 54953.2 individuals with disabilities who require accessible alternative formats of the agenda and related meeting materials and/or auxiliary aids/services to participate in the meeting should contact the CEO’s office at (707) 678-5529.  If you need further information regarding this agenda or items on it contact the CEO’s office at 707-678-5529.  Agenda made available at:  www.dixonmayfair.com.

655 S. First Street, Dixon, CA 95620 • 707- 678-5529 • 707-678-4765(fax)

www.dixonmayfair.com

36th DISTRICT AGRICULTURAL ASSOCIATION

EXECUTIVE & FINANCE COMMITTEE MEETING NOTICE AND AGENDA

DIXON MAY FAIRGROUNDS ADMINISTRATION BOARD ROOM

Wednesday, November 9, 2022

5:00 p.m. Meeting

Access to the meeting is in person

 

 AGENDA

 

I.  CALL TO ORDERPresident McCabe

II.  PUBLIC COMMENT – Limited to 3 minutes per person

Comments to the Board on issues and items not listed on the agenda.  Please note that pursuant to California State Law, the Board is prohibited from taking action on any item not listed on the agenda.  Presentations will be limited to 3 minutes.  Public comment on any agenda item listed must be made at the time the item is being discussed and limited to 3 minutes.

III.  Executive & Finance – Directors McCabe, Hamilton & Raycraft

The committee will report on the financial reports & policy issues which include the following:

  1. Statement of Net Position – October 2022
  2. Statement of Operations – October 2022 
  3. Cash Flow – October 2022  (Included in the Statement of Operations packet)
  4. Expenditures – October 2022
  5. Accounts Receivable – October 2022
  6. Trial Balance – October 2022
  7. 2023 Association Draft Budget & Fees

A.  Interim RV Rate 2023 increase from $40 per night per RV to $45 per    night per RV; Interim exclusive rentals RV Space rental $40 per night.  Tents for large events $20 per night. (must be specified in their contract)

B.  Interim Rental Rate 2023 Increases: Madden Hall with minimum equipment order from $750 to $900 without Equipment from $1,100 to $1,450; Madden Hall Kitchen from $225 to $250; Denverton Hall  with minimum equipment order from  $650 to $800 without Equipment from $900 to $1,050.  Exclusive Rental from $5,500 to $5,750.  This would go into effect January 1, 2023 but would not affect most renters until 2024 due to current contracts.  Increase Deposit from $750 to $1,000 for building rental and increase outside rental deposit from $500 to $750.00.

C.  Equipment Rental Rate Increases 2024 – Chairs from $.75 ea to $1.00 ea.; 8’ Tables from $7.50 each to $8.00 each; Round Tables from $10.00 Each to $10.50 each; Picnic Tables from $7.50 each to $8.00 each.

ADJOURNMENT

Pursuant to Government Code Sections 54953.2 individuals with disabilities who require accessible alternative formats of the agenda and related meeting materials and/or auxiliary aids/services to participate in the meeting should contact the CEO’s office at (707) 678-5529.  If you need further information regarding this agenda or items on it contact the CEO’s office at 707-678-5529.  Agenda made available at:  www.dixonmayfair.com.

655 S. First Street, Dixon, CA 95620 • 707- 678-5529 • 707-678- 4765(fax)

www.dixonmayfair.com

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