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Receive a verbal update on the status of the Solano County Fair Governance Subcommittee comprised of Supervisors Monica Brown and Skip Thomson; and Consider the following recommendations from the subcommittee: 1) Allow the current Fair Management and Operations agreement to expire on January 31, 2020; 2) Direct staff to develop a transition plan for Management and Operations of the Fairgrounds; 3) Direct the establishment of a new management agreement with the Fair Association to only deliver an annual County Fair event; and 4) Affirm that the work and purpose of the Fair Governance Committee has concluded
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Published Notice Required? Yes ____ No _X _
Public Hearing Required? Yes ____ No _X _
DEPARTMENTAL RECOMMENDATION:
The Fair Governance Subcommittee recommends that the Board of Supervisors:
1. Receive a verbal update on the status of the Solano County Fair Governance Subcommittee comprised of Supervisors Monica Brown and Skip Thomson;
2. Consider the following recommendations from the subcommittee:
a. Allow the current Fair Management and Operations agreement to expire on January 31, 2020;
b. Direct County Administrator’s Office (CAO) and General Services staff to develop a transition plan for Management and Operations of the Fairgrounds;
c. Direct the establishment of a new management agreement with the Fair Association to only deliver an annual County Fair event; and
d. Affirm that the work and purpose of the Fair Governance Subcommittee has concluded.
SUMMARY/DISCUSSON:
At the February 6, 2018 Board of Supervisor’s meeting, the Board appointed Supervisor Monica Brown and Supervisor Skip Thomson to the Fair Governance Subcommittee to meet with Directors of the Solano County Fair Association (SCFA) to address concerns raised by the SCFA; to discuss revisions, clarifications and modifications to the SCFA By-Laws and the Fairgrounds Management and Operations Agreement; and to report back to the Board of Supervisors on recommendations on how to proceed going forward with the Fair. The SCFA Board of Directors appointed Directors Carole Paterson, Norma Placido, Mike Coakley, Ray Simonds and Lee Williams to the Subcommittee. Directors Mike Coakley and Ray Simonds have resigned from the SCFA and no longer serve the Subcommittee. Director Norma Placido who replaced Mike Coakley on the Subcommittee is currently on a leave of absence.
The two Board members and two remaining Fair Directors, Carole Paterson and Lee Williams, have met five times (March 16, May 9, August 29, October 16 and December 3, 2018) since February 2018. The meetings have alternated between County and Fairground locations with each party presenting items for discussion and the Subcommittee working through items with the goal of presenting final recommendations to the Board of Supervisors. At the December 3, 2018 meeting, the new Fair Executive Director, Mike Ioakimedes, presented a preliminary business plan on behalf of the Fair Association that outlines a proposed new business model based on input generated as part of the 2018 Audit performed by the County Auditor’s Office and input from the Fair Governance Subcommittee (See attachments and links). Mike Ioakimedes indicated that there are still more questions than answers, is still working on revenue and expenditure calculations by defined cost centers and is planning to bring forward the Fair’s annual budget to the Board of Supervisors at the January 22, 2019 meeting. At the end of the meeting, Subcommittee members all agreed that this would be the last meeting.
CAO staff met with County Board Subcommittee members after the meeting to discuss what recommendations would be brought forward to the full Board. Supervisors Brown and Thomson agreed that their recommendations would be: to not provide an extension to the current Management and Operations Agreement allowing it to expire on January 31, 2020; to direct staff to develop a transition plan for the management and operations of the Fairground site; and that a new management agreement would be created for the Fair Association to only provide an annual County Fair. If the Fair Association cannot or does not want to deliver the annual County Fair, then the County will need to contract with another non-profit organization to deliver an annual County Fair. Supervisor Thomson indicated that the Fair Association could also deliver the annual Ag Day celebration at the Fairgrounds. Supervisor Brown indicated that an Ag Day would not need to be a required event provided by the County and the Fair Association.
General Services Department will be tasked with the maintenance of 80 +/- of the total 149 acres that is part of the Fairgrounds Demolition project scheduled for completion by the end of January 2019. The County will work with the Fair Association on a transition plan for maintenance of the rest of the site.
FINANCIAL IMPACT:
The Subcommittee utilizes staff from Fairgrounds Management (Fair) and staff from the County Administrator’s Office (CAO) to assist with meetings and coordination of documents and all costs are covered within the existing operating budgets for the Fair and CAO. On November 6, 2018, the Board received the Audit Report of the Solano County Fair for the years ended December 31, 2017 & 2016.
ALTERNATIVES:
1. The Board could choose to not receive this status update but would miss an opportunity to receive information regarding progress achieved by the Fair Governance Subcommittee.
2. The Board can accept and approve some of the subcommittee recommendations.
OTHER AGENCY INVOLVEMENT:
County Counsel has provided input and guidance on the status and substance of the current By-Laws and Management and Operation Agreement for the Solano County Fairgrounds and could assist with modifications and revisions to the By-Laws and Management and Operations Agreement. A subcommittee of the Fair Association Board of Directors and fair management staff have participated with the County’s subcommittee in five meetings throughout 2018 that involved discussions, presentations and exchanges of information regarding the fair management agreement.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION