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Board of Directors MeetingMay 23, 2019

Please silence your cell phones

Please take notice that this public meeting of the 32nd District Agricultural Association, a California state institution, isbeing 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.

The Mission of OCFEC is…

Celebration of Orange County’s Communities, Interests, Agriculture

and Heritage

(with results justifying resources expended)

6. CEO’s Operational Announcements & Updates


05/15/18 Pacific Amphitheatre Sales• 30 Shows on Sale• Total Tickets Sold: 96,585• Average Tickets/Show: 3,220• Gross Dollars: $5,346,895• Average Gross/Show: $178,230• Total Budget Spend: $4,454,050

05/15/19 Pacific Amphitheatre Sales• 30 Shows on Sale• Total Tickets Sold: 109,652 (+14%)• Average Tickets/Show: 3,655 (+14%)• Gross Dollars: $5,445,779 (+2%)• Average Gross/Show: $181,526 (+2%)• Total Budget Spend: $4,296,000 (-4%)

PACIFIC AMPHITHEATRE TICKET SALES 2018 vs. 2019

For the Four Months Ended April 30, 2019

Actual Budget

VarianceFavorable

(Unfavorable)

Revenue 934,678$ 977,493$ (42,815)$

Expenses 2,302,784$ 2,546,420$ 243,636$

Net Proceeds (Deficit) (1,368,106)$ (1,568,927)$ 200,821$

For the One Month Ended April 30, 2019

Actual Budget

VarianceFavorable

(Unfavorable)

YTD Revenue 4,435,640$ 4,121,961$ 313,679$

YTD Expenses 8,324,857$ 8,845,499$ 520,642$

YTD Net Proceeds (Deficit) (3,889,217)$ (4,723,538)$ 834,321$

For the Four Months Ended April 30, 2019

April 30, 2019 April 30, 2018

Cash on Hand 1,243,749$ 5,517,467$ Investments 51,555,536$ 40,967,932$

Total Cash and Cash Equivalents 52,799,285$ 46,485,399$

Year over Year Increase 6,313,886$

% Increase 14%

Cash and Cash Equivalents

Crossroads of the West Gun ShowSaturday and Sunday, June 1‐2

Costa Mesa SpeedwaySaturday, June 1 and 8

Flying Miz Daisy Vintage MarketFriday and Saturday, June 7‐8

Bride WorldSunday, June 9

OC Night MarketFriday‐Sunday, June 14‐16

Army 244th Birthday CelebrationFriday, June 14Fight Club OC

Thursday, June 13

Wed.‐Sun., 11a.m.‐5p.mMonday‐Friday: 1p.m.‐4p.m.Saturday‐Sunday: 9a.m.‐4p.m.

Thursday, 9a.m.‐1p.m.Saturdays/Sundays, 8a.m.‐4p.m.

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 publiccomment items at this time, as law requires formal public notice prior toany action on a docket item.

Comments will be accepted on Agenda items during themeeting. Speakers wishing to address the Board on items on the agendaare requested to sign in prior to the start of the meeting and identify theagenda item[s] on which you desire to address the Board. Speakers arelimited to three minutes.

7. Matters of Public Comment

A. Board Meeting held March 28, 2019Action Item

8. Minutes

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 ofthe board, 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.

9A. Committee/Ad Hoc Committee/Liaison Reports

INFORMATION ITEM:To assure compliance with the Bagley-Keene Act, Committee reports areonly for the purpose of the Committee chair, Ad Hoc Committee membersor Liaison to provide a verbal update. Should the Board want to discussany Committee work item not already on the agenda; those would need tobe agendized for a future Board meeting.

i. Heroes Hall Veterans Foundation Board (Director La Belle, Chair; Vice Chair Cervantes)ii. Centennial Farm Foundation (Vice Chair Cervantes, Committee Chair)iii. Financial Monitoring Committee (Director Pham, Committee Chair; Director Mouet)iv. Legislative Monitoring Committee (Director Aitken; Committee Chair; Chair Ruiz)v. Tenant Liaison Committee (Director Pham, Committee Chair; Vice Chair Cervantes)vi. Board of Directors Governing Policy Manual Review Ad Hoc Committee (Director Meyer,

Committee Chair; Director Bagneris)vii. Safety & Security Committee (Chair Ruiz, Committee Chair; Vice Chair Cervantes)viii. Master Site Plan Ad Hoc Committee (Director Aitken, Committee Chair; Director Rubalcava-Garcia)ix. Buildings and Maintenance Committee (Director Aitken, Committee Chair; Director Rubalcava-

Garcia)x. Audit Ad Hoc Committee (Director Rubalcava-Garcia, Committee Chair; Meyer Director)

9B. Consideration of and Vote on Allocation of OC Fair Tickets to Heroes Hall Veterans Foundation and Centennial Farm Foundation Boards as

Permitted Under the MOU for Each Foundation

The current Memoranda of Understanding between OC Fair & Event Center and both the Heroes Hall Veterans Foundation and the Centennial Farm Foundation states:

“…District, at its sole discretion, may provide to each active Foundation Board member, one (1) complimentary pass to District’s annual county fair, which pass may include an F Lot parking hang tag. The type and quantity of additional complimentary passes will be assessed by the District on an annual basis and shall comply with California law and District’s Ticket Distribution Policy.”

9B. Consideration of and Vote on Allocation of OC Fair Tickets to Heroes Hall Veterans Foundation and Centennial Farm Foundation Boards as

Permitted Under the MOU for Each Foundation

For the 2018 OC Fair, the Board of Directors approved fifty (50) adult general admission passes for $1 each, plus one (1) F Lot parking hang tag for each active member of the Heroes Hall Veterans Foundation Board of Directors.

The Centennial Farm Foundation MOU was not signed prior to the 2018 OC Fair, so there was no allocation approved by the Board for Centennial Farm Foundation Board members last year.

RECOMMENDATION:At the Board of Directors’ discretion.

9C. Update on Status of Branding Assessment Project and Direction to Staff on Scope and Nature of Next Steps


9D. 2019 OC Fair Safety and Security Initiatives

INFORMATION:Staff will provide updates on the following:

1. Continued Education and Training for Key Security Staff2. Addition of Full-Time Security Supervisor3. Vehicle Safety Barrier Acquisition and Installation4. Off-Site Parking and Storage Sites & Usage5. Cart Safety Training and On-Site Path of Travel

Development6. Departmental Seasonal Hiring Process Review7. Industry and Trade Groups/Association Contribution8. OCFEC/CMPD Parking Lot & Street Safety Training

9E. Consideration of and Vote on Whether to Exercise Final Option Year for Entertainment Booking Services Contract:

Standard Agreement SA-271-15PA Amendment 5 Lisa Sexton

At the April Board of Directors meeting, staff was directed to bring back the final year contract amendment for the entertainment booking services of Lisa Sexton for approval.

The last option year would commence on January 1, 2020 and expire on December 31, 2020. The not-to-exceed contract amount for this period is $221,122 which includes the flat rate amount of $185,122 for twenty-three (23) shows during the 2020 summer concert series and up to twelve (12) additional shows at $3,000 per show totaling $36,000.

9E. Consideration of and Vote on Whether to Exercise Final Option Year for Entertainment Booking Services Contract:

Standard Agreement SA-271-15PA Amendment 5 Lisa Sexton

To ensure continuity of service, staff will be working on a new Request for Proposal (RFP) to be released in the second quarter of 2020. This will give time for the RFP to come to the full Board for review in advance of it being posted and also provide time for transition if a new contractor is awarded the bid.

RECOMMENDATION:Staff recommends approval of the final year amendment for theentertainment booking services of Lisa Sexton.

9F. Consideration of and Vote on Whether to Approve of Resolution and Policy Recognizing June as National LGBTQ Pride Month and Direction for

OC Fair to Fly the Rainbow Flag on the Fairgrounds Year RoundPROCLAMATION AND RESOLUTION OF THE BOARD OF DIRECTORS OF THE 32ND DISTRICT

AGRICULTURAL ASSOCIATION REGARDING LGBTQ PRIDE MONTH AND DISPLAY OF THE RAINBOW LGBTQ PRIDE FLAG

WHEREAS, the mission of the 32nd District Agricultural Association (the “District”) is the celebration of Orange County’s communities, interests, agriculture and heritage;

WHEREAS, the District recognizes and affirms the lesbian, gay, bisexual, transgender, and queer (LGBTQ) community as one of the communities that make up the fabric and heritage of Orange County;

WHEREAS, in fulfilling its mission, the District is proud to celebrate the LGBTQ community;

WHEREAS, June is observed across the United States as a month to commemorate the Stonewall riots, which took place in New York fifty years ago (in June 1969), and to celebrate the LGBTQ community and the history of the LGBTQ civil rights movement; and

WHEREAS, the Board of Directors of the District recognizes the rainbow LGBTQ pride flag as a symbol of welcoming and inclusiveness of the LGBTQ community specifically and of all diverse communities generally;

9F. Consideration of and Vote on Whether to Approve of Resolution and Policy Recognizing June as National LGBTQ Pride Month and Direction for

OC Fair to Fly the Rainbow Flag on the Fairgrounds Year RoundNOW, THEREFORE, the Board of Directors of the District hereby proclaims June as LGBTQ Pride Month atthe OC Fair & Event Center;

FURTHER RESOLVED, that the Board of Directors of the District hereby reaffirms the principles of diversity,inclusion, and nondiscrimination as core institutional values of the District and the OC Fair & Event Center;

FURTHER RESOLVED, that the Board of Directors hereby reaffirms its policy prohibiting discrimination bythe District on the basis of any characteristic protected by law, and, in proclaiming LGBTQ Pride Month at theOC Fair & Event Center, expressly notes that this prohibition applies to discrimination against any person onthe basis of their sexual orientation, gender identity, and/or gender expression; and

FURTHER RESOLVED, that the Board of Directors hereby directs that the rainbow LGBTQ pride flag beflown year-round alongside all official flags that are displayed on the District’s property, as a symbol of theDistrict’s belief in the equal dignity of all persons who visit the Fair’s grounds and of the District’s commitmentto welcoming and including people of all backgrounds and identities to the OC Fair & Event Center.


9G. Consideration of and Vote on Whether to Approve OC Fair Board of Directors’ Letter in Response to the 2016 CDFA Independent Auditor’s Report and Financial Statements

Concluding the District’s 2016 annual financial audit by the California Department of Food & Agriculture (CDFA), a management report was issued outlining audit findings and recommendations.

As outlined in the CDFA Management Report #17-018 Executive Summary, the fair must respond in writing on how recommendations will be implemented.


9H. Board of Directors Review and Discussion of the 2017 CDFA Independent Auditor’s Report and Financial Statements

For Board of Directors review and discussion.


10. 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 potential litigation involving the 32nd

District Agricultural Association. Based on existing facts and circumstances, the Board of Directors willdecide whether to initiate litigation. (Govt. Code, § 11126, subd. (e).)

ii. To confer with and receive advice from legal counsel regarding potential litigation involving the 32ndDistrict Agricultural Association. Based on existing facts and circumstances, there is significant exposure tolitigation against the 32nd District Agricultural Association. (Govt. Code, § 11126, subd. (e).)

11. Board of Directors’ Matters of Information

OC Fair & Event Center – Costa Mesa, California

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