Council Members. Craig Smith, Chair. Jon Chandler, Vice Chair. Vicki Berger. Loyal Burns. Marion Commissioner Kevin Cameron

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1 Oregon State Fair Council Meeting Notice & Agenda Thursday, April 21, :00 p.m. Oregon State Fair & Expo Center Cascade Hall McKenzie Room th Street NE Salem, OR Council Members Craig Smith, Chair Jon Chandler, Vice Chair Vicki Berger Loyal Burns Marion Commissioner Kevin Cameron Gene Derfler Leah Perkins-Hagele George Jennings Austin McGuigan Salem Mayor Anna Peterson Kerry Tymchuk Advisory Members Senator Arnie Roblan Representative Mike Nearman Salem City Manager Steve Powers Our Mission The mission of the Oregon State Fair & Exposition Center is to provide a reason and a place for all people to gather, connect and learn, embrace excellence in all forms and celebrate the achievements of Oregonians. Our Vision We envision a relevant Oregon State Fair & Exposition Center that embodies good stewardship of the public s trust and serves as a self-sustaining asset for Oregonians to treasure long into the future. Public Comments The Oregon State Fair Council values the input of citizens in making important decisions that affect the Oregon State Fair and Exposition center. We also believe in the right of citizens to observe Council meetings. To ensure citizens have an opportunity to attend Council meeting and offer citizen comment and to ensure that the Council can conduct its business, the following guidelines apply to all public comment. The Council will have two sign-up sheets at a desk in the meeting room 15 minutes before the scheduled meeting for those wishing to speak on agenda items or non-agenda subjects. Individuals may sign up in person, or in advance of the meeting via . requests should include the date requester wishes to speak, requester s name, phone number and the agenda item or topic of their comments. Public Comment on Agenda Items before the Council: individuals on this list will be called to testify before actions on these items are taken. On the signup sheet list your name, address and the agenda item upon which you wish to be heard. Public Comment on Non-Agenda Items during Board Meetings: list your name, address and the subject matter upon which you wish to be heard. You will have 3 minutes to testify, unless otherwise stated. When you are called to come forward to speak state and spell your name for the recorded record of the meeting. Council members may ask questions to clarify your testimony but will not engage in a discussion with you. Public Comment allows the Council and CEO to hear issues that interest our citizens, but does not allow an opportunity for dialogue between the speaker, Council or Administrators. If the Council determines that follow-up is necessary you may be referred to the Chief Executive Officer or an item may be placed on a future Council agenda. If you wish to submit written testimony before or at the meeting, please provide 15 copies. The Public may not use videos or PowerPoint presentation to accompany their testimony without prior approval by the Board Chair. Individuals offering citizen comment are not permitted to make personal attacks on any Council employee, Council member, other testifier, or member of the public.

2 Oregon State Fair Council Meeting Notice & Agenda Thursday, April 21, :00 p.m. Oregon State Fair & Expo Center Cascade Hall McKenzie Room th Street NE Salem, OR Agenda I. Call To Order II. III. IV. Roll Call Pledge of Allegiance Presentations V. Approval of Minutes VI. VII. VIII. IX. a. Council Meeting of February 18, 2016 Public Comment on Agenda Items Council Chair s Report CEO s Report Information Items a. State Fair Update X. Action Items XI. XII. XIII. XIV. a. State Fair Council i. Financial Statement 1/1/16-3/31/16 ii. Discussion and action regarding employee benefits policy iii. Discussion and action regarding Director/CEO s delegated authority b. Committee Reports and Action Thereon i. Executive Committee 1. Director/CEO s performance evaluation ii. Governmental Affairs Committee Public Comments on Non-Agenda Items Council Members Comments Executive Session: Pursuant to ORS (2)(a) to consider the terms of the employment agreement between the Oregon State Fair Council and the Director/CEO. Adjourn

3 Oregon State Fair Council Meeting April 21, 2016 Agenda Item: V.a. [For Action] Council Meeting Minutes of February 18, 2016

4 Minutes of the Oregon State Fair Council Regular Meeting February 18, 2016 Oregon State Fair & Exposition Center Cascade Hall-McKenzie Room Audio Recorded: Yes I. Call to Order: The meeting convened at 3:00 p.m. with Chair Craig Smith presiding. II. Roll Call: The attendance, both in person and by phone, was recorded as shown below: Present: Craig Smith, Chair Jon Chandler, Vice Chair Vicki Berger, Council Member Loyal Burns, Council Member Kevin Cameron, Council Member Gene Derfler, Council Member George Jennings, Council Member Austin McGuigan, Council Member Leah Perkins-Hagele, Council Member Anna Peterson, Council Member Mike Paluszak, CEO Non-Present: Kerry Tymchuk, Council Member Sen. Arnie Roblan, Advisory Council Member Rep. Mike Nearman, Advisory Council Member Steve Powers, Advisory Council Member III. IV. Pledge of Allegiance: The Pledge of Allegiance was made by all parties present. Presentations: None V. Approval of Minutes: Chair Smith asked if there were any changes or corrections to the minutes presented for approval. Hearing none, the Full Council Meeting Minutes of 1/21/16 were unanimously approved as presented. VI. VII. Public Comment on Agenda Items: None Council Chair s Report: Chair Smith handed out a schedule of the 2016 Council and Executive Committee meetings. The schedule is tentative and subject to change. Clarification from the CPA regarding proper naming for the Ending Fund Balance/Retained Balance. The Council can choose an appropriate title for the account. Mr. Paluszak added that it is the CPA s recommendation that it be called Beginning and Ending Available Resources. Chair Smith reported that The Oregon State Fair Council is subject to the Secretary of the State for required audits. Chair Smith also reports that they have met with a representative of the Foundation and are working on a plan and helping with fundraising for capital projects. The evaluation of the CEO will be completed by the Executive Committee in March. Once completed, the Executive Committee will report back to the full board. Page 1 of 3

5 Minutes of the Oregon State Fair Council Regular Meeting Oregon State Fair Council February 18, 2016 VIII. CEO s Report: Mr. Paluszak is proud to report several achievement awards that the State Fair and Expo Center teams received for 2015 from both IAFE and WFA. Give it your Best Shot On-Line Advertising-Single Ad Other Fair/Facility Website Radio Advertising-Single Ad Fair Logo Contest Fairtime Website Television Ad Electronic Newsletter First Place First Place First Place First Place Second Place Second Place Second Place Third Place IX. Information Items: None X. Action Items a. State Fair Council i. Financial Statement 1/1/15 12/31/15(Final): It was moved by Council Member Cameron and seconded by Council Member Berger to accept the financial statement as presented. The motion carried unanimously. ii. Financial Statement 1/1/16-1/31/16: It was moved by Council Member Jennings and seconded by Council Member Cameron to accept the financial statement as presented. The motion carried unanimously. iii. Discussion and possible action regarding 2016 Budget: Mr. Paluszak started by explaining that there is one correction to the Proposed 2016 Operating Budget that he would like to point out. The correct amount for the Beginning Available Resources for 1/1/16 is $3,977, He gave an overview of the proposed 2016 budget, and responded to questions. Following discussion, it was moved by Council Member Cameron and seconded by Council Member Berger to: 1. Approve a Calendar Year 2016 Budget of: Beginning Available Resources 3,977,730 Operating Budget: 2016 Operating Revenue 5,852, Operating Expenses (6,455,850) Profit/Loss From Operations (603,350) Page 2 of 3

6 Minutes of the Oregon State Fair Council Regular Meeting Oregon State Fair Council February 18, Contingency Budget - General: (400,000) 2016 Program Investment/Enhancement Fair (250,000) Ending Available Resources: 2,724,380 Minimum Available Resources 1,500,000 Net Available Resources 1,224, Authorize the CEO to conduct the activities of the Oregon State Fair & Exposition Center within the approved Operating Budget without further action by the Council, subject to previously approved delegated authority. 3. Authorize the CEO to transfer of funds from the Contingency Budget to the Operating Budget as necessary. 4. Direct the CEO to propose a Deferred Maintenance and Capital Expense Budget to the Council prior to June 30, The motion carried unanimously. b. Committee Reports and Action Thereon i. Governmental Affairs Committee: None XI. XII. XIII. Public Comments on Non-Agenda items: None Council Members Comments: None Adjourn: There being no further business the meeting was adjourned. Meeting Materials: Agenda Financial Statement 1/1/15 12/31/15 (Final) Financial Statement 1/1/16 1/31/16 Proposed 2016 Budget Page 3 of 3

7 Oregon State Fair Council Meeting April 21, 2016 Agenda Item: X.a.i. [For Action] Financial Statement 1/1/16-3/31/16

8 Oregon State Fair Council Balance Sheet As of March 31, 2016 Mar 31, 16 ASSETS Current Assets Checking/Savings Maps Checking Account 16, Maps Savings Account 5, USB - Operating Acct , USB - Premium Acct USB - MrchAcct Clearing USB - Fair Adminission USB - Office Expo , USB - Show Works USB - Camp Ground USB - Office FAIR Petty Cash Box - Fair 1, Petty Cash Box - Office/Expo State Treasury Fund Account 3,873, Total Checking/Savings 4,002, Total Current Assets 4,002, Other Assets Capital Imprvmnts by SF Council 313, Total Other Assets 313, TOTAL ASSETS 4,315, LIABILITIES & EQUITY Liabilities Current Liabilities Accounts Payable Accounts Payable 105, Total Accounts Payable 105, Other Current Liabilities Deferred Rent Income - MCFair 125, Deferred Income - Expo 135, Future Capital Improv. Deposits 10, State Biennium Fund-Payable 1,015, Payroll Liabilities 11, Total Other Current Liabilities 1,297, Total Current Liabilities 1,402, Total Liabilities 1,402, Equity State Treasury Reserve 3,035, State Parks Funds Transfer - PY -10, Retained Earnings 251, Net Income -362, Total Equity 2,913, TOTAL LIABILITIES & EQUITY 4,315, Page 1

9 Oregon State Fair Council 04/13/16 Profit & Loss - Total Accrual Basis January through March 2016 Jan - Mar 16 Ordinary Income/Expense Income Administration Revenue 5, Expo Center Revenue 198, State Fair Revenue 6, Utility Refund Total Income 211, Gross Profit 211, Expense Salaries & Wages - Permanent 77, Contracted Labor - PT/Snl/Temp 41, Employee Benefits - ER Exp 6, Payroll Tax - Employer's Share 7, Professional Services Exp. 36, Council Expense Travel/Training/Relocation - EE 9, Supplies & Expenses 18, Dues and Subscriptions Insurance 68, Utilities-Elec,Gas,Water, Trash 97, Maintenance of Equipment 4, Maint. of Buildings and Grounds 62, Special Repairs & Maint. 5, Marketing Expenses Vehicle Expenses Bank Fees 4, Equipment Purchase <$5k 3, Permits, Licenses State Fair Administrative Exp. 48, State Fair Marketing Expenses 55, State Fair Operations Expenses 3, State Fair Attractions Expenses State Fair Exhibits Expenses 13, Total Expense 568, Net Ordinary Income -357, Other Income/Expense Other Expense Other Expenses 5, Total Other Expense 5, Net Other Income -5, Net Income -362, Page 1

10 Oregon State Fair Council 04/13/16 Profit & Loss by Class - Exclude NonCash Accrual Basis January through March 2016 Admin Operations Expo Fair TOTAL Ordinary Income/Expense Income Administration Revenue 5, , Expo Center Revenue , , State Fair Revenue , , Utility Refund Total Income 5, , , , Gross Profit 5, , , , Expense Salaries & Wages - Permanent 19, , , , , Contracted Labor - PT/Snl/Temp 14, , , Employee Benefits - ER Exp 6, , Payroll Tax - Employer's Share -2, , , , , Professional Services Exp. 12, , , , Council Expense Travel/Training/Relocation - EE 9, , Supplies & Expenses 14, , , Dues and Subscriptions Insurance 11, , , , , Utilities-Elec,Gas,Water, Trash , , Maintenance of Equipment , , Maint. of Buildings and Grounds , , Special Repairs & Maint , , Marketing Expenses Vehicle Expenses Bank Fees 2, , Equipment Purchase <$5k , , Permits, Licenses State Fair Administrative Exp , , State Fair Marketing Expenses , , State Fair Operations Expenses , , State Fair Attractions Expenses State Fair Exhibits Expenses , , Total Expense 90, , , , , Net Ordinary Income -84, , , , , Other Income/Expense Other Expense Other Expenses 5, , Total Other Expense 5, , Net Other Income -5, , Net Income -89, , , , , Page 1

11 Oregon State Fair Council 04/13/16 Profit & Loss by Class - NonCash Trade Only Accrual Basis January through March 2016 TOTAL Net Income 0.00 Page 1

12 Oregon State Fair Council Meeting April 21, 2016 Agenda Item: X.a.ii. [For Action] Discussion and action regarding employee benefits policy Management is seeking clarification regarding certain aspects of the Council s Employee Benefits Policy. Additionally, updates to the policy are required to incorporate recent changes in law regarding mandatory sick leave. Attached is the existing policy, indicating recommended changes. Recommendation: Approve modifications to employee benefits policy as presented.

13 Oregon State Fair Council Benefit Summary Benefit Summary - Available to Direct Hire Employees with a regular time base over 1,560 hours per year (3/4 time) on a pro rata basis, based on regular time base not counting additional seasonal or overtime hours. Revised 11/20/14 4/21/16 Vacation Step 1 (Hire Date to 2 nd anniversary)* 5 days accrued per year Step 2 (After 2 years on Step 1, 3-8)* 10 days accrued per year Step 3 (After 6 years on step 2, 9-13)* 15 days accrued per year Step 4 (After 6 years on Step 3, 14+)* 20 days accrued per year * Maximum accrued balance equal to 2 years current accrual. * Initial step placement above Step 1 determined by CEO * Accrued vacation time will be paid out upon separation of employment, up to the maximum allowable. Sick Leave The Oregon State Fair Council provides sick leave in compliance with Oregon s statewide sick leave law. [NOTE: Specific policy language currently under review.] Eight days per year Maximum accrued balance of 90 days (90 days until LTD) Paid Holidays Martin Luther King Day Memorial Day Independence Day Thanksgiving Day Day after Thanksgiving Christmas Eve Day Christmas Day New Year s Eve Day New Year s Day In lieu of a Labor Day holiday, one floating holiday mutually agreeable between employee and employee s supervisor. For holidays falling on a weekend the CEO will designate an alternative day. Employees required to work on designated holidays due to activities at the Expo Center will receive a compensatory day off mutually agreeable between employee and employer s supervisor. Compensatory days accrued for working on a designated holiday must be used within thirty days following the holiday worked. Retirement Plan (Simple IRA) After six months of consecutive service, Oregon State Fair Council will match up to three % (3%) of employee s base salary to fund a Simple IRA sponsored by OSFC. Long Term Disability After a three month waiting period Employee may participate in Oregon State Fair Council Long Term Disability plan at employee s expense. Medical/ Dental Insurance Beginning the first full month of employment the Oregon State Fair Council will make available group Medical and Dental plans from which employees may choose. OSFC will pay up to $ a month towards the policy (s) that employee selects. Flexible Spending Plan Beginning the first full month of employment the Oregon State Fair Council will make available a IRS Section 125 Flexible Spending Plan in which employees may enroll.

14 Oregon State Fair Council Meeting April 21, 2016 Agenda Item: X.a.iii. [For Action] Discussion and action regarding Director/CEO s delegated authority The Director/CEO is seeking modification to his delegated authority to include exercising option years in contracts previously approved by the Council, based on satisfactory contract performance, without further action by the Council. Additionally, recommendation would authorize the Director/CEO to amend contracts previously approved by the Council to accommodate minimal cost increases and modification of insurance requirements. Attached is the existing policy, indicating recommended changes. Recommendation: Approve modifications to employee benefits policy as presented.

15 OREGON STATE FAIR COUNCIL CEO Delegated Authorities Approved by the Council 11/20/14 Amended 10/22/15 Amended 4/21/16 The following authorities have been delegated to the CEO without further approval by the Council, in order to provide for the efficient and effective management of the Oregon State Fair & Expo Center. All actions taken by virtue of these delegated authorities shall be within budget and policy guidelines: Personnel: The CEO is delegated the authority to: Determine staff positions required, necessary or desirable in order to accomplish the mission, goals and objectives of the Council. Determine duties, performance standards, accountabilities, authorities, time bases, work schedules, and workplace policies and procedures. Establish salary ranges, increments, incentives, and initial placement of employees within their position s salary range and established vacation accrual tiers. Determine benefit providers and plans offered to employees. Recruit, hire, assign, evaluate, promote, discipline, and terminate employees as required, necessary or desirable. Create, execute and maintain personnel documents and records. Contracting: The CEO is delegated the authority to: Solicit, negotiate and execute revenue contracts including but not limited to Oregon State Fair & Expo Center rental agreements, sponsorships agreements, commercial exhibit space agreements, food & beverage and merchandise concessions agreements, etc. in any amount for a term not to exceed one year. Solicit, negotiate and execute contracts for professional, personal, technical and other services, expertise, and/or equipment required, necessary and/or desirable in order to accomplish the mission, goals and objectives of the Council for any amount not to exceed $50,000 and/or with a contract term not to exceed one year or with a term longer than one year if contract term ends not later than 12/31/16, and entertainment contracts for the Oregon State Fair for any amount not to exceed $75,000. Determine acceptable contract performance and exercise option year(s) provided for in contracts previously approved by the Council if there are no substantive changes of terms except extending contract dates, reasonable adjustments to accommodate minimal cost increases, and modifications of insurance requirements. Modify contracts previously approved by the Council at any time if there are no substantive changes of terms except reasonable adjustments to accommodate minimal cost increases, and modifications of insurance requirements. Page 1 of 2

16 OREGON STATE FAIR COUNCIL CEO Delegated Authorities Approved by the Council 11/20/14 Amended 10/22/15 Amended 4/21/16 Contracts executed within these limits will be reported to the Council as information at a subsequent meeting. Contracts negotiated and recommended beyond these limits will be presented to the Council for action. In the event that time is of the essence and desirable opportunities beyond these limits require approval before it is practical to present them to the Council for action, the Executive Committee is authorized to act on the Council s behalf and such action reported to the Council at a subsequent meeting. Purchasing: The CEO is delegated the authority to: Solicit, negotiate and execute purchases for any goods, supplies, or services purchased on a time and material basis, that are required, necessary and/or desirable in order to accomplish the mission, goals and objectives of the Council for any amount not to exceed $50,000. Banking: Purchases beyond these limits will be presented to the Council for action. In the event that time is of the essence and purchases are required, necessary or desirable before it is practical to present them to the Council for action, the Executive Committee is authorized to act on behalf of the Council and such action reported to the Council at a subsequent meeting. The CEO is delegated the authority to: Authorize the transfer of funds within established Oregon State Fair Council investment and bank accounts in any amount necessary to provide for the cash flow needs of the Oregon State Fair & Expo Center operations. Execute payment of any authorized expenditure of funds directly from any established Oregon State Fair Council investment or bank account in any amount up to $25,000 without requiring a second authorized signature. Emergencies: The CEO is delegated the authority to: Take any action outside of these delegated authorities in the case of an emergency situation that requires immediate action to protect the property, infrastructure, personnel, contractors, tenants, visitors, the public, or operations of the Oregon State Fair & Expo Center from imminent peril. The CEO will report such actions taken under this provision as soon as practical to the Council Chair, or the Vice Chair if the Chair cannot be reached within a reasonable period of time. Any such action will be reported to the Council at a subsequent meeting. Page 2 of 2