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2000-1006-Minutes for Meeting November 09,2000 Recorded 11/22/2000VOL: CJ2000 PAGE: 1006 RECORDED DOCUMENT STATE OF OREGON COUNTY OF DESCHUTES *02000-1006 * Vol -Page Printed: 11/27/2000 08:49:15 DO NOT REMOVE THIS CERTIFICATE (This certificate constitutes a part of the original instrument in accordance with ORS 205.180(2). Removal of this certificate may invalidate this certificate and affect the admissibility of the original instrument into evidence in any legal proceeding.) I hereby certify that the attached instrument was received and duly recorded in Deschutes County records: DATE AND TIME: DOCUMENT TYPE: Nov. 22, 2000; 4:07 p.m. Regular Meeting (CJ) NUMBER OF PAGES: 10 MARY SUE PENHOLLOW DESCHUTES COUNTY CLERK KEY NC ED NO 721000 IAICROF MED Nov 2 8 2000 (5.1 Xb .. 14Ye t MINUTES OF MEETING" C> .; C DESCHUTES COUNTY FAIR BOARD °' C-) THURSDAY, NOVEMBER 9, 2000 Administration Building C) Deschutes County Fairgrounds Present were Fair Board members David Bishop, John Leavitt, Lee Smith and Jim Diegel; also present was Dan Despotopulos, Interim Manager of Fairgrounds. Matt Steele, Chance Steffy and Robin Lee of Hickman Williams Engineering were also in attendance I. Meeting Called to Order Since a quorum was present, Chair David Bishop called the meeting to order at 3:05 p.m. 2. Approval of Minutes Chair David Bishop stated that he had not had a chance to go through the multitude of minutes taken over the past few months. (A general discussion followed.) JIM DIEGEL: I move that all of the minutes be approved. LEE SMITH: Second. VOTE: Unanimous "ayes". 3. Hickman Williams Report Matt Steele and the other two members of his team from Hickman Williams gave a brief report on what their accomplishments were up to this point. He stated they met with Bob Quitmeier and Chuck McGraw of the City of Redmond on Friday, November 2, and the discussion went well. He said it is apparent to him that this is a community project and the community is behind it. He then introduced items for discussion. MINUTES of Fair Board meeting Thursday, November 9, 2000 Page 1 of 10 Pages He brought up 19th Street secondary access, which is an important issue to the City of Redmond; and the County's commitment to participate in the improvement of 19th Street in the amount of $160,000. The City will take on the 19th Street LID project, including engineering and the bidding process. Lee Smith asked where the road would go besides connecting back up to Airport Way, since it doesn't appear to be a great solution to the access problems. Dave Bishop replied that the long-term answer to the question is that where the horse trailers and other trailers are will eventually have an overpass connect into Quarry and come down to the Fairgrounds. This would provide a southerly entrance and exit. Jim Diegel explained that finishing off 19th Street allows the City to show there is some momentum in moving towards developing all of the properties to the south. The City really wants to have that done, with the County putting in their fair share, and the LID will fund it over the long-term. It opens up development possibilities, but there is no immediate benefit to the Fairgrounds. Eventually 19th Street could be the access for the largest RV parking area. (The group then referred to oversized maps) Mr. Steele indicated that there is a need for 80 acres plus the 22 acres that have already received basic preparation. To keep the cost down, they will work with the terrain as well as possible for RV use. They must stay away from steep slopes for RV systems to operate properly. Trying to utilize steep slopes also involves the expense of cut and fill. They have begun working on the concept with that in mind. Dave Bishop indicated that regarding the far west boundary of 19th Street, he spoke with the Mayor about exploring having this street be the main entrance into the Fairgrounds. He stated that the problem with having paid parking is having vehicles backed up. If there were tollbooths where coins could be tossed into them, this would act well as the main entrance in that regard. This would allow quick access and a revenue source, and the current entrances could be for vendors only, and could also serve as exits at the end of the event. This would probably require two lanes coming in on 19th Street; however, this should be examined. Matt Steele said that an alternate access or even a different main entrance would be great, but this would be a challenging spot to do that. He voiced concerns about blocking road circulation, and getting cars off the main street. David Bishop explained that the unstaffed tollbooths could be set up far enough within the property to avoid this. Mr. Steele said they would give this some thought, or look at a couple of other locations that might work for that purpose. MINUTES of Fair Board meeting Thursday, November 9, 2000 Page 2 of 10 Pages Mr. Steele then spoke about the master plan requirements and the City's expectations. He felt they were reasonable, and understood that there is no solid long-term plan for the facility at this time. The City would like a master plan concept for this process, but they realize that it will change as goals and plans are developed. The master plan concept requires some completion of unfinished details, such as a tree inventory, and improvement plans for the 22 -acre expansion area which needs to be brought up to speed. He also advised that the Fair Board needs to consider what the acreage will be used for when the Family Motor Coach Association is not utilizing it. New aerial mapping has been done, which shows a lot of disturbed areas where the topsoil is gone and there are piles of rocks. The photos allow each tree to be easily counted, so the tree inventory can be up to date. Lee Smith asked if the trees that need to be removed would be replaced with a different type of tree. Matt Steele explained that trees that attract large populations of birds can't be put in, due to the proximity of the airport. (A general discussion occurred regarding type of trees allowable and the Redmond Airport master plan.) Mr. Steele said he also spoke with George Read of the County's Planning Department about the areas outside of the City's UGB that might be utilized for Fairgrounds purposes. He further explained that at this time the City wouldn't run water and sewer to that land. However, if a roadway needs to be routed through that land for access, it is available. Lee Smith explained that he has seen the future airport plans for parallel runways, and anything the Fairgrounds does must be compatible with the airport zone. Matt Steel said that this was discussed, and the City's planners don't care what is developed as long as there are no structures. Parking, including overnight parking, appears to be acceptable. Lighting must be appropriately shielded and focused downward. (A brief discussion occurred regarding possible restrictions, and oversized maps of the area were reviewed.) Matt Steele stated that the mapping products are in process and should be available by the middle of next week. MINUTES of Fair Board meeting Thursday, November 9, 2000 Page 3 of 10 Pages Lee Smith asked is the parking would be of a temporary nature for the FMCA's use, or permanent. Mr. Steele said the area is quite large, and involves a lot of earthwork. They would like to see a solid foundation put in that would support anything in the future, be it buildings or permanent parking. There is some additional expense to do it right, but it is their recommendation that it be done this way. They have a geotechnical expert on their team who will be providing recommendations regarding fills, and this would be monitored during construction; a report will be generated on this work. This will leave options open for future uses. Matt Steele said that if the groundwork were properly done, a minimum of gravel would be required. The ground would be able to carry large vehicles, and any gravel would be used mainly for dust control. Mr. Steele then gave the group some options regarding weed control. Gravel is an option, but it takes a lot of gravel to keep the weeds out. Specialized materials and netting are also an option, but this can be expensive. Spraying each year may work, as might a pre -emergent chemical applied every couple of years. Certain type of grasses that don't require a lot of maintenance might work as well, and this would eliminate the need for gravel and hold down the dust. (A general discussion then occurred regarding the above options.) Dan Despotopulos then asked about the National Guard's work, and whether they have a rock crusher that can be used. (The group then discussed what type of work the National Guard might be doing, and the type of notice they would need.) Dave Bishop stated that since this is the slow season for construction, perhaps contractors could put their people to work at this time doing whatever work that it's possible to perform during the colder months. This would allow the highest and best use of their people and equipment. Mr. Bishop also brought up the issue regarding gravel. He said that some contractors prefer to do this at their site and bring it in, and it can be less expensive than having the contractor bring in equipment and use the rock on site. Matt Steele said that he would talk with Captain Brewer of the National Guard to find out the Guard's lead time and skill set, and will get back to the Board with options. There is work that can be done immediately. He said the City indicated there is no permit required to do rock crushing on site. MINUTES of Fair Board meeting Thursday, November 9, 2000 Page 4 of 10 Pages David Bishop stated that the ultimate goal of the bid regarding the laying of gravel is to let the contractor decide whether to use the Fairgrounds' rocks, their rock supply or a combination of both. Matt Steele said they can determine how much is on site, and that bidding in this manner makes sense. David Bishop said the timeline and cost need to be addressed immediately, and asked how long before they could expect an estimate of the cost. Matt Steele replied that the updated mapping would be done by next week, and they can run the numbers on the earthwork, both with and without the help of the National Guard, by the end of next week. He further said that the City gave a timeline for permits of four to six weeks. Mr. Bishop explained that they really want to have the work done during the winter months when the local contractors' work is slow. Lee Smith stressed that the County needs the numbers to be able to go to the State for funding, and that they should be given the higher cost range for this purpose. The next meeting was set for Tuesday, November 28, at 3: 00 p. m., at the Fairgrounds office. The Hickman -Williams team then left the meeting. 4. Fair Association Update David Bishop stated that no one from the Fair Association has contacted him, and that County Counsel Rick Isham has not been contacted very often either. He stated that the Board wants to comply with the letter of the law and execute the document; he does not want further negotiation. Jim Diegel agreed that this is the way to go. Lee Smith said that the County is only willing to assume lawful bills, and that there are questions regarding some of the bills. David Bishop explained that County finance employees are working on this issue, and that some of the bills go as far back as 1998 and 1999. Some were "handshake" deals as well. Mr. Bishop further stated that he is alarmed that the Fair Association met but did not elect officers; which means, in effect, that Elton Gregory will continue as the President. He further said that he has no idea where the agreement is in regard to the Fair Association operating the County Fair. Jim Diegel stated that he is upset over newspaper quotes, as given to the press by the attorney for the Association. MINUTES of Fair Board meeting Thursday, November 9, 2000 Page 5 of 10 Pages 5. PRCA Event David Bishop said that the PRCA starts tonight, and their contract needs to be approved. Dan Despotopulos explained that the County used its equipment and labor to move the dirt into the arena, and will also remove it. He said that he is providing janitorial and ticket collection labor, but this is not a major expense, about $200. He further stated that he would have a check for them in the morning, and another after the completion of the event. (A general discussion occurred regard the type of dirt utilized, its possible re -use, etc.) JIM DIEGEL: I move approval of the PRCA contract. JOHN LEAVITT: I second. VOTE: Unanimous "ayes". 6. Alcoholic Beverages on Premises David Bishop explained that in the past it was common to allow alcoholic beverages for the staff and by the staff on the premises; however, he has advised Dan Despotopulos that this will not be allowed. Dan agreed that they would adhere to this policy. (A general discussion occurred regarding past practices and how this issue will be addressed in the future.) 7. Fairgrounds Personnel Issues David Bishop brought up a question as to when the Express Personnel employees can come on board. He explained that the first thing to be addressed contract between the Fair Association, Fair Board and the County needs to be signed, and that Personnel needs to categorize and evaluate the positions. This may not happen by December 1St Jim Diegel asked if they should be employees of the County, and does labor factor in. Dan Despotopulos said that he agrees, but the permanent management should be in place first, as they may want to handle this issue differently. It may be premature to make them County employees. MINUTES of Fair Board meeting Thursday, November 9, 2000 Page 6 of 10 Pages He said some personnel changes have been made that are much more efficient than before. He also explained that some changes have been made for security purposes, such as re -keying the buildings. (He indicated that there were a number of master keys "out then "e that were not accounted for.) Lee Smith said that we should defer the issue until November 20th, when a meeting will be held with the County. David Bishop asked why these employees would not be kept on board. Jim Diegel explained that this implies permanence, which would be hard to change at a later date. Mr. Bishop suggested that a message be given to the staff explaining the situation so they will not have to guess month to month; he wants them to know they are not just rentals. Jim Diegel said this should be a joint recommendation from the Fair Board and the County, but that the employees should know what is going on. 8. EBMS Software Package David Bishop asked for details regarding the EBMS software package being used. Dan Despotopulos explained that this is an event management program, which has a lot of capabilities that are barely being used. (A general discussion occurred regarding upcoming events, how they are tracked, etc.). He further explained that the schedule on the books goes up to year 2004, and that it also does a calendar of events. He emphasized that the software package is very underused, and should be able to provide much more information. He further stated that he now has a cash management plan in place, which is tied to the register; it is accounted on a daily closeout sheet, with daily deposits. He also said that paperwork goes to the County each week, and that it has been backtracked to October 10th. It's now very detailed. They can also go on line directly with the County. Jim Diegel said he had heard that EBMS was questionable, and may have been over -sold. He asked if it allows you to easily figure out whether you're making money. Dan Despotopulos said that five auditors have been going through everything at this time, and that the results should allow an income statement to be made. MINUTES of Fair Board meeting Thursday, November 9, 2000 Page 7 of 10 Pages (A discussion then occurred regarding some of the existing contracts, the fixed costs of the buildings, equipment rental, labor, and so on. Dan Despotopulos indicated he could now come up with total expenses per room and event.) Dan Despotopulos explained issues regarding the caterers. He also said that many contracts were done in a haphazard manner; some he was able to change; others he has not been able to change. He said he is mainly concentrating on the operation of the buildings at this point to have them be profitable or at least break-even. Lee Smith said he likes that approach, as it makes more sense than all the discounts and kickbacks. (A general discussion occurred regarding keeping it simple; but that whatever software is used needs to be compatible with the County.) Lee Smith stated that reserves need to be built into the budget, as this has not been addressed. Jim Diegel said that depreciation needs to be funded, and that simple financials with integrity are needed, and sound, prudent decisions need to be made. He explained that he would like to use this information for strategic planning and consistent pricing. Dan Despotopulos said that a lot has been done, and more will be known after the auditors are done. Lee Smith stated that some cities use information on the impact of events for a very detailed return on investment within the community. David Bishop said that the Fair Board needs to be able to present this type of information to the community to use it for ammunition. (A discussion then took place regarding the type of information that can be gathered and the entities that might be able to provide it, such as COVA.) David Bishop asked Dan Despotopulos if he could have a snapshot report on the financials before November 28th. Dan said he will put that report together, and may be able to tie it into the County's system. 9. 4-H Building Update Dan Despotopulos said he had met with Tom Wykes of 4-H/Extension, and indicated that there is not enough room for them in the old office building, so they looked at North Sister. He said it is his understanding that Commissioner Luke may not want them in one of the buildings permanently. MINUTES of Fair Board meeting Thursday, November 9, 2000 Page 8 of 10 Pages Dan Despotopulos explained that given the number of use days of the building, it would not make sense to let 4-H use it. He suggested to them that they bring in office trailers and tie into the water and power systems; and that they should schedule the use of buildings through the office. They should not use Fairgrounds buildings on a permanent basis. Jim Diegel said they need to keep in mind that this is a Fair Board decision, not the County's. 10. DCFE Vision Jim Diegel said the group needs a focused vision for the facility, which includes marketing and a business strategy. Lee Smith agreed, and stated that some experts in the area have said that the facility cannot break even. He said there are also issues regarding the types of uses. He said we should expect more, and then we will get to a break-even situation. If you don't operate with that expectation, you will never get there. Some events may need subsidizing, but this decision is to come from the Fair Board. (To David Bishop) - We need the guidance of the Chair to oversee this. Lee Smith stated that he hopes the group will be less myopic; they should look beyond Deschutes County events to larger markets. David Bishop suggested work sessions to talk about the vision for the facility, and this vision should involve people from outlying parts of the County. He further said he is opposed to competing with private enterprise. Dan Despotopulos said that the NBA is looking at the Fairgrounds for a game between the Sacramento Kings and the Portland Trailblazers next year. They are also looking at Reno. He stated it would be televised, and would make money for the facility and for the community as well; and would also be good exposure for the area. He said Eagle Crest is supporting this and would be the promoter. (A discussion then took place regarding the details and parameters of this event, plus the potential benefits. The group also discussed the possibility of the High Desert Spectacular being held at the facilities, which would be televised on ESPN and would also provide good exposure. Also discussed were other potential events that could utilize the Fairgrounds facility.) MINUTES of Fair Board meeting Thursday, November 9, 2000 Page 9 of 10 Pages 11. Management Update David Bishop said that it appears Dan Despotopulos is pulling a lot of things together regarding the operation of the Fairgrounds, but that the Fair Board is meeting with the County on November 20`h and will discuss the long-term management of the facility at that time. Chair David Bishop adjourned the meeting at 5:42 p. m. 90WITIM Respectfully Submitted, Bonnie Baker Acting Recording Secretary MINUTES of Fair Board meeting Thursday, November 9, 2000 Page 10 of 10 Pages