2006-77-Minutes for Meeting October 18,2005 Recorded 1/24/2006~`'cEs c
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C1 Deschutes County Board of Commissioners
1130 NW Harriman St., Bend, OR 97701-1947
(541) 388-6570 - Fax (541) 388-4752 - www.deschutes.org
MINUTES OF DEPARTMENT UPDATE - FAIR & EXPO CENTER
DESCHUTES COUNTY BOARD OF COMMISSIONERS
TUESDAY, OCTOBER 18, 2005
Commissioners' Conference Room - Administration Building - 1300 NW Wall St.., Bend
Present were Commissioners Michael M. Daly and Dennis R. Luke; Commissioner
Tom De Wolf was out of the office. Also present were Mike Maier, County
Administrator; David Givans and Anna Johnson, Commissioners' Office; Mike
Manley and Dan Despotopulos, Fair & Expo, and one other citizen.
The meeting began at 3: 00 p. m. A copy of the agenda is attached for reference.
The group discussed first quarter revenue and other financial information,
including the economic impact summary.
The Commissioners were advised that the County Fair Board voted to approve the
existing food and beverage contract.
Being no further items addressed, the meeting adjourned at 4: 00 p.m.
DATED this 18th Day of October 2005 for the Deschutes County Board of
Commissioners.
Tom DeWolf, Chair,
Y5
ATTEST:
Recording Secretary
r
Dennis R. Luke Comi
DESCHUTES COUNTY OFFICIAL
NANCY BLANKENSHIP, COUNTY
COMMISSIONERS' JOURNAL
2006-77
issioner
?issioner
RECORDS
ryd } ~~n{C{~~~
CLERK
01/24/2006 03;37;07 PM
Bonnie Baker
From: Dan Despotopulos
Sent: Monday, October 17, 2005 8:35 AM
To: Bonnie Baker
Cc: Mike Maier; Tom DeWolf; Dennis Luke; Mike Daly
Subject: agenda
Bonnie:
Here is the agenda for my meeting with the BOCC tomorrow(10/18) at 3:00pm.
1. 1st Quarter report
2. County Fair Board
3. Mt. Bachelor
4. Other
Dan
1
Deschutes Fair Expo
1st Quarter
July 1 - September 30, 2005
Revenue
Food & Beverage
Economic Impact
Sales Summary
Jul
$
174,199.95
$
80,700.54
$
17,572,895.49
$
618,076.41
August
$
28,276.00
$
61,628.70
$
6,619,610.70
$
458,290.00
September
$
21,680.63
$
6,656.41
$
683,076.63
$
265,002.57
$
224,156.58
$
148,985.65
$
24,875,582.82
$
1,341,368.98
Roxia ThorntonTodoroff
Director of Sales Marketing
July 2005 Sales Summary
Sales, Revenue & Economic Impact Summary:
Sales, Revenue & Economic Impact Summary reflects the total revenue to DCFE for July
2005, at $174,199.95. Food & Beverage revenues totaled $80,700.54. The largest
documented visits were shown at the Great North American Rally. The total estimated
economic impact to Central Oregon is equated at $17,572,895.49.
Sales Activity Summary:
Sales Activity Summary details 9 Proposals written for future business and 12 events
contracted in July, totaling $618,076.41 in proposed revenue to DCFE.
Site tours and group meetings scheduled included:
• Great North American RV Rally Coordination
• APHA Bid Presentation
• RVing Women's Rally Site Inspection and Meeting
• Audra Green - Air Life's 20th Anniversary Celebration
• St. Charles Holiday Celebration
By: Roxia Thornton Todoroff
Director of Sales
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Deschutes County Fair Expo
July 2005
Sales Activity Summary
STATUS
EVENT NAME
TRANSACTION
DATES
EVENT DATES
REVENUE TO
DCFE
OPTION
YEARS
BOOKED
Proposal
Hooker Creek Holdiay Celebration
7/5/2005
12/9/2005
$2,500.00
Contracted
School Bus Safety Seminar
717/2005
June 2006
$472.00
Proposal
Stewart Wedding
7/7/2005
Jul 2006
$625.00
Catering not
included
Contracted
Cowboys Indians & Antique Auction
7/11/2005
6-May-06
$798.00
Proposal
Humphreys Wedding
7/11/2005
10/1/2005
$525.00
Catering not
included
Proposal
Ron Turner Excavating Tradeshow
7/11/2005
open
$1,520.00
Contracted
Demo Derby
7/12/2005
17-Jun-06
$567.20
Proposal
American Paint Horse Association Show
7/13/2005
Open
Proposal
World of Log Homes Show
7/13/2005
January 2006
$13,200.00
Proposal
RVing Womens Convention
7/14/2005
09/01/05
$2,100.00
Proposal
Safari Club Holiday Celebration
7118/2005
04/01/06
$750.00
Contracted
Catering for Great North American Rally
7/18/2005
Jul Rally 2005
$27,500.51
Contracted
CO High School Equestrian Meets
7/20/2005
04/28/06
$4,400.00
Contracted
CO High School Equestrian Meets
7/20/2005
03/19/06
$4,400.00
Contracted
CO High School Equestrian Meets
7/20/2005
02/24/06
$4,400.00
Contracted
NW Supercross
7/21/2005
2006 - 2010
$61,225.00
Option Years Blocked
NW Supercross
7/21/2005
$61,225.00
2011-2015
Contracted
SAW Ag Safety
7/25/2005
12/07/05
$503.00
Booked
Great North American Rally
7/27/2005
Jul 2007
$420,000.00
2007-2009
Contracted
Deschutes County Sheriffs Training
7127/2005
8-24 & 26-05
$902.70
Contracted
Promociones La Tunita
7/28/2005
17-Sep-05
$2,500.00
Proposal
Class Reunion 1996
7/28/2005
August 2006
$1,940.00
Catering not
included
Booked
Career Expo
7/29/2005
3/15/2006
$4,283.00
Fair Trade
Contracted
Mexican Rodeo
7/29/2005
09/10/05
$1,740.00
$618,076.41
by: Roxia Thornton Todoroff
10/17/2005
On Site Concessions & Catering
Excellent VenvC:nni (:nnrl 77n;r P- r~mmor*~
Quali of Food
X
Customer Service
X
Timeliness
K
Food Presentation
X
Re_n..t31 Facility / Operations
Please Rate F.xcellent Verv nnnd (7nnr1 Fnir Pnnr (nmman4c
Cleanliness
X
Room Set-up
X
Responsiveness of
Staff
X
Staff Appearance
X
Attention to detail
K
Sales Manager
ricasc irate Exceitenr very Good Good Pair Poor Lomments
Res onsiveness ~C
Communication X
Follow-up X
Number of participants? Number of Attendants? jr
% of Out-of-Town? Where did you stay?
Restaurants visited? Area Attractions visited?
How do you rate your overall Central Oregon Experience? Excellent X Good Fair Poor
COMMENTS
Alpenlite Dinner
July 8, 2005
Deschutes Fair & Expo
3800 SW Airport Way, Redmond, OR 97756
Phone 541-548-2711 Fax: 541-923-1652
August 2005 Sales Summary
Sales, Revenue & Economic Impact Summary:
Sales, Revenue & Economic Impact Summary reflects the total revenue to DCFE for
August 2005, at $28,276.00. Food & Beverage revenues totaled $61,628.70.
The largest documented visits were at the Deschutes County Fair with over 201,000
attendees going through the gate as well as at the AQHA Regional Horse Show with
3000. The total estimated economic impact to Central Oregon is equated at
*$6,619,610.70
"includes Fair attendance
Sales Activity Summary:
Sales Activity Summary shows 22 event dates blocked, 9 proposals written, 2 leads and
18 events contracted totaling $458,290.00 in proposed revenue to DCFE.
Site tours and group meetings scheduled included:
✓ Martin Arata - Proposed Regional Volleyball Tournament
✓ Benjamin Garcia - Mexican Rodeo Promoter
✓ Kathy Cook - Pacific Coast Cutting Horse Associaiton
✓ Tasting with the Committee for the Saints Gala Benefit
✓ Lynn Mesur - Central Oregon Goat Show
✓ Henry Benett - Bull & Boogie - 4t' of July
By: Roxia Thornton Todoroff
Director of Sales
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Deschutes County Fair Expo
August 2005
Sales Activity Summary
STATUS
EVENT NAME
TRANSACTION
DATES
EVENT DATES
REVENUE TO
DCFE
OPTION
YEARS
BOOKED
Contract Sent
Career Expo
8/1/2005
16-Mar-06
$ 4,283.00
Contract Sent
Hap Taylor & Sons Holiday Celebration
8/8/2005
Dec 17 2005
$ 2,390.00
Contract Sent
4-H Horse Practice for Sate Fair
8/9/2005
no charge
Contract Sent
Central Oregon Wireless
8/9/2005
15-Aug-05
$ 206.00
Contract Sent
Central Oregon Wireless
8/9/2005
15-Aug-05
$ 197.00
Catering
Contract Sent
4-H Horse Practice for Sate Fair
8/9/2005
19-Aug-05
no charge
Contract Sent
4-H Judges Training
819/2005
October 7-9, 2005
no charge
Contract Sent
Moe's Piano Sale
8/10/2005
September 24-25, 2005
$ 3,012.00
Contract Sent
Central oregon Business Trade Fair
8/25/2005
27-Apr-06
$ 5,354.00
Contract Sent
Central oregon Business Trade Fair
8/25/2005
27-Apr-07
$ 5,354.00
Contract Sent
Central oregon Business Trade Fair
8/25/2005
27-Apr-08
$ 5,354.00
Contract Sent
Central Oregon College Fair
8/30/2005
5-Oct-05
$ 2,620.00
Option Years Blocked
Central Oregon Goat Show
8/31/2005
May 2007 - 2016
$ 24,455.00
2007 - 2016
Contract Sent
Great North American Rally
8/29/2005
$ 2,007.00
$ 140,000.00
2009
Proposal Sent
Bar 7 A Holiday Celebration
8/29/2005
December 2005
$ 375.00
Contract Sent
Pacific Coast Cutting Horse Association
8/25/2005
June/July 2007
$ 63,000.00
Contract Sent
Pacific Coast Cutting Horse Association
8/25/2005
June/July 2008
$ 63,000.00
Contract Sent
Pacific Coast Cutting Horse Association
8/25/2005
June/July 2009
$ 63,000.00
Proposal Sent
Oregon Fish & Wildlife Conference
8123/2005
July 2006
$ 7,622.50
Blocked Space
New Years Bull & Boogie
8/19/2005
12/31/05
$ 6,120.00
Blocked Space
New Years Bull & Boogie
8/19/2005
12/31/06
$ 6,120.00
Blocked Space
New Years Bull & Boogie
8/19/2005
12/31/07
$ 6,120.00
Blocked Space
New Years Bull & Boogie
8/19/2005
12/31/08
$ 6,120.00
Proposal Sent
Region 6 Engine Tender Inspections
8/10/2005
March 2006
$ 5,800.00
Dates Blocked
Promociones La Tunita
819/2005
02118/06
$ 2,793.00
Dates Blocked
Promociones La Tunita
8/9/2005
04/22/06
$ 2,793.00
Dates Blocked
Promociones La Tunita
8/9/2005
05/27/06
$ 2,793.00
Dates Blocked
Promociones La Tunila
8/9/2005
07/15/06
$ 2,793.00
Dates Blocked
Promociones La Tunita
8/9/2005
08/26/06
$ 2,793.00
Dates Blocked
Promociones La Tunita
8/9/2005
09/30/06
$ 2,793.00
Dates Blocked
Promociones La Tunita
8/9/2005
10/28/05
$ 2,793.00
Dates Blocked
Promociones La Tunita
8/9/2005
11/25/06
$ 2,793.00
Proposal Sent
Redmond High School Prom
8/5/2005
April 2006
$ 2,919.00
Proposal Sent
Thompson/Weisert Wedding
8/2/2005
July 2006
$ 1,000.00
Proposal Sent
Volleyball Tournament
8/1/2005
May 2006
$ 8,100.00
Information Sent To
Lead
Government Program Specialist
8/4/2005
Smart Meetings Advertising
Lead
Information Sent To
Lead
Clallam County
8/4/2005
Smart Meetings Advertising
Lead
Proposal Sent
Ana Alverez
8/22/2005
07101/06
$ 2,625.00
Proposal Sent
Kate Gregory
8/23/2006
Spring / Summer/ Fall 2006
Equestrian Event Bid
Proposal Sent
DeHart Wedding
8/23/2005
05/06/06
$ 600.00
$ 458,290.50
by: Roxia Thornton Todoroff
10/17/2005
On Site Concessions & Catering
Excellent Verv (;nnrl
Quality of Food
Customer Service
Timeliness
Food Presentation
Rental Facility / Operations
riease rcaie rxcenent very Good good Pair Poor Comments
Cleanliness
Room Set-up
Responsiveness of
Staff
Staff Appearance
Attention to detail
Sales Manager
rlease rldK; rIxcellenC very UOO(I Uooa Fair Poor Comments
Responsiveness
Communication
Follow-Up
Number of participants? Number of Attendants? Amrpk 6m
% of Out-of-Town? Where did you stay?
Restaurants visited? Area Attractions visited?
How do you rate your overall Central Oregon Experience? Excellent Good Fair Poor
COMMENTS
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Air Life - 20`h Anniversary 1 C qULj
August 20,:2005
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Deschutes Fair & Expo
3800 SW Airport Way, Redmond, OR 97756
Phone 541-548-2711 Fax: 541-923-1652
On Site Concessions & Catering
FXrPllent vrnr (;nnrl (:nnri F„r D., -+t
Quality of Food
Customer Service
Timeliness
Food Presentation
Rental Facility / Operations
riease Kate hxceit nt Very (food :.load Fair Poor Conmients
Cleanliness
Room Set-up
Responsiveness of
Staff
Staff Appearance
Attention to detail
Sales Manager
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Restaurants visited? Area
How do you rate your overall Central Oregon Experience?
COMMENTS
Autocross
August 27-28, 2005
Deschutes Fair & Expo
3800 SW Airport Way, Redmond, OR 97756
Phone 541-548-2711 Fax: 541-923-1652
September 2005 Sales Summary
Sales, Revenue & Economic Impact Summary:
Sales, Revenue & Economic Impact Summary reflects the total revenue to DCFE for
September 2005, at $21,680.63. Food & Beverage revenues totaled $ 6,656.41. The
largest documented visits were at the High Desert Swap Meet Show with 12,000
attendees. The total estimated economic impact to Central Oregon is equated at
$683,433.04.
Sales Activity Summary:
Sales Activity Summary details 15 proposals written, 40 events contracted totaling
$265,002.57 in future and proposed revenue to DCFE.
Site tours and group meetings scheduled included:
• Barb Malcom - St. Charles Gala Benefit
• Karen & Larry Walker - United Church of God
• Kim Reed - USFS
• West Coast Productions
• Butch Ramsey - High Desert Old Car Swap
• Regional Cooperative Marketing Committee Meeting
• Les Schwab Memorial Service Set up & Coordination
• Margaret Schinkel - PEO Conference meeting
• Henry Bennet - Bull & Boogie / 4a' of July Bull Blowout Meeting
• JT Taylor
• Carole Loving - Sara Fisher Banquet planning meeting
• Kerra Thompson - Wedding
• Carol Nelson - Winterfest
By: Roxia Thornton Todoroff
Director of Sales
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Deschutes Expo
September 2005
Sales Activity Summary
STATUS
EVENT NAME
TRANSACTION DATES
EVENT DATES
REVENUE TO DCFE
Proposal
Village Baptist Church Youth Camp
9/1/2005
7/6/2006
$ 5,530.00
Contracted
Central Oregon Goat Show
9/1/2005
5/27/2006
$ 940.00
Contracted
Redmond High School Prom
9/2/2005
April 22, 2006
$ 2,919.00
Contracted
Deschutes County Flu Clinic
9/6/2005
11/2/2005
no cost
Contracted
Bar 7 A Holiday Celebration
9/6/2005
12/3/2005
$ 375.00
Proposal
Wiggers Wedding
9/7/2005
July 2006
$ 1,500.00
Contracted
Oregon Angus Assocaiton Banquet Catering
9/7/2005
10/29/2005
$ 1,520.30
Contracted
High Desert Green Industry Conference
9/8/2005
Feb 2006
$ 2,695.00
Contracted
Master Gardners
9/8/2005
Jan - April 2006
$ 750.00
Contracted
Great North American RV Rally
9/8/2005
July 2009
$ 140,000.00
Contracted
USFS Leadership Series
9/13/2005
12/12/2005
$ 140.00
Proposal
Hyde / Pipineau Wedding
9/13/2005
July 2006
$ 1,915.00
Proposal
New Years Bull & Boogie
9/14/2005
12/31/2005
$ 6,120.00
Proposal
Redmond High School Senior Party
9/15/2005
6/7/2006
$ 1,300.00
Proposal
Jello Jams Concert
9/15/2005
2/26/2006
$ 2,600.00
Contracted
High Desert Festival of the Horse
9/16/2005
7/15/2006
$ 540.00
Contracted
High Desert Old Car Swap
9/16/2005
9/9/2006
$ 3,275.00
Contracted
Towne & VonBorstel Wedding
9/19/2005
12/31/2005
$ 1,750.00
Proposal
US Postal Service
9/19/2005
December 2005
$ 13,020.00
Organized
Les Schwab Memorial Service
9/20/2005
9/23/2005
no charge
Blocked
EVOC Training
9/20/2005
11/5/2005
$ 1,075.00
Contracted
Sheriffs - Evoc Training
9/21/2005
11/28/2005
$ 1,075.00
Proposal
American Paint Horse Assocaiton Show
9/22/2005
October 2006
$ 12,000.00
Proposal
Northwest BMX Finals
9/23/2005
2007
no quote
Proposal
Livestock Event - Theresa Denham
9/24/2005
Open
$ 840.00
Contracted
Winterfest
9/26/2005
11/4/2005
$ 3,709.00
Contracted
St. Charles Gala Benefit Banquet Catering
9/26/2005
11/5/2005
$ 17,321.22
Contracted
College Fair Catering
9/26/2005
10/5/2005
$ 1,380.60
Proposal
Central Oregon Rabbit Show
9126/2005
9/8/2006
$ 1,008.15
Proposal
Desert Brawl
9/27/2005
6/30/2006
$ 1,410.00
Contracted
Sarah Fisher Banquet Catering
9/27/2005
10/28/2005
$ 13,096.80
Proposal
Bend Bullets Hockey League - Practice
9/28/2005
Oct. - Aug
$ 11,000.00
Contracted
Safari Club International Fundraiser
9/29/2005
4/1/2006
$ 750.00
Option Year
Contract Sent
Mt. Bachelor Kennel Club
9/29/2005
June 2006
$ 10,787.50
Proposal
Desert Brawl
9-27-054
411/2006
$ 1,410.00
4 - H Contracts
$ 263,752.57
Contracted 4-H Flying Lead Change Clinic 9/12/2005
9/23/2005
Contracted 4-H Dad Potter Tryouts 9/12/2005
9130/2005
Contracted 4-H Flying Lead Change Clinic 9/12/2005
10/28/2005
Contracted 4-H Flying Lead Change Clinic 9/12/2005
11/18/2005
Contracted 4-H Beef Weigh In 9/12/2005
2/4/2006
Contracted 4-H Livestock Meeting 9/12/2005
2/20/2006
Contracted 4-H Livestock Meeting 9/12/2005
4/17/2006
Contracted 4-H Sheep, Swine, Goat Weigh In 9/12/2005
5/15/2006
Contracted DCLA Performance Horse Show 9/12/2005
5/27/2006
$ 225.00
Contracted 4-H Juniper Jackpot 9/12/2005
6/9/2006
$ 400.00
Contracted DCLA Ranch Horse Show 9/12/2005
6/17/2006
$ 225.00
Contracted 4-H Livestock Meeting 9/12/2005
6119/2006
Contracted 4-H Record Book Check 9/12/2005
6/2212006
Contracted 4-H Record Book Check 9/12/2005
7/5/2006
Contracted 4-H Record Book Check 9/12/2005
716/2006
Contracted 4-H Record Book Check 9/12/2005
7/10/2006
Contracted 4-H Horse Fair 9/12/2005
7/20/2006
Contracted 4-H Livesotck Meeting 9/12/2005
Contracted 4-H Leaders & Members Recognition Dinner 9/12/2005
Contracted 4-H Record Book Check 9/13/2005
9/18/2005
11/11/2006 $ 400.00
6/23/2006
Contracted 4-H Dog Show 9/13/2005
10/22/2005
Contracted DCFA Superintendents Meeting 9/20/2005
1015/2005
$ 1,250.00
$ 265,002.57
by: Roxia Thornton Todoroff
Director of Sales
1 ' ' 7'
1
E
'XF
C aNT
On Site Concessions & Catering
Excellent Verv nnnd nnnd Fair Pnnr Cnmme.nts .
Quality of Food
Customer Service
Timeliness
i/
Food Presentation
Rental Facility / Operations
Please Rate Excellent Verv Crood Goon Fair Poor Comments
Cleanliness
Room Set-up
Responsiveness of
Staff
✓
Staff Appearance
Attention to detail
Sales Manager
T1_
Please irate Excellent Ve hood good rain Poor Comments
Responsiveness
Communication
Follow-up
How do you rate your overall Central Oregon Experience? Excellent Good L/ Fair Poor
COMMENTS
t S k ALe ua 4vii
Ve -
Seniors & People with Disabilities
September 28-29, 2005
Deschutes Fair & Expo
3800 SW Airport Way, Redmond, OR 97756
Phone 541-548-2711 Fax: 541-923-1652
On Site Concessions & Catering
Excellent Verv Good Crnnd Fair Pnnr ('nMMPTlt-
uali of Food
Customer Service
Timeliness
Food Presentation
Rental Facility / Operations
-11-
1 .1- Lna.~.Ut.lu V { L vvvU vVVU rau rVVl %-V11ll11G1nJ
Cleanliness
Room Set-up
Responsiveness of
Staff
Staff A earance
Attention to detail
Sales Manager
r1ease rtdm Excenent V e Uooa vooa Fair Poor Comments
Responsiveness
Communication
Follow-up
Number of participants? Number of Attendants?
% of Out-of-Town? Where did you stay?
Restaurants visited? Area Ag&Lctions visited?
How do you rate your overall Central Oregon Experience Excellent Good Fair Poor
C0MMRNTS
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Riddle School
September 26-30 2005
r
~ Deschutes Fair & Expo
3800 SW Airport Way, Redmond, OR 97756
Phone 541-548-2711 Fax: 541-923-1652