HomeMy WebLinkAboutFair & ExpoFair & Expo Center
Presenter:
Geoff Hinds
▪FY23-24 Proposed Budget Presentation
Budget Committee Meeting | May 24, 2023
Department Overview
•Fund 615: Fair & Expo year-round operations
•Fund 616: Annual Fair & Rodeo
•Fund 617: Fair & Expo Capital Reserve Fund
•Fund 618: RV Park
•Fund 619: RV Park Capital Reserve Fund
Mission: Provide and operate a
premiere multi-purpose facility
offering exceptional customer service
and an environment of fun while
maximizing the economic potential of
the facilities, as well as the economic
impact for Deschutes County.
Department Accomplishments
•Produced a highly successful 2022 Deschutes
County Fair & Rodeo, with highest ever
attendance and earnings in all categories.
•Received numerous industry awards including
NPRA 2022 Fair Rodeo of the Year and 10
awards from Western Fairs Association.
•Continued to play an important role in
emergency response as an evacuation center
for fires and other local disasters, as well as a
staging area in preparation for incidents.
•Served as an offsite host facility for the
Deschutes County Circuit Court, allowing
justice to continue to be served within our
community despite the
impacts of COVID 19.
FY 23-24 Department Budget Details
Fair & Expo is an enterprise fund, with multiple
business lines across several funds. Resources
are generated through the short-term leasing of
space, Food & Beverage sales, and equipment
rental
•Revenues from all funds are expected to
increase significantly due to the
recruitment of multiple new/large events
Funding is also received from Transient Lodging
Tax (TLT) funding, spread across all funds
including Capital Reserve funds
•TLT funding is anticipated to be reduced
from FY22 and FY23 amounts by a
small amount
23-24 RESOURCES
FY 23-24 Department Budget Details
•Increases in number of FTE’s and inflation
will be the largest drivers of additional
expense for all Fair & Expo funds.
•Addition of up to 4 new positions in order
to meet demand of multiple new large
contracts, and to continue to provide repair
of an aging facility
23-24 REQUIREMENTS
FY 23-24 Department Fiscal Issues
•Continued repair and replacement of aged
equipment across the 320-acre Fair & Expo
Campus.
Despite best efforts and significant growth of the
Reserve fund over the past 5 years, current
Reserve funds remain underfunded to address
current and future repair; by a significant amount.
Short and long-term Fiscal Issues
Current Challenges and Future Initiatives
•Well and Irrigation
repairs/replacements
•HVAC repair/replacements
•Roof repair/replacements
•Asphalt repair/
replacement/enhancement
•Interior drop ceiling
repairs/replacement
•Sidewalk repair/replacement
•Plumbing upgrade/replacement
•Facility exterior and interior
fence repair/replacement
•While still the premier facility of its
type in the Northwest, the Fair & Expo
complex is now over 20 years old. An
increase in repair and maintenance
items is expected in order to keep the
facility both first class and operational.
Challenges Future Initiatives
•Facility exterior siding
repairs/replacement
•Interior/Exterior paint
•Flooring repairs/replacements
•North Sister/HDAC/Arena/Barns
•Exterior landscape
repair/replacement
•Event Center Audio/Video
System
•Outdoor Arena
Electrical/Lighting upgrades
•R.V. Park Expansion
•On Grounds and Park
Expansion
FY 23-24 Department Budget Details
•FUND 616 -Annual Fair & Rodeo
•Continue to invest in brand building and creation of experience
•Build on success of 2022 Fair
•Expect slightly lower attendee spending
•Significant cost increases across all areas of
operation including Labor, Supplies, Materials,
and Entertainment
•Continue to invest in brand building and
creation of experience
•Significant increase in headline
entertainment drove up expenses, and
enhances our need to diversify type and
scope of entertainment offerings
•Focus on providing relevant community
focused entertainment and experiences
•Determination of key target growth
demographics
•Continue to reach out to new markets with
additional cultural celebration including a
headline Spanish language concert
•Outreach to new markets
•Investment in education
•Future development of Agricultural
based education offerings for our
community
FY 23-24 Department Budget Details
•FUND 617 –Fair & Expo Capital Reserve
•Investment into the property based on “S.C.A.R.” needs: Safety-Comfort-Aesthetics-Replace/Repair
•Investments into projects that have
partnership/payback
•LED Lighting/Controls through EnergyTrust
•Investments designed to address/mitigate
risk
•Investments that maintain or increase
facility
•Continued Contribution to Fund Balance/Growth
•As facility ages additional facility failures
expected; preparing the fund to be able to
address these
•Between 2020 and 2030 virtually every item
on the F&E Campus will reach the end of
its original useful life
FY 23-24 Department Budget Details
•FUND 618 –RV Park
•Operations
•Adjustment in organizational staffing
levels
•2 new .75 FTE positions created in
FY22, 1 remaining to be filled
•Additional On-Call staff to supplement
as needed
•Additional competition in market and
economic impacts
•Appears to have impacted Winter
business, Spring, Summer, and Fall
appear unaffected to date
•Change in consumer behavior and
visitation continues
•Higher midweek/recreational stays vs.
event based visitation
FY 23-24 Department Budget Details
•FUND 619 –RV Park Capital Reserve
•Investments based on “S.C.A.R.” needs, focused on enhanced guest experience
•Example: WI-FI Buildout
•Funds allocated for catastrophic failure or
damage
•Fund building
•Continue to build the fund for future needs
including the possibility of park expansion
or remodel
•Capital reserve program on track for
current repair and replacement schedules
FY 23-24 Special Requests
•Maintenance Specialist 1 –addition of two positions. The Fair & Expo campus is continually
evolving and in high demand for events of all types and sizes. Increased utilization in tandem
with a facility that has reached 20+ years of age continues to be a strain on existing staffing
levels. As the facility continues to age, and additional business comes on line, additional
Maintenance/Operations staff will be necessary. Funding: 75% Fund 615; 25% Fund 616.
•Administrative Support Assistant. Fair & Expo continues to grow in demand and utilization
for events of all sizes. The addition of multiple large new events, while continuing to serve
existing clients currently taxes existing team members; and creates wait times for those we
serve. This position would create efficiencies in administration of Fair & Expo. Funding: 75%
Fund 615; 25% Fund 616.
•Sales, Marketing & Events Coordinator. This position will allow Fair & Expo to provide support
to existing clients; as well as to effectively market the facility to potential new clients and provide
more effective community relations. This position would also work to identify and solicit new
sponsors as well as to provide additional support to existing sponsors.Funding: 75% Fund 615;
25% Fund 616.
Thank you
Deschutes County Fair & Rodeo: August 2-6, 2023.
See you at the Fair!