Supporting Documentation

Item 3‐a. MINUTES OF THE REGULAR MEETING OF THE BOARD OF DIRECTORS
OF THE NAPA COUNTY FAIR ASSOCIATION
THURSDAY, JUNE 13, 2013
STAFF PRESENT: CEO Carlene Moore
1.
CALL TO ORDER
A regular meeting of the Board of Directors of the Napa County Fair Association was held Thursday, June 13,
2013 in the Tucker Room at the fairgrounds with the following directors present: Chairperson Karan Schlegel,
Directors Jim Keag, Anne Steinhauer, Bob Beck, Bonnie Chisholm, Ray Edds, Nancy Levenberg, Mark Porter,
Mike Winrod. The meeting was called to order at 8:05 PM by Chairperson Karan Schlegel.
2.
PUBLIC COMMENT
Kerri Abreu
Kelly Winrod
Augie Grube
3.
CONSENT CALENDAR
a. Minutes of the Regular Meeting held on May 9, 2013
b. Minutes of the Special Meeting held on May 3 and May 5, 2013
c. Agreements entered into during month of May
i. Interim Rental Agreements –LA#13-057 through LA#13-060
ii. RV Agreements – RV#13-330 through RV#13-331
iii. Standard Service – SS#13-427
iv. Judges – JA#13-921 through JA#13-927
v. Entertainment – ENT#13-809 through ENT#13-820
d. Committee Reports
i. Finance
e. Correspondence
i. CFSA: 2013 Risk Pool Fee Assessments
ii. CDFA: 2012 Statement of Operations accepted
iii. Thank you’s: El Centro Elementary School, Boys & Girls Club of San Leandro
Motion by Nancy Levenberg, second by Anne Steinhauer to approve consent items as amended. Motion
passed 9-0.
4.
DISCUSSION OF ITEMS REMOVED FROM THE CONSENT CALENDAR
None
5.
OLD BUSINESS
a. Bylaws
Report by Chairperson Schlegel of passage of Bylaws by Association.
Motion by Anne Steinhauer, second by Nancy Levenberg to amend Article 6.1 Membership of Bylaws to
include those individuals residing in the 94515 zip code as voting members.
Page 1 of 3 Item 3‐a. Opened for public comment.
Chris Canning
Kerri Abreu
Closed public comment.
Motion amended by Steinhauer, second by Levenberg to amend Article 6.1 Membership to include any
person residing in a Napa County postal code. Per the Bylaws, vote will take place at next regularly
scheduled meeting.
b. Golf Membership Policy
Staff report presented by CEO Moore.
Opened for public comment.
Kerri Abreu
Closed public comment.
Motion by Nancy Levenberg, second by Mark Porter to approve policy as presented.
6.
NEW BUSINESS
a. 2012 Audit: Accept report
Report presented by Constance Coughlan of Constance Coughlan CPA that 2012 is a clean audit
with no findings, no significant issues, and no exceptions. Since report was not available to board
in writing, Item moved to the August meeting.
Opened for public comment.
Cathy Keag
Closed public comment.
b. CEO Evaluation: Discuss procedure and timeline
Board discussion. Tentatively set date of August 1, 2013 for evaluation.
c. Parade: Approve grand marshal and review director roles
Report by Director Keag.
Motion by Ray Edds, second by Anne Steinhauer to approve Rich Holston as the Parade Grand Marshal.
Motion passed 9-0.
d. West Coast Stock Car Hall of Fame Dinner
Due to the nature of the item and the urgency of the opportunity, Item added to agenda at
beginning of meeting.
Presentation by CEO Moore.
Opened for public comment.
Kerri Abreu
Closed for public comment.
Motion by Mark Porter, second by Bob Beck to approve $2,000 expenditure. Motion passed 9-0.
7.
LONG RANGE PLAN
a.
2013 Planning Session: Strategic Goals
Page 2 of 3 Item 3‐a. Presentation by CEO Moore of Strategic Goals set and the next steps identified at the planning
session.
Opened for public comment.
None.
Closed public comment.
8.
MATTERS OF INFORMATION
a.
CEO REPORT:
CEO Moore reported that we have received our $30,000 allocation from the State; we have had a major
water leak at the front entrance that Dennis Watson has been repairing for us and we have already
contacted the City of Calistoga for financial relief on our next bill; received house inspection for CEO
residence which will be presented at the August meeting; AT&T has expressed interest in a cell tower
on the fairgrounds and we are working with the County on it; tentative timeline set with County for
contract negotiations and presentation to Board of Supervisors.
CEO Moore gave an update on Fair activities, ticket sales, entertainment, special events, contests,
vendors, sponsors, promotions, and the need for volunteers.
CEO Moore requested that the July meeting, scheduled four days after the Fair, be cancelled and the
volunteer appreciation dinner held that night in lieu of the business meeting.
b.
DIRECTORS REPORTS:
Director Edds thanked staff for the effort being made to provide a printed schedule at the gates to our
patrons.
Director Steinhauer reported that she has been reaching out to the fire associations and relevant third
parties to participate in the Firehouse BBQ Challenge.
9.
ADJOURNMENT
Motion by Nancy Levenberg, second by Anne Steinhauer to adjourn at 9:15 p.m. Motion passed 9-0.
Certified to be a true and correct copy.
Carlene Moore
Chief Executive Officer
Date
Karan Schlegel
Chairperson
Date
Page 3 of 3 Item 3‐b. MINUTES OF THE SPECIAL MEETING OF THE BOARD OF DIRECTORS
OF THE NAPA COUNTY FAIR ASSOCIATION
THURSDAY, AUGUST 1, 2013
STAFF PRESENT: CEO Carlene Moore
1.
CALL TO ORDER
A special meeting of the Board of Directors of the Napa County Fair Association was held
Thursday, August 1, 2013 in the Fair Office with the following directors present: Chairperson Karan
Schlegel, Directors Jim Keag, Bob Beck, Bonnie Chisholm, Ray Edds, and Nancy Levenberg. The
meeting was called to order at 6:00 PM by Chairperson Karan Schlegel.
2.
PUBLIC COMMENT
None.
3.
CLOSED SESSION: Pursuant to Section 54957(b) of the Government Code.
a.
Public Employee Performance Evaluation
Title: Chief Executive Officer
The Board adjourned from Closed Session at 7:30 pm.
Chairperson Schlegel reported that salary discussion occurred, however, final action was not taken.
4.
Adjournment
The meeting adjourned at 7:35 pm.
Certified to be a true and correct copy.
Carlene Moore
Chief Executive Officer
Date
Karan Schlegel
Chairperson
Date
1
Item 3-c
Contract # Company or Organization
Amount
13-061
13-062
13-063
13-064
13-065
13-066
13-428
13-429
INTERIM AGREEMENTS
Karen Slusser/Karen Slusser
Saturday, June 22, 2013
Maria Rodriguez/Maria Rodriguez
Saturday, November 9, 2013
Napa County Health and Human Services Agency/Diane Buchanan
Monday, November 4, 2013
US Coast Guard Surface Forces Logistics Center Oakland/Paul Manzer
Friday, August 16, 2013
Maria Vazquez/Maria Vazquez
Saturday, October 12, 2103
Calistoga Cub Football/Misty Taylor
Saturdays, September 7, 21, October 19, 26, November 2, 2013
$1,050.00
$1,050.00
$0.00
$525.00
$1,050.00
$500.00 per game
STANDARD SERVICE AGREEMENTS
Bicycle Billboards Petaluma
$854.00
Marketing Collateral Distributor
Napa County Fair & Fireworks, July 3-7, 2013
Midway Paintball
$0.00
Paintball Vendor
Napa County Fair & Fireworks, July 3-7, 2013
JUDGING AGREEMENTS
13-928
13-929
13-930
13-821
13-822
13-823
13-824
Elizabeth Stokkebye
Fine Arts
Chuck Honek
Photography
Rachel Heim
Photography
ENTERTAINMENT AGREEMENTS
West Coast Blues Review
Friday, July 5, 2013
Michael Thomason Band
Saturday, July 6, 2013
Chase
Wednesday, July 3 and Sunday, July 7, 2013
Glow-in-the-Dark Body Painting
Wednesday, July 3, 2013
$100.00
$100.00
$100.00
$500.00
$1,500.00
$1,000.00
$300.00
Item 3‐d‐i
EXPENDITURES ‐ June 2013
Check #
4710
4711
4712
4713
4714
4715
4716
4717
4718
4719
4720
4721
4722
4723
4724
4725
4726
4727
4728
4729
4730
4731
4732
4733
4734
4735
4736
4737
4738
4739
4740
4741
4742
4743
4744
4745
4746
4747
4748
4749
4750
4751
4752
4753
4754
4755
4756
4757
Vendor
Amount
Costco
$ 114.93
City of Calistoga
$ 2,362.23
Department of Alcoholic Beverage Co $ 125.00
Todd Anderson
$ 82.00
AT&T
$ 476.49
AT&T Mobility
$ 166.68
Patricia Blevins
$ 86.00
Bank of America
$ 3,978.66
Calistoga Chamber of Commerce
$ 200.00
Calistoga Tribune
$ 144.00
Department of Food & Agriculture
$ 1,082.04
Central Valley Builders Supply
$ 1,029.96
California Fair Services Authority
$ 1,064.06
Coffee Guy
$ 25.50
Comcast
$ 122.46
County of Napa
$ 5,524.76
Direct TV
$ 109.98
The Fair Publishing House
$ 130.35
Bruce Gard
$ 42.00
John Gomes
$ 130.00
Jewel Gotz
$ 82.00
GreatAmerica Financial Svcs.
$ 76.34
Mary Ellen Hester
$ 30.51
Jacobsen west
$ 117.95
Joe Branum Tree Care, Inc.
$ 80.00
Kelly‐Moore Paints, Inc
$ 504.65
Markstein Beverage Co.
$ 85.25
MegaPath
$ 141.84
Miller & Owen
$ 2,041.50
Napa Valley Petroleum, Inc.
$ 3,720.87
Napa Sign Shop
$ 193.95
Napa County Mosquito Abatement Di $ 877.23
Betty O'Halloran
$ 82.00
PG&E
$ 9,227.42
Purchase Power
$ 295.10
Rianda House
$ 398.40
Roto‐Rooter
$ 379.50
Saffire Events
$ 1,200.00
Santa Rosa Fire Equipment
$ 661.24
Silverado Ace Hardware, Inc
$ 240.68
KE Spencer
$ 2,000.00
STAATS
$ 657.57
$ 11.40
Standard Insurance Company
Teller Express
$ 19.95
Time Clock
$ 162.30
Bicycle Billboards Petaluma
$ 254.00
Napa County Environmental Managem$ 720.00
American SuperCamp
$ 1,050.00
Description
gc snacks, candy
monthly water & sewer
fair liquor license
refund race RV fees
monthly local & long distance phone service
monthly ceo & after‐hours cell phone service
refund race RV fees
NVOOC awards, aprons, gc supplies, LRP session meeting
annual membership dues
gc monthly ads
monthly RV electrical expansion loan
preschool art plywood, wire, EMT conduit
maintenance consulting services
speedway parking tickets
office & rv park monthly DSL service
monthly health & retirement benefits
gc monthly satellite tv service
ribbons
refund race RV fees
refund race RV fees
refund race RV fees
monthly copier lease
mileage reimbursement
gc mower parts
ground tree stumps on golf course
paint Tubbs and ticket booth
gc beer
gc monthly DSL service
special counsel: bylaws
gas & diesel
ABC required signs
weed abatement
refund race RV fees
monthly gas & electric service
postage, service charge
2012 fair volunteers
clean waste line Butler/gc
fair website maintenance
annual hood & ansul service
electric boxes, barrels, paint remover, paint
marketing director
fair ribbons
monthly life insurance
monthly ATM cellular service
time clock repair
marketing collateral distribution
fair health permits
refund deposit
4758
4759
4760
4761
4762
4763
4764
4765
4766
4767
4768
4769
4770
4771
4772
4773
4774
4775
4776
4777
4778
4779
4780
4781
4782
4783
4784
4785
4786
4787
4788
4789
4790
4791
4792
4793
4794
4795
4796
4797
4798
4799
4800
4801
4802
4803
4804
4805
4806
4807
4808
Cal Mart
$ 216.05
Rocket Booths
$ 300.00
Charlie Wiglesworth
$ 26.42
Classic Party Rentals
$ 2,442.86
Costco
$ 728.02
Annie Baker
$ 36.30
Canyon Rock Company, Inc.
$ 808.08
All Star Alarm
$ 87.00
ELLEN BRAZELTON
$ 35.00
Calistoga Chamber of Commerce
$ 600.00
Cal Mart
$ 56.24
California Fair Services Authority
$ 961.55
Calistoga Grad Night
$ 500.00
City of Light Recording & Sound Cont. $ 500.00
City of Calistoga
$ 5,257.33
CALISTOGA JUNIOR SENIOR HIGH SCH $ 250.00
Clark Pest Control
$ 93.00
Coca‐Cola Refreshments
$ 221.29
Coulson Pest Control
$ 2,350.00
Rotary of Calistoga
$ 71.00
DBI Beverage Napa
$ 204.40
Dell Business Credit
$ 912.13
DNA Synergistic Engineering
$ 96.75
etix
$ 11.25
The Fair Publishing House
$ 60.83
FastSigns
$ 1,064.43
Franchise Tax Board
$ 25.00
Global Tour Golf
$ 221.00
Ignacio Gonzalez
$ 1,050.00
GreatAmerica Financial Svcs.
$ 76.34
Kelly Hart
$ 2.29
Horizon
$ 1,187.37
Joe Branum Tree Care, Inc.
$ 640.00
CDF ‐ Konocti Conservation Camp
$ 677.88
Markstein Beverage Co.
$ 160.65
McMillan Shureen LLP, Attorneys at L $ 110.90
MegaPath
$ 141.84
Mid Cal Tractor
$ 466.17
Miller & Owen
$ 210.00
Nicholas Montanez
$ 1,050.00
Napa County Environmental Managem$ 258.00
Napa Valley Petroleum, Inc.
$ 1,387.91
Occidental Technical Group, LLC
$ 236.25
Office Depot, Inc.
$ 393.36
Office Depot Credit Plan
$ 353.97
PG&E
$ 4,976.59
PNC Bank, National Association
$ 2,326.49
Purchase Power
$ 508.16
Void
$ ‐
RH & Sons Water Services
$ 780.00
RMS North America
$ 150.00
Item 3‐d‐i
judges lunch, gc volunteers lunch, half & half
fair photo fun booth deposit
reimburse electrical parts
chef showcase kitchen rental
entertainer & director hospitality, chef showcase, BBQ
chef showcase thank you gifts
sand sculpture sand
quarterly gc alarm monitor
refund RV fees
website ads
water, ice, soda, half & half
SEL insurance, monthly accounting/payroll/dental
refund deposit
fair radio rental
monthly water & sewer
refund deposit
pest abatement
gc soda, water
gc termite abatement
monthly meetings
gc beer
administrative assistant PC
monthly email & web hosting
April online ticket service fees
fair ribbons
speedway highway banner date changes, fair date change
2012 filing fee
gc embroidered towels
refund deposit
monthly copier lease
reimburse half & half
track fence PVC, sprinklers
fall tree #6 fairway
May fire crews
gc beer
special counsel: bylaws
gc monthly DSL service
technical manual, rough mower rim, greens mower parts
special counsel: agenda format, audit letter
refund deposit
annual HMBP license and permit
gas & diesel
May network support services
paper, envelopes
paper, envelopes, safes
monthly gas & electric service
monthly PVII loan payment
postage
cross connection survey
May RV online reservation fees
4809
4810
4811
4812
4813
4814
4815
4816
4817
4818
4819
4820
4821
Alfredo Rodarte
Roto‐Rooter
Bill Sessa
Shaw Plumbing
Simple Office Solutions
Soroptimist International of Calistoga
KE Spencer
Standard Insurance Company
Upper Valley Disposal
U.S. Post Office
V&G Event Services
Whispering Pines of Calistoga
Costco
$ 2,050.00
$ 2.85
$ 250.00
$ 147.57
$ 140.00
$ 80.00
$ 6,118.37
$ 11.40
$ 2,617.88
$ 165.00
$ 1,040.00
$ 35.50
$ 649.08
Total
$ 90,896.50
Item 3‐d‐i
refund deposit
finance charge
speedway PR services
replace wax ring & flush valves in Art Center restrooms
fix printer networking issues
monthly meetings
posters, rack cards, invitations, newspaper inserts
monthly life insurance
monthly trash removal
PO Box renewal (6 months)
special events security
office, shop, gc drinking water
wine pavilion, chef showcase, interactive contests
EXPENDITURES ‐ July 2013
4822
4823
4824
4825
4826
4827
4828
4829
4830
4831
4832
4833
4834
4835
4836
4837
4838
4839
4840
4841
4842
4843
4844
4845
4846
4847
4848
4849
4850
4851
4852
4853
4854
Change Fund
Canyon Rock Company, Inc.
Bicycle Billboards Petaluma
CALISTOGA OLIVE OIL
Costco
American Medical Response
Sequoia Buck
Karen Bunch
KATE BURKART
Maxx Cabello, Jr.
CYNTHIA CASTILLE
Jil Child
Maggie Chutz
City of Light Recording & Sound Cont.
Susan Clark
Chris Cochran
Void
BRIEN ENGEL
ENTERTAINMENT SERVICES
McKenna Faith
FAST TRACK ENTERTAINMENT
CHRIS GARDNER
JOSE GARCIA
Bruce Hagen
Linda Hagen
Rachel Heim
DAVID HIGHT
Chuck Honek
Eileen Jackson
VAN JONES
Sharon Lampton
THEODORE MATZ
Michael Thomason Band
$ 40,000.00
$ 665.19
$ 600.00
$ 92.00
$ 746.95
$ 1,950.00
$ 50.00
$ 50.00
$ 500.00
$ 1,500.00
$ 300.00
$ 50.00
$ 50.00
$ 16,500.00
$ 1,000.00
$ 100.00
$ ‐
$ 4,500.00
$ 3,000.00
$ 1,000.00
$ 4,500.00
$ 1,500.00
$ 600.00
$ 50.00
$ 50.00
$ 150.00
$ 500.00
$ 100.00
$ 50.00
$ 500.00
$ 50.00
$ 500.00
$ 1,500.00
admissions, parking, concessions, ATM change funds
fireworks sand
balance of marketing collateral distribution
chef showcase thank yous
wine pavilion, chef showcase, interactive contests
SS#13‐407 & 419 first aid & ambulance provider
JA#13‐923 Floriculture
JA#13‐910 Floriculture
ENT#13‐814 Kate Burkhart
ENT#13‐802 Maxx Cabello Jr
ENT#13‐824 White‐Out! body painting
JA#13‐916 Amateur Wine
JA#13‐924 Baked Goods
SS#13‐410 sound, lights, stage
SS#13‐405 admissions supervisor
JA#13‐911 & #13‐912 Home & Hobby and Preserved Foods
ENT#13‐808 Glass Harpist
ENT#13‐807 Decades
ENT#13‐811 McKenna Faith
ENT#13‐806 Kids Pedal Tractor Pulls
ENT#13‐804 Chris Gardner Band
ENT#13‐818 White‐Out! DJ
JA#13‐921 Amateur Wine
JA#13‐922 Amateur Wine
JA#13‐915 & #13‐930 Adult & Youth Photography
ENT#13‐815 Cosmos Percussion Orchestra
JA#13‐929 Photography
JA#13‐919 Floriculture
ENT#13‐820 Later Dayz Band
JA#13‐917 Floriculture
ENT#13‐813 The Radio Effect
ENT#13‐822 Michael Thomason Band
Item 3‐d‐i
4855
4856
4857
4858
4859
4860
4861
4862
4863
4864
4865
4866
4867
4868
4869
4870
4871
4872
4873
4874
4875
4876
4877
4878
4879
4880
4881
4882
4883
4884
4885
4886
4887
4888
4889
4890
4891
4892
4893
4894
4895
4896
4897
4898
4899
4900
4901
4903
4904
4905
4906
Elaine Montaine‐Watson
Isaac Moore
MOVIE‐MIX
David Neft
Kitty Oliver
GARY PENIR
MELISSA PHILLIPS
Void
Professional Event Services
Karyn Pulley
Pyro Spectaculars North, Inc
Rocket Booths
David Rojas
Sandscapes
Jeremy Shafer
Short Circuit Electric
Celeste Smeland
JIMMY SMITH
Stilt Circus
Elizabeth Stokkebye
Swing 7
ZYDECO FLAMES
MICHAEL CURRY
Heather Belford
FELIPE BARRAGAN
BILL BRADDOCK
MARIA CAPDEVIELLE
ANGELO CHAMBRONE
CHATEAU MONTELENA
Maggie Chutz
MICHAEL CURRY
RICHARD HAAKE
JESSICA HARCOURT
JOE HENSLEY
JULIE HOSKINS
CHRISTOPHER LUDWICK
Void
AVELINA MACARY
NAPA SMITH BREWERY
JEFF ORLIK
MASON PARTAK
LINDA SCHEIBAL
SUNSHINE FOODS
Void
JOE VENEZIA
Costco
Bank of America
Helm & Sons Amusements
Jaripeo Professional Ranchero Corp
Annie Baker
INES DE LUNA
$ 50.00
$ 1,000.00
$ 1,500.00
$ 100.00
$ 50.00
$ 400.00
$ 500.00
$ ‐
$ 8,094.00
$ 50.00
$ 8,650.00
$ 666.43
$ 500.00
$ 3,510.00
$ 2,500.00
$ 3,000.00
$ 100.00
$ 500.00
$ 4,800.00
$ 100.00
$ 500.00
$ 1,750.00
$ 500.00
$ 1,250.00
$ 100.00
$ 100.00
$ 100.00
$ 100.00
$ 100.00
$ 100.00
$ 500.00
$ 100.00
$ 100.00
$ 100.00
$ 100.00
$ 100.00
$ ‐
$ 100.00
$ 100.00
$ 100.00
$ 100.00
$ 100.00
$ 100.00
$ ‐
$ 100.00
$ 210.36
$ 8,000.00
$ 4,000.00
$ 12,000.00
$ 100.00
$ 100.00
JA#13‐920 Youth Arts & Crafts
ENT#13‐809 Element of Soul
SS#13‐417 Backyard Railroad
ENT#13‐819 David Neft pianist
JA#13‐914 Quilts
Chef Showcase
ENT#13‐817 Melissa Phillips
SS#13‐406 fair security
JA#13‐913 Home & Hobby
ENT#13‐803 balance fireworks
SS#13‐427 balance of fair fun photo booth
ENT#13‐821 West Coast Blues Review
SS#13‐409 sand sculptor
ENT#13‐801 Jeremy the Juggler
SS#13‐408 fair electrician
JA#13‐926 Fine Arts
ENT#13‐816 The Jimmy Smith Band
ENT#13‐805 Stilt Circus
JA#13‐928 Fine Arts
ENT#13‐810 Swing 7
ENT#13‐812 Zydeco Flames
ENT#13‐823 Chase
May & June accounting services, fair vendor check‐in
Chef Showcase
Chef Showcase
Chef Showcase
Chef Showcase
Chef Showcase
Chef Showcase
ENT#13‐823 Chase
Chef Showcase
Chef Showcase
Chef Showcase
Chef Showcase
Chef Showcase
Chef Showcase
Chef Showcase
Chef Showcase
Chef Showcase
Chef Showcase
Chef Showcase
Chef Showcase
entertainer & directors hospitality water, chef showcase
BOS awards, ipad, parade fans, ice cream makers, supplies
ATM change fund
SS#13‐414 Fiesta Mexicana producer ‐ deposit
Chef Showcase
Chef Showcase
Item 3‐d‐i
4907
4908
4909
4910
4911
4912
4913
4914
4915
4916
4917
4918
4919
4920
4921
4922
4923
4924
4925
4926
4927
4928
4929
4930
4931
4932
4933
4934
4935
4936
4937
4938
4939
4940
4941
4942
4943
4944
4945
4946
4947
4948
4949
4950
4951
4952
4953
4954
4955
4956
4957
Emily Ann Freiman
Catherine George
Karen Lynn Ingalls
Jaripeo Professional Ranchero Corp
Michael Wagner
Costco
Void
Carlene Moore
Acushnet Company
AT&T
AT&T Mobility
Maria Bartolome
Bosko's Trattoria
Cal Mart
Calistoga Towing
Canard Vineyard, LLC
Central Valley Builders Supply
California Fair Services Authority
Void
Circle of Learning
City of Calistoga
Clark Pest Control
Coca‐Cola Refreshments
Coffee Guy
Comcast
Void
Rotary of Calistoga
Dillingham Ticket Co., LLC
Direct TV
Discoveryland Children's Center‐PUC
DNA Synergistic Engineering
FootJoy
Halls Executive Gifts & Awards
Mary Ellen Hester
Highlands Christian Preschool
Jacobsen west
Kelly‐Moore Paints, Inc
CDF ‐ Konocti Conservation Camp
RUBEN LOPEZ
K. LYNN
Markstein Beverage Co.
McMillan Shureen LLP, Attorneys at L
MegaPath
Miller & Owen
Aaron Moore
Napa Valley Petroleum, Inc.
Napa County
Occidental Technical Group, LLC
Office Depot, Inc.
Office Depot Credit Plan
Pace Supply Corporation
$ 500.00
$ 500.00
$ 500.00
$ 24,925.00
$ 2,000.00
$ 111.72
$ ‐
$ 654.62
$ 128.88
$ 298.62
$ 239.01
$ 25.43
$ 313.00
$ 69.61
$ 200.00
$ 382.36
$ 1,112.28
$ 11,417.68
$ ‐
$ 250.00
$ 8,761.80
$ 2,112.00
$ 885.35
$ 25.50
$ 122.46
$ ‐
$ 218.00
$ 1,352.22
$ 109.98
$ 100.00
$ 96.75
$ 237.56
$ 59.81
$ 45.95
$ 150.00
$ 177.61
$ 304.97
$ 903.84
$ 22.50
$ 112.50
$ 5,270.75
$ 907.50
$ 141.84
$ 1,585.00
$ 383.68
$ 3,163.31
$ 5,300.00
$ 1,486.35
$ 1,033.49
$ 249.03
$ 529.16
Arts in Action stipend
Arts in Action stipend
Arts in Action stipend
SS#13‐414 Fiesta Mexicana producer ‐ balance
art center tile installation
volunteer appreciation dinner
reimburse cash register, black lights, flowers
gc balls
monthly local & long distance phone service
monthly ceo & after‐hours cell phone service
reimburse mileage
Reds, Whites & Blues appetizers
gc half & half, water, sodas, wine judging supplies
tow Ford F150
reimburse Reds, Whites & Blues tablecloth rental
propane, flowers, plywood, tie wire
monthly accounting, payroll, workers comp, gen liability
1st place Preschool Art
monthly water & sewer
gc termite abatement
fair & gc soda, water
gc coffee
monthly office & RV park DSL
May & June monthly meetings
parking passes & tickets
gc monthly satellite service
3rd place Preschool Art
monthly email & web hosting
gc gloves
Firehouse BBQ Challenge trophy base
reimburse mileage
2nd place Preschool Art
rough mower axle assembly parts
paint cart barn, fair props
June fire crews
art sale
art sale
fair & gc beer
special counsel: personal contact
gc monthly DSL service
special counsel: Bylaws, voting rights, records request
reimburse PC monitor & keyboard purchase
gas & diesel
2012 & 2013 property insurance
June network support services, PC setup
toner, labels, envelopes, clipboards, tape, glue
envelopes, labels
toilet repair kits, PVC
4958
4959
4960
4961
4962
4963
4964
4965
4966
4967
4968
4969
4970
4971
4972
4973
4974
4975
4976
4977
4978
4979
4980
4981
4982
4983
4984
4985
4986
4987
4988
4989
4990
4991
4992
4993
4994
4995
4996
Pacific Tree Care
CORENE PETERSON
PNC Bank, National Association
Professional Event Services
Purchase Power
Roto‐Rooter
Sac‐Val Janitorial Supply
Silverado Ace Hardware, Inc
Simple Office Solutions
Soroptimist International of St. Helen
KE Spencer
SANTA ROSA MEAT & POULTRY CO
State Farm Insurance Co
Swing 7
Brittney Thompson
WES THOLLANDER
Upper Valley Disposal
Upper Valley Recycling
V&G Event Services
Dennis Watson
Whispering Pines of Calistoga
WILBUR‐ELLIS
MARK ZUKOWSKI
Costco
Louise Schmidt
BB&B Business Group
Calistoga Tribune
Central Valley Builders Supply
Charles White hay Sales
City of Light Recording & Sound Cont.
County of Napa
etix
Fishman Supply Company
Armando Hernandez
Petty Cash
Karen Slusser
Soroptimist International of Calistoga
West Coast Stock Car Hall of Fame
Yountville Sun
$ 480.00
$ 80.00
$ 2,326.49
$ 5,057.25
$ 1,531.44
$ 863.75
$ 886.80
$ 261.95
$ 210.00
$ 641.50
$ 2,725.45
$ 887.69
$ 663.21
$ 300.00
$ 48.59
$ 315.00
$ 2,538.45
$ 27.26
$ 390.00
$ 5,980.17
$ 142.00
$ 215.42
$ 250.00
$ 137.42
$ 40.00
$ 525.00
$ 444.00
$ 3,662.06
$ 300.00
$ 500.00
$ 5,419.48
$ 2,554.90
$ 1,065.85
$ 2,091.00
$ 98.66
$ 1,050.00
$ 324.00
$ 2,000.00
$ 607.60
$ 276,604.44
Item 3‐d‐i
fair highway banner hanging
refund Calistoga Classic entry fees
monthly PVII loan payment
balance of fair security
postage
Tubbs Building, Pro Shop restroom line flushes
janitorial supplies
paint, electrical parts, swamp cooler parts, plumbing
labor & materials replace printer feeder
reimburse gala sparkling wine
marketing director, high‐res photos, rack cards
Firehouse BBQ Challenge meat
Ford F150 semi‐annual insurance
1st place parade
reimburse mileage
art sale
monthly trash removal
finance charge
special event security
main water line repair
office, shop, gc drinking water
gc pesticide
fair photographer stipend
gc snacks, candy
refund BBQ overcharge
Local Happenings ad
monthly weekender, fair ads
plywood, gc sprinkler controller, sprinklers, solenoids
hay delivery
balance of fair sound, lights, stage
monthly health & retirement benefits
replace C#4291, May service fees
janitorial supplies
refund deposit
alfalfa, rollers, postage, parking, decorations
refund deposit
reimburse gala sparkling wine
HOF dinner sponsor
fair ad, inserts
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NAPA COUNTY FAIR ASSOCIATION
Financial Statements
For the years ended December 31, 2012 and 2011
Audited by
COUGHLAN NAPA CPA COMPANY, INC.
NAPA COUNTY FAIR ASSOCIATION
December 31, 2012 and 2011
T
TABLE OF CONTENTS
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Independent Auditor’s Report
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Statement of Financial Position
D
Statement of Activities
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Statement of Cash Flows
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Footnotes
PAGE
1
2
3
4
5-7
INDEPENDENT AUDITOR’S REPORT
Board of Directors
Napa County Fair Association
Calistoga, California
T
I have audited the accompanying financial statements of the Napa County Fair Association (a nonprofit organization),
which comprise the Statements of Financial Position as of December 31, 2012 and 2011, and the related Statements of
Activities and Cash Flows for the years then ended, and the related notes to the financial statements.
Management’s Responsibility for the Financial Statements
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Management is responsible for the preparation and fair presentation of these financial statements in accordance with
accounting principles generally accepted in the United States of America; this includes the design, implementation, and
maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free
from material misstatement, whether due to fraud or error.
Auditor’s Responsibility
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My responsibility is to express an opinion on these financial statements based on my audits. I conducted my audits in
accordance with auditing standards generally accepted in the United States of America. Those standards require that I
plan and perform the audit to obtain reasonable assurance about whether the financial statements are free of material
misstatement.
An audit involves performing procedures to obtain audit evidence about the amounts and disclosures in the financial
statements. The procedures selected depend on the auditor’s judgment, including the assessment of the risks of
material misstatement of the financial statements, whether due to fraud or error. In making those risk assessments, the
auditor considers internal control relevant to the entity’s preparation and fair presentation of the financial statements in
order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an
opinion on the effectiveness of the entity’s internal control. Accordingly, I express no such opinion. An audit also
includes evaluating the appropriateness of accounting policies used and the reasonableness of significant accounting
estimates made by management, as well as evaluating the overall presentation of the financial statements.
I believe that the audit evidence I have obtained is sufficient and appropriate to provide a basis for my audit opinion.
As described in Note 2D to the financial statements, the Association does not have accounting records to support
buildings and improvements prior to 1993, therefore I am unable to express an opinion with regard to amounts at which
property and the related accumulated depreciation are recorded in the accompanying statement of financial position.
Opinion
In my opinion, except for the effect of such adjustments, if any, as might have been determined to be necessary had I
been able to examine evidence regarding buildings and improvements acquired prior to 1993 and the related
depreciation, the financial statements referred to above present fairly, in all material respects, the financial position of
the Napa County Fair Association as of December 31, 2012 and 2011, and the changes in its net assets and its cash
flows for the years then ended in accordance with accounting principles generally accepted in the United States of
America.
Constance Coughlan, CPA
Coughlan Napa CPA Company, Inc.
June 14, 2013
NAPA COUNTY FAIR ASSOCIATION
STATEMENT OF FINANCIAL POSITION
As of December 31, 2012 and 2011
ASSETS
2012
Current assets
Cash
Accounts receivable
Inventory
Prepaid expenses
$
$
393,540
Property and equipment
Less accumulated depreciation
530,765
2,939,158
(1,789,054)
2,908,649
(1,693,286)
1,215,363
1,150,104
AF
Property and equipment, net
$
1,543,644
$
1,746,128
32,992
88,438
164,521
18,781
9,427
$
57,563
88,049
281,749
26,403
8,924
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TOTAL ASSETS
505,464
16,493
4,065
4,743
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Total current assets
334,391
53,159
2,082
3,908
2011
$
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Current liabilities
Accounts payable and accrued expenses
Deposits
Deferred Revenue
Current portion of capital lease obligation
Current portion of long-term debt
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LIABILITIES AND NET ASSETS
314,159
462,688
Long-term capital lease obligation
Long-term debt
115,073
56,525
215,777
65,371
485,758
743,836
950,298
107,589
898,888
103,403
1,057,887
1,002,292
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Total current liabilities
Total liabilities
Net Assets
Invested in capital assets, net of related debt
Unrestricted net assets
Total net assets
TOTAL LIABILITIES AND NET ASSETS
$
1,543,644
See accompanying notes to Financial Statements
2
$
1,746,128
NAPA COUNTY FAIR ASSOCIATION
STATEMENT OF ACTIVITIES
Years Ended December 31, 2012 and 2011
2012
$
Total Expenses
1,389,813
1,158,068
110,468
129,112
247,930
179,857
91,405
121,897
213,353
157,359
484,308
187,277
95,768
403,711
197,552
90,635
1,434,721
1,275,912
(44,908)
Infrequent Item
Lease Settlement
100,503
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Change in Net Assets before Infrequent Item
Change in Net Assets after Infrequent Item
(117,844)
-
55,595
Net assets at beginning of year
Net assets at end of year
266,693
194,538
243,598
155,971
143,200
116,299
28,415
7,334
2,020
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Expenses
Program Expenses
Campground
Racetrack
Fair
Golf course
Supporting Expenses
General and administrative
Maintenance
Depreciation
$
AF
Total Revenues
275,086
284,475
392,551
175,307
110,508
136,050
14,317
1,519
2011
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Revenues
Campground
Racetrack
Fair
Golf course
State allocations
Building and equipment rentals
State capital project reimbursement
Miscellaneous
Interest
(117,844)
1,002,292
$
1,057,887
See accompanying notes to Financial Statements
3
1,120,136
$
1,002,292
NAPA COUNTY FAIR ASSOCIATION
STATEMENT OF CASH FLOWS
Years Ended December 31, 2012 and 2011
2012
Operating activities
Change in net assets
Adjustments to reconcile net income (loss) to net cash
provided by (used for) operating activities:
Depreciation
Change in assets and liabilities:
(Increase) decrease in accounts receivable
(Increase) decrease in inventory
(Increase) decrease in prepaid expenses
Increase (decrease) in accounts payable and accrued expenses
Increase (decrease) in deposits
Increase (decrease) in deferred revenue
$
90,635
(36,666)
1,983
835
(24,571)
390
(117,228)
(2,419)
898
15,369
1,667
105,697
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Investing activities
Purchase of equipment
(23,894)
94,003
(30,509)
(28,415)
(30,509)
(28,415)
(108,326)
(8,343)
(8,150)
(9,306)
(116,669)
(17,456)
(171,072)
48,132
505,464
457,332
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Financing activities
Reduction of capital lease obligation
Payment of long-term debt
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Net cash used for financing activities
Net increase (decrease) in cash
$ (117,844)
95,768
AF
Net cash provided by operating activities
Net cash used for investing activities
55,595
2011
Cash at beginning of year
Cash at end of year
$
334,391
$
505,464
Cash paid during the year for:
Interest
$
12,020
$
7,851
Noncash reduction of lease obligation
$
100,503
$
-
Supplemental disclosures of cash flow information:
See accompanying notes to Financial Statements
4
NAPA COUNTY FAIR ASSOCIATION
NOTES TO FINANCIAL STATEMENTS
December 31, 2012 and 2011
NOTE 1: Nature of Activities
Incorporated in 1935, the Napa County Fair Association (the “Association”) is a
nonprofit membership organization. The Association is governed by a board of
directors which is elected by the Association’s members. The Association is under
contract to the County of Napa to operate and manage the Napa County
Fairgrounds, including all activities carried out by the fairgrounds on behalf of the
County of Napa. The primary activities in addition to the annual Napa County Fair
are RV camping, auto racing, golfing, and facilities rental.
NOTE 2: Summary of Significant Accounting Policies
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A. The books and records of Napa County Fair Association are maintained and these
financial statements are prepared on the accrual basis of accounting.
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B. The Association considers all highly liquid investments available for current use with
an initial maturity of three months or less to be cash equivalents.
D
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C. Inventories are stated at the lower of cost or market determined by the first-in, firstout method. Inventory consists of golf equipment and supplies.
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D. Property and Equipment is recorded at cost, or if donated, at fair market value on the
date of receipt. Depreciation is computed using the straight line method over the
estimated useful lives ranging from five to thirty years. The Association does not
have accounting records to support buildings and improvements prior to 1993.
The Association is exempt from income taxes under Section 501(c)(5) of the Internal
Revenue Code and Section 23701(d) of the California Revenue and Taxation Code.
F.
The preparation of financial statements in conformity with generally accepted
accounting principles requires management to make estimates and assumptions that
affect the reported amounts of assets and liabilities and disclosure of contingent
assets and liabilities at the date of the financial statements and the reported amounts
of revenues and expenses during the reporting period. Actual results could differ
from those estimates
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G. The Association considers all highly liquid investments with a maturity of three
months or less to be cash equivalents. All bank balances were entirely insured by
the Federal Deposit Insurance Corporation as of December 31, 2012 and 2011.
NOTE 3: Accounts Receivable and Concentration of Credit Risk
The Association considers accounts receivable to be fully collectible and no
allowance for doubtful accounts is recorded.
The Association maintains cash balances at State of California Local Agency
Investment Fund and the Napa County Treasury and at two financial institutions in
Northern California. The balances did not exceed the Federal Deposit Insurance
Corporation limits for financial institutions at December 31, 2012 and December 31,
2011.
5
NAPA COUNTY FAIR ASSOCIATION
NOTES TO FINANCIAL STATEMENTS
December 31, 2012 and 2011
NOTE 4: Property and Equipment
As of December 31
2012
Buildings and Improvements
Equipment
Total
$ 2,629,489
309,669
$ 2,939,158
2011
$ 2,618,870
289,779
$ 2,908,649
Depreciation expense was $95,768 and $90,635 for the years ended December 31,
2012 and 2011.
NOTE 5: Capital Lease Obligation
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The Association entered into a capital lease agreement with the California
Construction Authority to fund the installation of solar panels on the fairgrounds,
which expires November 1, 2018. The total cost of the solar panels project was
$302,857. The accumulated depreciation of the solar panels was $89,726 and
$74,583 as of December 31, 2012 and 2011, respectively.
IN
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2013
2014
2015
2016
Thereafter
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Years Ending December 31
Y
D
Future minimum lease payments are as follows:
Total Lease Payments
$
27,918
27,918
27,918
27,918
53,509
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165,181
Less: Amount Representing Interest
Present Value of Net Minimum Lease Payments
Less Current Portion
31,327
133,854
18,781
Long-Term Lease Capital Lease Obligation
$ 115,073
The lease agreement was renegotiated by the Association in conjunction with other
state fair associations with similar agreements. A lawsuit was filed and a settlement
was reached in which the amount of lease obligation was reduced by $100,503
before interest.
6
NAPA COUNTY FAIR ASSOCIATION
NOTES TO FINANCIAL STATEMENTS
December 31, 2012 and 2011
NOTE 6: Long-Term Debt
During the year ended December 31, 2007, the Association entered into a long-term
loan agreement with the California Construction Authority in the amount of $98,552 to
fund the installation of electrical outlets in the RV Campground. The note is payable
beginning February 2009 in monthly installments of $1,070, including interest at
5.5%, secured by the improvements and is due January 1, 2019.
Maturities of long-term debt are as follows:
Years Ending December 31
$
9,427
9,959
10,521
11,115
24,350
$
65,952
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2013
2014
2015
2016
Thereafter
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Total
NOTE 7: Retirement Plan
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The Association contributes to the California Public Employees Retirement System
(CalPERS), a cost sharing, defined benefit public employee retirement system that
acts as a common investment and administrative agent for participating public
entities within the State of California. All permanent full-time Association employees
are eligible to participate in CalPERS. Employee and employer contributions are
paid by the Association to the County of Napa, who then forwards such amounts to
CalPERS on behalf of the Association and its employees. The Association made
contributions of $32,929 and $23,684 for the years ended December 31, 2012 and
2011, respectively.
NOTE 8: Current Vulnerability Due to Certain Concentrations
The Fair's operations are concentrated in recreational activities and support from
state and county governments. The Fair operates in a regulated environment. The
operations of the Fair are subject to the administrative directives, rules and
regulations of federal, state and local regulatory agencies. Such administrative
directives, rules and regulations are subject to change by an act of congress or an
administrative change mandated by the relevant regulatory agency. Such changes
may occur with little notice or inadequate funding to pay for the related cost, including
the additional administrative burden, to comply with a change. Any change in
governmental support provided would have a direct and material effect on the
Organization’s ability to carry out its activities.
NOTE 9: Subsequent Events
In preparing the financial statements the Association has evaluated events and
transactions for potential recognition or disclosure through June 14, 2013, the date
that these financial statements were available to be issued.
7
Napa County Fair Association
PO Box 344
1435 North Oak Street
Calistoga, CA 94515
June 14, 2013
Coughlan Napa CPA Company, Inc.
1250 Main Street, Suite 290
Napa, CA 94559
This representation letter is provided in connection with your audit of the financial statements of Napa County Fair
Association, which comprise the statement of financial position as of December 31, 2012 and 2011, and the
related statements of activities, functional expenses, and cash flows for the years then ended, and the related
notes to the financial statements, for the purpose of expressing an opinion as to whether the financial statements
are presented fairly, in all material respects, in accordance with accounting principles generally accepted in the
United States (U.S. GAAP).
Certain representations in this letter are described as being limited to matters that are material. Items are
considered material, regardless of size, if they involve an omission or misstatement of accounting information that,
in light of surrounding circumstances, makes it probable that the judgment of a reasonable person relying on the
information would be changed or influenced by the omission or misstatement. An omission or misstatement that
is monetarily small in amount could be considered material as a result of qualitative factors.
We confirm, to the best of our knowledge and belief, as of June 14, 2013, the following representations made to
you during your audit.
Financial Statements

We have fulfilled our responsibilities, as set out in the terms of the audit engagement letter dated May 2,
2011.

The financial statements referred to above are fairly presented in conformity with U.S. generally accepted
accounting principles.

We acknowledge our responsibility for the design, implementation, and maintenance of internal control
relevant to the preparation and fair presentation of financial statements that are free from material
misstatement, whether due to fraud or error.

We acknowledge our responsibility for the design, implementation, and maintenance of internal control to
prevent and detect fraud.

Significant assumptions we used in making accounting estimates, including those measured at fair value,
are reasonable.

Related party relationships and transactions have been appropriately accounted for and disclosed in
accordance with the requirements of U.S. GAAP.

All events subsequent to the date of the financial statements and for which U.S. GAAP requires
adjustment or disclosure have been adjusted or disclosed.

The effects of uncorrected misstatements are immaterial, both individually and in the aggregate, to the
financial statements as a whole. A list of the uncorrected misstatements is attached to the representation
letter.

The effects of all known actual or possible litigation, claims, and assessments have been accounted for
and disclosed in accordance with U.S. GAAP.

Material concentrations have been appropriately disclosed in accordance with U.S. GAAP.

Guarantees, whether written or oral, under which the organization is contingently liable, have been
properly recorded or disclosed in accordance with U.S. GAAP.
2
Information Provided

We have provided you with:
o
Access to all information, of which we are aware, that is relevant to the preparation and fair
presentation of the financial statements, such as records, documentation, and other matters.
o
Additional information that you have requested from us for the purpose of the audit.
o
Unrestricted access to persons within the entity from whom you determined it necessary to obtain
audit evidence.

All material transactions have been recorded in the accounting records and are reflected in the financial
statements.

We have disclosed to you the results of our assessment of the risk that the financial statements may be
materially misstated as a result of fraud.

We have no knowledge of any fraud or suspected fraud that affects the organization and involves:
o
Management,
o
Employees who have significant roles in internal control, or
o
Others where the fraud could have a material effect on the financial statements.

We have no knowledge of any allegations of fraud or suspected fraud affecting the organization’s
financial statements communicated by employees, former employees, grantors, regulators, or others.

We have disclosed to you all known instances of noncompliance or suspected noncompliance with laws
and regulations whose effects should be considered when preparing financial statements.

We have disclosed to you all known actual or possible litigation, claims, and assessment whose effects
should be considered when preparing the financial statements.

We have disclosed to you the identity of the organization’s related parties and all the related party
relationships and transactions of which we are aware.

The organization has satisfactory title to all owned assets, and there are no liens or encumbrances on
such assets nor has any asset been pledged as collateral.

We are responsible for compliance with the laws, regulations, and provisions of contracts and grant
agreements applicable to us; and we have identified and disclosed to you all laws, regulations and
provisions of contracts and grant agreements that we believe have a direct and material effect on the
determination of financial statement amounts or other financial data significant to the audit objectives.

Napa County Fair Association is an exempt organization under Section 501(c)(5) of the Internal Revenue
Code. Any activities of which we are aware that would jeopardize the Organization’s tax-exempt status,
and all activities subject to tax on unrelated business income or excise or other tax, have been disclosed
to you. All required filings with tax authorities are up-to-date.
Signed:
Signed:
Title:
Title:
Item 5-e.
2013 Napa County Fair Board of Directors
Meeting Schedules and Planning Timelines
8/5/2013
Updated:
January
Welcome new BOD members
Officers appointed
Special election
Annual resolutions
April
10th
11th
February
14th
Brown Act training
Ethics training
Business Plan ad-hoc committees appointed
May
Long Range Planning Sessions
Bylaws presented
9th
3 & 5th
March
Statement of Operations filed
June
14th
1st
13th
July
11th
CANCELLED - Fair volunteer appreciation dinner
August
8th
BOD presents CEO w/ evaluation results
Governance ad-hoc committee appointed
September
12th
BOD sets CEO goals & objectives
Review user fees
New contract presented to BOS
Policy recommendations from Governance Cmte
October
Long Range Planning Session - update
November
Operating budget draft presented
BOD Election applications due
CEO evaluation materials distributed
12th
December
Operating budget approved
BOD elections
BOD presents CEO w/ evaluation results
10th
14th
4th
Item 6‐c. Fair Business Plan Ad-Hoc Committee Summary
The committee met on Wednesday, July 24, 2013 at 3:00 p.m. Present at the meeting were
directors Bob Beck, Bonnie Chisholm, Jim Keag, Karan Schlegel and CEO Carlene Moore.
CEO Moore presented for discussion the concept of multiple events throughout the year in
celebration of our community as compared to one event that attempts to be all things to all
people.
The committee discussed the history of the fair, the importance of the 4th of July celebrations to
the community, and the success of our Fiesta Mexicana event, as well as the impact of other
regional 4th of July celebrations, health department requirements for multi-day events, and
marketing challenges with a limited budget and so many messages to be sent.
The committee also discussed other considerations such as maximizing the potential of our
already successful events (i.e. 4th of July and Fiesta Mexicana); distributing our events
throughout the calendar provides more stable cash flow throughout the year; potential increased
participation from other organizations such as schools, vintners, wineries, artists, chefs, etc.;
increased opportunities for sponsorships and grant funds; increased opportunities for non-profits
to participate; carnival challenges such as availability; competition for vendors and carnivals
during peak season; and the ability to target market to selected audiences for each event.
The committee recommends presenting to the full board the concept of the Napa County Fair as
more of a statement of our venue and our celebrations throughout the year versus the name of a
single event and recommends directing staff to present a formal report at the September meeting.