April 13, 2020 (5:19 pm)

Board of Directors Meeting – April 23, 2020


Board of Directors Meeting
04/23/2020
9:00 a.m.
Administration Building

As permitted by Executive Order  N-25-20 (issued by Governor Newsom on March 12, 2020), the OCFEC will conduct the April 23, 2020 Board Meeting via teleconference.

How to participate in the April 23, 2020, OC Fair Board of Directors meeting:

  • To simply view the meeting livestream online, use this link:  https://vimeo.com/user98605232 
  • To participate via teleconference – listen to the meeting live audio feed and to make public comments remotely via phone – please dial in at the beginning of the meeting to 1-800-434-5932 (toll free) and type in the participant code 72470300#  (Note: To keep background noise at a minimum, please keep your phone/device on mute when you are not speaking.)  The meeting begins at 9 a.m. and the Board will adjourn to closed session immediately following roll call.  At that time, the meeting secretary will ask if there are members of the public on the teleconference line who would like to speak and on which items. The meeting secretary will call participant names when their item is indicated by the Board Chair. 

View PowerPoint Presentation

View Agenda
CEO’s Operational Announcements and Updates:
     – View Financial Packet Ending March 2020
     – View March 2020 Check Summary
View Approved Minutes
Consent Calendar:
     – View Standard Agreements
     – View Rental Agreements
     – View Joint Powers Authority Agreements
     – View Commercial Rental Agreements
     – View Concession Rental Agreements
     – Correspondence:
           – View Item F(i):  Reggie Mundekis: April 9, 2020 – Unsigned LOU with
               County for  Sheltering of Animals

           – View Item G(i):  F2020-08 EMMP Advisory Committee Update and
                COVID-19
Resource

    Reports and Materials for Governance Process – (Items 10A-10G):
     – View Item 10A
     – View Item 10B
    
View Item10C
     – View Item 10D
     – View Item 10E(updated 4/20/2020)
     – View Item 10F(updated 4/20/2020)
     – View Item 10G
View Transcript

The mission of OCFEC is…
CELEBRATION OF ORANGE COUNTY’S
COMMUNITIES, INTERESTS, AGRICULTURE AND HERITAGE
(with results justifying resources expended)

NOTICE OF MEETING
32ND District Agricultural Association
OCFEC Board of Directors
Thursday, April 23, 2020
9:00 a.m.

Administration Building
OC Fair & Event Center
88 Fair Drive
Costa Mesa, California

Directions: From I-405, exit Fairview Rd. heading south, approximately 1.25 miles to Arlington Dr.
Administration Building located near the corner of Fairview Rd. and Arlington Dr.
(Use Gate 4 on Arlington Dr.)

To live stream meeting, click on the link: https://vimeo.com/user98605232

As permitted by Executive Order  N-25-20 (issued by Governor Newsom on March 12, 2020), the OCFEC will conduct the April 23, 2020 Board Meeting via teleconference. If you wish to attend and participate in the meeting via teleconference, accommodations will be made.  Please check the OCFEC website early next week for updated information and instructions on how to participate in the meeting via teleconference. Please note, if you wish to attend the meeting in person, social distancing protocols will be in place. 

OC Fair & Event Center offers free use of WiFi during public Board meetings. The WiFi password will be provided at the meeting. 

Board of Directors
Sandra Cervantes, Board Chair
Natalie Rubalcava-Garcia, Vice Chair
Robert Ruiz, Member
Barbara Bagneris, Member
Ashleigh Aitken, Member
Doug La Belle, Member
Newton Pham, Member

Secretary-Treasurer
Michele Richards,
Chief Executive Officer, OCFEC

32nd DAA Counsel
Josh Caplan
Office of the California Attorney General

Please take notice that this public meeting of the 32nd District Agricultural Association, a California state institution, is being recorded using video recording equipment.  Please also take notice that the 32nd District Agricultural Association will release video recordings of its public meetings where required under California law. 

Those persons wishing to attend the meeting and who may require special accommodations pursuant to the provisions of the Americans with Disabilities Act are requested to contact the office of the 32nd District Agricultural Association (714) 708-1500, at least five working days prior to the meeting to insure the proper arrangements can be made.

At the discretion of the Board of Directors, all items appearing on this Agenda, whether or not expressly listed for action, may be deliberated and may be subject to action by the Board of Directors.  The Board may convene to closed session pursuant to Government Code section 11126, subdivisions (a) and (e) to consider personnel evaluation and/or possible litigation.  Items may not necessarily be taken up in the order shown on this Agenda. This agenda, and all notices required by the Bagley-Keene Open Meeting Act are available on the Internet at: www.ocfair.com

AGENDA

1.  CALL TO ORDER
All matters noticed on this agenda, in any category, may be considered for action as listed. Any item not so noticed may not be considered. Items listed on this Agenda may be considered in any order, at the discretion of the chairperson.

2.  THE MISSION OF OCFEC IS…
Celebration of Orange County’s Communities, Interests, Agriculture and Heritage (with results justifying resources expended).

3.  PLEDGE OF ALLEGIANCE

4.  ROLL CALL (Policy 4.5.2.B)

5.  CLOSED SESSION (Closed to the Public)  
A.  Pending Litigation
– The Board will meet in closed session to consult with legal counsel regarding the following pending litigation. [Gov. Code section 11126(e).]

i.  To confer with and receive advice from legal counsel regarding potential litigation involving the 32nd District Agricultural Association. Based on existing facts and circumstances, the Board of Directors will decide whether to initiate litigation. (Govt. Code, § 11126, subd. (e).)

ii.  To confer with and receive advice from legal counsel regarding potential litigation involving the 32nd District Agricultural Association. Based on existing facts and circumstances, there is significant exposure to litigation against the 32nd District Agricultural Association. (Govt. Code, § 11126, subd. (e).)

B.  Personnel: The Board will meet in closed session to consider the evaluation of performance of the General Manager / CEO. [Gov. Code, § 11126, subd. (a.)]

6.  CEO’S OPERATIONAL ANNOUNCEMENTS AND UPDATES

7.  MINUTES:
A. Board meeting held March 26, 2020

     Action Item

8.  MATTERS OF PUBLIC COMMENT
Public comment is allowed on issues NOT on the current Agenda. However, no debate by the Board shall be permitted on such public comments, and no action will be taken on such public comment items at this time, as law requires formal public notice prior to any action on a docket item. Speakers are requested to sign in prior to the start of the meeting and are limited to three minutes.

Comments will be accepted on Agenda items during the meeting. Speakers wishing to address the Board on items on the agenda are requested to sign in prior to the start of the meeting and identify the agenda item(s) on which you desire to address the Board. Speakers are limited to three minutes.

9.  CONSENT CALENDAR: (Policy 4.3.4)
All matters listed under Consent Calendar are operational matters about which the Board has governing policies, implementation of which is delegated to the CEO. They will be enacted in one motion. There will be no discussion of these items prior to the time the Board of Directors votes on the motion, unless members of the board, staff or public request specific items to be discussed separately and/or removed from this section. Any member of the public who wishes to discuss Consent Calendar items should notify the Chair of the Board, at the time requested and be recognized by invitation of the Chair to address the Board.

A.  Standard Agreements (New): SA-020-20HB; SA-097-20PA; SA-098-20PA; SA-099-20PA; SA-100-20PA; SA-111-20PA; SA-116-20PA; SA-117-20PA; SA-119-20HB; SA-120-20PA; SA-121-20PA; SA-122-20PA; SA-123-20PA; SA-124-20PA; SA-125-20PA; SA-126-20PA; SA-129-20FT; SA-130-20FT: SA-131-20FT

B.  Rental Agreements: R045-18 (Amend.#2); R-002-21; R-085-20; R-087-20; R-088-20; R-090-20; R-091-20; R-093-20; R-031-20; R-095-20; R-001-21

C.  Active Joint Powers Authority Agreements (New): 03220018

D.  Commercial Rental Agreements: 20001; 20002; 20003; 20004; 20006; 20011; 20012; 20013; 20015; 20016; 20017; 20018; 20019; 20020; 20021; 20022; 20023; 20024; 20025; 20026; 20027; 20028; 20031; 20032; 20034; 20035; 20036; 20037; 20038; 20039; 20041; 20042; 20044; 20045; 20046; 20048; 20050; 20051; 20052; 20054; 20055; 20056; 20057; 20060; 20061; 20062; 20063; 20064; 20068; 20069; 20070; 20071; 20073; 20074; 20075; 20076; 20079; 20080; 20081; 20082; 20083; 20084; 20085; 20086; 20093; 20094; 20095; 20096; 20097; 20099; 20101; 20102; 20105; 20106; 20107; 20108; 20110; 20111; 20112; 20114; 20115; 20116; 20118; 20119; 20120; 20122; 20123; 20124; 20125; 20137; 20138; 20139; 20141; 20142; 20143; 20144; 20145; 20146; 20147; 20148; 20149; 20150; 20151; 20152; 20153; 20154; 20156; 20157; 20158; 20161; 20162; 20163; 20164; 20165; 20166; 20167; 20168

E.  Concession Rental Agreements: 20583; 20591; 20592; 20594; 20595

F.  Correspondence:
Communications to the Board from members of public related to OCFEC business are identified below and included with the Board materials (available on the OCFEC website). Note that this agenda item includes only those communication(s) that were sent to the entire Board and CEO before the publication of this month’s agenda. The deadline for correspondence to be included on the May agenda is May15, 2020.
     i.  Reggie Mundekis: April 9, 2020 – Unsigned LOU with County for
         Sheltering of Animals

G.  CDFA Correspondence:
Communications to the Board from the California Department of Food & Agriculture Division of Fairs & Expositions regarding relevant topics at Fairs and Expositions.
     i.  F2020-08 EMMP Advisory Committee Meeting Update and COVID-19   
         Resources for Equestrian Facilities in California

-End of Consent Calendar-

10.  GOVERNANCE PROCESS
A.  Committee / Ad Hoc Committee / Liaison Report
Information Item

To assure compliance with the Bagley-Keene Act, Committee reports are only for the purpose of the Committee chair, Ad Hoc Committee members or Liaison to provide a verbal update. Should the Board want to discuss any Committee work item not already on the agenda; those would need to be agendized for a future Board meeting.

i.       Community Engagement Committee (Vice Chair Rubalcava-Garcia,
          Committee Chair; Director Ruiz)
ii.      Heroes Hall Veterans Foundation Board (Director La Belle, Chair
          Cervantes)
iii.     Centennial Farm Foundation (Chair Cervantes)
iv.     Financial Monitoring Committee (Director Pham, Committee Chair;
          Director La Belle)
v.       Legislative Monitoring Committee (Director Aitken, Committee Chair;
           Director Ruiz)
vi.      Governance Committee (Vice Chair Rubalcava-Garcia, Committee
           Chair; Director Bagneris)
vii.     Safety & Security Committee (Chair Cervantes, Committee Chair; Vice
           Chair Rubalcava-Garcia)
viii.    Facilities Committee (Director Aitken, Committee Chair; Vice Chair
           Rubalcava-Garcia)
ix.      Audit and Compliance Committee (Vice Chair Rubalcava-Garcia,
           Committee Chair; Director La Belle)
x.       Branding Project Ad Hoc Committee (Director Aitken)
xi.      Storage, Parking and Traffic Ad Hoc Committee (Director La Belle,
           Committee Chair; Director Bagneris)

B. Consideration of and Vote on Whether or Not to Approve Release of the Entertainment Marketing and Booking Services Request for Proposal (RFP)
Action Item

C. Consideration of and Vote on a Policy for the Use of e-Signatures
Action Item

D. Consideration of and Vote on Whether or Not to Approve the Letter of Understanding (LOU) and Rental Agreement with the City of Costa Mesa for Placement of Emergency Use Trailers at OC Fair & Event Center
Action Item

E. Consideration of and Vote on the Operational Expenditure for Renting the Costa Mesa High School and Davis School Parking Lots for the 2020 or 2021 OC Fair
Action Item

F. Presentation on the Concept for the Expansion of the Green Gate Entry, Along with Operational and Capital Expenditures
Information Item

G. Consideration of and Vote on Communications Protocols With Attorney General’s Office Staff
Action Item

11.  BOARD OF DIRECTORS MATTERS OF INFORMATION

12.  NEXT BOARD MEETING: MAY 28, 2020

13.  ADJOURNMENT

Respectfully submitted,
Michele A. Richards
Secretary-Treasurer
Chief Executive Officer, OCFEC              Date of notice: 5:00 p.m. April 13, 2020