March 16, 2020 (5:29 pm)

Board of Directors Meeting – March 26, 2020


Board of Directors Meeting
03/26/2020
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 March, 26, 2020 Board Meeting via teleconference. (See item 3 below)

Three ways to participate in the March 26 OC Fair Board of Directors meeting:

 1.  To simply view the meeting livestream online use this link: 
      https://vimeo.com/user98605232

2.  The public may participate in person – social distancing protocols will be in place – at the OC Fair & Event Center Administration Building, 88 Fair Dr., Costa Mesa. Members of the public can view the meeting on screens outside the building. Those who wish to make public comments can fill out cards in advance and will be invited into the Board Room and up to the lectern one at a time.

3.  To participate via teleconference – to 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 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 (Please note: Agenda Items 9C, 9D, 9F, 9G and 9H will not be considered during the meeting at this time.)
CEO’s Operational Announcements and Updates:
      – View Financial Packet ending February 2020
      – View February 2020 Check Summary
View Approved Minutes
Consent Calendar:
      – View Standard Agreements
      – View Rental Agreements
      – View Joint Powers Authority Agreements
      – View Concession Rental Agreements
      – View Judging Agreements
      – View Platinum Rental Agreements
        Correspondence:
           – 8G (i) Reggie Mundekis: Regarding Agenda Item 9D Black History
              Month Matters at February 27, 2020 32nd DAA Board Meeting

           – 8G (ii) Reggie Mundekis: Regarding Information for 3 Projects:     
              New RV Campground, Proposed Gate Signage & New Interior Signage

           – 8G (iii) WAVE (Women for American Values and Ethics): March
              21st Invitation to Tour OC Fair Gun Show

          CDFA Correspondence:
           – 8H (i) F2020-01: New Sexual Harassment Prevention and Abusive
              Conduct Prevention Training Requirements – Applicability to
              District Agricultural Associations and Their Respective Boards of
              Directors.  Notice to Provide General Guidance to, County, and Citrus
              Fruit Fairs

           – 8H (ii) D2020-01: Recreational Vehicle Park Guidance
           – 8H (iii) F2019-05: Poultry Health Inspections (PHI) – FY 2020/21
              Fair Season

           – 8H (iv) F2020-06: Coronavirus Disease 2019 (COVID-19) Awareness
              and Prevention

Reports and Materials for Governance Process: (Please note: Agenda Items 9C, 9D, 9F, 9G and 9H will not be considered during the meeting at this time.)
      – View Item 9A
            – View Item 9A(iv)Financial Monitoring Committee Report
            –
View Item 9A(v)Legislative Monitoring Committee Report
            – View Item 9A(vii)Safety & Security Committee Report
            –
View Item 9A(viii) Facilities Committee Report

      – View Item 9B
      – View Item 9E
      – View Item 9I
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, March 26, 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

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
Robert Ruiz, Member
Barbara Bagneris, Member
Ashleigh Aitken, Member
Doug La Belle, Member
Newton Pham, Member
Natalie Rubalcava-Garcia, 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. CEO’S OPERATIONAL ANNOUNCEMENTS AND UPDATES

6. MINUTES:
A. Board meeting held February 27, 2020

Action Item

7. 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.

8. 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-021-20GE; SA-057-20GE; SA-058-20GE; SA-059-20PA; SA-060-20PA; SA-061-20GE; SA-064-20HB; SA-065-20GE; SA-066-20GE; SA-067-20GE; SA-068-20HB; SA-069-20HB; SA-072-20GE; SA-073-20HB; SA-074-20GE; SA-075-20GE; SA-076-20PA; SA-077-20SP; SA-078-20AS; SA-079-20AS; SA-080-20AS; SA-081-20AS; SA-082-20GE; SA-083-20BB; SA-084-20BB; SA-085-20CF; SA-086-20CF; SA-087-20CF; SA-088-20CF; SA-089-20CF; SA-090-20CF; SA-091-20GE; SA-092-20WR; SA-093-20BB; SA-094-20BB; SA-095-20BB; SA-096-20HB; SA-101-20CF; SA-102-20CF; SA-103-20CF; SA-104-20CF; SA-105-20CF; SA-106-20CF; SA-107-20CF; SA-108-20CF; SA-110-20YR

          i. Standard Agreement Amendments: SA-075-17FT (Amend. #5)

B. Rental Agreements: R-023-20; R-024-20; R-025-20; R-030-20 (Amendment); R-033-20; R-068-20; R-076-20; R-079-20; R-080-20; R-081-20; R-083-20; R-084-20

C. Active Joint Powers Authority Agreements (New): 03220010; 03220011; 03220015

D. Concession Rental Agreements: 20502; 20503; 20504; 20505; 20506; 20507; 20508; 20510; 20511; 20512; 20513; 20514; 20515; 20516; 20517; 20518; 20519; 20520; 20521; 20522; 20523; 20524; 20525; 20526; 20527; 20528; 20529; 20530; 20531; 20532; 20533; 20534; 20535; 20536; 20537; 20538; 20539; 20540; 20541; 20542; 20543; 20544; 20545; 20546; 20547; 20548; 20549; 20550; 20551; 20552; 20553; 20554; 20555; 20556; 20557; 20558; 20559; 20560; 20561; 20562; 20563; 20564; 20565; 20566; 20569; 20570; 20571; 20572; 20573; 20574; 20576; 20577; 20578; 20579; 20580; 20581; 20582; 20588; 20589; 20590; 20596

E. Judging Agreements: CA-001-20; CA-002-20; CA-003-20; CA-004-20; CA-005-20; CA-006-20; CA-007-20; CA-008-20; CA-010-20; CA-011-20; CA-012-20; CA-013-20; CA-014-20; CA-015-20; CA-016-20; CA-017-20; CA-018-20; CA-019-20; CA-020-20; CA-021-20; CA-022-20; CA-023-20; CA-024-20; CA-025-20; CA-026-20; CA-027-20; CA-028-20; CA-029-20; CA-030-20; CA-031-20; CA-032-20; CA-033-20; CA-034-20; CA-035-20; CA-036-20; CA-037-20; CA-038-20; CA-039-20; CA-040-20; CA-041-20; CA-042-20; CA-043-20; CA-044-20; CA-045-20; CA-046-20; LS-001-20; LS-002-20; LS-003-20; LS-005-20; LS-006-20; LS-007-20; LS-008-20; LS-009-20; LS-012-20; LS-013-20; LS-015-20; LS-016-20; LS-017-20; LS-018-20; LS-019-20; LS-020-20; LS-022-20; LS-024-20; LS-026-20

F. Platinum Amusement Agreements: 20700; 20701; 20702; 20705; 20707; 20709; 20710; 20712; 20713; 20715; 20732

G. 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 April agenda is April 10, 2020.
          i. Reggie Mundekis: Regarding Agenda Item 9D Black History Month
              Matters at February 27, 2020 32nd DAA Board Meeting
          ii. Reggie Mundekis: Regarding Information for 3 Projects: New RV
               Campground, Proposed Gate Signage & New Interior Signage
        iii.  WAVE (Women for American Values and Ethics): March 21st
               Invitation to Tour OC Fair Gun Show

H. 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. F2020-01: New Sexual Harassment Prevention and Abusive Conduct
              Prevention Training Requirements – Applicability to District
              Agricultural Associations and Their Respective Boards of Directors.
              Notice to Provide General Guidance to, County, and Citrus Fruit Fairs
           ii. D2020-01: Recreational Vehicle Park Guidance
          iii. F2019-05: Poultry Health Inspections (PHI) – FY 2020/21 Fair
                Season
          iv. F2020-06: Coronavirus Disease 2019 (COVID-19) Awareness and
                Prevention

-End of Consent Calendar-

9. 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 (Director 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 (Director Bagneris)
vii. Safety & Security Committee (Chair Cervantes, Committee Chair)
viii. Facilities Committee (Director Aitken, Committee Chair; Director Rubalcava-Garcia)
ix. Audit and Compliance Committee (Director 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. Nomination of Candidate(s) for the Position of Board Vice Chair and Vote to Approve
Action Item

C. Presentation of and Vote on Recommendations for Business Development Dinners and Board Concierge During the 2020 OC Fair
Action Item

D. Discussion of and Vote on Displaying a Year-Round All-Inclusive Flag, and Plan for Display of Other Flags Throughout the Year
Action Item

E. Consideration of and Vote to Adjust Security Personnel at OC Market Place From Five to Three
Action Item

F. Discussion of and Vote on the Operational Expenditure for Renting the Costa Mesa High School and Davis School Parking Lots for the 2020 OC Fair
Action Item

G. Discussion on and Vote on the Operational and Capital Expenditure for the Expansion of the “Green” Entry Gate
Action Item

H. Annual Review of OC Fair Ticket Allocation to Heroes Hall Veterans Foundation Board and Centennial Farm Foundation Board per the Memorandum of Understand for Each Foundation
Action Item

I. Discussion on and Vote to Allow CEO to Consider All Approved Pay Options for Employees Impacted by COVID-19 and Event Cancellations
Action Item

10. 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).]

11. BOARD OF DIRECTORS MATTERS OF INFORMATION

12. NEXT BOARD MEETING: APRIL 23, 2020

13. ADJOURNMENT

Respectfully submitted,
Michele A. Richards
Secretary-Treasurer
Chief Executive Officer, OCFEC          Date of notice: 5:00 p.m. March 16, 2020