AUTHORITY BOARD OF DIRECTORS MEETING

June 11, 2008   **Amended at the July 16, 2008 Meeting of the Authority Board

Pursuant to notice duly given, a meeting of the Michigan State Fair Authority was brought to order by Mr. Robert Porter, on this date, beginning at 1:45 PM, in the Administration Building, Conference Room, at the MI State Fairgrounds in Detroit. 

PRESENT:  

Robert G. Porter, Former Mayor of the City of Ferndale 

Larry Alexander, President, Detroit Metro Visitors and Convention Bureau

Pat G. Albright, Owner of Albright Farms and MI Farm Bureau Board member

Kenneth J. DeCock, Partner of DeCock and Sons LLC/Boyka's Farm Market

Thomas G. Coon, Ph.D., Professor and Director of MSU Extension

Reverend Loyce Lester, Representing the Business Community

Robert Burns, Representing Lisa Webb Sharpe, Director of DMB

Jeff Haarer, Representing Don Koivisto, Director of MDA

Steven R. Jenkins, MSF General Manager

ABSENT:     

Mark T. Gaffney, President Michigan AFL/CIO

Elaine Driker, Former Director, Detroit Orientation Institute @ WSU

Erwin "EJ" Brown, Executive Director MI Association of Fair & Expositions

Also Present:           

Byna Camden, ICARE and local resident of State Fair

Ron Salley, Salley's Alley

Lindsay Calcatera , MSF Marketing Director 

Johnnie Bennett, MSF Secretary

ACCEPTANCE OF AGENDA and APPROVAL OF MINUTES

ON MOTION BY Mr. Coon, supported by Mr. Albright, and carried, the agenda for today's Board meeting was accepted.  The MOTION passed unanimously.

ON MOTION BY Mr. Coon, supported by Mr. Alexander, and carried, the Minutes of the previous meeting held on May 14 2008 were reviewed and approved as written.  The MOTION to approve the previous Minutes was unanimously passed.

GENERAL MANAGER'S REPORT

Update on the 2008 State Fair - There will be a new exhibit "Pure Michigan Wonders" featured at the 2008 State Fair.  This exhibit will include a variety of venues, both advertising and promoting their organization as well as showcasing special display items and unique attractions for the fairgoer. The Charles H. Wright Museum has discussed bringing in a seven-foot tall bronze statue of Mohammed Ali and other historical items of interest.  The Detroit Zoo, the Detroit Science Center and other organizations are invited to participate in this exciting new Fair display,

The 2008 State Fair will feature North America's largest new portable Roller Coaster.  This will be the first time this Roller Coaster will be operated and run in Michigan. The Fair will hold a special "naming contest" for the Roller Coaster.  Other special attractions for the Fair will include a Rodeo inside the Coliseum.

The 2008 Entertainment line-up will concentrate heavily in the area of Disney type musical acts.  Some of the concerts have already been released for pre-sale of "Gold Circle" reserve seating through Star Tickets Plus.  Tickets for these concerts may be purchased at your local Meijers stores.

Mr. Jenkins announced the 2008 State Fair Press Conference will be held on July 10, 2008, in the Community Arts Auditorium, beginning at 10:00 a.m.   (Please NOTE:  The Press Conference has been re-scheduled for Tuesday, July 22^nd, same location and time).

MEDIA EFFORTS - Lindsay Calcatera, MSF Marketing Director has been very instrumental in helping us promote the annual State Fair as well as the year-round non-Fair activities.  Lindsay was able to secure promotional opportunities, free-of-charge, on several television networks.  Mr. Jenkins was interviewed on Comcast Newmakers and this special taping will run on CNN Headline News, July 23^rd - August 2^nd.  Lindsay also made arrangements for the 2008 State Fair to be advertised on 11 different billboards throughout the southeast Michigan.  Mr. Jenkins reported that a 2007 survey showed that 65% of our Fair customers came from within 25 miles of the Fairgrounds and 35% came from further away areas.   He added that we want to expand our number of local and further away returning customers as well as those who have never been.  It was agreed by the Board that we should continue to collect and gather data each year from our customers to help us learn how better we can market and promote the Fair. 
WhereMemoriesAreMade.com is another website developed to help promote the Fair and gain additional information to include in our State Fair data base.  Special Fair promotions will also be seen on 170 screens in 12 different movie theatres.  We have also opted to participate in an email blast program that will allow us to send a million Fair informational emails throughout the entire state of Michigan.

Mr. Jenkins shared information as it relates to developing a strong advance ticket sales program.  The State Fair staff met earlier this week and came up with a special website for advance ticket promotions.  Now fairgoers can go to the Michigan State Fair Website ( www.michiganstatefair.com ) and can click on a link that will take them to the State of Michigan e-store and there they can purchase tickets in advance for the annual State Fair.  A special State Fair "Family Fun Pack" will be sold for $25.00.  This will include 2 adult and 2 children gate admission tickets.  Regularly prices $10.00 per adult and $5.00 per child.  Mr. Jenkins stated that along with the advance ticket program we are also looking into developing a special automatic drawing or entry into a contest for anyone who purchases the "Family Fun Pack and the winner in this contest would win gas card prizes.  These efforts will be pursued and further discussed.

Mr. Jenkins has met with MDOT and DDOT and SMART to discuss special Fair partnership opportunities.  These promotional opportunities will be pursued.

The Miracle of Life Birthing Exhibit will be located in the same location as in 2007, but the presentation of this wonderful exhibit will be totally different than last year.  There will be no cars surrounding the Miracle of Life exhibit and so the exhibit will be much more visible and welcoming.  The Chrysler vehicles will be displayed in front of the Coliseum.  Mr. Jenkins reported we are attempting to discuss with Dodge the possibility of sponsoring the Rodeo inside the Coliseum. These efforts will be pursued.

Mr. Jenkins reported the West Mall will feature the Miracle of Life and will include the Department of Agriculture, MSF, various commodity groups and the Grow-A-Pizza display will be positioned just across from this area. A brief discussion was held regarding the importance of having good communication between Michigan Farm Bureau, John Vandermullen, Chrissa Thoms, and the coordination of the various County Boards, as it relates to soliciting volunteers for the Miracle of Life Birthing Exhibit.

The State Fair will again offer an adult seasonal Fair passes for $35.00. Children's and seniors seasonal passes will be sold for $10.00. AAA has agreed to come back and sponsor the 2008 State Fair and they will offer $2.00 off your Fair admission when you show your AAA membership card.  Mr. Jenkins stated that because we now have a marketing director in place, we will be able to significantly advertise and promote all of these special offers.

Non-Fair Activities - The Shrine Circus has express their desire to return in 2009 to hold their circus performances the first week in April.  A series of Spring Horse shows will soon begin later this month at the Fairgrounds.

The Fairgrounds will also host a significant set of activities surrounding the National Heritage Foundation, August Auto Cruise-In events taking place in the Detroit area.  The Fairgrounds will be the center for these events starting August 10^th thru August 16^th.  Big Boy restaurant has agreed to tie-in with us in these activities and will host the world's largest drive-in restaurant at the Fairgrounds during the auto events.  Big Boy is presently distributing the 2008 State Fair brochures at each of their restaurants throughout Michigan.

The Fairgrounds will begin holding special summer activities each Friday and Saturday this summer, starting Friday, July 27^th. These activities are: "Symphony in the Park" (each Friday evening starting at 7:00 p.m.) and "Performances in the Park" (each Saturday morning beginning at 11:00 a.m.).  These activities will include musical performances by local entertainers.  Also included will be pony rides, face painting, children's theatre and plays and a variety of vendors.    These events will be held in the Family Picnic Grove at the Gazebo.  Families are encouraged to bring a picnic basket and a blanket and enjoy easy listening music this summer at the Fairgrounds.  More information on these events can be found at www.symphonyinthepark.com

Mr. Albright gave a brief summary on the ** Pseudorabies rabbi disease testing situation and how the cost of this testing may negatively affect the number of livestock (swine /pigs) exhibited at the State Fair this year.  The cost to enter a swine at the Fair was discussed and Mr. Jenkins suggested that the Fair may want to consider possibly waving the entry fee this year for swine in a good-faith effort to help offset the expense of the testing.

**At the July 16th Meeting of the Authority Board, the word "rabbi" in the above paragraph was corrected to read: "Pseudorabies"  

Strategic Plan - ON MOTON BY Mr. Coon, supported by Mr. Albright and carried, a motion was made for the Board to be prepared to vote and adopt the MI State Fair Strategic Plan at the next meeting of the Board in July.  The Strategic Plan fulfills our obligations to the Governor and to the legislature to create an annual five year operational rolling plan for the Fair.  The MOTION was unanimously passed.

FINANCIAL REPORT

Mr. Jenkins stated that the actual Financial Report from the State of Michigan is issued quarterly and the next report will be available on June 30^th, 2008.  He added that he will be prepared to provide the Board with a very detailed report at the July meeting.  Mr. Jenkins also shared his concerns as it relates to the current level of sponsorship dollars.  The Children's Aid Society and Habitat for Humanity have both indicated that due to financial restraints, they would have to pull their sponsorship from the Fair.  Mr. Jenkins stated he will do a full financial assessment by July 1^st and determine where we are for the upcoming State Fair as it relates to shortages in sponsorship monies.  Mr. Jenkins encouraged the Board to share and suggest to him any possible doors that he could knock on for sponsorship agreements.

OLD BUSINESS

Election of Board Vice-Chairperson - The Board took a vote, by written ballot, to select a Vice Chairperson to the MSF Board of Directors at today's meeting.  A question was raised as to whether or not the Board would be interested in selecting a third person to also serve as a back-up Chair for the other two.  It was agreed that only a Vice Chairperson would be elected today.  The Board voted ** unanimously to elect Mr. Robert Porter to the position of Vice Chairman of the Board.   Mr. Porter accepted and agreed to serve as Vice Chairman of the State Fair Board of Authority.  Congratulations Mr. Porter!

**At the July 16th Meeting of the Authority Board, the word, "unanimously" was deleted from the above paragraph.

Agenda Items - ON MOTION by Mr. Albright, supported by Mr. Lester, and carried, The Board agreed to have actionable items placed on the monthly meeting agenda three (3) business days prior to the start of the next scheduled meeting. A brief discussion was held regarding the time that should be established or allowed for the public to request to make a presentation before the Board and also how the Board would handle situations or items of interest and importance that come up at the last minute to be included and discussed at the meeting in progress.  The Board agreed that while they may be willing to discuss the information presented, the Board would not be obligated to take action on the items that are non agenda items.  The MOTION to have agenda items sent out to the Board members three (3) business days prior to the monthly Board meeting, passed unanimously.

Mr. Ron Salley of Salley's Alley questioned the time frame for when a final decision would be made as it relates to possibly leasing State Fair property.  Mr. Salley continued to express his frustration in the delay of this process and not being able to finalize an agreement, thus move forward with his entertainment project and developments at the State Fairgrounds.  The Board again apologized to Mr. Salley for the delay and stated that all interested parties were given the same opportunity to present there land proposal to the State of Michigan in response to the RFP (Request for Proposal) sent out by DMB.

Mr. Burns reported that the department has received four proposals back as it relates to leasing and developments on State Fair property.  He added that recommendations will soon be provided by DMB to the Board.  

NEW BUSINESS

Mr. Burns shared and passed along a very positive comment and compliment to the State Fair General Manager and State Fair Staff administration; The DMB staff and directors expressed how very positive and pleasant it has been working with the State Fair General, Steve Jenkins and staff, especially on financial matters and other items.  Mr. Burns stated the Fair was complimented for having the best administrative staff.  Mr. Porter and Board members all agreed that the State Fair staff has been wonderful.

PUBLIC COMMENT

Byna Camden asked questions as it relates to the Friday and Saturday summer events at the Fairgrounds.  Mr. Jenkins stated there would be some food vendors available for these activities and tables will also be set up for vendors wanting to sell products such as jewelry and other items. Once again the website for these activities was given: www.symphonyinthepark.com. Ms. Camden suggested that more advertisement be considered to help highlight new events at the Fairgrounds such as the new Detroit Equestrian Club.

DATE for NEXT MEETING OF THE BOARD

Due to the timeframe as it relates to the return of the RFP's on the State Fair property and recommendations offered by DMB, the next meeting of the MSF Board was scheduled for Wednesday, July 16, 2008 beginning @ 1:30 p.m., Michigan State Fairgrounds, in Detroit. 

ADJOURNMENT

ON MOTION by Mr. Lester, supported by Mr. DeCock, and carried, to adjourn today's meeting of the Board at 3:45 p.m.  The MOTION passed unanimously.