AUTHORITY BOARD OF DIRECTORS MEETING

October 15, 2008

Pursuant to notice duly given, a meeting of the Michigan State Fair Authority was brought to order by Mr. Robert G. Porter, Vice Chair, 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, Vice Chairman of MSF Authority Board

Pat G. Albright, Owner of Albright Farms

Erwin "EJ" Brown, Executive Director MI Association of Fairs & Exhibitions

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

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

Elaine Driker, Former Director, Detroit Orientation Institute @ WSU

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 & Chairman of MSF Authority

Reverend Loyce Lester, Representing the Business Community

Larry Alexander, President, Detroit Metro Visitors and Convention Bureau

Also Present:

Byna Camden, ICARE, Local resident & supporter of the Fair

Eugene Kondash, Local resident & supporter of the Fair

Carl Collins, Observer and supporter of the Fair

Iloni Iloni Wilks, ICARE and Local supporter of the Fair

Lindsay Calcatera, MSF Marketing Director

Johnnie Bennett, MSF Secretary      

ACCEPTANCE OF AGENDA and APPROVAL OF MINUTES

ON MOTION by Mr. Albright, supported by Mr. Haarer, and carried, to accept today's meeting agenda.  The MOTION was unanimously passed.

ON MOTION by Mr. Albright, supported by Mr. DeCock, and carried, to approve the minutes of the August 13, 2008 meeting.  The MOTION to approve the previous minutes passed unanimously.

VICE CHAIRMAN'S COMMENTS

Vice Chairman Porter welcomed everyone to today's meeting of the Board and then shared a brief overview and comments as it relates to the recent State Fair and observations he made during daily visits.  Mr. Porter stated the Fair overall went relatively well.  The new pavement which was laid by MDOT (Michigan Department of Transportation), just days before the Fair opened, was a big success and made a nice impression on fairgoers. 

The Miracle of Life Birthing Exhibit was well attended and received many wonderful compliments.  Mr. Porter shared a few concerns and suggestions for improvements as it relates to infrastructure issues such as leaking drains in various restrooms, bad odors coming from sewer drains, lights that were out in the Joe Dumars Sports Building, and suggestions he received regarding adding mirrors to the ladies restrooms and also more signage for the Michigan Mart Building to help generate greater traffic flow in this area.

Mr. Porter highly complimented the 2008 janitorial service and he remarked on how pleasant and very polite the staff was each time he visited the Fair.  Mr. Porter shared information as it relates to the 2009 expiration date for the janitorial contract.  He then made a recommendation to add this item to the meeting agenda for next month and Mr. Porter stated that based on their great work performance he would ask that we consider extending the contract with the current provider through the end of the 09 State Fair.  Mr. Jenkins stated it was his intentions to bring a full update on contracts to the next Board meeting and the janitorial contract would be included in these discussions.

Mr. Porter shared information he received concerning special activities and promotions from another Fair where fairgoers were encouraged to bring in canned good items on certain days between limited hours and would then receive free admittance into the Fair and ride passes for restricted hours.  Mr. Porter stated our Fair may consider developing a special canned good drive during the Fair and work with a local food bank organization to create a community outreach promotion during these stressful economic times.

Mr. Porter congratulated and thanked the Fair Manager and staff members for the tremendous job and notable efforts in putting on this year's State Fair.

BOARD RULES AND PROCEDURES

Mr. Porter asked for any questions, concerns or discussion as it relates to the MSF Board of Director's Procedures and Rules document.  ON MOTION by Mr. Burns, supported by Mr. DeCock, and carried, to accept the MSF Rules and Procedures document presented at today's meeting.  The document was accepted with the following amendments:  Under February 2008, the language in the status box was changed to read, Fair Manager should serve on the committee whenever legally possible.   Also the word "Rules" in the heading was changed to read: MSF Authority Board of Director's "Policies" and Procedures instead of Procedures and Rules.  The MOTION to accept the Fair Board Policy and Procedure document was unanimously passed.

MANAGER'S REPORT

2008 STATE FAIR RE- CAP

Mr. Jenkins thanked Mr. Porter for attending the Fair daily and gathering various feed-back from fairgoers.  Mr. Jenkins expressed his sincere appreciation for all of the assistance and support offered by Mr. Porter.  The feed-back and information gathered will be especially helpful as we prepare for future activities at the Fair.

Many compliments were received as it relates to the newly paved roads on the Fairgrounds.  Also kind remarks were received regarding the new colorful signage throughout the grounds, the wonderful Gospel Fest in the Band Shell, the Rodeo and the Lipizzaner Stallions (both stand-alone shows) in the Coliseum. 

The pre-Fair exclusive event promoted by the Jewish Federation on Thursday, August 21, 2008, from 3:00 p.m. - 10:00 p.m. was very successful and brought in over 13,000 guests to the State Fair before Opening Day.  This event was held as a celebration at the conclusion of the 2008 Junior Olympic Maccabi games.  Mr. Jenkins stated this wonderful event held at the fairgrounds received lots of positive feed-back and will now serve as a template possibly for bringing in more future events of this type. 

FY08 FINANCIAL ASSESSMENT

Mr. Jenkins reported attendance was up during the first week of Fair but unfortunately, this changed over the last weekend of the Fair, the Labor Day holiday weekend.  The Fair cut its expenditures this year by $200,000 and had a shortfall of approximately $400 - $500,000.  Mr. Jenkins stated DMB (the Michigan Department of Management & Budget) has been working diligently with the appropriations committee to get a financial transfer in order to pay the shortfall.  Mr. Jenkins added that while all premiums have been paid at this time, there are still 41 vendors being impacted by the shortfall.  Mr. Burns stated the transfer of funds will come from DMB, but first we will need to get approval from the Senate Appropriations committee.  Mr. Jenkins offered five possible reasons for the fall in Fair attendance over the holiday weekend: economy, gas prices, too much competition with other entertainment venues, lack of significant headline entertainment in the Band Shell and no advertisements or special radio & television promotions over the Labor Day weekend.  Various Board members raised questions as to what the final numbers are for the FY08 and why they had not been given this information prior to today's Board meeting.  Many expressed frustration and concerns as it relates to the Board not receiving timely information prior to public knowledge.  A lengthy discussion was held regarding how information could better be distributed to Board members and enhanced communications between the Fair Management and the Authority Board.  Mr. Jenkins agreed to forward any and all up-to-date information to Board members.

The two biggest concerns we heard this year were, not enough fruits and vegetable, agricultural exhibits and too expensive to attend the Fair when you roll together all of the fees i.e. parking, gate admission, ride wristbands, and the cost for food.  It was felt that the various Fair prices added together, were too high and it was suggested that the Fair could possibly consider creating a bundle-pricing program to include multiple items in a special package for one reasonable fee.  A discussion was held at length regarding various Fair prices and today's agriculture.

Mr. Jenkins commended Dr. Dan Grooms, Dominic Perrone and Krissa Thoms on putting together a very appealing display.  He stated the Miracle of Life Birthing exhibit and the overall appearance of the surrounding area was very attractive and we should expand on this idea next year.  It was reported that five surveys taken from five different years prove agriculture is the #1 reason most people come to the Fair.  Mrs. Driker expressed she still does not feel the Miracle of Life and agriculture displays are in the right location.  She added that there's a bit of a disconnect felt as it relates to the Butter Cow being located in the new Sports Building which once showcased agriculture.

Mr. Jenkins reported once again we reached out to the various commodity groups in an effort to highlight them at the Fair with special focus being given to the Governor's Reception.  The well-received reception was sponsored by Big Boy and Splendid Plates.

Mr. Burns reported that he would shortly have to leave today's meeting of the Board in order to attend a meeting on the Amusement Ride Contract.  He stated there are approximately 17 -19 events in limbo right now over the amusement contract.

It was reported that General Growth Property's has backed out of the project at the corner of Eight Mile and Woodward Avenue.  Mr. Burns stated he would make an inquiry about this corner piece of property.  Mr. Burns reported the Movie Studio has asked to be removed from the RFP on the State Fair land development proposal.

Mr. Albright questioned whether or not we were going to renew a contract with Christopher Ewing.  The Detroit Equestrian Club, located on the Fairgrounds was used during the annual Fair, but Mr. Ewing did not move completely out during the Fair and this posed a few problems for the livestock exhibitors. Many comments were made regarding how dusty and dirty the area was before the exhibitors moved in. Mr. Albright stated someone has to pay for cleaning and this situation should be resolved as soon as possible.  He added that photo opportunities for the livestock exhibitors was truly missed this year and he was frustrated to learn that there was a photographer on staff during the Fair but had not been given this information, therefore no photos were taken in the livestock area as in the past years.  A brief discussion was held regarding water problems which occurred during the Fair and the process and length of time involved in repairing the damage.  The portable showers were very nice but there was a problem with the doors being locked.  Mr. Jenkins addressed many of the issues stated today and agreed that on the communication side of things, we must improve.  He apologized for not getting adequate information to the Board prior to the Fair, especially as it relates to the photographer contact information.  

Mr. Jenkins reported chances are pretty good that we may be able to have the rest of our roadways paved. He will continue to pursue these efforts with MDOT.

OLD BUSINESS

Three (3) Board members terms will soon expire.  It was agreed that Authority Board members appointments would be placed on the next meeting agenda.

NEW BUSINESS

There was no New Business to come before the Board today.

PUBLIC COMMENT

Byna Camden thanked the Board for welcoming her participation in today's meeting.  She then shared a pleasant story of how her brother participated in the 1^st Beef Cook-off held at the State Fair nearly 25 years ago, and he won.  She suggested the Fair may want to consider bringing back such events again.

Iloni Iloni Wilks expressed her gratitude to the Fair Manager, Authority Board and staff members for welcoming her group to put on a Gospel Fest this year in the Band Shell arena.  Ms. Wilks stated she would love to share video footage and photos taken from the Gospel Fest event at a later time.  She was very thankful for the opportunity to participate in the recent Fair.

DATE for NEXT MEETING OF THE BOARD

ON MOTION by Mr. Albright, supported by Mr. Coon, and carried, the Board agreed to not hold a meeting in November, instead schedule the next meeting for Friday, December 12, 2008, beginning @ 1:30 p.m., in the Administration Bldg. @ the Michigan State Fairgrounds.  It was agreed a light lunch & holiday refreshments would be provided.

ADJOURNMENT

The meeting was adjourned at 4:08 p.m.