EOTEC - Minutes

Date: 
Fri., May. 12, 2017

Present were Board Members Byron Smith, Ed Brookshier, Kim Puzey, and Don Miller. Also present were Bill Elfering - Umatilla County Commissioner, Heather Cannell, Holly Lambert, Jade McDowell of the East Oregonian, and members of the public.

Chairman Byron Smith called the meeting to order at 7:02 am.

Meeting Minutes

Ed moved and Don seconded to approve the meeting minutes from the regular Board meeting on
April 28th with corrections.  Motion carried unanimously.

Annual Evaluation for EOTEC General Manager

Byron stated the annual evaluation will take place in executive session immediately following this meeting.

Budget & Fiscal

Byron stated we will review April Financial Reports at the next meeting and presented the marketing grant application for $2000 for the annual Horse Sale.

Kim moved and Don seconded to approve the Horse Sale marketing funds of $2000. Motion carried unanimously.

Randy Hull, Jr., representing the Horse Sale wanted to thank EOTEC, not just for the money, but for the ability to continue to host the Horse Sale in Hermiston.

Hoteliers/Marketing

Byron gave an update final TPA numbers. EOTEC will receive $112,208, which is down $6,000 from last year.

Barn Report

John Eckhardt with Knerr Construction reported they moving forward with lots of progress on the site.  A few sprinkler heads need to be moved, the rodeo/fair areas are on schedule and the footings for the bathroom areas and small barns are going in today.  Kneer is working with the architect to change the design on the bathrooms to avoid nesting birds and the provide storage above the bathrooms.

Rodeo Report

Carl Hendon of Hendon Construction stated the last of the footings for the bleachers are being poured and the bleachers are going up next week.  Carl praised two of his employees who have exceeded all their expectations and have done outstanding work.  They have done a quality job and passed all inspections.

Kim agreed, stating the concrete work is stunning work of artistry and is just beautiful.  Kim thanked Carl for the work his employees have done.

David reported the mercantile area on the rodeo grounds is progressing nicely.

Mike Kay thanked Knerr & Hendon for doing an excellent job blending their two separate projects and working so well together on the construction of EOTEC’s fair and rodeo grounds.

Governance

Byron is working to schedule a second joint work session with City Council and County Commissioners on June 1st, 2017.

Byron reported on the progress of the food trailers.  They are being built offsite and will be ready and in place for this year’s fair.  Both the Hospital and the Lions Club are interested in dressing up the signage on the outside of the food trailers.

Operations

Heather reported that all the back gates have been chained and locked up.  Event bookings are going well, as more local businesses are scheduling day meetings and she has met with Sara Singer on how EOTEC and the Hermiston Conference Center can be working together.  Heather requested permission to spend $130 for a 3-month trial on a lead generating service for bookings and shared that tomorrow is the One-Year Anniversary for the EOTEC Event Center.

Byron stated that vandalism charges have been filed against the group that caused damage to the Event Center and grounds.

Executive Session Recess

Byron recessed the meeting at 7:20am and announced the Board will convene in executive session in accordance with ORS 192.660 (2)(h), which allows the Board to meet in Executive Session to review and evaluate, pursuant to standards, criteria and policy directives adopted by the governing body, the employment-related performance of the chief executive officer of any public body, a public officer, employee or staff member unless the person whose performance is being reviewed and evaluated requests an open hearing.

Representative of the news media and designated staff shall be allowed to attend the executive session. * All other members of the audience are excluded. Representatives of the news media are specifically directed not to report on any of the deliberations during the executive session, except to state the general subject of the session as previously announced. No final decision may be made in executive session. At the end of the executive session, the board will return to open session which the audience may attend.

Reconvened

Byron reconvened the meeting at 8:01am.

Don questioned the requirements for sewer and water for Umatilla County Mobile Medical Unit requesting a booking at EOTEC.

Heather shared the booking would be for two months, they would serve up to 10 people a day and would cover all utilities expense incurred.  The booking could generate $6,000 in rental revenue. The Board directed Heather to research the requirements and report back with a proposal.

Next meeting

The next regular meeting will be on Friday, May 26th, @ 7:00 am at EOTEC located at 1705 E. Airport Road, Hermiston, OR.  The meeting may be cancelled, if so, notice will go out.

Adjourned- at 8:06am.


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