EOTEC - Minutes

Date: 
Fri., Apr. 28, 2017

Present were Board Members Byron Smith, Dan Dorran, Larry Givens, Ed Brookshier, Vijay Patel, Kim Puzey, and Don Miller. Also present were Mayor Dave Drotzmann, Heather Cannell, Amy Palmer, Holly Lambert, Nate Rivera, Jade McDowell of the East Oregonian, and members of the public.

Chairman Byron Smith called the meeting to order at 7:00 am.

Meeting Minutes

Vijay moved and Don seconded to approve the meeting minutes from the regular Board meeting on March 31st.  Motion carried unanimously.

Marketing Grant Application

Vijay questioned the math of 6 nights equaling $5,000 and suggested that someone call all hotels after the fair to see how many rooms were rented during the UCF & Rodeo.

Ed moved and Vijay seconded to approve the Marketing Grant Applications for $5,000 to the Umatilla County Fair.  Motion carried unanimously.

Fair Lease

Byron presented the changes to the Fair Lease as adopted by the City Council and the County Commissioners to be approved by EOTEC Board.  Dan moved and Ed seconded to approve the updated Fair Lease as adopted by the City Council and the County Commissioners.  Motion carried unanimously.

$1.5 Million Reimbursement

Kim Puzey stated how much he has enjoyed working on the EOTEC Board and presented a check for $1.5 million from the Dept. of Administrative Services, through the Port of Umatilla.  Kim thanked Byron and Amy.  Kim publicly thanked Amy for working with the Port’s bookkeeper, Melody Journot, to acquire the documentation necessary to make this reimbursement check for monies spent on EOTEC construction possible.

Budget & Fiscal

Amy presented the March Financial Report.

Larry moved and Ed seconded to approve the March Financial Report.  Motion carried unanimously.

Amy presented the April disbursements and stated the cash flow to pay these is good as the Bond proceeds have been received and the Bridge Loan is available to draw down when needed.

Dan moved and Don seconded to approve the April disbursements. Motion carried unanimously.

Amy presented the EOTEC Monthly Event Report and the EOTEC Quarterly Events Outlook Report.

Fundraising -Donor Wall

Nate Rivera reported the committee is in the process of getting plaques for everyone who participated in the fundraising effort.  The Donor wall will be 30 feet in length and it will be a huge recognition of our community effort.  Plaques are being made by the same company the school district used for Kennison Field.  The wall will recognize many.  The committee recommends plaques for each building in addition to also recognize each structure on the property.  The partnership plaque for the EOTEC facility will recognize the EOTEC Board of Directors its partner boards. Nate is asking the Board to come up with names for the EOTEC facility and inquired about how to recognize all the people who have contributed.  Nate asked the Board to respond with ideas and names by May 15th. The plaques will be delivered July 1st.

Mayor Drotzmann thanked Nate for all the work to track each donor and confirm the names.

Nate inquired the Board thoughts on building a bigger wall to accommodate future donors.  It could be built forty feet wide.

John Eckhardt would not recommend it be any taller.

The consensus of the EOTEC board is in favor of the 40-ft. wall to leave room for future donors.

Hoteliers/Marketing

No report.

Barn Report

John Eckhardt with Knerr Construction reported they are progressing nicely and are on schedule for the completion deadline.  They are currently hydro-seeding and have broken ground on the Rodeo bathrooms.  The weather has had a slight impact on the start of the beef barn with the windy conditions.

Rodeo Report

It was reported by Hendon Construction that concrete will be wrapped up in the next two weeks, bleachers on site in two weeks and the foundations complete for those and bleachers erected in six weeks.   They have relocated a couple fire hydrants, had a few elevation changes and put in final grading for asphalt in concessions.  Hendon hopes to complete the concrete portion in two weeks.  All parts of construction are progressing nicely.

Governance

Byron is going to schedule a performance evaluation for Heather in an executive session following the next May board meeting.

Operations

Heather reported the facility is busy in the next couple months.  She is researching the marketing and price points for the rodeo grounds and the barns.

Vijay said it would be nice for local press to take pictures to show the community of all the progress being made.

Public Comment

There was no public comment.

Next meeting

The next regular meeting will be on Friday, May 12th, @ 7:00 am at EOTEC located at 1705 E. Airport Road, Hermiston.

Adjourned- at 7:43am.


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