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File #: 2020-0905   
Type: Consent Calendar Item Status: Agenda Ready
File created: 8/26/2020 In control: County Administrator
On agenda: 9/22/2020 Final action:
Title: County/Fair Interim Agreement
Department or Agency Name(s): County Administrator
Attachments: 1. Summary Report, 2. County Fair Interim Agreement_pdf
Date Action ByActionResultAction DetailsMeeting DetailsVideo
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To: Board of Supervisors

Department or Agency Name(s): County Administrator's Office

-Staff Name and Phone Number: Michelle Arellano, 707-565-2431

Vote Requirement: Majority

Supervisorial District(s): All




County/Fair Interim Agreement



Recommended Action:

Recommended action

Authorize the Chair to execute an Interim Agreement with the Sonoma County Fair and Exposition, Inc. with the term ending September 30, 2021.



Executive Summary:

Pursuant to Government Code section 25905, the Board of Supervisors is authorized to contract with a non-profit corporation or association for conducting an agricultural fair, as agent of the County for a period not exceeding five years. The current five year agreement between the County and the Sonoma County Fair and Exposition, Inc. (Fair) expires on September 30, 2020. While staff have been working with the Fair on the renewal of the agreement, the recent LNU Lightning Complex Fires local emergency, coupled with the on-going COVID-19 public health emergency has necessitated redirection of resources for emergency response impeding progress on negotiations.


This item requests the Board of Supervisor’s approval and execution of an interim agreement with the Fair subject to the pre-existing terms of the current agreement, through September 30, 2021. The intent of this interim agreement is to provide the County and the Fair additional time to negotiate the terms of the new five year agreement.




Pursuant to Government Code 25905, the Board of Supervisors contracts with Fair to operate the Sonoma County Fairgrounds.  In 2015 the Board approved a five year agreement with the Fair to conduct the County Fair and act as an agent of the County to manage, use, possess, and operate the Fair and Fairgrounds. The term of the agreement ends of September 30, 2020.


Early discussions between the County and Fair were set back due to the COVID-19 health emergency. The ratification of the of declaration of the COVID-19 local health emergency by the Board of Supervisors on March 4, 2020, and activation of the Emergency Operations Center, required redirection of County staff across multiple departments and agencies to respond to the emergency.  Additionally, as a result of the public health risks raised by COVID-19, the Fair cancelled the 2020 annual County Fair, and remaining events to be held at the Sonoma County Fairgrounds during the 2020 calendar year, which resulted in the elimination of 15.75 full time equivalent allocations.

On August 19, 2020 the Board of Supervisors ratified the proclamation of local emergency due to the LNU Lightning Complex Fires that began on August 17, 2020. In response to the fire emergency, the County has focused support to the Emergency Operations Center and related emergency response, and the Fairgrounds opened as a temporary evacuation point for non-congregate shelter, campgrounds/RV parking, and shelter for livestock and other large animals.


Staff is requesting that the Board approve the proposed interim agreement between the County and the Fair with the pre-existing terms of the current agreement for a period of one year, with the term ending September 30, 2021. The proposed interim agreement will allow staff more time to continue to work with the Fair on the new five year agreement which has been delayed due to the COVID-19 and LNU Lightning Complex fires emergencies.


The Fair Board will consider the proposed interim agreement during its regular meeting set for today September 22, 2020. Upon approval, the Fair Board will execute the interim agreement and submit to the County for the Chair of the Board’s signature.



Prior Board Actions:

10/4/16: Board approved the First Amendment to the Agreement to modify preparation of the budget to conform to the Fair’s conversion from a fiscal year to calendar year budget.

12/8/15: Board approved a five year agreement with the Sonoma County Fair and Exposition, Inc.



Fiscal Summary


FY 19-20 Adopted

FY20-21 Projected

FY 21-22 Projected

Budgeted Expenses




Additional Appropriation Requested




Total Expenditures




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Use of Fund Balance








Total Sources





Narrative Explanation of Fiscal Impacts:



Staffing Impacts:




Position Title (Payroll Classification)

Monthly Salary Range (A-I Step)

Additions (Number)

Deletions (Number)















Narrative Explanation of Staffing Impacts (If Required):




Interim Agreement


Related Items “On File” with the Clerk of the Board:

First Amendment

Agreement between County and Fair