[Accrs-execs] Fwd: ACCRS Railroad Picnic 8/2

Sat Jul 22 20:16:22 PDT 2017

Thank you Dean for the clarification.  I probably should have known that, but didn't.  With this clarification, there is no financial reason to abandon the BBQ.  

Does Monelle realize that the people attending the BBQ are mostly the same people that show up on Friday nights?  Is she aware we are not serving alcoholic beverages?  We are just celebrating another successful 20-days exhibit for the County Fair.  Further, ACCRS has been located on the Fair ground for 57 years without needing a babysitter, nor has there been any problems that required remediation.

John

-----Original Message-----
From: ACCRS exec board <accrs-execs at mail.accrs.org>
To: accrs-execs <accrs-execs at mail.accrs.org>
Sent: Sat, Jul 22, 2017 7:32 pm
Subject: Re: [Accrs-execs] Fwd: ACCRS Railroad Picnic 8/2

Message From: Dean & Margaret Lewis  lewis2 at earthlink.net
John,

A slight clarification.   The club pays for the tables and chairs.  The drink fund supports the BBQ.

Dean

On 7/22/2017 5:36 PM, ACCRS exec board wrote:

Message From: Becky and John Kolberg  bjkolberg at aol.com

  Has there been any progress on this subject since Wednesday?    

2015 is the most recent version of the contractwith the Fair that I have.  Assuming nothing was changed in subsequentyears regarding ingress and egress to the premises, there are norestrictions listed, including security.  However, the Fair maytechnically call our BBQ an event since it is outside our portion ofBuilding F and therefore they may charge fees.  I use the word"technically", because the normal relation between two friendlyorganizations would not be so legalistic and would waive the impositionof a security charge in this instance.

This situation raises several questions.  Is thisthe result of a new person coming on board and not willing to causewaves by making an exception in our case?  Is the Fair managementbecoming less friendly with our residence on the Fair grounds?  Is theFair Board/Management just becoming more impersonal and sees us as justa squatter that does not directly bring revenue to the Fair?  Hassomething happened that has required the Fair to tighten security? Since our contract with the Fair is year-to-year, we might see thesecurity charge coming up for regular Friday night meetings at the nextnegotiation.  Since Monelle has rendered her decision to Dean regardingthe security charge for the BBQ, I would be surprised that she wouldchange her mind for another officer of ACCRS.  That said, I think itwould be appropriate for the President to arrange a meeting withMonelle to get a "feeling" of where they are going with us.  

If the Fair is not willing to waive the Securityissue, I recommend we cancel the BBQ for 2017.  Since the cost comes out of the "DrinkFund", I suspect that charge would break the bank.  Rescheduling to the "heat of the day" onFriday or Saturday does not appeal to me.  Before the 2018 BBQ, wecould address the possibility ofcharging that fee to the general fund as a "rental" cost of residing onthe Fair grounds.  The General Fund could handle the $100 cost.

John K.

-----OriginalMessage-----
From: ACCRS exec board <accrs-execs at mail.accrs.org>
To: ACCRS Officers <accrs-execs at mail.accrs.org>
Sent: Wed, Jul 19, 2017 4:53 pm
Subject: [Accrs-execs] Fwd: ACCRS Railroad Picnic 8/2

Message From: Dean & Margaret Lewis lewis2 at earthlink.net  

Whatthe heck is this.   Since when do they have to have people thereafter 5:00.   Would this apply to our regular Friday nightmeetings????  Mr. Prez, do you want to talk with the Fair???  Otherwisewe might just want to call it off.   This is a new person at theFair.   I explained everything about how we do this every year.   Shewas even going to charge us for use of the grass area ($400) but I toldher we wouldn't be using it.   Move to a Saturday?????

Dean

-------- Original Message --------  

Subject: 

ACCRS Railroad Picnic 8/2

Date: 

Wed, 19 Jul 2017 23:44:53 +0000

From: 

Monelle Abaya <mabaya at alamedacountyfair.com>

To: 

Dean & Margaret Lewis (lewis2 at earthlink.net)        <lewis2 at earthlink.net>

Hi Dean, 

It was a pleasure to speak with youearlier. Iappreciate your patience as we transition Dominique’s files into mycare.  

Before I generated a contract for you,I wanted togive you a head’s up as to some of the changes that will affect yourevent this year:

·          For each event, the Fairgroundsrequires a deposit. The deposit will be held until after the event,pending determination of any additional or outstanding charges forservices or damages to the facilities. At that time, the full Depositor balance thereof will be returned to you. We typically ask for 50% ofthe rental fee. As you are longtime clients of the Fairgrounds and weare waiving the rental fee, we’re lowering your group’s deposit to$200. Of course, we anticipate no issues returning the deposit, but werequire it nonetheless. 

·          After 5pm, the Fairgrounds nowrequires a staff person for any access after 5pm. The staff charge is$20 per hour. For your event, we will require a staff person for 5hours to cover the duration of your event.  

·          We’re also now requiring securityfor all after hours events. A minimum of 6 hours of security must bemet.  

Per your email, I revised your tablecount to 11tables. The chair count remains the same at 36 chairs.  

I’ve attached an itemized proformainvoice if youhave any additional questions. As you can see, most of the new chargesthis year arise out of having an after hours event. If you want tochange the hours of your meeting to earlier in the day to avoid anyafter hours charge, just let me know and I’d be happy to change thatfor you. Perhaps from 230-5pm?  

Regards,

Monelle

Monelle Abaya, Esq. 

Contract Specialist/Event Coordinator

Direct: (925) 426-7509

Fax: (925) 426-5194

mabaya at alamedacountyfair.com  

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