[Accrs-execs] Fwd: ACCRS Railroad Picnic 8/2
ACCRS exec board
accrs-execs at mail.accrs.org
Sun Jul 23 15:06:37 PDT 2017
I sent an email to the list on Friday before leaving town. I believe this is due to new people and they were looking at the wrong version of the contract. I worked with Dominique to specifically state that we meet on Fridays and Saturdays, so the language now states 8am to 9pm on Friday and Saturday. I am expecting a call on Monday to see what they have figured out. I was talking on the phone with Candice whom I have never spoken to before, so I think there is a good number of new people and poor record keeping.
Marc
Sent from my iPhone
> On Jul 22, 2017, at 8:43 PM, ACCRS exec board <accrs-execs at mail.accrs.org> wrote:
>
> Message From: Dean & Margaret Lewis lewis2 at earthlink.net
>
> Marc is in contact. As Pres, he should be the one to get it clarified. I think he is making progress. He has a copy of our use agreement and should be able to get it clarified. We have done the tables and chairs for several years. It shouldn't be a problem this year, but unfortunately this new person has no history and is making waves so to speak.
>
> Dean
>
>
>> On 7/22/2017 8:16 PM, ACCRS exec board wrote:
>> Message From: Becky and John Kolberg bjkolberg at aol.com
>>
>>
>>
>>
>> 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 contract with the Fair that I have. Assuming nothing was changed in subsequent years regarding ingress and egress to the premises, there are no restrictions listed, including security. However, the Fair may technically call our BBQ an event since it is outside our portion of Building F and therefore they may charge fees. I use the word "technically", because the normal relation between two friendly organizations would not be so legalistic and would waive the imposition of a security charge in this instance.
>>
>> This situation raises several questions. Is this the result of a new person coming on board and not willing to cause waves by making an exception in our case? Is the Fair management becoming less friendly with our residence on the Fair grounds? Is the Fair Board/Management just becoming more impersonal and sees us as just a squatter that does not directly bring revenue to the Fair? Has something happened that has required the Fair to tighten security? Since our contract with the Fair is year-to-year, we might see the security charge coming up for regular Friday night meetings at the next negotiation. Since Monelle has rendered her decision to Dean regarding the security charge for the BBQ, I would be surprised that she would change her mind for another officer of ACCRS. That said, I think it would be appropriate for the President to arrange a meeting with Monelle to get a "feeling" of where they are going with us.
>>
>> If the Fair is not willing to waive the Security issue, I recommend we cancel the BBQ for 2017. Since the cost comes out of the "Drink Fund", I suspect that charge would break the bank. Rescheduling to the "heat of the day" on Friday or Saturday does not appeal to me. Before the 2018 BBQ, we could address the possibility of charging that fee to the general fund as a "rental" cost of residing on the Fair grounds. The General Fund could handle the $100 cost.
>>
>> John K.
>>
>>
>>
>>
>> -----Original Message-----
>> 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
>> What the heck is this. Since when do they have to have people there after 5:00. Would this apply to our regular Friday night meetings???? Mr. Prez, do you want to talk with the Fair??? Otherwise we might just want to call it off. This is a new person at the Fair. I explained everything about how we do this every year. She was even going to charge us for use of the grass area ($400) but I told her 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 you earlier. I appreciate your patience as we transition Dominique’s files into my care.
>>
>> Before I generated a contract for you, I wanted to give you a head’s up as to some of the changes that will affect your event this year:
>> · For each event, the Fairgrounds requires a deposit. The deposit will be held until after the event, pending determination of any additional or outstanding charges for services or damages to the facilities. At that time, the full Deposit or balance thereof will be returned to you. We typically ask for 50% of the rental fee. As you are longtime clients of the Fairgrounds and we are waiving the rental fee, we’re lowering your group’s deposit to $200. Of course, we anticipate no issues returning the deposit, but we require it nonetheless.
>> · After 5pm, the Fairgrounds now requires 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 5 hours to cover the duration of your event.
>> · We’re also now requiring security for all after hours events. A minimum of 6 hours of security must be met.
>>
>> Per your email, I revised your table count to 11 tables. The chair count remains the same at 36 chairs.
>>
>> I’ve attached an itemized proforma invoice if you have any additional questions. As you can see, most of the new charges this year arise out of having an after hours event. If you want to change the hours of your meeting to earlier in the day to avoid any after hours charge, just let me know and I’d be happy to change that for 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
>>
>> <mime-attachment.jpg>
>>
>>
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