MOU between OSU Extension Service in Polk County and the Polk County Fair Board
MEMORANDUM OF UNDERSTANDING
This is a Memorandum of Understanding, hereinafter referred to as “MOU”, between the OSU
Extension Service in Polk County, hereinafter referred to as “Extension”, and the Polk County
Fair Board, hereinafter referred to as “the Fair Board”.
Mutual Goals
It is the goal of both Extension and the Fair Board to support youth education and other events
that benefit the community. Extension and the Fair Board have long been partners in this
endeavor and have a mutual desire to continue as partners in the future. The Fair Board believes
in the educational value of these groups and programs and sees the county fair and other events
at the Fairgrounds as an integral part of the educational process for citizens in Polk County.
Thus, the Fairgrounds provides the best venue in the county for many Extension educational
events related to the five Extension program areas - 4-H Youth Development, Family and
Community Health, Farming, Forestry and Natural Resources and Gardening.
A primary goal of Extension is to maintain and enhance the countywide 4-H program, including
the annual culmination and judging of 4-H projects, which is an integral part of the County Fair
and educational events and workshops which attract many visitors. Another Goal of Extension is
to maintain and enhance the countywide Master Gardener program, including community service
and education which is provided at the Fairgrounds in the form of workshops, presentations,
demonstration gardens and plant clinics incorporated in various events. There are several other
Extension educational events that occur throughout the year, but 4-H and Master Gardener
events are the largest majority.
The Fair Board and Extension agree to these mutual goals and use the following guidelines,
terms, roles, and responsibilities for activities involving Extension at the Fairgrounds.
Communications
The Extension Regional Administrator for Polk County and the lead Extension faculty member
for each program area will be the designated representatives for approving Extension events
occurring at the Fairgrounds that are covered under this MOU. These representatives will also
serve, or designate someone to serve, as the point of contact for all communications with the Fair
Board and Fairgrounds Manager. See Attachment A for a current list of representatives.
4-H leaders, Master Gardeners and other Extension clients should channel requests and concerns
through these Extension representatives rather than taking concerns directly to the fairgrounds
manager.
State law and applicable Polk County Ordinances and Policies, in addition to OSU Extension
rules and regulations and Fair Board policies will be the basis of consistent policies related to
Extension activities at the fairgrounds.
The Fair Board will be kept up-to-date on guidelines and rules adopted by the OSU Extension
Service as changes are made. Extension will be kept up-to-date on applicable guidelines and
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MOU between OSU Extension Service in Polk County and the Polk County Fair Board
policies adopted by Polk County, the Fair Board and Fairgrounds Manager as it pertains to
Extension and its programs.
Financial Responsibilities
Extension works with their fiscal officer, the County Administrator, to prepare their annual
budget with review by the Polk Extension Tax Service District budget committee. The Fair
Board works with the Fairgrounds Manager to prepare their annual budget to fund operations of
the fairgrounds and the county fair. The Polk County Board of Commissioners is the governing
body overseeing both budgets and other affairs of the Fair and Extension.
Extension, the Fair Board, and the County will communicate with each other during the
budgeting process to ensure that Extension program needs and financial responsibilities for
activities at the Polk County Fair and Event Center are met using the combined resources of the
Polk Extension Tax Service District and the Fair Board.
Extension will provide annual estimates of program needs and resources for activities at the
fairgrounds. The Fair Board will also provide annual estimates of the financial support the Fair is
able to provide. These written estimates will be given to the County Administrator to ensure the
responsibilities are spread evenly and fairly.
The Fair Board agrees not to charge fees to Extension, the Master Gardener Association, the 4-H
Leaders Association or other Extension related entities for events and storage of equipment as
listed in Attachment A. In addition, staging for these events will not be charged. However, the
Fairgrounds Manager must be provided with detailed lists of what needs to be staged, well in
advance of each event. Final set-up of staged items and clean-up will be the responsibility of
Extension, Master Gardener Association, 4-H Leaders Association, and other related entities as
appropriate.
Responsibilities for Activities During the Annual County Fair
The Fair Board and Extension agree to have written communication as to specific roles and
responsibilities for events throughout the year and at Fair. Extension agrees to work with the Fair
Manager, and Fair Board as necessary, for scheduling events. Extension events will be given
priority during the fair.
Attachment B is a list of responsibilities related to the set-up, management and clean-up of Fair.
Other Responsibilities
Extension and the Fair Board shall mutually provide education as to Rules of Use for the Polk
County Fair and Event Center. Extension agrees that abiding by the established Rules is a
prerequisite to Fairground’s facility use by each 4-H, Master Gardener, and other Extensionrelated groups.
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Each group must be responsible for supervision of all members and guests during
Extension activities.
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MOU between OSU Extension Service in Polk County and the Polk County Fair Board
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Children attending activities who are not participants must be under the supervision of a
legal guardian or responsible adults in a 4-H, Master Gardener, or other Extension related
group.
Privileges related to use of the fairgrounds come with the responsibility for leaving the
site in an appropriate condition. Each Extension group using the fairgrounds is
responsible for the physical condition of the facility and will pay expenses resulting from
any damage incurred during their use of the Fairgrounds. Failure to meet this obligation
within 30 days of billing will be cause for cancellation of future privileges for the specific
Extension group.
While Extension staff and volunteers with official responsibility at the Fairgrounds
events shall be provided admission and access at no charge, no special admission or
parking privileges shall be given to any persons, including family members and friends
not exhibiting or participating in the Extension activity.
The Fair Board shall designate vehicle parking and keep roadways and fire lanes open in
designated areas, and Extension groups shall only park where designated.
Other Extension Events
The Fair Board wishes to remain true to their mission statement to provide the general public and
the local community with the space, buildings and equipment needed to engage in events that
promote fun, learning and social activity, especially where children are concerned. However,
fees must be charged so that the Fair Board is able to cover the expenses of such events.
All Extension Events approved by Extension’s designated representatives will be covered under
this MOU and will not be charged additional fees by the Fair Board. A list of typical annual
events is provided in Attachment C. Additional events may be added and covered under this
MOU if approved by Extension and the Fairgrounds manager or Fair Board, as appropriate, prior
to the event.
Extension education events that are not covered under OSU’s insurance and liability, or events
not approved by Extension’s designated representatives prior to the event, may be charged fees
by the Fair Board. All entities responsible for these non-Extension approved events will need to
negotiate use permits, fee structures and all other related agreements directly with the
Fairgrounds Manager and/or Fair Board as appropriate.
Miscellaneous Storage and Facility Use Compensations
In order to be most efficient and effective in delivering education programs and hosting events,
4-H Leaders Association, Master Gardeners Association, and the Extension office may use
storage facilities at the Fairgrounds as listed in Attachment D.
Master Gardeners Association
The Master Gardener Association is responsible for all costs for establishing and maintaining
their demonstration gardens on the Fairgrounds. The location and design/plans for these gardens
must be approved by the Fair Board prior to establishment or significant design change.
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MOU between OSU Extension Service in Polk County and the Polk County Fair Board
Term
This MOU is effective upon signature of the entities through June 30, 2013. The MOU will be
subject to review every 2 years thereafter, at which time changes may be made subject to mutual
agreement of Extension and the Fair Board. Attachments A, B, C and D may be revised at any
time by mutual agreement.
Polk County Fair Board
Board Of County Commissioners for
Polk County, Oregon, Governing Body
of the Polk County 4-H &
Extension Service Special District
___________________________
Chair
_________________________
Chair
Oregon State University Extension Service,
Polk County
___________________________
Regional Administrator
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MOU between OSU Extension Service in Polk County and the Polk County Fair Board
Attachment A
Primary points of contact for Extension for approving events covered under this MOU and for
communications with the Fair Board and Fairgrounds Manager.
Program Area
Administration
4-H
Farming
Gardening
Family & Community Health
Event Approval
Derek Godwin
Susan Busler
Gene Pirelli
Gail Miles
Debra Driscoll
Contact information:
Derek Godwin – cell – 503-510-7582 or derek.godwin@oregonstate.edu
Susan Busler – cell – 503-877-7191 or susan.busler@oregonstate.edu
Gene Pirelli – cell – 503-931-5163 or gene.pirelli@oregonstate.edu
Neil Bell – cell - 503-949-2718 or neil.bell@oregonstate.edu
Debra Driscoll – cell – 503-6022651 or debra.driscoll@oregonstate.edu
Gail Miles – Polk County office
Polk County office: 503-623-8395
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Communication
Derek Godwin
Susan Busler
Gene Pirelli
Neil Bell
Debra Driscoll
MOU between OSU Extension Service in Polk County and the Polk County Fair Board
Attachment B
The following is a general list of responsibilities related to the set-up, management and clean-up
for Fair.
Extension, and related entities as appropriate, will be responsible for the following:
 Setting up pens, cages, exhibit displays and 4-H building
 Disassembly and staging of pens, cages, and panels back into designated storage bins
ready to be picked up by tractor.
 General clean up of barns, arena and 4-H building
 Removal of manure to designated areas
 Removal of all animals, 4-H decorations and 4-H club items
The Fair Board, staff and related volunteers will be responsible for the following:
 Staging of pen materials in the barns
 Staging of cages, cattle panels, small animal tables
 Moving bleachers to designated areas
 Tilling the outdoor arena for Fair
 Final manure removal from designated areas
 Staging and moving items when a tractor is needed (example; moving archery straw into
arena)
 Staging 4-H building supplies
 Microphone/sound system
 Ribbons
 Judges fees
 Premiums
 Animal bedding
 Initial clean up of arena, barns & 4-H Building
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MOU between OSU Extension Service in Polk County and the Polk County Fair Board
Attachment C
Reserving Buildings and Grounds at the Fairgrounds
The Fair Board strives to allow Extension to use the buildings and grounds to the greatest extent
possible. At the same time, the Fair Board needs to be able to rent all facilities and the grounds to
other entities to cover costs. Therefore, Extension and all related volunteer groups agree to
reserve use of facilities as far in advance as possible, and notify the Fair office immediately if an
event is canceled and the facilities are not needed.
All events must be scheduled with the Fairgrounds office in advance, and the use is based on
availability of buildings and grounds. If held on a weekend, they need at least a year in advance
to reserve a building. Other events should be reserved by July 1st for the following calendar year.
Annual Events at the Polk County Fair and Event Center that have been preapproved by Extension’s designated representatives
Polk County Master Gardener Events and Activities
 Plant sale and clinic, Mother’s Day weekend in May and the week before, Building C
 Various gardening workshops and plant clinics throughout the year
 Meeting area for weekly work crew, preferably indoors with area for refreshments
 Maintenance of orchard and other demonstration gardens as agreed upon in annual
project list (See Gail Miles and/or Neil Bell for list)
The following events are not planned for 2011 – 2012 and will need to be reserved by July 1st for
future the following year.
 Master Gardener trainings – once weekly from January through March, in the Arts and
Crafts building
 Chapter meetings with educational component – monthly, Arts and Crafts Building
 Board meetings – once monthly, in a small meeting room
4-H Youth Development Programming – not including Fair programming
The following list includes examples of appropriate events that would be supported by Extension
and covered by the MOU with the Polk County Fairgrounds and Events Center.
4-H Leaders Association Sponsored Events:
- Monthly and annual meetings of the Polk County 4-H Leaders Association
- Organizational and planning meetings
- Advisory groups and focus groups – such as Visionary Advisory Council and PECAN Youth
and Families focus group
- Recognition events – such as Leaders Banquet and Member Awards program
- County-wide events – such as Pioneer Days and Holiday Fair
Polk County Educational Workshops, Programs and Events:
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MOU between OSU Extension Service in Polk County and the Polk County Fair Board
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Area clinics and workshops – such as Area Livestock Clinic, Horse Open Rides and
Training Sessions
Schooling Shows – such as Horse Schooling Shows, Horse Pre-Fair, Small Animal Shows
Youth Programming – such as Leadership Retreats, Counselor Training and Ambassador
Events
Short Term/Special Interest programming – such as Home School programming, CloverBud
classes and Project Exploration
Collaborative Educational Workshops, Programs and Events:
- Weigh-ins in collaboration with the Polk County Livestock Association
- Livestock Judging Contest with the Polk County Livestock Association and FFA
- Horse Schooling Show in collaboration with Polk County Saddlites
County-wide Project Clubs:
- These would include 4-H project clubs that are project specific, open to the entire county,
are the only group offering that particular project area (“the only game-in-town”). Examples
would be the Shooting Sports program, Dog Club, Ambassador Program.
Club Programming:
Programs sponsored by clubs that are county wide events – not club exclusive. Examples would
include: Open Ride for horse, Achievers and Small Animal Express small animal shows.
Individual Club Meetings:
This MOU does not cover individual project clubs. In order to be equitable to all groups,
Extension would need to cover any rental use costs incurred by other clubs using facilities
throughout the county. At this time, there are insufficient funds to cover that additional expense.
Therefore, individual project clubs cannot be covered at this time.
Individual clubs may (and are encouraged) to approach the Fair Manager and Fair Board to
establish individual use agreements not covered by this MOU.
Additional Events at the Polk County Fairgrounds and Event Center may be
covered under this MOU if approved by Extension’s designated
representatives and the Fairgrounds Manager or Fair Board, as appropriate,
prior to the event.
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MOU between OSU Extension Service in Polk County and the Polk County Fair Board
Attachment D
Miscellaneous Storage and Facility Use Compensations
The Fair Board agrees to provide storage for 4-H educational supplies and equipment in the 4-H
building.
The Master Gardener Association will provide and maintain a multi-purpose storage unit to be
housed on the Fairgrounds property for the Master Gardener’s tools and supplies.
The Fair Board agrees to provide a storage office with utilities (lights, electricity) in the
Floriculture building to hold the additional Master Gardener’s tools and supplies.
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