Fair board reviews July financials, auditor visit and new RV-park surcharge accounting

Gabe, county finance staff, told the Jefferson County Fair Board on Sept. 9 that the July 2025 fair financial summary showed $141,985 in reported revenue and $125,976 in expenditures for July, and that some Fair receipts would still post in August as accounting closes. He said auditors would be on-site later that month and he has not rolled forward beginning fund balances for funds 02/18 and 02/24 pending audit work.

Why it matters: Board members pressed for clarity because July and August are the largest months for Fair personnel and event revenue; accurate reporting will shape budget amendment needs later this fall. Gabe said some revenue (notably carnival receipts and other late invoices) will appear in the August close and that he plans quarterly budget amendments if revenues exceed conservative budget assumptions.

Board members asked why the Open Class line was over budget; finance staff and board members traced the timing of judging stipends and late invoices into August. The board also discussed why the buildings-and-grounds rent line was budgeted low compared with the previous year: Gabe said the budget deliberately excludes one-off items such as a fire-camp rental to avoid overstating recurring revenue, noting Oregon budget law requires reasonable historical-based estimates and higher budgeted revenues would require matching expense commitments.

The board also discussed a new RV-park fair surcharge that had been created in April and will be shown on the Fund 02/24 page of the packet (the line item was described as “RV park fair surcharge” and had $100 recorded in the current display with associated contractual expense of $27.59). Board members asked Gabe to determine the total RV-surcharge revenue from the previous fiscal year (the lump sum likely ended up in a beginning fund balance) so that those funds can be split and moved into the new line, and to provide documentation the board can use when responding to RV park customers.

Gabe said he expected to finalize more complete figures after the audit and that he would schedule regular quarterly budget amendments so the board and county commission know when to expect adjustments. He also encouraged the Fair Board to take an upcoming, local county budget law training workshop in Redmond on Sept. 25, 9 a.m.–3 p.m.

Board direction and next steps: Gabe will 1) reconcile where the prior-year RV-park surcharge revenue is recorded (likely in beginning fund balance) and move an appropriate amount into the 02/24 surcharge line; 2) complete audit rollforwards and return a revised year-to-date report when the audit work is complete; and 3) pursue quarterly budget amendments if Fair revenues materially exceed conservative budget assumptions.

Ending: Board members asked for a clearer one-page breakdown for the Fair revenue and expense lines when the August close is complete so they can track sponsorships, vendor receipts and lingering invoices for the 2025 Fair.