Pocomoke City discussion focuses on fairgrounds repairs, permits and grant accounting

POCOMOKE CITY — Members of the Fair Committee and city staff spent a majority of a recent meeting sorting responsibilities for repairs, confirming permitting status for the summer fair and pressing for clearer accounting of donations and state grant money.

The most immediate items were grandstand and fencing repairs and whether those responsibilities fall to the Fair Committee Inc. or the city. Mike White, identified in the meeting as code enforcement, confirmed that existing permanent facilities attached to the building are city property; Fair Committee members said the committee is responsible for the building itself and any attachments. "The fair committee is responsible for the building, anything attached to the building," said Sarah, a Fair Committee member. Committee members said proposed new permanent fencing would be the Fair Committee’s choice and responsibility if they decide to install it.

Committee members also briefed the group on wetland mitigation work and other site cleanup. "The piles were okay to be knocked down, and they were done," Sarah said, reporting that photos were submitted and the work was approved.

On permits for the fair, Sarah said she submitted a late application for an alcohol permit and that the city had not yet received the mayor’s supporting letter in time to meet the liquor board's 30-day policy. "That permit probably is not going to get approved, I would guess," she said. Committee members were told the fair will receive the city trash truck but not trash-collection staff because of city staffing shortages; the committee will need to staff trash collection at events.

Members pressed for clearer handling of donations and grant flows. Sarah said checks intended for the fair are being left with the committee and asked that donors either reissue checks payable to Pocomoke City or provide paperwork confirming funds will flow to the city. "It needs to be made out to whoever it needs to go to," she said, citing concerns about maintaining a paper trail for the state grant.

Committee members discussed finances for the track and racing program. Two contractor quotes for stone dust and grading were presented: Reynolds Excavating quoted a package for $15,000 (about $11,000 for stone dust plus $4,000 for grading), while another vendor's quote was higher. Committee members said the state grant historically covers the stone dust but, based on prior years, may only cover part of the cost; Sarah and others noted prior invoices exceeding $15,000 and differing recollections of past grant amounts.

Several committee members urged monthly profit-and-loss reporting so the committee can track whether the fair and racing operate at a net loss and identify sponsorship or rental strategies to close any gap. "I would like to know what exactly we're doing, dollar wise, what we're down and how we can alleviate some of that pressure," Sarah said.

Committee members asked staff to confirm which fairground structures are listed on the city's insurance versus the Fair Committee Inc.'s policy, and city staff agreed to check. The committee also requested confirmation from city staff about which items city insurance already covers to avoid duplicate coverage.

Why it matters: Pocomoke’s summer fair and at least one high-attendance event are weeks away; the committee and city officials said they need clearer lines of financial and maintenance responsibility to avoid last-minute problems and to ensure compliance with state regulatory requirements.

Details and next steps: Staff agreed to follow up on the liquor-permit status, provide records showing what is on the city insurance policy, confirm which structures are the Fair Committee’s responsibility, and circulate more-detail financial reports to the committee so they can pursue sponsorships and other revenue if needed.

The meeting did not include any formal votes on these items; committee members said some matters (lease amendments, fines, insurance assignment) will require legal review by the city attorney and formal approval by Pocomoke City Council before changes can take effect.