Valley County commissioners press Fair Board for audited carryover and budget clarity before approving levy

VALLEY COUNTY — Commissioners told the Valley County Fair Board on March 17 they need a clear, audited carryover balance and documented budget before the county will finalize the Fair Board’s budget publication and permit use of levy funds for capital improvements.

The meeting included an extended discussion of the fairgrounds’ finances, capital needs and governance. Fair Board members described recent improvements and on-site needs — including bleachers, grandstands, restroom capacity, irrigation, lighting and an arena groomer — and underscored the central role of the county rodeo in generating income for the operation.

Linda Stradley, who identified herself as a Fair Board member and said she began serving in 2020, described vendor growth and crowding at recent fairs and said organizers want to expand seating and other infrastructure. She outlined an equipment purchase the board has made — an arena groomer — and said the board is considering larger capital projects such as permanent bleachers and an events building to support year-round use of the fairgrounds.

Commissioners repeatedly emphasized legal and accounting obligations for entities that hold taxpayer funds. A county official cited state statute, saying the Fair Board must present and publish a budget and be compliant with audit requirements. Commissioners said the county has the authority to levy for fair and facility improvements and that carryover funds held by the Fair Board are, in effect, taxpayer funds that must be documented and, where appropriate, used for county facility improvements rather than only for a single week of events.

Key financial points discussed

- Carryover and audits: Commissioners said the Fair Board must supply a carryover starting balance and full audit records before the board will approve and publish the budget. The Fair Board and county staff referenced a prior audit (September 2023) that showed a carryover figure but said the most recent audited carryover amount was not available during the meeting. A county official said the Fair Board previously reported roughly $30,000 in carryover from COVID-era funds in a 2023 audit but also referenced a checking-account balance that county staff said may be about $100,000; the Fair Board said exact carryover remains to be reconciled.

- Grant and bleacher timeline: Fair Board members said they plan to apply for a T-Mobile grant for seating. They described vendor quotes for a 54-seat module at roughly $25,000 (quote may or may not include freight) and estimated concrete, freight and assembly could add roughly $10,000, yielding a total near $35,000 for a single set. Commissioners noted that grant timing could delay installation until the following spring because of grant funding cycles and the grant’s assembly deadline.

- Equipment and county ownership: Fair Board members said they purchased an arena groomer and discussed possible future tractor purchases. Commissioners stated that equipment bought with taxpayer or levy funds should remain county property and be used for fairgrounds facilities that serve the public year-round rather than exclusively for the weeklong fair.

- Governance and compliance: Commissioners urged the Fair Board to hire or contract a bookkeeper or treasurer (some Fair Board members indicated a change in that role). They emphasized open-meeting posting requirements and that the Fair Board must publish its budget and balance-sheet information promptly. County staff suggested the clerk’s office and the county’s auditors could assist the Fair Board in preparing required documents and posting the budget for public notice.

Follow-up requested by commissioners

Commissioners asked the Fair Board to provide:

- A clear carryover starting balance and a balance sheet showing last year’s carryover and current checking/account balances. - The completed audit records or contact information for the entity preparing the audit (several references were made to the county auditor and to a firm named in the meeting). - Clarification on which items the Fair Board wants the county to fund as capital improvements to the fairgrounds (for example, permanent bleachers or concrete pads) versus items the Fair Board intends to buy for Fair Board use only.

Commissioners said they would complete the work with Fair Board members so the board can publish the budget in time for statutory notice requirements; if outstanding information remains, commissioners said they would set a follow-up meeting. County officials warned that continued failure to meet statutory requirements could prompt the county to take additional steps to ensure compliance.