Jefferson County Fair Board hears tighter year-end projections, show-barn loan catch-up noted

Jefferson County Finance Director Gabriel Solis told the Fair Board on March 5 that the fair fund’s year-end projection is lower than last year, and that board members should plan the 2025–26 budget with a smaller beginning balance.

"Actual revenues year to date are just over $800,000, and we're projecting by year end being about $914,000 in total," Solis said. He walked the board through line-item projections and cautioned that personnel and materials-and-services costs are running above budget.

The projection for the fair fund (Fund 02/18) shows an estimated ending balance of about $145,000; Solis said county practice is to budget conservatively at 90% of that figure. "So my projection that I will be plugging into the budget for 25/26 is going to say that you'll have about a hundred and 30,000 at the start of the fiscal year," he said.

Solis flagged materials-and-services as an area of concern: contracted events and utilities already outpaced earlier expectations and, he said, some recurring, year-round expenses are higher than budgeted. He also said personnel costs are elevated by overtime for fair operations and added programming.

Board members and staff spent time reviewing Fund 02/24 (capital projects and show barn-related activity). Solis and county staff described an accounting correction to the show-barn loan payment: the current adopted budget contains a higher payment this year because prior years were underbudgeted and the county is catching up. Solis summarized: "Looking at that last page on the draft budget, the loan payment show barn section there, you'll see budget for this year, $41,024. And then the current year adopted budget being $69,890. So the prior 2 years, the proper amount was not budgeted in this line item to make that loan payment to the county, and only the amount that was budgeted was transferred. And so for 02/2425, we rectified that problem and budgeted both the current year payment, so the payment for 2425, as well as the amounts that were shorted the prior 2 years."

Board members asked about controllable versus uncontrollable costs and about next steps. Solis said staff, including Bart and Tony, will refine the draft budget and return to the board in April; he also said staff planned a follow-up meeting with a county commissioner to review the projections.

The board did not take a final budget vote at the meeting. Staff said a supplemental budget or adjustments could be considered as part of the formal county budget process.

Solis concluded by urging the board to continue exploring revenue and occupancy strategies for the event complex and to monitor line-item trends monthly so the board avoids overextending reserves.

Ending: The board directed staff to continue refining projections and to return a revised draft budget at the April meeting; Solis and staff will meet again with county leadership to review the numbers before the formal county budget cycle.