COMMISSIONERS' COURT AGENDA REQUEST
PLEASE FURNISH ONE ORIGINAL AND NINE COPIES OF THIS REQUEST AND DOCUMENTS TO BE
REVIEWED BY THE COURT.
MADE BY: Jonathan Letz OFFICE: Commissioners' Court
MEETING DATE: March 11, 2002 TIME PREFERRED:
SUBJECT: (PLEASE BE SPECIFIC)
Consider and discuss Agreement between Ken County and the Hill Country District Junior Livestock
Show Association.
EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON)
NAME OF PERSON ADDKESSING THE COURT:
ESTIMATED LENGTH OF PRESENTATION:
IF PERSONNEL MATTER -NAME OF EMPLOYEE:
Commissioner Pct. #3
Time for submitting this request for Court to assure that the matter is posted in accordance with Title 5, Chapter
551 and 552, Government Code, is as follows:
Meeting scheduled for Mondays: 5:00 P.M. previous Tuesday.
THIS REQUEST RECEIVED BY:
THIS REQUEST RECEIVED ON:

All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been
prepared for the Court's formal consideration and action at time of Court Meetings. Your cooperation will be
appreciated and contribute towazds you request being addressed at the earliest opportunity. See Agenda Request Rules
Adopted by Commissioners' Court.
DRAFT
Memorandum of Understanding Between Kerr County
Commissioner's Court and the Hill Country District Junior
Livestock Show Association
Whereas, the citizens and especially the youth of Kerr County have benefited from the
many years of outstanding service to the community from the Hill Country District Junior
Livestock Show Association (HCDJLSA) and,
Whereas, the HCDJLSA initially coordinated securing funding for, built, expanded, and
maintained the current facilities that make up the Hill Country Youth Exhibitl~ Center
and,
Whereas, these funds were obtained by the citizens, numerous agricultural and youth
associations from Ken County and the surrounding Hill Country area and,
Whereas, these citizens dedicated their time, money, and efforts to promoting youth
activities, especially youth activities that related to agriculture including the 4-H and FFA
programs and,
Whereas, these citizens intended these facilities to be used for youth and agricultural
activities and to promote the long agricultural history and its part in the economic
development of the Hill Country and,
Whereas, for many years the HCDJLSA and Ken County have worked together in the
operation of the Hill Country Youth Exhibit Center for the benefit of the citizens and
especially the youth of Kerr County,
Whereas, the HCDJLSA agreed to transfer ownership and operation of the facilities
known as the Hill Country Youth Exhibit Center to Kerr County, with the understanding
these facilities would be used with emphasis on the above stated purposes,
Now, Therefore be it understood and agreed by the HCDJLSA and Kerr
County Commissioner's Court that:
Ken County Commissioner's Court is committed to the continued use and operation of
the Hill Country Youth Exhibit Center as a public events facility for the benefit of the
citizens and especially the youth of Ken County;
Kerr County Commissioner's Court will continue to work with the HCDJLSA in
fulfillment of the above stated purposes of the HCDJLSA;
Ken County understands the importance of the Hill Country Junior District Livestock
Show to the youth of Kerr County and the benefit of the community as a whole;
Kerr County shall continue to make the Hill Country Youth Exhibit Center available to
the HCDJLSA for the annual District Junior Livestock Show. This use shall be at no cost
to the HCDJLSA. The facilities at the Hill Country Youth Exhibit Center shall be made
available to the HCDJLSA from either January 2 of each yeaz or 20 days prior to the
Friday of the annual stock show, whichever date is later, until the Tuesday following said
show. The HCDJLSA shall have use of all facilities as needed. Ken County may lease
portions of the Hill Country Youth Exhibit Center, to other entities, during this period if
such use will not interfere with the HCDJLSA's needs.
Ken County shall continue to make the Hill Country Youth Exhibit Center available to
the HCDJLSA for their annual fund raising event. This use shall be at no cost to the
HCDJLSA. This event is currently held the third Saturday of September each year. This
use shall cover the period from the Monday prior to the event through the Sunday
following the event. Should the HCDJLSA change the date ofthis event they shall have a
similaz period for use of the facility. Ken County may lease portions of the Hill Country
Youth Exhibition Center during this period if such use will not interfere with the
HCDJLSA's needs;
Ken County shall continue to make all above mentioned use of the Hill Country Youth
Exhibit Center available to the HCDJLSA at not cost to the HCDJLSA. This includes no
change for use; rental, utilities, assistance provided by Ken County employees, and all
other related fees normally charged for use of said facility. The HCDJLSA shall maintain
liability insurance to cover its use ofthe facility and such coverage shall meet the
standazd insurance requirements of Ken County. The HCDJLSA shall advise Ken
County, in writing, at least two yeazs in advance should they change the dates of the
events set forth above from the dates currently set forth;
Kerr County will continue to attempt to provide the HCDJLSA with assistance with set
up and other related matters concerning the above mentioned uses ofthe Hill Country
Youth Exhibit Center. However, it shall be noted that the prunary responsibilities related
to the above mentioned uses shall continue to be the responsibility of the HCDJLSA;
The HCDJLSA shall continue to own the pens and other equipment specifically set forth
on the attached inventory list and Kerr County shall continue to provide storage of such
pens and other equipment at no wst to the HCDJLSA at the Hill Country Youth Exhibit
Center. Ken County shall have the free use of such pens and other equipment as long as
such use does not interfere with the needs and uses ofthe HCDJLSA. Kerr County shall
be responsible for all damages to such pens and equipment caused by the use of Ken
County;
This agreement is intended to remain in force until such time as it may be modified by
the parties hereto. It is understood by both parties that major renovation and or
construction projects may take place at this facility from time to time. It is the intent of
the parties that this agreement shall not be modified by such projects. Further it is
understood that any renovation and construction projects shall proceed with consideration
of the interests of the HCDJLSA and an effort shall be made to minimize any disruption
of the above events ofthe HCDJLSA.
This Memorandum of Understanding may only be modified by written agreement
between Ken County and the HCDJLSA. To continue the long time cooperation and
communication between Kerr County and the HCDJLSA this agreement should be
acknowledged each yeaz during the month of October by continuing resolution of both
Ken County and the HCDJLSA.
This agreement cancels Court Order No. 21903 dated March 22, 1994.
Signed this day of 2001.
Fred Henneke
Ken County Judge
H. A. `Buster" Baldwin
Commissioner Pct. #1
William "Bill" Williams
Commissioner Pct. #2
Signed this
day of
Jonathan Letz
Commissioner Pct. #3
Larry Griffm
Commissioner Pct. #4
2001.
Bob Dittmaz
President, HCDJLSA
ORDER N0. 27.903
AFPROVAL OF FROPOSAL FOR THF. YOUTH EXHIBITION
CENTER
On this the 22nd day of Marrh 7.994, upon motion made by
Commissioner Or-.hler, seconded by Conuni.ssioner Lackey, the
Court unanimously approved by a vote of 4-0-0, to approve the
proposal submitted to thr--, Court.
KERR COUNTY PROPOSAL FOR
YOUTH EXHIBITION CE:NTE:R
Kerr County has a genuine interest in expanding and improving
the total utilization of the Youth Exhibit Center Complex.
The commissioners' Court has a long term goal to update and
modernize this facility. The Rxpanded use by convention
group: anti other organizations needing larger spaces for their
meetings will help economic growth in Kerr County.
Com[nissioners' Court, in an effort to work with the Hill
Country District .Sunior Livestock Association, desires a
change in the facility's overall management. Said change to
t>e a joint effort to enhance the existing facility primarily
for agriculture youth function:; and convention capabilities in
Kerr County.
We propose the facility be guided by a new oversight board
named Youth Exhibition Center Board. Voting membership will
be comprised as follows:
3 members appointed by the Hi11 Country District Junior
Livestock Association.
2. members appointed by Commissioners' Court
1 4-H Coordinator
1 B'FA Representative
Non-voting members will he:
7. Commissioner
1 Convention Booking Agent
A general outline of our proposal for the complex is as
follows:
The Hill Country District Junior Livestock Association will
have exclusive use of the facility for the month of January
and other predetermined dates for fund raising functions at no
cost to thc~ association.
Hi7.l County Di-strict Junior Livestock Association will receive
3~1~ of rental fees collecte0 on the new portion of the arena.
(Fee schedule to reflect different area rental)
Kerr County wi.1.1 receive all other revenues from these:
facilities.
Kerr County will:
purchase--, the Ford Tractor for tF,,000.00;
pay general insurance: on the facility;
pay booking agents salary;
pay maintenance employees salary for regular hours (A0
hours per week);
Furnish Community Service worker=; for set-up and
cyan-up;
pay utilities and garbage fees.
Hill Country District .Tunior Livestock Association will:
retain ownership of all panels, F>ortable rodeo pens,
tables and chairs. (Rental of such equipment for
activities booked through the booking agent will
belong to the association)
Things to do and procedure and policy suggestions by
Commissioner Pct. # ~.
1. Lock old and new with separate locked keys.
?.. Chain and lock dumpsters.
3. Artie Dixon to collect anti money, turn in County - County
will pay parties entitled to money quarterly.
4. Change phone line to Kerr County's same number.
5. Get answering machine fixed or replaced or get cordless
phone for Maintenance personnel.
6. Need calling card ( Credit Card) for Artie Dixon.
7. Make sure, about insurance (Will County insurance carrier
sell riders and make them available to outside parties?)
e. What to do akcout having someone to open and close
facility (maybe a trailer for maintenance personnel).
9. Stockshow people have been_told these guidelines and they
agree.
10. A11 parties must show and provide proof of Tax-Exempt and
non-profit status.