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					   	COMMISSIONERS' COURT AGENDA REQUEST
				PLEASE FURNISH ONE ORIGINAL AND ONE (1) COPY OF THIS REQUEST
				     	AND DOCUMENTS TO BE REVIEWED BY THE COURT
		     	MADE BY:   	Tim Bollier				 	OFFICE:  Maintenance Department
		     	MEETING DATE:    	April 26, 2010		   	TIME PREFERRED:
		     	SUBJECT:   	Consider, discuss, and take appropriate action on policies and procedures
		     	for use of the Hill Country Youth Exhibit Center.
		     	EXECUTIVE SESSION REQUESTED:  (PLEASE STATE REASON)
		     	NAME OF PERSON ADDRESSING THE COURT:     	Tim Bollier
		     	ESTIMATED LENGTH OF PRESENTATION:
		     	IF PERSONNEL MATTER - NAME OF EMPLOYEE:
					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 PM previous Tuesday
		     	THIS REQUEST RECEIVED BY:
		     	THIS RQUEST RECEIVED ON:						    	@	    	.M.
		    	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  towards  your  request  being
		    	addressed at the earliest opportunity.  See Agenda Request Rules Adopted by Commissioners'
		    	Court.
		    	Make sure any and all back up material is attached to this form.
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		     	HILL COUNTRY YOUTHHIBIT CENTER PROCEDURES
	 	Scheduling Events/Reservations:
		  	4 -11 reservations must be made through the Reservation Agent, Jody Grinstead, by the Extension Office,
			   	and must be in writing.
		 	Expectations of 4 -H events scheduled through the Extension Office are:
		  	1)  The event is a legitimate 4 -H event
		  	2)  The event is covered with 4 -H insurance
		  	3)  Any proceeds from the event will be used for 4 -H purposes
		Annual Events:
		 	4 -11 Events that take precedent over any other events:
		 	January	 	Stock shows		     	entire month   	Entire Facility
		 	April	    	Wool Judging		    	3 Saturday   	Exhibit Hall
		  	*April	   	Ag Awareness Day	     	Date Varies    	Entire Facility
		 	May	    	Wool/Mohair		    	3 Saturday   	Exhibit Hall
		 	June	    	Steer Validation ,		 	4th Monday    	Indoor Arena
		 	August	  	4 -H Awards Banquet	   	3 Saturday   	Exhibit Hall
		 	September     	Big Bash			   	1 Tuesday    	Exhibit Hall
				    	HCDJLS			   	last weekend  Entire Facility
		 	October	 	Wild Game Dinner	     	1 weekend    	Entire Facility
				    	Sheep & Goat Validation     	3 Sunday     	Indoor Arena
		 	*October		Safety Awareness			Date Varies    	Entire Facility
		 	November     	Swine Validation		 	2nd Saturday   	Swine Barn
		 	December     	Any Baby Can Event	   	2nd Friday     	Exhibit Hall
		 	* Preference will be given IF dates are given to the Reservation Agent a year in advance, and that date
		 	does not conflict with any events listed below.
		 	Annually Scheduled Events (vendors which are able to book 3 years in advance and will have precedence
		 	over 4 -H events with the exclusion of those listed above):
		 	OTRA			     	Indoor Arena	   	Dates Vary
		 	San Antonio Dog Training    	Exhibit Hall	    	February or March
		 	Mounted Peach Officers		Entire Facility	  	March or April
		 	Hill Country Dog Agility     	Indoor Arena	   	April (1 weekend) & December (2 Weekend)
		 	Texas Gun & Knife	    	Exhibit Hall	    	April (4 Weekend) & September (2 Weekend)
		 	Texas Arts & Crafts Fair     	Entire Facility	  	May (last weekend)
		 	Goat Sales (various lessees')  Exhibit Hall	    	July (2 and 3 weekends)
		 	Hill Country Boer Breeders   	Hog Barn		 	August
		 	Texas Wood Carvers	   	Exhibit Hall	    	September (3rd weekend)
		 	Kerr County Swine Breeders  Exhibit Hall	    	October (3 Saturday)
		 	Kerr County Fair		 	Entire Facility	  	October
		Set-Up:
		4H leaders are expected to do the set -up for their events.If Maintenance Department has already set -up the facility
		for a contracted event, the 4 -H leaders must work around that set -up.  If items are moved during the 4 -H event,
		they must be returned to their original location at the completion of the 4 -H event.
		4 -H groups must clean up after each event.  This includes sweeping the floors and taking out trash.
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		HILL COUNTRY YOUTH
		EXHIBIT CENTER PROCEDURES
		Page 2
		Maintenance Department:
		The Maintenance Department will be available for 4 -H events only if they have the available manpower; their
		 	help during a 4 -H event is not guaranteed.
		If requested to do so, and if time allows, the Maintenance Department will plow the outdoor arena prior to any 4-
		 	H event.  However, the 4 -H leaders must keep the arena maintained during their events.
		Equipment:
		No county equipment may be used during 4 - H events; they must use their own equipment.
		Indoor arena:
		It is expected that all efforts will be made to utilize the outdoor arena for 4 -H horse events, except in the
		 	case of inclement weather, as that arena was built and reserved exclusively for them.
		Practice riding will not be allowed
		Keys:
		The Extension Office will be given 2 keys; one to keep and one to loan out to 4 -H leaders.
		4 41 leaders must make arrangements with the Extension Office to get keys to the facility for their events.
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		Gates:
		The facility and gates must be locked at the end of every function.
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