GALLATIN COUNTY FAIR BOARD
December 21, 2004 Minutes
As Approved at the January 18, 2005 Meeting
ATTENDANCE:
Fair Board Members - Greg Raths, Blair Howze, Bob Brekke, Betsy Centa, Joel Farrell
Board Advisor – Al Lien
County Commissioner - Jennifer Smith Mitchell
Guests - Anne Dixon, John Randall
Staff - Sue Shockley, Manager; Karlene Pisarcik
Committee Members - None
Public - Sonja Berg
1. CALL TO ORDER:
Chairman Greg Raths called the meeting to order at 6:30pm.
2. INTRODUCTION OF PROSPECTIVE FAIR BOARD MEMBERS: Greg introduced Anne Dixon.
3. PUBLIC COMMENT: None
4. MINUTES: Joel Farrell moved to approve the November 16, 2004 minutes as corrected – Van Shelhamer’s name was misspelled. Blair Howze seconded. All in favor, none opposed, motion carried.
5. GUEST PRESENTATIONS: None
6. COUNTY COMMISSION UPDATE: Jennifer Smith Mitchell stated that the County approved the contract with the Chronicle. Office meetings will now be known as public meetings. Joe Skinner, new commissioner, will be sworn in to office on December 30th, 3PM at the Courthouse. If there is anything that needs her attention please bring it to her before December 30th as she will be leaving office. Nothing happening that really impacts the Fairgrounds.
7. COMMITTEE REPORTS:
Fair (July 20-24, 2005): Sue reported that things are coming together for the Fair. We’re possibly going to have a concert on Friday night in the Outddoor Arena, featuring Ian Tyson and it wouldn’t cost us a thing. Gary Taylor, who does our Cowboy Camp at Wild West WinterFest, and Bob Moore would be handling the details. We have hired some entertainment but there are still a lot of unknowns yet. Theme for the Fair is:
“Discover The Fair”.
WinterFest (February 18-20, 2005): Greg read a report submitted by Chairman, Darrell Andersen, and he stated that things are slowly coming together. The Committee needs to decide what to have instead of bull riding and two of the suggestions were Smoker Boxing or Packer Scramble. We are working on finalizing the schedule but a few of the slated events are Cowboy Camp, Coors/Bridger Feed Dog Keg Pull, Horse Sale and numerous Dog Activities.
SeptoberFest (September 24, 2005): Sue reported that some members of the Committee are trying to add more events to the schedule. Chris Budeski is the Chairman for 2005.
Rodeo: Sue reported that the Committee has met and we will be doing a ranch rodeo again this year. Hopefully, FFA will be taking over the Mutton Bustin’ portion of the rodeo and that should free up quite a bit of time.
Marketing: Sue said the Committee hasn’t met recently.
Volunteer: Sue reported that this committee hasn’t met recently.
Policy/By Laws: Greg said he’d like the Board members to have a copy of these so they can go over them by the next meeting.
Pricing: Sue reported that this committee hasn’t met recently but will very soon.
Lewis & Clark: Sue reported that the grand opening will be on Friday during the Fair. Everyone is working really hard on getting entertainment. Sue stated that a grant needs to be written before January 15th in order to acquire some money for the entertainment.
8. FOUNDATION UPDATE:
Outdoor Arena Project: Bob Brekke reported that we received the signed contract back from Dan Cross. He will start the project about mid March and should finish up the first of April eventhough the due date is April 15th. We have already started to tear down the arena. John Randall, a guest at the meeting, said he stopped by to see what was going on with the Outdoor Arena and how things were moving along.
Amphitheatre Update: Nothing to report.
WinterFest: They will be sponsoring the Horse Sale and taking a booth at this event.
Annual Meeting: The meeting and dinner will be on Friday, January 21st in Building #4. Regular monthly meetings are on the first Wednesday at 6PM here at the Ag Center.
9. CORRESPONDENCE: None
10. MANAGER’S REPORT: Sue stated that she already reported most of her information through the Committee reports. Sue drafted a new set of guide lines for the Foreman’s position.
11. FINANCIAL REPORT: Jennifer Smith Mitchell noted that 4-H has gone from a negative balance to a positive balance and Sue stated that was because of a barter trade. Joel Farrell moved to approve the Financial Report of October. Bob Brekke seconded. All in favor. None opposed. Motion carried.
12. DECISION ITEMS:
Policy Manual: Tabled.
WinterFest Button Price: Bob Brekke moved to approve a $7.00 button price for Wild West WinterFest with an additional charge for special events. Children 10 and under are free. Joel Farrell seconded. All in favor. None opposed. Motion carried.
Approval of Draft Plan for North Half of Road Dept. Property: Tabled.
Facilitated Meetings: No report.
Pricing Committee recommendation on bleacher rental fees: Tabled.
Marilyn Burns Auction Company: They asked to have the table and chair fees waived since they rent the buildings frequently and those costs really add up. Blair stated that he would like the Pricing Committee to explore a frequent user rate for Buildings and they’d like to meet early in January. Bob Brekke moved to wait until the Pricing Committee meets but to make the decision retroactive from January on. Joel Farrell seconded. All in favor. None opposed. Motion carried.
Bozeman Lion’s Club Annual Rental Agreement: Sue said that the large equipment could be left but that all the little stuff would have to be removed. We would have to have a list of all the equipment left in the building. They would have to pay a fee for electricity if the equipment is plugged in. The Lions Club wanted to pay us $45.00/month and also go back at least five years and add up all the improvements that they did to the building and then take that amount off their bill. Then if someone rented the building and wanted to use any of the existing equipment they’d have to go through the Lions Club and that would be a problem. Sue will write up a rental agreement draft to show the Fair Board.
Draft Proposal for Improvement of Motor Sports Area: Nothing yet.
13. DISCUSSION ITEMS:
City Noise Ordinance: Sue has spoken with Jeff Krause as we are in non-compliance with the City Noise Ordinance. BAHA, Barrel Racing, Baseball, and Fair all extend beyond 10PM at night. We need to see what can be done for us to meet the noise ordinance. Sue will pursue.
READI Workforce Training: They are doing something else.
Bozeman Baseball Renewal Contract: Sue will call them and send them a letter to extend or re-negotiate their contract. Greg, Sue and Blair will go over the contract on January 5, 2005 and bring it to the Fair Board later that month.
Pea Cannery Update: Still at the City because they thought they needed to have everything surveyed but now it’s moving along.
SAR Building Update: Leaky pipe inside the building, some switches don’t work and Walker may be reported to the Dept. of Labor. Sue is going to send a letter to the Commissioners. The building is really nice and everything will get fixed because Sue keeps on top of it.
Emergency & Disaster Planning: Tabled.
Personnel Update: Sue reposted the Foreman’s position for our Operations Dept.
Security during Fair: We had some problems with underage drinking at the Fair this summer. Sheriff Cashell, Undersheriff Oberhofer, Lt. Robinson and Chris Kent (S & R) need to get together with Sue to find out what can be done to resolve the problem. Blair Howze said he would like to be a part of this meeting too. Greg asked to have this scheduled for the January meeting or call a special one, if needed.
Lighting around the Office: We have porch lights but they don’t provide adequate lighting. Sue will research the cost to provide security and safety through improved lighting especially at the Ag Center and Shooting Range areas.
14. ANNOUNCEMENTS: The County will borrow money that will go to the Fairgrounds, Road Dept. and Weeds. Sue said we can submit our paperwork now and not have to wait for the other departments to do so in order for the funds to be distributed.
Greg asked Karlene to contact the Committee Chairmen a week before the scheduled Fair Board meeting each month to let them know they need to either attend the meeting or submit a report on their event.
Next meeting will be on January 18, 2005 and Al Lien is the Chef.
15. ADJOURNMENT:
Chairman Greg Raths adjourned the meeting at 7:49pm.
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