GALLATIN COUNTY FAIR BOARD
September 21, 2004 Meeting
Minutes Approved at October 19, 2004 Meeting
ATTENDANCE:
Fair Board Members - Greg Raths, Blair Howze, Joel Farrell, Bob Brekke
Board Advisor - Al Lien
County Commissioner – Jennifer Smith Mitchell was absent
Guests – Kay and Brian Dellen of Bad Kat Productions, Melissa Todd of NENA and Steve Lindsley of Bozeman Jaycees
Staff - Sue Shockley, Manager and Karlene Pisarcik
Committee Members - Lorna Simard
Public – Sonja Berg
1. CALL TO ORDER: Chairman Greg Raths called the meeting to order at 6:30pm.
2. PUBLIC COMMENT: None.
3. MINUTES: Blair Howze moved to approve the minutes from the Special August 25, 2004 meeting. Greg Raths seconded. All in favor, none opposed, motion carried. In the minutes from August 17, 2004, Blair Howze noted that there was a correction – under the WinterFest paragraph, the word should be loses and not losses. Bob Brekke moved to approved the minutes as corrected. Joel Farrell seconded. All in favor, none opposed, motion carried.
4. GUEST PRESENTATION: BULL RIDING: Sue Shockley stated that the Bull Riding was the best attended event but we lost about $10,000 on it and the Wild West WinterFest Committee doesn’t want to lose that much money again. Brian Dellen then offered us a two-day bull riding event that would cost us nothing. We would need to set up pens outside and we would get the button sales. Brian will get the gate sales, 17% of the food sales, 25% of the beer sales and donate the short round and Calcutta back to the Foundation. Brian will charge $10.00/seat and he needs 1200 – 1400 people in attendance (he actually needs $9.00/seat) to make it work. He said it will cost him the same amount of money whether it is a one day event or a two-day one. This show
will be an invitational event which will try and draw the elite bull riders. The most difficult problem to resolve right now is the sponsorship agreement. We have sold sponsorships and since Brian also needs to sell them; somehow, something needs to be worked out so both sides agree. Kay and Brian can afford to make this offer to us because they own a share of the bulls, they are buying equipment and looking into buying bucking chutes as well. Brian stated that if we would have the event on our own and use Brian he’ll make sure that our bill from Big Sky Rodeo is paid. Bob Brekke moved to have the two-day Bull Riding event providing details can be worked out. Blair Howze seconded. All in favor, none opposed, motion carried.
NENA: Melissa Todd, of NENA, stated that the neighborhood subcommittee had concerns about the amphitheater such as routing of traffic, noise level, late hours and the general impact traffic would have on the neighborhood if there were to be events that had 6,000 people in attendance. Blair Howze stated that the amphitheater won’t only be used by Bravo Entertainment but in fact it will be a multi-use facility to be used for events other than concerts. The amphitheater is an idea that is being discussed – that’s all. If and when we can begin negotiating others need to be considered such as Baseball, BAHA, Fairgrounds, the County, NENA, Taxpayers, etc. Melissa said that we can’t control growth but we can plan for growth. Greg Raths felt it was a
good idea for NENA to be scheduled on the agenda for next month to come and talk for 10 minutes. Melissa agreed to be scheduled for 7pm on October 19th.
BOZEMAN JAYCEES: Steve Lindsley, of Bozeman Jaycees, said they would be coming in on Friday to do work in the motor sports area for the Demolition Derby. They have approximately 15-20 registered cars but that most of the participants will wait and enter on Saturday. Jaycees will leave the cars in an area that won’t be in the way of the ATV event the following day maybe the northeast corner. They will be serving beer, buffalo burgers, buffalo chili and hot dogs.
5. COUNTY COMMISSIONER UPDATE: Sue reported that the Commissioners’ are no longer required to sign her time sheet. Joel stated that Joe Skinner wants to learn more about the fairgrounds and what he can do to help if he is voted in as a Commissioner.
6. COMMITTEE REPORTS:
2004 Fair: Sue reported that it was a great Fair. Our attendance totaled about 49,000 for the five days. The carnival did a tremendous amount of business and the vendors were all pretty happy. We’d like to see about having security next year especially outside the ticket booths. Greg Raths met with Sheriff Jim Cashell and Jim Oberhofer of the Sheriff’s Dept. along with Carolyn Robinson of Search & Rescue about Security at the Fair. Rocky Mountain Security still has to call the Police Dept. or the Sheriff’s Dept. anyway so we may as well use our own. We lost one of our radios but we’re hoping it will turn up when we go through all the boxes in the Midway Facilities office. The best part was we made a
profit!.
Rodeo: Lorna reported that they did a better job as there were a lot more people going through the gates. They had a long discussion about Mutton Bustin’ and how to move it along faster or to improve it since so many kids were entered. There were more teams this year because they were local and therefore a better Calcutta. Still short of help and need to be better organized. Next meeting is October 12th at 6:30pm and new officers will be elected.
WinterFest: We’re planning on having Dog Activities, Quilt Show, Tack Swap, Photography Show, Old McLien & FFA Farm Barn, Ag in the Classroom, Bull Riding – possibly, and a Jr. Livestock Show but we’ll try to make it so this show doesn’t cost us so much. Sue would like to re-name the Sheep Barn to Livestock Barn 3. Next meeting is October 21st at 6PM.
SeptoberFest: We had our last meeting today. We’re having a Doxie Derby, Demolition Derby, GPS Contest, The Varitones (best polka band in Wisconsin), Gallatin Valley Accordion Ensemble, Horse Play Day, ATV & Motorcycle Flat Track Racing, Draft Horse & Driving Show, a Beer Garden, BMW Motorcycle Display, MSU Marching Band, Piggy Raffle, Commercial Exhibitors and food. We had one banner stolen from our main gate. We’ll be going to the Nerlins farm this Wednesday to pick cornstalks and pumpkins. We’ll be decorating the buildings/grounds on Thursday of this week. Anyone is welcome to come and help us. The schedules are out and it’s going to happen!! Next meeting is October 5th at 6PM.
Marketing: Sue reported that we took out a full page ad in the Chronicle for this Thursday for SeptoberFest. We have also taken spots on radio and TV.
Volunteer: Committee has not met recently.
Parks & Trails: No report.
Policy/By Laws: No report.
Pricing: Committee has not met recently.
Lewis & Clark: Sue reported that the Committee would be meeting on September 28th at 5:30PM.
7. FOUNDATION UPDATE: Bob Brekke reported that we are going forward with the construction project in the Outdoor Arena. The Foundation now has to sign the contract. We received $500,000 up front and we’ll be getting the additional $100,000 soon. Sue said they’d be going to Three Forks soon to look at their arena and then the committee and Dan Cross will look at our site to determine how it will fit. Lowell Springer will do drawings of the grandstand so we can get them out for bid soon. We’d like to have everything up and ready for our Fair next year.
Also, all plans are set to serve the Pancake Breakfast on Sunday during SeptoberFest. Deloris Nerlin will be cooking and selling Fry Bread too.
9. CORRESPONDENCE: Sue stated the neighborhood association (NENA) has a publication and that we have taken a subscription.
10. MANAGER’S REPORT: Sue reported that she’s been busy with SeptoberFest and really didn’t have too much time to prepare a report. However, she went to Deer Lodge this past Sunday and hauled back all the working teamster equipment for the show at SeptoberFest. Also, we had a table at Farmer’s Market this past Saturday to sell buttons and hand out schedules for SeptoberFest.
11. FINANCIAL REPORTS: Joel Farrell moved to accept the Financial Report from August. Bob Brekke seconded. All in favor, none opposed, motion carried.
12. DECISION ITEMS:
Policy Manual Amendments: This was put off until we have a full board. Right now if one member is absent no decision can be made. There have been 3 or 4 applications submitted for Fair Board positions.
Facilitated Public Meeting: No report.
Fair Board’s responsibility at SeptoberFest: Sue asked for help with setup, decorating or anything at all if anyone is available.
Loan/Rent of Portable Bleachers and Loading Chute to High School Rodeo Club: After a discussion on the subject Joel Farrell moved to rent one section of the Portable Bleachers for $600. for the weekend. Blair Howze seconded. After another discussion Joel Farrell withdrew his motion and Blair Howze moved to NOT rent the Portable Bleachers until the Pricing Committee has suggested a rate to the Fair Board and it has been approved. Greg Raths seconded. All in favor, none opposed, motion carried. Joel Farrell moved to NOT rent the Loading Chutes until the Pricing Committee comes up with a suggested rate to the Fair Board and it has been approved. All in favor, none opposed, motion carried.
RMAF Convention: Joel Farrell and Lorna Simard would definitely like to attend. Joel said he would be paying for Danyel to go. Sue thought maybe Jennifer Blossom, County Auditor, would be interested in going. It will be held in Colorado Springs, CO on November 10-13.
BAHA: It was decided to wait until BAHA comes to a Fair Board meeting to discuss their request to install moveable panels on the east side of the Haynes Pavilion.
13. DISCUSSION ITEMS:
2004/2005 Budget: Sue stated she only got the bottom line of the budget.
Bozeman Baseball Contract: Sue stated that after SeptoberFest is over she’ll meet with Kate Dinwiddie to work on the contract. It needs to be changed legally from the County.
Pea Cannery Update: Soon to be completed.
Facilitated Public Meeting: We don’t know a date yet or how to advertise, etc.
Outdoor Arena Project: Anderson Arena. The highest rated proposal came from an out of state company but Marcia didn’t care about that.
SAR Building Update: Sue reported that they are hoping for a completion date of September 30. As administrator, Sue reviews all bills before signing off on approval to be paid.
Emergency & Disaster Planning: Nothing new to report.
Other Business:
· When we get our new Board Sue would like to schedule a training session.
· We fill up with water from the Weed Dept. We’ll pay for water charges but not for sewer. Sue said the sewer charges will be removed.
· Greg spoke with Jeff Krauss in reference to the noise ordinance request. If we are exempt we would not have to ask certain things to shut down early such as the Carnival or Barrel Racing. Bob Brekke moved to have Sue draft up a letter to the city to pursue the exemption to the noise ordinance. Blair Howze seconded. All in favor, none opposed, motion carried. Greg Raths made the suggestion that maybe the Fair Board should visit with the new city manager.
· Next meeting will be on Tuesday, October 19, 2004.
14. ADJOURNMENT: Chairman Greg Raths adjourned the meeting at 9:06pm.
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