GALLATIN COUNTY FAIR BOARD
January 18, 2005 Minutes
(Approved at February 15, 2005 meeting)
ATTENDANCE:
Fair Board Members - Greg Raths, Blair Howze, Joel Farrell, Bob Brekke, Chris Budeski, Betsy Centa
Board Advisor - Al Lien
County Commissioner - Joe Skinner
Guests - Melissa Todd with NENA; Jenni Holzworth, Steve Lindsley, Matt Figgins, Mark Figgins with the Bozeman Jaycees
Staff - Sue Shockley, Manager and Debbie Holwegner, Admin. Assistant
Committee Members - Lorna Simard
Public - Sonja Berg
1. CALL TO ORDER:
Chairman Greg Raths called the meeting to order at 6:30 p.m. Greg thanked Al for the wonderful meal he prepared. The new Fair Board member, Chris Budeski and new County Commissioner, Joe Skinner were welcomed aboard.
2. PUBLIC COMMENT: None
3. MINUTES:
Bob moved to approve the minutes from the December 21, 2004 meeting. Blair seconded. All were in favor. Motion carried.
4. GUEST PRESENTATIONS:
NENA: Melissa reported she was present only to listen and to see what’s going on.
Bozeman Jaycees: Jenni Holzworth, Matt Figgins, Mark Figgins, and Steve Lindsley were present to discuss the storage of their concession stand in the Motor Sports area. This is the only place that this group uses their concession trailer and for this reason, would like to leave it on the Fairgrounds. The Jaycees suggested paying rent, as a storage fee to leave their trailer on the grounds. It was reinforced that the Fair Board has a policy that prohibits the Fairgrounds being used to store equipment not belonging to the County.
Sue had concerns about liability issues, the fact there is not enough room on the Fairgrounds to store things by the various groups using the grounds and our insurance does not cover loss or damage of equipment not belonging to the Fairgrounds.
Greg suggested they think about donating their trailer to the Fairgrounds and in turn, the Fair Board would work something out with them on usage. Bozeman Jaycees are going to discuss the idea of donating the trailer to the Fairgrounds at their next meeting. Sue will put together a proposal for this donation and have it to them prior to their next meeting.
5. COUNTY COMMISSIONER UPDATE:
Joe stated he looked forward to working with the Fair Board and asked for patience until he had time to familiarize himself with what was going on at the Fairgrounds. He said the jail would be consuming a lot of the Commissioners’ time this year and there will be constraints on the budget. He commented a report from Ed Blackman stated the Fairground’s fair revenue was down from the projected amount. Sue said the fair probably does generate more than projected, but because some of the revenue is from the prior year, the amount appears to be less.
6. COMMITTEE REPORTS:
2005 Fair: Debbie reported the button design would be chosen at the next Fair planning meeting.
WinterFest: Debbie reported that WinterFest is well planned and ready to go. The new button colors are done.
SeptoberFest: Sue reported Chris Budeski was elected Chairman. The committee is currently working on their budget. They need to come up with a way for this event to produce revenue for the Fairgrounds.
Rodeo: Haven’t met. Next meeting is January 29, 2005.
Marketing: This committee is meeting January 20 at Noon to discuss sponsorships.
Volunteer: This committee has not met recently.
Policy/By Laws: Tabled until February.
Pricing: See Fair Board decisions.
Lewis & Clark: Sue reported entertainment and speakers are getting lined up for the “tent of many voices”. The State is giving us $5,000 to help pay for entertainment with Corps II, however this money cannot be used for Fair entertainment. Sue prepared the paperwork and submitted a grant asking for $30,000 for continued Corps II entertainment after the fair, placemats, Lewis & Clark signage, and a laptop computer. We should hear by March 1 as to whether or not we received the grant.
7. FOUNDATION UPDATE:
Annual Meeting: Lorna reported invitations had gone out for their annual meeting. The Foundation is serving a prime rib dinner in building #4 on January 28. Bob Arrotta and Lowell Springer are cooking.
Arena Project: Bob explained the grandstand and bleacher design. The grandstand will hold 1,500 people. Having a concession under the grandstand is not feasible because concrete has to be underneath this area. To do this would be too expensive. There will be a separate building for the concession area and restrooms.
Amphitheatre Update: Sue reported nothing has happened with this since June. It’s going nowhere and no one is actively working on this. Melissa Todd with NENA stated the facilitated meeting does not have to be scheduled at this time.
WinterFest: The Foundation is having a booth and sponsoring the horse sale.
9. CORRESPONDENCE:
Sue passed around a folder containing current correspondence for the Fair Board to review.
10. MANAGER’S REPORT: Sue reviewed report with the Fair Board.
11. FINANCIAL REPORT:
The Fair Board reviewed the monthly financial report for December. Sue noted the Commissioners authorized $1,000 to help pay for the Spay/Neuter Clinic. The Fairgrounds will write off the remainder of their bill. Sue commented that the Bridger Bowl parking area hasn’t been used very much. Bob moved to approve the financial report as presented. Joel seconded. All were in favor. Motion carried.
A short break was taken and meeting was called back to order at 7:33 p.m.
12. DECISION ITEMS:
Policy Manual: Tabled until February. Sue will send out changes the Policy Committee has recommended.
Facilitated Meeting with Steve Tanner: The Commission has directed the Fair Board to have a facilitated meeting with NENA. The consensus of the Board was that it’s a good idea to have this meeting. Melissa Todd had said previously there was no need to have one at this time. Joe will ask the other Commissioners if this meeting with the neighborhood is still needed at this time. This decision was tabled until we hear back from Joe.
Sue reminded everyone that several years ago, the Fair Board decided to have quarterly meetings with the neighbors and frequent users of the Fairgrounds. This would keep these groups informed on the latest issues concerning the Fairgrounds and allow them to voice any concerns they might have. Sue suggested doing this instead of having the facilitated meeting. Bob moved to go forward with an open forum meeting with Fairgrounds users and the neighbors. Joel seconded. All were in favor. Motion carried. Sue will set up a date for this meeting and put a public notice of this in the paper.
Pricing Committee Rental Recommendations: The Pricing Committee proposes the following recommendation for bleacher rental fees:
1. Transport fee of $1.50/loaded mile with a minimum of $50.
2. Single day rental of $550.
3. Five-day rental of $1,200.
4. Multiple day rental $100 per day for each day after five days.
5. Long distance hauling will include per diem for the driver if he should have to stay (County rates for meals and motels
6. Setup fee: First setup included, if moved, charge will be $58 per hour with a minimum of $58 charge for each move.
Blair moved to implement the Pricing Committee’s recommendation. Bob seconded. All were in favor. Motion carried.
The Pricing Committee proposes the following recommendation for frequent user rates:
1. No reduction in building rental fee.
2. Will charge for first day for tables, chairs and other equipment use at full price. Subsequent days will be charged at one-half normal equipment rental rate.
Blair moved to implement the Pricing Committee’s recommendation. Bob seconded. All were in favor. Motion carried.
Sue mentioned that there has been talk regarding our current rental rates not being rounded to the nearest dollar. Bob moved we change Fairground’s rental rates to be rounded to the nearest dollar. Blair seconded. All were in favor. Motion carried.
Blair moved that rounding to the nearest dollar pricing be effective the beginning of the 2006 fiscal year. Joel seconded. All were in favor. Motion carried.
Sue mentioned the Pricing Committee also recommends the Board establish cold weather rental rates for the buildings that are heated. These rates should be established so that they may be placed in effect July 1, 2005. We may need to have an energy audit completed once the buildings are remodeled, insulated and new lighting installed before these rates can be set.
Vietnam Vets Request: George Morales with Vietnam Vets are planning a breakfast in building #4 and would like this rental donated. This is an annual fundraiser for this group. The breakfast is free, however they will accept donations. Any money raised will go to help Veterans in need. Bob moved to allow this group to use building #4 at no charge. Joel seconded. All were in favor. Motion carried. There was discussion on whether or not to require a deposit when the building rent is free. Blair moved to have everyone using the facility pay a $250 deposit for cleaning fees should the facility be left dirty. More discussion. Blair withdrew his motion because Sue said this security deposit was already in their contract.
Bozeman Lions Club: Sue will type up their annual lease agreement.
Plan for Exhibit Buildings: The County is going to borrow money for the Weed, Road and Fairgrounds Departments. The Fairgrounds can move forward with their plans to remodel without having to wait for the other departments to finish up on their plan. As long as the plan is done and the Commissioners approve it, the borrowed funds can be given out. Fairgrounds will receive $498,000. Sue has received estimates for remodeling the exhibit buildings.
Baseball Contract: The contract with Bozeman Baseball has expired. Sue is still waiting to get her copy of the new contract from the Deputy County Attorney so she can make the suggested changes.
13. DISCUSSION ITEMS:
City Noise Ordinance: Nothing new to report.
Draft Proposal for Improvement of Motor Sports Area: Still working on this.
Pea Cannery Update: Nothing new to report.
SAR Building Update: Sue stated this building is pretty much done and looks good. There has been one complaint to the State but Sue has not heard anymore on this.
Emergency & Disaster Planning: Tabled till next month.
Security During Fair: Greg will contact the Under Sheriff and set up a meeting.
Lighting Around Office: Sue has talked with the Operations Staff about lighting around the Ag Center and for now, metal halyed lighting will be used.
Personnel Update: Sue reported the foreman position has been reposted with a closing date of January 21. Twelve applications were received and interviewing should begin next week. Sue would like someone hired before WinterFest. Sue also reported that County payroll has changed to bi-monthly.
Other Business: The continuation of meals prior to the start of the meeting will be put on the agenda next month. Chris Budeski will cook for February’s meeting.
14. ANNOUNCEMENTS: Sue reported she received a letter from the City on January 10 that was dated November 29. This letter asked for her attendance and input regarding the corridor entrance into Bozeman because the Fairgrounds is located within this area. Sue received the letter too late to attend.
15. ADJOURNMENT:
Chairman Greg Raths adjourned the meeting at 8:30 p.m.
Respectfully Submitted: ___________________________________________ / _____________
Debbie Holwegner, Admin. Assistant Date
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