GALLATIN COUNTY FAIR BOARD
February 15, 2005 Minutes
As approved at the March 15, 2005 Meeting
ATTENDANCE:
Fair Board Members - Greg Raths, Bob Brekke, Blair Howze, Chris Budeski, Joel Farrell
Board Advisor - Al Lien
County Commissioner - Joe Skinner was out of town
Guests - County Sheriff Jim Cashell, Chris Kent
Foundation – Mike Gaffke
Staff - Sue Shockley, Manager; Darrell Andersen, Operations; Cheryl McNicholas, Bookkeeper
Committee Members - Lorna Simard
Public - Sonja Berg
1. CALL TO ORDER: Chairman Greg Raths called the meeting to order at 6:21pm. Greg thanked Mike Gaffke for the wonderful annual dinner that the Foundation sponsored.
2. FOUNDATION UPDATE: Mike Gaffke, reported on the following items-
A. Annual Dinner - A big success. Plan to include a presentation with next year’s dinner.
B. Outdoor Arena Update – Working on preliminary budget for the grandstand. The figures came in higher than expected, so they’re working on a design that will fit the budget. Plans will be done in a few days and they hope to get the order in this week. The arena design is done and a contract has been signed. The grandstand will seat 1,500 people. The Foundation is looking for ways to generate additional revenue so that bathrooms and a concession area can still be included with the grandstand. They suggested that the Fairgrounds might think about hiring a fund-raising person, paid on a commission-basis, responsible to generate sponsorships for the Fairgrounds and also the Foundation’s grandstand project. Sue stated that the Marketing Committee met about a month ago, and they also want to
recommend hiring a fund-raising person. Sponsorships are way down and need some attention.
C. Winterfest – The Foundation will setup an unmanned booth with information and will also be sponsoring the horse sale again this year.
D. Amphitheatre - Nothing new
At 6:35pm, Greg called a short break. The meeting was reconvened at 6:50pm. Greg thanked Chris Budeski for providing dinner prior to the meeting.
2. PUBLIC COMMENT: None
3. MINUTES: Blair Howze moved to approve the minutes from the January 18, 2005 meeting. Joel Farrell seconded. All in favor, none opposed, motion carried.
4. COUNTY COMMISSIONER UPDATE: None
5. GUEST PRESENTATIONS:
A. Sue said the Bozeman Jaycees wish to donate their concession trailer in the Motor Sports area to the Fairgrounds. Sue will write up a proposal and submit it to them for their approval.
B. County Sheriff Jim Cashell spoke to the Fair Board regarding providing security at the 2005 Summer Fair. He stated that they can not provide this service free of charge because the County Commissioners and the County’s Fiscal Officer require him to recoup his costs. They are looking at an approximate rate around $68/hour/man. After discussion, Sheriff Cashell suggested getting the County Commissioners involved in the negotiating process. Perhaps a special rate can be agreed upon. Ways to help cut costs could involve working with the Sheriff’s Posse and SAR, as in the past. Sheriff Cashell would like to show a big presence at the Fair. Chris Kent stated that presenting a good show of force the first night is important. Sheriff Cashell said the Fair Board needs to schedule a meeting with Lt.
Robinson and the County Commissioners and work out the expenses. He said the sooner the better. Sue said the Commissioners need to consider all facility use the Fairgrounds provide to other County departments, free of charge. Bob Brekke thanked Sheriff Cashell for providing security at the 2004 Summer Fair.
At 7:40pm, Greg called for a short break. The meeting was reconvened at 7:47pm.
6. COMMITTEE REPORTS:
WinterFest - Darrell reported that the event is ready to go. Operations could use some help Saturday evening in the Indoor Arena with horse sale setup. Cheryl Caton of the Corral Bar was the winner of the beverage contest with an entry called, “Kickin Corral”. The Zebra Lounge will be selling the drink at the event.
2005 Fair - No report, haven’t met.
SeptoberFest - Chris Budeski reported that he plans to call Chamber of Commerces throughout Montana for ideas to make this event more profitable.
Rodeo - Lorna reported they haven’t met.
Marketing - Sue reported that their next meeting is February 22nd. They have 2 new volunteers, Betsy Centa and Jennifer Smith Mitchell. They are going to discuss fund-raising and sponsorships.
Volunteer - No report, haven’t met.
Policy/By Laws - No report, haven’t met.
Pricing - No report, haven’t met.
Lewis & Clark - Sue reported that the program committee has contacted several entertainers and presenters. They are waiting to hear back from the National Park Service. The MT National Guard will be here providing education, night security, setup and takedown. They are planning an art show in the exhibit buildings.
2005 Fair Security - Greg appointed himself, Bob, Sue and Chris Kent to be a part of this committee. Blair will be an alternate member. Greg will contact Lt. Robinson and set up a meeting.
7. CORRESPONDENCE: Sue passed around a folder containing current correspondence for the Fair Board to review.
8. MANAGER’S REPORT: Sue reviewed the report with the Fair Board.
9. FINANCIAL REPORT: Bob Brekke moved to approve December’s Financial Report as presented. Joel Farrell seconded. All in favor, none opposed, motion carried.
10. DECISION ITEMS:
A. Election of Officers: Greg opened nominations. Bob Brekke moved to keep the officers the same-Greg as Chairman, Blair as Vice-Chairman, Joel as Secretary. Blair Howze seconded. Greg closed nominations. All in favor, none opposed, motion carried.
B. Continue having dinner prior to meetings: It was decided to continue this tradition. Sue passed around a sign up sheet covering the next 12 months.
C. By Laws: Blair Howze made a motion that a majority of appointed members in attendance should constitute a quorum. Chris Budeski seconded. Blair Howze withdrew the motion and
no vote was taken. Chris Budeski had to leave the meeting at 8:30pm, but was asked to join the By Laws Committee. Blair asked about Article 5, Section 5, voting by phone. This item was postponed till next meeting. Blair asked about Article 5, Section 7, notice to directors of meetings. He suggested that all references to directors be changed to board members. He also suggested changing secretary to manager. No action was taken.
D. Facilitated Meeting: Sue hasn’t heard back from the County Commissioners. NENA is no longer requesting a facilitated meeting.
E. Coyle’s Catering: Coyle’s Catering is requesting free use of #4 Kitchen to help the High School Orchestra with their fund-raiser at the Emerson. Sue recommended charging them. Blair Howze made a motion to send the bill to Coyle’s Catering at the normal rate. Seconded by Bob Brekke. All in favor, none opposed, motion carried.
F. Benefit Concert: Elsa Campbell requested free use of a building for a benefit concert. Blair said we have a policy and we should stick to it. He said Sue should have the authority to judge these requests on a case-by case basis.
G. Lion’s Club Annual Rental Agreement: Sue will draft an agreement to send to them. Bob stated that serving under-age drinkers is a big concern. Perhaps the Lion’s should be required to take the Sheriff’s Office vendor education program. Greg wants the Fair Committee to work on this issue.
H. Baseball Contract: This will be taken care of after WinterFest is over.
11. DISCUSSION ITEMS:
A. City Noise Ordinance: Sue will meet with the new City Manager.
B. Draft Proposal for Improvement of Motor Sports Area: Sue hasn’t heard back from Mike Jongeling. She will call him.
C. Pea Cannery Update: Nothing new
D. SAR Building Update: Sue reported that a second checklist has surfaced that she was unaware of. She will write a letter to Jason Shrauger. She will also attend the next SAR meeting on March 1st.
E. Emergency & Disaster Planning: Tabled
F. Lighting Around Office: Sue will pursue after WinterFest.
G. Personnel Update: None
12. ANNOUNCEMENTS: We still need help with several gate shifts for WinterFest.
13. ADJOURNMENT: Chairman Greg Raths adjourned the meeting at 8:59pm.
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