GALLATIN COUNTY FAIR BOARD
March 15, 2005 Minutes
As Approved at the April 19, 2005 Meeting
ATTENDANCE:
Fair Board Members - Greg Raths, Bob Brekke, Blair Howze, Chris Budeski, Joel Farrell, Betsy Centa
Board Advisor - None
County Commissioner - Joe Skinner
Guests – Doug Pickering, Larry Wabeke, Gene Townsend of Three Forks Fair Board
Staff - Sue Shockley, Manager; Darrell Andersen, Operations; Karlene Pisarcik, Secretary
Committee Members - Lorna Simard
Public - Sonja Berg
1. CALL TO ORDER: Chairman Greg Raths called the meeting to order at 6:28pm. Greg thanked Bob Brekke for the wonderful dinner and also for the gavel.
2. PUBLIC COMMENT: None
3. MINUTES: Joel Farrell moved to approve the minutes from the February 15, 2005 meeting as corrected. Blair Howze seconded. All in favor, none opposed, motion carried.
4. COUNTY COMMISSIONER UPDATE: Joe Skinner reported they had a good meeting with CIP Committee. It was good communication face to face.
5. GUEST PRESENTATIONS: Doug Pickering, Larry Wabeke and Gene Townsend came from the Three Forks Fair Board. After we introduced ourselves they said they run high-end horse events and rodeos. There have been conflicts with the neighbors about the lights and the noise especially on Thursday and Friday nights. They went from 2 events to 35 and now they want to relocate outside the city limits and redevelop their arena. They’d like to be able to put on concerts as well. These gentlemen wanted to know if our county had any interest in being part of their plan. Sue Shockley stated that we need to stay where we are as we’ve been developing our own plans. She mentioned that a survey was done when we thought about moving our fairgrounds and the result was about 90%
of fairgrounds are in the middle of a city. Greg Raths said we’d like to coordinate our events so we don’t run together at the same time. Blair Howze stated that there is not enough room here for their motor sports events so he’d like to get together with these folks and discuss it.
6. COMMITTEE REPORTS:
WinterFest - Darrell reported that the event was a great success. We actually made money this year - $9,000 profit. Our wrap up meeting will be on March 17th. We don’t have an attendance figure yet as some of our counts were off at the gate. We actually sold more buttons than we ever have before so we probably will end up with a figure of about 10,000. Sue will know more next month. Sara Vaessen won’t be running the horse sale next year so we need to locate someone else.
2005 Fair – Darrell Andersen reported for Tammy Andersen. He said the Fair is coming up quickly and that Lewis & Clark Corps II will be here during our Fair as well as afterwards. Contracted entertainment so far is: Michael Mezmer, the Trained Toad Show, Ian Tyson Concert plus Dancing in the Dirt, Big B Jamboree and the Carnival. We’re working on an Emergency/Disaster plan for this year, Clear Channel and the Red Cross are working with Law Enforcement, SAR and the Sheriff’s Dept. to do a blood drive for one day – it will be known as “Heroes Behind the Badge.” Theme is “Discover the Fair” and Amy Kelley is the winner of our button contest. The recommended admission price is on the agenda for the Fair Board’s approval
tonight.
SeptoberFest - Chris Budeski reported that things are getting finalized. The Fair Board approved a one day event this year. One issue is the Varitones that are coming from Wisconsin to perform on Saturday and Robert Banis would like to get them a booking for Friday night to make the trip worth their while. Chris has spoken with Robert and he understands that the Committee will not be involved in trying to book the band for Friday evening. We’ll probably have the final layout budget after next month’s meeting.
Rodeo - Lorna reported they elected officers: Chris Bakwin is the Chairman, Lorna Simard is the Vice Chair, and Jennifer Smith Mitchell and Jane Krambeer are the Secretaries. We’ll be having a Ranch Rodeo again this year and the Committee is moving ahead with the schedule. FFA has been contacted to see if they will handle the Mutton Bustin’ event at a different time. The Stock Horse Contest will be in the morning and the Ranch Rodeo later in the day.
Foundation - We are moving along with the work on the new outdoor arena. Dan Cross will be here between April 10-15, the grandstands will be delivered and installed by June 15th. Concessions and bathrooms will be in the same area by arena. Chris Budeski went over plans submitted by Lowell Springer.
Marketing - Sue reported that their next meeting is March 29th.
Volunteer - No report, haven’t met.
Policy/By Laws – Joel Farrell went over the suggested changes. Chris Budeski recommended that the changes be continued next month.
Pricing - No report, haven’t met.
Lewis & Clark Corps II - Sue reported they have a strong committee and are meeting regularly. One committee member designed a sign advertising all that’s happening for Lewis & Clark events and we’re listed on it. This sign is going to be produced into a placemat for restaurants. The Tent of Many Voices is coming together very well There will be a lot of Native American involvement. It’s going to be a great educational event.
2005 Fair Security - Greg Raths stated that they had a good meeting with the Sheriff’s Dept. The normal fee is $68.00/person and we’re getting together to formulate a plan to speak with the County Commissioners’ to see how we can compensate the Sheriff’s Dept. for doing security at the Fair. For everything the Fairgrounds does for the County and its Departments this charge can hopefully be worked into the budget.
Emergency/Disaster Plan- We had the same number of people at our Fair last year as is the population of Belgrade so an Emergency/Disaster plan is needed. Jason Schrauger is working with us to develop this plan even if it is only a brief one for the Fair.
Greg Raths called for a short break at 7:35PM
The meeting was reconvened at 7:45PM
7. CORRESPONDENCE:
A. The High School is asking for a donation for the “After the Prom Party”. Sue Shockley stated that is like a sponsorship and we don’t usually do that.
B. Related party forms – Sue Shockley passed out forms for the Fair Board to sign. Also, the Chairman and Vice Chairman are authorized to sign purchase orders.
8. MANAGER’S REPORT: Sue Shockley reported that things are moving along and we have no big issues but that she will e-mail her report to the Fair Board members.
9. FINANCIAL REPORT: Joel Farrell moved to approve January’s Financial Report as presented. Blair Howze seconded. All in favor, none opposed, motion carried.
10. DECISION ITEMS:
A. CIP Plan for 2006:
1) Finish electrical needs and do a full electrical upgrade including motor sports arena.
2) Connecting Atrium between exhibit buildings.
3) Move Sale Pavilion.
4) ADA Walkways
5) Parking area improvements
6) Motor Sports Arena
We need to prioritize and submit these items but Joe Skinner said he was pretty sure we’d get nothing.
Blair Howze moved to present the above prioritized items to the CIP Committee. Chris Budeski seconded. All in favor, none opposed, motion carried.
B. Hiring a sponsorship person on a contracted services basis in conjunction with the Foundation:
Ed Blackman told Sue it was a good idea and Mike Gaffke felt the same way. This person would sell sponsorships and help raise money for the Foundation. Sue will post an RFQ. Blair Howze moved to proceed with attracting and retaining a sponsorship person on a contracted services basis in conjunction with the Foundation. Bob Brekke seconded. All in favor, none opposed, motion carried.
C. Millings for the SAR/EOC building: Bob Brekke moved to allow SAR to put down millings for
Their parking lot area after they identify the area with final Fair Board approval. Blair Howze
seconded. All in favor, none opposed, motion carried.
D. Lehrkind’s permanent dispenser: Pepsi just took their permanent dispenser out at Sue’s request
so she was in favor of not doing it. Chris Budeski said that portables work best. Chris Budeski moved
to not allow any permanent dispenser machines in building #4 and the Indoor Arena kitchen too.
Joel Farrell seconded. All in favor, none opposed, motion carried.
E. Lion’s Club Agreement: Sue Shockley drafted up a rental agreement for the Lion’s Club for their annual rental of large equipment in the People Barn at $50.00/month plus $10.00 for anything plugged into electric providing they do 2 or 3 of our signature events. Blair Howze moved to accept Sue’s recommendations on pricing to the Lion’s Club to keep equipment in the People Barn and in order for this contract to be valid they would have to do 2 of the 3 signature events per annum. Chris Budeski seconded. Vote taken. Chris Budeski and Greg Raths in favor. Joel Farrell, Blair Howze and Betsy Centa opposed. Bob Brekke abstained. Motion failed.
After a lengthy discussion, Chris Budeski moved to allow the Lion’s Club to store their large equipment; for example, refrigerators, freezers, popcorn machine, etc. in the People Barn at $50.00/month and $10.00 for electrical use if plugged in for 2 of the 3 signature events. They would be required to provide food and beverage services and enter into a food vendor contract with the Fairgrounds. Blair Howze seconded. Vote taken, all in favor, one opposed, motion carried.
Greg Raths called for a short break at 9:45PM
The meeting was reconvened at 9:52PM
F. Bozeman Baseball Contract: Blair Howze reviewed the changes in the contract. Sue Shockley is going to check on some legalities and this will be continued next month.
G. Button price for 2005 Fair: The Fair Planning Committee recommended the following prices: $7.00/button. $6.00 in advance. Additional charges for Rodeo and Mud Bog. Kids 10 and under are free. Joel Farrell moved to accept the recommendation from the Fair Planning Committee for button prices at the Fair. Blair Howze seconded. All in favor, none opposed, motion carried.
H. Spay/Neuter Task Force: Sue Shockley stated there might be space at the Road Dept. property when we get it for van and equipment storage space but there is none here now.
I. Fair Board applicants: The Fair Board would like to just read the applications for now. Sue will e-mail the applications to the Fair Board and they will look them over.
J. Spring Managers Meeting: Anyone interested in going with Sue and Debbie must RSVP to Sue by March 22nd.
K. Pricing Committee: Will meet soon and Chris Budeski would like to be on this committee.
L. Policy Manual: Joel Farrell will schedule a meeting soon.
11. DISCUSSION ITEMS:
A. City Noise Ordinance: Sue will schedule a meeting with the City Manager.
B. Draft Proposal for Improvement of Motor Sports Area: Not done yet.
C. Pea Cannery Update: Nothing new.
D. SAR Building Update: None.
E. Emergency & Disaster Planning: Working on this now.
F. Lighting Around Office: New outside lights are supposed to be going up.
G. Personnel Update: Interviews for the Foreman’s position are finished. We just need to finalize a few items and then get someone on board.
12. ANNOUNCEMENTS: None.
13. ADJOURNMENT: Chairman Greg Raths adjourned the meeting at 10:35PM.
| 
