GALLATIN COUNTY FAIR BOARD
April 19, 2005 Minutes
(As approved at the May 17, 2005 Meeting)
ATTENDANCE:
Fair Board Members - Greg Raths, Blair Howze, Joel Farrell, Bob Brekke, Chris Budeski, Betsy Centa
Board Advisor - None
County Commissioner - Joe Skinner
Guests – Rob Pertzborn with BAHA
Staff - Sue Shockley - Manager, Debbie Holwegner – Admin. Assist. and Brad Bell - Operations Foreman
Public - Sonja Berg
1. CALL TO ORDER:
Chairman Greg Raths called the meeting to order at 6:30 p.m. Greg thanked Betsy and Joel for the wonderful meal they brought in.
2. PUBLIC COMMENT: Sonja Berg commented the Fairgrounds Operations Staff has done a tremendous job on 4H events. She appreciates all their had work. She also thanked the WinterFest committee for their time and effort everyone puts in.
Blair Howze stated the Mountaineers moved the old bleachers from the outdoor arena and put them in the dirt berm at the motor sports area. Dirt has been put both behind and underneath the bleachers. Tin will be used underneath the bleachers. It took 120 volunteer hours and 60 equipment hours to do this.
3. MINUTES FROM March 15, 2005 Meeting:
Greg made a correction under Foundation to read: “Bathrooms and concessions will be in the same area by the outdoor areana. Bob Brekke moved to approve the minutes from the March 15, 2005 meeting as amended. Betsy Centa seconded. All were in favor. Motion carried.
4. GUEST PRESENTATIONS:
NENA: No one present to report.
Bozeman Jaycees: No one present to report.
Bozeman Amateur Hockey Association: BAHA representative Rob Pertzborn passed out their latest newsletter. Rob gave a quick recap of the year: Memberships was down about 5% having only 300 members, there were no mechanical problems, Winter Classic Tournament was great and tear down was last week. Spring signup is May 10.
5. COUNTY COMMISSIONER UPDATE: Joe Skinner stated the county budget kicks off tomorrow with the department heads. The budget will be especially tight with no extra money at all. $380,000 has been approved for improvements.
6. COMMITTEE REPORTS:
2005 Fair: Debbie reported entertainment lines up so far is: Corps II – Lewis & Clark traveling exhibit, Michael Mezmer, the Wild Bill toady Amphibian Extravaganza, Ian Tyson Concert plus Dancing in the Dirt, Big B Jamboree, the North Star Amusement Carnival, Bozeman Roundup, a working stock house competition, mutton bustin’, Enop.com and possibly an SCS extreme air show. There is an extra $3,000 and we may do fireworks to kick off the grand opening of the new arena complex. We are looking forward to having another great Fair. We have new superintendents in needlework and foods and we are anticipating improvements in these areas. The 4H Horse Show will be in the indoor arena due to the Ian Tyson concert being held in the outdoor arena.
WinterFest: Sue reported we actually made money on this event this year. We had a good reponse to the survey that was mailed out to participants. Results of this survey were mostly positive. Volunteers on this committee are already planning for next year’s event.
SeptoberFest: Chris Budeski reported the committee has been meeting for several months and have to come up with ideas on how to make this event profitable for the Fairgrounds. So far, this has not been accomplished. The committee chose to recommend to the Fair Board that SeptoberFest be discontinued, maybe try bringing this event back in a few years or look at doing a different venue. Chris Budeski moved to discontinue SpetoberFest. Bob Brekke seconded. Discussion. All were in favor. Motion carried. Greg encouraged everyone to be thinking about new ideas for another venue.
Rodeo: Sue reported it’s all coming together. The committee has a good plan and good volunteers. There will be a stock horse show on Saturday.
Marketing: Betsy Centa reported this committee has been coming up with ideas for promoting our signature events on a year-round basis. We are tying to have someone sponsor a trailer that will be utilized for selling tickets, buttons, etc. We would take this trailer to different community events in an effort to continue promoting Fairground’s events. This committee is also looking into the possibility of changing the name of the Fairgrounds using key words in the name such; park and event center. Transition into a new name will need some community input and at the same time, allow them to be part of the process. Sue is checking to see if changing the Fairgrounds name is even possible.
Volunteer: No report until committee meets again.
Policy/By Laws: Greg Raths reported this committee met and reviewed policies for the summer Fair.
Pricing: See Fair Board decisions below.
Lewis & Clark: Sue reported entertainment and speakers are all scheduled for the “Tent of Many Voices”. The National Park Service still has to approve this schedule. We did not receive the $30,000 grant Sue applied for, but did get the $5,000 grant that will go towards the entertainment in the Tent of Many Voices. Additional funds will be used to pay for the entertainment after the Fair. Commercial exhibitors and food vendors have been given the opportunity to further their stay with Corps II. The National Guard will be doing security around the Corps II exhibit.
Security/Emergency Planning: Blair Howze reported the committee is working on getting information and filling in details for the IAP (Instant Actions Plan) plan. Discussion has included: when and how many officers are needed, location for a central center on the Fairgrounds, having a first aid station on the grounds, how many radios do we need, and number of frequencies and bands will be required. Blair stated we have the groundwork started for an in-depth security plan and will be a rat framework to build on.
7. FOUNDATION UPDATE:
Arena Project: Bob Brekke stated the arena site work has been completed. A new road off of Oak running east of the arena had to be constructed. Mr. Cross is late at getting started on the fencing. It will take approximately two weeks to complete. Still need to complete site work for the grandstand. Announcer stand is being built and donated by KB Builders. All materials for the bleachers will be here by May 10 and completion date will be by June 15. We are in the process of getting price quotes for perimeter fencing and gates. There has been some discussion on selling seats but will look for input on this item from the sponsor/marketing person.
At 7:40 p.m., a short break was taken and meeting was called back to order at 7:50 p.m.
Amphitheatre Update: No report.
Financial Report: No report.
9. CORRESPONDENCE:
Sue passed around a folder containing current correspondence for the Fair Board to review.
10. MANAGER’S REPORT: Sue combined last month with this month on her report. Report was given out for review.
11. FINANCIAL REPORT:
The Fair Board reviewed the monthly financial reports for March. Joel Farrell moved to approve the Financial Report as presented. Blair Howze seconded. All were in favor. Motion carried.
12. DECISION ITEMS:
By Laws: The By Laws with the suggested changes had been previously emailed to all Board members. Sue reported we needed the County Attorneys legal opinion on the By Laws. The Board wants to know if they can use a speakerphone during a meeting, and can Board members vote via speakerphone. They also want to know if a conference call can be used as part of making up the Board quorum. Joe Skinner thought this had been done before and the County has the equipment to do a conference call. Sue will talk with Cate Dinwiddie to get answers to these questions.
Bozeman Baseball Contract: Sue stated she would email the contract out again with the committees recommended changes. Sue thought they wouldn’t like the percentages and furthermore, they said they do not keep track of their money. The Fair Board and representatives from Bozeman Baseball are scheduled to meet on April 28, 2005.
Fair Board Applicants: Sue asked if the Board would like to interview applicants prior to making recommendations to the County Commissioners. Joel Farrell stated he would like the applicants to come to a couple of meetings first to see what they were like. Joe Skinner recommended picking the top two applicants, interview them, and then make their recommendation to the Commission. The Fair Board will let Sue know their top two candidates and will invite them to attend a Fair Board meeting or two. After this, the Board will interview them.
FY 2005/2006 Budget: The Fair Board met with Sue to review the preliminary budget. Bob Brekke moved to accept the budget as presented. Chris Budeski seconded. All in favor. Motion carried.
Policy Committees recommended changes to the County Signature Event Rules (County Fair & WinterFest): See attached copy of “Gallatin County Signature Event Rules” (Changes in Red). Blair Howze moved to approve the Policy Committees recommended changes. Chris Budeski seconded. All in favor. Motion carried. These new rules will be in the Fair Competitor’s Handbook and will be sent out with all commercial, non-profit and food vendor application packages.
Pricing Committee Recommendations: See attached copy of “Fair Board Approved Pricing”.
Sue noted that Ed Blackman said we need to build-in “building depreciation” into our rental rates. Sue doesn’t know how to do this and will work on this with Ed.
Motor Sports Area Development: Sue reported the Mountaineers have not been given their credit on their Fairground’s account for the development of the motor sports area. Over $22,000 has been donated through labor and equipment time. There is confusion over how much of this should actually be credited to their account. Sue thought these were going to be sponsorships. Do we still need to do sponsorships for all the business and equipment that contributed? Blair stated he would rather give the equipment donors a sponsorship. Blair thinks there was an agreement and there should be more information on this in Fair Board minutes, possibly the March ’02 minutes. It was suggested that Sue ask the Mountaineers to come forward with a proposal.
Storage of Jaycees Trailer: No report.
Going Away Function for Darrell Andersen: Sue suggested doing something for Darrell. It was suggested to take him to the Oasis for dinner and present him with a plaque and belt buckle.
Greg suggested presenting Jennifer Smith Mitchell with a grandstand seat and plaque during the rodeo for her six years of service.
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 reported the Dept. of Labor investigation is completed. Everything is in compliance.
Capitol Improvement Projects Status: We don’t have to wait till we have the money, so we begin on this.
Lighting Around Office: New outside lights at the front and back door at the Ag Center.
Personnel Update: Sue reported:
Karlene had surgery and will be off work for about two weeks.
Phil’s dad is very ill and has to have heart surgery. Not certain how long he will be gone.
Interviews have been conducted for the bookkeeper position and operations.
14. ANNOUNCEMENTS: Joel has a new job as crew foreman. We have done several interviews for the bookkeeper and operations position.
15. ADJOURNMENT:
Chairman Greg Raths adjourned the meeting at 9:40 p.m.
Betsy and Joel are cooking for the May meeting.
ATTACHMENT WITH MINUTES
2005 GALLATIN COUNTY SIGNATURE EVENT RULES
(Changes in Red)
Gallatin County Fair Board reserves the final and absolute right to interpret these rules and regulations, to settle and decide all matters, questions and differences in regard thereto, connected with or incidental to the County Fair, and the Wild West WinterFest also to amend or add to these rules as may seem advisable to the Fair Board.
GENERAL RULES
SOLICITING OUTSIDE OF ASSIGNED SPACE: Walk around solicitation is allowed only by those individuals or groups who have rented commercial exhibit space and may be done provided no soliciting is conducted in or near exhibits of like or similar products or no congestion is caused in the aisles. Violation of this rule may cause exhibit to be closed and forfeiture of all fees paid. Should the seller not be a commercial exhibitor he/she will be charged the fee for commercial exhibit space.
RECLASSIFICATION OF EXHIBITS: Superintendents of the department may transfer exhibits erroneously entered into the proper class or lot prior to judging.
FINAL DECISIONS: The judge’s decision shall be final in all classes except where mistake, fraud, misrepresentation or collusion may not be discovered and/or proven at the time of judging. In such cases the Fair Board will make the decision.
CAMPING: Exhibitors camping overnight on the Fairgrounds, during the Fairgrounds Signature Events, will pay a reduced fee for camping. Fees are to be paid at the Fairgrounds Office or to Fairgrounds Staff. A camping receipt will be issued upon payment of fees. This receipt must be displayed at the campsite.
4-H/FFA ENTRIES: Entry in the 4-H/FFA Division is limited to youth 19 and under and who have not yet graduated from High School or who have graduated the spring before the current Fair. Those participating must be currently enrolled in either Gallatin County 4-H or a Gallatin County FFA Chapter. Participants must comply with rules as stated in the Competitors’ Handbook.
PROXY PURCHASES: Should someone wish to purchase an item or animal placed on sale during the Fair, but is unable to attend the sale, a Proxy Form may be completed authorizing another individual to buy in the name of the absentee buyer. To complete each form, the absentee buyer must designate the person they are assigning their purchasing rights to. Both the absentee buyer and the designated buyer must sign the form and have their signatures notarized. The absentee buyer must also include the top price he is willing to pay for each item or animal (this information will be kept confidential). The completed form must be returned to the Fair Office or to the Sale Clerk before a Buyer’s Number will be issued. These forms will be available in
the Fair Office.
CONSUMPTION OF ALCOHOL: The consumption of alcohol is limited to designated areas on the grounds where these beverages are sold. Alcohol is prohibited anywhere else on the grounds except in campsites.
Exhibit Rules
1. All entries competing for prizes shall be the property of the Exhibitor.
2. The Fair Board shall establish entry fees each year. The entry fees for the current year shall appear in the Competitors’ Handbook for the current year.
3. All exhibits entered in competition are subject to all rules and regulations for that Signature Event. Specific rules for each class shall be listed under the class heading in the Competitors’ Handbook or event rules sheet. All exhibits within a class shall be subject to the specific rules of that class.
4. Should any individual enter an animal or exhibit in a name other than that of the bona fide owner, or attempt to perpetrate a fraud by misrepresentation of any fact, the entry thus made shall not be allowed to compete and stall, pen and/or entry fees will be forfeited.
5. If any exhibitor attempts to interfere with the judges in the performance of their duties by letter, act or otherwise, he or she will be banned from the competition and will forfeit all prizes awarded them.
6. The judge's decision shall be final in all classes except where mistake, fraud, misrepresentation or collusion may not be discovered and/or proven at the time of judging. In such cases the Fair Board will make the decision.
7. Any exhibit or animal that has been erroneously entered may, at the discretion of the Manager or Superintendent, be transferred to the proper class before judging. If such classes have been judged, they shall not be rejudged.
Any exhibit removed before official deadline without permission of the Manager or Superintendent, disqualifies that exhibitor for any prizes and may disqualify that contestant's future showing privileges.
9. No person other than those in the Fairgrounds Organization shall be allowed to see entries or have access to the entry books until the entries have been closed.
10. The Manager has the right to reject unworthy entries of any nature by refusing them exhibit space.
11. Exhibitors in departments where entry tags are used shall present their portion of the entry tag to the Superintendent of the department for return of their goods.
12. Unclaimed exhibits will be disposed of 10 days after the close of the event.
13. All entry tags shall be properly and prominently attached to exhibits before they are eligible to be judged. The judges are instructed to disregard entries that do not have their tags attached. This rule applies to all departments except livestock.
14. After exhibitors have been provided with exhibition space, if there are still pens, stalls, or display space available, these may be rented by owners of stock, machinery, or commercial commodities for sale purposes. Rent to be fixed by the Manager.
15. Youth Classes are listed separately in some departments. If not listed separately, Youth may use rules and lots as listed in Departments list in Open Class. Entry tags must be marked YOUTH.
Livestock And Animals
1. Fairgrounds management requires that animals be handled in a proper and ethical manner following accepted modern animal husbandry and scientific practices. In addition, adequate care, including watering, feeding, and comfort, should be appropriately provided to all animals. Any individual treating an animal in any other manner will be dismissed from the grounds.
Exhibitors, their parents, leaders, and instructors have a serious responsibility to follow animal health practices approved by the industry and the U.S. Department of Agriculture. Health aids and other approved products should be used with care, according to prescribed practices, only when needed, and in the correct amounts.
2. Livestock exhibitors having trucks, trailers and cars that will not be in use during the event will be required to park these in the parking area designated for this use.
3. Anyone judged to be cruel to animals on the grounds will be dismissed from the grounds.
4. Livestock exhibitors may put signs up over their display on the wall or freestanding signs will be allowed, providing they do not extend into the aisle or into another exhibit. All nails, screws, tacks, and tape must be removed at the end of the event.
5. All animals and exhibits must stay for the full duration as scheduled unless otherwise approved by Fair Management. Any exhibitor removing his animal or exhibit early will forfeit the right to exhibit at this event the following year.
6. No electrical signs will be allowed in the barns.
7. Any animal dying on the grounds must be taken immediately to Montana State University for autopsy.
8. All bulls must be handled with a nose lead.
9. All cattle must be tied with halter and neck rope in and out of the barns.
10. The Gallatin County Fair Board recommends that all livestock and exhibits be insured against loss and public liability.
11. Livestock is allowed only in the barn and arena areas.
12. Horses are not to be ridden in the barns.
13. Horses ridden in the area of the barns are to be ridden only at a walk.
14. All animals entering the Fairgrounds must be in good health and condition. Any animal deemed to be unhealthy by the veterinarian will be dismissed from the grounds.
15. A brand inspection is required on all horses and cattle coming from outside Gallatin County.
16. The Fair Management reserves the right to have any animals entered in the Fair tested for drugs. Any animal found with drugs will be disqualified and premiums withheld. Any drugs being used for medical purposes must be registered with local veterinarian before show.
17. The owner will be asked to remove, from the grounds, any animal that is deemed to be a danger to itself, other animals and/or humans.
18. A veterinarian selected by the Fair Board shall make the final decision in all matters concerning the health of a particular animal.
Commercial Exhibitors & Food Vendors
BOOTH ARRANGEMENT - SETUP - LIST OF PRODUCTS: Indoor booths measure approximately 10’X10’ or 5’X10’. Side display panels in excess of three feet may not be installed more than 3’ from the back wall of the booth. No inside exhibit or display may be so high along the front or sides of the booth as to hide the adjoining exhibit from the view of visitors passing along the aisles. Outside exhibit space is sold by the front foot, with the depth of the area being approximately 30 feet. A limited number of 10’X10’ outside spaces are also available. Outside booths must keep all products and equipment within the line limits of their booth. This includes tent stakes and ropes. All items in every booth shall
be listed on the Application. Those not listed may not be sold.
SPACE CANCELLATION: The Gallatin County Fair Board reserves the right to cancel the exhibit lease for any cause whatsoever at any time before or after Commercial Exhibitor has commenced operations and return all payments. The Commercial Exhibitor reserves the right to cancel the lease for any cause up to the commencement of operations under the lease and agrees to forfeit all payments made to that point. If for any reason the Gallatin County Fair Board is unable to continue its operation for the time stated, the Gallatin County Fair Board shall not be liable to the Commercial Exhibitor for any claims, demands or damage except to refund to Commercial Exhibitor a pro rata share of the amount of rent based on the number of days of operation prior to the time said
operation discontinues.
LICENSES - PERMITS: All Commercial Exhibitors are required to enter into a lease and agree to comply with all its terms and conditions. Once the Fair Board has accepted the application, Exhibitor must supply Fair with proof of City, County, and State licenses or permits that are required for their operation, this includes but is not limited to Food Purveyors’ License issued by Gallatin County or the State of Montana.
CARE AND REPAIR OF PREMISES: At the end of the event the premises used must be in the same condition in which it was before the event. This includes filling and repairing all tent stake holes with a suitable asphalt or tar repair substance where applicable. Tent stake holes in dirt must also be filled in with dirt.
SALE OF ALCOHOL – All individuals selling alcoholic beverages must complete the Fair Board-approved Alcoholic Beverage Training Course. The vendors are also responsible for ensuring that individuals with alcoholic beverages are not allowed to leave the “beer garden” area.
Amplifying devices or other sound producing equipment must be kept at a low volume so as not to interfere with other Exhibitors.
The Fair Board reserves the right to reject any exhibit or display, which Board feels, is not in the best interest of the Fair.
No animals allowed in displays unless approved by the Fair Board.
All product/food deliveries must be made prior to 9:00 AM.
DRAWINGS - GIVE-A-WAYS - RAFFLES: Any drawing or give-away programs conducted by Commercial Exhibitors must be registered with the Gallatin County Fair Office, showing , in writing, the articles(s) to be given. All drawings are subject to Fair Board approval. ALL DRAWINGS MUST BE HELD DURING THE SIGNATURE EVENT. Daily drawings for these items may be scheduled to increase traffic in commercial booth areas. All Commercial Exhibitors are encouraged to participate in these daily and end of show drawings. Names of all drawing winners must be submitted to the Fair Office, upon completion of drawing. RAFFLES need not be completed during the Signature Event, but names of all winners must be submitted upon completion of the raffle.
Recognition will be given for best displays in each of the following categories: 1) Indoor Commercial, 2) Outdoor Commercial, 3) Educational/Community Service. Taken into consideration will be creativity, activity, decorations and theme usage. We encourage our Exhibitors to incorporate the theme and the flower when designing their exhibit space.
Reservations for stalls and display spaces shall be made in the order received; therefore, concessionaires should make their reservations in advance.
No commercial exhibit shall be removed from the Fairgrounds before the close of the last day of the event, except with specific authorization from the Fairgrounds Manager.
The Fairgrounds Manager reserves the right to cancel if the concessionaire violates the rules of the Board or the terms of the written contract.
Any extortion practiced by a concessionaire shall cause the forfeiture of contract money paid or expulsion from the grounds or both as the Fairgrounds Manager may direct.
All ground leases or space contracts, unless otherwise specified, will expire with the close of the Signature Event each year. All temporary buildings, frames, booths, supplies, materials, products, etc. must be removed within 24 hours after the end of the event unless prior arrangements have been made with the Fairgrounds Manager.
Concessionaires must keep their space in a neat and sanitary condition. All trash shall be placed in trash receptacles. Any cardboard containers shall be broken down before stacking next to the trash receptacle.
Concessionaires shall not throw any refuse or empty any water or other fluids on the grounds or in the streets and gutters.
Concessionaires shall be neat and tidy in their dress.
Fair Board members and employees of the Fairgrounds may have a concession or commercial space provided they are not granted any special privileges.
The granting of a concession contract does not grant the concessionaire the exclusive right to sell a particular product unless the contract provides otherwise.
To increase Event visitor interest, the Fairgrounds management encourages all displays to be manned during regular Event hours.
No open flames, highly combustible or explosive materials may be used in indoor exhibits.
Exhibit spaces cannot be sold, subleased, shared or exchanged without the permission of Fairgrounds management.
IN THE CASE OF DISPUTES INVOLVING EITHER THE FAIRGROUNDS OR THE FAIR RULES AND REGULATIONS, THE DECISIONS OF THE FAIR BOARD WILL BE FINAL.
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