GALLATIN COUNTY FAIR BOARD
May 17, 2005 Minutes
(As approved on June 21, 2005)
ATTENDANCE:
Fair Board Members - Greg Raths, Blair Howze, Bob Brekke, Betsy Centa
Board Advisor - None
County Commissioner - Joe Skinner
Guests –Staff - Sue Shockley – Manager, Linda Everhard – Accounting Clerk, and Brad Bell - Operations Foreman
Public - Sonja Berg, Lorna Simard
1. CALL TO ORDER:
Chairman Greg Raths called the meeting to order at 6:30 p.m. Greg thanked Betsy, Lorna and Sue for providing dinner for the meeting.
2. PUBLIC COMMENT: There was no public comment.
3. MINUTES FROM April 18 and April 19, 2005 Meetings:
Blair made a correction under Committee Reports to read: “a working ranch horse competition.” Betsy made a correction under Going Away Function for Darrell Anderson to read: “Betsy suggested presenting Jennifer Smith Mitchell…” Blair Howze moved to approve the minutes of the April 18, 2005 meeting as amended. Betsy Centa seconded. All were in favor. Motion carried. There were no minutes from the April 19, 2005 meeting.
4. GUEST PRESENTATIONS:
NENA: No one present to report. Bob suggested that since most of the issues with NENA have been resolved, NENA no longer needs to be listed on the regular monthly board meeting agenda.
Bozeman Jaycees: Sue reported that the Bozeman Jaycees would like to donate the concession trailer that is located on the Fairgrounds. They would like the right of first refusal for use of the trailer for concessions.
5. COUNTY COMMISSIONER UPDATE:
Joe Skinner stated that the County Fiscal Officer is concerned that anticipated revenues may not meet anticipated expenditures for fiscal year 2006. He also stated that he has been meeting with the Bozeman City Manager in an effort to resolve the sidewalk issue. Four scenarios have been proposed by the city:
1. The city can pay for the installation of the sidewalks and bill the Fairgrounds over the next five years through an annual billing.
2. Extend the mandatory completion date for installation of the sidewalks for two years and then pay the city for the next five years in an annual billing.
3. Come up with a good alternative plan and present it to the city for consideration.
4. Set up parking on the north side of the street and pay for the sidewalks over a five-year period.
Sue reported that the Fairgrounds have previously received a three-year extension from the city for construction of the sidewalks. That extension will expire in October so a decision on the sidewalks needs to be made in the near future. Gary stated that he would like to keep as much property as possible as a green space for running and walking. He also stated that parking is not really wanted on the north side of the street due to large road maintenance vehicles that use the street as well as additional liabilities to pedestrians coming to the Fairgrounds. No actions or decisions were made.
6. COMMITTEE REPORTS:
2005 Fair: Fair Planning Committee Chairman Tammy Andersen was unable to attend the Fair Board Meeting. She emailed her report and Linda Everhard reported the information. As far as the annual Fair Budget, the committee is hoping to have the same budget amount as last fiscal year. The Ian Tyson Concert Tickets are on sale at the Fair Office. The rodeo committee needs some help. FFA is putting on the Mutton Bustin’ Event. They also will add activities for children and families to participate in on Wednesday night of the Fair. The premium books should be ready around 05/26/05. She requested that everyone take some of the books and pass them out. All of the Fair Board members need to write an article on themselves and what they are doing to help out the Fair for the
Official Fair Tabloid insert. These articles need to be to Sue as soon as possible but no later than the end of June. At the time of the last Fair Planning meeting there were 2 food concessionaires and 5 commercial exhibitors signed up. The poultry section of the Fair is going well and the Ravalli County Fairgrounds may have some poultry cages for us. The Bozeman Breakfast Optimist Club is going to man the entrance gates for the Fair. The Gallatin County Auditor’s Office will again handle gate receipts during the Fair. The entertainment is pretty well line up but we are still looking for something educational.
WinterFest: No report
Rodeo: The committee needs new members. They need volunteers to work the arena, ticket sales and gates.
Marketing: Betsy Centa reported this committee has been working with Tom Englehoff from Small Town Marketing. He has given tips on changing our marketing approach and targeting our strengths. One idea is to evolve the name of the property toward the activities that are conducted at the facility and the direction that the facility is going. He suggested getting information from other facilities in similar cities and similar activities to ours. He also suggested that we create a long-range plan such as a ten-year plan with a five-year plan integrated into it. He suggests that a vision for the evolution of the facility will help with further long range planning. The committee has focused on signature events and rentals. He suggested that the Fairgrounds could create greater income by marketing
itself to increase usage, interest, and bring in larger events. The Fairgrounds needs to look at the whole picture on a year round basis in order to create a good marketing strategy.
Volunteer: No report. The committee has not met since the previous Fair Board Meeting.
Policy/By Laws: The committee has not met since the previous Fair Board Meeting.
Pricing: The committee has not met since the previous Fair Board Meeting.
Lewis & Clark: Sue stated that all presenter forms have been submitted to the National Park Service for approval for the local performances in the Tent of Many Voices. The logistics person for Corps II will be here next week with the truck driver to look at our facility and finalize plans for the placement of the exhibit. Corps II will remain at the Fairgrounds for 7 days after the Fair has ended. There will be no admission charge to go to the event after the Fair has ended. Corps II has included our event on their web site for promotional purposes
Security/Emergency Planning: The committee has not met since the previous Fair Board Meeting. Bob stated that he waiting for a meeting with Jason Schrauger and Carolyn Robinson.
7. FOUNDATION UPDATE:
Arena Project: The groundbreaking ceremony for the arena was held on May 13, 2005 at 9:30 AM. Sue is working out a contract for the sound system for the arena. It will be a state of the art system. Sue has applied for an $11,000 grant from First Security Bank for a laser timer with a digital read-out. It will time down to 100th of a second. KB Builders will donate a 16’ X 12’ announcers stand. The concession stand and restrooms will have to be put on hold for now.
Amphitheatre Update: No report.
Financial Report: No report.
9. CORRESPONDENCE:
No correspondence to review.
10. MANAGER’S REPORT: Sue reported that Fairgrounds clean up is in progress. Under the management of Brad Bell, a new maintenance program is being initiated for all Fairgrounds vehicles. The Fairgrounds has hired the lawn care position for this year and he will start on May 19, 2005.
11. FINANCIAL REPORT:
The Fair Board reviewed the monthly financial reports for April. Bob Brekke moved to approve the Financial Report as presented. Blair Howze seconded. All were in favor. Motion carried.
12. DECISION ITEMS:
By Laws: The county attorney has been unable to meet on this issue. Any decision will have to be postponed until the next board meeting.
Bozeman Baseball Contract: Sue met with two members from Bozeman Baseball; they would like to have a 10-year lease instead of a 5-year agreement. Sue stated that the Fair Board can enter contracts of one year or less but longer-term contracts must go before the county commissioners. Bozeman Baseball wants to delete the percentage that had been part of the previous contract and pay a straight lease of $3,000 per year. They also would consider going for a loan of $30,000 for parking lot improvements and then writing the loan off with the 10-year lease. They also indicated that they need the long-term lease in place before they can borrow from any lending institution. Blair stated that he would approve a 10-year lease but that it should not be a flat rate. He suggested an annual
adjustment be included. Betsy stated that Bozeman Baseball should be the ones to maintain the parking lot since it is used for their activities. She also said that tying their lease increase to the annual Consumer Price Index figure might be one way to enter into a long-term contract. Bob Brekke made a motion that the Fair Board offer Bozeman Baseball a 10 year contract with the lease to begin at $3,000 for the first year and a 3% increase each of the next nine years of the contract. Blair Howze seconded the motion. All were in favor. Motion carried.
Fair Board Applicants: Sue stated that there is a new applicant for the vacant Fair Board position. He is under sheriff Jim Oberhofer. Mr. Oberhofer was active in Missoula County with their fairgrounds. He has received permission from Sheriff Cashell to pursue the board position.
Pricing Committee Recommendations: These recommendations were approved at the last Fair Board Meeting. No further action is required.
Storage of Jaycees Trailer – Draft Agreement: Sue is waiting for information from the Jaycees. The Fairgrounds will have to maintain the trailer. Blair Howze suggested writing up a Memo of Agreement and sending it to them.
Changes to Fairgrounds General Lease Agreement: There is no further information to report. Sue will email new information to the board members when it becomes available.
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: The agreement is now in the county commissioners hands. The swap with the City of Bozeman for the Pea Cannery land can only be done if it is an equal value trade. The May 24, 2005 County Commissioners Public Meeting will take up this issue.
SAR Building Update: There is nothing new to report. However, the building has been well received and well liked.
Capitol Improvement Projects Status: We have received the loan money for the remodel of the exhibit buildings. Sue is working on getting the power situation worked out with NorthWestern Energy. Northwestern Energy has to put in the transmission lines for the power, and then it is up to private electricians to bring the power into the Fairgrounds. MB Concrete has offered to put in sidewalks for $1 per square foot. He will also stamp the concrete to look like a boardwalk.
Roping Club Donation: The value of the new calf chute is $500.
CIP Committee Letter: The Fairgrounds cannot do it this year but will remain on the list.
Going away function for Darrell Andersen: The no host dinner will be held at the Oasis Restaurant on May 18, 2005 at 7:00PM. A plaque and belt buckle has been ordered for him.
Personnel Update: Brad Bell has been hired as the Operations Foreman. Linda Everhard has been hired as the Accounting Clerk. Pat Albertson has been hired to do landscaping maintenance. Sue requested that the Fair Board members complete her annual evaluation.
Other Items Not on Agenda – Discussion Only: The Gallatin County Whitewater Festival has requested reduced rates for their event. Sue stated that the festival does not meet the criteria for reduced rates.
14. ANNOUNCEMENTS: The Bozeman Jaycees welded bleachers in the Motor Sports Area.
15. ADJOURNMENT:
Chairman Greg Raths adjourned the meeting at 8:14PM
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