GALLATIN COUNTY FAIR BOARD
June 21, 2005 Minutes
(As approved on August 16, 2005)
ATTENDANCE:
Fair Board Members - Greg Raths, Blair Howze, Bob Brekke, Chris Budeski
Board Advisor - None
County Commissioner - Joe Skinner
Guests –Staff - Sue Shockley – Manager, Linda Everhard – Accounting Clerk
Public - Sonja Berg, Mike Gaffke, Dale Nerlin
1. CALL TO ORDER:
Chairman Greg Raths called the meeting to order at 6:38 p.m. Greg thanked Blair for providing dinner for the meeting.
2. PUBLIC COMMENT: There was no public comment.
3. MINUTES FROM May 17, 2005:
Greg made a correction changing the Fair Board Members to read: Greg Raths instead of Gary Raths. Blair Howze moved to approve the minutes of the May 17, 2005 meeting as amended. Chris Budeski seconded. All were in favor. Motion carried.
4. GUEST PRESENTATIONS: None
Bozeman Jaycees: There were no representatives from this group present
5. COUNTY COMMISSIONER UPDATE:
Joe Skinner stated the county budget process is in the final phase of fine-tuning. Final budget figures should be ready by August 1, 2005. Sue had some questions about how the Fairgrounds budget is being funded. She stated that she had removed capital purchases to balance her budget request, yet there appeared to be $8,000 in PILT money being used for funding. Sue asked Joe to find out why the PILT money had to be used in her budget. Joe also stressed that the sidewalk impasse with the city must be resolved soon as the last variance is due to expire in October. Sue said that the only way to resolve this issue is to create a committee to work on possible solutions. The committee will be made up of Chris, Bob, and Sue, with Chris as chairman of the committee.
Mike Gaffke stated that he thought the Oak Street Entrance should be the future focus of the Fairgrounds. He said that the businesses on North 7th Avenue are approximately 50% done with their sidewalk project. He stated that there might be a way to work with Wal-Mart in completing some of the sidewalks on the Oak Street entrance.
Bob Brekke commented that he had seen several workers from the Sheriff’s Department Detention Crews working at the Fairgrounds. He said that it was a good program that seemed to be working well for the Fairgrounds.
6. COMMITTEE REPORTS:
2005 Fair: Fair Planning Committee Chairman Tammy Andersen was unable to attend the Fair Board Meeting. She emailed information to Sue to report. SCS will be doing a Motor sports Event on Thursday night of the Fair. They are not going to charge the Fair for the event. Instead, they will take the gate. A Fair button will need to be purchased by everyone that attends the event. There will also be a polo exhibition at the Anderson Arena on Thursday night. The FFA is sponsoring the Muttin’ Bustin’ event on Wednesday night of the Fair. They are still looking for sheep but the entry forms and liability release forms are now available. Friday night of the Fair will be the Ian Tyson Concert and dance in the dirt. The arena dedication will take place during the intermission at about
8:30PM. Saturday night of the Fair will be the Ranch Rodeo. Sunday will feature the 4H Rodeo. Chris asked for the status of volunteers. Sue said that the volunteers could schedule with Debbie in the office.
WinterFest: Friday Night of WinterFest, Gary Taylor would like to bring in Michael Martin Murphy as entertainment. Saturday there will be working horses and driver competition. Other events include a BBQ Steak dinner, cowboy poetry, and a dance with Midnight Express. 4H has indicated some interest in having a livestock show. Sunday will have a dog show, cowboy fellowship, and a dog-herding contest. Winterfest will be extended through Monday since it is a holiday. There will be seminars, a vaccine clinic, a stallion parade, hay and feeds clinic, and a trailer-backing contest. Gary Taylor will be working on getting more outdoor exhibitors. Bob suggested having a polo demo.
Rodeo: The Ranch Rodeo will have Jackpot Bull Riding, Team events with teams consisting of four individuals, men’s and women’s saddle bronc riding. Sue is working on getting the stock. She has located the cow calf pairs and yearlings.
Marketing: The committee is still working on a long-range marketing plan. They are currently defining who the Fairgrounds are. They hope to accomplish this through surveys and public meetings. The committee hopes to determine the economic impact of the Fairgrounds. The marketing strategy will emphasize the positive—such as what the Fairgrounds have to offer in the form of facilities and services. The committee is also studying whether or not the name needs to be changed to more accurately represent what the facility actually provides.
Volunteer: A suggestion was made that someone should set a price for volunteer man hours. Greg suggested that the pricing committee take this under advisement and study possible options.
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. Chris stated that there is some pending items that have not been approved by the committee and that a meeting should be set up. Blair agreed.
Lewis & Clark: Corps II will open up on Friday night of the Fair. The National Park Service has approved all of our proposed entertainment for the Tent of Many Voices. The Corps II Exhibit will be open from Noon to 8:00PM daily except for Sunday. It will be open from Noon to 5:00PM Sunday. A variety of entertainment both local and from out of town will perform in the Tent of Many Voices. There will be a replica of a Keel boat, a dugout canoe, a children’s art show and hands on activities for everyone. The Fairgrounds received a $5,000 grant to pay for the entertainment and rooms for Corps II participants.
Security/Emergency Planning: Search and Rescue will be providing security for the Ranch Rodeo from 10:00PM to 6:00AM. At this time, Sue is unsure of who will be providing security for the SCS Show on Thursday night.
7. FOUNDATION UPDATE:
Arena Project: Mike Gaffke stated that the grandstand will be done this week and that everyone is very pleased with the final result. Harry Huntsinger has been hired as a fundraiser for the Foundation. Harry is making progress in raising funds for the restrooms and concession area of the new Anderson Arena. Mike stated that the donor is thrilled with the project. She is interested in helping with the landscaping as well. Mike noted that there had been a great deal of cooperation from Sue, Brad Bell and Foundation members to get the project done. The goal of the Foundation is now focusing its energies in trying to raise $13 million dollars for further Fairground improvements. Bob Brekke commented that Mike and the Foundation have done a great job with the project.
Amphitheatre Update: No report.
9. CORRESPONDENCE:
The correspondence is primarily made up of newsletters.
10. MANAGER’S REPORT: 4H Poultry received some grant money. They used the money to landscape the area between the Hog Barn and Livestock Barn #1. They planted grass and trees, put in some gravel, made a picnic area, archways, and hedges for half the length of the barn. Sue mentioned that the people connected with the Hog Show would like to have a covered area to do the shows. Sue stated there is on going electrical work being done on the west side of the exhibit buildings to Tamarack StreetSue and the Fairgrounds staff did a “walk around” of the fairgrounds and created several pages of items to be completed before Fair, both on the grounds and buildings and by the office staff. Sue informed the board that Bill Montgomery quit the fairgrounds staff. Sue said
that Doug Gietzen, a new member of the operations staff, is doing a great job. Sue stated that she has called a previous applicant about the new operations vacancy but that he wants a couple of days to think it over. Chris asked if there were things on the “to do” list that the board members could help with. Sue said that she has been thinking of having a painting party to get the arena posts painted. Sue reported that the concrete sidewalk is finished outside of the exhibit buildings. It has been stamped and colored to look like a weathered boardwalk. Sue said that weed spraying is in process but that the weed department has been extremely busy and we have been unable to get a sprayer from them. Bob Brekke stated that he had a sprayer on a 4 wheeler that he would be willing to bring to the Fairgrounds for the operations staff to use.
11. FINANCIAL REPORT:
The Fair Board reviewed the monthly financial reports for May. Blair Howze moved to approve the Financial Report as presented. Bob Brekke seconded. All were in favor. Motion carried.
The meeting was recessed for a break from 7:55PM – 8:10 PM.
12. DECISION ITEMS:
By Laws: The by laws are in the hands of the County Attorney. Chris suggested adding teleconferencing or use of a speakerphone as an alternative to a proxy vote when a board member has to be absent from a meeting. Blair stated that the Gallatin County IT Department has equipment that can be used to set this up. Blair said that there would have to be an available analog line to make this work. Brad Bell stated that there is one already available at the Fairgrounds. Bob said that the teleconferencing would not be used often, that it should only be used in order to obtain a quorum. Blair Howze suggested that the board come up with some alternative language on how this would be entered into the by-laws. It was decided to have a lunch meeting to hammer out the language before
presenting the changes to the full board.
Bozeman Lions Club: A discussion was held about the use of the People Barn by the Bozeman Lions Club. It was suggested that since they store items in the freezers and refrigerators throughout the year, they should be billed a minimum monthly amount of $10 per month per appliance. This would require a separate agreement. There would be no charge for usage in past years. It was suggested that a new annual contract be issued from March 1st of each year through February of each year. A discussion was held about the improvements that the Lions Club has made to the building and any future improvements they may make. At the present time, there is a portion of the people barn that is locked. Fairgrounds operations staff have no access to this locked area, which could present a
possible hazard in the event of an emergency situation. Bob suggested that the board should approve any future improvements made to the People Barn, by the Bozeman Lions Club. Also, any improvements in the building should be made available to anyone who rents the building and not be the exclusive property of the Bozeman Lions Club.
Baseball Contract: This item is tabled. The contract is at the county attorney’s office.
Shooting Range Contract: Chris, Greg and Blair will be on the committee to renegotiate the contract. Sue will set up a meeting with the board members and the shooting range members.
Driving Show: The Saddle and Harness Club would like to take over the Septoberfest name. They would like to use the name and have us partner with them and split profits. They would use the event for a total horse related event. They would promote driving and have various horse workshops. If there is no objection to using the name, Sue will continue to explore this possibility.
Fair Board Applicants: Bob made a motion that Jim Oberhofer’s name be sent to the county commissioners with a recommendation that he become a Fair Board member. Chris seconded the motion. All were in favor. Motion carried. Sue stated that she would inform the county commissioners of the board’s recommendation. Blair suggested that a thank-you card be sent to all of the board applicants thanking them for their interest. He also suggested that the applicants be notified that the fairgrounds will keep their applications on file for any future Fair board vacancies unless otherwise notified.
Changes to Fairgrounds General Lease Agreement: Bob Brekke moved to accept the General Lease Agreement with the recommended changes. Chris Budeski seconded the motion. All were in favor. Motion carried.
Storage of Jaycees Trailer – Draft Agreement: The Jaycees want to donate the trailer but would like to have a right of first refusal. The Fairgrounds could rent out the trailer if the Jaycees are not interested in using the trailer at the same time. There was a discussion about the fact that the Jaycees would have to follow the same rules, as any other renter would have to follow and pay the same rates as any other renter would pay. Chris suggested that the Jaycees would have to give the Fairgrounds at least 15 days notice of their intent to use the trailer. He also suggested language stating the trailer cannot leave the Fairgrounds property. Sue will redo the draft agreement and email it to the board members for review. A value for the trailer is set at $1,000.
Discounts for frequent Fairgrounds Users: Marilyn Burns from Burns & Sons Auctions has requested a frequent user rate for her Fairgrounds facility usage. She would like to rent exhibit buildings every Tuesday for 10 to 11 months in additional to her usual 12 auctions a year. She is asking for a full rate on the first day and 50% of the full rate on subsequent days. Blair suggested that a special rate be offered with the provision that if the user does not show up to use the facility as scheduled under the discounted rate; they will be charged the rate as if they had used the facility. Marilyn Burns is asking for an immediate day or hourly rate reduction. Chris suggested that this information be relayed to the Pricing Committee to work on.
13. DISCUSSION ITEMS:
City Noise Ordinance: Nothing new to report.
Draft Proposal for Improvement of Motor Sports Area: Sue reported that SCS would like to rent the Motor Sports area for practices and weeklong training schools. They are also looking at maintaining the facility i.e. weed control. They would work with the Fairgrounds to develop a program. SCS is also working on getting electrical service improved at the Motor Sports Area. They would like to get credit for any work that they do. Sue reported that representatives of the ATV Group, Mountaineers, and SCS are setting up joint meetings to work out the set up and usage of the Motor Sports Area. There has been some discussion among the groups about setting up some of the courses in a semi-permanent fashion but in a way that all of the user groups could still have access to the facility.
Pea Cannery Update: There is nothing new to report.
SAR Building Update: There is nothing new to report.
14. ANNOUNCEMENTS:
The July meeting will be a working meeting on Tuesday, July 18th. Fair Board members will assist with Fair Setup.
15. ADJOURNMENT:
Chairman Greg Raths adjourned the meeting at 9:15 P.M.
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