GALLATIN COUNTY FAIR BOARD
August 16, 2005 Minutes
(as approved at the September 20, 2005 meeting)
ATTENDANCE:
Fair Board Members - Greg Raths, Blair Howze, Bob Brekke, Chris Budeski, Betsy Centa, Jim Oberhofer
Board Advisor - None
County Commissioner - Joe Skinner
Guests –Staff - Sue Shockley – Manager, Linda Everhard – Accounting Clerk
Public - Sonja Berg, Mike Gaffke, Harry Huntsinger, Travis Burian
1. CALL TO ORDER:
Chairman Greg Raths called the meeting to order at 6:30 p.m.
2. PUBLIC COMMENT: There was no public comment.
3. MINUTES FROM June 21, 2005:
Chris Budeski moved to approve the minutes of the June 21, 2005 meeting as presented. Bob Brekke 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 there were no changes in the preliminary county budget.
6. COMMITTEE REPORTS:
A. 2005 Fair: No Report. Greg Raths stated that he thought the Fair went well.
B. WinterFest: No Report
C. Rodeo: No Report
Chairman Greg Raths suggested that since so many committee chairman were absent from the meeting that the chairman be advised that they must either attend the board meetings or submit a written report prior to the meeting date.
D. Marketing: Betsy reported that the next meeting for this committee was scheduled for August 19, 2005. The committee is working on refining questions for the questionnaire being prepared to determine the direction the marketing of the fairgrounds should take. Travis reported that randomized sections of the county will be picked to receive the questionnaire. These sections will match demographics and be statistically significant to give a good cross section of the fairgrounds users and potential fairgrounds users. A senior marketing class at Montana State University under the supervision of a Montana State University Marketing Professor will do the survey. Betsy also reported the committee is focusing on tasks that
need to be completed before attacking larger goals. Chris asked what the survey questions will be asking. Betsy responded that the questionnaire would have questions asking respondents their feelings about the location, customer usage, and their perceptions of the fairgrounds and its facilities.
E. Volunteer: Sue reported that the committee has not met. She stated that the committee needs to recruit new members.
F. Policy/By Laws: Chris started a discussion about the rental of buildings and possible frequent user rates. He suggested that the committee call other convention facilities in the area and find out their policies for frequent user rates. One suggestion submitted was that if someone uses the facility for six months or more in a year with 48 hours of usage each month, the customer could be given a 10% rental discount on their rental rate. Sue discussed the fact that there should be some provision for making sure customers receiving any frequent user pricing, keep current on their monthly bill with the fairgrounds. She also suggested that the rates could be retroactive for the affected users during the period that the policy is being
drafted and approved. Sue mentioned that there had been some inquiries about long term boarding of horses. If the board wants to allow long-term boarding, rates would have to be set up for that as well. Sue will work on drawing up a proposal for the next meeting. Blair will set up a committee meeting before the next board meeting.
G. Pricing: Blair mentioned that the Mountaineers have not received a credit from the fairgrounds for the work they have put in working on the Motor Sports Arena. Blair suggested that a rate of $12.50 per hour for a skilled equipment operator and $7.00 for regular labor. Blair Howze moved that the Mountaineers Club be reimbursed at the rate of $12.50 per hour for skilled equipment operators and $7.00 per hour for regular labor performed at the Motor Sports Arena. Chris Budeski seconded the motion. All were in favor. Motion carried.
H. Lewis & Clark: Sue reported that she did not have a final report but that the fairgrounds did not spend all of the grant money allotted from the National Park Service. Any unspent funds will be returned to the National Park Service. Sue reported that the feedback from the Corps II people stated that our attendance was about average for the exhibit. She said that there had been positive feedback concerning the exhibit. The National Park Service felt that the exhibit had been a success at the fairgrounds.
I. Security/Emergency Planning: There was no meeting of this committee. Jim Oberhofer stated that there had been two sheriff’s deputies at the fairgrounds on Friday and Saturday nights during the Fair. The Search and Rescue Department put in 87 hours. The Civil Air Patrol also volunteered hours during the Fair. Jim stated that it was difficult to assess what effect the presence of security has on potential problems that could occur. However, he stated that it is always best to be proactive to counteract any possible negative situations that may happen without security present. He suggested that there should be a bigger presence next year in the Beer Garden area. He also suggested spreading some of the security
costs incurred to the other groups at the Fair such as the sponsors of alcohol booths. Jim also brought to the board’s attention that there was no visible signage stating that alcohol cannot be removed from the beer garden area. He stated that there should also be visible signage in the carnival area that no alcohol will be permitted in that area. There were some parking difficulties during the Fair that need to be addressed. Greg suggested setting up two committees to work on these issues. The first committee will work on an alcohol policy and where the alcohol may be consumed on the fairgrounds during the Fair. Jim Oberhofer will be the chairman. Members of the committee will be Sue Shockley, Greg Raths, Bob Brekke, with Harry Huntsinger and Travis Burian as volunteer members.
The second committee will work on a contingency parking plan for the fairgrounds during major events. Chris mentioned that the lack of lighting in the parking lot could be contributing to some of the traffic problems. It was suggested that this task be given to the Fair Planning Committee with a request that a preliminary plan ready for review in February. Sue will continue working on security and first aid for next year. Greg asked Bob to set up a
meeting and send out notices of the meeting place and time. Jim suggested including local fire departments in this planning
7. FOUNDATION UPDATE:
Arena Project: Mike Gaffke reported that the finishing work is being completed on the arena project. He stated that there have been good comments concerning the new arena. The new focus is on construction of the concession stand and restrooms. Sue stated that she had heard from Marcia Anderson. Apparently, Marcia had received some telephone calls concerning the fact that the views from the announcer’s stand needs to be improved. Sue will contact Marcia to discuss the planned changes to correct this. There does need to be an office set up for the new arena. Also, the public address system needs to be adjusted for better coverage. There is still some money left from Marcia Anderson’s original donation to address some of these
needed additions. The fairgrounds now need to look for outside funding for improvements to add to the new facility. Harry Huntsinger and Travis Burian have been hired as fundraisers for the Gallatin Fairgrounds Foundation. They are charged with the task of raising funds for the further improvements of the arena facility. They reported on various fund raising projects they are working on. They are currently in the process of selling seats in the grandstand. The seats will have a small plaque indicating the sponsoring company or individual. Those who purchase seats as part of the fund raising efforts will have the right of first refusal on the purchase of these seats for signature events. Marcia Anderson has indicated that she is interested in contributing to the landscaping of the arena. The Foundation sold fry bread at the Fair from the Indoor Arena. They would prefer to move to their original location next year. The Calcutta
Auction was successful. Greg asked if the Foundation had recruited new members. Mike responded that the Foundation is looking for new members at the present time.
Amphitheatre Update: No new information.
8. CORRESPONDENCE: No correspondence to discuss.
9. MANAGER’S REPORT: Sue reported that all of the outside workers and temporary workers during the Fair were new this years. She felt that they had all done an outstanding job, especially under the circumstances of being new. Sue would like to set up a staff meeting to discuss policies and procedures. This would require closing the office for a day in order to get all of the staff together at one time. Northwestern Energy will be running new utility lines before the remodel begins. They hope to eliminate some overheard lines. They will also install power hook-ups for RV’s on the west lawn. $1,000 was donated for this project by the dog club. Sue reported that the fairgrounds have a very busy fall schedule. The new fairgrounds
operations staff is setting up a good maintenance programs for all vehicles and equipment. On the subject of overtime for the Fair, Sue contacted Human Resources and they are allowing the staff until October to use their comp time earned instead of having to take pay for the time.
10. FINANCIAL REPORT:
The Fair Board reviewed the financial information from the 2005 Fair. The financial reports were not available due to timing issues with the county reports. They will be presented at the next meeting.
The meeting was recessed for a break from 7:45PM – 7:55 PM.
11. DECISION ITEMS:
A. Joel Farrell’s Resignation: Sue has received Joel Farrell’s letter of resignation. His resignation is effective July 17, 2005 due to the fact that he has moved out of Gallatin County. Bob Brekke moved to accept the resignation of Joel Farrell. Blair Howze seconded the motion. All voted in favor. Motion carried. Greg asked Sue if she has a file of applicants for the Fair Board. She stated that did have several applications. She will email copies to the Fair Board members to review.
B. Fair Annual Awards: Sue reminded the board that they have not given out the annual Fair Awards for Business, Person, and Group for their contributions to the Fair. Sue suggested the business be The Bozone due to the incredible support they gave to the Fair this year. She suggested that the Gallatin County Road Department receive the award due to the fact that they have contributed time and materials to assist the Fair with various projects. Greg suggested that Marcia Anderson receive the award for his contribution to the outdoor arena and grandstand and continued support of the Fair. Bob Brekke moved to honor Marcia Anderson, The Bozone, and Gallatin County Road Department for the 2005 Fair. Chris Budeski
seconded the motion. All voted in favor. Motion carried. After a discussion it was suggested that these awards should be presented at a public Gallatin County Commission meeting as soon as it can be arranged. Bob Brekke moved that a presentation of the 2005 Fair awards be made at a public Gallatin County Commission meeting. Blair Howze seconded the motion. All voted in favor. Motion carried.
C. Review Circle H. Contract and sign: This is the contract with fundraisers Harry Huntsinger and Travis Burian. Sue said that she would review the contract and sign it.
D. By Laws: Sue reported that they are still at the Gallatin County Attorney’s Office for review.
E. Bozeman Lions Club Annual Rental Agreement: Sue reported that the document is not ready.
F. Baseball Contract: Kate Dinwiddie, Deputy County Attorney a change in liability coverage from $1.5 Million to $2.0 Million. The board would also like to request that no baseball games be scheduled during the annual Fair in July. Sue said that was part of the agreement. The game that was played this year during the Fair was a make-up game. The date during the this year Fair was the only date that both teams could schedule the make-up game that was required. This was an unusual circumstance and should not occur again.
G. Driving Show – Septoberfest: No new information.
H. Review Board Member Applications: Sue will email copies of applications to all Fair Board members
I. Storage of Jaycees Trailer-Draft Agreement: Sue reported that the agreement is not ready.
J. Discounts for Frequent Users of Exhibit Buildings: This will be worked on further and addressed at the next meeting after the sub-committees have met.
K. Changes to Fairgrounds General Lease Agreement: Sue stated that she has no new information to report.
L. RMAF: The Rocky Mountain Association of Fairs annual meeting will be held in Great Falls on November 9 through November 13, 2005. Gallatin County will pay expenses for Fair Board members and all Fair Committee Chairmen. Sue suggested that everyone that could attend should attend. It is a great educational resource for Fair Board members. In addition, it provides an opportunity to meet with potential entertainment prospects and see what they offer. Sue would like to know who is planning to attend by the end of August. She also needs to know what type of room they will need.
12. DISCUSSION
A. Draft Agreement for Improvement of Motor Sports Area: There is no agreement at this time. The groups involved have been having informal meetings but nothing has been put in writing. Sue will follow up on this.
B. Pea Cannery Update: Sue has not received the deed but the rest of the transaction has been completed.
C. Board Training or Retreat: Sue asked board members if they would be interested in having a retreat to go over fairgrounds operations, policies, and procedures. These retreats had been done in the past but they have not been done for a few years. She thought since there were several new board members, it might be a good idea to revive the meetings. Betsy stated that she thought that additional knowledge is a powerful tool and would be in favor of resuming the meetings. Blair stated that he would rather have a memo or informational packet prepared for new board members. Chris stated that he is in favor of these meetings. He suggested leaving this item on the agenda and discussing it again in the fall. Bob
stated that he thinks it is a good idea to have the meetings and that he would attend. Jim stated that he believes that you always get good information from retreats, that it is a good learning and sharing experience. However, he also said documents would work if they were properly prepared. Greg was in favor of a retreat. Subjects that he thought would be valuable would be discussions on procedures to make meetings flow well, communication with county commissioners and other county boards, and laws that pertain to the board and board members. Betsy suggested that board members submit ideas for a retreat agenda. She agrees that the retreat should be kept as part of the Fair Board Agenda.
D. SAR Building Update: Sue reported that there is no new information to report. Chris asked if the board has control over the building. Greg stated that the SAR Board is in charge of the building. The fairgrounds charges SAR $5,000 a year for rent.
E. Capital Improvement Project Status: Work will begin on the remodel of the exhibit buildings in the very near future. Chris stated that he has been getting estimates for putting in the sidewalk along Tamarack Street. He is going to arrange a meeting with the Bozeman City Manager to discuss possible options to resolve this issue. He will report back at the next board meeting.
F. Fair Manager’s Performance Evaluation: Sue reported that her performance evaluation is past due. She will send copies of the evaluation to the board members and would appreciate having them returned by the end of the week.
G. Budget 2005/2006: The budget should be finalized on August 23, 2005.
H. Personnel Update: All of the staff is working very hard. Patrick has left his position as the fairgrounds groundskeeper. Keanan has filled in for him and done an excellent job. Sue is hoping that Keanan will return to this position next year. The fairgrounds are participating in both the Community Service Worker Programs and the County Work Release Program. Sue reported both programs have provided a great benefit to the fairgrounds.
I. Other Items Not On Agenda: A discussion was held on whether or not to remove the Sheriff’s Posse Sign from the Indoor Arena Concession Area. Greg stated that the group is still in discussion as to what they want to do with that area. He suggested that this item be brought up again at the next board meeting. Sue asked Fair Board members if they wanted to have shirts that denote their board status to wear at events. She will bring samples to the next meeting for the board to review. Sue would like to see a follow-up article done discussing the Fair and the new Anderson Arena. Betsy suggested that Harry and Travis be mentioned in the articles as the fundraisers for the Fair and Foundation. She also
suggested that mention be made of the new concession stand and restroom facilities that are to be constructed as funds become available. Sue would like to see the landscaping started for the arena area.
14. ANNOUNCEMENTS: Blair became a grandfather to a new baby girl this week. Sue will be taking some vacation time as required by the Human Resources Office. She will be on vacation the week of August and the last week of September. However, she will come into the office, as needed, for committee meetings and any other matters that may require her attention.
15. AGENDA ITEMS FOR NEXT MONTH’S MEETING: Send items to Sue
16. ADJOURNMENT: Chairman Greg Raths adjourned the meeting at 8:55PM.
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