GALLATIN COUNTY FAIR BOARD
September 20, 2005 Minutes
(as approved at the October 18, 2005 meeting)
ATTENDANCE:
Fair Board Members Present - Greg Raths, Blair Howze, Bob Brekke, Chris Budeski, Jim Oberhofer
Fair Board Members Absent – Betsy Centa
Board Advisor - None
County Commissioner - Joe Skinner
Guests –Staff - Sue Shockley – Manager, Linda Everhard – Accounting Clerk
Public - Lorna Simard, Harry Huntsinger, Travis Burian. Jennifer Blossom
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:
There was one addition to the minutes in Item L regarding the RMAF in the first sentence, “ November 9 through November 2005” was changed to read “November 9 through November 13, 2005” Chris Budeski moved to approve the minutes of the August 16, 2005 meeting as amended. Bob Brekke seconded. All were in favor. Motion carried.
4. GUEST PRESENTATIONS: None
5. COUNTY COMMISSIONER UPDATE:
Joe Skinner stated he had received the letter we had written to Extension and Weed about their proposed move from the Ag Center and have decided the move will not be allowed until next fiscal year. Weed won’t be moving with Extension. The Commissioners are looking into moving another County Dept. to the Ag Center, possibly the Water Quality District. He said the Commissioners are looking into the possibility of adding a satellite facility in Belgrade to include Extension, possibly Open Lands and maybe a planner. That is just in the preliminary stages.
6. COMMITTEE REPORTS:
A. 2005 Fair: Jennifer Blossom the new co-chair, gave the report. Jennifer was elected co-chairperson of the Committee at the August meeting. She shares this office with Tanya Arrington. The Fair Committee is not going to meet monthly for the first six month, but every other month. When the Fair gets closer the committee will meet monthly. Superintendents will meet with the Fair Staff in between committee meetings to get any changes to their areas made and to work on volunteer recruitment. Jennifer has spoken with some other County Staff members and Elected Officials who may be interested in getting more involved in the Fair. Jennifer reported that the gate volunteers did a wonderful job and at the end of the Fair we were only short $156
which is pretty good considering that over $90,000 came through the gates and most of that in cash
.
B. WinterFest: The WinterFest Committee has added Monday to the event and will open at 11:00am on Friday, making the event 3 ½ days long. Tentative schedule includes a Western Underground concert on Friday night, a cowboy gathering on Saturday, with a special performance of Cowboy music and poetry on Saturday night along with a chuck wagon Steak dinner. The quilt show, children’s art show and the photography show will once again be a part of the festivities. A strong effort is being put into filling the outside exhibitor space. We will move the Cowboy Camp near the Sale Pavilion so that the Pavilion can be used for entertainment. Sue has met with Headwaters Livestock about working with them on the horse sale and that is coming together.
Monday of WinterFest, which is Presidents’ Day will be Horse Day and will feature all kinds of horse related activities and events.
C. Rodeo: the Rodeo Committee has not met since Fair. They are scheduled to meet next week.
D. Marketing: Travis reported that a MSU Sr. Marketing Class is working on a survey for the Marketing Committee. They will try to answer the question of what is the public’s perception of the Fairgrounds and what is the public’s awareness of the Fairgrounds. The class will come back with some recommendations on how to change public perception if necessary and how to increase awareness if necessary. The Committee is also working on a marketing plan for WinterFest to include a review of the sponsorship packages.
E. Volunteer: Sue reported that the committee still has not met. She stated that the committee needs to recruit new members.
F. Policy/By Laws: Sue reported that Deputy Co. Attorney Kate Dinwiddie has completed her review of our By Laws and found no issues with them. She stated that tele-conferencing is perfectly legitimate if there is not a quorum. The Board asked that Sue email or mail out the revised By Laws so that they can review them one more time and then will take action on them at the October meeting.
G. Pricing: Blair reported that the committee met on Sept. 20 at 7:00am. They discussed the proposed Frequent User Rate for the Exhibit Buildings and also discussed the admission price for the 2006 WinterFest that has been recommended by the WinterFest Committee. They also discussed adding a heat surcharge for any of the buildings that are heated. The committee feels this surcharge is necessary with the rise in the costs of natural gas and electricity. The surcharge would be based on the hourly cost of running the heaters in the buildings. The Fairgrounds staff will call Northwestern Energy and get approximate costs. Once that is done the Pricing Committee will meet and discuss the surcharge for each building. They will try to have a recommendation for
the Board by the October meeting. The next Pricing Committee meeting is set for Tuesday, Oct. 4 at 7:00AM at Perkins.
H. Security/Emergency Planning: There was no meeting of this committee. Jim Oberhofer stated he has spoken with Jason Shrauger who agrees that the plan we did before the Fair worked fairly well but needs some work. Jason feels the revisions should come from the Board and staff rather then from him. He is willing to work with us on the project. Bob Brekke, the Committee Chairman will call a meeting in the near future to review the plan and make some needed changes.
I. Parking Committee – Chris Budeski, Committee Chair reported the Committee has met one time just to brainstorm the problems and the possible solutions. They will meet again on Sept. 22. Parking is a problem all over on the grounds during large events, especially the Fair and WinterFest. Possible solutions might be parking attendants, shuttles from other parking lots, charging for parking to help pay attendants, obtaining some of the Road Dept. property to use on a temporary basis. Adding more gates, moving admission gates so that there is no driving on the grounds. No decisions have been – the committee is still in the brainstorming mode.
J. Alcohol Policy Committee – Jim Oberhofer, the Chairman, has not called a meeting yet. He has been doing some research and will be calling a meeting in the near future.
7. FOUNDATION UPDATE:
A. Arena Project: Project is pretty much completed. The arena has been rock picked along with all of the stock pens. The footing is better in the arena now. We have gotten one price quote to paint the entire arena. The painting can’t take place until there is money to do it, maybe in the spring. Marcia has said she is going to have Jerry Cashman come out and do some landscaping this fall or in the spring. Those who have used the arena like it. There are some things that Mr. Cross will need to come back and fix, however. Sue has written him a letter listing most of those items.
B. Concession Project – Harry and Travis reported they have been meeting with businesses that may be interested in helping to fund that project.
C. Fair Report – Nothing new to report
D. New Members – Bob Brekke stated the Foundation is in need of some new members and if anyone has someone they would like to recommend, just let one of the Foundation members know and they will contact the individuals.
E. Amphitheater – No Report
F. Fund Raising – Travis and Harry reported they have sold approximately $7000 in Grandstand seats and that they have some strong interest from local businesses in the purchase of seats. They are happy with how things are going and feel very positive.
8. CORRESPONDENCE: No correspondence to discuss.
9. MANAGER’S REPORT: Sue did not have a written report for the Board. She stated that “things” are going well. There have been many very positive comments about our new operations staff from Fairgrounds users. The new guys are getting a good handle on equipment maintenance and repairs. Much of our equipment was in disrepair and needed lots of work and that work is being done. Phil has been on medical leave for about 1-½ months, but is back at work now, as of Monday. Staff has been taking vacations and using comp. Time earned during the Fair. We are beginning to winterize buildings.
10. FINANCIAL REPORT:
The Board was given the financial statements for July and August, but when Sue and Debbie were reviewing some records, they found several mistakes that were made when positing of charges, payments and finance charges were done in May, June, July and August; therefore, the monthly financial statements are not accurate. Blair moved to not accept the financial reports until the County Auditor along with Debbie and Sue have had a chance to review them. Chris Budeski seconded the motion and the motion carried.
11. DECISION ITEMS:
A. Consideration of Waiving Concession Fee for Little Bear Antique Show – After a lengthy discussion about the policy regarding the charging of the concession fee, Bob Brekke moved to not waive the concession fee for Little Bear Antique Show. The motion was seconded by Blair and it carried.
B. Consideration of Waiving Concession Fee for the October High School Rodeo –Sue advised the Board that the High School Rodeo Club would like to exchange work on the arena for the concession fee. The arena needs to have some repairs made before the High School Rodeo can take place. The kids and their parents would be willing to come in a make those repairs and take care of some safety issues in exchange for the Fair Board waiving their concession percentage fee. Blair moved to credit the Rodeo Club’s club account for the work they do to the arena prior to October 8, 2005 up to value of the percentage fee from concessions that would be due the Fair Board. Jim Oberhofer seconded the motion and the motion carried. Sue will follow up with the
Rodeo Club to be sure the work is completed on time and in a way that meets the Fairgrounds’ requirements.
C. Fair Board Shirts – Sue brought a catalog from Montana Embroidery for the Board to review and select their shirts. The Board would like Sue to bring actual shirts to the next meeting so that the Board members may choose those they like. Sue will bring examples of both long and short-sleeved shirts to the next meeting.
D. Consideration of Waiving the Concession Fee for 4-H if they choose to do the WinterFest - Blair moved that we would charge 4-H the 17% for their concession, but would allow them to work it off. Bob Brekke seconded and the motion carried.
E. By Laws: Sue reported that Kate Dinwiddie, Deputy County Attorney, had reviewed the By Laws and saw no problems with them. She said if the Board wanted to include tele-conferencing that was perfectly fine. Rather then take action on this item, since it has been so long since the Board has actually looked at the revised By Laws, they asked that Sue email or mail them out so each Board member has time to review them and at the October meeting action can be taken.
F. Purchase of a Tent – The Board discussed the purchase of the tent and asked that Sue thoroughly review the budget and determine if we have the money to do this and also be sure it is something we can use and possibly rent. The Board will take action next month.
G. Bozeman Lions’ Club Annual Rental Agreement – nothing more to report
H. Baseball Contract: Kate Dinwiddie, Deputy County Attorney added one more change – she really does not want to do a ten-year contract but would approve a five-year with a five-year renewal clause. Kate also said we could date the contract when it is signed rather then continue it from the day it expired last December. The Board was Ok with that and Jim Oberhofer moved to accept the Bozeman Baseball contract as amended by Katy Dinwiddie. Blair seconded the motion and it carried. Sue will send the contract to Bozeman Baseball.
I. Review Board Member Applications: The Board discussed the Board applications that Sue had mailed out. After a thorough discussion, Greg moved to recommend to the Commissioners they appoint Misty Radue. Sue will get a letter off to the Commissioners this week so that they can get the appointment scheduled for a public meeting as soon as possible.
J. Storage of Jaycees Trailer-Draft Agreement: Sue had mailed out a draft of a Memorandum of Agreement she had written. The agreement was discussed and the Board asked that an item “C” be added to the “TERMS” stating that the Jaycees first right of refusal will expire once their credit for the purchase of the trailer has been used. Sue will add that to the MOA and then forward it to Kate Dinwiddie for her review. If she has no changes, Sue will mail it to the Jaycees.
K. Discounts for Frequent Users of Exhibit Buildings: The Pricing Committee met and Blair reported that they do not recommend the Board establish a frequent user rate for the Exhibit Buildings at this time. Perhaps this can be looked at in the future. The Pricing Committee recommends the Board accept the proposed admission price for the 2006 Wild West WinterFest from the WWWF committee of $6 in advance and $7 at the gate, the same as 2005. Bob moved to accept this recommendation, Jim seconded and the motion carried.
L. Changes to Fairgrounds General Lease Agreement: Tabled
M. RMAF: If any of those signed up to go have invited their significant other to attend, Sue needs a check for $130 for their registration fee. The check is to be made payable to RMAF.
12. DISCUSSION
A. Draft Agreement for Improvement of Motor Sports Area: Nothing done
B. Pea Cannery Update: Sue is waiting to hear from Susan Swimley
C. Board Training or Retreat: Tabled until after January since there may be new Board members at that time.
D. SAR Building Update: Sue is going to check with Jason Shrauger, Chris Kent and Don Wilson to see if everything is OK. She will report back at the next Board meeting.
E. Capital Improvement Project Status:
1) Sidewalk along Tamarack – Chris Budeski reported he has been working with the City on this project. We do qualify for the 5-year pay back plan. We are waiting now for a price from Century Concrete, the City’s contractor for this type of work. Chris will have more news soon. Chris moved that once he gets the price, Sue would call each Board member for their vote on whether to proceed. The motion was seconded by Bob and carried. Chris has spoken with Bill Murdoch and he is in favor of proceeding this way. Our extension will expire the middle of October, so we need to do something.
2) Remodel of Exhibit Buildings – Sue reported that the electrical services are ready; we are just waiting for NW Energy to get the service lines dug in. We will begin working on the inside of the buildings once things slow down a bit outside.
F. Fair Manager’s Performance Evaluation: Sue has received two of the four evaluations.
G. Budget 2005/2006: Sue gave each Board member a copy of the budget. They will review it before the next meeting and if they have questions or concerns we will discuss them at the next meeting.
H. Personnel Update: Sue reported that the new operations crew is doing a spectacular job. She has received many very positive comments about all of them from users of the Fairgrounds. The bookkeeping position has been posted and we have received about 15 applications. Sue, Debbie and the Auditor will be interviewing the first week in Oct. Sue is on vacation next week
I. Other Items Not On Agenda
1) Ice Machine in Building #4 – Chris would like the Pricing Committee to discuss the Ice Machine in Bldg. #4. 4-H purchased the machine with the idea of making money from selling ice to those using the Fairgrounds. They paid $1500 for the machine and hope to make enough from ice sale to pay for the machine and then use the money for other projects. No price has been set for the ice. Fairgrounds staff will probably bag the ice and have a good stock in the freezer. The machine will not run all the time and will be turned off during events. The pricing committee will review the arrangement and make recommendations to the Board that can then be passed along to 4-H.
2) Tour of Grounds For Commissioners – Chris visited with Bill Murdoch and offered him a tour of the grounds. Bill said he would like to do that. We will make arrangements to take him and the other Commissioners for a tour.
14. ANNOUNCEMENTS: None
15. AGENDA ITEMS FOR NEXT MONTH’S MEETING: Send items to Sue
16. ADJOURNMENT: Chairman Greg Raths adjourned the meeting at 9:35pm
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