GALLATIN COUNTY FAIR BOARD
October 18, 2005 Minutes
(As approved at the November 15, 2006 Meeting)
ATTENDANCE:
Fair Board Members Present - Blair Howze, Bob Brekke, Jim Oberhofer, Betsy (Centa) Anderson
Fair Board Members Absent – Greg Raths, Chris Budeski
Board Advisor - None
County Commissioner - Joe Skinner
Guests –Staff - Sue Shockley – Manager, Linda Blomback - Secretary
Public – Connie Garrett, Todd Saunders, Gary & Vikki Taylor, Sonja Berg
1. CALL TO ORDER: Board Member Bob Brekke called the meeting to order at 6:43 p.m.
2. PUBLIC COMMENT: There was no public comment.
3. MINUTES FROM June 21, 2005:
Jim Oberhofer moved to approve the minutes of the September 20, 2005 meeting. Bob Brekke seconded. All were in favor. Motion carried.
4. GUEST PRESENTATIONS: None
5. COUNTY COMMISSIONER UPDATE: Joe had nothing to report. Sue asked if the commissioners had received the Fair Board recommendations for appointment of new Fair Board member. Joe said he would check on it.
6. COMMITTEE REPORTS:
A. 2005 Fair: Sue reported that the Fair Planning Committee is meeting every other month. The Premium Book deadline for changes is January 10, 2006. Gary Taylor has the concert lined up. Harry Huntsinger & Travis Burian contacted CBR (Champion Bull Riding), which is a large, televised event. It would cost $60,000 to put on, but it would be a huge draw to the Fair and they already have sponsors interested. There is a scheduling conflict that needs to be worked out between the rodeo and the CBR. Harry & Travis are looking into “value-added” tickets that would include coupons and entry for 3 grand prizes. The tickets would also include a button to the Fair. The committee selected “Let’s Stirrup Some Fun!” as the Fair Theme. The Button Contest information will be sent out with the deadline for entries as January 5, 2006. The winner will be picked at the January Fair Planning meeting.
Betsy suggested adding higher priced tickets for seats that are closer to the front and also that the Fairgrounds should look into selling tickets through ASMSU and the MSU Bookstore.
Gary reported that Michael Martin Murphy said he’d be available for interviews 1 month before the concert (Friday of the Fair) and is willing to do anything to help the Fair. Wineglass Promotions are planning to do 800 30-second advertising spots. They will be targeting the Bozeman and Helena areas. They plan on 2,000 to 3,000 people attending. There will be an opening band then Michael Martin Murphy. Tickets will be $20 in advance or $25 at the gate.
B. Contract Review: Postponed due to Greg being absent. The committee needs to meet with the Bozeman Rifle Club, as the lease on the Shooting Range needs to be renewed.
C. WinterFest: Connie Garrett (co-chair of WinterFest committee with Skip Hougland) reported that the 2005 WinterFest was very successful with proceeds and attendance up from the previous 2 years. For the 2006 WinterFest they will not have the ATV ice racing this year, but have added Bozeman’s First Winter Cowboy Gathering which will be spearheaded by Carter Benedict and will have cowboy poetry from people of all ages, cowboy music, food, etc. The 2006 WinterFest will begin earlier than in the past. Gates will open on Friday at 11:00am to accommodate attendees for Ag in the Classroom. Monday has been added to devote a day to horses. There will be veterinary clinics, horse demonstrations, and other related
activities. A special horse-day committee has been established to plan and coordinate these activities. The button price will remain at $7. Advertising for the WinterFest needs to begin sooner this year. They have discussed value-added tickets for the concert and the MSU Rodeo Club will help sell the tickets.
Betsy suggested advertising in Big Sky and West Yellowstone as President’s Day weekend is a big weekend at Big Sky and people want something to do after they’re done skiing. She also suggested that the committee look into getting on the calendar that is in the back of Delta Sky magazine.
When asked about the concert, Gary Taylor explained that the concert will be Chris LeDoux’s band “Western Underground” who will do a tribute to Chris LeDoux. Tickets will be $20 for students and $25 for adults.
D. Rodeo: Covered in Fair Report above. The rodeo committee would like to do the same events as they held this year. Attendance was up, the Calcutta was up and they feel “If it ain’t broke, don’t fix it!”
E. Marketing: Sue gave out copies of the MSU Marketing Club work plan for the survey they will be doing. She said there needs to be some clarification of whether they will be doing phone surveys or focus groups.
Marketing for the WinterFest will include posters that will be going up soon that say “It’s Coming, Mark Your Calendars” and will include some of the major events. The Fairgrounds will also begin an email newsletter that will include happenings at the Fairgrounds and information on upcoming events.
The committee has also been reviewing sponsorship packets.
F. Volunteer: No Report.
G. Policy/By Laws: Tabled.
H. Pricing: Sue reported that the pricing committee recommends increasing the finance charge from 12% to 18%.
Sue gave out a matrix showing the cost of building heat per building per hour. She reported that the last time she calculated (1992) the heating cost the rate per hour was 3.679 and now it has increased to 11.982, which has gone up significantly. Most of the building heaters don’t run constantly for an hour so the price would drop per hour, but the Indoor Arena can run constantly when its cold and could cost up to $21.57 per hour to run. The Pricing Committee hasn’t done anything about it yet because the report is new.
Blair suggested that the issue be put on the agenda for next month’s meeting after the Pricing Committee has met.
I. Parking: Jim Oberhofer reported that the Parking Committee has had a lot of broad discussions. He said Sue has a good prospect of mining out the dirt berm north of the outdoor arena. They could sell the topsoil and use the rock on the Fairgrounds and it would open up the area for parking. Since the millings that have been put in by the SAR building are working out so well, it would be great to add more to the main parking lot.
There has been a suggestion that they close the main parking lot gate at Black and make it pedestrian traffic only. They are concerned that someone will get hurt. There would be a vehicle gate by the SAR building at Bozeman Avenue. Another suggestion was charging $1 for parking with the money going to 4-H, FFA, or any group who could get the people to help with parking. The kids would remain on site once the lot was full and direct traffic to parking spots as they open up. Another suggestion was to move the campers & horse trailers out of the barn area, which will open up the whole Fairgrounds area. There is an alcohol issue with the campers and if they are moved out, the alcohol will be moved
with them. However, this can only happen after we get the Road Department property.
Jim said the committee will continue to meet and will take any input anyone has.
J. Security/Emergency Planning: Bob Brekke reported that they have had no meeting.
K. Alcohol Policy: Jim Oberhofer reported that the Committee has reviewed the Fairgrounds Rules and the General Lease Provisions. The Committee suggested some changes to the rules. The Committee recommends that when there are violations to the alcohol rules, that the group can no longer sell alcohol until they come to a Fair Board meeting and explain how they are going to correct the violation. If there is a second violation, they will not be allowed to sell alcohol. Another suggestion was to tell the campers to keep alcohol out of the general public areas and give them a copy of the rules upon reserving a camping site.
Bob Brekke also reported that signs will be made that say “No Alcohol in this Area” and the Beer Garden would have signs that say “No Alcohol beyond the Area”. There would also be signs in the Midway Area that say “No Alcohol” which will give law enforcement the right to take action. There will be no alcohol allowed in the parking lots. They are looking into having the work release people cut the signs and have Signs & Designs do the letting for $1 per letter. The signs would be bifold sandwich boards so they will be easy to store.
Jim also said that there would be laminated signs that say “No Alcohol in Barns” and also signs put up on all the main gates.
Betsy suggested putting the signs up on the perimeter fence on the inside so they won’t get stolen.
All groups selling alcohol will be given the information about the alcohol training and bartenders will be checked to make sure they’ve taken the class.
Jim suggested that the Sheriff’s Posse members take the alcohol class so they know what’s expected and that there should be a key person in the office that would follow up on violations.
7. FOUNDATION UPDATE:
Bob reported that the Foundation approved a DVD to be made by MSU for the Fairgrounds. It will cost $10,000 and will focus on the past, present and future of the Fairgrounds. They hope it can be used to bring more donations in. The Fairgrounds would have the right to reproduce it.
A. Arena Project: Sue reported that the High School Rodeo had 630 entries and was a real test of the arena. The arena held up, although it was a “slop hole”, but not slippery. The High School Rodeo was having a meeting soon and would report back any suggestions that they have.
B. Fund Raising: Sue reported that it was going well for Harry Huntsinger & Travis Burian. They have raised $100,000 and $25,000 from sponsors so far that she knows of. They have sold enough arena seats to pay for the DVD. They have made some good contacts.
C. WinterFest Involvement:
D. Amphitheater: No Report
There was a break from 7:48 until 8:00.
8. CORRESPONDENCE: No discussion.
9. MANAGER’S REPORT: Sue reported that the Operations Staff have been doing some winterizing. They have been trying to work with NW Energy to get new underground services in, but they keep breaking dates. The addition to Building 3 is almost done. It will be used to store chairs and tables. They have started to do remodeling of buildings, but it’s hard to do when the buildings are being used so much. The staff has been using comp time and taking vacations so they’ve been short handed.
10. FINANCIAL REPORT: Sue gave out monthly reports. They are still working on getting some errors corrected. Debbie is working hard to keep us up to date until a new accounting person can be hired.
11. DECISION ITEMS:
A. Fair Board Shirts: Sue said she look but hasn’t purchased yet. She asked for color ideas. Betsy suggested white. Bob suggested a second denim shirt.
B. By Laws: Postponed
C. Review Board member applications and make recommendations to commissioners: Done at last meeting.
D. Selling Roping Chute: There was a discussion about being able to sell it or having to do an auction. There is still the possibility that it can be used on the Fairgrounds. Betsy moved that the Fairgrounds not sell the roping chute. Bob seconded. All were in favor. Motion carried.
E. Storage of Jaycees Trailer: Done at last meeting.
F. Pricing Committee Recommendations for Winter Rates: See above.
G. Pricing Committee Recommendations for Ice Machine charges: Sue reported that the pricing committee recommends charging $15 per day for the ice machine. There was a discussion about how the charging would be done since the 4-H owns the machine. Bob finally suggested that someone from the pricing committee meet with Todd Kesner and come back with a recommendation. Blair said he would contact Todd.
H. Changes to Fairgrounds General Lease Agreement: Tabled due to alcohol policy wording still being worked on and insurance information wouldn’t be available until after Sue meets with MACO later this week.
I. Pricing Committee Recommendation on Finance Charge: Bob moved that we change our finance charge from 12% to 18%. Betsy seconded. All were in favor. Motion carried.
J. Iron Horse Rodeo: Sue reported that it was large event that would be held on the 4th of July. It is a motorcycle rodeo, which would include slow driving, obstacles, etc. The new owner of Yellowstone Harley Davidson is very interested and will move their poker ride to the Fairgrounds on the same day. There will be 250,000 Harley riders in Billings the week before for a national rally. The $20 tickets will include a ticket to the Lion’s Club Festival of the 4th, which will be held at the Fairgrounds the evening of the 4th. The Lion’s Club is excited about it. There was discussion about the type of people that it would draw. Bob moved to accept this event as a new Fair
Board Signature event. Betsy seconded. 3 votes in favor, 1 abstention, none opposed. Motion carried.
K. Tour of Fairgrounds: There was a discussion about having the tour during a major event or when the buildings are empty. It was suggested to wait until the remodeling is done on the buildings. Joe Skinner offered to send the invitations. Blair suggested postponing the tour until we have a better idea of when the DVD will be done.
L. Review of Policy Manual: Blair recommended that it be referred back to the policy/by-law committee.
M. Dinner for Retiring Board Members Nerlin & Farrell: Blair suggested that the dinner be schedule very soon as the Nerlins will be going south soon. Bob moved that Sue set up the dinner. Jim seconded. All were in favor. Motion carried.
12. DISCUSSION
A. Draft Agreement for Improvement of Motor Sports Area: Nothing done
B. Pea Cannery Update: Sue reported that Susan Swimley contacted her and said the deeds were filed so it looks like we have new property.
C. Roping Chute: Covered above.
D. Board Training or Retreat: Tabled until after January since there may be new Board members at that time.
E. SAR Building Update: Sue said the millings are nice and they went further than SAR thought. Jim said that the Sheriff said they could use work release people for landscaping in front of the SAR building. Bob wanted Sysco drivers to be cautioned not to park too near the millings.
F. Capital Improvement Project Status: Sue reported that the sidewalk along Tamarack will probably not happen this year according to Chris Budeski. The contractor for the city raised the rates. Chris is still in contact with them.
G. Fair Manager’s Performance Evaluation: Sue has received two of the five evaluations.
H. Events for customers with balances on account: After some discussion on the legality of refusing rentals to people who have balances on account, it was recommended that Sue contact the County Attorney, Ed Blackman and/or Jennifer Blossom for input.
I. Personnel Update: Sue reported that we are short handed due to vacation & comp time. We offered the bookkeeping job to someone and she turned it down today because the wage was too low. Sue left a message for the next person in line. Both were equally qualified.
J. Other Items Not On Agenda: None
14. ANNOUNCEMENTS: Betsy was married recently. She is now Betsy Anderson. Sue announced that the Foundation dinner will be January 25, 2006.
15. AGENDA ITEMS FOR NEXT MONTH’S MEETING: Everything that was postponed.
16. ADJOURNMENT: Jim moved that the meeting be adjourned. Bob seconded. All were in favor. Motion carried. Vice Chairman Blair Howze adjourned the meeting at 9:05pm
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