GALLATIN COUNTY FAIR BOARD
November 15, 2005
(As approved at December 20 meeting)
ATTENDANCE:
Fair Board Member Present – Chris Budeski, Bob Brekke, Jim Oberhofer, Betsy (Centa) Anderson, Mitsy Radue
Fair Board Members Absent – Greg Raths, Blair Howze
Board Advisor – Al Lien
County Commissioner – Joe Skinner
Guests-Staff – Sue Shockley, Debbie Ehlert – Secretary
Public – Sonja Berg, Harry Huntzinger, Travis Burian
1. CALL TO ORDER: Board Member Chris Budeski called the meeting to order at 6:19PM.
2. PUBLIC COMMENT: None
3. MINUTES FROM October 18, 2005:
Jim Oberhofer moved to approve the minutes of the October 18, 2005 meeting. Bob Brekke seconded. All were in favor. Motion carried.
4. GUEST PRESENTATIONS: NONE
5. COUNTY COMMISSIONER UPDATE: Joe Skinner had nothing to report. Sue mentioned that there were 4 board members up for appointment, Blair Howze, Greg Raths, Betsy (Canta) Anderson, Mitsy Radue. Sue suggested that the appointments be made in December to start in January. Board positions were going to advertised and existing applications reviewed as per Joe Skinner.
6. COMMITTEE REPORTS:
2006 Fair Report: Sue reported that there were no new meetings yet – nothing new.
7. ACTION ITEMS:
A. Fair – none.
B. Contract review Committee – Greg Raths and Sue Shockley on the committee. Sue said they would meet with the shooting range to discuss the new contract.
C. WinterFest – Connie Garrett and Skip Haugland– no meeting yet. Meeting scheduled for Thursday, November 17, 2005 at 7:00AM at the Country Kitchen in Belgrade.
D. Rodeo Committee – No meeting. Sue said a meeting regarding bull riding and rodeo events need to be scheduled before January.
E. Marketing – Harry Huntsinger and Travis Burian – reported that they just had a public opinion poll done with 60 one-on-one interviews regarding the fair grounds from a senior level marketing group at MSU. The results of the opinion poll were supposed to be completed December 9, 2005. Harry and Travis would report back with a plan and suggestions after they review the results of the poll. They handed out a short questionnaire for the board members to fill out and return before the next board meeting regarding “Where Do We Want The Fairgrounds To Go?”
They have been working on Sponsorships.
Discussion was made regarding Early Marketing ideas.
Posters were passed out to the board members to post in locations.
Suggestion to run the “Thank You”advertisement in the Christmas Stroll flyer again. No decision was made or approved.
Sue said the fairgrounds was going to start putting up the WinterFest banners on the fences and alternating the time that they were displayed so people driving by do not get used to seeing the banners up all of the time.
Chris Budeski mentioned that his sister was in marketing and she indicated the she would volunteer her knowledge and time to assist in the marketing.
F. Volunteer – No new information.
G. Policy By Laws – Waiting for the committee.
H. Pricing – Committee met.
I. Parking Committee – The last meeting was cancelled but Sue said they would meet again. No new information regarding the person that was interested in filtering the dirt and buying the topsoil.
J. Security/Emergency Planning – Nothing new.
K. Alcohol Policy Committee – Nothing new.
8. FOUNDATION UPDATE –
A. Arena Project – Nothing new. Contractor was fixing things. Plans to work on the announcers stand this winter- Sue.
B. Fund Raising – Harry and Travis – They have been working on a DVD Promo – site plan – landscaping – family oriented angle. They have raised $142,300 for this project without sponsorships. Carl Solvie – Best Western and Michael – Ferraro’s offered $1000 donations.
Briefly discussed Iron Horse Rodeo – Harley Davidson – CBR-PBR Rodeo. Discussed value added tickets for the Chris LeDoux concert.
Lehrkind’s offered a $100,000 donation and the opportunity to have an exclusive concessionaire at the fairgrounds with their beverage products. Lynn Fellows and Phil Snyder expressed concessionaire interest.
Jim Oberhofer questioned exclusive rights to sell products. Sue suggested a memorandum of agreement to tie the 3 entities. Chris brought the matter to the board. Jim suggested getting more information regarding needing contracts. Misty asked about beer purchases. Beer would not fall under the exclusive concessionaire. Board decided to discuss concession buying at a later date.
Agenda - next meeting – Discussing future of the Fairgrounds – vision – “Where is the Fairgrounds going?” Possible retreat to discuss the direction the Fairgrounds needs to go in.
C. WinterFest involvement - Betsy asked where were Harry and Travis’s efforts were directed to: Foundation or Fairgrounds. Lorna suggested working as a group since whatever benefits the Foundation benefits the Fairgrounds as well. The board wanted to confirm that the Foundation’s vision were the same as the Fairgrounds vision.
D. Amphitheatre Update –Nothing new.
9. CORRESPONDENCE – Big B Jamboree,
10. MANAGERS REPORT – Sue reported that Northwest Energy had begun the underground service. Power is at the Oak Street gate and the west side of the Haynes Lawn. There are 22 pedestals plus an additional 6 poles. Wanted the pedestals to fit in with the parking. Protecting the pedestals with poles to prevent people backing into them. Planning on working on the inside of building #1 the middle of December before WinterFest. The electrician is lined up.
Sidewalks along Tamarack – The pricing on the sidewalks went up an additional $1.75/sq ft from $3.25/sq ft - 5-year payback at 3%. Original estimate was $45000. Joe Skinner was going to have the county attorney check into the city ordinance regarding possible exemption because it is county property and whether or not the city can mandate county property. Joe Skinner was going to check with Larry Watson regarding a grant or loan and possible Ctech qualification. Sue said they are considering a curb line boulevard and this matter needs attention before next year.
11. FINANCIAL REPORT – Debbie Ehlert said that there should be Financial reports by the December Meeting.
12. DECISION ITEMS
A. Fair Board Shirts – Sue had a sample of a Riversend long sleeve cotton shirt in a beige color. Shirts were $17/each, no minimum order. Shirts were to be monogrammed with the Fair logo. Bob Brekke moved to accept the shirt. Jim Oberhofer seconded the motion. All were in favor. Motion carried.
B. By Laws – Table it for now.
C. Review applications and re-advertise for the four board members with expiring terms – Betsy Centa, Misty Radue, Greg Raths, and Blair Howze.
D. Proposed Surcharge Recommendations for Winter Rate – increase in the Fall and Spring based on a 12-hour day. Jim Oberhofer made a motion to impose the surcharge for heating in the winter months with no negotiations for existing customers. Bob Brekke seconded the motion. All were in favor. Motion carried.
Jim Oberhofer made a motion to increase the finance charges from 12% to 18%. Bob Brekke seconded the motion. All were in Favor. Motion carried.
E. Changes to Fairgrounds General Lease Agreement
F. Entertainment for 2006 fair – Motion was made by Bob Brekke to refer this to the Fair Planning Committee. Betsy (Centa) Anderson seconded the motion. All were in favor. Motion carried.
G. Dinner for retiring Board Members – Board discussed having the dinner in December depending on who is leaving. No decisions were made.
12. DISCUSSION
A. RMAF Report – Information was shared seminars attended.
B. Draft Proposal for Improvement of Motor Sports Area – Nothing has been done.
C. Pea Cannery Update – Sue said everything was done.
D. Board Training or Retreat – Decision was made to discuss this after January 1, 2006.
E. SAR Building Update – Sue said the chips are down.
F. Capital Improvement Project Status – nothing new to report.
G. Personnel Update –
H. Other Items Not on Agenda –
13. ANNOUNCEMENTS
A. Lorna Simard reported that the Invitation Meeting for the Foundation was on January 25, 2006 – no host 6:00PM and dinner at 7:00PM. There would be a short annual meeting.
14. AGENDA ITEMS FOR NEXT MONTH’S MEETING
A. Address the direction for fund raising.
15. ADJORNMENT
Jim moved that the meeting be adjourned. Bob seconded. All were in favor. Motion carried. Chris Budeski adjourned the meeting at 8:27pm.
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