GALLATIN COUNTY FAIR BOARD
January 17, 2006 Minutes
(as Approved at the February 21, 2006 Meeting)
ATTENDANCE:
Fair Board Members Present –Chris Budeski, Bob Brekke, Jim Oberhofer, Misty Radue, Blair Howze
County Commissioner – Joe Skinner
Fundraising-Harry Huntsinger, Travis Burian
Staff – Sue Shockley, Debbie Ehlert – Secretary, Brad Bell - Operations
Public – Sonja Berg, Lorna Simard
1. CALL TO ORDER: Vice-Chair Person Blair Howze called the meeting to order at 6:04 p.m.
2. PUBLIC COMMENT: None
3. MINUTES FROM DECEMBER 20, 2005: Jim Oberhofer moved to approve the minutes of the December 20, 2005 meeting. Mitsy Radue seconded. All in favor. None opposed. Motion carried.
4. MINUTES FROM THE SPECIAL JOINT MEETING JANUARY 11, 2006: Jim Oberhofer moved to approve the minutes of the December 20, 2005 meeting. Mitsy Radue seconded. All in favor. Chris Budeski requested the correction that he was absent for the meeting. Blair Howze was listed as a Foundation member. Corrections were requested. Jim made a motion to approve the minutes as amended. Misty seconded the motion. All in favor. None opposed. Motion carried.
5. GUEST PRESENTATIONS: None
6. COUNTY COMMISSIONER UPDATE: Joe Skinner asked about the status of Sue Shockley’s evaluation. Sue said she was going with what was submitted.
7. ELECTION OF OFFICERS – Jim Oberhofer made a motion to nominate Blair Howze as Chair Person. Motion seconded by Chris Budeski. All in favor. None opposed. Chris Budeski made a motion on the nomination for Chair persons being closed. Seconded by Jim Oberhofer. All in favor. None opposed. Motion carried. Motion to appoint Blair Howze as Chair Person approved by Acclamation made by Chris. Seconded by Jim. All in favor. None opposed. Motion carried.
Jim made a motion to appoint Bob Brekke as Vice Chair. Call for any more nominations. Jim made a motion on the nomination for Vice Chair to be closed. Motion seconded by Chris. All in favor. None opposed. Motion carried.
8. COMMITTEE REPORTS:
A. 2006 Fair Report - Sue reported that the premium book would be done by the end of February. The Fair is looking for a superintendent in the food division-baking and cooking-to take entries. Joe Skinner suggested contacting Laura Lee Harvey. Blair Howze suggested contacting Mary Ellen Fitzgerald.
Travis reported that they were anticipating 15 of the top 45 bull riders attending the PRB rodeo. Travis and Harry were already working on potential sponsors.
Sue has a meeting with the Ranch Rodeo on January 19, 2006 at 6:30PM.
Sue reported that the 2006 fair button had been selected.
B. Contract Review Committee – No Report
C. Winterfest – Committee will start to meet every week starting January 26, 2006. The deadline for the Big Sky Weekly tabs and the Winterfest schedule is January 18, 2006. Al Lien is working on a display of haying methods and equipment ranging from a scythe to a baler.
The Hay Show is coming together. Hay samples are at MSU being tested and graded.
There will be animals in the farm barn. There will be 4 or 5 wagons and horses for hayrides.
Cowboy poetry is getting lined up and there are going to be several big names.
The horse sale is progressing and consignments are being made.
There will be a new event – The Packers Scramble- and they are taking a maximum of 10 teams and they have 7 teams signed up now.
Battle of the Breeds will include 6 challenges and the finals will be on Monday, February 20, 2006..
Dog events are scheduled. A Stallion Parade plus the Horse Show are scheduled for Monday, February 20, 2006.
There is a Hockey Tournament going on during Winterfest. The Hockey members will have to buy a fair button to get in. They will have 20 teams and the possibility of 300+ spectators.
The Fish, Wildlife and Parks will have their laser shooting target display.
There is going to be the foot and wheel chair races along with the stick horse rodeo.
There will be several food concessions. The Sheriff’s Posse will have their famous Posse Burger. Sue said the Fairgrounds was considering making the Posse Burger the official food of the Fair. Bar S BBQ will be here. Wineglass Catering will be making breakfast daily.
There will be a tack swap and horse shoeing along with an equine communicator.
Posters are out in the community and the next marketing meeting is January 18, 2006.
D. Rodeo Committee – Meeting set for January 18, 2006.
E. Marketing – Harry and Travis are working on marketing with Brian Konig.
F. Volunteer – Debbie Holwegner is handling the ticket booth schedule.
G. Policy/By Laws – No Report
H. Pricing – No Report
I. Parking Committee – Jim and Chris will schedule a meeting before Winterfest.
J. Security/Emergency Planning – Jim scheduled a meeting for Friday, January 20, 2006.
K. Alcohol Policy Committee – Sue suggested combining the Alcohol Policy meeting with the Security/Emergency Planning meeting.
9. FOUNDATION UPDATE – Travis Burian
A. Arena Project – Nothing new
Fund Raising – Travis and Harry are still pursuing sponsorships and they are scheduling a meeting with potential investors for the event center. Discussed a possible endowment fund to maintain the event center. Sue suggested to Joe Skinner to mention to the other commissioners that the Foundation was pursuing funding from investors for an event center. Discussed who should design the facility if the funding comes through.
B. Winterfest Involvement - Travis said the Foundation was going to have a 20’ X 10’ booth to provide information to the public and this would include the informational DVD playing. They are going to have a couple of Harleys for show and they will be offering gifts and prizes from a drawing being generated from the surveys that the Foundation is going to have people fill out.
C. Annual Dinner – Lorna said that the invitations were being mailed on January 18, 2006 for the dinner on January 25, 2006 with a no host bar at 6:00PM and dinner at 6:30PM. There will be two motivational speakers for the meeting.
10. CORRESPONDENCE – Nothing new.
11. MANAGER’S REPORT – Sue said that the building remodel in exhibit building #1 was coming along and the inside should be fairly complete by Winterfest. The Fair Board needs to choose the color of siding. Jim suggested displaying the color choices at the Foundation booth during the interest and letting the people vote on their choice.
The indoor arena needs some work that will be completed by summer fair.
The fairgrounds is looking for a 1 ton truck and a possible 5th wheel hitch in order to be able to move the hydraulic bleachers.
12. FINANCIAL REPORT: Motion made by Bob Brekke to approve the financial reports for November and December. Motion was seconded by Chris Budeski. All in favor. None opposed. Motion carried.
13. DECISION ITEMS
A. Fair Board Shirts – Sue had the Board Members write down the requested sizes and she was going to order the shirts.
B. By Laws – Tabled until February meeting.
C. The Board agreed to make a decision at the next board meeting to send recommendations to the Commissioners to fill the remaining two positions for the Fair Board.
D. Changes to Fairgrounds General Lease Agreement – this will need to wait until Feb. since there may be some insurance issue changes at that time. Tabled until the February meeting.
E. Dinner for retiring Board Members – Tentatively discussed having the dinner on March 1, 6:00PM no host and dinner at 6:30PM. Expected 20-40 people attending. Sue was going to check with the Auditors about paying for the meal.
Took a short break from 7:10PM to 7:20PM
14. DISCUSSION
A. Draft proposal for Improvement of Motor Sports Area – Nothing has been done.
B. Committees for the upcoming year – Sue was going to get a committee list for the next meeting.
C. Board Training or Retreat – Tabling until after Winterfest and appointment of the new Board Members. Decide at the next Board Meeting where and when to have the retreat.
D. Capital Improvement Project status – Sue said the new lights would be installed in Exhibit Building #1 and she was going to apply for a rebate from Northwestern Energy because they were energy efficient lights. Sue said that the building should be 150% more energy efficient than before. Sue said they are looking into WIFI access for the Fairgrounds events.
E. Personnel Update – Sue said the Fairgrounds were going to petition the County again for a part-time permanent office position.
F. Other items Not on Agenda – Discussion Only – Chris Budeski said there was a new Urban Transportation project that was looking for a facility for storage and maintenance of the transportation buses. Chris said this should be up and running late summer or early fall. They were interested in the Road Department facilities. The Fair Board said they would not have control of the property by then.
Jim Oberhofer suggested addressing the rest rooms and whether to tear them down and construct new along with the Winter Fair Office. He suggested to Sue to include this in the 2007 budget proposal.
Bob Brekke wanted to add the dedicated exclusive vendor as a decision item at the February Fair Board meeting.
Sue discussed digital signs at the main gates and to start meeting quarterly with the neighbors as per the previous discussions that were never followed through on.
Sue asked Travis to check with the Dean of the College of Business regarding a project for the Graphics Design Department.
15. AGENDA ITEMS FOR NEXT MONTH’S MEETING
A. Update to follow the construction.
B. Dedicated exclusive vendor
C. Board Training or Retreat
16. ADJORNMENT – Chairman Blair Howze adjourned the meeting at 8:00PM.
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