GALLATIN COUNTY FAIR BOARD
February 21, 2006 Minutes
(As Approved at the March 21, 2006 Meeting)
ATTENDANCE:
Fair Board Members Present – Blair Howze, Bob Brekke, Chris Budeski, Misty Radue
County Commissioner – Joe Skinner
Fundraising-Harry Huntsinger, Travis Burian
Staff – Sue Shockley, Debbie Ehlert – Secretary
Public – Sonja Berg, Dan Kessler, Marilyn Burns, Zane Burns, Dan Nelson, Don Henson, Rich Winget and Jeff Cottrell
1. CALL TO ORDER: Chair Person Blair Howze called the meeting to order at 6:30 p.m.
2. PUBLIC COMMENT: None
3. MINUTES FROM DECEMBER 20, 2005: Chris Budeski moved to approve the minutes of the January 17, 2006 meeting. Bob Brekke seconded. All in favor. No one opposed. Motion carried.
4. GUEST PRESENTATIONS:
A. Marilyn Burns – discussion on Fairgrounds Pricing
Marilyn Burns wanted the Fair Board to approve a flat fee pricing on her use of the Fairground buildings so she could be better able to quote out the charges to her customers. Chris Budeski suggested taking the matter back to the pricing committee. Marilyn Burns questioned the county commissioners support of the Fairgrounds. The Fair Board agreed to have Sue Shockley discuss pricing with Marilyn Burns but no commitment was made. Marilyn Burns was in favor of the remodeling that was being done.
B. Bozeman Lions Club – People Barn Issues
Jeff Cottrell said the Lions Club were concerned about them not being able to serve alcohol for both the People’s Barn and the Indoor Arena because it was one of their major fundraising events. Jeff Cottrell said that the Lions Club had attended the alcohol training and certification and they have put up the required signage and have provided security at the events. Since the Lions Club lost the remote event it was not profitable for them to do just the People Barn and that is why they did not attend WinterFest 2006. Jeff Cottrell said that the Lions Club grossed $5200 on the 2005 WinterFest events. Jeff Cottrell wanted to know what the board’s thoughts were about the Summer Fair and was the Lions Club complying. Sue Shockley mentioned some of the issues that were encountered during Summer Fair: underage drinking, beer leaving the
events and a problem with a bartender drinking.
Jeff Cottrell did admit that the Lion’s Club did only have a beer and wine license not a Liquor license. Sue Shockley said the liquor license was important because of the Official Beverage Contest during the WinterFest. Sue said that the Lion’s Club was responsible for security during the events and the security was responsible for checking ID’s and not allowing alcohol out of the People Barn or any other locations. The Fair Board invited the Lion’s Club back for another meeting at a later date.
C. Jenny Dieruff and Jim Mainwaring RE: Cystic Fibrosis Fund Raiser
They did not attend.
D. Kessler Rodeo Stock Contractor – RE: Possibility of having a PRCA Rodeo at the Fairgrounds this summer.
Mr. Kessler gave a brief summary of what events the Kessler Rodeo puts on each year and that they had been in business for 15 years. Mr. Kessler discussed options to negotiate a contract for either a percentage or take the gate. He said they were flexible and ready to get started. Estimated costs for 2 events plus slack were around $22000 including timed event stock. Mr. Kessler said that it would take about three months to get everything approved and the suggested date was June 1-3. The Fair Board said they would check into the options but they did not think that there would be enough time to do the event this year. Decided to discuss and the next Fair Board meeting.
5. COUNTY COMMISSIONER UPDATE: Joe Skinner said that it did not appear that there would be any budget cuts and there were no negative comments and the commissioner’s opinions were extremely positive towards the Fairgrounds.
6. ELECTION OF OFFICERS – Appointment of officers held on January 17, 2006.
7. COMMITTEE REPORTS:
A. 2006 Fair Report – Travis Burian said that the PBR Rodeo was scheduled for Wednesday night, July 19, 2006. Travis said that Justin McBride, JW Hart and Lloyd Ketchum were some of the names that would be here.
B. Contract Review Committee – No Report
C. Winterfest – Sue reported that WinterFest went very well with few glitches. The Fairgrounds numbers were up from WinterFest 2005 even considering the weather was considerably colder. The Dog Keg Pull and the All Dog Expo were a success. The concert was well attended but it appeared there were more than a few non-paying people. The Working Horse and Driver Contest went well and the Packer’s Scramble was good but it was too quick. The horse sale drew a large crowd. The Cowboy Poetry went well.
D. Rodeo Committee – Next meeting in March.
E. Marketing – Travis reported that the Fairgrounds received $20000 in product sponsorships and $10000 in Cash Sponsorships for WinterFest and additional sponsorships in gift certificates.
F. Volunteer – No Report
G. Policy/By Laws – No Report
H. Pricing – No Report
I. Parking Committee – Chris Budeski said the Fairground needs to look at a long-term plan.
J. Security/Emergency Planning – The Bozeman Fire Department may de interested in turning the old fair office into a local law enforcement/first aid office during events.
K. Alcohol Policy Committee – Suggestions were to concentrate on getting up all of the signs for events.
8. FOUNDATION UPDATE – Travis Burian
A. Arena Project – Sue said she would get together a pick list and things to do list for the arena.
B. Fund Raising – Travis and Harry said the Fund Raising was going good.
C. Winterfest Involvement – The Foundation did have its booth at Winterfest and they did have some interest from the community.
9. Annual Dinner – Done
10. CORRESPONDENCE – Nothing new.
11. MANAGER’S REPORT – Sue said that the building remodel in exhibit building #1 was almost complete. The Fairgrounds received positive comments from vendors and visitors about the improvements. There is a crack in the south end of the Indoor Arena that was discussed about having it looked at for structural integrity. There was discussion about doing the repairs to the Outdoor arena in the months ahead.
12. FINANCIAL REPORT: Motion made by Bob Brekke to approve the financial reports for January. Misty Radue seconded motion. All in favor. None opposed. Motion carried.
13. DECISION ITEMS
A. Building rental discounts by County employees – Yes - No
There was discussion regarding giving County employees a discount for using the Fairgrounds building and equipment. Misty Radue made a motion not to give County employee’s discounts for using the Fairgrounds building and equipment so it does not set precedence. Chris Budeski seconded motion. All were in favor. None opposed. Motion carried.
B. By Laws – Tabled until February meeting.
C. Decide if the Board would like to give any direction to the Commissioners in appointing two more Board members to fill the remaining two positions – We have three new applicants. Bob Brekke made a motion to send two of the applicants to the Commisioners. Motion died due to a lack of a second. Discussion. Bob Brekke made a motion to send one application to the Commissioners. Misty Radue seconded motion. All were in favor. None opposed. Motion carried.
D. Changes to Fairgrounds General Lease Agreement – Sue said that she attended the state meeting with MACO and there appeared to be some common sense. It may be possible to allow meetings on the Fairground’s property without requiring insurance. There is a possibility of Workers Comp coverage for volunteers and there may need to be a hold harmless clause added to all contracts with the Fairgrounds. This will continue at a later date.
E. Dinner for retiring Board Members – The dinner will be on Thursday, March 2, at Stacey’s at 6:00PM no host and dinner at 6:30PM. Expected 20-40 people attending.
The board members decided to adjourn the meeting before all was discussed due to the length of time needed and to continue on a future date. Bob Brekke made a motion to schedule an additional special meeting for Tuesday, February 28, 2006 at 5:30PM. Chris Budeski seconded the motion. All were in favor. None opposed. Motion carried.
14. DISCUSSION
A. Budget 2006/2007 – Capital Improvements requests are due on March 1st.
B. Draft Proposal for Improvement of Motor Sports Area – Nothing has been done.
C. Committees for the upcoming year – Sue was going to get a committee list for the next meeting.
D. Board Training or Retreat –Decide at the next Board Meeting where and when to have the retreat.
E. Capital Improvement Projects status –Tabled until February 28, 2006 Special Meeting.
F. Personnel Update – No report.
G. 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.
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 – Chris Budeski made a motion to adjourn the meeting. Misty Radue seconded the motion. All were in favor none opposed. Chairman Blair Howze adjourned the meeting at 9:00PM.
Respectfully Submitted:______________________________________________
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