GALLATIN COUNTY FAIR BOARD
February 28, 2006 Special Meeting Minutes
(As Approved at the March 21, 2006 Meeting)
ATTENDANCE:
Fair Board Members Present – Blair Howze, Bob Brekke, Chris Budeski, Misty Radue, Jim Oberhofer
Fundraising-Harry Huntsinger, Travis Burian
Staff – Sue Shockley, Debbie Ehlert – Secretary, Brad Bell-Operations
Public – Sonja Berg, Bob Diggs, Tyler Holland
1. CALL TO ORDER: Chair Person Blair Howze called the meeting to order at 5:43 p.m.
2. PUBLIC COMMENT: None
3. CAPITAL IMPROVEMENT REQUESTS:
A. The Capital Improvement request forms need to be returned on March 1, 2006. This affects Account 930 and only amounts in excess of $50,000. Any projects with repair costs less than $50,000 will be included in the annual budget. Jim Oberhofer mentioned that the Fair Board should present to the CIP Committee the goal of the Foundation to pursue $70 million in private funding for a multifunction event center and present to them the marketing study that was provided by the MSU Marketing Class. It was discussed that there were new CIP Committee members and that someone from the Fair Board should be present to answer any questions the CIP Committee may have regarding the funding requests.
B. Sue Shockley wanted to set up a review of the current mission statement.
C. The Fair Board discussed splitting out the ADA sidewalk from the sidewalk on Tamarack since even though the ADA sidewalk on the property was a very important item there were no clear plan design or route set at this time. Sue Shockley was going to get updated pricing form JTL for the sidewalk alone so there would be a alternative of paying for the project out right versus the 5 year 4% interest commitment from Gallatin County. Bob Brekke made a motion for a separate CIP item for the ADA Sidewalk because of a safety and health issue if the City does not object. Misty Radue seconded the motion. No Discussion. All were in favor. None were opposed. Motion carried.
D. Electrical Work – Midway and Motor sports ArenaThe Fair Board discussed the removal of the overheard electrical in the Midway area and the addition of electrical pedestals for additional RV parking. Bob Brekke said the there were parking lot lights that the Law and Justice never used and Brad Bell was trying to locate the lights to possibly use at the Fairgrounds. Sue said the Fairgrounds were trying to replace all of the incandescent lights with metal halide, which would be a monthly cost savings. The cost would be around $4000/pole, which would include 2 lights and an electrical pedestal, trenching and cabling. Brad Bell was going to check on a cost estimate and confirm that the concrete pedestals were 4 feet high.
E. The Fair Board discussed changing the Atrium Building with Restrooms to the Restroom Project. The priority would be greater due to the condition of the existing restroom facilities and the cost would be less. Chris Budeski said that we could do the construction on the Restroom facility with the Atrium in mind and stub out all of the services that we will need to add the Pavilion on at a later date. Blair Howse was going to pursue possible fundraising for the performing arts portion of the project. The Fair Board agreed that the restrooms and the Atrium should be kept separate. 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.
F. Landscape and Grounds Repairs
Chris Budeski said the Fairgrounds needs to change the title to Grading, Drainage, Fencing and Grounds Repair instead of Landscape and Grounds Repairs. Sue was going to contact Keith about mining the burms for pit run as a follow up from last year since we need to get some gravel on the north East parking lot. Blair Howse asked if the fairgrounds could add to the southern burm around the Motor Sports Arena for a sound break and wood chips for the spectator’s area.
G. Jim Oberhofer made a motion to approve the items that the Fair Board covered and make the changes and have Sue submit the CIP Request Form. Chris Budeski seconded the motion. No discussion. All were in favor. None opposed. Motion carried.
H. Sue Shockley said that we would get the CIP Request verification prior to the Budget deadline date.
4. FAIR BOARD COMMITTEES
A. The Pricing Committee will be meeting immediately following the Special Fair Board meeting.
B. Remove Greg Raths from the existing two committees that he is heading. Chris Budeski made a motion to remove Greg Raths from the existing two committees and have Blair Howze head them in the interim until new chair people could be appointed. Jim Oberhofer seconded the motion. No Discussion. All in favor. None opposed. Motion carried.
Chris Budeski agreed to head the Policy/By Laws committee and the Pricing Committee and Greg Raths agreed to head the Contract Review Committee. Chris Budeski made a motion to form a PRCA Rodeo Committee and appoint Misty Radue to head the committee for the interim until elections could be held. Jim Oberhofer seconded the motion. All were in favor. None against. Misty abstained. Motion carried. Chris Budeski suggested that the Bozeman Roundup Committee be invited to join the Rodeo Committee and offer a recommendation after their review. The new PRCA Rodeo Committee will report at the Fair Board monthly meetings and make recommendations not decisions.
C. PRCA RODEO
Misty Radue wanted to know if the PRCA Rodeo would be done this year or was the plan for 12 months off. Sue Shockley said that she would need to make a note in this year’s budget with Revenue and matching Expenses if it was going to happen this year. Sue said she would need accurate revenue and expense figures in order to include this as a budget item. The Fair Board decided to not try to put on the PRCA Rodeo this year since the time line is too short and there were already the Iron Horse rodeo and the PBR Bull Riding events scheduled as well as Summer Fair. They want information and a cost estimate and Revenue projection from the PRCA Rodeo Committee before moving forward.
D. ANNOUNCEMENTS
Bob Diggs attended the Board meeting and he is a retired Operations Manager and has been involved in Capital Campaigns since 1989. He is a current member of the Foundation. And has been involved in Emergency Planning and Emergency Response. He is willing to volunteer his time to help the Fairgrounds with anything that it needs help with.
E. ADJORNMENT – Blair Howse adjourned the meeting at 7:30PM.
Respectfully Submitted:______________________________________________
| 
