GALLATIN COUNTY FAIR BOARD
March 21, 2006 Minutes
(As Approved on April 18, 2006 Meeting)
ATTENDANCE:
Fair Board Members Present – Blair Howze, Bob Brekke, Misty Radue, Jim Oberhofer, Jim Foster
County Commissioner – Joe Skinner
Fundraising-Harry Huntsinger, Travis Burian
Staff – Sue Shockley, Debbie Ehlert – Secretary, Brad Bell-Operations
Public – Sonja Berg, Lorna Simard, Ike Sankey, Wade Sankey, Connie Garrett, Barb Barber, Rich Barber, David Lewis, Amy Lewis
1. CALL TO ORDER: Chair Person Blair Howze called the meeting to order at 6:33 p.m.
2. PUBLIC COMMENT: None
3. APPROVAL OF MINUTES February 21 and February 28, 2006:
Bob Brekke made a motion to approve the February 21, 2006 minutes as corrected. Misty Radue seconded the motion. All were in favor. None opposed. Motion carried.
Jim Oberhofer made a motion to approve the February 28, 2006 Special Fair Board minutes as corrected. Bob Brekke seconded the motion. All were in favor. None opposed. Motion carried.
4. GUEST PRESENTATION:
A. Ike Sankey – Sankey Rodeo Contractor
Ike Sankey said he was not appearing to sell the Fairgrounds anything but to offer his advise and answer questions regarding the PRCA rodeo the Fairgrounds is looking to put on in the future. Ike Sankey said that there was not enough time this year in order to put on a quality event. He felt that we could get community and moral support and financial backing within the community. He thought that the Fairboard should look towards a long-term goal. Ike wanted to know if we were planning on the PRCA Rodeo for the Summer Fair in 2007. The Fair Board had not decided yet since they are still in the early stages. Ike Sankey talked about costs involved with the Rodeo event. He said with a 2 Perf w/slack it would be around $32000.
B. Sr. Center and City Representatives to discuss the possibility of adding a paved parking area on the south side of the Fairgrounds.
Sue Shockley said she spoke with James Goring last month and he discussed the option of utilizing the south side of the Fairgrounds to handle their overflow from the Senior Center. He wanted to see about formalizing the crosswalk between the properties. Sue said that the City said it would not be a problem. Sue said that there was already an agreement letter between the Fairgrounds and the Senior Center for use of the parking area for overflow. The board agreed to invite the Senior Center to discussions of this.
5. COUNTY COMMISSION UPDATE:
Joe Skinner announced that the Extension and 4-H office were moving in June. Joe suggested that Sue start looking for a renter. Sue questioned if a new renter would be able to use the telephone infrastructure that was already in place or would they have to bring in a separate line to service them.
Joe Skinner suggested to Sue to try to attend the CIP meeting on Wednesday, March 22, 2006 at 8:00AM in case the committee had questions about the Capital Improvement funding requests. Joe also suggested that Sue invite the CIP committee members to the Fairgrounds for a tour of the facilities.
6. COMMITTEE REPORTS:
A. 2006 Fair – Jennifer Blossom or Tanya Arrington
Sue said they just had a Fair Planning meeting and things were coming along but not as far along as they should be. There was a question on whether there would be a mud bog or not. Misty Radue questioned whether or not the Ranch Rodeo would be running into the PBR Event. Sue said we were waiting to hear back on the big Replay Screen that may be provided for the PBR Bull Riding event and there would be autograph signings.
B. CONTRACT REVIEW COMMITTEE:
No Report
C. WINTERFEST - Connie Garrett or Skip Haugland
Connie Garrett said they just had their wrap up WinterFest meeting and the suggestion was to go back to 3 days instead of 4 days and move the Horsing around day and other events into the other 3 days. Connie wanted the Fair Board to hear her views as to why the fairgrounds do not want any concerts in the Indoor Arena during WinterFest. Connie thought it was a great event. The WinterFest committee voted not to have any concerts in the Indoor Arena and only to have smaller music events in buildings that are easier to heat and have better access because of the winter weather.
D. Rodeo Committee – Lorna Simard
There is a meeting March 22, 2006,Wednesday night at 6:30PM.
E. PRCA Rodeo Committee – Misty Radue
Misty Radue said there are a lot of decisions and they need more committee members and direction. There is a meeting in Livingston on April 20, 2006 and Misty said the idea of the PRCA rodeo was not well received by Bruce Becker. Misty invited anyone that wanted to attend the meeting at 7:30PM at the Yellowstone Motor Inn to do so. The suggestion was made to open up the event for a bid in the future.
F. Marketing – Harry Huntsinger andTravis Burian
Nothing new. There is a marketing meeting Thursday, March 24 at 9:00AM. There should be a marketing template for all signature events. They are going to concentrate on marketing the fairgrounds as a venue. Sue said we are working on an informational brochure and a new website with better search engines. July 2-4 is the Iron Horse Rodeo
The Fair Board wants to make sure everyone goes through the marketing plan after one is approved.
G. Volunteer – Committee has not met – No Report
H. Policy/By Laws – Need to schedule meeting and review By Laws and Policies
The Alcohol Policy Committee needs to meet and then go to the Fair Board and then go through the Policy By Laws. Blair Howze, Sue Shockley and Jim Foster are on the Policy By Laws Committee. The entire policy manual needs to be looked at. A meeting needs to be scheduled next month. Sue will send out the current By Laws and State Statutes to the Fair Board members.
I. Pricing – No report – need to set up meeting
Chris Budeski was going to meet with Marilyn Burns of Buns and Sons Auction to discuss building rental pricing. Misty Radue said that Chris Budeski and she were having a meeting with the Lions Club on Thursday, March 23, 2006. Blair Howze told Misty to be sure that any meetings any Fair Board members attend to make sure that they clarify that they are not meeting as a Board member and any opinions that they may share are their own and not the Fair Boards.
J. Parking Committee – Chris
There is a possibility of combining the Parking Committee and the Security/Emergency Planning.
K. Security/Emergency Planning – Need to set up a meeting
May merge the Security/Emergency Planning and the Parking Committee.
L. Alcohol Policy Committee – Need to set up meeting
7. Foundation Update – Lorna Simard – There is a special meeting scheduled on Wednesday, March 22 at 7:00AM.
A. Arena Project – Update
Need to discuss the concession stand at the outdoor arena.
B. Fund Raising – Harry and Travis
Going well.
C. Winterfest Involvement – Bob
They have new members – Andy Leep, Bob Diggs and Mike Gray.
8. Correspondence – none
Break – Took a short break from 8:10PMto 8:25PM
9. Manager’s Report
Sue handed out a non-compete form to be filled out by all of the Fair Board Members. Sue had Bob Brekke and Blair Howze sign and initial a Claim Form Authorization form. Gallatin County is working on Internet newsletter and is changing over the phone system. The Fairgrounds just had repairs done to the 5500 tractor. A girl scout, Chris Budeski’s daughter, approached Sue to retire the flag off of Tamarack Street that is in a poor condition.
10. Financial Report
Financial report reviewed. Bob Brekke made a motion to accept the financial report accepted as approved. Misty Radue seconded the motion. All were in favor. None opposed. Motion carried.
11. Decision Items
A. By Laws – Forwarded to April 11, 2006 special meeting.
B. Approval of Button Price for Fair – Bob Brekke made a motion to approve the pricing for the Button for Fair to be $7 at the gate and $6 in advance. Jim Oberhofer seconded the motion. All in favor. None opposed. Motion carried.
C. Approval of Commercial Exhibitor Rate Increase for Fair- Jim Oberhofer moved recommendations of pricing of $350 for indoor booths, $220 for
The Haynes Pavilion and a 10% increase on Outdoor Spaces. Bob Brekke seconded motion. All were in favor. None against. Motion carried.
D. Need decision on exclusivity – Lehrkind’s offered $100,000 over 10 years ($10,000/yr) and Cardinal Distributing offered $25,000 over 5 years ($5,000/yr) in donations for a Concession Stand and requesting exclusivity for beverages for events on the Fairgrounds. The Fair Board wanted to find out if they need a recommendation before they approve an exclusive. The Fair Board will need to decide on a policy for vendors who will be serving concessions. Sue was going to check with the County Attorney. Misty Radue made a motion to table the decision on the donations and exclusivity at this time. Bob Brekke seconded the motion. All were in favor. None opposed. Motion carried.
The Fair Board wanted this item placed on the next meetings decision items.
E. Need decision on alcohol service for Fair – This is a policy issue. Jim Oberhofer made a motion that the Lion’s Club be invited back in the People Barn only as long as they follow the regulations and complete a contract. Bob Brekke seconded the motion. All were in favor. None opposed. Motion carried. Jim Oberhofer confirmed with Sue that there was a deadline date on all contracts. Misty Radue stated that Chris Budeski and herself were meeting with the Lion’s Club on Thursday, March 23. Blair Howze wanted to make sure that Misty and Chris clarified in the meeting with the Lion’s Club that it is not the opinion’s of the Fair Board in any of the discussion but their own personal opinions unless a full Board is present. If
the Lion’s Club wants to participate in any remotes they will have to fill out a different contract for each remote.
F. Shooting Range Lease Agreement – Waiting for contract to come back from Deputy County Attorney.
G. Baseball Lease Agreement – Waiting to hear back from Deputy County Attorney.
H. Decide if the Board would like to give any direction to the Commissioners in appointing one more Board member to fill the remaining position – we have more new applicants. Sue will scan and send copies of the resumes to the Board members.
I. Changes to Fairgrounds General Lease Agreement – this will need to wait until March since there may be some insurance issue changes a that time. No word from MACO yet.
J. Committees for this year – add or delete committees – Table for now.
12. DISCUSSION
A. Budget 2006/2007 – Nothing much to discuss – Can turn in after the next Fair Board meeting. The PBR needs to be added to the Budget.
B. Draft Proposal for Improvement of Motor Sports Area – Nothing has been done.
C. Board training or Retreat – tabled until all board members are appointed.
D. Capital Improvement Projects progress – Sue was attending the CIP meeting on March 22, 2006 at 8:00AM.
E. Personnel Update – Sue was going to put in a request for a permanent part time position again.
F. Other Items Not on Agenda – Discussion Only – Blair Howze wanted to know what the fairgrounds was going to do with the two vehicles on the East side of the Fairgrounds that appeared to be abandoned. The Van belongs to Lorna Simard and the truck no one knows who the owner is. Sue was going to check into it.
13. ANNOUNCEMENTS – None
14. AGENDA ITEMS FOR NEXT MONTHS MEETING
A. By-Laws
15. ADJOURNMENT – Jim Oberhofer made the motion to adjourn the meeting. Bob Brekke seconded the motion. All were in favor. None opposed motion carried. Blair Howze adjourned the meeting at 10:10PM.
Respectfully Submitted
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