GALLATIN COUNTY FAIR BOARD
April 11, 2006 Special Meeting Minutes
(As Approved on April 18, 2006 meeting)
Fair Board Members Present – Blair Howze, Chris Budeski, Jim Oberhofer, Misty Radue, Jim Foster
Fundraising – Harry Huntsinger, Travis Burian
Staff – Sue Shockley, Debbie –Secretary
Foundation – Mike Gaffke
Public – Sonja Berg, Lorna Simard
1. CALL TO ORDER: Chairperson Blair Howze called the meeting to order at 5:37PM.
2. PUBLIC COMMENT: None
3. DECISION ITEMS:
A. Exclusive Right on the Fairgrounds – Shall we allow them in general and if so are there any limitations – i.e. – only in one area of the fairgrounds, for limited period of time, or for certain events. What do we require in return?
Opened for discussion by Blair Howze. Chris Budeski suggested allowing exclusivity in general and certain areas, no blanket for all events-Concession Building at new arena – specified time limit – open for bidding and money for the exchange.
Jim Foster - Open to listen.
Misty Radue – Generate income – Limit to fountain and vending machines – suggested guidelines for where does it start and where does it end.
Jim Oberhofer – Go out to bid – Exclusivity not just the facility but events – concerned about the effects on non-profit groups.
Chris Budeski wanted clarification on whether the exclusivity would be just for soda.
Sue Shockley said that it was against the law to allow exclusivity on alcohol.
Jim Oberhofer wanted to know how the exclusivity would affect pop or alcohol.
Sue Shockley said it would be a limited exclusivity.
Blair Howze suggested that there be a first bid option for the exclusivity.
Jim Oberhofer suggested exclusivity for major events and special areas.
Chris Budeski suggested that all food vendors be under contract and to decide whether one food vendor would handle all food concessions, or just certain vendors for certain events or just the concession building. Need to have a list of pre-approved vendors on a list with all of the appropriate documents in order.
Sue Shockley said that the fairgrounds already have those procedures in force.
Blair Howze suggested to having the first right of refusal on any ticketed event to whoever is the exclusive vendor.
Jim Oberhofer suggested have two tiers of exclusivity and different levels through police of the County. Misty
Misty Radue suggested allowing exclusivity for 1 – 5 years with the option of a 5-year renewal.
Sue said the Fair Board may need to see if they need to follow the RFP process and suggested that she get a good faith negotiations going with Lehrkinds. Lehrkind’s is willing to donate $100,000 over the next 10 years in exchange for the exclusive right to sell its product. Sue said that the Fair Board would need to document the agreement. The Foundation would be getting the money and the Fair Grounds would have the exclusivity agreement with Lehrkinds.
Jim Oberhofer made a motion in favor of the exclusive right to sell product at the Fairgrounds limited to signature events with the first right of refusal. Chris Budeski seconded the motion.
Discussion called by Blair.
Chris Budeski wanted clarification on whether or not to limit exclusivity to the new Concession Building and Exhibit Building #4.
Jim Foster made a motion to amend the previous motion to allow that exclusive right of product placement can be extended to specific vendors for signature events and/or specific venues by the Gallatin Count Fair Board.
Jim Oberhofer withdrew his previous motion. Chris Budeski seconded. All were in favor. None opposed. Motion carried.
Jim Oberhofer made a motion to send out an RFP for soft drinks. Chris Budeski seconded the motion.
Discussion called.
Should the RFP be for an exclusive beverage vendor at Building #4, Outdoor Arena Concession Building, Indoor Arena, People Barn for fountain drinks and any Fair Grounds owned and operated kitchen facility. Should the RFP include exclusivity on soda, juice and water?
The Fair Board agreed to draft the proposed RFP by the next Fair Board meeting on April 18, 2006.
B. Food Concessions on the Fairgrounds – can anyone meeting our requirements serve food? Shall we have a pre-approved list that we know meets all the requirements? Shall we have a central supply service for food concessions run out of the Fairgrounds office?
The Fair Board agreed that anyone meeting the Fair Board requirements could serve food.
The Fair Board agreed to have a pre-approved list of vendors with annual contracts.
The Fair Board agreed not to have a central supply service for food concessions run out of the Fairgrounds office.
The Fair Board agreed to have one standard for all food vendors. Sue was going to check with the health inspector regarding regulations regarding prepackaged food.
Sue was going to request food related information for an RFP for food vendors.
C. Alcoholic Beverage Service - this item we may not be able to act upon at this meeting. We may need to wait for the recommendations of the Alcohol Policy Committee to be approved. There will be copies of these recommendations available at the meeting. Tabled for now.
4. ANNOUNCEMENTS:
Chris Budeski said that he and Misty Radue met with the Lion’s Club and the club has new officers and the new officers agreed that there were issues in the past and they were looking to correct the issues.
Chris Budeski said he had a conversation with Marilyn Burns of Burns & Sons Auction regarding a flat rate billing for her Auction events. He said he told her as long as she stayed within the time limit of the contract and 100 chairs and 35 tables that her billing would remain the same but if she went over the time limit and used more equipment the price would increase. Chris said Marilyn Burns agreed.
5. AGENDA ITEMS FOR NEXT MONTH’S MEETING:
GCHS RODEO wanted to meet with the Fair Board to discuss the High School rodeo event. Sparky Dreason is a stock contractor.
Chris Budeski wanted to discuss the storage of buses for the summer.
6. ADJORNMENT
Misty made the motion to adjourn the meeting at 7:29PM. Jim Oberhofer seconded the motion. All were in favor. None opposed. Motion carried Meeting adjourned by Blair Howze.
Respectfully Submitted
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