GALLATIN COUNTY FAIR BOARD
April 18, 2006 Meeting Minutes
(as approved at the May 23 Fair Board Meeting)
Fair Board Members Present – Bob Brekke, Chris Budseki, Jim Oberhofer, Misty Radue, Jim Foster
Fundraising – Harry Huntsinger, Travis Burian
Staff – Sue Shockley, Debbie –Secretary
Public – Sonja Berg, Lorna Simard, Dana Adams, Myrt Woosley, Randie Adams, Michelle Sundquist, Suzanna Peters, Abbileen Metcalf, Sandie Metcalf.
1. CALL TO ORDER: Vice-Chairperson Bob Brekke called the meeting to order at 6:30PM.
2. PUBLIC COMMENT – None
3. APPROVAL OF MINUTES March 21 and April 11, 2006 – Jim Oberhofer made a motion to approve the March 21, 2006 minutes as corrected. Misty Radue seconded the motion. All were in favor. None opposed. Chris Budeski abstained. Motion carried.
Chris Budeski made a motion to approve the April 11, 2006 Special Meeting Minutes as corrected. Jim seconded the motion. All were in favor, none opposed. Motion carried.
4. GUEST PRESENTATION
A. Mark Deesen –Rodeo Contractor – No appearance
B. Gallatin Valley High School Rodeo Club
Michelle Sunquist, Randy Adams, Suzanne Peters and Abbileen Metcalf met with the Fair Board to discuss pricing for their High School rodeo this summer. The GVHS Rodeo Club wanted to know if the Fairgrounds would help sponsor their event or discount the charges since they are non-profit and they donate to charities. Chris Budeski told them that they have the option of working off all or part of their charges by doing jobs off of the job list at the Fairgrounds just like any other group. They had their event at 4 Dot last year but 4 Dot was sold and they will not have access to the arena this year. 4 Dot waived their fees if they cleaned the stables. They said they lost about $300 the last time they were at the fairgrounds after paying all of their expenses and giving their donations. The Fair Board said they would
review the pricing and let the GVHS Rodeo Club know if they would be able to do anything to help them. The Fair Board did not want to change the policy that they had in regards to pricing.
5. COUNTY COMMISSION UPDATE ~- Joe Skinner
The CIP Committee approved to recommend to the commissioners to fund the sidewalk on Tamarack Street and improve the electrical wiring in the Midway. Joe Skinner wanted to thank the CIP Committee and Sue for the hard work that went into the CIP request. The CIP Committee wants to take a tour of the Fairgrounds.
6. COMMITTEE REPORTS
A. Lions Club Meeting – Misty Radue and Chris Budeski
Chris and Misty said the meeting went well and the Lion’s Club wanted to correct the issues they have had in the past. The Lion’s Club will be invited back to the People Barn as long as they follow policy, complete a contract, and have the proper Alcohol license. Whoever has the Liquor License will be responsible. The Alcohol Policy needs to be finalized.
B. 2006 Fair - Lorna Simard – The last meeting was good. There are still a couple of spots to fill for entertainment. Most of the committees have met. Sue said there are some changes to the fair book and needs to be done by May 15th. There are some promotions and a Harley give-away. SCS agreement has been finalized on Friday and they will have a teaser event on July 4th. Waiting on contract for the Michael Martin Murphey concert on Friday, July 21, 2006. PBR is going good, over 200 tickets sold. Chris Budeski asked about parking and suggested a trolley from downtown or the mall. Chris said it might be a good promotion for the bus service that they are getting started as well. Chris said the Fairgrounds would have to pay
for the driver and the fuel cost. Chris was going to get costs for the bus service.
C. Contract Review Committee –No Report
D. WinterFest - Connie Garrett or Skip Haugland – No Report
E. Rodeo Committee – Lorna Simard – Meeting Wednesday, April 26 at 6:30PM.
F. PRCA Rodeo Committee – Misty Radue - Had a meeting on Thursday April 13. Meeting with the Livingston Roundup on Wednesday, April 20 – Nothing can be done until we get their answer regarding allowing us to have a PRCA Rodeo.
G. Marketing – Harry Huntsinger and Travis Burian – Everything is going good. SCS is booked. Iron Horse Rodeo going good. Everything is safe with the Iron Hose Rodeo and the fireworks for the July 4. Three more sponsorships were picked up. Working on marketing plans for signature events and off-season events. Sue said we are working on a new web page and a new Fairgrounds logo. They will have a couple of drafts by the next Fair Board meeting. There will be a newsletter and people can sign up for the mailing by email.
H. Volunteer – Committee has not met – No Report.
I. Policy/By Laws – Need to schedule meeting and review By Laws and Policies - Jim Foster and Blair Howze to set up meeting.
J. Pricing – No report – need to set up meeting – Need to decide rental of facilities for frequent users.
K. Parking Committee – Chris – Meeting set for Wednesday, April 19 at 12:00PM.
L. Security/Emergency Planning – Bob Brekke – Nothing new. Need to set up a meeting.
M. Alcohol Policy Committee – Jim Oberhofer – Need to finalize the Alcohol Policy.
7. FOUNDATION UPDATE – Lorna Simard
A. Arena Project – Update – Chris Budeski said that it is proceeding well with the final design with the engineering company and they are donating their time for the design. Sue said there are plans for water and sewer being installed at the Anderson Arena and the Foundation is paying for that and they need the Fair Board approval to engineer the site.
Chris Budeski made a motion to allow the Foundation to have installed the water and sewer for future use at the Anderson Arena. Jim Oberhofer seconded the motion. All were in favor. None opposed. Motion carried.
B. Fund Raising – Harry and Travis – Presented a letter to a potential donor. Harry is putting together an 8-page pamphlet; statistical analysis, conceptional drawing and they are waiting for the conceptional drawing to finish up the video.
8. CORRESPONDENCE - None
9. MANAGER’S REPORT – Sue said we are getting 3 more trees for Arbor Day. The Fairgrounds is getting ready for summer. Sue said the Fairgrounds needs a weed sprayer. Sue was going to check with Churchill Equipment.
10. FINANCIAL REPORT – Will approve at the next Fair Board meeting.
11. DECISION ITEMS
A. By Laws - Need to set up a meeting.
B. Need decision on alcohol service for Fair – Tabled
C. Shooting Range Lease Agreement – Waiting for contract to come back from Deputy county Attorney. Should be here shortly.
D. Baseball Lease agreement – waiting to hear back from Deputy County Attorney – received the lease agreement back from the Deputy County Attorney and reviewing it.
E. Decide if the Board would like to give any direction to the Commissioners in appointing one more Board members to fill the remaining two positions – We have more new applicants – Dennis Farnam, Doug Espelien and Dan Nelson. Jim Oberhofer made a motion to move recommendation to appoint Dan Nelson to the Fair Board. Chris Budeski seconded motion. All were in favor. None opposed. Motion carried. Sue was going to confirm that there would not be any issues with appointing Dan Nelson to the Fair Board since his wife works for the Fairgrounds office.
F. Changes to Fairgrounds General Lease Agreement - this will need to wait until March since there may be some insurance issue changes at that time. Sue said MACO responded and vendors with a low risk rate do not need liability insurance. There will be a hold harmless clause on all contracts. High-risk vendors will be required to provide proof of insurance for $500,000 to $1.5 Million. Events are covered under the County’s Insurance policy. Workers Compensation will be available for volunteer workers since the medical coverage limit on the liability policy is $1000. We will get the changes.
G. Committees for this year – add or delete committees – Tabled for now.
12. DISCUSSION
A. Storage of Transportation Buses on Fairgrounds – Chris Budeski just wanted the Fairgrounds to have a heads up that this may be happening in the future. There is going to be an RFP let for public transportation sent out to Karst Stage and Laid law.
B. Budget 2006/2007 – Sue said the Fairgrounds get its budget packet on Wednesday, April 19, 2006.
C. Format for Meeting Agendas – the Fair Board discussed changing the meeting agenda format to have the Decision Items before Correspondence.
D. Draft Proposal for Improvement of Motor Sports Area ~- Nothing has been done.
E. Board Training or Retreat – To be decided after the final board member is appointed.
F. Capital Improvement Projects progress – In progress
G. Personnel Update – Sue - None
H. Other Items Not on Agenda – Discussion Only - High School Rodeo - notice it for a final decision at the next meeting. Recommendation to allow the possibility to work off $1500 and pay the remaining amount.
13. ANNOUNCEMENTS – The annual RMAF meeting is being hosted at the Fairgrounds on Friday, April 28. Sue invited the Fair Board members to come.
14. AGENDA ITEMS FOR NEXT MONTH’S MEETING
A. GCHS decision on event pricing.
15. ADJOURNMENT - Jim Oberhofer made a motion to adjourn the meeting at 9:04PM. Chris Budeski seconded the motion. All were for. None against. Motion carried. Bob Brekke adjourned the meeting.
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