GALLATIN COUNTY FAIR BOARD
MAY 23, 2006 MEETING MINUTES
(As approved at the June 20, 2006 Meeting)
FAIR BOARD MEMBERS PRESENT – Blair Howze, Bob Brekke, Chris Budeski, Jim Oberhofer, Misty Radue, Jim Foster
FUNDRAISING– Harry Huntsinger, Travis Burian
STAFF– Sue Shockley, Debbie Ehlert-Secretary
PUBLIC – Mike Gaffke, Dale Nerlin, Deloris Nerlin, Mike Winters, Heather Lander, Linda Warner, Chris Yeanck, Steve Miller, Chris Gray, Mark D’agostino, John Lafountaine, Sonja Berg
1. CALL TO ORDER – Chairperson Blair Howze called the meeting to order at 5:37 PM.
2. PUBLIC COMMENT – None
3. APPROVAL OF MINUTES APRIL 18, 2006 – Motion made by Chris Budeski to approve the April 18, 2006 Meeting Minutes. Jim Oberhofer seconded the motion. All for. None against. Motion carried.
4. GUEST PRESENTATION –
A. Mountaineers – Did not make an appearance.
B. Bozeman Hockey
Chris Gray (BAHA), Mike Winters (BAHA), Mark D’Agostino (GVHC), John Lafountaine (GVHC), Linda Warner (Freeze) wanted to make the Fair Board aware that the Bozeman Ice Gardens was closing down and that an opportunity may present itself to the Fairgrounds. All of the groups were interested in moving forward and getting a plan in place to bring before the Foundation. The Ice Gardens will be turning off the ice on August 25 and will be closed on September 1, 2006.
Sue commended the groups for handling the situation as well as they were. There are roughly about 1000 kids in skating along with public use and adult use. Bob Brekke clarified that if the groups were looking at building another facility on the Fairgrounds it would have to be multiuse facility.
Mike Gaffke with the Foundation said this might be an opportunity for community support and funding and the Foundation is willing to look at this. Chris Budeski said he would like to see this continue on with the figure skating.
The ice can be covered so the facility can be used for other events. Bill Martel was going to donate one million in additional equipment. Jim Oberhofer wanted to know what the vision was of all of the groups that came to the meeting before any money is in place.
C. SCS - Steve Miller
Steve Miller wanted to introduce himself to the Fair Board and discuss the motorcycle event they were having for July 4 and for the Fair. Steve said that there would be some of the top athletes in Motor Sports for the event. Red Bull is a major sponsor. Caterpillar sponsors equipment for them to use so they can build the track they want. Steve said they can design their own courses and can work inside or outside. The Fair Board wanted to know if having an exclusive vendor on the Fairgrounds would affect the Red Bull Sponsorship. Steve said that exclusivity would be workable.
5. COUNTY COMMISSIONER UPDATE – None
6. DECISION ITEMS
A. 2006/2007 Budget – Sue handed out the Revenue and Expense Breakdown Report. The Fair Board members reviewed the report. Chris Budeski made a motion to approve the budget as presented. Jim Foster seconded the motion. All were in favor. None opposed. Motion carried.
B. Fair Decisions
1. Sunday – Dollar Day – The pricing committee made the recommendation to the Fair Board to make a $1 day on Sunday in order to try to increase attendance to the Fair. There will be Cowboy Church and Christian entertainment. Jim Oberhofer made a motion to allow dollar day this year with re-evaluation next year. Chris Budeski seconded the motion. All in favor. None against. Motion carried.
2. Hiring Ticket Sellers – Sue said with the increased level of complicated ticket sales with the different events offered and security issues the pricing committee recommended hiring ticket sellers. There will be 2 shifts/day and it will pay $8/hr. The temporary employees would be bonded and covered under the Gallatin County’s insurance. This will not affect the Optimist Club and the volunteer work they do. The Fairgrounds will assign them to different tasks such as tickets takers and clickers. Jim Oberhofer made a motion to allow Sue to hire ticket takers. Bob Brekke seconded the motion. All were for. None against. Motion carried.
3. May the Security Committee make a decision on who and how many law enforcement people we need to hire for Fair? Chris Budeski made a motion to allow the Security Committee the authority to make the decision on who and how many law enforcement people are needed for the fair. Bob Brekke seconded the motion. All in favor. None against. Motion carried. Discussion was the possibility of getting money from all of the events to lessen the impact of cost to the fairgrounds for security. Presence of security is a deterrent. The suggestion was made to keep the Parking Lot and Grounds separate for the security people.
4. Are we going to require that there be First Aid on the grounds everyday of the Fair – Jim Oberhofer was going to attend the Fire Council meeting and mention the Fairgrounds needs and try to get some information regarding EMT volunteers. There might be the option of having EMT people attend the fair and be on a page and respond system. Suggestion was to see if each Fire Department would take a shift. This may give them exposure and the possibility of recruiting volunteers. Check with the MSU EMT program to possibly fill some shifts. Chris Budeski suggested free buttons for the volunteers, 2 buttons per volunteer. This was referred to the Safety/Security Committee.
C. Discussion and decision on a proposal to have an outdoor movie theatre in our parking lot during the summer months. It is totally portable. It would show family movies. The sound comes through the car radios, so there is not much noise – Sue said they are portable and they have their own concession truck. Sue said she would have to discuss with them the rental agreement and including the clean up afterwards. Bob Brekke made a motion to allow Sue to move ahead on the proposal to allow the outdoor movie theatre here at the Fairgrounds. Misty Radue seconded the motion. All were for. None against. Motion carried.
D. Board Training – When shall it be scheduled? Pot Luck. Kate Dimwidde will do the training. Sue asked if the Foundation board should be invited. The Fair Board agreed to offer an invitation to the Foundation Board to attend the Board Training. Chris Budeski made a motion to schedule for August 17, 2006 at 6:00PM to 9:30PM. Misty Radue seconded the motion. All were for. None opposed. Motion carried.
E. Parking Committee Recommendations – to charge or not to charge for parking at the 2006 fair. Chris Budeski said the Fairgrounds should charge but not this year. Recommendation of the parking committee was to go forth with the plan that Chris Budeski has and work with the Fairgrounds. Helena charges and has re-ground asphalt on its parking area. Missoula charges and has mainly grass. Sue was going to assign to one her staff to research what other fairgrounds were charging. The Fairgrounds was going to evaluate the parking and start charging next year. Chris Budeski made a motion not to charge for parking this year and evaluate the parking and start charging next calendar year. Bob Brekke seconded the motion. Five board members were in favor. One
member was opposed. Motion carried.
F. Alcohol Policy Committee Recommendations – Jim Oberhofer said the committee recommended that all who does not abide by the Alcohol Policy rules will get one warning and will be shut down until they meet with the Fair Board.
G. Approve water and sewer project plan submitted by Foundation- Chris Budeski said the plans were done but he forgot them. He said the water would come from the West and the sewer would go to the South. There would be a fire hydrant by the Outdoor arena and 1 ½” water service. There would be a 1 ½” water service from the dog agility club to the barns. Chris Budeski said the cost estimate was around $60,000. Chris did not have any specifications with him. His estimate of job completion was this fall. Sue reminded Chris that this project needed to be completed before Fair. Chris said it would be two weeks to get the permits needed to start. Chris was going to provide Sue with the finished plans so she can get them out to bid. Bob
Brekke made a motion to approve the project as submitted by Chris Budeski although the plans were not available for review. Jim Oberhofer seconded the motion. All were in favor. None opposed. Motion carried.
H. Pricing Committee Recommendations
1. Michael Martin Murphy concert for 2006 Fair – Sue said the pricing committee recommended charging a flat fee of $1000 for rent of the outdoor arena and everyone would have to buy a button to get into the Fairgrounds for the event. Chris Budeski made a motion to set the rental rate for the Michael Martin Murphy concert at $1000 and attendees must buy a fair button. Bob Brekke seconded the motion. All were in favor. None against. Motion carried.
2. Frequent User Rates for Exhibit Buildings – Chris Budeski made a motion to do an annual contract that would set the rental fee and include a range of tables and chairs used and would not include an increase for winter fees for heat. Misty Radue seconded the motion. All were in favor. None against. Motion carried.
3. Internet Connection Charge – Chris Budeski made a motion to charge $5/day for Internet connection charge as per the pricing committees recommendations. Misty Radue seconded the motion. All were in favor. None against. Motion carried.
4. Open Riding – was tabled
Short break was called from 7:40PM to 7:50PM
I. Changes to Fairgrounds General Lease Agreement – Tabled for now.
J. Committees for this year – add or delete committees – Jim Oberhofer made a motion to table the Alcohol Committee for now until the need arises. Bob Brekke seconded the motion. All were in favor. None Against. Motion carried. Sue suggested have a committee for each signature event and suggested having one for the Iron Horse Rodeo. Bob Brekke made a motion to form an Iron Horse/Freedom Days committee. All were in favor. None against. Motion carried.
K. Approval of new Fairgrounds Logo – Tabled for now.
7. COMMITTEE REPORTS
A. 2006 Fair – Jennifer Blossum or Tanya Arrington – Sue said XL Country and Big Sky RV are putting together a camping package worth about $7000 and they will have a contest that will have clues and the hidden treasure will be at an undisclosed location at the Fairgrounds during the fair.
B. Contract Review Committee – No Report
C. WinterFest – Travis Burian – They have had a preliminary meeting.
D. Rodeo Committee – Chris Bakwin – Nothing
E. PRCA Rodeo Committee – Misty Radue – Misty said they are waiting for Livingston’s decision.
F. Marketing – Harry Huntsinger and Travis Burian – Harry said everything is moving along well. Harry said they have received $7000 for the $12000 needed for the Iron Horse rodeo and $41000 of the $60000 needed for the PBR Rodeo.
G. Volunteer - Committee has not met – No Report
H. Policy/By Laws – Need to schedule meeting and review By Laws and Policy – Meeting scheduled for Monday June 5 at 5:00PM
I. Pricing – Chris Budeski – See 6E
J. Parking Committee – Chris Budeski – See 6F
K. Security/Emergency Planning – Bob Brekke – Need to schedule a meeting.
L. Alcohol Policy Committee – Jim Oberhofer – Discussed
8. FOUNDATION UPDATE – Mike Gaffke – Chris Budeski suggested moving the Foundation update before the decision items.
A. Arena Project – Update –Mike said that the Foundation is talking with BAHA to clarify whatever the issues the Fairgrounds will face. There may be a possibility of an indoor version of the Haynes Pavilion. Blair Howze said that there is a massive amount of labor involved to switch out the ice for other events. Sue was going to call Scott Madden in Missoula to get ice rink information. Mike Gaffke said there is a Tax Improvement District on North 7th and all tax increases go back to the District. There is a possibility that the Fairgrounds can become a part of the TID. There would have to be a boundary adjustment to include the Fairgrounds. There is a meeting Thursday night, May 25 at 7:00PM at the Gran Tree.
B. Fundraising – Harry and Travis – Going good.
C. Water and Sewer Project – Chris Budeski - Mike Gaffke said that the Foundation is committed to get water and sewer to the Outdoor Arena.
9. CORRESPONDENCE – None
10. MANAGER’S REPORT – Sue said that the windows and doors in the Exhibit buildings would be installed by July 1. Getting bids on siding the Exhibit buildings. Arcadia green and tan were the colors picked by the people at Winterfest. Sue said the Fairgrounds had the portable bleachers rented out to White Sulphur Springs and Three Forks for events.
11. FINANCIAL REPORT – Bob Brekke made a motion to accept the Financial report as presented. Jim Oberhofer seconded the motion. All were for. None against. Motion carried.
12. DISCUSSION
A. Baseball Lease Agreement – its back and its been sent out to Bozeman Baseball – Have not received it back yet.
B. Shooting Range Lease Agreement – Waiting for contract to come back from Deputy. Sue said the contract was back.
C. Draft Proposal for Improvement of Motor Sports Area – Nothing has been done.
D. Capital Improvement Project progress – There is a CIP meeting Wednesday, May 24 at 7:00AM.
E. Personnel Update – Sue – Nothing new.
F. Other Items not on Agenda – Discussion only – Board members asked when the shirts would be here.
13. ANNOUNCEMENTS – Misty Radue said Spanky Deason will be here to present to the Fair Board on June 20. Chris Budeski said there would be a flag retirement ceremony performed by his daughter on Monday, June 5 at 4:00PM.
14. ANGENDA ITEMS FOR NEXT MONTH’S MEETING – RMAF in November – Logo
15. ADJOURNMENT - Jim Oberhofer made a motion to adjourn the meeting at 8:59PM. Bob Brekke seconded the motion. All were in favor. None opposed. Motion Carried
Respectfully Submitted ________________________________________
| 
