GALLATIN COUNTY FAIR BOARD
AUGUST 15, 2006 MEETING MINUTES
(as approved at the September 19 Fair Board Meeting)
FAIR BOARD MEMBERS PRESENT – Blair Howze, Jim Oberhofer, Misty Radue, Dennis Farnham
FUNDRAISING – Harry Huntsinger, Travis Burian
STAFF – Sue Shockley, Debbie Ehlert – Secretary
PUBLIC –Sally Shea, Kenzie Krinkee, Marc Shepard, Matt Figgins, Don Olson, Amy Olson, Bob Olson, Holly Olson, Sonya Berg
1. CALL TO ORDER – Chairperson Blair Howze called the meeting to order at 6:40PM.
2. INTRODUCTIONS – New Board Member - none
3. PUBLIC COMMENT – Bozeman Jaycees represented by Matt Figgins mentioned that for the Demolition Derby scheduled for September 30, 2006 they needed to have some of the dirt piles moved in the Motor Sports area and bleachers moved into the area. They asked to have this added to the agenda for the next meeting. Sue asked the Jaycees if they could use the Outdoor Arena instead. The Jaycees said they would do the location change. The price would be the same. The Jaycees said they would move the sand back and they could borrow a magnet from the Park County Fairgrounds to help pick up any metal in the arena. The Jaycees were going to check out the arena. Sue said the speaker wires were buried under the arena and the Jaycees would need porta-potties inside the Outdoor Arena fence since they would be
serving alcohol.
Sonja Berg said there needed to be a couple of changes in the Vet Check parking for next year for the Fair since there was too much double parking. Sonja said moving the garbage out from in front the buildings was a good idea this year.
4. APPROVAL OF MINUTES MAY 23, 2006 – Jim Oberhofer made the motion to approve the June 20, 2006 Minutes with corrections. Dennis Farnham seconded the motion. All for. None against. Motion carried.
Dennis Farnham made a motion to approve the July 11, 2006 Special Fair Board Minutes as corrected. Jim Oberhofer seconded the motion. All for. None against. Motion carried.
5. GUEST PRESENTATION –
A. Sally Shea – Gallatin County 4-H – would like to have 4-H Concession fee lowered from 17% of gross.
Sally Shea asked the Fair Board if they could lower the concession fee of 17% for the 4-H Club. Sally asked if they could pay the 17% concession fee on the Net Sales instead of the Gross Sales. Blair Howze said the pricing committee looked into this request on other occasions. Blair said the Gallatin County Fairgrounds concession fee is lower than other Fairgrounds. Sue said the Missoula Fairgrounds charges 60% of the net profit on all concessions. Blair said the Fairgrounds already allow the 4-H to work off other rental costs with its work programs. There will be no reduction in the Concession fee.
B. Ice User Group – No Show
6. COUNTY COMMISSION UPDATE – No Commissioners attended.
7. DECISION ITEMS
A. Shall we write a letter, formally requesting to be part of the North 7th TIF District? Tax Increment Funding funds improvements along the North 7th Corridor. The district want to direct funds to the improvement of the Fairgrounds such as sidewalks. Belonging to the TIF District may allow eligibility for grants if the Fairgrounds are designated as a blighted area. Sue was going to check with Kate Dinwiddie regarding legal issues if any. Misty Radue made a motion to write a letter formally requesting to be part of the North 7th TIF District. Dennis Farnham seconded the motion. All in favor. None against. Motion carried.
B. Shall 4-H be exempt from paying commission on concessions? Already discussed prior.
C. Shall we continue to have dinner prior to meeting? The board agreed that yes to dinner prior to meeting. Those who can do so. Those who can’t do not have to.
D. Decide on date for Board training. Was scheduled for August 18. Cancel for now and rescheduled for August 30, 2006 from 6:00PM to 9:00PM. The Fair Board would do Sue Shockley’s evaluation at 5:00PM before the Board training.
E. Shall we include Board Retreat and Training? Add to Board training before or after.
F. Who is planning to go to RMAF? It is in Rapid City, SD. WE will lease on Wed. Nov. 8 early in the morning and will return to Bozeman late on Sunday Nov. 12. The Fairgrounds will pay for your room and registration fee. Most meals are included in the registration fee. If your spouses or significant others would like to go there is no extra charge for the rooms, but you would need to pick up their registration fee which is $150. Board members need to get with Sue about reservations.
8. FOUNDATION UPDATE – Mike Gaffke - Postponed
A. Arena Project – Update – No Report.
B. Fund Raising - Harry and Travis – No Report.
C. Water and sewer update – Chris Budeski – Water and sewer project is complete. There have been some issues with sinkholes. Dunaman Construction said there were no leaks. Contractor has been paid by the Foundation. No recourse.
D. Concession Building Update – No Report.
9. COMMITTEE REPORTS
A. 2006 Fair – Jennifer Blossom or Tanya Arrington – Jennifer gave a personal thank you to Jim Oberhofer and Dennis Farnham for all of their help during the Fair. Jim Oberhofer said Gwen and the Carnival said there were no issues with alcohol in the Carnival. Security presence improved vendor awareness. Gates improved, PBR went well, and SCS was good but needed improvement. Jim Oberhofer said that security for events requires coordination of different departments. Jim suggested asking the Posse earlier in advance for events and maybe get them back. Sue said that the Posse does a good job.
B. Freedom Days Committee- Harry and Travis- Sue reported about $9000 in profit.
C. Contract Review Committee – No Report
D. Winterfest – Harry – Next meeting Sept. 21.
E. Rodeo Committee – Lorna Simard – Wrap up meeting Sept. 21. Event went well. Turned away 2 teams. There had about 1100 spectators. Calcutta made $1200 and $300 went to the Foundation.
F. PRCA Rodeo Committee – Misty Radue – No report until Misty gets the letter back.
G. Marketing – Harry Huntsinger and Travis Burian – No Report.
H. Volunteer – Committee has not met – No report
I. Policy/By Laws – Need to schedule meeting and review By Laws and Policies – Set up a meeting in September.
J. Pricing – Chris Budeski – No Update – will set up a meeting.
K. Parking Committee – Chris Budeski – need to set up wrap up meeting for Fair. New sheet of ice parking.
L. Security/Emergency Planning/First Aid – Bob Brekke/Jim Oberhofer – need to set up wrap up meeting for Fair.
10. CORRESPONDENCE – Sue said the Fairgrounds have received thank you cards.
11. MANAGER’S REPORT – Sue said the Motor Sports area was not picked up after the Mud Bogs. There were tarps blowing in the breeze and bear cans under the bleachers and in the shed that the Fairground staff cleaned up. Sue said she was interested in the water-cooled fans they had at the Fair as a vendor.
12. FINANCIAL REPORT - Not ready.
13. DISCUSSION
A. 2006-2007 Budget – Budget is not back until August 31, 2006.
B. ICE Facility Update – Sue – There is a plan to temporarily enclose the Haynes Pavilion. Martel needs to store the equipment he is donating to ICE.
C. 4-H Ice Machine- No Discussion
D. Taxes on Pea Cannery Property – Still waiting for opinion from Co. Attorney.
E. Baseball Lease Agreement – Not signed and returned yet.
F. Draft Proposal for Improvement of Motor Sports Area – Nothing has been done. This needs to be a decision item. Whether to remove the Motor Sports or not.
G. Capital Improvement Projects progress- Managers Report.
H. Personnel Update – Sue – Sue said the Fairgrounds have had some payroll problems with the County.
I. Changes to Fairgrounds General Lease Agreement – Tabled until fall after Policy Committee completes their work.
J. Other Items Not on Agenda – Discussion only - None
14. ANNOUNCEMENTS
15. AGENDA ITEMS FOR NEXT MONTH’S MEETING –
16. ADJOURNMENT
Jim Oberhofer made a motion to adjourn the meeting at 9:20PM. Dennis Farnham seconded the motion. All for. None against. Motion carried.
Respectfully submitted.
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