GALLATIN COUNTY FAIR BOARD
October 17, 2006 MEETING MINUTES
(As approved on November 21, 2006 Meeting)
FAIR BOARD MEMBERS PRESENT – Blair Howze, Bob Brekke, Dennis Farnham, Jim Oberhofer
FUNDRAISING – Harry Huntsinger, Travis Burian
STAFF – Sue Shockley, Debbie Ehlert – Secretary, Brad Bell - Operations
COMMISSION – Joe Skinner
PUBLIC –Steve Miller, Lorna Simard, Donnie Maxwell, Rob Currier, Ellen King-Rogers and Sonya Berg
1. CALL TO ORDER – Chairperson Blair Howze called the meeting to order at 6:31PM.
2. INTRODUCTIONS – none
3. PUBLIC COMMENT - none
4. APPROVAL OF MINUTES SEPTEMBER 19, 2006 – Bob Brekke made a motion to approve the September 19, 2006 Minutes as presented. Dennis Farnham seconded the motion. Unanimous for. No one against. Motion carried.
5. GUEST PRESENTATIONS- None – We have some resource people who will attending to add comments to the motor Sports Area Decision Item.
A. SCS-Steve Miller gave a recap from Fair. All they have are two local tracks that need work and the Fairgrounds. The water tower and the Bridgers have appeared in the background all of the photos they use. They are putting together a presentation that will appeal to the area for better marketing.
B. Mountaineers – Donny Maxwell said the Mountaineers had an agreement to use the entire Motor Sports area. The Mountaineers believe they lost their ability to use the area as they wanted because of the jumps. They have looked elsewhere for another area to set up a permanent course. The general consensus is to move elsewhere. The Mountaineers are hoping to have the opportunity to put on the Mud Bogs again at the Fairgrounds. They sold 700 tickets this year at the fair. They want to set up the rocks on the course permanently.
The Mountaineers have six events a year-Mud Bog, Winter BAHA, Top Truck, Mud Drags and Obstacle Course. They want to do more Monster Truck Events. Shortage of parking is an issue. The Club wants to have the Mud Bog next year if there is enough room.
The original layout of the Motor Sports area was the majority of the park was designed where everyone could us it. The Mountaineers do not want to move out but there is lack of room.
Sue Shockley agreed that the Mountaineers did a lot of work on the Motor Sports area but they did get around $13,000 in credit on their account. They received around $20,000 in Sponsorships and the Sponsors never received the signage they were supposed to get. The Fairgrounds never charged for events that the Mountaineers had. The original design of the Motor Sports area was that half would be flat and the other half would be a Motocross Track and there was no written contract with the Mountaineers.
C. Spay and Neuter Clinic – Ellen Kay Rogers asked the Fair Board to donate the cost of the building rental for the Spay/Neuter Clinic they were having in November and April. Gallatin County and the City have already donated funds towards their costs. Ellen said their expenses were $300 per Vet, $80 per Vet Tech and $345 per anesthesiologist. The clinic is put on to Spay and Neuter pets that they owners cannot afford to have done. They do ask for donations.
Jim Oberhofer said that the Fairgrounds needs to be self-sufficient and the Fair Board had refused other such requests from other groups and some of them involved children.
Blair Howze said the Fairgrounds needs to make the buildings pay for themselves. Bob Brekke said no to discounting the rental costs, the remaining Fair Board agreed.
6. COUNTY COMMISSION UPDATE
Joe Skinner announced the newly appointed County Administrator, Earl Mathers, was a good resource. The newly appointed County Administrator was looking on how to work with all administrative boards.
7. DECISION ITEMS
A. Motor Sports Area – what to do with area- Jim Oberhofer asked if the Mud Bog would continue if the area was available. Donny Maxwell said it would.
Bob Brekke inquired about the Pea Cannery Property and how to utilize that area, and whether or not to fence it in for the Motor Sports area and utilize it. Could the warm up arena be used for parking?
Dennis Farnham wanted to know if the Fairgrounds was making money on any of the events held in the Motor Sports area.
Jim Oberhofer said the area had an entertainment factor with all of the jumps but we do not know how long the area will be able to be used if the Event Center happens.
Sue Shockley said the Fairgrounds had a development committee a few years ago and at the public meetings the only group represented were the Motor Sports people.
Jim Oberhofer made a motion to continue use of the Motor Sports are. Bob Brekke seconded the motion. Dennis Farnham-Question. The Fairgrounds should have a contract with any group using the Motor Sports Area. Sue Shockley wanted policy set on how the Fairgrounds was going to keep up the area. Three for (Jim, Dennis, Bob). One against (Blair). Motion carried.
Suggestion was to walk around the Motor Sports Area after December 1.
B. Pricing Committee Recommendations-
1. WINTER RENTAL RATES FOR EXHIBIT BUILDINGS -
RECOMMENDATION: Charge winter rates from Oct. 1 through April 1 each year
Bob Brekke made a motion to accept the committee recommendation to charge winter rates from Oct. 1 through April 1 each year. Jim Oberhofer seconded the motion. Unanimous for. No one against. Motion carried.
2. CONCESSION SALES COMMISSIONS – We have had numerous requests to lower or eliminate the commission when the concessionaire is providing food and/or beverage sales at events organized by non-profit organizations when the concessionaire gives a percentage of his sales to the organization.
RECOMMENDATION: All concessionaires pay 17% when using their own equipment and 19% when using the Fairgrounds’ – no exceptions
Jim Oberhofer made a motion to accept the committee recommendation for all concessionaires to pay 17% when using their own equipment and 19% when using the Fairgrounds’ – no exceptions. Dennis Farnham seconded the motion. Unanimous for. No one against. Motion carried.
3. CONCESSION SALES COMMISSION BASED ON NET OR GROSS SALES –
RECOMMENDATION: Base percentage on gross sales
Bob Brekke made a motion to accept the committee recommendation to base percentage on gross sales. Jim Oberhofer seconded the motion. Unanimous for. No one against. Motion carried.
4. EVENT CHARGES FOR TICKETED EVENTS - we have had people ask why when there is a gun show we don’t charge a percentage of the ticket sales as we do for concerts.
RECOMMENDATION: No changes for the time being. Currently we charge events such as concerts the day rate for the facility they are using or 10% of the gate which ever is greater.
Dennis Farnham made a motion to accept the committee recommendation to charge events such as concerts the day rate for the facility they are using or 10% of the gate which ever is greater. Bob Brekke seconded the motion. Unanimous for. No one against. Motion carried.
5. ESTABLISHMENT OF RENTAL RATES FOR NON-PROFIT GROUPS
RECOMMENDATION: No change from current policy. Everyone pays the same rate.
Bob Brekke made a motion to accept the committee recommendation that everyone pays the same rate. Jim Oberhofer seconded the motion. Unanimous for. No one against. Motion carried.
6. CHARGES FOR RODEO PENS: We have a fee set for the rental of the rodeo pens. Staff has been unsure of how to charge for these pens when only on or two pens are used to hold cattle during a horse show.
RECOMMENDATION: Charge for pens only when most are being utilized such as for a rodeo, otherwise we will include them in the arena rental.
Bob Brekke made a motion to recommend if questionable as to the number of pens being used that it be left up to the staff. Dennis Farnham seconded the motion. Unanimous for. No one against. Motion carried.
7. OPEN RIDING FEE FOR TRAINERS/INSTRUCTORS - We have had some riding instructors and horse trainers come in and utilize the arena during open riding times. They are being charged the same as the individual who comes in just to ride a horse.
RECOMMENDATION: If a trainer/instructor wants to use the Fairgrounds for training, they must sign an annual contract and pay the normal hourly rate. They must also provide proof of insurance and a deposit.
Dennis Farnham made a motion to accept the committee recommendation to require annual contracts, pay normal hourly rate and provide insurance for trainer/instructors. Bob Brekke seconded the motion. Unanimous for. No one against. Motion carried.
8. HYDRAULIC BLEACHER HAULING FEES – We currently charge $1.65/loaded mile. This is quite low especially with the price of fuel.
RECOMMENDATION: Raise rate to $1.20 per mile plus permits if required. We already include per diam if the driver spends the night.
Dennis Farnham made a motion to accept the committee recommendation to raise rate to $1.20 per mile plus permits if required. Bob Brekke seconded the motion. Question called.
Amended the motion to accept the committee recommendation to raise rate to $1.20 per mile plus permits if required with a $50 minimum.
Unanimous for. No one against. Motion carried.
8. COMMUNITY MEETING – Nov. 29 at 7:00PM – need to decide program – maybe select small committee to work on the project.
Sue Shockley said the open house would be in Building #1. She would like to have information on the ice and other things that go on at the Fairgrounds, slide shows, etc.
Bob Brekke suggested having the Fair Board members and The Foundation members there as well and maybe some volunteers. Lorna Simard , Bob Brekke, Dennis Farnham and Jim Oberhofer volunteered. Would like to invite SAR EOA and the Shooting Range since they are a part of the Fairgrounds.
9. FOUNDATION UPDATE –
The annual meeting is January 11, 2006 - Bob Brekke made a motion to give the Foundation permission to use the new Fairgrounds logo on invitations. Jim Oberhofer seconded the motion. Unanimous for. No one against. Motion carried.
A. Arena Project – Still fixing issues. Sue said she is waiting on doing a walk through.
B. Fundraising-Harry and Travis-Going well.
C. Water & Sewer Project – There are issues with the wash rack. The contractor could not find the water line that needs to connect to the wash rack that was disconnected during construction.
D. Concession Building-Sue said Marcia Anderson has pledged $300,000 for the concession stand if it could start this fall and finish by spring. Marcia wanted to donate $200,000 and have the foundation raise $100,000. Sue said there was someone that was going to design a commercial kitchen for the concession stand. Set up to open proposals on 11/15/06. Maybe do a conceptual design of the restrooms off of Building #4.
10. COMMITTEE REPORTS
A. 2007 Fair – Set for July 18-22, 2007
B. Freedom Days – Final Report – Debbie will email report to Board members.
C. Contract Committee-will need to set up meeting to begin work on ICE contract- Sue was going to meet with Kate Dinwiddie. Sue said we need a memorandum of agreement and then the long-term lease is the next step. It will probably take a long time to do the lease because there are a lot of issues that need to be discussed. Formed a committee to discuss the contract for BAHA. Blair Howze, Bob Brekke, Sue Shockley and Dennis Farnham will be on the Contract Committee for the GIF-Gallatin Ice Foundation.
D. Bozeman Roundup
Need to reschedule a wrap up meeting-Lorna Simard and Scott Shearer were the only two at the last meeting.
E. Policy/Bylaws Committee-need to set another meeting to finish review of Policy Manual and discuss some policy changes and additions.
Next meeting is scheduled for November 1, 2006 at 7:00AM at the Gran Tree.
F. PRCA Committee-Misty – None
G. Pricing Committee – Already Discussed
H. Parking Committee-Needs to set wrap-up meeting for Fair and discuss charging for WinterFest- Nothing. Dennis Farnham volunteered to join the committee.
8:20PM – Took a five minute Break
8:25PM – Restarted Meeting
I. Security/Emergency Planning/First Aid/Alcohol Committee-needs to set Fair wrap up meeting. Scheduled for November 6, 2006 at 6:30AM at the Gran Tree. Jim Oberhofer making contacts. Bob Brekke to set agenda.
J. Volunteer Committee-needs to set up meeting-Sue will set up a meeting.
K. Marketing Committee- needs to set up meeting-Sue will set up a meeting.
L. WinterFest Committee-Update-The committee is considering a western theme with a saloon. There may be a dance Friday night, art auction, whiskey-tasting contest, small dinner. Horse sale on Saturday. Sunday-Rail Jam, Packers Scramble, Outdoor Scene, Miniature Bull Riding, Mutton Busting. Need ideas for WinterFest Security issues.
11. CORRESPONDENCE – none
12. MANAGER’S REPORT – done
13. FINANCIAL REPORT – will include details on Fair and Freedom Days- Bob Brekke made a motion to accept financials as presented. Jim Oberhofer seconded the motion. Unanimous for. No one against. Motion carried.
14. DISCUSSION ITEMS
A. Fair Board Members- there is 3 members whose terms will expire the end of Dec. Each should have received a letter from the Commissioners RE: reapplying. If we have openings we need to let the Commissioners know so that the openings can be advertised and appointments can be made before Jan. meeting. Jim Oberhofer, Chris Budeski and Bob Brekke Fair Board member terms end December 2006.
B. ICE Facility update including temp. Enclosure of Haynes – Sue said that the Haynes was completely covered and they are making ice.
C. Taxes on Pea Cannery Property-Sue is still working on it and she has contacted the Department of Revenue.
D. Indoor Soccer Building (Field House) as presented by Tim Stefans at September meeting-need to set up a meeting for 7:00AM. Sue will set the date.
E. Baseball Lease – Sue said the lease had not been returned yet. Bob Brekke made a motion to send a letter requesting the contract back with the recommendation to allow until November 1, 2006 to return the contract or it is void and they would need to negotiate the price. Dennis Farnham seconded the motion. Question - Jim Oberhofer. Unanimous for. No one against. Motion carried.
F. Draft proposal for improvements to motor sports area – no report
G. Capital Improvement Project progress report – no report
H. Personnel Update – no report
I. Changes to Fairgrounds General Lease Agreement – tabled until after Policy Committee reviews
J. Other items not on Agenda – discussion only
K. ANNOUNCEMENTS – none
L. AGENDA ITEMS FOR NEXT MONTHS MEETING
1. Add decision item to refill Jim Foster’s Fair Board position.
ADJOURNMENT
Bob Brekke made a motion to adjourn the meeting at 9:05PM. Jim Oberhofer seconded the motion. Unanimous for. No one against. Motion carried.
Respectfully submitted by: _________________________________
| 
