GALLATIN COUNTY FAIR BOARD
November 21, 2006 MEETING MINUTES
(As approved on December 19, 2006 Meeting)
FAIR BOARD MEMBERS PRESENT – Blair Howze, Bob Brekke, Dennis Farnham, Jim Oberhofer, Misty Radue, Chris Budeski
FUNDRAISING – Harry Huntsinger
STAFF – Sue Shockley, Debbie Ehlert – Secretary
COMMISSION – Joe Skinner
PUBLIC –Mike Harris, Lorna Simard, Linda Vrooman and Sonya Berg.
1. CALL TO ORDER – Chairperson Blair Howze called the meeting to order at 6:30 PM.
2. INTRODUCTIONS – Linda Vrooman-Weed Board-She was viewing the meeting.
3. PUBLIC COMMENT - none
4. APPROVAL OF MINUTES OCTOBER 17, 2006 – Jim Oberhofer made a motion to approve the October 17, 2006 Minutes as presented. Bob Brekke seconded the motion. Unanimous for. No one against. Motion carried.
5. GUEST PRESENTATIONS
A. Mike Harris – Possible Funding from Open Lands Board – Mike Harris said the Ice committee was looking for funding through Open Lands Bonding. They need the Commissioners endorsement first and then the Open Lands Board. The possibility of designating the Fairgrounds as Open Space for all 78 acres of possible land, which includes the road department. The Fair Foundation would submit the application. The Commission would have to get permission from the Fair Foundation to sell the property under the Open Lands agreement if it is designated as park and recreation. There is $500,000 that may be available, $300,000 for the Ice Foundation and $200,000 to the Fairgrounds for landscaping and water development. If the Fairgrounds were to be sold it
would need to be replaced by property of equal size, value and use within 3 years of the sale. This funding would be a one-time deal.
The Fairgrounds should check into additional funding that may be available from Fish, Wildlife and Parks. There should be a master plan and there may be more money available from private funding because of the Open Lands designation. There should be an assignment clause if the Fairgrounds Foundation went away. Jim Oberhofer wanted to know what the provisions were tied to, what, if any, the restrictions were and if these would affect future plans.
Mike Harris said there are options of leaving out certain portions of land for future development. Should designate a dollar amount in purpose for use to a certain area. Need to take time in pursuing this.
B. Jason Shrauger – EOC/SAR Building Communications Room addition-Jason Shrauger wanted the approval of the Fair Board to move ahead with the design of the new addition to the Communications Building located at the Fairgrounds. This is part of the State of Montana Communications Project. This will be $3.4 Million in communications infrastructure. The building will be 12 feet wide by 18 to 24 feet long and 9 foot high. They want to be able to place it on the North East corner of the existing SAR Building. They would be replacing the existing tower with a sturdier tower due to the wind load with the new antennas. Sue Shockley suggested putting this on as a discussion item for the next Fair Board meeting in December, 2006. Bob Brekke asked if
there was funding available for improvements regarding Homeland Security, regarding restrooms and showers. Bob Brekke made a motion for approval of the concept for the placement of the communications building at a future date. Dennis Farnham seconded the motion. Unanimous for. No one against. Motion carried.
6. COUNTY COMMISSION UPDATE
Joe Skinner said the Fairgrounds needed to ask for support from the commissioners for the Open Lands designation. The commissioners agree that the ICE facility needs to generate income for the Fairgrounds.
7. DECISION ITEMS
A. Baseball Contract – Changes in terms? They would like to have the automatic increase deleted since we are raising their rent from $2500 to $3000.
Jim Oberhofer made a motion to approve the $3000 plus a 3% increase per year after. Chris Budeski seconded the motion. Unanimous for. None against. Motion carried.
Sue Shockley recommended that the contract be written to include a percentage of concessions and enforcement of security issues. The Fairgrounds needs to get a percentage of the concessions from events at the Ice Arena. Jim Oberhofer wanted information on what the liability was from alcohol at events at the Ice Arena by the County and Fairboard. Blair Howze suggested a policy recommendation to be sent before the commissioners for review.
Bob Brekke made a motion to send the Baseball Contract back to the contract committee to review for concessions and security. Misty Radue seconded the motion. Unanimous for. None against. Motion carried.
B. Decision on pricing recommendation from WinterFest Committee – Harry Huntsinger said the ticket prices would be $9.00 for 3 days and $4.00 per day. There will be punch cards and passes not buttons. Ticketed events would include a day pass. Children 10 and under would be free. Sue said they may use the sale of WinterFest buttons for a 50/50 drawing or a draw for vendors. Bob Brekke made a motion to accept the pricing recommendation of $9.00 for 3 days and $4.00 per day pass and ticketed events including a day pass. Jim Oberhofer seconded the motion. Unanimous for. None against. Motion carried.
C. Open Lands Requirement to Designate all or a portion of the Fairgrounds as Open Space in order to receive funding for the Ice Facility. Tabled for now.
D. Decide whether or not to utilize the clause in the By-Laws that allows the Board to ask the Commission to replace a Board member who has missed more then 2 consecutive or 4 non-consecutive meetings. Bob Brekke made a motion to ask the commissioners to replace Jim Foster because he has only attended three Fair Board meetings since his appointment in November 2005. Chris Budeski seconded the motion. Unanimous for. None against. Motion carried. Sue was going to send a letter to the Commission to request removal of Jim Foster from the Fair Board.
E. Decision on recommendations coming from Security/FirstAid and Alcohol Committee- Jim Oberhofer said they need to schedule another meeting. We need to have FirstAid on the grounds during major events. Need to encourage a booth to promote Firefighters. Jim Oberhofer made a motion to allow Sue to hire security for events on a per needed basis. Misty Radue seconded the motion. Unanimous for. None against. Motion carried.
The Police Department charges overtime rates-$40 per hour for security. The Sheriff’s Department charges $84 per hour and time and a half for the fair. The Sheriff’s Department would like to utilize the white building on the fairgrounds for security and first aid. The Sheriff’s work program could help to clean up the building. Would need Fairgrounds funding to hook up the sewer and water, phones and electrical hookups. Would continue working with the Ham Radio people for the fair.
F. Eliminate Frequent User Rates for the Indoor Arena and Haynes Pavilion. Bob Brekke made a motion to eliminate Frequent User Rates for the Indoor Arena and Haynes Pavilion. Dennis Farnham seconded the motion. Unanimous for. None against. Motion carried.
Break – 8:30 PM to 8:35PM
8. FOUNDATION UPDATE –
A. Arena Project – nothing
B. Fundraising-Harry and Travis-Working on Atrium and working on donations. Working with Red Bull.
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-The plans are going out for bid to 5 contractors and an advertisement would be placed in the paper.
9. COMMITTEE REPORTS
A. 2007 Fair – The theme was chosen. It is Summer Days and Country Ways.
B. Community Meeting Committee – Nov. 29 at 7:00PM
C. Freedom Days – Final Report – nothing
D. Indoor Soccer/Event Center Committee Progress Report – Tim Stefans presented the drawing for the 170,000 square foot building. Blair Howze suggested a special Fairboard meeting to discuss the drawing and decision.
E. Contract Committee-will need to set up meeting to begin work on the Baseball Contract. Meeting will be December 5 at 5:30PM at the Ag Center.
F. Bozeman Roundup – No Report
G. Policy/Bylaws Committee-Met on November 15, 2006 at 7:00AM at the GranTree. Scheduled a meeting for November 29 at 7:00AM at the GranTree.
H. PRCA Committee-Misty – Nothing scheduled yet.
I. Parking Committee-Needs to set wrap-up meeting for Fair and discuss charging for WinterFest- Nothing.
J. Security/Emergency Planning/First Aid/Alcohol Committee-Met on November 14 at 5:30PM at the GranTree.
10. Volunteer Committee-needs to set up meeting-nothing
11. Marketing Committee- needs to set up meeting-nothing
12. WinterFest Committee-Update- Friday night will be a Whiskey Tasting contest and a dinner theatre with the Vigilante Players performing. Saturday will be the Rail Jam in the Outdoor Arena with 20 jumpers and a $5000 purse. The horse sale will be on Saturday. Building #1 will have two stages set up in it with entertainment throughout the day on Friday, Saturday and Sunday. There will be a saloon, food concessions and western vendors.
13. CORRESPONDENCE – none
14. MANAGER’S REPORT – Everything is going fine. The Operations manager is out for a few weeks due to medical issues.
15. FINANCIAL REPORT – will include details on Fair and Freedom Days- Bob Brekke made a motion to accept financials as presented. Misty Radue seconded the motion. Unanimous for. No one against. Motion carried.
16. DISCUSSION ITEMS
A. RMAF Report-Dennis Farnham and Bob Brekke said it was good to attend. They had good workshops and good showcases. They got to tour the 300-foot by 400-foot event center that cost 4.5 million dollars to build.
B. HRDC Bus Barn on the Fairgrounds – Chris Budeski said Streamline was buying new 23 passenger buses. They have an Urban Transport District. They are looking for a long-term plan and a facility for the Bus Barn.
C. Fair Board Members – The commissioners are advertising our Board vacancies so that appointments can be made before the January meeting.
D. ICE Facility Update – They are working on financing.
E. Taxes on Pea Cannery – Sue said she needs to meet with the Department of Revenue.
F. Indoor Soccer Building (Field House/Event Center) Update-already discussed
G. Draft Proposal for Improvements to motor sports area – a meeting will be scheduled for the end of November of the first of December-Remove from Discussion Items.
H. Capital Improvement Project progress report – Sue Shockley said Ed Blackman, Finance Director, told her the capital improvement project was supposed to have been completed by April 1, 2006 but they have extended it to April 1, 2007.
I. Personnel Update – Brad Bell will be off work for a while due to medical reasons.
J. Changes to Fairgrounds General Lease Agreement – tabled until after Policy Committee reviews
K. Other items not on Agenda – discussion only – Nothing
L. ANNOUNCEMENTS – December Fair Board meeting will be potluck.
M. AGENDA ITEMS FOR NEXT MONTHS MEETING
ADJOURNMENT
Misty Radue made a motion to adjourn the meeting at 10:10PM. Bob Brekke seconded the motion. Unanimous for. No one against. Motion carried.
Respectfully submitted by: _________________________________
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