GALLATIN COUNTY FAIR BOARD
JANUARY 16, 2007 MEETING MINUTES
(As approved on February 20, 2007 Meeting)
FAIR BOARD MEMBERS PRESENT – Blair Howze, Bob Brekke, Dennis Farnham, Chris Budeski, Misty Radue
FUNDRAISING –
STAFF – Sue Shockley, Debbie Ehlert – Secretary
COMMISSION – Joe Skinner
PUBLIC – Chuck Busta, Bryan Deets, Bob Diggs, Kathy Farnham, Sonya Berg
1. CALL TO ORDER – Chairperson Blair Howze called the meeting to order at 6:30PM.
2. INTRODUCTIONS - Blair Howze introduced Chuck Busta as a Fair Board applicant.
3. PUBLIC COMMENT – None
4. APPROVAL OF MINUTES – Chris Budeski made a motion to approve the December 19, 2006 Meeting Minutes as presented. Bob Brekke seconded the motion. Unanimous for. None against. Motion carried.
5. GUEST PRESENTATIONS
A. Request to lower food and beverage concession commissions for event scheduled in April. The fee would be 19% of the gross and the organizer feels this is too high.
Bryan Deets requested that the concession fee be lowered to 10% of gross or $30 of net. Bryan said they do not pay any concession fee in Butte, Great Falls or Helena when they have their event. Some of the locations do not allow concession or alcohol sales other than theirs. Sue Shockley pointed out that the cost estimates that Bryan was working with were not accurate and suggested that Bryan and her self meet and discuss it. The Fair Board members explained why they would not lower the concession percentage for his event.
B. Proposed addition to EOC/SAR Building
Jason Schrauger presented information that showed what the building would look like and the new tower. They would be replacing one tower with another. The new tower would be 80 feet tall and would have 2 antennas. The existing tower is 50-60 feet tall. There would be another diesel generator for back up power. They are trying to minimize the visual impact of the new tower. The final design should be available for the February Fair Board Meeting.
6. COUNTY COMMISSIONER UPDATE - Joe Skinner said he would be the Fairgrounds liaison for the next year.
7. DECISION ITEMS
A. Senior Center Parking Proposal – Decision – to explore further or not – The Senior Center needs more parking on certain days. They have proposed improving parking by paving and landscaping south of the barns by Tamarack. They inquired about moving the existing fence so they could park at any time or leave the gate open. Dennis Farnham made a motion to explore the improved parking further. Chris Budeski seconded the motion. Unanimous for. None against. Motion carried.
B. Recommendation to Commission for appointment to fill Jim Foster’s Board position. Sue conducted a phone survey after last month’s meeting and heard from a majority of the Board members. Sue Shockley said the Commissioners sent a letter to Jim Foster relieving him of his position on the Fair Board. Chris Budeski made a motion to recommend to the Commissioners to appoint Chuck Busta to the Fair Board. Misty Radue seconded the motion. Unanimous for. None against. Motion carried.
C. Election of Officers – Chair and Vice Chair – Chris Budeski nominated Bob Brekke for Chairman of the Fair Board. Bob Brekke nominated Chris Budeski for Vice-Chairman of the Fair Board. Misty Radue made a motion to close nominations for officers. Dennis Farnham seconded the motion. Unanimous for. None against. Motion carried. New Chairman and Vice-Chairman were elected by proclamation of the Fair Board.
D. Sign Up as Chef of the Fair Board Dinners for the next few months – Sue Shockley passed out a sign up sheet for the Fair Board members to sign up for bringing meals to the Fair Board meetings.
8. FOUNDATION UPDATE – a joint meeting of Fair Board and Foundation Board is scheduled for Wednesday evening, January 17, 2007 at 6:00PM at the Fairgrounds Office. This meeting is to discuss what the Foundation goals are for the Fairground and what the Fairgrounds goals are.
9. COMMITTEE REPORTS
A. 2007 Fair – Coming together- Sue said they would pick the fair button at the next Fair committee meeting.
B. Community Meeting Committee – No Report – should schedule next meeting.
C. Freedom Days – No Report
D. Indoor Soccer/Event Center Committee Progress Report – Joe Skinner asked if the Event Center was driving the Master Plan or was the Master Plan driving the Event Center. Sue Shockley said the master plan had included an Event center for many years. Chris Budeski said the Committee should be changed to Event Center/Indoor Soccer Committee. Emphasis should be on the Event Center and if Soccer could fit into the schedule then it would have use of the facility as well. Sue Shockley proposed another market study and to take the proposal to different groups for opinions on usage since things have changed since the last market study. There is meeting with Tim Stefan set for Thursday, January 18, 2007 at 12:00PM at the Fairgrounds. Sue invited the
Fair Board members.
E. Contract Committee – Will need to set up another meeting to discuss soft drink contract – Next meeting scheduled for January 24, 2007 at 7:00AM at Perkins Restaurant.
F. Bozeman Roundup – Next meeting will be in April. Remove from agenda until then.
G. Policy/By Laws Committee – Not completed – Meeting set for January 31, 2007 at the Gran Tree at 7:00AM.
H. PRCA Committee – Misty Radue said they couldn’t schedule any events that are within 90 days of Livingston or White Sulphur Springs events. She said the Committee is putting this on hold until an Event Center is built.
I. Parking Committee – needs to set wrap-up meeting for Fair and discuss changes for WinterFest – Chris Budeski, Jim Oberhofer and Dennis Farnham will set up a meeting.
J. Security/Emergency Planning/First Aid/Alcohol Committee – Bob Brekke and Dennis Farnham will schedule a meeting when Jim Oberhofer is back.
K. Volunteer Committee – Nothing.
L. Marketing Committee – Needs to set up meeting.
M. WinterFest Committee – Sue Shockley said we would sell 50/50 tickets or buttons for $5 each. At the end of the WinterFest there will be a drawing that may be worth $2500 to the winner of the 50/50 and the Fairgrounds will keep the remaining amount.
10. CORRESPONDENCE – None
11. MANAGER’S REPORT – Brad in Operations will be out until after January 2, 2007 due to medical problems. The Fairgrounds is finishing up the remodel of the Exhibit Buildings. The remodeling has to be done by April 1, 2007. There was an issue with the structural integrity of the roof in Building #3 and due to structural issues sheet rock cannot be hung due to the weight. Sue said she had another solution in mind. Jim Rehm will be doing the electrical in the Midway. He will be installing new light poles with concrete abutments and electrical outlets on each pole. This should be complete by June 1, 2007.
12. FINANCIAL REPORT – Must approve financial report – Misty Radue made a motion to accept the financial report as presented. Chris Budeski seconded the motion. Unanimous for. None against. Motion carried.
8:20PM – 8:30PM – Break
13. DISCUSSION ITEMS
A. Baseball Contract – New contract with changes – The contract has not been returned yet. Sue needs to talk to Don Hart regarding the changes.
B. Open Lands Designation – The Fair Board agreed that they need more clarification due to the different information on restrictions they have received. This will stay on the Fair Board Agenda.
C. ICE Facility Update – No Report
D. Taxes on Pea Cannery Property – Sue said she spoke with Darlene with the Revenue Department and is waiting to hear back.
E. Draft proposal for improvements to Motor Sports Area – Blair said they are waiting to hear back fro MTVA. Decision needs to be made on how the area should be kept.
F. Capital Improvements Project progress report – Sue Shockley said Doug has been put in charge of the remodeling. They have the electrician in Building #3. They have decided on the wood to be used on the walls in Building #3. Need to decide what to do with the floors in all three buildings. Valley Glass was to come back and look at the doors in the exhibit buildings that are not working out. There need to be skins installed on the garage doors to protect the insulation. They have decided how to finish the ceiling in Building #3.
G. Personnel Update – Brad will be back to work on Thursday, January 18, 2007 with no restrictions.
H. Changes to Fairgrounds General Lease Agreement – tabled until after Policy Committee reviews.
I. Other items not on agenda – discussion only – none
14. ANNOUNCEMENTS – None
15. AGENDA ITEMS FOR NEXT MONTH’S MEETING –
A. Chris Budeski wants the 4-H Ice Machine put on next month’s agenda as a decision item.
ADJOURNMENT – Meeting was adjourned at 8:48PM.
Respectfully submitted by _________________________________
| 
