GALLATIN COUNTY FAIR BOARD
February 20, 2007 MEETING MINUTES
(As approved on March 20, 2007 meeting)
FAIR BOARD MEMBERS PRESENT – Bob Brekke, Dennis Farnham, Chris Budeski, Misty Radue
FUNDRAISING –
STAFF – Sue Shockley, Debbie Ehlert – Secretary
COMMISSION –
PUBLIC – Bob Diggs, Kathy Farnham, Al Lien, Sonya Berg
1. CALL TO ORDER – Chairperson Bob Brekke called the meeting to order at 6:36PM.
2. INTRODUCTIONS - Bob Diggs introduced himself as the new Chairman of the Fairgrounds Foundation and Kathy Farnham as the new Secretary/Treasurer.
3. PUBLIC COMMENT – None
4. APPROVAL OF MINUTES NOVEMBER 21, 2006 – Dennis Farnham made the motion to approve the January 16, 2007 Meeting Minutes as presented. Chris Budeski seconded the motion. Unanimous for. None against. Motion carried.
Misty Radue made the motion to approve the January 17, 2007 Special Joint Meeting minutes as presented. Dennis Farnham seconded the motion. Unanimous for. None against. Motion carried.
5. GUEST PRESENTATIONS – None
6. EOC ADDITION – No Report
7. COUNTY COMMISSION UPDATE – No report
8. FOUNDATION UPDATE – Bob Diggs gave an update on the bids for the concession stand. The Foundation received two bids one from KB Builders for $427,000 and one from Ray Toledo for $249,800. Bob Diggs also touched on the issue of the commission that Circle H Management believes it has coming from the possible donation from Marcia Anderson. Sue Shockley does not believe that Harry Huntsinger was instrumental in securing the donation. Sue said that Harry Huntsinger and Travis Burian met with Marcia Anderson one afternoon but she did not know if a donation was brought up and then she received a call from Marcia Anderson the next day and Sue set up a meeting with Marcia and Lowell Springer to look at the plans. Marcia Anderson told Sue that she would be willing to donate $200,000 towards the project
if the Foundation could raise a $100,000. Later Marcia Anderson came back to Sue with an offer of $300,000 if that would get the project started right away. Due to the issue of the commission to Circle H Management Bob Diggs was going to try to schedule a joint meeting with Harry Huntsinger, the Fair Board, Foundation and Sue Shockley to try to resolve this. Dennis Farnham made a motion to schedule a joint meeting with the Fair Board and Foundation regarding the contract with Circle H. Chris Budeski seconded the motion. Unanimous for. None against. Motion carried. The Fairgrounds was going to send a letter to Circle H stating the Fair Board was not extending the existing contract.
9. COMMITTEE REPORTS
A. 2007 Fair – No Report
B. Community Meeting Committee – Sue will schedule the next meeting for the end of June 2007.
C. Freedom Days - No Report
D. Indoor Soccer/Event Center Committee Progress Report – Tim Stefan has another plan that he would like to present. The plan is designed to be useful for rodeos. Sue wants to have another meeting. The Fair Board members agreed to meet and look over the design.
E. Contract Committee – No Report
F. Bozeman Roundup – No Report
G. Policy/By Laws Committee – Not completed yet.
H. Parking Committee – needs to set up wrap-up meeting for 2006 Fair and discuss issues that arose at WinterFest. Staff met with 4-H and are developing plan for trailer parking & camper parking for Fair. Sue said the Fairgrounds staff had a meeting with the 4-H Club members and they will help. Campers will move in on Tuesday and prepay for their spot. If they do not move in on Tuesday it will be a first come first serve and they will lose their spot. The Fairgrounds will limit the number of stock trailers and horse trailers left at the fairgrounds.
I. Security/Emergency Planning/First Aid/ Alcohol Committee – No Report – needs to set meeting.
J. Volunteer Committee – No Report
K. Marketing Committee – No Report
L. WinterFest Committee – Sue said things went well. Al Lien suggested that there be wood added to the buildings to make it easier to hang signs without having to screw things into the siding. Al suggested maintaining the equipment better and better communication with the operations staff. Al Lien said there is a new National Animal Identification System that is trying to be forced on the FFA and 4-H. This would make the show kids have to have the identification tag on the animals. There is going to be an Equine Law Liability Seminar from the University of Texas at the Gallatin County Fairgrounds on June 2, 2007 and the registration is $150 and Sue should attend. Sherry Meader is the local contact. Chris Budeski made the motion to pay for
Sue Shockley’s registration fee for the Equine Law Liability Seminar. Dennis Farnham seconded the motion. Unanimous for. None against. Motion carried.
10. DECISION ITEMS
A. Baseball Contract Changes – Sue Shockley met with Dick Hart. They have an issue with the 3% increase each year. They offered to pay $2500 for the first 5 years of the new contract and $3000 for the second 5 years. They would pay 17% on concessions. They may be willing to allow the Fairgrounds to use the Baseball Field during signature events. The arena will seat 900 people in the grandstands. Sue suggested sending this back to the committee. Bair Howze was going to set up a meeting with Baseball.
B. Recommendations from the Policy Committee – 2 Recommendations 1) Security for events 2) Policy for Private promoter bringing events in during a Signature Event – Policy/ByLaws committee discussed High to Low risk events and alcohol. Discussion regarding dances at the Fairgrounds to be added to March’s Agenda. Discussion regarding Private Promoters bringing events in during a signature event to be added to March’s Agenda.
C. Committee Appointments – Sue Shockley handed out the Fair Board Committee Members List. Travis Burian and Harry Huntsinger were removed from the Committee’s they were listed on. It was suggested to get the groups together to discuss what was going on.
Break 8:05PM to 8:10PM
D. Ice Machine in Bldg. #4 – Misty Radue said she spoke with Todd Kesner and she had permission to present an offer of a trade of $1600 in credit on the 4-H accounts in exchange for the Ice Machine to belong to the Fairgrounds. Chris Budeski made a motion to accept the 4-H offer of $1600 in credit on their account in exchange for the ice machine in building #4 to belong to the Fairgrounds. Dennis Farnham seconded the motion. Unanimous for. None against. Motion carried.
E. Fire Suppression Systems – Lease or purchase hood in #4 – Sue said this had been done. The Fairgrounds upgraded the system and is leasing it.
F. Meeting with the Parks Board – a meeting was scheduled for February 27, 2007 at 5:30PM at the Ag Center to discuss if there are any duplication of services.
11. DISCUSSION ITEMS
A. Extending Ice Use at the Haynes – BAHA would like to use the Haynes for 10 months. They are considering building another building like the Haynes instead of a complete Ice Facility that would replace the old Haynes. Bob Brekke suggested defining what the Haynes was designed for.
B. Senior Center Parking Proposal – Chris Budeski and Dennis Farnham would explore this further.
C. Open Lands Designation – No Report.
D. ICE Facility Update- Already discussed
E. Taxes on Pea Cannery – No Report
F. Draft Proposal for improvements to motor sports area – a meeting will be scheduled for the first of January after holidays – No Report
G. Capital Improvement Project Progress Report – No Report
H. Personnel Update – None
I. Changes to Fairgrounds General Lease Agreement – tabled until after Policy Committee reviews.
J. Other Items not on agenda- discussion only – Bob Brekke and Sue Shockley will schedule a meeting with Harry Johnson with Yellowstone Harley regarding the Harley event this summer.
12. ANNOUNCEMENTS – None
13. AGENDA ITEMS FOR NEXT MONTH’S MEETING –
A. Ice Facility
B. Motor Sports Area
C. Dances
D. Private Promoters bringing events in during Signature Events
E. Fairgrounds Crew Management
F. USDA – National Animal Identification System
ADJOURNMENT - Meeting adjourned at 9:00PM
Respectfully Submitted
| 
