GALLATIN COUNTY FAIR BOARD
APRIL 17, 2007 MEETING MINUTES
(As approved on May 15, 2007 meeting)
FAIR BOARD MEMBERS PRESENT – Bob Brekke, Blair Howze, Dennis Farnham, Chris Budeski, Misty Radue, Jim Oberhofer, Chuck Busta
STAFF – Sue Shockley, Debbie Ehlert – Secretary
COMMISSION – None
PUBLIC – Lorna Simard, Bob Diggs, Kaylie Utter, Michael Utter, Sonja Berg
1. CALL TO ORDER – Chairperson Bob Brekke called the meeting to order at 6:30PM.
2. PUBLIC COMMENT – None
3. GUEST PRESENTATIONS – Michael and Kaylie Utter update of Feasibility Study – Michael Utter said the he and Kaylie have lived in Bozeman for 20 years. They did the last Feasibility Study in1999 for an Event Center that the Fairgrounds was talking about building then. The study included a 5 to 6 state survey with communities with similar demographics as Gallatin County. Michael said consideration would be included regarding an event center that could be self-sustaining and sized properly for the future growth that may happen. The study would include technical, economic and financial feasibility of the structure. Michael said there is a Business and Financial loan guarantee program with the Federal Government that they work with. Michael said he would provide a list of projects that he and
Kaylie worked on upon request. Michael said the study would have to start from scratch and would cost $25,000 maximum. If it did not take as much work to upgrade the statistics it might cost less. It would take 90-120 days to complete. Michael said they would not do focus groups this time since it did not produce much valuable information. The new study would assist in grant and fundraising efforts. The new feasibility study would be valid for 3 to 5 years. The study would include a recommendation on the number of seats and size and cost effectiveness. The Fair Board would have to discuss how to proceed.
4. APPROVAL OF MINUTES February 20, 2007 – Chris Budeski made a motion to approve the March 20, 2007 Meeting Minutes as presented. Jim Oberhofer seconded the motion. Unanimous for. None against. Motion carried.
Jim Oberhofer made a motion to approve the April 3, 2007 Special Fair Board minutes as corrected. Changed Public to Foundation Members. Blair Howze seconded the motion. 6 Fair Board members for. Misty Radue abstained. Motion carried.
5. EOC ADDITION – Jason Schrauger – None
6. COUNTY COMMISSION UPDATE – None
7. DECISION ITEMS
A. Baseball Contract Changes – The contract committee came back with a recommendation to charge rent of $2500 plus a 3% increase the first year with annual 3% increases. Discuss the willingness with Dick Hart of baseball to allow a concert during the summer fair. There will be no commission on concessions during Baseball. If Fairgrounds had an event and used the baseball field, Baseball would have first right of refusal for concessions and if they did the concessions they would pay 17% concession fee to the Fairgrounds. Blair Howze made a motion to accept the recommendations of the contract committee. Dennis Farnham seconded the motion. Unanimous for. None against. Motion carried.
B. 2007-2008 BUDGET – Special Meeting or??? – Sue Shockley said she would get the Budget application on May 2, 2007 and there are budget meetings May 3, 2007 or May 4, 2007 from 1:00PM to 5:00PM. Sue wanted the Fair Board to look over the Budget before she presented it. There is a Special Fair Board meeting scheduled for May 1, 2007 at 5:30PM at the Ag Center. The final Budget needs to be done by May 25, 2007. Debbie Ehlert would send out a copy of the existing budget to all of the Fair Board Members.
C. Recommendations regarding security and safety for events –Bob Brekke had been talking with Brian Crandall with the Sourdough Fire Department. The suggestion was to offer day passes to the fair for the volunteers and their family members. Sue said Debbie Holwegner suggested using the Haynes Pavilion for the First Aid Station. Sue was suggesting the Midway Office by the Carnival. Jim Oberhofer was not sure that the Midway Office would work because of the location and the noise from the Carnival. Bob Brekke was following up with the fire departments. Jim Oberhofer said the contact people for off duty officers for events that require security were Carolyn Robinson with the Sheriff’s Dept. and Mark Johnson with the Bozeman PD.
D. Pricing for the County Fair – info emailed out – Single Day admission is $5 per day. Children 10 and under are free. No 5-day Fair Button. There will be a 50/50 button that will be sold during the Fair and before for $5. Heritage day would be Thursday and would be $3 for Seniors 60 & over, Military personal w/ID, Day care providers & kids. All others will be $5 (kids 10 yrs & under free). There will be a 5-day wristband for $8 that will be sold to 4-H and Commercial Exhibitors and Food Vendors if they need more than what comes with their exhibit space. 4-H will be limited to 6 wristbands per family. There will be single day passes for judges and sponsors (1 pass for each $100 donated). The Fairgrounds will be charging $1 per
car for parking on the Fairgrounds. We will have a non-profit organization collecting money and parking vehicles and splitting the money 50/50. Parking exceptions will be exhibitors, staff, entertainers and 4-H. They will receive a parking pass. The Fair Board agreed to offer a $20 5-Day Pass prior to the Fair opening. Dennis Farnham made a motion to accept the pricing committee’s recommendations with the addition of a limit of six $8 wristbands for 4-H families. Blair Howze seconded the motion. Unanimous for. Motion carried.
E. Ag Center Usage – additional space for the Fairgrounds – will increase budget – Sue said the cost would be $13/sq. ft. The Fairgrounds would have the front office where the Weed Dept. is now and Dennis’ office.
F. Community Meeting Committee No report – shall we combine this with a meeting regarding the new tower? Before Fair? This was tabled until the next Fair Board meeting.
G. CIP Plan Update – approve before sending to Foundation? Sue handed out updated Fairgrounds Renovation & Improvement Plan for the Fair Board to look over before the CIP request is made if any.
8. FOUNDATION UPDATE
A. Bob Diggs said that the Foundation was paying Ray Toledo for the building permit for the concession stand. Digging had already started at the site. Sue had received an email from Marcia Anderson regarding the concession stand donation. The projection for the cost of the concession stand facility is $270,000 plus $40,000 for the kitchen equipment.
9. COMMITTEE REPORTS
A. 2007 Fair – Sue Shockley said that she was working on getting 2 tabs done by the Bozeman Chronicle by June 3. We had 1500 premium books printed last year and distributed them. The Chronicle would do 17000 inserts with an overrun of 1500 for us to distribute. The tab would include the parking fee, pricing changes, and bus route and entertainment schedule. Sue talked about not doing the premium book with all of the articles. If we do a regular tab, requested by back page, the Fairgrounds cost would be $800-$1000 for 18500 copies compared to $1900 for 1500 copies of the premium book.
Sue said the office was behind on mailings because of the decisions the Fair Board needed to approve. Sue said most of the entertainment had been decided. There will be the reptile exhibit, Poppin & Penelope, the Fish Pond, Michael Mezmer, Wesley and Friends. PBR will be on Wednesday night. The Kahuna Boys will be on Friday night. The Young Guns Miniature Bull Riding and Mutton Bust’ in will be on Thursday night. The Working Ranch Horse and Ranch Horse Rodeo will be held on Saturday. The Colgate Country Showdown will be held on Saturday under the tent.
B. Freedom Days – Gone Away – Saturday, June 30, 2007 Bikes and Bulls will be at the Fairgrounds. This is not a Fairgrounds sponsored event this year.
C. Indoor Soccer/Event Center Committee Progress Report – no report – Need to schedule a meeting.
D. Contract Committee – need to set up meeting to discuss Pepsi/Coke contract – Meeting scheduled for May 8, 2007 at 12:00noon at the Mexican Fiesta Restaurant.
E. Bozeman Roundup – No Report
F. Policy/By Laws Committee – See Decision Items Set Meeting – Meeting was set for April 30, 2007 at 5:30PM at the Ag Center.
G. Parking Committee – How are we going to handle paid parking at the Fair? The Parking Committee needs to meet.
H. Security/Emergency Planning/First Aid/Alcohol Committee – Already discussed.
I. Volunteer Committee – Set up meeting.
J. Marketing Committee – Set up meeting. Sue Shockley will be doing fundraising since Harry Huntsinger is no longer under contract to do fundraising for the Fairgrounds.
K. WinterFest Committee – Absolute Final Numbers – will have report – Debbie Ehlert will email out the financials since they were not presented at the meeting.
10. CORRESPONDENCE – Sue passed around the Correspondence file for the Board members to review.
11. MANAGER’S REPORT – Sue handed out the Manager’s Report.
12. FINANCIAL REPORT – Jim Oberhofer made a motion to approve the financials as presented. Misty Radue seconded the motion. Unanimous for. None against. Motion carried.
13. DECISION ITEMS
A. Senior Center Parking Proposal – Sue received a copy of a letter from the Senior Center Advisory Board that was sent to the County Commissioners. The letter addressed the possibility of parking for the Senior Center at the Fairgrounds for certain events that are held at the Senior Center.
B. Open Lands Designation – No Report
C. ICE Facility Update – ICE is checking into the cost to insulate the Haynes Pavilion in order to be able to use the facility for a full season. ICE is looking to use the facility for a full 8 months. They are still raising money. They will possibly meeting with the Fair Board next month.
D. Taxes on Pea Cannery Property – Nothing new.
E. Draft Proposal for improvements to motor sports area – Nothing new. Blair Howze said the new contact person is Donny Maxwell 580-9998.
F. Capital Improvement Project progress report – Sue said the RV pedestals, light pole bollards are about done. Operations have been trying to get information from Northwestern Energy regarding a power box that is not big enough in order to hook up the overhead lights. Chuck Busta provided Sue with contact information that may help the process. Building #1 is almost done there still is the overhead door on the East end.
G. Personnel Update – Sue would like to attend the Festival and Event Management Workshop being held May 10-11, 2007 in Absarokee. The cost is $35 for 2 days plus motel rooms. Blair Howze made a motion to pay for Sue and whoever else wants to go to the meeting in Absarokee. Misty Radue seconded the motion. Unanimous for. None against. Motion carried.
H. Changes to Fairgrounds General Lease Agreement – tabled until after Policy Committee reviews – nothing
I. Other items not on agenda – discussion only - nothing
14. ANNOUNCEMENTS - none
15. AGENDA ITEMS FOR NEXT MONTH’S MEETING
16. ADJOURNMENT
Misty Radue made a motion to adjourn the meeting at 9:30PM. Jim Oberhofer seconded the motion. Unanimous for. None against. Motion carried.
Respectfully Submitted by:______________________________________
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