GALLATIN COUNTY FAIR BOARD
JUNE 19, 2007 MEETING MINUTES
(As approved on August 21, 2007 meeting)
FAIR BOARD MEMBERS PRESENT – Bob Brekke, Blair Howze, Dennis Farnham, Chris Budeski, Chuck Busta
STAFF – Sue Shockley, Debbie Ehlert – Secretary
COMMISSION – Joe Skinner
PUBLIC – Bob Diggs, Mike Harris, Lorna Simard, Ron Buzzard, Michael Costle, Sonja Berg
1. CALL TO ORDER – Chairperson Bob Brekke called the meeting to order at 6:30PM.
2. PUBLIC COMMENT – None
3. APPROVAL OF MINUTES May 15, 2007 – Dennis Farnham made a motion to approve the May 15, 2007 Meeting Minutes as presented. Chuck Busta seconded the motion. Unanimous for. None against. Motion carried.
4. GUEST PRESENTATIONS –
A. Ron Buzzard – Sales of novelty items at the Fair – knives and swords will need a decision – Ron Buzzard said that he had been coming to the Fair for several years and this year he was informed by the Fairgrounds that he would not be able to sell his knives over 4 inches long and his swords. He said he had knives for 2 to 12 inches long. He carries swords that range in price from $40 to $350. Ron said he does not sell to anyone under 18 year of age or older. His knives are in a glass case and his swords are out of reach. Chris Budeski said that the decision to restrict his sales was not made by the Fair Board. Sue Shockley thought it might have been the Security Committee. Chris Budeski said that Committees make recommendations
not policy. Chris Budeski said nothing had changed and there was no reason not to be able to sell his knives and swords. The Fair Board asked Ron Buzzard if there had been any issues in the past and he said no and Sue said she was not aware of anything. Blair Howze made the motion to not change policy until after the Fair Board approved the change. Dennis Farnham seconded the motion. Unanimous for. None against. Motion carried.
B. Open Lands Designation and Funding Decision – Mike Harris was coming back to the Fair Board to see if any decisions were made since the last meeting he attended. Mike explained that the Fairgrounds Foundation would have a certain level of approval as to what happened to the Fairgrounds property if the land had an Open Lands Designation. Joe Skinner wanted to know what the value would be and how was the value reached. Mike Harris said that the initial estimate was around $500,000. Chris Budeski, Bob Diggs, Chuck Busta, Sue Shockley and Lorna Simard were going to form a committee to gather more information to bring back a recommendation to the Fair Board.
C. Boy Scouts – rep. to discuss parking for the Fair. They will do it – we will need to figure out how and then provide training. Mike Costle said that he already had four Boy Scout troops to help and he was working on more. He said they had 600 Boy Scouts and 400 Adults in their organization. He said that their policy was for each Boy Scout there would be two adults. They were planning on having more people during the peak hours. They were planning on marking parking spots. The Fair Board told him that there would only be one gate, Oak gate would only be used for 4-H, Exhibitors and contestants. Mike Costle wanted to schedule training by the end of June sometime after June 26. Sue Shockley said she would set it up. Sue thought the Gallatin
Empire Club could help mark the spots since they had done that in the past. A final decision would be made later tonight.
D. Rental donation or discount request from the Cody Dieruf Foundation for a Fund Raiser to be held Sept 22, 2007. Will need a decision. Ginny Dieruf said the Fund Raiser was to raise money for families with children that had Cystic Fibrosis. Her daughter died from the disease. Ginny said they would take the building for the event even if it was not discounted. They were going to have a ticketed event that might include a car show. Chris Budeski said that a discounted rate would be considered later.
E. Gallatin Ice Foundation Project Update – Will need a decision on whether or not they may insulate the Haynes – is approximately a $200,000 project and they have most of the funds available to do it. The ICE Foundation wants to be able to insulate the ceiling and have permanent sidewalls. The building will have radiant heat and an exhaust system. They will be putting tin over the insulation. Mike Hope said that they would like to get into the Haynes Pavilion one month earlier, September 15, 2007. Sue Shockley told him that there were events scheduled the end of September. Mike Hope said he had already spoken with the concert promoter and the promoter did not think that it would be a problem. Sue said the Dog Show was scheduled and would not
be cancelled because they had a contract and the Dog Show was scheduled for September 18-20, 2007. Mike Hope wanted to have a meeting with the Dog Show group and Sue Shockley to discuss having it inside the Haynes after the ice is made on September 15, 2007. Mike asked if the Dog Show could have their event somewhere else. Sue said no. Debbie Ehlert said the event generated around $6500 for the Fairgrounds with this event. Bob Brekke said if Ice took possession of the Haynes early they may have to come up with cash to compensate for lost revenue. The Ice Foundation does not pay rent to the Fairgrounds. Their rent is applied to a credit they have for building the building. This is $51000 for the year. Blair Howze made a motion to amend the lease agreement to start September 15, 2007 if the Dog Show and the Concert Promoter do not protest the change and this agreement is contingent on this if the date change interferes with any events the agreement is null and void. There may be a
charge for one month of a cash payment equal to 1/12th of the annual lease. Discussion. The motion was amended to include ICE to pay cash of ½ of $8500 and ½ to be applied to pay down the existing credit. There will be an additional separate one-month contract. Motion seconded by Chris Budeski. Unanimous for. None against. Motion carried.
Chuck Busta made a motion to allow the Ice Foundation the go ahead with the insulation of the building as long as it does not interfere with any events held in the Haynes Pavilion. Dennis Farnham amended the motion to include the approval of spray insulation if any other insulation is used ICE would have to come back to the Fair Board for approval. Chris Budeski seconded the amended motion. Unanimous for. None against. Motion carried.
Mike Hope said ICE would like to add a sidewalk to the South Side of the Haynes to help cut down on the mud. The Fair Board said they would discuss this at the August Fair Board meeting. Mike Hope also wanted to know how the Fairgrounds would recognize the additional $250,000 in improvements to the Haynes Pavilion.
5. COUNTY COMMISSION UPDATE – Commissioner Joe Skinner said that the budget was completed. The Fairgrounds would receive the same amount of money as it did last year with no inflated amounts.
6. DECISION ITEMS
A. Pricing Committee recommendations – Blair Howze made a motion to raise the volunteer credit to $9.50/hour. Chris Budeski seconded the motion. Unanimous for. None against. Motion carried. Chris Budeski made a motion to deny political groups a reduction in their rent at the Fairgrounds. Blair Howze seconded the motion. Unanimous for. None against. Motion carried. Chuck Busta made a motion to leave the 3% irate increase in place for this coming year. Blair Howze seconded the motion. Unanimous for. None against. Motion carried.
B. Security Committee recommendations – Blair Howze made a motion to accept the Security Committee recommendations. Chuck Busta seconded the motion. Unanimous for. None against. Motion carried. Bob Brekke said he would call about First Aid.
C. Parking Committee Recommendations – The Parking Committee recommended that Black Street be an Entrance and Bozeman Street be Exit Only. Charge $1 for parking. Parking passes for 4-H. Oak Street be Exhibitors, vendors, 4-H and contestants entrance only. Blair Howze made a motion to approve the Parking Committee recommendations in mass. Chris Budeski seconded the motion. Unanimous for. None against. Motion carried.
D. Long Range Plan Presentation and action on next step – Tim Stefan presented the plan for the Fairgrounds. The Fair Board wanted to have the design plan at the fair at the Foundation Booth. The Fair Board needs to sign off on the plan. Sue said that they would have to get public approval and opinions. Blair Howze made a motion to accept the plan with the knowledge that it is a changeable artifact. Dennis Farnham seconded the motion. Question. Unanimous for. None against. Motion carried.
7. FOUNDATION UPDATE
A. July 11, 2007 at 6:30AM at the Holiday Inn is the next Foundation meeting.
8. COMMITTEE REPORTS
A. 2007 Fair – Sue Shockley said the Fair Sponsorships were not going well. Entertainment is lined up. The Fair schedule was going to print on Thursday before Fair. Sue said the PBR contract was not being followed. They were not including advertising about the Fair.
B. Indoor Soccer/Event Center Committee Progress Report – no report – Need to schedule a meeting.
C. Contract Committee – need to set up meeting
D. Bozeman Roundup – There is a meeting scheduled for June 20. Sue said she was getting contracts out.
E. Policy/By Laws Committee – Need to Schedule a meeting in August.
F. Parking Committee – Met on Monday, June 18 see recommendations above.
G. Security/Emergency Planning/First Aid/Alcohol Committee – see recommendations in decision items.
H. Volunteer Committee – Set up meeting.
I. Marketing Committee – Set up meeting.
J. WinterFest Committee – Absolute Final Numbers – will have report
9. CORRESPONDENCE – Nothing
10. MANAGER’S REPORT – Sue Shockley said she hired two new people. Randy is going to be our summer help. Sue said that the openings in the announcers stand are done.
11. FINANCIAL REPORT – Blair Howze made a motion to approve April’s Financial Report as presented. Chris Budeski seconded the motion. Unanimous for. None against. Motion carried. Chris Budeski made a motion to approve May’s Financial Report as presented. Unanimous for. None against. Motion carried.
12. DISCUSSION ITEMS
A. Open Lands Designation – No Report
B. Baseball Contract – No Report
C. Draft Proposal for improvements to motor sports area – No Report
D. Capital Improvement Project progress report – Midway light are installed and the old light will be coming down.
E. Personnel Update – Sue Shockley said she hired two new people. Randy is going to be our summer help.
F. Changes to Fairgrounds General Lease Agreement – tabled until after Policy Committee reviews – nothing
G. Other items not on agenda – discussion only - nothing
13. ANNOUNCEMENTS - none
14. AGENDA ITEMS FOR NEXT MONTH’S MEETING
15. ADJOURNMENT
Blair Howze made a motion to adjourn the meeting at 9:43PM. Chuck Busta seconded the motion. Unanimous for. None against. Motion carried.
Respectfully Submitted by:______________________________________
| 
