GALLATIN COUNTY FAIR BOARD
October 16, 2007 MEETING MINUTES
(as approved on December 11, 2007 meeting)
FAIR BOARD MEMBERS PRESENT – Bob Brekke, Chris Budeski, Blair Howze, Dennis Farnham, Jim Oberhofer and Chuck Busta
STAFF – Sue Shockley, Debbie Ehlert – Secretary
COMMISSION – Joe Skinner
PUBLIC – Sonja Berg
1. CALL TO ORDER – Chairperson Bob Brekke called the meeting to order at 6:38PM.
2. PUBLIC COMMENT – Sonja Berg wanted to inform the Fair Board that at the last 4-H Un-limited meeting there were
rumors that they were promised by Sue Shockley that a new rabbit/poultry barn would be done by next year’s fair. Sue said she promised no one that. Sue said she met with the pig, poultry, rabbit and sheep people before the 2007 Fair and they were concerned about space and suggested that maybe 4-H could build another barn for just poultry and rabbits. Sonja asked it the Fairgrounds would allow any more permanent buildings in the area of the Sales Pavilion. The Sales Pavilion would have to be moved first and that was an expensive project. Troy Doral looked at moving the Sales Pavilion but there would need to be permanent place for it to go to. 4-H needs to bring in the design and prove funding before this project could move forward.
3. APPROVAL OF MINUTES September 18, 2007 – Jim Oberhofer made a motion to approve the September 18, 2007 Meeting Minutes as presented. Dennis Farnham seconded the motion. Question. Sue Shockley wanted the following items added to the minutes and corrections made. Sue wanted added regarding the form that Brett Cline said he had for reconciling his events, this was omitted from the minutes. Sue Shockley wanted added to Baseball Contract – have it back from Co. Attorney’s office with minor changes. Is it ready to go back to Bozeman Baseball – Chris Gray suggests meeting with Baseball before making any changes. Sue will set up. Under the BAHA one-month contract Sue wanted corrected that the equipment donated by Martels actually belongs to GIF not BAHA. Sue also wanted clarification on what the clean up was. Sue also wanted listed whom the Fair Board member was that voted against the motion for the one-month contract for BAHA. Sue want added to the Site Plan Progress - A
presentation for the NENA Annual meeting is scheduled for Sept. 25 at 7:00PM. Sue wanted clarification on the Foundation Report stating: replace the wooden wall studs behind where the stove is going with metal studs. The total cost will be about $321,000. Sue wanted under 2007 Fair: Jim Oberhofer addressed the sale of plastic guns and knives (not plastic) during the 2007 Fair and “the Boy Scouts did a good job parking vehicles in the lot”. Sue wanted Security removed from First Aid/Security and she wanted clarification on who was looking for getting a golf cart or a 4 wheeler with a stretcher attached to use. Sue wanted added need to schedule a meeting with baseball for the contract and with BAHA to extend theirs. Sue wanted Tim Stephan, Mike Hope and Mike Harris added to the people working on the draft proposal with Bob Diggs. Sue wanted added to the minutes Will present to Fair Board either at Nov. or Dec. meeting and turn in to the Open Lands Board in January. Sue wanted added
to the Manager’s Report-The written report is made a part of these minutes. Sue wanted added to Changes to Fairgrounds General Lease Agreement-Really can’t make changes until we have our policies and pricing in place. Once changes are made, the Lease Agreement will be sent to the County Attorney’s Office for review. Sue wanted to correct, “Move the November WinterFest –change to Fair Board- meeting to November 13 2007”. Jim Oberhofer withdrew his previous motion. Blair Howze made a motion to approve the minutes as amended. Chuck Busta seconded the motion. Unanimous for. None against. Motion carried.
4. GUEST PRESENTATIONS –
A. Bob Diggs made a presentation on Fund Raising Principles for Charitable Organizations to the Fair Board. Bob Diggs has conducted three Capital Campaign Fund Raising efforts. Bob Diggs spoke on four categories of fundraising and provided a hand out. Bob Diggs asked the Fair Board members for a list of fifteen people each that the Foundation could send out letters to asking for a $50-$100 donation. Sue Shockley asked if the donation would be considered a membership and would they get invoiced each year. Bob said that would have to be taken under advisement. Bob said to not expect the full time campaign leader to go out into the field. There may be a Campaign Chairperson for hotels and other individual business groups. The steering committee would have
to meet once a week and it would be a serious commitment. Sue asked Bob Diggs if he had presented this to the Foundation yet. Bob said no. Sue asked if the Foundation was planning to hire someone for the Foundation to fund raise. Bob Diggs said they are not going to renew Harry Huntsinger’s contract after October 15, 2007. Bob Diggs said the Foundation needs to get with the ICE people to fund raise. Sue said ICE had someone involved that has Capital Campaign experience. Bob said the Concession stand was about done. They will have a refurbished range and range hood. One of the bathroom stall dividers was bent and one post was wrong and Ray Toledo was waiting on those to come in. October 31, 2007 was the deadline date of the Electrical and Gas to be installed.
5. COUNTY COMMISSION UPDATE – Joe Skinner said that there was nothing new to report at this time.
6. DECISION ITEMS-
A. Manager would like to advertise a Request for Proposals for an alcohol vendor for the Fairgrounds. We need to have someone who will be responsible for serving alcohol for all Fairgrounds events that offer alcohol, whether free or sold. It may be possible that two caterers could share the responsibility, but we need to get it done and get it done now. Manager can work with the county Attorney’s office to get the RFP written - Sue Shockley said that she would get an RFP sent out to alcohol vendors and in the paper. Sue said that we should have 1-2 vendors with a one-year contract. Alcohol vendors would be approved after submitting a proposal for providing alcohol for events held at the Fairgrounds. Greg Jackson with MACO explained the
County’s insurance coverage to Sue regarding Alcohol. The Fairgrounds may need to have an exception for the Fair. This may cut out local non-profit organizations. The Fair Board members said the Fairgrounds would need a well-advertised RFP. Sue said the Fairgrounds need someone that is willing to do it right with alcohol. Bob Brekke said the Fair Board might need to make an exception for Fair and WinterFest for Alcohol. The Fairgrounds may provide the alcohol. Dennis Farnham made a motion that the Fairgrounds advertise for an RFP for an Alcohol vendor at the Fairgrounds to provide service except during Fair and WinterFest and interview applicants and take the best one. Chris Budeski seconded the motion. Unanimous for. None opposed. Motion carried. Dennis Farnham made a motion to amend the motion to include that accepted Vendors will have an exclusive to serve Alcohol on the Fairgrounds except during signature events. Chris Budeski seconded the motion. Unanimous
for. None against. Motion carried.
Break 7:50PM to 7:55PM
B. JJ with the Sheriff’s Department wanted to talk to the Fair Board about the possibility of putting in a heliport by the SAR building. JJ said the Heliport Pad would be about 50 ft by 50 ft. Joe Skinner and Chris Budeski suggested using millings. The area would need to be roped off. The Fair Board told the SAR to go ahead and move forward.
C. Proposal from Sue Shockley that she be allowed to work four 10-hour days per week. Would like to take Mondays off beginning Oct 29– Blair Howze made a motion that Sue be allowed to work a 4-10 hour day schedule on a trial basis to be reviewed after 6 months by the Fair Board and Sue Shockley will provide at least one month’s schedule in advance to the Fair Board. Chris Budeski seconded the motion. Unanimous for. None against. Motion carried. Sue said her first day would be October 29th.
D. Renaming the Ag Center – Jim Oberhofer said the Ag Center name should be changed since the Ag folks are not at the Ag Center anymore. Jim Oberhofer suggested changing the name. Jim Oberhofer made a motion to change the name of the Ag Center to the Fairgrounds Office. Blair Howze seconded the motion. Unanimous for. None against. Motion carried.
E. Shall we offer contract to Boy Scouts to Park cars at the Fair. Parking fees would be $2/day with day passes given when the car enters. All Fair Parking Passes will be $5. If the scouts had enough people we could have VIP parking that would be a special locations and we could sell passes for that area in advance for maybe $25. Dennis Farnham thought that parking was still at $1 per car. Sue Shockley said the Boy Scouts did not want to do it unless we charged more. Dennis wanted to set up another meeting with the Boy Scouts.
F. Baseball Contract – Chris Gray feels we need to meet with the Baseball people before sending the contract back for revisions and stronger language. Sue will set up a meeting with them A.S.A.P. Shall just the Contract Committee meet with them? Sue Shockley said she would set up a meeting with Baseball and the Contract Committee. Bob Brekke and Blair Howze may attend.
G. BAHA Contract – spring extension. They have asked to extend until at least May 1 – better yet June 1 if the ice can be held which they won’t know until that time. What would the Board like to do? We have some requests to use the Haynes in April. Chris Budeski made a motion to allow BAHA in the Haynes until June 1, 2007 and pay for the additional 1-½ months for just this year. Chuck Busta seconded the motion. Bob Brekke, Chris Budeski, Dennis Farnham, Jim Oberhofer and Chuck Busta were for the motion. Blair Howze against. Motion carried.
H. Pricing Committee Recommendations –
1) Ticketed Event Pricing
a) Would be applied to those events that have advanced ticket sales – such as concerts.
b) Would not apply to events charging admission such as the Gun Show, Holiday Festival of Arts, Club Boxing
c) Ticketed event charges would be based on attendance/tickets sold
i) 1-500 - the normal day price for the facility used
ii) 501-1000 – 2 times the normal day rate
iii) 1001 and over – 3 times the normal day rate
Chris Budeski made a motion to approve the Ticketed Event Pricing as presented. Chuck Busta seconded the motion. Unanimous for. None against. Motion carried.
2) Hourly Rates
a) Do away with hourly rates in exhibit buildings – use half-day rate that would be equal ½ the current day rate.
b) There would still be hourly rates for the Outdoor and Indoor Arenas but the recommendation. We will not work the arena unless the users specifically ask to have it worked and then the charge would be the $40 dollars for the working prior to the riders coming in. If heat is requested that would be an additional $10/
c) Fees for Open Riding would be increased to $7/hour per rider (+1.00) and Open Riding times would be limited to several specific times during the week, not whenever anyone wants to ride. The arena would not be worked for the open riders unless specifically requested it and then there would be the $40 charge for equipment and operator.
Chris Budeski made a motion to approve the Hourly Rates Pricing as presented. Chuck Busta seconded the motion. Unanimous for. None against. Motion carried.
3) Improvement Fees –recommended an Improvement fee equal to 3% of the total rental fee. This would apply to all rentals including RV and Open Riding. The Open Riding and RV charges will come out of the regular rates so that there are no odd cents to be contended with. It was not decided whether the 3% on RV charges would be figured before or after Accommodations taxes are taken out. This would be placed in a 905 account and could not be spent in the year it is received.
Chris Budeski made a motion to approve the Improvement Fees Pricing as presented. Chuck Busta seconded the motion. Unanimous for. None against. Motion carried.
4) The Pricing Committee recommended an additional 7% increase effective July 1, 2007 on all rental rates.
Chris Budeski made a motion to approve the additional 7% increase effective July 1, 2007 on all rental rates. Chuck Busta seconded the motion. Unanimous for. None against. Motion carried.
5) The Pricing Committee approved the WinterFest Committee recommendations to charge a $4 Day Pass and $7 for a three-Day Pass for the 2008 WinterFest.
Chris Budeski made a motion to approve the Pricing Committee recommendation to approve the WinterFest Committee recommendations to charge a $4 Day Pass and $7 for a three-Day Pass for the 2008 WinterFest. Chuck Busta seconded the motion. Unanimous for. None against. Motion carried.
I. Interim Alcohol Policies – presented by manager – Sue Shockley - the next meeting will be October 25 at 6:30AM for the Alcohol Policy Committee at the Holiday Inn. Sue said Guy Jackson said the Event Coordinator need to be in charge of the security. Sue said she would set up a meeting with CMS, All Secure and Rocky Mountain Security to go over what the Fairgrounds expects.
7. FOUNDATION UPDATE – Already discussed
8. COMMITTEE REPORTS
A. 2007 Fair – Sue Shockley said it is coming together.
B. Indoor Soccer/Event Center Committee Progress Report – This committee has really turned into the Long Range Plan Committee and they haven’t met recently, but will be meeting soon to discuss some additions to the plan.
C. Contract Committee – Need to schedule a meeting with Baseball for their contract and with BAHA to extend theirs. Wait until Baseball and Committee meeting.
D. Bozeman Roundup – Need to schedule a meeting. No meeting scheduled until November.
E. Policy/By Laws Committee –Waiting for Alcohol/Security/First Aid Committee to meet and come up with recommendation to include in Policy Manual so that they can be included in the policy manual. After meeting.
F. Parking Committee – Dennis Farnham wants to set up another meeting with the Boy Scouts.
G. Security/Emergency Planning/First Aid/Alcohol Committee - Need to set up meeting ASAP.
H. Volunteer Committee – Meeting was held on October 2, 2007 at 2:00PM at the Ag Center with Kelly Ziebarth and the Volunteer Committee. Kelly suggested hiring a volunteer coordinator. Volunteers need to be trained and followed up with when they are working and thanked for their time.
I. Marketing Committee – set up meeting. Holding off until new position is hired.
J. WinterFest Committee – We are changing the way things are done – eliminating so many meetings. Sue Shockley said we are having an Ice Bog and Herbie Derby. We will not be charging for Parking. We have smaller committees.
9. CORRESPONDENCE – Nothing.
10. MANAGER’S REPORT – The written report is made a part of these minutes.
11. FINANCIAL REPORT – Must approve financial report –Chris Budeski made a motion to approve the September 2007 Monthly Expenses as presented. Blair Howze seconded the motion. Unanimous for. None against. Motion carried.
12. DISCUSSION ITEMS
A. 2007 Rocky Mountain Association of Fairs Meeting – We will be leaving on Wed. Nov. 7 about 2pm and will return on Sun. Nov. 11 at about noon. Attending will be Debbie Holwegner, Linda Blomback, Todd Suedel, Keanan Ritchey, Bob & Kathy Brekke, Sue Shockley. Are there any questions you would like answered? Sue is doing up a little survey form she plans to hand out to Fairgrounds Managers while at convention.
B. EOC/SAR Building Tower Update – Nothing new
C. Gallatin Ice Foundation Project Update- There are new board members for BAHA and GIF.
D. Fairgrounds Business Plan – update on progress – Sue Shockley said that we have the name and phone number of who has the disk for the Foundation that was being worked on. Sue said we need to contact the two people. Sue said she would contact them. Sue said she has tried to set up a meeting with Don Pisarcik and Sarah. Working on the Narrative parts of the Business Plan. This is a hard project but it will be a good plan.
E. Capital Improvement Project progress report – Sue Shockley said she might write a letter to the Auto Dealerships in the Bozeman area and ask for a used ¾ ton pickup, 2wd or 4wd to use.
F. Changes to Fairgrounds General Lease Agreement – We need to get policy done.
G. Other items not on agenda – discussion only – Nothing
13. ANNOUNCEMENTS - none
14. AGENDA ITEMS FOR NEXT MONTH’S MEETING
15. SET NEXT MEETING DATE
16. ADJOURNMENT
Meeting was adjourned at 9:25PM.
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