GALLATIN COUNTY FAIR BOARD
December 11, 2007 MEETING MINUTES
(as approved on January 15, 2007 meeting)
FAIR BOARD MEMBERS PRESENT – Bob Brekke, Chris Budeski, Blair Howze, Dennis Farnham, Jim Oberhofer, Chuck Busta and Misty Radue.
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 6:32PM.
2. PUBLIC COMMENT – None
3. APPROVAL OF MINUTES September 18, 2007 – Chris Budeski made a motion to approve the October 16, 2007 Meeting Minutes as presented. Misty Radue seconded the motion. Unanimous for. None against. Motion carried.
4. GUEST PRESENTATIONS – None
5. COUNTY COMMISSION UPDATE – Commissioner Joe Skinner said that the Road Department should be moved to their new location in June and the Fairgrounds should be able to take possession of the property at that time.
6. DECISION ITEMS-
A. Decide if the Chairman of the Board will be available to come in and approve claims in the Manager’s absence or approve Debbie Holwegner as an additional “Approver”. The Fair Board discussed this and decided not to approve Debbie Holwegner as an additional approver for claims. Bob Brekke said that in Sue’s absence he would do the approving if necessary.
B. Review and Approve recommendations from Alcohol Policy Committee – Jim Oberhofer said it would not hurt to approve the Alcohol Policy Committee’s recommendations pending the County Attorney’s opinion.
1. First and foremost we need to put the burden of the events on the shoulders of those promoting and producing the event. We shouldn’t have to take so much of the responsibility.
2. Security would be required for any public event serving alcohol. This would mean private parties would not require security. The number of security people would depend on the type of event, the location and whether or not there are other events going on at the same time. We would meet with All Secure, Rocky Mountain and Crowd Management Services (CMS) and ask them for their recommendations on numbers of security people needed for events. It may be best if we hire the security so they are answerable to us. I have contacted our insurance company and also the County Attorney’s office to check whether our liability would be greater if we actually hire the security rather then the
event organizer hiring security. If there is no more liability we may even do an RFP for security services. We could pass the cost of security along to the producer and would require a deposit in an amount that would cover the security costs plus our damage deposit. If the event organizer hires security, we need to give them written regulations on what that security would be required to do.
3. The ideal situation would be to have two officers in uniform at some of the larger alcohol events. This doesn’t seem to be a possibility since neither the City nor the County has an abundance of officers willing to do anymore overtime. I’m guessing they get enough overtime when doing their own jobs.
4. We establish the requirements for security – what and where security will be and what is expected of them. This may also mean security to check ID’s. If this is the case that cost may be passed on to the Alcohol provider.
5. For most events there would be a designated “beer garden” with only those 21 and older allowed to enter. No alcohol will leave the beer garden.
6. The Alcohol vendors would be allowed to only serve one drink at a time to the purchaser.
7. Security will be placed at the entrances and no one will be allowed to bring any kind of beverages or food into these events and no one will take alcoholic beverages out.
8. For some events there will be a “no leave” policy. Once people enter they will not be allowed to leave. At many of our concerts and dances people (especially those under drinking age) leave the event – go to their vehicles and drink or do drugs and then re-enter the event. This should be an issue for the vendor providing alcohol at the event and is definitely an issue for the producer and for the Fairgrounds.
9. We need to provide a zero tolerance atmosphere about under-age drinking and drinking on the Fairgrounds except in designated beer garden areas. I think this can only be done by putting the burden on the producers – financially and if they don’t comply they will need to find another place for their events.
The Alcohol Policy Committee recommended putting the responsibility of Alcohol on the promoter of the event. Sue Shockley has the authority to hire security. Security people should be licensed and trained. Try to relieve the burden of liability issues from the Fairgrounds. Have an annual meeting with all of the Security Firms in order to set the rules by which they need to operate while on the Fairgrounds for events. Jim Oberhofer said we need to look at the track record of any new Security Firms in Gallatin County before allowing them to handle events. The Fairgrounds need to have a Beer Garden at the Outdoor Arena and the Indoor Arena and no alcohol leaves the Beer Garden. This would give the Fairgrounds a better way of handling alcohol coming in from outside. The Fairgrounds may need to adopt a no leave policy for dances and concerts. The
Fairgrounds may need to adopt a zero tolerance policy for alcohol on the Fairgrounds. For Alcohol vendors that do not follow the rules set forth by the Fair Board they will be issued one warning. The second time they will not be allowed to serve alcohol at the Fairgrounds unless they come back to the Fair Board. Chris Budeski made a motion to accept the proposed Alcohol & Security Policies after the County Attorney views and approves them and the change in #9 being split into #9 and #10 is made. Misty Radue seconded the motion. Unanimous for. None against. Motion carried.
C. Review and approve CIP plan for submittal to CIP Committee. Will email prior to meeting so Board may review. This must be submitted to the committee no later that 5pm. Dec 14. If we need to make changes we will need to make those decisions at this meeting: The Fair Board reviewed the CIP requests. The addition to the exhibit buildings for indoor restrooms and new entrance to the buildings was listed as number one due to the health and safety concerns. The cost on the Capital Improvements Submittal Report for 2007-2008 was corrected to $475,000 not $400,00 for the addition to the exhibit buildings for indoor restrooms and new entrance to the buildings. Any Capital Improvement Project needs to be approved by the Capital Improvement Project
Committee. Jim Oberhofer made a motion to approve the Capital Improvements submittal. Chuck Busta seconded the motion. Unanimous for. None against. Motion carried.
D. Review and approve Open Lands Grant Application – will email out in advance so the Board has a chance to review prior to meeting. The estimated value of project was $7,000,000 on Page 1 and on Page 12 the estimated value of project was $30,000,000. The Leverage percentage was the same. Sue Shockley said she would look that over. The Fair Board needs to approve the Gallatin County Open Space Grant Application prior to it being submitted to the Open Lands Committee. Chris Budeski thought this would be good for recreation and saving public land. Joe Skinner thought that it would be good for the Fairgrounds and the easement would protect the land from development. The easement stays with the land and can not be transferred if the Fairgrounds moves.
The Fairgrounds was asking for $500,000. BAHA would get $300,000 and the Fairgrounds would get $200,000. The Fair Board wanted to review this and get back together at a special meeting to decide.
7. FOUNDATION UPDATE – Bob Diggs said that the Foundation still does not have a Certificate of Occupancy for the Concession Stand. There needs to be movable toilet seats and the cost would be round $2200, door closures cost $600, rain gutters, no cost yet, four 5’ x 5’ concrete ramps, no cost yet. The City inspectors have been to the Concession Stand three times and the to-do list keeps getting added to. The Foundation is about out of money and the concession stand is not done yet. Bob Diggs was trying to get a hold of Jim Laird at J&V regarding the range and hood.
Bob Diggs wanted to invite the Fair Board members to the annual Foundation dinner on Tuesday, January 22, 2008 at 6:00PM to 8:00PM at the Holiday Inn. Tim Kuhlman at the Holiday Inn was donating the room and Andy Leep was donating the meat and vegetables.
8. COMMITTEE REPORTS
A. 2008 Fair – Sue Shockley said the 2008 Fair was in line and we will continue planning after Wild West WinterFest 2008.
B. Long Range Plan Committee– Sue Shockley said there was a good turnout at the last Public Meeting held at the Fairgrounds. She thought more attended the second meeting that the first meeting. Sue said herself and Tim Stefan had been presenting the plan to different groups, including the Bozeman Chamber Board and MSU.
C. Contract Committee – Need to schedule a meeting to review Fairgrounds contracts and lease agreements, Sue needs to finish working on contract for Pepsi and Coke, Baseball and BAHA contracts so that the committee can review and make recommendations: Sue Shockley said she needed to finish working on the contract for Coke and Pepsi. Sue said she had met with Catering people to discuss having to serve both products. The caterers did not believe that it would be cost effective to have to serve both products. Sue said we may need to break the events into bits and pieces and divide the events between the different beverages or alternate every other year.
Dennis Farnham requested that a letter be sent to Baseball since Sue said that she had not heard back from the Baseball reps since she had to cancel the meeting they did have set up. Dennis wanted the letter to state that either the contract needed to be signed or there would be consequences. Sue Shockley is supposed to contact Dick Hart and Ron Edwards and schedule a meeting before the end of the year. Regarding parking lot issues, Sue said the Fairgrounds may have to lock the gates and parking will only be allowed in the main lot for any event.
D. Bozeman Roundup – In the future this will be included in the Manager’s Report.
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. Dennis Farnham was going onto the committee and Blair Howze was going off the committee. Need to set up a meeting.
F. Parking Committee – Dennis Farnham will be meeting with the Boy Scouts. Dennis Farnham, Jennifer Blossom and Tanya Arrington will be meeting with the Boy Scouts next month to discuss $1/car. Dennis asked if it would be possible to get the Streamline Bus Line to run to the Fairgrounds during Fair. Chris Budeski said they already stop across the street at the Senior Center.
G. Security/Emergency Planning/First Aid/Alcohol Committee – Already discussed. Dennis Farnham would send out a letter after January 1, 2008 for First Aid.
H. Volunteer Committee – Nothing-In the future this will be included in the Manager’s Report.
I. Marketing Committee – Nothing-In the future this will be included in the Manager’s Report.
J. WinterFest Committee – Sue gave a brief schedule of events for WinterFest. In the future this will be included in the Manager’s Report.
K. Open Lands Committee – Already discussed.
9. CORRESPONDENCE – Nothing.
10. MANAGER’S REPORT – The written report is made a part of these minutes. Sue Shockley mentioned that the Fire Department came to the Fairgrounds to go through the buildings to determine occupancy. There were a few issues, doors lacking panic bars, no lighted exit signs in some buildings. The Fire Department condemned the People Barn. Not enough exits, wood chips on floor, wood stove for heat. It can not be used for an assembly building. The People Barn may be used for a temporary barn for poultry and rabbits.
Sue Shockley said that they have been interviewing for the Sponsorship position and that the interview committee had narrowed it down to two applicants. Second interviews have been scheduled for Wednesday and Thursday this week.
Sue Shockley said she needed to set up a meeting with Craig Danenhauer and BAHA to go over the list of items she has to discuss with them.
11. FINANCIAL REPORT – Must approve financial report – Blair Howze made a motion to approve the October 2007 Monthly Expenses as presented. Chuck Busta seconded the motion. Unanimous for. None against. Motion carried.
12. DISCUSSION ITEMS
A. 2007 Rocky Mountain Association of Fairs Meeting – Nothing.
B. Discussion on planning some time for strategic planning for the Board. To include Board development, review of By-Laws, Roles of the Board, development of a process to help the Board make group decisions and eliminate some of the committee meetings. Where are we going and how are we going to get there? What should the interaction be between Foundation and Fair Board? How will the new facilities be managed and maintained and will need to change the way the three land leases are handled. How are meetings conducted and what needs Board discussion and what issues just need Manager Reports (maybe written)? These are all items that need to be discussed – some of these items will affect the business plan.
C. EOC/SAR Building Tower Update – The tower is up and no complaints.
D. Gallatin Ice Foundation Project Update-Dennis Farnham said the Gallatin Ice Foundation has received its 501C3 status. They are working on a conflict of interest policy. The Gallatin Ice Foundation is looking to hire a fundraiser.
E. Fairgrounds Business Plan – update on progress – Sue Shockley said that Don Pisarcik had been sick. Sarah is working on the marketing plan and may have students update the feasibility study. Sue Shockley said she needed to work on her part of the Business Plan as well.
F. XL Country/Fairgrounds Joint venture Barn Dances-Sue Shockley said she agreed to the venture. The Fairgrounds will allow the barn dances at no rental charge in exchange for advertising. The commission off of concessions and alcohol will go to the Fairgrounds.
G. RFP for Storm Water Management Plan-have the beginning of an RFP-we can do this if we receive the Open Lands Grant. Tim Stefan did a draft but there needs to be a master plan for the Fairgrounds first. There needs to be a quality survey done. The RFP needs a total survey done. Utilities need to be sized and located. The cost would be around $50,000.
H. Capital Improvement Project progress report – Already discussed.
I. Changes to Fairgrounds General Lease Agreement – Tabled until after Policy Committee reviews.
J. Review and Approve RFP for Alcohol Provider – Sue Shockley said she does not have the RFP completed yet.
K. Baseball Contract-Need to set up meeting again with Baseball-Sue will do this right after the Holidays- Sue Shockley is supposed to contact Dick Hart and Ron Edwards and schedule a meeting before the end of the year.
L. Other items not on agenda – discussion only – Sue Shockley said the Fairgrounds needed to have a curb stop repaired. Ray Toledo had been digging up broken water lines and repairing them by the barns. Sue said that there still seems to be a water leak on the line going to the concession stand. This is the water line that Duneman Construction did. They need to come back and fix it. Sue needs to contact Keith Duneman. Sue said she would do that.
13. ANNOUNCEMENTS – Blair Howze is leaving the Fair Board after 6 years since his term is up. Sue Shockley said she would check on the Board members that are reapplying for their positions that are up.
14. AGENDA ITEMS FOR NEXT MONTH’S MEETING
A. Jim Oberhofer wanted toy guns and real knives on next month’s agenda. Sue Shockley said she had already sent a letter to Ron Buzzard regarding this. Jim Oberhofer said that there was another vendor that was selling these as well. The Fair Board may have to consider written policy regarding toy guns and real knives.
15. SET NEXT MEETING DATE- January 15, 2008
16. ADJOURNMENT
Jim Oberhofer made a motion to adjourn the meeting at 8:56PM. Misty Radue seconded the motion. Unanimous for. None against. Motion carried.
Respectfully Submitted
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