GALLATIN COUNTY FAIR BOARD
January 29, 2008 MEETING MINUTES
(as approved on March 18, 2008 meeting)
FAIR BOARD MEMBERS PRESENT – Bob Brekke, Chris Budeski, Blair Howze, Dennis Farnham, Jim Oberhofer and Misty Radue.
STAFF – Sue Shockley, Debbie Ehlert – Secretary
COMMISSION - None
PUBLIC – Al Lien, Bob Diggs, Linda Warner
1. CALL TO ORDER – Chairperson Bob Brekke called the meeting to order at 6:34PM.
2. PUBLIC COMMENT - None
3. APPROVAL OF MINUTES DEC 11, 2007 – Dennis Farnham made a motion to approve the minutes of December 11, 2007 as presented. Misty Radue seconded the motion. Unanimous for. None against. Motion carried.
4. GUEST PRESENTATIONS – Introduction of Fair Board member applicants – Linda Warner introduced herself to the Fair Board and told them she felt that she may be a good choice for the Fair Board because of her involvement with ICE, Baseball and various other groups.
5. COUNTY COMMISSION UPDATE – None
6. 2007 Recap and 2008 Update - None
7. DECISION ITEMS –
A. Election of Officers – Chairperson and Vice Chairperson – Bob Brekke asked for nominations for Chairman and Vice-Chairman. Jim Oberhofer made a motion to appoint Bob Brekke as Chairman. Nominations closed. Misty Radue seconded the motion. Unanimous for. None against. Motion carried. Misty Radue made a motion to appoint Chris Budeski as Vice-Chairman. Nominations closed. Dennis Farnham seconded the motion. Unanimous for. None against. Motion carried.
B. Committee Assignments - Postponed until the final Fair Board Position is filled.
C. Review and Approve recommendations from Pricing Committee –
1. Ticketed/Large Events Rates –
a. These charges would only apply to events charging more than $5/day for admittance fees.
b. The Pricing committee recommended the rental fee be based on ½ of the building capacity (capacity type for that event).
c. Formula: Building Capacity x .5 x the average price for ticketed events in that venue last year.
1. Indoor Arena Average Ticket price - $24.78.
Building capacity: Bleachers 1500 Dirt Floor 665 – Total capacity 2165
Average: 2165 X .5 = 1082.5 X $25 = $27062 X .10 = $2706
Modest Mouse $29
Western Underground $28
David Allen Coe $30
Built to Spill $25
Ying Yang Twins $25
Government Mule $30
Avalaunch Festival $20
Pray for Snow Party $7
Average of $24.78
2. Haynes Pavilion Average Ticket price – $20.34
Building capacity: Seating 3000 – Total Occupancy 4500
3000 X .5 = 1500 X $33 = $49500 X .10 = $4950
3000 X .5 = 1500 X $20 = $30000 X .10 = $3000
3000 X .5 = 1500 X $ 8 = $12000 X .10 = $1200
Weird Al - $33
Fight Force - $20
Testy Fest - $8
Average: 3000 X .5 = 1500 X $20 = $30000 X .10 = $3000
3. Outdoor Arena Average Ticket price – $12.50
Outdoor Arena bleacher capacity = 1500
1500 X .5 = 750 X $15 = $11250 X .10 = $1125
1500 X .5 = 750 X $10 = $ 7500 X .10 = $750
Harley Rodeo - $15
Demo Derby - $10
Average: 1500 X .5 = 750 X $13 = $9750 X .10 = $975
4. Building #2 Average Ticket price – Club Boxing - $17.50
Building capacity: 400
Average: 400 X .5 = 200 X $18 = $3600 X .10 = $360
d. Equipment rental rates will be additional charges.
2. Booking Fee-We are not assessing a booking fee at this time. This will be considered a deposit. Deposits will be one-quarter of the total building rent. This amount is to be paid before the event will be booked. If the customer cancels 18 months or more prior to their event they will get one-half of their Deposit back. If a customer cancels 12 – 18 months prior to their event they will get one-quarter of their deposit back. If a customer cancels less than 12 months prior to their event they forfeit all of their deposit.
3. Damage Deposits –Damage deposits will be assessed at the rate of risk for the event. This amount will be in addition to the Deposit and must be paid before the event is booked.
High - $1000
Medium - $500
Low - $250
Light - $50
4. Increase in rental rates for the future -The Pricing Committee recommends that rental rates increase 5% annually on July 1 to be reviewed annually in January.
D. Review and Approve Parking Committee recommendations for Fair Parking – No Report
E. Decisions on items to be sold at the 2008 Fair by commercial exhibitors – Reschedule for a later date.
F. Set date for special meeting to review application – Nothing.
8. FOUNDATION UPDATE
Bob Diggs said the annual dinner went well. Andy Leep donated the meat and potatoes and Tim Kuhlman donated the Holiday Inn and their kitchen. The Foundation will be doing Bingo for WinterFest in Building #1. Bob Diggs said the Concession Stand still does not have a Certificate of Occupancy. There still needs to be four - five foot by five foot concrete pads poured and rain gutters need to be installed. Bob Diggs said the City of Bozeman said the Foundation can install toilet seat cover holders instead of toilet seat covers. These have been ordered but not installed yet. The two bathroom stall dividers have been installed and paid for. Lowell Springer needs to take a drawing for the plans for the four concrete slabs to the City of Bozeman. Bog Diggs said he was going to talk to Bozeman TV and Appliance about counter tops.
9. COMMITTEE REPORTS
A. 2008 Fair – Sue Shockley said the Fairgrounds are starting on planning for the 2008 Fair. Sue Shockley said the Search and Rescue will do security for the 2008 Fair. Ed Blackman said the Fairgrounds should increase the parking amount this year. Sue Shockley said she would talk with Wal-Mart, K-Mart, Gallatin Center and the Main Mall to discuss parking there for Fair. Sue Shockley asked Chris Budeski if there could be a bus route established for the 2008 Fair to help with parking issues. Chris Budeski will head the committee for buses. Bob Brekke recommended the Pricing Committee discuss the parking pricing.
B. Long Range Plan – Sue Shockley said herself, Bob Diggs, Mike Hope and Mike Harris have been working on the presentation for the Commissioners. Sue said she has changes to make and she needs to do a power point presentation for February 5, 2008 to the County Commissioners. The application needs to go to the Open Lands Committee on February 11, 2008. The Fairgrounds will need to show how the money will be used. Chris Budeski made a motion to write a letter of support for the application. Jim Oberhofer seconded the motion. Question: Misty Radue asked why does the Fair Board have to send a letter of support to the Open Lands Committee. Does the Land need to be appraised? The conservation easement does stay with the land. Unanimous for. None against.
Motion carried. The money if approved would go to the Foundation first and then to the Fair Board. Question asked if the Ice Foundation was getting $300,000 if the Fairgrounds receives $500,000. Sue Shockley said the Fair Board would determine how the money is spent.
C. Contract Committee – Meeting Scheduled with Bozeman Baseball – Nothing new.
D. Policy/By Laws Committee – Has not met. Sue will email copy of updated Policy Manual to all Board members for review. Will place on Feb. Agenda for approval. Nothing new.
E. Parking Committee – See Decision Items - Nothing
F. Security/Emergency/Planning/First Aid/Alcohol Committee – Dennis said he does have a contact for First Aid for 2008 Fair.
G. Volunteer Committee – No Report.
H. Marketing Committee – Sue Shockley said the Todd Suedel has around $10,000 in commitments from cash sponsors. Todd has no pre-conceived ideas as to who will sponsor or not.
I. WinterFest Committee – Schedule and Budget – What Fair Board Members will be around to assist. Misty Radue is doing the Horse Sale, Dennis Farnham is helping the Auditors, Jim Oberhofer is doing security, and Chris Budeski is helping with Bingo. Al Lien asked the Fair Board if there needs to be a letter of agreement the Working Horse and Driver Equipment is kept up in the best of the ability of the group. Sue said the Fairgrounds insurance will cover the Working Horse and Driver event but it will not cover the equipment. If the Fair Board sanctions the event the insurance will cover. Sue said the Fairgrounds is covered even for rodeos. Equine Liability does not protect it states the risk involved in Working Horse and Driver. Bob Brekke
asked if the Fairgrounds would have an intercom in the Midway and if the sound people were going to be able to hook up speakers in the Midway. Sue said there were not speaker wires on the light poles.
J. Open Lands Committee – See Decision Item- Already discussed.
10. CORRESPONDENCE – Sue Shockley had various flyers and magazines for the Fair Board to look at.
11. MANAGER’S REPORT – Copies distributed. Sue Shockley said that there were broken water pipes in Building #4 the week after President’s day. Sue said it looked like the pilot light blew out on the roof heater and cold air blew into the building all day on Monday. Sue had plumbers come in and do the repair because of all of the leaks. The Fair Board asked if the Fairground’s insurance would cover any of the bill. Sue was going to check into the insurance.
12. FINANCIAL REPORT – Must approve financial report – Misty Radue made a motion to approve the Financial Report as presented. Jim Oberhofer seconded the motion. Unanimous for. None against. Motion carried.
13. DISCUSSION ITEMS –
A. Report from the Bozeman Fire Dept. after the inspection of Fairgrounds – Sue Shockley said the Fire Department said the occupancy of the Sale Pavilion was 360 people and the occupancy of the Indoor Arena was 360 people the same as the Sale Pavilion. Sue said she met with the Fire Marshall and Tate Chamberlin about the concert prior to WinterFest.
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 the Foundation and Fair Board? 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 if these items will affect the business plan - Sue Shockley said there needs to be a discussion about how to relate between the Foundation and the Fair Board. Sue Shockley was going to send out an email to
remind about the request for Board Training.
C. EOC/SAR Building Tower Update – Nothing new.
D. Gallatin Ice Foundation Project Update – Dennis Farnham said that he needs the Alcohol Policy for ICE and asked about the letter to BAHA.
E. Fairgrounds Business Plan – nothing new to report – on hold until after WWWF. Sue said it was on hold for now.
F. RFP for Storm Water Management Plan – have the beginning of an RFP – we can do this if receive the Open Lands Grant. Nothing new.
G. Changes to Fairgrounds General Lease Agreement – tabled until after Policy Committee reviews. Tabled.
H. Review and Approve RFP for Alcohol Provider – The Fair Board said to have Chris look over before it comes to the Fair Board.
I. Other items not on agenda – discussion only – Sue Shockley said she would post the position of Operations for Todd’s Suedel’s old position.
14. ANNOUNCEMENTS – Sue said Phil may be leaving because he had a job interview. Sue said Phil wanted to start working a normal schedule.
15. AGENDA ITEMS FOR NEXT MONTH’S MEETING – Need to schedule Blair Howze’s dinner. The Fair Board wanted to schedule it on a Thursday at 6:30PM at Stacy’s. They will schedule the dinner after WinterFest is over.
Wild West WinterFest buses
Decisions on items to be sold at the 2008 Fair by commercial exhibitors.
16. SET NEXT MEETING DATE
17. ADJOURNMENT – Jim Oberhofer made a motion to adjourn the meeting at 8:20pm. Dennis Farnham seconded the motion. Unanimous for. None against. Motion carried.
Respectfully Submitted By: _________________________________
| 
