GALLATIN COUNTY FAIR BOARD
MAY 6, 2008 SPECIAL MEETING MINUTES
(As approved on May 20, 2008 meeting)
FAIR BOARD MEMBERS PRESENT – Bob Brekke, Chris Budeski, Dennis Farnham, Chuck Busta, Jim Oberhofer, Linda Warner
STAFF – Sue Shockley, Debbie Ehlert – Secretary
COMMISSION – None
PUBLIC – Rob Pertzborn, Craig Danenhauer, Julie Keck, Mark D’Agostino, Todd Goertzen, Mark Louw, Derek Didickson, Tim Stefan and Glenna Patten.
CALL TO ORDER – Vice-Chairperson Chris Budeski called the meeting to order at 6:10PM.
1. Propose Mechanical Room and Locker Room Improvements – See Attached
A. Mechanical Room (Phase 4 and 5 Master Plan)
1. Zam and Equipment Storage
B. Two Additional Locker Rooms (Women’s and Referee)
1. New addition Master Plan
2. Possibilities of Panzer Shack Rink Managers Office
C. Property included in existing Lease (Need Fair Board approval)
1. Drawings Attached
Craig Danenhauer said that as per the lease agreement between the Fairgrounds and BAHA, BAHA needs to get the approval from the Fairgrounds for any improvements to the Haynes Pavilion. Todd Goertzen said this was the next step in the phased improvements in order to get another sheet of ice. The improvements would be on the southwest corner by the current fenced in area which would house the mechanical plant and Zamboni room which would have a snow melt pit. The snow melt pit would allow reasserting water and reusing it. If BAHA can afford it they will add onto the Northwest corner of the Haynes Pavilion to build a girls and women’s locker room. Todd Goertzen said that BAHA would like to break ground as soon as possible after they get Fair
Board approval and the permits they need from the city of Bozeman. They are anticipating completing the project by the middle of October. Todd Goertzen said BAHA is planning on fencing off the construction site and said that by mid July the foundation and walls should be done and they should be working on the roof. Todd Goertzen asked about allowing access to the restrooms from the West side of the Haynes Pavilion during the Fair. Todd Goertzen said that they would move most of the equipment away from the site during the Fair. They want to store as much equipment as possible between the North and South on the West side of the Haynes Pavilion during construction. Jim Oberhofer asked how the addition fits into the plan for expansion of the second sheet of ice. Todd said that they have donated ice equipment sitting in a field covered with a tarp that they would like to put into use. BAHA has around $150,000 in the bank and they have a pledge from the City of Bozeman for $175,000 that
was allotted to the second sheet of ice but Todd Goertzen said the City of Bozeman would allow use of the money for the mechanical room. Todd Goertzen said that they are about $75,000 short of the bid to do the project but he said that Ressler Motors and First Security Bank had not made their donations for the year yet. Todd Goertzen said it would not be a problem to come up with the additional funding. Todd said that the Mechanical room should be finished in September. Linda Warner said that the Open Lands money was questionable and they are looking at other ways to fund the project. Todd Goertzen said that they have a lead on a used metal building that may work for the new sheet of ice and they are looking into the feasibility of that. Jim Oberhofer asked when BAHA thought that the other sheet of ice would happen. Todd Goertzen said that all they needed was money and it probably would not happen soon in order to build a shell like the Haynes Pavilion used to be. Chris Budeski
asked what would happen if BAHA did not have the $75,000 that they are short. Todd Goertzen said this expansion would be done in two phases, one phase was to build it and the second phase was to activate it. Todd Goertzen said they need to finish the manufacturing budget.
Chuck Busta asked if the $400,000 estimate covered the tear down of the transformer for the electrical needs. Chuck Busta suggested that BAHA and the Fairgrounds look into the energy demands for all of the facilities that may be built at that site. Chuck Busta said it can get confusing when there are multiple services on a building. Tim Stefan said that he did not have an estimate of the energy demands for the Event Center but he could get a general load.
Jim Oberhofer said he was concerned with the material storage on the West side of the Haynes Pavilion and that all of the materials and equipment needed to be removed during the Fair. Jim Oberhofer said he was concerned with the construction fence on the Northwest corner of the Haynes Pavilion because it could not go out into the fire lane. BAHA would have to maintain at least a 12 foot fire lane access.
Sue Shockley said that the grass area west of the Haynes Pavilion would be destroyed where the food vendors set up as well as the water line that is installed to give the food vendors water they need because of health codes. Vendors need to be able to dump their gray water into a drain because they can not pour it out on the ground. Sue Shockley said that the construction fence inside the Haynes Pavilion would need to be removed for the indoor vendors for Fair. Sue said she had planned on locating the Super Science exhibit in the Southwest corner of the Haynes because they need to secure their equipment at night and they push it into the Zam room. Todd Goertzen said that the Zam room would not have a roof. Sue said there are usually 15 food
vendors and Montana Clown exhibit that set up on the West side of the Haynes during fair. Sue Shockley said the Fairgrounds paid to have a large power service installed at the south end of the Haynes Pavilion for concerts she wanted to know what the status of that power would be during construction. Sue said the Fairgrounds did not want to loose the little bit of grass area that the Fairgrounds has because of the construction. Todd Goertzen said that BAHA could put down wood chips to cover the dirt for Fair and provide a clean out for the food vendors to dump their gray water and make sure the temporary power was available. The Fair Board wanted BAHA to cease construction by July 9 and until July 21 in order to be able to set up for Fair. The Fair Board asked about the RV’s that park along the fence by the Haynes Pavilion and wanted to make sure that the power and location would not be affected. BAHA said they would not. BAHA may have to get generators for part of the time
during the construction. Chris Budeski said there was concern about the money for the construction. Jim Oberhofer asked what the set back would be if BAHA waited for when they had the money to build the second sheet of ice. Craig Danenhauer said it was good to move forward to keep up the interest in hockey. They need two million dollars and they have not received that much money yet. Anything they build now needs to support the second sheet of ice. Linda Warner said that BAHA would not move forward if they do not have the money.
Chris Budeski made a motion in support of allowing BAHA to start construction on the mechanical room and locker room providing that there were enough funds available and construction was handled as per discussed: Permits were obtained, BAHA stops construction July 9 to July 21, construction fences were put into the construction area as close as they could be, both inside an outside of the Haynes, Equipment and materials were removed from the Fairgrounds and area was cleaned up, wood shavings were spread on the lawn area, water, sewer and power were available for the food vendors for Fair, the Fire Lane was not blocked, no construction on the weekends during Farmer’s Market or other events scheduled in the Haynes. Dennis Farnham seconded the
motion. Chris Budeski, Chuck Busta, Bob Brekke, Linda Warner, Dennis Farnham were for the motion. Jim Oberhofer was against the motion. Motion carried.
2. Propose to continue lease for log-building (current referee room)
A. Contingent upon approval of proposed additional locker rooms – The use of the log building will be contingent on if BAHA has enough funds to build on the additional locker rooms and referee room. BAHA wants to use the log building as an office for Julie Keck.
B. Request ability to modify interior and add a window – BAHA asked if they could modify the log building by modifying the interior and adding a window. Bob Brekke said that the log building was donated by KB Builders as a diaper station years ago and they would have to be contacted to make sure they are willing to allow this to happen.
C. Request to move building next to current BFSC barn - BAHA wants to put the log building by the red barn that they moved onto the property. Bob Brekke said that the Fair Board hoped that the trailers on the property were short term. Jim Oberhofer said that he would not likely vote for any building if it lead to the termination of Farmer’s Market. Jim said that he was in favor of ice on the Fairgrounds and he felt that ice was multi purpose. Bob Brekke said that until a second sheet of ice was constructed he doubted that the Fair Board would approve the sides of the Haynes Pavilion being up all year and moving out other events.
Linda Warner made a motion to use the log building as an office for the rink manager under the contention the KB Builders gives their approval. Dennis Farnham seconded the motion. Unanimous for. None against. Motion carried.
3. Propose to relocate ICEDOG trailer to current location of Rink Manager trailer
A. Will remove Rink Manager trailer - Todd Goertzen said that BAHA would remove the Rink Manager’s trailer
B. Request to leave ICEDOG trailer onsite year-round (until such time that new construction replaces it) BAHA wanted to move the ICEDOG trailer onsite year round on the North West side of the Haynes Pavilion.
C. ICEDOG trailer to be re-sided prior to the fair
1. In the event trailer cannot be re-tinned prior to fair, trailer will be removed and not returned on a permanent basis until re-sided. Todd said BAHA would reside the trailer to match the Haynes Pavilion and Sue Shockley said the trailer would need to be skirted.
Chuck Busta made a motion to propose to go with number 3 and if the trailer could not be re-sided and skirted by June 1, 2008 it would have to go away. Dennis Farnham seconded the motion. Unanimous for. None against. Motion carried.
4. Haynes Pavilion Long Term Use Proposal (Separate Handout)
A. Specific Date September 2008
B. Allow Permanent Seating
C. Allow Boards to stay in place (minus Glass)
D. Ice Sept. 15th May 15th (Two weeks prep both Sides)
E. Other User Groups June 1st to Sept 1st
F. Revenue
Item 4 was removed from the agenda.
DISCUSSION
Jim Oberhofer said that the Fair Board had been considering eliminating parking during signature events with BAHA and Baseball because of issues that have been occurring. Jim Oberhofer and Dennis Farnham said there were some serious issues with alcohol and BAHA in the Haynes Pavilion during WinterFest. Jim Oberhofer said that there does not seem to be any adherence to the policies and rules regarding alcohol on the Fairgrounds by BAHA. Rob Pertzborn said he would address the issues with BAHA. Dennis Farnham said it might not hurt to have a BAHA member on the Fair Planning Committee and the Security/Emergency Planning/First Aid/Alcohol Committee.
AGENDA ITEMS– Long term lease to be discussed at the next Fair Board meeting at 6:30PM on May 20, 2008.
ADJOURNMENT –Meeting was adjourned at 7:40PM.
Respectfully submitted by ______________________
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