GALLATIN COUNTY FAIR BOARD
AUGUST 26, 2008 MEETING MINUTES
(As approved at September 16, 2008 Meeting)
FAIR BOARD MEMBERS PRESENT – Bob Brekke, Chris Budeski, Dennis Farnham, Chuck Busta, Jim Oberhofer, Misty Radue and Linda Warner.
STAFF – Sue Shockley, Manager and Karlene Pisarcik, Secretary
COMMISSIONER – Joe Skinner
PUBLIC – Lorna Simard, Sonja Berg, Rachel Charlson, Jill Figgins, Mark Figgins, Don Olson, Sally Shea, Bill Brewster, Teri Tonn, Suzy Beauregard, George Krizenawski, Harry Huntsinger, Ann Marie Moran, Bob Olson, Holly Olson, Amy Olson, Lowell Springer and Julie Keck.
1. CALL TO ORDER – Chairman Bob Brekke called the meeting to order at 6:36PM.
2. PUBLIC COMMENT – None
3. APPROVAL OF MINUTES from June 17 and July 29, 2008 – Chris Budeski made the motion to approve the June 17, 2008 and the July 29, 2008 meeting minutes as presented. Chuck Busta seconded the motion. Unanimous for. None against. Motion carried.
4. COUNTY COMMISSION UPDATE – Joe Skinner said that the $50,000 needed for the Engineering Work Study at the Fairgrounds is a possibility. There is a new purchasing policy in place when making small purchases. It will make it easier to get contracts up to $50,000 approved. Joe said the Commissioners received a lot of calls from baseball people and Joe called Lee Provance of the Road Dept. and requested help for the Fairgrounds parking lot before Baseball’s Regional Tournament. Joe said that there was three days worth of work done with materials, labor and equipment. Everyone agreed that they did a great job. Jim Oberhofer made the motion to send a thank you letter to the Road Dept. from the Fair Board and Chairman, Bob Brekke will sign it. Dennis
Farnham seconded the motion. Unanimous for. None against. Motion carried.
5. FOUNDATION UPDATE – Lorna Simard said the Foundation was moving ahead. The liquor sales for the Rodeo during the Fair were very good. They’re going to put that money toward purchasing a hood for the concession stand which will allow cooking in the kitchen. All money received goes directly back into the concession stand. They are also working on getting some landscaping done. Lorna said the Calcutta did very well even though she didn’t have the final figures yet.
6. 4-H UPDATE – Jim Oberhofer said that 4-H created another park and it was extremely well received. They raised a great deal of money to build this park and the Fairgrounds staff will take care of both
4-H parks. Jim Oberhofer made the motion to send a thank you letter to 4-H. Dennis Farnham
seconded the motion. Unanimous for. None against. Motion carried. 4-H is considering have two
clean up days at the Fairgrounds. They will contact Sue.
7. GUEST PRESENTATIONS-
A. Rachel Charlson gave her presentation on Share, Inc., Gallatin Valley’s First Annual Infant Memorial Walk. She gave statistics of how many children are lost to infant deaths. She said a great way to reach people is through this Memorial Walk. She asked the Fair Board to donate the cost of Exhibit Building #3 and waive all rental fees for this event. The cost of Building #3 for half day rental is $174.00 plus the Improvement Fee which is 3% of the Total Rental Rates. Activities include Candlelighting, Walk, Memorial Mural and Balloon Release. Chuck Busta suggested she get in touch with Northwestern Energy, tomorrow, with her request as they have money in their Charitable Fees Program. Rachel said
she would do that right away. Jim Oberhofer stated that we get hit by numerous groups asking for the same thing and if we do it for one we have to do it for all. He also suggested that maybe the Baseball field could be used or that this group could volunteer to help at the Fairgrounds to work off the rental fees. Rachel will contact Sue soon.
B. Sally Shea with the 4-H Horse Project requested to keep cars out of the Outdoor Arena. Last year after the Demolition Derby the Outdoor Arena wasn’t touched until WinterFest and then not at all until the Spring. It doesn’t make sense to have horses and cars in that arena. Sally questioned if it was worth it to us to have the Demolition Derby event here. George Krizenawski with the Mounted Shooters stated that they picked parts out of the arena all weekend long at their event which was five days long. Ann Marie Moran with 4-H Horses stated that she doesn’t want to see areas limited to only certain groups. She feels it comes down to Maintenance. Does this responsibility fall under
Fairgrounds or the group using the facility? There is also an issue of Maintenance following cars parked in the parking lot after an event. Things need to be cleaned up. Bob Brekke asked if we charge for maintenance and clean up on the use of the arena? Sue said an event gets charged for all clean up that has to be done. This year, the Bozeman Jaycees have agreed to renting a rock hound, using a metal detector and magnets to clean up after the Demolition Derby. Suzy Beauregard with the Mounted Shooters asked what we would do if an event was scheduled in the arena and it could not happen due to the condition of the arena from the Demolition Derby? Sue said that probably wouldn’t happen since the problem that occurred last year was due to bad weather conditions. Also, the Demolition Derby is usually the last event that gets booked.
Mark Figgins with the Bozeman Jaycees stated that they couldn’t hold their Demolition Derby in the Motor Sports Arena because there is no grandstand for spectators and the cost for insurance coverage is a great deal more due to improper fencing to keep spectators safe. They made about $100.00 last year, due to bad weather, and they usually make about $4,000.00. They are willing to do whatever it takes to be able to use this arena for their event. Can they use what material is already in the arena, clean up really good and then put more material back? The rock hound would be great to rent and the magnet will pick up the metal parts. Other Fairgrounds have both horse and Demolition Derby events in one arena.
Bill Brewster, who is associated with Ag and Horse events, said that in the horse world a lot of time has been invested in keeping the Outdoor Arena in prime condition. It is a wonderful, high quality facility and the last thing that Marcia Anderson would want is to have motor events in that arena. Sue said that a special board meeting may be necessary to make a decision as the Jaycees have a contract but Sue hasn’t signed it yet.
Jill Figgins, with the Bozeman Jaycees, stated that they hand picked the arena at least 6 times during the Demolition Derby event last year. Ron Olson, also with the Jaycees, stated that there was very, very little in the Outdoor Arena and that they always clean up very well.
Misty Radue then stated that groups should not come to the Fair Board a month before their event and ask the Board to make a decision. There is always volunteering to be done at the Fairgrounds and that each group needs to help one another. Sally Shea mentioned that if the arena is not messed up to begin with there’s no need to try and get it back into shape. Teri Tonn, with SMBRA, asked how come the Fairgrounds did not ask groups for help? Sue said that we’re getting names of folks in organizations and we’ll let them know when we need their help. Jim Oberhofer said he could understand both sides. Sue said we’ll be forming user group committees and hopefully have a representative from each of the groups using the arena.
Sue asked the Fair Board what information they would need beforehand for the special meeting on September 2nd at 5:30pm here at the Ag Center? Misty Radue requested revenue on horse events and motor events from 2006 & 2007 and the cost on the bleachers for the Jaycees.
C. BAHA Presentation: Julie Keck, Rink Manager for BAHA, requested lease of the Haynes Pavilion from April 16 to May 31, 2009. Dennis Farnham made a motion to approve this request under the same conditions as last year. Chuck Busta seconded. Unanimous for. None against. Motion carried.
8. DECISION ITEMS –
A. BAHA request to make improvements to the Haynes Pavilion: Julie Keck stated that they need to add two parking lot lights on the west side of the Haynes. It is VERY dark and needs to be better lit. They would also like to pave the inside of the fence line to the existing sidewalk on the west side of the Haynes. Both of these improvements would be helpful especially to the elderly and the handicapped people who come to the Ice Dog games. Jim Oberhofer said he’d like to see them meet the same standards as the others. Julie also stated that they would like to have three photo timers as well. BAHA is proposing to install and pay for these but would like help with the timers and help with the
lights from the Fairgrounds. Cost is estimated at $3500 for each light. Sue said that Jim Rehm gave her a quote of $5400 for two poles & lights plus $1500 to rebuild the panel. Chris Budeski asked to see costs to determine if we can help financially or not. Julie said they would like to get started if they have to pay for it all or not. Jim Oberhofer stated that there is not a lot of room in the budget but he’d like to help and that maybe we could do the timers. Sue said that the lights would definitely be beneficial. Linda Warner suggested that BAHA go forward and pay for the improvements and then if we can help we could reimburse BAHA. Jim Oberhofer made a motion to move with approval to go forward and bring us costs for the lights. Dennis Farnham seconded. Unanimous for. None against. Motion carried. Dennis Farnham then moved to let BAHA pave the inside of the fence line to the existing sidewalk. Linda Warner seconded. Unanimous for. None against. Motion carried.
Linda Warner made a motion that the Fair Board will give approval to Sue so a second special meeting is not necessary. Chuck Busta seconded. Unanimous for. None against. Motion carried.
B. Pricing for Rabbit/Poultry Barn: Chris Budeski made a motion to charge the same rate as the Hog Barn. $124.00 for full day or $62.00 for half day. Linda Warner seconded. Unanimous for. None against. Motion carried.
C. Proposal to charge for parking at large Fairgrounds events: Dennis Farnham stated that he would like to see Fairgrounds charge for all ticketed events. He has five organizations that are willing to cover this on a rotating basis. All events involved would have to be notified. Dennis is willing to spearhead this project. He would like to take some of the money already raised to purchase flashlights and vests for the groups. Chris Budeski suggested using Oak Street gate so as to not go out on the streets in the neighborhood. Lowell Springer stated that we have tried for so long to get people to park inside and stay off the streets so neighbors can use their streets and driveways for parking themselves. Jim
Oberhofer said we are working on getting the parking lot paved. Sue Shockley mentioned that Mary Cloud, President of the NENA Assoc., doesn’t like the idea of paid parking because people will be forced to go out onto the neighborhood streets. We don’t want to create a situation where people park on the streets to avoid a parking charge. Chuck Busta asked if it was possible to attach the parking fee to the ticket? Jim Oberhofer suggested that the parking lot attendants come the next day and clean up the parking lot. Dennis Farnham made a motion to develop a pay for parking plan to bring back to the Fair Board for consideration. Linda Warner seconded. Unanimous for. None against. Motion carried.
D. Approve Debbie Holwegner for backup claims approval: Jim Oberhofer stated that he does other departments and could approve our claims but he felt that Debbie would be better qualified as she knew more about our operation. Chris Budeski made a motion to have Debbie Holwegner input the claims and if Sue is not here Jim Oberhofer can approve them since he is already on the county’s system. Dennis Farnham seconded. Unanimous for. None against. Motion carried.
COMMITTEE REPORTS:
A. 2008 FAIR – Sue Shockley will email the attendance figures to the Fair Board. We made more money this year due to the fact that Todd Suedel brought in more than $34,000 in cash sponsorships and the same amount in barter sponsorships. Sue asked the Fair Board to think about ending the Fair on Saturday night instead of Sunday because most of the animals are gone by Saturday night and we can’t seem to find an event to draw for Sunday. The Carnival could remain for Sunday and our Food vendors could also stay if they chose to but our exhibitors would be permitted to leave on Saturday night after the Fair closed and we wouldn’t charge entrance fees on Sunday. There would be logistics to be worked out, of course, if
the Fair Board decided to do this.
B. Contract Committee – Met on August 19th.
C. Bozeman Roundup – Sue Shockley stated that we had a record turnout this year with over 1900 spectators, especially since Three Forks had their annual Rodeo on the same weekend.
D. Capital Improvements Committee – Met on August 20th.
E. Policy/By Laws Committee – Decision will be next time at the regular Fair Board meeting.
F. Security/Emergency Planning/First Aid/Alcohol Committee- Nothing to report.
G. Volunteers Committee- Sue Shockley said we have more names of volunteers.
H. Marketing Committee – Sue Shockley said the advertising was much better this year. We didn’t have many phone calls asking prices, times and what events were going on each day. We really had great media coverage for the Fair.
I. 2008 WinterFest Committee – Nothing to report.
J. Open Lands Committee – Nothing to report.
9. CORRESPONDENCE - None
10. MANAGER’S REPORT – Sue presented and went over her Manager’s Report. Misty Radue asked how the new Bookkeeper’s position can only be part time and won’t that put more pressure on your staff? Sue was told by the HR Dept. that she had to see Earl Mathers and he said that we have to tighten our belts so she can only hire this person part time. Bob Brekke suggested that maybe an option would be to work ¾ time. Sue will have to see. Todd Suedel and Sue are working on other ways to generate income for the Fairgrounds. Todd has some great ideas. Mrs. Mike Anderson will help out with grant writing on a volunteer basis.
11. FINANCIAL REPORT – Misty Radue made a motion to approve the Financial Reports from June & July, 2008. Jim Oberhofer seconded. Unanimous for. None against. Motion carried.
12. DISCUSSION ITEMS –
A. Bozeman Baseball Contract – Signed and is on County Contract Circulation Journey- No report.
B. Shooting Range Update – haven’t heard if the Bozeman Rifle Club has received their grant. – Nothing to report.
C. Formation of a User’s Group – Sue is continuing to work on this.
D. Semi Parking and Truck Driver Testing – No report.
E. Fairgrounds Business Plan – No report.
F. RFP for Storm Water Management Plan – have the beginning of an RFP – we can do this if we receive the Open Lands Grant – No report.
G. Capital Improvement Project progress report – No report.
H. Changes to Fairgrounds General Lease Agreement – No report.
I. Review RFP for Alcohol Provider – No report.
J. Other items not on agenda – Already discussed above.
13. SET NEXT MEETING DATE – September 16, 2008
ADJOURNMENT – Chris Budeski made a motion to adjourn the meeting. Jim Oberhofer seconded. Unanimous for. None against. Motion carried. Meeting was adjourned at 9:20PM.
Respectfully submitted.
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