GALLATIN COUNTY FAIR BOARD
FEBRUARY 17, 2009 MINUTES
As approved at the March 25, 2009 Meeting
ATTENDANCE:
Fair Board Members Present: Bob Brekke - Chairman, Chris Budeski, Dennis Farnham, Linda Warner,
Absent Fair Board Members: Chuck Busta and Misty Radue
County Commissioner: Joe Skinner
4H Agent: Faith Poet - Absent
Fairgrounds Foundation: No members present.
Bozeman Roundup Rodeo: No committee members present.
Staff: Sue Shockley, Manager and Debbie Holwegner, Administrative Asst.
Guests: Gallatin Empire Lions Club Members: Ed Churchill, Bob Appleby and Scott Linnerooth
Galavan representative: Lee Hazel
Fair Board Applicants: Jeff Wade, Vicki Johnson, Dan Hill and Suzie Turczyn
Public: Al Lien and Sonja Berg
CALL TO ORDER: Bob Brekke called the meeting to order at 5:32 p.m.
INTRODUCTIONS OF FAIR BOARD APPLICANTS: Bob asked the Fair Board applicants to introduce themselves.
Susie Turczyn has lived in Bozeman for 14 years and owns Lone Mountain Gymnastics. She uses our facility in the summer and has had wonderful experiences here at the Fairgrounds.
Jeff Wade has been a resident of Gallatin County for the past 28 years and with the Sheriff’s Department over the past 18 years. He is currently a patrol lieutenant. He loves helping out at WinterFest and the Fair.
Vicki Johnson has been in the valley for 30 years and works for the Sheriff’s Department. She has been a 4-H leader in the past and has worked at the Fair many times.
Dan Hill has lived in the Gallatin Valley since 2001. Prior to this his residence was in Whitehall and Colorado. He has agriculture experience which he felt would be helpful to the board.
Dennis mentioned that if they were not selected to the Fair Board, there were numerous committees that they were welcomed to join. Chris also mentioned the Fairgrounds Foundation was in need of members. Sue addressed the Fairgrounds usage and explained how the Fair Board has monthly and special meetings.
Bob thanked the applicants for attending the meeting and for their desired commitment to the Fair Board.
PUBLIC COMMENT: None
APPROVAL OF MINUTES: Under the Contract Committee Report – Letter B: Linda asked that the word “figure” be taken out of the last sentence. The sentence should read “Linda excused herself from the BAHA contract meeting due to her involvement with the skating group”. Dennis Farnham moved to approve the January 20, 2009 Fair Board minutes as amended. Chris Budeski seconded. Unanimous for. None against. Motion carried.
COUNTY COMMISSION UPDATE: Joe Skinner thanked the applicants who applied to be on the Fair Board. Joe said some of the Fair Board members met with him and Bill Murdoch today to discuss the vacated Road Department property. Joe stated the Fair Board is in charge of this property. Usage should be at the Boards discretion making sure the Fairgrounds needs is taken care of first. The Commissioners will back the Fair Boards decisions regarding this property. Joe also mentioned that the budget would be very tough this year.
FAIRGROUNDS FOUNDATION UPDATE: No report.
4H UPDATE: No report.
GUEST PRESENTATIONS:
A. GALLATIN EMPIRE LIONS CLUB and FESTIVAL of the 4th. Bob Appleby, Scott Linnerooth and Ed Churchill were present and representing the Lion’s Club. A brochure was passed out explaining their club and the organizations they help. Scott stated their group met to review the Festival of the 4th event that is held at the Fairgrounds. Last year 3,500 to 4,000 people attending this event. This is their only major fundraiser and this event costs around $30,000 to put on. They are still planning to have free admission this year offering entertainment with Rob Quest and a 25 minute firework show.
The Lions Club used to sell buttons to help finance this event however thanks to generous sponsors they were eventually able to offer free admission. Bob said due to tough economic times the major sponsors are not donating as much as they have in the past. They still want to have this event but are struggling with finances. They are looking for ways to cut their costs with the Fairgrounds. Bob suggested the Fairgrounds could purchase large speakers that are required for their show or consider lowering their Fairgrounds rental expenses.
Dennis explained how their group could earn money by parking cars during the Fair and other events. More man power is needed to park cars and the work could be divided between non-profit groups. Currently the parking fee is $2 per car with proceeds divided equally to the non-profit organization and the Fairgrounds whose funds are earmarked for parking lot improvements. Bob Appleby said they would attend the parking meeting in March. Chris mentioned that their bill could always be worked off.
B. HRDC GALAVAN – A Non-Profit Organization and Parking Buses: Lee Hazelbaker introduced himself as the director of Galavan and the transportation portion of HRDC. Galavan buses have been and are currently parked at the Fairgrounds. They would like to move their nine buses to the West Annex where there could park under a covered facility and have more security for their vehicles. They are asking for a short term agreement as soon as possible with the Fair Board to use the covered stalls at the West Annex to get their vehicles out of the weather. Short term agreement meaning six to eight months because after this time period, they would have their own facility for their buses. Lee stated they currently have a
contract with the Fairgrounds for parking their buses on the grounds. Some of their rental fees for parking are worked off at the WinterFest gates.
Bob informed Lee that Galavan would need to present in writing to the Fair Board just what they wanted and would need to include beginning and ending dates for vehicle parking. This decision item would need to be put on the Fair Board agenda before they could make a decision on it.
DECISION ITEMS
A. Committee Reorganization: Sue went through the numerous committees with the Fair Board, adding and taking off names as desired. Sue will email everyone an updated committee list.
B. Pricing Committee’s Recommendation for Haynes Pavilion Rental Fees: Chris Budeski reported the Pricing Committee discussed the current rental rates for the Haynes Pavilion and looked at the pavilions expenses and determined the Fairgrounds is losing money with the current rental rates for the Haynes Pavilion. The current day rate for the Haynes is $369 (non-ticketed event), half-day is $185 (6 hrs. or less) and for ticketed events is $3,000. The committee figured the square footage rental rate for exhibit buildings and compared this to the square footage rental rate of the Haynes. Based on the Haynes square footage price and taking into consideration it is not enclosed, the committee’s recommendation to the Fair
Board was to increase the Haynes to $495 for a half-day rental and $792 rent for a full day.
Chris moved to increase the half-day rental rate for the Haynes Pavilion to $495 and full-day rental rate to $792. Linda seconded. Discussion followed. Unanimous for. None against. Motion carried.
Note: Chris Budeski left the meeting at 6:35 p.m. which left the Fair Board without a quorum.
C. Police Decision on use of West Annex Property by Others: Tabled until the Fair Board meeting in March. No quorum to make a decision.
COMMITTEE REPORTS
A. 2009 Fair and Bozeman Roundup: Sue reported the planning has begun for Fair and the Roundup Committee needs to have a meeting soon.
B. Contract Committee: Sue said she needs to get this committee together soon. The BAHA contract expires April 15, 2010 and need to get busy on the baseball contract also.
C. Capital Improvement Committee: Sue said they met with HKM and agreed on the boiler part of the contract and scope of work. The County Commissioners needs to approve this contract.
D. Policy /Bylaws Committee: A meeting was scheduled for 6:30 a.m. on March 4, at the Holiday Inn.
E. Parking Committee: No report. Dennis would schedule a March meeting.
F. Pricing Committee: A meeting was scheduled for 6:30 a.m. on March 3, at the Holiday Inn to review rental rates.
G. Security/First Aid/Alcohol Committee: Dennis reported security went well for WinterFest. Dennis is laying the groundwork for Fair security and will have more information at the next Fair Board meeting. Jeff Wade is checking into possible help for first aid at the Fair.
H. Volunteer Committee: No report.
I. Marketing Committee: Sue stated Jaime did a great job obtaining WinterFest sponsors. Getting cash sponsors was tough. Jaime did a good job seeing that sponsors were taken care of.
J. WinterFest Committee: Al Lien reported the weather was good. Ag in the Classroom went well on Friday morning as did the Horse Sale on Saturday. Al suggested reviewing the parking at the West Annex and in the main parking lot. Al also recommended that harness horse safety needed to be included with the Working Horse & Driver Contest.
Note: Linda Warner left at 7:00 p.m.
MANAGER’S REPORT: No report this month.
ANNOUNCEMENTS: Sue said a special Fair Board meeting was scheduled for March 3 to discuss the alcohol RFP.
ADJOURNMENT: With only two Fair Board members present, Bob Brekke adjourned the meeting at 7:05 p.m. and any further items on the agenda were not discussed.
Respectfully Submitted:
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