GALLATIN COUNTY FAIR BOARD
Special Meeting - April 30, 2009 Minutes
(As approved at the June 16, 2009 Fair Board Meeting)
ATTENDANCE:
Fair Board Members Present: Bob Brekke - Chairman, Chris Budeski, Linda Warner, Misty Radue, Dennis Farnham, Chuck Busta, Jeff Wade
Absent Fair Board Members: None
County Commissioner: Joe Skinner - Absent
Staff: Sue Shockley – Manager, Jaime Cargill, Debbie Holwegner, Ginger Buchacher
WinterFest Committee Members: Skip Hougland – Farm Barn, Al Lien – Farm Barn, Cynthia Connor and Anne Dixon with Galloping Dog Agility Club, Lorna Simard – Hay Show, Shawna Oostema – Ag in the Classroom, Kevin Joyce – Cattle Show, Julie Keck - BAHA
Public: Sonja Berg
AGENDA: This special Fair Board meeting was called so the Fair Board could make decisions on the following items: the continuation of WinterFest, the budget and Bozeman Baseball.
CALL TO ORDER: Dennis Farnham called the meeting to order at 5:33p.m. Introductions were done for all those in attendance.
WILD WEST WINTERFEST: The Fair Board met to make a decision whether or not to continue with WinterFest. Some WinterFest Committee members were present to show support of this event and gave their thoughts as to why WinterFest should continue to be a community event. This included Cynthia Connor and Anne Dixon with the Galloping Dog Agility Club; Lorna Simard who organized the Hay Show; Shawna Oostema with FFA and helped with Ag in the Classroom; Kevin Joyce organizer of the 4-H Cattle Show; and Al Lien and Skip Hougland who organized the Farm Barn. These WinterFest committee members felt that WinterFest was a good event for the community and should be continued.
Both cash and accrual financial reports were handed out for review. Ginger Buchacher, the Fairgrounds bookkeeper explained the reports and answered questions. Both revenues and expenses were reviewed and discussed. Based on the accrual basis report, WinterFest had revenues amounting to $5,121.94. Adding in the revenue from the horse sale, the total amount of revenue from WinterFest was $6,815.94. This amount does not reflect the 213 hours of staff overtime expense.
Sue reported the attendance numbers for WinterFest: 2003 – 9,913; 2004 – 9,596; 2005 – 5,507; 2006 – 8,035; 2007 – 7,917; 2008 - 9,138.
Sue stated that Jaime Cargill, our sponsorship manager has come across some problems regarding the marketability of WinterFest and Fair. With sponsors receiving the same level benefits for both signature events, they are more likely to sponsor Fair because of the increased attendance. Sue suggested selling a signature sponsorship with 1/3 of the sponsorship amount going to WinterFest and 2/3 going to the Fair.
Misty Radue commented that folks come from Wyoming, Idaho and Utah for the horse sale which in turn generates revenue for the community. Misty suggested paying close attention to the WinterFest date stating it was critical to stay away from the NRA finals in Billings which might increase the attendance. Dennis Farnham suggested cutting out WinterFest and increasing the number of Fair days. Chris Budeski stated he couldn’t see any reason to cancel WinterFest. Chuck Busta said the Fairgrounds have to generate more revenue. The Fairgrounds budget has been cut and we have been asked to cut 1 time positions and need to generate $130,000 more in revenue. Chuck said he felt there is a lot of risk with WinterFest and a bad year could be catastrophic.
Chris Budeski moved to leave WinterFest just the way it is. Misty seconded. Vote was taken. Four board members approved with Chuck Busta and Dennis Farnham abstaining. Motion carried.
Respectfully Submitted:
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