GALLATIN COUNTY FAIR BOARD
DECEMBER 19, 2006 MEETING MINUTES
(As approved on January 16, 2007 Meeting)
FAIR BOARD MEMBERS PRESENT – Blair Howze, Bob Brekke, Dennis Farnham, Jim Obehofer, Chris Budeski
FUNDRAISING – Harry Huntsinger
STAFF – Sue Shockley, Debbie Ehlert – Secretary
COMMISSION – Joe Skinner
PUBLIC – Ed Churchill, Bob Miller, Leah Miller, Doug Espelien, Tim Stefan, Chuck Busta, Mike Gaffke, Sonya Berg.
1. CALL TO ORDER – Chairperson Blair Howze called the meeting to order at 6:30PM.
2. INTRODUCTIONS - Blair Howze introduced Doug Espelien, Ed Churchill, and Chuck Busta as Fair Board applicants. Each person gave a brief synopsis of their reasons for applying for a Fair Board position.
3. PUBLIC COMMENT – None
4. APPROVAL OF MINUTES NOVEMBER 21, 2006 – Chris Budeski made a motion to approve the November 21, 2006 as presented. Jim Oberhofer seconded the motion. Unanimous for. None against. Motion carried.
5. GUEST PRESENTATIONS
A. Leah Miller with Miller Pork Food Concession RE: WinterFest – Bob Miller said they requested the meeting because they were denied being a food vendor during WinterFest. Sue Shockley said because of the plans for building #1 during WinterFest there were no kitchen facilities available. Sue said there was no problem with Miller’s Pork coming back to WinterFest. Sue said that she would have to check with the Health Department because they were upset with the Fairgrounds for letting Miller’s Pork be in the area they were for Summer Fair. Chris Budeski said he thought there were problems with Miller’s Pork handing out samples in front of other food concessions. Sue said those problems were resolved. Sue was going to meet with Miller
Pork on January 3, 2007.
6. COUNTY COMMISSIONER UPDATE
Joe Skinner said there was nothing new.
7. DECISION ITEMS
A. Baseball Contract – New contract with changes – Have not received the contract back yet. Baseball did not like the 3% increase per year in the lease. The contract will include Concessions and any Concessionaire will have to have a contract with the Fairgrounds, Proof of Liability Insurance, Health/Food Permit, and Security if required and will pay a concession fee. This is tabled until the January 2007 meeting. Chris Budeski requested that a copy of the new contract be sent to the Fair Board members prior to the next Fair Board meeting so the Fair Board members have a chance to read through the contract. Blair Howze said that all of the new contract would be upheld this year, including no scheduling of Baseball games
during the Summer Fair.
B. Jordan Circus – will we allow them to return? We have a letter from them – Sue Shockley said the Fairgrounds received a letter from the Jordan Circus saying that the problems with the animals was due to the fault of the sub-contractor they had and had been rectified and they are requesting to be able to come back to the Fairgrounds next year. Sue said they have been at the Fairgrounds for several years and this was the first time there was an issue. Dennis Farnham said he thought they should be allowed to come back since they had been here several years and there have not been any problems before. Chris Budeski said the letter looked like a form letter. Blair Howze agreed the letter looked like a form letter blaming their sub-contractor
for any problems. Dennis Farnham made a motion to allow the Jordan Circus to return with the person or persons causing the problems not returning and holding Jordan Circus responsible for any violations of their sub-contractor and prior to opening the event the animals had to be inspected by animal control and the opinion of Animal Control would be upheld. Chris Budeski seconded the motion. Unanimous for. None against, Motion carried.
C. Concession policy on Fairgrounds – Food and beverage with Coke and Pepsi, there will be no exclusive. Sue Shockley said the Fair Board need to make a decision to make a policy to control all concessions. Vendors would have to serve certain products and the Fairgrounds could set pricing. There will be 20 oz plastic bottles. Fountain machines are not feasible. Not enough events for this to work. All the money would go through the Fairgrounds and not the Foundation. Pepsi and Coke were paying $20,000 for five SKU’s for the next five years for a total of $100,000 each. Sue said the Fairgrounds needs to get control of concessions and does the Fair Board want to explore this further. Bob Brekke made a motion that the Fair Board go forward
to take control of concessions on the Fairgrounds. Dennis Farnham seconded the motion. Question. After discussion Bob Brekke withdrew his motion from the floor. The Fair Board discussed liquor coverage on insurance for any event serving alcohol. Bob Brekke made an amended motion for the Fair Board to take control of the soft drinks and concessions on the Fairgrounds. Dennis Farnham seconded the motion. Unanimous for. None against. Motion carried.
8. FOUNDATION UPDATE - Mike Gaffke said the Foundation has sent the concession stand plans out for bids. The water and sewer have been done. The concession stand will be outside of the fence at the Outdoor Arena. The Concession Stand will be paid for with private funding. They should have a budget and construction schedule shortly. There needs to be a decision item regarding the plan and location approval for the concession stand.
The ICE Foundation is working on the ICE Arena and ICE Facilities and has applied for its own designation. The Foundation’s Annual Meeting is January 11, 2007 to thank all of their volunteers. The Foundation goals are to service the needs of the Fairgrounds. The Foundation needs to determine how to handle the donation of equipment from Bill Martel to ICE as to whether or not it should go to the Foundation or BAHA. Need to set up a joint meeting between the Fairgrounds Fair Board and Foundation to discuss the resources the Foundation has available. January 17, 2007 at 6:00PM the joint meeting will be held at the AG Center at the Fairgrounds.
BREAK – 7:55pm to 8:05PM
9. COMMITTEE REPORTS
A. 2007 Fair – Going well
B. Community Meeting Committee – Nov. 29 at 7:00PM – Sue said we had a good turn out considering the weather.
C. Freedom Days – Harry Huntsinger said it was a go and is scheduled for June 29, 30 and July 1, 2007.
D. Indoor Soccer/Event Center Committee Progress Report – Tim Stefan presented plans for an 80,000 sg ft field house/event center with a 20,000 sq ft concourse connecting the field house to the two sheets of ice. The field house would seat 6000 people. It will have a u-shaped hard surface with 8 basketball courts, soccer field. The dirt surface will be larger than a football field. The building would be able to accommodate trade shows and rodeos. May need to hire an Event Center Manager. This is a 3 year plan and depending on funding.
E. Contract Committee – See Baseball Contract Decision Item – Discussed prior.
F. Bozeman Roundup – Committee met and they are back on board and good to go.
G. Policy/By Laws Committee – Not completed – Meeting set for December 19, 2006 at the Gran Tree at 7:00AM.
H. PRCA Committee – No Report
I. Parking Committee – needs to set wrap-up meeting for Fair and discuss changes for WinterFest – Chris Budeski, Jim Oberhofer and Dennis Farnham will set up a meeting.
J. Security/Emergency Planning/First Aid/Alcohol Committee – Jim Oberhofer said they need to set up a meeting to get a booth for First Aid. Jim needed to know if the Fairgrounds needed a Deputy for the Bull Riding, Sue said no. Deputies will be handling parking and night security. SAR should be hired by the Fairgrounds and they would be covered by the Gallatin County Insurance. Need to set up a meeting with Don Wilson who is the president of SAR.
K. Volunteer Committee – Nothing.
L. Marketing Committee – Needs to set up meeting.
M. WinterFest Committee – Harry Huntsinger said they have been working on the Rail Jam and they had a meeting with Red Bull as a sponsor. Entertainment is lined out. They are having a Whiskey tasting contest. There will be Western Theme vendors.
10. CORRESPONDENCE – None
11. MANAGER’S REPORT – Brad in Operations will be out until after January 2, 2007 due to medical problems. The Fairgrounds is finishing up the remodel of the Exhibit Buildings. The remodeling has to be done by April 1, 2007. There was an issue with the structural integrity of the roof in Building #3 and due to structural issues sheet rock cannot be hung due to the weight. Sue said she had another solution in mind. Jim Rehm will be doing the electrical in the Midway. He will be installing new light poles with concrete abutments and electrical outlets on each pole. This should be complete by June 1, 2006.
12. FINANCIAL REPORT – Must approve financial report – Chris Budeski made a motion to accept the financial report as presented. Jim Oberhofer seconded the motion. Unanimous for. None against. Motion carried.
9:00PM - Lost Quorum – Bob Brekke and Jim Oberhofer had to leave.
13. DISCUSSION ITEMS
A. Open Lands Designation – Ed Churchill explained more of the Open Lands Designation to the remaining Fair Board members. If any land is placed into a conservation easement it will always be a conservation easement and no development is allowed unless it is included in the original agreement. Ed’s suggestion was to designate land that is earmarked for parks or trails.
B. ICE Facility Update – Sue said the ICE Facility is busy from 5:30AM to Midnight every day. The groups seem to be working well together.
C. Taxes on Pea Cannery Property – Nothing
D. Draft proposal for improvements to motor sports area – a meeting will be scheduled for the first part of January after holidays – Will schedule a meeting after January 1, 2007.
E. Capital Improvements Project progress report – Sue said the CIP request had not been submitted yet.
F. Personnel Update – Combine with Manager’s Report at future meeting.
G. Changes to Fairgrounds General Lease Agreement – tabled until after Policy Committee reviews.
H. Other items not on agenda – discussion only – none
14. ANNOUNCEMENTS – None
15. AGENDA ITEMS FOR NEXT MONTH’S MEETING –
A. Chris Budeski wanted the 4-H Ice Machine put on next month’s agenda as a decision item.
ADJOURNMENT – Meeting was adjourned at 9:35PM.
Respectfully submitted by _________________________________
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