GALLATIN COUNTY FAIR BOARD
MARCH 25, 2009 MINUTES
As approved at the April 21, 2009 Meeting
ATTENDANCE:
Fair Board Members Present: Bob Brekke - Chairman, Chris Budeski, Linda Warner, Misty Radue, Jeff Wade and Chuck Busta
Absent Fair Board Members: Dennis Farnham
County Commissioner: Joe Skinner - Absent
4H Agent: None
Fairgrounds Foundation: No members present
Bozeman Roundup Rodeo: No committee members present
Staff: Sue Shockley, Manager and Karlene Pisarcik, Secretary
Guests: Mike Harris, Open Lands
Tate Chamberlin, Chamberlin Productions
Tim Skop, Planner and BAHA fan
Public: Julie Keck of BAHA, Sonja Berg
CALL TO ORDER: Bob Brekke called the meeting to order at 5:34 pm. Bob welcomed new Fair Board member, Jeff Wade.
PUBLIC COMMENT: None
APPROVAL OF MINUTES: Linda Warner moved to approve the minutes of the February 17, 2009 meeting. Misty Radue seconded. Unanimous for. None against. Motion carried.
COUNTY COMMISSION UPDATE: Sue reported that the Commissioners recommended that our restrooms be funded. The bill made it through the House and is now going to the Senate. Mike Harris was optimistic that we’d get the money. The County was audited by the IRS. There was an example made over buying pizza for Board Meetings and now that would be taxable. Board members would then have to be made employees. Sue said there might now be a problem paying for Board Members to go to the RMAF convention as they are not employees. She will look into this further and let them know.
FAIRGROUNDS FOUNDATION UPDATE: No report.
4H UPDATE: Sue reported that the 4-H agent, Faith Poet, had resigned.
GUEST PRESENTATIONS:
Tim Skop with Gallatin County Planning: He stated that he spoke with Lee Provance of the Road Dept. and that he said the road grader is nearby but that no one can use it. He was willing to send his employee over to us at no charge to grade the midway. Tim stated that BAHA is willing to kick in money to get this job done but that Lee needs to be asked by our Fair Board. This would be a quick fix for now but for next year BAHA, Lee Provance and the Fair Board need to get together and work out an agreement. Tim will volunteer his time to write up an agreement to get something in place for next year. Chuck Busta and Chris Budeski both stated that the roads cannot be graded in the winter time as that would break the blades on the grader. Pot holes are created
from the bottom up. We need to wait for the road to thaw, rip it up and put in layers to get the right flow intact. Chris said that he ran into two wealthy BAHA people who asked him what would it take to fix the roadways? Chris suggested cleaning up a strip, east to west, in front of the Haynes for right now even though it would just be a quick fix. Misty thought Tim might join the CIP Committee and in that way he’d keep in touch with the situation. Sue asked that Tim stay in touch with her.
DECISION ITEMS:
A. Letter (attached) sent to Fair Board from HRDC/Galavan requesting rental space at the West Annex property to house 6-9 vehicles/month on a short term basis. The Board discussed this request. It would be on a long term basis rather than a short term one since the new building has not even been started yet. There would constantly be vehicles on the property because when they take the Galavan vehicles out they replace those with their own personal vehicles.
B. Letter (attached) sent to Fair Board from Salvation Army requesting permanent parking and storage space for the canteen trailer as it is used for emergency calls. Sue stated that everything is now full and that the Road Dept. is not completely cleaned out yet and the north end needs to be cleaned up first.
Misty Radue moved to send a letter from the Fair Board back to Galavan and the Salvation Army that states until these buildings are cleared out and vacated by the Road Dept. no decision will be made. They’ll be the first two on a list if we have the opportunity to fulfill their needs but it will be based on a contract with the Fair Board. Chuck Busta seconded. Vote taken. Five members in favor of. One member, Chris Budeski, abstained. Motion carried.
C. HKM contract recommendation for commission approval: Chris Budeski moved to make a recommendation to accept the HKM contract for the Storm Water Management plan with an end date of June 15th. Chuck Busta seconded. Unanimous for. None against. Motion carried.
D. Gallatin Empire Lions Club reduction of rental request for July 4th: Chuck Busta stated that if we give this request to one then we have to give it to all. Jeff Wade agreed. Chuck Busta moved to not reduce the rental rate for the Festival of the 4th Event but to keep the price the same as last year. Jeff Wade seconded. Unanimous for. None against. Motion carried.
E. Request for discount for Downtown Recovery fundraiser event: Chuck Busta said that this event was different as it was a catastrophe of unmentionable proportions and a true emergency. Everyone agreed. Chris Budeski moved to waive all charges for this event. Linda Warner seconded. Misty Radue asked if Mike Hope will have all the Security required and all agreed that he must follow all alcohol rules. Unanimous for. None against. Motion carried.
F. Request for reduction in rental for 2009 PBR at Fair: Sue stated that they wanted to pay $2500.00 for the rental of the arena. She also said that the PBR reps have until April 30th to let us know if this event will happen or not. We’d like to charge $3.00/person for admission to the Fair if they have advanced tickets and $5.00/person if they purchase admission tickets at the gate. They are asking for 100 parking spaces in the West Annex but Sue said that can’t happen. They also would like to have us mark reserved seats in the grandstand and in that way they could sell more seats at a higher price. We would have to stencil 1500 numbers on the seats. Linda Warner and Dennis Farnham volunteered to head up
this project. Linda and Dennis thought maybe the Fair Board could help as well. Linda Warner moved to paint numbers on the grandstand for reserved seating, accept the rental rate and rates for admission to the PBR. Chuck Busta seconded. Unanimous for. None against. Motion carried.
G. 90-day exclusive for similar events: Sue stated there are two trade shows put on by different promoters – Jim Harrison & Bill Reier, Jr. They have always been booked about 30 days or more apart and there have been no problems. Chris Budeski moved to set a policy for 30 days exclusive, before and after, for similar trade shows. Chuck Busta seconded. Unanimous for. None against. Motion carried.
H. Pricing for Fair Tickets and Booths: The Fair Planning Committee recommended leaving the pricing the same as it was last year which was: $5.00 daily admission, $15.00 for a 4/day ticket and $8.00/wristbands purchased by 4-H & Exhibitors. 10’ x 10’ booth spaces: Indoor is $275, Outdoor is $105, Haynes is $150 and Outdoor spaces are priced by front foot requirements. Chuck Busta moved to accept these prices for the 2009 Fair. Linda Warner seconded. Unanimous for. None against. Motion carried.
I. Updated prices: The Pricing Committee recommended not raising the rental fees for the July 1, 2009 to June 30, 2010 year but increasing the fees by 5% for the next two years after that. The Committee recommended continuing to keep the 3% Improvement Fee in place. Also consider changing Ticketed Event pricing from the facility rental rate or 10% of total ticket sales whichever is greater to facility rental rate or $1.00/ticket whichever is greater. Tate Chamberlin stated that it would be more than fair to pay $1.00/ticket instead of 10% of the total ticket sales. He also thought it was a good idea to consider getting 3-phase electric in the Indoor Arena. Just something to think about since we could
charge higher rates for the facility even though it would initially be a cost to us. Chuck moved to accept the recommendations of the Pricing Committee. Jeff Wade seconded. Unanimous for. None against. Motion carried.
J. Open Space Dedication Deed: Mike Harris, of Open Lands, presented a draft (attached), Resolution Number 2008-XX, for a Declaration of Protective Covenants for Open Space Land and Voluntary conservation Act for the Gallatin County Fairgrounds. He discussed the purpose, the rights and prohibited uses of this deed. Mike said that if the Fair Board approves the wording then it goes to the Commissioners. Board members felt that it needs to go to the County Attorney first and then back to the Board for their approval. Mike stated that the values we have now as well as our plans for the future are safe. Misty Radue said she would like to look the document over. Mike said that he will forward it to the County Attorney to
get the process started.
K. Bozeman Baseball requesting donation of building: Ron Edwards asked for the Board to donate Building #4 for a Pancake Breakfast as they usually held it at the American Legion but since that building cannot be used he is looking for something else. The Board cannot make a decision before their event happens. Sue will call Ron and recommend they go to the Senior Center.
L. Reconsider pricing for Haynes Pavilion: Sue told Kristi Wetsch, of Farmer’s Market, how we came up with the price increase for their event. We figured out the square footage of the Haynes Pavilion and applied that for a price. We had been losing money with the previous rates but now they’re up to par. “No” to reconsider pricing.
COMMITTEE REPORTS:
A. 2009 Fair and Bozeman Roundup: Linda Warner reported that we voted on the new logo for the Fair. We went over the proposed events that are scheduled so far. The Carnival has a side show that they are bringing with them this year. We went over the PBR information as stated earlier in the minutes as well as some other suggested events to have in case the PBR doesn’t come back. We went over pricing recommendations to take to the Fair Board for approval. Bob Brekke said to just watch out for the vendors who want to sell toy guns, knives, etc.
B. Contract Committee: Sue said she needs to set up a meeting after Spring break.
C. Capital Improvement Committee: Chris Budeski stated that we are possibly getting $300,000 for construction new restrooms. If we get this money and find out we need more then we’ll be responsible for raising it. We need to develop an RFQ for an architect, now, for this project. We need four volunteers plus Sue to be on a Review Committee: Sue Shockley, Linda Warner, Chuck Busta, Mike Harris and Chris Budeski. Sue said she would look into other grants as well.
D. Policy /Bylaws Committee: A meeting is scheduled for 6:30 a.m. on Saturday, March 28th here at the Fairgrounds. Sue asked for a list of five goals and to please have them to her by Friday, March 27th.
E. Parking Committee: Dennis Farnham is the chairman of this committee and they need to meet. Sue will set up a meeting for next week.
F. Pricing Committee: This was discussed previously in the minutes.
G. Security/Emergency Planning/First Aid/Alcohol Committee: Chris Budeski asked Jeff Wade why no arrests were made for drinking and using drugs in the parking lot when concerts and dances were scheduled? Jeff said that it took 12 law enforcement officers to gain control at the last dance and they decided not to cite the kids as that was their call. Sam Porter’s concert was out of control with drugs and drug paraphernalia too. 14-15 officers were at that concert and it would have been more chaotic to shut it down. No specific conclusions have been met but for now certain rules have been put into effect for Cody Myer’s dances in particular. A good effort has been made to keep the kids safe at dances and non-alcohol
related events.
H. Volunteer Committee: We actually met this morning and we’ll be meeting again on April 7th. We’re discussing where to find volunteers and how to retain them.
Members of this meeting took a break.
I. Marketing Committee: Sue stated that a meeting is scheduled for tomorrow, March 26th.
J. WinterFest Committee: There were not enough financial copies for everyone. Misty Radue asked that Ginger Buchacher please get her correct email address.
CORRESPONDENCE: None
MANAGER’S REPORT: Sue sends out as email updates throughout the month.
FINANCIAL REPORT: This was postponed until next month. Ginger Buchacher needs to send out this report sooner as the Board needs more time to review it.
DISCUSSION ITEMS:
A. Concession Stand Update: Sue stated that Sally Shea is doing an awesome job completing the concession stand. Next step is to obtain a permit.
B. New County Policies regarding Board Stipends and other benefits: No Board stipends because of being taxed. You would have to become County employees and they are not willing to do that.
C. Discussion and clarification on Fair Board members’ responsibilities during Signature Events: Table until next meeting.
D. County Audit Review of Fairgrounds procedures: no review back yet.
E. Charging for parking at large events: Dennis is not here to discuss. Table until next month.
F. Personnel discussion: None
G. RFP for Alcohol Vendor: Table until next month.
H. Fairgrounds Business Plan: Nothing
I. Haynes and BAHA Update: Nothing
J. Fairgrounds General Lease Agreement changes: Tabled until Policy Committee reviews
ANNOUNCEMENTS: We need to have a dinner for Jim Oberhofer and Sue will check with Jim to see what night is good for him. Also, we need to get a belt buckle for Blair Howze.
NEXT MEETING DATE: Tuesday, April 21, 2009
ADJOURNMENT: The meeting was adjourned at 8:30pm.
CLOSED EXECUTIVE SESSION BEGAN - PERSONNEL
Respectfully Submitted,
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