Wild West WinterFest
June 16, 2005
Morning Meeting at Bill’s Grill in Belgrade
As Approved at the August 18, 2005 Meeting
ATTENDANCE: Skip Hougland, Sue Shockley, Debbie Holwegner, Gary & Vicki Taylor, Al Lien, Betsy Heckel, and Connie Garrett.
1. CALL TO ORDER: Skip called the meeting to order at 7:15 a.m.
2. MINUTES: Sue moved to approve the May 19, 2005 minutes as presented. Betsy seconded. All in favor. Motion carried.
3. FINANCIAL: Sue reported we actually made money this year. She has submitted the budget for next year for about $45,000 and will know the final budget approval amounts by the end of September. Not all of the food vendors have paid. Sue will ask Linda Everhard to prepare a letter requesting payment from them. A profit and loss statement will be available for review at the next WinterFest meeting.
4. MARKETING: Sue reported this committee is meeting on a regular basis and are working on an overall marketing plan to generate funds for the Fairgrounds. Sue also mentioned that she wanted the committee to think about changing the name of the Fairgrounds to a more park-like name in an attempt to help with changing the image of the Fairgrounds. The Big Sky Weekly/Our City has stepped up as a sponsor and is supporting the Fairgrounds.
There was discussion on extending WinterFest through Monday due to all the events needing time in the indoor arena. Sue suggested waiting on this decision until we see just how busy our schedule is and if we need this additional day. It was suggested that we possibly focus on just horse events if we extend through Monday. Gary stated that Don Koles of Coke said they would help us out with advertising if we extended to Monday. Gary suggested having a horse clinic providing such things as discounts on physicals and vaccinations.
5. AG IN THE CLASSROOM: Todd was not present to report. It was mentioned that if this program were moved out of the Sales Pavilion and into the Indoor Arena, a lot more kids would be able to attend. Sue spoke with Todd and he doesn’t see any reason to change this program. Todd does not have a problem with extending Ag in the Classroom to Park County schools as long as there is room for all the kids to attend. It will be on a first-come, first-basis. Gary Taylor is going to get the list of schools to Todd.
6. McLIEN’S FFA FARM BARN and MINI AG SEMINARS: Al Lien suggested picking up the push rake at Nerlins and try doing forage and things related to forage. Sue suggested bringing in other FFA groups from other areas to join efforts with our local FFA. Sue is going to talk to Janalyn Larsen to get her feelings on this before contacting other FFA groups.
Mini Ag seminars were not well attended. If we extend WinterFest to another day, we might consider doing these again and could possibly focus on horse related seminars.
7. COWBOY INDIAN CAMP: Gary reported they had a good attendance. Next year they have plans to add more teepees, packing demos, and a cowboy and Native American artist. Sue suggested getting in touch with the Native American group at MSU.
8. OFFICIAL BEVERAGE CONTEST: This event is not a moneymaker, however it is fun. Deb will check with Cheryl Caton to see if she will take charge of this event again next year. We would like to come up with ideas on how to make this into an event that will produce revenue for the Fairgrounds.
9. INDOOR/OUTDOOR EXHIBITORS: We will continue with indoor and outdoor commercial exhibitors. The Ford people were not happy with their turnout, however we felt it would help to bring in RV’s along with their trailers. We should focus on our local businesses and people’s interests in our community. Gary offered to work with Belgrade New Holland, Murdochs, and the Ford dealer.
10. ENTERTAINMENT: Sue has not met with the guy from Cody yet in regards to bull riding. Gary mentioned he would be willing to put on a concert in the indoor arena at no cost to us. He suggested having Michael Martin Murphy but would need to know soon so arrangements can be made. Whatever is charged for this concert, will include the button.
11. FOOD CONCESSIONS: We need more food concessions. Maybe 4H would be interested in having one. Connie mentioned it was difficult to find the food concessions and more signage would be beneficial.
12. KIDS ACTIVITIES: Sue suggested approaching 4H to become a part of WinterFest and maybe have a Jr. 4H show or showmanship, or a 4H carnival like they have in the fall. Betsy will follow up on this.
13. DOG KEG PULL CONTEST: This event was successful and Connie will do it again. Coke and Bridger Feeds will sponsor again. Connie stated the first place prize was spectacular, however she would like to see a better second place prize. It would be great if there were hot dogs and more beer served during the event. We cannot have the beer giveaways but could have a cash prize instead. Connie will need more volunteers to help with this event.
14. BOZEMAN LIONS – PEOPLE BARN: We do not know what they are planning on doing.
15. CHILI COOK-OFF: This event is a go and will be expanded.
16. DOG EVENTS: It was suggested to have the dog show on Sunday evening. Sue will contact Nancy to get her input on this.
17. CHILDREN’S ART SHOW: It’s a go.
18. QUILT SHOW: Will do again.
19. PHOTOGRAPHY SHOW: Will do again.
20. HORSE SALE: This event could be on Saturday 2pm – 6pm after the teamster event. Sue is going to meet with Mike from the Headwaters Livestock Sale Barn. The Foundation still needs to pay the Fairgrounds for this. We may not do this event through the Foundation next year.
21. AUTO ICE RACING: Good to go.
22. RABBIT/POULTRY SHOWS: Betsy stated the “Sweetheart Furs & Feathers” shows are a go and will do these on Saturday and use the Sale Barn. She requested a large banner/sign to put on the outside of the building.
23. HORSE PLAY DAY: We do not know if Sonja Berg has followed up with the Gallatin Saddle and Harness Club on this. It was suggested to move this to an earlier time on Sunday.
24. TACK SWAP: There will not be an up-front fee for tack swap items. Instead, there will be a non-refundable $1.00 fee for each item consigned with a 10% commission fee. We will change the location to the south end of the Indoor Arena. Leave times the same as last year.
25. WORKING HORSE & DRIVER CONTEST: Would like to have this on Saturday morning 9am – 1pm instead of Sunday.
26. BAHA HOCKEY TOURNAMENT: Sue is going to talk with Rob Pertzborn to figure out a better way to get buttons to the players.
27. KID’S FOOT & WHEEL CHAIR RODEO: This is a go.
28. OTHER BUSINESS: Sue has not received a call back from Brad Murphy at MSU in regards to renting their turn styles. Sue knows someone else at MSU that she can contact.
Sue stated it’s a good idea to form smaller groups to discuss events and then give reports at the regular meetings. Gary and Vicki Taylor, Sue, Skip, Connie and Debbie will be on this smaller committee.
29. ADJOURNMENT: Meeting was adjourned at 8:35 p.m.
30. NEXT MEETING DATE: The July meeting is cancelled due to Fair. Our next regular meeting is Thursday, August 18. We will be meeting at Bill’s Grill again in Belgrade at 7:00 a.m.
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