Wild West WinterFest Minutes
December 21, 2006 Meeting
(as Approved at the 1/11/07 Meeting)
ATTENDANCE: Sue Shockley, Debbie Holwegner, Karlene Pisarcik, Travis Burian, Skip Hougland, Al Lien, Dennis & Kathy Farnham, Jim Boorman and Sonja Berg.
1. CALL TO ORDER: Sue called the meeting to order at 7:15 a.m.
2. APPROVAL OF MINUTES: Karlene moved to approve the November 16, 2006 minutes as presented. Skip seconded. Motion carried.
(Travis Burian arrived and took over the meeting)
3. FINANCIALS: Debbie reviewed the Profit and Loss report for the 2006 WinterFest. The net income for WinterFest was only $217.75. Debbie pointed out that we needed to subtract the barter sponsorships from this amount because they are not income that can be spent but rather products from businesses. We the barter sponsorship amount ($26,335) is subtracted from the net income, it actually puts our profit at a minus -$26,117.25. Sue stated we really need to figure out a way to increase our revenues.
4. MARKETING/SPONSORSHIPS: Travis reported we currently have a few ads running that are targeting the horse sale along with mentioning our other WinterFest events. XL Country is already talking about WinterFest on the radio.
5. AG IN THE CLASSROOM: No report from Todd. Sue stated that Al Lien would be doing a log skidding demonstration for the kids in the indoor arena during their lunchtime. Al will have the script ready for the announcer. Al will also bring in a calf or the kids to groom and pet.
6. PET TRICKS/DOG CONFORMATION: No report.
7. PACKERS SCRAMBLE: Jim reported there would be two classes. There will be demonstrations explaining packing prior to the start of each class. The first class will be the amateur and the second will be the Professional. The schedule is as follows: Amateur Class informational demo at 7:00 pm; Amateur Scramble at 7:15 pm; and Advanced Class informational demo at 7:45 pm; Elk Bugling Contest at 8:15 pm and the Professional Class Scramble at 8:30 pm. The Amateur Class will have a maximum of 8 teams, while the Professional Class will have a maximum of 8-10 teams.
There will be a maximum of 20 horses loose at one time in the indoor arena for safety purposes. Sue will talk to Sandy Gagnan and/or Gary Clutter to see if they would be able to do the announcing. Jim will find the announcer. Sue will contact Yellowstone Gateway Sports to see if they would be willing to put on and sponsor the Elk Bugling Contest. Cash or prizes will be awarded for 1st – 3rd place. Will need two bags of feed and one block of salt for each team. Bags of feed should be made of plastic to keep from tearing/ripping. Entry fee is $20 per team.
8. DOG KEG PULL CONTEST: No report.
9. WINTER ROUNDUP 4-H CATTLE SHOW: No report. Karlene mentioned that we have received two entries so far.
10. ALL STAR DOG EXPO: No report from Nancy Creel. Sue stated they are going to add a class called, “Go to Ground”.
11. RABBIT/POULTRY SHOWS: They are good to go.
12. McLIEN’S FARM BARN: Al reported the Farm Barn is filling up. Debbie made a stall reservation for pigeons. Panels for stalls are 8’, 10’, and 12’. Operations will try to put up gates between the main part and wing on both ends of the barn.
13. WORKING HORSE & DRIVER CONTEST: Sue will finalize the entry form and rules so that the mailing can go out. Sue to contact Don Jones about doing the judging.
14. HORSE SALE/STALLION AUCTION: Sue met with Gary France and they are trying to work out a few details. Twelve horses are currently consigned. The horse sale is on their website and the fairgrounds website.
15. BATTLE OF THE BREEDS: Sue reported all is going well with this. Since we are not having Horse Play Day, they are incorporating more events for the contestants to do.
16. TACK SWAP/AUCTION: Consignments will be taken on Friday evening and Saturday morning. Tack swap items will be put in a trailer on the south end of the indoor arena. Tack swap to be after consignments on Saturday morning, probably 9:30 a.m. continuing through the horse sale. Immediately after the horse sale, the Fairgrounds Foundation will have the tack auction. The schedule fee will remain the same as last year. Need to find an auctioneer for this.
17. HAY SHOW: Karlene reported we have three entries.
18. CHILI COOK-OFF: No report, but Sue felt they were good to go.
19. SILENT ART AUCTION/DINNER THEATRE: We may not be able to have the silent art auction after all. We have definitely book the Vigilante Players to perform the show “Chapeau” – a comedy kickoff from Gunsmoke. Rocky Mountain Concessions are unable to prepare the dinner meal. We are still making arrangements for a caterer.
20. RAIL JAM: Travis reported they were meeting with some people today.
21. KID’S BOZEMAN ROUNDUP RODEO: The MSU Rodeo Club is going to assist with this.
22. KIDS ACTIVITIES: Need to make appropriate contacts.
23. MINIATURE BULL RIDING: Sue reported we are waiting for the contract from them.
24. ENTERTAINMENT IN BUILDING #1: Deb reported we have Bob Munden – the fastest man with a gun who ever lived; Brandon Cash performing a tribute to Johnny Cash; one performance by the Jr. Fiddlers; the Yampa Valley Boys; a cowboy poet and some other music performers.
25. BAHA HOCKEY TOURNAMENT: No report from Rob Pertzborn, but they are good to go.
26. CHILDREN’S ART SHOW: Waiting to hear back from Mary Ellen Fitzgerald.
27. QUILT SHOW: Karlene reported the mailings have gone out; she delivered to local shops, and we ordered new clips to hang the quilts.
28. PHOTOGRAPHY SHOW: Linda Blomback is working on this.
29. COMMERCIAL EXHIBITORS: We have eight indoor exhibitors so far.
30. FOOD VENDORS: None as of yet.
31. OTHER BUSINESS: None.
32. NEXT MEETING DATE & TIME: January 11 at 7:00 a.m. at the Ag Center meeting room.
33. ADJOURNMENT: Meeting was adjourned at 8:30 a.m.
Respectfully Submitted,
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