Wild West WinterFest Minutes
February 21, 2008
WinterFest Follow-Up Meeting
(as Approved at the May 15, 2008 Meeting)
ATTENDANCE: Debbie Holwegner, Skip Hougland, Karlene Pisarcik, Al Lien, Jim Boorman, Kevin Joyce, Rob Pertzborn, Becky Roeder, Mary McShane and Sean-Patrick Meehan.
1. CALL TO ORDER: Skip called the meeting to order at 7:05 a.m.
2. APPROVAL OF MINUTES: Karlene moved to approve the February 7, 2008 minutes as presented. Jim seconded. All in favor. Motion carried.
3. PROFIT & LOSS: Debbie reported that the very “preliminary numbers” from the profit and loss report indicated we currently showed a profit of $23,645. However, this number will change because there were still more expenses and revenues for WinterFest (probably more expenses than revenue). Skip added he thought the committee made a real effort to cut expenses in an effort to make a profit. Skip added he thought the good weather also contributed by bringing more families and people out.
4. SPONSORSHIPS: Debbie reported we received just over $10,000 in cash sponsorships and $11,000 in barter sponsorships. We are still waiting to receive funds from a few of the cash sponsors.
5. BAHA HOCKEY TOURNAMENT: Rob Pertzborn apologized for not attending more meetings but was keeping in touch through email. Rob reported the invitational tournament was very successful. They played 33 games in 3 ½ days. Rob thought this number could be doubled if there was another sheet of ice. The tab article regarding BAHA was excellent. Rob asked for hockey photos that were taken during WinterFest so they could put this on their web site. There were a few problems that Rob mentioned. On Saturday, the Search & Rescue guys doing the parking were not very friendly to the point of being rude. The Oak Street gate access was very rough to drive on. A sheriff showed up on Friday night and told Rob there were a few
alcohol issues. Rob will be more aware of what’s going on regarding alcohol and will put up signage stating not to leave the premises with any alcohol.
6. AG IN THE CLASSROOM: Skip said the agenda and program were good. About 100 kids attended. We need to try something different to have more kids attending but not sure just what to do. Would like to get information to the home-schooled kids. Al stated Ag in the Classroom was very successful and the best they’ve ever had. He would like to leave the classes and demonstrations the same for next year. Need to adhere to time slots for demonstrations or allow a little time to change from one to the next. FFA kids would’ve been better prepared if they had received their responsibilities prior to the start of WinterFest. Al also stated that Wally Congdon did an excellent job answering questions from the kids. Al said
the hay show was a real success. There were lots of entries and had a great display.
7. PACKERS’ SCRAMBLE: Jim reported this was the best Packers’ Scramble of all. The judges did an excellent job. There was a good turnout of spectators. Jim was not very happy with the sound system. There have been too many patch repairs over 30 years on this sound system so it all needs to be torn out and replaced. He suggested pulling out the existing system, replacing the mics, wiring and speakers. Jim said he would donate his time and presented an estimate of $1,200 in parts to replace the sound system. He would need just two to three days to complete the work. Jim suggested trying to get this sponsored by someone like Radio Shack instead of making the repairs a budget item. It was suggested to Jim that he
present this to the Fair Board. Rob Arnaud will be in charge of the Packers’ Scramble next year and Jim will just help with it.
8. ELK BUGLING CONTEST: Jim said there were only four or five contestants. Ted Krauss is willing to work with us and Rob Arnaud to put together something a little more spectacular for this contest. Ted is willing to advertise this event on the radio in conjunction with Yellowstone Gateway Sports.
9. CANINE TALENT COMPETITION (pet tricks): Debbie read an email from Nancy Tanner. They had a great audience and bigger crowd then in past years. Not as many participants but thought that was due to no advertising in the Chronicle for the event or having contact information available. The new addition of the CGC test was well worth it as well as the puppy parade. Tricks and freestyle had great support from the audience and even had new participants that offered great showmanship. Our event ended on time allowing for dog conformation to get going on their event. They raised $297 for the Rolling Dog Ranch Animal Sanctuary through entry fees and donations. Nancy was very appreciative for the coupons and ribbons given to them for their
contestants.
10. DOG CONFORMATION: Mary McShane stated there were a few issues this year. They need more time to setup. A ½ hour is just not enough time. Their ring was too small. Entries were down and Mary believed the Dog Keg Pull Contest was a contributing factor. Mary said the keg pull had started their runs when their entries were being taken. Becky Roeder inquired if the dog keg pull could be changed to start later. Karlene stated that would not be possible and if anything would need to start earlier next year due to the large amount of entries. They are thinking about changing their event to a rally obedience for next year. A rally would be more fun and interactive. There would be new classes. They would like enough
time to discuss dog issues that the public may have. They also asked to setup a table and poster the day of their event that would give the public information on their event. There needs to be more communications regarding the logistics of unloading their equipment in the building. They raised $320 for the Heart of the Valley Animal Shelter.
11. FFA/McLIEN’S FARM BARN: Skip stated the Farm Barn was fantastic. A lot of people went through the barn and enjoyed the displays and information. It would be nice to remove the pile of sand on the northwest side of the barn. Skip said there was a big puddle of water at the south end of the barn that people had to go around. Al commented that the east center doors worked great for loading and unloading animals. Al said the sheep lady left early so we should discuss what would be a good time to leave on Sunday. There would still be plenty of room to move the petting zoo. Kevin said the 4H Cattle Show went very well. The judges did a great job. He and Skip both thought they could utilize the entire south end of the
barn for this show. Need to give more thought to when the kids will be required to bring in their livestock.
12. DOG KEG PULL: Karlene reported this event went very well. The people from Bridger Feeds did a fantastic job with it. Karlene said there were 109 entries which was more than double of last year. This event raised $545 for the Fairgrounds. A lot of spectators attending to watch the fun. Possibly consider moving this to the outdoor arena to provide more space for the dogs, setup, track and seating for observers.
13. OTHER BUSINESS: Skip stated he would like to see WinterFest event planners and organizers attend our meetings to voice any concerns they have. This way, any problems or potential problems could be discussed and worked out. Kevin said it would be a good idea if the food and beverage concessions stayed open as late as the hockey teams were playing.
14. NEXT MEETING DATE & TIME: There was not enough time to discuss all items on the agenda. We will continue with the remainder of this agenda beginning with item #12 on March 20 at 7:00 a.m. at the Fairgrounds office.
15. ADJOURNMENT: Kevin moved to adjourn. Karlene seconded. Meeting adjourned at 8:15 a.m.
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