Fair Board Minutes – January 13th 2025

Monday, January 13, 2025
PRESENT: Matt Plaisted, Chairman, Wendy Wagner, Derrick DeHaan, Leighton Bilbrey, Justin Koenigsfeld Vice-Chairman, Jennefer Wheeler Fairgrounds Manager
ABSENT:
GUESTS: Dave Kirschten

6:30PM CALL MEETING TO ORDER
Matt Plaisted called the meeting to order.

6:30PM APPROVAL OF AGENDA
Derrick DeHaan motioned to approve the January 13, 2025, Fair Board Agenda. Justin Koenigsfeld seconded the motion. The motion carried. 4 Ayes. 0 Nays. 0 Absent.

6:30 PM APPROVAL OF MINUTES
Justin Koenigsfeld motioned to approve December 16, 2024, minutes. Wendy Wagner seconded the motion. The motion carried. 4 Ayes. 0 Nays. 0 Absent.

6:31 PM MANAGERS REPORT
Jennefer gave them a list of the events present and past that have happened at the Fairgrounds. The Electronic Sign Update-Commission needs us to make a resolution and motion to move forward for them to approve. Who is available to come to the meeting once it is set up. Wendy Wagner said she would be able to on Tuesday or later in the day if possible. Jennefer will find out what is available next week to attend and let Wendy know.
Wendy Wagner made the motion to for a resolution to move forward with the Electronic Sign to be put at the Fairgrounds. Leighton Bilbrey seconded the motion. The motion carried. 4 Ayes. 0 Nays. 0 Absent.
Miss Rodeo Montana is going to book up fast due to more events being our weekend. She would like to have the Board approve her sending off the application to have her at the 2025 Fair.
Wendy Wagner made the motion to have Miss Rodeo Montana at our 2025 Fair. Leighton Bilbrey seconded the motion. The motion carried. 4 Ayes. 0 Nays. 0 Absent.

6:47 PM EXTENSION REPORT
Dave Kirschten with the Extension office arrived at 6:47PM. We moved from Old Business that we were done with to hear from Dave. They have a new Administrative Assistant Maddi Butori. They had AQA and had attendance of 42 kids. Fair theme will be by the February meeting. Dave talked a bit about Carter County 4H/FFA members exhibiting at our Fair. The Livestock Committee will be taking their recommendation to the 4H Counsel meeting next week, January 21st. Have the Winter Ag Series coming up COOP with NRCS. 4H Fruit Sales begin January 31st. Dave Kirschten asked if there was anything they needed to be doing. The Board didn’t have anything for them. Dave Kirschten then left the meeting at 7:04PM.

6:35 PM PUBLIC COMMENT
No one appeared for Public Comment

6:35 PM OLD BUSINESS
Peddle Tractor/Pig Races-The Board discussed the information Jennefer Wheeler presented to them. Jennefer will get what we have so far in expenses ready for the next meeting to see if we can do it or not. Space isn’t a problem. It was decided to table the decision until the February meeting.
Justin Koenigsfeld made the motion to table decision on Peddle Tractors/Pig Races until the meeting on February 10, 2025, for the 2025 Fair. Leighton Bilbrey seconded the motion. The motion carried. 4 Ayes. 0 Nays. 0 Absent.
Dueling Pianos date February 28th, 2025-Jennefer Wheeler gave the Board the quote for the event and asked for approval to get Bogey’s to cater. Jennefer also requested that she could send out bid letters for a Bar. She will need to call them as soon as the meeting is over tonight with our decision.
Derrick DeHaan made the motion to have Dueling Pianos for our Winter Event. Wendy Wagner
seconded the motion. The motion carried. 4 Ayes. 0 Nays. 0 Absent.
Greg Simas Contract-Jennefer gave the Board the multiyear contract that was discussed with Greg at PRCA convention.
Justin Koenigsfeld made the motion to approve Greg Simas multi year contract. Leighton Bilbrey seconded the motion. The motion carried. 4 Ayes. 0 Nays. 0 Absent.
Gate Sign-Commission asked Jennefer to ask the Board the following questions on the Entrance gate. Do we want community involvement. The Board discussed this and said no as they would like to not have to wait too long to do the project. Will we shut and lock the gates as in most of the 4 designs each night. The Board discussed this also and after talking thought Jennefer would ask Neil Moore with Baker Metal make another design based on the 4 he already proposed to us. We will discuss it more at the next meeting in February.

7:04 PM NEW BUSINESS
MHSRA Sponsorship-Jennefer gave the Board a sponsorship letter from the MHSRA. The Board currently does not want to sponsor.
Derrick DeHaan made the motion to not do the MHSRA Sponsorship. Justin Koenigsfeld seconded the motion. The motion carried. 4 Ayes. 0 Nays. 0 Absent.
Circuit Finals-Jennefer reported that we did win by a narrow margin the Large Rodeo again. There are 2 other fairs we competed with. Eddie won Committee Person of the Year. Jennefer brought back the Montana Silversmiths catalogs for us to think about for contestants. Wendy Wagner commented she would like to do buckles this year. Matt would like to dedicate the Fair to a past member.
Cleaning bid/Contract-Jennefer gave the Board a bid she received from Lisa Passmore again for cleaning. We looked over what she was given last year and added a few things that we missed. Also, it was discussed on what the AAU Wrestling is supposed to be doing on their day and what the contract said. We will ask Darick Gorder to come to the next meeting and discuss it. Wendy Wagner stated that AAU is supposed to pay us for cleaning people to do that during their event. Derrick DeHaan and Jennefer both said but it isn’t in the Wrestling Club Contract, and we should probably look at that and make sure it is stated. Jennefer will see if Darick can attend the next meeting.
Justin Koenigsfeld made the motion to approve Lisa Passmore for cleaning at the 2025 Fair. Leighton Bilbrey seconded the motion. The motion carried. 4 Ayes. 0 Nays. 0 Absent.
Matt Plaisted asked if there was any other business to discuss. That act Kellie Adams is calling and wondering if we want to use them. The board agreed that we are fairly booked up for acts. Justin Koenigsfeld said he needed to get to work on music for the Free Stage area. Leighton Bilbrey discussed with Eddie Coulter on the permit guys. He said when we fill out the PRCA application we can add that to it. The board discussed it and Matt asked for a motion to put that on the application. Jennefer will mark that on the application.
Wendy Wagner made the motion to approve allowing permit guys on the PRCA Application at the 2025 Fair. Justin Koenigsfeld seconded the motion. The motion carried. 4 Ayes. 0 Nays. 0 Absent.
Matt asked for a motion to adjourn the meeting.
Next Meeting: Monday January 13, 2025, 6:30 pm at the Fair Office
7:31PM Justin Koenigsfeld made a motion to adjourn the meeting. Leighton Bilbrey seconded the motion. The motion carried. 4 Ayes. 0 Nays. 0 Absent.

ADJOURN:
s/ Matt Plaisted, Chairman
ATTEST:
s/Jennefer Wheeler, Fairgrounds Manager