Montezuma County fairgrounds manager recommends keeping fees steady; asks county to review insurance requirement for small meeting rentals

Justin McGuire, fairgrounds staff, presented a comparative fee review and financial update to the Montezuma County Board of County Commissioners and recommended holding off on broad fee increases while pursuing more events and targeted adjustments.

McGuire said fee revenue for the fairgrounds was about $110,000 in the last year and the Conservation Trust Fund (CTF) contributed about $213,000 in 2023, yielding roughly $323,000 in total resources. He said 2024 expenditures were about $292,000, leaving about a $30,000 surplus that could be applied to capital improvements. He told commissioners he expects CTF receipts to rise about 10% for 2025.

McGuire asked commissioners to consider whether the county could waive the requirement that small meeting-room renters obtain general commercial-liability insurance, which he said typically costs renters about $300 while a four-hour meeting-room rental often brings in about $100.

County officials and legal counsel raised liability concerns. A county official noted that liability limits have been a priority for the county and that contracts and insurance requirements were drafted by attorneys; the county’s risk carrier and counsel would need to confirm any waiver. The transcript records no decision; staff agreed to investigate coverage and practices at other fairgrounds and return with more information.

Other details from the presentation and discussion: - Booking fee: the fairgrounds charges a booking fee in addition to rental rates, which increases the effective cost of some indoor rentals. McGuire said when the booking fee is added, an indoor coliseum price previously listed as $750 becomes $800. - CTF use: commissioners asked how other fairgrounds treat CTF funds and whether those peers use CTF to cover wages. McGuire said CTF paid a large share of fairgrounds payroll — he reported that CTF covers about 75% of his salary and all wages for two other staff members — and promised to research how other counties use CTF for operating versus capital. - Major events: McGuire noted the county fair and the Ute Mountain Rodeo are major events that drive activity but do not necessarily provide direct revenue to the fairgrounds budget; the rodeo contributes improvements to the facility but the fair (the county fair) does not generate cash for the fairgrounds’ operating account. - Fee history: commissioners noted prior rate adjustments in 2024–25 and discussed whether smaller annual increases would be preferable to a larger single jump later.

Next steps agreed by the group: McGuire will compare other regional fairgrounds’ fee structures and CTF usage and will consult county insurance/risk staff and counsel on whether the county can lawfully or practically relax the insurance requirement for low-risk meeting-room rentals. No fee changes were adopted at the meeting.