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Home My WebLink AboutR83-013 creating Eagle County Fairboard�0 0 RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS COUNTY OF EAGLE, STATE OF COLORADO RESOLUTION NO. 83 -/3 A RESOLUTION CREATING THE EAGLE COUNTY FAIRBOARD AND DESIGNATING THE DUTIES OF THE EAGLE COUNTY FAIRBOARD. WHEREAS, the Board of County Commissioners, County of Eagle, Colorado, hereinafter referred to as the "Board," is authorized pursuant to Section 30 -65 -111, C.R.S. 1973, to own and operate a county fairgrounds; and WHEREAS, this Board and prior Boards have determined it is in the best interest of the citizens of Eagle County for the County to own and operate a county fairgrounds; and WHEREAS, the County has been assisted by numerous volunteer groups in operating and conducting a County Fair, including a group known as the Eagle County Fairboard, a group without whose activities there would have been no Eagle County Fair; and WHEREAS, the Board desires to formalize the relationship of the Eagle County Fairboard to the Board, in order to ensure the continuity of the Fairboard and the Eagle County Fair; NOW, THEREFORE, be it resolved by the Board of County Commissioners, County of Eagle, State of Colorado: THAT the Board does hereby create an advisory body to the Board to be known as the Eagle County Fairboard. The Fairboard shall advise the Board on matters relating to the operation of Eagle County Fairgrounds and the Eagle County Fair. The Fairboard may also recommend the entry into certain contracts by the Board, but the Fairboard, having no power to contract, will itself not enter into any contract. The Fairboard shall coordinate the activities of the various volunteer groups who assist the County Fair. THAT the Board does determine that the Fairboard shall consist of eleven regular voting members and one ex- officio non - voting member. At least one regular member shall be appointed from each County Commissioner's district. The term of membership of the Fairboard shall be three years, with the exception of the first appointment under this Resolution. Three of the first appointments shall be appointed for a term of one year, four shall be appointed for a term of two years, and four shall be appointed for a term of three years. Thereafter all terms shall be for the full three years. Regardless of the date of actual appointment, the terms of those first appointed shall be calculated as if they were made on January 1, 1983, and the terms shall expire on December 31 of the appropriate year. Any person appointed to the Fairboard except to replace a member whose term has expired shall be appointed initially only for the balance of the term of the member who has left the Fairboard. The Board of County Commissioners may remove any member of the Fairboard at any time. The Fairboard may expel a member for cause in accordance with its by -laws. The Board may also appoint as many alternate members as it deems appropriate. Alternate members shall be appointed for one year terms. One alternate member may be seated at each meeting for each absent regular member. The Eagle County Extension Agent or a member of the County Extension Agent's staff designated by the Extension Agent shall be an ex- officio, non - voting member of the Fairboard. The Fairboard shall adopt by -laws as it deems appropriate, not inconsistent with this Resolution. Before becoming effective, those by -laws shall be approved by the VA .. t Board. The by -laws shall provide procedures for the operation of the Fairboard. The Fairboard shall meet with the Board at least twice per year, once during the month of October for budget purposes and once during the month of February for planning the year's activities, and on such other occasions as are necessary. MOVED, READ, AND UNANIMOUSLY ADOPTED by the Board of County Commissioners, County of Eagle, Colorado, at its regular meeting held this ,4' day of , 1983. ATTEST: (j �,� K 2, ,o �- erk of the B a f County Commissioners COUNTY OF EAGLE, STATE OF COLORADO By and Through its BOARD OF COUNTY COMMISSIONERS By: 3 ;. Mott, Chairman 0 n w1iiiams, commissioner k),A --/-- Keith Troxe , Co issioner �4 I BYLAWS OF THE EAGLE COUNTY FAIRBOARD ARTICLE ONE MEETINGS Regular meetings of members shall be had at 7:30 P.M. on the third Tuesday of each month. Special meetings of the members may be called by the President, the Board of County Commissioners, or any three members. Each member shall be given at least three days notice of such special meetings, all such meetings to be held at the Eagle County Extension Office in Eagle, Colorado, unless otherwise specified in the notice given. Notice delivered by mail shall be deemed as having been given. One alternate member may be seated as a voting member of the Fairboard for each regular member who is absent at a meeting. Should the regular member arrive during the course of the meeting, the alternate member shall step down. In order to transact business at any meeting, a quorum of at least six regular or alternate members must be present. All meetings shall be open to the public. The latest edition of Roberts' Rules of Order shall govern the proceedings. ARTICLE TWO OFFICERS The officers of the Fairboard shall consist of a President, a President - Elect, a Vice President, and a Secretary, and such other officers as the Fairboard may elect in accordance with this Resolution. All the officers must be regular members of the Fairboard except for the Secretary, who may or may not be a member, and the President - Elect, who may be an alternate member. No person shall hold more than one office. The officers shall be elected by the Fairboard for one year terms at the regular January meeting, except the President. The President -Elect shall automatically assume the office of President on the completion of his term as President - Elect. A. The President shall be the principal officer of the Fairboard and shall preside at all meetings of the Fairboard. The President -Elect shall become the President upon the completion of his term as President - Elect. B. The Vice President shall in the absence of the President or in the event of his inability or refusal to act, perform all the duties of the President and when so acting shall have all the powers of and be subject to all the restrictions upon the President. C. The President -Elect shall become familiar with all Fairboard operations in order to prepare himself for the Presidency of the Fairboard. The President -Elect shall assume the office of the President on completion of his term as President- Elect. An alternate member may be elected President -Elect but is only eligible to serve as President if named a regular member. D. The Secretary shall keep the minutes of the meetings of the Fairboard, and shall send a copy of all minutes to the Board of County Commissioners of Eagle County, Colorado, and shall make a copy available for public inspection at the office of the County Extension Agent. E. A vacancy in any office shall be filled by special election at a regular Fairboard meeting. ARTICLE THREE RESIGNATION OR REMOVAL OF MEMBER Any member may resign by filing a written resignation with the Secretary, and such resignation shall take effect immediately upon filing. Any member who fails to attend three consecutive meetings of the Fairboard and whose absences are not excused 2 by the Fairboard shall be removed from office and his position declared vacant. Any member so removed may appeal the decision within ten days to the Board of County Commissioners, whose decision shall be final. The Secretary shall mail notice of any vacancy on the Fairboard, whatever the cause, to the Chairman of the Board of County Commissioners. ARTICLE FOUR CONTRACTS, CHECKS, DEPOSITS, AND FUNDS A. The Fairboard shall have no bank account in its own name, nor shall it hold any funds. The Fairboard shall promptly turn over to the County any funds received by it, to be deposited in accordance with regular County policies. B. The Fairboard shall not enter into any contract. Those contracts which it feels are necessary or would be beneficial it shall forward to the Board of County Commissioners together with its recommendation. ARTICLE FIVE BUDGET PREPARATION The Fairboard is responsible for preparing a reasonable and detailed budget report. The report must follow County procedures and deadlines. ARTICLE SIX BOOKS AND RECORDS The Fairboard shall keep correct and complete books and records of account and shall also keep minutes of all of its meetings. All books and records of the association are public records and may be inspected by anyone for any purpose at any reasonable time. ARTICLE SEVEN AMENDMENT TO THE BYLAWS These Bylaws may be amended by majority vote at a regular or special meeting after said proposed amendment has 01 been presented at a regular meeting and has been mailed to the members at least seven days in advance of the vote on the proposed amendment by the Secretary. ARTICLE EIGHT COMPENSATION All members and alternate members of the Fairboard shall receive compensation for mileage traveled to and from Fairboard meetings and while on official Fairboard business in accordance with the County Travel Reimbursement Policy. ARTICLE NINE EFFECTIVE DATE OF BYLAWS These Bylaws and any amendment to them shall take effect immediately following their approval by the Fairboard and the Board of County Commissioners of Eagle County, Colorado. The Bylaws adopted by majority vote of the Eagle County Fairboard this i day of F-e- vCAJr , 1983. 4 19 These Bylaws of the Eagle County Fairboard were approved by unanimous vote of the Board of County Commissioners of Eagle County, Colorado, this o%'" '� day a f ._-� ��-wc_ 198.f3. BOARD OF COUNTY COMMISSIONERS EAGLE COUNTY, COLORADO By : c 14-4 Chairman ATTEST: �j lerk to the and of County Commissioners 5 1 a. BYLAWS OF THE EAGLE COUNTY FAIRBOARD ARTICLE ONE MEETINGS Regular meetings of members shall be had at 7:30 P.M. on the third Tuesday of each month. Special meetings of the members may be called by the President, the Board of County Commissioners, or any three members. Each member shall be given at least three days notice of such special meetings, all such meetings to be held at the Eagle County Extension Office in Eagle, Colorado, unless otherwise specified in the notice given. Notice delivered by mail shall be deemed as having been given. One alternate member may be seated as a voting member of the Fairboard for each regular member who is absent at a meeting. Should the regular member arrive during the course of the meeting, the alternate member shall step down. In order to transact business at any meeting, a quorum of at least six regular or alternate members must be present. All meetings shall be open to the public. The latest edition of Roberts' Rules of Order shall govern the proceedings. ARTICLE TWO OFFICERS The officers of the Fairboard shall consist of a President, a President - Elect, a Vice President, and a Secretary, and such other officers as the Fairboard may elect in accordance with this Resolution. All the officers must be regular members of the Fairboard except for the Secretary, who may or may not be a member, and the President - Elect, who may be an alternate member. No person shall hold more than one office. The officers shall be elected by the Fairboard for one year terms at the regular January meeting, except the President. The President -Elect shall automatically assume the office of President on the completion of his term as President - Elect. A. The President shall be the principal officer of the Fairboard and shall preside at all meetings of the Fairboard. The President -Elect shall become the President upon the completion of his term as President - Elect. B. The Vice President shall in the absence of the President or in the event of his inability or refusal to act, perform all the duties of the President and when so acting shall have all the powers of and be subject to all the restrictions upon the President. C. The President -Elect shall become familiar with all Fairboard operations in order to prepare himself for the Presidency of the Fairboard. The President -Elect shall assume the office of the President on completion of his term as President - Elect. An alternate member may be elected President -Elect but is only eligible to serve as President if named a regular member. D. The Secretary shall keep the minutes of the meetings of the Fairboard, and shall send a copy of all minutes to the Board of County Commissioners of Eagle County, Colorado, and shall make a copy available for public inspection at the office of the County Extension Agent. E. A vacancy in any office shall be filled by special election at a regular Fairboard meeting. ARTICLE THREE RESIGNATION OR REMOVAL OF MEMBER Any member may resign by filing a written resignation with the Secretary, and such resignation shall take effect immediately upon filing. Any member who fails to attend three consecutive meetings of the Fairboard and whose absences are not excused 2 S ' by the Fairboard shall be removed from office and his position declared vacant. Any member so removed may appeal the decision within ten days to the Board of County Commissioners, whose decision shall be final. The Secretary shall mail notice of any vacancy on the Fairboard, whatever the cause, to the Chairman of the Board of County Commissioners. ARTICLE FOUR CONTRACTS, CHECKS, DEPOSITS, AND FUNDS A. The Fairboard shall have no bank account in its own name, nor shall it hold any funds. The Fairboard shall promptly turn over to the County any funds received by it, to be deposited in accordance with regular County policies. B. The Fairboard shall not enter into any contract. Those contracts which it feels are necessary or would be beneficial it shall forward to the Board of County Commissioners together with its recommendation. ARTICLE FIVE BUDGET PREPARATION The Fairboard is responsible for preparing a reasonable and detailed budget report. The report must follow County procedures and deadlines. ARTICLE SIX BOOKS AND RECORDS The Fairboard shall keep correct and complete books and records of account and shall also keep minutes of all of its meetings. All books and records of the association are public records and may be inspected by anyone for any purpose at any reasonable time. ARTICLE SEVEN AMENDMENT TO THE BYLAWS These Bylaws may be amended by majority vote at a regular or special meeting after said proposed amendment has 3 been presented at a regular meeting and has been mailed to the members at least seven days in advance of the vote on the proposed amendment by the Secretary. ARTICLE EIGHT COMPENSATION All members and alternate members of the Fairboard shall receive compensation for mileage traveled to and from Fairboard meetings and while on official Fairboard business in accordance with the County Travel Reimbursement Policy. ARTICLE NINE EFFECTIVE DATE OF BYLAWS These Bylaws and any amendment to them shall take effect immediately following their approval by the Fairboard and the Board of County Commissioners of Eagle County, Colorado. The Bylaws adopted by majority vote of the Eagle County Fairboard this day of , 1983. 4 These Bylaws of the Eagle County Fairboard were approved by unanimous vote of the Board of County Commissioners of Eagle County, Colorado, this�� day of 198- . BOARD OF COUNTY COMMISSIONERS EAGLE COUNTY, ORADO By: �C Chairman ATTEST: lerk to the B of County Commissioners 5