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HomeMy WebLinkAboutR12-021 Fair Board Bylaws and Standing Rules Commissioner 1A-VLa moved adoption of the following resolution: BOARD OF COUNTY COMMISSIONERS COUNTY OF EAGLE, STATE OF COLORADO RESOLUTION NO. 2012- ( 1 RESOLUTION RATIFYING THE BYLAWS AND STANDING RULES OF THE EAGLE COUNTY FAIR BOARD WHEREAS, at its regular meeting of February 7, 2012, the Eagle County Fair Board (hereinafter the "Fair Board "), re- drafted the Fair Board Bylaws (Exhibit "A ") and adopted the Standing Rules of the Eagle County Fair Board (Exhibit "B "); and WHEREAS, the Board of County Commissioners approves the redrafted Fair Board Bylaws and Standing Rules of the Eagle County Fair Board. NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF THE COUNTY OF EAGLE, STATE OF COLORADO: THAT , the Bylaws and the Standing Rules of the Eagle County Fair Board are hereby adopted by the Board of County Commissioners. THAT, the Board of County Commissioners finds, determines and declares that this Resolution is necessary for the public health, safety and welfare of the citizens of the County of Eagle, state of Colorado. MOVED, READ AND ADOPTED by the Board of County Commissioners of the County of Eagle, State of Colorado, at its regular meeting held the l 3 day of March, 2012. COUNTY OF EAGLE, STATE OF of �rac�F COLORADO, By and Through Its ATTEST: t3 v 0 BOARD OF COUNT M :i 0 S *•�: z Clerk to the Boa 1 of .taRAOO Peter F. Runyon 0./ County Commissioners . n / r p , \-4 ,� v Jon ill ey Co sioner hvni„_ Sara J. Fisher Commissioner Commissioner seconded adoption of the foregoing resolution. The roll having been called, the vote was as follows: Commissioner Runyon VIZ Commissioner Fisher Commissioner Menconi / This Resolution passed by 0 vote of the Board of County Commissioners of the County of Eagle, State of Colorado. Bylaws of the Eagle County Fair Board Mission Statement To be the highest quality, County Fair in the State of Colorado. To promote and operate the Eagle County Fair in a professional, fiscally responsible, and safe manner. Article One Function of the Fair Board The Eagle County Fair Board shall serve at the pleasure of the Board of County Commissioners (BoCC) and function in an advisory role to the BoCC. Budgetary and operating policy matters must have the approval of the BoCC. Fair Board members are expected to actively plan and execute the Eagle County Fair & Rodeo with the County Representative (CR) in their advisory role, and in all matters relating to budget preparation, event planning, facility evaluation recommendations and all other approved actives and events assigned to the office of the CR by the BoCC. Function of the "County Representative" The CR has the responsibility and authority to supervise and manage all approved day -to -day matters relating to office functions, event planning, budget preparation, as well as the general operation of all elements required to plan and execute a successful Eagle County Fair and supporting events. Article Two Members The Eagle County Fair Board shall consist of fifteen (15) members. Members must be full time residents • of Eagle County. All members shall be entitled to vote at any Fair Board meeting. A Fair Board quorum shall be eight (8) members in order to conduct business and vote on items. Appointed members of the Fair Board shall remain on the Fair Board as voting members until the time they are re- appointed, replaced, or upon resignation. A member may apply for Fair Board Emeritus status after serving on the Fair Board for ten (10) consecutive years or more. Once appointed to Emeritus status a member may participate in the County Fair and supporting events and be recognized for their ongoing contribution. The Emeritus member is not required to attend Fair Board meetings and is not a voting member unless still serving in an active Board Member role. Re- appointment Member seeking re- appointment by the BoCC shall complete an application (Attachment 1) prior to the regularly scheduled October meeting of the Fair Board. The seated members of the Fair Board will consider and a secret ballot of confidence or non - confidence will be taken at the regularly scheduled November meeting. The ballots will be tallied by a Fair Board officer, the CR and the Fair Coordinator and the vote disclosed prior to adjournment. Appointment, Resignation, and Removal The BoCC shall appoint all Fair Board members for a term of four (4) years. Such Fair Board members shall serve at the pleasure of the BoCC and may be removed by the same, with or without cause. The seated Fair Board members shall invite all prospective and interested persons wanting to be appointed as a • new Fair Board member to the regularly scheduled November meeting. These persons may make a short presentation and seated Fair Board members may ask questions. The Fair Board shall make a motion of confidence or no- confidence for all prospective Fair Board applicants before the meeting adjourns. EXHIBIT A Eagle County Fair Board Committee's By -Laws 1 A Fair Board member may resign at any time by providing written notice to the Fair Board President and CR effective upon receipt by both. The CR shall provide notice of the vacancy to the BoCC. A Fair Board member may be removed from the Fair Board by being absent three (3) meetings without being excused in a calendar year, or, for conduct unbecoming a board member during any Fair Board event, meeting, or other official business. (See standing rules for what constitutes "conduct unbecoming'). To be removed for conduct unbecoming a Fair Board member, the issue will be discussed at the next regular Fair Board meeting and a vote shall be taken by secret ballot, the ballots will be tallied by the CR and an appropriate officer with results communicated before the end of the meeting. Under any condition above related to recommending appointment or removal of a Fair Board member, the CR shall forward results of the vote to the BoCC for final action as deemed appropriate by the BoCC. Officers The officers of the Fair Board shall consist of: President, Vice President, Secretary, and Treasurer. The Treasurer position may not be mandatory depending upon if the Fair Board controls any checking accounts. No person shall hold more than one office. Officers shall be elected by the seated Fair Board in September of each year and shall serve a one (1) year term beginning October 1 of that year. 1. The President shall be the principal officer of the Fair Board and shall preside at all meetings. 2. The Vice President shall preside in the absence of the President. 3. The Secretary shall supervise the keeping of the minutes of Fair Board meetings and shall submit a copy to the Fair Board President and the CR for approval within 5 days of the meeting, and then to the Fair Board within ten (10) days of the Fair Board meeting, with copies to the BoCC. • 4. The Treasurer shall maintain all bank records for accounts authorized by the BoCC. 5. A vacancy in any office shall be filled by special election at the first regularly scheduled meeting following the notice of resignation. Article Three Meetings Regular meetings of the members shall be held during the evening of the second Tuesday of each month except December in observance of the busy Holiday season. The President, the CR, or the BoCC may call special meetings of the Fair Board or committees if required. Article Four Contracts, Checks, Deposits, and Funds The Fair Board shall have bank accounts only as pre- approved and allowed by the BoCC. The Fair Board shall not hold any funds and shall promptly turn over to the CR any funds received. The Fair Board shall not enter into any contracts or otherwise commit the County to any financial liabilities. Article Five Amendment to the Bylaws, Standing Rules and Appointment Application These Bylaws, Standing Rules and Appointment Application may be amended by majority vote at a • regular Fair Board meeting. Amendments then must be forwarded to the BoCC for final approval and adoption. Eagle County Fair Board Committee's By -Laws 2 • Article Six Travel Compensation All members of the Fair Board may receive compensation for mileage traveled while on authorized Fair Board business in accordance with the County Travel Reimbursement Policy and approval from the President and CR. All Members are invited to attend the annual IAFE (International Association of Fairs and Expositions) conference and PRCA (Professional Rodeo Cowboys Association) conference in the calendar year. Officers attending either the IAFE and /or PRCA may be eligible to receive reimbursement for conferences fees and lodging during the conference dates only, and as the budget allows. It is suggested that if the President can't attend someone be appointed in their place. Approval for such attendance will be by the Fair Board and CR. Article Seven Committees The Fair Board may provide for the establishment and appointment of standing and /or special advisory committees, as it deems necessary and appropriate to advance the purposes of the Fair Board. Sub - committees will consist of a Fair Board member as committee leader and volunteers. Each current Fair Board member is eligible to be on one to five sub - committees (note: Fair Board members must at least be on one sub - committee.) It is the responsibility of the sub - committee leaders to organize and meet with their groups eight to ten times within a one year period to plan their portion of the Fair. S Committee Leaders will address all topics of discussion to the Fair Board members at the next regular Fair Board meeting. On opportunities requiring a decision by vote, the Fair Board as a whole will decide as such. • Eagle County Fair Board Committee's By -Laws 3 Eagle County Fair & Rodeo fai P.O. Box 250 Eagle, CO 81631 0 P (970) 328 -3646 EAGLE COUNTY F (970) 328 -3546 es, 1939 fairrodeo @eaglecounty.us www.eaglecounty.us /fairrodeo Eagle County Fair Board Application Thank you for expressing an interest to serve on the appointed fair board for the Eagle County Fair & Rodeo (ECFR) Applicants must be residents of Eagle County. Please attach additional pages if needed. Name: Phone: Cell: Email: Mailing Address: Physical Address: How long have you lived in Eagle County? Have you been to an ECFR? • Have you read the bylaws and standing rules? What is your occupation and /or background? Are you currently serving on other community groups, boards, commissions (if yes, please list): Why do you want to serve on the Fair Board? What is your primary area of interest (i.e. — rodeo, 4 - H, exhibits, events)? Updated Feb, 2012 ATTACHMENT #1 What is your "long range" vision of ECFR? • In your opinion, what are the most important issues facing the ECFR? Additional Comments or information: • Signature Date • Updated Feb, 2012 • Standing Rules of the Eagle County Fair Board Standing rules are the procedures of the Fair Board, or general policy that are not included in the Bylaws. Standing Rules cannot be in conflict with the Bylaws and should any conflict arise, the Bylaws will supersede. The Standing Rules can be changed at anytime with a majority vote of the Fair Board and approval of the BoCC. 1. Standards of Conduct a. Affirmative Standards of Conduct i. Communicate and work together with common courtesy and mutual respect; disagree without being disagreeable. ii. Create a welcoming environment for all Fair Board members and volunteers; avoid cliquishness, and language or behavior that offends others. iii. Always represent the Fair Board and its mission in a positive and professional manner. Present a united front to the public. iv. Accurately present the Fair Board's policies and positions when communicating on behalf of the Fair Board. Don't use the Eagle County Fair Board to advance personal views that are not the Fair Board's position. v. Foster an open democratic decision - making process; respect and support decisions once they are made. vi. Within the Fair Board praise publicly, criticize privately and tactfully. b. Conduct Unbecoming a Board Member i. Embezzling or misdirecting Fair Board funds or other assets for activities not • authorized by the Fair Board. ii. Fraud, libel, defamation or illegal activity of any kind in the conduct of Eagle County Fair Board business. iii. Illegal or unethical professional conduct outside of the Fair Board. iv. Physical or violent threats toward others. v. Use of racial slurs or other derogatory language regarding gender, ethnic or national origin, religion, age, sexual orientation, or disability. vi. Sexual harassment of Fair Board Members, Volunteers, and any others that participate in Fair Board sponsored events is prohibited. This includes: repeated, unwelcome sexual suggestions or physical contact at any time; sexual language or images that create an offensive environment at Fair Board meetings or sponsored activities. 2. Meetings a. Meetings of the Eagle County Fair Board shall be conducted according to Robert's Rules of Order, Revised. b. The President will preside at all meetings of the Fair Board. In the absence of the President, the Vice President shall perform all duties of the President. c. In order for meetings to run smoothly, the President will recognize Fair Board members and visitors before they speak. d. If a Board Member cannot attend a meeting, they shall notify the President or County Representative, by email or phone, no later than 3:00 PM the day of the meeting. • EXHIBIT B • 3. Duties of Officers and Board Members a. President i. Assumes duties as outlined in the `Bylaws of the Eagle County Fair Board, Article Two, Officers section. ii. Serve a one year term iii. Serve as primary liaison with the County Representative and Fair Coordinator. iv. Preside at all Fair Board meetings. v. Keep up -to -date on activities of all sub - committees. vi. Assist the CR in representations to the BoCC. vii. Attend the IAFE and PRCA Convention in December. viii. Develops the regular meeting agenda. b. Vice President i. Assumes duties as outlined in the `Bylaws of the Eagle County Fair Board, Article Two, Officers section. ii. Serve a one year term iii. Acts as President when the President is unavailable c. Secretary i. Assumes duties as outlined in the `Bylaws of the Eagle County Fair Board, Article Two, Officers section. ii. Serve a one year term iii. Takes and distributes accurate meeting minutes from all regular Fair Board meetings. S iv. Maintains an accurate listing of current Fair Board members including contact information. d. Treasurer i. Assumes duties as outlined in the `Bylaws of the Eagle County Fair Board, Article Two, Officers section. ii. Serve a one year term iii. Maintains accurate bank records of accounts the Fair Board is responsible for as authorized by the BoCC and report status at regular Fair Board meetings. e. Board Members i. It is expected all Fair Board members will spend time each day of the Fair, assisting as appropriate on -site unless excused by an officer or the CR. ii. It is expected Fair Board members will be present and assist at all supporting events related to the Eagle County Fair & Rodeo unless excused by an officer or the CR. iii. Actively participate on at least one special committee. Printed Name of Fair Board Member: Signature of Fair Board Member: • Date: