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HomeMy WebLinkAboutR13-055 fair board dissolution and creating advisory councilCommissioner moved adoption of the following Resolution: BOARD OF COUNTY COMMISSIONERS COUNTY OF EAGLE, STATE OF COLORADO RESOLUTION NO. 2013- A RESOLUTION DISSOLVING THE EXISTING EAGLE COUNTY FAIR BOARD; CREATING AN EAGLE COUNTY FAIR AND RODEO ADVISORY COUNCIL; APPROVING REDRAFTED OPERATING AGREEMENTS OF THE COUNCIL; APPOINTING NEW MEMBERS TO THE COUNCIL WHEREAS, pursuant to Resolution No. 83 -13, as amended by Resolution No. 86 -20, the Board of County Commissioners of the County of Eagle, State of Colorado (hereinafter the "Board "), created the Eagle County Fair Board; and WHEREAS, pursuant to Resolution No. 86 -20, as amended by Resolution No. 12 -21, the Board approved the Bylaws and Standing Rules of the Fair Board; and WHEREAS, there now is a need to terminate the existing Fair Board; create an Eagle County Fair and Rodeo Advisory Council (hereinafter the "Council "); approve new operating agreements and Standing Rules of the Council; and appoint new members to the Council; and WHEREAS, a selection committee consisting of the Eagle County Public Works Director, Eagle County Assistant County Manager and several representatives from past Fair and Rodeo Sponsors, conducted interviews with interested parties who wished to serve on the Council; and WHEREAS, as a result of the interviews, five (5) individuals were selected to serve on the Council; and WHEREAS, the Board desires to approve the recommendations of the selection committee and appointments of the same; and NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF THE COUNTY OF EAGLE, STATE OF COLORADO: THAT, the termination of the Fair Board be effective immediately and a new Eagle County Fair and Rodeo Advisory Council be established and consisting of the following new members. THAT, Loyd Gerard, is hereby appointed to the Advisory Council, as the Chair, said term to expire on October 30, 2014. THAT, Kathy Chandler- Henry, is hereby appointed to the Advisory Council, as the Chair -Elect member, said term to expire on October 30, 2014. THAT, Ed Oyler, is hereby appointed to the Advisory Council, as a regular member, said term to expire on October 30, 2014. THAT, Kathy Calton, is hereby appointed to the Advisory Council, as a regular member, said term to expire on October 30, 2014. THAT, Hanna Nelson, is hereby appointed to the Advisory Council, as a regular member, said term to expire on October 30, 2014. THAT, the Board approves the redrafted operating agreements (Exhibit "A ") THAT, the Bruce Carey, Tina Estes, Patty Ferguson, Dudley Irwin, Linda Jones, Rachel Gerlach, Kris Whittaker, Mike Mathias, Trent Eichler, Everett Ferguson and Amy Gill are recognized with Emeritus status for providing over 10 years of service to the Fair and Rodeo. THAT, the foregoing appointments and designations do not constitute contractual obligations of the County of Eagle nor of the Board, and the County and the Board are not legally bound for the respective terms of appointment as specified herein below THAT, the County, by and through the Board, having the authority, in its sole discretion, to change, add, or abolish such appointments and designations and to fill vacancies as it see fit. MOVED, READ AND ADOPTED by the Board of County Commissioners of the County of Eagle, State of Colorado, at its regular meeting held the day of 1, -2013. COUNTY OF EAGLE, STATE OF I 0 ATTEST,, .o • ,� W COLD O, By and ou h Its BOAR OF COUNT O *, By: Clerk to the Board of County Commissioners U k airman Sara J. Fi er --� Jillian H. Ryan Commissioner Commissioner - `k � C'I'j-- seconded adoption of the foregoing resolution. The roll having been called, the vote was as follows: Commissioner Stavney : L-, t Commissioner Fisher 4i t.> Commissioner Ryan c This Resolution passed by I 6 vote of the Board of County Commissioners of the County of Eagle, State of Colorado. Operating Agreements of the Eagle County Fair and Rodeo Advisory Council I. Name a. The name of this advisory board shall be The Eagle County Fair and Rodeo Advisory Council (hereinafter referred to as "Advisory Council" or "Council "). II. Mission, Values and Purpose a. Eagle County Mission: To be a model of excellence for mountain communities. b. Eagle County Values: Passion, Respect, Integrity, Courage and Engagement. c. Fair and Rodeo Advisory Council Purpose: Host a premier Fair and Rodeo event that preserves our western heritage and provides enjoyment for our community and visitors. III. County Roles Board of County Commissioners and Administration Roles: i,. Appoint council members based on recommendations of Fair and Rodeo Advisory Council members and necessary skills /qualifications. ii. Approve budget. iii. Participate quarterly in Fair and Rodeo Advisory Council meetings. iv. Host Fair and Rodeo pre and post work sessions. v. Support and participate in the Fair and Rodeo event. vi. Invite council members to provide regular updates to BoCC regarding planning and implementation activities. County Representative Role includes: Support the Fair and Rodeo Advisory Council in making decisions that represent the diverse community and lead towards a sustainable, comprehensive Fair and Rodeo. . Serve as the liaison between the Fair and Rodeo Advisory Council and BoCC /Administration. iii. Provide fiscal oversight and monitor contracts. iv. Connect county resources. c. Contractor Role includes: L Support the Fair and Rodeo Advisory Council in making decisions that represent the diverse community and lead towards a sustainable, comprehensive Fair and Rodeo. ii. Serve as the liaison between the Fair and Rodeo Advisory Council and BoCC /Administration. iii. Serve as the note taker at the Fair and Rodeo Advisory Council meetings (track action items, persons responsible and deadlines; submit a copy to the Council Chair and the County Representative for approval within 5 days of the meeting, and then to the Fair and Rodeo Advisory Council within ten (10) days of the Board meeting, with copies to the BoCC. iv. Manage to budget. v. Connect county resources. IV. Council Member Roles Fulfill scope of work as detailed in contract with County Council Member Position Description: L Plan and implement annual Fair and Rodeo events. ii. Advance Eagle County's Fair and Rodeo Advisory Council purpose. May 2013 EXHIBIT page 1 off iii. Provide proper financial oversight. iv. Ensure adequate resources. v. Ensure effective planning. vi. Recruit and orient new council members and assess board performance. vii. Recruit and lead volunteers. viii. Communicate and be a spokesperson for the Fair and Rodeo mission and event in the community. ix. Evaluate the Fair and Rodeo event annually and identify performance improvement measures to implement during the next year. x. Council Members (including Officers) will not receive compensation for their services. V. Council Officer Roles a. Chair Role: L Serve as neutral facilitator. ii. Ensure the Fair and Rodeo Advisory Council is making decisions that represent the diverse community and lead towards a sustainable, comprehensive Fair and Rodeo. iii. Guide, mediate, probe and stimulate constructive discussions. iv. Keep discussions on track; periodically re -state the issue and the goal of the discussion. v. Seek consensus; unanimity is not required. vi. Facilitate Fair and Rodeo Advisory Council communications. vii. Set agendas (Standing Agenda Items: Review Minutes and Follow Up Action Items, Budget Update, Subcommittee Updates and Recommendations, Report Follow Up Action Items). viii. Announce the results of actions taken and explain the follow -up to be taken and by whom. ix. Close the meeting by noting achievements, decisions, follow -up actions and locus of responsibility. b. Chair Elect Role: L Fulfill Chair position in the absence of Chair at monthly Fair and Rodeo Advisory Council meetings. ii. Assist Board Chair with responsibilities. iii. Participate in related activities for succession. VI. Subcommittees Roles a. Subcommittee members are vital to the Fair and Rodeo Advisory Council's efforts to host a premier Fair and Rodeo event that preserves our western heritage and provides enjoyment for our community and visitors. There are no formal appointments or terms for subcommittee members. These are volunteer positions. b. Primary roles and responsibilities: L Positively represent the council, county and community. ii. Ensure consistent, timely and professional communications. iii. Participate in effective and efficient meetings. May 2013 Page 2 iv. Actively execute the work of the subcommittee by volunteering to take assignments and meet deadlines. v. Actively problem solve and resolve barriers. vi. Utilize and monitor resources to execute tasks. vii. Execute within clear delegation of authority. viii. Assist with tasks at the Fair and Rodeo event. VII. Size, Terms and Reappointment a. The Council shall consist of five (5) to ten (10) citizen members, who shall be full -time residents of Eagle County and shall be appointed by the Board of County Commissioners. b. The BoCC shall appoint council members for a term of two (2) years. Appointed members shall serve at the pleasure of the BoCC and may be removed by the same, with or without cause. c. An application process will be facilitated by the county for reappointment and recruitment. VIII. Meetings a. Regular meetings of the members and subcommittees shall be held as necessary to advance the Council's purpose. IX. Voting and Decision Making a. A majority of the council members in attendance immediately before a meeting begins shall constitute a quorum for the transaction of business at any council meeting, and the vote of a majority of the members present in person at a meeting at which a quorum is present shall be the act of the council. If less than a quorum is present at a meeting, a majority of members present may adjourn the meeting from time to time without further notice other than an announcement at the meeting, until a quorum shall be present. b. No Voting by Proxy. No member may vote or act by proxy at any council meeting. X. Conflict of Interest a. Council members shall comply with state law and county policies and regulations regarding ethics and conflict of interest. A conflict of interest will be deemed to exist whenever an individual is in the position to approve or influence the policies or actions of the advisory council or County which involve or could ultimately harm or benefit financially: (a) the individual; (b) any member of his immediate family (spouse, parents, children, brothers or sisters, and spouses of these individuals); or (c) any organization in which he or an immediate family member is a director, trustee, officer, member, partner or more than 10% shareholder. Service on the board of another not - for - profit corporation does not constitute a conflict of interest. A council member who learns about a potential conflict of interest should disclose promptly to the Council the material facts surrounding any actual or potential conflict of interest, including specific information concerning the terms of any contract or transaction with the corporation. All effort ,should be made to disclose any such contract or transaction and have it approved by the Council before the arrangement is entered into. XI. Contracts, Checks, Deposits, and Funds a. The Advisory Council shall have bank accounts only as pre- approved and allowed by the BoCC. The Advisory Council shall not hold any funds and shall promptly turn over to the County Representative any funds received. The council shall not enter into any contracts or otherwise commit the County to any financial liabilities. May 2013 Page 3