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HomeMy WebLinkAboutR08-021 Ratifying the Bylaws and Rules Eagle County Fair BoardCommissioner ~ S - moved adoption of the following resolution: BOARD OF COUNTY COMMISSIONERS COUNTY OF EAGLE, STATE OF COLORADO RESOLUTION NO. 2008- ~ ~ RESOLUTION RATIFYING THE BYLAWS AND STANDING RULES OF THE EAGLE COUNTY FAIR BOARD WHEREAS, at its regulaz meeting of February 12, 2008, the Eagle County Fair Board (hereinafter the "Fair Board"), re-drafted the Fair Boazd 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 Boazd Bylaws and Standing Rules of the Eagle County Fair Boazd. 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 Boazd of County Commissioners. THAT, the Boazd of County Commissioners fords, determines and declares that this Resolution is necessary for the public health, safety and welfaze of the citizens of the County of Eagle, state of Colorado. MOVED, READ AND ADOPTED by the Boazd of County Commissioners of the County of Eagle, State of Colorado, at its regular meeting held the ~ day of Mazch, 2008. COUNTY OF EAGLE, STATE OF COLORADO, By and Through Its ATTEST: BOARD OF COUNTY COMMISSIONERS ~~,cce coa , ?~ *~ ~~ o By Clerk to the Board of Peter F. Runyon County Commissi rs- Chairman 1Fj~-t ~- ~ U4t..n ~T ~ Commissioner V " '~ ~-0 ~~ i seconded adoption of the foregoing resolution. The roll having been called, the vote was as follows: Commissioner Runyon ~ Commissioner Fisher ~ Commissioner Menconi .. ~J I This Resolution passed by ( y vote of the Board of County Commissioners of the County of Eagle, State of Colorado. Sara J. fisher 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 Boazd shall serve at the pleasure of the Boazd of County Commissioners and function in an advisory role to the Board of County Commissioners. Budgetary and operating policy matters must have the approval of the Boazd of County Commissioners. Fair Boazd members aze expected to actively assist the Fair Manager in their advisory role, and in all matters relating to budget preparation, event planning operations, facility evaluation recommendations and all other approved actives and events assigned to the office of the Fair Manager by the Board of County Commissioners. Function of the "Fair Manager" The Fair Manager has the responsibility and authority to supervise and manage all approved day-to-day matters relating to office functions, event planning, budget prepazation, as well as the general operation of all elements required to manage a successful Eagle County Fair and Rocky Mountain Oyster Feed. 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. Additionally, any County Commissioner attending a Fair Boazd meeting, the Fair Manager, and the Fair Coordinator shall also be entitled to vote on any issue coming before the Fair Board. A Fair Boazd quorum shall be eight (8) members. Any County Commissioner attending a Fair Board meeting, the Fair Manager, and the Fair Coordinator shall be counted in obtaining a quorum. A member may apply for Fair Boazd Emeritus status after serving on the Boazd for ten (10) consecutive years or more. Once appointed to Emeritus status a member may participate in the County Fair and the Rocky Mountain Oyster Feed and be recognized for their ongoing contribution. The Emeritus member is not required to attend Fair Boazd meetings and is not a voting member unless still serving in an active Boazd Member role. Appointment, Resignation, and Removal The Boazd of County Commissioners shall appoint all Fair Board members for a term of four (4) yeazs. Such Fair Boazd members shall serve at the pleasure of the Boazd of County Commissioners and maybe removed by the same, with or without cause. The seated Fair Boazd members shall conduct all preliminary interviews with prospective and interested persons wanting to be appointed as a Fair Board Member. The Fair Boazd shall make a motion of confidence or no-confidence for all prospective Fair Board applicants to the County Commissioners. The County Commissioners shall have fmal m say in all appointments to the Boazd. All Fair Boazd Members wanting to become re- appointed to another term, must state the reasons for their re-appointment and submit that in writing to the County Commissioners no less than three (3) months prior to their term completion. The County Commissioners may waive this time limit for good cause shown. A Fair Boazd member may resign at any time by providing written notice to the Fair Boazd manager. Resignation shall take effect upon receipt by the Fair Boazd manager. The Fair Boazd Manager shall provide notice of the vacancy to the Boazd of County Commissioners. A Fair Boazd Member may be removed from the Boazd by being absent three (3) meetings in a calendar yeaz and motion for removal being made by another member and a vote shall be taken by secret ballot. The Fair Board Manager shall forward results of the vote to the Board of County Commissioners for any action as deemed appropriate by the County Commissioners. A Fair Boazd member maybe removed for conduct unbecoming a boazd member during any Fair Board event, meeting, or other official business. (See standing nsles for what constitutes "conduct unbecoming "). To be removed for conduct unbecoming a Boazd Member a fellow boazd member may make a motion, in a Boazd meeting, outlining the conduct and a vote shall be taken by secret ballot. The Fair Board Manager shall forwazd results of the vote to the Boazd of County Commissioners for any action as deemed appropriate by the County Commissioners. Member seeking re-appointment by the County Commissioners shall be subject to a secret ballot of confidence or non-confidence by the entire Boazd. The results of these votes will be tallied by the Fair Manager and submitted to the County Commissioners for any action as deemed appropriate by the County Commissioners. In every case of recommendation for removal, the County Commissioners shall render a decision with or without consideration of the Fair Boazd's recommendation. The County Commissioners may choose to meet with any Fair Boazd Member to be removed to discuss the reasons. Officers The officers of the Fair Boazd 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 Fair Boazd in February of "odd numbered" yeazs and shall serve a two (2) yeaz term 1. The President shall be the principal officer of the Fair Boazd 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 Board Meetings and shall submit a copy to the Boazd President and the Fair Manager, within ten (10) days of the Board Meeting, who will forwazd copies to the Board of County Commissioners. 2 4. The Treasurer shall maintain all bank records for accounts authorized by the Board of County Commissioners. 5. A vacancy in any office shall be filled by special election. Article Three Meetings Regular meetings of the members shall be held during the evening of the second Tuesday of each month. The President, the Fair Manager, and the Board of County Commissioners may call special meetings of the members. Article Four Contracts, Checks, Deposits, and Funds The Fair Board shall have bank accounts only as pre-approved and allowed by the Board of County Commissioners. The Fair Board shall not hold any funds and shall promptly turn over to the Fair Manager 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 These Bylaws may be amended by majority vote at a meeting after a proposed amendment has been presented. Bylaws then must be forwarded to the County Commissioners for their approval. Standing Rules Standing Rules may be enacted and changed as need by vote of the Fair Board and as approved by the Board of County Commissioners. Article Six Travel Compensation All members of the Fair Board shall receive compensation for mileage traveled while on authorized Fair Board business in accordance with the County Travel Reimbursement Policy. All Members are invited to attend the annual IAFE (Intl. Fairs and Expositions) conference and PRCA (Professional Rodeo Cowboys Assn) conference in the calendar year. Officers attending either the IAFE andlor PRCA will be eligible to receive reimbursement for conferences fees and lodging during the conference dates only, and as the Fair budget allows. Approval for such attendance will be by the Fair Manager. It is suggested that if the President can't attend someone be appointed in their place. 3 Article Seven Committees The Eagle County 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. 4 Standing Rules of the Eagle Countv Fair Board Standing Hiles are the procedaires of the Fair Board, or general policy that are not inclarded 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. 1. Standards of Conduct a. Affirmative Standazds of Conduct i. Communicate and work together with common courtesy and mutual respect; disagree without being disagreeable. ii. Create a welcoming~environment for all Boazd Members and volunteers; avoid cliquishness, and language or behavior that offends others. iii. Always represent the Eagle County Fair Board and its mission in a positive and professional manner. Present a united front to the public. iv.. Accurately present the Fair Boazd's policies and positions when communicating on behalf of the Board. Don't use the Eagle County Fair Boazd to advance personal views that aze not the Boazd's position. v. Foster an open democratic decision-making process; respect decisions once they are made. vi. Within the Fair Boazd praise publicly, criticize privately and tactfully. b. Conduct Unbecoming a Board Member i. Consumption of alcohol before or during any Fair authorized event is discouraged. ii. Embezzling or misdirecting Fair Boazd funds or other assets for activities not authorized by the Fair Board. iii. Use of racial slurs or other derogatory language regazding gender, ethnic or national origin, religion, age, sexual orientation, or disability. iv. Fraud, libel, defamation or illegal activity of any kind in the conduct of Eagle County Fair Boazd Business. v. Illegal or unethical professional conduct outside of the Boazd if that misconduct could significantly damage the Board. vi. Verbal assaults. vii. Sexual hazassment 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 Board Meetings or sponsored activities. 2. Meetings a. Rules of Order To the extent ran ctical, 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 Boazd. 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 Boazd Members before they speak. d. If a Board Member cannot attend a meeting, they shall notify the President, by email or phone, no later than 3:00 PM the day of the meeting absent emergency circumstances. 3. Duties of Officers and Board Members a. President i. Assumes duties as outlined in Bylaws, Article 2, "Officers". ii. The president serves a 2 year term. iii. Serves as the contact between the Fair Coordinator/Fair Manager iv. Calls and presides at the ECFB meetings. v. Serves as ex-officio member on all committees. vi. Represents ECFB to the Board of County Commissioners. vii. Attends the PRCA convention and the IAFE. viii. Makes monthly agenda with Fair Manager/Fair Coordinator b. Vice President i. Assumes duties as outlined in bylaws Article 2, "Officers". ii. Serves a 2 yeaz term. iii. Acts in all capacities in the absence of the President. iv. The Vice President will Chair the Sponsorship Committee and the Rocky Mountain Oyster Feed Committee. c. Secretary i. Assumes all duties as outlined in Bylaws, Article 2, "Officers". ii. Supervises the keeping of the Boazd Meeting Minutes. iii. Forwazds a copy (either in email or hazd copy) to the Board and the Fair Manager with in ten (10) days of a Board Meeting. iv. Keeps an up-to-date copy of all Board Members information- Name, address, phone number, email address, etc. d. Treasurer-Elected only if the Fair Board controls checking accounts. i. Assumes all duties as outlined in the Bylaws, Article 2, "Officers". 2 ii. Maintains all bank records for accounts authorized by the Board of County Commissioners. iii. Provide reports at Fair Board meetings regarding any bank accounts, etc. iv. Provide a written summary of the Rocky Mountain Oyster Feed, at the Fair Board meeting following the event. v. Provide a written summary of the annual Eagle County Fair and Rodeo. e. Board Members i. May miss no more than three regularly scheduled meetings der year. ii. Mandatory attendance at the annual Rocky Mountain Oyster Feed and the Eagle County Fair and Rodeo absent emergency circumstances or pre-approved absence by the Fair Manager. iii. Participate in a minimum of two Fair Board Committees. 4. Recommended Committees It is the hope that regularly scheduled board meetings will not dwell in the minutiae details and instead pass that on to the committees for their determination. Each committee should schedule their own meeting times to discuss the particulars of the needs of their committee and then bring recommendations to the entire Fair Board for approval. a. Rodeo Committee b. Open Class Committee c. Grounds and Vendor Committee--Carnival, Entertainment, Parking, Gates, etc. d. Sponsorship Committee e. Rocky Mountain Oyster Feed Committee 3