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HomeMy WebLinkAboutResolution Amending Changes to the Bylaws of the Kittitas County Fair BoardBOARD OF COUNTY COMMISSIONERS COT.INTY OF KITTITAS STATE OF WASHINGTON RESOLUTION No.2on-J2_j83 RESOLUTION AMENDING CHANGES TO BYLAWS OF THE KITTITAS COUNTY FAIR BOARD WHEREAS: Kittitas County Board of County Commissioners has established and appointed the Kittitas County Fair Board; and WHEREAS: the Kittitas County Fair Board, having reviewed the Bylaws of the Kittitas County Fair Board has recommended and agrees with proposed changes to the Bylaws; and WHEREAS: the Kittitas County Board of County Commissioners has the authority to establish and alter the Kittitas County Fair Board Bylaws by resolution. NOW' THEREFORE, BE IT RESOLVED that the Kittitas County Board of County Commissioners hereby affirms and approves the attached Bylaws ofthe Kittitas County Fair Board as recommended and approved by the Kittitas County Fair Board. Dated tnis I l-aH.v talrw{, fu 4? . BOARD OF COTINTY COMMISSIONERS GTON t 7 of the APPROVED AS TO FORM SEAI 7 (Deputy) Prosecuting Attorney BYLAWS OF THE KITTITAS COT]NTY FAIR BOARD ARTICLE I. Name The name of this organization shall be the Kittitas County Fair Board (Fair Board). ARTICLE II. Objective The objective of this organization shall be to produce an annual fair in cooperation with the Board of County Commissioners. ARTICLE III. Structure, Accountability The Kittitas County Fair Board is an appointed citizen board and operates under the jurisdiction of the Kittitas County Board of County Commissioners. As a unique Counfy position, each Fair Board Director has access to County resources and departments. The Fair Board Directors must also complete County required trainings and are subject to the Open Public Meeting Act and Public Records Act. ARTICLE IV. Community Representation The Kittitas County Fair Board shall, within reason, and pursuant to state and county law, address the interests of Kittitas County citizens, business entities, and community and professional associations, and strive to promote the importance of the agricultural component of Kittitas County. The Kittitas County Fair Board shall strive to emphasize the positive impact of the culture, economy, and history of agriculture on Kittitas County. ARTICLE V. Membership Sec. 1: The Kittitas County Fair Board shall consist of not more than eighteen (18) members, selected from throughout the County. Directors shall be appointed by the Board of Counfy Commissioners after all applications for Fair Board appointment are reviewed by the Fair Board and forwarded to the Board of County Commissioners with a recommendation for approval or denial. Board membership should include, but not be limited to farming, civic, educational, and youth organizations. Sec.2: Tenure of Fair Board members shall not be limited. To assure continuity, directors shall be appointed for terms of three years in such a manner that the terms of one-third of the directors shall expire each year. The Fair Board may submit a list of recommended candidates to the Board of County Commissioners for consideration of appointment to the Fair Board. A newly appointed Board member shall serve their hrst year in a probationary status. Sec.3: To maintain a good relationship with the Board of County Commissioners, and to enhance communications, the president of the Fair Board shall meet semi-annually with the Board of County Commissioners and report on Fair Board activities and progress during a scheduled Kiftitas Valley Event Center Study Session. Sec.4: To ensure a continuous means of communication between board members, the public, and other interested parties, regular and special meetings shall be held by the Fair Board. The regular meeting dates of the Fair Board are as follows: first and third Thursday of June and July; first Thursday in the months of January, February, March, April, May, September, October, and November with no meeting held the month of December; and every Thursday during the month of August. All regular meetings will be held at 7:00 p.m. in the Fairgrounds facility office conference room. The Fair Board may hold additional special meetings as needed after giving proper notice ofsuch rreetings. ARTICLE VI. Officers The Kittitas County Fair Board shall, at the first regular meeting in January of each year, elect a President, Vice-President, and Secretary-Treasurer. Newly elected officers shall assume office at the time of their election. Sec. l: The President shall preside at all meetings of the Board of Directors. The President shall serve as a chairperson of all regular and special meetings. The President shall serve as executive head of the Fair Board and supervise all business of the Fair Association and shall perform such other duties as are usual for an officer. Sec. 2: The Vice-President shall perform all the duties of the President when the President is absent or disabled. Sec. 3: The Secretary shall take and keep accurate meeting notes and minutes and submit them to the Event Center Director for proper posting. Receive and report all correspondence sent to the board during regular meetings. Sec. 4: The Treasurer shall serve as chairperson of the budget committee and keep the board informed of all budgetary changes and updates and work with the Event Center Director to approve all expenditures for the annual County Fair. Sec. 5: If deemed necessary and approved by the board during annual elections, the Secretary and Treasurer positions may be held by the same director. Sec. 6: The Executive Committee of the Board shall be the elected officers, the immediate Past-President, and one Fair Board Director as designated by the current President. Should the immediate Past-Ptesident also serve as an elected officer, an election shall be held to select additional executive commiftee member. The Executive Committee shall serve in emergency situations when the entire Board cannot be called to a special meeting. All emergency action shall be subject to review by the Board of Directors at the next scheduled meeting. Further, the Executive Committee shall serve in an advisory capacity, making the recommendations for Board considerations. ARTICLE \{II. Responsibilities Sec. I : It shall be the dufy of each Director to be present at all meetings of the Board of Directors to assure that the area of responsibility of each director will be represented. When a change to a normally scheduled meeting date or a special meeting is called, these changes or additions will not count as an absence if a director is unable to attend. Sec. 2: A majority of the Board present shall constitute a quorum and the actions of this majority shall be binding on all members of the organization. Sec. 3: The Kittitas County Fair Board prohibits proxy voting. See. 4: A limit of five (5) absences will be allowed. After reaching five (5) absences in a calendar year, that director may be placed on probationary status via written communication at the discretion of the executive commiffee. Probationary status will last for six months from the time of written communication. Additional absences that occur after written reprimand may be terms for dismissal. Sec. 5: An annual review of Fair, operations, and programs shouid be conducted each year by this organization at the close of Fair during the first meeting in September. This review shall establish the goals for Fair programs for the following year and a report of such will be made to the County Commissioners prior to the end of October of the current year at the Event Center Study Session. Sec. 6: Each Director is to cany out their fair duties in a professional manner consistent with County empLoyment guidelines. If a director's performance violates guidelines set forth under Kittitas County Employment Guidelines, the director will be subject to reprimand by the executive committee following the Kittitas County Human Resources Disciplinary Ladder. If the director's actions requiring conection are not improved and all Disciplinary Ladder Resources are exhausted, the director will be subject to termination via a recommendation by the executive committee to the Kittitas County Board of County Commissioners. All director employment issues that arise shall be documented by the Kittitas Counfy Fair Executive Committee and submitted to Kittitas County Human Resources. r If complaints are filed against an executive committee member, that member shall be excused from all discussions pertaining to the complaint and disciplinary action. . Any director who receives disciplinary action that they deem to be wrongful may appeal to the Kittitas County Fair Board for a meeting with all directors during an executive session. ARTICLE VIII. Directors' Duties and Compensation Sec. I : The director in charge of a department or division shall have fuIl charge of his or her division and shall be responsible for the proper management of their department. Directors rnay not individually change fair policies, procedures, or rules. All fair policies, procedures, or rule changes must be discussed by the board and require a vote of approval before being changed or modified. Sec. 2: It shall be the director's responsibility to organize the department, select superintendents (according to the superintendent application process established by the board), a:rd to report the names of all superintendents to the Fair Board President by June 1 of each year Sec. 3: Directors may submit names of superintendents for review after June I if the department became vacant after June I't cutoff or hardships arose to fill the position in a timely mannef. Sec. 4: Superintendents may or may not be a Director of the Fair Board. It shall be the duty of each Director to keep an on-going list of duties and plans for their area of responsibility Job descriptions for superintendents and individual responsibilities shall be filed at the Kittitas Valley Event Center office. Sec. 5: Each appointed Director of the Kittitas Counfy Fair Board is responsible for representing the Fair to the community and promotes the mission of the Fair in a strong and effective manner. Each Director shall be issued uniforms, which shall consist of shirts, a coat, a vest (with fair logo), and a hat all to be used for official fair business. All apparel will be returned upon termination of membership. Sec. 6: Each Director shall be entitled to receive the following compensation on an annual basis: 1. Up to twenty (20) daily admission passes to the Fair. 2. One (i) Season Pass to the Fair. 3. Up to twenty (20) daily unlimited camival ride passes. 4. One RV hookup at the fairgrounds during the duration of the Kittitas County Fair. 5. $715 (this payment will be made during the fourth quarter of each year). 6. One (1) non-transferable parking pass. ARTICLE IX. Association Membership A representative from the County Extension Office, Grange, and local High School Vocational Agricultural Depadment shall be designated as associate member of the Board. Associate members strall serve as advisors to the board but shall have no vote in the proceedings of the Fair Association. ARTICLE X. The Bylaws of the Kittitas County Fair Board may only be amended by the approval of the Kittitas County Board of County Commissioners. Recommended bylaw changes instituted by the Kittitas County Fair Board will be considered by the Fair Board at any regularly scheduled Fair Board meeting where a quorum exists, and for which prior written notification has been communicated to all members at least five (5) days prior to said meeting. Proposed amendments shall be presented to the Kittitas County Board of County Commissioners for their approval in the form of a resolution. These Bylaws will be automatically renewed from year to year unless either the Kittitas County Fair Board or the Kittitas County Board of County Commissioners requests an amendment. Bylaws will be reviewed at a minimum of a bi-annual basis, or when a new Fair Board President is elected. ARTICLE XI. Relationship with County Sec. 1: The Kittitas Valley Event Center Director, or other person appointed by the Board of County Commissioners, is the delegated representative authorized to speak on the behalf of the Board of County Commissioners in Fair Board matters. The Event Center Director is also a liaison of the Fair Board to the Kittitas County Board of County Commissioners and relays the Fair Board's intent, actions, or decisions to the Board of County Commissioners. This person will help advise the Fair Board of possible solutions and strategies relating to the Fair Board issues and concerns. Sec. 2: The Kittitas Valley Event Center Director, or appointed person, or their staff representative will regularly attend Fair Board meetings as needed, except in cases excused by illness, training, or vacations. Sec. 3: The Fair Board budget is a sub-part of the Kittitas County budget and is administered by the Kittitas Valley Event Center Department. As such, Fair Board Fiscal accounting, contracts, purchases of equipment, materials, supplies, and services shall be in accordance with Kittitas County accounting, contracts, purchase order, and bid processes. Therefore, all contracts, purchases, and bid processes must be performed and executed by the Event Center Director. Any contract with a value of $10,000 or more, or for duration of one year, shall require approval of the Kittitas County Board of County Commissioners. Sec. 4: Kittitas County will defend and indemnifu Committee members as provided for in Kittitas County Code Chapter 2.73. Adopted this - day of , with proper notification and at a regularly scheduled meeting of the Kittitas County Fair Board. Fair Board Eddings,lCe- Crawford,Board Approved: Kittitas County Board of County Commissioners Cory Wright, Chair of the Kittitas County Board of County Commissioners Fair Board Bylaws Revised: