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HomeMy WebLinkAboutResolution 2025-041, Ratifying Approved Amendments to Bylaws of the Kittitas County Fari BoardBOARD OF COUNTY COMMISSIONERS COUNTY OF KITTITAS STATE OF WASHINGTON RESOLUTION NO.202s- ()tl I RESOLUTION RATIFYING APPROVED AMENDMENTS 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, reviewed the Bylaws of the Kittitas County Fair Board and recommended proposed changes to the Bylaws; and WHEREAS: the Kittitas County Board of County Commissioners then reviewed and approved the proposed changes to the Bylaws during the September 2024 KVEC Study Session; 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 ratifies the approval of the attached Bylaws of the Kittitas County Fair Board as recommended and approved by the Kittitas County Fair Board. Dated tnisftsday ot Qlnntorr-t BOARD OF COUNTY COMMISSIONERS , WASHINGTON ABSENT Vice APPROVED AS TO FORM of c0t S.EAL 7 (Deputy) Prosecuting Attorney BYLAWS OF THE KITTITAS COUNTY FAIR BOARD ARTICLE I- NAME The name of this organization shall be the Kittitas County Fair Board (Fair Board). Members of the Fair Board shall be named Fair Board Directors. ARTICLE It - OBIECTIVE The objective of the Fair Board is to plan and produce the annual Kittitas County Fair in cooperation with the Board of County Commissioners and the Kittitas Valley Event Center. ARTICLE IIt - STRUCTURE AND ACCOUNTABILITY The Kittitas County Fair Board is an appointed citizen board and operates underthe jurisdiction and authority of the Kittitas County Board of County Commissioners. The authority of the Kittitas County Board of County commissioners allows them to appoint and dismiss Fair Board Directors. The Kittitas Valley Event center Director holds supervisory responsibilities over Fair Board Directors and their actions to ensure compliance with Kittitas County policies and procedures. The Event Center Director's supervisory responsibilities include addressing personnel issues, providing counseling and coaching, and issuing discipline when necessary' As a unique County position, each Fair Board Director has access to County resources and departments. All Fair Board Directors must complete County required trainings, follow County policies and procedures, and are subject to the Open Public Meetings 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 agriculture's impact on the history culture, and economy of Kittitas County. ARTICLE V- MEMBERSHIP AND MEETINGS 5.1 The Kittitas county Fair Board shall consist of not more than eighteen (18) members, selected from full- time residents throughout Kittitas County. Directors shall be appointed by the Board of County 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. Fair Board membership should include, but not be limited to, representatives from farming, civic, ed ucational, a nd youth organizations. 5.1,1 A full-time resident of Kittitas County is defined as a person who is domiciled in Kittitas County for morethan 183 days in a calendaryear. Their place of abode is in Kittitas County, Washington; they are not considered a resident in any other state. BYTAWS OF THE KITTITAS COUNTY FAIR BOARD 5.2 Tenure of Fair Board members shall not be limited. To ensure continuity, Directors shall be appointed for terms of three (3) 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 first year in a probationary status. 5.3 To maintain an effective and cooperative 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 to report on Fair Board activities and progress during a scheduled Kittitas Valley Event Center Study Session. To ensure a continuous means of communication between Fair 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 Thursday in the months of January February March, April, May, Octobe[ and November with no meetings held in the month of December; third Thursday of September; first and third Thursday of June and July; and every Thursday during the month of August. All regular meetings will be held at 7:00 PM in the Fairgrounds facility office conference room' The Fair Board may hold additional special meetings as needed after giving proper notice of such meetings. A majority of the Fair Board present shall constitute a quorum and the actions of this majority shall be binding on all members of the organization. 5.4 5.5 5.5 The Kittitas County Fair Board prohibits proxy voting. ARTICLE VI - OFFICERS 0.1 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. The president shall preside over all Fair Board meetings, ensure that the rules and directives of these bylaws are complied with and/or carried out, and act as the official spokesperson for the Fair Board to the Board of County Commissioners. The Vice-president shall perform allthe duties of the President when the President is absent or disabled The Secretary shalltake and keep accurate meeting notes and minutes and submit them to the Event Center Director for proper posting. The Secretary shall receive and report all correspondence sent to the Fair Board during regular meetings. The Treasurer shall serve as Chairperson of the budget committee and keep the Fair Board informed of all budgetary changes and updates. The Treasurer shall also work with the Event Center Director to approve all expenditures for the annual County Fair. 6.2 5.3 6.4 5.5 BYTAWS OF THE KITTITAS COUNTY FAIR BOARD 6.6 lf deemed necessary and approved bythe Fair Board during annual elections, the Secretary and Treasurer positions may be held by the same Director. The Executive Committee of the Board shall be the elected officers, the immediate past-President, and one (1) Fair Board Director as designated by the current President. Should the immediate past-President also serve as an elected office[ an election shall be held to select an additional executive committee member. The Executive Committee shall serve in emergency situations when the entire Fair Board cannot be called to a special meeting. All emergency action shall be subject to review by the Fair Board at the next scheduled meeting. Further; the Executive Committee shall serve in an advisory capacity, making recommendations for Fair Board consideration. 5.7 ARTICLE VII - RESPONSIBILITIES 7.L lt shall be the duty of each Director to be present at all meetings of the Fair Board to ensure that their area of responsibiiity is represented. When a change to a regular meeting date/time is made or a special meeting is called, these changes or additions will not count as an absence if a Director is unable to attend. 7 .Z A limit of five (5) absences will be allowed in the calendar year. Fair Board Directors must be physically present at the meeting to be counted in attendance. After reaching five (5) absences in a calendar year, that Fair Board Director may be placed on a probationary status via written communication at the discretion of the Executive Committee. The Event Center Director may assist the Executive Committee in preparing written communication and delivering it to the Fair Board Director. Probationary status will last for six (G) months from the time of written communication. Additional absences that occur after placement on probationary status may result in dismissal from the Fair Board. A written recommendation for dismissal from the Executive Committee must be given to the Event Center Director to present to the Kittitas County Board of County Commissioners as a recommended action. 7.3 An annual review of Fair: operations, and programs shall be conducted by the Fair Board at the close of Fair during the first regular 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' 7.4 Each Director is expected to carry out their fair duties in a courteous and professional manner consistent with County employment policies and procedures. Fair duty requirements include attending the Fair and being present to execute Fair set-up. Some Director positions require attendance at other supporting Fair events such as: pre-shows; lr. Horse Fair; and work parties. lt is strongly encouraged that other Directors attend these supporting events to show support and assist where needed' 7.4.L All Fair Board Director performance and employment issues that arise shall be reported to and documented by the Event Center Director, then submitted to Kittitas County Human Resources and shared with the Executive Committee through an executive session. 7.4.2 lf a Director's performance violates guidelines set forth in these bylaws or Kittitas County's personnel policies and procedures, the Director will be subject to reprimand delivered by the Event Center Director under the guidance of these bylaws and the Kittitas County progressive BYLAWS OF THE KITTITAS COUNTY FAIR BOARD discipline policy. The seriousness of the Director's conduct can affect which disciplinary action is to be taken and will be determined by the Event Center Director with input from the Executive Committee. 7 .4.3 lf the Director's conduct, actions, or circumstances justify termination, the Event Center Director shall provide notice to the Executive Committee followed by the Kittitas County Board of County Commissioners. 7.4.4 Executive Committee members shall be allowed to attend executive sessions with the Event Center Director and Kittitas County Board of County Commissioners discussing Director discipline and/or termination. 7.4.5 lf complaints are filed against an Executive Committee membe4 that member shall be excused from all discussions pertaining to the complaint and disciplinary action. 7.4.6 Any Director who receives disciplinary action that they deem to be wrongful may appeal to the Executive Committee for a meeting during an executive session. Requests for an appeal must be submitted in writing to the Event Center Director within five (5) business days of the disciplinary action. The Event Center Director will schedule the executive session with the Director and the Executive Committee. The Executive Committee and Event Center Director will review the appeal and determine the recommended action against or in support of the appeal to the Kittitas County Board of County Commissioners. The Kittitas County Board of County Commissioners will have the final authority in determining any approval of reinstatement, ARTICLE VIII .DUTIES AND COMPENSATION g.1 The Director in charge of a department or division shall be responsible for the proper management of their department without interference from fellow Directors and work with the Event Center Director to execute necessary purchases, contracts, operational plans, and staffassistance. Directors may not individually change fair policies, procedures, or rules. All fair policies, procedures, or rule changes must be discussed by the Fair Board and require a vote of approval before being changed or modified' g.Z lt shall be the Director's responsibility to organize the department, select Su perintendents (according to the Superintendent application process established by the Fair Board), and to report the names of all Superintendents to the Fair Board President by June 1't of each year' g.3 Directors may submit names of Superintendents for review afterJune 1't if the department became vacant after the June 1't cutoff or hardships arose to fill the position in a timely manner. g.4 . lt shall be the duty of each Director to keep an ongoing list of duties and plans for their area of responsibility. Job descriptions for individual Director responsibilities shall be filed at the Kittitas Valley Event Center office. Fair Board Directors may assist other Directors in their areas when needed' g.5 Each appointed Director of the Kittitas County Fair Board is responsible for representing the Fair to the community and promote the mission of the Fair in a strong and effective manner. Each Director shall be BVIAWS OF THE KITTITAS COUNTY FAIR BOARD 8.5 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. Each Director shall be entitled to receive the following compensation on an annual basis: t. Up to twenty (20) daily admission passes to the Fair. 2. One (1) Season Pass to the Fair. 3. Up to twenty (20) daily unlimited carnival ride passes. 4. one (1) 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 the year). g.G.1 Fair Board Directors must be actively employed with the Fair Board and complete their duties throughout the entirety of the annual Kittitas County Fair at the time compensation is provided' ARTICLE IX - ASSOCIATION MEMBERSHIP 9.1 A representative from the WSU Extension Office, Grange, and local High School CTE Agricultural Department shall be designated as associate members of the Board. Associate members shall serve as advisors to the Fair Board but shall have no voting privileges in the proceedings of the Fair Board. ARTICTE X - AMENDMENTS TO BYTAWS 10.1 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 or the Klttitas County Board of County Commissioners 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 KITTITAS COUNTY 11,1 The Kittitas Valley Event Center Directoi or other person appointed by the Board of County Commissioners, is the delegated representative authorized to speak on behalf of the Board of County Commissioners in Fair Board matters. The Event Center Director relays the Fair Board! intent, actions, or decisions to the Kittitas County Board of County Commissioners, When needed, they will help advise the Fair Board of possible solutions and strategies relating to Fair Board issues and concerns. 11.1.1 The Kittitas Valley Event Center Director, or appointed person, or their staff representative will regularly attend Fair Board meetings, except in cases excused by illness, training, orvacations. Ll.2 The Fair Board budget is a sup-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 policies and W BYTAWs oi rns KITTITAS COUNTY FAIR BOARD procedures related to accounting, contracts, purchases, 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 $50,000 or more, or for the duration of one (1) or more years, shall require approval of the Kittitas County Board of County Commissloners. 11.3 Kittitas County will defend and indemnify Fair Board members as provided for in Kittitas County Code Chapter 2.73. Adopted this 8th day of August2024, with proper notification and at a regularly scheduled meeting of the Kittitas County Fair Board. KITTITAS COUNTY FAIR BOARD APPROVED: BOARD OF COU COMMISSIONERS co N Bob Eddings, President Brett Chair Jerry Vice-President Amy Cziske, Cory Wright, Commissioner