Loading...
HomeMy WebLinkAboutResolution 2026-112 Amending Changes to the Bylaws of the Kittitas County Fair BoardBOARD OF COUNTY COMMISSIONERS COUNTY OF'KITTITAS STATE OF'WASHINGTON RESOLUTION NO.2026- I t L RESOLUTION AMENDING CHANGES TO BYLAWS OF THE KITTITAS COUNTY FAIR BOARI) 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 of the Kittitas County Fair Board as recommended and approved by the Kittitas County Fair Board. Dated this g,Q*(oay of -\trvr€-2026. B IJNTY COMMISSIONERS , WASHINGTON an Laura iadacz, Commissioner APPROVED AS TO FORM o SEAL x (Deputy) Prosecuting Attorney BYLAWS OF THE KITTITAS COUNTY FAIR BOARD equipment, materials, supplies, and services shall be in accordance with Kittitas County policies and 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 550,000 or more, or for the duration of one (1) or more years, shall require approval of the County Commissioners. 11.3 Kittitas County will defend and indemnify Fair Board members as provided for in Kittitas County Code Chapter 2.73. Adopted this 4th day of June,2026, with proper notification and at a regularly scheduled meeting of the Kittitas County Fair Board. KITTITAS COUNTY FAIR BOARD APPROVED: BOARD OF COUNTY COMMISSIONERS Nry WASHINGTON Jerry l,P c lr Brett ith, Vice-ChairHolVice-P ABSENT s .fuh\e^ rd, Secretary Laura Osiadacz, Commissioner Amy Cziske, Treasurer BYLAWS OF THE KITTITAS COUNTY FAIR BOARD ARTICLE I- NAME Li The name of this organization shall be the Kittitas County Fair Board (Fair Board), hereinafter referred to as the Fair Board. Members of the Fair Board shall be named Fair Board Directors, hereinafter referred to as Directors. ARTICLE II- OBJECTIVE 2.7 The objective of the Fair Board is to work collaboratively with the Kittitas Valley Event Center Director in the development and operation of the annual Kitlitas County Fair, hereinafter referred to as the Fair, ARTICTE III- STRUCTURE AND ACCOUNTABILITY 3.1 The members of the Fair Board shall be appointed by the Kittitas County Board of County Commissioners, hereinafter referred to as the County Commissioners, to serve at the pleasure of the County Commissioners. The authority of the County Commissioners allows them to appoint and dismiss Fair Board Directors. The Kittitas Valley Event Center Director shall provide staff support and administrative oversight to the Fair Board and shall monitor Director compliance with these bylaws and applicable County policies and procedures. these bylaws. 3.2 As volunteers serving in an appointed County role, Directors may be granted access to County resources and departments as necessary to carry out Fair Board duties and as authorized by County policy. 3.3 All Directors must complete County required trainings, follow County applicable policies and procedures, and are subject to the Open Public Meetings Act and Public Records Act. ARTICLE IV - COMMUNIW REPRESENTATION 4.1, The Fair Board shall, within reason, and pursuant to state and County lag 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 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 Composition of Fair Board: The Fair Board shall consist of not more than eighteen (18) members, selected from full-time residents throughout Kittitas County. Members of the Fair Board shall be known as Fair Board Directors. Directors are appointed citizen volunteers and serve in a volunteer capacity under the authority of the Kitlitas County Board of County Commissioners. Fair Board membership should include, but not be limited to, representatives from farming, civic, ed ucational, and youth organizations. BYLAWS OF THE KITTITAS COUNTY FAIR BOARD 5.1.1 A full-time resident of Kittitas County is defined as a person who is domiciled in Kittitas County for more than 183 days in a calendar year. Their place of abode is in Kittitas County, Washington; they are not considered a resident in any other state. 5.2 Vacancy and/or Filling New Position: After all applications for a vacant or newly created position on the Fair Board have been reviewed, the Fair Board shall submit a recommendation to the County Commissioners for approval or denial of each applicant. 5.3 Term: 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. 5.3.1- Upon completion of a term, members must receive approval from the County Commissioners in order to be reappointed. Members seeking reappointment will be considered prior to the January Fair Board meeting. Each year, the County Commissioners will review upcoming term expirations and requests for reappointment. Members will be notified of the reappointment decisions following consideration. 5.4 Annual County Commissioner Meeting:To maintain an effective and cooperative relationship with the County Commissioners, and to enhance communications, the president of the Fair Board shall meet semi-annually with the County Commissioners to report on Fair Board activities and progress during a scheduled Kittitas Valley Event Center Study Session. 5.5 Meetings and Voting 5.5.1 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, October, and November with no meetings held in the month of December; first and third Thursday of June and July; every Thursday during the month of August; and the third Thursday of September. All regular meetings will be held at 6:30 PM at the Kitlitas Valley Event Center. The Fair Board may hold additional special meetings as needed after giving proper notice of such meetings. All meetings are subject to the Open Public Meetings Act (OPMA)' 5.5.2 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 Fair Board. 5.5.3 The Fair Board prohibits proxy voting. ARTICLE VI- OFFICERS 6.1 The Fair Board shall, at the first regular meeting in January of each year, elect a President, Vice- President, Secretary, and Treasurer. Newly elected officers shall assume office at the time of their election. BYLAWS OF THE KITTITAS COUNTY FAIR BOARD 6.2 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 County Commissioners. 6.3 The Vice-President shall perform all the duties of the President when the President is absent or disabled. The Secretary shall take 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. 6.4 6.5 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. 6.6 lf deemed necessary and approved by the Fair Board during annual elections, the Secretary and Treasurer positions may be held by the same Director. 6.7 The Executive Committee of the Fair 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 officer, an election shall be held to select an additional executive committee member. The Executive Committee shall serve in an advisory capacity only, making recommendations for Fair Board consideration. ARTICLE VII- SERVICE EXPECTATIONS AND ACCOUNTABITITY 7.7 Meeting Attendance: lt shall be the duty of each Director to be present at all regular meetings of the Fair Board to ensure that their area of responsibility is represented, Directors must be physically present at the meeting to be counted in attendance, 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.t.t Any Director who misses five (5) regularly scheduled Fair Board meetings in a calendar year, except in the case of illness or other valid reason as determined by the Executive Committee, shall be recommended for removal from the Fair Board to the County Commissioners through the Event Center Director. 7.2 Annual Fair Review:An annual review of Fair, operations, and programs shall be conducted bythe 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. Expectations: Each Director is expected to carry out their Fair Board duties in a courteous and professional manner applicable County policies and procedures. Director responsibilities include attending the Fair, the Kick-Off Breakfast, the Fair Board Retreat, and participating in the Fair set-up and closing Some Director positions require attendance at other supporting Fair events such as: pre-shows; 7,3 7.4.L lf a Director fails to comply with these bylaws or applicable County policies and procedures, the Event Center Director, with input from the Executive Committee, may address the matter through appropriate corrective action. Corrective action may include counseling, written notice of concern, limitation of responsibilities, or, when the Director's conduct, actions, or circumstances warrant recommendation for removal, the Event Center Director shall provide notice to the Executive Committee and the County Commissioners. 7.4.2 lf complaints are filed against an Executive Committee member, that member shall be excused from all discussions pertaining to the complaint and corrective action. 7.4.3 Any Director who wishes to contest corrective action or a recommendation for removal may submit a written request for review to the Event Center Director within five (5) business days of receiving notice of the action. The Event Center Director may schedule a review of the matter with the Director and the Executive Committee. Following review, the Executive Committee and Event Center Director may provide a recommendation to the County Commissioners. The County Commissioners shall have final authority regarding removal or reinstatement. ARTICLE VIII- DUTIES AND COMPENSATION 8.1 The Fair Board 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 staff assistance. 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. 7.4 8.2 8.3 BYLAWS OF THE KITTITAS COUNTY FAIR BOARD Jr. Horse Fair; and work parties. lt is strongly encouraged that other Directors attend these supporting events to show support and assist where needed, Conduct and Corrective Action: Concerns regarding a Director's service, conduct, performance of assigned duties, or compliance with these bylaws and applicable County policies shall be reported to and documented by the Event Center Director; referred to Kittitas County Human Resources, the Executive Committee, and the County Commissioners. It shall be the Fair Board Director's responsibility to organize the department, select Superintendents (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. Fair Board Directors may submit names of Superintendents for review after June 1't if the department became vacant after the June 1't cutoff or hardships arose to fill the position in a timely manner. It shall be the duty of each Fair Board Director to keep an ongoing list of duties and plans for their area of responsibility. Each appointed Director of the Kittitas County Fair Board is responsible for representing the Fair to the community and promotingthe mission of the Fair in a strong and effective manner. Each Director shall 8.4 8.5 BYLAWS OF THE KITTITAS COUNTY FAIR BOARD 8.6 be issued uniforms which shallconsist of shirts, a coat, a vest (with fair logo), and a hat allto be used for official Fair business. All apparel will be returned upon termination of membership' Directors serve in a volunteer capacity; however, the County authorizes the following stipend and benefits in recognition of their volunteer service: L 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 durafion of the Fair. 5. 5715 (this lump sum payment will be made during the fourth quarter of the year)' g.6.1 To be eligible for any stipend or benefits provided under this section, a Director must be actively serving in good standing and must complete their duties throughout the entirety of the annual Kittitas County Fair at the time the stipend/benefits are provided. ARTICLE IX - ASSOCIATION MEMBERSHIP 9. j- A representative from the WSU Extension Office, Grange, and local High SchoolVocational Agricultural Department shall be designated as associate members of the Board. Associate members shall serve as advisors to the Fair Board but shall receive no stipend or benefits and have no voting privileges in the proceedings of the Fair Board. ARTICLE X - AMENDMENTS TO BYLAWS 10.1 The Bylaws of the Fair Board may only be amended by the approval of the County Commissioners. Recommended bylaw changes instituted by the Fair Board or the County Commissioners will be considered bythe Fair Board atany regularlyscheduled Fair Board meetingwhere a quorum exists, and ior 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 County Commissioners for their approval in the form of a resolution. These Bylaws will be automatically renewed from year to year unless either the Fair Board or the County Commissioners request 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 COUNW It.1, The Kittitas Valley Event Center Director, or other person appointed by the County Commissioners, is the delegated representative authorized to speak on behalf of the County Commissioners in Fair Board matters. The Event Center Director relays the Fair Board's intent, actions, or decisions to the County Commissioners. When needed, the Event Center Director will help advise the Fair Board of possible solutions and strategies relating to Fair Board issues and concerns. 'J.L1..L 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, or vacations. I11Z 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