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Home My WebLink About20194398.tiff RESOLUTION RE: APPROVE DISSOLUTION OF FAIR BOARD WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to Colorado statute and the Weld County Home Rule Charter, is vested with the authority of administering the affairs of Weld County, Colorado, and WHEREAS, by Resolution dated March 4, 1970, the Board of County Commissioners created the Fair Board and approved the Bylaws, and WHEREAS, the Fair Board successfully conducted the operations of the Weld County Fair, and WHEREAS, due to the need for structural and organizational changes to the Fair Board, whose last Amended Bylaws were approved by Resolution on February 29, 2016, the Board deems it advisable to dissolve said Fair Board. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County, Colorado, that the Fair Board, be, and hereby is, dissolved. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 2nd day of October, A.D., 2019. BOARD OF COUNTY COMMISSIONERS W LD COUNTY, COL RADO ATTEST: dititv,0 W ;e,k, arbbaraKirkmeyer, hair Weld County Clerk to the Board 10 `4-f(�w Mike Freeman, Pro-Tern BY -)._0O,e_... a.. ----- -- ---- eputy Clerk to the Board —D-- ,TM jig •: Sean P. Conway c J APP30 D7A--T6 FOR 1 s "•", - , /��*zies unty Attorney ,;,." s"`` ` �� y`{ /�� LC.y„�- Steve Moreno Date of signature: (O1O9 1(9 c.c..: 3occcKF), EXcKrn), ca c Ken) 2019-4398 to toa/t9 EX0003 RESOLUTION WHEREAS, the Board of County Commissioners of Weld County, Colorado, recognizes the need for the establishment of the Weld County Fair Board, and WHEREAS, the said Board of County Commissioners believes that the creation of such a Board would materially assist and aid the County Extension Service in the conduct and operation of the County Fair; NOW, THEREFORE, BE IT RESOLVED: 1. That there be, and is hereby created, the "Weld County Fair Board". 2. That the functions and duties of the Weld County Fair Board are to assist and advise the Weld County Extension Service in providing consultative and advisory services. 3. That said Weld County Fair Board shall consist of fifteen (15) members to be appointed by the Weld County Board of County Commissioners, Weld County, Colorado, in the first instance by this Resolution, and thereafter as hereinafter provided. 4. That the members of the Weld County Fair Board for the year 1970, and until their successors shall be appointed, as hereinafter provided, shall be: Mrs. Lowell Carlson, Severance, Colorado Tom Carter, Greeley, Colorado Casey Greenwald, Greeley, Colorado EIRoy Kohler, Kersey, Colorado W. R. Stevens. Greeley, Colorado Arthur K, Anderson, Greeley, Colorado Robert Dorsey, Eaton, Colorado Lloyd Rumsey, LaSalle, Colorado Larry Rhoadarmer, Greeley, Colorado Kenneth Schraeder, Greeley, Colorado Mrs. Carl Amen, Kelim, Colorado Mrs. EuEene Gibbs, Greeley. Colorado Jack Long, Greeley, Colorado Dr. E. H. Scheel, Greeley, Colorado Walter Sidwell, Carr, Colorado n700.� 700 37 9 5. That the following named members of the Weld County Fair Board shall serve a term of one (1) year during the calendar year of 1970, and until their successors are appointed: Mrs. Lowell Carlson, Severance, Colorado Tom Carter, Greeley, Colorado Casey Greenwald, Greeley, Colorado ElRoy Kohler, Kersey, Colorado W. R. Stevens, Greeley, Colorado 6. That the following named members of the Weld County Fair Board shall serve a term of two (2) years during the calendar years of 1970 and 1971, and until their successors are appointed: Arthur K. Anderson, Greeley, Colorado Robert Dorsey, Eaton, Colorado Lloyd Rumsey, LaSalle, Colorado Larry Rhoadarmer, Greeley, Colorado Kenneth Schraeder, Greeley, Colorado 7. That the following named members of the Weld County Fair Board shall serve a term of three (3) years during the calendar years of 1970, 1971 and 1972, and until their successors are appointed, Mrs. Carl Amen, Kelim, Colorado Mrs. Eugene Gibbs, Greeley, Colorado Jack Long, Greeley, Colorado Dr. E. H. Scheel, Greeley, Colorado Walter Sidwell, Carr, Colorado 8. That the term of office of each member of the Weld County Fair Board after the first appointments aforesaid shall be for a term of three years. 9. That the Weld County Fair Board shall hold at least four (4) regular meetings each year on a quarterly basis, with the first meeting of each year to be held before January 31 of each year. 10. That at the first quarterly meeting of the Weld County Fair Board during each calendar year, the members of said Board shall elect its officers as provided for by the rules and regulations of said Board, 11. That at the last quarterly meeting of each calendar year, the members of the Board shall nominate and recommend f•iv e (5) personally qualified residents of Weld County, Colorado, to serve as members of the said Board, replacing the f iv e members whose terms are expiring. The names of the five persons so recommended shall be -2- submitted to the Board of County Commissioners of Weld County prior to January 1 of the year following their selection, and if approved by the said Board of County Commissioners, shall become members of the Weld County Fair Board. In the event that any one or more of the said persons so recommended shall be unacceptable to the said Board of County Commissioners, the Board of County Commissioners shall appoint some other qualified resident of Weld County to serve in that capacity. 12. In the event of a vacancy among the members of the Weld County Fair Board, the members of said Board shall recommend a qualified resident of Weld County to fill said vacancy subject to the approval and appointment thereof by the Board of County Commissioners of Weld County. Any member of the Weld County Fair Board may be removed by the Board of County Commissioners of Weld County upon recommendation to it by the members of the Weld County Fair Board pursuant to rules and regulations adopted by it. 13. That all expenses incurred by the said Weld County Fair Board shall be paid by county warrants upon proper vouchers to the Board of County Commissioners of the County of Weld as provided by law. 14. That the Weld County Fair Board may adopt such rules and regulations for the transaction of its business as it deems necessary and shall keep a record of its resolutions, transactions findings and determi- nations, which record shall be a public record. 15. That the members of said Weld County Fair Board shall serve at the pleasure of the Board of County Commissioners; that they shall serve without compensation and that any member thereof may be removed by the Board of County Commissioners for non-performance of duty or misconduct. Approved and adopted this 4th day of March , A.D. , 1970. BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO // :-r4--- /t -/ L.e a' . ATTEST: ERK ,...B., ri. L (t / A � LINTAAS T ORM,: it ATTORNEY -3- CL. . r��},t`. n..,,,.G.t,. ,J,.. COLOPH I��TI�/E I-_ XTEN' ,TN IH I--2V10E COLORADO STATE UNIVERSITY COUNTY EXTENSION OFFICE WELD COUNTY SERVICES BUILDING GREELEY,COLORADO •80631 TELEPHONE 3532212 January 12, 1970 TO: WELD COUNTY BOARD OF COUNTY COMMISSIONERS FROM: ELMER E. ROTHMAN, COUNTY EXTENSION OFFICE The following is a list of fair board members elected as a result of 1969 and 1970 annual meetings. By method of nominating committee's study and submission, the five names listed for three year terms were duly elected at our annual meeting on January 6, 1970. Two replacements (Tom Carter and W. R. Stevens) were also elected for the remaining period of the one year term. I submit these names to you for official approval as the governing body of the Weld County Fair. Three Year Term Two Year Term One Year Term (expiring Jan. , 1973) (expiring Jan. , 1972) (expiring Jan. , 1971) Mrs. Carl Amen, Arthur K. Anderson, JMrs. Lowell Carlson, Kelim Greeley Severance Mrs. Eugene Gibbs, Robert Dorsey, Tom Carter, Greeley Eaton Greeley Jack Long, Lloyd Rumsey, Casey Greenwald, Greeley LaSalle Greeley Dr. E. H. Scheel, Larry Rhoadarmer, ElRoy Kohler, Greeley Greeley Kersey Walter Sidwell, Kenneth Schraeder, W. R. Stevens, Carr Greeley Greeley &U)2 (rZfr4lt-'-t2 COLORADO STATE UNIVERSITY, U.S. DEPARTMENT OF AGRICULTURE AND WELD COUNTY COOPERATING RESOLUTION RE: APPROVE AMENDMENT TO BYLAWS FOR FAIR BOARD WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to Colorado statute and the Weld County Home Rule Charter, is vested with the authority of administering the affairs of Weld County, Colorado, and WHEREAS,the Board of County Commissioners has been presented with an amendment to the Bylaws for the Weld County Fair Board, and WHEREAS, after review,the Board deems it advisable to approve said amendment. NOW,THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County, Colorado,that the amendment to the Bylaws for the Fair Board,which is attached hereto, be, and hereby is, approved. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 29th day of February,A.D., 2016. BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO ATTEST: ( Cam( ,,�,/ IQ ea �/ v• �C.uo� Mike Freeman Chair Weld County Clerk to the Board • Sean P. Conway, Pro-Tem BY: ligkeki 0x+f-ka2 Dy Clerk to a Bo rd � ,� li A. ozad 1161 _ APP ED Ai`j ORM: -)441';'; �� `� ,♦„r- -.rbara Kirkmeyer •unty Attorney Steve Moreno Date of signature: CC b(KDh a )-a/34s3/S 2016-0 003 BOARD OF COUNTY COMMISSIONERS PASS-AROUND REVIEW/WORK SESSION REQUEST RE: Changes to the Fair Board By Laws DEPARTMENT: Fair DATE: January 28, 2016 PERSON REQUESTING:PING: Janet Konkel Brief description of the problem/issue: The Fair Board Executive Committee and all interested Fair Board Members met in October to review the By Laws and make recommendations for updates and changes to the Fair Board. These recommendations were presented to the Fair Board at the November 2"'t meeting. 'Hie Fair Board voted at the December 7`h meeting to accept the recommended changes. send them to Frank I-laug for review. then to the Board of County Commissioners for final approval. Most of the changes are basically updating the language used to reflect the current position titles, to clarify a few items to align with duties of staff and making. sure that the By Laws are completely current. The changes are: Article II Objectives - last bullet point remove the word "Cooperative". The CSU Extension no longer uses"Cooperative" in their title, Article III - Members -- last sentence -- remove the wording "one (I ) shall he a representative from the 4-Il Youth Executive Council." This change was approved by the Board of County Commissioners on 6/21/2012 however it was not removed from the By Laws. Article Ill Members - Item C final paragraph - remove the final sentence "Nominations shall he delivered to the Board of County Commissioners on or before September 1"` of each year". Replace it with "Nominations shall be delivered to the Board of County commissioners (once approved) upon recommendation by the Fair Board. Nominations shall remain open until all vacancies are Idled-. The process has been that the applications for Fair Board are submitted to the Fair Board, the applicant is invited to attend a Fair Board meeting for a brief interview and to sit in on a meeting then the Fair Board votes to accept the candidate. Then the application is sent to the Board of County Commissioner for final approval and appointment. Since we have not had a full hoard it has worked better the last few of years to accept applications and members any time during the year. This has worked well. Article IV •- Officers --- item A -- Duties -- President - in the final sentence remove Extension advisor and replace it with Fair Coordinator. Since the By Laws were written Extension's role in fair has changed and the responsibility for agendas is now a function of'the Fair Coordinator's job description. Article IV Officers --- item A - Duties -- Secretary - remove "The Secretary shall keep a record of all transactions of the Fair Board- " and replace it with "The Secretary shall keep a written record of all Fair Board activities. .... '). of all official Fair Board meetings,. Since the Secretary keeps the minutes they felt having the wording about written would he good. 2016-0723 Article IV - Officers -- item A Duties -- Treasurer - add to the first sentence "The Treasurer in conjunction with the Extension Accountant, the Comptroller of Weld County and outside auditing agency shall keep a record of all monies, .... There is an Extension Accountant who keeps all of the financial records including printing checks_ making deposits, balancing the checking account, working with the County= Auditor -- in general all financial records of any kind. We have been able to bring all financial record keeping into this office to he handled by a staff member. What options exist for the Board? (Include consequences, impacts,costs,etc. of options) Authorize some, all or, or none the changes to the Fair Board's yaws Recommendation: Approve the changes to the bylaws. ,Npprooc Schedule Recommendation Work Session. Other,Comments: Barbara Kirkmeyer,Chair Mike Freeman Sean P. Conway Julie Cozad Steve :Moreno • Alt wording in red are the changes that the Commissioners recommended in the work session, WELD COUNTY FAIR BOARD BY-LAWS Article I NAME: The Board shall be called the"Weld County Fair Board"in conformance with the resolution creating the Board adopted by the Board of County Commissioners of Weld County, Colorado,on March 4, 1970, as modified by resolution dated March 6, 1974,and as may be modified or amended by future resolutions of the Board of County Commissioners. Article II OBJECTIVES: To assume leadership and conduct the operations of the Weld County Fair (hereinafter"the Fair"),as follows: * Be accountable to the Board of Commissioners of Weld County (hereinafter"the Commissioners"). * Set and implement policies related to the Fair. * Establish appropriate rules and regulations consistent with 4-H and FFA rules and regulations for the operation of the Fair. * Identify and secure all sources of revenue necessary to conduct the Fair and be accountable to such sources. * Authorize and sign all checks related to Fair activities. * Make arrangements for non-4-H and FFA events and other non- educational aspects of the Fair. * Conduct the Fair with the assistance of the Weld County Office of Colorado State University Extension(hereinafter"Extension") according to the rules and regulations established by the Fair Board. Article III MEMBERS: The volunteer members of the Weld County Fair Board,appointed by the Commissioners,shall number twenty-one(21),shall serve without compensation and at the pleasure of the Commissioners and shall represent all of the geographic areas of Weld County. Of the twenty-one (21)Fair Board members one(1) shall be a representative of a Weld County FFA Chapter. A. Term:Each member shall be appointed to fill a three(3)year term, with durations staggered so that the terms of seven(7)members will come due for appointment or reappointment prior to the Fair Board's annual meeting in November of each year. Board members may serve no more than two (2)consecutive three(3) year terms. 1 B. Vacancies: The Fair Board shall recommend to the Board of County Commissioners nominees for replacement of any vacancies which occur. A person appointed to fulfill an incomplete term of a Fair Board member shall be considered eligible to serve for two(2) three(3)-year terms when the assumed term has been completed. C. Appointment: A committee of current Fair Board members selected by the President shall nominate responsible residents of Weld County to the Board of County Commissioners for appointment to the Fair Board. Nominations shall be delivered to the Board of County Commissioners upon recommendation by the Fair Board. Nominations shall remain open until all vacancies are filled. Article IV OFFICERS: The four(4)elected officers shall include: President,Vice President, Secretary, and Treasurer. A. Duties: The President shall preside over all regularly scheduled and special meetings of the Fair Board. He/she may call special meetings of the Fair Board,upon twenty-four(24)hours notice to all members,at times he/she feels it is necessary in order to properly conduct the business of the Fair.The President,in cooperation with the Fair Coordinator,will establish the agendas for the monthly meetings. The Vice President shall act in place of the President in the absence of the President. He/she shall be responsible for coordinating all of the Fair's committees,both standing and otherwise(except the nominating committee). He/she shall serve as an ex-officio member of said committees. The Secretary shall keep a written record of all official Fair Board meetings, including regular and special meetings, and see that they are properly recorded and distributed. The Secretary will also relay incoming communications to the Fair Board and complete outgoing correspondence as directed by the Fair Board. The Treasurer in conjunction with the Extension Accountant,the Comptroller of Weld County and outside auditing agency shall keep a record of all monies,see that all bills are paid and monies owed collected,present an annual financial report to the Fair Board and the Commissioners,and have the financial statement audited each year by county auditors. The Treasurer shall be on the signature card for the checking and Money Market accounts for the Fair,along with the President,Vice president,and Secretary. At the discretion of the Fair Board,the Extension Director of the Weld County Extension Office may also be included on the bank 2 signature cards in order to be a signer of checks. Two(2) authorized signatures shall be required on each check request,but only one(1)signature need be on the check as written. The Accountant of the Weld County Extension Office shall be granted administrative access to the accounts of the Fair for the purpose of transferring money,reconciling accounts,and other necessary functions of that position. Executive Committee: The four(4)elected officers shall comprise an Executive Committee and shall have the authority to: (a)act upon any emergency situation that may require immediate action when it is impossible to assemble a quorum of the Fair Board; and(b)to process administrative matters for presentation to the Fair Board at its regular or special meetings. The immediate past-president may serve as an ex-officio member of the Executive Committee for one year after the end of his term as President,even if his/her term as a member of the Fair Board has ended. B. Terms: Terms for Fair Board officers are one year. C. Elections: A nominating committee of Fair Board members appointed by the President shall nominate a slate of officers by the September meeting. Officers shall be elected by the Board at the October meeting and installed at the annual meeting held in November of each year. Article V MEETINGS: Regular meetings of the Fair Board shall be held the first Monday of each month throughout the year. Members shall be notified of changes in meeting dates due to holidays and facilities scheduling conflicts. Special meetings may be scheduled by the President upon twenty-four(24)hours notice to all members. Representatives of the 4-H Youth Executive Council and the Fair Royalty shall attend regular meetings of the Fair Board to report on their activities since the previous regular meeting. Article VI PARLIAMENTARY All meetings of the Fair Board shall be conducted according to Robert's AUTHORITY: Rules of Order,Newly Revised. 3 Article VII AMENDMENTS These by-laws may be altered,amended,or replaced in whole or in part OF BY-LAWS: by a two-thirds(b)vote of the Fair Board membership present at any regular meeting when a quorum is present and upon approval by the Commissioners. Such alterations,amendments,or replacements must first be presented to the Fair Board membership at a regular meeting being at least thirty(30)days prior to the regular meeting when the vote is taken. Article VIII QUORUM: A quorum of the Fair Board shall consist of eleven(11)members. Approved by Fair Board: December 7,2015. Approved by Weld County Commissioners: February 29,2016. 4 Pass Around for Weld County Board of County Commissioners Changes to the Fair Board By Laws Approved by the Fair Board at the December 7,2015 meeting • Submitted for approval The Fair Board Executive Committee and all interested Fair Board Members met in October to review the By Laws and make recommendations for updates and changes to the Fair Board.These recommendations were presented to the Fair Board at the November 2"d meeting. The Fair Board voted at the December 7`h meeting to accept the recommended changes,send them to Frank Haug for review then he will send them to the Board of County Commissioners for final approval. Most of the changes are basically updating the language used to reflect the current position titles,to clarify a few items to align with duties of staff and making sure that that the By Laws are completely current. The changes are: Article II—Objectives—last bullet point—remove the word"Cooperative". The CSU Extension no longer uses"Cooperative"in their title. Article Ill—Members—last sentence—remove the wording"one(1)shall be a representative from the 4- H Youth Executive Council." This change was approved by the Board of County Commissioners on 6/21/2012 however it was not removed from the By Laws. Article III— Members—Item C—final paragraph—remove the final sentence "Nominations shall be delivered to the Board of County Commissioners on or before September 1s`of each year". Replace it with"Nominations shall be delivered to the Board of County commissioners osee-aid by the Fair Board. Nominations shall remain open until all vacancies are filled". (40t. ^:•- The process has been that the applications for Fair Board are submitted to the Fair Board,the applicant is invited to attend a Fair Board meeting for a brief interview and to sit in on a meeting then the Fair Board votes to accept the candidate. Then the application is sent to the Board of County Commissioner for final approval and appointment. Since we have not had a full board it has worked better the last few of years to accept applications and members any time during the year. This has worked well. Article IV—Officers—item A—Duties—President—in the final sentence remove Extension advisor and replace it with Fair Coordinator. Since the By Laws were written Extension's role in fair has changed and the responsibility for agendas is now a function of the Fair Coordinator's job description. Article IV—Officers—'item A—Duties—Secretary—remove "The Secretary shall keep a record of all ?` transactions of the Fair Board,..."and replace it with"The Secretary shall keep a written record of all Fair J ? Board activities,....". Since the Secretary keeps the minutes they felt having the wording about written 1 \': would be good. p Article IV—Officers—item A—Duties—Treasurer-add to the first sentence"The Treasurer in conjunction with the Extension Accountant...".There is an Extension Accountant who keeps all of the financial records including printing checks, making deposits, balancing the checking account, working with the County ,S "IP./ r Auditor—in general all financial records of any kind. We have been able to bring all financial record keeping into this office to be handled by a staff member. Once these changes have been approved I would appreciate a"cleaned up"copy of the By Laws.The only By Laws I have are in PDF. Thanks, Janet Konkel Ext.2085 WPFtLES—Janet—Fair-2016 By Laws pass around t1(_. Lot &ita ws ? yes �p i u)5 Conway Cozad �� S Freeman � )IP W� Kirkmeyer Moreno Hello