HomeMy WebLinkAbout20160723.tiff 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: ddrawCam( r,�,� `�'� c��gg'
1 � -v• .�,G�D• Mike Freeman Chair
Weld County Clerk to the Board
Sean P. Conway, Pro-Tem
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DeR.lfy Clerk to e Bo-rd � � 4! oz ,!, a
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APP , ED A 0=;. - ORM: 1 \
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" �4: .;rbara Kirkmeyer
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'ounty Attorney714o—z.
�` - Steve Moreno
Date of signature: _
C-Lb( hla )3/33/8 2016-07233
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 : 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 2nd meeting . The Fair Board voted at the December 7th meeting to
accept the recommended changes , send them to Frank Haug 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 ( 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 pt 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 filled" .
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
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 be
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 bylaws
Recommendation :
Approve the changes to the bylaws .
Approve Schedule
Recommendation Work Session Other/Comments :
Barbara Kirkmeyer, Chair
Mike Freeman
Sean P . Conway
Julie Cozad
Steve Moreno
All 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
on March 4, 1970, as
mi sinners of Weld Count Colorado,
Com s y,
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
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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.
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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 2nd meeting. The Fair Board voted at the December
7th 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:
Artide 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(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 1n of each year". Replace it
with "Nominations shall be delivered to the Board of County commissioners dace approvod by the Fair
Board. Nominations shall remain open until all vacancies are filled". ttpf+t. " '
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
J ?►
transactions of the Fair Board,...."and replace it with"The Secretary shall keep a written record of all Fair
Boardactivities, ....". Since the Secretary keeps the minutes they felt having the wording about written
would be good.
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
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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 t would appreciate a"cleaned up"copy of the By Laws. The only
By Laws f have are in PDF.
Thanks,
Janet Konkel
Ext. 2085
WPF1LES—Janet—Fair-2016 By Laws pass around
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Conway
Cozad
Freeman 11,1 W5
Kirkmeyer
Moreno `'per
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