Chapter 1.40
COUNTY FAIR RULES AND REGULATIONS*
Sections:
1.40.010 Fair board—Authority of county commissioners.
1.40.020 Fair board—Membership—Director districts—Terms of office.
1.40.030 Fair board—Organization, officers and meetings.
1.40.040 Fair board—Conduct of meetings—Amendment of rules.
1.40.050 Fair board—Duties of officers.
1.40.060 Fair board—Committees.
1.40.070 Fair board—Conditions of membership—Vacancy filling.
1.40.080 Membership in Washington Fairs Association.
1.40.090 Facility deposit and insurance account.
* Prior resolution history: Res. 174-D, 7/15/57; Res. 618-E, 2/2/70; Res. 85-7, 1/22/85.
1.40.010 Fair board—Authority of county commissioners.
It shall be expressly understood that the board of county commissioners is the legal body of the Chelan County fair board, and that the fair board is operating under the general direction of the board of county commissioners. The county commissioners shall retain full control by law. The commissioners may participate in any or all fair board meetings, if they desire. (Res. 2001-198 Art. 1, 12/24/01: Res. 85-7 Art. 1, 1/22/85).
1.40.020 Fair board—Membership—Director districts—Terms of office.
(a) The fair board shall be an advisory board responsible for the general management, development and operation of the annual fair and fairgrounds, and shall be the policy making body of the fair.
(b) The fair board shall consist of eighteen voting members. Said directors shall serve for three-year terms. Vacancies created by the expiration of director terms shall be filled by nominations by residents of the county of Chelan at a public meeting. All nominations are subject to the approval and appointment by county commissioners.
(c) The county shall be divided into six director districts, according to the boundaries of six of the school districts within the Chelan County. Terms of two directors from two districts shall expire each year. Each director district shall have one director position designated. The six director districts shall be as follows:
District No. 1—Manson School District;
District No. 2—Chelan School District;
District No. 3—Entiat School District;
District No. 4—Wenatchee School District;
District No. 5—Cashmere School District;
District No. 6—Cascade School District.
(d) The Chelan County fair board shall also include twelve directors-at-large. The directors-at-large shall have all the same privileges of regular board members, will serve for three-year terms, but can reside anywhere within the boundaries of Chelan County. Directors-at-large shall be elected by the public at the annual meeting, subject to appointment by the county commissioners. The election of these twelve directors-at-large shall be decided by a plurality vote of the eligible voters at the annual public meeting.
(e) Said public meeting shall be held on the third Thursday after the first day of each calendar year. Terms, place of meeting and names of directors whose terms expire to be advertised for three consecutive weeks of the same year as the election.
(f) Only residents of Chelan County, over the age of eighteen years shall be eligible to vote and make nominations or serve on the fair board. All voters must have been residents of Chelan County for a period of six months. As provided for in Ordinance 174-D, the fair board may appoint such advisory members as they deem necessary; such advisory members are subject to confirmation of Chelan County commissioners, and shall serve until the next annual meeting.
(g) The fair board shall include as nonvoting members: the board of county commissioners, county auditor, the county extension agents, agriculture educational instructors of Chelan County, the manager, and such lifetime honorary members as the fair board may elect. (Res. 2001-198 Art. 2, 12/24/01: Res. 85-7 Art. 2, 1/22/85).
1.40.030 Fair board—Organization, officers and meetings.
(a) The Chelan County fair board shall meet on the second Thursday of each month for the purpose of transacting general business. The president of the fair board shall be empowered to call any additional meetings that he/she may deem necessary to conduct the affairs of the organization. The executive committee shall have the authority to cancel fair board meetings when, in its judgment, a meeting is not necessary.
(b) The elected officers of the Chelan County fair board shall be: president, vice-president, secretary and treasurer. All officers and the manager shall hold office for one year. The office of secretary and/or treasurer may be assigned to the manager if the fair board so desires.
(c) A nominating committee shall be appointed by the president annually at the last regular meeting preceding the annual meeting. The nominating committee shall submit a slate of candidates for the offices. Nominations may also be made from the floor.
(d) The president shall call a meeting of the board immediately after the annual meeting for the purpose of electing officers. Election of officers shall be by secret ballot when voting for more than one candidate for each office. All officers and board members are then submitted to the board of county commissioners for formal appointment. (Res. 2001-198 Art. 3, 12/24/01: Res. 85-7 Art. 3, 1/22/85).
1.40.040 Fair board—Conduct of meetings—Amendment of rules.
(a) A quorum to permit transaction of business at a regular or special meeting of the fair board shall consist of a minimum of ten members.
(b) Amendment of these rules and regulations will be permitted by a two-thirds vote of the voting membership of the fair board. Proposed amendments shall be presented at a regular meeting of the fair board before action is taken.
(c) Robert’s Rules of Order shall govern the conduct of regular and special meetings of the fair board. (Res. 2001-198 Art. 4, 12/24/01: Res. 85-7 Art. 4, 1/22/85).
1.40.050 Fair board—Duties of officers.
The duties of officers shall include:
(a) President. Performs all the duties usually prescribed for this office; conduct meetings; appoints portfolio assignments to board members; name committee chairmen and is responsible for the functioning of the committee he or she appointed.
(b) Vice-president. Performs all duties of the president in case he or she is absent. Assists in other executive committee duties as the president may direct.
(c) Recording secretary. Acts as recording secretary for the fair board and cooperates with the manager of the fair in handling of the board’s correspondence.
(d) Treasurer. Reports the financial status of the fair at all meetings or when called upon by the fair board to do so. Disburses funds from the fair’s funds under the authority of the Chelan County auditor.
(e) Manager. The manager shall be the executive authority responsible for carrying out the policies and programs of the fair board and shall be responsible for the detailed operation and management of the Chelan County fair and fairgrounds.
(1) Be primarily responsible to the fair board;
(2) Advise and recommend to the fair board such programs as will in his/her judgment contribute to the welfare and progress of the fair;
(3) Act as general business agent for the fair, including accounts payable and accounts receivable;
(4) Maintain an accounting system in cooperation with the county auditor, and report at the meetings of the fair board on the income and expenditures as related to the fair budget;
(5) Serve on committees as designated by the president of the fair board;
(6) Work and consult closely with all fair board committees;
(7) Be responsible for the sale of commercial exhibit space on the fairgrounds annually;
(8) Be responsible for the assembling and printing of the premium book/exhibitor guide;
(9) Send out meeting notices and advise the president regarding the need for fair committee meetings or special fair board meetings. (Res. 2001-198 Art. 5, 12/24/01: Res. 85-7 Art. 5, 1/22/85).
1.40.060 Fair board—Committees.
(a) The normal function of the fair board committees shall be to study and investigate problems in their respective fields and report back to the fair board with a recommendation. Fair board committees shall have authority to take full charge of and complete projects when specifically authorized by the fair board.
(b) Committees of the fair board annually shall include the following with the president having the authority to name additional committees as conditions warrant:
(1) Executive—to be president, vice-president, manager and immediate past president;
(2) Advertising, publicity and public relations;
(3) Concessions;
(4) Entertainment;
(5) Facility and grounds;
(6) Gates;
(7) Livestock and market sale;
(8) Parking and traffic;
(9) Rodeo;
(10) Security. (Res. 2001-198 Art. 6, 12/24/01: Res. 85-7 Art. 6, 1/22/85).
1.40.070 Fair board—Conditions of membership—Vacancy filling.
(a) It is assumed by the board of county commissioners that all members of the Chelan County fair board are interested in the furtherance of the organization and will devote all possible time to the projects and interests of the fair and fairgrounds.
(b) To this end, it is expressly understood and stated that a condition of membership of the fair board shall be continued participation in the meetings of the board and committees. Any fair board member who misses three consecutive meetings, except in cases of illness or extended absence from the community, may be dropped from the fair board membership and the board of county commissioners shall be authorized to appoint a successor to the retiring member. (Res. 2001-198 Art. 8, 12/24/01: Res. 85-7 Art. 8 (part), 1/22/85).
1.40.080 Membership in Washington Fairs Association.
The Chelan County Fair shall be a member of the Washington State Fairs Association and shall pay dues to that association. The expenses of two fair board members and the manager to the annual convention of the Washington State Fairs Association shall be a proper charge against the fair budget. The expenses to additional delegates may be authorized by the fair board and/or county commissioners. (Res. 2001-198 Art. 7, 12/24/01: Res. 85-7 Art. 7, 1/22/85).
1.40.090 Facility deposit and insurance account.
The Chelan County Fair manager shall set up a bank account to be known as the facility deposit and insurance account. The account should be defined as follows:
Facility Deposit and Insurance Account: This account should balance to zero. The account will hold refundable deposits for facility rentals as well as pass-through insurance premiums for special events insurance. Forfeited deposits should be cleared by writing a check to the fair deposit account. (Res. 2006-36, 3/21/06).