ADOPTED - OCTOBER 10, 2006

Agenda Item No. 11

 

Introduced by the County Services Committee of the:

 

INGHAM COUNTY BOARD OF COMMISSIONERS

 

RESOLUTION ADOPTING THE REVISED BY-LAWS OF THE INGHAM COUNTY FAIR BOARD

 

RESOLUTION #06-261

 

WHEREAS, the existing By-Laws which govern the Ingham County Fair Board were adopted in 1998; and

 

WHEREAS, such By-Laws are in need of revisions to reflect current changes which are necessary to assure the most effective and efficient operation of the Fairgrounds; and

 

WHEREAS, the Fair Board has reviewed the existing By-Laws and has identified areas that are in need of revision; and

 

WHEREAS, these revisions have been reviewed by the County Attorney, and his review resulted in the final recommendations by the Fair Board that the revisions be adopted by the Board of Commissioners as the final authority for establishing rules and regulations in management of the interest concerns of the County per MCL 46.11(m) and its authority to make rules and regulations governing control and management of the Fair per MCL 46.151 and MCL 46.153.

 

THEREFORE BE IT RESOLVED, that the Ingham County Board of Commissioners hereby adopts the updated By-Laws governing the Ingham County Fair Board.

 

BE IT FURTHER RESOLVED, that the revised By-Laws as referenced herein and attached shall have immediate effect with the passage of this resolution.

 

COUNTY SERVICES:  Yeas:  Schor, De Leon, Holman, Copedge, Severino, Vickers

     Nays:  None                        Absent:  None          Approved 10/3/06

 

 

 

 

 

 

 

 

 

 

 

 

 

Adopted October 10, 2006

INGHAM COUNTY FAIR BOARD

BY-LAWS

ARTICLE I

NAME, MEMBERS, HOW SELECTED

Section I:   Name:   The official name of this entity shall be the Ingham County Fair Board (hereinafter referred to as "Board").

Section II:   Membership:   The membership of the Ingham County Fair Board’s composition shall be determined by the Board of Commissioners. Pursuant to Resolution #89-284, one voting member of the Fair Board shall be a representative from 4-H organizations.  The Ingham County Board of Commissioners will appoint the individual in accordance with the procedure set forth in the resolution.

Section III:   Selection:   The Ingham County Board of Commissioners shall select the members to sit as the Ingham County Fair Board as required by State Statute and Board of Commissioners’ resolution.

Section IV:   Automatic Resignation:   Members of the Fair Board, other than those members who are also members of the Ingham County Board of Commissioners, will automatically be deemed to have resigned their membership on the Fair Board if they are absent from more than six (6) regular meetings in any twelve (12) month period.

 

ARTICLE II

OFFICERS - TERM OF OFFICE, ELECTIONS, & DUTIES

Section I:   The officers of the Fair Board shall be the President, Vice-President, and Secretary-Treasurer.

Section II:   Term of Office:   The term of office for the officers shall be for one (1) calendar year or until their successors are elected.

Section III:   Elections:   Officers shall be elected by majority vote of the full Board at the first regular meeting of each calendar year.


Section IV:   Duties of the President:   The President shall be responsible for preparing the agenda and presiding at the meetings.  Upon approval of the Fair Board, the President will speak for the Fair Board and represent the Board at meetings of official and community groups when appropriate to participate.  The President shall maintain communication with the Board of Commissioners.

Section V:   Duties of the Vice-President:   The Vice-President shall assume the duties of the President in the President's absence or by delegation.  The Vice-President is also responsible for overseeing the implementation of the By-Laws by Board members.

Section VI:   Duties of the Secretary-Treasurer:   The Secretary-Treasurer shall assure that minutes are prepared for the Board, make sure copies are distributed to the members, and shall place one copy on file in the Fair Office.  The Secretary-Treasurer shall be responsible for ensuring that the Open Meetings Act, 1976 PA 267, as amended, is adhered to.  The Secretary-Treasurer shall assume the duties of Vice-President in the absence thereof.  The Secretary-Treasurer shall also assure that proper financial records are maintained.

Section VII:   Executive Director (aka Fair Manager):   The Executive Director is an employee of Ingham County and shall:

1. Oversee and direct all Fairgrounds staff.

2. Perform such duties as may be assigned by the Fair Board.

3. Oversee and direct all phases of the Fair and facilities and off-season rentals.

4. Not be a member of the Fair Board.

5. Prepare proposed budgets with cooperation of the Budget & Capital   Improvement Committee.

6. Submit a monthly financial report to the Fair Board.

7. Abide by County Purchasing policies and procedures, as well as conduct orientations with Fair

  Board appointees on County Ethics, Purchasing, Living/Prevailing Wage, Equal Employment

  Opportunity Plan, Travel and Open Meetings Act Policies as appropriate, per Ingham County

  Board of Commissioners’ Resolution #06-115.

 

8. Perform duties provided in the Executive Directors’ job description.


                                                                          ARTICLE III

ORGANIZATION - DUTIES AND RESPONSIBILITIES OF THE BOARD

Section I:   Organizational Duties:

A.   The Board shall elect its officers and hold regular meetings as established hereunder.

B.   Committees:   The Board is authorized and empowered to create standing committees (sub-committees and special committees) as it may determine from time to time to be in the best interests of the community, and to assign and delegate to such committees such duties and responsibilities as may be deemed appropriate.  The President shall appoint all members to committees, sub-committees, and special committees.

Section II:   Duties:   The Board shall recommend programs for the Fair and oversee the execution of contracts, recommend to the Board Of Commissioners’ Chairperson the execution of contracts and leases concerning the renting of the Fairgrounds for non-fair periods and determine the lessees, dates of rental and consideration for same.  The Board shall inform the community and the Board of Commissioners of Fair programs.  The Board shall develop, review, and evaluate programs and policies.

Section III:   Finance Duties:   The Board shall recommend an annual budget to the Ingham County Board of Commissioners.

 


ARTICLE IV

MEETINGS, REGULAR MEETINGS, & SPECIAL MEETINGS,

NOTICE AND SCHEDULE OF MEETINGS, QUORUM AND MINUTES

Section I:   Meetings:   The Board shall meet at least once a month unless canceled in advance by the President of the Board.  The time and place of regularly scheduled meetings shall be determined at the first annual meeting in January, following the election of officers.  A yearly calendar will be presented in February to the Board.

Section II:   Special Meetings:   The Fair Board may meet in special meetings at the call of the Executive Director, President or by a majority of the Board members, if they file a written request addressed to the Executive Director at least twenty-four (24) hours in advance.  The Executive Director shall notify all Board members as soon as possible of the special meeting.  Public notice shall be given for all special meetings as required by the Open Meetings Act, 1976 PA 267 by the Executive Director.

Section III:   Order Of Business:   The agenda for Board meetings shall be:  

            1. Call to Order

 2. Roll Call

 3. Additions to the Agenda

 4. Limited Public Comment (not to exceed three minutes)

 5. Approval of Previous Month’s Minutes

 6. Acceptance of Treasurer’s Report

 7. Approval of Bills

 8. Correspondence

 9. Announcements

10. Committee and/or Individual Reports

11. Agenda Items.  Action Items will be separated from Discussion Items.

12. Executive Director Comments.  The Executive Director will submit a written report to the

      Board at each Board meeting.

13. Limited Public Comment (not to exceed three minutes)

14. Adjournment

Section IV:   All meetings of the Board shall be open to the public as required by the Open Meetings Act, 1976 PA 267, excepting that closed sessions may be held for reasons provided for in the Open Meetings Act in accordance therewith.

Section V:   Quorum:   A quorum of the Board shall consist of a majority of members appointed by the Board of Commissioners.  For the final passage of any measure, a majority of the appointed Board members shall be required.

Section VI:   Minutes:   The Board shall cause minutes to be kept of each meeting and such minutes shall be kept on record at the Fair Board office as required by the Open Meetings Act.

 

                                                                           ARTICLE V

                                       RULES AND ORDER OF BUSINESS AT MEETINGS

Section I:   When not otherwise provided for by these By-Laws, Mason's Manual of Legislative Procedure shall govern the process and procedures of Board meetings.

Section II:   Board members may abstain from voting with the approval of the President.

                                                                          ARTICLE VI

                                  AMENDMENTS TO BY-LAWS; SUSPENSION OF RULES

Section I:    Amendments to By-Laws:   The power to make, alter, amend, change, modify, and/or repeal By-Laws of the Board is vested in the Board itself.  No amendment of all or any part of these By-Laws shall be considered or acted upon at any meeting unless the proposed change has been submitted to the entire Board in writing not less than seven (7) days prior to the meeting at which the change is to be considered and acted upon.  The affirmative vote of two-thirds (2/3) of the total Board shall be necessary to change, alter, modify, repeal or amend all or any of these By-Laws.

Section II:   Suspension of Rules:   The rules provided hereunder may be suspended at a Board meeting by a vote of two-thirds (2/3) members.

Section III:   Effective Dates:   These By-Laws shall take effect at the next regular meeting after adoption by the Board.  Any amendment, change, modification or repeal of these By-Laws shall also take effect at the next regular meeting after such amendment, change, modification or repeal of the same.

Section IV:   If there is any conflict between a provision contained in these By-Laws and state law, or Board of Commissioners resolution, state law or Board of Commissioner resolution shall supersede said provision or provisions.

Section V:   The Fair Board shall adhere to County Ethics, Purchasing, Living/Prevailing Wage, Equal Employment Opportunity Plan, Travel and Open Meetings Act Policies as stated in Ingham County Board of Commissioners’ Resolution #06-115.

Section VI:   The Fair Board shall recommend to the Board of Commissioners an Executive Director, and the Board of Commissioners reserves the right to make the appointment of the Executive Director.