HomeMy WebLinkAbout11-87 - Res. Fair/Convention Center Board RESOLUTION NO. 11-87
A RESOLUTION RELATING TO THE MASON COUNTY CONVENTION CENTER AND
ADVISORY BOARDS AND SUPERSEDING RESOLUTION NO. 73-83 .
WHEREAS , the Mason County Commissioners on February 16 , 1976 ,
passed Ordinance No . 580 , an ordinance establishing a Special
Lodging Tax ; the monies to be used for expenses and construction of
the Mason County Convention Center ,
WHEREAS , portions of Mason County Fair- grounds , leased property
from the Port of Shelton , was established as the Mason County
Convention Center ,
WHEREAS , it is necessary to clarify the management and
administrative duties relating to the Mason County Convention Center
and Mason County Fair ,
WHEREAS , it is advisable to establish an advisory board to get
public input into the planning and facility use of the Convention
Center grounds and buildings .
NOW, THEREFORE , BE IT RESOLVED by the Board of Mason County
Commissioners that Resolution No - 73-83 is completely superseded by
the following -
A - Convention Center and Fair to Be AdminiLtered _!j the General
Services Director-
1 . The Mason County Convention Center and Mason County Fair are
placed under administration of the Director of General Services
Department who shall be responsible to the Board of County
Commissioners .
2 - The General Services Director shall be responsible for the
overall administration related to the Mason County Convention Center
grounds and buildings and the Mason County Fair , including direct
supervision of Convention Center Manager /Fair Coordinator .
3 . The General Services Director shall be responsible for the
administration of the Convention Center budget and the Mason County
Fair budget as adopted by the Board of County Comi-nissioners and may
expend such budgets in accordance with the laws of the State of
Washington and Rules and Regulations of the State Auditor ' s Office
and the Mason County Codes , Ordinances and Resolutions .
4 , The General Services Director shall present any contacts for
approval of the Board of County Commissioners as are necessary for
or incidental to the operation of the Convention Center and/or Fair ,
within the limits prescribed by law .
B _ Convention Center Manaj
—_Ier /Fair Coordinator
1 . There is created the position of Mason County Convention Center
Manager /Fair Coordinator who shall report directly to the General
Services Director and be compensated therefore such amount as shall
be determined by the Board of Mason County Commissioners
appropriated in the adopted annual budget .
2 - The Convention Center Manger /Fair Coordinator shall manage the
daily operation and maintenance of the Mason County Convention
Center grounds and buildings , develop and coordinate a year round
plan for promotion , rental and lease of the facilities , and assist
the Convention Center Advisory Board in long range planning efforts .
3 . The Convention Center Manager /Fair Coordinator shall assist the
various Fair constituencies including the Fair Advisory Board to
ensure quality exhibits and programs , to encourage and coordinate
citizen participation and volunteerism in both the preparation and
operation of the fair event . Prepare past fair evaluation complete
annual fair report for the state , and assist the Fair Advisory Board
in long range program planning .
4 . The Convention Center Manager /Fair Coordinator shall act as
staff support and will prepare agendas fear the Convention Center
Planning & Facility Advisory Board and the Fair Advisor Board -
5 . The Convention Center Manager /Fair Coordinator shall be
accountable for all financial transactions of the Convention Center
Department and the Mason County Fair DepaFtmen t ; the coordination
of the building and grounds maintenance , supervision of the
maintenance staff , rental and lease contracts and scheduling of the
bui Idi ngs and grounds rentals: ; curnmuni cations , infort-nati on and
prornotion of the facilities to the public -
6 , The Convention Center Manager /Fair Coordinator shall keep a
full and complete inventory of all tools , machinery , equipment and
appliances belonging to the County Convention Center and Mason
County Fair and shall annually provide the Board of County
Commissioners with a copy of such inventor in accordance with RCW
36 , 32 . 210 and Resolution Nor, 26-86 Fixed Assets ,
C . Convention Center Plannina and Facility Advisor Board
1 - There is established in Mason County an organization known as
the Mason County Convention Center Planning and Facility Advisor
Board _
2 . The purpose of this advisory committee is to create a public
forum and prov i de input and advice to the Mason Coun t y Ge n e r a I
Services Department and the Mason County Commissioners on the Mason
County Convention Center . This cornmittea: shall terminate upon
Resolution by the Board of Mason County Commissioners .,
3 - This Committee shall consist of seven ( 7 ) members , and shall be
appointed by the Board of Mason County Commissioners -
One ( 1 ) from OysterFest
One ( 1 ) from Mason County Fair Advisory Board
One Cl ) from Shelton-Mason County Chamber of Commerce
One ( 1 ) from North Mason County Chamber of Commerce
One ( 1 ) frorn Port of SHelton
One ( 1 ) .from Economic Development Counci1
One ( 1 ) from WSU Cooperative Extension ( Ex-Officio )
4 . The i n i tial cornnOttee shall consist of three ( 3 ) members
appointed for one ( 1 ) year terms and four ( 4 ) members appointed for
two ( 2 ) year terms , Thereafter , all members shall be appointed or
reappointed for two ( 2 ) year terms -
5 . Any group represented on the Convention Center Planning and
Facility Advisory Board must be actively organized to be eligible
for appointment on the Convention Center Planning and Facility
Advisor Board . The above named groups shall select their
representative and submit in writing the name of the proposed
representative to the Board of Mason County Commissioners for
consideration of appointment .
6 . The committee may adopt I_ Ules necessary to the conduct Of its
affairs . Not less than one regular rneeting shall be held in each
month of each year , provided that if there are no matters for the
committee to consider a nreeting may be cancelled . All meetings
shall be open to the public . The committee shall keep minutes of
its proceedings , showing the vote of each member upon each question ,
or if absent or failing to vote , indicating such fact , and shall
keep records of its actions , all of which shall be a public record
and be filed in the office of General Services .
7 " At the first meeting of each calendar year , the committee shall
choose a chairman , vice-chairman , and secretary . The chairman shall
preside over all meetings and shall designate where and when the
regular monthly meetings are to be held , The chairman may call
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special meetings upon five days notice to all members . Notice may
be waived by either written waiver or by presence at said meeting .
The vice-chairman shall assume the duties of the chairman during
his /her absence . The secretary shall keep all the records of the
committee and shall keep minutes of all meetings . The secretary
shall also handle all correspondence and shall submit any required
documents to the General Services Department .
8 . If any member of the committee is absent for four consecutive
meetings without being excused by the committee , the Chairman of the
committee shall request that the Board of County Commissioners ask
for his /her resignation and appoint a new member .
9 . The duties of the Committee are to after advice and opinion to
the General Services Department through the Convention Center
Manager /Fair Coordinator and Mason County Commissioners regarding
the development and use of the Mason County Convention Center ,
including planning , promotion , operation , and long range goals of
the grounds and buildings . Opinions of this committee shall be
advisory only and all final decisions regarding the Convention
Center shall be made by the Mason County Department of General
Services and /or the Board of Mason County Commissioners .
D . Fair Advisory Board
1 , There is established in Mason County an organization known as
the Mason County Fair Advisory Board - The purpose of this advisory
committee is to create a public forum and provide input and advice
to the General Services Department through the Convention Center
Manager /Fair Coordinator and Mason County Commissioners on the
annual Mason County Fair event . This committee shall terminate upon
Resolution by the Board of Mason County Commissioners ,
2 , This committee shall consist of seventeen ( 17 ) members , and
shall be appointed by the Mason County Board of Commissioners .
Three ( 3 ) from the 4-H Leaders ' Council
Three ( 3 ) from the Mason County Pomona Grange
One ( 1 ) from the Dirt Dobbers Garden Club
One ( 1 ) from the Shelton Garden Club
One ( 1 ) from the Shelton-Mason County Chamber of Commerce
One ( 1 ) from the Mason County Horse Clubs
One ( 1 ) from the Shelton Art Club
One ( 1 ) from the IWA Local 38
One ( 1 ) from the Kiwanis
Two ( 2 ) from the Douglas Fir Christmas Tree Association
One ( 1 ) from the Mason County Historical Society
One ( 1 ) from the Mason County Shellfish Growers
One ( 1 ) from WSU Cooperative Extension Service (Ex-Officio )
3 . Any group represented on the Fair Advisor Board must be
actively organized to be eligible for appointment on the Fair
Adviser Board . The above named groups shall select their
representative and submit in writing the name of the proposed
representative to the Board of Mason County Commissioners for
consideration of appointment .
4 . The terms for all member of the Mason County Fair Advisory
Board shall begin the first day of January . Six me►nbers will be
appointed for one ( 1 ) year , six members will be appointed for two
( 2 ) years , and five members will be appointed for three ( 3 ) years .
Thereafter all members shall be appointed for three ( 3 ) yeas ,terms -
5 , The committee may adopt rules necessary to the conduct of its
affairs - Not less than one regular meeting shall beheld in each
month of each year , provided that if there are no matters for the
committee to consider a meeting may be cancelled . All meetings
shall be open to the public . The committee shall keep minutes of
its proceedings , showing the vote of each member upon each question ,
or if absent or failing to vote , indicating such fact , and shall
keep records of its actions , all of which shall be a public record
and filed in the office of the General Services Department .
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6 _ At the first meeting of each calendar year , the committee shall
choose a chairman , vice-chairman , and secretary . The chairman shall
preside over all meetings and shall designate where and when the
regular monthly meetings are to be held . The chairman may call
special meetings upon five days notice to all members . Notice may
be waived by either written waiver or by presence at said meeting .
The vice-chairman shall assume the duties of the chairman during
his /her absence . The secretary shall keep all the records of the
committee and shall keep minutes of all meetings . The secretary
shall also handle all correspondence and shall submit any required
documents to the General Services Department .
7 . If any member of the committee is absent for four consecutive
meetings without being excused by the committee , the Chairman of the
committee shall request that the Board of County Commissioners ask
for his /her resignation and appoint a new member .
8 . The duties of the committee are to offer advice and opinion to
the Department of General Services and through the Convention Center
Manager /Fair Coordinator and Mason County Commissioners regarding
the coordination and promotion .of the annual Mason County Fair
event . Opinions of this committee shall be advisory only and all
final decisions regarding the fair shall be made by the Mason County
Department of General Services and/or the Board of Mason County
Commissioners .
E . Revenue and Expenditures
1 _ All receipts in connection with the operation of said
Convention Center and Fair shall belong to the County , and shall be
promptly and properly deposited with the Mason County Treasurer , who
shall credit such receipts to the Mason County Convention Center or
Mason County Fair special revenue fund as applicable _ The
Convention Center Fund and the Mason County Fair Fund shall carry
over from year to year and any monies remaining therein at the end
of any year shall not revert to any other fund .
2 . All expenditures made form the Mason County Convention Center
Fund and/or the Fair Fund shall be upon proper vouchers , invoices ,
or receipts and signed by the General Services Department . All
expenditures shall be limited to the total amount of the annual
appropriation as adopted by resolution of the Board of Mason County
Commissioners .
ADOPTED this 3rd day of February , 1987 .
BOARD OF COUNTY COMMISSIONERS
MASON COUNTY , WASHING
C.
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tChrperson ' E ge
Commissioner Gibson
C
Commissioner McGee
ATTEST :
Clerk of the Board
xc : File
Convention Center
General Services
Accounting Dept ( 2)
Treasurer
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