Albion Area Fair Association By-Laws

Albion Area Fair Association
By-Laws

Article I. Title
Section 1. This organization shall be known as the Albion Area Fair Association.

Article II Membership
Section 1. The Albion Area Fair Association shall meet a minimum of 5 times a year and recommend meetings during the months of March, May, July, September and December. Additional meetings, including three or more director’s meetings, may be called if needed.
Section 2. An Individual shall be considered an active member if listed on a committee in the Fair book. Membership shall run form publication of the Fair book until the following year’s publication.
Section 3. It shall be the responsibility of the Superintendent of each committee to update the membership list BEFORE each publication of the annual Fair book.

Article III. Election and Appointments
Section 1. Members and elected or appointed officers, present at a meeting of this organization are eligible to vote on all motions brought to the floor.
Section 2. A floor motion shall pass by a majority vote. The President may call for a show of hands to verify the vote.
Section 3. The annual election of officers will be held during the month of December.
Section 4. Election of officers shall be conducted by the following process:
A. All voting members must be present and signed in by the start of the elections.
B. Each confirmed voting member will be given a voting card.
C. Election of officers shall be conducted by written ballot and decided by a simple majority of 51%
D. A run-off election will occur if the majority is not met and will be between the members receiving the top two (2) votes.
E. Ballot counting will be completed in front of the membership.
F. All ballots will be retained by position in a sealed envelope for not less than one (1) year.

Article III. Election and Appointments Continued….
Section 5. The elected positions shall be President, First Vice President, Second Vice President, Secretary, Treasurer, Corresponding Secretary, Special Events Superintendent and six directors (two elected annually for three year term). Each position will be elected individually.
Section 6. Upon election, the new officers shall assume their duties immediately following the close of the election.
Section 7. The President shall appoint the following by March 1st following the annual election: Fair Manager, First Assistant Fair Manager, Second Assistant Fair Manager, Concession Manager and Assistant Concession Manager. These appointments are subject to approval by the Board of Directors at their next meeting.
Section 8. Any vacancy in an elected position shall be filled by no later than the next regularly scheduled meeting of this organization. A special election to fill vacancy may be called by the Fair board.

Article IV. Officers and Duties
Section 1. All Elected officers, Elected Directors and appointed Managers are required to attend 75% of all meetings unless just cause or prior notification to the President.
Section 2. The duties of the President shall be:
A. Call and preside at all meetings of the Association and Board of Directors meetings.
B. Appoint the following: Fair Manager, First Assistant Fair Manager, Second Assistant Fair Manager, Concession Manager and Assistant Concession Manager.
C. Appoint nominating committee for officers and Board of Directors.
D. Be an ex-officio member of all committees of the Association and Board of Directors.
Section 3. The Duties of the First Vice President shall be:
A. Call and preside at all meetings in the absence of the President.
B. Shall serve as Advisor of the Operational Division and assist the Superintendent of the Fair committees under that Division.
Section 4. The Duties of the Second Vice President shall be:
A. Serve in the above manner in absence of the First Vice President.
B. Responsible for the Good Housekeeping awards at the Fair.
C. Responsible for the cleanup of the livestock barns and grounds following the Fair in coordination with the Fair Manager.
Section 5. The Duties of the Secretary shall be:
A. Handle all correspondence with State and other agencies.
B. Handle tent and ribbon orders, prize money and all requirements for a successful state appropriation and audit.
Article IV. Officers and Duties Continued….

Section 5.
C. Serve as advisor of the Exhibit Committees and assist the Superintendent of the Fair committees under this division.
D. Work closely with the Treasurer in all financial matters.
Section 6. The duties of the Corresponding Secretary shall be:
A. Take complete minutes at all regular Association and Board of Directors meetings and send notices of same on current mailing list.
Section 7. The duties of the Treasurer shall be:
A. Accept and deposit all monies pertaining to the Fair in the bank approved by the Board of Directors.
B. Maintain accurate records and pay all bills subject to his/her best judgement.
C. Work closely with the Secretary on all financial matters.
D. Give a financial report consisting of a breakdown of income and expenses annually to the Association at the January budget meeting.
Section 8. The duties of the Fair Manager shall be to:
A. Coordinate and promote the Fair.
B. Coordinate physical layout of the Fair with the Concession Manager.
C. Arbitrate problems which arise during the Fair, in conjunction with the Administrative Committee.
D. Coordinate erection and tear down of physical plan.
E. Chair a committee composed of himself or herself and the Administrative Committee to render final decisions during the week of the Fair.
F. Secure adequate policing during the entire Fair.
Section 9. The Duties of the First Assistant Fair Manager shall be:
A. Fair office management.
B. To supervise use of P.A. System.
C. To maintain good public relations at the Fair Office during the Fair.
D. To assist Fair Manager.
Section 10. The Duties of the Second Assistant Fair Manager shall be:
A. To serve in the same capacity as the First Assistant Fair Manager.

Article IV. Officers and Duties continued….

Section 11. The duties of the Concession Manager shall be to:
A. Handle concessions and handle all contracts, rates and disputes with concessionaires.
B. Coordinate physical layout of Fair with Fair Manager.
C. Inform Secretary of Tent needs.
D. Maintain accurate records which will be audited each year on or before
December 31st.
E. Deposit concession monies in general Fair Account.
Section 12. The duties of the Special Events Superintendent shall be:
A. To serve as advisor of the Special Events, Program and Stage divisions.
B. To coordinate all special events and programs of the Fair.
C. To provide all special events and program pages for the Fair Book.

Article V. Board of Directors

Section 1. Board of Directors shall be responsible for successful operation of the Fair from year to year and administrating Fair Association policies and recommending policy changes to the same.
Section 2. The Board of Directors shall meet at the discretion of the President.
Section 3. Each member of the Board of Directors shall have an equal vote.
Section 4. Quorum for meeting shall consist of no less than seven (7) people.
Section 5. Board of Directors shall consist of:
1. President
2. First Vice President
3. Second Vice President
4. Secretary
5. Corresponding Secretary
6. Treasurer
7. Fair Manager
8. First Assistant Fair Manager
9. Second Assistant Fair Manager
10. Concession Manager
Article V. Board of Directors continued….

11. Assistant Concession Manager
12. Special Events Superintendent
13. Assistant Special Events Superintendent
14. Six (6) Directors
Totaling 19

Article VI. Committees
Section 1. Administrative Committees
A. The Administrative committee shall render final decisions on questions during the fair.
B. The organization shall secure adequate bonding for the treasurer.
C. This Committee shall consist of these fair officers:
1. President
2. Fair Manager
3. 1st Vice President
4. 2nd Vice President
5. Secretary
D. The Administrative Committee shall record and review all issues presented that may require removal of any person(s) volunteering for the Albion Fair.
Section 2. Fair Committees
A. The committee shall be responsible for the coordination and promotion of the committee activities in compliance with State Fair regulation and Albion Area Fair general rules and policies as well as committee rules.
B. The Superintendent of each committee shall be appointed by the joint effort of the Administrative Committee and/or the Fair President and approved by the Board of Directors.
C. The Superintendent of each committee shall remain in office until he/she resigns or is replaced.
D. The Superintendent may be replaced at any time at the decision of the Administrative Committee and/or Fair President and approval by Board of Directors.
E. The Superintendent shall be responsible for approving membership in his/her committee and submitting budget request to the Secretary.
F. The Superintendent shall have the authority to designate responsibilities to individual committee members. Committee members shall not assume the responsibilities without the express permission of the superintendent.
Article VI. Committees continued….

G. In the event the Superintendent is not available, emergency decisions will be made by the Administrative Committee and/or the Fair President.
H. Each Committee shall be limited to a maximum of 15 voting members to be designated by Committee Superintendent.

Section 3. Long Range Planning Committee
A. The Committee has at its area of consideration any future changes and improvements for upcoming fairs.
B. The committee shall make recommendations to the fair board for adoption and implementation.
C. The committee shall be appointed by the Administrative Committee and/or the Fair President and by approval by the Board of Directors.
D. The committee shall elect a superintendent who shell remain superintendent until he/she resigns or is replaced.

Article VII. Budget Committee
Section 1. Budget Committee shall submit a yearly budget and present this budget to the Albion Area Fair Board of Directors for approval.
Section 2. The Budget Committee shall consist of:
1. President
2. First Vice President
3. Second Vice President
4. Secretary
5. Corresponding Secretary
6. Treasurer
7. Fair Manager

Article VIII. Financial Request
Section 1. Any member requesting money, increase in prize money or premiums, must have a written request to the secretary BEFORE the annual budget meeting held in January.
Section 2. Any committee requesting money, increase in prize money or premiums, or changing of classes must submit request to the Secretary ten (10) days prior to the regular meeting. The Secretary will compile information necessary to present the request at the regular meeting for approval. If a need arises after the general meeting, the Administrative Committee and the President jointly or the Board of Directors will make the financial decision.

Article IX. Amendments
Section 1. Any amendment to the by-laws must be read at two (2) consecutive Fair Board meetings. After the first reading a courtesy copy of proposed changes will be posted on the Albion Area Fair website
Section 2. Following the second reading, any amendment to these by-laws must be voted on by the membership of the Albion Area Fair Association, by written ballot, a 2/3 majority is required for passage.