Fair board policy manual

[Fair name] Board Policy Manual

This manual sets out how the [Fair name] board in [County name], [State] does its work. It was adopted on [Date adopted]. New board members should read it before their first meeting. It does not replace the board's bylaws, charter or any law that applies to the board.

Public fair boards may be subject to state open-meetings and public-records laws.

1. Purpose

The board plans and runs the annual fair, cares for the fairgrounds and its buildings, and handles fair money with care. Board members act for the fair as a whole, not for any one department, club or business.

2. Board members and terms

Members are chosen as the bylaws or governing law describe. The secretary keeps a current list of members and when each term ends.
A new member gets a copy of this manual, the bylaws, the last year's budget and the last three sets of meeting minutes.
A member who misses [number] meetings in a row without notice may be asked to step down, as the bylaws allow.

3. Officers

President: runs meetings, sets the agenda with the secretary, and speaks for the board when the board asks.
Vice president: steps in when the president is away.
Secretary: keeps minutes, records and the member list. Current secretary: [Board secretary name].
Treasurer: keeps the books, reports at each regular meeting and works with the yearly review of accounts.

4. Meetings

Regular meetings are held on [meeting schedule] at [meeting place].
Notice of each meeting and its agenda is posted at [posting location] at least [number] days ahead, or sooner if the law requires.
A quorum is [number] members. No vote is taken without a quorum.
Minutes record who attended, each motion, and how it was decided. Draft minutes go out before the next meeting for review.

5. Conflicts of interest

A member who, or whose family or business, could gain from a board decision says so before discussion starts. That member does not vote on the matter. The secretary notes the disclosure in the minutes. Each member signs a yearly disclosure form.

6. Money handling

The fiscal year starts on [Fiscal year start date].
Two people count cash from gates, stalls and entries, and both sign the count sheet.
Deposits are made within [number] business days.
Checks or payments above [amount] need two signatures.
The board adopts a budget before the fiscal year starts and reviews it at each regular meeting.
No member signs a contract for the fair unless the board has voted to allow it.

7. Records

The secretary keeps minutes, contracts, insurance certificates, budgets and financial reports for at least [number] years, or longer if the law requires. Requests from the public to see records go to the secretary and are answered as state law directs.

8. Volunteers and youth

Volunteers sign in and out each shift. Adults working directly with youth exhibitors follow the board's youth safety rules and any screening the board requires. Concerns about a volunteer go to the president or a board member the president names.

9. Complaints and protests

Complaints about fair operations are made in writing to the fair office. Protests about judging follow the steps in the premium book. The board answers written complaints at or before its next regular meeting.

10. Changing this manual

The board may change this manual by majority vote at a regular meeting, after the proposed change has been shared with members at least one meeting ahead.

Board president: [Board president name]

Date

Board secretary: [Board secretary name]