IMPORTANT NOTICE TO EXHIBITORS
The Huron County Agricultural Society reserves the option of prorating class premiums in the event that total receipts are insufficient to make payment in full possible, after payment of fixed expense. Board of Directors, Huron County Agricultural Society
Constitution of the Huron County
Article 1 - Title
Section 1. The Society shall be known as the Huron County Agricultural Society.
Article 2 - Object
Section 1. The object of this Society shall be to promote and encourage agriculture, industry, science, art and other interests of Huron County which the Board deems proper and in the best interests of the Community.
Article 3 - Membership
Section 1. Any resident 18 years or over, of Huron County may become a member of this Society by paying annually the membership fee fixed by the Board of Directors.
Section 2. No person shall pay or secure more than one such membership, and that membership shall be for himself. No membership shall be issued to corporations, organizations, partnerships or firms.
Article 4 - Board of Directors
Section 1. The membership shall consist of a Board of 31 Directors. One Director from each Township (19) and 12 Directors-at-Large: one-third of Directors-at-Large to be elected each year. Starting in 2001, 2002 and 2003, incorporated villages or cities will become Directors-at-Large in respective year that terms come up for election. An incorporated village or city will be considered as part of Township that it is located in. In 2002 election will be for Directors-at-Large #4 for a 2 year term, #5, #6, #7, and #8; in 2003 election will be for Directors-at-Large #9, #10, #11, and #12. In year 2004 Directors-at-Large will elect #1, #2, #3, and #4. Each Candidate must declare which Director-at-Large position they are seeking. Directors-at-Large may reside anywhere in Huron County, Ohio.
Section 2. Any vacancy caused by death, resignation, removal from office, or other causes may be filled by the Board. Huron County Agricultural Society Members from vacated area receive favored consideration; if no interest from vacated area, Board may appoint any Huron County Agricultural Society Member to fill vacancy until next annual election, when a qualified director shall be elected for unexpired term.
Section 3. If any member of the Board of Directors misses three consecutive regular meetings, the Board may declare his position vacant and name a successor to serve until the next annual election, when a director shall be elected for the unexpired term.
Section 4. Any Huron County Agricultural Society Member that has served a combined total of twenty (20) years as a Director will at retirement be considered an Honorary Member of the Huron County Agricultural Society. Honorary Members will be entitled to any and all privileges that the Board of Directors has in place, changes or enacts in the future.
Article 5 - Election
Section 1. The annual election of the Board of Directors shall be held at the secretary s office on Saturday of the Huron County Fair from 8:00 A.M. to 1:00 P.M.
Section 2. The said election shall be by ballot. Ballots must be marked with an “X” opposite the name of each candidate voted for; otherwise the name will not be counted.
Section 3. Only persons holding membership certificates at the time of election may vote.
Section 4. Members of the Society must declare their candidacy for the office of Director of the Society by filing with the Secretary of the Society, a petition signed by ten or more members of the Society who are residents of Huron County, at close of Office (5:00 P.M.), seven (7) days before the annual election of Directors is held. Only regularly nominated candidates who have met the filing requirements will be eligible for election as a Director.
Section 5. The term of office of the retiring Directors shall expire and that of the Directors-elect shall begin on the day of re-organization meeting of each year, or until their successors are elected and qualified.
Article 6 - Annual Meeting of the Membership
Section 1. The annual meeting of the members of the Society shall be held at a designated, published location, and date prior to the thirty-first (31st) day of December, during the calendar year of the fair.
Section 2. At this meeting, the Officers and Directors of the Society shall make reports to the membership of the Society concerning the past Fair and make recommendations for the betterment of future Fairs. The members shall be given the opportunity to make suggestions and recommendations for the improvement of the Society and the Fair. Such other business may be presented as may be prescribed by this Constitution or as may be deemed proper by the Board of Directors.
Article 7 - Organization and Meetings
Section 1. The Board of Directors shall meet annually on the first Thursday of the second month following the fair and elect a President, Vice-President, Secretary and Treasurer. The office of Secretary and Treasurer may be held by the same person. The President, Vice-President and the Treasurer shall serve one year, and the Secretary not more than three years as the Board may determine, and until their successors are elected and qualified.
Section 2. The President and Vice-President shall be Directors. The Secretary and Treasurer may or may not be Directors.
Section 3. Before election of Officers, the newly elected Directors shall qualify by taking the following Oath (or affirmation) before a competent authority (designed by law): “I do solemnly swear (or affirm) that I will support the Constitution of the United States, the Constitution of Ohio, Laws of Ohio and rules and regulations of the Department of Agriculture of Ohio pertaining to agricultural societies and to the best of my ability perform the duties of Director of the Huron County Agricultural Society, so help me God.”
Article 8 - Amendments
Section 1. Amendments to the Constitution or By-Laws may be proposed by:
A. A majority of the Board of Directors at a scheduled meeting voting in favor of placing an amendment on the ballot; or
B. Filing a petition with the Secretary of the Society at least 14 days prior to the annual election of the membership of the Society. Said petition must set forth the proposed amendment and be signed by not less than 25 members.
Section 2. If an amendment is proposed, it shall be submitted to the membership of the Society at the annual Election of the membership of the Society.
Section 3. When more than one amendment shall be submitted at the same time, they shall be submitted as to enable the members to vote on each amendment separately.
Section 4. If the majority of the membership voting on the proposed amendment shall adopt such amendment, it shall become part of the Constitution or By-Laws.
Article 9 - Compensation
Section 1. The President, Secretary, Treasurer, Fair Manager and Board members may be compensated in an amount as may be fixed by the Board of Directors.
Section 2. Each Officer, Member or Honorary Member of the Board of Directors and Superintendent of Departments who shall attend two or more meetings, regular or called, or who shall serve in their respective positions at the Fair, shall be entitled to one membership ticket in compensation for services rendered. The salaries of the Secretary and the Treasurer shall be set by the Board of Directors at each annual meeting. The necessary expenses of the President, Secretary and the Treasurer or Board members shall be paid to the annual meeting of the Fair Managers Assn., and expenses of the manager shall be paid for soliciting exhibits.
Article 10 - Bonds
Section 1. The Secretary and the Treasurer shall post a security bond in the amount as approved by the Board of Directors.
Article 11 - Fair Dates
Section 1. The Board of Directors shall fix the dates for the annual exposition of the Society, subject to the approval of the Ohio Director of Agriculture.
Article 1 - Quorum
Section 1. Ten members of the Board of Directors shall constitute aquorum for the body, and four shall constitute a quorum of the Executive Committee.
Article 2 - Meetings
Section 1. The regular meeting of the Board of Directors shall be the first Thursday of each month at 7:30 P.M. at the Huron County Fair Office. The Board of Directors will hold additional meetings on the third Thursday at 7:30 P.M. in the three (3) months prior to the Fair, the month after the Fair, and the day before the Fair opens.
Section 2. Special meetings may be held when necessary, at the call of the President or at the call of the Secretary upon the written request of any three members of the Board.
Section 3. Written notice of special meetings of the Board of Directors shall be sent to each Director by mail at least two days before the meeting. The notice need not specify the purpose of the meeting.
Article 3 - Order of Business
1. Roll Call.
2. Reading and approval or adoption of the minutes.
3. Bills and accounts.
4. Report of Committees.
5. Report of Officers.
6. Unfinished Business.
7. New Business.
Section 2. The order of business may be temporarily suspended at any meeting upon a majority vote of a quorum present.
Article 4 - Duties of Officers
1. It shall be the duty of the President to preside at all meetings of the Board, to appoint committees, and to perform such other duties as are determined by the Board.
2. It shall be the duty of the Vice-President to assume all the duties of the President in the event of his absence or vacancy of office and to perform such other duties as are determined by the Board.
3. It shall be the duty of the Secretary to:
A. Keeps a list of all members of the Society.
B. Keeps accurately a record of all proceedings of the Society and the Board.
C. Notifies all members of the Board of the time and place of all special meetings.
D. Gives the members of the Society notice of the time and place of all annual elections of the Board of Directors and the annual meeting of the membership.
E. Be responsible for all correspondence as may pertain to Board business.
F. Work closely with all officers: President, Treasurer, Fair Managers and etc.
G. Perform such other duties as are determined by the Board.
Section 4. It shall be the duty of the Treasurer to:
A. Receives all money and gives a receipt for same as to amounts and services from which it came.
B. Code all receipts and expenditures and coordinate all accounting such as taxation, tickets, premiums, and other receipts and expenditures.
C. Pay all bills and accounts as authorized by the Board. Includes premiums, horse racing and etc.
D. Report all bills and accounts of their financial status to the regular Board meeting.
E. Perform such other duties as are determined by the Board.
Section 5. It shall be the duty of the Fair Managers:
A. Negotiate contracts as necessary such as concession, vendors and so forth.
B. Supervise ground keepers.
C. Coordinate all Fair functions and rentals such as off-season rentals and building rentals.
D. Office manager and hires necessary help during the Fair.
E. Will edit the Fair book for printing. Solicit advertisement and corrections will be handled by special Board committee to be turned over to Manager.
F. Perform such other duties as are determined by the Board.
Article 5 - Standing Committees
The Standing Committees of the Society shall be appointed annually by the President of three or more members and shall be: Property Committee, Finance and Planning Committee, Auditing Committee, Speed Committee, Public Relations Committee, The Executive Committee to consist of seven members including the Officers, who shall represent the Board in case of emergency, when not in session. The president shall appoint each year two members of the Board whose duty it shall be to assist the Treasurer to select ticket men at the gate and grandstand and who shall assist in the supervision of same. The President shall appoint each year, three members of the Board whose duty it shall be to supervise the policing of the grounds.
Article 6 - Rules
The Board of Directors may enact such Rules and Regulations for conducting the business of the Society which do not conflict with the Constitution or By-Laws, Regulations of the Ohio Department of Agriculture, or Laws of the State of Ohio.