2.80.010 - Convention center and fair to be administered by the general services director.

(a)

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.

(b)

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/fair coordinator.

(c)

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 commissioners 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 county codes, ordinances and resolutions.

(d)

The general services director shall present any contracts 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.

(Res. 11-87 (part), 1987).

2.80.020 - Convention center manager/fair coordinator.

(a)

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 therefor such amount as shall be determined by the board of county commissioners appropriated in the adopted annual budget.

(b)

The convention center manager/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 on long-range planning efforts.

(c)

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.

(d)

The convention center manager/fair coordinator shall act as staff support and will prepare agendas for the convention center planning and facility advisory board and the fair advisory board.

(e)

The convention center manager/fair coordinator shall be accountable for all financial transactions of the convention center department and the Mason County fair department: the coordination of the building and grounds maintenance; supervision of the maintenance staff, rental and lease contracts and scheduling of the buildings and grounds rentals; communications, information and promotion of the facilities to the public.

(f)

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 inventory in accordance with RCW 36.32.210 and Resolution No. 26-86 Fixed Assets.

(Res. 11-87 (part), 1987).

2.80.030 - Convention center planning and facility advisory board.

(a)

There is established in the county an organization known as the Mason County convention center planning and facility advisory board.

(b)

The purpose of this advisory committee is to create a public forum and provide input and advice to the county general services department and the county commissioners on the Mason County convention center. This committee shall terminate upon resolution by the board of county commissioners.

(c)

This committee shall consist of seven members, and shall be appointed by the board of county commissioners.

One from Oysterfest;

One from Mason County fair advisory board;

One from Shelton-Mason County Chamber of Commerce;

One from North Mason County Chamber of Commerce;

One from Port of Shelton;

One from Economic Development Council;

One from WSU Cooperative Extension (ex officio).

(d)

The initial committee shall consist of three members appointed for one-year terms and four members appointed for two-year terms. Thereafter, all members shall be appointed or reappointed for two-year terms.

(e)

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 advisory board. The above-named groups shall select their representative and submit in writing the name of the proposed representative to the board of county commissioners for consideration of appointment.

(f)

The committee may adopt rules necessary to the conduct of its affairs. Not less than one regular meeting shall be held in each month of each year, provided that if there are no matters for the committee to consider a meeting may be canceled. 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.

(g)

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.

(h)

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.

(i)

The duties of the committee are to offer advice and opinion to the general services department through the convention center manager/fair coordinator and 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 county department of general services and/or the board of county commissioners.

(Res. 11-87 (part), 1987).

2.80.040 - Fair advisory board.

(a)

There is established in the 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 the county commissioners on the annual Mason County fair event. This committee shall terminate upon resolution by the board of county commissioners.

(b)

The board will be composed of members from the active fair departments of the prior fair. The board will have a president, a vice-president and a secretary. The board will consist of the following voting membership:

(1)

All superintendents of the following active Mason County fair departments: fine arts, creative crafts, hobbies, ceramics, porcelain and pottery, photography, lapidary, home arts, floral, general agriculture, natural resources, poultry, rabbits, dogs, swine, cattle, 4-H/FFA live animal auction, draft horse, petting farm, goat (total = twenty), and other departments as added, deleted or replaced;

(2)

And the following members at large:

one (1) from the WSU cooperative extension office,

one (1) youth representative,

one (1) from the Back Country Horsemen of Mason County,

one (1) from the Mason County Historical Society,

two (2) from the Mary M. Knight FFA Chapter,

three (3) from the 4-H Leaders' Council,

three (3) from the Pomona Grange,

two (2) from the community,

(Total = fourteen);

(3)

And the following nonvoting membership:

Mason County fairgrounds staff ex-officio,

Retired members emeritus.

(c)

The board may adopt rules necessary to the conduct of its affairs. Regularly scheduled meetings shall be held during the months of February, March, April, May, June, July, August and September. The fair board president may call special meetings upon five days' notice to all members.

(d)

The secretary will maintain and record all business of the board, i.e., makers and seconds of all motions, failure or success of passage.

(e)

A quorum will consist of fifteen voting delegates in attendance. Voting delegates will identify themselves on arrival at meetings. Each delegate may represent only one department.

(f)

At the September meeting the board will:

A.

Select the theme for the next fair.

B.

Elect the following officers for a twelve-month term: president, vice-president and secretary.

(Res. 111-95, 1995; Res. 51-89, 1989; Res. 11-87 (part), 1987).

2.80.050 - Revenue and expenditures.

(a)

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 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 moneys remaining therein at the end of any year shall not revert to any other fund.

(b)

All expenditures made from 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 county commissioners.

(Res. 11-87 (part), 1987).

2.80.060 - Risk management policy for convention center/fairgrounds.

(a)

Convention Center/Fairgrounds Facility and Grounds Use Policy.

(1)

Responsible individuals or groups are eligible to use the convention center/fairgrounds facilities during the annual Mason County fair and other times of the year.

(A)

All reservations for public and non-public meetings and events will be on a first-come, first-served basis.

(B)

Both public and non-public agencies or individuals will reserve the facilities by contacting the Convention Center/Fair Office.

(C)

All person(s), groups, or organization(s) must sign a standard Mason County Use Agreement as provided and reviewed by the Convention Center/Fair Manager and the County Risk Manager.

(2)

Prohibited Activities.

(A)

Serving of alcoholic beverages, except in those facilities specially provided and allowed by the Convention Center/Fair Manager and state statutes.

(B)

Smoking.

(C)

Access shall not be allowed to person(s) while under the influence of alcohol or drugs.

(b)

Convention Center/Fairgrounds Safety.

(1)

It is the convention center/fairground staffs' responsibility to provide the visiting public a safe environment. That responsibility is shared with other county employees, even if they are not directly assigned to the convention center/fairgrounds. By maintaining a clean and secure convention center/fairgrounds, the visiting public and Mason County will continue to enjoy successful and pleasurable events now and in the years to come.

(2)

Inspections. To assure that the facilities and grounds are in a condition capable of safely accommodating anticipated crowds; the convention center/fairgrounds shall be inspected and approved by the inspection team no more than twenty-four hours prior to the opening of any major event.

The inspection team shall consist of the local fire marshal, the local fire district, the county facility and grounds manager and the convention center/fair manager. Persons with expertise in fair management or other pertinent areas may also be a part of the inspection team as deemed necessary, appropriate and/or requested by the risk manager and/or the convention center/fair manager.

(3)

The inspection will focus on three primary areas:

(A)

Public Safety, Employee/Exhibitor Safety, and Fire Protection. The inspection team will tour the convention center/fairgrounds. Using inspection checklists, the team will identify areas of concern or non-compliance with safety standards, e.g., fire, electrical, signage, building codes, licenses, slips, trips, and falls, and any other area deemed necessary. The inspection team will recommend corrective action when necessary and appropriate.

If during the initial inspection, non-compliance with safety standards is discovered, a representative of the team will re-visit the facilities and grounds to confirm that corrective action was taken.

The inspection team will also conduct at least an annual post-use evaluation to assess all of the activities at the fairgrounds/convention center and to ascertain that all risk management and safety issues are addressed.

(B)

Security. The convention center/fair manager shall provide for adequate security at all county sponsored events at the convention center/fairgrounds. Sponsors of non-county events shall arrange for adequate security as directed and approved by the convention center/fair manager.

(C)

Traffic Control. The convention center/fair manager shall coordinate with the sheriff's office, the state patrol, or other local law enforcement in designing and directing a traffic control program for the thoroughfares adjacent to the convention center/fairgrounds.

(c)

County Risk Manager's Responsibilities. The county risk manager's primary role is one of support, education, and training. The risk manager will:

(1)

Assist the convention center/fair manager with training and the development of safety, communication, and emergency response and evacuation plans;

(2)

Assist the convention center/fair manager in determining insurance requirements for non-county sponsored special events, and review contracts and insurance documents for accuracy and compliance as needed and necessary;

(3)

Assist the convention center/fair manager in identifying areas of exposure and concern and in developing programs, which address those areas and concerns.

(Res. 50-08, 2008).