| Washington County Fair Complex Board |
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Meeting Procedures Meetings are held at the Washington County Fair Complex, 873 N.E. 34th Avenue, Hillsboro, Oregon 97124. Current Meeting Schedule Unless otherwise noted, Fair Complex Board Meetings are held the first Wednesday of every month at 4:30 p.m. in the Floral Building at the Washington County Fair Complex, 873 N.E. 34th Avenue, Hillsboro, Oregon 97124. Regular business meetings are the time during which the Fair Complex Board will consider the items published in their Board Agenda at the times noted above. Generally, Board Meetings are scheduled to last no longer than two hours. At the discretion of the Board Chair, agenda items may be deferred to a later date if more discussion or consideration is required. To take formal action on any agenda item, at least four (4) Board members must be present. Once a quorum is established, at least a majority of these members present must vote in the affirmitive to move an action or motion. The Board can still conduct business and discuss agenda items without a quorum present. However, no formal action can take place until a quorum of the Board is in attendance.  Executive Sessions
There are times when the Fair Complex Board must discuss confidential matters such as lawsuits, real estate transactions (or other sales transactions) and labor relations matters. When the Board calls an executive session (posted on the agenda), it is done under the guidelines allowed for by Oregon State law. Each type of executive session generally fits under one of three types of State Laws that allow such closed sessions. These statutes are indicated on the agenda. Although the press is allowed to remain in the room, they are not allowed to report on executive session issues. The Board recognizes the sensitivity of conducting closed sessions and only conducts them when confidentiality is required (and allowed by law) to protect the interests of the Fair Complex, Washington County and its residents. Once the Regular Business Meeting Begins
The Fair Complex Board's formal meetings typically include the following elements: 1. Call to Order: At the start of the Board meeting, the Chair (or Vice Chair) of the Board will call the meeting to order. All matters noticed and listed on the agenda, in any category, may be considered for action in any order at the discretion of the Board Chair. Items not so noticed may be discussed at the discretion of the Board Chair, but cannot be considered for action. 2. Oral Communications for Agenda and Non-Agenda Items (Fifteen Minute Limit): This is the time when members of the audience may step forward to address the Board on agenda and non-agenda items. This opportunity is time-limited to two (2) minutes per individual. The maximum time for Oral Communications is 15 minutes. Individuals providing written testimony are requested to provide 15 copies. 3. Consent Agenda: The items on the Consent Agenda are considered routine and will be adopted in one motion unless a Board member requests, before the vote on the motion, to have the item considered separately. If any item is removed from the Consent Agenda, the Chair will indicate when it will be discussed in the regular agenda. 4. Regular Agenda Items: Unless otherwise noted, regular agenda items will follow in the order listed on the agenda. 5. Adjournment: At the conclusion of the items on the Board’s agenda, the Board Chair will formally conclude the Board’s regular business meeting. Meeting Protocol
The Fair Complex Board welcomes public attendance and participation at its meetings. Anyone wishing to speak on an agenda or non-agenda item at a regular business meeting should feel free to do so. In doing so, the Board asks that the following guidelines be observed: 1. Please follow sign-in procedures located on the table by the entrance to the meeting room. 2. When your name is announced, please be seated at the table in front and state your full name, home address and organization represented, if any, for the record. 3. Groups or organizations wishing to make a presentation are asked to designate one spokesperson in the interest of time and to avoid repetition. 4. When more than one citizen is heard on any matter, please avoid repetition in your comments. Careful attention to the previous speaker’s remarks will be helpful in this regard. 5. Individuals providing written testomony are requested to provide 15 copies. |