Butler County commissioners said they will ask the county fair board to dissolve its private corporation and move fair oversight under county appointment, a change county staff said would streamline operations, insurance and financial controls.

County staff said the draft plan would allow stockholders to request a $5 refund per stock if they choose, place any remaining funds into a restricted county account for fair purposes, and appoint a new 15-member fair board effective Jan. 1, with staggered terms (one-, two- and three-year initial terms then three-year terms thereafter). Commissioners said they will present draft bylaws and an application for board candidates at a public work session with the fair board and return to the commission with feedback.

The draft bylaws posted for review, staff said, limit at-large members to five of the 15 seats, set officer positions (president, vice president, secretary and treasurer), provide a removal process (including removal for absenteeism: two consecutive excused absences or four annual absences) and clarify compliance with the Kansas Open Records and Open Meetings Act. Staff cited KSA 19-20,6-99 as the statutory authority amended by House Bill 2145 for aspects of the change.

Staff said the county would assume insurance coverage for the fair board and that donations could be made to the county tax ID (making donations tax-deductible without a separate 501(c)(3)). Staff also emphasized that handling livestock-sale paperwork (Form 1099s) and certain payments would be easier under county oversight; staff said the fair historically had not consistently issued required 1099s for some livestock-sale proceeds.

Commissioners said the move aims to make operations more consistent, improve financial controls and ensure county responsibility for the facilities. Staff said they will solicit applications and expected many of the new board members would be current fair volunteers, though they anticipated some pushback at the fair board meeting. The county plans to return to the commission with a resolution in early December to adopt the change and appoint the new members.

Discussion/Direction: Staff will present draft bylaws to the fair board at a scheduled meeting and accept applications prior to the December county commission meeting. Commissioners directed staff to prepare a resolution for formal adoption and to provide public notice to current stockholders and applicants.

Action: No final vote was recorded on dissolution during this meeting; commissioners scheduled further public meetings and a resolution to be considered in December.

The county said the proposed structure would reduce administrative burdens on fair volunteers by centralizing payments and insurance under county administration and would provide clearer oversight for fair facilities.