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Revised and Approved as of: 11/17/2015 PAHRUMP ARENA ADVISORY COMMITTEE BY-LAWS I. NAME A. The name of this committee shall be the Pahrump Arena Advisory Committee (PAAC). II. PURPOSE A. To act in an advisory capacity to the Board of County Commissioners with regard to the Pahrump Public Arena facilities within the Town of Pahrump. B. To make recommendations to the Board of County Commissioners with respect to the operation of and improvement to the Pahrump Public Arena within the Town of Pahrump. III. MEMBERSHIP A. The number of active committee members shall seven with two alternates. B. Members of the Advisory Committee must be Town of Pahrump residents. C. Vacancies in the Advisory Committee shall be advertised when a vacant seat becomes available. Interested individuals must complete a Nye County Committee Application. D. Membership to the Advisory Committee shall be by appointment by the Board of County Commissioners. Nomination for membership to the Advisory Committee shall be made by majority vote of all active Advisory Committee Members. E. The term of each position on the Committee will be two calendar years, starting January, regardless of appointment date. If the appointment is filling an existing term then the person will serve that term. These are calendar year terms: Three members for terms of no more than one year; and 2.Four members for terms of more than one year but no more than two years. It is the responsibility of an Advisory Committee member to attend all meetings or notify the Chairperson or Vice-Chairperson when he or she will be absent. Unexcused absences by an Advisory Committee member for three consecutive meetings or four out of six meetings shall be grounds for removal of said member. F. Recommendation for removal of an Advisory Committee member shall be submitted in writing to the Board of County Commissioners, after a majority of the Advisory Committee members vote in favor of said removal. Final disposition of removal from the Advisory Committee shall be at the discretion of the Board of County Commissioners. G. Advisory Committee members serve their appointed terms without any compensation. H. Advisory Committees shall not be involved in the administration or operation of Town Departments nor shall they direct administrative staff to initiate programs, conduct major studies or establish official policy. I. Individual Advisory Committee members will only represent the Advisory Committee on items and/or matters decided on by the Advisory Committee as a whole. J. Advisory Committee members must follow all Town of Pahrump Ordinances/Resolutions ---PAGE BREAK--- Revised and Approved as of: 11/17/2015 when conducting events within the Town of Pahrump. Advisory Committee members must be respectful to invited guests/citizens/Board of County Commission members. IV. OFFICERS OF THE COMMITTEE A. Officers shall be the Chairman, Vice-Chairman, and Secretary V. DUTIES OF OFFICERS A. Members of the Advisory Committee shall nominate and elect officers in January of each year. B. The Chairman shall conduct all meetings of the Advisory Committee. The Chairman or designee shall be the Advisory Committee’s spokesperson and shall appoint subcommittees. The Chairman or designee shall present all committee recommendations and other matters to the Board of County Commissioners. C. The Vice-Chairman shall assume the duties of the Chairman in his/her absence. D. The Secretary shall be responsible for all minutes, reports, agendas, correspondence, and records of the Advisory Committee. VI. MEETINGS A. All Advisory Committee meetings will be held in accordance with NRS 241. B. The Advisory Committee shall meet once a month or as necessary. C. Meetings may be attended by a Board of County Commission Member acting in the capacity of liaison to the Advisory Committee. The liaison shall be an advisor to the Advisory Committee and shall make recommendations from time to time as may be necessary to facilitate the purposes of the Advisory Committee. VII. VOTING RIGHTS OF MEMBERS A. Each seated Advisory Committee member is entitled to one vote, on all matters, at any meeting attended. Alternates do not have any voting rights. VIII. EXPENDITURES/REVENUE A. All expenditures, revenues and/or donations incurred and received by the Advisory Committee shall be further subject to approval by the Board of County Commissioners, unless approval has been previously granted by the Board of County Commissioners. B. No advisory Committee members shall sign any contracts or documents obligating the Town and/or Advisory Committee members to any responsibility financial or otherwise. IX. AMENDMENTS A. These By-Laws may be amended from time to time as required by the Pahrump Arena Board. Said amendments shall be subject to approval by the Board of County Commissioners. B. Proposed amendments to these By-Laws shall require a two-thirds vote of the entire Committee. ---PAGE BREAK--- ARENA POLICY PAHRUMP ARENA ADVISORY BOARD PURPOSE The Pahrump public arena facilities are provided for the following purposes: ® To promote and provide wholesome entertainment for the residents of the Town of Pahrump. ® To promote equestrian activities. ® To promote and advertise the Town of Pahrump by and through the activities produced at the arena. The purpose of this policy is to establish guidelines and procedures to be followed in managing and operating the usage of the Pahrump public arena facilities, to assist the Pahrump Arena Advisory Board (PAAB) and the Town staff in authorizing the use of these facilities, prescribed fees, set restrictions, rules for control, maintenance, and preservation of the Pahrump public arena facilities. As such, the following guidelines are established to govern the scheduling of the arena facilities: 1. All reservations are considered on a “First come — First served” basis. 2. Any reservation fee is a non-refundable fee; a canceled event shall forfeit all payments made for that reservation. 3. Any event that has received a “fee waived” shall be caused to relinquish their reservation upon request of the PAAB, if a paid/revenue generating event requests the facilities for the same date(s), providing that there is a reasonable advance notice of the request reservation. 4. Town sponsored events may be scheduled on an annual recurring basis. 5. With the approval of the PAAB, the secretary of the Board may be given authority to confirm a reservation request received for scheduling between the Board’s regular meetings, provided that the requested facility is available and all other requirements for usage as outlined in the document have been met. 6. No person or group sponsoring an event in the arena may sell bleachers seats behind the bucking chutes without advance approval of the PAAB. This seating area is reserved for family of contestants and the Board. Arena Board has access to all and any part of the arena at any time before, during, and after said event. ALLOWABLE USERS RESERVATIONS 1. The PAAB is responsible for making recommendations on reservations for the use of the arena facilities and all activities which will be approved by the Town Manager or his designee. Reservation request are normally reviewed by the PAAB at their regularly scheduled meeting the second Thursday of each month. 2. All persons desiring to reserve use of the arena facilities shall submit a reservation form to the meeting. Contact the town office for the next meeting scheduled. 3. The requested reservation may only be confined by providing the following: a. The type of activity to be conducted b. The equipment and/or animals to be used in the activity c. All information regarding the use of the arena, concession, horse stalls and/or livestock pens and any appointment of concessionaires d. Additional information may be deemed necessary by the PAAB e. After event has been approved a NON-REFUNDABLE reservation fee will be provided to the Town Office within three days. (see fee schedule) 1 ---PAGE BREAK--- USAGE REQUIREMENTS! RESPONSIBILITIES 1. All reserved uses require the applicant to: a. Fill out a reservation form and get the form approved by the arena committee. b. Sign a release of responsibility on behalf of the Town of Pahrump and have all participants and/or their guardians sign required forms. c. Provide the Town with satisfactory proof of insurance covering the activity, which policy may not be less than One Million Dollars f$M) and shall name the Town of Pahrump as co-insured seven to ten days before said event. d. 2. Any person, firm, corporation or partnership using the arena/concession facilities must: a. Have all equipment used therein operated by person approved and capable of operating said equipment and pass the Town of Pahrump safety class. b. Possess all necessary Town, County, and State licenses, one-day health permits can only be used for three times. c. Items that go into refrigerator and/or freezer must have dates on them of when the item was opened and removed after said event. d. Anything left after your event will become property of the Town of Pahrump. e. Remove all unruly animals from Town property. f. Provide for the safety of all participants and spectators. g. Refrain from causing damage to any arena facilities. h. Provide the PAAB and the Town office with the name, address, and telephone number of a person responsible for conducting the event. i. Must do/participate in a pre/post event inspection, and must be done during set-up and tear-down time. Promoter can take control of the arena noon the day before event to set up to noon the day after to tear down. Rough stock is allowed to come in on Wednesday before your event and can stay one day after your event, but during this time you are responsible to watch livestock and leave arena open for public until said times said above. 3. Advertisement and Signs a. The Town of Pahrump has the authority to determine all sign placement, type, and size. b. The Town of Pahrump may erect and maintain permanent signs and advertisement. c. Any person, corporation, partnership conducting an activity on the Pahrump public arena premise shall be allowed to display approved advertisement and signs only for the period of the reserved event. Such signs may not obscure public view of the permanent Town of Pahrump signs. Upon conclusion of the event, the responsible party for conducting the event shall cause the removal of all temporarily placed advertisement and signs. AMENDMENTS This usage policy and associated fee schedule may be amended from time to time as required by the Pahrump Arena Advisory Board. Adopted this 28th day of August, 2012 by the Pahrump Town Board 2 ---PAGE BREAK--- Town of Pahrump 400 N HWY 160 Pahrump, NV 89060 Phone: [PHONE REDACTED] [EMAIL REDACTED] McCullough Rodeo Arena Located inside Petrack Park 150 N Hwy 160 Pahrump, NV 89060 McCullough Rodeo Arena Reservation Request Form Organization Name: Address: Phone: Contact: Phone: Best Email: Projected Attendees: Event Description: Event Dates: Event Times: Please select the options below that will apply to your upcoming event: FEES FOR USE: YES FEE DESCRIPTION YES FEE DESCRIPTION Arena Reservation Fee (Non-refundable) $250 Deposits: Cleaning (Refundable) Non-profit user fee (Arena Fee PLUS 10% of gate fees) $200 Livestock Pens (Refundable) For profit user fee (Arena Fee PLUS 20% of gate fees) $25 Racetrack (cleaning-refundable) $15 x Horse Stalls - Per horse/per day (Non-refundable) $500 Timers (Refundable) TBD Changes to facility (Non-refundable) Details: $1,000 Announcing Equipment (Refundable) $500 min Rough Stock (Refundable) $250 Timed event (Refundable) $1,500 Damages (Refundable) YES FEE DESCRIPTION $10 x Non-profit user fee (per day) YES FEE DESCRIPTION $20 x For profit user fee (per day) $10 Cleaning Deposit (Refundable) $20 Damage Deposit (Refundable) YES FEE DESCRIPTION $20 Screen Cleaning (Non-refundable) YES FEE DESCRIPTION Non-profit user fee (Fee PLUS 10% of net profit) $200 Cleaning Deposit For profit user fee (Fee PLUS 20% of net profit) $200 Damage Deposit TOTAL TOTAL Concession Stand (Non-Food) Concession Stand (Food) SECURITY DEPOSITS: Concession Stand (Non-Food) Concession Stand (Food) ---PAGE BREAK--- McCullough Rodeo Arena Reservation Request Form A Certificate of Liability Insurance naming the Town of Pahrump as Certificate Holder or as Additionally Insured is MANDATORY. Please submit a copy of your liability insurance with this form, if you are going to be using the Bucking Shoots, this MUST be on your insurance policy BY SIGNING THIS FORM, I AGREE TO THE FOLLOWING: -I will behave responsibly in accordance with all the Pahrump McCullough Rodeo Arena rules as posted. Each group is responsible for leaving the Pahrump McCullough Rodeo Arena in the order in which it was found, picking up trash and taking all items that were brought in, back out. -I will maintain my general liability insurance policy throughout the entire duration of the approved reservation and will have rough stock added to my policy, if applicable. -I understand that I am using the Pahrump McCullough Rodeo Arena at my own risk and do not hold the Town of Pahrump responsible for any damages and or injuries. Signature Date For Office Use Only: Reviewed by Pahrump Arena Advisory Committee: This event has been APPROVED / DENIED by Pahrump Arena Advisory Committee Committee Comments: SIGN