GREENVILLE – The Darke County Fairboard held a special meeting on May 13, 2026, with the primary goal of beginning the process of updating its policies and procedures. President Marla Warner presented the first 12 proposed updates, noting that the project is time-consuming and will continue over the next several months. The updates are intended to bring the board into compliance with Ohio code and align the board operations with Red Book guidelines. Each policy was read, explained, and voted on by the board.
The following policies were presented and approved:
Stale Date Check/Unclaimed Funds Policy (2.0201)
- Checks uncashed after 90 days will transfer to an unclaimed funds account.
- New checks will state they are valid for 90 days rather than the current 60 days.
- After five years in the unclaimed funds account, the funds may be returned to the general fund.
- The policy helps clear outstanding checks from financial reports while preserving the ability to honor late claims.
Pooled Collateral System Policy (2.0202)
- Requires quarterly FDIC insurance verification.
- The secretary/treasurer must document website verification checks every three months.
Investment Policy (2.0207)
- Establishes guidelines for savings accounts, CDs, federal securities, and money market accounts.
- Includes a five-year maturity limit and a 100% collateral requirement for uninsured deposits.
Corporate Credit Card Policy
- Updates the existing policy with tighter controls.
- Cards will primarily be used for online bills requiring auto-pay.
- All purchases must include supporting documentation.
Signature Stamp Use Policy
- Establishes a $5,000 limit and requires secure storage of signature stamps.
- Signature stamps will not be used during the fair, when three manual signatures will instead be required.
- Contracts and legal agreements are prohibited from using signature stamps.
Fraud Reporting Training Policy
- Requires all money handlers to complete an eight-minute training video.
- Certifications are valid for four years and must be tracked.
- Gate workers and secretaries handling premiums are among those required to complete the training.
Drug-Free Workplace Policy
- Updates existing language and primarily applies to personnel matters.
Drone/Unmanned Aircraft Policy (4.05)
- Based on FAA guidelines.
- Establishes rules regarding drone usage but notes that unauthorized drones cannot legally be shot down.
Equipment/Vehicle Storage Safety Policy
- Requires batteries and fuel tanks to be removed from stored vehicles.
- Includes insurance requirements that may require some older RV owners to seek alternative storage locations.
Public Records Policy (6.01)
- Updates compliance with Ohio public records law.
- Allows the board to charge actual costs and require prepayment for requests exceeding $10.
Audio/Video Recording Policy
- Replaces the previous meeting recordings policy.
- Confirms that recordings cannot be prohibited, though disruptions to meetings may still be addressed.
Cellular/Mobile Device Policy
- Updates terminology from the existing policy.
Director Heidi May informed the board that she recently completed a walkthrough with Bender Electric to identify critical electric upgrades and maintenance needs. Together, May and Bender Electric have created a priority list of items requiring attention. Directors requested itemized estimates so the board can approve spending amounts and determine which items fit within the budget.
Director Neff gave an update on grounds cleanup and maintenance efforts. Director Moore moved to grant Neff discretionary authority to scrap or sell old equipment and materials that are no longer useful. The motion passed, and Neff will continue those efforts.
In other business, the board discussed the account holding funds for the equine covered arena project. The account will be renamed and designated so the funds may only be able to be used for the covered arena and capital improvements to the equine complex. The board also approved a contract for the Greenville Varsity Boys Soccer fundraiser and discussed the sinkhole located on the north end of the fairgrounds.
The board then entered executive session to discuss personnel matters. Following the executive session, the meeting was adjourned with no further discussion or action taken. The next regular meeting will be held on May 20, 2026 at 7p.m.
