Commission directs written update to exempt 4-H, FFA, junior-livestock and similar youth groups from fairgrounds deposit requirements

The Morgan County Commission on Aug. 19 directed county staff to draft written amendments to the fairgrounds rental agreement clarifying deposit requirements and creating an exemption for established youth and agricultural groups.

County staff said the new standard fairgrounds rental agreement requires a cleaning deposit that "nothing waives," but historically the county has not required the deposit from 4-H, FFA, junior livestock groups and the high school rodeo club. That practice can cause administrative difficulty for the groups, especially school-based organizations that find issuing large checks logistically burdensome.

Treasury staff said larger events (for example, ticketed public rodeos or truck pulls) should continue to provide a deposit and that the county would hold a check and shred it if the facility is returned in acceptable condition. For recurring or regular uses by youth/agricultural groups, staff recommended a consistent exemption and suggested alternative protections such as holding credit card information for incidental charges.

Commissioners discussed how to distinguish "public paid events" from nonprofit or school activities and directed staff to return a written amendment distinguishing event types and listing exempt organizations. The motion also asked staff to bring the finalized language back as a written update for approval on the consent agenda or in a future action item.

The commission will still allow groups to request individual waivers if needed; staff said groups have sometimes provided credit-card information rather than a check for deposits. The county treasurer recommended continuing the current practice for major ticketed events and formalizing exemptions for routine youth and agricultural users.