Superintendent Application Form

VOLUNTEER ROLE DESCRIPTION
Position Title: Douglas County Fair & Rodeo Superintendent or Assistant Superintendent

Appointment Duration:
1 Year providing annual review through the Douglas County Fair Board Superintendent Selection Process

Position Overview Description:
A year-round position to provide leadership and guidance to exhibitors in a designated area at the Douglas County Fair & Rodeo. Maintain and supervise department area during Fair. Ensure Douglas County Fair & Rodeo rules and procedures are followed, ensure judges understand and follow criteria, ensure correct and complete data is recorded, ribbons and awards are properly awarded. Review Douglas County Fair & Rodeo rules and procedures to ensure accuracy. Also, to provide leadership and guidance with interaction to parents, other volunteers, and public, acting as liaison for Fair Board, Douglas County Government which includes their policies, procedures, rules and regulations. Attend Show Management committee meetings, which are held monthly or bimonthly depending on necessity.

Success Criteria: The exhibitor’s projects: are entered in the correct classes, receive proper ribbons and awards, remain safe and well displayed. The judges: understand Junior Division (4-H)/Open Show criteria interact well with the exhibitors, provide a positive learning experience with the exhibitor, award appropriate placings and plaques. 4-H members have opportunity for conference judging in project areas. Support herdsman ship and appropriate animal welfare practices so that projects are exhibited attractively for public viewing. Exhibitors follow all competition requirements set forth by the Douglas County Fair & Rodeo.

Time Required: Time will vary with each Superintendent
Prep. time: 20 hours (or more)
Fair time: 30 hours (or more)
Follow-up time: up to 8 hours

Qualifications:
Adult Volunteer
• Must be Enrolled annually as a 4-H Volunteer Leader in 4-H Online
• Superintendents are approved annually by the Douglas County Fair Board through the superintendent selection process. Superintendents and assistants are supervised by the Douglas County Fair & Rodeo Fair Board with input from 4-H Extension, Fair Office and Show Management Chair(s)
• Willingness and ability to work cooperatively with others. To be team players and have good communication skills with both youth and adults
• Ability to organize and supervise - Coordinate all activities of project area during Fair week within the policies, rules and guidelines established by the Fair Board
• Familiarity with 4-H / FFA programs, their purposes, and goals
• Support Fair Board mission, goals and vision
• Interest in youth and their development and in respective area
• Superintendents are responsible for the overall organization, coordination, and supervision of their project area, including developing consistency between project area objectives, Fair exhibition and judging

Responsibilities:

Pre-Fair:
• Familiarize self with Competition Rules, 4-H Rules, FFA Rules and Code of Conduct
• Support and uphold decisions by Fair Management
• Must be available during the year to answer questions from members and leaders regarding project area guidelines
• Participate in meetings and training sessions as appropriate as well as being willing and able to attend monthly regular meetings of the Show Management committee consistently. If for some reason superintendent is unavailable, they must designate an Assistant Superintendent to attend on their behalf
• Attend Pre-Fair Superintendent meeting (July)
• Promote and help monitor exhibitor entries for completeness and correctness
• Recommend Judges to Fair Office by deadline given by Show Management Chairs

Fair:
• Supervise Tag In or Weigh In Day
• Each superintendent must take part in the pre-fair activities to get their area prepared for Fair week – including workday
• Provide Leadership and guidance to exhibitors in division
• Work with others in area to ensure a positive experience for everyone involved
• Be available to answer questions, work with and communicate with Assistant Superintendents, other Superintendents, exhibitors, judges, parents, leaders, volunteers, Extension staff, Fairgrounds/County staff, and Fair Board Directors and Associate Members
• Check in/out exhibitors and animals at designated time. Superintendents and Assistant Superintendents are to be present during animal check-in to check for sick, diseased and /or regulations of animals before they are penned
• Superintendents are responsible to fairly assign cages, pens or stalls
• Manage conflicts that arise in the project area. When appropriate, educate the questioning person(s) why decisions were made
• If you have a problem and need support, follow the organizational chart
• Set up department exhibit area including signs, decorations, table, paper,
etc.
• Support herdsman ship and appropriate animal welfare practices for an attractive public display
• Routinely check barns for livestock health concerns, monitor animal and health, cleanliness and safety of animals and work with Show Management Chair to contact the designated Fair veterinarian, if necessary
• Supervise, clean and maintain area during Fair. Monitor fairgrounds facilities used for the project area to ensure that buildings, grounds, and equipment are safe, secure, well-lit, working properly, adequate, clean, etc. During Fair, regularly monitor the projects in your project area to be sure all are appropriately displayed for public viewing. Check for cleanliness, care, disease, spoilage, damage, etc.

Shows:
• Set up judging area – tables, pens, judging sheets, etc., county ribbons, plaques and awards (Provided by Fair Office)
• Provide interaction and learning opportunities for the public
• During the show, assist as necessary and designate helpers to perform the following duties: 1. Ring Announcer 2. Ring person to help exhibitors 3. Orient judges, assistant judges and other Superintendents
• Place projects in appropriate classes
• Work with Fair Office and Assistant Superintendents to break classes
• Present exhibitor back numbers to members as they are provided from the Fair Office
• Check to see if sponsor/donor is in attendance to present awards during the show
• Present appropriate county ribbons, plaques and awards.
• Record placing results
• Verify the completeness of all judge’s ratings and awards. Work with Fair Office to correct discrepancies and turn in all notebooks and information to Fair Office in a timely manner.
• Organize and promote the open portion of the show at Fair

Livestock Sale:
• Superintendents must turn-in their completed Sale List to the Fair Office and Sale Clerk as soon as possible
• Educate the kids that the Sale meeting is mandatory and is prior to the Livestock Sale
• As necessary, assist with auction and sale order, load-outs and trucking of sale animals
• Superintendents must have an individual assisting the photographer during the scheduled time

Post-Fair:
• Make notes of changes that may need to be made for the following Fair year
• Recommend to the Show Management Committee and Fair Office any department improvements, changes to the department rules and program ideas. Fair changes should be discussed with the Show Management Committee before the Chair takes them to the Fair Board
• Attend post-fair evaluation meetings and complete post-fair suggestion form – if you are unable to attend post-fair evaluation meeting, designate an Assistant Superintendent to take your place

• Make sure thank you notes are written to sponsors even if the awards are not given

Other Duties:
• As assigned or that present themselves

Target Dates:
• Show Management Committee Meetings/Individual Superintendent Meetings
• Pre-Fair Superintendent meeting
• Fair Clean-up/Setup Day (Work Day)
• Fair week
• Recap meetings, post-fair evaluation meetings

Resources Available: Support and assistance from: Assistant Superintendent, leaders, parents, 4-H members and other volunteers associated with the area, community, Extension/Fair staff, Fair Board Directors, Officers, and others.
Douglas County Fair & Rodeo Competition Rules
Colorado 4-H Resource Book
Superintendent Books Provided During Fair
Notes from previous superintendents

Training Opportunities: Superintendent Meetings, 4-H Leader Training/annual appointment

Report to: Douglas County Fair & Rodeo Show Management Committee Chair(s)

I have read the volunteer role description for this year-round volunteer Superintendent position and hereby agree to perform all duties as assigned and serve as the superintendent for this project area.
• I understand that my performance will be evaluated annually, and I may be relieved of this position if I fail to perform my duties as assigned.
• I have been given a copy of the job description.
• I am willing to abide by the same conduct policies that apply to Douglas County 4-H members, leaders and volunteers.
• By signing this I agree that I have read and agree to abide by all rules in the Douglas County Fair & Rodeo Competition Rules, the 4-H/FFA Code of Conduct and the IAFE Code of Show Ring Ethics.
• I consent that the email address provided will be given to 4-H Club and Program Leaders