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HomeMy WebLinkAboutResolution 012-2007 RESOLUTION NO. 12-07 A RESOLUTION ESTABLISHING THE VISITOR PROMOTIONS COMMITTEE OF THE CITY OF BROOKINGS, SOUTH DAKOTA. BE IT RESOLVED by the City Council of the City of Brookings, South Dakota as follows: Sec. 1. Creation, purposes. The Visitor Promotions Committee (hereafter also referred to as the"VPC"or "Committee") is hereby created for the following purposes: (1) To attract out of town visitors for events with economic impact and to attract attention and the expenditures of out of town visitors to the City of Brookings and the surrounding area. (2) The Visitor Promotions Committee shall also provide marketing counsel and advice to the Director of the Brookings Area Convention and Visitors Bureau("CVB Director") and the Brookings Area Chamber of Commerce Board of Directors. Sec. 2. Composition and manner of selection of members. The Committee shall consist of eleven(11) members: 5 at-large, 3 SDSU Student Association, 1 Chamber of Commerce, 1 Downtown Brookings, Inc., 1 Swiftel Center Advisory Committee. The members shall be appointed by the Mayor, with the advice and consent of the City Council. In making the initial appointments to the VPC, the Mayor shall consider as prospective members those members who are currently serving on the Chamber's Visitor Promotions Committee. The Mayor shall follow the City's standard appointment process through public advertising and an application. The Mayor shall also consider recommendations for members from the organizations referenced above. Sec. 3.Visitor Promotions Committee Communication,Reporting and Accountability. The VPC shall report to the City Manager and shall maintain close communication with the City Manager with respect to the implementation of its annual program, and shall report to the City Manager in such form and frequency as shall by mutually agreeable. The VPC is directly responsible for the VPC finances, and is accountable to the Brookings City Council for the performance of the VPC. Sec. 4. Subcommittees. The VPC may form subcommittees to advance its work. At a minimum, subcommittees must have at least three (3)members, exclusive of any ex-officio members of the VPC. A majority of the subcommittee members present shall constitute a quorum. Formal subcommittee recommendations must be approved by a simple majority vote of subcommittee members present. Subcommittee chairs or their designee will report regularly to the VPC about their meetings, deliberations, and recommendations. The VPC is responsible for providing oversight of all subcommittee work. Sec. 5. VPC Chairperson and Vice-Chairperson. The Chairperson and the Vice-Chairperson of the VPC shall be elected from among the VPC members to each serve a term of one year. The Chairperson shall cooperate with and maintain close communication with the CVB Director and Community Events Coordinator to accomplish the goals and objectives of the VPC. The VPC shall preside during meetings of the VPC. The Vice Chairperson will preside during meetings in the absence of the Chairperson. Sec. 6. Community Events Coordinator/Duties/Supervision. A Community Events Coordinator is now employed by the Chamber to perform substantial services for the Visitor Promotions Committee, including the following: (1) Planning in cooperation with the Director of the Brookings Area Convention/Visitors Bureau; and (2) Fostering engaged conversation of members of the VPC to reach solutions and goals, direct performance of VPC committee members and such other action as is in the best interest of the VPC. (3) The Community Events Coordinator shall also prepare a promotional and event development program designed to accomplish the goals set forth above and the overall mission of the VPC. The program shall include the details of the methods to be used to achieve visitor attraction, the financial resources needed and such other information as the VPC may deem appropriate. The Community Events Coordinator position is funded by the City of Brookings, through the 3rd B Sales Tax revenues (Resolution 83-04). The process of recruitment and selection of the Community Events Coordinator position shall hereafter include both the Chamber and the VPC or a subcommittee of the VPC. The VPC shall cooperate with and maintain close communication with staff assigned to assist the VPC. In particular, the VPC shall work closely with the Community Events Coordinator. Sec. 7. Convention Visitors Bureau Director Assistance. In performing the VPC activities pursuant to this agreement, it is anticipated that the Director of the Brookings Area Convention/Visitors Bureau("CVB")will also be instrumental in providing assistance to the VPC. The VPC shall cooperate with and work closely with the CVB Director in performing its work. Sec. 8. Terms -vacancies - residency of members. The members of the VPC shall serve without compensation for terms of three (3) years, with a limit of two (2) full terms. Vacancies on the Committee shall be appointed by the Mayor, with advice and consent of the City Council, following the appointment procedure provided above. Members may reside outside city limits. Sec. 9. Quorum --organization. A quorum shall consist of six (6)members. The VPC shall adopt, amend, or rescind such rules as shall be necessary for the conduct of its meetings. Sec. 10. Budget and funding. The VPC shall submit to the City its annual proposed budget that has been officially adopted by the VPC, for the implementation of the Visitor Promotions Committee program. The VPC budget shall be in such detail and format as specified by the City. Funding for the Visitor Promotions Committee activities shall be paid from the "3ra"B sales tax revenues after expenditures budgeted and set forth in the City Resolution 83-04 have been paid or reserved for payment in accordance with Resolution 83-04. The City agrees to pay one-twelfth of the annual amount each month to the VPC for the activities and services provided under this agreement. Sec. 11. Meetings of the Committee. The Committee shall hold at least ten(10) regular meetings each year, which shall at all times be open to the public, unless legal cause exists to close a meeting. All committee meeting agendas must be submitted to the City Clerk to comply with public notification requirements. Sec. 12. Removal for cause. The VPC shall follow the City's adopted Code of Ethics Administrative Process for Complaints about a Volunteer Committee, Commission or Board Member if a member is being considered for removal from the Committee. Sec. 13. Commencement, reporting. The Committee shall commence its proceedings following adoption of this Resolution. Sec. 14. Ex Officio Members. The Chamber Exec. Vice President, the CVB Director, the Downtown Brookings, Inc. Program Manager and the General Manager of the Swiftel Center shall serve as ex-officio members of the VPC. Ex-officio members shall not have any voting rights and are intended to provide resources as needed by the VPC. Passed and approved on the 27th day of February, 2007. CITY OF BROOKINGS -c******;* . unsterman, Mayor 4"`°;:", (7,&". • &T y S• hall, Thornes City Clerk DAK 0 4 -