HomeMy WebLinkAbout09-09-2019 Agenda Packet
Auburn Tourism Board Meeting
Thursday, September 19 2019
10:00 -11:30AM
COUNCIL CHAMBERS
AGENDA
I. CALL TO ORDER
Roll Call
II. APPROVE August 15th MEETING MINUTES
III. GUEST ATTENDEE
Reschedule - Steve Gross, City Attorney on Tourism Ordinance will attend in October
IV. OLD/ONGOING BUSINESS
1) Tourism Updates (Hotels, Membership…)
i. 3 on 3 Tournament summary (TOC)
ii. Fieldhouse Update - TOC (opening, build out, communications…)
iii. Tourism Coordinator update
iv. Hotel Visit summary
v. Seattle Sports Commission update
vi. August Financials
2) 2019 Marketing Plan Monthly Update
V. NEW BUSINESS
1) Rules & Procedures Update Discussion
2) 2020 Strategic Plan discussion & comparable city analysis
VI. NEXT MEETING
Next ATB Meeting:
Thursday, October 17th 10AM in Council Chambers
VII. AROUND THE TABLE
1) ATB Member initiatives & results
2) Partnerships between Tourism Businesses in Auburn
VIII. ADJOURNMENT
I. CALL TO ORDER
a. The meeting was called to order at 10:03 am by Chairman Roberts.
b. Board Members present: Chair Ron Roberts; Vice Chair Rachael McAlister;
Malia Dale, Kacie Bray.
c. Board Members Excused Absence: Edgar Vidal; Julie Kruger; Lacey Katz
d. Staff Present: Tanya Carter, Economic Development Officer.
II. APPROVE July 18th MEETING MINUTES
I. Vice Chair McAllister motioned to approve the July meeting minutes. Board
Member Dale McAlister seconded the motion. Motion passed 4-0.
III. GUEST ATTENDEE
a. Diane Witt, Holiday Inn, potential tourism board candidate, explained that the
hotel is part of an international chain, IHG, has 120 rooms and plans to open in
September. There will be a ribbon cutting on September 19 which will include 3
No Networking after. Chairman Roberts also shared how the Tourism Board is
funded & what the purpose is.
i. There was a general conversation about the additional hotels planned to
be built & their effects on the hotel market in Auburn
IV. OLD/ONGOING BUSINESS
a. Tourism Updates (Hotels, Membership…)
i. Chairman Roberts recapped that the tourism coordinator has left and that
Officer Carter will fill in in the interim
ii. Officer Carter updated the board on the fact that some items may not
happen due to tight staff capacity in the interim of finding a new tourism
coordinator.
iii. The discussion ensued and Vice Chair McAlister made a motion for both
tabling & the Football Promotions also be removed from the calendar.
Officer Bray seconded the motion.
iv. Officer Bray also suggested that tourism collateral be available at events
if desired. Officer Carter suggested making a list of what is desired.
b. 2019 Tourism Marketing Initiatives
i. Seattle Sports Commission (membership)
1. Officer Carter suggested silver level membership for $3000. She
commented that it would be reviewed with Officer Lein assuming
Auburn Tourism Board Meeting
Thursday, August 15 2019
Council Chambers
MINUTES
the Board was ok to move ahead. The Board agreed it was a good
investment. Officer Bray motioned to join. Vice Chair seconded the
motion
ii. Emerald Downs Partnership Update
1. Officer Carter has a meeting set with Edgar for gathering more
information and will provide at next meeting.
iii. Auburn Adventure Film Festival Update
1. Officer Carter detailed the progress on finding a new Director. She
also indicated the contract was adjusted to account for new
timetables & deliverables. Manager Lean has spoken to SIFF and
SFF & has some prospects for Director. The Board expressed
concerns about timing for the acquisition of sponsorships &
executing the festival & expressed planning should have been
begun the day after 2019 festival.
iv. Coast into Summer Promotion
1. Officer Carter presented the reprint of the coasters & indicated the
recipients from last time would receive new batches & continue to
be replenished as needed till supplies (13,500 coasters) run out.
The Board requested to refresh the images if there is a reprint.
v. July Financial Report
1. Officer Carter commented that the financials weren’t available
before the meeting & would be updated at the next meeting
vi. Q4 Football Fan Promotion
1. Officer Carter confirmed the promotion will be tabled
vii. 2019 Tourism Summit
1. Tuesday, October 29, 2019 12:30PM – 4PM
2. Officer Carter updated on the panel of speakers & their
confirmations of participation. Officer Carter requested the Board
ask/engage businesses to attend. Officer Bray suggested
considering tourism venues for the event. The Golf Course,
Masonic temple, Ave theatre, Hotels, Emerald Downs & The
Museum were suggested & Officer Carter committed to checking
pricing/availability.
V. NEW BUSINESS
a. Tourism Coordinator Position
i. Officer Carter reiterated she is the interim until the new coordinator is
hired.
b. December Meeting
i. Motion made to not have meeting in December. Officer Bray made the
motion & Officer McAlister seconded.
VI. NEXT MEETING
a. Next ATB Meeting: Thursday, September 19 at 10AM in Council Chambers
VII. AROUND THE TABLE
VIII. ADJOURNMENT – Chair Roberts adjourned the meeting at 11:15am
________________________________ ____________________________________
RON ROBERTS, CHAIR TANYA CARTER, ECONOMIC DEVELOPMENT OFFICER
Updated 9/12/19
Project Deadline Liaison Contact Details Where Left Off Next Steps Follow Up
ATB Ongoing Tourism All 2019 invites were sent. No December
Meeting. Steve Gross coming October.
Either Clarion ror Best Western will apply
for 10th seat on board. Rules & Procedures
amendment proposal adding public
comment.
Certified
Distribution
Inquiry
Ongoing Kacie provided info on this program & Tanya contacted sales rep.
We have rates & this would be a good regional strategy based on
reach & cost
LTAC Ongoing Tourism Lorraine to send an email update Next Meeing November ; Monthly Communications 10/1/2019
Seasonal
Poster
Quarterly Creative Committee Reprint of Summer and Distribution; Picked
up by IPS to distribute 7/30
By October 15 develop new Winter poster 10/15/2019
Seattle Sports
Commission
Pending Ronnie Roberts, Chair of ATB;
Rachael McAlister, Vice Chair of ATB;
ron@gosankochocolate.comrmcaliste
r@auburnwa.gov
Auburn is on the commission & Doug is
representing
11/1/2019
Emerald
Downs
Marketing
Collaboration
June - December Edgar Vidal Edgar Jason Vidal |
Emerald Downs Racetrack & Casino
Director of Sales and Marketing
Direct: 253.288.7704 | Cell:
425.247.4900
EdgarV@emeralddowns.com
Already Paid in Full $5,000; Monthly
monitoring of fulfillment of Marketing
Collaboration agreement.
Edgar will present progress at the meeting on 9/19
Coast into
Summer
Promotion
July - September Tourism Continue delivering coasters as venues run out
Total 13,500: Horses - 2500, Breweries – 3500, Chocolate - 2500
, Golf - 2500, Concert – 2500
Total 13,500
10/15/2019
Concierge
Directories
Quarterly Tourism Lorraine to update all existing ones and to
provide a hotel version to HI Express
Next Update in November 2019 11/15/2019
2019 Tourism
Summit
29-Oct-19 Clarissa - ACEC; Mike Moe - WT;
Brittiany, Kacie, Kristi
Per Doug - rescheduling until January when
we can present promotional plan for 2020
Need to find new possible venue: Emerald Downs, Museum,
Theatre.... Request for regional players to attend: sound transit,
WTA...Have SCC present & not Fieldhouse per ATB
Create marketing collateral; get ADA, BIA, AACC; GRC support and
business attendance; order lunch from ASD Culinary program; send
reminder/reach out email to panelists by October 1st
10/1/2019
2020 AAFF 21-Feb-19 Tourism Ad in Autumn edition Showcase magazine
secured. Lorraine provided rundown on
7/31.
Hiring festival director
Coordinate with ADA for marketing, volunteer and concession
management.
2/21/2020
Q4 POS
Spotlight
Grant
Application
Pending Selection Gail Mueller; POS Tourism Project
Specialist; 206.787.3377
Mueller.G@portseattle.org
Ad being created by MM, will be presented in Oct ATB meeting to
board (2 concepts). Its Due Dec 1 to Devil Dog; Submitting it to Devil
Dog Installation (port vendor) for installment
- Art must be Approved by the Port
- Send in PDF to Rebecca/devil dog
- Rebecca prints and installs
- They finish and send photos and invoice
- Total cost for print & install is $366
10/1/2019
Social Media:
Facebook &
Instagram
Ongoing Tourism Alicia built editorial calendar with oversight on content by Kalyn - to
post thru EOY. Its not complete - need to synch with Kalyn on status.
9/20/2019
Tourism Projects & Initiatives
Page 2 of 3
Updated 9/12/19
Project Deadline Liaison Contact Details Where Left Off Next Steps Follow Up
Tourism Projects & Initiatives
Explore
Auburn
website
Ongoing Tourism Per Lorraine - All calendar events populated
through end of year, and summer
itineraries.
Confirm MICE page status w/ Cevado, pay invoice, Get Cevado to
update images on front page, ;Can Bridget update and maintain
webpage? If not can Cervado to do it?
9/15/2019
Lodging Tax
Grants
Q4 2019 Tourism Remaining recipients to occur/be
reimbursed: Korean American Sports
Festival; Hops & Crops; Seattle Parrot
Expo; Veteran's Day Parade
Need to review & submit Geocaching.
KASF is overdue on deadline, pending further clarification of proper
documentation requested; remaining events have until two weeks
after the event to submit the After Event report to be able to be
submitted for reimbursement.
9/15/2019
NW Events
Show
11/13/19-11/14/19 Paid $25 fee to attend as buyer, not
supplier
Not refundable. Determine attendee 11/13/2019
Go West Trade
Show
March 24 - 27, 2020 Sent Doug details in calendar invite 7/2Invitation request completed and accepted.
Event is by invite only, organized by Brand
USA. Ideal to attend to learn about current
status of Chinese inbound travelers so as to
determine further participation in the Active
America summits.
Determine attendee; Have collateral created; Set appointments with
travel trade prior to arrival.
3/24/2020
Washinton
Tourism
Allisance
Annual Paid prorated at beginning of year, annual
billing system; ED to provide Learning Lab
at Tourism Summit
12/1/2019
Visit Seattle
Membership
Annual Free membership for municipalities;
Educational and networking events resume
in Fall
11/1/2019
Travel Tacoma Pending
Approaching New
ED
Previous ED did not want to work with COA Set up meeting and see if partnership can be made. At the very least,
able to put a link to Explore Auburn website on their Places to See
section on their website.
11/1/2019
Active
America China
Pending Discussion Participation in September 2019 show
declined, ossibility of March 2020
participation?
2/1/2020
ON HOLD
EVENTS OR
CANCELLED
Q4 Football
Fan Hotel Stay
Promotion
Q3-Q4 Tanya - ADA - Jeremy, Geaux Brewing Disucssed at Tourism Board Meeting CANCELLED due to no hotel interest, no ATB support/desire, no
Tourism Coordiantor
Hospitality
FAMS
Monthly Tourism Hiatus for July - August. Resume in
September
ON HOLD Per Tourism Board & Doug until New Coordinator starts
Summer Event
Tabling
Summer 2019 Tourism Tables secured at these events. Tamya
unable to attend. Seek volunteers.
ON HOLD Per Tourism Board & Doug UNTIL NEW COORDINATOR
Auburn Fest - August 10 ; August 11th Auburn Int'l Farmer's Market
with Community Services; Tourism Table at Seattle Parrot Expo
September 28th and 29th; Order new Explore Auburn banner from
Multimedia.
Auburn
Magazine
Quarterly Kalyn Summer edition completed ON HOLD UNTIL NEW COORDINATOR ON BOARD
Visit USA
(Australia)
Membership
Ongoing Profile Completed NO ACTION NEEDED UNTIL NEW COORDINATOR HERE
Annual Tradeshow in Australia, membership allows for participation.
New Teacher
ASD
Orientation
Pending AACC
Communication
Kacie Need 120 folders; Use Explore Auburn
folders, include attratactions, resident
resource guide; Pending AACC
Communication for stuffing event - Needed
by 8/20/19
ALICIA COMPLETING MONDAY 8/19
No letter requested. CoA provided fortune cookies, chocolate,
coasters, auburn mag, maps
Page 3 of 3
Updated 9/12/19
Project Deadline Liaison Contact Details Where Left Off Next Steps Follow Up
Tourism Projects & Initiatives
Washington
MPI
Membership
Pending Discussion Tabled until Tourism Coordinator position is
filled.
ON HOLD UNTIL NEW COORDINATOR ON BOARD
U.S. China
Summit
9/18-9/19/19 Sent Doug details in calendar invite
7/22
Invitation request completed and accepted.
Event is by invite only, organized by Brand
USA. Ideal to attend to learn about current
status of Chinese inbound travelers so as to
determine further participation in the Active
America summits.
Doug unable to attend
Hopsitality
Newsletters
Monthly Tourism On hold until new coordinator. Ask hotels if
we need a refresh/revamp?
Determine if this resource to be continued. Talk to Hotels on Hotel
tour w/ Ronnie
2019 Hotel / Motel Fund Performance
Through July 2019
Hotel Motel Fund Revenues
Jan-19 Feb-19 Mar-19 Apr-19 May-19 Jun-19 Jul-19
2019 YTD
Total 2019 Total
Budget
2019 YTD
Budget - July
Variance to
Budget
Hotel/Motel Excise Tax 8,705 8,046 8,038 9,340 10,248 9,303 11,511 65,191 150,000 68,931 (3,741)
International Film Festival Admission 1,632 669 0 0 0 0 0 2,300 0 0 2,300
Investment Income 421 389 414 390 424 410 435 2,884 3,600 2,100 784
Total Fund Revenues 10,757$ 9,104$ 8,452$ 9,731$ 10,672$ 9,714$ 11,946$ 70,375$ 153,600$ 71,031$ (657)$
Hotel Motel Fund Expenditures
Jan-19 Feb-19 Mar-19 Apr-19 May-19 Jun-19 Jul-19
2019 YTD
Total 2019 Total
Budget
2019 YTD
Budget - July
Variance to
Budget
Other Wages 4,453 2,283 3,218 2,888 3,520 3,073 3,740 23,173 47,500 27,708 4,535
Benefit Expenditures 1,066 584 823 738 900 776 957 5,845 8,550 4,988 (857)
Office & Operating Supplies 0 0 0 494 0 0 528 1,022 3,000 1,750 728
Services and Charges 5,641 4,273 8,254 906 100 7,792 5,875 32,841 133,050 77,613 44,771
Transfers Out 0 0 0 0 5,000 0 0 5,000 9,600 5,000 0
Total Fund Expenditures 11,160$ 7,139$ 12,295$ 5,026$ 9,520$ 11,641$ 11,100$ 67,882$ 201,700$ 117,058$ 49,177$
Fund Operating Income/(Loss)(403)$ 1,964$ (3,843)$ 4,704$ 1,152$ (1,928)$ 846$ 2,493$ (48,100)$
Year: 2019
2019 Actual Beginning Fund Balance 197,675$
YTD Ending Fund Balance as of July 2019 200,168$
Fund 104 - Hotel Motel Tax Fund
Through July 2019
Source : General Ledger
Budget YTD YTD YTD
as Amended 7/31/2019 7/31/2019 7/31/2018
Beginning Fund Balance 197,675$ 197,675$ 197,675$ 200,371$
Revenues
Hotel/Motel Excise Tax 150,000 65,191 65,191 58,945
Auburn Film Festival Admission - 2,300 2,300 -
Investment Income 3,600 2,884 2,884 2,026
Total Revenues 153,600$ 70,375$ 70,375$ 60,971$
Expenditures
Salary 47,500 23,173 23,173 26,905
Benefits 8,550 5,845 5,845 6,714
Supplies 3,000 1,022 1,022 585
Professional Services 108,250 19,300 19,300 8,483
Travel 1,200 504 504 -
Advertising 20,000 5,416 5,416 881
Miscellaneous 3,600 7,620 7,620 1,275
Transfers Out (Internal Grants)9,600 5,000 5,000 3,500
Total Expenditures 201,700$ 67,882$ 67,882$ 48,343$
Ending Fund Balance 149,575$ 200,168$ 200,168$ 212,999$
Notes:
2019 Budget to Actual
Comparison 2019 - 2018 Comparison
1) Effective June 2019, the Beginning Fund Balance shown is the actual Beginning Fund Balance for the Fund as
the Washington State Auditor's Office has completed their annual audit of the City's Financial books.
2) The 2019 Amended Budget includes budget authority through Budget Amendment #3, which was approved in
July 2019.
ATB – Rules of Procedure
CITY OF AUBURN
AUBURN TOURISM BOARD
RULES OF PROCEDURE
DRAFTED JUNE 2017
ATB – Rules of Procedure
AUBURN TOURISM BOARD - RULES OF PROCEDURE
TABLE OF CONTENTS
SECTION SUBJECT PAGE
I. NAME..........................................................3
II. MEMBERSHIP.............................................3
III. MEETINGS...................................................4
IV. AGENDA......................................................5
V. ELECTION ..................................................5
VI. CHAIR..........................................................5
VII. SECRETARY...............................................6
VIII. QUORUM.....................................................6
IX. ABSENCE OF MEMBERS..........................6
X. VOTING........................................................7
XI. CONFLICT OF INTEREST..........................8
XII. AMENDMENT..............................................8
ATB – Rules of Procedure
CITY OF AUBURN TOURISM BOARD
RULES OF PROCEDURE
We, the members of the City of Auburn Tourism Board, do hereby adopt, publish, and declare
the following Rules of Procedure:
I. NAME:
The official name of the City of Auburn Tourism Board shall be the “Auburn Tourism
Board.” The membership and terms of office of the members of the Auburn Tourism
Board shall be as provided in Chapter 2.77 of the Auburn City Code (ACC).
The board shall serve in an advisory capacity to the mayor and city council, and to the
lodging tax advisory committee for the purpose of planning and promoting tourism
related activities. (Ord. 6041 § 1, 2006.) The Auburn Tourism Board shall make
recommendations to the lodging tax advisory committee for budget planning, and be
tasked with executing the operational goals and objectives to increase tourism.
II. MEMBERSHIP:
1. The Auburn tourism board shall consist of not more than ten members
appointed by the mayor and confirmed by the city council, who shall serve at the
pleasure of the city council. The members shall be residents of the city or have a
current licensed business in the city of Auburn.
2. Members of the Auburn tourism board are prohibited from being members of
the Auburn lodging tax advisory committee. (Ord. 6041 § 1, 2006.)
3. Terms and Vacancies: Subject to the provisions of chapter 2.30 of the city code
and at the pleasure of the city council, members of the Auburn tourism board shall
serve for a term of three years or until appointment of a successor member,
whichever is later. (Ord. 6041 § 1, 2006.)
ATB – Rules of Procedure
III. MEETINGS:
1. All meetings will be held at the Auburn City Hall, Auburn, Washington, unless
otherwise directed by the Chair of the Auburn Tourism Board.
2. Meetings of the Auburn Tourism Board shall be conducted in conformity with the
requirements of the Washington State Open Public Meetings Act, Chapter 42.30 of the
Revised Code of Washington (RCW). Executive sessions can only be held in
accordance with the provisions of Section 42.30.110 RCW
3. The Auburn Tourism Board shall meet monthly when there is new official business to
transact, and hold additional meetings as the chairperson or a majority of the tourism
board deem necessary. (Ord. 6041 § 1, 2006.)
4. Regular meetings shall be held on the third Thursday following the first Monday of
each month, and shall be open to the public. The meeting shall convene at 10:00 A.M.
unless otherwise directed by the Tourism Coordinator or the Chair.
5. Special meetings of the Auburn Tourism Board shall be at the call of the Chair.
Special meetings of the Auburn Tourism Board may also be called by the Deputy
Chair of the Tourism Board. A minimum notice of 24 hours shall be provided for
special meetings in accordance with State law.
6. If quorum is not reached by the RSVPs in advance of the meeting, a meeting may be
canceled at the notice of the Chair provided at least 24 hours in advance.
7. Except as modified by these rules of procedure, Robert's Rules of Order, Newly
Revised, most current version, shall govern the conduct of the meetings.
8. The Auburn Tourism Board may conduct business in closed session as allowed in
conformity with Section 42.30.140 RCW.
9. An agenda shall be prepared in advance of every regular and special meeting of the
Auburn Tourism Board. Meeting agendas and materials on items on an agenda for a
regular meeting shall be provided to members of the Auburn Tourism Board not less
than five (5) days in advance of the regular meeting. Meeting agendas and materials
on items on an agenda for a special meeting shall be provided to members of the
Auburn Tourism Board as promptly in advance of the meeting as can reasonably be
accomplished.
ATB – Rules of Procedure
IV. AGENDA:
An agenda shall be prepared for each meeting consisting of the following order of business:
1. CALL TO ORDER
Roll Call/Establishment of Quorum
2. Approval of Minutes
3. New Business
4. Old Business
5. Next Meeting Details
6. Adjournment
7. Additional items may be added to the agenda by the Auburn Tourism Board.
The Chair shall have the discretion to amend the order of business.
V. ELECTION OF OFFICERS:
1. The officers of the Board shall consist of a Chair and a Deputy Vice Chair
elected from the appointed members of the Board and such other officers as the
Board may, by the majority vote, approve and appoint.
2. The election of officers shall take place once each year at the Board’s first
regular meeting of each calendar year. The term of office of each officer shall
run until the subsequent election.
3. The vacancy of the Chair or Vice-Chair during his or her term of office shall
be filled for the remaining term of office by the Mayor and confirmed by the
City Council. The Chair would be replaced by the Vice-Chair of the Auburn
Tourism Board.
VI. CHAIR:
1. The Chair shall preside over the meetings of the Board and may exercise all
the powers usually incident of the office. The Chair shall be considered as a
member of the Board and have the full right to have his/her own vote recorded
in all deliberations of the Board. Unless stated otherwise by abstention or nay,
the Chair's vote shall be considered to be affirmative for the motion.
2. The Chair shall have power to create temporary committees of one or more
members. Standing committees of the Board shall be created at the direction
of the Board and appointed by the Chair. Standing or temporary committees
may be charged with such duties, examinations, investigations and inquiries
relative to one or more subjects of interest to the Board. No standing or
temporary committee shall have the power to commit the Board to the
endorsement of any plan or program without the approval at the regular or
special meeting of the Board.
ATB – Rules of Procedure
3. The Deputy Vice Chair shall in the absence of the Chair, perform all the duties
incumbent upon the Chair.
4. In the event of the absence of the Chair and Vice Chair, the senior member of
the Board present shall act as Chair for that meeting or may delegate the
responsibility to another member.
VII. SECRETARY:
A member of City staff shall act as the Secretary for the Auburn Tourism Board and
shall keep a record of all meetings of the Board and its committees. These records
shall be retained at the City Clerk’s Office.
All public hearings shall be electronically recorded verbatim and a summary of the
discussion and actions will be recorded as Meeting Minutes.
VIII. QUORUM:
A simple majority of the appointed members shall constitute a quorum for the
transaction of business. A simple majority vote of the quorum present shall be
sufficient to take action on the matters before the Board; provided that if at any time
during the meeting, a quorum is no longer present, the meeting may only continue for
the time and duration necessary to fix a time for adjournment, adjourn, recess or take
measures to obtain a quorum.
IX. ABSENCE OF MEMBERS:
In the event of a member being absent for two (2) consecutive regular meetings, or
being absent from 25% of the regular meetings during any calendar year, without
being excused by the Chair, the Chair may request that the Mayor ask for his or her
resignation. To be excused, members must inform the Auburn Tourism Board’s
secretary or the Tourism Coordinator in advance of the meeting date if they cannot
attend a scheduled meeting.
ATB – Rules of Procedure
X. VOTING:
A. Any member, including the Chair, not voting or not voting in an
audible voice shall be recorded as voting in favor of the motion.
B. The Chair, Secretary, or upon request from a Board member, may take
a roll call vote.
C. It is the responsibility of each member of the Auburn Tourism Board to
vote when requested on a matter before the full Board. However, a
member may abstain from discussion and voting on a question because
of a stated conflict of interest or appearance of fairness.
D. If any member of the Auburn Tourism Board wishes to abstain, from a
vote on the motion, that member shall so advise the Chair and, if there
is no objection to the abstention, shall remove and absent
himself/herself from the deliberations and considerations of the motion,
and shall have no further participation in the matter. Such advice shall
be given prior to any discussion or participation on the subject matter
or as soon thereafter as the member perceives a need to abstain,
provided that, prior to the time that a member gives advice of an intent
to abstain from an issue, the member shall confer with the City
Attorney to determine if the basis for the member's intended abstention
conforms to the requirements hereof. If the intended abstention can be
anticipated in advance, the conference with the City Attorney should
occur prior to the meeting at which the subject matter would be coming
before the Auburn Tourism Board. If that cannot be done, the member
should advise the Chair that he/she has an "abstention question" that
he/she would want to review with the City Attorney, in which case, a
brief recess would be afforded the member for that purpose before
proceeding further.
E. If a tie vote exists, after recording the Chair's vote, the motion fails.
However, a motion for denial that fails on a tie vote shall not be
considered an approval.
ATB – Rules of Procedure
XI. CONFLICT OF INTEREST:
A. Any member of the Board who in his or her opinion has an interest in any
matter before the Board that would tend to prejudice his or her actions shall
publicly indicate, step down and leave the meeting room until the matter is
disposed. A member need only be excused from legislative or organizational
action if the potential conflict of interest is direct and substantial.
(1) No member of the Auburn Tourism Board may use his or her position
to secure special privileges or exemptions for himself, herself, or
others.
(2) No member of the Auburn Tourism Board may, directly or indirectly,
give or receive or agree to receive any compensation, gift, reward, or
gratuity from a source except the employing municipality, for a matter
connected with or related to the officer's services as such an officer
unless otherwise provided for by law.
(3) No member of the Auburn Tourism Board may accept employment or
engage in business or professional activity that the officer might
reasonably expect would require or induce him or her by reason of his
or her official position to disclose confidential information acquired by
reason of his or her official position.
(4) No member of the Auburn Tourism Board may disclose confidential
information gained by reason of the officer's position, nor may the
officer otherwise use such information for his or her personal gain or
benefit(5) No member of the Auburn Tourism Board may take any
action that is prohibited by Chapter 42.23 RCW or any other statutes
identifying conflicts of interest.
XII. AMENDMENT:
The Rules of Procedure may be amended at any regular meeting of the Board by a
majority vote of the entire membership. The proposed amendment should be
presented in writing at a preceding regular meeting.
ATB – Rules of Procedure
CITY OF AUBURN
AUBURN TOURISM BOARD
RULES OF PROCEDURE
DRAFTED JUNE 2017
AMENDED SEPTEMBER 2019
ATB – Rules of Procedure
AUBURN TOURISM BOARD - RULES OF PROCEDURE
TABLE OF CONTENTS
SECTION SUBJECT PAGE
I. NAME..........................................................3
II. MEMBERSHIP.............................................3
III. MEETINGS...................................................4
IV. AGENDA......................................................5
V. ELECTION ..................................................5
VI. CHAIR..........................................................5
VII. SECRETARY...............................................6
VIII. QUORUM.....................................................6
IX. ABSENCE OF MEMBERS..........................6
X. VOTING........................................................7
XI. CONFLICT OF INTEREST..........................8
XII. AMENDMENT..............................................8
ATB – Rules of Procedure
CITY OF AUBURN TOURISM BOARD
RULES OF PROCEDURE
We, the members of the City of Auburn Tourism Board, do hereby adopt, publish, and declare
the following Rules of Procedure:
I. NAME:
The official name of the City of Auburn Tourism Board shall be the “Auburn Tourism
Board.” (Board). The membership and terms of office of the members of the Auburn
Tourism Board shall be as provided in Chapter 2.77 of the Auburn City Code (ACC).
The board shall serve in an advisory capacity to the mayor and city council, and to the
lodging tax advisory committee for the purpose of planning and promoting tourism
related activities. (Ord. 6041 § 1, 2006.) The Auburn Tourism Board shall make
recommendations to the lodging tax advisory committee for budget planning, and be
tasked with executing the operational goals and objectives to increase tourism.
II. MEMBERSHIP:
1. The Auburn tourism board Board shall consist of not more than ten members
appointed by the mayor and confirmed by the city council, who shall serve at the
pleasure of the city council. The members shall be residents of the city or have a
current licensed business in the city of Auburn, and shall be representatives of
entities that are either related to the tourism industry, or that provide goods or
services to tourists or tourist-related busineses..
2. Members of the Auburn tourism bBoard are prohibited from being members of the
Auburn lodging tax advisory committee. (Ord. 6041 § 1, 2006.)
3. Terms and Vacancies: Subject to the provisions of chapter 2.30 of the city code and
at the pleasure of the city council, members of the Auburn tourism bBoard shall
serve for a term of three years or until appointment of a successor member,
whichever is later. (Ord. 6041 § 1, 2006.)
ATB – Rules of Procedure
III. MEETINGS:
1. All meetings will be held at the Auburn City Hall, Auburn, Washington, unless
otherwise directed by the Chair of the Auburn Tourism Board.
2. Meetings of the Auburn Tourism Board shall be conducted in conformity with the
requirements of the Washington State Open Public Meetings Act, Chapter 42.30 of the
Revised Code of Washington (RCW). Executive sessions can only be held in
accordance with the provisions of Section 42.30.110 RCW
3. The Auburn Tourism Board shall meet monthly when there is new official business to
transact, and hold additional meetings as the cChairperson or a majority of the tourism
board deem necessary. (Ord. 6041 § 1, 2006.)
4. Regular meetings shall be held on the third Thursday following the first Monday of each
month, and shall be open to the public. The meeting shall convene at 10:00 A.M. unless
otherwise directed by the Tourism Coordinator or the Chair.
5. Special meetings of the Auburn Tourism Board shall be at the call of the Chair. Special
meetings of the Auburn Tourism Board may also be called by or the Vice Chair of the
Tourism Boardin the Chair’s absence. A minimum notice of 24 hours shall be provided
for special meetings in accordance with State law.
6. If quorum is not reached by the RSVPs in advance of the meeting, a meeting may be
canceled at the notice of the Chair provided at least 24 hours in advance.
7. Except as modified by these rules of procedure, Robert's Rules of Order, Newly
Revised, most current version, shall govern the conduct of the meetings.
8. The Auburn Tourism Board may conduct business in closed or executive session as
allowed in conformity with Section 42.30.140 RCW.
9. Staff will prepare Aan agenda shall be prepared in advance ofbefore every regular and
special meeting of the Auburn Tourism Board. Meeting agendas and materials on items
on an agenda for a regular meeting shall be provided to members of the Auburn Tourism
Board not less than five (5) days in advance of before the regular meeting. Meeting
agendas and materials on items on an agenda for a special meeting shall be provided to
members of the Auburn Tourism Board as promptly in advance of the meeting as can
reasonably be accomplished.
9.10. Public Comment. The Chair may allow public comment on any agenda item.
Comments should be taken after Board discussion, but before any vote. Commenters
shall provide their name and address for the record, shall limit their comments to the
Formatted: No bullets or numbering
ATB – Rules of Procedure
agenda item being discussed, and shall limit their comments to three minutes unless that
time is extended by the Chair with the consent of the Board.
ATB – Rules of Procedure
IV. AGENDA:
An agenda shall be prepared for each meeting consisting of the following order of business:
1. CALL TO ORDER
Roll Call/Establishment of Quorum
2. Approval of Minutes
3. New Business
4. Old Business
5. Next Meeting Details
6. Adjournment
7. Additional items may be added to the agenda by the Auburn Tourism Board.
The Chair shall have the discretion to amend the order of business.
V. ELECTION OF OFFICERS:
1. The officers of the Board shall consist of a Chair and a Vice Chair elected from
the appointed members of the Board. The and such other officers as the Board
may appoint other officers, by the majority vote, approve and appoint.
2. The election of officers shall take place once each year at the Board’s first
regular meeting of each calendar year. The term of office of each officer shall
run until the subsequent election. (Option: until a replacement is selected)
3. The vacancy of the Chair or Vice-Chair during his or her term of office shall be
filled for the remaining term of office by the Mayor and confirmed by the City
Council. If the The Chair is Vacant, would be replaced by the Vice-Chair of the
Auburn Tourism Boardwill become the Chair and the Board will elect a new
Vice-Chair.
VI. CHAIR:
1. The Chair shall preside over the meetings of the Board and may exercise all the
powers usually incident of the office. The Chair shall be considered as a member
of the Board and have the full right to have his/hertheir own vote recorded in all
deliberations of the Board. Unless stated otherwise by abstention or nay, the
Chair's vote shall be considered to be affirmative for the motion.
2. The Chair shall have power to create temporary committees of one or more
members. Standing committees of the Board shall be created at the direction of
the Board and appointed by the Chair. Standing or temporary committees may
be charged with such those duties, examinations, investigations and inquiries
relative to one or more subjects of interest to the Board. No standing or
temporary committee shall have the power to commit the Board to the
endorsement of any plan or program without the approval at the regular or
special meeting of the full Board.
ATB – Rules of Procedure
3. The Vice Chair shall in the absence of the Chair, perform all the duties
incumbent upon the Chair.
4. In the event of the absence ofIf both the Chair and Vice Chair are absent, the senior
longest-serving member of the Board present shall act as Chair for that meeting or
may call for a vote of the Board to appoint a presiding officer for that
meetingdelegate the responsibility to another member.
VII. SECRETARY:
A member of City staff shall act as the Secretary for the Auburn Tourism Board and
shall keep a record of all meetings of the Board and its committees. These records shall
be retained at the City Clerk’s Office.
All public hearings shall be electronically recorded verbatim and a summary of the
discussion and actions will be recorded as Meeting Minutes.
VIII. QUORUM:
A simple majority of the appointed members shall constitute a quorum for the
transaction of business. A simple majority vote of the quorum present shall be sufficient
to take action on the matters before the Board; provided that if at any time during the
meeting, a quorum is no longer present, the meeting may only continue for the time and
duration necessary to fix a time for adjournment, adjourn, recess or take measures to
obtain a quorum.
IX. ABSENCE OF MEMBERS:
In the event ofIf a member being is absent for two (2) consecutive regular meetings, or
being is absent from 25% of the regular meetings during any calendar year, without
being excused by the Chair, the Chair may request that the Mayor ask for his or her that
member’s resignation. To be excused, members must inform the Auburn Tourism
Board’s secretary or the Tourism Coordinator in advance of the meeting date if they
cannot attend a scheduled meeting.
ATB – Rules of Procedure
X. VOTING:
A. Any member, including the Chair, not voting or not voting in an audible voice shall be
recorded as voting not in favor ofagainst the motion. Motions shall be made in the
affirmative, i.e., “move to approve…” instead of “move to deny.”
B. The Chair, Secretary, or upon request from a Board member, may take a roll call vote.
C. It is the responsibility of each member of the Auburn Tourism Board to vote when
requested on a matter before the full Board. However, a member may abstain from
discussion and voting on a question because of a stated conflict of interest or appearance
of fairness.
D. If any member of the Auburn Tourism Board wishes to abstain, from a vote on the
motion, that member shall so advise the Chair and, if there is no
objection to the abstention, shall remove and absent
himself/herselfthemself from the deliberations and
considerations of the motion, and shall have no further
participation in the matter. Such advice shall be given The
member shall advise the chair of the possible conflict prior
to before there is any discussion or participation vote on
the subject matter or as soon thereafter as the member
identifies perceives a need to abstain. , provided that,
prior to the time that a member gives advice of an intent
to abstain from an issue, theAny member shall may confer
with the City Attorney to determine if the basis for the
member's intended needs to abstainention conforms to the
requirements hereofbecause of a conflict of interest. . If the
intended abstention can be anticipated in advance, the conference with the City Attorney
should occur prior to the meeting at which the subject matter would be coming before
the Auburn Tourism Board. If that cannot be done, the member should advise the Chair
that he/she has an "abstention question" that he/she would want to review with the City
Attorney, in which case, a brief recess would be afforded the member for that purpose
before proceeding further.
E. If a tie vote exists, after recording the Chair's vote, the motion fails. However, a motion
for denial that fails on a tie vote shall not be considered an approval.
ATB – Rules of Procedure
XI. CONFLICT OF INTEREST:
A. Any conflict of interest is subject to the City Ethics Code Chapter 2.92 RCW
XII. AMENDMENT:
The Rules of Procedure may be amended at any regular meeting of the Board by a
majority vote of the entire membership. The proposed amendment should shall be
presented in writing at a preceding least one regular meeting before the change is voted
on.
atWASHINGTON
PRIME GROUP
THE OUTLET COLLECTION |
SEATTLE
3 ON 3 SLICK WATTS CLASSIC
August 17-18, 2019
2
ACTIVATIONS
The 3 on 3 games were the true highlight of this event. We had 20 active
courts with games running from 11am –4pm. We also had vendors and
other activities for the kids and families.
MUSIC
Our DJ provided music, vendor shout outs, schedule announcements,
winner announcements and play-by-play of our contests and elite games.
GAMES/ENTERTAINMENT/ACTIVITIES
Our KidX zone was a huge hit. We had 2 bounce houses, games from
Dave & Busters, chalk, giant Jenga, checkers, bubbles and hula hoops!
We also held a 3-pt contests with winners from 4 different age groups.
RETAILER PARTICIPATION
2 of our retailers participated. Dairy Queen/Orange Julius was very
successful, selling smoothies throughout the event. Anther one of our
tenants, Left Coast Streetwear printed the shirts for the event and set up a
10x20 to sell their branded products. Another vendor, Family clothing, has
been so successful at our events that Specialty Leasing is working with
them to have a space in our center for the holidays.
VENDOR PARTICIPATION
We had 3 additional outside food and snack vendors. All were very
successful and focused on summer treats! We also had sponsors
participating, including RedLine Recreational Toys (who has a signed
agreement to participate in multiple events with us), Clarion Hotel, Valley
GMC, Doxon Toyota, US Coast Guard and Kombuchaluv.
4
FEEDBACK
GUESTS
Feedback from guests and players was very
positive, and included comments regarding
organization, communication and overall
layout!
TENANTS/VENDOR
All of our tenants and vendors at the event
were very happy with their sales and traffic.
Some specific information about the
weekend from our inline retailers is below:
Wilson’s Leather
SAT: Sales +147% over LY
SUN: Sales +81% over LY
Bath & Body Works
Sales +24% over LY
Carters
Sales +95% over LY
Rue21
SAT: Sales +134 over LY
SUN: Sales +96.8% over LY
Vans
Sales +32% over LY
Columbia
SAT: Traffic +14% over LY
SUN: Traffic +27% over LY
(Sales level)
Aeropostale
Sales +12% over previous weekend
PROPERTY TEAM
Overall the event ran incredibly smooth. The
set up and tear down was all very efficient.
We may want to look into purchasing the
hoops in future years. We will also look into
securing local contractors instead of flying a
team in.
atWASHINGTON
PRIME GROUP
THE OUTLET COLLECTION |
SEATTLE
3 ON 3 SLICK WATTS CLASSIC
August 17-18, 2019
2
ACTIVATIONS
The 3 on 3 games were the true highlight of this event. We had 20 active
courts with games running from 11am –4pm. We also had vendors and
other activities for the kids and families.
MUSIC
Our DJ provided music, vendor shout outs, schedule announcements,
winner announcements and play-by-play of our contests and elite games.
GAMES/ENTERTAINMENT/ACTIVITIES
Our KidX zone was a huge hit. We had 2 bounce houses, games from
Dave & Busters, chalk, giant Jenga, checkers, bubbles and hula hoops!
We also held a 3-pt contests with winners from 4 different age groups.
RETAILER PARTICIPATION
2 of our retailers participated. Dairy Queen/Orange Julius was very
successful, selling smoothies throughout the event. Anther one of our
tenants, Left Coast Streetwear printed the shirts for the event and set up a
10x20 to sell their branded products. Another vendor, Family clothing, has
been so successful at our events that Specialty Leasing is working with
them to have a space in our center for the holidays.
VENDOR PARTICIPATION
We had 3 additional outside food and snack vendors. All were very
successful and focused on summer treats! We also had sponsors
participating, including RedLine Recreational Toys (who has a signed
agreement to participate in multiple events with us), Clarion Hotel, Valley
GMC, Doxon Toyota, US Coast Guard and Kombuchaluv.
4
FEEDBACK
GUESTS
Feedback from guests and players was very
positive, and included comments regarding
organization, communication and overall
layout!
TENANTS/VENDOR
All of our tenants and vendors at the event
were very happy with their sales and traffic.
Some specific information about the
weekend from our inline retailers is below:
Wilson’s Leather
SAT: Sales +147% over LY
SUN: Sales +81% over LY
Bath & Body Works
Sales +24% over LY
Carters
Sales +95% over LY
Rue21
SAT: Sales +134 over LY
SUN: Sales +96.8% over LY
Vans
Sales +32% over LY
Columbia
SAT: Traffic +14% over LY
SUN: Traffic +27% over LY
(Sales level)
Aeropostale
Sales +12% over previous weekend
PROPERTY TEAM
Overall the event ran incredibly smooth. The
set up and tear down was all very efficient.
We may want to look into purchasing the
hoops in future years. We will also look into
securing local contractors instead of flying a
team in.
GRAPEVINE
AUBURN
FIELDHOUSE
10.5: Years 1st location, Frisco Fieldhouse, has been open. Auburn plans to open early 2020
14: Years in business. FHUSA was founded by current Partners Gary Oliver and Terry Casey in 2005
42: States represented from TEAMS participating in FHUSA events/tournaments in 2019
Auburn Programs: Hard Court: 8 hardwood courts designated for event, tournament, club and league play in volleyball, basketball, wrestling, pickleball and badminton
Fitness Quest: more than 24,000 square feet designated for health, wellness and fitness
Airhouse Adventure: more than 30,000 square feet designated for family adventure including zip line, ropes course, climbing, trampoline & flip zone
Pickleball: 12 pickle ball courts designated for teams, leagues, events and tournaments
Kid Strong: Fieldhouse child development program
Kraken Volleyball: leading volleyball club in the Auburn area and Fieldhouse provider for volleyball
Jason Terry: Seattle native and former NBA player will be hosting Auburn basketball clinics
Chaos Baseball: group will be utilizing the turf in the fitness area for skills and drills
Auburn Youth Football League: group will be utilizing the turf in the fitness area for skills and drills
Freedom Martial Arts: will be hosting FMA program in facility
Friends of Hoop: will be hosting events and tournaments in the Auburn facility
Nike EYBL: will host an EYBL event in the Auburn facility
Northwest Volleyball Foundation: will be hosting events and tournaments in the Auburn facility
Northwest All-Stars: will be hosting events and tournaments in the Auburn facility
Premier Basketball: our partner in all FH facilities will also be hosting events and tournaments in Auburn facility
Primetime Basketball: our partner in all FH facilities will also be hosting events and tournaments in Auburn facility
40: Projected number of events/tournaments in Auburn annually
Successful Model: FHUSA staff, organization, experience and support helps create operational success with expertise in the 4 P’s: People, Processes,Procedures and
Programs. FHUSA has a 14 year sports facility operational background in scheduling and running events, incorporating community centered programming th rough league
play, partnering with corporate sales sponsors and creating economic impact for the local and regional communities that help create a better Quality of Life and Experience.
Results & Proven Product: FHUSA is a proven, viable and sustainable model that works and is a project that every COMMUNITY, in which we locate in, is proud to call
their own. Jeff Cheney, current Frisco Mayor, says it best, “I can’t imagine raising my children in Frisco without FieldhouseUSA. I feel like I spend half my life there.”
FIELDHOUSEUSA: AUBURN
GRAPEVINE FIELDHOUSE AUBURN
FITNESS QUEST
AIRHOUSE
ADVENTURE
36
FIELDHOUSE ENTRY
FIELDHOUSE
COURT AREA
FIELDHOUSE
COURT AREA
Grapevine
Mills Parking Lot
Entry
FIELDHOUSE
COURT AREA
PREMIER -PRIMETIME –AAU –NIKE
BAZAAR DODGEBALL
WEB EVENTS
HARD COURT AREA
FIELDHOUSE COURT AREA
Grapevine
Mills Parking Lot
Entry
GRAPEVINE
COURTS 1, 2 & 3
FITNESS QUEST
PREMIER -PRIMETIME –AAU –NIKE
BAZAAR DODGEBALL
WEB EVENTS
PROGRAMMING SPACE
The FieldhouseUSA EXPERIENCE
FITNESS QUEST
BASKETBALL
BIRTHDAYS
BASEBALL
PHYSICAL
THERAPY
ELITE
TRAINING
PICKLEBALL
PREMIER -PRIMETIME –AAU –NIKE
BAZAAR DODGEBALL
WEB EVENTS
GYMNASTICS
The FieldhouseUSA EXPERIENCE
KIDS STRONG
36
FIELDHOUSE ENTRY
AIRHOUSE
ADVENTURE
16
FIELDHOUSEUSA!
ADVENTURE PARK
36
FIELDHOUSE ENTRYKIDS FLIP ZONE
18
FIELDHOUSEUSA!