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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!