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HomeMy WebLinkAbout10-17-2019 Agenda Packet Auburn Tourism Board Meeting Thursday, October 17, 2019 10:00 -11:30AM COUNCIL CHAMBERS AGENDA I. CALL TO ORDER (5 Minutes) Roll Call II. APPROVE September 19th MEETING MINUTES (5 Minutes) III. GUEST ATTENDEE (10 Minutes) Steve Gross, City Attorney on Tourism Ordinance Nicole Ramos – Catering Director Muckleshoot Casino IV. OLD/ONGOING BUSINESS (10 Minutes) 1) Tourism Updates (Hotels, Membership…) i. Tourism Coordinator update ii. Seattle Sports Commission update iii. Rules of Procedure iv. AAFF 1. Film submission cutoff date 10/31 2. Timeline & Directors 3. Draft Budget v. Tourism Summit – End February / Golf Course vi. Spotlight Ad – concepts to ATB in November vii. Explore Auburn MICE Site – Lanyon/CVent (RFP Sites) 1. RFP Procedure viii. September Financials – not available yet 2) 2019 Marketing Plan Monthly Update i. No Updates V. NEW BUSINESS (10 Minutes) 1) Chamber Tourism Directories 2) Window Dressing at TOC 3) Rules & Procedures Update Discussion 4) 2020 Strategic Plan discussion (60 Minutes) VI. NEXT MEETING  Next ATB Meeting: Thursday, November 14th 10AM in Council Chambers last one in 2019 VII. AROUND THE TABLE (5 Minutes) 1) ATB Member initiatives & results 2) Partnerships between Tourism Businesses in Auburn VIII. ADJOURNMENT Auburn Tourism Board Meeting Thursday, October 17, 2019 10:00 -11:30AM COUNCIL CHAMBERS AGENDA I. CALL TO ORDER (5 Minutes) Roll Call II. APPROVE September 19th MEETING MINUTES (5 Minutes) III. GUEST ATTENDEE (10 Minutes) Steve Gross, City Attorney on Tourism Ordinance Nicole Ramos – Catering Director Muckleshoot Casino IV. OLD/ONGOING BUSINESS (10 Minutes) 1) Tourism Updates (Hotels, Membership…) i. Tourism Coordinator update ii. Seattle Sports Commission update iii. Rules of Procedure iv. AAFF 1. Film submission cutoff date 10/31 2. Timeline & Directors 3. Draft Budget v. Tourism Summit – End February / Golf Course vi. Spotlight Ad – concepts to ATB in November vii. Explore Auburn MICE Site – Lanyon/CVent (RFP Sites) 1. RFP Procedure viii. September Financials – not available yet 2) 2019 Marketing Plan Monthly Update i. No Updates V. NEW BUSINESS (10 Minutes) 1) Chamber Tourism Directories 2) Window Dressing at TOC 3) Rules & Procedures Update Discussion 4) 2020 Strategic Plan discussion (60 Minutes) VI. NEXT MEETING  Next ATB Meeting: Thursday, November 14th 10AM in Council Chambers last one in 2019 VII. AROUND THE TABLE (5 Minutes) 1) ATB Member initiatives & results 2) Partnerships between Tourism Businesses in Auburn VIII. ADJOURNMENT TOURISM MARKETING CALENDAR 2019 MONTH FOCUS FOCUS2 FOCUS3 MOR FOCUS4 MORE3 FOCUS5 FOCUS6 MORE2 FOCUS7 JANUARY AAFF 2019 AUBURN REPORTER RESIDENT GUIDE FEBURARY MARCH ACTIVE AMERICA CHINA GRC WEDDING & EVENTS ACTIVE AMERICA CHINA AUBURN MAGAZINE APRIL SHCA; SUMMER FUN; SPOTLIGHT AD @ SEA- TAC MAY SPOTLIGHT PETPALOOZA JUNE SPOTLIGHT Korean American Sports Festival AUBURN MAGAZINE JULY CONCERT SHUTTLE COAST INTO SUMMER VISIT USA (OZ) FARMER'S MARKET SUMMER POSTER AUGUST FOOTBALL FAN PROMO COAST INTO SUMMER NEW TEACHERS - ASD GRC INT"L STUDENT ORIENTATION AUBURN FEST CHAMBER NEW TEACHER ORIENTATION SEPTEMBER FOOTBALL FAN PROMO AAFF US CHINA TOURISM LEADERSHIP SUMMIT? US CHINA TOURISM LEADERSHIP SUMMIT SEATTLE PARROT EXPO HOPS N' CROPS AUBURN MAGAZINE/ AUTUMN POSTER OCTOBER FOOTBALL FAN PROMO HOLIDAYS/AAF F FIELDHOUSE USA LA SALES BLITZ? AUBURN TOURISM SUMMIT NOVEMBER FOOTBALL FAN PROMO HOLIDAYS/AAF F VETERANS DAY PARADE WINTER POSTER DECEMBER AAFF 2020 JANUARY 2020 AAFF 2020 AUBURN MAGAZINE HOTEL PACKAGES SEASONAL ACTIVITIES COA/OTHER FIT NEW ASSETS MICE NT'L. TOURIS COMMUNITY GRANTS 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; Edgar Vidal; Malia Dale, Kacie Bray, Julie Kruger; Lacey Katz c. Board Members Excused Absence: Vice Chair Rachael McAlister; Phil Hernandez d. Staff Present: Tanya Carter, Economic Development Officer. II. APPROVE August MEETING MINUTES I. Board Member Lacey Katz motioned to approve the July meeting minutes. Board Member Dale seconded the motion. III. GUEST ATTENDEE a. Officer Carter indicated City Attorney Steve Gross will attend next meeting but that Assistant Attorney Ruth was available to answer any questions on further agenda items. IV. OLD/ONGOING BUSINESS a. Tourism Updates (Hotels, Membership…) i. Member Katz summarized the 3 on 3 tournament – in pictures and indicated $10k was raised for Slick Watts Foundation. ii. Also on the latest Fieldhouse developments - she provided renderings, pictures & details on the interior & types of courts as well as projected opening is now 4/2020. iii. Officer Carter updated that 2nd round interviews were imminent for a new Tourism Coordinator candidate. Chair Roberts asked if the Board would be consulted. Officer Carter indicated Officer McAllister was on the panel in the 1st round. iv. Officer Roberts gave a hotel visit summary & findings he and Officer Carter had. Officer Roberts indicated many of our hotels would like to get more involved. He also indicated there is an opportunity to engage hotels more with the ATB. He also indicated more support in shoulder season is needed and that Fieldhouse will be very welcome to fill hotels. v. Officer Roberts brought up that the minutes from August were incomplete on the Seattle Sports Commission in that the Board voted for Officer Carter to represent Auburn on the SSC but the minutes didn’t reflect that. Officer Bray also questioned the missing information. Officer Carter indicated the recommendation was passed onto the decision makers and the decision was made in another direction at the City level. Officer Bray questioned If that meant the Board recommendations were able to be vetoed in the By- Auburn Tourism Board Meeting Thursday, September 19, 2019 Council Chambers MINUTES Laws. Assistant Attorney Ruth indicated that Board votes are advisory only. Officer Carter indicated that she recalled the request was not made verbally. Officer Roberts then asked that in the next meeting 2 items be discussed: why a different decision was made on who should represent Auburn at the SSC & if, based on the different decision, the Board could recommend differently on spending the money to join. Assistant Attorney Ruth recommended that the request for clarification on why Board wishes weren’t acted on were made & what was actually said in the meeting minutes. Officer Carter indicated she would review the clip in the minutes from the SSC and provide at the next meeting or in an email as well. Officer Bray requested that the SSC issue be reviewed at the next meeting. Officer Carter finally provided a brief summary of what happened at the SSC meeting that Officer Lein attended in September. vi. July financials were provided by Officer Carter. Officer Carter and Officer Roberts also clarified that the budget & allocation overview are being revamped to be more transparent & more actual to assist the Board in planning & decision making. b. 2019 Marketing Plan Monthly Update i. Officer Carter provided an update in general on current projects. Officer Vidal provided an Auburn- Emerald Downs partnership update & indicated the promotion was going well. Officer Bray suggested bringing Coasters to 3 No Networking events for businesses to take. Officer Carter suggested that the Concierge Directories may need more investigation on whether they are still effective at hotels. She indicated that there are a lot of different collateral that contain the same information & Tourism is looking at better ways of streamlining. Officer Bray indicated that the Chamber has a Tourism Directory that could be a better solution to hotels. Officer Carter suggested an offline discussion & then bringing it back to the board. Officer Dale indicated Concierge directories don’t get used but the Maps do. ii. Officer Carter indicated an AAFF update could happen next meeting or via email update due to Officer Lein not being present & him having managed the Film Festival Director hire. Officer Carter shared that there are about 60-70 films already submitted. Officer Roberts indicated concern for the Festival timeline since there isn’t a Director yet. Officer Bray reminded the group that there were timeline deliverables for the Festival that had already been passed. Both Officers reiterated frustration with late timing of Festival start & asked for information on why the delay? Officer Carter indicated it was due to no Director being hired but that Officer Lein was managing it so she didn’t have any further details. Officer Roberts suggested to table the Festival until next year. Officer Bray asked Officer Krueger her opinion as being an event expert. She indicated it was extremely late & suggested retooling it to just 1 day due to the delay. She also mentioned that 1 day would prevent a lot of hotel stay nights. Officer Roberts , Bray & Krueger said obtaining sponsors this late isn’t possible. Officer Carter offered to get an update from Officer Lein & communicate the ATB concerns to him asap. Officers Bray, Roberts & Krueger indicated that it wasn’t an issue they felt was with Officer Carter, but with upper management. Officer Roberts questioned if obtaining a license with the new Director was an issue or if the contracting process was slow. Officer Krueger said a Professional Services contract was easy to execute. Officer Roberts expressed empathy with the film producers that no information was getting to them about their submissions. Officer Bray asked if the Board said they didn’t want dollars allocated, if LTAC would need to be communicated with. Officer Roberts indicated that not using funds that LTAC had approved wasn’t necessary. Officer Katz requested a response from Officer Lein in writing to receive an update. Officer Carter indicated a special meeting could also be called & the Board asked Officer Ruth who said it is possible to call the meeting according to the rules. Officer Roberts & Krueger said the Film director should be asked if a revised timeline could be provided. Officer Bray said it didn’t matter since Officer Lein doesn’t heed recommendations of the Board. Officer Krueger requested to know what the film submission deadline is. Officer Bray & Roberts said the whole situation feels bad since they recommend how to handle & it doesn’t happen. iii. Officer Katz asked what the Tourism Summit situation is. Officer Carter indicated that Officer Lein pushed it out to Q1 2020. She indicated it would allow for a better presentation of what the 2020 plan is. Officer Katz asked to push to February due to holidays. Officer Bray suggested and February after the Film festival. iv. Spotlight Ad drafts will be presented to the Board next meeting per Officer Carter. She indicated the City is working to define what Authentic Auburn means which would be the basis of the campaign. v. The Explore Auburn website does have a MICE page that is now complete – however Officer Carter indicated that a further discussion is needed internal at the City to determine RFP process when requests are made of event planners. She indicated she would discuss with Officer Lein. Officer Dale commented the RFP should be structured in a way that the Tourism Coordinator should send the RFP out to the vendors. Officer Carter asked If anyone had RFP reference sites – Officer Dale confirmed Cvent & Lanyon were standards to review. V. NEW BUSINESS a. Officer Katz asked when she could make a new tourism project suggestion. Officer Ruth indicated it should be in new business. Officer Carter suggested to get the overall strategy confirmed and then introduce new ideas. Officer Roberts suggested that Officer Bray present which was agreed on. She passed a picture around of a window display in a vacant storefront in the Outlet Collection. Officer Bray also indicated the Sound Transit plaza could be used. Officer Roberts confirmed we should put it on the agenda for next meeting. b. Officer Carter indicated the 2020 strategic plan needs to be developed. She showed a copy of the 2019 word document plan. She suggested to start planning at the next ATB meeting & add another 90 minutes to discuss. Officer Bray indicated she can’t attend but its fine to move ahead. Officer Roberts, Katz & Krueger confirmed interest & Officer Carter confirmed there would likely be more meetings & this was just the opening discussion. Officer Bray indicated it may be difficult due to staff not being hired yet & not having metrics. Officer Carter indicated the first meeting would be used for starting the discussion. Officer Krueger indicated lining up the strategies/budget initially is very needed. c. Officer Carter presented 2 documents on the Rules of Procedure (current document & proposed new line item). She indicated the only proposed change was related to the hotels & tourism assets wanting to get more involved. She asked City Attorney how to do this & he said the best way would be to add point #9 which states the public can attend meetings & allow time for public comment – after item discussion by the board but before a vote takes place. She suggested to review & vote at next meeting. Office Katz & Krueger like the idea. Officer Bray indicated a consideration should be made that the ATB is just advisory so if a comment was made by the public & not moved on, it could be viewed negatively by the public since the ATB doesn’t have ultimate decision making on the issues discussed. Officer Krueger indicated that the goal of the Rules change was to get more tourism involvement which was important & Office Katz agreed. Office Roberts indicated that historically there were more hotels involved & that’s the underlying desire. Officer Roberts confirmed the Board will table until next meeting. VI. NEXT MEETING a. Next ATB Meeting: Thursday, October 17th at 10AM in Council Chambers VII. AROUND THE TABLE VIII. ADJOURNMENT – Chair Roberts adjourned the meeting at 11:28am & Officer Katz seconded. ________________________________ ____________________________________ RON ROBERTS, CHAIR TANYA CARTER, ECONOMIC DEVELOPMENT OFFICER E:\Economic Development\Tourism\Business Plans\Business Plan 2019\2019 Tourism Business Plan.docx 2019 Business Plan and Auburn Tourism Priorities Goal #1 Develop Tourism Demand Generators Meetings and Events  Participate in strategically selected tradeshows  Develop Online Resources on Explore Auburn website  Collaborate with Green River College Wedding & Events Show – March 2, 2019 Growing International Tourists  Green River College Student Orientation Collaboration  Develop Relationships with Receptive Tour Operators: MAYI  Learn More about origin of Outlet Collection Bus Tours  Korean American Sport Festival June 2019  US/China Travel Leaders Symposium: September 2019  Additional Visit Seattle Opportunities (i.e. Travel Trade Shows; Access to Data on Travel Trends Increase Hotel Bookings During Shoulder Season  Stay & Play Packages and Promotions  Continue with White River Amphitheater Concert Season Shuttle Service 2020 Auburn Adventure Film Festival  Select dates that would most likely draw visitors to Auburn.  Grow reach and audience of filmgoers.  Partner with hotels for room packages and hosts of events. Goal #2 Cross Promotional Collaborations Potential Opportunities  The Outlet Collection  Emerald Downs  Kiosks to Generate Awareness of Tourism Assets  BIA Map Reprint Collaboration  Auburn Adventure Film Festival Goal #3 Improve/Enhance Visitor Experience Improve Accessibility to Tourism Assets  Promote Emerald Downs Summer Shuttle  Kiosks to Generate Awareness of Tourism Assets  Continue with White River Amphitheater Concert Season Shuttle Service  Wayfinding Signage  Tourism Spot Identifiers  Gift Cards/Hotel Package Promotions  Muckleshoot Entertainment  Possible Crystal Mountain packages & Promotions Create Welcoming Ambiance Towards International Visitors  Collateral printed in multi-languages  Explore service oriented amenities with hotels towards target markets. Goal #4 Strategic Spending of Limited Marketing Dollars Use of Marketing Dollars  Advance from Generating Awareness to Actual Booking Conversions  Focus Marketing Dollars on Planning/ Booking Stage  Shift to Creative Generated in House, Media Buy Company rather than Full Service Agency  Learn More About Changing Algorithms and Trends on Social Media Goal #5 Strengthen Regional Tourism Partnerships Local Partnerships  Auburn Area Chamber of Commerce  Auburn Downtown Association  BIA Rate Payer Board  Green River College Regional Partnerships  Visit Seattle  Washington Tourism Alliance  Port of Seattle  Explore Possibilities with Seattle Southside Regional Tourism Authority  Explore TPA Possibility with Federal Way National Partnerships  Brand USA Goal #6 Study Travel Trends with Current Data Local Partnerships  Hotel Capacity Study  TPA Study  Visit Seattle  Washington Tourism Alliance Goal #7 Develop Tourism Assets Provide More Reasons for Visitors to Come to Auburn  Beautification via Murals  Other Legacy Events 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. 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. 2019 Budgeted NOTES Revenues: Marketing Fund $35,000 additional $13k per Doug Lein 9/27/19 Ticket Sales $0 Sponsorships $0 Submission Fees $700 Total Revenues $35,700 Expenditures: Festival Director $10,400 Theatre Rental $710 Janitorial Services $390 Sound & Light Tech: $27/hr. based on 31 hours $2,440 Festival Website $1,050 Laynards $68 Banner $1,479 dbl sided banner, main street jan 14-28, 2019, WE R BOOKED 2/10 - 2/24 2020 Legal Services Trademark $1,104.50 Film Festival Trademark Poster Distribution $344 Subtotal $17,986 2 marketing target audiences/campaigns: 1) Film Makers 2) Film Watchers If we want x film makers - whats the conversion rate we need if we want x audience, whats the conversion rate we need. NO IMPRESSIONS! - We need ticket sales - so actual conversions Also - we want 1 Gala after party, 1 Saturday night party…need to budget Draft AAFF 2020 BUDGET 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 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 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 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. Page 3 of 3 Updated 9/12/19 Project Deadline Liaison Contact Details Where Left Off Next Steps Follow Up Tourism Projects & Initiatives 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 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 Transcript of Minute 26:32 from September 19 ATB Meeting  Officer Carter: Does the Board want us to be on commission at silver level? o Officer McAllister yes o Officer Bray: yes  Officer Roberts: Who can represent at commission? o note: Officer Roberts question was answered in subsequent mail to ATB. There are a commissioner & deputy appointed to represent.  Officer Roberts: we should appoint someone to go till we have new coordinator. "she" is well versed and "she" knows.  Officer Roberts: Can we roll this into a motion?  Officer Roberts: she'd need to talk to her manager but "we'd like her"  Officer Bray motioned that we join so we can be represented & that it be TC be it.  Officer McAllister seconded