Loading...
HomeMy WebLinkAboutResolution 24-097-CCGRANT COUNTY COMMISSIONERS AGENDA MEETING REQUEST FORM (Must be submitted to the Clerk of the Board by 12:00pm on Thursday) REQUESTING DEPARTMENT: BOCC REQUEST SUBMITTED BY: CEMANELL CONTACT PERSON ATTENDING ROUNDTABLE: CEMANELL CONFIDENTIAL INFORMATION: DYES ®NO DATE: 1 0/02/2024 PHONE: 2g31 log 9W 12VIES ❑Agreement / Contract ❑AP Vouchers ❑Appointment / Reappointment ❑ARPA Relat ed ❑ Bids / RFPs / Quotes Award ❑ Bid Opening Scheduled ❑ Boards / Committees ❑ Budget ❑Computer Related ❑County Code ❑Emergency Purchase El Employee Rel. ❑ Facilities Related ❑ Financial ❑ Funds ❑ Hearing ❑ Invoices / Purchase Orders []Grants — Fed/State/County ❑ Leases ❑ MOA / MOU ❑ Minutes ❑ Ordinances ❑ Out of State Travel ❑ Petty Cash ❑ Policies ❑ Proclamations ❑ Request for Purchase © Resolution *Recommendation ❑ Professional Serv/Consultant ❑ Support Letter ❑ Surplus Re . q ❑Tax Levies []Thank You's ❑Tax Title Property ❑WSLCB 1;i1jC2j_:" 1:-4 !JET Ttel,9 m mvk� UA 1, s ST, I Mmyj m#v- 3.1 Resolution to amend Resolution 89-93-CC to clarifythe roles and responsibilities of the Grant County Tourism Commission. This will designate Tourism to be an ' g advisory only Committee and change the name to "The Grant CountyTourism Advisory Committee". If necessary, was this document reviewed by accounting? ❑ YES ❑ NO ® N/A If necessary, was this document reviewed by legal? © YES ❑ NO ❑ N/A DATE OF ACTION: � . � � I � DEFERRED OR CONTINUED TO: WITHDRAWN: APPROVE: DENIED ABSTAIN D1: D2: D3: 4/2 3/24 BOARD OF COUNTY COMMISSIONERS Grant County, Washington RESOLUTION TO AMEND RESOLUTION Nov 24- 00/1, -CC RESOLUTION 89-93-CC TO CLARIFY THE ROLES AND RESPONSIBILITIES OF THE GRANT COUNTY TOURISM COMMISSION WHEREAS, On October 2, 1989, the Grant County Board of Commissioners (Board) passed Resolution 89-93-CC establishing the Grant County Tourism Commission (Tourism); and WHEREAS, this Resolution was amended on March 11, 1991 via Resolution No. 91-28- CC, to change the rules of procedure regarding appointments to include three (3) members from each of the County Commissioner's Districts, and eliminate the at large position; and WHEREAS, Resolution No. 89-93 -CC does not explicitly designate Tourism to be an Advisory or Action Commission; and WHEREAS, Tourism, according to the Rules of Procedure attached to Resolution No. 89-93-CC, "shall advise the Board regarding tourism programs for the county"; and WHEREAS, The Board has the authority to establish and/or alter the Tourism Rules of Procedure by Resolution as needed; and WHEREAS, The Board desires to clarify the roles and responsibilities of Tourism; and WHEREAS, The Board desires to change the name of the Tourism Commission to reflect these roles and responsibilities. https:llgrantcountywa-my.sharepoint.comlpersonallcemancll_grantcountywa_govIDocumentsIDesktoplHomeworkITourism—Establishment-09-16-2024.docx NOW, THEREFORE, BE IT HEREBY RESOLVEDTHAT the Grant Coun ty Board of Commissioners do amend Resolution 89-93-CC to state that the Grant Co unty Tourism Commission is designated an Advisory Committee, to make recommendatio ns to the Board for consideration on topics relating to tourism promotion in Grant Count Wa shington. ashington. BE IT FURTHER RESOLVED THAT the Grant County Board of Commissioners hereby rescind the Rules of Procedure attached to Resolution 89-93-CC, adopt the Bylaws attached hereto. BE IT FURTHER RESOLVED THAT the Grant CountyBoard of Commissioners stoners acknowledge the new name of the committee "The Grant Count Tourism Advisory Committee". y ry DATED this day o 2024. BOARD OF COUNTY COMMISSIONERS GRANT COUNTY WASHINGTON Yea Nay Absta� � m y C rter, Cair ATTEST: Barbara J. Vasquez, CMC Clerk of the Board Danny 7-Stone, Vice-Cha-k,,, f Rob done , ber https://arantcountywa-my.sharepoint.com/personal/cemanell Grant County TourismAdvisory Committee Bylaws Last Edited: September, 2024 ARTICLE I — ESTABLISHMMENT 1) Introduction: The Grant County Board of Commissioners (hereinafter referred to as the Board) has a great interest in informing others of the many tourist attractions in Grant County. The Board relies on the expertise of the Grant County Tourism Advisory Committee (hereinafter referred to as the Committee) to inform and recommend ideas and plans for the promotion of tourism in Grant County. The Board appreciates the insight that the Committee gives and will show respect to the Committee's recommendations when reviewing them for approval. 2) Name: The Grant County Tourism Advisory Committee was established by the Board in 1989 by Resolution 89-93-CC. The Committee is duly appointed by the Board. The official name of the Committee shall be "The Grant County Tourism Advisory Committee". 3) Authority: The Board has determined that the Committee shall serve as an advisory committee not a policy committee; therefore, it can make recommendations but not set The Committee has t policy. he ability to: a. Serve in an advisory capacity for the Board. b. Make recommendations on matters pertaining to tourism marketinginitiatives tourism projects, p � ts, and long-range plans for the tourism industry in Grant County, c. Investigate, research, and report on the feasibility of adoption or implementation of ideas and initiatives to further the County's tourism efforts and increase tax revenues and visitation numbers, d. Create and submit an application every calendar year for grant funds awarded by Lodging the Lod 'n Tax Advisory Committee; and e. Present advice and recommendations for the use of grant funds that have been awarded by the Lodging Tax Advisory Committee. 4) Ditties: The Committee's duties are to organize, plan and present advice to the Board regarding tourism g g promotion strategies for all of Grant County, Washington. This shall be accomplishedby presenting in an advisory capacity to the Board: p g a. Aprepared tourism advertising budget and the planned expenditure of any monies related to tourism, b. A tourism promotion strategy and the planning of an annual Grant County marketingcampaign, c. Recommendations to promote all Grant County o p ty caned and operated facilities as they relate to tourism, d. Recommendations for producing and distributingtourism/visitor information, rmatlon, and e. Recommendations for coordinating with other public and private organizations related to tourism/recreation promotion. Grant County Tourism Advisory Committee Bylaws September, 2024 ARTICLE II — MEMBERSHI]P 1) Membership and Composition: The Committee shall be made up of a total of nine (9) members appointed by the Board. Each of the three (3) County Commissioner districts will be represented by three (3) Tourism Committee members, totaling nine. 2) Appointment: The Committee members are appointedto a three (3) year term by the Board. Committee members maybe reappointed by the Board for additional terms. The Tourism Advisory Committee does not have a term limit; however, Committee members who wish to be reappointed will be required to re- apply after two (2) terms. The terms for the Committee will begin on January 1 of the year of appointment to December 31, three (3) years later. 3) Vacancy: Upon vacancy by resignation, death or other cause, the Committee may provide to the Board recommended individuals to fill the vacancy from said district for the unexpired portion of the term. After completion of the unexpired portion of the vacancy, Committee members will be considered for reappointment for a standard three-year term and must reapply after two (2) full terms as per Article II(2). a. Member Recommendations: It is the responsibility of the appointed Committee members to assist in the search for new members to fill vacancies. 4) Requirements: All Committee members shall meet the following requirements to be appointed to serve: a. Members shall reside in Grant County, b. Members shall reside in the perspective district in wrepresent, they re resent c. Members shall desire to serve as volunteers without compensation, i. Members that live outside of the County Seat, where meetings are held, will be reimbursed mileage, d. Members shall attend at least 75% of scheduled meetings, e. Members shall be appointed by the Board, f. Members shall serve at the pleasure of the Board. 5) Officers of the Committee: The officers of the Committee shall consist of a Chair, Vice -Chair and Clerk, and such other officers as the Committee may, by majority vote, approve and request for appointment by the Board. a. The Chair and Vice -Chair shall be elected by the Committee at the first meetingof the year and shall serve a one (1) year term by majority vote of the Committee members. No member may serve more than two (2) consecutive terms in the same office. Y b. The Chair shall preside over the meetings of the Committee and exercise all the powers usu ally ually incident to the office; retaining however, to themself as a member of the Committee the full rig ht to have their own vote recorded in all deliberations of the Committee. c. The Vice -Chair shall, in the absence of the Chair, perform the duties of the Chair and other duties as assigned by the Committee. i. In the absence of the Chair and Vice -Chair, the members may elect for the P Y meeting a temporary Chair who shall have full powers of the Chair during their absence. Page of Grant County Tourism Advisory Committee Bylaws September, 2024 d. The Board shall assign a Grant County Commissioner's Office staff member as the Clerk of the Committee, who is not a member of the Committee. The Clerk shall be responsible for: maintaining all Committee records; the recording of meeting minutes, which shall be sent to every Board member after each meeting; notification to the public of Committee meetings; s• and publication of agendas and meeting minutes to the Grant County website to be available to the public. . ARTICLE III — MEETING PROCEDURE 1) .Attendance: Due to the time -sensitive nature of tourism and marketing, it is extremelyimportant to have p a quorum of the Committee in attendance at the monthly meetings to conduct business. It is also imperative to have a complete Committee to ensure the effectiveness of the tourism ro am and business operations. P � a. Requirementsfor attendance: i. Committee members shall attend at least 75% (9) meetings annually, il. Committee members with more than three (3) excused absences may be recommended for removal from the Committee Chair to the Board. iii. Committee members with more than one (1) unexcused absence may be recommended for removal from the Committee Chair to the Board. iv. To be excused from a meeting, members must contact the Chair or the Clerk at least 24 hours prior. • ExcusedAbsence: Aplanned or emergency absence from a regularly scheduled meeting/event; excused with a telephone call, text or email message to the Chair Vice -Chair or Clerk at least 24 hours prior to the meeting. Members are allowed three (3) excused absences per year. • UnexcusedAbsence: Missing meetings, events or retreats without notification to the Committee. • Failure to meet requirements for attendance above are grounds for removal from the Committee. Emergency situations arise, but should be an exception, not the norm. 2) Quorum: A quorum shall consist of a simple majority of the current total number of assigned voting Committee members. 3) Regular Meetings: The Tourism Advisory Committee meetings shall typicall be held monthly on t Y y he first Wednesday of the month in the Grant County Commissioner's Nearing Room # 101 located at the Grant County Courthouse, 35 C St. NW, Ephrata, WA 98823. An online option will also be made available, with information found in the posted agenda. The Committee shall hold no less than one regular meeting in each month of the year; provided, that if no issues over p � which the Committee Jurisdiction are pending upon its calendar, a meeting may be cancelled by the Chair of the Committee with a majority vote at a prior regular meeting or at a special meeting. a. Special Meetings: Special Meetings maybe called by the Chair as deemed necessary. These meetings may include changing the date, time or location to accommodate the Committee's needs. Special Meetings must be declared at least 24 hours prior to the anticipated meeting. p g Page 3 of 5 Grant County Tourism Advisory Committee Bylaws September, 2024 4) Records anclMinutes: The Clerk of the Committee will prepare minutes of each meeting and distribute to the Committee for review at least five (5) days prior to a regular meeting. The minutes will include a record of the persons present (including names of Committee members, names of staff, and the names of members of the public from whom written or verbal presentations were made) and an accurate representation of the matters discussed; conclusions reached, and copies of all reports received, issued or approved to be recommended to the Board. 5) Conflicts oflnterest: No Committee members shall participate in discussion or vote on a matter in which the member has an actual or apparent conflict of interest. 6) open Meetings: Unless otherwise determined in advance, all Grant CountyTourism Advisory Committee meetings are open to the public but are not subject to the Open Public Meetings Act as an the Committee g � y discussion and decisions reached b y ttee are advisory in nature (Citizens Alliance v San Juan County, 2015). Once an open meeting has begun, it will not be closed for any reason. Members of the public may attend any meeting for any portion, and the Chair will provide a time for public comment. M public may submit comments to the Committ p embers of the ee at any time through online form submission, email, mail, by phone or in person. 7) noting: Voting will only be permitted during open meetings. Votes may only be taken to reach consensus regarding the presentation of recommendations to the Board. Voting to act on behalf of the Board is not permitted. Voting must have a quorum of the Committee for action. Voting via phone or online meeting is only permitted during meeting times with at least one Committee member present in person at the advertised location of the meeting. All voting must be documented by the Clerk of the Committee. a. Tie Vote: The Committee will follow the Robert's Rules of Order, NewlyRevised which "On a tie vote the motion is lost and the states: chair, if a member of the assembly, may vote to make it a tie unless the vote is by ballot. The chair cannot, however, vote twice, first to make a tie and �� then give the casting vote. In case of an appeal, though the question is, Shall the decisio n' of the chair stand as the judgment of the assembly?" a tie vote, even though his vote made g it a tie, sustains the chair, upon the principle that the decision of the chair can be reversed only by a majority, including the chair if a member of the assembly". ARTICLE IV — PARLIAMENTARY AUTHORITY 1) Rides of Order Meetings will generally be conducted an informally, with decision y y s regarding recommendations reached by majority vote. Should it be needed, Robert's Rules of Order N Revised, will be invoked and shall govern Newly g rn the Committee as they are applicable and in which they are consistent with these bylaws and/or Grant County policy or ordinance. ARTICLE V — AMENDMENTS 1) 'Recommendations: Recommendations to amend the bylaws of the Grant County Tourism Advisory Committee maybe submitted at anytime. Recommendations must have a majority vote of the Committee for review by the Grant County Prosecuting Attorneys Office and consideration by the Board for approval. 2) Review: These bylaws will be reviewed at the first meeting of the year or as necessary to adapt to County procedure changes. Bylaw updates require approval from the Board prior to being fully enforceable. Page 4 of 5 Grant County Tourism Advisory Committee Bylaws September, 2024 ARTICLE VI — ADOPTION BYLAWS APPROVAL: Dated this da , L , 2024. 7Attes arbara J. Vasquez, CMC - zz_" . 4 B Clerk of the Board A ttet . Caitlin E. Manell, Tourism Advisory Committee Clerk BOARD OF COUNT COMMISSIONERS � -Gra Cou ty, Washi ton Cindy Carterjuhair Danny E. Sfone, Vice= Rob ' Jotm ember GRANT COUNTY TOURISM ADVISORY COMMITTEE Amanda Laramore air Sf °awn Cardwell, ice -Chair Page 5 of 5 BOARD OF COUNTY COMMISSIONERS GRANT COUNTY, WASHINGTON IN THE MATTER -OF ESTABLISH ING THE GRANT COUNTY TOUR- ISM COMMISSION RESOLUTION NUMBER 89- 93 -CC WHEREAS, Grant County has a great interest in informing, others of the many tourist attractions in Grant County, and WHEREAS, it seems wise to form a group to work specifically on tourism matters, and WHEREAS, such a group also needs rules of procedure in order to function as they should, .NOW THEREFORE BE IT HEREBY RESOLVED THAT THE GRANT COUNTY COMMIS- SIONERS do establish the Grant County Tourism Commission and adopt the rules of procedure attached hereto. DONE THIS Ind DAY OF October ATTEST: qL"z jly- iv rk of the Board Constituting the Board of County Commissioners of Grant County, Washington Rules of Procedure of the 46 frourism Commission of Grant County, Wasbington We, the members of the Tourism Commission Of Grant County, Washington, ngton, duly appointed by the Board of County Commissioners for Grant County, Washington do hereby adopt, publish, and declare the following rules of procedure, I The official name shall be, "The Grant County Tourism Commission". Commission Established: The Tourism Commission for, the county is creat-ed and shall consist of seven '7) Tourism Coinmiss, 011 members. The Board of County Commissioners shall appoint 2 Tourism Commission members from each of their respect-ive dlstricts One Tourism CommiSS ai. 0 1i member shall remain at large; the County Commission shall appoint the member at large. Hereinafter, for for 4L--he purpose of these Rules of Procedure, the Grant County Tourism Comm-lLssion shall be referred as the Commission and the Board of Grant County Commissioners shall be referred as the Board. 2. Membershi]� appointment,-, With the establishment of the Commission, three (3) members shall be appointed for a four (4) year -term, two (2) membEars shall be appointed for a three (3) year term, and two members shall be appointed for a two (2) year term. Upon vacancy by death, resignation, or other cause, the Board member with a Commission member vacancy shall fill -the vacancy by appointing a member -from his district for the unexpired portion of the term. 3. Removal: In the event of a member being absent from 2 5 % yearly scheduled meetings without being excused by the Commission, the Chairman shall, at the discretion of the Commission, request that the Chairman of the Board ask for his/her resignation. A member wishing to be excused from a meeting must notify the Chairperson or secretary of the Commission 24 hours prior to the meeting. The absence shall be announced and the reasons therefore at the time roll call is taken at the meeting and shall be recorded as excused in the minutes of the meeting., 4. Quorum: A 2/3 majority of total Commission membership of 7 members must be present to cOr'stitute a quoruir, for the transaction of all business, Rules of Procedure Page 2 S. Meeting: The officers of the Commission shall consist of a Chairman, Vice Chairman and Secretary'and such other officers as the Commission may by niaJo'r_`Lty vote, approve and appoint'. The Chairperson shall preside over the meetings of the "-Omnlission and exercise all the powers usually incident to the office; retaining however, to his or herself as a member of the Commission, the full right to have his or her own vote recorded in all deliberations of -the Commission. The Vice Chairperson shall, in the absence of the Chairperson from any meeting., perform all the duties incumbent upon the Chairperson. The Chairperson and Vice Chairperson, both being absent, the members present may elect for the meeting a temporary Chairperson who - shall have full. powers of the Chairperson during the absence of the Chairperson and Vice Chairpe.1'son. The Commission shall appoint a secretary who need not be a member of the Commission. The secretary shall record all minutes and have them available to the public. Copies of the minutes 'r:-)hall be sent to every Board member after each meeting. The Coin -mission shall hold not less than one regular meeting in each month of the ye-lar: provided, that if 110 issues over which the Commission jurisdiction are pending upon its calendar, a meeting may be cancelled by the Chairperson of the Commission, The sessions Of -the Corr -Mission shall be open to the public, except during executive sessions. JaIl decisions of the Commission shall be made during public sessions. Due notice of meeting times and date shall be made through the media of Grant County. 6. Duties of the Commission: The, Commission shall advise the Board regarding tourism programs for the county. The Commission shall also make recommendations pertaining to the followin matters: Lg 1. structuring a tour ism Promotion strategy. 2. Preparation of a tourism advertising budget and the expenditure of any monies related to tourism, 3. Development and promotion of all county awned facilities as they relate to tourism. 4. Coordination with other public & private I organizations related to tourism/recreation promotion.