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HomeMy WebLinkAboutAgenda_CVB_02.13.2015Notice of Meeting for the Convention and Visitors Bureau Advisory Board of the City of Georgetown February 13, 2015 at 8:30 AM at Convention and Visitors Bureau Conference Room, 103 W. 7th Street, Georgetown, Texas The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require assistance in participating at a public meeting due to a disability, as defined under the ADA, reasonable assistance, adaptations, or accommodations will be provided upon request. Please contact the City at least four (4) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 113 East 8th Street for additional information; TTY users route through Relay Texas at 711. Welcome/Call to order. Regular Session (This Regular Session may, at any time, be recessed to convene an Executive Session for any purpose authorized by the Open Meetings Act, Texas Government Code 551.) A Discussion and possible action regarding approval of the January 9, 2015 minutes. B Consideration and possible action to approve the amended board bylaws in accordance with the revised Code of Ordinances C Update regarding the Sheraton Georgetown Hotel and Conference Center D Discussion and possible action regarding advertising and media exposure and dates of upcoming events. Adjournment Adjourn. CERTIFICATE OF POSTING I, Jessica Brettle, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the ______ day of __________________, 2015, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. ____________________________________ Jessica Brettle, City Secretary City of Georgetown, Texas Convention and Visitors Bureau February 13, 2015 SUBJECT: Discussion and possible action regarding approval of the January 9, 2015 minutes. ITEM SUMMARY: FINANCIAL IMPACT: N/A SUBMITTED BY: Marcy Renneberg City of Georgetown, Texas Convention and Visitors Bureau February 13, 2015 SUBJECT: Consideration and possible action to approve the amended board bylaws in accordance with the revised Code of Ordinances ITEM SUMMARY: The City Council revised the Code of Ordinances Chapter 2.68 regarding the Convention and Visitor’s Bureau Advisory Board on October 28, 2014. The Board Bylaws are being amended to conform with the revisions made to Chapter 2.68 and are submitted to the Board for review at this time. The Bylaws will be submitted to the City Council for review and approval in February 2015. FINANCIAL IMPACT: N/A SUBMITTED BY: Jackson Daly ATTACHMENTS: Description Type Bylaws Backup Material Ordinance Backup Material Georgetown Convention and Visitor’s Bureau Advisory Board Bylaws Revised May 2011February 2015 Page 1 of 8 CITY OF GEORGETOWN GEORGETOWN CONVENTION AND VISTOR’S BUREAU ADVISORY BOARD BYLAWS ARTICLE I. NAME AND PURPOSE Section 1.1. Name. Georgetown Convention and Visitor’s Bureau Advisory Board also known as Convention and Visitors Bureau Board (“Board”). Section 1.2. Purpose. a. The purposes of the Board is are to advise the City Council in establishing policy regarding financial resources intended to encourage tourism in the Georgetown community, to raise the public visibility of local activity which may attract visitors to the City, and to promote and enhance tourism in the convention and hotel industry. "To encourage tourism in the Georgetown community" includes, but is not limited to: developing programs to increase community awareness of the value of tourism; promoting local convention activity; promoting guided-tour groups and day-visit opportunities for individuals; promoting existing and developing additional community events, historical attractions, cultural events and athletic activities and facilities designed to bring visitors to Georgetown; and developing and maintaining signage to inform the public of significant local programs, historical sites, parks and related information. a.b. The Board is directed to: 1. develop a plan includingand regularly update a strategic plan to include specific goals and objectives for promoting tourism and the preservation and appreciation of historic and cultural attributes of the Georgetown community, which plan may be evaluated and revised from time to time; 2. develop guidelines for and evaluating evaluate proposals for the expenditure awarding of funds to promote tourism, in compliance with local and state law; 3. provide a quarterly report to the City Council on its programs during the first 12 months of operation and on a timely basis thereafter as required by the City Councilon a timely basis.; Georgetown Convention and Visitor’s Bureau Advisory Board Bylaws Revised May 2011February 2015 Page 2 of 8 4. submit a proposed annual budget for programs to promote tourism to the City Council; 5. recommend to the City Council for action contracts with certain tourism providers when such contracts conform to the City Charter, and all applicable state and local laws; and 6. seek funds through grants from agencies and through fund-raising events and forward all funds received to the City for budgeting review and approval. ARTICLE II. MEMBERSHIP Section 2.1. Number of Members. The Board will be comprisedshall consist of up to of seven (7) Members. Section 2.2. Eligibility. In order to assure a broad base of community participation, two nominees will be requested, of which one will be selected, from each of the following organizations: Georgetown Chamber of Commerce, Downtown Georgetown Association, Heritage Society and Southwestern University. Additionally, through public advertising, nominations will be requested fromMembers of the Board shall be appointed from the following categories: the arts community, the hotel/motel industry, the restaurant industry, major tourist attractions, country clubs, and the business community. At-large member(s) residing within the corporate City limits or the extraterritorial jurisdiction of the City may be appointed to the Board if an insufficient number of applications are received from individuals representing these organizations or groups. Section 2.3. Appointment of Board Members. Members of the Board shall be appointed pursuant to and in accordance with the City Charter. Section 2.4. Terms of Office. Generally, terms of office for each Member shall be two (2) years. Generally, a Member may serve two (2) consecutive terms. Refer to Ordinance Section 2.36.030A for additional provisions regarding terms of office. Section 2.5. Vacancies. Vacancies that occur during a term shall be filled as soon as reasonably possible and in the same manner as an appointment in accordance with the City Charter. If possible, the Member shall continue to serve until the vacancy is filled. Georgetown Convention and Visitor’s Bureau Advisory Board Bylaws Revised May 2011February 2015 Page 3 of 8 An appointment to fill a vacated term is not included as a term for purposes of counting consecutive terms. Section 2.6. Compensation and Expenditure of Funds. Members serve without compensation. The Board and its Members have no authority to expend funds or to incur or make an obligation on behalf of the City unless authorized and approved by the City Council. Members may be reimbursed for expenses authorized and approved by the City Council and the Board. Section 2.7. Compliance with City Policy. Members will comply with City Ordinances, Rules and Policies applicable to the Board and the Members, including but not limited to Ethics Ordinance Chapter 2.20 and City Commissions, Committees and Boards Ordinance Chapter 2.36. Section 2.8. Removal. Any Member may be removed from their position on the Board for any reason, or for no reason, by a majority vote of the City Council. ARTICLE III. BOARD OFFICERS Section 3.1. Officers. The Board Officers are Chairman, Vice-Chairman and Secretary. The Chairman is appointed by the City Council during the annual appointment process. The other Board Officers are elected by a majority vote of the Members at the first meeting after the annual appointment process. Section 3.2. Terms of Office for Board Officers. Board Officers serve for a term of one year. In the event of vacancy in the office of Chairman, the Vice-Chairman shall serve as Chairman until the City Council appoints a replacement Chairman. A vacancy in the other offices shall be elected by majority vote of the Members at the next regularly scheduled meeting, or as soon as reasonably practical for the unexpired term. If possible, a Board Officer shall continue to serve until the vacancy is filled. Section 3.3. Duties. a. The Chairman presides at Board meetings. The Chairman shall generally manage the business of the Board. The Chairman shall perform the duties delegated to the Chairman by the Board. b. The Vice-Chairman shall perform the duties delegated to the Vice-Chairman by the Board. The Vice-Chairman presides at Board meetings in the Chairman’s absence. Georgetown Convention and Visitor’s Bureau Advisory Board Bylaws Revised May 2011February 2015 Page 4 of 8 The Vice-Chairman shall perform the duties of the Chairman in the Chairman’s absence or disability. c. The Secretary shall perform the duties delegated to the Secretary by the Board. ARTICLE IV. MEETINGS Section 4.1. Time and Date of Regular Meeting. The Board shall meet once a month on the same week of the month, the same day of the week, at the same time, and at the same place. The regular date, time and place of the Board meeting will be decided by the Members at the first meeting of the Board after the annual appointment process. Section 4.2. Agenda. Items may be placed on the agenda by the Chairman, the City Manager or designee, or at the request of a Member. The party (or individual) requesting the agenda item will be responsible for preparing an agenda item cover sheet and for the initial presentation at the meeting. Items included on the agenda must be submitted to the Staff Liaison no later than one week before the Board meeting at which the agenda item will be considered. Agenda packets for regular meetings will be provided to the Members in advance of the scheduled Board meeting. Agenda packets will contain the posted agenda, agenda item cover sheets, and written minutes of the last meeting. Section 4.3. Special Meetings. Special meetings may be called by the Chairman or by three (3) Members. Section 4.4. Quorum. A quorum shall consist of a majority of the Members. A quorum is required for the Board to convene a meeting and to conduct business at a meeting. Section 4.5. Call to Order. Board meetings will be called to order by the Chairman or, if absent, by the Vice-Chairman. In the absence of both the Chairman and Vice- Chairman, the meeting shall be called to order by the Secretary, and a temporary Chairman shall be elected to preside over the meeting. Section 4.6. Conduct of Meeting. Board meetings will be conducted in accordance with these Bylaws and City Council Meeting Rules and Procedures, as applicable to the Board. See Ordinance Chapter 2.24. Georgetown Convention and Visitor’s Bureau Advisory Board Bylaws Revised May 2011February 2015 Page 5 of 8 Section 4.7. Voting. Each Member shall vote on all agenda items, except on matters involving a conflict of interest, substantial financial interest or substantial economic interest under state law, the City’s Ethics Ordinance, or other applicable Laws, Rules and Policies. In such instances the Member shall make the required disclosures and shall refrain from participating in both the discussion and vote on the matter. The Member may remain at the dais or leave the dais, at the Member’s option, while the matter is being considered and voted on by the other Board Members. Unless otherwise provided by law, if a quorum is present, an agenda item must be approved by a majority of the Board Members present at the meeting. Section 4.8. Minutes. A recording or written minutes shall be made of all open sessions of Board meetings. The Staff Liaison is the custodian of all Board records and documents. Section 4.9. Attendance. Members are required to attend Board meetings prepared to discuss the issues on the agenda. A Member shall notify the Chairman and the Staff Liaison if the Member is unable to attend a meeting. Excessive absenteeism will be subject to action under Council policy and may result in the Member being replaced on the Board. See Ordinance Section 2.36.010D. Excessive absenteeism means failure to attend at least 75% of regularly scheduled meetings, including Board meetings and Subcommittee meetings. If a Member is removed from the Board that position shall be considered vacant and a new Member shall be appointed to the Board in accordance with Section 2.5 above. Section 4.10. Public Participation. In accordance with City policy, the public is welcome and invited to attend Board meetings and to speak on any item on the agenda. A person wishing to address the Board must sign up to speak in accordance with the policy of the Council concerning participation and general public comment at public meetings. Sign-up sheets will be available and should be submitted to the Chairman prior to the start of the meeting. If any written materials are to be provided to the Board, a copy shall also be provided to the Staff Liaison for inclusion in the minutes of the meeting. Speakers shall be allowed a maximum of three minutes to speak, but may take up to six minutes if another individual who signs up to speak yields the time to the speaker. If a person wishes to speak on an issue that is not posted on the agenda, they must file a written request with the Staff Liaison no later than one week before the scheduled meeting. The written request must state the specific topic to be addressed and include sufficient information to inform the Board and the public. A person who disrupts the meeting may be asked to leave and be removed. Georgetown Convention and Visitor’s Bureau Advisory Board Bylaws Revised May 2011February 2015 Page 6 of 8 Section 4.11. Open Meetings. Public notice of Board meetings shall be provided in accordance with the provisions of the Texas Open Meetings Act. All Board meetings and deliberations shall be open to the public, except for properly noticed closed session matters, and shall be conducted in accordance with the provisions of the Texas Open Meetings Act. Section 4.12. Closed Sessions. The Board may conduct closed sessions as allowed by law, on properly noticed closed session matters, such as consultation with attorney on legal matters, deliberation regarding the value of real property, competitive utility matters, and economic development negotiations. A recording or certified agenda shall be made of all closed sessions of Board meetings. ARTICLE V. REPORTS TO CITY COUNCIL The Board shall meet with City Council, as requested, to determine how the Board may best serve and assist City Council. City Council shall hear reports from the Board at regularly scheduled Council meetings. ARTICLE VI. SUBCOMMITTEES Section 6.1. Formation. When deemed necessary by a majority of the Board, Subcommittees may be formed for specific projects related to Board matters. Subcommittees comprised of non-Members may only be formed with the prior consent and confirmation of the City Council. Section 6.2. Expenditure of Funds. No Subcommittee, or member of a Subcommittee, has the authority to expend funds or incur an obligation on behalf of the City or the Board. Subcommittee expenses may be reimbursed if authorized and approved by the Board or by City Council. Section 6.3. Open Meetings. Subcommittee meetings and deliberations shall be open to the public, except for properly noticed closed session matters, and shall be conducted in accordance with the provisions of the Texas Open Meetings Act. ARTICLE VII. BYLAW AMENDMENTS These Bylaws may be amended by majority vote of the Board Members at any regular meeting of the Board. The Board’s proposed amendments to the Bylaws must be Georgetown Convention and Visitor’s Bureau Advisory Board Bylaws Revised May 2011February 2015 Page 7 of 8 approved by City Council at the next Council meeting after the Board’s approval. Bylaw amendments are not effective until approved by City Council. Georgetown Convention and Visitor’s Bureau Advisory Board Bylaws Revised May 2011February 2015 Page 8 of 8 Approved and adopted at a meeting of the City Council on the _____ day of ____________________, 20__.15. ATTEST: THE CITY OF GEORGETOWN _____ _____ City Secretary Mayor Approved and adopted at a meeting of the Board on the ______ day of _________________, 20____.15. ATTEST: BOARD _____ _____ Board Secretary Board Chairman City of Georgetown, Texas Convention and Visitors Bureau February 13, 2015 SUBJECT: Update regarding the Sheraton Georgetown Hotel and Conference Center ITEM SUMMARY: FINANCIAL IMPACT: None SUBMITTED BY: City of Georgetown, Texas Convention and Visitors Bureau February 13, 2015 SUBJECT: Discussion and possible action regarding advertising and media exposure and dates of upcoming events. ITEM SUMMARY: FINANCIAL IMPACT: N/A SUBMITTED BY: City of Georgetown, Texas Convention and Visitors Bureau February 13, 2015 SUBJECT: Adjourn. ITEM SUMMARY: FINANCIAL IMPACT: N/A SUBMITTED BY: