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HomeMy WebLinkAboutDISCUSSION TCC By-Laws Regular Agenda JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST TO: Board of County Commissioners FROM: Adiel McKnight, Deputy Clerk of the Board DATE: February 17,2026 SUBJECT: DISCUSSION and POTENTIAL ACTION re: Tourism Coordinating Council(TCC)By-Laws STATEMENT OF ISSUE: On April 21, 2025, the BOCC approved Resolution 26-0421-25R: In the Matter of Repealing and Replacing Resolution No. 78-03 and Setting New Priorities for the Jefferson County Tourism Coordinating Council(TCC). The purpose of that resolution was to re-establish the Tourism Coordinating Council (TCC) as an instrument of Jefferson County that: (1)Develops a consistent message and standard operating procedure for visitor interactions. (2) Coordinates with stakeholders, including but not limited to, tourist professionals, retailers, and Jefferson County staff to develop metrics for evaluating the impacts of public investments in destination development, destination marketing, event marketing, and the development of workforce housing. (3)Plans local destination development in partnership with other stakeholders such as the Gateway Visitor Center and the Quilcene Campground On February 3, 2026 TCC met to review and make edits of the drafted by-Laws. TCC moved to recommend the TCC by-laws to BOCC for adoption. ANALYSIS: These updated by-laws replace the previous, outdated version dated January 11, 2022 in its entirety. The revised by-laws reflect current operational needs and governance standards, ensuring greater clarity and alignment with best practices. FISCAL IMPACT: There is no fiscal impact. RECOMMENDATION: That the Board review the draft TCC By-Laws and make edits if needed for adoption. REVIEWED BY: �` � 0 /i'//0•6 Josh 1Y Peters, County Administrator Date 2026 DRAFT Jefferson County Tourism Coordinating Council (TCC) By-Laws 4<�SON w J qkV/ING(c9 Jefferson County TCC By-Laws Table of Contents 1. AUTHORITY 2 2. ROLE OF TCC 2 3. DUTIES OF TCC 2 4. COMPOSITION OF TCC 2 5. APPOINTMENT AND TERM OF MEMBERS OF TCC 3 6. NO COMPENSATION FOR MEMBERS OF TCC 3 7. TCC OFFICERS ANDTHEIR DUTIES 3 8. PROCEDURE FOR REMOVAL OF TCC OFFICERS AND MEMBERS 3 9. SUBCOMMITTEES OF TCC 4 10. TCC MEMBER ROLES AND RESPONSIBILITIES 4 11. REGULAR MEETING SCHEDULE 5 12. QUORUM REQUIREMENT 5 13. VOTING 5 14. CONFLICT OF INTEREST/APPEARANCE OF FAIRNESS FOR MEMBERS OF TCC 5 15. REPORTS, RECOMMENDATIONS AND CORRESPONDENCE FROM TCC 6 16. COMPLIANCE WITH THE OPEN PUBLIC MEETING ACT IS REQUIRED 6 17. NOTICE OF EACH MEETING OF TCC 6 18. AGENDA FOR EACH MEETING OF TCC 7 19. ABSENCES 7 20. CONDUCT OF EACH MEETING OF TCC 7 21. RECORD OF MEETINGS OF TCC 8 22. MINUTES OF MEETINGS OF TCC 8 23. AMENDMENT OF THESE BY-LAWS 8 24. SAVINGS CLAUSE 8 25. EFFECTIVE DATE 8 Wage Jefferson County TCC By-Laws 1. AUTHORITY Jefferson County Board of Commissioners Resolution No. 26-04-21-25R authorizes the Jefferson County Tourism Coordinating Council (TCC).1 2. ROLE OF TCC TCC serves at the pleasure of the Jefferson County Board of County Commissioners (BoCC). Consistent with Jefferson County Resolution No. 26-04-21-25R, TCC's role is to: (1) Develop a consistent message and standard operating procedure for visitor interactions; (2) Coordinate with stakeholders, including but not limited to, tourist professionals, retailers, and Jefferson County staff to develop metrics for evaluating the impacts of public investments in destination development, destination marketing, and event marketing; and (3) Plan local destination development in partnership with other stakeholders. 3. DUTIES OF TCC TCC shall develop recommendations in response to BOCC requests in line with the roles listed above. TCC shall be responsible for making an annual recommendation to BoCC on LTAC priorities prior to issuance of LTAC's Request for Proposals. TCC will be a liaison between Jefferson County and tourism industry stakeholders in the region. 4. COMPOSITION OF TCC TCC membership composition shall comply with Jefferson County Resolution No. 26-04-21-25R, including no maximum number, but at minimum seven (7) seats of which: • At least six (6) TCC seats shall represent the accommodation and tourism industry in Jefferson County. • Efforts will be made to achieve representation of the diverse areas and tourism sectors, public and private, in Jefferson County. 1 Jefferson County Resolution No. 26-0421-25R repealed and replaced Jefferson County Resolution No. 78-03 and set new priorities for the TCC. 2I Page Jefferson County TCC By-Laws • One (1) currently elected County Commissioner who will serve as Chair of TCC. 5. APPOINTMENT AND TERM OF MEMBERS OF TCC TCC's Chair shall be a designated BoCC member. The BoCC member serving as Chair shall be one of the three currently elected County Commissioners. This position has no term limits, however BoCC shall review its designated BoCC member annually when setting committee assignments. The remaining members of TCC shall be appointed by the BoCC and shall be representatives of the accommodation and tourism industry. Appointed TCC members, other than the BoCC member serving as Chair, shall each serve a term of four years. 6. NO COMPENSATION FOR MEMBERS OF TCC TCC members shall serve without compensation. 7. TCC OFFICERS AND THEIR DUTIES There shall be a Chair and Vice Chair. The TCC Chair is the designated BoCC member. The Vice Chair shall be elected by TCC committee during the first meeting of each year. TCC may elect other officers by majority vote of the TCC. The Chair shall preside over TCC meetings and coordinate development of the agenda with the assigned staff member. The Chair shall sign all correspondence originated by TCC. The Vice Chair shall preside over TCC meetings in the absence of the Chair. 8. PROCEDURE FOR REMOVAL OF TCC OFFICERS AND MEMBERS TCC may remove TCC officers, whom they elect by the following procedure: Any member of TCC may offer a motion for removal at a meeting. If the motion is seconded, it shall be considered and voted on at the next regular meeting or at a duly noticed special meeting of TCC. Approval of a motion to remove shall require a two-thirds majority of the members present and voting. TCC may remove a member, by the following procedure: Any member of TCC may offer a motion for recommending removal at a meeting. If the motion is seconded, it shall be considered and voted on at the next regular meeting or at a duly noticed special meeting of TCC. Approval of a motion to recommend removal shall require a two-thirds majority of the members present and voting. The recommendation for removal is then put forth to BoCC, who may remove a TCC member for cause by majority vote of BoCC. As stated in Section 19 Absences, a TCC member who accrues three (3) consecutive, unexcused absences 3I Jefferson County TCC By-Laws from regular or special meetings may be recommended to BoCC for removal from TCC by the Chair with the concurrence of a majority of the members. 9. SUBCOMMITTEES OF TCC The Chair may appoint such standing and ad hoc subcommittees as may be considered useful and appropriate to investigate any matter of interest to TCC. At the Chair's discretion, or by a majority vote of TCC voting members, an item may be transmitted to a subcommittee for review and comment. The Chair shall establish a deadline for subcommittee review, provide members with direction or any specific review questions, and schedule regular updates from the subcommittee, as necessary. If the subcommittee fails to meet the review deadline,the TCC shall proceed to take action without subcommittee or Advisory Group comment. No subcommittee shall contain more than a quorum of TCC members. A simple majority of the members of the TCC shall constitute a quorum;otherwise, all OPMA requirements would apply to the subcommittee meeting. If more than a quorum of TCC members are present at a subcommittee meeting, the subcommittee meeting shall be adjourned immediately. Subcommittees may meet informally, without minutes; however, the subcommittee shall keep the TCC Chair informed, and report to the full TCC at each TCC meeting which occurs while the subcommittee exists. 10. TCC MEMBER ROLES AND RESPONSIBILITIES TCC members shall: • Act as a participant, reviewer, and advisor regarding TCC's purpose as outlined by Jefferson County Resolution No. 26-0421-25R. • Serve at the pleasure of the BoCC, taking into account BoCC identified priorities. • Actively participate in TCC discussions and official TCC comments. • Keep TCC discussions and activities focused on topics relevant to the TCC's purpose. • Attend regular and special meetings of TCC. • Read background material, review agenda and notes for each meeting of TCC, and prepare questions and comments in advance of the meeting as needed. • Be a respectful participant, treating others with respect and kindness. 4 ' Page Jefferson County TCC By-Laws 11. REGULAR MEETING SCHEDULE TCC shall set a regular meeting schedule during their first meeting of the year. TCC Special Meetings will be set as needed or at the direction of the Chair. All special meetings are open to the public as required by Chapter 42.30 RCW, the Open Public Meetings Act (OPMA). 12. QUORUM REQUIREMENT A quorum is required to be present before an official, regular or special meeting of TCC can take place. A simple majority of the members of TCC shall constitute a quorum. 13. VOTING Each member shall be allowed one vote on items considered by TCC. Proxy votes are not permitted. If a proposal for funding is recommended by TCC and forwarded to the BOCC,the number of votes for and against are included with the forwarded proposal. Except in the event of breaking a tie vote,the Chair shall abstain from voting on recommendations to the BoCC. 14. CONFLICT OF INTEREST/APPEARANCE OF FAIRNESS FOR MEMBERS OF TCC Members of TCC shall not be disqualified from participating in any meetings, or in the preparation of any reports, recommendations or correspondence of TCC based on any potential or actual conflict of interest. A TCC member is not prohibited from using their general expertise to educate TCC or provide general information to TCC on a decision item. However, members of TCC shall disclose personal or business interests that may conflict with a matter of discussion by TCC immediately which might prejudice the member's participation in any meetings, reports, recommendations and correspondence of TCC. TCC members shall comply with the code of ethics for municipal officers, chapter 42.23 RCW, in the performance of their duties. Specifically, at any time a topic discussed by TCC requires a vote or decision, and appears to benefit any member of the committee,that person shall recuse themselves from any vote or decision related to that topic. SIPage Jefferson County TCC By-Laws 15. REPORTS, RECOMMENDATIONS AND CORRESPONDENCE FROM TCC Reports, recommendations and correspondence from TCC shall be made by consensus, if possible, and will seek opportunities to develop group solutions and resolve conflicts. To reach a consensus decision, TCC members will make proposals, hold additional discussion, and then the Chair will call for the consensus decision on the proposal. If consensus is not possible, then reports, recommendations and correspondence shall be submitted to BoCC on behalf of a majority of the members over the signature of the Chair. Minority reports, if any, shall be attached to,and forwarded with such reports, recommendations or correspondence without comment by the Chair. Concerning items of less formal advice: after discussion in one or more meetings, TCC shall adopt, by consensus, a written report on TCC's findings. 16. COMPLIANCE WITH THE OPEN PUBLIC MEETING ACT IS REQUIRED Because the Board is required to consider TCC recommendations before taking final action, all meetings of TCC are subject to and shall conform with the provisions of the OPMA. 17. NOTICE OF EACH MEETING OF TCC A meeting of TCC will be either a regular meeting pursuant to the regular meeting schedule or a special meeting. A meeting of TCC that is not conducted in the place or the time posted in the regular meeting schedule is a special meeting. Special meetings shall comply with the special meeting notice requirements in OPMA, RCW 42.30.080. For special meetings, RCW 42.30.080 requires at least 24-hour notice that specifies the time and place of the special meeting and the business to be transacted. Notice for a special meeting must be: • Posted on Jefferson County's website; • Prominently displayed at the main entrance of Jefferson County's principal location, which is the Jefferson County Courthouse located at 1820 Jefferson Street, Port Townsend, WA 98368 and provide the meeting site, if it is not held at county's principal location; and, • Delivered to each local newspaper of general circulation and local radio or television station that has on file with the Board a written request to be notified of such special meeting or of all special meetings. 6 ' Page Jefferson County TCC By-Laws 18. AGENDA FOR EACH MEETING OF TCC The Chair shall place the interests of the committee above any personal interest. The Chair shall place items on the upcoming agenda, which shall allow for public comment prior to taking final action, consistent with RCW 42.30.240(1). TCC shall make the agenda of each regular meeting of the governing body available online no later than twenty-four hours in advance of the published start time of the meeting. TCC members wishing to review item(s) shall consult with TCC staff who will ask the Chair for permission to place the item(s) on a future agenda. 19. ABSENCES TCC members shall notify the Chair and TCC staff if the member is unable to attend a TCC regular meeting. The Chair, with assistance of TCC staff, shall document the excuse provided for the absences in question. If no excuse is given for a particular absence, it shall be considered unexcused. At the start of each meeting, the Chair will ask TCC staff to call the roll of TCC members. For any member absent, the Chair shall announce whether the member's absence is excused or unexcused. TCC staff will record the roll call, and notify the Chair if a quorum is present. TCC staff will maintain an ongoing attendance record for all TCC members and provide this record to all TCC members, in writing, at least quarterly. A TCC member who accrues three (3) consecutive, unexcused absences from regular or special meetings may be recommended to the BoCC for removal from the TCC by the Chair with the concurrence of a majority of the members. 20. CONDUCT OF EACH MEETING OF TCC a. All meetings of TCC shall comply fully with OPMA, including but not limited to: (a) The limitation on taking action on items not listed on the notice for a special meeting; and, (2) OPMA's public comment requirements. b. TCC meetings shall follow procedural guidance set forth in Jefferson County Resolution Number 50-22, Open Public Meeting Act Guidelines for County Boards, Commissions & Committees. c. Members and visitors at the meetings will treat each other with respect, will not monopolize meeting time, and will listen to and try to understand each other's views. d. The meeting agenda shall be constituted as follows: 7IPage Jefferson County TCC By-Laws i. Call to Order and Roll Call ii. Public Comment iii. Approval/Correction of Minutes from Previous Meeting(s) iv. Committee Reports v. Staff Reports vi. Old Business vii. New Business e. Committee and Staff reports may be held in abeyance if they relate to old or new business items. f. No new agenda item(s) will be taken up ONE (1) HOUR AND THIRTY (30) MINUTES AFTER COMMENCEMENT OF THE MEETING. This does not apply to Special Meetings, where no new agenda items may be added, if not previously noticed on the Special Meeting Agenda. 21. RECORD OF MEETINGS OF TCC Regular and special meetings of TCC shall be electronically recorded by audio or video, and the recording shall be made available online for a minimum of six months. 22. MINUTES OF MEETINGS OF TCC The minutes of all regular and special meetings of TCC, except executive sessions, shall be promptly recorded and such records shall be open to public inspection. TCC staff member shall prepare minutes which shall be considered, revised (if necessary), and adopted by TCC ideally at its next regular or special meeting. 23. AMENDMENT OF THESE BY-LAWS These By-laws may be amended by a majority vote of TCC members, provided the BoCC approves any By- law amendments by a majority vote. 24. SAVINGS CLAUSE Should any portion of these By-laws be declared unconstitutional or otherwise contrary to law, such decision shall not affect the validity of the remaining portion of these By-laws. 25. EFFECTIVE DATE Wage Jefferson County TCC By-Laws These Bylaws are effective upon immediately after approval by BoCC. (SIGNATURES FOLLOW ON THE NEXT PAGE) f/// �% j/ 9IPage Jefferson County TCC By-Laws ADOPTED THIS DAY OF , 2025. Tourism Coordinating Council Chair ADOPTED this day of 2025. JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS Heidi Eisenhour, Member Greg Brotherton, Chair Heather Dudley-Nollette, Member 10 ' Page RED LINE VERSION F� 6� DRAFT Jefferson County Tourism Coordinating Council (TCC) By-Laws $O N C qS �O PIING Revised Draft By-laws, 2SFebruary 3,20266 0206 0325 6 �,En LINE VERSION Jefferson County TCC By-Laws Table of Contents 1. AUTHORITY 2 2. ROLE OF TCC 2 3. DUTIES OF TCC 2 4. COMPOSITION OF TCC 2 5. APPOINTMENT AND TERM OF MEMBERS OF TCC 3 6. NO COMPENSATION FOR MEMBERS OF TCC 3 7. TCC OFFICERS ANDTHEIR DUTIES 3 8. PROCEDURE FOR REMOVAL OF TCC OFFICERS AND MEMBERS 3 9. SUBCOMMITTEES OF TCC 4 10. TCC MEMBER ROLES AND RESPONSIBILITIES 4 11. REGULAR MEETING SCHEDULE 5 12. QUORUM REQUIREMENT 5 13. VOTING 5 14. CONFLICT OF INTEREST/APPEARANCE OF FAIRNESS FOR MEMBERS OF TCC 5 15. REPORTS,RECOMMENDATIONS AND CORRESPONDENCE FROM TCC 6 16. COMPLIANCE WITH THE OPEN PUBLIC MEETING ACT IS REQUIRED 6 17. NOTICE OF EACH MEETING OF TCC 6 18. AGENDA FOR EACH MEETING OF TCC 7 19. ABSENCES 7 20. CONDUCT OF EACH MEETING OF TCC 7 21. RECORD OF MEETINGS OF TCC 8 22. MINUTES OF MEETINGS OF TCC 8 23. AMENDMENT OF THESE BY-LAWS 8 24. SAVINGS CLAUSE 8 25. EFFECTIVE DATE 8 i Page RED LINE VERSION Jefferson County TCC By-Laws 1. AUTHORITY Jefferson County Board of Commissioners Resolution No.26-04-21-25R authorizes the Jefferson County Tourism Coordinating Council(TCC).1 2. ROLE OF TCC TCC serves at the pleasure of the Jefferson County Board of County Commissioners(BoCC). Consistent with Jefferson County Resolution No.26-04-21-25R,TCC's role is to: (1)Develop a consistent message and standard operating procedure for visitor interactions; (2)Coordinate with stakeholders,including but not limited to,tourist professionals,retailers,and Jefferson County staff to develop metrics for evaluating the impacts of public investments in destination development,destination marketing,and event marketing;and (3)Plan local destination development in partnership with other stakeholders. 3. DUTIES OF TCC TCC shall develop recommendations in response to BOCC requests in line with the roles listed above. TCC shall be responsible for making an annual recommendation to BoCC on LTAC priorities by J y V— of cvch ycvr.prior to issuance of LTAC's Request for Proposals. TCC will be a liaison between Jefferson County and tourism industry stakeholders in the region. 4. COMPOSITION OF TCC TCC membership composition shall comply with Jefferson County Resolution No.26-04-21-25R,including no maximum number,but at minimum seven(7)members seats of which: • At least six (6)TCC members seats shall represent the accommodation and tourism industry in Jefferson County. • Efforts will be made to achieve representation of the diverse areas and tourism sectors,public and private,in Jefferson County. 1 Jefferson County Resolution No. 26-0421-25R repealed and replaced Jefferson County Resolution No. 78-03 and set new priorities for the TCC. 2 P g _ RED LINE VERSION Jefferson County TCC By-Laws • One(1)currently elected County Commissioner who will serve as Chair of TCC. 5. APPOINTMENT AND TERM OF MEMBERS OF TCC TCC's Chair shall be a designated BoCC member.The BoCC member serving as Chair shall be one of the three currently elected County Commissioners. This position has no term limits, however BoCC shall review its designated BoCC member annually when setting committee assignments. The remaining members of TCC shall be appointed by the BoCC and shall be representatives of the accommodation and tourism industry. Appointed TCC members,other than the BoCC member serving as Chair,shall each serve a term of four years. 6. NO COMPENSATION FOR MEMBERS OF TCC TCC members shall serve without compensation. 7. TCC OFFICERS AND THEIR DUTIES There shall be a Chair and Vice Chair.The TCC Chair is the designated BoCC member.The Vice Chair shall be elected by TCC committee during the first meeting of each year. TCC may elect other officers by majority vote of the TCC. The Chair shall preside over TCC meetings and coordinate development of the agenda with the assigned staff member. The Chair shall sign all correspondence originated by TCC. The Vice Chair shall preside over TCC meetings in the absence of the Chair. 8. PROCEDURE FOR REMOVAL OF TCC OFFICERS AND MEMBERS TCC may remove TCC officers,whom they elect by the following procedure: Any member of TCC may offer a motion for removal at a meeting. If the motion is seconded,it shall be considered and voted on at the next regular meeting or at a duly noticed special meeting of TCC. Approval of a motion to remove shall require a two-thirds majority of the members present and voting. TCC may remove a member, by the following procedure: Any member of TCC may offer a motion for recommending removal at a meeting.If the motion is seconded,it shall be considered and voted on at the next regular meeting or at a duly noticed special meeting of TCC.Approval of a motion to recommend removal shall require a two-thirds majority of the members present and voting.The recommendation for removal is then put forth to BoCC,who may remove a TCC member for cause by majority vote of BoCC. As stated in Section 19 Absences,a TCC member who accrues three(3)consecutive,unexcused absences 3IPage RED LINE VERSION Jefferson County TCC By-Laws from regular or special meetings may be recommended to BoCC for removal from TCC by the Chair with the concurrence of a majority of the members. 9. SUBCOMMITTEES OF TCC The Chair may appoint such standing and ad hoc sub-committees as may be considered useful and appropriate to investigate any matter of interest to TCC. At the Chair's discretion,or by a majority vote of TCC voting members,an item may be transmitted to a subcommittee for review and comment.The Chair shall establish a deadline for subcommittee review, provide members with direction or any specific review questions,and schedule regular updates from the sub-committee, as necessary. If the sub-committee fails to meet the review deadline, the TCC shall proceed to take action without sub-committee or Advisory Group comment. No sub-committee shall contain more than a quorum of TCC members.A simple majority of the members of the TCClTAC shall constitute a quorum; otherwise, all OPMA requirements would apply to the --{Formatted:Not Highlight subcommittee meeting-If more than a quorum of TCC members are present at a sub-committee meeting, the sub-committee meeting shall be adjourped immediately ether-wiser al4-GPMA-Fewi-Fements-wea-1€1-aplaly4e4he-S4ib-eeolcR4-ttee-Raeetiff=tsoefe=thraist=a=qtaztr.ton=of Sub-committees may meet informally,without minutes;however,the sub-committee shall keep the TCC Chair informed,and report to the full TCC at each TCC meeting which occurs while the sub-committee exists. 10. TCC MEMBER ROLES AND RESPONSIBILITIES TCC members shall: • Act as a participant,reviewer,and advisor regarding TCC's purpose as outlined by Jefferson County Resolution No.26-0421-25R. • Serve at the pleasure of the BoCC,taking into account BoCC identified priorities. • Actively participate in TCC discussions and official TCC comments. • Keep TCC discussions and activities focused on topics relevant to the TCC's purpose. • Attend regular and special meetings of TCC. 4IPa,, _ RED LINE VERSION Jefferson County TCC By-Laws • Read background material, review agenda and notes for each meeting of TCC, and prepare questions and comments in advance of the meeting as needed. • Be a respectful participant,treating others with respect and kindness. 11. REGULAR MEETING SCHEDULE TCC shall set a regular meeting schedule during their first meeting of the year. TCC Special Meetings will be set as needed or at the direction of the Chair.All special meetings are open to the public as required by Chapter 42.30 RCW,the Open Public Meetings Act(OPMA). 12. QUORUM REQUIREMENT A quorum is required to be present before an official,regular or special meeting of TCC can take place. A simple majority of the members of TCC shall constitute a quorum. 13. VOTING Each member shall be allowed one vote on items considered by TCC. Proxy votes are not permitted. If a proposal for funding is recommended by TCC and forwarded to the BOCC,the number of votes for and against are included with the forwarded proposal. Except in the event of breaking a tie vote,the Chair shall abstain from voting on recommendations to the BoCC. 14. CONFLICT OF INTEREST/APPEARANCE OF FAIRNESS FOR MEMBERS OF TCC Members of TCC shall not be disqualified from participating in any meetings,or in the preparation of any reports,recommendations or correspondence of TCC based on any potential or actual conflict of interest. A TCC member is not prohibited from using their general expertise to educate TCC or provide general information to TCC on a decision item. However,members of TCC shall disclose personal or business interests that may conflict with a matter of discussion by TCC immediately which might prejudice the member's participation in any meetings, reports,recommendations and correspondence of TCC. TCC members shall comply with the code of ethics for municipal officers, chapter 42.23 RCW, in the performance of their duties.Specifically,at any time a topic discussed by TCC requires a vote or decision, 5Iv,� = RED LINE VERSION Jefferson County TCC By-Laws and appears to benefit any member of the committee,that person shall recuse themselves from any vote or decision related to that topic. 15. REPORTS,RECOMMENDATIONS AND CORRESPONDENCE FROM TCC Reports, recommendations and correspondence from TCC shall be made by consensus, if possible,and will seek opportunities to develop group solutions and resolve conflicts.To reach a consensus decision, TCC members will make proposals, hold additional discussion, and then the Chair will call for the consensus decision on the proposal. If consensus is not possible,then reports, recommendations and correspondence shall be submitted to BoCC on behalf of a majority of the members over the signature of the Chair.Minority reports,if any,shall be attached to,and forwarded with such reports,recommendations or correspondence without comment by the Chair. Concerning items of less formal advice: after discussion in one or more meetings,TCC shall adopt, by consensus,a written report on TCC's findings. 16. COMPLIANCE WITH THE OPEN PUBLIC MEETING ACT IS REQUIRED Because the Board is required to consider TCC recommendations before taking final action,all meetings of TCC are subject to and shall conform with the provisions of the OPMA. 17. NOTICE OF EACH MEETING OF TCC A meeting of TCC will be either a regular meeting pursuant to the regular meeting schedule or a special meeting. A meeting of TCC that is not conducted in the place or the time posted in the regular meeting schedule is a special meeting.Special meetings shall comply with the special meeting notice requirements in OPMA, RCW 42.30.080. For special meetings,RCW 42.30.080 requires at least 24-hour notice that specifies the time and place of the special meeting and the business to be transacted. Notice for a special meeting must be: • Posted on Jefferson County's website; • Prominently displayed at the main entrance of Jefferson County's principal location,which is the Jefferson County Courthouse located at 1820 Jefferson Street, Port Townsend, WA 98368 and provide the meeting site,if it is not held at county's principal location;and, • Delivered to each local newspaper of general circulation and local radio or television station that has on file with the Board a written request to be notified of such special meeting or of all special meetings. 6IPag _ Fn LINE VERSION Jefferson County TCC By-Laws 18. AGENDA FOR EACH MEETING OF TCC The Chair shall place the interests of the committee above any personal interest.The Chair shall place items on the upcoming agenda, which shall allow for public comment prior to taking final action, consistent with RCW 42.30.240(1). TCC shall make the agenda of each regular meeting of the governing body available online no later than twenty-four hours in advance of the published start time of the meeting. TCC members wishing to review item(s)shall consult with TCC staff who will ask the Chair for permission to place the item(s)on a future agenda. 19. ABSENCES TCC members shall notify the Chair and TCC staff if the member is unable to attend a TCC regular meeting. The Chair,with assistance of TCC staff,shall document the excuse provided for the absences in question. If no excuse is given for a particular absence,it shall be considered unexcused. At the start of each meeting,the Chair will ask TCC staff to calf the roll of TCC members. For any member absent,the Chair shall announce whether the member's absence is excused or unexcused.TCC staff will record the roll call,and notify the Chair if a quorum is present. TCC staff will maintain an ongoing attendance record for all TCC members and provide this record to all TCC members,in writing,at least quarterly. A TCC member who accrues three(3)consecutive,unexcused absences from regular or special meetings may be recommended to the BoCC for removal from the TCC by the Chair with the concurrence of a majority of the members. 20. CONDUCT OF EACH MEETING OF TCC a. All meetings of TCC shall comply fully with OPMA,including but not limited to: (a)The limitation on taking action on items not listed on the notice for a special meeting;and, (2)OPMA's public comment requirements. b. TCC meetings shall follow procedural guidance set forth in Jefferson County Resolution Number 50-22,Open Public Meeting Act Guidelines for County Boards,Commissions&Committees. c. Members and visitors at the meetings will treat each other with respect, will not monopolize meeting time,and will listen to and try to understand each other's views. d. The meeting agenda shall be constituted as follows: 71Pa;;e .RFD LINE VERSION Jefferson County TCC By-Laws i. Call to Order and Roll Call ii. Public Comment iii. Approval/Correction of Minutes from Previous Meeting(s) iv. Committee Reports v. Staff Reports vi. Old Business vii. New Business e. Committee and Staff reports may be held in abeyance if they relate to old or new business items. f. No new agenda item(s) will be taken up ONE (1) HOUR AND THIRTY (30) MINUTES AFTER COMMENCEMENT OF THE MEETING. This does not apply to Special Meetings, where no new agenda items may be added,if not previously noticed on the Special Meeting Agenda. 21. RECORD OF MEETINGS OF TCC Regular and special meetings of TCC shall be electronically recorded by audio or video,and the recording shall be made available online for a minimum of six months. 22. MINUTES OF MEETINGS OF TCC The minutes of all regular and special meetings of TCC, except executive sessions, shall be promptly recorded and such records shall be open to public inspection.TCC staff member shall prepare minutes which shall be considered,revised(if necessary),and adopted by TCC ideally at its next regular or special meeting. 23. AMENDMENT OF THESE BY-LAWS These By-laws may be amended by a majority vote of TCC members,provided the BoCC approves any By- law amendments by a majority vote. 24. SAVINGS CLAUSE Should any portion of these By-laws be declared unconstitutional or otherwise contrary to law, such decision shall not affect the validity of the remaining portion of these By-laws. 25. EFFECTIVE DATE Wage RFD LINE VERSION Jefferson County TCC By-Laws These Bylaws are effective upon immediately after approval by BoCC. (SIGNATURES FOLLOW ON THE NEXT PAGE) 9IPage I INF VFRSION Jefferson County TCC By-Laws ADOPTED THIS DAY OF ,2025. Tourism Coordinating Council Chair ADOPTED this day of 2025. JEFFERSON COUNTY BOARD OF COUNTY COMMISSIONERS Heidi Eisenhour,chaifMember Greg Brotherton,MefflaerChair Heather Dudley-Nollette,Member 10IPage