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Home My WebLink About078 03 c- HU( " ·t~~~4, (/J.ìD ' [)j- ¡" l¡ p¡/:¿¡,,-Lf !t:3r,~V<ÇV\ (JL{L¡~1I:x.hiJ ) STATE OF WASHINGTON County of Jefferson In the Matter of Re-establishing the} Jefferson County Tourism } Coordinating Council } RESOLUTION NO 78-03 WHEREAS, the tourist industry is an important segment in Jefferson County's economy; and WHEREAS, it is important to unincorporated communities within the County that their unique tourist and recreational assets are known to the visiting traveler; and WHEREAS, it is equally important to coordinate the efforts among individual communities to present a coordinated and uniform message to the visiting traveler. NOW, THEREFORE, BE IT RESOL VED, by the Board of County Commissioners that the Jefferson County Tourism' Coordinating Council is hereby established to perform the following functions: 1. Annually recommend a marketing approach and strategy for the unincorporated areas of Jefferson County. 2. Annually recommend a budget consistent with the requirements of Ordinance No. 02- 0622-98, to carry out said marketing approach and strategy. 3. Represent the unincorporated communities as a voting member of the Lodging Tax Advisory Committee. 4. Assist in the development of countywide (city/county) and regional (Clallam/Jefferson) marketing materials. 5. Support the Gateway Visitor Information Center by providing marketing material to satisfy the informational needs of the visiting public. 6. Advise the Board of County Commissioners and/or the Lodging Tax Advisory Committee on issues and matters related to the growth and maintenance of the tourist economy in unincorporated Jefferson County. BE IT FURTHER RESOL VED, that membership on the Tourism Coordinating Council shall be as appointed by the Board of County Commissioners as follows: · The Tourism Coordinating Council shall consist of a minimum of eight (8) members, including two (2) members representing the accommodation/tourist industry from each of the unincorporated areas of Brinnon/Quilcene, Port Ludlow, Port Hadlock/Tri-Area, and two (2) members from the West End of the County. · The Board of County Commissioners may expand the voting membership and appoint ex- officio non-voting members to the Council as deemed appropriate to represent the interests of the accommodation/tourism industry. · Members appointed to the Tourism Coordinating Council should, whenever possible, be members of their respective Chambers of Commerce. Re-establishing the Jefferson County Tourism Coordinating Council Page 2 BE IT FURTHER RESOL VED, that the Tourism Coordinating Council shall develop a set of by-laws and operating procedures to be approved and retained on file by the Board of County Commissioners, recommend names for appointment as vacancies arise, and as deemed appropriate, recommend a membership structure beyond the minimum structure provided in this resolution. BE IT FINALLY RESOLVED, the effective date of this Resolution shall be January 1, 2004 and that Resolution 59-94 adopted on June 6, 1994 is hereby repealed and replaced. APPROVED AND ADOPTED this .þ[, g' - day of ¡It¿elH~e'1, 2003. SEAL: ~, ,i0;~~\ .\f' <, .' " lii."\,, " , ; ,! \ .... .., . ,t ~." · ATTEST: ",' '\.~'.~ ........-... .~Î(i¡j;}1V/~ le Matthes, CMC '.. Deputy Clerk of the Board JEFFERSON COUNTY BOARD OF COMMISSIONERS ? Dan Titterness, Chairman Patrick M. Rodgers, Member BYLAWS of the JEFFERSON CO UNT Y TO URISM COORDINATING COUNCIL ARTICLE I PURPOSE The Jefferson County Tourism Coordinating Council was formed to promote the tourism industry in the unincorporated areas of Jefferson County, in accordance with Jefferson County Board of Commissioners (hereinafter Board of County Commissioners or BOCC) Resolution No. 78-03, dated December 8, 2003, which is incorporated herein by reference. The council will achieve this by: Promoting tourism in Jefferson County rural regions through individual and cooperative marketing efforts that present a coordinated message to the visiting traveler, 2. Advising/educating businesses about the benefits of tourism and the tourism industry through chambers of commerce and other outreach methods, and Providing tourism marketing products to visitor centers and local businesses, particularly the Olympic Peninsula Gateway Visitor Center and the East Olympic Forest Visitor Center facilities. Bylaws Amended March 3, 2008 ARTICLE II REPRESENTATION Section 1. The Jefferson County Tourism Coordinating Council, hereinafter the council, consists of representatives from each of the four regions in unincorporated Jefferson County: Quilcene, Brinnon, West End (Rain Forest Country), Port Ludlow, and Port Hadlock/Tri-Area. There shall be at least two council members from each region. Section 2. The total number of voting council members maybe changed, so long as repre- sentation is equivalent among the regions. Following a majority vote of the current council, the council shall make recommendations to the BOCC. Section 3. Unless otherwise stipulated herein, the council members may decide matters by consensus or by a majority vote. On matters coming before the members for a vote, each member shall have one vote. A member may vote in person or by mail, including electronic mail (e-mail), or may vote by proxy executed in writing. No proxy shall be valid after four months from its execution. Section 4. Any representative may vacate her/his seat by submitting a written resignation to the BOCC. Such resignation will become valid without action other than immediate notification to the affected region, as appropriate, citing the urgency for a replacement council member to ensure balanced representation. The resignation also will be recorded in the minutes of the next meeting of the council. When any vacancy occurs in representation, arecommendation shall be forwarded by the council to the BOCC within 60 days. Any new or replacement council member will be appointed by the BOCC. Section 5. With regards to members being elected as officers of the council, refer to Article III Management Section 2. Bylaws Amended March 3, 2008 ARTICLE III MANAGEMENT Section 1. Members of the Tourism Coordinating Council shall perform their duties (including the duties as a member of any committee of the council) in good faith, in a manner believed to be in the best interests of the council, and with such care, including reasonable inquiry, as ordinarily prudent persons in like positions would use under similar circumstances. (regarding duties, see Article IV; regarding meetings see Article VL) Section 2. At each annual meeting, the council members shall elect from their number the following officers: Chair, Vice Chair, and Recorder. Officers of the council so elected shall hold office during the following calendar year, and may be re-elected to the same position. (Regarding duties see Article V; regarding meetings, see Article VL) Any officer may be suspended or removed by the consensus or by a majority vote of all of the council members. Vacancies resulting from the resignation or removal of any officer shall be filled by appointment of the council. Bylaws Amended March 3, 2008 ARTICLE IV POWERS AND DUTIES OF THE COUNCIL The following responsibilities apply to all council members jointly, subject to any limitations provided in these bylaws: 1. Advise, consult with and represent respective chambers of commerce and/or rural region(s) for the purpose of establishing tourism marketing strategies. 2. Maintain awareness of marketing efforts, products and advertising opportunities particularly suited or relating to the Olympic Peninsula. 3. Establish short-teen and long-term marketing strategies. 4. Establish strategies for single and cooperative marketing efforts. 5. Develop proposals for marketing. 6. Draft an annual budget for marketing; recommend budget to the BOCC. 7. Approve marketing materials for production. 8. Indicate that work has been performed and invoice is ready to be processed. 9. Design develop/proofread/distribute tourism material. 10. Continuously conduct outreach to chamber of commerce memberships and others in each region in support of the purposes of this organization. 11. Evaluate the affairs and business of the council, and make such changes in the prescribed powers and duties or make any procedures/regulations as may be warranted to carry out the purpose of promoting tourism and the tourism industry. Bylaws Amended March 3, 2008 ARTICLE V POWERS AND DUTIES OF OFFICERS Section 1. The Chair shall, under the direction of the council, supervise all activities and affairs of the council, and execute all instruments on its behalf. The Chair or her/his designee(s) shall represent the council at Jefferson County Lodging Tax Advisory Committee meetings and Olympic Peninsula Joint Marketing Cooperative meetings, and shall establish records pertaining to such activities. The Chair shall preside at all meetings of the council and meetings of the officers, call special meetings as s/he shall deem necessary, and shall perform such other duties usually inherent in such office. The Chair shall present a full report to the regular annual meeting of the council members showing in detail the condition of the affairs of the council. Section 2. The Vice Chair shall create and maintain a history of the council's marketing and promotional efforts; shall perform such other duties as the Chair may direct. In the absence or disability of the Chair, the Vice Chair shall preside at all meetings and perform all other duties of the Chair which are incidental to the office. The Vice Chair shall present a full report to the regular annual meeting of the council showing in detail the promotional efforts of the past year and marketing strategies overall. Section 3. The Recorder shall have charge of the books, records, and papers of the council, to include the current bylaws; the records of the officers and the council members, including names, addresses, telephone and fax numbers, and a-mail addresses, and including dates of election and terms of office of all officers; correct and adequate records of accounts as submitted by the council members; minutes of the proceedings of the council, the officers, and any minutes which may be maintained by committees. Records may be written, or electronic if capable of being converted to writing. The Recorder shall issue all notices and shall attend and keep the minutes of all meetings of the council members and officers, and shall perform all such other duties as are incidental to the office. The Recorder shall send a copy of meeting minutes to the BOCC for their information. The Recorder shall present a full report of changes in council membership or officers during the past year, and shall oversee the election of officers at each annual meeting. Bylaws Amended March 3, 2008 ARTICLE VI MEETINGS OF THE COUNCIL Section 1. Regular annual meetings of the council shall be held in November of each year at a place to be determined by the Chair. Notice of the place, day and hour shall be given by the Recorder to each council member (by communicating personally or by mail, a-mail, fax, or telephone) not less than 30 days prior to the date of the meeting. Section 2. A regular meeting schedule for the following calendar year is established by the council at the annual meeting. Notice of the place, day and hour of regular meetings (other than annual) shall be given by the Recorder to each member not less than 30 days prior to the date of the meeting. For the first year (2004), the meetings shall be the last Wednesday of every odd- numbered month (e.g., May, July), at 1:00 PM Locations may vary. Section 3. Special meetings may be called by the Chair or a majority of the council members. Notice of a special meeting of the council, stating the object thereof as well as the place, day and hour shall be given by the Recorder to each member at least five days prior to the date on which such meeting is to be held. Section 4. Council members shall notify the Recorder of each meeting they will not be attending. At any meeting of the council, four members shall constitute a quorum. 4.1 Un-excused absence: If any voting member fails to attend a regularly scheduled meeting and fails to follow the notification procedure, that absence will be considered un-excused. This, however, does not preclude the Council from making a determination at a later time to excuse the absence. 4.2 Vacancy due un-excused absence: Any voting member who has three (3) un- excused absences, i.e. misses three meetings for un-excused reasons, in a year will be considered as having vacated his/her seat on the Council. (For notice to the BOCC of a vacancy on the Council and how to fill that vacancy see Artcile II Section 4.) 4.3 The Recorder will promptly notify voting members if at any time they have 2 un- excused absences. Section 5. With regards to voting and proxy voting, refer to Article II, Representation, Section 3. Bylaws Amended March 3, 2008 ARTICLE VII COMMITTEES Section 1. The officers may establish such standing and special committees as necessary to carry out the purposes of the council. Each committee shall include two or more council members. Any committee may be abolished by the officers at any time. Section 2. The chair of each committee shall be appointed by the council Chair, and shall be responsible for organizing the committee and carrying out the directives of the officers. Section 3. Committee chairs who are not members of the council shall become ex officio members of the council, without voting privileges, for the duration of their chairmanship. ARTICLE VIII AMENDMENT S These bylaws may be amended at any meeting of the council by atwo-thirds majority vote of the members and concurrence of the BOCC. Whenever possible, meeting announcements shall include the existing text and the change(s) being recommended. Bylaws Amended March 3, 2008 ARTICLE IX ADOPTION OF BYLAWS The bylaws of the Jefferson County Tourism Coordinating Council as set forth herein, together with any subsequent amendments, are hereby adopted this 16th day of P~Siii; 38E)-7. ~ . ~~ ~! t'~> The effective date of these bylaws shall be April 16; X894. 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