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HomeMy WebLinkAbout4.5b Attachment_CG Resolution Amending Establishment of CGCVBCITY OF COTTAGE GROVE WASHINGTON COUNTY STATE OF MINNESOTA RESOLUTION NO. 2021- A RESOLUTION AMENDING RESOLUTION 2020-094 ESTABLISHING THE CITY OF COTTAGE GROVE CONVENTION AND VISITORS BUREAU WHEREAS, under the authority of Minnesota Statutes, Section 469.190, the City of Cottage Grove by ordinance has imposed a local lodging tax for the purpose of marketing and promoting the City as a tourist and convention center; and WHEREAS, the City by this Resolution is establishing a convention and visitors bureau, to be known as the Cottage Grove Convention and Visitors Bureau (“Bureau”) for the purpose of marketing and promoting the City as a tourist and convention center; and WHEREAS, the services of the Bureau to market and promote the City as a tourist and convention center are desirous and required in order to efficiently and effectively promote tourism and convention business in the City; and WHEREAS, the expenditures of the Bureau will be paid from the local lodging tax and the Bureau will be responsible for marketing and promoting the City as a tourist and convention center. NOW THEREFORE BE IT RESOLVED by the City Council of the City of Cottage Grove as follows: The City Council of the City of Cottage Grove does hereby establish the Cottage Grove Convention and Visitors Bureau which will function under rules, regulations and requirements as follows: 1. NAME. The Cottage Grove Convention and Visitors Bureau shall generally be referred to as the “Convention and Visitors Bureau” or “Bureau.” 2. MEMBERSHIP. The Bureau shall consist of a Board of Directors of seven (7) persons appointed by majority vote of the Cottage Grove City Council. a. Terms. The terms of the Board members shall be for three (3) years except the terms of the initial Board shall be as follows: 3 persons for terms expiring on December 31, 2022 2 persons for terms expiring on December 31, 2021 2 persons for a term expiring on December 31, 2020 b. Composition of the Board. Board members shall be appointed from the following: 1 person from the major hotels within the City; 3 City representatives (i.e. a Council member, EDA member, City Staff or other person as determined by the City Council); 1 person nominated by the Chamber of Commerce; 2 persons from the business community within the City. c. Termination. A Board member may be removed, at any time, with or without cause, by a majority vote of the City Council. d. Vacancies. Vacancies shall be filled by appointment by the City Council. When a Board member is absent from three (3) or more regular monthly meetings unexcused absences of the Board in any twelve (12) month period, this matter and related information shall be reported by the Bureau to the City Administrator whereupon the City Council may take action to replace the absent member. 3. PURPOSE OF BUREAU. The purpose of the Bureau is to market and promote the City as a tourist and convention center. 4. LEGAL STATUS OF BUREAU. The Bureau shall be considered to be a commission of the City, with the delegated authority to recommend contracts on behalf of the City for marketing and promotion services, subject to the budgetary limitations set by the Council’s approval of the Bureau’s annual budget. 5. ORGANIZATION OF BUREAU. a. Initial Meeting/Election of Officers. Upon being established and upon members being appointed by the City Council, the Bureau shall hold an organizational meeting and elect officers consisting of a Chairperson, Vice Chairperson, Secretary and Treasurer from its members. b. Duties of Officers. i. Chairperson. The Chairperson shall be the organizational head of the Bureau and shall preside at all meetings of the Board. With the approval of the Board, the Chairperson person shall sign contracts and other instruments relating to the operation of the Bureau. The Chairperson shall sign all formal documents of the Bureau and in general perform all duties incident to the office of the chairperson or such other duties as may from time to time be prescribed by the Board. The Chairperson shall not sign contracts that exceed the budgetary limits contained in the Bureau budget as approved by the Council. ii. Vice Chairperson. The Vice Chairperson shall act as Chairperson in the absence of the Chairperson. In the absence of the Chairperson and Vice Chairperson, the Treasurer shall act as Chairperson. iii. Treasurer. In addition to the above, the Treasurer shall monitor the financial records of the Bureau. iv. Secretary. The Secretary shall record and maintain all meeting minutes and forward notices to Bureau members. v. Compensation. There shall be no compensation for the above duties except for reimbursement of out-of-pocket expenses as approved by the Board at a regularly scheduled meeting. c. Meetings. i. Meetings. Regular meetings of the Board shall be held monthly quarterly within the City at such specific place, date and time as the Board may determine. The vote of a majority of the Board present at a meeting shall be the action of the Board, unless the vote of a greater number is required by law or by these policies. Four (4) members of the Board shall constitute a quorum at any meeting. ii. Special Meetings. Special meetings of the Board may be called at the request of the Chairperson or any three (3) Board members. The person or persons authorized to call special meetings must fix the place of the meeting. Board members shall be given at least three (3) days written notice of any special meeting. iii. Notice to City and Public. All meeting notices shall also be forwarded in accordance with the above deadlines to the City Clerk and all meetings shall be open to the general public in accordance with the Minnesota Open Meeting Law. Notice of all meetings shall be posted on the bulletin board at City Hall. d. Insurance. The City shall procure and maintain liability insurance for the Bureau either under the umbrella of a City insurance policy or under a separate policy as deemed appropriate by the City Administrator. 6. DUTIES AND AUTHORITY OF THE BUREAU. The duties and authority of the Bureau are as follows: a. To establish a plan to market and promote the City for conventions and tourism. b. To establish an annual budget. The budget must be presented to the City Council for review no later than July 1st each year for the following calendar year. The initial budget shall be submitted to the City within 60 days after the initial/organizational meeting of the Bureau. c. To prepare advertising information such as brochures, newspaper and magazine advertising, radio or television ads or similar promotional materials. d. To interface with the State of Minnesota and with private organizations that promote tourism. e. To ensure that promotional information is properly disseminated to conventions, visitor centers and similar promotional venues. f. To oversee, monitor and control the budget to support Bureau activities. g. The Bureau shall not hire employees; the Bureau may contract for support services subject to the limitations set forth below. h. On behalf of the City and subject to the limitations set forth below, the Bureau may contract for the following: i. Contracts with public agencies, private organizations, consultants or other vendors in order to accomplish the marketing and promotional activities of the Bureau. ii. Contracts for office space; and iii. Contracts for support services, such as clerical, receptionist, and secretarial services. No contract shall have a term longer than one (1) year, unless first approved by the City Council. All contracts must be approved by the Bureau and must be signed by the Bureau’s Chairperson and Secretary. The contracts entered into by the Bureau on behalf of the City do not require the approval of the Council unless the term of the contract exceeds one (1) year; provided, however, all contracts must be within the budgetary limits that have been approved by the Council as part of the Bureau’s budget. The Chairperson and Secretary shall not sign any contract or other financial instrument or obligation that exceeds the budgetary limits contained in the Bureau’s budget as approved by the Council. 7. FINANCES. a. Budget. The Bureau shall not expend funds in excess of the budget limitations as set by the Council. By December 31st of each year, the Council shall approve a budget for the upcoming calendar year. During the calendar year, the Council may approve an increase to the Bureau’s budget. b. Funding. Ninety-five percent (95%) of the local lodging tax received by the City shall be designated as the funding for the Bureau’s activities. Such monies shall be kept in a separate designated fund identified as the Bureau Fund. The monies may be co-mingled with other City’s monies in a City checking account, savings account or other City investment account. The monies, however, shall only be used by the Bureau for the Bureau’s activities. Interest earned on the money shall be added to the Bureau Fund. c. Expenditures. Expenditures made by the Bureau shall be paid by the City. All Bureau’s expenditures will be paid out of the Bureau Fund and not from other funds of the City, unless the Council otherwise directs. d. Financial Reporting. The City’s Finance Director shall transmit financial reports and other financial information to the Bureau concerning the Bureau Fund at the same time that such reports and information are forwarded to the Council. e. Audit. The Bureau Fund shall be audited at the same time as the other funds of the City are audited. 8. CITY CHARGES FOR SERVICES. To assist the Bureau in its activities, the City shall provide the following services: management, organizational, clerical, accounting, financial and audit services, and legal services. Charges for such services shall be $10,000 per year, or 25% of the total local lodging tax received by the City annually, whichever is greater, and shall be calculated and paid out of the Bureau Fund after the City receives its 5% administrative fee. 9. ANNUAL REPORT. The Bureau shall provide a written annual report to the City Council no later than Quarter 2 of each year. The report shall outline the previous year’s activities of the Bureau. 10. TERMINATION. The Bureau shall continue until otherwise terminated by a resolution of the City Council. 11. AMENDMENT. The City Council may amend or modify this resolution at any time and shall provide thirty (30) days advanced notice to the Bureau when such amendment or termination is contemplated or proposed. Passed this day of , 2021. Myron Bailey, Mayor Attest: Joseph Fischbach, City Clerk