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HomeMy WebLinkAboutItem 06.iJune 1, 2015 Item No.________ SECOND AMENDMENT TO CONVENTION AND VISITORS BUREAU AGREEMENT Proposed Action Staff recommends adoption of the following motion: Move to approve the Second Amendment to Convention and Visitors Bureau Agreement. Overview During this year’s city council committee appointment process, the topic of who represents the City of Lakeville on the Convention and Visitors Bureau Board of Advisors was discussed. The current agreement calls for two representatives which have historically been a city council member and a parks and recreation employee. City Council has provided direction that city staff can adequately represent the city on this board, so a revised CVB agreement has been drafted and approved by the Lakeville Chamber of Commerce Board of Directors. The revised agreement calls for one city representative from the Parks and Recreation Department with the option of appointing a second representative if desired. Primary Issues to Consider • Does the proposed agreement meet the needs of the City of Lakeville? Supporting Information • Second Amendment to Convention and Visitors Bureau Agreement Justin Miller City Administrator Financial Impact: $___N/A_________Budgeted: Y/N ____ Source: __________________ Related Documents (CIP, ERP, etc.): ________________________________________ Community Values: A sense of community and belonging 1 181776v1 SECOND AMENDMENT TO CONVENTION AND VISITORS BUREAU AGREEMENT THIS AMENDMENT made and entered into this _____ day of _______________, 2015, between the CITY OF LAKEVILLE, a Minnesota municipal corporation ("City"), and the LAKEVILLE CHAMBER OF COMMERCE, INC., a Minnesota nonprofit corporation ("Chamber"). RECITALS: A. In 1996, City and Chamber entered into a Convention and Visitors Bureau Agreement ("Agreement"). The Agreement created the Convention and Visitors Bureau ("Bureau"). B. In 1999, City and Chamber entered into a first amendment to the Agreement so that business of the Bureau, conducted through meetings of its Board of Advisors, may be carried out more efficiently. C. City and Chamber desire to further amend the Agreement. NOW, THEREFORE, in consideration of the foregoing, City and Chamber agree to amend the Agreement as follows: 1. Paragraph 1 of the Agreement shall be amended in its entirety as follows: 1. CONVENTION AND VISITORS BUREAU. A. The Chamber agrees to create and maintain the Lakeville Convention and Visitors Bureau. The Bureau shall consist of a Board of Advisors, an Executive Director, and employed staff. The Executive Director of the Chamber shall serve as the Executive Director of the Bureau. The President of the Chamber shall serve as an ex officio member of the Bureau. The ex officio member may not vote and the ex officio's presence or absence shall not be counted in determining if a quorum is present. The presence in person of seven (7) or more of the Bureau Board members shall be required and constitute a quorum for meetings in which the following items will be considered: (a) the annual budget of the Bureau; or (b) any modification to the annual budget of the Bureau. For all other meetings of the Bureau Board of Advisors, the presence in person of six (6) or more of the Bureau Board members shall constitute a quorum. Any Bureau Board member who has missed three (3) consecutive board meetings will be removed from the Board and the vacancy will be filled by the original appointing body. The Executive Director of the Chamber, after consulting with the Board of Advisors 2 181776v1 shall have the power to hire staff, to purchase equipment, and to lease or rent space as required for the Bureau to carry out its obligations hereunder. B. Composition: The Advisory Board shall have no less than (9) and no more than thirteen (13) members, one (1) of whom shall be appointed by the City Council, with the remaining eight (8) to twelve (12) appointed by the by the Chamber. The Advisory Board shall be composed of: up to five (5) from the Lodging Industry in Lakeville; up to six (6) from the hospitality industry in Lakeville, of which up to three (3) from Twin Cities attractions that participate financially in the Chamber or Bureau or both; minimum of one (1), up to two (2) from the City, of which one (1) is appointed by City Council from the City Parks and Recreation Department; and minimum of two (2), up to three (3) from the Chamber membership, of which one (1) is the Chair-elect of the Chamber. C. Term of Office: The Chamber's appointees to the Advisory Board shall initially serve staggered terms, with one (1) Chair-elect of the Chamber and four (4) Advisors being appointed for one (1) year; three (3) or four (4) Advisors being appointed for two (2) years; and three (3) or four (4) Advisors being appointed for three (3) years. The City appointee shall be appointed for three (3) years. The term of office for all elected Advisors and Executive Committee officers shall be from the first regular meeting in January until their successors have been duly qualified and elected. D. Nomination of Advisors and Executive Committee: A nominating committee of three Advisors, one (1) each from the Chamber, City, and Lakeville Lodging Industry shall be named by the Chairperson of the LCVB Advisory Board at the September Board meeting. The Nominating Committee will prepare a recommended slate of required Advisory Board members. One (1) Advisor is appointed by the City, as well as the Vice Chair of the Chamber. Notice shall be provided to the City for action at the first October City Council meeting. The Advisory Board slate should be presented to the LCVB Advisory Board at the October Board meeting for submission to the Chamber for approval at its October meeting. 2. Except for the amendment set forth in paragraph 1 above, there are no other amendments, revisions or modifications to the Agreement. 3 181776v1 IN WITNESS WHEREOF, the parties have executed this Amendment on the date first above written. LAKEVILLE CHAMBER CITY OF LAKEVILLE OF COMMERCE, INC. By: _____________________________ By: _____________________________ Its: ____________________ Matt Little, Mayor By: ________________________ By: _____________________________ Its: ____________________ Charlene Friedges, City Clerk