Advertising and Promotion Committee

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Advertising & Promotion Committee Summary

Request for Marketing Funds

Post Coverage Report

RFQ for Advertising Consultant

GROUP SALES

MEETING AGENDAS

MINUTES

Meeting Minutes of December 21, 2011
Meeting Minutes of November 16, 2011
Meeting Minutes of October 26, 2011
Meeting Minutes of October 19, 2011
Meeting Minutes of September 21, 2011
Meeting Minutes of August 17, 2011
Meeting Minutes of July 20, 2011
Meeting Minutes of May 25, 2011
Meeting Minutes of April 20, 2011
Meeting Minutes of March 16, 2011
Meeting Minutes of March 1, 2011
Meeting Minutes of February 16, 2011
Meeting Minutes of January 19, 2011
Meeting Minutes of December 15, 2010
Meeting Minutes of November 17, 2010
Meeting Minutes of October 27, 2010
Meeting Minutes of September 15, 2010

ADVERTISING AND PROMOTION COMMITTEE GUIDELINES

I. PURPOSE OF COMMITTEE

The purpose of this Committee is to develop and transmit to the Town Council recommendations regarding an annual plan and budgetary allocation of the funds allocated for promotion and advertising for tourism and visitor related functions, including proposed contractual agreements with public or private agencies to plan, administer or implement such plan. Such annual plan should address marketing, which will include but not be limited to, development of community image, target market, promotional campaign, etc. The committee may also develop a fund raising program to encourage private sector contributions for purposes stated in Section 2 (A) of Ordinance No. 11-345 or its amendments. All the funds received from the private sector to be set aside in a separate account to maintain control. The two signers for this account will be the Chairman and/or two designees from the Committee. The public sector funds are administered through the purchasing policies of the Town. Expenditures of private sector funds will require prior approval by a majority of the Committee.

II. MEETING SCHEDULE

The Advertising and Promotion Committee will meet at a regularly scheduled time as established by the Committee. Additional or special meetings may be called when needed by the Chairman.

In addition to regular monthly meetings, the Committee shall have an annual retreat, in order to discuss a plan of action and budget for the upcoming year. This meeting shall be held in November of each year. There shall be an orientation as part of the November retreat each year, after new Committee members are appointed. This orientation is to bring new members up to speed and to refresh the Committee's purpose and history for returning members.

III. ATTENDANCE

Members who cannot attend the monthly Committee meetings should contact the Town Offices. In the event they may not have a quorum a member can designate the ex officio member to vote in his absence.

IV. MEMBERSHIP

The Advertising and Promotion Committee shall consist of nine (9) members, five of whom shall reside within the boundaries of the Blue Ridge Unified School District, and the remainder may own and operate a business located within the Town boundaries that pays transaction privilege taxes to the Town of Pinetop-Lakeside.  One member shall be a representative of the local hospitality industry, and the remaining eight members shall be members-at-large.  One Town Council member, designated by the Town Council, will serve as a nonvoting ex-officio member. The Town Manager or his designated Staff representative shall sit as an ex officio, non‑voting member of the Committee.

V. APPOINTMENT AND REMOVAL OF MEMBERS

Members shall be appointed and removed by the Town Council following a recommendation from a three-member subcommittee of the Advertising and Promotion Committee. This subcommittee shall include the Chairman.

VI. TERMS OF MEMBERS

The members of the Advertising and Promotion Committee shall serve two (2) years except as hereinafter provided. The Members of the first Committee shall serve for the following terms: Three (3) members shall be appointed for a term of one (1) year; and (4) members shall be appointed for a term of two (2) years. The first committee shall determine respective terms by drawing lots, the results of which will be recorded by the Town Clerk and kept on record in the Town Office. There shall be term limits on each Committee member. A member can serve up to four (4) consecutive two (2) year terms, and then must go off the Committee for at least one two (2) year term before requesting membership on the Committee again.

VII. CHAIRMAN AND VICE-CHAIRMAN

The position of Chairman and Vice-Chairman shall be determined by the voting membership of the Committee. The Committee shall vote to designate a Chairman and Vice-Chairman in September of each year. In the absence of the Chairman, the Vice-Chairman shall fill his seat. Any vacancies of the Chairman or Vice-Chairman shall be filled within three (3) months by a majority vote of the Committee present at any regular or special meeting.

VIII. QUORUM

A quorum of the Committee shall be five (5) or more members. The Chairperson shall conduct all meetings in accordance with general rules of parliamentary procedure. Robert's Rules of Order may be used to guide the Chairperson in conducting meetings. All meetings shall be posted in accordance with the Arizona Open Meeting Law in at least two locations not less than twenty-four (24) hours prior to any meeting. The Advertising and Promotion Committee shall establish a set of minutes for all meetings and all such minutes shall be approved by the membership in a regular meeting.

IX. ESTABLISHMENT OF SUBCOMMITTEES

The Chairman or a quorum has the authority to establish subcommittees on an as needed basis. An annual Budget Committee shall be appointed and meet beginning in January of each year to create a budget draft.

X. ADVERTISING AND PROMOTION COMMITTEE BUDGET

The Advertising and Promotion Committee shall prepare a budget to provide funds as necessary to operate and establish proposed programs, procedures, policies, etc. This budget shall be presented by the Committee by April 30th of each year to the Town Manager for consideration and presentation to the Town Council.

All contracts for services submitted with the budget and approved by the Town Council shall be administered by the Advertising and Promotion Committee. All new contracts and/or purchases entered into during the course of the fiscal year shall be divided as follows: Two thousand-five hundred ($2,500) or more requires Council approval. Under two thousand-five hundred ($2,500) can be approved by the Chairman and Vice Chairman, with ratification of expenses at the next Advertising and Promotion Committee meeting.

XI. POLICY AND PROCEDURES FOR PURCHASING FROM ANY MEMBER OF THE ADVERTISING AND PROMOTION COMMITTEE

During each fiscal year, the Town of Pinetop-Lakeside may purchase supplies, materials and Equipment from any member of the Advertising and Promotion Committee without using competitive public bidding procedures if the amount of a single transaction does not exceed three hundred dollars ($300). The separate, individual total of all transactions in the fiscal year for each member of the Committee shall not exceed one thousand dollars ($1,000).

The purchasing agent shall keep separate, up-to-date records of all purchasing transactions with the Committee. These records shall be public and shall include the date, amount and nature of each transaction. The purchasing agent shall be responsible for ensuring that the cost of a single transaction made pursuant to these guidelines does not exceed three hundred dollars ($300) and that the total of all such transactions in the fiscal year with the members of the Committee does not exceed one thousand dollars ($1,000). Any purchasing transaction with the Committee that exceeds these limits shall only be made by public competitive bidding procedures.

The “purchasing agent” means the person authorized by the Council or Manager to act on behalf of the Town when procuring supplies, materials and equipment for public use.

XII. PRESENTATIONS TO COUNCIL

The Advertising and Promotion Committee will give a report to the Town Council annually or on a more frequent basis if deemed necessary by the Committee and/or the Town Council.

All matters presented to the Town Council from the Advertising and Promotion Committee including recommended policies and action plans should be presented in writing by the Chairman or Vice-Chairman to the Town Manager at least a week in advance of a council meeting and a representative of the Advertising and Promotion Committee should be present at the meeting to address any questions or concerns. The Town Manager is the primary in house Staff support to the Advertising and Promotion Committee and he may designate additional Staff members to assist the Committee as deemed appropriate.

XIII. AMENDMENTS TO THESE GUIDELINES

These guidelines may be amended by the Advertising and Promotion Committee when deemed necessary. Such amendments require a majority vote of the members voting when a quorum is present, and approval of the Town Council.

|ADDENDUM A|

This addendum is to insure the staggered terms of the two (2) newly created positions.

On August 3, 1995 Council amended the Advertising and Promotion Committee guidelines. The Committee's membership was increased from seven (7) members to nine (9) members. The two (2) members appointed to serve the two newly created positions shall serve for the following initial terms: one (1) member shall be appointed for a term of one (1) year and one (1) member shall be appointed for a term of two (2) years. Thereafter, each member shall serve a two (2) year term.