Committee Guidelines

I. Purpose of Committee

The purpose of the Advertising and Promotion Committee (“Committee”) is to develop and transmit to the Town of Pinetop-Lakeside (“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. The Town Council will determine the budget for the Advertising and Promotion Committee annually, and the Committee will recommend to Council how budgeted funds will be used.

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 February of each year. There shall be an orientation as part of the February 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 or her absence. Members may also attend via conference call or telecommunication. Members who have more than two (2) unexcused absences annually will be removed from the board automatically. Absences (no call or no show) will be considered unexcused. Business meetings, sickness, bereavement count as excused absences.

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/or 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, one member may represent the Pinetop-Lakeside Chamber of Commerce, and one member and/or their designee shall be a designated representative from Sunrise Park Resort. One Town Council member, designated by the Town Council, and the Town Manager or assigned staff member shall serve as ex officio non-voting members of the Committee.

V. Appointment and Removal of Members

Members shall be appointed and removed by the Town Council following a recommendation from the Advertising and Promotion Committee.

VI. Terms of Members

The members of the Advertising and Promotion Committee shall serve for a term of two (2) years. Committee members may be re-appointed to serve up to four (4) consecutive two (2) year terms, and then must go off the Committee for a least one (1) 2-year term before requesting membership on the Committee again. The Sunrise designated representative shall not have a term, but must be recommended by the Committee and their appointment approved by the Town Council.

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 that seat. Any vacancies of the Chairman or Vice-Chairman should 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 Chairman shall conduct all meetings in accordance with general rules of parliamentary procedure. Robert’s Rules of Order may be used to guide the Chairman in conducting meetings. All meetings shall be posted in accordance with the Arizona Open Meeting Law. 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. The Committee shall present this budget by April 30 of each year to the Town Manager for consideration and presentation to the Town Council.

The Advertising and Promotion Committee shall administer all contracts for services submitted with the budget and approved by the Town Council. 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 and budget recommendation to the Town Council every March and updates and reports on a quarterly basis.

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 one (1) 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 inhouse 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.

Updated March 21, 2018