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HomeMy WebLinkAboutB3Advisory Body Handbook September 15, 2015 City of San Luis Obispo 57 | P a g e L. Promotional Coordinating Committee Bylaws ARTICLE 1. PURPOSE The Promotional Coordinating Committee (PCC) advises the Council in working to improve the quality of life for all City residents and our visitors. The Committee recommends projects to help promote the City as a regional trade, recreation, and tourist center, consistent with community goals. ARTICLE 2. MEMBERSHIP The PCC shall consist of seven members appointed by the Council. Six of the members shall be residents of the City of San Luis Obispo. The seventh member shall be the Chair of the Tourism Business Improvement District (TBID) Board as appointed by the TBID Board. Committee members shall be appointed for a term of four years, commencing on April 1st or other date as directed by the Council. No Committee member shall serve more than two consecutive terms (eight years) on the PCC. Any Committee member who has been appointed to fill a vacant seat in mid - term shall not be precluded from thereafter serving two four-year terms (eight years), so long as the initial, partial term is less than one year. The represent ative from the TBID Board shall serve a term concurrent with his/her term as the Chairperson of the TBID Board. ARTICLE 3. OFFICERS The officers shall be a Chairperson and a Vice Chairperson, each of whom shall be elected for a one-year term at the March meeting of the PCC for the term starting in April. No Committee member shall serve more than two consecutive one-year terms as Chairperson or Vice Chairperson. Any Committee member who has been appointed to fill a vacant seat as Chairperson or Vice Chairperson in mid-term shall not be precluded from thereafter serving as Chairperson or Vice Chairperson for two consecutive one-year terms, so long as the initial, partial term is less than six months. The Chairperson shall preside over all meetings of the PCC, prepare all meeting agendas with staff, and otherwise perform such duties as directed by the PCC or Council. The Vice Chairperson shall serve in the absence or incapacity of the Chairperson. ARTICLE 4. MEETINGS 1. The PCC shall hold a regular meeting each month, but no fewer than ten times per year. 2. The meetings are to be held at City Hall, the second Wednesday of each month, unless another location and/or time has been announced as required by California law. 3. The meetings shall be open to the public. 4. A quorum shall consist of a majority of the Committee member currently serving on the PCC. Advisory Body Handbook September 15, 2015 City of San Luis Obispo 58 | P a g e 5. All actions of the PCC shall be by a majority vote or consensus and shall be directed through the Chairperson. 6. Minutes of each meeting shall be taken and forwarded to the Council and shall be -available as a public record. 7. A special meeting may be called at any time by the Chairperson or by a majority of the Committee members currently serving on the PCC, provided each member is given written notice of the special meeting at least 24 hours prior to the meeting, and the time and place of the special meeting is announced as required by California Law. 8. All meetings shall be conducted in general accordance with Robert’s Rules of Order, newly revised edition, subject to minor variation by the Chair as appropriate to the needs of the advisory body. 9. All Committee members present at a meeting shall vote on any motion or resolution brought before the PCC, except when abstaining due to a conflict of interest. 10. Any Committee member with a conflict of interest shall not vote on or participate in any discussion of an item or in any way attempt to influence the decision on such item. 11. Any member who fails to attend three regular meetings within any twelve-month period may be automatically considered for replacement at the discretion of the Committee. ARTICLE 5. SUBCOMMITTEES Subcommittees shall be appointed, as needed, by the Chairperson. Standing subcommittees are the Grants-in-Aid and Events Promotion subcommittees. The subcommittee members will serve for a two year term. After two years they will automatically rotate to the other standing subcommittee. ARTICLE 6. FUNCTIONS AND DUTIES The functions and duties of the PCC shall include, but not be limited to, the following: 1. Planning a comprehensive program to promote the City of San Luis Obispo and prepare an annual marketing program consistent with City goals and objectives. 2. Develop promotional programs and projects for the City of San Luis Obispo. 3. Hear requests for financial aid from cultural and promotional groups seeking grants from the City of San Luis Obispo and make recommendations to the Council thereon. 4. Present an annual assessment report to the City Council regarding the Promotional Coordinating Committee’s Grants-in-Aid program and other programs as appropriate. 5. Initiate and support community activities that are meaningful to residents and visitors of the City of San Luis Obispo. Advisory Body Handbook September 15, 2015 City of San Luis Obispo 59 | P a g e 6. Provide a liaison to Grant-In -Aid recipients who work to promote the quality of life for residents and visitors of the City of San Luis Obispo. 7. Perform any other lawful tasks as directed by the Council. ARTICLE 7. AMENDMENTS These bylaws may be amended by the Council, upon the recommendations of two-thirds of the Committee members currently serving on the PCC, provided that the text of any such proposed amendment shall have first been provided in writing to each Committee member. (COUNCIL ADOPTED ON 09/15/2015)