HomeMy WebLinkAboutCity Council Packet 07-25-2017 SpecialCITY OF PLYMOUTH
AGENDA
SPECIAL COUNCIL MEETING
JULY 25, 2017, 5:30 p.m.
MEDICINE LAKE CONFERENCE ROOM
1. CALL TO ORDER
2. TOPICS
A. Lodging Tax
B. Set future Study Sessions
3. ADJOURN
Special Council Meeting 1 of 1 July 25, 2017
City of
Plymouth
Adding Q.W, to Life
SPECIAL COUNCIL
MEETING
July 25, 2017
ACTION REQUESTED:
Agenda 2A
Number:
To: Dave Callister, City Manager
Prepared by: Danette Parr, Economic Development Manager
Item: Convention and Visitors Bureau/Lodging Tax Discussion
The Council is not being asked to take any action at this time, but rather to further review and discuss
the various elements of a potential Convention and Visitors Bureau (CVB). At the conclusion of the
discussion, Council may wish to direct staff to seek additional information or to reconvene the public
hearing at an upcoming City Council meeting.
BACKGROUND:
As the Council likely recalls from previous discussions, State Statute 469.190 (attached) allows cities to
impose a lodging tax of up to three percent with 95 percent of the proceeds to be used to fund a local
convention or tourism bureau for the purpose of marketing and promoting the city as a tourist or
convention center. Currently, 110 Minnesota cities utilize a lodging tax, with 26 of them located in the
metro. The majority of the 110 communities utilize a three percent lodging tax.
Many CVB organizations throughout the state promote their hotels, businesses, amenities, and brand
their communities in a variety of ways. The common element is that they market the city/region as a
tourist and convention center.
ADDITIONAL INFORMATION:
At the May 9, 2017 study session, the Council discussed the merits of a lodging tax and the creation of a
CVB for Plymouth. As a part of that discussion, staff was asked to provide additional information. In
response, staff has created and attached various documents for the Council to review. At the July 25,
2017 study session, staff will share information and answer questions in relation to the following areas:
Establishing a CVB
If a CVB were established for the City of Plymouth, an agreement would be necessary to detail expectations
for both the City and the CVB. A sample agreement is attached.
C'VR Mi -,-,inn
A mission statement and goals would need to be established to create the framework for "Visit Plymouth" (aka:
the Plymouth CVB). A future mission statement could contain language similar to the following: "The mission of
"Visit Plymouth" is to promote Plymouth as a destination for events, meetings, conventions and tourism as a
way to elevate the community's visibility and support economic development".
CVB Leadership
Page 1
Assuming "Visit Plymouth" was created, the Plymouth City Council would have the authority to appoint a
Board of Directors. "Visit Plymouth" would have Bylaws established to further distinguish Board
representation into the future, as well as guidelines for the management of internal affairs of the CVB
(sample Bylaws attached). Based on feedback provided by the Council, staff would recommend
representation from the following entities:
• Two (2) hotel representatives;
• Two (2) City Councilmembers;
• The Plymouth Mayor;
• The Plymouth City Manager;
• The Plymouth Economic Development Manager;
• At least two members of the general business community, other than a member of the
hotel industry.
The Board of Directors could appoint committees if there were specific events or subject matter that
warranted additional expertise.
CVB Budget
A sample budget is attached. As is detailed in the sample Bylaws, the CVB must have its annual budget
approved by the Plymouth City Council.
CVR Staff
The CVB staff would be tasked with carrying out the mission of the CVB. The size of a CVB's staff can vary
widely. Staff would recommend three (3) staff members for "Visit Plymouth", which would likely contain a
Chief Executive Officer (CEO), Sales Manager (sample job descriptions attached) and an additional staff
member to provide marketing and social media support.
Impacts to City of Plymouth
• Enhanced promotion and attraction of tournaments, events, and general tourism.
• Sponsorship of local events (sample budget reflects $50,000).
• Five percent (5%) portion of the total three percent (3%) lodging tax would be directed to the
City of Plymouth for the collecting of the tax revenue.
• Increased rental revenue for Plymouth public and private venues.
• Increased visibility for the City of Plymouth.
• Dedicated communication conduit between hotels, event venues, conference spaces,
businesses and others.
• Dedicated staff to promote and support city tournaments/venues.
• Support economic development efforts.
ATTACHMENTS:
State Statue 469.190
Visit Plymouth Sample Bylaws
Visit Plymouth — City of Plymouth Sample Agreement
Visit Plymouth Sample Budget
Visit Plymouth CEO Sample Job Description
Visit Plymouth Sales Manager Sample Job Description
Page 2
469.190 LOCAL LODGING TAX.
Subdivision 1. Authorization. Notwithstanding section 477A.016 or any other law, a statutory or home
rule charter city may by ordinance, and a town may by the affirmative vote of the electors at the annual
town meeting, or at a special town meeting, impose a tax of up to three percent on the gross receipts
from the furnishing for consideration of lodging at a hotel, motel, rooming house, tourist court, or
resort, other than the renting or leasing of it for a continuous period of 30 days or more. A statutory or
home rule charter city may by ordinance impose the tax authorized under this subdivision on the
camping site receipts of a municipal campground.
Subd. 2. Existing taxes. No statutory or home rule charter city or town may impose a tax under this
section upon transient lodging that, when combined with any tax authorized by special law or enacted
prior to 1972, exceeds a rate of three percent.
Subd. 3. Disposition of proceeds. Ninety-five percent of the gross proceeds from any tax imposed under
subdivision 1 shall be used by the statutory or home rule charter city or town to fund a local convention
or tourism bureau for the purpose of marketing and promoting the city or town as a tourist or
convention center. This subdivision shall not apply to any statutory or home rule charter city or town
that has a lodging tax authorized by special law or enacted prior to 1972 at the time of enactment of this
section.
Subd. 4. Unorganized territories. A county board acting as a town board with respect to an unorganized
territory may impose a lodging tax within the unorganized territory according to this section if it
determines by resolution that imposition of the tax is in the public interest.
Subd. 5. Reverse referendum. If the county board passes a resolution under subdivision 4 to impose the
tax, the resolution must be published for two successive weeks in a newspaper of general circulation
within the unorganized territory, together with a notice fixing a date for a public hearing on the
proposed tax. The hearing must be held not less than two weeks nor more than four weeks after the
first publication of the notice. After the public hearing, the county board may determine to take no
further action, or may adopt a resolution authorizing the tax as originally proposed or approving a lesser
rate of tax. The resolution must be published in a newspaper of general circulation within the
unorganized territory. The voters of the unorganized territory may request a referendum on the
proposed tax by filing a petition with the county auditor within 30 days after the resolution is published.
The petition must be signed by voters who reside in the unorganized territory. The number of signatures
must equal at least five percent of the number of persons voting in the unorganized territory in the last
general election. If such a petition is timely filed, the resolution is not effective until it has been
submitted to the voters residing in the unorganized territory at a general or special election and a
majority of votes cast on the question of approving the resolution are in the affirmative. The
commissioner of revenue shall prepare a suggested form of question to be presented at the
referendum.
Subd. 6. Joint powers agreements. Any statutory or home rule charter city, town, or county when the
county board is acting as a town board with respect to an unorganized territory, may enter into a joint
exercise of powers agreement pursuant to section 471.59 for the purpose of imposing the tax and
disposing of its proceeds pursuant to this section.
Subd. 7. Collection. The statutory or home rule charter city may agree with the commissioner of revenue
Page 3
that a tax imposed pursuant to this section shall be collected by the commissioner together with the tax it
and other rules and that its proceeds, less the cost of collection, shall be remitted to the city.
Page 4
SAMPLE
BYLAWS
OF
VISIT PLYMOUTH
This instrument constitutes the Bylaws of VISIT PLYMOUTH, a Minnesota nonprofit
corporation (the "Corporation"). The Corporation is incorporated under and pursuant to the
Minnesota Nonprofit Corporation Act, Minnesota Statutes Chapter 317A, as amended (the
"Act"). The Bylaws help to regulate and manage the internal affairs of the Corporation.
SECTION I
PURPOSES
The specific purposes of the Corporation shall include, but not be limited to:
• Promoting Plymouth, Minnesota as a destination by attracting meetings, conventions,
sporting events, concerts and other forms of tourism.
• Contributing to the identity and economic well being of the City of Plymouth.
• Taking a leadership role with community and business partners to provide an
outstanding visitor experience.
SECTION II
BOARD OF DIRECTORS
Section 2.1. The affairs of the Corporation shall be managed by a Board of Directors
(hereinafter the "Board") which shall be comprised of not less than seven (7), nor more than nine
(9), members.
Section 2.2. The terms of the successor directors appointed pursuant to Article V (1) and
(2) of the Articles of Incorporation shall be three (3) years.
BOD Approved Amendments 1
Page 5
Section 2.3. In the event that any appointment of a successor director is not made by the
second Thursday of the applicable year, the director whose term would otherwise then expire
shall continue to serve as a director until his or her successor is appointed, but not beyond March
31 of the applicable year.
Section 2.4. Directors shall have the following qualifications:
(1) Two directors shall be members of the hotel industry in the City of Plymouth,
defined as owners, officers or employees of a hotel;
(2) Two directors shall be members of the Plymouth City Council;
(3) The Plymouth Mayor shall serve as a director;
(4) The Plymouth City Manager shall serve as a director;
(5) The Plymouth Economic Development Manager shall serve as a director;
(6) At least two directors appointed shall be members of the general business
community (impacted by tourism) other than a member of the hotel industry.
Section 2.5. Directors may not serve more than two (2) consecutive terms in addition to
any partial term to which they had been appointed to fill as a result of a vacancy, with the
exception of Plymouth City officials.
Section 2.6. Vacancies on the Board shall be filled as soon as practicable.
Section 2.7. The term of a director filling a vacancy expires at the end of the unexpired
term that the director is filling.
Section 2.8. The Board shall serve without compensation.
Section 2.9. A director may resign at any time by giving written notice to the
Corporation. A resignation is effective at the time it is delivered to the Corporation, unless a
later effective date is specified in the notice.
BOD Approved Amendments 2
Page 6
Section 2.10. A director may be removed at any time, with or without cause by a
resolution adopted by a 2/3 majority of the Board.
Section 2.11. Written notice of the removal of a director shall be promptly given to the
director and to the Chair or Secretary of the Corporation. Removal is effective as specified in the
notice.
Section 2.12. No member, officer, or director of this corporation shall be personally liable
for the debts or obligations of this corporation of any nature whatsoever, nor shall any of the
property of the members, officers, or directors be subject to the payment of the debts or
obligations of this corporation.
Section 2.13. The Board shall have the power to appoint additional directors. The term
of each successor director appointed pursuant to this Section shall be three (3) years.
SECTION III
BOARD MEETINGS
Section 3.1. The Board shall meet no less than four (4) times per calendar year at the
registered office of the Corporation or at such other location as is provided in the notice of the
meeting.
Section 3.2. A meeting of the Board may be called by the Chair or by any two directors
upon five days written notice to all directors of the date, time, place and purpose of the meeting.
Notice of an adjourned meeting need not be given other than by announcement at the meeting at
which adjournment is taken. Notice is also not required if the meeting information is announced
at a previous Board meeting. Notice may be waived in accordance with the provisions of
Minnesota Statutes, Section 317A.231, subd. 5.
BOD Approved Amendments 3
Page 7
Section 3.3. A majority of the directors currently holding office is a quorum (50% +1)
for the transaction of business. In the absence of a quorum, a majority of the directors present
may adjourn a meeting from time to time until a quorum is present.
Section 3.4. The Board may take action as follows:
(1) The board shall take action by the affirmative vote of a majority of directors with
voting rights present and entitled to vote at a duly held meeting. Proxy voting is
not permitted.
SECTION IV
MEMBERS
The Corporation shall have no members.
SECTION V
OFFICERS
Section 5.1. The Board shall annually elect from among its members a Chair, and as
needed, a Vice -Chair, and Secretary/Treasurer, whose duties shall be as follows:
(1) The Chair shall:
(a) When present, preside at meetings of the Board;
(b) Execute in the name of the Corporation all instruments and documents
pertaining to the business of the Corporation; and
(c) Perform other duties prescribed by the Board.
(d) Serve up to two (2) one year consecutive terms
(2) The Vice -Chair or former chair shall perform the duties of the Chair in the Chair's
absence.
(3) The Secretary/Treasurer shall:
(a) Keep accurate financial records for the Corporation;
BOD Approved Amendments 4
Page 8
(b) Maintain records of the proceedings of the Board;
(c) Handle Corporation funds as directed by the Board, including the
depositing, investing and dispersal of such funds; and
(d) Perform other duties prescribed by the Board.
Section 5.2. Directors may hold no more than one office at any given time, excepting
that the office of the Secretary/Treasurer is combined in one person.
Section 5.3. Officers may resign at any time upon written notice to the Corporation,
effective when the notice is received or at a later date stated in the notice. Officers may be
removed at any time, with or without cause, by a resolution adopted by the majority of the
Board. The Board shall fill vacancies in offices, for whatever cause. Replacement officers shall
serve the remainder of the expired term.
Section 5.4. Officers may, with Board approval, delegate some or all of their duties and
powers to another officer.
Section 5.5. The Board may by resolution authorize the Chief Executive Officer or
officers other than the Chair to execute instruments pertaining to the business of the Corporation
on behalf of the Corporation.
SECTION VI
ADMINISTRATION
Section 6.1. The Board shall appoint a Chief Executive Officer to manage the day-to-day
affairs of the Corporation on behalf of the Board. The Chief Executive Officer shall report to
and serve at the will of the Board.
Section 6.2. The Chief Executive Officer shall attend all Board meetings and shall
submit an annual work plan, with budget, to the Board for its approval.
BOD Approved Amendments 5
Page 9
Section 6.3. The Chief Executive Officer may hire staff members after consultation with
and approval from the Board.
Section 6.4. The Board may by resolution establish committees having the authority and
purpose provided in the resolution.
SECTION VII
SOLICITATION OF MEMBERSHIP
The Corporation will not solicit memberships from the business community or the public
at large.
SECTION VIII
AMENDMENT TO BYLAWS
These Bylaws may only be amended by the affirmative vote of a two-thirds majority of
the Board, provided that notice of the proposed amendment is given five (5) days prior to the
effective date of the amendment and the text of the proposed amendment is contained in said
notice.
The undersigned hereby executes these Amended Bylaws and certifies that they were
adopted by the Board of Directors of VISIT PLYMOUTH, a nonprofit corporation incorporated
under the laws of the State of Minnesota, by a majority vote on the _ day of 2017.
Dated:
Chair
VISIT PLYMOUTH
BOD Approved Amendments 6
Page 10
SAMPLE
VISIT PLYMOUTH AND CITY OF PLYMOUTH AGREEMENT
THIS AGREEMENT made and entered into this day of ,
20 by and between the City of Plymouth, a Minnesota municipal corporation
hereinafter referred to as "City", and Visit Plymouth, a Minnesota non-profit corporation,
hereinafter referred to as the "Bureau".
WHEREAS, The City has imposed a tax on lodging to fund a convention and
visitors bureau in accordance with Minnesota Statutes, Section 469.190.
WHEREAS, The Bureau has the staff, facility, and experience to carry out the
objectives of promoting the City as a destination for all forms of tourism including
leisure, meetings, events, conferences and conventions.
NOW, THEREFORE, the parties agree as follows:
Term. The term of this Agreement shall commence on the day
of , 20 and continue until cessation by mutual agreement
or until withdrawal by one of the parties hereto in accordance with the
following provisions:
a. The party withdrawing from this agreement shall provide the other
party written notice to that effect.
b. Withdrawal shall be effective December 31 of the calendar year
following the year in which written notice of withdrawal is given.
C. Withdrawal by the City will take effect by a two-thirds (2/3) vote
by the City Council as a whole.
2. Services Rendered by Bureau. The Bureau shall furnish the following
services:
a. Informational services in answering inquiries about the City via
mail, computer (internet), telephone and personal contacts related
to promotion and attraction for meetings, conventions, and
tourism.
b. Provide planning, coordinating, and other assistance to
organizations, businesses, groups and event planners.
C. Supply support material including, but not limited to: visitor's
guides, accommodations lists, and information in general.
d. Prepare and present to groups to attract visitors to the City and the
area.
e. Distribute brochures, information, and guides of the city/area to
potential
visitors and to sports, meetings and events planners.
Page 11
f. Provide representation at trade and consumer shows, conventions,
conferences and exhibits to attract new visitors to the City.
g. Actively promote the City as a destination through statewide,
regional and national advertising and marketing of the city and
area's hospitality industry and attractions.
h. Be involved as a sponsor of the City's official annual events.
3. Charges. Basic services provided pursuant to Paragraph two (2) of this
Agreement shall be without charge to the person or organization utilizing
such services unless authorized by contractual agreement or action of the
Bureau's Board of Directors.
4. Bum. The Bureau shall submit its annual budget for review by the City
Council following its approval by the bureau's Board of Directors. Such
budget shall detail generally, and specifically as much as possible, the uses
to which monies received shall be spent to provide the services described
in Paragraph two (2) of this Agreement.
It is understood between the parties that the actual revenues being
generated under Paragraph five (5) may vary from the amounts anticipated
in the budget. For this reason, it is agreed that the budget may be
modified without prior consent of the City Council, providing that any
adjustments shall be made by a two-thirds (2/3) vote of the Bureau Board
of Directors.
Notwithstanding any other language to the contrary the Bureau shall not
expend any sums beyond its revenues.
Funding. On or near the 15th day of each month, the City shall remit to the
Bureau, for funding of the Bureau, 95% of the lodging tax payments
received by the City, less refunds, in the preceding month during the term
of this Agreement.
6. Verification of Expenditures. The Bureau will provide the City a copy of
the Bureau's audited annual financial statements, showing budget figures,
properly itemized and verified by the CEO of the Bureau. The Finance
Officer of the City shall have the right of access to the books and records
of the Bureau at any time during normal business hours to audit any item
of revenue or expenditure. The City may also direct the Bureau to have an
outside firm conduct an annual audit.
7. Hold Harmless. Any and all employees of the Bureau or any other
persons, while engaged in the performance of any service required by the
Bureau under this Agreement, shall not be considered employees of the
City, and any or all claims that may or might arise under the Workers'
Compensation Act of the State of Minnesota on behalf of said employees
Page 12
or other persons while so engaged, and any and all claims made by a third
party as a consequence of any act or omission on the part of the Bureau, or
its agents or employees or other persons while engaged in any of the
services provided to be rendered herein, shall in no way be the obligation
or the responsibility of the City. In connection therewith, the Bureau
hereby agrees to indemnify, save and hold harmless, and defend the City
and all of its officers, agents, and employees from any and all claims,
demands, actions, or causes of actions of whatever nature or character
arising out of or by reason of the execution or performance of the services
provided for in this Agreement.
Discrimination. The Bureau, in providing services hereunder shall comply
with the provisions of Minnesota Statute, Section 181.59 as the same may
be amended from time to time. The Bureau shall not discriminate against
any person or firm in any of its activities pursuant to Minnesota Statute,
Section 181.59 which is incorporated into this Agreement as though set
forth in its entirety.
9. Insurance. The Bureau shall carry insurance to cover its employees and
agents while performing services pursuant to this Agreement. Such
insurance shall provide comprehensive general liability and property
damage coverage to the Bureau and its employees and agents in such
amounts as will equal the applicable limits of liability to which the City
may be held pursuant to state statute as the same may be amended from
time to time. The Bureau shall also carry Worker's Compensation as
required by Minnesota Statute, Section 176.182 and provide the City with
proof of compliance with Section 176.182 before commencing to provide
services thereunder.
10. Laws. The Bureau will comply with all applicable Federal, State and local
laws in the performance of its obligations hereunder.
11. Advertisement. All general brochures, listings, or advertisements of
specific lodging facilities shall include mention of all facilities paying the
lodging tax imposed by the City.
12. Integration. This document is fully integrated, embodying the entire
Agreement between the parties. Any amendment to this Agreement shall
be in writing and executed in the same manner as the Agreement.
Page 13
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as
of the day and year first above written.
CITY OF PLYMOUTH
By: Dated:
It's Mayor
By: Dated:
It's City Manager
VISIT PLYMOUTH
By: Dated:
It's Chief Executive Officer
By: Dated:
It's Chair of the Board
Page 14
Visit Plymouth CVB - SAMPLE BUDGET
Sample Budget
Income
Lodging Collection 650,000.00
Misc Revenue (Grants/Sponsorships) 10,000.00
Total Income 660,000.00
Costs
PROGRAM EXPENSES
Grants for Transportation
6,000.00
Partnership Sales & Marketing (Explore MN - $12,850)
14,000.00
Rentals
4,000.00
Sales & Marketing
60,000.00
Internet Advertising
75,000.00
Trades hows/Conferences/FAM Tours
30,000.00
Research and Surveys
12,000.00
Board Committee Expense
2,000.00
Membership Dues
2,000.00
- MN Assoc of Convention & Visitors Bureau- $595
- Destination International (Previously DMAP)- $1,395
Sponsorship of Events
50,000.00
Promotional Items
3,000.00
Transportation/Parking/Mileage Expenses
16,000.00
Total PROGRAM EXPENSES
274,000.00
Total
274,000.00
Page 15
Expenses
PERSONNEL EXPENSES
Salary/Wages/Benefits
Insurance
Total PERSONNEL EXPENSES
BUILDING EXPENSE
Rent
Tax and Operating Expenses
Total BUILDING EXPENSE
TECHNOLOGY SERVICES
Server or system maintenance
Telephone/Internet
Total TECHNOLOGY SERVICES
ADMINISTRATIVE OFFICE EXPENSES
Payroll service fees
Operating Supplies
Postage & Delivery
Total GENERAL OFFICE
OFFICE EQUIPMENT
Office equipment/furniture expenses
Visit Plymouth CVB - SAMPLE BUDGET
386,000.00
230,000.00
15,000.00
245,000.00
25,000.00
20,000.00
45,000.00
3,500.00
7,000.00
10,500.00
3,000.00
2,000.00
10,500.00
15,500.00
2,000.00
Page 16
Visit Plymouth CVB - SAMPLE BUDGET
Copier/Printer/computers/etc.
2,500.00
Depreciation
8,000.00
Total OFFICE EQUIPMENT
12,500.00
PROFESSIONAL FEES
Consulting services
3,000.00
Legal Fees
2,500.00
Accounting Fees
3,000.00
Audit Fees
4,000.00
Total PROFESSIONAL FEES
12,500.00
HUMAN RESOURCE
Education and Training
1,600.00
Total HUMAN RESOURCE
1,600.00
RESERVE FUNDING
• Contribution to reserves
TBD
Total Operating Expenses
342,600.00
Grand Total Expenses
616,600.00
Net Income 43,400.00
Page 17
SAMPLE
Visit Plymouth
Position Description
Job Title: Chief Executive Officer (CEO)
Function:
1. Serve as Chief Executive Officer of the Visit Plymouth Association, reporting
to the Board, accepting responsibility for the success or failure of the
enterprise.
2. Continue to develop the Visit Plymouth Association as the primary, packaged
marketing arm for the Plymouth area hotels, tourism entities, sporting venues,
retail, restaurant and service providers.
• Supervises and supports the efforts of the Sales Manager and team in all
sales and marketing programs with the specific objective of increased
market share for the visitor industry in the Plymouth area.
Supervises and supports the efforts of the Sales Manager and the team in
all sales and marketing programs seeking out and soliciting meeting,
conventions and other tourism business while striving to enhance our
partners and stakeholders abilities to promote themselves and satisfy their
customers.
• Coordinate special projects/programs with city officials/clients to increase
visibility of the Plymouth locally, regionally and nationally.
3. With the Chair, enable the Board to fulfill its governance role, and facilitate
the optimum interaction between management, the Board, and stakeholders.
4. Provide leadership direction for the achievement of the Association's
philosophy, mission, strategy, and to its annual objectives and goals and
budgetary/fiscal responsibilities.
1/4
Page 18
Responsibilities:
1. Develop an annual marketing plan as it pertains to the Visit Plymouth mission
statement.
2. With the Board Chairperson, develop meeting agendas in order that the Board
of Directors can fulfill its responsibilities effectively.
3. Insure that the Board and the Chair are kept fully informed on the activities of
the Association and the Association staff.
4. Provide an annual report to the Plymouth City Council.
5. With the Chair, recommend to the Board the composition of the Board and
new members.
6. Manage benefit and insurance administration for Association staff.
7. Oversee the fiscal management for the Association. Work closely with the
Board and the finance department of the City of Plymouth to ensure an
accurate budget.
8. Hire and help facilitate training of Association staff in sales, customer service
and community involvement.
9. Other duties as deemed appropriate by the Board.
Specific to the Plymouth Visitor's Association:
1. Be responsible for the Association's pursuit of its mission and financial
objectives.
2. Make certain that the Association's philosophy and mission statements are
pertinent and practiced throughout the organization.
3. Ensure that the Association has a long term strategy that achieves its mission,
and toward which it makes consistent, timely, and measurable progress.
4. Make certain the flow of funds permits the Association to make steady
progress toward achieving its mission and that those funds are allocated
properly to reflect present needs and future goals.
2/4
Page 19
5. Manage the staff to ensure effectiveness in carrying out the Association's
mission.
6. Responsible for the development and implementation of staff training and
career development to ensure that the human resources necessary for the
achievement of the Association's mission is available.
7. Maintain a climate that attracts, retains and motivates top quality people —
both professional and volunteer.
8. Formulate and administer all major policies and procedures.
9. Serve as the chief spokesperson for the Association, so that the enterprise and
its mission are effectively and consistently present to its various publics.
10. Support the growth, development and retention of Association stakeholders
and partners.
11. Deliver services to Visit Plymouth stakeholders with a high level of integrity
and professionalism.
3/4
Page 20
Chief Executive Officer
Attributes:
• Self directed, motivated and professional
• Creative
• Strong communication skills
• Ability to coordinate with the wide range of stakeholders
• Management experience, including financial management
• Significant marketing experience
• Understanding of the hospitality and tourism industries
• Media management experience
• Public speaking expertise and / or special event experience
• Willingness to seek, solicit and try new creative marketing avenues to
promote Plymouth on a local, regional and national basis
• Volunteer coordination experience
• Computer proficiency
4/4
Page 21
SAMPLE Job Description
Position: Sales Manager
Reports to: Chief Executive Officer
Scope and responsibilities: Serve as Visit Plymouth liaison to the corporate,
universities, government, association, leisure and sports markets. Pursue new business
for the area and maintain relationships with Plymouth hotels, restaurants and retail
service industry. Assist CEO in securing sponsorships for Visit Plymouth events. Know
the products and services that Plymouth offers our many markets.
1. Corporate, Universities, Leisure, Government, Associations and Sports
Markets
a. Coordinate telemarketing/internet and direct mail campaigns.
b. Maintain qualified database system.
c. Monitor incoming small meetings.
d. Develop and maintain on-going relationships with incoming groups,
meeting planners and current clients.
e. Attend local and regional related meetings and tradeshows deemed
necessary by the CEO.
2. Sales and Marketing
a. Plan and participate in specialized outreach efforts.
b. Coordinate and participate travel trade shows — Additional requirements
included: lifting heavy boxes of brochures or promotional material (up to
30 pounds) or standing on your feet for up to 8 hours.
c. Increase Visit Plymouth awareness within Plymouth, Minnesota and
Midwest.
d. Develop and evaluate needs for marketing and collateral materials.
e. Coordinate familiarity tours (FAM's) and venue site inspections.
3. Sponsorship Sales
a. Pursue and secure sponsorship opportunities with the community for
Visit Plymouth events.
b. Increase Visit Plymouth awareness within the community.
The Visit Plymouth CEO will determine additional responsibilities when necessary.
Page 22
irp) c;ry of
Plymouth
Adding Quality to Life
SPECIAL
COUNCIL MEETING
July 25, 2017
Agenda 2B
Number:
To: Mayor and Council
Prepared by: Dave Callister, City Manager
Reviewed by:
Item: Set Future Study Sessions
Pending Study Session Topics (at least three Council members have approved the following study
items on the list):
• HOA turnover and stormwater drainage between plats
Other Council requests for Study Session Topics:
None at this time.
Staff's requests for Study Sessions:
• Sexual Predator Ordinance (October)
• Massage Therapy Ordinance (October)
• Small cell wireless (October)
• EDA —meeting with brokers
Page 1
rCity of
Plymouth
Adding Quality to Life
August 2017
Page 2
1
2
3
4
5
2:30 PM - 4:30 PM
7:00 PM
5:30 PM - 8:30 PM
Night to Unite
PLANNING
Kids Fest
Kickoff Event
COMMISSION
Hilde
Plymouth Creek
MEETING
Performance Center
Center
Council Chambers
6
7
8
9
10
11
12
7:00 PM
7:00 PM
REGULAR COUNCIL
ENVIRONMENTAL
MEETING
QUALITY
Council Chambers
COMMITTEE (EQC)
MEETING
Medicine Lake Room
13
14
15
16
17
18
19
6:00 PM
7:00 PM
SPECIAL COUNCIL
PLANNING
MEETING
COMMISSION
Budget and CIP
MEETING
Medicine Lake Room
Council Chambers
20
21
22 5:00 PM
23
24
25
26
SPECIAL COUNCIL
7:00 PM
MEETING
HOUSING AND
Budget and CIP/Review
REDEVELOPMENT
Future Trail Projects
Medicine Lake Room
AUTHORITY (HRA)
7:00 PM
MEETING
REGULAR COUNCIL
Medicine Lake Room
MEETING
Council Chambers
27
28
29
30
31
6:00 PM
SPECIAL COUNCIL
MEETING
Budget and CIP
(if needed)
Medicine Lake Room
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r�Plymouth
Adding Quality to Life
September 2017
Page 3
1
2
3
4
5
6
7
8
9
7:00 PM
PLANNING
LABOR DAY
COMMISSION
MEETING
CITY OFFICES
Council Chambers
CLOSED
10
11
12
13
14
15
16
5:30 PM
SPECIAL COUNCIL
7:00 PM
7:00 PM
4:00 PM - 8:00 PM
MEETING
ENVIRONMENTAL
PARK Et REC ADVI-
Best of the West
Median/Beautification
QUALITY
SORY
Local Business
Projects
COMMITTEE (EQC)
COMMISSION
Sampler
Medicine Lake Room
MEETING
(PRAC)
Hilde Performance
7:00 PM
Medicine Lake Room
MEETING
Center
REGULAR COUNCIL
Park Maintenance
MEETING
Council Chambers
17
18
19
20
21
22
23
7:00 PM
10:30 AM - 3:00 PM
PLANNING
Plymouth on Parade
COMMISSION
Celebration
MEETING
City Center Area
Council Chambers
24
25
26
27
28
29
30
5:30 PM
SPECIAL COUNCIL
7:00 PM
MEETING
HOUSING AND
Consider minimum age
REDEVELOPMENT
to purchase tobacco
AUTHORITY (HRA)
Medicine Lake Room
MEETING
7:00 PM
REGULAR COUNCIL
Medicine Lake Room
MEETING
Council Chambers
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r�
City of
Plymouth
Adding Quality to Life
October 2017
1
2
3
4
5
6
7
6:30 PM
7:00 PM
Volunteer
PLANNING
Recognition Event
COMMISSION
Plymouth Creek
MEETING
Center
Council Chambers
8
9
10
11
12
13
14
7:00 PM
7:00 PM
7:00 PM
REGULAR COUNCIL
ENVIRONMENTAL
PARK £t REC
MEETING
QUALITY
ADVISORY
Council Chambers
COMMITTEE (EQC)
COMMISSION
MEETING
(PRAC) MEETING
Medicine Lake Room
Plymouth Ice Center
15
16
17
18
19
20
21
7:00 PM
PLANNING
COMMISSION
MEETING
Council Chambers
22
23
24
25
26
27
28
7:00 PM
7:00 PM
REGULAR COUNCIL
HOUSING AND
MEETING
REDEVELOPMENT
Council Chambers
AUTHORITY (HRA)
MEETING
Medicine Lake Room
29
30
31
26
27
28
29
6:00 PM - 8:30 PM
Halloween at the
Creek
Plymouth Creek
Center
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r�
City of
Plymouth
Adding Quality to Life
November 2017
Page 5
1
2
3
4
7:00 PM
PLANNING
COMMISSION
MEETING
Council Chambers
5
6
7
8
9
10
11
7:00 PM
ENVIRONMENTAL
QUALITY
COMMITTEE (EQC)
VETERANS DAY
MEETING
Observed
Medicine Lake Room
CITY OFFICES
CLOSED
12
13
14
15
16
17
18
5:30 PM
7:00 PM
SPECIAL COUNCIL
PLANNING
Plymouth Arts Fair
MEETING
COMMISSION
Plymouth
Budget
MEETING
CreekCenter
Medicine Lake Room
Council Chambers
7:00 PM
REGULAR
COUNCIL MEETING
Council Chambers
23
24
25
19
20
21
22
Plymouth Arts Fair
THANKSGIVING
THANKSGIVING
Plymouth Creek
Observed
Center
CITY OFFICES
CLOSED
CITY OFFICES
CLOSED
26
27
28
29
30
7:00 PM
REGULAR COUNCIL.
MEETING
Council Chambers
Page 5