04 09 2024 Yelm City Council Agenda Packet
C ITY C OUNCIL A GENDA
April 9, 2024 6:00 PM
nd
Yelm City Council meetings are held in-person at 106 2 St SE Yelm, WA 98597 and virtually on Zoom. Registration is
required to attend virtually; please use the link below to register.
https://us06web.zoom.us/webinar/register/WN_H8cOnNcUQu-a68z2HUZj4Q
1. CALL TO ORDER/ROLL CALL
2.AGENDAAPPROVAL
3. SPECIAL PRESENTATIONS
a) Life Saving Award
b) Introduction of New Police Officer
4. PUBLIC COMMENT--COMPLETE A BLUE SPEAKER’S CARD OR RAISE HAND VIRTUALLY
5. CONSENT AGENDA
a) March 26, 2024 Regular Meeting and April 2, 2024 Study Session Minutes
b) Approval of Community Event: Between Sisters Girls Night Out
c) Approval of Community Event: Jazz in the Park
d) Approval of Community Event: Nisqually Valley BBQ Rally
e) Approval of Community Event: Pray Over Yelm
6.NEWBUSINESS
a) Nisqually Jail Service Agreement
Motion to authorize Mayor Joe DePinto to sign the Nisqually Jail Service Agreement effective January
1, 2024.
b) 2024 Lodging Tax Advisory Committee Award Recommendations
Motion to approve the 2024 Lodging Tax Advisory Committee award recommendations in the amount
of $122,000
c) Approval of the 2024 Yelm Beautification Grant Committee Award Recommendations
Motion to approve the 2024 Yelm Beautification Grant Committee award recommendations in the not
to exceed amount of $22,336.
7. OLD BUSINESS
a) None Scheduled
nd
106 2ST SE Yelm, WA 98597 360.458.3244 www.yelmwa.gov
The City of Yelm is an equal opportunity employer and provider
8. STANDING COUNCIL COMMITTEE REPORTS
a) Public Safety Committee
b) Public Services Committee
c) Finance Committee
9. MAYOR/CITY ADMINISTRATOR/STAFF REPORTS
10. COUNCILMEMBER REPORTS
11.EXECUTIVESESSION
a) None Scheduled
12. A DJOURN
M EETING I NFORMATION
All regular Yelm CityCouncil meetings are recorded.Meetings canbe viewed at www.yelmwa.govor a copy
may be purchased by contacting the City Clerk’s office at 360.458.8816.
It is the City of Yelm’s policy to provide reasonable accommodations for people with disabilities. If you require
reasonable accommodations to participate at a City Council meeting, please contact the City Clerk’s office at
360.458.8816 at least four (4) working days prior to meeting. Information on the Americans with Disabilities
Act and the Title VI Statement is available at www.yelmwa.gov/human-resources.
*The public comment portion of the agenda is an opportunity for the public to address the Council for items
that are not on the published agenda. Comments are limited to three minutes and five speakers. Comment on
matters listed on the published agenda are welcomed as part of the normal agenda.
Public Comment Guidelines: The City reserves up to five members of the public to address the Council at the
beginning of regular business meetings on topics that are not on the agenda. Each speaker will be given 3
minutes and may be asked follow up questions by the Mayor or Council. Further public comment may be
allowed on agenda topics as time permits. We ask that speakers use respectful language and remember they
are speaking to fellow citizens of Yelm who are committed to listening and responding appropriately to
citizens' concerns.
Members of the public engaging in disruptive behavior may be removed or blocked from the meeting.
Page 2of 2
CITY COUNCIL MEETING MINUTES
VIRTUAL AND IN PERSON
TUESDAY, March, 26 2024
Call to Order: Mayor Joe DePinto called the meeting to order at 6:00 PM.
Roll Call: Tracey Wood, Joseph Richardson, Joshua Crossman, Brian Hess,
Trevor Palmer, Terry Kaminski, and Mayor Joe DePinto.
Staff Present: City Administrator Todd Stancil, City Clerk Kathy Linnemeyer, Planning
and Building Manager Gary Cooper and Public Services Director Cody
Colt.
APPROVAL OF THE Motion by Brian Hess to approve the agenda.
Seconded by Josh Crossman
Motion carried 6-0
PUBLIC COMMENT: Chris Woods, Yelm Community Schools Superintendent spoke about
the Levy.
Gene Coulter, president of the Yelm Historical Museum announced
that they are duplicating a book that was originally published in 1948
about Yelm and will have them for sale this summer.
CONSENT AGENDA: a) March 5, 2024 Study Session Minutes, March 12, 2024 Regular
Meeting Minutes
b) Approval of Community Event: Movies in the Park
Motion by Tracey Wood to approve the consent agenda.
Seconded by Brian Hess
Motion carried 6-0
NEW BUSINESS: City Council Position 4 Vacancy Appointment
Motion by Terry Kaminski to appoint a candidate to fill Position #4
based on a straw poll, then move to appoint the top candidate with
an official vote.
Seconded by Brian Hess
All were in favor.
Mayor DePinto asked for the straw poll and the following candidates
were announced: Bob Isom (3) Stephanie Kangiser (3)
Page 1 of 3
March 26,2024City of Yelm Regular Council Meeting. These minutes record the official actions of the Yelm City
Council. Complete recordings are available onYouTube. Yelm City Council meetings are held in-person at 106
nd
2 St SE Yelm, WA 98597 and on Zoom. Registration is required to attend virtually by selecting the link that is
available on the city website.
With no majority Mayor DePinto asked for a second straw poll and
the following candidates were nominated: Bob Isom (3) Stephanie
Kangiser (3).
Without a majority from the straw poll, Mayor DePinto asked if there
was a motion to nominate a candidate.
Motion by Brian Hess to appoint Stephanie Kangiser to fill Position #4
Seconded by Terry Kaminski
Vote was a 3/3 tie with a roll call vote.
Mayor DePinto broke the tie with an aye vote.
Mayor DePinto administered the oath of office to Stephanie Kangiser,
and she took her seat as Councilmember in position #4
Amendment No. 2 to the Professional Services Agreement with
BCRA for the Conceptual Design Modifications of the Yelm
Education and Innovation Center
Motion by Joseph Richardson to authorize Mayor Joe DePinto to
approve Amendment No 2 to the Professional Services Agreement
with BCRA for conceptual design modifications of the Yelm Education
and Innovation Center in the not to exceed amount of $55,975.00
including Washington State sales tax.
Seconded by Joshua Crossman
Motion carried with a roll call vote 6-1.
Interlocal Agreement between Yelm, Lacey, Olympia, Tumwater,
and Thurston County for Housing Allocation Land Capacity Analysis
Motion by Brian Hess to authorize Mayor DePinto to sign an
Interlocal Agreement for Thurston Regional Planning Council to
complete a housing land capacity analysis for all levels of housing
affordability in the City of Yelm, as required by House Bill 1220
Seconded by Joseph Richardson
Motion carried with a roll call vote 7-0
Interlocal Agreement between the City of Yelm and Thurston
County, authorizing Yelm to complete permitting process on a
property located partially in Thurston County.
Motion by Terry Kaminski to authorize Mayor DePinto to sign an
Interlocal Agreement between the City of Yelm and Thurston County
to allow Yelm to complete the review and permitting process for a
property located partially within Thurston County.
Seconded by Trevor Palmer
Motion carried 7-0
Page 2 of 3
March 26, 2024, City of Yelm Regular Council Meeting. These minutes record the official actions of
the Yelm City Council. Complete recor
Ordinance No. 1113
Motion by Trevor Palmer to approve Ordinance No. 1113
establishing a Franchise Agreement with Consolidated
Communications of Washington Company, LLC.
Seconded by Joseph Richardson
Motion carried 7-0
STANDING COUNCIL COMMITTEE REPORTS:
Public Services Committee Councilmember Crossman gave a summary of the Public
Services Committee meeting.
MAYOR/CITY ADMINISTRATOR/STAFF REPORTS:
City Administrator Stancil Gave updates on the hiring process for Police Officers,
ndth
announced that the Dog Park will open on May 2, Splash Pad will open on May 24 and
gave updates on hiring of seasonal employees.
Mayor DePinto Thanked the Council applicants and talked about the next steps for a
YMCA.
COUNCILMEMBER REPORTS:
Councilmember Wood Attended the Transportation Policy Board.
Councilmember Richardson Thanked the Council applicants.
Councilmember Crossman Attended the South Thurston Economic Development Council
(STEDI) meeting, attended an AWC Ethics 101 training and thanked everyone who has been
picking up trash on the roadways.
Councilmember Hess Attended Intercity Transit Authority meeting, thanked women who
Yelm citizen Eric Heid.
Councilmember Palmer Attended the EMS Council meeting.
Councilmember Kaminski Attended the Nisqually River Council meeting.
ADJOURNMENT: Motion by Trevor Palmer to adjourn the meeting at 7:00 PM.
Seconded by Terry Kaminski
Motion carried 6-0
__________________________________
Joe DePinto, Mayor
___________________________________
Kathy Linnemeyer, City Clerk
Page 3 of 3
March 26, 2024, City of Yelm Regular Council Meeting. These minutes record the official actions of
the Yelm City Council. Complete recor
CITY COUNCIL STUDY SESSION MEETING MINUTES
VIRTUAL AND IN PERSON
TUESDAY, April 2, 2024
Call to Order: Mayor Pro-Tem Joshua Crossman called the meeting to order at 6:00
p.m.
Roll Call: Joseph Richardson, Joshua Crossman, Stephanie Kangiser, Brian Hess,
Terry Kaminski, and Joe DePinto.
Absent Tracey Wood and Trevor Palmer
Staff Present: City Administrator Todd Stancil, City Clerk Kathy Linnemeyer, Public
Services Director Cody Colt, Court Administrator Sonia Ramirez and
Assistant Police Chief Tillman Atkins
DISCUSSION ITEMS
Boys & Girls Club Presentation Shellica Trevino, Chief Executive Officer with the Boys &
Girls Clubs of Thurston County gave a presentation about the Boys & Girls Club including
information about the number of members at the Yelm Branch, their targeted programs
and a financial summary.
Habitat Conservation Plan (HCP) Updates Phill Bloch Managing Senior Ecologist with
Confluence Environmental Company updated Council on the Habitat Conservation Plan
(HCP) including information about an HCP, the status of HCP development and preliminary
conservation program implementation.
Nisqually Jail Contract Review Court Administrator Sonia Ramirez reviewed the updates
to the Nisqually Jail contract and answered questions from Councilmembers.
Flock Camera System Information Assistant Chief Atkins informed Council about the
benefits of the Flock Safety cameras.
Council Retreat Discussion Mayor DePinto reviewed a draft agenda for the Council
Retreat on April 26-27, 2024.
Mayor Report Mayor DePinto announced updates to the Council committees.
Page 1 of 2
April 2,2024City of Yelm Council Study Session. These minutes record the official actions of the Yelm
City Council. Complete recordings can be viewed on YouTube, or a copy may be purchased by
COUNCIL INITIATIVES
Brian Hess Announced that he has received interest in starting a Food is Free program in
Yelm.
ADJOURNMENT
The meeting adjourned at 8:09 p.m.
__________________________
Joe DePinto, Mayor
_________________________
Kathy Linnemeyer, City Clerk
Page 2 of 2
April 2,2024City of Yelm Council Study Session. These minutes record the official actions of the Yelm
City Council. Complete recordings can be viewed on YouTube, or a copy may be purchased by
Meeting Date: April 9, 2024
CITY COUNCIL AGENDA ITEM SUMMARY
City of Yelm, Washington
AGENDA ITEM: APPROVAL OF THE 2024 LODGING TAX ADVISORY COMMITTEE AWARD
RECOMMENDATIONS
PROPOSED MOTION:
Motion to approve the 2024 Lodging Tax Advisory Committee award recommendations in the
amount of $122,000
KEY FACTS AND INFORMATION SUMMARY:
The LTAC met in November 2023 allocated up to $150,000 to be made available as
grants to the 2024 Lodging Tax Fund applicants with $50,000 allocated to fund events
and $100,000 allocated to fund a Yelm 100-Year Celebration.
The amount approved as part of the 2024 City of Yelm Budget is $40,000. The additional
$110,000 will have to be approved by the City Council as part of a budget amendment.
The LTAC held a public meeting on March 5, 2024 to review and discuss applications, as
well as decide how much to grant to applicants.
The LTAC has reviewed the applications and is recommend funding the following:
Centennial Concert & Drone Show, City of Yelm $75,000
Visitor Convention Bureau of Thurston County $ 7,000
Yelm Jazz in the Park $ 5,000
Nisqually Valley Spring Expo $10,000
Nisqually Valley BBQ Rally $20,000
Clues & Brews, ACU Foundation $ 5,000
ATTACHMENTS:
Respectfully Submitted:
1 | Page
Meeting Date: _____________
CITY COUNCIL AGENDA ITEM SUMMARY
City of Yelm, Washington
__________________
Joe DePinto
LTAC Chair
2 | Page
YELM LODGING TAX ADVISOY COMMITTEE MINUTES
March 5, 2024 10:30 AM
nd
Location: City Hall Conference Room 103 2St SE Yelm, WA 98597
1. Joe DePinto called the meeting to order at 10:30 pm.
2. Members present: Joe DePinto, Denise Hibbeln, Shelley Nicholson and Margaret Clapp
Absent: Clay Williams
Staff: Kathy Linnemeyer and Stephanie Dice
3. Approval of Minutes:
Motion by Denise Hibbeln to approve the December 5, 2023 minutes
Seconded by Shelley Nicholson
All were in favor
4. Briefing Items:
Review 2024 LTAC Applications: The following applications were submitted and reviewed for
funding.
ACU Foundation (Cues & Brews) $5,000, Yelm Chamber of Commerce Nisqually Valley BBQ Rally
$30,000, Yelm Chamber of Commerce Nisqually Valley Spring Expo $10,000, Jazz in the Park
$7,500, Visitor Convention Bureau of Thurston County $7,000 and City of Yelm Centennial
Concert and Drone Show $75,000.
Motion by Margaret Clapp to fund ACU Foundation Cues & Brews in the amount of $5,000.
Seconded by Denise Hibbeln.
All were in favor.
Motion by Margaret Clapp to fund Yelm Chamber of Commerce Nisqually Valley BBQ Rally in
the amount of $20,000.
Seconded by Joe DePinto.
All were in favor.
Motion by Denise Hibbeln to fund Yelm Chamber of Commerce Spring Expo in the amount of
$10,000.
Seconded by Shelly Nicholson.
All were in favor.
Motion by Margaret Clapp to fund Jazz in the Park in the amount of $5,000.
Seconded by Denise Hibbeln.
All were in favor.
Motion by Denise Hibbeln to find Visitor Convention Bureau of Thurston County in the amount
of $7,000.
Seconded by Joe DePinto.
All were in favor.
Motion by Denise Hibbeln to fund the City of Yelm Centennial Concert and Drone Show in the
amount of $75,000.
Seconded by Shelley Nicholson.
All were in favor.
5. Discussion
Mayor DePinto said he has been asked if Yelm would be interested in aligning our LTAC
calendar, application or shared application process with other cities in Thurston County.
6. Adjourn:
Motion by Denise Hibbeln to adjourn the meeting at 11:15 PM.
Seconded by Shelley Nicholson
All were in favor
Next Lodging Tax Advisory Committee Meeting: The next Lodging Tax Advisory Committee will
meet again in December 2024. LOCATION: City Hall Conference Room.
2| Page
Brief Description (450 words or less):
One hundred years have passed since our forebearers laid the foundation of this thriving landscape, and
now, it's time to honor our rich history, remarkable growth, and the community spirit that has defined
us.
The city's centennial celebration will be an extravaganza spanning days of festivities and reflection.
A parade will wind through the city's core, Yelm City Park will be bustling with kids activities throughout
the day, and the day will culminate with a concert at our new stage as a drone spectacle paints the night
sky with vibrant colors, symbolizing our aspirations for a brilliant future and the unity that binds us
together.
The centennial celebration is not merely a reflection on the past; it's a promise of resilience and
progress. It's an opportunity for us to look back with pride, live in the present with gratitude, and move
forward with unwavering determination. This celebration is not just about the last one hundred years;
it's a testament to the unwritten chapters that will define the soul of our city for centuries to come.
How broad-based will the tourism promotion benefit be geographically and economically?
Geographical Impact:
Local Impact: The celebration will significantly boost tourism within Yelm itself, attracting visitors from
neighboring towns, Thurston County and beyond, and PNW states. Residents and local businesses can
experience increased economic activity due to the influx of tourists.
Our Centennial celebration will draw visitors from broader regional areas. This can benefit surrounding
towns and areas as tourists might explore and spend money on accommodations, dining, and other
attractions in the nearby vicinity.
Local Businesses can see an increase in economic activity due to a surge in tourism can lead to increased
revenue for local businesses, including hotels, restaurants, retail stores; we've started working with the
Yelm Chamber of Commerce to offer Centennial specials from local businesses.
Describe how you will promote Yelm and other attractions in the Yelm area to entice tourists to
extend their visit beyond attendance to your special event, festival, or tourism-related facility.
To promote Yelm and its surrounding attractions, enticing tourists to extend their visit beyond this
Centennial celebration, we will cross promote events and activities that will last all year, like our
historical walking tour, and documentary. We will create a dedicated space on the City's website where
we can feature upcoming Centennial events.
We will have an active social media presence during this time, where we will share captivating visuals,
event updates, and insider tips to create buzz and engage with potential visitors.
We will collaborate with local businesses, hotels, restaurants, and nearby attractions to offer package
deals or joint promotions, encouraging tourists to extend their stay, and partner with Experience
Olympia & Beyond and our local newspapers to feature Yelm in regional tourism guides, maps, and
collaborative marketing campaigns.
Brief Description (450 words or less):
Experience Olympia & Beyond, the official destination marketing organization for Thurston County, is
requesting funds to support a combination of targeted, year-round, Yelm-specific tourism marketing
work and geofencing-based market intelligence to help support the City of Yelm with ongoing tourism
and other civic development projects. Year-round tourism marketing projects will include promotion via
experienceyelm.com, part of experienceolympia.com, promotion in the Experience Yelm Community
Guide available in print or online, promotion in the Experience Olympia & Beyond Visitor Guide,
promotion in the Thurston Bountiful Byway Map, and inclusion in press trips and social media influencer
visits. We will also share highly detailed market intelligence with the City of Yelm obtained via our two
in-house geofencing platforms: Datafy and Placer. Datafy is the platform we use to measure actual
physical visitation resulting directly from our digital advertisements. Placer is the platform we use to
understand highly detailed dynamics about Yelm visitation: how many visitors came to Yelm? Where did
they come from? How long did they stay, where did they go, how long were they there, and where did
they go afterward? We can share the same level of information about the performance of all LTAC-
funded events and activities, and we can share like information about local travel patterns as well. While
the information can be customized to illustrate visitor details, we understand there is value in
understanding both local and visitor data. If funded, we will provide geofence reporting to the City on a
quarterly basis and customize the reporting to the City’s needs.
How do you plan to measure/evaluate the actual attendance and locations visitors traveled
from?
We use two methods of measurement: geofencing using a platform called Datafy, which measures and
tracks when someone from 50+ miles away receives one of our digital advertisements and enters a City
of Yelm geofence, and the other called Placer, which tracks overall visitation within Yelm geofences
regardless of if they’ve received one of our digital advertisements. We will also use Placer to measure
visitation to Yelm events and activities throughout the year, so we are best able to target audiences with
the highest likelihood of visiting and economically benefiting the City of Yelm.
Describe the tourism promotion impact on the economy from your special event, festival, or
tourism- related program or project within the City of Yelm, specifically on the lodging and food
service sectors.
While we only attribute visitation that we can track and tie directly to digital ads we place that have
resulted in documented visitation to Yelm, we promote visitation to Yelm year-round. These year-round
services include the following: promotion via experienceyelm.com, part of experienceolympia.com
which yielded over 11,000 views in 2023, promotion in the Experience Yelm Community Guide available
in print or online, promotion in the Experience Olympia & Beyond Visitor Guide (will be distributed in
2024 via FedEx drop-shipping statewide and via Certified Rack distribution in Sea-Tac International
Airport and WS Ferries), promotion in the Thurston Bountiful Byway Map, and numerous other
activities. We measure hotel occupancy, rate and performance for Yelm lodging, and we track how our
work affects not only paid lodging performance, but overall economic growth. According to resources
shared by the State of Washington Tourism, the economic impact resulting from just our digital
advertising tracked through media attribution brought $1,958,367 to the City of Yelm including revenue
to Yelm lodging.
How broad-based will the tourism promotion benefit be geographically and economically?
Our work will benefit Yelm lodging, restaurants, experiences, and attractions. These businesses will
benefit from visitor spending on food, beverages, activities, and overnight lodging. The City of Yelm will
benefit from the sales tax these visitors bring that help fund critical civic services, and lodging taxes that
should help promote future visitation. The City of Yelm will also benefit from visitation measurement
services that our organization can provide. If funded, our organization will begin providing quarterly
reporting on all visitation and economic impact as captured through our Placer geofencing platform.
This will include detailed information about how many visitors came to the City of Yelm and its events,
where they traveled from and where they went after their stay. We will share demographic and
psychographic profiles with which to help city planners and the Yelm LTAC in the future. If funded, we
will also extend the LTAC Award Recipient Support Program benefits which includes a suite of
promotional services that we make available to all Lodging Tax Award Recipients in cities or
municipalities that we receive funding from at no charge to help drive awareness and visitation to Yelm
events and activities.
What tourism outcome should the City expect if your proposal is only partially funded? Please
be specific. For example: Which services will not happen? How do you intend to alternatively
fund your program?
If we are not fully funded, we will continue to provide exposure for the City of Yelm—its businesses and
lodgings—through our website, Visitor Guide, Yelm Community Guides, the Thurston Bountiful Byway
Map, and social media. We would not be able to provide the geofencing-based market intelligence
about City of Yelm visitors, etc. without fiscal support from the City of Yelm. We will continue to fund
existing promotional work with a combination of Tourism Promotion Area Assessments, and funds that
our organization raises privately.
List any other measurements that demonstrate the impact of increased tourism attributable to
your special event, festival, or tourismrelated facility. Please include any other thoughts that
may encourage the Lodging Tax Advisory Committee/Yelm City Council to use lodging tax
funds to support this application.
As noted previously, while we can’t take credit for much of the visitation that results from our work, by
employing media attribution tools and geofencing technologies, we know precisely how many visitors
come to Yelm resulting from our digital advertising work. When they open our digital ad (these ads are
not served locally—only in markets 50+ miles away) and visit one of our webpages for more
information, their phone or other device is pixeled. While we don’t receive any personal information
about the individual in question, we are then able to track and measure if and when those individuals
not only enter a City of Yelm geofence, but significantly, when they enter Yelm paid lodgings.
Geofencing tools are wildly valuable to our organization, allowing us to make effective, cost-efficient,
and strategic marketing decisions. If funded, we will help the City of Yelm benefit further from these
tools as well.
Brief Description (450 words or less):
Experience Olympia & Beyond, the official destination marketing organization for Thurston County, is requesting funds to support
a combination of targeted, year-round, Yelm-specific tourism marketing work and geofencing-based market intelligence to help
support the City of Yelm with ongoing tourism and other civic development projects. Year-round tourism marketing projects will
include promotion via experienceyelm.com, part of experienceolympia.com, promotion in the Experience Yelm Community Guide
available in print or online, promotion in the Experience Olympia & Beyond Visitor Guide, promotion in the Thurston Bountiful
Byway Map, and inclusion in press trips and social media influencer visits. We will also share highly detailed market intelligence
with the City of Yelm obtained via our two in-house geofencing platforms: Datafy and Placer. Datafy is the platform we use to
measure actual physical visitation resulting directly from our digital advertisements. Placer is the platform we use to understand
highly detailed dynamics about Yelm visitation: how many visitors came to Yelm? Where did they come from? How long did they
stay, where did they go, how long were they there, and where did they go afterward? We can share the same level of information
about the performance of all LTAC-funded events and activities, and we can share like information about local travel patterns as
well. While the information can be customized to illustrate visitor details, we understand there is value in understanding both local
and visitor data. If funded, we will provide geofence reporting to the City on a quarterly basis and customize the reporting to the
City’s needs.
How do you plan to measure/evaluate the actual attendance and locations visitors traveled from?
We use two methods of measurement: geofencing using a platform called Datafy, which measures and tracks when someone from
50+ miles away receives one of our digital advertisements and enters a City of Yelm geofence, and the other called Placer, which
tracks overall visitation within Yelm geofences regardless of if they’ve received one of our digital advertisements. We will also use
Placer to measure visitation to Yelm events and activities throughout the year, so we are best able to target audiences with the
highest likelihood of visiting and economically benefiting the City of Yelm.
Describe the tourism promotion impact on the economy from your special event, festival, or tourism- related program or
project within the City of Yelm, specifically on the lodging and food service sectors.
While we only attribute visitation that we can track and tie directly to digital ads we place that have resulted in documented
visitation to Yelm, we promote visitation to Yelm year-round. These year-round services include the following: promotion via
experienceyelm.com, part of experienceolympia.com which yielded over 11,000 views in 2023, promotion in the Experience Yelm
Community Guide available in print or online, promotion in the Experience Olympia & Beyond Visitor Guide (will be distributed in
2024 via FedEx drop-shipping statewide and via Certified Rack distribution in Sea-Tac International Airport and WS Ferries),
promotion in the Thurston Bountiful Byway Map, and numerous other activities. We measure hotel occupancy, rate and
performance for Yelm lodging, and we track how our work affects not only paid lodging performance, but overall economic
growth. According to resources shared by the State of Washington Tourism, the economic impact resulting from just our digital
advertising tracked through media attribution brought $1,958,367 to the City of Yelm including revenue to Yelm lodging.
How broad-based will the tourism promotion benefit be geographically and economically?
Our work will benefit Yelm lodging, restaurants, experiences, and attractions. These businesses will benefit from visitor spending
on food, beverages, activities, and overnight lodging. The City of Yelm will benefit from the sales tax these visitors bring that help
fund critical civic services, and lodging taxes that should help promote future visitation. The City of Yelm will also benefit from
visitation measurement services that our organization can provide. If funded, our organization will begin providing quarterly
reporting on all visitation and economic impact as captured through our Placer geofencing platform. This will include detailed
information about how many visitors came to the City of Yelm and its events, where they traveled from and where they went after
their stay. We will share demographic and psychographic profiles with which to help city planners and the Yelm LTAC in the future.
If funded, we will also extend the LTAC Award Recipient Support Program benefits which includes a suite of promotional services
that we make available to all Lodging Tax Award Recipients in cities or municipalities that we receive funding from at no charge to
help drive awareness and visitation to Yelm events and activities.
What tourism outcome should the City expect if your proposal is only partially funded? Please be specific. For example:
Which services will not happen? How do you intend to alternatively fund your program?
If we are not fully funded, we will continue to provide exposure for the City of Yelm—its businesses and lodgings—through our
website, Visitor Guide, Yelm Community Guides, the Thurston Bountiful Byway Map, and social media. We would not be able to
provide the geofencing-based market intelligence about City of Yelm visitors, etc. without fiscal support from the City of Yelm. We
will continue to fund existing promotional work with a combination of Tourism Promotion Area Assessments, and funds that our
organization raises privately.
List any other measurements that demonstrate the impact of increased tourism attributable to your special event,
festival, or tourismrelated facility. Please include any other thoughts that may encourage the Lodging Tax Advisory
Committee/Yelm City Council to use lodging tax funds to support this application.
As noted previously, while we can’t take credit for much of the visitation that results from our work, by employing media
attribution tools and geofencing technologies, we know precisely how many visitors come to Yelm resulting from our digital
advertising work. When they open our digital ad (these ads are not served locally—only in markets 50+ miles away) and visit one
of our webpages for more information, their phone or other device is pixeled. While we don’t receive any personal information
about the individual in question, we are then able to track and measure if and when those individuals not only enter a City of Yelm
geofence, but significantly, when they enter Yelm paid lodgings. Geofencing tools are wildly valuable to our organization, allowing
us to make effective, cost-efficient, and strategic marketing decisions. If funded, we will help the City of Yelm benefit further from
these tools as well.
Approved: June 21, 2022
Page1| 18
The VCB inspires, informs,and influences travelers and travel decision makers to visit Thurston
County. Through a strategic mix of marketing, communication,and sales initiatives, we promote and
package the region -inviting individual travelers, meetings and events, group tours and sporting
events to explore, stay and compete in Thurston County.
We reveal the most iconic Thurston County experiences for the world to discover.
To be known as a top travel destination in the Pacific Northwest
Accountability
We take responsibility for our words, actions, results, and everything in between.
Collaboration
we listen, support and adapt
together.
Respect
We value diverse perspectives and treat people with dignity and professionalism.
Trust
The relationships we build are rooted in our ability to instill confidence that we are experts in our field,
our actions are fair, and our behavior is responsible and reliable.
Integrity
Our organization is transparent and firmly rooted in the highest ethical standards.
Empathy
We care about the well-being of others and show kindness and caring every day.
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The following aretheofficial bylaws of the Visitor and Convention Bureau of Thurston County, dba
Olympia-Lacey-Tumwater Visitor & Convention Bureau (OLTVCB) and dba Experience Olympia &
Beyond, originallyapproved by the Board of Directorson November 20,2018. The bylaws serve as
governing rules by which the organization will conduct itself. Where prudent, additional policies have
been added to further define and clarify courses of action for the organization. These policies were
amended and adopted by the Board of Directors on June 21, 2022,
throughout this document.
A good faith effort will be made to abidebyall governing policies. There may be unforeseen
circumstances when the Board of Directors may choose to take action to modify said policies for a
special situation.
The Board of Directors will conduct a review of the bylaws and policies on an as needed basisto
ensure relevancy and effective governance of the organization.
Article I. Olympia-Lacey-Tumwater Visitor & Convention Bureau
1.Olympia-Lacey-Tumwater Visitor & Convention Bureau (OLTVCB) focus and goal is to reveal
the most iconic Thurston County experiences for the world to discover.
2.The OLTVCB shall operate as a nonprofit 501(c)(6).
3.The OLTVCB fiscal year shall be based on the calendar year.
4.Registered Office: The post office address of the registered office of the Olympia Lacey
Tumwater Visitor and Convention Bureau shall be 2424 Heritage Ct. SW STE 101, Olympia,
WA 98502, or such other address as may be subsequently approved by the Board of
Directors.
5.Dissolution: The Olympia Lacey Tumwater Visitor and Convention Bureau, as a private non-
profit organization, may onlybe dissolved with approval of two-thirds majority of all current
members of the Board of Directors.
Article II.Stakeholders & Meetings
1.Stakeholders/Any individual or organization which supports the purpose of the OLTVCB
shall be considered a stakeholder.
2.By-laws/All stakeholders may be provided a copy of the OLTVCB By-lawsupon request.
3.Meetings/At least one stakeholder meeting shall be held each year. Stakeholders of the
OLTVCB shall be informed of the time and place of the meeting at least two weeks in advance.
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The OLTVCB will conduct an annual stakeholder
meeting.
Article III.
Board of Directors
1.The Board of Directors shall consist of a minimum of eleven (11) and up to twenty-one (21) /
Directors of the Board shall include:
a.A minimum of three (3) and up to five (5)directors total from the municipalities served by
the OLTVCB, generallyone elected official and/or employee of the municipality from
each funding municipality.
b.A minimum of one (1) hotelier shall be represented
c.The remaining directors shall be made up of representation of entities that manage
regional and local attractions or non-profit organizations that promote Thurston County
tourism economy, and those who provide or manage services to tourists in Thurston
County; including but not limited to lodging, retail, attractions and entertainment, food
service, transportation, tribes,and other businesses that rely on a robust tourism
economy.
d.The CEO is an ex-officio director of the board who serves in a non-voting capacity whose
service does not count toward the total number of directors.
2.Election to the Board of Directors
a.Candidates for Board of Directorsshall be submitted to the NominatingCommittee for
consideration. The Nominating Committee will provide their recommendations to the
Executive Committee for approval. Endorsed Candidates will be submitted for full Board
of Directorsapproval.
b.Elected Officials representing a funding municipality will be recommended to the
Executive Committee for appointment to the Board by the municipality.
c.Endorsed candidates will be submitted to the full Board of Directors for approval.
d.Board directors shall elect a Candidate to a term, per paragraph 3 of this section.
3.Term of Office
a.Board and Officer terms shall beginon the date of the Annual Membership Meeting,with
the exception of elected,who are appointed.
b.Board of Directors shall serve a three (3) year term.
c.Election of Board Directors filling a vacant position for unexpired terms shall be for the
balance of the termvacated as endorsed by the Executive Committeeand approved by
the full Board. See Mid-term vacancies. Article III Section 7.
4.Term Limits / Renewal /Board Director terms may be renewed up to three (3) consecutive
terms (partial or full). Upon completion of three consecutive terms, the Board Directors may
run for election again after taking one calendar year off the Board. Exceptions may be granted
if approved by the Nominating Committee and approved by the Board of Directors.
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The OLTVCB Board of Directors is not required to fill
a vacancy for unexpired terms unless the size of the board falls
below the minimum per Article III, Section 1 of the bylawsand/or
of required positions are vacated.
5.Resignations
a.Three (3) missed (unexcused) meetings by a Directorwithin a twelve (12) month period,
signals an automatic resignation from the Board of Directors.
to OLTVCB staff or Board President.Notification will be given a
minimum of two hours prior before the scheduled meeting.
Once automatic resignation is signaled, the board
president will follow-up with written notification to the board director.
b.Any director may resign effective upon giving written notice to the President of the Board,
unless such notice specifies a later time for the resignation tobecome effective.
6.Election to Office/Directors will be elected to office byvia email one month prior to the Annual
Meeting.
a.Stakeholders will be given two (2) weeks to submit their vote via email survey.
Ballots with the board slate will be distributed
to OLTVCB stakeholderswithin one month of the
election.
7.Removal from Office/Any director serving onthe Board of Directors may be removed by two
thirds (2/3) vote of all other current directors of the Board present at a regular or a special
meeting of the Board provided that notice of such proposal has been given or sent to each
Board directorin writing at least five (5) days prior to the meeting.
8.Vacancies/Board of Directorsmid-term vacancies may be appointed by the Executive
9.Board Meetings/ The Board of Directors shall meet at least quarterly. The time and place for
the regular meetings shall be made by a majority agreement. The Board of Directors shall
shall serve as the guide for the conduct of business at meetings of the OLTVCB.
a.Meeting Types/The OLTVCB board meets in two ways:
i.Open/Meetings of this type are open to our stakeholders.
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ii.Closed/Upon the affirmative vote in open meeting to assemble in closed
session, the board of directors may convene in closed executive session to
consider personnel matters (including salary negotiation and complaints against
any officer or employee of the corporation); consult with legal counsel or consider
communications with legal counsel; discuss likely or pending litigation; and
consider proprietary or confidential non-published information related to
theactivities of the organization.
In very special cases, when advised by an attorney,
the Chief Executive Officer can call a closed executive session
to discuss matters of a sensitive and/or urgent nature.
b.Minutes/ Will be taken at allopenmeetings.
c.Quorum/At any meeting of the Board of Directors at least one-half of the Board
directors must be present in person, via phone call, or through a video chat software to
constitute a quorum and validate decisions. Each Board director present shall be entitled
to one vote. A vote of the majority of the Board directors present shall affirm resolutions
put forth.
10.Responsibilities/The Board of Directors is responsible for managing the business and
property of the Olympia Lacey Tumwater Visitor and Convention Bureau. The Board may
establish andexcuse any committees deemed necessary, hireand manage the performance
of the Chief Executive Officer, set rates, acquire and sell assets, establish policies and define,
approve or disallow exceptions to policy.
The roles of board and staff are outlined in chart below:
GovernsAdministers
Makes policyCarries out policy
Sets directionPlans and works to achieve
goals based on direction
Provides updates on achievements
Monitors progressMonitors progress
See Board of Directors Job Description on Page 14
11.Accountability/Directors of the Board of Directors are expected to take actions in good faith
and in reasonable pursuit of decisions made by the Board. The OLTVCB will maintain
Directors and Officers insurance at theminimumper claim limit as required and contracted
;preferably with an A+ rated insurance company.
12.Alternates/ If a Board Director is not able to attend a meeting, they can send an alternate
representative in good standing with the OLTVCB. The attendance of an alternate will count for
a quorum e preapproved in advance
of the meeting by either the CEO or Board President.
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Article IV. Officers
Officers shall be elected by the Board of Directors at
the Board meetingpreceding the Annual Meetingand
immediately following the vote.Voting for officers will be
conducted by secret ballot.
1.Election of officers/ TheBoard of Directors shall elect a President, a Vice President, a
Treasurer, Secretary, and other elected officers, up to a total of eight members, as the Board
of Directors deemnecessary. Any Board director may serve as an officer with the exception of
an elected official for a funding municipality.
2.Termof Office/Officers shall serve a three-year term. Any officer may be removed by two
thirds(2/3) vote by the Board of Directors present provided notice has been given as provided
for above at a meeting in which a quorum is present. A vacancy in an officer position may be
filled by a majority vote of the Board Directors present.
When a board member is elected to an Officer
position, their term limit on the board of directors adjusts to end
according to the officer term.
3.Term Limits / Renewal/Officerterms may be renewed up to three (3) consecutive terms
(partial or full). Upon completion of three consecutive terms, Officersmay run for election again
after taking one calendar year off the Board. Exceptions may be granted if approved by the
NominatingCommittee and approved by theBoard of Directors.
Terms are three years in length for both
director and officer roles.
President/The President of the OLTVCB shall be responsible for the strategic leadership and
external relations of the OLTVCB,shall preside at all meetings of the Board of Directors
including the Annual or any special meetings of the OLTVCB, shall call such other meetings of
the Board of Directors as theyshall deem necessary, and shall perform such other duties
usually inherent in such office and/or delegate them as deemed necessary.
Vice President/The Vice President shall act on behalf of the President of theOLTVCBin
his/her absence.
Treasurer/The Treasurer shall receive and be accountable for all funds belonging to the
organization, pay all obligations legally incurred by the Olympia Lacey Tumwater Visitor and
Convention Bureau when payment is authorized by the Board of Directors, maintain bank
accounts in depositories, provide financial reports and perform such other acts as the
President may direct. The Treasurer may also delegate these duties to the Chief Executive
Officer, administrator,or such other staff or an accounting firmand shall ensure all records are
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kept for the Board of Directors and the OLTVCB and any other responsible parties as deemed
necessary, prudent, and approved by the Board of Directors.
The Treasurer shall serve as the chair of the budget
and policy committee.
Secretary/The Secretary shall be responsible for working with staff to ensure all Board and
Executive Committee meetings are recorded, distributedto the board, and approved by board
vote.
OLTVCB staff will draft meeting minutes and submit
them to the Secretary for approval. The Secretary will approve
the draft minutes for presentation to the board of directors.
Past President/The Past President is a voting member of the Executive Committee and
provides leadership to the Board of Directors, whenapplicable.
At-Large/The At-Large position represents the viewpoints of the Board of Directors.
Article V.Committees
1.All committees of the OLTVCB shall be proposed by the Executive Committee and approved
by the Board of Directors/The President shall appoint all committee chairs.
Approval for committees can be created by using
formalvote or consensus.Task force groups may be formed for
a specific purpose and do not need formal approval.
2.Executive Committee/Officers, the Past President,if applicable, and At-Large Executive
Board Directors shall constitute the Executive Committee.This Committee shall approve the
agenda for Board meetings and carry on the oversight of the organization according to the
directions established by the Board.
a.There shall be an Executive Committee of the Board of Directors, consisting of the
President, Vice President, Past President when applicable, Treasurer, Secretary, and
up to four At-Large Executive Committee members.
Ĭ͵The Executive Committee shall transact business of an emergency or delegated nature,
act on behalf of the Board of Directors between meetings of the directors and oversee
the on-going operation of the OLTVCB. The Executive Committee shall report the
substance of any such actions to the Board of Directors at its next meeting.
c.At anyexecutive committee meetingat least one-half of the members must be present
in person, via phone call, or through a video chat software to constitute a quorum and
validate decisions. Each member present shall be entitled to one vote. A vote of the
majority of the members present shall affirm resolutions put forth.
d.The executive committee, on behalf of the board of directors, shall make the
recommendation to hire, determine the compensation of, and dismiss the Chief
Executive Officerof the OLTVCB.
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e. The Executive Committee, will on an annual basis establish goals/objectives and review
performance of the Chief Executive Officer for merit pay increases or incentive
compensation.
3. Nominating Committee / The President chairs the Nominating Committee and shall appoint 3-6
Board Directors including the President to serve on the committee.
Article VI. Activity and Fund Use Limitations
1. No part of the net earnings, contributions or gifts given to this organization shall be distributed
in an unlawful manner or for the personal use of any Board director, OLTVCB stakeholder or
other private persons.
Article VII. Amendments
1. These Bylaws may be amended, changed, modified or repealed by an affirmative vote of two-
thirds (2/3) of the members of the Board of Directors present at any meeting of the Board
provided that a quorum is present and that two of the amendment, change,
modification or repeal was given with the notice of such meeting and that such amendment,
change, modification or repeal is consistent with the Articles of Incorporation governing the
operations of this organization.
Certified to be the Bylaws of the Corporation adopted at a meeting of the Board of Directors held on
st
the 21 day of June 2022.
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The OLTVCB will take all reports seriously and conduct an appropriate investigation. The OLTVCB will expect
that all employees and directors will cooperate in any investigation, whether those employees are directly
involved. The OLTVCB will attempt to keepthe facts and results of its investigation confidential, although that
is not always possible. The OLTVCB may take appropriate disciplinary action against an employeeor director
foundto have violated the policy, up to and including termination of employmentor board service.
good faith report of discrimination or
harassment, or participation in an investigation of such a claim. Any individual who is found to have engaged in
retaliatory conduct will be subject to appropriate corrective action, up to and including termination of
employment. Employees who believe they have experienced such retaliation should notify their supervisor, the
CEO, president, or executive committee͵
While at work, each OLTVCB employee has a responsibility to our customers, our employees, and to the
public to perform his or her work and to deliver services in a safe and conscientious manner. All employees
must be able to work in a drug-free environment and themselves be free from the effects of alcohol and other
job-impairing substances. Accordingly, the use, sale, or possession by an employee of liquor, controlled
substance, drug not medically authorized, or other substances which may impair job performance or pose a
hazard to the safety and welfare of the employee, the public, or other employees, is strictly prohibited and will
result in termination. Should an issue arise indicating that drugs, alcohol, substance-not-medically authorized
work areas and belongings with another manager, supervisor or other third party shall be present.OLTVCB
also reserves the right to conduct alcohol and drug tests at any time.
The OLTVCB takes seriously its commitment to provide safe and conscientious services to its customers, the
public and its employees. Recognizing this commitment, the OLTVCB has access to a clinically-conducted
employee assistance resources which can provide professional assistance in an effort to aid any employee who
has an alcohol or substance dependency problem. All employees who suspect they may have an alcohol or
beforethe problem affects their
employment status. Seeking employee assistance resources is voluntary and confidential.
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The purpose of the Conflict of InterestPolicy is to protect the interests of OLTVCB when it is
contemplating entering into a transaction or arrangement that might benefit the private interest of an
officer, director or staff member of OLTVCB or might result in a possible excess benefit transaction.
This policy is intended to supplement, but not replace, any applicable state and federal laws
governing conflict of interest applicable to nonprofit and charitable organizations.
Definitions:
Interested Person Any director, officer, staff member, or member of a committee, who has a direct
or indirect financial interest, as defined below, is an interested person.
Financial InterestA person who has directly or indirectly through business, investment, or family:
An ownership or investment interest in any entity with which OLTVCB has a transaction or
arrangement.
A compensation arrangement with OLTVCB or with any entity or individual with which
OLTVCB has a transaction or arrangement; or
A potential ownership or investment interest in, or compensation arrangement with, any entity
or individual with which OLTVCB is negotiating a transaction or arrangement.
CompensationAny direct and indirect remuneration as well as gifts or favors that are not
insubstantial.
A financial interest is not necessarily a conflict of interest. A person who has a financial interest may
have a conflict of interest only if the Board of Directors, or committee, decides that a conflict of
interest exists.
Procedures:
1.Duty to Disclose.In connection with any actual or possible conflict of interest, an interested
person must disclose the existence of the financial interest and be given the opportunity to
disclose all material facts to the directors and members of committees considering the
proposed transaction or arrangement.
2.Determining Whether a Conflict of Interest Exists.After disclosure of the financial interest and
all material facts, and after any discussion with the interested person, he or she shall leave the
Board of Directors or committee meeting while the determination of a conflict of interest is
discussed and voted upon. The remaining Board of Directors or committee members shall
decide if a conflict of interests exists.
3.Procedures for Addressing the Conflict of Interest.
a.An interested person may make a
committee meeting, but after the presentation, he or she shall leave the meeting during
the discussion of, and vote on the transaction or arrangement involving the possible
conflict of interest.
b.The President of the Board of Directors or chairman of the committee shall, if appropriate,
appoint a disinterested person or committee to investigate alternatives to the proposed
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transaction or arrangement.
c.After exercising due diligence, the Board of Directors or committee shall determine
whether OLTVCB can obtain with reasonable efforts a more advantageous transaction or
arrangement from a person or entity that would not give rise to a conflict of interest.
d.If a more advantageous transaction or arrangement is not reasonably possible, under the
circumstances, not producing a conflict of interest, the Board of Directors or committee
shall determine by a majority vote of the disinterested directors or committee members
whether the transaction or arrangement is in OLTV
and whether it is fair and reasonable. In conformity with the above determination, it shall
make its decision as to whether to enter into the transaction or arrangement.
4.Violations of the Conflicts of Interest Policy.
a.If the CEO or Board of Directors has reasonable cause to believe a member has failed to
discloseactual or possible conflicts of interest, it shall inform the member of the basis for
such belief and afford the member an opportunity to explain the alleged failure to disclose.
b.
by thecircumstances, the CEO or Board of Directors determines the member has failed to
disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and
corrective action.
5.Annual Statements:
a.Each director, officer, staff member and member of a committee shall annually sign a
statement which affirms such person:
i.Received a copy of the Conflict of Interest Policy;
ii.Read and understands the Policy;
iii.Agreed to Comply with the Policy;
źǝ͵Understands that OLTVCB is a non-profit corporation and to maintain its federal tax
exemption must engage in activities which accomplish one or more of its tax-
exempt purposes͵
As a team member of the OLTVCB, you have the right and responsibility to question or challenge
situations in which you suspect that something improper, unethical, or illegal is going on. The
OLTVCB is committed to looking into concerns a
suspected misconduct and not reporting it could result in termination from the OLTVCB or being
discharged without severance if in a paid status, or removed from our sponsorship or vendor lists,
regardless of contractual obligations and may make you liable for the misconduct as an accomplice.
If you do report suspected misconduct, you also have an obligation to cooperatein investigating the
matter.
contact?
First, talk to your CEO. Give your CEO a chance to solve the problem. If your CEO cannot resolve
the issue to your satisfaction or you are not comfortable talking to your CEO, contact a member of
the Board Executive Committee. If the issue still is not resolved to your satisfaction or if you are not
comfortable talking to a Board member, notify the Board President. Your confidentiality and, if you
wish your anonymity, will remain intact during the investigation whenever possible. If it becomes a
legal issue, you may be required to disclose your name and sources of information.
We understand that many persons prefer that their communications concerning misconduct remain
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confidential. Although we will try to protect the confidentiality of persons who report suspected
misconduct, we cannot guarantee complete confidentiality. For example, sometimes it is impossible
to investigate suspected misconduct without identifying the complainant. We believe, however, that
it is better to come forward than to let the misconduct continue. A non-retaliation concept will be
utilized for persons reportingsuspected misconduct.
You are responsible for the safekeeping of any confidential OLTVCB information or trade secrets to
which you have access.
information that belongs to the OLTVCB and which the OLTVCB has a right or obligation to protect. It
includes any information that is not generally disclosed, is regarded as private, and/or which either is
useful to the OLTVCB or would be helpful to competitors. Examples of confidential information
include:
Sales file information
Sales database meeting planners, tour operators, etc.
Personal Information about team members
Financial data
Contract information
Planned new projects
List of vendors, supplies and/or sponsors
Wages and salary information, apart from your own compensation which you may disclose as
you wish
Projected earnings
Changes in management or policies
Suppliers/hotel pricing
Electronically stored information
These are basic guidelines for protecting the OLTVCB proprietary information:
If you have access to proprietary information, discuss it with others in the OLTVCB on a
need-to-know basis.
Do not disclose proprietary information to an outside person or entity, except under a
nondisclosure agreement that has been approved by the OLTVCB legal advisor.
Do not disclose proprietary information in social conversations or in normal business dealings
with suppliers, customers, sponsors, or vendors.
If asked about disclosure of confidential or proprietary information, contact your CEO or the President
of the OLTVCB.
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1.The Minutes of the Board of Directors and all committees shall contain:
a.The names of the persons who disclosed or otherwise were found to have a financial
interest in connection with an actual or possible conflict of interest, the nature of the
financial interest, and action taken to determine whether a conflict of interest was
interest in factexisted.
b.The names of the persons who were present for discussion and votes relating the
transaction or arrangement, the content of the discussion, including any alternatives to
the proposed transaction or arrangement, and a record of any votes taken in connection
with the proceedings.
1.A voting member of the Board of Directors who receives compensation, directly or indirectly,
compensation.
2.A voting member of any committee whose jurisdiction including compensation matters and
who receives compensation, directly or indirectly from OLTVCB for service, is precluded from
voting on matters pertaining to compensation.
3.No member of the Board of Directors or any committee whose jurisdiction includes
compensation matters and who receives compensation, directly or indirectly, from OLTVCB
either individually or collectively is prohibited from providing information to any committee
regarding compensation.
1.Each director, officer, staff member and member of a committee shall annually sign a
statement which affirms such person:
a.Received a copy of the Conflicts of Interest Policy;
b.Read and understands the Policy;
c.Agreed toComply with the Policy;
d.Understands that OLTVCB is a non-profit corporation and to maintain its federal tax
exemption must engage in activities which accomplish one or more of its tax-exempt
purposes.
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This covenant defines our best intentions and goals and Board Members of the Olympia-Lacey-
Tumwater Visitor & Convention Bureau (OLTVCB). Each board directorshall sign a document
agreeing to the following responsibilities.
The OLTVCB Board Director acts as a voting director of the Board with full authority and
responsibility to develop policies, procedures,and regulations for the operation of the OLTVCB;
,and overall performance;
provides the Chief Executive Officer with resources to meet the needs of those the OLTVCB serves.
Act as a trustee for stakeholders and community
Establish objectives and boardpolicies
Adopt Budget
Make decisions not delegated
Elect officers and monitor performance
Hire, direct and monitor Chief Executive Officer
Oversee committees
Attends all Board meetings and activities, including special events and Board retreats.
Becomes knowledgeable about the OLTVCB
Prepares for and contributes to Board meetings by being well-informed onagenda issues and
expressing his/her point-of-view
-of-view and makes constructive suggestions to help the Board
make decisions that benefit those who the OLTVCB serves.
Represents the OLTVCB to individuals, the public and other organizations.
Assumes Board leadership roles when asked.
Keeps the Chief Executive Officer informed about any concerns the community has expressed.
Acts in the best interest of the OLTVCBand has a duty of loyaltyto the organization
Honors confidentiality of proprietary OLTVCB information and discussions in a closed session
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Upon election to the board, each board directoris expected to sign a Board Covenant. This covenant
defines the best intentions and goals of Board Directors of the OLTVCB. The covenant includes the
Board Job Description and Board Responsibilities outlined below.Signed covenants are stored at the
OLTVCB administrative office.
The OLTVCB Board Director acts as a voting member of the Board with full authority and
responsibility to develop/adoptpolicies, procedures,and regulations for the operation of the OLTVCB;
,and overall performance;
provides the Chief Executive Officerwith resources to meet the needs of those the OLTVCB serves.
Act asa trustee for stakeholders and community
Establish objectives andboardpolicies
Adopt Budget
Make decisions not delegated
Elect officers and monitor performance
Hire, direct and monitor Chief Executive Officer
Oversee committees
Attends Board meetings and activities, including special events and Board retreats
Becomes knowledgeable about the OLTVCB
Prepares for and contributes to Board meetings by being well-informed on agenda issues and
expressing his/her point-of-view
points-of-view and makes constructive suggestions to help the Board
make decisions that benefit those who the OLTVCB serves
Represents the OLTVCB to individuals, the public and other organizations
Assumes Board leadership roles when asked
Keeps the Chief Executive Officerinformed about any concerns the community has expressed
Respond to meeting notices
Attend meetings prepared and participate
Avoid conflicts of interest
Subordinate personal and professionalinterests
Evaluate and make recommendations
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Obedience to laws and policies
Loyalty to OLTVCB interests
Care due diligence
The OLTVCB Board of Directors makes fundamental management and policy decisions by adopting
policies and by-laws, as well as motions and resolutions at Board Meetings. The day-to-day
management is the responsibility of the Chief Executive Officer.
Each Director (including the Chief Executive Officer
as a whole; i.e., the organization on whose board they serve. If you are a director or officer, you must
act with the utmost goodfaith and use your powers solely in the interest of the OLTVCB. When you
become a Director or officer, you agree to give diligent attention to the OLTVCB concerns and to be
faithful and honest in carrying out the duties of your position. You are not expected to be infallible,
but you must act with honesty and in good faith.
The Board of Directors has many responsibilities as outlined in the Bylaws of the Corporation. They
can be summarized as:
Each Board member must oversee the business conduct and ethical standards of the OLTVCB. The
specific responsibilities of directors include the following:
1.Each Director has a fiduciary obligation to:
a.Act in good faith, with the care an ordinarily prudent person in a like position would
exercise under similar circumstances;
b.Act in a manner he or she reasonably and honestly believes to be in the best
interests of the OLTCVB; and
c.Become fully informed of all relevant information about a particular matter before
making a decision on that matter as a member of the Board.
2.A Director must avoid breaches of fiduciary duty, such as fraud, overreaching, improper
personal benefit, lack of good faith, or failureto become fully informed.
3.A Director will perform his or her duties with the knowledge that his or her conduct sets an
example for the ethical tone of the OLTVCB.
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The VCB Board of Directors conducts annual self-evaluations to evaluate the overall health, vitality,
and effectiveness of the board.
Each board director is asked to complete the electronic Board Self-Evaluation survey. They are given
three (3)weeks to complete the survey. VCB Board Presidentaggregates the results and presents to
Executive Committee and Board of Directorsfor analysis. The report will include discussion of key
strengths (things the Board is doing well) and key opportunities (things the Board can be doing better
to improve overall health and governance of the organization).
Staff will prepare and the Board President will distribute individual Board Scorecards. Scorecards will
show a record of individual board director attendance and committee participation.
Upon election to the VCB Board of Directors, all new board directors will participate in a Board
Orientation. The orientation will include a discussion of the following: an overview of the VCBand
When a board director is elected to the Executive Committee, they will refresh their understanding of
the VCB by participating in the Board Orientation.
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Describe the tourism promotion impact on the economy from your special event, festival, or
tourism related program or project within the City of Yelm, specifically on the lodging and food
service sectors.
In the previous years we had people from as far as Seattle & Portland driving here just for the event. We
had numerous attendees talking to staff members how the were droving on I5 and saw the event on
Facebook and drove in and spent the night here.
The adds that we are having along 507 and nearby cities have all proven successful in spreading and
word out and driving people to the event.
we have also noticed the during the event local restaurants have higher traffic and sales, plus local food
vendors participating in the event gain revenue and direct advertisement so they get to promote their
business.
List any other measurements that demonstrate the impact of increased tourism attributable to
your special event, festival, or tourismrelated facility. Please include any other thoughts that
may encourage the Lodging Tax Advisory Committee/Yelm City Council to use lodging tax
funds to support this application.
Last year I was with my son in Portland at a Taekwondo competition and a family participating there
noticed my accent and asked where we are from. After telling them we moved to Yelm for over a
decade they said that last summer they drove to Mr Rainier in a short vacation and when they passed
Yelm they saw an event in the park and because of it they spent the night at the hotel in Yelm not the
base of Mt. Rainier that Friday. I asked when event was it and they both said "The Jazz One".
We all laughed and I told them we are organizing it and after that they said that they have told all their
friends about it and have never been to suck a cozy free event ever in their life.
What I am trying to point here is that some things can't really be measured and I think we have proven
the dedication we have toward quality and beauty in organizing this event thorough the years.
Describe the tourism promotion impact on the economy from your special event, festival, or
tourism- related program or project within the City of Yelm, specifically on the lodging and food
service sectors.
In the previous years we had people from as far as Seattle & Portland driving here just for the event. We
had numerous attendees talking to staff members how the were droving on I5 and saw the event on
Facebook and drove in and spent the night here.
The adds that we are having along 507 and nearby cities have all proven successful in spreading and
word out and driving people to the event.
we have also noticed the during the event local restaurants have higher traffic and sales, plus local food
vendors participating in the event gain revenue and direct advertisement so they get to promote their
business.
List any other measurements that demonstrate the impact of increased tourism attributable to
your special event, festival, or tourismrelated facility. Please include any other thoughts that
may encourage the Lodging Tax Advisory Committee/Yelm City Council to use lodging tax
funds to support this application.
Last year I was with my son in Portland at a Taekwondo competition and a family participating there
noticed my accent and asked where we are from. After telling them we moved to Yelm for over a
decade they said that last summer they drove to Mr Rainier in a short vacation and when they passed
Yelm they saw an event in the park and because of it they spent the night at the hotel in Yelm not the
base of Mt. Rainier that Friday. I asked when event was it and they both said "The Jazz One".
We all laughed and I told them we are organizing it and after that they said that they have told all their
friends about it and have never been to suck a cozy free event ever in their life.
What I am trying to point here is that some things can't really be measured and I think we have proven
the dedication we have toward quality and beauty in organizing this event thorough the years.
Brief Description
The Nisqually Valley Spring Expo (previously the Nisqually Valley Home & Garden Show) is an annual
event held in Yelm, aimed at promoting local businesses, artisans, and attractions. This expo typically
showcases a variety of products and services from the area, including crafts, foods, agricultural
products, and tourism opportunities. The event draws both locals and visitors, offering a unique
opportunity to experience the culture and offerings of Yelm. As a community event, it contributes to the
local economy and tourism industry, making it a suitable candidate for lodging tax application to support
further promotion and development of the region.
How do you plan to measure/evaluate the actual attendance and locations visitors traveled
from?
To measure and evaluate the actual attendance and locations visitors traveled from, we will employ
several methods:
Registration Data: We will collect information from attendees during registration, including their names,
contact details, and ZIP codes. This data will provide insights into where attendees are coming from.
On-Site Surveys: We will conduct surveys during the event to gather additional information from
attendees about their travel distance and origin. These surveys may include questions about their mode
of transportation and the distance traveled.
Post-Event Follow-Up: After the event, we may follow up with attendees through email surveys or
phone interviews to gather feedback and additional information about their travel experiences and
origin locations.
By combining these methods, we aim to accurately measure and evaluate the actual attendance at the
Nisqually Valley Spring Expo and the locations visitors traveled from. This data will inform future event
planning and marketing efforts.
Describe the tourism promotion impact on the economy from your special event, festival, or
tourism- related program or project within the City of Yelm, specifically on the lodging and food
service sector
To measure and evaluate the actual attendance and locations visitors traveled from, we will employ
several methods:
Registration Data: We will collect information from attendees during registration, including their names,
contact details, and ZIP codes. This data will provide insights into where attendees are coming from.
On-Site Surveys: We will conduct surveys during the event to gather additional information from
attendees about their travel distance and origin. These surveys may include questions about their mode
of transportation and the distance traveled.
Post-Event Follow-Up: After the event, we may follow up with attendees through email surveys or
phone interviews to gather feedback and additional information about their travel experiences and
origin locations.
By combining these methods, we aim to accurately measure and evaluate the actual attendance at the
Nisqually Valley Spring Expo and the locations visitors traveled from. This data will inform future event
planning and marketing efforts.
How broad-based will the tourism promotion benefit be geographically and economically?
The tourism promotion benefits generated by the Nisqually Valley Spring Expo are expected to
be broad-based both geographically and economically.
The expo attracts attendees not only from Yelm but also from neighboring cities and regions
within a significant radius. Visitors travel from diverse geographic locations, including nearby
towns, metropolitan areas, and even out-of-state locations. As attendees explore the expo and the
surrounding area, they are exposed to the attractions, amenities, and unique offerings of Yelm
and the broader Nisqually Valley region. Positive experiences during the expo can lead to
increased interest in visiting and exploring other destinations within the region.
Attendees of the expo contribute to the local economy through various forms of spending,
including lodging accommodations, dining, shopping, entertainment, and recreational activities.
This diverse spending pattern benefits a wide range of businesses and sectors within Yelm and
its surrounding areas. The economic impact of tourism promotion extends beyond direct
expenditures, creating ripple effects throughout the local economy. Increased visitor spending
stimulates demand for goods and services, supports job creation, and generates revenue for
businesses across different sectors, including retail, hospitality, transportation, and recreation.
Overall, the tourism promotion benefits of the Nisqually Valley Spring Expo are expected to be
broad-based both geographically, attracting visitors from diverse locations, and economically,
stimulating spending and fostering long-term growth across various sectors within Yelm and the
broader region.
Describe how you will promote overnight stays in Yelm lodging establishments?
To promote overnight stays in Yelm lodging establishments in conjunction with the Nisqually Valley
Spring Expo, we will implement a comprehensive marketing strategy targeting potential attendees and
visitors.
We will utilize social media platforms, such as Facebook, Instagram, and Twitter, to promote overnight
stays in Yelm lodging establishments. This will include sharing engaging content, user-generated
reviews, and testimonials from past expo attendees who stayed overnight in Yelm.
We will run targeted advertising campaigns on digital platforms, such as Google Ads and social media, to
reach potential attendees who may be interested in staying overnight in Yelm. These ads will highlight
the convenience, affordability, and comfort of lodging options in the area.
We will distribute promotional materials, brochures, and accommodation guides at visitor information
centers, rest stops, and travel hubs in the surrounding areas. This will ensure that travelers passing
through the region are aware of the lodging options available in Yelm.
Describe how you will promote Yelm and other attractions in the Yelm area to entice tourists to
extend their visit beyond attendance to your special event, festival, or tourism-related facility
To promote Yelm and other attractions in the surrounding area and entice tourists to extend their visit
beyond attending the Nisqually Valley Spring Expo, we will implement a multi-faceted marketing
approach that highlights the diverse offerings and experiences available.
We will collaborate with local businesses, attractions, and tourism organizations to develop joint
promotional initiatives and packages that encourage tourists to extend their visit. This could include
special discounts, bundled experiences, and exclusive offers for visitors who attend the expo and
explore other attractions in Yelm.
We will enhance the online presence of Yelm and its attractions through engaging content marketing
initiatives, including blog posts, videos, virtual tours, and interactive maps. By sharing compelling stories
and visual content, we aim to inspire and inform potential tourists about the experiences awaiting them
in Yelm.
We will leverage targeted advertising campaigns on digital platforms, such as Google Ads, social media,
and travel websites, to reach specific audience segments interested in travel and tourism. These ads will
highlight the unique selling points of Yelm, such as its scenic beauty, outdoor recreational opportunities,
local events, and cultural attractions.
We will promote community events, festivals, and cultural celebrations happening in Yelm throughout
the year to attract tourists looking for authentic and immersive experiences. By showcasing the vibrant
local culture and hospitality, we can encourage visitors to extend their stay and explore more of what
Yelm has to offer. We will provide a booth space to promote local events and festivities, including
Centennial-themed promotions and activities.
We will actively engage with visitors during the expo and other tourism-related activities to gather
feedback, testimonials, and suggestions for improving the visitor experience in Yelm. This valuable input
will help us refine our marketing strategies and offerings to better meet the needs and preferences of
tourists.
What tourism outcome should the City expect ifyour proposal is only partially funded? Please
be specific. For example: Which services will not happen? How do you intend to alternatively
fund your program?
If our proposal is only partially funded, the City can expect a diminished tourism outcome, impacting
various aspects of our program.
With limited funding, our ability to reach potential tourists through marketing campaigns will be
compromised. This could result in decreased awareness of our events and attractions, leading to lower
attendance numbers.
Partial funding would necessitate prioritization of activities, potentially resulting in the cancellation or
scaling back of certain planned events, entertainment options, or amenities. This could diminish the
overall visitor experience and perceived value of the tourism program.
List any other measurements that demonstrate the impact of increased tourism attributable to
your special event, festival, or tourismrelated facility. Please include any other thoughts that
may encourage the Lodging Tax Advisory Committee/Yelm City Council to use lodging tax
funds to support this application.
Utilizing lodging tax funds to support the Nisqually Valley Spring Expo aligns with the mission of fostering
economic growth, promoting tourism, and enhancing the overall quality of life in Yelm. The expo serves
as a catalyst for increased tourism activity, benefiting the local economy, businesses, and community. By
leveraging various measurements and demonstrating the tangible impacts of the expo, we can make a
compelling case for continued support from the Lodging Tax Advisory Committee and the Yelm City
Council.
Yelm Chamber of Commerce
By-Laws
These by-laws supersede all previous by-laws and amendments thereto
Revised-February 16th, 2021
Purpose
The Yelm Chamber of Commerce is organized to achieve the objectives of:
1) Preserving the competitive enterprise system of business by: creating a better understanding and
appreciation of the importance of business people and the concern of their problems; educating the
business community and representing it in city, county, state, and national legislative and political affairs;
preventing or addressing controversies which are detrimental to expansion and growth of business and
the community; creating a greater appreciation of the value of volunteerism on behalf of the interests of
competitive business;
2) Promoting business and community growth and development by: promoting economic programs
designed to strengthen and expand the income potential of all business within the trade area; promoting
programs of civic, social, and cultural nature which are designed to increase the functional and aesthetic
values of the community; and discovering and correcting abuses which prevent the promotion of business
expansion and community growth.
By-Laws
Article I
Section 1. Name: The name of this organization shall be the Yelm Chamber of Commerce.
Section 2. Limitation of Methods: The Yelm Chamber of Commerce shall observe all local, state, and federal Laws
which apply to a non-profit organizations defined in section 501 ( c )(6) of the Internal Revenue Code.
Article II
Statements of Direction
The Yelm Chamber of Commerce shall have a mission statement and a clear job description for staff and
committees. These statements shall be reviewed and updated on a regular basis by the Board.
Article III
Membership
Section 1. Eligibility: Any person, association, corporation, partnership, estate, public entity or service, fraternal or
non-profit organization having an interest in the objectives of the chamber shall be eligible to apply for
membership.
Section 2. Membership: Application for membership shall be in writing on forms provided for that purpose, and
signed by applicant. Any applicant shall become a member upon payment of the regularly scheduled investment as
provided in Section 6.
Section 3. Termination: a) Any member may resign from the Chamber upon written notice to the Board of
Directors; b) Any member shall be expelled by the Board of Directors by a two-thirds vote for nonpayment of dues
after ninety (90) days from the date due, unless otherwise extended for good cause; c) Any member may be
expelled by a two-thirds vote of the board of Directors, at a regularly scheduled meeting thereof, for conduct
unbecoming a member or prejudicial to the aims or repute of the Chamber, after notice and opportunity for a
hearing are afforded the member complained against.
Section 4. Voting: In any proceeding in which voting by members is called for; each member in good standing shall
be entitled to cast one (1) vote.
Section 5. Investments: Members shall pay membership dues at a rate approved by the Board of Directors.
Section 6. Honorary Membership: Distinction in public affairs shall confer eligibility to honorary membership.
Honorary members shall have all the privileges of members, except the right to vote, and shall be exempt from the
payment of dues. The Board of Directors shall confer or revoke honorary memberships by a majority vote.
Article IV
Officers
Section 1. Composition: The officers of the Chamber of Commerce shall be the President, President-Elect,
Treasurer and Secretary. These officers shall be directors and be elected by the Board, and along with the Past
President shall constitute the executive committee of the Board of Directors.
The nominating committee as listed in Article 6, section one, will canvas the sitting directors and submit a slate of
directors to the Board at the March meeting to be considered and then installed as the President-Elect and
Treasurer of the coming up year.
After discussion of the slate as presented by the nominating committee, ballots will be distributed to the Board
containing the names of both prospective new Directors and sitting Directors who are being considered for the
position of President-Elect and Treasurer. The ballots will be tabulated immediately by the sitting Treasurer and
the Executive Director. Only in the case of a tie will the Board President vote.
Section 2. Terms: No member shall hold the same officer position for more than two (2) years in succession. Filling
of an unexpired term of nine (9) months or more shall be considered a term of office.
Duties of Officers
Section 1. President: The President shall be the Chief Executive Officer and shall preside at all meetings of the
membership of the Chamber and of its Board of Directors and shall perform all duties incident to this office.
He/She shall be allowed to vote on any matters coming before any membership and to the Board of Directors
meeting, shall appoint all committees, subject to the confirmation by the Board of Directors, and shall be an ex-
officio member of each. He/She shall commend to the membership and to the Board of Directors such matters and
make such suggestions as may tend to promote the prosperity and increase the usefulness of the Chamber. The
President shall make available to the membership reports of the business conducted at meetings of the Board of
Directors.
Section 2. President-Elect: It shall be the duty of the President-Elect to perform the duties of the President in
his/her absence or inability to serve. He/she shall serve the unexpired term of the President in the event of the
death, resignation, or removal for cause. The President-Elect shall oversee all standing committees and program
activities and budget Preparation as directed by the Board.
Section 3. Secretary: The Secretary shall have charge of such books, documents, and papers as the Board of
Directors may determine and shall be responsible for the maintenance and preparation of the minutes of all
meetings of the Board of Directors of the Chamber. The Secretary may sign with the President, President Elect, or
the Vice President, in the name and on behalf of the Chamber, any contracts or agreements authorized by the
Board of Directors and shall do and perform such other duties as may be assigned by the Board.
Section 4. Treasurer: The Treasurer shall be responsible for all funds of the Chamber and pay out same by checks.
The Treasurer shall not necessarily have to sign the checks. The Treasurer shall furnish a quarterly report to the
Board of Directors and shall present account balances and any important financial occurrences at each annual
meeting. The Treasurer shall turn over to his/her successor within one (1) day after installation records, books, and
other documents that are properties of the Chamber. The Chamber Executive, Treasurer and two additional board
members shall be approved and authorized by the board as signatories.
Section 5. Executive Committee: The Executive Committee shall act for and on behalf of the Board of Directors
when the Board is not in session but shall be accountable to the Board for its actions. It shall be composed of the
President, President-Elect, Treasurer, Secretary and Past-President. The Executive Director will be an ex-officio
member. The President will serve as chairman.
Section 6. Should the President Elect cease to be a member during his/her term of office or be unable to assume
the Presidency for any reason, the following shall occur: If such notice is given by the President Elect prior to the
annual election of Officers, the nominating committee shall nominate at least two (2) candidates for President. If
such notice is given by the President Elect after the annual election but prior to assuming office, the newly elected
President Elect will assume the office of President at the annual meeting.
Article V
Board of Directors
Section 1. Composition of the Board: The government of the Chamber, the direction of the work, and the control
of its properties shall be vested in the Board of Directors consisting of eleven (11) Directors elected at large. The
Directors shall be elected for the periods of two (2) years and until their successors are elected and qualified, but
provisions shall be made for the election of approximately one-third (1/3) of the Board of Directors each year. The
Directors shall have the power to fill any vacancy on the Board of Directors for the remainder of the unexpired
term. The Past-President shall be a member, the Executive Director will be an ex-officio member.
Section 2. Vacancies: Unexcused absence by a member of the Board of Directors from three (3) regular meetings
of the Board of Directors shall be construed as a resignation by said member. The President may grant excused
absences with prior notification, subject to review and revocation by the Board of Directors. Vacancies on the
Board or among the officers shall be nominated by the nominating committee and filled by the Board of Directors
by a majority vote.
Section 3. Voting: A majority of the Board of Directors shall constitute a quorum at any meeting. Proxy voting shall
not be allowed.
Section 4. Any person, firm, association, corporation, partnership, estate or other business or legal entity having
one or more memberships in the Chamber, shall be restricted to having not more than one (1) member of the
Board of Directors at any one time. The organization from which the Board member will be recognized as from will
be the organization where the Board member is primarily employed.
Section 5. Policy: The Board of Directors is responsible for establishing procedure and formulating policy of the
organization. It is responsible for adopting all policies of the organization. These policies shall be maintained in a
policy manual, to be reviewed annually and revised as necessary.
Article VI
Elections
Section 1. Nominating Committee: A nominating committee made up of three (3) members, the President,
President-Elect and Past-President, shall convene in January. The Nominating committee will create a list of
nominees and will consider nominations made by other board members and Chamber Membership. The
Nominating Committee shall report its list of candidates for Board membership to the Board at its February
meeting. The candidates will be announced at the March Forum.
Section2. Ballots Members of the Board of Directors shall be elected by a majority vote of the Board of directors.
New officers shall take office at the first Board meeting in May.
Article VII
Executive Director, Employees and Representatives
Section 1. Executive Director: The Board of Directors shall employ an Executive Director upon such terms as it
shall determine. The Executive Director shall be charged with the general supervision and management of the
business affairs of the Chamber and generally shall perform the program of work as determined by the Board of
Directors. The Executive Director shall be an ex-officio member of all committees, shall participate in Executive
Committee and Directors’ meetings, but is to perform without a vote.
Section 2. Annual Review: There will be an annual performance review of the Executive Director, his/her salary,
and that of the paid staff. This review will be a function of the President, which may designate a committee to
perform this review.
Article VIII
Meetings
The general membership Forum of the Chamber shall be held on the second Tuesday of each month at a location
selected by the Board of Directors.
Section 1. Annual Meeting: The annual meeting of the corporation shall be held during April of each year. Notice
shall be mailed at least ten (10) days prior and shall be held at a time and place as determined by the Board.
Section 2. Quorum: At any duly called general meeting of the Chamber, fifty-one (51) percent of all membersshall
constitute a quorum; at a Board meeting, a majority of directors present shall constitute a quorum; at committee
meetings, a majority shall constitute a quorum except when a committee consists of more than nine (9) members.
In that case, five (5) shall constitute a quorum.
Section 3. Board Meetings: The Board of Directors shall meet once monthly at such time as the Board members
designate, unless otherwise specified and proper notice given.
Section 4. Additional Meetings: General meetings of the Chamber may be called by the President at any time, or
by a majority consensus of the current board of directors, upon petition in writing of any ten (10) members in good
standing: a) notice of special meetings shall be mailed to each member at least five (5) days prior to such meetings;
b) Board meetings may be called by the President or by the Board of Directors upon written application of three (3)
members of the Board. If a board member/s are unwilling to waive notice, then the meeting will be held in three
(3) days. Notice (including the purpose of the meeting) shall be given to each director at least one (1) day prior to
said meeting. Committee meetings may be called at any time by the President or the committee’s chairman.
Article IX
Finances
Section 1. Funds: All money paid to the Chamber shall be placed in the general operating fund, unless authorizes
for a specific fund.
Section 2. Disbursements: Upon approval of the budget, the Executive Director shall be authorized to make
disbursements on expenses provided for the in the budget without additional approval of the Board of Directors.
Section 3. Fiscal Year: The fiscal year of the Chamber shall close on December 31.
Section 4. Budget: As soon as possible after the election of the Board and Officers, the Executive Director with the
assistance of the executive committee shall propose a budget for the coming year and submit it to the Board for
approval prior to the last meeting of that fiscal year. All request for donations or expenditures, not in the budget,
must be submitted to and approved by the Board of Directors.
Article X
Committees
Section 1. Appointment and Authority: The President, by and with the approval of the Board of Directors, shall
appoint all committees and committee chairs. The President may appoint such ad hoc committees and their chair
as deemed necessary to carry out the program of the Chamber. Committee appointments shall be at the will and
pleasure of the President and shall serve concurrent with the term of the appointing President.
It shall be the function of committees to make investigations, conduct studies, and Hearings, make
recommendations to the Board, and to carry on such activities as may be delegated to them by the Board.
Section 2. Limitation of Authority: No action by any member, committee, employee, director or officer shall be
binding upon, or constitute an expression of, the policy of the Chamber until it shall have been approved or ratified
by the Board of Directors.
Article XI
Indemnification
The Chamber shall indemnify every member or officer or former member or officer of the Board of Directors, and
the Executive Director of the Chamber against expenses actually and reasonably incurred in connection with the
defense of any action, suit or proceeding, civil or criminal, in which such person is a party by reason of being or
having been such Board member or officer, except in relation to matters as to which he or she shall be adjudged in
such action, suit or proceeding to be liable for negligence or misconduct in the performance of duty to the
Chamber. The foregoing right of indemnification shall not be exclusive of other rights to which he or she may be
entitled.
Article XII
Parliamentary Authority
The current edition of Roberts Rules of Order shall be the final source of authority in all questions of parliamentary
procedures when such rules are not inconsistent with the charter of By-Laws of the Chamber.
Article XIII
Amendments
Section 1. BY the Board of Directors: These By-Laws may be amendedby an affirmativevote of a majority of all the
members of the Board of Directors present at any regular or special meeting of the Board after giving not less than
ten (10) days written prior notice to the membership stating the time and place of the meeting and the
amendment or amendments being proposed. Any action of the Board with respect to the amendment of these By-
Laws shall be binding on the total membership until such action is altered, amended, or repealed by the
membership as provided in section two (2) hereof.
Section 2. By the Membership: These By-Laws, or any action for the Board of Directors relating thereto, may be
altered, amended, or repealed at my annual or special meeting of the membership, by a majority of the
membership, if ten (10) days written notice of the proposed alteration, amendment, or repeal is contained in the
notice of the meeting.
Article XIV
Dissolution of Yelm Area Chamber of Commerce
Section 1. Dissolution. Upon the dissolution of the Yelm Area Chamber of Commerce. Assets shall be distributed
for one or more exempt purposes within the meaning of section 501 (c) (3) of the Internal Revenue Code (or
corresponding section of any future federal tax code), or shall be distributed to the federal government, or to a
state or local government, for a public purpose. Any such assets not so disposed of shall be disposed by the Court
of Common Pleas of the county in which the principal office of the Yelm Area Chamber of Commerce is then
located, exclusively for such purposes or to such organization or organizations as said Court shall determine which
are organized and operated exclusively for such purposes.
Brief Description (450 words or less):
The Nisqually Valley BBQ Rally isn't just a local favorite—it's a regional attraction that draws tourists to
Yelm for a classic day filled with family-friendly entertainment and mouthwatering BBQ delights. This
beloved occasion, scheduled for July 27, offers a variety of activities and attractions that cater to all ages
and interests.
Tourists flock to Yelm for this event, enticed by the promise of live music, engaging children's activities,
captivating performances, and, of course, some of the best barbecue around. From amateur barbecue
competitions to youth burger cooking contests, there's plenty of excitement and friendly competition to
go around.
But the fun doesn't stop there. Visitors can peruse a diverse array of food and business vendors, offering
everything from savory BBQ dishes to unique artisanal crafts. The delightful beer garden provides a
relaxing spot to unwind with a cold brew, while the thrilling pie-eating contest adds an extra dash of
excitement to the festivities.
This year, our goal is to elevate the event even further by showcasing additional local talent in music
performances and expanding youth-focused activities. Additionally, we plan to implement a giveaway
for the first 100 visitors to celebrate the Centennial Year of Yelm. We want to create an experience that
not only celebrates the art of barbecue but also highlights the vibrant culture and talent within our
community.
So, whether you're a BBQ expert, a music lover, or just looking for a fun day out with the family, the
Nisqually Valley BBQ Rally promises an unforgettable experience filled with flavor, entertainment, and
community spirit. Join us as we come together to celebrate the best of Thurston County at this year's
BBQ
What are the projected number of attendees estimated to travel greater than 50 miles to attend
the activity/event and what is your estimate based on:
Based on historical data and trends, we project that approximately 600 attendees will travel greater
than 50 miles to attend the Nisqually Valley BBQ Rally. This estimate is based on several factors
including previous event attendance, regional attraction, targeted marketing efforts, and survey
feedback.
We employ targeted marketing strategies to promote the event to a wider audience, including digital
advertising, social media campaigns, and partnerships with tourism organizations. By reaching potential
attendees beyond the immediate vicinity, we aim to increase awareness and attract visitors from
neighboring regions.
With a diverse lineup of activities, including live music, children's activities, competitions, and vendor
booths, the Nisqually Valley BBQ Rally offers something for everyone. This variety of attractions appeals
to a broad range of interests and encourages visitors to travel greater distances to participate in the
festivities.
What are the projected number of attendees estimated to travel from another state or country to
attend the activity/event and what is your estimate based on:
We project that approximately 100 attendees will travel from another state or country to attend the
Nisqually Valley BBQ Rally.
Tracking attendance involves collecting event passes submitted by attendees for raffle prizes, utilizing
People's Choice Award voting cards, and tallying food vendor sales based on the number of plates sold.
Additionally, we utilize historical data, marketing trends and research, and tourism impact for this
estimate.
The Nisqually Valley BBQ Rally has garnered a reputation as a premier BBQ event, not only within the
state but also across the country and even internationally. Its status as a must-visit destination for BBQ
enthusiasts attracts attendees from far and wide.
While our estimate provides a projection based on available data and trends, we continuously monitor
registration patterns, ticket sales, and other indicators to adjust our forecasts as needed. Our goal is to
ensure that the Nisqually Valley BBQ Rally remains a destination event that attracts attendees from near
and far, contributing to the local economy and fostering a vibrant community atmosphere.
What are the projected attendees who estimated to stay in paid overnight accommodations?
We project that approximately 80 attendees will stay in paid overnight accommodations.
This projection is based on historical data including vendor and visitor surveys, event passes submitted
by attendees for raffle prizes, utilizing People's Choice Award voting cards, and tallying food vendor
sales based on the number of plates sold.
How do you plan to measure/evaluate the actual attendance and locations visitors traveled
from?
To measure and evaluate the actual attendance and locations visitors traveled from to attend the
Nisqually Valley BBQ Rally, we will employ a multi-faceted approach.
We will track registrations to determine the number of attendees who have confirmed their
participation in the event. This data will provide us with an initial estimate of attendance.
We will distribute event passes to attendees, both electronically or on-site, to gather demographic
information, including their hometown or place of origin. This will allow us to compile a comprehensive
profile of the event's attendees and their geographic distribution.
We will collaborate with local tourism organizations, hotels, and transportation providers to gather data
on visitor origin. These partners can provide insights into bookings, travel itineraries, and visitor
demographics.
After the event, we will conduct a thorough analysis of all collected data to assess attendance figures
and visitor demographics. This analysis will help us understand the event's reach and impact, including
the geographic diversity of attendees.
By utilizing these methods in tandem, we aim to obtain a comprehensive understanding of actual
attendance and the locations visitors traveled from to attend the Nisqually Valley BBQ Rally. This
information will inform future event planning, marketing strategies, and efforts to enhance the attendee
experience.
Describe the tourism promotion impact on the economy from your special event, festival, or
tourism- related program or project within the City of Yelm, specifically on the lodging and food
service sectors.
The tourism promotion impact of our event, the Nisqually Valley BBQ Rally, on the economy of the City
of Yelm, particularly on the lodging and food service sectors, is significant and multi-faceted.
The BBQ Rally attracts visitors from near and far, driving up demand for accommodations in Yelm and
surrounding areas. Local hotels and bed-and-breakfast establishments experience heightened
occupancy rates during the event weekend as attendees seek convenient lodging options.
The influx of attendees translates into a surge in patronage for local restaurants, eateries, and food
vendors. From pre-event dining to post-event meals, attendees contribute to increased foot traffic and
sales in Yelm's dining establishments. Additionally, food vendors at the BBQ Rally itself benefit from
heightened exposure and sales opportunities.
The excitement of the BBQ Rally extends beyond lodging and food service sectors, benefiting ancillary
businesses such as retail shops, gas stations, and recreational facilities. Visitors often engage in
shopping, sightseeing, and other leisure activities during their stay, further stimulating economic activity
in the community.
Through our tourism promotion efforts, we highlight not only the BBQ Rally but also the unique
attractions and amenities that Yelm has to offer. This year, we aim to add promotion of the Centennial
Year of Yelm. This exposure encourages visitors to explore the city's cultural, historical, and recreational
offerings, contributing to sustained tourism growth beyond the event.
Overall, the tourism promotion impact of the Nisqually Valley BBQ Rally on the economy of the City of
Yelm is substantial, driving growth in the lodging and food service sectors while stimulating broader
economic activity and positioning the city as a dynamic tourism destination.
How broad-based will the tourism promotion benefit be geographically and economically?
To enhance event promotion, we plan to leverage diverse marketing strategies and broaden our scope
by participating in more events beyond Thurston County. Our promotional efforts will encompass
printed publications, social media platforms, electronic reader-boards, flyers, Hulu advertisements,
posters, movie theater advertisements, signage, coasters, apparel, and promotional merchandise.
Moreover, we aim to secure vendor spaces ahead of the event at various gatherings, participate in local
parades, and engage with audiences already attending festivals by showcasing our presence through
vendor spaces at similar events.
Describe how you will promote Yelm and other attractions in the Yelm area to entice tourists to
extend their visit beyond attendance to your special event, festival, or tourism-related facility.
We will actively promote and offer recognition to our professional food and retail vendors who have
established brick-and-mortar businesses through social media campaigns, tourism collaborations, and
other special events. Our sponsorship opportunities provide businesses with extra advertising exposure.
We'll also collaborate with local hotels to explore the possibility of providing special rates on
accommodations for out-of-area bands, vendors, and food competitors. Furthermore, we'll collaborate
with other tourist agencies to promote local attractions, activities, and dining options for those staying
in the area.
What tourism outcome should the City expect if your proposal is only partially funded? Please
be specific. For example: Which services will not happen? How do you intend to alternatively
fund your program?
We will need to cut back on some of our expenses by reducing the quantity of coasters, branded
apparel, event booth spaces, signage, social media promotions, and all advertising on Hulu. Additionally,
there might be a need to scale down the number of bands and youth activities at the event.
This could potentially decrease the number of visitors and the length of time and economic reach of the
event.
List any other measurements that demonstrate the impact of increased tourism attributable to
your special event, festival, or tourismrelated facility. Please include any other thoughts that
may encourage the Lodging Tax Advisory Committee/YelmCity Council to use lodging tax
funds to support this application.
In addition to the previous measurements, we plan to incorporate a centennial theme promotion to
commemorate the centennial year of the City of Yelm. By aligning the Nisqually Valley BBQ Rally with
this milestone anniversary, we can amplify the event's significance and enhance its appeal to both
residents and visitors.
We aim to Offer commemorative merchandise and memorabilia featuring special centennial branding
and imagery. These items can serve as keepsakes for attendees and contribute to the festive
atmosphere of the event.
Furthermore, we will incorporate centennial-themed activities, games, and entertainment options
throughout the event program.
By infusing the Nisqually Valley BBQ Rally with a centennial theme promotion, we can create a
memorable and meaningful experience that honors Yelm's proud history, celebrates its achievements,
and sets the stage for a vibrant future. This initiative not only enhances the event's appeal but also
reinforces its role as a cornerstone of community pride and celebration.
Yelm Chamber of Commerce
By-Laws
These by-laws supersede all previous by-laws and amendments there to
Revised-February 16th, 2021
Purpose
The Yelm Chamber of Commerce is organized to achieve the objectives of:
1) Preserving the competitive enterprise system of business by: creating a better understanding and
appreciation of the importance of business people and the concern of their problems; educating the
business community and representing it in city, county, state, and national legislative and political affairs;
preventing or addressing controversies which are detrimental to expansion and growth of business and
the community; creating a greater appreciation of the value of volunteerism on behalf of the interests of
competitive business;
2) Promoting business and community growth and development by: promoting economic programs
designed to strengthen and expand the income potential of all business within the trade area; promoting
programs of civic, social, and cultural nature which are designed to increase the functional and aesthetic
values of the community; and discovering and correcting abuses which prevent the promotion of business
expansion and community growth.
By-Laws
Article I
Section 1. Name: The name of this organization shall be the Yelm Chamber of Commerce.
Section 2. Limitation of Methods: The Yelm Chamber of Commerce shall observe all local, state, and federal Laws
which apply to a non-profit organizations defined in section 501 ( c )(6) of the Internal Revenue Code.
Article II
Statements of Direction
The Yelm Chamber of Commerce shall have a mission statement and a clear job description for staff and
committees. These statements shall be reviewed and updated on a regular basis by the Board.
Article III
Membership
Section 1. Eligibility: Any person, association, corporation, partnership, estate, public entity or service, fraternal or
non-profit organization having an interest in the objectives of the chamber shall be eligible to apply for
membership.
Section 2. Membership: Application for membership shall be in writing on forms provided for that purpose, and
signed by applicant. Any applicant shall become a member upon payment of the regularly scheduled investment as
provided in Section 6.
Section 3. Termination: a) Any member may resign from the Chamber upon written notice to the Board of
Directors; b) Any member shall be expelled by the Board of Directors by a two-thirds vote for nonpayment of dues
after ninety (90) days from the date due, unless otherwise extended for good cause; c) Any member may be
expelled by a two-thirds vote of the board of Directors, at a regularly scheduled meeting thereof, for conduct
unbecoming a member or prejudicial to the aims or repute of the Chamber, after notice and opportunity for a
hearing are afforded the member complained against.
Section 4. Voting: In any proceeding in which voting by members is called for; each member in good standing shall
be entitled to cast one (1) vote.
Section 5. Investments: Members shall pay membership dues at a rate approved by the Board of Directors.
Section 6. Honorary Membership: Distinction in public affairs shall confer eligibility to honorary membership.
Honorary members shall have all the privileges of members, except the right to vote, and shall be exempt from the
payment of dues. The Board of Directors shall confer or revoke honorary memberships by a majority vote.
Article IV
Officers
Section 1. Composition: The officers of the Chamber of Commerce shall be the President, President-Elect,
Treasurer and Secretary. These officers shall be directors and be elected by the Board, and along with the Past
President shall constitute the executive committee of the Board of Directors.
The nominating committee as listed in Article 6, section one, will canvas the sitting directors and submit a slate of
directors to the Board at the March meeting to be considered and then installed as the President-Elect and
Treasurer of the coming up year.
After discussion of the slate as presented by the nominating committee, ballots will be distributed to the Board
containing the names of both prospective new Directors and sitting Directors who are being considered for the
position of President-Elect and Treasurer. The ballots will be tabulated immediately by the sitting Treasurer and
the Executive Director. Only in the case of a tie will the Board President vote.
Section 2. Terms: No member shall hold the same officer position for more than two (2) years in succession. Filling
of an unexpired term of nine (9) months or more shall be considered a term of office.
Duties of Officers
Section 1. President:The President shall be the Chief Executive Officer and shall preside at all meetings of the
membership of the Chamber and of its Board of Directors and shall perform all duties incident to this office.
He/She shall be allowed to vote on any matters coming before any membership and to the Board of Directors
meeting, shall appoint all committees, subject to the confirmation by the Board of Directors, and shall be an ex-
officio member of each. He/She shall commend to the membership and to the Board of Directors such matters and
make such suggestions as may tend to promote the prosperity and increase the usefulness of the Chamber. The
President shall make available to the membership reports of the business conducted at meetings of the Board of
Directors.
Section 2. President-Elect: It shall be the duty of the President-Elect to perform the duties of the President in
his/her absence or inability to serve. He/she shall serve the unexpired term of the President in the event of the
death, resignation, or removal for cause. The President-Elect shall oversee all standing committees and program
activities and budget Preparation as directed by the Board.
Section 3. Secretary: The Secretary shall have charge of such books, documents, and papers as the Board of
Directors may determine and shall be responsible for the maintenance and preparation of the minutes of all
meetings of the Board of Directors of the Chamber. The Secretary may sign with the President, President Elect, or
the Vice President, in the name and on behalf of the Chamber, any contracts or agreements authorized by the
Board of Directors and shall do and perform such other duties as may be assigned by the Board.
Section 4. Treasurer: The Treasurer shall be responsible for all funds of the Chamber and pay out same by checks.
The Treasurer shall not necessarily have to sign the checks. The Treasurer shall furnish a quarterly report to the
Board of Directors and shall present account balances and any important financial occurrences at each annual
meeting. The Treasurer shall turn over to his/her successor within one (1) day after installation records, books, and
other documents that are properties of the Chamber. The Chamber Executive, Treasurer and two additional board
members shall be approved and authorized by the board as signatories.
Section 5. Executive Committee: The Executive Committee shall act for and on behalf of the Board of Directors
when the Board is not in session but shall be accountable to the Board for its actions. It shall be composed of the
President, President-Elect, Treasurer, Secretary and Past-President. The Executive Director will be an ex-officio
member. The President will serve as chairman.
Section 6. Should the President Elect cease to be a member during his/her term of office or be unable to assume
the Presidency for any reason, the following shall occur: If such notice is given by the President Elect prior to the
annual election of Officers, the nominating committee shall nominate at least two (2) candidates for President. If
such notice is given by the President Elect after the annual election but prior to assuming office, the newly elected
President Elect will assume the office of President at the annual meeting.
Article V
Board of Directors
Section 1. Composition of the Board: The government of the Chamber, the direction of the work, and the control
of its properties shall be vested in the Board of Directors consisting of eleven (11) Directors elected at large. The
Directors shall be elected for the periods of two (2) years and until their successors are elected and qualified, but
provisions shall be made for the election of approximately one-third (1/3) of the Board of Directors each year. The
Directors shall have the power to fill any vacancy on the Board of Directors for the remainder of the unexpired
term. The Past-President shall be a member, the Executive Director will be an ex-officio member.
Section 2. Vacancies: Unexcused absence by a member of the Board of Directors from three (3) regular meetings
of the Board of Directors shall be construed as a resignation by said member. The President may grant excused
absences with prior notification, subject to review and revocation by the Board of Directors. Vacancies on the
Board or among the officers shall be nominated by the nominating committee and filled by the Board of Directors
by a majority vote.
Section 3. Voting: A majority of the Board of Directors shall constitute a quorum at any meeting. Proxy voting shall
not be allowed.
Section 4. Any person, firm, association, corporation, partnership, estate or other business or legal entity having
one or more memberships in the Chamber, shall be restricted to having not more than one (1) member of the
Board of Directors at any one time. The organization from which the Board member will be recognized as from will
be the organization where the Board member is primarily employed.
Section 5. Policy: The Board of Directors is responsible for establishing procedure and formulating policy of the
organization. It is responsible for adopting all policies of the organization. These policies shall be maintained in a
policy manual, to be reviewed annually and revised as necessary.
Article VI
Elections
Section 1. Nominating Committee: A nominating committee made up of three (3) members, the President,
President-Elect and Past-President, shall convene in January. The Nominating committee will create a list of
nominees and will consider nominations made by other board members and Chamber Membership. The
Nominating Committee shall report its list of candidates for Board membership to the Board at its February
meeting. The candidates will be announced at the March Forum.
Section2. Ballots Members of the Board of Directors shall be elected by a majority vote of the Board of directors.
New officers shall take office at the first Board meeting in May.
Article VII
Executive Director, Employees and Representatives
Section 1. Executive Director: The Board of Directors shall employ an Executive Director upon such terms as it
shall determine. The Executive Director shall be charged with the general supervision and management of the
business affairs of the Chamber and generally shall perform the program of work as determined by the Board of
Directors. The Executive Director shall be an ex-officio member of all committees, shall participate in Executive
Committee and Directors’ meetings, but is to perform without a vote.
Section 2. Annual Review: There will be an annual performance review of the Executive Director, his/her salary,
and that of the paid staff. This review will be a function of the President, which may designate a committee to
perform this review.
Article VIII
Meetings
The general membership Forum of the Chamber shall be held on the second Tuesday of each month at a location
selected by the Board of Directors.
Section 1. Annual Meeting: The annual meeting of the corporation shall be held during April of each year. Notice
shall be mailed at least ten (10) days prior and shall be held at a time and place as determined by the Board.
Section 2. Quorum: At any duly called general meeting of the Chamber, fifty-one (51) percent of all members shall
constitute a quorum; at a Board meeting, a majority of directors present shall constitute a quorum; at committee
meetings, a majority shall constitute a quorum except when a committee consists of more than nine (9) members.
In that case, five (5) shall constitute a quorum.
Section 3. Board Meetings: The Board of Directors shall meet once monthly at such time as the Board members
designate, unless otherwise specified and proper notice given.
Section 4. Additional Meetings: General meetings of the Chamber may be called by the President at any time, or
by a majority consensus of the current board of directors, upon petition in writing of any ten (10) members in good
standing: a) notice of special meetings shall be mailed to each member at least five (5) days prior to such meetings;
b) Board meetings may be called by the President or by the Board of Directors upon written application of three (3)
members of the Board. If a board member/s are unwilling to waive notice, then the meeting will be held in three
(3) days. Notice (including the purpose of the meeting) shall be given to each director at least one (1) day prior to
said meeting. Committee meetings may be called at any time by the President or the committee’s chairman.
Article IX
Finances
Section 1. Funds: All money paid to the Chamber shall be placed in the general operating fund, unless authorizes
for a specific fund.
Section 2. Disbursements: Upon approval of the budget, the Executive Director shall be authorized to make
disbursements on expenses provided for the in the budget without additional approval of the Board of Directors.
Section 3. Fiscal Year: The fiscal year of the Chamber shall close on December 31.
Section 4. Budget: As soon as possible after the election of the Board and Officers, the Executive Director with the
assistance of the executive committee shall propose a budget for the coming year and submit it to the Board for
approval prior to the last meeting of that fiscal year. All request for donations or expenditures, not in the budget,
must be submitted to and approved by the Board of Directors.
Article X
Committees
Section 1. Appointment and Authority: The President, by and with the approval of the Board of Directors, shall
appoint all committees and committee chairs. The President may appoint such ad hoc committees and their chair
as deemed necessary to carry out the program of the Chamber. Committee appointments shall be at the will and
pleasure of the President and shall serve concurrent with the term of the appointing President.
It shall be the function of committees to make investigations, conduct studies, and Hearings, make
recommendations to the Board, and to carry on such activities as may be delegated to them by the Board.
Section 2. Limitation of Authority: No action by any member, committee, employee, director or officer shall be
binding upon, or constitute an expression of, the policy of the Chamber until it shall have been approved or ratified
by the Board of Directors.
Article XI
Indemnification
The Chamber shall indemnify every member or officer or former member or officer of the Board of Directors, and
the Executive Director of the Chamber against expenses actually and reasonably incurred in connection with the
defense of any action, suit or proceeding, civil or criminal, in which such person is a party by reason of being or
having been such Board member or officer, except in relation to matters as to which he or she shall be adjudged in
such action, suit or proceeding to be liable for negligence or misconduct in the performance of duty to the
Chamber. The foregoing right of indemnification shall not be exclusive of other rights to which he or she may be
entitled.
Article XII
Parliamentary Authority
The current edition of Roberts Rules of Order shall be the final source of authority in all questions of parliamentary
procedures when such rules are not inconsistent with the charter of By-Laws of the Chamber.
Article XIII
Amendments
Section 1. BY the Board of Directors: These By-Laws may be amendedby an affirmativevote of a majority of all the
members of the Board of Directors present at any regular or special meeting of the Board after giving not less than
ten (10) days written prior notice to the membership stating the time and place of the meeting and the
amendment or amendments being proposed. Any action of the Board with respect to the amendment of these By-
Laws shall be binding on the total membership until such action is altered, amended, or repealed by the
membership as provided in section two (2) hereof.
Section 2. By the Membership: These By-Laws, or any action for the Board of Directors relating thereto, may be
altered, amended, or repealed at my annual or special meeting of the membership, by a majority of the
membership, if ten (10) days written notice of the proposed alteration, amendment, or repeal is contained in the
notice of the meeting.
Article XIV
Dissolution of Yelm Area Chamber of Commerce
Section 1. Dissolution. Upon the dissolution of the Yelm Area Chamber of Commerce. Assets shall be distributed
for one or more exempt purposes within the meaning of section 501 (c) (3) of the Internal Revenue Code (or
corresponding section of any future federal tax code), or shall be distributed to the federal government, or to a
state or local government, for a public purpose. Any such assets not so disposed of shall be disposed by the Court
of Common Pleas of the county in which the principal office of the Yelm Area Chamber of Commerce is then
located, exclusively for such purposes or to such organization or organizations as said Court shall determine which
are organized and operated exclusively for such purposes.
How broad-based will the tourism promotion benefit be geographically and economically?
We plan to promote the local businesses and locations participating in the event, this should bring
people into our community from throughout the state of Washington. The social media campaign we do
the day of the event will have attendees friends seeing how amazing the local establishments are in
Yelm and entice them to visit in the future. The social media campaign game is a fun way to encourage
interaction with the participants we have a special sticker on each badge, they find their sticker match
(or buddies) throughout the event, take selfies together, sharing their matching stickers and post on
social media. Once they have posted they are entered into a drawing for a special prize at the end.
Describe how you will promote Yelm and other attractions in the Yelm area to entice tourists to
extend their visit beyond attendance to your special event, festival, or tourism-related facility.
The best part of this event is that it requires attendees to visit each bar/restaurant participating in the
event to solve the mystery. Each location has clues that are sponsored by local businesses, each clue has
a sponsor logo on it. As attendees walk from one location to the next they are able to see what an
amazing community Yelm has to offer. All sponsors for this event will have their logo on the back of the
event t-shirts that attendees wear throughout the event. We also send out an email to attendees weeks
before the event encouraging them to stay at the Prairie Hotel.
What tourism outcome should the City expect if your proposal is only partially funded? Please
be specific. For example: Which services will not happen? How do you intend to alternatively
fund your program?
This event if fully funded should bring 200 attendees, plus volunteers to the Yelm area.
If we are unable to receive funding we may not be able to sell all the event tickets. We primarily we be
advertising on social media, posters and flyers. We will be promoting prizes that can be won at the
event on social media if fully funded. Boosted social media posts may not be possible if event is not fully
funded. Since we need to order items in advance for this event if not fully funded we may end up with
overage of mugs, lanyards, badge holders, cow bells, etc.
If funding is not granted we hope word of mouth marketing, social media and in-kind Cinemas ads sell all
the tickets to the event.
List any other measurements that demonstrate the impact of increased tourism attributable to
your special event, festival, or tourismrelated facility. Please include any other thoughts that
may encourage the Lodging Tax Advisory Committee/Yelm City Council to use lodging tax
funds to support this application.
The number one measure that this event increased tourism is the check with the location sponsors for
the event and see what their sales were in previous year on this weekend before the event was
established.
The funds from this event are donated back in the community supporting Dollars for Scholars, local
emergencies such as fires (previously supported Graham fire relief), veterans with needs such as home
improvements or beds, Cuffs & Trucks Golf Tournament, Together! Thurston County, Yelm Senior Center
Dinner & Bingo night, Santa's Castle, JBLM Operation Deploy Your Dress, Santa's Castle, Fischer House, 4
the Love (bags for Turkey Dinners), Lewis McCord Spouses Club, Nineline and various classroom
pantries.
ЋЉЋЍ /ƌǒĻƭ ε .ƩĻǞƭ .ǒķŭĻƷ
Clues & Brews Income
ƚƷğƌ
Ticket Sales ΫƓƚƷĻ ƚƷŷĻƩ ƷźĭƉĻƷƭ ğƩĻ
ğƌǒĻƚƷğƌ
źĭƉĻƷ {ğƌĻƭυ ЍЉ͵ЉЉυЏͲЍЉЉ͵ЉЉźƓĭƌǒķĻķ ğƭ ƦğƩƷ ƚŅ /ƌǒĻ
ЊЏЉ
źĭƉĻƷ {ğƌĻƭ ƚƷğƌʹ$6,400.00
ΫЍЉ
Other Sales During Event
ğƌǒĻ{ƚƌķƚƷğƌ
wğŅŅƌĻ źĭƉĻƷƭυ Ў͵ЉЉυЎЉЉ͵ЉЉ
ЊЉЉ
/ƚǞ .Ļƌƌƭυ Ў͵ЉЉυЌАЎ͵ЉЉ
АЎ
IƚƚķźĻƭυ ЌЎ͵ЉЉυЊͲЉЎЉ͵ЉЉhƷŷĻƩ {ğƌĻƭ ƚƷğƌʹ$1,925.00
ЌЉ
Sponsorships
ğƌǒĻ{ƚƌķƚƷğƌ
aǒŭ {ƦƚƓƭƚƩυ ЊͲЎЉЉ͵ЉЉυ ЊͲЎЉЉ͵ЉЉ
Њ
\[ğƓǤğƩķ {ƦƚƓƭƚƩυ АЎЉ͵ЉЉ υ АЎЉ͵ЉЉ
Њ
/ƌǒĻ {ƦƚƓƭƚƩυ ЌЉЉ͵ЉЉ υ ЍͲБЉЉ͵ЉЉ
ЊЏ
\[ƚĭğƷźƚƓ {ƦƚƓƭƚƩυ ЋЎЉ͵ЉЉ υ ЋͲЉЉЉ͵ЉЉ
Б
{ƦƚƓƭƚƩ ƚƷğƌʹ$9,050.00
Lodging Tax
ğƌǒĻƚƷğƌ
/źƷǤ ƚŅ Ļƌƒυ ЎͲЉЉЉ͵ЉЉυЎͲЉЉЉ͵ЉЉ
Њ
\[ƚķŭźƓŭ ğǣ ƚƷğƌʹ$5,000.00
Total Clues & Brews Income$20,450.00
Clues & Brews Expenses
ƚƷğƌ
Advertising Social Media υЎЉЉ͵ЉЉ
Flyers/Posters υЊЉЉ͵ЉЉ
Retractable Banner υЋЋЉ͵ЉЉ
Sponsor & Event Banners υЌЍЉ͵ЉЉ
Cinema Ad źƓ ƉźƓķ
Billboard Ad υЊͲЊЉЉ͵ЉЉ
Event T-shirts υЋͲЋЉЉ͵ЉЉ
Event Hoodies υЎЉЉ͵ЉЉ
Cow Bells υ ЌЌЎ͵ЉЉ
Mugs υ ЊͲЍЎЉ͵ЉЉ
Lanyards υ ЋБЋ͵ЎЉ
Stickers (Matching Game)υ ЊЎЉ͵ЉЉ
Plastic Badge Sleeves υ БЉ͵ЉЉ
Folded Business Cards υ ЊЎЉ͵ЉЉ
Raffle Prizes to Promote on Facebook υ ЌЉЉ͵ЉЉ
Credit Card Processing Fees υ ЌЉЉ͵ЉЉ
9ǣƦĻƓƭĻƭ ƚƷğƌʹ$8,007.50
Total Clues & Brews Expense$8,007.50
Final Clues & Brews Net Income$12,442.50
BYLAWS
OF
ACU FOUNDATION
(A Washington nonprofit corporation)
ARTICLE 1
CORPORATE ORGANIZATION
1.1 Organization. The Corporation shall not have members. The Corporation
shall be managed by its Board of Directors.
ARTICLE 2
PURPOSE & MISSION STATEMENT
The Corporation is organized for the purpose and mission of providing educational and military
and community support services and activities related to improving the life of its members and
Washington citizens pursuant to RCW 31.12.402(20). We are committed to serving our
members and communities with respect, dignity, fairness, equality, and compassion. The
complete mission statement is available in materials distributed by Corporation.
ARTICLE 3
BOARD OF DIRECTORS
3.1 Number. The business and affairs of the Corporation shall be managed
by a Board of not less than two (2) and no more than seven (7) Directors. The initial Directors
shall be Amber Young and Phil Prothero.
3.2 Composition. The Directors shall be composed of individuals who serve
as officers, directors, staff or volunteers o Credit Union as selected by the initial
Board of Directors or subsequently as the Board of the Corporation shall appoint from time to
time.
3.3 Term of Office of Directors. Directors shall be elected to serve for a term
of one year and until their successor in office is duly appointed by the Board of Directors.
3.4 Election of Directors. The Directors shall be elected at the annual
meeting of the Directors.
3.5 Removal of Directors. Directors may be removed from office, with cause,
only by a seventy-five percent (75%) majority vote of the Directors or by order of a court having
jurisdiction of such matters.
3.6 Vacancies on the Board of Directors. Any vacancy on the Board of
their term of office shall be
filled by a vote of a seventy-five percent (75%) majority vote of the remaining Directors at any
regular meetings, or at a special meeting called for such purpose. We are committed to
recruiting Directors in a fair and equitable manner to ensure inclusive and diverse governance.
3.7 Resignation of Directors. Any Director may resign from office with or
without cause, by delivering a written statement of resignation to the Secretary. The resignation
Page 1 BYLAWS OF ACU FOUNDATION
shall take effect immediately upon its receipt by the Secretary unless a later effective time or
date for the resignation is specified in the notice of resignation.
3.8 Place of Meeting. Meetings of the Board of Directors may be held at a
place within Washington or elsewhere as shall be designated by the Chairman or as may be
designated in the notice calling the meeting.
3.9 Regular Meetings. Regular meetings of the Board of Directors shall be
held quarterly at such place, date, and hour as shall be designated by the Chairman. At the
annual meeting the Board of Directors shall elect officers. Additional regular meetings may be
set by resolution adopted by the Directors.
3.10 Special Meetings. Special meetings of the Board of Directors may be
called by the Chairman or a majority of the Directors in office.
3.11 Notice of Meetings of Board of Directors. Notice of a special meeting of
the Board of Directors shall be given to each Director on five days notice.
3.12 Waiver of Notice. Any meeting of the Board of Directors may be deemed
to have been validly and legally called if all of the Directors entitled to vote on the day of the
meeting sign a written waiver of notice either before or after the meeting. Attendance of a
Director at any meeting shall constitute a waiver of notice of that meeting, and no written waiver
need be obtained from the Director except when the Director attends the meeting for the
express purpose of objecting to the transaction of any business because the meeting is not
lawfully called or convened. All waivers, consents, or approvals shall be filed with the corporate
records.
3.13 Actions of the Board. Actions taken by the Board at any Regular or
Special Meeting shall be approved by a majority of the Board voting on such action item.
3.14 Actions by Unanimous Written Consent. Any action required or permitted
at any meeting of the Directors may be taken without a meeting, without prior notice, or without
a vote if all of the Directors entitled to vote consent in writing. The written consents shall be filed
with the minutes of the proceedings and shall have the same effect as a vote for all purposes.
3.15 Quorum. Unless otherwise provided in the Articles of Incorporation or in
a bylaw adopted by the Directors, the presence of a majority of the Directors in office shall be
necessary to constitute a quorum for the transaction of business, and the acts of a majority of
the Directors present at a meeting at which a quorum is present shall be the acts of the Board of
Directors. If less than a quorum is present, the majority of those present may adjourn the
meeting from time to time and place to place and shall cause notice of each adjourned meeting
to be given to all absent Directors.
3.16 Electronic Access. A member of the Board or of a committee designated
by the Board may participate in a meeting by the means of conference telephone or similar
other electronic communication equipment that permits persons to participate in the meeting
from remote locations. In addition, the Board may communicate and take actions, deemed to be
in writing, through electronic mail.
3.17 Compensation. No Director shall be entitled to any compensation for
their services as a Director. The foregoing shall not prevent the Board of Directors from
Page 2 BYLAWS OF ACU FOUNDATION
providing reasonable compensation to a Director for services that are beyond the scope of their
duties as a Director or from reimbursing any Directors for expenses actually and necessarily
incurred in the performance of his or her duties as a Director or from entering into a contract,
directly or indirectly, with a Director for the providing of goods or services to the Corporation if
such contract is consistent with Article 7 of these Bylaws and with the terms of any policy
relating to conflicts of interest and transactions with Directors that may be approved from time to
time by the Board of Directors.
3.18 Powers.
A. General Powers. The Board of Directors shall have all the power
and authority granted by Washington law to the Board, including all powers necessary or
appropriate to the management of the business and affairs of the Corporation.
B. Specific Powers. Without limiting the general powers referred to
above, and the powers conferred by the Articles and Bylaws, it is hereby expressly declared that
the Board of Directors shall have the following powers:
(1) To confer upon any officer or officers the power to
choose, remove, or suspend assistant officers, agents, or servants.
(2) To appoint any person, firm, or corporation to accept and
hold in trust for the Corporation any property belonging to the Corporation or in which it is
interested, and to authorize any such person, firm, or corporation to execute any documents
and perform any duties that may be requisite in relation to any such trust.
(3) To approve and authorize the borrowing of money and
the granting of security interests in the personal property and mortgages on the real estate of
the Corporation as security for the repayment of loans and interest thereon.
(4) To purchase, sell, lease, mortgage, pledge, transfer in
trust, and otherwise deal with real and personal property of the Corporation.
(5) To appoint a person or persons to vote shares of another
corporation held and owned by the Corporation.
(6) To seek grants from governmental, charitable, or
educational organizations, or from the public sector.
(7) To approve fundraising programs.
ARTICLE 4
OFFICERS
4.1 Offices and Election. The Corporation shall have a Chairman, a
President, a Secretary-Treasurer who shall be elected by the Board of Directors. The Board of
Directors may elect as additional officers one or more vice-Presidents and one or more
assistant officers. Any two or more offices may be held by the same person. The other officers
and assistant officers need not be Directors of the Corporation.
Page 3 BYLAWS OF ACU FOUNDATION
4.2 Term. The Chairman, President, Secretary-Treasurer shall each serve
for a term of one year and until their respective successors are duly elected and qualified,
unless removed from office by the Board of Directors during their respective tenures. The term
of office of any other officer shall be as specified by the Board of Directors.
4.3 Powers and Duties of the Chairman. The Chairman shall preside at all
meetings of the Board of Directors. The Chairman shall have and exercise all powers usually
incident to the office of the Chairman of a non-profit, tax-exempt corporation and shall perform
such other duties as may be delegated by the Board of Directors.
4.4 Powers and Duties of the President. Unless otherwise determined by the
Board of Directors, the President shall have the usual duties of an executive officer with general
supervision over and direction of the affairs of the Corporation. In the exercise of these duties
and subject to the limitations of the laws of the state of Washington, these Bylaws, and the
actions of the Board of Directors, the President may appoint, suspend, and discharge
employees and agents. The President shall also do and perform such other duties as from time
to time may be assigned to the President by the Board of Directors. The President shall sign
and execute on behalf of the Corporation all corporate records, documents, and instruments,
unless such power has been delegated to another officer. Unless otherwise determined by the
Board of Directors, the President shall have full power and authority on behalf of the
Corporation to attend and to act and to vote at any meeting of the shareholders of any
corporation in which the Corporation may hold stock, and, at any such meeting, shall possess
and may exercise any and all the rights and powers incident to the ownership of such stock and
which, as the owner, the Corporation might have possessed and exercised.
4.5 Powers and Duties of the Secretary. Unless otherwise determined by the
Board of Directors, the Secretary shall keep the minutes of all meetings of the Board of
Directors and all committees, in books provided for that purpose, and shall attend to the giving
and serving of all notices for the Corporation. The Secretary shall have charge of the corporate
seal, corporate record books, and other such books and papers as the Board of Directors may
direct. The Secretary shall perform all other duties ordinarily incident to the office of Secretary
and shall have such other powers and perform such other duties as may be assigned to the
Secretary by the Board of Directors.
4.6 Powers and Duties of the Treasurer. Unless otherwise determined by the
Board of Directors, the Treasurer shall have charge of all the funds and securities of the
otherwise ordered by the Board of Directors, the Treasurer shall endorse for collection on behalf
of the Corporation checks, notes, and other obligations, and shall deposit the same to the credit
of the Corporation in such books or depositories as the Board of Directors may designate and
shall sign all receipts and vouchers for payments made to the Corporation. The Treasurer shall
sign all checks made by the Corporation, except when the Board of Directors shall otherwise
direct. The Treasurer shall enter regularly, in books of the Corporation to be kept by the
Treasurer for the purpose, full and accurate account of all moneys received and paid by the
Treasurer on account of the Corporation. Not less frequently than annually, and at such
additional times as may be required by the Board of Directors, the Treasurer shall render a
statement of the financial condition of the Corporation. The Treasurer shall at all reasonable
application at the office of the Corporation during business hours. The Treasurer shall have
such other powers and shall perform such other duties as may be assigned to the Treasurer
from time to time by the Board of Directors.
Page 4 BYLAWS OF ACU FOUNDATION
4.7 Powers and Duties of Vice-Presidents and Assistant Officers. Unless
otherwise determined by the Board of Directors, each vice-President and each assistant officer
shall have the powers and perform the duties of the respective superior officers. Vice-
Presidents and assistant officers shall have such rank as shall be designated by the Board of
Directors and each, in the order of rank, shall act for such superior officers in the absence or
upon the disability of the superior officer or when so directed by the superior officer or by the
Board of Directors. The President shall be the superior officer of the vice-Presidents. The
Treasurer and the Secretary shall be the superior officers of the assistant Treasurers and
assistant secretaries, respectively.
4.8 Delegation of Office. The Board of Directors may delegate the powers or
duties of any officer of the Corporation or to any other officer or to any Director from time to
time.
4.9 Removal. Any officer may be removed, either with or without cause, by
the affirmative vote of a majority of the Directors at any annual, regular, or special meeting of
the Board of Directors.
4.10 Vacancies. In the event of a death, resignation, removal, or other inability
to serve of any officer, the Board of Directors of the Corporation shall elect a successor who
shall serve until the expiration of the normal term of such officer or until his or her successor
shall be elected.
ARTICLE 5
COMMITTEES OF THE BOARD OF DIRECTORS
5.1 Committees. The Board of Directors may establish such standing
committees and such special committees from time to time as it shall deem appropriate to
conduct the activities of the Corporation and to advise the Board and shall define the powers
and responsibilities of such committees. The members and Chairman of all standing
committees shall be appointed by the Board, for a one-year term and until their successors are
duly elected but shall be subject to removal at any time by action of the Board. Members of
special committees shall serve for the life of the committee, or for a term specified by the Board,
but shall be subject to removal at any time by action of the Board. No committee appointed by
the Board shall consist of fewer than two Directors. Persons other than Directors may be
appointed as committee members by the Board of Directors, provided that the chairmen of all
committees shall be Directors. The voting rights of committee members other than Directors
shall be specified by the Board of Directors in its action designating such persons as committee
members. A committee may have such specific powers and responsibilities as may be
determined by the Board of Directors, except that it shall not have the power:
A. To amend these Bylaws or the Articles of Incorporation.
B. To fill vacancies in the Board of Directors.
C. To amend or repeal any resolution of the Board of Directors.
D. To take any action for which final authority is reserved to the
Directors of this Corporation.
Page 5 BYLAWS OF ACU FOUNDATION
E. To approve any action or exercise any authority requiring the
approval of more than a majority of a quorum of the Board of Directors under the laws of the
state of Washington, the Articles of Incorporation, or these Bylaws.
F. To take any other action that may not be delegated to it under the
laws of the state of Washington or under the provisions of Articles of Incorporation or these
Bylaws.
5.2 Executive Committee. The Board of Directors may establish an executive
committee that shall have and may exercise all of the power and authority of the Board of
Directors, subject to the limitations provided in Section 4.1, in the interim between meetings of
the Board of Directors.
5.3 Meetings of Committees. Each committee shall meet not less than once
each year, and more frequently as may be determined by the committee or the Chairman, or as
may be required by these Bylaws. The Board of Directors may waive requirements for not less
than one meeting a year upon request of the Chairman of any committee.
ARTICLE 6
ADVISORY BOARD
The Board of Directors may establish an Advisory Board that shall meet from
time to time as the Board determines. The Advisory Board shall have no authority to act by, for,
or on behalf of the Corporation and shall not constitute a committee of the Board of Directors,
but rather shall act solely in an advisory capacity to the Board of Directors on such matters as
shall be referred to the Advisory Board from time to time by the Board of Directors. The
Advisory Board shall be comprised of individuals appointed by the Board of Directors, upon
recommendation of the Chairman or the President who have demonstrated their interest in the
purpose of the Corporation and its work, or whose talents and experience would be helpful to
the Board of Directors. The Board of Directors, upon recommendation of the Chairman or the
President, shall have the authority at any time to remove any person from the Advisory Board
for any reason.
ARTICLE 7
AND INDEMNIFICATION OF DIRECTORS, OFFICERS, AND OTHER PERSONS
7.1 . No Director of the Corporation shall be
personally liable for monetary damages as such for any action taken or any failure to take any
action to the fullest extent permitted under Washington law, including the limitation on liability of
RCW 24.03.
7.2 Indemnification and Insurance.
A. Indemnification of Directors and Officers.
(1) Each indemnitee (as defined below) shall be indemnified
and held harmless by the Corporation for all actions taken by him or her and for all failures to
take action (regardless of the date of any such action or failure to take action) to the fullest
extent permitted by Washington law against all expense, liability, and loss (including without
limitation attorney fees, judgments, fines, taxes, penalties, and amounts paid or to be paid in
Page 6 BYLAWS OF ACU FOUNDATION
settlement) reasonably incurred or suffered by the indemnitee in connection with any
proceeding (as defined below). No indemnification pursuant to this section shall be made,
however, in any case where indemnification is not permitted pursuant to RCW 24.03.
(2) The right to indemnification provided in this section shall
include the right to have the expenses incurred by the indemnitee in defending any proceeding
paid by the Corporation in advance of the final disposition of the proceeding to the fullest extent
permitted by Washington law.
(3) Indemnification pursuant to this section shall continue as
to an indemnitee who has ceased to be a Director or officer and shall inure to the benefit of their
heirs, executors, and administrators.
(4)
each Director or officer of the Corporation who was or is a party to, or is threatened to be made
a party to, or is otherwise involved in, any proceeding, by reason of the fact that he or she is or
was a Director or officer of the Corporation or is or was serving in any capacity at the request or
for the benefit of the Corporation as a Director, officer, employee, agent, partner, or fiduciary of,
or in any other capacity for, another corporation or any partnership, joint venture, trust,
reatened,
pending or completed action, suit, or proceeding (including without limitation an action, suit, or
proceeding by or in the right of the Corporation), whether civil, criminal, administrative, or
investigative.
B. Indemnification of Employees and Other Persons. The
Corporation may, by action of its Board of Directors and to the extent provided in such action,
indemnify employees and other persons as though they were indemnitees. To the extent that
an employee or agent of the Corporation has been successful on the merits or otherwise in
defense of any Proceeding or in defense of any claim, issue, or matter therein, the Corporation
shall indemnify such person against expenses (including attorney fees) actually and reasonably
incurred by such person in connection therewith.
C. Non-Exclusivity of Rights. The rights to indemnification and to the
advancement of expenses provided in this article shall not be exclusive of any other rights that
any person may have or hereafter acquire under any statute, provision of
Articles of Incorporation or Bylaws, agreement, vote of Directors, or otherwise.
D. Insurance. The Corporation may purchase and maintain
insurance, at its expense, for the benefit of any person on behalf of whom insurance is
permitted to be purchased by Washington law against any expense, liability, or loss, whether or
not the Corporation would have the power to indemnify such person under Washington or other
law. The Corporation may also purchase and maintain insurance to insure its indemnification
obligations whether arising hereunder or otherwise.
7.3 Amendment. The provisions of this Article relating to the limitation of
contract between the Corporation and each of its Directors and officers that may be modified as
section. Notwithstanding any other provision of these Bylaws relating to their amendment
generally, any repeal, or amendment of this article that is adverse to any Director or officer shall
apply to such Director or officer only on a prospective basis, and shall not reduce any limitation
Page 7 BYLAWS OF ACU FOUNDATION
on the personal liability of a Director of the Corporation, or limit the rights of an Indemnitee to
indemnification or to the advancement of expenses with respect to any action or failure to act
occurring prior to the time of such repeal or amendment. Notwithstanding any other provision of
these Bylaws, no repeal or amendment of these Bylaws shall affect any or all of this article so
of expenses in any manner unless adopted by majority vote of the Directors of the Corporation
then serving, provided that no such amendment shall have retroactive effect inconsistent with
the preceding sentence.
7.4 Changes in Washington Law. References in this article to Washington
law or to any provision thereof shall be to such law as it existed on the date this article was
adopted or as such law thereafter may be changed; provided that (a) in the case of any change
that expands the liability of Directors or limits the indemnification rights or the rights to
advancement of expenses that the Corporation may provide, the rights to limited liability, to
indemnification and to the advancement of expenses provided in this article shall continue as
theretofore to the extent permitted by law; and (b) if such change permits the Corporation
without the requirement of any further action by Directors to limit further the liability of Directors
(or limit the liability of officers) or to provide broader indemnification rights or rights to the
advancement of expenses than the Corporation was permitted to provide prior to such change,
then liability thereupon shall be so limited and the rights to indemnification and the advancement
of expense shall be so broadened to the extent permitted by law.
ARTICLE 8
CONFLICTS OF INTEREST
8.1 Conflicts of Interest Policy. The Corporation recognizes that the skills,
talents, and relationships of its officers and Directors are among its richest assets. The
Corporation is also aware that acquiring goods or services from, or engaging in transaction with,
its officers, Directors, and members of their families or entities in which they have a financial
interest or in which they are affiliate may create an appearance of impropriety. In order to
protect the Corporation against any improper appearance, the Corporation adopts a conflicts of
interest policy as set forth in this article. The purpose of the conflicts of interest policy is to
protect the interests of the Corporation when it is contemplating entering into a transaction or
arrangement that might benefit the private interest of an officer or Director of the Corporation.
This policy is intended to supplement but not replace any applicable state laws governing
conflicts of interest applicable to nonprofit and charitable corporations.
8.2 Definitions. For purposes of this article, the following terms shall have the
meanings set forth below.
A.
member of a committee with Board delegated powers that have a direct or indirect financial
interest, as defined below.
B. l In
investment, or family:
(1) An ownership or investment interest in any entity with
which the Corporation has a transaction or arrangement, or
Page 8 BYLAWS OF ACU FOUNDATION
(2) A compensation arrangement with the Corporation or
with any entity or individual with which the Corporation has a transaction or arrangement; or
(3) A potential ownership or investment interest in, or
compensation arrangement with, any entity or individual with which the Corporation is
negotiating a transaction or arrangement.
A financial interest is not necessarily a conflict of interest. Under Section 7.3, a person who has
a financial interest may have a conflict of interest only if the Board or the applicable committee
decides that a conflict of interest exists.
C.
as gifts or favors that are substantial in nature.
8.3 Procedures.
A. Duty to Disclose. In connection with any actual or possible
conflicts of interest, an interested person must disclose the existence and nature of their
financial interest to the Directors and members of committees with Board delegated powers
considering the proposed transactions or arrangement.
B. Determining Whether a Conflict of Interest Exists. After disclosure
of the financial interest and all material facts, and after any discussion with the interested
person, the interested person shall leave the Board or committee meeting while the
determination of a conflict of interest is discussed and voted upon. The remaining Board or
committee members shall decide if a conflict of interest exists.
C. Procedures for Addressing the Conflict of Interest.
(1) The Chairman of the Board or committee shall, if
appropriate, appoint a disinterested person or committee to investigate alternatives to the
proposed transaction or arrangement.
(2) After exercising due diligence, the Board or committee
shall determine whether the Corporation can obtain a more advantageous transaction or
arrangement with reasonable efforts from a person or entity that would not give rise to a conflict
of interest.
(3) If a more advantageous transaction or arrangement is
not reasonably attainable under circumstances that would not give rise to a conflict of interest,
the Board or committee shall determine by a majority vote of the disinterested Directors whether
whether the transaction is fair and reasonable to the corporation and shall make its decision as
to whether to enterer into the transaction or arrangement in conformity with such determination.
(4) An interested person may make a presentation at the
Board or committee meetings, but after such a presentation, they shall leave the meeting during
the discussion of and vote on the transaction or arrangement that results in the conflict of
interest.
D. Violations of the Conflicts of Interest Policy.
Page 9 BYLAWS OF ACU FOUNDATION
(1) If the Board or committee has reasonable cause to
believe that a person has failed to disclose actual or possible conflicts of interest, it shall inform
the person of the basis for such belief and afford the person an opportunity to explain the
alleged failure to disclose.
(2) If, after hearing the response of the person and making
further investigation as may be warranted in the circumstances, the Board or committee
determines that the person has in fact failed to disclose an actual or possible conflict of interest,
it shall take appropriate disciplinary and corrective action.
8.4 Records of Proceedings. The minutes of the Board and all committees
with Board-delegated powers shall contain:
A. The names of the persons who disclosed or otherwise were found
to have a financial interest in connection with an actual or possible conflict of interest, the nature
of the financial interest, any action taken to determine whether a conflict of interest was present,
B. The names of the persons who were present for discussions and
votes relating to the transaction or arrangement, the content of the discussion, including any
alternatives to the proposed transaction or arrangement, and a record of any votes taken in
connection therewith.
8.5 Periodic Reviews. Periodic reviews shall be conducted to ensure that the
Corporation operates in a manner consistent with its charitable purposes and that it does not
engage in activities that could jeopardize its status as an organization exempt from federal
income tax. The periodic review shall, at a minimum, include the following subjects:
A. Whether compensation arrangements and benefits are reasonable
B. Whether provider services result in inurement or impermissible
private benefit.
C. Whether partnership and joint venture arrangements conform to
written policies, are properly recorded, reflect reasonable payments for goods and services,
private benefit.
D. Whether the conflicts of interest policy is disseminated and in
compliance.
8.6 Use of Outside Experts. In conducting the periodic reviews provided for
in Section 8.5, the Corporation may, but need not, use outside advisors. If outside experts are
used, their use shall not relieve the Board of its responsibility for ensuring that periodic reviews
are conducted.
ARTICLE 9
MISCELLANEOUS
Page 10 BYLAWS OF ACU FOUNDATION
9.1 Fiscal Year. The fiscal year of the Corporation shall begin on January 1
of each calendar year and end on December 31 of such calendar year.
9.2 Examination of Books. The Board of Directors shall have the power to
determine from time to time by whom and to what extent and under what conditions and
limitations the accounts, records, and books of the Corporation or any of them shall be open to
inspection. The minute book of the Corporation and all audited financial statements shall at all
times during business hours be open to inspection by duly authorized representatives of the
Directors of the Corporation.
9.3 Notice. Any notice required to be provided herein may be made either
personally or by mail, wire, facsimile, or e-mail.
ARTICLE 10
AMENDMENTS
The Directors of the Corporation shall have the power to alter, amend, or repeal
these Bylaws as provided by law, at any regular or special meeting duly convened after notice
to the Directors of such purposes.
Dated:
Secretary
Page 11 BYLAWS OF ACU FOUNDATION
Meeting Date: April 9, 2024
CITY COUNCIL AGENDA ITEM SUMMARY
City of Yelm, Washington
AGENDA ITEM: APPROVAL OF THE 2024YELM BEATUIFICATION GRANT COMMITTEE
AWARD RECOMMENDATIONS
PROPOSED MOTION:
Motion to approve the 2024Yelm Beautification Grant Committee award recommendations in
the not to exceed amount of $22,336
KEY FACTS AND INFORMATION SUMMARY:
The 2024 Yelm Beautification Grant application process opened the first week of
February and applications were accepted through March 1, 2024 at 5:00 PM.
The applications process was advertised on the City of Yelm website and City of Yelm
social media page.
The Yelm Community Grant committee consisting of the Mayor, City Clerk, Building
Official, Finance Director and a Councilmember met on March 7, 2024to review
applications.
Yelm City Council approved $25,000 as part of the 2024 Budget to be awarded for
Beautification Grants.
After careful review and consideration of all applications the committee is making the
following funding recommendations to be awarded from the 2024 City of Yelm Budget.
Yelm Lions Club–Landscaping, $4,000
Yelm Boys & Girls Club – Fencing and Grass Planting, $5,000
Bills Towing & Recovery – Sign Upgrades $4,836
Bobs Bar & Grill–Mural,$3,500
Premier Collision CARSTAR Yelm –Windows and Doors, $5,000
ATTACHMENTS:
Yelm Lions Club Complete Funding Application Package
Yelm Boys & Girls ClubComplete Funding Application Package
Bills Towing & Recovery Complete Funding Application Package
Bobs Bar & Grill Complete Funding Application Package
Premier Collision CARSTAR Yelm Funding Application Package
Respectfully Submitted:
Kathy Linnemeyer, City Clerk
1 | Page
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Chris VaccaroThursday, March 7, 2024 4:19 PMKathy Linnemeyer; Joshua Crossman; Joe DePinto; Stephanie NanavichBills Towing and Boys & Girls Club
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Dreamtime Visual Communications,
Inc.
801 West Yelm Ave
Yelm, WA 98597 US
(360) 458-7183
adminy@studio703west.com
BILL TO
INVOICE 2851
Bill's Towing
Bill Trull
DATE 03/01/2024 TERMS Prepaid
801 Yelm Ave W
Yelm, WA 98597
DUE DATE 03/01/2024
P.O. NUMBERCONTACT NUMBERJOB NUMBER
N/A360-458-59632372
DATEDESCRIPTIONQTYRATEAMOUNT
03/01/2024Firefighters and Military Mural:
Digitally printed premium wrap with Matte
overlaminate mount on aluminum
composite sheets
03/01/2024 Retail 11,024.001,024.00T
Firefighters and Military Mural:
Digitally printed 3M premium wrap with
Matte overlaminate applied to 2 sides
mounted on aluminum composite sheets
mural depicting Firefighter and Military
silhouettes
03/01/2024 Retail 1700.12700.12T
Sign Post Flag Mural:
Digitally printed 3m premium wrap with
Matte overlaminate old glory flag applied to
4 sides mounted on aluminum composite
sheets
03/01/2024 Retail 1850.00850.00T
Labor: Firefighters and Military Mural:
Support mounting steel frame fabrication &
painting & onsite installation
03/01/2024 Retail 6125.00750.00T
Labor: Cut & Install vinyl graphics onto
aluminum sheets for post flag mural and
firefighters\\ military mural.
03/01/2024 Retail 11,100.001,100.00T
Landscaping mural perimeter
Thank you for your business - we look forward to working
SUBTOTAL4,424.12
with you in the future!
TAX (9.3%)411.45
TOTAL4,835.57
TOTAL DUE
$4,835.57
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Chris VaccaroThursday, March 7, 2024 4:19 PMKathy Linnemeyer; Joshua Crossman; Joe DePinto; Stephanie NanavichBills Towing and Boys & Girls Club
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Kathy Linnemeyer From:Sent:To:Subject:DƚƚķŷĻ 8.62.020 Exemptions. B. Memorial signs or tablets, names of when projecting not more than two inches. ĻwĻŭğƩķźƓŭǞĻtƌĻğƭĻ/ŷƩźƭ ЌЏЉ͵ЍЎБ͵БЍЉАЌЏЉ͵ЌЌВ͵ЋЉВЎĭŷ
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