042-01
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I, EfiWtiI c. Daley, Clerk of the Common Council, hereby certify on this 11m day of April, 2001, that the
following Resolution is a true and exact copy of one and the same unanimously adopted by the Common
Council of the City of Winchester, assembled in regular session on the ldh day of April, 2001.
BOARD OF SUPERVISORS
THE COMMON COUNCIL
CONCURRENT RESOLUTION OF THE BOARD OF SUPERVISORS OF FREDERICK
COUNTY AND THE CITY COUNCIL OF THE CITY OF WINCHESTER CREATING THE
NORTHERN SHENANDOAH VALLEY TOURISM BOARD
BE IT HEREBY RESOLVED by the Frederick County Board of Supervisors and the Winchester
City Council that:
1. Creation
There is hereby created the Northern Shenandoah Valley Tourism Board.
2, Purpose
The Northern Shenandoah Valley Tourism Board is established for the purpose of
fostering an efficient and cooperative effort towards establishing tourism and marketing
programs and strategies for the Frederick County-Winchester area,
3. Composition. Appointment. Term
The Board shall consist of a majority of private sector members.
Four members shall be appointed from motels. restaurants and the retail sector.
Three members shall be appointed from the public/non-profit sector to include:
museums
arts and theater
recreation and sports
agriculture
tour groups
events and festivals
battlefields
history and other
The above shall be voting members appointed jointly by the Board of Supervisors and
City Council for a three year term on a staggered basis. Initial term shall include:
A. Two private sector and one public non-profit sector appointments for three years;
B. One private sector anc one public/non-profit for two years; and,
C. One private sector and one public/non-profit for one year. Thereafter, all terms shall be
three years.
The following shall each appoint a non-voting representative on an annual basis.
1. Frederick County Board of Supervisors
2. Winchester City Council
3. Winchester-Frederick County EDC Board member
4. Chamber of Commerce Board member
5. Old Town Development Board member
The following will be available to provide staff support to the Board:
Frederick County Administrator
Winchester City Manager
Frederick County Director of Planning
Winchester Director of Planning
Winchester-Frederick County Chamber of Commerce Visitor Center
4. The Board shall recommend an organizational chart and bylaws, which shall be approved by
the Board of Supervisors and City Council, The annual budget shall also be approved by the
Board and Council
5. Program Funding
A. Each jurisdiction shall contribute $160,000 to the initial program year (2001-2002).
Future year contributions shall be made on a 50%-50% basis.
B. The maximum funds allocated by the jurisdictions to the program in future years shall be
based on the percentage of increase in combined City and County motel tax receipts over
the prior year. As an example, the maximum 2002-2003 program year allocation from the
County and City shall be $320,000 plus the percentage of increase in combined motel tax
receipts. A 5% increase in motel tax receipts would equal $16,000 ($8,000 per
jurisdiction) in additional tourism funds for a total public sector contribution of$336,000.
Interest income shall be added to this fund total.
The City of Winchester shall serve a fiscal agent beginning July 1, 2001. The Board may
opt to become its own fiscal agent or use another entity with approval of the Board of
Supervisors and City Council. The City shall provide a monthly statement of beginning
balance; public sector dollars added; private sector dollars added and expenditures by line
item to the Tourism Board and contributing jurisdictions.
C. A private sector match of a minimum of 20% of the public sector contributions shall be
included in the program budget. This shall include marketing and advertising payments
made directly by participating Frederick County and Winchester businesses.
6. Compensation
All members of the Northern Shenandoah Valley Tourism Board shall serve without
compensation.
7. Organization. .:>ffic,ers. Ouorum
The members of the Northern Shenandoah Valley Tourism Board shall, as soon as
possible after their appointment, meet and organize. The Board shall elect a Chairman,
Vice Chairman, Secretary and other such officers as it may deem necessary. A majority
of the members of the Board shall constitute a quorum. All by-laws shall be approved by
the Frederick County Board of Supervisors and the Winchester City Council.
8. Reports and Budgets
At least once each quarter, the Board shall make a full written report to the Frederick
County Board of Supervisors and the Winchester City Council showing the activities of
the Board for the previous quarter. Once each year the Board shall submit a report of its
goals and proposed activities for the coming year. The Board shall also annually submit a
budget to the Board and Council.
9. Program Transition
The existing timrism contract shall remain in effect until June 30,2001.
The Chamber of Commerce Tourism Director shall serve as Interim Tourism Executive
Director until the Tourism Board appoints a new Director.
Frederick County shall continue as fiscal agent until June 30,2001. The City shall
become fiscal agent July 1,2001. The City shall prepare a monthly statement of
beginning balance; public sector dollars added; private sector dollars added; other income
added, and expenditures by line item to the Tourism Board and the contributing
jurisdictions.
Resolution No. 2001-22.
Adopted this fa G ~ day ofll f'r,')
and this \ \ -\-,Y\ day of 0r'; \
Supervisors.
, 2001, by the Winchester City Common Council,
,2001, by the Frederick County Board of
COUNTY OF FREDERICK
~UD ~0
Ch T. Gaynor, President Richard C. Shickle, Chairman
Winchester City Common Council Frederick County Bard of Supervisors
~~L.L)a~
Edwin C. Daley; City Manager
City of Winchester
Date: ~1-(J.21J'1)1 Date:~(
BOS Resolution No.: 042-01
1-5421-667-1:1370
~01,03-1"
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WINCHESTaR-FREDERICK COUNTY
Chamber oj Corum.cree
DRAFr
CONVENTION AND VISITORS BUREAU
Wintbeste(-Frederi~k CQUDty COllv(i)nd~1ll & VWtQC.!I Buruu
MemoTll.lldum of UQdler$tl'>ludillg
1. The Wixlcb~c:r-Pr=aJaic;kCQW)t)' CoDy~qQ <!r. Visitoa B\nau (CVB)
shlt.U ~ R/l a Division of the Wlncbe$tao Fre<kri~ County Chamber of
~.a.. ~ ~ f)>f~ Cbolmbcr ofCOTll,l:l1ef'CO aod lbe Director of
'. ~ CVB &ba1J $ll:NQ II the by COIlIal;ts .o;y{~ting tilt adiviti= of the
~i7>l601L The ~t lIhalJ be te5pOILSilolc t1;Ir biri:Dg. 1Wu~
~lIti9a,~&.~a:ad$~!lineofCVB~. Jm
~,CVB ~ be~'lllo f<< tba~:.iOi:l Qf3ll~ budget
coWling llriv1til:$ of \be CVB. Helsbe lIhaU be ~"bl~ lOt Ueping .n
~Ul:I withiD 1he ~Y<<t budget ~ati1or..s (see at:bIc~ budget).
Division pl. -od objectiY1:S $ha.l.l b. nmewed =;':-.'lllr (_ idtaCA;d
~p1san4~""""),
2. A Oivmoc Council ttpJ1::lCntl!d by a m.ajQrit, o( ptiv:)!e sector indi;viduals
5ha1l1Ow..p the CVlJ. R~l;ItiVe3 fu>m tho: p~.i'Va1tlllClclvr dWl be Y';lting
JDMlben ~Wd by lbc Cb2ln~ of Comtne:rc~ Uoard oCDiRctol'$ ell!
~ joiDtJy by ~ Board or SupetVi:JOn md 0ty COllDCil ti:>r Uu-~~
ll::nn& on a ~ bas.ill.
A.. MQtelf 1 ~lx:T
8. R~I.J 1 mem~
~M~ l~~ba
D. ~&tc:r Imeraber
2. Eveat:rlfestiViJ", 1 member
F. ~on'l:pOftls 1 Jnembcr
G. Rcbil 1 member
H. Other 1 Jl1QUber
L DiYision Chair II;Oe:mba
J. City CoUOl;i! 1 Ex:-officio (.nQD-VOting) memlx:r
K. COWJty Bow of Stlp-::niSOtll 1 &.-officio (Roo-voting) Jnem~
3. OtB~",tion Chaft
Ch:u:n~ Bo.d of Dirtctors
Division Council
Di.r~tor, CVB
. AS!lsta1lt DiI~tor, CVB
Man;lger, VisitoT Center Operations
Tra\'cl Coun6elors
FF='.IJtt : ,XUN-Y IY F'RE::lE.R Ie\.<
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Additional staff positiQl'lS will be daterrnilled by the Divisiorl Council as
necessary and financially feasible.
4. eve funding
A. Each jl.llisdic1ion shalt contribute $150,000 plus 5% of lOdging
tax from each lcx;aJity.(subject to priVate sectO( ti9Ure$ retl<;!cting
a minimum of $80,000 private marketing oontribution). These
dollars shall be used for area tourism marketing and operations
of (2) visitor cenlers and (4) museums.
B. Imerest income shall be added to fund total.
C. City of Winc:hester shall serve as fis~;\l agent beginning July 1,
2001. The touri5m marketing and OP€lf<ltfOtlS a9r~ement shall be
betweoo the Chamber of Commerce and the Joint Finarn;e
Committ~. The Chaml:>er of Commerce shall provide financial
reports reflecting public sector incorru3 as w~1I as e)(penditur$s
by Ilna Item to the City and County ~<!ich month.
5. Program transitIOn
A. Existing tourism contracts shall ramain in effect llntil June 30.2001
1"!1Q new eve CQuncil shall meet formally as soon as this
memorandum of understandin!;! has been :;l9f9tJd upon.
e. Th$ CI1l!mber 0( Commerce Director, eve shall continue to'serve
In this cap~clty.
C. Frederick County shall cQntinua as U~c"l agent until June 30, 2001
p, The eve has utilized n~lmernus piei;~s 01 office ~quipment ana'
serviCes ovmed by the Chamber of Commerc$ tor the past fourteen
years. Because the Chamber sche~~"li'JQ to move into a new facility
in the July! August time framo, i1 is rwcessary 10r the cve to secure
th~ir own office equipment. Some 01 these expenditures shall be
one time only and several will be monthly(see attached budget),
FRO~I : CCUN""Y OF FRECEF I Ct-;
I-S40-667-0370
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CV6 Marketing
1712~ ~260 P.0S/Q$
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Amount
Association Oue5
Brochures
Brochure Disloovtjon
Computer SoftwOire
FAM Tot,lr Expenses
Group TOOT 81 Me"ting Planner Guide
Hospitality Training
Office Suppli~
Prof=onal Developrmmt
Prinling
PO$tug..
R.,gion.al Advertising
Sl~e Show Library
Shenandoah Valle)' C<xlp AdVertising
T el~l'I1one
Travel S/1ow PaTticlpo!tiQTl
navel Writers Hosting
Tourism Pr()fll~ions
Travel, Meals. Lodging
Personnel (3 f\l\1 time positiorr$)
Genelits Ilaxes
TOTAL
Am"ncan 6us Association (ABA)
National Tour A$SOd41llfon (NT A)
Ontario MotorooaCh AssOCIation (OMCA)
Pennsytvania Bus AS$oclallon (PeA)
Shenandoah Valley Travel ~iatiOl1 (SVfA
Virginia Associatiun of Convention & Visitors 6\.lreau$ (W\CV8)
Virginia Hospitality /5. Travel P,$S~tion ( VHTA)
2300
14400
4300
1500
200
2000
1200
2500
2000
3000
5QOO
1m5
1500
1 ??oo
3000
7000
SOO
3SOO
2200
37500
13912
, 80, 831
FRQI'l : CCUN-Y ':f= FREDEI'< [C\,
1-54<)-667-037Q . .... ....
Occupancy
Rent
lDsurance
Gas
Electric
Watr:r I sower
lauitorial ~ce
Off:ioc equipmeot nmtal
Equipment maWteuao<:e
Start-up Expenses
(ooc time fee)
Furmtull:
Pbone system
'r\clde show display
COJIJpUIer
SQfuvase
Office supplies
SigDage
Subtota5
Subtotal
~"'1, 03-1"
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17:28
Amount
3000
900
2000
2150
380
5500
7000
4000
$ Z4,.930
Amount
~26Q P.C7/08
r. ~
5000
5000
3800
1500
SOD
IS00
3000
$ 20;300
FROM : CCU~I""l OF FRE::lER I CK
1-54;:)-667-0370
~01,03-1"
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17:28 "250 p.e8/08
I. I)
Museums
Amount
HIstorical Society M\ls'.!\lms
Civil W~r
75/500
24.993
Subtotal
$ 10(1,493
Vlsitarv. Cent9r$
Amount
Old IOwn Welcome Center
Wlnchester-Freoerfek COllnty
42,148
42,480
SUl)tQtal
$ 84.~26
eve Marketing
VIsitors Centers
Museum$
180,837
84,628
100,493
SUbl0~81
$ 365,958
20,300
24,930
Start-up Expense$
Occupancy
TOTAL
$ 411,188