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WIiCKENBUREG
CHAMBER OF COMMERCE
Honorable Mayor BG Bratcher
Town of Wickenburg
155 North Tegner Street
Wickenburg Az 85390
Dear Mayor Bratcher and Honorable Councilmembers,
On behalf of the Wickenburg Chamber of Commerce, please find our annual Marketing Agreement Report
enclosed.
We are once again deeply appreciative of the Council’s continued support and the renewal of our partnership
agreement allocating a portion of the Bed Tax funds to the Chamber for the 2024-2025 fiscal year. These
funds play a critical role in our efforts to market, advertise, and promote Wickenburg as a premier destination.
Our partnership with the Town of Wickenburg allows us to place consistent, targeted content in proven
publications, maximizing the effectiveness of the bed tax investment. This funding model remains a cost-
effective and results-driven way to promote tourism and manage outreach through strategic advertising. As a
reminder, the Bed Tax is paid by lodging guests, collected by the State, and then redistributed to the Town of
Wickenburg, which allocates a portion to the Chamber for marketing efforts.
During the past year, these marketing dollars—combined with additional tourism funding—helped us achieve
the following:
e Increased attendance at annual heritage events
e Boosted tourism-related mailings and interactive downloads via the Destination Wickenburg app
e Grew engagement and followers on Facebook, Instagram, and our website
e Secured strategic ad placements in leading Arizona and national publications
These efforts directly contribute to Wickenburg’s economy. Our non-resident visitors attending heritage
events support local businesses including retail shops, restaurants, lodging, gas stations, attractions, and
more. In some cases, tourism leads to relocation, with visitors choosing to move here and invest in homes
and property. Tourism has long played a vital role in Wickenburg’s economic vitality.
The Chamber of Commerce and Visitors Center is funded independently through membership dues, event
sponsorships, and profits from Chamber-produced events. No public funds from the Town or local taxpayers
are used for Chamber member programs or operations.
We sincerely appreciate the Town Council’s ongoing confidence and partnership in supporting the promotion
of our unique and beautiful community.
Respectfull
Karla Mortimer,
Executive Director
216 N. Frontier St. # Wickenburg, AZ 85390 ¥ (928) 684-5479 ¥ FAX (928) 684-5470
INDEX
Policies and Procedures- 1- 49
Bylaws -1A-7A
Ads & Invoices 2A-6G
CHAMSEROF COMMERCE = Round Up Club
POLICIES AND PROCEDURES MANUAL
Revised: Approved, 2023:
Additional updates from state and federal laws included when applicable
Disclaimer: Handbook is not an employment contract
Employers reserves the right to revise/update this document as needed
CONTINUING EMPLOYEE’S AGREEMENT (copy)
In exchange for employment, which I acknowledge to be of value to me, I agree
that:
(1)I will comply with the Wickenburg Chamber of Commerce’s handbook,
policies, procedures, guidelines and rules (collectively referred to here as
“policies”) presently in effect and acknowledge that the Company retains the
right to change, add to, modify, cancel, in whole or part, any policy,
procedure or content of the employee manual without advance notice at its
sole discretion.
(2) agree that no present or future Company policy is or will be a contract, or
part of a contract, and that the Company may change or withdraw any
policy, or issue any new policy, at any time.
(3)I agree that my employment with the Company will be terminable
“at-will” by either me or the Company, with stated notices as applicable in
this document.
(4)I acknowledge that the Company is an Equal Opportunity Employer
Signature of Employee Chamber Witness
Employee’s Name (Print) Date
Table of Contents
THE ORGANIZATION
DEFINITION
MISSION STATEMENT
ABOUT THE CHAMBER
ORGANIZATIONAL CHART
ADMINISTRATIVE POLICIES
REFERRALS, RECOMMENDATIONS & ENDORSEMENTS
USE OF OFFICCE BY OTHER ORGANIZATIONS
OPERATION
BOARD OF DIRECTORS
OFFICERS
PRESIDENT
PRESIDENT-ELECT
SECRETARY
TREASURER
PAST PRESIDENT
TOWN LIASION
STANDING COMMITTEES OF THE BOARD
EXECUTIVE COMMITTEE
FINANCE COMMITTEE
STANDING COMMITTEES OF THE CHAMBER
AMBASSADORS
FILM COMMISSION
EDUCATION COMMITTEE
TOURISM AUTHORITY
COMMUNITY DEVELOPMENT COMMITTEE
GOVERNMENTAL AFFAIRS
PAST PRESIDENT’S COUNCIL
SPECIAL EVENTS COMMITTEES
CHAMBER FINANCING
FINANCIAL CONTROL
MEMBERSHIP IN OTHER ORGANIZATIONS
PERSONNEL POLICIES
EQUAL EMPLOYMENT OPPORTUNITY
HIRING
GENERAL GUIDELINES
SMOKING
PAY PERIODS
SALARY DEDUCTIONS
RESIGNATION
PERFORMANCE EVALUATION
POLITICAL AFFILIATIONS/PARTICIPATION
CONFIDENTIALITY
TEAMWORK
EMPLOYEE BENEFITS
PERSONAL DAY
VACATION
VACATION ELIGIBILITY
PAID HOLIDAYS
GROUP MEDICAL INSURANCE
LIFE INSURANCE
UNEMPLOYMENT COMPENSATION
WORKMAN’S COMPENSATION INSURANCE
JOB DESCRIPTIONS
EXECUTIVE DIRECTOR
RESPONSIBILITIES
FUNCTIONS
OFFICE ASSISTANT
RESPONSIBILITIES
DUTIES
OFFICE COORDINATOR
RESPONSIBILITIES
DUTIES
SOCIAL NETWORK & ONLINE MARKETING DIRECTOR
RESPONSIBILITIES
DUTIES
DATA SPECIALIST
RESPONSIBILITIES
DUTIES
WICKENBURG CHAMBER OF COMMERCE
THE ORGANIZATION
DEFINITION
There are two primary purposes of the Chamber of Commerce:
1) to act as spokesman for the business and professional community and
translate into action the group thinking of its members.
2) to render specific services of a type that can be most effectively rendered by
a community organization both to its members and to the community as a
whole.
The Wickenburg Chamber of Commerce has 4 primary divisions under one roof:
(1) the Membership Services which provides services and programs in the
community for the community and strives to enhance the economic health of
member businesses, and (2) the Tourism Authority which goes outside of the
community to promote the Wickenburg area as an overnight destination for visitors
and is directly responsible for increasing visitor spending in the community, and
(3) produces annual heritage events for the community, which brings heads in
beds, economic benefits to local businesses, and recognizes our heritage; and (4)
the Wickenburg Film Office which is charged with promoting Wickenburg as a
film production location and generates film economic dollars in Wickenburg.
MISSION STATEMENT - updated Jan. 2021
We are influencers, catalysts, and conveners, the trusted source for growing
business, activating leaders and building community.
Value Statement: Passion — We are proud to work here; we are committed to
creating an optimistic and balanced culture through passion, enthusiasm and
dedication. Service — We exceed expectations by providing knowledgeable,
thoughtful solutions, and leading by example. Community — We better our
community through leadership, encouraging compassionate relationships, and
collectively working toward a common goal. Together — We believe that through
diversity, collaboration, and teamwork we create an inspired, open, and welcoming
environment that leads to the greater good.
What is a Chamber?
We are an economic engine, the voice of business in our community, serving
as an advocate for business-owners and working every day to make our
community a better place to live, work and play. #WickenburgChamber
Wickenburg Brand Purpose - Adopted-2017
CATALYST for Business Growth
CONVENER for Leaders and Influencers
CHAMPION for Stronger Communities
ABOUT THE CHAMBER
The Wickenburg Chamber of Commerce is a non-profit (501c 6) organization
made up of members of the business community, individuals, and organizations
from Wickenburg and the surrounding communities. It is supported by
investments of the business members and from special events. The members are
asked to follow a membership schedule of investment based on the number of
employees that they have in their establishment.
Our organization was founded in 1931 as THE ROUND UP CLUB, INC.,
and is still incorporated as such. In 1988 the name was retired on all stationary,
advertising, and operational use, and instead THE WICKENBURG CHAMBER
OF COMMERCE is dba recorded.
Our work is defined by the Board of Directors, which is the policy-making body of
the Chamber, in the adoption of the annual Program of Work and Budget. A Board
Retreat is held annually. Chamber Staff and committees accomplish our work.
Each year members provide their time and expertise to the committees.
The professional and support staff, headed by the Executive Director, is
responsible for the administration of the Chamber and working with our
committees to implement the Program of Work set by the Board.
The Wickenburg Chamber of Commerce is comprised of business, ambassadors,
volunteers and donors that love and cherish Wickenburg. We all work at making
each of the annual events successful as well as advertising our small Town with
big cowboy roots.
WICKENBURG CHAMBER OF COMMERCE ORGANIZATIONAL CHART
MEMBERSHIP
BOARD OF DIRECTORS
EXECUTIVE DIRECTOR
ADMINISTRATIVE ASSISTANT
OFFICE COORDINATOR
DATA SPECIALIST *
VOLUNTEERS
*May not have staff positions
EVENT COMMITTEES: STANDING COMMITTEES:
GOLD RUSH DAYS TOURISM AUTHORITY
BLUEGRASS FESTIVAL EDUCATION
COWBOY POETS GATHERING TRANSPORTATION
FIESTA DE SEPTIEMBRE COMMUITY DEVELOPMENT
PARADE OF LIGHTS GOVERNMENTAL AFFAIRS
CHAMBER GOLF CLASSIC FILM COMMISSION
AMBASSADORS PAST PRESIDENT’S COUNCIL
WICKENBURG LEADERSHIP
INSTITUTE
*Task Force Sunset- Telecommunications, Contractor’s, Telecommunications
ADMINISTRATIVE POLICIES
USE OF THE CHAMBER LOGO
The official logo of the Wickenburg Chamber of Commerce is established by the
Board of Directors and is used only in conjunction with official activities of the
Chamber or as a Chamber member in good standing.
It is the responsibility of all Chamber personnel and every Chamber member to
ensure that the official logo of the Chamber continues to designate the respect the
Wickenburg Chamber of Commerce has earned over the years. The protection of
the logo of the Chamber as a registered mark from unauthorized use demands the
highest priority.
Members of Wickenburg Chamber of Commerce may not use the Chamber logo
unless approval from the Chamber is obtained in advance of the use of the logo.
Member requests for authorization must include a copy of the print medium on
which the logo is to be used.
Since the Wickenburg Chamber of Commerce is composed of many members who
may be competitive in nature, the Chamber does not endorse or approve any
individual business, product, or service. Chamber members should not use either
the Chamber logo or their Chamber membership status to directly or indirectly
imply that the Wickenburg Chamber of Commerce is providing any endorsement.
The Chamber logo may not be used as the focal point in advertising to promote any
specific business, product, or service.
The slogan: Out Wickenburg Way applies as above.
REFERRALS, RECOMMENDATIONS AND ENDORSEMENTS
Since many competitive firms support the Chamber, our policy is to give the
names of members who provide the item served, but not to “recommend” any
specific product, service or firm. It should be made clear to the inquirer that our
provision of names, addresses, etc., in no way constitutes a recommendation. Due
to possible legal implications for the organization, neither are recommendations
furnished concerning the moral or financial standing of individuals or firms.
USE OF OFFICE BY OTHER ORGANIZATIONS
The Chamber’s meeting room is available (free of charge or a specified fee) for use
by other organizations with prior approval by the Executive Director.
Organizations are liable for any damage to the building or its contents that might
incur and will be billed for it.
OPERATION
BOARD OF DIRECTORS -— The Board of Directors is the policy-making body of
the Wickenburg Chamber of Commerce. The board consists of a minimum of 3
and up to nine members, elected for a term of three years. The board may appoint a
member to fill a term left open.
OFFICERS:
PRESIDENT -— The President shall preside at all meetings of the Chamber and of
the Board of Directors at which he/she is present, shall exercise general
supervision of the affairs and activities of the Chamber, and shall serve as an ex-
officio member of all standing committees. The President is responsible for
presenting the position of the Chamber as necessary.
PRESIDENT-ELECT- The President-Elect shall assume the duties of the
President during his/her absence, shall serve as an ex-officio member of all
standing committees, and shall perform such other duties as designated by the
President or the Board of Directors.
SECRETARY- the Secretary shall be responsible for the minutes of the meetings
of the Chamber and of the Board of Directors, which shall be an accurate and
official record of all business transacted. The executive director may be delegated
to take minutes on behalf of the secretary.
TREASURER- the Treasurer shall be responsible for the financial records of the
Chamber, shall give a financial statement at the Board meetings. Treasure will be
the chair of the finance committee which will meet once a month to review
finances.
PAST PRESIDENT — The immediate Past President shall serve another year as a
member of the Board of Directors and the Executive Committee unless he/she is a
regularly elected member of the Board.
BOARD RESPONSIBILITIES AND ANNUAL AFFIRMATION OF
COMMITMENT
MEMBERSHIP-Must be in good standing as well as associate member, business
or employee. All dues need to be paid in full if a board member is an associate
member or be part of the Chairman Circle.
TITLE- Director (Board of Directors) The position of Director is an elective office
of the Chamber.
TERM.- Directors will serve for three (3) years beginning January 1, and until a
successor is elected and qualified. Board positions may also be filled by
appointment from vacancy.
MEETINGS- The Director will attend all Board of Directors meetings (typically
the second WEDNESDAY of the month, 4:30 P.m., *Unless noted, at the Chamber
office), annual planning conference, committee meetings as assigned, and the
Board orientation.
ABSENCE- Absence from three (3) consecutive regular meetings of the Board
will result in a vacancy of this office, except in the case of excused absences.
REPORTS TO: President of the Board
A CHAMBER OF COMMERCE BOARD DEFINED
The Board of Directors is the policy-forming branch of the chamber. It authorizes
the organization's program of work, approves the budget, receives and passes on
committee recommendations and directs the general operations of the chamber.
The Board of Directors of a chamber sets up specific goals in its annual program of
work. A well-balanced program usually includes: Economic development activities
{trade and area promotion, convention and tourist development, business
development; Community development activities; education, manpower training,
transportation, health, and cultural; Public affairs activities; education, economic
understanding, legislative action on the local, state and national levels and
business-consumer relations; Organization improvement activities} membership
building and retention, new member information, leadership orientation, finance
and development.
10
The Wickenburg Chamber of Commerce does include in their program of work
developed during the Board of Directors Retreat this consists of: event production,
film commission, publishing, and visitors center services.
The Chamber is not a department or office of the local municipality. However, it is
a partner in a variety of community programs and annual events. The Wickenburg
Chamber of Commerce does not receive any operating dollars for the chamber
office, programming, or to pay professional staff.
RESPONSIBILITIES OF BOARD OF DIRECTORS
a) Establish the general policies that govern the operation of the organization
b) Develop a long-range plan for the organization, which includes:
c) A clear and current mission statement
d) Monitoring the organization's progress in relationship to the plan
e) Select and hire the Executive Director/CEO of the organization
f) Serve as legal custodian for all tangible assets
g) Accept responsibility for the finances of the organization as presented by the
Finance Committee and Executive Director/CEO, including:
1. Monitoring the annual operating budget
2. Securing and administering endowments
3. Raising necessary operating funds
h) Provide for continuous self-evaluation and renewal of the Board itself.
i) Identify, affirm, pursue, and allocate resources to achieve the common
interest
RESPONSIBILITIES OF EACH INDIVIDUAL BOARD MEMBER
a) Commitment to the mission and goals of the organization
b) Have the authority to vote if in good standing on issues as a representative of
their company
c) Promote understanding and acceptance of the organization
d) Be knowledgeable of the organization's operation, services, and weaknesses
e) Respect the work and authority of the Board
f) Be objective in evaluating the personnel, programs, and policies of the
organization
g) Resist all pressures from groups or individuals, either within or outside the
organization, who attempt to compromise the values, ideals, goals, policies,
or prerogatives of the organization
11
h) Allocate time to attend the meetings of the Board and of the committees to
which one is appointed
i) Accept and discharge specific responsibilities, either on committees or
within the general work of the Board
j) Recommend others who can serve on the Board
k) Suggest and/or pursue new funding sources
1) Be constantly alert for opportunities to further the mission and goals of the
organization
m) Be willing to represent the organization at various functions
n) Be available at the appropriate times to discuss issues
0) Be enthusiastic about the organization, and represent it with an articulate,
positive and practical presence
BOARD MEMBERS SHALL NOT
a) Get involved in the day-to-day management of the Chamber
b) Interpret policy in self-interest
c) Set policy as an individual
d) Speak out on behalf of the Chamber unless designated as the official
spokesperson for an issue Sign contracts, legally and/or financially obligate
the Chamber
e) Use the position for personal gain Usurp authority of the chief paid
executive
CODE OF ETHICS
As a member of the Board of Directors of the Wickenburg Chamber of Commerce,
I will:
1, Listen carefully to my Board colleagues.
2. Respect the opinion of fellow Board members.
3. Respect and support major decisions on the Board.
4. Recognize that all authority is vested in the full Board when it meets in legal
session.
5. Keep abreast of developments relevant to issues that may come before the
Board.
Participate in Board meetings and actions.
7. Bring to the attention of the Board any issues I believe will have an adverse
impact on the Chamber and the businesses we serve.
8. Attempt to understand and interpret the needs of those we serve to the Board
and interpret the actions of the Board to those we serve.
a
12
9. Refer perceived complaints or problems through the Executive
Director/CEO of the Chamber
10.Be an advocate for all the business community.
11.Recognize that my job is to ensure the Chamber is well managed, not to
manage the Chamber Staff
12.Consider myself a "trustee" of the Chamber and do my best to ensure that is
well maintained, financially secure, growing and always operating in the
best interest of the business community.
13.Always work to learn how to learn how to do my job better.
14.Declare conflicts of interest between my personal life and my position on the
Board of Director and abstain from voting or discussion when appropriate.
As a member of the Board of Directors, I will not:
1. Criticize fellow Board members or their opinions, in or out of the
boardroom.
2. Use the Chamber for my personal advantage or that of my friends and
relatives.
3. Discuss the confidential proceedings of the Board outside of the boardroom.
4. Promise before a meeting how I will vote on an issue. Interfere with the
duties of the Executive Director/CEO or undermine their authority with staff
members.
CONFIDENTIALITY AND SUPPORT OF FINAL DECISIONS/POSITIONS
MADE BY THE BOARD
Important decisions requiring confidentiality are finalized during the closed
executive session of the Board meetings. Meeting formats have been established to
allow every Board member the ability to speak their mind freely on each issue,
which is essential to reaching the best solution/position for our members.
In order for this format to work effectively, each Board member must commit to
keeping all discussions and comments confidential.
Once a final vote has been taken and a decision has been made, the Board will
support that decision and speak with a unified voice. Board members should not
participate in "parking lot" meetings to drum up support to readdress an issue that
has been voted on.
CONFLICT OF INTEREST POLICY
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Committee members must abstain from voting if the board member will personally
or through their business directly benefit from the Board's support or opposition to
an issue; or if the board member is actively participating (defined as having their
name publicly associated with a candidate's campaign or ballot issue) in any race
or ballot measure where the Chamber is considering endorsement.
SPOKESPERSON FOR THE WICKENBURG CHAMBER OF
COMMERCE
The Executive Director/CEO and the President of the Board will serve as the
Chamber's first line spokesperson regarding Chamber policies, issues, and formal
positions. Occasions may arise when a director may serve as the Chamber's official
or unofficial spokesperson only when designated by the Board. As a spokesperson
for the Chamber, each director will reflect on the official Chamber position. This
responsibility requires the exercise of careful judgment, for a director's own
personal views may sometimes differ from policies adopted by the Chamber. In
such cases, the director must take great care not to express personal views that
might be misinterpreted as representing the views of the Chamber. An issue of
talking points will be provided regarding the Chamber's position.
All members are required to serve in a manner that is non-prejudicial to the aims
and repute of the Chamber.
STANDING COMMITTEES OF THE BOARD
EXECUTIVE COMMITTEE ~— Has the responsibility for business in the interim
between meetings of the Board of Directors. It shall supervise and attend to fiscal
matters of the Wickenburg Chamber and may refer matters to a proper committee
or to the Board of Directors. The Executive Committee consists of the President,
President-Elect, Secretary, Treasurer, Past President, and Executive Director.
FINANCE COMMITTEE — Has the authority to perform regular, in-depth
reviews of the organization’s financial activity; oversee the development of the
annual budget; determine the allocation of investment deposits. The Finance
Committee shall have a minimum of three members, including the Executive
Director and Treasurer of the board.
NOMINATING COMMITTEE
The Nominating committee shall consist of: President, President-Elect, Immediate
Past President, one Past President at large, and the executive director, who will
propose slate to chamber board of directors for approval, no later than the
November Board Meeting. The Directors shall be elected for the term hereinafter
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set forth by a vote of regular business members pursuant to procedures adopted by
the Board of Directors from time to time. The Nominating Committee shall also
recommend to the board a slate of officers to be voted on at the December Board
Meeting.
STANDING COMMITTEES OF THE CHAMBER
AMBASSADORS.-The Ambassadors shall be responsible for welcoming new
Chamber members into the organization through monthly ribbon cuttings; shall
work with the Board of Directors and Executive Director in bringing in new
businesses as members.
FILM COMMISSION -— The Film Commission shall promote Wickenburg as a
film location by maintaining a film book and photo library, and by arranging tours
and packets of information for location scouts.
EDUCATION COMMITTEE -— The Education Committee shall work as a
liaison with the local schools to provide enrichment programs, increased
scholarships, and improved education for area students; shall encourage strong
community support for the school system. Encourage university and colleges to
offer classes in town and/or online.
TOURISM AUTHORITY — The Tourism Authority shall promote Wickenburg
as a destination to individuals and groups by participating in trade shows, co-op
advertising, dissemination of area information, or other avenues, which may be
effective. Designated DMO by the Arizona Office of Tourism and annually applies
for eligible tourism marketing dollars.
TRANSPORTATION COMMITTEE - The Transportation Committee will
assist local, state, county and federal authorities in planning and providing for
Wickenburg’s transportation needs.
COMMUNITY DEVELOPMENT - The committee will encourage the
development of housing opportunities for our area, working with local, county and
state agencies in gathering & researching housing information. Identifying
financial programs with local banks and mortgage companies, to assist realtors and
the public in affordable housing possibilities. Review and take position on general
plan issues for the betterment of our quality of life and community growth.
Participate in dialogue with town departments regarding quality-of-life issues.
Review ordinances and make recommendations to chamber board.
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GOVERNMENTAL AFFAIRS COMMITTEE- the Governmental Affairs
committee utilizes legal, political and economic powers of the Arizona Legislature,
the Wickenburg Town Council and the Maricopa County Board of Supervisors to
create a climate in which both business and the community can flourish.
Recruitment and promotion of business-friendly leaders to ensure an atmosphere in
which businesses can succeed and create jobs is another principal objective of the
Wickenburg Chamber. Important issues that affect businesses in which the
Governmental Affairs Committee takes an active role include taxation, regulatory
assistance, land use codes, the environment, water, transportation and more.
The Committee then recommends policy positions to the Chamber’s Board of
Directors, including but not limited to these stated.
In addition:
e Recommends policy and determines positions on legislation for The Chamber
with Public Affairs Advisor through association with West Valley Chamber
Alliance and the Arizona Chamber Executives Assn.
e Keep membership updated on important issues-regulation, taxation, town
planning, etc. through communication in newsletter, website, articles.
e Assist Members in getting to know our elected officials & their government
staff.
e Schedules breakfast meetings during the year with elected officials for
discussion.
Conducts “State of the Town” Luncheon with Mayor or Town Manager
Short, productive quarterly or bi-annual meetings.
Interaction with Regional Legislative Alliance — North & West Valley.
Review reports provided by Lobbyist through regional alliance.
Participate in Chamber Legislative Day at the Capitol.
Sponsor Candidate and issue forums. Endorsements need 2/3™ vote by
committee.
e E-Briefs on Congressional issues sent to members who sign-up for briefs.
Grass roots programs involve business people in issues.
Arts & Culture Task Force — now with tourism authority (2014)
Coordinate community arts/culture sector, communicate the need to include special
events into master calendar, and assist with their promotion and marketing.
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