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HomeMy WebLinkAboutRES 166 Draft 01 1998-2000 COUNTY OF HAWAII STATE OF HAWAII RESOLUTION NO. 166 `39 A RESOLUTION AUTHORIZING THE MAYOR TO ENTER INTO A HOST COUNTY PARTICIPATION AGREEMENT WITH THE NATIONAL ASSOCIATION OF COUNTIES (NACo) TO HOST THE WESTERN INTERSTATE REGION (WIR) ANNUAL CONFERENCE IN THE YEAR 2001 AT WAIKOLOA, HAWAII WHEREAS, the Hawaii County Council adopted Resolution No. 51-99 on March 4, 1999, expressing its commitment as a host county and its support for the Hilton Waikoloa Village Resort as the proposed NACo Year 2001 Western Interstate Region (WIR) Conference site; and WHEREAS, Hawaii County was awarded the bid to host the Yeaz 2001 WIR Conference at the Hilton Waikoloa Village Resort from May 16-19, 2001 and must enter into a Host County Participation Agreement with NACo; and WHEREAS, this commitment includes major responsibilities such as (1) providing a welcome reception and dinner for the NACo and WIR boazd of directors ($11,250); (2) hosting a conference-wide event open to all conference attendees, spouses and youth ($37,500); (3) promoting the conference at the Year 2000 WIR Conference in Boise, Idaho, the annual NACo Conference in North Carolina and the NACo Legislative Conference in Washington D.C. ($15,000); (4) providing written promotional materials for the County News and other brochures; and (5) providing support personnel for registration and at the airport; and WHEREAS, subject to review and approval of a proposed conference budget, the Hawaii State Association of Counties will contribute $20,000-25,000 to the host county's budget; and WHEREAS, to the extent possible, the Hawaii County Council will solicit private funding to reduce the amount of county funds required to host this conference; and WHEREAS, Section 10-1 l of the Hawaii County Charter requires that any contract, lease, or other obligation requiring payment of funds from the appropriations of a later fiscal year or more than one fiscal year to be approved by resolution. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE COUNTY OF HAWAII: 1. That it authorizes the mayor to sign a Host County Participation Agreement with NACo which commits Hawaii County to the responsibilities listed therein; and 2. That sufficient funds be budgeted in future fiscal years to cover the anticipated obligation of the County under the above agreement. BE IT FINALLY RESOLVED that the Clerk of the County of Hawaii transmit copies of this resolution to Mayor Stephen K. Yamashiro. Dated at Hilo, Hawaii this 4tn day f INTRODUCED BY: r~ COUNCIL MEMBER COUNCIL MEMBER COUNTY COUNCIL ROLL CALL VOTE County of Hawaii AYES NOES ABS EX Hilo, HaWai`i ARAKAKI CHUNG X I hereby certify that the foregoing RESOLUTION was by ELARIONOFF The vote indicated to the right hereof adopted by the COUNCIL of the JACOBSON County of Hawaii on NOVHnD2T 4, 17`17 LEITHEAD-TODD X PISICCHIO X ATTEST: SMITH g TYLER YAGONG R n Reference: C-519 OUNTY CLERK CHAIRMAN & PRESIDING OFFICER RESOLUTION NO. The National Association of Counties Western Interstate Region Conference Host County Participation Agreement 1.) Transportation -All of the programmatic events of the conference traditionally take place in one facility. If all events cannot be accommodated at one property due to space constraints, the host county shall be responsible for providing transportation between the facilities (if the facilities are not within a reasonable walking distance). The host county also provides transportation to and from all events held off-site including the conference wide event and the NACoANIR board of directors event. 2.) Spouse Tours -The host county provides at least two spouse tours, one on Thursday and one on Friday. These tours should be approximately 2-4 hours in duration and should highlight some scenic, historical or other attraction in or near the county. As an example, some past host counties have conducted tours to art museums, cultural centers and the Pacific Coast. This is an excellent way for the community to showcase outstanding civic buildings and/or outstanding local attractions. The tours can be designed as complete "turn-key' events, with all associated costs bundled into the participation fee. Roughly 50-75 spouses may participate in the tours. 3.) NACo/N/IR Board of Directors Event -The host county provides a welcome reception and dinner for the NACo and the WIR board of directors as well as any guests that the host county may wish to invite. This event is held on Wednesday evening and will be attended by approximately 200-250 people. The host county is also responsible for providing transportation to and from this event if the event is not within reasonable walking distance from the hotel(s). 4.) WIR Conference Wide Event - The host county hosts an event on Thursday evening that is open to all conference attendees, spouses and youth, which is approximately 500 people. This is generally a reception with heavy hors d'oeuvres and beverages. The event is often held at a place of local interest. The host county is also responsible for providing transportation to and from this event if the event is not within reasonable walking distance of the hotel(s). 5.) Opening General Session -The host county traditionally provides a color guard for presentation of the colors at the opening general session. In addition, the host county often furnishes a band to play the national anthem as well as to provide entertainment as delegates are entering the session. The band may leave once the anthem is played. In the past, counties have provided color guards from the local police or sheriff's department or from a military installation near the host county. The music has usually been provided by one of the area's high school bands. 6.) Promotion at NACo Conferences -The host county for the upcoming WIR conference staffs an exhibit during NACo's WIR, Legislative and Annual conferences during the year immediately preceding their scheduled WIR conference. The display used at the exhibit is often provided by the local convention and visitors bureau. Literature on local attractions can also be made available to conference attendees. 7.) Written Promotional Materials - During the six months or so just prior to the conference, the host county provides NACo with written articles for placement in County News which highlight the host community and help to promote the conference. In addition, the county will be called upon to provide written copy on local attractions, spouse tours, etc. for placement in the promotional brochures as well as in the on-site program book. The host county may also want to provide information on local attractions that can be included in each delegate packet that is distributed on-site. 8.) Airport Welcome - The host county traditionally provides a welcome table at the airport during the heavy arrival limes. The staff al the welcome table offer the first opportunity for the county to make delegates feel welcome and to provide them with answers to any questions they may have. 9.) Personnel - NACo asks that host county volunteers assist with packet stuffing and conference registration. 5-8 volunteers are required for packet stuffing. They would need to be available for approximately 4 hours on the day prior to the opening day of the conference to assist NACo staff in placing conference related materials into each delegate's packet. 2 volunteers are required for registration to assist NACo staff in registering delegates for the conference. They would need to be available for approximately 10 hours each day, or the county could otter two shifts of volunteers at 5 hours each day. Many counties have utilized personnel from the local convention and visitors bureau to act as registration support. 10.)Eauipment - NACo will require five two-way radios to facilitate conference staff communication on-site. These radios should be on a frequency which is different from local police and fire frequencies and should be pre-tested to ensure that the radios work properly and that the structure does not interfere with the transmissions. To signify your agreement and commitment to all of the responsibilities listed above, please sign and date below. Return signed agreement to: Jennifer Smith NACo 440 First Street, NW Washington, D.C. 20001 (202) 737-0480 (fax) Authorized County Representative Date