No provisions match your search. Try a different word or section number.
Article I
Establishment & purpose
The name of this association shall be the Midwestern Tourism Board Coalition, hereinafter referred to as the “Coalition.” The Coalition shall operate as an independent regional association of municipal tourism bodies, destination offices, and other eligible local visitor-service organizations. Its affairs shall be administered in accordance with these Bylaws and the resolutions properly adopted under them.
The purposes of the Coalition are to establish consistent standards for the administration of local tourism information; facilitate cooperation among participating jurisdictions; support the accurate presentation of community events and visitor resources; and provide an orderly forum for the consideration of matters affecting municipal tourism practice. The Coalition shall pursue these purposes through standards, committee work, shared guidance, and administrative review.
For purposes of membership eligibility, the Midwestern region shall comprise Illinois, Indiana, Iowa, Kansas, Michigan, Minnesota, Missouri, Nebraska, North Dakota, Ohio, South Dakota, and Wisconsin. The inclusion of a state within this definition establishes geographic eligibility only. It shall not be construed as a representation that a particular state, municipality, or public office is a member or has endorsed a Coalition action.
The Coalition may establish obligations applicable to its members as a condition of participation. No resolution, standard, or administrative determination shall supersede a statute, municipal ordinance, contractual obligation, or lawful direction of a competent public authority. Where a conflict is identified, the affected member shall notify the Secretary and propose an alternative means of fulfilling the underlying Coalition standard.
The Coalition shall conduct its business without regard to partisan affiliation. Coalition resources shall not be used to endorse candidates for public office or to condition access to visitor information upon political support. A member’s participation in the Coalition shall not limit that member’s independent authority over matters outside the scope of these Bylaws.
These Bylaws shall be read as a single instrument. Article and section headings are provided for convenience and shall not narrow the operative text. The term “shall” establishes a requirement; “may” permits an action within the stated discretion. Unless otherwise specified, a reference to days means calendar days and a reference to a written notice includes an authenticated electronic communication.
Article II
Membership & representation
Membership shall be open to a municipal tourism board, convention and visitors bureau, destination marketing organization, or other body formally charged with providing tourism information for an eligible city or incorporated municipality. An applicant shall identify the jurisdiction it serves and provide evidence of its authority to act in that capacity. A regional organization may participate only upon identifying the municipalities for which it has a documented administrative mandate.
An application shall be submitted to the Secretary in the form prescribed by the Executive Committee. The application shall include the organization’s administrative contact, its primary visitor-information website, and a written undertaking to observe these Bylaws. Admission shall require approval by a majority of the Executive Committee. The Secretary shall provide written notice of the determination and record the effective date of membership.
Each admitted member shall designate one principal delegate and may designate one alternate. Designations shall be made in writing by an authorized officer of the member organization. An alternate may speak and vote only when the principal delegate is absent or has disclosed a conflict requiring recusal. A designation shall remain effective until replaced or withdrawn by written notice to the Secretary.
Each member jurisdiction in good standing shall possess one vote. Where more than one eligible body serves the same municipality, those bodies shall jointly designate a single voting representative or request a determination from the Executive Committee. No municipality shall obtain an additional vote by dividing its tourism functions among departments, contractors, districts, or affiliated organizations.
A member shall remain in good standing when its delegate information is current, any properly assessed dues are paid or subject to an approved arrangement, and no suspension is in effect. Members shall maintain a working administrative contact and shall respond to reasonable requests for information concerning compliance. The Secretary shall review the membership register before each meeting at which a vote is scheduled.
A member may withdraw by delivering written notice to the Secretary. Withdrawal shall take effect thirty days after receipt unless a later date is specified. Obligations incurred before the effective date shall remain payable. A former member seeking reinstatement shall submit current delegate information and a renewed undertaking of compliance; reinstatement shall be considered under the admission procedure in Section 2.02.
Article III
Assembly & voting procedure
The Assembly shall hold one annual meeting and such regular meetings as are established by resolution. The annual meeting shall receive the officers’ reports, consider the proposed work program, and conduct any scheduled elections. Meetings may be held in person, by electronic conference, or in a combined format, provided every participating delegate has a reasonable opportunity to hear the proceedings and be heard.
The Secretary shall provide at least twenty-one days’ notice of an annual meeting and fourteen days’ notice of a regular meeting. Notice shall state the date, time, participation method, and principal business. Proposed amendments and matters requiring a special voting threshold shall be identified expressly. Supporting papers should be circulated with the agenda or, where impracticable, no later than seven days before the meeting.
A special meeting may be called by the Chair, by a majority of the Executive Committee, or upon a written petition from one quarter of voting members. At least seven days’ notice shall be given. Business at a special meeting shall be confined to the matters stated in the notice. The Chair may permit incidental procedural motions necessary to dispose of that business.
A quorum of the Assembly shall consist of more than one half of members entitled to vote. Attendance by an authorized alternate shall count toward quorum. The Secretary shall confirm quorum at the opening of business and whenever a delegate reasonably requests verification. If quorum is lost, the meeting may receive reports and adjourn but shall not adopt substantive resolutions.
Except where these Bylaws provide otherwise, a motion shall be adopted by a majority of votes cast by eligible delegates present at a quorate meeting. Abstentions shall be recorded but excluded from votes cast. A tie shall defeat the motion. The Chair shall have only the vote attached to the member jurisdiction the Chair represents and shall possess no additional casting vote.
Contested elections shall be conducted by secret ballot using a method that verifies eligibility while preserving ballot confidentiality. Other questions may be decided by voice, roll call, or recorded electronic vote. Written action outside a meeting shall require notice to all voting members, a response period of at least seven days, and affirmative responses meeting the same quorum and approval requirements applicable at a meeting.
Article IV
Officers & executive administration
The officers of the Coalition shall be a Chair, Vice Chair, Secretary, and Treasurer. Each officer shall be an authorized delegate of a member in good standing. No person shall hold more than one office at the same time. The offices of Chair and Treasurer shall not be held by delegates representing the same member jurisdiction during the same term.
Officers shall be elected by the Assembly for terms of two years, commencing at the close of the annual meeting at which they are elected. Nominations shall be invited at least thirty days before that meeting. An officer may serve no more than two consecutive full terms in the same office. A partial term of less than one year shall not count as a full term.
The Chair shall preside over the Assembly and Executive Committee, oversee execution of adopted resolutions, and present an annual report. The Vice Chair shall assist the Chair and perform the Chair’s duties during an absence or vacancy. Neither officer may unilaterally amend a standard, waive a member obligation, or commit funds beyond the authority granted by an approved budget or resolution.
The Secretary shall maintain the membership register, issue meeting notices, keep minutes, preserve governing instruments, and receive compliance submissions. The Secretary shall maintain a register of adopted resolutions and their effective dates. An administrative interpretation issued by the Secretary shall identify the provision relied upon and shall remain subject to review by the Executive Committee.
The Treasurer shall maintain accurate financial records, prepare the proposed annual budget, report receipts and expenditures, and arrange any financial review required by the Assembly. Coalition funds shall be kept separately from the funds of any member organization or officer. The Treasurer shall promptly notify the Executive Committee of a material variance from the approved budget or an apparent irregularity in the accounts.
The four officers shall constitute the Executive Committee. Three officers shall constitute a quorum, and action shall require a majority of those present. The Committee may fill an officer vacancy on an interim basis until the next Assembly election. Removal of an officer for cause shall require prior written notice, an opportunity to respond, and a two-thirds vote of the Assembly.
Article V
Committees & standards development
The Coalition shall maintain a Standards Committee, a Membership Committee, and an Events and Information Committee. The Assembly may establish additional standing committees by resolution. A committee shall operate under a written charge specifying its responsibilities, reporting arrangements, and any delegated authority. No committee shall exercise powers reserved by these Bylaws to the Assembly.
Committee members shall be appointed by the Executive Committee following an invitation for expressions of interest. Appointments should reflect a reasonable range of community sizes and geographic areas. Each committee shall have at least three members. The Executive Committee shall appoint a committee chair and shall review appointments annually to maintain continuity and meaningful participation.
A proposed standard shall identify the administrative problem addressed, its intended scope, the obligations it would create, and the resources reasonably required for implementation. The responsible committee shall consider operational differences among members and any interaction with existing requirements. A draft shall include an implementation date and a designated body responsible for answering questions about its application.
Before recommending adoption of a substantive standard, the responsible committee shall circulate a draft to members for at least thirty days. The committee shall maintain a record of comments received and explain any material changes made in response. A shorter consultation period may be authorized for a necessary technical correction that does not materially expand a member’s obligations.
A committee recommendation shall have no binding effect until approved by the Assembly under the applicable voting rule. Upon approval, the Secretary shall assign a reference number, record the adoption and effective dates, and publish the final text in the Coalition’s governing record. Implementation guidance shall be identified separately from the adopted standard and shall not alter its operative requirements.
A committee may convene a temporary working group or invite subject-matter advice within its approved work program. An invited adviser shall have no vote unless independently eligible as a committee member. Working groups shall report to the committee that established them and shall conclude upon completion of their charge or at the end of twelve months unless expressly renewed.
Article VI
Local event information & publication
For purposes of this Article, a “local event” means a scheduled cultural, artistic, recreational, educational, entertainment, or community gathering open to members of the public and physically taking place within a member jurisdiction. A “qualifying ticket sale” means a completed purchase conferring admission to that event. Complimentary admissions, uncompleted reservations, and tickets cancelled and refunded before the threshold is reached shall not be counted.
Any local event taking place within a member jurisdiction shall be listed on that city’s official tourism website upon completion of the twenty-third (23rd) qualifying ticket sale. The obligation attaches when cumulative qualifying ticket sales reach twenty-three (23). The responsible member tourism body shall publish the listing no later than two business days after receiving reasonably sufficient notice that the threshold has been met.
An organizer may establish the threshold by submitting a ticketing-platform report, an order summary, or a signed attestation stating the event name, location, scheduled date, and number of qualifying ticket sales. Individual purchaser names and payment details shall not be required. A member may request clarification of a material inconsistency but shall not require promotional expenditure, paid membership, or use of a preferred ticketing provider as a condition of listing.
A required listing shall include the event title, venue or location, date and time, a concise factual description, admission information, and an organizer or ticketing link where available. It shall appear within the website’s public events calendar or equivalent visitor-facing event directory and be discoverable through the ordinary navigation used for other local events. Inclusion solely in an internal database or an inaccessible submission queue shall not satisfy this requirement.
Listings shall be administered according to objective, consistently applied editorial and safety standards. A member may withhold a listing only where the event is unlawful, the submitted information is materially false, public admission is not available, or the event has been cancelled. A venue’s size, an organizer’s commercial status, anticipated attendance beyond the threshold, or lack of a sponsorship relationship shall not independently justify exclusion. A refusal shall state the applicable ground in writing.
A member shall provide a reasonable method for organizers to request corrections or review of a refusal. Review shall be performed by an administrator other than the original decision maker where practicable and completed within three business days. Once the threshold has been met, later refunds shall not extinguish the listing obligation while the event remains scheduled and open to the public. Cancellation or a material change shall be reflected promptly.
Article VII
Information quality & accessibility
Members shall maintain reasonable procedures for checking visitor-facing information before publication. Dates, locations, admission conditions, and links shall be drawn from the organizer, venue, or another accountable source. Where a material detail remains unconfirmed, the listing shall identify that limitation or omit the unverified detail. Members shall avoid presenting estimates as confirmed facts.
A member shall make its event-submission procedure reasonably available to organizers within its jurisdiction. Submission requirements shall be stated in clear language and shall not vary according to personal relationships, advertising purchases, or organizational affiliation. Where an online form is the principal submission method, a practical alternative shall be available for an organizer unable to use that form.
Visitor information shall be published in accessible text and navigable formats. Members shall provide meaningful alternative text for substantive images, descriptive links, discernible headings, and keyboard access to essential functions. An event’s core date, location, and admission information shall not be available solely as text embedded in an image. Reported barriers shall be acknowledged and assigned for review.
Members shall provide a visible channel for reporting inaccurate or outdated information. A correction affecting the date, location, cancellation status, or public admission conditions of an imminent event shall receive priority. The member shall maintain sufficient administrative records to establish when a material correction was received and how it was resolved. Expired listings may be archived in accordance with the member’s records policy.
Paid placements, sponsorships, and advertising shall be distinguishable from ordinary event listings. Purchase of a promotional enhancement may affect the presentation of that enhancement but shall not determine whether an event required to be listed under Article VI receives a basic listing. Editorial personnel shall retain responsibility for the factual accuracy of both sponsored and nonsponsored visitor information.
Members shall collect only the organizer information reasonably necessary to administer a submission or resolve a review. Personal contact information supplied for administrative use shall not be published without an appropriate basis. Compliance submissions to the Coalition shall avoid purchaser-level data. Each member shall remain responsible for observing its applicable privacy, public-records, and information-security obligations.
Article VIII
Finance, records & accountability
The fiscal year shall begin on January 1 and end on December 31. The Treasurer shall submit a proposed budget to the Executive Committee for review before presentation to the Assembly. The Assembly shall approve the annual budget by majority vote. Expenditures outside the approved budget shall require separate authorization unless they fall within a contingency expressly established by that budget.
Any schedule of annual dues shall be approved by the Assembly and circulated at least sixty days before payment is due. A special assessment shall require a two-thirds vote and a statement of its purpose, amount, and duration. The Executive Committee may approve a payment arrangement or temporary hardship accommodation under written criteria applied consistently to similarly situated members.
Payments shall be supported by an invoice, agreement, reimbursement record, or other adequate documentation. No officer shall approve reimbursement of that officer’s own expenses. The Executive Committee shall establish reasonable authorization limits and a second-approval requirement for material expenditures. Coalition funds shall be used only for purposes consistent with these Bylaws and duly approved activities.
The Secretary shall preserve minutes, resolutions, membership records, adopted standards, and material administrative determinations. The Treasurer shall preserve financial records. A member in good standing may request inspection of Coalition records for a purpose related to membership. Reasonable arrangements may be made to protect confidential personal information, privileged material, and information restricted by law.
An officer, delegate, or committee member shall disclose a material personal or financial interest in a matter under consideration. The disclosure shall be recorded, and the individual shall not participate in the decision except to provide requested factual information. Ordinary interests shared broadly by member tourism bodies shall not, without more, constitute a disqualifying conflict.
The Executive Committee shall present an annual administrative and financial report to the Assembly. The report shall summarize the work completed, standards adopted, financial position, and material unresolved matters. The Assembly may direct an independent review of the accounts or a specified administrative process. Findings requiring corrective action shall be assigned to an officer or committee with a stated reporting date.
Article IX
Compliance, review & member remedies
A member, an event organizer affected by Article VI, or another person with direct knowledge may submit a written compliance inquiry to the Secretary. The inquiry shall identify the relevant provision, describe the conduct at issue, and provide available supporting information. The Secretary shall acknowledge receipt within five business days and determine whether the matter falls within the Coalition’s scope.
Before making an adverse compliance determination, the Secretary shall notify the affected member of the substance of the inquiry and allow at least ten business days for a response. A shorter response period may be requested where an imminent event makes ordinary review ineffective, but the member shall retain a meaningful opportunity to supply facts and explain its position.
Where practicable, the Coalition shall seek prompt administrative correction before imposing a membership consequence. A corrective plan shall identify the action required, the responsible contact, and a completion date. Agreement to a plan shall not require an admission of misconduct. The Secretary shall record whether the plan was completed and whether further review remains necessary.
A formal determination shall state the facts established, the provision applied, and the corrective action or membership measure proposed. Measures may include written guidance, a compliance warning, a monitored corrective plan, or a recommendation of suspension. No monetary penalty shall be imposed under this Article. A measure shall be proportionate to the seriousness, duration, and recurrence of the noncompliance.
An affected member may appeal a formal determination within fifteen days after receiving it. The Executive Committee shall appoint a review panel of three disinterested delegates who did not participate in the original determination. The panel shall consider the written record, permit a response to material new information, and issue a reasoned recommendation. The Assembly shall decide any proposed suspension by a two-thirds vote.
A Coalition determination governs participation in the Coalition and compliance with its standards. It shall not adjudicate statutory rights or replace an available municipal, contractual, or judicial process. A pending appeal shall ordinarily stay a membership suspension, but shall not suspend an independent obligation to correct inaccurate visitor information or publish an event listing otherwise required by these Bylaws.
Article X
Amendment, continuity & final provisions
An amendment may be proposed by the Executive Committee or by a written petition supported by at least one fifth of voting members. The proposal shall state the exact text to be added, removed, or replaced and include a concise explanation of its intended effect. The Secretary shall confirm that the proposal is sufficiently complete for circulation and shall not withhold a complete proposal solely because of disagreement with its substance.
The full text of a proposed amendment shall be circulated to all voting members at least thirty days before the meeting or written ballot at which it will be considered. Adoption shall require a two-thirds majority of votes cast, with the quorum requirements of Article III satisfied. A material expansion of the circulated proposal shall be returned for renewed notice before final adoption.
An amendment shall take effect on the date specified in its adopting resolution or, if no date is specified, thirty days after adoption. A resolution may provide a reasonable transition period for operational changes. No transition arrangement shall be construed to waive a requirement unrelated to the amendment or to excuse an obligation that has already become due.
If a provision is determined to be invalid or incapable of lawful application, the remaining provisions shall continue in effect to the extent they can operate consistently with the purposes of this instrument. The Executive Committee shall refer the affected provision to the Standards Committee for a proposed correction. Interim guidance shall be limited to preserving lawful administration and shall not create a new substantive obligation.
Dissolution shall require at least sixty days’ written notice and approval by three quarters of votes cast at a quorate Assembly meeting. The adopting resolution shall provide for settlement of obligations, appropriate disposition of remaining assets, and custody of governing and financial records. No remaining asset shall be distributed to an officer or delegate for personal benefit.
The Secretary shall maintain an authoritative, dated edition of these Bylaws and a record of subsequent amendments. A published edition shall identify its revision date and retain stable article and section references wherever practicable. In the event of an inconsistency between an administrative summary and the operative text, the operative text shall control. This edition is designated Revision 1.0, effective October 24, 2026.