Transient Lodging Tax Committee Minutes
May 28, 2024
Baker County Commission Chambers
Tyler called the meeting to order at 9:00 am.
Members Present: Tyler Brown, Brian Vegter, Mandy Clark, Matthew Koppenhaver, Chelsea Blatchford, and Randy Daughtery
Guests Present: Jessica Hobson, Bruce Nichols, Christopher Hobson, Luke Gilmer, Michelle Kaseberg, Jerry Peacock, Karen Endersby, Ariel Reker, Dillon Smith, Andrea Crenshaw, Jason Mattox, and Shelly Christensen
Approve Agenda: Mandy moved to approve the agenda. Brian seconded the motion. Motion carried.
Approve Minutes: Meeting minutes from April 18th were reviewed. Mandy moved to approve the minutes. Brian seconded the motion. Motion carried.
Grant Requests
Baker City Bronc & Bull Riding – Andrea Crenshaw and Jason Mattox
Baker Broncs & Bulls is requesting $5,000 for their event, which will be held on July 19th through July 20th. Grant funding will be used to expand the creation of a video of the event to be aired on the Cowboy Channel. Andrea and Jason have met with Jessica. The Marketing budget will be used to promote the event with radio ads and print advertising in Go Magazine. Jason added the event will be live streamed to the Cowboy Channel through their app and will be available to watch at any time. Mandy shared the Cowboy Channel has a huge following. Tyler pointed out that this event is sold out every year. The Committee tabled this request until their June meeting after the Marketing budget has been approved by Baker County Commissioners and after the work session which will address proposed changes to the Marketing Support Program.
Grant Presentations
Halfway Lions Club Crab Feed – Luke Gilmer and Karen Endersby
Luke reported that the Halfway Lions Club Crab Feed event celebrated its 56th year. There were 780 tickets sold and, 88% of online ticket sales through Eventbright were to out of County residents. Online ticket sales doubled this year. Luke reported that the event packed all of the local hotels and resulted in a net profit of $21,254. He reported $651 of the Marketing Support Program grant was unspent. They intend to use those funds to promote next years’ event. Their plans are to work more closely with hotels to find places for people to stay, advertise with Airbnb/VRBO, increase ticket sales to 850-900, have a hostess at the door collecting demographic data from attendees, and double radio & print ads to Idaho, Washington & La Grande for next years’ event.
Baker County Tournaments – Jerry Peacock
Jerry reported that this Blockbuster Event resulted in 56 overnight stays for the State tournament. District & State tournaments combined had close to 7,000 attendees.
Abatement of Penalty
House #202
The Committee reviewed a request received by mail for abatement of penalty in the amount of $172.92. Interest in the amount of $42.54 cannot be abated in accordance with Ordinance 2019-01. Brian moved to grant the abatement of penalty in the amount of $172.92. Mandy seconded the motion. Motion carried.
Tourism Marketing Update – Jessica Hobson
Jessica provided the Committee with her May report, which included advertisements, meetings & information, and social media & events. Jessica obtained an ad in USA Today’s Go Escape West magazine. She reported on the grand re-opening ceremony of NHOTIC. The Center will be open seven days a week from 10:00 am – 5:00 pm. Wayfinding for the Interpretive Center was discussed. She shared there is now a billboard on I84 for the Interpretive Center.
Visitor Services Update – Christopher Hobson
Christopher presented the Visitors Center April report. Christopher stated the Tesla charging station is a great tool to reach visitors. The Visitor’s Center is seeing a consistent flow of travelers going from British Columbia to Utah. He also provided an update on kiosk repairs & building renovations along with the Visitor’s Center gift shop.
Community Partners Update
The Committee received May reports from Crossroads Towards Home and Baker City Downtown.
Ariel reported over 700 pounds of garbage was picked up during Community Cleanup, flower baskets are up downtown and they have received 13 festival of trees grant requests. BCD will review grant applications between June 10th and July 10th to select awardees.
Financial Reports: Shelly Christensen
Shelly provided the Committee with financial reports for the current fiscal year to date. First quarter reports are complete.
Ordinance Updates
According to Commissioner Nichols the draft ordinance is on hold.
Citizen Participation: None
Staff Comments: None
Committee Comments:
Randy asked to discuss the Visitors Guide. He expressed concern in Phillips Lake receiving little mention in the guide and did not feel the cover picture would draw visitors. Mandy disagreed and shared the highland cow is very popular and that the Baker County Visitors Guide is the most popular among other guides of Eastern Oregon that the Geiser distributes. Jessica indicated the guide is scheduled to be reprinted every other year and welcomed Committee input.
Chelsea asked for an update on Ad Dads video digital display project. Jessica said she is having a hard time connecting with the company. She is not aware of any other company in our area that provides this service but will do some research.
TLTC moved into Work Session
There was some discussion around the accounting process of the sale of gift shop merchandise in the Visitors Center provided by Travel Baker County.
Tourism Marketing Director Responses to Solicitation of Services
The TLTC received one proposal in response to the Request for Proposal from Jessica Hobson. Brian Vegter made note that his business, Churchill School, is mentioned multiple times in Jessica’s proposal as Jessica is contracted to promote but no money is going directly to Churchill School. Brian rents space as Churchill Publishing Library to Jessica and Christopher Hobson. Randy suggested removing the responsibility of Development of TRF Application Process from Jessica’s proposal. He believes this is the responsibility of the TLTC and the Commissioners. Tyler agreed that the inclusion of this in Jessica’s proposal is a generous offer but is outside the scope of marketing. The Committee scored the proposal as follows:
Demonstrated understanding of nature and complexity of tourism industry and associated marketing services:20 points
Preparation of an acceptable methodology and work plan to deliver the objectives and applicable portions of the strategic plan: 17 points
Proven experience and strength of the team to be assigned to this project: 20 points
Ability and approach to work collaboratively with key stakeholders: 20 points
The proposed fee for service: 15 points
Total score of proposal from Jessica Hobson 92 points.
Solicitation of Services – Downtown Marketing
Jessica questioned if she would still be marketing downtown once this contract is awarded. The Committee agreed that Jessica would continue her downtown marketing of events in coordination with the Downtown Marketing contract awardee. Brian suggested labeling the RFP Baker City Downtown Marketing and Visitor Services. He explained that this would be marketing exclusively for Baker City’s downtown and would open the door for other incorporated cities in the County to apply for funding for their downtown marketing services. Tyler and Brian agreed to work to draft the RFP, completing the Project Overview/Purpose of the Engagement, Evaluation and Scoring, and Engagement Details.
Marketing Support Program Application
Tyler suggested the Committee receive some direction from County Commissioners and that he feels uncomfortable handing out checks in the amount of $5,000 to event organizers with no way to hold them accountable for use of the funds. Chelsea suggested a more traditional grant process and allocate funding based on type of event i.e. 25% toward cycling events. She is concerned how the timing of applications determines how funding is awarded. Matthew shared that in his research he found that other areas have a once or twice a year grant application time frame. Randy suggested eliminating the grant process and having event organizers receive marketing support through the marketing budget. Mandy shared that as an event organizer, Baker County is dry for sponsorships. Baker County businesses don’t have a lot of money to put toward events and she explained how important the TLT funding is to brand new events. Chelsea suggested a one-time evaluation of grant applications and then send the Committee’s recommendations to the Board of Commissioners for approval. The TLTC would review applications and there would be no post event presentation. Michelle Kaseberg suggested the grant award selection could be twice a year initially and then move to once a year. Past grant applicants could be notified of the change. Brian pointed out that event organizers may have more experience in marketing their event than Jessica may have. Jessica suggested the Committee consider changing the application to eliminate the option of annual funding for events. Airel asked the Committee to consider where support lies for an event that is between year three and year twenty. Brian suggested funding from the Marketing Support Grant program up to year three and then working through Travel Baker County to market the event in the following years. Tyler suggested events be evaluated based on tourism impact. Michelle suggested dedicating funds to each city to help with local events. Tyler asked Matthew to send the Committee the information from his research of Ellensburg, Washinton’s grant application process. Matthew noted that some grant award programs are on a reimbursement basis which eliminates the concern of accountability of funds and that there is no funding for events that are held in July and August (peak tourism season). Tyler asked the Committee to do some research on how other areas manage their event grant program. He will reach out to County Commissioners for some guidance on the grant program. Brian suggested the Committee put together a proposal for the Commission to consider for Tourism Related Facility funding and have EDC involved.
TLTC returned to their regular meeting to make decisions on work session items.
Tourism Marketing Director Responses to Solicitation of Services
Brain moved to recommend, with a score of 92, to the Baker County Board of Commissioners the acceptance of the Jessica Hobson, Marketing Director proposal. Tyler added “with notes”. Mandy seconded the motion. Motion carried.
Next Meeting:
June 20, 2024 @ 9:00 am
Meeting adjourned at 11:47 a.m.
Respectfully Submitted: Shelly Christensen