Transient Lodging Tax Committee Minutes
March 21, 2024
Baker County Commission Chambers
Tyler called the meeting to order at 9:00 am.
Members Present: Tyler Brown, Brian Vegter, Alysia Bowers, Mandy Clark, Matthew Koppenhaver, Chelsea Blatchford, and Randy Daughtery
Guests Present: Jenny Moe, Amy Briels, Lisa Paulson, Ariel Reker, Mike Raney, Colleen Taylor, Sara Artley, Brian Cimmiyotti, Bryan Tweit, Jessica Hobson, Bruce Nichols, Shane Alderson, and Shelly Christensen
Approve Agenda: Brian moved to approve the agenda. Matthew seconded the motion. Motion carried.
Approve Minutes: Meeting minutes from February 15th and March 6th were reviewed. Randy moved to approve the minutes. Matthew seconded the motion. Motion carried.
Grant Requests
Huntington Lions Catfish Derby – Mike Raney
Huntington Lions Catfish Derby is requesting $1,000 for their catfish fishing tournament which will be held in the Huntington area on May 25th – 27th. Grant funding will be used to help fund the prize for heaviest catfish of the weekend. Mike shared this is the 38th anniversary of the catfish derby. Participants come from Washington, Oregon, and Idaho each year. The event is expected to raise $7,000 for the Lions Club. This is the only event held in Huntington. Mike sells ads in the program, which is the biggest money maker of the event. Brian moved to grant the requested $1,000. Mandy seconded the motion. Motion carried.
Blue Mountain Bigfoot Festival – Hannah Violette
The Blue Mountain Bigfoot Festival is requesting $5,000 for their event which will be held in Baker City on June 21st – 23rd. This is a three-day event with a VIP dinner on Friday evening, activities in the park on Saturday, and breakfast on Sunday. There will also be vendors in the park the entire weekend. Hannah indicated TLT grant funds will be used for radio & web-based advertising and talent acquisition. The Committee asked Hannah if she could include demographics from the VIP dinner in her presentation after the event. Brian suggested awarding a $3,000 TLT grant and utilizing $2,000 from the Baker County marketing budget. Mandy moved to award $3,000. Matthew seconded the motion. Motion carried.
Baker City Cycling Classic – Brian Cimmiyotti
Baker City Cycling Classic is requesting $3,000 for their 22nd anniversary bike race to be held in Baker City on June 21st – 23rd. This three-day event brings racers from the west coast, British Columbia, and Mexico. They are expecting 300 racers, who will stay an average of four days this year. Brian indicated grant funds will be used to have Launch Pad Cycling create professional media content for future promotion and to build their 2024 marketing and advertising plan. Shane indicated this race started equal pay for male & female racers, he also asked that the event bring attention to the South end of Main Street. There will also be food trucks for spectators at the Broadway/Second Street intersection parking lot. Jessica indicated she will work with Brian to focus marketing to spectators. Randy moved to approve the $3,000 request. Mandy seconded the motion. Motion carried.
Chautauqua Music Festival – Sara Artley
The Chautauqua Music Festival is requesting $3,500 for their event to be held in Richland May 17th – 19th. Sara indicated ticket prices for this year’s event have been reduced in response to feedback from local residents and availability of camping adjacent to the park. Grant funding will be used to create a promotional video clip, tv marketing, social media promotion, print and radio advertising. Brian expressed his concern in such a large request coming from a city that does not participate in the collection of lodging tax and recommended the use of Eventbrite’s additional services. Mandy moved to approve the $3,500 request. Alysia seconded the motion. Motion carried.
Grant Presentation – Haines Stampede Rodeo – Colleen Taylor
Colleen reported the rodeo drew 435 contestants who came from Oregon, Idaho, Washington, and Nevada. In addition, she provided spectator attendance for each day of the event, which totaled 4,718. They plan to re-do the pens and work on handicap parking for next year. The event raised a net profit of $19,841.20. Colleen thanked the Committee for their support of this event.
Randy asked the Committee to consider a better way to use TLT dollars than grant funding. Brian explained the limits on grant funding and utilizing the Marketing Budget to fulfil event needs rather than grant funding. Mandy explained recent changes made to the Marketing Support Program Application. Tyler suggested a work session to discuss the grant process. Jessica asked the Committee for clarification of how many qualification requirements must be met to be considered a Blockbuster Event. The Committee recommends two qualifications be met to qualify as a Blockbuster Event.
Tourism Marketing Update – Jessica Hobson
In addition to Jessica March report, which included advertisements, expanded EO Media radio ads, and printed inserts for newspapers & businesses to distribute she shared that she took advantage of a Canadian advertising opportunity. The marketing ad will run in four different newspapers. Jessica submitted her proposed NHOTIC rack card to BLM for approval. Once approved, printing will be done, and cards will be available at the Visitors Center and local & regional businesses. Jessica also asked for the Committees feedback on the purchase of a system for digital displays (Ad Dads) in lodging, restaurants, and shops in the County. She would be in control of the content displayed. Tyler and Alysia agreed to participate in a trial run of the system. Jessica indicated the Ad Dads purchase could be expended from special projects this fiscal year and in the future could be expended from wayfinding, or front-line training. The cost is $60 per month per participating business. The anticipated annual expense would be $14,400. Randy suggested this project have its own line item. Jessica also wants to have this system installed at the kiosk.
Budget Discussion
Tyler asked Randy if he wanted to present the Committee with the request that he mentioned during the March 6th work session. He indicated the request has gotten complicated with the restrictions of how TLT funds can be used. Randy expressed his concern in the increased marketing budget when expenditures for the existing year are currently under-utilized. He would like to see the marketing budget include Ariel’s position downtown, somewhere in the neighborhood of the Marketing Director’s and Visitors Center agreements. He estimates an $80,000 contract. He would also like to have the three organizations get together and define responsibilities. Randy would like to see the marketing budget reduced to $400,000 including an $80,000 contract with Baker City Downtown (BCD). Tyler pointed out the increased revenue and increasing beginning fund balance along with the spending restrictions per statute for lodging tax revenue. All monies must be used in accordance with statute. Alysia expressed her suspicions about Randy’s suggested changes. She did not agree with reducing the marketing budget. Once Randy understood Jessica’s explanation of anticipated expenditures for the current fiscal year he agreed to no reduction in the marketing budget. Tyler stated that by his calculations 81.9% of TLT revenue comes from inside Baker City. He does not agree that TLT revenue should be allocated equally between all cities within Baker County. There was some discussion around ensuring that a BCD allocation fits the tourism description, and how funds can be used. Ariel explained the difference between the Chamber as a 501(c)6 versus BCD as a 501(c)3 organization. Tyler asked the Committee for consensus to support Baker City Downtown. Mandy expressed her concern that funds are used in accordance with statute and agreed to a meeting with ORLA to ensure compliance. Ariel shared her research regarding the number of communities that receive support from TLT funds at 18% and 32% at an affiliated level. Shane indicated that some of those communities were operating under an allocation ordinance that was grandfathered, prior to 2003. Ariel encouraged the TLT Committee to support the BCD program. Shane shared that he expects changes to the TLT revenue allocations in the next couple of legislative sessions. Ariel explained that if funding is lost, her position and the status with Oregon Main Street which supplies Oregon Main Street Revitalization Grants will be lost. Mandy asked if funding to BCD would be awarded through an RFP. Shelly directed the Committee to the guidelines in the Baker County’s Purchasing Resolution. The funding would need to be awarded through an informal RFP process or solicitation for services. Jessica reviewed changes and additions to expenditure lines for the 24-25 fiscal year. Brian suggested print advertising should be done further away than Boise because it is too close for overnight stays. Jessica agreed and has recently advertised in Bend, Astoria, Willamette Valley, and Salt Lake. Randy suggested changes to the budget and volunteered to meet with Jessica and make his suggested adjustments. Brian expressed his concern in allocating more to Ariel’s position than we are currently paying the Marketing Director. Ariel stated the $80,000 request for BCD would not include her salary. Brian asked of the $80,000 request how much would be funding Ariel’s position. Amy responded the amount would be approximately $50,000 but probably a little under. Tyler stressed that Baker City Downtown is a tourist facility. Commandeering the Historic Baker City organization was discussed. Tyler and Randy agreed to meet with Jessica to review the proposed budget. Randy asked about the contingency balance and indicated the City would like to build a second restroom in the park. He asked where the idea to change the ordinance came from. Alysia answered the change was brought about after Peter requested funds for the golf course and ski resort. Her concern is that the money be used for what it is supposed to be used for and her suspicions are raised. Randy would like to see TLT funds used to complete the restroom project. Mandy reminded Randy that TLT funds cannot be used for a facility that is public and people don’t come to use the restroom. Alysia stated that of all the expenses that are being considered, restrooms would be the least on the priority list. She expressed the need for the Committee to talk creatively about how the funds can be appropriately used rather than focusing on the money getting pulled to fund projects that are not appropriate. Randy expressed the need to move the contingency balance into the current year’s budget as a line item in order to use the funds. There was discussion around reducing the marketing budget to fund BCD and adding funds to a new line item. Clarification was provided that the marketing budget will not be reduced but a new line item added moving contingency funds to an expense line. Alysia agreed to meet with Jessica, Randy, and Tyler to go over the marketing budget, Tuesday, March 26th @ 9 a.m. at the Baker County Chamber.
Visitor Services Update – BCU
BCU provided a Visitor Center Report from February 20th through March 20th which included a breakdown of visitors to the Center and a financial report for fiscal year to date.
Community Partners Update
The Committee received March reports from Crossroads Towards Home and Baker City Downtown.
Financial Reports: Shelly Christensen
Shelly provided the Committee with financial reports for the current fiscal year to date. Fourth quarter reports are complete, and first quarter reports are due April 15th.
Ordinance Updates
Brian moved to recommend the changes made to the Ordinance by the Committee to the Commissioners. Chelsea seconded the motion. Motion carried.
Citizen Participation: None
Staff Comments:
Shelly provided the Committee with a copy of Baker County’s Purchasing Resolution which describes the types of solicitations required based on projected expenditure. The Baker County Marketing Director’s Professional Services Agreement (PSA) expires June 30, 2024. Under the Resolution this two-year solicitation could be advertised in an informal procedure – solicitation for services. Brian moved to prepare a solicitation of services for the Baker County Marketing Director. Matthew seconded the motion. Motion carried.
Committee Comments:
Brian updated the Committee on the progress of the radio station.
Randy moved to adjourn the meeting. Mandy seconded the motion. Motion carried.
Next Meeting:
April 18, 2024 @ 9:00 am
Meeting adjourned at 11:33 a.m.
Respectfully Submitted: Shelly Christensen