MINUTES

Transient Lodging Tax Committee
Minutes
October 21, 2008
Baker County Commission Chambers

Members Present: Mike Rudi, Phil Stone, Jennifer Watkins and Carl Town

Guest Present: Fred Warner, Christena Cook, Andrew Bryan, Ivy Nelson, Debi Bainter, Dave Lindley, and Rob Gaslin

Fred Warner called the executive session to order at 1:35 p.m.

Executive Session: Dave Lindley gave an overview of the audit scope and agreed upon procedures that were followed in this audit engagement of three lodging establishments. Rob Gaslin followed up with the individual outcome of each entity’s audit.

Fred Warner closed the executive session and called the regular meeting to order at 2:00 p.m.

Elections of TLTC Board Officers: Mike Rudi nominated Phil Stone for Chair of the TLTC Committee. Phil Stone nominated Mike Rudi for the Chair position. Carl Town seconded Phil’s motion. Motion Carried

Mike Rudi nominated Phil Stone for Secretary/Treasurer. Carl Town Seconded. Motion Carried.

Minutes-Carl Town made a motion to approve the minutes from September 19, 2008 as read. Mike Rudi seconded the motion. Motion carried.

Grant Application Discussion: Phil Stone read the grant deadline section from the TLT grant application document. A lively discussion followed regarding changes that should be made to the current deadline wording to help facilitate the grant process. Phil Stone made a motion the change the current Application Process wording to the following bolded statement:

Grant applications will be accepted 60 days prior to the event date. Grants will be awarded within the 30 days prior to the event. A presentation including ……

Carl Stone seconded. Motion Carried

Visitor Center improvements: Ivy Nelson reported on the Capital projects that the BCU Board has recommended for the current Visitor Center. Phil Stone suggested that Ivy return with a specific prioritized request for funding. At that time the TLTC Committee would entertain possible funding for those projects. Fred Warner made a recommendation that all groups, BCU, TLTC, BCDC and Baker City get together and have a joint meeting to discuss future Marketing/Visitor Center capital project plans. Some items discussed were lighting and informational kiosks.

Event Applicants:

¨ State Basketball Tournament- ¨ Thomas Angus/ Harrell Hereford Spring Sale- Update on new lodging establishments:Christena Cook reported that she has sent certified letters to ten lodging establishments advertising on the Baker County Chamber of Commerce web site that have not registered as a lodging establishment through her office. Several establishments responded and claimed exempt under section 5.c of the Baker County Transient Lodging tax ordinance. Discussion followed relating to this section and the meaning of “incidentally to personal use”. It was determined if the lodging establishing is advertising rooms for rent on a nightly basis then they must register and collect tax. Christena will send letters to the establishments in question.

New Business:
¨ Phil Stone presented the attached organizational chart for TLTC. Phil voiced his concerns that the Marketing Committee has not been involved in the creation of the marketing plan in the last few years. An active discussion ensued regarding the Marketing Committee and the Marketing Directors duties and how they relate. The need for leadership was discussed. It was agreed upon that the Marketing Committee, with input from the Marketing Director, must deliver a marketing plan each year. Phil made a motion that a Marketing Plan must be submitted to the TLTC Committee by 12/31/2008 and that a RFP be created to be released 3/1/09 for marketing services to begin on 7/1/09. Carl seconded. Motion Carried.

¨ Fred Warner brought to the Committee’s attention that they have not renewed the contract with BCDC for the 08-09 fiscal year. Phil made the motion to extend the contract with BCDC, with the renewal clause eliminated, through June 30, 2009. Carl seconded. Motion Carried.

NEXT Meeting:
¨ Phil Stone handed out “Proposed Standards of Measurement for Baker County Unlimited” and “2005-2007 Baker City/County Economic Development Strategic Plan”. He would like to discuss these topics at the next meeting.
¨ Andrew Bryan will present BCDC Budget.

Mike Rudi moved to adjourn meeting. Carl Town seconded. The meeting was adjourned at 3:31 p.m.

The next meeting will be held on November 19, 2008 at the Baker County Commissioners Chambers.

Respectfully Submitted:

Christena Cook
Administrative Services
Baker County