Transient Lodging Tax Committee Work Session Minutes
September 28, 2022
Baker County Courthouse – Commission Chambers
TLTC work session began at 9:00 am.
Members Present: Tyler Brown, Shane Alderson, Buell Gonzales, Mandy Clark, and Brian Vegter
Staff Present: Bill Harvey and Shelly Christensen
Public Present: Matthew Koppenhaver
Event Grant Funding Increase
This fiscal year budget has Event Grants budgeted at $50,000. Bill Harvey recommended the Committee consider increasing the Event Grant allocation by $10,000 to $60,000 based on the number of new events seeking grant funding. The Committee reviewed the Marketing Budget and agreed to reallocate funds from Recruitment Bonus in the amount of $6,900 and $3,100 from Logo Brand Development to Event Grants. This reallocation will be voted on at the next TLTC meeting.
Bill Harvey also recommended encouraging grant recipients to grow their event so they are able to hold the event without TLT grant funding. He also expressed the need to guide applicants in the application process and be informed how TLT funds are to be used.
Event Grant Funding Guidelines
Changes to be made to the Event Grant Application
About the Grant Program
Add: Events grant will be limited to $5,000.
Change: Funding is limited, therefore it is prudent to plan ahead and apply as early as possible; no later than 60 days prior to the event. When current year funds are depleted, grant requests may be funded the following year (July 1st)
Eligibility
Remove: The event should enhance all areas of Baker County.
Criteria
Change: Add a bullet – The applicant must contact Baker County Marketing Director, Jessica Hobson, at info@travelbakercounty.com or (541)519-0763.
Application Process
Change: All applicants are encouraged to submit grant requests no earlier than 180 days and no later than 60 days prior to the event date.
Remove: Grant awards will be funded within 30 days prior to the event.
Change: Failure to make a presentation will effect eligibility of future grant funding.
Application
Change “How will you measure the success of this event or activity?” Explain how this event will be self-supported after three years or why annual funding will be requested.
Add: List of acceptable uses of TLT grant funding after “Specify how the grant funds will be used, please be as specific as possible.”
in addition to the top of the budget page and above Expenses on the budget page.
Tyler suggested the Committee consider adding a Heritage Event line to next fiscal years’ budget for large events that meet the criteria but historically have requested more than $5,000. A separate application and reporting process could be established for this type of event. The event must meet specific qualification such as the event has been held for over 10 years with no sizeable decline.
Review Volunteer Application
Committee members reviewed volunteer applications. Each member recommended two or three applicants to fill the two vacancies.
Sheryl Brandt received five recommendations
Alysia Bowers received four recommendations
Heather Jorgensen received three recommendations
Matthew Koppenhaver received one recommendation.
It was suggested Sheryl Brandt fill Toni Thompson’s vacancy and Alysia Bowers fill Tori Thatcher’s vacancy.
Visitor’s Services second quarter review cannot be held in Executive Session because Baker County Unlimited is a contractor and not a public employee. Tyler stated BCU, President Jerry Shaw requested a quarterly review be added to the BCU contract prior to the signing of the contract with Baker County.
Work Session adjourned at 11:45 am
Respectfully Submitted: Shelly Christensen