Transient Lodging Tax Committee Minutes
November 30, 2021
Baker County Courthouse – Commission Chambers
Tyler called the meeting to order at 9:01 am.
Members Present: Tyler Brown, Mandy Clark, Shane Alderson, Toni Thompson Tori Thatcher, and Brian Vegter
Guests Present: Becky Kaaen, Bryan Tweit, Shelly Cutler, Jerry Shaw, Mike Rudi, Randy Guyer, Matthew Koppenhaver, Bill Harvey and Shelly Christensen
Approve Agenda: Tori moved to approve the agenda. Brian seconded the motion. Motion carried.
Approve Minutes:
Meeting minutes from October 21, 2021 were reviewed. Shane moved that the minutes be approved as presented. Brian seconded the motion. Motion carried.
Grant Presentations:
East West Shrine All-Star Football Game – Randy Guyer
The East West Shrine All-Star Football game received a TLTC grant in the amount of $7,500. The game was held on August 7, 2021. Randy reported the game had an estimated 800 attendees based on ticket sales. Fundraising was a challenge for this year due to the impact of COVID restrictions on small businesses. This year, due to COVID restrictions, the number of players, coaches and cheerleaders were reduced and players were on lockdown until after the game. The estimated impact on lodging for the event totaled 606 stays in hotels or RV parks. The game raised $40,000 to be donated to the Portland Shrine Hospital with a carryover of $5,774 to help with next years’ game. The 2022 game is scheduled to take place on August 6th. Next years’ game is expected to be a full-scale event as it was in 2019. Randy indicated the live streaming of the game was a huge success and is available for viewing through EOALive TV for a full year after the event. As of October 7th the game has been viewed over 3,000 times on different platforms. Randy thanked the TLTC for their continued support of this event.
Baker County Fair and Rodeo – Becky Kaaen
Baker County Fair and Rodeo received a $2,000 TLTC grant for advertising for the 100th Anniversary Celebration of the Baker County Fair and Panhandle Rodeo. Becky provided a report comparing revenue from the 2018, 2019 and 2021 rodeo. The 2021 Rodeo by far outshined all other years. This year’s event had a $48,409.45 weekend gross revenue total. The event was advertised in three places; the Baker City Herald, Elkhorn Media Group (radio) and Hells Canyon Journal. Becky asked the Committee if they had an opinion about online, advance ticket sales. Mandy encouraged them to offer advance, online ticket sales next year because purchasers don’t always attend the event, which can result in higher ticket sales. Brian said the fee can be anywhere from 3-8% for processing. Mandy suggested a price discount for online ticket sales and an increased price at the event to recoup the processing fee. Becky indicated that all lodging available was utilized. Mandy reported the participation in the livestock fair was down from previous years due to uncertainty related to COVID restrictions.
Hells Canyon Chamber of Commerce Historic Billboards – Becky Kaaen
The Hells Canyon Chamber of Commerce was awarded a $5,000 TLTC grant for the purchase of banners and panels. Becky shared pictures of the banners and panels that were purchased. She indicated the project received more in-kind donations than anticipated. There was a question related to the maintenance of the banners and panels in the future. Becky pointed out the maintenance is included in the in-kind budget line. The banners/panels have an expected life of approximately 12 years. The banners/panels all have an image of Percy “Perk” Ritter who was the Posthumous Honorary Grand Marshall of the 2021 Rodeo. Becky thanked the TLTC for their support of these Halfway events.
Visitor Services RFP Results:
Draft PSA
The Committee has been asked to review the draft Professional Services Agreement (PSA) between Baker County Unlimited (BCU) and Baker County written by Baker County Counsel, Kim Mosier and make adjustments or changes if needed. BCU is currently being paid for providing visitor services under a new, temporary agreement at the same rate as their prior agreement. The Committee requested the following changes to the PSA
· Scope of Services - the Committee agreed to accept BCU’s proposed budget in the amount of $87,575 annually with no optional additions.
· Performance Goals and Outcomes – the Committee added monthly briefing on progress towards goals.
· Budget – the Committee agreed to change Contractor’s budgetary spending updates from twice yearly to quarterly.
· Contractor Obligations 2(b) was changed from independent contractor to contract entity and added “including payroll taxes listed in the budget”
· County Responsibilities – a). County will pay BCU in quarterly installments, changed to monthly installments.
· County Responsibilities – d) was added to state; As a County appointed Board the TLTC shall provide a written performance review of BCU on a quarterly basis conducted in conjunction with BCU’s budgetary spending update.
Tori moved to accept the changes to the PSA under Contractor Obligations and County Responsibilities detailed above. Shane seconded the motion. Motion carried.
Deliverables
Shane moved to change Performance Goals and Outcomes to include “Contractor will give the TLT Committee monthly briefings on progress towards goals.” Contractor Obligations: Budget Contractor shall submit budgetary spending updates twice yearly to the TLT Committee reflecting expenditures of TLT funds on services outlined in the Contract to be quarterly instead of twice yearly. Mandy seconded the motion. Motion carried.
Budget
Tyler asked Shelly Cutler about the Bankcard Fees Gift Store & Ticketing Purchases line in the budget. Shelly indicated she uses TLTC funds to purchase gift items and then allocates the revenue from sales for additional purchases for the gift store. Tyler asked if she is reimbursed for credit card ticket sales. She indicated that at this time she does not pass that expense on event organizers for ticket sales but could do that in the future to cover those costs. Brian asked if she had applied for the Travel Oregon Destination grant. Shelly said those grants would go through our DMO who has to agree for her to apply. Tori moved to accept BCU’s operating budget in the amount of $87,575 with no optional additions. Toni seconded the motion. Motion carried.
Visitor Services Update – Shelly Cutler
Shelly provided the Committee with visitor information for a partial month of October. The Center sent out seven Visitor Packets, saw 53 travelers passing through, 44 visitors seeking lodging, 50 visitors requesting County information, 57 visitors seeking Baker City information and the Center received 46 visitor phone calls.
EDC Update: Bryan Tweit
Bryan reported that businesses are doing well and six new businesses are or have opened this and next month. There were approximately 120 people who participated in the Wine Walk over the weekend and the annual Turkey Trot had at least 300 participants this year. The Job Fair will take place on April 6th at the Events Center from 9 am to 2 pm. The Baker Heritage Museum and BLM contract is moving forward. The Oregon Trail Center will be closed on January 1, 2021 for 2 ½ to 4 years. Bryan discussed housing solutions with Senator Finley and Representative Owen. He indicated they are open to suggestions for a new bill to fix the problem. Tyler pointed out that based on Oregon Employment monthly reports over the past 10 years Baker County is seeing a trend of gaining retired residence and are running out of employable people. The report also indicated in that time Baker County gained 110 jobs in local government. Bryan suggested some type of subsidized housing for work force employees. There was discussion about the homeless situation and need for immediate and long term solutions.
Hells Canyon Update – Becky Kaaen
Becky asked if there had been any more discussion about the highway closure sign near the interstate. She proposed the sign be located at the junction to Joseph.
Tourism Marketing RFP – None (postponed to December meeting)
Tyler appointed a three member subcommittee to work on this; himself, Brian and Mandy.
Financial Reports: Shelly Christensen
Shelly reported third quarter reports are nearly complete and numbers look great.
Citizen Participation
Matthew Koppenhaver reported seeing an increase in international travelers, mainly from Canada, as the border is now open.
Strategic Planning Update – None (postponed to December meeting)
Ordinance Review of Section 22 and Section 24(g) – None (postponed to December meeting)
Staff Comments:
Bill Harvey addressed Tyler’s report that there were 110 new, local government jobs over the past 10 years clarifying the County is only replacing workers and not adding new staff.
Committee Comments:
Brian shared that the 2022 Worldwide Sports Games have athletes from Oregon. The Paint Your Wagon signs will be posted at Richland instead of Halfway. The 2022 Cycling Classic will be held Father’s Day weekend.
Toni shared that Sumpter had a busy October with the haunted dredge and trunk or treating. There will be a Christmas parade on December 11th and there will be vintage snowmobile races in January.
Next Meeting:
December 16, 2021 @ 9:00
Meeting adjourned at 11:53
Respectfully Submitted:
Shelly Christensen