Transient Lodging Tax Committee Minutes
April 21, 2022
Baker County Courthouse – Commission Chambers
Tyler called the meeting to order at 9:00 am.
Members Present: Tyler Brown, Mandy Clark, Shane Alderson, Buell Gonzales, and Brian Vegter
Guests Present: Shelly Cutler, Kathy Taylor, Braden Way, Ginger Savage, Jared Rivera, Cassi Johnson, Matthew Koppenhaver, Becky Kaaen, Bryan Tweit, Stacy Delong, Patrick Ramondo, Jerry Peacock, Bill Harvey and Shelly Christensen
Approve Agenda: Mandy moved to approve the agenda. Buell seconded the motion. Motion carried.
Approve Minutes: Meeting minutes from the March 1, 2022 Work Session and March 17, 2022 regular meeting were reviewed. Brian moved the minutes from the March 1, 2022 Work Session be approved as presented. Buell seconded the motion. Motion carried. Mandy moved the minutes from the March 17, 2022 regular meeting be approved as presented. Buell seconded the motion. Motion carried.
Grant Requests:
Huckleberry Mountain Invitational Dog Trials – Cassi Johnson
Huckleberry Mountain Invitational Dog Trials is requesting $5,000 to help pay operational costs such as supplies, advertising, paying for judges, growing the video position so that they can get it streamed on the cowboy channel app. This is the second annual event and will be held on June 18th & 19th. Cassi indicated they are limiting entries to 45 and have more sponsors this year. This is the second highest paying, stand alone, dog trial in the US. Live streaming is still an issue with internet limitations but they are trying to get the event live steamed on the cowboy channel. She is trying to get a group to come in and run concessions. Buell indicated he might be able to help her with concessions. Bryan Tweit shared this is a unique event in a rural county that will be nationally known. Mandy suggested getting more advertising out to spectators to increase overnight stays. Brian moved to award the grant request in the amount of $5,000. Shane seconded the motion. Motion carried.
Brownlee Crappie Shootout 7 – Jared Rivea
The Brownlee Crappie Shootout 7 is requesting $440 to purchase the first place prizes (male & female) for the event. This is the seventh annual event and will be held on May 21st at Hewitt/Holcomb Park. Net proceeds from the event will be donated to CASA of Eastern Oregon. The maximum number of entries will be capped at 70 this year, he has 43 entries already. Last year participants brought family and stayed an average of 2.5 nights. Jared said participants might stay longer due to higher gas prices. Buell moved to award the grant request in the amount of $440. Brian seconded the motion. Motion carried. Bill Harvey asked Jared to include pictures in his presentation of the event.
First Friday – Ginger Savage
Crossroads Art Center is requesting $2,800 to collaborate, along with four business partners, in the purchase of an advertising package. First Friday event takes place on the first Friday of every month. Braden Way from Elkhorn Media was present to answer questions and he played the recorded radio ad. This ad campaign will run through November and will be aired on three radio stations and Facebook. Bryan Tweit suggested a year round ad campaign incorporating events with First Friday advertising. Brian Vegter suggested seeking additional funds from the Cultural Coalition. Brian moved to award the grant request in the amount of $2,800. Mandy seconded the motion. Motion carried.
Grant Presentation:
Baker County Tournaments – Kathy Taylor & Jerry Peacock
Kathy thanked the Committee for their support of the tournaments. She reported that a welcome dinner was added this year for players, coaches and support staff, serving over 300 meals. Eastern Oregon Livestock Association provided the meat and donations were given to FFA students for serving. Attendance for the three-day District tournament was 2,100 and the four-day State tournament had 10,493 attendees. Kathy’s report included demographics. They heard from participants that motels were in better shape than last year and guests felt more welcomed. A new four-year contract is in process, which will keep the tournament in Baker City through March 2026. There is talk with OSAA for Baker City to host a Volleyball Tournament. BHS girls & boys’ basketball teams and FFA students were given money for their State competition in recognition of their support and cooperation with the tournaments.
Visitor Services Update – Shelly Cutler
Shelly provided the Committee with her March report indicating the Center saw 58 travelers passing through, 22 travelers seeking lodging, 39 travelers requesting County information, and 45 requesting City information. The Center also mailed 19 Visitor Packets, no Relocation Packets and received 51 visitor phone calls. Shelly also provided demographics of travelers.
Shelly indicated that she will know for sure by December if the same company will be hosting the Hells Canyon Motorcycle Rally in 2023. If this company is not able to host the event, the Chamber will offer to help organize an event. Shelly impressed upon the company their willingness to help in any way to bring the event back.
Quarterly Budgetary Spending & Performance Goals Update
Ability to Accomplish Responsibilities
Brian stated it would be helpful if Shelly had the log in information to the Travel Baker County website. It is important that Shelly be able to access the website and update the calendar. There was some discussion about Chamber member events on the Visit Baker County calendar. Shelly clarified the chamber business information is listed on a side bar to the event calendar. Shelly said she is happy to put the same events on both the Travel Baker County calendar and the Visit Baker County calendar. Brian stated Shelly’s reporting has been great. Mandy shared a guest’s comment that mid-day during the week the Chamber was closed. Shelly responded that it might have been during her half-hour lunch break. Effective May 5th she has hired Janet Dodson for her part-time Visitor Center positon. Another part time summer position may be filled by a high school student. Shelly is working with Toni Zikmund to get a leadership student.
Goal Achievements
Shelly reported her performance goals are on track with the hiring and training of Janet Dodson. One goal mentioned in BCU’s proposal was more signage on the building. The Chamber applied for an EOVA grant for signage at the Center but were unsuccessful. As a result, the Chamber will pay for the sign on the South side of the building facing Campbell Street and have it installed probably by late spring.
Goals listed in the proposal were reporting, service hours, visitor packets, calendar, maintenance piece, mostly focused on the Visitor Center, and quarterly budget. Brian asked how Shelly’s experience was in working with Susan Crow on the EOVA guide and if she is working with Karrine on the County guide. Shelly said it went well with them and with the Snow West publication. Tyler agreed it was helpful for Shelly to have a part in creating those publications, as she is the one that hands the information to visitors and gets direct feedback. While working with the publications Shelly suggested including information in the guides that is often requested from visitors i.e. Chinese cemetery, history in architecture and the walking tour guide. Bill asked Shelly about museum inquiries. Now that they are open, she is able to send visitors seeking information on the Oregon Trail to the Heritage Museum. She asked Lynn, Director of the Heritage Museum, and Larissa, from BLM, if they could design a rack card that explains the partnership. There was a discussion relating to signage on the closure of the Interpretive Center. Tyler pointed out there is a Marketing budget line item for advertising the co-location. Shelly will reach out to them and coordinate with them in advertising/signage.
Budget Analysis
Tyler had Shelly walk the Committee through her Quarterly Profit & Loss Budget Overview Report. The Committee agreed the budget analysis was very good, A+.
Suggested Areas of Improvement
Shane suggested she keep moving forward on streamlining the website, which will be much easier when Shelly has access to the website.
Tyler suggested more marketing specifically for Visitors Center, to get people through the door at the Center. Shelly agreed and stated that Janet will be an asset in that area. In addition, Shelly has purchased ads specifically for the Visitors Center, the website will have a tab for the Visitors Center and she is working on a rack card for the Center.
Shane asked about updating the Visitors Center address with Garmin or Google. Brian indicated it only takes a phone call to Google to get that updated. Shelly believes the problems lies with the Center’s address being on Campbell Street but access is only through Sunridge Lane. She will work to get that corrected.
Brian asked for better involvement with EOVA and that Shelly attend meetings. Shelly shared that all other Marketing Directors are also Visitor Center Directors and because that is not the case in Baker County, she has not been a seat at that table and left that to the Marketing Director. She stated she would be happy to do that if that is what the Committee wants.
Additional Comments
Tyler said he feels Shelly is doing a very good job. He encouraged other Committee members to stop and visit the Center.
Bill Harvey brought up the problem of Baker City not having public restrooms and would like to entertain the thought of installing porta potties in the parking lot of the Visitors Center through the summer months. Tyler cautioned the Committee due to vandalism in that area.
There was a discussion about the restaurant near the Visitor Center, which is not open for regular dining, but there are no signs.
EDC Update: Bryan Tweit
Bryan reported there are over 200 job openings in Baker County. There are currently three housing projects in progress. The job fair received amazing support. Ninety business owners and educators attended. High school juniors will be mandated to attend next year. The general public session was not well attended with only 25 attendees. High school students filled ninety-nine percent of the jobs that were filled.
Bryan also reported that Baker High School’s FBLA organization had the most state champions at this years’ competition.
Hells Canyon Update: Becky Kaaen
Becky shared copies of the Hells Canyon Journal with the Committee headlining the twin State wrestling champions and Pine Valley’s Quilt Block Trail. The Quilt Block Trail will start displaying the middle of May. Becky will share a brochure at our May meeting. Becky spent some time at the Visitors Center and heard how much visitors enjoy the picnic tables that are near the charging station. Eagle Valley is hosting “Hells Canyon Menu”. This publication will list lodging, fuel and dining options in the Hells Canyon area. Becky will share a copy of that with the Committee at the May meeting. Becky also played a radio ad for the Chautauqua music festival, which will begin airing the end of April.
Tourism Marketing
Request for Proposal Update
Commissioner Bill Harvey reported the Board of Commissioners approved the Baker County Tourism and Marketing Services Request for Proposal. He has recommended the salary range be $60-$65,000 and to hold back the Recruitment Incentive unless needed. He pointed out providing office space is a $12,000 benefit to the successful proposer. Shelly Christensen will have the Request for Proposal and supporting documents posted to the County’s website, place the announcement in the Baker City Herald and share the documents with Shelly Cutler and Bryan Tweit for posting to their websites.
Financial Reports: Shelly Christensen
Shelly reported not much change to the financial reports. First quarter 2022 reports are due April 30th. More complete numbers will be reported at the May meeting.
Citizen Participation
Matthew Koppenhaver shared they saw no big bump in visitors for Spring break and the week following was a little better. The station is seeing a slow rise in customer count. This is due to a combination of rising fuel prices and weather. There was some discussion about interstate closures and truck drivers who are not experienced in winter weather driving.
Strategic Planning Update – None
Staff Comments: None
Bill Harvey update the Committee on the improvements at Hewitt Holcomb parks. RV spaces have been widened to 20’ with 50, 30 and 20 amp hookups. They have been awarded $47,000 for the installation of a vault toilet at Hewitt Park for winter months. He reminded the Committee that the Parks do not receive funding from the County. They are working with Idaho Power to partner with some improvements.
Committee Comments:
Tyler recently traveled to Mexico and shared gas prices were less in Mexico than in the US with San Diego at $7.52 per gallon. In his travels to Central Oregon, the buzz is still Baker City.
Buell shared tournament expenses; fuel, food and lodging costs were double what they were last year. Buell spoke to the Coca Cola driver about deliver costs being is so high, there is no profit to be made in concessions. The School District is seeing two to three kids moving into the District every couple of weeks. Shane agreed and shared he has had families who have just moved to the community come into the store.
Mandy shared house seekers are staying at the hotel. Tyler agreed, in his visit to Bend making deliveries he saw people searching the internet for real estate in Baker County.
Brian reported that all ads have been sold in the EOVA Guide and it goes to print tomorrow. Shane added the 90% co-op ads were a huge benefit to businesses. Brian shared his progress in working on the ad for 1859 magazine.
Next Meeting:
May 19, 2022 @ 9:00
Meeting adjourned at 11:30
Respectfully Submitted: Shelly Christensen