Transient Lodging Tax Committee Minutes
June 16, 2022
Baker County Courthouse – Commission Chambers
Tyler called the meeting to order at 9:00 am.
Members Present: Tyler Brown, Tori Thatcher, Mandy Clark, Buell Gonzales, Shane Alderson, and Brian Vegter
Guests Present: Shelly Cutler, Matthew Koppenhaver, Becky Kaaen, Bryan Tweit, Mike Raney, Jeff Higgins, Kay Grace, Keeley Walker, Jessica Hobson, Garla Rowe, Bill Harvey, and Shelly Christensen
Approve Agenda: Changes to the agenda include removing Ison House Concerts from Grant Requests and moving the Grant Presentation for Huntington Lions Catfish Derby before Grant Requests. Mandy moved to approve the agenda with changes. Brian seconded the motion. Motion carried.
Approve Minutes: Meeting minutes from May 19th and May 31st were reviewed. Brian moved to approve the minutes as presented. Tori seconded the motion. Motion carried.
Grant Presentation:
Huntington Lions Catfish Derby – Mike Raney
Mike thanked the Committee for the grant funds and reported the Brownlee Reservoir was full this year. The derby had over 200 participants. The event brought in $12,424 with a $6,990 net profit that was donated to the Lions Club. There are plans to hold the event again next year. The derby’s big money maker is selling ads in a brochure that is handed out during the derby. This year they published 3,400 brochures and starting distributing them the first of May.
Grant Requests:
Friends of Haines –Garla Rowe
Friends of Haines is requesting $3,000 to purchase fireworks, pay for insurance and provide porta potties for the attendees to use. The organization has been unable to hold fundraiser for the past two years due to COVID, but still did the displays. Garla indicated the cost of fireworks has increased $2,000 this year for the same amount of mortars. Garla stated the fireworks display is a benefit to the area because it keeps rodeo attenders in town longer. There was discussion regarding the balance available in the Grant funding budget line. Shelly spoke with Christena Cook, Baker County Finance Director, and she advised that due to the balance of unencumbered funds in the total budget for the current fiscal year not to transfer funds from other budget lines to the Grant funding line but instead to show over expended in the Grant funding line. Tyler asked if there were any issues with the approval of the marketing budget for fiscal year 2022-23. Commissioner Harvey indicated there were no issues in approving the budget and encouraged the Committee to allocate even more funding than was approved to Grants in the coming fiscal year. Brian moved to grant the $3,000 request. Mandy seconded the motion. Motion carried.
East-West Shrine All Star Football Game – Jeff Higgins
The Baker County Shrine Club is requesting $7,500 to promote Baker County thru the events and livestreaming the game. This years’ event will be three days Thursday, Friday and Saturday. They are planning a Friday night dinner for players, parents, coaches and princesses. Livestreaming will be done again this year. The cost has increased $10,000, local fraternities have pledged $8,000 toward that expense and the proceeds from the steer auction will also be used toward this expense. The content will be available to view, download and access for the entire season and then archived. Additional advertising will be done to increase attendance to the tailgater party in the park before the parade. Tori moved to grant the $7,500 request. Buell seconded the motion. Motion carried.
Hells Canyon Jr. Rodeo – Kate Grace & Keeley Walker
The Hells Canyon Jr. Rodeo is requesting $5,000 to kick-start the rodeo for future years. Kate pointed out an error in the grant application budget. There is no entry in the budget for the payout expense, which is 75% of the anticipated $7,000 leaving only 25% as profit. The first Hells Canyon Jr. Rodeo was started in 1957. They had over 300 contestants at the peak of the rodeo. Keeley Walker, Senior Rodeo Queen, shared her view of the importance of the rodeo for youth. Kate Grace read a letter of support from Makena Thomas who is the Junior Rodeo Queen. Shane pointed out the use of grant funds should be for advertising the event. Kate explained the problems they are having with the current sound system and the need to use funds for upgrading. Rodeo results will be entered into Rodeo Ready to alleviate hand tally errors. Survey Monkey will be used to track demographics and results. To date they have received 105 entries. Shane moved to grant the $5,000 request. Mandy seconded the motion. Motion carried.
Visitor Services Update – Shelly Cutler
Shelly provided the Committee with her May report indicating the Center saw 167 travelers passing through, 49 travelers seeking lodging, 123 travelers requesting County information, and 93 requesting City information. The Center mailed 15 Visitor Packets, no Relocation Packets and received 92 visitor phone calls. Shelly also provided demographics of travelers.
May was a busy month for travelers but Shelly doesn’t expect that trend to continue with fuel prices. Shelly provided the Committee with information from Elkhorn Media Group on packets for advertising for the Miners Jubilee. The advertising plans reach from Burns to Tri-Cities and John Day to Joseph. The options were based on how frequently the ad is aired and the difference between Plan 1 and Plan 2 was the web ad. There are only four spots available in the park and 83 vendors registered. She has been working with Jason on the Bronc and Bulls. Posters will be distributed the first week of July along with Jubilee posters and booklets. Tyler recommended the advertising for Jubilee should be expended from an advertising line in the marketing budget rather than grant funding. When asked his opinion Bryan Tweit indicated the return on investment in advertising the event could be phenomenal. Shelly shared the Broncs and Bull event has 2,200 attendees both local and from out of the area. Tori moved to fund the purchase of Elkhorn Media Group’s Plan #1 for a cost of $5,250. Brian seconded the motion. Motion carried.
Shelly indicated the Center is now open seven days a week and there are three employees and one volunteer. The sign facing Campbell Street has arrived and will be installed and the shed has been repaired. Brian thanked Shelly for updating the Travel Baker County calendar. Tyler encouraged Committee members to drop in and visit the Center.
Becky indicated at the next Baker County Chamber Board meeting they will be discussing the security system. Currently there is no security for the building. She expressed her concern for employees who are working there alone. She stated the Chamber might come to the Committee for funding. Shelly indicated the cost estimate from Davis Computers was approximately $2,000.
Shane asked Shelly about the upcoming motorcycle rally. Shameless Tees has began organizing the event for the second weekend of July.
Shelly has been working closely with the Hells Canyon Motorcycle Rally organizers and was able to submit their applications for permits for a 2023 event. This year’s event may see clubs coming to town that have not been here in the past. There may be some issues that we have not seen before. Hells Canyon Motorcycle Rally has donated back to the community in the past events and we would like to safeguard that relationship. The problem with supply chain issues made HCMR unable to hold the event in 2022. Shelly indicated the road from Halfway to Joseph is not yet cleared of debris and is only passable to local traffic. Chip sealing is being done on Highway 86 and construction on the Hells Canyon Dam, which makes motorcyle travel treacherous. Shelly indicated the new event has applied for downtown road closures of Main Street between Church and Valley, which can have a huge financial impact to Main Street businesses. ODOT has agreed to move construction work during downtown events. Committee members, who are Main Street business owners, shared the impact on their businesses when Main Street is closed.
EDC Update: Bryan Tweit
Two new businesses will be opening, one is a women’s’ clothing store on Main Street and the other is a flower shop in the old Sweet Wife Bakery location. Bryan attended a meeting with several agencies to discuss efforts to increase workforce housing, this takes time. There are 218 open jobs in Baker County.
EDC is currently working through details of the new events center. This Center will hold summer sporting events. The revenue for this project comes from lodging tax revenue allocated to economic development, not from local taxpayer money.
Bryan encouraged everyone to attend the Huckleberry Mountain Dog Trials this weekend. He has been helping the Ison House with concert promotions because they lost funding pledged for a local insurance company that that is no longer open. These concerts are valuable in bringing people downtown.
Hells Canyon Update: Becky Kaaen
Becky provided the Committee with two issues of the Hells Canyon Journal, which reported on the Halfway Car and Quilt show over Memorial weekend, which was a success and had no rain. Eagle Valley Days is this weekend; this is a two-day event. Becky also thanked the Committee for their support of the Hells Canyon Jr. Rodeo. She reminded the Committee of the benefit that Baker City receives in lodgers when events are held in Hells Canyon and the importance working together as a County.
Becky also cautioned Committee members not to encourage motorcyclist and cyclists to travel the Richland highway.
Brian asked if Becky had heard results from the Chautauqua Music Festival event. Becky reported the event was very successful and thought Sara would be reporting on the event within the next couple of months. Results from Survey Monkey will be shared.
Shane expressed his excitement in what this Committee us doing to help new events in the smaller areas of Baker County.
Tourism Marketing
Shelly indicated there is no need to vote on a reallocation of funds for this fiscal year. Commissioner Harvey recommended the Committee allocate additional funds to Grants for the new fiscal year. Next month the Committee can look at the budget and decide where additional funds can be allocated to move to Grant funding. Tyler also suggested moving funds from the contingency balance to Grant funding. Shelly Christensen provided copies of invoices that were recently paid through the marketing budget and a signed copy of the Professional Services Agreement with Jessica Hobson. Tyler welcomed Jessica Hobson as the Tourism and Marketing Director. Jessica introduced herself and provided a little background information. Her contract begins July 1st. Shelly Cutler shared that Jessica came out to the Visitors Center and they are excited to have her at the Center.
Financial Reports: Shelly Christensen
Shelly Christensen pointed out the miscoding of an invoice that will be corrected. The over expended amount in the Event Grant line will be approximately $7,900. Tyler asked what the fiscal year ending fund balance will be. The year to date revenue and expenditure report shows an unencumbered balance of $90,000.
Citizen Participation
Matthew Koppenhaver reported things are steady during the day and quiet at night. High fuel prices are making it difficult for travelers. Bryan Tweit reported on water levels and snow pack.
Staff Comments: None
Committee Comments:
Shane stated he is surprised at the number of travelers in spite of the high fuel prices. He is seeing people that have been diverted from Yellowstone. He is receiving calls for hiking trips but is postponing them to August-October.
Brian reported a quiet June with private events and the bike race. July will bring shows and concerts back. He is working with EOVA on a cyclist guide to gravel roads in Eastern Oregon. EOVA is also working on an outdoor recreation map, which will be a partnership of adjoining counties and will be applying for Travel Oregon grant funding for the project.
Shelly Cutler requested marketing material from Travel Oregon for people flying in to Boise and traveling through to the World Games in Eugene. The information highlights cycling in Baker County. She will let the Committee members know when that information is received.
Tori reported Airbnb’s are busy especially in the Sumpter area.
Tyler shared the tap room is doing live music again a couple times a month. Shelly asked for a schedule so she can put it on the calendar. Business has been good and sporadic Tuesdays can now be busier than Fridays.
Committee members shared staffing and supply chain problems locally and in other areas.
Mandy reported the Geiser is doing guided tours again on Friday, Saturday and Sunday at 2:30. She also reported they are seeing sporadic travelers and are staying busy.
Buell shared he will be preparing breakfast and lunch at the Huckleberry Mountain Dog Trials as a fundraiser. Teams will also be manning stations at the bike races. The Sports Complex has been busy with little league and middle school baseball. A basketball tournament was cancelled in Boise and moved to Baker. There will be a grass volleyball tournament at the Sports Complex on July 9th, which is sponsored by Saint Alphonsus.
Tyler pointed out that as of August 1st there are two open positions on the Transient Lodging Tax Committee. He recommends the positions be filled by lodging partners and asked the Committee to seek applicants.
Next Meeting:
July 21, 2022 @ 9:00
Meeting adjourned at 11:05
Respectfully Submitted: Shelly Christensen