Transient Lodging Tax Committee Work Session Minutes
May 10, 2023
Baker County Courthouse – Commission Chambers
TLTC work session began at 9:00 am.
Members Present: Tyler Brown, Mandy Clark, Alysia Bowers, Brian Vegter, Beverly Calder and Sheryl Brandt
Staff Present: Jessica Hobson, Shelly Christensen and Shane Alderson
Public Present: Matthew Koppenhaver
Tyler directed the Committee this meeting is a work session and no motions will be made.
Grant Request Planning
Tyler shared his concern of the trend, since the pandemic, of grant requestors making a standard request of $5,000. He suggested coming up with a way to measure an event’s success. Shane asked if there has ever been a process to verify the “heads in beds” results of an event. Beverly suggested creating a scorecard, based on criteria for funding, to analyze an event. Brian recommended asking event organizers to provide the information needed for the scorecard and sustainability of the event should be part of the scoring. Jessica pointed out sustainability is mentioned in the grant application and suggested before the Committee grants funds to research how many years the event has asked for TLT funding. She also recommended reducing the grant limit to $3,000. Shane reminded the Committee of the guidelines to reduce grant funding awarded for an event each subsequent year. Brian pointed out some events require funding each year to cover prizes and asked if this could be funded from the Marketing Budget rather than Event Grant Funding. Mandy suggested event organizers initially contact Jessica for assistance in marketing and possibly alleviate the need for grant funding. Brian shared event organizers are being educated to reach out to Jessica to market their music events. Jessica shared that even though the current grant application criteria indicates, “applicant must contact Baker County Marketing Director...” she is rarely contacted before the Committee reviews the grant application. It was suggested to change the grant application form to have grant applications submitted to Jessica rather than Baker County Admin. This process would enable Jessica to eliminate some event marketing requests to the Committee for grant funding. Mandy suggested when funds are awarded, the Committee advise the requestor that grant funding will be reduced each year. Beverly suggested changing the term grant to marketing support program and offer training to event organizers. Brian agreed if organizers contact Jessica before making a grant request the requested amount would be less with her marketing assistance. If marketing support applications come to Shelly, she will forward them to Jessica and advise applicant to contact Jessica. The request will not be listed on the next meeting’s agenda if they do not contact Jessica. Jessica questioned her authority to screen applicants; Beverly assured her that the Committee would make the final decision. Beverly suggested forming an advisory panel to help Jessica with the screening process. Tyler pointed out the Committee spends too much time on grant funding decisions which leaves no time to address other important Committee responsibilities. Tyler asked Matthew to share research he did on how other counties manage their lodging tax grants. Jessica agreed to create a grant request training video. Beverly suggested sending a list of events funded by TLT dollars to lodging establishments and ask them which events impacted their business and if there were other events not listed that impacted their business. Sheryl shared her appreciation of Devon who developed a rack card that she can distribute to her guests. Tyler suggested QR code stickers on every business window directing visitors to Travel Baker County’s website/calendar of events. The Committee agreed the following would be voted on at the next regular meeting; to approve changes to the grant application and appoint Brian and Mandy to an advisory panel to review funding requests prior to presentation.
Heritage Grant Guidelines/Application
Tyler asked the Committee if a budget line could be created in the event name rather than group them together as a heritage event. There was discussion around the need of an application process. Jessica suggested an application process and the Committee would still vote on the request, but no need for the event organizers to be present. Tyler pointed out that the Commissioners would need to approve any payment over $5,000. Shane suggested Jessica go to the Commissioners once for all events budgeted over $5,000. Beverly suggested Jessica ask Kim Mosier, Baker County Counsel for direction. Jessica suggested having the heritage event recipient attend the meeting with the Commissioners. Mandy suggested the recipients complete their application before the budget is established so the correct amount could be budgeted in that line. Tyler stressed these events known as Heritage are events the TLTC recognizes as events that don’t need to be marketed but need funding to continue and make a huge impact on lodging in Baker City/County. Jessica asked for clarification of the process of distributing funds to the event. The Committee agreed that a one-page simplified application/invoice indicating the funding request for the upcoming budget year and then a presentation after the event would be sufficient. Criteria for an event to be eligible as a budget line could be a multi-day event, proven record of filling lodging establishment or capacity criteria, non-profit, over 25 years and a % of lodging capacity and/or be recognized as one of the top five events, determined by a survey of lodging establishments in Baker County. If an event meets these criteria, the event organizer can apply to be a budget line item. Tyler suggested asking applicants to the Tourism Marketing Support Program their long-term goal of the event. There was discussion around the title of a Heritage event; it was suggested to change that term to Blockbuster event. Sheryl and Beverly agreed applicants should provide a three-year strategic plan of the event. Tyler shared the Miner’s Jubilee was originally a fundraiser for the Chamber of Commerce. Shelly volunteered to draft a letter to lodging establishments along with a listing of events supported by TLTC grant funding with blank spots to add events not listed.
Bylaws
Tyler asked Committee members to take the draft working copy of the bylaws and review them as homework. Once the Committee agrees on the bylaws they will go to County Counsel for review and then to Commissioners for approval.
Strategic Plan Review
Tyler stated the Strategic Plan was really well done, is still relevant, and hits on good topics. Jessica recommended replacing names with titles. Tyler asked if the Committee felt there is a need for a new strategic plan. The consensus was to use the existing plan as a working document. Beverly suggested the Committee to review the plan and document changes they feel need to be made. Jessica feels the collaboration is good between the Visitors Center and TLTC Marketing Director. Tyler agreed. Wayfinding signage was discussed. Shane asked the Committee if they felt the breakdown of distribution of TLT revenue needs to be revisited. Tyler referred Shane to the ORS that regulates how funds can be used.
Beverly shared with the Committee discussions from Tuesday’s City Council Meeting including the City may entertain putting an overlay on City Lodging. She asked if the TLTC would like to have a discussion, at a future meeting, and send a recommendation to the City Council. Brian shared his concern, as a lodging establishment, the additional burden to report lodging revenue to the City and non-residents funding City operations. If the City implements a lodging tax, the same revenue distribution rules would apply. Beverly also shared there is still discussion of the City taking over collection of County lodging tax. Tyler suggested the Committee review Dean Runyon reports on the growth of the tourism industry in Oregon. Sheryl shared information on the closure of ATV trails in other areas of Oregon and how that will increase the number of ATV riders in our area.
Beverly updated the Committee on the progress of Baker City’s 150th anniversary planning and the winning poster, submitted by a fourth grader, of the “If I Were Mayor” contest.
Tyler reminded the Committee of their homework, to review the draft Bylaws and Strategic Plan and make notes of suggested changes.
Tyler and Beverly volunteered to draft a Blockbuster Event application and criteria.
Note:
Items to be voted on at the next regular meeting include:
Changes to Tourism Marketing Support Program application
Appoint Brian Vegter and Mandy Clark to an Advisory Panel
Work Session adjourned at 11:47 am
Respectfully Submitted: Shelly Christensen