Transient Lodging Tax Committee Minutes
October 21, 2021
Baker County Courthouse – Commission Chambers
Tyler called the meeting to order at 9:02.
Members Present: Tyler Brown, Mandy Clark, Shane Alderson, and Brian Vegter
Guests Present: Becky Kaaen, Bryan Tweit, Shelly Cutler, Matthew Koppenhaver, Bill Harvey and Shelly Christensen
Approve Minutes:
Meeting minutes from September 16, 2021 and October 17, 2021 were reviewed. Brian moved that the minutes be approved as presented. Mandy seconded the motion. Motion carried.
Approve Agenda: Brian moved to approve the agenda. Mandy seconded the motion. Motion carried.
Funding Request from Baker City Downtown: Tyler Brown
Tyler indicated he met with Kim Mosier, Baker County Counsel, and she explained how the request did not fit our program. Reserve funds are not excess funds, they are unbudgeted and can be used for expenses that were unforeseen at budget time or to help pay expenses if there is a shortfall in revenue. These funds are not something that can be given away. If we have a change to our budget for more than 15%, we would have to go through the budget process again. Tyler said he suggested BCD apply through the grant program for events.
Visitor Services RFP Results:
Bill Harvey indicated that the Commissioners voted to award the Visitor Services contract to the remaining contractor, Baker County Unlimited. He asked the TLTC members to review the Visitor Services RFP and BCU’s proposal for deliverables that they would like to see in the contract. He indicated there is no hurry to get this done as there is a temporary contract in place for services. He suggested Shelly Christensen email each member the RFP, BCU’s proposals and the draft contract, then go over the suggestions at the next regular meeting. Once the Committee has had time to list their deliverables Shelly Cutler requested having a special meeting/work session so Chamber board members can attend. Brian suggested deliverables be open ended to accommodate for ever-changing technology. Tyler indicated County Counsel advised the Committee to review scope and price to make sure it fits into the budget and negotiate in the best interest of the County. Bill indicated the Committee has the option to accept the proposal and deliverables or the Committee can modify deliverables and make a recommendation to the Commissioners. Negotiations would be with the Commissioners and the contractor but suggestions from the Committee would be welcomed.
Brian Vegter shared his review and suggestions of the proposals general requirements. Bullet #4; Provide clear and visible signage to direct visitors to the center. He recommended including update GPS information with every ap. Bullet #9; Maintain a centralized events calendar, not to be duplicated by other City or County entities, as a one-stop point of information for all local events. He recommended the Visitor Center input event information for the event organizer. Bullet #12; Manage a solitary, robust and innovative web site that combines both the aspects of the visitor’s center and Travel Baker County. His recommendation was that the site be optimized for all mobile and desktop platforms. Bill Harvey asked Shelly Cutler not to respond to suggestions at this meeting but to write her and the Chamber Boards thoughts down on paper to share at the next meeting. Bullet #15; Maintain a comprehensive social medial presence for Baker County Visitor Center. His recommendation was, if there are specific social media aps that the County sees as the ones that are most widely used by our visitors that the focus would be on those, with flexibility to change. Brian explained the difference between the website and social media platforms. Website is an active site and a social media site is passive. Tyler reiterated the importance of the Visitor Center being on social media. Visitor Services reporting requirements should be listed and detail what the Committee would like to see. Budget information would be great to have as part of the quarterly reports.
Shane shared that he would like to see financials on a quarterly basis and social media hits.
Mandy suggested in the future, having an on-line kiosk system possibly downtown and other places around the County. Bill indicated this would be a capital improvement, which would be at the expense of the County, not the contractor. Brian suggested having them located at County library locations. Tyler said this would be part of the Strategic Plan wayfinding. Bill indicated this would be something that could be budgeted for next year.
Brian indicated the website currently allows Chamber members to have their business listed as the business sees fit. He would like the Visitor Center website be flexible in a comprehensive search to include all categories the business provides. Bill agreed with this but stressed it would be the businesses’ responsibility to provide all the categories that they would like to be searchable on the website. Shelly Cutler asked for clarification on using existing website or creating a new website. The Committee suggested using the existing website.
Visitor Services Update
Shelly stated she had no numbers to report for September, as BCU was not under contract. The Commissioners notified her two weeks ago to continue with the services under the prior contract and MOU. The Center is addressing the items in their proposal. Hours of operation are currently 8:30 – 4:30 Monday – Friday, which is consistent with the existing Professional Services Agreement and MOU. She has asked other Centers in Eastern Oregon about their hours of operation and found they are open Monday through Friday. She suggested that the Committee follow up with other Centers about opening on weekends. Shelly shared the Center is still seeing lots of folks and they are busy. Visitors want to see fall colors and to travel the by-ways. The charging station is non-stop. There is talk that the Tesla charging station will be opened to other electric vehicles. OTEC offers a charging station for non-Tesla vehicles. Phone calls into the Center have changed to travel plans for next year, COVID mandates, motorcycle rally and Jubilee. Shelly asked the Committee to let her know if there are other things they would like her to include in her report. Bill Harvey asked where to find information on scenic by-way closures. Trip Check does not show the status of these roads. There was discussion about signage for the seasonal road closures.
EDC Update: Bryan Tweit
Bryan suggested contacting ODOT to update Trip Check with Highway 39 status. Bryan shared information about website and SEO structure. This can take a lot of time and energy to keep it up to date. The BLM & Heritage Museum contract has been approved. They are working on signage changes for 2 ½ - 4 years. It is more feasible to cover up or take down signs on the freeway than to add new signs. There is a possibility of putting up new signs on private property. He will work with Shelly Cutler on how to promote and get the information out as soon as possible. The grand opening is planned for March 31st. Bryan shared information on workforce housing. He reported there are 50 people in Baker County on continuous unemployment benefits. The 10th Street project is moving forward, he is super excited about the project. This will increase traffic and value to businesses in those areas. Baker County’s workforce does not exist; there are currently 101 job postings. Rent in Baker County over the past two years has increased 25%. Many houses are being used as vacation rentals. There are areas that limit the number of vacation rentals. Workforce housing was discussed. There was also discussion about the change in management of three large lodging establishments in town.
Hells Canyon Update – Becky Kaaen
Becky provided the Committee with a copy of the rodeo program. The Baker County rodeo had a record attendance and sold out the first night. Food and beverages were available on site. The number of animals entered in the fair was down which can be attributed to COVID. The new exhibit hall was wonderful. The weather was gorgeous. Next month there will be grant presentations on advertising and historical billboards. Becky expressed her disagreement with freeway signage that the Hells Canyon Scenic Byway is closed. Business in Halfway are open all year and they would lobby against that signage. Bill Harvey expressed his concern for the safety of travelers and search and rescue crews. She suggested addressing it in a different way. Overnight stays have been wonderful. Oxbow does have a generic electric car charger provided by Idaho Power but it is very slow. Halfway is planning a car show and flea market on May 15th. There will be a two-day music festival in Richland the following weekend, possibly the Nitty Gritty Dirt Band. Bill recommended the event organizers get their information to the Visitor Center.
Financial Reports: Shelly Christensen
Shelly reported she is currently receiving third quarter reports.
Citizen Participation – None
Becky Kaaen commented that a master calendar of events has been an issue in every community she has been. It would be beneficial to everyone if this could be addressed. Shelly Cutler shared that Timothy Bishop brought her his supply of materials. She will share this with whomever needs it.
Marketing Director RFP – Changes?
Bill Harvey asked that the Committee members review the prior RFP and Timothy’s proposal that Shelly Christensen will email and write down changes to the position, activities and deliverables. The Marketing Director’s phone will be forwarded to the County. Bill would like the Committee to discuss what they would like to do in the interim. He suggested a small timeframe contract with Bryan Tweit/Launchpad. Brian Vegter indicated he has attended six Zoom meetings as the EOVA representative. He asked what his position allows. Bill advised him to bring advertising requests to the TLTC. Shelly Christensen directed the members to the 2021-22 approved marketing budget in their binders. She will email this information and the draft budget to Committee members.
Shelly Cutler brought up the Baker County Travel Guide. The Baker City Herald has printed this guide in the past. The Committee needs to decide who the contractor will be, if they will go with the Baker City Herald or choose another provider. This will be added to the November agenda.
Strategic Planning Update – None
Ordinance Review of Section 22 and Section 24(g)
Moved to the November meeting.
Staff Comments: None
Committee Comments:
Shane reported elk season is keeping him busy at Baboon Creek Outfitters with the sale of Coleman propane cylinders. He is waiting on an inspection from DEQ to have the barbeque. Tyler asked how people are finding his store, he indicated through Google search.
Brian shared they are busy with the studio tours and the number of visitors is up from last year.
Mandy shared the Geiser has a big weekend coming up with the Witches Weekend. The Witches offer several activities to the public.
Tyler indicated the Downtown Trick or Treating is scheduled for this Saturday, October 30th. Bill stated that with COVID cases coming down, holding the event will not be an issue. Taste of Baker cancelled this year but will hopefully be back next year.
Becky wants to propose Hells Canyon work with the Taste of Baker where they hold a similar event the following weekend. Tyler indicated in the past, other food vendors outside of downtown were invited to participate. This years’ event was cancelled due to lack of staffing and COVID cases. Becky will approach restaurants in Hells Canyon to participate next year.
Brian shared in the past Taste of Baker has been held in conjunction with artist studio tours. The two day event was held this year with artists from out of town; Tri Cities, Walla Walla, La Grande, and Prairie City Numbers were down from previous years but those who attended stayed longer and spent more time in the area.
Next Meeting:
November 18, 2021 @ 9:00
Meeting adjourned at 11:03
Respectfully Submitted:
Shelly Christensen