Transient Lodging Tax Committee Minutes
August 15, 2024
Baker County Commission Chambers
Tyler called the meeting to order at 9:00 am.
Members Present: Tyler Brown, Matthew Koppenhaver, Chelsea Blatchford, and Randy Daughtery
Guests Present: Jessica Hobson, Mandy Clark, Bryan Tweit, Linda Wise, Sherry Brandt, Ariel Reker, Dave Hunsaker, Ellen Stevenson, Christopher Hobson, Dylan Smith, Lynn Weems, Ginger Savage, and Shelly Christensen
Approve Agenda: Randy moved to approve the agenda. Matthew seconded the motion. Motion carried.
Approve Minutes: Meeting minutes from Work Session on July 16th and Regular meeting on July 18th were reviewed. Randy moved to approve the minutes. Matthew seconded the motion. Motion carried.
Grant Requests
Baker County Fair & Rodeo – (request made 6/20/24)
Jessica indicated no action is needed from the Committee for this request. Marketing request was fulfilled through the marketing budget.
Tourism Marketing Update – Jessica Hobson
Jessica provided the Committee with her August report, which included advertisements, meetings & information, and social media & events. She also provided an overview and timeline of her Agri-tourism project. Chelsea asked for distribution information regarding the USA Today Travel Magazine. Jessica offered to email her that information.
Visitor Services Update – Christopher Hobson
Christopher reviewed a line-item budget report that he provided to the Committee. Randy asked to see the fiscal year end June 30, 2024 for the entire Chamber, not just Visitor Services portion. Tyler recommended Christopher provide a Quickbooks profit & loss report. Christopher reported the Chamber currently has approximately 200-250 members. As of July 1, Christopher is going to change the format of Visitor Services monthly report. Christopher explained to the Committee each Visitor Center staff members’ responsibility.
Community Partners Update
Crossroads Towards Home – Ginger Savage
Ginger thanked the Committee and provided the final Towards Home report. She supplied a full DDRC Marketing report. She invited the Committee to a presentation by Randy Cohen September 16th @ 1 pm and a debriefing of the Smith Show from DDRC at 2 pm. The show sold 22 paintings. As part of the show, they hosted artists for “Brush Strokes and Byways” where artists painted scenes of Baker County. They plan to make this an annual event. Ginger listed other upcoming events organized by Crossroads.
Baker City Downtown – Ariel Reker
Ariel presented her July/August report to the Committee noting Wine Walk dates and results. Taste of Baker will be held Saturday, October 5th. Baker City Downtown was awarded two State Historic Preservation grants.
Baker County Economic Development – Bryan Tweit
Bryan reported that three different entities applied for a DOE grant in Baker County. The school district is partnering with OTEC to build a lineman’s school. Ash Grove is doing a $50 million dollar improvement project. He expressed his excitement in the progress of the Pythian Castle improvements for the Mayor’s Conference in 2025.
Marketing Support Program Changes – Tyler & Jessica
Jessica provided the Committee with a draft copy of the Marketing Support Program Application. She suggested not changing the application process to twice a year yet, but to have applicants follow the new application process for a time before changing to twice a year review and awarding. The new application has a reduced request limit of $2,500. Jessica would have applicants meet with her and then she would consult a sub-committee. Funds would be taken from the Event Grant line in the marketing budget. Funds requested would be invoiced directly to Travel Baker County for payment or the applicant would provide a paid invoice for reimbursement. Tyler asked that the application be added to the next meeting’s agenda giving Committee members a chance to review before approving.
Tourism Related Facility Grant Application
Tyler shared that in a joint meeting with the Baker County Board of Commissioners (BCBC) and TLTC, the application was reviewed, and it was recommended to change the name to Tourism Related Facility Project Application throughout the document. He stated once the application is finalized the Committee will move forward on the requests received. Once the BCBC has approved the application Shelly will email it to those who have requested funds.
Tourism Related Facility Grant Requests
Tabled for application.
Committee Volunteer Applications
As a result of two vacancies on the Committee, Mandy Clark requested to serve another term, and applications were received from Dylan Smith and Ryan Chaves. Through written ballot tallying the Committee chose Mandy Clark and Dylan Smith. Chelsea moved to recommend the Baker County Board of Commissioners appoint Mandy Clark and Dylan Smith. Randy seconded the motion. Motion carried.
Randy moved to provide funding for the Taste of Baker from the budget line established for Visitor Services – Downtown in the amount of $4,999. Jessica questioned why a check would be mailed to Baker City Downtown instead of working with her and utilizing the marketing budget. Tyler responded that funding Taste of Baker is in the scope of what the Downtown RFP accomplishes. Jessica expressed her concern that Ariel has not met with her regarding marketing this event and that she does not feel utilized as the Marketing Director. Tyler responded that these funds would be separate from the marketing budget funding. Chelsea seconded the motion. Matthew cast a no vote. Motion carried. Shelly indicated she will create a payment voucher to be approved by Christena Cook. This motion will reduce the budget amount for the Downtown Marketing Services (City of Baker City) to $75,001.
Financial Reports: Shelly Christensen
Shelly provided the Committee with financial reports for the prior fiscal year and revenue & expenditure report for current fiscal year to date. She reported letters will be mailed to 40 houses that are past due in filing their second quarter reports. Tyler indicated that he was contacted by a lodging partner that was unhappy to receive a certified letter regarding a past due account. Shelly pointed Tyler to the collection process outlined in the ordinance. Revenue & Expenditure reports for fiscal year 2023-24 and 2024-25 were provided. Christena Cook indicated the carryover from fiscal year 23-24 has not yet been rolled over to the beginning fund balance of 24-25.
Citizen Participation: None
Linda Wise asked if she could get a copy of the Tourism Related Facility Project Application and the financial reports. Shelly will provide the application once approved and the financial reports.
Staff Comments: None
Committee Comments:
Chelsea asked about meeting frequency. Tyler requested this topic be added to the next meeting’s agenda.
Matthew explained why he voted to recommend only one applicant for the Committee’s vacancies. He would like to extend the opening to applicants not located within Baker City or Baker Valley and would like to see more representation from other participating cities within the County.
Next Meeting:
October 3, 2024 @ 9:00 am. The Committee agreed to combine their September and October meetings to this date.
Meeting adjourned at 10:01 a.m.
Respectfully Submitted: Shelly Christensen