Convention and Visitor Bureau Board of Directors Agendas

EL RENO CONVENTION AND VISITORS BUREAU BOARD REGULAR MEETING Thursday – January 16, 2025 – 10:00 A.M. CITY OF EL RENO CONFERENCE ROOM 101 N CHOCTAW AVE. – EL RENO, OKLAHOMA The City of El Reno encourages participation from all its citizens. If participation at any public meeting is not possible due to a disability, notification to the City Clerk at (405) 262-4070 at least 48 hours prior to the scheduled meeting is encouraged to make the necessary accommodations. AGENDA A. CALL MEETING TO ORDER B. ROLL CALL C. CONSENT AGENDA: The following items are considered to be routine by the El Reno Convention and Visitors Bureau Board and will be enacted with one motion. Should discussion be desired on any item, that item will be removed from the Consent Agenda and considered separately. 1. Approval of the Minutes of the El Reno Convention and Visitors Bureau Board meeting of Thursday, November 21, 2024. D. DISCUSSION ITEMS 1. Presentation from the El Reno Quarterback Club regarding the City of El Reno Tourism Grant application. 2. Discussion, consideration, action, and/or possible amendments regarding the City of El Reno Tourism Grant application from the El Reno Quarterback Club. 3. Presentation from the Oklahoma Club Calf Association regarding the City of El Reno Tourism Grant application. 4. Discussion, consideration, action, and/or possible amendments regarding the City of El Reno Tourism Grant application from the Oklahoma Club Calf Association. 5. Presentation from the Junior Hereford Association of Oklahoma (JHAO) regarding the City of El Reno Tourism Grant application. 6. Discussion, consideration, action, and/or possible amendments regarding the City of El Reno Tourism Grant application from the Junior Hereford Association of Oklahoma (JHAO). E. REPORTS 1. Social Media Engagement Report- Caitlin Carnott 2. City Manager’s Update, El Reno Insights January 2025 3. Reports from Board Members. 4. Report from Canadian County Expo Center- Mandy Davis F. ADJOURNMENT Filed in the office of the City Clerk and posted at the west entrance of the El Reno Municipal Building, 101 N. Choctaw and online at www.elrenook.gov at 10:00 am on January 14, 2025. Signed: Caitlin Carnott  EL RENO CONVENTION AND VISITORS BUREAU BOARD REGULAR MEETING Thursday – November 21, 2024 – 10:00 A.M. CITY OF EL RENO COUNCIL CHAMBERS 101 N CHOCTAW AVE. – EL RENO, OKLAHOMA The City of El Reno encourages participation from all its citizens. If participation at any public meeting is not possible due to a disability, notification to the City Clerk at (405) 262-4070 at least 48 hours prior to the scheduled meeting is encouraged to make the necessary accommodations. MINUTES A. CALL MEETING TO ORDER The meeting was called to order at 10:00am B. ROLL CALL Present: Vicki Proctor, Brooke Roberston, David Black, Sarah Ward, Mike Freeman, Carlee Jones C. CONSENT AGENDA: The following items are considered to be routine by the El Reno Convention and Visitors Bureau Board and will be enacted with one motion. Should discussion be desired on any item, that item will be removed from the Consent Agenda and considered separately. 1. Approval of the Minutes of the El Reno Convention and Visitors Bureau Board Special meeting of Thursday, September 19, 2024. Brooke Roberston, MOTIONED, SECONDED by Mike Freeman, to approve the September 19, 2024, meeting minutes. Aye: Proctor, Robertson, Black, Ward, Freeman, Jones Motion carried 6-0. D. DISCUSSION ITEMS Discussion, consideration, action, and/or possible amendments regarding meeting dates and times for the 2025 regular meetings of the Convention and Visitors Bureau Board. Brooke Robertson MOVED, SECONDED by Carlee Jones to approve the meeting dates and times for the 2025 regular meetings of the Convention and Visitors Bureau Board with the location changed to the City Hall Conference Room. Aye: Proctor, Robertson, Black, Ward, Freeman, Jones Motion carried 6-0. E. REPORTS 1.Social Media Engagement Reports and Current City Ads- Caitlin Hofen 2. City Manager’s Update, El Reno Insights November 2024 3. Main Street Downtown Christmas Experience, including Holly Jolly Trolley 4. Reports from Board Members. 5. Report from the Film Commission 6. Canadian County Expo Center- Mandy Davis F. ADJOURNMENT The meeting was adjourned at 10:45 am  Office Use Only Received Date____________ Received by___________________ CVB Board Date______________ Amount Awarded (if any) _____________ PO/Payment Entered Date____________________ 1st ½ Payment Submitted_______ Financial Info Received ________2nd ½ Payment Submitted __________ _________________________________________________________________________________________ CITY OF EL RENO TOURISM GRANT APPLICATION Approved by CVB Board on September 19, 2024 Organization Information Name of Applicant Organization/Agency Oklahoma Club Calf Association Year Founded/Established March 1992 Amy Shout 405.269.3140 President/Chairman Daytime Phone Secretary Angela Landwher Daytime Phone 580.366.9260 Treasurer Phillip Cowley Daytime Phone 405.742.5165 Type of Organization (Brief description of activities and primary purpose.) The OCCA (Organization for Competitive Livestock Activities) is dedicated to fostering the growth and development of youth through livestock showing and related activities. The organization serves as a platform for young exhibitors and their families to engage in healthy competition, develop life skills, and promote the values of hard work, responsibility, and sportsmanship. Is your organization agency: Profit Non-profit x Does your organization receive any tax funding? Yes __No x If yes, what percent of your budget? Source of tax funding: Local State Federal Event Information Name of Event Oklahoma Beef Expo Canadian County Expo Center Location/Venue for Event_____________________________________________________ Brief Narrative Description of Event The Oklahoma Beef Expo is an annual event that brings together youth from Oklahoma & surrounding states. Number of Years Previously Held 33 ___________________________________________ Event Contact Person Amy Shout Title Director Address 5790 Abby Lane City Piedmont Phone 405.269.3140 Date Event to Begin April 11 Date Event Ends April 13 Total Event Budget (estimated) 15,000 Amount of Event Support Grant Requested 3,000 Funds To Be Provided by Applicant Sources of Funding: (i.e. sponsors, ad sales, internal budget, grants, donations, etc.) Sponsors 7,500 Amount Internal Budget 5,000 Amount Amount List of Primary Sponsors Livestock Nutrition Center, Purina, Weaver, Association Breeders, Livestock Producers, Members We advertise through local, How are you advertising the event? Locally and/or nationally? _______________________________ membership and nationally in publications & Social media. _________________________________________________________________________________ Economic Impact Funding Project Justification and Economic Benefit/Impact to the El Reno citizens, businesses and City Government. The Oklahoma Beef Expo is an important event for El Reno, offering both short-term economic gains and long-term benefits to local businesses, citizens, and the city's agricultural future. The funding will allow the event to continue grow providing vital support to the local economy,and helping to position El Reno as a leader in the agricultural and livestock industries. 1000 Anticipated Visitor Attendance to El Reno: Local (within 20 miles) Out of the Area Expected total Number of Hotel/Motel Room Nights 100 Page 2 of 3 Anticipated Hotels/Motels to be used in El Reno Home 2 Suites Any Additional Comments That Support the Need for Event Support or Project's Merit as an Event or Activity Designed to Enhance visitor spending in El Reno as a Travel Destination We have traditionally held our event in Stillwater and are super excited to hopefully continue to call Canadian County Expo Center home. Through this event, El Reno can leverage its agricultural heritage, enhance visitor spending, and establish itself as a regional leader in agricultural tourism, ensuring lasting economic and cultural benefits for the local community. Statement of Agreement "We agree that all information in this application is complete and accurate to the best of our knowledge, and do hereby agree to comply with the legal assurances and to provide the post- event report within 30 days after the conclusion of the event." Name and address to Appear on Check Oklahoma Club Calf Association Vice President, OCCA & Director of OBE Signature Event Director Title 11/27/2004 Date Signature Authorized or Administrative Official Title Date Submit Application To: City of El Reno Tourism 101 N. Choctaw El Reno, OK 73036 Page 3 of 3  Office Use Only Received Date____________ Received by___________________ CVB Board Date______________ Amount Awarded (if any) _____________ PO/Payment Entered Date____________________ 1st ½ Payment Submitted_______ Financial Info Received ________2nd ½ Payment Submitted __________ _________________________________________________________________________________________ CITY OF EL RENO TOURISM GRANT APPLICATION Approved by CVB Board on September 19, 2024 Organization Information Name of Applicant Organization/Agency Oklahoma Club Calf Association Year Founded/Established March 1992 Amy Shout 405.269.3140 President/Chairman Daytime Phone Angela Landwher 580.366.9260 Secretary Daytime Phone Treasurer Phillip Cowley Daytime Phone 405.742.5165 Type of Organization (Brief description of activities and primary purpose.) The OCCA (Organization for Competitive Livestock Activities) is dedicated to fostering the growth and development of youth through livestock showing and related activities. The organization serves as a platform for young exhibitors and their families to engage in healthy competition, develop life skills, and promote the values of hard work, responsibility, and sportsmanship. Is your organization agency: Profit Non-profit x Does your organization receive any tax funding? Yes __No x If yes, what percent of your budget? Source of tax funding: Local State Federal Event Information Name of Event Oklahoma Beef Expo Canadian County Expo Center Location/Venue for Event_____________________________________________________ Brief Narrative Description of Event The Oklahoma Beef Expo is an annual event that brings together youth from Oklahoma & surrounding states. Number of Years Previously Held 33 ___________________________________________ Event Contact Person Amy Shout Title Director Address 5790 Abby Lane City Piedmont Phone 405.269.3140 Date Event to Begin April 11 Date Event Ends April 13 Total Event Budget (estimated) 15,000 Amount of Event Support Grant Requested 3,000 Funds To Be Provided by Applicant Sources of Funding: (i.e. sponsors, ad sales, internal budget, grants, donations, etc.) Sponsors 7,500 Amount Internal Budget 5,000 Amount Amount Livestock Nutrition Center, Purina, Weaver, List of Primary Sponsors Association Breeders, Livestock Producers, Members We advertise through local, How are you advertising the event? Locally and/or nationally? _______________________________ membership and nationally in publications & Social media. _________________________________________________________________________________ Economic Impact Funding Project Justification and Economic Benefit/Impact to the El Reno citizens, businesses and City Government. The Oklahoma Beef Expo is an important event for El Reno, offering both short-term economic gains and long-term benefits to local businesses, citizens, and the city's agricultural future. The funding will allow the event to continue grow providing vital support to the local economy,and helping to position El Reno as a leader 1000 Anticipated Visitor Attendance to El Reno: Local (within 20 miles) Out of the Area Expected total Number of Hotel/Motel Room Nights 100 Page 2 of 3 Anticipated Hotels/Motels to be used in El Reno Home 2 Suites Any Additional Comments That Support the Need for Event Support or Project's Merit as an Event or Activity Designed to Enhance visitor spending in El Reno as a Travel Destination We have traditionally held our event in Stillwater and are super excited to hopefully continue to call Canadian County Expo Center home. Through this event, El Reno can leverage its agricultural heritage, enhance visitor spending, and establish itself as a regional leader Statement of Agreement "We agree that all information in this application is complete and accurate to the best of our knowledge, and do hereby agree to comply with the legal assurances and to provide the post- event report within 30 days after the conclusion of the event." Name and address to Appear on Check Oklahoma Club Calf Association Signature Event Director Title 11/27/2004 Date Signature Authorized or Administrative Official Title Date Submit Application To: City of El Reno Tourism 101 N. Choctaw El Reno, OK 73036 Page 3 of 3  CVB Social Media Report: Dec 2024 Post: December Newsletter 12/9/2024 Reach: 1,537 Post Engagements: 1,633 Reactions: 20 Comments: 0 Shares: 8 Post: Lights Contest 12/10/2024 Reach: 2,147 Post Engagements:3,317 Reactions: 19 Comments:1 Shares: 16 Post: Holly Jolly Trolley Thank You 12/16/2024 Reach: 1,972 Post Engagements: 2,135 Reactions: 66 Comments: 2 Shares: 3  CVB Social Media Report: Dec 2024 Post: Lights Contest Voting 12/19/2024 Reach: 9,168 Post Engagements: 10,164 Reactions: 77 Comments: 7 Shares: 27 Post: Shop El Reno 12/19/2024 Reach: 1,341 Post Engagements: 1,410 Reactions: 20 Comments: 0 Shares: 7 Post: Lights Contest Winners 12/23/2024 Reach: 4,837 Post Engagements: 5,298 Reactions: 242 Comments:22 Shares: 6 One of the major projects currently underway is the annexation of land on the east side of town, extending just past the Banner Road interchange. Understandably, this initiative has sparked some questions. What many may not realize is that this annexation will restore the city’s boundaries to align closely with the pre-1977 city limits, excluding parcels annexed by Yukon and Oklahoma City since that time. This annexation is a transformative, generational effort designed to enhance the quality of life for future generations in Canadian County. As the fastest-growing county in Oklahoma—and one of the fastest-growing in the nation—Canadian County has significant potential for development. Over recent years, we’ve experienced increasing development pressures in unincorporated areas, a trend that is expected to continue. Without proper development standards and regulations, conflicts between land uses, such as industrial developments adjacent to residential neighborhoods, are likely to arise. While zoning, code enforcement, and building inspections may sometimes be perceived negatively, these tools were established in response to the challenges of industrialization and urbanization. They exist to safeguard the health, safety, and welfare of residents and to foster thoughtful development within our community Below, you’ll find the proposed annexation map and an attached fact sheet with additional details. If you have any questions, please don’t hesitate to reach out—we’re here to help. (405) 262-4070 • P.O. Drawer 700 • El Reno, Oklahoma 73036  ANNEXATION INFORMATION We understand you may have questions about annexation and how it affects you and your property. This guide provides answers to some common concerns. Additional questions that arise will be addressed on our website. Below, we’ve compiled key information on what to expect when an area is annexed into the City of El Reno. 1. Property Taxes 5. Fire Services The City of El Reno does not collect or receive any For properties west of Banner Road, the El Reno Fire property taxes directly. Annexation into the City will Department currently provides fire protection. Upon not result in an increase in your property taxes. annexation, residents will no longer be charged for fire department responses. 2. Trash & Recycling Service The City of El Reno contracts with the Oklahoma For properties east of Banner Road, fire services will Environmental Management Authority (OEMA) to transition to the El Reno Fire Department immediately provide weekly curbside trash collection. The service after annexation, with no associated response fees. rates are as follows: 6. El Reno Police Department • $17.25 per month for the first polycart The El Reno Police Department will begin providing law • $12.75 per month for each additional polycart enforcement services to annexed areas immediately • $10.00 per month for each recycling polycart upon annexation. Residents are also entitled to free bulk trash disposal 7. Animal Control Services at the OEMA landfill during March, June, September, El Reno Animal Control services will also commence and December. immediately after annexation to address any animal- related concerns. State law permits annexed customers to continue utilizing their current private trash service. The City 8. Water Service Council is expected to adopt an ordinance providing Most properties in the proposed annexation area are guidance for residents who wish to retain private serviced by rural water districts, such as the Canadian service. County Water Authority (Banner Rural Water District) or Green Valley Rural Water District. The City of El Reno Burning of leaves and tree limbs is allowed within cannot legally provide water services to these areas. City limits in compliance with Oklahoma Department of Environmental Quality (ODEQ) regulations. A $10 For areas outside of rural water district boundaries, El Burn Permit, available through the El Reno Fire Reno water services may be available. Interested Department, is required. Burning of trash is strictly residents are encouraged to coordinate with City prohibited where trash collection services are representatives to explore service options. available. 9. Internet Service 3. Ambulance Service El Reno is actively building out a Fiber-to-the-Home Upon annexation, ambulance services will continue (FTTH) broadband network. Priority will be given to to be provided to the annexed territory. areas within city limits, and annexed areas will be incorporated into the broader service rollout. 4. 911 Services There will be no changes to the 911 tax assessed to 10. Sewer Service your landline or cell phone. Approximately one week The El Reno sanitary sewer system operates entirely on following annexation, emergency calls will be routed customer funding. If sufficient interest exists among to El Reno’s 911 dispatch center, which operates 24/7 residents, the City will facilitate discussions to evaluate under the El Reno Police Department. the feasibility of extending sanitary sewer services. (405) 262-4070 • P.O. Drawer 700 • El Reno, Oklahoma 73036 11. Streets may be approved by the City Council. Streetlights are Section line roads in the area are currently funded through sales tax revenue. maintained by Canadian County. Upon annexation, the City of El Reno will assume responsibility for 18. Street Names and Addresses maintaining these roads, as well as any additional The City of El Reno utilizes its own addressing system. roads previously maintained by the County. Following annexation, City departments will assess the need for updates to street names or addresses to ensure 12. Elections and City Representation emergency personnel are able to quickly find your Following annexation, the area will likely fall under property when needed. A transition period of several either Ward 2, represented by Councilmember Pete months is typically provided before changes take full Stapperfend, or Ward 3, represented by effect. Councilmember David Black. 19. School District All registered voters in annexed areas will be Being inside or outside of the city limits does not change eligible to participate in municipal elections. the school district you belong to. 13. Zoning Upon annexation, all properties will initially be zoned as General Agricultural A-1. City staff from the Community Development Department will work with property owners over the coming months to ensure appropriate zoning classifications are assigned. 14. Building Codes State law mandates compliance with state building codes for all properties. Following annexation, the El Reno Community Development Department will assume responsibility for code enforcement and inspections, replacing the Oklahoma Construction Industries Board. 15. Permits Building permits are required for new structures, including but not limited to, homes, accessory buildings, and swimming pools. Routine projects, such as basic remodeling or fixture replacement, generally do not require permits. 16. Code Enforcement The City of El Reno enforces ordinances to maintain clean and safe properties. This includes ensuring grass remains below 12 inches and that structures are Headequately maintained. also tackled The Community much-needed maintenance, including leveling the grass runway, addressing Development team is available to assist in resolving water drainage, repainting safety pylons, and implementing a maintenance program for any compliance issues. lawn equipment. Additional improvements include AWOS cabinet upgrades and fuel truck enhancements. 17. Street Lighting These efforts reflect his commitment to enhancing safety, efficiency, and operational The standards installation of street at our lighting airport.areas in annexed (405) 262-4070 • P.O. Drawer 700 • El Reno, Oklahoma 73036