Tourism Committee

Tourism Committee Meeting Agenda Tuesday, August 23, 2022 at 7:30 AM Council Chambers Page 1. CALL TO ORDER 2. ROLL CALL 3. ADOPTION OF AGENDA 4. APPROVAL OF MINUTES a. Minutes from: 2-4 Tourism Committee - 26 May 2022 5. ROOM TAX REPORT a. 2Q22 Room Tax Collections 5-6 2Q22 Room Tax Collections 6. CONTINUING BUSINESS a. Tourism Funding Allowable Expenses 7-8 Memo: Tourism Funding Allowable Expenses b. Tourism Funding Request Application Updates 9 - 13 Memo: Tourism Funding Request Application Updates 7. COMMUNICATION AND MISCELLANEOUS 8. ADJOURNMENT  Tourism Committee Meeting Minutes 7:30 AM - Thursday, May 26, 2022 Council Chambers The Tourism Committee of the City of New Richmond was called to order on Thursday, May 26, 2022, at 7:30 AM, in the Council Chambers, with the following members present: PRESENT: Brian Meyer, Pete Vrieze, Timothy Sass, Dawn Jacobson ABSENT: Kim Dimick OTHERS Rae Ann Ailts, Michelle Scanlan, Lexi Derrick, Noah Wiedenfeld, Jennifer PRESENT: Rickard, Mary Hailey CALL TO ORDER ROLL CALL ADOPTION OF AGENDA Dawn Jacobson made a motion to adopt the Agenda as presented. Brian Meyer seconded the motion. Carried unanimously. APPROVAL OF MINUTES Timothy Sass made a motion to approve the Minutes from 17 Feb 2022. Brian Meyer seconded the motion. Carried unanimously. ROOM TAX COLLECTION REPORT Michelle Scanlan reviewed the Room Tax Collection from the first quarter of 2022. Along with the carry forward funds from 2021, the committee had $23,787.36 available to award in grants. TOURISM FUNDING APPLICATION REVIEW MCCABE'S SHAMROCK TOURISM FUNDING REQUEST - ST. PATRICK'S DAY Michelle Scanlan presented an application for Tourism Funding submitted by McCabe's Shamrock Club for the St. Patrick's Day Parade that took place in New Richmond in March. Qualified expenses were reviewed. Tourism Committee Meeting May 26, 2022 NEW RICHMOND LIBRARY TOURISM FUNDING REQUEST - PAW PATROL Michelle Scanlan presented an application for Tourism Funding submitted by the New Richmond Library for the Paw Patrol event that took place in New Richmond in March. Qualified expenses were reviewed, Jennifer Rickard was present for questions. NEW RICHMOND YOUTH HOCKEY ASSOCIATION TOURISM FUNDING REQUEST - 2021-22 SEASON Michelle Scanlan presented an application for Tourism Funding submitted by New Richmond Youth Hockey Association for the 21-22 Tournament Season, for costs associated with the weekends when NRYHA hosted tournaments in New Richmond. Mary Hailey was present for questions regarding expenses and details. NR PICKLEBALL TOURISM FUNDING REQUEST - PICKLEBALL COURTS Michelle Scanlan presented an application for Tourism Funding submitted by the New Richmond Pickleball Association to fund new courts at Mary Park. The potential for hosting tournaments and attracting players from outside the area was discussed. GIBBY'S TOURISM FUNDING REQUEST - FIREWORKS 2022 Michelle Scanlan presented an application for Tourism Funding submitted by Gibby's Lanes for the July 4th Fireworks. The application explained that the Chamber of Commerce would no longer be hosting the fireworks. There was discussion surrounding the request timing and the fact that Tourism Grants are reimbursements, not pre-funding. There was additional discussion regarding the proposed date of July 1st. ACTION ON TOURISM FUNDING APPLICATIONS Pete Vrieze made a motion to recommend approval of $1018 in qualified expenses for McCabe's St. Patrick's Day Parade to City Council. Brian Meyer seconded the motion. Carried unanimously. Dawn Jacobson made a motion to recommend approval of $1049 in qualified expenses for New Richmond Library's Paw Patrol event to City Council. Brian Meyer seconded the motion. Carried unanimously. Brian Meyer made a motion to recommend approval of $12,070.34 in qualified expenses for the New Richmond Youth Hockey Association to City Council. Dawn Jacobson seconded the motion. Carried unanimously. Timothy Sass made a motion to recommend approval of $5000 in qualified expenses for New Richmond Pickleball Association to City Council. Brian Meyer seconded the motion. Carried unanimously. Dawn Jacobson made a motion to not recommend approval of the $10,000 request for Gibby's Lanes Fireworks funding to City Council. Timothy Sass seconded the motion. Carried unanimously. Tourism Committee Meeting May 26, 2022 COMMUNICATION AND MISCELLANEOUS The next meeting will be August 16th at 7:30am. ADJOURNMENT Dawn Jacobson made a motion to adjourn at 8:39am. Brian Meyer seconded the motion. Carried unanimously. Tourism Committee Meeting May 26, 2022  MEMO Prepared for: Tourism Committee Staff Contact: Lexi Derrick, Michelle Scanlan Meeting: Tourism Committee - 23 Aug 2022 Subject: 2Q22 Room Tax Collections BACKGROUND INFORMATION: Room tax collections through June 30, 2022 total $33,721 which is a $3,720 or 9.9% decrease from prior year. No room tax has been collected from AmeriVu for second quarter yet; however since 2019 they have averaged $3,398 in second quarter room tax collection. The table below illustrates tax collection for second quarter over the last four years.  FINANCIAL IMPACT: The Tourism Committee has the following funds available to allocate for second quarter 2022: Room Tax Collected $33,721.23 70% of Collections $23,604.86 Carry Forward Funds $4,649.93 Total Funds Available $28,254.79 Page 2 of 2  MEMO Prepared for: Tourism Committee Staff Contact: Michelle Scanlan Meeting: Tourism Committee - 16 Aug 2022 Subject: Tourism Funding Allowable Expenses BACKGROUND INFORMATION: The City of New Richmond Tourism Committee requested an opportunity to review allowable reimbursable expenses to utilize Room Tax money. Per sec. 66.0615, Wis. Stats. Room Tax Revenue must be spent on tourism promotion and tourism development. It is the Tourism Committee’s responsibility to determine what expenses they feel qualify with that guidance in mind. City Staff prepared the below list based on what other communities with similar demographic and population utilize. IN 2021 THE TOURISM COMMITTEE DEEMED THE FOLLOWING QUALIFIED EXPENSES: Marketing outside St. Croix County Newspaper Advertising (printed) Television/Radio Advertising Social Media Advertising Billboards Literature and other printed materials distributed at outside-related events Direct mail pieces Trade show booth space and materials Advertising and promotion materials distributed within St. Croix County Signage and Banners at an Event Site Facility Enhancements Porta Potties Featured Entertainment Tents/Temporary Structures Parade Entries Expenses involved in obtaining live, remote television/radio broadcasts IN 2021 THE TOURISM COMMITTEE DEEMED THE FOLLOWING WOULD NOT QUALIFY: Participation in regional, out-of-area tourism promotion activities Wearables Giveaways Trophies or other awards items Local beautification projects Staff time OTHER THINGS DETERMINED IN 2021: A group that is outside of New Richmond could request funding if the event is taking place in New Richmond. A request can come from a non-profit and a for profit group. They did not want to impose a Reimbursement Limit per event or organization. RECOMMENDATION: The Tourism Committee can make updates and changes, however consideration will need to be made on applications currently submitted. Page 2 of 2  MEMO Prepared for: Tourism Committee Staff Contact: Michelle Scanlan Meeting: Tourism Committee - 16 Aug 2022 Subject: Tourism Funding Request Application Updates BACKGROUND INFORMATION: City staff have made edits to the 2022 Tourism Funding Request Application based on feedback from the Tourism Committee. The updates are attached for review and possible approval. ATTACHMENTS: Tourism Funding Request _possible updates  Tourism Promotion and Development Funding Request Process Objective Since 1996, the City of New Richmond has collected a lodging tax under Wisconsin State Statute 66.0615. Lodging tax receipts are used to stimulate, promote, advertise, develop and publicize tourism and development of the City and hotel and business community. The Tourism Committee is responsible to develop, review and providing funding recommendations to the City Council which are related to tourism promotion and development. Funding Request Process Funding Request Applications will be accepted anytime and will be reviewed at the next meeting of the Tourism Committee. The Tourism Committee will then make funding recommendations to the City Council. The 2022 Funding Schedule Meetings are as follows: May 17th, 2022 include “due by date” August 18th, 2022 November 17th, 2022 February 16th, 2023 **please check City website for updates and date changes** Qualified Expenses The following are expenses that the Tourism Committee will consider for reimbursement. • Marketing outside St. Croix County • Newspaper Advertising (printed) • Television/Radio/ Social Media Advertising • Billboards • Literature and other printed materials distributed at outside-related events • Direct mail pieces • Trade show booth space and materials • Advertising and promotion materials distributed within St. Croix County • Signage and Banners at an Event Site • Facility Enhancements • Porta Potties @ an Event • Featured Entertainment • Tents/Temporary Structures • Parade Entries • Expenses involved in obtaining live, remote television/radio broadcasts Completed applications go to City of New Richmond, Attn: Tourism Committee, 156 E 1st Street, New Richmond, WI 54017 or email to mscanlan@newrichmondwi.gov. ApplicationPage Adopted Nov 18, 2021 2 of 5 Page | 1 Tourism Promotion and Development Funding Request Application Please provide the following information to assist the Tourism Committee in understanding the funding requested and how the funding event/project will stimulate, promote, advertise, develop and publicize tourism and/or develop tourism within the City and hotel and business community. Name of Applicant: Organization: Federal ID Number:: Tax Status of Applicant (Corporation, Non-Profit, Governmental body, etc.) Mailing Address: City, State, Zip: Telephone: Cell Work Email Address(es): DESCRIPTION OF THE FUNDING REQUEST Describe in detail the proposed event/project (attach additional sheets if necessary): How will did the project promote tourism in New Richmond? ApplicationPage Adopted Nov 18, 2021 3 of 5 Page | 2 What market is did the project targeting and why? Provide anticipated number of attendees with supporting detail. How will the effectiveness of this project be measured? (# of attendees, money raised, # of overnight stays, etc.) If the project has been held in prior years please provide prior year measurements. How will this was the event be advertised or promoted? PROJECT BUDGET Project funding request: $ Total project cost: $ . Please attach copy of proposed budget if available. Will applicant receive any additional funds (grants, donations, event fee, etc.)? If yes, please outline the sources and timing of additional funds to be received. Please provide a timeline for this project including when you wish to receive funding: ApplicationPage Adopted Nov 18, 2021 4 of 5 Page | 3 Does Did this project require city resources (road closure, security, city permits, etc.)? If so, please list city resources required. Name and address of person responsible for accounting for the funds? Please indicate individual responsible for providing feedback (Post Event Report) regarding the effectiveness of this project - even if it does not take place. any questions. Name: Address: Relationship to applicant: In case the event is cancelled, reimbursement of funds may be required. I declare that I have read the above application and that it is a true, correct and complete statement of the intended use of the requested funds. I understand all invoices and receipts that go along with the funding request must be turned in to the City of New Richmond within 30 days of the award of funds to claim the monies. Applicant’s Name: Signature (REQUIRED): Date: Email address: Submit application to: Mail: City of New Richmond Attn: Tourism Committee 156 E 1st Street New Richmond, WI 54017 Email: mscanlan@newrichmondwi.gov Fax: 715-246-7129 (Included Cover Sheet Attn: Tourism Committee) ApplicationPage Adopted Nov 18, 2021 5 of 5 Page | 4