Tourism Committee

Tourism Committee Meeting Agenda Thursday, November 17, 2022 at 9:00 AM Council Chambers Page 1. CALL TO ORDER 2. ROLL CALL 3. ADOPTION OF AGENDA 4. APPROVAL OF MINUTES a. Minutes from: 2-6 Tourism Committee - 23 Aug 2022 5. ROOM TAX REPORT a. 3Q22 Room Tax Collections 7-8 3Q22 Room Tax Collections 6. TOURISM FUNDING APPLICATION REVIEW a. New Richmond Area Chamber of Commerce Funding Request - Park Art Fair 9 - 11 Memo: Tourism Funding Request - New Richmond Chamber Park Art Fair b. New Richmond Area Chamber of Commerce Funding Request - Fun Fest 12 - 14 Memo: Tourism Funding Request - New Richmond Chamber Fun Fest c. 45th Parallel Funding Request - Charlie Berens 15 - 18 Memo: Tourism Funding Request - 45th Parallel Charlie Berens d. Halos of the St Croix Valley Funding Request - 12th Annual Halos Memorial 19 - 22 Walk Memo: Tourism Funding Request - 12th Annual Halos Memorial Walk e. A & B Bars, LLC (dba Wild Badger) Funding Request - Fall Fest 23 - 25 Memo: Tourism Funding Request - A & B Bars, LLC Fall Fest 7. TOURISM FUNDING ACTION 8. COMMUNICATION AND MISCELLANEOUS 9. ADJOURNMENT  Tourism Committee Meeting Minutes 7:30 AM - Tuesday, August 23, 2022 Council Chambers The Tourism Committee of the City of New Richmond was called to order on Tuesday, August 23, 2022, at 7:30 AM, in the Council Chambers, with the following members present: PRESENT: Kim Dimick, Brian Meyer, Pete Vrieze, Dawn Jacobson ABSENT: Timothy Sass OTHERS Michelle Scanlan, Lexi Derrick, Tom Weinmeyer PRESENT: CALL TO ORDER ROLL CALL ADOPTION OF AGENDA Brian Meyer made a motion to adopt the Agenda. Dawn Jacobson seconded the motion. Carried unanimously. APPROVAL OF MINUTES Dawn Jacobson made a motion to adopt the minutes from May 26, 2022. Brian Meyer seconded the motion. Carried unanimously. ROOM TAX REPORT 2Q22 ROOM TAX COLLECTIONS Lexi Derrick provided an update on Room Tax collections from stays during April, May and June 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 Brian Meyer made a motion to carry forward $28,254.79 to disburse during the 3Q22 meeting. Dawn Jacobson seconded the motion. Carried unanimously. CONTINUING BUSINESS Tourism Committee Meeting August 23, 2022 TOURISM FUNDING ALLOWABLE EXPENSES Michelle Scanlan explained that the current list of Qualified Expenses was approved by the Tourism Committee in 2021 based on what other communities with similar demographics in Wi use, as well as what was frequently requested on previous applications. The lists of both qualified and not qualifying expenses were reviewed. There was discussion that focused on making all promotion related expenses a first priority and operational expenses secondary. No other changes were made. TOURISM FUNDING REQUEST APPLICATION UPDATES Tourism Funding Request _updated 222.08.23 Michelle Scanlan presented an updated application. There was discussion on application timing and more effort being made to connect event timing and funding in the same quarter. The application was additionally reviewed for grammar and redundancy. No action was needed. COMMUNICATION AND MISCELLANEOUS ADJOURNMENT Dawn Jacobson made a motion to adjourn. Brian Meyer seconded the motion. Carried unanimously. Tourism Committee Meeting August 23, 2022  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 provide funding recommendations to the City Council which are related to tourism promotion and development. Funding Request Process Tourism Funding is a reimbursement grant. The Tourism Committee will review applications according to the below calendar and then make funding recommendations to the City Council. The Tourism Committee makes every attempt to stick to the below calendar, but availability of funds may adjust disbursement. Contact City Staff with questions regarding the timing of a specific request. The 2022 Funding Schedule Meetings are as follows: • 1Q22: Events that took place in the First Quarter (Jan, Feb, Mar) will be reviewed May 17th, 2022. Applications due May 1st, 2022. • 2Q22: Events that took place in the Second Quarter (Apr, May, June) will be reviewed August 23rd, 2022. Applications due August 1st, 2022. • 3Q22: Events that took place in the Third Quarter (July, Aug, Sept) will be reviewed November 17th, 2022. Applications due November 1st, 2022. • 4Q22: Events that took place in the Fourth Quarter (Oct, Nov, Dec) will be reviewed February 16th, 2023. Applications due February 1st, 2023. **Please check City website for updates and date changes, applicant is encouraged to attend meeting.** Qualified Expenses The following are marketing expenses that the Tourism Committee will consider for reimbursement. • Marketing outside St. Croix County • Trade show booth space and materials • Newspaper Advertising (printed) • Advertising and promotion materials • Television/Radio/ Social Media distributed within St. Croix County Advertising • Signage and Banners at an Event Site • Billboards • Parade Entries • Literature and other printed materials • Expenses involved in obtaining live, distributed at outside-related events remote television/radio broadcasts • Direct mail pieces The following are operational expenses that the Tourism Committee will consider for reimbursement. • Facility Enhancements/Beautification • Tents/Temporary Structures • Porta Potties @ an Event • Utility Charges related to event • Featured Entertainment 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. Application Adopted August 23, 2022 Page | 1 Tourism Promotion and Development Funding Request Application Please provide the following information to assist the Tourism Committee in understanding how the event/project promoted and/or developed 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: Telephone (Cell): (Work): Email Address(es): DESCRIPTION OF THE FUNDING REQUEST Describe in detail the event/project (attach additional sheets if necessary): How did the project promote tourism in New Richmond? What market did the project target and why? Provide number of attendees with supporting detail. How was the event advertised or promoted? Application Adopted August 23, 2022 Page | 2  PROJECT BUDGET Project funding request: $ Total project cost: $ . Please attach a copy the budget. 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. 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, if different than the applicant: Please indicate individual responsible for providing feedback/ respond to questions, if different than applicant: Name: Contact Info: 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 Application Adopted August 23, 2022 Page | 3  MEMO Prepared for: Tourism Committee Staff Contact: Lexi Derrick, Michelle Scanlan Meeting: Tourism Committee - 17 Nov 2022 Subject: 3Q22 Room Tax Collections BACKGROUND INFORMATION: Room tax collections through September 30, 2022 total $57,439 which is a $9,970 or 21.0% increase from prior year. The table below illustrates tax collection for third quarter over the last four years. FINANCIAL IMPACT: The Tourism Committee has the following funds available to allocate for third quarter 2022: Room Tax Collected $57,439.72 70% of Collections $40,207.10 Carry Forward Funds $31,589.20 Total Funds Available $71,796.30 Page 2 of 2  MEMO Prepared for: Tourism Committee Staff Contact: Michelle Scanlan Meeting: Tourism Committee - 17 Nov 2022 Subject: New Richmond Area Chamber of Commerce Funding Request - Park Art Fair BACKGROUND INFORMATION: New Richmond Area Chamber of Commerce submitted an application for Tourism Funding to support their Park Art Fair. It is an annual art fair in Mary Park that brings people to New Richmond over two days. The fair includes over 100 art vendors, food booths, beer tent, and more. at Mary Park. A complete application is attached. FINANCIAL IMPACT: The Funding Request is for $4216.12 . All expenses with the exception of $294 for ice and the $738.50 for the Hudson Trolley fall within the qualified expenses, this will be reviewed during the meeting. Total funding request to be considered $3183.62. RECOMMENDATION: After reviewing this application, the Tourism Committee can move: Approve: Approve all or a portion of the requested funds for qualified expenses. Deny: Deny all or a portion of the requested funds for qualified expenses. Table: Table the application until a future meeting with a request for future consideration. ATTACHMENTS: Chamber PAF 2022 Application Page 2 of 3 Page 3 of 3  MEMO Prepared for: Tourism Committee Staff Contact: Michelle Scanlan Meeting: Tourism Committee - 17 Nov 2022 Subject: New Richmond Area Chamber of Commerce Funding Request - Fun Fest BACKGROUND INFORMATION: New Richmond Area Chamber of Commerce submitted an application for Tourism Funding to support their Fun Fest 2022. Fun Fest is an annual community celebration that brings people to New Richmond over four days. The festival includes a carnival, food booths, beer tent, parade, and more. A full application is attached. FINANCIAL IMPACT: The Funding Request is for $32,950.89. All of the expenses fall within the qualified expenses with the possible exception of the Ice Trailer and Garbage - which has been approved previously, those will be outlined during the meeting. The adjusted funding request would be $32,313.19 RECOMMENDATION: After reviewing this application, the Tourism Committee can move: Approve: Approve all or a portion of the requested funds for qualified expenses. Deny: Deny all or a portion of the requested funds for qualified expenses. Table: Table the application until a future meeting with a request for future consideration. ATTACHMENTS: Chamber Fun Fest 2022 Application  ClTY 0'" NEW RICHMOND THF CITY FSFAUTIFUI Tourism Promotion and Development Funding Request Application Please provide the following information to assist the Tourism Committee in understanding how the event/project promoted and/ordeveloped tourism within the City and hotel and business community. Name of Applicant & Organization: New Richmond Chamber of Commerce Federal ID Number: 39—l130473 Tax Status of Applicant (Corporation, Non—Profit,Governmental body, etc.) 501c6 Mailing Address: 245 S Knowles Avenue Telephone (Cell): 715-563-3923 (Work): 715-246-2900 Email Address(es): director@newrichmondchamber.com DESCRIPTIONOF THE FUNDING REQUEST Describe in detail the event/project (attach additional sheets if necessary): Fun Fest. Annual community celebration that brings up to 10,000 people to New Richmond over four days. The festival includes a carnival, food booths, beer tent, parade, and more. How did the project promote tourism in New Richmond? It has a long history and is well known in the region as one of the biggest festivals in the area. We market the event throughout the county and into Polk and Pierce counties, along with the eastern suburbs of Minnesota. What market did the project target and why? Provide number of attendees with supporting detail. We use print media, radio, signage, posters and chamber platforms like e—news and Facebook/Instagram. Carnival set a record for attendance/ sales this year. We estimate 2,500 attendees per day, using the carnival numbers, ATM activity, beer sales and food booth sales to gauge success of the event. How was the event advertised or promoted? Facebook, Instagram, Chamber e—news, signage throughout the county, newspaper advertising, shopper advertising, posters, radio, and word of mouth. Application Adopted August 23, 2022 Page | 2 Page 2 of 3  PROJECT BUDGET Project funding request: $32,950.89 T0tal PV0l€CtC0StI $54,787.38 . Please attach a copy the budget. See Attached 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. Free admission. No donations. No grants. Sponsors sought and dollars received after the event, totalling approximately $5,000.00 Did this project require city resources (road closure, security, city permits, etc.)? If so, please list city resources required. Yes, police, utilities and city parks department. Road closures, utility activation, city permits including parade, street use permits, use of amplification devices. Police presence at beer tent and parade. Name and address of person responsible for accounting for the funds, if different than the applicant: Rob Kreibich, Executive Director of the NR Chamber Please indicate individual responsible for providing feedback/respond to questions, if different than applicant: Name: Rob Kreibich Contact Info: director@newrichmondchamber.com 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 ofthe award of funds to claim the monies. Applicant's Name: Rob Kreibich signawrej Date: 10/20/2022 ’\./ Emailaddress: director@newrichmondchamber.com Mail: City of New Richmond Attn: Tourism Committee Submit application to: 156 E 1“ Street New Richmond, WI 54017 Email: mscanlan@newrichmondwi.gov Fax: 715-246-7129 Application Adopted August 23, 2022 Page | 3 Page 3 of 3  MEMO Prepared for: Tourism Committee Staff Contact: Michelle Scanlan Meeting: Tourism Committee - 17 Nov 2022 Subject: 45th Parallel Funding Request - Charlie Berens BACKGROUND INFORMATION: 45th Parallel submitted an application for Tourism Funding to support the Charlie Berens Show which was held at their venue in July 2022. An application is attached. FINANCIAL IMPACT: The Funding Request is for $32,121.00. Upon review, $20,269.67 worth of expenses fall within the qualified expenses and/or items which have been funded historically, those will be outlined during the meeting. Of special note, this is the first funding request coming to the Tourism Committee that is requesting funding for a ticketed event. RECOMMENDATION: After reviewing this application, the Tourism Committee can move: Approve: Approve all or a portion of the requested funds for qualified expenses. Deny: Deny all or a portion of the requested funds for qualified expenses. Table: Table the application until a future meeting with a request for future consideration. ATTACHMENTS: 45th Charlie Berends Tourism Grant Application 2022 Page 2 of 4 Page 3 of 4 Page 4 of 4  MEMO Prepared for: Tourism Committee Staff Contact: Michelle Scanlan Meeting: Tourism Committee - 17 Nov 2022 Subject: Halos of the St Croix Valley Funding Request - 12th Annual Halos Memorial Walk BACKGROUND INFORMATION: Halos of the St Croix Valley submitted an application for Tourism Funding to support their 12th Annual Halos Memorial Walk held at Mary Park in August 2022. An application is attached. FINANCIAL IMPACT: The Funding Request is for $3,171.00 . All of the expenses fall within the qualified expenses, those will be outlined during the meeting. RECOMMENDATION: After reviewing this application, the Tourism Committee can move: Approve: Approve all or a portion of the requested funds for qualified expenses. Deny: Deny all or a portion of the requested funds for qualified expenses. Table: Table the application until a future meeting with a request for future consideration. ATTACHMENTS: Tourism Funding Request _Halos Walk2022  Tourism Promotion and Development Funding Request Application Please provide the following information to assist the Tourism Committee in understanding how the event/project promoted and/or developed tourism within the City and hotel and business community. Name of Applicant & Organization: Halos of the St Croix Valley Federal ID Number: 46-4220801 Tax Status of Applicant (Corporation, Non-Profit, Governmental body, etc.) Non-Profit Mailing Address: 207 S Knowles Ave New Richmond WI 54017 Telephone (Cell): 715-781-4215 (Maria’s #) (Work): 866-4111-4256 Email Address(es): DESCRIPTION OF THE FUNDING REQUEST Describe in detail the event/project (attach additional sheets if necessary): The 12th Annual Halos Memorial Walk took place Saturday August 6th at Mary Park in New Richmond. Despite of weather not being the best, over 1500 walkers participated in this community event. This fundraiser helps Halos to be able to provide resources for families who have lost a child from conception to age 20. Halos helps families and individuals in a wide geographical area, spanning in both MN and WI, providing financial and emotional resources both short and long term. How did the project promote tourism in New Richmond? Halos provides resources to individuals and families in a wide geographical area, spanning in both MN and WI. This fundraiser brings families together to celebrate the mission of Halos. Participants are encourage to put together a team of people who would like to walk and celebrate with them, bringing in people who might not otherwise visit New Richmond . Local area businesses are encouraged to become sponsors to advertise to over 1500 walkers and encourage shopping local. There is also a silent auction offering wide variety of items including gift certificates from local businesses, ensuring winners return for a second visit to New Richmond to eat and drink! What market did the project target and why? Provide number of attendees with supporting detail. The market for this event reaches a wide variety of individuals, families and businesses from families who have received resources from Halos, their family and friends, local businesses whose mission aligns with the work done by Halos and community members looking for a fun, kid-friendly event! This year, 1,583 individuals participated in the walk and many more enjoyed food trucks, kids games, fair hair and more! ApplicationPage Adopted August 23, 2022 2 of 4 Page | 1  How was the event advertised or promoted? This event is promoted on the Halos’ social media and website, by attendees of the event on their social media and with posters at local hotspots! Sponsors are also encouraged to share the event with their employees and customers using their platforms. ApplicationPage Adopted August 23, 2022 3 of 4 Page | 2  PROJECT BUDGET Project funding request: $ 3171.00 Total project cost: $28,000.00 . Please attach a copy the budget. 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. Each walk participant pays a small fee that covers the cost of their t-shirt. Different levels of sponsorship are also available to businesses and individuals for this event. Did this project require city resources (road closure, security, city permits, etc.)? If so, please list city resources required. Road closure permits were utilized for the walk route for this event. Name and address of person responsible for accounting for the funds, if different than the applicant: Jamie 207 S Knowles Ave New Richmond WI 54017 Please indicate individual responsible for providing feedback/ respond to questions, if different than applicant: Name: Maria Berends Contact Info: 715-781-4215 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 ApplicationPage Adopted August 23, 2022 4 of 4 Page | 3  MEMO Prepared for: Tourism Committee Staff Contact: Michelle Scanlan Meeting: Tourism Committee - 17 Nov 2022 Subject: A & B Bars, LLC (dba Wild Badger) Funding Request - Fall Fest BACKGROUND INFORMATION: A & B Bars, LLC (dba Wild Badger) submitted an application for Tourism Funding to support their 2nd Annual Fall Fest. This event received funding last year as Oktoberfest. It was a two day event at the end September that included live music. The full application is attached. FINANCIAL IMPACT: The Funding Request is for $11,408.70. Most of the expenses fall within Entertainment and Advertising which are qualified expenses, their are a couple operational expenses to review during the meeting. RECOMMENDATION: After reviewing this application, the Tourism Committee can move: Approve: Approve all or a portion of the requested funds for qualified expenses. Deny: Deny all or a portion of the requested funds for qualified expenses. Table: Table the application until a future meeting with a request for future consideration. ATTACHMENTS: AB Bars Fall Fest 2022 Application  u CITY OF‘ NEW RlCHMOND THE CITV BEAUTIFUL. Tourism Promotion and Development Funding Request Application Please provide the following information to assist the Tourism Committee in understanding how the event/project promoted and/ordeveloped tourism within the City and hotel and business community. 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Didthis project require city resources (road closure, security, city permits, etc.)? if so, please list city resources required. USE QC C‘\«)\' o¢R\\:§L0} ?ar9-lo( CL(1S¢Je (N1 .3 P»: Que); Us}? S(>\,\_;~ 0)C,(o_CO_A_e_5.‘<0'Jfr0c‘l“( Name and address of person responsible for accounting for the funds, if different than the applicant: Please indicate individual responsible for providing feedback/respond to questions, if different than applicant: Contact info: 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. Email address: Z Submit application to: Mail: City of New Richmond Attn: Tourism Committee 156 E 1“ Street New Richmond, WI 54017 Email: mscanlan@newrichmondwi.gov Fax: 715-246-7129 Application Adopted August 23, 2022 Page I 3 Page 3 of 3