Tourism Committee

Tourism Committee Meeting Agenda Tuesday, May 16, 2023 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: 2-3 Tourism Committee - 21 Feb 2023 5. ROOM TAX REPORT a. 1Q23 Room Tax Collections 4-5 Memo: 4Q22 Room Tax Collections 6. NEW BUSINESS a. Election of Officers 6 Memo: Election of Chairperson and Vice-Chairperson 7. REVIEW OF FUNDING REQUESTS a. Borealis Fat Bike Worlds p/b Pure Fuel Tourism Funding Request 7 - 13 Memo: Borealis Fat Bike Worlds p/b Pure Fuel Tourism Funding Request b. New Richmond Baseball Club Tourism Funding Request - 2022 Season 14 - 19 Memo: New Richmond Baseball Club Tourism Funding Request - 2022 Season 8. ACTION ON FUNDING REQUESTS 9. COMMUNICATION AND MISCELLANEOUS 10. ADJOURNMENT  Tourism Committee Meeting Minutes 7:30 AM - Tuesday, February 21, 2023 Conference Room The Tourism Committee of the City of New Richmond was called to order on Tuesday, February 21, 2023, at 7:30 AM, in the Conference Room, with the following members present: PRESENT: Brian Meyer, Pete Vrieze, Dawn Jacobson, Timothy Sass ABSENT: Kim Dimick OTHERS Rae Ann Ailts and Lexi Derrick PRESENT: CALL TO ORDER ROLL CALL ADOPTION OF AGENDA Dawn Jacobson made a motion to adopt the Agenda. Brian Meyer seconded the motion. Carried unanimously. APPROVAL OF MINUTES Brian Meyer made a motion to approve the Minutes from November 17, 2022. Dawn Jacobson seconded the motion. Carried unanimously. ROOM TAX REPORT 4Q22 ROOM TAX COLLECTIONS Lexi Derrick explained that the Tourism Committee had the following funds available to allocate for fourth quarter 2022: Room Tax Collected $39,852.12 70% of Collections $27,896.48 Carry Forward Funds $15,240.85 Total Funds Available $43,137.34 REVIEW OF FUNDING REQUESTS CHAMBER OF COMMERCE TOURISM FUNDING REQUEST - HOMETOWN HOLIDAY Tourism Committee Meeting February 21, 2023 Lexi Derrick presented the application for Tourism Funding from the New Richmond Area Chamber of Commerce for the 2022 Hometown Holiday. CHAMBER OF COMMERCE TOURISM FUNDING REQUEST - CABIN FEVER Lexi Derrick presented the application for Tourism Funding from the New Richmond Area Chamber of Commerce for the 2022 Cabin Fever. There was discussion on the event occurring in February 2022 and how it compared to this year's event. CITY OF NEW RICHMOND TOURISM FUND REQUEST - UTILITIES FOR ATHLETIC FACILITIES Lexi Derrick presented the application for Tourism Funding from the City of New Richmond for 2022 utility expenses for public athletic facilities. There was discussion on when athletic seasons are not going on the City still has utility expenses associated with maintaining the facilities. Additional discussion took place on how the City applies the 30% of room tax collection they receive to help maintain roads, parks and other areas in the City to continue to attract tourism. HERITAGE CENTER TOURISM FUNDING REQUEST - HILLSIDE SERIES Lexi Derrick presented the application for Tourism Funding from the Heritage Center for the 2022 Hillside Series. Discussion took place on attendance numbers. ACTION ON FUNDING REQUESTS Brian Meyer made a motion to recommend funding for 4Q22 Tourism to Council as: NRACC - Hometown Holiday: $6,276.37 NRACC - Cabin Fever: $711.63 City of New Richmond - Utility for Athletic Facilities: $18,587.26 Heritage Center - Hillside Series: $3,750.00 Dawn Jacobson seconded the motion. Carried unanimously. COMMUNICATION AND MISCELLANEOUS Committee members would like to sit down with outside individuals to find ways to promote tourism. A time and date is yet to be determined, but the committee would like to have these discussions either before or during the next quarterly meeting. Committee asked staff to send each member the current list of qualifications to review before the next meeting. Lastly, discussion took place on how the committee can gather data from hotels within the community to see what events help boost hotel stays. Staff are looking at ways and will provide further information during the next meeting. ADJOURNMENT Dawn Jacobson made a motion to adjourn at 8:09am Brian Meyer seconded the motion. Carried unanimously. Tourism Committee Meeting February 21, 2023  MEMO Prepared for: Tourism Committee Staff Contact: Lexi Derrick, Michelle Scanlan Meeting: Tourism Committee - 16 May 2023 Subject: 1Q23 Room Tax Collections BACKGROUND INFORMATION: Room tax collections through March 31, 2023 total $32,855.32 which is a $3,954 or 14% increase from prior year. The table below illustrates tax collection for first quarter over the last five years. FINANCIAL IMPACT: The Tourism Committee has the following funds available to allocate for first quarter 2023: Room Tax Collected $32,855.32 70% of Collections $22,998.72 Carry Forward Funds $14,029.83 Total Funds Available $37,028.55 Page 2 of 2  MEMO Prepared for: Tourism Committee Staff Contact: Lexi Derrick Meeting: Tourism Committee - 16 May 2023 Subject: Election of Officers BACKGROUND INFORMATION: Boards and commissions appoint a chair and vice-chair at their first meeting following the April election, as most of the new appointments or reappointments have been approved by this time. The primary role of the chairperson is to preside over the regular meetings of the Public Works Committee, and the vice-chairperson presides over the meeting in the absence of the chairperson. RECOMMENDATION: The Tourism Committee should take up nominations and elect a chairperson and vice-chairperson to serve for the 2023-24 year.  MEMO Prepared for: Tourism Committee Staff Contact: Lexi Derrick Meeting: Tourism Committee - 16 May 2023 Subject: Borealis Fat Bike Worlds p/b Pure Fuel Tourism Funding Request BACKGROUND INFORMATION: Borealis Fat Bike Worlds p/b Pure Fuel submitted an application for Tourism Funding to support their event that occurred January 27-29, 2023. A portion of the expenses fall within the qualified expenses, they will be outlined during the meeting. An application is attached. FINANCIAL IMPACT: $13,900 Funding Request 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: Fat Tire Application Fat Tire Application Part 2 Fat Tire Budget  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 17 th, 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 1 st Street, New Richmond, WI 54017 or email to mscanlan@newrichmondwi.gov. ApplicationPage Adopted August 23, 2022 2 of 7 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? ApplicationPage Adopted August 23, 2022 3 of 7 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 ApplicationPage Adopted August 23, 2022 4 of 7 Page | 3 Describe in detail the event/project (a ach addi onal sheets if necessary): The Borealis Fat Bike Worlds p/b Pure Fuel is in its eighth year, and followed the 2022 FBW event which also took place at New Richmond Golf Club. The course offers scenic trail systems along river beds, winding through forests, up and down hills and valleys with amazing views. The event weekend ran January 27-29, 2023 and was co-hosted by 45th Parallel Dis llery, which was where most of the non- racing ac on happened. Race events included Saturday Championship race, a shorter Fun Race, and an e-Bikes only Race. Then Sunday, compe tors had a chance to redeem themselves or defend their tles in a short and punchy criterium style race which was held at 45 th Parallel. The weekend included live music, karoke, a community pancake breakfast, bikes available to test ride for all (both at 45 th Parallel and the NRGC) and great food and games. How did the project promote tourism in New Richmond? This project brought thousands of people to New Richmond both for the event weekend itself as well as for many weeks leading up to the event to pre-ride the race courses and visit local businesses. The course was set up in the very popular cycling app Strava which allows us to see how many visits this course is ge ng by Strava users. One sec on of the Nature Center has been ridden over 5,500 mes since the segment was created in winter of 2022 and a sec on along holes 2 & 3 has been ridden over 3200 mes in that same me period. Considering that this app only tracks the traffic of its subscribers - a frac on of the people that u lize the trail – total traffic could easily have reached over 10,000 visits. What market did the project target and why? Provide number of a endees with suppor ng detail. Our two target markets were the larger cycling community as well as the local region. We Beyond a endance for the race weekend itself, the intent was to draw people in to the city of New Richmond to leverage the groomed trail system at the GC and to visit the local businesses. We had race par cipants, visitors, and sponsors from 17 different states in the US plus Canada. Over 50% of the race par cipants were from outside of the extended Twin Ci es metro area. Saturday’s races were capped at 350 riders and we filled that capacity in the weeks leading up to race day. Sunday, we had just shy of 100 par cipants in the circuit race. As stated above, one sec on of the Nature Center has been ridden over 5,500 mes on Strava since the segment was created in winter of 2022 and a sec on along holes 2 & 3 has been ridden over 3200 mes in that same me period. Es mates of total traffic on the GC trails this winter are over 10,000 visits. How was the event adver sed or promoted? Social Media (Facebook & Instagram) + Influencer “The Vegan Cyclist” Email – we have grown the Fat Bike Worlds email subscriber list from around 500 to over 1500 subscribers since winter 2022 Local and Na onal Cycling Events Page 5 of 7 Bike Shops Local Businesses Podcasts Hometown Holiday Parade Page 6 of 7  Income Participant Registration Fees $36,000.00 Complimentary Registration Fees (max of 50) ($6,250.00) Sponsorships (Cash) Cash Sponsorships $25,000.00 Page 7 of 7 Total Income $54,750.00 Expenses Variable Rider Swag & Promotional Material $12,500.00 Winners vests included Food & Drinks for Participants $6,000.00 Registration Fee to CBMBA (see note) $2,500.00 Bib Plates $120.00 Total Variable $21,120.00 Fixed Timing (Superior Timing) $3,700.00 Grooming Equipment - Power Unit $ - Donated Grooming Equipment - Drags $2,000.00 Insurance $3,059.00 Entertainment (Friday & Saturday night) $4,150.00 Power & Connectivity 1000 Port-a-Potties/Sanitation/Garbage $1,200.00 Volunteer - Sign Up Genius, Swag & Apparel $1,554.00 Donation to Volunteer Clubs $600.00 EMS (4hr @ $100/hr) $400.00 Shuttle Service $611.51 Dave Ochs Compensation $ - Waived for 2023 Sponsor Lodging/Hotel (as part of sponsorship agreement) $2,500.00 Course marking & signage, fencing, roping, etc. $500.00 pallet of firewood for 3 fire pits - delivered $158.25 Stipend to Stocks Design Co (Brandon Stocker) for 2023 FBW marketing design & promotion $3,500.00 Advertising & Marketing $3,500.00 Photography/Videography $ 800.00 Mostly donated Banners (course signage, barriers, city banners etc) $2,400.00 Awards $2,000.00 Walkie Talkies/On Site Communication $800.00 Total Fixed $34,432.76 Total Expenses (Variable + Fixed) $55,552.76 Estimated Net Income - Expenses ($802.76)  MEMO Prepared for: Tourism Committee Staff Contact: Lexi Derrick Meeting: Tourism Committee - 16 May 2023 Subject: New Richmond Baseball Club Tourism Funding Request - 2022 Season BACKGROUND INFORMATION: New Richmond Baseball Club submitted an application for Tourism Funding to support their 2022 Tournament Season.. A portion of the expenses fall within the qualified expenses, they will be outlined during the meeting. An application is attached. FINANCIAL IMPACT: $15,000 Funding Request 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: NR Baseball Club Application Baseball Fees  CiTY OF NEW RICHMOND THE CITY BEAUTIFUL Tourism Promotion and Development Funding Request Process 0b'ective Since 1996, the City of New Richmond has collected a lodging tax under Wisconsin State Statute 66.0615. Lodgingtax 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. Fundin Re uest 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 Fundin Schedule Meetin s are as follows: 0 1Q23: Events that took place in the First Quarter (Jan, Feb, Mar) are due May 15‘,2023. I 2Q23: Events that took place in the Second Quarter (Apr, May, June) are due August 1“, 2023. "II"l&"I_ J.I__.I. .n.__.I_ __I.._.___ ;I_ 'l'I_!,__I (July, Aug, Sept) are due November 1“, 2023. -.......|._ suc.-5: Izvents tnat IOOK place In tne Inlra uuarter ; 0 4Q23: Events that took place in the Fourth Quarter (Oct, Nov, Dec) are due February 15‘,2024. * *Youcan check the City website for meeting dates, applicant is encouraged to attend meeting. ** ualified Ex enses The following are marketing expenses that the Tourism Committee will consider for reimbursement. Marketing outside St. Croix County 0 Trade show booth space and materials Newspaper Advertising (printed) o Advertising and promotion materials Te|evision/Radio/ Social Media distributed within St. Croix County Advertising 0 Signage and Banners at an Event Site Billboards 0 Parade Entries Literature and other printed materials 0 Expenses involved in obtaining live, distributed at outside-related events remote television/ radio broadcasts 0 Direct mail pieces The following are operational expenses that the Tourism Committee will consider for reimbursement. Facility Enhancements] Beautification 0 Tents/Temporary Structures Porta Potties @ an Event I Utility Charges related to event Featured Entertainment Completed applications go to City of New Richmond, Attn: Tourism Committee, 156 E 15‘Street, New Richmond, WI 54017 or email to |derrick@newrichmondwigov. ApplicationPage 2 ofAugust Adopted 6 23, 2022 Page 1  CITY OF NEW RICHMOND THE CITY BEAUTIFUL I-.|.I-.:.I.:.-.|.|.l|I_|q-.a.I-I‘.-.I.qI.|.p.l-I.i.1'r Tourism Promotion and |_...-.. Development Funding Request Application -|—|..'.|.|.|.l_r..|.- Please provide the following information I.r|.--..I-r.'.-.|- to assist the Tourism Committee in understanding j- in--I-I .gg-|._the event/project promoted and/or how |.-_J.._|.|-.-..||_-...-;a-I-- developed tourism within the City and '.IIf"§'l hotel and |.=.-.-.|-. business community. _,I uj--in--ul of Applicant 8: Organization: Name -I-51 New Richmond Baseball Club I__I,,_ Federal in Number: -I IDIn Iu'- 82-3184103 ll I-II In ul-nu.-:5 Applicant (Corporation, u_-‘I.Status of-1-_. Tax Non-Pro?t, body, etc.) —1-In Governmental —\- .2-:2: Non-profit _ ___..-u. ua--.I Mailing Address: PO Box 86 New Richmond ._..l WI 54017 IIu' Telephone (Cell): ':J-- IJIJ 651-238-8227 (Work):715-246-1849 -.<'-" ' Email Address(es): brian.schroeder.wnorthwoodtech.edu end eric.roberts@northwoodtech.edu DESCRIPTIONOF THE FUNDING REQUEST J (attach necessary): The New Richmond baseball club provides the opportunity for over 500 youth in the New Richmond community to participate in the sport of baseball. We offer a recreational in-house league as well as 12 competitive travel teams. With these opportunities we host 5 tournament weekends during the summer as well as host over 100 home league games for our travel and Babe Ruth teams inviting teams from the Twin City metro and Western Wisconsin to town. With the travel tournaments we host over 100 teams from WI and MN. We take pride in offering some of the best tournaments offered in the Twin Cities Metro and routinely have to turn teams away due to the quality and pride we take in putting on first class tournaments. This past year we hosted teams from the La Crosse area, Plymouth, Wayzata, Rogers, Otsego, and Eau Claire, all who had teams stay at hotels. Our recreational in-house program schedules games weekly and brings families into town from neighboring townships two times a week and many of these trips into town include stops at restaurant, gas stations and shopping that otherwise could have been done elsewhere. How did the project promote tourism in New Richmond? With over 100 teams coming to town for our tournament's, hotels are routinely booked to capacity, and restaurants are full with waits for seating between games. When teams come for a tournament, they are guaranteed three games over the weekend with plenty of time between games to explore what the town has to offer. Application Adopted Page 3 of 6 August 23, 2022 Page I 2 What market did the project target and why? Provide number of attendees with supporting detail. Our target market are families with children interested in playing baseball between Kindergarten and eighth grade. Our travel teams participate in the Metro Baseball League which is made up of over 500 teams throughout the Twin Cities Metro and western Wisconsin. Our tournament weekends fill each year because ofthe quality of baseball, facilities and amenities that New Richmond has to offer. Eachteam is made up of 10-12 members. So on a given tournament weekend we are looking at 14 teams that average 11 team members per age group and their families coming to New Richmond. Each tournament weekend we have at minimum two tournaments scheduled. How was the event advertised or promoted? With a tradition of hosting great events a lot of the teams that we host return each year as well as share their experiences with other coaches they play. We also list our tournaments on the Gopher State Baseball tournament index, the Metro Baseball League Tournament listings, our own website, social media and the school district of New Richmond. PROJECTBUDGE Project funding request: 5 15,000.00 Total project cost: 5 154,979.00 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. Program registration fees and tournament registration fees were collected from participants. Didthis project require city resources (road closure, security, city permits, etc.)? Ifso, please list city resources required. The city mows the grass for the city fields that we use and the utilites costs at Hat?eld was divided between the Club, the softball association and the City. The City also assists with trash removal, bathroom maintenance and other facility maintenance. They also work with organizations that use the facilities to enhance and update them, an example is the new shelter at Hatfield with the costs divided between the three associations that use the park. ApplicationPage 4 of August Adopted 6 23, 2022 Page | 3 Name and address of person responsible for accounting for the funds, if different than the applicant: Nick Raiolo ravio|i634@yahoo.com - Kelsey Rode ke|seya01526@gmai|.com Please indicate individual responsible for providing feedback/respond to questions, if different than applicant: Name: Brian Schroeder and Eric Roberts Contact Info: Brian 651-238-8227 Eric 651-307-9002 - 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. App|icant’s Name: Brian Schroeder Signature (REQUIRED): Date: 4/10/2023 Emailaddress: brian.schroeder@northwoodtech.edu Submit application to: Mail: City of New Richmond Attn: Tourism Committee 156 E 1“ Street New Richmond, WI 54017 Email: Iderrick newrichmondwi. ov Application PageAdopted 5 of 6August 23, 2022 Page 4  Expense Description Qualified Expenses Amount Web fees Advertising $ 1,943.32 Tournament Banners Advertising and promotion materials distributed within St. Croix County $ 1,836.36 Field Usage to City of NR Facility Enhancements/Beautification $ 5,580.88 Field Chalk Facility Enhancements/Beautification $ 613.59 Page 6 of 6 Portable Mounds Facility Enhancements/Beautification $ 5,802.50 Base Plugs Facility Enhancements/Beautification $ 88.62 New Shed at Hatfield Tents/Temporary Structures $ 3,800.00 Hatfield Shelter construction - NRBC portion Facility Enhancements/Beautification $ 4,000.00 Porta potties Porta Potties at fields in NR (high school fields, paperjack, hillside and Starr) $ 3,475.00 New Grills/lock at Hatfield Facility Enhancements/Beautification $ 1,210.19 Fun Fest Vendor Fee Advertising and promotion materials distributed within St. Croix County $ 225.00 Gopher State Qualifer Host Marketing outside of St Croix County $ 500.00 Utilities at Hatfield and Citizens Fields Utility Charges related to event $ 7,222.91 $ 36,298.37