Tourism Committee

Tourism Committee Meeting Agenda Tuesday, August 15, 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 - 27 Jul 2023 5. ROOM TAX REPORT a. 2Q23 Room Tax Collections 4-5 Memo: 2Q23 Room Tax Collections 6. REVIEW OF FUNDING REQUESTS a. New Richmond Area Chamber of Commerce Funding Request - Park Art Fair 6 - 10 Memo: New Richmond Area Chamber of Commerce Tourism Funding Request - Park Art Fair 7. ACTION OF FUNDING REQUESTS 8. NEW BUSINESS a. Staff Reimbursement for Updating Travel Wisconsin 11 Memo: Staff Reimbursement for Updating Travel Wisconsin b. Branding and QR Code Bid 12 Memo: Branding and QR Code Bid c. Marketing Resources 13 Memo: Marketing Resources 9. COMMUNICATION AND MISCELLANEOUS 10. ADJOURNMENT  Tourism Committee Meeting Minutes 10:00 AM - Thursday, July 27, 2023 Council Chambers The Tourism Committee of the City of New Richmond was called to order on Thursday, July 27, 2023, at 10:00 AM, in the Council Chambers, with the following members present: PRESENT: Kim Dimick, Brian Meyer, Pete Vrieze, Dawn Jacobson, Timothy Sass ABSENT: OTHERS Rae Ann Ailts, Michelle Scanlan, Lexi Derrick PRESENT: CALL TO ORDER ROLL CALL ADOPTION OF AGENDA Timothy Sass made a motion to adopt the Agenda. Dawn Jacobson seconded the motion. Carried unanimously. APPROVAL OF MINUTES Timothy Sass made a motion to approve Minutes from May 16, 2023. Dawn Jacobson seconded the motion. Carried unanimously. CONSENT AGENDA TOURISM COMMITTEE - RECAP ON INDIVIDUAL MEETINGS Pete Vrieze made a motion to adopt the Consent Agenda. Tim Sass seconded the motion. Carried unanimously. NEW BUSINESS TOURISM PREVIOUS FUNDING REQUESTS AND EXPENDITURES Lexi Derrick reviewed the financial data that was also presented to the committee during individual meetings. No new information was presented. TOURISM COMMITTEE - GOALS Tourism Committee Meeting July 27, 2023 The committee had conversations in regards to the following topics: adjustment to the reimbursement application, the utilization of Travel Wisconsin, marketing materials, disbursement based off of percentages, buckets of reimbursement available, pre-payment for new events and utilizing City websites for promoting to visitors. Additional conversation occurred in review of long term goals for the committee that consisted of creating a brand for Tourism within the community, implementation of that brand to be shared on all marketing materials submitted for reimbursement requests, creation of a Tourism page linked on the City website and create "weekend away" flyers to encourage tourism. The committee requested that staff look into costs of bringing in a marketing expert to present to the public, including previous groups they have applied, to help encourage new marketing strategies. The final request from the committee was to bring back costs for creating QR codes that can be placed around the City for quick access to New Richmond's postings on Travel Wisconsin. HOTEL ENGAGEMENT The committee has been looking at ways to get input back from local hotels as to what type of events they see as driving tourism within the community. Staff have been directed by the committee to start engagement with hotels and record data to bring back to future meetings. COMMUNICATION AND MISCELLANEOUS NEXT TOURISM MEETING WILL BE AUGUST 15TH AT 7:30AM. ADJOURNMENT Pete Vrieze made a motion to adjourn at 11:21am. Timothy Sass seconded the motion. Carried unanimously. Tourism Committee Meeting July 27, 2023  MEMO Prepared for: Tourism Committee Staff Contact: Lexi Derrick, Michelle Scanlan Meeting: Tourism Committee - 15 Aug 2023 Subject: 2Q23 Room Tax Collections BACKGROUND INFORMATION: Room tax collections through June 30, 2023 total $45,908.20 which is a $5,798 or 15% increase from prior year. The table below illustrates tax collection for second quarter over the last five years. FINANCIAL IMPACT: The Tourism Committee has the following funds available to allocate for second quarter 2023: Room Tax Collected $45,908.20 70% of Collections $32,135.74 Carry Forward Funds $15,856.16 Total Funds Available $47,991.90 Page 2 of 2  MEMO Prepared for: Tourism Committee Staff Contact: Lexi Derrick Meeting: Tourism Committee - 15 Aug 2023 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. A complete application is attached. FINANCIAL IMPACT: The Funding Request is for $6,064.07. All expenses fall within the qualified expenses, this will be reviewed during the meeting. Half ($3,039.64) of their funding request is for advertising reimbursement. 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: Park Art Fair Room Tax Budget 23 Tourism Funding Request Park Art Fair_23 ParkArtFair 2023 Budget Tourism Fuding Request All Other Budget Expenses Featured Entertainment Music & Sound Bare Minimum Dustin DeGolier $750.00 Sound System Caleb Garn $200.00 Family Entertainment Hudson Trolley INV 0060223 $1,107.75 Porta Potties @ Event Porta Potties Raska Sewer $674.39 Utility Charges Related to Event Beverage Beer $4,807.51 Pop & Water $1,699.79 Ice $452.00 Coffee $125.50 Utilities Garbage $252.00 Water INV 18299 $40.29 Traffic Cones $404.01 Marketing/Advertising Print O'Rourke Media Observer Ads INV 354536 $300.00 ICCPA Direct Mail INV 67766 $422.24 Sign Results INV 3514 $900.00 Midwest Art Fairs INV 2670 $350.00 Event Coroplast Signage INV 82853 $95.30 Coroplast Signage & Posters INV 84146 $544.10 Online Facebook $128.00 O'Rourke Media Online Ad INV 354536 $300.00 Total Event Budget $13,552.88 Total Tourism Fund Request $6,064.07 Page 2 of 5  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:  1Q23: Events that took place in the First Quarter (Jan, Feb, Mar) are due May 1st, 2023.  2Q23: Events that took place in the Second Quarter (Apr, May, June) are due August 1st, 2023.  3Q23: Events that took place in the Third Quarter (July, Aug, Sept) are due November 1st, 2023.  4Q23: Events that took place in the Fourth Quarter (Oct, Nov, Dec) are due February 1st, 2024. **You can check the City website for meeting dates, 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 lderrick@newrichmondwi.gov. ApplicationPage 3 of 5 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: New Richmond Chamber of Commerce Federal ID Number: 39-1130473 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 hana@newrichmondchamber.com DESCRIPTION OF THE FUNDING REQUEST Describe in detail the event/project (attach additional sheets if necessary): Park Art Fair. Annual art fair that brings up to 5,000 people to New Richmond over two days. The fair includes over 100 art vendors, food booths, beer tent, and more. How did the project promote tourism in New Richmond? It is the largest art fair in this area over the past decade. 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. We estimate 2,500 attendees per day, 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, and word of mouth. ApplicationPage 4 of 5 Adopted August 23, 2022 Page | 2  PROJECT BUDGET Project funding request: $6,064.07 Total project cost: $13,552.88 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, totaling approximately $1,000.00 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 or Hana Peterson Contact Info: director@newrichmondchamber.com hana@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 of the award of funds to claim the monies. Applicant’s Name: Date: 07/31/2023 Signature (REQUIRED): Rob Kreibich Email address: director@newrichmondchamber.com Submit application to: Mail: City of New Richmond Attn: Tourism Committee 156 E 1st Street New Richmond, WI 54017 Email: lderrick@newrichmondwi.gov ApplicationPage 5 of 5 Adopted August 23, 2022 Page | 3  MEMO Prepared for: Tourism Committee Staff Contact: Lexi Derrick, Michelle Scanlan Meeting: Tourism Committee - 15 Aug 2023 Subject: Staff Reimbursement for Updating Travel Wisconsin BACKGROUND INFORMATION: During the work session on July 27, 2023 the Tourism Committee determined that they wanted to utilize the Travel Wisconsin website to promote locations, entertainment, lodging, restaurants, and other things to do in New Richmond. This will require staff time to research and submit postings to the website. Staff are requesting tourism funding be set aside for time spent updating the website and are estimating it will roughly be $1,500. Staff will track their time and come back to the Tourism Committee in the future for reimbursement. RECOMMENDATION: Staff are looking for a recommendation from the Committee to allocate future funds to reimburse for staff time spent researching and updating the Travel Wisconsin website for New Richmond.  MEMO Prepared for: Tourism Committee Staff Contact: Lexi Derrick, Michelle Scanlan Meeting: Tourism Committee - 15 Aug 2023 Subject: Branding and QR Code Bid BACKGROUND INFORMATION: At the July 27, 2023 Tourism Committee worksession, staff were directed by the Committee to attain a quote for a marketing/branding design work to help develop a logo and QR code for the Tourism Committee to better advertise visitor information and events. Staff will bring forth the quote received from Minuteman Press during the meeting. RECOMMENDATION: Staff are looking for a recommendation from the Committee to determine the budget to move forward with Minuteman Press creating branding materials for the Tourism Committee.  MEMO Prepared for: Tourism Committee Staff Contact: Lexi Derrick, Michelle Scanlan Meeting: Tourism Committee - 15 Aug 2023 Subject: Marketing Resources BACKGROUND INFORMATION: At the July 27, 2023 Tourism Committee worksession, staff were directed by the Committee to put together a budget for a marketing workshop and additional resources to share with businesses and organizations who invite visitors to the area. City Staff will bring an update to the August meeting