Tourism Committee

Tourism Committee Meeting Agenda Thursday, May 16, 2024 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 date 2-4 Tourism Committee - 15 Feb 2024 - Minutes 5. ROOM TAX REPORT a. 1Q24 Room Tax Collections 5-6 Memo: 1Q24 Room Tax Collections 6. BUSINESS a. Election of Officers 7 Memo: Election of Chairperson and Vice-Chairperson b. Request for Qualifications: Marketing Consultant 8 Memo: Request for Qualifications: Marketing Consultant 7. FUNDING REQUESTS a. City of New Richmond Tourism Fund Request - Banner Poles 9 City of New Richmond Tourism Fund Request - Banner Poles - Pdf 8. ACTION OF FUNDING REQUESTS 9. COMMUNICATION AND MISCELLANEOUS 10. ADJOURNMENT  Tourism Committee Meeting Minutes 7:30 AM - Thursday, February 15, 2024 Council Chambers The Tourism Committee of the City of New Richmond was called to order on Thursday, February 15, 2024, at 7:30 AM, in the Council Chambers, with the following members present: PRESENT: Kim Dimick, Brian Meyer, Pete Vrieze, Timothy Sass ABSENT: Dawn Jacobson OTHERS Rae Ann Ailts, Michelle Scanlan, Lexi Derrick PRESENT: CALL TO ORDER ROLL CALL ADOPTION OF AGENDA Brian Meyer made a motion to adopt the Agenda. Kim Dimick seconded the motion. Carried unanimously. APPROVAL OF MINUTES MINUTES FROM: Brian Meyer made a motion to approve the Minutes from November 29, 2023. Timothy Sass seconded the motion. Carried unanimously. ROOM TAX REPORT 4Q23 ROOM TAX COLLECTIONS Lexi Derrick explained that the Tourism Committee had the following funds available to allocate for fourth quarter 2023: Room Tax Collected $39,015.56 70% of Collections $27,310.89 Carry Forward Funds $38,995.11 Total Funds Available $66,306.00 FUNDING REQUESTS Tourism Committee Meeting February 15, 2024 CHAMBER OF COMMERCE TOURISM FUNDING REQUEST - HOMETOWN HOLIDAY Lexi Derrick presented the application for Tourism Funding from the New Richmond Chamber of Commerce for Hometown Holiday 2023. Discussion took place on how the event was advertised and promoted. The expenses that the Committee considered from reimbursement include: Advertisement, Fireworks and Entertainment CITY OF NEW RICHMOND TOURISM FUND REQUEST - UTILITIES FOR ATHLETIC FACILITIES Lexi Derrick shared the application for Tourism Funding from the City of New Richmond for 2023 utility expenses at the Sports Center, Citizens Field and Hatfield. Discussion took place on how long the Tourism Committee has helped support the City for these expenses. They also discussed what the City covers for utility expenses compared to what organizations owe the City for utility usages at those facilities. The expenses that were considered from reimbursement include: Utilities STAFF REIMBURSEMENT FOR UPDATING TRAVEL WISCONSIN Lexi Derrick advised that of the $1,500 the Committee allocated for staff time, only $894.97 was expended. In addition, staff is looking for additional funding in 2024 to help offset the costs again for updating Travel Wisconsin. VISIT NEW RICHMOND LOGO INVOICE Lexi Derrick went over how the actual expense for the "Visit New Richmond" logo came below budget and there is a logo available for the public. NORTHWOOD TECHNICAL COLLEGE FOUNDATION TOURISM FUNDING REQUEST - COMMUNITY CONNECTIONS 2023 Lexi Derrick presented the application for Tourism Funding from the Northwood Technical College for their 2023 Community Connections event. On behalf of the college, Brian Schroeder was there to answer the Committee's questions in regards to what the event was, how it was promoted and advertised, who was invited and the success of it. The expenses that were considered from reimbursement include: Advertisement and Signage NEW RICHMOND BASKETBALL ASSOCIATION INC TOURISM FUNDING REQUEST - 2023 EXPENSES Lexi Derrick presented the application for Tourism Funding from the New Richmond Basketball Association for 2023 expenses. Brian Scribner, the association's president, attended to help further the discussion on how basketball drives outside guests to the community and how their events have an impact on the community. Additional conversation took place on how room tax funds can help support events and how that could look for the basketball association. The expenses that were considered from reimbursement include: Advertisement ACTION OF FUNDING REQUESTS Tourism Committee Meeting February 15, 2024 Brian Meyer made a motion to recommend 4Q23 Tourism funding of $6,781.71 to Council for NRACC Hometown Holiday. Timothy Sass seconded the motion. Carried unanimously. Timothy Sass made a motion to recommend 4Q23 Tourism funding of $18,061.46 to Council for the City of New Richmond 2023 utility expenses. Kim Dimick seconded the motion. Carried unanimously. Brian Meyer made a motion to recommend 4Q23 Tourism funding of $894.97 to Council for City Staff time updating Travel Wisconsin. Timothy Sass seconded the motion. Carried unanimously. Kim Dimick made a motion to recommend 4Q23 Tourism funding of $80.00 to Council for Minuteman Press creating the "Visit New Richmond" logo. Brian Meyer seconded the motion. Carried unanimously. Timothy Sass made a motion to recommend 4Q23 Tourism funding of $4,999.11 to Council for NTC Community Connection event. Brian Meyer seconded the motion. Carried unanimously. Brian Meyer made a motion to recommend 4Q23 Tourism funding of $97.00 to Council for NRBA advertising expenses with invoices being submitted for possible additional funding. Kim Dimick seconded the motion. Carried unanimously. Timothy Sass made a motion to set aside $2,000 of 2024 room tax collection to continue to support staff time updating Travel Wisconsin. Brian Meyer seconded the motion. Carried unanimously. NEW BUSINESS 2024 TOURISM COMMITTEE APPLICATION & FUNDING STRATEGY Michelle Scanlan and Lexi Derrick presented the 2024 Tourism Reimbursement Application and the changes that were made. They also went over how the criteria and application will be two different documents but both can be found in the same spot under the Visit NR portion of the City's website. Additionally, Rae Ann Ailts presented how it would be beneficial for the Tourism Committee to engage in an outside marketing firm to help promote the City of New Richmond. To do this staff will put together a request for proposal and went over the proper steps for that. The Committee was in agreement that this would be a good idea to help promote visitors to events held and the City as a whole. Brian Meyer made a motion to adopt the 2024 Tourism Reimbursement Application. Kim Dimick seconded the motion. Carried unanimously. Timothy Sass made a motion to direct staff to draft a request for proposal for marketing the City of New Richmond. Brian Meyer seconded the motion. Carried unanimously. COMMUNICATION AND MISCELLANEOUS ADJOURNMENT Timothy Sass made a motion to adjourn at 8:38am. Brian Meyer seconded the motion. Carried unanimously. Tourism Committee Meeting February 15, 2024  MEMO Prepared for: Tourism Committee Staff Contact: Lexi Derrick, Michelle Scanlan Meeting: Tourism Committee - 16 May 2024 Subject: 1Q24 Room Tax Collections BACKGROUND INFORMATION: Room tax collections from January 1, 2024 through March 31, 2024 totaled $24,601.08 which is a $8,265 or 25% decrease from prior year. No room tax has been collected from Coratel yet; however, all hotels saw a reduction in room tax compared to first quarter last 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 2024: Room Tax Collected $24,601.08 70% of Collections $17,220.76 Carry Forward Funds $52,983.15 Total Funds Available $70,203.91 Page 2 of 2  MEMO Prepared for: Tourism Committee Staff Contact: Lexi Derrick Meeting: Tourism Committee - 16 May 2024 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 Tourism Committee, and the vice-chairperson presides over the meeting in the absence of the chairperson. RECOMMENDATION: The Tourism Committee should take nominations and elect a chairperson and vice-chairperson to serve for the 2024-25 year.  MEMO Prepared for: Tourism Committee Staff Contact: Lexi Derrick Meeting: Tourism Committee - 16 May 2024 Subject: Request for Qualifications: Marketing Consultant BACKGROUND INFORMATION: At the previous Tourism Committee meeting, staff presented the option of utilizing a portion of the carry forward funds towards a marketing consultant in 2024. Since then staff have drafted a Request for Qualification (RFQ). The goals of the RFQ would be to find a marketing consultant that can help the Tourism Committee: 1. Diversify lead marketing sources to help increase awareness of events and places the City of New Richmond has to offer. 2. Increase the number of destination travelers to the area. 3. Leverage the City's proximity to urban and rural communities. 4. Optimize relationship with the Wisconsin Department of Tourism. RECOMMENDATION: Staff is seeking recommendation from the Tourism Committee to City Council to post the Request for Qualifications.  MEMO Prepared for: Tourism Committee Staff Contact: Lexi Derrick Meeting: Tourism Committee - 16 May 2024 Subject: City of New Richmond Tourism Fund Request - Banner Poles BACKGROUND INFORMATION: The City of New Richmond submitted an application for Tourism Funding to assist with expenses for installing banner poles on Knowles Avenue. These are expenses that fall within the qualified expenses and have been approved in previous years. The application is attached for review. At the February 2022 meeting, the Tourism Committee agreed to help fund the project and allocated $5,000. To date, there has not been any reimbursed for this as the project needed to be completed with invoices submitted. FINANCIAL IMPACT: $15,188.85 requested for the Banner Poles on Knowles Avenue 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.