Tourism Development Commission (Meets on the first Tuesday at 1PM)

AGENDA (AMENDED 11/30/21) TOURISM DEVELOPMENT COMMISSION FRIDAY, December 3, 2021, 12:00 P.M. – 1:00 P.M. Government Center 217 *change in venue* Video call link: https://meet.google.com/mrg-qyha-ahw Or dial: (US) +1 617-675-4444 (PIN: 748 150 271 0548#) Mission Statement: “The Superior Tourism Commission will develop, market, and promote Superior as a destination for visitors to stay and enjoy our natural landscape, culture, arts, parks, and businesses.” Commissioners: Lindsey Graskey (Chair), Keith Kern (Council Representative), Bruce Barron, JoAnn Jardine, Emerson Sloane, and Pattie Soliday 1. Roll Call 2. Approve Minutes from previous commission meetings: a) October 29, 2021 b) November 5, 2021 c) November 12, 2021 3. Ordinance Updated to allow Virtual Mtg Participation 4. DOR Email Rec’d by Commissioner Barron 5. Profit & Loss Statement for Visitors Guide (Advertisement Revenue) 6. Review of Budget Proposal from Commissioner Kern 7. Propose future agenda topics a) Tourism Information Center Grant Programs 8. Schedule upcoming meeting 9. Adjournment Notice is hereby given that a majority of the members of the Common Council may be present at the meeting, and although this may constitute a quorum of the Common Council, the Council will not take any action at this meeting. ********************************************************************************************************************* Pursuant to the Americans with Disabilities Act of 1990, if you are in need of an accommodation to participate in the public meeting process, please call (715) 395-7200 by 4:30 p.m. on the day prior to the scheduled meeting date (OR dial 711 for Telecommunications Relay Service). The City will attempt to accommodate any request depending on the amount of notice received. ********************************************************************************************************************* In compliance with Wisconsin Open Meetings Law, this agenda was posted on 11/30/2021 at the following locations: Superior Government Center, Douglas County Courthouse, and online at https://www.ci.superior.wi.us/agendacenter. It was also emailed to the Superior Public Library and the Superior Telegram, and PACT. Tourism Development Commission, 12/03/2021 Meeting Page 1 of 1  Phone: (715) 395-7200 1316 North 14th Street, Ste 200 Fax: (715) 395-7590 Superior, WI 54880 E-mail: cityclerk@ci.superior.wi.us Website: www.ci.superior.wi.us Minutes Proceedings TOURISM DEVELOPMENT COMMISSION FRIDAY, OCTOBER 29, 2021 12:00 P.M. – 1:00 Government Center 204 Members: JoAnn Jardine, Lindsey Graskey (Council Representative), Keith Kern (Council Representative), Bruce Barron, and Emerson Sloane 1.Roll Call Present: JoAnn Jardine, Lindsey Graskey, Bruce Barron, Emerson Sloane, Keith Kern Absent: Also Present: Finance Director Puetz, Contract Analyst Jane Darwin, Chief of Staff, Nick Raverty, public. 2.Public Comment Pattie Soliday—Introduced herself as a future member of the commission (recommendation goes to council 11/2/21). 3.Approve October 22, 2021 TDC meeting proceedings Moved by Commissioner Barron, seconded by Councilor Kern and carried. 4.Approval of TDC statement Reviewed by commission. Would like it added to all future agenda documents. Chair Graskey added it can be modified throughout the life of commission. Chair Graskey moved to accept TDC statement. Seconded by Commissioner Sloan and carried. “The Superior Tourism Commission will develop, market, and promote Superior as a destination for visitors to stay and enjoy our natural landscape, culture, arts, parks, and businesses.” 5.Discussion on TDC marketing RFP (attached) Tourism Development Commission, 10/29/2021 Meeting Page 1 of 5  Jane Darwin and Ashley Puetz available from city staff for questions. Councilor Kern asked what the anticipated budget was for the 2022 season. Commissioner Baron said the estimate was in the $600,000 range. Finance Director Puetz confirmed and reminded commission that it has fluctuated in the past and could again. Councilor Kern asked the budget structure, expressing concern about committing to a plan without knowing how much or what percentages of the overall total will be used in what ways. Commissioner Barron echoed this thought with concern about what amount would be put in the RFP and what possible contractors might expect vs what is going to be spent. Commissioner Sloane reminded the group the RFP could be put out and quotes would then come in—giving the group a feel for what the going rate of services are without committing to any of them. Councilor Kern asked Jane Darwin (Contract Analyst) about the RFP. Jane Darwin said the RFP, as written, is unique and offers an ala carte sort of situation which allows bidders to include overall totals as well as area-by-area costs that allow for line by line accept/reject. Commissioner Barron brought up what percentage of the funds should go toward the RFP projects and how much should be kept for pursuing other marketing (ie event support, coupons, transportation). The ala carte option for the RFP sounded like a good option. Councilor Graskey asked the group what kind of money split they would like to see—percentage wise—for what can go to the marketing arena and what might be used for other ways. Commissioner Barron asked about what partners exist within this budget who will be expecting money from the overall total. Councilor Kern reported that historically the Bong Center and the Visitor Center are two venues in addition to Travel Superior that historically received this money. There is not a standing contract or expectation that any of this will continue—there’s not constraints on how the money is used outside of the statutes and what the commission decides. Tourism Development Commission, 10/29/2021 Meeting Page 2 of 5  Nick Raverty asked the commission to look at the RFP scope and language and asked them to ask questions and make changes with Jane Darwin in attendance. Commissioner Barron asked that at the next meeting, the topic of budget and break down is included. Chairperson Graskey agreed, and expressed concern that the scope of the RFP may be wider than the budget could cover. Commissioner Jardine said not to assume the services would be too expensive, and instead focus on putting out a clear RFP and then make decisions based on what comes through. Chair Graskey read the different points in the Scope area: Commissioner Barron was concerned about 2.1—no mention of hotel stays being the goal. Chair Graskey asked for clarification and for Jane to adjust the RFP to reflect the goal of overnight stays to be included clearly in language. 2.3—Commissioner Sloane asked for adjustment in online marketing to look at ‘Modern’ vs ‘Current’. Chair Graskey brought up ‘traditional’ and how much they wanted to see of that. Councilor Kern asked for a % breakdown to be added for the RFP—Jane will add. 2.4—Website concerned Commissioner Sloane, as it is a big ticket item and can be very specialized. This, like the other parts, is an ala cart sort of thing. Jane confirmed that subcontractor language exists, so this can be subcontracted by the bidder or even not approached if they don’t want to. Commissioner Barron asked who owns ‘Travel Superior’ and current website. Chair Graskey—most likely the Chamber. 2.6—Public Relations/Earned Media—Nick Raverty explained examples of this from the past, including Travel Wisconsin visiting to do promotion on the Ice event. Commissioner Jardine asked about ‘top places’ list and if this would be something of an expectation. Nick Raverty confirmed. 2.7 Social Media—Chair Graskey and Commissioner Jardine agree a cohesive funnel of information is needed. Commissioner Sloane asked about platforms and expectations. Councilor Kern used the language ‘current and emerging’ for platforms—Jane to adjust. 2.8 Arts & Fundraising—Commissioner Barron asked if this fits the statute, while reminding the commission the city has 30% of the tax that could be used to support museums and other venues. Councilor Kern asked for clarity on the fundraising portion. Nick Raverty said that while he didn’t know all the details, it was Tourism Development Commission, 10/29/2021 Meeting Page 3 of 5  something the mayor had included, wanting to make sure that arts and unique features of the city were included on things like the website and in other marketing. Commission asked for this part to be removed from the RFP entirely—that it may be a better fit in another commission. 2.9 Events—Jane noted these are existing events to be marketed. Discussion from Commissioners Jardine, Barron, and Graskey about current and upcoming events ie, Ice Sculptures, weddings, Frisbee golf—all growing and unique to Superior. Commissioner Barron noted that these events may be ones that having a % of the funding available for grants and assistance are things to remember. No change to the RFP in this area. 2.10 Data Presentation—Commissioner Jardine noted it was clear and helpful. Commissioner Barron asked for what results looked like and how they were measured. Councilor Kern answered about previous feedback looking like and the performance portion of the RFP (2.14) being another place for accountability. Commissioner Barron asked about what happened if there was unhappiness with the contracted company. Jane Darwin affirmed there is an out clause, usually with 90 days’ notice, built in to all city contracts. Key Areas of Focus: Chair Graskey read through the Key areas. Commissioner Barron shared positive thoughts overall. Councilor Kern appreciated ‘exploiting other venues’—makes sense to use what’s around to Superior advantage. Chair Graskey agreed it was positive and didn’t need change. Expectations and Reports: Commissioner Barron asked about requesting qualifications and finances from bidders—ensuring they are in good standing. Jane Darwin said yes, something that can be asked (often is in building contracts, and can be added to service contracts). Finance Director Puetz added that the city is checking into the best way to handle the commission finances, but that they have direction to approve their own financial decisions up to $25,000. This is not a state direction, but one by the Superior City Council, as noted by Chair Graskey and Councilor Kern. Commissioner Barron Tourism Development Commission, 10/29/2021 Meeting Page 4 of 5  brought up bringing in more City Council oversite if there are big-ticket items or ones that have questions around them in the commission. Commissioner Sloan asked about subcontractors—Jane Darwin clarified that subcontractors must be approved by the city before being updated/changed under contracts. Chair Graskey made the request for edits as discussed be available for the next meeting Nov 5th. Jane Darwin agreed she could do that and would send over as soon as finished, to be added before the meeting if possible. 6.Hand out by Chair—Top 3 goals of commission Chair Graskey felt they’d hit the three over the discussion period. 7.Confirm next meeting time. November 5, Govt Center #204 at noon. Main discussion areas to include Budget Breakdown and revised RFP review. Commissioner Jardine shared she went to an even in Hayward that focused on travel, community building, and tourism. She learned about place-making, arts, and other current marketing things. She handed out ‘13 Ways to Kill a Community’ article. 8. Adjournment 1:30 PM -- Minutes respectfully submitted by Deputy Stephanie Becken. c: City Clerk’s Office Public Access – via e-mail Tourism Development Commission, 10/29/2021 Meeting Page 5 of 5  Phone: (715) 395-7200 1316 North 14th Street, Ste 200 Fax: (715) 395-7590 Superior, WI 54880 E-mail: cityclerk@ci.superior.wi.us Website: www.ci.superior.wi.us Minutes Proceedings TOURISM DEVELOPMENT COMMISSION FRIDAY, November 5, 2021 12:00 P.M. – 1:00 Government Center 204 “The Superior Tourism Commission will develop, market, and promote Superior as a destination for visitors to stay and enjoy our natural landscape, culture, arts, parks, and businesses.” Members: JoAnn Jardine, Lindsey Graskey (Council Representative), Keith Kern (Council Representative), Bruce Barron, Emerson Sloane, and Pattie Soliday 1. Roll Call Present: Joanne Jardine, Lindsey Graskey, Bruce Barron, Emerson Sloane, Keith Kern, Pattie Soliday Absent: all present Also Present: Mayor Paine, members of the public 2. Determine budget to spend on marketing Commissioner Soliday advocated for not using the entire TDC budget amount on marketing. Discussed % vs set dollar amount. Mayor Paine reminded group contracts are amendable and more money can be added through the length of the contract if more comes in or if significant results are being seen. Mayor recommended $250,000. Commissioner Sloane motioned for $175,000 to start, not seconded. Commissioner Barron said $250,000 was a number he’d come to by working backwards from other projects he’d like to see done. Motioned for a marketing budget not to exceed $250,000. Commissioner Jardine seconded. During discussion Commissioner Soliday asked for the ‘not to exceed $250,000’ to be struck, so there’s room to add more if funding is robust. Commissioner Barron amended his motion, striking the $250,000 limitation. Chair Graskey called a vote—motion carried as amended 5-1 for the commission to spend $250,000 per year for marketing. Tourism Development Commission, 11/05/2021 Meeting Page 1 of 3 3. RFP scope review & timeline Mayor Paine—most marketing campaigns are multi-year, as it makes the contracts more attractive to firms. Commissioner Soliday asked for clarification on opt-out clauses, ensuring if not a good fit, the contract can be voided. Commissioner Barron motioned for a 3 year term. Councilor Kern seconded. Discussion: Commissioner Sloane added 1-2 years could be an attractive contract and could make bidders be especially hungry and focused in order to receive the longer contract. Councilor Kern thought the length of term was the more attractive piece of the contract--$250,000 vs $750,000. Commissioner Soliday noted that services could be added on over time. Mayor Paine said that extension language could be added in a short-term contract, but it might require different kinds of approval—not sure if the Council would need to approve for extending the contracts. Chair Graskey called for a vote on a 3 year term on RFP—motioned carried. Timeline of dates—page 4 of the RFP. Chair Graskey said the dates listed are no longer relevant. Commissioner Soliday noted the end of the year (as originally written) is too soon with approaching holidays. Commissioner Barron asked if the original 90 day schedule was still viable. Chair Graskey motioned for a January 31st, 2022 due date for RFPs. Commissioner Sloane seconded. Discussion—Councilor Kern asked about the 2021 contract with Travel Superior for providing promotion into 2022 through the first quarter or if the 2021 final pay out (early 2022) would be considered for services rendered in 2021. Mayor said they can ask Travel Superior what they plan to do Jan- March, but they are officially out of contract. Commissioner Barron reminded that in the first meeting of the commission Travel Superior staff brought up that same question. His understanding—they would handle the money they were given in ways that met the letter of the statute through the end of the first quarter, 2022. Mayor added that Travel Superior handled everything—and there may be a marketing hole from January-March, but he understood that the visitor center would continue to run through the quarter. Chair Graskey called for a vote. Motion carried—RFPs due January 31st, 2022. Commissioner Sloane moved to release the RFP with the updated changes as soon as possible. Commissioner Barron seconded. Discussion: Changes/clarifications to RFP: 3.7 instead of ‘finance director’ have ‘Tourism Commission’ 3.10 Add “Tourism Commission” to staff 5.1 Strike the finance details in the background/history portion Tourism Development Commission, 11/05/2021 Meeting Page 2 of 3  6 Add in Council’s final approval on $25,000 and above Chair Graskey called for a vote with amendments. Motion carried, RFP officially released once updates are made by contract specialist (most likely early in the week of 11/8/21). 4. Future Agenda Items *visitor center—Chair Graskey asked commission to be ready at the next meeting for what they’d like to see in a visitor center. Commissioner Sloan asked if Travel Superior could be brought in to discuss current practice. Mayor Paine recommended against. If the commission is putting together an RFP for a visitor center, it may not be appropriate to have an anticipated bidder come in ahead of time and have influence on what a contract might look like. Mayor advised the team to decide what they wanted to see, make the RFP and then ask the groups who apply to come and explain their vision and plan. *goals as TDC Commissioner Chair Graskey noted marketing, visitor center, next spending goals, and meeting plans as main focuses of the commission in the next few weeks. Councilor Kern wants the budget to remain a point of discussion in future meetings. Commissioner Soliday asked about the paper visitor guide. Councilor Kern recommended TDF as holding funds that could be accessed relatively quickly for purposes like the Visitor Guide. Commissioner Soliday motioned for the Tourism Development Commission to take action for the visitor guide. Commissioner Barron asked if there was a reason to assume the TDF and TDC would be at odds to complete the task without formal action. Chair Graskey delayed action on the motion until the next meeting. 5. Confirm Next Meeting November 12th at 12:00 in Govt Center 204. 6. Adjournment 1:15 PM Respectfully Submitted: Deputy Stephanie Becken c: City Clerk’s Office : Public Access – via e-mail Tourism Development Commission, 11/05/2021 Meeting Page 3 of 3  PROCEEDINGS TOURISM DEVELOPMENT COMMISSION FRIDAY, November 12, 2021 The meeting was called to order by Chair Graskey at 12:02 pm in Government Center 204. 1. Roll Call Members Present: Lindsey Graskey (Chair), Keith Kern, Bruce Barron, JoAnn Jardine, Emerson Sloane, Patricia Soliday City Staff Present: Mayor Paine, Attorney Prell, Clerk Ramos, Council Vice President Van Sickle (via tele-conference) 2. Review of Scope dates for Marketing RFP & Discussion The commissioners confirmed the updated RFP included the amendments they’d requested at their Nov. 5, 2021 meeting. MOTION by Kern, seconded by Barron and carried, to approve updated RFP. 3. Visitor’s Center / RFP Release Discussion Mayor Paine supplied the commissioners with a copy of the lease agreement between the City of Superior and the Bong Center (copy attached), and informed them that the city currently has a development agreement in place (set to expire in 2050) which requires a visitor center to be housed in the Bong Veterans Museum. According to the Bong Board Members, the city applied for a federal/state grant when constructing the Bong Veterans Museum and, because the tourism development grant was part of the development agreement, the building was mandated to include a visitor center. The agreement also obligated the Bong Center to provide office space to the Chamber of Commerce until 2026 for free. The mayor suggested that the commission fund the existing, mandated visitor center, if they decided they wanted to should fund a visitor center, and added that the contract for services they wanted provided could be negotiated with the Chamber of Commerce. Commissioner Soliday suggested requesting a cost proposal from the Chamber for the amount of funds required to operate the Visitor Center, and asking them to include at least 2-3 years of visitor data. MOTION by Commissioner Barron to table the concept of issuing an RFP for a Visitor Center (in favor of accepting a proposal from the Chamber) was withdrawn. Tourism Development Commission, 11/12/2021 Meeting Page 1 of 3  When Commissioner Barron asked if the Bong Museum could supply a breakdown of separate operation costs for the museum and the visitor center, Commissioner Kern and Chair Graskey reminded the commission that the Chamber isn’t obligated to tell us what they did in the past. Mayor Paine said that if the Chamber of Commerce submitted a proposal, he’d get it to them, and added that the commission should expect other organizations (who quality for Room Tax funds per the state statutes) to submit grant applications for their tourist-based services. He also assured the commission that the grant application will be posted to the City website ASAP. Commissioner Kern and Council Vice President Van Sickle recommended setting up a budget outline which included fixed dollar amounts (or percentages) to aid the commission in disbursing the balance of unreserved funds to grants, public art, future promotions/events, rainy day funds, etc. Commissioner Soliday requested that the commission refrain from setting the balance of unreserved funds aside for “grants,” because there’s likely to be unforeseen expenses. Kern agreed that they could create “unallocated funds” category, in addition to others like “future events” and “operations”–all of which could later be adjusted if necessary. Commissioner Barron shared recommendations for putting “more heads in beds” from a meeting he attended, held by a group of local hotel representatives: - Broader involvement in Bentleyville: decorations, shuttle service, lack of parking for businesses - Expansion in the Ice Festival: additional day, more activities - Creation of a significant citywide event in the Fall season, like other cities have Commissioner Soliday said that grant applications should be submitted for these ideas. Mayor Paine reiterated that taxes assessed prior to 2022 were not in the purview of the commission and that those which were collected after January 1, 2022, could only be used for the following purposes: - Marketing Projects - Transient Tourist Informational Svcs - Tangible Municipal Development (including a Convention Center) Tourism Development Commission, 11/12/2021 Meeting Page 2 of 3  Mayor Paine added that the commission had already met the first bullet point by releasing the $250K Tourism Marketing Svcs RFP, that the second may include a visitor center, travel website, travel guide, app portal, etc. 4. Budget Discussion involving balance funds/how to allocate Commissioner Kern volunteered to bring a budget proposal to the next meeting for the commission to review and help the commission get it established. 5. Visitor’s Guide Discussion Earlier in the meeting, Commissioner Soliday informed the commission that producing the Visitor Guide costs about $30K and that a total 27,500 copies were printed last year. She also told the commission that the true cost might be as high as $40K if distribution costs were included. She added that 2 separate rack companies handled bulk of the distribution and individual fulfillment requests are handled by visitor center staff. She recommended having the Chamber of Commerce included the visitor guide costs in their proposal. When Commissioner Jardine asked what happened with the revenue generated from the ad sales, Commissioner Soliday informed her that they helped offset the visitor guide costs. She also said that Finance Dept could supply the commission with a Profit & Loss statements. 6. Future Agenda Items *Discussion of TDC Goals as a Commissioner Earlier in the meeting, Commissioner Kern advised that the commissioners needed to start thinking of goals they wanted the commission to accomplish, that having goals would help them cohesively distribute funds once the grant applications started coming in. 7. Confirm Next Meeting Next meeting will be held from 12-1pm on 12/3/2021 in Gov’t Center 204. 8. Adjournment Meeting adjourned at 1:05 p.m. Respectfully submitted by Camila Ramos, City Clerk. Tourism Development Commission, 11/12/2021 Meeting Page 3 of 3  Superior-Douglas County Visitor Bureau Balance Sheet As of December 31, 2020 Dec 31, 20 Dec 31, 19 ASSETS Current Assets Checking/Savings Checking Account 261,954.32 157,403.02 Money Market Reserve 150,352.55 0.00 Total Checking/Savings 412,306.87 157,403.02 Total Current Assets 412,306.87 157,403.02 TOTAL ASSETS 412,306.87 157,403.02 LIABILITIES & EQUITY Liabilities Current Liabilities Accounts Payable Accounts Payable 7,500.00 0.00 Total Accounts Payable 7,500.00 0.00 Other Current Liabilities Accts. Payable - Due to Chamber 43,053.88 46,696.71 Total Other Current Liabilities 43,053.88 46,696.71 Total Current Liabilities 50,553.88 46,696.71 Total Liabilities 50,553.88 46,696.71 Equity Unrestricted Net Assets 110,706.31 18,279.87 Net Income 251,046.68 92,426.44 Total Equity 361,752.99 110,706.31 TOTAL LIABILITIES & EQUITY 412,306.87 157,403.02 Unaudited - For Management Purposes Only  Superior-Douglas County Visitor Bureau Profit & Loss CY vs LY January through December 2020 Jan - Dec 20 Jan - Dec 19 Ordinary Income/Expense Income Douglas County 20,000.00 12,140.00 Grant Income 166,924.00 18,650.00 Rooms Tax Receipts Bong P38 116,770.12 110,982.68 Tourism Development Fund 46,806.59 44,486.73 Visitor Bureau 329,124.23 0.00 Rooms Tax Receipts - Other 0.00 440,188.62 Total Rooms Tax Receipts 492,700.94 595,658.03 Travel Guide Income 9,285.00 9,660.00 Total Income 688,909.94 636,108.03 Expense Administrative Expense Accounting and Bookkeeping 7,125.00 10,410.00 Banking and Credit Card Fees 1,166.92 2,927.86 Insurance 2,098.50 2,858.00 Review, 990, Legal Fees 3,760.00 5,892.50 Total Administrative Expense 14,150.42 22,088.36 Advertising Expense City and County Holiday 250.00 124.53 City and County Promotion 8,679.16 7,148.12 Local Promotion 277.09 2,855.23 Nonlocal Promotion 58,140.25 90,446.76 Positively Superior Magazine 4,500.00 5,250.00 Promotional Items 529.50 6,464.75 Travel Guide 20,959.89 10,746.87 Total Advertising Expense 93,335.89 123,036.26 Ambassador Expenses 386.21 585.00 Board Development 151.28 231.98 COVID - 19 Expenses 1,195.22 0.00 Dues and Subscriptions 8,065.00 2,205.75 Employee Expense General Employee 673.81 1,174.24 Training and Educational 1,268.08 2,921.24 Total Employee Expense 1,941.89 4,095.48 Events and Programs Expense Better City 1,250.00 0.00 Superior Days 331.60 827.61 Total Events and Programs Expense 1,581.60 827.61 Miscellaneous Expense 310.07 700.07 Office Expense Computer Maintenance 235.74 861.11 Conference Room Supplies 350.87 481.08 Office Equipment 3,361.45 7,850.52 Office Supplies 793.13 2,336.82 Postage 4,279.99 3,112.92 Software 2,636.77 0.00 Website and Database 1,767.82 2,359.75 Total Office Expense 13,425.77 17,002.20 Payroll Expense Emergency Sick Pay Credit -896.43 0.00 Employee Health Benefits 6,091.51 8,454.16 Employee Retirement 2,545.56 3,488.02 Payroll Tax 7,216.41 9,936.98 Unaudited - For Management Purposes Only Page 1  Jan - Dec 20 Jan - Dec 19 Wages and Salaries 101,121.69 127,313.26 Total Payroll Expense 116,078.74 149,192.42 Property Tax Expense 0.00 64.12 Repairs & Maintenance Building Maintenance 15,654.67 16,942.34 Custodial 299.32 809.52 Total Repairs & Maintenance 15,953.99 17,751.86 Rooms Tax Distribution Bong P38 116,770.12 141,170.95 Tourism Dev. Foundation 46,806.59 56,587.51 Total Rooms Tax Distribution 163,576.71 197,758.46 Superior/Douglas Cty Leadership 0.00 375.00 Utilities Expense Telephone and Internet 3,602.32 3,880.43 Utilities 2,191.70 2,136.59 Utilities Expense - Other 170.00 0.00 Total Utilities Expense 5,964.02 6,017.02 Welcome Center Lease 1,750.00 1,750.00 Total Expense 437,866.81 543,681.59 Net Ordinary Income 251,043.13 92,426.44 Other Income/Expense Other Income Interest Income 3.55 0.00 Total Other Income 3.55 0.00 Other Expense Ask the Accountant 0.00 0.00 Total Other Expense 0.00 0.00 Net Other Income 3.55 0.00 Net Income 251,046.68 92,426.44 Unaudited - For Management Purposes Only Page 2  Superior-Douglas County Visitor Bureau Balance Sheet As of September 30, 2021 Sep 30, 21 Sep 30, 20 ASSETS Current Assets Checking/Savings Checking Account 318,425.72 220,626.17 Money Market Reserve 150,460.55 0.00 Total Checking/Savings 468,886.27 220,626.17 Total Current Assets 468,886.27 220,626.17 TOTAL ASSETS 468,886.27 220,626.17 LIABILITIES & EQUITY Liabilities Current Liabilities Accounts Payable Accounts Payable 279.00 0.00 Total Accounts Payable 279.00 0.00 Other Current Liabilities Accts. Payable - Due to Chamber 42,238.91 70,999.74 Total Other Current Liabilities 42,238.91 70,999.74 Total Current Liabilities 42,517.91 70,999.74 Total Liabilities 42,517.91 70,999.74 Equity Unrestricted Net Assets 361,752.99 110,706.31 Net Income 64,615.37 38,920.12 Total Equity 426,368.36 149,626.43 TOTAL LIABILITIES & EQUITY 468,886.27 220,626.17 Unaudited - For Management Purposes Only  Superior-Douglas County Visitor Bureau Profit & Loss CY vs LY January through September 2021 Jan - Sep 21 Jan - Sep 20 Ordinary Income/Expense Income Douglas County 10,000.00 20,000.00 Grant Income 18,650.00 16,575.00 Other Income 150.00 0.00 Rooms Tax Receipts Bong P38 94,502.44 68,080.39 Tourism Development Fund 37,880.73 27,289.61 Visitor Bureau 266,361.32 191,889.03 Total Rooms Tax Receipts 398,744.49 287,259.03 Travel Guide Income 9,220.00 9,285.00 Total Income 436,764.49 333,119.03 Expense Administrative Expense Accounting and Bookkeeping 4,947.50 5,475.00 Banking and Credit Card Fees 909.51 1,023.66 Insurance 2,381.50 1,603.50 Review, 990, Legal Fees 250.00 0.00 Total Administrative Expense 8,488.51 8,102.16 Advertising Expense City and County Promotion 6,059.02 5,665.25 Local Promotion 125.03 114.59 Nonlocal Promotion 76,935.23 44,870.25 Positively Superior Magazine 2,250.00 3,000.00 Promotional Items 0.00 529.50 Total Advertising Expense 85,369.28 54,179.59 Ambassador Expenses 83.02 374.96 Board Development 585.69 101.28 COVID - 19 Expenses 6.95 851.13 Dues and Subscriptions 973.00 4,215.00 Employee Expense General Employee 471.08 509.98 Training and Educational 543.14 813.08 Total Employee Expense 1,014.22 1,323.06 Events and Programs Expense Better City 0.00 1,250.00 Superior Days 0.00 331.60 Total Events and Programs Expense 0.00 1,581.60 Miscellaneous Expense 519.18 232.82 Office Expense Computer Maintenance 30.00 82.25 Conference Room Supplies 155.93 188.17 Office Equipment 2,853.63 2,678.77 Office Supplies 743.82 511.93 Postage 2,259.90 3,821.24 Software 775.48 2,043.43 Website and Database 1,265.50 1,350.82 Total Office Expense 8,084.26 10,676.61 Payroll Expense Emergency Sick Pay Credit -2,001.27 0.00 Employee Health Benefits 4,967.57 4,719.18 Employee Retirement 2,083.28 1,775.49 Payroll Tax 6,229.38 5,147.88 Wages and Salaries 83,050.14 68,705.86 Unaudited - For Management Purposes Only Page 1  Jan - Sep 21 Jan - Sep 20 Total Payroll Expense 94,329.10 80,348.41 Repairs & Maintenance Building Maintenance 11,855.24 9,623.92 Custodial 172.88 278.24 Total Repairs & Maintenance 12,028.12 9,902.16 Rooms Tax Distribution Bong P38 94,502.44 68,080.39 Tourism Dev. Foundation 37,880.73 27,289.61 Total Rooms Tax Distribution 132,383.17 95,370.00 Superior/Douglas Cty Leadership 375.00 0.00 Tourism Development 450.49 0.00 Travel Guide 21,023.93 20,908.43 Utilities Expense Telephone and Internet 2,995.06 2,554.73 Utilities 1,799.06 1,726.97 Total Utilities Expense 4,794.12 4,281.70 Welcome Center Lease 1,750.00 1,750.00 Total Expense 372,258.04 294,198.91 Net Ordinary Income 64,506.45 38,920.12 Other Income/Expense Other Income Interest Income 108.92 0.00 Total Other Income 108.92 0.00 Net Other Income 108.92 0.00 Net Income 64,615.37 38,920.12 Unaudited - For Management Purposes Only Page 2  TOURISM COMMISSION - 2022 BUDGET PROJECTIONS HISTORICAL BREAKDOWN PER AGREEMENT Estimated 2022 Revenue: $ Estimated 70% of 2022 Hotel Motel Tax 661,450.94 $ Total Estimated Revenue: 661,450.94 2022 Expenses: $ RFP 156,763.87 $ TDF 9.5% 62,837.84 $ Travel Superior 66.8% 441,849.23 $ Total 2022 Expenses 661,450.94 EXAMPLE BREAKDOWN FOR 2022 Estimated 2022 Revenue: Estimated 70% of 2022 Hotel Motel Tax $661,450.94 $ Total Estimated Revenue: 661,450.94 2022 Expenses: tourism related partnerships( events, festivals, ect.) $75,000.00 Related tourism Partners ( museums, visitors center, ect.) $200,000.00 RFP Contract $250,000.00 tourism marketing outside of RFP (visitor guide ect.) $55,000.00 unallocated funds $35,000.00 Reverses $46,450.94 $ Total 2022 Expenses 661,450.94  2021 Actual YTD 2022 2018 Actual 2019 Actual 2020 Actual 2021 Budget Hotel / Motel Tax Fund #821 1st and 2nd Qtr Projection REVENUE 821-0000-412.10-00/PUBLIC ACCOMODATION TAXES $ 561,307.84 $ 581,787.26 $ 450,415.94 $ 554,785.44 $ 403,711.00 $944,929.92 821-0000-412.11-00/EXTRA 1% COLLECTIONS $ 108,580.61 $ 107,644.87 $ 78,325.34 $ 107,318.90 821-0000-412.12-00/ADDITIONAL 1.5% COLLECTIONS $ 168,385.19 $ 175,073.61 $ 135,121.94 $ 166,428.55 821-0000-418.10-00/INTEREST & PEN. ON TAXES / INTEREST & PEN/TAXES/SP A $ 5,040.63 $ 2,585.75 821-0000-485.10-00/DONATIONS $ 28,300.00 $ 17,845.60 $ 26,550.00 $ 12,775.00 821-0000-487.10-00/OTHER MISC. REVENUE $ 1,091.76 $ - $ - 821-0000-492.10-00/TRANSFERS FROM OTHER FNDS/ TRANSFERS FROM GENL FUND $35,468.00 REVENUE TOTAL: $866,573.64 $883,443.10 $730,921.85 $828,532.90 $419,071.75 $944,929.92 EXPENSE 821-5970/OTHER FINANCING USES-COMMUNITY PROMOTION 72-GRANTS, DNTNS-OTHER ORGAN 821-5920-592.90-10/OTHER FINANCING USES / XFERS TO OTHER FUNDS $124,730.75 821-5970-597.72-10/GRANTS, DNTNS-OTHER ORGAN / TOURISM COMMISSION $661,450.94 821-5970-597.72-11/GRANTS, DNTNS-OTHER ORGAN / TRAVEL SUPERIOR $586,791.56 $605,154.02 $464,473.43 $579,973.03 $290,099.34 821-5970-597.72-12/GRANTS, DNTNS-OTHER ORGAN / SUP/DOUG CO DEVELOP ASSN $112,161.00 $115,670.87 $88,780.79 $110,857.70 $55,450.42 $126,431.62 821-5970-597.72-14/GRANTS, DNTNS-OTHER ORGAN / CITY USES $116,675.29 $153,954.87 $111,062.53 $109,369.00 $102,355.57 821-5970-597.72-16/GRANTS, DNTNS-OTHER ORGAN / BONG MUSEUM $14,334.48 $14,783.05 $11,346.42 $14,167.91 $7,086.70 $16,158.30 821-5970-597.72-17/GRANTS, DNTNS-OTHER ORGAN / SUPERIOR PUBLIC MUSEUMS $14,334.48 $14,783.05 $11,346.42 $14,167.91 $7,086.70 $16,158.30 821-5970/OTHER FINANCING USES-COMMUNITY PROMOTION Total $844,296.81 $904,345.86 $687,009.59 $ 828,535.56 $ 462,078.73 $820,199.17 TOTAL NET INCOME / (LOSS) $22,276.83 ($20,902.76) $43,912.26 ($2.66) ($43,006.98) $124,730.75 HOTEL/MOTEL TAX FUND BALANCE PROJECTIONS C:\Users\beckens\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\HOL4AMW9\Tourism Commission Budget Destination Marketing Organization Grant Program QUESTIONS & ANSWERS September 20, 2021-Version 1 Program Summary The purpose of this Program is to provide financial assistance to tourism-promotion and tourism- development organizations that are working to restore economic activity in Wisconsin following the COVID-19 pandemic. The State intends to award up to $15 million in grants through this Program. Funding for this assistance is provided to Wisconsin by the federal American Rescue Plan Act of 2021. Additional details are available on the Program Website. Prior to contacting DOA please consult the Grant Announcement, Grant Application and this Question and Answer document available on the Program Website. U.S. Department of the Treasury American Rescue Plan Act guidance can be found here. FOR ALL QUESTIONS RELATED TO ALLOWABLE EXPENSES DOA will execute grant agreements with successful applicants only after DOA determines that expenses and lost revenues included in an application are reasonably consistent with American Rescue Plan Act requirements and Program provisions. DOA’s execution of grant agreements, however, is not dispositive of whether any particular cost meets the criteria set forth in the American Rescue Plan Act. Applicants retain responsibility for demonstrating eligibility of expenses and are required to hold DOA harmless for any audit disallowance related to the eligibility of costs, including repayment of ineligible amounts. FOR ALL QUESTIONS RELATED TO APPLICANT ELIGIBLITY DOA will not respond to inquiries regarding an applicant’s specific eligibility. Each applicant is required to determine its eligibility based on program requirements provided in the Grant Announcement. However, DOA will accept and answer questions seeking clarification of eligibility requirements. DOA will determine applicant eligibility only during the application review process after the application deadline has passed. Applicants should carefully review Section 4.0 Eligibility Requirements of the Grant Announcement prior to applying.  Grant Clarifying Comments 1. The intent of the Program is to assist destination marketing organizations with funding needed to revitalize local and regional tourism industries that suffered economic setbacks due to the COVID-19 pandemic. 2. This program is NOT intended to reimburse organizations for lost revenue. However, cancellations of significant DMO-secured events such as conventions, trade shows, or sporting events during the pandemic will be used as one indicator of an applicant’s need for funding to revitalize its community’s tourism industry and will be taken into account in determining grant awards. See Section 6, Item 4, of the Grant Application for more information. 3. Funds should be used for tourism promotion and tourism development activities during the eligible grant period of 3/3/21 through 12/31/22. 4. There are two tiers of grant funding available, as set forth in Section 3.5 of the Grant Announcement. In general, eligible organizations may receive a grant not to exceed $500,000 or 25% of the organization’s fiscal year 2019 operating expenses, whichever is less. In addition, applicants that demonstrate they suffered a significant loss of bookings for meetings, conventions and sporting events drawing regional, national and international visitors in 2020 and 2021 may receive up to an additional $500,000. 5. Total funding for this program is $15 million. The amount of each grant award will be determined based upon the number of eligible applicants, the applicant’s budget, the event losses experienced by the applicant, the applicant’s answers to the narrative portion of the application (see Section 6 of the Grant Application), and ensuring that limited program funds are distributed equitably to the DMOs most in need. 6. Applicants must meet ALL of the eligibility requirements in Section 4.0 of the Grant Announcement. Three requirements of particular note are that an organization must: a. “spend at least 51 percent of its budget on tourism promotion and tourism development;” b. “provide destination marketing staff and services for the tourism industry;” and c. “provide tourism promotion and tourism development services for geographic- based (community/county/regional/statewide) traveler destinations.” Questions & Answers Program responses for each question are provided below. Please refer to the Grant Announcement which can be found here: Destination Marketing Organization Grant Announcement (Final).pdf (wi.gov) for clarification on any items not listed below. 1. For the Budget (Section 3): since the spend crosses 22 months in total, some of which are in the past, can I use 3/3/21-12/31/22 for the Anticipated Expense Date? Response: Applicants may use any dates within the grant period for budget items. 2. Are lost revenues an allowable expense under this grant? Response: No. The purpose of the grant is to provide eligible applicants with funding to support current and future tourism promotion efforts. 3. We are a destination marketing group. We sponsor some events and promote other events in our area. Many of them were cancelled in 2020. Do we fall into the category of Meetings, Conventions, and Sporting events for question 2.1.3.? Lost revenue would be an educated estimate. Response: Applicants should answer question 2.1.3. if they think it applies to them. Question 2.1.3. asks each applicant to “list the meetings, conventions, trade shows or sporting events which had been secured by the DMO drawing regional, national or international visitors in 2020 and 2021 which did not take place due to the pandemic” and to describe the economic impact of each lost event. 4. How will the additional $500,000 for meetings and conventions/sports be evaluated/awarded (based on the lost event list we provide? Response: DOA will award up to an additional $500,000 to those applicants that demonstrate, as determined by DOA in its discretion, the most significant negative economic impacts during the pandemic. DOA will make awards based on the information provided by applicants within the parameters of the grant. 5. Can you please define what qualifies as operating expenses in terms of how much you can apply for (25%)? Does that include wages, taxes, promotional expenses, program expenses, rent, utilities, etc. or are there specific guidelines about what is a qualified expense? Response: Operating expenses are all organizational expenses reported on 2019 tax returns. 6. I am a county office of Tourism & Economic Development. Do I submit my department’s operating expenses or the entire county's operating expenses? Response: Governmental agencies should submit only the departmental expenses for 2019. 7. We are a 501(c)(3) destination organization as a performing arts center. Are we eligible? Response: It is not possible to make an eligibility determination without knowing more about your organization. Applicants must meet all of the criteria in Section 4.0 of the Grant Announcement to be an eligible applicant. Note that nonprofit independent arts organizations, standing alone, are not eligible. However, your organization might be eligible if it can demonstrate that it meets all of the requirements of Section 4.1. 8. We also have a hotel in our non-profit organization. Would the hotel be eligible? Response: A hotel, standing alone, is not eligible. Applicants must meet all of the criteria in Section 4.1 of the grant announcement to be an eligible applicant. Among other things, Section 4.1.1. requires that an eligible applicant provide staff and services for the tourism “industry” in its community, rather than for one specific tourism business. 9. We are a small DMO that attracts visitors to regional events, but does not host or “secure’ events. Can we list events hosted by others impacted by the pandemic? Response: No. Please section 6.0 Narrative question #4 of the Grant Announcement, events should only be listed that are secured by the DMO. 10. What if the anticipated vendor changes and we contract with a different one? Is the expense still eligible? Response: Yes, assuming the expense of the new vendor is equal to or less than the amount budgeted for the original vendor in the applicant’s approved Budget (Section 3.0 of the grant application). 11. Can a Tourism Commission request funds to replace loss of revenue? Response: No. Please see Section 7.1 of the Grant Announcement on eligible use of funds, the funds are not intended to replace the loss of revenue. 12. Can you elaborate or provide examples of how an organization determines if they spend at least 51% of its budget on tourism promotion and tourism development? Response: The Program is focused on aiding organizations whose primary purpose is marketing their communities as a destination for tourism and tourist-attracting events  and whose budgets, as a result, should be largely devoted tourism promotion and development. While there are no specific requirements for how an applicant determines if they meet the 51% threshold, the applicant’s authorized representative is required to attest to the accuracy of the applicant’s expenditures. 13. Do we have to request the entire amount that is auto populated for us in the application? Response: The Program will consider an applicant’s grant request to be the lesser of 25% of the organization’s fiscal year 2019 operating expenses or the amount shown in the Total Grant Amount Requested field in Section 3.2 Budget Summary of the Application. Applicants are instructed to enter amounts in the Anticipated Expense Amount column of Section 3.1, which results in the Total Grant Amount Requested field auto populating to sum the applicant’s intended grant request. 14. I handle the tourism for the county that I work for. Tourism is just a program that the county offers...we don't get room tax funds to administer the program. Since more than 51% of our department funds aren't used for just tourism, I'm assuming we don't qualify. Is that correct? Any funds used for the program just come out of the general county budget. Response: Applicants must meet all of the Eligibility requirements in section 4.0 of the grant announcement. 15. What if our organization was formed after 2019? Response: Organizations formed after 2019 are not eligible for grants. The Program is intended to assist organizations that were in existence prior to the COVID-19 pandemic. Eligibility for awards requires 2019 operational expenses. 16. When would the meetings/conventions and sports promotion list of lost business NOT be applicable or would not apply? Response: Applicants must meet all of the Eligibility Requirements in Section 4.0 and provide a response to question 2.1.3 of the grant application to be considered for the additional revenue for lost meetings, conventions, trade shows or sporting events. 17. Are staff salaries for promotional activities an eligible expense? Response: Yes, if the promotional activity that the staff work on is an “Eligible Use of Funds.” See Section 7.1 of the Grant Announcement for the list of eligible uses of grant funds. 18. Within our DMO organization we have two separate businesses with different tax id numbers. Do we submit them together on the application or two separate applications?  Response: Only one Tax ID number should be provided per application, if the organization has two separate business ventures each would need to meet the Eligibility Requirements in Section 4.0 of the grant announcement. 19. Can you give a few examples of approved expenses (i.e., advertising)? Section 7.1 of the grant announcement identifies a non-exhaustive list of categories of eligible expenses. Response: The intent of the Program is to allow a broad range of expenses, as long as they are legitimately focused on promoting tourism in the DMO’s community. Please see Section 7.1 of the Grant Announcement. 20. Will there be specific definitions for eligible expenses? How much must be detailed vs combined? Are motorcoach tour tradeshows/marketing included? Response: Please see Section 7.1 of the Grant Announcement, applicants can group expenses for the budget as they choose. Staff time to perform marketing and attraction activities - our organization has a position that 90% of the position's role is to promote tourism and coordinate marketing/promotions. Essentially, as I understand it, the majority of their wages would qualify - could you clarify? Please see section 7.1 of the Grant Announcement, wages are an allowable expense. 21. Milwaukee lost a large convention in 2020. Our City (located 5 minutes away) had every hotel room booked for the convention. When the Milwaukee convention was cancelled, we lost the hotel revenue. Can we claim the loss even though we were not the host city of the convention? Response: A DMO is eligible to receive up to an additional $500,000 per section 6.0 question #4 which requires the DMO list the meetings, conventions, trade shows and sporting events which the DMO secured and did not take place. If your organization did not secure the event you should not use that event to respond to the question. 22. There is no way I can list all the names of the lost conventions and sports tournaments plus economic impact in less than 300 words. What do I do? Response: Applicants should list the largest events which did not take place and indicate that there are additional events which would apply as well. 23. Can you give examples of eligible expenses? Response: The intent of the Program is to allow a broad range of expenses, as long as they are legitimately focused on promoting tourism in the DMO’s community. Per  Section 7.1 of the Grant Announcement, eligible expenses include, but are not limited to, those associated with the following activities: • Destination marketing, promotion and advertising activities aimed at attracting additional visitors • Efforts to attract meetings, conventions, trade shows, or sports events (including salaries for non-governmental DMO’s) • Workforce development programs aimed at addressing the shortage of workers in the hospitality or tourism industry • Training programs providing additional skills and tools to hospitality and tourism related businesses and workers • Marketing safe travel ideas to potential visitors; showcasing activities and attractions taking the Wisconsin Travel Pledge; promotion of outdoor activities; campaigns and messaging around masks, social distancing and sanitization; and other COVID-19 response safety messaging. 24. Hello! Under 7.0 Budget, there is a bulleted list of eligible activities. Are we able to use funds for multiple activities in that list, or should the funds only go toward a single activity in the list? Response: The eligible activities list in Section 7.1 of the Grant Announcement is provided to represent categories of eligible costs, an applicant may choose which items to include in their budget. 25. I work for a municipality with a Tourism Commission. We contract with two separate destination marketing organizations to market to outside visitors. Are we eligible to apply for funds? Response: Applicants must meet all of the Eligibility Requirements outlined in Section 4.0 of the Grant Announcement. 26. What about a contractor's time (agency) to perform marketing related activities on behalf of the DMO? Response: Please see Section 7.1 of the Grant Announcement regarding eligible expenses. If the contractor’s time is being performed for the DMO to perform tourism promotion or development the expenses would be eligible. 27. Does the DMO need to be a regional organization, or can it be a chamber of commerce for a single city? Response: Please see the Clarifying Comments above, specifically the response to question 6. Services to a single community can qualify assuming all other eligibility requirements are met. 28. Would website enhancement be an eligible expense, if the website is solely used as a marketing tool for the DMO? Response: Yes, if the purpose is tourism promotion or development, please see Section 7.1 of the Grant Announcement regarding eligible expenses. 29. How are the questions & answers weighted? Stated in another way, which activities or losses are most important to earning funding? Response: Applicant responses to application questions are not weighted. Please review Section 3.0 Application Selection and Award Process of the Grant Announcement for further information on application evaluation. 30. Are these for future advertising or past advertising? Response: Applicants may submit a budget that includes costs incurred during the Eligible Expense Incurred Period (3/3/21 through 12/31/22). 31. Does each campaign need a budget line item or can we group by market segment? Response: Similar expenses may be grouped. For example, salary and fringe for multiple staff performing similar duties may be combined on a single line. 32. The DNC was cancelled. We lost hotel room revenue but were not the host city.... do we still apply for this grant? Response: The purpose of the grant is not to replace lost revenue, to determine if a DMO is eligible to receive up to an additional $500,000 please see section 6.0 question #4 which requires the DMO list the meetings, conventions, trade shows and sporting events which the DMO secured and did not take place. 33. If applying for reimbursement for eligible expenses, when do those funds being replaced need to be expended? Can those funds go into a reserve account? Response: Funds received from the Program need not be spent by a deadline. However, all funds received must be for costs incurred during the Eligible Expense Incurred Period (March 3, 2021 through December 31, 2022). 34. Does the DMO have to represent a region or more than one community in order to request the additional $500,000 for meetings, conventions, sports events losses? Response: No, as long as the DMO is the entity that secured the events. Please see the Eligibility Requirements in section 4.0 of the Grant Announcement. 35. Could you repeat where to find the full description of how to be sure you are an eligible DMO? Response: See Section 4 of the Grant Announcement. 36. We are a small DMO that attract visitors to regional events, but does not host or “secure’ events. Can we still apply for this grant? Response: Applicants must meet all of the Eligibility Requirements in Section 4 of the Grant Announcement. There are two parts to the grant, a DMO does not have to apply for both. If your organization does not secure events, then respond N/A to question 2.1.3 of the grant application.. 37. Could funds be used to subsidize housing needs to attract workers? Response: See Section 7.1 of the Grant Announcement. 38. Just to be clear, this grant does not cover festivals or fairs? Response: Please see question #4 in this document under Clarifying Questions. For the first tier of funding festivals or fairs may qualify, assuming the DMO meets all other Eligibility Requirements in Section 4 of the Grant Announcement, for the additional funding, they would not qualify. 39. If we received the PPP Loan for some of these losses can we use them on this form? Response: This grant is intended to support tourism promotion and development, applicants should not apply for funds for which other state or federal grant programs provided funding. 40. Please be sure to state if received funds under Tourism Travel Grant for expenses, these are not eligible. Response: Per Section 7.2 of the Grant Announcement, funds may not be requested for expenditures reimbursed or planned to be reimbursed from any other state or federal program, including but not limited to the Tourism Travel, Joint Effort Marketing (JEM), and Tourist Information Center (TIC) grants. 41. Just so I am clear - if we lost revenue/hotel stays due to another business or org convention, we should not apply for those losses? Response: A DMO is eligible to receive up to an additional $500,000 under Section 6.0 Narrative question #4 which requires the DMO list the meetings, conventions, trade shows and sporting events which the DMO secured and did not take place. If your  organization did not secure the event, you can not use the event to respond to this question. 42. Can funds be used for JEM Grant “match” in-kind expenses (not for reimbursement)? Response: Funds should not be requested for expenditures reimbursed or planned to be reimbursed from any other program, including Joint Effort Marketing (JEM) and Tourist Information Center (TIC) grants. That extends to using this grant as match for other programs. 43. We file a 990-N. Any issue with that as the grant applications are reviewed? Response: No. The fact that an organization files a IRS form 990-N itself, does not disqualify an organization. Applicants must meet all of the Eligibility Requirements in Section 4.0 of the Grant Announcement. 44. Would hosting a city-wide festival be eligible? We are a 501c6 entity. We pull in people from multiple states (before covid). Response: DOA will not make eligibility determinations prior to the deadline for filing applications. Applicants must meet all of the Eligibility Requirements in Section 4.0 of the Grant Announcement. 45. Will we have to submit receipts or reports asking for reimbursement like the Tourism CARES grant in 2020? Is that the final report? Response: Grantees will be required to submit a final report. Receipts will not be submitted to the Program, however all grant recipients must maintain for 5 years all records sufficient to demonstrate that its expenses complied with Program requirements. 46. We are a Qualifying 501c(3) Economic Development organization who does both economic and destination marketing; do we also have to show 51% of budget spent for tourism. Response: Yes. Applicants must meet all of the requirements in Section 4.0 of the Grant Announcement, which means the organization needs to spend at least 51% on tourism promotion and/or tourism development 47. Are expenses covered by room tax able to be covered by this grant? Response: The purpose of this grant is not to replace lost revenue, applicants can use the funds to pay for eligible expenses incurred during the grant period. 48. For advertising and marketing costs being reimbursed, do those activities have to be related to COVID or can it be general marketing? Response: The purpose of this grant is to provide funding for tourism promotion and tourism development, marketing costs should be related to these activities. 49. What type of organizations are intended for this grant? Examples, please are Chamber organizations? Churches? Response: Applicants must meet all of the Eligibility Requirements in Section 4.0 of the Grant Announcement. 50. For a government office, would operating expenses be wages, benefits, advertising costs, office expenses, phone, etc? Response: Please see Section 7.1 of the Grant Announcement for a description of eligible categories of expenses. The intent of the Program is to allow a broad range of expenses, as long as they are legitimately focused on promoting tourism in the DMO’s community. 51. Is that 51% of expenses for the current year or 2019? Response: Applicants should provide 2019 operational expenses. 52. Once again: We are a small DMO that attract visitors to regional events, but does not host or “secure’ events. Can we still apply for this grant? Response: Applicants must meet all of the requirements in Section 4.0 of the Grant Announcement. There are two parts to the grant application, a DMO does not have to apply for both. If your organization does not secure events, then you should respond N/A to question 2.1.3 of the grant application.. 53. We have two departments but file one 990. Is the 51% expenses per department or per organization 990. Response: Applicants should use their organization’s expenses, and must meet the Eligibility Requirements in Section 4 of the Grant Announcement. 5 DEPARTMENT OF TOURISM Tour 3.09 May not be current adm. code. For current adm. code see: http://www.legis.state.wi.us/rsb/code. Chapter Tour 3 TOURIST INFORMATION CENTER GRANTS Tour 3.01 Authority. Tour 3.06 Application procedures. Tour 3.02 Purpose. Tour 3.07 Department determination. Tour 3.03 Scope. Tour 3.08 Contracts. Tour 3.04 Definitions. Tour 3.09 Record keeping. Tour 3.05 Use of funds. Tour 3.01 Authority. This chapter is promulgated under Tour 3.06 Application procedures. Any eligible appli- the authority of s. 41.16 (3) (c), Stats., relating to grants to munici- cant may submit an application to request that the department palities and organizations for regional tourist information centers reimburse the applicant for up to 50% of eligible costs incurred to created in 2009 Wisconsin Act 28. operate a regional tourist information center. An application for History: CR 09−111: cr. Register May 2010 No. 653, eff. 6−1−10. funding under this chapter shall be in such form as the department may require and shall include all of the following: Tour 3.02 Purpose. The purpose of this chapter is to (1) The organization name, address, telephone number and establish the procedures and guidelines for the distribution of contact person for the applicant and its federal employer identifi- department funding for tourist information center grants pursuant cation number. to ss. 41.16 (3) (c) and 41.16, Stats. History: CR 09−111: cr. Register May 2010 No. 653, eff. 6−1−10. (2) The dates and hours of operation, the previous year’s annual visitor count, a list of publications distributed from outside Tour 3.03 Scope. This chapter establishes the use of funds the local community, a brief description of how the applicant pro- and defines application procedures, contracts and reporting vides information on and promotes Wisconsin businesses includ- requirements for the administration of the grant program for ing cultural or recreational attractions in the region such as restau- regional tourist information centers. rant, lodging, campground and retail establishments, and a brief History: CR 09−111: cr. Register May 2010 No. 653, eff. 6−1−10. description of why the center’s location attracts tourists seeking travel information. Tour 3.04 Definitions. In this chapter: (3) A description of the operating cost, copy of the invoice (1) “Department” means the Wisconsin department of tour- paid and cancelled check. A payroll register is required for tourist ism. information center staff cost. An eligible invoice and check or (2) “Eligible applicant” means any of the following and any payroll register must be from the current or prior calendar year. combination of any of the following: (4) Any other information the department may require to (a) A nonprofit organization, as defined in s. 106.13 (4) (a) 1r., make a determination under this chapter and s. 41.16, Stats. Note: Application materials can be obtained by writing to Tourist Information Stats., whose purposes include tourism to or within the state or a Center Grants, Wisconsin Department of Tourism, P.O. Box 8690, Madison, WI particular region in the state. 53708−8690 or by calling telephone number 608.261.6272. (b) An organization, including an elected governing body, of History: CR 09−111: cr. Register May 2010 No. 653, eff. 6−1−10. a federally recognized American Indian tribe or band in this state. (c) A city, village, town, or county. Tour 3.07 Department determination. The tourist information center committee shall review all applications and (3) “Eligible costs” means any of the following and any com- make funding recommendations to the department. Before bination of any of the following costs: awarding a grant under this chapter, the department shall deter- (a) To staff the regional tourist information center. mine all of the following: (b) To acquire promotional materials. (1) That the applicant provides information on and promotes (c) To acquire standard display equipment. Wisconsin businesses including cultural or recreational attrac- (4) “Region” means 2 or more counties in this state. tions in the region such as restaurant, lodging, campground and (5) “Regional tourist information center” means a key loca- retail establishments. tion for travelers to stop where department publications, statewide (2) That the tourist information center is located in a place at tourism association publications, and top destination publications which a tourist would be reasonably assumed to stop while travel- are distributed, visitor counts are tracked, and trained tourist infor- ing to or from a recreational or cultural destination. mation staff are available during hours of operation that meet the (3) That the tourist information center will generate increased travelers’ needs. visitors into or within the state and make a positive economic (6) “Tourist information center committee” means the group impact in the region. selected by the department to review tourist information center History: CR 09−111: cr. Register May 2010 No. 653, eff. 6−1−10. applications. History: CR 09−111: cr. Register May 2010 No. 653, eff. 6−1−10. Tour 3.08 Contracts. Each successful applicant shall enter into a contract with the department which shall be signed by Tour 3.05 Use of funds. Grant funds received by an eligi- the secretary of the department and the chief executive officer of ble applicant may only be used for costs to staff the regional tourist the applicant or the applicant’s authorized representative. information center, standard display equipment and promotional History: CR 09−111: cr. Register May 2010 No. 653, eff. 6−1−10. materials such as signage or equipment to promote the region. An eligible applicant may be reimbursed for up to $15,000 per orga- Tour 3.09 Record keeping. Each successful applicant nization per year. Applications will be reviewed twice a year, July shall maintain those records necessary for the department to deter- and January. The application deadline is July 1 and January 1. mine that grant funds were expended in accordance with the terms History: CR 09−111: cr. Register May 2010 No. 653, eff. 6−1−10. under this chapter. The records shall be maintained for a mini- Register, May, 2010, No. 653  Tour 3.09 WISCONSIN ADMINISTRATIVE CODE 6 May not be current adm. code. For current adm. code see: http://www.legis.state.wi.us/rsb/code. mum of 3 years following the award of grant funds under this chapter. History: CR 09−111: cr. Register May 2010 No. 653, eff. 6−1−10. Register, May, 2010, No. 653