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

1 AGEGENDA TOURISM DEVELOPMENT COMMISSION FRIDAY, December 10, 2021, 12:00 P.M. – 1:00 P.M. Government Center 270 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. Call to Order 2. Roll Call 3. Approve Minutes from 12/03/2021 4. Grant Program Document Review & Discussion 5. Funding for Travel Superior & Discussion by Commissioner Sloane 6. Travel Guide & Discussion by Commissioner Sloane 7. Budget Doc Review and Discussion 8. Art Video by Commissioner Jardine 9. New Business by Commissioners for Future Meetings 10. Schedule upcoming meeting Offices closed—Dec 23, 24, 31 11. 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 12/9/2021 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 2 PROCEEDINGS TOURISM DEVELOPMENT COMMISSION FRIDAY, DECEMBER 3, 2021 The meeting was called to order by Chair Graskey at 12:00pm in Government Center 217. 1.Roll Call Members Present: Lindsey Graskey (chair), Keith Kern, Bruce Barron, JoAnn Jardine, Emerson Sloan, Pattie Soliday City Staff Present: Mayor Paine, Chief of Staff, Deputy Clerk Becken 2. Approve Minutes from previous commission meetings: a) October 29, 2021 b) November 5, 2021 c) November 12, 2021 MOTION for approval of all three by Councilor Kern, seconded by Commissioner Soliday and carried to approve all three minutes submissions. 3. Ordinance Updated to allow Virtual Mtg Participation Mayor Paine explained how virtual meetings can work. Requests a note be sent to the Clerk’s office for distribution among commissioners if anyone will be attending virtually. 4. DOR Email Rec’d by Commissioner Barron Commissioner Barron shared email and motivation for asking more questions—would like a clear list (if possible) of what can and cannot be funded through this money from the DOR point of view. Proposed asking for a DOR expert to join a meeting for questions and to ask other commissions working similarly how they interpret the guidance. Commissioner Soliday asked for clarity in what ‘tangible municipal development’ meant. Mayor Paine injected this has never been defined in court. Commissioner Soliday voiced the guidance may be intentionally vague and to ask for more information may bring negative consequences. Mayor Paine asserted that only good can come from asking if an expert is available and that there simply may not be one. Mayor Paine has reached out to DOR for guidance on available staff. 5. Profit & Loss Statement for Visitors Guide (Advertisement Revenue) Time used to clarify open meeting and public records laws. 6. Review of Budget Proposal from Commissioner Kern Councilor Kern explained the outline of the budget—calling it a starting spot with room to adjust everything including the silos (larger topic headings), adding details under the silos, Tourism Development Commission, 12/03/2021 Proceedings Page 1 of 3 and also the amounts allocated. Councilor Kern asked for specifics about Travel Center proposal. Mayor Paine shared the proposal is in the works by Travel Superior, but nothing to share as of yet. Commissioner Barron brought up the idea of remodeling the existing plans vs starting from scratch and encouraged more goal setting. Chair Graskey agreed and named the silo areas as the places to flesh out those goals and action items—allowing for more detail and nuance under the larger headings and thicker financial numbers. Councilor Kern agreed and reminded the group everything in the working budget document is up for discussion and change—it is just a place to start. Any actual money spent is also up for vote and individual approval—the budget is to be a guideline, not the final say for funding. Commissioner Soliday asked for separation between bullet point 2 so the visitor center is on its own line. MOTION for making Travel Center its own budget line by Commissioner Soliday, seconded by Commissioner Sloan. Discussion followed to not put a financial amount on the line as to avoid influencing RFP proposals. Motion carried. Chair Graskey asked for clarification on ‘tourism related partnerships’ as ‘Tourism Grant’. MOTION for changing ‘tourism related partnerships’ to ‘tourism grant’ by Chair Graskey. Seconded by Commissioner Sloan and carried to change the name to “Tourism Grants”. Commissioner Barron asked about process for grants. Councilor Kern affirmed TDF has an existing grant program and Mayor Paine affirmed the city has a grant program as well. MOTION for reviewing city and TDF grant applications and process at a future meeting by Commissioner Soliday. Seconded by Commissioner Jardin and carried. Discussion on unallocated, contingency, and reserve. MOTION for changing ‘unallocated’ to ‘contingency’ by Councilor Kern. Seconded by Commissioner Barron and carried. Discussion on budget from Finance Director Puetz. Commissioner Soliday asked for clarification on the 2020 numbers and the breakdown. Mayor Paine clarified how the 30% was used from the city side—amounts that are ordinance-directed and subject to change only if ordinance changes. MOTION for adopting framework as amended and keeping it as a working document to continue fleshing out by Commissioner Barron. Seconded by Commissioner Sloan and carried. Tourism Development Commission, 12/03/2021 Proceedings Page 2 of 4 7. Propose future agenda topics a) Tourism Information Center Grant Programs Department of Revenue representative (Mayor Paine reaching out), review grant application/process documents, design goals within the budge silos, visitor center (Mayor’s office to update when proposal is submitted). Commissioner Jardin asked for clarification on how to submit things, like a short video for the group to watch together, which can be done through sending to City Clerk for addition to minutes and can be shown at a meeting. Commissioner Sloan asked for clarification about agenda items vs information items—agenda items can be sent to Chair Graskey for addition to agenda. Information items can be sent via email to the group, but whole group discussion via email is not permissible. If an information item needs to be discussed, it can be added to the agenda through the Chair. 7. Schedule upcoming meeting December 10th noon-1 in Gov’t Center 270 (this is on the second floor on the left side of the building, as one enters from the main city doors—across the atrium from the Council Chambers.) 8. Adjournment Meeting adjourned at 1:04 p.m. Respectfully submitted by Stephanie Becken, Deputy City Clerk Tourism Development Commission, 12/03/2021 Proceedings Page 3 of  5 Superior Tourism Development Fund Tourism Grant Program Application Development Fund The Tourism Development Fund (TDF) Marketing Grant Program offers marketing funding and guidance to make a tourism related event or idea come to fruition. The grant reimburses organizations for qualified marketing costs. The following is an overview of the grant program as well as the requirements of applying and receiving grant funding. Why you should apply • Organizations may receive thousands of dollars in marketing reimbursement. • A TDF grant is often a catalyst for organizations, giving them the means to tap into the power of tourism to make a solid impact on Superior’s economy, create jobs, and improve the quality of living for its residents. • It could mean the difference between getting your idea launched and letting it wilt away. • The TDF can reimburse up to 100% of the marketing costs for a given grant applicant. • Eligible expenses include things like digital marketing, print and broadcast ads, direct mail, publicity, and billboards. Next Steps • Read through the application materials and requirements. • Determine if your event/project is a fit. • Apply! Don’t forget to read about tracking your project expenditures and providing follow-up reporting. About the Tourism Development Fund The City of Superior has instituted a hotel/motel rooms tax to raise revenue for tourism development. The Superior-Douglas County Visitor Bureau (Travel Superior) receives 70% of this rooms tax generated on a quarterly basis, the remaining 30% is distributed to other entities and funds within Superior. Of this 70% distributed to Travel Superior, exactly 9.5% is used to fund the TDF grants program. The Chamber of Commerce manages and administers the Superior Tourism Development Fund (TDF) and is one seat on the committee overseeing the TDF Grant Program to help promote tourism in Superior. The program is based on state statutes and administrative rules. The TDF Committee meets at least once a quarter during the months of February, May, August, and November.  6 Grant Deadlines and Follow-up Reporting Applications must be received by the first of the month. Applications must also be submitted at least 90 days prior to the first day of advertising that will be paid using the grant funds; for example, if your first grant-funded ad runs on November 15, your application should be submitted by August 1. It is permissible to email applications but the time/date stamp on the email must show that it was received by midnight on the first of the month. For all applications being considered, the TDF Committee may request that a representative come present at the soonest committee meeting following the submission of their application. For all grants awarded, the TDF Committee expects a follow-up summary outlining how the event went, as well as actual numbers on what was determined through tracking activity. One item you are required to report is the number of attendees at your event/project. This summary must be provided within 60 days following the event, along with all receipts for expenditures. Payment and Re-Payment of Awarded Grant Funds For all grants awarded, it may be requested in the application process that 50% of the awarded funds be disbursed to the applicant at least 30 days prior to the event/project. The remaining 50% will be awarded once the reporting requirement is met which is required to be submitted within 60 days following the completion of the event/project. Payment of these funds may take up to one month so it is advantageous to submit your report as soon after the event/project as possible. Should the event/project not take place it is expected that 100% of funds disbursed to applicant be repaid to the Tourism Development Fund, within 30 days of when the event/project was scheduled to be completed. Grant Requirements and Details The TDF reserves the right to fund or deny all grant requests submitted. If grant funds are awarded they may be awarded in full or partial (1% up to 100%) of the requested amount of a project’s marketing related costs. Priority will be given to Superior based events, the TDF committee will judge on a case by case basis for all applications received, however applicants must demonstrate that the funds requested will impact hotel stays and tourism in Superior, WI. No organization or event may receive funds for more than three years in total. For multiple year events, granting funds may be subject to a sliding scale for subsequent years. All grant recipients are required to fill out a new grant application for each subsequent grant they wish to receive beyond the first year. No grant applications will be carried over into subsequent years. To be funded, projects must show that they will generate an increase in visitors and make a positive economic impact in the local area. The advertising plan must target markets beyond the local area, outside of a 25 mile radius. We encourage projects that are creative and beyond the scope of what are normally offered. A qualified candidate may apply for a grant at any point in its development whether it is a concept, promotion, first-year event or event that has been running for years. The TDF Grant provides the means to assist in the development of marketing initiatives.  7 Examples of eligible TDF promotional expenses include e-mail marketing campaigns, magazines, newspapers, radio, TV, internet, direct mail, PR/media kits, professional marketing/consulting services and billboards, ect. Examples of expenses the TDF will not reimburse: operational costs (staff salaries, travel costs, facility rental, insurance, etc.), local advertising, posters and flyers that are not direct-mailed or street banners. There are three types of activities the TDF will fund: 1) New events or an enhancement to current events to draw additional people to our area. 2) One time marketing and promotions outside of a 25 mile radius. 3) Strategic developments which will enhance the tourism experience in Superior long term. -----  8 Applications for TDF Grant Funding are requested to be submitted in essay format and must include a cover sheet as well as the following information: • Date of Application • Event/Project Title • Name and dates of project or event • What type of project or event is this • Name of Applicant Organization • Applicant’s phone, cell phone, mailing address, email, website, and fax (if available) • Federal Identification Number of Applicant Organization • Purpose of Applicant Organization • Person in charge of project or event • Contact information for person in charge of project or event • Person filling out application • Contact information for person filling out application • Name of advertising agency used (if any) • Amount of funding requested In addition, applications must include the following: -A detailed project description -What is the event/project purpose. -Description of the event/project. -Please add visuals if they will aid in the project description. -Was a market analysis completed to determine need, if so, please provide. -Describe how the event/project will be marketed to the visiting public -What are your target markets? -What kinds of sales, advertising and promotions will you do at the event? -What will a visitor experience look like, when there? How long will they stay? -Is it unique to Superior or Wisconsin? -Budget outline, including: -promotional budget (with ad schedule, size, insertion dates, mockups, media and PR plan) -operational budget -other contributions received -How will you raise other funds to complete your event/project? -anticipated income and expenses -estimated net income(loss)  9 -What impact will the event/project have on the tourism economy and community -Estimate how many people will be attracted to the area with this event/project -How do you intend to estimate dollar amount of trackable visitor spending, hotel stays, or economic impact following the event. -How many overnight stays will it generate in years 2 and 3? What growth do you anticipate? -Are there other community organizations, groups or attractions with which you will collaborate with? If yes, will they be raising funds during this event/project? What is the projecting amount they will raise, and what will happen with these funds? -Recipients of TDF grants will be required to include the “Superior Tourism Development Fund” as a sponsor of the event/project. -How will you recognize the support of the TDF? -For all grants awarded, the TDF Committee expects a follow-up summary outlining how the event/project went, as well as actual numbers on what was determined through tracking activity in regards to outcomes, # of attendees, estimated room stays and economic impact. This summary must be provided within 60 days following the event/project, along with copies of all receipts for expenditures in order to receive the second half of granted funds. The TDF Committee may request copies of tracking sheets and calculations of stated impact, however, reporting should clearly illustrate this process. -Do you have any questions with this reporting requirement? Please ask at time of application. -If grant funds are awarded, 50% of the awarded amount may be requested at least 30 days prior to the start of the event/project. The remaining 50% of the awarded funds will only be dispersed once the follow-up reporting/tracking requirement is met. Please indicate that you understand the disbursement process and if you request 50% upfront. -One reporting requirement of your grant funding is to report the number of people attending the event/project, how do you intend on recording this information? -----  10 Drop off or mail completed applications and all materials to: Taylor Pedersen Tourism Development Fund Chair Superior-Douglas County Area Chamber of Commerce and Travel Superior 205 Belknap Street Superior, WI 54880 Applications may also be emailed to taylor.pedersen@superiorchamber.org If you do not receive a confirmation email or call within a week of submitting your applications, please follow up with Taylor as your application may not have been received. Please refrain from sending applications/evaluations in binders. Call 715-394-7716 for more information or visit superiorchamber.org.  11 RECREATIONAL GRANT APPLICATION PROGRAM YEAR 2021 APPLICATION DEADLINE: February 26, 2021 1. About your organization Name of Organization: Address: Mailing address (if different from above): Main contact person: Phone(s): Email address: Do you have a board of directors? Yes No If so please attach a separate sheet listing board members Is your organization a non‐profit? Yes No Non‐profits, please list your EIN number EIN #: Describe your organization’s membership. Who does your organization serve? Describe what recreational opportunities your organization offers How many participants did your organization serve last year? How many participants do you anticipate serving this year? What percentage of your participants are City of Superior residents? 1  12 Does your organization conduct fundraisers? If yes, please describe your fundraising activities for the last year, funds raised and your fundraising goals for this year List any other grants and amounts received by your organization last year, along with any grants that you anticipate receiving this year Does your organization charge a registration fee for your program/event? Please indicate the amount of the fee(s). What does your organization do to help offset fees for participants that might not be able to afford the fees? What did your organization do to promote overnight stays and tourism? How have you partnered with the City of Superior? 2  13 2. Grant Information Please list the grant amount your organization is requesting Is this grant being requested for a one‐time event or for ongoing programming? Please explain. How will your organization disperse the grant monies being requested? i.e. what costs will you use the grant for? Did your organization receive a grant from the City of Superior last year? Describe how the grant money was used. If you received a grant from the City of Superior last year and were not able to use it all due to COVID, how do you plan to use that money along with a potential grant for 2021? How will your organization recognize the City of Superior if grant funds are received? (i.e. City logo on flyers, verbal recognition at events, etc. Attach any examples from previous years). 3  14 3. Program/Event Budget Summary (for most recent season) Earned Revenue $ amount Expenditures $ amount Admissions Salaries Memberships Office/administration Workshops/training Marketing/publicity Food/concessions Equipment Grants/donations Transportation Fundraisers Supplies Other (specify below) Insurance Click or tap here to Other (specify below) enter text. Click or tap here to enter text. TOTAL TOTAL  Please include your most recent financial statement (income statement and balance sheet) along with your most recent bank statement.  Please include a W‐9 form with your application. I, the undersigned, certify that the information provided in and with this statement is true and accurate. Submitted by (signature):_________________________________________ Printed name: Title: Date: 4  15 City of Superior – Economic Development Fund Small Business Grant Program Approved by City Council October 5, 2021 Mission Statement: Provide grant-funding support for Superior’s new and existing small businesses who are investing in the community by improving, beautifying and stabilizing our storefronts and streetscapes within the city. The City will focus on aesthetic improvements as being a priority for this program. Program Description: The City of Superior has established a Small Business Grant Program (SBGP) for qualifying local business owners and entrepreneurs within the City of Superior. The City will provide a grant based on a sliding scale of 25-50% of the total eligible project costs. Funding is capped at $15,000 per grant and the applicant is required to contribute a minimum of 10% equity towards the project. Grant applications will be reviewed quarterly as outlined in the attached grant schedule. A quarter of the program’s yearly allotted funds will be available for grant applicants at each quarterly review. Each grant application is subject to approval from the SBGP Design Committee and final approval from the Common Council. Previous recipients of a Small Business grant must wait three- years from the date of grant disbursement before they are eligible to apply again. All businesses and property locations associated with a previous grant recipient must also wait three years before being eligible to apply again. Grant Amount Based on Project Costs Total Project Costs City Grant (%) City Grant Amount 0-$10,000 50% 0-$5,000 $10,001-$20,000 45% $4,500-$9,000 $20,001-$30,000 40% $8,000-$12,000 $30,001-$40,000 35% $10,500-$14,000 $40,001-$50,000 30% $12,000-$15,000 $50,001-$60,000 25% $12,500-$15,000 >$60,000 N/A $15,000 Qualifying Businesses  Must have a commercial storefront or “brick & mortar” location  Non-profits directly related to money generating food service or retail organizations  Non-profit arts & entertainment organizations  16 Eligible uses include, but are not limited to:  Façade treatments  Building Improvements  Signage  Selected Commercial Kitchen Equipment (minimum value of $1,500 or more per appliance)*  Furnishings (booths, tables, chairs, etc.)*  Other uses considered on a case-by-case basis * Equipment, furnishings, décor, etc. purchases must be new to the business location. Used product purchases are acceptable as long as they are new additions to the business. Grant Process: 1. Contact the Planning & Development Department to determine if your project is eligible and to obtain a grant application prior to entering into a contract or beginning work. 2. Return the completed application, detailed project description including a sources and uses budget, proof of financing and a W9. If the project includes building improvements, detailed construction plans need to be included and work needs to be completed by a licensed Wisconsin contractor. If any portion of the project is over $25,000, applicant is required to get additional bids for those items. 3. Applications need to be submitted by the closing date of the application period. The applicant will be notified of the date of the SBGP Design Committee meeting. 4. The SBGP Design Committee will provide their recommendations to the Common Council which will have final say on the approval of the grant. 5. The applicant will be notified by a letter or email on the final decision. If approved, applicant will need to enter into a Development Agreement. 6. Project work may begin upon final approval of the grant application. It is the responsibility of the Business/property owner to obtain any/all required building permits prior to beginning work on applicable projects. Failure to obtain proper building permits voids the development agreement. 7. All changes to the project plan must come back to the Planning Director and at their discretion be referred back to the SBGP Design Committee for approval and if necessary the Common Council. Failure to do so will cancel the grant. Grant Award: 1. Applicant is to provide invoices and/or proof of expenditures for all approved qualifying expenses for which the grant was awarded. 2. A Certificate of Completion will be issued at the completion of the project, along with the grant award. 17 Small Business Grant Program Application Timeline There will be four application periods within which applications will be accepted throughout the calendar year. Incomplete applications will not be considered for review unless all required documentation is submitted by the closing date of the application period. The Plan Commission acts as the SBGP Design Committee and will review the applications quarterly at their scheduled meetings. The Design Committee will make their recommendations to the City Council which will have final approval of the grant applications. The yearly grant application periods will be as follows: First Quarter Application period: January 1 – March 1 SBGP Design Committee (Plan Commission): Third Wednesday of March City Council: First Tuesday of April Second Quarter Application period: April 1 – June 1 SBGP Design Committee (Plan Commission): Third Wednesday of June City Council: First Tuesday of July Third Quarter Application period: July 1 – September 1 SBGP Design Committee (Plan Commission): Third Wednesday of September City Council: First Tuesday of October Fourth Quarter Application period: October 1 – December 1 SBGP Design Committee (Plan Commission): Third Wednesday of December City Council: First Tuesday of January ***All meeting dates are subject to change due to holidays, elections, or unforeseeable circumstances. Applicants would be notified of any changes to the schedule*** 18 Small Business Grant Application Cover Sheet Date:________ Business:__________________________________________________ Applicant(s) name(s):________________________________________ __________________________________________________________ Checklist (Please make sure the following is attached to application): Construction plans/bids for work (if applicable) Contractor Information (if applicable) Project Timeline Sources and Uses Budget Sheet Proof of Financing W9 for Business Please submit applications to: planning@ci.superior.wi.us or mail/drop off at: City of Superior Planning Department 1316 N 14th Street, Suite 210 Superior, WI 54880 19 City of Superior – Economic Development Fund Small Business Grant Program Application Date: Grant Number (office use only): Business Information Business Name: Type (existing, new, relocation, etc.): Business Address: Project Site (if different): Phone: Email: Year established: Website: Most recent tax year Gross Revenue: Current Average Monthly Payroll: Number of Employees (FT/PT): Business Description: Applicant/Owner Information Name(s): Applicant Mailing Address: Phone: Email: Other owners (if any): 20 Project Information Project Description (attach additional pages if needed): Total Project Cost: Grant Amount Requested: Proposed use of Grant Funds: Attach to application: 1. Detailed Construction Plans (if applicable) 2. Contractor Information (if applicable) 3. Timeline 4. Sources and Uses Budget Sheet 5. Proof of Financing 6. W9 for Business *** Applications will not be reviewed if attachments are missing or incomplete*** ______________________________________________________________________________ I hearby certify that the above information is true and correct to the best of my knowledge. Date Applicant Name/Title (printed) Signature Applicant Name/Title (printed) Signature 21 Property owner permission if applicant is a tenant in the project building. I (we), as legal owner(s) of the property listed above, authorize the undertaking of a construction project requiring building permits as described in this application. Date Property Address Owner Name (printed) Signature Owner Name (printed) Signature 22 Sources and Uses Budget Sheet Template Funding Sources Uses Total: Total:  23 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 Grants 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 Travel Center ‐ Contingency 35,000.00 Reserves 46,450.94 Total 2022 Expenses $ 661,450.94 W:\Our Clerk Files\Cmt-Cms-Bd Agendas & Minutes\Tourism Development Commission\20211210\2022 Tourism Commission Budget Updated