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

1 AGENDA TOURISM DEVELOPMENT COMMISSION FRIDAY, February 11, 2022, 12:00 P.M. – 1:30 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, and Pattie Soliday 1. Roll Call 2. Approve Minutes from 2/04/2022 3. Commission status & voting process 4. Discussion on current balance of the TDF fund 5. Review final draft of the TDC grant application including Operating Expense Summary 6. Compare and contrast currently released marketing RFPs 7. Discuss dates for interviews for marketing RFP proposals 8. Future meetings and alternative options 9. Business by Commissioners 10. 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 2/9/2022 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, 2/11/2022 Meeting Page 1 of 1 2 PROCEEDINGS TOURISM DEVELOPMENT COMMISSION FRIDAY, February 4, 2022 The meeting was called to order by Chair Graskey at 12:00pm in Government Center 270. 1.Roll Call Members Present: Lindsey Graskey (chair), Keith Kern, Bruce Barron, JoAnn Jardine, Pattie Soliday Members Absent: Emerson Sloane City Staff Present: Mayor Paine, Chief of Staff Scherf, Contract Specialist Darwin, Clerk Ramos (online), Deputy Clerk Becken, Assistant Clerk Rowell Members of Public: Taylor Pederson, Briana Fiandt, Jenny Van Sickle 2.Approve Minutes from 1/21/2022 Motion by Commissioner Soliday, seconded by Councilor Kern and carried. 3.Create process to review and select marketing services provider from submitted proposals Mayor Paine announced that there were 3 bids and explained the typical process for choosing bids and explained the Commission can adjust the process to suit its needs. Mayor Paine recommended interviewing all bidders as 3 is a reasonable number to interview. Commissioner Soliday asked if the Commission can read the proposals during closed session. Mayor Paine explained that some parts of the process can be held in closed session, would need to check the opinion of the City Attorney, but the proposals themselves could be sent to the Commissioners to read on their own time between meetings. Commissioner Barron asked about setting a criteria scoring system and how detailed it needed to be. Mayor Paine recommended reading the proposals without setting a detailed system beforehand. Councilor Kern asked for clarification on time limit. The process must be completed by 90 days after the bids were opened, Chair Graskey would like to have it to Council by March 15. Motion by Councilor Kern to release the bids to the Commissioners, review for 1 week, and decided on criteria and dates for interview next Friday. Second by Commissioner Barron and carried. 4.Determine parameters and set date for interviewing marketing agencies Motion by Councilor Kern to hold this item in committee until next week. Second by Chair Graskey and carried. Tourism Development Commission, 2/4/2022 Proceedings Page 1 of 2 3 5.Review final draft of TDC grant application Motion by Chair Graskey to approve and publish the TDC grant application. Second by Commissioner Soliday. Commissioner Soliday asked if city staff could take care of the press release and Chief of Staff Scherf said she would. Clerk Ramos recommended a form to replace the cover sheet information detailed on page three of the application, she will have it ready by next week. Chair Graskey recommended the Commission vote down the original motion. Original motion failed. Motion by Commissioner Soliday to review a new draft of the application including the form at the meeting next Friday. Second by Chair Graskey. Motion to Amend the Motion by Councilor Kern to have the balance of the TDF fund available at the next meeting when reviewing the grant application. Second by Soliday. Motion, as amended, carried. 6.Adjournment Motion by Commissioner Barron to set meeting for next Friday (2/11/22) at noon. Second by Commissioner Jardine. Councilor Kern mentioned that next Friday had to be the last time the Commission meets on Friday in order for him to be able to be at meetings without interfering with his job too much. Chair Graskey agreed that Fridays are difficult for her as well. Suggestion to move future meetings to Thursday after meeting on 2/11/22, but no action taken. Motion to set next meeting for Friday (2/11/22) at noon carried. Meeting adjourned at 12:45. Respectfully submitted by Johanna Rowell, Assistant City Clerk Tourism Development Commission, 2/4/2022 Proceedings Page 2 of 2 4 Draft 3 2/09/22 Tourism Development Commission Grant Program 2022-2023 The Tourism Development Commission (TDC) 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 TDC grant is often a catalyst for organizations, giving them the means and funding to tap into the power of tourism to make a solid impact on Superior’s economy. • The TDC can reimburse up to 100% of the marketing costs for a given grant applicant. • Eligible expenses include 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 Commission: The City of Superior has instituted a hotel/motel rooms tax to raise revenue for tourism development. The City's Tourism Development Commission (TDC) receives 70% of this rooms tax generated on a quarterly basis, the remaining 30% is distributed to other entities and funds within Superior. The program is based on state statutes and administrative rules. The TDC meets at least once a quarter but may meet at other times during the year as needed. 5 TDC Fund Grant Program Application Grant Deadlines and Follow-up Applications must be received by the first of the month and 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 must 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 TDC may request that a representative make a presentation at the soonest committee meeting following the submission of their application. For all grants awarded, the TDC expects a post- event summary outlining how the event went, including estimated attendance. 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 TDC, within 30 days of when the event/project was scheduled to be completed. Grant Requirements and Details The TDC reserves the right to fund or deny all grant requests submitted. Grant funds may be awarded in full or partial of the requested amount of a project’s marketing related costs. Priority will be given to events within the City of Superior and Douglas County. The TDC 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. 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. 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 whether it's a first-year event or event that has been running for years. Examples of eligible TDC promotional expenses include e-mail marketing campaigns, magazines, newspapers, radio, TV, internet/social media, direct mail, PR/media kits, professional marketing/consulting services and billboards, etc. Examples of expenses the TDC will not reimburse are operational costs, ie. staff salaries, travel costs, facility rental, insurance, etc. 6 Tourism Development Commission 2022 GRANT APPLICATION DATE: ___________________________ The Tourism Development Commission (TDC) Marketing Grant Program offers marketing funding and guidance to make tourism‐related projects/events. The grant reimburses organizations for qualified marketing costs. 1. About Your Project/Event Name/Title: Date(s): Goal/Purpose: Total Funds Requested: Please describe project/event; attach visual aids, if applicable. Can you please describe your marketing plans and budgets in detail, and include promotional budget—expenditures for ads (include ad size and insertion schedule), mockups, media and PR plan—and operational budgets? (Please include the name of your 3rd party advertising agency, if applicable.) Has your organization received any other contributions/sponsorships for this project/event? How will additional funding be raised to complete your project/event? 1 7 Are there other community organizations, groups or attractions with which you will collaborate with? If yes, explain how your partnership with them will work. 2. About Your Organization Name of Organization: Physical Address: Mailing address: Federal EIN/Tax ID Number: Website: Main Contact Person: Phone Number(s): Email Address: Is your organization a non‐profit?  Yes  Organization FEIN number is listed above.  No Application completed & submitted by Print Name Title Contact info (if not listed above) ___________________________________________________ I, the undersigned, certify that the information provided in and with this statement is true and accurate. Signature Date 2 8 Grant Recipient Requirements • Include the “Superior Tourism Development Commission” as a sponsor of the event/project or list how you plan to recognize the support of the TDC. • Email all specific information of the event/project to City's marketing contract holder for inclusion in advertising, calendar of events, web sites, etc. For all grants awarded, the TDC expects a post-event summary of operating expenses, including an estimate of the number of people who attended. This summary must be provided within 60 days following the event/project, along with copies of all paid receipts and invoices for expenditures in order to receive the second half of granted funds. The TDC may ask for additional information if necessary. If 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 post-event summary is received and approved. Drop off or mail completed applications and all materials to: City of Superior Attn: Tourism Development Commission, Chairperson 1316 North 14th Street Suite 200 Superior, WI 54880 If you do not receive a confirmation email or call within a week of submitting your application, please follow up with the City Clerk’s Office as your application may not have been received. Please refrain from sending applications/evaluations in binders. Call 715-395-7200 for more information. 9 2022 TDC GRANT Operating Expense Summary DATE: ___________________________ Earned Revenue $ Amount Expenditures $ Amount Admissions Salaries Memberships Office/Administration Workshops/Training Marketing/Publicity Food/Concessions Equipment Grants/Donations Transportation Fundraisers Supplies Volunteer Hours Insurance (X rate/hour) In‐Kind Contributions Other (specify below): (please specify) Other (specify below): TOTAL TOTAL Supplemental Question How many participants did your organization serve at your event? (List approximate number if necessary.) I, the undersigned, certify that the information provided in and with this statement is true and accurate. Print Name Title Signature Date