Twentynine Palms Tourism Business Improvement District Meeting - Special Meeting

TWENTYNINE PALMS TOURISM BUSINESS IMPROVEMENT DISTRICT SPECIAL MEETING AGENDA 6136 Adobe Road Twentynine Palms, CA 92277 www.29palms.org / www.Visit29.org Wednesday, February 7, 2024 SPECIAL MEETING AGENDA 3:30 P. M. CALL TO ORDER Pledge of Allegiance. Roll Call. CHANGES TO THE AGENDA PRESENTATIONS 1 Swearing in of new Tourism Business Improvement District (TBID) Advisory Boardmember by City Clerk. BUSINESS PUBLIC COMMENTS DISCUSSION AND POTENTIAL ACTION ITEMS 2 Discussion and Review of TBID Event Grant Review Committee Guidelines and Eligibility. 3-6 TBID Event Grant Review Committee Guidelines and Eligibility BOARDMEMBER COMMENTS DIRECTOR OF MARKETING COMMENTS FUTURE BOARDMEMBER INITIATED ITEMS ADJOURNMENT Page 1 of 6  It is the intention of the City of Twentynine Palms to comply with the Americans with Disabilities Act in all respects. If you are a person with a disability who requires a disability-related modification or accommodation in order to participate in a meeting, including auxiliary aids or services, please request such modification or accommodation from the City Clerk at (760) 367- 4890 (facsimile). Notification at least 48 hours prior to the meeting will enable the City to make reasonable arrangements to assure accessibility to the meeting. Please advise us at the time whether you will require accommodations to participate in meetings on a regular basis. Any person affected by any application on this agenda may submit their concerns in writing prior to the meeting or appear in person and be heard in support or opposition to the proposal at the time the matter is considered on the agenda. The staff reports, applications and environmental documents may be viewed at either the office of Community Development or the office of the City Clerk, 6136 Adobe Road, from 7:00 a.m. until 6:00 p.m. Monday through Thursday, except legal holidays. The Invocation is given per Policy 10-01, and does not reflect the views of the City but rather is an expression of speech by a private citizen making the presentation. Telephone inquiries may be made at (760) 367-6799. If you challenge any agenda issue in court, you may be limited to raising only those issues that you or someone else raised at the public meeting described in this notice, or in written correspondence delivered to the City of Twentynine Palms at, or prior to, the public meeting. This notice of agenda is hereby certified to have been posted on or before 3:30 p.m., February 6, 2024. Cindy Villescas CMC, City Clerk Time/Date Page 2 of 6  Tourism Business Improvement District Advisory Board Special Meeting February 7, 2024. Page 3 of 6  Discussion & Action Items February 7, 2024. Page 4 of 6  2/6/2024 EVENT GRANT REVIEW COMMITTEE The purpose of the February 7 special meeting is to revisit the guidelines for the Review Committee volunteers who will be tasked with doing the initial review and scoring of event grant applications, and to specifically discuss eligibility of submitting an event grant application if also participating on the Review Committee. Background: • At the TBID’s January 18 meeting, the TBID Advisory Board discussed, reviewed, and approved program details and guidelines for its new Sponsorship and Event Grant Program. • As identified in the program guidelines, the initial review of event grant applications (funding requests ranging between $3,000 - $20,000) will be conducted by a five-member Review Committee composed of community volunteers, including up to two TBID Advisory Board members. • The guidelines for this Review Committee as drafted for, and presented at, the January 18 meeting had stated that “These volunteers are carefully chosen for their impartiality and are not permitted to submit their own grant applications in the year they serve.” • After engaging with community members and deliberating within the Advisory Board, the motion to approve the Sponsorship and Event Grant Program guidelines on January 18 included the removal of this restriction for Review Committee volunteers. Page 5 of 6  2/6/2024 EVENT GRANT REVIEW COMMITTEE Review Committee Overview - As Currently Outlined in Program Guidelines https://visit29.org/sponsorship-and-event-grants/review-committee-volunteer-application • As part of the Twentynine Palms TBID's Sponsorship and Event Grant Program guidelines, the initial review of event grant applications will be conducted by a five-member Review Committee composed of community volunteers, including up to two TBID Advisory Board members. • These volunteers are chosen for their impartiality and are required to recuse themselves from scoring their own event grant application if they have applied. The Review Committee employs a transparent scoring system to ensure objective evaluation and alignment with the objectives of the Twentynine Palms TBID. • For the inaugural Review Committee, we are inviting volunteers to apply by February 15, 2024. Following this initial phase, the Twentynine Palms TBID will regularly open a call for volunteers with a deadline of September 1 in subsequent years. Those interested in volunteering are encouraged to apply online by this date each year. Volunteers for the Review Committee will be selected randomly from the pool of applicants, ensuring a diverse and unbiased group for the review process. For Discussion: • Eligibility of submitting event grant applications while also participating on the Review Committee. Page 6 of 6