Packet

09.17.26 Tourism Commission Agenda 09.17.26- TOURISM COMMISSION AGENDA.PDF 09.17.26 Tourism Commission Packet 09.17.26- TOURISM COMMISSION PACKET.PDF 1. Documents: 2. Documents: 1 Tourism Commission Regular Meeting Notice and Agenda Village Hall 2417 Brewery Road Cross Plains, WI 53528 (608) 798-3241 Thursday, September 17, 2026 6:00 pm The Village of Cross Plains will provide opportunities for the public to participate virtually or by calling in. Please take note that the meeting will continue even if technical problems occur. The log in information is as follows: Zoom Meeting Link: https://us02web.zoom.us/j/83132286047 Conference telephone line: +164 693 13860 Meeting ID: 831 3228 6047 I. Call to Order II. Roll Call III. Pledge of Allegiance IV. Public Comment – This is an opportunity for anyone to address the Tourism Commission on any issue. Please observe the time limit of 3 minutes. While the Tourism Commission encourages input from residents, it may not discuss or act on any issue that is not duly noticed on the agenda. Please see the Public Comment instructions at the end of this agenda. V. General Business – Regular Meeting 1. Approval of the Minutes from the July 9, 2026 Tourism Commission Meeting. 2. Discussion Regarding Future Policy and Procedures for the Tourism Commission. 3. Discussion and Possible Action Items for Next Meeting. 4. Discussion and Possible Action Regarding Date of Next Meeting. VI. Adjournment This meeting notice constitutes an official meeting of the above referenced group and was posted in accordance with all applicable laws related Open Meetings Law. It is possible that members of and possibly a quorum of members of other governmental bodies of the municipality may be in attendance at the above stated meeting to gather information. No action will be taken by any governmental body at the above stated meeting other than the governmental body specifically referred to above in this notice. Upon reasonable notice, efforts will be made to 2 accommodate the needs of disabled individuals. For additional information or to request this service, contact the Village Hall at (608) 798-3241 or bobbi@cross-plains.wi.us. PUBLIC COMMENT INSTRUCTIONS WRITTEN: Send written comments by 12:00 p.m. on the Friday before the date of the meeting on any matter, either on or not on the agenda to be included in the meeting packet, by emailing bobbi@cross-plains.wi.us or in writing to Tourism Commission, 2417 Brewery Rd., Cross Plains, WI 53528. All written comments received after 12:00pm on Friday will be distributed at the meeting. IN-PERSON: Public comment forms are available at the Meeting Room entrance. Please fill out and hand to staff prior to start of meeting. Comments are limited to three- minutes per person and must be delivered at the designated microphone for recording purposes. Accommodations can be provided for those unable to access the microphone. VIRTUAL: When public comments are allowed, attendees on Zoom wishing to participate should click “raise hand” if on video or press *9 if on phone call. Attendees will be called on in the order in which hands are raised. Those wishing to provide oral comments remotely must have their full name displayed within the Zoom application and must state address of residence. *As permitted by the Wisconsin open meetings law and while not required, the Tourism Commission has chosen to allow public comments during their meetings. This is specifically listed on the agenda as PUBLIC COMMENT. The Village Board may not engage in discussion or take action during this period but may consider deferring the subject to a later meeting with notice. State statute and/or Village Code require the Village Board to hold PUBLIC HEARINGS on certain specified matters where the public can comment. T he meeting chairperson will identify rules for providing comments. Other items on the agenda which are not listed for public hearing do not require the Board to allow public comment, however the meeting chairperson can at their own discretion allow limited public comments. 1 Tourism Commission Regular Meeting Notice and Agenda Village Hall 2417 Brewery Road Cross Plains, WI 53528 (608) 798-3241 Thursday, September 17, 2026 6:00 pm The Village of Cross Plains will provide opportunities for the public to participate virtually or by calling in. Please take note that the meeting will continue even if technical problems occur. The log in information is as follows: Zoom Meeting Link: https://us02web.zoom.us/j/83132286047 Conference telephone line: +164 693 13860 Meeting ID: 831 3228 6047 I. Call to Order II. Roll Call III. Pledge of Allegiance IV. Public Comment – This is an opportunity for anyone to address the Tourism Commission on any issue. Please observe the time limit of 3 minutes. While the Tourism Commission encourages input from residents, it may not discuss or act on any issue that is not duly noticed on the agenda. Please see the Public Comment instructions at the end of this agenda. V. General Business – Regular Meeting 1. Approval of the Minutes from the July 9, 2026 Tourism Commission Meeting. 2. Discussion Regarding Future Policy and Procedures for the Tourism Commission. 3. Discussion and Possible Action Items for Next Meeting. 4. Discussion and Possible Action Regarding Date of Next Meeting. VI. Adjournment This meeting notice constitutes an official meeting of the above referenced group and was posted in accordance with all applicable laws related Open Meetings Law. It is possible that members of and possibly a quorum of members of other governmental bodies of the municipality may be in attendance at the above stated meeting to gather information. No action will be taken by any governmental body at the above stated meeting other than the governmental body specifically referred to above in this notice. Upon reasonable notice, efforts will be made to 2 accommodate the needs of disabled individuals. For additional information or to request this service, contact the Village Hall at (608) 798-3241 or bobbi@cross-plains.wi.us. PUBLIC COMMENT INSTRUCTIONS WRITTEN: Send written comments by 12:00 p.m. on the Friday before the date of the meeting on any matter, either on or not on the agenda to be included in the meeting packet, by emailing bobbi@cross-plains.wi.us or in writing to Tourism Commission, 2417 Brewery Rd., Cross Plains, WI 53528. All written comments received after 12:00pm on Friday will be distributed at the meeting. IN-PERSON: Public comment forms are available at the Meeting Room entrance. Please fill out and hand to staff prior to start of meeting. Comments are limited to three- minutes per person and must be delivered at the designated microphone for recording purposes. Accommodations can be provided for those unable to access the microphone. VIRTUAL: When public comments are allowed, attendees on Zoom wishing to participate should click “raise hand” if on video or press *9 if on phone call. Attendees will be called on in the order in which hands are raised. Those wishing to provide oral comments remotely must have their full name displayed within the Zoom application and must state address of residence. *As permitted by the Wisconsin open meetings law and while not required, the Tourism Commission has chosen to allow public comments during their meetings. This is specifically listed on the agenda as PUBLIC COMMENT. The Village Board may not engage in discussion or take action during this period but may consider deferring the subject to a later meeting with notice. State statute and/or Village Code require the Village Board to hold PUBLIC HEARINGS on certain specified matters where the public can comment. T he meeting chairperson will identify rules for providing comments. Other items on the agenda which are not listed for public hearing do not require the Board to allow public comment, however the meeting chairperson can at their own discretion allow limited public comments. 1 Tourism Commission Regular Meeting Minutes Village Hall 2417 Brewery Road Cross Plains, WI 53528 (608) 798-3241 Thursday, July 9, 2026 6:00 pm The video link to this meeting can be found at: https://youtu.be/ivYN0_At0qg I. Call to Order Village Trustee Bill Brosius called the meeting to order at 6:00pm. II. Roll Call Present: Commissioner(s) Sherri Sarbacker, Krystal Williams, Lisa Laschinger, Jurga Jokimciute, and Trustee Bill Brosius. Also Present: Village Administrator Carly Persson, Shelby Acker of the Cross Plains Area Chamber of Commerce. Attending Virtually: None III. Pledge of Allegiance Everyone joined in the Pledge of Allegiance. IV. Public Comment – This is an opportunity for anyone to address the Tourism Commission on any issue. Please observe the time limit of 3 minutes. While the Tourism Commission encourages input from residents, it may not discuss or act on any issue that is not duly noticed on the agenda. Please see the Public Comment instructions at the end of this agenda. V. General Business – Regular Meeting 1. Approval of the Minutes from the April 21, 2026 Tourism Commission Meeting. A motion was made by Williams, seconded by Sarbacker, and unanimously carried by the Tourism Commission to approve the minutes from the April 21, 2026 Tourism Commission Meeting. 2. Guest Speaker – Shelby Acker, Cross Plains Area Chamber of Commerce. Shelby Acker provided an update on recent Cross Plains Area Chamber of Commerce activities. The Commission discussed potential opportunities for collaboration. 3. Discussion Regarding the Administration of Tourism Funds. Following discussion, the Commission asked Commissioner Brosius to draft a simple application for organizations seeking Tourism Commission funding. The draft application will be presented at the next meeting. 2 4. Discussion Regarding Future Policy and Procedures for the Tourism Commission. The Commission continued its discussion of the funding application and determined that a separate discussion of the administration of tourism funds was not needed on the next meeting agenda. 5. Discussion and Possible Action Items for Next Meeting. The Commission requested that the draft tourism funding application be included on the next meeting agenda. 6. Discussion and Possible Action Regarding Date of Next Meeting. Following discussion, the Commission scheduled its next meeting for September 17 , 2026 at 6:00pm. VI. Adjournment A motion awas made by Sarbacker, seconded by Williams, and unanimously carried by Tourism Commission to adjourn at 7:24pm. This meeting notice constitutes an official meeting of the above referenced group and was posted in accordance with all applicable laws related Open Meetings Law. It is possible that members of and possibly a quorum of members of other governmental bodies of the municipality may be in attendance at the above stated meeting to gather information. No action will be taken by any governmental body at the above stated meeting other than the governmental body specifically referred to above in this notice. Upon reasonable notice, efforts will be made to accommodate the needs of disabled individuals. For additional information or to request this service, contact the Village Hall at (608) 798-3241 or bobbi@cross-plains.wi.us. PUBLIC COMMENT INSTRUCTIONS WRITTEN: Send written comments by 12:00 p.m. on the Friday before the date of the meeting on any matter, either on or not on the agenda to be included in the meeting packet, by emailing bobbi@cross-plains.wi.us or in writing to Tourism Commission, 2417 Brewery Rd., Cross Plains, WI 53528. All written comments received after 12:00pm on Friday will be distributed at the meeting. IN-PERSON: Public comment forms are available at the Meeting Room entrance. Please fill out and hand to staff prior to start of meeting. Comments are limited to three- minutes per person and must be delivered at the designated microphone for recording purposes. Accommodations can be provided for those unable to access the microphone. VIRTUAL: When public comments are allowed, attendees on Zoom wishing to participate should click “raise hand” if on video or press *9 if on phone call. Attendees will be called on in the order in which hands are raised. Those wishing to provide oral comments remotely must have their full name displayed within the Zoom application and must state address of residence. *As permitted by the Wisconsin open meetings law and while not required, the Tourism Commission has chosen to allow public comments during their meetings. This is specifically listed on the agenda as PUBLIC COMMENT. The Village Board may not engage in discussion or take action during this period but may consider deferring the subject to a later meeting with notice. State statute and/or Village Code require the Village Board to hold PUBLIC HEARINGS on certain specified matters where the public can comment. T he meeting chairperson will identify rules for providing comments. Other items on the agenda which are not listed for public hearing do not require the Board to allow public comment, however the meeting chairperson can at their own discretion allow limited public comments. 6 (m) Special Commissions and Committees. The Village President, may, from time - to-time, and, subject to the approval of the Village Board, appoint such Special Commissions or Committees as is deemed advisable to further the legitimate business of the Village. The appointment of a Special Commission or Committee shall state the number of members an d the object or duties to be performed by the Special Commission or Committee. All Special Commissions or Committees shall cease to exist upon completion of this designated task or deadline established by the Village Board. (n) Cross Plains Tourism Commission. (1) Purpose. The Cross Plains Tourism Commission is created and shall be responsible for developing ideas for promotion of the Village of Cross Plains by creating marketing projects and a marketing plan for the greater Cross Plains area. The Commission shall be responsible for developing rules and regulations for the evaluation of room tax applications and other funds designated by the Village Board for marketing of the Village. The Commission shall be responsible for coordinating tourism promotion and tourism development for the Village. “Tourism promotion and tourism development” has the meaning as provided in Section (n)(4) as amended from time to time. (2) How Constituted. The Cross Plains Tourism Commission shall consist of one representative from the Village Board, one representative from the Wisconsin hotel and motel industry that is currently doing business within the Village of Cross Plains, and three citizen residents of the Village of Cross Plains. (3) Terms. The Board representative shall be appointed annually by the Village President and confirmed by the Village Board at its first meeting of May in each year. The Village President shall appoint the member of the Commission that represents the hotel and motel industry, and the three citizen members. The member of the hotel/motel industry and the three citizen members shall be confirmed by a majority vote of the members of the Village Board who are present when the vote is taken. The member of the hotel and motel industry, and the citizen members shall each serve a one-year term, beginning on June 1 of each year, and each may be appointed for successive one-year terms. The members of the Commission shall meet regularly, and the Village Board representative shall be the Chair of the Commission. (4) Duties. a. The Tourism Commission is charged with creating a marketing plan for tourism promotion and development within the Village of Cross Plains. 7 b. The Commission shall allocate and disburse the room tax revenue that it receives from the Village for tourism promotion and tourism development in the municipality. For purposes of this section (n), “tourism promotion and development” means any of the following that are significantly used by transient tourists and reasonably likely to generate paid overnight stays at more than one establishment on which a room tax may be imposed, that are owned by different persons and located within the municipality in which a room tax is in effect; or, if the Village has only one such establishment, reasonably likely to generate paid overnight stays in that establishment: 1. Marketing projects, including advertising media buys, creation and distribution of printed or electronic promotional tourist materials or efforts to recruit conventions, sporting events or motor coach groups. 2. Transient tourist informational services. 3. Tangible municipal development, including a convention center. c. The Commission shall be responsible for receiving and reviewing applications requesting funds generated by the Village room tax. Any person or entity desiring room tax funds shall make application to the Commission upon forms and procedures as established by the Commission. Upon receiving an application, the Commission shall review the application and determine if the ap plication furthers the goal of tourism promotion and development within the Village. d. The Commission shall report annually to the Village Board the purposes for which the room tax revenues were spent. e. The Commission may not use any room tax revenue to construct or develop a lodging facility. f. The Commission shall report any delinquencies or inaccurate reporting to the Village that is due the tax. g. Contracting with tourism entities to provide tourism services, provide support for staff or activities that promote tourism in the Village of Cross Plains, or provide funding to agencies that manage events or activities that bring people to the Village. VILLAGE OF CROSS PLAINS • TOURISM COMMISSION REVISED DRAFT FOR COMMISSION REVIEW • July 2026 Page 1 VILLAGE OF CROSS PLAINS Tourism Promotion Grant Program Program Guidelines • Application • Review Scorecard • Approval Agreement • Post-Event Report Revised small-community draft. The system uses one short application, one public Commission review, payment after approval, and one simple post-event report. PURPOSE The Tourism Promotion Grant Program provides room-tax funds to businesses, nonprofit organizations, and civic or community groups for events, projects, and promotional activities that attract people who may not normally visit Cross Plains and provide a measurable benefit to Village tourism, businesses, and visitor activity. Legal eligibility: Wisconsin law and Village Code require funded activities to be significantly used by transient tourists SYSTEM AT A GLANCE 1 Apply At least 30 days before the activity and 14 days before a Commission meeting. 2 Completeness review The Tourism Commission reviews the application for completeness. 3 Public review The request is reviewed during a noticed Tourism Commission meeting. 4 Decision The Commission may approve, partially approve, defer, or deny the request. 5 Payment Approved funds are issued within 10 days after approval and a signed agreement. 6 Promote & hold activity The recipient acknowledges Village support and tracks basic results. 7 Post-event report A simple report is due within 45 days after completion. 8 Annual summary The Commission reports spending and outcomes to the Village Board. Before adoption: Village staff and the Village Attorney should confirm whether the program itself or individual awards need Village Board action, whether finance requires a W-9 or vendor form after approval, and whether receipts must be submitted or only retained. The final program will require Village Board approval. VILLAGE OF CROSS PLAINS • TOURISM COMMISSION REVISED DRAFT FOR COMMISSION REVIEW • July 2026 Page 2 1. PROGRAM GUIDELINES A. Program priorities • Attract visitors and participants from outside Cross Plains, especially people who do not regularly visit the Village. • Promote Cross Plains businesses, attractions, trails, parks, events, culture, and visitor amenities. • Use marketing that reaches people outside the immediate Cross Plains area. • Create a clear public benefit and a positive visitor experience. • Use available room-tax funds carefully and efficiently. B. Eligible applicants • Businesses, nonprofit organizations, civic groups, and community organizations in good standing. • Organizations located outside Cross Plains may apply when the funded activity is held in Cross Plains or directly and primarily promotes travel to Cross Plains. • Individuals may apply only through an eligible organization that accepts responsibility for the funds. C. Eligible projects and activities Under Wis. Stat. § 66.0615 and Village of Cross Plains Code § 5.02(n)(4)b., the activity must qualify as tourism promotion and tourism development. Eligible uses may include: • Advertising and media buys directed to audiences outside Cross Plains. • Design, printing, and distribution of visitor-facing promotional materials, maps, guides, and digital content. • Website, registration, public-relations, social-media, and search-marketing costs tied to the activity. • Efforts to recruit sporting events, cultural events, tours, conventions, or organized groups. • Temporary visitor information, event signage, wayfinding, and promotional displays. • Other direct visitor-attraction or visitor-experience costs approved by the Commission. D. Ineligible or low-priority costs • General operating expenses, routine payroll, or overhead not directly tied to the approved tourism activity. • Food, beverages, alcohol, cash prizes, gift cards, donations, or fundraising distributions. • Debt, prior deficits, taxes, fines, penalties, or costs incurred before approval. • Advertising aimed primarily at Cross Plains residents or an applicant’s existing local customers. • Political campaign activity, lobbying, religious worship or proselytizing, or unlawful discriminatory activity. • Construction or development of a lodging facility. VILLAGE OF CROSS PLAINS • TOURISM COMMISSION REVISED DRAFT FOR COMMISSION REVIEW • July 2026 Page 3 1. PROGRAM GUIDELINES — CONTINUED E. Application timing and review • Applications should be submitted at least 30 calendar days before the event or project begins and at least 14 calendar days before the requested Tourism Commission meeting. • Late or incomplete applications may be deferred to a future meeting. Completed or substantially completed activities are not eligible for retroactive funding. • The applicant may be asked to attend the meeting for brief questions. • The Commission may approve the full request, approve a partial amount, add conditions, defer consideration to a future meeting, or deny the request. • Funding is subject to available room-tax funds and is not guaranteed. F. Funding and payment • Approved funds will be issued within 10 days after Tourism Commission approval and receipt of the signed approval agreement. • Funds may be used only for the approved purpose. A material change in the activity or use of funds requires Commission approval. • Unused funds must be returned to the Village within 30 days after the activity or cancellation. • The Village may request payment or tax information that is required to issue the funds. G. Recognition • Use the statement “Supported in part by the Village of Cross Plains Tourism Commission” on funded advertising, webpages, social-media posts, printed material, and onsite signage when practical. • Use the Village logo when it is supplied by the Village. • Provide examples or screenshots of funded promotion with the post-event report. H. Post-event reporting and records • A simple post-event report is due within 45 days after completion, even when the activity does not occur as planned. • The report should explain how the funds were used, who participated, how the activity attracted nonlocal visitors, and how Cross Plains benefited. • The recipient must return unused funds and keep supporting records for at least three years. Receipts must be available if requested by the Village. • Failure to submit the report or return unused funds may make the recipient ineligible for future grants and may require repayment. I. Transparency and annual review • Applications, award decisions, and reports are public records subject to applicable law. Applicants should not submit Social Security numbers, bank information, or individual attendee information. • Commission members must disclose relevant conflicts of interest and abstain when required. • The Commission will report annually to the Village Board and may revise the program as experience and room-tax revenue develop. Simple rule for applicants: Explain what you will do, who you hope to attract, how you will promote it outside Cross Plains, how the grant will be used, and how the Village will benefit. VILLAGE OF CROSS PLAINS • TOURISM COMMISSION REVISED DRAFT FOR COMMISSION REVIEW • July 2026 Page 4 2. TOURISM PROMOTION GRANT APPLICATION Keep responses brief and specific. One optional supporting page may be attached if helpful. OFFICE USE ONLY Date received Commission meeting date Status: ☐ Complete ☐ Incomplete A. Applicant information Organization name Organization type ☐ Business ☐ Nonprofit ☐ Civic/community Primary contact Title/role Email Phone Mailing address Website/social media B. Project or event information Project/event name New or recurring? ☐ New ☐ Recurring Start date/time End date/time Location Inside Village limits? ☐ Yes ☐ No Grant amount requested $ Estimated total attendance Estimated nonlocal visitors Village permit status ☐ Not needed ☐ Pending ☐ Obtained Brief project/event description What will occur, who will participate, and what makes the activity attractive to visitors? How will this attract people who may not normally visit Cross Plains? Identify the audiences or communities you hope to reach. VILLAGE OF CROSS PLAINS • TOURISM COMMISSION REVISED DRAFT FOR COMMISSION REVIEW • July 2026 Page 5 2. TOURISM PROMOTION GRANT APPLICATION — PROMOTION AND USE OF FUNDS C. Promotion plan Promotion channel or activity Audience or geographic area When Estimated cost D. Use of grant funds How will the requested grant be used? List the main items or services the grant will pay for. Exact vendor quotes are not required. Benefit to Cross Plains Identify local businesses, attractions, parks, organizations, or visitor services that may benefit or participate. How will you know the activity was successful? Examples: attendance, registrations, visitor ZIP codes, website activity, social-media response, partnerships, or participant feedback. E. Optional supporting material ☐ Promotion sample or draft ☐ One additional information page ☐ Other: _______________________ F. Applicant certification I certify that the information in this application is accurate; the requested funds will be used only for the approved tourism purpose; the organization will comply with applicable laws, permits, and Village conditions; the organization will acknowledge Tourism Commission support; unused funds will be returned; and a post-event report will be submitted within 45 days. I understand that funding is not guaranteed and that applications and reports may be public records. Authorized name/title Date Signature Preferred contact ☐ Email ☐ Phone VILLAGE OF CROSS PLAINS • TOURISM COMMISSION REVISED DRAFT FOR COMMISSION REVIEW • July 2026 Page 6 3. TOURISM COMMISSION REVIEW SCORECARD For Commission use. The scorecard supports consistent discussion but does not create an entitlement to funding. Eligibility check Yes / No Application is complete, timely, and for a future activity. ☐ Yes ☐ No Applicant is an eligible business, nonprofit, civic, or community organization. ☐ Yes ☐ No Activity is held in Cross Plains or directly and primarily promotes travel to Cross Plains. ☐ Yes ☐ No Activity meets the legal tourism standard, including reasonable potential to support paid overnight stays at the Village lodging establishment. ☐ Yes ☐ No Requested use of funds is specific and eligible. ☐ Yes ☐ No Criterion Maximum Score New visitor draw: ability to attract people who do not regularly visit Cross Plains. 30 Outside-area promotion: practical plan to reach nonlocal audiences. 25 Benefit to Cross Plains: visitor activity, local participation, and community value. 20 Tourism and overnight-stay potential: reasonable connection to transient tourism and possible paid lodging. 15 Use of funds and reporting: clear request and simple method to document results. 10 TOTAL SCORE / 100 Action ☐ Approve full ☐ Approve partial ☐ Defer ☐ Deny Amount / due date $ / Approved use / conditions Score / vote Score: Ayes: Noes: Abstain: Motion / second Motion by: Second by: Conflict ☐ None ☐ Member abstained VILLAGE OF CROSS PLAINS • TOURISM COMMISSION REVISED DRAFT FOR COMMISSION REVIEW • July 2026 Page 7 4. GRANT APPROVAL AND RECIPIENT AGREEMENT The Tourism Commission completes this page after approval. The recipient signs and returns it before payment. Organization Project/event Commission approval date Approved amount $ Activity date(s) Post-event report due Approved use of funds Commission-approved use Briefly list the advertising, promotion, event, visitor information, or other approved costs. Special conditions Conditions or required changes Leave blank when none. Agreement terms • The Village will issue the approved funds within 10 days after Commission approval and receipt of this signed agreement. • The recipient will use the grant only for the approved purpose and will acknowledge support from the Village of Cross Plains Tourism Commission. • The recipient will notify the Commission before making a material change to the activity or use of funds. • A simple post-event report is due within 45 days after completion. • Unused funds must be returned within 30 days. The recipient will retain supporting records and receipts for at least three years and provide them if requested. • Misrepresentation or misuse of funds may require repayment and may affect future eligibility. Acceptance By signing, the recipient accepts the approved purpose, conditions, and agreement terms. Recipient representative Date Commission representative Date VILLAGE OF CROSS PLAINS • TOURISM COMMISSION REVISED DRAFT FOR COMMISSION REVIEW • July 2026 Page 8 5. POST-EVENT REPORT Due within 45 days after the activity ends. Keep answers brief. Report only aggregate information, not personal attendee information. Organization Project/event Activity date(s) Report date Grant amount $ Submitted by A. Participation and visitor results Measure Application estimate Actual result Total attendance / participation Visitors from outside Cross Plains First-time or new participants, if known Cross Plains businesses or organizations involved Overall recap What occurred? What worked well? Note major changes, cancellation, weather, or other context. How did the activity bring new visitors or participants to Cross Plains? Describe visitor origin, first-time participation, registrations, groups, or other evidence. How did Cross Plains benefit? Describe benefits to local businesses, attractions, parks, organizations, or the visitor experience. VILLAGE OF CROSS PLAINS • TOURISM COMMISSION REVISED DRAFT FOR COMMISSION REVIEW • July 2026 Page 9 5. POST-EVENT REPORT — PROMOTION AND USE OF FUNDS B. Promotion results Promotion channel or activity Audience / geographic area Result or response C. How the grant funds were used Item or category Amount of grant funds used TOTAL GRANT FUNDS USED Unused funds returned $ Date returned Records ☐ Receipts retained and available if requested Promotion samples ☐ Attached ☐ Previously provided D. Future improvements What would you change or improve next time? Include ideas for attracting more nonlocal visitors or improving the visitor experience. E. Recipient certification I certify that this report is accurate; the grant was used for the approved purpose; unused funds have been returned; and supporting records will be retained for at least three years and provided if requested. Authorized name/title Date Signature Phone/email VILLAGE OF CROSS PLAINS • TOURISM COMMISSION REVISED DRAFT FOR COMMISSION REVIEW • July 2026 Page 10 6. INTERNAL ADMINISTRATION AND ANNUAL TRACKING For Tourism Commission and Village use. This page is not part of the applicant’s form. A. Simple file checklist Step Completed / date Notes Application received and reviewed for completeness by the Commission. ☐ __________ Application placed on a properly noticed Tourism Commission agenda. ☐ __________ Decision, amount, approved use, and vote recorded in the minutes. ☐ __________ Signed approval agreement received and payment requested. ☐ __________ Post-event report received by the due date. ☐ __________ Unused funds returned, if applicable, and grant closed. ☐ __________ Results entered in the annual tracking log. ☐ __________ Any expenditure of $1,000 or more identified for Wisconsin annual room-tax reporting. ☐ __________ B. Annual grant tracking log (copy as needed) Applicant / project Activity date Award Paid Nonlocal visitors Report received Closed C. Annual summary to the Village Board Applications received Grants awarded Total awarded $ Total paid $ Reported nonlocal visitors Post-event reports received Annual narrative Summarize how room-tax funds were used, the tourism and public benefit, reporting gaps, and recommended changes for the next year. Authority: Wis. Stat. § 66.0615 and Village of Cross Plains Code § 5.02(n). The Commission must report annually to the Village Board the purposes for which room-tax revenues were spent.