Packet

07.09.2026 Tourism Commission Agenda 07.09.26- TOURISM COMMISSION AGENDA.PDF 07.09.2026 Tourism Commission Packet 07.09.26 - TOURISM COMMISSION PACKET.PDF 1. Documents: 1.I. Documents: 1 Tourism Commission Regular Meeting Notice and Agenda Village Hall 2417 Brewery Road Cross Plains, WI 53528 (608) 798-3241 Thursday, July 9, 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 April 21, 2026 Tourism Commission Meeting. 2. Guest Speaker – Shelby Acker, Cross Plains Areas Chamber of Commerce. 3. Discussion Regarding the Administration of Tourism Funds. 4. Discussion Regarding Future Policy and Procedures for the Tourism Commission. 5. Discussion and Possible Action Items for Next Meeting. 6. Discussion and Possible Action Regarding Date of Next Meeting. VI. Adjournment 2 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. Tourism Commission Regular Meeting Notice and Agenda Village Hall 2417 Brewery Road Cross Plains, WI 53528 (608) 79 8-3241 T hursday, July 9, 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. C all to Order II. R oll Call III. P ledge of Allegiance I V. 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. G eneral Business – Regular Meeting 1. A pproval of the Minutes from the April 21, 2026 Tourism Commission Meeting. 2. G uest Speaker – Shelby Acker, Cross Plains Areas Chamber of Commerce. 3. D iscussion Regarding the Administration of Tourism Funds. 4. D iscussion Regarding Future Policy and Procedures for the Tourism Commission. 5. D iscussion and Possible Action Items for Next Meeting. 6. D iscussion and Possible Action Regarding Date of Next Meeting. VI. Adjournment 1 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. PUBL IC COMMENT INSTRUCTIONS WR ITTEN: 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-PERSO N: 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. VI RTUAL: 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. *A s 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. The 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. 2 Tourism Commission Packet Contents Page # 4-5 Draft Tourism Commission Meeting Minutes from April 21, 2026 6-7 Quick Tourism Reference Guide 8-17 Chapter 5 - Boards, Commissions, and Committees 18-27 City of Lake Geneva Tourism Promotion Grant Program 28-31 Village of Mount Pleasant Room Tax Tourism Grant Application 32-37 City of Reedsburg Room Tax Fund Application 38-39 Rice Lake Tourism Grant Application 40-100 Village of Weston Tourism Commission Grant Application and Evaluation Materials 3 Tourism Commission Regular Meeting Minutes Village Hall 2417 Brewery Road Cross Plains, WI 53528 (608) 798-3241 Tu esday, April 21, 2026 6:00 pm The video link to this meeting can be found at: https://youtu.be/uTnAV5lD5yI I. Cal l to Order Vi llage Trustee Bill Brosius called the meeting to order at 6:00pm. II. Ro ll Call Pr esent: Commissioner(s) Sherri Sarbacker, Krystal Williams, Lisa Laschinger, Jurga Jokimciute, and Trustee Bill Brosius Al so Present: Village Administrator Carly Persson At tending Virtually: None III. Pl edge of Allegiance Everyone joined in the Pledge of Allegiance. IV. P ublic 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. Gener al Business – Regular Meeting 1. Wel come Commission Members. Trustee Brosius welcomed the Commissioners and thanked them for their willingness to serve on the Tourism Commission. 2. Di scussion and Possible Action Regarding Disbursement of Tourism Commission Funds. Following an overview by Trustee Brosius and Administrator Persson, the Commission discussed the disbursement of Tourism Commission funds. No action was taken. 3. Di scussion Regarding Future Policy and Procedures for the Tourism Commission. Following an overview by Trustee Brosius and Administrator Persson, the Commission discussed future policies and procedures for the Tourism Commission. The Commission agreed to continue the discussion at the next meeting after reviewing examples from other communities. 4 4. Discussion and Possible Action Items for Next Meeting. The Commission discussed potential agenda items for the next meeting and agreed to invite Shelby Acker, Executive Director of the Cross Plains Area Chamber of Commerce, to speak. 5. Discussion and Possible Action Regarding Date of Next Meeting. Following discussion, the Commission scheduled its next meeting for June 11, 2026 at 6:00pm. 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 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. The 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. 5 Executive Summary / Informational Handout A quick reference for committee members to review before the July meeting. Why this committee exists • Cross Plains already collects room-tax revenue and must use those funds for tourism-related purposes. • Current revenue is modest, so the committee should begin with a practical and focused approach. • The committee does not need to build a large tourism program right away; it needs a clear process for using tourism dollars responsibly. Likely first-year focus for Cross Plains • Use Trout Days as the committee's initial flagship tourism event. • Define what types of tourism-related expenses are appropriate for room-tax support. • Create a simple structure that can grow over time if room-tax revenue increases. What other small communities are doing • Small communities such as Mount Horeb use tourism bodies to provide direction, review tourism spending, and require regular reporting. • A quarterly meeting schedule is a practical small-community model and gives the committee enough structure without creating unnecessary bureaucracy. • Annual review and reporting on tourism spending is a common and reasonable best practice. What Wisconsin law and DOJ guidance suggest • Room-tax revenue that is required to be used for tourism promotion and tourism development should stay tied to tourism purposes. • Open meetings should be publicly noticed and conducted in a way that allows the public to observe and participate as required by village procedure. • Agendas, minutes, and committee materials should be prepared with public records transparency in mind. What the committee should probably work toward • A simple written purpose statement. • A quarterly meeting schedule. • A basic definition of eligible tourism-related expenses. • A simple process for recommending tourism expenditures. • A short annual report showing how tourism money was spent and what public benefit resulted. Simple takeaway • Cross Plains likely needs a small, well-organized committee that uses room-tax dollars carefully, supports Trout Days, meets quarterly, and builds a clear process that can grow over time. 6 Why the Committee Exists Cross Plains collects room-tax revenue that must be used for tourism-related purposes. Because current revenue is limited, the committee should start with a practical, focused approach that emphasizes good process, clear priorities, and responsible use of funds. Recommended Role Serve as an advisory committee that helps define tourism priorities, recommends how room-tax funds should be used, and develops a simple, transparent structure for tourism-related spending and reporting. Initial Tourism Focus Use Trout Days as the committee's first major tourism priority and evaluate which expenses most directly support tourism promotion, visitor attraction, and visitor experience. Suggested Meeting Schedule Meet quarterly. Use this first meeting to introduce the committee and distribute a draft proposal. Use the late July meeting to refine the committee's goals, mission, and procedures. What Members Should Take Home Review the draft framework, mark up proposed edits, note any missing ideas, and come prepared at the next meeting to help define the committee's direction. Topics to Define at the Next Meeting Mission and purpose statement; first-year goals; eligible tourism-related expenses; event funding/request process; reporting expectations; and any basic policies or procedures needed to operate effectively. Draft Mission Statement The purpose of the Cross Plains Tourism Committee is to guide the use of room-tax funds for tourism promotion and tourism development, beginning with support for Trout Days and other initiatives that attract visitors and strengthen Cross Plains as a destination. Questions for Members to Consider Before the Next Meeting What should this committee's primary role be? Should Trout Days remain the main initial funding priority? What should count as an appropriate tourism-related expense? What policies or procedures should be adopted first? What should success look like after one year? The goal of the first meeting is not to leave with every answer, but to leave with a shared starting point. 7 CHAPTER 5 BOARDS, COMMISSIONS AND COMMITTEES 5.01 General Provisions 5.02 Commissions and Committees 5.03 Community Development Authority 8 CHAPTER 5 BOARDS, COMMISSIONS AND COMMITTEES SECTION 5.01 General Provisions. General provisions applicable to all boards, commissions or committees unless specifically provided otherwise: (a) Appointments. All appointments to a board, commission or committee shall be made by the Village President subject to confirmation by the Village Board. Village Board members shall be appointed on an annual basis at the meeting of the Village Board held in April each year. Citizen members shall be appointed for three -year terms commencing as of May 1 st of the year of appointment, except where a different term is established by Wisconsin Statutes or this Code. Nominations shall be limited to resident electors of the Village of Cross Plains, except where otherwise specified in this Code. The appointment of all outgoing citizen members shall continue until the incoming member has been appointed and qualified to serve for a maximum of three months following expiration of the term. (b) Chairperson. The Village President shall appoint the Chairperson of each board, commission or committee. (c) Open Meetings. The meetings of all official Village boards, commissions and committees shall conform to the requirements set forth in Chapter 2, Meetings, of this Code, requiring open meetings of the Village Board, and shall also comply with all aspects of Chapter 19 of the Wisconsin Statutes. (d) Minutes. Written minutes of each meeting of a board, commission or committee shall be submitted to the Village Administrator/Clerk-Treasurer within one week of the meeting. (e) Authority. The boards, commissions or committees shall have such separate authority as might be from time to time conveyed to them by the Village Board, subject to the restrictions and limitations pertaining to the delegation of authority as provided by law. The boards, commissions and committees shall perform under the direction of the Village Board and within the limits so authorized. (f) Temporary Substitutes. In the event that membership requirements for any board, commission or committee indicate that a member shall be an officer or agent of or have another designated relationship with a specific organization and that individual is unwilling or unable to act as a member of the board, commission or committee or if in the view of the Village Board such membership would create a conflict of interest, the Village President shall have the right to select or designate a temporary substitute. (g) Removal of Members. In the event a member of any board, commission or committee is absent from three or more meetings without an acceptable excuse, fails to take part in meetings or fails to report a conflict of interest, the Village Board shall have the right to remove that member upon giving the member not less than 9 2 10 days’ written notice and providing to the member a hearing on the removal within 10 days following receipt of written notice of removal. (h) Compensation. Except for the Library Board, compensation, if any, shall be determined by the Village Board. SECTION 5.02 Boards, Commissions and Committees . The following boards, commissions and committees shall exist in the Village of Cross Plains: (a) Assessment Board of Review. The Assessment Board of Review of the Village of Cross Plains shall consist of eight (8) members, being the Village President, the Village Clerk, and all members of the Village Board of Trustees. The Board of Review shall have the duties and powers prescribed by Section 70.47 of the Wisconsin Statutes (as may be amended from time-to-time). (b) Board of Zoning Appeals. The Board of Zoning Appeals shall consist of five (5) members and two (2) alternate members appointed as set forth in Chapter 84 of this Code. The Zoning Board of Appeals shall have the powers and duties prescribed by Section 62.23(7)(e) of the Wisconsin Statutes (as may be amended from time-to- time). (c) Library Board. (1) Creation. The Village of Cross Plains maintains a public library created pursuant to Section 43.52 of the Wisconsin Statutes. The Village may enact and enforce police regulations to govern the use, management and preservation of its library. (2) Members. The Library Board shall consist of seven members, and at least five members shall be residents of the Village of Cross Plains. No more than one member shall be a member of the Village Board, and the Village Board member shall be appointed annually in April of each year. The Board shall at all times have one member which is a Middleton/Cross Plains school district administrator, or a representative of the administrator. (3) Appointment. Members shall be appointed by the Village President, subject to confirmation by the Village Board. Terms of such members shall be from May 1st in the year of their appointment. Each regular appointment shall be for a term of three (3) years. (4) Organization. As soon as practicable after the first appointments, at a date and place fixed by the appointing officer, and annually thereafter, within thirty (30) days after the time designated in this Section for the beginning of terms, the members of the Library Boa rd shall organize by election from among their number a President and such other offices that they deem necessary to prescribe and adopt rules and regulations for the operation of the library. A copy of any adopted rules and regulations shall be filed with the Village Clerk. (5) Duties and Powers. The Library Board shall supervise the administration of the library and shall appoint a librarian, who shall appoint other assistants 10 3 and employees as the Library Board deems necessary, and prescribe their duties and compensation. The Library Board shall have other duties and powers as prescribed by Chapter 43, and more particularly set forth in Sec. 43.58 of the Wis. Stats. (d) Joint Review Board. (1) Purpose. 2015 Wisconsin Act 257, effective October 1, 2016, requires each municipality that has an active Tax Incremental District (TID) to create and maintain a standing Joint Review Board to remain in existence for the entire time that any TID exists in the munic ipality. The Joint Review Board is required to meet annually to review the municipality’s annual report that describes that status of each existing TID in the municipality and is also required to undertake any other dates of a Joint Review Board applicable to an open TID. (2) How Constituted. a. The Joint Review Board shall consist of five (5) persons appointed as follows: 1. One representative appointed by the school district that has power to levy taxes on the property within the TID. 2. One representative appointed by the technical college district that has power to levy taxes on the property within the TID. 3. One representative appointed by the county that has power to levy taxes on the property within the TID. 4. One representative appointed by the Village. This representative shall be appointed by the President subject to confirmation by the Village Board. 5. One member of the general public. This member shall be appointed by majority vote of the other four members at the first meeting of the Joint Review Board, and shall be selected before the public hearing held at the Joint Review Board’s annual meeting. b. If more than one school district, more than one union high school district, more than one elementary school district, more than one technical college district, or more than one county has the power to levy taxes on the property within the TID, the unit in which is located property of the tax incremental district that has the greatest value shall appoint that representative to the Board. c. Each entity identified in paragraph a.1-4 above shall be allowed to appoint a primary representative and one or more alternate to attend meetings of the Joint Review Board. Any alternate member shall have the same voting authority as the primary member. 11 4 (3) Terms. The Joint Review Board shall remain in existence for the entire time that any TID exists in the Village. Each entity required to appoint a member to the Joint Review Board shall be responsible for creating its own procedure to appoint a representative to the Joint Review Board. On or before June 1 of each year, each entity shall notify the Village Clerk in writing in order to identify the person that will be representing the entity at the upcoming annual meeting of the Joint Review Board. That pers on shall be the person designated to receive notice of future Joint Review Board meetings until the Village Clerk is notified in writing that an entity has appointed a different person. (4) Duties. a. The Joint Review Board shall meet annually on July 1, or as soon thereafter as the annual report for any TID become available, in order to review the annual report(s) and to review the performance and status of each TID governed by the Joint Review Board. b. The Joint Review Board shall meet at any time the Village desires to create a new TID, amend an existing project plan, have an existing TID incremental base re -determined or incur project costs as described in Section 66.1105(2)(f)1.n for an area that is outside of the TID’s boundaries. c. In addition to the procedures set forth in paragraphs (a) and (b) above, a meeting of the Joint Review Board may be called upon the call of any member. (e) EMS District Commission. The EMS District Commission shall provide for the Emergency Medical Services needs of the district as set forth in the Agreement establishing the district. The Village component of the EMS District Commission shall consist of one (1) member of the Village of Cross Plains. The member from the Village of Cross Plains shall be a member of the Village Board. (f) Fire District Commission. The Fire District Commission is to provide for fire protection needs of the district as set forth in the agreement establishing the District and the Fire Prevention Chapter of this Code of Ordinances. The Village component of the Fire District Commission shall consist of three (3) members from the Village of Cross Plains. The members for the Village of Cross Plains shall be the Village President, and two (2) members of the Village Board. (g) Plan Commission. The Village Plan Commission shall consist of seven (7) voting members as follows: The Village President, who shall be its presiding officer, two Trustees, and four citizen members. In addition, the Village Planning and Zoning Consultant shall be an ex-officio non-voting member of the Plan Commission. The Plan Commission shall perform the functions assigned to it in the Village of Cross Plains Code of Ordinances, and those functions assigned to the Plan Commission as set forth in Section 62.23 of the Wisconsin Statutes (as may be amended from time- to-time). 12 5 (h) Police Commission. A Board of Police Commissioners is created, which shall be constituted and organized and shall act in the same manner and with the same authority as boards created and existing under s. 62.13(1), Wisconsin Statutes, pursuant to s.61.65(3g)(d)1.a. and s. 61. 65(3g)(d)2., Wisconsin Statutes, or their successor provisions. Pursuant to s. 61.65(3g)(d)3., Wisconsin Statutes, appointments to the Board so created shall be made by the Village President and are subject to confirmation by the Villag e Board of Trustees. The initial appointments following adoption of this ordinance shall be for staggered terms. (i) Finance Advisory and Enhancement Committee. The Finance Advisory and Enhancement Committee of the Village of Cross Plains shall be composed of five (5) members, including one (1) member from the Village Board. The Chairperson shall be the appointed member from the Village Board and the Secretary shall be the Finance Director. The Finance Advisory and Enhancement Committee shall be responsible for research, review, receiving community input and making recommendations to the Village Board regarding the financial topics and issues facing the Village. In 2021, the Village President shall make one appointment for a one (1) year term, one appointment for a two (2) year term, and two appointments for a three (3) year term. Thereafter, each regular appointment shall be for three (3) years. (j) Parks/Recreation Committee. The Parks/Recreation Committee of the Village of Cross Plains shall be composed of five (5) members, including one (1) member from the Village Board. The Chairperson shall be the appointed member from the Village Board and the Secretary shall be the Director of Parks/Recreation. The Parks/Recreation Committee shall be responsible for making recommendations to the Village Board regarding the use and/or development of the Village Park System and Recreational Programming. Each regular appointment shall be for three (3) years. (k) Public Safety Committee. The Public Safety Committee of the Village of Cross Plains shall be composed of five (5) members, including one (1) member from the Village Board. The Chairperson shall be the appointed member from the Village Board and the Secretary shall be the Chief of Police. The Public Safety Committee shall be responsible for making recommendations to the Village Board r egarding matters related to the Police Department, Emergency Management, and all other matters referred for consideration by the Village Board. Each regular appointment shall be for three (3) years. (l) Sustainability Committee. The Sustainability Committee of the Village of Cross Plains shall be composed of five (5) members, including one (1) member from the Village Board. The Chairperson shall be the appointed member from the Village Board and the Secretary shall be the Director of Public Facilities. The Sustainability Committee shall be responsible for research, review, receiving community input and making recommendations to the Village Board regarding policy related to environmental stewardship to cr eate a more sustainable village . Each regular appointment shall be for three (3) years. 13 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. 14 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. 15 8 SECTION 5.03 Community Development Authority. (a) Creation. Pursuant to §§66.1335 and 66.1339 of the Wisconsin Statutes, there is hereby created a Community Development Authority of the Village of Cross Plains, Dane County, Wisconsin. The Community Development Authority (CDA) is authorized to transact business and exercise any and all powers granted to a Community Development Authority under the laws of the State of Wisconsin as amended from time to time for the purpose of carrying out blight elimination, slum clearance, urban renewal programs and other redevelopment programs. (b) Commissioners. The Village President shall appoint, upon confirmation by the Village Board, seven resident persons having sufficient ability and experience in the fields of urban renewal, community development and housing, as commissioners of the CDA. Two of the commi ssioners shall be members of the Village Board and shall serve during their term of office as Village Board members. The first appointments of the five non-board commission members shall be for the following terms: two for 1 year and one ea ch for terms of 2, 3 and 4 years. Thereafter, the terms of non-board members shall be 4 years and commissioners shall serve until their successors are appointed and qualified. Commissioners shall be reimbursed for their actual and necessary expenses incl uding local travel expenses incurred in the discharge of their duties. (c) Meetings, Quorum and Bylaws. The CDA shall annually elect a chair person and a vice chair person from among the commissioners. All meetings of the CDA shall comply with the provisions of the Wisconsin Open Meeting laws. Four commissioners shall constitute a quorum for the purpose of conducting its business and exercising its powers and for all other purposes. Action may be taken by the CDA upon the affirmative vote of a majority of the commissioners present at any meeting. The CDA may adopt, amend or r epeal such bylaws or other rules and regulations not inconsistent with the applicable laws of the State of Wisconsin, this ordinance, or §66.1335 of the Wisconsin Statutes as it deems necessary in the performance and function of its duties. (d) Powers and Duties. The CDA has all powers, duties and functions set out in §§66.1201 and 66.1333 for housing and redevelopment authorities. As to all housing projects initiated by the CDA, it shall proceed under §66.1201, Stats. As to all projects relating to blight elim ination, slum clearance, urban renewal and redevelopment programs, it shall proceed under §§66.1105, 66.1301 – 66.1329, 66.1331, 66.1333 or 66.1337, Stats. as determined appropriate by the Village Board on a project-by-project basis. (e) Tax Exemption. Community Development Bonds issued by the CDA are declared to be issued for an essential public and governmental purpose and to be public instrumentalities and, together with interest on the bonds and income from the bonds are exempt from taxes. (f) Construction. The powers conferred under this section are in addition and supplemental to the powers conferred by any other law. To the extent that this section is inconsistent with any other law, this section controls. This section shall 16 9 be construed liberally to effectuate its purposes and the enumeration of specific power in this section does not restrict the meaning of any general grant of power contained in this section nor does it exclude other powers comprehended in the general grant. 17 Page 1 of 10 CITY OF LAKE GENEVA TOURISM COMMISSION TOURISM PROMOTION GRANT INFORMATIONAL GUIDE December 2024 18 Page 2 of 10 I. INTRODUCTION: In 2017, the City of Lake Geneva Common Council passed Ordinance 17-03, creating and amending Chapter 70, Sec. 70-55, establishing a Tourism Commission to be responsible for the coordination of tourism promotion and tourism development within the City and for ensuring that all room tax dollars are spent on tourism promotion and development as defined in Wisconsin State Statute 66.0615. As part of the duties, this Commission has established the Tourism Promotion Grant Program to fulfill its obligation to support marketing projects, including advertising media buys, creation of printed or electronic promotional tourist materials, or efforts to recruit conventions, sporting events, or motor coach groups. The Grants are intended to be provided to applicants that can clearly show their event is reasonably likely to generate paid overnight stays by transient tourists at more than one establishment on which a room tax is imposed, that are owned by different persons and located within the City of Lake Geneva. The Commission intent is to focus on those applicants that can demonstrate that likeliness primarily seven days a week during non-peak periods and Sunday to Thursday nights during peak periods (Peak periods being Memorial Day through Labor Day, non-peak Labor Day through Memorial Day). II. ELIGIBLE APPLICANTS: Eligible applicants for the Grant are businesses, non-profits, civic groups, downtown promotional entities, and tourism promotion entities who can convey to the Commissions’ consensus that their event is reasonably likely to generate paid overnight stays by transient tourists within the City. Applicants must demonstrate that their event or promotion opportunity has fulfilled the State Statute requirements for the grant expenditures. Tourism Commission members shall not be eligible to participate in the program. Applicants must also state:  Where is this event physically located?  What other governmental bodies have been approached for support and what amount has been received?  Has the City of Lake Geneva Common Council approved this event taking place? (All proposed events must be approved by the Council prior to applying for a tourism grant). Administration of the Grant Fund will be reviewed by the Tourism Commission with final approval given by a simple majority of those voting. The City Administrator shall be responsible for the day –to-day administration of the Grant Program after Commission approval. 19 Page 3 of 10 III. APPLICATION PROCEDURES: Applications are due and shall be submitted no later than 12: 00 PM (Noon) one week prior to the Tourism Commission meeting. See City of Lake Geneva website calendar for Tourism Commission meeting dates. Businesses that are interested in applying for Grant Funds can download the application from the City of Lake Geneva website, and submit to the Lake Geneva City Administrator and designee via email at cityadmin@cityoflakegeneva.gov or mail to the Lake Geneva City Hall, 626 Geneva Street, Lake Geneva WI 53147. Applications along with applicable materials are to be marked as “Promotional Tourism Grant.” Following submittal of an application to the Commission, the Commission will examine the application, approve or deny the application and level of financial support to be granted. As part of the application, the commission requires the Tourism Commission logo and its lodging list website: www.lakegenevahotels.org (link or QR Code) to be placed on marketing event/initiative materials including printed materials, banners, event websites and all other social media outlets used. Once the Commission has completed its review of the application, the applicant may be informed of any deficiencies and be requested to amend the application, if necessary. Upon receipt of the completed application, it will be presented to the Commission for consideration. As part of the grant approval, the Commission may require room block rental contracts with City of Lake Geneva hotels (for applicable events) one week prior. IV. APPROVAL PROCEDURES: Ten-minute presentations with grant applicants and the Tourism Commission shall take place after a grant request has been submitted. Be prepared to explain how you calculated your estimate for overnight room stays. The Tourism Commission reserves the right to reject all applications or to accept any application which will best serve the interests of the City of Lake Geneva and the Tourism Commission. V. EVENT EXPENSE REIMBURSEMENT PROCEDURES: Businesses and organizations that have been approved for Grant Funds should indicate the final event/initiative date and will be given 45 days from that date to submit their receipts and examples of any marketing materials, using the attached form. Approved expenses after the event should be emailed to the City of Lake Geneva electronically at cityadmin@cityoflakegeneva.gov. The City of Lake Geneva will follow their internal policies in regard to reimbursement and documentation needed for reimbursement up to the approved 20 Page 4 of 10 amount. Any disputes arising from submission will be reviewed for State law compliance by the Lake Geneva City Attorney and the Lake Geneva City Administrator. Section 1-Submit for Approval Cit y of Lake Geneva Touris m Commissi on Tourism Promotion Gr ant App li cat ion Revised December 2024 Date Submitted: _________________________________________________________ Organization: _________________________________________________________ Contact Person: _________________________________________________________ Phone Number: _________________________________________________________ Street Address: _________________________________________________________ City, State, Zip: _________________________________________________________ Email Address: _________________________________________________________ Name of Event: _________________________________________________________ Date(s) of Event: _________________________________________________________ Deadline for receipt submittal to the City (45 days after event ending): ___________________ Location of Event: _________________________________________________________ Type of Event: _________________________________________________________ (Festival, Cultural, Convention, Tour, Sporting, Other) Estimated Number of Attendees: _________________________________________________ Have you Applied Before? Yes or No; Explain: ______________________________________ ____________________________________________________________________________ Where is this event physically located? (street address and governmental jurisdiction): ___________________________________________________________________________ 21 Page 5 of 10 What other governmental bodies have been approached for support and what amount has been received? ___________________________________________________________________ Has the City of Lake Geneva Common Council approved this event taking place? (All proposed events must be approved prior to applying for a tourism grant). Yes / No_______ Estimated Number of Overnight Stays: ____________________________________________ ______________________________________________________________________________________ Note: Please explain above how you estimated the number of overnight stays. Annual Event (Yes/No): ________________________________________________________ Note: In addition, if chosen, the applicant agrees to include the Tourism Commission logo and its lodging list website: www.lakegenevahotels.org (link or QR Code) on marketing event/initiative materials including printer materials, banners, event websites and all other social media and will be required to provide paid receipts, and an evaluation of the results of this promotional effort within 45 days of its completion, which is to include approximate number of room nights retained in City of Lake Geneva hotels. Grant Amount Requested: _______________________________________________________ Provide as attachment the following: 1) Event Overview/Description 2) Event Budget (Include how grant funds will be used) 3) Mock-up of all Marketing Material to include the Tourism Commission Logo and Tourism Commission’s Lodging List Website: www.lakegenevahotels.org (Link or QR Code) 4) Marketing plan for the event 5 ) H o w w i l l t h i s g r a n t g e n e r a t e o v e r n i g h t s t a y s w i t h i n t h e C i t y o f L a k e G e n e v a ? 6 ) H o w d i d y o u o r y o u r o r g a n i z a t i o n c a l c u l a t e t h e e s t i m a t e d n u m b e r o f o v e r n i g h t s t a y s t o b e g e n e r a t e d b y y o u r e v e n t ? 7 ) A n y o t h e r h e l p f u l i n f o r m a t i o n * P l e a s e b e w a r e t h a t t h e a p p l i c a n t i s r e q u i r e d t o n o t i f y t h e C i t y A d m i n i s t r a t o r o r T o u r i s m C o m m i s s i o n C h a i r p r i o r t o m a k i n g c h a n g e s t o t h e e v e n t a s p r o p o s e d i n t h i s g r a n t a p p l i c a t i o n r e g a r d i n g e v e n t l o c a t i o n , e v e n t s p l a n n e d , e t c . F a i l u r e t o p r o v i d e n o t i c e a n d r e c e i v e a p p r o v a l b y t h e C i t y A d m i n i s t r a t o r o r t h e T o u r i s m C o m m i s s i o n C h a i r m a y i n v a l i d a t e t h e g r a n t a p p r o v a l . Please send the completed application with required additional information, one week prior to meeting, to cityadmin@cityoflakegeneva.gov 22 Page 6 of 10 I m p o r t a n t p o i n t s f o r y o u r g r a n t p r e s e n t a t i o n a t T o u r i s m C o m m i s s i o n :  P l e a s e v e r i f y p e r m i t t i n g r e q u i r e m e n t s w i t h t h e C i t y o f L a k e G e n e v a * T o u r i s m G r a n t A p p l i c a t i o n s w i l l n o t b e c o n s i d e r e d u n t i l a n y r e q u i r e d p e r m i t s o r a p p r o v a l s b y t h e C i t y C o u n c i l a r e o b t a i n e d .  P l e a s e b e p r e p a r e d t o a d d r e s s t h e i t e m s o u t l i n e d o n p a g e f o u r o f t h i s p a c k e t w h e n p r e s e n t i n g t o t h e T o u r i s m C o m m i s s i o n .  I f y o u a r e g o i n g t o b r i n g p r i n t e d m a t e r i a l s t o t h e m e e t i n g a s p a r t o f y o u r p r e s e n t a t i o n ; b r i n g s e v e n ( 7 ) c o p i e s , s o a l l m e m b e r s o f t h e T o u r i s m C o m m i s s i o n a n d t h e m e e t i n g r e c o r d e r w i l l h a v e c o p i e s .  P r e s e n t a t i o n s s h o u l d n o t l a s t m o r e t h a n t e n ( 1 0 ) m i n u t e s . A d d i t i o n a l t i m e i s r e s e r v e d f o r m e m b e r s o f t h e T o u r i s m C o m m i s s i o n t o a s k q u e s t i o n s o f t h e a p p l i c a n t .  I f y o u i n t e n d t o p r e s e n t a n y d i g i t a l m a t e r i a l s t o t h e C o m m i s s i o n , y o u m u s t p r o v i d e t h o s e t o t h e C i t y A d m i n i s t r a t o r o n e w e e k p r i o r t o t h e m e e t i n g . 23 Page 7 of 10 S e c t i o n 2 - S u b m i t F o r R e i m b u r s e m e n t / F i n a l E v a l u a t i o n City of Lake Geneva Tourism Commission Reimbursement Form Name: ________________________________________________________________________ Organization Name: _____________________________________________________________ Payment made Payable to: _______________________________________________________ Remittance Address: ____________________________________________________________ Contact Phone #: ______________________ Email: ___________________________________  Please use the table below to list invoices for reimbursement; remember to attach copies of paid invoices for verification. R e i m b u r s e m e n t f o r m s n e e d t o i n c l u d e t h e G r a n t E v a l u a t i o n F o r m b e f o r e g r a n t f u n d s w i l l b e r e l e a s e d . Invoice Date Invoice # Vendor Name Purchase Description Purchase Amount Date Paid 24 Page 8 of 10 Invoice Date Invoice # Vendor Name Purchase Description Purchase Amount Date Paid 25 Page 9 of 10 City of Lake Geneva Tourism Commission I m p o r t a n t p o i n t s b e f o r e s u b m i t t i n g y o u r i n v o i c e s t o t h e T o u r i s m C o m m i s s i o n f o r r e i m b u r s e m e n t :  A l l r e i m b u r s a b l e e x p e n s e s m u s t b e l i s t e d o n t h e a t t a c h e d R e i m b u r s e m e n t F o r m a n d s u b m i t t e d t o t h e C i t y A d m i n i s t r a t o r a t o n e t i m e  A l l r e i m b u r s a b l e e x p e n s e s m u s t b e s u b m i t t e d t o t h e C i t y n o l a t e r t h a n f o r t y - f i v e ( 4 5 ) c o n s e c u t i v e d a y s a f t e r t h e e v e n t ; n o t b u s i n e s s d a y s  A l l e x p e n s e s t o b e r e i m b u r s e d m u s t h a v e a n a c t u a l r e c e i p t i n c l u d e d  A l l r e i m b u r s a b l e r e c e i p t s m u s t b e m a r k e d “ p a i d ” b y t h e v e n d o r  Y o u m u s t u s e t h e T o u r i s m C o m m i s s i o n R e i m b u r s e m e n t F o r m p r o v i d e d . T h e f o r m m u s t c o r r e l a t e e x a c t l y w i t h t h e i n d i v i d u a l r e c e i p t s t h a t a r e a t t a c h e d .  R e i m b u r s e m e n t f o r m s n e e d t o i n c l u d e t h e G r a n t E v a l u a t i o n F o r m b e f o r e g r a n t f u n d s w i l l b e r e l e a s e d . U n d e r n o c i r c u m s t a n c e s w i l l t h e T o u r i s m C o m m i s s i o n r e i m b u r s e i n v o i c e s s u b m i t t e d w h i c h e x c e e d t h e a m o u n t a p p r o v e d . 26 Page 10 of 10 City of Lake Geneva Tourism Commission Grant Evaluation Form The City of Lake Geneva Tourism Commission provided funds for your organization’s promotional efforts. As required by our guidelines, in return for our investment, you must provide an evaluation of the results of this promotional effort within forty-five (45) days of its completion. This shall be remitted along with marketing materials and paid receipts before grant dollars will be authorized and distributed. Please note that evaluations will be reviewed when consideration of future grants are requested by your organization. Forward all of the required information to: cityadmin@cityoflakegeneva.gov or mail to City of Lake Geneva 626 Geneva Street Lake Geneva, WI 53147 1. Provide a final media synopsis that includes the following information a. Number of customer responses generated from type of media utilized b. What media did you use in your use in your campaign? c. What were your target markets? 2. In your grant application you listed estimated number of attendees. What were your actual results? 3. In your grant application you listed estimated number of overnight stays. Please estimate approximate number of City of Lake Geneva hotel room nights booked and how that estimate was attained. 4. Provide an income and expense statement to include actual paid receipts. Any items that are grouped together in a category (I.e. contributions cash or in-kind trade) must be detailed on a separate sheet. 5. Please include any additional information you would consider pertinent in summarizing your promotion/event. Name: ________________________________ Date: __________________________ Name of Organization: ____________________________________________________ Email: _________________________________ Phone: _________________________ 27 VILLAGE OF MOUNT PLEASANT TOURISM COMMISSION ROOM TAX TOURISM GRANT APPLICATION The Mount P leasant Tourism Commission will consider funding projects and events that benefit the Village of Mount Pleasant or the surrounding area. GRANT LIMITS: • Grant limits are subject to the Tourism Commission's discretion. • Grants are limited based on available room tax funds. ELIGIBILIT Y: • Organizations must be recognized by the IRS and/or Wisconsin Department of Financial Institutions. • Project/event is located in or near the Village of Mount Pleasant and offers verifiable economic benefits to the Village of Mount Pleasant through increased room nights. • The project/event or promotional opportunity should demonstrate economic impact related to tourism and is reasonably likely to generate multiple hotel stays. • Purchase o f marketing lists, search engine marketing, AdWords, and Google AdWords . • Design, production, and placement costs for marketing that target visitors outside the Village of Mount Pleasant and surrounding communities. • Repeat grant applicants have filed timely post-project/event reports. GRANT REC OGNITION: All awarded grants will be required to recognize the Mount Pleasant Tourism Commission as follows: • The “Enjoy Mount Pleasant” logo must be placed on the organization’s website, social media, and publications. • The Mount Pleasant Tourism Commission must be listed as a funding source on all printed materials and forms of social media about the project/event. • The “Enjoy Mount Pleasant” logo will be included where applicable. • A Placard and or banner with the “Enjoy Mount Pleasant” logo must be prominently displayed at the event site(s) • Failure to list the Mount Pleasant Tourism Commission can result in future denial of grant awards. APPLIC ATION SUBMISSION DEADLINES: Grant applications must be turned in two (2) weeks before the monthly Tourism Commission meeting. Applications received after the deadline will be considered for the next monthly meeting. Meeting dates can be found at www.mtpleasantwi.gov. REVIEW AND AWARD PROCESS: • Timely grant requests will be reviewed and scored based on the evaluation criteria. • The Tourism Commission reserves the right to deviate from the scoring, review, and award process and act in the Village of M ount Pleasant's best interest at its discretion. This application shall not be considered a contract with any entity, expressed or i mplied. • Grant-awarded funds that are not used must be returned to the Tourism Commission. • 75% o f the grant funds will be awarded after all requirements are met. The remaining 25% will be awarded after the Post-event report is submitted. • Awarded organizations must complete a Post Even t Report and submit it no later than 60 days after the event is completed. Failure to do so will result in the organization not being considered for funds for the following year and the forfeiting the remaining 25% grant award. 28 ROOM TAX T OURISM GRANT APPLICATION Name of Project/Event: Name of Organization: Authorized Official Name: Email Address: Organization Website: Organization Address: Daytime Telephone: New Project/Event ☐ Existing Project/Event ☐ Project/Event Description: Grant Request Amount: If your project/event reserves a block of rooms in a Village of Mount Pleasant hotel, please provide the number of rooms, the number of nights, and the hotel's name. Project/Event Start Date: Project/Event End Date Project/Event Location: If this is an existing project/event: How many years has it been going? What was the attendance last year? What is the estimated number of room nights from last year? Estimate how many people and the geographic area that will be targeted by any promotion /advertising. How will you track the effectiveness of your efforts? 29 Have you applied for other funding for this Project/Event? Please describe: Does this Project/Event have community sponsors? YES ☐ NO ☐ If so, please list the sponsor and amount contributed: Estimated Number of Hotel Stays for this Project/Event: ADVERTISING BUDGET: Marketing Media Description Locations covered by the media/ publication Approximate Dates Expected Cost Grant Request IN WISCONSIN: OUT OF STATE: Attach a detailed marketing plan or strategy. Complete the marketing budget that lists each marketing piece, the location of the piece, approximate dates of views, cost, planned distribution of materials, etc. Outline specifically how this plan is reasonably likely to generate overnight hotel stays. Additionally, highlight those marketing materials outside the Village of Mount Pleasant and those over 50 miles away. ** Please provide any exam ples of marketing materials that you believe will help the Tourism Commission in evaluating your request. ** 30 OTHER REQUIRED DOCUMENTS: • PROJ ECT/EVENT BUDGET • IRS DETERMINATION (W9) • GRANT REQUIREMENT CHECK LIST • ANY OTHER SUPPORTING DOCUMENTS RELATIVE TO THE PROJECT/EVENT I understand the restrictions placed on the expenditure of room tax funds governed by the Tourism Commission and certify tha t the requested funds will be used for the purposes described in this application or approved by the Commission. I understand that the use of funds is subject to review, and a post-project/event report is required. I understand that appropriate records of the use of all funds disbursed to the organization by the Tourism Commission shall be maintained and provided upon request. Grant recipients will be considered ineligible for future grants until they have filed their post -project/event reporting. POST-EVENT REPORTING IS DUE 60 DAYS AFTER THE PROJECT/EVENT END DATE. PRI NT NAME & TITLE: ___________________________________________________________ SIGNED: ________________________________________ DATE: ________________________ ADDRESS: ______________________________________________________________________ PHONE: ___________________________________________ EMAIL ADDRESS: _______________________________________________ (Required) Completed grant applications can be mailed or emailed to: Matt Prochaska, Tourism Manager Village of Mount Pleasant 8811 Campus Dr Mount Pleasant, WI 53406 mprochaska@mtpleasantwi.gov OFFICE USE ONLY: Application # Project Date: Post-Event Report Due: Grant Award: 31 APPLICATION FORM ROOM TAX FUND Submit application to: City of Reedsburg 134 S. Locust St. P. O. Box 490 Reedsburg, WI 53959 (608) 524-6404 FAX (608)524-8458 cityhall@ci.reedsburg.wi.us Please allow a minimum of 60 days for processing of application. A representative from the organization must be present at the Room Tax Commission meeting. Name of applicant:___________________________________________________________ Organization: _______________________________________________________________ Federal ID Number: ______________ Phone No. _____________ Fax No. ______________ Tax Status of applicant (corporation, charity, governmental body, etc.) __________________ ___________________________________________________________________________ Street Address: __________________________ Mailing Address: _____________________ City, State, Zip ______________________________________________________________ DESCRIPTION OF THE PROJECT Describe in detail the proposed project (attach additional sheets if necessary): ____________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ How will the project promote tourism in Reedsburg? ________________________________ ___________________________________________________________________________ 32 ___________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ What market are you targeting and why? _________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ How will you measure the effectiveness of this project? ________________________________ _____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ How will this event as activity be advertised or promoted? ______________________________ _____________________________________________________________________________ _____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ 33 PROJECT BUDGET Room Tax Fund Grant Amount Requested: $ . Please attach a copy of your proposed budget. Include all resources needed for this project including labor and indicate who will be responsible. Will applicant receive any additional funds (grants, donations, entrance fees, etc)? If yes, please Explain how, when and where additional funds will be received. ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ Name and address of person responsible for accounting for the funds? ____________________________________________________________________________ ____________________________________________________________________________ Please provide a timetable for this project including when you wish to receive funding: ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ Please indicate individual responsible for providing feedback (Post Event Report) regarding the effectiveness of this project - even if it does not take place. Name: _______________________________________________________________________ Address: ______________________________________________________________________ Relationship to applicant: _________________________________________________________ In case the event is cancelled reimbursement of grant funds maybe required. 34 I declare that I have read the above application and that it is a true, correct and complete statement of the intended use of the requested funds. Applicant’s Name: ______________________________________________________________ Signature: ________________________________________ Date: _______________________ Email address: ______________________________________________________________________________ Date received by City Clerk: ___________________ Status: _____________________________________ 35 POST EVENT REPORT ROOM TAX FUND Name of Event: ___________________________________________________________ Organization: _______________________________________________________________ Please include answers to the following questions on the report: 1. How many attendees? 2. How many overnight stays in Reedsburg? 3. Of these overnights stays, number of rooms and at which establishments. (If report is not returned it may affect future grants) 36 Room Tax Rules as established by Room Tax Commission in August of 2021: 1. Split Room Tax projects into two categories, each with 15% of the room tax collection. One for strictly heads in beds events and one for other tourism activities. 2. Maximum grant amount up to $5,000. Grants over $5,000 can be granted with a unanimous approval of the Commission 3. Organizations are limited to being funded 3 out of 5 years. No continuous funding programs will be authorized, unless approved by the majority of the Commission 4. Grants over $3,000 pay 50% before event and remainder after completion and post event report filed at the discretion of the Commission. 5. If the event is cancelled, reimbursement of grant is required within 30 days of the notice of cancellation. 6. Events must bring overnight stays at motels and Bed & Breakfast establishments or a. Bring visitors into the City from out of the area b. Be an event to benefit the community. 7. Events shall be listed as stand-alone events, regardless of if the Reedsburg Chamber of Commerce is representing or promoting the event. 8. File a post event report within 30 days after the event. 37 38 39 Village of Weston, Wisconsin ATTENTION – NOTICE OF PUBLIC MEETING Meeting of: TOURISM COMMISSION Members: Ermeling(C), Frederick, Hodell, Schuster & Zeyghami(VC) Date/Time: Monday, September 15, 2025 @ 4:00 p.m. Location: Weston Municipal Center (4747 Camp Phillips Rd) – Board Room Agenda: The agenda packet will be emailed out 3 days prior to the meeting and posted on the Village website at www.westonwi.gov. Attendance: All Village officials are encouraged to attend. Commission members and Department Directors, please indicate if you will, or will not, be attending so we may determine in advance if there will be a quorum. Questions: Jessica Trautman jtrautman@westonwi.gov 715-241-2605 PLEASE NOTE THE FOLLOWING This notice was posted at the Municipal Center and was e-mailed to local media outlets (Print, TV, and Radio) on 9/8/25 @ 11:35 a.m. A quorum of members from other Village governmental bodies (boards, commissions, and committees) may attend the above noticed meeting to gather information. No actions to be taken by any other board, commission, or committee of the Village, aside from the Tourism Commission. Should a quorum of other government bodies be present, this would constitute a meeting pursuant to State ex rel. Badke v. Greendale Village Bd., 173 Wis.2d 553,494 N.W.2d 408 (1993). Wisconsin State Statutes require all agendas for Committee, Commission, or Board meetings be posted in final form, 24 hours prior to the meeting. Any posted agenda is subject to change up until 24 hours prior to the date and time of the meeting. Any person who has a qualifying disability, as defined by the Americans with Disabilities Act, requiring that meeting or material be in an accessible location or format, must contact the Weston Municipal Center at 715-359-6114, so any necessary arrangements can be made to accommodate each request. 40 VILLAGE OF WESTON, MARATHON COUNTY, WISCONSIN OFFICIAL MEETING AGENDA OF THE TOURISM COMMISSION Weston Municipal Center Board Room 4747 Camp Phillips Road, Weston, WI 54476 Tourism Commission Meeting Agenda; Page 1 of 2 Prepared by: Finance Department TO THE HONORABLE TRUSTEE ERMELING AND FOUR (4) APPOINTED MEMBERS OF THE TOURISM COMMISSION: The followin g items were listed on the agenda in the Village Clerk’s Office, in accordance with Chapter 2 of the Village’s Municipal Code and will be ready for your consideration at the Commission’s next regular monthly meeting on Monday, September 15, 2025, @ 4:00 p.m., in the Board Room, at the Weston Municipal Center, 4747 Camp Phillips Road, Weston, WI 54476. A quorum of members from other Village governmental bodies (boards, commissions, and committees) may attend the above-noticed meeting to gather information. If a quorum be other government bodies are present, this would constitute a meeting pursuant to State ex rel. Badke v. Greendale Village Bd., 173 Wis.2d 553,494 N.W.2d 408 (1993). No officials’ actions other than those of the Tourism Commission shall take place. Wisconsin State Statutes require all agendas for Committee, Commission, or Board meetings be posted in final form, 24 hours prior to the meeting. Any posted agenda is subject to change up until 24 hours prior to the date and time of the meeting. All items listed on this agenda may be acted upon by the Tourism Commission. Join Zoom Meeting by Computer: Join Zoom Meeting by Phone: https://zoom.us/j/5445915099 +1 312 626 6799 US (Chicago) Meeting ID: 544 591 5099 AGENDA ITEMS. 1. Call to Orde r & Welcome. 2. Pledge of Allegi ance to the flag. 3. Roll Call by recording secretary.  Ermeling (C), Frederick, Hodell, Schuster & Zeyghami (VC) PUBLIC COMMENTS. MINUTES FROM PREVIOUS MEETING. 4. Approval of minutes fr om the previous meeting: July 21, 2025 ACKNOWLEDGE WORK PRODUCT TRANSMITT ALS. 5. CVB Reports EDUCATIONAL PRESENT ATIONS & REPORTS. NEW BUSINESS. 6. Grant Request: 2025 Wausau Area Hmong New Year Celebration 7. Grant Request: Midwest Bowl Fest 8. Post Events Reports: a. 2025 Taste N Glow Balloon Festival 41 Tourism Commission Meeting Agenda; Page 2 of 2 Prepared by: Finance Department b. 2025 Wausau Hmong Festival c. 2025 Community Fireworks – Wausau Events d. 2025 Wings Over Wausau OLD BUSINESS. 9. Discussion and/or action on Tourism Entity Agreement for 2026 with the Wausau CVB REMARKS FROM COMMITTEE MEMBERS. REMARKS FROM CHAIR. FUTURE ITEMS. Next regular meeting date: -October 20, 2025 @ Time TBD ADJOURNMENT. 42 DRAFT AGENDA ITEMS. 1 Tourism Commission Call to Order & Welcome by Trustee Ermeling. 2 Pledge of Allegiance to the Flag. 3 Roll Call by Recording Secretary. Roll call of Tourism Commission indicated 4 members present. Member Present Ermeling, Barb YES Frederick, Kim NO Hodell, Renee YES Schuster, Fred YES Zeyghami, Hooshang YES PUBLIC COMMENTS. NA MINUTES FROM PREVIOUS MEETING. 4 Approval of minutes from previous meeting: April 21, 2025. Motion by Hodell, second by Zeyghami, to approve previous minutes. Yes Vote: 4 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Voting Ermeling, Barb YES Frederick, Kim -- Hodell, Renee YES Schuster, Fred YES Zeyghami, Hooshang YES 5 June Budget Status Report. Motion by Hodell, second by Zeyghami, to acknowledge the Budget Status Report. Yes Vote: 4 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Voting Ermeling, Barb YES Frederick, Kim -- Hodell, Renee YES Schuster, Fred YES Zeyghami, Hooshang YES 6 CVB Report. ACKNOWLEDGE WORK PRODUCT TRANSMITTALS. Tim White, Director from Visit Wausau, gave a brief summary of what's happening at CVB and provided an update on the 2026 World-wide Horseshoe Championship. He also comment that the Village of Weston, Wisconsin OFFICIAL PROCEEDINGS OF THE TOURISM COMMISSION held on Monday, July 21, 2025, at 4:00 p.m. in the Board Room at the Municipal Center Meeting called to order at 4:00 p.m. by Trustee Ermeling. Song Lao updated @8/5/2025 2:52 PM Page 1 Mtg_TM_Meeting Minutes 250721 P:\GOVERN\COMMISSIONS\TOURISM\2025\250721\Mtg_TM_Meeting Minutes 250721 43 DRAFT Motion by Zeyghami, second by Schuster, to acknowledge the reports CVB Report. Yes Vote: 4 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Voting Ermeling, Barb YES Frederick, Kim -- Hodell, Renee YES Schuster, Fred YES Zeyghami, Hooshang YES EDUCATIONAL PRESENTATIONS & REPORTS. Motion by Schuster, second by Zeyghami, to move agenda items 8-14 ahead of 7. Yes Vote: 4 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Voting Ermeling, Barb YES Frederick, Kim -- Hodell, Renee YES Schuster, Fred YES Zeyghami, Hooshang YES 8 Grant Request: MC United Fall Cup. Yes Vote: 4 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Voting Ermeling, Barb YES Frederick, Kim -- Hodell, Renee YES Schuster, Fred YES Zeyghami, Hooshang YES 9 Grant Request: Splash III Tournament. Yes Vote: 4 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Voting Ermeling, Barb YES Frederick, Kim -- Hodell, Renee YES Schuster, Fred YES Zeyghami, Hooshang YES provided an update on the 2026 World-wide Horseshoe Championship. He also comment that the CVB would like to enter into a two to three year contract. Motion by Hodell, second by Zeyghami to approve Grant Request for $3,000 to DC Everest Area Little League Baseball INC for Splash III. Motion by Zeyghami, second by Hodell to approve Grant Request for $3,500 to MC United Soccer Club for the MC United Fall Cup. NEW BUSINESS. Song Lao updated @8/5/2025 2:52 PM Page 2 Mtg_TM_Meeting Minutes 250721 P:\GOVERN\COMMISSIONS\TOURISM\2025\250721\Mtg_TM_Meeting Minutes 250721 44 DRAFT 10 Yes Vote: 4 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Voting Ermeling, Barb YES Frederick, Kim -- Hodell, Renee YES Schuster, Fred YES Zeyghami, Hooshang YES 11 Post Event: 2025 MC United Winter Classic. 12 Post Event: 2025 Youth Baseball Indoor Tourney. 13 Post Event: 2025 USBC State Open Tournament. 14 Post Event: 2025 GiGi's 5K Fun Run/Walk. Hodell comment again that it would be helpful if there are better ways to track hotel stays. Yes Vote: 4 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Voting Ermeling, Barb YES Frederick, Kim -- Hodell, Renee YES Schuster, Fred YES Zeyghami, Hooshang YES 7 Result: PASS Member Voting Ermeling, Barb YES Discussion and/or action on Tourism Entity Agreement for 2026 with the Wausau CVB. Gebert explained that the reason behind a one year contract is to be coincide with the Metro, all entities who are part of the CVB, will be on the same term. Zeyghami asked if a representative from one of the municipality sit in a position on the CVB executive committee. White pointed out that currently there are five executive members, with the fifth member at large. He said he can recommend this request to the Board but they will have to vote on it. Motion by Schuster, second by Hodell to defer to a future meeting. Yes Vote: 4 No Votes: 0 Abstain: 0 Not Voting: 0 Motion by Zeyghami, second by Schuster to approve Post Event item 11 - 2025 MC United Winter Classic; Post Event item 12 - 2025 Youth Baseball Indoor Tourney; Post Event item 13 - 2025 USBC State Open Tournament; Post Event item 14 - 2025 GiGi's 5K Fun Run/Walk. 2027 Midwest Destinations Meeting - Meeting Mean Business. The commission question why Rothschild will not be contributing to this event. Maguire, CVB staff, explained that with the newly signed contract with Rothschild, they do not have a substantial Hold Account balance. She also said, if selected as the premier national gathering host, Rothschild will be asked to pay for future added expense. Maguire said Rib Mountain will also be asked to contribute at a later date. Motion by Zeyghami, second by Hodell to approve Grant Request - Meeting Mean Business Funds of $35,000 to NorthStar Meeting Group for the 2027 Midwest Destination Meeting. Song Lao updated @8/5/2025 2:52 PM Page 3 Mtg_TM_Meeting Minutes 250721 P:\GOVERN\COMMISSIONS\TOURISM\2025\250721\Mtg_TM_Meeting Minutes 250721 45 DRAFT Frederick, Kim -- Hodell, Renee YES Schuster, Fred YES Zeyghami, Hooshang YES REMARKS FROM COMMITTEE MEMBERS. REMARKS FROM CHAIR. FUTURE ITEMS. Next regular meeting date: September 15th @ 4pm (Agreement/Contract) October 20th @ Time TBD ADJOURNMENT. Motion by Schuster, second by Zeyghami, to adjourn the Tourism Commission meeting at 5:03 p.m. Yes Vote: 4 No Votes: 0 Abstain: 0 Not Voting: 0 Result: PASS Member Voting Ermeling, Barb YES Frederick, Kim -- Hodell, Renee YES Schuster, Fred YES Zeyghami, Hooshang YES Ermeling adjourned the Tourism Commission meeting. Song Lao, Recording Secretary OLD BUSINESS. Song Lao updated @8/5/2025 2:52 PM Page 4 Mtg_TM_Meeting Minutes 250721 P:\GOVERN\COMMISSIONS\TOURISM\2025\250721\Mtg_TM_Meeting Minutes 250721 46 Public Mtg/Date: Tourism Commission, Sept 15, 2025 Description: CVB Room Tax Report From: Wausau/Central WI Convention & Visitor’s Bureau (CVB) Question: Should the Tourism Commission acknowledge the CVB reports? Background The CVB sent two room tax report for the Tourism Commission’s review: a general breakdown of the room taxes forwarded to the CVB and a detailed grant listing. • Total grants approved as of 9/1/25: $31,000 • Weston Hold Account balance as of 9/1/2025: $106,818.73 • Meeting Mean Business as of 9/1/2025: $193,747.40 Attached Docs: 2025 Quarterly Breakdown as of 9/1/2025 2025 Weston Hold Account Grants as of 9/1/2025 Committee Action: None. FISCAL IMPACT: None. Recommendation: Finance recommends acknowledgement. Recommended Language for Official Action I move to acknowledge the CVB reports. Additional action: None. 47 Weston 2025 Quarterly Breakdown Prev. Yr Carryover 1st Qtr 2nd Qtr 3rd Qtr 4Qtr Total Notes QTR QTR Received Total Room Tax $109,282.21 $110,757.60 1 5/15/2025 CVB $62,446.98 $63,290.06 2 8/14/2025 Sports Authority 3 Meeting Mean Business $193,747.40 4 Municpal Hold Account $34,015.96 $46,835.23 $47,467.54 $106,818.73 Municpal Hold Acct Funds used in 2023 -$158,166.66 Municpal Hold Acct Funds used in 2024 -$249,166.68 Municipal Hold Acct Funds used in 2025 -$31,000.00 48 2025 Village of Weston’s Hold Account Grants Awarded and Account Balance Ending Balance in Hold Account as of 12/31/2024: $8,279.00 02/02/25 & 03/06/25 Approval of Grants at the Tourism Commission Meeting on 01/20/2025: MC United Soccer Tournament at GTCC $5,000.00 DCE Youth Baseball Tournament at GTCC $2,000.00 GiGi’s Playhouse 2025 Run/Walk $2,500.00 Total awarded and released out of fund account: $9,500.00 Ending Balance in Hold Account as of 01/31/25: -$1,221.00 02/15/25 4 th Quarter Room Tax Received – Weston Hold Account Amount: $32,736.96 02/28/25 Return of Grant Funds from the Rib Knights Snowmobile Club due to the event being cancelled for 2025. $2,500.00 received back. Ending Balance in Hold Account as of 02/28/25 $34,015.96 05/01/25 Approval of Grants at the Tourism Commission Meeting on 4/21/2025: 2025 Wausau Hmong Festival $10,000.00 2025 Taste N’ Glow Balloon Festival $5,000.00 Total awarded and released out of fund account: $15,000.00 Ending balance in Hold Account as of 05/01/25 $19,015.96 05/15/2025 1 st Quarter Room Tax Received – Weston Hold Account Amount: $46,835.23 Ending balance in Hold Account as of 6/30/2025 $65,851.19 49 07/31/2025 Approval of Grants at the Tourism Commission Meeting on 7/21/2025 MC United Soccer Fall Tournament 2025 $3,500.00 DCE Youth Baseball Tournaments (3) 2025 $3,000.00 2027 Midwest Destination Meeting -Meetings Mean Business $35,00.00 (Only used if approved) Total awarded and released out of fund account: $6,500.00 Ending balance in Hold Account as of 08/31/2025 $59,351.19 08/15/2025 2 nd Quarter Room Tax Received – Weston Hold Account Amount: $47,467.54 Ending Balance in Hold Account as of 9/01/2025 $106,818.73 50 Public Mtg/Date: Tourism Commission, September 15, 2025 Description: 2025 Wausau New Year Room Tax Grant Request From: Wausau/Central WI CVB / Wausau Area Hmong New Year, Inc Question: Should the Tourism Commission approve the grant request of $2,000 to Wausau Area Hmong New Year, Inc for 2025 Wausau New Year? Background Organization: Wausau Area Hmong New Year, Inc Event: 2025 Wausau Hmong New Year Event Date(s): 11/8 – 11/9/2025 Location: Central WI Expo Center Amount R equested: $2,000 Participants Expected: 8,000-9,000 Estimated Room Nights: 40 Attached Docs: 2025 Wausau Hmong New Year Room Tax Grant Application Committee Action: None. FISCAL IMPACT: $2,000 grant request to come out of the Weston Room Tax Hold Account Recommendation: None. Recommended Language for Official Action I move to approve the grant request of $2,000 to Wausau Area Hmong New Year, Inc for 2025 Wausau Hmong New Year. OR I move to … Additional action: None. 51 Wausau/CentralWisconsin Convention & Visitors Bureau P.O. Box 1486 Wausau, WI 54402 Updated: 715-355-8788 jmaguire@visitwausau.com Village of Weston Tourism Commission Room Tax Grant Application Effective January 1, 2017, the State of Wisconsin Room Tax Law requires the Village of Weston to forward room tax funds exceeding the amount the municipality may retain to a Tourism Entity. Since 2017, the Village of Weston established a Tourism Commission made up of Village Trustees, Lodging Representatives, and Community Members to oversee and approve grants that are submitted to the Village of Weston. Funding is devoted to community groups and organizations for tourism development and promotion in the Weston area or surrounding communities. The Tourism Commission will consider applications from organizations that will generate overnight stays and have an overall effect on the economic impact to the Village of Weston. Applications will be distributed and returned to the Wausau/Central Wisconsin Convention & Visitors Bureau where they will be evaluated. The Wausau CVB will reach out with any additional questions if needed and will be a liaison to make sure qualifications and criteria have met. Once application is completed, the Wausau CVB will forward applications to the Village of Weston. The Tourism Commission will meet quarterly to review applications. Organization: Name of Applicant: Event Name & Date: Location of Event: Federal ID Number: Phone Number: Mailing Address: City/State/Zip: Tax Status of Organization: 52 Wausau/CentralWisconsin Convention & Visitors Bureau P.O. Box 1486 Wausau, WI 54402 Updated: 715-355-8788 jmaguire@visitwausau.com Grant Amount Requested: New or Existing Event: Has the Organization applied for funds in the past? If so, how much and when?_____________ ______________________________________________________________________________ Event description: How will the event promote tourism to the Village of Weston: Please explain how the grant funds will be used: How will this event be advertised or promoted?: 53 Wausau/Central Wisconsin Convention & Visitors Bureau Wausau, WI 5440 715-355-8788 jmaguire@visitwausau.com Updated: Expected Number of local athletes/participants or spectators: Expected Number of athletes/participants or spectators from outside 90 miles: Expected Number of Attendees Hotel Information Has contact been made with any area hotels? If so, who?: If not, can the CVB assist with securing your hotel accommodations and room blocks? Use the chart below to indicate the number of hotel rooms needed by day: Date Day Monday Tuesday Wednesday Thursday Friday Saturday Sunday Rooms Total Number of Room Nights: Average Length of Stay: Estimated Number of Guests Per Room Will the organization receive any additional funds (grants, donations, entrance fees, etc.)? If yes, please explain: Please attach a copy of your proposed budget for the event. Failure to provide a proposed budget could delay grant application process. 54 Wausau/Central Wisconsin Convention & Visitors Bureau Wausau, WI 5440 715-355-8788 jmaguire@visitwausau.com Updated: Policies and Procedures Applications must be filled out completely and returned to the Wausau/Central Wisconsin Convention & Visitors Bureau 60 to 90 days before the event date. Applications are reviewed quarterly by the Tourism Commission (January, April, July, October) Event organizers may attend the Tourism Commission meeting to present and answer any questions the Commission may have. Grants will be limited to $10,000 per event. The Wausau CVB will notify applicants of when the next meeting will be held. If grant is approved by the Village of Weston’s Tourism Commission, recognition of their tourism commission logo is needed on any promotional or marketing material. *A representative or point of contact should attend the Tourism Commission meeting when grant application will be reviewed. The Wausau CVB will be in communication with the representative or point of contact with information on the date and time of the meeting. Two options for attending the meeting would be in person or virtually. * Application Acknowledgement The signature below acknowledges that the above information is true to the best of knowledge at the signing of this application. I understand that information deemed inaccurate or misrepresented could result in a denied application or loss of event funding. I have read the policies and procedures noted above. Funding is not guaranteed by the submission of this application. All grant applications will be evaluated and approved by the Village of Weston’s Tourism Commission. I understand that a post event report will be submitted within 60 days of the completion of the event. Event Representative: Printed Name: Date: Post Event Report A post event report is required 60 days after completion of the event. Please indicate who will be responsible for submitting report: Failure to submit report may affect future grants. Wausau CVB Notes and Comments: 55 Wausau Area Hmong New Year: Event Summary Report Event Overview: The Wausau Area Hmong New Year is an annual cultural celebration that draws thousands of attendees to the region, marking a significant occasion for the Hmong community. The 2024 event was a resounding success, showcasing vibrant cultural traditions, music, dance, food, and community unity. This year, the event attracted over 8,859 participants, with over 3500 attendees traveling from out of town. The celebration was not only a cultural milestone but also a significant economic boost to the local area. Attendance: A total of 8,859 people attended the 2024 Wausau Area Hmong New Year festivities. Of these, over 3,500 individuals traveled from outside the Wausau region, underscoring the event’s importance as a regional and national gathering for the Hmong community. The attendees hailed from various parts of Wisconsin, Minnesota, Missouri, and Alabama, reinforcing the widespread appeal and significance of the event. Hotel and Lodging: Due to the influx of out-of-town visitors, 480 hotel rooms were booked across multiple local accommodations with an average price of $139 per night. These hotel rooms were part of our blocked rooms at various hotels. This influx of guests contributed positively to the local economy, with hotels, restaurants, and local businesses benefiting from the increased demand. The need for lodging further emphasized the event's growing scale and the economic impact it has on the Wausau community. Cultural Programming and Activities: The Hmong New Year celebration featured a variety of traditional cultural activities, including Hmong music and dance performances, Hmong traditional games, food vendors offering a wide range of authentic cuisine, and clothing markets. Additionally, the event included ceremonies honoring ancestors, which are central to Hmong New Year traditions. The festivities also provided a platform for the community to come together, celebrate their heritage, and pass on traditions to younger generations. Furthermore, the Wausau School of Ballet was included in one of the dance shows. The ballerina's performance receives enthusiastic praise from both the audience and parents. Economic Impact: The event’s success extended beyond cultural enrichment, as it generated significant economic activity in the Wausau area. With over 3,000 out-of-town visitors, the demand for hotel rooms, dining, transportation, and local shopping created a considerable boost for the local economy. The economic impact was also felt by local vendors, event organizers, and community organizations involved in the planning and execution of the event. Community Engagement: The 2024 Wausau Area Hmong New Year also fostered a sense of unity among the Hmong community, both locally and from outside the region. The event allowed attendees to reconnect with family members, make new connections, and celebrate their shared cultural heritage. It also served as an opportunity for the broader Wausau community to learn about and appreciate Hmong traditions, strengthening inter-community relationships. Conclusion: The 2024 Wausau Area Hmong New Year was a significant cultural event that attracted over 5,000 participants, with a notable portion coming from outside the region. The event provided a vibrant space for cultural celebration while also delivering measurable 56 economic benefits to the local economy through tourism and increased local spending. The success of this year’s celebration highlights the event’s growing importance and its potential for continued impact in the years to come. Wausau Area Hmong New Year: Marketing Efforts and Impact Report Marketing Overview: For the 2024 Wausau Area Hmong New Year celebration, the event organizers allocated $5,000 towards marketing efforts to ensure the success of the event and attract attendees from both local and out-of-town areas. The primary marketing channels included 3Hmong TV, Facebook, and printed flyers. This multifaceted marketing strategy helped maximize visibility and effectively promoted the event to a diverse audience. Marketing Budget and Channels: Total Marketing Spend: $4601.67 Primary Marketing Channels: o 3Hmong TV: As a key platform within the Hmong community, 3Hmong TV played a central role in reaching viewers with targeted programming and event promotions. Advertisements and announcements on 3Hmong TV helped spread the word to a wide audience, both regionally and nationally, ensuring that individuals from outside the Wausau area were aware of the upcoming New Year celebration. o Facebook: Leveraging the power of social media, Facebook ads, and organic posts were used to engage a broad demographic, including younger audiences who are active on the platform. The use of event pages, targeted ads, and shareable content helped to increase awareness and drive attendance, particularly for those who may not be reached through traditional media channels. o Flyers: Printed flyers were distributed locally, and in cities such as Madison, Green Bay, Oshkosh, Eau Claire, Lacrosse, Saint Paul, and Minneapolis, serving as a tangible marketing tool to capture attention in high-traffic areas. Flyers were strategically placed in areas where the Hmong community gathers, including local businesses, community centers, and summer festivals. Reach and Effectiveness: The combined use of 3Hmong TV, Facebook, and flyers ensured that the marketing campaign reached a wide audience, including individuals who may not have been exposed to other promotional materials. The targeted advertising on 3Hmong TV and Facebook, in particular, allowed for more precise audience segmentation, reaching people interested in Hmong culture and events. The event's broad promotional reach was instrumental in drawing over 3,500 out-of- town attendees. This significant out-of-town attendance underscores the effectiveness of the marketing efforts in reaching people beyond the local community, ensuring that the event became a regional gathering point. Cost Efficiency and Impact: 57 With $4,601.67 invested in marketing, the return on investment (ROI) was substantial, given the over 8859 attendees and the increased local economic activity generated by the event. The combined marketing strategy helped increase the visibility of the Hmong New Year, allowing attendees to plan their visits in advance, secure lodging, and engage with the event through various digital and print touchpoints. Conclusion: The 2024 Wausau Area Hmong New Year marketing efforts, supported by an investment of $4601.67, were highly effective in attracting attendees from near and far. The strategic use of 3Hmong TV, Facebook, and flyers ensured a wide-reaching and cost-efficient promotional campaign, resulting in a successful event with significant attendance and economic impact. Moving forward, similar marketing strategies should continue to be leveraged to enhance visibility and reach even more attendees in future years. 58 Wausau Area Hmong New Year, Inc. - Estimated Budget REVENUE Income Source Estimated Amount Sponsorships/Donations (local businesses, banks, etc.) $10,000 Booth Rentals (food, merchandise, info) $10,000 Ticket Sales (if applicable) $30,000 Dance Fee $3,000 Grants $10,000 Total Revenue $63,000 EXPENSES Category Estimated Amount Venue Rental & Permits $13,000 Equipment Rental (stage, tents, sound system) $5,000 Insurance & Security $9,000 Marketing & Advertising (radio, flyers, social media) $4,000 Entertainment (performers, emcees, cultural groups) $8,000 Decorations & Supplies (tables, chairs, signage) $4,000 Dance Competition Prizes $7,600 Printing (programs, tickets, banners) $1,500 Food & Hospitality (volunteers, guests) $5,000 Volunteer Stipends or Gifts $3,600 Administrative (website, accounting, licenses) $2,000 Contingency/Emergency Fund (10%) $3,500 Total Expenses $66,200 59 2025 Marketing Plan for Wausau Area Hmong New Year, Inc. Executive Summary The Wausau Area Hmong New Year (WAHNY) is an annual cultural event that celebrates the Hmong community’s rich traditions, language, music, dance, food, and customs. With its roots deep in the Hmong people’s heritage, this event serves as a bridge between generations, families, and communities, while also promoting cultural understanding to the broader public. This marketing plan outlines strategies for increasing awareness, attendance, and community engagement, as well as enhancing the event’s visibility and sustainability for future years. Objectives 1. Increase Attendance: Boost event participation by 10% over the next 3 years. 2. Build Brand Awareness: Raise awareness about the Wausau Area Hmong New Year as a major regional cultural event. 3. Strengthen Community Engagement: Foster strong ties within the local Hmong community and with other ethnic and cultural groups in the area. 4. Enhance Sponsorship and Partnerships: Develop long-term sponsorship relationships to secure additional funding and support. 1. Market Research & Target Audience 1.1 Demographics & Psychographics The Wausau Area Hmong New Year primarily targets the following groups: Hmong Community (Primary Audience): o Age: All age groups, with a focus on family units and younger attendees (ages 10–50). o Interests: Cultural preservation, traditional ceremonies, social gatherings, and education. o Needs: A platform to celebrate their heritage and connect with extended families, along with a space for cultural preservation. o Location: people from outside of Wausau General Public (Secondary Audience): o Age: Families, young professionals, and individuals 18–50 years old. o Interests: Diversity, cultural exploration, local events, and food festivals. 60 o Needs: Opportunities for exposure to unique cultural experiences, education, and entertainment. 1.2 Competitive Analysis Other cultural festivals in the region include: Wausau’s Balloon and Rib Fest Central Wisconsin Farm Show Polish Fest and other ethnic heritage events However, WAHNY stands out by offering an authentic Hmong cultural experience, with traditional food, clothing, dance, and music unique to the Hmong community. 1.3 SWOT Analysis Strengths: o Strong cultural significance and community involvement. o Growing recognition of the Hmong community in the area. o Positive word-of-mouth among attendees. Weaknesses: o Limited media exposure outside of the Hmong community. o Smaller budget for marketing and promotional activities. Opportunities: o Collaborations with local businesses and schools to increase exposure. o Digital engagement through social media and online platforms. Threats: o Economic conditions affecting event funding. o Competition from other events in the region. 2. Marketing Strategy 2.1 Brand Positioning Position the Wausau Area Hmong New Year as: A Cultural Celebration: Highlight the festival as a vibrant celebration of Hmong traditions, featuring authentic food, dance, arts, and ceremonies. 61 Family-Friendly & Inclusive: Emphasize the welcoming, family-oriented nature of the event and its open invitation to all ethnic groups to join and learn about the Hmong culture. Community-Centered: Position WAHNY as an event that brings together people of all ages to create lasting memories and connections. 2.2 Key Messages 1. “Experience the Hmong Culture” – a chance to experience traditional food, music, and rituals that are unique to the Hmong people. 2. “Celebrating Heritage, Building Community” – highlighting the intergenerational and community aspect of the event. 3. “Fun for the Whole Family” – showcasing entertainment, food, and activities that cater to all ages. 4. “Open to All” – emphasizing that everyone is welcome to explore and celebrate Hmong culture. 2.3 Tactics 2.3.1 Digital Marketing Website: Update the WAHNY website with detailed event information, ticket sales, volunteer opportunities, and cultural highlights. Social Media: Utilize Facebook, Instagram, TikTok, and YouTube to post event teasers, behind-the-scenes content, and live streams. Engage with the local Hmong community through user-generated content, such as testimonials, family stories, and traditional recipes. Email Marketing: Build an email list to send out event updates, special offers, volunteer opportunities, and stories from the Hmong community. Influencer Marketing: Collaborate with local influencers or bloggers who have a following among diverse communities to promote the event. 2.3.2 Community Outreach & Engagement School Partnerships: Partner with local schools and universities to offer students cultural education and free/discounted tickets. Host workshops or school visits to teach students about Hmong culture. Local Business Partnerships: Work with local restaurants, vendors, and community centers to cross-promote the event. Encourage Hmong-owned businesses to be part of the event as sponsors or participants. Cultural Performances & Pre-Event Activities: Host smaller community events leading up to the main festival, such as cultural talks, workshops, and live performances in collaboration with local community centers and libraries. 62 2.3.3 Traditional Advertising Social media: Advertise in regional publications, particularly those with a focus on ethnic diversity, family activities, and event listings. Radio & Television: Partner with local radio stations, especially those that cater to diverse audiences, for event promotion and interviews with organizers. Posters & Flyers: Distribute colorful posters and flyers at local businesses, libraries, schools, and community centers. 2.3.4 Event-Day Strategies On-Site Engagement: Create a branded experience at the event with visible signage, booths for information, interactive cultural displays, and free giveaways (e.g., event T-shirts or programs). Live Streaming & Virtual Participation: Stream key event segments such as performances, parades, or ceremonies for virtual participants to engage with the festival from afar. Photo Opportunities: Set up designated photo booths or areas where attendees can take pictures in traditional Hmong attire or against culturally significant backdrops. 3. Budget The marketing budget will be allocated as follows: Digital Advertising & Social Media Campaigns: $4000 Traditional Advertising (Print, Radio, TV): $1000 Total Marketing Budget: $5,000 4. Measurement & Evaluation Attendance Numbers: Track the total number of attendees year-over-year to gauge the effectiveness of marketing efforts. Social Media Engagement: Monitor social media metrics (likes, shares, comments, hashtag use) to assess engagement levels and audience reach. Survey Feedback: Distribute post-event surveys to gather feedback on attendee experiences, areas for improvement, and interest in future events. 63 Sponsor & Partnership Growth: Track the number and size of new sponsorships and partnerships secured for future events. 5. Timeline Month Activity 6 months prior Website updates, social media strategy, and outreach to sponsors. 4 months prior Begin advertising through radio, print, and community channels. 2 months prior Increase social media presence, email marketing, and community outreach. 1 month prior Launch final push for ticket sales, finalize on-site logistics, and ramp up influencer marketing. Event Day Implement on-site strategies and ensure smooth event execution. Post-Event Analyze results, gather feedback, and plan for the next year. 6. Direct Economic Contributions 6.1 Attendance and Ticket Sales Estimated Attendance: The Wausau Area Hmong New Year typically attracts thousands of attendees, both from the local area and from neighboring states. It is common for attendance to range from 8,000 to 9000 people during the event weekend. 6.2 Vendor and Sponsorship Revenue Vendors: The festival features various food vendors, arts and crafts booths, and cultural displays. Many of these vendors are local Hmong businesses or small enterprises that benefit directly from selling food, merchandise, or services at the event. It's estimated that 20-30 vendors participate, generating $50,000–$100,000 in combined revenue, depending on vendor sales. 64 Sponsorships: The event receives financial support from local businesses and organizations, often in the form of sponsorships or donations. Sponsorship packages range from $500 to $3,000, and with a diverse range of local businesses, the total sponsorship revenue could add up to $15,000. 6.3 Local Business and Retail Impact Restaurants and Catering: Hmong cuisine is a major draw at the event, both through food vendors and local restaurants. Attendees are likely to dine at restaurants before or after the event. Restaurants catering to Hmong and Asian food often see an uptick in patronage. Local dining establishments can experience increased sales of $50,000–$100,000 during the event weekend. Retail Impact: Retail shops, especially those selling traditional clothing, cultural items, and souvenirs, benefit from the influx of attendees looking to purchase items related to the festival. Sales can surge, especially for businesses offering Hmong-specific items like clothing, jewelry, and art. Retailers in the Wausau area could see an increase of $10,000–$30,000 in sales during the event period. 7. Indirect Economic Contributions 7.1 Tourism and Hotel Stays Hotel Bookings: With attendees traveling from outside the region, especially from areas with large Hmong populations, such as the Twin Cities, Milwaukee, Madison, Green Bay, LaCrosse, and the Fox Valley area, there is a clear impact on local accommodations. The Wausau area has a variety of hotels, motels, and Airbnb rentals that experience increased bookings during the event. o Average Hotel Stay: Assuming attendees stay an average of 2-3 nights and spend $145 per night, the hotel industry could see $200,000–$500,000 in revenue, depending on the number of out-of-town visitors. Additional Tourist Spending: In addition to hotel stays, attendees spend money on transportation (gas, car rentals), and retail purchases. This additional tourism-related spending is estimated to be between $800,000 and $1,000,000. Conclusion 65 The Wausau Area Hmong New Year is a celebration of a rich cultural heritage that offers immense value to both the local Hmong community and the broader public. By executing this marketing plan, WAHNY can expand its audience, build stronger partnerships, and continue to grow as a key cultural event in the region for years to come. 66 Public Mtg/Date: Tourism Commission, September 15, 2025 Description: Midwest Bowl Fest 2025 Room Tax Grant Request From: Wausau/Central WI CVB / Dale’s Weston Lanes/Midwest Bowl Fest Question: Should the Tourism Commission approve the grant request of $10,000 to Dale’s Weston Lanes for the Midwest Bowl Fest 2025? Background Organization: Dale’s Weston Lanes / Midwest Bowl Fest 2025 Event: Midwest Bowl Fest 2025 Event Date(s): October 10-12, 2025 Location: Dale’s Weston Lane Amount Requested: $10,000 Participants Expected: 450-500 Estimated Room Nights: 390 Attached Docs: Midwest Bowl Fest 2025 Room Tax Grant Application Committee Action: None. FISCAL IMPACT: $10,000 grant request to come out of the Weston Room Tax Hold Account Recommendation: None. Recommended Language for Official Action I move to approve the grant request of $10,000 to Dale’s Weston Lane for Midwest Bowl Fest. OR I move to … Additional action: None. 67 Wausau/CentralWisconsin Convention & Visitors Bureau P.O. Box 1486 Wausau, WI 54402 Updated: 715-355-8788 jmaguire@visitwausau.com Village of Weston Tourism Commission Room Tax Grant Application Effective January 1, 2017, the State of Wisconsin Room Tax Law requires the Village of Weston to forward room tax funds exceeding the amount the municipality may retain to a Tourism Entity. Since 2017, the Village of Weston established a Tourism Commission made up of Village Trustees, Lodging Representatives, and Community Members to oversee and approve grants that are submitted to the Village of Weston. Funding is devoted to community groups and organizations for tourism development and promotion in the Weston area or surrounding communities. The Tourism Commission will consider applications from organizations that will generate overnight stays and have an overall effect on the economic impact to the Village of Weston. Applications will be distributed and returned to the Wausau/Central Wisconsin Convention & Visitors Bureau where they will be evaluated. The Wausau CVB will reach out with any additional questions if needed and will be a liaison to make sure qualifications and criteria have met. Once application is completed, the Wausau CVB will forward applications to the Village of Weston. The Tourism Commission will meet quarterly to review applications. Organization: Name of Applicant: Event Name & Date: Location of Event: Federal ID Number: Phone Number: Mailing Address: City/State/Zip: Tax Status of Organization: 68 Wausau/CentralWisconsin Convention & Visitors Bureau P.O. Box 1486 Wausau, WI 54402 Updated: 715-355-8788 jmaguire@visitwausau.com Grant Amount Requested: New or Existing Event: Has the Organization applied for funds in the past? If so, how much and when?_____________ ______________________________________________________________________________ Event description: How will the event promote tourism to the Village of Weston: Please explain how the grant funds will be used: How will this event be advertised or promoted?: 69 Wausau/Central Wisconsin Convention & Visitors Bureau Wausau, WI 5440 715-355-8788 jmaguire@visitwausau.com Updated: Expected Number of local athletes/participants or spectators: Expected Number of athletes/participants or spectators from outside 90 miles: Expected Number of Attendees Hotel Information Has contact been made with any area hotels? If so, who?: If not, can the CVB assist with securing your hotel accommodations and room blocks? Use the chart below to indicate the number of hotel rooms needed by day: Date Day Monday Tuesday Wednesday Thursday Friday Saturday Sunday Rooms Total Number of Room Nights: Average Length of Stay: Estimated Number of Guests Per Room Will the organization receive any additional funds (grants, donations, entrance fees, etc.)? If yes, please explain: Please attach a copy of your proposed budget for the event. Failure to provide a proposed budget could delay grant application process. 70 Wausau/Central Wisconsin Convention & Visitors Bureau Wausau, WI 5440 715-355-8788 jmaguire@visitwausau.com Updated: Policies and Procedures Applications must be filled out completely and returned to the Wausau/Central Wisconsin Convention & Visitors Bureau 60 to 90 days before the event date. Applications are reviewed quarterly by the Tourism Commission (January, April, July, October) Event organizers may attend the Tourism Commission meeting to present and answer any questions the Commission may have. Grants will be limited to $10,000 per event. The Wausau CVB will notify applicants of when the next meeting will be held. If grant is approved by the Village of Weston’s Tourism Commission, recognition of their tourism commission logo is needed on any promotional or marketing material. *A representative or point of contact should attend the Tourism Commission meeting when grant application will be reviewed. The Wausau CVB will be in communication with the representative or point of contact with information on the date and time of the meeting. Two options for attending the meeting would be in person or virtually. * Application Acknowledgement The signature below acknowledges that the above information is true to the best of knowledge at the signing of this application. I understand that information deemed inaccurate or misrepresented could result in a denied application or loss of event funding. I have read the policies and procedures noted above. Funding is not guaranteed by the submission of this application. All grant applications will be evaluated and approved by the Village of Weston’s Tourism Commission. I understand that a post event report will be submitted within 60 days of the completion of the event. Event Representative: Printed Name: Date: Post Event Report A post event report is required 60 days after completion of the event. Please indicate who will be responsible for submitting report: Failure to submit report may affect future grants. Wausau CVB Notes and Comments: 71 72 73 74 75 76 Taste N Glow Balloon Fest Post-Event Report – Village of Weston Amount Received: $5,000 Event Recap: The 2025 Taste N Glow Balloon Fest was a successful community event, drawing strong attendance from both local residents and regional visitors. While Friday’s weather conditions prevented the balloon glow, many attendees stayed to enjoy the live music and festival atmosphere. Saturday’s glow went as planned and received excellent feedback from the community, reinforcing the event’s reputation as a unique and enjoyable summer tradition. Attendance: ● 8,500+ paid attendees (ages 12 and older) across the weekend. ● 2,000–3,000 children under 12 attended free of charge. Tourism & Lodging Impact: ● The event directly purchased 23 hotel rooms, for a total of 57 nights, at the Fairfield Inn & Suites in Weston for balloon pilots. ● While we do not have exact data on how many additional rooms were booked by event attendees, our marketing strategy was specifically targeted at families outside of the greater Wausau area. Hotel stays and overnight visits were strongly encouraged through our website and regional advertising campaigns. Grants other municipalities: ● Wausau - $15,000 ● Rib Mountain - $7,500 ● Mosinee - $2,500 Community & Business Support: ● Although the event did not directly partner with businesses in the Village of Weston, several local businesses contributed in meaningful ways. Notably, one of our Evening Glow sponsors, based in Weston, provided a $5,000 sponsorship to support the event. Goals and Improvements for Next Year: 77 ● Increase attendance through expanded regional marketing. ● Grow balloon participation to enhance the event’s signature attraction. ● Introduce new activities to broaden the event’s appeal for families and visitors of all ages. ● Strengthen business partnerships within Weston to increase local engagement. ● Explore improved tracking of tourism impact, including room nights generated, to better measure the economic benefits. Submitted by: Brandon Jilek - President 78 Wausau/Central Wisconsin Convention & Visitors Bureau Wausau, WI 5440 715-355-8788 jmaguire@visitwausau.com Updated: POST EVENT REPORT Village of Weston’s Room Tax Grant Please answer questions on a separate form Name of Event: Organization: Submitted By: Amount Received from Village of Weston Tourism Commission:__________________________ Please include answers to the following questions on the report: 1. Overall recap of your event: 2. How many attendees? 3. How many overnight stays in the Village of Weston? 4. Of these overnight stays, number of rooms and at which establishments? 5. Did you work with any other businesses in the Village of Weston for your event? (Restaurants, attractions, shopping centers etc.) 6. Did your organization receive any other Tourism Grants from other municipalities in Marathon County? If so, what was the grant amount and which municipalities did they come from? Please share an overview on what the funds were used for. 7. Goals or improvements for following year’s event. Please submit final Post Event Report to Jodi Maguire, Director of Operations at the Wausau/Central Wisconsin Convention & Visitors Bureau at JMaguire@visitwausau.com 79 80 81 82 83 Public Mtg/Date: Tourism Commission, September 15, 2025 Description: Discussion and/or action on Tourism Entity Agreement for 2026 with the Wausau CVB From: Jami Gebert, Village Administrator Question: Would the Tourism Commission like to recommend approval to the Board of Trustees of the Tourism Entity Agreement with the Wausau CVB for 2026? Background Below is an excerpt from the draft July 21, 2025, Tourism Commission meeting minutes. Discussi on and/or action on Tourism Entity Agreement for 2026 with the Wausau CVB. Gebert explained that the reason behind a one-year contract is to be coincide with the Metro, all Entities who are part of the CVB, will be on the same term. Zeyghami asked if a representative from one of the municipalities sit in a position on the CVB executive committee. Whit e pointed out that currently there are five executive members, with the fifth member at large. He said he can recommend this request to the Board, but they will have to vote on it. Moti on by Schuster, second by Hodell to defer to a future meeting. Yes V ote: 4 No Votes:0 Abstain:0 Not Voting: 1 Result: Pass Att ached is a copy of the Wausau/Central Wisconsin Convention & Visitors Bureau, Inc. Bylaws. As noted in the draft minutes above, I have Section 7. Committees highlighted in the copy. The section does state that “Committees shall consist of at least one elected municipal official.” If an elected municipal official is not currently a part of each committee, I think we can work with the Wausau CVB to align with the bylaws. There hav e been no additional amendments to the draft Tourism Entity Agreement presented in July. Again, the agreement is for one-year, to coincide with the other entity agreements in the metro area. Attached Docs: Wausau/Central Wisconsin Convention & Visitors Bureau, Inc. Bylaws Draft Tourism Entity Agreement with track changes Commission Action: TBD. Fiscal Impact: None. Recomm endation: None. 84 Recommended Language for Official Action I move to recommend approval of the Tourism Entity Agreement until December 31, 2026, to the Village Board of Trustees. I move to recommend approval of the Tourism Entity Agreement until December 31, 2026, to the Village Board of Trustees with the following changes . I move for the Tourism Entity Agreement to return to the Tourism Commission for further discussion with the following changes to be made . Or something else. 85 Bylaws of the Wausau/Central Wisconsin Convention & Visitors Bureau, Inc. Article I. General Section 1. Name. The name of the Corporation, herein called "Corporation" shall be the Wausau/Central Wisconsin Convention & Visitors Bureau, Inc. Section 2. Location. The principal office for the transaction of business of the Corporation shall be in Marathon County, Wisconsin. Section 3. Registered Agent. The Corporation shall have and continuously maintain in the State of Wisconsin a registered agent as required by the Wisconsin Non-Stock Corporation Law relating to domestic non-stock corporations. The registered agent's address may be, but need not be, identical with the principal office in the State of Wisconsin, and the registered agent may be changed from time to time by a resolution of the Board of Directors and the filing of a statement with the Wisconsin Secretary of State pursuant to the provisions of the Wisconsin Statutes. Section 4. Limitation of Methods. The Corporation shall observe all local, state and federal laws which apply to a non-profit organization which is exempt from Federal income tax as defined in Section 501 (c) (6) of the Internal Revenue Code of 1986, as amended. Article II. Purpose The purpose of the Corporation is to promote Wausau and Central Wisconsin as a convention and tourist destination and to assist municipalities and other entities contracting with the Corporation in promoting tourism and community events. Article Ill. Board of Directors Section 1. Role of Directors. The business and affairs of the Corporation shall be managed by its Board of Directors. Board meeting attendance will be in accordance with the authorized number of board seats. Section 2. Number, Term and Qualifications. The authorized number of members of the Corporation's Board of Directors may be no more than 18. In the event of the addition of or deletion of an area municipality the board member numbers will be adjusted to correctly represent the communities represented. Board members must maintain primary residence in Marathon County, Wisconsin. Government: There shall be one Government Board Director member seat available to each of the municipalities that contracts tourism services with the Corporation. This Board seat shall be filled by the highest elected municipal leader of the contracting municipality. If the highest elected municipal leader declines Board membership and fails to appoint another elected official to serve as a Board member, a municipality's Board seat will remain vacant until such time as an eligible elected municipal official agrees to serve on the Board. A municipality may appoint a senior staff member to represent the municipality, but this person shall be approved and/or removed from the seat by the corporation board. A condition precedent to becoming and retaining a Government Board Director seat is that the municipality has a current contract with the Corporation for tourism services. V-3-Podvin Final 11/2017 86 Lodging Industry: There shall be at least five (5) Board members who own, operate, or hold a senior level position at lodging facilities located within the central Wisconsin region. A condition precedent to becoming and retaining a Lodging Industry Board of Director seat is that there is a current contract between the lodging facility's municipality and the Corporation for tourism services and that the Lodging Industry Board member currently owns, operates, or holds a senior level position at the lodging facility. a. At-Large: There may be at least eight (8) at large representatives from other tourism- related industries and/or other business owners or operators. (Current or Retired} b. Terms. Members of the Board of Directors shall be elected for a two (2) year term. Section 3. Nominations. Each year, the current Board President shall appoint an elected official or designated appointee to the Nominating Committee whose purpose shall be to nominate new candidates for the Board of Directors of the Corporation whenever vacancies occur. A ballot of nominees shall be prepared and distributed to all current Board members along with a list of all Directors whose terms are expiring or who are vacating their seats on the Board for any reason. The Nominating Committee shall secure the consent of all candidates prior to their inclusion on the ballot. Section 4. Elections. Directors shall be elected by a majority vote. Section 5. Resignation, Removal and Vacancies. A director may resign at any time by giving written notice to the Executive Director of the Corporation, who shall advise the Board of Directors of such resignation. Such resignation shall take effect at the time specified therein, or, if no time is specified, then upon receipt of the notice. A director may be removed from office by action of a majority of the members then comprising the Board. A vacancy or vacancies in the Board which occurs for any reason, including an increase in the authorized number of directors, may be filled by the action of the majority of Board members in keeping with the specified qualifications set forth in Article 111, Section 2. Section 6. Meetings. The Board of Directors shall meet not less than once per calendar quarter. All meetings shall be called by the President of the Board or by any three (3) Board Members Upon five (5) days’ notice via email or ordinary mail. A genda and Board Packet will be sent to Board members at least 24 hours prior to the meeting. a. Waiver of notice. Any members of the Board of Directors may waive notice of any meeting and the attendance at any meeting shall constitute a waiver of notice of any such meeting, except where a member of the Board attends the meeting for the express purpose of objecting to the transaction of any business because the meeting is not lawfully called or convened. Neither the business to be transacted, nor the purpose of any meeting of the Board need be specified in the notice of waiver of such meeting. b. Quorum. A quorum for conducting business at any meeting shall be fifty-one percent (51%} of the Directors then holding office and the votes of a majority of the Directors present at the meeting at which a quorum is present shall constitute the decision of the Directors. If at any meeting of the Board of Directors there shall be less than a quorum present, a majority of those present may adjourn the meeting from time to time. At any such adjourned meeting at which a quorum is present, any business which might have been transacted at the meeting originally called may be transacted without further notice. V-3-Podvin Final 11/2017 87 c. Attendance. The office of any Board member shall be automatically vacated after such Director has failed to attend 50% of Board of Directors meetings in a calendar year or missed three (3) consecutive meetings of the Board of Directors without an excused absence. Attendance via Video Conferencing is acceptable. d. Special Meetings/Meetings or When Board Approval Vote Needed. At times there may be a matter that requests a special meeting or vote by the board. When this matter arises the actual meeting confirmation can be taken place via electronic means. Electronic means are and not limited to, Email, Text Messaging, Conference Calling or by direct telephone. All directors need to be notified of such meeting at least 24 hours prior to such meeting. A Quorum is needed for any passage or vote. In the event a board member is unable to attend, that board member may appoint another current board member to cast their proxy vote on their behalf with electronic means listed above as proof. Section 7. Committees. The President of the Board with the approval of the Board of Directors shall appoint such administrative, standing and project committees as are deemed necessary to fulfill the purposes of the Corporation. These committees shall include but not be limited to an Exe cutive Committee, a Personnel & Finance Committee and a Nominating Committee. Committees shall consist of at least one elected municipal official. These committees shall repor t to and operate under the authority and power delegated by the Board of Directors and these bylaws. A committee chair shall be appointed by the President of the Board or by the individual committees at the President's option. Committee meetings may be called at any time by the Board President or by the committee chair, and with whatever frequency is required in order to fulfill their responsibilities. The committee chair shall have the option to have minutes taken at all committee meetings. The Executive Director shall serve an as Ex- Officio member of all committees. Committees shall consist of at least 3 members. a. Executive Committee. The Executive Committee shall consist of the President, Vice President, Treasurer and Secretary of the Board of Directors. The purpose of the Executive Committee shall be to act on behalf of the full Board only in case of an emergency. Actions taken by the Executive Committee shall be ratified by the majority of the Board of Directors at the next regularly scheduled meeting. The Executive Director Job description and salary shall be reviewed annually in the 4th quarter, along with a comprehensive annual job review. b. Personnel/Finance Committee. The role of the Personnel & Finance Committee shall be to discuss and formulate proposals for matters affecting the Corporation's budget or financial welfare. Actions taken by the Personnel/Finance Committee shall be ratified by majority of the Board of Directors at the next regularly scheduled meeting. This committee shall have at least three (3) members. One (1) Government, one (1) Lodging and one (1) At large member. c. Nominating Committee. The purpose of the Nominating Committee shall be to prepare a ballot of nominees for vacancies on the Board of Directors, and to likewise nominate candidates for the seats of Board Officers each year. The nominating committee shall notify and gain the consent of those nominees and present them to the Board for elections when vacancies occur on the Board and at the last meeting of the fiscal year for the Officers. This committee shall have at least three (3) members. One (1) Government, one (1) Lodging and one (1) At large member. 88 Section 8. Conflict of Interest. The Corporation recognizes that its Government Board members are also representing the interests of their individual municipalities, and, at times, there are issues presented at Board meetings that may be contrary to the interests of their municipality. However, all members of a Board of Directors still owe a duty to act in good faith and fair dealing in conducting the Corporation's business and to do their best to carry out the purposes of the Corporation as they are stated in the Corporation's By-Laws. All information that is created by the Corporation and provided to Board members, whether verbal or written shall remain private and confidential. Any information may only become public with the approval by the Board, its President, or the Executive Director. To the extent any Board member believes their duty to the Corporation conflicts with their duty to the municipality or to some other entity to which they belong, they must immediately advise the Board, and excuse themselves from the meeting. If the Board member feels that a conflict of interest cannot be resolved with their continued presence on the Board of Directors, the Board member must resign. Article IV. Officers Section 1. Specified Officers. The principal officers of the Corporation shall be President, Vice President, Treasurer and Secretary. All such officers shall be elected from within membership of the Board. The election of such officers shall take place at the regularly scheduled meeting of the Board of Directors in any calendar year based on nominations presented by the Nominating Committee. Section 2. Term of Office. Members of the Board of Directors shall be elected for a two (2) year term. Officers of the Corporation shall serve for a period of two (2) years or until their respective successors have been duly elected. a. President. The President of the Corporation shall serve as Chairman of the Board, presiding at all of its meetings, and shall perform all duties commonly incident to such office. The President shall serve as Chairman of the Executive Committee. With the approval of the Board of Directors, the President shall sign all deeds, contracts and other instruments affecting the operation of the Corporation or any of its properties, except in those cases where the signing and execution thereof shall be expressly delegated by the Board of Directors to some other officer or agent of the Corporation. b. Vice President. The Vice President of the Corporation shall act in the absence of the President, and in doing so, shall possess all the powers of the Chair. c. Treasurer. The Treasurer of the Corporation shall be responsible to oversee and manage the finances of the Corporation and to see that all receipts and disbursements of funds are in compliance with its annual budget and the direction of the Board of Directors. Such funds shall be kept on deposit in financial institutions or invested in such a manner as is approved by the Board of Directors. Checks are to be signed according to policy set forth in the bylaws. The Treasurer shall cause a bimonthly financial report to be made to the Board and shall facilitate an annual audit to be completed by May 31st of each year of the Corporation's finances by a qualified certified public accountant in accordance with generally acceptable accounting and auditing standards and procedures. d. Secretary. The Secretary of the Corporation shall keep minutes of all Board meetings, whether special or regular, attendance records, see that all notices are duly given in accordance with the provisions of these Bylaws or as required by Law, be custodian of 89 the corporate records and shall perform such other duties as called upon by the President. Secretary may have the assistance of a note taker for meetings. e. Executive Director. The Executive Director shall be the chief administrative and executive officer responsible for administration of the business and daily operations of the Corporation in accordance with the policies and regulations of the Board of Directors. The Executive Director shall be responsible for hiring, discharging, directing and supervising all employees. The Executive Director shall be responsible for the preparation of an operating budget covering all activities of the Corporation, subject to approval of the Board of Directors, and shall also be responsible for all expenditures within the approved budget allocations by the first of December each year. The Executive Director shall serve as secretary to the Executive Committee and cause to be prepared notices, agenda and minutes of the meeting for the Executive Committee. The Executive Director shall serve as advisor to the President and shall assemble information and data and cause to be prepared special reports as directed. f. Removal of an Officer. Any officer elected by the Board of Directors may be removed by the Board of Directors, whenever in its judgment the best interests of the Corporation will be served thereby, but such removal shall be without prejudice to the contract rights, if any, of the person so removed. Election or appointment shall not of itself create contract rights. g. Vacancies. A vacancy in any office because of death, resignation, removal, disqualification or otherwise, may be filled by the Board of Directors for the unexpired portion of the term. h. Officers elected by the Board of Directors shall put the best interest of the Corporation first and have such powers and perform such duties as hereinabove described. i. Officers elected by the Board of Directors (President, Vice President, Secretary and Treasurer) shall be reimbursed for expenses occurred while representing the Corporation at meetings and other functions of business. Mileage expense will be compensated at the federal per mile rate established at that date. A minimum of 20 miles must be met to qualify for expenses. Approval shall be made by majority vote of the Executive Committee Members (President, Vice President, Treasure, Secretary) and Executive Director. Mileage reimbursement must be submitted to the Director of Operations within 30 days of travel. Article V. Finances Section 1. Funds. All money paid to the Corporation shall be placed in a general operating fund. Funds unused from the current year's budget must be placed in a reserve account as approved by the Board. Section 2. Disbursements. Upon approval of the budget, the Executive Director is authorized to make disbursements not to exceed $10,000. Unbudgeted amounts in any amount needs to be approved by the Board of Directors before disbursement. 90 Section 3. Fiscal Year. The fiscal year of this Corporation shall be the calendar year. Section 4. Budget. Prior to the end of the Corporation's fiscal year, its Board of Directors shall approve a tentative annual operating budget, setting forth all anticipated revenues and expenses. The budget shall be approved by majority vote of the Board. Section 5. Financial Statements. A financial statement shall be presented by the Treasurer or other designated agent of the Corporation showing the financial condition of the Corporation. This statement shall be presented to the Board of Directors at their regular meetings. An annual audit shall be conducted by a Certified Public Accountant, or as frequently as the Board deems necessary. In addition, an independent Certified Public Accountant shall prepare all income tax or information returns required to be filed with the Internal Revenue Service and the State of Wisconsin with regard to the activities of the Corporation during such year. All financial statements of the Corporation shall at all times be available for inspection at the offices of the Corporation. Section 6. Bonds. Officers and employees of the Corporation shall, if required by the Board of Directors, give bonds for the faithful discharge of their duties in such sums and forms and with such sureties as the Board of Directors shall determine. The Board of Directors shall provide for payment of the premiums on any such bonds by the Corporation. Section 7. No Income to Individuals. No part of the net earnings of the Corporation shall inure to the benefit of or be distributable to a private individual within the meaning of Section 501 (c) (6) of the U.S. Internal Revenue Code, but the Corporation shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in these bylaws. Section 8. Dissolution. Upon the dissolution of the Corporation, any remaining funds after paying or making provision for payment of all of the Corporation's liabilities, shall be distributed to one or more regularly organized and qualified charitable, educational, scientific or philanthropic organizations to be selected by the Board of Directors as defined in Internal Revenue Code Sections 501 (c) (3), 501 (c) (4) or 501 (c) (6). Article VI. Corporate Seal Section 1. Corporate Seal. This Corporation may utilize a corporate seal. Article VII. Indemnity Section 1. Action Not in Name of Corporation. The Corporation shall indemnify any person who was or is a party or threatened to be made a party to any threatened, pending or completed action, suit or proceedings, whether civil, criminal, administrative, or investigative other than an action by or in the right of the Corporation by reason of the fact that such person is or was a director, officer, employee or agent of the Corporation, or is or was serving at the request of the Corporation as a director, trustee, officer, member, employee or agent of another Corporation, partnership, joint venture, trust or other enterprise, against expenses, including attorney's fees, judgments, fines and amounts paid in settlement actually and reasonably incurred by such person in connection with such action, suit or proceeding if such person acted in good faith and in a manner he/she reasonably believed to be in or not opposed to the best interests of the Corporation, and, with respect to any criminal action or proceeding, had no reasonable cause to believe such person's conduct was unlawful. The termination of any action, suit or proceeding by judgment, order, settlement, conviction, or upon a plea of 91 nolo contendere or its equivalent, shall not, of itself, create a presumption that: (a) the person did not act in good faith and in a manner which the person reasonably believed to be in or not opposed to the best interests of the Corporation; and (b) with respect to any criminal action or proceeding, the person had reasonable cause to believe that their conduct was unlawful. The indemnification provided herein shall be in addition to, and not in lieu of, the indemnification provided in Secs. 181.04-181.053, Wis. Stats Section 2. Action in Name of Corporation. The Corporation shall indemnify any person who was or is a party or is threatened to be made a party to any threatened, pending or completed action or suit by or in the right of the Corporation to procure a judgment in its favor by reason of the fact that such person is or was a director, officer, employee or agent of the Corporation, or is or was serving at the request of the Corporation as a director, trustee, officer, member, employee or agent of another Corporation, partnership, joint venture, trust or other enterprise against expenses, including attorney's fees, actually and reasonably incurred by such person in connection with the defense or settlement of such action or suit if such person acted in good faith and in a manner such person reasonably believed to be in or not opposed to the best interests of the Corporation and except that no indemnification shall be made in respect of any claim, issue or matter as to which such person shall have been adjudged to be liable for negligence or misconduct in the performance of his duty to the Corporation unless and only to the extent that the court in which such action or suit was brought shall determine upon application that, despite the adjudication of liability but in view of all circumstances of the case, such person is fairly and reasonably entitled to indemnity for such expenses which such court shall deem proper. The indemnification provided herein shall be in addition to, and not in lieu of, the indemnification provided in Secs. 180.041-180.053, Wis. Stats. Section 3. Authorization of Indemnification Under Section 1or 2. Any indemnification under Section 1or 2, unless ordered by a court, shall be made by the Corporation only as authorized in the specific case upon a determination that indemnification of the director, officer, employee or agent is proper under the circumstances because such person has met the applicable standard of conduct set forth in Section 1or 2. Such determination shall be made: • By the Board of Directors by a majority vote of a quorum consisting of directors who were not parties to such action, suit or proceeding; or • If such a quorum is not obtainable, or, even if obtainable, a quorum of disinterested directors so directs, or by independent legal counsel in a written opinion. Section 4. Advances for Expenses. Expenses, including attorneys' fees, incurred in defending a civil or criminal action, suit or proceeding may be paid by the Corporation in advance of the final disposition of such action, suit or proceeding as authorized in the manner provided in Section 4 upon receipt of an undertaking by or on behalf of the director, officer, employee or agent to repay such amount unless it shall ultimately be determined that such person is entitled to be indemnified by the Corporation as authorized in this Article. Section 5. Non-exclusive. The indemnification provided by this article shall not be deemed exclusive of any other rights to which those indemnified may be entitled under Chapter 181, Wis. Stats. or under any bylaws, agreement, vote of disinterested directors or otherwise, both as to action in any such person's official capacity and as to action in another capacity while holding such office, and shall continue as to a person who has ceased to be a director, officer, employee or agent and shall inure to the benefit of the heirs, and personal representatives of such a person. Section 6. Insurance. The Corporation may, upon resolution of its Board of Directors duly 92 adopted, purchase and maintain insurance on behalf of any person who is or was a director, officer, employee or agent of the Corporation, or is or was serving at the request of the Corporation as a director, trustee, officer, employee or agent of another Corporation, partnership, joint venture, trust or other enterprise against any liability asserted against such person and incurred by such person in any such capacity or arising out of such person's status as such, whether or not the Corporation would have the power to indemnify such person against such liability under this provision of the Corporation's bylaws. Article VIII. Amendments Section 1. Implied Amendments. Any action taken or authorized by the Board of Directors which would be inconsistent with the bylaws then in effect but is taken or authorized by affirmative vote of not less than the number of directors required to amend the bylaws so that the bylaws would be consistent with such action, shall be given the same effect as though the bylaws had been temporarily amended or suspended so far, but only so far, as is necessary to permit the specific actions so taken or authorized. Section 2. Express Amendments. These bylaws, or any portion thereof, may be amended or new bylaws adopted by action of the Board at any regular meeting, or any special meeting called for that purpose, provided at least five (5) days' notice of the proposed amendment or new bylaws has been sent to the members of the Board of Directors. Any such amendment shall require approval by majority of the members present for the Board meeting expressly noticed for such purpose. Board President: _ _Date_ _ Executive Director: Date NOTICE AMENDMENTS 1. These amended bylaws approved by vote of the Board of Directors on the 15th day of December 2021. Section 6 - Amendment (d) Date of Board Vote 7/29/19 2. These amended bylaws approved by vote of the Board of Directors on the day of November, 2019. Section 8 – Article IV Amendment (i) Date of Board Vote 7/29/19 93 1 TOURISM ENTITY AGREEMENT This TOURISM ENTITY AGREEMENT (“Agreement”) is entered into by and between the Village of Weston (“Village”), a Wisconsin municipal corporation, the Weston Tourism Commission (“Commission”), and the Wausau Central Wisconsin Convention & Visitors Bureau, Inc. (“CVB”), a Wisconsin Non -Profit 501(c)(6) Non -Stock Corporation, effective January 1, 20265. WHEREAS, pursuant to Wis. Stat. § 66.0615 (“Room Tax Act”), the Village is authorized by the laws of the State of Wisconsin to impose a tax on “the sales price from selling or furnishing, at retail, except sales for resale, rooms or lodging to transients by hotelkeepers, motel operators, marketplace providers, owners of short -term rentals, and other persons or retail ers selling or furnishing accommodations that are available to the public, irrespective of whether membership is required for use of the accommodations” (“Room Tax”); and WHEREAS, pursuant to the Room Tax Act, the Village has enacted Village Ordinance Section 78.102 imposing an eight percent (8%) Room Tax (“Village’s Room Tax”); and WHEREAS, the Village has created the Commission to monitor the collection of the Village’s Room Tax and to oversee the proper expenditures of the Village’s Room Tax in accordance with the requirements of the Room Tax Act; and WHEREAS, the Village, the Commission and the CVB desire to enter into a non-exclusive contract whereby the CVB shall perform the functions of a tourism entity in the Village as required by Wis. Stat. § 66.0615(1m)(b) 1. and ensure that the Village’s Room Tax is spent in accordance with the requirements of the Room Tax Act; and WHEREAS, since the Village is a single municipality and not part of a “zone” as defined by the Room Tax Act, the parties agree and understand that the Room Tax Act requires all of the Village’s Room Tax provided to the CVB to be used for Tourism Promotion and Tourism Development in the Village. NOW, THEREFORE, in consideration of mutual promises, covenants, and agreements herein contained , and other good and valuable consideration, the sufficiency of which is acknowledged, the parties hereby agree as follows: 1. RECITALS. The foregoing Recitals are hereby incorporated in, and made a part of, this Agreement. 2. DEFINITIONS: a. “Agreement” shall mean this Tourism Entity Agreement entered into by and between the Village of Weston, the Weston Tourism Commission, and the Wausau Central Wisconsin Convention & Visitors Bureau, Inc., effective January 1, 20265. b. “Commission” shall mean the Weston Tourism Commission. 94 2 c. “CVB” shall mean the Wausau Central Wisconsin Convention & Visitors Bureau, Inc., a Wisconsin Non-Profit 501(c)(6) Non-Stock Corporation. d. “Remitted Room Taxes” shall mean the amount of the Village’s Room Tax that is provided to the CVB under this Agreement. e. “Room Tax” shall mean the tax authorized by Wis. Stat. § 66.0615 on “the sales price from selling or furnishing, at retail, except sales for resale, rooms or lodging to transients by hotelkeepers, motel operators, marketplace providers, owners of short-term rentals, and other persons or retailers selling or furnishing accommodations that are available to the public , irrespective of whether membership is required for use of the accommodations.” f. “Room Tax Act” shall mean Wis. Stat. § 66.0615 , as amended during the term of this Agreement. g. “Tourism Promotion and Tourism Development” is defined by the Room Tax Act and means any of the following that are significantly used by transient tourists and reasonably likely to generate paid overnight stays in the Village at more than one establishment on which a Room Tax may be imposed, that are owned by different persons: i. Marketing projects, including advertising media buys, creation and distribution of printed or electronic tourist materials, or efforts to recruit conventions, sporting events, or motor coach groups. ii. Transient tourist informational services. iii. Tangible municipal development, including a convention center. h. “Village” shall mean the Village of Weston. i. “Village’s Room Tax: shall mean the eight percent (8%) tax imposed by the Village pursuant to Village Ordinance Section 78.102. 3. PURPOSE. The purpose of this Agreement is to set forth the respective duties and obligations of the parties hereto as to the allocation and use of Remitted Room Taxes. All of the Remitted Room Taxes shall be used for Tourism Promotion and Tourism Development which benefits the Village. 4. ROOM TAX REVENUES . The Village has imposed, and will collect, an eight percent (8%) Room Tax on transient visitors who stay at lodging properties subject to the Village’s Room Tax. a. Of the total amount of the Village’s Room Tax revenue that is collected, the Village shall retain thirty percent (30%) and provide seventy percent (70%) to the Commission. 95 3 b. Of the seventy percent (70%) amount of the Village’s Room Tax revenue that is collected, the Commission shall forward forty percent (40%), quarterly, to the CVB. i. Of the forty percent (40%) amount of the Village’s Room Tax revenue that is forwarded quarterly to the CVB , two and one -half percent (2.5%) is specifically for the administration of the Weston Tourism Commission Room Tax Grant program. c. Of the seventy percent (70 %) amount of the Village’s Room Tax revenue that is collected, the Commission shall forward thirty percent (30%), quarterly, to the CVB to be held in the “Weston Commission Room Tax Account.” d. All of the Remitted Room Taxes shall be used for Tourism Promotion and Tourism Development which benefits the Village. None of the Remitted Room Taxes shall be spent on marketing projects or transient tourist informational services that are not reasonably likely to generate paid overnight stays in the Village. 5. CVB RESPONSIBILITIES. The CVB shall be responsible for the following: a. Annual Meeting . The CVB shall hold an annual meeting in which the Village trustees, Commission, and other community leaders shall be invited. During the annual meeting, the CVB Board shall present reports on: i. The use of all Remitted Room Taxes for the previous year with supporting documentation showing that each dollar was used for Tourism Promotion and Tourism Development in the Village. ii. Goals and plans for the upcoming year. iii. Financial plans and results. iv. Proposed changes, if any, to this Agreement. b. Administrative Support . The CVB shall obtain staff, support services, and assistance in developing and implementing strategies for Tourism Promotion and Tourism Development in the Village. Any notices or documentation required to be provided to the Village or the Commission shall be forwarded to the Village Administrator and Chairperson of the Commission. The CVB shall attend all meetings called by the Village or the Commission to discuss issues pertaining to the Village’s Room Tax collection and expenditures and to otherwise cooperate to achieve the purposes of the Room Tax Act. A concentrated effort will be made to ensure tourism amenities in the Village are on the Visit Wausau website and promoted through marketing projects and transient tourist informational services. All applications for grant funds require formal Commission approval prior to releasing grant funds. Grant funds may be released after the event if there is insufficient time for Commission approval before the event. All events funded through the Weston Commission Room Tax Account shall be entered into the CVB events calendar and promoted by the CVB. Within sixty (60) days of the completion of a funded event, the CVB shall provide to the Village and Commission a post - 96 4 event report on the paid overnight stays in the Village because of the event as well as a post-event report from the event coordinator . Failure to provide a post -event report on the supplied form will influence award of future grant requests. c. Accounting. The CVB shall provide the Weston Tourism Commission, Village Board, and Finance Department with an accounting of the activities and expenditures of all Remitted Room Taxes, on a quarterly basis . This quarterly accounting shall provide an itemized breakdown of the use of all Remitted Room Taxes during that quarter with supporting documentation showing that each dollar was used for Tourism Promotion and Tourism Development in the Village. Additionally, the CVB shall provide to the Village and the Commission, a copy of its annual audit immediately upon its receipt. The Village and the Commission shall have the right to examine the CVBs records at all reasonable times. Progress reports and reviews by the Village and the Commission may be called for at any time. d. Department of Revenue . The CVB agrees to prepare all documents and reports required by the Room Tax Act , including forms required by the Wisconsin Department of Revenue . The CVB shall provide all such completed forms and reports to the Village at least thirty (30) days before they are due. e. Compliance. The CVB agrees to strictly comply with the Room Tax Act. The Village and other surrounding municipalities have not created a tourism zone. Therefore, all of the Remitted Room Taxes must be used for Tourism Promotion and Tourism Development which benefits the Village. i. The CVB agrees to make every effort to monitor and keep up to date its web site and print materials with the most current directory of Village of Weston amenities, attractions, and businesses, including hotels and restaurants. f. Complete Transparency . The CVB agrees to comply with applicable laws pertaining to its non -profit status. The CVB also recognizes that it is contracting with a municipality that is subject to Wisconsin Open Meeting and Public Records Laws. Consistent with maintaining a high level of transparency, the CVB agrees to: i. Post its meeting agenda and meeting minutes on its web site, which may include closed session as permitted by the open meetings law. ii. Provide the Village’s clerk with an electronic copy of all meeting notices, agendas and minute s at the same time each is distributed to CVB Board members. iii. Post the names and contact information of CVB Board members on the CVB web site. iv. Meeting agendas shall include an item near or at the end of the meeting where CVB Board members can suggest agenda items for an upcoming meeting. 97 5 v. Maintain a position on the CVB Board for a Village of Weston representative, appointed by the Village President and confirmed by the Board of Trustees. 6. ROOM TAX DELINQUENCIES. The parties agree that they shall work together toward the collection of any delinquent Room Tax owed to the Village. 7. TERM. This Agreement shall remain in effect for a period of one year, beginning on January 1, 20265, and ending on December 31, 20265. 8. TERMINATION. a. For Cause . The Village or the Commission may immediately terminate this Agreement for cause if the CVB has committed a material breach of this Agreement, including but not limited to, the use of Remitted Room Taxes for purposes other than Tourism Promotion and Tourism Development in the Village, or releasing grant funds without prior Commission approval. b. Without Cause. Any party may terminate this Agreement , without cause, upon thirty (30) days’ written notice to the other parties. c. In the Event of Termination. Upon termination of this Agreement, the Village and Commission shall make no further remittances to the CVB and all Remitted Room Taxes that have not yet been used for Tourism Promotion and Tourism Development in the Village shall be the property of the Commission. Within thirty (30) days of termination, t he CVB shall provide the Commission with a final accounting of the activities and expenditures o f all Remitted Room Taxes and a check made payable to the Commission or its new tourism entity for all unused Remitted Room Taxes. 9. INDEMNIFICATION. The CVB shall indemnify, save and hold harmless the Village, Commission, and their officers, agents, and employees from any and all claims, demands, actions, or causes of action of whatever nature and character arising out, or by reason of, the execution or per formance of work or services provided herein, except upon the sole negligence or willful misconduct of the Village or its Commission, and further agrees to defend, at its sole cost and expense, any action or proceeding commenced fo r the purpose of asserting any claim(s) of whatever character arising hereunder. 10. MODIFICATION. This Agreement shall not be modified without an express written agreement executed by the parties. 11. SEVERABILITY. If any provision or provisions of this Agreement shall be held to be invalid, such holding shall not, in any way whatsoever, affect the validity of the remainder of this Agreement. 98 6 12. GOVERNING LAW. This Agreement has been drawn and executed and shall be performed in the State of Wisconsin and shall be governed by the laws of the State of Wisconsin. 13. WAIVER. No delay or omission by any party in exercising any right or power arising out of any default under any of the terms or conditions of this Agreement shall be construed to be a waiver of the right or power. A waiver by a party of any of the obligations of the other party shall not be construed to be a waiver of any breach of any other terms or conditions of this Agreement. 14. ENFORCEMENT. Enforcement of this Agreement may be proceedings at law or in equity against any person or persons violating or attempting or threatening to violate any term or condition in this Agreement, either to restrain or prevent the violation or to obtain any other relief. If a suit is brought to enforce this Agreement, the prevailing party shall be entitled to recover its costs, including reasonable attorney fees, from the non-prevailing party. 15. ENTIRE AGREEMENT. This Agreement sets forth the entire understanding of the parties hereto and supersedes any and all prior agreements, arrangements, and understandings relating to the subject matter hereof. There are no representations, arrangements, understandings, or agreements, either oral or written, not contained herein. 16. AUTHORITY. In signing this Agreement, the parties represent and warrant that the terms herein have been approved by their respective governing bodies, and that appropriate authority rests in the signatories on behalf of the parties. 99 7 IN WITNESS WHEREOF, the parties have executed this Agreement. VILLAGE OF WESTON By: Dated: Mark Maloney, Village President Countersigned: Dated: Pamela Brehm, Clerk VILLAGE OF WESTON TOURISM COMMISSION By: Dated: , Chair Attest: Dated: , Vice Chair WAUSAU CENTRAL WISCONSIN CONVENTION & VISITORS BUREAU, INC. By: Dated: , Executive Director Attest: Dated: , Secretary 100