I'm very well.

You didn't wear that.

Well, Johnny sometimes snacks during our city council meeting, which we usually snack during our executive session for sure.

Like we bring the snacks out during executive session.

But I don't typically snack during a meeting.

But you know, hey, if we don't have the cameras on, like who snack any time you want.

I haven't heard it today.

Usually I hear it.

Yeah.

So we can just not sure what it is.

I keep looking around her face.

All right.

Call to order for April 14th.

Visit Broken Arrow.

I am ready.

Okay.

Dean?

Here.

Yarty.

Here.

Bowie.

Ford.

Here.

Hagan.

Muscrap.

Here.

Lop here.

Schneider.

Here.

Swanson.

Here.

Yeah.

All right.

Action item three, presentations.

No.

Okay.

Action item four, general visit broken arrow business.

Action item A 26-459.

Consideration discussion and possible approval of the meeting minutes from March 12.

Oh, I can't talk today, 10th, 2026.

Make a motion to approve.

Oh, second.

Dean?

Yes.

Yarty?

Yes.

Ford.

I'll abstain.

I wasn't here.

Was I here?

In spirit.

I was here in spirit for sure.

Yeah, you were here.

I was here.

Okay.

I'll approve.

Yes.

Okay.

Muskrat.

I wasn't here.

Do I need to abstain?

If you want.

It's just up to you.

I don't think you know.

Abstain.

Okay.

Gotcha.

Lopp.

Yes.

Schneider.

Yes.

And Swanson.

Yes.

All right.

Action item B26-451.

Notification of city managers execution of an agreement with Broken Arrow Chamber of Commerce for advertising, promotion, and marketing of the Rooster Days Festival for the amount not to exceed 20,000.

Okay, so on this item, I just want to note that this is worded a little bit differently.

It's that's not requiring a vote.

Um this is just a notification of a contract that the city manager and James Bell um have previously signed with it being within the city manager's dollar amount that he can sign.

Um but Tiffany Shepherd is here to just talk about Rooster Day is upcoming.

So uh we just thought she should come and talk a little bit about um this year's event and answer any questions you guys might have.

Hello.

Hello.

Thanks for having me.

Um so rooster day is uh 95th year, which is pretty exciting.

Um it'll be May 14th through the 17th at Central Park Community Center.

Um no crazy big changes this year.

We've had a consistent contract with our carnival, which is if you've ever um dealt with carnival companies, fantastic news for us.

Um staying consistent so everybody is familiar with setup and layout and things like that.

Um vendor applications and food trucks are rolling strong, entertainment, so pretty much the same wonderful festival that we've always done, but happy to answer any questions.

Tiffany, I had this pulled off of our city um city council agenda because I it because it was tourism money.

That's what I asked Spurgeon if it was tourism money or if it was city uh broken arrow money because if it was city of broken arrow money, then we would have just voted on it, I felt like at City Council.

But since it was tourism money, I felt like it needed to come to us since it was our money.

And um, and it it'll be the pleasure of the board, but we are kind of restructuring how we're using our money, so we just kind of wanted to give you a heads up and it may not change at all for you next year.

I don't know, but I just want to let you know that we are looking at like I know we give you city services and we give you money, right?

And what we're kind of letting people know is to just kind of know next year, we're kind of letting people know that we may do one or the other.

So we may give you cash or we may give you services, and we or we may give you a little bit of both, but there's a good chance we may not give you as much because we're getting so many people coming and asking, and the whole purpose of this was to kind of get you started, and after 95 years, you got a good start.

And the whole purpose of this was to kind of get you started.

And after 95 years, you got a good start.

Yeah.

Um, but I mean, obviously, that's what and that was why I asked uh Spurgeon is like if we are sponsoring this as a city, then that's a whole different ball game.

But if it's a visitors, um normally we you know, like if we're putting people in our hotels, and and I don't know that that we put a lot of people in the hotels, maybe we do, but if you know, and if we do, then we we get receipts and that type of thing.

Right.

So anyway, uh I appreciate you coming.

It's a wonderful event, obviously.

Um, and we support it, but I just kind of want it we don't want anyone to have surprises next year if some things kind of change, and we just want you to kind of plan on there could possibly be some changes.

And honestly, I'm just talking to me now, you guys.

You I mean, if you agree, I just want you to so we just want to make sure that you I appreciate that.

The heads up is beneficial.

Um it does it would impact our budget significantly.

So um, do you have a time frame for what I mean?

Do we even know what that looks like?

So next year you'll need to come to us before just like how you know how I know it just was on the agenda and when I saw it, then that's when I asked the questions is it visitors money or is it city money?

And that may even be something that we talked to Mr.

Spurgeon about because maybe maybe he will look at having it maybe be as more of a city sponsor, not a visitor's.

I mean, I don't know.

Has it always been visitor?

I don't remember approving Rooster Day's money before.

I don't know.

Well, we've never approved it before because it's always just gone on city council.

Okay.

And that's and and in my opinion, and you all tell me if you're wrong, to me, if it's visitors' money, it should come through us.

It shouldn't just be on city council.

You know what I'm saying?

Because why are we here?

Yeah, exactly.

I guess that's my thought.

So that's why I asked for it to be pulled off.

I don't have a problem with supporting it or anything else.

I just feel like we need to have a voice in how the money that we're kind of given the oversight to spend on how to spend it.

And it and we may still want to to give the $20,000 to Rooster Days, and I don't have a problem with that either.

I just feel like this board is the one who should really be making that decision since it's our budget that we're spending.

My only concern with and it's not with the way we're structuring that is having been on the other side on the rooster day side, it's not exactly super profitable for the chamber itself, anyway.

So I losing that sponsorship would nudge them to not doing that anymore, I think.

I mean, am I talking out of turn, Tiffany?

No, I mean the discussion has definitely been had.

Um, I mean, while we don't want to get rid of Rooster Days, and we would absolutely do everything in our power to not do that.

Um, the manpower that goes into it alone isn't accounted for when you see any financials associated with Rooster Days.

So at the end of the day, the event really doesn't make the chamber money, um, which we're not looking to make a ton of money, but we do need to keep our lights on.

Um, and so that it we we would just have to figure out some numbers on our end, absolutely.

When you start talking about change of rooster days, people really break out the pitchforks around here.

So I think cleaners today is nobody come from my end.

Well, and I personally and I volunteer, Ross and I both volunteer to work the gate.

I mean, we do we do too.

And like I said, I'm not saying to not sponsor it.

I'm just saying because of how we're letting all of our other people that come to us.

I just felt it was on I'm not saying we're not gonna do it.

I mean, it's for the pleasure of the board, honestly.

I just thought that it needed to and it may just be a conversation that we that we have, and if it's something that we just always want to do, I'm okay with that too.

I'm surprised it's not sponsored by the city, it's been around forever.

I grew up with it as a lot of people that were raised here.

I can't imagine they're not being used because it's well it kind of it is sponsored by the city, it's just sponsored by the visitor and tourism board now.

Right.

So I mean it's two little pots of money.

You know if this would help, do you like to the carnival people and do they all stay in hotels?

They do not.

They we house them.

Well, the probably just very few.

I'd say it's less than five rooms from them.

Everybody else stays on site.

Okay.

Yeah, it's probably minimal.

Yeah.

Yeah.

But we make, I mean, but I'm still like I said, I'm still okay with doing this.

I just felt like it needed to come back to us.

Right.

And if we still want to, I mean, I'm still okay with doing the 20,000, but it needs to come from this board, I felt like.

Yeah.

And I'm if we need to submit a different form or do it a different way.

I mean, we're we're all game.

I mean, we definitely want to be good partners.

We just want to make sure we have what you guys have.

It definitely falls into the community event.

And it would be it would qualify for the large event that you know, with its traffic, I think.

And I forget the guidelines for that.

What is that, Michaela?

Yeah, that this size event would be the 7500.

Um, and we did leave a caveat in there, like, unless the board wants to do more for bigger bigger scale events.

Just we kind of left that open.

Um, so there's definitely the room in there.

Uh, I will say, I mean, as soon as the fiscal year starts, just so you can plan, we can have that conversation starting, you know, she can come, they can come to the July or August meeting of next, you know, this year, just so there's not, you know, we're not last minute trying to say, Oh, by the way, we're not gonna give you if there is a change, then you would know in July or August or September.

Yeah, as long as we can budget around it.

I mean, we can make it work.

Like I said, I mean, we'll we'll make rooster days work regardless.

Yeah, uh, the Ben's not wrong.

It's financially, it's probably one of the hardest events the chamber has for sure.

I guess I think what my pot thought is too.

So, like there's a there's something else that we sponsor, which since it's not on the agenda, I'm not gonna say what it is, but it's like another $20,000 sponsorship.

I definitely feel like we get the city gets more out of sponsoring this event than the other event.

And I think just we as a board need to look at that.

Like, what does the $20,000 look at?

What are we getting our money, you know, our bang for our buck?

And just because we've always sponsored this item for $20,000 and this item for $20,000.

What are we intentionally wanting to continue to sponsor?

100%.

I'm totally fine with continuing to sponsor booster days.

You know what I'm saying?

But we only have so much money, and and we're finally getting to where we want to get like there's something on the agenda we're gonna be talking about soon.

Like we're finally getting to those big items where people are here many, many hotel nights and exactly where we want to be, but then like one event's taken out our whole budget.

So we just have to be a little more intentional.

Yeah, for sure.

And so that's I just I didn't want and and like I said, it may not ever change, but I don't want you to not think I I just wanted you to be aware there's possibility, and we're not gonna blind size you if there ever is a change, but we'll let you know.

I think it'd be helpful even to get something in writing.

I mean, because we have the contract, but it's pretty standard.

I mean, there's really nothing that says I mean we have your logo on things and recognition, but we don't really have that in writing for what you guys receive for that either.

So I mean, I think it's a good idea on both sides of the board that way.

I mean, just what we're obligated to and what we need to make sure we have for you guys as well.

I have a question.

Um I'm uh represent two hotels here in the area, and and the that particular weekend is a very busy weekend for broken arrow.

Um do you all have any collateral or posters that maybe we could put at the hotel or to promote so they're actually being printed in-house right now, and then we'll distribute.

I'll make sure you guys get some next week.

Okay, yeah, perfect.

Thank you.

Definitely.

Yeah, it's a very busy weekend.

Yeah, I think Mayfest also took that weekend this year.

Oh, yeah.

There's a few other things downtown.

Yeah, as well.

It'll be busy.

You all have any other questions?

But I do agree with you, Lisa that Alec you said it should come back to this board and for us to dull out, you know.

Yeah.

Well, I mean, I I really think the the Grange thing has really spurred a like a change in our way of thinking about things when people start asking for that kind of money.

We have to make sure that it makes sense.

Yeah.

Yeah.

Thank you.

You're welcome.

Thank you.

Do you have something?

No.

Thank you so much.

Okay.

Action item C26-460 consideration discuss uh discussion for possible approval of the national Grange.

Uh 160th annual convention.

Hotel rebate in the amount, but not to exceed 40,000.

Okay, so this item, if you all remember last month, um, we had the representatives from the Grange convention with us.

They're not able to join today.

Um, but uh the item was tabled, um, just due to you know, wanting some more discussion about the budget.

Um, the only thing that I want to add is um between then and now we've had a budget meeting uh for visit broken arrows budget, and I brought this item in particular up, but just generally spoke to administration and the city manager about you know, we're we're we've been marketing and getting a lot more interest in events, and I specif specifically brought this one up and just you know, we talked about reserves being, you know, there's money available in reserves, and um he the city manager just um almost immediately said, Yeah, let's just put an extra extra $55,000 into our budget for next year that would that'll come out of reserves, kind of to cover this one, but just kind of to give us a little bit more flexibility.

Um, and my question to him that day was do you want us to come back if we happen to run out of money because we've done so many rebates and ask for a budget amend amendment for specific conferences, or in this case, we were just happening to be doing budget and it was just easier for them just to put it in our budget that will you know be approved in June in June by the city council.

Is that um they're recommending the extra 55,000 for us for next year?

So this kind of is a wash plus a little bit, um, but I just wanted to share that um with you guys.

Which that that I think was a concern for a lot of us.

It's like oh 30,000.

We got nothing left.

But that's what we've been but this actually is what we've also been working for to get, you know.

And I know you actively went out and sought them out.

Yes, and I do have later in the agenda there's another item to talk about if we want to make a change for future.

Um just so you know that that's a conversation up.

Like maybe cap it at some point.

Like we have the option.

Which is later in the agenda.

But yes, um we were excited to have this come our way.

So um I I mean I think like I mean, I I kind of mentioned this like in a nonchalant kind of way, because we were trying to talk about it but not talk about it in the last minute.

Um my largest concern with that was like that's a ton of money, and I know it hits the room night things, but like just when they were talking about their event, I didn't I was concerned about the larger economic impact of the event.

You know, like are those people gonna come and drink at CJ's or uh you know, like I it didn't really feel like it to me.

And that's putting a lot of my own opinion into it, and I understand that, but that that was my major concern is would we be better off with another event that might draw more festive clientele?

Not that eating and drinking is the only way we make money, but it's nice.

So um okay, so yeah, I mean I'll I'll make a motion to approve since we have the extra money.

I'll second.

Dean?

Yes.

Yarty?

Yes.

Ben?

Yes.

Ford, yes.

Muskrat, yes.

Lopp, yes, Schneider, yes, Swanson, yes.

Okay, action item D 26-452.

Consideration discussion and possible approval of senior softball USA, Oklahoma Championship in the amount not to exceed 3500.

Okay, so Donna, can you hear us?

Oh, we can't hear you.

I think.

Are you on mute?

Nope, we still can't hear you.

Can we tell if she's on mute?

Donna, we can't hear you.

Oh no.

Got you on full.

Okay, now we can't.

We can hear you now.

Okay.

All right.

I guess uh thanks for having me today.

We're looking forward to our event.

Uh broken arrow.

The players love having a senior softball tournament in Oklahoma.

In fact, they would love to have more than one a year.

We're the largest senior softball organization in the country, and our world championships bring together about 650 teams to Vegas every year.

Um we're hoping to get about 40 to Broken Arrow this year, and the majority of those will be staying overnight, eating at your restaurants and shopping in your your uh shopping districts.

Um the little bit of money I'm asking for is a big help because a lot of our costs are hotels in the ballpark.

Um I have to bring in my umpires from out of town, so that adds up.

Uh Challenger Sports Complex is awesome, and we love working with Brad, and that's one thing that really lures the teams and we enjoy being there.

Um the funding helps us keep it there.

Um, have any questions for me?

So the $3,500, then that would be like she would give us receipts on the hotel rooms, right?

But it's a hotel room rebate, and she's actually asking for less than what she would technically qualify for.

She's just asking for a flat 3500.

So as long as those room nights equal at least that, then she would qualify for that.

But yeah, same thing, she would provide the receipts afterwards.

Right, and what I also will do is we have every player has to check in and show their ID and we ask what hotel they're staying at.

So we'll have a complete hotel list, even if it's not the ones that I have lined up uh with the code for teams to get their rooms at.

So we'll have an idea of how many hotel nights are on the broken arrow total.

Um be uh a size will impact beyond the 3500.

Well, I'm I'll make a motion to approve if no one has any questions.

Who was the second?

Me.

Okay.

Uh Dean?

Yes.

Yardy?

Yes.

Bowie?

Yes.

Ford, yes.

Muskrat?

Yes.

Lop?

Yes.

Schneider.

Yes.

Swanson.

Yes.

Thank you, appreciate it.

You're being a great day.

You too.

All right.

Action item E26.

Wait a minute.

Yeah.

Two uh two six-490.

Um we're making a motion to strike this one as they've withdrawn their application.

Yes, they just let me know today that they didn't have as many registrations as they thought they were gonna have, so they just would like to withdraw maybe next year.

We need to make a motion.

I make motion district some uh second Dean?

Yes, Yarty, yes, buoy, yes, Ford, yes, muscrat?

Yes, Lop, yes, Schneider, yes, Swanson.

Yes.

Okay, action item F two six-five oh three consideration discussion of possible approval of an update of the hotel rebate guidelines.

So this is just to give us an opportunity for you all to discuss.

Um, you know, we did kind of in a roundabout way last meeting, um, discuss whether or not we wanted to make some changes to the hotel rebate guidelines for um as long as I know it's been pretty simple.

Um a flat amount back for every hotel room nights, um, and there's but not been a cap.

Uh and so I just put in here that the average amount that we give is about 15,000.

It just seems to fit the average amount of the size of our hotel rooms.

Um and then the highest rebate obviously being recently was the 40,000.

And so um just want to kind of have a discussion about whether we should do a cap of a certain amount um so that we have we don't have big surprises like this in the future.

So what's the market normal?

Like what do other cities do?

Do they do things like what we're doing?

And not really.

Um the we our rebate is pretty unique.

Um I I see it more in Trevor may know more about like the hotel world, but I see it more of like hotel sort of deals that are made um versus municipality tourism departments giving grant rebates back.

So I don't really have a lot of examples to use um as far as like percent, you know, what how to how do we be competitive?

Um I know we've we've won a couple conferences because we are unique in that way.

Um do you think we got the Grange specifically because of that amount?

Yes.

Yeah.

They wanted to be in this area, but I don't know that they would have chosen to be here.

Right.

Can we do a cap and then if somebody did ask for the 40,000, could we do a special vote or something?

Yeah, that's I mean, like I I hate to like put a handcuff, because like what if something come along we really want?

Right.

You know, um is there a way to word it to where like you know, uh typically put a little loophole word in there, like typically the range is capped at this.

Could you say that?

Yeah.

You can use language like that, or you could just put that cap uh anything exceeding that is subject to order.

Okay.

You can always leave it open to allow you to further discuss like a theoretical cap.

But we kind of did that language with the community rebate that we did.

We're like the cap is 7500 unless it's not, you know, and so we kind of it'd be kind of similar.

Um that way, at least like when somebody's reading through there, maybe they have that in the back of their mind that probably that's what they're gonna get.

Yeah.

I do think that this situation with the with Grange is unique.

I mean, I don't think it's gonna happen a lot just because we only have the size of hotels that we have, and for them to come and do a conference this size and be creative and which is kind of what we've been trying to promote is like be creative and bring a bunch of people, but I think it's you know, it's still gonna be more of the standard fifteen thousand is the size that Stony is.

Um I'm definitely in favor of a cap, but I also think we could feel like before we were kind of like please come, please come, please come, and we are willing to you know hand out, but I also think we could raise our room nights uh as well.

I think we can make that a little more competitive.

Yeah.

That's a good idea.

I think it was changed in.

500 for 20 years, yep.

That that's what I was gonna suggest as well.

Is like I I agree with you at first.

We were like, please come.

Yeah, please still have our hotels, and and now they are coming, which is still great, but then I mean I still want to give an incentive for sure, but I don't think we need to be so desperate.

Yeah, you know.

Because they are coming.

You know.

I mean, and we know we're running out of money every year.

Yeah, yeah.

I mean, I still think I think even the Grange, even if we would have given them half as much money as we're giving them, I feel like they still would have came.

You know what I mean?

Because who else is gonna give them that much money?

Right.

But I mean, I'm glad they're coming, and you know, but especially if not that many other well, and it gives me I mean, because they call us and they're like, hey, this is this real, and we're like, yep, but this is all the rules, do this and you get this.

And so I don't think they were it wasn't in their mind that they wouldn't get that full amount, but if we have this, I mean that helps us to be able to say, you know, you're not just gonna get unlimited amount.

Yeah.

So is it 500 for 10 room nights now?

Right now it's 12, which it was 10.

I think it was raised in like 22 or 23.

For it was 500 for every 10, and then we moved it to 12.

So I definitely think we can up that 500 for 20.

Yeah.

What do you think?

That sounds good.

Okay.

And you know, we can always revisit it.

Yeah.

If it looks like it's hurting us, then we can revisit it.

And I don't think it will hurt us though.

I think we'll because we're we're per we're we're running out of money every year, right?

This year, I mean, yeah, we've we've seen some significant film incentive, I think.

Yeah, we've seen a significant increase in interest, and so I I mean we're kind of getting ahead of it.

And honestly, if we end up with some money left, it's not the worst thing in the world, it just goes back to our reserve fund and we can keep keep trying, you know, just kind of adjust things.

Yeah.

Um, I I agree it's not gonna it's still gonna be a great deal for any conference that comes in to get anything.

And so um just how we're structured right now, we're not in this, we're not in a huge like hotel sales like conference situation right now, and so as we grow, you know, we just continue to change it.

But right now this makes sense to me too.

So and I know like Stony Creek, um, they have a few restaurants that they contract with that they'll bring food in.

But like I wonder, I'm you may not even know this, but like when the Grange comes in, like I wonder if they do just breakfast and lunch and then it's dinner on their own where they can go out anywhere in the city to have dinner.

Yeah, or is like all three meals, I wonder if they're all provided they're at the hotel.

I think they are trying to, I mean, we're gonna have to work with them quite a bit because they're wanting to do activities with kids, they're very like family, they want their families to come, so they're wanting to us to share things they can do with the family, and it's they have free time, they have like a community service they have to do, which we haven't even got there in that discussion yet.

And so they are there's time for them to go explore and do things that Aaron and I are gonna be helping them with.

So with them being here longer, they're gonna be out and about in the community more.

So hopefully we see that.

Isn't it during Christmas too?

Yes.

So their conference is also the week of my Christmas events, so kick off.

I that will work perfectly with them.

Yeah, or fun family thing to do.

For sure.

Yeah.

Um go ahead.

I was just gonna ask another question.

Um, do we have is our film incentive the same?

Like if we'd made this change with the 500 to 20 also apply there, or is it different?

That's a good question.

Um it would we'd probably want to change it because I just have it worded that it would be along the you know, it would be that, so we would just change it.

Okay.

So like um it'll be so for hotel stays for our film incentive, is that what you're saying?

Yeah.

So I think if we're gonna change one, I think we should because that's also to what took up a big chunk of our money, which is great, but also I think we can maybe kind of tighten that a little bit.

And we still want to do a cap, right?

Yeah.

So what are we thinking?

Like I mean, 20 or 25, I would think what I was thinking.

20, 25.

Yeah.

That's still a pretty I mean it that would be helpful to whoever's coming here.

That that's a big chunk of money.

And it's a big chunk of money for us, but not 40,000.

Yeah.

Like anything further subject to border approval.

Yeah.

So 20 20.

Yeah, we can try 20 and then try 20 and then yeah.

I will nope, you're good.

I was just gonna say we'll need someone to like say that all in a motion, I believe.

So if you guys are ready, I'm not rushing in.

I'll just add one more thing, is that so for if I'm calculating if there's any math people, but so 500 for every 12 room nights was basically 41 dollars back a room.

So changing this is 25 dollars a room, which is still a good that's um yeah, great.

That's a good deal.

When you say it like that, like 41 is a lot.

Yeah, yeah, it's a lot.

Yeah, yeah.

So that's 25 is actually a good round number.

So 500 for every 20.

So good.

Make it math easier.

Yes.

Okay.

So do you want to read what what we're changing, and then someone can just say still moves.

12 room nights was basically 41 dollars back a room so changing this is 25 dollars a room which is still a good that's um yeah that's a good deal when you say it like that like 41 is a lot yeah yeah yeah yeah so that's 25 is actually a good round number so 500 for every 20 so good making that easier yes okay so do you want to read what what we're changing and then someone can just say still moves um basically changing the guidelines to be five hundred dollars for every 20 room nights with a cap of 20,000 dollars otherwise subject to approval so move what he said oh okay does that work I'll take it second okay I'll make an emotion I'll make a motion to approve uh guideline changes to 20,000 um based on a hotel rooms filled uh anything above 2000 would need board approval 500 for every rooms oh 500 for every 20 rooms okay trying to broaden that a little so give us some flexibility when we actually fix these guidelines um so if you would if you would move to increase the hotel would be to 500 for every 20 rooms with a cap at 20,000 subject uh to special board approval for anything exceeding that amount that would give us a lead way to kind of play with the actual guidelines so moved can I do that you didn't do that so moved that recorded okay got that it wants to be my second second okay dean yes yardie yes buoy yes Ford yes muskrat yes flop yes Schneider yes Swanson yes tell there's a bunch of 50 year olds on this one I can't remember all right action item H26 393 consideration discussion possible approval of appointments for the four visit wait broke it'd be what there's one before that 264 464 I think we need G oh yeah I'm sorry G 26 464 consideration discuss discussion of possible approval of staff request to research and identify advanced data solutions to enhance tracking of visitation and economic impact into broken arrow okay so I'm very excited about this there's a very long RFA there but basically at the budget meeting that we had um we were able to talk to administration about um just the number of inquiries that have been coming in and at the time it was like the um bond was coming up with put the potential for um the sports fields improvements and things like that and um just sort of with kind of the attention that um the visitor side has been given lately um there's been more it's been more obvious that we don't have great economic impact a way of basically tracking our economic impact which I had this conversation last year and we didn't really get anywhere with it so I'm very excited that there is software that will you know we use placer um but it's just attendance based so that doesn't really tell us you know we can have one event that comes downtown and spent you know there's a huge economic impact and we can have another event that's the same size that comes down but they just have different purposes and they don't spend any money and so that or anywhere in broken arrow and the economic impact just isn't the same it you know the same number of people doesn't mean the same number of spending and economic impact.

So we were given basically the pending amount of I think $500 to go for next fiscal year to get a software that'll allow us to track economic impact and so this is just um hopefully getting your support to agree to that and and this is just saying that you're you approve of us going and looking into the different solutions there's you know four or five different companies that we could use to be able to um to have this software in-house and I think it's just so important as we're growing and people are looking at us like how much money are these tournaments bringing in we have no we're like I don't know there was thousands of people there but we don't know if they came into town we don't know if they you know of course the big thing is like Indian Springs for example we don't know if they're going to Bixby they're going to Bixby or how much money there you know are they coming downtown or are the the is the marketing that we're doing helping at all did it get better from last year versus this year that type of thing so it just gives us a lot more um a lot more data to use this is different than placer yes this is um they do use geolocation data but it's mainly credit card data so it's telling us actual spend when they spend dollars when they spend dollars yeah that's fine so if they're using credit card like they match it to their how are they matching it to those individuals they it they just have like a contract with visa and American express and then they they know who their people who their businesses are that use those companies and they're saying there was five hundred thousand dollars spent on a visa card down here that day for very very general example um but yeah they're they have agreements with the credit card companies so where they would say when there wasn't an

how much money there you know are they coming downtown or are the the is the marketing that we're doing helping at all did it get better from last year versus this year that type of thing so it just gives us a lot more um a lot more data to use this is different than placer yes this is um they do use geolocation data but it's mainly credit card data so it's telling us actual spend when they spend dollars when they spend dollars yeah that's fine so if they're using credit card like they match it to their how are they matching it to those individuals they it they just have like a contract with visa and American express and then they they know who their people who their businesses are that use those companies and they're saying there was five hundred thousand dollars spent on a visa card down here that day for very very general example um but yeah they're they have agreements with the credit card companies so where they would say when there wasn't an event there was only 200,000 spent but when then there was an event there was 500 spent or whatever.

Yeah and this is how like visit Tulsa for example and um visit Norman there's working on it.

This the state of Oklahoma they use this type of software they you know again Placer's great for certain things but it doesn't really give you other than just yes we got people to come which we we've been using that that's great but this is just a little bit it's just another step and we're planning on keeping Placer we're not getting rid of it just having this but also this extra data.

So with our proposition eight that was one of the selling points we were trying to sell our citizens is like you know if we do the turf more people will come more tournaments will come which will be an economic impact and you know more economic development impact then people would say how much of an impact and we were like we don't know but it'd be an impact like and so now we'll be able to say this is the impact it should be able to bring we'd be able to be more scientific is that an ongoing made of numbers for people yeah so instead of just people it's money right is it an ongoing fee or is it just a flight yeah I I mean I think it's probably around that every year not 50 but 30 a year it's a lot.

Wow yeah yeah how much are we paying for PACER?

Placer our our part is like 20 because we split it with the chamber with the chamber yeah so we just pay the chamber and then we have a login.

So does this new program does it count people to and the money or just the money?

It does some I still need to learn like what all the capabilities are you wondering if we could use it instead of and then split then that cost then with the chamber yeah when we go in and look we'll definitely then maybe we can yeah then split it with the chamber.

Yeah that would be that's a good idea.

I feel a little bit better about giving the chamber $20,000 for research basically no I'm fine well and I think this would help us justify what we are willing to support what events we're willing to support because someone says oh we're bringing in $50 million you know we're like well yeah right well it's always better to have data to back it up also like that I assume that that proposal to redo the sports field is not going to go away.

That's gonna sit there and we're we're gonna need to do it at some juncture and figure out how to do it.

So having figures to back that up makes sense.

Yeah yeah personally I mean we've experienced um like a tournament that we just took what the tournament organizer gave and it was just looking at it in 30 seconds I'm like this is just made up these are not you could just tell by the number of hotel rooms that they supposedly had I'm like this is not right but what do I have other than just saying that so this I mean I it's just more of a sophisticated system as we're growing you know as the city's growing so and it'll be used by more than just our more than just VBA um I don't know exactly how but um I know there's people that ask us I mean it probably parks and rec too we can there's so much that I'm still gonna learn as we call um one of the other reasons was the amphitheater coming in like what sort of economic impact has that had we'll be able to go back years years um in data and see how that's changed things.

Sure you'll get retroactive information also that's cool.

So this isn't this is just saying yeah we're good with we're we support you going to check check it out and then once we narrow it down we can you know have that company come and do a presentation or you know we'll start here kind of get your recommendation or approval of whatever we so choose and then it'll go actually I don't think it'll have to go to council depending on the the cost but we'll come back after we after we learn more all right yeah or make motion to approve the staff request research and identify advanced data solutions track you know the visitation and economic impact for broken arrow second dean yes Yardy yes Bowie yes Ford yes muscrat yes lop yes Schneider yes Swanson yes okay now we're gonna do age two six dash three nine three consideration discussion of possible approval and appointments for four visit broken arrow board members to serve on the marketing RFP review so at last meeting um you all approved the posting of the RFP for our marketing services we've already had tons of interest so we don't know what we're gonna get back they're due back the 30th and then at that time um we would like a review committee um which

Now we're going to do age 26-393.

Consideration, discussion of possible approval and appointments for four visit broken arrow board members to serve on the marketing RFP review.

So at last meeting, um, you all approved the posting of the RFP for our marketing services.

We've already had tons of interest, so we don't know what we're gonna get back.

Um they're due back the 30th, and then at that time um we would like a review committee um which would include the four of you and then Aaron and I and the economic development director um to sit down and kind of do a review and narrow narrow down the options.

And so I just put on here it's approximately two hours of in-person meeting time, and then you know, if we need to meet again, but I don't think it'll be a huge process um depending on how many we get, but um we'll have sort of a um matrix voting system and just kind of go through um and so yeah, just asking for four of you to serve on that, and we can make the meeting dependent on everybody's schedule.

So we just volunteering, yeah.

You guys decide who serves I mean I'd be more than happy to be on it.

That's my background.

I'll do it.

I'll do it.

Okay, got your four then, everything.

Brian, sign Sarah, Sarah.

Okay.

Do we need to vote on that?

I think we need to vote on that.

Oh, I'll make a motion to nominate Ben, Brian, Sarah, and Sonya for the committee of our marketing second.

Actually, okay Dean?

Yes.

Yardie?

Yes.

Bowie?

Yes.

Ford, yes.

Muskrat?

Yes.

Schneider, yes, Swanson.

Yes.

All right.

Uh action item five, board members opportunity to address the visit broken era on general topics related to the city's businesses or services.

Um, I just want to be on the record that I love the chamber.

I'm just trying to be more like consistent, you know, with all of our people.

I don't want to think and I don't love the chamber.

I do.

But I mean, you know, just to bring that consistency to everyone that comes to us.

So I no, I appreciate that.

Okay.

Yeah.

Just we got you.

Okay.

Thank you.

Do love the chamber.

I'm glad you said that.

I volunteer for that.

I do.

I volunteer for that.

Spend so many hours.

Okay.

Just make that clear.

All right.

Anyone else?

Do you have a B on there?

Just one more time.

No.

All right.

Action item six.

Tourism director report including updates on the following.

A 26-502.

Uh presentation discussion on tourism managers report.

Kind of.

Okay, so this is this sheet if you all have it in front of you.

I'll just I'll be quick, but um, I'll just note that the unencumbered grant funding that we have for the rest of this fiscal year, which ends June 30th, is 13,125 because it I I have 12 on the case.

Can you hang out for just a second, Michaela?

If you guys click on that little um oh yeah, if click that on, and then it'll go to her report and I'll give you all of her details.

We're clicking one on.

Okay, so if you can click on this, if you click on um if you open the report, click on the number it's safe and then here you click on tourism manager report march and then it comes up as a download.

Yeah, then you'll get all the detail.

Did everybody get the email with this packet on it by the way?

Because I was afraid it was too big.

You all got it?

Okay, I didn't get any returns, so okay.

So the unencumbered, I had 12,125, but that was when I thought we were going to approve the taekwondo.

So we have 13,125 now that's unencumbered to get us through the rest of the year.

And I think we have is that including the extra 15 over the 40.

That is for the extra 15 is next next fiscal year.

That's right.

Not this year.

Um we have one that we may or may not get an application for.

Um so anyway, we're that we'll be pretty close this year on um spending all of our dollars, so that's good.

And then the remaining unencumbered film incentive funding is 11,628.

Um I will say the if you guys remember the last uh film that we approved was Live Like That.

Is that they're the ones that oh fly over.

Live like that was the second one that we approved.

They've taken a very long time to come back and request their funding.

I've actually had to ask I had to warn them like we're getting close to the fiscal year.

Um so we need so they're gonna be here at the next meeting.

Um I'm also um well I'll talk about that next meeting.

I'm gonna probably make some changes to the rebate that just says you need to come come back sooner within 90 days or whatever, because it's been a while.

And then what that does is it encumbers the money all you know, and because they may I don't think they're gonna get back their full amount they asked for, so then we'll just have money that it's just better if they come back as soon as possible.

So we can wrap it up.

Um so we're expecting them to come back, but we do have 11,000 left just to if there's anything last minute that comes through.

Um March tax collections were down just a little bit this year versus last year, um, but fiscal year to date were still up overall.

Um and then um otherwise those you can see the upcoming events we have.

We have another quarterly hotel years meeting.

You all are invited to come to those if you ever want to.

Um this year or this uh month, we're gonna have it at BA Lane's, which we Aaron and I visited them last week, and we were amazed at the number of tournaments and hundreds and thousands of people that they bring in for tournaments that I just had no idea.

So we're excited to talk to the talk to them and and share with the hotel years.

So can we go back to um you all attended the BA day at the Capitol?

I signed up to do that, and I was gonna have launch there, but that was the same day as our bond vote.

Yes, like there was the film day.

Yes, there was no way I could have done both of those.

But it looked very successful.

Yeah, the film so this was so we did the BA day, the chamber day at the Capitol, and then Aaron and I went and we had a booth at the film day at the Capitol, and that was I've never seen the Capitol Retunda area that full before.

It was so packed.

Um sometimes like tourism day, for example, um, it's just a bunch of tourism departments, like, hey, just talking to each other.

But this one had, I mean, they had vendors and they we were Aaron and I, people were coming to us to talk about our incentive and our um film festival all day.

Like we it was so loud, we were we left feeling like we just left a concert.

It was like it was a great day.

So we were glad that we had a booth there.

And we were even back kind of in tucked in a corner, and it was just it was a good day.

So well, it looks like uh they've also appropriated more money for sitcoms today that it looks like it passed the house.

So good for several million dollars.

So we got some sitcoms because that's over and over money.

So perfect.

Um yeah, so those are and then you guys see the upcoming events.

Um we know that we're beyond the bond.

Uh gonna look at hotel motel tax.

Um I believe that we will, we haven't had that conversation yet.

Um, but that's kind of what we were you know just waiting to have be done before we brought it up.

So I was curious since the number eight didn't pass, kind of what the pivot plan was.

Yeah.

I know there's discussions, um, but it's still very fresh, so I'm sure it'll be a couple a couple months before we start talking about that, but yeah, I'm sure it'll come up.

Did Tulsas pass her because they raised their hotel motel tax, right?

Or has it their votes in August?

Oh, okay.

Um maybe we'll wait to see.

Wait and see how is that too far out?

I gotta say maybe we should wait to see how they're already higher than we are.

I think so.

Tulsa's is five plus three percent in their TID area, so eight um if they're downtown.

And they're gonna raise they're trying to raise it to nine point seven five, I think.

Yeah.

But they don't get all of their yeah, theirs is split up a lot differently than ours.

They a lot of it goes to um like theirs goes to maintain the RVS convention center and things like that.

Theirs is very split up.

But um, I've been watching other votes.

So Norman was Norman, right?

Norman just raised theirs at 10.

Ours is four.

Um Norman raised theirs to ten, and just a few years ago they had raised it to eight in 2023.

So they did two raises right in a row.

And then you it was UConn.

Yes.

UConn had a vote and it failed.

So we're kind of watching just messaging and just kind of seeing what works.

It's definitely different in a college town, though.

Like Yukon would be more like Broken Arrow, I think.

Yeah.

Yeah.

And so we're just watching like how people message it.

Um that makes a huge difference and why and just what makes something fail or fail or pass.

Um I personally like how Tulsa's been wording theirs is it's a hotel guest tax.

To me, you can't get any more clear than that.

It's not citizen tax, but a hotel guest tax.

And some cities, if you live there and you book it for your guests, then you don't have to pay as high of as a sales tax, which or a hotel tax, which I thought was that was kind of interesting.

Residence, it's less.

So one thing to keep in mind, I'm just kind of playing devil's advocate in a little bit, um, is that you have to be careful because like the companies, like Quick Trip, who brings in all these travelers to Tulsa, they're paying that.

You know, so to say it's not a citizen tax is true if you're you know, unless you're booking a staycation.

But there is impact on local business.

Yeah.

That's a good point.

So that'll probably a whole nother committee.

Right.

Okay.

Make a motion to adjust.

Dean?

Yes.

Yardy?

Yes.

Bowie?

Yes.

Ford?

Yes.

Muskrat?

Yes.

Lop?

Yes.

Schneider.

Yes.

Swanson.

Yes.

Thanks for our popcorn.

We gave we gave that out at the uh capital.

I think probably the ca capital maintenance people were very mad at us because I think there was popcorn all over the floors.

But it was a very popular item.

I love it.