Visit Broken Arrow Board Meeting - April 22, 2026

Note: The raw transcript indicates the call to order was for April 14th, but the provided meeting date is April 22, 2026. All times and dates below follow the provided date.

The Visit Broken Arrow board convened to consider several funding requests, update hotel rebate guidelines, and discuss strategic initiatives including data solutions and marketing. The meeting included presentations from event organizers, staff reports, and votes on multiple items.

Consent Calendar

• Approval of Meeting Minutes (March 10, 2026): Approved with board members Ford and Muskrat abstaining as they were not present at the previous meeting.
• Withdrawal of Item E (26-490): Unanimously approved to strike the item after the applicant withdrew due to low registrations.

Public Comments & Testimony

• Rooster Days Festival (Tiffany Shepherd, Chamber of Commerce): Shepherd presented information on the 95th annual Rooster Days Festival (May 14–17, 2026). She noted consistent carnival vendor, strong vendor applications, and no major changes. Board member Lisa raised questions about funding source (tourism vs. city money) and future support, indicating the board may restructure contributions to a cash-or-services model. Shepherd expressed that losing the $20,000 sponsorship would significantly impact the Chamber's budget, though the event would continue. Several board members emphasized the festival's importance and expressed support for continuing funding, but wanted more intentional budgeting.
• Senior Softball USA Oklahoma Championship (Donna, via teleconference): Donna requested a $3,500 flat hotel rebate for a tournament expected to bring about 40 teams to Broken Arrow. She highlighted that players would stay overnight and spend locally. The funding would help cover umpire travel and ballpark costs.

Discussion Items

• Rooster Days Festival Notification (Item B 26-451): This item was a notification of a previously signed contract between the city manager and Chamber for $20,000 in advertising, promotion, and marketing. Board member Lisa requested the item be pulled because it used tourism money, which she argued should come before the board. She noted the board is restructuring how it allocates funds and may shift to either cash or city services in the future. Staff confirmed the event could qualify for a $7,500 community event grant, but the board could approve more. The discussion was informational; no vote was taken on the notification itself.
• National Grange 160th Annual Convention Hotel Rebate (Item C 26-460): Tabled from last month, the item was revisited after a budget meeting where staff secured an additional $55,000 in reserve funds for next year's budget to cover this and future rebates. The $40,000 rebate was approved (unanimous vote). Board member Ben expressed concern about the economic impact of the event, but others noted the board is working to attract larger events.
• Update to Hotel Rebate Guidelines (Item F 26-503): The board discussed raising the rebate from $500 per 12 room nights to $500 per 20 room nights, and imposing a cap of $20,000 (amounts above requiring board approval). The change was intended to stretch the budget as interest in events increases. The motion passed unanimously.
• Research Advanced Data Solutions (Item G 26-464): Staff requested approval to research software that uses credit card data to track actual visitor spending (economic impact), complementing existing attendance data (Placer). The estimated cost is $30,000–$50,000 annually, with potential cost-sharing with the Chamber. The board unanimously approved the staff request.
• Appointments to Marketing RFP Review Committee (Item H 26-393): Four board members (Ben, Brian, Sarah, Sonya) were appointed to a committee to review responses to a marketing services RFP. The committee will also include staff. Approved unanimously.
• Tourism Director Report (Item 6): The director reported unencumbered grant funding of $13,125 for the remainder of FY2025-26, and film incentive funding remaining of $11,628. March tax collections were slightly down year-over-year but fiscal year-to-date is up. Upcoming events include a quarterly hoteliers meeting at BA Lanes. The director also discussed the failed bond vote (Proposition 8) and the potential for a hotel-motel tax increase, noting comparisons to Tulsa, Norman, and Yukon. The board took no action on the tax issue.

Key Outcomes

• Approved: Meeting minutes, Grange hotel rebate ($40,000), Senior Softball hotel rebate ($3,500), withdrawal of Item E, hotel rebate guideline changes (to $500/20 room nights, $20,000 cap), staff research into data solutions, and appointment of four board members to the marketing RFP review committee.
• No Vote Taken: Rooster Days notification (informational only).
• Discussed but No Action: Future funding for Rooster Days, hotel-motel tax increase strategy, and film rebate timeline adjustments.
• Next Steps: Staff will research data solution vendors and return with recommendations. The marketing RFP review committee will meet to evaluate proposals. The board will revisit Rooster Days funding in July or August 2026. Film applicant Live Like That will appear at the next meeting to finalize rebate.