Visit Broken Arrow Board Meeting - October 13, 2026

The Visit Broken Arrow Board met on October 13, 2026, at 3:30 PM in the City Hall Council Chamber. The meeting included the administration of the oath of office to three new members, election of board leadership, approval of routine items, discussion of a hotel rebate request, and updates from the Tourism Director. All votes were unanimous.

Oath of Office

• Three new board members – Ravi, Brad, and Tammy – were sworn in using both the oath of office and a loyalty oath as required by Oklahoma law. They will sign and notarize their oaths after the meeting.

Election of Chairman and Vice Chairman

• Brian Dean was nominated and unanimously elected as Chairman for a term expiring September 30, 2027.
• Trevor Swanson was nominated and unanimously elected as Vice Chairman for the same term.

Consent Calendar

• Meeting Minutes: The minutes from the September 8, 2026 Visit Broken Arrow meeting were approved unanimously.
• 2027 Meeting Dates: The proposed meeting dates for calendar year 2027 (second Tuesday of each month, except July 20) were approved unanimously. These dates will also be forwarded to the City Council for final approval.
• November Meeting Reschedule: The November board meeting was rescheduled from November 10 to November 3, 2026, due to scheduling conflicts (Veterans Day week and a City Council meeting). Approved unanimously.

Discussion Items

• American Junior Golf Association Hotel Rebate (Item 26-1622): Staff recommended an amount not to exceed $4,000 for the AJGA Junior at Indian Springs event. The original estimate was $15,000, but only 85 of an anticipated 96 room nights could be verified; many participants stayed in Bixby hotels. The tournament drew golfers from 50 states and 58 foreign countries. The board discussed challenges in tracking room stays and verifying eligibility for rebates, including the use of third-party bookings and loyalty points. Members expressed a desire to improve the verification process for future events. The rebate was approved unanimously.
• Board Members' Comments: Board members discussed broader issues with hotel rebate verification, suggesting possible improvements such as requiring stamped receipts from hotels, clearer upfront communication, and ensuring rooming lists are provided. Staff acknowledged the complexity and noted that the issue would be addressed at future hoteliers meetings.

Tourism Director Report

• Expenses and Sponsorships: The Tourism Director reported a $750 sponsorship of the Oklahoma Motion Picture Alliance event. Airport displays were renewed, adding a second ad on the opposite side after a long waitlist.
• Events: Broken Arrow hosted the Film Friendly Forum on October 1 at the Broken Arrow PAC and Hilton Garden Inn, with about 75 attendees from across the state. The subsequent film festival at the Warren Theater received positive feedback; a post-event summary will be presented later.
• Upcoming Events: Safety Spectacular (October 31), Veterans Day Parade (November 7), Christmas kickoff (November 12). The Tourism Director and another staff member will attend a conference in California October 25–28.
• Marketing: Sparkloft, the third-party marketing agency, will visit in person on November 12–13. Board members were invited to meet them.
• Occupancy and Tax Receipts: August 2026 hotel occupancy was 58.4% (down from 60.4% in August 2025). Tax receipts for August were down 10% year-over-year, but July was up 11%. A monthly Dardico report on visitor spending and market trends was shared.
• Uber Program Update: The free Uber program was changed from unlimited rides to four trips per month to address abuse. The change started two to three weeks prior; early feedback indicates minor user issues. The program continues to be a competitive advantage for attracting conferences.

Key Outcomes

• All votes were unanimous on the following: election of Chairman and Vice Chairman; approval of September minutes; approval of $4,000 AJGA rebate; approval of 2027 meeting dates; rescheduling November meeting to November 3, 2026.
• The board directed staff to explore improved verification methods for hotel rebate requests and to discuss at the next hoteliers meeting.
• The meeting adjourned at an unspecified time.