This facility is ADA accessible. If you need special accommodation please contact the City Recorder Jennifer Nelson at 503.852.7575x111 or

jnelson@ci.carlton.or.us at least 24 hours prior to this meeting.

CITY OF CARLTON VISIT CARLTON TOURISM COMMITTEE AGENDA WEDNESDAY, SEPTEMBER 6, 2017, 3:00 P.M. CITY HALL, 191 EAST MAIN STREET, CARLTON

The Mission of the City of Carlton is to safeguard and enhance the vitality and livability of the community by providing essential services with professionalism and integrity.

Tourism Committee Mission Statement The purpose of the Carlton Tourism Committee is to assist the Carlton City Council with the disbursal of Transient

Room Tax funds for the express purpose of promoting tourism to Carlton. The Committee is authorized to propose tourism, advertising programs, evaluate regional tourism related partnerships and evaluate

tourism funding related proposals brought by third parties such as business associations, individual business owners or Carlton residents.

1. Call To Order – Roll Call Pages

1) Changes to the Agenda 1 – 2

2. Agenda Items

1) Approval of Minutes – August 2, 2017 3 – 4

2) Tourism Fund Financial Report 5

3) Visit Carlton Social Media Campaign – Brian Richardson, Vinbound Marketing 7 – 11

4) 2017 Northwest Food & Wine Festival – Chris Finks, FCS Inc. --

5) Fall/Winter Promotional Campaigns – General Discussion & Updates --

6) Tourism Committee Vacancy 13 – 15

3. October 4, 2017 Agenda Items

4. Adjournment

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City of Carlton, 191 E. Main Street, Carlton, Oregon 97111

Phone: 503.852.7575 Fax: 503.852.7761

MEMORANDUM To: The Members of Visit Carlton From: Chad Olsen, City Manager Subject: Agenda Topics Date: August 31, 2017

1. Approval of Minutes – August 2, 2017

A draft copy of the August 2 regular meeting minutes is attached for review and approval.

2. Tourism Fund Financial Report Review the Tourism Fund’s monthly financial reports through August 2017.

3. Visit Carlton Social Media Campaign – Brian Richardson, Vinbound Marketing This agenda item provides time for a monthly report and updates on the social media program.

4. 2017 Northwest Food & Wine Festival Chris Finks may be attending to start planning Carlton’s participation in this year’s event on November 11, 2017 at the Oregon Convention Center. The invoice was paid for Visit Carlton’s $5,000 sponsorship fee.

5. Fall/Winter Promotional Campaigns – General Discussion & Updates These items are included on the agenda for the Committee to discuss marketing activities, plans, opportunities, and updates for events or campaigns planned during the upcoming seasons to promote tourism in Carlton. Promotion updates and events to be discussed:

• Travel Oregon Small Grant Application • Welcome Banner for Visitors • Rack-card/Brochure with Map Project • Walking Historical Tour Project • Halloween Events (scarecrow and pumpkin carving contests, parade, & downtown Trick-or-Treating) • Christmas in Carlton

6. Tourism Committee Vacancy

The vacancy left by Brian Rake’s resignation was first advertised on the City’s website and Nextdoor on August 3. Advertisements were also published in the News-Register on August 8, 18, and 22. Interested parties were asked to submit an application by Friday, August 25 for a first review on August 28. The position is open until filled. One application was received from Christine Andrus which was forwarded to the Mayor for review. After the applications are reviewed, the appointment will be considered at the September 19, 2017 City Council meeting.

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CityofCarlton–VisitCarltonTourismCommitteeMinutes–August2,2017 Page1of2

Visit Carlton Tourism Committee Minutes 

AUGUST 2, 2017, 3:00 PM City Hall, 191 East Main Street 

1. CALL MEETING TO ORDER & ROLL CALL Acting Chair Kathy Rich called the meeting to order at 3:01 PM. No changes were made to the agenda.  Members Present:   Kathy Rich, Vice‐Chair  Kathie Oriet, Mayor  Shirley Ward‐Mullen, City Councilor   Julie Rabung  Roselyn Mostafa (3:10 PM)      Members Absent:  Carrie Simonson (excused)  VACANT, Chair  Staff Present:   Jennifer Nelson, City Recorder    Others Present:  Brian Richardson (Vinbound Marketing) and Pat Swanick (Carlton Business Association)  2. AGENDA ITEMS 

1) Election of Officers – Chair & Secretary              3:01 PM  

MOTION:   Oriet/Ward‐Mullen  to appoint Kathy Rich as  the Visit Carlton Tourism Committee Chair. Motion carried (4 Yes/0 No/2 Absent [Mostafa, Simonson]/0 Abstain/1 Vacant). 

 

MOTION:    Rich/Ward‐Mullen  to  appoint  Kathie Oriet  as  the  Visit  Carlton  Tourism  Committee  Vice‐Chair. Motion carried (4 Yes/0 No/2 Absent [Mostafa, Simonson]/0 Abstain/1 Vacant). 

 

MOTION:    Rich/Oriet  to  appoint  Julie  Rabung  as  the  Visit  Carlton  Tourism  Committee  Secretary. Motion carried (4 Yes/0 No/2 Absent [Mostafa, Simonson]/0 Abstain/1 Vacant). 

 2) Approval of Minutes – June 7, 2017                3:05 PM 

 

MOTION:    Oriet/Rich  to  approve  the  Visit  Carlton  Tourism  Committee  minutes  from  June  7,  2017,  as submitted. Motion carried (4 Yes/0 No/2 Absent [Mostafa, Simonson]/0 Abstain/1 Vacant). 

 3) Tourism Fund Financial Reports                3:06 PM   

The  committee  reviewed  the  financial  reports  and  asked  questions  regarding  the  beginning  resources available figures and actual expenses.  

4) Visit Carlton Social Media Campaign – Brian Richardson, Vinbound Marketing    3:23 PM Brian Richardson presented the social media reports from June and July since the July meeting was canceled (see agenda packet for full report). The grain elevator demolition was the top performing post and the always increasing  number  of  followers  went  from  4,626  to  5,001.  Richardson  has  been  using  mostly  original photography.  

5) 2017 Northwest Food & Wine Festival              3:29 PM Rich  reported  Chris  Finks will  be  in  Carlton  on  Friday  to  visit with  interested  participants  and will  attend September meeting to provide an update.  

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CityofCarlton–VisitCarltonTourismCommitteeMinutes–August2,2017 Page2of2

6) 2017 Travel Oregon Grant Application              3:30 PM Rich suggested the committee discuss submitting a grant application  for up to $10,000 before  the August 9 deadline and come up with a project the award can be used towards such as rack cards with a visitor’s map, developing a way‐finder application, or other promotions.   

7) Community Grant Program Request – Pat Swanick, Carlton Crush (CBA)      3:12 PM Pat Swanick presented a request from the Carlton Business Association (CBA) for a tourism fund community grant to assist with marketing expenses for the annual Carlton Crush Harvest Festival on September 9, 2017. The  event  will  be  held  in  the  Lower Wennerberg  Park  this  year  and  is  estimated  to  attract  over  1,000 attendees. There are several family‐friendly events as well as local wine tasting. With the location change, the CBA wishes to expand their marketing efforts in order to not lose interest or attendees. In prior years, lodging accommodations around  town have been booked during  the event weekend. Proceeds  from previous years have gone to  local charitable organizations such as the Skate Park project, school athletic program, and the food bank. The CBA has requested and received grant funds on a reimbursement basis towards marketing for this event in the past. Swanick left the meeting so the committee could discuss the request.  Discussions  followed about  the benefits  to  the  community and  the people brought  to  town  for  this event. Suggestions  were  made  about  having  the  CBA  come  up  with  a  better  process  to  count  attendees  and determine where they are coming from. The committee was  in support of granting assistance for marketing efforts if it includes getting people to stay overnight.  

MOTION:   Oriet/Mostafa to approve a reimbursement grant award, not to exceed $1,500,  from the City of Carlton Tourism Fund to assist the Carlton Business Association with marketing efforts for their Carlton Crush Harvest Festival. Motion carried (5 Yes/0 No/1 Absent [Simonson]/0 Abstain/1 Vacant). 

 8) Summer/Fall/Winter Promotional Campaigns – General Discussion & Updates    3:41 PM 

Discussions followed about producing a welcome banner to put up for visitors coming to town for local events. Oriet said she would follow‐up with the police chief on the latest regulations from ODOT. The helicopter event for  the  solar  eclipse  is  not  happening.  The  CBA  is  collaborating with  a  committee  regarding  Christmas  in Carlton with hopes to connect after Crush. Incentives for Halloween promotions such as the scarecrow contest were also discussed.  3. SEPTEMBER 6, 2017 AGENDA ITEMS  4. ADJOURNMENT The meeting adjourned at 3:51 PM.  

APPROVED by the Visit Carlton Tourism Committee on this 6th day of September, 2017.  ATTEST:   ____________________________________     ____________________________________ 

Jennifer L. Nelson, City Recorder        Kathy Rich, Chair 

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FY18 Budget Current Month YTD Actuals

FY18 Beginning Resources Available 13,925 17,485

FY18 TRT Revenue 23,240 0 6,014

Interest 200 37 37

Total Revenue 23,440 6,051

Total Resources (Revenue + Beginning Resources) 37,365 $23,536

FY18 Tourism Expenses

Invoice Period Invoice Amount

7/12/2017 Vinbound Marketing 750

7/12/2017 CC Facebook Advertising 200

7/26/2017 Carlton Community Foundation 80

7/26/2017 NW Food and Wine Festival 5,000

8/9/2017 Vinbound Marketing 700

8/16/2017 CC Facebook Advertising 200

Year to Date Expenses $6,930

Fiscal Year 2018 ‐ August 2017 Financial Report

City of Carlton ‐ Tourism Committee

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Visit Carlton Social Media & Website Report

Prepared by: Brian Richardson, Vinbound Marketing August 2017

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FACEBOOK POSTS - AUGUST

There were 19 posts in the month of August, with topics including Carlton Bakery, accommodations on the website, the eclipse, Music for Hope, Ken Wright cellars concert, Republic of Jam, Italy in the Valley at

Cana’s Feast, Carlton Crush, tasting room profiles on the website, and Carlton honey.

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TOP PERFORMING FACEBOOK POSTS - AUGUST

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INSTAGRAM

9 Images Posted in August Total growth of followers from 551 to 584

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WEBSITE

Highlights1491 Sessions among 1258 users

Average 6.47 Pages/Session9642 Total Pages Viewed

2 to 3 times the traffic over last year

Sources of TrafficGoogle Search: 1185

Direct: 200Social: 70

Referral: 36 (traveloregon.com,italyinthevalley.com,oregonwinecountry.org)

Top Individual PagesTasting Rooms: 1554 Views

Home: 1486 ViewsAccommodations: 1062 Views

Events: 798 ViewsRestaurants:796 Views

Top Business PagesThe Winery Lofts (276 Views)

Abbey Road Farm Silo Suites (206 Views)Mayla Thai Food To Go (168 Views)

Barrel 47 (118 Views)Farmers Plate & Pantry (102 Views)

Carlton Winemakers Studio (98 views)Ken Wright Cellars (98 Views)

Carlton Cottage (94 views)Barking Frog Winery (90 views)

Carlton Gates (88 views)The Horse Radish (88 views)

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The City of Carlton is an Equal Opportunity Provider The City of Carlton employment decisions are made without regard to race, color, gender, national origin, religion, marital status, age, prior industrial injury, mental or 

physical disabilities unrelated to job performance, veterans, or any other status protected by federal, state or local laws.  

191 E. Main St.  Phone (503) 852‐7575 Carlton, OR  97111   FAX    (503) 852‐7761 

CITY MANAGER’S OFFICE 

PRESS RELEASE DATE: August 4, 2017  COMMITTEE VACANCY 

VISIT CARLTON TOURISM COMMITTEE MEMBER (Volunteer)  

The City of Carlton is currently seeking applicants to fill one (1) vacancy on the Visit Carlton Tourism Committee with a term expiring on June 30, 2020. 

The purpose of the Visit Carlton Tourism Committee is to assist the Carlton City Council with the disbursal of Transient Room Tax (TRT) funds for the express purpose of promoting tourism to Carlton. The Committee is authorized to propose tourism,  advertising  programs,  evaluate  regional  tourism  related  partnerships  and  evaluate  tourism  funding  related proposals brought by third parties such as business associations, individual business owners or Carlton residents. 

The Visit Carlton Tourism Committee consists of the Mayor of the City of Carlton and not less than five members appointed by the City Council. The committee shall include one additional member of the City Council and not less than four at‐large members. At large members shall be generally representative of the tourism and hospitality interests represented in the community (i.e. lodging, wineries, restaurants, retail, etc). Preference will be given to applicants that represent lodging businesses or the interests of lowest representation by the current membership.  

The position is a volunteer and the appointment will become effective immediately upon Council approval of the Mayor’s selection.  Meetings are held the first Wednesday of each month at 3:00 PM at the Carlton City Hall, Council Chambers, 191 East Main Street, Carlton, Oregon. 

If you are interested in the Visit Carlton Tourism Committee position, you may download the City of Carlton Application for Boards/Commissions from the city’s website www.ci.carlton.or.us/jobs or pick up an application at Carlton City Hall. 

Please mail, email, fax or drop off your application to:    Jennifer Nelson, CMC City Recorder 191 E. Main Street, Carlton, OR 97111 Fax: (503) 852‐7761 jnelson@ci.carlton.or.us  

To be considered during the first review of applications, please submit on or before: 

August 25, 2017 by 4:00 PM Applications will be accepted until the position is filled.

IMPORTANT DATES:    First review of applications    August 28, 2017 Committee interviews   September 6, 2017 (if more than one application received) Appointments approved by City Council  September 19, 2017 

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Application for Boards/Commission

Contact Information

Name:

Street Address:

Mailing Address:

City/state/Zip Code:

Home Phone:

Work Phone:

E-Mail Address:

Background

Years of Residence in Carlton:

Place of Employment:

Occupation:

Educational Background:

Prior Ovic Activities:

Boards/Commissions of Interest

Please check which Boards/Commission your requesting to serve on:

D City Council ~ Visit Carlton Tourism Committee

D Budget Committee D Ad-hoc Advisory Committee

D Planning Commission

Last Update: 2/1312017

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Special Skills or Qualifications

Summarize any special training, skills or experience you may have pertinent to the Board/Commission to which you are applying.

' ~ ~ ~ ~mLll {,(JI~ OW'l'l2 / a,fJ.I ~ ~ I~ 0ll S{YlPCS o/ ~r $1~ )(JO\ . vi Cl!'f'v c'L--\ea:f'YV f-4-01-'V- (J.,-((} e~\~ iV1~"7 OV\ ~ ~~L. J_ h.u e. IM'\ Oft' n.uk--JW ().! r 1':\,""'.:l c ~1'--<Ued c:.reAA ";) b1,;;wiJ I c&J. ~

Motivation

Discuss your motivation for serving on this Board/Commission.

Special Notice Please be advised that members of the City Council and Planning Commission are required to file an annual Statement of Economic Interest with the State of Oregon. A sample reporting form is available from cartton Oty Hall indicati tti type of information you will be required to disclose if you are appointed.

Agreement and Signature

By submitting this application, I affirm that the facts set fo m it are true and complete. I understand that if I am accepted as a volunteer, any false statements, omissions, or other misrepresentations made by me on this application may result in my immediate dismissal.

Name (printed)

Signature

Date

Our Policy

It is the policy of the City of canton to provide equal opportunities without regard to race, color, religion, national origin, gender, sexual preference, age, or disability. The City of cartton accepts applications from potential board/commission members throughout the year and will hold applications until vacancies exist on specific boards/commissions.

Thank you for completing this application form and for your interest in volunteering with us.

Last Update: 2/1312017

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