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9/30/2026 - Lodging Tax Advisory Committee Regular Meeting — Transcript

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0:10I was Yeah, it's videotaped.
0:13>> Okay, if there's no action, it's just
0:16Yeah. Okay, we'll go ahead and get
0:17started. Thank you for arranging our
0:21ELAC meeting. So, I will hand it off to
0:24So, the first thing that Jeff, well, I'm
0:27sorry, take a quick roll call. We have
0:30Tom Deanley
0:31>> here.
0:32>> I'm here. Sarah Foster, Monica,
0:34>> I'm here.
0:34>> Okay. And then deputy clerk Miranda
0:38>> here.
0:39>> And then we don't have Julia Hart, but
0:41maybe she'll join us later. And then we
0:44have our finance supervisor Jessica.
0:57>> Okay. I can sit here.
0:58>> Okay.
0:59>> If you don't mind sitting there.
1:00>> No. Over here.
1:02>> We're going to move all the chairs
1:03around. I think we all have chairs.
1:05>> Yes.
1:07>> Chair
1:10is the ones down the hall.
1:14>> Big grand. Yeah,
1:18>> those are nice.
1:22>> Thank you for understanding my slow pace
1:24to get here.
1:27>> And uh we will uh
1:29>> I guess maybe door
1:31>> I did as the co-chair for it or
1:34whatever.
1:35>> We did roll call as well.
1:36>> We just did it. And then as far as we
1:39got in that's as far as we got.
1:41>> See, I'm right on time there. So um so
1:45the first order of business here is we
1:46have in regards to our uh funding
1:50project check. So um I think that's with
1:55finance
1:57Katie
2:01>> finance is going to take it. All right.
2:10>> The bill don't have those.
2:12>> Okay. Do we have any kind of a general
2:15idea?
2:16>> No, not yet.
2:17>> Okay.
2:19>> You can.
2:21>> Okay. Based on
2:25you looking for revenues that are
2:27available,
2:29you only have one hotel.
2:33>> I gave you a pretty good idea.
2:35>> Okay. Where I I suspect that you will
2:37have about $100,000.
2:44Okay, we'll double check on that again.
2:46Yes, nice number. Do we have any Do we
2:49know if we have any left over from
2:52>> We do. We have um around 15
2:56>> 15.
2:57>> And that's 15 left from the total
2:59balance from
3:00>> from the total balance.
3:01>> Total balance from last year.
3:04>> We had a lot.
3:07>> Well, we well, you know, we we down.
3:11>> There was 86,000 spent
3:14in order to do even what we started
3:16with,
3:17>> but I thought we had another portion set
3:19aside. Yeah,
3:21>> that's surprised me. I thought we had a
3:24pretty good size chunk of change in
3:26quote unquote savings
3:29>> in the capital capital projects. Do you
3:33>> stop that?
3:33>> We don't do capital.
3:35>> Um,
3:36>> put it maybe in a restricted fund.
3:39should be what it is.
3:42>> It is should be in the restricted
3:43number.
3:44>> It was discussed in the the last time
3:46meeting we had an update was given to us
3:48about how much money we added like
3:50>> that would have been that would have
3:51been in April 26th of this year
3:54>> and then we had the 80 whatever the
3:57amount we decided but it but the amounts
3:59were discussed at that time and that
4:01would be seen there. So I was yes when
4:03you said there was 15 left that's why I
4:05passed by the balance.
4:07So according to our the money that we
4:10distributed in December 25 was 86,500
4:16um
4:19and then then had the amount seems like
4:22that there would have been
4:24uh
4:26what was spent because we had the
4:28adjustments from for the uh serpent
4:31cause and then for
4:34um I think the site there was the
4:37adjustment for them
4:39>> when they were minor. They were a lot
4:40>> I think together they were maybe
4:42>> I think they were
4:43>> no they were they would have been about
4:4510.
4:46>> Um here's a a breakdown of what has been
4:49um this year.
4:51>> Okay.
4:54>> Oh perfect.
4:59The biggest biggest concern I think was
5:01that I wanted to make sure to renew.
5:06>> Well, she said she
5:10>> Yeah. So, I already have a a question
5:12and a patient can remember clarification
5:15on everybody has a copy list in front of
5:18them.
5:19So what we're looking for then is what I
5:23think what what I would like to see
5:25would be what we started with the amount
5:28we started with for last year and then
5:31also then now
5:33what we will have coming in and that's
5:36pretty good estimate for what Tom said.
5:39All right so
5:42we just need to track that down and if
5:44it's in restricted terms it should be
5:45easy to get it should be.
5:46>> Yeah. Okay. Well, in that being said,
5:51um
5:51>> you have a question.
5:53>> I [clears throat]
5:54um I did um
5:58>> regarding
5:59>> I thought Okay, first of all, I guess
6:02she's going to find out the numbers. I
6:03thought the total amount we we'd set
6:05aside to spend was about 86,000. So,
6:07when she says there's 15,000 left, I'm
6:10wondering where that was coming from.
6:11We'll get those that information.
6:12>> Well, that's the information. Yeah,
6:14she'll she'll get Yeah,
6:15>> and you can you can email that
6:17information to to the to the commission
6:22>> and it's meeting
6:26because if not I can send this to you,
6:28>> please. Yes,
6:30>> Could you make [clears throat] Could you
6:31make that available to all of us, too? I
6:33can't find my copy of them because I I'm
6:35usually much better about hanging on to
6:38stuff like that, so I couldn't find mine
6:41either. Um, yeah, if you wouldn't mind
6:43doing that, Tom, that would be great.
6:47>> So, we think we think we think there's
6:4915,000. Would that have been just as a
6:52question, would that have been the money
6:54that we owed to the uh media group?
7:00>> We haven't according to this
7:02transactional, the um Sunshine Days
7:05funding hasn't come out yet. Okay, that
7:08might be why
7:10>> days just happened um
7:12>> just a couple weeks ago,
7:13>> a couple weekends ago, so that still is
7:14in 60-day window for reimbursement. And
7:18then this is also a little um convoluted
7:21because you have funding from 2025
7:24events that were paid out in 2026 like
7:26the lighted farm implement parade would
7:28have actually been awarded in 2025
7:32>> not because they have the
7:36>> so and I don't know about the Miss
7:38Sunnyside uh float materials none of u
7:41we didn't award
7:46this might also be from 20120 25. I
7:48don't know for sure, but I would know
7:49for sure on the light form implement
7:51parade. That would be from the 2025
7:53period, not the 2026 parade,
7:55>> which is coming up,
7:56>> which is coming up. So, that is an
7:57additional amount that'll be
7:59>> taken out. So, I think we need um a
8:02reconciliation by project year, not by
8:04the receipt of the transaction.
8:08>> Maybe that' be the best
8:09>> because it would be the first basically
8:11you're looking at the first three,
8:12correct? The first three transactions.
8:13Yeah.
8:14>> So, those are from
8:15>> Yeah. And then Yes.
8:16They're they're going to be contract
8:17based. So they would be calendar,
8:19>> but it's also you'll see there it's
8:20November through January. So two of the
8:22months traveled would
8:25>> one of them 25
8:28>> and we do know I I think one of the
8:31questions that I I think it's on on here
8:33in the
8:37Oh, it's further down on our agenda, but
8:40we stick to this then. Um, sir, any
8:43other questions on the funding that we
8:45need to get answers to?
8:47>> I just um I'm curious how we're going to
8:49navigate today without having an
8:51understanding of how much funds we
8:54project to exist in 2027.
8:57>> Yeah. And I do apologize for not being
8:58as prepared as they should have been.
9:02>> Um, so maybe um what we what we could do
9:07is the RFP absolutely does need to go
9:10out. The RFP doesn't have, if I recall,
9:12doesn't have a monetary amount on it.
9:13That's what we decide. No.
9:15>> So maybe we could discuss the RFP.
9:17>> I think that I think we want to make
9:18sure criteria on our RFP is is that we
9:22have agreed on in the past. Is there any
9:24changes we want to make? Um, and then we
9:27can any any changes to the money and
9:29stuff, you can email it to us. I think
9:31we can um from there we'll I think
9:35because that was my biggest concern was
9:37to make sure how much money we actually
9:39had and and there's like you said
9:41there's still so many giving back in the
9:44sunshine. So
9:45>> and and we know um that that'll be
9:48coming in at some point here.
9:50>> But this this is good this is good
9:53start. So thank you for that. Um,
9:58we haven't had a chance to really look
10:00over the RFP. Um, does anybody have any,
10:04well, those of you who are on the
10:05commission last year, were there
10:07anything that you wanted to see changed
10:10going forward? Um, I have a what do I
10:15have here? What I have here is from um
10:192018. So that's I know changes have been
10:22made since then on the RF basis, but is
10:25there anything that you guys had from
10:28last year that you want to consider for
10:30going forward?
10:32>> Um, real quick, would were there any
10:34changes made from this 2027 one or sorry
10:38for this 2027 one or did you just copy
10:40and paste and update the date?
10:42>> Yeah, it's a copy and paste. The only
10:44thing Yeah, I've changed the dates. The
10:46only thing I changed just before I
10:49attempted this is proposal. So that'll
10:52make sure it goes to the clerk.
10:55And then
10:57under project management, the first
10:59sentence said administrative services
11:02office and that is does not exist here.
11:05So I just wanted to really clear about
11:07those.
11:08>> So making sure that it does go to the
11:10sequencing.
11:12I'm really wondering, you know, given to
11:14the time constraint because we've we've
11:17dealt with this RFP, you know, this for
11:20a while and we've all talked about we
11:21need changes, but if we go through any
11:23changes right now, I think it puts a
11:25burden on us. Um, I think maybe just for
11:29the sake of and they've got their urine
11:30to boot, they've got the other things to
11:31boot to to boot to do. Um, I think we
11:35all agreed. I know there's some things
11:37that I want to change, but maybe
11:39>> maybe can maybe we just
11:42>> go with it now. Yeah.
11:43>> Make note of those so that we can be
11:45studying on for future reference.
11:47>> Exactly. And maybe we when we um award
11:49the amounts, that's when we set a date
11:51to Okay, we've got all that done. We got
11:53the RP. We've decided who's going to get
11:55what and then we schedule meeting right
11:57then and there to talk about them going
12:00forward. That that would be that would
12:01be my preference to be able to what I'm
12:05asking the members who have been on the
12:06commission in the past. You had as you
12:09said you had different things to I know
12:11Mr. Tom here has had things in the past
12:14that he has had questions about as far
12:16as um different changes for for purposes
12:20of clarification on the RFP. So if there
12:23are anything if you have anything like
12:25that let's get it on paper and then that
12:28way we can maybe you know begin to look
12:31at we won't be changing it this year is
12:33I think is what the consensus is that
12:36not the consensus
12:37>> the only and this is more for the life
12:40from implement because we talked about
12:41this at length last year is there's only
12:44a there's a shorter window for
12:46reimbursement because the event happens
12:48early December and you have to do it by
12:50the year end no exceptions. kind of
12:53thing. But then you can see here that
12:54the
12:55>> funds were still paid out in January.
12:57And so I just want to make sure that all
13:00the other groups get about 60 days if
13:02that um
13:05>> was within 30.
13:05>> Yeah. And I don't know though if the if
13:08that worked out okay there was the first
13:10year we put in this really string of
13:12time.
13:13>> Yeah. Okay. So here real quick I think
13:15that if what what do we do as far as at
13:19the end of the year when because we
13:21don't reconcile
13:23December in January necessarily because
13:26we have things coming in
13:27>> there's a 13 month there's a 13th month
13:30>> 13th month okay so that gives the the uh
13:33for the lighted employment par folks um
13:36a little bit more time to re to sit in a
13:39reimbursement. Is that not right?
13:40>> Yes. So then it should be updated in
13:42here though because it says that it has
13:44to be submitted by December 31st
13:46>> where you
13:47>> Well, our 13th month is typically paid
13:48out the second week of January. So it
13:51still has to be pretty early.
13:52>> Okay. [laughter] So December 30 first is
13:54still the timeline because the parade
13:56happens the first week. So it's less
13:58than 30 days for them to reconcile.
14:01>> That's all the only comment I had.
14:04>> Is there Yeah. Is there ways for the the
14:06group to then start sending in
14:09reconciliation sooner than that?
14:11>> Yeah, maybe we can.
14:12>> Maybe that could happen.
14:13>> Well, actually, no, because based on how
14:14the reporting is, but knowing that we
14:17want to change that, I could just talk
14:19to to the parade committee and say,
14:21"Look, we just got to bite the bullet,
14:22make sure we meet the criteria, and then
14:24we're all going to have a conversation
14:26to see how we can navigate it." But
14:28>> well, we we did change it last year. So,
14:30I guess what I'm asking is, was it okay?
14:32Did you guys get everything together?
14:34Right.
14:34>> It was a little fascinating, but we I
14:36mean we did it.
14:37>> It did get done.
14:38>> It did. You know, yeah,
14:38>> we all got paid.
14:40>> Yeah, we all got paid.
14:41>> We all got paid. That's the most
14:43important part.
14:44>> There is one change that I would like to
14:46see. It's a minor change, but it's I
14:47think in our our eyes an important
14:50change. They have a sheet that asks for
14:52their budget. And
14:55>> is that the last page?
14:56>> It's page seven of this packet here.
14:59>> I would like to see their beginning
15:01balance.
15:06I think that's fair.
15:11>> Is that something we take care of?
15:13>> So, is that getting balance for the
15:15project or is that you're just wanting
15:17to know what the organization submitting
15:20has in their reserves because it's
15:23project based and so is that not a
15:25little bit of an overreach by asking
15:28organizations to share how much money
15:30they have in their bank accounts?
15:31>> I don't think so. that if an
15:33organization is well healed, they have
15:35the money to do the project without
15:37basically coming and asking and just
15:38coming and asking because the money is
15:40available. We've seen that.
15:42>> Yeah,
15:42>> that's what I was going to say. We did
15:44see in fact that's what I don't know
15:46what group it was what they applied for,
15:47but we did see that they had um was it
15:51the worst cross one? They had quite a
15:54bit of funding and so for them to ask
15:55that like [clears throat] I think I'd
15:57asked because it was there. So, is it
16:00really more so that we have a a
16:02preference to applications that have a
16:05financial need
16:06>> is what you're saying?
16:07>> Well, I think is that something that we
16:09should clarify like in the the narrative
16:12part of the application as well. So, if
16:14we're asking for demonstration of their
16:17accounts, we should also be clear that
16:19we'll give preferential treatment to
16:21organizations that have a financial
16:23>> show a real need.
16:25>> See, to me, that's the way I read it. I
16:28understood Unlike when we gave our
16:30proposal, the way we understood it was
16:32this is a sense for us to create an
16:35event where we can manage it ourselves.
16:38The city gives us funding for us to
16:41create our own success until we get
16:44there like in sponsorships or in in
16:48event booths or what have you.
16:49>> I think that that goes in the eye. I
16:51think that's how we wrote our think.
16:54That's the word. Thank you. I didn't
16:55hear that last time. The goal is to be
16:56self- sustaining.
16:57>> Exactly.
16:57>> And that's the way we brought ours to
16:59ours. And I think we can put a like
17:01maybe by our third year we hope to
17:03>> to be certainly there ought to be some.
17:05>> And we excluded some of the signature
17:07events. We excluded
17:11just big party is always
17:14>> and some of the other signature events
17:16once they were able to show that they
17:17were basically turning [clears throat]
17:20>> because a lot of them calmed down
17:22significantly.
17:24But uh it's I I think it's a good
17:28stewardship on our part to stimulate
17:32additional projects and additional logic
17:35>> demand
17:37for fun.
17:40>> Okay. Well, let's get that in um do we
17:43want to do that um this now or do we
17:46want to put that on our future future
17:48discussions?
17:50>> Right here.
17:51>> We're on page seven.
17:52>> Page seven. project time of funding
17:54request to have them right before the
17:56project budget have put beginning
17:58balance in there.
17:58>> I think though the reason I ask my
18:00questions is because if you were to ask
18:02a beginning balance for a project
18:04specific, they may put zero. They may
18:07say that they have no funds yet for the
18:08project itself.
18:09>> And and that's seems reasonable as well
18:12because maybe they haven't started
18:13fundraising yet. So they might not have
18:15anything at this point in time. So, I'm
18:17I'm being kind of nitpicky because I can
18:20I'm trying to think of how people might
18:21not get to the intent behind what you're
18:23seeking. And so, really, it's not the
18:25beginning project balance, but really
18:28the beginning organization reserves,
18:31>> however you want to word it,
18:33>> I think is what you're thinking is I I
18:36just I don't want to if somebody has
18:39$10,000 in the bank and they only need
18:41$5,000 to put on the event,
18:43>> they shouldn't come and ask us. they
18:45should take their money and continue to
18:47put on the event and let the funds which
18:50we have be available for people who are
18:52trying to start some
18:54>> that's the
18:55>> I think that and we've talked about this
18:57at various times at this in this
18:59committee about you know encouraging new
19:02events and that's been our major goal to
19:05do this incre we have our signature
19:08events today and we have those noted um
19:12and if I if I'm getting a disperate
19:15Just for [clears throat] clarification,
19:16that would be syn
19:19>> and then light implement parade.
19:21>> Yes.
19:22>> Sundays and then also didn't we did LFS
19:25become a signature event or not? I can't
19:26remember what we did.
19:28>> We just we were working on were we
19:31>> I remember I think it wasn't an eltech
19:33decision for that but that
19:35city was looking at that one.
19:37>> Take a look at my notes.
19:41>> Okay. because I think
19:43those two
19:44>> that might be a group that would be
19:45hindered uh by your proposal to
19:48demonstrate a financial need because I
19:50don't know if that the morning rotary
19:53has financial need. I mean they're very
19:56generous in the community and give a lot
19:57but I think they also have a a little
20:00more financial
20:01>> it doesn't preclude us from awarding.
20:03>> Sure.
20:04>> It's just additional information.
20:07It could be this year they want to add
20:09something and they don't quite have that
20:10amount of money and maybe that's what
20:13they're asking for something new that
20:14they want to add like what was it at
20:16Sunshine Days the the morning Rotary
20:19attempt to do a beer garden and that
20:21would have been a new project is part of
20:23what there was a new maybe they needed
20:26some extra money for advertising or um
20:29and maybe a better weather man because
20:31it rained you know dampened the whole
20:34thing. Um but yes, I think that long as
20:38we know that um that that's a
20:40possibility, right?
20:41>> Yeah, you ask a question. It's a
20:43question. But
20:45>> what's the difference between beginning
20:46balance and beginning cash?
20:50>> No difference.
20:52>> I think there what I'm trying to say
20:54though is that in um accounting
20:57principles, someone might interpret this
20:59as project based only. So, if you're
21:02asking for beginning cash for this
21:03project, it might be zero. But you might
21:06actually have $10,000 in savings
21:08because, you know, we're rotary and we
21:10have money in our bank account, but
21:12dedicated to this project, we have no
21:14money set aside for it. We're starting
21:16at zero.
21:17>> Uh, versus what I think [clears throat]
21:19we're trying to express is that we're
21:20trying getting a financial picture of
21:23their the organization's flying. I'm
21:26reading this then I think
21:29>> that makes that makes sense. Yeah, that
21:31does make sense. I think the other
21:32revenue it says all revenues including
21:34non award funds. Um so you're talking
21:38about whatever beginning cash they might
21:41have on hand and that's their reserves
21:43of it. So then elac sponsors and
21:46donations
21:48um but they also want to be able to
21:50these are estimates these are budget
21:52numbers. This is what they hope to get
21:54right. Okay.
21:56>> Beginning cash back and what they have.
21:58>> Yeah, exactly.
22:00>> Right. So,
22:01>> probably be what they have set aside for
22:03that project only.
22:07>> Okay.
22:08>> You're wanting organizational financial.
22:11>> Yeah.
22:12>> Okay.
22:13>> Well, I should say none of these
22:14organization. I think one of them is not
22:16is a for-profit organization that's come
22:19back and asked for but the rest of them
22:22are nonprofits.
22:23>> Yeah. They have they have secrets.
22:26>> Is that something that we ask somewhere?
22:27Do we just not?
22:29>> Yeah, I think it should be more along of
22:31a question like um is there a box that
22:35we could put in just saying like you
22:38know what's your status?
22:41Oh, right here is
22:44>> well and it would actually show in the
22:46required documents under um the business
22:49license and the articles of corporation
22:52>> right down there. additional items for
22:54nonprofits,
22:55>> but most of the stuff is
22:57>> and then there's additional items.
23:00>> Yeah. So it does ask
23:02>> we do ask it and also additional items
23:04for public agencies
23:07>> which would that be like the
23:10environments or
23:11>> the city itself wanted to
23:13>> the city wanted to get
23:16>> through a special art project.
23:22>> Okay. So those are maybe we just keep
23:24those as some some trigger points for
23:28future discussion on this. Do we feel
23:31like that this particular document as it
23:34is now do we feel comfortable with
23:36issuing it?
23:38>> Um
23:40no these dates on the RFP schedule are
23:42all just um a little wonky. So it says
23:452025
23:47>> outates for update.
23:48>> Oh okay. We need to
23:50>> we need to do that.
23:51>> Okay. That's one of our questions.
23:54>> That's one of our questions. When we
23:56begin to update those on page one or
23:59page,
24:02>> page two of the store.
24:04>> Okay.
24:04>> Okay. Page two. Um what I going to talk
24:06about was and I remember it on um the
24:09old ones and it's not in this um was the
24:13RFP stated I believe it was under
24:15statement qualifications like no more
24:18than eight pages. And I really think we
24:20need to if we're gonna be to make it
24:22Thank you. We need to clarify that
24:24because we did have one organization,
24:27you know, bless their heart. Um, and I
24:30don't mean that in the southern way. I
24:31mean that truth. Bless their heart. They
24:33gave us pictures of every single page of
24:37their website and along with additional
24:40pages from Facebook and they said they
24:42wanted to be very thorough. So, but that
24:45takes up our time. I want us 96. Was
24:48that sound right, Tom? It was 96 pages.
24:51>> Way the heck up there.
24:52>> It was all we asked for was was eight.
24:55So maybe under minimal qualifica under
24:58statement of qualifications because if
25:00you're having the experience that'll fit
25:02on one page,
25:03>> which page we looking?
25:04>> I'm looking at page page eight, Julian.
25:09And
25:12I think eight pages under the portracial
25:14statement qualifications would be
25:16plenty. the required documents, they're
25:18going to be their own page. I mean, it
25:19is what it is, but
25:21>> page three.
25:23>> Does it say there? I was trying to find
25:27two pages,
25:28>> but I think that's an addition to all of
25:30us
25:30>> to the RFP.
25:31>> Yeah, that's additional material
25:33this. That's right. They only had two
25:36pages of additional material, but
25:37>> So, we didn't need eight pages of
25:39photographs.
25:40>> But you could say that it's all
25:42encompassed in the RFP here in that
25:44section you're talking about. And that's
25:46what I'm saying. I think we need to put
25:49for statement of qualification. We'd
25:50really only like it's each one page.
25:52>> I think you even just do that. Just make
25:54it like one page and then you can use
25:57those two additional pages.
25:58>> Yeah, that would
26:01make everything smaller.
26:02>> No, it is because that was I remember
26:05you guys printed that out. It was thick
26:08and I'm like this is not
26:10grinder.
26:12Yeah. But two, it's I mean they're not
26:15considering our time. We're all
26:17volunteers looking at it. We're taking
26:18up your time to
26:20>> Yes.
26:21>> And I think that that's I think that
26:22that's fair to
26:24>> Well, and and to me, you know, we're not
26:26reading the RFP. Well, here's here's the
26:28thing is we that's our responsibility to
26:30read it regardless of what material or
26:32how much material they give us. It's our
26:34responsibility to review it. We may not
26:37like how much to give, but if we can set
26:40like you said suggested, we can set the
26:43number of sheets of paper that we want.
26:46>> And that's and where do you think that
26:48would
26:48>> you know to I'm going to let that be
26:51whoever would be a clerk call in the
26:53layout. So it's it's not to me it's a
26:55suggestion. So wherever you think it
26:57fits, I'm good with
26:58>> I think I think it we agreed on that.
27:01>> I think we're agreed on
27:02>> I'm going to I'm going to trust her
27:03skills. I only have opinion. you have
27:06this knowledge of where it should go.
27:08>> Okay.
27:11>> And that was that was my thing. I didn't
27:13thought about that last year.
27:16>> All right. Well, so that we got that.
27:17Well, let's just make sure that we know
27:19what dates our deadlines are because
27:21that's on page two. Shall we take a look
27:23at that?
27:28Okay. Well, let's just quickly move from
27:31page three. Okay. So, these are the ones
27:34um that were from last year. These were
27:36our dates from last year. So, we're kind
27:39of on track as far as sending out the uh
27:43RF
27:45um the RFP as far as um
27:50getting it out to the community. So,
27:55um Katie, do we have um what those dates
27:59might look like in October this year?
28:02you have your calendar there or
28:05>> um yeah the 22nd is on a Tuesday so I
28:09didn't know um
28:10>> it doesn't really matter
28:12>> well and we have enough sooner as well
28:15like these dates last year I feel got a
28:18little
28:19>> um push back
28:23it would be published on a Wednesday so
28:25we could do like the 21st 28th
28:29>> of October
28:33Is there a reason we couldn't do the 14?
28:35Because I think the sooner the better
28:37because we get that around. Okay,
28:39>> that's no problem.
28:41>> I'm sorry. What?
28:42>> So, I think we'll do the 14.
28:48>> So, we're talking about the public
28:50public advertised public.
28:53>> So, we'll do 14 and 21.
28:55>> Yep.
28:57Seems reasonable.
28:59Okay.
29:01One of those days with the city council
29:02meeting. Okay.
29:05>> And then and then publish on the
29:07website. Are we going to do that on the
29:08same day on 14?
29:09>> It would have to be the same day.
29:11>> Okay.
29:12>> And then it would probably go 30 days.
29:14>> 30 days.
29:15>> Looks like we did less than 30 days last
29:17year.
29:19>> Well, if we can do 30 days, at least
29:22we're trying to be fair about it. That
29:24would be November.
29:26Sorry,
29:28>> Oh, okay. There we go. Looking over
29:30there.
29:31>> The 11th.
29:32>> The 11th. We are closed.
29:35>> But it's just that on the website.
29:37>> Yeah, that's on the website.
29:39>> So, it looks like RFP responses are due
29:41on the same day is how we did it
29:42previously.
29:45>> Or we could just do the 12
29:49because you got veterans day.
29:55then okay so then that then we agreed to
29:58those dates
30:00okay
30:02so let's moving on to the review process
30:05um so then we start looking at them on
30:09do we want to do it on
30:11>> Friday the 13th
30:12>> Friday
30:14I know we've only had them for for a day
30:18I will be available on Friday the 13th
30:20bonus
30:20>> [laughter]
30:22>> So, so you don't want to do that, did
30:24it? Can we do it on a Let's see.
30:29>> What do What does Monday look the 16th
30:32look like for people?
30:35>> Is this a good time for us to meet this
30:37agreeable time until 2 o'clock?
30:40I recall that we've done the RFPs in the
30:44uh review in the afternoon because we
30:46allowed the submitts to come and present
30:50and so I know in the past um there's
30:52been business owners I'm happy to do it
30:55during the daytime. Yeah.
30:56>> So we're not doing it in the evening but
30:59>> I think that we would prefer to do that
31:00during the day. This is this is when we
31:03have them come and present. Do we do
31:05that at the law justice center? We've
31:08had um I think it was um someone that
31:11worked at the school. Was it
31:13>> that there was someone that worked at
31:15the school who couldn't come during
31:17business hours? They had to like put in
31:19the school.
31:20>> Well, this one's at 4:00.
31:21>> It was Yeah, it was like 4 to 7.
31:23>> Yeah, if they do 4 to 7. Is that okay?
31:26Does that sound like an okay time?
31:30>> Correct.
31:30>> On the 16th then.
31:33>> It's not a schoolboard night. So that
31:35they can't use that because they meet
31:37the next night, I believe.
31:40Okay. And then council review
31:43be taken to the council for their review
31:46of our recommendations. Then
31:49what say two weeks later?
31:53>> I think the
31:55next regular council meeting would be
31:58November 25th.
32:03So this so we must have a day in between
32:06a meeting in between after we've had the
32:09presentations by the uh applicants. We
32:14must have a time then where we uh review
32:23it.
32:23>> Yeah, we did. So after we all of the U
32:28submitts, we then have deliberation at
32:31the end of it.
32:32>> Okay. So that does that would you guys
32:34want to do it again this year?
32:36>> I'll do that. But
32:37>> but
32:38>> but I'll do that under one vision and
32:41that is once people are done talking
32:43they're done. They can sit and watch
32:45because it's a public meeting but I
32:46don't want people coming up and and
32:48convincing because it just delays
32:50things. And I don't think last year I
32:52know we've talked about this before as
32:54well as having like a time limit for the
32:56presented
32:58we had a time limit but there's people
33:00wax.
33:01>> Yeah. I'm one of those that's why you
33:03called me here right there.
33:06>> You sh
33:08Okay. Well I think if we're going to
33:10power through then we're going to be
33:12talking about you know a little bit
33:14more.
33:18>> Go ahead. The question I have on that if
33:20they're
33:22presenting I honestly didn't understand
33:24because they're basically reading what
33:26we had in front of us. So would it be
33:29would it work out better um pick your
33:32guys's brains if they were there and
33:35instead of presenting to us they would
33:37be there to address the questions
33:38because then we're using the time to
33:40present. They present then we ask
33:42questions and it's went on a lot longer
33:44than it should. If they if we have
33:46questions they'll they'll be there to
33:48ask them. Other than that, we can all
33:49read.
33:51>> Madam Mayor, a gap with a very long
33:53candle wip.
33:57They answer a question and they just
33:58keep going.
33:59>> Here's here's here's the thing that I've
34:01noticed in in public comment uh over the
34:04years being on both sides of the uh rail
34:07there. You should be able to convince me
34:11within three minutes of what your
34:13project is. If you go more than three
34:15minutes, you're merely repeating
34:17yourself. And nobody needs that. Again,
34:21we have the stuff in front of us. We
34:22have the material in front of us if we
34:24have some questions, further questions.
34:27But I think that just allowing them
34:29three minutes to make make their make
34:31their pitch and and it should be
34:34something they're asking for this money,
34:36but what is the benefit? What is the
34:38benefit to the community? Maybe that's
34:40our question to them. you know, maybe
34:42not so much how you gonna spend the
34:44money, but what's the benefit to the
34:45community? Maybe that's how we frame the
34:47questions. Um, because I, as you said,
34:50we can read the their proposal,
34:53>> but but what do we get out of it? What
34:55does the community get out of it?
34:57>> And I think they can tell us in three
34:58minutes. And so I think a time limit or
35:01presentation is I think if they, like I
35:04said, they're going to wax elegant.
35:05Let's let's chop that
35:08>> in the head, right? I'm ready to get
35:10kind of
35:12>> Well, we have we have a baby there.
35:13>> Can't you just turn off the mic?
35:16>> Some people will feel [laughter]
35:20we we can't turn off the mic and we
35:22can't get out the hook. Um, don't we
35:26that's like in vaudeville.
35:30Right. Also, Katie, don't we have a
35:33place up there where it shows how you
35:35can count down your three minutes? So,
35:37they can see that that they're given
35:39three minutes and when it's getting
35:42close, they got to, you know, we can
35:44hold a sign up. You're getting close
35:46[laughter] and uh you're done.
35:48>> And then simply the gavvel. Okay. Thank
35:51you very much for your comments and if
35:52we have more questions, we'll we'll ask
35:55them.
35:55>> And I'm wondering
35:56>> I think that's how it can be handled.
35:58>> Yeah. I'm wondering instead of having um
36:01Katie add all that um would it be okay
36:04when the meeting starts that as we're
36:06leaving the meeting will it explain you
36:07have three minutes we want these
36:09questions then she can just really get
36:10this get this out the door is that okay
36:13>> I I want it to be I want them to know
36:17>> I think so I want we do that on our on
36:19our agendas
36:20>> for council that you have three minutes
36:23we be constant that I think that if
36:25they're going to make they bring their
36:2790 pages stuff and they've got three
36:30minutes. That ought to give them a clue.
36:32[clears throat]
36:33>> I think they need to I think going into
36:35it they need to know. Yeah, that line
36:38some place
36:38>> because then
36:41there's been um
36:44uncertainty from prior years when these
36:47meetings were being held and like some
36:49people saying that they didn't know
36:50because I remember previous submissions
36:52when they said well we didn't even know
36:53this meeting was happening and so if we
36:55include it in this packet saying that we
36:57will have a a meeting on you know
37:00whatever date we just picked the 16th
37:02and you'll be expected to um attend or
37:05it's optional to attend but we would
37:07encourage you to attend and we will be
37:09giving you three minutes to share with a
37:11>> the committee or
37:14>> yeah we can so then they know
37:19>> I think that it needs to be clear
37:21>> they know where the meeting the meeting
37:22is
37:23>> yep that's my problem that
37:25>> um that'll help
37:27>> Julia I'm wondering at the next council
37:29when you give an update on the elat um
37:31to to the council if you if I'm just
37:35going to speak for all if um maybe a
37:38request for consideration would be um
37:42letting us letting the process follow
37:44because in the last time um we did have
37:47a didn't we have a group that missed the
37:49deadline went and talked to city council
37:52then they came back and told us to
37:53include that and I mean
37:55>> well that's the council's perview
37:57>> it it is it is I understand that but
37:59maybe explaining to them how we would
38:01like them to follow our process I mean
38:03they decided they decide it but has
38:05verbal to say we're requesting that they
38:08they audit.
38:10>> Correct.
38:11>> Absolutely. I think you know when we
38:13have our meeting we won't do it at our
38:15workshop meeting which is the next
38:16meeting coming up but we will do it at
38:18our 14th meeting. We will have an eltech
38:20from the alte [clears throat] will bring
38:23that up and u say this is process this
38:26is what we're doing this is this is the
38:28deadline it's a drop dead deadline just
38:32because you miss it is not our fault.
38:34And we understand that if the council
38:35wants to do that, they have made
38:37exceptions, have made us look at things
38:39and that that's fine. But when they do
38:41that, it really messes us up.
38:44>> And I think that if you guys are in
38:45consensus on this is the deadline,
38:48>> drop dead. You missed it, you missed it.
38:52>> And you know what? For once, let's try
38:54let's try it this way. Let's all hold to
38:56the schedule and see how it works.
38:57>> I don't think we need to even say that.
38:59I think this is it. This is this is our
39:02process. This is our procedure. Um, and
39:06there's no debate. There doesn't have to
39:08be any debating.
39:10>> We have a timeline that we're trying.
39:13>> And when you throw in somebody who just
39:15because they forgot it or they didn't
39:16see it, that's not our problem.
39:18>> Well, I'm just thinking about the, you
39:20know, it's a busy time for the city
39:22staff, I'm sure. And us accommodating
39:25one group of people, even if you know,
39:27I'd like to, it creates a burden on the
39:29staff.
39:31>> Yes. inconvenience by something like
39:33that. So you're right about that. So I
39:36think let's let's just make it clear
39:39>> that nobody no exceptions no projects
39:43will be accepted after five o'clock the
39:46day.
39:46>> That no if stands about open that.
39:49[laughter]
39:51>> Okay. So then um but we want to be very
39:55very uh clear about you know getting
39:58that advertised when you know when we
40:00advertised that if the our RPF is going
40:03out and this is the deadline to get it
40:05back in by 5:00 on um 16th November 16th
40:10I think that's easy enough to do in a
40:12press release to where and on our
40:13website and to anybody else we think we
40:15want to give a give a nod to okay we all
40:20agreed on that
40:22Yes.
40:23>> Okay. So, moving on to the funding
40:25notification.
40:27Um, obviously that's going to be in
40:29December 26
40:33and this is 26 and then this other one
40:36is January 26th,
40:38correct?
40:40>> Okay.
40:42>> And then the term of available monies
40:46runs through January 28.
40:50No.
40:51No, those dates are correct.
40:53>> Those dates are right. Why do I want to
40:55change those? Those don't look like the
40:56right ones. Okay. Anything else on this
40:59page that we need to
41:01>> New date for council review? November
41:0327th is Friday after Thanksgiving and a
41:06half.
41:07>> No.
41:07>> Yeah, it'll be the 25th.
41:09>> Be on the 25th.
41:11>> That's the Wednesday. You know, the
41:12council's moving on Wednesdays. Mr. Max.
41:18>> Yeah, that's what I thought. I thought
41:19it was good.
41:21Yeah. Well, you know,
41:23>> one year.
41:29>> We say that now. Okay. [laughter]
41:31>> I almost lost.
41:33>> I almost lost his mind. Okay.
41:37[laughter]
41:38[clears throat]
41:38>> Okay. So, we've looked at the uh
41:41criteria, the application deadlines,
41:45date for our review, and any additional.
41:47And you said uh Tommy had one on what
41:50page
41:50>> street
41:51>> there's uh it talks about performance
41:53reporting and I think it's important for
41:55us to to state that if and if an
41:59organization has received a previous
42:01award they have not submitted a report
42:04on that that we will not consider their
42:07application during this cycle because
42:09they're supposed to submit a report that
42:11says this is what we got from you this
42:13is what we did with it. This is what we
42:14think it did as far as generating logic.
42:19>> I don't know. Did we receive anything?
42:22>> Yeah. You always have a report. We have
42:23to turn in, don't we?
42:25>> It's if the auditor slap your hand hard
42:27if you don't have those.
42:31>> Okay. Because when they do turn in,
42:34>> they have that like attachment B or
42:36whatever that has the estimated volumes
42:40>> when they've [snorts] been turning in
42:41their reports or their reimbursements.
42:43Now it it sounds like the 96 pages
42:46because they include everything that
42:48they
42:49>> Yeah, it's it
42:50>> every little transaction or every
42:52purchase
42:53>> they turn that's required
42:59and there's an
43:00>> reimbursement that's no but there's an
43:02attachment within the reports um and I
43:06want to say it's like attachment fee. I
43:08don't know what I don't remember what
43:09it's called but there's a um a landscape
43:12you were going to say get
43:13>> that has us fill in the information on
43:15how we um measured um the the traffic to
43:21the event um whether it was through data
43:24or through like estimation or whatnot
43:26and then how many heads and beds we
43:28think that it would have created
43:30basically
43:31>> and I didn't do any reports this year so
43:33that's why I can't remember completely
43:34but I've done in the past so I know
43:36there's this reporting page that we
43:38complete and everyone who gets
43:41reimbursement would have had to turn
43:42that in in order before they were
43:44eligible for the reimbursement to be
43:46>> maybe in my experience.
43:49>> To my knowledge, that's the report you
43:50guys use for Jark when you reported
43:52Jark.
43:54>> Yeah.
43:54>> Well, maybe look at the files.
43:57>> Yeah, let's look through the files and
43:59see what we've got. And if we don't have
44:01everybody, let's send them a courtesy
44:03notice saying we're we're getting ready
44:05for RFPs. If you've not submitted a
44:08report, we will be in
44:10>> Wouldn't have been paid though. Yeah,
44:11that's what I'm saying. So, in my past
44:13experience with submitting them, we
44:14wouldn't have been eligible to get the
44:16reimbursement until we provided all the
44:18documentation, not just all the
44:20receipts, but those two like
44:22>> there's two reporting pages.
44:24>> Okay. So, we need to
44:25>> Jark should tell you this by um event or
44:29project. It'll tell you what was there
44:31and how much was allocated, how much
44:34they asked for, how much was spent, and
44:36then attendance and all that comes from
44:38the data from those reports.
44:40So we need to
44:42>> school English
44:43>> get the creative fiction report.
44:46>> Yeah. Well, I think that I think that
44:49organizations that have received submit
44:52um reimbursements in years past have
44:54completed that report that you're
44:55talking about.
44:56>> Should be harder because that was the
44:57first time you did.
44:59>> Yeah, I I'm not sure about that. I can
45:01only speak to what I know we've done at
45:02Rotary and so I don't know. He has
45:06nothing.
45:08So well anyway that just I put out there
45:11part of their environment
45:12>> again again let's send them figure out
45:15what it is what we need
45:17>> that they need in order to qualify for
45:20to be considered um but it'll send them
45:24out of courtesy
45:25>> of you who the chairs are of these
45:29different events just to make sure that
45:31and explain because of the RF RCW that's
45:35why we need those.
45:37>> Yeah. And I'm sorry I can send you that
45:39report page that I'm talking about
45:40because it might not be for this year
45:42but maybe in subsequent years what they
45:44can include in their RFP if they were a
45:46previous award recipient instead of just
45:48saying that they could provide that as
45:51an attachment as well. So then it's all
45:52in our packet here that they would have
45:55had like under their experience
45:58>> they had done it this last year they
46:01received reimbursement from the city and
46:03this is what the um the performance
46:06report looked like for that event
46:09maybe if you have if you could send them
46:11to us all
46:12>> it's in the contract if you look at the
46:14full contract that you guys issued to us
46:16an award that document's [clears throat]
46:18in there
46:18>> okay but let's let's have a chance to
46:21all take a look
46:22Yeah, I can share you one that we
46:24submitted for
46:25>> right and and to Katie as well. Um
46:28Jessica, you may need one back.
46:30>> We would like to know uh we would like
46:32to see what it looks like just because
46:34um Vanessa processes the reimbursement
46:36and if we're not supposed to be
46:37processing a reimbursement prior to
46:39having that, then we would need to know
46:42>> have a star on that particular
46:44>> well and the reimbursement only applies
46:46to certain criteria. you know, the Jark
46:48and the Eltech um say that um just
46:52because they spent it on like let's say
46:55um you know 10 foot plugins that it
46:58can't be that it has to be help me out
47:00here. It has to be marketing and
47:03[clears throat]
47:04>> that's what it says.
47:05>> Yeah, it has to be marketing which your
47:07point actually led to another one. Um
47:11>> and I don't mean to put more on our
47:13table but
47:13>> no that's part of what we're here for
47:16today. Is is there a reason why the ELAC
47:19committee does not review the
47:20reimbursements when they come in and
47:23look at them? If we did because we have
47:26good knowledge of what's supposed to be
47:27done, we could have caught that sooner
47:29and honestly that's something I asked
47:30Tom last year and you said that
47:33>> um it's never been done but it is
47:36busier.
47:37>> Thank you. And I was going to say it's a
47:38healthy habit to have because then we
47:40would be aware and say well now why are
47:42they doing this? this is not what they
47:44gave us because we're doing one part of
47:46the one part of the project, you guys
47:47are doing the final part.
47:49>> And I think I think include that with
47:50the report.
47:52>> I think you know if they're going to if
47:54they're going to um we have to have that
47:57report before they get reinforced. Is
47:59that correct? Is that what we're saying?
48:03>> It says
48:03>> that's what the RC
48:05>> We can only make sure it's serious. We
48:06can only speak for ourselves because
48:08>> well that because that's you guys both
48:11projects. So I think that yeah for let's
48:14uh work up some wording and so that we
48:17can put that in our process that um how
48:22as a commit commission how we then
48:25review the report and then approve
48:29reimbursements.
48:31It's enough that they send them into
48:32you. One one thing it's just like with
48:34the when we do our invoices and I do our
48:37check register for the city. Let's do it
48:39that way. Let's pull it up that way so
48:42we know um you know what what the
48:45invoices were, what they're trying to
48:47get reimbured for.
48:49>> I think we can do something similar
48:51>> because they're
48:52>> they come in randomly, don't they?
48:54>> They're not they're not entered
48:55individually like the rest of the ones
48:57that we go through. It's they they just
48:58turn in the one packet and there's one
49:01cover Excel sheet. But if what you guys
49:03want to go through individually is each
49:05paper, we can provide that.
49:08>> I think that's kind of what
49:10Like for the most recent one, I can't
49:12remember which one it was, but it was a
49:13pretty big step.
49:14>> That might have been our 91 pages maybe.
49:18>> No. Yeah, it's a ton of information
49:20that's being requested. And so again,
49:22it's not that the organizations are
49:25providing all that information for fun
49:27and additional context. It's what has
49:29historically been required. And so if
49:31you all aren't reviewing it to ensure
49:34that it meets the criteria, the
49:37organizations are just submitting what
49:39they think you guys are needing. Well, I
49:41actually think perhaps if if they're not
49:44reading the RFP and if they're just
49:46following the way it's been in the past,
49:48um, and you would know more than I
49:50would. I think like let's say, okay,
49:51I'll pick on farmers. Let's say the the
49:53farmer's right. We have a budget of
49:545,000. We're going to get all the
49:56receipts that equal 5,000 and just
49:57submit it. when in truth not all those
50:00receipts would be eligible. We'd
50:01actually only get maybe 3,000 of the
50:035,000. But you guys are taking the
50:05seeing the receipts. Okay, 5,000 they're
50:07approved for 5,000 when you cut the
50:09check. And that's
50:10>> because it's deemed in the contracts
50:11that are issued to the organization.
50:14>> It looks like to me
50:15>> because in the in the contracts for the
50:17RFP when you received them as a an
50:20operating organization of an event, it
50:22outlines the eligible expenses in there
50:26and it does refer back to the um code
50:29associated with this program. But it it
50:32basically I think there's some
50:35>> um interpretation to be had because um
50:40you could uh one group might say this is
50:43all related to operating the event but
50:46another group might say you already own
50:48that stuff and you have it to operate
50:50all your other events too though. So I
50:52think it's just um uh
50:55>> I have nothing against them being a
50:57review at all. But I think we
50:58[clears throat] can whatever gets turned
51:00up to us.
51:02>> They should be the way that we've
51:05reviewed them is making sure that there
51:06is enough um backup providing
51:10>> the amount that they are being
51:12reimbured,
51:13>> but we we are not checking if um and
51:16this is just being honest. We did
51:18exactly
51:20>> we were not doing that. Um, I was
51:22unaware of that at the time, but um,
51:24moving forward, I think it would be a
51:25great idea for you guys to review them
51:28because you'd have the knowledge and
51:30then especially if we're going to need
51:31the report prior to issuing the
51:33reimbursement, then you guys would be
51:35able to review the report, review the
51:37reimbursement, and then we can issue the
51:39reimbursement. And I have no issue with
51:41that.
51:41>> And we we don't have we don't we're not
51:43in a hurry to do the reimbursements.
51:45We're more interested in making sure the
51:47reimbursements are done correctly.
51:49>> Yeah. and that we're meeting all the
51:51guidelines. And
51:52>> I just and I don't know how much it's
51:53done with other organizations. I I guess
51:55I'm confused though why that wouldn't be
51:57a function of the city to be reviewing
51:59and looking at because
52:00>> it should be it should be. You're you're
52:03correct. It should be it. It's just I
52:05wasn't aware of that. Yeah.
52:06>> I think it's personal it's personal.
52:09>> I think we're talking about the old
52:10habits we used to have versus how we're
52:11watching.
52:13>> And that's the whole point of today's
52:14meeting, too, is to kind of see where
52:16what we've done in the past. Did it
52:18work? seeing some holes. So, let's we
52:21want to we want to fill in the holes and
52:23make sure that the things are all on the
52:25same page. So, I think the committee can
52:28um the commission should be able to
52:31review them. It's not like they don't
52:34all come in at once. They stagger in.
52:37So, it wouldn't be inconvenience. We
52:38could get them in the form of an email.
52:40Email each other. Say, "What's this for?
52:42Do we think this is okay?"
52:44>> Well,
52:44>> but we can be a rolling meeting.
52:47>> Yeah. We actually can't have rolling
52:49meetings. Thank you for that.
52:50>> We're a committee. We're not a We take
52:52no action.
52:53>> Well, there's no conversation that the
52:55public isn't aware of.
52:57>> Yes.
52:59>> Conversation can happen between two
53:00people, but not
53:02>> with a quorum.
53:03>> Yeah. Not with all of us. Between you
53:05and me, it could. And then you me and
53:08you and me.
53:09>> Well, that is a rolling corum.
53:10>> That is a rolling. No, I really I mean I
53:15know
53:15>> here's here's the thing, guys. We all we
53:18need to do is we just need to figure out
53:20the way for us to review.
53:22>> Is that going to be
53:23>> another meeting?
53:24>> It doesn't include them in the next
53:25meeting.
53:27>> But again,
53:29>> again,
53:30>> we do need to get in the habit of
53:31>> but I think maybe we want to in order to
53:33make these changes, you know, I think
53:36it's more than just three or four, you
53:38know, three times a year or something. I
53:39think we really need to be we're
53:42spending money to bring money to town.
53:44So, we need to know is it being spent
53:46properly and I think that to be um and
53:49to make sure our auditors know that
53:51we're doing it the right way. Um uh I
53:55think we just we just add that.
53:57>> So, I have a question. The software that
53:59you use to process your invoices, does
54:04it allow you, I'm assuming it allows you
54:06to set up a budget and you have separate
54:08accounts, it reports by accounts. It
54:12would be it's a little bit of work on
54:14your part, but once the budget for 2027
54:19is established, you can actually set up
54:21an account for each one of those within
54:23that restricted fund. And you can
54:25generate a report that says, okay, let
54:27Farmade, your budget is $30,000, and you
54:30haven't spent any of it. But single
54:32admire, your budget is $50,000, and
54:35you've already spent 25 of it because
54:37we've approved $25,000 invoice. And that
54:40gives us the ability to say, "Okay,
54:42we're not going over budget here.
54:45Nobody's asking for more than they
54:47should get."
54:48>> But doesn't it doesn't the report need
54:51to be submitted prior to getting
54:52reimbursed?
54:53>> Yeah, the report but it's submitted at
54:55the end of the project. It's not um
54:58ongoing. It's only at the very end you
55:01submit all of your documentation after
55:04the events occurred. But you get a
55:06company like Yes, Ty and they're
55:10submitting things on an ongoing basis.
55:12What the heck is their budget?
55:14>> I have no idea, but I can see that we
55:16spend 15 16,000 bucks with them.
55:19>> And I don't know.
55:21>> That's why we have reports.
55:23>> So I think what you're referring to is
55:25there's more to to Eltech than just the
55:27event budget. There's also ongoing
55:32>> Yeah, we have to know, you know, that's
55:34why we always want to know what the
55:35balance is. What do we got left? I mean,
55:38>> have everybody has everybody sent in
55:40their reimbursement, but if we don't
55:42have reports,
55:44>> it's not fair to assume that you
55:47everything.
55:47>> Yes.
55:48>> It's not fair.
55:48>> No. Um, yes. Yes. Go. Um, isn't that our
55:53marketing website?
55:56Yeah.
55:58>> Yeah.
55:58>> Well, I know what's the skill of work
56:01that was supposed to be doing because
56:02this is something that was said by a
56:03previous city administrator who's done
56:06kind of under the table and in the dark.
56:08We have no idea what you said. I'm
56:10keeping all this money. We use it to
56:12>> Okay.
56:14>> So, how much? Yeah.
56:17>> We just need to figure that out. That's
56:18another reason for knowing what your
56:20budget balance is.
56:21>> That's
56:23a that's a consideration. the city used
56:26part of the ELAC money to issue work to
56:30themselves $100,000.
56:32So, right,
56:34>> isn't that what he had that
56:35>> that's one of the questions I have?
56:38>> So, that's what we didn't know. So, a
56:39question would be is how much is left in
56:41that budget and would that go back in
56:44this next year?
56:45>> So, there's um again why we're having
56:47this meeting because
56:49>> there's a discovery to do. Um, I'll
56:52watch the the video again and I'll I'll
56:54I'll send it to you. But we did um
56:56That's right. That's right. We did it.
56:58But we he did it I think outside of us.
57:04>> It was a separate I think there was some
57:06hinking. I don't know. It wasn't
57:08>> It was a separate contract.
57:09>> It was a separate contract.
57:10>> Yeah. Thank you. That's what I'm trying
57:11to say.
57:11>> It was a separate contract.
57:13>> It was talked here in front of us and
57:15then it became a separate contract. the
57:16dollar amount, the total dollar amount
57:18was
57:19>> I don't want to call it set, but it was
57:21taken.
57:22>> And then after that, who else?
57:23>> I forgot.
57:24>> Okay. So, maybe maybe in one of our wild
57:27moments of not having too much to do, we
57:29can sort that out.
57:30>> Oh,
57:30>> well, yeah. Yeah. Yeah. But I know that
57:35some I know I know. Yeah. Yeah.
57:37>> If you can share those like
57:39>> share share your notes. Anybody can do
57:41that. Um, here's the here's the other
57:44thing, too. And I'm glad we're having
57:45this discussion because these are things
57:47we need to know before we even begin to
57:50to hand out money. I mean, we need to
57:53know what we have, how was it spent, do
57:56we have are these people even eligible
57:57for for reports for proposal awards in
58:02this coming year if they haven't done a
58:04report? I mean that's going to come as a
58:08surprise to maybe a couple of people
58:10couple of groups and uh so
58:14>> there are groups that are happy
58:19>> well
58:21then I guess it's on on us as fiscal
58:25this we have fiscal responsibility here
58:28um to say look
58:32we need a report you got to show us how
58:34you spent the money. Now, just send me
58:36the bill. I want to know how you spent
58:38it. Did it do what it was supposed to
58:40do?
58:41>> Yes.
58:41>> So, and like you said, it it pretty well
58:43spells out what we want to know in the
58:46that addition. Okay. Any other things
58:49that we want to add to the our lady's uh
58:53of the finance and city park work?
58:59>> It's coming up on 3.
59:02So, thank you. So I think that as far as
59:05the project reimbursements
59:08uh status,
59:10do you have any idea how many of already
59:12got all remain here? Do do you have
59:14something?
59:18>> Okay.
59:19>> All right. So we know that these folks
59:20have been paid.
59:24What we don't know is if they send
59:25report
59:27anyway
59:34>> because we did it all at the end of the
59:36project but sunshine days is still
59:38>> yeah they're still
59:42>> okay. So we just need to Okay. So as far
59:44as and I think you know to cross that
59:46off our list I think we we know what we
59:48want to come out of that going forward
59:50with reimbursements. So the report and
59:53uh [snorts]
59:55not just not just the money back, not
59:58just giving them their money, but we
1:00:00need a report. I think we'll all agree.
1:00:03So that was uh we had a lot of
1:00:05outstanding items and concerns. So thank
1:00:06you all for that. Um going is there
1:00:10anything else in this um
1:00:13proposal request
1:00:16um that we want to change?
1:00:21Of course on the first page we got
1:00:244:00 as being Katie D.
1:00:28>> Okay. Um do is there anything now we've
1:00:32talked a lot um items from different
1:00:35committee members. Is there anything
1:00:36else anyone relates to item wants to add
1:00:39to the discussion we've had so far?
1:00:44>> No.
1:00:45>> Anything else that would be for
1:00:47>> No, we did talk about having multiple
1:00:49meetings and I think
1:00:51useful. We have a meeting scheduled for
1:00:55November 16th at our next meeting.
1:00:59>> I just want to go over the proposals
1:01:01>> and the idea is that by the end of that
1:01:03meeting
1:01:05we have something that we are presenting
1:01:08to the city council recommending
1:01:10funding.
1:01:12>> Right. That's what
1:01:14>> Okay. So subsequent to that,
1:01:18when would our next meeting be? One of
1:01:20the things that we've talked about
1:01:23acted on is putting together a strategic
1:01:25plan for community for tourism.
1:01:30And it's something that is it's a kind
1:01:34of a board topic, but it's something
1:01:38that should be done. Otherwise you
1:01:40continue to think
1:01:45>> as the definition of insanity what
1:01:48>> same expects
1:01:51>> different results changes
1:01:54>> I think I think so what are we looking
1:01:56for like in November then for a meeting
1:01:58prior to the proposals
1:02:01>> I don't think we're going to get that I
1:02:02was going to say maybe
1:02:04>> in uh January
1:02:07>> maybe in January set a meeting in
1:02:08January meeting set is brainstorming
1:02:12session of some sort soliciting input
1:02:15from the various
1:02:18participants in the tourism.
1:02:24>> I think that's a I think that's probably
1:02:26a really good idea.
1:02:28>> You brought that up last year. We didn't
1:02:30think about a committee or you said it
1:02:31kind of Yeah.
1:02:34>> Well, let's not get that. That's one
1:02:36insanity that let's go ahead and try
1:02:39again.
1:02:40>> And that's
1:02:42said
1:02:43>> and let's say that we're going to get a
1:02:44different result and we're going to
1:02:46actually have a plan in that because
1:02:49that's what we want as a parent.
1:02:50>> So Tom, are you thinking set the January
1:02:52meeting with all of us coming to the
1:02:54table with ideas?
1:02:56>> Okay. and and some I think that it
1:02:59should be a meeting that's
1:03:02[sighs and gasps] well it's going to be
1:03:04announced in it's going to be published
1:03:06but I think it's a meeting that there
1:03:08should be invitations
1:03:10>> to people who have a dog
1:03:13>> to come and share their ideas I don't
1:03:17expect us to agree
1:03:19collectively on everything we may not
1:03:21agree collectively on anything let's get
1:03:23some ideas on the table for us to pull
1:03:25and tug
1:03:27rather than
1:03:31>> I think that you know that I think that
1:03:33is a really good
1:03:35>> good good idea. I think January just
1:03:38seem to we'll figure out the We'll see.
1:03:40Today is a um
1:03:41>> Today's Wednesday.
1:03:44Is that a good day for others on the
1:03:46commission to meet? Better day for me is
1:03:50earlier
1:03:53and Friday is tough because usually
1:03:56pretty tired.
1:03:59>> Friday's pretty
1:04:03giving ideas. You're like, "Someone
1:04:04write that down." Sarah, please write
1:04:05that down.
1:04:07>> Um, let's see. Um,
1:04:12you're thinking what? Monday or Tuesday?
1:04:14>> Yeah, Monday or Tuesday is fine. Tuesday
1:04:17is a good day.
1:04:20I I unfortunately have obligations
1:04:23outside of this.
1:04:27>> The only thing I'll point out is
1:04:30municipal court has chambers that center
1:04:33on Tuesday.
1:04:35>> Okay. So 8 to
1:04:37>> So well and it could be an evening
1:04:39meeting too.
1:04:40>> Yeah. We give people in the community
1:04:42feel like they're not.
1:04:43>> That's true. Especially for the
1:04:45strategic meeting. I think that's not a
1:04:47bad idea.
1:04:50>> So, should we look They're done at
1:04:53court's done at on Tuesdays and
1:04:56Thursday. So, I would go earlier than
1:04:585:30.
1:05:01>> Well, the council always meets at 6:00.
1:05:05Um, is that a time that would work for
1:05:09just for
1:05:12>> I'll bring pizza. [laughter]
1:05:14work.
1:05:15>> Okay, you have me then. Let's do that.
1:05:18Soon it'll come. [laughter]
1:05:20Um,
1:05:22so so let's do that. You want to do um
1:05:26>> We can do
1:05:27>> What's that? What date is is that?
1:05:29>> I'm I'm looking in J
1:05:34maybe
1:05:36the 19. Maybe the first maybe the 12th,
1:05:38maybe the 19th. There's three Tuesdays
1:05:40there. 26. I don't know.
1:05:47Sorry.
1:05:50See, I'll be all done with client
1:05:51resiliency in January. So, that meeting
1:05:54will be off my list.
1:05:56The Tuesday evenings could be okay. Is
1:06:01that a problem?
1:06:02>> I would prefer the 12th over the 19th,
1:06:04but I tend
1:06:07>> whatever's the consensus here.
1:06:10>> I don't have anything planned out that
1:06:11far.
1:06:13Well, if we plan this and switch around
1:06:16everything else.
1:06:17>> So the 12th then January
1:06:20>> and do we want to do that at uh the time
1:06:23if we're doing it in the evening is six
1:06:26o'clock. We're planning on what an hour
1:06:28meeting.
1:06:29>> You're saying uh
1:06:32session
1:06:348 to 5
1:06:35>> on Tuesdays. On Tuesday. It's not
1:06:37available till
1:06:39let's say maybe 6:30 to 7:30 or 6:30.
1:06:43Everybody get a chance and if you want
1:06:46I'll bring dinner or you can get it
1:06:47before.
1:06:47>> No, you have to bring dinner.
1:06:54>> The biggest debate will be about the
1:06:55pineapple.
1:06:56>> Yeah.
1:06:57>> On the side or on pizza?
1:06:58>> That's right.
1:07:00>> Wars are gonna happen [laughter]
1:07:026:30.
1:07:03>> Says pizza. Okay.
1:07:05>> 6:30. Let's do six.
1:07:07>> Okay. And give people time to come and
1:07:11comment. And
1:07:11>> of course, Sierra, she's like going,
1:07:13>> I know. I have four young children, so I
1:07:15love that we're doing this at dinner
1:07:17time.
1:07:18>> You want to bring
1:07:23in, right? [laughter]
1:07:26>> Leave the house.
1:07:28>> Oh, you want to leave the house?
1:07:29>> Yeah. Otherwise, they'll be like,
1:07:30"Where's dinner?" Let's [laughter]
1:07:33see.
1:07:39>> Yeah, I can't get pizza virtually.
1:07:41>> Plenty of room under the bus. They want
1:07:42to join me. [laughter]
1:07:45>> Somebody will get the nice coffee or
1:07:48land under there.
1:07:50>> We'll all be under the bus by the time
1:07:51we get there.
1:07:52>> Well, probably forget we did that.
1:07:54>> Right. Might as well stick with our
1:07:56streets.
1:07:57>> We're gonna have minutes. So, we can put
1:07:59this in our calendar. The other thing
1:08:01The other thing too
1:08:05Okay. So, do we want to have another
1:08:08meeting?
1:08:10Um,
1:08:12just to make sure. Well, that won't make
1:08:14any difference.
1:08:19We're having our This is still a
1:08:22September meeting. So, do we want to
1:08:23have a meeting in October? Is there any
1:08:25reason for us to have a meeting in
1:08:26October?
1:08:28I don't I don't think we do. We We made
1:08:33the changes to the RFP. We've updated
1:08:35the schedule.
1:08:36>> Do we want to take a look at it before?
1:08:39Oh, well, it's already going to be out
1:08:41there.
1:08:41>> I have I'm probably going to be in the
1:08:43middle of like three audits.
1:08:45>> Huh?
1:08:45>> I'm probably going to be at the
1:08:46>> True Story. October is not a good time
1:08:48because she's we're auditing the world
1:08:51as we know it. But is there a
1:08:53possibility to have the financial
1:08:55reconciliation of this year
1:08:58>> year to date
1:09:00>> and even if we get an email to us all
1:09:02prior to us coming to the table to
1:09:04approve additional money because I think
1:09:05it's important
1:09:06>> definitely I think um that that's going
1:09:08to be my prior I'm going to try to get
1:09:10you as soon as possible but make sure
1:09:12that we have it prior to starting all
1:09:14the reviews and all that stuff. Can we
1:09:17So maybe we can schedule a meeting in
1:09:19there before we see all the proposals.
1:09:26>> I can bring the information prior to
1:09:28starting the review of the proposals.
1:09:31>> That'll work.
1:09:32>> I mean, it's something that we're going
1:09:33to fine-tune. Anything we put in we do
1:09:35is not going to be a now thing for next
1:09:37time. I think this this process is going
1:09:39to grow and change. just would like to
1:09:41know though how much where we have
1:09:42available to us before we make
1:09:44recommendations to all to council on
1:09:47what RFPs to approve. Um, I think we
1:09:50have a we need to know what's available
1:09:53and so if we get that by email in
1:09:55advance, it would be helpful because we
1:09:57might have questions.
1:09:58>> Okay, then as soon as as soon as I get a
1:10:00version, I'll send it out. But
1:10:02>> I just worry about waiting until the the
1:10:0516th to review it. And if we have a swap
1:10:08of questions, that might lead us to not
1:10:09being able to finalize our decision at
1:10:12the end of the meeting.
1:10:14>> No, I understand that. I'll get to you
1:10:15guys as soon as Okay. Thank you,
1:10:17Jessica. All right. So Katie, you got
1:10:20what you need, right?
1:10:21>> I think so.
1:10:22>> Okay. And Jessica knows what she's going
1:10:25to be up to. And Miranda is keeping us
1:10:28all on track over good nights on all of
1:10:31this. Thank you. And thank you for
1:10:33helping get the agenda all squared away.
1:10:36And thank you for helping me get get to
1:10:38work. [laughter]
1:10:40>> So all right. Uh so we already talked
1:10:43about some future agenda items and that
1:10:45will be those reimbursements and the
1:10:47reports and how much money. So that'll
1:10:50be on our next agenda
1:10:53before we on this before we go into the
1:10:56reviews. Okay.
1:10:59Um okay.
1:11:02So the next meeting at at this point is
1:11:04going to be what day is it?
1:11:07>> 16th.
1:11:07>> Thank you. November 16th.
1:11:10Okay. the law and justice.
1:11:14>> It will be unmuted for you. [laughter]
1:11:17>> And is that the one we're doing at 6:30
1:11:19or we doing that?
1:11:21>> 4 to 7. 4 to 7.
1:11:22>> 4 to 7.
1:11:24>> This is three minute.
1:11:26>> Three minutes of presenting time
1:11:30>> because we already got your packet for
1:11:32us
1:11:33>> and we're we're all agreed on that,
1:11:35right?
1:11:36>> Oh, yeah. I want to make sure the
1:11:37consensus is there.
1:11:39>> And you want the big box. remember
1:11:43>> well we have to let them
1:11:45>> you know support you know they have to
1:11:47defend themselves okay now if there
1:11:50isn't anything else
1:11:53>> do their application number 12
1:11:58>> yes
1:11:59>> so does that give you the adequate time
1:12:01to get the packet
1:12:04>> y that does
1:12:05>> consume the pressure
1:12:08>> yeah so we have those on Friday.
1:12:10>> Okay.
1:12:11>> Okay.
1:12:16>> Because it's going to be short.
1:12:19>> Yes.
1:12:20>> There you go.
1:12:21>> When we drop the py.
1:12:25>> Okay. If there's nothing further, we d
1:12:27the meeting
1:12:32day of our lord September 30.
1:12:36>> Peace and harmony prevail.
1:12:42like that.
1:12:44>> Oh,
1:12:46okay.
1:12:47>> Question.
1:12:49Yes.

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