* This meeting is in lieu of the December 1, 2016 meeting MINUTES

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1 TOWN OF MOUNT PLEASANT, SOUTH CAROLINA ACCOMMODATIONS TAX ADVISORY COMMITTEE Thursday, 12:00 noon Municipal Complex, Building A Public Meeting Room Ann Edwards Lane Mount Pleasant, SC * This meeting is in lieu of the December 1, 2016 meeting MINUTES PRESENT: Su McManus Frost, Chair; Jennifer Bagwell, Vice Chair; Cheryl Craven, Rebecca Gosnell, Laurie Bixler and Chad Shores. Shannon Hartman arrived at 12:02 p.m. STAFF PRESENT: ALSO PRESENT: Katherine Hendricks, Assistant Town Administrator; Amy Livingston, Business & Tourism Manager; April Adams, Tourism & Marketing Assistant Elton Carrier, Council Liaison Ms. Frost called the meeting to order at 11:34 a.m. 1. Approval of Minutes from November 3, 2016 meeting Ms. Bagwell moved for approval; seconded by Ms. Bixler. All present voted in favor. 2. Public Comments [None]

2 Page 2 of Approval of new funding application and grading matrix Ms. Livingston stated that as a point of order, they are looking for approval of the new funding application and grading matrix. Ms. Craven moved to approve the new funding application and grading matrix; seconded by Ms. Gosnell. All present voted in favor. 4. FY 16/17 Funding Applications Group Evaluation a. College of Charleston College of Charleston Softball Tournaments & Games b. Lowcountry Parrot Head Club Mardi Crawl c. Omar Shrine Temple Installation Ceremonial d. Southeastern Wildlife Exposition 2017 Southeastern Wildlife Exposition e. USS Yorktown Foundation Pay What You Can Weekend f. United Soccer Academy Mount Pleasant 2017 Spring Shootout g. United Soccer Academy Mount Pleasant 2017 Charleston Battery Challenge Cup h. Charleston Wine + Food 2017 Charleston Wine + Food Festival to scores across the board i. Charleston Area Sports Commission Colonial Athletic Association Men s Basketball Championship After discussing and applying the points into the scoring matrix, Committee members discussed the impacts each request had on the Town and community. Committee members agreed that although the scoring matrix works well, there are still discretionary comments that should be applied to each applicant that cannot be measured by numbers.

3 Page 3 of 11 Ms. Hendricks stated that when considering funding requests, in the end, the Committee makes the final decision on the amounts provided to each applicant. There is discretionary consideration. Ms. Hartman stated that although Charleston Area Sports Commission Colonial Athletic Association Men s Basketball Championship is a first time applicant, she feels this event will have a very strong and positive economic impact on the entire metro area. The event estimated 3,000 to 4,000 room nights in addition to the teams. She added that there is a significant number of national sponsors, and they have a very strong Board. The first event must be successful in order to stay in Charleston; therefore, she recommended consideration to increase their funding. Ms. Frost stated that although the Lowcountry Parrot Head Club s Mardi Crawl requests a small amount, this is a local Mount Pleasant event, held on Shem Creek and has a significant community impact directly to the Town. She recommended full funding. Committee members all agreed that although the majority of events are held downtown Charleston, the Southeastern Wildlife Exposition has a significant economic impact on Mount Pleasant s hotels, restaurants, shopping, as well as the community. They agreed to fully fund the requested amount. Ms. Livingston reminded Committee members that beginning 2017, Committee will only have two funding periods annually. Ms. Hendricks reminded Committee members that although the matrix is based on percentages of the requested amount, the final approval on funding requests is up to the discretion of this committee. Therefore, if an applicant requests $10,000, and their grading matrix totals 65% for funding, the Committee may use their discretion to fund $10,000 or possibly more. Ms. Bixler asked if on the grading matrix, a column could be added to show previous amounts awarded to those returning applicants. Mr. Carrier stated that the amounts typically change each year.

4 Page 4 of 11 Ms. Gosnell stated that the matrix formula is based on the requested amount; therefore, she would like to give it more thought by looking at the previous amount awarded to determine how best to adjust the numbers. Ms. Frost stated that events such as SEWE and Charleston Wine & Food, are large events with huge impacts. However, the Mardi Crawl requested $1,000 and the grading matrix puts them at less than 50%. However, this is a unique event that says, Mount Pleasant and ties into Shem Creek. This event has people eating and drinking at the Shem Creek restaurants. Ms. Craven stated that she agrees with Ms. Frost. Ms. Hendricks stated that something to consider, and what they also do at Charleston County Community Development Block Grant, is with the new application they will have a new line which indicates the minimum amount a project is requesting. The matrix will be pre-filled out with the room nights and the minimum amount the applicant is willing to accept. The committee members will be able to see that number pre-filled. Everyone could be at the minimum initially. Ms. Bixler stated that the matrix can still be adjusted. Ms. Livingston said when they were reviewing other matrix studies, one of the other government agencies had a column that for committee discretion, or use the percentages as a baseline and edit upon expert evaluation and available funding. Ms. Gosnell stated that there may be some intrinsic value that may not fit into the categories shown in the matrix. Ms. Frost suggested increasing the funding amount for the Mardi Crawl to the full $1,000. Ms. Gosnell stated that on the first item, College of Charleston Softball, the amount this year is less than what was awarded last year.

5 Page 5 of 11 Ms. Frost stated that last year College of Charleston Softball received the full $7,500 and Omar received $10,000, which is a significant difference from this year. Ms. Livingston stated that some applicants submit their paperwork and it is incomplete. She said that staff should review it and if incomplete, reach out to the applicant one time. If they do not respond within a certain timeframe, the Committee can decide whether to reject it or not. Ms. Frost stated that reaching out to the applicant one time is more than sufficient. Ms. Gosnell stated that based on the matrix, the College of Charleston Softball request was reduced and they can respond to this in two ways; they can realize they did not have a score in media or marketing and a low score in their funding sources and either address them for increased funding or accept the lower amount. Ms. Hartman stated that this is also a way to possibly increase funding as well for applicants. She stated that the CAA Men s Basketball Championship is one of the biggest events that will be held in Charleston and its success will be dependent on this first year. They need the support of all the municipalities. She feels the requested amount is low compared to what it will bring to the region. Mr. Shores stated that the Committee is in agreement with the funding for the applications, with the exception of Mardi Crawl and CAA Men s Basketball Championship. He agrees that the CAA funding should be increased. Ms. Bagwell asked if Committee would be agreeable to $10,000. Ms. Bixler stated that their request was for $7,000. Ms. Bagwell stated that this is where the Committee has discretion. Ms. Frost asked if there is a motion to increase the CAA Men s Basketball Championship from $7,000 to $10,000.

6 Page 6 of 11 Ms. Bixler made a motion to increase the CAA Men s Basketball Championship funding from $7,000 to $10,000; seconded by Ms. Hartman. All present voted in favor. Ms. Frost asked for the remaining balance available. Ms. Livingston stated $144,703 is the available balance after funding this funding period. Ms. Frost asked if the amount will roll into the next year. Ms. Hendricks stated that Accommodations State Funding stays in its own fund. She stated that it accumulated close to $1 million fund balance which had to be allocated. She stated that half of a million dollars this year of that budget was allocated to Memorial Waterfront Park which will go towards building the pier extension and dock slips for water access. If the funds are not spent, it is protected and the surplus is only spent of those items allowable by law. Ms. Frost asked for amount allocated to the United Soccer Academy Spring Shootout. Ms. Hartman stated that they increased with the new funding matrix. Mr. Carrier stated that these soccer tournaments take a toll on the Town s public services. He stated that the expense to the Town is greater that what is received on the rental for the use of the field because the fields get torn up. Ms. Bagwell asked if they may insert into the funding letter that the Committee is in favor of them moving the tournaments to December. Ms. Livingston responded in the affirmative. Ms. Bagwell stated that due to the heavy flooding two years in a row, the United Soccer Academy has been discussing moving the Shootout to December indefinitely.

7 Page 7 of 11 Mr. Carrier stated that this tournament is not going anywhere, because they love the Town s fields and facilities. Ms. Gosnell stated that she believes this new funding matrix and scoring is moving in a positive direction, and they are also making discretionary choices. Committee members agreed. Ms. Frost asked Committee members if they felt that economic impact consideration was built into the scoring matrix for those one-day events versus events held for three to five days. Committee members agreed that consideration was provided. Ms. Livingston stated that this is definitely developed into the room nights shown as well. She asked if all were satisfied with how the room nights were calculated and the committee agreed affirmatively. Ms. Gosnell stated that one of the last things that needs to be added to the scoring matrix is a column that indicates feedback, so that notes can be made during funding discussions, which can be incorporated into the funding letter. Ms. Frost suggested that the room night matrix also be included on the bottom of the spreadsheet for Committee members to review when funding applications are being considered. Ms. Gosnell asked if the cap for funding an event was $25,000. Ms. Frost responded in the affirmative. Ms. Gosnell asked for the amount that SEWE requested. Ms. Livingston stated that they requested $10,000. Ms. Frost stated that the Committee did fund the full $10,000 requested. Ms. Livingston stated that they were previously funded at $7,500. Ms. Frost stated that based on the criteria and the new scoring matrix, some of the requested funding will go up or down. She

8 Page 8 of 11 asked if there was a motion to approve the funding for the organizations indicated on the following spreadsheet. Ms. Gosnell made a motion to accept funding levels indicated on the spreadsheet shown below; seconded by Ms. Bagwell. All present voted in favor. 5. Update on Sports Housing Services Ms. Adams stated that Ms. Gosnell request additional information regarding the Sports Housing Bureaus. She stated that she reached out to Kathleen Cartland of the Charleston Area Sports

9 Page 9 of 11 Commission. She stated because of the length of this meeting, she has provided the following information on a handout and feels confident that the hoteliers may also provide any additional information. She stated that there are sufficient sports housing bureaus that various Mount Pleasant events utilize. She stated that the Charleston Area Sports Commission/CVB utilize a sports housing service out of Vancouver, Canada called Meeting Max; however, she did not list this service. Housing Bureau Information What is a housing bureau? Sports Housing Bureaus A housing bureau is responsible for securing, negotiating and organizing hotel bookings for events. For teams with unique requirements, bureaus help select the best hotel options for attendees, and secure low rates. They automate the booking process and provide a single point of contact for all attendee questions. Why should applicants use one for their event? Selecting accommodations for teams and attendees can be timeconsuming. As a third party, the housing bureau can handle contract negotiations and accommodation selection allowing time for organizations to focus on their event and mission. When should events reach out to sports housing bureaus? 4-6 month prior to the event date How do bureaus increase event revenues and reduce event costs? Housing bureaus provide a rebate for each room booked, enabling clients to receive a commission on hotel stays while still providing low rates to attendees. Do these bureaus provide these services free of charge?

10 Page 10 of 11 Yes. Housing bureaus receive a commission for the business they deliver to hotel partners. Housing Bureaus Used by Local Events PSE Event Housing Kalamazoo, MI o Charleston Marathon o Cooper River Bridge Run o Charleston Spring Classic Soccer Tournament (James Island) o James Island Soccer Cup The Tournament Office Indian Trail, NC o United Soccer Academy All Sports Accommodations Chicago, IL o CABA 17U Wood Bat World Series o Charleston Colleges Summer Shootout Baseball o Memorial Day Challenge Tournament 13-14U and 14-18U GH Group Housing Decatur, GA o Dynamic Wood Bat South Regional Championship Ms. Gosnell stated that she requested this information because there are services that have bookings and issue rebates, and she wanted to ensure all the groups are aware of this service to diversify their funding sources. Ms. Frost asked some of the Committee members that are in the hotel industry if they lose funding when these sports housing services are used to book block rooms. Ms. Hartman stated that they do. Ms. Bagwell stated that the relationship has improved; however, it was not always that way. She stated that this is now the trend for all sports events. It makes it much easier for the tournament to only deal with one service. Ms. Craven stated this is it much easier for the coordinator at the hotel, as they are only working with one individual instead of several coaches, teams, etc. It is more streamlined. 6. Adjourn

11 Page 11 of 11 Ms. Bagwell moved to adjourn; seconded by Ms. Craven. All present voted in favor. There being no further business, meeting adjourned at 12:49 p.m. Respectfully submitted, Barbara Ashe