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, NOVEMBER 1, 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 – October 4, 2017 3 – 4

2) Tourism Fund Financial Report 5

3) Visit Carlton Social Media Campaign – Brian Richardson, Vinbound Marketing 6 – 10

4) Welcome Banner Alternatives Discussion --

5) Tourist Oriented Directional (TOD) & Public Parking Signs 11

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

3. December 6, 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: October 25, 2017

1. Approval of Minutes – October 4, 2017

A draft copy of the October 4 regular meeting minutes is attached for review and approval.

2. Tourism Fund Financial Report Review the Tourism Fund’s monthly financial reports through October 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. Welcome Banner Alternatives Discussion At the October meeting, staff reported that ODOT would not allow Visit Carlton to obtain a permit to hang a welcome banner continually or regularly between events over the highway. The committee directed staff to add a discussion of options to the next agenda.

5. Tourist Oriented Directional (TOD) & Public Parking Signs At the October meeting, discussions began regarding the signage for the city’s public parking lot. Time has been allotted on this agenda to consider replacing the existing directional signs.

6. 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:

• Halloween Events Recap • Walking Historical Tour Project, Kathy Rich, Shirley Ward-Mullen, & Brian Richardson • 2017 Northwest Food & Wine Festival – November 11 • Christmas in Carlton – December 9

o Caroling o Overnight stay promotion

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CityofCarlton–VisitCarltonTourismCommitteeMinutes–October4,2017 Page1of2

Visit Carlton Tourism Committee Minutes 

OCTOBER 4, 2017, 3:00 PM City Hall, 191 East Main Street 

1. CALL MEETING TO ORDER & ROLL CALL Chair Kathy Rich called the meeting to order at 3:04 PM. No changes were made to the agenda. New member, Christine Andrus, was welcomed to the committee.  Members Present:   Kathy Rich, Chair  Kathie Oriet, Vice‐Chair  Julie Rabung, Secretary     Roselyn Mostafa  Shirley Ward‐Mullen, City Councilor (3:11 PM)     Christine Andrus  Members Absent:  Carrie Simonson     Staff Present:   Chad Olsen, City Manager  Jennifer Nelson, City Recorder    Others Present:  Brian Richardson (Vinbound Marketing)  2. AGENDA ITEMS 

1) Approval of Minutes – September 6, 2017              3:04 PM 

MOTION:  Oriet/Rabung to approve the Visit Carlton Tourism Committee minutes from September 6, 2017, as submitted. Motion carried (5 Yes/0 No/2 Absent [Simonson, Ward‐Mullen]/0 Abstain). 

 2) Tourism Fund Financial Reports                3:05 PM   

City Manager Chad Olsen reviewed the September financial report (see official agenda packet for full report).  

3) Visit Carlton Social Media Campaign – Brian Richardson, Vinbound Marketing    3:07 PM Brian Richardson presented the social media reports from August (see agenda packet for full report).   

4) Fall/Winter Promotional Campaigns – General Discussion & Updates      3:12 PM 

Travel Oregon Small Grant –  Rich submitted a grant application for reimbursement of work done to repair the historic Ladd Fountain in the Upper Park. 

Welcome Banner for Visitors Olsen  reported  the Oregon Department of  Transportation  (ODOT) denied Visit Carlton’s  request  to have  a welcome banner up continually regularly in between annual events. Other options were discussed to consider like flag banners or stand up signs on poles. It was also suggested to combine efforts with the Carlton Business Association (CBA) and Yamhill County to have something to display and maybe rotate out for different seasons. Rich directed this discussion to be added to the next meeting agenda for discussion and brainstorming. 

Rack‐card The committee reviewed the rack card proof provided to Kathy Rich  (see official meeting record) and made suggestions for changes and additions for the final product. Christine Andrus mentioned the City of Carlton is not capitalizing on park and taste wine draw for this town as the “most walkable wine district in the State of Oregon” because there are no public parking signs downtown. Staff offered to look into current parking signage and options for the next meeting. 

Walking Historical Tour Project Rich and Richardson discussed their meeting with Ben Powers about an interactive feature on the website to allow people to look at historic photos and informational pop‐ups around town. More details are to come. 

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CityofCarlton–VisitCarltonTourismCommitteeMinutes–October4,2017 Page2of2

 

Halloween Events Discussions followed for final details regarding Halloween activities and timeframes for Saturday, October 28. $25 gift certificates will be purchased for the winners for the scarecrow contest for “Most Creative/Unique” and “Best  Representation  of  Carlton”. Olsen  offered  to  send  out  individual  emails  to  businesses  regarding  the challenge with a deadline of October 20. Judging will occur on October 27.   Visit Carlton was asked to commit to funding the purchase of some candy from the CBA. Richardson will need details to create a Facebook event and add to the calendar on the website. Participants in the pumpkin carving contest will bring pre‐carved pumpkins to the Depot prior to the costume parade which will start at 4:30 pm. Children will walk  around  the block  collecting  candy  from businesses downtown  and  return  to  the Depot. Pumpkin judging will occur during the parade. There was a request from the community to rename the Little Spooks Parade to the Ghost & Goblin Parade.  Rich will work with Simonson this week to create a flyer and push out details for the times, events, locations. Andrus will post a request on the I Love Living in Carlton Facebook page for hay bales to place in the city parking lot behind Farmers’ Plate and Pantry for businesses to use to construct their scarecrows.  Discussions  followed  briefly  regarding  the  upcoming Northwest  Food  and Wine  Festival  on November  11. Rabung reported she has not heard from the Christmas in Carlton subcommittee. The CBA will conduct a 5K fun walk/run under the umbrella of Christmas in Carlton and discussions followed about distributing the leftover Christmas figures, offering promotional coupons to encourage people to stay over after the Christmas in Carlton events, and the tree lighting event with caroling. A shop local event will be held during the month of December with businesses offering discounts and cocoa and staying open  later  to encourage others  to buy  from  their neighbors. They can coordinate this to occur the same day as the tree lighting. Caroling can start at 3pm for the shopping and again at 6pm for the tree lighting. Santa may also be around town the same day  if Ken Wright Cellars are doing their Christmas events during the day. Mostafa offered to coordinate with the schools to find students  for  caroling.  Businesses  can  stay  open  until  7pm.  Rich  suggested  discussing  an  overnight  stay promotion associated with the Christmas in Carlton event at the next meeting.  3. NOVEMBER 1, 2017 AGENDA ITEMS  4. ADJOURNMENT The meeting adjourned at 4:08 PM. 

 APPROVED by the Visit Carlton Tourism Committee on this 1st day of November, 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 10,316 16,331

Interest 200 36 108

Total Revenue 23,440 16,438

Total Resources (Revenue + Beginning Resources) 37,365 $33,923

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

9/6/2017 News Register 116

9/13/2017 Vinbound Marketing 900

9/20/2017 Carlton Business Association 1,500

10/11/2017 Vinbound Marketing 900

10/17/2017 Kathy Rich 290

10/17/2017 C Durham Graphic Design 200

Year to Date Expenses $10,836

Fiscal Year 2018 ‐ September 2017 Financial Report

City of Carlton ‐ Tourism Committee

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Visit Carlton Social Media & Website Report

Prepared by: Brian Richardson, Vinbound Marketing October 2017

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FACEBOOK POSTS - OCTOBER

Increase of Followers from 5111 (Sept 29) to 5197 (Oct 27), gain of 86

There were 13 posts through October 27. Halloween in Carlton, Ladies’ Night, the grape harvest, Carlton Inn Bed & Breakfast, Carlton Winemakers Studio, Carlton Coffee Co, Carlton & Coast Tavern, fall photos in the

park, and the local scarecrows.

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TOP PERFORMING FACEBOOK POSTS - OCTOBER

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INSTAGRAM

9 Images Posted in October Total growth of followers from 627 to 652 (gain of 25)

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WEBSITE

Highlights840 Different Users on the website through October 26, vs. 348 same time period last year

6946 Total Pages viewed in October

Sources of TrafficGoogle Search: 790 (76%)

Direct: 175 (16%)Referral: 38 (oregonwinecountry.org,nwwinefestival.com, countryliving.com, kramervineyards.com)

Social: 12

Top Individual PagesTasting Rooms: 1212 Views

Home: 1177 ViewsAccommodations: 648 Views

Restaurants:603 ViewsEvents: 348 Views

Top Business PagesThe Winery Lofts (222 Views)

Abbey Road Farm Silo Suites (166 Views)Mayla Thai Food To Go (112 Views)

The Horse Radish (86 Views)Barrel 47 (78 Views)

Country View Cottages (74)Carlton Gates (72)Canas Feast (70)

Carlton & Julian (64)Carlton Inn B&B (62)

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