Committees

1. Welcome & Call to Order – Mike Huber
2. May Finance Statement
3. April Occupancy Tax Collections (depending on receipt)
4. Update on TDA vehicle
5. FY 2025-2026 Year-End Budget Amendment(s)
   • Marketing
   • Administration
6. Visitor Guide Contract
7. FY 2026-2027 Budget Ordinance
8. [Closed Session] Occupancy Tax Waiver request
9. Next Finance Committee Meeting – Wednesday, September 16, 2026 at 9 AM

1. Welcome & Call to Order – Mike Huber
2. April Finance Statement
3. March Occupancy Tax Collections (depending on receipt)
4. Update on car repairs
5. Possible grant roll-over request – Raccoon Creek Bike Park
6. Proposed 2026-2027 Budget
7. Proposed 2026-2027 Agency Contracts
   • DCI FY 26-27 Scope of Work
   • DCI Research Proposal FY 26-27
   • MMGY PR Scope of Work FY 26-27
8. Budget Narrative Draft
9. Next Finance Committee Meeting – Wednesday, June 17, 2026 at 9 AM

1. Welcome & Call to Order – Mike Huber
2. March Finance Statement
3. February Occupancy Tax Collections (depending on receipt)
4. P-cards
5. New Computer for Alycin, possible budget amendment
6. Visitor Guide RFP –
   Service Contracts:This policy applies to contracts with agencies, companies, or individuals for services such as advertising creative, computer consultant, specialty advertising, advertising placement, photography, brochure production on an ongoing basis, and other services where verbal or written agreements or contracts have been made. At least every six years (more often if management sees the need), Requests for Proposals should be reissued, and new contracts negotiated by management and approved by the Board of Directors.
7. Project Development RFQ and funding
8. Review preliminary budget for FY26-27
9. Next Finance Committee Meeting – Wednesday, May 20, 2026 at 9 AM

1. Welcome & Call to Order – Mike Huber
2. February Finance Statement
3. January Occupancy Tax Collections
4. Budget Adoption Schedule FY 26-27
5. Proposed Revenues FY 26-27
6. Lease Extension
7. Resolution of Disposition Update
8. [Closed Session] Occupancy Tax Penalty Waiver Request
9. Next Finance Committee Meeting – Wednesday, April 15, 2026 at 9 AM

1. Welcome & Call to Order – Mike Huber
2. January Finance Statement
3. December 2025 Occupancy Tax Collections
4. Resolution of Disposition
5. First Citizens Bank CD Options to offset banking fees
6. Update on Meadowlark
7. Overall Budget Direction FY 26/27
   • General direction for occupancy tax revenue
   • Capital Projects and other grants
   • SATW
   • Proposal to collaborate on available public land and develop plans
   • Website
8. Next Finance Committee Meeting – Wednesday, March 11, 2026

1. Welcome & Call to Order – Mike Huber
2. November (pre-audit), December (post-audit) Finance Statements
3. FY 24-25 Audit update
4. Management Discussion and Analysis
5. Correspondence to Management
6. Issued Audit
7. SATW Convention
   • Preliminary Budget
   • FY 25-26 Budget Amendment
8. USPS Postmark Change – discussion on impacts to occ tax mailings & due dates
9. Update on Meadowlark
10. [Closed Session]
    • Occupancy Tax Penalty Waiver
11. Next Finance Committee Meeting – Wednesday, February 18, 2026

Agenda

1. Welcome & Call to Order – Mike Huber
2. August Finance Statements
3. Finance Policies – review policies in detail and bring forward to Board to vote on updates
4. Ice Fest funding request for Lake Junaluska
5. Suggested meeting dates for 2026
6. Propose a documented procedure for addressing delinquent accounts
7. Update on Meadowlark
8. [Closed Session]
   1. Occupancy Tax Penalty Waiver
   2. Other non-remitting properties
9. Next Finance Committee Meeting – Wednesday, January 21, 2026

AGENDA

1. Welcome & Call to Order – Mike Huber
2. FY 2024-2025 Audit Update
3. July Finance Statement
4. General Bookkeeping Questions
   • Is Contra-bookkeeping correct on FS and next steps Tracking shipping & handling fees
   • Process for Reimbursements
5. Review Finance Policies
   • Review $20,000 limit
   • Amend Credit Card Section
   • Anything else as part of the annual policy review?
6. Phase 2 Video shoot – requesting to bypass the RFP process for creative reasons
7. [Closed Session] Occupancy Tax Collection Enforcement
   • Possible Lodging Properties Submitting Sales Tax, Not Occupancy TaxNSF checks received
   • Other property not remitting
8. Next Finance Committee Meeting – Wednesday, October 29, 2025 – 9 AM

AGENDA

1. Welcome & Call to Order – Mike Huber
2. [Closed Session] Occupancy Tax Penalty Waiver
3. May Finance Statement
4. Year End Budget Amendments – Administration & Advertising
5. Budget Ordinance
6. DCI Scope of Work
7. Our State Contract
8. SATW Conference Opportunity
9. EDA Disaster Supplemental Grant Program Opportunity
10. Economic Impact Analysis of Ice Fest Weekend (if available)
11. Next Finance Committee Meeting – Wednesday, September 3, 2025 – 9 AM

AGENDA

1. Welcome & Call to Order – Mike Huber
2. [Closed Session] Occupancy Tax Refund Request
3. April Finance Statement
4. March Occupancy Tax Comparison
5. Proposed 2025-2026 Budget
6. Budget narrative and alignment with Master Plan
7. [Closed Session] Staff Salary Discussion
8. Next Finance Committee Meeting – Wednesday, June 18, 2025, 9:00am

AGENDA

1. [Closed Session] Occupancy Tax Penalty Waivers
2. March Finance Statement
3. Budget Amendment Bank and Online Store Fees
4. Finance Policy update – need for credit card for Marketing Coordinator
   [Current Language]
   Issuance of Credit Card: The Executive Director, Marketing Manager, Social Media Manager and Administrative Assistant will have an Authority credit card. Should it appear necessary that an additional staff member also require a credit card, the Executive Director and the Treasurer will present the recommendation to the Finance Committee for review and authorization.
5. Greenway Council / Haywood Waterways proposal, revised document FYI
6. Current Travel Climate Data
7. Preliminary 2025-2026 Budget
8. Budget narrative and alignment with Master Plan
9. MMGY Scope of Work FY 25-26
10. [Closed Session] Personnel fiscal discussion
11. Next Finance Committee Meeting – Wednesday, May 21, 2025, 9:00am

1. Welcome & Call to Order – Mike Huber
2. February Finance Statement
3. Finance Committee 2025 Meeting Dates
4. Proposed Economic Impact Calculator; Festivals and Events module $2332
5. FY 2025-2026 Budget Adoption Schedule
6. Preliminary 2025-2026 Budget – Revenues
7. 2026 Ice Fest Weekend Budget
8. Greenway Council / Haywood Waterways proposal
9. Resolution of Disposition Discussion
10. Next Finance Committee Meeting – Wednesday, April 16, 2025

1. Welcome & Call to Order – Mike Huber
2. November Finance Statement
3. December Finance Statement
4. Helene Finance Discussion
   1. Review projected revenues vs actual receipts. Discuss any possible further amendments.
5. Gift of Haywood – sales, remaining merchandise, next steps
   1. Proposed new merchandise to re-start interest in the program
6. Next Finance Committee Meeting – Wednesday, March 19, 2025

1. Welcome & Call to Order – Mike Huber
2. June year-end finance statement
3. Grant reimbursement FY 23-24 review
4. Delinquent account update
5. Clyde special grant request
6. Scope of work for DCI advertising
7. Appalachian Heritage Weekend date change
8. Ice Fest – Downtown Waynesville grant change
9. Next Meeting – October 16, 2024

1. Welcome & Call to Order – Mike Huber
2. [Closed Session per G.S. 132-1] Delinquent Tax Accounts discussion
3. [Open Session] May Finance Report (https://docs.visithaywood.com/2024/06/may-financials-1.pdf)
4. FY 2023-2024 year-end budget amendments
5. Finance Committee meeting schedule FY 24-25
6. Continue discussion of DRAFT Finance Policies (https://docs.visithaywood.com/2024/02/hctda-financepolicy-draft-02.12.2024.pdf)
7. Next Meeting – TBD

1. Welcome & Call to Order – Mike Huber
2. March Financial Report
3. Review FY 2024-2025 Budget draft
4. Seeking approval to extend our agreement with MMGY NJF for Public Relations Services for FY 2024-2025
5. Continue discussion of DRAFT Finance Policies (https://docs.visithaywood.com/2024/02/hctda-financepolicy-draft-02.12.2024.pdf)
6. Next Meeting – 9 AM Thursday, May 16, 2024

1. Welcome & Call to Order – Jim Owens
2. [Closed Session per G.S. 132-1] Update on delinquent occupancy tax accounts
3. [Open Session] February Financial Report
4. Review timeline of upcoming budget cycle and grant approvals
5. Discuss high-level FY 2024-2025 Budget starting point
6. Continue discussion of DRAFT Finance Policies
   • Review credit card agreement with First Citizens
7. Next Meeting – 9 AM April 17, 2024

Agenda

1. Welcome – Mike Huber
2. [Closed Session per G.S. 132-1] Penalty Waiver Requests
   1. Requested & Awarded
   2. Procedure for properties significantly in arrears
3. [Open Session] January Financial Report
4. Pigeon River Access Project Proposed Budget Amendment
5. Policy for non-profit sponsorships or support – discussion
6. DRAFT Finance Policies
7. Next Meeting – March 20, 2024; 9:00am

1. Call to Order – Chair Jeff Hillis
   
2. Welcome & Introductions
   
3. T-shirt Contest Update
   
4. Draft 2026-2027 Marketing & Communications Plan
   • New Ideas
     • Spring Campaign
     • Road Trip to Haywood
       
5. Partner Marketing & Collaborations Guide
   
6. Preliminary Fiscal Year 2026-2027 Budget
   
7. Next Meeting – August 11, 2026

1. Call to Order – Chair Jeff Hillis
2. Welcome & Introductions
3. Open Haywood Campaign Results
4. Awards
5. Upcoming Events
   • Ice Fest Weekend
   • Downtown Waynesville Social District
   • Partner Toolkit
   • Volunteer
6. SATW Update
7. 2025 Marketing Discussion
   • What Went Well
   • What Needs Improvement
   • Business Participation
   • Internal Marketing
8. Next Meeting – Wednesday, February 25, 2026 at 10:30AM (special meeting with One Net regarding the new website)

Agenda

1. Call to Order – Chair Jeff Hillis
2. Marketing Committee Seat Applications
3. SATW Discussion
   1. Mountaineer Article Announcing SATW Convention
   2. Give Back Idea for SATW
   3. Outdoor Professional Development
   4. Ways to “Surprise and Delight” SATW attendees
4. Next Meeting – December 9th – 11 AM

Agenda

1. Call to Order – Chair Jeff Hillis
2. Visitor Guide RFP’s
3. Website RFP’s
4. Open Committee Seats
5. Video Update
6. Next Meeting Thursday, August 28, 2025 – Website RFP Interviews

Staff Marketing Committee Presentation

1. Call to Order – Chair Jeff Hillis
2. Marketing Update
   • Open Haywood/Elk Bucks
3. T-Shirt Contest Designs
4. DCI Scope of Work
5. Public Relations Plan
   • October Press TripGo Pro Partnership
   • SATW Conference Bid
6. Next Meeting Tuesday, August 12, 2025

Staff Marketing Committee Presentation

1. Call to Order – Chair Jeff Hillis
2. Marketing Update
   • Fat Burger Month Recap
   • T-Shirt Contest
   • Video/Photo Shoot
   • Partner Resource Book
3. Summer Campaign Proposal
4. Website RFP
5. FY 25-26 Budget
6. MMGY Scope of Work
7. DCI Scope of Work (will be presented at the June 10 meeting)
8. Marketing & Communications Plan
9. Next Meeting June 10, 2025

1. Call to Order – Chair Jeff Hillis
2. Proposed Visit Haywood T-Shirt Contest
3. Fiscal Year 25-26 Planning
   • Primary Advertising
   • Seasonal Advertising
   • Focused Campaigns
     • Gift of Haywood 2025
     • Fat Burger Month 2026
     • Others
   • Local Advertising
   • Content (photo and video)
   • Research
   • Brand Activation or Other Ideas
   • Collateral Materials
     • Visitor Guide
     • Haywood County Map
     • Motorcycle Map
     • Elk Brochure
     • Hiking Guide (Coming Soon)
     • Others
   • Welcome Center
4. New Website
   • Wander Map
5. Next Meeting May 13, 2025

Staff Marketing Committee Presentation

1. Call to Order – Chair Jeff Hillis
2. Public Relations 2024 Report
3. Advertising Update
4. Video/Photo Shoot
   • Music
5. Fat Burger Month
6. Website RFP
   • Timeline
7. Next Meeting Tuesday March 11, 2025

Staff Marketing Committee Presentation

1. Call to Order – Chair Jeff Hillis
2. Introductions
3. Advertising Agency RFP
   • Timeline
   • Draft Request For Proposal
4. Public relations Scope of Work
5. Historical Advertising Recap
   • Historical advertising fees
6. Advertising Budget Options for FY 2024-2025
7. Save The Date
   • National Travel and Tourism Week
8. Next Marketing Committee Meetings
   • Virtual Meetings:
     • Date: May 2nd
     • Time: 11:00am
     • Purpose: To review logo designs
     • Date: May 30th
     • Time: 3:00pm
     • Purpose: Logo design revisions

Staff Marketing Committee Presentation

1. Call to Order – Chair Jeff Hillis
2. Introductions
3. Adjustment of Agenda
4. Annual Report
   a. Pages 6 – 7 Marketing & Paid Media
   b. Page 7 Social Media
   c. Page 8 PR
5. Zartico Data
6. Ice Fest Update
7. Branding Updates
8. PR Extended Draft Plan Review
9. Save The Date
   Tourism Master Plan Community Session
   March 26, 2024, Lake Junaluska Harrell Center, Room 201
   4:30pm
10. Next Marketing Committee Meeting
    a. Thursday, April 11 or Tuesday, April 16

Staff Marketing Committee Presentation

Agenda

1. Welcome & Call to Order – Jeremy Boone
2. Review Timeline and Capital Presentation Schedule
3. Capital Presentations and Discussion
   • Stuart Auditorium Modernization, Ken Howle
   • Upper Falls Connector Trail, Marielle DeJong
   • Kiwanis Playground, Eva Hansen
   • BREAK
   • Boyd Ave Greenway Connector, Alex Mumby
4. Capital Grants Discussion
5. Maggie Valley Grant Discussion
6. Lake Junaluska Grant Discussion
7. LUNCH
8. Canton Grant Discussion
9. Waynesville Grant Discussion
10. Haywood County Grant Discussion
11. Final Discussion/Wrap Up
12. Next Meeting: Wednesday, August 12 at 9 AM
13. Adjourn

Agenda

1. Welcome & Call to Order – Jeremy Boone
2. Review Grant Guidelines, Documents, Scoring Process
3. Overview of Grants Received
4. Capital Grant Review Process
   • Scheduling Capital Grant presentations
   • Presentation structure
5. Next Meeting: Wednesday, May 13, 8 AM-2 PM, Gaines Auditorium
6. Adjourn

Agenda

1. Welcome & Call to Order – Jeremy Boone
2. Review Promotion Grant Application
3. Review Draft Changes to Promotion (https://docs.visithaywood.com/2025/10/hctda_promotiongrantguidelines_10.30.2025.pdf) and Capital (https://docs.visithaywood.com/2025/10/hctda_capitalgrantguidelines_10.22.2025.pdf) Guidelines
   Based on our last cycle of applications and committee discussions, suggested improvements to the guidelines are outlined in red for your review and our discussion.
4. Proposed FY 25/26 Grant Timeline (https://docs.visithaywood.com/2025/10/fy-26-27-grant-timeline.pdf)
5. Next Meeting: TBD
6. Adjourn

Meeting Notes

Agenda

1. Welcome & Introductions
2. Call to Order – Jeremy Boone
3. The Master Plan calls for us to write a Business Plan. Seeking Committee input on:
   1. Frequency of writing the business plan (in addition to other plans we have to write)
   2. Features of items to possibly include in the business plan (borrow the best ideas from the samples shared)
   3. How we measure/ track our successes – and how do we communicate them.
4. The measuring success will apply to both FY 25-26’s list of things we’re working on (sent with the HW), plus future items yet TBD
5. Next Meeting: September 10, 9:00am, Gaines Auditorium to review Capital Grant Applications
6. Adjourn

1. Welcome & Call to Order – Jeremy Boone
2. 2nd Round Grants Timeline
3. Review Changes to Promotion and Legacy Guidelines
4. Capital Grant Timeline
5. Review Capital Grant Guidelines and Scoring Sheet
6. Destination Master Plan Objectives FY 25-26 Overview
   • Determine Success Metrics
   • Business Operations Plan FY 26-27 Timeline
7. Committee Homework
   • Review Objectives for this yearHow to Measure Success and Reporting
   • Review Sample Business Plans
8. Next Meeting: [Current: August 20, 2025 – 9 AM] Need to reschedule, will discuss.
   Possible dates: August 5, 9am or 11am; August 6, 9am or 11am; August 12, 9am only
9. Adjourn

Agenda

1. Welcome & Introductions
2. Call to Order – Jeremy Boone
3. Duties Today – Jeremy
4. Proposed Funding Allocations – Corrina
5. Discuss Grant Applications & Available Funds by Town
6. Develop Recommendations for HCTDA Board
7. Next Meeting: June 11, 2025, 11 AM
8. Adjourn

Agenda

1. Welcome & Introductions
2. Call to Order – Jeremy Boone
3. Committee Dates
4. May 14 – 9:00am Grant recommendations Tourism/Legacy
5. June 11 – 11:00am Master Plan discussion
6. July – No Meeting
7. August 20 9:00am – Destination Master Plan discussion / Capital Guidelines –
8. September 10 9:00am – Grant recommendations – Capital
9. October – No Meeting
10. November 12 9:00 – Destination Master Plan discussion
11. December – No Meeting
12. Review Grant Guidelines, Documents, Scoring Process
    • Tourism Promotion Guidelines and Scoring Sheet
    • Legacy Event Sponsorship Guidelines and Scoring Sheet
    • Marketing Plan Budget
13. Grant Timelines
14. Review Destination Master Plan
15. Next Meeting: May 14, 9:00am
16. Adjourn

Agenda

1. Welcome & Call to Order – Jeremy Boone
2. Review Product Development Committee Guidelines
   • The role of the Product Development Committee is to provide oversight in the implementation of the Destination Master Plan, and will also advise grant funding policies and procedures, working with staff to make project recommendations to the TDA Board of Directors.
   • Matrix
3. Review committee applications | Recommendation to BOD
4. Meeting Dates – review and bring to full BOD for vote
5. Proposed Conflict of Interest Policy
6. April Meeting Agenda
   • Welcome and IntroductionsReview Grant Guidelines, Documents, Scoring Process, and Timeline
   • Review Destination Master Plan
7. Next Product Development Committee Meeting – TBD
8. Adjourn

Agenda

1. Call Meeting to Order – Kelsie Baker
2. Welcome & Introductions
3. PDC FY 24-25 Meeting Dates Schedule
4. Review Grant Applications | Recommendations
5. Clyde – 1 promotion application
6. (Promo) Turkey Creek Enterprises
7. County – 2 promotion applications (these cover 3 or more zip codes)
8. 1. (Promo) IDEA Passport
9. (Promo) Arts Council Studio Tour
10. Lake Junaluska – 1 promotion and 1 legacy event applications
11. (Promo) Seasonal Promotion
12. (Legacy) Independence Day
13. Maggie Valley – 4 promotion and 2 legacy event applications
14. (Promo) Smoky Mountain Bluegrass Festival
15. (Promo) Maggie Valley Ice Festival
16. (Promo) Safari Adventures
17. (Promo) WNC Jeep Fest
18. (Legacy) Backyard Fourth
19. (Legacy) Wheels Through Time Annual Raffle Day
20. Waynesville – 7 promotion and 3 legacy event applications
21. (Promo) Appalachian Heritage Weekend
22. (Promo) Chili Cook Off
23. (Promo) DWC Marketing Campaign
24. (Promo) DWC Ice Stroll
25. (Promo) HART Holiday Harmony
26. (Promo) Haywood Historic Farmers Market
27. (Promo) HCAC Cool Jazz
28. (Legacy) Apple Harvest Festival
29. (Legacy) Whole Bloomin Thing
30. (Legacy) Appalachian True Christmas
31. Next meeting – TBD
32. Adjourn

1. Call Meeting to Order – Kelsie Baker
2. Welcome & Introductions
3. Request for Grant extensions FY 23-24
   • Chestnut Mountain Bike Pump Track (https://docs.visithaywood.com/2024/03/chestnut-mountain-bike-pump-track.pdf)
   • (https://acrobat.adobe.com/id/urn:aaid:sc:VA6C2:5f6e369a-cab9-4124-a818-ef9709ab760a)Haywood County Bike Track (https://docs.visithaywood.com/2024/03/bike-park-francis-farm-landfill.pdf)
   • DWC Alleyway Mural (https://docs.visithaywood.com/2024/03/dwc-alleyway-mural.pdf)
4. FY 24-25 Grant Timeline (https://docs.visithaywood.com/2024/03/grant-timelines-pdc.pdf)
5. Review Tourism Promotion Grant Improvements
   • Guidelines (https://docs.visithaywood.com/2024/03/promotiongrantguidelinesv218.pdf)
   • Application (https://docs.visithaywood.com/2024/03/hctda1-tourismpromotion-application_2.2024.pdf)
   • Scoring Sheet (https://docs.visithaywood.com/2024/03/promotiongrantscoringrubric_draft_03.08.2024.pdf)
   • Final Evaluation & Request for Payment Form (https://docs.visithaywood.com/2024/03/hctda1final-eval-request-for-payment_2.2024.pdf)
6. Review Legacy Event Sponsorship Program
   • Guidelines (https://docs.visithaywood.com/2024/03/hctda_legacyeventsponsorshipguidelines_draft_03.08.2024.pdf)
   • Application (https://docs.visithaywood.com/2024/03/hctda1-legacy-event-application_2.2024.pdf)
   • Scoring Sheet (https://docs.visithaywood.com/2024/03/legacyeventsponsorshipscoringsheet-1.pdf)
   • Final Evaluation & Request for Payment Form (https://docs.visithaywood.com/2024/03/hctda1legacy-event-request-for-payment-final-evaluation_2.2024.pdf)

• Next meeting – June 18, 2024

Adjourn

Agenda

1. Call Meeting to Order – Kelsie Baker
2. Welcome & Introductions
3. Review Current Grant Guidelines (https://docs.visithaywood.com/2023/12/hctda1tourismpromotion_grantguidelines_11.2023.pdf)
4. Discuss and determine funding recommendations for 3 applications received
   • Haywood Historic Farmer’s Market
   • Stepping Into Spring
   • Canton Merchant’s Partnership* Please see note below for additional information.
5. Brainstorm ideas about a possible “Legacy Event Sponsorship” program
6. Next meeting – February 7 at 9:15 AM
7. Adjourn