Hotel‑Motel Tax Board approves grants and final expense reports for local events

The Hotel Motel Tax Allocation Board on an unspecified September 2025 date approved multiple grants and final expense reports for local events and briefly debated whether grant requests can be approved after an event has occurred.

Board members unanimously approved a $4,000 final expense report for Hot Rods on a Mission, a two‑day car show held Sept. 13, 2025. The event organizer told the board the show brought “about 220 cars” over two days and that roughly 20 people stayed overnight in local hotels. The organizer said participants included entries from Texas, Arkansas and Missouri and that local restaurants and food vendors saw increased business.

The board accepted a final expense report for Mayes County Hope and authorized a $2,000 payment after the applicant amended its requested amount. The Mayes County Hope representative reported a 73‑person decrease from the previous year among respondents, said participants represented 10 states, and reported that 14% of survey respondents stayed overnight, 43% ate at local restaurants and 15% patronized convenience stores and retail shops; the representative said the survey response rate was about 40%.

The board approved a $5,000 Hotel‑Motel grant for the Pryor Creek Bluegrass & Barbecue Festival after extended discussion about timing. The chamber representative said the event drew an estimated 3,000 to 3,500 people, featured 15 bands and that “every single band member stayed at [a hotel inside city limits].” Board members and staff acknowledged the chamber submitted some paperwork after the event; the mayor told the board that approving the request was acceptable and the chair said he had discussed the matter with the city attorney. Board members emphasized, however, that grant money should normally be requested before an event; one member said the board will put a note in files clarifying that grant requests must be submitted in advance.

The board approved a $3,500 grant for the Oki Homestead exemption event, which the presenter said will feature about 150 vendors and be staged partially indoors in the event center and in an adjacent barn area.

The board also approved a $250 Hotel‑Motel grant for Santa's Christmas Village. Organizer Robert Taylor told the board the program runs roughly a week of setup and activity, that last year the event served “a little over 900 kids in 3 hours,” and that the program distributes backpacks and toys through local donations. Taylor said he and volunteers logged hundreds of hours preparing the event and that visiting families often travel from other Oklahoma cities and neighboring states.

Votes were unanimous on all items. Board members who voted yes at multiple roll calls included Board member Hawkins, Board member Allen, Board member Majors, Board member Williams and Board member Dickinson; the chair called the motions and the motions were seconded before roll calls.

Board staff said applicants will need to submit receipts and final documentation to staff (Jay) for inclusion in the next regular meeting packet. Several board members said the panel should prioritize seed funding for new events rather than repeatedly funding ones that are already established.

The board adjourned after approving the Santa's Christmas Village request.