Council approves three-year tourism marketing contract with J. Ray; councilors seek stronger reporting and retain cancellation flexibility

The Wilsonville City Council voted 5–0 on May 5 to approve Resolution 3186, authorizing the city manager to execute a professional services agreement with J. Ray Ads and PR Inc. for tourism promotion and destination marketing services for Explore Wilsonville.

The contract recommended by the Tourism Promotion Committee is a three‑year agreement with two optional one‑year extensions and an annual budget ceiling of $200,000. Staff liaison Zoe Mobert told council the work covered website management, social media, content creation, itineraries and targeted digital campaigns under the Explore Wilsonville brand; the contract was the outcome of a formal RFP process that drew five proposals from firms in California, Colorado, Washington, Oregon and Canada.

Why it matters: Transient lodging tax revenues that the city receives from hotel properties come with state rules that require a portion of the funds be spent on marketing to potential visitors from more than 50 miles away. The marketing contract funds the city’s Explore Wilsonville efforts and the annual implementation plan adopted by the Tourism Promotion Committee.

Council debate and amendments: During discussion one councilor moved to amend the proposed contract to a one‑year term rather than the recommended three years plus optional extensions, citing concerns about rapid change in digital marketing and the potential for vendor fatigue. The motion was seconded but withdrawn after city staff and the city manager explained two key points in the proposed agreement: (1) a short-cancellation clause that allows the city to terminate without cause with seven days’ notice and to pay only for services rendered to date, and (2) a budgetary protection that prevents the city from being bound beyond appropriated funds in future budgets.

Mobert outlined the procurement process: an RFP published February 3, five responses received, and the Tourism Promotion Committee’s unanimous recommendation following finalist interviews on April 2. She said J. Ray’s proposal emphasized a local campaign consistent with the city’s newly adopted tourism development strategy and that committee members were satisfied with the firm’s experience and work over the prior five years.

Council oversight request: Council members asked staff to return with clearer performance metrics and reporting formats to avoid "autopilot" reporting and to allow regular review of digital performance measures. One councilor said additional data points provided by staff ahead of the meeting helped in evaluating the contract and requested continued, detailed reporting.

Vote and next steps: After discussion, Council President Carolyn Berry moved approval; the motion passed unanimously. Staff will finalize the agreement and begin the transition work with J. Ray once the manager executes the contract. Council directed staff to provide more detailed, periodic performance data tied to the contract deliverables.