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O'Fallon CVB adopts revised funding guidelines, sets evaluation timelines and releases marketing RFI
Summary
The O'Fallon CVB on July 23 adopted amended funding guidelines (shortening application lead time to a 30‑day minimum and requiring project evaluation within 90 days of event or implementation, effective Jan. 1, 2026), approved a 30‑day RFI for a marketing consultant, and scheduled a special budget meeting for Aug. 27.
The O'Fallon Convention & Visitors Bureau voted July 23 to adopt an amended funding guideline policy for fiscal year 2026 and approved next steps on marketing procurement and budget scheduling.
Patrick (board presenter) reviewed a draft policy that had been circulated with suggested changes. The board discussed application timing and post‑project accountability. Members agreed to require funding proposals to be submitted at least 30 days before consideration (replacing an earlier 60‑day suggestion for some cases) and to require a project‑effectiveness assessment to be presented within 90 days after an event or project implementation, or at the next one or two available meetings when scheduling gaps exist. A motion to adopt the amended policy was made and passed; the policy will be effective Jan. 1, 2026.
On procurement, the board approved releasing a Request for Information to solicit marketing consultants to advise how to concentrate CVB marketing dollars and to provide cost ranges. The RFI will be open for roughly 30 days with responses expected in time to inform the August budget discussion; board members discussed targeting an August mid‑month deadline to allow cost estimates to be included in the August budget process.
Kelly presented the draft 2026 budget column and highlighted several proposed or placeholder items: a potential $470,000 transfer to support stadium parking/HVAC/concrete work; $80,000 for contract services and a new round of sculptures (including a $40,000 encumbrance); a $37,000 holiday‑decor bid; a $50,000 placeholder for an unspecified event; and a $50,000 placeholder estimate for initial construction of a U.S. Space Force monument (design in progress). Staff removed a previously planned software purchase from the 2026 budget after actual quotes exceeded estimates. The board also scheduled a special budget meeting for Aug. 27 to finalize the draft budget.
What happens next: Responses to the marketing RFI will be reviewed ahead of the August budget meeting; adopted funding guidelines will guide how external funding requests are evaluated in fiscal year 2026.
