Orange County tourism commission approves RFP and funding for destination master plan

The Orange County Tourism Commission voted on May 21 to authorize issuing a request for proposals for a destinationwide tourism master plan and approved two related budget appropriations to support the project.

Joe, who introduced the master plan proposal, said the document would guide long‑term capital strategy and help the commission and Community Branding Board (CBB) prioritize investments. “This is how we should be funding projects,” he said, adding that an updated estimate for consultant services could land nearer $30,000 after consultation with the Indiana Tourism Association, down from an earlier $60,000 figure.

The commission settled on a two‑part approach: a consultant selected via RFP to prepare the plan and a co‑funded project manager embedded with staff during the planning process. Joe offered to draft the RFP to reduce the commission’s administrative burden; commissioners agreed that government funds should follow a formal RFP process with multiple firms, scoring and interviews.

On motions from the floor, the commission approved an appropriation of $40,000 outside the 2026 budget to cover consulting fees for the master plan RFP. Shortly afterward, the commission approved up to $60,000 for the commission’s share of a project manager to oversee the process; one member verbally opposed that appropriation during the vote but the motion carried. The transcript does not show a recorded roll‑call vote for either appropriation.

Commissioners and staff discussed an expected timeline for completion. Joe said he had hoped for an end‑of‑year plan but members cautioned a six‑month window would be tight; the group agreed that finishing by March or April 2027 would better align with the next budget cycle and the expiration of relevant contracts.

Staff also reported personnel and governance issues affecting hiring. Joe said the organization is on a hiring freeze until an employee handbook is approved by the board; some board members expressed concern that the handbook’s paid parental leave and remote‑work components were “a little too progressive,” and staff warned the lack of an approved handbook was delaying recruitment for the project manager and other roles.

Beyond the master plan, staff provided several routine updates. They said the CBV passed its 2024 audit with no evidence of fraud or misuse of funds and that draft audit notes included seven follow‑up items typically seen in nonprofit audits. The commission was told the new website (timelessfrenchlook.com) recently launched and that a partner portal enabling partners to edit listings will roll out in the coming months.

Staff described several program changes for the 2026 grants and sponsorships cycle: a reduced marketing‑match line to cover platform costs and four clarified funding streams (community enrichment grants for nonprofits, a major partner co‑op marketing application, a conference support program with stricter reporting and a tourism professional scholarship program for local students).

The commission also approved funding for an America 250 floral beautification program across the destination and heard an update that a Smithsonian exhibit will be hosted at the visitor center from May 16 to June 28, with a companion exhibit to remain locally after the Smithsonian departs.

The commission left a June meeting slot on the calendar as tentative for any additional budget work and adjourned the meeting.

What’s next: staff will finalize and publish the RFP for consulting services, move forward to solicit proposals and use an evaluation/scoring process (which commissioners said may be done by email followed by interviews), and the commission expects to have a completed master plan in time to inform 2028 planning when feasible.