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Pinetop-Lakeside adopts community and tourism sponsorship policies with clearer application rules and reporting
Summary
Council approved new community (general-fund) and tourism (bed-tax-funded) sponsorship programs with an application window, scoring matrix, a five-member review committee, and requirements for post-event reporting; staff will add language on timing of payments and reimbursements for canceled events.
Staff presented two new sponsorship programs intended to make town funding for events more transparent and equitable: a community event sponsorship program funded from the general fund and a tourism event sponsorship program funded from bed-tax revenues.
Annie described a single annual application window (July 1–Aug. 1), review by a five-member committee (department director, one council member if available, and three community members), and an objective scoring matrix to justify awards. Applications will be reviewed in August and funding distributed no later than Sept. 1, though staff agreed to add language that checks would be distributed no later than 30 days before an event date and that funds would need to be returned if an event is canceled.
Annie emphasized post-event reporting: recipients must submit a report within 30 days so staff can evaluate the impact and use that information in the following year's scoring. Council asked for flexibility on payment timing for larger events; Annie said the policy language will allow funds to be distributed earlier when justified but requires a default payment window.
Council adopted resolution 26-1817 approving the community event sponsorship program policy with the discussed edits and later approved resolution 26-1818 to adopt the tourism event sponsorship policy with identical reporting and payment provisions. Staff said the community fund amount for this inaugural year is small (roughly $3,000) while the tourism fund is budgeted from bed-tax revenues.
Council and staff said they will proactively notify past recipients about the new application process and provide support to applicants to ensure broad participation.
