Committee schedules Oct. 16 and 23 applicant hearings as staff flags $4.66M in ATAX requests

The committee opened its meeting at 10:00 and moved to adopt the agenda and approve minutes before hearing a staff presentation on the preliminary review of 2026 accommodations-tax (ATAX) grant applications. Michelle, the town grants administrator, told members staff had reviewed 37 applications and organized each applicant file into standard subfolders for financials, applications and supporting documents.

"We have a lot of work ahead of us," Michelle said as she described logistics and a proposed schedule for applicant hearings on Oct. 16 and Oct. 23, calling the schedule a draft that could change if applicants request rescheduling. She said staff will provide lunch and amended schedules if needed.

The presentation included a concise "cheat sheet" in each file listing required documents (profit-and-loss statements, balance sheets, 990s where applicable, board minutes and visitor surveys) and a color cue for missing responses. "If it's yellow, that means there was no response back," Michelle said, adding staff placed related emails in an "additional information" subfolder so reviewers can see follow-up explanations.

Michelle told the committee the total funding requested across applications was $4,655,093. She also said the town council's funding-distribution policy establishes a planning figure equal to 33% of proposed ATAX dollars; staff listed that working number in the packet as $4,000,076.70 and noted town council has adopted the policy by resolution, meaning any change would require a formal council vote.

Committee members asked for more financial detail by applicant. One member asked whether staff could provide data showing what amounts organizations were awarded in prior years versus what they actually reimbursed; Michelle agreed and said staff would provide that information for each applicant at the hearings. "We will let you know what they actually expended and what might have been left over," she said.

Michelle also introduced an optional evaluation scoring rubric to guide reviewers on five criteria: alignment with the town's strategic plan, community and economic impact, growth potential, application quality and long-term fiscal sustainability. She said the rubric is a work in progress and will be emailed to committee members.

On process, Michelle and members discussed that applicants must demonstrate how ATAX dollars would bring tourism into the area, because state statute requires tourism-related uses for these funds. Members noted some applicants are new (five this year) and others returned after past absence; Michelle said newness carries no preference and that each application will be judged on its merits and documentation.

The committee did not receive public comment. The meeting concluded after motions to adopt the agenda, approve the minutes and adjourn were carried. Staff said it will amend packets to mark new applicants, add the 2026 figures to summary spreadsheets, circulate the rubric and reimbursements data by email, and prepare for the October hearings.

Next steps: applicant hearings on Oct. 16 and Oct. 23, staff will provide applicant-level reimbursement data and an updated packet in advance of those hearings.