1.

Welcome

      Ford called meeting to order at 4:33 p.m. 

2.

Invocation/Pledge of Allegiance/ Roll Call

Ford led into pledge of allegiance.  Clerk did roll call.

3.

Regular Meeting

a.

Approval of Minutes:

   October 1, 2025 – Regular Meeting

HARRIS/PATEL. 6-0 TO APPROVE.

  Lewis stated they had 1 last minute request from the Hola Gadsden Festival/Soccer final

Simpkins appeared at 4:35 p.m

ROBINSON/HARRIS 7-0 TO APPROVE THE AGENDA WITH THE ADDITION OF THE HOLA GADSDEN FESTIVAL/SOCCER FINAL.

b.

Discussion of FY 25/26 Budget – Updated expenditure report

   Lewis presented the above item.

  Robinson asked what the county provides.

  Patel asked about overtime hours.

  Dubree stated he thought the amount allocated for salaries seems excessive.

  Questions about who does the photography for specific events.

  Patel asked who benefits from the salary allotted and Lewis stated it would typically be the person in his position, but his salary is paid through economic development.

  Lewis stated the duties are being split between him, the part time person, and his office manager.

  Williams asked if Lewis was part time and if he was being compensated for his role in TDC.

  Robinson stated she wants clarity on the salary.

  Harris asked for point of clarity and wanted to know if there were employees being paid from the TDC budget.        

Simpkins stepped out at 4:58 p.m.

Simpkins returned at 5:00 p.m.

  Dubree asked for a better break down on the expense material they were supplied.

  Ford stated she has never seen an expense breakdown like they were supplied.

  Simpkins stated this TDC board did not approve the line items within the budget, those items were brought to them.

  Lewis stated it was a sponsorship and it is paid upfront.  He also stated in the last meeting the board voted to go in direction of reimbursement instead of sponsorship.

  Simpkins stated if it is not a TDC event should they be supplying receipts.

  Harris asked is Lewis could send out last years expenses.  Lewis stated he would send that out.

c.

Discussion and Action Marketing Funds and Event Grant Requests:

(T.J. Lewis, Economic Development & Tourist Development, Director)

  Lewis presented the above item.

  Robinson stated she did some research about advertising and statues.   

  Dupree asked what is a realistic time frame for someone asking for funding for events.  Michael Hall, Medium4 stated typically 4 months in advance.

  Dupree stated he thought they could implement the change in deadlines for submitting funding requests the beginning of 2026.

  Ford stated they need to close the application on a certain date instead of receiving applications all the time.

  Lewis asked if they were going to vote on the changes or if they wanted him to bring it back, and Ford stated she wants it o be brought back.

  Patel stated they should add how many nights/rooms were generated the previous year.

  Michael Hall, Medium4 appeared through zoom, and asked if there will be any incentives from hotels as this has been discussed before but there had been no incentives offered.     

  Dupree stated they could give incentives through a code for hotel incentives and it would be easier to track using the code.

  Michael Hall stated he agreed with Dupree and stated that’s exactly what he was talking about with incentives.

  Lewis asked Ford if all questions and concerns have been addressed with the request form for him to be able to move forward with drafting the new form to send all commissioners individually for approval.

   Simpkins stated they agree with Ford about the bed taxes.

Kountry Kingz MC Annual

Lewis presented above item. He stated they are asking for $1500 in reimbursement for their event.

  Michael stated if it was not an advertisement, they should cap the reimbursement at $250-500.

   Robinson stated she thinks they should pay this reimbursement, and they have to keep in mind that the event planner can’t get the certification for the hotel until after the event.

  DUPREE MOTION TO APPROVE THE REIMBURSEMENT OF $1000 FOR THE FLYER ADD/HARRIS. 7-0 TO APPROVE.

Chattahoochee Annual Membership / Sponsorships

·         Final Friday, Christmas Heritage Park, Historic Programming, Downtown Beautification Efforts, Main Streets Master Golf Tournament, Annual 5k & Fun Run

                  Lewis presented above items

 SIMPKINS MADE MOTION TO APPROVE $5000/ROBINSON. 7-0 TO APPROVE.

Havana Winterfest Sponsorship

  Lewis presented above item.  Stated they are requesting funds ranging from $250-2000.

SIMPKINS MOTION TO APPROVE THE PARADE SPONSOR FOR $1500/ROBINSON.  7-0 TO APPROVE.

Hola Gadsden Festival/Soccer Final

   Lewis presented above item.  He stated he does not know what they are requesting, and the only thing they can sponsor is the shirts at $900.

PATEL MOTION TO REIMBURSE $1000 FOR THIS EVENT/HARRIS. 5-0 TO APPROVE.

d.

Medium Four Invoice(s) - $5,000 Due for Prior FY Underpayment

  Lewis presented above item.  He stated he needs a statement of satisfaction from the board for Finance.

PATEL MADE MOTION TO APPROVE/HARRIS. 7-0 TO APPROVE.

e.

DMO Greatest Hits (Visit Florida)

  Lewis presented above item.

Simpkins stepped out at 6:26 p.m.

  Lewis expanded further on this item.

Ford stepped out at 6:32 p.m.

Williams stepped out at 6:39 p.m.

Williams returned at 6:40 p.m.

Patel stepped out at 6:41 p.m.

Had to pause meeting as there was not a quorum when Patel stepped out.

Patel returned at 6:43 p.m.

  Robinson stated they should get the advice of the attorney for the removal of the member that never comes to meetings.

  Michael asked about payment for phase 2.

  Harris tried to leave the meeting, but Robinson stopped him as there would not be a quorum to continue meeting if he left.

  Lewis stated he will call a special meeting for December for phase 2 payment.    

f.

Process for new Board Membership

4.

Next Scheduled Meetings

5.

Adjournment

Robinson adjourned meeting at 7:05 p.m.