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HomeMy WebLinkAboutM111610 2011 LTAC Budget Presentations November 16, 2010 9:40 am at Port Townsend Courthouse Members attending were John Austin, Bill Tenant, Joy Baisch, Miriam arrived at 10:16 am due to lack of notice. Others attending were: Philip Morley, Jennifer MacGillonie, Keven Elliff, Bill Roney, Kitti deLong took minutes, Larry McKeehan, Jim and Carol Christianson. Minutes: Joy moved to accept the Minutes from 11-03-09. Bill seconded. Motion passed unanimously. Philip discussed the financial picture re: Hotel/Motel Lodging Tax graph that was passed out during the meeting. The revenue through October 2010 is $230,000 compared to $257,000 last year for the same period. At that rate, we would expect the total for 2010 to be approx. $288,000. Philip would like to have a plan to award $290,000 for 2011. Re Handout: 2011 LTAC Funding Requests. We have requests for $65,000 more than we have to distribute. In the next to last column are the apportioned amounts to make the total add up to $290,00 if all requests are funded. There is a possible fund balance that we have been drawing down on in the past. Each has been set aside as a capital investment for Gateway Visitor Center or some other capital investment project and the decision “was made not to draw down on that.” Bill Tennent noticed that income rose for October 2010. Philip said we might be surprised at the total income at the end of the year, but he would be unwilling to bet on the final outcome. John read RCW 3.25.040 (1): “Not more than 50 percent for the operation and maintenance of organizations operating tourist-related facilities and their costs for local promotional activities, including but not limited to Jefferson County Historical Society, Tourism Coordinating Council, Olympic Peninsula Gateway Visitor Center.” It was determined that we would want to have more discussion about the County Codes and RCW’s after all the presentations have been made to make sure that we are complying with them. Presentations: Historical Society – Bill Tennent JCHS has always been grateful that the Historical Society was written into the Ordinance when it was made, which made a more stable source of revenue for the Historical Society. Before that, the manager was a County Employee. That made a lot of sense since people come to this county for heritage, etc. The Historical Society has been in existence since 1879, the Museum opened in 1951 and several other venues since then. Each facility functions as a little visitor’s center. JCHS has events that draw people to the County and this year, had an exhibit from the Smithsonian during Sept 3-Oct 17. A lot of visitors were tourists, but there were also many school children. First Night always attracts a lot of people from outside of the County. The West End event this year had three lectures and a field trip. Joy asked a question about whether the City contributes LTAC funds to JCHS. Bill noted that the City supplies approx. $70,000 in-kind rent for the museum. When Philip asked what effect there would be if funding were less than requested. Bill stated that they operate five facilities with one full time staff person and four very part time people, so they would have to cut back on staff somehow. His staff members are all professionals working for very small, near minimum wage, and two do get minimum wage. Olympic Peninsula Gateway Visitor Center – Bill Roney We look at how many people come through the door and how many contacts we made. We are still about 1% above the same period in 2009 and that shows how well our advertising strategies are working for Jefferson County because many parts of the state are experiencing reductions in visitors. We are mailing the Activity Map out in fulfillment, which is less expensive than in the past due to the smaller size of the map now. Gateway VC has had 3810 web visits on the website olympicpeninsula.org, which covers things such as the Olympic National Park to the Lodgings List. We have made 22,870 contacts this year. On site, we are doing a very good job. Volunteers have donated 800 hours to keep Gateway VC open. We pay for and are responsible for our own building and parking lot maintenance. The Visitor Center provides valuable services and if we lost it or curtailed it, we would certainly see a loss of visitors. We are doing an excellent job for every dollar spent. It is difficult to find volunteers to serve with no water or restroom facilities. The only way to get volunteers is through gratis newspaper articles. It is truly a challenge to keep the place staffed. To the question, “If we were to reduce the amount awarded, how would that impact you?” Bill answered, “ I would work more. I would like to see each program that we do continue because they are each very important. We would probably have to cut the only other staff member, maybe shorten hours but I feel continuity is important.” Jefferson County Chamber: Jennifer MacGillonie Jennifer and Keven Elliff are working on a website for the Chamber that will replace other websites (Port Hadlock and Port Ludlow). There was a stakeholder’s meeting last Friday. The Chamber sees itself as taking a key role. We have a full-time manager with 50-60 volunteers to service the Visitor Center. We see the region as a whole and are trying to unify the entities. The Chamber is requesting a three-part funding request to: 1.Continue individual marketing for Port Hadlock and Port Ludlow; 2.Do a Tourism Study; 3.Design a Countywide website. We need money to maintain phones for both Port Hadlock/Tri-Area and Port Ludlow; Staff time for doing various advertising; we would like to update brochures for both areas; we want to keep the banners; and we want to work on some kiosk projects for both areas; also want to do some event sponsorship and promoting at the annual events. Jennifer then read the introduction to the Jefferson County Chamber budget request. The Jefferson County Chamber wants to facilitate a two-part study. Also wants to get all groups and stakeholders together to produce a unified brand. Keven Elliff then made a presentation. He noted we have Olympic Peninsula websites but nothing just for Jefferson County, water to water. He has begun work on the Tri-Area website with the idea that it could be extended through the rest of the County. He stated we are not trying to replace anything or subsume anything. But that we want to set up something that is specifically Jefferson County. He was not suggesting that they step away from olympicpeninsula.org, but just have an added component. Timing: We need to get started on this fairly quickly with consultants. The website is primed. This will be a process that takes some time to manifest and grow. Bill Tennent asked if there had not been tourism studies in the past and when was the last one done? Jennifer stated that Port Townsend had one done in 2009 by Hills and Knowlton. Diane stated that OPVB had one done in 2002, and have a three-part study planned for 2011 and have heard from the contractor who may do that next month. This study will work on how prospective travelers are getting their information and how they are using it; Travel Planner on line; focus group, target marketing area, how people are getting their information in King, Snohomish and Kitsap. Kevin felt that a brand study about what to communicate was needed. Diane’s study is where to communicate. Philip asked how Jefferson County Chamber sees its role in what it is proposing in relation to the TCC. Jennifer feels that the Chamber would support and benefit the TCC and the Historical Society and the Gateway Visitor Center and that they go hand in hand. Philip asked if there had been a discussion of their proposal about this? Jennifer answered no. Philip asked how the proposed website would be set up and how it would relate to the OPTC website since the City has some tourism websites, North Hood Canal is doing some work, how do they all nest and how do they relate to each other? Keven stated that Philip mentioned four different agencies to ask that question. He said they are proposing a hub with a branded, leveraged site, and that they need unification with a central core. Philip asked if Keven would dictate content for North Hood Canal, City, etc. Keven stated he would not dictate but wants to create neutrally and supportively a brand and then encourage participation with its use. This brand should be supportive of each individual community. To the question about whether the projects had been accomplished that were funded last year for Port Ludlow and Port Hadlock, Jennifer stated that Port Ludlow has been operating the LTAC funds as their subcommittee and that Jefferson County Chamber has just started on the Port Hadlock website. The funds were greatly less than what they had requested. In answer to the question about whether the flags and banners were done that had been funded last year, Jennifer said that she didn’t know. This year, they were continuing with the LTAC projects that were awarded last year. She didn’t know if the banners were updated yet. To the question, “If we were to reduce the amount awarded, how would that impact you?” Jennifer said the study could be eliminated, which would reduce the amount needed by $4,000. Philip asked what the difference was between branding/visioning and creative content. Keven answered that creative content would be a one-time expense or something that would happen periodically. North Hood Canal Chamber – Joy Baisch NHCC has asked for a little more than last year and that request is back up to where it was before. USFS has had another budget cut and have asked NHCC to take over full charge of their staffing. That does require us to have two people on the weekends for Homeland Security reasons. We have not come up with a way that is alternate to how they have written their MOU. Have continued to rent the Brinnon VC, numbers are up from last year. The marketing we have done has been regional in nature, and collaborative with Culinary Loop, Waterfall Trails, and has received a lot of outside interest. This year will work with Gateway VC to produce some videos on trail overview. We participated in the Jefferson County Map updating this and increasing the capacity of the visitors information on it, participated in the Waterfall Trails Brochure, are collaborating in the East Jefferson County Bike Map that will be produced, and are working on the OPT Travel Planner which is a strong piece for us. The OPTC website is our portal. The average tourist comes primarily from Washington, Oregon, Eastern Seaboard, with a lot coming from mid-west. We are getting a lot of continuing interest that has been increasing from the British Isles, Germany, Japan, and more. We do work very closely with the Tourism Commission. We are still holding our own which is a significant thing. We have a monthly average of 742 visitors at Quilcene. OPTC helped us out by removing advertising in the Travel Planner to make more room for information on small and remote communities, including ours, which leveled the playing field. The opportunity marketing is for Potlatches, art and activities, photographers that are doing weekend overnights, and we will probably participate in the dog field trials this year. When asked if NHCC is contributing hard dollars to programs, the answer was yes. Philip asked if we were to give you less than you have asked for, how would that impact you? Joy responded that she would have to continue putting her own money into providing her own time and labor and expenses, so she guessed she would have to continue doing that and write if off somehow, or maybe she would have to get a job. Labor for VC has increased $6,000 for Gail. We have five part time people with one full time person. Our insurance went up by $600. We do support our festivals. Income from Shrimp Fest was doing slightly over last year. Quilcene Festival was up significantly this year. There is no paid staffing except for what the Forest Service requires. Philip asked if we establish the salary level. Joy responded that no, the Forest Service does and we pay a little less than they set. Tourism Coordinating Council – Kitti deLong, with Diane Schostak Spring and Fall Campaigns are an important focus for the TCC, and we partner with Clallam County to get some very positive buying power with promotions, advertising packages, radio spots, etc. These campaigns have greatly contributed to the positive LTAC income Jefferson County is currently experiencing in spite of less than desirable LTAC income in other areas of the Peninsula. TCC has also revised, updated and reprinted the PAD Map for East Jefferson County that is particularly important for bicycle riders, hikers, divers, campers, fishermen, as well as lodgings, and other tourist-related businesses. TCC has participated in the Olympic Culinary Loop project, as well as contributing to another printing of the Waterfall Trail Brochure, which is still receiving a lot of favorable attention. TCC also contributed to the Marketing Summit that educates business owners, members and partners in the tourism industry in how to better bring visitors to this area. The TCC is also a strong partner in the Olympic Peninsula Tourism Commission, which is a joint partnership with all eleven tourism-related entities on the Olympic Peninsula to market the Peninsula as a whole. Kitti asked Diane Schostak to tell about the OPTC. Diane described the Travel Planner printing of 110,000 copies. About 15,000 copies are distributed through direct mail for people who request information. The rest are distributed through ferries, VC’s, etc. Website: We have a Brand and Identity. Each partner is an administrator of their pages and highlight or change any information that they choose. All lodgings are listed on that website. This year, OPTC did a $45,000 marketing program with the State. Did digital, web- based promotions as well as print ads during March through July, and allowed us better advertising buys than we could do on our own. The State lead articles were on Merrymere Falls and Peninsula beaches. We have had the front of the State Travel Planner for about three out of five years. Clallam County VCB matched co-op campaigns with TCC and OPTC contributed as well. We still use the “Road Less Traveled” and we talk about things we can do from an experiential perspective. Through that campaign, we emphasize the rural things to do and the communities get the benefit of that. OPTC also contributed to the Chetzemoka launch, supported the trip to China. International tourism isn’t a big percentage of what we go after, but it cannot be ignored. Since it was late in the year when this took place, only Seattle, Tacoma, and the Olympic Peninsula were represented, much to our benefit. Forks: Diane Schostak This request is for funding the Forest Service VC staff, long-time employee Birdie James, and this position is seasonal. This VC is the key entry point for the County. This request is slightly increased over last year due to a cost-of-living increase, set by the Forest Service. We have also requested printing the Rain Forest Map. Also have requested travel reimbursement, since it is so far for people to attend meetings from the West End of Jefferson County. In answer to Philip’s question about what impact an award would have if it were less than requested, Diane answered that if the number of hours were cut, the number of days open per year would also have to be cut. The Park Service sets the wage for Birdie. Quilcene Historical Museum – Larry McKeehan, Jim & Carol Christiansen Quilcene Museum is a 501c3 and is an all-volunteer organization with no paid staff. There are 35-40 people who help at the Museum. On page 22, there is a list of statistics: Visitors come from 17 states, 7 foreign countries, and 34 different cities. There are over 350 artifacts from 65 different people from four states and 21 Washington cities. Docents are volunteers. Quilcene is celebrating four 100 anniversaries. Winona Pill has written a book on th Quilcene Heritage. Carol showed a magazine from Japan World Photo Press 2010 that featured beautiful photos of the Quilcene Museum. Was a book signing for Mr. and Mrs. Bailey, had 110 people who brought things from their own homes to share. The annual membership is at 110 for 2010 with 75 paid Lifetime Members. When asked what impact a budget award would have if it were less than requested, Larry stated that he hoped that insulating the museum would help with any shortfall, and Carol stated that they became a 501c3 to save money with mailings. 12:30 After a short break, the Members discussed various ways of funding. Philip is not supportive of drawing down reserve balances for on-going activities. He would support a one-time project of a capital nature. After in-depth discussion, it appeared that all budget requests would have to be reduced. John felt that it would be a good idea to make a recommendation to the BOCC to have another meeting at the end of the first quarter to review what we have coming in to see if there is other money that we can distribute. Philip felt that all proposals were fully meritorious and we just do not have enough money to fund the full requests. After much discussion, Bill Tennent moved to fund each request at 94% of last year’s award, with some rounding to get the total to $290,000. Miriam seconded. Motion passed. 2011 Funding Recommendation: JC Historical Society $51,299 Gateway VC 55,516 Jefferson Co Chamber 12,455 North Hood Canal Chamber 44,180 Tourism Coordinating Council 80,840 Forks Chamber for West End VC 22,714 Quilcene Historical Museum 8,460 Total: $290,000 John suggested that, whether we have more money or not, we will have another meeting in the late spring after the first quarter is finished to see what we do with all the money that are coming in and to look at the grand scheme to make an over-all plan. John urges everyone to talk to partners and OPTC members to come up with a grant scheme. Meeting ended at 2:40 pm.