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HomeMy WebLinkAboutM060315 Lodging Tax Advisory Committee Meeting Minutes June 30, 2015 Budget Presentation Jefferson County Commissioners Chambers - 10:00 a.m. Attendees: Debbie Wardrop, Bill Tennent, Joy Baisch, and Kathleen Kler (Kyle Forgey was absent) Staff: County Administrator Philip Morley and Executive Assistant Leslie Locke Chairman Kler called the meeting to order at 10:15 a.m. Approval of Minutes: Member Wardrop moved to approve the November 19, 2014 minutes as presented. Member Tennent seconded the motion. The motion carried. 2015 SUPPLEMENTAL FUNDING REQUESTS Review of 2015 Supplemental Funding Requests: Chairman Kler stated eight supplemental requests for lodging tax funds were received. Member Tennent said it was his understanding that the funding is to be used to promote tourism in Jefferson County, not for operating costs. He asked for clarification regarding the criteria for the supplemental requests. Chairman Kler stated that the supplemental requests are for one-time only expenditures in 2015. Member Wardrop replied that requests are for marketing to improve tourism and get ‘heads in beds.’ Forks Chamber of Commerce: Supplemental request of $3,766 to purchase and print 5,000 coloring books centered around the Hoh Rainforest featuring ‘The Legend of Mick Dodge.’ The request also includes printing 5,000 Rain Forest Country Adventure Maps. The members discussed how this request would increase tourism in Jefferson County. Jefferson County Chamber of Commerce: Supplemental request $1,886; The Chamber would like to hold an outdoor “Movie Night” in Port Ludlow. The request is for advertising the event. If well received, the hope is that “Movie Night” would become an annual family event. The movie would also be projected from a barge for boaters to watch the movie. Discussion continued regarding advertising options. Quilcene Dollars for Scholars/Oyster Half Marathon: Supplemental request of $3,766 to promote the Quilcene Oyster Half Marathon 10K and 5K races. As a result of suggestions made by LTAC members during presentations at the November meeting, the event organizers made the following changes to promote overnight stays: The race will begin an hour earlier; the spaghetti dinner is moved to Friday night; packet pickup is scheduled early on Friday night; and a Quilcene history presentation will be held during the dinner. Discussion ensued regarding advertising this event in local papers as opposed to media in other counties. 1 Lodging Tax Advisory Committee Minutes: June 30, 2015 Olympic Peninsula Gateway Visitor Center: Supplemental request of $3,500 to increase the distribution of the Gateway Activity Map in partnership with the Tourism Coordinating Council (TCC); manage the Facebook page; and increase the bulk mailing program of the activity map. Quilcene Historical Museum: Supplemental request of $5,871 to increase print ads and outreach to surrounding areas that would encourage overnight stays. The outreach would include social media sites. The members discussed the high cost of print ads. It was suggested that the smaller entities partner with the more established groups to utilize their experience and possibly share in the cost of advertising. It was suggested to remove the portion of their request for advertising with the Peninsula Daily News and the Leader because those papers typically do not bring out of town visitors to Jefferson County. Jefferson County Historical Society (JCHS): Supplemental request of $2,996 to design and print 25,000 certified rack cards to be distributed for three months (August-October) on the Washington State ferry system. North Hood Canal Chamber of Commerce: Supplemental request of $1,000 for additional staff at the Brinnon Visitor Center. Chairman Kler clarified that requests for additional staffing are one-time expenditures only, and do not establish a new basis for future lodging tax allocations from the Hotel/Motel fund. Tourism Coordinating Council (TCC): Supplemental request of $23,700 to increase marketing services capacity; add marketing campaign initiatives; and provide tourism infrastructure. The TCC is partnering with Jefferson County Public Utility District (PUD) to install a universal fast- charge station for electric vehicles (EV). The waterfall trail map was successful and the TCC would like to reprint this brochure. The request includes funds to be used to increase Steve Shively’s stipend. Mason County originally agreed to partner with Olympic Peninsula Tourism Commission (OPTC) to help with the cost of printing a brochure, but withdrew funding at the last minute. County Administrator Morley reiterated that requests for additional funding for wages are a one-time expenditure. If entities decide to continue with that type of expenditure, they may have to cancel other services. Member Wardrop suggested to reduce the TCC’s request by removing: 1) $3,000 to pay Mason County’s portion to OPTC; and 2) $2,500 for the EV charging station. DISCUSSION AND POSSIBLE RECOMMENDATIONre: 2015 LTAC Supplemental Funding Request Allocations: After deliberating, it was decided to reduce the funding for the following three (3) entities: 1) TCC request by $5,500 by not funding Mason County’s portion for the OPTC brochure and the Electric Vehicle charging station; 2) Quilcene Historical Museum by $1,351 by not funding Peninsula Daily News or Port Townsend Leader print advertising; and 3) Quilcene Dollars for Scholars by $1,351 by not funding Peninsula Daily News or Port Townsend Leader print advertising. 2 Lodging Tax Advisory Committee Minutes: June 30, 2015 Member Wardrop moved to approve the following recommendation: Final 2015 LTAC Supplemental Funding Recommendation: Jefferson County Historical Society (JCHS): $2,996 Olympic Peninsula Gateway Visitor Center (JCHS): $3,500 Jefferson County Chamber of Commerce: $1,886 North Hood Canal Chamber: $1,000 Tourism Coordinating Council (TCC): $18,200 Forks Chamber of Commerce: $3,766 Quilcene Historical Museum: $4,520 Quilcene Dollars for Scholars: $2,415 Total: $38,283 Member Baisch seconded the motion. The motion carried. The recipients will be notified by email as to how the supplemental funds will be distributed. They will also be reminded that the supplemental requests are one-time expenditures only, and do not establish a new basis for future lodging tax allocations from the Hotel/Motel fund. Agreement amendments will be drafted and submitted for approval by the recipients and the Board of County Commissioners. DISCUSSION re: Possible Workshop to Educate Potential LTAC Funding Recipients: The members discussed the possibility of a workshop to be held in September prior to the LTAC proposal deadline in October. The workshop would educate organizations on how to promote tourism and market events/organizations online to understand and analyze the return on their investment. Chairman Kler will contact OPTC and Steve Shively and ask if they would take the lead in scheduling a two hour workshop that would be open to all potential LTAC funding recipients. Member Wardrop serves on the OPTC Summit Committee and she will suggest a breakout session at the annual tourism conference regarding this topic. A tentative LTAC meeting was scheduled for Friday, November 20, 2015 to review 2016 funding requests. The meeting adjourned at 11:45 a.m. Respectfully submitted by: Leslie Locke Executive Assistant Jefferson County Commissioners Office 3