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HomeMy WebLinkAboutM031816 Lodging Tax Advisory Committee Special Meeting Minutes March 18, 2016 – 9:00 a.m. Jefferson County Commissioners Chambers - 9:00 a.m. Attendees: Debbie Wardrop, Bill Tennent, Larry McKeehan, Kyle Forgey and Kathleen Kler Staff: County Administrator Philip Morley and Executive Assistant Leslie Locke Chair Kathleen Kler called the meeting to order at 9:00 a.m. Approval of Minutes of January 22, 2016: Member Wardrop moved to approve the special meeting minutes as presented. Member Tennent seconded the motion which carried by a unanimous vote. Review of 2016 Supplemental Funding Requests: The Committee reviewed the 2016 supplemental lodging tax funding requests submitted by the following organizations which will be giving presentations later in the meeting:  Jefferson County Historical Society  Olympic Peninsula Gateway Visitor Center  Emerald Towns Alliance  Quilcene Historical Museum  Quilcene Dollars for Scholars  Forks Chamber of Commerce  Olympic Culinary Loop Philip Morley stated that the Gateway Visitor Center has a contingency fund of $5,000 to be used for extraordinary expenditures for building and property. At the beginning of the year, repairs were made to the heat pump which ultimately had to be replaced. The cost of repairs and replacement was almost $7,000 which exceeded the contingency fund balance. The entire invoice was paid out of the County Construction and Renovation Fund. Philip Morley recommended the Committee approve additional funds be appropriated to the 2016 contingency fund to cover the cost of the heat pump. Member Wardrop asked what other type of repairs or replacements could be expected to be paid out of the contingency fund? Bill Roney replied that the floors will eventually need to be replaced. Philip Morley added that improvements will need to be made to the parking lot in the near future. (See discussion later in minutes). 1 Lodging Tax Advisory Committee Minutes: March 18, 2016 Presentations of 2016 Supplemental Lodging Tax Funding Request: Jefferson County Historical Society (JCHS) - $9,438: Bill Tennent stated that the Jefferson County Historical Society’s request for supplemental lodging tax funds include:  Six month system-wide brochure distribution on the Washington State Ferries - $2,863.00.  Printing 12,500 brochures - $656.00  Getaway Guide 2/3 page ad - $1,307.00  One Year Art Guide ½ page ad - $900.00  Art Access Guide listing (4 issues) - $312.00  Event/Activity: First Night New Year’s Eve Community Celebration - $1,000.00  2016 Exhibits: Persistent Vision: Northwest Native Art and Piece by Piece: Quilts of the Northwest - $2,400.00 Member Wardrop asked what is being done to entice visitors from Victoria or British Columbia? Member Tennent responded that brochures are available on the Anacortes Ferry. He would welcome any suggestions the Committee may have to promote tourism in Canada. Olympic Peninsula Gateway Visitor Center - $3,300: Bill Roney stated that the Olympic Peninsula Gateway Visitor Center is requesting supplemental funding for the following:  Gateway Activity Map distribution program to continue to the end of 2016 on the Washington State Ferries - $1,300.00  Increase the Gateway Visitor Center budget for Facebook management - $400.00  Upgrade the parking lot at the Olympic Peninsula Gateway Visitor Center - $1,600.00 Chair Kler asked if $1,600 would be enough to upgrade the parking lot? Bill Roney stated he did not get a quote from the Jefferson County Public Works Department, he only estimated how much it would be to make repairs on the parking lot. In the past, money was expended from the Gateway Visitor Center budget to maintain the parking lot. It is his understanding that the contingency fund is to be used for unforeseen expenses, not planned expenses. Philip Morley volunteered to contact the Public Works Department to ask how much it would cost to repair the parking lot. (See discussion later in minutes). Emerald Towns Alliance (ETA) - $9,170: Phil Thenstedt gave a brief history of the Shrimp Fest event sponsored by Emerald Towns Alliance (ETA). The ETA has increased the entertainment to include belt sander races which is a big draw and have helped increase the number of visitors. Free entry to the event is provided to Veterans, active military and children under 12 years of age. The ETA is in the process of determining how to capture the actual number of people who attend the Shrimp Fest each year. Expenses for services include a 400 gallon water tank for potable water and computer tablets to help with head count and credit card transactions. To entice participants to spend the night, Shrimp Fest offers a two-day event pass. 2 Lodging Tax Advisory Committee Minutes: March 18, 2016 Member Wardrop asked how the ETA is promoting the event outside of Jefferson County? Mr. Thenstedt responded that Shrimp Fest is promoted in the following ways:  Website (Social Media)  Press release to surrounding newspapers  Signs and flyers are posted in Jefferson, Mason and Clallam Counties  Listed in the Activity Map and the Gateway Brochure  Radio advertisements Member Wardrop suggested partnering with local lodging establishments to offer discounted overnight packages. Packages not only help promote the event, they also help measure attendance. It was suggested that future proposals for Shrimp Fest include an itemized list of promotional activities such as what types of advertising will be done and in what publications. Concerns were voiced about 1) what activities the $9,170 will be used for; 2) how the ETA will report back to the Committee that the money was spent correctly; and 3) what were the results? Philip Morley stated that if funding is approved for Shrimp Fest, the agreement between the ETA and the County will include language that requires the ETA to provide a breakdown of expenditures on a quarterly basis. Quilcene Historical Museum (QHM) - $9,574: John Helsper and Bonnie Story presented a power point presentation showing the types of events that take place at the Quilcene Historical Museum (QHM) and Worthington Park. Ms. Story stated that funding for marketing was addressed in the initial 2016 request for proposals. Their request for supplemental funding is focused on infrastructure support in an effort to boost the QHM’s brand and improve visitor’s experience. The QHM is requesting funds to purchase plastic folding chairs, folding tables, picnic tables, and tent canopies to be used for events and activities. Those items are currently leased and used for concerts and events that occur at Worthington Park. Privacy screens for toilet facilities will also be purchased. The QHM sponsors several events and concerts during the year to raise money to make improvements to the Worthington Community Park. Groups and individuals can also rent the facility for weddings and family reunions. It is their goal to offer the Worthington Park venue as a complete package. Member Wardrop asked for a description of the Kiosk. Ms. Story responded the kiosk is more of a shelter with a mural of salmon and sea life donated by the Seattle Aquarium. It will also include information about the Quilcene Historical Society. The structure will be located at the Worthington Community Park at the end of a ten acre trail. Once installed, it will also meet ADA requirements. Ms. Story stated she likes Member Wardrop’s previous suggestion of lodging packages and will look into incorporating that into their promotional activities. Once restored, the Worthington House venue will bring in visitors throughout the year, not just during the summer months. 3 Lodging Tax Advisory Committee Minutes: March 18, 2016 Quilcene/Brinnon Dollars for Scholars - $5,000: Tom Brotherton presented the funding request to promote the Quilcene Oyster Run. Denise Winter from the Key City Public Theater (KCPT) and Janette Force from the Port Townsend Film Festival (PTFF) also attended in support of this funding request for the Quilcene Oyster Run. Mr. Brotherton stated the Quilcene Brinnon Dollars for Scholars are partnering with KCPT to perform a dinner theater presentation during the spaghetti dinner on Friday night prior to the event. He has also negotiated a package deal with the PTFF for $10 off a $100/6 movie pass for run entrants. Both the KCPT and the PTFF are partners with the Peninsula Development Association who promote their member’s activities regardless if the event is at Fort Worden. Marketing Jefferson County and not just the event has shown to increase tourism in Jefferson County. The profits from the Quilcene Oyster Run are split between scholarships and community improvement projects. Forks Chamber of Commerce (FCC) - $4,300: Lissy Andros stated the Forks Chamber of Commerce (FCC) operates the visitor center which is open 7 days per week and only closed a few holidays per year. She is requesting funding for a seasonal staff person during the summer months. In 2015, the FCC received a grant from the Port of Port Angeles to fund an additional staff person. Due to the Eastern Washington wild fires and the low gas prices, approximately 4,000 tourists visited the Washington coast last summer. Each year the number of tourists has increased and a seasonal staff person is needed. Olympic Culinary Loop - $10,000: Steve Shively stated that he is marketing three events organized by the Olympic Culinary Loop. He provided a brief description of the Blossom Fest, the Cider Quest and the Graham Kerr: Menus, Memories & Mentoring (aka Graham Kerr: Triple M). These events occur during the off season and involve Grays Harbor, Clallam, Mason and Jefferson Counties. The Blossom Fest and Cider Quest are planned to be annual events. Mr. Shively informed the Committee that freelance writer David Volk visited Jefferson County and wrote an article titled “Pacific Northwest Cider Route.” The article provided free marketing and promotion of Jefferson County tourism. He is hoping that these types of events will attract travel writers and social media bloggers to visit the Olympic Peninsula. Other Business: Miscellaneous Tourism Coordinating Council (TCC) Incorporation: Philip Morley stated that the Tourism Coordinating Council (TCC) is in the process of obtaining non-profit status as a 501(c)(6) organization. He believes it would be prudent to get outside legal counsel to assist with this process. The cost would be approximately $5,000 to $7,000. He stated that the Committee could approve this expense today or a request could be made during the next supplemental request for proposals if that is offered. This issue will be discussed at a future meeting. Discussion and Possible Recommendation re: 2016 Supplemental Lodging Tax Fund 125 Allocations: Philip Morley stated he contacted the Jefferson County Public Works Department regarding the cost of repairing the Gateway Visitor Center parking lot. He was told the cost would be approximately $10,000 not $1,600 as requested in the supplemental funding request. He suggested that $10,000 from Hotel Motel revenue be deposited in and paid from the 4 Lodging Tax Advisory Committee Minutes: March 18, 2016 contingency fund and not from the 2016 Hotel Motel funding allocation for the Gateway Visitor Center. Discussion ensued regarding the current Hotel Motel fund balance which is estimated at $509,000. Member Wardrop stated she would like to start using those funds for large capital purchases such as paving the parking lot or building permanent bathroom facilities. This issue will be discussed at a future meeting after the County has hired a Central Services Director to assist with this budget and facility issue. The members discussed the following regarding 2016 Supplemental Lodging tax funding requests: Gateway Visitor Center: Remove the $1,600 cost of the parking lot repair in the supplemental request; Gateway Visitor Center Contingency Fund: Deposit additional money from Hotel Motel revenue into the Gateway Visitor Center Contingency Fund for parking lot repairs ($10,000) and replacement of heat pump ($5,000); Quilcene/Brinnon Dollars for Scholars: Although, the Committee members appreciate that their marketing suggestions were incorporated into this supplemental request, they are concerned about whether or not allocating $5,000 for an additional 50 participants is a proper use of funds. The allocation of future lodging tax funds for the Quilcene Oyster Run will be determined by the number of runners who participate in the 2016 event. Member Wardrop stated she will not support future funding for this event if the number of entrants does not increase significantly; Emerald Towns Alliance: The Committee would like verification that funds will be spent for advertising the Shrimp Fest event. Detailed reporting requirements will be incorporated into the Emerald Towns Alliance agreement. Member Tennent moved to approve the following 2016 supplemental lodging tax funding allocations:  Jefferson County Historical Society: $9,438  Gateway Visitor’s Center: $1,700  Forks Chamber of Commerce: $4,300  Quilcene Historical Museum: $9,574  Quilcene Brinnon Dollars for Scholars: $5,000  Emerald Towns Alliance: $9,170  Olympic Culinary Loop: $10,000  Contingency Fund $15,000 Member McKeehan seconded the motion which carried by a unanimous vote. 5 Lodging Tax Advisory Committee Minutes: March 18, 2016 Discussion re: Administrative Support Services Reimbursement: The Committee received clarification from the Municipal Research and Services Center (MRSC) that administrative support services are reimbursable from lodging tax funds. Philip Morley will prepare an estimated number of staff hours spent administering lodging tax funds and providing support to the Lodging Tax Advisory Committee. This item will be reviewed by the Committee at the fall meeting for possible inclusion in the 2017 Lodging Tax budget. Discussion re: Future Agenda Items:  Work Session to Update the Request for Proposals for Lodging Tax Fund Applications (before mid-June) (one ½ day session)  Tourism Coordinating Council (TCC) Legal Counsel Funding for Non-Profit Status (summer meeting)  Capital Improvement Projects (summer meeting)  Reimbursement of Administrative Services (fall meeting) The meeting adjourned at 1:30 p.m. Respectfully submitted by: Leslie Locke, Executive Assistant Jefferson County Commissioners’ Office 6