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HomeMy WebLinkAboutM102016Lodging Tax Advisory Committee Special Meeting Minutes October 20, 2016, 9:00 a.m. Jefferson County Commissioners Chambers Attendees: Debbie Wardrop, Bill Tennent, Kyle Forgey and Kathleen Kler. Larry McKeehan arrived shortly after the meeting began. Staff: County Administrator Philip Morley and Executive Assistant Leslie Locke Chair Kler called the meeting to order at 9:00 a.m. Approval of Minutes: Member Wardrop moved to approve the March 18, 2016 special meeting minutes as presented. Member Tennent seconded the motion. The motion carried. Review of 2016/2017 Funding Requests: The Committee discussed the various funding proposals and concurred to limit the presentations for the three (3) HiYu funding requests to 10 minutes. The following items were discussed and will be considered for approval during the November 2, 2016 special meeting: • Gateway Visitor Center Parking Lot Repair - Philip Morley informed the Committee that the Gateway Visitor Center parking lot repair exceeded the amount allotted and is requesting the Committee consider approving an additional $6,048.39 to pay the final invoice for this project. • Annual Capital Contingency Amount. • Fund 125 Administrative Costs. • Update Lodging Tax Funding Application - Member Wardrop suggested that a discussion be included on the November 2, 2016 meeting agenda regarding the funding application (Provided digitally and clarify/simplify the requirements for disbursement of funds). She volunteered to revise the application and present it to the Committee at the next meeting. Discussion ensued regarding the definition of disbursing lodging tax funds in Jefferson County. 2017 LODGING TAX FUNDING REQUEST PRESENTATIONS Jefferson County Historical Society (JCHS): Bill Tennent provided a brief history of lodging tax funds received by the JCHS. He stated that JCHS is requesting a 2% increase over what was requested in 2016. Lodging tax funding is a secure source of funding for the JCHS and funds are used to operate five facilities (Rothschild House Museum; Historical Research Center; Olympic Peninsula Gateway Visitor Center; Jefferson Museum of Art and History; and the Commanding Officer's Quarters), as well as County programs. Each facility acts as a visitor's center by providing information and brochures to visitors. The funding application also includes a one-time request of $5,060 to update the florescent electrical fixtures to LED lighting in the Courtroom Gallery at the Historical Museum. The florescent lights that are currently in place can harm the exhibits if exposed for longer than 3 months. Olympic Peninsula Gateway Visitor Center (OPGVC): Bill Roney stated that the OPGVC is requesting approximately a 5.8% increase in funding. Volunteers have donated over 900 hours so far this year. Approximately 8,000 tourists have visited the OPGVC in 2016. The center is open 362 days a year. Reports show that visitors are staying longer in Jefferson County. He discussed promotions and publications supported by the OPGVC. The OPGVC is funded only through lodging tax funds and donations from the Community. There has been a 20% decrease in the number of volunteers. Currently, eight people volunteer 1 Lodging Tax Advisory Committee Special Meeting Minutes: October 20, 2016 at the OPGVC. Member Wardrop encouraged Mr. Roney to recruit new volunteers and increase their volunteer roster. North Hood Canal Chamber of Commerce (NHCCC): David Neuenschwander stated that he submitted a complete, detailed funding request to the Committee for review. He noted that he mistakenly overstated the number of overnight stays in 2016 on the application. He informed the Committee that he volunteers his time. 93% of lodging tax funds allocated to the NHCCC are used to pay staff. He recognized the outstanding service of his employees and praised their dedication and hard work. In response to a question from Member Tennent about where visitors are from, Mr. Neuenschwander stated that most visitors travel from a distance of 50 miles or less. Centrum: Rob Birman informed the Committee that Centrum has taken over hosting the Olympic Music Festival. He discussed the type of visitors who participate in Centrum events. Surveys indicate that 37% of ticket buyers stayed outside of Fort Worden. Centrum is lucky to have over 350 volunteers. Centrum focuses on attracting visitors from outside of Jefferson County. He noted that programs begin November 1St Vans were purchased through a grant last year and are getting a lot of use. Due to strict State regulations, Centrum has opted not to charge a per person rate for use of the vans. The vans are used to transport staff, volunteers and participants. Groups and organizations are able to rent the vans for a set rate. Jefferson County Chamber of Commerce (JCCC): Director Teresa Verraes gave a brief overview of JCCC activities. There are 60 volunteers who have done a great job at providing information to visitors about Jefferson County events and activities that take place in Jefferson County, not just in Port Townsend. She reviewed the publications they offer and the locations where the publications are distributed. She updated the Committee on the `movie night' event that occurred at the Resort at Port Ludlow. This is an event that has the potential to grow each year. Approximately 500 people were in attendance for this 2nd year event. Discussion ensued regarding the proposed signage to be located on State Route 104. JCCC is researching the possibility of installing a sign to direct drivers to Port Ludlow to stay, dine and shop. The proposed signage is still in the design process. Tourism Coordinating Council (TCC): Bill Roney discussed the accomplishments of the TCC in 2016 and he reviewed the duties of Steve Shively and the TCC. The TCC meets monthly during which tourist activities are reviewed. Surveys indicate that in 2016 the largest number of tourists visited Jefferson County during the spring months. County Administrator Morley stated that the TCC is requesting a significant increase in funding for 2017 compared to 2016 and asked how those additional dollars will be used? Mr. Roney responded that Attachment 1 (page 18 of the application) indicates, in detail, where the additional funding will be spent. Chair Kler asked if the TCC has requested lodging tax funds from the City of Port Townsend? Mr. Roney responded that they have not requested City of Port Townsend funding. Forks Chamber of Commerce (FCC): Lissy Andros stated the FCC has served more visitors than ever before and their funding request is similar to last year. She discussed FCC events and promotional activities. Several of the brochures are being re -printed and distributed. The National Oceanic Atmospheric 2 Lodging Tax Advisory Committee Special Meeting Minutes: October 20, 2016 Administration (NOAA) interactive kiosk is up and running and is a big hit at the visitor's center. The 100th Anniversary of the National Parks contributed to the large volume of visitors this year and will hopefully continue in 2017. Quilcene Historical Museum (QHM): Larry McKeehan thanked the Committee for the 2016 funding which was used to purchase tables, chairs and tents for events at the facility. He discussed events that are attracting out of town visitors to South Jefferson County. He noted the outstanding State, Regional and National partners that promote events. The Worthington House will be open in December, 2016. He discussed the 2017 QHM funding request and noted that the funding requests listed on the application are generic requests. In 2016, organizations and business donated specific services which resulted in an account balance overage. He is proposing the overage of funds be used for additional promotional activities. For example, the Worthington House has a budget for paint and someone has generously donated the paint which has resulted in a fund balance for that expense. Quilcene/Brinnon Dollars for Scholars: Tom Brotherton stated he is requesting funding for the annual Quilcene Oyster Half Marathon fundraiser. In the past, the run coincided with the Port Townsend Film Festival. The 2017 run is scheduled for the same weekend as the Quilcene Fair in order to attract participants to attend a weekend full of events. He noted that the number of participants grew by over 5% this year. He stated that most of the runners heard about the race by word of mouth, not twitter, instagram or publications. The organization is considering joining a promotional organization that promotes several races for the cost of $650. Although the event is attracting visitors, the Committee voiced concerns that participants are not staying overnight in Jefferson County. Quilcene Fair and Parade: Greg Brotherton stated that the Quilcene Fair and Parade has taken place on the 3'd Saturday in September for 30 years. In 2017, the carnival is unable to set up at the previous year's location. The entire event will be moved to the Linger Longer Stage facility. He discussed the change in the parade route and location for the carnival. A portion of the funding request will be used to create a permanent "reinforced grass" driveway to make a permeable drivable surface that is large enough for a row of tents, as well as the marathon Start/Finish Line. Additional funding is being requested to increase the music portion of the fair. Advertising will be expanded to newspapers distributed in neighboring Counties. He discussed an idea for transporting tourists from local hotels to the fair. HiYu Audio (Party Truck, Fort Worden Facilities, and Quilcene Museum): Greg Brotherton gave a brief explanation of the funding request. He introduced Tom Brown who is the sound expert and will answer any technical questions. HiYu Audio service will benefit local establishments by adding acoustics for concerts and events. Sound systems will increase the rentability of facilities. As part of the funding request, HiYu will work with Jefferson County to put on 10 free "Flash Concerts" in 2017 focusing on out of town tourists. Mr. Brotherton contacted Centrum to inquire about the possibility of partnering on this effort. Although Centrum was not interested in audio services, they provided contact information for the Public Development Authority (PDA) which is interested in installing audio equipment in the Wheeler Theater and Taps at Fort Worden. Member Wardrop said she is concerned about how this request promotes tourism in Jefferson County. Mr. Brotherton gave an example of how Finnriver has extended their season due to the fact that they are able to promote events that use the audio system such as live music and movies. Chair Kler questioned if this type of request is considered a capital investment and who owns the equipment? He feels that this type of service will attract tourists to Jefferson County. WSU Extension Farm Tour: Laura Lewis provided a brief history of the Farm Tour. The 2017 Farm Tour will be held the same weekend as the Port Townsend Film Festival. They will be partnering with the Port 3 Lodging Tax Advisory Committee Special Meeting Minutes: October 20, 2016 Townsend Film Festival (PTFF) to promote mutually beneficial campaigns such as `films on the farms' and movies featuring local agricultural produce and farms. 2016 was the first year tracking was done on how many participants stayed overnight. It was determined that approximately 1,350 visitors stayed for the weekend. WSU also partnered with local lodging establishments that provided packages and promoted the event. Jefferson County Public Works Olympic Discovery Trail (ODT): John Fleming stated that he is excited to complete the Olympic Discovery Trail that will attract tourists to Jefferson County. The ODT is defined as a tourism facility and lodging tax funds will be used to expand that facility. Bicycling is the 3'd most popular activity in Washington State. An example of its popularity, the ODT website has had 25,000 hits in a period of one month. Jefferson County has received grant funding from the State that requires a local match. For every dollar the County contributes, the State matches at a rate of $8.70. The requested funding will be used to construct approximately 3/ mile of paved trail from Discovery Bay to Old Gardiner Road. This section of trail will attract not only bicyclists, but bird watchers, walkers and nature enthusiasts. The ODT is ADA accessible. Member Wardrop stated that it is her experience that revenue, per available room, increases when bicyclists stay at the Inn at Port Ludlow; meaning bicyclists eat more food and pay for services such as massages and high-end rooms. Jefferson County Public Works Local Campgrounds: Matt Tyler stated that the funding request is for the continued operation of the Quilcene Campground (Est. 1938) and the Lake Leland Campground (Est. 1950). Funding will help with the promotion of outdoor recreation that is available in Jefferson County. Due to Washington State's popularity, the Washington State Department of Fish and Wildlife have plans to make substantial improvements to the Lake Leland facilities such as a new dock and boat ramp. In the past, volunteers have operated these campgrounds and are now unable to continue to offer that service. County Administrator Morley noted that the Parks and Recreation County fund is at risk of budget cuts in 2017. Mr. Tyler stated that if the request is approved, lodging tax grant funding will be used to pay camp hosts at these two campgrounds. Member Wardrop asked if use fees could be increased to help offset the funding request? Mr. Tyler responded that when the fees were last changed the rate was reduced from $18 to $15 which increased usage and in turn increased revenue. The Jefferson County Parks and Recreation website received over 65,000 hits last year. Discussion ensued regarding website improvements. The members recapped the funding request presentations. Decisions on funding allocations will be made on November 2, 2016. The meeting adjourned at 1:54 p.m. Respectfully submitted by: Leslie Locke, Executive Assistant Jefferson County Commissioners Office 4