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HomeMy WebLinkAboutMinutes 12/01/1997 CALL TO ORDER: ROLLCALL: APPROVAL OF MINUTES: Presentations from Agencies Seeking 1998 Lodging Tax Funds LODGING TAX ADVISORY COMMITTEE Port Angeles, Washington December I, 1997 Chairman Wiggins called the meeting to order at 1 :30 p.m. Members Present: Councihnan Glenn Wiggins, Councilman Orville Campbell, Bob Harbick, Dick Vogel, John Platt, David Morris, Steve Oliver, Randy Johnson, Bill Rinehart, and Jim Haguewood. Members Absent: Bob Grattan. Staff Present: Contracts/Projects Administrator Smith and Clerk Upton. Dick Vogel moved to approve the minutes ofthe November 3,1997, meeting of the Lodging Tax Advisory Committee. The motion was seconded by Jim "aguewood and carried unanimously. Before commencing with the presentations from the different agencies, Tim Smith reminded the committee members of the scheduled meetings of December 5, at 1 :30 p.m., and December 8, at 1 :30 p.m. In addition, Tim distributed copies of a letter received from the Director of the Fine Arts Center asking for the committee's approval for the late submission of an application for funding, to which the committee agreed. Discussion was held with regard to the process to be followed in formulating the recommendations for levels of funding. In addition, consideration was given to process to be followed in determining if an additional 2% tax will be recommended. The committee then directed its attention to the agency presentations. Juan de Fuca Festival of the Arts: Karen Hanan, Executive Director of the Juan de Fuca Festival of the Arts, submitted the Festival's request for funding in the amount of $14,500.00 to be used for expenses to involve marketing, advertising, promotions campaign, and facilities for Juan de Fuca festivals and events. Ms. Hanan stressed the desire to have a cultural impact without duplicating other events in the area. Further, there has been a goal to have an impact in terms of education, as well as economics. Efforts have been made to schedule events at those times when hotel beds are not fulL Councilman Campbell inquired as to the possibility of Juan de Fuca becoming self- supporting, and Ms. Hanan indicated that money will always be a limiting factor. John Platt asked if there is a method by which Juan de Fuca can determine attendance by those from out of the area, to which Ms. Hanan responded there are efforts to work with the hotels to better track the numbers. Randy Johnson and Bob Harbick posed questions pertinent to marketing and the possibility of working within the realm of one brochure intended to market all events. Ms. Hanan acknowledged this would be worthy of development. Jim Haguewood reiterated the need to address the issue of becoming self- supporting, and Ms. Hanan indicated the requests for funding have increased by virtue of an expansion in programming. -1- LODGING TAX ADVISORY COMMITTEE December I, 1997 Presentations from Agencies Seeking 1 998 Lodging Tax Funds (Cont'd) Chamber of Commerce/North O/vmvic Peninsula Visitor & Convention Bureau: In attendance to make this joint presentation were Erl Hansen, Chamber of Commerce, and Rick Hert, Visitor & Convention Bureau. Present in the audience for this purpose were Diane Schostak, Forks Chamber of Commerce, and Esther Veltkamp, Sequim-Dungeness Valley Chamber of Commerce. The joint proposal also included representation from the Clallam Bay-Sekiu Chamber of Commerce, and the total funding requested for the current tax was $74,500.00. The joint proposal, inclusive of the area Chambers of Commerce, requested a total of$175,000.00, which was directed to the proposed 2% tax increase. With the use of the overhead projector, Messrs. Hansen and Hert reviewed the joint marketing proposal for the next 3 - 5 years; they distributed copies of a map and proposed brochure. In the ensuing discussion, Mr. Hert emphasized the need for a 3 - 5 year commitment, so that a long-term plan can be pursued. Ms. Schostak addressed the committee and indicated the proposal is very exciting, as it is representative of a joint effort where the different groups can work together on common ground. Ms. Veltkamp indicated the joint effort would still provide for City-specific marketing. Councilman Wiggins noted that it may be somewhat difficult to commit for that period of time, and he questioned whether this might be considered another entitlement. John Platt asked if this joint effort included looking for funding from the private sector as well, to which the group responded affirmatively. Ci/v of Port An!!eles Parks & Recreation: The staff of the City's Parks & Recreation Department was present to seek funding at a level of $41 ,500.00 to promote and develop new recreation activities and enhance existing events. Scott Brodhlll1, Parks Director, reviewed the proposal, goals, and objectives with the use of the overhead projector. The question was raised as to whether Parks would have promoted these recreational activities absent the tax funding. Mr. Brodbun indicated many of the "seasonal" activities would still have been accomplished; however, with the exception of one or two, the "shoulder season" activities would probably not have been pursued. Discussion followed about the use of school facilities, volunteer help, and the budget highlights. Although concentration is directed to the actual events, Mr. Brodbun emphasized the fact that many families plan a future vacation in the area by virtue of their trip to Port Angeles for a sport or recreational activity. John Platt inquired as to the possibility of joint efforts in the area of advertising, and Mr. Brodhun was supportive of the concept. On the issue of becoming self-supporting, Mr. Brodbun indicated all monies derived from the activities are directed back into the activity in terms of purchasing prizes, t-shirts, etc. It would be difficult to become self-supporting under those circumstances. Hurricane Rid!!e Winter Soorts Club: Roger Oakes, President of the Hurricane Ridge Winter Sports Club, presented a request for tax funds in the amount of $7,000.00 for marketing and event planning for winter recreational activities at Hurricane Ridge. Using the overhead projector, Dr. Oakes reviewed the status of current funding, what has been accomplished, and the Club's vision for the future. Discussion centered around the possibility of the Club accepting the concession responsibility at Hurricane Ridge. Bob Harbick inquired as to the number of skiers, and John Platt asked how many could be considered local residents. Dr. Oakes emphasized the fact that the Winter Sports Club has attempted to focus on giving people another winter activity; the Club is attempting to determine how many people are staying in Port Angeles overnight because of this activity. When asked by Jim Haguewood how the Winter Sports Club's advertising could fit into a joint effort, such as that presented by the Chamber and VCB, Dr. Oakes thought it would work well. Discussion followed pertinent to the solicitation of private donations, the purchase of a snowcat, and the effort to establish an endowment program. Pon An!!eles Lions Club: Bob Titus, President of the Lions Club, submitted a request for $1,000.00 in tax funds to assist with the 2nd Annual Strait Bluegrass Festival to be held in 1998. The first Bluegrass Festival was very successful, and it was learned that - 2- Presentations from Agencies Seeking 1998 Lodging Tax Flll1ds (Cont'd) ADJOURNMENT: LODGING TAX ADVISORY COMMITTEE December 1, 1997 marketing was the biggest single cost. Bill Rinehart inquired of Mr. Titus as to whether consideration had been given to including hotel rooms within a package for the Festival, and Mr. Titus noted it would be possible to provide a list of lodging opportunities, along with the list of sponsors, which could be made a part of the Web Page on the Internet. Discussion was held concerning the weather dictating when the event would be held in view ofthefact much of it is conducted outside. Additionally, consideration was given to becoming self-supporting. Mr. Titus indicated that the Lions Club uses this event as a fund-raiser, because monies are directed back into the community. He would need to seek Board input as to the issue of being self-supporting. Cooperative advertising would be a possibility. Storv Peoa/e orC/al/am Countv: Josephine Pedersen, representing the Story People of Clallam County, submitted a request in the amount of $8,000.00 to be used to produce the Fourth International Forest Storytelling Festival in Port Angeles. Ms. Pedersen reviewed the request, noting that much of the funding would be used primarily to increase advertising and mailings to media sources. She reviewed various cooperative efforts pursued by the Story People, to include the schools and the Parks & Recreation Department. It was noted that, absent past tax funding, the Story People have successfully increased the number of attendees. Ms. Pedersen reported that the Festival resulted in 160 additional ovemight stays in Port Angeles. When the presentations were complete, the committee members discussed marketing efforts pertinent to the Vern Burton Community Center. It was agreed that additional information would be sought for presentation at the next meeting of the Lodging Tax Advisory Committee. The meeting was adjourned at 4:32 p.m. 6~?J~~ .~ / ~. ~~~~^ Becky 1. Upt Cl Clerk - Glenn Wiggins, Chair - 3-