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Home My WebLink AboutLTAC Agenda Packet 09302021MEETING AGENDA LODGING TAX ADVISORY COMMITTEE VIRTUAL MEETING Click here to visit the City’s Virtual Meetings Page for access and information about our live virtual meetings: https://www.cityofpa.us/984/Live-Virtual-Meetings 321 East Fifth Street September 30, 2021 3:00-5:00 p.m. I.CALL TO ORDER II.ROLL CALL III.APROVAL OF MINUTES IV.PUBLIC COMMENT The Lodging Tax Advisory Committee desires to allow the opportunity for public comment. However, the business of the Committee must proceed in an orderly, timely manner. At its most restrictive, Public Comment shall be limited to a total of 15 minutes. V.ACTION/DISCUSSION ITEMS/OTHER BUSINESS 1.Discussion/Action Item: Review and Recommend Annual 2022 Lodging Tax Fund Budget Fund Review 2022 Lodging Tax Fund proposed budget based on LTAC Policy and Guidelines. Consider motion to recommend approval of 2022 Lodging Tax Fund proposed budget to City Council. 2.Discussion/Action Item: 2022 Regular Meeting Scheduling Review the 2022 Calendar and assign regular meeting dates and times for Tourism Reporting, Fund Review, and Annual Fund disbursement. Consider motion to approve a 2022 Meeting Calendar. VI.STAFF UPDATES VII.COMMITTEE MEMBER UPDATES VIII.ADJOURNMENT LODGING TAX ADVISORY COMMITTEE May 27, 2021 at 3:00 p.m. Meeting Held Virtually CALL TO ORDER Committee Chair French called the meeting to order at 3:00 p.m. ROLL CALL Voting Members Present: Mike French, Christine Loewe, Donya Alward and Kathy Bahde Non-Voting Members: Peter Stolinsky and Lisa Hilt Members Absent: None. Staff Present: Clerk Kari Martinez-Bailey, Allyson Brekke, Melody Schneider, and Ben Braudrick. APPROVAL OF MINUTES It was moved by Loewe and seconded by Alward to: Approve the minutes from the January 21, meeting. The Chair asked if there was unanimous consent, hearing no opposition, the motion carried 4-0. PUBLIC COMMENT No public comment was received. ACTION ITEM 1. Finalize Lodging Tax Advisory Committee Goals and Priorities Planner Ben Braudrick presented for Committee consideration the draft Lodging Tax Advisory Committee Vision, Goals and Priorities document. Committee discussion followed. It was moved by French and seconded by Stolinsky to: Accept the finalized version of the Lodging Tax Advisory Committee Goals and Priorities document according to the changes recorded by staff. The Chair asked if there was unanimous consent, hearing no opposition, the motion carried 4-0. 2. Lodging Tax Advisory Committee Event and Non-Event Scoring Criteria The Committee reviewed and discussed revisions of the scoring criteria for annual Non-Event and Event proposals using the adopted Vision, Goals, and Priorities. Planner Braudrick tracked changes real time as the Committee discussed various changes they wished to see moving forward. It was moved by French and seconded by Alward to: Accept the finalized version of the Lodging Tax Advisory Committee Event and Non-Event Scoring Criteria document according to the changes recorded by staff. The Chair asked if there was unanimous consent, hearing no opposition, the motion carried 4-0. The committee discussed potential dates for next meeting but did not confirm a date and time before the close of the meeting. ADJOURNMENT Chair French adjourned the meeting at time 5:08 p.m. ___________________________ ___________________________ Mike French, Chair Kari Martinez-Bailey, Clerk LODGING TAX ADVISORY COMMITTEE September 23, 2021 at 2:00 p.m. Meeting Held Virtually CALL TO ORDER Committee Chair French called the meeting to order at 2:00 p.m. ROLL CALL Voting Members Present: Mike French, Christine Loewe, Donya Alward, Sydney Rubin, Marsha Massey Non-Voting Members: Peter Stolinsky, Lisa Hilt Members Absent: None. Staff Present: Clerk Kari Martinez-Bailey, Allyson Brekke, Melody Schneider, and Ben Braudrick. APROVAL OF MINUTES *Clerks note: Minutes from the May 27, 2021 meeting will be approved at the next meeting. PUBLIC COMMENT No public comment was received. ACTION/DISCUSSION ITEMS/OTHER BUSINESS 1. Review and Award Funding to Consider motion to approve awards to individual proposals Associate Planner Ben Braudrick presented scoring totals received from the Committee for Round 2 Lodging Tax Fund application proposals. Committee discussion followed. It was moved by Alward and seconded by Stolinsky to: Approve the awards presented by staff, awarding Olympic Peninsula Tourism Commission $10,000 and Wintertide Light Art Experience $10,000 in Lodging Tax Funds. The Chair asked if there was unanimous consent, hearing no opposition, the motion carried 2-0 with Loewe and Massey recusing themselves from the vote due to a connection to the applications being considered. 2. 2022 Regular Meeting Scheduling Review the 2022 Calendar and assign Associate Planner Braudrick presented a calendar and proposed the Committee discuss dates for future meetings. The Committee agreed splitting meetings to discuss events and non-events would be more convenient. Committee discussion followed. 2021 Proposed LTAC meeting schedule: September 9, 2021 from 3:00-5:00 p.m. to discuss Budgeting November 4, 2021 from 3:00-5:00 p.m. *topic to be determined at a later date November 11, 2021 from 3:00-5:00 p.m. *topic to be determined at a later date The Committee discussed a 2022 LTAC meeting schedule and considered days that would work best for future meetings. Hearing consensus from the Committee, staff will schedule future meetings on the third Thursdays from 3:00-5:00 p.m. STAFF UPDATES Brief staff updates provided. COMMITTEE MEMBER UPDATES Brief committee updates provided. ADJOURNMENT Chair French adjourned the meeting at 3:00 p.m. ___________________________ ___________________________ Mike French, Chair Kari Martinez-Bailey, Clerk 701,400 666,400 Capital 20%29,300 Master Plan priorities 5%35,000 Marketing 25%175,400 Operations *33%342,500 Events 12%84,200 Total 95% 666,400 Total amount of operating reserves (estimated)206,400 Less 25% reserve balance, plus 5% for capital reserves 201,700 Total excess reserves available 4,700 Revenue Expenditures Net Difference Budget YTD Actual 455,500 539,400 (83,900) 401,509 391,305 10,204 2021 Lodging Tax Budget Expectations 2022 Lodging Tax Available Funds * There are currently $170,600 in fixed operating costs for the Lodging Tax fund. These include administrative services, debt payments, and transfers for capital projects Total 2022 projected Revenues Revenues available less 5% Capital Reserves Expenditures Per Allocation: RESOLUTION NO. A RESOLUTION of the City Council of the City of Port Angeles, Washington, amending Lodging Tax Advisory Committee Policies by adding Lodging Tax Funding Program goals and priorities to the Policies. WHEREAS, policy direction by Council is indispensable for the establishment of good government- and WHEREAS, on August 21, 2018, Council adopted Resolution No. 11-18 setting forth guided policies for the allocation and administration of lodging tax funds; and WHEREAS, City staff and the Lodging Tax Advisory Committee are proposing changes to the existing policies to improve the processes, for execution of tourism-rclated contracts and to achieve a better balance in the City's approach to promoting our local tourism economy; and WHEREAS, the Council finds, that the revised policies as attached in Exhibit A enable the City to achieve a balanced and sustainable approach to promoting our local tourism economy. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Port Angeles that: 1. The Lodging Tax Advisory Committee Guided Policies are amended as follows: a. Guiding policies are added as identified in the attached Exhibit A; and b. Policies 3 and 4 as stated in Resolution 11-18 are affirmed and ratified, and they shall remain in full force and effect, and c. Policies I and as stated in Resolution 11-18 are amended and modified to read as shown in Exhibit A. A- 2. The policies ratified and retained pursuant to,subparagraph b. above, together with the polices modified pursuant to subparagraph a. and c. above, effective as of this date shall constitute the Lodging Tax Advisory Committee Guided Policies. PASSED by the City Council of the City ofPort Angeles at a regular meeting of said Council held on the / , day of 2021, Kate Dexter, Mayor AT ST-. sari M artinez-Bailey, Clerk-` APRROV Vl) ASTO William E. Bloor, City Attorney II 2- ICIDGINC TAX W A S H W N G T 0 iN U s A DVI S 0 R Y C C)P0(,,I 171 E E Vision, Goals and Priorities for Lodging Tax Funding Programs Vision: To blest utilize lodging tax funds to create a welcoming and inviting community with facilities and activities that increase tourism-related revenue through a sustainable visitor experience. Goals: 1. Foster and maintain a healthy and diverse tourism sector that continues to thrive, 2, Fully utilize and promote creative uses of existing facilities.. 3 improve the quality of experience and relationships for tourist and residents while diminishing any negative impacts frorn tourism-related activities and traffic, 4 Promote partnerships and increase tourism by concentrating on priorities identified by both residents and the tourism industry, S. Focus on our unique Port Angeles assets that make us a premier destination for environmentally and fiscally sustainable recreation and tourism, 6. Encourage collaboration recognizing that Olympic Peninsula-based tourism supports and benefits all communities. Annual Funding Disbursement: The expected outcome elf the funded activities is to increase economic activity in Port Angeles through the overnight iodging of tourists, through tourism-related expenditures, and construction of tourism-related facilities in accordance with, RCW 67.28-1816 Funding categories and their percentage of annual expenditure should approximate: 0 Touiresm-related capital facilities — 20% plus 5% reserved. Reserves are to be taken from the initial annual projected available revenues prior to LTAC conslideration of expenditure aHocation and budget for the annum. Capital Facility expenditures are,to be used for. o New construction n- Improvement and renovation 0 Tourism-related marketing—25% 0 Tourism-related non-profit business operations — 33% 0 IEvents and festivals designed to attract tourists,— 12% LTAC Priorities —5% Funding Priorities—Noc n-events: Lend support to a diverse range of tourism sustainable activities to encolulrage visitors to enjoy i:onger stays and return often, Assist the maintenance establishment tou6sm related capital facilities including: c, Wayfin6ng aind interpretative Signage, Public Restrooms Transportation facHities, and Passive recreational park facilities (benches, wallkways, and lighting). a Support efforts to improve information on attractions and facilities, 0 Fund proposals that encourage and enhance tourism during the off-peak time as stated beliow, Promote tou6snri that highlights Port Angeles assets— its natural beauty, geology, outdoor activities, anthiropo ogy, community events, lifelong gearning opportunities, Kstory, culture, and the arts. Develop key community assets, that function as destinations or venues for rnuitipurpose events on a year-round basis. Create partnerships and synergies with existing organizations to develop and promote attractions and events for visitors. Develop innovative opportunities that improve the tcurnst/resident relationship lrnprove effectiveness of coord nated transportation and trail linkages. Support of organizations aind projects that promote coordination and cooperation iin tourism activities. Funding Priorities—Events: Event Funding is capped at $10,000 per year per event. Fund projects for up to five years, after which funding is capped at $1,0010. Starting in 2022, aH established events, older than 5 years will have a cap of$,5,000 with an annual reduction to $1,000 in 202'6. Review events also based upon intangible benefits for the community, unclucllng arts and culture, local economy c development, and regioinal/statewide/tiationag/iinternationall exposure. Lend support to a diiverse range of tourism sustainable activities to encourage visitors to enjoy longer stays and return often. Encourage events to become, self'-sufficient. Encourage the creation of new events and off-peak that drive an increase in Lodging Fax. Encourage the potential growth of existing events. Support of organizations, and projects that promote coordination and cooperation in tourism activities. Develop innovative opportunities that improve the tourist/resident relationship. Support events that demonstrate countywide benefit. Support events that demonstrate regional miarketing and marketing partnerships with other liocal/regionaG marketing organizations. Support Projects that demonstrate a clear marketing strategy and business goals, Scaring Criteria for Event G'rant proposals: 1. Demonstrates a Ihigh potential, or a proven track record, to result in overnight stays by tourists in lodging establishments within the City, (25 pts.) 2. Occurs within non-demand periods of the year, (25 pts.) I Overall tourism impact to the City/Region. (15 pts.) 4. Demonstrates high value to community and/or significant local revenue and tax generation. (15 pts.,) 5. Achieves the LT AC priorities, (10 pts.), 6. Age of event-1 year= 5 pts, 1-2 years = 4 pts, etc. (10 pts.) Scoring Criteria for Non-Event proposals: Scoring Criteria for Non-Event proposals: 1. Overall tourism impact to the City/Region. (30 pts.) 2. Demonstrates a high potential, or a proven track record, to result in overnight stays by tourists in lodging establishments within the City. (25 pts) 3. Achieves the LTAC priorities. (10 pts.) 4. Demonstrates high value to community and/or significant local revenue and tax generation. (20 pts.) 5. Demonstrates strong relationship to supporting activity within non-demand periods of the year. (15 pts.) BMX Track Development50,000$ 55,475$ 55,679$ 6,700$ City Pier and Gateway Center Improvements200,000$ Erikson Playfield Dream Playground Improvements50,000$ 10,000$ Erickson Playfield Pump Track100,000$ *Reserve ‐ 5% of Remaining Anticipated Revenue $ ‐ ‐$ ‐$ ‐$ 35,390$ ‐$ Civic Field Improvements150,000$ 100,000$ ‐$ Port Angeles Fine Arts Center45,000$ Feiro Marine Life Center15,125$ ‐$ 16,992$ 2,000$ Recreation/Ballfields20,000$ Wayfinding100,000$ 100,000$ ‐$ Webster's Woods Improvements50,000$ Heritage Tourism Signage12,000$ ‐$ ‐$ Clallam County Tourism Masterplan10,000$ Hurricane Ridge Winter Sports Club12,905$ Feiro Marine Life Center6,000$ Port Angeles Fine Arts Center5,000$ Port Angeles Arts Council1,485$ Tourism Commission26,000$ 26,000$ 26,000$ 27,500$ 28,000$ 38,000$ Olympic Peninsula Culinary Loop3,000$ 3,000$ Port Angeles Arts Council3,000$ Marketing Services200,000$ 258,814$ 257,985$ 265,339$ 110,560$ 70,000$ Recreation/Ballfields62,000$ 70,000$ 52,000$ 57,000$ 60,000$ Port Angeles Waterfront Center38,500$ 40,000$ Hurricane Ridge Winter Sports Club17,000$ 15,000$ 10,000$ Fiero Marine Life Center‐$ Port Angeles Fine Arts Center30,300$ ‐$ 30,000$ ‐$ ‐$ Port Angeles Arts Council1,515$ Event Grant ROW & Services Cost20,000$ 11,000$ City Priority Setting Cost Recovery36,000$ 36,000$ 38,000$ 38,000$ 38,000$ 38,000$ Debt Service Transfer20,100$ 20,100$ 19,900$ 19,900$ 19,900$ 19,900$ Visitor's Center74,591$ 74,600$ 74,600$ 97,224$ 97,224$ 97,224$ Contingency1,500$ 1,500$ 1,500$ 1,500$ 1,500$ 1,500$ Olympic Peninsula Visitors Bureau2,500$ Event Grant Subtotal67,500$ 89,500$ 112,320$ 85,000$ 85,000$ 45,800$ TOTAL 517,991$ 856,139$ 862,305$ 750,930$ 952,658$ 483,124$ 2021 BudgetREQUESTS FOR FUNDING 2016 Budget 2017 Budget 2018 Budget 2019 Budget 2020 Budget S M T W TH F S S M T W TH F S S M T W TH F S 1 1 2 3 4 5 1 2 3 4 5 2 3 4 5 6 7 8 6 7 8 9 10 11 12 6 7 8 9 10 11 12 9 10 11 12 13 14 15 13 14 15 16 17 18 19 13 14 15 16 17 18 19 16 17 18 19 20 21 22 20 21 22 23 24 25 26 20 21 22 23 24 25 26 23 24 25 26 27 28 29 27 28 27 28 29 30 31 30 31 S M T W TH F S S M T W TH F S S M T W TH F S 1 2 1 2 3 4 5 6 7 1 2 3 4 3 4 5 6 7 8 9 8 9 10 11 12 13 14 5 6 7 8 9 10 11 10 11 12 13 14 15 16 15 16 17 18 19 20 21 12 13 14 15 16 17 18 17 18 19 20 21 22 23 22 23 24 25 26 27 28 19 20 21 22 23 24 25 24 25 26 27 28 29 30 29 30 31 26 27 28 29 30 S M T W TH F S S M T W TH F S S M T W TH F S 1 2 1 2 3 4 5 6 1 2 3 3 4 5 6 7 8 9 7 8 9 10 11 12 13 4 5 6 7 8 9 10 10 11 12 13 14 15 16 14 15 16 17 18 19 20 11 12 13 14 15 16 17 17 18 19 20 21 22 23 21 22 23 24 25 26 27 18 19 20 21 22 23 24 24 25 26 27 28 29 30 28 29 30 31 25 26 27 28 29 30 31 S M T W TH F S S M T W TH F S S M T W TH F S 1 1 2 3 4 5 1 2 3 2 3 4 5 6 7 8 6 7 8 9 10 11 12 5 5 6 7 8 9 10 9 10 11 12 13 14 15 13 14 15 16 17 18 19 12 12 13 14 15 16 17 16 17 18 19 20 21 22 20 21 22 23 24 25 26 19 19 20 21 22 23 24 23 24 25 26 27 28 29 27 28 29 30 25 26 27 28 29 30 31 30 31 LTAC MEETING CITY COUNCIL TENTATIVE RFP OPEN FEDERAL HOLIDAY LODGING TAX ADVISORY COMMITTEE SCHEDULE 2022 JULY AUGUST SEPTEMBER OCTOBER NOVEMBER DECEMBER APRIL MAY JUNE JANUARY FEBRUARY MARCH