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ORTAGELES LODGING TAX
iuiuiurrN
WASHI Nr- r o N U.S. ADVISORY COMMITTEE
Lodging Tax Advisory Committee Meeting Agenda
August 1, 2024
10:00 a.m. — 12:00 p.m.
Notice is hereby given that the Lodging Tax Advisory Committee (LTAC) will meet on Thursday, August 1,
2024, starting at 10:00 AM in the City Council Chambers in City Hall located at 321 E. 5t1' Street, Port Angeles,
WA. This meeting will be conducted as a hybrid meeting. In hybrid meetings, members of the public,
Committee members, and City staff have the option to attend the meeting in person, at City Hall or remotely via
telephone or video link. The meeting is open to the public.
Audio only: 1-844-992-4726
Access code: 2553 776 6464
Webinar password: gRpD43Pu7yE (47734378 when dialing from a phone or video system)
Once connected, press *3 to raise your virtual hand if you wish to make a comment. You will be notified when it is
your turn to speak. This access code is good for the August 1, 2024 meeting only.
Webex link: https://cityofpa.webex.com/citvofpa/i.php?MTID=m6a9O42c47b678aab3c22f9844bea2al5
To make a public comment, please use the "raise your hand" feature in Webex. You will be notified when it is
your turn to speak.
L CALL TO ORDER
II. ROLL CALL
III. APROVAL OF MINUTES
Minutes of the April 11, 2024 and June 27, 2024 LTAC meetings
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. DISCUSSION/ACTION ITEMS
1. Action Item: Field Arts Event Hall Annual Contract. Presentation from Waterfront Center for the
Lodging Tax Advisory Committee to consider a fixed annual disbursement of funding for the operation
of the Field Arts and Events Hall.
2. Action Item: Public Pier Tower Additional Funding Request. Additional funding request in the
amount of $100,000.00 in order to complete the final constriction of the City Pier Observation
Deck Rehabilitation Project.
3. Action Item: Annual Review of the LTAC Vision, Goals and Priorities Guidance Document.
Review and discussion of the current document as approved by City Council in 2023 and motion for any
changes to be made by staff and forwarded to City Council prior to the 2025 LTAX Application REP.
4. Discussion Item: Comprehensive Plan Visioning Survey. Survey and discussion activity for
Commissioners to provide feedback on the draft vision statement for the 2025 Comprehensive Plan
update.
VI. STAFF UPDATES
1. June 2024 Lodging Tax Report
2. August 22 LTAC Applicant Training
3. Budgeting for Staff Time
4. Use of Lodging Tax Funds for Debt
VII. COMMITTEE MEMBER UPDATES
VIIL ADJOURNMENT
LODGING TAX ADVISORY COMMITTEE
Port Angeles, Washington
April 11, 2024
12:00 p.m.
This meeting was conducted as a hybrid meeting.
CALL TO ORDER
Chair Carr called the regular meeting of the Lodging Tax Advisory Committee to order at 12:11 p.m.
ROLL CALL
Voting Members Present: Navarra Carr, Christine Loewe, Caitlin Sullivan, Sydney Rubin, and Victoria Jones.
Member -at -Large Non -Voting Members: John Hauck.
Members Absent: Rosylen Mangohig.
Staff Present: Ben Braudrick, Hailey Jones, Will Habel, and Aubrianna Howell.
Chair Carr opened the meeting and introduced newly appointed Committee members Caitlin Sullivan and John Hauck
to the existing members of the Committee.
APPROVAL OF MINUTES
It was moved by Rubin and seconded by Jones to:
Approve the February 2, 2024 minutes.
Motion carried 5-0.
PUBLIC COMMENT
No public comment was received
DISCUSSION/ ACTION ITEMS
1. Olympic Peninsula Tourism Bureau Masterplan 2024-2029 Presentation
Olympic Peninsula Visitor Bureau's (OPVB) Executive Director Marsha Massey and Strategic Plan Project Manager
Debbie Wardrop presented the OPVB 5-year masterplan for 2024-2029 and key strategic goals including enhancing
marketing for spring, fall and winter travel, developing diversified visitor experiences to engage a wider variety of
consumer lifestyles, and increase government, community and industry alignment around sustainable tourism
development.
2. 2024 Funding Request: LuLish Local Marketing Classes and Grants
Planning Supervisor Ben Braudrick spoke to the LuLish Local Marketing agenda item and gave background on the
staff recommended funding request of $25,000. He stated the request would utilize fiends for the administrative
expenses during the April 8t1i marketing class and future grants for the website development for local Port Angeles
businesses and event makers. Committee discussion followed but no action was taken during this meeting.
3. Round Two of 2024 Request for Proposals
Planning Supervisor Braudrick spoke to the remaining budget left from the November 2023 recommendation to City
Council and spoke to potential applicant interest to open an additional funding cycle using the remaining fiends. He
recommended the committee open the application process and use the same application and scoring criteria for a
second round of funding recommendations in the available amount of $89,500. Committee discussion followed.
It was moved by Loewe and seconded by Jones to:
Open a second application process for Lodging Tax fiends for 2024 as soon as staff has the possibility to do so.
Motion carried 5-0.
August 1, 2024 Lodging Tax Advisory Committee Pg. 1
LODGING TAX ADVISORY COMMITTEE MEETING — April 11, 2024
4. Annual Review of the LTAC Vision, Goals and Priorities Guidance Document
Planning Supervisor Braudrick spoke to the current Lodging Tax Advisory Committee vision, goals and priorities
document and asked the committee to review the document and bring forward recommended changes to the June 2024
meeting. Committee discussion followed.
The Committee discussed the City of Port Angeles use of lodging tax funds for City staff time.
STAFF UPDATES
Planning Supervisor Ben Braudrick spoke to the City Councils action on short-term rentals and to a FAQ document
included in the LTAC agenda packet. He briefed the Committee on a new Port Angeles bike map, the upcoming
Dream Playground re -build, and provided City Pier Tower repair and Olympic Peninsula Tourism Summit updates.
COMMITTEEE MEMBER UPDATES
Committee member Rubin spoke to attending the Olympic Peninsula Tourism Summit. Committee member Rubin
also spoke to a potential future agenda item. She expressed interest in collaborative work with other cities in Clallam
County to pool lodging tax event funds and then use one sub -committee to evenly distribute the funds to event
applicants across Clallam County.
Chair Carr spoke to short-term rentals and the relationship to Lodging Tax Advisory Committee funds.
No other reports were given.
ADJOURNMENT
Chair Carr adjourned the meeting at 2:01 p.m.
Navarra Carr, Chair
Page 2 of 2
Aubrianna Howell, Acting Clerk
August 1, 2024 Lodging Tax Advisory Committee Pg. 2
LODGING TAX ADVISORY COMMITTEE
Port Angeles, Washington
June 27, 2024
12:00 p.m.
This meeting was conducted as a hybrid meeting.
CALL TO ORDER
Chair Carr called the regular meeting of the Lodging Tax Advisory Committee to order at 12:02 p.m.
ROLL CALL
Voting Members Present: Navarra Carr, Caitilin Sullivan, Sydney Rubin, and Victoria Jones.
Member -at -Large Non -Voting Members: Katie Bedard, John Hauck and Rosylen Mangohig (arrived at 12:19pm).
Members Absent: Christine Loewe.
Staff Present: Ben Braudrick, Hailey Jones, Will Habel, Mike Healy, Sarina Carrizosa, and Aubrianna Howell
Chair Carr opened the meeting and introduced newly appointed Committee member Katie Bedard to all members.
APPROVAL OF MINUTES
It was moved by Rubin and seconded by Sullivan to:
Amend the Aprill 11, 2024 minutes to include the Committee discussion on the City of Port Angeles use of lodging
tax fiends for City staff time.
Motion carried 4-0.
Chair Carr requested the amended minutes for April 11, 2024 will be brought forward at the next meeting for approval.
PUBLIC COMMENT
Rachel Stork, city resident, spoke on behalf of the Fine Art Center's application for the Fall Festival event.
Sam Grello, city resident, spoke on behalf of the Waterfront District's application for the Tree Lighting Ceremony
event.
Steve Raider -Ginsburg, city resident, spoke on behalf of Field Arts & Events Hall and their application for the
organization's operational expenses.
Eric Lush, city resident, spoke on behalf of the Community Boating Program's application for Regional Highschool
Sailing Regatta event.
John Ralston, city resident, spoke to the City of Port Angeles use of lodging tax fiends for City staff time.
Rose Thompson, city resident, spoke on behalf of the Dungeness Crab festival and their application.
Victoria Jones, county resident, left her place at the dais and spoke on behalf of the North Olympic Discovery
Marathon and thanked the committee for the support. She then returned to the dais with the other members of the
Committee.
DISCUSSION/ ACTION ITEMS
1. Action Item: Round Two of 2024 Request for Proposals
Planning Supervisor Ben Braudrick spoke to the Lodging Tax budget, funding requests, and criteria and introduced
Budget Officer Hailey Jones and Finance Director Sarina Carrizosa. Director Carrizosa provided background on the
conservative approach for balancing the Lodging Tax budget. Additionally, Director Carrizosa spoke to the excess
fiend balance of $620,000 available as well as the $175,000 available capital fiends. She stated the Lodging Tax
August 1, 2024 Lodging Tax Advisory Committee Pg. 3
LODGING TAX ADVISORY COMMITTEE June 27, 2024
Advisory Committee had a total of $795,000 available funds to award. Committee discussion on budget spending and
event applications followed.
Chair Carr recused herself and left the Council Chambers during Committee discussion on the Regional Highschool
Sailing Regatta due to a conflict of interest. During that time, Eric Lush answered Committee member questions on
behalf of the Regional Highschool Sailing Regatta application. Once the discussion on the matter concluded, Chair
Carr returned to the Council Chambers and Committee discussion on event applications continued.
It was moved by Rubin and seconded by Jones to:
Fund the Dungeness Crab Festival, Olympic Peninsula Fungal Festival, Railroad 5K, Celebration of Shadows and Fall
Fest in the full requested amount of:
• $10,000 for Dungeness Crab Festival
• $10,000 for Olympic Peninsula Fungal Festival
• $2,500 for Railroad 5K
• $4,500 for Celebration of Shadows
• $10,000 for Fall Fest
Motion carried 4-0.
It was moved by Rubin and seconded by Jones to:
Fund the Regional Highschool Sailing Regatta in the full requested amount of $10,000.
Motion carried 3-0 with Carr abstaining from the vote.
Chair Carr opened the floor to Committee discussion on operations and capital funding requests. Marc Abshire
answered questions on behalf of the Port Angeles Chamber of Commerce Visitors Center application for operation
funds. Stevie Borggard and Mary Sue French answered questions regarding the Port Angeles Waterfront District Tree
Lighting application for capital fiends.
It was moved by Jones and seconded by Rubin to:
Fund the Juan de Fuca Foundation for the Arts Pier Stage Upgrades and the Port Angeles Waterfront District Tree
Lighting in full requested amount of $10,000 for each application.
Motion carried 4-0
Committee members continued discussion on operation and event applications.
It was moved by Sullivan and seconded by Jones to:
Fund the Port Angeles Chamber of Commerce Visitor Center operations in the full requested amount of $25,000.
Motion carried 3-1, with Rubin opposed.
It was moved by Jones and seconded by Rubin to:
Fund the Dungeness Crab Festival operations in the full requested amount of $40,500.
Motion carried 4-0.
It was moved by Rubin and seconded by Sullivan to:
Fund the Field Arts & Events Hall operations in the full requested amount of $12,000
Motion carried 3-1, with Jones opposed.
Clerk's note: The Agenda listed the Public Pier Tower Additional Funding RequestAnnual Review of the LTAC Vision,
Goals and Priorities Guidance Document, however the Committee did not have tinge to take action on these matters.
The Committee agreed by consensus to add this to a future agenda.
STAFF UPDATES
Planning Supervisor Braudrick spoke to the Short -Term Lodging FAQ included in the Lodging Tax Advisory
Committee packet, the successes of the Dream Playground rebuild, and the May 2024 lodging tax report.
COMMITTEEE MEMBER UPDATES
Page 2 of 3
August 1, 2024 Lodging Tax Advisory Committee Pg. 4
LODGING TAX ADVISORY COMMITTEE June 27, 2024
No updates were given.
ADJOURNMENT
Chair Carr adjourned the meeting at 1:55 p.m.
Navarra Carr, Chair
Page 3 of 3
Aubrianna Howell, Acting Clerk
August 1, 2024 Lodging Tax Advisory Committee Pg. 5
fwa-s POR-TANGELES
W A S H I N G 7 b NI , Wi . S ..
LODGING TAX
Date: August 1, 2024
To: Lodging Tax Advisory Committee
From: Mike Healy, Director ofPublic Works & Utilities
Subject: Funding Request — City Pier Observation Deck Construction
Summary: At the February 2, 2024, meeting of the Lodging Tax Advisory Committee (LTAC) the
committee voted to fund the required construction to repair the City Pier Observation Tower and Deck,
including structural repairs and adding a protective coating to the structure. The original funding level
requested was reduced by $114,000.00 to reflect the actual low bid for the project. The low bid did not
allow for any contingencies, change orders or for any unanticipated or additional work that surfaced after
required inspections. During the construction additional work was uncovered that required attention and
repair.
During construction we uncovered additional failures that were not visible until sections of the structure
and flooring was uncovered. This work included wood rot and splintering under the floor landing
sections and a number of weakened railing sections that were uncovered once the old paint was removed.
This request seeks to add an additional $100,000.00 to fully fund the project through completion. All
funds in excess of expenditures will be returned and deposited in the LTAC Account
Funding: Funding is available in excess reserves in the lodging tax fund for this request.
Recommendation: Staff recommends the Lodging Tax Advisory Committee approve a request in the
amount of $100,000.00 to fund the final construction of the City Pier Observation Deck Rehabilitation
Project and forward a favorable recommendation to City Council for inclusion in the 2024 LTAX Fund
Budget.
Background / Analysis: After receiving positive public comment and a presentation on the required
repairs to the City Pier Observation Deck during the February 2, 2024, meeting, the Lodging Tax
Advisory Committee (LTAC) voted to approve and fund the required construction structural repairs
which includes adding a protective coating to the iconic structure. The funding level requested amount
was reduced by $114,000.00 from that of the engineers estimate to reflect the actual low bid for the
project but did not allow for any contingencies for additional work. During the construction additional
work was uncovered that requires attention and repair. Examples of this work includes replacement
railing sections, replacement of splintered wood deck support sections, protective coating of under
carriage sections of decking, and required construction phase engineering inspections.
Staff is seeking an additional $100,000.00 to fund the additional necessary work discovered during the
construction phase along with necessary engineering and inspection costs. Staff is confident that this
funding is sufficient to complete the project, and should this request be approved, staff recommends that
any unspent funds be returned to the LTAC account.
August 1, 2024 Lodging Tax Advisory Committee Pg. 6
Funding Overview: The Lodging Tax fund currently has an available excess fund balance of $619,900
that may be used for this project.
August 1, 2024 Lodging Tax Advisory Committee Pg. 7
ORTAGELES LODGING TAX
. iuiuiurN
WASHI N o 1 o N U.S. ADVISORY COMMITTEE
Vision, Goals and Priorities for Lodging Tax Funding Programs
Vision:
To best 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 from tourism -related activities and traffic.
4. Promote partnerships and increase tourism by concentrating on priorities identified by
both residents and the tourism industry.
5. 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 of the funded activities is to increase economic activity in Port Angeles
through the overnight lodging 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:
• Tourism -related capital facilities — 20% plus 5% reserved. Reserves are to be taken from
the initial annual projected available revenues prior to LTAC consideration of expenditure
allocation and budget for the annum. Capital Facility expenditures are to be used for:
o New construction
o Improvement and renovation
• Tourism -related marketing— 25%
• Tourism -related non-profit business operations — 33%
• Events and festivals designed to attract tourists —12%
• LTAC Priorities — 5%
Funding Priorities — Non-events:
• Lend support to a diverse range of sustainable tourism activities to encourage visitors to
enjoy longer stays and return often.
• Support the increase of tourism capacity, where capacity is defined as the broad number
activities within the community a visitor can attend, visit, or take part in when staying
overnight.
• Assist the maintenance establishment tourism related capital facilities including:
o Wayfinding and Interpretative Signage,
o Public Restrooms
o Transportation facilities, and
o Passive recreational park facilities (benches, walkways, and lighting).
August 1, 2024 Lodging Tax Advisory Committee Pg. 8
• Support efforts to improve information on attractions and facilities.
• Fund proposals that encourage and enhance tourism during the off-peak time as stated
below.
• Promote tourism that highlights Port Angeles assets— its natural beauty, geology, outdoor
activities, anthropology, community events, lifelong learning opportunities, history,
culture, and the arts.
• Develop key community assets that function as destinations or venues for multipurpose
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 tourist/resident relationship
• Improve effectiveness of coordinated transportation and trail linkages.
• Support of organizations and projects that promote coordination and cooperation in
tourism activities.
Funding Priorities —Events:
• Event Funding is capped at $10,000 per year per event for new events (events in operation
for 5 years or less).
• Event funding is capped at $5,000 per year per event for legacy events (events in
operation 6 years or more).
• Review events also based upon intangible benefits for the community, including arts and
culture, local economic development, and regional/statewide/national/international
exposure.
• Lend support to a diverse 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 Tax.
• 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 regional marketing and marketing partnerships with
other local/regional marketing organizations.
• Support Projects that demonstrate a clear marketing strategy and business goals.
Scoring Criteria for New Event Grant proposals —100 possible points:
1. The project or event plan is clear, and the proposal reflects enough detail to effectively
determine the potential to result in overnight stays by tourists in lodging establishments
within the City. (25 pts.)
2. This project statistically demonstrates a result in overnight stays. (Room nights: 20 pts. —
over 200, 15 pts.—100-200, 10 pts. — 50-100, 5 pts. — less than 50)
3. The proposal demonstrates the organization is working in partnership with fellow
organizations and businesses. (20 pts.)
4. The project has clear marketing goals and a defined promotion plan. (10 pts.)
August 1, 2024 Lodging Tax Advisory Committee Pg. 9
5. This project occurs in non -demand periods (10 pts)
6. The project lends itself to the complement of other events in the community and helps
create a diversity of opportunities (arts, culture, recreation, education, or historic
significance) (10 pts.)
7. The event proposal defines additional revenue benefit beyond overnight stays (likely
diners, shoppers, paid parking etc.) (5 pts.)
Scoring Criteria for Legacy Event Grant proposals —100 possible points:
1. Demonstrates a proven track record to result in overnight stays by tourists in lodging
establishments within the City. (25 pts.)
2. Demonstrates ability for continued increase in overnight stays by tourists in lodging
establishments within the City. (25 pts.)
3. This project occurs in non -demand periods. (20 pts)
4. The project lends itself to the complement of other events in the community and helps
create a diversity of opportunities (arts, culture, recreation, education, or historic
significance). (20 pts.)
5. The event proposal defines additional revenue benefit beyond overnight stays (likely
diners, shoppers, paid parking etc.). (10 pts.)
Scoring Criteria for Non -Event Proposals (Capital Facilities/Projects) — 30 possible points:
1. There is evidence provided that this project will help increase opportunities for tourism
sustainable activities.
2. There is evidence provided that the project will encourage visitors to enjoy longer stays
and return.
3. The project plan is clear with a timeline for action defined and the proposal reflects
enough detail to effectively determine potential for success.
4. The budget provided reflects a clear understanding of the costs associated with this
project and there is evidence that this budget is based on market research, structured
estimates, or estimates provided by contractors.
5. The project supports LTAC priorities to increase transportation, quality of city
infrastructure, wayfinding, or enhances the city's natural assets to improve the overall
look and feel and welcoming design of Port Angeles.
6. The project will support our local economy through local contracts, retail purchases, or
partnerships.
Scoring Criteria for Non -Event Proposals (Operations & Marketing) — 25 possible points:
1. There is evidence provided that organization or project will help increase or sustain
opportunities for tourism related activities.
2. There is evidence provided that this organization or project will encourage visitors to
enjoy longer stays or engage in return visits.
3. The proposal provides clear evidence that this organization can successfully draw
tourists.
August 1, 2024 Lodging Tax Advisory Committee Pg. 10
4. This project supports LTAC priorities to improve transportation, quality of city
infrastructure, or wayfinding or enhances the city's natural assets to improve the overall
look and feel and welcoming design of Port Angeles.
5. This project clearly reflects how the funds will be used to help sustain a tourism -related
business.
Scoring for Non -Event Proposal Criteria
Each criterion will be evaluated on the following spectrum:
• Strongly Agree — 5 pts
• Agree — 4 pts.
• Neutral — 3 pts.
• Disagree — 2 pts.
• Strongly Disagree —1 pt.
• Did not answer — 0 pts.
August 1, 2024 Lodging Tax Advisory Committee Pg. 11
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