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HomeMy WebLinkAboutMinutes 01/26/1998 CALL TO ORDER: ROLL CALL: APPROVAL OF MINUTES: Consideration ofLTAC Letter to Lodging Industry & Request for Proposals LODGING TAX ADVISORY COMMITTEE Port Angeles, Washington January 26, 1998 Chairman Wiggins called the meeting to order at 3:05 p.m. Members Present: Councihnan Glenn Wiggins, Councilman Orville Campbell, Bob Harbick, Dick Vogel, John Platt, David Morris, Randy Johnson, Bill Rinehart, Bob Grattan, and Jim Haguewood. Members Absent: Steve Oliver. Staff Present: Attorney Knutson, Clerk Upton, and Contracts/Projects Administrator Smith. Public Present: Erl Hansen, Rick Hert, and Dick Hendry. Bob Harbick moved to approve the nainutes ofthe Lodging Tax Advisory Committee meeting of January 20, 1998. The motion was seconded by Councilman CampbeU and carried unanimously. Consideration of LT AC Letter to Lodging Industry: Opening discussion pertinent to the proposed letter to be sent to the lodging industry from the Lodging Tax Advisory Committee, Tim Smith reported that he and John Platt had prepared the draft for consideration. The letter is intended to update the lodging industry on the committee's deliberations thus far, as well as to inform them of the committee's position relative to an additional 2% lodging tax. In the ensuing discussion, it was agreed that the committee should emphasize the fact that the committee members have been involved in this process on behalf of the entire lodging industry. In addition, it was suggested that the letter include mention of the need for baseline information from the various lodging facilities. Chairman Wiggins clarified that the letter is intended to get some understanding on the part of the industry as to how the committee is proceeding~ it is an informative letter seeking their support as well as bring them closer to the process. David Morris felt it incumbent upon the committee to seek the support and participation from the lodging industry so that appropriate data can be maintained in conjunction with the marketing program. Discussion was held pertinent to the length of commitment for a marketing endeavor, and Councilman Campbell reminded the committee that it had agreed to a longer tenn for the marketing endeavor, as it is realized that success may not be inunediate. Lengthy discussion followed with regard to specific portions of the draft letter, and committee members offered input as to possible wording changes. Request for Proposals: Discussion was also held with regard to the RFP, and Chairman Wiggins suggested the possibility of having a draft contract included with the RFP. However, Attorney Knutson noted that discussions have not evolved to the point where a contract could be written. Much of the contract language would have to follow contract negotiations. After further discussion, Bob Harbick moved to approve and forward the RFP to the City CouncU with the noted modifications. The motion was seconded by David Morris. -1- LODGING TAX ADVISORY COMMITTEE January 26, 1998 Consideration of L T AC Letter to Lodging Industry & Request for Proposals (Cont'd) Request from Chamber of Commerce ADJOURNMENT: Chainnan Wiggins noted the proposals will be due on March 27, and he summarized that the RFP will be publicized via advertisements, as well as direct mail. It was suggested that a mailing list might be compiled with assistance from the State Tourism Bureau, and Attorney Knutson suggested an ad be placed in the Daily Journal of Commerce. A vote was taken on the motion, which carried unanimously. Requestfrom Chamber of Commerce: Erl Hansen, Executive Director of the Chamber of Commerce, submitted a request for consideration having to do with funds not spent during 1997. There was approximately $1,522 not spent by the Chamber of Commerce under the contract for tourist promotion, and Erl asked for approval to commit that amount to fund "events cards" to be distributed at the Seattle International Sports Show, February 4 - 8. Mter brief discussion, Dick Vogel moved that the Lodging Tax Advisory Committee forward a recommendation to the City Council for approval of the Chamber of Commerce request for additional funding. The motion was secouded by David Morris. John Platt spoke in support of this funding, as he felt it would be an excellent opportunity to spread the word about events on the North Olympic Peninsula. Attomey Knutson noted that Erl has asked the City to make future funding contracts more flexible to allow for these types of expenditures as the opportunity may arise. in the ensuing discussion, it was agreed that the committee's intent was that the contracts be more flexible. After further limited discussion, a vote was taken on the motion, which carried unanimously. Discussion was then generated with regard to seeking support from lodging owners. There was a suggestion that a team of committee members visit the lodging owners in the interest of building some confidence in the process. It was agreed that a copy of the RFP will be attached to the letter sent to the lodging industry. Jim Haguewood suggested that a public meeting be held when the proposals have been received; perhaps a personal phone call of invitation would be appropriate. Discussion followed as to the merits of having a public meeting, perhaps even before the RFPs have been submitted, for informational purposes. Tim Smith suggested the committee may want input from the lodging industry with regard to the RFP, and discussion followed as to whether this could be accomplished by mail or by a public meeting or by personal visits of committee members. After lengthy deliberation, it was agreed that copies of the RFP will be attached to the letter being sent to the lodging industry and further, that conunittee members will make contact with lodging owners. The next meeting will be held after receipt of the proposals. The meeting was adjourned at 4:25 p.m. ~.-. /~~~ Glenn Wiggins, ChaIr ~i~lei~- -2 -