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HomeMy WebLinkAbout2021/10/20 LTAC Meeting Minutes—October 20, 2021 Heidi expressed frustration with continuing with the same method for awards and would like to consider the number of visitors served. For the next RFP consider a visitor measurement method and possibly contract for one entity to provide VIC services. Diane asked the members to provide language changes to the RFP because funding VIC's continues to be problematic. Diane reminded the vendors that estimated numbers will need to be provided to comply with the RCW requirements. The estimates are to be submitted with the application and actual numbers at the end of the contract year. Review/Make Recommendation of RFP's for Tourism Services/Festival Support JayRay Matt Wakefield,Cara Sjogren and Bridget Baeth,JayRay, presented the proposal for Tourism Services and Festival Support in the amount of$327,600. Included is using geolocation data and marketing. Geolocation data uses geofences and cell phone data to determine who visited Mason County. This data can be used for measuring attendance at a single event or multi-day festival to tracking year-over-year trends in visitation. JayRay will make a familiarization trip to Mason County to experience the destination through the eyes of a visitor, at no cost. The budget includes a travel allowance for 12 trips to Mason County for in-person meetings/events. Northwest Event Organizers, Inc Rachel Hansen, NEO, presented the proposal for Tourism Services and Festival Support in the amount of$327,450. NEO has had the contract for the past four years. Marketing strategies include the Wild Side Guide integration and support;Tracing the Fjord Magazine;QR code integration, media and image database, branding and media kit, pitches, news releases and stories,web development,trade shows and events, niche market development and lead retrieval and fulfillment. The proposal includes festival and event support. Shaun brought up the following discussion points: NEO has a local connection although JayRay is not far away; should Mason County stay the course with same vendor or go to a larger organization who has more resources; NEO has established some great relationships;at what point does Rachel become overwhelmed. Nathan noted that Rachel's proposal does include adding staff. Rachel noted that she does subcontract out some work. Shaun would like to better understand Rachel's"team". Duane expressed some concern with the number of visits to Mason County proposed by JayRay. Shaun commented that he believes an "out of county"vendor can still provide the services. Heidi commented that she likes both proposals;is happy with NEO's services;does like the geolocation component in JayRay's proposal. Heidi/Duane moved and seconded to award the contract to Northwest Event Organizers. Motion carried. Review/Make Recommendation of RFP's for Development Services of Welcome Center Rachel Hansen, NEO, presented the proposal for$100,000 for the development services of a Visitor Welcome Center. The primary goal is to bring people to the County and serve as a conduit for information about activities, events and amenities available in the area. A location needs to be determined. Rachel has continued conversations from the development of the feasibility study. Establishing the actual funding is first priority. Pursuant to WA State law, rest areas cannot make money. Cmmr.Trask and Diane explained that a legal opinion and opinion from the State Auditor if lodging tax can fund development services has been requested. MASON COUNTY LODGING TAX ADVISORY COMMITTEE Meeting Minutes 411 North 51H Street,Shelton,WA 98584 Wednesday, October 20, 2021 9:00 a.m. Members in attendance via Zoom: Chair Sharon Trask, Nathan Welch, Duane Wilson, Heidi McCutcheon, Pam Volz,Shaun Tucker and Liz Arbaugh. Also in attendance was Deidre Peterson, Rachel Hansen, Matt Wakefield, Bridget Baeth, and Cara Sjogren. Chair Trask called the meeting to order at 9:03 a.m. Approval of Minutes Heidi/Nathan moved and seconded to approve the July 21, 2021 meeting minutes. Motion carried. Review/Make Recommendation of RFP's for VIC's Shelton Mason County Chamber of Commerce Heidi McCutcheon presented the 2022 funding request for$100,000. There are three locations—two in Shelton and one in Hoodsport; Hoodsport hours are Thursday thru Monday;may be going to Friday to Sunday during off season. Partners with the National Park Service and the US Forrest Service. Visitor counts have increased in 2021 compared to 2020. Review of the budget: LTAC budget includes 20%of main office rent; Hoodsport Coordinator Salary;20%of Chamber staff salary. The funding increase is to cover increased staff costs. Heidi noted that the Chamber was not awarded their full ask in 2021. North Mason Chamber of Commerce Pam Volz presented the 2022 funding request for$40,600. There are two locations—Belfair VIC is in the Chamber building and the hours are Monday through Friday,9 a.m.to 5 p.m.;Saturday,9 a.m.to 1 p.m.; 2"d location is at Hunter Farms, Union which is open year-round and staffed May through October, Friday through Sunday, Noon to 5 p.m. Mason County Historical Society Museum Elizabeth Arbaugh presented the 2022 funding request for$18,000 to support the promotion of tourism at the downtown Shelton museum which also serves as an information resource for tourists, researchers and visitors. The museum also serves as a visitor destination. Duane asked what the plan is for the funding increase—Liz explained they have been unable to hold the car show fund raiser and staffing has been reduced so they need the increase to keep existing staff. Discussion: Lodging tax revenue YTD$618K; 2020—YTD$317K;2019$392K Options to award: award using same formula as 2021 based on percentage of total amount to award; Hoodsport location seems to have the largest number of visitors. Could award based on total number of visitors and VIC square footage. The concern with using visitor counts is there needs to be the same method to establish the count. The amount to award was reduced to allow for funding a Welcome Center. Could award to all proposals or reduce to one award. Rachel suggested working toward the VIC's collaborating using the Wild Side campaign to facilitate the change to a Welcome Center. Shaun/Duane moved and seconded to use the 2021 method for awards at$63,440(61%)to the Shelton Mason Chamber of Commerce,$29,120(28%) North Mason Chamber of Commerce,$11,440(11%)to the Mason County Historical Society. Motion carried. Heidi and Pam abstained. LTAC Meeting Minutes—October 20, 2021 Heidi asked when will fundraising begin. Rachel believes it could be 2023 before a plan is established. How to make this a sustainable project needs to be established. Heidi/Shaun moved and seconded to award the contract to NEO for development services of the Visitor Welcome Center,pending a legal opinion on the use of lodging tax for this award. Motion carried. 3`d Quarter Reports Quarterly reports will be emailed to LTAC for review. Heidi noted that overall the VIC foot traffic has increased 176%over 2020. Other Business-none Public Comment- none Calendar-The next meeting is January 19, 2022 at 8 a.m. The 2022 meeting schedule will be the 3rd Wednesday, 8 a.m. every quarter—January, April,July and October. Adjourn The meeting adjourned at 12:25 p.m. LODGING TAX ADVISORY COMMITTEE MASON COUNTY, WASHINGTON ATTEST: — /I LTAC Clerk Chair