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Home My WebLink About2019/11/06 MASON COUNTY LODGING TAX ADVISORY COMMITTEE Meeting Minutes Commissioners' Chambers 411 North 5t" Street, Shelton, WA 98584 Wednesday, November 6, 2019 10 : 00 a . m . Members in Attendance : Chair Sharon Trask, Christine Johnson for Nathan Welch , Duane Wilson , Stephanie Rowland , Heidi McCutcheon and Shaun Tucker . Also in attendance were Rachel Hansen , Will Tygart and Elizabeth Arbaugh . Chair Trask called the meeting to order at 10 : 08 a . m . Approval of Minutes Duane/Stephanie moved and seconded to approve the July 25, 2019 meeting minutes as corrected. Motion carried. Review Proposals that Support Tourism for 2020 Diane explained the RFP was issued again for VIC's for up to $ 102, 800 and the scope was expanded to include other services that support tourism for up to $ 50, 000 . Shelton Mason County Chamber of Commerce Shelton Mason County Chamber request for $ 100, 000 for Visitor Information Center services . Heidi McCutcheon explained the history of the Hoodsport VIC and that costs have increased . Hoodsport VIC has a Parks Wilderness Ranger available Thursday through Sunday during peak season who can issue Wilderness Permits and other passes that only the Rangers can issue . Heidi stated the visitor numbers have increased . Shaun asked for a breakdown of each VIC cost . Heidi responded that 10% of the Chamber's office rent, $ 90 per month , is allocated to tourism and all of the Hoodsport VIC cost. She stated in 2018 the Chamber just broke even for tourism . The Chamber receives revenue from City of Shelton Lodging Tax $ 20, 000 and from Parks Service $ 10, 000 and from selling maps . Cmmr . Trask stated that the Lake Cushman Road is planned to be closed for construction in 2020 and access to Lake Cushman and to Stair Case will be restricted . She asked if there a plan for the impact to tourism . Heidi pointed out there are other Park access points and anticipates the Hoodsport VIC will still be busy with visitors . There are two employees at the Hoodsport VIC who manage the volunteers and included in the VIC cost are benefits including a retirement contribution . Heidi noted that tourism is part of Chamber business and their goal is to pay for tourism - related staff time from tourism funding and it is supplemented by the Chamber. The proposal includes visitor counts for 2017 compared to 2018 and 2019 numbers are trending towards an 8 . 5 % increase . Mason County Historical Society Museum Liz Arbaugh , Director, presented the request for $ 25, 000 for the Historical Society Museum . The museum runs with three part-time staff and volunteers . Liz's vision is to make the museum a tourism attraction, especially off-season , by adding exhibits . They were awarded $ 10 , 000 from City lodging tax for 2020 ; received $ 12, 500 in 2019 . LTAC November 6, 2019 meeting minutes Duane commented that a museum is important to Mason County and that's the primary focus of the museum . He questioned whether it also serves a visitor information center . Liz stated she intends to promote the museum through press releases and articles in various publications . Rachel commented there is a market for people who like to visit museums . Discussion of how the museum supports visitors and Liz explained the various displays she would like to incorporate at the museum which includes focusing on the various regions and industries in the county and rotating exhibits that would bring people from outside of the county . Duane expressed support if the funding will do something different and not just continuing the same thing . Stephanie stated she sees the museum as a tourist attraction . Heidi believes there are a lot of activities in Shelton to send tourists to . Liz pointed out the museum visitors are looking for historical attractions, not necessarily shopping . Museum hours are Tuesday through Friday, 11 -5 and Saturday, 11 -4 . The museum needs to improve promotion of the museum . There was discussion of how to garner better support from the community . Mason County Concierge Handbook & Wild Side Guides Campaign Northwest Event Organizers, Inc . is requesting $ 38, 500 for a concierge handbook that provides visitor information including parks, lodging , dining , retail and recreational opportunities . The handbook would be distributed at various establishments and would be kept current. Rachel noted there has been an increase in short-term rentals and it's important they are aware of this information and to maintain the tourism brand . The goal is to have current, accurate and cohesive tourism information . The goal is to distribute at least 50 handbooks and place a sticker in the business window that identifies it as "Wild Side Guide ". Rachel 's proposal includes maintenance of the handbooks . This is a one-year proposal and Rachel is hopeful it is successful and will continue . Discussion of how the handbook differs from going to a website . Christine stated she personally likes to use the handbooks that are available when she travels . Duane noted that not everyone has access to websites . Shaun questioned if the handbook would continue to be utilized . He asked if it could be replicated on - line . Rachel explained this handbook provides the detailed information for visitors once they are here . A . pdf version of the handbook could be hosted on the ExploreHoodCanal . com website . Rachel explained the cost includes the research to build the handbook, printing and distributing the handbook with quality materials and serve as a liaison between the businesses and tourism . The proposal is to provide 50 handbooks . Visitor Amenity Awareness Proposal submitted by Tygard Media Will Tygart is requesting $ 26, 182 to create visitor amenity awareness via an online campaign focused on visitor amenities . The campaign will be distributed on Facebook, Instagram and Audience Network platforms . Duane asked if this competes with ExploreHoodCanal . com LTAC November 6, 2019 meeting minutes Will stated it would complement what is available on the website based on visitor's searches, purchases and activities . The advertisements would be showed to those from outside of the county . Will explained how the campaign targets visitors . Discussion of cost - $ 14K to build the campaign ; $400 is for monthly support; $ 600 for advertisements . The ads drive people to the business's websites, not to ExploreHoodCanal . com . Will said he discounted his build cost by $ 10 , 000 . Discussion Visitor Information Center Mason County Historical Society Museum — service that supports tourism as a tourist attraction and provides visitor information . They do not have a tourism promotion campaign . The proposal talks about promotion of the museum . Heidi does not support providing marketing funding for the museum . Duane stated his initial response was to fund $ 10, 000 and is willing to increase it. Shelton Mason County Chamber of Commerce VIC — Christine stated she uses the Hoodsport VIC . Duane sees the Shelton office as Chamber first and then a VIC . Heidi explained that's why only a small amount of the Shelton office is allocated to tourism . Shaun — if you reduce the map expense of $45K because it's revenue neutral, and other revenues, it leaves $ 72, 500 for expenses . Duane noted that the North Mason Chamber award was not increased over 2019 . Christine's suggested an award of $ 87K for the Chamber and $ 15K for museum . Stephanie supports $ 15K for the museum . Heidi interjected that the lodging tax funding is available and tourism has increased and the Chamber supplements the VIC's . If the VIC is not fully funded there is not capital funding available from the Chamber to make improvements . Stephanie/Christine moved and seconded to award $ 15, 800 to the Mason County Historical Society Museum, $87, 000 to Shelton Mason Chamber of Commerce in 2020. Motion carried. Heidi recused. Scope of work for the museum is to include increased promotion , enhanced exhibits . The VIC contract will have language addressing the funding in 2021 . Services that Support Tourism Concierge Handbook — Stephanie supports the proposal , believes it enhances the ExploreHoodCanal campaign . Duane supports the proposal , likes that it is different . Christine stated they support the proposal . Heidi stated an important element is to provide training . Duane supports full funding at $ 38, 500 ; Shaun commented that is just short of $ 800 per binder which he believes is too high ; very supportive of the ideas how will the handbook be maintained throughout the year. Program management and support was discussed . Stephanie/Duane moved and seconded to award $38, 500 to Northwest Event Organizers, Inc, for the Concierge Handbook & W11d Side guides Campaign. Motion carried, Shaun stated he supports this proposal because Rachel has demonstrated her commitment to Mason County . Tygart Media — Shaun sees value in exploring this option but wants tangible case studies before investing money. Duane would like evidence that this type of proposal could work and believes it is a bit redundant of what is done on ExploreHoodCanal . com . Heidi believes this muddies the water because Tygart Media is already contracted under ExploreHoodCanal . com and using data from that contract. She LTAC November 6, 2019 meeting minutes could see this as an expansion of the Tourism Development contract . Stephanie agreed with Heidi 's comments and that it could fall under the Tourism contract . There was discussion of the proposal . Shaun and Cmmr. Trask expressed interest in exploring this type of proposal but not supportive of funding . Quarterly Reports LTAC members needed to leave and asked for the quarterly reports in writing to review . Rachel will distribute her PowerPoint . There was no public comment. Diane will schedule a January LTAC meeting for 4th quarter reports . The meeting adjourned at 1 : 35 p . m . LODGING TAX ADVISORY COMMITTEE MASON COUNTY, WASHINGTON ATTEST : ,1 q4j�� ✓ �� LTAC Clerk Chair