HomeMy WebLinkAbout2017/04/13 MASON COUNTY LODGING TAX ADVISORY COMMITTEE
Meeting Minutes
Commissioners'Chambers
411 North 5T" Street, Shelton,WA 98584
Thursday,April 13, 2017 9:00 a.m.
Members in Attendance: Chair Terri Jeffreys, Heidi McCutcheon, Kelly Bergh, Bonnie Knight and
Duane Wilson. Absent: Shaun Tucker
Chair Jeffreys called the meeting to order at 9:05 a.m.
Kelly/Bonnie moved and seconded to approve the March 15, 2017 meeting minutes.
Motion carried.
Volunteer Appreciation
Chair Jeffreys presented certificates of appreciation to the Lodging Tax Advisory Committee
members for their participation in this group.
Other Business
Chair Jeffreys informed the group that John Mitchell is no longer with Blue Collar. Terri asked if
the committee wants a special meeting to meet the new account manager and the committee
declined. The deliverables remain the same and LTAC is fine with an email explaining Blue
Collar's goals for the remainder of the year.
LTAC Member's Reports on how other Jurisdictions Use/Manage Lodging Tax
Bonnie researched the Olympia-Lacey-Tumwater Visitor& Convention Bureau. It is a standalone
organization although they have some government funding. The structure is a Director,
Executive Board, Volunteer Board and a full staff. They do have a visitor center that has printed
materials.
Kelly contacted Kitsap County's Visitor&Convention Bureau, Visit Kitsap Peninsula, which is a
501(c)(6). DMO's (destination marketing organization) typically must apply for lodging tax
funding; the LTAC awards funding; some areas have co-ops to create a master marketing
campaign. DMO's typically hire a director that oversees the contracts and creates long range
marketing. An option is to hire a marketing person. WSDMO doesn't provide funding.
Heidi contacted Lake Chelan and their Chamber office is their VIC. They have a multi-year
contract; have lodging tax employees whose sole job is tourism promotion and have Chamber
staff(2 silos). They handle tourism promotion and VIC services.
Duane contacted Skamania County and their LTAC runs similar to Mason County. Individual
events apply for funding and their goal is to have more social media. They have a small amount
of lodging tax funding.
Review of Request for Proposals for 2018/2019 -Tourism and Small Festival Promotion
Cmmr. Jeffreys stated if the County goes to a DMO model, she views the RFP as capacity building
for an eventual 501(c)(6). LTAC determines what services the DMO would provide and it could
be a member driven organization.
Bonnie asked if there are counties that provide the tourism function. If there are, the county
would still have to apply for funding that would be reviewed by LTAC.
Lodging Tax Advisory Board Meeting Minutes
April 13, 2017
Heidi pointed out the county is not big enough to fund a Convention Center. The county doesn't
have the capital infrastructure to support marketing a large event.
Discussion Points:
Bonnie —supports moving towards an organization that has a dedicated staff person for tourism.
Heidi—when the Chambers did the joint tourism they received only $15K for administration
duties which is not enough for a full time staff person. The lodging tax funding is no longer
funding print ads or radio and the money is largely administration; she asked how we get to a
dedicated person for Mason County tourism.
Cmmr. Jeffreys— EDC is marketing the Mason County parcel for a hotel because lack of hotel
rooms is a problem.
Goal seems to be to shift to a contracted person to maintain the existing tourism campaign.
Heidi—doesn't need to change the RFP much; originally we did receive several proposals.
Looking for an individual/small business owner who is a project manager of tourism. Once we
get proposals, it's up to LTAC to decide what to select. The RFP Budget should have specific line
items for festival/event marketing— not two budgets.
Bonnie —sees it as marketing contract. An executive director who is forward thinking who can
strengthen the county's tourism industry.
Cmmr. Jeffreys suggested that in the statement of need it state tourism development and
marketing services.
This contractor is a project manager who will develop marketing campaign, using and
complementing the existing campaign, support small festivals, manage media buys, and develop
cooperative relationships with tourism industry - Director of Tourism Development and Marketing.
Heidi - Submit a budget that includes salaries, campaign of festivals with the detail of what it is
spent on; actively meet with festival people; possibly create a signature event in an off-season
month.
Stephanie —stated the RFP needs to be clear what is expected; we have an existing marketing
campaign and it changes every day and you have to support it; $200K isn't enough to hire a
person that can do all the things talked about including media buys.
Some of the larger VBA's create and direct the marketing campaigns because the members
receive funding from tourism.
It was agreed to maintain the existing lodging tax allocations - 68% (tourism) 30% (VIC's) 2%
(reserves). Include a potential 15% for unanticipated services. Request that 15% of the tourism
budget (68%) be dedicated to supporting small festivals.
Majority of time is expected to be in Mason County meeting with the tourism stakeholders.
Solicit to local VBA's because this could be a contracted person.
Contract timeline—two years with option to renew and annual performance review.
Diane will amend the Tourism RFP and circulate to LTAC for comment.
LTAC Page 12
Lodging Tax Advisory Board Meeting Minutes
April 13, 2017
Public Comment- none.
Calendar-the next meeting will be at 9 a.m. on either July 26 or 27. Diane will send out an
email. Request quarterly reports ahead of time and LTAC can ask questions, if there are any.
The meeting adjourned at 11:45 a.m.
LODGING TAX ADVISORY COMMITTEE
MASON COUNTY, WASHINGTON
ATTEST:
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LYA'Ctlerk Cmmr. Terri e , Chair
LTAC Page 13