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HomeMy WebLinkAbout2016/04/06 MASON COUNTY LODGING TAX ADVISORY COMMITTEE Meeting Minutes Commissioners'Chambers 411 North 5T" Street, Shelton, WA 98584 Wednesday,April 6, 2016 9:00 a.m. Members in Attendance: Chair Terri Jeffreys, Bonnie Knight, Shaun Tucker, Arnold Hampton, Heidi McCutcheon, Kelly Bergh. Absent: Duane Wilson 1. Chair Jeffreys called the meeting to order at 9:08 a.m. 2. Approval of the February 18, 2016 meeting minutes. Kelly/Arnold moved and seconded to approve the February 18, 2016 minutes as circulated. Motion carried. 3. Tourism/Recreational Map Recommendation One quote received for tourism/recreational maps from Northwest Event Organizers, Inc. Rachel Hansen reviewed her proposal. For 40,000 maps the price is $11,299.49; for 60,000 maps the price is $13,570.27; for 80,000 maps the price is $15,849.17. Rachel explained the process will be to create a proof, circulate for edits; and then send to print. It will be cohesive with current marketing theme. Stephanie Rowland can connect Rachel with Blue Collar for pictures and art files. Heidi McCutcheon will be the LTAC contact for Rachel. Bonnie/Kelly moved and seconded to accept the proposal from Northwest Event Organizers to recommend to the Commissioners to print 80,000 maps and authorize Heidi and Stephanie to have final approval of the product. Motion carried. LTAC comments on the map are due to Heidi by end of April. 4. Funding Allocation for Distributing Lodging Tax Current policy is 58% for Tourism Promotion; 30% for Visitor Information Center's; 10% for Small Festivals; 2% for reserves. Cmmr. Jeffreys stated that at the EDC tourism roundtable the topic of a Destination Marketing Organization (DMO) came up. The sole job is to build the tourism product that includes cross marketing with businesses. She believes it will be a recommendation from the EDC roundtables for the county to fund a DMO. Cmmr. Jeffreys asked if there are any thoughts to change the allocation for 2017. She is recommending LTAC go forward with one-year contracts for 2017 and then consider any changes for 2018. Heidi stated she is hesitant to take on printing as a VIC because it is unknown how many maps will be needed. The VIC funding is already reduced and the Chamber is running the VIC at a loss. The proposal is asking the VIC's to take on more expense without additional funding. Stephanie stated Blue Collar thinks maps should be with VIC's. There is a need for a pad map of the County, there will be festivals listed on the back side and for now, the North Mason Chamber is funding that map. North Mason COC will be requesting additional funding for 2017 because they are also running the Union VIC. Lodging Tax Advisory Board Meeting Minutes April 6, 2016 Shaun suggested placing the printing of maps with general tourism and keep allocation percentages the same. Discussion of the VIC expenses which are personnel, rent, utilities, postage, some printing (North Mason COC pays for pad maps), and office supplies. The Shelton Chamber expenses 20% of rent and personnel as tourism services. The North Mason Chamber also expenses the VIC expenses on a percentage. Heidi stated she is not unhappy with the total percentage of 30% being allocated for VIC's but not sure if the allocation between the VIC's is fair based on visitors served but understands there is limited funding. She cannot support reducing the 30% allocation. They are seeing a record number of visitors already this year. Shaun stated he is struggling with where the DMO would be funded, if it is funded. Heidi commented that since Blue Collar funded Stephanie, she assumed some of the tourism promotion duties fell under that hat. Stephanie explained that the tourism promotion position is a larger scope, such as a visitor convention bureau. Her position is a liaison with Blue Collar. Currently if a business calls with a request, that falls under the VIC and there is no active recruitment. For an actual dedicated position, that could cost up to $100,000. Possibly the 58% allocation to Tourism Promotion could be reduced because the product has been built and to continue, the costs could go down. It was noted that there are other promotion areas Blue Collar could be utilizing, if they had the budget. Shaun/Kelly moved and seconded to adopt the funding allocation at 58% for Tourism Promotion; 30% for Visitor Information Center's; 10% for Small Festivals; 2% for reserves. Motion carried. 5. Visitor Information Centers Request for Proposal for 2017 & 2018 Shaun/Bonnie moved and seconded to call for RFP's for VIC's for 2017. Motion carried. Discussion of services requested. Reviewed language and agreed to strike printed map language and add language to work with marketing contractor. The RFP's will be due May 25. Heidi/Bonnie moved and seconded to approve the revised VIC RFP language. Motion carried. 6. Tourism Promotion Services Request for Proposals for 2017 Reviewed RFP language; contract term was discussed. One year term with option to renew. Discussion of whether to include the small festival marketing promotion language in the Tourism Promotion Services proposal or keep as a separate contract. Bonnie suggested keeping it separate so it doesn't go away. Heidi stated it could be included in the tourism marketing contract for a 68% total with 10% directed at marketing small festivals. Bonnie is not sure of the impact of existing marketing promotion. LTAC Page 12 Lodging Tax Advisory Board Meeting Minutes April 6, 2016 Shaun pointed out that having it stand alone at 10%, $33,500, is not as effective as including it with the tourism marketing. Rachel Hansen pointed out that year-long contracts can leverage more advertising for various media. Shaun stated the contract is to work with the small festivals but not take over all of the festival marketing. Agreed to have one contract for tourism and small festival marketing with 15% of total budget dedicated to festival marketing. Bonnie/Arnold moved and seconded to approve the revised RFP for Tourism Promotion Services to include small festival marketing with 15% of total budget dedicated to small festival marketing. Motion carried. $194,743 tourism promotion + $33,400 small festivals for a total $228,243; 15% dedicated to small festivals, $34,236. 7. Small Festival Marketing Promotion Services for 2017 &2018 Small festival promotion will be included with the tourism promotion contract for 2017. 8. Other Business Cmmr. Jeffreys asked if members are willing to continue to serve and they indicated they are. There is a generator and a spender position open. Kelly observed from the EDC roundtable that local merchants were not aware of Explore HoodCana1.com and marketing campaign. The market is hitting the targeted market of millennials. 9. There was no public comment. 10. Calendar—there will be a meeting in June to review proposals and quarterly reports. The VIC's will distribute their reports electronically prior to the meeting for review. 11. The meeting adjourned at 11:35 a.m. LODGING TAX ADVISORY COMMITTEE MASON COUNTY, WASHINGTON ATTEST: LTAC Clerk Cmmr. Terri Jeffreys, Chair LTAC Page 13