HomeMy WebLinkAbout2014/04/10 MASON COUNTY LODGING TAX ADVISORY COMMITTEE
MEETING MINUTES
Commission Chambers, 411 North 5t" Street, Shelton, WA
April 10, 2014
Members in Attendance: Bonnie Knight, Duane Wilson, Kelly Bergh, Stephanie Rowland and Terri
Jeffreys, Chair.
Also in attendance: Frank Pinter, Angela Rabelos, Diane Zoren
1. The Chairperson called the meeting to order at 10:00 a.m.
2. Bonnie/Duane moved and seconded to approve the March 25, 2014 meeting
minutes. Motion carried unanimously.
3. The committee worked on composing a draft Request for Proposal for General Tourism
Promotion Services Visitor Information Center.
• Chair Jeffreys brought up the fact that other counties/cities have focus
groups.
• Current contract runs until December 2014 so the next monies will be
available Jan 1, 2015.
• LTAC committee considered developing "Expected Outcomes" and the
awardee will determine how to reach them.
• Open Public Meeting Act (OPMA) rules were reiterated.
• Draft will be completed by next week. The goal is to send out to the general
public by May 19, 2014.
• Public announcements will be run in the Daily Journal of Commerce for more
widespread advertising. Deadline for proposals will be June 30, 2014.
• Contract terms were discussed. 2 year term with evaluation after first year.
• Evaluation Criteria:
1. Knowledge of Mason County tourism. 30%
2. Experience producing requested media marketing materials. 20%
3. Quality of proposed campaign 20%
4. Experience in tourism and marketing. 10%
5. Budget and cost of proposal. 10%
6. Financial strength of respondent firm 10%
• Review of proposals on July 29, 2014
• Interviews will be held September 11, 2014. Limit to 1 hour per interview
and the committee will set aside time to discuss candidates after the
interviews.
11:50 a.m. Recessed for 5 minutes.
4. Visitor Information Centers (VIC) were discussed.
• The issue of business hours at the North Mason Chamber of Commerce was
discussed. It was suggested that possibly the chambers could stay open
later during the summer months. Proposed hours of operation are:
Monday-Saturday and open Sunday during the summer months. The topic
of being open on weekends was discussed.
• Locations of VIC were discussed.
• Square Footage was discussed.
• Qualified staff and/or staff training to be considered.
• Applicant experience and expertise with surveying tourism was discussed.
• RCW 67.28.18.16 defines overnight stays.
Lodging Tax Advisory Committee Meeting Minutes Page 2
April 10, 2014
• Evaluation Criteria:
1. Location &Square footage/dedicated space for VIC. 30%
2. Level of services offered 30%
3. Strategy for tracking visitors 10%
4. Hours of operation 10%
5. Experience and training 10%
6. Training plan measurement 10%
• Deadline for proposals is June 9, 2014. Review June 19 at 9 a.m.
Interviews on June 19, 2014 Anticipated selection in July.
5. Scheduled next meeting date— May 1, 2014 @ 9:00 a.m. to review the RFP. Bonnie
stated she may not be present but can possibly attend via teleconference.
Rotating Meeting location: The topic of rotating LTAC meeting location was mentioned.
Chair Jeffreys reminded everyone that LTAC meetings are public meetings and public
citizens may be present. Additional factors to consider are:
• Americans with Disabilities Act/ ADA
• Public perception
• Size of venue
• Parking/parking lot
Diane suggested the committee confer with the prosecuting attorney before rotating
the meetings.
6. The meeting adjourned at 11:55 a.m.
LODGING TAX ADVISORY COMMITTEE
MASON COUNTY, WASHINGTON
ATTEST:
LTAC Clerk Cmmr. Terri Jeffreys, Chair