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HomeMy WebLinkAbout2026/04/22 �r�pH cr)t~TA r Mason County Lodging Tax Advisory Committee g g Minutes The Fjord Oyster Bank, 24341 US 101, Hoodsport, WA 98548 April 22, 2026- 8:00 a.m. Meeting was held hybrid—in-person and via Zoom. Members in attendance: Chair Sharon Trask,Rachel Hanson,Jeff Slakey,Duane Wilson,John DeLeva,Taylor Jacobs,Kerry London Myers, Elizabeth Arbaugh,McKenzie Smith, and Cami Olson. 1. Chair Trask called the meeting to order. John/Taylor moved and seconded to amend the agenda and to add additional discussion items under Item 5: Mason County Ambassador/Concierge Program,Trip Jones Travel Guides,and the "North Star"Vision.Motion carried. Duane requested to add updates from Chambers to the next agenda. 2. Approval of the January 21,2026,Meeting Minutes Rachel/Duane moved and seconded to approve the January 21,2026,meeting minutes with the amendment to strike"and become `lazy". Motion carried. 3. Discussion of Services to Contract for(Request for Proposals) Discussion was had around on the role of tourism funding as a driver of long-term economic development, emphasizing that tourism should serve as a catalyst for small business growth and broader economic activity. Members agreed on the importance of balancing short-,mid-, and long-term investments while maintaining support for foundational efforts that sustain current tourism activity. There was recognition that not all events are purely tourism-driven, as some serve important community purposes,and there must be balance between community value and measurable tourism impact.A return on investment(ROI)is needed. Duane shared a brief history around event funding and the shift away from distributing smaller, individual awards. This change was driven by concerns that some event organizers did not effectively use funds,prompting the change toward more centralized,professional oversight. Rachel added that there was a scoring matrix,but it was not used. Some members emphasized the need to elevate standards and avoid funding underperforming or poorly managed events,while others noted that rigid structures can overlook the unique value of smaller or less traditional events. The challenge identified was creating a fair and inclusive evaluation system, as previous scoring matrices were inconsistently applied or insufficiently adaptable. Taylor shared the need for a clearly defined"North Star"vision to guide funding decisions,with differing views on whether the primary goal should be maximizing overnight stays or building a sustainable,year-round tourism destination. Members acknowledged that achieving long-term tourism growth will require consistent investment over multiple years, including support for existing events, strategic marketing, and development of new experiences that encourage repeat visitation. There was general agreement that funding should be used strategically to create LTAC:April 22,2026 1 Page 1 of 3 momentum, strengthen infrastructure,and ultimately reduce reliance on funding over time. Kerry shared her struggles with the current RFP. Concerns were also raised regarding financial management,transparency,and accountability. Members emphasized the importance of requiring detailed budgets, line-item invoices,and measurable outcomes to ensure public funds are used effectively. There was support for reimbursement-based funding models and clearer reporting requirements, as well as stronger enforcement of contract expectations. John added that key performance indicators(KPIs) should be if they increase visits from out-of-town individuals and that they show improvement each year. Kerry suggested adding the vision statement to the RFP and Sharon added to use bullet points. Members also discussed the need to better define the use of reserves, establish funding"buckets" or caps for specific purposes, and avoid the perception that funds must be spent unnecessarily to prevent loss.Also discussed was funding being awarded quarterly. Concern was raised that some invoices lack sufficient detail. Members emphasized the need for clearer expectations moving forward,including aligning funding requests with defined budgets and demonstrating how LTAC funds are applied. Greater transparency is necessary. Members agreed that since public funds are being used,there must be clear visibility into expenditures, supported by detailed reporting and financial documentation to ensure responsible use of taxpayer dollars. The idea of establishing a dedicated events funding program was strongly supported, including the potential creation of an annual or periodic RFP specifically for events, funded in part through reserves. This program would include clear guidelines,eligibility criteria, and expectations for performance and sustainability. Members discussed setting reasonable limits on the duration of funding support to encourage long-term viability,while still recognizing that smaller events may require ongoing assistance. Rachel offered to manage events under her contract if there is clear guidance. Members highlighted the need for improved communication,clearer guidelines,and greater transparency for applicants and stakeholders. This includes better defining the role of contracted tourism services, integrating event support into those services, and ensuring applicants understand how to access funding and what is required. Overall,the discussion underscored the importance of aligning funding decisions with a long-term strategic vision,improving accountability, and creating a more structured,transparent, and effective funding framework. 4. Discussion of Funding Formula Funding formula will not change. 5. Other Business a. Mason County Ambassador/Concierge Program—John DeLeva John presented the concept of a county-wide Ambassador/Concierge Program aimed at enhancing visitor experience and increasing community engagement in tourism. The �r�pH cr)t~TA r Mason County Lodging Tax Advisory Committee g g Minutes Ail The Fjord Oyster Bank, 24341 US 101, Hoodsport, WA 98548 April 22, 2026- 8:00 a.m. program would involve training local individuals(including frontline staff and potentially youth)to serve as knowledgeable ambassadors for Mason County. This could include incentive-based participation(discounts,rewards,or promotional items),educational components such as workshops or quizzes, and integration with the Wild Side App. b. Trip Jones Travel Guides—John DeLeva John shared the concept of developing curated travel guide materials to promote Mason County destinations through Trip Jones travel guides.The cost per thousand boxes is $12,000. c. North Star Vision—Taylor Jacobs Taylor discussed he need to define a clear long-term vision("North Star")for tourism in Mason County. The absence of a defined vision makes it difficult to evaluate funding requests,prioritize investments, and measure success. Proposed visions included establishing Mason County as a premier four-season destination,building a sustainable tourism economy that supports local business, and creating a coordinated long-term tourism strategy. 6. Public Comment No public comment. 7. Calendar The next meeting is May 27,2026, at 9:00 a.m. 8. Meeting was adjourned. Sharon Trask, Chair LTAC:April 22,2026 1 Page 3 of 3