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2013/01/10 MASON COUNTY LODGING TAX ADVISORY COMMITTEE MEETING MINUTES January 10, 2013 Attendance: Beverly Voss-Petredis, David Wagner, Greg Oldham and Terri Jeffreys were in attendance. Jean Farmer was absent. 1. The Chair called the meeting to order at 3:02 p.m. The Chair recommended amending the agenda to include 2013 committee appointments and scheduling a potential meeting in February after item 4. Wagner/Voss-Petredis moved and seconded to approve the agenda as amended. Motion carried unanimously. 2. Wagner/Voss-Petredis moved and seconded to approve the November 27, 2012 regular meeting minutes. Motion carried unanimously. 3. Reconsider Lodging Tax Grant Application for Traveler Days Arts Celebration. Pam Hanson, Union Tourism Association, noted that the Association received $5,000 for the same event in 2011. They were surprised that they were denied in 2012. They chose the weekend of Mother's Day because hotel occupancy is usually low. She gave an overview of the event and noted that it had been growing every year. Mr. Wagner was concerned that the request was 40% of the event's budget. He was also concerned that there wasn't any tracking of visitors to the event because tracking of visitors is an important criteria for Lodging Tax funding. Ms. Voss-Petredis agreed that it was important to see that people were coming from out of county. Heidi McCutcheon explained that they had been asking for too much information on the sign- up sheet and they were fixing that for next year. Mr. Oldham asked how many people were at the event last year. Ms. Hanson stated that the hotel was at 91% occupancy and there were about 80 people on the boat. Oldham moved to approve the application in the amount of$5,000. The motion died due to lack of a second. Ms. McCutcheon suggested awarding the event $4,000 to be in line with the two day event scoring criteria. Voss-Petredis/Oldham moved and seconded to approve the Union Tourism Association's application for the Traveler Days Arts Celebration in the amount of $4,000 for out of county advertising. Motion carried unanimously. Lodging Tax Advisory Committee Meeting Minutes Page 2 January 10, 2013 4. Discussion of proposed changes to the Mason County Lodging Tax funding program. Cmmr. Jeffreys went over the proposal. She is asking the committee to reconsider how the funding is used and to focus on general Mason County tourism promotion. She would like to do an RFP process for a multi-year contract to make sure there is a sustained marketing effort. She would like the committee to come up with an RFP and performance measures, and to review any bids that come in. All of the festivals and events could participate with the joint marketing effort instead of applying individually. She would also like to set aside funds for start up organizations. The third piece would be the visitor information centers. There would be an RFP process to decide where the VICs are located, hours of operation, etc. Mr. Wagner and Ms. Voss Petredis liked the idea. Mr. Oldham thought the committee would need to be larger to take on the amount of work being requested. There was discussion regarding the proposed changes in the Legislature regarding the use of the funds and state tourism funding. Annual appointments for 2013 —Cmmr. Jeffreys encouraged the committee members to reapply and asked them to try to recruit new members. 5. The committee was unable to schedule a meeting for February so the next meeting was scheduled for March 19, 2013 at 2:00 p.m. 6. The meeting adjourned at 3:55 p.m. LODGING TAX ADVISORY COMMITTEE MASON COUNTY, WASHINGTON ATTEST: Shannon Goudy, LTAC Clerk Chairperson