HomeMy WebLinkAbout101122 Agenda Packet Lodging Tax Advisory Committee Meeting
Tuesday, October 11, 2022 3 to 5 p.m. City Hall, 540 Water Street City Council Chambers
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I. Call to Order II. Approval of Minutes - July 12, 2022 III. Revenue Review and 2023 Revenue Forecast IV. LTAC Budget and Budget Request Framework V. 2023 Budget VI. Activity and General Updates VII. Adjourn
LTAC regular meetings are held quarterly, on the second Tuesday at 3 p.m. of the months January, April, July, and October each year. Next regular meeting: January 3, 2023 from 3 to 5 p.m.
Mark your calendars and save the dates!
LODGING TAX ADVISORY COMMITTEE MEETING MINUTES
DATE: July 12, 2022 START TIME: 3:00 p.m. LOCATION: City Hall (In person and virtual)
VOTING MEMBERS PRESENT: David Faber (Chair), Katy Goodman, Nathan Barnett, Cindy Finnie, Denise Winter, Natalie Maitland,
Barb Trailer
NON-VOTING MEMBERS PRESENT: Mari Mullen, Arlene Alen
MEMBERS EXCUSED: Sherri Hanke MEMBERS ABSENT: Danielle McClelland
CITY STAFF PRESENT: City Manager John Mauro, Finance Manager Ron Logghe, Acting Deputy City Clerk Pam Kolacy
Topic Action
Chair David Faber called the meeting to order at 3:03 p.m.
Approval of Minutes: April 12, 2022 Motion to approve minutes of April 12 as presented by Finnie, second by Goodman,
carried unanimously.
Lodging Tax Revenue Reports: Finance Manager Ron Logghe reviewed the LTAC Revenue Trend documents, noting that projected finances are on target for a year end total similar to last year. .
Fee Waiver Approach (Finalize): Two options were presented: a simplified process wherein requestors would need to affirm their proposed event is open to the public and expected to draw visitors to PT in alignment with state regulations; and a detailed process that is similar to the budget request process.
After discussion, there was agreement that the simpler approach makes the
most sense considering the amount of funding available and the more user-friendly approach to customers.
Motion by Goodman to adopt the simplified fee waiver policy as outlined in the staff report, seconded by Trailer, carried unanimously.
Budget Development and Request Process: goals for this process include
wise use of resources, encouragement of innovation, and providing new ways
to provide LTAC funding for community benefit. Consensus that this application process should be more robust than the fee waiver process. Process should be fair and transparent and all projects, whether currently funded annually or new, should go through the same process. Funding would be limited to a certain
portion of the budget. Considerable discussion occurred about relationship
between established programs and new initiatives and where infrastructure funding will fit into the mix. Acknowledged that funding for new events will be limited but the funding process may provide a welcome incentive for new projects.
Staff was tasked to bring forward a process
for final adoption at the October meeting to
include a budget request to Council of $20,000, a timeline for two different grant funding meetings and/or deadlines and provisions for reporting requirements after
an event. Staff will also work on designing
an application package which can be available after Council makes a decision on the 2023 budget.
Topic Action
Fee Waiver Request: Committee members reviewed a Facility Fee Waiver Request from PT Main Street for an extra day’s use of the Cotton Building for
Soundcheck. The extra day will allow time for cleanup after the late-night event.
Motion by Goodman, seconded by Finnie to approve fee waiver request from
Soundcheck, carried unanimously
Activity and General Updates: Arlene Alen reviewed recent Chamber activities. She then requested $5,750 in funding from the pivot fund as follows: hotel room and early bird registration for Washington State Tourism Conference in Seattle ($750); $2000 for upgrade to software ($1,000 for installation and
$1,000 higher annual fee) to make the digital answering system (“bot”) more functional; $3,000 for new marketing program. It was agreed the City Attorney will make a determination about whether the hotel room expenditure is an appropriate use of LTAC funds.
Motion by Finnie, seconded by Maitland, to allocate funding requests totaling $5,570 from pivot funds to Chamber Director as presented, carried unanimously. [Note: the
City Attorney subsequently determined that the hotel room expense does not qualify as an appropriate use of LTAC funds]
LTAC Infrastructure Funding: Status on LTAC infrastructure piece was discussed. It was noted that the City’s ability to get projects off the ground has been hampered by factors such as supply issues. A recommendation from LTAC to Council would be useful and there may be other matching resources to
blend with LTAC funds for desired projects. Fund balances could be broken out
through the CIP process.
Staff was tasked to coordinate with Finance and Public works to test assumptions, then report at the next meeting.
Next Regular Meeting: October 11, 2022 at 3:00 p.m.
Adjourn: The meeting adjourned at 4:45 p.m.
Lodging Tax Advisory Committee (LTAC) Process for Budget Request
v5.0 22.9.12
Purpose
This document aims to ensure that a) there is a clear, consistent and well-communicated approach to the
creation of the LTAC budget, and b) lodging tax expenditures are in line with RCW 67.28.1815-1816 including
being used for tourism promotion, acquisition of tourism-related facilities, and/or operation of tourism-related
facilities.
Criteria
All proposals must meet the minimum statutory requirements of RCW 67.28. Event organizers must
demonstrate that they have appropriately mitigated any potential impacts and acquired any required permits.
Further information and guidance can also be found at: https://mrsc.org/Home/Explore-
Topics/Finance/Revenues/Lodging-Tax.aspx. In addition, proposals will be evaluated against these following
weighted criteria, although proposals need not earn points in all categories:
Key Criteria Criteria Points
Does the proposal…
Increase number of visits as per above? Y: proceed
N: ineligible
Provide additional visitations to Port
Townsend in the offseason?
+3
Provide a new (< 3 yr) offering to Port
Townsend?
+2
Create local jobs or utilize local vendors? +2
Increase overnight stays? +1
Increase overnight stays in the offseason? +1
Reflect partnerships with organizations and
businesses?
+2
Include a capital project component? +3
Leverage matching or in-kind funds? +2
Is the proposal from an
organization that…
Does not have a board or staff member
represented by the LTAC?
+1
Is a non-profit? +1
Has a track record of project success? +2
Did not receive funds the previous year? +1
Is the project/event protected
to attract visitors/attendance…
Over 100? +1
Over 250? +2
..and include free attendance? +1
Budget Development and Budget Request Process
The development of the LTAC budget is part of the development of the City of Port Townsend budget. This
begins nearly 6 months before the start of the subsequent year and includes state-mandated statutory
milestones and deadlines.
The following is a summary of the yearly approach to quarterly LTAC meetings and the development of the
LTAC budget:
1. Contracting & Review – January (Q1 Meeting). The City initiates agreements with LTAC funding
recipients in accordance with recently-decided current-year budget, including terms, deliverables,
insurance requirements, and scope of work. LTAC reviews previous year and reporting and assesses
current year projections.
2. Call for RFPs – February/March (no meeting). The City on behalf of LTAC advertises a call for
proposals for half of the allocated “new projects” funding of the year.
3. RFP Review, Cycle #1 – April (Q2 Meeting). Review first cycle Request for Proposals (RFP) for LTAC
funding, including potentially discussing with and questioning funding applicants and making decisions
on “new projects” funding. Depending on revenue forecasts and quality of proposal, LTAC may decide
to hold funding awards until Cycle #2. Advertise for new LTAC members (appointments through May
on rolling cycle). Possible initial discussion of LTAC priorities for following year.
4. Budget Priorities Request – June (no meeting). Call from Mayor/City Manager to LTAC (and all City
advisory boards) for workplan items and budget request (if applicable). Note that the overall LTAC
budget is forecasted by the City Finance team; LTAC makes a formal recommendation to City Council
for use of those funds.
5. Budget Priorities – July (Q3 Meeting). LTAC considers priorities for next fiscal year, suggests
preliminary LTAC budget.
6. Call for RFPs – August/September (no meeting). The City on behalf of LTAC advertises a call for
proposals for the second half of (or the remaining) allocated “new projects” funding of the year.
7. Budget Recommendation to City Council and RFP Review, Cycle #2 – October (Q4 Meeting). LTAC
weighs a range of objectives within the scope of the criteria to determine a recommended budget. For
instance, what portion of lodging tax funding should be made available to tourism marketing, to
eligible infrastructure, to debt service, to event sponsorships? LTAC votes on a budget and submits a
recommendation to City Council in advance of a decision on the final City budget. City Council may
choose to approve/incorporate or may send the recommendation back to LTAC for further discussion.
Also at this time, LTAC reviews second cycle Request for Proposals (RFP) for LTAC funding, including
potentially discussing with and questioning funding applicants and making decisions on “new projects”
funding. Depending on revenue forecasts and quality of proposal, LTAC may decide to hold funding
awards until the next cycle.
8. City Council approval – December (no meeting). City Council approves the annual budget, including
the LTAC budget, for the subsequent year by the end of December as required by state law.
Attachment A:
Application and Proposal for Port Townsend Lodging Tax Funds
Aim is to get this form online similar to:
https://cityofpt.us/police/webform/special-events-permit-application
Event:
Location:
Dates:
Requested Amount: Total Project Budget:
Organization/Agency Name:
Federal Tax ID Number:
Event, Project or Activity Name (if applicable):
Contact Name and Title:
Mailing Address: City: State: Zip:
Phone: Email Address:
☐ Non-Profit
☐ For-Profit
☐ Public Agency
CERTIFICATION
I am an authorized agent of the organization/agency applying for funding. I understand that:
• I am proposing a tourism-related event. If awarded, my organization intends to enter into a Facility Use
Agreement with the City and provide liability insurance for the duration of the contract naming the City
as an additional insured and in an amount determined by the City.
• Reporting requirements meeting state guidelines outlined in this application must be submitted with final
request for reimbursement.
Printed or Typed Name:
Date: Signature:
Lodging tax funds vary from year to year. A forecast of lodging tax revenue is made by City staff as part of the City
budget development process and determined by City Council with a recommendation from the Lodging Tax
Advisory Committee. Current lodging tax funds are distributed among a variety of initiatives, including marketing,
events, infrastructure, fee waivers and debt service. We anticipate that funding requests for new projects or
initiatives under consideration as part of this application process to be a total of $20,000 per year, with individual
projects between $1000 - $10,000 each cycle.
Provide us with an overview of your request.
Attach:
1. Description of the event or project being proposed for LTAC funding.
2. If your agency is a non-profit, a copy of your agency’s current non-profit corporate registration with
the Washington Secretary of State.
3. Brochures or other information about your event in particular items showing recent tourism
promotion efforts.
4. Detailed project budget
This proposal and all documents filed with the City are public records. The City may choose to post on its website
copies of the proposals and attached documents.
The State of Washington requires an estimate for the following questions below. LTAC will use these attendance
inputs as 60% of the application’s total score with the other 40% coming from questions further below about the
organization and the event).
As a direct result of your proposed tourism-related event or initiative, provide
an estimate of:
What method was used to
determine attendance in previous
years?
a. Overall Attendance
Enter the total number of people predicted to
attend this activity, and select the method used to
determine the attendance.
Predicted:
☐ Direct Count
☐ Indirect Count
☐ Representative Survey
☐ Informal Survey
☐ Structured Estimate
b. Attendance, 50+ Miles
Enter the number of people who traveled greater
than 50 miles predicted to attend this activity, and
select the method used to determine the
attendance.
Predicted:
☐ Direct Count
☐ Indirect Count
☐ Representative Survey
☐ Informal Survey
☐ Structured Estimate
c. Attendance, Out of State, Out of Country
Enter the number of people from outside the state
and country predicted to attend this activity, and
select the method used to determine the
attendance.
Predicted:
☐ Direct Count
☐ Indirect Count
☐ Representative Survey
☐ Informal Survey
☐ Structured Estimate
d. Attendance, Paid for Overnight Lodging
Enter the number of predicted to attend this activity
and pay for overnight lodging, and select the
method used to determine the attendance.
Predicted:
☐ Direct Count
☐ Indirect Count
☐ Representative Survey
☐ Informal Survey
☐ Structured Estimate
e. Attendance, Did Not Pay for Overnight Lodging
Enter the number of predicted to attend this activity
without paying for overnight lodging, and select the
method used to determine the attendance.
Predicted:
☐ Direct Count
☐ Indirect Count
☐ Representative Survey
☐ Informal Survey
☐ Structured Estimate
Application Overview and Questions
Methods for Count/Estimation
Direct Count: Actual count of visitors using methods such as paid admissions or registrations, clicker counts
at entry points, vehicle counts or number of chairs filled. A direct count may also include information
collected directly from businesses, such as hotels, restaurants or tour guides, likely to be affected by an
event.
Indirect Count: Estimate based on information related to the number of visitors such as raffle tickets sold,
redeemed discount certificates, brochures handed out, police requirements for crowd control or visual
estimates.
Representative Survey: Information collected directly from individual visitors/participants. A representative
survey is a highly structured data collection tool, based on a defined random sample of participants, and
the results can be reliably projected to the entire population attending an event and includes margin of
error and confidence level.
Informal Survey: Information collected directly from individual visitors or participants in a non-random
manner that is not representative of all visitors or participants. Informal survey results cannot be projected
to the entire visitor population and provide a limited indicator of attendance because not all participants
had an equal chance of being included in the survey.
Structured Estimate: Estimate produced by computing known information related to the event or location.
For example, one jurisdiction estimated attendance by dividing the square footage of the event area by the
international building code allowance for persons (3 square feet).
Actual data will be required with your final reimbursement.
City staff and the Lodging Tax Advisory Committee (LTAC) wish to understand the following and will be scoring
the application accordingly (40% of total score; applications need not achieve total points or points in all
categories to be considered):
About the Event or Initiative Points
available
Answer/Explanation
f. Is the event or initiative a new
offering to Port Townsend?
2
g. Will the event or project create
local jobs or utilize local vendors? How
is this determined/measured?
2
h. Will the event or project increase
overnight stays or overnight stays in the
offseason (October – May)?
2
i. Describe any partnerships with
organizations or businesses related to
this event or project.
2
j. Does the event or project leverage
any funds or in-kind?
2
j. Does the event/project include a
capital project component? If so, what
is the approach to maintenance or
renewal?
2
k. The event or project must be open
to the public to qualify for LTAC
funding. In addition, is the event or
initiative free or ticketed?
1
About the Organization Points
available
Answer/Explanation
l. Is your organization represented
on LTAC by a board or staff member?
1
m. Are you a 501(c)(3) non-profit
organization?
2
n. Briefly describe a relevant past
organizational success related to
this project/event
2
o. Did you receive funds for this
event/project last year? Have you
received LTAC funding of any kind
before?
1
Application Deadline: Calls for proposals will be made in June, with the deadline on June 30 and with consideration
from July through September. Applications may be received online (link forthcoming) or at Port Townsend City Hall.
Submit a PDF and one original signed copy to:
City of Port Townsend Lodging Tax Budget Request
Connie Anderson, Finance and Technology Services Director
250 Madison Street
Port Townsend, WA
Email: canderson@cityofpt.us
You must complete and sign the cover sheet with this packet
You may use a Supplemental Form or type the questions and answers on separate sheets of paper.
Please number each page in your packet, except for the brochures/information.
Application Timeline
Attachment B:
General LTAC Information
City of Port Townsend Lodging Tax Fund Overview
Port Townsend’s Lodging Tax Fund is the primary source of City funding for activities, operations,
and expenditures designed to increase tourism. The fund has been used to market Port Townsend;
construct and maintain tourism-related infrastructure like public restrooms, winter lighting and
garbage facilities; offer sponsorships for events and organizations; pay fee waivers for use of City
facilities; and pay debt service, among other things allowable by state law.
HIGH PRIORITY will be given to tourism activities that:
• Have a demonstrated potential or high potential to result in overnight stays by tourists in
lodging establishments within the City of Port Townsend. Preference may be given to stays
during shoulder season.
• Promote Port Townsend and/or events, activities, and places in the City of Port Townsend
to potential tourists from outside Jefferson County.
• Have demonstrated or high potential to result in documented economic benefit to Port
Townsend.
• Have a demonstrated history or success in Port Townsend or are proposed by a group with
a demonstrated history or high potential of success with similar activities.
• Minimize duplication of services where appropriate and encourage cooperative marketing
and/or includes an element of cooperation or partnership.
• City Facilities are available on a first-come; first-serve basis. Please ensure that your
selected dates are available by checking the City website. A facility-use scholarship will not
give you priority to use your selected facility or bump another event from the reservation
calendar.
State Law Excerpts
RCW 67.28.1816 – Use of Lodging Tax Fund.
Lodging tax revenue under this chapter may be used, directly by any municipality or indirectly
through a convention and visitors bureau or destination marketing organization for:
a. Tourism marketing;
General Information
b. The marketing and operations of special events and festivals designed to attract tourists;
c. Supporting the operations and capital expenditures of tourism-related facilities owned or
operated by a municipality or a public facilities district created under chapters 35.57 and
36.100 RCW; or
d. Supporting the operations of tourism-related facilities owned or operated by nonprofit
organizations described under 26 U.S.C. Sec. 501(c)(3) and 26 U.S.C. Sec. 501(c)(6) or the
internal revenue code of 1986, as amended.
RCW 67.28.080 – Definitions.
• "Municipality" means any county, city or town of the state of Washington.
• "Operation" includes, but is not limited to, operation, management, and marketing.
• "Person" means the federal government or any agency thereof, the state or any agency,
subdivision, taxing district or municipal corporation thereof other than county, city or
town, any private corporation, partnership, association, or individual.
• "Tourism" means economic activity resulting from tourists, which may include sales of
overnight lodging, meals, tours, gifts, or souvenirs.
• "Tourism promotion" means activities and expenditures designed to increase tourism,
including but not limited to advertising, publicizing, or otherwise distributing information
for the purpose of attracting and welcoming tourists; developing strategies to expand
tourism; operating tourism promotion agencies; and funding marketing of special events
and festivals designed to attract tourists.
• "Tourism-related facility" means real or tangible personal property with a usable life
of three or more years, or constructed with volunteer labor, and used to support
tourism, performing arts, or to accommodate tourist activities.
• "Tourist" means a person who travels from a place of residence to a different town, city,
county, state, or country, for purposes of business, pleasure, recreation, education, arts,
heritage, or culture.
MEMORANDUM TO: City of Port Townsend Lodging Tax Advisory Committee FROM: David J. Faber, Mayor of Port Townsend SUBJECT: 2023 Budget Request – Judge John Hodgman Live Event DATE: 9/28/2022
In March/April of this year, John Hodgman, who runs a popular podcast called “Judge John Hodgman”, and is also a frequent contributor to NPR programs & is a well-known author and actor/comedian, connected with me about coming to Port Townsend to host a live version of his podcast, usually titled “Live Justice”, likely to be held toward the end of January or early in February of 2023. In working with his team, it appears likely the City of Port Townsend will need to provide some level of funding to help support the event, though a budget is not yet forthcoming because planning has not yet started in earnest. Because LTAC is not scheduled to meet again in regular session until it would be too late to approve a specific ask, I am seeking support for up to $5,000.00 of LTAC funding for such an event, though I estimate the actual cost to be closer to $2-3,000.00. The likely costs would include providing some degree of transportation and hotel accommodation for John Hodgman and a few people likely to be coming to Port Townsend with him, as well as securing the rental of a facility to host the event. There may be additional incidental costs. This event appears to fit clearly into the LTAC budget guidelines. Specifically, RCW 67.28.1815-1816 allows for the use of LTAC funds for marketing & operations of special events designed to attract tourists. Additionally, if the rental of a private facility space (e.g. the Rose Theatre or one of the theater spaces at Fort Worden) would be required, I anticipate the City would be able to coordinate with a local non-profit to lease & operate the event per the additional guidelines provided for LTAC funding. As far as the likelihood of attracting tourists, Mr. Hodgman is a celebrity with a strong international following. Though the specific number of weekly downloads/listeners is not easily available, one site’s ranking (rephonic.com) has Mr. Hodgman’s show listed as the #202 most popular comedy podcast in the United States. Additionally, an anecdotally, the proposal of this Live Justice event was originally broached on the podcast Judge John Hodgman on 3/23/2022 and I observed multiple people on social media ranging from British Columbia down to the Portland, Oregon area & beyond state that they would intend to travel to Port Townsend for the show. Additionally, this event would be occurring outside of our high-season (May-ish through September), and should give a bump to our local tourism economy during an overall down time.
2022 2023Increase/Decrease Adopted Proposed2023 Proposed vs 2022 AdoptedBeginning Fund Balance 415,629 522,592 RevenuesTaxes 441,000 525,000 19.0%Licenses & Permits - - Intergovernmental Services - - Charges for Goods & Services - - Fines & Penalties - - Miscellaneous Revenue 150 750 400.0%Other Increases - - Other Financing Sources (inc. Transfers In) - - Total Revenue 441,150 525,750 19.2%ExpendituresSalaries & Wages & Benefits - 75,000 Half of a Communication ManagerSupplies - - Services 194,187 212,298 9.3%Visitor Center Operations 109,180 109,180 0.0%Pivot Marketing 35,000 35,000 0.0%Winter Marketing 10,000 10,000 0.0%General Fund Overhead 19,507 17,618 -9.7%Facility rental waivers 10,000 10,000 0.0%New 2023 Grant Proposal 20,000 Big Belly Contract 10,500 10,500 0.0%Capital Outlays 15,000 15,000 0.0%Winter Lights PT MainstreetDebt Service - Principal - - Debt Service - Interest - - Other Financing Uses (inc. Transfers Out) 125,000 125,000 0.0%Transferred to Debt ServicesTotal Expenditure 334,187 427,298 27.9%Net Change in Fund Balance 106,963 98,452 -8.0%Ending Fund Balance 522,592 621,044 Sufficient to Meet ObligationsCity of Port TownsendLODGING TAX FUNDBUDGET SUMMARY Draft Proposal For DiscussionLodging Tax
City of Port TownsendLTAC Revenue Summarized between Gov't & Non Gov't Entities ‐ YTD through the period ending: Entity Type 2022 Proj 2022 YTD 2021 2020 2019 20182017 2016 20152014 2013Non Gov't $404,635 $239,449 $404,635 $271,253 $397,344 $385,369 $368,825 $360,091 $318,065 $279,527 $275,710Gov't $120,500 $47,144 $120,444 $68,293 $166,673 $148,703 $139,678 $114,846 $125,794 $82,634 $90,972Total$525,135 $286,593 $525,079 $339,547 $564,017 $534,072 $508,503 $474,938 $443,859 $362,161 $366,682*Gov't includes: Boat Haven Fuel Dock / Port2022 YTD % Collected: 54.6% 2022 YTD 2021County Fair Assn of Jefferson County2021 YTD % Collected: 50.7% Other Gov't $22,016 $43,878WA State Parks & Recreation CommissionPDA $25,128$76,566Washington State Council of AYHTotal Gov't $47,144 $120,444Fort Worden Public Development AuthorityAugust 31, 2022$0$100,000$200,000$300,000$400,000$500,000$600,0002022 Proj 2022 YTD202120202019201820172016201520142013LTAC Ten Year Revenue TrendTotalNon Gov'tGov't
City of Port TownsendLTAC Revenue Summarized between Gov't & Non Gov't Entities ‐ YTDEntity Type 2022 YTD 2021 2020 2019 20182017 2016 20152014 2013Non Gov't $239,449 $212,287.76 134,670.34$ 212,426.34$ 199,521.83 $193,588.20 $198,818.32 $164,637.02 $137,829.34 $137,879.36Gov't* $47,144 $53,717.42 32,092.98$ 75,560.44$ 72,455.98 $65,008.88 $55,852.32 $65,057.24 $27,814.98 $44,937.46Total$286,592.83 $266,005.18 166,763.32$ 287,986.78$ $271,977.81 $258,597.08 $254,670.64 $229,694.26 $165,644.32 $182,816.82Boat Haven Fuel Dock / Port2022 YTD % Collected: 54.6% 2022 YTD 2021 YTDCounty Fair Assn of Jefferson County2021 YTD % Collected: 50.7% Other Gov't $22,016 $22,574WA State Parks & Recreation CommissionPDA $25,128$31,144Washington State Council of AYHTotal Gov't $47,144 $53,717Fort Worden Public Development AuthorityAugust 2013 ‐ 2022$0$50,000$100,000$150,000$200,000$250,000$300,000$350,0002022 YTD 2021 2020 2019 2018 2017 2016 2015 2014 2013LTAC TEN YEAR REVENUE TREND ‐YTDTotalNon Gov'tGov't*
DRAFT FOR DISCUSSION ONLY
City of Port Townsend Position Concept:
Communications and Marketing Manager
Position Summary:
The City of Port Townsend is committed to communicating and engaging with our community and beyond. Not only do we serve our residents and visitors in our duties as civil servants, we also
benefit greatly when we work in partnership with those we serve to have an even greater positive impact on our collective future. Communications capability and acumen are fundamental in doing so. However, despite this aim, there is no dedicated staff capacity or in-house technical expertise to coordinate, strategize, and directly deliver on those aspirations. Those responsibilities are currently carried by staff with interest or availability and some degree of training (including the City Manager), but not done in a proactive, strategic way by a trained professional for maximum
success.
The Communications and Marketing Manager will develop and implement a cohesive and coordinated communications strategy to support internal and external City communications and functions, helping to tell a compelling and nested set of narratives to build community trust and confidence in the City. S/he will utilize, improve and develop communications channels and provide and/or solicit and edit communications from all departments and City Council, including on social media, the City newsletter, the website, press releases and other channels.
The position will also manage critical contracts and relationships to maximize the positive benefit of tourism in our community. Among other things, this includes coordinating and staffing the Lodging Tax Advisory Committee (LTAC) and overseeing their important work, partnering with and leveraging our Destination Marketing Organization (DMO) - the Jefferson Chamber of
Commerce, stewarding our ongoing relationship with Port Townsend Main Street, and nurturing the Port Townsend Creative District and its coordinated efforts to showcase our vibrant local arts community.
Estimated Cost:
$150,000 annual cost (fully costed salary and benefits)
Funding source: 50% LTAC, 50% General Fund
2023 Key Goals the position will help accomplish:
One of six main themes of the 2023 strategic work plan is to “Engage our community – build
beyond notification and response to more deeply and inclusively engage our community in decisions that affect their lives and livelihoods as well as ground civic dialogue in civility and kindness.” A core goal under that theme is to invest in this position (“Invest in communications and marketing function to serve internal and external needs, including leveraging Engage PT, social media, other channels”).
2023 Strategic Work Plan Priorities the position will help accomplish:
• Invest in communications and marketing function to serve internal and external needs, including leveraging Engage PT, social media, other channels
• Develop and launch "How Your City Works" v2.0, including curated and resourced short
videos of core city functions
• Develop a 2023 theme and program (e.g., year of kindness) with tangible and visible
participatory elements
• Broaden our relationship with local media, including paid inserts and advertising
• Develop a residents leadership academy with links to How Your City Works to train the advisory bodies, volunteers and city councilmembers of the future in core city business
In addition, and as described above, the role will have a specific body of work but one that also spans across the entirety of the City workplan and into many of our partner organizations and agencies.
Sept. 2, 2022
To: Mayor David Faber, Chair, Lodging Tax Advisory Committee John Mauro, City Manager, City of Port Townsend From: Mari F. Mullen Executive Director The Port Townsend Main Street Program 2023-2025 Request: Renewing the Port Townsend Main Street Lighting Project
• The Port Townsend Main Street Program respectfully requests that The City of Port Townsend Lodging Tax Advisory Committee renew its three year commitment to fund the Port Townsend Main Street Winter Lights Project in the amount of $15,000 per year for 2023, 2024 and 2025. In 2019, we began implementing the winter lighting plan. We have received much positive feedback on the winter lights program and people have commented on what a difference it has made to make Port Townsend feel brighter and more welcoming.
• In mid-October, we start the process to have the street trees be illuminated in November-February. There are a total of approximately 95 trees to light downtown. Last year, we expanded the lights in the trees program by adding lights to 10 more trees in Uptown. While the lights are up, our lights coordinator checks on them often and troubleshoots. In February, we remove the lights and store them again for future use. We replace the burned out strands. We also hang stars and snowflakes Uptown, decorate the downtown tree at Haller Fountain, the Tyler Plaza tent, and Adams Street Park. The winter lights project is funding dependent.
• We will continue to donate our office/staff time to coordinate the winter lighting plan if it is funded. We are grateful for the LTAC Commitment for $10,000 to 4th Quarter marketing in 2022, we are collaborating on the marketing plan with The Chamber of Commerce. We are looking forward to expanded regional
marketing which Arlene Alen is coordinating. We are coordinating the decorating, lining up the volunteers, and coordinating the events under the Tyler Street Plaza tent. Part of the funds will go towards costs which may be incurred for having the tent in place. We plan to have Small Business Saturday events, swag-making, ornament-making, caroling, and visits with Santa in the heated tent. We also will work with other nonprofits such as Kiwanis Key Club to offer last minute gift-wrapping for customers. We hope that this LTAC funding can continue in 2023. Thank you for your consideration.