HomeMy WebLinkAbout032724 LTAC Special Session Meeting PacketEnjoy
i r oo
�'
Townsend�
Lodging Tax Advisory Committee Meeting
Special Meeting
Wednesday, March 27, 2024
2:00 to 3:45 p.m.
City Hall, 540 Water Street
City Council Chambers
• Join virtually at „t „I „o„ j.2.i��wel')in_ r.com enter the 9 digit Webinar ID 541-580-195
• Join by phone in listen -only mode (360) 390-5064 ext. 5 access code: 510-029-822#
• Submit public comment to be included in the meeting record to:
.:.1..I:. .../
.I: �...I� ..�..0 ..crir�r..0 �_e r.). t.:.:fJ I..10 L. t c M...� ..u:...y p:....1:
Call to Order
II. Public Comment- On Agenda Items (3 minute per person)
III. Port Townsend Visitor Information Center
(NOTE: the Committee will be breaking out into groups for 15-20 minutes during
this agenda item and will come back together to share out what was discussed.
Virtual audio during breakout session may be difficult to hear.)
a. Overview & Considerations
i. Part 1: 2024
ii. Part 2: 2025 and beyond
b. Action Items and Next Steps
IV. Adjourn
LTAC regular meetings are held every other month on Tuesday at 3 p.m.
Next regular meeting:
May 14, 2024 from 3 to 5 p.m.
Mark your calendars and save the dates!
City of Port Townsend
LODGING TAX FUND
BUDGET SUMMARY 2024 FINAL
2022 2023 2024
Lodging Tax Proposed 10/10
Adopted Adopted LTAC regular
oey" " " y -
Revenues
Taxes 441,000 525,000 550,000
Licenses & Permits - - -
Intergovernmental Services
Charges for Goods & Services
Fines & Penalties - - -
Miscellaneous Revenue 150 750 750
Other Increases - -
Other Financing Sources (inc. Transfers In)
Total Revenue 441,150 525,750 550,750
es & Wages & Benefits
;es
Visitor Center Operations
Marketing (incl. CD support in 2023)
Tyler Plaza Tent Rental
Data Collection
General Fund Overhead
Creative District Support
Facility rental waivers
2024 Community Grants
Big Belly Contract
Outlays
�r Financing Uses (inc. Transfers Out)
it Expenditure
Change in Fund Balance
ing Fund Balance
75,000
194,187 264,343
109,180 136,475
NOTES
75,000 Half of a Communications & Marketing Manager
309,918
83,400 1 see breakout sheet
45,000
56,250
115,000
2,500
20,000
19,507
17,618
17,618
-
1,000
8,400
10,000
10,000
10,000
-
25,000
40,000
10,500
15,500
15,500
15,000
15,000
15,000
5,000
125,000
125,000
125,000
334,187
479,343
529,918
106,9631 46,407 I 20,832
522,592 568,999
Page 1 of 7
us on shoulder seasons. co-op between various entities: included but not limited
OPTC, VIC, Main Street, Contractors
luded in Main Street 10K marketing budget
provided to FW PDA for Economic Impact Study
Finance Dept
breakout sheet
eds analysis on what is used YOY
in each round
ee year contract for this amount
er Lights PT Mainstreet
ers and signage
;ferred to Debt Services through 2035 for Water Street Overlay, Visitor Center
Way frontage, SR 20 pedestrian walkway and Quincy/Jefferson Street
NOTES
Infrastructure Spend 2024
% spend 2024
Marketing 2023 for comparison
VIC operations $83,400
debt
24%
$ 25,400.00 Media Ad Buys: DMO
Big Belly $15,500
infrastructure
22%
$ 56,250.00 Winter and Pivot Marketing
Lights & Banners $20,000
marketing
salaries/strategy
22%
14%
$ 10,500.00 Digital Marketing: DMO
$ 22,400.00 Pass-thru contracts
$118,900
grants
8%
$ 114,550.00
waivers
2%
Note on proposed restroom infrastructure project: there is an estimated two-year planning period with implementation in the third year.
Page 2 of 7
City of Port Townsend
LODGING TAX FUND
BUDGET SUMMARY 2024 FINAL
2024
Lodging Tax Proposed Main
Street Budget
Allocation
NOTES
Expenditures
Winter Lights 15,000
provided year over year
Creative District 8,400
2024 request, see below
Implementation of the Arts and Culture Plan 3,000
Operation of Artists Directory 2,400
Soundcheck support 3,000
Marketing -
this is folded into a collaborative marketing effort
Total Expenditure 23,400
P o r t Townsend
creative district
PORT TOWNSEND CREATIVE DISTRICT FINANCIAL LTAC REQUEST
2023
Create Artist Registry
$
6,000.00
operation year 1
$
2,400.00
Develop Arts & Culture Plan
$
15,000.00
implementation of Arts & Culture plan year 1
$
3,000.00
WSDOT Creative District Highway signage
$
1,000.00
(75% underwrite --3 signs)
Soundcheck support
$
3,000.00
year 1
TOTAL YEAR ONE
$
30,400.00
2024
Artist Registry operation year 2
$
2,400.00
implementation of Arts & Culture plan year 2
$
3,000.00
Soundcheck support year 2
$
3,000.00
TOTAL YEAR 2
$
8,400.00
2025
Artist Registry operation year 3 $ 2,400.00
implementation of Arts & Culture plan year 3 $ 3,000.00
Soundcheck support year 3 $ 3,000.00
ITOTAL YEAR 3 $ 8,400-001
GRAND TOTAL $ 47,200.00
ptcreativedistrict.org
City of Port Townsend
LODGING TAX FUND
BUDGET SUMMARY 2024 SCENARIO 1
Lodging Tax Proposed VIC
Budget Allocation
NOTES
Expenditures
Issue RFP for visitor services to a single
entity. Would include previous scope of
Visitor Services Contract $ 83,400.00
work.
Total Expenditure $ 83,400.00
City of Port Townsend
LODGING TAX FUND
BUDGET SUMMARY 2024 SCENARIO 2
2024
Lodging Tax
Proposed VIC
Budget Allocation
NOTES
Expenditures
Implementation of strategies in Arts &
"Salaries & Wages & Benefits"
$
42,600.00
Culture plan
Kiosk project (IT/Design/physical) &
"VIC Occupancy"
$
17,500.00
possibly for Readerboard
Mgmt of front desk services & possibly
"VIC Operations & Volunteers"
$
13,300.00
readerboard
"Services"
$
10,000.00
Hosting+ mgmt of EnjoyPT web and
Website and Social Media for Enjoy PT
$
6,000.00
social
Contract for visitor -centered
Photo and video asset collection
$
4,000.00
photography and video at events in 2024
Total Expenditure
$
83,400.00
Revenue vs Expense Summary Cilyof Port
For the Period Ending December 31, 2023 Townsend
Benning
Revenue Revenue ACTUAL Rev-
%f-
&p- &p- %f-
R- - Exp
R- - Exp R- - Exp
Ending
fund Batan-
�B.dW WDA..,A BUDGETR-
�B.d�t
�B.dW WDA..,A �B.d�t
YJE�
Tamar
_ at
YJE� M Actual
Tamar
F. nd Batan-
D,ogE,f ,./C-t,,g ... y
k -A.
Street
203,145
2,288,505
479,484
150 421 (271)
40,890 (40,890)
1,171,775 1,022,512 149,263
28140
-
1,817,100 587,489 1,228,611
32%
150 421
(1,817,100) (546,600)
(59,509) (-,-)
203,566
1,752,806
171,486
Library
Real Estate
Lodging Tax
,517,341
1,203,130
2oc 1 130
721406
7,302
1,203,:oOo5 1,102, 11 101,117
701,500
1 719,383 (17,883)
525750 633,278 (-,-)
4,000 loo 3,900
92%
103%
129
3%
1,-,2. 30,862
872,625 588,069 384,556
Sll,- -J. 141j22
4,000 35 3,955
6040
72%
1%
(13,.0) (83,715)
(271,125) 131,314
14,507 263,157
H
503,6.
1,3., -
984,563
7,367
Affordable ..-,ng
83,937
loo'- 91401 8,700
-
92,896 61,896 31000
-
7,205 29,505
113,-
--n, D-[-- 31- Gant
159,317
20,150 18"6 1,374
93%
20,000 19,378 -
BJ4o
150 (602)
158,714
TOTAL SPECIAL FEV FUNDS
-,o.
2479904 2490683 (10,779)
-
SiM
2,497,513 2 -1. 85-
(17609) 78,514
675,575
6,341,626
3,207,235 6,120,163 87,072
8,831,94) 6,556,101 2,275,846
(2,621,712) (435,931)
5,905,688
Ge
936,364 858,532
2,445,789 1,044,502
5'
495,321
--pift.1
Street pift.1
CAPITALPIUCLECTSFUNDS
.
1,118
- -
1 281 1921 4.- ,
7,0% - ,U58 711, 6,3B3,886
1095(5
(""8") (-0.)
2M 60.9,750
844,867
1,1E5P57
3,693,1e1 2,297,288 1P520892
9,540o84) 2,112A58 7A28,389
184,831
1,340,1E8
G.1 -u-
Sy.,. U-I.P.-I
Water/Sewer Operations
2,500
2,156,674
4,088,263
25,000 15,373 .,-
-,- -,l. (418,661)
9'333,609 10,118,755
61%
213%
-
24,672 15,724 .,-
33500 -,- (456165)
10,603678 9'104,034 1,499,fi44
1444%
A-
(-)
335,940 304,432
2,148
2,461105
5,102,984
Water/Sewer
Storm Operations
St.,. D'it,d
3,898,570
26773
9,926,329 7,036186 2,890,143
1,255,89 (-Z-o)
335,200 200,- 1.11.
71%
F-
7,546,888 .,..,g. 3,891980
621,480 29 591
81%
5%(2W
1014,721
2,379,441 3,38198
(-,-)
2.) 170,2W
7,99,848
514'690
197,060ENTERPRISE
FUNDS
92%
-
21,1.3,- ., -,314 1,749,088
20,578,380 14,706,920 5,8MAGO
5E6O22 4,707P94
15,567,834
Public W.,. Admin
IT Equipment OSM/Replacemerrt
1-
139,87)
160,505
2,268,986
764,238 602,061 -,-
410,955 411,045 (go)
808,170 817,845
-
-
105%
71,878 461604 o.,-
386,978 374,716 iz-
1,437,083 830,988 606,095
d-
d-
(13640) 140,456
23577 36, 2
628,913) 11.7
280,333
1%,-
2,285,843
quip-1-11r,pl ...... t
Engineering s"i-
7LE00
'39,671)
-1,850 600,7341,059,603
943,725115,878A-
514,98130,V5
102,026
nemploymertt Self -Issuance
u22,346
50,000 72 49,928
o%
50,000 83 49,917
o%
- (11)
22,335INTERNAL
2,6,0,614
3,607,94) 2,8341873 -,OM
3,711,541 2,611,116 1,103,425
(103,59d 223,756
2,887,3,41
SE -CE FUNDS
Flr-ws Re sips , 1
313,610
34,236 41,169 (6,034)
- 13,117 12,651
7,689 2'Y93344,783
Ou.din I I W.
od, oopndts
4,746
1
806, 106,
1,3,054 (I030,54)
U12
W 7,
.-M Fund
]121%
F.043ARYMNOS
�118,258
3,6235 IMA35�, (112,890)
424%
(9%548
116451 403)
1,687 29/888
, 340,W
JGFANDTOTAL
1 2S.3,-
SL..A.o 4%.9,.9 2,725,411
95%
43,S9S,979 00 19,286,407
34,023,-
... \R,, -,-2023Q4 2023\2023 Ve-nd Daf[Flnancial Report
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ProViding
Key Data
jeffCo
EDC
1. January 10 — Contracting, Review, Call for Proposals. The City initiates agreements with LTAC
funding recipients in accordance with current -year budget, including terms, deliverables,
insurance requirements, and scope of work. LTAC reviews previous year reporting and assesses
current year projections. LTAC reviews the RFP for allocated grant funding.
2. March 12—Spring Grant Application Review. Review first cycle applications for LTAC funding,
including Q&A with funding applicants, and make decisions on grant funding. Depending on
ycl
revenue
ArYoertise fornewLTAC members (appointments through May on roll'inwards until Fall
na
1eMay 14 - Budget Priorities and Plan/Project Review — In the May/June time period, LTAC
receives a call from Mayor/City Manager to LTAC (and all City advisory boards) for workplan
items and budget request. 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. LTAC
eviewsprogress p g, project progress.
proposalsrforrT�eoptohe 2024 workplan, reviews data, v, marketing,
off ILTAC gd ert ,6`611To
4. July9 - Proposals, Bud et Priorities. The Cit on beh
or
y AC
considers priorities for next fiscal year and suggests a preliminary LTAC budget. LTAC weighs a
range of objectives within the scope of the criteria to determine a recommended budget.
5. September 10— Fall Grant Application Review, Budget Recommendation to City Council. LTAC
reviews proposals for the second half of the allocated grant funding of the year. 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.
6. November 12 —Annual Review. LTAC reviews progress on the 2024 workplan, 2024 marketing
and visitation data, hears from grantees, partners, and contractors on annual work, plans annual
meeting schedule, plans 2025 grant deadlines, and ties up loose ends in discussion.
Sprin¢ Round
Monday, January 20 — Call for Proposals
Friday, February 23 — Spring Grant Deadline
Tuesday, March 12 — LTAC Grant Application Review
Fall Round
Monday, July 22 — Call for Proposals
Friday, August 30— Fall Grant Deadline
Tuesday, September 10— LTAC Grant Application Review
Let's think big — what is our Big Hairy Audacious Goal (BHAG)?
Mindset shift from whether we are doing things right, to whether
we are doing the right things.
Illllllluu�
Relationships and
-- partnerships across sectors
Revenue vs Expense Summary
For the Perrodl Ending Dect mbar 31, 2023
cityol� Po
OegLmrBmg
Fond RaR3M-
Rne4-.
BudgW
fl. -Ye
VTD A0,M
AGTUAL fl- -
RU UG: ET R.
%rraimr
&usee�aoY
Expcimaa
BWgW
DP -1.
YTD ActOAR
%tfGimX
&.udeet
fl- Up
Y, F.. TA1.1..
R."Ne. E.p
V7p�ElTn�/ iri ,t
R.,- Up
YID Am,u
Em0110g
F,H,d Mu -
3Ru-203,.1A5
20 IA5
1'k
421
IJ',"9i
281:%
1:121
,721
277.1'.FIG
A.IR.P.A.
„'^.,299,505
40„&00
40,4500}
191't„94724
18"Va
'1,729„G11
0 w
9,14'1'/, 00)
1:51m620)
1,Ph„,906
ST -1
4798&8
1"m.?Tb
A,022542
149'7G3
6"7'V,
1099,77a
A,330'btl
6{22'6':
•'YB%
w"bauj
C1+m'Y, .3
pA'A8G
Lib-
;Yil 341
1,Y91317'.i
?L,1U2,"tit:
101,113'•"
..9N"
1717,815
.1821,4:1.7
:)G GG?
3741,
(1;4,:19!m1
!(8:i,f1h)
M3,6116
R-1 I ,I.SYn ane Tax
1,20&,. 0
'1(11 Y1);1
'!19,392
i1'1,FYa"t
11,21",
377 3Yi
:Y2M''Ms
:6M 554
GO4,
(2)1 l::r
131 614
1,3:in1;444
11udR7pr 16'Vua'.
Y21,.4DG
5256"J'.!iG
G32"M
M411k%'W
12012'13
511,243
270,121
1411122
"P2'%
ld,bT)
767.n1"a"r"
BPA,b 3
rtn ll:M°a
'1 107
M,d717f7
100
:1,91727
:6A
A,tYY7
T"
54„966
11rA
6:7
?,54(77
Al1mrar5l Ikm,ing
6:3,!0327
190'101
9'1.401
11.;62%fA
:7EA
9:7.NS1Ni
6i,mc
:!'1.000
GA,
'1.MN.s
39Skv
2,13,142
G.nru�tyL..nrf Mg nrnt 11 Mr: 4,. rk "arct
'1.""''s'W
20,9.'"7
'1'A„'k'7FI
13;"/4
!A'3%+o
:40,7724
13,"4'1'1
G.'/2
9'7rm',
'1ti0
254781
9513,7'14
lrtumr (oumllR s - i-€
:1207,M
27979.004..
2,d9U9G83
110,779
100%
21897.111A1
"'11111385,34A
97%
%18"GG3R
"YS>J1
6151W5TOTAL
6,341.,626
6x207„23'5
6,1200163B7,072
'&,631„944 '7
6,101.
556
2,275e046
12,624,712h
8435,9384
5,905,688.
SPECIAL REV IFU%4DS
83'%
74%
0e[4mrx991 c'oobR
960.231
'5,:'798„3190
936„368
B56,,3?.
b?%
2,"5'A3
1,401,20.7
'1.044„507..
57q%
8650 6891
0464,9191
49,,321
5lrcrwtt{;;7EOhM
:ti95"118'
lRbb,234..
'lI.;,6'a"927.
89411240
"7317
7"09'6,050
7111172
L„3£J3',;B06
IN,
d5,239"Y'771
9%mfl
&44,099'
1'%56p357
3' 6"13p
2,297;269,
4r3512,=
9p540,1147
2,lt2,458
Y'26„309..
A@90,6K
"$2&4183"
1,3W,188
T;MYIVJ4.FH0s:W""A'SFI0 Wb$
22%
eu1404umc
2,500
25,000
1e.,;373
9.0'R"Y
1B41M9
.8.16'77
194,Y24
2,9448
4965
3252
tl3aall
7.143
S $1-Dt°a9IapmerN
2,1418,674
369.440
74188„101
18166351,
2'1;i5'R1
33.'60"4
429:9,669
f950N,169J
1484'"Jia
335,940
904,432
:2.461,105
"7W99^97 Sm9xe9Sperati m9
4,0618"263
9;333.4"'"653
'10116,"755
1785144";$
1081''%
10,603,6"V&
1104.,034
1499,6"
MY,„499,6Y,
1'1 ..270,0691
'1 ..094,!2'1
5.'102,968
917,1'+ 7$'mnrx rarp9Ra1.
9,696,.510
9,976 626;
'703f"la6
2,890 '141
'7tl1M1
'V'bm.R0&
:903"4:,9069
3,691,9&f1
4819
7.3"15„44'1
1..3M273
7,276664!3
S1101m47P.1ei"n7
87"7,661
1,113,824
'1.7'SM'V?
f3.7.calp
1071X1
1„748.1161
11411¢Y93
32/9„363
61%9
Rwd,3439
816979711
91'14,8`90
`,9919udr(n 1{p9C✓Al
28 "Y'73
335.200
20U,U72
135.1775
ri'i7M1
611.430
23,7416
50-,1638
!1%
R286,28U1
''170.2 RE,
19U60
110,050y440
21,163,492
19414,314.
t,ZdL9.,,10&&
.20yM,38mi
14,70e,9f70
5,871,4160
565022
4,707394
15,557,638
FIN7ERPR1$'E IFR11Nm8
92%
74%,
11'Ijbbl Vdpli,t Ad,nim
136„&77.21111
8U7,U6�1
167,1.`11
':1691,
177,157&'
46`1,4vYAd
310,T73
b,.
"2r.U:l
11%l.'29
23
II' rlgaudpmr�mi0&W RN0atisa'al
1460,595
.X14,955
411,015
9101
MY%
386.9781
3.'74,716
12,262
97+'7,
237977
}16,329
116,834
IWa,m 11 q.1p-. C.1m Iik,.mpl:7r ¢r7mN4
'2,286„9&6
ROB. 1YID
98RAb
(39,16'70)
01144
1„839,4%'3:7
61.3G,gas
8,0095
5&67
flG2R„913'2
''11B'Ka
1.2B5,&A3
Atlr[mng,$-k;ei
71;900
1„574.*3M
9"73}„gS.PJ
600,7."94.
167176
IrObS.6'03
94u..72a
11519:7.8
&91.
`614„9,1
:i1li'm
202.026
I1Vs pU,yriim$d111 r 7a71r:c.
'12„34,6
W. DM
0
.49INS
9W4
M. DO
Ki
49„91'T
0%6
8111
7,7.1333,
2,663„614.
31,607„947
2,834,,673
773,0175
3„711,544
2,6114316
''LiOGA25
1103„5341
223,756'
2,BB7,370,
MNl ERNAt&ER'480'EFIWND$.
m
70%E
I1109mprv1f.1699x19%4p;
31�.�3`'19
3,1,7„1;t
', 43„W,
K619W
M%fr
,,. 76IMS
'1,'3,667
11'1101
W2%'M
1,.6637
.7;273'
'7eg0t9'$3
�7A7119dIpp69N a9'4rMd11Wkol6r,p%ugphN9klt 1
7„9N&
:105{1$66
�01.05 �6p
103,011�
C312`dl„fi54p
'.. _
�mr1A2
i'X 9260:
IAYIrp(dpN199pHm747
'..
F0g711tlC$m1"m SaN
311 756-
:34(;2&5
140,0 Z,
111,2;641&1
4 $
A",',
10413",
MAP
4111$'%
7d6
29,W
346;143.,
0RAND TOTAL
29,653,594.
91..698,;970
48,969,559
2,725,4uu
95%
62,886;38599&
43,599,9'79.00
19;286„407
MI
91u;191,4161
5,369580
34,023;174
City of Port Townsend
LODGING TAX FUND,
BUDGET SUMMARY 2024 FINAL
Lodging Tax
nditures
Visitor Services Contract
'Total Expenditure
Proposed VIC
Budget Allocation
NOTES
Issue RFP for visftor services to a single
entity. Would include previous scope of
83,4,00.00 1work.
83,4,00.00
City of Pork 'Townsend
LODGINGTAX FUND
BUDGET SUMMARY 2024 FINAL