HomeMy WebLinkAbout121224 Special Session LTAC Meeting Packetcity ;r
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Townsend
Special Session Lodging Tax Advisory Committee
Thursday, December 12, 2024
3:00 to 4:00 p.m.
City Hall, 540 Water Street
City Council Chambers
• Join virtually at John .11he, ebiiin it ii_ �a F:c Webi'iinar enter the 9-digit Webinar ID 227-
906-451
• Join by phone in listen -only mode (415) 655-0052 access code: 244-673-281#
• Submit public comment to be included in the meeting record to:
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• If you are experiencing technical difficulties, please attempt all methods listed above
before reporting any issues to: , irlksu�uppoir @ciiiyot t,,ius
I. Call to Order/Roll Call
II. Old Business (15 minutes):
a. 2025 Grant and Meeting Schedule Discussion
III. New Business (15 minutes):
a. Sub -committees Discussion
IV. Public Comment- On Agenda Items (3 minutes per person)
V. Set Agenda for Next Regular Meeting: January 14, 3:00pm
VI. Adjourn
LTAC regular meetings are held every other month on Tuesday at 3 p.m.
Next regular meeting:
January 14, 2025 from 3 to 5 p.m.
Mark your calendars and save the dates.
Americans with Disabilities Act
In compliance with. the Americans with Disabilities Act, those requiring accommodation fbr this meeting
should notify the City Clerk's Office at least 24 hours prior to the meeting at (360) 379-5083.
City Qrt 250 Madison Street, Suite 2 � Port Townsend, WA 9836a ; 60.37 .5047 1I www.cotyofpt us
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Townsend
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ADMINISTRATION
@...odgt iirg'Fa Advisory CornirniWm.iLee (Ill....FAC)
0215 t" irairrt: Deadhines
Tuesday, January 14 — LTAC Review Criteria and RFP
Monday, January 27 — Call for Proposals and Application Opens (4 weeks)
Thursday, February 6 — Recorded Webinar on Applying, Collecting Visitor Data, and Reporting
Monday, February 24 — Grant Application Deadline
Tuesday, March 11— LTAC Grant Application Review
$50,000 is available in 2025.
Projects may span 2025 — 2026.
All granted funds must be used, reported, and invoiced by December 31, 2025.
City Qrt "" 25 Madlison Street, 5uiite 2 � Port Townsend, A a ; w37 .5047 1I www.cotyofpt.us
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ADMINISTRATION
Lodding ..i..a Advisory "orn mit:tee (II.... AC)
2025 Mle&ting Schedule
DRAFT
This document is a summary of the yearly approach to LTAC meetings and the development of the LTAC
budget. LTAC meets on 2nd Tuesdays, from 3:00-5:OOPM in odd months. 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.
1. January 14 — 2025 Workplan Overview, Contract Review, Criteria for Grants. Review the 2025
Workplan and discuss subcommittees. The City initiates agreements with LTAC funding
recipients in accordance with current -year budget. LTAC reviews previous year reporting and
assesses current year projections. LTAC reviews the Criteria and RFP for allocated grant funding,
and publishes grant requirements for 2025.
2. March 11— Grant Application Review. Review applications for LTAC funding, including Q&A
with funding applicants, and make decisions on grant funding.
3. May 13 — 2026 Budget Priorities and Plan/Project Review— 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 reviews progress on the
2025 workplan, reviews data, marketing, and project progress.
4. July 8-2025 Workplan Review: Branding, Data, Visitor Services, Restroom. Subcommittees
report out on their work mid -way through the year.
5. September 9 —Budget Recommendation to City Council. 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 11— Annual Review. LTAC reviews progress on the 2025 workplan, 2025 marketing
and visitation data, hears from grantees, partners, and contractors on annual work, plans annual
meeting schedule, plans 2026 grant criteria, and ties up loose ends in discussion.
Attadhirrient A:
Ge rier l L'F C IIIIn"forn'iatii n
Cityof PQrt <`",
Townsen�"d
ADMINISTRATION
25Madison Street, Suite 2 � Port Townsend WA a 360.379.5047 1I www.cityofpt.u.s
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 includesan 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 conventionand visitors bureau or destination marketing organization for:
a. Tourism marketing;
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
City Qr�
250 Madison Street, Suite 2 � Port Towurrusend, 98: 68 � : 60. 79.50�i7 �I wwwAtyofpt.us
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Townsend
ADMINISTRATION
operated by a municipality or a public facilities district created under chapters 35.57 and
36.100 RCW; or
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 andwelcoming tourists; developing strategies to expand
tourism; operating tourism promotion agencies; andfunding 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 moreyears, 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, orcountry, for purposes of business, pleasure, recreation, education, arts,
heritage, or culture.
City i't `"" 7 0 dlison Street, mite u � ortTowns nd� A a ; ww� a t� 1I www.cit of tus
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ADMINISTRATION
2025 Workplan — Lodging Tax Advisory Committee
Port Townsend Lodging Tax Advisory Committee's (LTAC's) vision of sustainable tourism
is to reinvest community resources to enhance the lives of both residents and visitors.
- Begin planning a new restroom and visitor information infrastructure project with the Public
Works Department. LTAC will commit significant reserve fund dollars to this effort.
- Investigate a path forward for a digital readerboard along Sims Way, in the location of the current
community event readerboard. This old but heavily used resource has fallen into disrepair
through the years, and a new digital display would be more effective, efficient, and practical.
Invest in a regional economic development & impact study, with Port Townsend as a focus area,
and include arts & culture and the visitor economy. This will build off of other efforts and studies
underway (see FW PDA Economic Impact Study, also partially funded by LTAC). Better
understanding our visitor economy and how it fits in the broader economic outlook for the city is
key, including investing in data development and collection.
o Support businesses and non -profits who serve visitors and residents through
relationships and data & information sharing. Keep connecting people with each other,
and consider ourselves as part of an experience in a regional destination and continue to
build relationships with agencies who are also thinking regionally and collaboratively.
o Signal a desire for the City and City partners to support current non -motorized and
electric transportation for visitors and residents to reduce emissions / become less car
reliant, with an aim to building & supporting new green transportation infrastructure in
the future that serves residents and visitors.
- Focus our budget on a few key strategies and keep it high level for more flexibility, opportunity
for bigger impact, and ease of understanding.
o In marketing: Focus on brand and destination development for a year-round visitor
economy, including a visual identity rebrand, building a creative asset collection that can
be widely shared, and building on -the -ground resources for an excellent visitor
experience from brand introduction to visit. Work toward serving future generations who
rely more heavily on technology.
o In grants: Focus grant making program on increasing visitation in the spring, fall, and
winter so that businesses can support staff wages year round. Continually refine
grantmaking process.