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Home My WebLink About041310 LODGING TAX ADVISORY COMMITTEE OUTLINE MINUTES DATE:START TIME: LOCATION: April 13, 2010 3:00 p.m. City Hall Conference Room 3 VOTING MEMBERS PRESENT: George Randels, Sheri Hanke, Will O'Donnell, Sue McIntire, John MacElwee, Tim Stover, Steve Shively, Dave Robison NON-VOTING MEMBERS PRESENT: Jennifer MacGillonie (Chamber), Mark Cole (Main Street), MEMBER(S) EXCUSED: MEMBER(S) ABSENT: John Eissinger, Cindy Finnie OTHERS PRESENT: Marketing Contractor Christina Pivarnik, Bill Roney – Tourism Coordinating Council, City Manager David Timmons, Deputy Clerk Sheila Spears NEXT MEETING DATE: July 13, 2010 Topic Motions/Recommendation/Action Follow up Chairman’s Report George Randels mentioned that 4 committee terms expire May 1 and that the City is accepting applications for appointment/re-appointment to LTAC. He encouraged members to think about inviting new people to apply. Approval of Minutes: January 12, 2010 Minutes approved as written Update from David Timmons Construction of the 2nd roundabout on Sims Way is on target for completion in June; new public restroom facilities on schedule for completion in June; Madison St. project will begin in the next week or so; working on Madison St/Water St closure schedule; waterfront project has been delayed because of permit issue – probably won't be done until next year; new Chetzemoka ferry on schedule and should be in service late August; second new ferry is in production; described the Pope Marine Park improvements. Dave Robison said the NWMC restrooms, downstairs in the West Bldg., are open to the public. First Quarter Review – Christina Pivarnik Written report included in agenda packet and filed with these minutes. Second Quarter Work Plan – Christina Pivarnik & David Timmons Chetzemoka Promotion: Christina outlined the public relations campaign for launch of Chetzemoka ferry in August 2010. LTAC Minutes Page 1 of 3 January 12, 2010 Topic Motions/Recommendation/Action Follow up Committee discussion included: 1) question if ferries fall into the state requirement for arts for capital projects; 2) how to make our route a scenic by-way; 3) NWMC is considering whether to accept donation of an old passenger ferry for possible use as a charter vessel, sunset tours, proms or conferences – would not be used as a ferry. Customs House: David reported on the selection of the Port Townsend US Customs House by the National Trust for Historic Preservation as 1 of 25 historic places selected to participate in the Seattle – Puget Sound Area Partners in Preservation initiative. Fulfillment Brochures/Travel Planners: Christina said we are looking to do our pad map and have all of that fulfillment come out of the Olympic Peninsula Visitor Bureau office which would be a savings for us; going to produce a tri-fold brochure that will appeal to a both independent travelers and groups and will be in the Seattle CVB racks at Pike Place Market and the convention center, but it won’t be used as a fulfillment piece; requested photos for the brochure; want to do a separate brochure encompassing all farmers markets in Jefferson and Clallam Counties which would be in the visitor centers; lots of travel writer tours requesting to come on week-ends; Washington State Tourism presentation is April 22 from 10 am to noon at Holiday Inn Express in Sequim. General Reports & Updates Convention & Tourism Bureau (CVB) Status: In addition to the information included in Christina's report, Steve reported on the following: Reviewing on-line reservation system which has a very responsive fulfillment tool called Webervations; right now our only funding is through lodging tax – we need other funding mechanisms to be self-sustaining; Main Street has created a first draft of an exit survey; it was distributed to Artfest participants through Survey Monkey, online; survey results from the Artfest were recounted by Steve. In response to comment about Port Hadlock Inn wanting to participate with CVB, Steve said there needs to be a logical point to draw the line. Chamber: Jennifer reported on the Apr. 22 reception at NWMC for the Governor – Governor wants to talk about 10 minutes and then there will be a question and answer period; VIC numbers are up 13% from last year; mixer tonight at the Peninsula Credit Union; working on May newsletter which has been well-received; website is expected to be ready by June 1; Ambassadors program getting off to a good start; familiarization (FAM) tours provided for the volunteers every 3 weeks; listed up-coming events. Olympic Peninsula Tourism Commission (OPTC): Written report included in agenda packet and filed with these minutes. Tourism Coordinating Council: Bill Roney reported the Spring campaign is off and running; budget includes co-op advertising with culinary loop, ferry promotions and possibly more ads to come; lodging list and getaway guide – trying to target nitch markets e.g., bicycling and diving; will end up with a number of diving spots and FAM tours to understand the availability of other activities in addition to diving. Focusing campaign on radio media and some print; website connected with these promotions; listed the magazines we are running stories in; video segments are in process and should be done soon; trying to produce an activities map of Eastern Jefferson County which also shows opportunities on the West end; passed around 1st draft of Jefferson County activities map with a lodging list LTAC Minutes Page 2 of 3 January 12, 2010 Topic Motions/Recommendation/Action Follow up on back. Olympic Culinary Loop: In addition to the information included in Christina's report, Steve reported on the following: Indication of growth of the organization is that we are advertising for an admin assist; April 28 board meeting at the Fort; big effort now is to get website launched – once up, the goal is for the membership to keep on-going pieces with farmers, industry folks, etc. FLOS may still be the theme for the culinary loop for consumers as OCL starts to get the word out; significant launch is the goal for Fall; learned a lot from the recent ag tour. Mark suggested that restaurants would want the website to be used for suppliers to upload all their information in one place to make it easier for ordering and distribution. City Permits for Vacation Rentals – Discussion Subcommittee made up of Dave Subcommittee to George reported that he was told the City ran out of lodging space for the Beer Fest Robison, Sherri Hanke, Steve report findings and and the supply needs to be increased by loosening the rules for short-term tourist Shively, Jennifer MacGillonie and recommendations accommodations. He asked for LTAC input and if there are sub-categories that warrant Christina Pivarnik was formed to to LTAC. more consideration, for example, city-wide or certain commercial areas. study the issue. David suggested a sub-committee be formed to study the issue and report back to the committee. He will ask for staff (Rick or Suzanne) to provide input also. He reported the Main Street conference on May 19-21 will bring about 200 people to town. Jennifer and Tim both said they don't agree that we were over capacity. Steve said he thinks the issue could probably be addressed with transportation. In response to a question of why Port Townsend is not included on the "Lady Washington" tour, it was reported that permit conditions prevent city docks from operating until May 1. "Lady Washington" tours before that date. New Business Christina reported that the County Administrator and Deputy Prosecutor and Jefferson Equestrian Association have agreed on an operating agreement. Now it goes to the Board of County Commissioners for approval. They hope to develop a world-class equestrian center on 80 acres of county property. Hopefully this item will be on the commissioners' agenda for the first meeting in May. If successful, it will bring a lot of money into the community. Sherri reported she gets frequent requests for how to get to Port Townsend from Seattle without a vehicle. She said there is value to our community for day-trip people. George said he will take the issue to the Jefferson Transit Board and ask that the information be posted on their website. Steve Shively reported that canoes land at the Fort on July 14. Next Meeting: July 13, 2010 Meeting adjourned at 5:00 p.m. LTAC Minutes Page 3 of 3 January 12, 2010