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LODGING TAX ADVISORY COMMITTEE OUTLINE MINUTES
DATE:START TIME: LOCATION:
October 12, 2010 3:00 p.m. City Hall Conference Room 3
VOTING MEMBERS PRESENT:
George Randels, John MacElwee, Steve Shively, Sherri Hanke, Dave Robison
NON-VOTING MEMBERS PRESENT:
Jennifer MacGillonie (Chamber) (arrived at 3:40), Mark Cole (Main Street)
MEMBER(S) EXCUSED: MEMBER(S) ABSENT:
Cindy Finnie, John Eissinger, Sue McIntire Will O'Donnell
OTHERS PRESENT:
Marketing Contractor Christina Pivarnik, Bill Roney – Tourism Coordinating Council, City Manager David
Timmons, Deputy City Clerk Joanna Sanders
NEXT MEETING DATE:
January 11, 2011
Topic Motions/Recommendation/Action Follow up
Approval of Minutes:
July 13, 2010
Minutes approved as written.
Update from David Timmons:
Mr. Timmons gave a report on the following activities:
Sales and B&O tax revenues are hitting targets; progress on Pope Marine Park capital
initiative; Wayfinding status; Silver Cloud’s application progress; partnerships with Fort
Worden; and efforts on Broadband access.
Vacation Rentals:
Mr. Randels reported on the proceedings from the three subcommittee
meetings. They found that the market is not saturated and discussed how the vacation
rental operation might be accommodated if situations change. They recommend no further
action at this time. Some discussion ensued about enforcement for unlicensed vacation
rentals and whether the number of room nights were shifting on the City’s revenue analysis.
It was noted that there has been and would continue to be enforcement. Mr. Timmons
added that enforcement would be easier with the new partnership with the State on
business licensing. Mr. Randels noted that the lodging matrix provided the data for the
subcommittee’s efforts. Mr. Timmons suggested updating the lodging matrix.
Third Quarter Review/Fourth Quarter Work Plan:
Christina Pivarnik reported on the
following:
Budget recap:Revenue numbers are holding and expenses are under budget.
Lodging Tax Report: In addition to the Sept 1-30 activity report, she reported working with
Main Street to coordinate a community photo with the ferry to coincide with the Halloween
parade; also partnering with Main Street on holiday promotions; the tourism summit is
tomorrow (10/13/10);
Chetzemoka Promotion: The Leader is doing historical editorial on Chetzemoka. She
agreed to contact the paper about possible broader distribution of the insert or including an
ad of welcome from the City of Port Townsend, County and Port..
Marketing Planning for 2011:
Ms. Pivarnik reported on the following:
marketing partners planning meeting; draft marketing strategy for 2011; Salish ferry
promotion; the Wayfinding project; OPTC proposal for co-op marketing budget; and draft
budget for 2011. The 2011 strategy is similar to 2010 with the addition of marketing to
LTAC Minutes Page 1 of 3 October 12, 2010
Topic Motions/Recommendation/Action Follow up
repeat visitors. The group also suggested changing the goal from “increasing” lodging tax
revenue to “maintaining.” Strategic marketing recommendations are similar to last year. The
budget is also similar, but the Chamber’s contract for the Visitor Info Center will include
support for CVB help with phone calls and group bookings. Some discussion ensued about
the budget for 2011 and specifically the $15k to Hill and Knowlton. Several members
expressed support for the effectiveness of articles versus buying print ads. Some concern
was expressed about shrinking dollars for community promotions and the Chamber’s
change of scope away from fulfillment. Ms. Pivarnik explained the benefits of travel writers
visiting local partners as well as the overarching goal for development of a CVB, stating that
a part-time staff person at the VIC will help to move this goal toward reality. Ms. Pivarnik
and Jennifer MacGillonie agreed to compile a 3-yr breakdown of budget versus actual. Ms.
MacGillonie would also provide a scope of work for the ½ time person being proposed. This
report would be emailed to LTAC and if there are budget concerns, Mr. Randels would call a
special meeting. There was also support for including under encumbrances what is being
paid under debt services.
Feedback – What’s Working/Suggestions for Improvement:
Update marketing video
and make existing copies available to hotels through the Chamber.
General Reports & Updates:
Convention & Tourism Bureau (CVB) Status: Steve reported that a letter went to Port
Townsend accommodations on Webervations.
Chamber: Jennifer reported on the following activities: Chamber mixer at Sirens tonight;
Summer Expo; getting ready for 2011 Board elections; staffing changes at the VIC;
budgeting; and branding.
Olympic Peninsula Tourism Commission (OPTC): Jennifer distributed a written report of
activities.
Tourism Coordinating Council: Bill Roney reported on the following: membership and
quorum issues discussed at today’s meeting; lodging tax funding remains the same;
advertising programs and giveaways; annual meeting will be in November and will approve
budget at that time; they may use excess dollars to reprint bike and activity maps.
Olympic Culinary Loop: There will be an in-person meeting that will happen at Alderbrook in
late October; there’s a thought to bring Thurston County into the Loop; tomorrow the Loop
would help sponsor lunch; Loop was a major sponsor for the Dungeness Crab and Seafood
Festival in Port Angeles.
New Business:
Feedback on meetings: downside to quarterly meetings is achieving a
quorum; there’s a challenge in getting hotel rate deductions for large groups for potential
CVB activity; suggestion to create for LTAC members an info packet/booklet to share how
LTAC dollars are spent when questions are asked of members; if special events are
suggested, we’ll need to build a volunteer base to help with them; set a goal to apply as
federal scenic highway. John MacElwee mentioned he attended a LaConner Exhibit of
Northwest artist Thomas Wilson who shared a book of Port Townsend artwork.
Next Meeting:
January 11, 2010
Meeting adjourned at 5:10 p.m.
LTAC Minutes Page 2 of 3 October 12, 2010