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HomeMy WebLinkAbout24-001 Authorizing the City Manager to Negotiate and Execute Agreements for ServicesResolution 24-001 RESOLUTION NO. 24-001 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT TOWNSEND, WASHINGTON, AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE AGREEMENTS FOR SERVICES WHEREAS, the City of Port Townsend ("City") enters into agreements to participate in regional entities and for certain additional services; and, WHEREAS, upon review of these agreements, staff recommends continuing with the same entities and service providers. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Port Townsend as follows: Section 1. The City Manager is authorized to negotiate and execute agreements with the entities or organizations listed at Exhibit A, in amounts not to exceed that provided for in the City's Budget. Section 2. The City Manager is authorized to take all administrative actions consistent with the intent of this Resolution. ADOPTED by the City Council of the City of Port Townsend at a regular meeting thereof, held this 2"0 day of January 2024. Da11 ve Mayor Attest: Aly§�sa l o og� ikl-s� City Clerk Approved as to form: City Attorney ora eyd Resolution 24-001 EXHIBIT A Information Center operations *Lodging Tax Funding DRAFT 2024 PORT TOWNSEND MAIN STREET PROGRAM WORKPLAN Mission Statement: Our mission is to preserve, promote, and enhance our historic business districts. Vision Statement: Port Townsend will be recognized locally and globally as a prosperous and engaged community with thriving cultural and historic districts, a diverse entrepreneurial spirit and a small town quality of life. Target Audience: Our primary focus will be Downtown and Uptown businesses, property owners, residents, and visitors to our community. Our secondary focus will be community organizations and local government partners. COMMITTEES' GOALS AND ACTIVITIES ORGANIZATIONw COMMITTEE: Increase involvement.. in the MainStreet._Pmr�agr _ racl_ensure,.financial eta l.l.l;ty_And two overall whealth of the or arcuation ❖ Review and Evaluate Existing Funding Sources • Continue Main Street Tax Incentive Program prospect cultivation • Solicit Tax Incentive Program contributions from local businesses and municipality (CAP raised to $213,333) • Continue to apply for grants and implement awarded grant projects successfully • Main Street orientation for new staff and board members • Supervise office program coordinator on program billings and membership activities • Board continues membership cultivation and outreach • Offer member perks on program offerings and website • Develop the annual budget • Solicit and build on successful sponsorships to underwrite events • Create and update program policies ❖ Monitor Government Planning Processes; give input as needed • Attend city meetings when appropriate; serve on Lodging Tax Advisory Committee (nonvoting) ❖ Increase Awareness about the Port Townsend Main Street Program • Communicate with stakeholders (City, LTAC, Main Street members, property owners, realtors, business owners) • Engage with constituents through PT Main Street e -newsletters, website and social media • Host annual member and volunteer recognition gatherings to honor constituents • Hold annual board elections and annual retreat • Hold monthly board and committee meetings • Enhance web presence and offer opportunity for member visibility 2 • Provide reports for City, WA State Main Street Program and ArtsWA: attend meetings as requested and as scheduling permits. • Write annual newsletter and post online • Attend Main Street trainings and networking meetings to connect with colleagues • Promote Uptown and Downtown Historic Districts via website and social media ❖ Increase Overall Community Involvement • Collaborate with community groups according to work plans (Chamber of Commerce, PT Artscape, Centrum, Jefferson Museum of Art & History, Jefferson County Farmer's Market, Olympic Peninsula Steam, Port Townsend Arts Commission, Port Townsend Creative District, Jefferson Healthcare Foundation, Key City Public Theatre, PT Film Festival, EDC Team Jefferson, Port Townsend Kiwanis, Kinetics, Port Townsend Public Library, Jefferson County Community Foundation, Rhododendron Festival Association, Northwind Art, KPTZ 91.9 FM, Olympic Neighbors, and Port Townsend Rotary) • Cultivate volunteer pool and provide volunteer recognition; hold volunteer training meetings when appropriate • Oversee staff and assist with coordinating summer Concerts on the Dock event series, solicit sponsors, create marketing plan, line up bands, vendors, supplies, supervise event staffing and volunteers • Deliver community posters for Taylor Street bulletin board to Rotary contacts at Homer Smith Insurance ❖ Collaborate with Stakeholders on Common Economic Development Issues • Continue to be a resource for businesses by sharing business resources • Work with the City of Port Townsend and community partners (Chamber of Commerce, LTAC, EDC Team Jefferson, Jefferson County PUD, Port of Port Townsend) on relevant issues • Update strategic planning document for 2024 ❖ Continue To Address Uptown Needs • Coordinate Uptown Street Fair • Attend Uptown business meetings when scheduled/requested, if possible send Uptown board representative ❖ Enhance Marketing for Historic District Business and Encourage Foot Traffic • Use website and social media to market the districts (ptmainstreet.org) • Evaluate promotions, offer new angles, research promotion concepts/ideas that could be adapted here • Promote and tie into existing events to increase the economic opportunity for businesses • Encourage store window themes; Art Wave, Girls' Night Out, Holidays • Participate in community parades when possible and time allows; Rhody Festival, Uptown Street Fair Parade, lead Main Street Downtown Trick or Treat Parade. • Encourage merchants to use social media: Facebook, E -news alerts, sign up for electronic newsletter, merchant news section in our e -newsletter, promote website ❖ Encourage Local Shopping and Dining and Connection with Local Residents • Art Wave: displays children's art in district businesses to raise awareness for PT Artscape art in schools program • Work with PT Artscape to enhance arts in the public schools • Girls' Night Out: a well -orchestrated retail event that raises funds for local women in need to get cancer screenings through the Jefferson Healthcare Foundation and supports local businesses and our program 3 • Downtown Trick or Treat: A fun and safe event for children and families that brings people downtown, encouraging local patronage and local customer cultivation • Offer "Haunted Histories & Mysteries" event to educate about town history and bring business in 4th quarter; • Coordinate Holiday Promotion Marketing Campaign: Tree Lighting and Santa Visit, Small Business Saturday, caroling, and entertainment and nonprofit events under the Tyler Plaza Tent. • Assess capacity for future promotions such as "Find Your Heart in PT" retail promotion. ❖ Manage at Least 5 Community Building (non -retail based) Events/Activities: • Concerts on the Dock (8 concerts) • Uptown Street Fair and Parade • Downtown Trick or Treat & Costume Parade • Haunted Histories & Mysteries of Port Townsend • Tree lighting & Santa Visit ❖ Manage Retail Promotions • Art Wave: Children's Art in stores in May • Girls' Night Out, October event • Holiday Promotions; Small Business Saturday, Window Decorating Contest, nonprofit events under the tent ❖ Attract Quality External Shopping to Historic Districts • Promote visiting groups (social media/newsletter) • Create email marketing list based on names collected at events • Social networking to promote events/activities Enhance Successful Promotions • Evaluate effectiveness of the promotional calendar on an annual basis and revise as needed • Debrief events • Evaluate Main Street retail promotions and track input • Encourage merchants to measure effectiveness of their marketing efforts • Provide tips and suggestions to businesses; share "success stories" in e -newsletter • Girls' Night Out; promote businesses' offerings • Winter Holidays Promotion: focus on events and retail promotions, promote Holiday Windows, post on social media, post on Main Street web page, decorate the Haller Fountain, Adams Street Park, the Tyler Street Plaza event tent and community Christmas tree, continue to collaborate with City of Port Townsend LTAC, partners and merchants to enhance the promotion throughout the historic districts. ❖ Collaborate with the City's Marketing Efforts • Director attends meetings with City, Chamber and other meetings as schedule permits • Executive Director serves on LTAC committee (nonvoting) and attends meetings ECONOMICSCOMMITTEE: E tcau tia nmarr ,brmaa rrwth ctaeaztrri via wlit ,q th ..commercialwhistoric„districts ❖ Coordinate Meetings with Community Partners - Creative District • Participate with partners to implement a Creative District Arts and Culture plan for Port Townsend to pursue sustainable funding and work with the Creative District Subcommittee to apply for grants. Implement the Artists' Directory. Examine feasibility of applying for future infrastructure grants. The Port Townsend Main Street Program is the lead on this project to promote a year-round economy through the arts. 4 ❖ Communicate Historic Districts' Disaster Preparedness Information • Use program website to list resources ❖ Coordinate and Oversee LENT Microloan Program (Light at the End of the Tunnel) Fund • Offer resources for businesses in historic districts through microloan program • Subcommittee meets twice a year to review applications received—Spring and Fall ❖ HUD Revolving Loan Program Subcommittee • Focus is on historic districts' commercial building improvements which enhance public safety • Publicize application deadlines • Meet Spring and Fall to review applications received • Make recommendations to the city regarding applicant funding ❖ Provide Vacancy and Sales Information on Historic District Properties • Help commercial historic district businesses reach target markets • Help attract appropriate target businesses for historic districts ❖ Timing TBD Communicate City of Port Townsend parking management plans to stakeholders DESIGN ,CO,MMITTEEw.o oo ...w� districts ou�ocfcl cipsig�, arm _ublic,amenities Enhance character f the historic distictthrough MµM_� o,pgt,ible,�+uth hrtcar)c futures d• Educate About Good Design and Historic Preservation in the Commercial Historic Districts • Connect with property owners and provide design information and resources • Provide information to business and property owners on issues that affect them • Encourage good design and mentorship through design committee members • Educate members about the importance of the character of the historic districts • Research options related to design projects which enhance the historic districts • In collaboration with Jefferson County Historical Society and Olympic Peninsula Steam, continue to add content to the "Hidden History Signage Project" website over time through the committee • Explore ways to create connections between Washington Street, Water Street and Uptown ❖ Continue and Maintain Public Improvements • Give input into new streetscape amenities • Continue to enhance the Adams Street end parklet project as funding allows. • Pursue placemaking grants • Fundraise to replace Main Street benches in Adams Street Park. • Coordinate annual Earth Day cleanup and beautification day; date to be determined • Give input to city Development Services Dept. re: Streetscape Improvements (improve lighting and public restrooms a priority downtown) • Outline volunteer projects for cleanup and planting projects downtown • Support the continued improvements of Adams Street Park (parklet); work with the City ❖ Support Decorative Lighting in Winter Months 5 • Continue to work with Uptown and Downtown businesses and property owners to light exterior of buildings and store windows • Help coordinate Uptown winter lighting with stars and snowflakes • Decorate Haller Fountain area, Adams Street Park and community tree in December • Hang oversized wreaths by ferry Dock, City Hall, and Haller Fountain during winter holiday season • Implement LTAC Winter Lighting Plan for LED lights in trees downtown and Uptown, LTAC budget dependent • Encourage merchants and property owners to light their business windows and building exteriors • Roofline lighting at three City buildings (City Hall, Cotton Building, and Pope Marine Park Building), ❖ Give Input as Needed into Design Review Process • Attend Historic Preservation Committee meetings as needed • Attend Arts Commission meetings as needed • Attend city design charrettes as needed (board, staff, committee members, stakeholders) ❖ Coordinate the Continued Creation of Attractive Historic Districts • Assess, manage, and maintain spring through summer hanging basket program; budget dependent on partnership with participating businesses • Manage maintenance contracts for year-round portolettes at Tyler Street end near stairs • Manage maintenance worker contracts for downtown bed planting on Water and Washington Streets, including bulb -outs, rain gardens, Adams Street Park, parklet plants and Tyler Street Plaza plant pots, Cotton Building planters, and weeding of tree wells (excluding tree planting and maintenance). • Give input on scope of work and plans • Continue to collaborate with property owners to implement bird abatement strategies in the historic commercial districts and to engage in seasonal bird waste cleanup • Sidewalk pressure -washing as needed in summer months depending on budget and water conditions. Subject to Change 2024-2025 Lodging Tax Request: Renewing the Port Townsend Main Street Winter Lights Project The Port Townsend Main Street Program respectfully requests that The City of Port Townsend Lodging Tax Advisory Committee renew its commitment to fund the Port Townsend Main Street Winter Lights Project in the amount of $15,000 per year for 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. 0 We will continue to donate our office/staff time to coordinate the winter lighting plan if it is funded. Port Townsend Creative District LTAC Funding Continuation of Three -Year Commitment Begun In 2023 Thank you for your support of Creative District activities. The Port Townsend Main Street Program respectfully requests that the City of Port Townsend Lodging Tax Advisory Committee renew its commitment to fund the Port Townsend Creative District projects as outlined below for the years 2024 and 2025. 2024 /2025 REQUEST Implementation of the Arts and Culture Plan: $3000 per year Operation of Artists Directory: $2400 per year Soundcheck support: $3000 per year Ptcreativedistrict.org. ptsoundcheck.com 2024 WINTER MARKETING CAMPAIGN We are grateful for the LTAC Commitment for $10,000 to 4th Quarter marketing in 2023 to be split with the Chamber and we request this funding again for 2024. We collaborate on the marketing plan with The Chamber. The Chamber outlines and coordinates the regional marketing. The Port Townsend Main Street Program (PTMS) is coordinating the decorating, lining up the volunteers, and events under the Tyler Street Plaza tent in November/December. PTMS will use part of these funds for radio ads in Seattle/1-5 corridor. 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 Olympic Neighbors to offer last minute gift -wrapping for customers. We request that this LTAC funding continue in 2024 and 2025 to spread the word about visiting merry Port Townsend. 7 DRAFT 2024 JEFFERSON COUNTY CHAMBER OF COMMERCE SCOPE OF WORK This document outlines the collaborative efforts between the City of Port Townsend (referred to as "the City") and the Jefferson County Chamber of Commerce (referred to as "the Chamber") to enhance visitor information services and promote tourism in Port Townsend. THE PRIMARY OBJECTIVES OF THIS COLLABORATION INCLUDE: Visitor Information Materials: Acquiring and distributing tourism -relevant rack cards and brochures for the Visitor Information Center and tourism -based partners Online Presence: Updating and maintaining Port Townsend event and contact information on the www.enjoypt.com web platform and various social media platforms. Data Collection: Providing statistical data from the Visitor Information Center, enjoypt.com website, and Port Townsend tourism -related postings on Chamber -related social media platforms. Physical Facilities: Providing and maintaining physical space for the Port Townsend Visitor Information Center, tourism -related information, and public access restrooms. Quarterly Reporting: Participating in and providing quarterly reporting for Port Townsend City LTAC meetings. Collaboration: Coordinating City Visitor Information Center efforts with related tourism entities. Visitor Services: Providing guest/visitor services, including in-person inquiries, telephone calls, email, and USPS services. Office Hours: Maintaining consistent, published office hours. Information Accuracy: Ensuring reasonable care in maintaining current tourism -related information and contact information. Digital Assets: Providing yearly licensing for Chamber -owned digital assets, with storage locations to be provided by the City. The City's Responsibilities: The City will provide financial support as agreed upon to facilitate the operation of the Visitor Information Center and collaborate closely with the Chamber. The Chamber's Responsibilities: The Chamber will manage the Visitor Information Center and execute the tasks outlined above to promote tourism and support local businesses. Communication: Both parties commit to maintaining open and transparent communication channels to address any operational needs, adjustments, or improvements related to the collaboration. Evaluation and Review: Regular evaluations will be conducted to assess the effectiveness of the tasks and service improvement based on feedback and data. H.