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HomeMy WebLinkAboutLTAC 2017-07-25 Agenda PacketAllan w "' Mayor Mayor's Office -David Cline, City Administrator AGENDA Lodging Tax Advisory Committee 10:00 a.m., Tuesday, July 25, 2017 6300 Building, Communication's Office (6300 Southcenter Blvd, Tukwila, WA; 98188) 1. Welcome and Introductions Councilmember Kathy Hougardy 2. Approval of Agenda (ACTION ITEM) Councilmember Kathy Hougardy 3. Approval of Minutes (ACTION ITEM) Committee Members 4. Revenue Generating Regulatory License Fee Proposed Change (INFORMATION AND DISCUSSION) Vicky Carlsen, Deputy Finance Director 5. Family Fun Night at S2, Presented by the City of Tukwila (INFORMATION AND DISCUSSION) Brandon Miles, Business Relations Manager 6. Boards and Commissions Handbook and Training Brandon Miles, Business Relations Manager 7. Seattle Southside Regional Tourism Authority Update (Invited) 8. Roundtable Committee Members Next Scheduled Meeting: Tuesday, August 29, 2017, 1:00 p.m. Location: TBD MEETING MINUTES Lodging Tax Advisory Committee 1:00 p.m., Tuesday, June 25, 2017 Tukwila City Hall, Hazelnut Conference Room (6200 Southcenter Blvd, Tukwila, 98188) DRAFT Ekberg, M COMMITTEE MEMBERS PRESENT Chair Kathy Hougardy, Ben Oliver, Becky Smith, Jamie Randall, Miesa Berry, Jim Davis, and Ashely Messmer COMMITTEE MEMBERS ABSENT Owen Leinbach and Dan Lee CITY STAFF Brandon Miles, Business Relations Manager OTHER ATTENDEES Kristina Thorne, Seattle Southside Regional Tourism Authority Council President Duffie called the meeting to order at 1:03 p.m. Welcome and Introductions — Council President Duffie welcomed attendees and each person introduced themselves. Approval of Agenda- Agenda was approved by 7 -0 vote. Approval of Minutes —Staff noted that the May meetings were not completed yet. Lodging Tax Collection -Staff provided a handout showing lodging tax collection for 2017 through March of the year. The chart compared collection for the same period in 2016 and 2015. Through March lodging tax collection is up 6.79% compared to the same period in 2016. Several of the committee members noted that they were currently getting very high room rates. Recent Social Media Posts by the City -Staff noted several successful social media posts by the City over the last few months. One media posts was a post for the US Open Cup that the Seattle Sounders ZIT M-1 M- LTAC June, 2017. Page 2 retweeted and another post was regarding Apollo, Tukwila's newest K -9 officer. The Apollo post received over 3 million views, 35K likes, and over 23K shares. Staff noted that these were good posts because of the content. "Dangerous Tukwila" Response -Staff discussed the City's response to the annual listing of Tukwila being "one of the most dangerous cities in America." The City's response includes a posting by the City's Police Department the day the list came out and the production of a video that shows the misconceptions of using per capita. The video was shown in the meeting. Staff noted that there this year the story did not seem to drive the same type of attention as it has received in the past. World Cup 2018 Opportunities -Ben Oliver, LTAC Member and President /CEO of Starfire Sports discussed ideas for what could we do next year for the upcoming World Cup. One idea was to pair restaurants up with teams for viewing parties. More to come. Lodging Tax Application -Staff presented an application from the City of Tukwila to sponsor an S2 game at Starfire this year with the Seattle Sounders. The goal of the application is to help brand the City as a "family friendly" destination. Staff provided an overview of the Sounders fan base, the goals of the event, the proposed marketing, and the activities that would occur on game day. Committee asked questions of staff regarding pricing and marketing. The Committee provided recommendations on cost savings for the event. The Committee note that this game was a way to help incorporate the Sounders into the "fabric" of the community. LTAC recommended approval of the application 7 -0. Staff will provide the LTAC and update at its July meeting. Destination Assessment Follow -Up -Staff followed up on items discussed at the May meeting from the Destination Assessment (DA) completed by Bill Baker and his team. A. Map Needs -The DA noted that there was a need for a good map of the business district (Southcenter). LTAC reviewed several map styles from the area and discussed the style and quality of the map. There was also discussion about maps being created by Seattle Southside Regional Tourism Authority and the Chamber and making sure efforts are not duplicated. Staff intends of meeting with both agencies and seeing how map needs for the business district can best be addressed. Staff will report back to LTAC at a later date. B. Small Grants -Staff discussed the idea of creating a simpler process for smaller recipients to receive lodging tax funds. The idea being that the City would receive a small amount of funds through its applications to award for small requests. LTAC discussed a concern with this approach and wanting to have oversight over the awards. One idea that was discussed was having the Council approve an application that the LTAC could then oversee without the need to run the requests through the Council. The issue of small grants was tabled with no further action needed now. • w .. m . 0� LTAC June, 2017. Page Seattle Southside Regional Tourism Authority hstina Thorne provided an updated onthe efforts of the RTA to bring more sporting events to the area. Kristina also provided some suggestions to help with the City's sponsorship of the S3game. Meeting adjourned at 2:30 p.m. 0 The city of opportunity, the community of choice City of Tukwila Advisory Boards and Commissions Handbook City of Tukwila Mission To provide superior services that support a safe, inviting and healthy environment for our residents, businesses and guests. Strategic Goals and Objectives AL ONE A Community of Inviting Neighborhoods &Vibrant Business Districts GOAL Two A Solid Foundation for All Tukwila Residents AL THREE A Diverse & Regionally Competitive Economy AL FOUR A High- Performing and Effective Organization AL FIE A Positive Community Identity and Image 6i Welcome to the City of Tukwila Volunteers are a vital part of government's existence and are deeply appreciated. This information will provide a basic understanding of the philosophies and policies that make the City of Tukwila a wonderful place to volunteer and work. Please remember that these are general guidelines and are not meant to take the place of the by -laws and procedures developed by each advisory group. Advisory Groups Advisory bodies provide guidance to decision - makers and bring public participation into the process of government. Ideally the members represent the diverse viewpoints of the community and offer comprehensive recommendations to the City Council. This handbook provides an overview of the City's boards and commissions, outlines the process to serve on a City board or commission, reviews basic responsibilities and expectations of board and commission members and summarizes some of the state laws that affect advisory bodies. 3 M City of Tukwila Boards, Commissions & Committees Arts Commission Major Duties: Advises City officials on arts matters, encourage citizen participation in the arts, promote art projects. Advises the Mayor on expenditure of arts related budget appropriations. Term of Service: 4 years Board of Ethics Major Duties: The purpose of the Board of Ethics is to review ethics complaints for an initial determination of sufficiency before an investigation is initiated, adjudicate ethics complaints against elected officials and provide advisory opinions for elected officials, when requested. The Board of Ethics shall be composed of five members comprised of one member from each of the City's five standing Commissions - the Planning Commission, the Arts Commission, the Park Commission, the Equity and Social Justice Commission and the Civil Service Commission. Term of Service: 1 year Civil Service Commission Major duties: The Civil Service Commission hasjurisdiction on police and fire personnel issues as required by state law. The Commission administers civil service rules that provide the manner in which civil service (all police personnel and commissioned fire personnel) examinations, appointments, promotions, transfers, demotions, reinstatements, suspensions and discharges are made. Decides appeals from suspensions or terminations. Term of Service: 6 years Community - Oriented Policing Citizen's Advisory Board Major duties: Advises and makes recommendations via the Chief of Police on issues concerning public safety and police services within the City. Enhances police- community relations. Term of Service: 4 years 0 Equity & Social Justice Commission Major duties: Advises City and school officials of opportunities to promote understanding and acceptance of cultural diversity in our community; serves as a resource for the community by providing information and educational forums that will facilitate a better understanding and awareness of social justice and human rights. Term of Service: 2 years Sister City and Civic Awareness Committee (Subcommittee of the Equity and Social Justice Commission) Major duties: Advises the Mayor and City Council on how to best promote understanding and goodwill between the Tukwila community and the peoples of other nations through collaboration communication and programs and by connecting youth and residents with civic organizations for education and awareness. Term of Service: 2 years Human Services Advisory Board Major duties: The Human Services Advisory Board advises the Mayor and City Council on the status of human service needs and programs in the City. The Board assists in monitoring and assessing the need for human services in Tukwila; provides recommendations for prioritizing human service needs; and recommends policies and programs for funding. Term of Service: 3 years Library Advisory Board Major duties: Advises City officials on library services in the City, promotes library services and activities and promotes library gift giving. Term of Service: 2 years Lodging Tax Advisory Committee Major duties: Provides recommendations to Mayor and City Council regarding the levying and application of Hotel /Motel tax collections. Term of Service: Appointments are made by City Council on an annual basis Park Commission Major duties: Advises City officials regarding the acquisition, development, expansion and operation of parks and recreational facilities and programs. 5 X Term of Service: 3 years Planning Commission /Board of Architectural Review Major duties: To hear and make recommendations or decisions on comprehensive planning, zoning, subdivision and land use permits. Also serves as the Board of Architectural Review to provide design review of proposed development plans. Term of Service: 4 years L Its] The Process for Becoming an Advisory Board, Commission or Committee Member Community members submit a completed Boards and Commissions application to the Mayor's Office. The Mayor's Office will forward the application to the applicable Board(s) or Commission(s) for review. The Mayor recommends appointment of applicants to the advisory group and the appointments are confirmed by the City Council. Terms and Reappointments Terms of service vary by Board or Commission and range from annually to 6 years. Vacancies are filled throughout the year as needed. An individual may be reappointed for additional terms of service with the approval of the Mayor and City Council. Resignations If an advisory member is unable to complete their term of service a letter of resignation should be sent to the Mayor indicating the effective date of the resignation. Roles and Responsibilities Each member of a Board or Commission makes unique contributions, but some members may assume additional roles within the group. Each role that people fill within these groups has guidelines that help ensure success. The following are general guidelines that may vary with the requirements or need of each group. Chair /Vice -Chair • As group leader, the chair suggests group direction and options for setting goals • Provides a supportive environment for process, content, and group members • Sees that agendas are set • Sets a positive tone and pace for the group • May share the role of meeting preparation with the advisory group staff person • Represents the group in the community Group Member • Arranges adequate time to carry out responsibility as a group member • Comes to meetings prepared • Listens to other group members and communicates with respect and courtesy • Participates in group discussion and decision making Staff Support for Advisory Groups City staff support the City of Tukwila advisory groups. The primary role of staff is to represent the City and facilitate communication between the advisory group, City Administration, the City Council and other City departments. Staff responsibilities include: o Ensuring that meeting notifications and recordkeeping is consistent with applicable state laws, 7 11 • Ensuring compliance with applicable laws, such as the Open Public Meetings Act (OPMA) and the Public Records Act (PRA) • Providing professional guidance, issue analysis and recommendations • Assisting with research, report preparation and correspondence • Compiling agendas, maintaining minutes, forwarding recommendations and /or implementing actions Being an Effective Advisory Group Member Residents are appointed to a City of Tukwila advisory group to represent the public interest. The appointments may reflect a geographic interest, an area of expertise, or a special interest group or professional association. Each individual brings an important point of view. Considering diverse points of view produces comprehensive and fair recommendations. Advisory bodies provide an important link between the community and City staff. The information each group provides about specific community needs and opinions can have a profound effect on public policies. Advisory group members play a very special role in creating recommendations on governmental issues. As a member of an advisory group, you will be expected to: • Represent community opinions, attitudes, and needs to City staff and the City Council • Study programs and services • Analyze problems and needs • Offer recommendations While advisory groups provide recommendations about policy, they do not create or administer policy, programs or services. It is vital that all members regularly attend meetings and come to meetings prepared. The best preparation is to read all reports, proposals and other documents distributed by staff prior to meetings. `K The Meetings Each advisory group member is responsible for the content and productivity of meetings they attend and should come prepared to take ownership for their contribution to the meeting. Meetings do matter. The following guidelines will ensure that participants contribute productively. All participants arrive prepared [ There are clear group rules that all agree to honor Agenda is written and shared Start and end meetings on time All participants contribute All points of view are considered with courtesy and respect f Process is focused Work to be accomplished is defined and assigned Laughter and fun are encouraged Group Rules Each group member is an individual and has a differentwayof accomplishing tasks. At times, these differences can cause friction between members and slow down the process of the group as a whole. Followingthe guidelines below will help prevent misunderstandings and disagreements. ■ Attendance: Group should place a high priority on attendance at meetings. Talk about what would be legitimate reasons for missing a meeting, and establish a procedure for informing the group leader of a member's absence from a scheduled meeting. • Promptness: Meetings should start and end on time. • Meeting place and time: Specify a regular meeting time and place, and establish a procedure for notifying members of meetings. • Participation: Everyone's viewpoint is valuable. Every team member can make a unique contribution; therefore, emphasize the importance of both speaking freely and listening attentively. When members have differing viewpoints respectively agree to disagree. • Stay on task: Conversations should be limited to subjects that the group has the authority to make decisions on. • Basic conversational courtesies: Listen attentively and respectfully to others, do not interrupt, one conversation at a time, and so forth. • Rotation of routine chores: Decide who will be responsible for routine chores required of regular meetings and decide how to rotate these duties among the group of members. 0 191 Group Decision Making Just as the functions of the City of Tukwila's advisory groups are different, so are the ways in which each group reaches agreement. After a discussion, some groups may vote; others may prioritize and select the recommendation that emerged as a priority; and still others may use consensus as away to reach a decision. It is important for volunteer advisory group members to be aware of the type of decision making process their group uses as spelled out by their bylaws. Bylaws Every advisory group must have a set of bylaws to direct and clarify its actions, procedures, and organization. Bylaws are the guidelines by which a group functions. Bylaws should include expectations as well as guidelines for members. Issues such as attendance, responsibilities, and removal should be addressed in the bylaws. Advisory group members are expected to become familiar with and adhere to bylaws and all relevant statutes. Laws Affecting Advisory Group Activities Advisory group members should be aware of certain restrictions and requirements and be familiar with and operate within their group's governing statutes, bylaws, and city, state and federal laws at all times. These laws ensure that all levels of government operate properly. Fortunately, it is not difficult to comply with these laws. The first step is to know what is required. If a Board or Commission has a legal question, they may ask the staff liaison to request clarification from the City Attorney. Influencing Ballot Measures and Using City Facilities for Political Purposes: Revised Code of Washington (RCW) 42.17A.555 strictly forbids the use of public facilities for the purpose of assisting a campaign for election of any person to any office or for the promotion or opposition to any ballot proposition unless they are activities that are part of the normal and regular conduct of the office or agency. Advisory group members may support or oppose a candidate or ballot measure as an individual, but not in their capacity as a Board or Commission member. For example, Jane Doe, an appointed Planning Commissioner, cannot support a candidate by signing her name as "Jane Doe, Tukwila Planning Commissioner," but she can sign "Jane Doe." John Doe, who is a member of an advisory group, cannot use the facilities or the forum of an advisory group meeting to publicly support a candidate or ballot measure, but as an individual he can speak to individual members of the group to express his political opinions. 10 `C! Open Public Meetings Act (OPMA) The Washington Open MeetingAct (RCW 42.30), essentially requires three things: • Notice must be provided for all meetings; • Meetings must be open to the public; and • Minutes must be created for each meeting. A "meeting" is defined to include not only formal gatherings of the advisory group but also any occasion where a "quorum" (usually majority) of advisory group members come together and discuss group issues or City business. Electronic or telephonic communications may constitute a meeting which is subject to the Open Public Meetings Act if a majority of members discuss information, give input or take action via e -mail or telephone. Every member of an advisory body must complete training on the OPMA within 90 days of appointment and must complete the training within 90 days of reappointment or every four years, whichever comes first. (RCW 42.30.205) Link to OPMA Training:h tIs.:, Lyoutu.be n3B7 Xrn318c Public Records Act (PRA) The Public Records Act (RCW 42.56) requires the minutes of all regular meetings to be recorded and made available for public inspection. The law also requires that agencies maintain records of business conducted and produce these records upon receipt of a public records request. Board and Commission members are subject to the Public Records Act, which means that all documents used or created by members in the course of their work as a Board or Commission members, are subject to Washington State records retention laws and disclosure under the Public Records Act. This includes email communications sent and received via a private email account, as well as any notes taken by members in the course of their work as Board or Commission members. Board and Commission members should promptly turn over any relevant documents when requested by the City pursuant to a public records request. Every member of an advisory body must complete training on the PRA within 90 days of appointment and must complete the training within 90 days of reappointment or every four years, whichever comes first. Link to PRA Training:..h.np.s_sILroutu.be 3Sk1XP ip 9Po 11 IM Ethics and Appearance of Fairness Washington's ethics laws prohibit public officials from gaining financially as a result of his or her position. Also, public officials must declare any conflicts of interest at a public meeting. A conflict exists if a recommendation potentially could affect the finances of the group member or the finances of a family member. If a conflict exists, the member must declare this fact at a meeting where the issue is being discussed and refrain from discussing or voting on the recommendation. Every member of an advisory body must complete training on Ethics within 90 days of appointment and must complete the training within 90 days of reappointment or every four years, whichever comes first. Every member of an advisory board must sign a Conflict of interest Disclosure Form and Ethics, OPMA and PRA Training Certification Form within 90 days of appointment and must sign new Disclosure and Certification forms within 90 days of reappointment or every four years, whichever comes first. Link to EthicsTraining:,,,1: vas : //you.atu.a.be /PwBV -b P -o 12 `[• The city of opportunity, the community of choice Conflict of Interest Disclosure I have reviewed the City of Tukwila Boards and Commissions Handbook and understand my commitments and obligations as a member of the I agree to work with staff and other volunteers to comply with said responsibilities and abide by all relevant laws. I understand that as an advisory board or commission member I may be asked to make recommendations to the City Council about the investment of City of Tukwila financial resources. I agree to abide by all state and local laws regarding Ethics in Public Office and to avoid situations where personal affiliations and /or relationships could have, or give the appearance of having, an influence on the matters being considered. If and /or when such a situations occur I shall disclose the potential conflict to the members of the advisory group and excuse myself from discussion and voting. Member Signature Printed Name Date 13 `VA 14 IRl The city of opportunity, the community of choice Certification of Training This wi it certify that as a member of the -- I have received Ethics, Open Public Meeting Act and Public Records Act Training as outlined below. Ethics: OPMA: PRA: Training Format (Live/Webinar/Video) Date Training Format (Live/Webinar/Video) Date Training Format (Live/Webinar/Video) Date I agree to comply with the OPMA and PRA and to abide by all relevant taws. Member Signature Printed Name Date 15 `PC 16 till The City of Tukwila is an equal opportunity organization and does not discriminate in violation of law on the basis of race, color, national origin, creed, religion, sex, age, marital status, physical or mental disability, genetic information, gender identification, status as an honorably discharged veteran or any other class protected by federal, state or local law. The City of Tukwila also promotes a productive work environment and does not tolerate discrimination, harassment or retaliation. It is our goal to create, foster and maintain an atmosphere of non - discrimination. Discrimination in any form undermines morale and integrity of working relationships and interferes with the productivity of the group. Anyone who feels they have been subjected to discrimination or harassment should immediately notify your advisory group staff liaison or the Mayor's office. Any reports of discrimination or harassment will be handled impartially and resolved promptly. The City of Tukwila is a drug free organization and expects all employees and volunteers to report to their assignment free from drug and /or alcohol impairment. Volunteers must abide by the provisions of this policy as a condition of volunteer service. 17 21