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HomeMy WebLinkAboutLTAC 2018-01-25 Minutes MEETING MINUTES Lodging Tax Advisory Committee 1:00 p.m., Tuesday, January 25, 2018 Tukwila City Hall, Hazelnut Conference Room (6200 Southcenter Blvd; Tukwila; 98188) Minutes Approved at May, 1, 2018 Meeting. COMMITTEE MEMBERS PRESENT Dennis Robertson, Pro Tem Chair, Jim Davis, Miesa Berry, Owen Leinbach, and Becky Smith. COMMITTEE MEMBERS ABSENT Kathy Hougardy, Chair, Ben Oliver, Ashley Messmer, and Jamie Randall CITY STAFF Brandon Miles, Business Relations Manager Chair Hougardy was unable to attend due to being in Olympia for City business. Prior to the meeting, Council President Seal asked that Councilmember Dennis Robertson serve as Pro Tem Chair for the meeting. Pro Tem Chair Robertson called the meeting to order at 1:10 p.m. Welcome and Introductions – Pro Tem Robertson asked for everyone to give a quick introduction. He also noted that the committee was currently lacking a quorum and that we were hoping to get one more member to attend, thus action items would be delayed until later in the meeting. Branding Update and 2018 City Branding and Marketing Work – Mr. Miles went through the adopted brand that was completed in 2017 and thank the committee members for their time and effort on it. He reviewed the final mark and also the Tukwila Brand Story. Afterwards he walked through some ideas for 2018 that staff was hoping to work, such as on several events and to start looking at wayfinding and signage in the City. There was discussion on the cost of the wayfinding signage. Mr. Miles stated that the first step would be to do a basic assessment of the needs and acknowledged that signage could be expensive. However, a final plan would allow us to do this piecemeal and looking for other funding. 1:30 p.m. Miesa Berry arrived, thus the committee now had quorum. LTAC January, 2018 Page 2 Approval of Agenda-- Chair Pro Tem asked for a motion on approving the agenda. Mr. Davis made a motion to approve the agenda with a second from Mr. Leinbach. Motion approved 5-0. Approval of Minutes – Chair Pro Tem asked for a motion on the approving the October, 2017 LTAC minutes. Motion made by Mr. Davis with a second from Ms. Smith. Motion approved 5-0. 2018 Lodging Tax Advisory Committee Schedule and Work Items – Mr. Miles outlined the workplan and schedule of meetings for 2018. Outlined the schedule for applications for 2018 and 2019. There was discussion regarding third party applications and getting value, specifically related to the Museum of Flight. The committee discussed what the City received from the Museum of Flight. Everyone agreed it’s a great gem to have in the City, but that seeing how other businesses benefit was difficult. Not many heads in beds created. Mr. Miles noted he is scheduled to meet with the Museum of Flight next week to discuss concerns with the lack of the Tukwila name and how to best partner moving forward. Members are suggested getting a briefing on crime stats. Ms. Smith noted that she has seen recent stats and the City’s overall crime numbers are down. City of Tukwila General Administration Application – Mr. Miles provided a presentation of the City’s General Administration application. This application is to pay for basic costs associated with the City’s operations of the lodging tax program. He reminded the committee that over half of the funds are a transfer from the City’s lodging tax fund to the general fund to reimburse the City for indirect costs. The committee had questions for the cost increases and why there was a large percentage increase from last year. Mr. Miles explained that there were some one time costs associated with developing the brand collateral. There was some discussion as to why the general fund would not pay for these costs. Mr. Miles outlined that the general fund is currently being squeezed and that it seems appropriate to have lodging tax pay for expenses that are related to tourism. Mr. Miles noted that general economic development items will not be charged to the lodging tax and will continue to be paid from the general fund. Pro Tem Robertson discussed the shortfall related to the public safety plan and that some hard decisions will need to be made. Mr. Miles suggested a reduced amount for the request as follows: Column Budget Item 2017 2018 Proposed Notes Approved Budget Budget 1. Office Supplies $1,000 $750 This is for general offices supplies and for domain names holds the City has purchased. 2. Professional $3,000 $8,000 For 2017 these funds Services were used for an additional visit from Bill LTAC January, 2018 Page 3 Baker, the City’s branding consultant. Funds were also used for the creation of some collateral for the new brand. For 2018, staff would like to use some funds to get additional collateral made reflect the new brand and have funds available for small projects that help with the City’s marketing, branding, and tourism attraction efforts. 3. Training and $6,000 $6,000 These funds are Education intended for staff and elected officials who might desire or need education or training for tourism related activities. 4. Memberships, $7,100 $10,000 Memberships to: Registrations, and $7,000  Seattle Chamber subscriptions. of Commerce  Seattle Sports Commission  Washington Tourism Alliance  WFEA  Others 5. LTAC Meetings $2,000 $1,000 Staff tries to minimize expenses for LTAC LTAC January, 2018 Page 4 $0.00 meetings; however, in some cases we need to rent a room and/or provide food for meetings. 6. Parking, Travel and $1,000 $3,000 This is for staff, City Meals Councilmembers, and $1,000 LTAC members who might want to attend tourism related meetings in the region. Last year this expense was charged to the general fund. 7. Indirect Cost $35,700 $36,414 Reimbursement of the Allocation City’s general fund for activities such as legal support, accounting, insurance, technology services, public records, and office administration needed to support the lodging fund. This funding supports all the indirect charges with administration of the lodging tax funding and is based on the citywide overhead analysis used to charge overhead t special revenues funds. 8. Total: $55,800 $65,164 $59,164 It may be necessary to move funds between rows 1-7; however, the total expenditure will not exceed the total listed in row 8. LTAC January, 2018 Page 5 Motion made by Mr. Leinbach, with a second from Mr. Davis to approve the City’s amended application in the amount of $59,164. Lodging Tax Application Form Discussion – Mr. Miles asked for the committee’s feedback on the City’s lodging tax application. Is it too long? Is it asking the information we need? Mr. Miles states that based on some experiences it seems like small requestors may not want to fill out such a long application. Mr. Miles stated he would try to create a shortened application for smaller funding requests. 2018 Lodging Tax Appointments – Mr. Miles that lodging tax appointments are for one year and that the City Council is scheduled to review the composition of the LTAC in a few weeks. The City has an open enrollment, so anyone can apply. Existing members will need to also reply. Mr. Miles noted that we can use the previous applications on file for the LTAC members, but members will need to email him if they want to seek appointment for another year. Roundtable – Mr. Miles provided a brief update on the Southcenter50 planning. Ms. Smith passed out some historical marketing and photos she found of the mall’s opening. Meeting adjourned at 2:30 p.m.