HomeMy WebLinkAboutCity Council Committees - Lodging Tax Advisory Committee - 04/22/2019
The Lodging Tax Advisory Committee typically meets in April and September to review grant
requests. Unless otherwise noted, meetings are held in the Centennial Center North & South
Conference Rooms, 400 West Gowe Street, Kent.
For more information, contact Rhonda Bylin at 253-856-5457 or RBylin@KentWA.gov.
For disability accommodation, please contact the City Clerk’s Office at 253-856-5725 in
advance. For TDD relay service call Washington Telecommunications Relay Service at 7-1-1.
Lodging Tax Advisory Committee Agenda
Committee Members: Bill Boyce, Chair
John Casey - Tim Higgins - Andrew Hutchison
Mo Abouelrous - David Kwok – Bryan Powell - Barbara Smith
City Staff: Bill Ellis – Michelle Wilmot - Rhonda Bylin
April 22, 2019, 4 p.m.
Centennial Center N&S Conference Rooms
Item Description Action Speaker Time
1. Call to order Chair Boyce 1 min.
2. Roll call Chair Boyce 1 min.
3. Changes to the agenda Chair Boyce 1 min.
4. Approval of the Minutes –
December 10, 2018
YES Chair Boyce 1min.
5. LTAC Budget Update/Review NO Barbara Lopez 10 min.
6. Review/Adoption of Proposed
LTAC Bylaws
YES Adam Long 15 min.
7. Determination of Non-Profit vs.
For Profit Applicant Eligibility
NO Adam Long 10 min.
8. Adjourn Chair Boyce
Page 1 of 2
Pending Approval
Lodging Tax Advisory
Committee
Lodging Tax Advisory
Committee-Special Meeting
Minutes
December 10, 2018
Date: December 10, 2018
Time: 4:00 PM
Place: Centennial Center - 1St Flr
Attending: Bill Boyce, Chair
John Casey,
Tim Higgins,
Andrew Hutchison,
Andrea Keikkala,
David Kwok,
Agenda:
1. Call to Order 4:00 PM
2. Roll Call
Attendee Name Title Status Arrived
Bill Boyce Chair Present
John Casey Present
Tim Higgins Absent
Andrew Hutchison Present
Andrea Keikkala Absent
David Kwok Present
Bryan Powell Absent
Barbara Smith Present
3. Changes to the Agenda
4. Approval of the Minutes - November 26, 2018
1. Approval of Minutes dated November 26, 2018
MOTION: Move to approve the Minutes dated November 26, 2018
RESULT: APPROVED [UNANIMOUS]
MOVER: John Casey
SECONDER: Barbara Smith
AYES: Casey, Hutchison, Kwok, Smith
ABSENT: Higgins, Keikkala, Powell
5. Evaluate/Score Grant Applications
4.1
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Lodging Tax Advisory Committee Lodging Tax
Advisory Committee-Special Meeting
Minutes
December 10, 2018
Kent, Washington
Page 2 of 2
The four remaining proposals were discussed and a recommended award
amount determined by the committee. Members recommended awards were
averaged then rounded up to the nearest $100.00, resulting as follows:
Title (Event /Project / Program /
Facility)
Amount
Requested
Recommendation
Washington Open Invitational $12,800 $10,000
CAMPS Round Table Breakfast meetings
and events
$15,000 $7,500
Valley Cities Geocaching Adventure $2,750 $1,100
Highline Golf Invitational $2,500 $2,900
These recommendations and those discussed during the November 26th
Meeting will be presented to Kent City Council for approval Tuesday,
December 11, 2018, as a walk-on item under Other Business.
6. Appoint/Re-appoint Committee Members
Motion was made to re-appoint both Andrew Hutchinson and Barbara Smith
to the Lodging Tax Advisory Committee for three year terms that will expire
on December 31, 2021.
John Casey Moved, Andrew Kwok Seconded and the re-appointments were
confirmed with all present voting Aye/Yes.
Motion was made to appoint Mohamad Abouelrous to the Lodging Tax
Advisory Committee for a three year term that will expire on December 31,
2018. Mr. Abouelrous represents hotel interests.
David Kwok Moved, Barbara Smith Seconded and the appointment was
confirmed with all present voting Aye/Yes.
7. Adjournment 4:45 PM
Committee Secretary
4.1
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2016 2017 2018 2019 2019 2019
Actual Actual Actual
Adopted
Budget YTD Est. Actual
Beginning Fund Balance 394,516 469,386 457,556 336,486 336,486 336,486
Revenues
Lodging Tax 293,347 312,980 312,813 291,830 53,480 291,830
Interest Income 1,512 3,995 7,682 3,000 1,881 3,000
Total Revenues 294,859 316,975 320,495 294,830 55,362 294,830
Expenditures
Annual Contracts 184,678 287,123 362,170 307,600 - 307,600
One-time Projects & Events 25,000 25,000 61,698 193,000 2,200 193,000
Interfund Charges (ECD Staff & IT) 10,311 16,681 17,698 10,190 47 10,190
Total Expenditures 219,989 328,804 441,566 510,790 2,247 510,790
Change in Fund Balance 74,870 (11,830) (121,071) (215,960) 53,114 (215,960)
Ending Fund Balance 469,386 457,556 336,486 120,526 389,600 120,526
Lodging Tax Operating Fund Report
as of March 31, 2019
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Lodging Tax Revenues
2013 2014 2015 2016 2017 2018 PRELIM 2019 Variance
% of
Change
January 13,395 13,336 16,651 17,552 18,474 18,552 18,304 (248) -1.4%
February 10,886 12,550 13,424 14,410 15,163 18,027 16,576 (1,451) -8.8%
March 11,641 13,004 13,870 16,517 17,130 16,513 18,600 2,087 11.2%
April 13,023 14,787 14,512 17,505 19,187 16,030
May 14,764 16,742 17,421 18,210 21,895 23,372
June 14,664 15,636 17,213 21,337 21,174 22,985
July 17,290 20,058 22,598 23,960 25,904 29,311
August 23,152 26,947 34,809 33,870 36,793 37,386
September 28,734 33,976 38,364 38,142 39,246 37,885
October 31,628 35,047 37,780 39,611 41,791 43,310
November 19,525 24,710 29,028 31,007 30,307 26,825
December 18,916 22,583 23,796 20,474 25,916 24,070
Year to Date 217,618$ 249,377$ 279,466$ 292,594$ 312,980$ 314,265$ 53,480$ 388$ 0.1%
-
% Change:15.8%14.6%12.1%4.7%7.0%0.4%
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LODGING TAX ADVISORY COMMITTEE
220 Fourth Ave S
Kent, WA 98032
DATE: April 22, 2019
TO: Lodging Tax Advisory Committee
FROM: Office of the City Attorney
SUBJECT: Review/Adoption of Proposed LTAC Bylaws
MOTION: Recommend the Committee Adopt the bylaws as presented by
the assistant City Attorney.
SUMMARY: Bylaws establish rules of conduct and govern the operations of
the committee. The bylaws proposed are attached to this agenda.
BUDGET IMPACT: None
SUPPORTS STRATEGIC PLAN GOAL:
Inclusive Community, Thriving City
ATTACHMENTS:
1. LTAC Bylaws 2019 ARL 4.16.19 (003) (PDF)
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BYLAWS OF THE CITY OF KENT
LODGING TAX ADVISORY COMMITTEE
Page 1 of 7 (4/22/19)
BYLAWS OF THE
CITY OF KENT LODGING TAX ADVISORY COMMITTEE
ARTICLE I
Organization
Section 1.1. Organizational Name. The name of the Committee is the City of Kent
Lodging Tax Advisory Committee (“Committee”). As provided for in section 2.54.020 of the
Kent City Code (“KCC”), the Committee consists of nine (9) members appointed by the City
Council (“Members”).
Section 1.2. Committee’s Duties and Responsibilities. The Committee shall have
those duties and responsibilities as provided for in RCW 67.28.1816 and KCC 2.54.040, as
currently enacted or later amended.
As provided in KCC 2.54.040, the Committee shall make reports and recommendations to the
mayor and city council as follows regarding proposals for imposition of a city lodging tax,
review any increases in the rate of tax imposed, repeal of any exemption from a tax imposed,
or a change in the use of revenue received under Chapter 67.28 RCW. The Committee shall
consider any such proposal, provide for public input, and submit comments in a timely manner
to the Mayor and City Council. The comments shall include an analysis of the extent to which
the proposal will accommodate activities for tourists or increase tourism, and the extent to
which the proposal will affect the long-term stability of the fund created under RCW
67.28.1815.
As provided in RCW 67.28.1816, the Committee shall also receive applications for use of
lodging tax revenues, and shall select candidates from amongst the applicants, and provide
a list of such candidates and recommended amounts of funding to the City Council.
ARTICLE II
Meetings
Section 2.1. Place of Meetings. All regular meetings of the Committee shall be
held in the City of Kent, Centennial Building, 4th Floor, Room 402 at 4:00 PM, located at 220
Fourth Avenue South, in the City of Kent, Washington, unless otherwise designated by a
majority of the Committee or the Chair and set forth in the notice of the meeting.
Section 2.2. Meetings.
2.2.1 Regular Meetings. The Committee shall regularly meet, at least twice
per year, on the first Monday of April and October, at 4:00 p.m., in the meeting location
designated in accordance with Section 2.1. All meetings of the Committee will be
conducted in accordance with the Open Public Meetings Act, Ch. 42.30 RCW. Subject
to appropriate notice, the Chair, by written or verbal order, may establish or amend
the date or time for regular meetings of the Committee.
2.2.2 Special Meetings. Special meetings of the Committee may be called at
any time by the Chair or a majority of the Committee, subject to the notice and special
meeting requirements of Ch. 42.30 RCW.
Section 2.3. Notice of Meetings. Notice of the Committee’s meetings shall be given
by the Secretary as required by the Open Public Meetings Act, Ch. 42.30 RCW.
6.a
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BYLAWS OF THE CITY OF KENT
LODGING TAX ADVISORY COMMITTEE
Page 2 of 7 (4/22/19)
Section 2.4. Agendas. The Committee’s agenda shall be set by the Chair, in
coordination with the Secretary. A copy of the agenda for all Committee meetings should be
sent by the Secretary to each Member at 24 hours prior to the date of the next meeting,
accompanied with any necessary staff reports.
Unless altered by the Chair, or by a majority of the Members present at any Committee
meeting, the order of business of all meetings of the Committee shall be as follows:
1. Call to order;
2. Roll call;
3. Changes to the agenda (if not a special meeting);
4. Adoption of minutes from prior meeting(s);
5. Business;
6. Informational Items; and
6. Adjournment.
At any regular meeting, a Member may ask that an item be considered by the
Committee, even if it is not identified on a formal agenda, by raising the issue during the
changes to the agenda. The item shall then be considered, with the approval of the
Committee. At a special meeting, however, items that are not on the agenda should not be
considered or discussed by the Committee.
Section 2.5. Quorum. The number of Members required to be present at any
meeting to transact the Committee’s business is five (5), or if the number of Members serving
on the Committee is less than nine (9), then a majority of the then current membership shall
constitute a quorum for the purpose of transacting the Committee’s business.
If there is no quorum at the opening of a meeting, the Chair may re-arrange the
agenda to allow voting items to occur later in the meeting, allowing additional members to
arrive, if late, or such meeting may be adjourned, recessed, or measures taken to obtain a
quorum, by a vote of a majority of the members voting on the motion.
Section 2.6. Presiding Officer. The Chair shall be the presiding officer for all
meetings of the Committee. If the Chair will not be present at a meeting, another City Council
member shall attend and act as Chair and presiding officer (“Substitute Chair”). In the
absence of both the usual Chair and a Substitute Chair, the meeting shall be cancelled and
rescheduled by the Secretary. The presiding officer shall retain all powers and rights inherent
to a Member, including without limitation, voting powers.
Section 2.7. Member Conduct. While the Committee is in session, all its members
must preserve order, decency, and decorum at all times and no Member shall, by conversation
or otherwise, delay or interrupt the proceedings or the peace of the meeting, nor disturb any
Member while speaking, or refuse to obey the order of the Chair. The Members may
reprimand any other Member for disorderly conduct and, upon written charges entered upon
by motion, may expel a member from the Committee meeting by a vote of a majority plus
one of the membership of the Committee in attendance at that meeting. In addition, the
following shall control Member’s conduct during any meeting of the Committee or any of its
subcommittees:
2.7.1 The Chair will call the meeting to order and manage the meeting agenda
and time to allow for appropriate discussion and action, where appropriate.
6.a
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BYLAWS OF THE CITY OF KENT
LODGING TAX ADVISORY COMMITTEE
Page 3 of 7 (4/22/19)
2.7.2 Members are to keep the meeting organized by speaking only when
recognized by the Chair and granted the floor. To seek recognition, Members are to
raise their hands and wait to be addressed by the Chair. In lieu of hand raising,
voting/name cards may be used to indicate votes or requests to speak.
2.7.3 Members are to refrain from interrupting another person who has the
floor or from having any sidebar conversation.
2.7.4 Members are to treat others with respect, courtesy, and in a fair and
unbiased manner. Members shall refrain from any conduct or speech that is abusive,
bullying, discriminatory, or derogatory.
2.7.5 Members should be open and honest about their actions and decisions,
and be respectful of others whose opinions may differ.
Repeated violations may result in the Member’s removal from the Committee in
accordance with Section 3.3.
Section 2.8. Public Comment. While the public may attend Committee meetings,
the meetings are those of the Committee itself and the public has no general right to address
the Committee. Committee meetings are not an open public forum, and they are subject to
restrictions imposed by the Chair, these bylaws, and the law.
The Chair has the discretion to authorize the public to address the Committee, if the
Chair so desires. If permission is granted, and prior to addressing the Committee, each
speaker shall sign in and state his or her name and address for the record. Remarks will be
limited to the time allocated by the Chair for each speaker, usually three (3) minutes per
speaker. All remarks shall be pertinent to matters considered by the Committee, and
speakers shall address the Chair and the Committee as a whole and not any member
individually.
Section 2.9. Public Demeanor. No one shall use any impertinent, degrading, or
slanderous language directed to the Chair, Members, Mayor, staff, or other member of the
public, and no one shall otherwise engage in disruptive behavior. Disruptive behavior
includes, for example, addressing matters restricted from public comment, repeated shouting
and angry outbursts, cursing, direct or implied threats of violence, etc. After receiving verbal
notice from the presiding officer, the presiding officer may direct that a speaker return to his
or her seat or may remove any person for disruptive behavior at Committee meetings.
Section 2.10. Voting. Discussion by the Committee shall relate to the subject matter
at hand and shall be relevant and pertinent. When action of the Committee is required, the
Chair will request a motion for a vote. Each Member shall be entitled to one vote, including
the Chair. Motions shall be made, seconded, and voted upon. The Chair is authorized to
establish all reasonable and necessary procedures to permit the casting of votes by Members.
Every Member, unless disqualified by reason of a conflict of interest or as otherwise provided
by law or excluded by the Committee, shall cast his or her vote upon any matter put to vote
by the Committee.
Unless otherwise directed by the Chair, all votes shall be by voice or a show of hands.
No votes shall be made by proxy. Any Member who abstains from voting, or who otherwise
remains silent during a vote, will be deemed to have not have casted a vote on that item. As
6.a
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BYLAWS OF THE CITY OF KENT
LODGING TAX ADVISORY COMMITTEE
Page 4 of 7 (4/22/19)
provided for in Section 2.12, an abstention will not count as a vote, either in favor of, or in
opposition to, any motion. Action by the Committee requires only the affirmative vote of a
majority of the votes cast, except where otherwise required by these bylaws or law.
Section 2.11. Conflict of Interest. A conflict of interest arises when a Member has
a direct personal or pecuniary interest in the Committee’s action on a matter, which interest
is not common to other members of the Committee. If a Member determines he or he has a
conflict of interest, that Member may state the nature of the conflict and abstain from the
discussion and vote on the matter. A conflict of interest, however, shall not preclude a
Member from remaining present during the discussion.
Section 2.12. Abstention. An abstention is a decision by a Member not to vote on
a particular matter and it shall not affect the quorum of the Committee or count as any vote
in favor of, or in opposition to, any matter. An abstention is not a vote and is not counted as
a vote.
ARTICLE III
Officers and Members
Section 3.1. Chair of the Committee. Pursuant to KCC 2.54.020, the City Council
president shall appoint a member of Council’s operations committee to serve as a member
and the Chair of the Committee. The Chair shall have the powers and duties as set forth in
these bylaws.
Section 3.2. Chair Powers and Duties. The duties of the Chair are as follows:
3.2.1 Chair. The Chair shall perform the following duties:
3.2.1.1 Set the Committee’s agenda, in coordination with the
Secretary;
3.2.1.2 Preside over all meetings of the Committee, preserve order
and decorum, decide all questions of order and conduct the
meeting’s proceedings using the rules contained in Robert’s
Rules of Order where applicable, with the Chair having the
ultimate decision of how the meeting will be conducted;
3.2.1.3 Call special meetings and cancel regular meetings for cause,
including lack of a quorum;
3.2.1.4 Act as the Committee’s liaison with the Council, the Mayor,
and the Department of Economic and Community
Development on policy issues;
3.2.1.5 Nominate or appoint Members to any subcommittees the
Committee may form;
3.2.1.6 Serve as a Committee focal point for Council, Mayor, and staff
and as principal spokesperson for the Committee;
3.2.1.7 Oversee the distribution of the Committee’s agenda and
materials during the monthly Committee meetings;
6.a
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BYLAWS OF THE CITY OF KENT
LODGING TAX ADVISORY COMMITTEE
Page 5 of 7 (4/22/19)
Section 3.3. Secretary of the Committee. The Secretary of the Committee shall
be the staff member assigned by the Mayor to assist the Committee.
3.3.1 Secretary. The Secretary is not a Member and shall have no voting
rights. The Secretary shall perform the following duties:
3.3.4.1 Attend all Committee meetings and keep the Committee’s
minutes, including those of any meetings of any
subcommittees the Committee may form, which minutes will
be reviewed and adopted by the Committee at a subsequent
meeting;
3.3.4.2 Reproduce, distribute, and file with the City Clerk’s Office for
the city of Kent a copy of all minutes of Committee meetings;
3.3.4.3 See that all notices of Committee meetings are given as
required by the Open Public Meetings Act, Ch. 42.30 RCW, and
these bylaws;
3.3.4.4 Serve as custodian of the Committee’s records and
responsible for retaining those records as required by state
retention schedules and producing those records as required
under the state Public Records Act, Ch. 42.56 RCW;
3.3.4.5 Maintain a list of the names, addresses, and contact
information for each Member;
3.3.4.6 Perform all duties incident to the office of Secretary and such
other duties as from time to time may be assigned to him or
her by the Chair.
Section 3.4. Members of the Committee. Members of the Committee shall be
appointed by the City Council in accordance with RCW 67.28.1817 and KCC 2.54.020. Each
Member may serve a three (3) year term as provided in KCC 2.54.030. Members seeking
reappointment to a subsequent term shall signify their intent in writing to the Secretary three
(3) months prior to their current terms’ expiration.
Members shall complete training regarding the Open Public Meetings Act (“OPMA”) in
accordance with RCW 42.30.205 within 90 days of assuming duties on the Committee.
3.4.1 Removal from Committee. In accordance with KCC 2.54.030, the City
Council the city council shall review the membership of the lodging tax advisory
committee at least once annually, and shall make changes as appropriate. The Chair
may also recommend to Council removal or replacement of a Member from the
Committee for any reason, which may include any of the following:
3.4.2.1 A Member resigns from the Committee; or
3.4.2.2 A Member is absent from more than two (2) consecutive
meetings; or
6.a
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BYLAWS OF THE CITY OF KENT
LODGING TAX ADVISORY COMMITTEE
Page 6 of 7 (4/22/19)
3.4.2.3 A Member is absent from a meeting four (4) times within any
twelve (12) month period; or
3.4.2.4 A Member fails to complete training on the OPMA.
Any decision by the City Council to remove a Member is final and no appeal
may be taken.
ARTICLE IV
General Provisions
4.1 Adherence to and Amendment of Bylaws. These bylaws may only be
amended or repealed by the City Council. Failure to fully conform to these rules and
procedures will not render any action by the Committee invalid, nor shall these rules and
procedures be deemed to provide any citizen rights that he or she does not already have by
operation of law.
The undersigned Secretary of the Lodging Tax Advisory Committee certifies by signing below
that the foregoing bylaws have been duly adopted by the City Council on the date noted
below.
CITY OF KENT LODGING TAX ADVISORY
COMMITTEE
Adopted _____ day of ________, 2018
___________________________________
Secretary
(Print Name__________________________)
6.a
Packet Pg. 13
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