Loading...
HomeMy WebLinkAboutCity Council Committees - Lodging Tax Advisory Committee - 01/23/2017 (2)Lodging Tax Advisory Committee Agenda Mission: Promote the City as a destination to increase tourism and business development Committee Members: Bill Boyce, Chair, Tim Higgins, John Casey, Barbara Smith, David Kwok, Andrew Hutchison, Josh Bang, Bryan Powell City Staff: Ben Wolters, Julie Pulliam AGENDA January 23, 2017 4:00 p.m. CENTENNIAL NORTH & SOUTH CONFERENCE ROOM (ACROSS FROM ELEVATORS) Item Description Action Speaker(s) Page 1. Welcome & Introductions NO Bill Boyce 2. Approval of Minutes of September 19, 2016 YES Bill Boyce 3. Washington USSSA/GSL - June 22-25, 2017 YES Strojan Kennison Executive St. Dir. 4. National Championship - Kent 2018 YES Mike Rabin Comm. USA Softball 5. Budget NO Aaron BeMiller 6 JayRay Marketing Update NO Bridget Baeth 7. T-Bird Marketing U NO Jason Thomsen Colin Campbell 8. Next Meeting Date YES Bill Boyce 9. Adjourned Unless otherwise noted, the Lodging Tax Advisory Committee meets every other Month on the 4rd Monday at 4:00 p.m. in Centennial North & South Conference Room, 400 West Gowe Street, Kent WA 98032. For information on the above item(s), or upcoming meetings contact Julie Pulliam (253) 856-5702. Motion: Move to approval an ask to the Lodging Tax Advisory Committee in the amount of $10,000 in 2017 and $10,000 in 2018 for the USA softball 16A National Championship Motion: Move to approval an ask to the Lodging Tax Advisory Committee in the amount of $_________ for the Washington USSSA, Kent Major Lodging Tax Advisory Committee SPECIAL SESSION September 19, 2016 Start Time 4:00 pm Centennial Center Conference Room 402 Committee Members Present: Josh Bang, Andrew Hutchison, Bill Boyce, Andrea Keikkala, Bryan Powell, Ryan Hart, Barbara Smith, John Casey Others Present: Michelle Wilmot, Ben Wolters, Amy Waters Chair Boyce called the meeting to order at 4:00 pm. This session was specifically to discuss what company the City was going to move forward with for Public Relations. The three Companies set before the committee are JayRay, Genesis and Dana Neuts. Committee chair Boyce states to the committee that all 3 choices are very good companies and no matter who the decision is that at the end of the day it comes down to accountability. Ben speaks of the additional questions that were asked to each of the companies. Genesis’ answers were very specific and spoke of the visit Kent.com and the approval process, contests etc., Jay Ray spoke more general about brainstorming a list of Kent audiences, and auditing existing communication processes. Dana was more in the middle of the two talking about things Kent is already doing, discussing goals and the budget. Ben also states that the reference check for Dana came back good, Michelle was supposed to complete the reference check for Jay Ray but she did not complete it and a reference check for Genesis was unnecessary. The committee discussed all options of how each company could service the City in a different way. Michelle believes that with Dana being local and having ties to the community that she would be able to brand the City better. The only concern of the committee is with Dana having the capacity to do the volume of work we are asking for. The entire committee was in consensus that Jay Ray is a large company with the capacity to do the work for the City. The committee also discussed the current work of Genesis stating that it felt like Genesis doesn’t have the capacity to make big decisions and did only what the City told them to do. Being a large marketing company the committee felt that Genesis should have taken more of a lead, taken what we were asking of them and told us how to implement those ideas in a greater capacity. The committee seems to agree that regardless of which candidate is chosen, the committee will need to give more precise, clear direction and be more involved. Barb states that she likes Jay Ray’s presentation, it is very eye catching and well put together but makes it sound like they know what we are looking for but did not put a lot of context into it. She also states that they used Wild Wheat as an example and how everyone already knows about Wild Wheat and wishes they would have used something less talked about. The committee also discusses that fact that Genesis seems to be marketing more of Seattle with discussion of staying in Kent but the committee would rather the focus 1 Lodging Tax Advisory Committee September 16, 2016 2 being all on Kent, shopping, dining and staying in Kent. However, the positive side of staying with Genesis would be consistency and having Dana’s writing. The committee also believes that regardless of which company is chosen, the budget will need to be increased. Ben asks the committee how they felt about giving Genesis more time and clearer direction. They discuss whether it would be good to continue with a company that has already had some success in marketing Kent. The committee comes to a consensus that a new approach and moving forward with a new Company would be best. The committee also discussed the option of having Dana work with JayRay if she was interested, stating this would be a smart idea for both Dana and JayRay. Motion: Move to approval the firm of JayRay for a one year term, with two one year options to renew. The budget is approximately $100,000 to $250,000. Adjournment - The meeting was adjourned by Chair Bill Boyce, at 5:15 pm. Respectfully submitted by Amy Waters, Filling in for Lodging Tax Advisory Committee Secretary, Julie Pulliam 2 Page 1 Kent Lodging Tax Advisory Committee 2016-2017 Funding Request Application The Lodging Tax Advisory Committee’s Mission: Promote the City as a destination to increase tourism and business development. Guidelines for applying for grants from the City of Kent’s Lodging Tax Advisory Committee Who may apply? Youth and amateur sports associations, schools, teams Community/regional events organizations, business/trade associations, event associations and individuals. Approved Tourism Facilities. How to submit? Complete and submit applications on line, or at a Lodging Tax Advisory Committee Meeting, or mail a completed original grant proposal form plus two copies to the address below. Where to submit? City of Kent 220 4th Ave. S. Kent, WA 98022 Attn: Julie Pulliam When are the deadlines? July 1, 2017 and September 1, 2017 with funds to be distributed as requested in approved application. What is the grant size? Between $250.00 and $5,000.00, however, the Lodging Tax Advisory Committee reserves the right to establish any grant amount it sees fit, regardless of the amount applied for. Where can I direct questions? Call Julie Pulliam at 253-856-5702 Each grant will be judged against specific criteria. The committee will review the extent to which the proposed project is consistent with the strategic goals of the Lodging Tax Advisory Committee and shows potential for tourism and hotel stays. OBJECTIVES: The Lodging Tax Advisory Committee’s 3 Strategic Goals  Creating Partnerships  Branding Kent as a Destination  Sports Commission 3 Page 2 1. Who else is funding this project? This event is self funded 2. What is the total budget for this project? $140,000 3. How does your project fit with the goals of the Lodging Tax Advisory Committee?  Creating Partnerships  Branding Kent as a Destination  Sports Commission PLEASE SEE ATTACHED 4. How many night stays do you anticipate generating from your project? 8000 ROOM NIGHTS Project Name: 2018 USA SOFTBALL 16”A” NATIONAL CHAMPIONSHIP Project Background: SEE ATTACHED Mike Rabin-President and USA Softball Commissioner Project Leader: Name and Title m.rabin@comcast.net Contact email Contract phone 206-276-9104 Signature Other individuals involved in writing and/or implementing this grant: Name: Jim Donner Title: Tourn. Director Contact: 206-854-1181 Name: Title: Contact: Name: Title: Contact: 20,000($10,000 in 2017 and $10,000 in 2018) Amount requested: $ DEADLINE FOR APPLYING (please circle one): July 1, 2017 or September 30, 2017 PROJECT DESCRIPTION On a separate page(s), briefly describe the project you are proposing in two parts. In the first part, please briefly (in 250 words, or less) provide and overview of your project, (1) including how the Lodging Tax Advisory Committee’s goals will be met, (2) how the funds will be used and how you will be able to track hotel stays and what your methodology for tracking will be. Catalogs, pictures or brochures are appropriate to demonstrate equipment, supplies or other items(s) requested. In the second part, please specifically address the following in your proposal: How many room nights do you expect to collect? Have you asked for money in the past? What were the results? How many overnight stays did the event create? Where and when will the project take place? Please include start and completion dates? What will benchmark the projects progress? 4 Page 3 Please limit your entire application response to two pages. FINAL REPORT If your request is granted for funding from the Lodging Tax Advisory Committee (LTAC) you will be expected to provide at the next LTAC meeting after your event a full report on your final project with the number of stays created. And a completed 2015-2016 Event or Tourism Facility Lodging Tax Expenditure Report Form. Attached: Form Approved for funding Declined funding 5 January 16, 2017 Lodging Tax Advisory Committee- City of Kent c/o Julie Pulliam City of Kent 220 4th Ave. S. Kent, WA 98022 Re: Grant for 2018 16A USA Softball National Championship Team Seattle National Events is very excited to be bringing a major youth national softball championship to the City of Kent in 2018. Specifically, the dates are July 22-29, 2018. While the City of Kent has been hosting National Championships for ASA Softball(name change to USA Softball from ASA due to the inclusion of softball in the 2020 Tokyo Olympics) for many years, the size and economic impact of this tournament is much larger than any single tournament that we have brought to Kent as the teams will come from all over the United States and will play for the National Championship. Since 2002, Team Seattle has partnered with Kent an average of once per year in playing major softball tournaments at Hogan Park at Russell Road and/or Service Club. The majority of these tournaments were for youth fast pitch although we have hosted men’s slow pitch, women’s slow pitch, coed slow pitch, and men’s fast pitch Nationals. Jim Donner, USA Softball youth commissioner has been running invitational tournaments in Kent for over 20 years. Over the years, Kent fields have been used over 20 weekends annually and attract over 600 teams from the west coast and Canada throughout the season. The 16A National Championship is the largest youth and most prestigious National tournament that USA Softball holds. To have won the bid for this National Championship is a reflection of both our past performance and our partnership with the City of Kent. 6 p.2 In 2015 this tournament hosted 185 teams in Chattanooga, Tenn., in 2014, 136 teams played in Salem, Virginia, 138 teams in 2013 in Sunnyvale, CA, and 151 teams in Montgomery, Alabama in 2012. In 2006 the 16A was held in our area with 138 teams participating. We are anticipating well over 100 teams to play here in 2018 plus major college coaches from around the country as well as thousands of friends and family. The tournament runs for seven days although teams generally stay longer than seven days. Besides the games, we host an Opening Ceremony(including food) for all of the players and coaches, a manager’s meeting with food, as well as housing approximately fifty(50) umpires and staff plus provide scorekeepers and announcers at each field. Since most of these teams will be coming in from around the country(we’re assuming 100 teams will need hotels), we also coordinate housing for these teams. Because Kent will be hosting this event, teams will look to stay in Kent. We expect to utilize 8,000 room nights. Each team will be required to fill out a form letting us know where they stay, the number of rooms and the number of days. In 2013 we hosted the Men’s E Western Slow Pitch National. In an e-mail to Julie Pulliam I reported that of the twenty six(26) out of town teams, twenty two(22) reported hotel information to us. Over the two days of the tournament they utilized 229 room nights although with the additional four(4) teams it is fair to say that at least 250 room nights were collected. Over the years we have developed relationships with local restaurants, hotels, The Kent Downtown Partnerships(specifically Barbara Smith) as well as Kent Parks. With 1000’s of players, coaches, family and fans spending an entire week in Kent, the economic impact will no doubt be large. A tremendous amount of time and effort will take place over the next year and one half to include visiting the 2017 16A in Illinois as well as work with local food vendors and sporting goods companies to participate in this event. Scorekeepers and other staff members will also need to be hired. The end result will be a first class event that the City of Kent, Team Seattle, USA Softball and the coaches and players will long remember. Sincerely, Mike Rabin President, Team Seattle National Events Commissioner, USA Softball of Seattle m.rabin@comcast.net 206-276-9104 7 2014 2015 2016 2016 2017 2018 Actual Actual Adjusted YTD Budget Budget Beginning Fund Balance 193,663 371,803 394,516 394,516 472,260 475,200 Revenues Lodging Tax 249,377 279,466 275,000 291,672 280,500 286,110 Miscellaneous Income 205 411 90 1,512 500 500 Total Revenues 249,581 279,878 275,090 293,184 281,000 286,610 Expenditures Services & Charges 10,000 10,000 311 16,560 17,190 Marketing 13,516 144,977 168,000 160,477 168,000 168,000 Projects & Events 21,000 23,665 15,000 25,000 15,000 15,000 Chamber 18,500 18,500 18,500 18,500 18,500 18,500 ShoWare Branding & Marketing 18,425 60,022 60,000 (13)60,000 60,000 Total Expenditures 71,441 257,164 271,500 204,275 278,060 278,690 Change in Fund Balance 178,140 22,713 3,590 88,909 2,940 7,920 Ending Fund Balance 371,803 394,516 398,106 483,425 475,200 483,120 Lodging Tax Operating Fund Preliminary December 31, 2016 8