152 W. Cedar Street, Sequim, WA 98382 PH (360) 683-4139 FAX (360) 681-3448 Lodging Tax Advisory Committee Meeting –Friday, March 15–10:00 a.m. Sequim Civic Center, 152 W. Cedar Street Burkett Community Conference Room – First Floor Agenda: Approve minutes from the December 14, 2018 meeting Lodging Tax YTD TEG Grant Applications • Sequim Lavender Growers Association – Sequim Lavender Festival • Sequim Irrigation Festival • North Olympic Discovery Marathon • Run the Peninsula – Railroad Bridge • Run the Peninsula – Jamestown S’Klallam • Tour de Lavender • Sequim Lavender Experience Driving Guide Marketing Tools Update • How Do You Say Sequim Brochure - Reprint New Ads • NW Travel & Life • 1889 • Outdoors Northwest • WA State Visitor Guide Articles • 25 Best Places to Visit in Washington State – vacationidea.com New Event • Sequim Sunshine Festival – March 6 & 7, 2020 2019 Meeting Schedule – all meetings are at 10:00 a.m. • Friday, June 14 • Friday, August 23 • Friday, December 13 Information Sharing City of Sequim Business Hours: 8:00 a.m. to 4:30 p.m. Website: www.sequimwa.gov 152 W. Cedar Street, Sequim, WA 98382 PH (360) 683-4139 FAX (360) 681-3448 Lodging Tax Advisory Meeting December 14, 2018 Meeting Minutes In Attendance: Candace Pratt, Anji Scalf, Namaste Cousins, Marsha Massey (by phone) and Barbara Hanna. August 30, 2018 Meeting Minutes –Minutes from the August 30, 2018 meeting were reviewed. It was moved and seconded that the minutes be approved as submitted. The motion passed unanimously. YTD Lodging Tax – YTD Lodging Tax was reviewed. The City of Sequim Lodging Tax numbers are up 7.5% over 2017. The Lodging Tax is 32% above the 2018 budget. It was noted that a couple of properties had both their August and September funds reported in August. This shows as an extreme overage in October and underage in November on the Lodging Tax chart. TEG Grant Applications • Frosty Moss Relay - The Committee reviewed a Tourism Enhancement Grant application for operational support of the Frosty Moss Relay scheduled for February 2019. It was moved and seconded that the grant be approved for $1000. The motion passed unanimously • Sequim Lavender Experience Sea-Tac Advertising – The Committee reviewed a Tourism Enhancement Grant for the production and installation of artwork on a kiosk at Sea-Tac Airport as part of the Port of Seattle Spotlight Grant program. The program would be a partnership between the Sequim Lavender Experience and the City of Sequim. It was moved and seconded that a grant for up to $2000 be approved on condition of selection by the Port of Seattle for the program. The motion passed unanimously. • The Lavender of Sequim – The Committee reviewed a Tourism Enhancement Grant for the printing of a book: The Lavender of Sequim. Because this is a for-profit venture, it was moved and seconded that the approval of a $1000 grant be conditional on 1) the inclusion of the Sequim Tourism website www.sequimwa.gov as a resource in the book, 2) The inclusion of www.sequimwa.gov in at least five of the social media posts promoting the book, and 3) the usage of five images from the book be available for use for general marketing purposes through the City of Sequim. The motion passed unanimously. City of Sequim Business Hours: 7:30 a.m. to 4:00 p.m. Website: www.sequimwa.gov Marketing Tools: • Website Update –The new website launched on September 17, 2018. • Social Media Campaign - Barb worked with the Method Agency to run social media campaigns in the spring, summer and fall. The program was successful and increased Facebook followers to more than 7500, Twitter followers over 1250, and the development of the tourism Instagram page. • Ads- New ads include: • Outdoors NW – September/October Issue • Northwest Travel & Life -September/October Issue • Transit ad in Seattle for 8 weeks, Portland and Pierce County for 4 weeks Articles: • Times Columnist, Victoria, British Columbia – Cycling the Olympic Discovery Trail from Port Angeles to Sequim • Real Food Traveler – A Night on the Town in Sequim • Conde Nast Traveler – 30 Landscapes you Won’t Believe are in the U.S. • Seattle Magazine – Take a Trip to Sequim and Port Townsend • Frommer’s – Best Places to go in 2019 Sequim Sunshine Festival–The committee continues to meet to plan this new event for February 28 & 29, 2020. 2019 Meeting Schedule – The committee will continue to meet quarterly. All meetings will take place in the Community Room at the Civic Center at 10:00 a.m. The 2019 schedule is: Friday, March 15 Friday, June 14 Friday, August 23 Friday, December 13 Meeting adjourned. City of Sequim Business Hours: 7:30 a.m. to 4:00 p.m. Website: www.sequimwa.gov 23'd Sequim Lovender Festival @ City of Sequim Tourism 2OI9 Enhancement Grant Fund Request www, I øv e n d e rfe st ivq l. co m Packet lncludes: swr- Grant Application Cover Sheet ',tL¿, \ür"! City of Sequim Grant Overview for 2019 NúIH. Summary of project for review 2019 Grant Attendance Predictions =-ÈltÞ" Overview of Carrie Blake Park Location ;$fþ: 2O1g Rack Card, 2O1g Guide in Production -RÞr. 2Aß Economic Evaluation date d 8t24t18 --\iF" Cost of City Services 2018 for Reference -\YÞ Hotel/Motel Tax Collections Flow Chart -uuoJ¡ . -=\P'- Proof of Liability Insurance -\fÊ*= Temporary Activity Permit Application (pages 5-8) -\ïË- Indemnification & Hold Harmless Agreement City of Sequim Rec'd by Cify G Tourism Enhancement Fund S +Ð/ Grant Apptication Coversheet Date C¡TY OF SE UIM ProjecUEvent Tiúe: 23 Sequim Lavender Festival. Street Fair in park & Farm Tour submitting organization: Sequim Lavendef Gfowefs Association (SLGA) dba Sequim Lavender Festival Federal lD# (ifapplicable) ProjecvEvent Director: Mary Jendrucko rtre: FeStival Chair/Treasurer SLGA MairingAddres., P.O. Box 3844, Sequim, WA 98382 relephone: 360-68 1 -303 5 Fax: cell BEST 360-670-8150 E-mail Address: avenderfestival.com Location of Project: Carrie Blake COmmunity Park Amount Requested from Tourism Enhancement Fund: $z Use ofFunds: (check one) X Tourism Promotion/ActivitY in your narrative and check offthe please send one (l) original and six (6) copies of your application. Include the following information items on this list: X 1. Summary of tbe ProjecUevent. (include location and date, ifapplicable) X 2. òescription of how projectl.uént *itt athact overnight destination guests. Must include the completed Tourism Enhancement Grant Attendance Predictions, which will ask: o Number of attendees . Attendees who traveled 5ûf miles . Attendees from out ofthe state or out ofthe country ¡ Attendees that stayed in paid overnight lodging . Attcndees that did not pay for ovemight lodging . Number of Paid lodging nights . Method that these numbers were determined E 3. List of key personnel on projecVevent committee' X 4. Proposed budget showing revenuelexpenses' in projeclevent (include dishibution, publication and target market Ñ 5. ltemized list o--f how theré gr*t funds will be used information, if applicable). - ^ - (include distributior¡ publication and target market information, if applicable) X 6. Proof of liabilitY insurance. projeclEvent to the program outline for Notification of acceptance will be sent to the Director at the above address. Please refer application requirements and projecVevent criteria- our obligations in accordance r¡¡ith same We have read and understand theterms and requirements of this program and agree to futfiIl should this application be selected for frrnding. Signature: 2126lL9 Revision effective 3 12/2016 - ' '' i" -"t"**. 'a&, CITY OF " Ë l-52 \\¡. il¿r1¿rr Strcei. Srq¡ig. \\iA 9r'i:ì31 =a##%* (i60) 1-3'4"iE Èe Ë Pii (-rlrt)) ó[ii-41:19 l:r\X ó8 -"Ì'e'l.qtla^ fr ,+ SE, LJIM q;*;.'!'r'' -#' - gd.F City of Sequim Tourism Enhancement Grant Fund Grant Program Guidelines: o Objectives o Funds Available o Appropriate Uses . ApplicationGuidelines o Evaluation Criteria o Selection Process o Conditions of Funcling Disbursement . Request for Pa1'rnent . Recap Applications and Forms: o Grant Application ¡ Bill Submission Form ¡ Project Recap Form 681-3422. If awarded a grant, contact Barbara Hanna for logo requirements bhanna(ô.sequimwa.gov ot Objective: The City of Sequim receives funding ûom room tax revenues generated in the City of Sequim and beárs an obligation to promote and enhance lodging nights in Sequim' The Tourism overnight Enhancement Fund is designed to encourage tourism-related projects/events that attract destination guests. Funds Available: projects/events and The City of Sequim has funds available for investment in Tourism Enhancement possible, grant activities for the calendar year 2019. In order to facilitate as many projectslevents as funding usually will not exceed $1,000 per projeclevent. Due to new legislation and reporting grant requirements, any organization requesting funding from the Lodging Tax Fund must complete a event or application and follow-up paperwork even if they have a contract with the City to support their project. 'l::ii {.'ìi! ,.ìi ::-r:,'Ì!ìr i:iiiti¡;;:,,; li';,¡i.s: iì.iïì i!} :l''.;l} iì.i:1. Appropriate Uses: The Washington State Legislature sets the hoteVmotel tax rules. The Legislature has indicated that these funds are to be used solely for tourismpromotion, support and operations of special events, and for the acquisition and/or maintenance of tourism-related facilities. Application Guidelines: . Grant applications will be reviewed quarterly until all firnding is spent. o Grant applications must be submitted for consideration on the first day of the month prior to a scheduleã review meeting, usually the second Friday of March, June, September and December. *Note - the September meeting may occrrr earlier based on the City Budget Calendar. The Project Director will be notified if his/her attendance is required at the Committee meeting where the application will be reviewed- . Applicants should be aware that the full requested amount may not be funded.