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HomeMy WebLinkAbout11-14-2018 Agenda Packet Lodging Tax Advisory Committee Meeting November 14, 2018 – 10:00 AM Room #3, Second Floor AGENDA I. CALL TO ORDER a. Roll Call II. APPROVE APRIL MEETING MINUTES III. OLD BUSINESS 1) Rules of Procedure Revision – Steve Gross, City Attorney 2) Tourism Updates a. September 2018 Financials IV. NEW BUSINESS 1) Q4 Advertising Campaign Update 2) Auburn Adventure Film Festival 3) Review 2019 Grant Applications 4) Second Round of Grant Applications V. 2019 LTAC MEETINGS  Next LTAC Meetings: Wednesday, April 10, 2019 Wednesday, November 13, 2019 VI. ADJOURNMENT Lodging Tax Advisory Committee Meeting April 11, 2018 – 10:00 AM Council Chambers MINUTES I. CALL TO ORDER The meeting was called to order at 10:43 am by Chairwoman Nancy Backus. In attendance: Mayor Nancy Backus, Bob Fraser, Susan Roberts, Christian Faltenberger Excused Absences: Satpal Sohal, Aman Ghag, Andy Cho Staff present: Doug Lein, Economic Development Manager; Lorraine Chachere, Tourism Coordinator II. APPROVE FEBRUARY MEETING MINUTES Committee Member Faltenburger motioned to approve the February Special Meeting minutes. Committee Member Fraser seconded the motion. MOTION PASSES UNANIMOUSLY 4 – 0. III. OLD BUSINESS 1) Rules of Procedure – Amendment A red lined version of the Rules of Procedure with cleaned up language reviewed by Legal was offered to Board Members. Committee Member Fraser motioned to approve the updated Rules of Procedure. Committee Member Faltenburger seconded the motion. Chairwoman Backus pointed out that in the proposed amendments there is a 30 day notice of notifying the Secretary of the Committee. Because the Committee meets twice a year, this requirement may be problematic. Motion is tabled until the length of notice required as well as if the five day requirement of the Agenda being given to the Committee references five business days is clarified by Legal. Coordinator Chachere will also find out as requested by Chairwoman Backus if telephonic meetings are permissible to be able to vote on the Amendments for the Rules of Procedures prior to the next scheduled LTAC meeting in November. Lodging Tax Advisory Committee Meeting April 11, 2018 – 10:00 AM Council Chambers MINUTES 2) Tourism Updates a. February 2018 Financials The February Financials were presented and Coordinator Chachere indicated that the approval of BA#5 was not included in the report yet had been approved. b. Spotlight Grant Auburn Tourism was selected as grant recipient for Port of Seattle's Spotlight Program in which the Port subsidizes the placement of an ad at a minimal cost to the grant recipient. Our ad will be placed in Concourse D and be displayed from April - June. It is all part of generating awareness of Auburn during shoulder season. Not just for locals who travel for business, but also for leisure travelers to learn more about Auburn from our tourism website. Unfortunately, Auburn was not selected as a recipient in the Port’s Tourism Marketing Grant program and Coordinator Chachere will speak with the Port’s Tourism Director for feedback on the proposal submitted. IV. NEW BUSINESS 1) Adopt 2019-2020 Proposed Budget Manager Lein explained this was a conservative assessment of revenues from the three new hotels that will be built within the next year. Chairwoman Backus pointed out that the calculations of the Reserves were not accurate. Coordinator Chachere will correct them. Committee Member Fraser suggested that because the LTAC only meets twice a year and to avoid more Budget Amendments, to bring the budgeted revenues by $15,000 for 2019 and $15,000 in 2020 to allow for the Tourism Board’s planning and operations. Committee Member Faltenburger motioned to approve the updated 2019 -2020 revenues to $150,000 and for the 2020 marketing budget to $160,000 to the anticipated revenue for the Tourism Budget with the corrections to the Budgeted Reserve Balance, the Reserve Restriction, and the Unrestricted Reserve Balance. Committee Member Fraser seconded the motion. MOTION PASSES UNANIMOUSLY 4 – 0. Lodging Tax Advisory Committee Meeting April 11, 2018 – 10:00 AM Council Chambers MINUTES 2) Overview of 2019 Grant Application Process and Review Updated Application Package Coordinator Chachere provided a timeline, suggested criteria for recipient selection, scoring sheet, and amended applications and After Event Reports for the LTAC to review for the upcoming 2019 application process. It was met with approval from Committee Members to proceed. V. UPCOMING TOURISM MEETINGS 1) A Night at the Museum – Board Mixer on Tuesday, May 15th 5:30pm – 7:30pm At last month’s Tourism Board meeting, the Board decided they wished to have a social mixer to get to bring together the Boards (the LTAC, BIA, ADA) since we all have shared goals and objectives and can look to ways to work cohesively on various collaborations. An informal reception on Tuesday, May 15th from 5:30pm – 7:30pm graciously hosted at the White River Valley Museum. 2) Auburn Tourism Forum – Tuesday, November 7th 9AM – 11AM The goal of the Tourism Forum is to bring everyone together to share information, our progress of the year, and provide a glimpse of what to anticipate for 2019. It’s all part of bringing the people and business together who share common goals as it pertains to marketing Auburn and ensuring Auburn thriving businesses, so everyone knows what Tourism is doing and we can figure out ways to help each other meet those goals. The reason it is in November and not in December is that the BIA has voted to not meet in December because it is a very busy time for their businesses. Therefore, to increase the likelihood of more business owners attending, it will take place in early November ahead of the holidays and busy retail season. 3) Next LTAC Meeting: Wednesday, November 14th at 10AM in Room #3 in City Hall. VI. ADJOURNMENT There being no further business to discuss or conduct, the meeting adjourned at 11:28am. Lodging Tax Advisory Committee Meeting April 11, 2018 – 10:00 AM Council Chambers MINUTES _________________________________ _________________________________ MAYOR NANCY BACKUS, CHAIR LORRAINE CHACHERE, TOURISM COORDINATOR LTAC – Rules of Procedure CITY OF AUBURN LODGING TAX ADVISORY COMMITTEE RULES OF PROCEDURE DECEMBER 2017DRAFT UPDATE MARCH APRIL 24,OCTOBER 25, 2018 LTAC – Rules of Procedure Page 2 of 10 CITY OF AUBURN TOURISM BOARDLODGING TAX ADVISORY COMMITTEE - RULES OF PROCEDURE TABLE OF CONTENTS SECTION SUBJECT PAGE I. NAME..........................................................3 II. MEMBERSHIP.............................................3 III.I. MEETINGS...................................................4 IV.II. AGENDA......................................................5 V.III. ELECTION ..................................................5 VI.IV. CHAIR..........................................................5 VII.V. SECRETARY...............................................6 VIII.VI. QUORUM.....................................................6 IX.VII. ABSENCE OF MEMBERS..........................6 X.VIII. VOTING........................................................7 XI.IX. CONFLICT OF INTEREST..........................8 XII.X. AMENDMENT..............................................8 LTAC – Rules of Procedure CITY OF AUBURN LODGING TAX ADVISORY COMMITTEECOMMITTEE RULES OF PROCEDURE We, the members of the City of Auburn’s Lodging Tax Advisory Committee, do hereby adopt, publish, and declare the following Rules of Procedure: I. NAME: The official name of the City of Auburn Lodging Tax Advisory Committee shall be the “Lodging Tax Advisory Committee.” The membership and terms of office of the members of the Lodging Tax Advisory Committee shall be as provided in Chapter 2.76 of the Auburn City Code (ACC). The board committee shall serve in an advisory capacity to the mayor and city council, for the purpose of planning and promoting tourism related activities. (Ord. 6041 § 1, 2006.) II. MEMBERSHIP: A. The Auburn LTAC shall consist of seven members appointed by the mayor and confirmed by the city council, who shall serve at the pleasure of the city council. The members shall be residents of the city or have a current licensed business in the city of Auburn. B. Members of the Auburn LTAC are prohibited from being members of the Auburn Tourism Board. (Ord. 6041 § 1, 2006.) C. Terms and Vacancies: Subject to the provisions of chapter 2.30 of the city code and at the pleasure of the city council, members of the LTAC shall serve for a term of three years or until appointment of a successor member, whichever is later. (Ord. 6041 § 1, 2006.) III. MEETINGS: Commented [SG1]: This information is covered in Chapter 2.76 ACC LTAC – Rules of Procedure Page 2 of 10 A. All meetings will be held at the Auburn City Hall, Auburn, Washington, unless otherwise directed by the Chair of the LTAC. B. Meetings of the LTAC shall will be conducted in conformity with the requirements of the Washington State Open Public Meetings Act, Chapter 42.30 of the Revised Code of Washington (RCW). Executive sessions can only be held in accordance with the provisions of Section 42.30.110 RCW C. The LTAC CommitteeCommittee shall will meet twice every year: on annually when there is new official business the second Wednesday in April and November at 10:00 a.m. at City Hall to transact official business, and hold additional meetings as the chairperson or a majority of the LTAC deem necessary, and shall be open to the public.. (Ord. 6041 § 1, 2006.) 1. The meeting shall convene at 10:00 A.M. unless otherwise directed by the Tourism Coordinator or the Chair shall be open to the public. D. Special meetings of the LTAC CommitteeCommittee shall will be at the call of the Chair or by a majority of the Committee. Special meetings of the LTAC may also be called by the Deputy Chair of the LTAC in the Chair’s absence. A minimum notice of 24 hours shall will be provided for special meetings in accordance with State law. 2. If quorum is not reached by the RSVPs in advance of the meeting, a meeting may be canceled at the notice of the Chair provided at least 24 hours in advance. E. Except as modified by these rules of procedure, Robert's Rules of Order, Newly Revised, most current version , shallwill govern the conduct of the meetings. 3. The LTAC may conduct business in closed session as allowed in conformity with Section 42.30.140 RCW. F. An agenda shallwill be prepared in advance of every regular and special meeting of the LTAC Lodging Tax Advisory CommitteeCommittee. Meeting agendas and materials on items on an agenda for a regular meeting shallwill be provided to members of the Lodging Tax Advisory Committee LTACommittee C not less than five (5) business days in advance of the regular meeting and as soon as practicable before a . Meeting agendas and materials on items on an agenda for a special meeting shall be provided to members of the LTAC as promptly in advance of the meeting as can reasonably be accomplished. . Commented [SG2]: Covered in D. LTAC – Rules of Procedure Page 3 of 10 IV. AGENDA: An agenda shallwill be prepared for each meeting consisting of the following order of business: A1. CALL TO ORDER Roll Call/Establishment of Quorum B2. Approval of Minutes C3. Old Business D4. New Business E5. Next Meeting Details F6. Adjournment G7. Additional items may be added to the agenda by the Lodging Tax Advisory Committee Chair or a majority of the Committeeperson. The Chair person shallwill have the discretion to amend the order of business. V. ELECTION OF OFFICERS: A1. The Mayor shallwill serve as Chair. person . A Deputy Vice Chair shall be elected from the appointed members of the Board and such other officers as the Board may, by the majority vote, approve and appoint. B2. A Vice Chair will be elected from the appointed members of the Board The election of officers shall take place once each year at the Board’s first regular meeting of each calendar year. The term of office of each officer shall run until the subsequent election.The election of Vice Chairperson shall take place once each year at the LTACCommittee’s’s first regular meeting of each calendar year. The term of office of each officer shallwill run until the subsequent election. C3. The vacancy of the Vice-Chair during his or her term of office shall be filled for the remaining term of office by the Mayor and confirmed by the City Council. The Committee elect other officers by a majority vote. VI. CHAIR: A1. The Chairperson shallwill preside over the meetings of the Board LTACCommittee and may exercise all the powers usually incident of theto that office. The Chairperson shallhas be considered as a member of the Board LTAC and have the full right to participate in and vote on all matters before have his/her own vote recorded in all deliberations of the Board LTAC Committee. Unless stated otherwise by abstention or nay, the Chairperson 's vote shall be considered to be affirmative for the motion. B2. The Chair rperson shallmay have power to create temporary committeesubcommitteess of one or more members. Standing sub- ccommitteeommittees of the Board LTAC shall may be created at the direction LTAC – Rules of Procedure Page 4 of 10 of the Board LTACCommittee, and members will be appointed by the Chairperson . Standing or temporary committeesubcommittees may be charged with such duties, examinations, investigations and inquiries relative to one or more subjects of interest to the BoardLTACCommittee. No standing or temporary subcommitteecommittee shallwill have the power to commit the Board LTAC Committee to the endorsement of any plan or program without the approval at the regular or special meeting of the full Board LTAC Committee. C3. The Deputy Vice Chairperson shallwill perform all the duties of the Chair in the absence of the Chairperson , perform all the duties incumbent upon the Chairperson . D. In the event of the absence ofIf both the Chair person and Vice Chair will be absentperson , the senior member of the Board present shall act as Chair for that meeting or Chair person may delegate the responsibilityies of this section to another member. If the Chair does not delegate their responsibilities, the members of the Committee present at the meeting will select a member to act as Chair for that meeting. VII. SECRETARY: A member of City staff shallwill act as the Secretary for the Lodging Tax Advisory CommitteeLTACCOMMITTEE and shallwill keep a record of all meetings of the Board LTAC COMMITTEE and its committeessubcommittees. These records shallwill be retained kept at the City Clerk’s Office. All public hearings shallwill be electronically recorded verbatim and a summary of the discussion and actions will be recorded as Meeting Minutes. VI II. QUORUM: A simple majority of the appointed members shallwill cconstitute a quorum for the transaction of business. A simple majority vote of the quorum members present shallwill be sufficient to take action on the matters before the BoardLTACCommittee; provided that. iIf at any time during the meeting, a quorum is no longer present, the meeting may only continue for the time and duration necessary to fix a time for adjournment, adjourn, recess or take measures to obtain a quorum. IX. ABSENCE OF MEMBERS: In the event of If a member being is absent for two (2) consecutive regular meetings, or being absent from 100% of the regular meetings during any calendar year, without being excused by the Chairperson , the Chairperson may request for his or her resignationrecommend to City Council that the absent member’s appointment be LTAC – Rules of Procedure Page 5 of 10 terminated and a new member be appointed. To be excused, members must inform the LTACCommittee’s ’s Secretary or the Tourism Coordinator in advance of before the meeting date if they cannot attend a scheduled meeting. LTAC – Rules of Procedure Page 6 of 10 X. VOTING: A. Any member, including the Chair, not voting or not voting in an audible voice shall be recorded as voting in favor of the motion. AB. The Chairperson , Secretary, or upon request from a Boardany LTACCommittee member, may take ask for a roll call vote. BC. It is the responsibility of eEach member of the Lodging Tax Advisory CommitteeLTACCommittee will to vote when requested on a matter before the full Board LTAC. However, a member may abstain from discussion and voting on a question because of vote unless that member has a stated conflict of interest or appearance of fairness. CD. If any member of the Lodging Tax Advisory CommitteeLTAC intends to abstain, from a vote on the motion, that member shallwill so advise the Chairperson and , if there is no objection to the abstention, shallwill not participate in discussion or voting remove and absent abstain himself/herself from the deliberations and considerations of the motion, and shall have no further participation in on the matter. Such advice abstention shall be given prior to any discussion or participation on the subject matter or as soon thereafter as the member perceives a need to abstain, provided that, prior to the time that a member gives advice of an intent to abstain from an issue, the member shall confer with the City Attorney to determine if the basis for the member's intended abstention conforms to the requirements hereof. If the intended abstention can be anticipated in advance, the conference with the City Attorney should occur prior to the meeting at which the subject matter would be coming before the Lodging Tax Advisory Committee. If that cannot be done, the member should advise the Chair that he/she has an "abstention question" that he/she would want to review with the City Attorney, in which case, a brief recess would be afforded the member for that purpose before proceeding further. DE. If a there is a tie vote exists, after recording the Chairperson 's vote, the motion fails. However, a motion for denial that fails on a tie vote shallwill not be considered an approval. (Note: better practice is that all motions be worded as an affirmative action). LTAC – Rules of Procedure Page 7 of 10 XI. CONFLICT OF INTEREST: A. Any member of the Board LTAC Committee who in his or hertheir opinion has a conflict ofn interest in any matter before the Board LTAC that would tend to prejudice his or her actions under state or City law shallwill publicly announce the general nature of the conflict during the meeting, and will not participate in the matterindicate, step down and leave the meeting room until the matter is disposed. A member need only be excused from legislative or organizational action if the potential conflict of interest is direct and substantial.. 1.(1) No member of the Lodging Tax Advisory CommitteeLTAC may use his or her position to secure special privileges or exemptions for himself, herself, or others. 2.(2) No member of the Lodging Tax Advisory Committee LTAC may, directly or indirectly, give or receive or agree to receive any compensation, gift, reward, or gratuity from a source except the employing municipality, for a matter connected with or related to the officer's services as such an officer unless otherwise provided for by law. 3.(3) No member of the Lodging Tax Advisory Committee LTAC may accept employment or engage in business or professional activity that the officer might reasonably expect would require or induce him or her by reason of his or her official position to disclose confidential information acquired by reason of his or her official position. 4.(4) No member of the Lodging Tax Advisory Committee LTAC may disclose confidential information gained by reason of the officer's position, nor may the officer otherwise use such information for his or her personal gain or benefit. 5.(5) No member of the Lodging Tax Advisory Committee LTAC may take any action that is prohibited by Chapter 42.23 RCW or any other statutes identifying conflicts of interest. B. In addition to any other enforcement mechanisms that may exist, violations of Section XI may be enforced by action of the LTAC through sanctions such as votes of censure, letters of reprimand, recommendations to the City Council that an appointment be terminated, and other action as may be permitted by lawIf staff, another Committee member, or a member of the public raises a question about whether a member has a conflict of interest and the member does not voluntarily recuse themselves, the Chair may seek advice from the City Attorney. XII. AMENDMENT: LTAC – Rules of Procedure Page 8 of 10 The Rules of Procedure may be amended at any regular meeting of the Board LTACCommittee by a majority vote of the entire membership. The proposed amendment should shallwill be presented in writing at a preceding regular meetingto the LTAC Committee Secretary not less than 30 days before the regular meeting at which the LTAC Committee will vote on the proposed amendment. LTAC – Rules of Procedure CITY OF AUBURN LODGING TAX ADVISORY COMMITTEE RULES OF PROCEDURE DRAFT UPDATE OCTOBER 25, 2018 LTAC – Rules of Procedure Version Adopted by LTAC on __________________ Page 2 of 5 CITY OF AUBURN LODGING TAX ADVISORY COMMITTEE - RULES OF PROCEDURE TABLE OF CONTENTS SECTION SUBJECT PAGE I. MEETINGS...................................................4 II. AGENDA......................................................5 III. ELECTION ..................................................5 IV. CHAIR..........................................................5 V. SECRETARY...............................................6 VI. QUORUM.....................................................6 VII. ABSENCE OF MEMBERS..........................6 VIII. VOTING........................................................7 IX. CONFLICT OF INTEREST..........................8 X. AMENDMENT..............................................8 LTAC – Rules of Procedure CITY OF AUBURN LODGING TAX ADVISORY COMMITTEE RULES OF PROCEDURE I. MEETINGS: A. All meetings will be held at the Auburn City Hall, Auburn, Washington, unless otherwise directed by the Chair. B. Meetings will be conducted in conformity with the requirements of the Washington State Open Public Meetings Act, Chapter 42.30 of the Revised Code of Washington (RCW). Executive sessions can only be held in accordance with the provisions of Section 42.30.110 RCW C. The Committee will meet twice every year: on the second Wednesday in April and November at 10:00 a.m. D. Special meetings of the Committee will be at the call of the Chair or by a majority of the Committee. A minimum notice of 24 hours will be provided for special meetings in accordance with State law. E. Except as modified by these rules of procedure, Robert's Rules of Order, Newly Revised, most current version , will govern the conduct of the meetings. F. An agenda will be prepared in advance of every regular and special meeting of the Committee. Meeting agendas and materials will be provided to members of the Committee not less than five (5) business days in advance of the regular meeting and as soon as practicable before a special meeting. II. AGENDA: An agenda will be prepared for each meeting consisting of the following order of business: A. CALL TO ORDER Roll Call/Establishment of Quorum B. Approval of Minutes C. Old Business D. New Business E. Next Meeting Details F. Adjournment G. Additional items may be added to the agenda by the Chair or a majority of the Committee. The Chair will have the discretion to amend the order of business. III. ELECTION OF OFFICERS: Commented [SG1]: This information is covered in Chapter 2.76 ACC Commented [SG2]: Covered in D. LTAC – Rules of Procedure Version Adopted by LTAC on __________________ Page 2 of 5 A. The Mayor will serve as Chair. B. A Vice Chair will be elected from the appointed members of the Board at the Committee’s first regular meeting of each calendar year. The term of office of each officer will run until the subsequent election. C. The Committee elect other officers by a majority vote. IV. CHAIR: A. The Chair will preside over the meetings of the Committee and may exercise all the powers usually incident to that office. The Chair has the full right to participate in and vote on all matters before the Committee. B. The Chair may create temporary subcommittees of one or more members. Standing sub-committees may be created at the direction of the Committee, and members will be appointed by the Chair. Standing or temporary subcommittees may be charged with such duties, examinations, investigations and inquiries relative to one or more subjects of interest to the Committee. No standing or temporary subcommittee will have the power to commit the Committee to the endorsement of any plan or program without the approval of the full Committee. C. The Vice Chair will perform all the duties of the Chair in the absence of the Chair. D. If both the Chair and Vice Chair will be absent, the Chair may delegate the responsibilities of this section to another member. If the Chair does not delegate their responsibilities, the members of the Committee present at the meeting will select a member to act as Chair for that meeting. V. SECRETARY: A member of City staff will act as the Secretary for the COMMITTEE and will keep a record of all meetings of the COMMITTEE and its subcommittees. These records will be kept at the City Clerk’s Office. All public hearings will be electronically recorded and a summary of the discussion and actions will be recorded as Meeting Minutes. VI. QUORUM: A simple majority of the appointed members will constitute a quorum for the transaction of business. A simple majority vote of the members present will be sufficient to take action on the matters before the Committee. If at any time during the meeting, a quorum is no longer present, the meeting may onl y continue for the time LTAC – Rules of Procedure Version Adopted by LTAC on __________________ Page 3 of 5 and duration necessary to fix a time for adjournment, adjourn, recess or take measures to obtain a quorum. VII ABSENCE OF MEMBERS: If a member is absent from 100% of the regular meetings during any calendar year, without being excused by the Chair, the Chair may recommend to City Council that the absent member’s appointment be terminated and a new member be appointed. To be excused, members must inform the Committee’s Secretary before the meeting date. VIII. VOTING: A. The Chair, Secretary, or any Committee member may ask for a roll call vote. B. Each member of the Committee will vote unless that member has a conflict of interest. C. If any member intends to abstain from a vote on the motion, that member will advise the Chair and will not participate in discussion or voting on the matter. D. If there is a tie vote, the motion fails. However, a motion for denial that fails on a tie vote will not be considered an approval. (Note: better practice is that all motions be worded as an affirmative action). IX. CONFLICT OF INTEREST: A. Any member of the Committee who in their opinion has a conflict of interest under state or City law will publicly announce the general nature of the conflict during the meeting, and will not participate in the matter. B. If staff, another Committee member, or a member of the public raises a question about whether a member has a conflict of interest and the member does not voluntarily recuse themselves, the Chair may seek advice from the City Attorney. X. AMENDMENT: The Rules of Procedure may be amended at any regular meeting of the Committee by a majority vote of the entire membership. The proposed amendment will be presented to the Committee Secretary not less than 30 days before the regular meeting at which the Committee will vote on the proposed amendment. CHOOSE YOUR OWN ADVENTURE AD PERFORMANCE REPORT City of Auburn for City of Auburn From oct 23, 2018 to Nov 07, 2018 Created On Nov 07, 2018 Choose Your own Adventure - Week 2 In week 2 of the Choose Your own Adventure campaign, the overall metrics have held steady. The one change we made after the first week was to stop the underperforming Salt Lake City test ads. The most notable metric that we noticed was the cli ck-through rate on the Vancouver banner ads at nearly 1%. An outlier like this is suggests the potential of click fraud on a less than reputable site. We don't see clear evidence of that after looking at the individual sites that the ads were served. The highest clicks have come from TSN.ca (the Canadian ESPN) and CTV.ca (the Canadian ABC). The Vancouver Facebook/Instagram is dramatically underperforming the other regions and is costing significantly more. If it continues through this week, we will likely suggest disabling that placement and reallocating its spend. In the meantime, we suggest allocating the remaining Salt Lake City spend to the Vancouver region since it has exceeded our performance expectations. oct 31, 2018 - Nov 07, 2018 City of Auburn for City of Auburn From oct 23, 2018 to Nov 07, 2018 Created On Nov 07, 2018 CAMPAIGN SNAPSHOT - PAGE 1 Overall Stats 899.52K Impressions 4.10K Clicks 0.34% CTR Customer Journey Page Views: 3,550 Clicks: 4,102 Impressions: 899,520 Banner 395.47K Impressions 1.49K Total Ad Clicks 0.38% CTR Google AdWords 199.88K Impressions 670 Clicks 0.34% CTR Facebook/Instagram 325.20K Impressions 2.06K Clicks 0.63% CTR ExploreAuburn.com Website Traffic 1.39K Sessions 00:00:35 Avg. Session Duration 74.46% Bounce Rate Glossary of Terms Ad Fraud: Ad Fraud is when a company knowingly serves ads that no one will actually see as a way to drive “views” and revenue. For example, a website can use bots to automatically refresh its pages in order to reg ister a high number of page views and appear more attractive as an inventory source on ad exchanges. Average Session Duration: Provides a top-level view of how long users are spending on your website. Google Analytics does not count time for the last page viewed during a session. This means that average session duration will tend to be skewed lower than the actual amount of time people are spending on your website. Bounce Rate: Bounce rate is the percentage of sessions with a single pageview. Bounce rate can provide top-level insights about the performance of your content. It’s also important to apply context when analyzing bounce rate, since some pages will deliver all of the information somebody is looking for on a single page, for example, a store locator or a blog post. CPC (Cost per Click): CPC Stands for Cost per Click. This is the price paid by an advertiser for each ad click received. CTR (Click-Through Rate): CTR is a metric that measures the number of clicks your ad (s) receive per number of impressions. Impression: Impressions are sometimes called a view or an ad view, is a term that refers to the point in which an ad is viewed once by a visitor, or displayed once on a web page. Keyword: Google Analytics provide details about the keywords people use in their search to find your website or that trigger an ad to be displayed. Pageview: A pageview is reported when a page has been viewed by a user on your website. In the Google Analytics pages report, by default, your pages are ordered by popularity based on pageviews. This allows you to see which content is being viewed most often. Post Engagement: The total number of actions that people take involving your ads. Post engagements can include actions such as reacting to, commenting on or sharing the ad, claiming an offer, viewing a photo or video, or clicking on a link. Session: A single visit to your website, consisting of one or more pageviews. The default session timeout is 30 minutes, which means that if someone is inactive on your website for over 30 minutes, then a new ses sion will be reported if they perform another interaction. City of Auburn for City of Auburn From oct 23, 2018 to Nov 07, 2018 Created On Nov 07, 2018 PERFORMANCE BY REGION - PAGE 1 California 193.73K Impressions 805 Clicks 0.42% CTR Portland 222.64K Impressions 909 Clicks 0.41% CTR Puget Sound 235.54K Impressions 1.14K Clicks 0.49% CTR Vancouver 168.11K Impressions 1.03K Clicks 0.61% CTR Banner Total  California - Banner 81,043 279 0.34% $2.49 Portland - Banner 98,475 217 0.22% $4.01 Puget Sound - Banner 116,124 318 0.27% $3.24 Vancouver - Banner 68,245 657 0.96% $0.93 363,887 1,471 0.40%$2.18 Placement Impressions Total Ad Clicks CTR CPC Banner CTR California - Banner Portland - Banner Puget Sound - Banner Vancouver - Banner 0 0.2 0.4 0.6 0.8 1.0 Facebook Total  Puget Sound - FB/IG 68,816 592 0.86% $0.88 482 California - FB/IG 50,083 368 0.73% $0.92 301 Portland - FB/IG 85,299 583 0.68% $0.88 460 Vancouver - FB/IG 68,314 240 0.35% $1.40 197 272,512 1,783 0.65%$0.96 1,440 Ad Set Impressions Clicks CTR CPC Post Engagement Facebook CTR Puget Sound - FB/IG California - FB/IG Portland - FB/IG Vancouver - FB/IG 0 0.2 0.4 0.6 0.8 1.0 CTR City of Auburn for City of Auburn From oct 23, 2018 to Nov 07, 2018 Created On Nov 07, 2018 PERFORMANCE BY REGION - PAGE 2 Google AdWords Total  Choose Your own Adventure - Puget Sound 50,601 234 0.46% $1.54 Choose Your own Adventure - California 62,601 158 0.25% $2.07 Choose Your own Adventure - Vancouver 31,551 132 0.42% $2.45 Choose Your own Adventure - Portland 38,866 109 0.28% $3.17 183,619 633 0.34%$2.14 Campaign Name Impressions Clicks CTR Avg. CPC Google AdWords CTR Choose Your own Adventure - Vancouver Choose Your own Adventure - California Choose Your own Adventure - Portland Choose Your own Adventure - Puget Sound 0 0.1 0.2 0.3 0.4 0.5 City of Auburn for City of Auburn From oct 23, 2018 to Nov 07, 2018 Created On Nov 07, 2018 PERFORMANCE BY AD - PAGE 1 Banner - Dance Big Total 83,788 316 0.38%$2.34 CYoA - Dance Big - 160x600 10,682 24 0.22%$3.83 CYoA - Dance Big - 300x250 42,483 123 0.29%$2.94 CYoA - Dance Big - 300x600 13,000 51 0.39%$2.46 CYoA - Dance Big - 728x90 17,623 118 0.67%$1.35 Ad Impressions Total Ad Clicks CTR CPC Banner - Dine Big Total 87,351 268 0.31%$2.87 CYoA - Dine Big - 160x600 11,945 41 0.34%$2.47 CYoA - Dine Big - 300x250 43,292 93 0.21%$4.02 CYoA - Dine Big - 300x600 7,276 67 0.92%$1.05 CYoA - Dine Big - 728x90 24,838 67 0.27%$3.33 Ad Impressions Total Ad Clicks CTR CPC Banner - Play Big Total 69,019 283 0.41%$2.13 CYoA - Play Big - 160x600 10,477 23 0.22%$4.08 CYoA - Play Big - 300x250 30,966 90 0.29%$2.90 CYoA - Play Big - 300x600 6,974 33 0.47%$1.96 CYoA - Play Big - 728x90 20,602 137 0.67%$1.34 Ad Impressions Total Ad Clicks CTR CPC City of Auburn for City of Auburn From oct 23, 2018 to Nov 07, 2018 Created On Nov 07, 2018 PERFORMANCE BY AD - PAGE 2 Banner - Save Big Total 78,918 320 0.41%$2.15 CYoA - Save Big - 160x600 11,996 34 0.28%$3.04 CYoA - Save Big - 300x250 30,952 120 0.39%$2.17 CYoA - Save Big - 300x600 11,107 69 0.62%$1.54 CYoA - Save Big - 728x90 24,863 97 0.39%$2.24 Ad Impressions Total Ad Clicks CTR CPC Banner - Shop Big Total 76,398 306 0.40%$2.20 CYoA - Shop Big - 160x600 6,948 23 0.33%$2.67 CYoA - Shop Big - 300x250 33,711 101 0.30%$2.83 CYoA - Shop Big - 300x600 12,442 60 0.48%$2.00 CYoA - Shop Big - 728x90 23,297 122 0.52%$1.69 Ad Impressions Total Ad Clicks CTR CPC Facebook Total 304,167 1,939 0.64%$0.98 1,566 CYoA - Dance Big - FB/IG 94,637 783 0.83% $1.01 597 CYoA - Dine Big - FB/IG 41,958 178 0.42% $1.04 154 CYoA - Play Big - FB/IG 93,798 727 0.78% $0.90 589 CYoA - Save Big - FB/IG 25,191 63 0.25%$1.34 56 CYoA - Shop Big - FB/IG 48,583 188 0.39% $0.98 170 Ad Impressions Clicks CTR CPC Post Engagement City of Auburn for City of Auburn From oct 23, 2018 to Nov 07, 2018 Created On Nov 07, 2018 PERFORMANCE BY AD - PAGE 3 Google AdWords Total 199,883 670 0.34%$2.17 PLAY BIG 98,112 262 0.27%$2.38 SHoP BIG 27,242 198 0.73%$2.12 DANCE BIG 37,299 128 0.34%$1.99 DINE BIG 14,359 48 0.33%$1.88 SAVE BIG 22,871 34 0.15%$1.90 Ad Group Impressions Clicks CTR Avg. CPC City of Auburn for City of Auburn From oct 23, 2018 to Nov 07, 2018 Created On Nov 07, 2018 OTHER KEY METRICS - PAGE 1 Average Time on Site British Columbia California oregon Washington 00:00 00:02 00:04 00:06 00:08 00:10 00:12 00:14 Avg. Session DurationTop 10 Keywords outlet store 20,126 103 $2.35 jackpot 5,216 101 $2.09 city of auburn 7,202 94 $1.66 casino games 5,805 39 $2.84 table games 16,330 25 $2.39 casino 9,408 21 $2.39 roulette 1,564 18 $2.60 casinos 8,559 14 $2.79 club in 460 14 $1.81 dance club 2,614 12 $1.53 Keyword Impressions Clicks Avg. CPC # Organization / Event Date of Event Amount Requested Previous Applicant? 2018 Award Details Key Points ATB Comments 1 GeoTour/Auburn Parks & Rec. TBD $2,750 Y N/A  Date is not set yet.  Requesting funding from Kent, Renton LTACs and Maple Valley EcDev.  How would this impact bookings at Auburn hotels?  Funding Request is for operation costs, not marketing of event aimed for tourism. Two Board Members in favor of funding. Doubt of number of overnight hotel stays it would generate as inclement weather in Spring could impact participation and travel to event. 2 Petpalooza,/Auburn Parks & Rec. 5/18/19 $5,000 Y $3,500 Social media campaign geared to potential attendees 50+ miles away. All three Board Members recommended funding. 3 Veterans Day Parade/Auburn Parks & Rec. 11/9/19 $3,500 Y $3,500 - For 2019, to use for digital media to target cities surrounding military bases and active military 2) FB posts, videos, geo- targeting near military bases “This event is good for hotels. We get a lot of bookings.” “I would like to give more money to this. Even double, or triple. Hotels see a lot from this parade.” “They should receive [sic] $10,000.” 2019 Lodging Tax Grant Application Assessment Evaluation Score Sheet For Grant Applicants Organization Information Organization Name Requested Amount Contact Person Date of Event Ratings Available Points Points Awarded 1. Eligibility and Clarity 30 a. Is the application package complete and turned in prior to the stated deadline? 5 b. Has the request for funding summarized clearly the purpose of the event and the role funds would benefit if selected? 5 c. Does the project propose an efficient, economical use of the Auburn Lodging Tax funds? 10 d. How well does the event meet the LTAC’s mission and vision to “support the wider promotion and marketing of Auburn in order to attract local travelers and tourism”? 10 2. Growth and Collaboration Potential 20 a. Is the event financially sustainable?. 5 b. Is this a viable event with the potential to grow in attendance and exposure? 5 c. Is there inter-organizational or community partnerships that demonstrates a community collaboration? 5 d. Does the project have broad based community support? 5 3. Value Assessment – Evaluating Impact with Funding 50 a. Does this event enhance the lives of local residents as well as visitors’ experience? 10 b. How great is the potential to attract sponsorships and media exposure? 10 c. Will the project efficiently and effectively increase overnight stays, benefit local restaurants, stimulate retail sales, and promote visitor intent to return? 10 d. The applicant states clearly how they will recognize the support if granted a Lodging Tax Grant. 10 e. Does the applicant, in the scope of work, provide for an adequate method of the evaluation of outcomes of the proposed project upon completion? 10 TOTAL SCORE 100 COMMENTS COMMENTS Person Submitting Review Name Date APPLICATIONS ARE DUE AND MUST BE RECEIVED NO LATER THAN 4:00 PM FRIDAY, OCTOBER 5th, 2018. Incomplete and/or late applications will not be considered. Applications may not be amended or changed after the deadline for submission. The proposal and all documents filed with the City are public records. Please submit your completed application along with the required documentation to: City of Auburn Attention: Lorraine Chachere, Tourism Coordinator 25 West Main Street Auburn, WA 98001 OR VIA EMAIL: lchachere@auburnwa.gov _____ Completed and signed the cover sheet with this packet.  Completed application (attach additional sheets if necessary).  A copy of your agency’s current non-profit corporate registration with Washington Secretary of State.  Brochures and/or other supplemental information about your event/activity/facility and/or recent tourism promotion efforts. APPLICATIONS ARE DUE NO LATER THAN 4:00 PM ON FRIDAY, OCTOBER 5th, 2018. LATE APPLICATIONS WILL NOT BE CONSIDERED. The Lodging Tax Advisory Committee will review your application at their November meeting. It is possible they may wish to interview applicants for more information or clarification. Should the Lodging Tax Advisory Committee recommend funding for your event/activity/facility, they will forward their recommendation to the City Council for their review and authorization. It is anticipated that funding decisions will be made and announced in January 2019. How did you hear about Auburn’s Lodging Tax Tourism Enrichment Program? ______________________________________________________________________ APPLICATION OVERVIEW APPLICATION CHECKLIST APPLICATION TIMELINE 2 2019 Application for City of Auburn Lodging Tax Tourism Grant APPLICATION DEADLINE: FRIDAY, OCTOBER 5th, 2018 by 4:00 PM Total Amount Requested: $ . Name of Event________________________________ Organization/Agency Name Federal Tax ID Number Contact Name Title Mailing Address City State Zip Phone Email Address Event Location Event Date(s) Check all service categories that apply to this application: ____ Tourism Promotion/Marketing ____ Operation of a Special Event/Festival designed to attract tourists ____ Operation of a Tourism Promotion Agency ____ Operation of a Tourism-Related Facility owned or operated by a non-profit organization ____ Operation and/or Capital Costs of a Tourism-Related Facility owned by a municipality Check which one of the following applies to your agency: (Note: Priority will be given to non-profit or public (government) agencies for Lodging Tax funding) ____ Non-Profit (Attach copy of current non-profit corporate registration with Washington Secretary of State) ____ Public Agency ____ Other ORGANIZATION/AGENCY INFORMATION APPLICANT CERTIFICATION 3 Signature Date Printed or Typed Name PROJECT INFORMATION AND USE OF FUNDS QUESTIONNAIRE I am an authorized agent of the organization/agency applying for funding. I understand that my agency will be required to submit a report documenting economic impact results in a format determined by the City. I also understand that: Tourism Promotion Activities or Tourism-Related Facilities:  This is an application for a contract with the City of Auburn and, if awarded, my organization intends to enter into a Municipal Services Contract with the City of Auburn. Events/Festivals:  The applicant has, or can obtain, general liability insurance in the amount commensurate with the exposure of the event/festival.  The City of Auburn will only reimburse those costs actually incurred by my organization/agency and only after the service is rendered, paid for if provided by a third party, and a completed and signed Request for Reimbursement/After Event Report (or other form acceptable to the City) has been submitted to the City, including copies of invoices and payment documentation. 4 1. Describe your tourism-related activity or event: 2. Describe why tourists will travel to Auburn to attend your event/activity/facility: 3. Provide an estimate of the number of participants who will attend the event/activity in each of the following categories. Please use the Calculation Methodology as defined below: As a direct result of your proposed tourism-related service, provide: Estimate Calculation Methodology (See options below) a. Overall attendance at your event/activity/facility □DC □IC □RS □IS □SE b. Number of people who travel more than 50 miles for your event/activity □DC □IC □RS □IS □SE c. Of the people who travel more than 50 miles, the number of people who travel from another country or state □DC □IC □RS □IS □SE d. Of the people who travel more than 50 miles, the number of people who stay overnight in UNPAID accommodations in Auburn □DC □IC □RS □IS □SE e. Of the people staying overnight, the number of people who stay in PAID accommodations (hotel/motel/bed & breakfast) in Auburn □DC □IC □RS □IS □SE f. Number of paid lodging room nights resulting from your event/ activity/ facility (example: 25 paid rooms on Friday and 50 paid rooms on Saturday = 75 paid lodging room nights) □DC □IC □RS □IS □SE Glossary for Calculation Methodology Options: 5  Direct Count: (DC) Actual count of visitors using methods such as paid admissions or registrations, clicker counts at entry points, vehicle counts or number of chairs filled. A direct count may also include information collected directly from businesses, such as hotels, restaurants or tour guides, likely to be affected by an event.  Indirect Count: (IC) Estimate based on information related to the number of visitors such as raffle tickets sold, redeemed discount certificates, brochures handed out, police requirements for crowd control or visual estimates.  Representative Survey: (RS) Information collected directly from individual visitors/ participants. A representative survey is a highly structured data collection tool, based on a defined random sample of participants, and the results can be reliably projected to the entire population attending an event and includes margin of error and confidence level.  Informal Survey: (IS) Information collected directly from individual visitors or participants in a non-random manner that is not representative of all visitors or participants. Informal survey results cannot be projected to the entire visitor population and provide a limited indicator of attendance because not all participants had an equal chance of being included in the survey.  Structured Estimate: (SE) Estimate produced by computing known information related to the event or location. For example, one jurisdiction estimated attendance by dividing the square footage of the event area by the international building code allowance for persons (3 square feet).  Other: (please describe) 4. Is there a host hotel for your event? Yes  No If yes, list the host hotel(s): If a host hotel(s) was/were used last year, please provide an estimate of how many rooms were booked last year at each hotel. 5. Describe the prior success (number of attendees, media exposure, etc.) of your event/activity/facility in attracting tourists: 6. Describe your target tourist audience (location, demographics, etc.): 7. Describe how you will promote your event/activity/facility to attract overnight tourists: 6 8. How do you intend to use the Lodging Tax funds if selected as a grant recipient? (Please be as descriptive as possible with the strategy, plan and reasons for your application.) 9. Describe how you will promote lodging establishments, restaurants, and businesses located in the City of Auburn. What will the City of Auburn/Tourism get in return for funding (e.g. logos, links print material, radio, TV etc.)?: 10. Are you applying for Lodging Tax Grants from another community? Yes  No If yes, list the other jurisdiction(s) and amount(s) requested. 11. What will you or your organization do differently this year that will improve upon last year’s event? 12. What is the overall budget for your event/activity/facility? Please provide an itemized list identifying each type of expenditure to be reimbursed. 13. What percent of your budget are you requesting from Auburn Lodging Tax Fund? __________% 14. Please identify your top 5 sources of revenue anticipated for your 2019 event not including requested City of Auburn LTAC funds. (Please do not include in-kind contributions.) Source of Revenue Amount Confirmed? Y/N Date Funds Available 15. What will you cut from your proposal or do differently if full funding for your request is not available or recommended? 7 16. Funding History Was this event previously funded with Auburn lodging tax funds in the past four years? _______YES _______NO 17. If yes, how much funding did you receive in: 2015 _______________ 2016 _______________ 2017 _______________ 2018________________ 18. Number of total years you have received City of Auburn lodging tax funds: _______________ 19. If you received a 2018 Lodging Tax Grant, please fill out the attached report showing how funds awarded were used. If you were not a 2018 grant recipient, there is no need to complete one.