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.
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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 DurationTop 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.