HomeMy WebLinkAbout04-11-2018 04/11/2018 E)( P L O R E Lodging Tax Advisory Committee
CaPietitA Meeting
pril 11,
2018— 10:00 AM
Council Chambers
EXPLOREAUBURN.COM MINUTES
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 Committee 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.
EXP LORE Lodging Tax Advisory Committee
Meeting
ue5"tat 11
Aril 11 2018- 10:00 AM
April
Council Chambers
EXPLOREAUBURN.COM 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.
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EXP LORE Lodging Tax Advisory Committee
0 1011, 4 Meeting
April 11, 2018— 10:00 AM
Council Chambers
EXPLOREAUBURN.COM 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.
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