PACKET: Commissioners Meeting Special - LTAC at Fri, Nov 08, 10:30 AM

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Lodging Tax Advisory Committee (LTAC) 2025 Funding Cycle Priorities and Proposals

Topic Summary

The Jefferson County Board of County Commissioners (BOCC) has established new ranked priorities for the 2025 Lodging Tax Advisory Committee (LTAC) funding cycle, emphasizing destination development investments over traditional destination marketing. The LTAC is tasked with reviewing 16 proposals totaling $1,298,332.68 against an estimated available fund of $900,000. The proposals cover a range of tourism activities, and the committee is directed to prioritize long-term, public facility investments.

Key Points

  • The BOCC released a memo on October 14, 2024, directing the LTAC to follow specific ranked priorities for 2025 funding:
    1. Destination development: Examples provided include supporting a Public Facilities District (PFD) for projects like building a pool, public campground improvements, and developing the Gateway Visitor Information Center (VIC). This is the top priority after an "extended period of de-emphasizing this type of investment." (Reference: RCW 67.28.1816)
    2. Marketing and operations of special events and festivals designed to attract tourists.
    3. Destination marketing (Tourism Marketing) is the lowest priority.
  • The BOCC encourages the use of digital media over printed material where practical.
  • The LTAC RFP process requires proposals to be submitted by Friday, October 4, 2024, at 4:30 pm via digital delivery to [email protected].
  • Applicants are scheduled to attend the LTAC review meeting on October 17, 2024, from 11:00 a.m. to 2:00 p.m. to answer questions.
  • Eligibility for funding is limited to NON-PROFIT or GOVERNMENTAL AGENCIES.
  • State law (RCW 67.28.080) requires lodging tax funds be used for tourism promotion or the acquisition and/or operation, including maintenance, of tourism-related facilities.
  • Lodging Tax Distribution Limits per County Ordinance 02-0622-98 and state law restrictions:
    • Not more than 50% for the operation of tourist-related facilities (e.g., Historical Society, TCC, Gateway VIC).
    • Not more than 25% for the acquisition and development of tourism-related facilities (e.g., PFD, McCurdy Pavilion, Gateway VIC).
    • Not less than 25% for tourism promotion.

Financials

  • Total Lodging Tax funds available for 2025 allocation: $900,000.
  • Total requests submitted by 16 organizations: $1,298,332.68.
  • Staff administrative costs included in the $900,000 allocation: $5,051.
Project Amount Requested Proponent
North Hood Canal Chamber of Commerce $212,000.00 Dan Ventura
Public Facilities District (PFD) Seed Funding $160,000.00 Greg Brotherton
Olympic Peninsula Gateway Visitor Center $140,500.00 Steve Shively
Olympic Gateway Visitor Center Reimagining $131,000.00 Mark McCauley
Olympic Peninsula Visitor Bureau dba Olympic Peninsula Tourism Commission $109,500.00 Marsha Massey
Tourism Coordination Council (TCC) $97,472.48 Greg Brotherton
Quilcene Historical Museum $91,500.00 Kevin Wooley
Jefferson County Historical Society $84,550.00 Tara McCauley
Forks Chamber of Commerce $61,297.00 Lasy Andros
Jefferson County Parks and Recreation $50,000.00 Matt Tyler
Western Boat Foundation $45,000.00 Katie Oman
Peninsula Trails Coalition $35,700.00 Michele Canale, Jeff Bohman, Merrily Mount
Quimper Events Collective $28,500.00 Alexis Arrabito
Jefferson County Farmer’s Markets $24,213.20 Amanda Milholland
Olympic Peninsula Loop Culinary Tourism Association $17,100.00 Steve Shively
Quilcene Fair & Parade Association $10,000.00 Shonna Wilkeson

Alternatives

None specified.

Community Input

The agenda lists a public comment period, but no specific input content is documented in the packet for the 2025 proposals.

Timeline

  • October 4, 2024: Deadline for 2025 LTAC funding proposals submission (4:30 pm).
  • October 17, 2024: LTAC review meeting (11:00 a.m. to 2:00 p.m.), which applicants are asked to attend.
  • November 8, 2024: Joint Special Meeting of BOCC and Lodging Tax Advisory Committee for discussion.
  • Within one month following the proposal deadline (October 4, 2024): LTAC will make recommendations to the BOCC.

Next Steps

The Board of County Commissioners will make the final decision on the use of Lodging Tax funds after receiving recommendations from the LTAC.

Sources

  • Jefferson County Board of County Commissioners (BOCC) - Kate Dean (Chair), Heidi Eisenhour, Greg Brotherton
  • Washington State Legislature - RCW 67.28.080, RCW 67.28.1816
  • Jefferson County Ordinance 02-0622-98

Tourism Coordinating Council (TCC) 2025 Funding Proposal

Topic Summary

The Tourism Coordinating Council (TCC) submitted a 2025 LTAC proposal requesting $125,000 to add County staff dedicated to administering and supporting both the TCC (as the Jefferson County Destination Marketing Organization) and the Lodging Tax Advisory Council (LTAC). This proposal focuses on operational and administrative capacity to enhance tourism promotion and grant management.

Key Points

  • The TCC is requesting $125,000 in Lodging Tax funds for 2025.
  • The entire estimated 2025 organizational operating budget, including the lodging tax request, is listed as $125,000.
  • The specific proposed services involve adding County staff to administer and support the Jefferson County Destination Marketing Organization (TCC) and the LTAC.
  • The TCC indicated they did not receive Lodging Tax Funds from the County in 2024.
  • The application was signed by Greg Brotherton (Contact Name, Phone: 360-385-9101, Email: [email protected]).

Financials

  • Total Lodging Tax Request: $125,000.
  • Estimated 2025 organizational operating budget (including LTAC funds): $125,000.
  • The budget section detailing other cash funding sources for this project is blank, suggesting the project relies entirely on LTAC funding.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • October 4, 2024: Proposal deadline.

Next Steps

The LTAC will review the proposal and make a recommendation to the BOCC. Since destination marketing is the lowest BOCC priority for 2025, and this appears to be associated with destination marketing/operations, its priority score may reflect this stance.

Sources

  • Greg Brotherton - Contact Name for TCC proposal
  • Adiel McKnight - Jefferson County Administrator's Office (submission contact)

Peninsula Trails Coalition (PTC) 2024 Contract Amendment

Topic Summary

The Peninsula Trails Coalition (PTC) is requesting an amendment to its existing $12,000 2024 Hotel-Motel (Lodging Tax) grant contract to reallocate funds. The amendment is required to cover the purchase of "critical equipment," specifically a $4,072 flail mower attachment, by diverting money originally allocated to the Trail Ambassador Program.

Key Points

  • PTC was awarded $12,000 for 2024 funding for their Trail Ambassador program.
  • PTC has realized a need to purchase a flail mower attachment for $4,072 to maintain the Larry Scott Trail.
  • The requested amendment seeks to divert $4,072 of the awarded funds to cover the cost of the flail mower attachment purchase, which occurred in July 2024.
  • The original $12,000 award was intended for: Ambassador Salary ($6,000), Program Management ($5,400), and Supplies/Equipment ($600).
  • The amended budget proposal reallocates funds primarily from the program salaries and equipment to maintain the $12,000 total:
    • Flail mower attachment: $4,072 (Original: $0)
    • Ambassador/Consultant salaries: $3,628 (Original: $6,000)
    • Program Equipment: $3,200 (Original: $5,400)
    • Supplies and Equipment: $1,100 (Original: $600)
  • The letter requesting the amendment is dated September 27, 2024.

Financials

  • Original 2024 contract amount: $12,000.
  • Cost of Flail Mower attachment: $4,072.00 (Invoice details: FH-AGL125 48 DITCH BANK FLAIL MOWER Cat.I w/PTO Driveline).
  • No new funding is requested; the amendment is a reallocation within the existing $12,000 contract total.
  • The 2024 contract was funded by Fund # 125, Munis Org/Obj 12555730/411125.

Alternatives

None specified.

Community Input

None specified.

Timeline

  • July 2024: Flail mower attachment was purchased.
  • September 27, 2024: Letter requesting amendment submitted.
  • October 14, 2024: Memo date for BOCC priorities for 2025 LTAC RFP and Peninsula Trails Coalition 2024 Agreement Agenda Request.
  • October 17, 2023: Risk Management approval of original contract.
  • October 18, 2023: Prosecuting Attorney approval of original contract form.
  • October 23, 2023: Original 2024 Agreement signed by BOCC Chair Greg Brotherton.
  • January 1, 2024 - December 31, 2024: Term of the original 2024 Agreement.

Next Steps

The Joint Special Meeting agenda includes a discussion regarding the "Peninsula Trails Coalition; Amendment to 2024 Contract." The BOCC is requested to approve and sign the amendment agreement.

Sources

  • Jeff Bohman - Board President, Peninsula Trails Coalition
  • Michele Canale - Fundraising Manager, Peninsula Trails Coalition
  • Carolyn Gallaway, CMC - Clerk of the Board (Original 2024 contract attestation)
  • Greg Brotherton - Chair, Jefferson County Board of Commissioners (Original 2024 contract signatory)
  • Philip C. Hunsucker - Chief Civil Deputy Prosecutor (Original 2024 approval as to form)
  • Adiel McKnight - Executive Assistant, County Administrator's Office
  • Mark McCauley - County Administrator

Peninsula Trails Coalition (PTC) 2024 Proposal for Hall Baetz Viewpoint and Trail Ambassadors

Topic Summary

The Peninsula Trails Coalition (PTC) submitted a proposal in 2023 (for 2024 funding) of $30,000 to support two primary tourism projects: the development of the Hall Baetz Viewpoint (HBV) tourist facility, and the continuation of the Trail Ambassador Program on the Larry Scott Trail. The proposal details the organization's mission to enhance tourism through trail infrastructure and visitor engagement, projecting significant economic impact from trail-based tourism.

Key Points

  • PTC requested $30,000 for the 2024 funding cycle, though they were ultimately awarded only $12,000 (per the subsequent contract documentation).
  • Hall Baetz Viewpoint (HBV) Project: Proposed as a new tourist facility at the junction of Highway 20 and 101, overlooking Discovery Bay, serving as a key locus for trail connectivity.
    • Proposed HBV amenities: rustic log shelter, parking for 8-10 cars, bathroom, water, and electrical service.
    • The Viewpoint is intended to encourage exploration onto the Quimper Peninsula and increase overnight stays.
    • Viewpoint effectiveness measurement: periodic in-person site presence and potentially a visitor counter.
  • Trail Ambassador Program: Proposal asked for funding to improve the pilot program, planning for Ambassadors to be out 48 hours a month (two six-hour shifts per week, mostly weekends).
    • The 2023 pilot program found that 40% of surveyed trail users hailed from zip codes further than 50 miles away.
    • Initial data gathering will continue to track basic visitation patterns and zip codes.
    • The Ambassadors assist visitors with route planning, and locating amenities like dining and lodging.
  • Mapping/Promotion: Proposed funding for Jefferson County ODT Maps and Brochures ($6,000). PTC notes that paper maps remain popular for out-of-area visitors.
  • Economic Impact Projections (using 2023 data):
    • Estimated number of tourists (2023): 300,000 (based on trail counter data reported to LTAC last year).
    • Estimated number of tourists (2024 projection, based on Ambassador contact data): 50,000.
    • Projected lodging impact (2025): 16,500 overnight stays (based on preliminary 'back of the envelope' estimate).
    • Preliminary results indicate that of visitors surveyed from >50 miles away, 80% were staying in paid accommodation.
    • Economic Impact estimate based on Great American Rail Trail average: The Larry Scott Trail could generate approximately $420,000 annually ($45,000 per mile).
  • The total estimated 2024 organizational operating budget (including LTAC funds) was $267,000.

Financials

  • Total Lodging Tax Request: $30,000.
    • Hall Baetz Viewpoint (Electrical Services, Site Safety): $12,000
    • Trail Ambassador Program (Salary, Management, Supplies): $12,000
    • Jefferson County ODT Maps and Brochures: $6,000
  • PTC received LTAC funds in 2023.
  • Peninsula Trails Coalition total income was projected at $313,500 for 2024 and total expense at $243,193 (Source: 2024 budget projection data).

Alternatives

  • Comparison to 2023 Pilot Program: The proposed 2024 (funded year) Ambassador Program differs from the 2023 pilot by increasing direct engagement time, decreasing long survey time, and focusing on knowledge gained (frequently asked questions, needed resources).

Community Input

None specified.

Timeline

  • September 11, 2023: Proposal deadline (for 2024 funding cycle).
  • May - September [2023]: Pilot Ambassador Project unfolded, conducting user surveys.
  • October, 2023: Report on 2023 trail user survey data collection effort was anticipated.

Next Steps

The original proposal was reviewed in the 2024 funding cycle (late 2023) and resulted in a $12,000 contract award for the Trail Ambassador Program, indicating the full $30,000 request was not granted and that certain components (like the HBV facility capital costs or the map costs) were likely not fully funded or were rejected. The immediate next step is the discussion of the 2024 contract amendment.

Sources

  • Catharine Copass - Grants Coordinator, Peninsula Trails Coalition
  • Jeff Selby, Bob Petersen, Jim Mantell, Jeni Little, Merrily Mount, and Jeff Chapman - Jefferson County representatives on the PTC Board of Directors
  • Commissioner Heidi Eisenhour - Current Jefferson County Trail Liaison
  • Rail-to-Trails Conservancy - Source for Great American Rail Trail economic impact figures. (Source: https://www.railstotrails.org/resource-library/resources/webinar-economic-potential-of-the-great-american-rail-trail/)

Lodging Tax Grant Payment and Reporting Procedures

Topic Summary

The meeting packet outlines definitive procedures for managing Lodging Tax grant funds awarded to applicants, including mandatory quarterly reporting, stipulations regarding reimbursement and expenditure tracking, and specific models for payment based on the contract amount (Lump Sum, Semi-Annual, or Invoicing with a Revolving Fund option).

Key Points

  • Reimbursement Requirement: Applicants must submit a reimbursement request upon full execution of the contract. Payment occurs after the services have been performed; advance payment to private organizations is prohibited (per AGO 2006 #4).
  • Unspent Funds: Recipients are required to refund the County for any Lodging Tax funds that are not fully spent by the end of the contract term (e.g., by January 31, 2025, for the 2024 contract).
  • Quarterly Reporting: Quarterly reports must be submitted on or before January 31, April 30, July 31, and October 31 of the contract year, and the subsequent January 31 (final report).
    • Reports must detail use, services, programs, activities, and a financial statement (revenues, expenses, cash balances).
    • Final quarterly report must include a detailed financial statement for the entire calendar year.
  • Annual Tourism Impact Reporting: By February 28th annually, recipients must provide data on:
    • Festivals, events, or tourism facilities operated/owned.
    • Lodging tax revenue allocated for each activity.
    • Estimated number of tourists served (persons traveling >50 miles and overnight stays).
    • Estimated lodging stays (commercial lodging only).
    • Measurements demonstrating increased tourism impact.
  • Record Keeping: Documented proof of payments, contracts, and expenditures must be maintained for a minimum of six (6) years and must be auditable by County or State representatives.
  • Payment Options/Models:
    • Lump Sum: Payment is made upon receipt of an invoice after reports defined in Section 2 are submitted. Example contracts specify total amounts of $15,000 and $12,000.
    • Semi-Annual: Payments are made semi-annually (e.g., $25,000 in the first and third quarter for a $50,000 contract amount). Payment is predicated on submitting required reports.
    • Invoicing/Revolving Fund: For large amounts (e.g., $275,000), payment is made upon invoice. The County may establish a Fund 125 revolving checking account, managed by the County Administrator’s Office, to pay time-sensitive orders and invoices that require payment sooner than a normal County billing cycle.

Financials

  • Specific lump sum examples detailed: $15,000 and $12,000.
  • Specific semi-annual example detailed: Total $50,000, paid in two $25,000 installments.
  • Specific invoicing/revolving fund example detailed: Total $275,000.
  • Revolving fund uses Fund 125.

Alternatives

  • The discussion agenda lists "Payment process options for funded applicants," suggesting the Commissioners and LTAC are defining or reviewing the suitability of various options (Lump Sum, Semi-Annual, Invoicing).

Community Input

None specified.

Timeline

  • January 31, April 30, July 31, October 31: Quarterly report deadlines.
  • January 31 (following contract year): Final quarterly report and payment invoice submission deadline.
  • February 28 (following contract year): Annual tourism impact reporting deadline.
  • Minimum of six years: Required record retention period.

Next Steps

The agenda calls for a discussion regarding "Payment process options for funded applicants." Implementation of these models requires clarity on when applicants submit reimbursement requests and fund refund requirements.

Sources

  • Washington State Attorney General’s Office Opinion #AGO 2006 #4
  • RCW Chapter 42.56 (Public Records Act)
  • RCW 4.24.115 (Waiver of industrial insurance immunity - reference in contract boilerplate)

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