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2017, 10-19 minutes MINUTES Spokane Valley Lodging Tax Advisory Committee Thursday, October 19, 2017 8:00 a.m. Spokane Valley City Hall Council Chambers 10210 East Sprague Avenue _____________________________________________________________________ __ Attendance: Lodging Tax Advisory Committee Members: Staff: Chair: Councilmember Sam Wood Chelsie Taylor, Finance Director Bill Ames, the HUB Sarah Farr, Accounting Technician Lee Cameron, Mirabeau Park Hotel Erik Lamb, Deputy City Attorney Scott Peterson, Spokane County Fair Board Christine Bainbridge, City Clerk Colleen Heinselman, Hampton Inn Suites ------------------------------------------------------------------------------------------------------------------------------- Councilmember Wood opened the meeting at 8:09 a.m. Via his PowerPoint presentation, Deputy City Attorney Lamb provided training to the LTAC members on the Public Records Act and the Open Public Meetings Act. Committee members then introduced themselves, and Councilmember Wood turned the meeting over to Finance Director Taylor. Finance Director Taylor gave an overview of the materials in the agenda notebook, including the goals; and use to keep track allocations. Ms. Taylor noted that each presentation is scheduled for approximately ten minutes, followed by a time for questions and answers. Chair Wood asked committee members if there were any motions. Mr. Lee Cameron stated that based on objectives of Council to further review studies conducted by cities and to identify capital operating and expenditures to support sports facilities to increase overnight visitors, he moved that $250,000 be deducted from available LTAC funds for distribution in 2018, and move that into the 1.3 LTAC funding account dedicated for large sporting venue or venues, thereby having a remaining balance to distribute of $322,000, and to recommend final approval by Council. It was seconded by Mr. Bill Ames. Chair Wood asked if there was any discussion, and there was none. Vote by acclamation: In Favor: Unanimous. Opposed: None. Motion carried. Ms. Taylor said she will update the records to show the corrected amount now as $322,000. Ms. Taylor mentioned that a request has been received by the Museum, that due to a conflict, they would like to present in the morning rather than in the afternoon. There was no objection and the Museum was moved to just before presentor #4. The applicants presented in the following order: 1. City of Spokane Valley Parks and Recreation Mr. Ames recommended building nice restrooms instead of using port-a-potties and instead of building more courts. 2. Spokane Oktoberfest; and 3. Crave NW Chair Wood mentioned how he likes new events and how important they are for the valley. Mr. Cameron mentioned TPA funding and Mr. Stebbins mentioned they did receive TPA funding. Mr. Cameron said the City funds CenterPlace with $30,000 and he the thinks Spokane Valley could direct those funds in the best manner and he encouraged Mr. Stebbins to present his pitch to the City like the fair does. Mr. Ames said he calculated this event resulted in about 25 room nights and Chair Wood said that room nights are very important but are not the only concern, that other criteria includes culture in the Valley and having opportunities for families to have a place to go and share, which makes a stronger community. Mr. Cameron LTAC Meeting Minutes October 19, 2017 Page 1 of 3 nights in Spokane Valley; said the statistics need to be more carefully evaluated and done from an independent source. Chair Wood asked Ms. Taylor how we verify this and Ms. Taylor explained that the City is not responsible to verify this as we take the estimate; but at the end of the event, those who receive funds must submit a report and a report from those figures is in turn submitted to the state; she further explained that she would not know how staff could verify attendance figures or how that responsibility could be allocated. Ms. Heinselman said her hotel surveys every guest. Mr. Cameron suggested putting together a directory that could come as a suggestion to the hoteliers, to identify that information and maybe have a form attached to ask the hotels to complete. Ms. Taylor agreed that is a great idea for moving forward, but of course, 9. Spokane Valley Heritage Museum They spoke about the Smithsonian exhibit and their tourism marketing as mentioned in their application. 4. Spokane Co Fair and Expo Interstate Fair After showing the video, the presentor discussed their marketing and advertising project. Chair Wood called for a ten-minute recess at 9:54 a.m.; he reconvened the meeting at 10:06 a.m. 5. Spokane Sports Commission Mr. Eric Sawyer spoke of their project to help support the development and marketing program to maximize valley could use a large facility, and Mr. Sawyer replied that it could. 6. HUB Sports Center Mr. Champlin explained his proposal to attract and retain organizations through marketing and promoting the HUB, and to help with operation of the facility; and said that their primarily focus is on youth who will use the facility for their events; said they also continue with their own events and those events are growing. 7. Valleyfest Ms. Doering explained that their request for $150,000 is to aid in the marketing of 2018 Valleyfest; said the funds would be used to develop and promote additional activities within about a 500 mile radius, including Boise, Portland, Seattle, and other areas. She said this event attracts 15,000 to the parade, and over 30,000 to the weekend event. Ms. Doering explained that they ask for this very large amount because at least four out of five committee members will allocate zero dollars to Valleyfest, therefore, if there is any hope to receive funds as they did last time, one member of this committee must designate $150,000 for the marketing of Valleyfest. Mr. Cameron said the hotels participate in sponsoring the event; said the hotels started tracking this event in 2003, and he asked how she arrived at the 1500 room nights, and if she has Mr. Cameron said there are four from outside the area; he said since 2003, there have not been more than 25 room nights in all those years, and the few they did get were from vendors who would have come anyway. Mr. Cameron also said he is personally and ethically bothered by her rationale and mathematical ploy of asking for so much in the hope that one committee member would allocate so much so Valleyfest would get a high amount; said we are all here investing our time, and reading and preparing so we can make an honest contribution to the City of Spokane Valley and do our very best to put the money where it would do the best good; and said she is implying something he is not comfortable with. 8. Valleyfest Cycle Celebration Ms. Doering explained that this proposal is to do such things as increase awareness of the Centennial Trail Mr. Ames said he sees LTAC Meeting Minutes October 19, 2017 Page 2 of 3 the cycling event becoming a valley event in the future. Mr. Cameron asked about the City allocations of outside agencies for this year, and Ms. Doering said she does not know that amount. Ms. Taylor noted those allocations are scheduled for the October 24 Council meeting. Mr. Cameron asked Ms. Doering how much she requested and if she also sought funding through the TPA. Ms. Doering said she requested $50,000 this year from the City for outside agency funding, and that she did not and has not applied for funding through the TPA. 10. Visit Spokane Ms. Kilday gave her PowerPoint presentation about their 2018 marketing and sales programming. There were no other presentations and Ms. Taylor asked committee members to please complete their spreadsheet allocations before the break. The meeting recessed at approximately 11:30 a.m., and reconvened approximately ten minutes thereafter. Ms. Taylor went over the allocations per her spreadsheet and asked if everyone was comfortable with the allocations (see attached spreadsheet), and they all nodded in approval. It was moved by Mr. Cameron, seconded and unanimously agreed to accept the distribution of funds and submit to Council. It was moved by Mr. Cameron, seconded and unanimously agreed to adjourn. The meeting adjourned at 11:44 a.m. Respectfully submitted, Christine Bainbridge, Spokane Valley City Clerk LTAC Meeting Minutes October 19, 2017 Page 3 of 3