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2024- 04-10 LTAC Agenda Packet - CANCELLED*Committee Members City Staff Lydia Assefa-Dawson, Councilmember – Chair Tanja Carter Mike Dunwiddie, King County Aquatic Center Economic Development Director Kristin Wells, Seattle/Federal Way Marriott Courtyard Rose Ehl, Federal Way Farmers Market Julie La Brake Juliana Bliss, Holiday Inn Express & Staybridge Suites Economic Development Admin II City of Federal Way Lodging Tax Advisory Committee Wednesday, April 10th 2024 10:00a.m. – Meeting calls to order Remote Attendance via Zoom In-Person, Sister City Conference Room, City Hall, 2Nd Floor Mayor’s Office Please click the link below to join the Zoom Meeting: https://cityoffederalway.zoom.us/j/83184323097?pwd=vNrszS4HsfKUAGhxxWaNFVhAVTNaHf.1 Meeting ID: 831 8432 3097 Passcode: AGENDA 1.Call to Order 2.Attendance 3.Approval of Minutes A.January 10, 2024 Minutes Action 4.New Business A.TEG Application Update – Pacific Raceways Action -President, Jason Fiorito B.Bylaws: Actio n Review, update and approval of changes 5.Old Business - A.LTAC Member Issues Discussion A.Committee B.Staff C.Adjourn Next Meeting: Wednesday, May 8th 2024 LTAC Meeting Minutes January 10, 2024 Page 2 City of Federal Way Lodging Tax Advisory Committee Wednesday, January 10, 2024 10:00 a.m. Remote Attendance via Zoom or In- Person, Council Chambers, City Hall, 2nd Floor MINUTES January 10, 2024 In Attendance: Chair, Councilmember Lydia Assefa-Dawson; Brian Hoffman, PAEC; Kristen Wells, Courtyard Marriott: Darcy Pickett, Hampton Inn & Suites; Rose Ehl, Federal Way Farmers Market; Juliana Bliss, Holiday Inn Express & Staybridge Suites; Mike Dunwiddie, King County Aquatic Center Absent: Miss Washington Volunteer Organization Scholarship President Nicole Miller Staff Present: Tanja Carter, Economic Development Director; Julianna La Brake Economic Development Admin Assistant II Guests Present: Kiwanis Board-member Karen Brugato and Harmony Kings Jim Burbidge 1. Call to Order Chair Assefa-Dawson called the meeting to order at 10:06am and welcomed everyone. 3. Attendance 4. Public Comment: None 5. Approval of Minutes Action The Chair asked for approval of the October 11th, 2023 minutes. One edit requested by Mike Dunwiddie to section 3.A. “Pac12 after 2023” edited to “Pac12 2024”. Upon a motion duly made/seconded (Juliana Bliss/Mike Dunwiddie), the minutes were unanimously approved. 1. New Business A. TEG Application Action a. 10:15am – Kiwanis Foundation of Federal Way, Arts Explosion Art Festival May 30 – June 1 – Boardmember Karen Brugato Presented and introduced Kiwanis event and application. Followed by question and answer session regarding the application with committee members. Deliberation was had, vote was unanimous not to approve the tourism grant request. Upon a motion duly made/seconded (Kristin Wells/Juliana Bliss), the tourism grant application request for the Arts Explosion Event were unanimously denied. *Karen Brugato left meeting at 10:34am. LTAC Meeting Minutes January 10, 2024 Page 2 B. Finance Update – Lodging Tax Sales Tax Revenue Data Report Update a. 10:34 AM – City of Federal Way Finance Department – Finance Director Steve Groom Presented updated lodging tax sales tax revenue data quarterly update presentation to committee. Discussion between committee members. *Director Groom left meeting at 11:30am. C. Bylaws: Discussion a. Review, update and approval of changes b. Questions and updates routed to legal for review and final proof will be reviewed at next LTAC meeting for final approval. 2. Old Business A. Post Event Report: Update Harmony Kings of Federal Way S.P.B.S.Q.S.A. -Jim Burbidge of Harmony Kings B. Post Event Report: Update Miss Washington State Volunteer Scholarship Organization -Nicole Miller, Executive Director sent power point for LTAC to review 3. LTAC Member Issues Discussion A. Committee: Rose Ehl, Federal Way Farmers Market – Mother’s Day weekend in May and the Farmers Market will be ready then. Kristen Wells, Courtyard Marriott – Renewing company contracts for hotel stays. Increase in hotel stays in January, February and July already. Collaboration with the PAEC. Juliana Bliss, Holiday Inn Express & Staybridge Suites – Remodeling completed, brining in new accounts. January 31st 2pm event. Brian Hoffman, PAEC – Lots of events already planned for 2024. Already booking for 2025 season. Mike Dunwiddie, King County Aquatic Center – Announcement for Pac12 replacement conference on the calendars for 2025. Darcy Pickett, Hampton Inn & Suites – Nothing to report. Chair, Councilmember Lydia Assefa-Dawson - Thank you everyone! B. Staff: Director Carter – Planning to put together a tourism forum, would appreciate feedback. Will also be submitting application to LTAC for tourism and marketing events for LTAC to consider. Julianna La Brake, Admin Assistant II – nothing for the committee. 4. Next Meeting: April 10th, 2024 5. Adjourn: The meeting adjourned at 11:57 AM City of Federal Way BY-LAWS OF THE LODGING TAX ADVISORY COMMITTEE We, the members of the Federal Way Lodging Tax Advisory Committee, pursuant to Ordinance No. 98-322 adopted by the Federal Way City Council, do hereby adopt the following By-Laws. ORGANIZATION AND RULES OF PROCEDURE 1. Name The official name is the City of Federal Way Lodging Tax Advisory Committee. 2. Official Seat The official seat of the Committee is the City Hall of the City of Federal Way. 3. Membership a. Members of the committee are appointed to a two-year term. b. Each member of the Committee, including the Chair, shall be entitled to one vote on Committee joint comments and recommendations to the Council. Individual dissenting or concurring comments may also be forwarded to the Council. c. The Council may review the membership of the Committee annually, and make such changes as the Council may deem appropriate. The total number of members may be increased or decreased at the time of the annual review, by motion of the Council duly adopted, but the number of members shall not be less than five. 4. Chairperson a. The chairperson shall preside over the Committee and exercise all the powers incidental to the office, retaining, however, the full right as a member of the Committee to have a vote recorded in all deliberations of the Committee, to propose motions, and to second motions. b. In the event the chairperson is absent from any meeting, the meeting shall be cancelled and no action will be taken. 5. Secretary A Committee secretary is responsible for record-keeping. This position shall be non-elected and filled by a City staff member. 6. Quorum A quorum consists of the Chairperson and two members of the committee. It is not a requirement that that those present who collect tax and be of equal number to those present who create activities. 7. Voting a. When a quorum is present, all action shall be approved by a simple majority vote. No official action may be taken unless a quorum is present. 8. Conflict of Interest Any Committee member having a direct or indirect interest in or who would benefit from any matter must disclose this interest and, unless otherwise specifically permitted by state statute or other governing laws, shall refrain from participating and voting on the matter at hand. Committee members shall be guided by the City’s adopted Ethics Policy in considering what constitutes a conflict of interest. 9. Meetings a. The Committee shall meet on an as-needed basis at a predetermined time and location. b. The meeting notice shall specify the time, place and agenda. No action shall be taken other than as stated in the agenda. c. Not less than 24 hours’ notice shall be given for the cancellation of any regular meeting of the Committee, or for scheduling of a special meeting. d. A Committee member may be excused from a meeting by providing advance notice to the Committee Chairperson or staff secretary. e. In the event any Committee member has three or more unexcused absences during any calendar year, the Committee may request that the City Council appoint a replacement for that member. 10. Conduct of Meetings a. If a meeting is being conducted, motions will be made, seconded and voted upon. Upon majority vote approval, recommendations will be forwarded to the City Council. b. If a workshop is being conducted, formal action is not necessary; workshop actions will not be forwarded to the City Council as recommendations of the Committee. c. Except as provided by these rules and regulations, Roberts Rules of Order (as amended) shall govern the conduct of all Committee meetings. 11. Agendas, Staff Reports and Minutes a. A copy of the agenda for the Lodging Tax Advisory Committee meetings shall be sent to each Committee member no less than one week prior to the date of the meeting. b. City staff will provide necessary staff reports. Staff reports will be sent to Committee members no less than one week prior to the date of the meeting. c. Minutes of all Committee meetings will be kept by a staff person and made part of a permanent record on file with the City. 12. Amending By-Laws a. These By-Laws may be amended by majority vote at any Lodging Tax Advisory Committee meeting when a quorum is in attendance. Passed by unanimous vote of the committee on the , day of , 20xx.