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HomeMy WebLinkAboutUpdate Documents - BOCC (002)GRANT COUNTY TOURISM ADVISORY COMMITTEE MEETING MINUTES July 11, 2025, at 9:30 a.m. Public meetings were held in person with a Zoom Conference Call/Video option available. The Tourism Advisory Committee meeting was called to order by Shawn Cardwell at 9:31 a.m. in person at the Grant County Courthouse, Hearing Room #101. Attendance: District 1: Shawn Cardwell, David McWalter(Aitended at 9:33 am.), Karon Fox (Absent — Excused) District 2: Lynne Lynch, Arin Swinger (Left__.at­`1_2:45 pCrn.J,,,Amanda Laramore (via Zoom at 9:32 a.m.) District 3: Pam Thorsen, Sandra Marc Jord'Enn Barker ERes gned) :.-------- Clerk: Caitlin Manell Marketing: Rachelle Baughman Agenda Review- • A motion was made by Sandra, seconded by Lynne, to `arove the agenda as presented. The motion passed unanimously. ., : _ Introduction o Guest • Emmalie Eckhart�r�d Barbdra Vasquez (Grant County) • Cyndy Matthews: Gorge Sunla`nd) _ W Review/Approval of Minutes: • A motion was made by Sandra, seconded by Lynn, to approve the June Minutes as • pre -- _- ----sented. The motion passed: unanimously. ---- Leadersh1p Update: • By(aws Amendment Request_: Meeting-M, inutes, Voting via Email o Recuest for the minutes to be sent out one week after the meeting. Dollar amounts for fiscal decisions listed in minutes. -''-'--A motion was made by Pam, seconded by Sandra to have the draft minutes, nc[udin-- details of fiscal decisions, sent to the Committee one week after the meeting. • Discussion was held about inclusion of a DRAFT watermark on minutes, the timing of distribution, clerk's workload, review of minutes by leadership, amendments, and public records requests. • The Chair asked for a corrected motion to have minutes sent two weeks after the meeting. Clerk called a Point of Order— a motion is on the table. Further discussion was held about how the motion was made. 0 The motion failed, with a majority vote against, and Pam voting in favor. Page 2 of 6 Grant County Tourism Advisory Committee Minutes Friday, July 11, 2025 ■ A motion was made by Sandra, seconded by Arin, to have draft minutes distributed two weeks after the meeting. Discussion was held about the timing of the distribution and the Leadership Meeting. The motion passed unanimously. o Request for verbiage regarding voting by email ■ Discussion about tracking who votes in favor and against. ■ Request for the Chair to announce how the Committee votes. ■ A motion was made by Sandra, seconded by Pam to approve the verbiage regarding voting by email. The motion passed unanimously. • Attendance Discussion — Excused/Unexcused o Committee Member Resignation—Jord'Enn Barker=!rct 3 o Review of prior attendance o Discussion about makeup of the Committee. ■ Missing members of the publics ave an interesfUffourism but may not have jobs related to Tourism. ■ Future Discussion — CommiiWMakeup and missing Clerk Update: America250 Logo Use — Contract s`ged, logos distribued o Content shared on Tour G fit u tv social med�ca '-:µ�. . i i RFP Results —Selection Com mittee u I �M�µ =at 5 :OS:µ �� �:::._. o Responses due by Friday, J y 8_..._ __..._.. Finan cial I Revi w Co rres detrnei- • P r sem����� v .n Inices a .o i o ZZ A roved �ia Email o�r���� 8 25 andµry roved via Commissioners Consent Agenda on 7 8 20 25.E • B u. . . . Prorated Re-gistratiorr Fee for Partn.... p Organizations re: State of Washington Tourism Cor%erence -=Q0 insteadVo"$300 Public Comrx�ent:_- • Cyndy M'�#hews (Gorge3u�land PNf� � Short Term Rentals o Infeve st in App, br6bi'�ening to Crescent Bar and Desert Aire o Busin�s�n App, ==11­11ff o "Air DNR�'Beplr�:of Air BnB locations and revenue potential per home. o Policy/Ordir�a��Update Request to the Board of County Commissioners regarding Air BnB and Short Term Rental Permitting. o Tourism Promotion Area (TPA) Tax Discussion Marketing/Publisher Update — Rachelle: • Public Comments/Requests o Gorge Sunland PM —to be listed on the App. Page 3of6 Grant County Tourism Advisory Committee Minutes Friday, July 11, 2025 • Social Media Report o State of Washington Tourism request to use Grant County video clip on their social media. o No TikTok promotion in June o Review of Social Media Results o Questions about where the apps were targeted/boosting. o Request for shorter report format — not so many pages. o Total Posts — not included. Average of 7-8 posts on each platform. • Boosting ads with local businesses: Wanapum Dam, PUD P:bc=Affairs • Road Closure for Roundabout — New Jail • Bridge Repair Completion —Old Vantage Highway dIFOL µ-- o Promotion of alternative routes for road ..C16sures. • Gorge Concert decrease • Influencers — Booking, contract status • Window Clings being printed • V0 o rt ax Itinerary — Iocati n s/pe opI e turning do �r-� i deol " r-F. - e" -a"' sts. to b read l- "" fl y=,:_. o Contente y c oser..o.._fall. Videograr=uvill be going back out"on his time to f capture more o e h o the Co up:µ:.--= :-5 o Narration for the large vid�c�.�µDiscu�sabn_of tone, "e.rb age, and the draw for tourists. o Accuracy ofa.rmation. Wcr ng recoinc�ran.ations fo David to be sent to Rachelle. Kiosk Cataloging/List i,n _..._. _....._....._................ _ = to-Gr Grant Count ism Fall IT ourfr o'r�=: Old Business: zz=1;=z__=1 X15=110=111=111=111- a ts_-.U: G r n :dat e New Updaf-�:��3�nConnt on 7/15/25 ecipie nt Ag": .. ��e"' zC�ent of Historical places ited lied for a recess at 11:00 a.m. for lunch was called back into order at 11:30 a.m. 2026 Budget Planning: • LTAC Grant Application Open Period: September 8, 2025 at 9:00 a.m. - October 6, 2025 at 5:00 p.m. • Starting Total Budget Amount: $450,,000.00 • Tourism Marketing & Production — Removed: Grand Funds • Wages and Benefits— Unchanged • Office & Oper Supplies — Unchanged Page 4 of 6 Grant County Tourism Advisory Committee Minutes Friday, July 11, 2025 • Discussion about which fund to be used to pay for distribution of magazines • Tourist Advertising — Distribution of Magazines, Increase in funds for 2026 Travel Planner o A motion was made by Sandra, seconded by Arin, to leave Tourist Advertising at $65,000.00 for printing and include distribution costs in expenses for this line. Discussion was held about the proposals received for a Travel Planner Publisher. The motion passed with a majority vote, with Lynne voting against. o Remove distribution line from Rachelle's Budget • Travel — Cost and attendance of the Educational Seminar for Tourism Organizations (ESTO) Conference. o A motion was made by Arin, seconded by Dav-=set the Travel line budget at $10,000.00. Discussion about use of funds,to §Jff',ffi,�. ,wo, Committee members to the State of Washington Tourism Conferen e-5f (�Ztwoµ '_ a ESTO Conference. The motion passed with a majority voter Sandra voting against. • Oper Rentals & Leases — Necessity of unit. o Discussion about the items in the-"Vit, a unit. o e. Surplus of the items in storage. g o A motion was made by,andra, seconded,b i3µcf to not budget funds= in Oper Rentals & Leases aend cancel la -%of the storage unit. Motion passed unanimously. Y • Registration . o Discussi0,no: " � commendations about n a�i��tfthe ESTO corrf+�-rence, Amerrca250 an�d:�i'`�= psi=�=µ�.=:�- .o me. µrut o._ t av I �. �y µ-me =;. _ µwhat entities�would a members to 0 o D iscu s�=r�n��a bo ut the~��=st of trave�l��i pay g o A motion as made.. David, secor c`ed by Arin, to increase the Registration budget 500.00 for a fatal budgeted amoumt of $5.,500.00. The motion passed :y.. usIv. ana .ncaa� • Ceres Subscriptions Unchan: ed Prof Se ; oulee Creative et • Radio -=Television Advrrsin g o News coverag, ,. e... n FIFA World Cup — Proposal from Fox to be sent to Rachelle o KX/C REM — R_dhbIle recommends use of these with new videos being made. ■=-secor" n-time videos ■ AuµGroupings o Discussion about alternate markets and outlets. 2026 Strategic Marketing Objectives • Review of Goals • Strategic Budget Allocation • Key Strategic Shifts • Reimagined Travel Guide • Review of Key Performance Indicators Page 5of6 Grant County Tourism Advisory Committee Minutes Friday, July 11, 2025 • Travel "Planner" vs. "Guide" Title • Primary and Secondary Target Audience • Advertising placement options • Collaboration with Regional Partners — Giveaways, weekend packages, etc. o Word of Mouth Marketing o Beckwith Consulting —Tourist Survey Results Continuation of Budget Review — Prof Sery • Public Records request to be done by Lynne for Lodging Tax;Eunds received so far this year. • Traditional Media - Unchanged o Washington State Visitor Guide o Circulation of Magazines • County Website Design Update o Backlinking in Accommodations w`g`e o County Tourism Website redesigftMC vicPlus SEO and Analy r -�" Traffic ■ Updated Launch Scheduled r=TEnd of October • Online Marketing Campaign Scriveners Error�­C���r :ec '66 000.00 0 54 000 ear plus $1,0, r::: tM-e m o n t h for ■ Rachelle a rove--= h""e chtract amour-t- 1J crease p p t.. Consistent a o t d payments ho e:.ear ratFe =:khans endin more for ads in p Y :::::::�:::g Y:. =7::::::::::::. 9 g p ea k se as o Videos tba can b ,hayed before €oncofls a`r`dtUff _------ at the Gorge Capital P r e cE nds Si ,.nNe at t h e G--."µ= .................. o Videos t1%1-an be played before cd"bcerts and events. • r - ta s a Scree s��Q.���a� � =r�s- . ...............: :r : [A � i i P ra:�ri..;.., o n= d Ve rt s n' o a P ruin ostca c�s� dow -µo de��w�.: s ri aa. ntin�e"c#s of QR Code Advertisements l'Chair cl for a recess at 1:33 p.m. The med ft was called back into order at 1:40 p.m. • Grant County BWk.1_ets:rnt — Promotional Advertising increased to $20.,000.00 o Consensus`s g5 - ini-booklets o Streamlined d&n to cards with QR Codes • App Development— Unchanged • Grant County Mailings — Lowered o Information Requests from the Website • Marketing Retainer — Unchanged • Wish List Items o "Datafy" — Website Tracking Tool — $38,500.00 0 Household, average income, where visitors go from website Page 6 of 6 Grant County Tourism Advisory Committee Minutes Friday, July 11, 2025 ■ Custom software can be created for app ■ Reporting Dashboard, speed of results o LTAC requests specifically for the data system o Tourism Promotion Strategy • SEO — CivicPlus available analytics needed before making a recommendation • Discussion about the LTAC Application Process District Reports: • District 1: 0 0 0 0 0 0 Weather Station at Dry Falls — 24 hour viewing of current weather Terrain360.com Film Crew on the trails at Sun Lakes July 26, 2025 — Flood F Campgrounds packed Grand Coulee Theater Food & Folk Fest Soap • District 2: o Tom Petty Event • District 3: o Recruiting for vacant Good of the order/Miscellaneous Dis • Tourism Master Plan Survey D • Other Grants Opportunities - 0 Multiple Available, tvr o Applications to be sent to Grants Admin to be submitted. • Request for ads to be sent to Leadership as they get published. .•o Theme for 2026: Historical or a different idea. • Fireworks and the impact on the environment �.,. Environmental Presentation • New Restaurant in Vantage • Distribution of Print Items,--;---. • Business Cards:,:ti.,_ -. Adjourn: The meeting was adjourned at 2:39 p.m. The Next Tourism Adviis*!y Committee Meeting is. Wednesday, August _6,_ 2025 9:30 a.m. — 3:00 p.m.