City Council

LAKEWOOD CITY COUNCIL STUDY SESSION AGENDA Monday, November 9, 2020 City of Lakewood 7:00 P.M. Residents can virtually attend City Council meetings by watching them live on the city’s YouTube channel: https://www.youtube.com/user/cityoflakewoodwa Those who do not have access to YouTube can call in to listen by telephone via Zoom: Dial +1(253) 215- 8782 and enter participant ID: 868 7263 2373 ________________________________________________________________ Page No. CALL TO ORDER ITEMS FOR DISCUSSION: (3) 1. Joint Community Services Advisory Board Meeting. – (Workplan) (4) 2. Review of 2021 Human Services Funding Recommendations. – (Memorandum) (11) 3. Review of 2021 Lodging Tax Funding Allocations. – (Memorandum) (23) 4. Review of 2020 Accounts Receivable Write-Offs. – (Memorandum) (24) 5. Review of 2021 Fee Schedule Amendments. – (Memorandum) (75) 6. Review of Six-Year (2020-2026) Financial Forecast. – (Memorandum) (97) 7. Review of 2021-2022 Proposed Biennial Budget. – (Memorandum) (115) 8. Coronavirus Relief Fund (CRF) Grant Funding Status Update. – (Memorandum) ITEMS TENTATIVELY SCHEDULED FOR THE NOVEMBER 16, 2020 REGULAR CITY COUNCIL MEETING: 1. Proclamation declaring November as Native American Heritage Month. 2. Authorizing the execution of an agreement with Horwath Law PLLC, for public defender services for the period of January 1, 2021 through December 31, 2025. – (Motion – Consent Agenda) Persons requesting special accommodations or language interpreters should contact the City Clerk, 253-983-7705, as soon as possible in advance of the Council meeting so that an attempt to provide the special accommodations can be made. http://www.cityoflakewood.us Lakewood City Council Agenda -2- November 9, 2020 Page No. 3. Authorizing the execution of an grant agreement with Washington State Emergency Management, in the amount of $50,877, for Emergency Management Performance. – (Motion – Consent Agenda) 4. Authorizing the execution of an employment agreement with John J. Caulfield for City Manager services. – (Motion – Consent Agenda) 5. Approving the 2021 Human Services Funding recommendations. – (Motion –Consent Agenda) 6. Approving the 2021 Lodging Tax Funding allocations. – (Motion – Consent Agenda) 7. Approving the 2020 Accounts Receivable Write-Offs. – (Motion – Consent Agenda) 8. Adopting the 2019-2020 Biennial Budget amendments. – (Ordinance – Regular Agenda) 9. Making a declaration of substantial need for purposes of setting the limit factor for the Property Tax Levy for 2021. – (Ordinance – Regular Agenda) 10. Adopting the 2021 Property Tax Levy. – (Ordinance – Regular Agenda) 11. Adopting the 2021-2022 Biennial Budget. – (Ordinance – Regular Agenda) 12. Adopting the 2021 Fee Schedule. – (Resolution – Regular Agenda) 13. Coronavirus Relief Fund (CRF) Grant Funding Status Update. – (Reports by the City Manager) REPORTS BY THE CITY MANAGER CITY COUNCIL COMMENTS ADJOURNMENT Persons requesting special accommodations or language interpreters should contact the City Clerk, 253-983-7705, as soon as possible in advance of the Council meeting so that an attempt to provide the special accommodations can be made. http://www.cityoflakewood.us  Return to Agenda COMMUNITY SERVICES ADVISORY BOARD 2020 WORK PLAN AND SIGNIFICANT ACCOMPLISHMENTS Members: Chair: Sarah Yamamoto Vice Chair: Brandon Wirth Edith Owen-Wallace Laurie Maus Elisapeta Scanlan Michael Lacadie DeeAnn Harris John Mayfield City Council Liaison: Councilmember: Linda Farmer Youth Council Liaison: Meagan Duncan Annette Ray City Staff Support: Brian Humphreys, Human Services Coordinator (HSC) Jeff Gumm, CDBG/HOME Program Manager Martha Larkin, CDBG/HOME Program Coordinator Meeting Schedule: Third Wednesday of the Month, 5:30pm, American Lake Conference Room Accomplishments: Date Topic(s) 1/15 • Established ad hoc committee for reviewing application materials and process 2/19 • Meeting cancelled; Ad hoc committee reviewed application materials and rating tool 3/11 • Affirmed funding area definitions in collaboration with Lakewood’s Promise 4/13 • Presented funding area definitions to the City Council 5/20 • Meeting cancelled 6/17 • Reviewed and approved CARES human services funding categories • Reviewed and approved contract performance for human services organizations • Reviewed and approved human services application workshop materials 7/15 • Virtual workshop for human services applications 9/2 • Reviewed the human services application and rating criteria • Applications dispersed for rating and review 9/22 • Conducted virtual interviews with human services applicants 10/13 • Discussed application ratings and finalized funding recommendations 11/9 • Funding recommendations presented to City Council 11/19 • Review contract performance for human services organizations (Current Year) Work Plan: 1. 2020 human services contract performance 2. 2021-22 human services allocations process and funding recommendations 3. Approve 5-year Consolidated Plan, Annual Action Plan, and Fair Housing Analysis 4. Approve FY 2019 CAPER 5. Public hearing on community development, housing and services needs 6. FY 2021 CDBG/HOME funding strategies 3  Return to Agenda To: Mayor and City Councilmembers From: Brian Humphreys, Human Services Coordinator Through: John J. Caulfield, City Manager Date: November 9, 2020 Subject: 2021 Human Services Funding Recommendations Attachments: A. 2021 Human Services Funding Recommendations by Score B. 2021 Human Services Funding Recommendations by Strategy C. CARES Funding Disclosures D. 12-year Human Services Funding History 2009-2020 Background In 2014 the City Council adopted new funding strategies for the human services program based on a Community Needs Analysis. An updated 2020 analysis recommended these same strategies for the 2021 human services funding process. The Community Services Advisory Board (CSAB) reviewed the funding strategies, the human services funding application, and the rating criteria which were approved by the City Council in June. 2021 Human Services Funding Strategies: • Emotional Supports and Youth Programming • Housing Assistance and Homelessness Prevention • Crisis Stabilization and Advocacy • Access to Health and Behavioral Healthcare • Access to Food The request for proposals (RFP) was released on July 6th, 2020, with proposals due on August 22nd. Twenty-six (26) proposals, totaling $559,480 were received. Funding Deliberations The CSAB followed the same fair and consistent process established for the 2018 deliberations process. Board members individually scored the applications and the proposals were ranked in order by average score. Program funding requests far exceeded the available resources. After reviewing the final average scores, the CSAB decided applications scoring 25 points or fewer would not receive funding, and members agreed on justification statements. (See Attachment A) 4  Return to Agenda A couple notable trends were clear in how the final scores turned out: • The 2020 human services application emphasized commitment to diversity, equity and inclusion and engagement with the Lakewood community. Applicants who effectively demonstrated these commitments tended to score better. • The application emphasized programs that are primarily focused on the Lakewood community. Programs based in Lakewood tended to score higher than programs outside the city who also serve Lakewood residents. To further guide their funding deliberations, which would determine the recommended funding levels, the CSAB placed a high value on programs that would have the greatest level of impact and success in serving Lakewood residents. Below are the criteria used for recommending specific dollar amounts per program proposal. 1. The highest ranked proposal in the strategy area would receive a full funding recommendation (up to $25,000). 2. Lower ranking proposals would be recommended at levels that would support the work and not affect the overall intent or structure of the proposed program (Approximately 70% to 80% of the funding request, with two at 50%). All programs presented in these funding recommendations met the following criteria: • Requested funds are for serving Lakewood residents only; • Proposed service fulfills an identified community need; • Proposed service is a suitable intervention for the City’s funding strategies; • Partnerships are in place to avoid duplication of effort; • Service locations are easily accessible to Lakewood residents; • Agency demonstrates the ability to track performance and measure service outcomes; • Agency demonstrates the ability to meet the City’s contracting standards and reporting requirements, including financial audits and liability insurance; • Maintains an appropriate balance between administration overhead and program costs; • Agency demonstrates good standing with the IRS; and, • Agency demonstrates an active and engaged board of directors. 2021 Funding Recommendations The CSAB is recommending twenty-one (21) programs for 2021 human services funding for Lakewood City Council consideration. Program funding recommendations range from $12,000 to $25,000. ATTACHMENT A is the list of all the applications submitted in order by average score. This attachment also contains the justification statements for applications that are not being recommended for funding. ATTACHMENT B lists only the organizations the CSAB is recommending to receive human services funding in 2021 grouped by funding strategy. ATTACHMENT C is a list of which applying organizations received CARES Act Relief funds in 2020. The human services application asked applicants to describe how much CARES funding they received for any program and from any funder, and what those funds were used for. ATTACHMENT D is a summary of how human services funding has been allocated from 2009 through 2020. 5  Return to Agenda ATTACHMENT A: FUNDING RECOMMENDATIONS BY SCORE AVERAGE REQUESTED CSAB APPLYING ORGANIZATION $ 380,000.00 FUNDING AREA JUSTIFICATION STATEMENTS SCORE ($559,480) Recommends Lakewood's Promise $ 25,000.00 $ 25,000.00 $ 355,000.00 HS Coordinator; Youth Summit; Promise initiatives Communities in Schools 35.0 $ 25,000.00 $ 25,000.00 $ 330,000.00 Emotional Support/Youth Youth programming AND basic needs met Boys & Girls Clubs of SPS 34.5 $ 20,000.00 $ 20,000.00 $ 310,000.00 Emotional Support/Youth Lindquist Dental Clinic 33.4 $ 15,000.00 $ 15,000.00 $ 295,000.00 Health/Behavioral Health YMCA Pierce and Kitsap Counties 33.3 $ 25,000.00 $ 20,000.00 $ 275,000.00 Emotional Support/Youth Decided on a $20K cap for youth programming Greater Lakes Mental Healthcare 32.5 $ 25,000.00 $ 25,000.00 $ 250,000.00 Health/Behavioral Health Nourish Pierce County 31.6 $ 25,000.00 $ 25,000.00 $ 225,000.00 Access to Food St. Leo's Food Connection 31.5 $ 25,000.00 $ 25,000.00 $ 200,000.00 Access to Food Tillicum Community Center 31.5 $ 15,160.00 $ 15,000.00 $ 185,000.00 Access to Food Asian Pacific Cultural Center 31.3 $ 25,000.00 $ 20,000.00 $ 165,000.00 Emotional Support/Youth Oasis Youth Center 31.0 $ 15,000.00 $ 15,000.00 $ 150,000.00 Emotional Support/Youth Emergency Food Network 31.0 $ 25,000.00 $ 25,000.00 $ 125,000.00 Access to Food YWCA 29.0 $ 25,000.00 $ 18,000.00 $ 107,000.00 Crisis Stabil./Advocacy Rebuilding Hope SAC 29.0 $ 14,000.00 $ 12,500.00 $ 94,500.00 Crisis Stabil./Advocacy Community Health Care 28.4 $ 20,000.00 $ 14,000.00 $ 80,500.00 Health/Behavioral Health Catholic Community Services 28.2 $ 20,000.00 $ 14,000.00 $ 66,500.00 Housing/Homelessness Rebuilding Together South Sound 27.5 $ 20,000.00 $ 14,000.00 $ 52,500.00 Housing/Homelessness Making a Difference Foundation 27.2 $ 25,000.00 $ 15,500.00 $ 37,000.00 Access to Food Pierce County Project Access 26.5 $ 25,000.00 $ 12,500.00 $ 24,500.00 Health/Behavioral Health Tacoma Rescue Mission 26.3 $ 25,000.00 $ 12,000.00 $ 12,500.00 Housing/Homelessness Springbrook Connections 25.8 $ 25,000.00 $ 12,500.00 $ - Crisis Stabil./Advocacy Great program but not quite as critical as others from Pierce County AIDS Foundation 25.0 $ 10,320.00 $ - Health/Behavioral Health smaller organizations the board prioritized It has a regional emphasis and it was unclear how much work would happen among Lakewood residents; Some questions about the budget and how the funds would be Your Money Matters Mentoring 24.0 $ 10,000.00 $ - Emotional Support/Youth spent in Lakewood Not clear enough how the funds would be spent or how the Lorene's Place II 24.0 $ 25,000.00 $ - Crisis Stabil./Advocacy work will impact the funding area Explanation of service not quite focused enough to LASA 23.6 $ 25,000.00 $ - Housing/Homelessness demonstrate impact Housing/Homelessness Impacts of the work already being done in Lakewood not Career Path Services 21.8 $ 25,000.00 $ - (Workforce Development) clear enough 6  Return to Agenda Attachment B: 2021 Human Services Applications Summary of CSAB Recommendations Agency Program $ Requested $ Recommended EMOTIONAL SUPPORTS & YOUTH PROGRAMMING Asian Pacific Cultural Center Promised Leaders of Tomorrow $ 25,000.00 $ 20,000.00 Boys & Girls Club of South Puget Sound LIFT: Support for Youth in Struggling Families $ 20,000.00 $ 20,000.00 Communities in Schools of Lakewood Integrated Student Supports $ 25,000.00 $ 25,000.00 Oasis Youth Center Support for Lakewood LGBTQ Youth $ 15,000.00 $ 15,000.00 YMCA Teen Outreach Initiative $ 25,000.00 $ 20,000.00 Lakewood's Promise Thriving Families and Youth Mental Health $ 25,000.00 $ 25,000.00 Your Money Matters Mentoring Financial Education with Financial Mentoring $ 10,000.00 $0 TOTAL YOUTH $145,000.00 $ 125,000.00 HOUSING ASSISTANCE & HOMELESSNESS PREVENTION Catholic Community Services Family Housing Network $ 20,000.00 $ 14,000.00 Rebuilding Together South Sound House Rehabilitation and Volunteer Day $ 20,000.00 $ 14,000.00 Tacoma Rescue Mission Shelter Services $ 25,000.00 $ 12,000.00 LASA Homelessness Prevention $ 25,000.00 $0 Career Path Services Career Navigation Boost $ 25,000.00 $0 TOTAL HOMELESSNESS $ 95,000.00 $ 40,000.00 CRISIS STABILIZATION & ADVOCACY Greater Lakes Mental Healthcare LPD Behavioral Health Contact Team $ 25,000.00 $ 25,000.00 Rebuilding Hope: Sexual Assault Center Advocacy & Therapy for Sexual Assault Victims $ 14,000.00 $ 12,500.00 YWCA Domestic Violence Services $ 25,000.00 $ 18,000.00 Springbrook Connections Direct Services & Resource Connections $ 25,000.00 $ 12,500.00 Lorene's Place II Lakewood Family Support Center $ 25,000.00 $0 TOTAL CRISIS & ADVOCACY $114,000.00 $ 68,000.00 ACCESS TO HEALTH & BEHAVIORAL HEALTHCARE Community Health Care Behavioral Health Services $ 20,000.00 $ 14,000.00 Lindquist Dental Clinic for Children Uncompensated Care Fund $ 15,000.00 $ 15,000.00 Pierce County Project Access Donated Care $ 25,000.00 $ 12,500.00 Pierce County AIDS Foundation Medical Case Management $ 10,320.00 $0 TOTAL HEALTH $ 70,320.00 $ 41,500.00 ACCESS TO FOOD Emergency Food Network Co-op Food Purchasing Program $ 25,000.00 $ 25,000.00 St. Leo Food Connection Mobile Food and Backpack Programs $ 25,000.00 $ 25,000.00 Nourish Pierce County Nutritious Food for Families in Need $ 25,000.00 $ 25,000.00 Tillicum Community Center Emergency Services - Food $ 15,160.00 $ 15,000.00 Making a Difference Foundation Eloise's Cooking Pot Food Bank Delivery $ 25,000.00 $ 15,500.00 TOTAL FOOD $115,160.00 $ 105,500.00 TOTAL $539,480.00 $ 380,000.00 7  Return to Agenda ATTACHMENT C: CARES Act Relief Funding Disclosures APPLYING ORGANIZATION ANSWER TO APPLICATION QUESTION ABOUT CARES FUNDING Received $81,000 for expenses included employees, rent and utilities. Program description not Asian Pacific Cultural Center provided. We are using PPP funds for 24 weeks starting on 4/30/2020. BGC is receiving $2,364 from City Boys & Girls Clubs of SPS of Lakewood for youth programing and child care Received funding to carry one of our TANF programs through the end of our Program Year Career Path Services (June 30th). This allowed us to retain a fully staffed organization. Pierce County CCS received $176,012 for emergency hotel shelter for inviduals and families for Catholic Community one month. The network across 10 counties in Western Washington received $2,639,540 for Services emergency hotel shelter for veterans. $55,721.35 Payroll Protection Program (forgivable loan) received April 14, 2020 to fund Payroll & other covered expenses (April 14, 2020 - June 9, 2020) $50,000 - City of Lakewood CARES Funding to fund to summer student supports and transition Communities in Schools into the school year (July 1 - October 15, 2020) Community Health Care did receive CARES Act Relief Funding. Funding came from HRSA and Community Health Care has been used to purchase PPE and to support general operations. $2,250,000 throughout Pierce County for pass through and food expenses. $800,000 from City of Tacoma: $500,000 pass through to other agencies and $300,000 for EFN food purchasing Emergency Food Network and operational expenses. Greater Lakes Mental $25,000 from City of Lakewood for retrofitting the Lakewood campuses. Additional funding Healthcare received in August for losses sustained for the Medicaid line of business. City of Tacoma, to be used through 12.31.20 to support eviction prevention City of Lakewood, to be used through 10.31.20 to support eviction prevention LASA FEMA, to be used through 12.31.20 to support eviction prevention LDCC received $439,297.82 in PPP funding for staff payroll and utilities. LDCC received a $499,900 EIDL Loan that we have to pay back at 2.75% interest and maturity of 30 years. LDCC received an EIDL advance of $10,000 that has also been expended for our staff's medical benefits while we were mandated by Governor Inslee to be closed. LDCC received $76,108.47 Lindquist Dental Clinic for lost revenues from the CARES Provider Relief Fund. Lorene's Place II N/A Making a Difference Foundation N/A Nourish received $159,448.96 in funds from Pierce County passed through EFN which was used to purchase emergency food. We received $80,961.75 in CARES Capacity Grant funding passed through EFN which was used for capacity needs: refrigerators and freezers, shelving on the Mobile Food Banks, a floor scale at the Edgewood Food Bank, a floor scrubber, and pallet moving equipment. TEFAP CARES funding through EFN provided $65,426.82 which was spent on staffing costs, employer paid health insurance and COVID supplies, costs incurred from April 1, 2020 through August 30,2020. The CARES Stabilization Funding provided $69,203.66, funds spent on emergency food needs from July 1, 2020 through October 30, 2020. Last month Nourish received $19,000 from the City of Lakewood to spend on emergency supplies and food Nourish Pierce County needs through October 31, 2020. Oasis Youth Center received$10,000 from the City of Lakewood for software and technology to Oasis Youth Center do virtual case management and community engagement. 8  Return to Agenda PCAF has received funding from the CARES Act related to our Ryan White contract and Pierce County AIDS supporting food and essential needs for clients, and to our HOPWA contract which supports Foundation housing needs for clients. These funds are in effect through 6/30/2021. Pierce County Project Access N/A $25,000 from the City of Lakewood for software and technology to conduct virtual advocacy Rebuilding Hope SAC and therapy Rebuilding Together South We received a Paycheck Protection Loan on April 30, 2020 in the amount of $84,213.34 to Sound cover payroll and benefit costs during the Stay at Home order. Springbrook Connections N/A St. Leo's Food Connection N/A We have received $100,000 in CARES Act Relief Funding from the County for our Shelter Tacoma Rescue Mission Services Program. Tillicum Community Center N/A The YMCA has received or will receive in-direct CARES Act funding from the following: Kitsap County, Free Meal Outreach, $3,000 (received) and $2,000 (pending); Pierce County, Homeless Hygiene, $28,000 (received); City of Lakewood, Summer Day Camp and Power Scholars, $20,000 (in contract); City of Lakewood, Child Care CARES Grants, $2,000 (pending); Department of Children, Youth, and Families, Emergency Child Care (Mar-Jun), $125,000 YMCA Pierce and Kitsap (received) Counties No CARES Act funding will be used for the Teen Outreach Initiative. Your Money Matters Mentoring N/A There are 2 allocations of County CARES funds, one that already reimbursed expenses for technology needed immediately when the stay-at-home order was issued, one that is specific to DV and runs from August 1 to Dec. 31, 2020. Lakewood CARES is for $25,000 to upgrade YWCA technology for continued remote services. 9  City of Lakewood Human Services Funding History Return to Agenda 2009-2020 2009/10 2011/12 2013/14 2015/16 2017/18 Current Organization Program or Services Biennium Biennium Biennium Biennium Biennium Biennium Boys and Girls Club Lakewood After School Programs Youth 8 - 18 $ 100,000.00 $ 40,000.00 $ 20,000.00 $ 24,000.00 $ 25,000.00 $ 40,000.00 Catholic Community Services Emergency Housing $ 14,000.00 $ 14,000.00 $ 40,000.00 $ 28,000.00 $ 32,000.00 $ 30,000.00 Communities in Schools After School Program $ 42,000.00 $ 31,500.00 $ 30,000.00 $ 49,000.00 $ 46,500.00 $ 35,000.00 Community Health Care Primary Medical Care + Tillicum $ 27,000.00 $ 46,000.00 $ 15,000.00 $ 24,000.00 $ 5,000.00 $ 40,000.00 Emergency Food Network Food Distribution Program $ 30,000.00 $ 45,000.00 $ 40,000.00 $ 43,000.00 $ 50,000.00 $ 50,000.00 Lakewood's 5 Promises to Youth Youth Services Coordination $ 20,000.00 $ 52,000.00 $ 52,000.00 $ 43,000.00 $ 43,000.00 $ 50,000.00 Pierce County AIDS Foundation Medical Case Management $ 25,000.00 $ 27,000.00 $ 24,000.00 $ 22,500.00 $ 18,000.00 $ 20,000.00 St. Leo Food Connection Summer Meals Program $ 5,000.00 $ 7,000.00 $ 4,000.00 $ 6,000.00 $ 5,100.00 $ 28,000.00 St. Leo's Food Connection Mobile Food Program $ 14,000.00 $ 19,000.00 $ 24,800.00 $ 18,000.00 $ 10,000.00 $ 32,000.00 YWCA Pierce County Domestic Violence Shelter, Legal, Child Services $ 72,000.00 $ 49,500.00 $ 24,800.00 $ 36,000.00 $ 50,000.00 $ 60,000.00 Organization Program or Services 5 out of 6 Bienniums Caring for Kids Ready to Learn Fair & School Supplies $ 27,200.00 $ 44,000.00 $ 20,000.00 $ 20,000.00 $ 10,000.00 Nourish Pierce County Food Banks Program $ 18,000.00 $ 30,000.00 $ 33,500.00 $ 50,000.00 $ 40,000.00 LASA Outreach Program Client Center $ 18,500.00 $ 11,500.00 $ 17,000.00 $ 45,000.00 $ 37,500.00 Oasis Youth Center Oasis Youth Center $ 26,000.00 $ 16,000.00 $ 12,000.00 $ 14,000.00 $ 25,000.00 Rebuilding Together South Sound Rebuilding Together Program $ 6,200.00 $ 16,000.00 $ 33,500.00 $ 20,000.00 $ 28,000.00 Tacoma Rescue Mission Family Shelter $ 40,000.00 $ 20,000.00 $ 40,000.00 $ 24,000.00 $ 30,000.00 Organization Program or Services 4 out of 5 Bienniums Franciscan Health System Children's Immunization $ 46,000.00 $ 38,000.00 $ 29,400.00 $ 24,000.00 Greater Lakes Mental Health Behavioral Health Team & Emergency Assistance $ 32,000.00 $ 63,000.00 $ 50,000.00 $ 50,000.00 LASA Housing for Homeless Families $ 39,000.00 $ 41,500.00 $ 30,000.00 $ 12,000.00 Lindquist Dental Children Dental Services $ 20,000.00 $ 21,000.00 $ 29,000.00 $ 28,000.00 Rebulding Hope; Sexual Assault Center Advocacy and Therapy $ 20,000.00 $ 18,000.00 $ 30,500.00 $ 28,000.00 Pierce College Lakewood Computer Clubhouse $ 40,000.00 $ 40,000.00 $ 28,000.00 $ 28,000.00 Organization Program or Services 3 out of 5 Bienniums Clover Park School District Early Learning Consortium $ 100,000.00 $ 40,000.00 $ 30,000.00 Communities in Schools Champions Mentor $ 21,500.00 $ 26,000.00 $ 26,000.00 Korean Women's Association We Are Family Home $ 20,000.00 $ 20,000.00 $ 10,000.00 South Sound Outreach Services Outreach Program $ 20,000.00 $ 39,500.00 $ 40,000.00 St. Leo's Food Connection Backpack Program $ 5,000.00 $ 6,000.00 $ 4,500.00 TACID HELP & ACCESS Programs $ 12,000.00 $ 15,000.00 $ 8,500.00 Tacoma Coummunity House Victims Legal Advocacy Program $ 24,000.00 $ 24,000.00 $ 37,500.00 YMCA Teen Late Night Program $ 15,000.00 $ 20,000.00 $ 16,000.00 Organization Program or Services 2 out of 5 Bienniums Good Samaritan Hospital Caregiver Respite & Support $ 20,000.00 $ 19,000.00 Metro Development Council Family Support & Treatment Center $ 17,500.00 $ 6,000.00 Pierce County Community Connections ChildReach Developmental Screening $ 18,000.00 $ 15,000.00 Tillicum Community Center Emergency Food Assistance $ 28,000.00 $ 20,000.00 WWEE (Courage 360) ReachPlus Employment Program $ 15,000.00 $ 15,000.00 Organization Program or Services One Biennium Beecher's Foundation Pure Food Kids Project $25,000.00 Centerforce Community Inclusion for Adults w/Disabilities $ 20,000.00 Community Health Care Adult Dental Services $ 12,000.00 Mary Bridge Hospital Children's Grief and Loss Support $ 15,000.00 Pierce County Project Access Donated Care $ 25,000.00 Lakewood Multicultural Coalition Empowerment & Inclusion $ 3,000.00 Tacoma PC Health Department CPSD Dental Services $ 21,000.00 2009/10 2011/12 2013/14 2015/16 2017/18 Current TOTAL Grand Total HS Biennial Funding Allocations $ 773,200.00 $ 768,700.00 $ 681,500.00 $ 700,000.00 $ 704,600.00 $ 723,000.00 $ 4,351,000.00 March 2019 10  Return to Agenda To: Mayor and City Councilmembers From: Tho Kraus, Assistant City Manager/Administrative Services Through: John J. Caulfield, City Manager Date: November 9, 2020 Subject: Review of 2021 Lodging Tax Funding Allocations Overview As authorized under state law, the City of Lakewood has enacted a lodging tax. The City receives a 7% share of the taxes collected by Washington State from lodging‐related businesses located within the City. The 7% breaks down into 4% which can be used for tourism promotion, or the acquisition of tourism‐ related facilities, or operation of tourism‐related facilities. The additional 3% is restricted to the acquisition, construction, expansion, marketing, management, and financing of convention facilities, and facilities necessary to support major tourism destination attractions that serve a minimum of one million visitors per year. The memorandum discusses the City’s Lodging Tax Advisory Committee (LTAC), the estimated funds available, how the funds may be used, grant requests and recommendations. Lodging Tax Advisory Committee If a city collects lodging tax, state law requires the formation of a Lodging Tax Advisory Committee. The committee must have at least five members and each member must be appointed by the City Council. At least two of the members of the committee must represent businesses required to collect the tax, and at least two of the members of the committee must represent entities who are involved in activities authorized to be funded by the tax. The fifth member of the committee must be an elected official of the City, who shall serve as Chair of the committee. There is no maximum number of participants on the LTAC. One role of the LTAC is to consider requests for use of lodging tax funds. The LTAC considers these requests in a public process, which is intended to generate comments and funding recommendations. These are forwarded to the Lakewood City Council who, in turn, reviews all of LTAC’s proposals and votes yes or no to each one. The City Council cannot modify the recommended amounts or vendors provided to them by LTAC. 11  Return to Agenda 2020 Estimated Funds Available for 2021 Grant Awards Restrictions on Use 4% 3% (Restricted) promotion, acquisition of Reserved for acquisition, tourism related facilities, or construction, expansion, Total Estimated Funding Available operation of tourism related marketing, and management for 2021 Grant Awards facilities. of convention facilities. Total Estimated Ending Balance, 12/31/2020 $869,292 $368,062 $1,237,354 Less Required for CPTC McGavick Center $0 ($101,850) ($101,850) Total $869,292 $266,212 $1,135,504 Grant Requests In August 3, 2020, the City solicited for and received 15 proposals requesting $605,400. Additionally, the City previously committed to an annual payment of $101,850, beginning in 2007, for 20 years to Clover Park Technical College for construction of the Sharon McGavick Student/Conference Center. 2021 Grant Award Recommendations The LTAC was provided completed applications on September 9, 2020 for review. On September 18, 2020 the LTAC met for a full day to hear presentations by each of the applicants. The members of the committee carefully considered each request based on the following criteria:  Funds available  Past performance  Ability to attract tourism, particularly from outside the 50 mile radius  Strength of the applications  City of Lakewood’s desire to retain dollars for future capital project(s) 12  Return to Agenda Below are the Lodging Tax Advisory Committee’s recommendations: 2020 Requests for 2021 LTAC Grant Funds Funding Request Recommended Funding Applicant Non‐Capital Capital Non‐Capital (4%) Capital (3%) Available Balance $ 298,892 $ 266,212 Lakewood Historical Society $ 35,000 $ ‐ $ 35,000 $ ‐ Lakewold Gardens $ 60,000 $ ‐ $ 50,000 $ ‐ Historic Fort Steilacoom Association $ 12,000 $ ‐ $ 12,000 $ ‐ Asian Pacific Cultural Center $ 15,000 $ ‐ $ 15,000 $ ‐ Travel Tacoma ‐ Mt Rainier Sports $ 100,000 $ ‐ $ 100,000 $ ‐ LSCA ‐ Gimhae Delegation $ 16,350 $ ‐ $ 16,350 $ ‐ LSCA ‐ International Festival $ 7,550 $ ‐ $ 7,550 $ ‐ Lakewood Arts Festival Association $ 19,500 $ ‐ $ 19,500 $ ‐ Lakewood Playhouse $ 25,000 $ ‐ $ 25,000 $ ‐ Chamber of Commerce ‐ Nights of Lights $ 25,000 $ ‐ $ 25,000 $ ‐ Chamber of Commerce ‐ Tourism $ 90,000 $ ‐ $ 90,000 $ ‐ CoL – SummerFEST $ 80,000 $ ‐ $ 80,000 $ ‐ CoL – Farmers Market $ 50,000 $ ‐ $ 35,000 $ ‐ CoL – Summer Concert Series $ 20,000 $ ‐ $ 20,000 $ ‐ CoL – Imaging Promotions $ 50,000 $ ‐ $ 40,000 $ ‐ $ 605,400 $ ‐ $ 570,400 $ ‐ Subtotal $ 605,400 Subtotal $ 570,400 CPTC McGavick Center (Committee, Annual Payment) $ ‐ $ 101,850 $ ‐ $ 101,850 $ 605,400 $ 101,850 $ 570,400 $ 101,850 Total $ 707,250 Total $ 672,250 Next Step On November 16, 2020, the City Council will be requested to authorize the City Manager to enter into service contracts for the provision of tourism services in 2021. Attachments  Draft LTAC Minutes from September 18, 2020 Retreat 13  Return to Agenda LODGING TAX ADVISORY COMMITTEE (LTAC) September 18, 2020 ‐ Friday – 8:30 A.M. Virtual Meeting via Zoom CALL TO ORDER Chair Mayor Don Anderson called the meeting to order at 8:45 a.m. ROLL CALL Members present: Lakewood Mayor Don Anderson, Chair; Chelene Potvin‐Bird, President/CEO ‐‐ Travel Tacoma; Phillip Raschke, Board member ‐ Lakewood Playhouse; Linda Smith, President/CEO – Lakewood Chamber of Commerce, Jarnail Singh – Comfort Inn & Suites; Jessica Christensen – Holiday Inn Members Absent: Asuka Ludden ‐ Best Western Lakewood Motor Inn City staff present: Tho Kraus, Assistant City Manager; Manny Cristobal, Finance Supervisor PUBLIC COMMENTS ‐ None. MEETING MINUTES APPROVAL ‐ The motion to approve the minutes passed unanimously 2020 GRANTS STATUS & FUND BALANCE – Tho Kraus, Assistant City Manager/Admin Services Ms. Kraus briefly described the authorized uses for lodging taxes in the City of Lakewood (the City): 7% lodging tax is collected by the City of which 4% is designated for tourism promotion while the other 3% is restricted for capital‐related projects owned by the City. She announced that $1,237,354 is available for allocation in 2021, where $800K is anticipated to come from 2020 revenues. She stated that the total amount requested is $707.250, comprised of $605K in noncapital requests plus the City’s $101,850 annual commitment to the McGavick Center lease, while the total amount available is $869K. She also informed that 2020 participants reported $133K in anticipated savings from the 2020 allocation. She ended by stating that all in all, there will be an estimated $400K remaining at the end of the year after 2021 funds are granted as requested. Chair Mayor Anderson asked to clarify the two buckets of LT funding available. Ms. Kraus explained that there are tourism/marketing funds and capital funds and that these funds can be used for capital but not vice‐versa. She added that there is no capital funding requested this year. Chair Mayor Anderson briefly explained the process of how funds are granted, the role of LTAC (“the committee”) and the final ratification by the City Council. Chair Mayor Anderson also briefly recounted the impacts of the COVID crisis on lodging tax revenues. Ms. Kraus then shared the funding request schedule to be used as a guide during the award deliberations. 2020 GRANT PROPOSAL PRESENTATIONS Lakewood Historical Society (LHS) ‐ Phil Raschke, Board member and Sue Scott, President Ms. Scott thanked the committee for helping them and being around for “your museum” then introduced Phil Raschke who presented. Mr. Raschke shared a slide show “Your Lakewood History Museum – Preserving Yesterday and Educating Tomorrow.” He reported that their new location has been remodeled as part of the Colonial Center project. He informed about the passing of their former Treasurer, James Curley. He announced that there is no successor yet but they have a bookkeeper helping them out. He stated that despite COVID, the LHS continued to be active this year in the following areas 1) membership 14  Return to Agenda renewal drive which brought in generous donations; 2) completed Phase 1 and 2 of major upgrades of their facility including the film room; 3) published a comprehensive museum brochure which included all museums in the area; 4) also published a special issue of the Prairie Gazette. He then showed before‐and‐ after photos of their new remodeled offices and described the planned Phase 3 improvements. He also detailed their operating results for 2020 and their budget for 2021, which calls for $59.5K in spend that will result in a shortfall of $35K, the exact amount they are requesting the committee. No questions from the committee. Lakewold Gardens (LG) – Susan Warner, Executive Director, Cassandra de Kanter, Grants and Resource Specialist. Ms. de Kanter kicked‐off their presentation. She stated that they are trying to maximize their availability for event hosting. She reminded the committee that they are statutorily limited as to the number of events they can host and they have maxed out this quota. She announced that they have hired a new events coordinator and communications coordinator. Ms. De Kanter then Introduced Ms. Warner who took over the presentation. Ms. Warner began by thanking the committee for last year’s funding which they partly used to improve their social media presence. She mentioned that they are doing fine overall despite the COVID crisis because they have, received generous government support. She revealed a change in their mission and vision statements and that they are aligning LG with the American Public Gardens Association movement to expand programmatic offerings into the arts. She stated that, while they love weddings, they are also looking to host other non‐traditional social events. Ms. Warner highlighted Winter Garden Poetry Series which had expanded hours. She reported that they have virtualized most of their content due to COVID, such as, “Music from Home” with internationally renowned pianist Nyaho. She also reported that, while a month late, they were able to hold “FairyFest” under the current social distancing rules. Ms. Warner also disclosed that they have been received significant Artwork donations. She reported that the “Winter Solstice” event was cancelled due to supply chain issues caused by economic crisis but they plan to hold the event next year. She stated that they are asking for $60K to continue partnerships, improve social media, and planning for “Winter Solstice Lights”. LTAC member Smith asked for clarification on when Winter Solstice will be held next to which Ms. Warner confirmed that this year’s event is cancelled and next year’s is currently under planning. Historic Fort Steilacoom Association (HFSA) – Joseph Lewis, Secretary Mr. Lewis began by giving a history of Fort Steilacoom. He noted that Fort Steilacoom is the oldest attraction in Lakewood (since 1983) and has been in the National Historic Register for 170 years. He described their unique situation where the State owns the land and buildings where the Museum is sited with HFSA under a long‐term lease which they pay for through their volunteer service. They cannot use LTAC grants for capital and so they only use the LTAC grants for publicity and promotion. He reported that they were closed down during the pandemic and this year’s revenues have fallen dramatically as a result. He reported that during the downtime they have been planning on improving customer experience, expanding their social media presence, upgrading their website by uploading their archives, and hosting virtual programs. He informed that DSHS recently released a master plan for a reconfiguration of Western State Hospital which will be favorable to the Museum in terms of improved access. He also mentioned that HFSA ordered logoed and regular masks for their customers and employees. He warned though that he is not sure how many volunteers, among the eight that they had pre‐closure, will return when they reopen. He declared that they are asking for $12K in grant funds which is at the same level as the prior year. 15  Return to Agenda Chair Mayor Anderson expounded on the Master Plan for Western State Hospital noting that it is still a fluid situation in terms of funding, design and zoning. He added that it is more desirable if the City can gain control over the historic area which will be a great adjunct to Fort Steilacoom Park. Mr. Lewis added that the plan actually gave some needed publicity to the Park. Asia Pacific Cultural Center (APCC) ‐ Faaluaina Pritchard, Executive Director Ms. Pritchard began by wishing the committee well. She stated that they are requesting $15K to help put up the annual Samoan Cultural Day for next year. She stated that the APCC event was traditionally held at the same day as Summerfest but they prefer holding their event at a different Saturday in July – they plan on holding the 2021 event on the last Saturday. She provided 2018 demographics which showed the increasing population of Asian, Hawaiian and Pacific Islanders. She reported that they had to cancel this year’s live event but was able to do it virtually which became a success on its own. Ms. Pritchard stated that the grant will be used for hosting the 11th Samoan Cultural Day in 2021, paying for the project venue, equipment rental, supplies, and janitorial services and providing $5K in allowance for guest lodgings in mostly Lakewood hotels. No questions from the committee. Lakewood Chamber of Commerce – Tourism ‐ Linda Smith, President/CEO Ms. Smith thanked the committee for being there today. She started by saying that they are requesting $95K for their tourism and events promotion services and that they are appreciative of LTAC support through the years. She reported that according to the WA Hospitality Assn, state‐to‐state travel will be down for the next two years, which is why they quickly pivoted by directing their campaign to focus in‐ state travel. (Technical difficulties prevented Ms. Smith from sharing their promotional videos which highlights their newly created in‐state drive itineraries.) She next described their advertising activities this year as they continue their role as lead destination marketing organization for the City. She stated that their focus is on individual and family travelers and promoting drive‐tours as a wide‐open, clean and safe travel activity. She stated that they will continue to produce more destination videos and tourism collateral materials, such as, as brochures, events calendars, attractions and services inventory. No questions from the committee. (The committee recessed for lunch at 11:55) Travel Tacoma Mt. Rainier Tourism & Sports (TT) ‐ Dean Burke, President/CEO Mr. Burke started by stating that they’re ask this year for LTAC funding is $100,000 which is down from last year’s $120K request. He added that they are returning $26,393 from this year’s budget and looking for further savings before the year is over. He mentioned that this year they have diligently invested in an aggressive stakeholder communications plan by sending biweekly news to committee members and interested parties and have been monitoring audience engagement and feedback. He gave a refresher of their rebranding efforts from last year, the reason for the name change and the use of the all‐ encompassing “Mountain‐City‐ Sea” moniker. He then proceeded to talk about the Geofencing application that they implemented during the pandemic to aid in their recovery effort. Geofencing is the use of GPS or RFID to create virtual geographic boundary which lets an App to trigger a response every time a mobile devise enters or leaves a particular area. He said that the tool gathers and analyzes geographic, demographic and psychographic data from visitor activities. He then showed various samples of charts generated by the App. He expressed his excitement about the App’s capability to target not only past visitors but also “look‐alike” potential customers. Mr. Burke then described TT’s core pillars which are: leisure, conventions and meetings, and sports, although warned of potential priority shifts due to COVID. 16  Return to Agenda He stressed that their strategy is to continue to encourage independent travelers to go into our community and collaborate with our attractions as they open‐up, with the attraction promoters working with TT for lead opportunities. No questions from the committee. Lakewood Sister Cities Association – Gimhae Delegation ‐ Connie Coleman‐Lacadie, President Ms. Coleman‐Lacadie thanked the committee for always considering Sister Cities for LTAC grants. She mentioned that similar to last year, they have two different grants for two events that tie‐in together. She shared a concern though that in 2021, the timing of events may become an issue as the delegation may prefer not to take part in large events. She asked for flexibility in next year’s schedule. She stated that they are asking for $16,350 for 2021 as they expect a larger delegation next year. She concluded by thanking the City for accepting the City of Gimhae’s gift of PPEs and masks earlier in the year. Chari Anderson noted the details of the aforementioned donation and its disposition and added that the he and the City Council were fully appreciative and that Sister Cities really add value. No questions from the committee. Lakewood Sister Cities Association – International Festival ‐ Connie Coleman‐Lacadie, President Ms. Lacadie next presented the international festival event and reiterated the need for flexibility in the scheduling for 2021. She mentioned they are exploring ideas of having a different venue or timing as the Summerfest, such as, holding it in Colonial Square, or rescheduling to coincide with Farmers Market, where they can be more creative in presenting the international flair to Lakewood citizens. She is requesting $7,550 for the international festival. No questions from the committee. Lakewood Arts Festival Association ‐ Robert Lawrence, Chairman Mr. Lawrence announced that they had to postpone their festival due to COVID restrictions which left $10,000 in savings to the LTAC fund. However starting Oct 2020 through the 10th Arts Festival in Oct 2021, they will sponsor a biweekly program on their website, Facebook and Suburban Times with articles about upcoming films and interviews with artists and authors. Mr. Lawrence mentioned that they have already booked the Mcgavick Center for next year’s event. Mr. Lawrence stated that they are encouraging more attendance to the festival by adding new talents and activities, such as, Filipino dancers, Nisqually tribe display and dancers, green screen and film exhibits, Pierce County Library exhibits, professional puppet show, military art exhibits, etc. Chair Mayor Anderson asked what the attendance was at the 2019 event. Mr. Lawrence recalled 1200‐ 1500 with 60 artists and over 40 authors, and stated that it has been improving every year. No questions from the committee. City of Lakewood PRCS – Summer Concert Series ‐ Sally Martinez, Parks and Recreation Coordinator Ms. Martinez reported that the Summer Concert was cancelled due to COVID although they did the planning activities this year. She mentioned that they were able to invite and schedule seven bands in different music genres before the cancellation. She stated that they are looking forward to the 2021 event and that their venue, the Pavilion at Fort Steilacoom Park, will allow them to comply with COVID restrictions. She shared a slideshow from last year which showed the activities that they created for their guests and stated that these events are needed by the community especially at this time. She reminded 17  Return to Agenda the committee that these concerts are free to the community; old to younger, all cultures and with all abilities. She next mentioned that they engage with Asia Pacific Cultural Center to provide entertainment and bring in food trucks. She closed by stating that they are constantly exploring ideas on how they can pivot in terms of event offerings under this environment. Chair Mayor Anderson asked if they anticipate maintaining or enhancing the quality of invited musicians with this grant request. Ms. Martinez responded that they will maintain the same level and plan on using the same musicians as they’ve already been extensively vetted. The 20K request will be used to pay for the musicians and the rent of porta‐potties for the event. Lakewood Playhouse ‐ James Venturini and Heather Hines – Co‐Artistic Directors Mr. Venturini announced that Mr. John Munn resigned as one of the Playhouse’s artistic directors last July and he and Heather Hines are now the managing artistic directors going forward. He thanked the committee for their continuing support. Reported that they provide programming 365 days a year with full‐production, education programming, readings and special events. They rent space in Lakewood Towne Center for their classes. Moved entire fall productions online through 2021. They will adapt to the conditions or restrictions that the State allows. They will use the grant award to market the online productions and are planning just in case they can open doors again in 2021.Stressed the importance of strong marketing under the current environment to make audiences aware about their status and online activities. He showed samples of their print marketing materials and will continue to make them in combination with online advertising. He is aware about the impacts of COVID on the City’s lodging tax revenues and ensured the committee that they will spend their grant wisely. LTAC member Potvin‐Bird stated that Mr. Venturini brought up a good point about room collections being down, then asked him to remind the group how the Playhouse tracks where customers come from. Mr. Venturini said that they do a lot of demographic surveys using their subscriber list or their larger email contact list. He added that their hiring of talent and designers from big cities outside of Lakewood potentially adds these individual’s families and contacts to the Playhouse’s target audience which can in‐ turn add lodging revenues from the highly coveted “over 50‐mi. radius” market. Chair Mayor Anderson wished them well and hoped they can open in the near future. City of Lakewood PRCS – Farmers Market ‐ Sally Martinez, Parks and Recreation Coordinator Ms. Martinez happily announced that the Farmers Market has been designated an essential business. She shared their new promotional video for 2020. She stated that they switched their location to Steilacoom Park and required vendors to be 10 feet apart to comply with COVID prevention requirements. She commented that because the new venue is bigger and more spacious, they were able to get more vendors to participate than last year. She showed photos of their 2020 season held at the new location and heralded the success they achieved in contrast to farmers’ markets in the region which had to downsize due to the new restrictions. She added that they have extended the market into the fall season as there is still demand for it. She then detailed the changes that they implemented this year, such as, new signage to orient customers on the new venue and to ensure compliance with the restrictions, created new advertising which billed the event as the “All‐New Farmers Market”, added a makeshift drive‐in movie which allowed them to promote the Farmers Market to the movie patrons, and secured additional liquor licenses for new wine vendors. Ms. Martinez also highlighted the amount of sales generated this year which is significantly higher than last year’s. She stated that next year they want to hold the market in two locations because of its popularity. 18  Return to Agenda Chair Mayor Anderson asked what the overall attendance will be this year compared to last year to which Ms. Martinez responded that daily attendance will be doubled. City of Lakewood PRCS – SummerFEST ‐ Sally Martinez, Parks and Recreation Coordinator. Ms. Martinez started off by reporting that SummerFest was cancelled this year due to COVID. For the benefit of new LTAC members, she showed video promotions that they had for the 2019 event. She said 2019 was an extremely successful event according to testimonials from the food vendors. She mentioned that they are planning changes for 2021, such as, holding a 3‐day event in lieu of a 1‐day festival which will benefit them as some potential sponsors, like Pierce County, are willing to provide funding for a 3‐day event. She also mentioned that they have a team in place planning for next year’s event to be held under COVID restrictions. In the meantime, Ms. Martinez stated that they are increasing their advertising campaign by continuing to focus on JBLM families of service men and women, using radio more as this targets the coveted audiences from beyond the 50 mi. radius, working harder on soliciting sponsorships and take advantage of their continuing interest despite COVID, and cross‐marketing with other tourist organizations, such as, Farmers Market, Lakewold Gardens, Sister Cities, and Asia Pacific Cultural Center. No questions from the committee. City of Lakewood Communications – Imaging Promotions 2020 ‐ Shannon Kelley‐Fong, City Senior Policy Analyst; Becky Newton, Economic Development Manager Ms. Kelley‐Fong thanked the group for their commitment in serving in the committee. She then introduced their “Build It Better Here” imaging campaign and stated that continued funding will raise the level of awareness of Lakewood and its attractions, create economic activity in terms of retail sales, and increase events attendance and hotel‐motel overnight stays. She shared that visual content is increasing in importance as most people, according to a study, prefer digital images than static text. She reported that they are in continued partnership with Hemisphere to deliver media content for their programs and are therefore requesting additional funding, 50K in 2021, to continue this momentum. She disclosed that the funds will be allocated as follows: $46,760 to continue building the website for the campaign, $2K for professional photography services, and the rest for additional hardware and software to improve quality of videos and digital content. Ms. Kelly‐Fong stated that the goals of the program and campaign are to change the perception of Lakewood by emphasizing the positive, to increase outreach through targeted ads, to increase hotel stays by promoting events and attractions outside of the South Sound to encourage overnight stays (50+ mi), and to increase tourism via internet ads to attract out‐of‐state visitors. She also showed some metrics that are in place to track number of visitors and/or clicks to the website and that the results so far have been positive. Ms. Newton added to the presentation and informed that the City has some new hotels to promote: Town Place Suites and Comfort Inn Suites, which just recently opened and Whispering Suites which is under construction. She added that the City’s proximity to and relationship with JBLM brings a lot of business events and families which adds to long‐term and short‐term lodging stays and their campaign will be instrumental in promoting the City to this segment. She stated that COVID has forced them to pivot on some of their targets and activities and Hemisphere has allowed them to be flexible. No questions from the committee 19  Return to Agenda Lakewood Chamber of Commerce – Nights of Blue Lights Ms. Smith began by stating the “Nights of Blue Lights” started last year. She discussed the reference to the blue lights where blue was the favorite color of Mary Cordelia Davis and how the City in the past had used blue lights for annual Holiday festivities. She mentioned how “Nights of Blue Lights” resurrects this unique tradition which is intended to attract visitors during the holiday season and boost tourism and sales activity. She showed photos of establishments that displayed blue light decorations in the past year. She next related that the Chamber is planning on creating tour packages next year which features the “Nights of Blue Lights” in combination with other City attractions in that season. GRANT FUNDING DECISIONS (Group deliberations commenced to determine the amount of grants to be awards). Basis for Awards and Other Recommendations  Historic Fort Steilacoom Association (HFSA) ‐ The committee agreed to grant the full requested amount of $12K with a suggestion that HFSA reexamine their current marketing mix to move farther away from print media by working with the City and other partners who can provide them the technology.  Asia Pacific Cultural Center – LTAC member Potvin‐Bird reported that the Tacoma Dome is shutting down the Ex Hall and moving events to the Convention Center next year; and , while the APCC is looking to move back to Lakewood, the impacts to the City will be farther out in the future. Chair Mayor Anderson remarked that the APCC had added new and attractive programs to their event and suggested granting the full request. The committee approved the full amount of $15K.  Travel Tacoma (TT) – LTAC member Smith stated that she was impressed with TT’s Geofencing application with its ability to track customers and visitors activities and behavior to create metrics that allow for effective and efficient marketing. The committee discussed the potential for the technology to be shared with the other tourism partners. The committee granted the requested amount of $100K.  Lakewood Sister Cities: Gimhae Delegation – Chair Mayor Anderson shared his assessment that there is more to Sister Cities than heads‐in‐beds right now, although positive impacts to tourism will still come in the near future. He praised the City of Gimhae for their recent generous donation of PPEs and masks to the City. The committee approved the full request of $16,350.  Lakewood Sister Cities: International Festival – LTAC member Potvin‐Bird reviewed that together with the Gimhae delegation, their total request this year is the same as last year. It was noted that Sister Cities have not submitted reimbursements to‐date on their 2020 grant and did not inform the City of the amount of savings. The committee approved the requested amount of $7,550.  Lakewood Arts Festival – LTAC member Raschke stated that the festival helps put Lakewood’s name in the forefront. The committee agreed that the pivot to online and social media offerings has potential to grow the market as people stay home more because of COVID. The full amount of $13,500 was awarded.  Lakewood Historical Society – LTAC member Smith stated that the museum remodel was beautifully done and that the timing of COVID was unfortunate. She said that interactive displays provide a form 20  Return to Agenda of “edu‐tainment.” Chair Mayor Anderson stated that while the museum is not a main attraction, it provides a valuable complementary activity. The committee granted the full amount requested of $35K.  Lakewold Gardens (LG) – Chair MayorAnderson provided some history about LG where a previous change in leadership did away with wedding events as their main service, but recently reversed course due to LTAC influence. LTAC member Potvin‐Bird remarked that wedding events, even if LG did the maximum allowable, do not generate as much in lodging stays. The committee reduced the award to $50K.  Lakewood Playhouse – Chair Mayor Anderson asked why they still have operating expenses this year when they were not putting on productions. LTAC member Potvin‐Bird reviewed the Playhouse’s spending proposal and reported that the plan is a mix of social media, website, radio and print advertising. LTAC member Raschke commented that the Playhouse will need extra marketing effort after being shuttered to entice audiences to come back. The committee approved the full amount of $25,000 but Chair Mayor Anderson commented that they can come back to reassess the determination if necessary.  Chamber of Commerce ‐ Night of Lights – Chair Mayor Anderson asked to be reminded of how the funds will be used to which Ms. Smith explained that funds will be used for purchasing decorative lights and installations. The committee approved the requested amount of $25K.  Chamber of Commerce (CC) ‐ Tourism – LTAC member Raschke stressed the important role of the CC with its involvement with the City. The committee approved the requested amount of $90K.  Summerfest – Chair Mayor Anderson stated that they need to support Summerfest because of their explosive success in the past. LTAC member Raschke mentioned that Summerfest has an established reputation now and is well‐known throughout the City. The committee approved the requested $80K.  Farmer’s Market – Ms. Potvin‐Bird stated that farmers markets are great for the local community but they don’t generate hotel‐motel stays that much and so the $50K ask may be too high. The committee decided to award $35K.  Imaging Promotions – Ms. Potvin‐Bird asked whether the program has other sources of funds to which Chair Mayor Anderson replied that they are funded by the General Fund and LTAC grants. She also noted that most of their awards goes to ad development in contract with Hemishpere. The committee reduced the award to $40K instead of the requested $50K. 21  Return to Agenda A summary of the award determinations is given below. LAKEWOOD LODGING TAX ADVISORY COMMITTEE RECOMMENDATIONS 2020 Requests for 2021 LTAC Grant Funds Funding Request Recommended Funding Applicant Non‐Capital Capital Non‐Capital (4%) Capital (3%) Available Balance $ 298,892 $ 266,212 Lakewood Historical Society $ 35,000 $ ‐ $ 35,000 $ ‐ Lakewold Gardens $ 60,000 $ ‐ $ 50,000 $ ‐ Historic Fort Steilacoom Association $ 12,000 $ ‐ $ 12,000 $ ‐ Asian Pacific Cultural Center $ 15,000 $ ‐ $ 15,000 $ ‐ Travel Tacoma ‐ Mt Rainier Sports $ 100,000 $ ‐ $ 100,000 $ ‐ LSCA ‐ Gimhae Delegation $ 16,350 $ ‐ $ 16,350 $ ‐ LSCA ‐ International Festival $ 7,550 $ ‐ $ 7,550 $ ‐ Lakewood Arts Festival Association $ 19,500 $ ‐ $ 19,500 $ ‐ Lakewood Playhouse $ 25,000 $ ‐ $ 25,000 $ ‐ Chamber of Commerce ‐ Nights of Lights $ 25,000 $ ‐ $ 25,000 $ ‐ Chamber of Commerce ‐ Tourism $ 90,000 $ ‐ $ 90,000 $ ‐ CoL – SummerFEST $ 80,000 $ ‐ $ 80,000 $ ‐ CoL – Farmers Market $ 50,000 $ ‐ $ 35,000 $ ‐ CoL – Summer Concert Series $ 20,000 $ ‐ $ 20,000 $ ‐ CoL – Imaging Promotions $ 50,000 $ ‐ $ 40,000 $ ‐ $ 605,400 $ ‐ $ 570,400 $ ‐ Subtotal $ 605,400 Subtotal $ 570,400 CPTC McGavick Center (Committee, Annual Payment) $ ‐ $ 101,850 $ ‐ $ 101,850 $ 605,400 $ 101,850 $ 570,400 $ 101,850 Total $ 707,250 Total $ 672,250 LTAC member Raschke moved to accept the final allocation and LTAC member Potvin‐Bird seconded. With no further discussions, the motion to approve the recommended amounts was passed unanimously. ADJOURNMENT ‐ Chair Mayor Anderson adjourned the meeting at 3:30 p.m. Minutes: _____________________________________ _____________________________________ Manny Cristobal, Finance Supervisor (Preparer) Mayor Don Anderson, Chair 22  Return to Agenda To: Mayor and City Councilmembers From: Tho Kraus, Assistant City Manager/Administrative Services Through: John J. Caulfield, City Manager Date: November 9, 2020 Subject: Review of 2020 Accounts Receivable Write-Offs BACKGROUND Per the Lakewood Municipal Code 03.22.02 Write-Off: The City shall make reasonable attempts to collect all money owing in compliance with city policy and procedures. If such attempts fail and at least 120 days have passed since the original due date, the receivable will be sent to the collection agency. No less than 24 months after the original due date, if the receivable remains uncollected, the City may write-off the debt, provided the amount of the receivable is less than $250.00 and both the City Manager and Assistant City Manager/Administrative Services authorize the write-off. Any decisions regarding write-off are discretionary with the City and may consider any variety of factors, including but not limited to resources of the City for purposes of attempting collection and aggregate impact of receivables at the time. PROPOSED WRITE-OFFS In reviewing the account receivable that is owed to the City, the following are requested to be written off: • Jefferson Taylor $727.98 Subrogation for City property damage claim #2017-0085, date of loss 05/15/2017, location 108th Street SW & Douglas Drive SW, Lakewood. Individual's vehicle damaged City street sign. A 30 day to pay letter was sent on 01/02/18. When no payment received, turned over to collection on 02/26/18 to Dynamic Collectors. • David Schooley $25,952.41 Subrogation for City property damage claim #2016-0045, date of loss 01/22/2016, location North Bound I-5 & Madigan exit, Lakewood. Individual's vehicle damaged contractor’s equipment (truck mounted impact attenuator). A 30 day to pay letter was sent on 01/02/18. When no payment received, turned over to collection on 02/18/18 to Dynamic Collectors. • Barbara Snowberger $3,285.25 Subrogation for City property damage claim #2018-0087, date of loss 08/12/2018, location 40th Ave. SW & 96th Street SW, Lakewood. After investigation it was found the individual's actions resulted in damage to a City guardrail. A 30 day to pay letter was sent on 09/24/18. When no payment received, turned over to collection on 12/06/18 to Dynamic Collectors. • Uitualagi Viena $5,934.53 Subrogation for City property damage claim #2018-0066, date of loss 06/09/2018, location 8801 Custer Road SW, Lakewood After investigation it was found the individual's actions resulted in damage to a City guardrail. A 30 day to pay letter was sent on 09/24/18. When no payment received, turned over to collection on 12/06/18 to Dynamic Collectors. NEXT STEPS • November 16, 2020 Regular Council Meeting - Approve 2020 Accounts Receivable Write-Offs 23 To: Mayor and City Councilmembers From: Tho Kraus, Assistant City Manager/Administrative Services Through: John J. Caulfield, City Manager Date: November 9, 2020 Subject: Review of 2021 Fee Schedule Amendments <'ZKhE On an annual basis, the proposed fee schedule for the upcoming year is presented to the City Council for consideration and approval. Eyd^dW^ Adopt 2021 Fee Schedule Amendments – November 16, 2020. dd,DEd^ x 2021 Proposed Fee Schedule – t]ZTrackZvP x 2021 Proposed Fee Schedule – Clean Version WZKWK^,E'^ Change to the proposed 2021 fee schedules are presented by in red, by section, with background/basis for the proposed change.