East Wenatchee Events Board

CITY OF EAST WENATCHEE Events Department 271 9TH STREET NE * EAST WENATCHEE, WA 98802 PHONE (509) 886-6108 * FAX (509) 884-6233 * WWW.EAST-WENATCHEE.COM East Wenatchee Events Board Board Meeting Agenda August 5, 2020 at 3:30PM Location Zoom Meeting Call to Order Roll Call/Introductions ☐ Rob Tidd ☐ Brent Schmitten ☐ Sally Brawley ☐ Vickie Sullivan ☐ Kirk Mayer ☐ Jason Fonville ☐ Michael Machado ☐ Supattra Winger ☐ Alex Cruz ☐ Marianne Rumbolz ☐ Jason Heinz ☐ Meegan Mashburn Guests: Public Comment Approval of Minutes • June 3, 2020 Minutes Financials • Finance update – Josh DeLay Events Update • Wings & Wheels - Canceled Tourism Promotion Grant Requests • No Requests • Discuss how we accept and dispurse the funds for 2021 WV Chamber of Commerce Update • Jerri Barkley Other Next Meeting Date • September 2, 2020 or October 7, 2020 Adjourn In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Events Department at (509) 886-6108 (TTY 711). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). CITY OF EAST WENATCHEE EVENTS DEPARTMENT (509) 886-6108 | east-wenatchee.com 271 9th St. NE, East Wenatchee, WA EAST WENATCHEE EVENTS BOARD BOARD MEETING MINUTES June 3, 2020 | 3:30PM Attendees Councilmember Rob Tidd, Marianne Rumbolz, Sally Brawley, Meegan Mashburn, Kirk Mayer, Brent Schmitten, Michael Machado, Vickie Sullivan and Events Director/PIO Trina Elmes Guests Jerri Barkley (WVCC) and Josh Delay (Finance Director) Location Online Zoom Meeting CALL TO ORDER 3:36PM Roll Call/Introductions Public None Comment Minutes The March 4, 2020 minutes were reviewed. Sally Brawley motioned to accept the minutes and Councilmember Tidd seconded the motion. Motion carried (8-0). Financials The City’s Finance Director, Josh Delay, was present to talk about the hotel/motel taxes. The financials, through April, were reviewed and the funding was on it’s way to be a record breaking year, until COVID-19 happened. The May funds are currently down 50% of its projected funding and June could be even lower. $60,000 was spent so far, but the Museum’s funding is still coming out of the General Fund. The Museum’s funding was originally budgeted to come out of the General Fund, so he will be moving those payments to come out of the Hotel/Motel Tax Fund and clean that up. Events The Easter Egg Hunt and Classy Chassis were canceled and their dates have already Update passed. The Eastside Parkway PileUp has also been canceled and was schedule for June 27th. No decision has been made on the Wings & Wheels Festival yet and a decision probably won’t be made until July. This event is dependent on sponsors, so this is a discussion that will involve them as well. Tourism Special Olympics and the Eastmont Winter Classic have been the only events to be funded Grants so far this year. All of the other events have been canceled and to help save money, the Events Assistant position will not be filled in 2020 and the Events Director/PIO has been reduced to 20 hours a week. Here is a list of approved grant winners, funding amount and status of the event for 2020: • Special Olympics – Paid $5,000 • Eastmont Winter Classic – Paid $5,000 • Sterling Invite (GWGSA) – Canceled • EW Classy Chassis – Canceled • WV Museum – Still paying In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Events Department at (509) 886-6108 (TTY 711). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). CITY OF EAST WENATCHEE EVENTS DEPARTMENT (509) 886-6108 | east-wenatchee.com 271 9th St. NE, East Wenatchee, WA • EW Staffing – Assistant Position is Vacant, Events Director reduced WVCC Update Jerri Barkley is working on an economic impact report on the loss of economic loss that has affected the Valley with events being canceled. She is sending out a press release on State Tourism Impact Numbers, which reflects the loss of tourism dollar so far this year. Jerri also said that the Chamber is also cutting their budget and being diligent with their spending. A conversation ensued on what events have been canceled so far. Other Mariane Rumbolz commented that hotels are currently showing occupancy rates of 20- 40% daily. Sally Brawley talked about Eastmont Parks and Recreation and how they’re being affected. Their Summer Day Camp will start June 22 and abide by the State’s guidelines. No organized sports/camps will be happening and nothing else in the recreation department will be running. Another obstacle that they are facing is that Eastmont School District is currently saying that external organizations will not be permitted to use school property in the fall. This will have a devastating impacton their Youth Basketball program that starts in October. All of their parks are open, as of June 1. Next Meeting August 5, 2020, 3:30pm Eastmont Parks & Recreation’s Community Center 230 N. Georgia Ave, East Wenatchee, WA 98802 O ORDER ADJOURN 4:12PM Rob Tidd, Councilmember Attest: Trina Elmes, Events Director/PIO In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Events Department at (509) 886-6108 (TTY 711). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1).  Revenue Starting Account Number: 113-000-000-308-00-00-00 Beginning Net Cash & Invest Ending Account Number: 113-000-000-397-00-00-00 Operating Transfer IN Period: 2020 - August 2020 Account Number Title Period Fiscal Budget % of Total Balance Hotel/Motel Tax Fund 113-000-000-313-31-02-00 Hotel/Motel Tax $0.00 $131,024.99 $250,000.00 52.41 % $118,975.01 Total Hotel/Motel Tax Fund $0.00 $131,024.99 $250,000.00 52.41 % $118,975.01 Grand Totals $0.00 $131,024.99 $250,000.00 52.41 % $118,975.01 Printed by EASTWENATCHEE\jdelay on 8/4/2020 2:28:49 PM Page 1 of 2 East Wenatchee - Revenue Totals By Fund Fund Number Title Period Fiscal Budget % of Total Balance 113-000-000-000-00-00-00 Hotel/Motel Tax Fund $0.00 $131,024.99 $250,000.00 52.41 % $118,975.01 Grand Totals $0.00 $131,024.99 $250,000.00 52.41 % $118,975.01 Printed by EASTWENATCHEE\jdelay on 8/4/2020 2:28:49 PM Page 2 of 2 East Wenatchee - Revenue  Expenditure Starting Account Number: 113-000-000-557-30-41-00 Sports Foundation - Special Olympics Ending Account Number: 113-002-000-508-80-00-00 Ending Hotel/Motel Tax Fund Balance - Unreserved Period: 2020 - August 2020 Account Number Title Period Fiscal Budget % of Total Balance Hotel/Motel Tax Fund 113-000-000-557-30-41-00 Sports Foundation - Special Olympics $0.00 $5,000.00 $0.00 ($5,000.00) 113-000-000-557-30-41-01 EMPD Winter Classic AAU Tournament $0.00 $5,000.00 $0.00 ($5,000.00) 113-000-000-557-30-41-10 Contributions to Other Entities $0.00 $0.00 $70,000.00 0.00 % $70,000.00 113-001-000-597-00-00-01 Transfer-Out to Fund 117 $0.00 $50,000.00 $135,000.00 37.04 % $85,000.00 Total Hotel/Motel Tax Fund $0.00 $60,000.00 $205,000.00 29.27 % $145,000.00 Grand Totals $0.00 $60,000.00 $205,000.00 29.27 % $145,000.00 Printed by EASTWENATCHEE\jdelay on 8/4/2020 2:27:25 PM Page 1 of 2 East Wenatchee - Expenditure Totals By Fund Fund Number Title Period Fiscal Budget % of Total Balance 113-000-000-000-00-00-00 Hotel/Motel Tax Fund $0.00 $60,000.00 $205,000.00 29.27 % $145,000.00 Grand Totals $0.00 $60,000.00 $205,000.00 29.27 % $145,000.00 Printed by EASTWENATCHEE\jdelay on 8/4/2020 2:27:25 PM Page 2 of 2 East Wenatchee - Expenditure