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 December 2, 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 • October 7, 2020 Minutes Financials • Finance update Events Update • Wings & Wishes Update Tourism Promotion Grant Requests • Chamber of Commerce - $45,000 WV Chamber of Commerce Update • Jerri Barkley Other Next Meeting Date • January 6, 2021 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 October 7, 2020 | 3:30PM Attendees Councilmember Rob Tidd, Sally Brawley, Kirk Mayer, Michael Machado, Jason Heinz, Marianne Rumbolz and Events Director/PIO Trina Elmes Guests Jerri Barkley (WVCC) Location Online Zoom Meeting CALL TO ORDER 3:51PM Roll Call/ Events Director Elmes will reach out to members who have not attended meetings for the Introductions past six months. Public None Comment Minutes The August 5, 2020 minutes were reviewed. There was a spelling error, Events Director Elmes will fix the error prior to the minutes being signed. Sally B. motioned to accept the minutes, with the spelling error corrected, and Marianne R. seconded the motion. Motion carried (6-0). Financials The Financials were reviewed and the numbers are looking good. Board members did ask for clarification on what still needs to come out of the fund. Events The Wings & Wishes has been canceled in it’s normal form, but Events Director Elmes is Update working with Numerica Credit Union to come up with a new idea that is COVID-19 safe. The City is also looking for its annual Christmas Tree. The City will still decorate for Christmas, even though there won’t be a Christmas Tree Lighting Event. Tourism There are no requests or updates on any past requests. Grants WVCC Update Jerri Barkley has joined the Washington Destination Marketing Association and will be able to report more on what is going on in the state, as far as tourism goes. The Association is asking for state funding to help with state marketing efforts. East Wenatchee is officially on the STAR Report! There is a new wine tasting map and visitor’s guide out. Other Board members had a roundtable and all of the Board Members all agreed that there is no reason to meet in November, so the November 4 meeting is officially canceled. Next Meeting December 2, 2020, 3:30pm via Zoom 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 O ORDER ADJOURN 4:20PM 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 - December 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 $204,421.01 $250,000.00 81.77 % $45,578.99 Total Hotel/Motel Tax Fund $0.00 $204,421.01 $250,000.00 81.77 % $45,578.99 Grand Totals $0.00 $204,421.01 $250,000.00 81.77 % $45,578.99 Printed by EASTWENATCHEE\jdelay on 12/1/2020 9:26:36 AM Page 1 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 - December 2020 Account Number Title Period Fiscal Budget % of Total Balance 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 Printed by EASTWENATCHEE\jdelay on 12/1/2020 9:21:40 AM Page 1 of 2 East Wenatchee - Expenditure WINGS 'N WISHES SANTA'S RIDE AROUND TOWN Sponsored by: DEC 5 & 6 • EAST WENATCHEE NEIGHBORHOODS • 1-3PM Come out and wave to Santa Claus as he rides through town on one of our own Douglas County Fire District 2 fire trucks with a police escort! We wish that Santa could say hi to all of the children individually, but he needs to stay nice and healthy for his big day...Christmas Eve! Santa's route can be found at EastWenatcheeWa.gov, under City Events. For more information contact the City of East Wenatchee Events Department: (509) 886-6108 | EastWenatcheeWa.gov  Submission # 612361 IP Address 206.130.140.42 Submission Recorded On 10/26/2020 10:58 a.m. Time to Take Survey 35 minutes, 51 seconds Page 1 Tourism Promotion Grant Application The City of East Wenatchee is pleased to offer grant funding for tourism promotion for the City of East Wenatchee. Each year, the City budgets money for grants to help fund tourism promotion. To help promote tourism, the City evaluates grant applications for the marketing or operations of special events and festivals designed to attract tourists to East Wenatchee. If the City approves a grant application, the funds are distributed on a reimbursement basis. General Guidelines 1. An activity must occur within East Wenatchee boundaries or exclusively promote East Wenatchee activities or organizations and must comply with the requirements of RCW 67.28.1816, attached at the end of the application. 2. A recipient and the proposed activity must be consistent with and must further East Wenatchee’s image and goals. 3. An activity must be of general community interest or value. 4. Unless approved by the City, admission to or participation in an activity must be “free of charge.” 5. A grant recipient must provide full financial statements for the organization; and budget and actual financial statements for the activity submitted for funding. 6. A recipient must demonstrate that the activity submitted for funding is not in competition with other East Wenatchee events, activities, or organizations. 7. A funded activity or program must obtain all legally required permits, licenses, insurance and approvals before City funds will be released. 8. A grant recipient must submit a written report of the results of the activity within 14 days of its completion. The report must include information describing the actual number of people travelling for business or pleasure on a trip: Away from their place of residence or business and staying overnight in paid accommodations; To a place 50 miles or more from their place of residence or business for the day or staying overnight; or From another country or state outside of their place of residence or their business. 9. A funded recipient, activity, or program must acknowledge the City contribution in formal promotional materials and efforts (i.e. logo, etc). 10. The City may amend or waive any eligibility or evaluation criteria or irregularity to award grants. *Amount of Lodging Tax Requested: 45,000 *Organization/Agency Name: Wenatchee Valley Chamber of Commerce/Visit Wenatchee *Type of Organization Other: non profit - 501C6 *Activity Name Support for Destination Marketing efforts *Proposed Start Date of Activity: 01/01/2021 *Proposed End Date of Activity: 12/31/2022 Contact Name & Title * Shiloh Burgess Primary Phone * (509) 662-2116 Cell Phone (509) 264-4680 *Email shiloh@wenatchee.org Mailing Address * 137 N Wenatchee Ave Suite 101 Washington Wenatchee Service Category (check all that apply): Operation of a Tourism Promotion Agency  Tourism Promotion/Marketing Read-Only Content Read-Only Content Page 2 Section I - General Information I*s this a new Activity? No If you answered No, how many years has this activity existed? 7 Are you requesting/using other City funds for this Activity? * No *Proposed Location of Activity: East Wenatchee/Wenatchee *Short Description of the Activity: The Wenatchee Valley Chamber of Commerce would like to partner with the City of East Wenatchee in visitor services and destination marketing and destination development for a period of two years beginning in 2021. We would also like for East Wenatchee to be included in a strategic plan for marketing our area which will be developed within the next two years. It is our hope to reapply in 2022 for an additional period of time, based on performance. *Describe the prior success of your Activity: The Wenatchee Valley Chamber of Commerce has been focused on representing our region as a destination since 201. The Visit Wenatchee website includes restaurants, hotels and attractions in East Wenatchee as well as Wenatchee. Events and activities are highlighted on our calendar and all advertising points back to the visitwenatchee website. The Visit Wenatchee efforts were success full in growing the tourism industry until March of 2020. *Describe your target audience: Target audience includes drive markets from throughout the state with the main focus being the Puget Sound area. Outdoor enthusiasts, families and baby boomers that appreciate the slower pace and quality of life our region offers. *Describe how you will promote lodging establishments, restaurants and businesses located in the City of East Wenatchee: All of the hotels and restaurants in East Wenatchee will be listed on the visitwenatchee website as well as featured in the printed visitor guide. Regular blog posts are produced to highlight specific unique items such as the mole at La Fonda Oaxaquena. We also have a Latin-American food guide. Social Media as also a large part of our marketing strategy regularly featuring things to do when in our area resulting in overnight stays and dining out. Budget for Activity ? * 2019 Annual Report.pdf *What costs will the Tourism Promotion Grant cover? ? The tourism promotion grant will be added to our DMO budget for additional promotion and advertising. *What organization and staffing do you have to support this activity? The Wenatchee Valley Chamber of Commerce is currently staffed with Jerri Barkley serving in Destination Marketing and sports, Sandy Appel directs and staffs the visitor center here in Wenatchee with part time additional help from Jan Lutz. Any visitor center materials can be available and delivered to any locations needed included Pangborn Airport where materials are typically available for visitors. Does your organization have a current City of East Wenatchee Business License? * No Note: A grant recipient must obtain a business license. Business license information can be found on the City's website under the Business tab on its homepage. Full Description of the Activity. Expand from the above questions, such as: what it is you wish to do; the tangible and intangible benefits to the * community; visitor impact; and how you will evaluate the success of the project. ? We intend to increase interest in travel to the Wenatchee Valley resulting in additional visits to our area as well taking this opportunity to create a strategic plan that hopefully will take us well into the next 5-10 years of planning. *How will you advertise, publicize or otherwise distribute information regarding your activity: Advertising these next two years will be extremely valuable as we have the additional expenses of attractions that have heavily invested in improvements and expansions including Rocky Reach Visitor Center, Ohme Gardens, Trail expansions and Mission Ridge, new bubble lift. Page 3 Section II - Projected Tourism Benefit  RCW 67.28 provides authority for cities and counties to use lodging tax for tourism promotion to attract visitors and encourage tourism expansion. State law also details certain reporting requirements for jurisdictions that levy a lodging tax. Each agency awarded East Wenatchee lodging tax funds will be required to submit a Tourism Funding Expenditure Report Worksheet to the City with detailed actual information at the conclusion of their tourism promotion activities. Provide an estimated number of participants, who will attend your Activity, in each of the following categories: *Overall Attendance at the Event/Activity: 436,986 *Travel more than 50 miles: ? 336,465 *Travel from another state/country: 121,127 *Travel more than 50 miles and stay over night in the Wenatchee Valley: ? 174,961 *Of the people staying overnight, the number of people who will stay in paid accommodations: 131,346 *Number of paid lodging room nights, resulting from your proposed Activity: 131,346 *Lodging Impact: ? 5,431,200 *Explain how you calculated the above estimates: ? 3 of rooms in East Wenatchee = 248, 248x365 = 90,520. That is how many room nights 100% occupancy would be. We are at 60% currently 60% of 90,520. = 54.312. room nights times $100.00 = $5,431,200.00 *How will you collect and verify the above information for your Activity? ? Smith Travel Research occupancy numbers, our own survey that show 46% of our visitors stay in hotels, 19.5 stay in vacation rentals, 20.5% family/friends, 9% camping, 5% second home. Average traveling part in our region is 2.5 ppl and they stay 1.9 nights (according to Dean Runyan) Page 4 Section III - Evaluation Criteria State law defines Tourism Promotion as: “activities and expenditures designed to increase tourism, including but not limited to advertising, publicizing, or otherwise distributing information for the purpose of attracting and welcoming tourists; developing strategies to expand tourism; operating tourism promotion agencies; and funding marketing and operations of special events and festivals designed to attract tourists.” Tourism Promotion Funding Criteria (check all boxes that apply): Attracts visitors, builds new audiences and encourages tourist expansion Increases awareness of East Wenatchee’s amenities, history, facilities, and natural environment Meets the definition for Tourism Promotion (stated above) Promotes East Wenatchee as a "Destination" Promotes a positive image for East Wenatchee Supports "Regional Tourism" planning Benefit to the Community (check all boxes that apply): Benefits the citizens of East Wenatchee Benefits the overall Community, rather than a specific segment or interest Innovation (check all boxes that apply): Moves an existing program in a new direction Community Support (check all boxes that apply): Broad-based Community appeal or support Evidence of need for this Activity Evidence of Partnerships (check all boxes that apply): Exhibits a degree of Partnership Volunteer involvement, inter-juerisdictional, corporate, business and/or civic organization support. Funding Sources (check all boxes that apply): Multiple revenue sources to support this Activity Previous and Replacement Funding (check all boxes that apply): Request is to continue or expand an on-going Activity Scale of Project (check all boxes that apply): Activity is of a scale that is suitable for this funding program *How does your Activity meet the above Tourism Promotion funding criteria? Yes. Page 5 Section IV - Signature of Applicant I attest the information in this application is accurate, that I am an agent authorized to represent the Organization and I understand the funds requested, if granted, will go to the Organization. I have contacted the City of East Wenatchee and will meet all necessary requirements including, but not limited to, insurance, business licensing, permitting and state reporting requirements. If my activity is funded, I agree to use the approved East Wenatchee logo in all promotional material. I understand the Washington State limitations placed on use of the Lodging Taxes, and certify that the requested funds will be used only for purposes described in this application or as approved by the City of East Wenatchee. I understand use of funds is subject to audit by the State of Washington. I acknowledge that all of the contents of this application are subject to disclosure under the Washington State Public Records Act, RCW 42.56, and that the application will be discussed in meetings of the East Wenatchee Events Board, which acts as the Lodging Tax Advisory Committee, that are open to the public under RCW 42.30. I understand: I am proposing a tourism-related service. If awarded, my organization will enter into a Municipal Services Contract with the City and will provide liability insurance for the duration of the Contract. The insurance will name the City as an additional insured and in the policy will be in an amount to be determined by the City of East Wenatchee. The City of East Wenatchee will only reimburse those costs actually incurred by my organization/agency. Reimbursement only occurs after the service is rendered and after I submit a signed Request for Reimbursement form to the City of East Wenatchee. I will include copies of invoices and payment documentation with the Request. My organization/agency will submit a report documenting the economic impact results in a format determined by the City of East Wenatchee. .*(CURRENTLY IN TEST MODE) Digital Signature Signer Name:Jerri Barkley Signer Email:jerri@wenatchee.org eDocument Info: Incomplete