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.EASTWENATCHEEWA.GOV East Wenatchee Events Board Board Meeting Agenda September 1, 2021 at 3:30PM Location Eastmont Parks & Recreation Community Center 230 N. Georgia Avenue, East Wenatchee, WA 98802 Call to Order Roll Call/Introductions ☐ Rob Tidd ☐ Brent Schmitten ☐ Sally Brawley ☐ Vickie Sullivan ☐ Kirk Mayer ☐ Michael Machado ☐ Alex Cruz ☐ Supattra Winger ☐ Jason Heinz ☐ Hotel Rep Pos. 2 ☐ At Large Pos. 11 Guests: Public Comment Approval of Minutes • May 5, 2021 Minutes Financials • Revenue/Expense Update Events Update • None Tourism Promotion Grant Requests • Wenatchee Youth Circus – $5,000 WV Chamber of Commerce Update • Jerri Barkley is out of town Other • Empty position ideas • Roundtable Next Meeting Date • October 6 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 | EastWenatcheeWa.gov 271 9th St. NE, East Wenatchee, WA EAST WENATCHEE EVENTS BOARD BOARD MEETING MINUTES May 5, 2021 | 3:30PM Attendees Councilmember Rob Tidd, Jason Heinz, Marianne Rumbolz, Brent Schmitten, Michael Machado, Kirk Mayer, Sally Brawley and Events Director/PIO Trina Elmes Guests Location Online Zoom Meeting CALL TO ORDER 3:33PM Roll Call/Introductions Public None Comment Minutes The March 3, 2021 minutes were reviewed. Michael Machado motioned to accept the minutes and Brett Schmitten seconded the motion. Motion carried (7-0). Financials Events Director/PIO Elmes went over the Financial Report. Tourism Grants Greater Wenatchee Girls Softball Association (GWGSA) – Sterling Invite The GWGSA Sterling Invite is a fastpitch softball tournament, for girls ages 8-15, over Memorial Day Weekend. The tournament brings in 51 teams to the Wenatchee Valley, plus 3 local teams, and 7 of the 11 softball fields are located in East Wenatchee. The Tournament Director has worked with the hotels in East Wenatchee to book as many rooms as possible for teams and umpires who are traveling from outside the area. The GWGSA is asking for $5,000 to help with expenses for the Sterling Invite. Brent Schmitten motioned to approve the request for $5,000 and Michael Machado seconded the motion. Motion carried (6-0, Jason Heinz abstained). Events The Classy Chassis Parade is scheduled for June 11, but there will be no car show the next Update day. With strict COVID regulations, there will be no registrations the day of the event, drivers will remain in their vehicles during check-in. Volunteers will be needed to help at check-in and for parking cars. WVCC Update Jerri Barkley was unable to attend. Other June’s meeting has been cancelled. Next Meeting July 14, 2021, 3:00pm Eastmont Parks & Recreation’s Community Center 230 N. Georgia Ave, East Wenatchee, WA 98802 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 | EastWenatcheeWa.gov 271 9th St. NE, East Wenatchee, WA O ORDER ADJOURN 3:56PM 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). CITY OF EAST WENATCHEE EVENTS DEPARTMENT (509) 886-6108 | EastWenatcheeWa.gov 271 9th St. NE, East Wenatchee, WA EAST WENATCHEE EVENTS BOARD BOARD MEETING MINUTES August 4, 2021 | 3:30PM Attendees Councilmember Rob Tidd, Jason Heinz, Brent Schmitten, Sally Brawley, Alex Cruz and Events Director/PIO Trina Elmes Guests Location Online Zoom Meeting CALL TO ORDER 3:38PM Roll Call Quorum was not met, the following are notes from the meeting. Public None Comment Minutes The May 5, 2021 minutes were reviewed. Financials Events Director/PIO Elmes went over the Financial Report. Tourism The Greater Wenatchee Girls Softball Association’s Exhibit A (event recap report) was Grants reviewed. Events The Classy Chassis Parade was recapped. Update WVCC Update Jerri Barkley went over the Quarter 1 and Quarter 2 Reports, plus the latest STR Report. Other Meegan Mashburn has resigned and we are looking for someone to take her seat on the board. Next Meeting September 8, 2021, 3:00pm Eastmont Parks & Recreation’s Community Center 230 N. Georgia Ave, East Wenatchee, WA 98802 O ORDER ADJOURN 4:21PM 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).  EWEB Financial Report August 2021 Hotel/Motel Tax Revenue 2019 2020 2021 Beginning Fund Balance $76,559.00 $81,633.00 $162,734.00 Projected Income $173,700.00 $250,000.00 $225,000.00 Income to Date $254,833.00 $250,535.00 $160,189.73 Total Income Expected $331,392.00 $332,168.00 $387,734.00 Budgeted Requests Events Department $135,000.00 $135,000.00 $120,000.00 WV Chamber of Commerce $60,000.00 $0.00 $45,000.00 WV Museum & Cultural Center $121,488.00 $121,488.00 $60,000.00 Total Budgeted Expenses $316,488.00 $256,488.00 $225,000.00 Taxes Available $162,734.00 Additional Requests Sports Foundation - Special Olympics $5,000.00 $5,000.00 $0.00 EMPD Winter Classic AAU $0.00 $5,000.00 $0.00 Sunburn Classic $5,000.00 $0.00 $0.00 GWGSA Sterling Invite $0.00 $5,000.00 $5,000.00 Other $0.00 $0.00 $0.00 Total Request Expenses $10,000.00 $15,000.00 $5,000.00 Taxes Available $4,904.00 $60,680.00 $157,734.00 Due to COVID, part of the Events Department funds didn't come out and the GWGSA request didn't come out, leaving over $160,000 for 2021. Print Tourism Promotion Grant - Submission #410 Date Submitted: 8/6/2021 Amount of Lodging Tax Requested* Organization/Agency Name* $5000 WENATCHEE YOUTH CIRCUS Type of Organization* Activity Name* Please List* C Corporation Wenatchee Youth Circus Wenatchee Youth Circus performances 2022 Government Limited Liability Company Partnership S Corporation Sole Proprietor Other Proposed Start Date of Proposed End Date of Activity* Activity* 6/30/2022 7/3/2022 First Name* Last Name* Title* Glenna Brown Co-Treasurer Primary Phone* Cell Phone Email* 509-630-6726 same wenatcheeyouthcircus@yahoo.com Mailing Address* 815 Highline Drive City* State* Zip Code* EAST WENATCHEE WA 98802  Service Category (Check All That Apply) Operation of a Special Event/Festival, Designed to Attract Tourists Operation of a Tourism Promotion Agency Operation of a Tourism-Related Facility Tourism Promotion/Marketing Section I - General Information Is this a new Activity?* Are you requesting/using other How many years has this activity City funds for this Activity?* existed? Yes Yes 69 No No Proposed Location of Activity* EASTMONT CITY PARK Short Description of the Activity* 2 HOUR CIRCUS PERFORMANCE IN 2022 - OUR HOME SHOWS - A 3 DAY EVENT WITH SET UP ON DAY ONE AND SHOWS THE 2 FOLLOWING DAYS. WE WOULD LIKE TO DO THIS TWICE IN THE SUMMER OF 2022. Describe the Prior Success of Your Activity* THE PAST FEW YEARS BEFORE COVID WE PERFORMED AT THE CITY PARK AND HAD GREAT SUCCESS AND AUDIENCES. THE LOCATION IS PERFECT AND THE CITY IS OUTSTANDING TO WORK WITH Describe Your Target Audience* LOCAL NEIGHBORHOOD IN EAST WENATCHEE, DAYCARES EAST WENATCHEE AND WENATCHEE, RETIREMENT HOMES CHELAN DOUGLAS COUNTY, CITY OF WENATCHEE FRIENDS AND FAMILY AND LOCAL RESIDENTS, OUT OF TOWN FAMILY OF CIRCUS PERFORMERS. Describe How You Will Promote Lodging Establishments, Restaurants and Businesses Located in the City of East Wenatchee* EVERYONE HAS TO EAT! RESTAURANTS WILL BENEFIT FROM OUR AUDIENCES NEEDING A MEAL BEFORE OR AFTER. Budget for Activity* What costs will the Tourism Promotion Grant cover?* WYC IncomeExpense Report YTD WE ARE REQUESTING CITY OF EAST WENATCHEE SPONSOR US WITH 2021.pdf $5000 FOR EACH 3 DAY EVENT OF PERFORMING FOR LOCALS AND OUT Allowed types: .gif, .jpg, .jpeg, .png, OF TOWNERS. .doc, .docx, .xls, .xlsx, .rtf, .pdf, .txt What organization and staffing do you have to support this activity?* WENATCHEE YOUTH CIRCUS IS RUN BY A BOARD OF DIRECTORS AND WE OPERATE OF VOLUNTEERISM WITH THE EXCEPTION OF OUR PAID ON SITE COOK AND OUR SEMI TRUCK DRIVERS. Does your organization have a current City of East Wenatchee Business License?* 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. Yes No 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 WOULD HAVE A 2 HOUR CIRCUS PERFORMANCE ON 2 SEPARATE DAYS. POSSIBLY AN EVENING SHOW, AND THEN A MORNING AND EVENING SHOW - 3 SHOWS IN 2 DAY AT 2 HOURS EACH. WE DO OPERATE A SMALL CONCESSION STAND WITH POPCORN AND CANDIES AND SODA FOR SALE How will you advertise, publicize or otherwise distribute information regarding your activity?* WE PUT UP POSTERS, WORD OF MOUTH, FACEBOOK, TWITTER, INSTA, AND TRY TO GET LOCAL RADIO TO ADVERTISE 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 Travel More Than 50 Miles* Travel from Another State/Country* Event/Activity* 50 UNKNOWN 100 - 250 Travel More Than 50 Miles and Stay over Night in the Of the People Staying Overnight, the Number of People Wenatchee Valley* Who Will Stay in Paid Accommodations* 25 UNKNOWN Number of Paid Lodging Room Nights, Resulting from Your Lodging Impact* Proposed Activity* UNKNOWN UNKNOWN Explain How You Calculated the Previous Estimates* UNKNOWN How will you collect and verify the above information for your Activity?* UNKNOWN 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) Meets the definition for Tourism Promotion Promotes a positive image for East Wenatchee Promotes East Wenatchee as a "Destination" Attracts visitors, builds new audiences and encourages tourist expansion Increases awareness of East Wenatchee’s amenities, history, facilities, and natural environment 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 Unusual or unique 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-jurisdictional, corporate, business and/or civic organization support  Funding Sources (Check All Boxes That Apply) Multiple revenue sources to support this Activity This is the only funding source Previous & Replacement Funding (Check All Boxes That Apply) Request is for a new Activity 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?* WE ARE A LOCAL YOUTH CIRCUS - THIS IS OUR 69TH SEASON - WE ARE IN NEED OF SPONSORSHIP AND FUNDING TO BE ABLE TO START BACK UP AFTER COVID. ALWAYS LOOKING FOR SPONSORS FOR OUR HOME SHOWS. 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. Digital Signature* Signer Email* GLENNA BROWN wenatcheeyouthcircus@yahoo.com