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 July 6, 2022 at 3:30PM Location Eastmont Parks & Recreation Community Center 230 N. Georgia Avenue, East Wenatchee, WA 98802 Call to Order Roll Call/Introductions – Vote in New Member (Mat Heinz, Position 4) ☐ Rob Tidd ☐ Brent Schmitten ☐ Sally Brawley ☐ Vickie Sullivan ☐ Kirk Mayer ☐ Michael Machado ☐ Alex Cruz ☐ Supattra Winger ☐ Jason Heinz ☐ Open Hotel Rep Guests: Public Comment Presentation • Datafy Demonstration Approval of Minutes • May 4, 2022 Minutes • June 1, 2022 – No quorum to hold an official meeting. Financials • Revenue/Expense Update Events Update • Pangborn’s Festival of Flight, August 6 o 9-3pm at Pangborn Memorial Airport o Looking for businesses to have booths and Japanese activity Tourism Promotion Grant Requests • East Wenatchee Youth Baseball - $7,300 o Apple Capital Allstar Tournament • City of East Wenatchee - $8,000 o Pangborn’s Festival of Flight • Greater Wenatchee Girls Softball – Sterling Invite Update WV Chamber of Commerce Update • Jerri Barkley & Steve Wilkinson 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). Other • Roundtable Next Meeting Date • August 3, 2022 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 4, 2022 | 3:30PM Attendees Councilmember Rob Tidd, Michael Machado, Sally Brawley, Kirk Mayer, Jason Heinz, Alex Cruz and Events Director/PIO Trina Elmes Guests Jerri Barkley and Steve Wilkinson (WVCC) Location Eastmont Community Center 230 N. Georgia Ave, East Wenatchee, WA 98802 CALL TO ORDER 3:39 PM Roll Call/Introductions Public Comment None Minutes The March 2, 2022 minutes were reviewed. Sally Brawley motioned to accept the minutes and Michael Machado seconded the motion. Motion carried (6-0). Financials Events Director/PIO Elmes went over the Financial Report. Event Update Trina Elmes gave an update on Classy Chassis, the event went extremely well and the new Dancing in the Street event was a success. The City is parterning with Panborn Airport to create a new event called Pangborn’s Festival of Flight. This event is set for August 6, 9- 3pm at Pangborn Memorial Airport Tourism Greater Wenatchee Girls Softball Association (GWGSA) – Sterling Invite Grants Trina Elmes presented the request for $8,000. Jason Heinz, GWGSA President, talked about the event and how much tourism dollars it brings to the community. The application was reviewed by the Board. Sally Brawley motioned to approve the Greater Wenatchee Girls Softball Association’s Tourism Grant Application in the amount of $8,000 for the Sterling Invite. Alex Cruz seconded the motion. Motion Carried (5-0, Jason Heinz abstained) WVCC Update Steve Wilkinson gave an update on the Wenatchee Valley Chamber of Commerce (WVCC) and the STR Report. Other Next Meeting June 1, 3:30pm 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 4:14PM Attest: Rob Tidd, Councilmember 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).  EWEB Financial Report May 2022 Hotel/Motel Tax Revenue 2019 2020 2021 2022 Beginning Fund Balance $76,559.00 $81,633.00 $162,734.00 $260,567.17 Budgeted Income $173,700.00 $250,000.00 $225,000.00 $250,000.00 Income to Date $254,833.00 $250,535.00 $328,577.17 $110,278.15 Total Income Budgeted $331,392.00 $332,168.00 $387,734.00 $510,567.17 Actual Balance To Date $491,311.17 $370,845.32 Budgeted Requests Events Department $135,000.00 $135,000.00 $120,000.00 $120,000.00 WV Chamber of Commerce $60,000.00 $0.00 $45,000.00 $45,000.00 WV Museum & Cultural Center $121,488.00 $121,488.00 $60,744.00 $61,000.00 Total Budgeted Expenses $316,488.00 $256,488.00 $225,744.00 $226,000.00 Taxes Available To Date $265,567.17 $144,845.32 Taxes Available Budgeted $284,567.17 Additional Requests Sports Foundation - Special Olympics $5,000.00 $5,000.00 $0.00 $0.00 EMPD Winter Classic AAU $0.00 $5,000.00 $0.00 $8,000.00 Sunburn Classic $5,000.00 $0.00 $0.00 $0.00 GWGSA Sterling Invite $0.00 $5,000.00 $5,000.00 $8,000.00 Other $0.00 $0.00 $0.00 $0.00 Total Request Expenses $10,000.00 $15,000.00 $5,000.00 $16,000.00 Taxes Available To Date $4,904.00 $60,680.00 $260,567.17 $128,845.32 Taxes Available Budgeted $268,567.17  Pangborn's Festival of Flight Aug 6 9-3pm Pangborn Memorial Airport Chelan Douglas Port Authority and the City of East Wenatchee (509) 884.4700 | www.cdrpa.org or (509) 886-6108 | EastWenatcheeWa.gov Pangborn's Festival of Flight Aug 6 9-3pm Pangborn Memorial Airport Chelan Douglas Port Authority and the City of East Wenatchee (509) 884.4700 | www.cdrpa.org or (509) 886-6108 | EastWenatcheeWa.gov Print Tourism Promotion Grant - Submission #1035 Date Submitted: 5/22/2022 Amount of Lodging Tax Requested* Federal Tax ID #* 7300 91-1552341 Organization/Agency Name* Type of Organization* Please List* Eastmont Youth Baseball C Corporation Government Limited Liability Company Partnership S Corporation Sole Proprietor Other Activity Name* Apple Capital Allstar Tournament Proposed Start Date of Proposed End Date of Activity* Activity* 6/24/2022 6/26/2022 First Name* Last Name* Title* Ian Hunter President - Eastmont Youth Baseball Primary Phone* Cell Phone Email* 5098850394 EastmontYB@gmail.com Mailing Address* 630 Valley Mall Parkway, #399 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 5+ No No Proposed Location of Activity* Eastmont Metro parks 4-plex Short Description of the Activity* Hosting approximately 16 youth baseball teams for 11 and 12 year old baseball teams. Describe the Prior Success of Your Activity* The funds generated from this tournament helps subsidize our local youth baseball league program. Typically we gross about $8,000 to $10,000 which allows us to net $2,000 to $4,000 which allows use to purchase equipment, uniforms and other costs that benefit this local league program. Describe Your Target Audience* Other Cal Ripken allstar teams from north central Washington State. Describe How You Will Promote Lodging Establishments, Restaurants and Businesses Located in the City of East Wenatchee* We will email recommended lodging and restaurant establishments to all attendees. Budget for Activity* What costs will the Tourism Promotion Grant cover?* Apple Cap Tourn Budget - Sheet1.pdf All operational costs (facility fees, umpires, baseballs). Allowed types: .gif, .jpg, .jpeg, .png, .doc, .docx, .xls, .xlsx, .rtf, .pdf, .txt What organization and staffing do you have to support this activity?* All staffing/support will be volunteers. Eastmont Youth Baseball board members and coaches will be organizing and staffing the event. 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.* The main goal of this event is to help subsidize the costs of our league and allstar programs. These programs are available to all youth (5-12 year olds) in the Eastmont area. All funds generated from this event are desperately needed since the 4-plex facility was damaged by the snowstorm in April of this year. Because the 4-plex was damaged, EYB was unable to sell concessions which is our main fundraiser during our youth season. How will you advertise, publicize or otherwise distribute information regarding your activity?* Tournament information has been distributed to all NCW Cal Ripken programs and it is posted on our website. 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* 500 United States 600 Travel More Than 50 Miles and Stay over Night in the Of the People Staying Overnight, the Number of People Who Wenatchee Valley* Will Stay in Paid Accommodations* 500 500 Number of Paid Lodging Room Nights, Resulting from Your Lodging Impact* Proposed Activity* 32000 250 Explain How You Calculated the Previous Estimates* Sixteen teams (of which 12 will be traveling to the area). Each team will have about twelve players on each team. Traveling teams will likely to stay two nights in local hotels. How will you collect and verify the above information for your Activity?* These numbers are pretty easy to verify once we have a final list of the teams that are attending our tournament. 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?* This activity will help support a community program like Eastmont Youth Baseball (that is available to all local youth) and bring tourism dollars to East Wenatchee. 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* Ian Hunter ian_hunter14@hotmail.com  Estimated Price Quantity Facility Fees ($ (1,200.00) 1 ($ (1,200.00) Field Prep ($ (25.00) 32 ($ (800.00) Umpires ($ (125.00) 32 ($ (4,000.00) Baseballs/Equip. ($ (500.00) 1 ($ (500.00) Team Registration Fees ($ 600.00) 12 ($ 7,200.00) Concession Sales ($ 2,000.00) 1 ($ 2,000.00) Estimated Net Profit ($ 2,700.00) Print Tourism Promotion Grant - Submission #1079 Date Submitted: 6/28/2022 Amount of Lodging Tax Requested* Federal Tax ID #* $8000 91-6009051 Organization/Agency Name* Type of Organization* Please List* City of East Wenatchee C Corporation Government Limited Liability Company Partnership S Corporation Sole Proprietor Other Activity Name* Pangborn's Festival of Flight Proposed Start Date of Proposed End Date of Activity* Activity* 8/6/2022 8/6/2022 First Name* Last Name* Title* Trina Elmes Events Director/PIO Primary Phone* Cell Phone Email* 5098866108 telmes@eastwenatcheewa.gov Mailing Address* 271 9th Street NE 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 No No Proposed Location of Activity* Pangborn Memorial Airport Short Description of the Activity* On October 3, 1931, Clyde Pangborn and Hugh Herndon left Sabishiro Beach in Misawa, Japan, to fly Miss Veedol across the ocean in the first non-stop, transPacific flight. After 41 hours in the air, Miss Veedol crash landed on the bluffs above East Wenatchee. The Wenatchee Valley has been connected to Misawa and the aviation world ever since and Pangborn's Festival of Flight was created to celebrate this historic event. This is a new, family friendly, community event where the Community can learn about East Wenatchee's aviation history, check out some amazing airplanes, grab some lunch from our delicious food vendors, then visit our exhibitors and have fun learning with their exciting Japanese activities! Describe the Prior Success of Your Activity* This is a new event. Describe Your Target Audience* Families and anyone who enjoys history or aviation. Describe How You Will Promote Lodging Establishments, Restaurants and Businesses Located in the City of East Wenatchee* There will be a link to local hotels, businesses and restaurants on the website. Budget for Activity* What costs will the Tourism Promotion Grant cover?* PFOF Budget 2022.pdf Advertising and Airplane Fuel for the Bombers that are coming in for the event. Allowed types: .gif, .jpg, .jpeg, .png, .doc, .docx, .xls, .xlsx, .rtf, .pdf, .txt What organization and staffing do you have to support this activity?* Airport staff, myself and volunteers.  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 wish to bring more visibility to Miss Veedol, our connection to Misawa and let the rest of the state know that we have such an amazing piece of history in our backyard. This will be more visibility to East Wenatchee and there are quite a few airplanes that will be flying to our airport specifically for this event. The Commemorative Air Force is also bringing a B-17 and B-25 for people to tour, so that will also help draw people in from outside of the area. We eventually want the event to grow large enough that we can add in an air show component. How will you advertise, publicize or otherwise distribute information regarding your activity?* We will be using social media, websites, emails, print material and also a PR firm out of Seattle. 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* Unknown Unknown Unknown Travel More Than 50 Miles and Stay over Night in the Of the People Staying Overnight, the Number of People Who Wenatchee Valley* Will Stay in Paid Accommodations* Unknown Unknown - Commemorative Air Force will be here for a week. Number of Paid Lodging Room Nights, Resulting from Your Lodging Impact* Proposed Activity* Unknown Unknown Explain How You Calculated the Previous Estimates* These are currently unknown, since it is a new event. How will you collect and verify the above information for your Activity?* We will be geo fencing the event, so the Chamber can track how many people attend the event and where they are from. 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?* This is a combination of Aviation Days and Wings & Wheels to form a new event. 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* Katrina M Elmes telmes@eastwenatcheewa.gov  Pangborn's Festival of Flight 2022 Budget Chelan/Douglas Port Authority & City of East Wenatchee Revenue Sponsorships - City $600.00 Sponsorships - CDPA $1,500.00 Hotel/Motel Taxes $8,000.00 Vendor Fees $200.00 Miscellaneous $0.00 Revenue Total $10,300.00 Expenses Advertising $2,000.00 Aviation Expenses $3,000.00 Entertainment $1,500.00 Port-A-Potties $1,000.00 Prizes $500.00 Tables & Chairs $600.00 Miscellaneous $0.00 Total Expenses $8,600.00 Net Income (Loss) $1,700.00  Post Event Report Organization/Agency Name: Greater Wenatchee Girls Softball Association Federal Tax ID Number: 91-1484089 Activity Name: Sterling Invite Proposed Date of Activity: May 28th - May 30th, 2022 Contact Name and Title: Jason Heinz, President/Tournament Director Phone: 509-630-5655 Email Address: gwgsapresident@gmail.com Please provide the number of participants in each of the following categories: Overall attendance at the event/activity: 5,000 Number of people who travelled more than 50 miles to 2,700 attend your event/activity: Number of people who traveled from another state or country 200 to attend your event/activity: Number of people who travelled more than 50 miles to attend your event/activity and who stayed overnight in the 1,900 Wenatchee Valley: Of the people staying overnight, the number of people who 1,600 stayed in paid accommodations: Number of paid lodging room nights resulting from your 1,000 event/activity: At an average daily rate of $82, my paid room lodging impact 82,000 was: Please explain how your organization collected and verified the above information. Page 5 of 6  We had 50 teams, 47 teams outside the 50 mile radius. Families consisted of 4-6, ___________________________________________________ talked with hotels, and they were booked up. Some camped in surrounding areas as ___________________________________________________ well. This tournament brought a significant impact financially to the valley. My ___________________________________________________ estimation is conservative but I would assume we saw over $500,000 invested in ___________________________________________________ ___________________________________________________ local businesses. ___________________________________________________ ___________________________________________________ ______________ . Page 6 of 6