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 December 7, 2022 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 ☐ Mat Heinz ☐ Vickie Sullivan ☐ Kirk Mayer ☐ Michael Machado ☐ Alex Cruz ☐ Supattra Winger ☐ Jason Heinz ☐ Open Hotel Rep Guests: Public Comment Approval of Minutes • November 2, 2022 Minutes Financials • Revenue/Expense Update Events Update • Wings ‘n Wishes Recap Tourism Promotion Grant Requests • NCW Volleyball Club - $10,000 o Fire & Rain Tournament, February 12-13, 2023 - $5,000 o Lights Out Tournament, January 21-22, 2023 - $5,000 WV Chamber of Commerce Update • Ashley Sinner Other • Roundtable Next Meeting Date • January 4, 2023 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 October 5, 2022 | 3:30PM Attendees Councilmember Rob Tidd, Michael Machado, Brent Schmitten, Kirk Mayer and Alex Cruz. Guests Mayor Jerrilea Crawford, Steve Wilkinson & Ashley Sinner (WVCC), Caryl Andre (WVSF) 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 October 5, 2022 minutes were reviewed. Michael Machado motioned to accept the minutes and Brent Schmitten seconded the motion. Motion carried (5-0). Financials Councilmember Tidd went over the September financials that were presented in the packet, the October financials were not available at the time of the meeting. Event Update The Wings ‘n Wishes flyer was included in the packet with the wrong dates. Wings ‘n Wishes Tree Lighting is on December 1, 6-8pm at City Hall and Santa’s Ride-Around-Town is on December 3, 1-3pm. Tourism Wenatchee Valley Chamber of Commerce (WVCC) – Promoting East Wenatchee Grants WVCC initially requested, and was approved, $62,000 for promoting East Wenatchee. This request was revisted and revised to reflect a three year agreement, with the startingamount of $58,000 was proposed Brent Schmitten motioned to approve the Wenatchee Valley Chamber of Commerce Tourism Grant Application in the amount of $58,000 for promoting the City of East Wenatchee from January 1, 2023 to December 31, 2025, including a 3% increase in 2024 and 2025. Alex Cruz seconded. Motion carried (5-0) Wenatchee Valley Sports Foundation (WVSF) – Winter Special Olympics The Wenatchee Valley Sports Foundation (WVSF) is requesting $10,000 for the Special Olympics WA Winter Games. Caryl Andre presented the application and supporting information and it was reviewed by the Board. Brent Schmitten motioned to approve the Wenatchee Valley Sports Foundation’s Tourism Grant Application in the amount of $10,000 for the Special Olympics WA Winter Games March 3-5, 2023. Kirk Mayer seconded. Motion carried (5-0) 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 WVCC Update Ashley Sinner, Destination Management and Marketing Organization Director for the Wenatche Valley Chamber of Commerce, gave an update on the Festival of Flight numbers compiled by DATAFY. Sinner and WVCC Director Steve Wilkinson stated that they are still analyzing the information compiled from DATAFY and whether the information truly benefits the city of East Wenatchee. Further information will be forthcoming from WVCC staff. Other None Next Meeting December 7, 3:30pm Eastmont Parks & Recreation’s Community Center 230 N. Georgia Ave, East Wenatchee, WA 98802 O ORDER ADJOURN 4:24 PM 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 November 2022 Hotel/Motel Tax Revenue 2020 2021 2022 Beginning Fund Balance $81,632.99 $162,733.87 $318,181.61 Budgeted Income $250,000.00 $225,000.00 $250,000.00 Income to Date $250,534.92 $356,191.74 $305,123.69 Total Income Budgeted $331,632.99 $387,733.87 $568,181.61 Actual Balance To Date $332,167.91 $518,925.61 $623,305.30 Budgeted Requests Events Department $37,946.04 $120,000.00 $120,000.00 WV Chamber of Commerce $0.00 $15,000.00 $45,000.00 WV Museum & Cultural Center $121,488.00 $60,744.00 $61,000.00 Total Budgeted Expenses $159,434.04 $195,744.00 $226,000.00 Taxes Available To Date $136,423.91 $323,181.61 $397,305.30 Taxes Available Budgeted $342,181.61 Additional Requests Sports Foundation - Special Olympics $5,000.00 $0.00 $0.00 EMPD Winter Classic AAU $5,000.00 $0.00 $8,000.00 Sunburn Classic $0.00 $0.00 $0.00 GWGSA Sterling Invite $0.00 $5,000.00 $8,000.00 EYB Tournament $0.00 $0.00 $7,300.00 Other - 2021 Chamber Payment $0.00 $0.00 $30,000.00 Total Request Expenses $10,000.00 $5,000.00 $53,300.00 Taxes Available To Date $162,198.95 $318,181.61 $344,005.30 Taxes Available Budgeted $288,881.61 Print Tourism Promotion Grant - Submission #1260 Date Submitted: 10/30/2022 Amount of Lodging Tax Requested* Federal Tax ID #* $5000 83-2356697 Organization/Agency Name* Type of Organization* Please List* NCWVBC (North Central WA Volleyball Club C Corporation 501 (c-3) Government Limited Liability Company Partnership S Corporation Sole Proprietor Other Activity Name* 2023 NCWVBC Fire & Rain Volleyball Tournament Proposed Start Date of Proposed End Date of Activity* Activity* 2/11/2023 2/12/2023 First Name* Last Name* Title* Jeff Riley NCWVBC Club Director Primary Phone* Cell Phone Email* 509-670-1487 cwwsc@aol.com Mailing Address* PO Box 4611 City* State* Zip Code* Wenatchee WA 98807 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 8+ No No Proposed Location of Activity* ESD & WSD schools Short Description of the Activity* USAV sanctioned club volleyball tournament with teams from WA, ID, MT & Ore in attendance Describe the Prior Success of Your Activity* Very Successful - this tournament also grows every season Describe Your Target Audience* Junior girls and boys volleyball players and clubs ages 7-18 Describe How You Will Promote Lodging Establishments, Restaurants and Businesses Located in the City of East Wenatchee* NVWVBC.com tournament page and we also have communication with all teams attending Budget for Activity* What costs will the Tourism Promotion Grant cover?* ncwvbc logo.jpg School rental, USAV officials, equipment used during the event and USAV team Allowed types: .gif, .jpg, .jpeg, .png, registration costs .doc, .docx, .xls, .xlsx, .rtf, .pdf, .txt What organization and staffing do you have to support this activity?* NCWVBC coaches, volunteers and USAV officials 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.* NCWVBC hosted volleyball tournament that brings in approx 100 teams (average 10-12 players per team) coaches, parents to the Wenatchee Valley. It is a 2 day tournament so hotels rooms friday & saturday nights are used. Restaurants, stores and local coffee stands have told us that our tournaments have a HUGE positive impact on their weekend cash flow. Success - we keep growing and have more teams every year we host this tournament How will you advertise, publicize or otherwise distribute information regarding your activity?* ERVA website and advanced even system sign up process allows teams to sign up from any location 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* 1000 ID, MT, ORE 1500 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* 1000 all of them that we know of, we do not provide rooms Number of Paid Lodging Room Nights, Resulting from Your Lodging Impact* Proposed Activity* 400 room nights * $180 per night 400 Explain How You Calculated the Previous Estimates* 80 teams staying 1 room night could equal 800 room nights if each player/parent and coaches had their own room. divided by 1/2 (400) due to shared rooms or staying w/family in area. How will you collect and verify the above information for your Activity?* Club / team surveys 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?* Our volleyball tournaments bring in famalies from all over the PNW and increases tourism as they are in our area. Most famalies have team parties at restaurants, visit our parks and spebd $ when they are here. Many teams also stay a 2nd night and visit Mission Ridge, go to Leavenworth or just enjoy the area they are visiting while at our VB tournaments. 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* Jeff Riley Signer Email* cwwsc@aol.com Print Tourism Promotion Grant - Submission #1259 Date Submitted: 10/30/2022 Amount of Lodging Tax Requested* Federal Tax ID #* $5000 83-2356697 Organization/Agency Name* Type of Organization* Please List* NCWVBC (North Central WA Volleyball Club) C Corporation 501 (C-3) Government Limited Liability Company Partnership S Corporation Sole Proprietor Other Activity Name* 2023 Lights Out Volleyball Tournament Proposed Start Date of Proposed End Date of Activity* Activity* 1/21/2023 1/22/2023 First Name* Last Name* Title* Jeff Riley NCWVBC Club Director Primary Phone* Cell Phone Email* 509-670-1487 cwwsc@aol.com Mailing Address* PO Box 4611 City* State* Zip Code* Wenatchee WA 98807 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 8+ No No Proposed Location of Activity* ESD & WSD Schools Short Description of the Activity* USAV sanctioned volleyball tournament with teams from WA, ID, MT & Ore in attendance Describe the Prior Success of Your Activity* VERY Successful - this tournament grows every year Describe Your Target Audience* Junior girl and boy volleyball players and clubs ages 7-18 Describe How You Will Promote Lodging Establishments, Restaurants and Businesses Located in the City of East Wenatchee* NCWVBC.cpm tournament pages and we also have communication with all teams attending Budget for Activity* What costs will the Tourism Promotion Grant cover?* ncwvbc logo.jpg School rental, USAV officials, equipment used during the even and USAV team Allowed types: .gif, .jpg, .jpeg, .png, registrations. .doc, .docx, .xls, .xlsx, .rtf, .pdf, .txt What organization and staffing do you have to support this activity?* NCWVBC coaches, volunteers and USAV officials 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.* NCWVBC hosted volleyball tournament that brings in approx. 100 teams (average 10-12 players per team) coaches, parents to the Wenatchee Valley. It is a 2 day tournament so hotel rooms are used friday and saturday night. Restaurants, retail stores and local coffee stands have told us that our tournaments have a HUGE positive impact on their weekend cash flow. Success - we hkeep growing and have more teams every year we host this tournament. How will you advertise, publicize or otherwise distribute information regarding your activity?* ERVA website and advanced event system sign up process allows teams to sign up from any location 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* 1000 ID, MT & Ore 1500 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* 1000 all of them that we know of, we do not provide rooms Number of Paid Lodging Room Nights, Resulting from Your Lodging Impact* Proposed Activity* 400 room nights * $180 per night 400 Explain How You Calculated the Previous Estimates* 80 teams staying 1 room night could equal 800 room nights if each player/parent & coaches had their own room divided by 1/2 (400) due if shared rooms or staying with family in area. How will you collect and verify the above information for your Activity?* Clubs / Teams survey 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?* Our volleyball tournaments bring in from all over the PNW and increases tourism as they are in our area. Most famalies have team parties at restaurants, visit our parks and spend $ while they are here. Many teams also stay a 2nd noight and visit Mission Ridge, go to Leavenworth or just enjoy the area they are visiting whle at our VB tournaments. 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* Jeff Riley Signer Email* cwwsc@aol.com