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 February 1, 2023 at 3:00PM Location Eastmont Community Center 230 N. Georgia Avenue, East Wenatchee, WA 98802 Call to Order Roll Call/Introductions ☐ Rob Tidd ☐ Brent Schmitten ☐ Mat Heinz ☐ Vickie Sullivan ☐ Jason Heinz ☐ Michael Machado ☐ Alex Cruz ☐ Supattra Winger ☐ Open Hotel Rep Guests: Public Comment Approval of Minutes • January 4, 2023 Minutes Financials • Revenue/Expense Update Events Update • Pangborn’s Festival of Flight, second Saturday in July. July 8, 2023 • Working on hiring a seasonal, part-time assistant for the events. Tourism Promotion Grant Requests • City of East Wenatchee - $15,000 o Events Assistant • Greater Wenatchee Girls Softball Association - $10,000 o Sterling Invite WV Chamber of Commerce Update • Ashley Sinner Other • Empty positions update • Roundtable Next Meeting Date • March 1, 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 January 4, 2023 | 3:30PM Attendees Councilmember Rob Tidd, Michael Machado, Mat Heinz, Jason Heinz, Vickie Sullivan, Brent Schmitten and Events Director/PIO Trina Elmes. Guests Ashley Sinner (WVCC) and Charlie Brown (EMPD) Location Eastmont Community Center 230 N. Georgia Ave, East Wenatchee, WA 98802 CALL TO ORDER 3:37 PM Roll Call/Introductions Vote in Members Positions 1, 5, 8 and 9 are up for new terms. Councilmember Tidd, Jason Heinz and Vickie Sullivan all expressed interest in staying on the East Wenatchee Events Board. Kirk Mayor has decided not to continue for another term. The City of East Wenatchee and the East Wenatchee Events Board (EWEB) are very grateful to Kirk Mayer for his dedication to the EWEB and wish him luck with his new endeavors. Michael Machado motioned to appoint: Position #1 – Councilmember Rob Tidd Position #5 – Jason Heinz Position #8 – Vickie Sullivan Mat Heinz seconded the motion. Motion Carried (3-0) Public Comment None Minutes The December 7, 2022 minutes were reviewed. Michael Machado motioned to accept the minutes and Jason Heinz seconded the motion. Motion carried (6-0). Financials The financials were not included in the packet, but Events Director/PIO Elmes stated that there is over $400,000 in the Hotel/Motel Tax Fund that has not been earmarked in 2022. The year end financials should be finalized by the February meeting. Event Update Here are the 2023 dates for all of the City events: • Les Schwab Classy Chassis, May 5-6 • Pangborn’s Festival of Flight, August 5 • Wings ‘n Wishes, December 7 Tourism City of East Wenatchee – Pangborn’s Festival of Flight Grants The City of East Wenatchee is requesting a total of $8,000 for Pangborn’s Festival of Flight, August 5, 2023. Events Director/PIO Elmes presented the application and supporting information and it was reviewed by the Board. 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 Michael Machado motioned to approve the City of East Wenatchee’s Grant Application in the amount of $8,000 for Pangborn’s Festival of Flight on August 5, 2023. Jason Heinz seconded. Motion carried (6-0). Eastmont Metro Parks Department (EMPD) – Eastmont Winter Classic The Eastmont Metro Parks Department (EMPD) is requesting a total of $8,000 for the Eastmont Winter Classic AAU Basketball Tournament, February 24-26, 2023. Charlie Brown presented the application and supporting information and it was reviewed by the Board. Brent Schmitten motioned to approve the Eastmont Metro Parks Department’s Grant Application in the amount of $8,000 for the Eastmont Winter Classic AAU Tournament, February 24-26, 2023. Michael Machado seconded. Motion carried (6-0). WVCC Update Ashley Sinner, Destination Management and Marketing Organization Director for the Wenatchee Valley Chamber of Commerce, gave an update. Sinner also showed us a video that some travel writers from Seattle had made after visiting Wenatchee. Sinner went over the Chamber’s Advertising Strategy for 2023 too. Other There was discussion on the meeting dates, times and location. The dates and location will stay the same. Jason Heinz motioned to move the meeting times to 3:00pm. Michael Machado seconded. Motion carried (6-0). Next Meeting February 1, 3:00pm Eastmont Parks & Recreation’s Community Center 230 N. Georgia Ave, East Wenatchee, WA 98802 O ORDER ADJOURN 4:29 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 December 2022 - Year End Report Hotel/Motel Tax Revenue 2021 2022 2023 Beginning Fund Balance $162,733.87 $318,181.61 $456,743.11 Budgeted Income $225,000.00 $250,000.00 $300,500.00 Income to Date $356,191.74 $417,605.50 $0.00 Total Income Budgeted $387,733.87 $568,181.61 $757,243.11 Actual Income To Date $518,925.61 $735,787.11 $456,743.11 Budgeted Requests Events Department $120,000.00 $120,000.00 $136,000.00 WV Chamber of Commerce $15,000.00 $45,000.00 $58,000.00 WV Museum & Cultural Center $60,744.00 $60,744.00 $61,000.00 Total Budgeted Expenses $195,744.00 $225,744.00 $255,000.00 Taxes Available To Date $323,181.61 $510,043.11 $201,743.11 Taxes Available Budgeted $342,437.61 $502,243.11 Additional Requests Sports Foundation - Special Olympics $0.00 $0.00 $10,000.00 EMPD Winter Classic AAU $0.00 $8,000.00 $8,000.00 NCW Volleyball $0.00 $0.00 $10,000.00 GWGSA Sterling Invite $5,000.00 $8,000.00 $10,000.00 EYB Tournament $0.00 $7,300.00 $0.00 Other $0.00 $30,000.00 $0.00 Total Request Expenses $5,000.00 $53,300.00 $38,000.00 Taxes Available To Date $318,181.61 $456,743.11 $163,743.11 Taxes Available Budgeted $289,137.61 $464,243.11 Print Tourism Promotion Grant - Submission #1378 Date Submitted: 1/27/2023 Amount of Lodging Tax Requested* Federal Tax ID #* 15,000 91-600 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* EWEB Administration Proposed Start Date of Proposed End Date of Activity* Activity* 3/1/2023 8/31/2023 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 15 No No Proposed Location of Activity* Assist the with City events that help bring tourists to East Wenatchee. Short Description of the Activity* This is a seasonal, part-time position to assist the Events Director during the busiest time of the year. Classy Chassis and Pangborn's Festival of Flight both fall during this time frame. Describe the Prior Success of Your Activity* This position was in place prior to COVID, but this will be the first year that it is a seasonal position. Describe Your Target Audience* Any activities or events that bring tourism to East Wenatchee. Describe How You Will Promote Lodging Establishments, Restaurants and Businesses Located in the City of East Wenatchee* This position will help the Events Board admin in promoting the Hotel/Motel Tax funds on the City's website, social media, local radio station, local newspapers and local tv stations. We are also going to work on attracting more events to East Wenatchee. Budget for Activity* What costs will the Tourism Promotion Grant cover?* 2023 Events Fund - Expense Administrative Costs Updates.pdf Allowed types: .gif, .jpg, .jpeg, .png, .doc, .docx, .xls, .xlsx, .rtf, .pdf, .txt What organization and staffing do you have to support this activity?* Currently, the Events Director is currently the only staff to administer events, EWEB and work with the Chamber of Commerce to promote tourism in East Wenatchee. This position will assist with those efforts. 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 Events Department will be supporting the Events Board and promoting the Hotel/Motel Tax to organizations who run activities that bring in people from out of town. This will also help fund staffing for the City's sponsored events that bring in tourists from all over the state and beyond. How will you advertise, publicize or otherwise distribute information regarding your activity?* Website, social media, PSA's, flyers, local news outlets and any other grass roots ideas that we can think of. 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* 0 United States 0 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* 0 0 Number of Paid Lodging Room Nights, Resulting from Your Lodging Impact* Proposed Activity* 0 0 Explain How You Calculated the Previous Estimates* These funds will go toward the administration aspect of the Events Board and the Events Department, so these questions are not applicable. How will you collect and verify the above information for your Activity?* The Hotel/Motel taxes that are granted to outside events are required to turn in a report after their event. 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?* The Lodging Tax Funding Criteria can also be used for administrative work related to the East Wenatchee Events Board, to help promote the funds and tourism in 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* Katrina M Elmes telmes@eastwenatcheewa.gov Print Tourism Promotion Grant - Submission #1349 Date Submitted: 1/4/2023 Amount of Lodging Tax Requested* Federal Tax ID #* 10,000 91-1484089 Organization/Agency Name* Type of Organization* Please List* Greater Wenatchee Girls Softball Association C Corporation Non-Profit Girls Fastpitch Program Government Limited Liability Company Partnership S Corporation Sole Proprietor Other Activity Name* Sterling Invite Fastpitch Tournament Proposed Start Date of Proposed End Date of Activity* Activity* 5/27/2023 5/29/2023 First Name* Last Name* Title* Jason Heinz GWGSA President Primary Phone* Cell Phone Email* 509-630-5655 gwgsapresident@gmail.com Mailing Address* PO Box 351 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 20 No No Proposed Location of Activity* Wenatchee and East Wenatchee Short Description of the Activity* We strive to bring in 54 Fastpitch teams to the Wenatchee Valley. 7 out of the 11 fields are located in East Wenatchee, and we fill most if not all the hotels during this weekend. Out of 54 teams only 3 teams are local so that means 51 teams are from out of the area with an average 12 players per team Describe the Prior Success of Your Activity* Over the years we have had 48+ teams attending this event. The cap on # of teams with the amount of Fields we use is 54. Describe Your Target Audience* Girls aged 8-15 yrs old playing competitive fastpitch Describe How You Will Promote Lodging Establishments, Restaurants and Businesses Located in the City of East Wenatchee* We promote lodging and establishments through email and phone with coaches of the teams that are coming in to town. Most hotels are full by the time the weekend begins. Budget for Activity* What costs will the Tourism Promotion Grant cover?* Draft 2023 Sterling Budget.pdf Umpires - $6,000 Travel Costs - $2,000 Administration - $500 Fees - $500, Field Allowed types: .gif, .jpg, .jpeg, .png, Use $1,000 .doc, .docx, .xls, .xlsx, .rtf, .pdf, .txt What organization and staffing do you have to support this activity?* We have our GWGSA Board that helps staff this event as well as Site directors at each of the 3 locations. 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.* This is a 54 team with 6 game guarantee making it one of the largest and longest Fastpitch tournaments any given year. We will play at 11 fields around the community including Walla Walla Point Park, Sterling, and Hydro Park. Each team comes with 12 players and 2-3 coaches. This tournament is widely publicized on NSA Website. Teams have come from Alaska, Montana, Oregon, Canada to play in this tournament. How will you advertise, publicize or otherwise distribute information regarding your activity?* We advertise via Facebook, email, NSA 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* 2000 300 2500 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* 2000 1700 Number of Paid Lodging Room Nights, Resulting from Your Lodging Impact* Proposed Activity* 500 Per Family 3 nights per family Explain How You Calculated the Previous Estimates* We have just about 1000 athletes with coaches, and usually 2-3 family members per athlete since they can't drive themselves. 51 teams will get hotel accommodations or park passes to stay at our local state parks. How will you collect and verify the above information for your Activity?* I have emails, registration forms, etc. Plus I can give you the list of teams that are planning on attending the event. 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?* East Wenatchee businesses will see an influx in hotel room reservation, they will be utilizing the dining in East Wenatchee and the stores between games to purchase goods. This money will help continue to develop this tournament and continue to move it as being a top tournament to play in year in and year out. 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* Jason Heinz gwgsapresident@gmail.com  DRAFT Sterling Invite 2023 Budget Income Expenses Registrations Number Cost Total Item Yearly 10U 6 $ 750.00 $ 4,500.00 Administration/Supplies $ 100.00 12U 24 $ 750.00 $ 18,000.00 Balls $ 1,050.00 $50 per dozen - 21 dozen 14U 24 $ 750.00 $ 18,000.00 Field Use - CCPUD $ 948.00 $150 per complex plus $12/team 54 $ 40,500.00 Field Use - EMPD $ 2,100.00 Insurance - Team $ 540.00 $12 per team Shirt Sales Insurance to NSA for fields $ 200.00 $100 per field owner NSA National Fees $ 810.00 $15 per team Plaques $ 500.00 Prizes (Gift Cards) for Winners $ 900.00 $10 each, 15 per team, 6 teams Site Directors $ 2,100.00 $700/weekend, 3 sites Umpires $ 21,250.00 $125 per game, 170 games Umpire Hotels $ 5,000.00 18 rooms, 2 nights, $125 per night Umpire Travel Expenses $ 2,000.00 Total Income $ 40,500.00 Total Expenses $ 37,498.00 Difference $ 3,002.00