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 January 3, 2024 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 ☐ Hotelier Guests: Vote in Members Position # Position Board Member Term Begins Term Ends 2 Business Rep Cody Beeson 2022 2024 Public Comment Approval of Minutes • January 3, 2024 Minutes Financials • Revenue/Expense Update Events Update • Classy Chassis Parade & Car Show, May 3-4, 2024 • Pangborn’s Festival of Flight, June 22, 2024 Tourism Promotion Grant Requests • Greater Wenatchee Girls Softball Association - $10,000 o Sterling Invite Tournament • Wenatchee Valley’s Super Oval - $15,000 o Wenatchee 200 • City of East Wenatchee - $37,500 o Variable Message Boards WV Chamber of Commerce Update Hotelier Updates 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 • March 6, 2024 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).  East Wenatchee Events Board 2023 Members Term Term Position # Position Board Member Begins Ends 1 City Elected Official Rob Tidd 2023 2025 2 Business Rep Open 2022 2024 3 Business Rep Supattra Winger 2021 2023 4 Activity Rep Mat Heinz 2021 2023 5 Activity Rep Jason Heinz 2023 2025 6 Restaurant Rep Brent Schmitten 2022 2024 7 Retail Rep. Alejandro Cruz 2021 2023 8 Citizen at large Vickie Sullivan 2023 2025 9 Citizen at large Vacant 2023 2025 10 Citizen at large Michael Machado 2021 2023 11 Citizen at large Vacant 2022 2024 12 Citizen at large Vacant 2023 2025 13 Citizen at large Vacant 2021 2023 14 Citizen at large Vacant 2022 2024 15 Citizen at large Vacant 2023 2025 Approved by EWEB: 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 3, 2024 | 3:00PM Attendees Councilmember Rob Tidd, Supattra Winger, Brent Schmitten, Mat Heinz, Vickie Sullivan, Jason Heinz and Events Director/PIO Trina Elmes. Guests Caryl Andre (WVSF), Charlie Brown (EMPD), Ashley Sinner and Jason Grover (WVCC) Location Eastmont Community Center 230 N. Georgia Ave, East Wenatchee, WA 98802 CALL TO ORDER 3:13 PM Roll Call/Introductions Vote in Members Positions 3, 4, 7 and 10 are up for reelection. Supattra Winger (Cedars Inn), Mat Heinz (Eastmont Metro Park District), Alejandro Cruz (at-Large) and Michael Machado (at-large) all expressed interest in staying on the East Wenatchee Events Board. Position 9, an at- large position, has been vacant, so the Board is moving Michael Machado from Position 10 to Position 9. Jason Heinz motioned to appoint: Position #3 – Supattra Winger (hotel representative), 2024-2026 term Position #4 – Mat Heinz (activity representative), 2024-2026 term Position #7 – Alehandro Cruz (at-large representative), 2024-2026 term Position #9 – Michael Machado (at-large representative), 2023-2025 term Brent Schmitten seconded the motion. Motion carried (3-0, Supattra Winger and Mat Heinz recused themselves) Public Comment None Minutes The November 1, 2023 minutes were reviewed. Jason Heinz motioned to accept the minutes and Brent Schmitten seconded the motion. Motion carried (5-0). Financials The 2023 financial documents were reviewed. The 2023 year-end financial documents will be reviewed at the February meeting. Event Update Events Director/PIO Elmes recapped the Wings ‘n Wishes events from December 7 and December 9. Tourism Wenatchee Valley Sports Foundation – Winter Special Olympics Requests Grants The Wenatchee Valley Sports Foundation is requesting a total of $10,000 for the Winter Special Olympics, March 1-3, 2024. Caryl Andre presented the application and supporting information, which 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 Jason Heinz motioned to approve the Wenatchee Valley Sports Foundation’s Grant Applications in the amount of $10,000 for the Winter Special Olympics. Brent Schmitten seconded the motion. Motion carried (5-0). Eastmont Metro Park District – Eastmont Winter Classic AAU Tournament The Eastmont Metro Park District is requesting a total of $10,000 for the Eastmont Winter Classic AAU Tournament, February 23-25, 2024. Charlie Brown presented the application and supporting information, which was reviewed by the Board. Jason Heinz motioned to approve the Eastmont Metro Park District’s Grant Applications in the amount of $10,000 for the Eastmont Winter Classic AAU Tournament. Brent Schmitten seconded the motion. Motion carried (5-0). WVCC Update Ashley Sinner, gave an update on the Wenatchee Valley Chamber of Commerce and Jason Grover gave an update on sports tourism. Hotelier Supattra Winger talked about the Cedar’s Inn occupancy numbers and would like to see Update more East Wenatchee Events to bring in more tourism to the hotels. Other Discussions were had on whether or not to promote the hotel/motel funds being available to local events and also promoting it outside of the area to try and attract more events to East Wenatchee. Next Meeting February 7, 3:00pm Eastmont Parks & Recreation’s Community Center 230 N. Georgia Ave, East Wenatchee, WA 98802 O ORDER ADJOURN 4:05 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 Through December 2023 Hotel/Motel Tax Revenue 2021 2022 2023 2024 Monthly Income 2023 Beginning Fund Balance $162,733.87 $318,181.61 $471,743.11 $563,971.62 January $23,151.43 Budgeted Income $225,000.00 $250,000.00 $300,500.00 $300,500.00 February $35,846.85 Income to Date $356,191.74 $417,605.50 $439,972.51 $0.00 March $25,834.10 Beginning Balance & Income Budgeted $387,733.87 $568,181.61 $772,243.11 $864,471.62 April $24,781.53 Available Funds To Date $518,925.61 $735,787.11 $911,715.62 $563,971.62 May $28,855.80 June $31,355.22 Budgeted Requests July $37,959.22 Events Department $120,000.00 $120,000.00 $151,000.00 $151,000.00 August $48,384.84 WV Chamber of Commerce $15,000.00 $30,000.00 $73,000.00 $58,000.00 September $52,074.06 WV Museum & Cultural Center $60,744.00 $60,744.00 $60,744.00 $60,744.00 October $47,019.95 Total Budgeted Expenses $195,744.00 $210,744.00 $284,744.00 $269,744.00 November $45,627.61 December $39,081.90 Taxes Available To Date $323,181.61 $525,043.11 $626,971.62 $294,227.62 Taxes Available Budgeted $357,437.61 $487,499.11 $594,727.62 Additional Requests Sports Foundation - Special Olympics $0.00 $0.00 $10,000.00 $10,000.00 EMPD Winter Classic AAU $0.00 $8,000.00 $8,000.00 $10,000.00 NCW Volleyball $10,000.00 $0.00 GWGSA Sterling Invite $5,000.00 $8,000.00 $10,000.00 $10,000.00 EYB Tournament $7,300.00 WFC Youth - Apple Cup $15,000.00 $0.00 WVSO - Wenatchee 200 $10,000.00 $10,000.00 Spirit of Wenatchee $6,000.00 Other $0.00 $30,000.00 $0.00 $0.00 Total Request Expenses $5,000.00 $53,300.00 $63,000.00 $46,000.00 Taxes Available To Date $318,181.61 $471,743.11 $563,971.62 $248,227.62 Taxes Available Budgeted $304,137.61 $424,499.11 $548,727.62 1/25/24, 2:37 PM eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1693 Print Tourism Promotion Grant - Submission #1693 Date Submitted: 1/12/2024 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 Non-Profit Girls Fastpitch C Corporation 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* 5/25/2024 5/27/2024 First Name* Last Name* Title* Jason Heinz GWGSA Board Member Primary Phone* Cell Phone Email* 509-630-5655 jheinz57_1999@yahoo.com Mailing Address* PO Box 351 https://www.eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1693 1/6 1/25/24, 2:37 PM eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1693 City* State* Zip Code* 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 20 Yes 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 4 teams are local so that means 50 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. https://www.eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1693 2/6 1/25/24, 2:37 PM eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1693 Budget for Activity* What costs will the Tourism Promotion Grant cover?* Draft 2024 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 Who Wenatchee Valley* Will Stay in Paid Accommodations* 2000 1700 https://www.eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1693 3/6 1/25/24, 2:37 PM eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1693 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 https://www.eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1693 4/6 1/25/24, 2:37 PM eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1693 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. https://www.eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1693 5/6 1/25/24, 2:37 PM eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1693 Digital Signature* Signer Email* Jason Heinz jheinz57_1999@yahoo.com https://www.eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1693 6/6  DRAFT Sterling Invite 2024 Budget Income Expenses Registrations Number Cost Total Item Yearly 10U 6 $ 800.00 $ 4,800.00 Administration/Supplies $ 100.00 12U 24 $ 800.00 $ 19,200.00 Balls $ 1,260.00 $60 per dozen - 21 dozen 14U 24 $ 800.00 $ 19,200.00 Field Use - CCPUD $ 1,348.00 $100 per field plus $12/team 54 $ 43,200.00 Field Use - EMPD $ 2,100.00 Insurance - Team $ 540.00 $12 per team Shirt Sales Insurance to NSA for fields $ 405.00 $135 per field owner NSA National Fees $ 810.00 $15 per team Grant Plaques $ 700.00 Prizes for Winners $ 900.00 $10 each, 15 per team, 6 teams Site Directors $ 3,000.00 $750/weekend, 3 sites plus TD Umpires $ 23,660.00 $140 per game, 169 games Umpire Hotels $ 5,400.00 18 rooms, 2 nights, $150 per night Umpire Travel Expenses $ 1,500.00 Total Income $ 43,200.00 Total Expenses $ 41,723.00 Difference $ 1,477.00 2/2/24, 2:41 PM eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1696 Print Tourism Promotion Grant - Submission #1696 Date Submitted: 1/28/2024 Amount of Lodging Tax Requested* Federal Tax ID #* 15000 91-19610104 Organization/Agency Name* Type of Organization* Please List* Wenatchee Valley's Super Oval C Corporation Government Limited Liability Company Partnership S Corporation Sole Proprietor Other Activity Name* Wenatchee 200 Proposed Start Date of Proposed End Date of Activity* Activity* 5/31/2024 6/1/2024 First Name* Last Name* Title* Jeremy Anders General Manager Primary Phone* Cell Phone Email* 5096999317 jeremy@wvso.com Mailing Address* 1424 N Wenatchee Ave https://eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1696 1/6 2/2/24, 2:41 PM eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1696 City* State* Zip Code* Wenatchee Washington 9881 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 2 Yes No No Proposed Location of Activity* Wenatchee Valley Super Oval Short Description of the Activity* The Wenatchee 200 event will be held for the second straight year May 31-June 1. This event in its first year was one of the biggest race events on the West Coast attracting drivers from 7 different states and Canada. The event had a capacity crowd and we look to grow it in 2024. Describe the Prior Success of Your Activity* The 2023 Event had over 80 race teams from across the West Coast and Canada. We had the biggest crowd that track had seen in over 24 years. We sold out multiple hotels, Air BNBs and campers in the area. Describe Your Target Audience* We have two different target audiences that we go after. For the fans its pretty much all demographics as we provide family affordable entertianment. For the race teams we're going after the premier race teams across the Western US and Canada, Describe How You Will Promote Lodging Establishments, Restaurants and Businesses Located in the City of East Wenatchee* All race teams will be sent area hotels to be with for the event. We will establish rates with these hotels for the event as well. We will be listing these hotels on the Website for fans as well. We will be hosting a kickoff dinner/party in downtown East Wenatchee with race cars on display to promote the event and area businesses. https://eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1696 2/6 2/2/24, 2:41 PM eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1696 Budget for Activity* What costs will the Tourism Promotion Grant cover?* Wenatchee 200 2024 Budget - We will use the Tourism Promotion Money to cover the out of town officials cost Sheet1.pdf with air, lodging, meals. Also it will be used for Advertising the event in both local, Allowed types: .gif, .jpg, .jpeg, .png, regional and national media outlets to attrack race teams and fans. We will also use this for the Driver Gift Bags that were doing this year that will be Wenatchee Valley .doc, .docx, .xls, .xlsx, .rtf, .pdf, .txt themed that will be given out to the race teams What organization and staffing do you have to support this activity?* We have over 45 race day employees for the event that we will be using. For this event we will also bring in 8-10 out of area officials for tech, flagging, announcing and more. We also partner with local business such as Ballard Ambulance, Randy's Towing, Apple Valley Pumping and Pacific Security to use their staff and services during the weekend. 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 look to grow this event from the first year to even bigger in the second year. The econmic impact to the community in 2023 was huge with almost 40% fans and 75% of our race teams all being from outside the area. We're looking to make this event not just an annual event for race fans but for our community to celebrate the 54 year history of racing in the Wenatchee Valley. The race was covered nationally last year with attention from all over North America putting WVSO and East Wenatchee on the map for short track racing. How will you advertise, publicize or otherwise distribute information regarding your activity?* We will be advertising the event in two different sections. The first section will be promoting the event to race teams across the country with national media outlets, email marketing, social media ads, digital targeted ads. The second section will be advertising the race to the fans. We will be using email marketing, regional radio, print, event marketing, social media advertising both locally and targeted around the NW. 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* 1600 United States 3200 https://eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1696 3/6 2/2/24, 2:41 PM eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1696 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* 1350 1130 Number of Paid Lodging Room Nights, Resulting from Your Lodging Impact* Proposed Activity* 52000 640 Explain How You Calculated the Previous Estimates* I used the data that we collected at our event in 2023. We hope that these numbers will grow as we collect the data for 2024 event How will you collect and verify the above information for your Activity?* We will do driver surveys to collect data for each race team for their hotel stays. We also have Ticket data for all zip codes of tickets purchased. 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 https://eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1696 4/6 2/2/24, 2:41 PM eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1696 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 event promotes East Wenatchee to race fans and teams from across the country to visit the area and come enjoy the race weekend in a city supporting 54 years of racing. we have many local business partners that we're using for this event to help promote the community and economic stimulus. 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. https://eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1696 5/6 2/2/24, 2:41 PM eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1696 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* Jeremy Anders jeremy@wvso.com https://eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1696 6/6  June 1 Wenatchee 200 Budget Expenses Income Haglunds Trophies $1,200.00 Tickets $40,000.00 Ballard Ambulance $1,500.00 Entries $27,000.00 parking $400.00 Tires $74,500.00 rent $2,000.00 Concessions $12,000.00 payroll $6,600.00 Beer $6,000.00 columbia $2,200.00 Sponsors $14,000.00 purse $86,000.00 Fuel $3,100.00 Concessions $4,500.00 Souviners $9,000.00 tires $64,000.00 Camping $1,300.00 fuel $2,265.00 insurance $2,800.00 Apple Valley Pumping $2,000.00 misc $1,000.00 Out of town Officials Travel $5,000.00 Utilities $500.00 Ad $4,000.00 Souiviners $4,500.00 Drivers Gift Bag $1,000.00 Secruity $350.00 CC Processing Fees $1,300.00 Total Expenses $193,115.00 Total Income $186,900.00 1/25/24, 2:35 PM eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1695 Print Tourism Promotion Grant - Submission #1695 Date Submitted: 1/24/2024 Amount of Lodging Tax Requested* Federal Tax ID #* $37,500 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* Variable Message Boards Proposed Start Date of Proposed End Date of Activity* Activity* 1/1/2024 12/31/2024 First Name* Last Name* Title* Garren Melton Public Works Manager Primary Phone* Cell Phone Email* 509-423-5212 gmelton@eastwenatcheewa.gov Mailing Address* 271 9th Street NE https://www.eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1695 1/5 1/25/24, 2:35 PM eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1695 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* These reader boards will be used for traffic control and marketing of City events. This technically qualifies as operation of a tourism-related facility. Short Description of the Activity* These readers boards qualify as an operation of a tourism-related facility, because we will use them for traffic control for all events that require the roads to be shut down. Describe the Prior Success of Your Activity* We currently do not own anything like this, but for legal and safety purposes we should be using them for all road closures. Describe Your Target Audience* Anyone visiting or driving past our events. Describe How You Will Promote Lodging Establishments, Restaurants and Businesses Located in the City of East Wenatchee* This will help guide tourists to the correct driving route to get to lodging establishments, restaurants and other businesses. https://www.eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1695 2/5 1/25/24, 2:35 PM eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1695 Budget for Activity* What costs will the Tourism Promotion Grant cover?* City of East Wenatchee quote - The grant will cover all of the costs. message boards.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?* Our Public Works Department will be the ones maintaining and setting them up at road closures. 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.* These message boards will help direct traffic, help direct participants, promote events and help the public navigate the events and road closures. How will you advertise, publicize or otherwise distribute information regarding your activity?* All of our events are advertised through PSA's, social media, ad buys, radio ads, local media, city website and this will add another demographic of anyone driving by the signs. These signs will be placed a week prior to the event to help with advertising. 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 Who Wenatchee Valley* Will Stay in Paid Accommodations* 0 0 https://www.eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1695 3/5 1/25/24, 2:35 PM eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1695 Number of Paid Lodging Room Nights, Resulting from Your Lodging Impact* Proposed Activity* 0 0 Explain How You Calculated the Previous Estimates* This request does not bring in tourism, it helps facilitate the tourists that come for the events. How will you collect and verify the above information for your Activity?* If traffic runs smoothly around the events, than the message boards have done their job. 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 https://www.eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1695 4/5 1/25/24, 2:35 PM eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1695 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?* It exhibits a degree of partnerships by allowing other events to shut down the city's streets for tourism opportunities and events. It also helps with the safe operation of a tourism facility, which is the City's streets. 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* Garren Melton gmelton@eastwenatcheewa.gov https://www.eastwenatcheewa.gov/Admin/FormCenter/Submissions/Print/1695 5/5  Traffic Safety Supply 2324 SE Umatilla Street SALES QUOTE Portland, OR 97202 Phone: (503) 235-8531 Quote Number Date Customer Number Fax: (503) 235-5112 SQN00055427 12-07-23 C000637 CSR: Amber Clowers Quote valid for 30 days. Bill To: Ship To: City of East Wenatchee City of East Wenatchee 271 Ninth St NE 271 Ninth St NE East Wenatchee, WA 98802 East Wenatchee, WA 98802 Contact Name: Josh Toftness Phone Number: (509) 884-3782 Project: DES #04616 - SMC4000 Freight Terms: Prepaid Product Description Quantity Price Extended Price DP06118 VARIABLE MESSAGE BOARD 2.00 EA $16,995.00 $33,990.00 SMC4000 MINI, WORK AREA PROTECTION, FULL MATRIX, WITH MODEM Total Before Tax $33,990.00 DES Fee $260.02 Tax $0.00 Order Total $34,250.02 Page 1 of 3  Traffic Safety Supply 2324 SE Umatilla Street SALES QUOTE Portland, OR 97202 Phone: (503) 235-8531 Quote Number Date Customer Number Fax: (503) 235-5112 SQN00055427 12-07-23 C000637 CSR: Amber Clowers Quote valid for 30 days. Terms and Conditions By confirming this Order Acknowledgment, Customer agrees to the following: 1. Customer confirms the above order and prices. Custom orders, which are customized products made specifically for the Customer, are non-returnable and cannot be cancelled once placed. Non-custom orders for stock product may be canceled not less than 2 days of scheduled shipment date, but are subject to a 20% restocking fee. Non-custom orders for non-stock product, provided Seller’s vendor accepts the cancellation or return, may be canceled or returned not less than 10 days of scheduled shipment date, but is subject to payment of Seller’s vendor’s restocking fee. 2. Terms of sale are Net 30 days from invoice date unless otherwise stated on the invoice. Customer agrees to pay all invoices timely and to pay interest on past due balances at the rate of 18% per annum unless such interest rate is not allowed by law and in that event at the highest rate allowed by law. 3. Customer agrees to pay on demand all of Seller’s costs and expenses, including without limitation reasonable attorneys’ fees, legal expenses and/or collection agency fees, charges and expenses, incurred by Seller in connection with collection of any amounts owed to Seller whether or not a lawsuit is filed, in any bankruptcy proceedings or in any appeal. Customer also agrees to pay all attorneys’ fees, costs, expenses and collection agency fees, costs and expenses incurred by Seller in any judgment enforcement proceedings or actions. 4. Customer agrees that venue and jurisdiction for any suit or legal action may be had in Multnomah County, Oregon. 5. Customer agrees that claims for shortages and/or non-conforming goods for any reason must be made in writing within 72 hours of delivery of the goods. Failure to timely notify Seller shall constitute a waiver of the shortage or non-conformity. The sole and exclusive remedy for non-conforming goods shall be replacement or refund of payment at Seller’s option. 6. Customer agrees that if a carrier or transportation company delivers the goods, Customer will inspect the goods and packaging upon receipt and notify Seller and carrier or transportation company immediately and in writing of any packaging damage or damage to the goods. Failure of Customer to so notify Seller and carrier or transportation company as required herein shall constitute Customer’s unqualified acceptance of such goods and packaging in the condition in which they were delivered by carrier or transportation company. 7. Seller warrants that the good sold are free of defects. Goods not manufactured by Seller are not warranted by Seller and carry only the warrant(ies) of the manufacturer. SELLER DISCLAIMS ANY AND ALL OTHER WARRANTIES (EXPRESS OR IMPLIED) CONCERNING OR RELATING TO THE GOODS INCLUDING THOSE OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. 8. Customer agrees that Seller’s liability to Customer under this Order Acknowledgment, any warranty obligation, or the manufacture, delivery, installation, repair, or use of any good sold by Seller shall not exceed the price paid for such good. Customer agrees that Seller shall not be liable for any incidental, special, or consequential damages. 9. Customer agrees that purchase orders and other documents issued by Applicant or any agent thereof that include terms and conditions different from, or in addition to, the terms and conditions of this Order Acknowledgment will not be enforceable and will not amend this Order Acknowledgment or constitute an agreement between Customer and Seller. This Order Acknowledgment and the Credit Application/Sales Agreement (if executed) constitute the complete and integrated agreement between Customer and Seller and cannot be amended unless in writing and signed by Seller and Customer. 10. Any person confirming this Order Acknowledgment on behalf of Customer represents and warrants to Seller that he or she has authority to bind Customer to the terms and conditions of this Order Acknowledgment. Customer (as defined above) hereby confirms and agrees to the terms and conditions herein: Name of person signing for Customer: ____________________________ Print Name: ________________________ Date: _____________________________ Page 2 of 3  Traffic Safety Supply 2324 SE Umatilla Street SALES QUOTE Portland, OR 97202 Phone: (503) 235-8531 Quote Number Date Customer Number Fax: (503) 235-5112 SQN00055427 12-07-23 C000637 CSR: Amber Clowers Quote valid for 30 days. Terms and Conditions By confirming this Order Acknowledgment, Customer agrees to the following: 1. Customer confirms the above order and prices. Custom orders, which are customized products made specifically for the Customer, are non-returnable and cannot be cancelled once placed. Non-custom orders for stock product may be canceled not less than 2 days of scheduled shipment date, but are subject to a 20% restocking fee. Non-custom orders for non-stock product, provided Seller’s vendor accepts the cancellation or return, may be canceled or returned not less than 10 days of scheduled shipment date, but is subject to payment of Seller’s vendor’s restocking fee. 2. Terms of sale are Net 30 days from invoice date unless otherwise stated on the invoice. Customer agrees to pay all invoices timely and to pay interest on past due balances at the rate of 18% per annum unless such interest rate is not allowed by law and in that event at the highest rate allowed by law. 3. Customer agrees to pay on demand all of Seller’s costs and expenses, including without limitation reasonable attorneys’ fees, legal expenses and/or collection agency fees, charges and expenses, incurred by Seller in connection with collection of any amounts owed to Seller whether or not a lawsuit is filed, in any bankruptcy proceedings or in any appeal. Customer also agrees to pay all attorneys’ fees, costs, expenses and collection agency fees, costs and expenses incurred by Seller in any judgment enforcement proceedings or actions. 4. Customer agrees that venue and jurisdiction for any suit or legal action may be had in Multnomah County, Oregon. 5. Customer agrees that claims for shortages and/or non-conforming goods for any reason must be made in writing within 72 hours of delivery of the goods. Failure to timely notify Seller shall constitute a waiver of the shortage or non-conformity. The sole and exclusive remedy for non-conforming goods shall be replacement or refund of payment at Seller’s option. 6. Customer agrees that if a carrier or transportation company delivers the goods, Customer will inspect the goods and packaging upon receipt and notify Seller and carrier or transportation company immediately and in writing of any packaging damage or damage to the goods. Failure of Customer to so notify Seller and carrier or transportation company as required herein shall constitute Customer’s unqualified acceptance of such goods and packaging in the condition in which they were delivered by carrier or transportation company. 7. Seller warrants that the good sold are free of defects. Goods not manufactured by Seller are not warranted by Seller and carry only the warrant(ies) of the manufacturer. SELLER DISCLAIMS ANY AND ALL OTHER WARRANTIES (EXPRESS OR IMPLIED) CONCERNING OR RELATING TO THE GOODS INCLUDING THOSE OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. 8. Customer agrees that Seller’s liability to Customer under this Order Acknowledgment, any warranty obligation, or the manufacture, delivery, installation, repair, or use of any good sold by Seller shall not exceed the price paid for such good. Customer agrees that Seller shall not be liable for any incidental, special, or consequential damages. 9. Customer agrees that purchase orders and other documents issued by Applicant or any agent thereof that include terms and conditions different from, or in addition to, the terms and conditions of this Order Acknowledgment will not be enforceable and will not amend this Order Acknowledgment or constitute an agreement between Customer and Seller. This Order Acknowledgment and the Credit Application/Sales Agreement (if executed) constitute the complete and integrated agreement between Customer and Seller and cannot be amended unless in writing and signed by Seller and Customer. 10. Any person confirming this Order Acknowledgment on behalf of Customer represents and warrants to Seller that he or she has authority to bind Customer to the terms and conditions of this Order Acknowledgment. Customer (as defined above) hereby confirms and agrees to the terms and conditions herein: Name of person signing for Customer: ____________________________ Print Name: ________________________ Date: _____________________________ Page 3 of 3