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2011 Lodging Tax Grant ApplicationCity of Spokane Valley Lodging Tax Advisory Committee Request for Grant Activities To Increase Tourism in Spokane Valley General: The Spokane Valley Lodging Tax Advisory Committee (SVLTAC) was established by the Spokane Valley City Council in accordance with state law to advise and recommend to the Council how excise taxes on lodging collected in Spokane Valley should be allocated in order to best increase tourism in the city. Purpose: The purpose of this Request for Grant by the SVLTAC is to solicit proposals from those agencies and groups which encourage tourism in Spokane Valley. The source of funds is the City's share of special excise taxes collected on overnight stays within the City of Spokane Valley. Project Description: RCW 67.28.180 provides authority for cities and counties to adopt a special excise tax upon charges made by hotels, motels, rooming houses, trailer camps and any similar charges for a license to use real property. This statute allows the use of lodging tax revenues for tourism promotion. The expected outcome of such activity is to increase economic activity in the City of Spokane Valley during 2011 through a variety of activities, such as overnight lodging of tourists ( "heads in beds "), restaurant sales, and retail activity. Each application is to develop and outline one project which meets these requirements and provides an economic benefit to the City of Spokane Valley. The specific amount of the applicant's proposal is open, to be defined by the applicant. As a recommendation, the applicant may wish to define alternate levels of funding, indicating as their first priority the maximum amount desired and as a second priority, the minimum acceptable amount. Some definition of the differences in the level of services to be provided under the two priorities should be included. The establishment of alternate funding levels will allow the SVLTAC some latitude in approving projects without the necessity of rejecting one or more projects due to a potential lack of funds. Specific questions are included in the attached response form to assist the applicant in delineating those matters which are of concern to the SVLTAC and which will be part of the selection criteria. Each project should be submitted as a separate document, thereby allowing for clear understanding of each project. Lodging Tax Advisory Committee Request for Grant Page 1 of 13 Schedule of Grant Application Events: Following is the proposed schedule for the Grant Application Process (Note: specific dates may be adjusted by the City to meet unexpected circumstances): Grant package available for pickup August 25, 2010 Grant proposal to be submitted by 4:OOpm September 17, 2010 Applications sent to Committee October 1, 2010 SVLTAC reviews applications October 21 & 22, 2010 Council makes decision December 14, 2010 Contract(s) issued Early January 2011 Work to be completed by December 31, 2011 Project Management: The City of Spokane Valley Finance Office will issue contracts for approved projects, reimburse expenses, and monitor contract compliance. Applicants will be reimbursed for documented costs up to the amount allocated by the SVLTAC. Selection Process: Each application will be reviewed by the SVLTAC for eligible activities, the effectiveness of its proposed project in meeting the expected outcomes, need, and funding requirements. Upon completion of its review of the written application, the SVLTAC may request some, all or none of the applicants to make an oral presentation to them in order for them to more fully understand the proposed project. The SVLTAC recommendation will not be subject to review or challenge by the applicant. The SVLTAC will recommend to the Council projects to be funded and at what levels. The Council will make the final decision on project approval and funding levels. Staff will then consult with applicants of approved projects to develop contracts and scopes of work. After the applicants and the City have signed the contracts, staff will notify applicants to proceed. It is very important that applicants are aware that: 1. All contracts are reimbursement based; i.e., the grantee must expend funds on approved items and then seek reimbursement under terms of the governing contract. Grantee will not be reimbursed if information requested by the City (prior or current year) has not been provided. 2. The project approval process involves four steps: a. Advisory committee recommendation b. The Council's approval of proposal, c. The execution of the contract d. confirmation that applicant submitted a report on 2010 activities if city lodging tax was used. 3. Only after these steps are complete is a project grantee authorized to begin incurring costs. Other Information: Insurance: As part of its contract for performance, the City requires contractors to maintain liability insurance in the amount of $1,000,000 and name the City as an additional insured on its liability insurance policy. Proof of such insurance must be submitted with the contract, or before Lodging Tax Advisory Committee Request for Grant Page 2 of 13 funds are released. Contract: The city will utilize its standard contract for city- funded activities. Payment: Normally, payment is provided once per month as a reimbursement of expenses. Equal Opportunity The City requires each contractor to provide equal opportunities for women and minorities as employees, applicants for employment, and as clients /customers. No unlawful discrimination is allowed. Legibility and Additional Materials: The SVLTAC will accept no more than one (1) additional page of materials (re. Questions 2 -8) in addition to the RFP Proposal Response pages attached. Any additional materials will be disregarded. All information provided should be legible and typed in a 10 or 12 point font. Performance: The City of Spokane Valley requires a plan for measuring the effectiveness of the expenditures for tourism promotion and the results of the plan. Organizations awarded city grants will be required to complete the form on pages 13 and 14. Additional Information: Additional information which may be required by a change /interpretation in state law may also be required from the applicant. Proposal Submittal: Please deliver ten (10) copies of the proposal response and any additional attachments to: Sarah Davenport, Accounting Technician City of Spokane Valley 11707 E. Sprague Ave. Suite 106 Spokane Valley, WA 99206 Lodging Tax Advisory Committee Request for Grant Page 3 of 13 SPOKANE VALLEY LODGING TAX ADVISORY COMMITTEE ALLOCATION EVALUATION CRITERIA The criteria listed below constitute the standards and measures by which applications for funding from the Lodging Tax Fund are judged. In some cases, by their nature, some applicant events, activities, programs, organizations and facilities will not be able to meet all criteria. However, it can be said that in general the more criteria met, the stronger the application. 1. COMMUNITY ECONOMIC IMPACT Potential positive economic impact of tourism on the community is a significant benefit that can be measured. In its most fundamental effect, tourism impacts the community's economy through the dollars brought to and spent here. Overnight stays bring in more dollars than day visits. The total impact can be measured in terms of direct dollar expenditures made by the visitors themselves and indirect dollar expenditures made as the money moves through the community. In evaluating applications in this area, more weight will be given to the former since it is more readily measurable. In assessing the probable economic impact of the proposal, the Committee will consider a. The estimated number of visits to be generated; b. The estimated number of overnight stays to be generated; c. The duration of the event, activity or program; d. Its generation of economic activities during off -peak tourism seasons or periods; e. The use of local firms and resources in the proposed event, activity, program or facility; and f. New or first time events or activities. 2. RESOURCES AVAILABLE FOR EVENT OR FACILITY The applicant should identify other community capital and labor sources to ensure project success. Multiple -year funding of projects may occur, but it is more difficult to obtain. Proposals requesting seed money to help establish an activity, program, event, organization, or facility which will later function successfully on its own are preferred. (Note: funding for fixed assets, i.e., land, buildings, equipment and labor costs are more difficult to approve. The ideal application will generate significant overnight tourism through advertising and promotion in other communities.) The committee will evaluate the following considerations in this regard: a. Would the requested funding be critical to the success for the event? b. Are there alternatives to Lodging Tax Funding? c. Has the applicant leveraged labor and capital? d. Will the granted funds be used as seed money or on -going funding? Lodging Tax Advisory Committee Request for Grant Page 4 of 13 3. MEETS COMMUNITY OBJECTIVES Events, projects, activities, organizations and facilities that also serve the broader community will be given preference. The Committee will assess whether the proposal: a. Assists in meeting adopted policies, purposes and goals; b. Furthers the success of and coordinates with scheduled community events, facilities, and community promotion and marketing efforts; and /or c. Is open to the general public. 4. MEETS THE REQUIREMENTS OF THE HOTEL /MOTEL TAX LAW (RCW 67.28) Lodging Tax Advisory Committee Request for Grant Page 5 of 13 CITY OF SPOKANE VALLEY APPLICATION FOR LODGING TAX FUND MONIES 1. PROJECT APPLICATION DEADLINE September 17,2010,4:00 p.m. Project Title: Type of Project: promotion activities Will there be an admission charge for this activity? Yes No If so, how much ?_ Applicant: Phone: E -mail Address: City: State Zip Applicants are: Non - profit Public Agency For Profit _ Contact Person (if different than applicant): Phone: E -mail Address City State Zip Amount requested: Applicant's match: Total project budget: Can you operate this project with reduced spending? Yes No If yes, list priorities below. Priority 1- full funding: $ Priority 2- partial funding (no less than) $ Is this a new or continuing activity? Do you expect it to be an annual activity, requiring regular and continued funding? Lodging Tax Advisory Committee Request for Grant Page 6 of 13 2. HISTORY Briefly describe your organization /business. What is its primary function and mission statement. 3. PROJECT SUMMARY In the space below, provide a concise summary of your request and what it will accomplish. If your request is part of a larger project, you may briefly describe the over -all project. However, please focus the bulk of your answer on the specific element for which you are requesting funding. Lodging Tax Advisory Committee Request for Grant Page 7 of 13 4. SCOPE OF WORK Fully describe the project. Expand on your Project Summary to address such issues as: a. What it is you wish to do? b. How and why the community will benefit? c. What are the beginning and ending dates of your project? d. Is it a seasonal activity appropriate to its location? e. If an outdoor activity, are there any weather related constraints? f. What measures you will apply to evaluate its success? g. Brief history of event or organization If you are requesting funds for a specific portion of a larger project, please so state but focus your response on the element for which you are requesting grant assistance. You may use additional pages as necessary. Attachments to this section should be labeled "4. Scope of Work." Lodging Tax Advisory Committee Request for Grant Page 8 of 13 5. COMMUNITY ECONOMIC IMPACT Describe in detail who are the expected visitors to be attracted by the proposal (e.g., outside Spokane Valley, outside of county, out of state, international). Are visitors expected to be primarily day visitors, overnight visitors, or extended stay (more than one night) visitors. If overnight visitors, identify the most likely site of their stay; camping, commercial lodging, schools, colleges, or universities, etc. Does it provide some other short or long range economic benefit? Thoroughly define and quantify the expected economic results of the activity described in your proposal. Attachments to this section should be labeled "5. Community Economic Impact." 6. RESOURCES AVAILABLE FOR PROPOSED PROJECTS What alternatives to Lodging Tax Funding have been explored? Do you envision this grant as seed money or as a part of ongoing funding? If you see it as seed money, how do you envision continuance after the expiration of this grant? Attachments to this section should be labeled "6. Resources Available for Event or Facility" Lodging Tax Advisory Committee Request for Grant Page 9 of 13 7. MEETS COMMUNITY AND TOURISM OBJECTIVES Based on the evaluation objectives? Attachments Tourism Objectives" 8. PERFORMANCE criteria, how does the proposal meet community and tourism to this section should be labeled "7. Meets Community and Describe your plan for measuring the effectiveness of the expenditures for tourism promotion and if your group received Lodging Tax monies in the past, briefly describe the following: (1) project goals, (2) project budget, (3) were the project goals met, and (4) unanticipated results. Lodging Tax Advisory Committee Request for Grant Page 10 of 13 9. PROJECT BUDGET Please detail the budget for your project. Specify whether your various match items will be cash (C) or in -kind (I /K). In addition to completing the chart below, you must also submit your general operating budget. PROJECT BUDGET SHEET PROJECT: ITEM CITY MATCH* C I/K TOTAL 1. $ $ $ 2. $ $ $ 3. $ $ $ 4. $ $ $ 5. $ $ $ 6. $ $ $ 7. $ $ $ 8. $ $ $ 9. $ $ $ 10. $ $ $ TOTALS $ $ $ *While matching funds are not required, the amount of additional funds, supplies, materials and staff time an organization brings to an event is a good measure of that organization's commitment to success. 10. ATTACHMENTS Please provide the following information as attachments. 1. Copy of state certificate of non - profit incorporation and /or federal copy of 501 (c)(3) 2. IRS Tax I.D. number 3. Copy of most recent approved and proposed budgets of the overall organization 4. Copy of meeting minutes showing official approval of project and authorization of application or a signed resolution of the board of directors authorizing the application 5. List of members of the organization's board of directors and principal staff 6. Copy current /valid Spokane Valley Business Registration 7. List co- sponsors by title and type Lodging Tax Advisory Committee Request for Grant Page 11 of 13 Event/ Tourism Facility Lodging Tax Expenditure Report Festivals, special events and tourism - related facilities owned by Local Jurisdictions or Non - profit Organizations 1. Organization: 2. This report covers: Event Name: Date: Tourism Facility: Dates: 3. Total Lodging Tax funds allocated to this even or facility 4. Estimated total event attendance or user count for the facility: Describe methodology used to determine this figure E 5. Estimated percentage of total attendance for event or facility by (list separately) 1) tourists; 2) people who traveled more than 50 miles; or 3) people who stayed overnight: 1. Tourists % 2. Traveled % 3. Overnight % Describe methodology used to determine this figure 6. Estimated total room nights generated Describe methodology used to determine this figure 7. Any other information that demonstrates the impacts of the festival, event or tourism - related facility owned by a non - profit organization or local jurisdiction (please describe): Submitted by: E -Mail or phone number: Date: Lodging Tax Advisory Committee Request for Grant Page 12 of 13 The applicant here certifies and affirms 1. That it does not now, nor will it during the performance of any contract arising from this application, unlawfully discriminate against any employee, applicant for employment, client, customer, or other person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, creed, place of birth, or degree of handicap; 2. That it will abide by all relevant local, state and federal laws and regulations and, 3. That it has read and understands the information contained in this Grant application and will comply with all provisions thereof. Certified By: (signature) (print or type name) Title: Date: Lodging Tax Advisory Committee Request for Grant Page 13 of 13