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2018, 12-11 Regular MeetingAGENDA SPOKANE VALLEY CITY COUNCIL REGULAR MEETING FORMAL FORMAT MEETING Tuesday, December 11, 2018 6:00 p.m. Spokane Valley City Hall Council Chambers 10210 E Sprague Avenue Council Requests Please Silence Your Cell Phones During Council Meeting CALL TO ORDER INVOCATION: Pastor Al Hulten of Valley Assembly PLEDGE OF ALLEGIANCE ROLL CALL APPROVAL OF AGENDA INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS COMMITTEE, BOARD, LIAISON SUMMARY REPORTS MAYOR'S REPORT PROCLAMATIONS PUBLIC COMMENTS: This is an opportunity for the public to speak on any subject except those on this agenda as action items. (Action items include public hearings, and those items under NEW BUSINESS. Public Comments will be taken on those items at the time those items are discussed.) When you come to the podium, please state your name and city residence for the record and limit remarks to three minutes. 1. CONSENT AGENDA: Consists of items considered routine which are approved as a group. Any member of Council may ask that an item be removed from the Consent Agenda to be considered separately. Proposed Motion: I move to approve the Consent Agenda. a. Approval of claim vouchers on Dec 11, 2018 Request for Council Action Form Total: $1,882,180.04 b. Approval of Payroll for Pay Period Ending November 15, 2018: $348,125.30 c. Approval of Payroll for Pay Period Ending November 30, 2018: $480,410.29 d. Approval of November 6, 2018 Council Meeting Minutes, Study Session Format e. Approval of November 13, 2018 Council Meeting Minutes, Regular Formal Format f. Approval of November 20, 2018 Council Meeting Minutes, Study Session Format NEW BUSINESS: 2. First Reading Ordinance 18-026 Amending City Logo Provisions — Erik Lamb [public comment] 3. Resolution 18-009 Amending City Logo Style & Standards Guide — Erik Lamb [public comment] 4. Resolution 18-010, Fees for 2019 — Chelsie Taylor [public comment] 5. Motion Consideration: Lodging Tax Allocations for 2019 — Chelsie Taylor [public comment] 6. Motion Consideration: Aging & Long Term Care of Eastern Wa. Interlocal — Mark Calhoun [public comment] Council Agenda 12-11-18 Formal Format Meeting Page 1 of 2 ADMINISTRATIVE REPORTS: 7. Franchise Agreement with 'Level 3' — Cary Driskell 8. Amendment to Purchasing Code — Cary Driskell 9. Advance Agenda — Mayor Higgins INFORMATION ONLY (will not be reported or discussed): n/a CITY MANAGER COMMENTS ADJOURNMENT General Meeting Schedule (meeting schedule is always subject to change) Regular Council meetings are generally held every Tuesday beginning at 6:00 p.m. The Formal meeting formats are generally held the 2nd and 4t Tuesdays. Formal meeting have time allocated for general public comments as well as comments after each action item. The Study Session formats (the less formal meeting) are generally held the 1St 3rd and 5t Tuesdays. Study Session formats normally do not have time allocated for general public comments; but if action items are included, comments are permitted after those specific action items. NOTICE: Individuals planning to attend the meeting who require special assistance to accommodate physical, hearing, or other impairments, please contact the City Clerk at (509) 720-5102 as soon as possible so that arrangements may be made. Council Agenda 12-11-18 Formal Format Meeting Page 2 of 2 CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: December 11, 2018 Check all that apply: ® consent ❑ old business AGENDA ITEM TITLE: Approval of the Following Vouchers: Il Department Director Approval: new business ❑ public hearing VOUCHER 11/09/2018 11/13/2018 11/14/2018 11/16/2018 11/16/2018 11/19/2018 11/28/2018 11/29/2018 12/04/2018 LIST VOUCHER NUMBERS 46052-46075 46076-46122 46123 46124-46162 6481; 6493; 6494; 6496; 6498 46163-46186 46187-46236 8050-8058 46237-46242 GRAND TOTAL: TOTAL AMOUNT $71,069.65 $69,904.68 $19,708.00 $190,880.74 $73,772.06 $1,073,627.66 $375,939.47 $1,777.00 $5,500.78 $1,882,180.04 #001- General Fund 001.011.000.511. 001.013.000.513. 001.013.015.515. 001.016.000. 001.018.013.513. 001.018.014.514. 001.018.016.518. 001.032.000. 001.058.050.558. 001.058.051.558. 001.058.055.558. 001.058.056.558. 001.058.057.558 001.076.000.576. 001.076.300.576. 001.076.301.571. 001.076.3 02.576. 001.076.304.575. 001.076.305.571. 001.090.000.511. 001.090.000.514. 001.090.000.517. 001.090.000.518. 001.090.000.519. 001.090.000.540. 001.090.000.550. 001.090.000.560. 001.090.000.594. 001.090.000.595. Explanation of Fund Numbers fou City Council City Manager Legal Public Safety Deputy City Manager Finance Human Resources Public Works CED - Administration CED — Economic Development CED — Development Services -Engineering CED — Development Services -Planning CED — Building Parks & Rec—Administration Parks & Rec-Maintenance Parks & Rec-Recreation Parks & Rec- Aquatics Parks & Rec- Senior Center Parks & Rec-CenterPlace General Gov't- Council related General Gov't -Finance related General Gov't -Employee supply General Gov't- Centralized Services General Gov't -Other Services General Gov't -Transportation General Gov't -Natural & Economic General Gov't -Social Services General Gov't -Capital Outlay General Gov't -Pavement Preservation nd on Voucher Lists Other Funds 101 — Street Fund 103 — Paths & Trails 105 — Hotel/Motel Tax 106 -- Solid Waste 120 - CenterPlace Operating Reserve 121— Service Level Stabilization Reserve 122 — Winter Weather Reserve 204 — Debt Service 301-- REET 1 Capital Projects 302 — REET 2 Capital Projects 303 — Street Capital Projects 309 — Parks Capital Grants 310 — Civic Bldg Capital Projects 311 — Pavement Preservation 312 — Capital Reserve 314 — Railroad Grade Separation Projects 402 — Stortnwater Management 403 — Aquifer Protection Area 501 — Equipment Rental & Replacement 502 — Risk Management RECOMMENDED ACTION OR MOTION: Move to approve attached list of claim vouchers. [Approved as part of the Consent Agenda, or may be removed and discussed separately.] STAFF CONTACT: Chelsie Taylor, Finance Director ATTACHMENTS: Voucher Lists vchlist 11/09/2018 1:23:35PM Voucher List Spokane Valley Page: 1 Bank code : apbank Voucher Date Vendor Invoice 46052 1119/2018 000648 ABADAN REPROGRAPHICS 46053 11/9/2018 000740 AIR CONTROL HEATING & AIC INC 46054 11/9/2018 003076 AMSDEN, ERICA 46055 11/9/2018 000444 ARCTIC LIGHTING & ELECTRIC 46056 11/9/2018 000234 ARLT, SHANE 46057 11/9/2018 000918 BLUE RIBBON LINEN SUPPLY INC 46058 11/9/2018 000840 CLARY, AARON 46059 11/9/2018 001188 DANIELSON, TOM 46060 11/9/2018 000246 EAST SPOKANE WATER DIST #1 46061 11/9/2018 002308 ENKE, MELISSA 46062 11/9/2018 001993 FISCH, PETE 46063 11/9/2018 006515 HELBIG, BILL 95186 BLD -2018-2949 Expenses 734 Expenses 0007156 Expenses Expenses Sept 2018 Oct 2018 Oct 2018 Expenses Expenses Fund/Dept Description/Account 001.076.300.576 001.040.043.322 001.040.041.543 001.016.000.521 101.042.000.542 001.076.305.575 402.402,000.531 101.042.000.542 402.402.000.531 001.076.301.571 001.076.301.571 101.043.000.542 001.040.041.543 Amount PRINT SERVICE Total : PERMIT REFUND: BLD -2018-2949 Total : EXPENSE REIMBURSEMENT Total : PROFESSIONAL SERVICES: CONT Total : EXPENSE REIMBURSEMENT Total : LINEN SERVICE AND SUPPLY AT C Total : EXPENSE REIMBURSEMENT Total : EXPENSE REIMBURSEMENT Total : WATER CHARGES SEPT 2018 Total : INSTRUCTOR PAYMENT INSTRUCTOR PAYMENT Total : EXPENSE REIMBURSEMENT Total : EXPENSE REIMBURSEMENT Total : 43.32 43.32 61.00 61.00 31.61 31.61 3,372.80 3,372.80 259.23 259.23 422.06 422.06 25.90 25.90 102.00 102.00 1,637.59 1,637.59 1,053.75 161.25 1,215.00 490.49 490.49 1,441.39 1,444.39 Page: 1 vchlist 11/0912018 1:23:35PM Voucher List Spokane Valley Page: 2 Bank code : apbank Voucher Date Vendor Invoice 46064 11/9/2018 000441 HOME DEPOT CREDIT SERVICES 46065 11/9/2018 001635 [SS FACILITY EVENT SERVICES 46066 11/9/2018 006579 JACKSON, ADAM 46067 11/9/2018 001002 M & L SUPPLY CO INC 46068 11/9/2018 007018 NORTHWEST HVAC/R ASSN & 46069 11/9/2018 000881 OXARC INC 46070 11/9/2018 001860 PLATT ELECTRIC SUPPLY 46071 46072 46073 11/9/2018 000324 SPOKANE CO WATER DIST#3 Fund!Dept Description/Account Amount Oct 2018 101.042.000.543 SUPPLIES: MAINT SHOP 1333464 1333465 Expenses S100362193.001 S100362430.001 S100362660.001 19760 30483596 30486459 30487562 30487864 T562154 T563679 T608493 T626637 T642605 Oct 2018 11/9/2018 000470 SPOKANE CO, FAIR AND EXPO CENTER 2018 11/9/2018 000167 VERA WATER & POWER 0004359 001.076.305.575 001.076.305.575 001.040.041.558 001.076.305.575 001.076.305.575 001.076.305.575 001.076.305.575 001.076.305.575 001.076.305.575 001.076.305.575 001.076.305.575 001.076.305.575 001.016.016.521 001.076.305.575 001.076.305.575 001.076.305.575 402.402.000.531 105.000.000.557 311.000.258.595 Total : OCT 2018 MONTHLY CLEANING AT EVENT SVCS AT CENTERPLACE Total : EXPENSE REIMBURSEMENT Total : SUPPLIES FOR CENTERPLACE SUPPLIES FOR CENTERPLACE SUPPLIES FOR CENTERPLACE Total : REGISTRATION FOR CLASS - WILL Total : SUPPLIES FOR CENTERPLACE SUPPLIES FOR CENTERPLACE SUPPLIES FOR CENTERPLACE SUPPLIES FOR CENTERPLACE Total : SUPPLIES FOR CENTERPLACE SUPPLIES FOR PRECINCT SUPPLIES FOR CENTERPLACE SUPPLIES FOR CENTERPLACE SUPPLIES FOR CENTERPLACE Total : WATER CHARGES FOR OCT 2018 Total : 2018 LODGING TAX GRANT REIMB Total : 472.84 472.84 7,849.60 42,14 7,891.74 42.02 42.02 30.61 191.29 8.17 230.07 120.00 120.00 736.45 59.77 86.79 14.75 897.76 263.92 17.79 41.10 34.47 25.38 382.66 457.87 457.87 50,000.00 50,000.00 CIP 0258:4 STREET BOX TOPS AN 176.12 Page: 2 vchlist 11/09/2018 1:23:35PM Voucher List Page: 3 Spokane Valley Bank code : apbank Voucher Date Vendor Invoice Fund/Dept Description/Account Amount 46073 11/9/2018 000167 000167 VERA WATER & POWER (Continued) Total : 176.12 46074 11/9/2018 006178 WALTER E NELSON CO 357813 001.076.305.575 SUPPLIES FOR CENTERPLACE 359.28 Total : 359.28 46075 11/9/2018 000066 WCP SOLUTIONS 10908318 001.076.305.575 SUPPLIES FOR CENTERPLACE 933.90 Total : 933.90 24 Vouchers for bank code : apbank Bank total : 71,069.65 24 Vouchers in this report I, the undersigned, do certify under penalty of perjury, that the materials have been furnished, the services rendered, or the labor performed as described herein and that the claim is just, due and an unpaid obligation against the City of Spokane Valley, and that I am authorized to authenticate and certify said claim. Finance Director Date Council member reviewed: Mayor Date Council Member Date Total vouchers : 71,069.65 Page: 3 vchlist 111/312018 12:16:OOPM Voucher List Spokane Valley Page: Bank code : apbank Voucher Date Vendor Invoice 46076 11/13/2018 002931 ALL WESTERN INDUSTRIAL SUPPLY 107246 46077 11/13/2018 006403 AMERICAN TIRE DISTRIBUTORS INC S114017531 46078 11/13/2018 003337 ARROW CONSTRUCTION SUPPLY INC 229309 46079 11/13/2018 002562 CD'AMETALS 46080 11/13/2018 000101 CDW-G 46081 11/13/2018 002226 CENTRAL PREMIX 46082 11/13/2018 000508 CONOCOPHILLIPS FLEET 46083 11/13/2018 000683 DAVID EVANS & ASSOCIATES 46084 11/13/2018 003255 DAY WIRELESS SYSTEMS 46085 11/13/2018 000278 DRISKELL, CARY 46086 11/13/2018 002157 ELJAY OIL COMPANY 46087 11/13/2018 003274 EXCHANGE PUBLISHING LLC 402550 403316 PRN4027 PSP1532 2713628 56454811 431514 607490 1ST PICTURE 4280948 509508 511279 FundlDept 101.000.000.542 101 042.000.542 309.000.282.594 101.000.000.542 101.000.000.542 001.090.000.518 001.090.000,518 Description/Account Amount SUPPLIES: SNOWPLOWS TIRES FOR #5-201 Total : Total : CIP 0282: CONSTRUCTION SUPPLI Total : SUPPLIES: SNOWPLOWS SUPPLIES: SNOWPLOWS Total : COMPUTER HARDWARE - NON -CA COMPUTER HARDWARE - NON -CA Total : 101.042.000.542 SUPPLIES: STREET Total : 001.040.043.558 OCTOBER 2018 FLEET FUEL BILL Total : 101.042.000.542 TRAFFIC SERVICES 101.042.000.543 TOWER RENTAL 001.018.016.518 001.040.041.543 Total : Total : "PICTURE IT" WELLNESS CAMPAIC Total : FUEL FOR MAINTENANCE SHOP Total : 106.000.000.537 ADVERTISING 001.018.013.513 ADVERTISING 198.81 198.81 678.60 678.60 32.64 32.64 218.89 361.10 579.99 67.35 613.61 680.96 58.23 58.23 2,317.06 2,317.06 3,940.65 3,940.65 212.33 212.33 10.00 10.00 2,207.09 2,207.09 24.00 160.00 Page: �� vchlist 11/13/2018 12:16:OOPM Voucher List Spokane Valley Page: Bank code : apbank Voucher Date Vendor Invoice 46087 11/13/2018 003274 EXCHANGE PUBLISHING LLC 46088 11/13/2018 001232 FASTENAL CO 46089 11/13/2018 001447 FREE PRESS PUBLISHING INC 46090 11/13/2018 005474 FREIGHTLINER NORTHWEST 46091 11/13/2018 001253 GORDON THOMAS HONEYWELL 46092 11/13/2018 000007 GRAINGER (Continued) 512042 512043 512044 512047 512048 512049 WAS P K248850 WASPK252021 WASPK261117 145693 145750 145902 49215 49220 49221 49222 PC001430656:01 Oct18 1042 9943598368 9944539148 9944906404 9948801098 9948801106 9952589886 Fund/Dept 001.013.000.513 001.013.000.513 001.013.000.513 001.040.043.558 001.040.043.558 001.040.043.558 101.042.000.542 101.042.000.542 101.042.000.542 001.018.013.513 001.018.013.513 001.018.013.513 001.013.000.513 001.040.043.558 001.040.043.558 001.040.043.558 Description/Account Amount LEGAL PUBLICATION LEGAL PUBLICATION LEGAL PUBLICATION LEGAL PUBLICATION LEGAL PUBLICATION LEGAL PUBLICATION SUPPLIES: STREET DEPT SUPPLIES: STREET DEPT SUPPLIES: STREET DEPT Total : Total : ADVERTISING - SV EXPRESS ADVERTISING - SV EXPRESS ADVERTISING - SV EXPRESS LEGAL PUBLICATION LEGAL PUBLICATION LEGAL PUBLICATION LEGAL PUBLICATION Total : 101.000.000.542 SMALL TOOLS/MINOR EQUIP Total : 001.011.000.511 GOVERNMENTAL AFFAIRS 001.040.041.558 001.040.041.543 101.000.000.542 101.043.000.542 101.042.000.542 101.042.000.542 Total : SAFETY EQUIPMENT: GIP DEVL SMALL TOOLS/MINOR EQUIPMENT SUPPLIES: MAINTENANCE SHOP SUPPLIES: BRIDGE SUPPLIES: STREET DEPT SMALL TOOLS/MINOR EQUIP: STR Total : 35.25 40.50 18.00 56.09 69.52 59.25 462.61 10.92 125.64 105.57 242.13 96.00 96.00 96.00 41.60 62.05 79.05 68.00 538.70 62.89 62.89 4,611.07 4,611.07 33,93 19.91 167.70 10.98 4.87 53.32 290.71 vchlist 11/13/2018 12:16:00PM Voucher List Spokane Valley Page: Bank code : apbank Voucher Date Vendor Invoice 46093 11/13/2018 000321 GREATER SPOKANE INC 46094 11/13/2018 003297 HIGGINS, LEWIS ROD 46095 11/13/2018 002518 INLAND PACIFIC HOSE & FITTINGS 46096 11/13/2018 000012 JOURNAL OF BUSINESS 46097 11/13/2018 002466 KENWORTH SALES COMPANY 119704 EXPENSES 1018440 71117 SPOCM13145136 SPOCM13145316 SPOIN3079915 SPO 1 N 3080095 SPORO3071918 46098 11/13/2018 001914 KIPP, RYAN 1ST PICTURE 2ND PICTURE 46099 11/13/2018 006645 LA CONSULTING INC 46100 11/13/2018 002956 LELAND TRAILER AND EQUIPMENT 46101 11/13/2018 004632 LEVEL 3 COMMUNICATIONS 46102 11/13/2018 001640 MAINTENANCE SOLUTIONS INC 46103 11/13/2018 000652 OFFICE DEPOT INC. 0014619 50942 73600292 110622104 214763576001 214768262001 215083762001 Fund/Dept 001.040.042.558 001,011-000.511 101.000.000.542 001.143.70.00 101.000.000.542 101.000.000.542 101.000.000.542 101.000.000.542 101.000.000.542 001.018.016.518 001.018.016.518 402.402.000.531 Description/Account Amount BASE INVESTMENT/PUBLIC INVES Total : EXPENSE REIMBURSEMENT Total : REPAIR & MAINTENANCE SUPPLIE Total : 2019 R HIGGINS Total : VEHICLE REPAIR & MAINTENANCE VEHICLE REPAIR & MAINTENANCE VEHICLE REPAIR & MAINTENANCE VEHICLE REPAIR & MAINTENANCE VEHICLE REPAIR Total : "PICTURE IT" WELLNESS CAMPAIC "PICTURE IT" WELLNESS CAMPAIC Total : PROFESSIONAL SERVICES 101.000.000.542 SUPPLIES: #5-210 001.076.305.575 TELECOM SERVICES 101.042.000.542 SUPPLIES: STREET DEPT 001.040.041.543 001.040.041.543 001.040.041.543 Total : Total : Total : Total : OFFICE SUPPLIES: CPW ENGINEE OFFICE SUPPLIES: CPW ENGINEE OFFICE SUPPLIES: CPW ENGINEE 3,583.34 3,583.34 105.98 105.98 56.48 56.48 44.95 44.95 - 36.72 - 73.44 125.19 250.38 376.25 641.66 10.00 15.00 25.00 8,330.20 8,330.20 199.76 199.76 1,352.57 1,352.57 179.01 179.01 7.59 86.59 38.19 Page: �3`� vchlist 11/13/2018 12:16:OOPM Voucher List Spokane Valley 47 Page: ' —4----- Amount 4-J Bank code: apbank Voucher Date Vendor Invoice 46103 1111312018 000652 OFFICE DEPOT INC. 46104 11/13/2018 000058 OMA 46105 11/13/2018 005049 PEDERSON, MICHAEL ROY 46106 11/13/2018 001089 POE ASPHALT PAVING INC. 46107 11/13/2018 005968 PRECISE MRM LLC 46108 11/13/2018 002578 REBUILDING & HARDFACING INC 46109 11/13/2018 000031 ROYAL BUSINESS SYSTEMS 46110 11/13/2018 002835 SCS DELIVERY INC 46111 11/13/2018 004535 SHRED -IT USA LLC (Continued) 216226573001 216237216001 216539893001 216540422001 217518714001 223698672001 223699301001 223704574001 A500163 OCTOBER 2018 6408 6411 6421 1N200-1018774 60909 IN91205 12490 8125711886 8125920287 Fund/Dept 001.040.041.543 001.040.041.543 001.040.041,543 001.040.041.543 001.090.000.518 001.040.041.543 001.040.041.543 001.040.041.543 001.018.016.518 101.042.000.542 309.000.282.594 309,000.282.594 309.000.282.594 101.042.000.542 101.000.000.542 001.040.043.558 001.011.000.511 001.090.000.518 001.090.000.518 Description/Account Amount OFFICE SUPPLIES: CPW ENGINEE OFFICE SUPPLIES: CPW ENGINEE OFFICE SUPPLIES: CPW ENGINEE OFFICE SUPPLIES: CPW ENGINEE COMPUTER HARDWARE - NON -CP OFFICE SUPPLIES: CPW ENGINEE OFFICE SUPPLIES: CPW ENGINEE OFFICE SUPPLIES: CPW ENGINEE Total : EMPLOYEE PHYSICAL EXAMS Total : DEAD ANIMAL REMOVAL CIP 0282: BROWNS PARK CIP 0282: BROWNS PARK CIP 0282: BROWNS PARK DATA PLAN Total : Total : Total : SNOWPLOWS: BLADES AND GUA Total : OCTOBER 2018 COPIER COSTS Total : BROADCASTING Total : DOCUMENT DESTRUCTION DOCUMENT DESTRUCTION Total : -3.66 5,53 30.78 37.41 287.21 3.23 91.16 6.80 590.83 300.00 300.00 1,200.00 1,200.00 4,551.26 1,127.00 6,547.94 12,226.20 275.00 275.00 11,987.58 11,987.58 1,087.84 1,087.84 100.00 100.00 312.60 156.30 468.90 Page: vchlist 11113/20/8 12:16:00PM Voucher List Spokane Valley Page: 6 Bank code : apbank Voucher Date Vendor Invoice 46112 11/13/2018 002531 SIX ROBBLEES INC 46113 11/13/2018 006773 SMARSH 46114 11/13/2018 007033 SPOKANE CHIEFS HOCKEY CLUB 46115 11/13/2018 000230 SPOKANE CO AUDITORS OFFICE 46116 11/13/2018 002540 SPOKANE HOUSE OF HOSE INC. 46117 11/13/2018 002135 SPRAY CENTER ELECTRONICS INC 46118 11/13/2018 002597 TWISTED PAIR ENTERPRISES LLC 46119 11/13/2018 006846 US LINEN & UNIFORM INC 46120 11/13/2018 000087 VERIZON WIRELESS 46121 11/13/2018 002556 WEATHERNET LLC 46122 11/13/2018 002501 WHITE BLOCK COMPANY 5-839232 1NV00426519 11-16-2018 OCTOBER 2018 707308 707622 248881 10262018 2237807 2241573 2245299 2249048 2252795 981675/883 2018-13419 0257239 -IN Fund/Dept 101.000.000.542 001.011.000.511 001.018.016.518 001.040.043.558 101.000.000.542 101.000.000.542 101.000.000.542 001.011.000.511 101.042.000.543 101.042.000.543 101.042.000.543 101.042.000.543 101.042.000.543 001.076.302.576 101.000.000.542 402.402.000.531 Description/Account Amount REPAIR SUPPLIES: #207 Total : TEXT MESSAGING ARCHIVING CO Total : GROUP HOCKEY TICKETS 11-16-2( Total : RECORDING FEES Total : SMALL TOOLS/MINOR EQUIP: SNO SMALL TOOLS/MINOR EQUIP: SNO Total : VEHICLE REPAIR SUPPLIES Total : BROADCASTING COUNCIL MTGS Total : SUPPLIES: MAINTENANCE SHOP SUPPLIES: MAINTENANCE SHOP SUPPLIES: MAINTENANCE SHOP SUPPLIES: MAINTENANCE SHOP SUPPLIES: MAINTENANCE SHOP Total : OCTOBER 2018 VERIZON CELL. PH Total : WEATHER FORCASTING SERVICE Total : 220.80 220.80 355.95 355.95 360,00 360.00 1,771.00 1,771.00 122.20 131.08 253.28 758.52 758.52 1,130.00 1,130.00 20.18 20.18 20.18 20.18 20.18 100.90 2,886.94 2,886.94 1,850.00 1,850.00 SUPPLIES: STORMWATER 337.52 Total : 337.52 Page: vchlist 11113/2018 12:16:00PM Voucher List Spokane Valley Page: Bank code : apbank Voucher Date Vendor Invoice Fund/Dept DescriptionlAccount Amount 47 Vouchers for bank code : apbank 47 Vouchers in this report 1, the undersigned, do certify under penalty of perjury, that the materials have been furnished, the services rendered, or the labor performed as described herein and that the ciaim is just, due and an unpaid obligation against the City of Spokane Valley, and that I am authorized to authenticate and certify said claim. Finance Director Date Council member reviewed: Mayor Date Council Member Date Bank total : 69,904.68 Total vouchers : 69,904.68 Page: 6 vchlist 11/14/2018 2:41:03PM f6 Voucher List Page: Spokane Valley Bank code : apbank Voucher Date Vendor Invoice Fund/Dept Description/Account Amount 46123 11/14/2018 001281 SPOKANE VALLEY ARTS COUNCIL Nov 2018 001.090.000.550 2018 ECO DEV GRANT REIMBURSI 8,355.60 Nov 2018 001.090.000.550 2018 ECO DEV GRANT REIMBURSI 11,352.40 Total : 19,708.00 1 Vouchers for bank code : apbank Bank total : 19,708.00 1 Vouchers in this report i, the undersigned, do certify under penalty of perjury, Mat the materials have been furnished, the services rendered, or the labor performed as described herein and that the claim is just, due and an unpaid obligation against the City of Spokane Valley, and that I am authorized to authenticate and certify said claim. Finance Director Date Council member reviewed: Mayor Date Council Member Date Total vouchers : 19.708.00 Page: vchlist 11//612018 12:16:02PM Voucher List Spokane Valley l( Page: Bank code : apbank Voucher Date Vendor Invoice 46124 11/16/2018 006143 ACTION DRAIN AND ROOTER WA LLC 331376 46125 11/16/2018 001308 ALLEN, HENRY 46126 11/16/2018 000394 AM LANDSHAPER INC 46127 11/16/2018 004046 AMERICAN ONSITE SERVICES 46128 11/16/2018 003076 AMSDEN, ERICA 46129 11/16/2018 000030 AVISTA Expenses Pay App 4 A-273988 Expenses Oct 2018 Oct 2018 Oct 2018 Oct 2018 46130 11/16/2018 001545 BERNARDO WILLS ARCHITECTS PC 2018-0649 46131 11/16/2018 000918 BLUE RIBBON LINEN SUPPLY INC S0201897 80203104 S0203106 46132 11/16/2018 001169 CITY OF SPOKANE VALLEY 10/26/2018 46133 11/16/2018 007031 COEUR D' ALENE SHEET METAL BLD -2018-3246 46134 11/16/2018 000326 CONSOLIDATED IRRIGATION #19 Oct 2018 Oct 2018 Fund/Dept 001.076.305.575 001.040.041.558 309.000.270.594 001.076.300.576 001.040.041.543 001.090.000.518 001.090.000.518 101.042.000.542 001.076.300.576 309.000.280.594 001.076.305.575 001.076.305.575 001.076.305.575 001.076.305.575 001.040.043.322 001.076.300.576 402.402.000.531 Description/Account Amount SERVICE AT CENTERPLACE Total EXPENSE REIMBURSEMENT Total : 0270 -CONSTRUCTION Total : PORTABLE RESTROOMS AT PARK Total : EXPENSE REIMBURSEMENT Total : UTILITIES: CARNAHAN PROPERTY UTILITIES: CARNAHAN PROPERTY UTILITIES: PW MASTER AVISTA UTILITIES: PARKS MASTER AVISTA Total : 0280 -DESIGN SERVICES Total : LINEN SERVICE AND SUPPLY AT C LINEN SERVICE AND SUPPLY AT C LINEN SERVICE AND SUPPLY AT C Total : PETTY CASH PARKS: 15357 Total : PERMIT REFUND: BLD -2018-3246 Total : UTILITIES: OCT 2018 PARKS AND C UTILITIES: OCT 2018 168.64 168.64 36.95 36.95 4,448.19 4,448.19 169.00 169.00 39.24 39.24 112.19 35.45 26,793.39 9,993.41 36,934.44 5,492.50 5,492.50 407.04 12.51 68.03 487.58 10.00 10.00 63.00 63.00 577.73 340.48 Page: i - vchlist 11/16/2018 12:16:02PM Voucher List Spokane Valley Page: /2—j_.2__ B __2_ - Bank code : apbank Voucher Date Vendor Invoice Fund/Dept Description/Account Amount 46134 11/16/2018 000326 000326 CONSOLIDATED IRRIGATION #19 (Continued) Total : 918.21 46135 11/16/2018 007034 CORINNE ALLEN TRUST BLD -2018-3498 001.040.043.322 PERMIT REFUND: BLD -2018-3498 32.50 Total : 32.50 46136 11/16/2018 000795 EARTHWORKS RECYCLING INC. 359626 001.076.305.575 RECYCLING COLLECTION AT CP 27.50 Total : 27.50 46137 11/16/2018 007030 ERVIN, ANDY 8LD-2018-2141 001.040.043.322 PERMIT REFUND: BLD -2018-2141 49.00 Total : 49.00 46138 11/16/2018 003274 EXCHANGE PUBLISHING LLC 511287 309.000.280.594 LEGAL PUBLICATION 45.82 Total : 45.82 46139 11(16/2018 001993 FISCH, PETE Expenses 101.043.000.542 EXPENSE REIMBURSEMENT 393.44 Total : 393.44 46140 11/16/2018 007009 GALLS LLC 011052269 001.016.000.521 UNIFORM SERVICES FOR POLICE 13.06 Total : 13.06 46141 11/16/2018 006515 HELBIG, BILL Expenses 001.040.041.543 EXPENSE REIMBURSEMENT 1,443.89 Total : 1,443.89 46142 11/16/2018 000070 INLAND POWER & LIGHT CO Oct 2018 101.042.000.542 UTILITIES: OCT 2018 447.17 Total : 447.17 46143 11/16/2018 000388 IRVIN WATER DIST. #6 Oct 2018 001.076.300.576 UTILITIES: PARKS AND CPW OCT ; 295.00 Total : 295.00 46144 11/16/2018 006729 JAKT FOUNDATION 2018 105000.000.557 2018 LODGING TAX GRANT REIMB 10,000.00 Total : 10,000.00 46145 11/16/2018 007032 MALDONADO, ANGIE BLD -2018-3283 001.040.043.322 PERMIT REFUND: BLD -2018-3283 131.75 Total : 131.75 46146 11/16/2018 000132 MODERN ELECTRIC WATER CO Oct 2018 001.076.302.576 UTILITIES: OCT 2018 PARKS 2,429.03 Oct 2018 402.402.000.531 UTILITIES: OCT 2018 CPW 11,479.18 Total : 13,908.21 Page: 2--- vchlist 11116/2018 12:16:02PM Voucher List Spokane Valley Page: /3 _ 3_ Bank code : apbank Voucher Date Vendor Invoice 46147 11/16/2018 000881 OXARC I N C 46148 11/16/2018 000868 POWER CITY ELECTRIC CON. INC. 48508 46149 11/16/2018 000709 SENSKE LAWN & TREE CARE INC. 8736795 8737018 8737114 8737219 30485400 46150 11/16/2018 005012 SPOKANE CO ENVIRONMENTAL 46151 11/16/2018 000898 SPOKANE PROCARE INC Nov 2018 642532 46152 11/16/2018 000404 SPOKANE VALLEY HERITAGE MUSEUM Oct 2018 46153 11/16/2018 001083 STANDARD PLBG HEATING CONTROLS 57693 57694 46154 11/16/2018 001969 SUNSHINE DISPOSAL 1365276 46155 11/16/2018 002306 TERRELL LANDSCAPE ARCHITECT, MIC 3399 46156 11/16/2018 001472 TESTAMERICA LABORATORIES 46157 11/16/2018 006273 T -O ENGINEERS INC 46158 11/16/2018 000295 VALLEYFEST 5900000826 BLA-2018-0037/0038 Oct 2018 Fund/Dept 001.076.305.575 001.076.305.575 001.076.300.576 001.076.300.576 402.402.000.531 402.402.000.531 001.076.302.576 402.402.000.531 105.000.000.557 001.076.305.575 001.076.305.575 101.042.000.542 309.000.270.594 001.076.300.576 001.040.043.322 105.000.000.557 Description/Account Amount SUPPLIES FOR CENTERPLACE Total : PROFESSIONAL SERVICES Total : MISC PARK SERVICES - MYRNA PA CONTRACT MAINT: PARKS OCT 20 FLAGGING SVC CONTRACT: OCT ROADSIDE LANDSCAPING SVCS: Total : SPOKANE CO SEWER CHRGS: NO Total : 2018 ROADSIDE WEED SPRAYING 60.72 60.72 312.80 312.80 4,134.40 64, 796.11 530.94 6,768.53 76,229.98 1,828.84 1,828.84 2,874.85 Total : 2,874.85 2018 LODGING TAX GRANT REIMB Total : WORK ORDER #27510 WORK ORDER 30873 CENTERPLA Total : TRANSFER STATION: CPW OCT 20 Total : 0270-ENG/ARCH/PROJ MGMT Total : J9819-1 Total : PERMIT REFUND: BLA-2018-0037/C Total : 402.00 402.00 188.33 826.17 1,014.50 808.97 808.97 30.00 30.00 29.50 29.50 4.00 4.00 2018 LODGING TAX GRANT REIMB 14,647.00 Page: 3"-- vchlist 11/16/2018 12:16: 02P M Voucher List Spokane Valley Page: ' 7 4— Bank— Bank code : apbank Voucher Date Vendor Invoice 46158 11/1612018 000295 VALLEYFEST (Continued) Oct 2018 46159 11/16/2018 000167 VERA WATER & POWER Oct 2018 Oct 2018 46160 11/16/2018 003175 VISIT SPOKANE Oct 2018 46161 11/16/2018 000038 WASTE MANAGEMENT OF SPOKANE 0068512-1518-3 46162 11/16/2018 005715 WIDOW'S MIGHT Oct 2018 39 Vouchers for bank code : apbank 39 Vouchers in this report Fund/Dept 105.000.000.557 101.042.000.542 001.076.300.576 105.000.000.557 402.402.000.531 001.090.000.560 Description/Account Amount 2018 LODGING TAX GRANT REIMB UTILITIES: OCT 2018 UTILITIES: PARKS 1,500.00 Total : 16,147.00 7,853.33 127.52 Total : 7,980.85 2018 LODGING TAX GRANT REIMS 5,833.34 Total : 5,833.34 WASTE MGMT: VACTORING WAST 1,684.53 Total : 1,684.53 2018 SOC SER GRANT REIMBURSI 83.77 Total : 83.77 Bank total : 190,880.74 Total vouchers : 190,880.74 js vchlist Voucher List Page: ' -1 11/16/2018 2:58:14PM Spokane Valley Bank code : apbank Voucher Date Vendor Invoice Fund/Dept Description/Account Amount 6481 11/20/2018 002227 IDAHO TAX COMMISSION Ben83579 001.231.50.03 tDAHO STATE TAX BASE_ PAYMENT 1.253.92 Total : 1,253.92 6493 11/20/2018 000048 VANTAGE TRANSFER AGENTS. 401A PLAN BenII3501 001.231.14.00 401A: PAYMENT 32.185.72 Total : 32,185,72 6494 11/20/2018 300682 EFTPS Ben83583 001.231.11.00 FEDERAL TAXES. PAYMENT 32,382.15 Total : 32.382.15 6496 11/20/2018 000145 VANTAGEPOINT TRANSFER AGENTS, 457 PL/ Ben83585 001.231.18.00 457 DEFERRED COMPENSATION: PAYI 7.287.27 Total : 7,287.27 6498 11/20/2018 000162 VANTAGE TRANSFER AGENTS, 401A EXEC Pi Ben83587 001 231.14 00 401 EXEC PLAN: PAYMENT 663.00 Total : 5 Vouchers for bank code : apbank Bank total : 5 Vouchers in this report Total vouchers : 663.00 73,772.06 73,772.06 Page: vchlist 11/19/2018 3:27:25PM Voucher List Spokane Valley Page: Bank code : apbank Voucher Date Vendor Invoice 46163 11/19/2018 003122 CALHOUN, MARK Fund/Dept OCTOBER 2018 001.013.000.513 001.090.000.518 DOL - 2008 COLORADO 001.040.043,524 RE -313 -ATB 81015050 101.042.000.542 RE -313 -ATB 81015057 101.042.000.542 46164 11/19/2018 006516 CITY OF SPOKANE VALLEY, PERMIT CEI SHP-2018-0031 46165 11/19/2018 000365 DEPT OF LICENSING 46166 11/19/2018 000734 DEPT OF TRANSPORTATION 46167 11/19/2018 000999 EASTERN WA ATTORNEY SVC INC 118026 46168 11/19/2018 003274 EXCHANGE PUBLISHING LLC 46169 11/19/2018 003261 FEHR & PEERS 46170 11/19/2018 001447 FREE PRESS PUBLISHING INC 46171 11/19/2018 000179 GFOA 46172 11/19/2018 000692 GUS JOHNSON FORD 46173 11/19/2018 007035 INTERSTATE CONCRETE & ASPHALT 512763 512764 512767 512768 125693 126079 49247 0156860S 891507 381804 001,013.015.515 001.013.000.513 001.013.000.513 001.013.000.513 001.040.043.558 001.090.000.513 001.090.000.513 001 013.000.513 001.143.70.00 001.040.043.558 402,402.000.531 Description/Account MONTHLY AUTO ALLOWANCE FOR Total : SHORT PLAT FEE FOR 729 S CARN Total Amount REPLACEMENT PLATES FOR #4-0C Total : REIMBURSE TRAFFIC SVCS REIMBURSE ROADWAY MAINT. Total : PROFESSIONAL SERVICES LEGAL PUBLICATION LEGAL PUBLICATION LEGAL PUBLICATION LEGAL PUBLICATION Total : Total : SOUTH BARKER CORRIDOR STUD SOUTH BARKER CORRIDOR STUD Total : LEGAL PUBLICATION Total : GAAFR REVIEW NEWSLE I i ER 20' Total : SERVICE #4-010 - 2015 FORD ESC Total : GRAVEL 400.00 400.00 1,400.00 1,400.00 14.75 14.75 9,847.36 16,896.48 26, 743.84 80.00 80.00 35.25 40.50 23.70 85.35 184.80 6,366.80 5,891.00 12,257.80 27.20 27.20 50.00 50.00 465.04 465.04 430.06 Page: vchlist Voucher List 11/19/2018 3:27:25PM Spokane Valley Page: Bank code : apbank Voucher Date Vendor Invoice 46173 11/19/2018 007035 007035 INTERSTATE CONCRETE & ASPHAL (Continued) 46174 11/19/2018 007036 JOHNSON CONTROLS FIRE 20479174 46175 11/19/2018 006328 KREM-TV 46176 11/19/2018 002552 MOM CONSTRUCTION INC. 46177 11/19/2018 002259 MENKE JACKSON BEYER LLP 10-18 SUMMARY BILL PAY APP 5 462 480 46178 11/19/2018 006573 NATIONAL NATIVEAMERLCAN CONST PAY APP 2 46179 11/19/2018 004850 NAVIA BENEFIT SOLUTIONS, HRA PLAN 10169581 46180 11/19/2018 000652 OFFICE DEPOT INC. 226810828001 229736429001 46181 11/19/2018 000307 OFFICE OF THE STATE TREASURER 46182 11/19/2018 000230 SPOKANE CO AUDITORS OFFICE OCTOBER 2018 OCTOBER 2018 46183 11/19/2018 000090 SPOKANE CO INFO SYSTEMS 50317807 46184 11/19/2018 000308 SPOKANE CO PROSECUTING ATTY OCTOBER 2018 46185 11/19/2018 000065 STAPLES ADVANTAGE 3395690417 Fund/Dept 001.033.000.518 001.040.042.558 303.303.123.595 001.013.015.515 001.013.015.515 303.000.258.595 001.018.016.518 001.018.016.518 001.013.015.515 001.016,000.589 001.040.043.558 001.040.043.558 001.016.000.589 Description/Account Amount Total : ALARM/SPRINKLER/BACKFLOW IN Total : ADVERTISING 0123 -CONSTRUCTION Total : Total : PROFESSIONAL SERVICES PROFESSIONAL SERVICES Total : 0258 -CONSTRUCTION Total : FLEX SPENDING ADMINISTRATION Total : OFFICE SUPPLIES: HR OFFICE SUPPLIES: LEGAL Total : STATE REMITTANCE RECORDING FEES 430.06 1,474.00 1,474.00 25,680.00 25,680.00 657,268.04 657, 268.04 2,671.50 146.25 2,817.75 275,113.58 275,113.58 376.00 376.00 41.67 144.41 186.08 49,186.29 Total : 49,186.29 Total : COUNTY IT SUPPORT OCTOBER 2 Total : CRIME VICTIMS COMPENSATION F Total : 001.090.000.519 KITCHEN SUPPLIES 1,769.00 1,769.00 16,093.84 16, 093.84 680.93 680.93 87.53 Page: 2 vchlist 11119/2018 3:27:25PM Voucher List Spokane Valley Page: "' —3-- Bank code : apbank Voucher Date Vendor Invoice 46185 11/19/2018 000065 STAPLES ADVANTAGE 46186 11/19/2018 004740 THOMSON REUTERS -WEST 24 Vouchers for bank code : apbank 24 Vouchers in this report I, the undersigned, do certify under penalty of perjury, that the materials have been furnished, the services rendered, or the labor performed as described herein and that the claim is just, due and an unpaid obligation against the City of Spokane Valley, and that I am authorized to authenticate and certify said claim. Finance Director Date Council member reviewed: Mayor Date Council Member Date (Continued) 3395690421 3395690425 3395690426 839190625 Fund/Dept 001.090.000.519 001.011.000.511 001.011.000.511 001.013.015.515 Description/Account Amount KITCHEN SUPPLIES OFFICE SUPPLIES: CITY COUNCIL OFFICE SUPPLIES: CITY COUNCIL. Total : SUBSCRIPTION CHARGES Total : Bank total : 48.73 -108.79 96.07 123.54 805.12 805.12 1,073,627.66 Total vouchers : 1,073,627.66 Page: 3 vchlist 11/28/2018 10:31:21AM Voucher List Spokane Valley Page; Bank code : apbank Voucher Date Vendor Invoice 46187 11/29/2018 000958 AAA SWEEPING LLC 46188 11/29/2018 006937 ADVANCE AUTO PARTS 62903-A 62904 1921-266938 1921-266942 1921-267538 1921-267578 1921-267761 46189 11/29/2018 003078 ALLWESTTESTING & ENGINEERING 90935 46190 11/29/2018 003337 ARROW CONSTRUCTION SUPPLY INC 231272 46191 11/29/2018 004231 BELSBY ENGINEERING 18341 18348 18358 46192 11/29/2018 006575 BLUEBEAM INC 1207309 46193 11/29/2018 000673 BUDGET ARBOR & LOGGING LLC 46194 11/29/2018 000796 BUDINGER & ASSOCIATES INC 46195 11/29/2018 000322 CENTURYLINK NOVEMBER 2018 NOVEMBER 2018 11-3987 11-4004 M18257-2 S18592-1 Fund/Dept 402.402.000.531 402.402.000.531 101.000,000.542 101.000.000.542 101.000.000.542 101.000.000.542 101.042.000.542 303.303.123.595 101.042.000.542 303.000.278.595 303.000.267.595 001.040.041.558 001.040.041.543 101 042 000.542 101.042.000.542 303.000258.595 311.000.000.544 001.090.000.518 001.076.000.576 Description/Account Amount STORM DRAIN CLEANING STREET SWEEPING Total : REPAIR & MAINTENANCE SUPPLIE REPAIR & MAINTENANCE SUPPLIE VEHICLE REPAIR & MAINTENANCE VEHICLE REPAIR & MAINTENANCE VEHICLE REPAIR & MAINTENANCE Total : 0123 -MATERIALS TESTING 35, 947.77 29,248.77 65,196.54 8.31 4.69 32.96 8.42 35.74 90.12 6,879.20 Total : 6,879.20 REPAIR & MAINTENANCE SUPPLlE Total : 0278 -SURVEY SERVICES 0267 -SURVEYING SERVICES PROFESSIONAL SERVICES Total : 2 SEATS OF BLUEBEAM EXTREME Total : TREE TRIMMING ROOT GRINDING Total : 0258 -MATERIALS TESTING CONTRACT 18-154 PAVEMENT DK! Total : CITY HALL PHONES 2018 PHONE SVCS: ACCT 509 Z14 - Total : 172.70 172.70 6,807.09 862.50 3,532.50 11,202.09 1,492.56 1,492.56 10,227.20 272.00 10,499.20 5,379.18 1,799.76 7,178.94 259.22 551.62 810.84 Page: �� vchlist 11/28/2018 10:31: 21 AM Voucher List Spokane Valley %' Page:-� L Bank code : apbank Voucher Date Vendor Invoice 46196 11/29/2018 006516 CITY OF SPOKANE VALLEY, PERMIT CEI SEPA FEES 46197 11/29/2018 000571 CODE PUBLISHING COMPANY 46198 11/29/2018 003319 CO -ENERGY, CONNELL OIL 46199 11/29/2018 000429 COFFMAN ENGINEERS 46200 11/29/2018 001888 COMCAST 46201 11/29/2018 002604 DELL FINANCIAL SERVICES LLC 46202 11/29/2018 002920 DIRECTV INC 46203 11/29/2018 002930 EQUIPMENT WATCH 46204 11/29/2018 000869 EVCO SOUND & ELECTRONICS 46205 11/29/2018 001232 FASTENAL CO 46206 11/29/2018 003261 FEHR & PEERS 46207 11/29/2018 005474 FREIGHTLINER NORTHWEST 61750 0238277 -IN 18103412 Nov 18 -Dec 18 79747076 79752599 35372924105 RENEWAL 4043 IDLEW135255 IDLEW135508 126177 PC001431228:01 PC001431800:01 PC001431800:02 Fund/Dept Description/Account 314.000.143.595 001.013.000.513 001.018.014.514 309.000.268.595 001.090.000.518 001.090.000.548 001.090.000.548 101.042.000.543 001.040.041.543 001.033.000.518 101.042.000.542 101.042.000.542 101.042.000.542 101.000.000.542 101.000.000.542 101.000.000.542 Amount GIP 0143: SEPAAPPLICATION FEE Total : STANDARD WEB HOSTING Total VEHICLE MAINTENANCE SUPPLIE: Total : 0268 -TOPOGRAPHIC SURVEY Total INTERNET CITY HALL Total : COMPUTER LEASE: 001-8922117-0 COMPUTER LEASE: 001-8922117-0 Total : CABLE SERVICE FOR MAINTENAN Total : Total : Total : ESTIMATOR PACKAGE CONTRACT 18.141.00 SUPPLIES: STREET DEPT SUPPLIES: STREET DEPT ARGONNE RD SIGNAL Total : Total : SMALL TOOLS/MINOR EQUIP: SNO VEHICLE REPAIR/MAINT. SUPPLIE: VEHICLE REPAIR/MAINTENANCE 350.00 350.00 480.00 480.00 1,236.72 1,236.72 1,680.00 1,680.00 106.17 106.17 1,050.24 862.93 1,913.17 70.99 70.99 3,960.00 3,960.00 2,746.57 2,746.57 335.26 50.79 386.05 15,430.00 15,430.00 27.20 46.22 11.55 Page: vchlist 11/28/2018 10:31:21 AM Voucher List Spokane Valley Page: p3 - Bank code : apbank Voucher Date Vendor Invoice 46207 11/29/2018 005474 FREIGHTLINER NORTHWEST 46208 11/29/2018 000007 GRAINGER 46209 11/29/2018 000002 H & H BUSINESS SYSTEMS INC. (Continued) PC001431858:01 P0001431858:02 9007467526 9009319642 9009319659 AR92478 AR92479 AR92480 AR92481 AR92482 AR92483 46210 11/29/2018 001112 HARRINGTON INDUSTRIAL PLASTICS 02192462 46211 11/29/2018 002043 HDR ENGINEERING INC 46212 11/29/2018 000313 INLAND ASPHALT COMPANY INC. 46213 11/29/2018 002518 INLAND PACIFIC HOSE & FITTINGS 46214 11/29/2018 002466 KENWORTH SALES COMPANY 46215 11/29/2018 001944 LANCER LTD 46216 11/29/2018 002203 NAPA AUTO PARTS 1200140293 1200155127 PAY APP 4 1018707 S PO I N3100650 0471682 0538-897256 Fund/Dept 101.000.000.542 101.000.000.542 101.043.000.542 101.043.000.542 101.043.000.542 001.011.000.511 001.018.014.514 001.018.016.518 001.013.015.515 001.013.000.513 001.040.043.558 101.000.000.542 001.040.041.558 314.000.223.595 311.000.248.595 101.000.000.542 101.000.000,542 001.013.015.515 101.000.000.542 Description/Account Amount REPAIR/MAINT. SUPPLIES - SNOW REPAIR/MAINT. SUPPLIES: SNOWF Total : SUPPLIES: BRIDGE SUPPLIES: BRIDGE SUPPLIES: BRIDGE Total : COPIER COSTS: WEST WING/COU COPIER COSTS: IT COPIER COSTS: HR COPIER COSTS: LEGAL COPIER COSTS: OPS/ADMIN COPIER COSTS: PERMIT CENTER Total : REPAIR SUPPLIES: SNOWPLOWS Total : PROFESSIONAL SERVICES 0223 -PROJECT DEVELOPMENT Total : 0248 -CONSTRUCTION Total : REPAIR & MAINTENANCE SUPPLIE Total REPAIR & MAINTENANCE SUPPLIE Total : BUSINESS CARDS Total : 34.82 3.26 123.05 6.30 36.30 197.53 240.13 165.17 26.04 119.52 207.27 322.03 154.92 994.95 907.89 907.89 453.34 5,020.49 5,473.83 10,487.16 10.487.16 111.24 111.24 58.12 58.12 38.09 38.09 REPAIR & MAINTENANCE SUPPLIE 27.03 Page: '3 vehlist 11/28/2018 10:31:21 AM Voucher List Spokane Valley G Page: Bank code : apbank Voucher Date Vendor Invoice 46216 11/29/2018 002203 002203 NAPAAUTO PARTS 46217 11/29/2018 006997 NICHOLS CONSULTING ENGINEERS 46218 11/29/2018 003090 NORTH 40 OUTFITTERS 46219 11/29/2018 002941 NORTHSTAR CLEAN CONCEPTS 46220 11/29/2018 005989 PAC WEST MACHINERY 46221 11/29/2018 001604 PACIFIC NW PAPER 46222 11/29/2018 001089 POE ASPHALT PAVING INC. 46223 11/29/2018 002616 ROADWISE INC 46224 11/29/2018 002520 RWC GROUP 46225 11/29/2018 003264 SHI INTERNATIONAL CORP 46226 11/29/2018 002414 SPOKANE CO DISTRICT COURT 46227 11/29/2018 000090 SPOKANE CO INFO SYSTEMS (Continued) 993012503 086659/3 32591 30379495 194450 45982 45983 45984 6444 57556 57557 86766N 87053N B09147003 SMALL CLAIMS FEE 50317977 Fund/Dept 001.090.000.513 101.042.000.542 101.000.000.542 309.000.282.594 001.040.041.543 101.042.000.542 402.402.000.531 101.042.000.542 309.000.282.594 101.000.000.542 101.000.000.542 101.000.000.542 101.000.000.542 001.040.042.558 001.013.015.515 001.040.041.543 Description/Account Amount PROFESSIONAL SERVICES SUPPLIES: STREET DEPT SUPPLIES: SNOWPLOWS CIP 0282 - BROWNS PARK COPY PAPER Total : Total : Total : Total : Total : Total : 27.03 28,558.53 28,558.53 42.36 42.36 294.85 294.85 3,161.93 3,161.93 88.02 88.02 2018 STREET MAINTENANCE 3,223.16 2018 STREET MAINTENANCE 128,385.37 2018 STREET MAINTENANCE 2,717.00 CIP 0282: BROWNS PARK 770.14 Total : 135, 095.67 LIQUID MAG - FEEZGANTZERO 6,378.32 LIQUID MAG - FEEZGANTZERO 6,382.01 Total : 12,760.33 VEHICLE REPAIR & MAINTENANCE VEHICLE REPAIR & MAINTENANCE Total : ADOBE CREATVE CLOUD FOR EC( Total : SMALL CLAIMS FILING FEE Total : 175.21 108.69 283.90 751.29 751.29 14.00 14.00 EAGLE WEB ACCESS 150.00 Page: vchlist 11/28/2018 10:31:21 AM 2 Voucher List Page: —5- Spokane Valley Bank code : apbank Voucher Date Vendor Invoice Fund/Dept Description/Account Amount 46227 11/29/2018 000090 000090 SPOKANE CO INFO SYSTEMS (Continued) Total : 150.00 46228 11/29/2018 002540 SPOKANE HOUSE OF HOSE INC. 708573 101.000.000.542 SMALL TOOLS/MINOR EQUIP: SNO 56.46 Total : 56.46 46229 11/29/2018 000420 SPOKANE REGIONAL HEALTH DIST EPH-INV-100034774 303.000.247.595 CIP 0247: LAND DEVELOPMENT SI 1,080.00 Total : 1,080.00 46230 11/29/2018 000093 SPOKESMAN -REVIEW, THE 506039 001,013.000.513 ADVERTISING/LEGAL PUBLICATIOI 1,659.84 Total : 9,659.84 46231 11/29/2018 000257 STATE AUDITOR'S OFFICE L128220 001.090.000.514 SAO AUDIT OF 2017 14,440.94 Total : 14,440.94 46232 11/29/2018 005918 STRATA INC SP180427-IN 311.000.254.595 0254 -MATERIALS TESTING 5,831.50 Total : 5,831.50 46233 11/29/2018 006865 THOMAS, DEAN & HOSKINS !NC 14730 303.303.123.595 CIE 0123: ON-CALL CONSTRUCTIO 15,090.88 Total : 15,090.88 46234 11/29/2018 005210 TITAN CHAIN & SUPPLY LLC 10908 101.000.000.542 TRUCK CHAINS 1,085.05 Total : 1,085.05 46235 11/29/2018 000014 TYLER TECHNOLOGIES INC. 045-243101 001.090.000.518 MOVE EMPLOYEE SERVICES WEB 80.00 Total : 80.00 46236 11/29/2018 000158 WELCH COMER & ASSOC. INC 51060001-001 303.000.249.595 0249 -DESIGN SERVICES 5.070.57 Total : 5,070.57 50 Vouchers for bank code : apbank Bank total : 375,939.47 50 Vouchers in this report Total vouchers : 375,939.47 Page: vchlist 11/29/2018 1:59:38PM Voucher List Spokane Valley Page: -1-- Bank code : pk-ref Voucher Date Vendor Invoice Fund/Dept Description/Account Amount 8050 11/29/2018 007038 ANDERSON, KAY PARK REFUND 001.237.10.99 DEPOSIT REFUND: GREAT ROOM!: 160.00 Total : 160.00 8051 11/29/2018 007039 GOLD SEAL MECHANICAL PARK REFUND 001.237.10.99 DEPOSIT REFUND: EXEC CONF F 52.00 Total : 52.00 8052 11/29/2018 002190 HORIZON MIDDLE SCHOOL PTA PARK REFUND 001 237.10 99 DEPOSIT REFUND: GREAT ROOM/, 210.00 Total : 210.00 8053 11/29/2018 000979 IRS ENVIRONMENTAL OF WA INC PARK REFUND 001.237.10.99 DEPOSIT REFUND: ROOM 216 52.00 Total : 52.00 8054 11/29/2018 007040 JONES, DEADRA PARK REFUND 001.237.10.99 DEPOSIT REFUND: GREAT ROOM/, 621.00 Total : 621.00 8055 11/29/2018 007041 JUDD, ERIN PARK REFUND 001.237.10.99 DEPOSIT REFUND: FIRESIDE LOUI 210.00 Total : 210.00 8056 11/29/2018 007042 MCDONALD, RYAN PARK REFUND 001.237.10.99 DEPOSIT REFUND: GREAT ROOM/, 210.00 Total : 210.00 8057 11/29/2018 007043 SPOKANE CHAP. OF CREDIT UNIONS PARK REFUND 001.237.10.99 DEPOSIT REFUND: GREAT ROOM/: 210.00 Total : 210.00 8058 11/29/2018 007044 WAR HORSE KARATE PARK REFUND 001.237.10.99 DEPOSIT REFUND: ROOM 109 52.00 Total : 52.00 9 Vouchers for bank code : pk-ref 9 Vouchers in this report Bank total : 1,777.00 Total vouchers : 1,777.00 Page: vchlist 12104/2018 2:35:33PM Voucher List Spokane Valley Page: _1— Bank code : apbank Voucher Date Vendor Invoice 46237 12/4/2018 001606 BANNER BANK 46238 12/4/2018 001606 BANNER BANK 46239 12/4/2018 001606 BANNER BANK 46240 12/4/2018 001606 BANNER BANK 8573 Nov 2018 8573 Nov 2018 8573 Nov 2018 8573 Nov 2018 8573 Nov 2018 8573 Nov 2018 8573 Nov 2018 8573 Nov 2018 8573 Nov 2018 9713 Nov 2018 9713 Nov 2018 9713 Nov 2018 9713 Nov 2018 9713 Nov 2018 9713 Nov 2018 9713 Nov 2018 9713 Nov 2018 6368 Nov 2018 6368 Nov 2018 6368 Nov 2018 6368 Nov 2018 6368 Nov 2018 6368 Nov 2018 6368 Nov 2018 6368 Nov 2018 6368 Nov 2018 6368 Nov 2018 8599 Nov 2018 8599 Nov 2018 Fund/Dept 001.040.042,558 001.018.016.518 001.018.016.518 001.018.016.518 001.018.016.518 001.040.041.543 001.033.000.518 001.033.000.518 001.090.000.518 001.143.70.00 001.016.016.521 001.033.000.518 001.040.043.558 001.040.043.558 001.033.000.518 001.033.000.518 001.033.000.518 001.040.041.558 001.040.041.558 402.402.000.531 001.040.041.543 001.018.016.518 001.018.016.518 001.013.000.513 101.042.000.542 001.018.016.518 001.018.016.518 001.076.305.575 001.076.305.575 Description/Account Amount PUBLIC RELATIONS SOCIETY OF CRAIGSLIST.ORG CRAIGSLIST.ORG SPOKANE DISCOUNT DOLLAR TREE FRED PRYOR CAREERTRACK COSTCO.COM MICHAELS STORES MAIL BOX CENTER Total : AMERICAN INSTITUTE OF PARLiAA ROBERT BROOKE & ASSOCIATES AMAZON.COM AMAZON.COM LEADERSHIP SPOKANE UNITED RENTALS UNITED RENTALS LOWE'S STORE Total AMERICAN WATER RESOURCES THE SEMINAR GROUP WSU URBAN IPM & PESTICIDE ASSHTO PUBLISHERS REGAL CINEMAS AMAZON.COM LEADERSHIP SPOKANE GREEN RIVER COMMUNITY COLLE CRAIGSLIST.ORG CRAIGSLIST.ORG Total : 45.00 25.00 25.00 10.86 15.79 107.72 1,261.95 40.47 29.74 1,561.53 70.00 43.10 27.19 27.63 25.77 96.94 999.00 195.88 1,485.51 179.00 599.00 120.00 310.00 50.00 32.61 25.00 42.00 25.00 25.00 1,407.61 THE HOME DEPOT 39.95 CREDIT: HOME DEPOT -216.52 Page: 1 vchlist 12/04/2018 2:35:33PM Voucher List Spokane Valley Page: —" Bank code : apbank Voucher Date Vendor Invoice 46240 12/4/2018 001606 BANNER BANK 46241 12/4/2018 001606 BANNER BANK 46242 12/4/2018 001606 BANNER BANK 6 Vouchers for bank code : apbank 6 Vouchers in this report (Continued) 8599 Nov 2018 8599 Nov 2018 8599 Nov 2018 5214 Nov 2018 8557 Nov 2018 8557 Nov 2018 8557 Nov 2018 8557 Nov 2018 8557 Nov 2018 8557 Nov 2018 8557 Nov 2018 8557 Nov 2018 8557 Nov 2018 Fund/Dept 001.076.305.575 001.076.305.575 001.076.305.575 001.040.041.558 001.011.000.511 001.011.000.511 001.011.000.511 001.011.000.511 001.011.000.511 001.011.000.511 001.011.000.511 001.013.000.513 001.011.000.511 Description/Account Amount HOBBY LOBBY RSD SPOKANE TAURUS POWER & CONTROLS Total : ALASKA AIRLINES Total : WA POLICY CENTER GREATER SPOKANE VALLEY CHAP PANERA BREAD ROSAUERS SPOKANE VALLEY HERITAGE MUS GREATER SPOKANE VALLEY CHAP SPOKANE VALLEY HERITAGE MUS GREATER SPOKANE VALLEY CHAP WING MORALE ASSOCIATION Total: Bank total : 24.71 152.59 316.06 316.79 217.41 217.41 175.00 25.00 99.80 22.13 20.00 180.00 20.00 -55.00 25.00 511.93 5,500.78 Total vouchers : 5,500.78 Page: r2— CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: December 11, 2018 Department Director Approval : Item: Check all that apply: ® consent ❑ old business ❑ new business ❑ public hearing ❑ information ❑ admin. report ❑ pending legislation AGENDA ITEM TITLE: Payroll for Pay Period Ending November 15, 2018 GOVERNING LEGISLATION: PREVIOUS COUNCIL ACTION TAKEN: BACKGROUND: Budget/Financial impacts: Employees Gross: $ 288,205.49 $ Benefits: $ 59,919.81 $ Total payroll $ 348,125.30 $ Council Total $ 288,205.49 $ 59,919.81 $ 348,125.30 RECOMMENDED ACTION OR MOTION: Move to Approve above payroll. [Approved as part of the Consent Agenda, or may be removed and discussed separately.] STAFF CONTACT: Raba Nimri CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: December 11, 2018 Department Director Approval : Item: Check all that apply: ® consent ❑ old business ❑ new business ❑ public hearing ❑ information ❑ admin. report ❑ pending legislation AGENDA ITEM TITLE: Payroll for Pay Period Ending November 30, 2018 GOVERNING LEGISLATION: PREVIOUS COUNCIL ACTION TAKEN: BACKGROUND: Budget/Financial impacts: Employees Council Total Gross: $ 289,894.46 $ 5,475.00 $ 295,369.46 Benefits: $ 173,896.53 $ 11,144.30 $ 185,040.83 Total payroll $ 463,790.99 $ 16,619.30 $ 480,410.29 RECOMMENDED ACTION OR MOTION: Move to Approve above payroll. [Approved as part of the Consent Agenda, or may be removed and discussed separately.] STAFF CONTACT: Raba Nimri DRAFT Attendance: Councilmembers MINUTES SPOKANE VALLEY COUNCIL MEETING STUDY SESSION Spokane Valley City Hall Council Chambers Spokane Valley, Washington November 6, 2018 Staff Rod Higgins, Mayor Pam Haley, Deputy Mayor Brandi Peetz, Councilmember Linda Thompson, Councilmember Ben Wick, Councilmember Sam Wood, Councilmember Arne Woodard, Councilmember Mark Calhoun, City Manager John Hohman, Deputy City Manager Cary Driskell, City Attorney Erik Lamb, Deputy City Attorney Bill Helbig, City Engineer Chelsie Taylor, Finance Director Mark Werner, Police Chief Gloria Mantz, Engineering Manager John Whitehead, Human Resources Manager Jenny Nickerson, Building Official Christine Bainbridge, City Clerk Mayor Higgins called the meeting to order at 6:00 p.m. ROLL CALL: City Clerk Bainbridge called the roll; all Councilmembers were present. Proclamation: Armistice Remembrance Mayor Higgins read the proclamation honoring Veterans day, and mentioned that this year commemorates the 100th year since the signing of the armistice. ACTION ITEMS: 1. Motion Consideration: Bid Award, Argonne Road Preservation Project, Broadway to Mission — Gloria Mantz After Engineering Manager Mantz explained the project, it was moved by Deputy Mayor Haley and seconded to award the Argonne Road Preservation Project, CUP 0252, to Inland Asphalt Paving Company in the amount of $674,000 and authorize the City Manager to finalize and execute the construction contract. Mayor Higgins invited public comment; no comments were offered. Vote by acclamation: In favor: unanimous. Opposed: none. Motion carried. 2. Motion Consideration: Mayoral Appointments to Salary Commission — Mayor Higgins After Mayor Higgins explained the background leading up to these appointments, he said he intends to appoint Bill Gothmann, Steve Robertson, Chuck Simpson, Tes Sturges, and Kathe Williams; and Michael Moore as alternate. It was then moved by Deputy Mayor Haley and seconded to confirm the Mayor's appointments to the Salary Commission of the following individuals: Bill Gothmann, Steve Robertson, Chuck Simpson, Tes Sturges, and Kathe Williams, and Michael Moore as alternate; each for a term of not more than one year from date of appointment. Mayor Higgins invited public comment. Ms. Diana Wilhite, Spokane Valley: said she knows the hours and time put in by councilmembers, and that sometimes it is difficult to find people who want to run, and said she feels this is a good idea to give a fair compensation for council work. There were no further public comments. Vote by acclamation: In favor: unanimous. Opposed: none. Motion carried. Council Study Session: 11-06-2018 Page 1 of 4 Approved by Council: DRAFT 3. Motion Consideration: Approval of Collective Bargaining Agreement — John Whitehead Mr. Whitehead gave a brief synopsis of the agreement and the ratifying process, and said that the 2% general increase responds to some of the state and federal labor law changes that have recently occurred and will help us attract and retain a high quality workforce, and that this is a three-year agreement. It was moved by Deputy Mayor Haley and seconded to ratify the Collective Bargaining Agreement between the City of Spokane Valley and the Washington State Council of County and City Employees Local 270V, American Federation of State, County and Municipal Employees (AFSCME), for the term of January 1, 2019 through December 31, 2021, and authorize the City Manager to finalize and execute the Agreement. Mayor Higgins invited public comment; no comments were offered. Vote by acclamation: In favor: unanimous. Opposed: none. Motion carried. NON -ACTION ITEMS: 4. Woodstove Change -out Program — Jenny Nickerson; Clean Air Agency Director Julie Oliver Building Official Nickerson introduced Clean Air Agency Executive Director Julie Oliver. Ms. Oliver extended thanks to Council for inviting her tonight; said she is here to talk about the Woodstove Change - out Program; and via her PowerPoint, she gave some background about residential wood heating and unhealthy levels of wood smoke that can result in that use; she mentioned some of the toxins contained in wood smoke, and the eight top sources of those; she explained the change -out program and how it provides grants as funding incentives for citizens to replace outdated and/or unusable stoves. Council thanked Ms. Oliver for her informative report. 5. Police Department Quarterly Report — Chief Werner Chief Werner went over the highlights of his department's quarterly report, including statistics on patrol, on the Spokane Valley Investigative Unit which includes controlled substance seizures and property crimes; and he gave some data on major crimes such as runaways and death investigations; and went over the sexual assault unit statistics. 6. Federal Lobbyist Contract — Cary Driskell As noted on his November 6, 2018 Request for Council Action form, City Attorney Driskell explained the background of contracting for a federal lobbyist; and said if Council agrees, he would like to include this contract on next week's Consent Agenda. Councilmember Wick asked about any possible conflict with that company assisting STA (Spokane Transit Authority), and Mr. Driskell said funds for us and funds for STA would come from different `pockets' and that they had represented STA on a large project and were very successful, and that the potential conflict of interest issue was addressed and staff is satisfied we would not get into that kind of a conflict. Council had no objection to placing this on next week's Consent Agenda. 7. Hearing Examiner Interlocal Agreement — Cary Driskell As noted on his November 6, 2018 Request for Council Action form, City Attorney Driskell explained the background of our City's use of a hearing examiner; and that if Council agrees, he would like to include this on next week's Consent Agenda. Council had no objection to placing this on next week's Consent Agenda. 8. Lodging Tax Advisory Committee 2019 Recommended Grant Allocations — Chelsie Taylor Finance Director Taylor mentioned that tonight's item is for discussion, and that the motion for this item will be on the December 11 Council agenda. After briefly going over the background, Councilmember Peetz asked for clarification about Crave was only asking $10,000 more, as noted in the minutes of that meeting; and Ms. Taylor confirmed that was $10,000 more than the previous time where they asked for $50,000, and this time they were asking for $60,000. Councilmember Peetz said she wasn't sure she would recommend that amount of funding given what they have already received; and noted that the Sports Commission mentioned events that are not in the Valley, such as events at the HUB or Plantes Ferry. Councilmember Wood asked about the Spokane County Parks & Recreation and Golf and that if they don't Council Study Session: 11-06-2018 Page 2 of 4 Approved by Council: DRAFT use that $35,000, would those funds come back to us. Ms. Taylor said there was discussion at the Lodging Tax Advisory Committee meeting about whether $35,000 would be sufficient for their purposes; and she said if they determine they can't do the proposed project for the $35,000, and they choose to decline entering into a contract, those funds would go toward the next funding cycle. Deputy Mayor Haley also expressed concern and commented that very little money is actually staying in Spokane Valley for Spokane Valley events, as most of the funds are going downtown. 9. 2019 Legislative Agenda — Mark Calhoun, Cary Driskell After City Manager Calhoun explained the proposed, redline changes in the Legislative Agenda, Deputy Mayor Haley suggested adding some verbiage to focus on the Spokane Valley police training as apparently a lot of money goes to Seattle, and Mr. Calhoun said he will refine that section, adding that we would like to see the academy over here in Spokane; that typically we had two but the last few years the funding to Spokane was reduced so now there is only one, and we have to compete to get into the west side in Burien, often after short notice. Councilmember Wick noted the Freight Management should be Freight Mobility. Mr. Wick also mentioned the idea of trying to edit this agenda so it fits on one page, front and back as legislators' time is tight to review these items. After brief discussion on how that might be accomplished, Mr. Calhoun said staff will work on that and return either next week or perhaps November 20, for a motion consideration; and hopefully in early December, we will set up a meeting with Council and the 4th District Legislators. 10. Governance Manual — Chris Bainbridge City Clerk Bainbridge briefly went over the few changes that were suggested at the October 2 meeting, and there was agreement to move this forward to the next meeting to bring forth a resolution adopting the manual. Ms. Bainbridge mentioned concerning allocating travel funds to Council, that perhaps an additional amount could be added for the mayor's travel, and Mr. Calhoun said rather than have an arbitrary amount or percentage, staff will work on that verbiage for next week's Council consideration. 11. Advance Agenda — Mayor Higgins Councilmember Wood said he would like to have an amendment to our marijuana code, 19.85.040 to have licensed transportation of marijuana as an allowed use. To further explain, Deputy City Attorney Lamb said that some Councilmembers were contacted by an individual proposing a marijuana transportation business here, and when Council adopted the current code, it wasn't clear what would be allowed by the state; that currently our code only allows production, processing and retail stores, and said it would be up to Council if they would like to consider that amendment. It appeared there was consensus among five Councilmembers to proceed. 12. Information Only Items 12a Council Election Night Meeting History, and 12b Finance Department Monthly Report, were for information only and were not reported or discussed. 13. Council Check-in — Mayor Higgins Councilmember Thompson said she went to a local synagogue to honor the victims of the Tree of Life Synagogue attack in Pittsburgh; said there was standing room only as the community came together in time of tragedy and to support one another; and that it would be nice to do that at other times, not just in times of tragedy. 14. City Manager Comments — Mark Calhoun City Manager Calhoun mentioned that Council heard a presentation this past summer concerning the Aging & Long Term Care of Eastern Washington, and Council expressed interest in participating; that their Board recently approved new language to include a Spokane Valley seat on the board, so the interlocal will come before Council at the December 11 meeting, and once the interlocal has been approved, the Board Council Study Session: 11-06-2018 Page 3 of 4 Approved by Council: DRAFT appointment will occur early January since that board won't meet again until the first quarter of 2019. Mr. Calhoun also announced that November 29, at 5:30 p.m. in front of City Hall, the annual Christmas tree lighting will take place, with thanks to the Rotary Club; that the tree will be lit and City Hall will be decorated, and the Councilmembers will recite Twas the Night Before Christmas. It was moved by Deputy Mayor Haley, seconded and unanimously agreed to adjourn. The meeting adjourned at 7:59 p.m. ATTEST: L.R. Higgins, Mayor Christine Bainbridge, City Clerk Council Study Session: 11-06-2018 Page 4 of 4 Approved by Council: DRAFT MINUTES City of Spokane Valley City Council Regular Meeting Formal Meeting Format Tuesday, November 13, 2018 Mayor Higgins called the meeting to order at 6:00 p.m. Attendance: Rod Higgins, Mayor Pam Haley, Deputy Mayor Brandi Peetz, Councilmember Linda Thompson, Councilmember Ben Wick, Councilmember Sam Wood, Councilmember Arne Woodard, Councilmember Staff Mark Calhoun, City Manager John Hohman, Deputy City Manager Cary Driskell, City Attorney Erik Lamb, Deputy City Attorney Chelsie Taylor, Finance Director Mike Stone, Parks & Rec Director Matt Lyons, Police Inspector Bill Helbig, City Engineer Lori Barlow, Senior Planner Elisha Heath, Executive Assistant Shane Arlt, Public Works Maint. Superintendent Tom Danielson, Maint. Construction Inspector Brant Collier, Maint. Construction Inspector Christine Bainbridge, City Clerk INVOCATION: Pastor Darrell Cole of Living Hope Community Church gave the invocation. PLEDGE OF ALLEGIANCE Council, staff, and the audience stood for the Pledge of Allegiance. ROLL CALL City Clerk Bainbridge called the roll; all Councilmembers were present. APPROVAL OF AGENDA It was moved by Deputy Mayor Haley, seconded and unanimously agreed to approve the amended agenda. INTRODUCTION OF SPECIAL GUESTS AND PRESENTATIONS n/a COMMITTEE, BOARD, LIAISON SUMMARY REPORTS Councilmember Thompson: reported that she attended the GSI (Greater Spokane, Inc.) Development breakfast where they heard about what's happening with our economy. Councilmember Wick: said he also attended the GSI economic forecast, and the United States is in its second largest economic expansion, but interest rates have not risen and inflation has been low; said he also attended the Health Board meeting where they continue the search for an executive director. Councilmember Wood: no report. Councilmember Peetz: said she attended several grand openings; went to the Heritage Museum's fundraiser; and the Sheriff's Office Advisory Board meeting where they heard a report concerning the Crimes Against Person Unit. Councilmember Woodard: stated he attended the SRTC (Spokane Regional Transportation Council) meeting where they approved the priority list of projects for funding, which now goes to the Department of Transportation and said he hopes to hear by the end of January about our five approved projects; said there were over 40 priority projects and only 23 were funded partially, with only a few fully funded. Deputy Mayor Haley: said she attended the STA (Spokane Transit Authority) board meetings and last month was the first time there was no increase in sales tax, said a lot of bidding is going on, and she noted that Kendall Yards developer had given out free bus passes. Minutes Regular Council Meeting: 11-13-2018 Page 1 of 5 Approved by Council: DRAFT MAYOR'S REPORT Mayor Higgins reported that he attended the Clean Air Agency meeting where the concern is smoke and particles from wood burning; said he went to Eyemart, and had an interesting tour of Katera; also attended the Museum's fundraiser; mentioned that several cub scouts came to city Hall on the 8t11; said he gave some comments at several Veterans' Day events; went to the North/South Corridor Advisory Committee meeting where they learned from citizens groups that they intend between now and 2022 to spend $100 million and $30 million in 2019; said the timeline set to complete the project is the end of 2021. PROCLAMATIONS: Small Business Saturday Mayor Higgins read the "Small Business Saturday" proclamation, which it was noted, was previously sent to the Director of the Small Business Saturday Coalition. PUBLIC COMMENTS: After Mayor Higgins explained the process, he invited public comments. Mr. Eric Sachtjen, Liberty Lake: said he is an attorney at Paine Hamblen, and his client is the Black Pearl Casino; said his client presented to Council in 2014 that he would like the gambling tax reduced, and it was reduced to 6%; and said it was done with the idea it would be revisited in the future; said the City of Spokane has 2% and Spokane Valley's is three times that; said they would save two-thirds of that if they moved to the City of Spokane; said his client is a small business and is put at an unfair disadvantage to those who operate in the City of Spokane; said this his client's revenues would be relatively small and he would like future discussion to reduce that gambling tax down to 2%, so his client won't be forced to relocate his business. Ms. Nina Fluegal, Spokane Valley: asked to have someone look into the possibility of having a school crossing at North Pines; said there are five schools on Broadway Avenue and all except North Pines have a crosswalk; said it is a brand new school and she doesn't understand why they haven't initiated a crossing guard or a crosswalk. Mr. Matt Hillbrich, Spokane Valley: said he is the representative for the neighborhood of Ridgemont and they are concerned about how to reduce the volume of traffic that uses 22nd as a major thoroughfare; said there are no sidewalks or speed prevention measures and there are three blind corners, and a steep grade; he expressed thanks for what has taken place over the past few weeks in performing another speed test and in responding to his e-mails; said he is asking for a permanent solution before traffic increases by another one or two thousand; and he handed the City Clerk signed petitions from Ridgemont residents asking for traffic enforcement measures. City Manager Mark Calhoun mentioned that this topic will be an agenda item on the December 4, 2018 Council agenda. 1. PUBLIC HEARING: 2019 Budget — Chelsie Taylor Mayor Higgins opened the public hearing at 6:26 p.m. Finance Director Taylor briefly went over the highlights of the budget. Mayor Higgins invited public comments and noted that this is the only opportunity tonight to comment on this as no comments will be taken on the next agenda item. No comments were offered and Mayor Higgins closed the public hearing at 6:30 p.m. 2. Second Reading Ordinance 18-024 Adopting 2019 Budget — Chelsie Taylor After City Clerk Bainbridge read the ordinance title, it was moved by Deputy Mayor Haley and seconded to approve Ordinance 18-024 adopting the 2019 budget. Councilmember Thompson expressed appreciation of how this process was conducted and of the high level of interaction and work. Councilmember Wick said he understands that some help is needed in public works and he wants to be accommodating, but that he is not sure he is comfortable with five additional employees; said two would be more in line; said hire the two engineers and the others could be contracted out; said he talked to some who would be interested; said he realizes that last time we didn't get a response to such proposal, but perhaps the timing was wrong; in addition; said we will have extra money projected in the end fund balance and he would like to take $2.8 million and move that toward capital projects. Deputy Mayor Haley said she is opposed to both of Mr. Wick's suggestions; that she is very fiscally responsible and conservative and has a problem with spending money we haven't received yet; that she thinks we need the engineers as we have Minutes Regular Council Meeting: 11-13-2018 Page 2 of 5 Approved by Council: DRAFT huge projects coming up and had difficulty filing those positions, or we spent more money because of consultant errors; and said she likes the budget the way it is. Councilmember Peetz said she would support Councilmember Wick if he made a motion regarding the additional FTEs; she suggested hiring maybe two or three at a time and then add some later as she wouldn't want to lay anyone off. Councilmember Woodard said we have at least 25 unassigned projects and Mr. Hohman confirmed there is an upcoming backlog, and three construction inspectors and two engineering -level positions are needed; that each of those positions has been thoroughly thought-out and the scope of the situation is, we do have a lot of projects, probably more than 25; said staff has tapped out the consultant market; that they did put out an RFP (request for proposal) and only had one of the three qualified individuals who knew how to do the federal process; said we have outgrown the staffing model in engineering and need these positions. Mr. Hohman also mentioned that staff is highly dedicated and there are several project managers working sometimes seven days a week, ten or more hours a day for weeks at a time; said these positions are necessary, and if we don't have them, we would have to come back to Council and discuss which projects not to pursue, which could have grant funding implications. Mr. Hohman noted these positions would be budgeted between the general fund and grants. Vote by acclamation: In favor: Mayor Higgins, Deputy Mayor Haley, and Councilmembers Thompson, Woodard and Wood. Opposed: Councilmembers Wick and Peetz. Motion carried. 3. CONSENT AGENDA: Consists of items considered routine which are approved as a group. Any member of Council may ask that an item be removed from the Consent Agenda to be considered separately. Proposed Motion: I move to approve the Consent Agenda. a. Approval of claim vouchers on Nov 13, 2018 Request for Council Action Form Total: $$4,468,319.81 b. Approval of Payroll for Pay Period Ending October 31, 2018: $488,997.41 c. Approval of October 16, 2018 Council Meeting Minutes, Study Session Format d. Approval of October 23, 2018 Council Meeting Minutes, Regular Formal Format e. Approval of Hearing Examiner Interlocal Agreement f. Approval of Federal Lobbyist Contract It was moved by Deputy Mayor Haley, seconded and unanimously agree to approve the Consent Agenda. NEW BUSINESS: 4. Second Reading Ordinance 18-023 Approving 2018 Budget Amendment — Chelsie Taylor After City Clerk Bainbridge read the ordinance title, it was moved by Deputy Mayor Haley and seconded to approve Ordinance 18-023 amending Ordinance 17-014 which adopted a budget for the period January 1, 2018 through December 31, 2018, as subsequently amended by Ordinance 18-011. After Finance Director Taylor briefly went over the amendments, Mayor Higgins invited public comment. No comments were offered. Vote by acclamation: In favor: unanimous. Opposed: none. Motion carried. 5. Resolution 18-008 Amending Governance Manual — Chris Bainbridge It was moved by Deputy Mayor Haley and seconded to approve Resolution 18-008 amending the Spokane Valley Governance Manual, as presented. City Clerk Bainbridge explained that this item has been before Council numerous times now, that the attached manual is not in track -change format as it becomes difficult to actually read the content with so many changes, so the "clean" version is attached; she mentioned that the deleted chapters were very small: one had two pages and the other was one page; and those chapter materials was either deleted as previous noted, or moved elsewhere in the manual. Ms. Bainbridge noted that the only other change in the manual is as shown on the Request for Council Action form, concerning travel funding allocations for Councilmembers. There were no objections to the proposed change. Mayor Higgins invited public comment. Mr. Bob West, Spokane Valley: said he noted there was a vote a few weeks ago to put a cap on public comments; said this would be suppressing his right to address this Council and hopes this could be set aside and addressed separately; and he suggested either having two opportunities for public comment, or not put a cap on the first one. There were no further comments. Councilmember Peetz said she can't support cutting back the time for public comment; that people come here to speak their minds. Councilmember Wick said he feels the 45 minutes was a good compromise. Councilmember Woodard said no one is trying to suppress the people's opportunities or to suppress Minutes Regular Council Meeting: 11-13-2018 Page 3 of 5 Approved by Council: DRAFT government; said this is a business meeting; but if there are "hot button" items Council wants to hear about those things; said in the past he has sat through Council meetings over two hours before even getting started into the business part of the meeting; and he suggested maybe looking in the future to change the placement of the public comment, which might help with people who would arrive late to the meeting. Vote by acclamation: In favor: Mayor Higgins, Deputy Mayor Haley, and Councilmembers Thompson, Wick, Woodard, and Wood. Opposed: Councilmember Peetz. Motion carried. 6. Motion Consideration: Approval of 2019 Legislative Agenda — Mark Calhoun It was moved by Deputy Mayor Haley and seconded to approve the proposed 2019 Legislative Agenda as drafted. City Manager Calhoun explained that this is the third time this has come before Council for discussion; that this version is similar to what was discussed the previous time, with the change concerning the funding for basic law enforcement academy, adding that we desire two training sessions. Mr. Calhoun said he has also forwarded this agenda to Spokane County in case they might want to use our language; that staff worked to condense the language to fit on two sides of one sheet of paper, but that the language is still very clear. There was brief discussion about our statement at the bottom of the legislative agenda about supporting AWC (Association of Washington Cities) legislative agenda items with the caveat added, that serve the best interests of Spokane Valley; so even though AWC might support Seattle's local income tax, that does not mean we support that as well. Councilmember Wick suggested adding the word "region" in the item concerning law enforcement, to it would read: ".... to be held in the Spokane region." It was then moved by Deputy Mayor Haley and seconded to amend the motion to include the word 'region" as noted. Mayor Higgins invited public comment; no comments were offered. Vote by acclamation on amending the motion: In favor: unanimous. Opposed: none. Motion carried. Vote by acclamation on the fully amended motion to approve the proposed 2019 Legislative Agenda as drafted except adding the word region where indicated: In favor: unanimous. Opposed: none. Motion carried. Councilmember Wick mentioned the idea of having a federal agenda for the future, and Mr. Calhoun said staff has discussed that as part of the scope of work for our newly contracted lobbyist. Mr. Calhoun said we are working to set up a meeting with the 4th District Legislators, for perhaps December 11, and he will let Council know as soon as the date and time are confirmed. 6a. Motion Consideration: City Hall/CenterPlace Holiday Closure — Mayor Higgins (added item) Mayor Higgins said that traditionally, we have taken a half day off before Thanksgiving; and this year Christmas and New Year's both fall on a Tuesday, which means the preceding Monday will largely be a useless day as far as business goes, and he recommended closing at noon the Wednesday prior to Thanksgiving, and to close all day December 24 and all day December 31. It was then moved by Deputy Mayor Haley and seconded to close City Hall and CenterPlace at 12:00 pm, noon, Wednesday, November 21, 2018 to allow staff time to prepare for their Thanksgiving Holiday; and to close City Hall and CenterPlace for the entire day on Monday December 24, 2018, and Monday December 31, 2018. This closure affects only normal administrative functions of the City, however, all pre planned events at CenterPlace will take place as scheduled. Mayor Higgins invited public comment; no comments were offered. Vote by acclamation: In favor: unanimous. Opposed: none. Motion carried. PUBLIC COMMENTS: Mayor Higgins invited public comment. Ms. Nina Fluegal, Spokane Valley: mentioned she is again seeking sponsors for next February's open martial arts tournament; said this is a huge tournament that brings several thousand people to the area from all over. ADMINISTRATIVE REPORTS: 7. Annual Comprehensive Plan Amendment 2019 Docket — Lori Barlow Planner Barlow briefly explained the annual Comprehensive Plan amendment process, and said the amendments are divided into map amendments, and text amendments; that the amendments may be privately initiated or proposed by City Council, Planning Commission or staff, and that most privately initiated amendments deal with land use changes. Ms. Barlow said the City received three privately initiated amendments, and that Council is scheduled to take action on the official docket at the November 20 Council Minutes Regular Council Meeting: 11-13-2018 Page 4 of 5 Approved by Council: DRAFT meeting. With the aid of her PowerPoint, Ms. Barlow explained the three privately initiated map amendments; the two City -initiated map amendments, which she said is mostly housekeeping to rectify these maps to make them consistent with the construction projects, adding that they have not been updated since 2011; and the City -initiated text amendments to Chapter 5 and Chapter 2. There was no objection to staff bringing this forward at the November 20 Council meeting. 8. Snow Removal — John Hohman, Shane Arlt, Tom Danielson, Brant Collier, Elisha Heath Deputy City Manager Hohman introduced accompanying staff members, explained their titles and duties relative to snow removal; and said they are here to talk about snow removal activities. Via their PowerPoint, staff explained the snow removal options, what we are doing now, what we have done in the past, and the time/cost breakdown for each option; they showed photos of sidewalk clearing and expectation of what is a clear sidewalk, compared with what would and would not result in a violation. Further discussion included snow berms, why the roads are cleared at night, whether or not to continue with slowing down the plows; estimated annual cost of $800,000 for performing this service; education of the public, warning notices and citations; purchasing two more plows; and that time is money. Enforcement in commercial areas was also mentioned as well as comment from Mr. Hohman that most of those businesses have someone clear their parking lots, so it is not much more to have them clear the frontage sidewalk. Total miles of Safe Routes to School, and total sidewalks were also mentioned; and Mr. Arlt indicated we might be able to rent some equipment with a contractor for sidewalk clearing. Council ultimately agreed to move forward with option 2 on a trial basis, which includes returning to normal speeds, and if that doesn't work as expected, other options can be re-examined. 9. Advance Agenda — Mayor Higgins Councilmember Thompson said she drove down Broadway and only saw two people jaywalking at North Pines; and suggested we need to look at crosswalks information. City Attorney Driskell said traffic engineering staff can give advice on what the options are as we don't want to identify what is an appropriate response for any given area; and said in that regard, a member of WCIA (Washington Cities Insurance Authority) will be before Council December 4 giving a briefing on that issue. Councilmember Woodard mentioned re -addressing the Governance Manual for discussion on the placement of the public comments on the agenda, and Mr. Calhoun said he will put that on as early as possible. INFORMATION ONLY (will not be reported or discussed): n/a CITY MANAGER COMMENTS City Manager Calhoun mentioned the SRTC grant awards; noted there will be a Council meeting next week but not the 27th of November; and reminded everyone of the November 29 Christmas tree lighting ceremony here at City Hall at 5:30 p.m., compliments of the Rotary Club. It was moved by Deputy Mayor Haley, seconded and unanimously agreed to adjourn. The meeting adjourned at 8:17 p.m. ATTEST: L.R. Higgins, Mayor Christine Bainbridge, City Clerk Minutes Regular Council Meeting: 11-13-2018 Page 5 of 5 Approved by Council: DRAFT Attendance: Councilmembers MINUTES SPOKANE VALLEY COUNCIL MEETING STUDY SESSION Spokane Valley City Hall Council Chambers Spokane Valley, Washington November 20, 2018 Staff Rod Higgins, Mayor Pam Haley, Deputy Mayor Brandi Peetz, Councilmember Linda Thompson, Councilmember Ben Wick, Councilmember Sam Wood, Councilmember Arne Woodard, Councilmember Mark Calhoun, City Manager John Hohman, Deputy City Manager Cary Driskell, City Attorney Erik Lamb, Deputy City Attorney Bill Helbig, City Engineer Chelsie Taylor, Finance Director Mark Werner, Police Chief Lori Barlow, Senior Planner Martin Palaniuk, Planner Carrie Koudelka, Deputy City Clerk Mayor Higgins called the meeting to order at 6:00 p.m. ROLL CALL: Deputy City Clerk Koudelka called the roll; all Councilmembers were present. APPROVAL OF AGENDA: It was moved by Deputy Mayor Haley, seconded, and unanimously agreed to approve the agenda. ACTION ITEMS: 1. Motion Consideration: 2019 Annual Comprehensive Plan Amendment Docket — Lori Barlow It was moved by Deputy Mayor Haley and seconded to approve the 2019 Comprehensive Plan Amendment Docket as presented. Senior Planner Barlow told Council this material was discussed at last week's meeting and that the City has received three City initiated map amendments and four text amendments. She referred to Exhibit 1 in the packet materials and pointed out that CPA -2019-0007 and CPA -2019-0005 also reflect updates by the City's Economic Development Senior Planner, including the bike and pedestrian network map, route recommendations and new funding programs. She said all the information will be explained fully when the amendments come before Council for consideration. Mayor Higgins invited public comment; no comments were offered. Vote by acclamation: In favor: unanimous. Opposed: none. Motion carried. 2. Motion Consideration: Barker I-90 WSDOT Interlocal Agreement — Bill Helbig It was moved by Deputy Mayor Haley and seconded to authorize the City Manager to finalize and execute the Interlocal Agreement with WSDOT for engineering services associated with the Barker Rd/I-90 Westbound Interchange project. City Engineer Helbig said this is the first of two items for motion consideration tonight that deal with the Barker/I-90 interchange. He said Council was presented with information at the September 4, 2018, meeting and he highlighted some of the items again in his PowerPoint presentation. He said in the morning peak hour, the level of service is "E," and the southbound queue can approach a quarter of a mile of backup traffic. He said the City has selected a consulting firm to help with the design of the interim improvements and it appears the best plan is to turn the signalized intersection into a single lane roundabout. The interlocal agreement provides that WSDOT will fund the interim project up to $900,000; the City will submit payment right away and any unexpended funds will be returned to WSDOT. He said the City estimates the total cost of the project between $500,000 and $550,000. Mr. Council Study Session: 11-20-2018 Page 1 of 5 Approved by Council: DRAFT Helbig said the next steps include approval of the interlocal agreement and the consultant agreement with HDR for design of the project. He said WSDOT will do any needed right-of-way acquisition in the spring and the project will be ready to advertise for construction next fall, contingent on them getting funding. He said they are still moving forward on the southbound interchange over I-90. Councilmember Wick asked if the funding is only for the interim project or if it also includes the Connecting Washington package. Deputy City Manager Hohman said that in his conversations with WSDOT, the Connect Washington money from the current gas tax are for the interim solutions. He said we are getting a portion of the funds for the interim improvements at Barker, but there is no money in this package to look at the ultimate solution at Barker. He also said he has been told the bridge will need to be replaced and there is still a question as to whether I-90 is to be lowered or if the bridge is to be raised, but we can expect it to be a very expensive project. Mr. Hohman said that even though this is an interim solution, it will not need to be torn out and replaced, we will be able to maintain it and add lanes later if needed. Mayor Higgins invited public comment; no comments were offered. Vote by acclamation: In favor: unanimous. Opposed: none. Motion carried. 3. Motion Consideration: Barker I-90 HDR Contract — Bill Helbig It was moved by Deputy Mayor Haley and seconded to authorize the City Manager to finalize and execute the Consultant Agreement with HDR. for a maximum payable amount of $373,012.27. City Engineer Helbig said this is the second motion consideration for the Barker/I-90 interchange and said it is for consulting services with HDR for the design of the westbound interchange. Councilmember Woodard inquired as to whether we would have used City staff for the design of this project if we would have had authorized engineers on staff. Mr. Helbig responded that we would have tried to do the design in-house if we had the staff to do it. Mayor Higgins invited public comment; no comments were offered. Vote by acclamation: In favor: unanimous. Opposed: none. Motion carried. PUBLIC COMMENTS: After Mayor Higgins explained the process, he invited public comments: Nina Fluegal, Spokane Valley, said with regard to the art piece that was put into storage, she thinks the new high school in Greenacres would be a good location for it and said it would connect the students to art, it would be in a safe location, and it would be low cost to the City. NON -ACTION ITEMS: 4. Fee Resolution for 2018 — Chelsie Taylor Finance Director Taylor said that Council last took formal action on the Fee Resolution on December 12, 2017, setting the fees effective January 1, 2018. She said as part of the Master Fee Schedule process, she asked department staff to submit fee changes to her; three fee changes were submitted by Community and Public Works, and the Parks and Recreation department proposed additional fees to meet customer requests. She said there is a minor change to Schedule D, reflecting that credit card transaction fees are non- refundable, and under Schedule E Other Fees, she said the amounts for business registrations will be changed to meet State registration requirements. Ms. Taylor pointed out that the revenue generated by the new fee resolution for 2019 will be roughly $2.8M, or 6.19 percent of the total General Fund recurring revenues. Councilmember Thompson asked if the $50 fee for "CenterPlace Laptop Usage" is to bring a personal laptop to the event center or if it is to use a City -provided laptop. Ms. Taylor said her understanding is that it is for use of a City computer, but she will have that information for the December 11, 2018 meeting. 5. Open Space Proposed Code Text Amendment — Marty Palaniuk Senior Planner Barlow said that in December 2017, Council requested this section of the code come before Council for discussion. She said it was dissected and compared to other jurisdictions for open space requirements and through the course, two concerns came up: 1) Property owners outside the exemption area Council Study Session: 11-20-2018 Page 2 of 5 Approved by Council: DRAFT may be disadvantaged by being required to provide open space; and 2) Other multi -family projects should be forced to provide open space for residents. There was a consensus of Council to have the Planning Commission look into this section of the code and provide a recommendation for Council consideration. In January 2018, the Planning Commission began their discussions and she said it appears on paper that they discussed it on several occasions, but while it was on the agenda, there were three meetings where it was not discussed because their agenda was too full. She said in March, they conducted a review that looked at a broader comparison of jurisdictions including Yakima, Tri -Cities, and Boise and concluded approximately half of the jurisdictions required open spaces in mixed-use zones. She said they also looked at development in our mixed-use zone and whether developers provided open space and they found that the majority provided open space even though it was not required. She said it did not appear the property owners would have been disadvantaged by the requirement to provide open space because they included open space based on what they likely thought would attract residents to their development. Planner Palaniuk said an environmental review was done, and after the public hearing in September, the Planning Commission recommended this amendment go forward to Council. He said the amendment primarily deals with open space in mixed-use zones as defined in our code. He went through his PowerPoint presentation and reiterated the amendment only applies to the mixed-use zone. Mr. Palaniuk said the current regulation does not require open space be provided in multi -family developments of less than ten units, nor if the project is within 1,300 feet of a public park, which would include the Centennial and Appleway trails. He said nearly eighty percent of properties in the mixed-use zone are exempt from this provision because of their proximity to trails and parks, so when it comes down to it only twenty percent of prospective properties are subject to this provision. He said the proposed amendment provides a few exemptions for mixed-use development and cleans up some of the language. He said open space would not be required for projects where non-residential uses make up all ground floor units or an entire floor on any level, with residential uses located in the remainder of the building. He said open space would not be required if twenty- five percent or more of the mixed-use building is for non-residential use, or if the project is part of a larger mixed-use project where non-residential uses equal twenty-five percent or more of the total development. Councilmember Wick said the definition for wanting open space is for leisure or recreation and he said if there is an office space on the ground floor, people cannot recreate there. Ms. Barlow said mixed-use zones do not require the commercial businesses to allow residents to use the space, she said the purpose of the zoning designation is to allow a mix of different uses in that area. Councilmember Woodard said he thinks the Planning Commission went backwards and asked what the options are if Council disagrees with any part of their proposal. Ms. Barlow said Council has two options, they can send their recommended changes back to the Planning Commission to conduct another public hearing or Council can conduct their own public hearing. City Attorney Driskell said if Council wants to make changes to the proposal, those would break down to "substantive" and "non -substantive" changes. He said we would not need a separate public hearing for non -substantive changes, but if Council is looking to make substantive changes to the recommended amendment, they can send it back to the Planning Commission or schedule their own public hearing. Councilmember Woodard said he does not like what came back from the Planning Commission and he said open spaces are not needed in mixed-use zones by intent. He said he would like all commercial mixed-use and mixed-use zones to be exempt from open space requirements and he would like Council to hold a public hearing for more discussion and public input. He said Spokane and Spokane County do not have this provision and if Spokane Valley does this, he thinks it will disadvantage Spokane Valley property owners from developers who will go to the County, Spokane or another jurisdiction to build their projects. He said smart developers will consider this requirement when determining where they will build. Councilmember Thompson said she is an advocate for open land for children and seniors to use and she said she does not think the trails are a substitute for parks because they do not have monkey bars or swings. Council Study Session: 11-20-2018 Page 3 of 5 Approved by Council: DRAFT Councilmember Wood said he is not in favor of placing restrictions on property owners. He said Spokane Valley has a shortage of land and requiring open space eats into that land for development. He said he thinks the Council should conduct a public hearing. Deputy Mayor Haley said she is in favor of moving the amendment forward the way it is, because she said it appears the developers are providing the open space without being required. Councilmember Wick said when Spokane Valley was developing as a city, we did not require parks and open spaces because the lots were designed to be bigger and people did not need other open spaces, but he said that is changing and our code should reflect our philosophy and where we think we want to be as a City. Mayor Higgins asked for Council consensus as to how to proceed with the amendment. Mayor Higgins and Councilmembers Woodard and Wood said they do not want to move it forward; Deputy Mayor Haley and Councilmembers Peetz, Thompson and Wick said they want to move the proposed amendment forward for Council consideration as it is. 6. Marijuana Code Text Amendment Transportation Use — Erik Lamb Deputy City Attorney Lamb said the City allows licensed production, processing, and retail sale of marijuana. In 2016, the City adopted a prohibition on every other licensed use, including transportation. He said marijuana transportation is a licensed use by State law to transport marijuana between businesses, and requires that detailed chain -of -custody records of the marijuana be maintained. He said the majority of the transportation involves moving product from the east side of the state to the west side. Mr. Lamb asked if there is consensus as to whether Council wants to move the amendment forward to the Planning Commission to consider and provide their recommendation to Council or to continue prohibition of marijuana transportation. It was the consensus of Council to forward the amendment to the Planning Commission for consideration and recommendation. 7. City Logo, Proposed Code Amendment — Erik Lamb Deputy City Attorney Lamb said the City Logo Use requirements have not been amended since 2007 and we would like to better align our logo regulation with our operations. He said we have a few entities that are allowed to use the logo, but the current code is fairly restrictive. Mr. Lamb outlined the changes referenced in packet materials and said they will provide for our three logos: Spokane Valley logo, CenterPlace logo, and the Economic Development logo. He also said the changes propose removal of guaranteed uses to allow flexibility to respond to changing conditions. Mr. Lamb said clear criteria will be set, with considerations to include whether it is used for a service provided to the City, for Economic Development purposes, or whether it is a single use entity or community use, and allow the media to use our logo for new stories without pre -approval. He said under the current code, logo use is approved by the Mayor, but to be consistent with the City's legal construction as a Council/Manager form of government, it should fall under the administrative authority of the City Manager. He said another proposed change is regarding the penalties for misuse. Mr. Lamb said given there were no comments, if Council wishes to waive the rules for three touches, he can bring this item forward for a first and final reading. It was the consensus of Council to waive the rules and take action on this item after one reading. 8. Advance Agenda — Mayor Higgins Councilmember Peetz said there are events held in Spokane that people have expressed wanting to move to Spokane Valley and she would like to see those events held at CenterPlace and that the City be proactive in recruiting them. City Manager Calhoun said CenterPlace and the west lawn are open for business and he said if anyone is interested, they are encouraged to contact us and he is interested in working with whoever wants to use those spaces. Councilmember Thompson asked for and received Council consensus to have staff provide an administrative report on gambling tax. 9. Information Only: The Department Monthly Reports and Quarterly Survey Report were for information only and were not reported on or discussed. Council Study Session: 11-20-2018 Page 4 of 5 Approved by Council: DRAFT 10. Council Check-in — Mayor Higgins Councilmember Thompson said she will be in Olympia during the December 4th Council meeting and asked to join the meeting by phone. It was moved by Deputy Mayor Haley, seconded, and unanimously agreed to allow Councilmember Thompson to participate in the December 4, 2018 Council meeting via remote access. Councilmember Wood said he attended an STA board meeting and reported that they were granted $2.64M for six electric buses. 11. City Manager Comments — Mark Calhoun City Manager Calhoun said there is no Council meeting November 27, 2018, and that on Thursday, November 29, the Rotary will have the annual Christmas tree lighting ceremony at City Hall beginning at 5:30 p.m., with performances by Bowdish Middle School choir and marching band and Council will recite Twas the Night Before Christmas. He said in July, Council authorized staff to apply for TIB grants for three projects and we were awarded funds for two out of the three projects. He said we were unsuccessful in our grant request for the Sprague and Barker intersection project but we were awarded $1.875M for the University Rd from 16th to Dishman-Mica project and $406,400 for the Adams Road Sidewalks from 16'h to 23rd project. Mr. Calhoun then played the latest marketing video from KREM set to air between now and the end of the year. During the video, newly designed City of Spokane Valley pins were distributed to Council to give out as part of marketing the City. 12. Executive Session: Pending Litigation [RCW 42.30.110(1)(i) It was moved by Deputy Mayor Haley, seconded, and unanimously agreed to adjourn into executive session for approximately thirty minutes to discuss pending litigation and that no action will be taken upon return to open session. Council adjourned into executive session at 7:25 p.m. At approximately 7:50 p.m., Mayor Higgins declared Council out of executive session, at which time it was moved by Deputy Mayor Haley, seconded and unanimously agreed to adjourn. ATTEST: L.R. Higgins, Mayor Christine Bainbridge, City Clerk Council Study Session: 11-20-2018 Page 5 of 5 Approved by Council: CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: December 11, 2018 Check all that apply: ❑ consent ❑ old business ❑ information ❑ admin. report Department Director Approval: ® new business ❑ public hearing ❑ pending legislation ❑ executive session AGENDA ITEM TITLE: First Reading of Ordinance No. 18-026 adopting amendments to chapter 1.06 SVMC — City Logo GOVERNING LEGISLATION: Chapter 1.06 SVMC PREVIOUS COUNCIL ACTION TAKEN: City Council adopted chapter 1.06 SVMC in 2006. It was amended in 2007 and has not been amended since. City Council heard an administrative report on November 20, 2018. BACKGROUND: The City Council adopted an official logo pursuant to SVMC 1.06.020. SVMC 1.06.030 provides detailed use limitations on who may use of the official City logo. It specifically allows certain entities to use it, including Greater Spokane Incorporated, the Greater Spokane Valley Chamber of Commerce, and in conjunction with Valleyfest. Further, the logo may be used for "other specific events that benefit the City of Spokane Valley community." Finally, the logo may only be used in conformance with the City of Spokane Valley Logo Style and Standards Guide, which was adopted pursuant to Resolution No. 06-012 in 2006. The Style and Standards Guide contains very specific requirements for the logo, including the specific color, shape, and size, as well as required shadowing. It limits and prohibits any deviations from the specific approved logo styles. Finally, use of the logo by any other entity requires permission granted from the Mayor (or designee) in consultation with the City Manager or designee. However, there is no criteria regarding when approval may or shall be granted. In addition to the official City logo, there is a logo for CenterPlace and an economic development logo that is used for economic development purposes. The guides for use of these logos are contained separately from the official City logo and there is no consistency in administration of the use of such logos. Since the development and adoption of the official City logo, the City has faced continual challenges in using and allowing the use of the logo for a number of purposes. For instance, the official logo has a shadow under the river, which cannot be shown when the logo is used on certain types of materials, such as the use above the Council dais. Further, the lack of criteria for allowing other entities to use the logo has limited its use within the community, even for events that the City might otherwise support. Thus, staff have undertaken a comprehensive review of chapter 1.06 SVMC and developed revisions to provide for all of the logos — City logo, CenterPlace logo, and Economic Development logo, in a single location, to provide specific criteria to govern the use by the City and any other entity, and to allow more flexibility in minor deviations where necessary, such as when required due to the type of materials being used or to match surrounding styles (such as black and white). The revisions provide the following changes: - Allows for adoption of official logos by resolution. This allows greater flexibility in setting the official logos. - As set forth in concurrent resolution, provides for adoption of the official City logo, CenterPlace logo, and Economic Development logo. - Removes guaranteed uses by specific entities. Rather than guarantee use through the code, use will be approved administratively where the use fits the appropriate criteria. Use may be approved on an ongoing basis until revoked, or on a case-by-case basis. - Sets criteria for use, including whether the use is by an entity that provides services to the City, whether use is for economic development purposes, whether use benefits a single entity for commercial purposes, and whether the use is for community purposes where the City provides support or services. - Allows the media specific use for news purposes only. - Prohibits use for election purposes or illegal purposes. - Provides that the City Manager or designee gives the administrative approval for use rather than the Mayor, which is consistent with the City's legal construction as a Council -Manager code city. - Allows City to condition any use of the logo. - As approved through a concurrent resolution, provides style and standard guides for use of the various logos. In use of the official City logo, the standards provide for minor deviations. - Provides specific penalties for violations, including damages and injunctive relief. At its November 20, 2018 City Council meeting, City Council gave consensus for staff to bring forward the proposed ordinance adopting amendment to chapter 1.06 SVMC as well as a proposed resolution to adopt the official City logos and the standards guidelines. If City Council suspends the rules and adopts Ordinance 18-026 at the first reading, it will consider the resolution and standards separately immediately following adoption of the Ordinance. OPTIONS: (1) Suspend the rules and adopt Ordinance 18-018 repealing chapter 7.40 SVMC on first reading; (2) Place on a future agenda for an ordinance second reading; or (3) take other action as appropriate. RECOMMENDED ACTION OR MOTION: I move we suspend the rules and adopt Ordinance 18-026, amending chapter 1.06 SVMC related to the City's logos, on first reading. BUDGET/FINANCIAL IMPACTS: N/A. STAFF CONTACT: Erik Lamb, Deputy City Attorney; Mike Basinger, Economic Development Manager ATTACHMENTS: Draft proposed Ordinance No. 18-026 DRAFT CITY OF SPOKANE VALLEY SPOKANE COUNTY, WASHINGTON ORDINANCE NO. 18-026 AN ORDINANCE OF THE CITY OF SPOKANE VALLEY, SPOKANE COUNTY, WASHINGTON AMENDING CHAPTER 1.06 OF THE SPOKANE VALLEY MUNICIPAL CODE PERTAINING TO THE CITY LOGOS, AND OTHER MATTERS RELATED THERETO. WHEREAS, the City of Spokane Valley (City) has adopted an official logo of the City pursuant to chapter 1.06 of the Spokane Valley Municipal Code (SVMC); and WHEREAS, chapter 1.06 SVMC provides certain standards for use of the City's logo; and WHEREAS, the City has logos for CenterPlace and its Economic Development division; and WHEREAS, the City Council has determined it necessary and in the best interest of the City to amend chapter 1.06 SVMC to (1) provide more flexibility in who may use the City's logos and when they may be used, (2) provide standards guides to govern the use of all of the City's logos, and (3) provide other necessary updates to chapter 1.06 SVMC. NOW, THEREFORE, the City Council of the City of Spokane Valley ordains as follows: Section 1. Purpose. The purpose of this Ordinance is to amend chapter 1.06 SVMC relating to adoption and use of the City's logos. Section 2. Amendment. Chapter 1.06 SVMC is hereby amended as follows: 1.06.010 Legislative findings. The eCity eCouncil finds that the logof of the City of Spokane Valley areis a symbol of the authority of the City and areis a valuable asset of its population. It is the intent of the eCity eCouncil to ensure that only appropriate uses are made of saidthe eCity's logo(. 1.06.020 Definition. Unless the context clearly requires otherwise, the definition in this section applies throughout this chapter. "City logo" or "logo" means one or more logo adopted for the use of the City pursuant to action by the City Council as described herein. that logo recorded under State of Washington Trademark No. 31689, with "City of Spokane Valley" and depicting a mountain and river, as illustrated below: Siokane 1.06.025 Adoption. The City Council, by resolution, may adopt a logo or logos as the City's official logo(s) and the style and standards for use of such logo(s). Authorized use of such logo(s) shall be governed pursuant to chapter Ordinance 18-026, City Logos Page 1 of 4 D RAFT 1.06 SVMC and applicable resolutions. The City may trademark any official logo(s) and enforce such trademark as allowed by law. 1.06.030 Official -Authorized use. A. Official logo(s) may be used for any official City business by the City without prior approval. Except as otherwise provided herein, the City's logo(s) shall not be used on or in connection with any use, advertising, or promotion for any product, business, organization, or service, whether for profit or non- profit. 1. The City's logo(s) may be used as authorized by the City Manager, or as part of a contract approval by the City Council. In determining to authorize the use of the City's logo(s) for use other than official City business, the following criteria shall be considered: a. Whether the use is by an entity that provides services on behalf of the City pursuant to a contract with the City in conjunction with those services; b. Whether the use is for a public purpose, such as by another governmental entity; c. Whether the use is for purposes that specifically assist in the economic development efforts of the City, such as use by a local or regional chamber of commerce; d. Whether the use benefits a single entity for its commercial purposes. The more the use provides singular benefits, the less it will weigh in favor of granting use; and/or e. Whether the use is for community events in which the City may provide support or services. 2. The City's logo(s) may be used without prior approval by the news media, where the reproduction of the City logo is incident to the publication, communication, or broadcast of news information about the City. B. The logo(s) shall not be used or be authorized to be used: (1) in support or opposition to any election issue or campaign related thereto except for official positional statements as authorized by law; or (2) for illegal activities. Use of the city logo shall be for official purposes as specifically set forth below: A. The following uses have been explicitly and expressly approved without the need for further City consent: 1. Use of logo on any official City of Spokane Valley document, including but not limited to stationery, letterhead, report and report covers, envelopes, memorandums, faxes, employee and elected officials' business cards, name tags, and name plates; 2. Use of logo on student advisory council (SAC) stationery and items of recognition; 3. Use of logo by Greater Spokane, Inc., for their marketing materials, on their website, and in their printed materials that are used in recruitment, expansion and retention efforts for marketing for business attraction and development; 1. Use of logo by the Greater Spokane Valley Chamber of Commerce for City of Spokane Valley promotion of the mayor's State of the City Address; and for the City's general promotion through the Chamber's map; Ordinance 18-026, City Logos Page 2 of 4 D RAFT 5. Use of logo by those officially involved with and for the planning, promoting and decorating connected with the Mayor's Ball, including but not limited to event wine glasses, napkins, tickets, invitations, and other promotional materials and decorations for the ball; 6. Use of logo by an entity approved by the city manager for apparel purchased by City employees and elected officials, provided those purchases are transacted while those employees and elected officials are Gtill serving in their City capacities; and 7. Use of logo by those officially involved with and for the planning of Valleyfest and accompanying parade, including but not limited to event decorations, promotional materials, advertisements, posters, and temporary signs. B. The logo may, with City approval, be used for other specific events that benefit the City of Spokane Valley community and are not prohibited by subsection C of this section. C. Approved use of the City logo shall also be in accordance with the City of Spokane Valley Logo Style and Standards Guide, which shall be approved by separate resolution. D. The City logo shall not be used on or in connection with any advertising or promotion for any product, business, organization, service, or article, whether offered for sale for profit or offered without charge, without the express consent of the city, pursuant to SVMC 1.06.050. The logo shall not be used in connection with any election issue, or campaign related thereto. E1.06.035 Imitative or deceptively similar use. It is a violation of this chapter to use any symbol that imitates the logo or that is deceptively similar in appearance of the logo, or in any manner that would be an improper use of the logo itself. F. Nothing in this chapter shall prohibit the reproduction of the City logo for illustrative purposes by the news media if the reproduction by the news media is incidental to the publication or the broadcast. Nothing in this chapter shall prohibit a characterization of the City logo from being used in political cartoons.1.06.010 Penalty for violation. Any person who violates this chapter shall be subject to any and all remedies available to the City under the law, including but not limited to a suit for damages and/or injunctive relief. 1.06.0450 Permission for use. Any request for use of the City's logo(s) shall be submitted in writing to the eCity eClerk (or dcsigncc) in advance of the date needed. The mayor (or dcsigncc), in consultation with the cCity Mmanager (or designee), or if part of a contract approval, City Council, shall decide whether the requested use shall be approved by the City. The Ceity Celerk (or designee) shall send written response to the requestor within three business days of the decision by the mayor City. 1.06.050 Standards for use. Any use of the City's logo(s) shall be consistent with and meet all style and use standards adopted by the City through approved resolutions. The City may impose reasonable conditions upon the use of the City's logo(s) to ensure that the use of the logo(s) is consistent with the approval criteria in SVMC 1.60.030. 1.06.060 Penalty for violation. Ordinance 18-026, City Logos Page 3 of 4 D RAFT Any person who violates this chapter shall be subject to any and all remedies available to the City under the law, including but not limited to a suit for damages and/or injunctive relief. Section 3. Severability. If any section, sentence, clause or phrase of this Ordinance should be held to be invalid or unconstitutional by a court of competent jurisdiction, such invalidity or unconstitutionality shall not affect the validity or constitutionality of any other section, sentence, clause or phrase of this Ordinance. Section 4. Effective Date. This Ordinance shall become effective five days after publication of the Ordinance, or a summary thereof, in the official newspaper of the City. Adopted this day of , 2018 ATTEST: Christine Bainbridge, City Clerk Approved as to Form: Office of the City Attorney Date of Publication: Effective Date: City of Spokane Valley L.R. Higgins, Mayor Ordinance 18-026, City Logos Page 4 of 4 Meeting Date: CITY OF SPOKANE VALLEY Request for Council Action December 11, 2018 Department Director Approval: Check all that apply: ❑ consent ❑ old business ® new business ❑ public hearing ❑ information ❑ admin. report ❑ pending legislation ❑ executive session AGENDA ITEM TITLE: Resolution No. 18-009 adopting official City logos and standards guidelines. GOVERNING LEGISLATION: Chapter 1.06 SVMC PREVIOUS COUNCIL ACTION TAKEN: City Council adopted chapter 1.06 SVMC in 2006. It was amended in 2007 and has not been amended since. City Council heard an administrative report on November 20, 2018. City Council is also considering a first reading of Ordinance No. 18-026 on December 11, 2018, which is the previous item on tonight's agenda. BACKGROUND: The City Council adopted an official logo pursuant to SVMC 1.06.020. SVMC 1.06.030 provides detailed use limitations on who may use the official City logo. It specifically allows certain entities to use it, including Greater Spokane Incorporated, the Greater Spokane Valley Chamber of Commerce, and in conjunction with Valleyfest. Further, the logo may be used for "other specific events that benefit the City of Spokane Valley community." Finally, the logo may only be used in conformance with the City of Spokane Valley Logo Style and Standards Guide, which was adopted pursuant to Resolution No. 06-012 in 2006. The Style and Standards Guide contains very specific requirements for the logo, including the specific color, shape, and size, as well as required shadowing. It limits and prohibits any deviations from the specific approved logo styles. Finally, use of the logo by any other entity requires permission granted from the Mayor (or designee) in consultation with the City Manager or designee. However, there is no criteria regarding when approval may or shall be granted. In addition to the official City logo, there is a logo for CenterPlace and an economic development logo that is used for economic development purposes. The guides for use of these logos are contained separately from the official City logo and there is no consistency in administration of the use of such logos. Since the development and adoption of the official City logo, the City has faced continual challenges in using and allowing the use of the logo for a number of purposes. For instance, the official logo has a shadow under the river, which cannot be shown when the logo is used on certain types of materials, such as the use above the Council dais. Further, the lack of criteria for allowing other entities to use the logo has limited its use within the community, even for events that the City might otherwise support. Thus, staff have undertaken a comprehensive review of chapter 1.06 SVMC and developed revisions to provide for all of the logos — City logo, CenterPlace logo, and Economic Development logo, in a single location, to provide specific criteria to govern the use by the City and any other entity, and to allow more flexibility in minor deviations where necessary, such as when required due to the type of materials being used or to match surrounding styles (such as black and white). The revisions provide the following changes: - Allows for adoption of official logos by resolution. This allows greater flexibility in setting the official logos. - Provides for adoption of the official City logo, CenterPlace logo, and Economic Development logo. - Removes guaranteed uses by specific entities. Rather than guarantee use through the code, use will be approved administratively where the use fits the appropriate criteria. Use may be approved on an ongoing basis until revoked, or on a case-by-case basis. - Sets criteria for use, including whether the use is by an entity that provides services to the City, whether use is for economic development purposes, whether use benefits a single entity for commercial purposes, and whether the use is for community purposes where the City provides support or services. - Allows the media specific use for news purposes only. - Prohibits use for election purposes or illegal purposes. - Provides that the City Manager or designee gives the administrative approval for use rather than the Mayor, which is consistent with the City's legal construction as a Council -Manager code city. - Allows City to condition any use of the logo. - As approved through the resolution, provides style and standard guides for use of the various logos. In use of the official City logo, the standards provide for minor deviations. - Provides specific penalties for violations, including damages and injunctive relief. At its November 20, 2018 City Council meeting, City Council gave consensus for staff to bring forward the proposed ordinance adopting amendment to chapter 1.06 SVMC as well as a proposed resolution to adopt the official City logos and the standards guidelines. If City Council suspends the rules and adopts Ordinance 18-026 at the first reading, it will consider the resolution and standards separately immediately following adoption of the Ordinance. OPTIONS: Adopt Resolution No. 18-009; or take other action deemed appropriate. RECOMMENDED ACTION OR MOTION: I move we adopt Resolution No. 18-009, adopting official city logos and standards guidelines for such logos. BUDGET/FINANCIAL IMPACTS: N/A. STAFF CONTACT: Erik Lamb, Deputy City Attorney; Mike Basinger, Economic Development Manager ATTACHMENTS: Draft proposed Resolution No. 18-009; Draft proposed standards DRAFT CITY OF SPOKANE VALLEY SPOKANE COUNTY, WASHINGTON RESOLUTION NO. 18-009 A RESOLUTION OF THE CITY OF SPOKANE VALLEY, SPOKANE COUNTY, WASHINGTON, REPEALING AND REPLACING RESOLUTION NO. 06-012, AND ADOPTING THE CITY'S OFFICIAL LOGOS PURSUANT TO CHAPTER 1.06 SPOKANE VALLEY MUNICIPAL CODE, SETTING FORTH STYLE AND OTHER APPLICABLE STANDARDS FOR USE, AND OTHER MATTERS RELATED THERETO. WHEREAS, the City Council adopted Spokane Valley Municipal Code 1.06.030(c) which provides the City Council may adopt the City's official logos by resolution; and WHEREAS, on February 28, 2008, the City Council adopted Spokane Valley Resolution 08-001, adopting a five-year anniversary City logo; and WHEREAS, the City Council desires to adopt the logos herein as the City's official logos; and WHEREAS, the City Council desires to set forth style and other standards governing the use of such logos. NOW THEREFORE, be it resolved by the City Council of the City of Spokane Valley, Spokane County, Washington, as follows: Section 1. Adoption of Logos. The City Council hereby adopts the logos set forth in Exhibit A as the City's official logos. Section 2. Adoption of Standards of Use. The City Council hereby adopts the standards set forth in Exhibits B-1, B-2, and B-3 as the standards governing use of the City's logos. The City Manager and his or her designee is hereby authorized to approve minor deviations from such standards as set forth in Exhibit A. Section 3. Repeal. Resolution No. 06-012 is hereby repealed in its entirety. Section 4. Effective Date. This Resolution shall be effective upon adoption. Passed by the City Council of Spokane Valley, Washington, this day of , 2018. City of Spokane Valley ATTEST: L.R. Higgins, Mayor Christine Bainbridge, City Clerk Approved as to Form: Office of the City Attorney Resolution No. 18-009 Adopting City Logos Page 1 of 2 DRAFT Exhibit "A" A. Official Standard City Logo. The official Standard City Logo shall be the logo with "City of Spokane Valley," and depicting a mountain and a river, substantially as illustrated below: Spokane ��eym The official City Logo may be represented with or without the shadow lines under the river and/or mountain. B. City Economic Development Logo. The City's Economic Development Logo shall be the logo in the form substantially as illustrated below: SPOKANE VALLEY - ECONOMIC DEVELOPMENT - C. City CenterPlace Logo. The City's CenterPlace Logo shall be the logo in the form substantially as illustrated below: - REGIONAL EVENT CENTER D. Standards for use. Use of the City's logo(s) shall comply with the branding guidelines and standards set forth as Exhibit B-1, Exhibit B-2, and Exhibit B-3. E. Minor Deviations from Standards. The City Manager and his or her designee is hereby authorized to approve minor deviations from the approved standards. The City Manager or designee shall consider the following when determining whether to approve minor deviations: 1. The intended use of the logo, and whether the use is for City or other public purposes, for use by an entity that contracts with the City; and 2. Whether the deviation modifies the primary character and nature of the logo. For example, it may be appropriate to allow minor deviations such as removal of shadows, but not significant changes, such as changing a blue or green color to pink or purple; and 3. Whether the deviation is necessary due to the nature of the intended use or medium being used. For example, approval of removal of shadows to allow the use on metal plating may be appropriate, while significant changes to color on standard printing paper would not appropriate. Any person requesting such deviations shall make a request in writing to the City Clerk. The City Manager or designee shall render a written decision on the deviation in a timely manner. Resolution No. 18-009 Adopting City Logos Page 2 of 2 Exhibit B-1 City Logo Usage Standards and Guidelines Introduction The City of Spokane Valley logo system is designed to ultimately be utilized across multiple city departments. The logos, fonts and brand colors serve as a foundation for all departments and events that creates a strong connection for people within the City, region and the country. While individual departments will always have their own names, their association with the City of Spokane Valley brand contributes to the belief that the City is working collaboratively for the greater good. Brand Inspiration The City of Spokane Valley logo was designed to highlight the mountain and the river to reinforce the community's connection to the natural landscape. Brand Guidelines With every brand name comes a brand image. This manual provides the basics of the City of Spokane Valley brand family to help maintain the brand integrity and graphic standards for both internal and external use. With proper and consistent use, brand elements such as logos and fonts help to build awareness and recognition by distinguishing the community from competitors. This is why it is so crucial that each brand element is used consistently and appropriately in all communications. The logos are intended for use on print ads, literature, broadcast applications, business papers (letterhead) and promotional materials. Logo Design and Styles This logo is the cornerstone of the City of Spokane Valley brand family. While it should be used for city purposes, it is also the lead/primary logo that should be used as the default logo in the event that multiple departments are referenced. Consistent application of the logo according to the following specifications is essential. Use these approved guidelines exclusively. Always use the approved, master art for the logo — never recreate it yourself. The City of Spokane Valley logo consists of the mountain and river image surrounding the City of Spokane Valley text. It is not to be altered in any manner except as authorized pursuant to City Council or City Manager or designee approval. Sjii5ka<e\'` Color Usage "Spokane Valley Blue:" Pantone Reflex Blue CMYK (C) 98.04 (M) 93.33 (Y) 6.67 (I<) .39 RGB = (R) 47 (G) 58 (B) 142 "Spokane Valley Green:" Pantone Green #347 CMYK = (C) 92.94 (M) 7.06 (Y) 95.69 (1<) 1.18 RGB = (R) 0 (G) 158 (B) 80 "Spokane Valley Black:" Pantone Black Image may be reproduced in grayscale or black and white. Avoid: Spokane 4 .Valley Sp It. nem Stiokane . Valley® 1. Reproducing the image against textured or visually active backgrounds. 2. Reproducing the logo's colors to be reversed to light color's on dark backgrounds. Space around the logo is key to creating focus. The logo must always have sufficient "room to breathe" — thereby enabling it to be the focal point on all communications. Situations may arise where surrounding the logo with generous amounts of clear space may not be feasible. When positioning the logo near text and/or image heavy applications, always maintain — at the very least — a minimum area of protection space of 1/6 of the height of the logo size. Spokane ,►Valley* S ilikane P Valley Minimum Logo Size The logo should have a prominent, substantial presence wherever it is used. It should never compete for visual attention with adjacent graphic elements. Always scale the City of Spokane Valley logo elements together as a unit to ensure that the approved proportions and relationship between these elements is always maintained. Minimum size is 7/8" high. What to Avoid It is important to maintain branding standards when using the City of Spokane Valley logo. The following are a few examples of things to avoid when using the logo: 1. Do not stretch or squeeze the logo 2. Do not use other colors other than the one's provided in the guidelines 3, Do not use the logo as a headline or with additional copy 4. Do not angle the logo 5. Do not use different fonts 6. Do not add elements to the logo 7. Do not add special effects to the logo Exhibit B-3 ACE. REGIONAL EVENT CENTER CENTERPLACE REGIONAL EVENT CENTER LOGO USE GUIDELINES The CenterPlace Regional Event Center logo is the graphic representation of the facilities identity. It is an officially licensed trademark protected by copyright law. The logo is intended for use exclusively on City documents and property, by CenterPlace Regional Event. Center employees in the course of performing their duties, or for city -sponsored events, information and activities. Use of the CenterPlace Regional Event Center logo outside the organization for events, information and activities is available only by advance approval CenterPlace Regional Event Center and is subject to certain limitations. • The CenterPlace Regional Event Center logo must not be used in connection with any election or campaign. • The logo must not be used for any purpose that is contrary to Washington State law. • The appearance of the logo must be in accordance with the CenterPlace Regional Event Center Logo Style and Standards Guide. See Spokane Valley Ordinance Requests for permission to use CenterPlace Regional Event Center logo must be submitted in writing in advance of the date needed. Written response will be provided to the requestor within three (3) business days of the decision. • Please provide the following information with your request: • Name of organization/entity requesting permission. • Address, City, State, Zip. • Name and title of authorized individual making the request. • Daytime Telephone number. • Fax number and/or Email address. • Dates for which authorization is requested. • Deadline for receipt of authorization (please allow a minimum of 3 business days). • A description of the event/activity for which logo usage is requested. • Attach a mockup of the intended use. (Digital artwork is available in jpg and FH10 formats) Please submit request to: CenterPlace Regional Event Center 2426 N. Discovery Place Spokane Valley, WA 99216 Email: centerplace@spokanevalley.org spokanevalley.org (509) 688-0300 FAX: (509) 688-0188 REGIONAL EVENT CENTER Logo Specifications The CenterPlace logo is a registered image for visibility, awareness and positive recognition of the City of Spokane Valley's CenterPlace Regional Event Center. It is important that these specifications are followed stricktly, as the quality of all reproduction and use of the logo reflects on the professional image of CenterPlace. The CenterPlace logo is a single unit, ie it is comprised of the name, the pine cone icon, and the "REGIONAL EVENT CENTER" wording. When used alone, these must not be separated/cropped out. If the full logo is present in a document, then the pine cone icon may be used alone as a textural/graphic element, with prior approval. Logo Isolation Space --- A minimum 1/4" Free Space clear area on all sides what would be an imaginary rectangle around the logo, must be maintained with nothing intruding. Color Specifications Logo works best on a lighter background On Coated Stock: Brown: Pantone 464C Dark Teal: Pantone 3435C On Uncoated Stock: Brown: Pantone 154U Dark Teal: Pantone 349U REGIONAL EVENT CENTER 4 Color Process Build: Brown: C=36 M=62 Y=96 K=32 Dark Teal: C=89 M=45 Y=94 K=53 RGB Values: Brown: R=127 G=84 13=36 Dark Teal: R=5 G=67 B=36 Black & White Use Grayscale logos are provided for use in just B/W reproduction --- Logo should not be used in any single spot color, ie all orange, Not Allowed Never skew, distort or slant the logo, nor change its layout to make it more horizontal. Never substitute any colors in the logo. Never substitute any fonts in the logo, nor adjust the name or tagline relative sizes. Do not use the former, unregistered version of the logo. Never use low quality scans of the logo. Exhibit B-2 SPOK AN VALLE7 (ATY OF SPOKANE VALLEY BRAND GUIDELINES INTRODUCTION To provide a unified front across all marketing efforts, the City of Spokane Valley logo system is designed to ultimately be utilized across multiple City departments. The logos, fonts and brand colors serve as a foundation for all departments and events that creates a strong connection for people within the city, region and the country. While individual departments will always have their own names, their association with the City of Spokane Valley brand contributes to the belief that the City is working collaboratively for the greater good. 2 CITY OF SPOKANE VALLEY BRAND INSPIRATION The City of Spokane Valley logo was designed to highlight the S and the V of the City's name in a way that reinforces the community's connection to the natural landscape. The modern but straightforward design is highly versatile and can be used both on its own and also across multiple City departments. 3 CITY OF SPOKANE VALLEY BRAND GUIDELINES With every brand name comes a brand image. This manual provides the basics of the City of Spokane Valley brand family to help maintain the brand integrity and graphic standards for both internal and external use. With proper and consistent use, brand elements such as logos and fonts help to build awareness and recognition by distinguishing the community from competitors. This is why it is so crucial that each brand element is used consistently and appropriately in all communications. The logos are intended for use on print ads, literature, broadcast applications, business papers (letterhead) and promotional materials. LOGO DESIGN This logo is the cornerstone of the City of Spokane Valley brand family. While it should be used for economic development purposes, it is also the lead/ primary logo that should be used as the default logo in the event that multiple departments are referenced. Consistent application of the logo according to the following specifications is essential. Use these approved guidelines exclusively. Always use the approved, master art for the logo — never recreate it yourself. 4 CITY OF SPOKANE VALLEY SPOKANE VALLEY LOGO STYLES USING THE LOGO ICON ALONE From time to time, the desire may rise to use icon elements from the logos independently of the accompanying words. These instances should be considered extreme exceptions rather than a standard exception. The logo (the icon and identifying copy) should be viewed as a complete piece of the brand rather than individual elements. If you believe you have one of these extreme exceptions, consult with the City of Spokane Valley staff to submit your request. 5 CITY OF SPOKANE VALLEY USING THE LOGO WITH DEPARTMENT MODIFIERS A need may arise to add a department name or descriptor to the logo. In these cases, the modifier should always be secondary to the main City of Spokane Valley logo. Examples of how this type of modifier works with the main logo are shown here. 6 CITY OF SPOKANE VALLEY ►�I SPOKANE VALLEY - ECONOMIC DEVELOPMENT - U.ASPOKANE VALLEY COMMUNITY FORUM — COLOR USAGE COLOR BLACK WHITE kVASPOKANE SPOKANE VALLEY I VALLEY Please note that when the color logo is used an a dark background, VALLEY is the lighter green, but when used on a white background, VALLEY is the darker green 7 CITY OF SPOKANE VALLEY MSPOKANE IVALLEY black box is used for visual purposes in this document when applying a Logo on a solid color background COLORS PRIMARY COLORS Always use the specific primary colors for the logo elements. Each color has four different color spaces: PANTONE, CMYK, RGB and HEX. Each color space is intended for specific printing or web applications. CMYK is most commonly used by laser and ink -jet type printers. 8 CITY OF SPOKANE VALLEY PANTDNE 74&9C P.NTONE 6390 PAI.TrONE 364C. C 61/ 11:13/x:91/5:3 C. 100/1470/V.'.0/K. 0 C. 70//7: 37/ Y:100/ 1 0 R:9B/G.159I B:63 R: 0/ G:120/ E: 140 0.58/0'101/5:31 11629131 40081E. 113a651f ACCENT COLOR 13.A'TC..:0 c -1 1.1.0.1 ,100/K:0 R. 231 / G:12.7 /13:0 ucd7euo MINIMUM AREA OF PROTECTION Space around the logo is key to creating focus. The logo must always have sufficient "roam to breathe' — thereby enabling it to be the focal point on all communications. Situations may arise where surrounding the logo with generous amounts of clear space may not be feasible. When positioning the logo near text and/or image - heavy applications. always maintain -..- at the very least — a minimum area of protection space. Since the size of the logo will vary, we recommend using the "S" in Spokane Vally, as shown on the right. 9 CITY OF SPOKANE VALLEY SPOKANE'. VALLEY MINIMUM LOGO SIZE The logos should have a prominent, substantial presence wherever they are used. They should never compete for visual attention with adjacent graphic elements. Always scale the City of Spokane Valley logo elements together as a unit to ensure that the approved proportions and relationship between these elements is always maintained. These examples illustrate minimum sizes so you may visualize a point of reference regarding size. While enlarging the logo is not limited to a maximum size, the logo must not drop below the minimum standard shown. 10 CITY of SPOKANE VALLEY HORIZONTAL: 1.5" aSPgI(AN� l VALLEY TYPOGRAPHY These font families provide a system that can be applied to a broad typographic spectrum from collateral materials, newsletters and signs, to web page design and advertising typography. 11 CITY OF SPOKANE VALLEY SPOKANE VALLEY VSPOKANE VALLEY ECONOMIC CEVE LOPMENT - SUGGESTED WEB FONTS ROBOTO MEDIUM ABCDEFGHIJKLMNOPQRSTUVWXYZ abcdefghijklmnapqrstuvwxyz 0123455789-&?!/*(,:;} ROBOTO CONDENSED REGULAR ABCDEFGHIJKLMNOPQRSTUVWXYZ abcdefghijklmnopgrstuvwzyz 0123456789 •&* g?! 1+(.,:.;) ROBOTO CONDENSED BOLD ABCDEFGHIJKLMNOPQRSTUVWXYZ abcdefghl!klmnopgrstuvwxyz 012345678 9-&* P?!/+(.,:;) LOGO FONT 8EBASNEUE ABCDEFOHIJKLMHOPQRSTUVWXYZ ABCDEFOHIJKLMHOPQRSTUVWXYZ D123456789 -&'4t?!/+(.,::) FRANKLIN GOTHIC MEDIUM ABCDEFGHIJKLMNOPQRSTUVWXYZ abcde rghijklmnopgrsluvwxyz Oi23466789-& •#?!/+(.,:;) SUGGESTED BRAND FONTS FRANKLIN GOTHIC MEDIUM ABCDEFGHIJKLMNOPQRSTUVWXYZ bcdefg hiikl mnopgrstuvwxyz 0123456789-81.#71/+{.,:;) FRANKLIN GOTHIC BOOK CONDENSED ABCDEFGH1JKLM NOPQRSTUVW (5? bcd e fg h ijkl mnopgrstuvwxyz 0 123 4 56 78 9-&*#? 1/+(.,:;) FRANKLIN GOTHIC DEMI CONDENSED AD CDEEG HI3KLMNOFQRS"UVWXYZ a bed erghijklmnapgrstuvwxyz 0123456789-&'10!/+f.,:1) WHAT TO AVOID It is important to maintain branding standards when using the City of Spokane Valley logo. The following are a few examples of things to avoid when using the logo: 1. DON'T stretch or squeeze the logo. 2. DON'T use any other colors other than those specified on page 7. 3. DON'T use the logo as a headline or with additional copy. 4. DON'T angle the logo. 5. DON'T change logo by using different fonts. 6. DON'T add elements to the logo. 7. DON'T add special effects to the logo. 8. DON'T use a color block behind the white logo 12 CITY OF SPOKANE VALLEY 3 0:4 5. SPOKANEL7A VALLEY SPOKANE VALLEY THE BEST PLACE TO... SPOKANE VALLEY LCAI?iVE EY 2. srA�iE � nt� VALLEY 4. s i LSV s.SPOKANE r L I VALLEY. -r-s'w.6 �'P IDENTITY PACKAGE Business Cards and stationery are an ideal format to quickly convey the City of Spokane Valley brand while providing contact details. The back of the business cards and the flap of the envelopes show an example of a logo exception by using the logo as a pattern within a dark green field. The identity package features all of the approved logo colors. 13 CITY OF SPOKANE VALLEY Business Card SPUSAHE VALLEY fee Sawa Envelope SPOKANE VALLEY Letterhead CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: December 11, 2018 Check all that apply: ❑ consent ❑ old business ❑ information ❑ admin. report Department Director Approval: ® new business ❑ public hearing ❑ pending legislation ❑ executive session AGENDA ITEM TITLE: Proposed Resolution #18-010 Amending Fees for 2019 GOVERNING LEGISLATION: The Master Fee Schedule setting 2018 fees was established via Resolution #17-019 and was adopted by the City Council on December 12, 2017. PREVIOUS COUNCIL ACTION TAKEN: On November 20, 2018, Council considered an Administrative Report on the proposed resolution establishing 2019 fees. No formal action has been taken to date. Revenues generated by the fee resolution in 2019 account for: • $2,816,600 or 6.19% of total General Fund recurring revenues of $45,496,900. • $1,890,000 or 98.95% of total Stormwater Management Fund recurring revenues of $1,910,000. BACKGROUND: Part of the annual operating budget development process involves City Departments reviewing the Master Fee Schedule that is currently in place, and determining whether changes in the fees charged and/or language used in the governing resolution should be altered. Recommended changes to the fee resolution are as follows: • The Community and Public Works Department is proposing the following changes: o Relocation of Site Plan Review and Street Vacation Application fees from the Signs section to the Other section under Schedule A — Planning. o Update the language to reference the Washington State Building Code Council (WSBCC) Surcharge in Schedule B — Building, to reference the WSBCC website for fees. o Update the Right -of -Way permit section under Schedule B — Building to align with the City's design and development standards at SVMC 22.130.100(D)(4). • The Parks and Recreation Department is proposing the addition of the following fees under CenterPlace to meet customer requests: o Additional microphones at $25.00/each. o Conference phone at $100.00/event. o Easel paper pad at $20.00/pad. o Laptop usage at $50.00/event. • Under Schedule D — Administration, add a sentence stating that credit card transaction processing fees are non-refundable. • Under Schedule E — Add an item for free business registration for out -of -City businesses with gross annual revenues equal to or less than $2,000 and remove the late fee for business registrations. These changes were part of the new code provisions adopted in 2018 due to new State registration requirements. • Other minor formatting changes are suggested throughout. P:IFinaP:ICity ClerklAgendaPackets for Web1201812018, 12-1111tem 4 RCA for Fee Resolution.docx OPTIONS: Move to approve the updated fee resolution changes as presented this evening, with or without further modifications. RECOMMENDED ACTION OR MOTION: Move to approve Resolution #18-010 repealing and replacing the Master Fee Schedule for 2019. BUDGET/FINANCIAL IMPACTS: The proposed changes are not expected to have a significant impact on 2019 revenues. STAFF CONTACT: Chelsie Taylor, Finance Director ATTACHMENTS: • Memo from the Parks and Recreation Department that provides a detailed description and rationale for proposed fee changes. • Memo from Community and Public Works that provides a detailed description and rationale for fee changes for fees collected by the Building Division. • Resolution #18-010 — clean copy and redlined version. P:IFinaP:ICity ClerklAgendaPackets for Web1201812018, 12-1111tem 4 RCA for Fee Resolution.docx Spokane Valley 11707 E Sprague Ave Suite 106 ♦ Spokane Valley WA 99206 509.921.1000 ♦ Fax: 509.921.1008 • cityhall@spokanevalley.org Memorandum To: City Council Members; Mark Calhoun, City Manager From: Michael D. Stone, CPRP, Director of Parks and Recreation Date: November 2, 2018 Re: 2019 Fee Resolution Proposals The Parks and Recreation Department would like to propose some changes to the current fee resolution for 2019. These four new fee proposals all related to the rental of CenterPlace and the increasing need our guests have for these items. Currently we have no way to recoup any costs for the use of these items. Proposed Changes: - CenterPlace • Conference Phone - $100/event • Easel Paper Pad - $20/pad • Additional Microphones - $25/each (currently 1 lapel & 1 handheld are included with the sound system rental) • Laptop Usage - $50/event If you have any questions, or need additional information, please let me know. Thank you. 1 Siiokane~ 10210 E Sprague Avenue • Spokane Valley WA 99206 Phone: (509) 720-5240 • Fax: (509) 720-5075 • pennitcenterc@spokanevalley.org Memorandum Date: 11/13/2018 To: City Council Members; Mark Calhoun, City Manager From: Greg Baldwin, Development Services Coordinator CC: Chelsie Taylor, Finance Director Re: 2019 Fee Resolution Proposals The Community and Public Works Department would like to propose the following changes to the current fee resolution for 2019. All four new fee proposals are current fees that exist on the 2018 fee schedule with the exception of the Multi -Use Fee for Right -of -Way projects. The other fee changes relocate fees into other sections and clarify existing fees currently included in the 2018 Master Fee Schedule. Proposed Changes - Community and Public Works Department 1) Page 4 - Movement of Site Plan Review and Street Vacation Application fees to the Other section from the Signs section of the 2018 resolution. 2) Page 5 — Deletion of Washington State Building Code Council (WSBCC) Surcharge Fees listing with appropriate reference to the WSBCC website for surcharge fees and updates to those fees. This deletion will prevent future WSBCC fee changes in the future by referencing the WSBCC website. 3) Page 13 - Add language to list, "All credit card transaction fees are non-refundable." This language exists currently on the web portal for the credit card acceptance page. 4) Page 9 — Multi -Use Permit for Right -of -Way permits — Clarified Permit Fee listed in SVMC, 22.130.100(d) "At the discretion of the City, a multiple -use permit may be available for licensed and bonded businesses and public utilities. The multiple -use permit fee will be established by resolution in the master fee schedule. The multiple -use permit shall expire at the end of the City fiscal year. The administrative regulations governing the multiple -use permit shall be written and approved by the City. Failure to comply with the administrative regulations shall be a violation of this code." This clarified permit has been proposed to cover the Right -of -Way Inspectors labor costs in the field to address each .25 mile within a larger right-of-way project. Public Works Management will continue to monitor ROW inspection labor costs and may propose fee changes, if determined necessary in the future. Clarified Fee Proposal — Right -of -Way Permit: Multi Use Permit — overhead Multi -Use Permit — underground $110.00 per .25 mile $650.00 per .25 mile If you have any questions, or need additional information, please let me know. Thank You for the consideration. Draft CITY OF SPOKANE VALLEY SPOKANE COUNTY, WASHINGTON RESOLUTION NO. 18-010 A RESOLUTION OF THE CITY OF SPOKANE VALLEY, SPOKANE COUNTY, WASHINGTON, REPEALING AND REPLACING RESOLUTION 17-019, AND APPROVING AN AMENDED MASTER FEE SCHEDULE, AND OTHER MATTERS RELATING THERETO. WHEREAS, it is the general policy of the City to establish fees that are reflective of the cost of services provided by the City; and WHEREAS, the City uses a resolution to establish the schedule of fees for City programs, permits and services, and periodically the fee resolution and fee schedule must be amended to incorporate new or modified services; and WHEREAS, Council desires to amend the resolution and accompanying fee schedule. NOW THEREFORE, be it resolved by the City Council of the City of Spokane Valley, Spokane County, Washington, as follows: Section 1. The amendments needed at this time are incorporated into the attached schedules and include new fees and changes to existing fees. Section 2. Repeal. Resolution 17-019 is hereby repealed in its entirety. Section 3. Effective Date. This Resolution shall be in full force and effect January 1, 2019. Approved this day of December, 2018. ATTEST: CITY OF SPOKANE VALLEY Christine Bainbridge, City Clerk L.R. Higgins, Mayor Approved as to form: Office of the City Attorney Resolution 18-010 Amending Fee Schedule for 2019 Page 1 of 14 Draft MASTER FEE SCHEDULE Fee Schedule Page No. Schedule A: Planning 3 Schedule B: Building 5 Schedule C: Parks and Recreation 10 Schedule D: Administrative 13 Schedule E: Other Fees 14 Schedule F: Police Fees 14 Resolution 18-010 Amending Fee Schedule for 2019 Page 2 of 14 Draft MASTER FEE SCHEDULE Schedule A — Planning AMENDMENTS Comprehensive Plan Amendment Zoning or other code text amendment APPEALS Appeal of Administrative Decision Appeal of Hearing Examiner Findings Transcript/record deposit on Appeals of Hearing Examiner Decisions Appeal of Administrative Decision - Code Enforcement Final Decision pursuant to chapter 17.100 SVMC ENVIRONMENTAL REVIEW STATE ENVIRONMENTAL POLICY ACT (SEPA) Single Dwelling (when required) All other developments Environmental Impact Statement (EIS) Review, minimum deposit Addenda of existing EIS Review SHORELINE Substantial Development Permit Shoreline Exemption CRITICAL AREAS Floodplain Permit not associated with a subdivision Floodplain Permit associated with a subdivision OTHER PERMITS Home Occupation Permit and Accessory Dwelling Units (ADU) Conditional Use Permit Temporary Use Permit LAND USE ACTIONS Subdivisions Preliminary plat Final Plat Time extensions — file review and letter Short Plats Preliminary 2 to 4 lots Final plat 2 to 4 lots Preliminary plat 5 to 9 lots Final plat 5 to 9 lots Time extensions — file review and letter Plat Alteration FEE AMOUNT $1,500.00 $1,500.00 $1,050.00 $315.00 $157.00 $500.00 unless otherwise waived pursuant to SVMC 17.110 $100.00 $350.00 $2,200.00 $350.00 $840.00 $420.00 $315.00 $315.00 + $52.00 per lot $84.00 $840.00 $157.00 $2,324.00 + $40.00 per lot $1,424.00 + $10.00 per lot $80.00 $1,224.00 $924.00 $1,424.00 + $25.00 per lot $1,224.00 + $10.00 per lot $80.00 Resolution 18-010 Amending Fee Schedule for 2019 Page 3 of 14 Draft Subdivision plat Short plat Plat Vacation Binding Site Plan Binding site plan alteration Change of Conditions Preliminary binding site plan Creating lots within final binding site plan via Record of Survey Final Binding Site Plan Aggregation/Segregation Lot line adjustment Lot line elimination Zero lot line SIGNS Review of permanent sign Review of temporary sign $682.00 $278.00 $1,474.00 $278.00 $650.00 $1,674.00 $500.00 $924.00 $105.00 $105.00 $105.00 + $10.00 per lot $50.00 + $25.00 if public works review needed $50.00 OTHER Administrative Exception $315.00 Variance $1,575.00 Administrative Interpretations $100.00 NEW RESIDENTIAL SITE PLAN REVIEW $50.00 SITE PLAN REVIEW - PER DIVISION REVIEW $275.00 STREET VACATION APPLICATION $1,365.00 Pre -application Meetings $250.00 Fee shall be deducted from land use application, building permit or commercial permit application fee when application is filed within one year of pre -application meeting. ZONING Zoning map amendments (rezone)* $1,650.00 Planned residential development plan $1,575.00 + $26.00 per lot Planned residential development modification $525.00 Zoning letter $210.00 *If rezone is combined with other action(s), cost of other action(s) is additional Resolution 18-010 Amending Fee Schedule for 2019 Page 4 of 14 Draft Schedule B — Building Fee Payment Plan review fees are collected at the time of application. Such fees may be adjusted during plan review. Overages or under payments shall be appropriately adjusted at the time of permit issuance. Plan review fees are separate from and additional to building permit fees. Permit fees and any other unpaid fees shall be collected prior to issuance of the permit. Fees for outside professional services required during the permit process shall be paid by the applicant. Examples of outside professional services include review by contract reviewers, special inspection or construction services, consultant services for special topics, surveying or other services required to determine compliance with applicable codes. Fee Refund Policy. Refunds authorized under this policy apply only to Schedule B. PLAN REVIEW FEES • Plan review fees are non-refundable once any plan review work has been started. • Paid plan review fees may be refunded when an eligible request is received in writing. • At a minimum, a $35.00 administrative fee shall be retained. • If the paid plan review fee is less than $35.00, no refund is authorized. • If the paid plan review fee is more than $35.00, the amount for refund shall be calculated at the rate of 100% of the paid plan review fee minus $35.00. PERMIT FEES • Permit fees are non-refundable once work authorized by the permit has begun. • Paid permit fees may be refunded when an eligible request is received in writing. • At a minimum, a $35.00 administrative fee will be retained when fees are refunded. • If the paid permit fee is less than $35.00, no refund is authorized. • If the paid permit fee is more than $35.00, the refund shall be calculated at the rate of 95% of the paid permit fee minus $35.00. For any application taken or permit issued in error, a full refund of fees paid shall be made. No portion of the paid fees shall be retained. FEES GENERAL Hourly Rate for City Employees Overtime rate for City Employees (1.5 times regular rate) Investigation fee: Work commenced without required permits Replacement of lost permit documents $61.00 $92.00 Equal to permit fee Hourly rate; 1 hour minimum Revisions to plans requested by the applicant or permit holder shall be charged the hourly rate with a minimum of one hour. Revised plans submitted in response to reviewer correction letters are not subject to the hourly assessment. Washington State Building Code Council Surcharge (WSBCC) — see the Washington State Building Code Council website for fees. Resolution 18-010 Amending Fee Schedule for 2019 Page 5 of 14 Draft BUILDING PERMIT: Building permit fees for each project are set by the following fees. The figures below shall be used to determine the building permit fees and plans check fees based on the value of the construction work as stated by the applicant or the value calculated by the Building Official using the latest valuation data published in the Building Safety Journal by the International Code Council, whichever value is greater. Valuations not listed in the Building Safety Journal: Building Type Residential garages/storage buildings (wood frame) Residential garages (masonry) Miscellaneous residential pole buildings Residential carports, decks, porches Valuation Per Square Foot $19.00 $22.00 $19.00 $15.00 Building Permit Fee Calculation Total Valuation Building Permit Fee $1.00 to $25,000.00 $25,001.00 to $50,000.00 $50,001.00 to $100,000.00 $100,001.00 to $500,000.00 $500,001.00 to $1,000,000.00 $69.25 for first $2,000.00 + $14.00 for each additional $1,000.00 (or fraction thereof) Up to and including $25,000.00 $391.25 for first $25,000 + $10.10 for each additional $1,000.00 (or fraction thereof) Up to and including $50,000.00 $643.75 for first $50,000.00 + $7.00 for each additional $1,000.00 (or fraction thereof) Up to and including $100,000.00 $993.75 for first $100,000 + $5.60 for each additional $1,000.00 (or fraction thereof) Up to and including $500,000.00 $3,233.75 for first $500,000.00 + $4.75 for each additional $1,000.00 (or fraction thereof) Up to and including $1,000,000.00 $1,000,001 and up $5,608.75 for first $1,000,000.00 + $3.15 for each additional $1,000.00 (or fraction thereof) Plan Review Fee Calculation % of Building Permit Fee Plans review fee (general) 65% Plans review fee — Group R-3 occupancies (single family less than 7,999 sq ft) 40% Plans review fee — Group R-3 occupancies (single family 8,000 sq ft or more) 65% Plans review fee — Group U occupancies (sheds, barns, et.) 25% Initial Plan Review Fees are capped at $35,000 not including pass-through expenses for outside review as noted in the "Fee Payment" section of this schedule. Resolution 18-010 Amending Fee Schedule for 2019 Page 6 of 14 Draft OTHER BUILDING PERMITS: Over -the -Counter Service Demolition Permit Single Family Residence Commercial Buildings Garage or accessory building associated with residence or commercial building Foundation Only: Swimming Pools, over 2 feet in depth Re -roof (no plan review charge unless submitted for review) Change of Use or Occupancy Classification Permit Towers, elevated tanks, antennas GRADING PERMIT: 100 cubic yards (cu yd) or less 101 to 1,000 cubic yards 1,001 to 10,000 cubic yards 10,001 to 100,000 cubic yards 100,001 to 200,000 cubic yards 200,000 or more cubic yards GRADING PLAN REVIEW FEE: 50 cubic yards or less 51 to 100 cubic yards 101 to 1,000 1,001 to 10,000 10,001 to 100,000 100,001 to 200,000 200,001 or more Land Clearing Only (without earth being moved) Paving Permit (greater than 5,000 sq. ft. — new paving only) Resolution 18-010 Amending Fee Schedule for 2019 $61.00 flat fee $46.00 flat fee $131.00 flat fee $21.00 flat fee 25% of building permit fee $52.00 + plumbing fees Based on Project Valuation Hourly Hourly $21.00 $21.00 for first 100 cu yd. + $7.00 each additional 100 cu yd $88.00 for first 1,000 cu yd + $6.00 each additional 1,000 cu yd $154.00 for first 10,000 cu yd+ $15.00 each additional 10,000 cu yd $386.00 for first 100,000 cu yd + $15.00 each additional 100,000 cu yd $528.00 for first 200,000 cu yd + $15.00 for each additional 200,000 cu yd No Fee $12.00 $21.00 $27.00 $27.00 for first 100,000 cu yd + $7.00 each additional 10,000 cu yd $104.00 for first 100,000 cu yd + $6.00 for each additional 100,000 cu yd $166.00 $68.00 $263.00 Page 7 of 14 Draft MECHANICAL PERMIT: Plan review fees for mechanical permits shall be collected at the time of application as noted in the "Fee Payment" section of this schedule. Permit fees shall be collected when the permit is issued. If submitted as part of a building permit application, the unit costs are added, but not the "basic" fee for issuing the permit. Mechanical Permit Fees A. BASIC FEES 1. Basic fee for issuing each permit 2. Basic fee for each supplemental permit B. UNIT FEES (in addition to the basic fee) 1. Installation or relocation of Furnaces and suspended heaters a. up to and including 100,000 btu b. over 100,000 btu 2. Duct work system 3. Heat pump and air conditioner a. 0 to 3 tons b. over 3 tons to 15 tons c. over 15 tons to 30 tons d. over 30 tons to 50 tons e. over 50 tons 4. Gas water heater 5. Gas piping system 6. Gas log, fireplace, and gas insert installation 7. Appliance vents installation; relocation; replacement 8. Boilers, compressors, and absorption systems a. 0 to 3 hp - 100,000 btu or less b. over 3 to 15 hp - 100,001 to 500,000 btu c. over 15 - 30 hp - 500,001 to 1,000,000 btu d. over 30 ph -1,000,001 to 1,750,000 btu e. over 50 hp - over 1,750,000 btu 9. Air Handlers a. each unit up to 10,000 cfm, including ducts b. each unit over 10,000 cfm 10. Evaporative Coolers (other than portable) 11. Ventilation and Exhausts a. each fan connected to a single duct b. each ventilation system c. each hood served by mechanical exhaust 12. Incinerators a. residential installation or relocation b. commercial installation or relocation 13. Unlisted appliances a. under 400,000 btu b. 400,000 btu or over 14. Hood a. Type I b. Type II 15. LP Storage Tank 16. Wood or Pellet Stove insert 17. Wood stove system - free standing Resolution 18-010 Amending Fee Schedule for 2019 Page 8 of 14 $37.00 $8.00 $13.00 $16.00 $11.00 $13.00 $21.00 $26.00 $37.00. $63.00 $11.00 $1.00 per outlet $11.00 $10.00 each $13.00 $21.00 $26.00 $37.00 $63.00 $13.00 $16.00 $11.00 $11.00 $13.00 $13.00 $21.00 $23.00 $52.00 $105.00 $52.00 $11.00 $11.00 $11.00 $26.00 Draft PLUMBING PERMIT: Plan review fees for mechanical permits shall be collected at the time of application as noted in the "Fee Payment" section of this schedule. Permit fees shall be collected when the permit is issued. If submitted as part of a building permit application, the unit costs shall be added, but not the "basic" fee for issuing the permit. A. BASIC FEES 1. Basic fee for issuing each permit $37.00 2. Basic fee for each supplemental permit $8.00 B. UNIT FEES (in addition to the basic fee) 1. Each plumbing fixture on a trap $6.00 each (includes garbage disposals, dishwashers, backflow device, drainage, hot tubs, built-in water softener, water closets, lavatories, sinks, drains, etc.) 2. Water Heater $6.00 each 3. Industrial waste pretreatment interceptor $16.00 (includes its trap and vent, except kitchen type grease interceptors functioning as fixture traps.) 4. Repair or alteration of water piping, drainage or vent piping $6.00 each fixture 5. Atmospheric type vacuum breaker $6.00 each 6. Backflow protective device other than atmospheric type vacuum breakers $6.00 each 7. Medical gas $6.00 per outlet 8. Interceptors $6.00 each RIGHT-OF-WAY PERMIT: A traffic plan and traffic plan review is required if more than 50% of the width of any street is closed or if a single arterial lane is closed. A minimum plan review fee of $61.00 (hourly rate for City employees) applies to all right-of-way permits that require a traffic plan. If additional staff time is required, it shall be charged at the hourly rate. Category 1. Non -cut obstruction without clean up 2. Non -cut obstruction with clean up 3. Pavement cut obstruction, non -winter 4. Pavement cut obstruction, winter 5. Approach Permit 6. Multiple Use Permit - overhead 7. Multiple Use Permit - underground $73.00 $110.00 $168.00 $210.00 $52.00 $110.00 per .25 mile $650.00 per .25 mile SIGN PERMIT: Sign permits shall be subject to assessment of planning division review fees as found in Schedule A. Sign Permits shall also be subject to the assessment of the WSBCC fee as noted in Schedule B "General" section. Signs mounted on buildings $48.00 per sign (flat fee) Sign and pole mounting $68.00 per sign (flat fee) Resolution 18-010 Amending Fee Schedule for 2019 Page 9 of 14 Draft Schedule C - Parks and Recreation ADMINISTRATIVE FEES Basic fees to be considered when applying rates Administrative Fee Refuse Fee AQUATICS Pool admission (age 5 and under) Pool admission (age older than 5) Pool punch pass (25 swims) Weekend family discount - 1 child under 13 free with paying adult At the discretion of the City Manager, the Parks and Recreation Department may on occasion offer free admission open swim days. $32.00 $52.00 free $1.00 $20.00 Swimming Lessons Swim Team Fee Reservation (less than 50 people) Food fee (less than 50 people, if applicable) Reservation (50-100 people) Food fee (50-100 people, if applicable) Reservation (101-150 people) Food fee (101-150 people, if applicable) **Minimum 2 hours ALCOHOLIC BEVERAGE PERMIT CENTERPLACE Conference Center Wing Auditorium Auditorium Auditorium Auditorium w/Presentation System Auditorium w/Presentation System Auditorium w/Presentation System Auditorium Deposit Executive Conference Room Executive Conference Room Deposit Meeting Room (day and evening use) Meeting Room Large Meeting Room Large Meeting Room Large Meeting Room Meeting Room Meeting Room Deposit Patio Event Package Portable Sound System Platinum Package *** Requires rental of presentation system, see next page Resolution 18-010 Amending Fee Schedule for 2019 $35.00 $45.00 $105.00 per hour** $25.00 $131.00 per hour** $52.00 $157.00 per hour** $79.00 $10.00 $79.00 per hour $475.00 per day $236.00 per half day $52.00 per hour* * * $315.00 per day*** $158.00 per half day*** $52.00 $52.00 per hour $52.00 $42.00 per hour $263.00 per day $75.00 per hour $225.00 per half day $450.00 per 9 hr. day $131.00 per half day $52.00 $500.00 per event $150.00 per event $500.00 per event Page 10 of 14 Draft Great Room Kitchen deposit Multi-use/Banquet Hall Multi-use/Banquet Hall Multi-use/Banquet Hall Small Dining Area Refundable Deposit Refundable Deposit - Weddings Stage Stage Removal Table Settings (linens and tableware) Pipe & Drape rental Chair Cover rental Senior Center Wing Lounge with Dance Floor Lounge with Dance Floor Refundable Lounge deposit Refundable Lounge deposit - Weddings Meeting room (evening use) Meeting room (evening use) Meeting room (weekend use) Meeting room (weekend use) Meeting room deposit Private Dining Room Private dining room deposit Wellness Center West Lawn and CenterPlace Rental fee $452.00 $105.00 per hour $840.00 per 9 hr session $1,575.00 all day (6 a.m.-1 a.m.) $52.00 per hour $210.00 $500.00 $21.00 per section per day $150.00 $3.00 per place setting $100/day $3/chair per day Miscellaneous Cleanup fee Host/Hostess (after hours) Presentation System * * * (includes projector, podium, DVD/VCR sound system, camera system) Room Setup Satellite Video Conferencing Sound System Additional Microphones Technical Support Television/VCR Touch Pad Voting System LCD Projector LCD Projector Coffee Service Linens Only Wine glass only rental Children's Birthday Package Conference Phone Easel Paper Pad Laptop Usage Resolution 18-010 Amending Fee Schedule for 2019 $105.00 per hour $850.00 per 6 hours $210.00 $500.00 $42.00 per hour $131.00 per 4 hr session $262.00 per day $131.00 per half day $52.00 $52.00 per hour $52.00 $105.00 per hour $3,500.00 per day $52 to $315.00 per event $16.00 per hour $262.00 per day $26.00 per hour $262.00 per hour $42.00 per day $25.00 each $42.00 per hour $79.00 per day $121.00 base station per day + $16.00 per keypad per day per hour $25.00 per hour $100.00 per day $25.00 service $5.00 per table $.50 per glass $175.00 per package $100.00 per event $20.00 per pad $50.00 per event Page 11 of 14 Draft Business Incentive Rental Policy — The Parks & Recreation Director has the authority to reduce the room rental rate by one hr. when the rental meets the following criteria: minimum of 25 participants; utilize a classroom at CenterPlace eight or more times per calendar year; and use in-house caterer for a meal each reservation. PICNIC SHELTER RESERVATION (For groups fewer than 200 people) Browns (up to five hours) Edgecliff (up to five hours) Discovery Playground #1 (up to two hours) Discovery Playground #2 (up to two hours) Greenacres — large (up to five hours) Mirabeau Meadows — shelter and stage (up to five hours) Mirabeau Springs — shelter and dock (up to two hours) Sullivan (up to five hours) Terrace View (up to five hours) Valley Mission (up to five hours) $50.00 $84.00 $35.00 $35.00 $84.00 $84.00 $250.00 $84.00 $84.00 $84.00 EVENT RESERVATION — include shelter (For groups of 200 or more people) Events include but are not limited to activities such as car shows, tournaments, or high-risk activities. The Parks and Recreation Director shall make the final determination. General fee (up to five hours): $157.00 Non-profit applications with proof of qualifying as a 501(c)(3) entity (up to five hours): $84.00 VALLEY MISSION HORSE ARENA Rental is for Fri -Sun $105.00 per weekend EVENT PHOTOS Mirabeau Springs shelter and dock $150.00 per hour BALL FIELD RENTAL/USE $26.00 1St hour + $15.00 each additional hour REFUNDABLE DAMAGE DEPOSIT Fewer than 200 people Weddings, Special Events and events with 200 or more people $75.00 $300.00 SPECIAL EVENTS (See Spokane Valley Municipal Code 5.15) Application Fee $40.00 RECREATION Recreation program fees are established at amounts to recover costs, as specified in the Parks and Recreation revenue policy. Resolution 18-010 Amending Fee Schedule for 2019 Page 12 of 14 Draft Schedule D — Administration COPY FEE Paper copies up to 11"x17" (b/w or color) Paper copies larger than 11"x17" (b/w or color) Scanned copies of paper records Electronics records uploaded to email, cloud -based storage, CD/DVD, or flash drive Records transmitted in electronic format Digital Storage Media Device (CD/DVD, flashdrive) Envelope Postage Records sent to outside vendor for reproduction Customized Service Charge - When the request would compilations or when such customized access services $0.15 per page* $0.87 per square foot* $0.10 per page * $0.05 per every 4 electronic files or attachments* $0.10 per GB* Actual Cost* Actual Cost* Actual Cost* Actual Cost* require the use of IT expertise to prepare data are not used by the agency for other business purposes, the agency may charge the actual cost. The agency must notify the requestor that it will be doing a customized service and can require a 10 percent deposit.* *It is the intent of the City of Spokane Valley to recover the cost of providing public records when the total cost, including but not limited to the per -page, device, envelope, or postage costs, amounts to $1.00 or more. Copy charges above may be combined to the extent more than one type of charge applies to copies responsive to a particular request. When combining fees associated with the request, the City will determine the total cost and charge accordingly. Copy charges are assessed for each installment of records provided to the requestor. A deposit of 10% may be required on public record requests. NSF CHECK RETURN FEE $26.00 CREDIT CARD TRANSACTION PROCESSING FEE Applies to all City fees paid by credit card/debit card except for those fees under Schedule F — Police Fees (amount of the alarm fee is intended to cover the total cost of administering the false alarm program, including, but not limited to, payment processing fees). Credit card transaction processing fees are non-refundable. Resolution 18-010 Amending Fee Schedule for 2019 2.5% of transaction amount Page 13 of 14 Draft Schedule E — Other Fees BUSINESS REGISTRATION Business Registration Nonprofit Registration $13.00 annual $3.00 annual Out -of -City Business Registration with annual revenues equal to or less than $2,000 (SVMC 5.05.020(D)) $0.00 Adult Entertainment Establishment License, Live Adult Entertainment Establishment License, Adult Arcade Adult Arcade Device License Manager License Entertainer License Late Adult Entertainment License Fee (charged in addition to the license fee) 7 to 30 calendar days past due 31 to 60 calendar days past due 61 and more calendar days past due Appeal of Administrative Determination — Adult Entertainment License Adult Entertainment License denial, suspension or revocation pursuant to SVMC 5.10 $1,575.00 $1,575.00 $157.00 $157.00 $157.00 25% of license fee 50% of license fee 75% of license fee $1,050.00 TOW OPERATOR REGISTRATION FEE $105.00 annual OVERSIZED LOAD PERMIT FEE $26.00 STORMWATER UTILITY CHARGE ON DEVELOPED PARCELS: Each single-family unit $21.00 annual All other properties each $21.00 per 3,160 sq. ft impervious surface Schedule F — Police Fees FALSE ALARM RECOVERY FEE Amount of the fee is intended to cover the total cost of administering the false alarm program, including, but not limited to, payment processing fees. Resolution 18-010 Amending Fee Schedule for 2019 Page 14 of 14 $65 per incident Draft CITY OF SPOKANE VALLEY SPOKANE COUNTY, WASHINGTON RESOLUTION NO. 18-010 A RESOLUTION OF THE CITY OF SPOKANE VALLEY, SPOKANE COUNTY, WASHINGTON, REPEALING AND REPLACING RESOLUTION 17-019, AND APPROVING AN AMENDED MASTER FEE SCHEDULE, AND OTHER MATTERS RELATING THERETO. WHEREAS, it is the general policy of the City to establish fees that are reflective of the cost of services provided by the City; and WHEREAS, the City uses a resolution to establish the schedule of fees for City programs, permits and services, and periodically the fee resolution and fee schedule must be amended to incorporate new or modified services; and WHEREAS, Council desires to amend the resolution and accompanying fee schedule. NOW THEREFORE, be it resolved by the City Council of the City of Spokane Valley, Spokane County, Washington, as follows: Section 1. The amendments needed at this time are incorporated into the attached schedules and include new fees and changes to existing fees. Section 2. Repeal. Resolution 17-019 is hereby repealed in its entirety. Section 3. Effective Date. This Resolution shall be in full force and effect January 1, 2019. Approved this day of December, 2018. ATTEST: CITY OF SPOKANE VALLEY Christine Bainbridge, City Clerk L.R. Higgins, Mayor Approved as to form: Office of the City Attorney Resolution 18-010 Amending Fee Schedule for 2019 Page 1 of 14 Draft MASTER FEE SCHEDULE Fee Schedule Page No. Schedule A: Planning 3 Schedule B: Building 5 Schedule C: Parks and Recreation 10 Schedule D: Administrative 13 Schedule E: Other Fees 14 Schedule F: Police Fees 14 Resolution 18-010 Amending Fee Schedule for 2019 Page 2 of 14 Draft MASTER FEE SCHEDULE Schedule A — Planning AMENDMENTS Comprehensive Plan Amendment Zoning or other code text amendment APPEALS Appeal of Administrative Decision Appeal of Hearing Examiner Findings Transcript/record deposit on Appeals of Hearing Examiner Decisions Appeal of Administrative Decision - Code Enforcement Final Decision pursuant to chapter 17.100 SVMC ENVIRONMENTAL REVIEW STATE ENVIRONMENTAL POLICY ACT (SEPA) Single Dwelling (when required) All other developments Environmental Impact Statement (EIS) Review, minimum deposit Addenda of existing EIS Review SHORELINE Substantial Development Permit Shoreline Exemption CRITICAL AREAS Floodplain Permit not associated with a subdivision Floodplain Permit associated with a subdivision OTHER PERMITS Home Occupation Permit and Accessory Dwelling Units (ADU) Conditional Use Permit Temporary Use Permit LAND USE ACTIONS Subdivisions Preliminary plat Final Plat Time extensions — file review and letter Short Plats Preliminary 2 to 4 lots Final plat 2 to 4 lots Preliminary plat 5 to 9 lots Final plat 5 to 9 lots Time extensions — file review and letter Plat Alteration FEE AMOUNT $1,500.00 $1,500.00 $1,050.00 $315.00 $157.00 $500.00 unless otherwise waived pursuant to SVMC 17.110 $100.00 $350.00 $2,200.00 $350.00 $840.00 $420.00 $315.00 $315.00 + $52.00 per lot $84.00 $840.00 $157.00 $2,324.00 + $40.00 per lot $1,424.00 + $10.00 per lot $80.00 $1,224.00 $924.00 $1,424.00 + $25.00 per lot $1,224.00 + $10.00 per lot $80.00 Resolution 18-010 Amending Fee Schedule for 2019 Page 3 of 14 Draft Subdivision plat Short plat Plat Vacation Binding Site Plan Binding site plan alteration Change of Conditions Preliminary binding site plan Creating lots within final binding site plan via Record of Survey Final Binding Site Plan Aggregation/Segregation Lot line adjustment Lot line elimination Zero lot line SIGNS Review of permanent sign Review of temporary sign NEW RESI ENTIAL SITE PLAN REVIEW $682.00 $278.00 $1,474.00 $278.00 $650.00 $1,674.00 $500.00 $924.00 $105.00 $105.00 $105.00 + $10.00 per lot $50.00 + $25.00 if public works review needed $50.00 SITE PLAN REVIEW PER IVISI N REVIEW STREET VACATI N APPLICATI N OTHER Administrative Exception Variance Administrative Interpretations NEW RESIDENTIAL SITE PLAN REVIEW SITE PLAN REVIEW - PER DIVISION REVIEW STREET VACATION APPLICATION $5 . $275. $1,3 5.00 $315.00 $1,575.00 $100.00 $50.00 $275.00 $1,365.00 Pre -application Meetings $250.00 Fee shall be deducted from land use application, building permit or commercial permit application fee when application is filed within one year of pre -application meeting. ZONING Zoning map amendments (rezone)* Planned residential development plan Planned residential development modification Zoning letter $1,650.00 $1,575.00 + $26.00 per lot $525.00 $210.00 *If rezone is combined with other action(s), cost of other action(s) is additional Resolution 18-010 Amending Fee Schedule for 2019 Page 4 of 14 Draft Schedule B — Building Fee Payment Plan review fees are collected at the time of application. Such fees may be adjusted during plan review. Overages or under payments shall be appropriately adjusted at the time of permit issuance. Plan review fees are separate from and additional to building permit fees. Permit fees and any other unpaid fees shall be collected prior to issuance of the permit. Fees for outside professional services required during the permit process shall be paid by the applicant. Examples of outside professional services include review by contract reviewers, special inspection or construction services, consultant services for special topics, surveying or other services required to determine compliance with applicable codes. Fee Refund Policy. Refunds authorized under this policy apply only to Schedule B. PLAN REVIEW FEES • Plan review fees are non-refundable once any plan review work has been started. • Paid plan review fees may be refunded when an eligible request is received in writing. • At a minimum, a $35.00 administrative fee shall be retained. • If the paid plan review fee is less than $35.00, no refund is authorized. • If the paid plan review fee is more than $35.00, the amount for refund shall be calculated at the rate of 100% of the paid plan review fee minus $35.00. PERMIT FEES • Permit fees are non-refundable once work authorized by the permit has begun. • Paid permit fees may be refunded when an eligible request is received in writing. • At a minimum, a $35.00 administrative fee will be retained when fees are refunded. • If the paid permit fee is less than $35.00, no refund is authorized. • If the paid permit fee is more than $35.00, the refund shall be calculated at the rate of 95% of the paid permit fee minus $35.00. For any application taken or permit issued in error, a full refund of fees paid shall be made. No portion of the paid fees shall be retained. FEES GENERAL Hourly Rate for City Employees Overtime rate for City Employees (1.5 times regular rate) Investigation fee: Work commenced without required permits Replacement of lost permit documents $61.00 $92.00 Equal to permit fee Hourly rate; 1 hour minimum Revisions to plans requested by the applicant or permit holder shall be charged the hourly rate with a minimum of one hour. Revised plans submitted in response to reviewer correction letters are not subject to the hourly assessment. Washington State Building Code Council Surcharge (WSBCC) — see the Washington State Building Code Council website for fees. $4.50 per permit WSBCC Surcharge (Multi Family) $'1.50 1st dwelling unit + $2.00 each additional unit Resolution 18-010 Amending Fee Schedule for 2019 Page 5 of 14 Draft BUILDING PERMIT: Building permit fees for each project are set by the following fees. The figures below shall be used to determine the building permit fees and plans check fees based on the value of the construction work as stated by the applicant or the value calculated by the Building Official using the latest valuation data published in the Building Safety Journal by the International Code Council, whichever value is greater. Valuations not listed in the Building Safety Journal: Building Type Residential garages/storage buildings (wood frame) Residential garages (masonry) Miscellaneous residential pole buildings Residential carports, decks, porches Valuation Per Square Foot $19.00 $22.00 $19.00 $15.00 Building Permit Fee Calculation Total Valuation Building Permit Fee $1.00 to $25,000.00 $25,001.00 to $50,000.00 $50,001.00 to $100,000.00 $100,001.00 to $500,000.00 $500,001.00 to $1,000,000.00 $69.25 for first $2,000.00 + $14.00 for each additional $1,000.00 (or fraction thereof) Up to and including $25,000.00 $391.25 for first $25,000 + $10.10 for each additional $1,000.00 (or fraction thereof) Up to and including $50,000.00 $643.75 for first $50,000.00 + $7.00 for each additional $1,000.00 (or fraction thereof) Up to and including $100,000.00 $993.75 for first $100,000 + $5.60 for each additional $1,000.00 (or fraction thereof) Up to and including $500,000.00 $3,233.75 for first $500,000.00 + $4.75 for each additional $1,000.00 (or fraction thereof) Up to and including $1,000,000.00 $1,000,001 and up $5,608.75 for first $1,000,000.00 + $3.15 for each additional $1,000.00 (or fraction thereof) Plan Review Fee Calculation % of Building Permit Fee Plans review fee (general) 65% Plans review fee — Group R-3 occupancies (single family less than 7,999 sq ft) 40% Plans review fee — Group R-3 occupancies (single family 8,000 sq ft or more) 65% Plans review fee — Group U occupancies (sheds, barns, et.) 25% Initial Plan Review Fees are capped at $35,000 not including pass-through expenses for outside review as noted in the "Fee Payment" section of this schedule. Resolution 18-010 Amending Fee Schedule for 2019 Page 6 of 14 Draft OTHER BUILDING PERMITS: Over -the -Counter Service Demolition Permit Single Family Residence Commercial Buildings Garage or accessory building associated with residence or commercial building Foundation Only: Swimming Pools, over 2 feet in depth Re -roof (no plan review charge unless submitted for review) Change of Use or Occupancy Classification Permit Towers, elevated tanks, antennas GRADING PERMIT: 100 cubic yards (cu yd) or less 101 to 1,000 cubic yards 1,001 to 10,000 cubic yards 10,001 to 100,000 cubic yards 100,001 to 200,000 cubic yards 200,000 or more cubic yards GRADING PLAN REVIEW FEE: 50 cubic yards or less 51 to 100 cubic yards 101 to 1,000 1,001 to 10,000 10,001 to 100,000 100,001 to 200,000 200,001 or more Land Clearing Only (without earth being moved) Paving Permit (greater than 5,000 sq. ft. — new paving only) Resolution 18-010 Amending Fee Schedule for 2019 $61.00 flat fee $46.00 flat fee $131.00 flat fee $21.00 flat fee 25% of building permit fee $52.00 + plumbing fees Based on Project Valuation Hourly Hourly $21.00 $21.00 for first 100 cu yd. + $7.00 each additional 100 cu yd $88.00 for first 1,000 cu yd + $6.00 each additional 1,000 cu yd $154.00 for first 10,000 cu yd+ $15.00 each additional 10,000 cu yd $386.00 for first 100,000 cu yd + $15.00 each additional 100,000 cu yd $528.00 for first 200,000 cu yd + $15.00 for each additional 200,000 cu yd No Fee $12.00 $21.00 $27.00 $27.00 for first 100,000 cu yd + $7.00 each additional 10,000 cu yd $104.00 for first 100,000 cu yd + $6.00 for each additional 100,000 cu yd $166.00 $68.00 $263.00 Page 7 of 14 Draft MECHANICAL PERMIT: Plan review fees for mechanical permits shall be collected at the time of application as noted in the "Fee Payment" section of this schedule. Permit fees shall be collected when the permit is issued. If submitted as part of a building permit application, the unit costs are added, but not the "basic" fee for issuing the permit. Mechanical Permit Fees A. BASIC FEES 1. Basic fee for issuing each permit 2. Basic fee for each supplemental permit B. UNIT FEES (in addition to the basic fee) 1. Installation or relocation of Furnaces and suspended heaters a. up to and including 100,000 btu b. over 100,000 btu 2. Duct work system 3. Heat pump and air conditioner a. 0 to 3 tons b. over 3 tons to 15 tons c. over 15 tons to 30 tons d. over 30 tons to 50 tons e. over 50 tons 4. Gas water heater 5. Gas piping system 6. Gas log, fireplace, and gas insert installation 7. Appliance vents installation; relocation; replacement 8. Boilers, compressors, and absorption systems a. 0 to 3 hp - 100,000 btu or less b. over 3 to 15 hp - 100,001 to 500,000 btu c. over 15 - 30 hp - 500,001 to 1,000,000 btu d. over 30 ph -1,000,001 to 1,750,000 btu e. over 50 hp - over 1,750,000 btu 9. Air Handlers a. each unit up to 10,000 cfm, including ducts b. each unit over 10,000 cfm 10. Evaporative Coolers (other than portable) 11. Ventilation and Exhausts a. each fan connected to a single duct b. each ventilation system c. each hood served by mechanical exhaust 12. Incinerators a. residential installation or relocation b. commercial installation or relocation 13. Unlisted appliances a. under 400,000 btu b. 400,000 btu or over 14. Hood a. Type I b. Type II 15. LP Storage Tank 16. Wood or Pellet Stove insert 17. Wood stove system - free standing Resolution 18-010 Amending Fee Schedule for 2019 Page 8 of 14 $37.00 $8.00 $13.00 $16.00 $11.00 $13.00 $21.00 $26.00 $37.00. $63.00 $11.00 $1.00 per outlet $11.00 $10.00 each $13.00 $21.00 $26.00 $37.00 $63.00 $13.00 $16.00 $11.00 $11.00 $13.00 $13.00 $21.00 $23.00 $52.00 $105.00 $52.00 $11.00 $11.00 $11.00 $26.00 Draft PLUMBING PERMIT: Plan review fees for mechanical permits shall be collected at the time of application as noted in the "Fee Payment" section of this schedule. Permit fees shall be collected when the permit is issued. If submitted as part of a building permit application, the unit costs shall be added, but not the "basic" fee for issuing the permit. A. BASIC FEES 1. Basic fee for issuing each permit $37.00 2. Basic fee for each supplemental permit $8.00 B. UNIT FEES (in addition to the basic fee) 1. Each plumbing fixture on a trap $6.00 each (includes garbage disposals, dishwashers, backflow device, drainage, hot tubs, built-in water softener, water closets, lavatories, sinks, drains, etc.) 2. Water Heater $6.00 each 3. Industrial waste pretreatment interceptor $16.00 (includes its trap and vent, except kitchen type grease interceptors functioning as fixture traps.) 4. Repair or alteration of water piping, drainage or vent piping $6.00 each fixture 5. Atmospheric type vacuum breaker $6.00 each 6. Backflow protective device other than atmospheric type vacuum breakers $6.00 each 7. Medical gas $6.00 per outlet 8. Interceptors $6.00 each RIGHT-OF-WAY PERMIT: A traffic plan and traffic plan review is required if more than 50% of the width of any street is closed or if a single arterial lane is closed. A minimum plan review fee of $61.00 (hourly rate for City employees) applies to all right-of-way permits that require a traffic plan. If additional staff time is required, it shall be charged at the hourly rate. Category 1. Non -cut obstruction without clean up 2. Non -cut obstruction with clean up 3. Pavement cut obstruction, non -winter 4. Pavement cut obstruction, winter 5. Approach Permit 6. Multiple Use Permit - overhead 7. Multiple Use Permit - underground $73.00 $110.00 $168.00 $210.00 $52.00 $110.00 per .25 mile $650.00 per .25 mile SIGN PERMIT: Sign permits shall be subject to assessment of planning division review fees as found in Schedule A. Sign Permits shall also be subject to the assessment of the WSBCC fee as noted in Schedule B "General" section. Signs mounted on buildings $48.00 per sign (flat fee) Sign and pole mounting $68.00 per sign (flat fee) Resolution 18-010 Amending Fee Schedule for 2019 Page 9 of 14 Draft Schedule C - Parks and Recreation ADMINISTRATIVE FEES Basic fees to be considered when applying rates Administrative Fee Refuse Fee AQUATICS Pool admission (age 5 and under) Pool admission (age older than 5) Pool punch pass (25 swims) Weekend family discount - 1 child under 13 free with paying adult At the discretion of the City Manager, the Parks and Recreation Department may on occasion offer free admission open swim days. $32.00 $52.00 free $1.00 $20.00 Swimming Lessons Swim Team Fee Reservation (less than 50 people) Food fee (less than 50 people, if applicable) Reservation (50-100 people) Food fee (50-100 people, if applicable) Reservation (101-150 people) Food fee (101-150 people, if applicable) **Minimum 2 hours ALCOHOLIC BEVERAGE PERMIT CENTERPLACE Conference Center Wing Auditorium Auditorium Auditorium Auditorium w/Presentation System Auditorium w/Presentation System Auditorium w/Presentation System Auditorium Deposit Executive Conference Room Executive Conference Room Deposit Meeting Room (day and evening use) Meeting Room Large Meeting Room Large Meeting Room Large Meeting Room Meeting Room Meeting Room Deposit Patio Event Package Portable Sound System Platinum Package *** Requires rental of presentation system, see next page Resolution 18-010 Amending Fee Schedule for 2019 $35.00 $45.00 $105.00 per hour** $25.00 $131.00 per hour** $52.00 $157.00 per hour** $79.00 $10.00 $79.00 per hour $475.00 per day $236.00 per half day $52.00 per hour* * * $315.00 per day*** $158.00 per half day*** $52.00 $52.00 per hour $52.00 $42.00 per hour $263.00 per day $75.00 per hour $225.00 per half day $450.00 per 9 hr. day $131.00 per half day $52.00 $500.00 per event $150.00 per event $500.00 per event Page 10 of 14 Draft Great Room Kitchen deposit Multi-use/Banquet Hall Multi-use/Banquet Hall Multi-use/Banquet Hall Small Dining Area Refundable Deposit Refundable Deposit - Weddings Stage Stage Removal Table Settings (linens and tableware) Pipe & Drape rental Chair Cover rental Senior Center Wing Lounge with Dance Floor Lounge with Dance Floor Refundable Lounge deposit Refundable Lounge deposit - Weddings Meeting room (evening use) Meeting room (evening use) Meeting room (weekend use) Meeting room (weekend use) Meeting room deposit Private Dining Room Private dining room deposit Wellness Center West Lawn and CenterPlace Rental fee $452.00 $105.00 per hour $840.00 per 9 hr session $1,575.00 all day (6 a.m.-1 a.m.) $52.00 per hour $210.00 $500.00 $21.00 per section per day $150.00 $3.00 per place setting $100/day $3/chair per day Miscellaneous Cleanup fee Host/Hostess (after hours) Presentation System * * * (includes projector, podium, DVD/VCR sound system, camera system) Room Setup Satellite Video Conferencing Sound System Additional Microphones Technical Support Television/VCR Touch Pad Voting System LCD Projector LCD Projector Coffee Service Linens Only Wine glass only rental Children's Birthday Package Conference Phone Easel Paper Pad Laptop Usage Resolution 18-010 Amending Fee Schedule for 2019 $105.00 per hour $850.00 per 6 hours $210.00 $500.00 $42.00 per hour $131.00 per 4 hr session $262.00 per day $131.00 per half day $52.00 $52.00 per hour $52.00 $105.00 per hour $3,500.00 per day $52 to $315.00 per event $16.00 per hour $262.00 per day $26.00 per hour $262.00 per hour $42.00 per day $25.00 each $42.00 per hour $79.00 per day $121.00 base station per day + $16.00 per keypad per day per hour $25.00 per hour $100.00 per day $25.00 service $5.00 per table $.50 per glass $175.00 per package $100.00 per event $20.00 per pad $50.00 per event Page 11 of 14 Draft Business Incentive Rental Policy — The Parks & Recreation Director has the authority to reduce the room rental rate by one hr. when the rental meets the following criteria: minimum of 25 participants; utilize a classroom at CenterPlace eight or more times per calendar year; and use in-house caterer for a meal each reservation. PICNIC SHELTER RESERVATION (For groups fewer than 200 people) Browns (up to five hours) Edgecliff (up to five hours) Discovery Playground #1 (up to two hours) Discovery Playground #2 (up to two hours) Greenacres — large (up to five hours) Mirabeau Meadows — shelter and stage (up to five hours) Mirabeau Springs — shelter and dock (up to two hours) Sullivan (up to five hours) Terrace View (up to five hours) Valley Mission (up to five hours) $50.00 $84.00 $35.00 $35.00 $84.00 $84.00 $250.00 $84.00 $84.00 $84.00 EVENT RESERVATION — include shelter (For groups of 200 or more people) Events include but are not limited to activities such as car shows, tournaments, or high-risk activities. The Parks and Recreation Director shall make the final determination. General fee (up to five hours): $157.00 Non-profit applications with proof of qualifying as a 501(c)(3) entity (up to five hours): $84.00 VALLEY MISSION HORSE ARENA Rental is for Fri -Sun $105.00 per weekend EVENT PHOTOS Mirabeau Springs shelter and dock $150.00 per hour BALL FIELD RENTAL/USE $26.00 1St hour + $15.00 each additional hour REFUNDABLE DAMAGE DEPOSIT Fewer than 200 people Weddings, Special Events and events with 200 or more people $75.00 $300.00 SPECIAL EVENTS (See Spokane Valley Municipal Code 5.15) Application Fee $40.00 RECREATION Recreation program fees are established at amounts to recover costs, as specified in the Parks and Recreation revenue policy. Resolution 18-010 Amending Fee Schedule for 2019 Page 12 of 14 Draft Schedule D — Administration COPY FEE Paper copies up to 11"x17" (b/w or color) Paper copies larger than 11"x17" (b/w or color) Scanned copies of paper records Electronics records uploaded to email, cloud -based storage, CD/DVD, or flash drive Records transmitted in electronic format Digital Storage Media Device (CD/DVD, flashdrive) Envelope Postage Records sent to outside vendor for reproduction Customized Service Charge - When the request would compilations or when such customized access services $0.15 per page* $0.87 per square foot* $0.10 per page * $0.05 per every 4 electronic files or attachments* $0.10 per GB* Actual Cost* Actual Cost* Actual Cost* Actual Cost* require the use of IT expertise to prepare data are not used by the agency for other business purposes, the agency may charge the actual cost. The agency must notify the requestor that it will be doing a customized service and can require a 10 percent deposit.* *It is the intent of the City of Spokane Valley to recover the cost of providing public records when the total cost, including but not limited to the per -page, device, envelope, or postage costs, amounts to $1.00 or more. Copy charges above may be combined to the extent more than one type of charge applies to copies responsive to a particular request. When combining fees associated with the request, the City will determine the total cost and charge accordingly. Copy charges are assessed for each installment of records provided to the requestor. A deposit of 10% may be required on public record requests. NSF CHECK RETURN FEE $26.00 CREDIT CARD TRANSACTION PROCESSING FEE Applies to all City fees paid by credit card/debit card except for those fees under Schedule F — Police Fees (amount of the alarm fee is intended to cover the total cost of administering the false alarm program, including, but not limited to, payment processing fees). Credit card transaction processing fees are non-refundable. Resolution 18-010 Amending Fee Schedule for 2019 2.5% of transaction amount Page 13 of 14 Draft Schedule E — Other Fees BUSINESS REGISTRATION Business Registration Nonprofit Registration $13.00 annual $3.00 annual Out -of -City Business Registration with annual revenues equal to or less than $2,000 (SVMC 5.05.020(D)) $0.00 Late Business Registration Fcc: (charged in addition to the business registration fee) (SVMC 5.05.050) Failure to pay the registration fee by the applicable date shall result in a late fee of 50% of the annual registration fee. Failure to pay the annual fcc may result in non issuance of a Washington State license, as determined by the Washington State Department of Licensing. Adult Entertainment Establishment License, Live Adult Entertainment Establishment License, Adult Arcade Adult Arcade Device License Manager License Entertainer License Late Adult Entertainment License Fee (charged in addition to the license fee) 7 to 30 calendar days past due 31 to 60 calendar days past due 61 and more calendar days past due Appeal of Administrative Determination — Adult Entertainment License Adult Entertainment License denial, suspension or revocation pursuant to SVMC 5.10 $1,575.00 $1,575.00 $157.00 $157.00 $157.00 25% of license fee 50% of license fee 75% of license fee $1,050.00 TOW OPERATOR REGISTRATION FEE $105.00 annual OVERSIZED LOAD PERMIT FEE $26.00 STORMWATER UTILITY CHARGE ON DEVELOPED PARCELS: Each single-family unit $21.00 annual All other properties each $21.00 per 3,160 sq. ft impervious surface Schedule F — Police Fees FALSE ALARM RECOVERY FEE Amount of the fee is intended to cover the total cost of administering the false alarm program, including, but not limited to, payment processing fees. Resolution 18-010 Amending Fee Schedule for 2019 Page 14 of 14 $65 per incident CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: December 11, 2018 Check all that apply: ❑ consent ❑ old business ❑ information ❑ admin. report Department Director Approval: ® new business ❑ public hearing ❑ pending legislation ❑ executive session AGENDA ITEM TITLE: Motion Consideration: Lodging Tax Funds. GOVERNING LEGISLATION: State Law RCW 67.28, and Spokane Valley Municipal Code 3.20 PREVIOUS COUNCIL ACTION TAKEN: Thus far in 2018 for the 2019 awards, the Council has had discussions pertaining to lodging tax on five previous occasions: • Winter Council Workshop on February 13, 2018 where we discussed the need for a joint meeting between Council and the Lodging Tax Advisor Committee (LTAC). • July 17, 2018 where we discussed: o Lodging tax in general — what it is and how it may be expended. o The LTAC — what it is and its role in the process. o The Council's role in the process o Council goals and priorities for the LTAC. • July 31, 2018 where Council discussed and reached consensus on the goals and priorities that should be included in the lodging tax grant application and also communicated to the LTAC. • August 21, 2018 was a joint meeting between Council and the LTAC during which Council communicated the revised goals and priorities for lodging tax to the Committee. • November 6, 2018 where Council heard an administrative report on the 2019 recommended lodging tax grant allocations from the LTAC. BACKGROUND: In 2003 the City implemented a 2% hotel/motel tax, the proceeds of which are used to promote conventions and tourist travel to our City. The organizations to which the tax proceeds are distributed are ultimately determined by the City Council which receives a recommendation from the Lodging Tax Advisory Committee (LTAC). The LTAC is comprised of five members who are appointed by the City Council. The LTAC membership must include: • At least two representatives of businesses that are required to collect the tax, • At least two people who are involved in activities that are authorized to be funded by the tax, and • One elected city official who serves as chairperson of the LTAC. The LTAC makes its recommendations based upon a combination of written application materials and a presentation that is made to them by each applicant. On October 18, 2018, the LTAC met to consider application materials and presentations from applicants seeking a portion of the $625,000 appropriated in the City's 2019 Budget. Prior to applicant presentations, the LTAC passed a motion that $275,000 be deducted from the available Lodging Tax funds for distribution in 2019 and have those funds moved into the 1.3% Lodging Tax Fund account dedicated for a large sports venue or venues for tourism facilities that generate overnight guests and recommended that this motion be provided for the Council's approval. This left $350,000 of the $625,000 available in the 2019 Budget to be recommended for awards to the applicants. Presentations were made by the HUB Sports Center, JAKT for Crave NW, JAKT for a farmer's market, JAKT for Spokane Oktoberfest, Spokane County Fair and Expo Center, Spokane 1 County Parks, Recreation and Golf, Spokane Sports Commission, Spokane Valley Heritage Museum, Valleyfest, Valleyfest Cycle Celebration, and Visit Spokane. Following applicant presentations the LTAC discussed both the merits of making particular awards to various applicants and how they felt revenues should be allocated. Ultimately, the LTAC recommended the following awards be advanced to the City Council for consideration: 1) HUB Sports Center 2) JAKT - Crave NW 55,100 52,000 60,000 21,500 3) JAKT - Farmers Market 4) JAKT - Oktoberfest 15,000 7,000 20,000 5,000 5) Spokane Co Fair and Expo Center 6) Spokane Co Parks, Rec, and Golf 60,000 55,000 75,000 35,000 7) Spokane Sports Commission 8) Spokane Valley Heritage Museum 200,000 28,500 108,000 5,500 9) Valleyfest 10) Valleyfest Cycle Celebration 150,000 25,000 12,000 1,000 11) Visit Spokane 200,000 48,000 888,600 350,000 Proposed Transfer to Fund #104 275,000 Total Available in 2019 Budget 625,000 At times some organizations apply for funding through both the Outside Agency and the Lodging Tax award processes. JAKT for a farmers market, Valleyfest, and the Spokane Valley Heritage Museum both applied for Lodging Tax Funding for 2019, as well as for 2019 Outside Agency funding, and were awarded $20,389, $49,687, and $8,300, respectively, in Outside Agency funding at the October 23, 2018 Council meeting. OPTIONS: Washington law provides two very clear options for City Council. First, the City Council may approve all or some of the listed recipients and amounts recommended by the LTAC. Under this option, the City Council may essentially line -item veto one or more of the recommended award amounts to individual recipients. Any amount not awarded would be kept in the Lodging Tax fund for consideration next year. Under this option, no further action is required by the LTAC or City Council after the award is made. The second option is for City Council to reject the entire recommendation and to return it to the LTAC for reconsideration and for a new recommendation. Under this option, the LTAC would have to reconsider the requests, develop a new recommendation, and resubmit to the City Council for consideration. This option does delay award of the lodging tax funds considerably for the requestors, which may put strain on their budgeting process. Under a relatively recent informal attorney general's opinion, a third possible option has also been identified. Under RCW 67.28.1817, a municipality may propose "a change in the use of revenue received under [RCW 67.28]," but must submit the proposal to the LTAC for review and comment. Then, the LTAC must be given at least 45 days to review and provide comments prior to final action by the municipality. This would allow the City Council to conduct its own review of the materials submitted, including the minutes and recommended amounts by the 2 Amount LTAC Applicant Requested Recommend 1) HUB Sports Center 2) JAKT - Crave NW 55,100 52,000 60,000 21,500 3) JAKT - Farmers Market 4) JAKT - Oktoberfest 15,000 7,000 20,000 5,000 5) Spokane Co Fair and Expo Center 6) Spokane Co Parks, Rec, and Golf 60,000 55,000 75,000 35,000 7) Spokane Sports Commission 8) Spokane Valley Heritage Museum 200,000 28,500 108,000 5,500 9) Valleyfest 10) Valleyfest Cycle Celebration 150,000 25,000 12,000 1,000 11) Visit Spokane 200,000 48,000 888,600 350,000 Proposed Transfer to Fund #104 275,000 Total Available in 2019 Budget 625,000 At times some organizations apply for funding through both the Outside Agency and the Lodging Tax award processes. JAKT for a farmers market, Valleyfest, and the Spokane Valley Heritage Museum both applied for Lodging Tax Funding for 2019, as well as for 2019 Outside Agency funding, and were awarded $20,389, $49,687, and $8,300, respectively, in Outside Agency funding at the October 23, 2018 Council meeting. OPTIONS: Washington law provides two very clear options for City Council. First, the City Council may approve all or some of the listed recipients and amounts recommended by the LTAC. Under this option, the City Council may essentially line -item veto one or more of the recommended award amounts to individual recipients. Any amount not awarded would be kept in the Lodging Tax fund for consideration next year. Under this option, no further action is required by the LTAC or City Council after the award is made. The second option is for City Council to reject the entire recommendation and to return it to the LTAC for reconsideration and for a new recommendation. Under this option, the LTAC would have to reconsider the requests, develop a new recommendation, and resubmit to the City Council for consideration. This option does delay award of the lodging tax funds considerably for the requestors, which may put strain on their budgeting process. Under a relatively recent informal attorney general's opinion, a third possible option has also been identified. Under RCW 67.28.1817, a municipality may propose "a change in the use of revenue received under [RCW 67.28]," but must submit the proposal to the LTAC for review and comment. Then, the LTAC must be given at least 45 days to review and provide comments prior to final action by the municipality. This would allow the City Council to conduct its own review of the materials submitted, including the minutes and recommended amounts by the 2 LTAC, to come up with its own proposed distribution of the revenue for any of the applicants, which may be the same or different from the LTAC recommendation. If it is different, the City must give the LTAC 45 days to review and provide comments on the proposed revised distribution before taking final action. Under this option, the process would also be delayed considerably as well, due to the additional 45 days for the LTAC review and opportunity to comment. Further, though this is an option, it is one that is untested in the courts and may face additional scrutiny for appearing to take away the recommendation from the LTAC. The City used this option in 2017 for the 2018 awards to ensure transparency and the public confidence due to questions from the public that arose during the LTAC review and recommendation process. To date, there have been no such issues identified with the LTAC review and recommendation process this year for the 2019 awards. RECOMMENDED ACTION OR MOTION: 1) / move to deduct $275,000 from the available Lodging Tax funds for distribution in 2019 and move those funds into the 1.3% Lodging Tax Fund account dedicated for a large sports venue or venues for tourism facilities that generate overnight guests. 2) / also move to make the following allocation of Lodging Tax funds for calendar year 2019: HUB Sports Center - $52,000 JAKT — Crave NW - $21,500 JAKT — Farmers Market - $7,000 JAKT — Oktoberfest - $5, 000 Spokane County Fair & Expo $55, 000 Spokane County Parks, Rec & Golf - $35, 000 Spokane Sports Commission - $108,000 Spokane Valley Heritage Museum - $5, 500 Valleyfest - $12,000 Valleyfest Cycle Celebration - $1,000 Visit Spokane - $48,000 BUDGET/FINANCIAL IMPACTS: The 2019 Proposed Budget includes total revenues of $602,000 including $600,000 of lodging taxes. Total expenditures are budgeted at $655,000 including $30,000 to offset advertising at CenterPlace and up to $625,000 to be allocated through this award process. The $625,000 includes the $350,000 of recommended awards by the LTAC as well as $275,000 the LTAC recommended for the Council to deduct from the available funds for the award distributions for 2019 and transfer that amount into the 1.3% Lodging Tax Fund account dedicated for a large sports venue or venues for tourism facilities. Total expenditures are expected to exceed total revenues by $53,000 and this will be offset through the use of a portion of the fund balance. The fund balance at the conclusion of 2019 is expected to be $147,867 which should be adequate to cover cash flow needs. STAFF CONTACT: Chelsie Taylor, Finance Director ATTACHMENTS: • Minutes of October 18, 2018, Lodging Tax Advisory Committee meeting. • Chart reflecting a history of hotel/motel tax receipts from January 2009 through September 2018. • Fund #105 — Hotel/Motel Tax — history of revenues and expenditures — 2014 through 2017 Actuals and 2018 and 2019 Budgets. • Lodging Tax Application and Award History for the years 2003 through 2018. • Separately distributed binder titled "Lodging Tax 2019" that was also utilized by the Lodging Tax Advisory Committee at their October 18, 2018 meeting. 3 MINUTES LODGING TAX ADVISORY COMMITTEE MEETING October 18, 2018 8:30 a.rn. Spokane Valley City Hall Council Chambers 10210 East Sprague Avenue Attendance: Lodging Tax Advisory Committee Members: Chair: Councilnmenrber Sam Wood Lee Cameron, Mirabeau Park Hotel Colleen Heinselman, Hampton Inn Suites Scott Peterson, Spokane County Fair Board Gregory Repetti, The Hub Staff: Chelsie Taylor, Finance Director Sarah Farr, Accounting Technician Cary Driskell, City Attorney Mike Stone, Parks & Rec Director Tina Gregerson, Recreation Coordinator Chaz Bates, Economic Del). Specialist Christine Bainbridge, City Clerk Lodging Tax Advisory Committee (LTAC) Chair Wood called the meeting to order at 8:30 a.m. and welcomed everyone to the meeting. Finance Director Taylor then gave an overview of the materials included in the 2019 Lodging Tax Grant Funding Requests binder, which include a page for each committee member to provide their award recommendation, today's meeting agenda, an October 12, 2018 memorandum with information regarding the lodging tax and which includes the City Council Goals and Priorities for use of lodging tax revenues; several financial sheets; 2018 Process leading to tentative 2019 awards calendar; minutes from the October 19, 2017, December 19, 2017, and August 21, 2018 committee meetings, and the Lodging Tax 2019 process leading to 2020 awards calendar; followed by eleven applications and supporting materials from agencies requesting funding. Ms. Taylor remarked that the revenues for 2018 are tracking to about $600,000, which amount is slightly higher than the previous year, and that it looks like the beginning of 2019 shows about $201,000; she mentioned we keep about 25% of that figure, or about $I50,000 for 2018, to use for cash flow purposes. Director Taylor then asked the committee members to introduce themselves; which they did. It was noted all committee members were present. Chair Wood asked if there are any motions by the board at this time. It was moved by Mr. Cameron, seconded and unanimously agreed that $275, 000 be deducted from the available LTAC funds in 2019, and moved into the 1.3% lodging tax fiend account dedicated for a large sporting venue. Director Taylor noted that based on that motion, the new balance will be $350,000; and said that when the committee is ready, she will have the spreadsheet up on the screen with that updated figure. Presentations were then made as follows: 1. HUB Sports Center - $55,100: recruiting events to the facility; includes marketing and operations. Via his PowerPoint presentation, HUB Executive Director Mr. Phil Champlin explained a little about his 66,650 square foot facility, complete with five basketball courts and three studios; be mentioned some of the events that generate overnight stays including martial arts, basketball and volleyball; and included a graph showing the percentage of travel guests who travel to his facility within fifty miles in state, within fifty miles out of state, and greater than fifty miles in and out of state. As a point of interest, Mr. Cameron said he also serves on that board, but there is no conflict; said the hotel industry tracks uses of hotels and the HUB always generates a good deal of business for the valley, and Ms. l leinselman agreed. Mr. Repetti LTAC Minutes October 18, 2018 Page 1 of 6 asked about the matching funds mentioned in the materials, and Mr. Champlin explained that they are also applying for funds from Liberty Lake, and will use some of the HUB's funds to support his proposal as well. 2. JAKT - $60,000 to continue to build the Crave three-day event. Mr. Tom Stebbins mentioned the huge positive impact the improvements to CenterPlace's west lawn have helped with this event; mentioned the previous year's attendance and the projected 2019 attendance at 4,000; said many people were not aware how wonderful CenterPlace is and he quoted some positive comments received from members of the public after attending this event. Mr. Cameron asked how much the City development fund contributed to this event, and Mr. Stebbins said he wasn't sure which fund this came from, but the City provided $50,000 originally, and then $20,000 in City funds and $30,000 in lodging tax revenues; and said he is asking for $10,000 more this year. To clarify, Finance Director Taylor said the funding came out of the Economic Development Department Professional Services Fund. There was discussion about paid and unpaid accommodations and mention from Mr. Cameron that his hotel can track Crave attendance in his hotel. Mr. Stebbins noted the figures are speculative based on past attendance, and said it is difficult to get exact figures as not every hotel tracks their customer's reasons for staying in their establishment; he also noted that there is a challenge in having an event on the calendar so it won't compete with other major events in the area; that the first year the event was held in June which ended up being hampered by rain; adding that decisions need to be made now for next July; he said also not having shuttles added to making it a challenging event. Mr. Stebbins noted getting chefs here was expensive as is social media; and said he worked with a third party to assist in the production of videos. 3. JAKT- $15,000 new event Farmers Market Mr. Stebbins remarked that a city this size should have a farmer's market, and he'd like to have one similar to the one held in Liberty Lake and Kendall Yards; said he admits people would likely not come specifically here for room nights for a farmer's market, but there is no other market in the area held on Friday nights; said he sees this as a community service, that getting the first one going is hard work, but he also doesn't want to be "upside down" financially. There was some discussion about vendors setting up and tearing down with Mr. Stebbins stating that the people who participate are apt at that as that is what they do; said there is no reason why this can't be like Kendall Yards but Mr. Cameron questioned his large attendance projection. The suggestion of having it perhaps in the field across from City Hall was mentioned but Mr. Stebbins said people like CenterPlace, they like the beauty of it and the waterfall; that the facility meets the objectives of the event; and that the empty field's use at this point is uncertain, so he'd like to focus on one spot. 4. JAKT- $20,000 Oktoberfest Mr. Stebbins said these funds will help in the infrastructure cost; that this event was held downtown two years ago, but was held at CenterPlace last year; said people who attended wanted an outside venue. The question came up about Mr. Stebbins' compensation for these events and he said he is not being compensated; that this is an investment in Spokane Valley; that there needs to be events to fill out the calendar in Spokane Valley, and that he is in it for the long haul. 5. Spokane County Fair & Expo Center - $60,000 for Interim Events Fair Coordinator Ms. Jessie Lehman said working for the County Fair& Expo Center is like planning all year for a ten-year party for 200,000 of your closest friends; said their establishment includes 97 acres located in Spokane Valley and they have been at their current location since 1952; she mentioned they are an enterprise fund which means they have to work hard to keep the doors open as they are not tax supported; she mentioned the success they have seen in the past with the Fair as well as stand-alone events such as the RV Show, Good Guys, and the antique show. LTAC Minutes October 18, 2018 Page 2 of 6 6. Spokane County Parks, Recreation and Golf - $75,000 Plantes Ferry Sports Complex Renovation. Park Planner and Landscape Architect Mr. Kristopher Krohn introduced himself and noted that Mr. Joel Blockman is also in the audience should there be questions for him; he mentioned the project would convert two existing grass soccer fields into synthetic turf fields, add LED lighting, pursue parking improvements and irrigation system enhancements, and add safety netting where needed; said this project would be done in phases, and he showed some figures concerning the estimated economic impacts. Mr. Cameron asked about the total cost to complete the renovation and Mr. Krohn said the estimate is $10 million over five to ten years to finish all phases, but the requested funding would cover the 30% completion and put them in a position to be very competitive for grants; he said they have not set aside any money yet from the County. At 10:00 a.m. Chair Wood called for a ten-minute recess. The meeting reconvened at 10:12 a.m. 7. Spokane Sports Commission - $200,000 Support their sports development/marketing program. Spokane Sports Commission President Mr. Eric Sawyer explained that this is a request for continued funding to maximize competitiveness in the regional sports scene; said a minimum of ten tournament quality softball fields are needed which would put us into the national tournament category, especially if the fields have artificial turf and lights; said he encourages the City to partner with the County to make that a reality, and not do it in phases, but rather get it done now and all at once; said his organization is a 501c3; and mentioned that 27% of all travel today is sports related, and it was only the travel segment that grew even during the great recession. Mr. Sawyer said you build it and they will come is a myth as it won't happen without being promoted, marketed or maintained. He mentioned several venues that he said are specific to valley impacts, like the golf courses at Liberty Lake, the sports at Mt. Spokane, and Plantes Ferry Park; said this year they had 30,000 hotel stays in the valley, which he said they can track which resulted in about $26 million in direct spending; and that there are already 20,000 hotel stays set for 2019; said his organization does 65-70 events a year with a staff of nine; they work closely with all sports groups; and said our region is on its way to becoming an amateur sports venue; that people come here for the incentives and are looking for sports commissions to generate the service they need in order for those events to be successful. Mr. Repetti asked about his budget on page 8 and why Spokane Valley is so much larger than the City of Spokane, and Mr. Sawyer explained that Spokane doesn't allocate lodging tax the way Spokane Valley Does as those funds in Spokane are transferred to the PFD (Public Facilities District). 8. Spokane Valley Heritage Museum - $28,500 Two New Exhibits and Museum Brochures Museum Director Jayne Singleton mentioned the two new exhibits referred to are (1) A Heritage of Sports: Baseball & BasketbaIl; and (2) Man on the Moon, the 50th Anniversary of Apollo 11; said there has been significant growth of the museum over the years; and that cultural heritage tourism is the fastest growing segment of the tourism industry; said they are drawing tourists into Spokane Valley and that people want to come and see what the museum has; mentioned their sign -in sheet which clearly documents why people come to the museum; and said aside from these two exhibits, they are also working on a genealogy tourism segment; and she introduced Mr. Don Gorman, Museum Board Member. Mr. Gorham said he has been giving museum tours for fourteen years and has seen a lot of people from almost every state as well as other countries like Canada, Germany, Japan, and Russia; said people also want to see where their ancestor's farm was and the museum directs them to that and has a map of the area; said at the end of the tour people usually want to know where there is a good place to eat that is close; and when they get people in who are staying at a hotel for a convention or other business, they generally ask what else is there to see and do here; and he mentioned that their Smithsonian display was particularly popular. Ms. Singleton stated that the museum has recently been mentioned in a noted travel publication as a place to visit; and said she looks forward to the committee members coming in to see the museum. 9. Valleyfest- $150,000 to Market and advertise throughout the Inland NW Region. Valleyfest Executive Director Ms. Peggy Doering, and Board Member Ms. Stephanie Hughes, thanked the committee for their support; said Valleyfest is funded through sponsorships, auctions, and grants like this; LTAC Minutes October 18, 2018 Page 3 of 6 that they are seeking funds to do marketing and advertising to a 500 -mile radius, to include the west side of the state and elsewhere; said last year their $18,000 grant was used to market events through social media; said they support the goals of Spokane Valley as stated in the application as well as Spokane Valley's Comprehensive Plan that states the City supports the arts, community events and relevant facilities; said they continue their growth and are part of the cultural identity of Spokane Valley; said over 10,000 people attend the parade and over 35,000 were at the event at CenterPlace including the events at Plantes Ferry Park; said the event included multiple booths and activities, and is free and open to the public and has a positive impact on our region. Ms. Hughes mentioned a new event this year was partnering with LiteFeet to bring a country swing dance competition; said they brought back the boat/bike/run triathlon; and she added that she and Ms. Doering are volunteers and they do this because of the love of the valley; adding that it can't be done without sponsors, and she mentioned several of the large, medium, and small sponsors. Mr. Cameron asked about tracking room nights this year and Ms. Doering said those nurnbers in the materials reflect 2017 numbers and the 2018 numbers are not completely compiled. Mr. Cameron also remarked that all the hotels are sensitive to and aware of the need to track room nights, and others have asked him to address this as they really don't see hotel nights for this festival, and Ms. Heinselman added that her hotel does not get any draw for Valleyfest. Ms. Doering said they conducted an exit survey in order to get some data; said she also placed Valleyfest information with the hotels; said people don't always include all purposes of their visit as some come under corporate accounts. Mr. Cameron said Valleyfest is ideal for the community but not for tourism; and the dates could be a problem since many people are just corning back from summer trips and schools are just starting. Chair Wood said that tourism is very important but hotel nights are not the only thing he looks at; said we want to develop local events as they feed the local economy, and said Council supports those things as well; said this is a fantastic function, is well run, that his family attends several days each year, and the event warrants some support. Ms. Heinselman asked if Ms. Doering has applied elsewhere for grants and Ms. Doering said they have applied through the Washington State Arts Commission, and the Economic Development Department of the City; said that grants for marketing are more difficult to achieve but they usually get perhaps $40,000 a year, which includes this and the City, and which she said is included in the budget line items in the material. 10. Valleyfest Cycle Celebration - $25,000 for Marketing Spokane Valley as a destination to cyclists Ms. Doering went over the project summary and history of the event, and in responding to comments about generated room nights, said in 2017 they had about 25-30 hotel nights from out of the area; said they advertised in a state-wide publication, and the goal is to attract a regional audience to stay the weekend of the event; and with the help of local bike shops, advertising will be distributed through the bike trade shows and the bike swap, as well as local advertising. Chair Wood asked about the competition in the race and Ms. Doering explained that this is a ride, and not a race; they try to make it like a big party, with beer and pizza afterwards. Mr. Repetti said maybe she could link this event with Crave's event and that it would be nice to see it partner with other events; that he imagines it would be challenging for people to travel just for a bike ride. Ms. Doering said they also give their information to Silverwood as people travel on the 190, and she places flyers with other events as well. 11. Visit Spokane - $200,000 Tourism Marketing Program for the City of Spokane Valley. Visit Spokane Interim President and CEO Mr. T.J. Hake, Director of Sales Ms. Ruth Fitzgerald, and Director of Marketing Mr. Jamie Rand went over their projects and promotions which included among others, new City of Spokane Valley brochure and map, and new video; said they are a regional organization and they market the entire county; said the funds they seek are specific to Spokane Valley and most if not all align with the strategies developed by CAI (Community Attributes, Inc.) and which are incorporated in Spokane Valley's Comprehensive Plan. Mr. Hake said they support Crave, Valleyfest, and many other events and they send people to hotels, which has resulted in over 90,000 room nights for approximately 40 groups, which also generated over $43 million in shopping, retail, restaurants, golf, etc.; he said that LTAC Minutes October 18, 2018 Pagc 4 of 6 although Spokane Valley doesn't have a golf course, golfers like to stay in Spokane Valley because it is a central location to many courses here and in Idaho. Mr. Rand went over a list of "What's New in 2018" and mentioned the Liberty Lake map included in the packet materials. After some brief discussion about room generations, Mr. Repetti disclosed that he is a Visit Spokane Board Member, but that he does not see that as a conflict; and he asked why are these other organizations seeking funding when Visit Spokane is supposed to be the organization that does that. Mr. Hake explained that each organization needs a marketing plan, and that Visit Spokane partners with them and will continue to do so. At 11:30 a.m., Ms. Taylor asked each committee member to complete their allocation form, to place their name on the form, that the figures should add up to $350,000; and once complete, to hand those back to her; and she asked that there please be no discussion until the meeting is reconvened. Chair Wood called for a ten-minute break. The meeting reconvened at 11:41 a.m. at which time Mr. Cameron made a last minute change in his recommended allocation. Ms. Taylor said she will enter the figures on the spreadsheet, and committee members may make changes if they desire. Each committee member then gave a brief explanation of their allocations. Mr. Cameron explained that in light of the presentation regarding Spokane County parks allocation, that he wanted to preface his comment that because they indicated the funds would barely cover the topography, map and some of the other pieces, said if they aren't going to be in a position to actually have funding from another source to make up the difference; said he feels we can meet at the pleasure of the Council as often as they feel it warranted for distribution of funds, that it doesn't have to be just once a year; he said he has served on three or four tax advisory committees and Mason County and others have met based on need; said he's wondering if it wouldn't be appropriate, and said he thinks he'd like to move; at which point City Clerk Bainbridge politely interrupted with a question for City Attorney Driskell. She explained that it is her understanding that since this committee does not have a regular meeting schedule, when it meets it is considered a special meeting, and it was noted as such; and because it's a special meeting and there's no motion on the agenda, is it permissible to make such a motion. City Attorney Driskell said that for a motion of that nature which is completely different from anything advertised, that he would be concerned that such motion would be beyond the scope of what was advertised; but if this committee wanted to consider that in the future, or Council wanted to consider that in the future, that could be a topic of discussion; and that the motion earlier in the meeting related to the allocations, but this would be a separate issue, about coming up with an alternative schedule, and that this should be a discussion for another day, with proper notice. Mr. Cameron said he would make his recommendation to the Council as it would probably be more appropriate that it come from the Council; and said he would recommend to the Council, and hopefully the other committee members would agree, that if its determined with further study that $35,000 will be given to Spokane County Parks but they can't move the project forward without additional funding, said he would hate to see the City of Spokane Valley's $35,000 just sitting there until other funds are available, so if this isn't going to move forward in a relatively speedy fashion, then he'd recommend that the Council consider a motion to withhold the $35,000 and put it back in the bank, if they can't give us some assurance that they can get some additional funding. Ms. Taylor said if Spokane County were to indicate they can't use just $35,000 as they have no additional money to complete the project, assuming that is the final award the Council would determine, that once awards are finalized, staff goes through with the applicants and get signed contracts, and all the funds that are disbursed are done so on a reimbursement basis; if they didn't spend it, we would never give it to them. Mr. Cameron said his concern is that they could spend the $35,000, but it wouldn't get what they indicated they needed so it wouldn't complete the request or the mission. Ms. Taylor said if they were to say that, and she mentioned we have had applicants in the past turn down contracts after the awards have been made, for the reason that they couldn't complete the scope of the LTAC Minutes October 18, 2018 Page 5 of 6 project as noted in their application, and they declined the contract and the money stayed in our fund which then goes into those reserve fund balances that would be considered for allocation in the next award cycle. It was then moved by Lee Cameron and seconded to accept the funding averages as shown in the amounts recommended column. Mr. Repetti said he shares Mr. Cameron's concern on Spokane County Parks, said this committee is allocating funds that he would strongly suggest need to be matched to get to the required amount, by other public entities; said he doesn't think it is inappropriate for this committee to have that conversation with Council, and acknowledged that he doesn't know how that would work legally, but said no one on this committee is comfortable with just throwing that $35,000 to getting something half way; said he is strongly in favor of moving forward on the design, he just wants others to be part of the funding source; and said he wants to make sure that Council is well aware of his, and perhaps Mr. Cameron's preference that the $35,000 doesn't just get expended; that it's not an issue of the Parks Commission not accepting the contract, but part of the contract needs to be that they have attained enough funding to get to the point where they described in their submission; and said he is unsure how to vote on this without that caveat on the money amount. City Attorney Driskell said that is something that would be communicated from staff to Council; and perhaps given this commitment by the LTAC, that Spokane County would look at that and recognize that if Spokane Valley is making an investment, they can come up with the rest of the money, which he said is of course, unknown at this point, and hopefully we will get more clarity on that and hopefully that will be part of the consideration of Spokane County as to whether they accept. Ms. Taylor also noted that the minutes from this meeting will be provided to Council when she gives her presentation to them on this recap of allocations. Chair Wood asked for clarification, that if Spokane County can't come up with the rest of the funds, then would that $35,000 come back to this committee; and Ms. Taylor said unless we have another award cycle where we open the process again to applicants, those funds would go back to the fund balance for next year's award process. Vote by a show of hands on the motion to accept the funding averages as shown in the amounts recommended column: In favor: Unanimous. Opposed: None. Motion carried. [Those amounts recommended include: (1) The Hub $52,000; (2) JAKT-Crave $21,500; (3) JAKT Farmers Market $7,000; (4) JAKT Oktoberfest $5,000; (5) Spokane County Fair & Expo Center $55,000; (6) Spokane County Parks, Rec & Golf $35,000; (7) Spokane Sports Commission $108,000; (8) Spokane Valley Heritage Museum $5,500; (9) Valleyfest $12,000; (10) Valleyfest Cycle Celebration $1,000; and (11) Visit Spokane $48,000. Grand Total: $350,000] It was moved by Mr. Repetti, seconded and unanimously agreed to adjourn. The meeting adjourned at 12:14 p.m. Respectfully submitted, Chris Bainbridge, City Clerk LTAC Minutes October 18, 2018 Page 6 of 6 CITY OF SPOKANE VALLEY, WA Hotel/Mote[ Tax Receipts through - August Actual for the years 2009 through 2018 January February March April May June July August Total Collections P: 1FinanceTinance Activity Reports\Tax Revenue\Lodging Tax120181105 hotel motel tax 2018.xlsx 2009 1 2010 f 2011 1 2012 1 2013 1 2014 1 2015 J 2016 2017 1 2016 10/8/2018 2018 to 2017 Difference % 23,280 22,707 22,212 21,442 24,185 25,425 27,092 31,887 27,210 28,752 1,542 5.67% 23,284 23,417 22,792 21,549 25,975 26,014 27,111 27,773 26,795 28;876 2,083 7.77% 25,272 24,232 24,611 25,655 27,739 29,384 32,998 34,330 31,601 31,906 305 0.97% 36,254 39,463 38,230 52,130 40,979 48,246 50,455 52,551 52,242 57,664 5,422 10.35% 32,589 34,683 33,791 37,476 40,560 41,123 44,283 50,230 50,112 51,777 1,665 3.32% 40,415 39,935 41,403 43,971 47,650 52,618 56,975 55,060 60,637 62,048 1,411 2.33% 43,950 47,385 49,312 52,819 56,157 61,514 61,809 55,007 69,337 71,865 2,528 3.65% 50,147 54,923 57,452 57,229 63,615 70,384 72,697 73,700 76,972 79,368 2,396 3.11% 275,190 286,747 289,804 312,273 327,262 354,707 373,420 390,538 394,906 412,258 17,352 4.39% September 50,818 59,419 58,908 64,299 70,794 76,100 74,051 70,305 80,173 0 October 36784 41,272 39,026 43,699 43,836 45,604 49,883 55,660 56,531 0 November 34,055 34,330 37,339 39,301 42,542 39,600 42,376 46,393 47,090 0 December 27,131 25,777 32,523 30,432 34,238 33,256 41,510 33,478 37,180 0 Total Collections 423,978 448,545 457,603 490,004 518,672 549,267 581,237 596,374 615,980 412,256 Budget Estimate 512,000 380,000 480,000 430,000 490,000 530,000 550,000 580,000 580,000 580,000 Actual over (under) budg (88,022) 68,545 (22,397) 60,004 28,672 19,267 31,237 16,374 35,980 (167,742) Total actual collections as a % of total budget 82.81% 118.04% 95.33% 113.95% 105.8519 103.64% 105.68%° 102.82% 106.20% nla change in annual total collected (9.23%) 5.79% 2.02% 7.08% 5.85% 5.90% 5.82% 2.60% 3.29% n/a % of budget collected through August 53.75% 75.46% 60.38% 72.62% 66.79% 66.93% 67.89% 67.33% 68.09% 71.08% % of actual total collected through August 64.91% 63.93% 63.33% 63.73% 63.10% 64.56% 64.25% 65.49% 64.11% n!a Chart Reflecting History of Collections through the Month of August August 450,000 400,000 a August 350,000 300,000 ■duly ■ June 250,00{) • May 200,300MI ® ■April 000 ®Ell a March • February 100,000 150,000 = - aJanuary 0 2009 2310 2011 2012 2013 2014 , 2015 2015 2017 2018 Page 21 P:\Finance\2019 Budget\Budget Worksheets\105 Rev and exp.xlsx CITY OF SPOKANE VALLEY, WA 2018 Budget Amendment and 2019 Budget Fund #105 - Hotel/Motel Tax Fund - Actuals for 2014 through 2017 - 2018 and 2019 Budgets Revenues Hotel/Motel Tax Investment Interest Subtotal revenues Actual 2014 1 2015 2016 2017 2018 As Adopted As Amended 10/9/2018 2019 Budget 549,268 581,237 596,373 615,980 580,000 580,000 600.000 299 484 1,275 3,549 1,000 1,000 2,000 549,567 581,721 597,648 619,529 581,000 581,000 602,000 Expenditures Transfers out - #001 CenterPlace 30,000 30,000 30,000 15,778 30,000 30,000 30,000 Transfers out - #104 0 0 0 250,000 0 250,000 0 Transfers out - #309 Parks Capital 0 68,000 58,388 0 0 0 0 Tourism Promotion 546,545 484,968 498,172 351,674 572,000 - 322,000 625,000 Subtotal expenditures Revenues over (under) expenditures Beginning fund balance Ending fund balance 576,545 582,968 586,560 617,452 602,000 602,000 655,000 (26,978) (1,247) 11,088 2,077 (21,000) (21,000) (53,000) 236,927 209,949 208,702 219,790 221,867 - 221,867 200,867 209,949- 208,702> 219,790-1-221,867/ ` 200,867 200,867/ 147,867 2018 Awards by Agency 1 HUB Sports Center Spokane County Fair & Expo - marketing Oktoberfest Crave NW Spokane Regional Sports Commission Spokane Valley Heritage Museum Valleyfest - marketing Valleyfest - Cycle Celebration Visit Spokane 48,400 50,000 10,000 30,000 80,000 13.000 18,600 2,000 70,000 --► 322,000 for LTAC P:\Finance\2019 Budget\Budget Worksheets\Lodging Tax\Lodging Tax Award History 03-18.xlsx CITY OF SPOKANE VALLEY, WA Lodging Tax Application I Award History For the years 2003 through 2018 AGENCIES 2003 2004 2005 2005 2007 Application J Award ApplicationI Award Application 1 Award Application 1 Award 07 Apply 07 Award Sprg 07 AppbSorg 07 Awe) Armed Forces & Aerospace Museum 3,327 0 2,531 0 0 0 0 0 0 0 0 0 Burke Marketing 0 0 0 0 0 0 0 0 0 0 147,500 0 CenterPlaee- marketing 0 0 0 40,000 0 0 0 40,000 0 40,000 0 0 CenterPlaoe - marketing to regional meeting planners 0 0 0 0 0 0 D 0 0 0 0 0 City of Spokane Valley - Volleyball courts 0 0 0 0 0 0 0 0 0 0 0 0 City of Spokane Valley - Directed Marketing 0 0 0 0 0 0 0 0 0 0 0 0 City of Spokane Valley - Tourism Study 0 0 0 0 0 0 0 0 0 0 0 0 Chamber of Commerce 0 0 0 0 15,440 0 15,440 5,000 50,000 50,000 50,000 50,000 Crave NW 0 0 0 0 0 0 0 0 0 0 0 0 Evergreen Regional Volleybatt Court Expansion 0 0 0 0 0 0 0 0 0 0 0 0 Fair & Expo Marketing 58,376 17,500 35,000 25,000 21,000 16,000 0 0 20,000 20,000 0 0 Fairgrounds 0 0 21,003 15,000 0 0 0 0 0 0 o a Family Guide 0 0 0 0 0 0 0 0 0 0 0 0 Friends of Centennial Trail 23,480 0 2,000 2,000 0 0 9,000 0 0 0 0 0 HUB Sports Center 0 0 0 0 0 0 0 0 0 0 0 0 Inland Dance Association 0 0 0 0 0 0 2,535 0 0 0 2,535 D Inland NW Sr. Wellness Conference 12,500 0 0 0 0 0 0 0 0 0 0 0 Latah Creek Wine Cellars 20,000 0 0 0 0 0 0 0 0 0 0 3 Liberty Lake Rotary Club 0 0 0 0 0 0 0 0 0 0 0 0 Plantes Ferry Park 0 0 71,842 20,000 0 0 23,676 0 30,000 0 0 0 Six Bridges Arts Association 0 0 0 0 0 0 0 0 15,000 12,500 0 0 Splash -Down Family Waterpark 230,000 0 0 0 0 0 0 0 0 0 0 0 Spo Con 0 D 0 0 0 0 0 0 0 0 0 3 Spokane Arts Commission 15,000 0 0 0 0 0 0 0 0 0 D 0 Spokane County Fair & Expo Center 0 0 0 0 0 0 0 0 0 0 0 0 Spokane County Fair & Expo Center- Winter Glow Spa 0 0 0 0 0 0 0 0 0 D 0 0 Spokane Horse Breeders of Inland NW 5,830 0 0 0 0 0 0 0 0 0 0 0 Spokane Oktoberfest 0 0 0 0 0 0 0 0 0 0 0 0 Spokane Polo Club 30,100 0 0 0 0 0 0 0 0 0 0 0 Spokane Regieaa$ Sports Commission 120,000 52,200 150,000 100,000 100,000 75,000 100,000 84,000 100,000 100,000 0 0 Spokane River Forum 0 0 0 0 0 0 0 0 D 0 0 0 Spokane Symphony 20,000 0 20,000 0 0 0 0 0 0 0 0 0 Spokane Valley Heritage Museum 40,000 1,000 0 0 22,100 10,000 49,104 5,000 27450 10,000 0 0 Spokane Valley Soccer Club 0 0 0 0 0 0 0 0 0 0 0 0 Spokane Winery Association 3,285 0 8,250 2,000 0 0 D 0 0 0 7,500 7,500 Sports USA Sports Complex 103,000 0 0 0 0 0 0 0 0 0 0 0 SV Junior Soccer Association 96,642 24,800 71,842 0 0 0 4,000 4,000 0 0 17,000 30,300 U.S. Figure Skating 0 0 0 0 0 0 0 0 0 0 0 0 Valleyfest 19,724 2,800 49,700 0 27,200 15,000 25,900 15,000 30,000 25,000 5,000 5,000 Valleyfest (additional for Spring 07 (for float) 0 0 0 0 0 0 0 0 0 0 6,000 D Valleyfest - Cycle Celebration 0 0 0 0 3 0 0 0 0 0 0 0 Visit Spokane (Spokano Visitor Convention Bureau) 200,000 83,700 250,000 150,000 200,000 136,000 200,000 165,000 175,000 175,000 78,000 78,000 WabMaker 39,000 0 0 0 0 0 0 0 0 0 0 0 YMCA 59,000 18,000 12,000 6,000 12,000 6,000 17,000 7,000 D 0 0 0 YMCA Skateboard Park 0 18,000 0 0 0 0 0 0 0 0 0 0 Transfer out to Fund 4104 0 0 D 0 0 0 0 0 0 0 0 0 Total 1,090,264 218,000 694,155 350,000 397,740 260,000 448,855 325,000 447,450 432,500 313,535 170,800 Page 1 of 4 P:\Finance\2019 Budget \Budget Worksheets\Lodging Tax\Lodging Tax Award History 03-18.xtsx CITY OF SPOKANE VALLEY, WA Lodging Tax Application ! Award History For the years 2003 through 2018 AGENCIES 2008 2009 2010 2011 2012 Application 1 Award Application 1 Award Application I Award Application 1 Award Rnd 1 App j Rnd 1 Awrd Rnd 2 App 1 Rnd 2 Awrd Armed Forces & Aerospace Museum 0 0 0 0 0 0 0 0 0 0 0 0 Burke Marketing 0 0 0 0 0 0 0 0 0 0 0 0 CenterPlace-marketing 90,000 90,000 0 90,000 0 37,500 0 0 0 30,000 0 0 CenterPlace - marketing to regional meeting planners 0 0 0 0 0 D 0 0 0 0 0 0 City of Spokane Valley - Volleyball courts 0 0 0 0 0 0 D 0 0 0 0 0 City of Spokane Valley - Directed Marketing 0 0 0 0 0 0 D 0 0 0 0 0 City of Spokane Valley - Tourism Study 0 0 0 0 0 0 0 0 0 0 0 0 Chamber of Commerce 155,000 0 0 0 0 0 0 0 0 0 D 0 Crave NW 0 0 0 0 0 0 0 0 0 0 0 0 Evergreen Regional Volleyball Court Expansion 0 0 0 0 0 0 0 0 0 0 0 0 Fair & Expo Marketing 30,000 30,000 30,000 18,250 0 0 0 0 0 0 0 0 Fairgrounds 0 0 0 0 0 0 0 0 0 0 0 0 Family Guide 0 0 0 0 0 0 0 0 0 0 0 0 Friends of Centennial Trail 0 0 0 0 0 0 0 0 0 0 0 0 HUB Sports Center 0 0 0 D 0 0 40,000 40,000 50,000 42,60D 0 0 Inland Dance Association 0 0 D 0 0 0 0 0 0 0 0 0 Inland NW Sr. Wellness Conference 0 0 0 0 0 0 0 0 0 0 0 0 Latah Creek Wine Cellars 0 0 0 0 0 0 0 0 0 0 0 0 Liberty Lake Rotary Club 0 D 0 0 0 0 0 0 0 0 5,000 0 Plantes Ferry Park 0 D 0 0 0 0 0 0 0 0 0 0 Six Bridges Arts Association 0 0 0 0 0 0 0 0 0 0 0 0 Splash -Down Family Waterpark 0 0 0 0 0 0 0 0 0 0 0 0 Spo Con 0 0 0 0 0 0 0 0 70,131 0 0 0 Spokane Arts Commission 0 0 0 0 0 0 0 0 0 0 50,000 0 Spokane County Fair & Expo Center 0 0 0 0 0 0 0 0 0 0 30,000 25,900 Spokane County Fair & Expo Center - W nter Glow Spm 0 0 0 0 0 D 0 0 0 0 0 0 Spokane Horse Breeders of Inland NW 3 0 0 0 0 0 0 0 0 0 0 0 Spokane Cktoberfest 0 0 0 0 0 0 0 0 0 0 0 0 Spokane Polo Club 0 0 0 D 0 0 0 0 0 0 0 0 Spokane Rcgion-4Sports Commission 175,000 145,000 190,000 115,000 150,000 120,000 155,000 165,000 200,000 185,000 0 0 Spokane River Forum 0 0 0 0 0 0 0 0 0 0 0 0 Spokane Symphony 0 0 0 0 0 0 0 0 0 0 0 0 Spokane Valley Heritage Museum 0 0 30,260 3,250 11,600 5,000 5,000 5,000 5,000 3,900 5,000 1,100 Spokane Valley Soccer Club 0 0 0 0 0 0 0 0 0 0 25,000 0 Spokane Winery Association 8,300 8,300 9,000 0 0 0 0 0 0 0 0 0 Sports USA Sports Complex 0 0 0 0 0 0 0 0 0 0 0 0 SV Junior Soccer Association 0 0 0 0 0 0 0 0 0 0 0 0 U.S. Figure Skating 0 15,000 0 15,000 0 D 0 0 0 0 0 0 Valleyfest 40,000 30,000 50,000 27,500 50,030 30,000 50,000 36,000 50,000 0 50,000 30,000 Valleyfest (additional for Spring 07 (for float) 0 0 0 0 0 0 0 0 0 0 0 0 Valleyfest - Cycle Celebration 0 0 0 0 0 0 0 0 0 0 0 0 Visit Spokane (Spokane -Visitor Convention Bureau) 325,000 306,000 336,000 236,000 275,000 195,000 250,000 250,000 0 0 275,000 251,720 WebMaker 0 0 0 3 0 0 0 D 0 0 0 0 YMCA 0 0 0 0 0 0 0 0 0 0 0 0 YMCA Skateboard Park 0 0 0 0 0 0 0 0 0 0 0 0 Transfer out to Fund ##104 0 0 0 0 0 0 0 0 0 0 0 0 Total 823,300 624,300 645,260 505,000 486,600 387,500 510,000 496,000 375,131 261.500 440,000 308,720 Page 2 of P:\Finance\2019 Budget\Sudget Worksheets\LodgingTax\Lodging Tax Award History 03-16.xlsx CITY OF SPOKANE VALLEY, WA Lodging Tax Application 1 Award History For the years 2003 through 2018 AGENCIES 2013 2014 2015 2016 2017 2016 Application I Award Application 1 Award Application 1 Award Application 1 Award Application 1 Award Application 1 Award Armed Forces & Aerospace Museum 0 0 0 0 0 0 0 0 0 0 0 0 Burke Marketing 0 0 0 0 0 0 0 0 0 0 0 0 CenterPlace-marketing 0 30,000 0 30,000 0 30,000 0 30,000 0 30,000 0 30,000 CenterPlace - marketing 10 regional meeting planners 0 0 0 0 30,000 17,000 0 0 0 0 0 0 City of Spokane Valley -Volleyball courts 0 0 0 0 120,000 68,000 160,000 60,650 233,508 0 238,000 0 City of Spokane Valley - Directed Marketing 0 55,000 0 0 0 0 0 0 0 0 0 0 City of Spokane Valley -Tourism Study 0 0 0 0 0 0 85,750 80,000 0 0 0 0 Chamber of Commerce 0 0 0 0 0 0 D 0 0 0 0 0 Crave NW 0 0 0 0 0 0 0 0 0 0 50,000 30,000 Evergreen Regional Volleyball Court Expansion 0 0 7,500 7,300 0 0 0 0 0 0 0 0 Fair & Expo Marketing 0 0 0 0 0 0 0 0 0 0 0 0 Fairgrounds 0 0 0 0 0 0 0 0 0 0 0 0 Family Guide 0 0 0 0 0 0 0 0 35,000 0 0 D Friends of Centennial Trail 0 0 6,600 0 0 0 0 0 0 0 0 0 HUB Sports Center 50,000 21,100 40,000 36,000 40,000 40,000 40,000 40,000 40,000 40,000 54,000 48,400 Inland Dance Association 0 0 0 0 0 0 0 0 0 0 0 0 Inland NW Sr. Wellness Conference 0 0 0 0 0 0 0 0 0 0 0 0 Latah Creek vine Cellars 0 0 0 0 0 0 0 0 0 0 0 0 Liberty Lake Rotary Club 0 0 5,000 0 0 0 0 0 0 0 D 0 Plantes Ferry Park 0 0 0 0 0 0 0 0 0 0 0 0 Six Bridges Arts Association 0 0 0 0 0 0 0 0 0 D 0 0 Splash -Down Family Waterpark 0 0 0 0 0 0 0 0 0 0 0 0 Soo Can 0 0 0 0 0 0 0 0 0 0 0 0 Spokane Arts Commission 0 0 0 0 0 0 0 0 0 0 0 0 Spokane County Fair & Expo Center 30,000 27,800 50,000 39,600 44,000 44,000 100,000 45,000 60,000 47,000 60,000 50,000 Spokane County Fair & Expo Center- Winter Glow Spa 0 0 0 0 0 0 0 0 20,000 2,170 0 0 Spokane Horse Breeders of Inland NW 0 0 0 0 0 0 0 0 0 0 0 0 Spokane Oktoberfest 0 0 0 0 0 0 D 0 0 0 20,000 10,000 Spokane Polo Club 0 0 0 0 0 0 0 0 0 0 0 0 Spokane Regia9a1Sports Commission 200,000 150,200 200,000 183,800 200,000 120,000 200,000 121,800 200,000 115,600 200,000 50,000 Spokane River Forum 0 0 0 0 1,000 1,000 0 0 0 0 0 0 Spokane Symphony 0 0 0 0 0 0 0 0 0 0 0 0 Spokane Valley Heritage Museum 12,000 6,400 20,000 13,100 28,209 18,400 35,800 17,200 27,500 9,500 25,000 13,000 Spokane Valley Soccer Club 0 0 0 0 0 0 0 0 0 0 0 0 Spokane Winery Association 0 0 0 0 0 0 0 0 0 0 0 0 Sports USA Sports Complex 0 0 D 0 0 0 0 0 0 0 0 0 SV Junior Soccer Association 0 0 0 0 0 0 0 0 0 0 0 0 U.S. Figure Skating 0 0 0 0 0 0 0 0 0 0 0 0 Valleyfest 50,000 35,200 50,000 20,000 64,000 31,600 60,000 28,900 150,000 31,600 150,000 18,600 Valleyfest (additional for Spring 07 (for float) 0 0 0 0 0 0 0 0 0 0 0 0 Vaileyfest- CycleCelebration 0 0 0 0 0 0 10,000 3,000 25,000 5,000 25,000 2,000 Visit Spokane Vicitor Convontion BIAC000 350,000 184,800 280,000 247,000 328,430 230,000 253,777 163,650 282,830 103,130 282,830 70,000 (Spokane WebMaker 0 0 0 0 0 0 0 0 0 0 0 0 YMCA 0 0 0 0 0 0 0 0 0 0 0 0 YMCA Skateboard Park 0 0 0 0 0 0 D 0 0 0 0 0 Transfer out to Fund #104 0 0 0 0 0 0 0 0 0 250,000 0 250,000 Total 692,000 510,500 659,100 577,000 855,639 600,000 946,327 590,000 1,073,838 634,000 1,104,830 502.00D Page 3 of 4 CITY OF SPOKANE VALLEY, WA Lodging Tax Application / Award History For the years 2003 through 2018 P:\Finance\2019 Budget\Budget Worksheets \ Lodging Tax\ Lodging Tax Award History 03-18.xlsx 5/18/2018 Page 4 of 4 Total AGENCIES Application 11 Award Armed Forces & Aerospace Museum 5,858 0 Bunce Marketing 147,500 0 CenterPlace - marketing 90,000 547,500 CenterPlace- markettingto regional meeting planners 30,000 17,000 City of Spokane Valley- Volleyball courts 751,508 128,650 City of Spokane Valley - Directed Marketing 0 55,000 City of Spokane Valley -Tourism Study 66,750 80,000 Chamber of Commerce 285,880 105,000 Crave NW 50,000 30,000 Evergreen Regional Volleyball Court Expansion 7,500 7,300 Fair & Expo Marketing 194,376 128,750 Fairgrounds 21,000 15,000 Family Guide 35,000 0 Friends of Centennial Trail 41,080 2,000 HUB Sports Center 354,000 308,100 Inland Dance Association 5,070 0 Inland NW Sr. Wellness Conference 12,500 0 Latah Creek Wine Cellars 20,000 0 Liberty Lake Rotary Club 10,000 0 Plantes Ferry Park 125,718 20,000 Six Bridges Arts Association 15,000 12,500 Splash -Down Family Waterpark 230,000 0 Spo Con 70,131 0 Spokane Arts Commission 65,000 0 Spokane County Fair & Expo Center 374,000 279,500 Spokane County Fair & Expo Center - Winter Glow Spe 20,000 2,170 Spokane Horse Breeders of Inland NW 5,830 0 Spokane Oktoberfest 20,000 10,000 Spokane Polo Club 30,100 0 Spokane Regional Sports Commission 2,650,000 1,912,400 Spokane River Forum 1,000 1,000 Spokane Symphony 40,000 0 Spokane Valley Heritage Museum 344,023 121,850 Spokane Valley Soccer Club 25,000 0 Spokane Winery Association 36,335 17,800 Sports USA Sports Complex 103.000 0 SV Junior Soccer Association 189,484 59,100 U.S. Figure Skating 0 30,000 Valleyfest 971,524 382,200 Valleyfest (additional for Spring 07 (for float) 6,000 0 Valleyfest - Cycle Celebration 60,000 10,000 Visitor Convention Suroou) 4,341,867 3,025,000 Visit Spokane (Spokane WebMaker 39,000 0 YMCA 91,000 37,000 YMCA Skateboard Park 0 18,000 Transfer out to Fund #104 0 500,000 Total 12.002,034 7,862,820 Page 4 of 4 1 CITY OF SPOKANE VALLEY APPLICATION FOR LODGING TAX FUND MONIES INSTRUCTIONS: All sections must be answered in their entirety for this application to be considered complete. Additional pages that are attached to the application must be labeled with the section number and section title. L PROJECT APPLICATION DEADLINE: October 5, 2018, before 4:00 p.m. Project Title: HUB Sports Center 2019 Events Type of Project: General Support for 2019 Tourism related Events Will there be an admission charge for this activity? Yes No If so, how much? Applicant: Spokane Valley HUB Phone: 509-927-0602 E-mail: philhubsportscenter.org Address: 19619 E. Cataldo Ave. City: Liberty Lake State: WA Zip: 99016 Applicants are: Non-profit XX Public/Municipal Agency Must be a non-profit 501(c)(3) or 501(c)(6) or a public agency to be considered for funding, Contact Person (if different than applicant): Phil Champlin Phone: 509-927-0602 E-mail philtra hubsportscenter.orq Address PO Box 604 City Greenacres State WA Zip 99016 Amount requested: $55,100 Applicant's match: $52,000 Total project budget: $574,000 Is this a new or continuing activity? continuing City of Spokane Valley Request for 2019 Grant II. HISTORY Briefly describe your organization/business. What is its primary function and mission statement? The HUB Sports Center is a 501(c)3 non-profit organization designed to provide the community with an outstanding sports and multi-purpose facility. Our mission is to join the communities of faith, sports, education, business and government to positively impact our youth and region through events and programs that enhance life skills. The HUB Sports Center has operated this facility since the latter part of 2007. The facility is 66K sq. ft and includes 5 basketball courts, 3 dance studios, lobby/concessions area and office space. The court space is used for basketball, volleyball, soccer, and pickleball, among other things. The studios are used for aerobics, fitness training dancing, martial arts and meeting rooms. The HUB Sports Center affords many groups the opportunity to host major events and tournaments in the Spokane Valley /Liberty Lake community. There is not another facility in the area that has the flexible space and capacity. For 2018 the HUB Sports Center will generate over $6M in economic impact from events with out-of-town travelers. There is additional revenue generated ftom local weekly and weekend events hosted by the HUB Sports Center throughout the year. Without the HUB Sports Center, these youth organizations would either reduce opportunities for kids to participate or attempt to move to locations farther away from Spokane Valley. This would result in a reduction of activities for our youth and/or a necessity to spend more time away from home traveling to games and practices. III. PROJECT SUMMARY 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. The HUB Sports Center is requesting $55,100. These funds would be used towards recruiting events to the facility, marketing of these events and operations. The events range from national sports tournaments drawing participants from across the country and Canada to local youth sporting events drawing participants from the greater Spokane and Coeur d'Alene area and Inland Northwest Region. These funds will assist us in keeping the HUB Sports Center available to host events that bring a significant economic impact to the community. Some of these major events are organized and promoted through other non-profit sports organizations. Other events are sponsored and promoted by the HUB Sports Center. For 2018 the HUB Sports Center hosted 6 first-time events which generated overnight stays at our local hotels. Our plan is to continue to develop, cultivate and grow these events to recurring annual events. A portion of these Ands will be used toward a media campaign aimed at raising the awareness of the facility and attracting new users to bring their events and activities here. By the end of 2018 we will have hosted 50 events over 73 days which generate overnight stays. For 2019, we project an increase over our 2018 numbers. Using the formula provided by the Spokane Regional Sports Commission, the HUB Sports Center 2018 events will generate over $6 million in economic impact from people traveling from outside the greater Spokane area. City of Spokane Valley Request for 2019 Grant IV. 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? e. 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? 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 "IV. Scope ©f Work." We will actively pursue organizations and groups to bring their events to our facility. Our strategy is to attract and retain organizations, primarily focused on youth, that will utilize this outstanding facility for their events. Most of these groups have existing recurring events, which are already successful, but need room to expand. In addition, we program HUB sponsored events that complement our existing outside user group base and look to fill in gaps in our scheduling and meet activity demands. These funds would be utilized to market and promote the HUB sponsored events as well as to maintain a clean and professional facility. We make a positive impression with our organizations and their event participants which encourages them to return year after year. The community benefits from both the "overnight" as well as the "daytrip" traveler to these events. The events provide the area on opportunity to showcase all this community has to offer to families from other areas of the city, state and country. The overnight traveler provides the largest economic impact, but the daytrip traveler will also spend money on retail, gas and food locally. This project is a yearlong commitment to continue to bring more people to the area through the events and activities we attract, retain and host. This is not a seasonal activity as we are conducting activities throughout the year. All of the activities will be indoors so we won't likely be affected by weather. Its success will be measured against our overall attendance from 2018 and growing by 2%. We will also measure the number of teams attending our HUB sponsored leagues and tournaments and growing that segment by 10%. (101 teams in 2017 and 98 teams year-to-date in 2018 with 1 event to go.) The HUB Sports Center has been operating since the fall of 2007. In the fall of 2009 we began pursuing events and activities year-round We have successfully transitioned to a year-round facility and continue to attract new events and activities each month. We tracked approximately 100, 000 people attending our events and activities for 2010 and are projecting 176,630 for 2018. Attachment: Events Schedule 2019 City of Spokane Valley Request for 2019 Grant V. IMPACT ON TOURISM "Tourism," as defined in RCW 67.28.080(5), means economic activity resulting from tourists, which may include sales of overnight lodging, meals, tours, gifts, or souvenirs. A practical measure of tourism is the number of visitors that are attracted to the area. Provide an estimated or `projected" number of visitors who are expected to be attracted by the proposal in the following categories: Projected (expected to participate) Total Overall Attendance Attendees who traveled 50 miles or more to attend Total Of total, attendees who traveled from another state or country Attendees who stayed overnight Paid Accommodations Unpaid Accommodations 180,163 59,454 26,933 20,809 10,107 Paid Lodging Nights* *one lodging night = one or more persons occupying one room for one night 5,202 Provide a description of the methods used in making the above estimations as well as a description of the methods that will be used to determine actual attendance and distinguish among the visitor categories (methods include a head count, car count, survey, or other with explanation). Attachments to this section should be labeled "V. Impact on Tourism." The HUB Sports Center works closely with our tournament/event directors as well as local hoteliers to gather information on participants and spectators in attendance. Using this information, we have estimated the counts for the above section. We will continue to utilize our partnerships to help track this information. Please note the attached document which accounts for some tracking of where teams are coming from by tournaments. Attachment: 2018.Tracking Information VI. SPOKANE VALLEY CITY COUNCIL GOALS AND PRIORTITIES THAT SHOULD BE ADDRESSED IN APPLICATION The Spokane Valley City Council will make the final award of lodging tax revenues to candidates based upon the recommendations of the LTAC. The City Council has established goals and priorities for using lodging tax revenues to benefit tourism within Spokane Valley. In addition to the evaluation criteria outlined in the other sections of this application, the SVLTAC desires to understand how the applicant's proposal and project would meet the City Council goals and priorities. Please explain how the proposal meets City Council goals and priorities, listed below. Attachments to this section should be labeled "VI. Consideration of City Council Goals and Priorities" City of Spokane Valley Request for 2019 Grant Council Goals and Priorities for Use of the Initial 21/4 Lodging Tax In August 2013 Council for the first time adopted goals and priorities that it encouraged the LTAC to consider when making award recommendations. Based upon subsequent discussions between Council and Staff in the years of 2014 through 2018, these have evolved as follows: 1. Council desires to direct awards toward funding new and innovative projects, activities, events or festivals that will distinguish Spokane Valley as a tourism destination and result in increases to Spokane Valley tourism. As part of this goal, Council will use lodging taxes for the purposes allowed in State law, which include: a. Tourism marketing b. The marketing and operations of special events and festivals c. The operation and capital expenditures of tourism related facilities owned or operated by a municipality or public facility district d. The operation (but not capital expenditures) of tourism related facilities owned or operated by non-profit organizations. 2. Council will emphasize the utilization of funds for capital expenditures to develop tourism destination facilities or venues within the City of Spokane Valley as a means of drawing additional visitors to the City (recognizing that this option is limited to facilities owned by a municipality or public facility district). Council would like to move in the direction of allocating a majority of lodging taxes toward this purpose. 3. Council recognizes that lodging nights are an important measure of a successful event or marketing program and will place higher consideration on events or programs with a demonstrable history of increasing overnight stays; however, Council will also take into consideration the economic impact of all major components of our tourism -based economy including shopping, dining and overnight visits. 4. Council will take into consideration revenues derived from lodging sources within Spokane Valley received by applicants from other municipal entities and agencies such as the Spokane County Tourism Promotion Authority and Spokane Public Facilities District. 5. An award to any particular applicant cannot be greater than the dollar amount requested in that applicant's application. 6. Council wishes to establish a future plan for the City to best utilize the 1.3% lodging tax that is accounted for in the Hotel/Motel Tax — Tourism Facilities Fund #1.04 We believe the HUB Sports Center meets the community and tourism objectives of the Spokane Valley City Council. The HUB Sports Center would utilize the grants monies in three categories listed above; Tourism Marketing, marketing and operation of special events and festivals, and the operation of tourism related facilities owned or operated by non-profit organizations. We already have 4 new events scheduled for 2019 with 2 more in process. The economic impact from events with measureable overnight stays calculated to over $6Mfor 2018 with an estimated over 5,000 room night stays. The additional impact to the Spokane Valley community from additional events which draw families from the greater Spokane and Coeur d'Alene communities is also significant. These "day trip" people spend monies on gas, dining and shopping in Spokane Valley when they travel to the HUB Sports Center for a day event. Through supporting the HUB Sports Center with these funds, we will continue to play an important role in the economic development of Spokane Valley. We continue to push for expansion of our HUB sponsored events for2019 such as: Inland NW Volleyball Showcase and Summer Slam basketball tournaments. The HUB Sports Center is "ALL -IN" when it comes to supporting the families of the Spokane Valley. City of Spokane Valley Request for 2019 Grant VIII. PROJECT BUDGET Please detail the budget for your project. In addition to completing the chart below, you must also submit your general operating budget, or fund -level budget for public agencies. PROJECT BUDGET SHEET CATEGORY GRANT AMOUNT REQUESTED MATCH* TOTAL To be filled out by Public/Municipal Agencies: 1. Municipality tourism marketing $ $ $ 2. Municipality event and festivals $ $ $ 3. Municipality facilities (operations & capital) $ $ $ To be filled out by Non -Profit Agencies: 1. Non -municipal entities promoting & advertising tourism $4,000 $2,000 $6,000 2. Non -municipal entities for marketing & operating events and festivals $14,000 $10,000 $24,000 3. Non -municipal entities for operations of tourism -related facilities owned by non-profit orgs $37,100 $45,000 $82,100 TOTALS $55,100 $57,000 $112,100 *While matching funds are not required, the amount of additional funds an organization brings to an event is a good measure of that organization's commitment to success and the broad-base support for the project. IX. ATTACHMENTS Please provide the following information as attachments. 1, Copy of state certificate of non-profit incorporation and/or copy of federal determination of 501(c)(3) or 501(c)(6) exempt status. 2. Copies of most recent approved and proposed budgets of the overall organization. For public agencies, copies of budgets should be at the fund -level. 3. 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. 4. List of members of the organization's board of directors and principal staff. 5. List co-sponsors, if any, by title and type. City of Spokane Valley Request for 2019 Grant CERTIFICATION The applicant here certifies and affirms: 1. That it will abide by all relevant local, state, and federal laws and regulations. Without limiting the foregoing, no individual shall be excluded from participation in, denied the benefit of, subjected to discrimination under, or denied employment in the administration of or in connection with this Agreement in violation of local, state, or federal law. 2. That it has read and understands the information contained in this Grant application and will comply with all provisions thereof. Certified By: (signature) 1 (print or type name) Phil Champlin Title: Executive Director Date: October 5, 2018 City of Spokane Valley Request for 2019 Grant IV. Scope of Work DATES EVENTS HUB Sports Center Events Schedule 2019 Est. January 6, 2019' Evergreen Region Volleyball - Power League 1250 January 13, 2019' Evergreen Region Volleyball Tournament 800 January 20, 2019' Evergreen Region Volleyball - Winter Warm Up 1250 January 27, 2019' Evergreen Region Volleyball - Power League 1250 February 3, 2019' Club ZZU - Zoopalooza 1000 February 8, 2019' Proving Grounds MMA Event 400 February 10, 2019' Sideout Volleyball Tournament 1200 February 16, 2019' Lilac City Roller Derby 400 February 17, 2019' Joseki Dojo - Judo Tournament 400 February 23-24, 2019 Evergreen Region Volleyball 2500 Feb 26 -Mar 1, 2019 State B Team Practices 400 March 2-3, 2019 APEX Volleyball Tournament 2500 March 8-10, 2019 Spring Shootout Native Basketball Tourament 2500 March 9, 2019' ERVA Volleyball tournament 1000 March 9, 2019' Lilac City Roller Derby 400 March 10, 2019' Evergreen Region Volleyball Tournament 18's Bid 600 March 15-17, 2019' Middle School Basketball Championships 3000 March 22-24, 2019 PNQ Volleyball 6000 March 29-31, 2019 PNQ Volleyball 6000 April 6-7, 2019 Breakthrough Basketball Camp 150 April 13-14, 2019' Inland NW Klassic Volleyball Tournament 2500 April 20, 2019' Lilac City Roller Derby 400 April 27-28, 2019 USA Volleyball Regional's 2500 May 3-4, 2019 Inland NW Volleyball Showcase 500 May 11, 2019' Proving Grounds MMA Event 400 May 10-11, 2019 May Mania Picklebafl Tournament 250 May 18-19, 2019 Phenom Basketball Camp 250 May 25-26, 2019 Phenom Basketball Camp 250 June 1, 2019' HoopFirst 3v3 Youth Basketball Tournament 250 June 8, 2019' Proving Grounds MMA Event 400 June 8-9, 2019 Multi Sport Event 500 June 22, 2019' All -State Girls' Basketball Games 1000 June 21-23, 2019 HUB Summer Slam Basketball Tournament 2000 July 12-14, 2019 HUB Summer Slam Basketball Tournament 2000 July 23-25, 2019' Breakthrough Basketball Camp 150 July 26-28, 2019' Breakthrough Basketball Camp 150 August 3, 2019' Barefoot 3v3 Soccer 250 August 7-9, 2019 Nigel Williams -Goss Basketball Camp 200 August 10-11, 2019 Pat Powers Volleyball Camp 100 September 14-15, 2019' Slamma Jamma Pickieball Tournament 250 September 28-29, 2019 Breakthrough Basketball Camp 200 October 5-6, 2019 Phenom Basketball Camp 250 October 12-13, 2019 Phenom Basketball Camp 150 October 19-20, 2019' St. Luke's Wheelchair BK Showdown 1000 October 26, 2019' Superhero v, Villain Pickieball tournament 50 October 26, 2019' CrossFit - Hunger Games 150 November 2-3, 2019' AAU Basketball - Boo Ball tournament 4000 December 1, 2019' Spike 2 Care Adult Volleyball Tournament 250 December 14-15, 2019 AAU Basketball - Santa Slammer 4000 V. Impact on Tourism In State < 50 Tracking information Out of State In State < 50 > 50 Out of State > 50 ..-ivary 7, 2018 Evergreen Region Volleyball - Power League 17 10 8 5 January 14, 2018 ERVA Winter Warm Up (12s) 6 1 3 0 January 14, 2018 Joseki Dojo Spokane Valley Judo Invitational January 21, 2018 ERVA Winter Warm Up (14s/16s) 16 3 8 4 January 28, 2018 Evergreen Region Volleyball - Power League 13 8 6 5 February 4, 2018 Club ZZU - Zoopalooza 7 4 7 13 February 10, 2018 Lilac City Roller Derby February 11, 2018 Sideout Volleyball Tournament 13 5 10 4 February 17-18, 2018 AAU Basketball - Spring Shootout 9 5 7 2 February 18, 2018 Evergreen Region Volleyball - Spike Storm (12s/18s) - 24 teams 24 2 12 6 February 19, 2018 Christian League of the Foothills Basketball Tournament 6 1 3 0 Feb 27 -Mar 2, 2018 State B Team Practices 0 0 6 0 March 3-4, 2018 APEX Volleyball Tournament 23 6 15 14 March 11, 2018 Evergreen Region Volleyball - 18s Bid 2 1 1 2 March 16-18, 2018 Middle School Basketball Championships 6 2 36 0 March 23-25, 2018 PNQ Volleyball 7 2 29 38 March 30 -April 1, 2018 PNQ Volleyball 8 3 42 39 April 7-8, 2018 Inland NW Klassic Volleyball Tournament 24 15 32 30 April 14, 2018 Lilac City Roller Derby April 21-22, 2018 USA Volleyball Regionals 20 3 13 19 April 27-29, 2018 Breakthrough Basketball Camp May 4-5, 2018 Inland NW Volleyball Showcase 9 3 9 4 May 5, 2018 Defy Wrestling May 11-12, 2018 May Mania Pickleball Tournament 20 20 10 10 May 19, 2018 Lilac City Roller Derby June 1-2, 2018 ERVA High Performance Camp June 1, 2018 Proving Grounds MMA Event June 2, 2018 June Jam 3v3 Youth Basketball Tournament 11 5 7 0 '. 23, 2018 All -State Girls' Basketball Games .,...y 6-8, 2018 HUB Summer Slam Basketball Tournament -Girls Showcase 3 0 3 1 July 10-31, 2018 HUB HS Summer Volleyball League 1 3 2 4 July 13-15, 2018 HUB Summer Slam Basketball Tournament 7 6 1 6 July 31, 2018 Warhorse Karate Belt Advancement & Exhibition July 24-26, 2018 Breakthrough Basketball Camp July 27-29, 2018 Breakthrough Basketball Camp August 4, 2018 Barefoot 3v3 Soccer 9 0 0 0 August 8-10, 2018 Nigel Williams -Goss Basketball Camp 73 13 21 12 August 11-12, 2018 Pat Powers Volleyball Camp September 22-23, 2018 Slamma Jamma Pickleball Tournament 26 25 18 15 October 6-7, 2018 Breakthrough Basketball Camp October 13-14, 2018 St. Luke's Wheelchair BK Showdown October 19, 2018 Proving Grounds MMA Event October 20, 2018 Superhero v. Villain Pickleball tournament October 21, 2018 Evergreen Region Volleyball Open House November 3-4, 2018 AAU Basketball - Boo Ball tournament December 2, 2018 Spike 2 Care - Hit it Hard Tournament December 7, 2018 Proving Grounds MMA Event December 9, 2018 Joseki Dojo Spokane Valley Judo Invitational December 15-16, 2018 AAU Basketball - Santa Slammer 32.7% In State < 50 12.6% Out of State <50 27.9% In State > 50 26.7% Out of State > 50 INTERNAL REVENUE SERVICE P. O. BOX 2508 CINCINNATI, OH 45201 Date: APR 4 7 LO Ci SPOKANE VALLEY HUB. C/O JUDI WILLIAMS PO BOX 604 GREENACRES, WA 99016-0604 Dear Applicant: DEPARTMENT OF THE TREASURY Employer Identification Number: 26-0173199 DLN: 609204007 Contact Person: JOANNA YAWNEY Contact Telephone Number: (877) 829-5500 Accounting Period Ending: December 31 Public Charity Status: 170(b) (1) (A) (vi) •Form 990 Required: Yes Effective Date of Exemption: May 15, 2007 Contribution Deductibility: Yes Addendum Applies: Yes ID# 95078 ' We are pleased•to inform you that upon review of your application for tax exempt status we have determined that you are exempt from Federal income tax under section 501(c)(3) of the Internal Revenue Code. Contributions to you are deductible under section 170 of the Code. You are also qualified to receive tax deductible bequests, devises, transfers or gifts under section 2055, 2106 or 2522 of the Code. Because this letter could help resolve any questions regarding your exempt status, you should keep it in your permanent records. Organizations exempt under as either public charities a public charity under the letter. section 501(c) (3) of the Code are further classified or private foundations. We determined that you are Code section(s) listed in the heading of this Please see enclosed Publication 4221 -PC, Compliance Guide for 501(c) (3) Public Charities, for some.helpful information about your' responsibilities as an exempt organization. Letter 947 (DO/CG) -2 - SPOKANE VALLEY HUB We have sent a copy of this letter to your representative as indicated in your power of attorney. Enclosure: Publication 4221 -PC Sincerely, Robert Choi Director, Exempt Organizations Rulings and Agreements Letter ,947 (DO/CG) Budget 2019 Income HUB SPORTS CENTER Studio/Office Rentals $8,240 Court/Facility Rentals $213,550 HUB Programs $122,600 Vending/Concessions $9,945 Donations $68,000 Sponsorship $65,000 Grants $75,000 Miscellaneous $10,000 Total Income Expenses $572,335 Facility Supplies $39,000 Equipment Purchase $5,700 Maintenance/Repairs $46,800 Advertising/Mktg $18,000 Insurance $35,000 Rent $48,000 Utilities $42,000 Taxes $58,000 Consultant / Contractors $20,000 Payroll, Taxes & Benefits $255,000 Miscellaneous $3,500 Total Expense Net into Reserve Acct $571,000 $1,335 ntixio SPORTS CENTER BOARD OF DIRECTORS MEETING Minutes August 9, 2018 — 7:30am //HUB Sports Center — Studio 3 Attendance: Rick, Amy, Wayne, Lee, Jason, Phil, Cassi, David, Charlie, Steve, and Bill. Not in attendance: Molly, Brent, Chuck, Greg, Kent G, Kent R, and Rian. 1. Opening Prayer - Wayne 2. Approval of July Meeting Minutes was motioned by Amy, seconded by Rick and approved by the board. 3. Monthly Financial Update/Approval — Cassi passed out the statement and answered questions. a. Approval of Financial Statement was motioned by Amy, seconded by Lee and approved by the board. 4. Capital Campaign Update a. 300 at $1,000 club campaign was launched about a week ago. We have had 3k views. The goal is to put together a series of videos; Phil taped one of Greg yesterday that will be posted on social media. 5. Committee Updates/Discussions a. Marketing/Promotions — Phil reported we are working on the new app and EZfacility. Hoping to launch the new app by mid-September. b. Finance/Fundraising — The investment that was approved by the board was submitted to Alliant Securities. We should receive quarterly reports on that. Cassi mentioned that she has added the new accounts to the financial statements. c. Facility — Jason reported that Simpson Engineering has revised the plans for the sewer hookup and we are waiting on approval. Jason also reported on getting new bids for the sound paneling. There are a few different options and colors/shapes to choose from. This would be for the walls only. The board was encouraged to look through the designs and pick a favorite. d. Planning/Programming — We NEED all table captains in now to start setting tables, Please start inviting guests; all of the postcards were mailed last week. 6. New Business a. Steve motioned to approve to apply for grants from Spokane Valley, Liberty -Lake and Spokane County. This was seconded by Rick and approved by the board. b. Board of Director Candidates were discussed and narrowed down to a group of 8 names. Phil will contact them to discuss their knowledge and passion for the HUB, connections with the community as well as availability. There will be a final listed presented at the next board meeting for approval. 7. Informational Items a. Summer Camps have been going great — Nigel Williams Goss and Pat Powers camps are both coming up. b. PAL was a success; McDonalds, Brothers Office Pizza and Itron were all sponsors. Next Board Meeting: September 13th, 7:30am @ HUB — ANNUAL MEETING Board of Directors Amy Mason — Board President Steve Walker — Board Vice -President Greg Repeal — Board Treasurer Charlie Wolff — Board Secretary Wayne Frost — Board Past -President Jason Bums — Board Member Lee Cameron — Board Member Staff Phil Champlin — Executive Director Cassi Atwood — Operations Director Ryan Barbieri — Program Director Molly Carolan — Board Member Rian Emmerson — Board Member David Himebaugh --Board Member Brent Huckabee -- Board Member Kent Rudeen — Board Member Chuck Stocker — Board Member Max Spalding -- Board Member Ken VanSickle — Board Member Address: 19619 E. Cata!do Ave, Liberty Lake, WA 99016 - Phone: 509-927-0602 Fax: 509-927-0622 - www.hubsportsccntei;org SPORTS CENTER Providing Events that have a Positive impact an Youth and the Community. Phil Champlin Executive Director HUE SPORTS CENTER yffM,hu b.parh aaa le r:arq: Soc r Overnight Event 7ypee Ther lc4fobrll Menial M. a..ketb.4 Yo1leyhdl 1111111111111.111.1111. :RUE CENTER Www,hutiaporl.sentetoea. 10/5/201 66,650 square feet 5 Basketball courts 3 Studios' 1-11113 SPORTS CENTER www, h u b. po rr. ce n la r. p rp,. Percentage of Travel Guests In Stole < 50 e Oat of5late c50 e In Moto n 50 Out of Stele? 50 F LIE SPORTS CENTER ub.por0Prit0.0oi, 1 HUB Events & Programs` '4�,gJ11 'Cay '� S.d jr' x� Y I ail 0{�� A , ` 1,� 4 �'M,�:� "0'1 d p,�,1'Yr,"�1 M�' ° ""lW 9, , "1.-111 ! LJ 1 �,. ow .moi " 4 �y"y i i h g' i;�tib� ,T ".-_ q �� 1 1 d �i 4i ' —' _ , F •t i"',,. 'f oli Ir Mr 1 CITY OF SPOKANE VALLEY APPLICATION FOR LODGING TAX FUND MONIES 2019 I. PROJECT APPLICATION DEADLINE: October 5, 2018, before 4:00 p.m. Project Title: Crave NW Type of Project: Three -clay food and drink celebration Will there be an admission charge for this activity? Yes If so, how much? $25+/person depending upon purchase and timing of purchase. Applicant: Tom Stebbins Phone: (509)621-0125 E-mail: tom@vision-marketing.net Address: PO Box 85 City: Newman Lake State WA Zip 99025 Applicants are: Non-profit Yes, JAKT Foundation Amount requested: $60,000 Applicant's match: $161,145 Total project budget: $221,545 Is this a new or continuing activity? Continuing 3rd year in CenterPlace Regional Event Center Spokane Valley H. HISTORY JAKT Foundation is a charitable non-profit organization. Vision: To celebrate, enrich, challenge and expand our regional appreciation of culinary, nutritional and cultural diversity. Mission: Making events focused on chefs and cultural celebration in the Intermountain Northwest, while partnering and highlighting the Spokane Valley's sense of a vibrant and healthy community. Core Values: * Highlight chefs * Partner of Spokane Valley * Catalysts for community alliances * Passion for food and cultural events * Inclusionary, everyone benefits * Culinary leadership locally, regionally & nationally III. PROJECT SUMMARY Support of Crave NW will assist infrastructure costs of conducting the event and a social media team effort that includes photography and video assets. The culinary and creative force behind CRAVE is Spokane chef and restauranteur Adam Hegsted. Chef - owner of The Wandering Table, The Gilded Unicorn, Yards Bruncheon and Eat Good Cafe in Spokane. "This has been a dream of mine for some time" states Hegsted. "We have some great things going on right now in our region, and CRAVE will help us get to the next level. Join us in making this an event the region can rally around and be proud of." CRAVE Objectives: • Provide the Spokane region with a high end multi -day culinary event. • Highlight the culinary scene in Spokane and reinforce to Chefs throughout the country that Spokane is a great destination to do business. • Drive destination travel to the Spokane region using food as a draw and to then experience the many attributes the region enjoys. • Feature local and regional food from fresh seafood, ranch -raised meats to farm -to -table produce and inventive desserts. Crave is: • A multi -day multi ticketed event under one name, Crave! o Each event ticket is all inclusive, one price and everything is hosted. • Main events are Thursday, Friday & Saturday. o 15 chefs and 15 wineries, distillers or breweries at each event, none repeating. • Chef mix is focused on James Beard nominated chefs or similar quality. • Wineries and their winemakers. o Limited in capacity to insure a quality guest experience. • Grand Tasting event is Saturday o Social and educational experiences. • Attendees have an opportunity to interact directly with chefs and exhibitors. • Seminars • Hands-on classes • Wine pairings IV. SCOPE OF WORK a. What it is you wish to do? We will continue the build of the region's largest and only three-day food and drink event with a special focus of growing motel/hotel room nights specifically in Spokane Valley who are nearest to the event. b. How and why the community will benefit? This regional event is in Spokane Valley providing a source of pride to the Spokane Valley community and a recruiting tool for Spokane Valley to talk about their large events that are part of the social fabric and diversity of the city. Further, as the Intermountain Northwest's only three-day food and drink event foodies throughout the Northwest, West Coast and nation will stay and explore all that Spokane Valley has to offer. c. What are the beginning and ending dates of your project? July 11-13, 2019 d. Is it a seasonal activity appropriate to its location? Yes, the event capitalizes on the attributes of CenterPlace' s inside and outside venue options. e. If an outdoor activity, are there any weather-related constraints? None as the event happens rain or shine and tents for shade and cover will be provided vendors. f. What measures you will apply to evaluate its success? Do hotels see incremental occupancy Crave weekend as we look to create "compression" with Spokane Valley as the center of this effort? Do guests have good things to say so word of mouth expands the reach of the event outside of the local region? V. IMPACT ON TOURISM Projected (expected to participate) Total Overall Attendance 4,000 Attendees who traveled 50 miles or more to attend Total 750 Of total, attendees who traveled from another state or country 350 Attendees who stayed overnight Paid Accommodations 430 Unpaid Accommodations 500 Paid Lodging Nights 930 Provide a description of the methods used in making the above estimations: 1. Direct Count— We will secure a count from participating lodging properties and note within our wrap up report exact totals reported. 2. Indirect Countwillnot be used. 3. Representative Survey—will not be used. 4. Informal Survey —will not be used. 5. Structured estimate — will be used and will be copy of the Spokane Public Facility District/Spokane Sports Commission formula of estimating room nights at 10% of attendance. Description of the methods that will be used to determine actual attendance 1. Gate ticket sales — actual paid attendance which is a combination of presells, walkup and packages. 2. Volunteers 3. Staff including performers VI. CONSIDERATION OF CITY COUNCIL GOALS AND PRIORITIES Council Goals and Priorities for Use of the Initial 2% Lodging Tax 1. Council desires to direct awards toward funding new and innovative projects, activities, events or festivals that will distinguish Spokane Valley as a tourism destination and result in increases to Spokane Valley tourism. As part of this goal, Council will use lodging taxes for the purposes allowed in State law, which include: a. Tourism marketing i. Crave NW will assist in tourism marketing of Spokane Valley. Further it is a Spokane Valley event the staff of Visit Spokane is fully engaged in supporting. 1. 2018 saw Visit Spokane coordinate a Seattle PR food outreach supported by local Crave chefs. b. The marketing and operations of special events and festivals i. Funds will be used in marketing and operations of Crave NW c. The operation and capital expenditures of tourism related facilities owned or operated by a municipality or public facility district. 1. Crave rents and paid over $14,000 to Spokane Valley CenterPlace for Crave. d. The operation (but not capital expenditures) of tourism related facilities owned or operated by non-profit organizations. N/A 2. Council will emphasize the utilization of funds for capital expenditures to develop tourism destination facilities or venues within the City of Spokane Valley as a means of drawing additional visitors to the City (recognizing that this option is limited to facilities owned by a municipality or public facility district). Council would like to move in the direction of allocating a majority of lodging taxes toward this purpose. N/A 3. Council recognizes that lodging nights are an important measure of a successful event or marketing program and will place higher consideration on events or programs with a demonstrable history of increasing overnight stays. Council may also take into consideration to a lesser degree the economic impact of all major components of our tourism -based economy including shopping, dining and overnight visits. a. Crave NW met this objective in 2017 & 2018 and anticipates 2019 to increase room night growth by working closely with all lodging properties and specifically being proactive with Spokane Valley specific lodging properties to create event packages to grow this regional destination event. 4. Council will take into consideration revenues derived from lodging sources within Spokane Valley received by applicants from other municipal entities and agencies such as the Spokane County Tourism Promotion Authority and Spokane Public Facilities District. City of Spokane Valley Request for 2018 Grant Page 7 of 8 a. Crave NW received an $8,000 Spokane County TPA grant in 2017 and no TPA funds were available or received in 2018. If available in 2019 we will apply to cover incremental PR and marketing costs beyond what we're requesting within this application. 5. An award to any particular applicant cannot be greater than the dollar amount requested in that applicant's application. Acknowledged 6. Council wishes to establish a future plan for the City to best utilize the 1.3% lodging tax that is accounted for in the Hotel/Motel Tax — Tourism Facilities Fund #104. We support this objective and volunteer to help create this plan if desired. VII. PROJECT BUDGET CATEGORY GRANT AMOUNT RECEIVED ENTITY MATCH TOTAL To be filled out by Non -Profit Agencies: 4. Non -municipal entities promoting and advertising tourism $ 20,000 $ 20,000 $ 40,000 5. Non -municipal entities for marketing and operating events and festivals $ 40,000 $ 141,545 $ 260,000 6. Non -municipal entities for operations of tourism -related facilities owned by non-profit organizations $ $ $ TOTALS $ 60,0}0 $ 161,545 $ 221,545 City of Spokane Valley 2019 Grant Application Grant Applicant: JAKT Foundation 2018 2019 Actual Budget Income Grand Tasting Grand Tasting Tickets 6,695.00 27,500.00 Table & Booth Fees Grand Tasting 12,975.00 16,600.00 Liquor Store 1,801.00 4,000.00 Main Events - cap is 450 Friday - Global $55 x 350 0.00 19,250.00 Saturday - Fire $55 x 350 0.00 19,250.00 Thursday - Seafood $70 x 250 0.00 17,500.00 Total Main Events 30,468.00 Sponsorship 112,304.00 117,500.00 Sponsors - VM Total lncome 164,243.00 221,600.00 Expense Advertising and Promotion Facebook 760.00 1,000.00 Inlander 1,515.00 1,500.00 SEM On line Marketing 266.00 1,500.00 Valley Current 1 LL Splash 4,000.00 4,000.00 Total Advertising Miscellaneous 6,541.00 8,000.00 Total Promotional Expense 32,895.00 27,800.00 Chefs Appearance Fees 22,681.00 15,000.00 Chef Lodging 6,317.00 7,000.00 Event Production Chef Allowance Main Events 14,000.00 12,000.00 Eat Good Group 0.00 14,350.00 Vision Marketing 0.00 25,000.00 Accounting 1,700.00 1,700.00 Entertainment 4,736.00 4,000.00 Liquor License Related 122.00 250.00 SWAG, chefs, volunteers 9,593.00 8,000.00 Insurance Expense 0.00 1,500.00 Interest on loan 1,120.00 40,000.00 Office Supplies 15,133.00 12,00000 Operations Facility Rental 1,009.00 750.00 CenterPlace 14,195.00 14, 195.00 Electrical 4,534.00 2,500.00 Health Department Requirements 3,673.00 3,000.00 Porta Potties / Fencing 1,478.00 1,500.00 Security 2,545,00 3,000.00 Tents 14,169.00 14, 000.00 Video and Stage 6,692.00 6,000.00 Total Expense 163,133.00 221,545.00 Net income VIII. ATTACHMENTS 1,110.00 55.00 1. Copy of 501 c 3 exempt status — attached. 2. Copy of most recent approved and proposed budget (above) 3. Copy of meeting minutes showing official approval of project and authorization of application of a signed resolution of the board of directors authorizing the application — attached. 4. List of members of the organization's board of directors and principal staff. a. Adam Hegsted — President b. Karen Stebbins — Vice President c. Jennifer Hegsted —Secretary d. Thomas Stebbins — Treasurer e. There is no principal staff or any paid staff. 5. List co-sponsors, if any, by title and type. — none Certification The applicant here certifies and affirms: 1. That it will abide by all relevant local, state, and federal laws and regulations. Without limiting the foregoing, no individual shall be excluded from participation in, denied the benefit of, subjected to discrimination under, or denied employment in the administration of or in connection with this Agreement in violation of ocal, sta -, or federal law. 2. That it has read and u erstands the infor . con . ned in the Grant application and will comply with all pr ns there f. Certified By: Thomas W. Stebbins Treasurer, JAKT Foundation October 4, 2018 MINUTES OF JULY 20, 2018 MEETING OF BOARD OF DIRECTORS AND OFFICERS OF JAKT FOUNDATION The Board of Directors of JAKT Foundation (the "Company") met as follows: 1. Date: July 20, 2018. 2. Time: Noon. 3. Place: Spokane, Washington. 4. Present: Adam Hegsted, Jennifer Hegsted, Thomas Stebbins, and Karen Stebbins. 5. Presiding Officer: Adam Hegsted. 6. Acting Secretary: Karen Stebbins. A. Waiver of Notice. The undersigned, by execution of these minutes, hereby waives all requirements as to formal notice of the time, place, and object of this meeting and consents to all action taken at this meeting or any adjournment thereof. B. Spokane Oktoberfest. The Presiding Officer described the upcoming Oktoberfest event in September at Spokane Valley CenterPlace. The board, upon a brief discussion, unanimously approved the event as matching JAKT Foundation objectives and to continue seeking funding moving forward. C. Crave! The Presiding Officer and board discussed the 2018 Cravel food and drink celebration. Adjustments were discussed and agreed upon for 2019. The board, upon a lengthy recap, unanimously approved continuing to fund and underwrite the event in 2019 as matching the JAKT Foundation objectives and to continue seeking funding moving forward. D. Spokane Valley Farmers Market. The Presiding Officer and board discussed establishing and supporting a Spokane Valley Farmers Market in 2019 and beyond. The board unanimously approved exploring seed funding to underwrite the event from the City of Spokane Valley Economic Grant and three or four major sponsors this fall for a final go, no go, decision on launching in 2019. E. Officers. The following officers were unanimously approved following a motion and a vote: Adam Hegsted — President Karen Stebbins — Vice President Jennifer Hegsted — Secretary Tom Stebbins — Treasurer F. Signatory. A motion was made and seconded and the following resolution was unanimously adopted: RESOLVED, that Thomas Stebbins, as Treasurer of the Company has the authority to sign all documents related to official applications related to Oktoberfest, Spokane Valley Farmers Market and Crave NW projects. Minutes — JAKT Foundation G. Directors. A motion was made and seconded and the following resolution was unanimously adopted: RESOLVED, Thomas Stebbins has the full authority to pursue a lodging grant from Spokane Valley and the Spokane County TPA to support Spokane Oktoberfest, Crave! and Spokane Valley Farmers Market. There being no further business to come before the meeting, the meeting was adjourned. Karen Stebbins, Secretary APPROy,ED: Adam Hegsted, President 11 T+ omas Stebbi s, President Minutes — JAKT Foundation INTERNAL REVENUE SERVICE P. O. BOX 2508 CINCINNATI, ON 45201 Date: SEP 11 2011 JAKT FOUNDATION C/0 THE LEVY LAW FIRM PLLC 421 W RIVERSIDE STE 381 SPOKANE, WA 99201 DEPARTMENT OF THE TREASURY Employer Identification Number: 81-5319087 DLN: 17053087331017 Contact Person: JEFFREY GAUNCE Contact Telephone Number: (877) 829-5500 Accounting Period Ending: December 31 = C ity Status: 509ia)(2) Form 990/990-EZ/990-N Required: Yes Effective Date of Exemption: February 10, 2017 Contribution Deductibility: Yes Addendum Applies: No ID# 31614 Dear Applicant: We're pleased to tell you we determined you're exempt from federal income tax under Internal Revenue Code (IRC) Section 501(c)(3). Donors can deduct contributions they make to you under IRC Section 170. You're also qualified to receiveiotax deductible,o22. This5lettterscouldtransfers resolvejfts questions on your er Section 2055, 2106, or exempt status. Please keep it for your records. Organizations exempt under IRRCvSction 501(c)(3)W) aree2further classrfiedpas either public charities or pe charity under the. IRC Section listed at the top of this letter_ If we indicated at the top of this letter that you're required to file Form 9901990 -E2/990 -N, our records show you're required to file an annual information return (Form 990 or Form 990 -EZ) or electronic notice (Form 990-N. the e -Postcard). If you don't file a required return or notice for three consecutive years, your exempt status will be automatically revoked. If we indicated at the top of this letter that an addendum applies, the enclosed addendum is an integral part of this letter. For important information about your responsibilities as a tax-exempt organization, go to www.irs.9ov/charities. Enter "4221 -PC" in the search bar to view Publication 4221 -PC, Compliance Guide for 501(c)(3) Public Charities, which describes your recordkeeping, reporting, and disclosure requirements. Letter 947 -2- JAKT FOUNDATION Sincerely, Director, Exempt Organizations Rulings and Agreements Letter 947 SPOKANE VALLEY Z0191edglag T Grant Application • •Cravvl 14901119 IA h. Spokane: met Heep1,+! er B[nnmadayl'xua•..• •'Cray.S It the bast eelInary some. In tha r.glonl' wre. • 1 nover knew thin 0.1 (Csnt.rPlec.1 caned and was .0 nicer..... CRAVEI 2G19 PLANNING JAKT FOUNDATION CRAVE! LODGING • Ml('. N0. sow MNoranlre Maas • Ho. &smhg. era•.l,a SAVE THE DATE JULY 11.14 2019 05.10.2018 CRAVEI nr,Wn sari sprna.. warywvr., • Nnareo In 20. la emir l,000 1VE BELIEVE • C'•. 11'222191Mm raer,Jina ar.Sp• nn. e • tar<ornmmmsemu., a a1,211 pa4nm \xllry rr,nr. • rpa Jdul, n3ponr Ya'Iry,1 Na rar• •n1 feed r•enLe Inv.• mg, 3 CITY OF SPOKANE VALLEY APPLICATION FOR LODGING TAX FUND MONIES 2019 I. PROJECT APPLICATION DEADLINE: October 5, 2018, before 4:00 p.m. Project Title: Spokane Valley Farmers Market Type of Project: Farmers Market Will there be an admission charge for this activity? No If so, how much? n/a Applicant: Tom Stebbins Phone: (509)621-0125 E-mail: tomPvision-marketing.net Address: PO Box 85 City: Newman Lake State WA Zip 99025 Applicants are: Non-profit Yes, JAKT Foundation Amount requested: $15,000 Applicant's match: $50,000 Total project budget: $65,000 Is this a new or continuing activity? New II. HISTORY Briefly describe your organization/business. What is its primary function and mission statement? The JAKT Foundation was founded in 2017 to support events such as Crave, Oktoberfest and now a Spokane Valley Farmers Market. Vision: To celebrate, enrich, challenge and expand our regional appreciation of culinary, nutritional and cultural diversity. Mission: Making events focused on chefs and cultural celebration in the Intermountain Northwest, while partnering and highlighting the Spokane Valley's sense of a vibrant and healthy community. Core Values: * Highlight chefs * Partner of Spokane Valley * Catalysts for community alliances * Passion for food and cultural events * Inclusionary, everyone benefits * Culinary leadership locally, regionally & nationally III. PROJECT SUMMARY JAKT Foundation desires to execute and follow our vision and mission statement by establishing a Farmers Market at Spokane Valley CenterPlace. The Spokane Valley Farmers Market will reinforce CenterPlace's role and location within Spokane Valley to the Spokane Valley citizens as well as the traveling public. It adds another amenity of a maturing city and tourism destination. We intend to build a sense of pride and services to Spokane Valley while creating a fun place to meet, greet and find locally grown farm products every Friday night. IV. 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? Create a Spokane Valley Farmers market with financial stability as we work towards creating a community asset for Spokane Valley. b. How and why the community will benefit? Highlight local farmers and artisans while creating a vibrant and fun market that residents will be happy to support and proud to show off their friends throughout the region. c. What are the beginning and ending dates of your project? Every Friday night from 5pm to Spm at CenterPlace from May 17 to September 13, 2019. d. Is it a seasonal activity appropriate to its location? Yes, the event capitalizes on the attributes of CenterPlace' s inside and outside venue options. e. If an outdoor activity, are there any weather-related constraints? The Spokane Valley Farmers Market will be held outside in the SE corner of the CenterPlace parking lot. Rain or shine the Spokane Valley Farmers Market goes on realizing weather can affect attendance. f. What measures you will apply to evaluate its success? Hotels will have a "local" amenity to direct guests too. Another fun thing in Spokane Valley to do on a Friday night and reinforce returning to a Spokane Valley lodging property. V. IMPACT ON TOURISM Projected (expected to participate) Total Overall Attendance 40,000 Attendees who traveled 50 miles or more to attend Total 1000 Of total, attendees who traveled from another state or country 300 Attendees who stayed overnight Paid Accommodations 100 Unpaid Accommodations 500 Paid Lodging blights 100 Provide a description of the methods used in making the above estimations: 1. Direct Count — We will secure a count from participating lodging properties and note within our wrap up report exact totals reported. 2. Indirect Count — will not be used. 3. Representative Survey — will not be used. 4. Informal Survey — will not be used. 5. Structured estimate -- will be used and will be copy of the Spokane Public Facility District/Spokane Sports Commission formula of estimating room nights at 10% of attendance. Description of the methods that will be used to determine actual attendance 1. Estimate of the market manager at each event based on sales and experiences of related farmers markets. VI. CONSIDERATION OF CITY COUNCIL GOALS AND PRIORITIES Council Goals and Priorities for Use of the Initial 2% Lodging Tax 1. Council desires to direct awards toward funding new and innovative proiects, activities, events or festivals that will distinguish Spokane Valley as a tourism destination and result in increases to Spokane Valley tourism. As part of this goal, Council will use lodging taxes for the purposes allowed in State law, which include: a. Tourism marketing i. Spokane Valley Farmers Market will assist in tourism marketing of Spokane Valley. Further it is a Spokane Valley event your lodging tax dollars will support. b. The marketing and operations of special events and festivals i. Funds will be used in marketing and operations of Spokane Valley Farmers Market c. The operation and capital expenditures of tourism related facilities owned or operated by a municipality or public facility district. i. Spokane Valley Farmers Market will rent and pay over $10,000 to Spokane Valley CenterPlace for holding the farmers market at this location. d. The operation (but not capital expenditures) of tourism related facilities owned or operated by non- profit organizations. N/A 2. Council will emphasize the utilization of funds for capital expenditures to develop tourism destination facilities or venues within the City of Spokane Valley as a means of drawing additional visitors to the City (recognizing that this option is limited to facilities owned by a municipality or public facility district). Council would like to move in the direction of allocating a majority of lodging taxes toward this purpose. N/A 3. Council recognizes that lodging nights are an important measure of a successful event or marketing program and will place higher consideration on events or programs with a demonstrable history of increasing overnight stays. Council may also take into consideration to a lesser degree the economic impact of all major components of our tourism -based economy including shopping, dining and overnight visits. a. Spokane Valley Farmers Market will complement this objective in 2019. The farmers market will add an amenity for tourism and the community that is part of any vibrant community. 4. Council will take into consideration revenues derived from lodging sources within Spokane Valley received by applicants from other municipal entities and agencies such as the Spokane County Tourism Promotion Authority and Spokane Public Facilities District. City of Spokane Valley Request for 2018 Grant Page 7 of 8. Spokane Valley Farmers Market will not submit an application from this funding source. 5. An award to any particular applicant cannot be greater than the dollar amount requested in that applicant's application. Acknowledged 6. Council wishes to establish a future plan for the City to best utilize the 1.3% lodging tax that is accounted for in the Hotel/Motel Tax — Tourism Facilities Fund #104. We support this objective and volunteer to help create this plan if desired. VII. PROJECT BUDGET CATEGORY GRANT AMOUNT RECEIVED ENTITY MATCH TOTAL To be filled out by Non -Profit Agencies: 4. Non. -municipal entities promoting and advertising tourism $ $ $ 5. Non -municipal entities for marketing and operating events and festivals $ 15,000 $ 50,000 $ 65,000 6. Non -municipal entities for operations of tourism -related facilities owned by non- profit organizations $ $ $ • The #1 reason there currently isn't a Farmers Market in Spokane Valley is due to the amount of start up funding needed to underwrite the cost of a market manager to secure vendors and line up the logistics of the market. • Kendall Yards and Liberty Lake markets were underwritten by developerJim Frank to improve the community livability near his development projects. Spokane Valley currently does not have anyone like this lined up. o Frank, CEO & Principal of Greenstone, shared at Downtown Rotary this June, "we had 5,000 attend the Kendall Yards Night Market last night. 75,000 attend each year and we generate over $750,000 for our participating market vendors. This asset builds community and is my proudest accomplishment." • The other regional farmers markets are all non -profits that struggle with the exception of Fairwood, which has a dedicated former professional, Rob Allen, and board leading it. We hope to emulate this model. • The JAKT Foundation is requesting $15,000 this year as startup seed money to compensate the market manager position. While we have a grant request in for $30,000 to the Spokane Valley Economic fund and are cautiously optimistic, if awarded, this fund does not allow dollars to be used for staffing/employment support. • Your support will allow the Spokane Valley Farmers Market to start without a firm commitment of corporate or vendor fees that are needed now as work for a May, 2019 launch. Spokane Valley Farmers Market Budget Basic Assumptions 8/8/2018 May 17 - September 13 (18 markets) Vendor Booth Fees $ Vendor Annual Fees $ Food Truck Sales %5 $ Spokane Valley Economic Grant $ Founding Sponsors 2 @ $10k Sustaining Partners 4 @ $5000 $ Fundraising $ Refreshments at event sale $ Shopping Bag Sales $ Total Revenue $ 20,000.00 1,875.00 30,000.00 10,000.00 500.00 2,000.00 750.00 65,125.00 Projected Expenses Market Director wages $ 25,000.00 Staff Payroll $ 5,000.00 General Operations Business licensing, permits, Insurance Bookkeeping $ 2,500.00 Legal & Professional Services $ 1,000.00 Rent & Trash & Restroom (CenterPlace) $ 11,250.00 Market Music $ 1,800.00 Dues (WSFMA) $ 350.00 Insurance $ 1,000.00 Taxes & Licenses $ 2,500.00 Market Tokens $ 1,200.00 T shirts - volunteers & staff $ 750.00 lanyards $ 150.00 Shopping Bags $ 1,000.00 Events permit $ 100.00 Special Events Event Expenses $ Event Rentals $ Special events Musicians $ Annual Vendor Meeting $ 500.00 Community Outreach $ 500.00 Marketing Graphic Design & Branding $ 1,000.00 Website Hosting/Website updates $ 2,500.00 Night Market Trademark $ 425.00 Collateral preparational/printing Facebook Boosting $ 500.00 Print Ads $ 3,000.00 Training Education - Staff & Volunteers $ 3,000.00 Total Expenses $ 65,025.00 Projected Revenue $ 100.00 JAKT Foundation Budget 2019 Approved Budget as of 7/20/18 2018 Income Budget Crave Sponsorship 117,500 Tickets Main Events 66,000 Grand Tasting 44,100 Crave Subtotal Income Oktoberfest Sponsorship 11,000 Merchadising 11,000 Food & Beverage 39,000 Tickets 30,000 Oktoberfest Subtotal income SV Farmers Market Vendor Fees 21,875 Market related 2,750 Sponsors/Grants 40,500 SV Farmers Market Subtotal income Total Income Expenses Crave Advertising & Promotion Chef Appearance Fees Food Allowance Chefs Chef / Volunteer / Event Swag Office expense/website Operating Production (rent, etc) Event Management/Sales Commission Carry Over Loss/Reserves Crave Subtotal Expenses 35,800 22,000 18,000 8,000 13,500 39,900 41,625 35,000 227,600 91,000 65,125 383,725 213,825 Oktoberfest Event Entertainment 17,100 Event Management 25,000 Balance forward (loss)/Reserves 6,552 Media Partners / Advertising 8,000 Merchandising Inventory 3,500 Operating 6,000 Ori site expenses 21,671 Oktoberfest Subtotal Expense 87,823 SV Farmers Market Payroll 30,000 Office expense/website 24,600 Marketing 7,425 Training 3,000 SV Farmers Market Subtotal Expense 65,025 Total Expenses 366673 Net Income to Charity (loss) VIII. ATTACHMENTS 17.052 1. Copy of 501 c 3 exempt status — attached. 2. Copy of most recent approved and proposed budget (above) 3. Copy of meeting minutes showing official approval of project and authorization of application of a signed resolution of the board of directors authorizing the application — attached. 4. List of members of the organization's board of directors and principal staff. a. Adam Hegsted — President b. Karen Stebbins -- Vice President c. Jennifer Hegsted — Secretary d. Thomas Stebbins — Treasurer e. There is no principal staff or any paid staff. 5. List co-sponsors, if any, by title and type. — none Certification The applicant here certifies and affirms: 1. That it will abide by all relevant local, state, and federal laws and regulations. Without limiting the foregoing, no individual shall be excluded from participation in, denied the benefit of, subjected to discrimination under, or denied employment in the administration of or in connection with this Agreement in violation of local, state, or federal law. 2. That it has read and u je, rstands the inform/ .1 t r ed in the Grant application and will comply with all f/1 J `/ 40.11 provisions thereof. Certified By: Thomas W. Stebbins Treasurer, MKT Foundation October 4, 2018 MINUTES OF JULY 20, 2018 MEETING OF BOARD OF DIRECTORS AND OFFICERS OF JAKT FOUNDATION The Board of Directors of JAKT Foundation (the "Company") met as follows: 1. Date: July 20, 2018. 2. Time: Noon. 3. Place: Spokane, Washington. 4. Present: Adam Hegsted, Jennifer Hegsted, Thomas Stebbins, and Karen Stebbins. 5. Presiding Officer: Adam Hegsted. 6. Acting Secretary: Karen Stebbins. A. Waiver of Notice. The undersigned, by execution of these minutes, hereby waives all requirements as to formal notice of the time, place, and object of this meeting and consents to all action taken at this meeting or any adjournment thereof. B. Spokane Oktoberfest. The Presiding Officer described the upcoming Oktoberfest event in September at Spokane Valley CenterPlace. The board, upon a brief discussion, unanimously approved the event as matching JAKT Foundation objectives and to continue seeking funding moving forward. C. Crave/ The Presiding Officer and board discussed the 2018 Crave! food and drink celebration. Adjustments were discussed and agreed upon for 2019. The board, upon a lengthy recap, unanimously approved continuing to fund and underwrite the event in 2019 as matching the JAKT Foundation objectives and to continue seeking funding moving forward. D. Spokane Valley Farmers Market. The Presiding Officer and board discussed establishing and supporting a Spokane Valley Farmers Market in 2019 and beyond. The board unanimously approved exploring seed funding to underwrite the event from the City of Spokane Valley Economic Grant and three or four major sponsors this fall for a final go, no go, decision on launching in 2019. E. Officers. The following officers were unanimously approved following a motion and a vote: Adam Hegsted — President Karen Stebbins — Vice President Jennifer Hegsted — Secretary Tom Stebbins — Treasurer F. Signatory. A motion was made and seconded and the following resolution was unanimously adopted: RESOLVED, that Thomas Stebbins, as Treasurer of the Company has the authority to sign all documents related to official applications related to Oktoberfest, Spokane Valley Farmers Market and Crave NW projects. Minutes — MKT Foundation G. Directors. A motion was made and seconded and the following resolution was unanimously adopted: RESOLVED, Thomas Stebbins has the full authority to pursue a lodging grant from Spokane Valley and the Spokane County TPA to support Spokane Oktoberfest, Crave! and Spokane Valley Farmers Market. There being no further business to come before the meeting, the meeting was adjourned. APPROy,ED: Adam Hegsted, President Tiarnas Stebbi s, President Minutes — MKT Foundation 46) A641 Karen Stebbins, Secretary INTERNAL REVENUE SERVICE P. 6. 80X 2508 CINCINNATI, OH 45201 Date: SEP 112017 JAKT FOUNDATION 421H RLLC RIVERSIDE STE W SPOKANE, WA 99201 DEPARTMENT OF THE TREASURY Employer Identification Number: 81-5319087 DLN: 17053087331017 Contact Person: JEFFREY GAUNCE Contact Telephone Number: (877) 829-5500 Accounting Period Ending: December 31 Pu Char-'ty Sta.,s: 509(x)(2) Form 9901990-EZ/990-N Required: Yes Effective Date of Exemption: February 10, 2017 Contribution Deductibility: Yes Addendum Applies: No IN 31614 Dear Applicant: We're pleased to tell you we determined you're exempt from federal income tax under Internal Revenue Code (IRC) Section 501(c)(3), Donors can deduct contributions they make to you under dIRC sSectionn1 0. You re alsoqualified to receive tax deductible bequests, under Section 2055, 2106, or 2522. This letter could help resolve questions on your exempt status. Please keep it for your record's. Organizations exempt under IRC Section 501(c)(3) are further classified as either public charities or private foundations. We determined you're a public charity under the IRC Section listed at the top of this letter_ If we indicated at the top of this letter that you're required to rifle Form 990/990-EZ/990-N, our records show you're required to file an annual information return (Form 990 or Form 990 -El) or electronic notice (Form 990-N, the e -Postcard). If you don't file a required return or notice for three consecutive years, your exempt status will be automatically revoked. If we indicated at the top of this letter that an addendum applies, the enclosed addendum is an integral part of this letter. For important information about your responsibilities as a tax-exempt organization, go to www,irs.govicharities. Enter "4221 -PC" in the search bar which descbribestion your4recordkeeping,ance repoGtine ng.for and5disclosureublic requirements. Letter 947 JAKT FOUNDATION 6. -2- Sincerely, Director, Exempt Organizations Rulings and Agreements Letter 947 SPOKANE VALLEY 2019 Lodging Tax Grant Application Build community, support local farmers, eat healthy, gather SPOKANE VALLEY FARMERS MARKET A blend of Liberty Lake & Kendall Yards Night Market 05.10.2018 JAKT FOUNDATION vlalon.fTooceletfii.` e'nNlinanllnolriinnfle d*o1I Ial dneney, ppreaa rano ry. olehraUon In the Integernewe levents lin don chair whilelural pl rine ring ae ndhhealihhling the- Valley's sense ycommunity. • Caryt/Am: • Wyglellghl chefs' ParineroF 5p4ane Valley' Ca laryrys is for [asnnnuy alf nr es' Passion for food and cvlrural events' Ins1Jsienary, everyone hen! GIs • Culinary le a dens hip locally, re glop Py & nationally Friday's at CenterPlace parking lot WE BELIEVE • A Farmers Market enhances the value 01 Spokane Valley being a more robust tourism destination. • Your commitment of $15,000 ensures the market launches in 2019 G 1 •Author, 10/4/20'18 CITY OF SPOKANE VALLEY APPLICATION FOR LODGING TAX FUND MONIES 2019 I. PROJECT APPLICATION DEADLINE: October 5, 2018, before 4:00 p.m. Project Title: Spokane Oktoberfest Type of Project: Community family event for all ages celebrating German Culture Will there be an admission charge for this activity? Yes If so, how much? $10 adults, 12 & under free Applicant: Tom Stebbins Phone: (509)621-0125 E-mail: tom@vision-marketing.net Address: PO Box 85 City: Newman Lake State WA Zip 99025 Applicants are: Non-profit Yes, JAKT Foundation Amount requested: $20,0000 Applicant's match: $63,000 Total project budget: $83,000 Is this a new or continuing activity? Continuing 5th year but 3rd year in Spokane Valley ll. HISTORY JAKT Foundation is a charitable non-profit organization. Vision: To celebrate, enrich, challenge and expand our regional appreciation of culinary, nutritional and cultural diversity. Mission: Making events focused on chefs and cultural celebration in the Intermountain Northwest, while partnering and highlighting the Spokane Valley's sense of a vibrant and healthy community. Core Values: * Highlight chefs * Partner of Spokane Valley * Catalysts for community alliances * Passion for food and cultural events * Inclusionary, everyone benefits * Culinary leadership locally, regionally & nationally III. PROJECT SUMMARY Support of Spokane Oktoberfest will assist in infrastructure costs of conducting the event and insure the financial success and continuation of the event in Spokane Valley. Spokane Oktoberfest is the only large community Oktoberfest of its kind in the Spokane region and Intermountain Northwest. For one three day weekend Spokane Valley will come alive with Bavarian music, cheer and fun for all ages. Large tents, great music, fun games and plenty of food and beer for all will wow the Spokane Valley Community and visitors to our region. Oktoberfest brings a cultural immersion through performance, culinary exploration and educational opportunities. Spokane Oktoberfest includes: two musical stages throughout the event, Oktoberfest bands from LA, Sacramento and Seattle plus local German bands, tents for warmth at night and rain protection, authentic German food from Le Catering, free parking at CenterPlace, authentic tapping of the wooden keg by the Spokane Valley mayor, free games (corn hole, beer pong and Nagelspielen), Millwood Brewery Root Bier garden, local craft breweries (Millwood, 12 Strings, Steam Plant & Trail Breaker Cider) joined German beer Paulaner, wiener dog races and long tables to create community interaction and smiles as Bavarian music plays throughout. This is a regional Oktoberfest with 2018 attendance of over 4,000. Visit Spokane did an informal survey during the 2016 Oktoberfest event and visited with folks from Canada, Tri -Cities, Walla Walla, Montana and Boise for the largest Oktoberfest in the Intermountain Northwest. Spokane Oktoberfest Objectives: • Provide the Spokane region with a true Oktoberfest celebration. • Be a significant part of the growing Spokane Valley event schedule. • Be financially viable. Oktoberfest is: • A multi -day ticketed event o Each event ticket is all inclusive, one price and everything is hosted. • Highlights from each day: o Friday — 4pm to 11pm • Tapping of the keg by Spokane Valley Mayor • Games, music, food o Saturday — Noon to 11pm • Games, music, food • Best costume male and female o Sunday —11am to 5pm • Y2 Price Family Day • Weiner dog races • Games, music, food IV. SCOPE OF WORK a. What it is you wish to do? We hope to expand the reach of Spokane Oktoberfest and grow motel/hotel room nights specifically in Spokane Valley who are nearest to the event. b. How and why the community will benefit? As the largest Oktoberfest east of Leavenworth and west of Minneapolis we hope to bring visitors to Spokane Valley by providing a fun and safe environment for this all age's event. c. What are the beginning and ending dates of your project? September 27 — 29, 2019 d. Is it a seasonal activity appropriate to its location? Yes, the event capitalizes on the attributes of CenterPlace' s inside and outside venue options. e. If an outdoor activity, are there any weather-related constraints? None as at least one large 40' x 120' tent for one stage and a dry environment for guests to enjoy will be present. f. What measures you will apply to evaluate its success? Do hotels see incremental occupancy Oktoberfest weekend as we look to create "compression" with Spokane Valley as the center of this effort? Is the event paying for itself? g. Brief history of event or organization. Spokane Oktoberfest was recreated in 2015 in partnership with the German American Society of Spokane after a thirty year break. Spokane Oktoberfest serves not only the general population but the largest ethnic population* in the region. * Per D. Patrick Jones, Ph.D., Executive Director, Institute for Public Policy & Economic Analysis at Eastern Washington University. Over 38,000 Germans in Spokane County plus 27726 in Lewiston/Clarkston, Tri -Cities, Wenatchee & Walla Walla. "The Census reports that it's the largest ancestry group in the area. Adding Eastern WA counties, at least those that are dryland ag, add another 27,726 for four other MSAs in Eastern Washington. This does not include Grant County or Kootenai County. Note that these are single ancestry designations. Germany consistently ranks first. If one were to track mixed ancestry, which the Census understandably doesn't, I'm persuaded that the percentage of the area population with some German blood would be at least twice as high." V. IMPACT ON TOURISM Projected (expected to participate) Total Overall Attendance 6,000 Attendees who traveled 50 miles or more to attend Total 1,200 Of total, attendees who traveled from another state or country 720 Attendees who stayed overnight Paid Accommodations 640 Unpaid Accommodations 400 Paid Lodging Nights 640 Provide a description of the methods used in making the above estimations: 1. Direct Count — We will secure a count from participating lodging properties and note within our wrap up report exact totals reported (57 from one property serving as HQ hotel in 2018). 2. Indirect Count — will not be used. 3. Representative Survey — will not be used. 4. Informal Survey—will not be used. 5. Structured estimate -- will be used and will be copy of the Spokane Public Facility District/Spokane Sports Commission formula of estimating room nights at 10% of attendance. (4100 in 2018) Description of the methods that will be used to determine actual attendance 1. Gate ticket sales — actual paid attendance which is a combination of presells, walkup and packages. 2. 12 & Under by formula based on paid adults 3. Daily reentry by formula based on paid adults 4. Volunteers 5. Staff including performers VI. CONSIDERATION OF CITY COUNCIL GOALS AND PRIORITIES Council Goals and Priorities for Use of the Initial 2% Lodging Tax 1. Council desires to direct awards toward funding new and Innovative projects, activities, events or festivals that will distinguish Spokane Valley as a tourism destination and result in increases to Spokane Valley tourism. As part of this goal, Council will use lodging taxes for the purposes allowed in State law, which include: a. Tourism marketing i. Spokane Oktoberfest will assist in tourism marketing to Spokane Valley by being a consistent annual event unique to Spokane/Coeur d'Alene region. We will engage with Visit Spokane and work within their efforts to highlight events visitors will drive over an hour to attend. b. The marketing and operations of special events and festivals i. Funds will be used in marketing and operations of Spokane Oktoberfest c. The operation and capital expenditures of tourism related facilities owned or operated by a municipality or public facility district. i. Spokane Oktoberfest rents and paid over $10,000 to Spokane Valley CenterPlace for Oktoberfest. d. The operation (but not capital expenditures) of tourism related facilities owned or operated by non-profit organizations. N/A 2. Council will emphasize the utilization of funds for capital expenditures to develop tourism destination facilities or venues within the City of Spokane Valley as a means of drawing additional visitors to the City (recognizing that this option is limited to facilities owned by a municipality or public facility district). Council would like to move in the direction of allocating a majority of lodging taxes toward this purpose. N/A 3. Council recognizes that lodging nights are an important measure of a successful event or marketing program and will place higher consideration on events or programs with a demonstrable history of increasing overnight stays. Council may also take into consideration to a lesser degree the economic impact of all major components of our tourism -based economy including shopping, dining and overnight visits. a. Spokane Oktoberfest met this objective in 2017 & 2018 and anticipates 2019 to increase room night growth by providing all participating hotels free tickets to the event to add value for their guests to develop and grow a regional destination event. 4. Council will take into consideration revenues derived from lodging sources within Spokane Valley received by applicants from other municipal entities and agencies such as the Spokane County Tourism Promotion Authority and Spokane Public Facilities District. City of Spokane Valley Request for 2018 Grant Page 7 of 8 a. Spokane Oktoberfest received a $5,000 Spokane County TPA grant for 2017 and no TPA funds were available or received in 2018. If available in 2019 we will apply to cover incremental PR and marketing costs beyond what we're requesting within this application. 5. An award to any particular applicant cannot be greater than the dollar amount requested in that applicant's application. Acknowledged 6, Council wishes to establish a future plan for the City to best utilize the 1.3% lodging tax that is accounted for in the Hotel/Motel Tax — Tourism Facilities Fund #104. We support this objective and volunteer to help create this plan if desired. VII. PROJECT BUDGET CATEGORY GRANT AMOUNT RECEIVED ENTITY MATCH TOTAL To be filled out by Non -Profit Agencies: 4. Non -municipal entities promoting and advertising tourism $ $ $ 5. Non -municipal entities for marketing and operating events and festivals $ 20,000 $ 63,000 $ 83,000 6. Non -municipal entities for operations of tourism -related facilities owned by non-profit organizations $ $ $ TOTALS $ 20,000 $ 63,000 $ 83,000 Grant Applicant: JAKT Foundation Spokane Oktoberfest 10/4/2018 Income Sponsorship Merchandising Food & Beverage 3,100 adult paid is budget base 2018 2018 Budget Actual 30000 17610 9500 8600 Beer 25000 16668 Food concessions 500 180 Food German Specific 3000 2379 Tickets Advance Sales 8000 7079 Door 7000 6368 Total Income 83000 58894 Expenses Event Entertainment 20700 20700 Event Management 15000 0 Lodging for bands 2085 2085 Media Partners / Advertising 5500 5000 Merchandising Inventory 2000 1260 CenterPlace 9475 9475 Tents 10000 10000 Operating 6500 5500 On Site Exp. 5000 4653 Donation Wishing Star 1668 Total Expenses 78760 60323 Net Income to Charity (loss) VIII. ATTACHMENTS 4240 -1429 1. Copy of 501 c 3 exempt status — attached. 2. Copy of most recent approved and proposed budget (above) 3. Copy of meeting minutes showing official approval of project and authorization of application of a signed resolution of the board of directors authorizing the application -- attached. 4. List of members of the organization's board of directors and principal staff. a. Adam Hegsted, President b. Karen Stebbins, Vice President c. Jennifer Hegsted, Secretary d. Tom Stebbins, Treasurer e. There is no principal staff or any paid staff. 5. List co-sponsors, if any, by title and type. — none Certification The applicant here certifies and affirms: 1. That it will abide by all relevant local, state, and federal laws and regulations. Without limiting the foregoing, no individual shall be excluded from participation in, denied the benefit of, subjected to discrimination under, or denied employment in the administration of or in connection with this Agreement in violation of local, state, or federal law. 2. That it has read and £nderstands the inform. '.n on ined in the Grant application and will comply with all pro ons thereof. Certified By: Thomas W. Stebbins Treasurer, JAKT Foundation October 4, 2018 MINUTES OF JULY 20, 2018 MEETING OF BOARD OF DIRECTORS AND OFFICERS OF JAKT FOUNDATION The Board of Directors of JAKT Foundation (the "Company") met as follows: 1. Date: July 20, 2018. 2. Time: Noon. 3. Place: Spokane, Washington. 4. Present: Adam Hegsted, Jennifer Hegsted, Thomas Stebbins, and Karen Stebbins. 5, Presiding Officer: Adam Hegsted. 6. Acting Secretary: Karen Stebbins. A. Waiver of Notice. The undersigned, by execution of these minutes, hereby waives all requirements as to formal notice of the time, place, and object of this meeting and consents to all action taken at this meeting or any adjournment thereof. B. Spokane Oktoberfest. The Presiding Officer described the upcoming Oktoberfest event in September at Spokane Valley CenterPlace. The board, upon a brief discussion, unanimously approved the event as matching JAKT Foundation objectives and to continue seeking funding moving forward. C. Crave! The Presiding Officer and board discussed the 2018 Crave! food and drink celebration. Adjustments were discussed and agreed upon for 2019. The board, upon a lengthy recap, unanimously approved continuing to fund and underwrite the event in 2019 as matching the JAKT Foundation objectives and to continue seeking funding moving forward. D. Spokane Valley Farmers Market. The Presiding Officer and board discussed establishing and supporting a Spokane Valley Farmers Market in 2019 and beyond. The board unanimously approved exploring seed funding to underwrite the event from the City of Spokane Valley Economic Grant and three or four major sponsors this fall for a final go, no go, decision on launching in 2019. E. Officers. The following officers were unanimously approved following a motion and a vote: Adam Hegsted — President Karen Stebbins — Vice President Jennifer Hegsted — Secretary Tom Stebbins — Treasurer F. Signatory. A motion was made and seconded and the following resolution was unanimously adopted: RESOLVED, that Thomas Stebbins, as Treasurer of the Company has the authority to sign all documents related to official applications related to Oktoberfest, Spokane Valley Farmers Market and Crave NW projects. Minutes — JAKT Foundation G. Directors, A motion was made and seconded and the following resolution was unanimously adopted: RESOLVED, Thomas Stebbins has the full authority to pursue a lodging grant from Spokane Valley and the Spokane County TPA to support Spokane Oktoberfest, Clave! and Spokane Valley Farmers Market. There being no further business to come before the meeting, the meeting was adjourned. ALJ(/1 Karen Stebbins, Secretary APPRO}l1ED: Adam Hegsted, President I1 T comas Stebbii s, President Minutes — JAKT Foundation INTERNAL REVENUE SERVICE P. 0. BOX 2508 CINCINNATI, OH 45201 Date: S E P 1 4 ?017 JAKT FOUNDATION C/O HE LEVY 421 W RIVERSIEwSTER381M LLC SPOKANE, WA 99201 DEPARTMENT OF THE TREASURY Employer Identification Number: 81-5319087 DLN: 1705308733101.7 Contact Person: JEFFREY GAUNCE Contact Telephone Number: (877) 829-5500 Accounting Period Ending: December 31 Charily Status: 5090)(2) Form 9901990-EZ/990-N Required: Yes Effective Date of Exemption: February 10, 2017 Contribution Deductibility: Yes Addendum Applies: No ID# 31614 Dear Applicant: We're pleased to tell you we determined you're exempt from federal income tax under Internal Revenue Code (IRC) Section 501(c)(3). Donors can deduct contributions they make to you under IRC Section 170. You're also qualified to receiveotax 16rdeductible22, Th1ssletterscouldtransfers resolvelfts questions on your er Section 2055, 2106, or exempt status. Please keep it for your records. Organizations exempt under IRC Section 501(c)(3) are further classified as charityp punder therIRCeSe©tionllisted vate oatathe �top of tthisns. We rlettermined yDu re a public If we indicated at the top of this letter that you're required to file Form 990/990-EZ/990-N, our records show you're required to file an annual information return (Form 990 or Form 990 -EZ) or electronic notice (Form 990-N, the ed return or notice for aconsecutiveyears, yourf exemptstatusile a rwlllrbe automatically revoked.three If we indicated at the top of this letter that an addendum applies, the enclosed addendum is an integral part of this letter. For important information about your responsibilities as a tax-exempt organization, go to www.irs.gov/charities. Enter "4221 -PC" in the search bar whiview ch descbribestion your4recordkeepC. ing,ance Guide reporting,for and5disclosureubrequirements. Letter 947 JAKT FOUNDATION -2- Sincerely, oz -, Director, Exempt Organizations Rulings and Agreements Letter 947 SPOKANE VALLEY 2019 Lodging Tat Grant Application JART FOUNDATION 05.10.2018 05.10.2018 WE BELIEVE It:r!tinft'IrMILITI,L4r1q. X.7.2" our inm awe0.2-0r1, meal InAILFreinla, .IC0,11 tear. Spatu,iValt,i19'.rr pr.clw Y�I h.emr of OA M. 1,1 m�eLerrril Iwan.uln�i�.c1 ,41,4 kod 5 CITY OF SPOKANE VALLEY APPLICATION FOR LODGING TAX FUND MONIES INSTRUCTIONS: All sections must be answered in their entirety for this application to be considered complete. Additional pages that are attached to the application must be labeled with the section number and section title. I. PROJECT APPLICATION DEADLINE: October 5. 2018. before 4:00 p.m. Project Title: Marketing Spokane County Fair and Interim Events Type of Project: Marketing Will there be an admission charge for this activity? Yes X No If so, how much? Fair — Adults $11 Youth/Seniors $8 6 and Under Free Applicant: Spokane County Fair & Expo Center — Rich Hartzell Phone: 509-477-2786 E-mail rhartzell(c spokanecounty.orq Address: 404 N. Havana Street, STE. 1 City: Spokane Valley State WA Zip 99202 Applicants are: Non-profit Public/Municipal Agency X Must be a non-profit 501(c)(3) or 501(c)(6) or a public agency to be considered for funding. Contact Person (if different than applicant): Erin Gurtel Phone: 509-477-2785 E-mail equrtel(7a spokanecounty.org Address City State Zip Amount requested: $60,000.00 Applicant's match: $60,000.00 Total project budget: Is this a new or continuing activity? Continuing City of Spokane Valley Request for 2019 Grant Page 4 of 8 II. HISTORY Briefly describe your organization/business. What is its primary function and mission statement? The Spokane County Fair and Expo Center hosts nearly 500,000 attendees annually, 206,000 of these attendees passed through the 2018 Interstate Fair admission gates. When the Fair is not going on, the Fair & Expo Center is home to over 100 events on an annual basis. As the years pass, the 97 -acre facility continues to change to meet the growing needs of the community and economy. This facility has grown from the site of the annual fair to a year- round facility hosting local, regional, national, and international events and conferences. Mission Statement As one of Spokane's largest annual events, the Interstate Fair strives to be a place where one can visit the past, explore the future, and enjoy the wonders of the present in a single location by: • Promoting public education related to our agricultural heritage; • Serving as a showcase of the talents of our community by providing a means of education, exhibit, and competition; • Promoting family-oriented entertainment and activities; • Providing superior customer service and an enjoyable experience; • Recognizing the vast cultural diversity of our participants and visitors; • Providing commercial opportunities that showcase information and new products related to agriculture, outdoor living, and other local interests; • Being innovative and creative in planning and growth in a secure and fiscally responsible way; and • Providing a safe and friendly environment. III. PROJECT SUMMARY 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. To market and advertise the Fair and Interim Events to an audience in the Spokane area and beyond. We would like to build on bringing in attendees that will reserve hotel/motel room nights, shop, and dine in conjunction with attending the 2019 Spokane County Interstate Fair and Interim Events held at the Fair and Expo Center. City of Spokane Valley Request for 2019 Grant Page 5 of 8 We continue to enhance the Fair, as we strive to add new activities, displays, and free entertainment throughout the grounds, this adding to attendees' positive experience in attending the Interstate Fair. Entertainment around the grounds during the 2018 Fair included: • Educational Sea Lion Show • Family Fun Stage featuring Cirque Zuma Zuma and Professor Smart • The All -Alaskan Pig Races • North Stage with 10 -days of local and regional entertainment • Exotic Animal Display • Mutton Bustin' is a favorite to watch! • Dueling Pianos Show in the Food Court Area • Daily Entertainment in the main beer garden featuring local musicians • 9 Days of Grandstand Entertainment -- Rodeo, Concerts, Comedy, Truck & Tractor Pulls, and Demolition Derbies To accomplish this, we will continue to increase our advertising efforts to reach areas in Western Montana, Idaho, Canada, Eastern Oregon, and canvas the entire state of Washington. Advertising mediums used will include; radio, television, print, and the internetfsocial media (Facebook, Twitter, Snap Chat, Instagram, You Tube, Google, etc.). Additionally, we will continue to market our interim events throughout the year in regional tourism publications and other media outlets. Some of our larger interim events include: The Big Horn Show in March, with over 30,000 attendees in 4 -days, The Farm Chicks in June with over 10,000 attendees in 2 -days, and the Goodguys Car show in August with over 15,000 attendees in 3 -days. Along with great attendance numbers, our Interim Events are made up of thousands of vendors, including many that travel great distances to participate in the events held at the Fair and Expo Center. We continue to work with and invite City of Spokane Valley lodging properties to partner with the Fair and Expo by listing properties under lodging at www.fairandexpo.orq and www.interstatefair.orq web sites. Through our increased marketing efforts and community partnerships we will see more visitors to the City of Spokane Valley attending the Spokane County Interstate Fair. This, increasing the number of tourists attending the Interstate Fair room nights reserved in the community. Out of town visitors and attendees will also buy gas, eat at area restaurants, and buy goods and services. City of Spokane Valley Request for 2019 Grant Page 6 of 8 IV. SCOPE OF WORK Fully describe the project. In addition, give a brief history of the event or organization. Expand on your Project Summary to address such issues as: a. What it is you wish to do? Continue to enhance the Spokane County Interstate Fair attractions, educational exhibits and the entertainment acts to the Grandstand Arena at the 2019 Spokane County Interstate Fair and increase advertising efforts to reach audiences outside of the Spokane area. Using some of the awarded funds to help enhance marketing efforts for Interim Events and create more exposure for those events and the Fair and Expo Center as a destination. b. How and why the community will benefit? This will continue to bring more overnight stays to the community along with people buying gas, dining out, shopping, etc. during the fair, September 6-15, 2019 and Interim Events. c. What are the beginning and ending dates of your project? January 2019 to October 2019 d. Is it a seasonal activity appropriate to its location? Yes e. If an outdoor activity, are there any weather-related constraints? There can be. What measures will you apply to evaluate its success? Fair: • Gate attendance/revenue for Interstate Fair • Entertainment revenue • Food revenue • Carnival revenue • Hotel/Motel Room Nights (number of nights reserved during fair) • Number of Lodging properties that partner/participate Interim Events: • Gate attendance/revenue for Interim Events Hotel/Motel Rooms Nights 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 "IV. Scope of Work." City of Spokane Valley Request for 2019 Grant Page 7 of 8 V. IMPACT ON TOURISM "Tourism," as defined in RCW 67.28.080(5), means economic activity resulting from tourists, which may include sales of overnight lodging, meals, tours, gifts, or souvenirs. A practical measure of tourism is the number of visitors that are attracted to the area. Provide an estimated or "projected" number of visitors who are expected to be attracted by the proposal in the following categories: �Prajecteal !expected to participate) Total Overall Attendance J 198,000 Attendees who traveled 50 miles or more to attend Total Of total, attendees who traveled from another state or country 17,850 2,400 P ttendees who stayed overnight Paid Accommodations 3,500 Unpaid Accommodations 625 Paul Lodging Nights* 2,875 *one lodging night = one or more persons occupying one room for one night Methods to collect this data will be by zip codes from ticket sales for the Fair and additional data collected by Fair partners. Additionally, lists of vendors/exhibitors participating in the Fair and where they are coming from, along with booked entertainment acts that will be staying at area hotels. City of Spokane Valley Request for 2019 Grant Page 8 of 8 Applicants may find more information on the Joint Legislative Audit and Review Committee's guidelines under "Lodging Tax Data Collection" at http://leg.wa.gov/jlarc/Pages/default.aspx Information requested in this section is required to be included at the time the application is submitted per RCW 67.28, as amended by Engrossed Substitute House Bill 1253 in 2013. If estimates are not given for all items listed in this section, then the application will be considered incomplete and will not be advanced to the Lodging Tax Advisory Committee for funding consideration. VI. SPOKANE VALLEY CITY COUNCIL GOALS AND PRIORITIES THAT SHOULD BE ADDRESSED IN YOUR APPLICATION The Spokane Valley City Council will make the final award of lodging tax revenues to candidates based upon the recommendations of the LTAC. The City Council has established goals and priorities for using lodging tax revenues to benefit tourism within Spokane Valley. In addition to the evaluation criteria outlined in the other sections of this application, the LTAC desires to understand how the applicant's proposal and project would meet the City Council goals and priorities. Please explain how the proposal meets City Council goals and priorities, listed below. Attachments to this section should be labeled "VII. Consideration of City Council Goals and Priorities" Council Goals and Priorities for Use of the Initial 2% Lodging Tax In August 2013 Council for the first time adopted goals and priorities that it encouraged the LTAC to consider when making award recommendations. Based upon subsequent discussions between Council and Staff in the years of 2014 through 2018, these have evolved as follows: 1. Council desires to direct awards toward funding new and innovative projects, activities, events or festivals that will distinguish Spokane Valley as a tourism destination and result in increases to Spokane Valley tourism. As part of this goal, Council will use lodging taxes for the purposes allowed in State law, which include: a. Tourism marketing b. The marketing and operations of special events and festivals c. The operation and capital expenditures of tourism related facilities owned or operated by a municipality or public facility district d. The operation (but not capital expenditures) of tourism related facilities owned or operated by non-profit organizations. 2. Council will emphasize the utilization of funds for capital expenditures to develop tourism destination facilities or venues within the City of Spokane Valley as a means of drawing additional visitors to the City (recognizing that this option is limited to facilities owned by a municipality or public facility district). Council would like to move in the direction of allocating a majority of lodging taxes toward this purpose. 3. Council recognizes that lodging nights are an important measure of a successful event or marketing program and will place higher consideration on events or programs with a demonstrable history of increasing overnight stays. Council may also take into consideration to a lesser degree the economic impact of all major components of our tourism -based economy including shopping, dining and overnight visits. City of Spokane Valley Request for 2019 Grant Page 9 of 8 4. Council will take into consideration revenues derived from lodging sources within Spokane Valley received by applicants from other municipal entities and agencies such as the Spokane County Tourism Promotion Authority and Spokane Public Facilities District. 5. An award to any particular applicant cannot be greater than the dollar amount requested in that applicant's application. 6. Council wishes to establish a future plan for the City to best utilize the 1.3% lodging taxthat is accounted for in the Hotel/Motel Tax — Tourism Facilities Fund #104. VII. PROJECT BUDGET Please detail the budget for your project. In addition to completing the chart below, you must also submit your general operating budget, or fund -level budget for public agencies. PROJECT BUDGET SHEET CATEGORY GRANT AMOUNT REQUESTE MATCH* TOTAL To be filled out by Public/Municipal Agencies: 1. Municipality tourism marketing $ $ $ 2. Municipality event and festivals $60,000.00 $60,000.00 $120,000.00 3. Municipality facilities (operations and capital) $ $ $ To be filled out by Non -Profit Agencies: 1. Non -municipal entities promoting and advertising tourism $ $ $ 2. Non -municipal entities for marketing and operating events and festivals $ $ $ 3. Non -municipal entities for operations of tourism -related facilities owned by non-profit organizations $ $ $ TOTALS $60,000.00 $60,000.00 $120,000.00 *While matching funds are not required, the amount of additional funds an organization brings to an event is a good measure of that organization's commitment to success and the broad-base support for the project. City of Spokane Valley Request for 2019 Grant Page 10 of VIII. ATTACHMENTS Please provide the following information as attachments. 1. Copy of state certificate of non-profit incorporation and/or copy of federal determination of 501(c)(3) or 501(c)(6) exempt status. 2. Copies of most recent approved and proposed budgets of the overall organization. For public agencies, copies of budgets should be at the fund -level. 3. 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. 4. List of members of the organization's board of directors and principal staff. 6. List co-sponsors, if any, by title and type. CERTIFICATION The applicant here certifies and affirms: 1. That it will abide by all relevant local, state, and federal laws and regulations. Without limiting the foregoing, no individual shall be excluded from participation in, denied the benefit of, subjected to discrimination under, or denied employment in the administration of or in connection with this Agreement in violation of local, state, or federal law. 2. 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: Rz,1447 el -1(411D e .3//r` City of Spokane Valley Request for 2019 Grant Page 10 of � ., _ . , ,i,al- ��, - > >„:-a .. --. 1;., - ��.��:��r zf?.r'T'1.��`'..i:^�2n. 'r5.. �ti rte-; `n4-'�.�ri. t -: - rTtire g irli f DSII IJ_SS fiCE SSE eQg i} STATE OF WASHINGTON Municipality SPOKANE COUNTY AUDITOR SPOKANE COUNTY FAIR & EXPO CENTER 404 N HAVANA SPOKANE, WA 99202-4690 TAX REGISTRATION - ACTIVE CITY ENDORSEMENTS: SPOKANE VALLEY GENERAL BUSINESS #02398 - ACTIVE This document lists the registrations, endorsements, and licenses authorized for the business named above. By accepting this document, the licensee certifies the information on the application was complete, true, and accurate to the best of his or her knowledge, and that business will be conducted in compliance with all applicable Washington state, county, and city regulations. Unified Business ID #: Business ID #: Location: Expires: 328040473 001 0015 Sep 30, 2019 Director, Department of Revenue Gz� fr; .,r 0.1 1 of 1 P V0 Budget Summary: Revenues Charges for Goods/Services Fines & Penalties Intergovernmental Miscellaneous Revenue Other Financing Sources Proprietary Gains Subtotal Fund Revenue: Beginning Fund Balance Subtotal Fund Revenue: Total Fund Revenue: Page Width v r: Find 1 Next A t u! Spokane County Summit 3 Year Fund Summary 2018 Actuals As Of 912712018 8:40:09 AM Fund: 407 -Interstate Fair age 1 of 2 2018 YTD 2019 Pref. Pre[. Bud. 2015 Actual 2016 Actual 2017 Actual 2018 Adopted 2018 Modified Actual 2018 Estimated Suppl. Request Budget Adopted 1,408,036 1,394,397 1,527,234 1,458,021 1,458,021 2,500 1,100 2,200 2,000 2,000 103,901 108,746 106,921 60,000 60,000 2,677,052 3,042,123 3,104,651 2,933,396 2,933,396 494,507 651,207 242,379 415,108 415,108 0 0 0 0 0 1,189,724 0 0 1,474,621 101.1% 1,700 0 0 2,000 100.0% 60,090 0 0 60,000 100.0% 2,515,485 0 0 3,282,289 111.9% 67,554 0 0 237,608 57.2% 0 0 0 0 100.0% 4,685,996 5,197,573 0 0' 4,983,384 4,868,525 4,868,525 0 344,343 522,976 3,834,553 0 0 5,056,518 103.9% 0 0 0 335,885 97.5% 0 0 0 344,343 522,976 0 0 0 335,885 97.5% 4,685,996 5,197,573 4,983,384 5,212,868 5,391,501 3,834,553 0 0 5,392,403 103.4% 2018 YTD 2019 Prel. Prel. Bud. Expenses 2015 Actual 2016 Actual 2017 Actual 2018 Adopted 2018 Modified Actual 2018 Estimated Suppl. Request Budget Adopted Unclassified 641,487 653,219 666,016 100,000 82,102 0 0 0 100,000 100.0% Salary&Wages 927,321 946,461 991,652 1,006,594 1,024,492 791,549 0 0 1,011,573 100.5% Employee Benefits 380,023 424,163 438,706 486,732 486,732 348,958 0 0 492,419 101.2% Supplies & Services 2,487,116 2,394,776 2,380,711 2,586,242 2,586,835 1,764,128 0 0 2,613,675 101.1% Governmental 193,850 185,050 176,250 173,250 173,250 4,125 0 0 0 0.0% Transfer/Services Debt Services 516,708 511,409 488,028 707,630 711,330 299,767 0 0 1,004,630 142.0% Subtotal Fund Expense: 5,146,505 5,115,078 5,141,363 5,060,448 5,064,741 3,208,528 0 0 5,222,297 103.2% Fund Balance 0 0 0 152,420 152,420 0 0 0 170,106 111.6°!° Capital 0 0 .0 0 174,340 126,547 0 0 0 100.0% Subtotal Fund Expense: 0 0 0 152,420 326,760 126,547 0 0 170,106 111.6% Total Fund Expense: 5,146,505 5,115,078 5,141,363 5,212,868 5,391,501 3,335,075 0 0 5,392,403 103.4% Program Budgets: Revenues 2015 Actual 2016 Actual 2017 Actual 2018 Adopted 2018 Modified 2018 Estimated Suool. Reauest 9/27/2018 -tge2ot2 2018 YTD 2019 Prel. Pref. Bud. Actual Budget Adopted Fair 4,685,996 5,197,573 4,983,384 4,868,525 4,868,525 3,834,553 0 0 5,056,518 103.9% Subtotal Fund Revenue: 4,685,996 5,197,573 4,983,384 4,868,525 4,868,525 3,834,553 0 0 5,056,518 103.9% Beginning Fund Balance 0 0 0 344,343 522,976 0 0 0 335,885 97.5% Subtotal Fund Revenue: 0 0 0 344,343 522,976 0 0 0 335,885 97.5% Total Fund Revenue: 4,685,996 5,197,573 4,983,384 5,212,868 5,391,501 3,834,553 0 0 5,392,403 103.4% Expenses Fair Subtotal Fund Expense: Ending Fund Balance Subtotal Fund Expense: Total Fund Expense: BD52 - 3Yr Fund Summary 2015 Actual 2016 Actual 2017 Actual 2018 Adopted 2018 Modified 2018 YTD 2019 Prel. Prel. Bud. Actual 2018 Estimated Suppl. Request Budget Adopted 5,146,505 5,115,078 5,141,363 5,060,448 5,239,081 3,335,075 0 4 5,222,297 103.2% 5,146,505 5,115,078 5,141,363 5,060,448 5,239,081 3,335,075 0 0 5,222,297 103.2% 0 0 0 152,420 152,420 0 0 0 170,106 111.6% 0 0 0 152,420 152,420 0 0 0 170,106 111.6% 5,146, 505 5,115,078 5,141,363 5,212,868 5,391,501 3,335,075 0 0 5,392,403 103.4% Page 1 of 1 9/27/2018 1:22:33 PM 9/27/2018 s .©k itne County Grant Applicatkkn Rev ew Et oral Please contact the Grants Administrator if you need assistance in completing this form. Prepared By Erin Gurtel Prepared Date 09/17/2018 Department / Division Fair & Expo Center Grantor City of Spokane Valley Grant Title Spokane County Fair & Expo Center and Interstate Fair 2019 Marketing CFDA # Grant Type Direct Award Are there subrecipients? NO Grant Start 04/01/2019 Grant End 10/31/2019 Applied Amount $ 60,000 • Briefly describe the purpose of the Grant Apply for City of Spokane Valley Lodging Tax Funds. If awarded funding money would be used for the marketing of the 2019 Spokane County Interstate Fair. A portion of the awarded funding to be used to promote/market interim events. Will the activity in this grant have impacts on other departments? NO ntho will assume grant administration responsiblities, including monitoring subcontractors, submitting program and activity reports, etc.? Erin Gurtel Will new County positions be created? NO If so, how many and what type are expected? 0 Are all wages and benefits paid in the grant? NO Will the positions be retained at the end of the grant period? NO Are indirect costs allowable? NO Will they be charged and allocated as indirect? NO Are there subrecipients? NO Does the funder have any sustainability requirements? NO Match Required? NO Grant ID 1720 Printed 9/21/2018 10:12:42 AM Page 1 of 2 .,IGNATURE Spokane County Grant Applicafio it Review Form Please contact the Grants Administrator if you need assistance in completing this form. Elected Official / Department Head REVIEWED d Grants inistr tar Grant Application Authorized Grant Application Must be Authorized by BOCC via Resolution Other Gerry Gemmili, Chief Executive Officer This form must be signed by the appropriate elected official or department head and submitted to the Grants Administrator prior to application for any competitive grant or acceptance of any non-competitive grant or earmark. Please submit an original copy with signature and email a copy using the button above. if approved, the original form will be returned to the department or office applying for or receiving the grant. The approved form must also be included with the grant contract when it is submitted to the Board of County Commissioners for acceptance. For more information, refer to the Grants Management Policy and Procedures. Printed 9/21/2018 10:12:42 AM Page 2 of 2 Spokane County E ; ar and Expo Center Advisory Board Craig Opsal Clint Branz Wayne Brokaw Lee Cameron Scott Peterson Jeff Sevigney Kary Gibbs Fair and Expo Staff Rich Hartzell, Director Craig Crocker, Facilities Manager Erin Gurtel, Marketing and Sales Manager Jessica McLaughlin, Fair Coordinator William Johnston, Accounting Rachelle Buchanan, Administrative Jessica Lehman, Administrative Lily Montgomery, Administrative Terry Dickinson, Events Coordinator Mark Harris, Maintenance Supervisor Jason Hibbs, Maintenance Supervisor Gregg Knapp, Maintenance Cory Goltiani, Maintenance Lynn Darrah, Maintenance 201Spokane County [Interstate Fair Sponsors Organization Aetna BECU Boot Barn Broadway Court Butler Amusements Columbia Bank Comcast Costco Dave Smith Motors DISH Network Freedom RV Grocery Outlet HAV Humana Lexar Homes Mattress Firm Area of Sponsorship Sea Lions Day Sponsor Rodeo Senior Day Major Sponsor Major Sponsor Supporting Sponsor Supporting Sponsor Supporting Sponsor Major Sponsor Supporting Sponsor Supporting Sponsor Rodeo Senior Day Supporting Rodeo Major Sponsor McDonalds Rodeo Sponsor Motion Auto Car Show North 40 Rodeo Sponsor Orchard Crest Senior Day Activities Pepsi Major Sponsor Royal Plaza Senior Day Activities SHIBA Senior Day Supporting Spokane Tribe Supporting Sponsor Washington Health Plan Finder Mutton Bustin'/Rodeo/Demo Derby Washington Lottery Day Sponsor Ziggy's Pig Races CITY OF SPOKANE VALLEY APPLICATION FOR LODGING TAX FUND MONIES INSTRUCTIONS: All sections must be answered in their entirety for this application to be considered complete. Additional pages that are attached to the application must be labeled with the section number and section title. I. PROJECT APPLICATION DEADLINE: October 5, 2018, before 4:00 p.m. Project Title: Plante's Ferry Sports Complex Survey & Master Plan Design Development Type of Project: Planning and Design Will there be an admission charge for this activity? N/A Applicant: Spokane County Parks, Recreation, and Golf Phone: (509) 477-6395 E-mail: kkrohn@spokanecounty.org Address: 404 N. Havana Street City: Spokane State: WA Zip: 99202 Applicants are: Non-profit Public/Municipal Agency X Must be a non-profit 501(c)(3) or 501(c)(6) or a public agency to be considered for funding. Alternate Contact Person: Joel Blockman Phone: (509) 477-2723 E-mail: eblockman@spokanecounty.org Address: 404 N. Havana Street City: Spokane State: WA Zip: 99202 Amount requested: $75,000.00 Total project budget: $75,000.00 is this a new or continuing activity? New Applicant's match: $0 City of Spokane Valley Request for 2019 Grant Page 1 of 18 II. HISTORY Briefly describe your organization/business. What is its primary function and mission statement? The mission of the Spokane County Parks, Recreation and Golf Department is to enhance the general quality of life for the residents of Spokane County by providing the highest quality and quantity of parks, recreation, open space, and related cultural opportunities given the available resources. III. PROJECT SUMMARY 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. The primary goal of this project is to complete 30% design development drawings for the renovation of Plante's Ferry Sports Complex. Sub goals include establishment of a stakeholder focus group, further analysis / refinement / exploration of existing conceptual design work, completion of a construction -grade survey (showing 1' contours, existing utilities, significant vegetation, etc.), and preparation of updated cost estimates for phased construction. IV. SCOPE OF WORK Fully describe the project. In addition, give a brief history of the event or organization. Expand on your Project Summary to address such issues as: a. What it is you wish to do? Originally developed in 1952, Plante's Ferry Park was expanded between 1997 and 2002 to include the sports stadium (13 soccer fields and 5 softball fields). The Spokane Valley Junior Soccer Association (SPVJSA) has been a critical partner, assisting Spokane County on the initial development of the sports complex and entering into an agreement with the County to operate and maintain the 35 -acre portion of land containing 13 soccer fields. This aging complex is in -need of several upgrades to fulfill its potential as a venue for large and small local, regional and national sporting events. The goal of this project is to complete 30% design development drawings that will bring us one step closer to making the necessary upgrades at Plante's Ferry Sports Complex. Preliminary (conceptual) design work has been completed, but significant planning and design work is still required to prepare this project for grant applications and construction. This grant would allow Spokane County Parks to hire a consultant to expand on the design concepts already completed, and would include stakeholder meetings, a construction grade topographic survey, 30% design development drawings, updated construction cost estimates, and recommended timelines for phased implementation. Another goal of this project will be to establish a recommended approach for funding construction. Once in-place, this plan would be used to market the project, build public support, and provide documents necessary for future Recreation and Conservation Office (RCO) grant applications. Park upgrades currently proposed include the installation of LED (dark sky or similar) field lighting on all five softball fields and two soccer fields. Reconstruction of all five softball fields (artificial turf infields on four fields, plus one field with full artificial turf), with upgraded backstops, irrigation, and drainage systems. Reconstruction of two soccer fields (conversion to full artificial turf fields), along with upgraded irrigation throughout natural turf fields. Other improvements include installation of two hundred twenty new paved parking stalls, additional gravel parking lot improvements, two new picnic shelters, three new vendor pads, and one new bathroom facility. All of these improvements are designed to increase the capacity of the sports complex to host sporting events. City of Spokane Valley Request for 2019 Grant Page 2 of 18 b. How and why the community will benefit? Thanks to support from the City of Spokane Valley, City of Liberty Lake, Central Valley School District, and the Regional Sports Commission, Spokane County was able to engage Conventions Sports Leisure (CSL) to complete a feasibility study for potential new multi -use sports facilities in Spokane County. In 2016, the study (which explored two primary sites) was completed. Due to the projected costs to acquire, develop and operate Site #1, the HUB site, we have focused our attention on Site #2 - Plante's Ferry. Given existing public ownership and a 22 -year successful operational model in place, we are focusing our attention on how we can enhance Plante's Ferry Sports Complex to provide greater positive economic impact to the Greater Spokane Valley. Long-term benefits related to the renovation of Plante's Ferry Sports Complex are wide- ranging and deeply impactful. A snapshot from the CSL feasibility study's "Summary of Findings" is attached for reference. Important projections included in this "snapshot" show an increase of direct spending of nearly $2 million during the first year of operation of the fully renovated facility. This category (direct spending) includes hotel stays, restaurants / meals, entertainment / leisure, retail / shopping, and "other." 70% of this direct spending is projected to be spent in the City of Spokane Valley. Indirect spending is also projected to increase by over $1 million, and nearly forty jobs are expected to be added to our economy the initial year of operation. This design project is a critical step towards renovating Plante's Ferry Sports Complex and achieving these economic benefits. c. What are the beginning and ending dates of your project? Once a funding commitment is secured, contracts for the planning and design work will be executed. Design work will be completed by December 1st, 2019. d. Is it a seasonal activity appropriate to its location? Planning work can be done year-round, so this design project is not subject to seasonal weather. Once fully renovated, the Plante's Ferry Sports Complex will become a much - less seasonal facility. The proposed field lighting and artificial turf fields will allow the facility to be utilized on more of a year-round basis. e. If an outdoor activity, are there any weather-related constraints? None. f. What measures will you apply to evaluate its success? One important element of this project is the establishment -of a stakeholder focus -group, that will help guide the evolution of this design. Projected stakeholders / focus -group invitees include the Greater Spokane Valley Chamber of Commerce, City of Spokane Valley Economic Development, City of Spokane Valley Parks, Spokane Regional Sports Commission, and the Spokane Valley Lodging Tax Advisory Committee, among others. We will consider this project a success if the focus -group comes to a consensus regarding the best path forward for the design of these improvements. City of Spokane Valley Request for 2019 Grant Page 3 of 18 V. IMPACT ON TOURISM "Tourism," as defined in RCW 67.28.080(5), means economic activity resulting from tourists, which may include sales of overnight lodging, meals, tours, gifts, or souvenirs. A practical measure of tourism is the number of visitors that are attracted to the area. Provide an estimated or "projected" number of visitors who are expected to be attracted by the proposal in the following categories: Projected (expected to participate) Total Overall Attendance 535,481 ;Attendees who traveled 50 miles or more to attend Total Of total, attendees who traveled from another state or country 67,350 10,709 Attendees who stayed overnight Paid Accommodations Unpaid Accommodations (5% of paid Accommodations) Paid Lodging Nights* *one lodging night = one or more persons occupying one room for one night 13,704 685 13,704 Provide a description of the methods used in making the above estimations as well as a description of the methods that will be used to determine actual attendance and distinguish among the visitor categories (methods include a head count, car count,, survey, or other with explanation). Attachments to this section should be labeled "V. impact on Tourism," Impacts to tourism shown above are projections for the completed Plante's Ferry Sports Complex renovation project (as outlined in the CSL feasibility study), not necessarily the projected results from this proposed design project, However, the work that this grant would fund is a critical step towards the completion of the renovation project studied by CSL. The drawings that will result from this project will be used to begin to build public support & excitement about the project, and support and strengthen future grant applications to RCO. The projections shown are figures pulled directly from the feasibility study, combined with estimates based on knowledge of Spokane County's existing park operations and recreation programs. Overall attendance projections are taken directly from slides 83 and 94 of the CSL Feasibility Study, Appendix A. The number of projected attendees who traveled 50 miles or more was taken directly from the CSL study (slide 94, under the Initial Year column), listed as "Total Non -Local Visitor Days." The estimated percentage of attendees who traveled from another state or country was estimated using 2% of the overall attendance listed. The paid accommodation estimate was taken from slide 94 of the CSL Feasibility Study, (Appendix A), as shown under "Total Hotel Room Nights". Unpaid accommodations were estimated by taking 5% of the paid accommodations number. Finally, the paid lodging nights estimate was taken from slide 94 of the CSL Feasibility Study, (Appendix A), as shown under "Total Hotel Room Nights". Actual attendance will be calculated by measuring the number of tournaments / camps / leagues / etc. and the number of participants post -renovation vs. pre - renovation. City of Spokane Valley Request for 2019 Grant Page 4 of 18 Applicants may find more information on the Joint Legislative Audit and Review Committee's guidelines under "Lodging Tax Data Collection" at http://leg.wa.gov/jlarc/Pages/default.aspx . Information requested in this section is required to be included of the time the application is submitted pe RCW 67.28, as amended by Engrossed Substitute House Bill 1253 in 2013 • If estimates are not given fo. all items listed in this section, then the application will be considered incomplete and will not be advances to the Lodging Tax Advisory Committee for funding consideration. VI. SPOKANE VALLEY CITY COUNCIL GOALS AND PRIORITIES THAT SHOULD BE ADDRESSED IN YOUR APPLICATION The Spokane Valley City Council will make the final award of lodging tax revenues to candidates based upon the recommendations of the LTAC. The City Council has established goals and priorities for using lodging tax revenues to benefit tourism within Spokane Valley. In addition to the evaluation criteria outlined in the other sections of this application, the LTAC desires to understand how the applicant's proposal and project would meet the City Council goals and priorities. Please explain how the proposal meets City Council goals and priorities, listed below. Attachments to this section should be labeled "VI1. Consideration of City Council Goals and Priorities" Council Goals and Priorities for Use of the initial 2% Lodging Tax In August 2013 Council for the first time adopted goals and priorities that it encouraged the LTAC to consider when making award recommendations. Based upon subsequent discussions between Council and Staff in the years of 2014 through 2018, these have evolved as follows: 1. Council desires to direct awards toward funding new and innovative projects, activities, events or festivals that will distinguish Spokane Valley as a tourism destination and result in increases to Spokane Valley tourism. As part of this goal, Council will use lodging taxes for the purposes allowed in State law, which include: a. Tourism marketing b. The marketing and operations of special events and festivals c. The operation and capital expenditures of tourism related facilities owned or operated by a municipality or public facility district d. The operation (but not capital expenditures) of tourism related facilities owned or operated by non-profit organizations. As outlined in the CSL feasibility study, the renovation of Plante's Ferry Sports Complex would have a major positive impact on the local economy and tourism industry. Although the proposed design project may not be a traditional event or festival that draws visitors, we believe that it is an innovative approach to bringing this renovation project (and all the potential visitors and benefits) to reality. 2. Council will emphasize the utilization of funds for capital expenditures to develop tourism destination facilities or venues within the City of Spokane Valley as a means of drawing additional visitors to the City (recognizing that this option is limited to facilities owned by a municipality or public facility district). Council would like to move in the direction of allocating a majority of lodging taxes toward this purpose. The proposed design project will result in a set of drawings that will be used as a stepping stone to fully renovate Plante's Ferry Sports Complex. While the drawing package is not a capital project in and of itself, it will directly lead to major capital investments in the sports complex. Plante's Ferry is not within the City of Spokane Valley city limits, but the park is bordered on three sides by the City, and 70% of projected hotel stays will occur within the City of Spokane Valley. City of Spokane Valley Request for 2019 Grant Page 5 of 18 3. Council recognizes that lodging nights are an important measure of a successful event or marketing program and will place higher consideration on events or programs with a demonstrable history of increasing overnight stays. Council may also take into consideration to a lesser degree the economic impact of all major components of our tourism -based economy including shopping, dining and overnight visits. As shown on slide 94 of the CSL study, the completed Plante's Ferry Sports Complex renovation is expected to increase direct spending in our community by over $1.8 Mill in its initial year of operation. This includes increased spending of $786,712 for hotel stays, $618,132 for restaurants / meals, $149,850 for entertainment / leisure, $206,044 for retail / shopping, and $112,387 for "other" spending the first year alone. 4. Council will take into consideration revenues derived from lodging sources within Spokane Valley received by applicants from other municipal entities and agencies such as the Spokane County Tourism Promotion Authority and Spokane Public Facilities District. 5. An award to any particular applicant cannot be greater than the dollar amount requested in that applicant's application. 6. Council wishes to establish a future plan for the City to best utilize the 1.3% lodging tax that is accounted for in the Hotel/Motel Tax — Tourism Facilities Fund #104. VII. PROJECT BUDGET Please detail the budget for your project. In addition to completing the chart below, you must also submit your general operating budget, or fund -level budget for public agencies. PROJECT BUDGET SHEET CATEGORY GRANT AMOUNT REQUESTED MATCH* TOTAL To be filled out by Public/Municipal Agencies: 1. Municipality tourism marketing $ 75,000 $0 $75,000 2. Municipality event and festivals $ $ $ 3. Municipality facilities (operations and capital) $ $ $ To be filled out by Non -Profit Agencies: 1. Non -municipal entities promoting and advertising tourism $ $ $ 2. Non -municipal entities for marketing and operating events and festivals $ $ $ 3. Non -municipal entities for operations of tourism -related facilities owned by non-profit organizations $ $ $ TOTALS $ 75,000 $0 $75,000 *While matching funds are not required, the amount of additional funds an organization brings to an event is a good measure of that organization's commitment to success and the broad-base support for the project. City of Spokane Valley Request for 2019 Grant Page 6 of 18 VIII, ATTACHMENTS Please provide the following information as attachments. 1. Copy of state certificate of non-profit incorporation and/or copy of federal determination of 501(c)(3) or 501(c)(6) exempt status. 2. Copies of most recent approved and proposed budgets of the overall organization. For public agencies, copies of budgets should be at the fund -level. 3. 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. 4. List of members of the organization's board of directors and principal staff. 6. List co-sponsors, if any, by title and type. CERTIFICATION The applicant here certifies and affirms: 1. That it will abide by all relevant local, state, and federal laws and regulations. Without limiting the foregoing, no individual shall be excluded from participation in, denied the benefit of, subjected to discrimination under, or denied employment in the administration of or in connection with this Agreement in violation of local, state, or federal law. 2. That it has read and understands the information contained in this Grant application and will comply with all provisions thereof, Certified By: (signature) yr..41a (print or type name): Kristopher Krohn Title: Park Planner / Landscape Architect Date: September 281h, 2018 City of Spokane Valley Request for 2019 Grant Page 7 of 18 Spokane County Sports Complex - Plante's Ferry Total Attendance: Leagues Practices Camps In -House Tournaments Third -Party Tournaments 1nitbd Stabilized Existing Year Year Complex 1 2 3 4 108,000 135,000 140,400 145,800 145,800 212,625 265,781 276,413 287,044 287,044 7,500 11,700 14,700 18,000 20,250 39,750 49,125 49,125 49,125 49,125 37,500 73,875 83,250 83,250 83,250 TOTAL ATTENDANCE 405,375 535,481 563,888 583,219 585,469 Tournaments: In -House Tournaments Third -Party Tournaments Total 8 9 9 4 9 10 12 18 19 9 10 19 9 10 19 Note: Includes partidpants and spectators. City of Spokane Valley Request for 2019 Grant Utilization & Attendance Summary Plante's Ferry gar _ LL W WSI 1f1O1 NO 13VdINI 'A z LU z LU CO Fa - 93 - rr ,, V City of Spokane Valley Request for 2019 Grant C0 0 0 -hw Economic Impact Concepts • Direct Spending consists principally of initial purchases made by participants and spectators at a sports complex who do not reside in the local area. This spending typically takes place in local hotels, restaurants, retail establishments and other such businesses. An example of direct spending is when an out-of-town participants and spectators pay a local hotel for overnight lodging accommodations or purchase meals. • Indirect Spending consists of the re -spending of the initial or direct expenditures. An example of indirect spending is when a restaurant purchases additional food and dining supplies as a result of new dining expenditures through increased patronage. A certain portion of these incremental supply expenditures occurs within the local community (i.e., "indirect spending," the type of which is quantified under this analysis), while another portion leaves the local economy (i.e., "leakage"). • Induced Spending consists of the positive changes in employment, earnings and tax collections enerated by changes in population associated with direct/indirect expenditures. erns tide total dirt, Ind?reand induced spending effects genera e total do#I r than i cxsatput t occurs in [oral ec no • Personal Earnings (or Personal Income) represents the wages and salaries earned by employees of businesses associated with or impacted by the project. In other words, the multiplier measures the total dollar change in earnings of households employed by the affected industries for each additional dollar of output delivered to final demand. • Employment represents the number of full- and part-time jobs. The employment multiplier measures the total change in the number of jobs in the local economy (throughout a wide diversity of industry sectors) for each additional $1.0 million of output delivered to final demand. INSP:1fIO1 NO 13HdINI "/1 sanbaAoilers eue)1ods Jo /4iC uwo 6 Lag ao4 81, JO OLa6ed Estimated Economic Impacts Plante's Ferry (Estimated Existing and improved/Redeveloped) Initial Stabilized Existing Year Year Complex 1 2 3 4 Total Attendee Days 405,375 535,481 563,888 583,219 585,469 Total Non -Local Visitor Days 42,375 67,350 73,538 75,188 76,313 Total Hotel Room Nights 8,625 13,704 15,002 15,398 25,668 Direct Spending by Type Hotel $1,334,813 52,121,525 $2,316,431 $2,368,406 52,403,844 RestaurantMeals 1,048,781 1,666,913 1,820,053 1,860,891 1,888,734 Entertainment/Leisure 254,250 404,100 441,225 451,125 457,875 Retail/Shopping 349,594 555,638 606,684 620,297 629,578 Other 190,688 303,075 330,919 338.344 343.406 Total 53,178,125 $5,051,250 55,515,313 55,639,063 55,723,438 Indirect/Induced Spending 51,970,438 $3,131,775 53,419,494 $3,496,219 53,548,531 Total Economic Output 55,148,563 58,183,025 58,934,806 59,135,281 59,271,969 Personal Earnings 52,574,281 $4,091,513 54,467,403 54,567,641 54,635,984 Employment 66 105 115 118 119 (run & part-time jobs) Note: Figures presented in 2016 dollars. Only reflects spending by estimated visitors who are not local residents. Estimated Distribution Spokanz Liberty Other In-Cour•i 70% 10% 20% 70% 10% 20% 85% 10% 5% S0% 10% 40% 70% 15% 15% 7C% 15% 15% 73% 11% 16% 70% 10% 20% 70% 10% 20% 70% 10% 20% 70% 10% 20% WSRino1 NO 13VdINI 'A V. IMPACT ON TOURISM .._ Phases 1-3 - Nantes Ferry Reconstruct and Illuminate Five Softball Fields with One Full Artificial Turf Field, Two Illuminated Arti- ficial Turf Soccer Fields, 220+ Added Paved Parking Stalls, Added Gravel Parking, Two New Shelters and Three Vendor Pads, One New Restroom City of Spokane Valley Request for 2019 Grant Page 11 of 18 VIII. ATTACHMENTS 1. Copy of state certificate of non-profit incorporation and/or copy of federal determination of 501(c)(3) or 501(c)(6) exempt status. N/A — Government Agency 4. List of members of the organization's board of directors and principal staff. Spokane County Board of County Commissioners — Josh Kerns (Chair), Mary Kuney (Vice - Chair), Al French (Commissioner) 5. List co-sponsors, if any, by title and type. None City of Spokane Valley Request for 2019 Grant Page 12 of 18 VIII. ATTACHMENTS 2. Copies of most recent approved and proposed budgets of the overall organization. For public agencies, copies of budgets should be at the fund -level. Spokane County Summit Department Group Summary 010 -General Fund Dept Group: 220 -Parks Budget Summary: 2018 Prel. Revenue Budget Charges for Goods/Services 292,700 Licenses & Fees 600 Miscellaneous Revenue 324,200 Other Financing Sources 178,312 Proprietary Gains 0 Subtotal Dept Group Revenue: 795,812 Total Dept Group Revenue: 795,812 2018 Prel. Expenses Budget Salary & Wages 1,194,060 Employee Benefits 495,045 Supplies & Services 874,646 Governmental Transfer/Services 23,243 Subtotal Dept Group Expense: 2,586,994 Capital 0 Subtotal Dept Group Expense: 0 Total Dept Group Expense: 2,586,994 Program Budgets: 2018 Prel. Revenues Budget Liberty Lake 174,000 Parks and Recreation 182,298 Northside Aquatic Facility 111,300 Southside Aquatic Facility 206,500 Plantes Ferry Sport Stadium 37,214 Park Sponsorship 0 Raceway Park 32,500 Raceway Park Remediation 50,000 Raceway Admission Tax -AH 2,000 Pine River Park Ent. Enchance 0 Linwood Park 0 Liberty Lake Park 0 Liberty Lake Park Phase 2 0 Linwood Park Phase 2 0 Life Jacket Loaner 0 Subtotal Dept Group Revenue: 795,812 Total Dept Group Revenue: 795,812 Parks Dept 2018 Budget Page 1 of 2 912612018 4:11:56 PM City of Spokane Valley Request for 2019 Grant Page 13 of 18 VIII. ATTACHMENTS 2. Copies of most recent approved and proposed budgets of the overall organization. For public agencies, copies of budgets should be at the fund -level. Spokane County Summit Department Group Summary 2018 Prel. Expenses Budget Holmberg Pool 500 Liberty Lake 167,165 Parks and Recreation 1,661,877 Northside Aquatic Facility 314,304 Southside Aquatic Facility 326,642 Plantes Ferry Sport Stadium 63,091 Park Sponsorship 0 Raceway Park 3,415 Raceway Park Remediation 50,000 Pine River Park Ent. Enchance 0 Linwood Park 0 Liberty Lake Park 0 Liberty Lake Park Phase 2 0 Linwood Park Phase 2 0 Life Jacket Loaner 0 Subtotal Dept Group Expense: 2,586,999 Total Dept Group Expense: 2,586,994 Parks Dept 2018 Budget Page 2012 9126120184:11:56 PM City of Spokane Valley Request for 2019 Grant Page 14 of 18 VIII, ATTACHMENTS 2. Copies of most recent approved and proposed budgets of the overall organization. For public agencies, copies of budgets should be at the fund -level. Spokane County Summit Fund Summary Fund: 122 -Recreation Budget Summary: 2018 Prel. Revenues Budget Charges for Goods/Services 260,000 Miscellaneous Revenue 1,100 Other Financing Sources 80,000 Subtotal Fund Revenue: 341,180 Beginning Fund Balance 11,134 Subtotal Fund Revenue: 11,134 Total Fund Revenue: 352,314 2018 Prel. Expenses Budget Unclassified 10,000 Salary & Wages 144,481 Employee Benefits 58,448 Supplies & Services 118,775 Governmental 0 Subtotal Fund Expense: 331,704 Fund Balance 20,610 Capital 0 Subtotal Fund Expense: 20,61D Total Fund Expense; 352,314 Program Budgets: 2018 Prel. Revenues Budget Recreation 341,180 Subtotal Fund Revenue: 341,180 Beginning Fund Balance 11,134 Subtotal Fund Revenue: 11,134 Total Fund Revenue: 352,314 2018 Prel. Expenses Budget Recreation 331,704 Subtotal Fund Expense: 331,704 Ending Fund Balance 20,610 Subtotal Fund Expense: 20,610 Total Fund Expense: 352,314 2018 Recreation Fund Budget Page 1 of 1 9/28/2018 9:47:02 AM City of Spokane Valley Request for 2019 Grant Page 15 of 18 VIII. ATTACHMENTS 2. Copies of most recent approved and proposed budgets of the overall organization. For public agencies, copies of budgets should be at the fund -level. Spokane County Summit Fund Summary Fund: 405 -Golf Course Budget Summary: 2018 Prel. Revenues Budget Charges for Goods/Services 2,216,000 Miscellaneous Revenue 61,900 Other Financing Sources 1,375,050 Proprietary Gains 0 Subtotal Fund Revenue: 3,652,950 Beginning Fund Balance 3,951,003 Subtotal Fund Revenue: 3,951,003 Total Fund Revenue: 7,603,953 2018 Prel. Expenses Budget Unclassified 200,000 Salary & Wages 880,301 Employee Benefits 421,725 Supplies & Services 755,444 Governmental 1,450 Transfer/Services Debt Services 1,375,050 Subtotal Fund Expense: 3,633,970 Fund Balance 154,522 Capital 3,815,461 Subtotal Fund Expense: 3,969,983 Total Fund Expense: 7,603,953 Program Budgets: 2018 Pref. Revenues Budget Golf Course 651,188 Hangman Valley 821,050 Liberty Lake 622,800 Meadowwood 1,557,912 Subtotal Fund Revenue: 3,652,950 Beginning Fund Balance 3,951,003 Subtotal Fund Revenue: 3,051,003 Total Fund Revenue: 7,603,953 2018 Prel. Expenses Budget Gaff Course 715,188 Hangman Valley 812,466 Liberty Lake 724,998 Meadowwood 5,196,779 Subtotal Fund Expense: 7,449,431 Ending Fund Balance 154,522 Subtotal Fund Expense: 154,522 Total Fund Expense: 7,603,953 Summit History Report (2) City of Spokane Valley Request for 2019 Grant Page 1 of 1 9/2612018 9:57:50 AM Page 16 of 18 VIII. ATTACHMENTS 2. Copies of most recent approved and proposed budgets of the overall organization. For public agencies, copies of budgets should be at the fund -level. Spokane County Summit Fund Summary Fund: 117 -Conservation Futures Budget Summary: 2018 Prel. Revenues Budget Intergovernmental Revenue 370 Miscellaneous Revenue 86,949 Other Financing Sources 1,000,000 Taxes 1,894,113 Subtotal Fund Revenue: 2,981,432 Beginning Fund Balance 2,685,573 Subtotal Fund Revenue: 2,685,573 Total Fund Revenue: 5,667,005 2018 Prel. Expenses Budget Unclassified 381,904 Salary & Wages 252,759 Employee Benefits 123,004 Supplies & Services 146,037 Governmental 369,732 Transfer/Services Debt Services 526,798 Subtotal Fund Expense: 1,800,234 Fund Balance 320,771 Capital 3,546,000 Subtotal Fund Expense: 3,866,771 Total Fund Expense: 5,667,005 Program Budgets; 2018 Prel. Revenues Budget Conservation 2,981,432 Subtotal Fund Revenue: 2,981,432 Beginning Fund Balance 2,685,573 Subtotal Fund Revenue: 2,685,573 Total Fund Revenue: 5,667,005 2018 Frei. Expenses Budget Conservation 5,346,234 Subtotal Fund Expense: 5,346,234 Ending Fund Balance 320,771 Subtotal Fund Expense: 320,771 Total Fund Expense: 5,667,005 Summit History Report Page 1 of 1 9/28/2018 9:53:32 AM City of Spokane Valley Request for 2019 Grant Page 17 of 18 VIII. ATTACHMENTS 1. 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. No. 18-0691 BLFo:Rl; THE. BOARD OF COUNTY COMMISSIONERS OF SPOKANE COUNTY, WASHINGTON IN THE MATTER OF TAKING ACTION f 4 ) CONJUNCTION WITH THE COMM1SSIONEKS' ) DAILY MEETING CALENDAR FOR MONDAY. ) SEPTEMBER 24, 2018 AT 9,{l0 A.M. OR AS SOON ) AS POSSIBLE THEREAFTER ) CLERK'S MINUTES Mellott Item- Weekly Colendnr) The above entitled nrntt.vr hnvine, rome before the Rnsrri of County Commissioners of Spokane County ("Board") on this 24th day of September 201 g, as provided for in the Board of County Commissioner's Daily Meointig Calendar under glint item entitled: "9;00 a.m. Executive Cabinet Meting Doug Chase, Parks, Recreation and Coif Director • Parks, 1 creation and Golf Update Gary Valenti. Ph, D., WSU Spokane (iunty Cooperative Extension Ilir. & 441 Educator • WSU Extension Update Mil Rurpfec,Rpnkane+reuntyt,nhhyist • Legislative Priorities Update Gerry Gem mill, CEO, possible executive session meetings on the following: • AegltisitionfLease of Real Estate (RCW 42.30.110(1)(b)) • Side /Lease of Kcal Estate (RCW 42.30, 110(1)(e)) • Evaluate Qualifications of nn Applicant for Public Employment or Review Performance of Public, Employee (11CW 42,30,110(1 Xg)) • Evaluate Qualifications ofn Candidate for Appointment l0 Elective Office (RCW 42,30.110(1xb) • Labor Ne otiation5 (RCW 4230.140(4)) ▪ Review Negotiations on the Performance of Publicly Bid Contracts (RCW 42.30,1 10(1)14) Jack Driscoll, Chief Civil DPA - possible executive session meetings on the following: • imforuemcn Action or Pending/Potential Litigation (RCW 42,30,110(1)(i)) Miseellimeou9 MnitcrsfRuiui ltable'k)iscusslun" and after discussion and briefing by staff a motion was made by Commissioner Kuney, seconded by Commissioner Keats and passed by 2-0 vote t0: Move to approve for the City of Spokane Valley, Washington 2019 Lodging Tax Grant Application. MOTION: Kerns -- Aye; Ktutey - Aye and French Absent, DATED this 241b day of September. 2018, Page I of 1 C�iitinn V Clerk oft Boat/ t'd� City of Spokane Valley Request for 2019 Grant Page 18 of 18 2019 City of Spokane Valley Lodging Tax Grant Application Requesting $75,000 to Fund Design Work (30% Construction Documents) for the Renovation of Plante's Ferry Sports Complex Spokane County FARdi, 11.[CIENn011 ONO COO $�,ol:�i�ii� Cc�iiiilY r•��k,. i!.��i ��.iCi,ii� aii,: C'i,lE 9/28/201 Plante's Ferry Location Map I• • 4 . • • f• I .,.2..., 2016 CSL Feasibility Study Funded through Interlocal agreement (City o1 Llberiy Lake, City of Spokane Valley, Central Valley School District, and the Sports Commission) Explored two potential sports facility projects In Spokane Valley • A major renovation of Plante's Ferry Sports Stadium • The development of a large new regional sports complex near the HUS Sports Center Feasibility Study can be found at • hltps://www.spokanecouniv.org/3653JFeaslbilliy-Sludv-og Spot 4.1 CSL Study Graphics for Plante's Ferry r-nnd_�g?�Ugl p5sic,]n_ Ph.ser 1.7 - NASA Ferry 17.4 nl.a0.,•e. 1mSiltndIs.srY 1.11.E 1:'1.3a..UlrrM1 .tatiatm,an.•r.•s,• t•,1:-61...[rt.-. ex.. Ei Project Goals • Complete Construction -grade topographic survey • Establish a stakeholderforus group • Complete 30% design development drawing package • Develop up-to-date construction estimates for phased project completion • Explore possible funding opportunities and propose recommended construction timelines + Utilize drawings to promote tourism by attraclingnew tournaments re)9 Proposed Timeline ..+.« ,.ra[mra•Ilnaew Consultant restrnikMJM•.U.r 59nha.l.fiddtsOeos Wm:* Drass•Ailu nn.•aan wryrewee[.I.0Ino+ui..a. • r.so.t. rn, rs.[ a �. a ry wn. w les •.w•,I tm l,r.. G[1CnlaO.tWMtetaa.1 I t. Ihvlwredt•M..Ik.•r G n:t[_n P. toss Ell roust 01 9 9/28/201 2016 CSL Feasibility Study LEVBENEFITANALYSIS Estimated Economic Impacts Plantes ferry (Estimated Eliding and Improve /Redeveloped) 11•••• am E52.71- 11.1 • w• Yti Mo ro .SPI •w MX. IwY mW =IA Miff1.1.owe Tut Evia-Fa[P �1'r+'."•Y I1Rla Lain man 1.1.ft111 a.�ltl i.efe9••[Is . I[o[u 1w3 4uttt wyrr Y r w 111 Possibilities • ArtificinlTurf • Provides uniform playing surfare (no holes lo twist ankles) • Reduces water use • Extends playable season • Eliminates need for fertilizer pesticides / herbicides • towers weakly malnlenance costs + LEDPieldLighling • Energy efficient • Remote operation possibilities (Lights only on schen they are scheduled to -be /Mowed In -be) • Extends playable hours • Dark Sky (or similar} lighting_ minimizes ligld pollution and Focuses light on playing surface wit. Spokane County PAW, ALCAEAl1OH MID CIM. 2018-19 SPORTS UPDATE POKANE ORIS COMMISSION TABLE OF CONTENTS Section Page I. Project Application 2 II, History 3 III. Project Summary 3 IV. Scope of Work 4 V. Impact On Tourism 5 VI. Spokane Valley Council Goals 6 VII. Project Budget 8 VIII. Attachments 10 Board of Directors Most Recent Approved Budget Board Authorization 2018-2019 Spokane Valley Sports Update 1 City of Spokane Valley APPLICATION FOR 2019 LODGING TAX GRANT Submitted: October 2018 I. PROJECT APPLICATION Project title: Sports Marketing / Development Type of Project: Sports Promotional and Marketing activities Admission charge: Yes -- depending on the event recruited. Some sports events are ticketed Applicant: Spokane Sports Commission Phone: (509) 742-9371 E-mail: erics@spokanesports.org Address: 714 N. Iron Bridge Way, #202 City: Spokane State: WA Zip: 99202 Applicant: Non-profit 501(c)(3) registered in WA Contact Person: Eric Sawyer, President (address / phone same as above) Amount requested: $ 200,000 Applicant's match: $ 1,625,600 Total project budget: $ 1,825,600 (proposed) New or Continuing Continuing activity: 2 II. HISTORY ._SPSPOROKANE "WE MAKE LIFE BETTER WITH SPORTS" Incorporated in 1989, the Spokane Sports Commission (SSC) is 501(C)(3) nonprofit economic and community development agency comprised of civic and business leaders who recognize the benefits associated with sports and its related activities. It is well known that sports improves communities and drives economies. The SSC has an experienced team committed to our region's sports community. "Sports -tourism wasn't even a category four years ago, and now it's the fastest-growing segment in travel. You've got millions of kids involved, parents spending thousands of dollars, and cities building facilities to host events and chase tourism dollars. It's just huge today and growing at an exponential rate." (source: Dave Hollander, professor at New York University's Tisch Center for Hospitality. Tourism and Sports). III. PROJECT SUMMARY This application seeks continued funding to support the Spokane Sports Commission's (SSC) sports development / marketing program in order to maximize the City of Spokane Valley's competitiveness in the regional sports scene. Recognizing that sports events bring valuable tourism dollars to the region and promote a positive image of the community, the SSC provides the leadership and experience to develop, market, and promote the region as a premier destination for a diverse number of sporting events and their related activities. The Sports Commission team is specialized and has experience in all aspects of sport marketing, promotions, event management, and the hospitality industry. Our services fall under the following categories: Sports Event Development & Recruiting Through marketing and promotion of the region, we recruit (bid) and develop events that generate positive economic and community development benefits. Event Promotion, Marketing & Media The Sports Commission works extensively to build the brand of sports in our community as well as help to promote the events that come to our region. Travel & Housing Coordination The Sports Commission works closely with each of our hospitality partners ensuring the sports -traveler gets the best match for their housing needs. 3 Event Logistics & Management The Sports Commission staff has experience managing a wide -array of sporting events. We work closely with established sports organizations, subcontractors and volunteers capable of operating all types of events. information Resource for Athletes & Teams The Sports Commission provides athlete & team communications, from registration to hospitality, ensuring the event receives maximum participation and the athletes and their fans are aware of our destination and its resources. IV. SCOPE OF WORK Objectives Actively market and promote the region as ane of the premier destinations for sports events. Through a marketing program that builds partnerships with sports facilities, regional sports organizations, and national governing bodies of sport, the Spokane Sports Commission recruits, develops, and bids for events that generate tourism spending and brings national exposure to our area. Trends & State of the Industry • "Governing bodies of sport are making decisions to ensure their events are in the hands of experts. They want experienced event operators. The most successful host destinations have experts at servicing sports groups. Skilled sports commissions provide support to the governing bodies in a way that allows them to focus on their championships, and little else. They provide a first-rate experience, presenting their communities as a desirable place to host events." (Jon Schmieder, Founder of the Huddle Up Group, LLC) • "Those traveling for sports -related pursuits spend a third more on lodging and nearly two-thirds more on in -market activities and entertainment Building a unique experience sets the well -executed sports travel experience apart from other communities. Personalized and dedicated "go -to" Sports Commissions build trust and assure the sports -related traveler and governing body a unique experience and well managed event." (source: Sports & Leisure Research Group Marketing Sports) • Sports related tourism spending continues to grow nationwide with hotel bookings expected to have a continued growth both nationally and locally. 27% of all trips taken in 2017 were for the sole purpose of attending an organized sporting event. (National Assn. of Sports Commissions, University of Oheo, and Sports Business Weekly research). 4 • There are more communities investing their lodging tax dollars in sports than ever before, and the trend is not changing. Communities are using tourism revenues to build sports venues and implement marketing strategies to stay competitive in the tourism arms race. Sports tourism is the fastest growing segment of the travel industry. Further, a sport shares a community's cultural traditions while showcasing its active lifestyles with visitors. Sports Tourism is traditional, exciting, and not a new craze, constantly growing and evolving with each generation. (sports Facilities Advisory Group) Studies shows that in 2014 there were 34.9 million people who traveled with an overnight stay to participate in or watch an amateur sports event, a figure that has remained fairly consistent going back to 2008. While 18 percent of these sports travelers were under the age of 17, about 51 percent were ages 25 to 54, more evidence that families are accompanying their young players to events. (Sports Marketing Surveys USA) V. IMPACT ON TOURISM Overview of Sports Traveler and Spending Habits 1. Competitor — The athletes who compete in the event. 2. Athlete Follower — Additional visitors like coaches and family members who support the competitor. In the case of a youth event, research has shown that on average, for every athlete there are two additional visitors in the traveling party. 3. Leisure Traveling Sports Fans — Visitors who are motivated to visit the Region because of the entertainment value associated with the event. retail 16% food & bev 19% Spending habits of the Sports -Traveler (source: Sports, Fitness & Leisure Assn.) local trans 5% entertain & recreation 8% 5 Projected Number of Visitors (Valley Specific) Total overall attendance 93,000 travel 50. Miles or more to attend Attendees wotrav Total 54,000 Of total, attendees who traveled from another state or country 23,000 Attendees .who stayed overnight Paid Accommodations 19,336 Unpaid Accommodations 2,000 Paid Lodging Nights 17,336 Methodology for Estimating Visitor and Overnight Stays Attendance and hotel stays are based on hotel/motel data matched against actual registration numbers of athletes' competing in events to estimate visitor counts. When estimating, the Sports Commission only measures visitors who have traveled 50+ miles from their point of origin — typically requiring an overnight stay. VI. VALLEY COUNCIL GOALS AND PRIORITIES "Youth and amateur sports tournaments are fairly low -investment opportunities that smaller communities can explore with large returns. Communities that want to build their economy by attracting entrepreneurs, first need to find ways to expose those individuals to their regions. One of those ways is through youth and amateur sports tournaments." (Chen and Hsu - The Journal of Global Business Management) Tourism Objectives Before pursuing or developing events, the Commission evaluates the overall community benefit of each event based on the following criteria — in order of priority. 1) Total tourism impact — room nights being a priority. 2) Scope of the media and broadcast exposure generated by the event. 3) Quality of life and entertainment value. 4) Potential for event management and operational spending locally. 5) Benefit to local sport programs and/or charities. New Events Directly Benefiting the City of Spokane Valley See attachment: "SPOKANE VALLEY SPORTS UPDATE" Recognizing the Council's desire to fund new and innovative events, the Sports Commission's marketing efforts recruited strive to recruit events with the greatest tourism impact based on the venue's valley location. Key valley venues include Plantes Ferry Sports Complex, Mt Spokane, The HUB, Liberty Lake golf courses, Spokane Expo Park, and Valley High Schools. 6 It is important to note that sporting events have regional benefits and the tourism impacts reflect this. Events staged in other areas of the community still positively impact the City of Spokane Valley with teams and their fans utilizing valley hotel/motel properties, restaurants, and retail centers. For example, annual events the Sports Commission supports like the PNW Volleyball Qualifier, Middle School Basketball Tournament, and State B Basketball Tournament all benefit valley tourism. The Valley's numerous high quality service -focused hotel properties are typically the first choice for many sports teams. Sports Facilities Objectives The Spokane Sports Commission's structure builds a broad coalition of civic leaders to help spawn public/private investment that focuses support in the development and improvement of regional sports facilities. Currently, the SSC is engaged in efforts to develop sports venues to attract new events with the greatest geographic benefit to the Spokane Valley. In addition, these efforts will help meet the growing demand by Valley sports programs for additional and improved facilities. "The sports event industry often is said to be recession -resistant, and there are a number of reasons for this. For example, many events, whether for youth, adult, amateur, college or professional, must take place every year, so the demand for tournament venues remains high." (source: Dr. Andrew Zimbalist Smith College Economics Department). But, it's essential to understand; "if you build it, they will come" is a myth. To attract events, sports venues must be well maintained, properly managed, and most of all, marketed and ultimately sold — all part of a solid operational plan. MT SPOKANE NORDIC CENTER $5 million expansion of the nordic ski area to include a new 15K sq.ft. lodge & learning center, expanded parking, and development of stadium area for start/finish. Once completed, the center would qualify for an array of major cross-country skiing events. The SSC is working with State Parks and the Nordic Assn. to help develop a funding strategy while advocating for the project. PLANTES FERRY SPORTS COMPLEX RENOVATION Spokane County Parks has proposed to the Commissioners a $10 million renovation of complex. This project will significantly upgrade the 5 -softball fields to "tournament quality" allowing the Sports Commission to pursue major tournaments. When combined with the Merkel Complex fields, the region will be capable of securing large highly sought-after ASA tournaments. In addition, the project will convert 2 - soccer fields to artificial turf with lights. This will not only provide opportunities to host visiting teams and tournaments, but also expand the soccer season for local sports programs. The SSC is working with the Parks Department to advocate for the project and help secure funding. 7 HUB SPORTS COMPLEX CAPITAL CAMPAIGN A key venue for the region, the SSC is currently supporting and has contributed to the HUB capital campaign. In addition, the SSC supports their grant applications. VII. PROJECT BUDGET 2019 SSC Proposed Budget Summary Revenue Expense * County Rental Car Tax Public Facilities District (LTAC) Public Facilities District (5%) City of Spokane Lodging Tax City of Spokane Valley Lodging Tax City of Liberty Lake Lodging Tax Tourism Promotion Area * Unrestricted community programs Total Salaries/benefits/taxes Office administration Promotional Travel Marketing/Bidding Event Management Destination Marketing Rights held events Unrestricted community programs Total $ 200,000 411,000 125,000 30,000 200,000 10,000 810,000 39,600 $ 1,825,600 $ 705,000 135,000 75,000 485,000 205,000 100,000 47,000 80,000 $ 1,832,000 * Revenue sources contracted for 2019. All others are proposed and still TBD. 8 PROJECT BUDGET SHEET CATEGORY GRANT AMOUNT REQUESTED MATCH TOTAL Filled out by Municipal agency: 1. Municipality tourism marketing 2. Municipality tourism event and festival 3. Municipality facilities (operations and capital) Filled out by Non -Profit agency: 4. Non -municipal entities promoting and advertising tourism $100,000 $793,000 $893,000 5. Non -municipal entities for marketing and operating events and festivals $100,000 $793,000 $893,000 6. Non -municipal entities for operations of tourism -related facilities owned by non-profit organizations 0 0 0 TOTALS $200,000 $1,586,000 $1,786,000 9 VIII. ATTACHMENTS Bill Maxey Board Chair Maxey Law Offices Brook Baker -Spink Baker Construction Herb Rotchford Greater Spokane League Lynnelle Caudill The Davenport Collection Brandon Haugen Kalispell Development Corp 3SPOKANE SPORTS COMMISSION BOARD OF DIRECTORS Cajer Neely Board Vice -Chair Retired Stephanie Curran Public Facilities District Rustin Hall ALSC Architects Bryn West River Park Square Catherine Brazil University of WA Barb Richey Board Treasurer STCU Dr. Jeff Geldien Gonzaga University Alexis Alexander Avesta Utilities Rita Santillanes Peppertree Inns Company Pam Parks Eastern WA University 10 REVENUE SPOKANE SPORTS COMMISSION 2018 ANNUAL BUDGET PFD Lodging Tax (5%) 120,000.00 PFD LTAC 300,000.00 Valley Lodging Tax 80,000.00 Rental Car Tax 200,000.00 City Lodging Tax 32,000.00 Liberty Lake Lodging Tax 10,000.00 TPA 794,000.00 TOTAL PUB SOURCES 1,536,000.00 Youth Awards Rev Youth Awards Sponsors Hall of Fame Rev Hall of Fame Donations Hall of Fame Sponsors 4,500.00 12,000.00 2,500.00 250.00 13,500.00 TOTAL COMM DEVEL 32,750.00 Committed Event Rev 75,000.00 Interest 1,000.00 Equipment Rental 1,500.00 OTHER SOURCES 77,500.00 TOTAL REVENUE 1,646,250.00 11 EXPENSE Wellness Plan 8,000.00 Phone Reimbursement 9,000.00 Simple Matching 15,000.00 Salaries 525,000.00 Payroll Tax 50,000.00 Health Insurance 64,000.00 Payroll Service 2,000.00 Vehicle/Mileage 3,000,00 TOTAL PERSONNEL Project Sports National Event Develop Grass Root Event Develop Board Travel Local Hosting Unrestricted Local Hosting Destination Marketing 676,000.00 56,000.00 493,000.00 198,000.00 1,000.00 10,000.00 5,000.00 80,000.00 TOTAL SPORTS DEVEL 843,000.00 Printer Lease 7,500.00 Bank Fees 1,000.00 Meetings 5,000.00 Computer 5,000.00 Insurance 3,500.00 Office Supplies 8,000.00 Postage 1,500.00 Rent 77,000.00 Phone Data 7,000.00 Prof Fees 5,000.00 Dues/Subscriptions 2,000.00 Credit Card Processing 3,000.00 Misc Admin 4,000.00 TOTAL ADMIN Hall of Fame Youth Awards Golf Tournament 129,500.00 25,000.00 18,000.00 43,000.00 TOTAL COMM DEV 86,000.00 TOTAL EXPENSES 1,734,500.00 12 _11, SPOKANE SPORTS COMMISSION September 15, 2019 To whom it may concern: At the September 2018 Board of Directors meeting of the Spokane Sports Commission, the Board authorized Eric Sawyer, Pres/CEO to pursue all sources of applicable lodging tax grants. Bill Maxey Board Chair 13 The applicant here certifies and affirms: 1. That it will abide by all relevant local, state, and federal laws and regulations. Without limiting the foregoing, no individual shall be excluded form participation in, denied the benefit of, subjected to discrimination under, our denied, employment in the administration of our in connection with this Agreement in violation of local, state, or federal law. 2. That it has read and understands the information contained in this Grant Application and will comply with all provisions thereof. Certified By (signature) ec.5 (print or type name) Eric Sawyer Title President / CEO Date 1 October 2018 14 WE MAKE LIFE BETTER WITH SPORTS SPOKANE ORTS COMMISSION ORTS COMMISSION ERIC SAWYER CEO/PRESIDENT strategy & operations facility development 2 ANNA HENRY RESEARCH COORDINATOR event planning, sports development research We love sports. The adrenaline. The energy, The common vision to be one's best. And our passion shows in everything we do. But what drives us to blaze new trails in sports; turn everyday events into exceptional experiences; to distinguish the region as a leader in sports event development, is our foundational commitment to our community. We know that when we succeed, so do local youth programs, regional commerce, and area families. Thanks to public and private funding, including many visionary sponsors, we bring significant benefits for our community while providing premium services for our clients. It's been an exciting time for sports. We had supported a record number of events, hosted the largest number of traveling athletes, and made great strides in new facility development, The Spokane region has a promising future. Thank you for your ongoing support of sports in our region. It's only with the continued support of our community that we are able to advance sports in the region. BARB ANZIVINO OFFICE MANAGER athlete registration services, financial services DANA HAYNES MEDIA SPECIALIST event media services. social media PAUL CHRISTIANSEN DIRECTOR OF EVENT SERVICES event management contracts & logistics JODI KAYLER VP OF MARKETING & COMMUNICATIONS strategy & marketing branding, creative services ASHLEY BLAKE DIRECTOR OF SPORTS DEVELOPMENT national sports development, bid management, research SAMMIE RAGAN MARKETING & EVENT MANAGER sponsorship, athlete experience, event promotion CHERWE"GWINN SPORTS DEVELOPMENT MANAGER local club development, travel & housing MEET THE TEAM OUR STRATEGY .cv 5 RESEARCH & DEVELOPMENT Research sports events and emerging trends Cultivate relationships with event rights -holders Evaluate and bid on event opportunities that best fit within Spokane's capabilities Develop ideas for new homegrown events Establish local organizing committees Advocate for focal sports facilities and improvements For every successful sports event we host, we bring economic prosperity to the region, grow our local clubs and sports community, and make Spokane a better active place to live and play. By providing superior service and always exceeding our clients' expectations is how we ensure long-lasting relationships and return events. joule qt EVENT PLANNING Manage Hotel and Facility Contracts Oversee Event Logistics Source Vendors & Supplies Provide Fiscal Management and Incentives Develop and Implement Marketing & Communication Strategies Website, Photography and Video Services Athlete Registration Volunteer & Officials Coordination EVENT EXECUTION Event Set--up/Teardown Day -of Event Management Staffing & Volunteers Event Media Athlete & Officials Communications and Hospitality Special Events Location of sports events supported by spokane sports commission in 2018. KEEPING SCORE IN REGION: 2013 TO 2018 WEST PLAINS/ NORTHSIDE EVENTS 19 SPOKANE VALLEY EVENTS 78% increase in the number of athletes hosted. 120% increase in hotel room nights generated. $33 million increase in annual economic impact, or 120% increase. IMPACT OF SPORTS IN SPOKANE VALLEY 2018 TOTALS ► 29,833 HOTEL ROOM NIGHTS ► $26.3M IN DIRECT ECONOMIC IMPACT 2019 SPOKANE VALLEY 2019 FORECAST ► 20,336 HOTEL ROOM NIGHTS ► $25M IN DIRECT ECONOMIC IMPACT Spokane Sports Commission is still actively recruiting events for 2019. Numbers reflect events already secured. Event 2019 Washington State Middle School Girls and Boys Basketball Championship Economic Impact $5,265,000 # of Athletes 3,600 Forecasted Hotel Room Nights 3,750 2019 USA Volleyball Pacific Northwest Qualifier $9,828,000 7,380 13,150 2019 Evergreen Volleyball Regional Championships $975,000 1,500 1,250 2019 WIAA 1B/2B, 1A, 3A Boys & Girls High School State Golf Championships $479,700.00 400 450 2019 USA Racquetball Singles National Championship (tentative) $624,950 425 637 2019 USA Racquetball Junior Olympic National Championships (tentative) $739,050 250 949 2019 Spokane Nordic Winterfest $48,750 150 20 2019 Junior National Nordic Ski Qualifying Race $234,000 200 50 2019 Spokane Nordic Challenge 20/30/50k Loppet $68,250 150 50 2019 Hub-a-Palooza Mountain Bike Festival $351,000 400 50 2019 Pony Baseball Cinco De Mayo Tournament $719,500 1,120 769 2019 Memorial Super Day Bash Baseball Tournament $1,694,000 828 2,072 2019 Best in the Northwest Pony Baseball Invitational $760,500 865 972 2019 Mt. Spokane Enduro $175,500 300 100 2019 Spokane -Coeur d'Alene American Legion Wood Bat Classic $2,047,500 1,410 2,000 2019 Spokane Summer Classic Adult Soccer Tournament $333,150 80 50 2019 Summer Slam High School Basketball Tournament $658,000 600 150 2019 RIM Ride (Rotary in Motion) $25,000 600 50 2018 Rotary in Motion Rim Ride Pacific Northwest Qualifier Volleyball Spokane Summer Classic Adult Soccer Tournament 2018 USATF Cross Country National Championships CITY OF SPOKANE VALLEY APPLICATION FOR LODGING TAX FUND MONIES INSTRUCTIONS: All sections must be answered in their entirety for this application to be considered complete. Additional pages that are attached to the application must be labeled with the section number and section title. I. PROJECT APPLICATION DEADLINE: October 5, 2018, before 4:00 p.m. Project Title: 77-) / 1 Type of Project: "f , '1''----) Will there be an admission charge for this activity? s)No If so, how much? 6- 0 6 Applicant : )6(1'<,&>)"k \,//0 -LL -)LL 60 Phone: G9 - �--.�—�5 ��' E-mail Sp()kci Lfin 61,- (1--t(1 a A nno t L; 6611 Address: l 1 City: /OK 0'30--- State l.{ rl- Zip Applicants are: Non-profit Public/Municipal Agency Must be a non-profit 501(c)(3) or 501(c)(&) or a public agency to be considered r funding. Contact Person (if different than applicant): lur.,'Xec,, p.(-) Phone: .JO 1 - q - 457 0 E-mail (XL /ILI /IL,ONS-e. ( ill 1714' c) i a_l Cc'..' inct ! 1_, Ccs t r) r) )) l 9 J Address 1, Cit .r!%Gt.— Lit -Q_ V 0-t ..C.4'(- State i0 I" Zip q92I Amount requested: Total project budget: /70-1, coo Applicant's match:/ 5) 4;7) 6 Is this a new or continuing activity? City of Spokane Valley Request for 2019 Grant Page 4 of 8 2. HISTORY The Spokane Valley Heritage Museum was established 14 years ago in the historic Opportunity Township Hall by volunteers from the community. There was a need for a repository for the heritage of the Spokane Valley The Valley had grown significantly. Incorporated in 2003, the city needed a center of community identity, a place to display the unique history of Spokane Valley. The building (106 yrs. old) was renovated and successfully listed on the State and National Historic Registers. It is the last remaining township hall in WA State. The Museum is a non-profit 501 c 3 organization, staffed by volunteers and managed by a Director and a Board of Directors. The Museum community is very active; historical preservation, public history presentations, engaging exhibits and speaker series are a few examples of events of outreach that serve residents and attract visitors alike to the Spokane Valley. The museum's collection and the archives have been accessed by researchers, students, genealogists, authors and travelers looking for family connections and homesteads. The archives include a historic & cultural sites and landmarks database. We also maintain a searchable database which includes more than 5000 records and the archived and digitized Spokane Valley Herald newspapers, (1920 —1988). Mission & Function co[fect, preserve and exhibit the history and heritage of the Spokane Valley for the inspiration and education of tfie community; and to promote the Spokgne Val ey Jferntage Museum as a Cu(tura(and iferitage Tourist attraction of the region". The SVHM functions as a viable permanent tourist attraction; open all year long, attracting travelers and interpreting the significant history of Spokane Valley, the 7th largest city in the state of Washington. The SVHM is the welcome center for Spokane Valley. The Museum continues to draw hundreds of tourists into the city. Visitors are encouraged to experience other sites, directed to restaurants, shopping and other amenities in the region. Engaging exhibits and Living History Programs have inspired visitors from all 50 states, Canadian Provinces and other countries. The exhibits and events the museum hosts are designed to appeal to a broad audience. The SVHM also serves as the repository for our community's unique history, Schools, churches, fraternal organizations, clubs and residents have visited the museum and leave with a better sense of belonging to this community and a reason to be proud of who we are, 3. PROJECT SUMMARY The Spokane Valley Heritage Museum (S'V}IM) is an eligible applicant as a tourist attraction requesting grant funds for Tourism Marketing for qualifying tourism promotion efforts in 2019. The SVHM marketing project objective is to attract all segments of tourists, with focused emphasis on Cultural and Heritage tourism and Genealogy tourism. Our records indicate that 53% of our visitor's home location is outside of our area. Museum website, brochures, newsprint ads, tourism directories and television commercials are effective tools to promote.the Museum's 2019 exhibits. The Spokane Valley Heritage Museum is requesting funding for marketing of the museum's exhibits and programs to tourists and visitors to the City of Spokane Valley. These exhibits and programs are destination draws. The specific exhibits include: 1. A. Heritage of Sports: Sasebali(gOasketbalr Sports are undoubtedly a tourism draw. Our country has a strong sports culture and sports have played a significant role in Spokane County. The museum's exhibit committee is curating this exhibit to build on the focus of sports as a tourism draw. This exhibit highlights nationally known names that got their start in the region or were household names that came to the region to demonstrate their love of the game. In 1926 Babe Ruth visited Spokane and Spokane Valley. Ruth visited a Gonzaga football practice. He threw a pitch at Natatorium Park. He also visited and played ball with the children at Hutton Settlement. Ruth is only one story of many Hall of Fame baseball players to enhance and promote sports in Spokane. Many Spokane Indian's baseball players went on to play for the LA Dodgers, Tommy Lasorda and Steve Garvey to name a few. Spokane Valley was home to Maury and `Bump" Wills. The exhibit also includes basketball history in our community. We envision this exhibit as a companion draw to sporting events, sports participants and fans alike. Content will include sports impact on diversity, youth and community. Sports Business Journal rated Spokane as the fifth best minor league sports market in America out of 239 markets. This exhibit will draw the sports enthusiasts from outside the region as well. The exhibit will include Photos, rare artifacts (signed baseball by Babe Ruth, Jerseys etc.) and memorabilia from sports legends. We are partnering with the Spokane Indians Team on several special events to enhance the exhibit. 3. Project Summary continued 2 .Man on the Atoon, the 5OthhAnniversary offpolro 11. The museum's 2009 "fpolh 11, 40thAnniversary»was very successful and drew 593 tourists from out of the area to the museum. The 2019 exhibit celebrates the incredible achievement of the race to put a man on the Moon, focusing on the technologies of the Apollo 11 Mission and their applications today. Where were you when Neil Armstrong walked on the moon? It was a national event that united Americans with a sense of pride not seen since. Content will include a look at the way the space race unified the country. The Johnson Space Center is loaning NASA artifacts for this exhibit. Artifacts from the International Space Station are included as well, 3. Museum brochures We are requesting funding to print new brochures to be distributed in hotels and visitors centers all over the region. Certified Brochure, Inc. stocks the museum brochures. New museum brochures are designed for 2019. Hotel guests and visitors are looking for things to do in the City of Spokane Valley. Museum brochures are effective at bringing tourists to the museum. Hotel guests staying outside of the City of Spokane Valley have found their way to our city because of the brochures. In the first 6 months of 2018, 113 visitors staying out of town were motivated to visit because of the brochures. IV. SCOPE OF WORK The project for which we are requesting funding for is the promotion of the SVHM's exhibits and programs to tourists. The SVHM has been serving tourists and the community for over 14 years. The Spokane Valley Heritage Museum is a well-established vital tourism asset to the City of Spokane Valley, and a historic landmark of the heritage of our area. The museum has demonstrated the ability to attract visitors to our community from outside the area through exhibits and events that appeal to a broad audience. Tourist information is gathered at the point of entry to the museum. The scope of work includes marketing the exhibits and programs; and will be accomplished through advertising in broadcast media whose reach is E WA, N ID and W MT. Advertising will also be placed in publications that reach outside the area beyond a 50 miles radius. On-line advertising is also a part of the scope of work. Brochures will be mailed to visitor centers. a. What is it you wish to do? Our goal is to create extraordinary exhibits that drive more tourists to the museum and our city. Exhibit content is created that engages the tourist in a memorable experience which leaves a lasting impression of the museum and of the City of Spokane Valley. b. How the Community benefits: The community benefits economically through services accessed by tourists spending dollars on dining, gas and shopping. The community also benefits by having a repository, archives and exhibits to maintain and sustain its heritage. c. Beginning and ending dates: The exhibits display period begins June 15`, 2019 and ends December 30th, 2019. d. Seasonal activity? The exhibits are not a seasonal activity and are indoors. e. Are there any weather constraints? There are no weather constraints. f. What measure will be applied to evaluate success? Evaluation measures include: 1. Visitor count. 2. How the visitor heard about the museum. 3. Tally of visitors who have come from out of the area. 4. Exit survey of response to exhibits. V. IMPACT ON TOURISM "Tourism," as defined in RCW 67.28.080(5), means economic activity resulting from tourists, which may include sales of overnight lodging, meals, tours, gifts, or souvenirs. A practical measure of tourism is the number of visitors that are attracted to the area. Provide an estimated or "projected" number of visitors who are expected to be attracted by the proposal in the following categories: Projected (expected to participate) Total Overall Attendance Attendees who traveled 50 miles or more to attend Total Of total, attendees who traveled from another state or country Attendees who stayed overnight Paid Accommodations Unpaid Accommodations 1) coo CG /(O Paid Lodging Nights* *one lodging night = ane or more persons occupying one room for one night L /00 Provide a description of the methods used in making the above estimations as well as a description of the methods that will be used to determine actual attendance and distinguish among City of Spokane Valley Request for 2019 Grant Page 5 of 8 5. IMPACT ON TOURISM (CONTINUED) Provide a description of methods used to estimate attendance: Estimates of attendance are based on exhibits and programs and their ability to draw tourists. Estimates of how many visitors will be attending from within the area, 50 miles or more from the area or from out of town are projected from previous attendance records for similar exhibits and events. The Spokane Valley Heritage Museum captures information from the visitor at the point of entry on a guest log all visitors sign. Actual data is collected at this point of entry. The information gathered includes: 1. Number of visitors (head count) 2. Name 3. City & State 4. If out of town, where staying 5. How did the visitor hear about the museum. Spokane Valley Heritage Museum f I y11z _TI t,_ Cultural Heritage Tourism 2018 Fact Sheet What is cultural heritage tourism? Cultural heritage tourism means traveling to experience the places and activities that authentically represent the stories anc people of the past and present. It includes irreplaceable historic, cultural and natural resources. What benefits does cultural heritage tourism offer? Tourism is big business. According to the U.S. Travel Association, total travel spending generated $2.1 trillion and supported 15: million American jobs in 2015. One in every nine American jobs is supported by travel. In addition to creating new jobs, new business and higher property values, well-managed tourism improves the quality of life anc builds community pride. According to a 2013 national research study on U.S. Cultural Heritage Travel by Mandela Research, 76°1/ of all U.S. leisure travelers participate in cultural and/or heritage activities while traveling translating to 129.6 million adults eacl ear. Cultural and heritage visitors spend, on average, $1,319 per trip compared to $820 for all U.S. travelers. Perhaps the bigges benefits of cultural heritage tourism, though, are diversification of local economies and preservation of a community's unique character. (Source: 2013 Cultural & Heritage Traveler Study,Mandela Research, LLC) What makes cultural heritage tourism work? The National Trust for Historic Preservation has developed five guiding principles to create a sustainable and successful culturz heritage tourism program. 1) Collaboration 2) Find the fit between a community and tourism 3) Make sites and programs come alive 4) Focus on quality and authenticity 5) preserve and protect resources Visit Us at: F. 12114 Sprague Ave, Spokane Valley, WA 99214 We're Open Year Round: Wednesday - Saturday 11 am - 4 pm 509-922-4570 x spokanevalleymuseurn@gmail.cam www.spokanevalleymuseum,com Mailing Address: PO Box 141341, Spokane Valley, WA 99214 We are an independent 501c3 non-profit organization. Month fl in pally NJ - •,•-•••/ / Lf 7 Pcbit Spokane Valley Heritage Museum A ,c_579,0k4 1-/J7( ....--r - advi (fem in. I =-Fe_K- 1/ 44_ ,)L_:1C,r,rc., ___411/4-ki Cot Jvvl '1.0----y,-)ct RI GUEST LOG CiLy and Stal( • e:1 Spa te-z4,1,t. .1 From oul of iown? Whery are you slaying? CLA tic 7/5-1( •77--:Exs • • . kilev,AA ..... (lo- t/L(14— J .C-Cz_nrar How did you hear abotil. 111US(UITS? ..."-y• /1,4:- 41 )e _1,74 1 1(7 e.d./41- 'frig. et. 11-oe-44 t7Ta_ypiee ,.z7 t-6 ,c.j7,r-mosdn • — tr> r-Arrvi) - —4464 / 3 s tzt Mo nth # in party 1 4 �r, A .New tad, Name 42t,,, Spokane Valley Heritage Museum v.Z 0 47 GUEST LOG City and State From out of town? Where are you staying? How did you hear about the museum? ?1,4, `oi (r,i A 2 GIS J f `iia"lr�jTi l(N �C.i1r i hfA-k.6--/ �S 4-,Jr6Nu KiLs./ t, t3 ' kevlA1 t)/1/6 t 02- 14 I k4 e- ws ernef t1V(t[' G' f- l 4j f e f�i'�`G .1 Les 3-krivicy0 06,„k to;:r )2,4, a in, - 7Leii eM' r Xc S is a'' r}.1 k / a. ifw Lig Lk 4J n - 1 �e r, Ylrc;rl,.�,t� rA Met `� 6. CONSIDERATION OF CITY COUNCIL GOALS & PRIORITIES The Spokane Valley Heritage Museum's goals are aligned with the City Council's goals and priorities. The Spokane Valley Heritage Museum absolutely fulfills a significant role in increasing tourism. The museum has consistently demonstrated the ability to draw tourists from out of the area for over 14 years. The museum is an established anchor of tourism in the Spokane Valley and demonstrates positive economic impact in our community. Cultural and Heritage tourists and Genealogy travelers continue to hold their place as a rapidly expanding segment of the traveling public. By providing opportunities to discover history, the museum generates tourism dollars. 1. The museum's proposal requesting funding from the Spokane Valley Lodging Tax Fund absolutely meets the priorities of the City Council; and is focused on: a. Tourism Marketing. The museum's proposal will create distinct and identifiable increases in Spokane Valley tourism. The museum is requesting funding to advertise new activities; exhibits that are a definite draw for tourists from out of the area. A new brochure is part of the funding request also as they are the tourism marketing pieces that are mailed to out of area/out of state visitor's centers. 2. This grant proposal is not submitted by a municipality or a public facility district. 3. Currently, out of area tourists account for 53% of visitors to the museum. The museum is the only Historical & Cultural attraction in the Spokane Valley. The museum is listed on Trip Advisor, the AAA site, American Association of Museums and Washington Association of Museums. We are a Blue Star Museum (free admission to active duty military) and listed on their national website. The Museum's target marketing area includes WA, N 1D, and Western MT & Canada. 4. The museum does not receive funding from other municipal entities or agencies. 5. We understand funding cannot be awarded above the amount requested. 6. The museum supports the Council's goal of establishing a plan for future tourism activities to increase the amenities to draw more tourists into our City. 4. Council will take into consideration revenues derived from lodging sources within Spokane Valley received by applicants from other municipal entities and agencies such as the Spokane County Tourism Promotion Authority and Spokane Public Facilities District. 5. An award to any particular applicant cannot be greater than the dollar amount requested in that applicant's application. 6. Council wishes to establish a future plan for the City to best utilize the 1.3% lodging tax that is accounted for in the Hotel/Motel Tax — Tourism Facilities Fund #104. VII. PROJECT BUDGET Please detail the budget for your project. In addition to completing the chart below, you must also submit your general operating budget, or fund -level budget for public agencies. PROJECT BUDGET SHEET CATEGORY GRANT AMOUNT REQUESTED MATCH* TOTAL To be filled out by Public/Municipal Agencies: 1. Municipality tourism marketing $ $ $ 2. Municipality event and festivals $ $ $ 3. Municipality facilities (operations and capital) $ $ $ To be filled out by Non -Profit Agencies: 1. Non -municipal entities promoting and advertising tourism S0 ��71 J �� $! ��G $ 2. Non -municipal entities for marketing and operating events and festivals $ $ $ 3. Non -municipal entities for operations of tourism -related facilities owned by non-profit organizations $ $ $ TOTALS $ ; Civ $'/ t o 0 *While matching funds are not required, the amount of additional funds an organization brings to an event is a good measure of that organization's commitment to success and the broad-base support for the project. City of Spokane Valley Request for 2019 Grant Page 7 of 8 VIII. ATTACHMENTS Please provide the following information as attachments. 1. Copy of state certificate of non-profit incorporation and/or copy of federal determination of 501(c)(3) or 501(c)(6) exempt status. 2. Copies of most recent approved and proposed budgets of the overall organization. For public agencies, copies of budgets should be at the fund -level. 3. 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. 4. List of members of the organization's board of directors and principal staff. 6. List co-sponsors, if any, by title and type. CERTIFICATION The applicant here certifies and affirms: 1. That it will abide by all relevant local, state, and federal laws and regulations. Without limiting the foregoing, no individual shall be excluded from participation in, denied the benefit of, subjected to discrimination under, or denied employment in the administration of or in connection with this Agreement in violation of local, state, or federal law. 2. That it has read and understands the information contained in this Grant application and will comply with all provisions thereat, Certified By: (signature)/1C( `moi I. / 1 I (print or type name) ��. y ILS` j 1) Title: r i k Date: City of Spokane Valley Request for 2019 Grant Page 8 of 8 INTERNAL REVUE SERVICE P. O. BOX 2508 CINCINNATI, OH 45201 Date: APR 222008 SPOKANE VALLEY HERITAGE MUSEUM PO BOX 141341 SPOKANE VALLEY, WA 99214-1341 " /? de DEPARTMENT OF THE TREASURY Employer Identification Number: 01-0602585 DLN: 1053089803048 Contact Person: MICHAEL 0 HANSON Contact Telephone Number: (877). 829-5500 Public Charity Status: 170(b) (•1) (A) (vi) YD# 31127 Dear Applicant: Our letter dated December, 20034. stated, you would be exempt frotu Federal income tax under section 501(c)-(3} of the Interl Revenue Code, and .you would be treated as a public charity, rather 'than as a, :private ±oundation, during an advance ruling period. Based on the information you submitted, you are classified as a public charity under -the Code section listed in the heading, of this letter. Sine your exempt status was not under consideration, you continue to be classified es an organization exempt from.Federai income tax undex section.501(c)(3) of the . Code- Publication 557, Tax -Exempt Status for Your Organization,. pr Vides detailed information about your rights and responaibil ties as an exe t. organization.. You may request a copy by calling the toll-free number for :farina, (800)-829-3676. Information is also available on our Internet Web Site at. www . irS . gov . If you have general questions about exempt organ±zat,ions; please call our toll-free number Shown in the heading. Please_ keel this letter in. your ^anent records 'Sincerj Letter 1Q5.0..(DOICG) 2019 Proposed Budget Spokane Valley Heritage Museum Budget numbers are based on actual costs where possible otherwise they are estimated. Projected Operating Revenue jJan - Dec Notes Entry donation 10,000.00 Estimated Corporate Membership 7,500.00 Estimated Individual Membership 7,000.00 Estimated Heritage Programs/Auctions 13,200.00 Estimated General Contributions 5,000.00 Historical Photo Sales/Gift Shop 1,600.00 Estimated Grants 25,000,00 Estimated Misc revenue/sponsorship 3,500.00 Estimated Book Store 1,020,00 Estimated 73,820.00 Total Projected Revenue 73,820.00 Estimated Projected Operating Expense Exhibits 1,600.00 Sports Exhibit, Valley View, Apollo 11 Program Expense 1,000.00 Estimated Fundraising Expense 1,500.00 Marketing&Advertising 25,000.00 Archives & Library 400.00 Book Store 400.00 Personnel 25,500.00 Alarm 336.00 Licenses & Permits 300.00 Insurance -Liability D&O 2,744.00 Office Expense 2,000.00 Meeting expense 450.00 Postage 470.00 Property Tax 580.00 Printing/Reproduction Costs 600.00 Professional Assoc. Dues/Subscriptions 250.00 Inside bldg repairs/maintenance etc 1,000.00 Staff Development/Training I 500.00 Volunteer recognition (bdays, plaques, xma 500.00 _ Supplies -Office 750.00 Building Repairs/Maintenance/Warehouse 2,000.00 Supplies -Museum Kitchen 300.00 Telephone/Internet 1,200.00 Travel 500,00 Utilities/Sewer/Heat/Elect/Water 3,240.00 Historic Map repro costs 300.00 Photo Sales expense 400,00 paper/ink Total Projected Expense 73,820.00 2nd draft 8.19.18 Budget numbers are based on actual costs where possible otherwise they are estimated. Outside exhibits: Nathan will begin to take down outside exhibits and canopy tbd. The semi -trailer has a place it can be stored now. Downstairs will also be gone through this winter. Lodging Tax 2019 Grant: Jayne shared that the City would like to use these monies for Centerplace expansion, Sports HUB and the Fairgrounds. Bill Philips moved that the museum should pursue this grant. Will seconded. The vote was unanimously approved. Jayne will proceed with drafting the narrative. Valleyfest: Nathan may tow the rocket with the tractor Fri Sept 21s` 5:30 (Nathan suggested selling tickets for guests to be able to ride in the rocket during the parade). Booth; Sat Sept 22" in Mirabeau Park, set up at 8:30-9am. Opens for public at 10am We need an activity for the kids. Jim and Marilyn McCall will take the rocket to the park. Booth Shifts: there are sign up sheets at the museum if you are able to take a shift. Other Business: • Will fixed the front door deadbolt. • Will asked that anyone putting away any cords do not use tape to wrap them. Please use zip ties or other material, as tape leaves sticky residue. Meeting adjourned: 7:54pm Respectfully submitted, Jaime Mcleod 'ORT`'N I I ofane Dalley 2-itrita j L `1useum. Spokane Valley IHeritage Museum Board of Directors 2018 -2019 Board Chair Bill Phillips Vice Chair Nathan Riley Treasurer Nancy Pulham Secretary Jaime McLeod Member Barry Conklin Member Tom McArthur Member Bill Crawford Member Jeff Danner Member Carol Anderson Member Larry Lenz Member Marilyn Miller Member Bert Porter Member Jerry Anderson Member Janie Gottschalk Member Marilyn McCall Member Will Mellick Member Byran Jepperson Staff: Jayne Singleton, Director, Grant Writer, Valley Historian Financials: Kay Menzies, Volunteer Website Management: Wes Eagleburger, Volunteer Marketing/Social Media: Hayden Notting, Volunteer SPOKANE VALLEY HERITAGE MUSEUArt e Museum is open year around Wednesday through Saturday 11-4 The Spokane Valley Heritage Museum presents history in a series of interactive displays. The exhibit schedule changes often and includes local content and exhibits that have a broader appeal such as WWII, the universe and The Great Depression. Living History Presentations and annual events influence, inform and inspire a connection with history for the old and young alike. The Museum hosts the annual Heritage Prograr and. History Tours. Our searchable database contains thousands of photographs, archives and a cultural & historic sites register. a The Spokane Valley Heritage Museum is a charitable not for profit corp. of the State of Washington and a federal 501(c)3 tax exempt organization. To Spokane, WA ♦ I.90 Museum Visitor's Center in the historic Opportunity Township Hall East Sprague Ave. 4,...To C661uI d'Alene, 10 Exit 289 North Pines Road a a. oa "ll 12114 E. Sprague Spokane Valley, WA 99214 509-922-4570 www.valleyheritagecenter.org www.spokanevalleyarchives.org CITY OF SPOKANE VALLEY APPLICATION FOR LODGING TAX FUND MONIES 1. PROJECT APPLICATION Project Title: Valleyfest Type of Project: Community Festival Will there be an admission charge for this activity? There is no admission charge. Applicant: Valleyfest Phone: 509.922.3299 E-mail info@valleyfest.org Address: P.O. Box 368, 10814 East Broadway Avenue, Suite 205 city: Spokane Valley State WA Applicants are: Non-profit Yes Public/IVlunicipal Agency zip 99037 Must be a non-profit 501(c)(3) or 501(c)(6) or apublic agency to be considered for funding. Contact Person (if different than applicant): Peggy Doering Phone: 509.922.3299 E-mail peggy@valleyfest.org Address P.O. Box 368, 10814 East Broadway Avenue, Suite 2015 City Spokane Valley Amount requested: $ 150,000 Total project budget: $ 241,000 State WA Zip 99037 Applicant's match: $ 25,000 Is this a new or continuing activity? Continuing Valleyfest Request for 2019 - City of Spokane Valley Lodging Tax Grant Page 1 of 9 II. HISTORY Valleyfest is a non-profit committed to Spokane Valley prosperity. The Valleyfest mission is to produce community driven, safe, family-oriented, visually dramatic festivals. Valleyfest exposes the talent that enriches the region and celebrates the visual and performing arts, education, science, and recreation so the entire community can experience them. A part-time staff of one, summer interns, and community volunteers work throughout the year securing the funding necessary to provide safe, quality events, which showcase the Spokane Valley. Over the years, the average economic impact of Valleyfest is estimated at 1.8 mullion dollars for the three-day festival. III. PROJECT SUMMARY Valleyfest requests a grant to market and advertise to the Inland Northwest Region which includes North Idaho, Western Montana, and Eastern Washington. Valleyfest brings visitors to Spokane Valley and brings the community together to celebrate the assets of the Spokane Valley. The dates for the Cycle Celebration are July 28, 2019, and Valleyfest is September 20, 21, and 22, 2019. Valleyfest will invite and market Spokane Valley to the Inland Northwest Region through TV, radio, social media, print, and email campaigns. The citizens of Spokane Valley and the business community benefit by having visitors spend money in the Valley while they visit Valleyfest. On-site spending and off-site spending related to the festival generates revenue for the local economy. IV. SCOPE OF WORK A. MarketingmaterialsincludetheCityof SpokaneValley,Mirabeau Point Park,and CenterPlace RegionalEventCenteraspartofthemediacampaigns.Citizens ofthe Spokane Valley and surrounding region are invited to attend the three-day festival to watch the Hearts of Gold parade onFriday evening, register for recreational activities, enjoy free entertainment at the three live festival stages, and to engage with over 200 vendors at the event. B. Each year over 7,600 volunteer hours produce Valleyfest, the Spokane Valley Cycle Celebration, the Hearts of Gold parade, and the Spokane Valley Hearts of Gold float. The business community, the nonprofit sector, schools, and community outreach groups step forward to volunteer forthe events. Valleyfestispossible because ofthe donated time and energy by the community's citizens. Theobjectivesaretocreatelastingsustainabilityandgrowthwhicheconomica iy benefit the City of Spokane Valley. Valleyfest is part ofthe cultural identity ofthe City of Spokane Valleybringingover 15,000 attendeestotheSpragueAvenuepaxadeand over 35 ,000 toMirabeauPointPark, CenterPlaceRegionalEventCenter, Spokane River, Plantes Ferry, and Centennial Trail. Valleyfestisacommunity-driven,safe, family-oriented, visually dramaticfestivalinSpokaneValley andfundedthrough grants, sponsorships, andboothfees. Moneyfromthiseconomicgrantisrequired forthe organizationto continue promoting Spokane Valley. Valleyfest Request for 2019 - City of Spokane Valley Lodging Tax Grant Page 2 of 9 Regional marketing develops Spokane Valley's tourism objectives. Through effective marketing and promotion, Valleyfest invites both event visitors and vendors to shop and stay in Spokane Valley, with Valleyfest as the primary incentive for conducting commerce. Expected visitors and participants in Valleyfest can be categorized into several groups—each with unique economic impacts on Spokane Valley. 1. New sales revenue to businesses in immediate and regional event vicinity 2. Exposure of Valley -based businesses to residents living outside Spokane Valley 1 Future Valley -based business opportunity 4. Hotel/Motel Room Nights 5. Branding/community advantages for Valley -based business. Research supports the fact that consumers may switchpurchasing preferences to businesses that support favorable community causes/events, i.e. Valleyfest 6. Impact on restaurants, local vendors andmerchants, and gas stations The Valleyfest volunteers work in collaboration with Spokane Valley businesses to reach more of the Spokane Valley business community In 2018, Valleyfest and the Miss Spokane Valley Royalty Court attended the Lilac, Millwood, Tekoa, Fairfield, Davenport, Chewelah, and Deer Park community events inviting those communities to the Spokane Valley. C. Dates of Valleyfest for 2019 are September 20, 21 and 22nd. D. It is a seasonal activity appropriate to the locations. E. Yes, weather can be a factor to some events. F. Measures to evaluate its success. Valleyfest's specific goals for the grant funds are to market and invite the Pacific NW to visit Spokane Valley. At the event, Valleyfest collects attendee surveys that ask visitors where they are from, where they are staying and what shopping they plan to do while in the Spokane Valley. Without the Lodging Tax Monies, Valleyfest will have less money to advertise the event and promote the City of Spokane Valley. Funds are used to reach out to tourists outside of the greater Spokane area. Attendee surveys are compiled and analyzed to determine the economic impact of the event has on the community. Over the years, the average economic impact of Valleyfest has been estimated at 1.8 million dollars for the three-day festival. Valleyfest Request for 2019 - City of Spokane Valley Lodging Tax Grant Page 3 of 9 V. Impact on Tourism Projected. (expected to participate) Total Overall Attendance 33,000 .Attendees who; traveled'50 miles or more to attend Total 3,615 Of total, attendees who traveled from another state or country 1950 }}- Paid Accommodations Unpaid Accommodations 525 650 Paid Lodging Nights* 525 *one lodging night = ane or more persons occupying one room for one night Valleyfest Request for 2019 - City of Spokane Valley Lodging Tax Grant Page 4 of 9 Valleyfest Exit Survey Sample Visitor Survey 1. Including yourself, how many people are in your group? la. your group includes: (Check all that apply) 0 Your child(ren) O Friends/relatives (18+ years) 0 Spouse/partner 0 Child(ren) of friends/relatives 2. What was the main transportation method you used to get to the festival? (Check one) 0 Car 0 Carpool 0 Bike/Walk 0 Bus O Airplane 0 Other 3. How many miles do you live from the festival grounds? 4. How important was the festival in your decision to come to this area? (1) Not important (2) Neutral (3) Somewhat important (4) Very important 5. Are you staying overnight? 0 Yes 0 No 5a. If staying overnight, how many nights will you stay in the area? 5b. Are you staying overnight in a paid accommodation (Hotel/Motel/Campground) or unpaid accommodation (Home/Family/Friends)? 5c. If you are staying in paid accommodations, where are you staying? 6. How much do you estimate to spend during this visit? 7. How many hours do you plan to spend at the festival? 8. What days do you plan to attend the festival? (Check all that apply) 0 Friday 0 Saturday 0 Sunday 9. How many years have you attended the festival? 10. How likely are you to attend next year? 11. Where do you reside? (Zip Code): Optional: To receive emails regarding next year's events, list your email here. Valleyfest Request for 2019 - City of Spokane Valley Lodging Tax Grant Page 5 of 9 VI. Consideration of City Council Goals and Priorities NEW EVENT AT VALLEYFEST: In 2018, Valleyfest partnered with LiteFeet, to bring a country swing dance competition to the festival, called "Swinging in the Valley". LiteFeet was started with the mission of building dance as an industry in Spokane. They work with kids, teens, adults and seniors to get people moving, communicating and enhancing their levels of fitness, friendship and fun. Their goal is to increase quality of life across all demographics in the Inland Northwest! With the goal of showcasing Spokane, Litefeet is building scalable events that are attractive at the local level, but as additional resources are acquired, we will attract dancers from further and further afield. We are excited to continue to partner with Valleyfest and our amazing local non profits to show THE WORLD what an amazing place Spokane and the Spokane Valley are to work, play, visit and homestead! The Valleyfest 5K/10K Run is a Bloomsday Qualifier, which increases the registration for this segment of MultiSport Sunday. MultiSport Sunday reinstated the triathlon in 2018, offered the Duathlon, and family bike ride. Valleyfest is always creating new events for Spokane Valley. The Hearts of Gold Parade Float started this year and visited the Spokane Lilac Festival, Davenport, Millwood, Fairfield, Tekoa, Post Falls, and Chewelah. Because of the interest in robotics/stem programs, Valleyfest is exploring a Maker Faire, mini module. In its simplest form, Maker Faire creates opportunities for conversations with Makers. Tech enthusiasts, crafters, educators, tinkerers, hobbyists, engineers, science clubs, authors, artists, students, and entrepreneurs all come together to show their projects and to talk about what they have learned. It is a community-based learning event that inspires everyone to become a maker, and connect with people and projects in their local community. This is a licensed event. Hotels are marketed on Valleyfest's website with their logos, location, and contact information. All the participating hotels were linked to from the Valleyfest webpage to their hotel link. The Valleyfest Website promotes and lists local Spokane Valley hotels. Spokane Valley Mall, a major sponsor of the festival, used 300 tent cards in the food court throughout August and September encouraging visitors to return to the Spokane Valley. Tent cards were also provided to the Spokane Valley hotels. From the numbers that we have from the registered events, festival attendees are shopping, dining and using hotels. The City of Spokane Valley Comprehensive Plan states "P -P1 Support performing arts, community events, and relevant facilities." Valleyfest supports the arts through the Artist Corner, working with the Spokane Valley Arts Council and local artists, 3 performing stages with dance, music and performance arts, and brings the community together for a full weekend of activities. Valleyfest markets the City of Spokane Valley and promote events that invite families to enjoy the beautiful area. Valleyfest Request for 2019 - City of Spokane Valley Lodging Tax Grant Page 6 of 9 Valleyfest will welcome tourists to Spokane Valley from July through September by promoting to Boise, Portland, Seattle, Western British Columbia, Missoula, Tri -cities, Yakima, Spokane, and Wenatchee. Valleyfest is a non-profit organization. Valleyfest is funded through grants, sponsorships, and registration and booth fees. Money from the hotel motel tax grant is required to promote the City of Spokane Valley. A part-time staff of one, summer interns, and community volunteers work throughout the year securing the funding necessary to provide safe, quality events, which showcase the region. Each year over 7,600 volunteer hours are donated to produce Valleyfest, the Spokane Valley Cycle Celebration, the Hearts of Gold Parade and new this year the Spokane Valley Hearts of Gold Float. The business community, nonprofit sector, schools, and community outreach step forward to volunteer for the event and we could not do it without their time and energy. Our objective is the continued growth of Valleyfest as a premier regional event, which economically benefits the City of Spokane Valley. Valleyfest is part of the cultural identity of the City of Spokane Valley bringing over 15,000 attendees to the Sprague Ave parade and over 35,000 to Mirabcau Point Park, CenterPlace Regional Event Center, the Spokane River, and the Centennial Trail. The specific element for which we request funding is the marketing and advertising of Valleyfest to a 500 -mile radius. In order to accomplish this objective, our marketing message must be carried to a regional audience which includes all the Seattle, Portland, Boise, Tri -cities, Wenatchee, Missoula and Yakima. Regional marketing will develop Spokane Valley's tourism objectives. Through effective marketing and promotion, Valleyfest will invite both event visitors and vendors to shop and stay in Spokane Valley, with Valleyfest as the primary incentive for conducting commerce. Valleyfest meets community objectives by: • Providing free enriching experiences for the region's families, • Connecting people to CenterPlace Regional Event Center, the beauty of Mirabeau Point Park, and the City of Spokane Valley and the river that runs through it, • Spurring economic revitalization and development by hosting businesses to market their products to tens of thousands of potential customers, • Engage and build the community by: • showcasing the talent that enriches the Spokane Valley region; ■ accessing our community's nonprofit services; • giving exposure of the cultural arts and provoking the mind; • providing a wide range of artistic and multi -cultural experiences; • Attracting a diverse audience in culture, geography, and generations and • Creating an annual community driven, safe, celebratory event with lasting memories Valleyfest Request for 2019 - City of Spokane Valley Lodging Tax Grant Page 7 of 9 VII. PROJECT BUDGET PROJECT BUDGET SHEET CATEGORY GRANT AMOUNT REQUESTED MATCH* TOTAL To be filled out by Public/Municipal Agencies: 1. Municipality tourism marketing $ $ $ 2. Municipality event and festivals $ $ $ 3. Municipality facilities (operations and capital) $ $ $ To be filled out by Non -Profit Agencies: 1. Non -municipal entities promoting and advertising tourism $ $ $ 2. Non -municipal entities for marketing and operating events and festivals $150,000 $25,000 $175,000 3. Non -municipal entities for operations of tourism -related facilities owned by non-profit organizations $ $ $ TOTALS $ $ $ Vaileyfest Request for 2019 - City of Spokane Valley Lodging Tax Grant Page 8 of 9 CERTIFICATION The applicant here certifies and affirms: 1. That it will abide by all relevant local, state, and federal laws and regulations. Without limiting the foregoing, no individual shall be excluded from participation in, denied the benefit of, subjected to discrimination under, or denied employment in the administration of or in connection with this Agreement in violation of local, state, or federal law. 2. That it has read and understands the information contained in this Grant application and will comply with all provisions thereof 061A-'941 (Te --"Ci. 1 1 G Certified By: (signature) (print or type name) Title: (-14Aer9-(21L—Lo_e_j Date: / J_ /)/(1= Valleyfest Request for 2019 - City of Spokane Valley Lodging Tax Grant Page 9 of 9 Internal .Revenue Service Department of the Treasury P. 0. Box 2508 Cincinnati, 01-1 45201 Date: March 19, 2003 Person to Contact: Shawndea Krebs 31-02330 Customer Service Specialist Valleyfest Toll -Free Telephone Number: P 0 Bax 360 8:00 a.m. is 6730 p,gi. EST Vereclele WA 99037 -829-5500 Fax Number: 518-263-375e Federal Identification slumber: 94.3152294 Dear Sir or Madam: This is in response to your request regarding your organization's tax exempt status. Our records indicate that a determination tetter issued in April 1992 granted your organization exemption from federal income tax under section 501(c)(3) of the internal Revenue Code. That letter is still in eftect. Based on information subsequently submitted, we classified your organization as one that is nota private foundation within the meaning of section 5.09(a) of the Code because itis an organization described in sections 509(x)(1) and 1; 0(b)(1)(A)(vi). This classification was based on the assumption that your organizations operations would continue as stated in the application. If your organization's sources of support, or its character, method at operations, or purposes have changed, please let us know so we can consider the effect of the change on the exempt status and foundation status .of your organization. Your organization is required to tile Form 990, Return of Organization Exempt from income Tax, only if its gross receipts each year are normally more than $25,000_ if a return is required, it must be filed by the 15th day of the fifth month after the end of the organization's annual accounting period. The law imposes a penalty of 20 a day. up to a maxirnurn of $10,000, when; a return is filed late, unless there is reasonable_ cause for 11-1a delay_ Ali exempt organi2ations (unless spacificaily excluded) are liable for taxes under the Federal Insurance Contributions Act (social security taxes) on remuneration of $100 or more paid to each employee during a calendar year_ Your organization is not liable for the tax imposed under the Federal Unemployment Tay, Act (FUTA)- Organizations that are not private foundations are not subject to the excise taxes under Chapter 42 of the Code. However, these organizations are not automatically exempt from other federal excise taxes. Donors may deduct contributions to your organization as provided in section 170 of the Code. Bequests, legacies, devises, transfers, or gifts to your organization or for its use are deductible for federal estate and gift tax purposes if they meet the applicable provisions of sections 2055, 2106, and 2522 of the Code. -2- Valleyfest 04-3152251 Your organization is not required to file federal income tax returns unless ft is subject to the tax on unrelated business Income under seotion 511 of the Code_ If your organization is subject to this tax, it must file an income tax return on the Forrn 000-T, Exernpt:OrganizatiOn Business income Tex Return,. In this letter., we are not determining whether any of your organization's present or proposed activities are unrelated trade or business es defined in section 513 of the Code. The !aw requires;you to make your organization's annual return available for public inspection without charge for three years after the clue date of the return_ You are also required to make available for public inspection a copy of your organization's exemption application, any supporting documents and the exemption letter to any individual who requests such documents in person or in writing. You can charge only a reasonable fee for reproduction and actual postage costs for the copied materials The law does not require you to provide copies of public inspection documents that are widely available, such as by posting them on the Internet (World Wide Web)_ You may be liable for a penalty of $20 a day for each day you do not make these documents available for public inspection (up to a maximum of $10,000 in the case of an annual return). Because this letter' -could help resolve any questions about your organizations exempt status and foundation status, you should keep it with the organization's -permanent -records, If If youhave any questions, please call us at the telephone number shown in the heading of this letter. This letter affirms your organization's exempt status. Sincerely. John E. Ricketts, Director, TI fGE Customer Account Services VII ATTACHMENT 2. Copies of most recent approved and proposed budgets of the overall organization. For public agencies, copies of budgets should be at the fund -level. Valleyfest Budget 2018 Income Booth Income $35,000 Cycle Celebration $5,000 Hotel Motel Grant Cycle Celebration $2,000 Hotel Motel Grant Valleyfest $18,600 Economic Development Grant $28,122 Publication $10,000 Miscellaneous $11,000 Auction $20,000 Sponsorship $80,000 Multisport Registrations $6,000 Total Income Expenses $215,722 Booth $2,000 Contract Services $3,000 Entertainment $32,000 Equipment Rental $20,000 Marketing Expenses $48,000 Event Production $28,000 Publication $6,000 Miss Spokane Valley $2,000 Auction Expense $14,000 Security $4,500 Office $14,500 Wages $34,500 Multisport Expenses $5,000 Volunteer Expenses $2,222 Total Expenses $215,722 Valleyfest i ,oardl of Directors h Jeetirag 16, 2010 Inland Northwest kusurrance 12319 E Broach lay Spokane Valley Call to order 12:00 Attendance: Vice President, Melanie Rose; Secretary, Gail lEtongiovanni;. executive Director, Peggy Doering; Steve Florence, Judy Lippman, Shirene Young: Absent; Stephanie Hughes, Proxy submitted: President, Rick Wilhite; Treasurer, Rory Henneberg, Debbie Green. Approval of July 12, 2018 minutes Steve Florence- Motion to Approve; Peggy Doering -2nd; APPROVED Old .► usirness- 1. Treasurer's -Report — See attached P & L Budget vs Actual thru 7 31 18 Steve Florence- Motion to Approve: Shirene Young -2nd; APPROVED 2. Cycle Celebration Wrap -Up -- Peggy Doering/Gail Bongiovanni Most attended 200. Sponsorship up, Larry H Miller this year. \Hill end up with profit this year for Valleyfest Children's Foundation. 3. Miss Spokane Valley Parade's are almost done - Wrap-up — Peggy Doering_ Court will visit with sponsors. Sending photos of this year's court to sponsors. New Business 1. Executive Director report — Vaileyfest coming up real 'east: _- Peggy Dom. ng (see attached report, Spinsorship Hist, Commriiittee repoirt, School flyer) 2. Hotel Motel Tax Fund Application Peggy Doathing Steve Florance- Motion to Approve to submit application; Juciy Lippman -2nd; APPROVED 3. C ext year `ahoughts amiss Spokane Valley Parade — securing a driver/track. b. Auction Q everfi to replace Eval i. -est or lunch even%. suggested. Peggymillitially consulted ed Jennifer levans to i`r:ll Valleyfest stony. Meed to figure out how to replace $20,000 aucr:Ilorii Vmconlle_ 4. Good of the Orrdierr° 2ohrrd Dates for -upcoming itfaeea:irngs 1. Board Meeting — September 13, 2018 2. Executive Board R eethig — October i 2018 3. Board Meeting — November 8, 201B Adjourn 12:46 V11. CI'd811 NT 4 List of rriernbers of the organization's board of directors and principal staff. 2018-2019 VALLEYFEST BOARD OF DIRECTORS Rick Wilhite — President Wilhite Enterprises 10.10 Sunnyvale Lane, Spokane Valley, WA 99037 Phone: (509) 991-6634 with a rick@hotmail.carn Melanie Rose -Vice President Spokane Valley Fire Department 2120 N. Wilbur RcL Spokane Valley, WA 99206 Phone: (509)892-4155 rosem@spokanevalleyfire.com Gail Bong,ovanni - Secretary Gail's Scheel of Dance 14120 E. Springfield Spokane Valley, WA 99216-2053 Phone: (509) 922-4493 gaiFdancer cr juno.com Rory Henneberg Treasurer Umpqua Bank 507 N. Mullan Rd; Spokane Valley, WA 99206 Phone:. (509) 227-0906 RoiyHeiuieberg@umpcluabank.com Debbie Green Washington Trust Bank 310 N Argonne, Spokane Valley, WA 99212 Phone: -353-4205 dgreen wat ust.com 2018-2019 Principal Staff PatLeu— Administrative Assistant Valleyfest PO Box 368 Spokane Valley, WA 99037 pat@valleyfestorg Phone: (509) 992-3299 Peggy Doering— Valleyfest Executive Director 111522 E. -Surview Cir, Spokane Valley, WA 99206 Phone: 509230-6829 pdoering@spokaueim:com Steven 0. Anderson Stamper Rubens, P.S. 720 W. Boone, Suite 200, Spokane, WA 99201 Phone: 326-4800 sanderson@stamperlaw.com Stephanie Hughes Folding Table Software Labs 124 W I6"'Ave, Spokane, WA 99203 Phone: (509) 994-8681 sumoman@conacast.net Judy -Lippman 920 N Washington, Ste 200, Spokane, WA 99201 Phone: 509-294-1437 Judylippman50@gmail.com Steve Florance Inland Northwest Insurance 12319 E Broadway, Spokane Valley, WA 99216 Spokane Valley Rotary Phone: 892-6373 stevef@in landnwi_com Shirene Young Inland Empire Paper Company 3320 N Argonne Rd, Spokane, WA 99212 Work: 924-1911x309 sbzreneyc ung@iepco,com VII. ATTACHMENT 6 List co-sponsors, if any, by title and type. 2018 Valleyfest Sponsors City of Spokane Valley Multi -Care Valley Hospital, Title Sponsor Modem Electric, Major Family Sponsor Inland Empire Paper Co, Main Sponsor The Current, Main Sponsor Spokane Valley Mall, Main Sponsor STA, Main Sponsor Fleet Feet, Main Sponsor Washington Trust Bank, Main Sponsor BECU, Partner Sponsor Sunshine Disposal, Partner Sponsor Waste Management, Partner Sponsor Pinecroft Business Park, Partner Sponsor Umpqua, Partner Sponsor ambetter - Coordinated Care, Partner Sponsor Spokane International Airport, Supporting Sponsor WA Arts Commission, Contributing Sponsor Banner Bank, Contributing Sponsor L ishrnan Dodge, Contributing Sponsor Spokane Valley Partners, Contributing Sponsor Yoke's, Contributing Sponsor Horizon Credit Union, Contributing Sponsor Delta Dental, Contributing Sponsor Fred Meyer, Contributing Sponsor Cabela's, Contributing Sponsor Molina, Contributing Sponsor Avista, Event Day Sponsor YMCA, Event Day Sponsor Dave's Bar and Grill, Event Day Sponsor KIND Snacks, Event Day Sponsor Premier Manufacturing, Inc, Float Sponsor Rich's Exxon on 16st, Float Sponsor Ellingsen Paxton Orthodontics, Float Sponsor Coulter Family Dentistry, Float Sponsor De Leon Foods, Float Sponsor Purfect Logos, LLC, Float Sponsor Celestial Selections, Float Sponsor Major Supporters also include: Spokane Valley Fire Department Spokane Valley Police Department Vera Water and Power ARES/RACES Pauls' All Wood Buildings Appleway IAV Spokesman -Review S.C.O.P.E. The Bike Hub 20117* FUN FACTS ;r0,, vjeyfesue ABOUT VALLEYFEST VALLEYFEST I5 A 501(3)(C) NON-PROFIT ORGANIZATION tset 125 ACTIVITES FOR KIDS 108 PARADE ENTRIES 989 PARTICIPANTS Valleyfest was founded in 1990 as a way to expose ALL children to the benefits of art, science, nature, and recreation. Since then, Valleyfest has evolved into a multi -faceted event showcasing the people and places that are the ._art of Spokane Valley. Beginning in July with a Cycle Celebration and wrapping up in September with a parade and community festival, Valleyfest produces THE premier events in the Spokane Valley. One thing that truly sets Valleyfest apart is the :: dicated group of volunteers that make it all happen through hard work, commitment and a shared vision of enriching the community. Without their fortitude, 'yfest would not be the success it is today. ANNUAL HIGHLIGHTS • 3 LF'`. Entertainment Stages Beer, Wine & Food Garden Local Brew Ale Fest Over 200 Vendors Twilight Parade • 5k/101( and Duathlon • Pancake Breakfast • Car Show Fishing at the Falls SpokaneValley Cycle Celebration Robotics, STEM & Astronomy StepUP for Down Syndrome Walk AKC Responsible Dog Ownership Day TotFest And much, much more! 140 CAR SHOW ENTRIES 200 RIDERS CYCLE CELEBRATION 6840 MILES 20A PERFORMERS miff TOOK TO THE STAGE 23 SPONSOR BOOTHS Save the Date! 29th Annual Valleyfest September 21-23, 2018 Mirabeau Point Park CenterPlace Regional Event Center Plantes Ferry Park Miss Spokane Valley Teen Pageant - March 10 Auction — May 4 Cycle Celebration — July 29 Parade — September 21 Festival & Booths — September 22-23 join the Fun! VALLEYFEST.ORG 0 0 0 Q PO Box 368 I Spokane Valley, WA 99037 509.922.3299 I info@valleyfest.org CHTY OF SPOKANE VALLEY AP P IIJl[ 'r TRO FOR Loma TAI FUND [ )I !PEs 1, PROJECT APPLICATION Wii1YOL =Am- CEI!EBRAT1O Project Title: 2019 Spokane Valley Cycle Celebration Webpage https://www.cvclecelebration.com/ Facebook https://www.facebook.com/spokanevalleycyclecelebration/ Twitter https://twitter.com/cycicelebration Type of Project: Marketing the City of Spokane Valley as a destination to cyclists and their families Will there be an admission charge for this activity? Yes Applicant: Valleyfest Phone: 509-922-3299 Email: info@valleyfest.org Address: P.O. Box 368 City: Spokane Valley State WA Zip 99037 Applicants are: Non-profit Yes, Valleyfest is a 501 (C) 3, Contact Person: Peggy Doering Amount requested: $25,000 Total project budget: $40,000 Is this a new or continuing activity? Continuing Cycle Celebration Request for 2019 - City of Spokane Valley Lodging Tax Grant Page 1 of 7 Il L IEBT(.RY To celebrate the tenth anniversary of the City of Spokane Valley, Valleyfest produced the first annual Spokane Valley Cycle Celebration in 2013. The Spokane River, Centennial Trail, and the Spokane Valley's trail system were highlighted to a regional audience. In 2019, Valleyfest and the Cycle Celebration Committee will host the 7h annual Spokane Valley Cycle Celebration on July 28, 2019. Riders spend the day enjoying the scenic beauty in and around Spokane Valley on their choice ofa 10 -mile, 25 -mile, or 50 -mile bike ride. All bike rides start and finish at the North Centennial Trail Head across from Mirabeau Point Park Meadows. Ride Amenities All routes are patrolled by first-aid teams who are in constant contact with Mirabeau Point Park first aid station. • A medical team staffs a first aid station at Mirabeau Point Park. • The Bike Hub provides mechanical support at Mirabeau Point Park. • SCOPE provides traffic direction at critical intersections. • Rides are clearly marked using signs at critical locations and Dan Henry Markers. • Each of the three comfort stations provides a portable toilet, food, and water. Food consists of bananas, oranges, bagels, peanut butter, licorice twists, M&M's, and donut holes. try There are 10 -mile, 25 mile and 50 -mile rides Stall NilikVOOd E nclld 7avu+ alahln+rn HIIIs Natural Resources Conservation Aran Spokan Liberty i ake linerty,l'❑kc Regional Park :ek Pa Dishrnan Hills Conservancy Cycle Celebration Request for 2019 - City of Spokane Valley Lodging Tax Grant Mica Peak,Conearuation Page 2 of 7 I➢ll. PROJECT SUMMARY Y The goal is to attract a regional audience to visit and stay in the Spokane Valley the weekend of July 28, 2019. The Cycle Celebration is Sunday morning and provides the opportunity for cyclists to shop, play, and stay in Spokane Valley Saturday before the event on Sunday. Valleyfest requests $25,000 to market the Spokane Valley Cycle Celebration event to a regional audience. The marketing funds will be used to attract a larger audience through advertising with statewide publication and online sites for Washington State cyclists. There will be rack card distributed statewide along the 1-90 corridor. The marketing funds will be used to attract a larger audience through advertising in Boise, Portland, Seattle, Western British Columbia, Missoula, Tri -cities, Yakima, Spokane, and Wenatchee. With the help of local bike shops, advertising will be distributed through bike trade shows and the bike swap. Print advertising will include The Inlander, Out There, Spokesman, Splash, Cycle Celebration website, http://eyclecelebration.coml, Facebook, https:I/www.facebook.cora/spokanevalleycvcleceiebration/, and Twitter, https://twitter.com/cycicelebration. Valleyfest used the 2018 funds to purchase Facebook ads and to distribute rack cards. YCLEPP SINTro BY -vait 'CELEBRATION _ LE B R A`T I O N Cycle Celebration Request for 2019 - City of Spokane Valley Lodging Tax Grant Page 3 of 7 IV. SCOPE OF WORK a. Through marketing the Spokane Valley Cycle Celebration to a regional statewide audience, we expect to bring more cyclists to the Spokane Valley. The marketing funds will be used to attract a larger audience through advertising in Boise, Portland, Seattle, Western British Columbia, Missoula, Tri -cities, Yakima, Spokane, and Wenatchee. Valleyfest marketing efforts will be accomplished by uniting businesses and organizations with the tens of thousands of people who live in the community as well as visitors from outside the city. b. The community will benefit with continued exposure to the City of Spokane Valley through marketing buys to direct Cycle Celebration attendees and promote shopping, and vendors in City of Spokane Valley. Those visitors will use the Spokane Valley Mall, locally owned stores, gas stations, hotels, and restaurants. Cycle Celebration promotes the use of the trail systems, parks and other amenities of the Spokane Valley. c. The dates are the following: Cycle Celebration is July 28, 2019. d., It is appropriate to its location. Mirabeau Point Park, Centennial Trail, and City of Spokane Valley bike routes. e. Cycle Celebration happens "rain or shine" except in the case of lightening. Then we will ask the attendees to take cover. f. Evaluations will be compared from years' prior. g. To celebrate the tenth anniversary of the City of Spokane Valley, Valleyfest produced the first annual Spokane Valley Cycle Celebration in 2013, The Spokane River, Centennial Trail, and the Valley's trail system were highlighted to a regional audience. In 2019, Valleyfest and the Cycle Celebration Committee will host the 7th annual Spokane Valley Cycle Celebration on July 28, 2019. Riders spend the day enjoying the scenic beauty in and around Spokane Valley on a choice of a 10 -mile, 25 -mile, or 50 -mile bike ride. All bike rides start and finish at the North Centennial Trail Head across from Mirabeau Point Park Meadows. Cycle Celebration Request for 2019 - City of Spokane Valley Lodging Tax Grant Page 4 of 7 V. IMPACT ON TOURISM Projected (expected toper icgiate) Total Overall Attendance 200 Attend es..iyho-`trape?e i 50 Hailes of more to:attend Total Of total, attendees who traveled from another state or country 65 40 A `terrdeesrtrjho stayed overnight -.."^3 �FJ[i -:f—•�s-1 •fir .r..� ... � .- ,� �. -a7 Paid Accommodations Unpaid Accommodations 20 unknown Paid Lodging Nights* *one lodging night = one or more persons occupying one room for one night 20 plus Cycle Celebration registrants have not been formally surveyed. Their registration information is gathered at the time of their registration. In conversations with the registrants, they were informally surveyed as to where they stayed. In 2019, the attendees will be surveyed at the check in through an intercept survey. Our goal is to reach those who travel to North Idaho and Eastern Washington in the summer time, to make Spokane Valley one of their vacation stops. VI. CONSIDERATION OF CITY COUNCIL GOALS AND PRIORITIES In alignment with the City of Spokane Valley goals and objectives, the Cycle Celebration was started to increase awareness of the Centennial Trail, the Spokane River, the City of Spokane Valley's bike routes and the beauty that surrounds our city. This special event started by bringing an active group of volunteers who are passionate about cycling, either as their hobby or business, to plan the bike ride, Also, the City of Spokane Valley Comprehensive Plan states the goal is to "P -P1 Support performing arts, community events, and relevant facilities." The bike ride has three routes. The 10 -mile ride on the Centennial Trail, the 25 -mile which starts on the trail and goes north to Peone Prairie and back to Barker road, with the site line of Mt. Spokane as part of Cycle Celebration Request for 2019 - City of Spokane Valley Lodging Tax Grant Page 5 of 7 the visual backdrop. The 50 -mile ride includes the 25 -mile and then extends past Liberty Lake to the hills of the Saltese Flats with Mica Peak as the backdrop. In the park, as the event develops, more festival -like amenities such as food, games, and music are going to be added to the venue. The local bike shops benefit from this event by developing customers and services as do the other local businesses that support the event's development such as the Larry H. Miller Lexus, Baden and Baden law firm, and Bike Hub. Further planning includes working closely with social media resources to promote the event statewide. Those resources in 2018 include social media marketing firms with banner ads and posts on online cycling pages. The campaign targets statewide promotions to travel to Spokane Valley. The sponsorship committee has resources that would be able to promote the event to their customers. Outdoor Northwest is one avenue to market statewide. The marketing plan targets cycling groups that travel and would come to Spokane Valley in the summer. Spokane Valley is between Washington lakes and the Idaho lakes. VII. PROJECT BUDGET CATEGORY GRANT AMOUNT REQUESTER MATCH* TOTAL To be filled out by Public/MunicipaI Agencies: 1. Municipality tourism marketing $ $ $ 2. Municipality event and festivals $ $ $ 3. Municipality facilities (operations and capital) $ $ $ To be filled out by Non -Profit Agencies: 4. Non -municipal entities promoting and advertising tourism $25,000 $25,000 $ 5. Non -municipal entities for marketing and operating events and festivals $ $ $ 6. Non -municipal entities for operations of tourism -related facilities owned by non-profit organizations $ $ $ TOTALS: $25,000 $25,000 $ Cycle Celebration Request for 2019 - City of Spokane Valley Lodging Tax Grant Page 6 of 7 VII. ATTACIEVIENTS CERTIFICATION The applicant here certifies and affirms: 1. That it will abide by all relevant local, state, and federal laws and regulations. Without limiting the foregoing, no individual shall be excluded from participation in, denied the benefit of, subjected to discrimination under, or denied employment in the administration of or in connection with this Agreement in violation of local, state, or federal law. 2. That it has read and understands the information contained in this Grant application and will comply with all provisions thereof. Certified By: (signature) P J (print or type name) (`f - c I d I Title: J `ems 2 Date: / 0 /,.3 /AO/V Cycle Celebration Request for 2019 - City of Spokane Valley Lodging Tax Grant Page 7 of 7 Internal Revenue Service Department of the Treasury P. 0. Box 2508 Cincinnati, OH 45201 Date: March 19, 2003 Person to Contact: Shawl -idea Krebs 31-02330 Customer Service Specialist Valleyfest Toll Free Telephone Number: P 0 Box 368 8.00 a.m. la 6:30 p.m. EST Veredaie WA 99037 677-829-5500 Fax Number: 513-263-3756 Federal Identification Number: 94-3152294 Dear Sir or Madam: This is in response to your request regarding your organization's tax exempt Status. Our records indicate that a determination letter issued in April 1992 granted your organization exemption from federal income tax under section 501(c)(3) of the Internal Revenue Code. That letter is still in effect_ Based on information subsequently submitted, we classified your organization as one that is not a private foundation within the meaning of section 509(a) of the Code because it is an organization described in sections 509(01) and 1` r0(b)(1)(A)(vi). This classification was based on the assumption that your organization's operations would continue as stated in the application. if your organization's sources of support, or its character, method of operations, or purposes have changed, please let us know -so we can consider the effect of the change on tate exempt status and foundation status of your organization. Your organization is required to rile Form 990, Return of Organization Exempt from Income Tax, only if its gross receipts each year are normally more than $25,000. If a return is required, it Must be filed by the 15th day of the fifth month after the end of the Organization's annual accounting period. The law irnposes a penalty of - 211 a day, up to a maximum of `ri 0,000, when a return is flied !ate, unless there is Ceasonable cause for the delay. All exempt organizations (unless specifically excluded) are liable for taxes under the Federal insurance Contributions Act (social security taxes) on remuneration of $100 or more paid to each employee during a calendar year. Your organization is not liable for the tax unposed under the Federal Unemployment Tax Act (FUTA). Organizations that are not private foundations are not subject to the excise taxes under Chapter 42 of the Cocle. However, these organizations are not automatically exempt from other federal excise taxes. Donors may deduct contributions to your organization as provided in section 170 of the Code. Bequests, legacies, devises, transfers, or gifts to your organization or for its use are deductible for federal estate and gift tax purposes if they meet the applicable provisions of sections 2055, 2106, and 2522 of the Code. -2- Valleyfest 94-3152294 Your -organization is not requ{red to file federal income tax returns unless • ft is subject t4 the tax on unrelated business incerne under section 511 of the Code. If your organization is 'subject to this tax, it Must file an income tax return on the Force 990-T, Exempt Organization Business Income Tax Return., In this letter, we are not determining whether any of your organization's present or proposed activities are unrelated trade or business as defined in section 513 of the Cade. The law requires you to make your organization's annual return available for public inspection without charge for three years after the dile-date of the return. You are also required to make available for public Inspection e copy of your organization's exemption application, any supporting documents and the exemption letter to any individual who requests such documents in person or in writing. You can charge only a reasonable fee for reproduction and actual postage costs for the copied materials. The law does not require you to provide copies of public inspection documents that are widely available, such as by posting there on the Internet (World Wide Web). You may be liable for a penalty of $20 a day for each day you do not make these documents available for public inspection (up to a maximum of $10,000 ih-he case of an annual return). Because this tetter could help resolve any questions about your orgenizatian's exempt status and foundation status, you should keep it with the organization's permanentrecords. If you have any questions, please call us atthe telephone number shown in the heading of this letter. This letter affirms your organization's exempt status, Sincerely, JQhri E. Ricketts, Director; TE/GE Customer Account Services VII ATTACHMENT 2. Copies of most recent approved and proposed budgets of the overall organization. For public agencies, copies of budgets should be at the fund -level. Valleyfest Budget 2018 Income Booth Income $35,000 Cycle Celebration $5,000 Hotel Motel Grant Cycle Celebration $2,000 Hotel Motel Grant Valleyfest $18,600 Economic Development Grant $28,122 Publication $10,000 Miscellaneous $11,000 Auction $20,000 Sponsorship $80,000 Multisport Registrations $6,000 Total Income Exaenses $215,722 Booth $2,000 Contract Services $3,000 Entertainment $32,000 Equipment Rental $20,000 Marketing Expenses $48,000 Event Production $28,000 Publication $6,000 Miss Spokane Valley $2,000 Auction Expense $14,000 Security $4,500 Office $14,500 Wages $34,500 Multisport Expenses $5,000 Volunteer Expenses $2,222 Total Expenses $215,722 Vailieyfest Send of Directors Meeting August 116, 2P1,2 InOand Northwest insurance 12319 E Broady Spokane Vaey Call to order 12:00 Attendance: Vice President, Melanie Rose; Secretary, Gail Bongiovanni; Executive Director, Peggy Doering; Steve Florence, Judy Lippman, Shirene Young. Absent: Stephanie Hughes. Proxy submitted: President, Rick Wilhite; Treasurer, Rory Henneberg, Debbie Green, .Approval of -July 12, 2018 minutes Steve Florence- Motion to Approve; Peggy Doering -2"d; APPROVED Oid BusineSs, 1. 'Treasurer's Report — See attached P & L Budget vs Actual thru 7 31 18 'Steve Florange- Motlon to Approve; Shirene Yoting -2nd; APPROVED 2, Cycle Celebration Wrap -Up — Peggy Doering/Gail Bongiovanni Most attended 200. Sponsorship up, Larry H Miller this year. Will end up with profit this year for Valleyfest Children's Foundation. 3_ Miss Spokane Valley Parade's are almost done - Wrap-up Peggy Doering. Court will visit with sponsors. Sending photos of this year's court to sponsors. New BUSiness 1. Executive Director report — Vglieyfest coming uipireai fast Peggy Doering (e attached report, Sponsorship iist, Committee report, School flyer) 2. Hotel iVioteli Tax Fund Appiication — Peggy D*erring Steve Florence- Motion to Approve to submit application; Judy Lippman -2nd; APPROVED 3„ Wlext yearilogh.s Ft. Miss Spokane ‘falliey Parade securing dyiverItruick. b„ Auction — event to repiace Bli'eakfast orr Winch event $uiggested._ Peggy initialliy consulted ...:Denniter Evans to tell] Vallielffest story. Need to figure out how to Place $20,000 auction inc. • me. 4. Good of the Order - Board o ates Tor 1U1 pe °Jailing Meetings: 1. Board Meeting 7 September 13, 2018 2. Exedutive Board Meeting — October 11 2018 3. Board glieeti[rig November 8„ 2018 Adjourn 12:46 VII. ATTACHMENT 4 List of members of the organization's board of directors and'principal staff. 2018-2019 VALLEYFEST BOARD OF DIRECTORS Rick Wilhite — President Wilhite. Enterprises 1010 Sunnyvale Lane,Spokane Valley, WA 99037 Phone: (509)991-6634 wilhite_rick@hotmail.com Melanie Rose -Vice. President Spokane Valley Fire Department 2120 N. Wilbur Rd, Spokane Valley, WA 99206 Phone, (509) "892-4155 rosem@spokanevalleyfire.com Gail Bongiovan ' = Secretary Gail's School of 'Dance. 144120E. Springfield Spokane Valley; WA 99216-2053 Phone: (509) 922-4493 gaildancer cr juiio,eom Rory Henneb erg Treasurer TJmpqua Bank 507 N. Mullan . Rd, Spokane Valley, WA.99206 Phone:. (509) 227-0906 RoryHenneberg@umpguabank. con Debbie Green Washington Trust Barik 310 N Argonne, Spokane Valley, WA 99212 Phone: 353-4205 dgreen@watrust.com 2018-20X9 Principal Staff Pat Leu -- Administrative Assistant Valleyfest PO Box 368 Spokane Valley, WA 99037 pat avalleyfest.arg Phone: (509) 992-3299 Peggy Doering .= Valleyfest Executive Director 11522E, Sunview Cir, Spokane.Valley,- WA 99206 Phone: 509-230-6829 pdoering@spokaneirn.com Steven D. Anderson Stamper Rubens; P.& 720 W. Boone, Suite 200, Spokane;WA 99201 Phone: 326 4800 sanderson@stamperlaw.com Stephanie Hughes Polding'Table Software Labs 124 W '161 Ave, Spokane, WA 99203 Phone: (509) 994-8681 surneatan@comcast,net Judy Lippman 920,1 T Washington, Ste 200, Spokane, WA 99201 Phone: 509-294-1437 InclYlippman50@grnail.com Steve Florance Inland NorthwestInsurance 12319 E Broadway, Spokane Valley, WA 99216 Spokane Valley Rotary Phone: 892-6373 stevef@iniandnw eoin Shirene Young Inland Empire Paper Company 3320 N Argonne Rd, Spokane, WA 99212 Work: 9244911x309 shireneyoung@iepeo.com VII. ATTACHMENT 6 List co-sponsors, if any, by title and type. 2018 Valleyfest Sponsors City of Spokane Valley Multi -Care Valley Hospital, Title Sponsor Modern Electric, Major Family Sponsor Inland Empire Paper Co, Main Sponsor The Current, Main Sponsor Spokane Valley Mall, Main Sponsor STA,. Main Sponsor Fleet Feet, Main Sponsor Washington Trust Bank; Main Sponsor BECU, Partner Sponsor Sunshine Disposal, Partner Sponsor Waste Management, Partner Sponsor Pinecroft Business Park, Partner: Sponsor Umpqua, Partner Sponsor ambetter - Coordinated Care, Partner Sponsor Spokane International Airport, Supporting Sponsor WA Arts Commission, Contributing Sponsor Banner Bank, Contributing Sponsor Dishman Dodge, Contributing Sponsor Spokane Valley Partners, Contributing Sponsor Yoke's,Contributing Sponsor Horizon Credit Union, Contributing Sponsor Delta Dental, Contributing Sponsor Fred Meyer, Contributing Sponsor Cabela's, Contributing Sponsor Molina, Contributing Sponsor Avista, Event Day Sponsor YMCA, Event Day Sponsor Dave's Bar and Grill, Event Day Sponsor KIND Snacks, Event Day Sponsor Premier Manufacturing, Inc, Float Sponsor Rich's Exxon on l6st, Float Sponsor Eliingsen Paxton Orthodontics, Float Sponsor Coulter Family Dentistry, Float Sponsor De Leon Foods, Float Sponsor Purfect Logos,, LLC, Float Sponsor Celestial Selections, Float Sponsor Major Supporters also include: Spokane Valley Fire Department Spokane Valley Police Department Vera Water and Power ARES/RACES Pauls' All Wood Buildings Appleway RV Spokesman -Review S.C.O.P.E. The Bike Hub core OF SPOKANE VALLEY APPLICATION FOR LOWING TAX FUND MONIES I. PROJECT APPLICATION DE ®LINE: OCTO ER 5, 2019 i- rirDj Ct �s s urruh t i �rlir Spohane VE iiloy ,f G i hwAive CortiflerEi'uunAty Type 0 i Prc:ject: A Tourism Marketing Program for the City of Spokane Valley titk�illi there he Ein o9rrt-ors ov} charge; i ( activity: No Appii ant: TJ Hake, Visit Spokane Phone: 509-742-9378 Email: thake@yisitSpokane,com Adidrh5 ] 601 W 1St Ave, Suite 1000, Spokane, WA 99201 Applicants'. ave.: Non-profit 501(c)(6) ;c rntrct Person: same as above Amount rer,,iuezledl: $200,000 Applicant's Match: $370,659 Total project huuccdgo- 1: $570,659 IIS, il:his a new Or conl.inuuri acj vityo7 Continuing — on going tourism marketing. 2 ll,. II N OiV: Visit Spokane is a regional organization driven by the mission to expand regional prosperity through visitor promotion. As the destination marketing organization for the region Visit Spokane uses Tourism Promotion Area funds to market the region and local Lodging Tax Funding to promote the specific municipal partner to ensure a direct benefit to the city using the lodging tax monies. IiIII. PROJECT St-lttf2liddA If The City of Spokane Valley is a key destination for visitors to the region and this marketing program will position the City as a distinctive community worthy of the trip. The promotions will generate visitor spending throughout the city at restaurants, retailers, hoteliers, and attendees at meetings, conventions, and events throughout the year. The marketing program will specifically market the attractions, events, accommodations, and dining options available in the City of Spokane Valley using social media, public relations, direct sales, paid advertising, and direct referrals. The use of video, publications, and website content coupled with public relations and advertising will attract and direct visitors to locations in the City of Spokane Valley. IN. SCOPE OF RI : The promotion of the City of Spokane Valley as a visitor destination will include several program elements throughout 2019. There are seasonal components while the program lasts the duration of the year. The program elements are each identified and summarized here and have been customized to the City of Spokane Valley: Pr Ogr liTi Ele Y enta Specific to the City of Spokane kfalley umm ew y and IBuidgett Detail The City of Spokane Valley Micro -site is part of the Website/Micro Site regional website. In 2019 we plan on an additional, separate website on visitspokanevalley.com as an entry $45,000 point to content promoting the City of Spokane Valley. Content describes and lists visitor information and is where visitors are connected as fulfillment for specific promotions on behalf of the City of Spokane Valley. $15,000 Development $10;000 Content Creation $15,000 Design $ 5;000 Search Encine Optimization 3 Destination Brochure $15;000 The City of Spokane Valley destination brochure is a fulfillment piece to direct visitors to specific locations within the City of Spokane Valley $ 5,000 Design $ 10,000 Printing Visitor Map $12,000 The flat map will be used through hotels and other locations to direct visitors to points of interest within the City of Spokane Valley. 25,000 copies $ 7,000 Printing $ 5,000 Desk n Promotional Videos $21,000 The development and use of new and existing promotional videos will be used throughout the year providing a tool for visitor engagement and connecting with why they will want to visit the City of Spokane Valley. The video can also be used in the advertising campaigns in the Seattle DMA. $10,000 Postproduction $ 1,000 Vimeo Cost $10,000 Advertising Social Media $22,000 Social media platforms will be used to communicate, engage, and build interest for prospective visitors to plan a trip, stay longer, and what to do while visiting $10.000 Content Creation $12,000 Advertising Budget Digital Advertising $40,000 The use of digital marketing, re -directing visitors, and advertising will be used to direct visitors to locations with the City of Spokane Valley. We will also market the new site on Google Search. $35,000 Google AdWords $ 5,000 Keyword Planning The City of Spokane Valley tastemakers, place makers, and examples of the regional brand campaign will be used in story pitches throughout the year earning media value beyond just paid advertising. The hosting and touring of travel and lifestyle writers will contribute to the storytelling that will attract the attention of visitors who will then plan their trips. $5,000 F am "fours $2,000 Tracking Public Relations $7,000 4 Promoting Exhibits, Festivals, and Events No charge The events, festivals, sports tournaments, and exhibits will be promoted through the Visit Spokane calendar of events, features on the website and micro -site, as well as through public relations story pitches. We will also connect such activities to overnight stays and other activities happening during the events, exhibits, and tournaments so they may stay longer and spend more money Value: $25,000 Crave NW Partnership $14,000 Visit Spokane will continue to serve as the public relations and promotions partner with Crave. Promotions included coordination of press trip, story pitches, social media, and direct marketing support. $12.000 PR $ 2,000 Group Tour (Itineraries, Direct Sales, eMarketinc.:a ) Meetings and Convention Direct Sales $11,100 City of Spokane Valley hotels, Center Place, and the Fairgrounds are promoted through direct sales calls and promotions to meeting planners. The use of marketing, public relations, and paid advertising drives the ability for the sales people to work to recruit meetings and conventions directly as well as positioning the City of Spokane Valley as a meetings option within the region, $1,500 Direct Sales $5,600 CVENT $4,000 Advertising Motor coach Tours Direct Promotions and Services $11,000 The City of Spokane Valley will be promoted as a place for motor coach tours to stop, shop, stay, etc. and will be included in direct marketing and itineraries $11,000 Itinerary and Package Development Visitor Services and Referrals No Charge The convention and visitor services team will direct people to cash registers throughout the City of Spokane Valley through referrals at the Visitor Information Center as well as online, mail, and phone inquiries. $15,000 Value Front Line Training No Charge The hospitality training tool will be offered to businesses to ensure that they are ready to assist visitors. Visit Spokane will extend the training to all of the Lodging Tax applicant organizations as well as city personnel that complete the training. $2,500 Estimated Value Marketing Support for City Staff No Charge We are in frequent and regular contact with city staff supporting the marketing efforts related to economic development and tourism; we provide content, photography, videos, and other tools as needed $ 18,000 Estimated Value E -newsletters $1,900 5 Describe how we promote the city of Spokane valley in the eNewslet'ter. $1,900 Content Development Each of the program elements has a tracking mechanism to deterrnire effectiveness. The measures include: earned media, impressions, engagement, and connections made with target audiences, travel expenditures, overnight stays for all market segments and lead generation and bookings for group travel. The community benefits from these marketing initiatives will include local tax relief from visitor spending, more retail, dining, and event options than the residents can support on their own, and greater. community appeal for economic development opportunities. IMPACT ON TOURISM Projected (expected to participate) ilpate) Total Estimated Overall Attendance: 484,458 Attendees who traveled 50 errill(...e or more to attenel Total Estimated: 275,945 Of Total, estimated attendees who traveled from another state or country: 132,454 Estimated Attendees who stayed. overnight Paid accommodations: 200,966 Unpaid accommodations: 202,172 ''Estimated F aid !Lodging Nights: 219,235 *one lodging night one or more persons occupying one room for one night See attached addendum for data points and formulas. VI. SPOKANE VALLEY CITY COUNCIL GOALS ANIS PRIORITIES THAT SHOULD BE ADDRESSED IN YOUR APPLICATION 6 Additional information has been provided here to address the goals and priorities of City Council: 1. There are new marketing initiatives in the tourism marketing plan for the City of Spokane Valley in addition to sustainable marketing programs that critical to continued recruitment of visitors. The new programming in 2019 will include: a New website/microsite for visitspokanevailey.com • New digital campaigns • New city brochure a New city map • New video • New sales pieces a New search campaign ▪ New social media posts and public relations pitches 2. This funding request does not include any capital expenses. 3. The economic impact from the destination marketing and sales programming will include retail sales, event attendance, dining, and overnight stays. 4. The use of the Spokane Valley Lodging Tax funds will be for specific initiatives directly promoting businesses within the City of Spokane Valley. Other public funds utilized by Visit Spokane are similarly restricted in their use. VH. PROJECT BUDGET CATEGORY GRANT AMOUNT REQUESTED To be filled out by Non -Profit Agencies: 1. Non -municipal entities promoting and advertising tourism MATCH* TOTAL $154,050 $295,834 2. Non -municipal entities for marketing and operating events and festivals $ 45,950 $74,825 3. Non -municipal entities for operations of tourism -related facilities owned by non-profit organizations TOTALS $0 $449,884 $120,775 $200,000 $370,659 $570,659 *While matching funds are not required, the amount of additional funds an organization brings to an event is a good measure of that organization's commitment to success and the broad-base support for the project. VIII. ATTACHMENTS Ptease provide the following information as attachments. 1. Copy of state certificate of non-profit incorporation and/or copy of federal determination of 501(c)(3) or 501(c)(6) exempt status. 2. Copies of most recent approved and proposed budgets of the overall organization. For public agencies, copies of budgets should be at the fund-level. 3. 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. 4. List of members of the organization's board of directors and principal staff. 6. List co-sponsors, if any, by title and type. CERTIFICATION The applicant here certifies and affirms: 1, That it will abide by all relevant local, state, and federal laws and regulations. Without limiting the foregoing, no individual shall be excluded from participation in, denied the benefit of, subjected to discrimination under, or denied employment in the administration of or in connection with this Agreement in violation of local, state, or federal law. 2. 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: City of Spokane Valley Request for 2019 Grant Page 8 of 8 V. Impact on Tourism Estimate for 2017-2018 Travel Category Number of In- State Visitors Number of Out -of State Visitors Total # Visitors Visitors staying overnight in paid accommodations away from their place of residence or business. 104,502 96,464 200,966 Visitors staying overnight in unpaid accommodations (e.g. with friends and family) and traveling 50 miles or more one way from their place of residence or business. 105,129 97,042 202,172 Visitors staying for the day only and traveling more than 50 miles or more one way from their place of residence or business. 38,363 35,412 73,774 Visitors attending but not included in one of the three categories 3,773 3,773 7,547 Total all visitors Total all visitors 251,767 232,691 484,458 Total attendees who traveled 50 miles or more to attend 1 143,492[ 132,454[ 275,946 Total attendees who traveled 50 miles or more to attend Of total, attendees who traveled from another state or country f 0 132,4541 132,454 # Room Nights - In- State Visitors # Room Nights - Out- of State Visitors Total # Room Nights 219,235 'Paid lodging Nights* 114,002 105,233 '"one lodging night = one or more persons occupying one room for one night Estimate 1% increase - _ Category Number of In- State Visitors Number of Out -of State Visitors Total # Visitors Visitors staying overnight in paid accommodations away from their place of residence or business. Assume > 50 miles away _ 105,547 97,428 202,976 Visitors staying overnight in unpaid accommodations (e.g. with friends and family) and traveling 50 miles or more one way from their place of residence or business. 106,181 98,013 204,193 Visitors staying for the day only and traveling more than 50 miles or more one way from their place of residence or business. 38,746 35,766 74,512 Visitors attending but not included in one of the three categories 3,811 3,811[ 7,622 Total all visitors 254,285 235,018 489,303 Total attendees who traveled 50 miles or more to attend 144,927 133,7791 278,705 Of total, attendees who traveled from another state or country 0 133,7791 133,779 # Room Nights - In- State Visitors 116,282 # Room Nights - Out- of State Visitors 107,338 Total # Room Nights 223,620 Paid lodging Nights* Spokane Valley - For 2019 Application 2017 Key *STR Occupancy 63,00% Room Demand 356,423 A Annual Inventory 565,750 DR1 # of people per party 2.2 B -Running 12 munlhs Aug 2018 DR1 Average # of nights per stay 2.4 C RTM Visit Spokane Influence 61.51% D DR2** % in statelCanada 52% E DR2** % out of state 48% F DR1 % increase in unpaid accomodations yr over yr 0.6% G DR1 Day tripper % of spending 18.3% H DR1 % campground or vacation home spending 1.8%° I DR1 Per person Avg Expenditures for Overnight Visitors $287 J Key 1 Visitors staying overnight in paid accommodations away from their place of residence or business. 2 Visitors staying overnight in unpaid accommodations (e.g. with friends and family) and traveling 50 miles or more one way from their place of residence or business, 3 Visitors staying for the day only and traveling more than 50 miles or more one way from their place of residence or business, 4 Visitors attending but not included in one of the three categories above. 5 Total attendees who traveled 50 miles or more to attend 6 Of total, attendees who traveled from another state of country 7 Paid lodging Nights* 1.a = (((A x B) / C) x D) x E 104,502 1.b= (((A x B) / C) x D) x F 96,464 2.a = 1.a x (1+G) 105,129 2,b = 1.b x (1+G) 97,042 3,a = (1.a + 2.a) x H 38,363 3.b= (1.b+2.b)xH 35,412 4.a = (1.a + 2.a) x I 3,773 4.b = (1.b + 2.b) x 1 3,483 5.a = 2.a + 3.a 143,492 5,b = 2.b + 3.b 132,454 6.a = n/a 6.b = 5.b 132,454 7.a = (1.a/B)*C 114,002 7.b = (1.b/B)*C 105,233 References # In -State Visitors 1.a 2.a 3.a 4.a 5.a 6.a 7.a # Out -of State Visitors 1.b 2.b 3.b 4.b 5.b 6.b 7.b STR STR report August 2018 DR1 Dean Runyan Washington State COUNTY Travel Impacts & Visitor Volume 2000-2017p DR2 Dean Runyan Washington State Travel Impacts & Visitor Volume 2001 - 2014p RTM Randall Travel Marketing; Visit Spokane 2012 Tourism Research Study ** Adjusted to Visit Spokane's forecast on local visitor demographics. We include international (Canada) with the In -State numbers and consider all other International travelers with the Out -of -State numbers, *one lodging night = one or more persons occupying one room for one night 7 VIII. ATTACHMENTS ys 036373 IR;S Dopartrnent of tha Trausury dnrenial Reveuuv Scrvlce OGDEN UT 84201-0029 VISIT SPOKANE 801 W RIVERSIDE AVE STE 301 SPOKANE WA 99201-0908 In repay refer to: 4077550277 Mar. 05, 2014 LTR 4168C 0 91-1307281 000000 00 00040380 f3ODC: TE Employer Identification Number: 91--1307281 Person to Contact: Ms Benjamin Toll Free Telephone Number: 1-877-829-5500 Dear Taxpayer: This is in response to your Aug. 16, 2013, request for information regarding your tax-exempt status. Our records indicate that you were recognized as exempt under section 501(c)(6) of the Internal Revenue Code in a determination letter issued in March 1986. BecaUse you are not an organization described in section 170(c) of the Code, donors may not deduct contributions made to you. You should advise your contributors to that effect. Please refer to our website www.irs.gov/eo for information regarding filing requirements. Specifically, section 6033(j) of the Cade provides that failure to file an annual information return for three consecutive years results in revocation of tax-exempt status as of the filing due date of the third return for organizations required to file. We will publish a list of organizations whose tax-exempt status was revoked under section 6033(j) of the Code on our website beginning in early 2011. If you have any questions, please call us at the telephone number shown in the heading of this letter. Sincerely yours, • Tamera Ripperda Director, Exempt Organizations Visit Spokane Draft 2019 Budget Board approved, 9/13/2018 Revenue TPA LODGING TAX MEMBERSHIP ADVERTISING CONVENTION SERVICES PARTICIPATION SALES PRIVATE SOURCES Gross Revenue Expense ADVERTISING CAMPAIGNS PRODUCT DEVELOPMENT MARKET PROMOTIONS PUBLISHING &, PRODUCTION CONVENTION SERVICES MARKETING AND SALES EXPENSES PROGRAM OPERATIONS PERSONNEL EXPENSES Operating Expense EXTRAORDINARY EXPENSES Net income Capital Spending and Cash Reserves Fixed Assets/Capital Purchases/Deferred Costs Net Fixed Assets/Capital Purchases1Deferred Costs Board Designated Reserves transFerred into Reserves @ YE transferred From Reserves EXP61NDUNG EEGHDrI4. PaOSPIERITM 2019 Budget 2,218,595.02 2,343,512,00 254,453,67 271,057.00 41,680.00 58,400.00 3,225.00 5,190, 922.68 561,124.00 34,950, 00 737,192.00 160,057 00 22,140.00 412,534.00 431,369.00 2,614,706.00 5,174,132.00 0.00 16,79 1.00 -54,246.00 -150,000.00 197,492.00 97.00 Visit Spokane Resolution Adopted by the Board of Directors September 19, 2013 Resolution: '°Since funding from the Lodging Tax comprises approximately 30% of the revenue for Visit Spokane, these funds are necessary to achieve the goals and objectives of the organization, which ultimately is to attract visitors of all types to the region. Marketing and sales activities implemented by Visit Spokane has contributed to continued growth in the tourism industry for the past 25 years, with over 100% increase in visitor spending since 1985. In order to maintain this growth, Visit Spokane programming and funding must remain at or above current levels. Therefore, the Visit Spokane Board of Directors authorizes the staff to apply for funding from all applicable lodging tax, tourism promotion areas, and other appropriate funding sources available." 4114 Mike McLeod Chairman of the Board 2018 Visit Spokane Board of Directors OFFICERS Chair Matt Jensen Davenport Hotels Vice Chair Rhosetta Rhodes Whitworth University Treasurer Meg Miller Northern Quest Resort & Casino Secretary/CEO Cheryl Y. Kilday, CDME Visit Spokane immediate Past Chair Joyce M. Cameron Providence Health Care Foundation BOARD MEMBERS Dean Feldmeier DoubleTree by Hilton Spokane City Center Greg Lipsker Barrister Winery Adam Hegsted Eat Good Group LLC Andy Rooney Mirabeau Park Hotel & Convention Center Ben Wick City of Spokane Valley, City Council Breean Beggs City of Spokane, City Council Brooke Kiener Spokane Arts Fund Bryn West River Park Square Denise Vickerman Ramada by Wyndham at Spokane Airport Gregory Repetti Valley Hospital Jer McGregor The Inlander Josh Kerns Spokane County Latisha Hill Avista Stephanie Curran Spokane Public Facilities District Steve Peterson, Mayor City of Liberty Lake Travis Tramp Princess Properties Pipali Staff ®cheat Spokane 601 Vil 1 st Ave, Ste 1000 624-1341/Fax 623-1297 1-800-662-0084 wvinnr.visitspokane.cr_ ADMINISTRATION Terry {TJ) Hake Interim President & CEO 742-9378 thake g visitspokane. corn 742-9390 Maureen Dodrae Finance Director mdodroe @ visitspokane. corn DESTINATION MARKETING Jamie Rand Director of Marketing 742-9373 rrandC visitspokane.com CONVENTION SALES Ruth Fitzgerald Director of Sales 321-9464 rfiitzaerafd tf? visitspokane, com Lodging Tax Application Presentalion Hake, Interim President and CEO, Visit Spokane 10/5/2012 City of Spokane Valley Marketing Plan Visit Spokane Marketing Plan 10/5/201f Projects + Promotions City of Spokane Valley New City of :� New City of 9 Spokane Valley (7% Spokane Valley Brochure Map New VideoLifestTravei Medyle aniad gE 0 Social Media 40 Event and Exhibit Promotion Tour and Travel ^ Convention Sales or Sales 8 Promotion 10/5/2018 The City of Spokane City of Spokane Valley A kid A A,11:5 IliAAWA II II ,99. End n Ctreal Marlhwen1 ,91. 94, 1, Iti= Crn, my. COST 0 ..„ £01111.1.1 [14,7 4169 tnrct....-4.1 AiRn - 'Nee 0 Netit Aram% weft,' kb. Aft% 10/5/201 City of Spokane Valley • Shopping • Recreation • Golf • Center Place and Fairgrounds Venues • Aligned with Key Messages from Atlas Marketing Plan Meeting and Event Planners What's New in 2018: • New website/microlite for visitspokanevalleycom • New digital campaigns • New city brochure • New city map • New video • New sales pieces • New search campaign • New social media posts and public relations pitches 10/5/2018 10/5/2018 Thank You! UISIT SPQHAQE C(NT(NN/ALIR411 SPORANCR/VCR RICR(ATIONAL ARCS ai►�ts. ORCHARD y r_ PARR NAY JS 41 �!/UB ilk i SPORTS QY I/TY /Y/Y BCST SIET,S - W(ST(RN, • PLUS MPMCRS MARRCT J HALF MOON PARR IU7/YAMA SICAR l/OUSC F/CIDNOUSC P1114 PUB 66 dim TRAIL/IMD - 4 di GOLF COUPS( i 0 10 -NOS BARLOWS---4` ELVCFLNGCRS PARR L/BCRTYLCR((R {f" LCMCNTARY RY SCHOOLS go D/NC /LOW C -,-� CORA Ae""//OUSC CAT CLOD L/ (PTY LAR( CAFC WIN( MRS v1 C/IY HALL -ROCR(Y 11/11 PARI' NM //(Pt CIRCUIT COUPS( Ven PILLION PARI' MCADOWWOOD COLT (OURS( 4--- L/PERU 141f COLT COUPS( arii10 L/BCRlY LAR( PAW MOW MIN MOON ZIP TOURS 1/B(RTYLAR( LOOP TRA11 CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: December 11, 2018 Department Director Approval: Item: Check all that apply: ❑ consent ❑ old business ® new business ❑ public hearing ❑ information ❑ admin. report ❑ pending legislation AGENDA ITEM TITLE: Motion Consideration: Aging and Long Term Care of Eastern Washington Interlocal Agreement. GOVERNING LEGISLATION: n/a PREVIOUS COUNCIL ACTION TAKEN: Council heard Administrative Reports on this topic at the July 17, August 14 and September 11 Council meetings. At the September 11, 2018 meeting Council agreed for Staff to work with Aging and Long Term Care of Eastern Washington to amend the interlocal agreement to include Spokane Valley representation. BACKGROUND: • In June 2018 the City was approached by Aging and Long Term Care of Eastern Washington to inquire whether the City of Spokane Valley might be interested in joining their organization and having representation by a Councilmember on their governing board of directors. • At the July 17, 2018 Council meeting, an Administrative Report was delivered by Aging and Long Term Care that provided an overview of their budget and the services they provide. During the discussion, Councilmembers learned that participation by Spokane Valley would necessitate signing onto an interlocal agreement and it was also stated that the number of Spokane Valley Councilmembers serving on the governing board could be a point of negotiation. • At the August 14, 2018 Council meeting, a follow-up Administrative Report was delivered by City Staff and at that time, Councilmembers reached consensus to consider joining into the interlocal agreement with Aging and Long Term Care and requested the appointment of two Councilmembers to the governing board. • City Staff communicated Council's desire to Aging and Long Term Care, and their staff consulted with the existing governing board who noted that their existing board is composed of 4 members from rural counties and 4 members from the Spokane region. Their collective preference is to maintain the balance between the rural counties and the Spokane region, but the City of Spokane has offered to reduce its membership on the board from 3 to 2 thus allowing Spokane Valley to hold 1 position. • Aging and Long Term Care also has a Planning and Management Council that is composed entirely of volunteers. This Council has a committee that recruits, interviews and nominates new members whose appointment to the committee must be approved by the Governing Board. The Chair of this Council also holds a positon on the Governing Board. • At the September 11, 2018 Council meeting, Council discussed this topic for a third time and ultimately asked Staff to work with Aging and Long Term Care of Eastern Washington to amend the interlocal agreement to include Spokane Valley. Page 1 of 3 Following are tables that reflect the current and proposed board compositions: Current Governing Board Composition Agency # of Board Members City of Spokane Valley 0 City of Spokane ** 3 Spokane County 1 Stevens County 1 Whitman County 1 Pend Oreille County 4 1 Ferry County 1 Chair of Planning & Mgmt. Council 1 Total 9 "comprised of 1 Councilmember and 1 City executive branch appointee. "comprised of Councilmembers and 1 City executive branch appointee. r 4 Spokane region 4 Rural Proposed Governing Board Composition Agency # of Board Members City of Spokane Valley 1 City of Spokane ** 2 Spokane County 1 Stevens County 1 Whitman County 1 Pend Oreille County 1 Ferry County 1 Chair of Planning & Mgmt. Council 1 Total 9 "comprised of 1 Councilmember and 1 City executive branch appointee. 4 Spokane region 4 Rural At their November 2, 2018 meeting, the Governing Board of Aging and Long Term Care voted to amend the interlocal agreement to include Spokane Valley effective January 1, 2019. This amended interlocal agreement must now be approved by each of the six member jurisdictions including Spokane Valley. Noteworthy here is that the interlocal agreement is titled "Amendment No. 3" and this is because it is the third time the initial interlocal has been amended since the formation of this organization. The history of legislative action surrounding Aging and Long Term Care is as follows: • 1978 — Adoption of original interlocal agreement • 1987 - Amendment No. 1 • 1995 — Amendment No. 2 • 2018 — Amendment No. 3 Assuming Council approval this evening, Councilmembers will serve on a total of 18 boards and committees and this will necessitate a future mayoral appointment to this board. OPTIONS: Approve interlocal agreement or provide other direction to staff. RECOMMENDED ACTION OR MOTION: Move to approve Amendment No. 3 to the Interlocal Agreement to Create the Eastern Washington Area Agency on Aging. BUDGET/FINANCIAL IMPACTS: Based upon information presented by Aging and Long Term Care on July 17, 2018, the cost to Spokane Valley is based upon the ratio of the number of Spokane Valley's residents that are 60+ years of age relative to the total of all participating municipalities. Based upon 2010 census data, the City of Spokane Valley could expect to pay roughly 16.0% or $12,100 per year if Council choses to participate on this board. The 2019 Budget includes $12,100 for this purpose. STAFF CONTACT: Mark Calhoun, City Manager Page 2 of 3 ATTACHMENTS: • Amendment No. 3 to Interlocal Agreement • November 5, 2018 letter from Aging and Long Term Care • Interlocal Agreement (from 1978) • Amendment No. 1 to interlocal Agreement (from 1987) • Amendment No. 2 to Interlocal Agreement (from 1995) Page 3 of 3 AMENDMENT NO. 3 TO THE INTERLOCAL GOVERNMENT AGREEMENT TO CREATE THE EASTERN WASHINGTON AREA AGENCY ON AGING THIS AMENDMENT NO. 3 ("Amendment No. 3 Agreement") to the Interlocal Government Agreement to Create the Eastern Washington Area Agency on Aging is made and entered into by and among SPOKANE COUNTY, having offices for the transaction of business at W. 1116 Broadway, Spokane, Washington 99201; STEVENS COUNTY, having offices for the transaction of business at Stevens County Courthouse, Colville, Washington 99114; WHITMAN COUNTY, having offices for the transaction of business at the Whitman County Courthouse, Colfax, Washington 99111; PEND OREILLE COUNTY, having offices for the transaction of business at the Pend Oreille County Courthouse, Newport, Washington 99156; FERRY COUNTY, having offices for the transaction of business at the Ferry County Courthouse, Republic, Washington 99166; and the CITY OF SPOKANE, having offices for the transaction of business at 808 W. Spokane Falls Boulevard, Spokane, Washington 99201, jointly referred to as the Parties and the CITY OF SPOKANE VALLEY, having offices for the transaction of business at 10210 E. Sprague Avenue, Spokane Valley, WA 99206. RECITALS: WHEREAS, pursuant to the provisions of RCW 36.32.120(6), the Boards of County Commissioners of counties within the State of Washington have the care of their respective county property and the management of their respective funds and business; and WHEREAS, the 1965 Older Americans Act was passed by Congress for the purpose of establishing programs and services for older Americans and required, in conjunction therewith, the establishment of area agencies on aging to provide services and programs for older Americans; and WHEREAS, pursuant to the above legislation, as well as the provisions of chapter 39.34 RCW, in 1978 Ferry County, Pend Oreille County, Spokane County Stevens County, Whitman County and the City of Spokane entered into an Interlocal Agreement termed "Interlocal Government Agreement to Create the Eastern Washington Area Agency on Aging" ("Interlocal Agreement"); and WHEREAS, in 1987, the Parties executed a document entitled "AMENDMENT TO INTERLOCAL GOVERNMENT AGREEMENT TO CREATE THE EASTERN WASHINGTON AREA AGENCY ON AGING" wherein the Parties amended the Interlocal Agreement to reconfigure the prior "Panel on Aging and Advisory Council" into the current "Planning and Management Council;" and WHEREAS, in 1995, the Parties executed a document entitled "AMENDMENT TO THE BY-LAWS AND THE INTERLOCAL AGREEMENT OF THE EASTERN WASHINGTON AREA AGENCY ON AGING" wherein the Parties amended the Interlocal Agreement and bylaws adopted thereunder to change the name of the agency Page 1 of 6 from "Eastern Washington Area Agency on Aging" to "Aging and Long Term Care of Eastern Washington;" and WHEREAS, the Interlocal Agreement includes an Article addressing Modification which provides as follows: ARTICLE XII. MODIFICATION. No change or addition of any printed portion of this Agreement shall be valid or binding upon any Party. There shall be no modification of the Agreement, except in writing, executed with the same formalities as this present instrument; and WHEREAS, since the execution of the 1978 Interlocal Agreement, the City of Spokane Valley has been incorporated within Spokane County. The Governing Board of the Aging and Long Term Care of Eastern Washington desires to add the City of Spokane Valley to the Interlocal Agreement, including adding a representative of the City of Spokane Valley as a member of the Governing Board, subject to the terms and conditions of the Interlocal Agreement, as amended. NOW, THEREFORE, for and inconsideration of the above referenced recitals which are incorporated herein by reference and other good and valuable consideration, receipt of which is hereby acknowledged, the Parties do agree that the Interlocal Agreement executed in 1978 among the Parties, as amended in 1987 and 1995, be and is hereby modified as follows: MODIFICATION NO. 1: Additional Party. The City of Spokane Valley, by executing this Amendment No, 3 Agreement, will become a party to the Interlocal Agreement executed in 1978 among the Parties, as amended in 1987 and 1995 and all terms and provisions therein: MODIFICATION NO. 2: ARTICLE VL ORGANIZATION of the Interlocal Agreement shall be modified as follows: (Underlined bolded language added, lined out bolded Ianguage deleted.) ARTICLE VI. ORGANIZATION. A. General Provisions: The Agency is a separate administrative entity organized as a public regional body in accordance with the requirements with the Federal Older Americans Act, as amended. The principal organizational components shall be a Governing Board, and a Planning and Management Council. B. Governing Board: The Governing Board shall be composed of one representative ((duly)) appointed by each of the Counties to this Agreement; ((t fee)) two representatives ((duly)) appointed by the Spokane City Council, one of whom shall be the director or designee of the City's Community, Housing and Human Services Department or related Page 2 of 6 department; one representative appointed by the City of Spokane Valley City Council; and as an ex -officio member, the Chairperson of the Planning and Management Council. The Governing Board shall, by a two-thirds (2/3) vote of its membership, adopt and amend the Agency By -Laws. On all other matters, a majority of the total members of the governing Board shall constitute a quorum, and a majority vote of the quorum shall be necessary to take action on any matter coming before the Governing Board. The Governing Board, in additionto adopting and amending the Agency By -Laws, shall have the authority to approve the annual Area Plan on Aging, approve the annual operating budget, adopt personnel policies, adopt Agency operating procedures, appoint an Agency Director, execute agreements and contracts and any other duties as may be established by Agency By -Laws. The Governing Board may select a Chairperson, Vice Chairperson, and other officers. The Chairperson shall be empowered, at times other than open meetings to execute all agreements and contracts which have been negotiated and approved by the Governing Board at open meetings. C. Planning and Management Council: The Planning and Management Council shall be composed of no less than twenty-seven (27) and no more than thirty-five (35) members. It shall be representative of all counties within the Agency's service area. Further, to facilitate close working relationships among ((EWAAA)) ALTCEW and the parties hereto, ((six --(6))) seven (7) members of the Council shall be representatives of the units of general purpose local government party to this agreement. Additional composition requirements for the Council, appointment procedures and members' terms of service shall be established in the Agency By -Laws. The Council shall be responsible for performing the following: (1) Planning activities, including development of the Area Plan on Aging for PSA #11, and Annual Updates thereon; (2) Implement the Area Plan on Aging, once adopted by the (( WAAA)) ALTCEW Governing Board; (3) Represent the interest of older persons; (4) Administer the internal affairs of the Agency pursuant to policies and procedures adopted by the Governing Board; (5) When requested by the Governing Board, recruit and screen all applicants for the position of Agency Director, and refer the most qualified candidates to the Board for consideration; (6) Review and recommend to the Board for adoption the Agency's Annual Report concerning its activities; (7) Make recommendations to the Governing Board on amendments to Agency's By -Laws; and Page 3 of 6 (8) Other duties as may be established by the Agency By -Laws. BE IT FURTHER AGREED by the Parties that but for the above MODIFICATION NO. 1 Additional Party, and MODIFICATION No. 2 to ARTICLE VI. ORGANIZATION, all other provisions within the Interlocal Agreement executed in 1978 by the Parties, as amended in 1987 and 1995, shall remain in full force and effect without. any change or modification whatsoever. BE IT FURTHER AGREED by the Parties that this Amendment No. 3 may be executed in any number of counterparts, each of which, when so executed and delivered, shall be an original, but such counterparts shall together constitute but one and the same. BE IT FURTHER AGREED, by the Parties that the provisions of this Amendment No. 3 Agreement shall be effective as of January 1, 2019. IN WITNESS WHEREOF, the Parties have caused this Amendment No. 3 Agreement to be executed on the date and year opposite their respective signature blocks. Page 4 of 6 DATED: FERRY COUNTY By: Chairman ATTEST: APPROVED AS TO FORM: Ferry County Prosecuting Attorney Clerk of the Board DATED: PEND OREILLE COUNTY By: Chairman ATTEST: APPROVED AS TO FORM: Pend Oreille County Prosecuting Attorney Clerk of the Board DATED: SPOKANE COUNTY By: Chairman ATTEST: APPROVED AS TO FORM: Spokane County Prosecuting Attorney Clerk of the Board DATED: STEVENS COUNTY By: Chairman ATTEST: APPROVED AS TO FORM: Stevens County Prosecuting Attorney Clerk of the Board Page 5 of 6 DATED: WHITMAN COUNTY By: Chairman ATTEST: APPROVED AS TO FORM: Whitman County Prosecuting Attorney CIerk of the Board DATED: CITY OF SPOKANE By: Mayor ATTEST APPROVED AS TO FORM: City of Spokane Assistant City Attorney Clerk of the City DATED: CITY OF SPOKANE VALLEY By: City Manager ATTEST: APPROVED AS TO FORM: City of Spokane Valley Office of the City Attorney City Clerk Page 6 of 6 November 5, 2018 Rod Higgins, Mayor City of Spokane Valley 10210 E. Sprague Ave Spokane Valley, WA 99206 RE: Interlocal Agreement Amendment Greetings Mayor Higgins: Aging LONG TERMCe OF EASTERN WASHINGTON Enclosed with this letter is an amendment to the interlocal agreement for Aging and Long Term Care of Eastern Washington (ALTCEW), which was approved by the agency's Governing Board on November 2, 2018, We respectfully request approval and signature of the attached interlocal agreement amendment which incorporates the following changes: • City of Spokane Valley is added to the interlocal agreement and gains one voting seat on the board. • City of Spokane would reduce from three to two voting seats, retaining representation from one city council member and one director or designee of the City's Community, Housing and Human Services Department or related department. • City of Spokane Valley would have one governmental appointed representative to the Planning and Management Council. Once adopted, please sign the eight (8) enclosed copies and send back to: ALTCEW, Attn: Khristina Scheideler, 1222 N Post St, Spokane, WA 99201. Once the interlocal agreement has been signed by all parties, we will send back a fully executed document with completed signature pages. Please contact us with any questions at (509) 458-2509. Sincerely, Lynn Kimball Executive Director CC: Mark Calhoun, City Manager 1222 N. Post St. 1 Spokane, WA 99201 1 TEL 509-458-2509 1 FAX 509-458-2003 WWW.ALTCEW.ORG ADVOCACY. ACTION . ANSWERS. SERVING: Northern Ferry, Pend Oreille, Spokane, Stevens & Whitman counties INTERLOCAL GOVERNMENT AGREEMENT TO CREATE THE EASTERN WASHINGTON AREA AGENCY ON AGING C.', IN /N,1L %t RjEJ+IENr �17i! .147'iCotirio NA 7 s (i9Y7Art'S) FILED MAR 3 - 1973 THIS AGREEMENT made and entered into by and among Spokane County, having offices for the transaction of business at W. 1116 Broadway, Spokane, Washington 99201; Stevens County, having offices for the transaction of business at the Stevens County Courthouse, Colville, Washington 99114; Whitman County, having offices for the transaction of business at the Whitman County Courthouse, Colfax, Washington 99111; Pend Oreille County, having offices for the transaction of business at the Pend Oreille County Courthouse, Newport, Washington 99156; Ferry County, having offices for the transaction of business at the Ferry County Courthouse, Republic, Washington 99166; and the City of Spokane, having offices for the transaction of business at North 221 Wall, Spokane, Washington 99201; each a public agency for the purposes of Revised Code of Washington 39.34.020, hereinafter jointly referred to as the "Parties." W ITNESSET H: WHEREAS, Revised Code of Washington, Section 74.38.030(3), provides that the Washington State Department of Social and Health Services may, as part of the program of community based services, designate area agencies in regional areas (planning and service areas) within the State; and WHEREAS, pursuant to Revised Code of Washington, Section 74.36.100, the Washington State Department of Social and Health Services is authorized to take advantage of and participate in the Federal Older Americans Act of 1965 (PL 89-73) and to accept, administer, and disburse any Federal funds that may be available . under said act; and WHEREAS, the Federal Department of Health, Education and Welfare, pursuant to PL 89-73 and amendments thereto, has promulgated certain rules and regulations (45 CFR Parts 901-11) which encourage and assist state and area agencies to concentrate resources in order to foster the development -of comprehensive and coordinated service systems which serve older persons; and WHEREAS, 45 CFR Sec. 903.57 provides that the state agency (Office on Aging) shall divide a state into distinct multi -county areas called planning and service areas; and WHEREAS, the State Office on Aging has designated the Washington State Counties of Spokane, Stevens, Ferry (excluding that portion of Ferry County within the boundaries of the Colville Indian Reservation), Pend Oreille, and Whitman as Planning and Service Area Number 11; and WHEREAS, 45 CFR Sec. 903.63 provides that following the determination of planning and. service areas, the state agency shall designate a single agency or organization within a planning and service area as the area agency on aging; and WHEREAS, The Senior Citizens Services Act provides for establishment of area agencies on aging in regional areas (planning and service areas) within the State; and -2- WHEREAS, 45 CFR Sec. 903.63(C) (3) provides that an area agency can be any office or agency designated by the chief elected official or officials of a combination of units of general purpose local government to act on behalf of such combination for that purpose; and WHEREAS, Revised Code of Washington, Chapter 39.34, titled "Interlocal Cooperation Act" authorizes local governmental units to make the most efficient use of their powers by enabling them to cooperate with other localities on a basis of mutual advantage and thereby provide planning and administrative services in a manner that will accord best with geographic, economic, popula- tion, and other factors influencing the needs and development of local communities; and WHEREAS, Revised Code of Washington, Sec. 39.34.030(2) provides that "Any two or more public agencies may enter into agreements with one another for joint or cooperative action pursuant to the provisions of this chapter (RCW 39.34)"; WHEREAS, the parties have a mutual interest in forming a single purpose Council of Governments (C.O.G.) to facilitate the organization and operation of the Eastern Washington Area Agency on Aging for that geographical region designated by the Washington State Office on Aging as planning and service area Number 11. WHEREAS, the Chairman of the Boards of Commissioners of each of the' five counties and the Mayor of the City of Spokane has been authorized by duly adopted resolution of the County Commissioners of each county and the Spokane City Council, -3- respectively, to execute an agreement to be entitled Interlocal Government Agreement to create the Eastern Washington Area Agency on Aging. NOW, THEREFORE, each of the undersigned executes and mutually agrees in exchange for the agreements of each of the others to create the Eastern Washington Area Agency on Aging by adoption of these ARTICLES OF ASSOCIATION ARTICLE I. NAME. The name of the Association is the Eastern Washington Area Agency on Aging. ARTICLE II. PRINCIPAL. The principal office of the Agency is in Spokane, Washington. ARTICLE III. DURATION. The Agency shall have perpetual existence, except as terminated in ARTICLE X herein. ARTICLE IV. PURPOSE. The purposes for which this Agency is formed are: A. To improve the quality of life of older persons through the development, and the fostering of the development, of comprehensive and coordinated service systems to serve older persons in order to: 1. Secure and maintain maximum independence and dignity in a home environment for older persons capable of self-care with appropriate supportive services, and 2 Remove individual and social barriers t'o economic and personal independence for older persons; -4- B. To speak and work in behalf of older persons whenever to do so may develop and enhance their best interests and happiness; C. To seek the support of, and join with, individuals and private and public corporations, agencies and organizations whenever it is appropriate and proper to do so for the purposes of fulfilling these objectives; and D. To perform the functions and responsibilities of an Area Agency on Aging as set forth in 45 CFR Part 903. ARTICLE V. POWERS. The Eastern Washington Area Agency on Aging shall have the power to develop an area plan for programs on aging; receive and administer funds granted for programs and services for the elderly; establish a budget for funds appropri- ated by the State for administering the agency; hire any necessary personnel; expend funds for necessary services identified in the "Area Plan"; and any other powers expressly granted by the Federal and State enabling legislation referred to heretofore in the Agreement. ARTICLE VI. ORGANIZATION. A. General Provisions: The Agency is a separate administrative entity organized as a public regional body in accordance with the requirements of the Federal Older Americans Act, as amended. The principal organizational components shall be a Governing Board, a Panel on Aging and an Advisory Council. -5- B. Governing Board: The Governing Board shall be composed of one representative duly appointed by each of the Counties to this Agreement, three Representatives duly appointed by the Spokane City Council, and as ex -officio members, the Chairpersons of the Panel on Aging and the Advisory Council. The Governing Board shall, by a two-thirds (2/3) vote of its membership, adopt and amend the Agency By -Laws. On all other matters, a majority of the total members of the Governing Board shall constitute a quorum, and a majority vote of the quorum shall be necessary to take action on any matter coming before the Governing Board. The Governing Board, in addition to adopting and amending the Agency By -Laws, shall have the authority to approve the annual Area Plan on Aging, approve the annual operating budget, adopt personnel policies, adopt Agency operating procedures, appoint an Agency Director, execute agreements and contracts and any other duties as may be established by the Agency By -Laws. The Governing Board may select a Chairperson, Vice Chairperson, and other officers. The Chairperson shall be empowered, at times other than open meetings to execute all agreements and contracts which have been negotiated and approved by the Governing Board at open meetings. C. Panel on Aging: The Panel on Aging shall be composed of no less than nineteen (19) and no more than twenty-seven (27) members. The Panel on Aging shall be representative of all counties within the Agency's service area. Further, to -6- insure that the Panel is broadly representative, six (6) members of. the Panel shall be representatives of the units of general purpose local government party to this Agreement, six (6) members of the Panel shall be members of the Advisory Council to the Agency, and the balance of the membership shall be concerned citizen volunteers representative of the community -at -large. Appointment procedures and members' terms of service shall be established in the Agency By -Laws. The Panel on Aging shall be responsible for the day-to-day administration and supervision of the Agency's activities, including but not necessarily limited to: (1) Development and, once approved by the Governing Board; implementation of the annual Area Plan on Aging; (2) Negotiation of the terms and provisions of prime contracts, sub -contracts and inter -agency agreements; (3) Administration of the internal affairs of the Agency pursuant to policies and procedures adopted by the Governing Board; (4) When requested by the Governing Board, recruitment and screening of all applicants for the position of Agency Director and referral of the most qualified candidates to the Governing Board for consideration; (5) Development and recommendation to the Governing Board for adoption by the Governing Board the Agency's -7- Annual Report; (6) Submission of periodic progress reports on Agency's activities to the Governing Board; (7) Recommending to the Governing Board operating procedures to be followed by the Panel on Aging in their•administratian of Agency's activities; and (8) Making recommendations to the Governing Board on Agency By -Laws and amendments thereto. D. Advisory Council: The Advisory Council shall be comprised of at least fifty percent (50%) consumers of services provided by the Agency and shall be composed of at least nineteen (19) and no more than twenty-seven (27) members. The Advisory Council shall be representative of all counties within the Agency's service area. Its members shall be appointed by the Governing Board. The terms of office and method of selection of the Advisory Council members shall be established by the Agency By -Laws. The Advisory Council shall advise the Governing Board, Panel on Aging, and Agency staff on the development and imple- mentation of the annual Area Plan on Aging, and shall perform other duties as may be established by the Agency By -Laws. ARTICLE VII. FISCAL MANAGEMENT. The Agency shall maintain itemized and detailed records covering (A) aging program revenues received from whatever source for financial maintenance of the Agency and all programs thereunder and (B) all expenditures -8- incurred pursuant to adopted program budgets. The Agency shall conform to all fiscal requirements established by State or Federal law. If any matching funds are required for operation and maintenance of the Agency or any programs thereunder, the cost shall be prorated among the Parties based on the per- centage of individuals over 60 years of age located in a particular parties' geographical area to the total percentage of individuals over 60 years of age .in the Region 11 Planning and Service Area. ARTICLE VIII. CONTRACTS AND SUBCONTRACTS. The Governing Board may exclusively enter into prime contracts, concerning the elderly, with the Federal or State governments, and may subcontract with any municipal, profit or non-profit corporation, or individual to provide services for the elderly as identified in the annual Area Plan on Aging. ARTICLE IX. ACQUISITION AND DISPOSAL OF PROPERTY. The Agency shall acquire, hold, and dispose of real and personal property in the same manner as Counties within the State of Washington, as provided for within R.C.W. 36.32 and R.C.W. 36.34, respectively. ARTICLE X. TERMINATION. A. Termination of Association: The term of association for each Party to this Agreement is one (1) year, commencing January 1, 1978. A Party's participation in the Agreement shall be automatically renewable for additional periods of -9- one (1) year each, without the requirement of formal action by the Party, on the first day of January of each successive year. Any Party to this Agreement desirous of terminating its participation in the Agreement, effective the following January 1, shall deliver written notice to the offices of the Agency by the first day of July of any given year. B. Dissolution: The Agency may be terminated by its re- organization and transformation to another legal form, by the reassignment of its functions and assets to another governmental entity, or its disestablishment by a two-thirds (2/3) vote of the Governing Board upon the recommendation of the Panel. on Aging. The property and assets of the Agency will be disposed of in consonance with the reasons for disestablishment or dissolution, being either returned to their source, transferred to an entity continuing the purposes and functions of the Agency, or otherwise will be applied in the promotion of aging planning and aging services. In the event of its insolvency, the Superior Court of Spokane County shall have jurisdiction and authority to appoint trustees and receivers of the Agency property and assets and to supervise such trusteeship or receivership. —10— ARTICLE XI. VENUE STIPULATION. This Agreement has and shall be construed as having been made and delivered within the State of Washington, and it is mutually under- stood and agreed by each Party hereto that this Agreement shall be governed by the laws of the State of Washington, both as to interpretation and performance. Any action at law, suit in equity or judicial proceeding for the enforce- ment of this Agreement or any provision thereof shall be instituted and maintained only in the courts of competent jurisdiction within Spokane County, Spokane, Washington. ARTICLE XII. MODIFICATION. No change or addition of any printed portion of this Agreement shall be valid or binding upon any Party. There shall be no modification of the Agreement, except in writing, executed with the same formalities as this present instrument. ARTICLE XIII. NOTICES. All notices called for or provided for in this Agreement shall be in writing and must be served an any of the Parties at their respective addresses hereinabove given, except as noted in ARTICLE X above. Notices sent by registered mail shall be deemed served when deposited in the United States Mail. ARTICLE XIV. ALL WRITING CONTAINED HEREIN. This Agreement contains all the terms and conditions agreed upon by the Parties. No other understandings, oral or otherwise, regarding the subject matter of this Agreement shall be deemed to exist or to bind any of the Parties hereto. -11- IN WITNESS WHEREOF, the Parties undersigned have caused this Agreement to be executed this ist. day of January ATTEST: 1978. Sp•kane County Clerk of the Board Approved as to Form: Deputy Prosecuting Attorney ATTEST: Aar tman County OF lerk of the Board Approved as to Form: L3°ay Prosecuting Atto'ney ATTEST: Pend,/Q e lle County Clerk of the Board Approved as to Form: l Prosecuting Attor��` —12 - Spokane County By Whitman County By JO airma Pend Oreille County By ATT ST: AO) ,--;>16)1,61.) Ferry Coun' Clerk of the Board Approved as to Form: Prosecuting Attorney ATTEST: /12/g Stevens County Clerk of the Bo r Approved as/ to F •'r^m : Deputy Prosecut ng Attorney ATTEST: City o Sp n - City of Approved as to Form: AcrinV 6 c 4/91(14L-, rat Counsc -13- Ferry County By //// / h l Cha rman Stevens County By City of Spokane By AMENDMENT TO INTERLOCAL GOVERNMENT AGREEMENT TO CREATE THE EASTERN WASHINGTON AREA AGENCY ON AGING THIS AGREEMENT, made and entered into by and among Spokane County, Stevens County, Whitman County, Pend Oreille County, Ferry County, and the City of Spokane, each a public agency for the purposes of Revised Code .of Washington 39.34.020, hereinafter jointly referred to as the "Parties", is an amendment to the Interlocal Government Agreement entered into by the Parties on January 1, 1978, hereinafter "Original Agreement". WHEREAS, pursuant to the Original Agreement, the Parties on January 1, 1978, created the Eastern Washington Area Agency on Aging, hereinafter "EWAAA"; and WHEREAS, since that date, and with the assistance of local, state and federal funding, EWAAA has provided services to older Americans within the five county area, and WHEREAS, as initially created, EWAAA had three boards, the Governing Board, the Panel on Aging, and the Advisory Council to administer the affairs of the Agency, and WHEREAS, experience has shown that the Panel on Aging and the Advisory Council could be combined into one body without adversely affecting the purpose or operational proficiency of the Agency, and, in fact, by combining these two Boards the Agency should become more effective and efficient in administering its programs, and 1 WHEREAS, in order to change the structure of the Agency in that manner, the Original Agreement must be amended to reflect those changes -- NOW, THEREFORE, BE IT RESOLVED by the parties hereto: Section 1. That Article VI, Organization, of the Original Agree- ment shall be amended to read as follows: ARTICLE VI ORGANIZATION. A. General Provisions: The Agency is a separate administrative entity organized as a public regional body in accordance with the requirements with the Federal Older Americans Act, as amended. The principal organizational components shall be a Governing Board, ((a Panel. en Aging and an Adisery eeane•i1)) and a Planning and Management Council. B. Governing Board: The Governing Board shall be composed of one representative duly appointed by each of the counties to this Agreement, three representatives duly appointed by the Spokane City Council, and as an ex -officio member((e)), the Chairperson((s)) of the ((Pane+ en As+neff and the Advisety eeuneii)) Planning and Management Council. The Governing Board shall, by a two-thirds (2/3) vote of its membership, adopt and amend the Agency By -Laws. On all other matters, a majority of the total members of the Governing Board shall constitute a quorum, and a majority vote of the quorum shall be necessary to take action on any matter coming before the Governing Board. The Governing Board, in addition to adopting and amending the Agency By-laws, shall have the 2 authority to approve the annual Area Plan on Aging, approve the annual operating budget, adopt personnel policies, adopt agency operating procedures, appoint an Agency Director, execute agreements and contracts and any other duties as may be established by the Agency By-Laws. The Governing Board may select a Chairperson, Vice Chairperson, and other offi- cers. The Chairperson shall be empowered, at times other than open meetings to execute all agreements and contracts which have been negotiated and approved by the Governing Board at open meetings. C. ((Panel en Agng)) Planning and Management Council: The ((Panel en Aging)) Planning and Management Council shall be composed of no less than ((nineteen {l9})) twenty-seven (27) and no more than ((twenty-seven i27})) thirty-five (35) members. ((The Panel on Aging)) It shall be representative of all counties within the Agency's service area. Further, to ((ensure that the Panel is breadly representative)) fa- cilitate close working relationships among EWAAA and the parties hereto, six (6) members of the ((Panel)) Council shall be representatives of the units of general purpose local government party to this Agreement. ((Six {5} members of the Panel shall be members of the Advisery eeuneil to the Ageney; and the balanee ef the membership shall be eeneerned eitiren volunteers representative of the eemmunity-at- large.)) Additional composition requirements for the Council, appointment procedures and members' terms of 3 service shall be established in the Agency By -Laws. The ((Panel en Aging)) Council shall be responsible for ((the day-te-day administratien and supervisien of the Ageneyis aet,vites; ineluding but net neeessarily limited te)) per- forming the following: ((-E•l} Bevelepment and, enee appreved by the Governing Beard; implementatien ef the annual Area Plan en Aging{)) (1) Planning activities, including development of the Area Plan on Aging for PSA #11, and Annual Updates thereon; ((�} Negetiatien ef the terms and previeiens ef the prime eentraetsr sib-eentraets and inter-ageney agreementst)) (2) Implement the Area Plan on Aging, once adopted by the EWAAA Governing Board; (({3} Administration of the internal affairs ef the Ageney pursuant to pelieies and preeedures adapted by the Geverning Beards)) (3) Represent the interests of older persons; ((f4} When requested by the 6everning Beard; reeraitment and marooning ef all applieents fer the pesitien ef Ageney Bireeter and referral ef the meat qualified eandldates to the Beverning Beard for eensderatent)) (4) Administer the internal affairs of the Agency 4 pursuant to policies and procedures adopted by the Governing Board; (({5} Bevelepment and reeemmendatien to the eeverning Beard for adeptien by the Geverning Beard the AgeneyAs Annual Repent=)) (5) When requested by the Governing Board, recruit and screen all applicants for the position of Agency Director, and refer the most qualified candidates to the Board for consideration; Submissien of periodic pregress repents en Ageneyas activities to the Geverning Beard;)) Review and recommend to the Board for adoption the Agency's Annual Report concerning its activities; Recommending to the Severning Beard eperating preeedares to be fellewed by the Panel en Aging in their administratien e€ Ageney4s activities+ and)) 121 Make recommendations to the Governing Board on amendments to the Agency's By -Laws; Making reeemmendatiens to the Governing Beard en Agency By -Fawn and amendments therete7)) (8) Other duties as may be established by the Agency By -Laws. Adv'isery eettnefilt The Advisory eeuneil shall be eemprised of at least fifty pereent {5e°e} eensumers e€ services previded by the Agency and shall be eempesed of at least 5 nineteen f19- and ne mere than twenty-seven -(.4)- members.- The Adisery eeuneil shall be representative of all eeunties within the ageneyle serviee area: its members shall be appeinted by the eeverning Beard: The terms of eff4ee and methed ef seleetien ef the Advisery eewneil members shall be established by the Ageney By-Haws: The Advisery eeuneil shall advise the Severning Beard; Panel. en Aging; and Ageney staff en the development and implementatien of the annual Area Plan en Aging,- and shall perferm ether duties as may be established by the Ageney By-Paws-)) Section 2. Article X, Termination, sub-paragraph B. of the Original Agreement shall be amended to read as follows, ARTICLE X. TERMINATION. B. Dissolution: The Agency may be terminated by its reorganization and transformation to another legal form, by the reassignment of its functions and assets to another governmental entity, or its disestablishment by a two-thirds (2/3) vote of the Governing Board upon the recommendation of the ((Panel en Aging)) Planning and Management Council. The property and assets of the Agency will be disposed of in consonance with the reasons for disestablishment or dissolution, being either returned to their source, trans- ferred to an entity continuing the purposes and functions of the Agency, or otherwise will be applied in the promotion of aging planning and aging services. In the event of its insolvency, the Superior Court of Spokane County shall have 6 jurisdiction and authority to appoint trustees and receivers of the Agency property and assets and to supervise such trusteeship or receivership. Section 3. All other terms and conditions as set forth in the Original Agreement shall remain in full force and effect except as amended hereby. In WITNESS WHEREOF, the Parties undersigned have caused this Agreement to be executed this 9r day of 1100 1987. ATTEST -I) Spo ane County C1-rk of the Board d , s to Pros ey Spokane County By ATT . T: itman County erk of the Board •p•rove• • u i'g Ttto Whitman County By Form: 7 ATTEST: Pena Oreille County Clerk of the Board Approved as to Form: rasecuting Attorn ATTEST: Ferry County Clerk of the Board Approved as to Form: 4r Prosecut ATTEST: tto 4 l kldf r%i r ri�• Stevens County 1 Clerk of the Board` Ferry County By Stevens County By Approved as to Form: Chairman Psecuting Attorney 8 ATTEST:: City (6f Skane City Clerk Approved as to Form: ssi to t City Attorney City of Spokane By City$`anager ©PR 87-22 AMENDMENT TO THE BY-LAWS AND THE INTERLOCAL AGREEMENT OF THE EASTERN WASHINGTON AREA AGENCY ON AGING THIS AGREEMENT, made and entered into by and among Spokane County, Stevens County, Whitman County, Pend Oreille County, Ferry County, and the City of Spokane, each a public agency for the purposes of Revised Code of Washington 39.34.020, hereinafter jointly referred to as the "Parties," is an amendment to the Interlocal Government Agreement entered into by the Parties on January 1, 1978, hereinafter "Original Agreement." WHEREAS, pursuant to the Original Agreement, the Parties on January 1, 1978, created the Eastern Washington Area Agency on Aging, and WHEREAS, since that date, and with the assistance of local, state and federal funding, EWAAA has provided services to older Americans and others in need of long term care within the five county area, and WHEREAS, the Governing Board of the Eastern Washington Area Agency on Aging, at its December 9, 1994, Governing Board meeting, voted to change the name of the agency from "Eastern Washington Area Agency on Aging" to "Aging and Long Term Care of Eastern Washington" and WHEREAS, upon the adoption of this amendment, references in the By-laws and the Interlocal Agreement to the Eastern Washington Area Agency on Aging shall be referring to Aging and Long Term Care of Eastern Washington; NOW, THEREFORE, BE IT RESOLVED BY THE PARTIES HERETO, THAT THE EASTERN WASHINGTON AREA AGENCY ON AGING SHALL AMEND ITS BY-LAWS AND THE INTERLOCAL AGREEMENT TO CHANGE ITS NAME TO AGING AND LONG TERM CARE OF EASTERN WASHINGTON. DATED this day of Approve• as to •rm: Prosecuting Attorney , 1995. Spok e Co my By • Chairman �I ATTEST: L-1)(4, AtC iL2 Whitman County Clerk of the Board Apjro ed puty Prosecuting Attor ey ATTEST: Pend Oreille County Clerk of the Board ATTEST: Ferry County Clerk of the Board Approved as to Form: ATTEST: Attorney Stevens Clerk of linty the Board Approved as to F rmf f� f -Deg Prosecuting Attorney Whitman County B �d' airman Pend •rille County Chairman Ferry County By Chairman Stevens County B Chairman ATTEST: City of '•aXan Clerk Approved as to Form: Assistant City Attorney CtyCom.NC Cityraf Spokane $� � /D City Manager Return to Index CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: December 11, 2018 Department Director Approval: Check all that apply: ❑ consent ❑ old business ❑ new business ❑ public hearing ❑ information ® admin. report ❑ pending legislation ❑ executive session AGENDA ITEM TITLE: Administrative report — Ordinance 18-027 granting Level 3 Telecom of Washington LLC, a fiber franchise renewal. GOVERNING LEGISLATION: Chapter 35.99 RCW; RCW 35A.11.020. PREVIOUS COUNCIL ACTION TAKEN: The City Council previously approved a 10 year fiber franchise to the prior owner of the facilities, Time Warner Telecom, effective June 28, 2006, and which expired in June, 2016. The parties have continued operating under the terms of the old franchise while negotiating the terms of this replacement franchise, which has very similar terms. BACKGROUND: This proposed franchise to Level 3 Telecom of Washington, LLC, is nearly identical to those granted earlier this year to Verizon, Mobilitie and Extenet, and would allow Level 3 to continue to have its fiber facilities in the City's rights-of-way for the benefit of our residents and businesses. This proposed franchise would be for 10 years. Level 3 Telecom of Washington LLC is a subsidiary of CenturyLink OPTIONS: (1) Place on a future agenda for an ordinance first reading (option of Council to suspend the rules and adopt at first reading); or (2) take other action as appropriate. RECOMMENDED ACTION OR MOTION: Consensus to place proposed Ordinance 18-027 granting a franchise to Level 3 Telecom of Washington, LLC, on a future agenda for first a reading. BUDGET/FINANCIAL IMPACTS: Not applicable. STAFF CONTACT: Cary Driskell, City Attorney ATTACHMENTS: Proposed Ordinance 18-027 granting a telecommunications franchise to Level 3 Telecom of Washington, LLC. DRAFT CITY OF SPOKANE VALLEY SPOKANE COUNTY, WASHINGTON ORDINANCE NO. 18-027 AN ORDINANCE OF THE CITY OF SPOKANE VALLEY, SPOKANE COUNTY, WASHINGTON, GRANTING A NON-EXCLUSIVE FRANCHISE TO LEVEL 3 TELECOM OF WASHINGTON, LLC, TO CONSTRUCT, MAINTAIN AND OPERATE TELECOMMUNICATIONS FACILITIES WITHIN THE PUBLIC RIGHTS-OF-WAY OF THE CITY OF SPOKANE VALLEY, AND OTHER MATTERS RELATING THERETO. WHEREAS, RCW 35A.47.040 authorizes the City to grant, permit, and regulate "nonexclusive franchises for the use of public streets, bridges or other public ways, structures or places above or below the surface of the ground for railroads and other routes and facilities for public conveyances, for poles, conduits, tunnels, towers and structures, pipes and wires and appurtenances thereof for transmission and distribution of electrical energy, signals and other methods of communication, for gas, steam and liquid fuels, for water, sewer and other private and publicly owned and operated facilities for public service;" and WHEREAS, RCW 35A.47.040 further requires that "no ordinance or resolution granting any franchise in a code city for any purpose shall be adopted or passed by the city's legislative body on the day of its introduction nor for five days thereafter, nor at any other than a regular meeting nor without first being submitted to the city attorney, nor without having been granted by the approving vote of at least a majority of the entire legislative body, nor without being published at least once in a newspaper of general circulation in the city before becoming effective;" and WHEREAS, this Ordinance has been submitted to the City Attorney prior to its passage; and WHEREAS, the Council finds that the grant of the Franchise contained in this Ordinance, subject to its terms and conditions, is in the best interests of the public, and protects the health, safety, and welfare of the citizens of this City. NOW, THEREFORE, the City Council of the City of Spokane Valley, Spokane County, Washington, ordains as follows: Section 1. Definitions. For the purpose of this Ordinance, the following words and terms shall have the meaning set forth below: "City Manager" means the City Manager or designee. "construction" or "construct" shall mean constructing, digging, excavating, laying, testing, operating, extending, upgrading, renewing, removing, replacing, and repairing a facility. "day" shall mean a 24-hour period beginning at 12:01 AM. If a thing or act is to be done in less than seven days, intermediate Saturdays, Sundays and legal holidays shall be excluded in the computation of time. "franchise area" shall mean the entire geographic area within the City as it is now constituted or may in the future be constituted. "hazardous substances" shall have the same meaning as RCW 70.105D.020(10). Ordinance 18-027 - Level 3 Telecom of Washington, LLC Page 1 of 13 DRAFT "maintenance, maintaining or maintain" shall mean the work involved in the replacement and/or repair of facilities, including constructing, relaying, repairing, replacing, examining, testing, inspecting, removing, digging and excavating, and restoring operations incidental thereto. "overbuilding" shall mean adding additional fiber capacity to an existing conduit housing fiber optic cable. "overlashing" shall mean the act of lashing new fiber optic cable to an existing aerial fiber optic cable. "permittee" shall mean a person or entity who has been granted a permit by the permitting authority. "permitting authority" shall mean the City Manager or designee authorized to process and grant permits required to perform work in the rights-of-way. "product" shall refer to the item, thing or use provided by the Grantee. "public property" shall mean any real estate or any facility owned by the City. "relocation" shall mean any required move or relocation of an existing installation or equipment owned by Grantee whereby such move or relocation is necessitated by installation, improvement, renovation or repair of another entity's facilities in the rights- of-way, including Grantor's facilities. "right-of-way" shall refer to the surface of and the space along, above, and below any street, road, highway, freeway, lane, sidewalk, alley, court, boulevard, parkway, drive, Grantee easement, and/or public way now or hereafter held or administered by the City. "streets" or "highways" shall mean the surface of, and the space above and below, any public street, road, alley or highway, within the City used or intended to be used by the general public, to the extent the City has the right to allow the Grantee to use them. "telecommunications facilities" shall mean any of the plant, equipment, fixtures, appurtenances, antennas, and other facilities necessary to furnish and deliver telecommunications services, including but not limited to poles with crossarms, poles without crossarms, wires, lines, conduits, cables, fiber optics, communication and signal lines and equipment, braces, guys, anchors, vaults, and all attachments, appurtenances, and appliances necessary or incidental to the distribution and use of telecommunications services. The abandonment by Grantee of any telecommunications facilities as defined herein shall not act to remove the same from this definition. Section 2. Grant of Franchise. The City of Spokane Valley, a Washington municipal corporation (hereinafter the "City"), hereby grants unto Level 3 Telecom of Washington, LLC formerly known as tw telecom of washington llc, formerly known as Time Warner Telecom of Washington LLC, as established in Ordinance No. 06-016 (hereinafter "Grantee"), a franchise for a period of 10 years, beginning on the effective date of this Ordinance, to install, construct, operate, maintain, replace, upgrade and use all necessary equipment and facilities to place telecommunications facilities in, under, on, across, over, through, along or below the public rights-of-way and public places located in the City of Spokane Valley, as approved under City permits issued pursuant to this franchise (hereinafter the "franchise"). This Ordinance 18-027 - Level 3 Telecom of Washington, LLC Page 2 of 13 DRAFT franchise does not permit Grantee to use such facilities to provide cable services as defined by 47 C.F.R. § 76.5(0. Section 3. Fee. No right-of-way use fee is imposed for the term of this franchise. Any such right-of-way use or franchise fee that may be imposed by subsequent ordinance, subject to RCW 35.21.860, would apply to any subsequent franchise, if any, between the parties. Section 4. City Use. The following provisions shall apply regarding City use. A) City may request that Grantee provide one or more strands (two pair) of dark fiber for City to use solely for City government administration purposes. Upon receipt of such request, City and Grantee shall meet as soon as practicable to determine whether Grantee has dark fiber available in the locations requested by City, and if Grantee has dark fiber available, City and Grantee will engage in good faith discussions to develop mutually agreeable terms for acquisition of such dark fiber. B) Consistent with and subject to RCW 35.99.070, at such time when Grantee is constructing, relocating, or placing ducts or conduits in public rights-of-way, the City Manager may require Grantee to provide the City with additional duct or conduit and related structures, at incremental cost (such costs to include the material costs, as well as changes in the costs of labor, materials, and engineering attributable solely to the City's request), necessary to access the conduit at mutually convenient locations. Any ducts or conduits provided by Grantee under this section shall only be used for City municipal, non-commercial purposes and City agrees further: 1) The City shall not require that the additional duct or conduit space be connected to the access structures and/or vaults of the Grantee. 2) This section shall not affect the provision of an institutional network by a cable television provider under federal law. 3) Grantee shall notify the City Manager at least 14 days prior to opening a trench in the public right-of-way to allow the City to exercise its options as provided herein and if City does not agree within such time to inclusion of ducts or conduits pursuant to this section, its right to same shall be waived. Section 5. Recovery of Costs. Grantee shall reimburse the City for all costs of one publication of this franchise in a local newspaper, and required legal notices prior to any public hearing regarding this franchise, contemporaneous with its acceptance of this franchise. Grantee shall be subject to all lawful permit and inspection fees associated with activities undertaken through the authority granted in this franchise or under City Code. Section 6. Non -Exclusivity. This franchise is granted upon the express condition that it shall not in any manner prevent the City from granting other or further franchises or permits in any rights-of-way. This and other franchises shall, in no way, prevent or prohibit the City from using any of its rights-of-way or affect its jurisdiction over them or any part of them. Section 7. Non -Interference with Existing Facilities. Subject at all times to applicable federal and state law, including chapter 35.99 RCW, the City shall have prior and superior right to the use of its rights-of- way and public properties for installation and maintenance of its facilities and other governmental purposes, including power to make all changes, relocations, repairs, maintenance, establishments, improvements, dedications or vacation of same as the City may deem fit, including the dedication, establishment, Ordinance 18-027 - Level 3 Telecom of Washington, LLC Page 3 of 13 DRAFT maintenance, and improvement of all new rights-of-way, streets, avenues, thoroughfares and other public properties of every type and description. The costs for any and all such removal or replacement of the telecommunications facilities shall generally be without cost to the City, except to the extent required by federal or state law, including RCW 35.99.060. City shall give Grantee sufficient advance written notice, commensurate to the complexity of the project but in no event less than 60 days, of a request to remove, adjust or relocate its facilities from the public rights-of-way. Should Grantee fail to remove, adjust or relocate its telecommunications facilities by the date established by written notice from the City to Grantee, the City may cause and/or effect such removal, adjustment or relocation, and the actual, documented expense thereof shall be paid by Grantee. This shall not apply to delay caused by the City, its contractors, or third parties. The owners of all utilities, public or private, installed in or on such public properties prior to the installation of the telecommunications facilities of the Grantee, shall have preference as to the positioning and location of such utilities so installed with respect to the Grantee. Such preference shall continue in the event of the necessity of relocating or changing the grade of any such public properties. Grantee's telecommunications facilities shall be constructed and maintained in such manner as not to interfere with any public use, or with any other pipes, wires, conduits or other facilities that may have been laid in the rights-of-way by or under the City's authority. If the work done under this franchise damages or interferes in any way with the public use or other facilities, Grantee shall wholly and at its own expense make such provisions necessary to eliminate the interference or damage to the reasonable satisfaction of the City. Section 8. Construction Standards. All work authorized and required hereunder shall comply with all generally applicable City Codes and regulations. Grantee shall also comply with all applicable federal and state regulations, laws and practices. Grantee is responsible for the supervision, condition, and quality of the work done, whether it is by itself or by contractors, assigns or agencies. Application of said federal, state, and City Codes and regulations shall be for the purposes of fulfilling the City's public trustee role in administering the primary use and purpose of public properties, and not for relieving Grantee of any duty, obligation, or responsibility for the competent design, construction, maintenance, and operation of its telecommunications facilities. Grantee is responsible for the supervision, condition, and quality of the work done, whether it is by itself or by contractors, assigns or agencies. If Grantee shall at any time be required, or plan, to excavate trenches in any area covered by this franchise, Grantee shall afford the City an opportunity to permit other franchisees and utilities to share such excavated trenches, provided that: (1) such joint use shall not unreasonably delay the work of the Grantee; and (2) such joint use shall not adversely affect Grantee's telecommunications facilities or safety thereof. Joint users shall be required to contribute to the costs of excavation and filling on a pro -rata basis. Section 9. Protection of Monuments. Grantee shall comply with applicable state laws relating to protection of monuments. Section 10. Tree Trimming. Grantee shall have the authority to conduct pruning and trimming for access to Grantee's telecommunications facilities in the rights-of-way subject to compliance with the City Code. All such trimming shall be done at Grantee's sole cost and expense. Section 11. Emergency Response. Grantee shall, within 30 days' of the execution of this franchise, designate one or more responsible people and an emergency 24-hour on-call personnel, and the procedures to be followed when responding to an emergency. After being notified of an emergency, Grantee shall cooperate with the City to immediately respond with action to aid in the protection of the health and safety of the public. Ordinance 18-027 - Level 3 Telecom of Washington, LLC Page 4 of 13 DRAFT In the event Grantee refuses to promptly take the directed action or fails to fully comply with such direction, or if emergency conditions exist which require immediate action to prevent imminent injury or damages to persons or property, the City may take such actions as it believes are necessary to protect persons or property, and Grantee shall be responsible to reimburse the City for its actual, documented costs and expenses. Section 12. One -Call System. Pursuant to RCW 19.122, Grantee is responsible for becoming familiar with, and understanding, the provisions of Washington's One -Call statutes. Grantee shall comply with the terms and conditions set forth in the One -Call statutes. Section 13. Safety. All of Grantee's telecommunications facilities in the rights-of-way shall be constructed and maintained in a safe and operational condition. Grantee shall follow all safety codes and other applicable regulations in the installation, operation, and maintenance of the telecommunications facilities. Section 14. Movement of Grantee's Telecommunications Facilities for Others. Whenever any third party shall have obtained permission from the City to use any right—of-way for the purpose of moving any building or other oversized structure, Grantee, upon at least 14 days' written notice from the City, shall move, at the expense of the third party desiring to move the building or structure, any of Grantee's telecommunications facilities that may obstruct the movement thereof; provided, that the path for moving such building or structure is the path of least interference to Grantee's telecommunications facilities, as determined by the City. Upon good cause shown by Grantee, the City may require more than 14 days' notice to Grantee to move its telecommunications facilities. Section 15. Acquiring New Telecommunications Facilities. Upon Grantee's acquisition of any new telecommunications facilities in the rights-of-way, or upon any addition or annexation to the City of any area in which Grantee retains any such telecommunications facilities in the rights-of-way, Grantee shall submit to the City a written statement describing all telecommunications facilities involved, whether authorized by franchise or any other form of prior right, and specifying the location of all such facilities. Such facilities shall immediately be subject to the terms of this franchise. Such or similar disclosure in this franchise shall occur subject to any and all applicable privacy laws, including 47 U.S.C. § 222. Section 16. Dangerous Conditions - Authority of City to Abate. Whenever excavation, installation, construction, repair, maintenance, or relocation of telecommunications facilities authorized by this franchise has caused or contributed to a condition that substantially impairs the lateral support of the adjoining right-of-way, road, street or other public place, or endangers the public, adjoining public or private property or street utilities, the City may direct Grantee, at Grantee's sole expense, to take all necessary actions to protect the public and property. The City may require that such action be completed within a prescribed time. In the event that Grantee fails or refuses to promptly take the actions directed by the City pursuant to this section, or fails to fully comply with such directions, or if emergency conditions exist which require immediate action, the City may enter upon the property and take such actions as are necessary to protect the public, adjacent public or private property, or street utilities, or to maintain the lateral support thereof, and all other actions deemed by the City to be necessary to preserve the public safety and welfare; and Grantee shall be liable to the City for all actual, documented costs and expenses thereof to the extent caused by Grantee. Section 17. Hazardous Substances. Grantee shall comply with all applicable federal, state and local laws, statutes, regulations and orders concerning hazardous substances relating to Grantee's telecommunications facilities in the rights—of-way. Grantee agrees to indemnify the City against any claims, costs, and expenses, Ordinance 18-027 - Level 3 Telecom of Washington, LLC Page 5 of 13 DRAFT incurred by the City arising out of the release or threat of release of hazardous substances caused by Grantee's ownership or operation of its telecommunications facilities within the City's rights-of-way, excepting any claim, cost, or expenses of any kind arising out of the release caused by the City or its employees, agents, contractors, or subcontractors. Section 18. Environmental. Grantee shall comply with all environmental protection laws, rules, recommendations, and regulations of the United States and the State of Washington, and their various subdivisions and agencies as they presently exist or may hereafter be enacted, promulgated, or amended, and shall indemnify and hold the City harmless from any and all damages arising, or which may arise, or be caused by, or result from the failure of Grantee fully to comply with any such laws, rules, recommendations, or regulations, whether or not Grantee's acts or activities were intentional or unintentional. Grantee shall further indemnify the City against all losses, costs, and expenses (including legal expenses) which the City may incur as a result of the requirement of any government or governmental subdivision or agency to clean and/or remove any pollution caused or permitted by Grantee, whether said requirement is during the term of the franchise or subsequent to its termination. Section 19. Relocation of Telecommunications Facilities. Grantee agrees and covenants, at its sole cost and expense to protect, support, temporarily disconnect, relocate or remove from any street any of its telecommunications facilities when so required by the City in accordance with the provisions of RCW 35.99.060, provided that Grantee shall in all such cases have the privilege to temporarily bypass, in the authorized portion of the same street upon approval by the City, any section of its telecommunications facilities required to be temporarily disconnected or removed. If the City determines that the project necessitates the relocation of Grantee's then -existing telecommunications facilities, the City shall: (A) At least 60 days' prior to the commencement of such improvement project, provide Grantee with written notice requiring such relocation; and (B) Provide Grantee with copies of pertinent portions of the plans and specifications for such improvement project and a proposed location for Grantee's telecommunications facilities so that Grantee may relocate its telecommunications facilities in other City rights-of-way in order to accommodate such improvement project; and (C) After receipt of such notice and such plans and specifications, Grantee shall complete relocation of its telecommunications facilities at no charge or expense to the City except as otherwise set forth in RCW 35.99. Grantee may, after receipt of written notice requesting a relocation of its telecommunications facilities, submit to the City written alternatives to such relocation. The City shall evaluate such alternatives and advise Grantee in writing if one or more of the alternatives are suitable to accommodate the work which would otherwise necessitate relocation of the telecommunications facilities. If so requested by the City, Grantee shall submit additional information to assist the City in making such evaluation. The City shall give each alternative proposed by Grantee full and fair consideration. In the event the City ultimately determines that there is no other reasonable alternative, Grantee shall relocate its telecommunications facilities as otherwise provided in this section. The provisions of this section shall in no manner preclude or restrict Grantee from making any arrangements it may deem appropriate when responding to a request for relocation of its telecommunications facilities by any person or entity other than the City, where the telecommunications facilities to be constructed by said Ordinance 18-027 - Level 3 Telecom of Washington, LLC Page 6 of 13 DRAFT person or entity are not or will not become City owned, operated or maintained facilities, provided that such arrangements do not unduly delay a City construction project. If the City or a contractor for the City is delayed at any time in the progress of the work by an act or neglect of Grantee or those acting for or on behalf of Grantee, then Grantee shall indemnify, defend, and hold the City, its officers, officials, employees, and volunteers harmless from any and all claims, injuries, damages, losses, or suits including attorney fees to the extent arising out of or in connection with such delays, except for delays and damages wholly outside of Grantee's control, including those caused by the City or its contractor. This provision may not be waived by the parties except in writing. Section 20. Abandonment of Grantee's Telecommunications Facilities. No facility constructed or owned by Grantee may be abandoned without the express written consent of the City, which consent shall not be unreasonably withheld. The City has discretion and authority to direct Grantee to remove a facility abandoned by Grantee (whether or not the entity had permission to abandon the facility) and restore the rights-of-way to their pre -removal condition when: (a) a City project involves digging that will encounter the abandoned facility; (b) the abandoned facility poses hazard to the health, safety, or welfare of the public; (c) the abandoned facility is 24 inches or less below the surface of the rights-of-way and the City is reconstructing or resurfacing a street over the rights-of-way; or (d) the abandoned facility has collapsed, broke, or otherwise failed. Grantee may, upon written approval by the City, delay removal of the abandoned facility until such time as the City commences a construction project in the rights-of-way unless (b) or (d) above applies. When (b) or (d) applies, Grantee shall remove the abandoned facility from the rights-of-way as soon as weather conditions allow, unless the City expressly allows otherwise in writing. The expense of the removal, and restoration of improvements in the rights-of-way that were damaged by the facility or by the removal process, shall be the sole responsibility of Grantee. If Grantee fails to remove the abandoned facilities in accordance with the above, then the City may incur costs to remove the abandoned facilities and restore the rights-of-way, and is entitled to reimbursement from Grantee for such costs, including reasonable attorney's fees and costs. Section 21. Maps and Records Required. Grantee shall provide the City, at no cost to the City: (A) A route map that depicts the general location of Grantee's telecommunications facilities placed in the rights-of-way. The route map shall identify telecommunications facilities as aerial or underground and is not required to depict cable types, number of fibers or cables, electronic equipment, subscribers, and service lines to individual subscribers. (B) In connection with the construction of any City project, Grantee shall provide to the City, upon the City's reasonable request, copies of available drawings in use by Grantee showing the location of such telecommunications facilities. Grantee shall field locate its telecommunications facilities in order to facilitate design and planning of City improvement projects. (C) Upon written request of the City, Grantee shall provide the City with the most recent update available of any plan of potential improvements to its telecommunications facilities within the franchise area; provided, however, any such plan so submitted shall be deemed confidential and for informational purposes only, and shall not obligate Grantee to undertake any specific improvements within the franchise area. (D) Public Record Act. Grantee acknowledges that information submitted to the City may be subject to inspection and copying by the public pursuant to chapter 42.56 RCW. Grantee shall Ordinance 18-027 - Level 3 Telecom of Washington, LLC Page 7 of 13 DRAFT mark as "PROPRIETARY/CONFIDENTIAL" each page or portion thereof of any documentation/information which it submits to the City and which it believes is exempt from public inspection or copying. The City agrees to timely provide Grantee with a copy of any public record request to inspect or copy documentation which Grantee has provided to the City and marked as "PROPRIETARY/CONFIDENTIAL" prior to allowing any inspection and/or copying as well as provide Grantee with a time frame, consistent with RCW 42.56.520, to provide the City with its written basis for non -disclosure of the requested documentation. In the event the City disagrees with Grantee's basis for non -disclosure, the City agrees to withhold release of the requested documentation in dispute for a reasonable amount of time to allow Grantee an opportunity to file a legal action precluding disclosure by the City pursuant to chapter 42.56 RCW. Section 22. Limitation on Future Work. In the event that the City constructs a new street or reconstructs an existing street, Grantee shall not be permitted to excavate such street except as set forth in the City's then -adopted regulations relating to street cuts and excavations. Section 23. Reservation of Rights by City. Subject to RCW 35.99.040, the City reserves the right to refuse any request for a permit to extend telecommunications facilities so long as such refusal does not conflict with this franchise. Any such refusal shall be supported by a written statement from the City that extending the telecommunications facilities, as proposed, would interfere with the public health, safety or welfare. Section 24. Remedies to Enforce Compliance. In addition to any other remedy provided herein, the City reserves the right to pursue any remedy to compel or force Grantee and/or its successors and assigns to comply with the terms hereof, and the pursuit of any right or remedy by the City shall not prevent the City from thereafter declaring a forfeiture or revocation for breach of the conditions herein. Section 25. City Ordinances and Regulations. Nothing herein shall be deemed to direct or restrict the City's ability to adopt and enforce all necessary, appropriate and lawful ordinances regulating the performance of the conditions of this franchise, including any reasonable ordinances made in the exercise of its police powers in the interest of public safety and for the welfare of the public. The City shall have the authority at all times to control by appropriate regulations the location, elevation, and manner of construction and maintenance of any telecommunications facilities by Grantee, and Grantee shall promptly conform with all such regulations, unless compliance would cause Grantee to violate other requirements of law. In the event of a conflict between the Spokane Valley Municipal Code and this franchise, the Spokane Valley Municipal Code shall control. Section 26. Vacation. The City may vacate any City road, right-of-way or other City property which is subject to rights granted by this franchise in accordance with state and local law. Any relocation of telecommunications facilities resulting from a street vacation shall require a minimum of 180 days' notice as provided in section 37. In the event of a street vacation, the City shall include in the vacation ordinance a reserved easement for the continued location of Grantee's facilities. Section 27. Indemnification. (A) Grantee hereby covenants not to bring suit and agrees to indemnify, defend and hold harmless the City, its officers, employees, agents and representatives from any and all claims, costs, judgments, awards or liability to any person arising from injury, sickness or death of any person or damage to property of any nature whatsoever relating to or arising out of the acts or omissions of Grantee under this franchise agreement; except for injuries and damages caused by the negligence of the City. This includes but is not limited to injury: Ordinance 18-027 - Level 3 Telecom of Washington, LLC Page 8 of 13 DRAFT (1) For which the negligent acts or omissions of Grantee, its agents, servants, officers or employees in performing the activities authorized by a franchise are a proximate cause; (2) By virtue of Grantee's exercise of the rights granted herein; (3) Based upon the City's inspection or lack of inspection of work performed by Grantee, its agents and servants, officers or employees in connection with work authorized on the facility or property over which the City has control, pursuant to a franchise or pursuant to any other permit or approval issued in connection with a franchise; (4) Arising as a result of the negligent acts or omissions of Grantee, its agents, servants, officers or employees in barricading, instituting trench safety systems or providing other adequate warnings of any excavation, construction or work upon the facility, in any right- of-way, or other public place in performance of work or services permitted under a franchise; or (5) Based upon radio frequency emissions or radiation emitted from Grantee's equipment located upon the facility, regardless of whether Grantee's equipment complies with applicable federal statutes and/or FCC regulations related thereto. (B) Grantee's indemnification obligations pursuant to subsection (A) of this section shall include assuming liability for actions brought by Grantee's own employees and the employees of Grantee's agents, representatives, contractors and subcontractors even though Grantee might be immune under RCW Title 51 from direct suit brought by such an employee. It is expressly agreed and understood that this assumption of potential liability for actions brought by the aforementioned employees is limited solely to claims against the City arising by virtue of Grantee's exercise of the rights set forth in a franchise. The obligations of Grantee under this subsection have been mutually negotiated by the parties, and Grantee acknowledges that the City would not enter into a franchise without Grantee's waiver. To the extent required to provide this indemnification and this indemnification only, Grantee waives its immunity under RCW Title 51. (C) Inspection or acceptance by the City of any work performed by Grantee at the time of completion of construction shall not be grounds for avoidance of any of these covenants of indemnification. Provided, that Grantee has been given prompt written notice by the City of any such claim, said indemnification obligations shall extend to claims which are not reduced to a suit and any claims which may be compromised prior to the culmination of any litigation or the institution of any litigation. The City has the right to defend or participate in the defense of any such claim, and has the right to approve any settlement or other compromise of any such claim. (D) In the event that Grantee refuses the tender of defense in any suit or any claim, said tender having been made pursuant to this section, and said refusal is subsequently determined by a court having jurisdiction (or such other tribunal that the parties shall agree to decide the matter), to have been a wrongful refusal on the part of Grantee, then Grantee shall pay all of the City's costs for defense of the action, including all reasonable expert witness fees, reasonable attorney fees, the reasonable costs of the City of recovering under this subsection. (E) Grantee's duty to defend, indemnify and hold harmless City against liability for damages caused by the concurrent negligence of (a) City or City's agents, employees, or contractors, and (b) Grantee or Grantee's agents, employees, or contractors, shall apply only to the extent of the negligence of Grantee or Grantee's agents, employees, or contractors. In the event that a court of competent Ordinance 18-027 - Level 3 Telecom of Washington, LLC Page 9 of 13 DRAFT jurisdiction determines that a franchise is subject to the provisions of RCW 4.24.115, the parties agree that the indemnity provisions hereunder shall be deemed amended to conform to said statute and liability shall be allocated as provided herein. (F) Notwithstanding any other provisions of this section, Grantee assumes the risk of damage to its telecommunication facilities located in the rights-of-way and upon City -owned property from activities conducted by the City, its officers, agents, employees and contractors, except to the extent any such damage or destruction is caused by or arises from any negligence, willful or malicious action or gross negligence on the part of the City, its officers, agents, employees or contractors. Grantee releases and waives any and all such claims against the City, its officers, agents, employees or contractors. Grantee further agrees to indemnify, hold harmless and defend the City against any claims for damages, including, but not limited to, business interruption damages and lost profits, brought by or under users of Grantee's facilities as the result of any interruption of service due to damage or destruction of Grantee's facilities caused by or arising out of activities conducted by the City, its officers, agents, employees, subcontractors or contractors, except to the extent any such damage or destruction is caused by or arises from the sole negligence or any willful or malicious actions on the part of the City, its officers, agents, employees or contractors. (G) The provisions of this section shall survive the expiration, revocation or termination of this franchise. Section 28. Insurance. Grantee shall procure and maintain for the duration of the franchise, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the exercise of the rights, privileges and authority granted hereunder to Grantee, its agents, representatives or employees. Grantee's maintenance of insurance as required by this franchise shall not be construed to limit the liability of Grantee to the coverage provided by such insurance, or otherwise limit the City's recourse to any remedy available at law or in equity. (A) Automobile Liability insurance with limits no less than $1,000,000 Combined Single Limit per accident for bodily injury and property damage. This insurance shall cover all owned, non -owned, hired or leased vehicles used in relation to this franchise. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide contractual liability coverage; and (B) Commercial General Liability insurance shall be written on Insurance Services Office (ISO) occurrence form CG 00 01, or a substitute form providing equivalent liability coverage acceptable to the City, and shall cover products liability. The City shall be named as an insured under Grantee's Commercial General Liability insurance policy using ISO Additional Insured -State or Political Subdivisions -Permits CG 20 12 or a substitute endorsement acceptable to the City providing equivalent coverage. Coverage shall be written on an occurrence basis with limits no less than $1,000,000 Combined Single Limit per occurrence and $2,000,000 general aggregate for personal injury, bodily injury and property damage. Coverage shall include but not be limited to: blanket insurable contractual; products/completed operations; broad form property; explosion, collapse and underground (XCU); and Employer's Liability, which can be a separate policy. The insurance policies are to contain, or be endorsed to contain, the following provisions for Commercial General Liability insurance: Ordinance 18-027 - Level 3 Telecom of Washington, LLC Page 10 of 13 DRAFT (A) Grantee's insurance coverage shall be primary insurance with respect to the City as outlined in the Indemnification section of this franchise. Any insurance, self-insurance, or insurance pool coverage maintained by the City shall be in excess of Grantee's insurance and shall not contribute with it. (B) Grantee's insurance shall be endorsed to state that coverage shall not be cancelled, except after 30 days' prior written notice has been given to the City. Insurance is to be placed with insurers with a current A.M. Best rating of not less than A:VII. Grantee shall furnish the City with certificates and a copy of any amendatory endorsements, including the additional insured endorsement, evidencing the insurance requirements of the Grantee prior to the adoption of this Ordinance. Any failure to comply with the reporting provisions of the policies required herein shall not affect coverage provided to the City, its officers, officials, employees or volunteers. Section 29. Performance Bond Relating to Construction Activity. Before undertaking any of the work, installation, improvements, construction, repair, relocation or maintenance authorized by this franchise, Grantee, or any parties Grantee contracts with to perform labor in the performance of this franchise, shall, upon the request of the City, furnish a bond executed by Grantee or Grantee's contractors and a corporate surety authorized to operate a surety business in the State of Washington, in such sum as may be set and approved by the City, not to exceed $25,000, as sufficient to ensure performance of Grantee's obligations under this franchise. The bond shall be conditioned so that Grantee shall observe all the covenants, terms and conditions and shall faithfully perform all of the obligations of this franchise, and to repair or replace any defective work or materials discovered in the City's road, streets, or property. Said bond shall remain in effect for the life of this franchise. In the event Grantee proposes to construct a project for which the above-mentioned bond would not ensure performance of Grantee's obligations under this franchise, the City is entitled to require such larger bond as may be appropriate under the circumstances. Section 30. Modification. The City and Grantee hereby reserve the right to alter, amend or modify the terms and conditions of this franchise upon written agreement of both parties to such alteration, amendment or modification. Section 31. Forfeiture and Revocation. If Grantee willfully violates or materially fails to comply with any of the provisions of this franchise, or through willful or unreasonable negligence fails to heed or comply with any notice given Grantee by the City under the provisions of this franchise, and an adequate opportunity to cure the violation or non-compliance has been given in writing to Grantee, not to be less than 30 days, then Grantee shall, at the election of the City, forfeit all rights conferred hereunder and this franchise may be revoked or annulled by the City after a hearing held upon reasonable notice to Grantee. The City may elect, in lieu of the above and without any prejudice to any of its other legal rights and remedies, to obtain an order from the Spokane County Superior Court compelling Grantee to comply with the provisions of this franchise and to recover damages and costs incurred by the City by reason of Grantee's failure to comply. Section 32. Assignment. This franchise may not be assigned or transferred without the written approval of the City, except that Grantee can assign this franchise without approval of, but upon notice to the City to any parent, affiliate or subsidiary of Grantee or to any entity that acquires all or substantially all the assets or equity of Grantee, by merger, sale, consolidation or otherwise. Ordinance 18-027 - Level 3 Telecom of Washington, LLC Page 11 of 13 DRAFT Section 33. Acceptance. Not later than 60 days after passage of this Ordinance, Grantee shall accept the franchise herein by filing with the City Clerk an unconditional written acceptance thereof. Failure of Grantee to so accept this franchise within said period of time shall be deemed a rejection thereof by Grantee, and the rights and privileges herein granted shall, after the expiration of the 60 -day period, absolutely cease, unless the time period is extended by ordinance duly passed for that purpose. Section 34. Survival. All of the provisions, conditions and requirements of sections: 5, 6, 7, 13, 16, 17, 18, 19, 20, 27, 28, 29, 37, 38 and 39 of this franchise shall be in addition to any and all other obligations and liabilities Grantee may have to the City at common law, by statute, by ordinance, or by contract, and shall survive termination of this franchise, and any renewals or extensions hereof. All of the provisions, conditions, regulations and requirements contained in this franchise shall further be binding upon the heirs, successors, executors, administrators, legal representatives and assigns of Grantee and City and all privileges, as well as all obligations and liabilities of Grantee shall inure to their respective heirs, successors and assigns equally as if they were specifically mentioned herein. Section 35. Severability. If any section, sentence, clause or phrase of this Ordinance should be held to be invalid or unconstitutional by a court of competent jurisdiction, such invalidity or unconstitutionality shall not affect the validity or constitutionality of any other section, sentence, clause or phrase of this Ordinance. In the event that any of the provisions of the franchise are held to be invalid by a court of competent jurisdiction, the City reserves the right to reconsider the grant of the franchise and may amend, repeal, add, replace or modify any other provision of the franchise, or may terminate the franchise. Section 36. Renewal. Application for extension or renewal of the term of this franchise shall be made no later than 180 days of the expiration thereof. In the event the time period granted by this franchise expires without being renewed by the City, the terms and conditions hereof shall continue in effect until this franchise is either renewed or terminated by the City. Section 37. Notice. Any notice or information required or permitted to be given by or to the parties under this franchise may be sent to the following addresses unless otherwise specified, in writing: The City: Grantee: With a copy to: City of Spokane Valley Attn: City Clerk 10210 East Sprague Avenue Spokane Valley, WA 99206 Level 3 Telecom of Washington, LLC ROW/NIS 1025 Eldorado Blvd. Broomfield, CO 80021 Level 3 Telecom of Washington, LLC 1025 Eldorado Blvd. Broomfield, CO 80021 Attention: General counsel Section 38. Choice of Law. Any litigation between the City and Grantee arising under or regarding this franchise shall occur, if in the state courts, in the Spokane County Superior Court, and if in the federal courts in the United States District Court for the Eastern District of Washington. Section 39. Non -Waiver. The City shall be vested with the power and authority to reasonably regulate the exercise of the privileges permitted by this franchise in the public interest. Grantee shall not be relieved of Ordinance 18-027 - Level 3 Telecom of Washington, LLC Page 12 of 13 DRAFT its obligations to comply with any of the provisions of this franchise by reason of any failure of the City to enforce prompt compliance, nor does the City waive or limit any of its rights under this franchise by reason of such failure or neglect. Section 40. Entire Agreement. This franchise constitutes the entire understanding and agreement between the parties as to the subject matter herein and no other agreements or understandings, written or otherwise, shall be binding upon the parties upon execution and acceptance hereof. This franchise shall also supersede and cancel any previous right or claim of Grantee, or its affiliate, Level 3 Communications, LLC to occupy the City roads as herein described. Section 41. Effective Date. This Ordinance shall be in full force and effect five days after publication of the Ordinance or a summary thereof occurs in the official newspaper of the City of Spokane Valley as provided by law. PASSED by the City Council this day of , 2018. ATTEST: L.R. Higgins, Mayor Christine Bainbridge, City Clerk Approved as to Form: Office of the City Attorney Date of Publication: Effective Date: Accepted by Level 3 Telecom of Washington, LLC: By: Name and official capacity The Grantee, Level 3 Telecom of Washington, LLC, for itself, and for its successors and assigns, does accept all of the terms and conditions of the foregoing franchise. IN WITNESS WHEREOF, has signed this day of 2018. Subscribed and sworn before me this day of , 2018. Notary Public in and for the State of residing in My commission expires Ordinance 18-027 - Level 3 Telecom of Washington, LLC Page 13 of 13 CITY OF SPOKANE VALLEY Request for Council Action Meeting Date: December 11, 2018 Department Director Approval: Check all that apply: ❑ consent ❑ old business ❑ new business ❑ public hearing ❑ information ® admin. report ❑ pending legislation ❑ executive session AGENDA ITEM TITLE: Administrative report — Ordinance 19-001 amending chapters 3.40 and 3.41 SVMC relating to bidding on public work projects. GOVERNING LEGISLATION: RCW 35A.11.030; RCW 35A.23.352, and SVMC Title 3. PREVIOUS COUNCIL ACTION TAKEN: Adoption of chapters 3.35 through 3.49 SVMC in 2015 relating to public contracting of all kinds in the City. BACKGROUND: The City adopted a comprehensive set of purchasing code provisions in 2015 to provide legal authority and structure regarding public contracts for the City. As part of those purchasing and contracting Codes, the City adopted provisions relating to public bidding for public work projects such as street and park construction projects, both large and small. In doing so, we identified the possibility that the City may not receive any bids on a particular project in only one (SVMC 3.42.010) of three possible types of public bidding situations. The City is currently faced with a situation not covered by SVMC 3.42.010 because the contract amount exceeds these lower limits. SVMC 3.42.010 is applicable to a public work project equal to or less than $40,000 for one trade (HVAC, plumbing, electrical, etc.) and $65,000 for two or more trades and greater than $15,000 has as its concluding sentence a provision addressing this issue, stating "If no proposals are received, City staff shall not be required to resubmit for additional proposals, but may negotiate with any available contractor." The City recently put a project out to bid in excess of $500,000, and received no bids. Staff believes that it would be very helpful in the administration of the City's contractual needs to have a similar provision in both SVMC 3.40.010 (Competitive bidding — Public work in excess of $300,000) and SVMC 3.41.040 (Use of small works rosters). This would only apply in those limited circumstances where, after following the public bidding requirements, the City does not receive any responses. State law includes a similar provision in RCW 35.23.352(1). OPTIONS: (1) Place on a future agenda for an ordinance first reading; or (2) Take other action as appropriate. RECOMMENDED ACTION OR MOTION: Consensus to place on a future agenda for an ordinance first reading. BUDGET/FINANCIAL IMPACTS: Not applicable. STAFF CONTACT: Cary Driskell, City Attorney ATTACHMENTS: Proposed ordinance amending chapters 3.41 and 3.42 SRMC relating to purchasing. DRAFT CITY OF SPOKANE VALLEY SPOKANE COUNTY, WASHINGTON ORDINANCE NO. 19-001 AN ORDINANCE OF THE CITY OF SPOKANE VALLEY, SPOKANE COUNTY, WASHINGTON, AMENDING SVMC 3.40.0.010 RELATING TO FAILING TO RECEIVE A RESPONSIVE BID FOR A PUBLIC WORK PROJECT IN EXCESS OF $300,000; AMENDING SVMC 3.41.040 RELATING TO FAILING TO RECEIVE A RESPONSIVE BID FOR A PUBLIC WORK PORJECT BELOW $300,000; AND OTHER MATTERS RELATING THERETO. WHEREAS, RCW Title 39 authorizes a city to adopt policies and procedures within its jurisdiction for contracting and purchasing; and WHEREAS, the City of Spokane Valley previously adopted Code provisions to provide for contracting and purchasing on behalf of the City in 2015; and WHEREAS, the City has determined that there are times when, after compliance with all legal requirements for soliciting proposals for a public work project, the City does not receive any bids. Rather than continuing to put out unsuccessful bid requests, the City should be able to more efficiently engage a contractor at that point to get the project done; and WHEREAS, RCW 35.23.352(1) allows for this type of circumstance, stating "If no bid is received on the first call the council or commission may readvertise and make a second call, or may enter into a contract without any further call or may purchase the supplies, material or equipment and perform the work or improvement by day labor." NOW THEREFORE, the City Council of the City of Spokane Valley, Washington, ordains as follows: Section 1. Intent. The City of Spokane Valley declares that the intent of this Ordinance is to amend SVMC 3.40.010 and SVMC 3.41.040 relating to negotiating a contract in circumstances where the City fails to receive a responsive bid for a public work project. Section 2. Amending SVMC 3.40.010. SVMC 3.40.010 is amended as follows: 3.40.010 Competitive bidding — Public work in excess of $300,000. For public work contracts in excess of $300,000, the following competitive bid process shall be used. When using federal funds, the City shall also comply with all mandatory federal requirements. A. Publication of Notice. Sealed bids shall be invited by a single publication in a newspaper of general circulation at least 13 days before the date and time set for receiving such bids, and shall include an estimate of the probable cost, together with a description of the work, and shall state that plans/specifications may be obtained from the City, and include the manner, place, date, and time for submitting a bid to the City. The city clerk shall also post notice of the request in a public place. B. Rejection of Bids. The city manager may reject, without cause, any and all bids and may re - advertise for bids pursuant to the procedures herein described. If no bids are received on the first call or any subsequent re -advertisement, the city manager may negotiate a contract with a contractor at the lowest cost possible to the City. Ordinance 19-001 Amending SVMC 3.40.010 and SVMC 3.41.040 Page 1 of 4 DRAFT C. Performance and Payment Bonds. Before entering into a contract for any public work or work by contract on which prevailing wage is required to be paid, regardless of the amount of such contract except as provided below, a performance bond and a payment bond shall be required in such amounts as are reasonably necessary to protect the best interests of the City and to ensure complete, proper and full performance of the contract and full payment of all laborers, mechanics, and subcontractors and material suppliers. A performance bond and a payment bond shall be required on all public work projects pursuant to RCW 39.08.010 through 39.08.030, as adopted or amended. Performance and payment bonds shall be released upon completion of all necessary performance and payment conditions. Pursuant to RCW 39.08.010, for certain public works and works by contract on which prevailing wage is required to be paid, at the contractor's option, the City may, in lieu of requiring payment and performance bonds, retain a percentage of the contract amount until the later of 30 days after final acceptance or until receipt of all necessary releases from the Washington State Department of Revenue, the Employment Security Department, and the Washington State Department of Labor and Industries and settlement of any labor, material, or tax liens filed pursuant to Chapter 60.28 RCW. This option is only available for contracts at the amount set forth in RCW 39.08.010 as adopted or hereafter amended. The amount retained by the City shall be the amount as set forth in RCW 39.08.010. Retainage in lieu of payment and performance bonds may only be used by the City for contracts when the requirement of bonds substantially increases the cost of the contract. D. Bid Bonds. As a condition of bidding, a bid bond in the amount of five percent of the bid amount shall be required. Such bid bond shall be required on all formally bid public work construction projects, and shall be due at such time as the bid is submitted to the City. When the contract is let, all bid bonds shall be returned to the bidders except that of the successful bidder, which shall be retained until a contract is entered into and a bond to perform the work furnished as provided above. If the successful bidder fails to enter into the contract in accordance with the bid within 10 days from the date at which the bidder is notified of bid award, the bid bond shall be forfeited. E. Award of Bid. Except as otherwise provided herein, the City will accept the bid of the lowest responsible bidder. If no proposals are received, City staff shall not be required to resubmit for additional proposals, but may negotiate with any available contractor. F. Award to Other Than Low Bidder. When the bid award is not given to the lowest responsible bidder, a full and complete statement of the reasons shall be prepared by the city manager and placed in the City file relating to the transaction. Section 3. Amending SVMC 3.41.040. SVMC 3.41.040 is amended as follows: 3.41.040 Use of small works rosters. A. The City may utilize a small works roster when seeking to construct any public work or improvement with an estimated cost including labor, material, supplies, and equipment of $300,000 or less. B. Procedures shall be established for securing quotations from contractors on the appropriate small works roster to ensure that a competitive price is established and to award contracts to the lowest responsible bidder, as provided in SVMC 3.41.040(C). Invitations for bids shall include the scope and nature of the work to be performed as well as materials and equipment to be furnished. Detailed Ordinance 19-001 Amending SVMC 3.40.010 and SVMC 3.41.040 Page 2 of 4 DRAFT plans and specifications need not be included in the invitation. Quotations shall be invited from all appropriate contractors on the appropriate small works roster. C. When awarding a contract for work from a small works roster, the City shall award the contract to the lowest responsible bidder. However, the City reserves the right under applicable law to reject any or all bids and to waive procedural irregularities in the bid or bidding process. D. The City may receive bids in writing, which may be submitted electronically. The time and date of receipt shall be recorded to ensure all bids are presented in a timely fashion for review and consideration. After expiration of the time and date for submission of all bids or quotations, the City shall review the bids submitted and either offer a contract to perform the public work or reject all bids. If no proposals are received, City staff shall not be required to resubmit for additional proposals, but may negotiate with any available contractor. E. The City shall post on the City's website a list of the contracts awarded pursuant to Chapter 3.41 SVMC at least once every year. The list shall contain the name of the contractor or vendor awarded the contract, the amount of the contract, a brief description of the type of work performed or items purchased under the contract and the date it was awarded. The list shall also state the location where the bid quotations for these contracts are available for public inspection. F. A contract awarded from a small works roster under Chapter 3.41 SVMC need not be advertised in a legal newspaper of general circulation. Immediately after an award is made, the bid quotations shall be recorded, open to public inspection, and available by telephone inquiry. G. Performance and Payment Bonds. Before entering into a contract for any public work or work by contract on which prevailing wage is required to be paid, regardless of the amount of such contract except as provided below, a performance bond and a payment bond shall be required in such amounts as are reasonably necessary to protect the best interests of the City and to ensure complete, proper and full performance of the contract and full payment of all laborers, mechanics, and subcontractors and material suppliers. A performance bond and a payment bond shall be required on all public work projects, as provided for and in the manner set forth in RCW 39.08.010 through 39.08.030, as adopted or amended. Performance and payment bonds shall be released upon completion of all necessary performance and payment conditions. Pursuant to RCW 39.08.010, for certain public works and works by contract on which prevailing wage is required to be paid, at the contractor's option, the City may, in lieu of requiring payment and performance bonds, retain a percentage of the contract amount until the later of 30 days after final acceptance or until receipt of all necessary releases from the Washington State Department of Revenue, the Employment Security Department, and the Washington State Department of Labor and Industries and settlement of any labor, material, or tax liens filed pursuant to Chapter 60.28 RCW. This option is only available for contracts at the amount set forth in RCW 39.08.010 as adopted or hereafter amended. The amount retained by the City shall be the amount as set forth in RCW 39.08.010. Retainage in lieu of payment and performance bonds may only be used by the City for contracts when the requirement of bonds substantially increases the cost of the contract. Section 4. Severability. If any part of SVMC 3.40.010 or 3.41.040 is declared unenforceable, it shall not affect the remainder. Section 5. Effective Date. This Ordinance shall become five days after the City shall publish the Ordinance, or a summary thereof, in the official newspaper of the City. Ordinance 19-001 Amending SVMC 3.40.010 and SVMC 3.41.040 Page 3 of 4 DRAFT Adopted this day of , 2019. ATTEST: City of Spokane Valley Christine Bainbridge, City Clerk L.R. Higgins, Mayor Approved as to Form: Office of the City Attorney Date of Publication: Effective Date: Ordinance 19-001 Amending SVMC 3.40.010 and SVMC 3.41.040 Page 4 of 4 DRAFT ADVANCE AGENDA as of December 6, 2018; 2:00 p.m. Please note this is a work in progress; items are tentative To: Council & Staff From: City Clerk, by direction of City Manager Re: Draft Schedule for Upcoming Council Meetings Dec 18, 2018, Study Session, 6:00 p.m. [due Tue Dec 111 ACTION ITEMS: 1. First Reading (possibly suspend rules & approve) Ordinance 18-027, Level Franchise — C.Driskell (10 min) 2. Frist Reading Ordinance 19-001 Amending Purchasing Regulations — Cary Driskell (15 minutes) 3. Resolution 18-010 Amending Governance Manual — Chris Bainbridge (10 minutes) 4. Motion Consideration: Modification of Scope for Arts Council 2019 Outside Agency Award—Taylor (10 min) 5. Motion Consideration: Contract Approval, Acceptance of Art Pieces — Mike Stone (10 minutes) 6. Motion Consideration: AAA Street Sweeping Contract Renewal — Bill Helbig (10 minutes) 7. Motion Consideration: Storm Drain Cleaning Services — Bill Helbig (10 minutes) 8. Motion Consideration: Street & Stormwater Main repair Contract Renewal — Bill Helbig (10 minutes) Public Comment Opportunity NON -ACTION ITEMS: 9. Gambling Tax — Chelsie Taylor (15 minutes) 10. Advance Agenda — Mayor Higgins (5 minutes) 11. Info Item: Department Reports [*estimated meeting: 105 mins] No Meeting: Tuesday, December 25, 2018 January 2, 2019, Study Session 6:00 pm (Jan 1 is a holiday, so this will be a `regular' mg) due Wed Dec 19 1. Advance Agenda Jan 8, 2019, Formal Meeting Format, 6:00 p.m. [due 1. PUBLIC HEARING: Proposed Code Text Amendment, Open Space — Marty Palaniuk 2. Second Reading Ordinance #18-025 Open Space Code Text Amendment — Marty Palaniuk 3. Second Reading Ordinance 19-001 Amending Purchasing Regulations — Cary Driskell 4. Consent Agenda (claims, payroll, minutes) 5. Mayoral Appointments- Planning Commissioners — Mayor Higgins 6. Mayoral Appointments: Lodging Tax Advisory Committee — Mayor Higgins 7. Mayoral Appointments: Councilmembers to Committees — Mayor Higgins 8. Admin Report: Advance Agenda (5 minutes) Wed Jan 2] (15 minutes) (10 minutes) (10 minutes) (5 minutes) (10 minutes) (10 minutes) (10 minutes) (5 minutes) [*estimated meeting: 75 mins] Jan 15, 2019, Study Session, 6:00 p.m. [due Tue Jan 8] 1. Council Training: Open Public Meetings Act, Public Records Act, etc.—C.Driskell, E. Lamb (30 minutes) 2. Advance Agenda (5 minutes) [*estimated meeting: 35 mins] Jan 22, 2019, Formal Meeting Format, 6:00 p.m. 1. Consent Agenda (claims, payroll, minutes) 2. Admin Report: Police Dept. Quarterly Report — Chief Werner 3. Admin Report: Code Enforcement Update — Legal, Code Enforcement, et al 4. Admin Report: Advance Agenda 5. Info Only: Department Reports [due Tue Jan 151 (5 minutes) (10 minutes) (25 minutes) (5 minutes) [*estimated meeting: 45 mins] Draft Advance Agenda 12/6/2018 9:33:48 AM Page 1 of 2 Jan 29, 2019, Study Session, 6:00 p.m. [due Tue Jan 22] 1. Advance Agenda Feb 5, 2019, Study Session 6:00 pm 1. Advance Agenda [due Tue Jan 29] (5 minutes) Feb 12, 2019, Formal Meetin2 Format, 6:00 p.m. Tentative no meeting Councilmembers Attend City Action Days in Olympia: Feb 13-14 Feb 19, 2019, Study Session, 6:00 p.m. meeting cancelled February 19, 2019, Special Meetin2: Winter Workshop 8:30 a.m. - — 2:30 pm [due Tue Feb 12] Council Chambers Feb 26, 2019, Formal Meetin2 Format, 6:00 p.m. 1. Consent Agenda (claims, payroll, minutes) 2. Admin Report: Police Dept. Quarterly Report — Chief Werner 3. Admin Report: Advance Agenda 4. Info Only: Department Reports March 5, 2019, Study Session, 6:00 p.m. 1. Accomplishments Report for 2018 — Mark Calhoun et al 2. Advance Agenda March 12, 2019, Formal Meetin2 Format, 6:00 p.m. 1. Consent Agenda (claims, payroll, minutes) 2. Admin Report: Advance Agenda March 19, 2019, Study Session, 6:00 p.m. 1. Advance Agenda March 26, 2019, Formal Meetin2 Format, 6:00 p.m. 1. Advance Agenda *time for public or Council comments not included OTHER PENDING AND/OR UPCOMING ISSUES/MEETINGS: Animal Control Regulations (SVMC 7.30) Camping in RVs Donation Recognition Electrical Inspections Health District Re SV Stats Land Use Notice Requirements Legislative Remote Testimony (Chambers) Mirabeau Park Forestry Mgmt. Naming City Facilities Protocol Neighborhood Restoration Program Park Lighting Park Regulations Ordinance Amendments Police Dept. Quarterly Rapt (April, July, Oct, Jan) Draft Advance Agenda 12/6/2018 9:33:48 AM [due Tue Feb 191 (5 minutes) (10 minutes) (5 minutes) [due Tue Feb 26] (-90 min) [due Tue March 51 (5 minutes) (5 minutes) [due Tue March 121 [due Tue March 19] Sign Ordinance St. Illumination (ownership, cost, location) St. O&M Pavement Preservation Studded Snow Tires TPA Utility Facilities in ROW Page 2 of 2