Fill - Free fillable 2016 Hotel Motel Fund Application 2 (City of Everett) PDF form

Hotel Motel Tax Fund Packet

Application for Funds

2930 Wetmore Ave, Suite 9-A

Everett, WA 98201

425.257.8703

425.257.8691 fax

everettwa.gov

TABLE OF CONTENTS

HOTEL/MOTEL TAX FUND

Memo from Scott Murphy, LTAC Chair ............................................................. 3

Application Required Materials ........................................................................ 4

Application Elements & Competitive Criteria ................................................... 5

Application for Funds ....................................................................................... 8

City of Everett

Scott Murphy, Chair

Lodging Tax Advisory Committee

2930 Wetmore Avenue, Suite 9A

Everett, WA 98201

(425) 257-8703 FAX (425) 257-8691

M E M O R A N D U M

TO: Applicants, Agencies and Organizations

FROM: Scott Murphy, Chair

City of Everett Lodging Tax Advisory Committee

SUBJECT: Notice of Funding Availability – Please Read This First

This Notice of Funding Availability (NOFA) announces that the City of Everett is accepting

applications from public and non-profit agencies for projects that assist tourism development and

promotion in the City of Everett. Funds may be used for marketing, promotions and operations.

The program is funded through the taxes imposed on hotel and motel room rentals in the City of

Everett. Funds will be available on or about January 10, 2020, and will be awarded on a

competitive basis to eligible applicants with the demonstrated ability to complete their proposed

projects by December 31, 2020.

Historically, the average project allocation has been about

$10,000 but ranges from approximately $5,000 - $90,000 depending on economic impact to

the community and overnight stays in hotels. Details of eligibility and other program

requirements are included in the application package.

Applications are currently available by contacting the Everett City Council offices, 2930 Wetmore

Avenue, Suite 9A, Everett, WA 98201. Completed applications are due in the Clerk’s Office

located at 2930 Wetmore Avenue, First Floor, by 5:00 P.M. on Thursday, November 14, 2019. No

applications received after that time and date will be considered for funding. Faxed or emailed

applications will not be accepted.

Please read this memo in its entirety as it addresses critical eligibility requirements, some of

which are new, that if not observed will disqualify your application.

If you have questions, require additional information, or in need of technical assistance, please

call Deb Williams, Executive Assistant to the City Council, at 425-257-8703 –

dwilliams@everettwa.gov.

Assistance may save you time, effort and disappointment.

APPLICATION PACKAGE

Please submit seven copies of your application, references, and meeting minutes (only one copy

of the W-9 needs to be submitted). Please do not double side your application. Do not use any

other paper size than “8 ½"x11". Faxed applications will not be accepted.

ALL APPLICANTS:

• The application must demonstrate that the project proponent will supply at least 25% of the total

project cost. The matching requirement may be met by a cash contribution, in-kind services, or a

combination of both.

• No project will be considered for funding unless it can demonstrate that it can be completed

by December 31, 2020.

• Assistance program funds cannot be used to offset non-project operations and maintenance costs.

• If a sponsor submits applications for more than one project, each project must have its own

complete application package and the applicant must rank the projects from most important to least

important

• The program is open to applicants from public and non-profit entities with the demonstrated

capacity to accomplish the proposed projects. This includes agencies such as port districts, cities and

towns, museums and galleries, historical societies, arts groups, chambers of commerce, and 501(c)3

and 501(c)6 non-profits.

• Seven copies of the grant application, three-hole punched. NOT stapled, NOT in a binder or presentation folder.

• Two letters of endorsement, one from a hotel/ or motel

• Current 2019 W9

NON-PROFITS: (In additional to the information listed above, please include the following):

• Copy of State certificate of non-profit incorporation and/or Federal 501 (c) (3) letter

• Copy of articles of incorporation

• Copy of current mission and goals statement

• Copies of financial statements for two most recent years- audit or review report, if available.

• Copy of meeting minutes, of the governing body, showing official approval of project and authorizing

application

PUBLIC AGENCIES: (In additional to the information listed above, please include the following):

• Copy of meeting minutes, of the governing body, approving project and authorizing application for

funds.

COOPERATIVE PROJECTS:

• Cooperative Commitments Form

• Description of reasons for and benefits of cooperative approach

• List of all co-sponsors by title and type

• Description of individual project responsibilities of co-sponsors

• Letters from co-sponsors endorsing projects, citing responsibilities and agreeing to participate

Please provide the following information as attachments. These are requirements for an application to be

considered for funding.

APPLICATION ELEMENTS

As you develop your project and draft your application package, please carefully consider the following

points.

• Eligibility. Each proponent will be required to concisely define the service to be provided through the

proposed project and demonstrate how it will do so. Essential to this process will be establishing that the

project, if funded, will be in compliance with State statutes and city ordinances governing the use of

program funds.

• Scope of work. The applicant will be required to submit a scope of work that breaks the overall project

down into a progression of logical steps.

• Timeline. The elements and the scope of work must be keyed to milestones indicating when each will be

undertaken and/or completed.

• Endorsements. Two letters of endorsement must accompany each application, one from a hotel / motel.

Each letter should define the writer’s relationship with the project proponent and briefly state his or her

reasons for supporting the project.

• Budget. At the bottom of the budget page, please present any additional figures or details you feel will

clarify the basic information provided in the budget form. Please note that salaries and related personnel

expenses, as well as travel and administrative costs, are ineligible for reimbursement but qualify as

sponsor match. Please list any other City money applied for or are receiving for the event.

• Match availability. Each project proponent must confirm that, if the project is funded, his or her matching

share will be available on the specified date of project commencement.

• Proof of non-profit status. Not-for-profit organizations proposing projects must submit evidence of their

status (i.e. a copy of the federal Internal Revenue Service letter confirming 501 (c) (3), (4) or (6) status

and/or a copy of the certificate of non-profit incorporation signed by the Secretary of State for the State

of Washington).

• Cooperative commitments. The lead sponsor of a cooperative project will be required to submit formal

letters of commitment from project co-sponsors.

• Reimbursement. Project proponents must understand that the city’s support for funded projects is

provided on a reimbursement basis, i.e. no funds can be advanced in support of a project. Sponsors must

first incur costs and then bill the city for reimbursement under contract guidelines.

• Contract. Each project selected for funding will be required to enter into a contractual agreement with

the city. The contract will cover such areas as definition of the project goals, definition of eligible costs,

specification of payment procedures, limits of city liability, and other usual and accustomed

requirements.

• Monitoring and reporting. As a contractual condition, each funded project will be monitored for progress

and consistency with original goals. The sponsor will be required to submit a final report at the end of the

project and may be required to submit periodic progress reports during the course of the project.

• Contact person. Each project proponent will designate a primary individual as the contact for the project.

During the life of a funded project, this individual will be the principal representative in dealings with the

city.

SELECTION PROCESS

When the application solicitation period opens, City will employ every opportunity to inform potentially

eligible applicants of the funding process and its eligibility criteria. When the solicitation period closes, the

Lodging Tax Advisory Committee Chair or his/her designee will review applications for completeness and

eligibility. Applications will then be evaluated by the City’s Lodging Tax Advisory Committee, which will make

funding recommendations to the City Council. The Council will make the final decision on project approval

and funding levels. Staff will then consult with sponsors of approved projects to develop contracts and

scopes of work. When the sponsors and Mayor sign the contracts, staff will notify sponsors to proceed. It is

very important that applicants are aware of the following.

• All contracts are reimbursement-based, i.e. the sponsor must expend funds on approved items and then

seek reimbursement under terms of the governing contract.

• Costs incurred for an approved project, cannot be reimbursed until all contracts have been signed by all

interested parties including the city.

• The project approval process requires two key steps:

a) The Council’s approval of a spending plan, and

b) The execution of the contract by signature of the City.

Only after both steps are completed is a project sponsor authorized to begin incurring reimbursable costs.

Because of the limited amount of funding available to support assistance requests, proposals will be

evaluated on a competitive basis using the following criteria.

COMPETITIVE CRITERIA

Applications that meet the threshold criteria will be presented to the review panel for evaluation and scoring

based on the following criteria. Projects will be funded in their rank order, starting with the highest and

working down the list as far as available funding will permit. The Lodging Tax Advisory Committee may

recommend full, partial or no funding for each project. The review panel will independently determine the

level of funding for each project based on each project’s individual merit and components. Thus, the lowest

ranked project could receive full funding while the highest ranked project could receive only a portion of its

request. A maximum of 100 points can be awarded in this area.

1. Project Impact. How will the City of Everett and/or the citizens be impacted by this project? 25 points

2. Clarity. Does the proposal clearly and concisely present a definite, well-described product for which the

City’s assistance is being sought? If appropriate to do so, does the proposal describe how the City-

supported product will be integrated into a larger effort (e.g., a brochure which promotes a cultural

event: does the proposal describe the brochure as well as summarizing the purpose and scope of the

event and the role the brochure will play in its success)? 20 points

3. Cost-effectiveness. Does the project propose an efficient, economical use of the City’s funds? 20 points

4. Degree of match. What is the proponent's percentage of matching resource? A match of at least 25% of

the total project value (City funds plus sponsor’s share) is required; a higher rate will improve a project's

stature accordingly. 10 points

5. Marketing. How will the proposed project be marketed and how will that marketing recognize the City’s

participation? 10 points

6. Innovation. Does the project represent an unusual approach, or does it move the City’s Hotel/Motel

program in a useful new direction? 10 points

7. Cooperative nature. What kind and degree of inter-organizational or inter-jurisdictional partnership

does the project exhibit? 5 points

BONUS POINTS

The City has an interest in spreading the impacts of tourism more evenly over the entire year, expanding

overnight stays, and in acting as a partner with other jurisdictions that collect their own Hotel/Motel funds.

Bonus points will be accorded to proposals that can convince the Lodging Tax Advisory Committee that, if

funded, the projects will advance these goals. A maximum of 20 additional points can be awarded in this area.

1. Off-season development. Will the project promote tourism development during the off-season

(September 1 through June 30)? 10 points

2. Overnight visitorship. Has the project convincingly established that it will attract overnight visitorship? If

so, does it quantify the anticipated stays and offer a credible method for corroborating the projections?

10 points

CITY OF EVERETT

TOURISM PROMOTION PROJECTS

ASSISTANCE PROGRAM

PROJECT SPONSOR

Project Title:

____________________________________________________________

Date of Event

Project Sponsor:

Address:

City:

State:

Zip:

Contact Person:

Address:

City:

State:

Zip:

Phone:

Fax:

Email:

Sponsor is: Non-Profit: EIN#__________________ Public Agency: Tax ID#___________________

How many times have you received a Hotel/Motel grant, from any jurisdiction, for this activity, in past five

years?______________________________________________________________________________

Will you be charging admission for this event?_______ If yes what is the price of admission or participation

per participant? $________ (please provide details of any fee schedule).

2020 Budget:

Request: $

Match:$_____________

Total Project Budget:$

____

If you do not receive full funding, how would this affect your project? __________________________

_______________________________________________________________________________________

2020 Visitor Participation

Estimated overall visitors drawn:

Estimated number of visitors travelling 50+ miles:

___

Estimated visitors travelling from out-of-state/ out-of-country: ____

Estimated one-day visitors (not paying for overnight lodging): ____

Estimated number of lodging nights generated by project: __

Completed application packages are due by 5:00 p.m., Thursday, November 14, 2019.

Responses must be limited to the spaces provided.

PROJECT SUMMARY

In the space below, provide a concise, one paragraph summary of your proposed project and what tourism

objectives it will accomplish. If your request is part of a larger project, you may briefly describe the over-all project.

However, please focus the majority of your answer on the specific element for which you are requesting funding.

PROJECT SCOPE OF WORK

Fully describe the project. Expand your summary paragraph from page one to address such issues as: what it is you

wish to do; who will benefit and why and how; beginning and ending dates of your project; and 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 funding assistance. This section

requires that you to establish, in a clear and quantifiable way, that your project will sustain or enhance one or more

aspects (to be identified by you) of tourism in the City of Everett. Proposals from projects that can prove they will

generate overnight stays are preferred. Please coordinate your project’s milestones with the time line on page 14

of this package.

PLEASE READ! THIS IS VERY IMPORTANT INFORMATION!

YOU MUST PROVIDE THIS INFORMATION WITH INVOICE BEFORE PAYMENT WILL BE ISSUED.

ECONOMIC IMPACT

Because the City of Everett operates the Hotel-Motel fund as an economic development tool, one of the key

evaluation criteria for selecting a project for funding is its potential economic benefit.

IN ADDITION, THE CITY IS REQUIRED TO REPORT TO THE STATE ON THE NUMBERS OF VISITORS AND THE NUMBERS

OF OVERNIGHT STAYS GENERATED BY EACH PROJECT.

Please indicate the anticipated economic impact of your project and, especially, its potential for

generating visitors and overnight stays. Quantify your projections and indicate how you propose to

verify your results. Remember, food and fuel purchases assist the local economy but do not contribute

to the Hotel-Motel fund; the fund derives entirely from taxes on overnight lodging in the city.

If your project will not result directly in overnight stays, try to demonstrate how its success may

contribute to generating future overnight stays.

An example might be a one-day festival you sponsor which, when combined with -and jointly

marketed with - an event the following day which appealed to the same audience, would encourage

visitors to spend the night and attend both events.

In this example, it would be important to discuss the timeframe and strategy for future

implementation of an appropriate cooperative marketing campaign to link your one-day festival with

the second one. Again, quantify your projections and explain the methodology by which you developed

them.

Please indicate the anticipated economic impact of your project and provide the estimated number of participants

in each of the following categories;

• Total of all participants (sum of the four categories).

• Staying in overnight paid accommodations.

• Traveling over 50 miles and staying overnight in unpaid accommodations (with friends or family).

• Traveling over 50 miles and staying for the day only, attending but not included in one of the above

categories.

• Traveling from out of state or out of country.

Quantify your projections and indicate how you propose to verify your results (for example, by head count or

surveys).

You will be required to provide post-event information for these same categories prior to

reimbursement.

PROJECT BUDGET

Please detail the budget for your project. Remember that though the City can pay no personnel costs (wages,

benefits, etc.), such costs are eligible as a portion of your matching portion. The City can pay a share of such costs

as postage, design and layout of printed materials, printing, and communications. Please specify whether your

various match items will be either cash (C) or in-kind (I/K). Please list any other City or County money applied for

or are receiving for the event? Please complete the Cooperative Commitments Form (page 13).

Project Name:

Requested from

the City

Requested from

the County (if

applicable)

Cash

Match

In-Kind

contribution

Total

Revenue

Admission / Ticket Sales

Sponsorships

Name of Sponsors

Grants

Other City LTAC funding

Merchandise Sales

Other Revenue

Total Revenue

Expenses

Personnel – Project Specific

Salaries, Wages

Benefits

Taxes

Marketing

Production / Project

Facility

Equipment

Other

Total Expenses

BUDGET NARRATIVE

In the space below please offer any information which you feel may provide useful background on your proposed

budget such as source and rate at which matching labor costs are calculated, numbers of promotional pieces to be

produced, numbers of media ads to be placed, media outlets to be used, etc.

COOPERATIVE COMMITMENTS FORM

Please provide details of your efforts to apply for County or other City LTAC funds, in area

where your project will be taking place.

As part of the grant application packet please complete this form with all information

related to other funds/source contributions.

City or County LTAC:

Name of City or County

Date Applied:

Amount Requested $

Status of Application:

Contact Person at City or County:

Have you applied for city LTAC funds in prior years? If so, please list dates, amounts and

results:

Other Funding Partners:

List of

Cooperative Partners:

Amount (by partner)$

PROJECT TIME LINE

Please use the chart below to break out your project into its major items, showing when each will be accomplished.

MONTH

TASK ITEM

January

February

March

April

May

June

July

August

September

October

November

December

Please use the space below to provide any necessary background on elements of your project timeline.

Appendix 1

Everett or Tourism Facility Lodging Tax Expenditure Report Worksheet

Festivals, special events and tourism-related facilities owned by

Local Jurisdictions or Non-profit Organizations.

Official Report Form is Due December 31, 2020. Current Date:

Name of Organization:

Project/Event Name:

Name and contact information of Person completing this form:

Dates of Event (Write "full year" if project is for marketing/advertising throughout year):

Total Lodging Tax funds allocated to this event or facility:

Total Overall cost for this Project:

Estimated/Actual total event attendance or user count for the facility:

Estimated/Actual number of attendees traveling 50+ miles or more to attend event:

Estimated/Actual number of attendees form out-of-state of out-of-country:

10.

Estimated/Actual number of attendees paying for overnight lodging to attend

event.

11.

Describe methodology used in determining above estimates/actuals:

12.

Any other information that demonstrates the impacts of the festival, event or

tourism-related facility

owned by non-profit organization or local jurisdiction

(please describe):

Appendix 2

PROJECT ELIGIBILITY BACKGROUND

The following information summarizes the state statute under which The City of Everett’s Hotel Motel

Grant application process operates. It is designed to offer general background on project eligibility.

Specific questions should be addressed to the Deb Williams, Executive Assistant to the City Council,

(425) 257-8703 - dwilliams@everettwa.gov.

RCW 67.28 provides authority for cities and counties to adopt a lodging tax of up to 2% of lodging charges

made by hotels, motels, rooming houses, tourist courts, trailer camps and any similar charges for a license

to use real property.

The portion of RCW 67.28 governing use of the funds generated by the hotel/motel tax states in pertinent

part that,

“Except as provided in RCW 67.28.180, all revenue from taxes imposed under this chapter

shall be credited to a special fund in the treasury of the municipality imposing such tax and

used solely for the purpose of paying all or any part of the cost of tourism promotion,

acquisition of tourism-related facilities, or operation of tourism-related facilities.

Municipalities may, under chapter 39.34 RCW, agree to the utilization of revenue from taxes

imposed under this chapter for the purposes of funding a multijurisdictional tourism-related

facility.”

The permitted uses of the tax revenues generated are more fully explained in the definitions portion of

RCW 67.28.080. It states that:

(1) "Acquisition" includes, but is not limited to, siting, acquisition, design, construction,

refurbishing, expansion, repair, and improvement, including paying or securing the payment

of all or any portion of general obligation bonds, leases, revenue bonds, or other obligations

issued or incurred for such purpose or purposes under this chapter.

(2) "Municipality" means any county, city or town of the state of Washington.

(3) "Operation" includes, but is not limited to, operation, management, and marketing.

(4) "Person" means the federal government or any agency thereof, the state or any agency,

subdivision, taxing district or municipal corporation thereof other than county, city or town,

any private corporation, partnership, association, or individual.

(5) "Tourism" means economic activity resulting from tourists, which may include sales of

overnight lodging, meals, tours, gifts, or souvenirs.

(6) "Tourism promotion" means activities, operations, and expenditures designed to increase

tourism, including but not limited to advertising, publicizing, or otherwise distributing

information for the purpose of attracting and welcoming tourists; developing strategies to

expand tourism; operating tourism promotion agencies; and funding the marketing of or the

operation of special events and festivals designed to attract tourists.

(7) "Tourism-related facility" means real or tangible personal property with a usable life of

three or more years, or constructed with volunteer labor that is: (a)(i) Owned by a public

entity; (ii) owned by a nonprofit organization described under section 501(c)(3) of the

federal internal revenue code of 1986, as amended; or (iii) owned by a nonprofit

organization described under section 501(c)(6) of the federal internal revenue code of 1986,

as amended, a business organization, destination marketing organization, main street

organization, lodging association, or chamber of commerce and (b) used to support tourism,

performing arts, or to accommodate tourist activities.

(8) "Tourist" means a person who travels from a place of residence to a different town, city,

county, state, or country, for purposes of business, pleasure, recreation, education, arts,

heritage, or culture.

This is a generalized and simplified analysis of the authority for the use of lodging tax revenues. It is

intended to assist project sponsors in determining whether proposals may properly be funded with these

special revenues. This review is not a substitute for a detailed analysis of any proposal. We encourage

sponsors to seek the assistance of our office in analyzing individual proposals, particularly in those instances

in which the sponsors are uncertain as to the satisfaction of the applicable criteria outlined above.

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