Fillable LTAC Grant Application ( Fillable PDF) (City of Arlington Washington)

Fill Online, Printable, Fillable, Blank LTAC Grant Application ( Fillable PDF) (City of Arlington Washington) Form

Use Fill to complete blank online CITY OF ARLINGTON WASHINGTON (WA) pdf forms for free. Once completed you can sign your fillable form or send for signing. All forms are printable and downloadable.

LTAC Grant Application ( Fillable PDF) (City of Arlington Washington)

On average this form takes 38 minutes to complete

The LTAC Grant Application ( Fillable PDF) (City of Arlington Washington) form is 20 pages long and contains:

  • 2 signatures
  • 56 check-boxes
  • 116 other fields

Country of origin: US
File type: PDF

U.S.A. forms for City of Arlington Washington

BROWSE CITY OF ARLINGTON WASHINGTON (WA) FORMS

Related forms
Fill has a huge library of thousands of forms all set up to be filled in easily and signed.
Fill in your chosen form
Sign the form using our drawing tool
Send to someone else to fill in and sign.
find another form
 
1
2020
TOURISM / ECONOMIC DEVELOPMENT
APPLICATION FOR LODGING TAX FUNDING
SUBMITTAL DEADLINE: October 1, 2019, 5:00 p.m.
PLEASE SEND (1) COPIES TO:
CITY OF ARLINGTON
238 N. OLYMPIC
ARLINGTON, WA 98223
Attention: Kristin Garcia, Finance Director
2
APPLICATION AVAILABILITY AND DEADLINE
The City of Arlington is accepting applications from public and non-profit agencies for projects that promote
economic development and tourism in the City.
Applications are available on the City’s Website at www.arlingtonwa.gov or by contacting the Finance
Department at 360-403-3421. Applications can be picked up at 238 N. Olympic Avenue Arlington, WA 98223.
Completed applications are due by 5:00 p.m. on October 1, 2019. Applications must be submitted to the
Finance Office, Attention: Kristin Garcia, Finance Director at 238 N. Olympic Avenue Arlington, WA 98223,
or can be emailed to kgarcia@arlingtonwa.gov. It is the responsibility of the applicant to confirm receipt of the
application. Faxed applications will not be accepted. Please submit one copy of your application. Please do
not double side your application and please do not use any other paper size that 8 ½ x 11.
To be eligible for consideration, your complete proposal must be received by the deadline, (incomplete
grant applications will not be reviewed and will not be eligible for funding). Please submit a separate
application for each event or project requested for funding.
APPLICATION REVIEW SCHEDULE
Each proposal submitted will be considered by the Lodging Tax Advisory Committee (LTAC) for
recommendation to the City Council for final decision. The committee shall have the authority to negotiate
concerning the content of any applicant’s proposal. The review and award schedule is tentatively as follows;
Applicant Training August 21, 2019 Council Chambers 2 p.m.
Application Period Open August 30, 2019
Application Due Date October 1, 2019
LTAC initial review period October 7 - 29, 2019
Joint Meeting with LTAC/City Council October 30, 2019
Applicant Interviews October 30, 2019 City Hall, 1 p.m. – 5 p.m.
LTAC review period November 1 - 6, 2019
Recommendation to council November 25, 2019
Council action December 2, 2019
Contracts mailed to successful applicants
December 3 - 16, 2019
LTAC COMMITTEE STRUCTURE
RCW 67.28.1817 outlines the requirements of the lodging tax committee and states that membership must
include at least two members who are representatives of businesses required to collect the tax and at least two
members who are persons involved in activities authorized to be funded by the tax. The committee shall include
a voting member who is an elected official of the city.
LODGING TAX – WHAT CAN IT FUND?
Authorized uses of lodging tax can be found within RCW 67.28.1816 at http://app.leg.wa.gov/RCW.
Lodging taxes can be used for;
Tourism marketing,
Marketing and operations of special events and festivals,
Operations of tourism-related facilities owned by non-profit organizations.
Operations and capital expenditures of tourism related facilities owned by municipalities.
3
APPLICATION PACKAGE REQUI
REMENTS
GENERAL REQUIREMENTS
All Applicants:
Two letters of recommendation; each letter should explain the writer’s relationship to the project and/or
sponsor, the writer’s qualifications for commenting on the project, and the writer’s opinion of the
benefits of the proposed project.
At least one of the letters of endorsement must be from an establishment offering overnight
accommodations in the City of Arlington; failure to abide by this requirement shall result in
disqualification of your application even if it meets all other criteria.
A minimum 33% match (of total project costs) is required to be eligible to receive funding.
Non-Profits:
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 the two most recent years:
This should include beginning cash balances, a listing of annual actual revenues, a
listing of annual actual expenditures, and the resulting ending fund cash balances.
(Beginning cash balance plus revenues minus expenditures equals the ending cash
balance.)
Copy of meeting minutes from the Board of Directors authorizing the submission of this application for
Hotel-Motel Funds.
Public Agencies:
Copy of meeting minutes showing official approval of project and authorization for this application.
Cooperative Projects:
Description of reasons for and benefits of cooperative approach
List of all co-sponsors by title and type (a co-sponsor is an organization providing monetary or other in-
kind support to the project. In-kind support may include but not limited to; marketing, providing the
venue, printing, distribution and/or volunteer hours)
Description of individual project responsibilities of co-sponsors
Letters from co-sponsors endorsing projects, citing responsibilities and agreeing to participate
Successful applicants will be required to enter into a contract with the City to provide reimbursement.
Reimbursement by the City will be due after performance under the contract is complete.
4
Application for 2020 Lodging Tax Grant Funding
Name of the Organization:
Federal Tax Number: UBI Number:
Project Title:
Contact Person (person who wrote or has the most knowledge about this application):
Name:
Mailing Address:
City: State: Zip:
Phone: Email Address:
Signature:
Project Sponsor (person with legal authority to sign contract with the City).
Name:
Mailing Address:
City: State: Zip:
Phone: Email Address:
Signature:
Sponsor is (please check one:
Non-Profit
Public Agency
Other, please explain
Co-Sponsor:
Organization Name: Phone Number:
Contact Person Email Address: Phone Number:
Amount Requested:
$ (Cannot exceed 66% of total grant)
Match: $ (Minimum 33% match required)
Total Project Budget: $
click to sign
signature
click to edit
click to sign
signature
click to edit
5
PROJECT BUDGET
Please detail the budget for your project. Remember that though the City will 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). If you have
both provide dollar amount for each type of match.
Project Title:
Activity Type (Select one) Event/ Festival Marketing Facility
Start Date: End Date:
One Time Event Yes No If no, please describe the sustainability of future funding for this event;
Item City (not
more than
66% of Grant)
Match
Minimum 33%
required
For Match
Indicate C=Cash
I=In-Kind
Total line
item cost
1.
$
$
$
2.
$
$
$
3.
$
$
$
4.
$
$ $
5.
$
$
$
6.
$
$
$
Totals:
$
$ $
Please include a description and/or documentation to support in kind contributions.
Cash
In-Kind
Cash
In-Kind
Cash
In-Kind
Cash
In-Kind
Cash In-Kind
Cash
In-Kind
Cash
In-Kind
6
PREDICTED ATTENDANCE & OVERNIGHT STAYS
Predicted Attendance: (year)
Capacity available for venue:
Attendance that will travel 50+ Miles:
Attendance, Out of state, or Out of Country:
Attendance, local – travel less than 50 miles:
Estimated number of overnight stays from this event:
Past Attendance – From the same or similar past event: (year)
Capacity available for venue:
Attendance that did travel 50+ Miles:
Attendance, Out of state, or Out of Country:
Attendance, local – travel less than 50 miles:
Estimated number of overnight stays from this event:
Please explain (type or write legibly) any significant variations between predicted attendance and past
attendance, if applicable.
7
SELECTION OF TOURISM GOALS
Successful applicants must also demonstrate that the activity contributes toward the following tourism goals.
Please select the tourism goals applicable to your event or project. Mark as many as apply. In the project
description section , include a brief narrative describing how your activity accomplishes one or more of these
goals;
Increase hotel occupancy in the City of Arlington by creating overnight stays.
Increase overnight stays during the off season.
Provide visitor attractions and/or promote the area’s existing attractions.
Demonstrate city-wide economic benefit.
Advertising special events, festivals, meetings or retreats that encourage visitor attendance.
Establish, maintain or enhance visitor friendly infrastructure – restrooms, signage, information centers,
and facilities.
Use existing facilities for events that promote visitor attendance.
Developing key community assets such as parks and trails.
Creating or continuing partnerships with existing organizations that promote events and visitors.
Innovative new activities that promote tourism.
Encourages repeat visits.
Free community events
Family friendly events.
8
PROJECT DESCRIPTION
In
clude a brief narrative describing how your activity accomplishes one or more of the goals selected
9
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 pro
ject time line.
10
SELECTION AND AWARD PROCESS
Funding of the program and specific awards are dependent on recommendations of the City’s Lodging Tax
Advisory Committee (LTAC). The LTAC will receive all applications and recommend a list of qualified
projects and funding levels that will be forwarded to the City Council for final determination. Funds will be
awarded on a scoring criteria, and applicants will be notified following City Council decision.
REQUEST FOR REIMBURSEMENT
Funding is provided on a reimbursement basis only. Request for reimbursement, along with supporting
documentation, must be mailed or dropped off at; Attn: Finance Department 238 N. Olympic Avenue
Arlington WA 98223. Projects must be completed by December 31, 2020 and final requests for
reimbursement must be received by January 8
th
, 2021.
REPORTING REQUIREMENTS
Successful applicants will be required to submit an annual report of lodging tax expenditures for festivals,
special events and tourism related facilities owned by local jurisdictions or non-profit organizations describing
the actual number of people traveling for business or pleasure on a trip. The annual report is attached for your
convenience. The annual report must be submitted to the finance department on or before the
applicant’s last request for reimbursement, no final reimbursements will be made without completed
annual report. A copy of the report is provided on page 13 and 14.
11
APPLICANT CHECKLIST
Must be included with application:
Signed application.
Two letters of recommendation, at least one letter of endorsement from an establishment offering
overnight accommodations in the City of Arlington.
Non-profits, copy of state certificate of non-profit incorporation and/or Federal 501(c) letter.
Copy of Articles of Incorporation.
Copy of current mission and goals statement.
Copies of financial statements for the two most recent years:
This should include beginning cash balances, a listing of annual actual revenues, a
listing of annual actual expenditures, and the resulting ending fund cash balances.
(Beginning cash balance plus revenues minus expenditures equals the ending cash
balance.)
Copy of meeting minutes from the Board of Directors authorizing the submission of this
application for Hotel-Motel Funds (does not apply to public agencies).
Fill in Sections:
Page 4, Application - General Information
Page 5, Project Budget
Page 6, Predicted Attendance & Overnight Stays for each event
Page 7, Selection of Tourism Goals
Page 8, Project Description (provide brief narrative).
Page 9, Project Time Line, with necessary background on elements of your project time line.
Cooperative Projects:
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.
Public Agencies Only:
Copy of meeting minutes showing official approval of project and authorization for this
application.
12
GRANT APPLICATION RATING FORM
Criteria Points Possible Application Question Points Awarded
Co-Sponsors 15 pts.
Yes = 15
No = 0
Page 4, Application
Attracts tourists from at
least 50 miles away
20pts.
Yes 20
No = 0
Page 6, Predicted Attendance
Attributable Lodging
Stays
20 pts.
0 = 0
1 – 25 = 5
26 – 75 = 10
76 – 150 = 15
More than 150 = 20
Page 6, Predicted Attendance
Supports City Tourism
Goals
30 pts.
Yes 30
No = 0
Page 7, Project Description
Length of Impact 15 pts.
Date specific = 5
Seasonal = 10 (2 or more days)
Year Round = 15
Page 9, Project Timeline
Total points = 100. Funding will be awarded proportionally based on the number of points (i.e. applications
with a higher score will receive a higher proportionate share of the total grant funding available to be awarded).
13
Lodging Tax Annual Expenditure Report
Organization:
Activity Name:
*Activity Type (Select one)
Event/ Festival Marketing Facility
Start Date
End Date
Funds Requested $
Funds Awarded $
Total Activity Cost $
* If more than one event is included in grant, please fill out one report for each event.
Attendance Information:
Overall Attendance
Enter the total number of people predicted to
attend this activity, the actual number of
people who attended this event activity, and
select the method used to determine the
attendance.
Predicted:
Actual (Estimated)
*Method
Please Explain
**Please Select Method determine: Direct or Indirect Count; Representative or Informal Survey; Structured Estimate; Other or N/A
Attendance, 50+ Miles
Enter the total number of people who
travelled greater than 50 miles predicted to
attend this activity, the actual number of
people who travelled greater than 50 miles to
attend this activity, and select the method used
to determine the attendance.
Predicted:
Actual (Estimated)
**Method
Please Explain
**Please Select Method determine: Direct or Indirect Count; Representative or Informal Survey; Structured Estimate; Other or N/A
Attendance, out of State, Out of Country
Enter the number of people from outside the
state and country predicted to attend this
activity, the actual number from outside the
state and country who attended this activity,
and select the method used to determine the
attendance.
Predicted:
Actual (Estimated)
**Method
Please Explain
**Please Select Method determine: Direct or Indirect Count; Representative or Informal Survey; Structured Estimate; Other or N/A
14
Continued:
Attend
ance, Paid for Overnight Lodging
Enter the number of predicted to attend this
activity and pay for overnight lodging, the
actual number of people who attended this
activity and paid for overnight lodging, and
select the method used to determine the
attendance.
Predicted:
Actual (Estimated)
**Method
Please Explain
Attendance, Did Not Pay for Overnight
Lodging:
Enter the number of predicted to attend this
activity without paying for overnight lodging,
the actual number of people who attended this
activity without paying for overnight lodging,
and select the method used to determine the
attendance
.
Pred
icted:
Actual (Estimated)
**Method
Please Explain
**Please Select Method determine: Direct or Indirect Count; Representative or Informal Survey; Structured Estimate; Other or N/A
Paid Lodging nights
Tot
al projected and estimated actual number
of paid lodging nights. One Lodging night =
one or more persons occupying one room for
one night.
Predicted:
Actual (Estimated)
**Method
Please Explain
**Please Select Method determine: Direct or Indirect Count; Representative or Informal Survey; Structured Estimate; Other or N/A
Notes
Please enter any additional information about this
use of lodging tax funds.
Download
Save PDF to desktop
Email
Email completed PDF
Send for Signing
Email for others to sign
Print
Print document
Choose a Field
Click on a field and
select the person that should complete it
Want to add a signature?
You can add a signature field
and assign it to someone else
to sign
Choose a Field
Click on a field and
select the person that should complete it

LTAC Grant Application ( Fillable PDF) (City of Arlington Washington)

This document is locked as it has been sent for signing.

You have successfully completed this document.

Other parties need to complete fields in the document. You will recieve an email notification when the document has been completed by all parties.

This document has been signed by all parties.

Completed 2 August 2020

Message

View Audit Log
Print With Audit Log
Duplicate Document