SALEM CULTURAL AND TOURISM PROMOTION ADVISORY BOARD

Transcription

1 SALEM CULTURAL AND TOURISM PROMOTION ADVISORY BOARD Si necesita ayuda para comprender esta información, por favor llame Disability-related modification or accommodation, including auxiliary aids or services, in order to participate in this meeting or event, are available upon request. Sign language and interpreters for languages other than English are also available on request. To request such an accommodation or interpretation, contact Chris Neider at or at least 2 business days before the meeting; TTD/TTY telephone (503) , is also available 24/7. Board Members Scott Snyder, Chair Catherine Jarmin Miller, Vice Chair Cara Fischer Javier Navarro Kenji Sugahara Tiffany Partridge Terra Hurdle Matias Trejo De Dios Vacant City Staff Chris Neider, Staff Liaison Kelly Kelly, Staff Support Next Meeting: June Community Development Dept., City Hall Room 305, 555 Liberty St SE, Salem It is the City of Salem s policy to assure that no person shall be discriminated against on the grounds of race, religion, color, sex, marital status, familial status, national origin, age, mental or physical disability, sexual orientation, gender identity, and source of income, as provided by Salem Revised Code 97. The City also fully complies with Title VI of the Civil Rights Act of 1964, and related statutes and regulations, in all programs and activities. MEETING AGENDA Tuesday, May 12, :00-8:00 PM Salem City Hall, Community Dev. Room Liberty St SE, Salem 1. Call to Order 2. Roll Call 3. Approval of Minutes a. March 10, 2015 b. April 21, 2015 Work Session 4. Public Testimony - limited to three minutes per organization and pertaining to items on the agenda 5. Items Requiring Action a. CTPAB Annual Report (DRAFT) b. Policy C-1 exemption (DRAFT) c. FY CTPAB Schedule as contained in Annual Report 6. Information Items a. Cultural and Tourism Fund Reports - April 2015 b. Cultural and Tourism Fund Revenue (Tax) Reports c. Facility Operating Grant Reports Deepwood Museum & Gardens, Gilbert House Children s Museum, Hallie Ford Museum of Art, Historic Elsinore Theater, Salem Art Association, Salem Multicultural Institute, Salem Riverfront Carousel, Willamette Art Center, and Willamette Heritage Center d. Special Event Reports None e. Capital Improvement Reports None f. Annual Reports None 7. Appearance of Interested Citizens (Opportunity for those attending the meeting to address the board on items other than those appearing on the agenda. Limited to three minutes per person.) 8. Other Business & Parking Lot Items for future discussions a. Parking Lot list 9. Adjournment

2 M I N U T E S CULTURAL AND TOURISM PROMOTION ADVISORY BOARD Tuesday, March 10, 2015 Item 3.a. MEMBERS PRESENT Scott Snyder, Chair Catherine Jarmin Miller Cara Fischer Matias Trejo De Dios Kenji Sugahara Terra Hurdle Vacant MEMBERS ABSENT Tiffany Partridge Javier Navarro STAFF PRESENT Chris Neider, CD Management Analyst Guest Mark Becktel, PW (Presenting Parks portion of the Budget using TOT funds) GUESTS Graham Morris, Salem Multicultural Institute Amy Vandegrift, Willamette Heritage Center Trudy McKinnell, Festival Chorale Oregon Joanna Engle, Gilbert House Enrique Luna, Organizacion Prestame tu Peine Denise Magee, SAA GUESTS Ross Swartzendruber, Salem Creative Network Steve Martin, Elsinore Theatre Christine Whiteside, OSAS Lynne Richardson, Deepwood Gretchen and Denis Carnehy, Friends of Bush Garden 1. CALL TO ORDER With a quorum present, Chair Scott Snyder began the meeting at approximately 6:10 p.m. 2. ROLL CALL Members present: Scott Snyder, Catherine Jarmin Miller, Cara Fischer, Matias Trejo De Dios, Terra Hurdle, Kenji Sugahara and Chris Neider. 3. APPROVAL OF MINUTES Motion: Move to approve minutes of January 20, 2015 as corrected, to allow Scott Snyder to evaluate Deepwood Estates grant applications, as he is not on the Deepwood Estates board. Motion by: Seconded by: Scott Snyder Catherine Jarmin Miller ACTION: APPROVED Vote: 6-0 Aye: 6 Nay: 0 Abstentions: 0 CTPAB Minutes March 10, 2015 Page 1

3 4. PUBLIC TESTIMONY None 5. ITEMS REQUIRING ACTION a. Grant Application Scoring Motion: Move to disqualify River Rock Concert Series Grant Application - due to Policy C-1, applicant must be a nonprofit organization with tax exempt status at the time of the application. Motion by: Seconded by: Scott Snyder Kenji Sugahara ACTION: APPROVED Vote: 6-0 Aye: 6 Nay: 0 Abstentions: 0 Motion: Move to disqualify Salem Creative Networks two additional Special/Small Event Project Grant Applications for Cruise Salem and Salem Mobile. Legal s interpretation indicated against acceptance of these two additional grants. SCN did have 2 other Large Event Grant Applications (Cherry Music Festival and 1 st Wednesday) and is limited to 2 per organization per legal s interpretation of the application manual. Motion by: Seconded by: Scott Snyder Kenji Sugahara ACTION: APPROVED Vote: 6-0 Aye: 6 Nay: 0 Abstentions: 0 Motion: Move to disqualify all grant applicants that failed to make the 75% threshold in scoring to move forward as a qualified grant applicant for funding this cycle. Motion by: Seconded by: Scott Snyder Cara Fischer ACTION: APPROVED Vote: 6-0 Aye: 6 Nay: 0 Abstentions: 0 CTPAB Minutes March 10, 2015 Page 2

4 b. TOT Draft Budget FY Chris Neider noted the revenues are coming in 7-10% higher than the previous year, which is encouraging. The draft budget handout was reviewed with the group. Motion: Move to accept current draft budget for FY as presented. Motion by: Seconded by: Kenji Sugahara Cara Fischer ACTION: APPROVED Vote: 6-0 Aye: 6 Nay: 0 Abstentions: 0 6. INFORMATION ITEMS The following information items were presented to the Board: a. Cultural and Tourism Fund - February, 2015 b. Cultural and Tourism Fund Revenue (Tax) Reports c. Facility Operating Grant Reports Historic Deepwood Estates, Salem Art Association, Travel Salem, Willamette Heritage Center d. Special Event Reports None e. Capital Improvement Reports None f. Annual Reports Salem Multicultural Institute 7. APPEARANCE OF INTERESTED CITIZENS A round robin of the guests listed above was limited to 3 minutes per person and the majority of the guests provided information about upcoming events. Guests present were: Christine Whiteside, Oregon Symphony Association; Graham Morris, Salem Multicultural Institute; Denise McGee, Salem Art Association; Ross Swartzendruber, Salem Creative Network; Lynne Richardson, Deepwood Estates; Joanna Engle, Gilbert House; Steve Martin, Elsinore Theatre; Amy Vandegrift, Willamette Heritage Center; Enrique Luna, Organizacion Prestame tu Peine. 8. OTHER BUSINESS a. Parking Lot List Member Cara Fischer requested consideration the Special Events/Project Grant be returned from $7,500 back to $10,000 in future grant cycles. Member Kenji Sugahara requested further evaluation of process related to review of policy on a zero score. 9. ADJOURNMENT The next meeting will be held 6:00 p.m., Tuesday, April 14th, 2015, in the CD 305 Large Conference Room. With no further business, Chair Scott Snyder adjourned the meeting at approximately 7:11 p.m. Respectfully Submitted, Kelly Kelly, Board Staff Support G:\CD\Chris\TOT\Meeting Minutes\TOT Minutes \CTPAB Draft Minutes March 10, 2015.docx CTPAB Minutes March 10, 2015 Page 3

5 Item 3.b. M I N U T E S CULTURAL AND TOURISM PROMOTION ADVISORY BOARD WORK SESSION Tuesday, April 21, 2015 MEMBERS PRESENT Scott Snyder, Chair Catherine Jarmin Miller Cara Fischer Matias Trejo De Dios Vacant MEMBERS ABSENT Tiffany Partridge Javier Navarro Kenji Sugahara Terra Hurdle STAFF PRESENT Chris Neider, CD Management Analyst GUESTS Amy Vandergrift, Willamette Heritage Center 1. CALL TO ORDER Members present: Scott Snyder, Catherine Jarmin Miller, Cara Fischer, Matias Trejo De Dios, and Chris Neider. With a quorum present, Chair Scott Snyder began the meeting at approximately 6:10 p.m. 2. OVERVIEW OF PARKING LOT ITEMS Large Event Grants discussion: Catherine Jarmin Miller suggested reviewing the ability to bump the maximum amount back up to $10,000 (currently set at $7,500 maximum). Cara Fischer expressed concern to grant the full amount for events serving a small number of people on a budget per person level. Matias Trejo De Dios noted that encouraging new, small events and culturally diverse events or projects is important for our community and should be important to the board. The concept of Event vs. Project was discussed. He wants to see the new small ideas (projects) grants that foster cultural diversity continue to develop and be encouraged. The large events, however, generate more tourism, meals, beds overnight, etc. and are also obviously important and fit well with the Charter goals. Chris Neider noted that TOT added the Small Grant applications this year and had 49 applicants --10 more than the year before. 24 grants were approved this year, over 16 approved the year before. Catherine Jarmin Miller asked about seeing past budget s for event expenditures to evaluate if it was money well spent, well balanced, a good choice to re-do in the future. Does the City s TOT money enhance the operation or experience? Matias Trejo De Dios suggested we outreach and ask for ideas and projects from the community to enhance the types and numbers of culturally diverse projects and make sure they represent and interest the different people groups in City of Salem. CTPAB Work Session Minutes April 21, 2015 Page 1

6 The board asked if the definition or guidelines of the application need to be reviewed to better facilitate the small event grants and projects. The discussion noted that projects tend to draw less heads and beds and may need separate money and separate judging process to be selected successfully. Oregon Cultural Trust and Oregon Arts Commission have project oriented grants and we can look to them for the model that improves application guidelines for events of that nature. 3. DISCUSSION OF DESIRED OUTCOMES Scott Snyder proposed: Review of Application Outcomes; Review of the Application Manual; Evaluate Scoring Criteria; the ability to override an application that may meet the technical review criteria but doesn t have the likely outcome of success. The board wants to review and evaluate if the grants given are in fact achieving the desired outcome of the group. The unfortunate timing and results of missing the February meeting and not having a second chance to discuss questions related to the grant application packets was expressed and discussed. It was suggested there be a mandatory February meeting in the future, with a majority of the board members present. 4. DIRECTION FOR THE FUTURE Review of bumping the highest award back up to $10,000. Review of a mechanism to award less than the full amount based on the merits of an application. Review of the Application Manual, the Scoring Criteria, with discussion about process for a zero scored application. Discuss Small Events criteria to evaluate if application accommodates desired outcome of bringing in culturally diverse projects and events. 5. ADJOURNMENT The next meeting will be held 6:00 p.m., Tuesday, May 12th, 2015, in the CD 305 Large Conference Room. With no further business, Chair Scott Snyder adjourned the meeting at approximately 7:54 p.m. Respectfully Submitted, Kelly Kelly, Board Staff Support G:\CD\Chris\TOT\Meeting Minutes\TOT Minutes \CTPAB Draft Work Session Minutes April 21, 2015.docx CTPAB Work Session Minutes April 21, 2015 Page 2

7 City of Salem Transient Occupancy Tax Cultural and Tourism Promotion Advisory Board Annual Report May 26, 2015 FY Expenditures Tax Revenue Facility Reports Board Initiatives and Focus FY Proposed Budget and Outlook 5/28/2013 Photos Historic Deepwood/ Ron Cooper (above) Busch House Museum/ Frank Miller (left)

8 2 CTPAB Annual Report FY EXPENDITURES TAX REVENUES OUTCOMES Expenditures The FY Cultural and Tourism Fund operating budget of $3,498,700* recommended by the advisory board and adopted by the Salem City Council represents a $1,107,899 increase as compared to prior year actual expenditures of $2,390,801. With steadily increasing tax revenues and a larger beginning fund balance the expenditures were increased to cover ongoing and one-time costs at our major parks and trail systems in anticipation of the Minto Brown Island bridge connection. Tourism marketing plays an important role in the continued stability of this fund and represents 27.9 percent of total operating expenditures in FY or $1,012,620 ($298,620 Conference Center Marketing and $714,000 for Travel Salem). FY funding for City Programs, which included facility and landscape maintenance for city-owned historic properties, maintenance of Riverfront Park, softball tournament bid costs, and contract management and administration of the fund, increased by $596,760 or 48.2 percent as compared to FY budgeted expenses. The landscape maintenance received the lion s share of the City Programs increase; $320,000 additional funding for TOT related park maintenance and $301,000 for Minto Brown Island trail improvements in anticipation of the new bridge from Riverfront Park to Minto Brown Island. Through the transient occupancy tax grant program, which represents a substantial share of the board s duties, funding was awarded to 9 operating grants for cultural facilities or tourist attractions in Salem, 3 capital projects at those locations, and 16 special events occurring throughout the year in the community. Total grant funding allocated in FY was $405,830, representing an 11.2 percent increase from the prior year. For the third year in a row, facility operator grant awards were funded based on the average CTPAB member score and awards ranged from $32,310 for the highest scoring operator to $27,860 for the lowest score, facility operators shared a total of $278,060 in facility awards. Three capital projects totaling $14,750 include a security system, elevator installation project, and an HVAC replacement. Sixteen special events range from musicals to Art Festivals, Santa at the Carousel, World Beat and many more. *excluding contingency From Salem City Charter Section 56 - Transient Occupancy Tax Revenues from such a tax shall be used for: (1) Enhancement and beautification of vehicular and pedestrian entranceways to the city; (2) Urban beautification generally; (3) Improvements to or operation of major tourist attraction or cultural facilities; (4) Activities performed directly by the city or through contracts which promote use of Salem for conventions, conferences, seminars or for general tourism. The Role of the Cultural and Tourism Promotion Advisory Board Encouraging the development of a unified approach to the promotion of Salem, especially among those organizations receiving funding support from the Transient Occupancy Tax; Recommending an annual budget to implement such activities; Reviewing and making recommendations on the performance of contractors funded by the Transient Occupancy Tax. From Salem Revised Code 16

9 3 CTPAB Annual Report Tax Revenue Through April 2015, tax revenues in FY have increased by percent ($250,902) as compared to the same period July through April in FY The line graph below demonstrates the comparison of FY actual tax revenue with year-to-date revenue and projections through the end of the current fiscal year. Transient Occupancy Tax - Actual Tax Revenue JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN TOTAL , , , , , , , , , , ,092 2,730, , , , , , , , , , , ,092 2,981,724 % Chg 12.95% 19.66% -1.10% 11.54% 13.17% 8.61% 2.52% 22.26% 22.41% 0.00% 0.00% 9.19% 600, , , , , ,000 - JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN Chart and graph demonst rat e act ual revenue for FY and FY YTD Apr. FY ,966,106 YTD Apr. FY ,217,008 Variance FY to FY % Tax revenue is directly affected by two factors in the lodging industry occupancy and room rates. In FY year-to-date data, which is collected and maintained by the City of Salem s Finance Division and represents reporting through April for activity through March, indicates an increase in occupancy but a decrease in room rates, as compared to the same reporting period during the previous fiscal year. Rooms sold increased by percent while the average room rate decreased by $1.67 or 2.25%, the increase in rooms sold enabled the revenues to show a net year over year increase of percent. The increase in rooms sold occurred during the 1 st quarter of 2015 while at the same time the average room rate decreased. Reporting 9 As of Apr. 14 As of Apr. 15 Months Activity FY FY Reported Tax $1,966,106 $2,217,008 Rooms Sold 286, ,833 Avg. Tax/Room $6.69 $6.54 Avg. Rate/Room $74.38 $72.71 Data based on reporting through April 2014/2015 for March 2014/2015 activity. Outcomes Since FY , the requirement to report performance measurements outcome data was extended to include all transient occupancy tax (TOT) grant recipients in quarterly or project completion reports. A snapshot of these TOT-supported activities and highlights during the past year is included on the next couple of pages.

10 4 CTPAB Annual Report Willamette Art Center continues to increase its offerings of creative opportunities in the form of classes, workshops, field trips and school residencies for children and adults. The center has expanded its glass blowing program to create more tourists from across the state. The 2015 Artisan s Village will be in a new location in the garden for Oregon s 100 th State Fair. Salem s Riverfront Carousel held their annual Santa at the Carousel event that attracts families from the surrounding areas and as far as England, Utah, and California. This year 17,911 riders visited and attended the various events between November and December. Activities included Breakfast with Santa, Tea with Mrs. Claus, Santa s PJ Party, and Carousel rides. Deepwood Museum & Gardens First annual Easter Egg Hunt and Mad Hatter Tea Party! Eight hundred visitors joined in the fun, gathering thousands of colorful eggs, participating in handson crafts and completing a scavenger hunt through the gardens. Other events include Talk Series, family events, teas, and Wine & Jazz Fest that draw hundreds each year to Salem s hidden treasure. River Rock Concert Series Salem s premier music event that packs Riverfront park for three nights of rock n roll music! In 2014, River Rock was held on three Wednesday nights in July. All held at the beautiful Riverfront Park Amphitheater. These concerts brought approximately 2,500 people to the downtown area.

11 5 CTPAB Annual Report The Salem Multicultural Institute s World Beat Festival named Best Music Program in a Festival by the Oregon Festivals & Events Association. The event attracts more than 21,500 people over two days and includes 69 nations and cultures and over 120 performances in song, music, dance, theater, folklore, storytelling, cultural attire, ethnic foods, discussion, demonstrations, crafts, sports and pastimes. From July through March, the Historic Elsinore Theatre welcomes more than 31,083 theatre-goers to performances, films, weddings, and tours; averaging 113 room nights attributed to these events during the period. Performances and events have included TV icon Ed Asner, Guitar Legend Joe Satriani, King of Blues B.B. King, Country Legend Merle Haggard, and various performances from local ballet companies and high school drama departments. Salem Art Association held its 65 th Annual Salem Art Fair & Festival with over 210 local artist exhibits and 25 area arts and cultural organizations drawing approximately 36,000 people from all over Oregon and beyond. Hallie Ford Museum of Art at Willamette University presented Breath of Heaven, Breath of Earth: Ancient near Eastern Art from American Collections. The exhibit featured 64 masterpieces of ancient Near Eastern art and included a lecture and film series that drew record crowds and became the most popular exhibit organized to date.

12 6 CTPAB Annual Report Gilbert House Children s Museum welcomes over 70,000 visitors a year and participates in the Association of Science and Technology Centers admission program, in which members have free access to almost 300 science centers. Gilbert House continues to increase its marketing to reach visitors throughout Oregon and beyond. The Willamette Heritage Center at the Mill holds multiple events, historical/cultural classes, activities, and lectures each year. Annually, over 63,000 visitors come to the Mill. This year s sponsored TOT event was the Oregon Trail Live, where visitors reenacted emigrating to the West in covered wagons and homesteading and bartering for supplies. These are just a few of the wonderful events and organizations in our community helping to enhance the quality of life found only here in Salem. BOARD INITIATIVES AND FOCUS Our board enjoyed consistent member participation this past year. This benefit contributed to a depth of exploration into topics such as getting Council approval to experiment with a new category of Small Grants for organizations without 501 (c) (3) nonprofit status. The objective of the board was to build bridges with groups that could use additional funding for marketing to help attract a greater number of attendees, and thus fulfill one of our goals to Enhance the quality of life for Salem residents. Although our partners and stakeholders are embracing the opportunity to reach the portion of our population where English is a second language, the advisory board is looking at how we can best influence this evolution. Specifically, the Spanish speaking population accounts for approximately 25 percent of our local economy. Marketing opportunities like posters and flyers in Spanish and having designated times for non-english speaking museum tours are becoming more common. The passion of a couple of our board members to integrate this demographic and the Cultural Tourism community is part of a solution to creating a sense of belonging for the Latino population. With the apparent health of the tax collection for lodging stays, the board is evaluating the possibility of returning the maximum grant amount for a Major Special Event/Project to the pre-2008 amount of $10,000. We are constantly fine tuning the evaluation process and are in discussion for internal procedural improvements.

13 7 CTPAB Annual Report FY PROPOSED BUDGET AND OUTLOOK FY total resources are anticipated to increase by $311,440 or 10.6 percent compared to FY budget. The growth in revenue is attributed to increased transient occupancy tax collections throughout FY and anticipated to continue into the new budget year. The advisory board supports the FY proposed budget and approved the $415,650 in grant awards. The proposed budget includes the following. Continued support of the Salem Conference Center with $297,000 for marketing; Funding for tourism marketing activities through a contract with Travel Salem totaling $735,420; $415,650 in grant funding for 9 cultural facilities and tourist attractions, 24 special events, and 3 capital projects; $130,000 for capital improvements to city owned historic buildings; $71,640 for maintenance of city-owned historic structures, including Bush House, Bush Barn, Deepwood House, Gilbert House, Parrish House and Rockenfield House; $50,000 as a capital reserve for any unanticipated needs with city-owned historic buildings; $80,000 for city sponsored festivals or events, includes 4 th of July Fireworks, Salem Sunday Streets, River Rock Concert Series, High Street Hustle marathon, and Heritage All-Star project; $1,179,350 for landscape maintenance at the Bush property, Riverfront Park, Wallace Marine Park, Deepwood Estate, Pioneer Cemetery, the Mill Race, and other locations; $200,000 for continued improvements to Minto Brown Island trails; $200,000 for improvements to Wallace Marine Sports Complex; $60,000 for replacement of the Bush Park sprinkler system; $40,100 to help bring regional and national softball tournaments to Salem; and $205,080 for administrative costs for indirect administrative costs and contract management. IN SUMMARY Nationally, tourism spending is up considerably. Locally, Salem has enjoyed a respectable growth over the past several years. Leadership at the City level along with a strong effort from our DMO, Travel Salem is going to help balance the needs of marketing the great assets of our region including the many wonderfully operated historic facilities, welcoming clean, safe parks, bicycle tourists and agri-tourism from our area wineries. As the many event and project opportunities present themselves, the advisory board will be committed to help stretch the power of the monies that we assist in distributing to help our community and out of town visitors recognize the diversity and quality of activities in Salem. Thank you for your endorsement, Respectfully submitted, Scott Snyder, Chair

14 8 CTPAB Annual Report Cultural and Tourism Promotion Advisory Board Work Plan Adopted May 12, 2015 April 2015 March April Review of FY proposed budget with Budget Committee April 29 May Debrief for FY application process, review of upcoming FY grant contract and reporting documents CTPAB Annual Report to City Council May 29 Policy exception request/report to City Council June FY budget adoption July Appointment and orientation of new members Election of officers Percentage allocation discussion August Review of City Council Policy C-1, preparation of any policy revisions Percentage allocation recommendation September Final revisions to and preparation of any new funding cycle application materials Presentation of any recommendation on City Council Policy C-1 to City Council prior to initiation of FY funding cycle October Release FY application materials Pre-application conference November General business December Receipt of grant applications Distribution of applications to board 2016 January Scoring of applications February Review and deliberation of FY grant applications Receive City Manager s budget proposal March Submission of budget recommendation to City Manager Board Members Scott Snyder, Chair; Catherine Jarmin Miller, Vice Chair; Cara Fischer, Javier Navarro, Kenji Sugahara, Matias De Dios, Tiffany Partridge, Terra Hurdle, 1 Vacant

15 FOR COUNCIL MEETING OF: May 26, 2015 AGENDA ITEM NO.: TO: FROM: SUBJECT: MAYOR AND CITY COUNCIL KACEY DUNCAN, ITERIM CITY MANAGER REQUEST FOR EXCEPTION TO THE CULTURAL AND TOURISM FUND S REQUIRED 60/30/10 SPLIT FUNDING UNDER CITY COUNCIL POLICY C-1 FOR MAJOR TOURIST ATTRACTIONS AND CULTURAL FACILITIES ISSUE: Should City Council approve an exception to City Council Policy C-1 for the FY budget revising the funding allocation percentages in the Major Tourist Attractions and Cultural Facilities Division of the fund to percent for facility operating expenses, percent for special events/projects operating expenses, and 3.21 percent for capital asset/improvement projects? RECOMMENDATION: Staff recommends that City Council approve an exception to City Council Policy C-1 for the FY budget revising the funding allocation percentages in the Major Tourist Attractions and Cultural Facilities Division of the fund to percent for facilities operating expenses, percent for special events/projects operating expenses, and 3.21 percent for capital asset/improvement projects. SUMMARY AND BACKGROUND: Policy C-1 Exception City Council Policy C-1 defines funding allocation percentages for the three grant categories in the Major Tourist Attractions and Cultural Facilities (MTA/CF) Division of the Cultural and Tourism Fund. Policy C-1 allocates total funding for the MTA/CF Division as follows: Facilities operating expenses 60 percent Special events operating expenses not less than 30 percent Capital asset/improvement projects not more than 10 percent Any change in the policy-defined allocations requires an exception approved by the City Council. Exceptions to policy have been granted in the past based on the applicant pool and funding needs within the grant categories.

16 Council Policy C-1 Exception to 60/30/10 Funding Split for FY Council Meeting of May 26, 2015 Page 2 FACTS AND FINDINGS: Policy C-1 Exception The FY Cultural and Tourism Fund budget (as recommended by the Budget Committee) requires an exception to City Council Policy C-1. The recommended budget increases the award for Facilities Operating Expenses due to an increase in available funds for FY and fewer qualifying applications received for all other grant types. The below table illustrates total funding allocations by category as currently prescribed in policy and the funding allocations recommended as an exception to policy and necessary for adoption of the FY budget. Funding Category Current Policy Policy Exception Facilities Operating Expenses 60% $249, % $278,060 Special Events Operating Expenses 30% $124, % $124,240 Capital Asset/Improvement Projects 10% $41, % $13,350 Total 100% $415, % $415,650 The requested exception to City Council Policy C-1 would be effective for FY and would not influence future year funding allocations. Chris Neider, Management Analyst II CTPAB Staff Support G:\CD\Chris\TOT\Staff Reports\Staff Report Policy C-1 Exception 2015.docx

17 Cultural and Tourism Fund Fund Status Report - For the Period Ending April 30, 2015 Item 6.a. Resources Budget Actual Thru Budget Actual Thru FY % FY Apr FY Apr to FY Difference Beginning fund balance 1,177,240 1,265, , , , % Tax collections 2,931,960 2,217,008 2,350,000 1,966, , % Other revenue 12,000 64,607 12,000 26,591 38, % Other agencies 7,500 4,090 7,500 8,820 (4,730) % Interest earnings 3,800 5, ,816 2, % Loan principle - 9, , % Loan interest % Intrafund Budgeted Transfers % Transfers % Total Resources 4,132,500 3,566,935 3,099,890 2,886, , % Expenditures by Division FY FY Conference Center 298, , , ,433 7, % Tourism Promotion 714, , , , , % City Programs 1,834,360 1,065,722 1,237, , , % Administration 245, , , ,471 24, % Major Tourist Attractions and Cultural Facilities 405, , , ,219 46, % Contingency 120, , % Total Expenditures 3,618,700 2,561,483 2,844,990 2,107, , % Total Resources Less Expenditures 513,800 1,005, , , , %

18 Item 6.b. Transient Occupancy Tax - Actual Tax Revenue Annual JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN TOTAL Budget , , , , , , , , , , ,092 2,730,822 2,350, , , , , , , , , , , ,092 2,981,724 2,931,960 % Chg 12.95% 19.66% -1.10% 11.54% 13.17% 8.61% 2.52% 22.26% 22.41% 0.00% 0.00% 9.19% 3,037, , , , , , ,000 - JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN Chart and graph demonstrate actual revenue for FY and FY This revised hotel tax revenue chart - which is a fiscal year to fiscal year comparison rather than a "running year" comparison - reconciles to the City's general ledger. Tax receipts are recorded on a cash basis throughout the fiscal year and modified in June to record revenues earned in June and received in July. As the result, general ledger reports reflect no cash receipts in July of each fiscal year and two months of cash receipts in June. YTD Apr. FY ,966,106 YTD Apr. FY ,217,008 Variance FY to FY %

19 CTPAB Completion Report TOT Funds Supporting Salem Tourism Facility Operating Grant Please use this form to report how your facility has enhanced Salem tourism or cultural opportunities for our residents. Organization: A. C. Gilbert's Discovery Village Name and Location of Facility: 116 Marion Street NE, Salem OR Reporting Period: 1 st 2 nd X 3 rd or 4 th quarter of FY Total number of days open: 83 Total hours of operation: 555 Volunteer hours for period: 441 Total attendance at facility: 17,726 Operating expenses funded by TOT, $7,180 and special project expenses funded by TOT Total income from other sources: $153,203 What did your organization do to contribute to Salem s appeal as a tourist destination? Highlight one activity that occurred during the period. Two years ago we made a commitment to ensuring a clean, safe and welcoming environment for visitors to Gilbert House. This year we extended that commitment to the outside perimeter of our site. We want Riverfront Park visitors to have a visually pleasing experience as they walk along the river and past the historic homes that make up the Museum. While this has traditionally been the responsibility of the City Parks and Recreation Department, budget cuts and the need to use community service labor, which is difficult to schedule, has caused the area to look unkempt and somewhat bedraggled. As part of our commitment to Riverfront Park we had 25 volunteers from Kaiser Permanente help with weeding, cutting back overgrowth, cleaning up flower beds and laying new bark mulch along the perimeter of our site. We covered the cost of supplies, landscape materials and hauling yard waste. Also, as part of our commitment we have met with the City Parks and Recreation Department to discuss a landscape maintenance plan for the Spring and Summer where we will take over partial responsibility for the perimeter grounds. We will be receiving a donation of lawnmower, edger and trimmer from a community member and incurring labor costs to ensure the site looks attractive and community members point to with pride and tourists return home and tell their friends about. Report on one of the benchmarks or performance measures used by your organization (provide data and an explanation of how the data was collected). We set a goal to increase the number of our membership. We have increased membership from 1,562 to 1,767 since March We track this though the Salesforce database. We believe this increase is a result of our continued focus on providing a quality day-to-day experience for our visitors though updated exhibits, our weekly activities and good customer service. Submitted by: Joanna Engle, Executive Director Date:

20 CTPAB Completion Report Facility Operating Grant TOT Funds Supporting Salem Tourism Please use this form to report how your facility has enhanced Salem tourism or cultural opportunities for our residents. Organization: Friends of Deepwood Name and Location of Facility: Deepwood Museum & Gardens (previously Historic Deepwood Estate) Reporting Period: 1 st 2 nd 3 rd _X_ or 4 th quarter of FY Total number of days open: 37 House/ 90 Gardens Total hours of operation: 185 House Volunteer hours for period: 378 Total attendance at facility: 3,641 Operating expenses funded by TOT, $ 7,815, and special project expenses funded by TOT, $_0_ (i.e., one-time events, brochures, unanticipated repairs) for the period. Total income from other sources: $31, What did your organization do to contribute to Salem s appeal as a tourist destination? Highlight one activity that occurred during the period. Comcast Newsmakers of Oregon and Southwest Washington, hosted by Ken Ackerman, shot 12 interviews at Deepwood on March 5 th. The videos will be shown on television (including CNN) and available streaming through the Comcast website and You Tube. Deepwood was one of the interviews conducted and Comcast will provide the video free of charge to be used for promotional purposes. Other local non-profits and attractions were highlighted in the interviews, including the Willamette Art Center, Keizer s Big Toy project, Marion-Polk Food Share, and the Willamette Humane Society. Report on one of the benchmarks or performance measures used by your organization (provide data and an explanation of how the data was collected). One of Deepwood s defined benchmarks is to offer a wider variety of educational opportunities for Salem-area children. During this quarter Deepwood kicked off its new Kids EdVentures (educational adventures) programs with a hands-on history event focused on Presidents Washington and Lincoln held on President s Day and a children s etiquette tea presented on March 27. Upcoming K-12 programming includes Art & Culture, Nature EdVentures (taught in the Deepwood gardens), and Sherlock Holmes Forensic Science. Designated donations are being solicited to support Kids EdVentures to offer programs free to the public, or at significantly reduced fees to enable low income families to participate. Submitted by: Lynne Richardson, Executive Director Date: 04/27/15

21 Children s Etiquette Tea Etiquette expert Sharon Hoff teaches children the proper way to eat at the table Hands-on History, President s Day Children build Lincoln-themed log cabins out of pretzels and peanut butter, then make Washington-inspired powdered wigs out of cotton balls.

22 CTPAB Completion Report TOT Funds Supporting Salem Tourism Facility Operating Grant Please use this form to report how your facility has enhanced Salem tourism or cultural opportunities for our residents. Organization: Gilbert House Children's Museum Name and Location of Facility: 116 Marion Street NE, Salem OR Reporting Period: 1 st X 2 nd 3 rd or 4 th quarter of FY Total number of days open: 84 Total hours of operation: 562 Volunteer hours for period: 1,210 Total attendance at facility: 16,498 Operating expenses funded by TOT, $7,180, and special project expenses funded by TOT, (i.e., one-time events, brochures, unanticipated repairs) for the period. Total income from other sources: $118,053 What did your organization do to contribute to Salem s appeal as a tourist destination? Highlight one activity that occurred during the period. On Veterans Day, November 11th, we held our annual Community Day, allowing everyone free admission into the Museum. Community Days are held on President's Day and Veterans Day each year. This Community Day we had over 1,800 visitors come through our doors and enjoy our exhibits and activities! Because of the free admission families were able to enjoy other nearby venues and restaurants that they otherwise might not have been able to afford, making a family fun day for all. It was also a day that local residents could share with of town guests and very cost effective for those who traveled to get here. Willamette University Chemistry Club held workshops where things fizzed, foamed and blew up (always a favorite), The Young Magicians Club shared their talents and amazed the audiences, The Fencing Club brought costumes to try on and demonstrated their swordsmanship and the carvers from Salem Riverfront Carousel impressed everyone with their skill and talents. The day proved to be a fun learning event for all. Report on one of the benchmarks or performance measures used by your organization (provide data and an explanation of how the data was collected). We would like to increase the number of Gilbert House members who live outside the Salem area and are using our programming to aid in that goal. A popular class is our Homeschool Hangout, held every third Friday of the month. The topic is decided upon in collaboration with the class and this quarter the classes studied horses (mythology, anatomy and their contribution to human culture), Africa (the unique plants animals and traditions) and in order to prepare the students to enter the World Beat poster contest, Drums (the importance of drums in different cultures in relation to art, communication and entertainment). At this time an average of 20% of the students are from outside the Salem Area. Submitted by: Joanna Engle, Executive Director Date:

23 CTPAB Completion Report Facility Operating Grant TOT Funds Supporting Salem Tourism Please use this form to report how your facility has enhanced Salem tourism or cultural opportunities for our residents. Organization: Hallie Ford Museum of Art, Willamette University Name and Location of Facility: Hallie Ford Museum of Art, 700 State Street, Salem, OR Reporting Period: 1 st 2 nd 3 rd _X 4 th quarter of FY Total numbers of days open: 73 Total hours of operation: 475 Volunteer hours for period: 112 Total attendance at facility: 6,685 (thru 3/24/15) Operating expenses funded by TOT, $0, and special project expenses funded by TOT, $7, (i.e. one-time events, brochures, unanticipated repairs) for the period. Total income from other sources: $135, What did your organization do to contribute to Salem s appeal as a tourist destination? Highlight one activity that occurred during the period. The Hallie Ford Museum of Art at Willamette University houses an encyclopedic collection of European, Asian, American, regional, and Native American art in four permanent galleries and mounts world-class temporary exhibitions in two temporary exhibition galleries that attract visitors from up and down the I-5 corridor. In addition, we organize a wide variety of education programs intended to broaden the scope of our collections and exhibitions and provide further cultural opportunities for Salem residents. During the third quarter of FY , we presented several exciting and popular exhibitions that attracted audiences from throughout the region. Our major winter exhibition was Roger Shimomura: An American Knockoff (January 17-March 29), a major retrospective exhibition for this Seattle native and Lawrence, Kansas-based painter and printmaker who explores issues of ethnicity and identity in his work. Our other major winter exhibition was Myra Albert Wiggins: A Photographer s Life (February 14-April 26), an exhibition of photographs and archival material by this early 20th century Salem photographer and early member of Alfred Stieglitz s Photo Secessionist Group who was considered, during her lifetime, one of the foremost women photographers in the United States. During the third quarter of , the Hallie Ford Museum of Art attracted 6,685 visitors as of March 24, Stories on Roger Shimomura appeared in The Statesman Journal and Collegian in January (tied to the Rev. Dr. Martin Luther King, Jr. Week Celebration at

24 Willamette, which focused on Japanese American internment during WWII this year). In addition, stories about Myra Wiggins appeared in The Oregonian and The Collegian in February, and guest curator Roger Hull was interviewed about the exhibition several local radio stations and on CCTV. Posters were distributed throughout Salem to promote both exhibitions; a travel package was developed with The Grand Hotel in conjunction with the Shimomura exhibition; and a 12 x 24 exhibition banner on the side of our building helped further promote the Shimomura exhibition to motorists and pedestrians. In addition to the temporary exhibitions mentioned above, we presented a number of education programs during the winter that further enhanced the quality of life in Salem. These included a lecture by Roger Shimomura, who served as the keynote speaker for the MLK Week Celebration at Willamette (450 attendees); two films, Witness: The Legacy of Heart Mountain and The Cats of Mirikitani (100 participants each); Within the Silence, a one act play about Japanese American internment (150 attendees); and two lectures on Myra Wiggins (100 participants each). In addition, education curator Elizabeth Garrison organized an evening for educators to help prepare teachers to tour Roger Shimomura: An American Knockoff and docents offered tours of the exhibition beginning in late January. Report on one of the benchmarks or performance measures used by your organization (provide data and an explanation of how the data was collected). One of the Hallie Ford Museum of Art s benchmarks or performance measures over the next 12 to 18 months is membership development, an area that has been neglected over the past decade (our membership hovered around 250 members for 15 years). Based on the demographics of Salem and the quality and diversity of our collections, exhibitions, and programs, we have established a membership goal of 1,000 individual, family, and business members by the spring of In order to achieve this goal, we hired a full-time membership/public relations manager in 2012 to implement various membership strategies, initiatives, and drives, including new categories and benefits, recruitment receptions, telethons, direct mail drives, special tours, etc. During the past two years, we have already seen a significant jump in membership, from about 250 members when we started 21 months ago to our current level of approximately 600 members, with many at the $100 level and above. Similarly, another benchmark or performance measure has been to increase our visitation, and for this year so far, our attendance figures are on par with the previous year when we presented our blockbuster exhibition Breath of Heaven, Breath of Earth: Ancient Near Eastern Art from American Collections. Attendance is always driven by exhibitions and programs, and with a number of exciting and dynamic exhibitions and programs planned during the next few years, we anticipate seeing those numbers continue to rise as people become aware of the Hallie Ford Museum of Art as an important cultural attraction and tourist destination. Submitted by: Date: John Olbrantz March 25, 2015

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26 CTPAB Completion Report Facility Operating Grant TOT Funds Supporting Salem Tourism Please use this form to report how your facility has enhanced Salem tourism or cultural opportunities for our residents. Organization: Salem Art Association Name and Location of Facility: Bush Barn Art Center (BBAC) and Bush House Museum (BHM) Reporting Period: 1st 2nd 3rd _X_ or 4th quarter of FY Total number of days open January - March: 76 Days BBAC & 20 Days BHM Total hours of operation January - March: 607 Hours BBAC & 80 Hours BHM Volunteer hours for period January - March: 845 Hours BBAC & 375 Hours BHM Total attendance at facility January - March 4,280 Visitors BBAC & 178 Visitors BHM Operating expenses funded by TOT, $8,012.50, and special project expenses funded by TOT, $ 0_ (i.e., one-time events, brochures, unanticipated repairs) for the period. Total income from other sources: $484,369 What did your organization do to contribute to Salem s appeal as a tourist destination? Highlight one activity that occurred during the period. The Bush Barn Art Center attracts 30,000 visitors annually and serves to increase the economic impact of Salem by attracting one-third of its visitors from outside the Salem area, including tourists from out of state and abroad. SAA s distribution of gallery exhibition information, monthly press releases, and special event announcements reaches 82 media contacts throughout Oregon. As well as receiving frequent coverage in the Statesman Journal, the Art Center also receives mention in oregonlive.com, the Oregonian s website. In 2013, the Bush Barn Art Center was featured in Sunset Magazine, reaching a much wider audience. Another way that the Art Center increases tourist appeal is by serving its constituency well. The Bush Barn Art Center is a principal cultural attraction in Salem for residents as well as tourists. For instance, the annual Young Artists Showcase creates a venue for some of our community s youngest members to take part in Salem s arts and culture scene. This event is unique to the area and offers all K-12 students living in Marion, Polk, and Yamhill counties with the opportunity to be celebrated and recognized as artists. Now in its fourth year, the Young Artists Showcase has grown into a highly anticipated event for K-12 students, teachers, and parents in the tri-county area. The opening reception of the 2015 Young Artists Showcase (YAS) was a resounding success with over 500 pieces of student art submitted and 254 people in attendance. Area schools were well represented: 6 high schools, 6 middle schools, 12 elementary schools, 7 private schools, as well as many home school participants. Other art education partners included the Boys and Girls Club, Oregon School for the Deaf, Hillcrest Youth Correctional Facility, The Abbey Art

27 Center, and the Salem Art Association s Artists in the Schools Program. Additional K-12 youth submitted entries in the All Community Youth Show category. City Councilor Tom Anderson presented the Mayor s Award at the morning ceremony held for elementary students and again at the afternoon ceremony held for middle school and high school students. His message to youth was about the importance of arts in the community and the significant role that the arts had played in his life as a boy of years of age. It was a time when his parents were going abroad to Europe and asked him and his two siblings what they would like them to bring back as mementos. One sibling asked for new shoes, and the other asked for the latest gizmo, but Tom asked for a piece of art. His parents did not disappoint and brought him a work from a street artist in Paris, a piece of art he still proudly displays in his home today. He shared with youth the lasting effect that art has had on his life as compared with the ephemeral qualities of the gifts his siblings requested. The Children s Activity Center in the Alcove Gallery, dedicated to the Epping Family Foundation in 2014 for their help in supporting YAS, was a hive of activity. Burgeoning young artists were able to create their own art during the reception and then have it displayed adjacent to the Showcase. This hands-onactivity area is immensely popular and available for youth to use throughout the duration of the YAS exhibit. Only one week after the opening, an entire wall was filled with new artwork created by local youth. The Bush Barn Art Center seeks to enrich lives through visual art. The Young Artists Showcase achieves this vision through each child served by supporting artistic and academic success. Ava Spicer, age 9, was selected as the official poster artist winner for next year s Young Artists Showcase. She won for her Owl painting, acrylic on paper, submitted in the All Community Youth Show category. One staff member reported seeing Ava after she had won the award: She was all lit up as she was leading someone from the crowd to view her award. For many youth like Ava, public recognition in front of their peers, teachers, and family members can be a pivotal moment, increasing self-esteem and confidence while building social awareness that comes through participating in the artistic process..

28 Collaborative partnerships, community participation, informational outreach, and the variety of artwork represented all attributed to the success of the exhibition, but one of the clearest indicators of success was the enthusiasm and the sense of ownership that the participants brought to this show. This was truly their Showcase where their best works were honored and exhibited for visitors from their schools, families, and community, as well as regional and national visitors to the Bush Barn Art Center. (All photos for SAA use only) For the fourth year in a row, the Young Artists Showcase has been made possible through a generous sponsorship by Maps Credit Union. The Larry and Jeanette Epping Family Fund also stepped in to support the exhibition for the second year in a row. Report on one of the benchmarks or performance measures used by your organization (provide data and an explanation of how the data was collected). SAA made good progress toward meeting two of its benchmarks: Outcome 2: SAA will offer at least ten free events, including six exhibition openings at the Bush Barn Art Center. Outcome 4: At least 30,000 people will visit the Bush Barn Art Center, 2,700 people will visit the Bush House Museum. The Young Artists Showcase is one of SAA s most highly attended exhibits and is estimated to attract approximately 2,500 visitors throughout the exhibit s duration from March 14 April 25. In addition, the Bush Barn Art Center held the following exhibits: Emerging Artist Clayton Sukau, Faces of Art, Realism to Abstraction, and an ongoing exhibit through December 23rd 50 works, 50 Weeks, 50 Years featuring SAA s Permanent Collection. The Art Center also featured artists Dale Kurtz and Rebekah Rigsby. During the third quarter we had approximately 4,280 visitors to the Bush Barn Art Center. The Bush House Museum was closed January February for its annual period of program planning and project completion. Since reopening on March 1, 2015, there have been 178 visitors to the Bush House Museum. Submitted by: Denise Magee, Grants Manager Date: 4/8/2015