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 Vacant Cara Fischer Javier Navarro Kenji Sugahara Tiffany Partridge Terra Hurdle Matias Trejo De Dios City Staff Chris Neider, Staff Liaison Kelly Kelly, Staff Support Next Meeting: Nov. Public Works, City Hall Room 320, 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. 1. Call to Order 2. Roll Call 3. Approval of Minutes a. September 9, 2014 MEETING AGENDA Tuesday, October 14, :00-8:00 PM Salem City Hall, Public Works Room Liberty St SE, Salem 4. Public Testimony - limited to three minutes per organization and pertaining to items on the agenda 5. Items Requiring Action a. Lord & Schryver Scores b. FY TOT Grant Schedule c. FY Grant Application Manual & Applications w/new Small Grant Application for adoption 6. Information Items a. Cultural and Tourism Fund Reports - September 2014 b. Cultural and Tourism Fund Revenue (Tax) Reports c. Facility Operating Grant Reports Gilbert House, Historic Elsinore, Salem Art Association d. Special Event Reports Salem Art Association (Salem Art Fair) 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, September 9, 2014 Item 3.a. MEMBERS PRESENT Scott Snyder, Chair Catherine Jarmin Miller Cara Fischer Javier Navarro Terra Hurdle Matias Trejo De Dios Vacant MEMBERS ABSENT Kenji Sugahara Tiffany Partridge STAFF PRESENT Chris Neider, CD Management Analyst GUESTS Steven Martin, Elsinore Theatre Amy Vandegrift, Willamette Heritage Center Ross Swartzendruber, SCN Karin Putnam, Willamette Art Center Christine Whiteside, OR Symphony Salem Graham Morris, Salem Multicultural Institute Phil Decker, Four Corners Elementary GUESTS Ross Sutherland, SAA Bush House Museum Roberto Oran, Artist Enrique Luna, Prestame tu Peine Eduardo Gonzalez-Viana, WOU Professor Marina Belloc, Guest Roseo Martinez, WOU Student Maureen Dolan, WOU Professor 1. CALL TO ORDER With a quorum present, Chair Scott Snyder began the meeting at approximately 5:40 p.m. 2. ROLL CALL Members present: Scott Snyder, Catherine Jarmin Miller, Cara Fischer, Terra Hurdle, Javier Navarro, Matias Trejo De Dios, and Chris Neider. 3. APPROVAL OF MINUTES Motion: Move to approve minutes of July 8, Motion by: Seconded by: Terra Hurdle Catherine Jarmin Miller ACTION: APPROVED Vote: 6-0 Aye: 6 Nay: 0 Abstentions: 0 CTPAB Minutes September 9, 2014 Page 1

3 4. PUBLIC TESTIMONY Phil Decker, Principal of Four Corners Elementary School, 500 Elma Ave SE, Salem, OR 97317, gave testimony in support of WOU partnership to strengthen connections with the Latino community. Phil Decker affirmed their approach and is excited for the new Cultural Ambassador program. 5. ITEMS REQUIRING ACTION 5.a. Lord & Schryver Letter requesting a change of award to develop interpretive material for Gaiety Hollow visitors. Motion: To approve Lord & Schryver s change of Capital Improvement Grant from Security System to Interpretive Material for Gaiety Hollow visitors. Motion by: Seconded by: ACTION: Cara Fischer Scott Snyder Motion withdrawn after discussion. Motion Amended: Have Lord & Schryver provide clarifying details of their Capital Improvement Grant request to fund new interpretive materials for Gaiety Hollow visitors rather than a security system. Application will be reviewed at next CTPAB meeting. Motion by: Seconded by: Catherine Jarmin Miller Terra Hurdle ACTION: APPROVED Vote: 6-0 Aye: 6 Nay: 0 Abstentions: 0 5.b. Western Oregon University Letter Announcing support for the Cultural Ambassadors program, comprised of WOU students working as interns at cultural sites, providing translation services and acting as cultural ambassadors giving tours at these sites. Professor Maureen Dolan presented her vision of the program and asked for committee input and support. Motion: Move to accept and endorse the WOU letter and Cultural Ambassador program. Motion by: Seconded by: Catherine Jarmin Miller Javier Navarro ACTION: APPROVED Vote: 6-0 Aye: 6 Nay: 0 Abstentions: 0 CTPAB Minutes September 9, 2014 Page 2

4 5.c. Special Event/Small Event Grant Application Changes A sub-committee of Catherine Jarmin Miller, Matias Trejo De Dios and Javier Navarro met and provided some recommended changes to the Special Event/Small Event Grant Application to make it more conducive to encouraging emerging organizations, new or small events. ACTION: Have sub-committee further refine changes to Special Event/Small Grant Application to make it more conducive to encourage emerging organizations, new or small events. Bring application changes to October meeting for a motion/vote. 5.d. Member Kenji Sugahara requested consideration to move CTPAB Meeting start time from 5:30 PM to 6:00 PM. The potential meeting time would be 6:00 PM to 8:00 PM. Motion: Adjust CTPAB meeting start time from 5:30 PM to 6:00 PM. Motion by: Seconded by: Matias Trejo De Dios 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 June Reports - FY13-14 Year-End & Aug 2014 b. Cultural and Tourism Fund Revenue (Tax) Reports c. Facility Operating Grant Reports A.C. Gilbert s, Hallie Ford Museum, Riverfront Carousel, Salem Art Association, Salem Multicultural Institute, Willamette Heritage Center d. Special Event Reports Salem Chamber Orchestra, Willamette Heritage Center, World Beat Festival 2014 e. Capital Improvement Reports Bush House Museum Carpet Replacement, Willamette Heritage Center HVAC Replacement f. Annual Reports None 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: Graham Morris, SMI; Karin Putnam, WAC; Steve Martin, Elsinore Theatre; Phil Decker, Salem Photo League; (go to SalemIS.org); Marina Belloc, International Contest for children, Roberto Oran, Artist; Enrique Luna, Prestame tu Peine; Christine Whiteside Oregon Symphony; Ross Swartzendruber, Salem Creative Network; Maureen Dolan, WOU; Roseo Martinez, WOU; Amy Vandegrift, Willamette Heritage Center; Ross Sutherland, Salem Art Association. CTPAB Minutes September 9, 2014 Page 3

5 8. OTHER BUSINESS None. 9. ADJOURNMENT With no further business, Chair Scott Snyder adjourned the meeting at approximately 7:15 p.m. Respectfully Submitted, Kelly Kelly, Board Staff Support G:\CD\Chris\TOT\Meeting Minutes\TOT Minutes \CTPAB Draft Minutes September 9, 2014.docx CTPAB Minutes September 9, 2014 Page 4

6 Capital Asset Improvement Scoring Sheet Lord & Schryver Conservancy - Interpretive Materials $1,400 Score: Submitted Score 1 79 Submitted Score 2 91 Submitted Score 3 87 Submitted Score 4 90 Submitted Score 5 92 Submitted Score 6 79 Average Score: 86.3

7 TOT Grant Schedule Item 5.b. PROPOSED DATES November 19, 2014 Wednesday 1-2 pm 1 st opt. November 19, 2013 Wednesday 5:30 pm 2 nd opt. December 19, 2014 Friday January 9, 2015 Friday January 20, 2015 Tuesday February 9, 2015 Monday ACTION Release FY applications and hold 45 min. pre-application conference. Wednesday 1-2 pm Pringle Hall Wednesday 5:30 pm CD Conference Room 305 FY applications due. Technical review completed and application notebooks delivered to board members. Reschedule January meeting to third Tuesday to provide more time for board review. Meeting agenda - review and discussion of applications. Final scoring due from board members. (electronic submission) February 10, 2015 Tuesday CTPAB regular meeting. Meeting agenda ranking and deliberation of applications and preliminary budget review. March 10, 2015 Tuesday Final budget recommendation.

8 FY TRANSIENT OCCUPANCY TAX GRANT APPLICATION MANUAL CONTENTS Requirements All Applicants Page 2 Capital Asset / Improvement Grant Page 3 Facility Operating Grant Page 3 NEW Large & Small Special Event / Project Operating Grant Page 3 Application Check List Capital Asset / Improvement Grant Page 4 Facility Operating Grant Page 5 NEW Large Special Event / Project Operating Grant Page 6 Small Special Event / Project Operating Grant Page 7 Examples of Measurable Outcomes for Special Event Operating and Capital Asset / Improvement Grants Page 8 Scoring Rubric Valuation Page 9 Scoring Criteria and Rubric Capital Asset / Improvement Grants Page 10 Facility Operating Grants Page 11 Large Special Event / Project Operating Grant Page 12 Small Special Event / Project Operating Grant Page 13 Reporting Form Capital Project Completion Page 14 Facility Operations Quarterly Page 15 Special Event / Project Completion Page 13 1

9 REQUIREMENTS FOR ALL APPLICANTS Compliance with Section 56 of Salem s City Charter Section 56 of the Charter provides that TOT funds may only be used for the following purposes: Enhancement and beautification of vehicular and pedestrian entrance-ways to the city; Urban beautification generally; Improvements to or operation of major tourist attraction or cultural facilities; or Activities performed directly by the city or through contracts that promote use of Salem for conventions, conferences, seminars or for general tourism. IRS Status Applicant must be a non-profit corporation having tax-exempt status under section 501(c) (3), 501(c) (4) or 501(c) (6) of the Internal Revenue Code at the time of application submission. Provide a copy of organization s current 501(c) (3), 501(c) (4) or 501(c) (6) IRS determination letter. Reporting Requirements As applicable, reporting on the use of TOT funds for the previous fiscal year must be complete. Application Submittal Completed application must be received by the Cultural and Tourism Promotion Advisory Board by Friday, December 19, 2014, 5:00 pm. Submit completed application in a sealed envelope marked: FY TOT Funding Application Cultural and Tourism Promotion Advisory Board Attn: Chris Neider City of Salem Community Development Office Room Liberty Street SE, Salem, OR Disqualification Notice An otherwise eligible applicant could be disqualified for this grant for failure to comply with Section 56 of the City Charter, failure to meet reporting requirements and deadlines, supplying the Salem Cultural and Tourism Promotion Advisory Board with inaccurate information, or other non-compliance with city contracts. Note to All Applicants: The Cultural and Tourism Promotion Advisory Board s recommendations on funding and grant awards are advisory. The Salem City Council makes the final award decision. 2

10 REQUIREMENTS FOR CAPITAL ASSET / IMPROVEMENT PROJECT GRANT APPLICANTS 1. One application per organization/applicant for a capital asset/improvement project. 2. A TOT grant request not to exceed $10,000 and represent not more than 50 percent of the project budget. The remaining 50 percent of the project budget, which is the grant match, must be at least 60 percent cash and 40 percent in-kind. The value of the in-kind match may exceed the amount equivalent to 40 percent of the total grant match. However, the budget must detail a cash contribution equivalent to not less than 60 percent of the grant match necessary for the project budget. The cash contribution may be provided by multiple sources. TOT grant may not reimburse more than 50 percent of actual costs. 3. Capital asset must be necessary for the continued operation of the facility and a capital improvement must increase the useful life of the facility or increase the types of uses for the building or structure upon which it is installed. 4. For City owned facilities: Provide statement from the City s contract administrator acknowledging application and operator s responsibility for project under operating agreement. REQUIREMENTS FOR FACILITY OPERATING GRANT APPLICANTS 1. New applicants for facility operating grants are required to have successfully completed three transient occupancy tax-funded special event and/or capital project grants prior to applying for a facility operating grant. 2. Facility operators are limited to a maximum of three TOT grants per year. 3. The facility must provide programs and services 12 months per year. 4. Copy of 990 form for most recently completed fiscal year. 5. Copy of lease or rental agreement for non owner-occupied facilities (excludes cityowned facilities). REQUIREMENTS FOR LARGE AND SMALL SPECIAL EVENT/ PROJECT OPERATING GRANT APPLICANTS 1. An organization may apply for special event / project operating grant funding for a maximum of two events. 2. Limitation - An event with the primary focus to raise funds for purposes which are not in compliance with Chapter 56 of the Salem City Charter is ineligible to receive funding. NEW 3. A not-for profit group without official IRS non-profit status may apply for a small event grant as long as it partners with an organization with the appropriate IRS status (see page 2). This will not count towards the three grant limit for facility operators. 3

11 CAPITAL ASSET / IMPROVEMENT GRANT APPLICATION CHECKLIST PLEASE USE THIS CHECKLIST TO ENSURE YOUR APPLICATION IS COMPLETE. APPLICATIONS MISSING ANY OF THE BELOW-LISTED REQUIRED MATERIALS WILL NOT BE CONSIDERED FOR FUNDING. All applicant/contact information. Copy of current 501(c) (3), 501(c) (4) or 501(c) (6) IRS determination letter. Statement of eligibility under charter. (Project Description, Section 1 of application) Description of project and how it will preserve structural integrity and/or enhances operations and maintains the viability of the facility. (Project Description, Section 1 of application) For City owned facilities: Provide statement from the City s contract administrator acknowledging application and operator s responsibility for project under operating agreement. Copy of lease or rental agreement for nonowner occupied facility. (Project Description, Section 1 of application) Statement of how the project meets TOT board goals (CTPAB Goals, Section 2 of application) Measurable outcomes. (CTPAB Goals, Section 2 of application) Summary of three completed projects in past five years. (Past Performance, Section 3 of application. Budget narrative identifying use of TOT funds, the percentage of total budget, represented by TOT funds, in-kind support, and plan for future maintenance. (Project Budget, Section 4 of application) Capital project budget with all revenues/resources and expenses. (attachment) (Project Budget and Cost Estimate, Section 4 of application) Two cost estimates from qualified professionals on letterhead. (attachment) (Project Budget and Cost Estimate, Section 4 of application) 4

12 FACILITY OPERATING GRANT APPLICATION CHECKLIST PLEASE USE THIS CHECKLIST TO ENSURE YOUR APPLICATION IS COMPLETE. APPLICATIONS MISSING ANY OF THE BELOW-LISTED REQUIRED MATERIALS WILL NOT BE CONSIDERED FOR FUNDING. All applicant/contact information. (top section of application) Copy of current 501(c) (3), 501(c) (4) or 501(c) (6) IRS determination letter. (attachment) Copy of 990 form for most recently completed fiscal year. (attachment) Copy of lease or rental agreement for non owner-occupied facilities (excludes cityowned facilities). (attachment) Copy of current strategic plan or business plan. (attachment) Organizational narrative including mission statement, description of facility, programs, services, and staffing and volunteers. (Organization Narrative, Section 1 of application) Statement of how the project meets TOT board goals (CTPAB Goals, Section 2 of application) Measurable outcomes. (CTPAB Goals, Section 2 of application) Description of partnerships with other organizations/businesses and explanation of how partnerships contribute to Salem s appeal as a tourist destination. (CTPAB Goals, Section 2 of application) Summary of accomplishments in the past years. (Past Performance, Section 3 of application. Financial information for most recently completed fiscal year (actuals), current fiscal year (budget), and if available, the upcoming fiscal year (budget). (attachment) (Organizational Budget, Section 4 of application) Explanation of diversified funding sources and any reasons for a deficit. (Organizational Budget, Section 4 of application) 5

13 LARGE SPECIAL EVENT / PROJECT OPERATING GRANT APPLICATION CHECKLIST PLEASE USE THIS CHECKLIST TO ENSURE YOUR APPLICATION IS COMPLETE. APPLICATIONS MISSING ANY OF THE BELOW-LISTED REQUIRED MATERIALS WILL NOT BE CONSIDERED FOR FUNDING. All applicant/contact information. Copy of current 501(c) (3), 501(c) (4) or 501(c) (6) IRS determination letter. Statement of eligibility under charter. (Project Description, Section 1 of application) Summary of event or project including date and location for events and timeframe for projects (Project Description, Section 1 of application) Description of planning activities to date, plans for marketing and promotion, and collaborative activities or partnerships (if any) (Project Description, Section 1) Description of how the event/project complements/supports other events and projects (Project Description, Section 1 of application) Statement of how the project meets TOT board goals (CTPAB Goals, Section 2 of application) Measurable outcomes. (CTPAB Goals, Section 2 of application) Summary of three completed projects/events in past five years. (Past Performance, Section 3 of application) Budget narrative identifying use of TOT funds, the percentage of total budget, represented by TOT funds, how it will be used to leverage other support, and in-kind support. (Project Budget, Section 4 of application) Special Event budget with all revenues/resources and expenses, including the specific use of TOT funding identified and the percent TOT funding represents of the total budget. (narrative and attachment) (Project Budget, Section 4 of application) 6

14 SMALL SPECIAL EVENT / PROJECT OPERATING GRANT APPLICATION CHECKLIST PLEASE USE THIS CHECKLIST TO ENSURE YOUR APPLICATION IS COMPLETE. APPLICATIONS MISSING ANY OF THE BELOW-LISTED REQUIRED MATERIALS WILL NOT BE CONSIDERED FOR FUNDING. All applicant/contact information. Copy of current 501(c) (3), 501(c) (4) or 501(c) (6) IRS determination letter. Statement of eligibility under charter. (Project Description, Section 1 of application) Summary of event or project including date and location for events and timeframe for projects (Project Description, Section 1 of application) Description of planning activities to date, plans for marketing and promotion, and collaborative activities or partnerships (if any) (Project Description, Section 1) NEW Description of how project non-profit partner and a copy of its IRS tax determination letter (Project Description, Section 1 of application) Statement of how the project meets TOT board goals (CTPAB Goals, Section 2 of application) Measurable outcomes. (CTPAB Goals, Section 2 of application) Statement of qualifications of applicant and project partner to carry out the event/project. Budget narrative identifying use of TOT funds and in-kind support. (Project Budget, Section 4 of application) Special Event budget with all revenues/resources and expenses, including the specific use of TOT funding identified and the percent TOT funding represents of the total budget. (narrative and attachment) (Project Budget, Section 4 of application) 7

15 EXAMPLES OF MEASURABLE OUTCOMES FOR SPECIAL EVENT / PROJECT OPERATING GRANTS AND CAPITAL ASSET / IMPROVEMENT PROJECT GRANTS EXAMPLES: Special Event / Project Measures 1. Attendance at Event 2. Gate Receipts for Event 3. Donations Received at Event 4. Number of Community Partners 5. Lodging Nights Attributable to Event 6. Other: Provided by Applicant Capital Project Measures 1. Diversified Project Funding Number of Funding Sources Accessed 2. Volunteer Hours Used to Complete Project 3. Amount of Time From Project Implementation to Project Completion 4. Anticipated Reduction in Operating Costs Resulting from Project 5. Anticipated Improvement in Operating Efficiency Resulting from Project 6. Other: Provided by Applicant 8

16 SCORING CRITERIA AND RUBRIC Rubric Valuation Value Description Score Excellent Satisfactory Unsatisfactory Clearly demonstrates compliance with Chapter 56 of the City Charter through the operation of or improvement to a major tourist attraction or cultural facility and/or by promoting use of Salem for general tourism. Strongly contributes to the Cultural and Tourism Promotion Advisory Board goals of increasing revenues / room nights, increasing the overall estimated economic impact of tourism, and enhancing the quality of life for Salem s residents. Merits investment of transient occupancy tax revenues. Demonstrates compliance with Chapter 56 of the City Charter through the operation of or improvement to a major tourist attraction or cultural facility and/or by promoting use of Salem for general tourism. Contributes to the Cultural and Tourism Promotion Advisory Board goals of increasing revenues / room nights, increasing the overall estimated economic impact of tourism, and enhancing the quality of life for Salem s residents. Merits investment of transient occupancy tax revenues. Makes an incomplete or inadequate demonstration of compliance with Chapter 56 of the City Charter through the operation of or improvement to a major tourist attraction or cultural facility and/or by promoting use of Salem for general tourism. Makes an insignificant contribution to the Cultural and Tourism Promotion Advisory Board goals of increasing revenues / room nights, increasing the overall estimated economic impact of tourism, and enhancing the quality of life for Salem s residents. Does not merit investment of transient occupancy tax revenues

17 Capital Asset / Improvement Grant Scoring Criteria Review Criteria: Score: Points: Description (30 points max.): Is the need for the project significant? How well does the project preserve the structural integrity/enhance viability of the a facility? CTPAB Funding Goals (40 points max.): Does this proposal have strong potential to advance CTPAB goals of: Increasing room nights/tax revenues? Increasing the estimated economic impact of tourism in Salem? Enhancing the quality of life for Salem residents? How well do the measurable impacts selected support CTPAB goals? Past Performance (20 points max.): Is evidence shown of past events/projects? Were prior project goals met? Were revenue goals met? Were anticipated sources of support secured? Budget (10 points max.) : Is the budget realistic? Will the TOT funds be leveraged to obtain other support? 25-30: Exceeds all criteria 20-24: Meets, and in some areas, exceeds criteria 15-19: Generally meets criteria 10-14: Meets only some criteria 0-9: Does not meet criteria 35-40: Exceeds all criteria 30-34: Meets, and in some areas, exceeds criteria 25-29: Generally meets criteria 20-24: Meets only some criteria 0-19: Does not meet criteria 18-20: Exceeds all criteria 14-17: Meets, and in some areas, exceeds criteria 10-13: Generally meets criteria 4-9: Meets only some criteria 0-3: Does not meet criteria 9-10: Exceeds all criteria 7-8: Meets, and in some areas, exceeds criteria 5-6: Generally meets criteria If pertinent, are the continued planned maintenance costs sustainable? 3-4: Meets only some criteria Is there sufficient match for the grant dollars requested? Do the cost estimates provided seem reasonable? Total Score 0-2: Does not meet criteria 10

18 Scoring Criteria for Facility Operating Grant Review Criteria: Score: Points: Description (30 points max.): Does the organization deliver quality programming and services? Is the staffing sufficient for administration and program delivery? Does the organization attract volunteers as evidence of community support? CTPAB Funding Goals (40 points max.): Does this organization have strong potential to advance CTPAB goals of: Increasing room nights/tax revenues? Increasing the estimated economic impact of tourism in Salem? Enhancing the quality of life for Salem residents? How well do the measurable impacts selected support CTPAB goals? How well does this organization's partnership(s) promote cultural tourism? Past Performance (20 points max.): Is evidence shown of past accomplishments? How significant were these accomplishments for the organization and/or for the Salem community? Budget (10 points max.) : Is the budget realistic? Does the budget show evidence of diversified funding sources? Is the explanation for the deficit reasonable or does it show evidence fiscal weakness? Total Score 25-30: Exceeds all criteria 20-24: Meets, and in some areas, exceeds criteria 15-19: Generally meets criteria 10-14: Meets only some criteria 0-9: Does not meet criteria 35-40: Exceeds all criteria 30-34: Meets, and in some areas, exceeds criteria 25-29: Generally meets criteria 20-24: Meets only some criteria 0-19: Does not meet criteria 18-20: Exceeds all criteria 14-17: Meets, and in some areas, exceeds criteria 10-13: Generally meets criteria 4-9: Meets only some criteria 0-3: Does not meet criteria 9-10: Exceeds all criteria 7-8: Meets, and in some areas, exceeds criteria 5-6: Generally meets criteria 3-4: Meets only some criteria 0-2: Does not meet criteria 11

19 Scoring Criteria for Large Special Event / Project Grant Review Criteria: Score: Points: Description (30 points max.): Is it a high quality event/project? 25-30: Exceeds all criteria 20-24: Meets, and in some areas, exceeds criteria Is there evidence of a strong marketing and promotion plan? 15-19: Generally meets criteria Is there evidence of collaboration with other organization(s) if pertinent? 10-14: Meets only some criteria How well does the event/project complement other events and projects in Salem? 0-9: Does not meet criteria CTPAB Funding Goals (40 points max.): 35-40: Exceeds all criteria Does this proposal have strong potential to advance CTPAB goals of: Increasing room nights/tax revenues? 30-34: Meets, and in some areas, exceeds criteria 25-29: Generally meets criteria Increasing the estimated economic impact of tourism in Salem? 20-24: Meets only some criteria Enhancing the quality of life for Salem residents? How well do the measurable impacts selected support TOT goals? Past Performance (20 points max.): Is evidence shown of past events/projects? Were prior goals met? Were revenue goals met? Were anticipated sources of support secured? Budget (10 points max.) : Is the budget realistic for the organization or project? Is the percentage of the grant request appropriate for the overall budget? Does it show diversified sources of funding? Total Score 0-19: Does not meet criteria 18-20: Exceeds all criteria 14-17: Meets, and in some areas, exceeds criteria 10-13: Generally meets criteria 4-9: Meets only some criteria 0-3: Does not meet criteria 9-10: Exceeds all criteria 7-8: Meets, and in some areas, exceeds criteria 5-6: Generally meets criteria 3-4: Meets only some criteria 0-2: Does not meet criteria 12

20 Scoring Criteria for Small Special Event / Project Grant NEW Review Criteria: Score: Points: Description (30 points max.): Is it a high quality event/project? Is there evidence of a strong marketing and promotion plan? Is there evidence of collaboration with other organization(s) if pertinent? How well does the event/project complement other events and projects in Salem? CTPAB Funding Goals (40 points max.): Does this proposal have strong potential to advance CTPAB goal of: Enhancing the quality of life for Salem residents? How well do the measurable impacts selected support this TOT goal? Qualifications/Past Performance (20 points max.): Is there evidence of group/organization s ability to carry out the event/project? Is there evidence of partner non-profit s ability to carry out the event/project? Are examples provided of past successful events/projects? Budget (10 points max.) : Is the budget realistic for the organization or project? Is the percentage of the grant request appropriate for the overall budget? Does it show diversified sources of funding? Total Score 25-30: Exceeds all criteria 20-24: Meets, and in some areas, exceeds criteria 15-19: Generally meets criteria 10-14: Meets only some criteria 0-9: Does not meet criteria 35-40: Exceeds all criteria 30-34: Meets, and in some areas, exceeds criteria 25-29: Generally meets criteria 20-24: Meets only some criteria 0-19: Does not meet criteria 18-20: Exceeds all criteria 14-17: Meets, and in some areas, exceeds criteria 10-13: Generally meets criteria 4-9: Meets only some criteria 0-3: Does not meet criteria 9-10: Exceeds all criteria 7-8: Meets, and in some areas, exceeds criteria 5-6: Generally meets criteria 3-4: Meets only some criteria 0-2: Does not meet criteria 13

21 CTPAB Completion Report Capital Asset/Improvement Grant TOT Funds Supporting Salem Tourism Please use this form to report how your capital project has enhanced Salem tourism or cultural opportunities for our residents. Organization: Location of Project: Description of Project: Date Completed: 1 st 2 nd 3 rd or 4 th quarter of FY Staff to administer project (estimate number): Professional/Staff hours Volunteer hours The amount of funds provided by TOT, $, and by other sources, $. How many local businesses or organizations assisted with this project? How does this completed project increase opportunities for tourists in Salem? How does this completed project preserve the structural integrity of the building? How does this completed project enhance operations and contribute to the viability of the facility as a major tourist attraction or cultural facility? Describe any planned maintenance requirements for the completed project, including estimated cost. Report on two measurable outcomes (the same measurable outcomes described in grant application). Submitted by: Date: 14

22 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: Name and Location of Facility: Reporting Period: 1 st 2 nd 3 rd or 4 th quarter of FY Total number of days open: Volunteer hours for period: Total hours of operation: Total attendance at facility: Operating expenses funded by TOT, $, and special project expenses funded by TOT, $ (i.e., one-time events, brochures, unanticipated repairs) for the period. Total income from other sources: What did your organization do to contribute to Salem s appeal as a tourist destination? Highlight one activity that occurred during the period. Report on one of the benchmarks or performance measures used by your organization (provide data and an explanation of how the data was collected). Submitted by: Date: 15

23 CTPAB Completion Report Special Event / Project Grant TOT Funds Supporting Salem Tourism Please use this form to report how your special event has enhanced Salem tourism or cultural opportunities for our residents. Organization: Name of Program or Event: Location of Program or Event: Description of Activity: Completion Date(s): 1 st 2 nd 3 rd or 4 th quarter of FY Staff to administer program or event (estimate number): Professional/Staff hours Volunteer hours The amount of funds provided by TOT, $, and by other sources, $. Admission (check or give amount): Free Admission How many local businesses or organizations assisted in this activity? How did this event contribute to the CTPAB s goal of increasing room nights/revenue and increasing the overall economic impact of tourism in Salem? How did this event contribute to the CTPAB s goal of enhancing the quality of life for Salem s residents? How many attendees did your activity attract? How were attendees counted? (Example: ticket sales, count at gate, estimate) Estimated percentage of: Salem residents and/or guests Out-of-town tourists Overnight tourists (hotel/motel) What method was used to arrive at this percentage? (Example: survey, estimate) Report on the other measurable outcome documented in your application. What was the most effective resource used for marketing/promotion? Submitted by: 16 Date:

24 TRANSIENT OCCUPANCY TAX OPERATING EXPENSE FOR MAJOR TOURIST ATTRACTION OR CULTURAL FACILITY FY GRANT APPLICATION Facility Name: Established: Non-profit Applicant: Tax ID: Mailing Address: Telephone: Contact: Contact: General Instructions: In no more than six pages - excluding attachments - in 12-point Times New Roman font, please provide responses to the following questions. Write clearly and concisely. Respond to all questions. Provide the response directly following the question. 1. Organizational Narrative a. Please provide your organization s mission statement. b. Describe your facility. c. Describe your organization s programs, services, activities and staffing. d. Describe the role volunteers in the success of your organization. Include the number of volunteers and the annual contribution of hours. 2. CTPAB Goals a. Describe how TOT funding will be used to meet the following board goals (support your answers with data): Increasing room nights/tax revenues Increasing the estimated economic impact of tourism in Salem Enhancing the quality of life for Salem residents FY Operating Facilities Application Page 1

25 b. Identify a minimum of two anticipated measurable outcomes for your facility related to the CTPAB funding goals. Provide a target for each outcome and an explanation of the methodology employed to measure each outcome. As reference, a list of potential measures is included in the application manual. c. Describe your organization s partnership with other organizations and businesses and how these partnerships contribute to Salem s appeal as a tourist destination. 3. Past Performance a. Describe one to three accomplishments related to CTPAB funding goals made by your organization in the past year. 4. Organizational Budget a. Using the budget format attached to this application, provide complete budget information for your most recently completed fiscal year (required), current fiscal year (required) and upcoming fiscal year (if available). b. Explain how your organization has developed diversified funding sources to support your facility's operation. c. If, in the last two years, expenditures exceeded revenues, please explain the deficit. Attachments to Application: 1. Budget document 2. Copy of current 501(c)(3), 501(c)(4), 501(c)(6) IRS determination letter form for most recently completed fiscal year 4. Copy of lease or rental agreement for non owner-occupied facilities (excludes city-owned facilities) 5. Current strategic plan or business plan FY Operating Facilities Application Page 2

26 TRANSIENT OCCUPANCY TAX GRANT SPECIAL EVENT/PROJECTS APPLICATION FY Event/Project Title: Funding Request: $ Non-profit applicant: Mailing Address: Tax ID: Phone: Fax: Contact: Contact: Small Grant maximum funding of $2,000, scored independent of large grant applicants. Large Grant funding range of $2,001 to $7,500, scored independent of small grant applicants. General Instructions: In no more than five pages - excluding attachments - in 12-point Times New Roman font, provide responses immediately following each question. Write clearly and concisely. Respond to all questions. Provide responses directly following each question. Special events and projects must promote the use of Salem for general tourism. 1. Event/Project Description a. Statement of eligibility under City Charter. (See attached instructions and checklist for charter language.) b. Provide a summary general description of the planned event or project including the exact date and location for the event or the anticipated timeframe for the project. c. Describe the planning that has occurred up to the point of applying for TOT funding. d. Describe in detail any marketing/promotion plans. What resources will be used? e. Describe any collaborative activities or partnerships with other organizations and businesses. f. Identify how the proposed event/project complements and supports other events and projects. FY Special Event Application Page 1

27 2. CTPAB Funding Goals a. Describe how TOT funding will be used to meet the following board goals (support your answers with data): Increasing room nights/tax revenues Increasing the estimated economic impact of tourism in Salem Enhancing the quality of life for Salem residents b. Identify a minimum of two anticipated measurable outcomes of the event/project supporting the CTPAB funding goals. Provide a target for each outcome and an explanation of the methodology employed to measure each outcome. As reference, a list of potential measures is included in the application manual. NOTE: In the case of an event, one of the measurable outcomes must be anticipated attendance expectations with an estimate of the percentage of Salem residents/guests, out-of-town tourists and overnight tourists. 3. Past Performance a. List three events or projects that have been completed by your organization or by members of your organization within the past five years. If you have received TOT funding in the past, include at least one TOT-supported event/project below. For each one, include: A brief description of the event/project including dates for an event and timeframe for the project. Anticipated and actual attendance for an event or expected and actual results for a project. Projected and actual total revenue. Efforts to acquire funding from other sources (e.g., donations, grants, sponsorships) and the actual results. If your expectations were not met in any of the above categories, explain why. 4. Event/Project Budget: In the narrative: a. Identify the intended use of TOT funds. b. Percentage of the total budget represented by TOT funds = _% c. Describe how TOT funds will assist your organization to obtain other financial support for the event/project. FY Special Event Application Page 2

28 a. Describe any in-kind donations included in the budget. In-kind donations are donations that are goods or services rather than cash. Using the budget form attached to this application: a. Provide a budget with all anticipated revenues and expenditures. b. Indicate the status of other resources (Committed, Pending, To Be Submitted MM/YY) and the type of resource (e.g., Donations, Sponsorships, Grants, In-kind). Attachments to Application: 1. Budget document 2. Copy of current 501(c)(3), 501(c)(4), 501(c)(6) IRS determination letter Disqualification Notice An otherwise eligible applicant could be disqualified for this grant for failure to comply with Section 56 of the City Charter, failure to meet reporting requirements and deadlines, supplying the Salem Cultural and Tourism Promotion Advisory Board with inaccurate information, or other non-compliance with city contracts. FY Special Event Application Page 3

29 TRANSIENT OCCUPANCY TAX GRANT SMALL SPECIAL EVENT/PROJECTS APPLICATION FY Event/Project Title: Funding Request: $ Non-profit applicant: Mailing Address: Tax ID: Phone: Fax: Contact: Contact: Small Grant maximum funding of $2,000, scored independent of large grant applicants. General Instructions: In no more than five pages - excluding attachments - in 12-point Times New Roman font, provide responses immediately following each question. Write clearly and concisely. Respond to all questions. Provide responses directly following each question. If this proposed event has received a small grant five times from the TOT grant, it is no longer eligible to receive grants. Special events and projects must promote the use of Salem for general tourism. 1. Event/Project Description a. Statement of eligibility under City Charter. (See attached instructions and checklist for charter language.) b. Provide a summary general description of the planned event or project including the exact date and location for the event or the anticipated timeframe for the project. c. Describe the planning that has occurred up to the point of applying for TOT funding. d. Describe in detail any marketing/promotion plans. What resources will be used? e. Describe non-profit partner you will be collaborating with on this event? Attach the nonprofit partners IRS tax determination letter with this proposal. FY Special Event Application Page 1

30 2. CTPAB Funding Goals a. Describe how the event/project will meet the board s goal to enhance the quality of life for Salem residents. b. Identify a minimum of two anticipated measurable outcomes of the event/project supporting the CTPAB funding goals. Provide a target for each outcome and an explanation of the methodology employed to measure each outcome. As reference, a list of potential measures is included in the application manual. NOTE: In the case of an event, one of the measurable outcomes must be anticipated attendance. 3. Qualifications/Past Performance a. Describe how your group/organization and its staff/volunteers are qualified to carry out the proposed event/project? If possible, provide past examples of past projects/events. b. Describe how your partner non-profit and its staff/volunteers are qualified to carry out the proposed event/project? Provide examples of past projects/events. 3. Event/Project Budget: In the narrative: a. Identify the intended use of TOT funds. b. Describe any in-kind donations included in the budget. In-kind donations are donations that are goods or services rather than cash. Using the budget form attached to this application: a. Provide a budget with all anticipated revenues and expenditures. b. Indicate the status of other resources (Committed, Pending, To Be Submitted MM/YY) and the type of resource (e.g., Donations, Sponsorships, Grants, In-kind). Attachments to Application: 1. Budget document 2. Copy of current 501(c)(3), 501(c)(4), 501(c)(6) IRS determination letter Disqualification Notice An otherwise eligible applicant could be disqualified for this grant for failure to comply with Section 56 of the City Charter, failure to meet reporting requirements and deadlines, supplying the Salem Cultural and Tourism Promotion Advisory Board with inaccurate information, or other non-compliance with city contracts. FY Special Event Application Page 2

31 TRANSIENT OCCUPANCY TAX GRANT CAPITAL IMPROVEMENT/ASSET PROJECT APPLICATION FY Event/Project Title: Funding Request: $ Non-profit applicant: Mailing Address: Tax ID: Phone: Fax: Contact: Contact: General Instructions: In no more than five pages - excluding attachments - in 12-point Times New Roman font, provide responses immediately following each question. Write clearly and concisely. Respond to all questions. Provide responses directly following each question. TOT Capital grant requests may not exceed $10,000 and may not represent more than 50 percent of actual costs. 1. Project Description and Statement of Need a. Statement of eligibility under City Charter. (See application manual for charter language.) b. General description (in one paragraph) of what is to be accomplished with TOT funds including the need for the project. c. Describe how this project preserves the structural integrity of the building and/or enhances operations and maintains the viability of the facility. d. If a capital project is proposed for a city-owned facility, provide written confirmation (attachment) from the City s contract administrator that the project is not city responsibility. e. If a capital project is proposed for a non-owner occupied facility, provide a copy of the lease or rental agreement (attachment). FY Capital Project Application Page 1

32 2. CTPAB Funding Goals a. Describe how TOT funding will be used to meet the following board goals (support your answers with data): Increasing room nights/tax revenues Increasing the estimated economic impact of tourism in Salem Enhancing the quality of life for Salem residents. b. Identify a minimum of two anticipated measurable outcomes for the project related to the CTPAB funding goals. Provide a target for each outcome and an explanation of the methodology employed to measure each outcome. As reference, a list of potential measures is included in the application manual. 3. Past Performance a. List three events and/or projects (which may include capital asset improvement projects) that have been completed by your organization within the past five years. If you have received TOT funding in the past, include at least one TOT-supported event/project below. For each one, include: A brief description of the event/project including dates for an event and timeframe for the project. Anticipated and actual attendance for an event or expected and actual results for a project. Projected and actual total revenue. Efforts to acquire funding from other sources (e.g., donations, grants, sponsorships) and the actual results. If your expectations were not met in any of the above categories, explain why. 4. Project Budget In the narrative: a. Identify the specific use for TOT funds. b. Percentage of the total budget represented by TOT funds = _% c. Describe how TOT funds will assist your organization to obtain other financial support for the project. d. Describe any in-kind donations included in the project budget. In-kind donations are donations that are goods or services rather than cash. FY Capital Project Application Page 2

33 e. Summarize planned maintenance requirements for the completed project, including an estimated cost. Using the budget form attached to this application: f. Provide a project budget with all anticipated revenues and expenditures. g. Indicate the status of other resources (Committed, Pending, To Be Submitted MM/YY) and the type of resource (e.g., Donations, Sponsorships, Grants, In-kind). h. Attach a minimum of two cost estimates (on letterhead) from qualified professionals, who are licensed, bonded and insured. If you are unable to supply estimates, explain why. Attachments to Application: 1. Budget document 2. Copy of current 501(c)(3), 501(c)(4), 501(c)(6) IRS determination letter 3. Written confirmation regarding project responsibility for city-owned facility 4. Cost estimates from qualified professional Disqualification Notice An otherwise eligible applicant could be disqualified for this grant for failure to comply with Section 56 of the City Charter, failure to meet reporting requirements and deadlines, supplying the Salem Cultural and Tourism Promotion Advisory Board with inaccurate information, or other non-compliance with city contracts. FY Capital Project Application Page 3

34 Cultural and Tourism Fund Fund Status Report - For the Period Ending Sep. 30, 2014 Item 6.a. Resources FY FY Budget Actual Thru Budget Actual Thru FY % FY Sep FY Sep to FY Difference Beginning fund balance 1,177,240 1,265, , , , % Tax collections 2,931, ,522 2,350, ,099 98, % Other revenue 12,000 35,607 12,000 19,065 16, % Other agencies 7,500-7, % Interest earnings 3,800 1, % Loan principle % Loan interest % Intrafund Budgeted Transfers % Transfers % Total Resources 4,132,500 2,000,593 3,099,890 1,500, , % Expenditures by Division Conference Center 298, , , ,860 (9,929) -6.85% Tourism Promotion 714, , , ,000 82, % City Programs 1,834, ,436 1,237, ,041 55, % Administration 245,890 70, ,890 65,080 5, % Major Tourist Attractions and Cultural Facilities 405,830 82, ,500 67,844 14, % Contingency 120, , % Total Expenditures 3,618, ,697 2,844, , , %

35 Total Resources Less Expenditures 513,800 1,026, , , , %

36 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 2,829,246 2,931,960 % Chg 12.95% 19.66% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 3.60% 600, , , , , ,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 Sep. FY YTD Sep. FY , ,522 Variance FY to FY %