SALEM CULTURAL AND TOURISM PROMOTION ADVISORY BOARD Si necesita ayuda para comprender esta información, por favor llame 503-588-6178 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 503.540.2361 or cneider@cityofsalem.net at least 2 business days before the meeting; TTD/TTY telephone (503) 588-6439, is also available 24/7. Board Members Catherine Jarmin Miller, Chair Cara Fischer Adam Kohler Javier Navarro Kenji Sugahara Terra Hurdle Matias Trejo De Dios Scott Snyder Vacant City Staff Chris Neider, Staff Liaison Kelly Kelly, Staff Support Next Meeting: Sept. 8th @ Community Development Dept., City Hall Room 305, 555 Liberty St SE, Salem http://www.cityofsalem.net/ctpab 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, August 11, 2015 6:00-8:00 PM Salem City Hall, Community Dev. Room 305 555 Liberty St SE, Salem 1. Call to Order 2. Roll Call 3. Approval of Minutes a. July 14, 2015 4. Public Testimony - limited to three minutes per organization and pertaining to items on the agenda 5. Items Requiring Action a. Election of Officers (Vice-Chair) b. Subcommittee topics for discussion (Grant Manual and Applications) 6. Information Items a. Cultural and Tourism Fund Reports - None b. Cultural and Tourism Fund Revenue (Tax) Reports - None c. Facility Operating Grant Reports Hallie Ford Museum of Art d. Special Event Reports Deepwood Painting Restoration, World Beat Festival 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
FY 2016-17 Transient Occupancy Tax (TOT) Grant Application Manual Contents Requirements All Applicants Page 2 Capital Asset or Improvement Grant Page 3 Facility Operating Grant Page 3 Event or Project Grant Page 3 Application Check List Capital Asset or Improvement Grant Page 4 Facility Operating Grant Page 5 501(c) Organization Event or Project Grant Page 6 Non-501(c) Organization Event Grant Page 7 Examples of Measurable Outcomes Event, Project and Capital Improvement Measures Page 8 Scoring Rubric Valuation Page 9 Scoring Criteria and Rubric Capital Asset or Improvement Grants Page 10 Facility Operating Grants Page 11 501(c) Organization Event or Project Grant Page 12 Non-501(c) Organization Event Grant Page 13 Reporting Form Capital Project Completion Page 14 Facility Operations Quarterly Page 15 Event or Project Completion Page 16 1
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. Unless the organization is applying for a small grant of $2,000 or less, under the small grant application form for new and emerging events and festivals. 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, November 13, 2015, 5:00 p.m. Submit completed application in a sealed envelope to: FY 2016-2017 TOT Funding Application Cultural and Tourism Promotion Advisory Board Attn: Chris Neider City of Salem Community Development Office Room 305 555 Liberty Street SE, Salem, OR 97301 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 (CTPAB) with inaccurate information or other non-compliance with city contracts. The board reserves the right to alter the funding amount requested. 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
Requirements for Capital Asset or Improvement Project Grant Applicants 1. One application per organization/applicant for a capital asset or 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 IRS 990 form for most recently completed fiscal year. 5. Copy of lease or rental agreement for non-owner occupied facilities (excludes city-owned facilities). Requirements for Large & Small Event and Project Grant Applicants 1. An organization may apply for event or project grant funding for a maximum of two grants. 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. 3
3. A non-501(c) group without official IRS non-profit status, as required above, may apply for a small event grant and receive bonus points for partnering with an existing TOTfunded organization (see page 2). This will not count towards the three grant limit for facility operators. Capital Asset/Improvement Grant Application Checklist Please use this checklist to ensure your application is complete. Applications missing any of the 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 non-owner 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) 4
Two cost estimates from qualified professionals on letterhead (attachment) (Project Budget and Cost Estimate, Section 4 of application) Facility Operating Grant Application Checklist Please use this checklist to ensure your application is complete. Applications missing any of the 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 (attachment) Copy of IRS 990 form for most recently completed fiscal year (attachment) Copy of lease or rental agreement for non-owner occupied facilities (excludes city-owned 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 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
501(c) Organization Event or Project Grant Application Checklist Please use this checklist to ensure your application is complete. Applications missing any of the listed required materials will not be considered for funding. All applicant and contact information Copy of current 501(c) (3), 501(c) (4) or 501(c) (6) IRS determination letter Statement of eligibility under city charter (Project Description, Section 1 of application) Summary of event or project including date and location for event and timeframe for project (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 or project complements or supports other events and projects (Project Description, Section 1 of application) Statement of how the project meets CTPAB 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) 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
Non-501(c) Organization Event Grant Application Checklist Please use this checklist to ensure your application is complete. Applications missing any of the listed required materials will not be considered for funding. All applicant and contact information n/a Copy of current 501(c) (3), 501(c) (4) or 501(c) (6) IRS determination letter NEW Statement of eligibility under city charter (Project Description, Section 1 of application) Summary of event including date and location for event (Event 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 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 CTPAB goals (CTPAB Goals, Section 2 of application) Measurable outcomes (CTPAB Goals, Section 2 of application) Statement of qualifications of applicant and partner to carry out the event Budget narrative identifying use of TOT funds and in-kind support (Project Budget, Section 4 of application) 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
Examples of Measurable Outcomes for Event or Project Grants and Capital Asset or Improvement Project Grants Examples: Event 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 Project Measures 1. Increased Market Share 2. Outreach 3. Social Media Activity (number of likes or re-tweets) 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
Scoring Criteria and Rubric Rubric Valuation Value Description Score Excellent Clearly demonstrates compliance with Chapter 56 of the Salem 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 residents. Merits investment of transient occupancy tax revenues. 88 100 Satisfactory Demonstrates compliance with Chapter 56 of the Salem 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. 75 87 Unsatisfactory Makes an incomplete or inadequate demonstration of compliance with Chapter 56 of the Salem 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 residents. Does not merit investment of transient occupancy tax revenues. 0 74 9
Capital Asset/Improvement Grant Scoring Criteria Review Criteria Score Points Description (30 points maximum) 25-30: Exceeds all criteria Is there significant need for the project? 20-24: Meets, and in some areas, exceeds criteria How well does the project preserve the structural integrity/enhance viability of the 15-19: Generally meets criteria facility? 10-14: Meets only some criteria 0-9: Does not meet criteria CTPAB Funding Goals (40 points maximum) 35-40: Exceeds all criteria Does this proposal have strong potential to advance CTPAB goals of: 30-34: Meets, and in some areas, exceeds criteria Increasing room nights/tax revenues? 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? 0-19: Does not meet criteria How well do the measurable impacts selected support CTPAB goals? Past Performance (20 points maximum) 18-20: Exceeds all criteria Is evidence shown of past events/projects? 14-17: Meets, and in some areas, exceeds criteria Were prior project goals met? 10-13: Generally meets criteria Were revenue goals met? 4-9: Meets only some criteria Were anticipated sources of support secured? 0-3: Does not meet criteria Budget (10 points maximum) 9-10: Exceeds all criteria Is the budget realistic? 7-8: Meets, and in some areas, exceeds criteria Will the TOT funds be leveraged to obtain other support? 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? 0-2: Does not meet criteria Do the cost estimates provided seem reasonable? 10
Total Score 11
Scoring Criteria for Facility Operating Grant Review Criteria Score Points Description (30 points maximum) 25-30: Exceeds all criteria Does the organization deliver quality programming and services? 20-24: Meets, and in some areas, exceeds criteria Is the staffing sufficient for administration and program delivery? 15-19: Generally meets criteria Does the organization attract volunteers as evidence of community support? 10-14: Meets only some criteria 0-9: Does not meet criteria CTPAB Funding Goals (40 points maximum) 35-40: Exceeds all criteria Does this organization have strong potential to advance CTPAB goals of: 30-34: Meets, and in some areas, exceeds criteria Increasing room nights/tax revenues? 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? 0-19: Does not meet criteria 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 maximum) 18-20: Exceeds all criteria Is evidence shown of past accomplishments? 14-17: Meets, and in some areas, exceeds criteria How significant were these accomplishments for the organization and/or for the 10-13: Generally meets criteria Salem community? 4-9: Meets only some criteria 0-3: Does not meet criteria Budget (10 points maximum) 9-10: Exceeds all criteria Is the budget realistic? 7-8: Meets, and in some areas, exceeds criteria Does the budget show evidence of diversified funding sources? 5-6: Generally meets criteria Is the explanation for the deficit reasonable or does it show evidence fiscal 3-4: Meets only some criteria weakness? 12
Total Score 0-2: Does not meet criteria 13
Scoring Criteria for Large Special Event or Project Grant Review Criteria Score Points Description (30 points maximum) 25-30: Exceeds all criteria Is it a high quality event/project? 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/projects in Salem? 0-9: Does not meet criteria CTPAB Funding Goals (40 points maximum) 35-40: Exceeds all criteria Does this proposal have strong potential to advance CTPAB goals of: 30-34: Meets, and in some areas, exceeds criteria Increasing room nights/tax revenues? 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? 0-19: Does not meet criteria How well do the measurable impacts selected support TOT goals? Past Performance (20 points maximum) 18-20: Exceeds all criteria Is evidence shown of past events/projects? 14-17: Meets, and in some areas, exceeds criteria Were prior goals met? 10-13: Generally meets criteria Were revenue goals met? 4-9: Meets only some criteria Were anticipated sources of support secured? 0-3: Does not meet criteria Budget (10 points maximum) 9-10: Exceeds all criteria Is the budget realistic for the organization or project? 7-8: Meets, and in some areas, exceeds criteria Is the percentage of the grant request appropriate for the overall budget? 5-6: Generally meets criteria Does it show diversified sources of funding? 3-4: Meets only some criteria 0-2: Does not meet criteria Total Score 14
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Scoring Criteria for Small Special Event / Project Grant Review Criteria Score Points Description (30 points maximum) 25-30: Exceeds all criteria Is it a high quality event/project? 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 0-9: Does not meet criteria Salem? CTPAB Funding Goals (40 points maximum) 35-40: Exceeds all criteria Does this proposal have strong potential to advance CTPAB goal of: 30-34: Meets, and in some areas, exceeds criteria Enhancing the quality of life for Salem residents? 25-29: Generally meets criteria How well do the measurable impacts selected support this TOT goal? 20-24: Meets only some criteria 0-19: Does not meet criteria Qualifications/Past Performance (20 points maximum) 18-20: Exceeds all criteria Is there evidence of group/organization s ability to carry out the event/project? 14-17: Meets, and in some areas, exceeds criteria Is there evidence of partner non-profit s ability to carry out the event/project? 10-13: Generally meets criteria Are examples provided of past successful events/projects? 4-9: Meets only some criteria 0-3: Does not meet criteria Budget (10 points maximum) 9-10: Exceeds all criteria Is the budget realistic for the organization or project? 7-8: Meets, and in some areas, exceeds criteria Is the percentage of the grant request appropriate for the overall budget? 5-6: Generally meets criteria Does it show diversified sources of funding? 3-4: Meets only some criteria 0-2: Does not meet criteria Total Score NEW 16
CTPAB Completion Report TOT Funds Supporting Salem Tourism Capital Asset or Improvement Grant Please use this form to report how capital project has enhanced Salem tourism or cultural opportunities for residents. Organization: Location of project: Description of project: Date completed: 1 st 2 nd 3 rd or 4 th quarter of FY 2015-16 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? 17
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: 18
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: Name and location of facility: Reporting period: 1 st 2 nd 3 rd or 4 th quarter of FY 2015-16 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: 19
CTPAB Completion Report TOT Funds Supporting Salem Tourism Special Event or Project Grant 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 2015-16 Staff to administer program or event (estimate number): Professional/staff hours Volunteer hours Amount of funds provided by TOT, $, and by other sources, $ Admission (checks or give amount): Free Admission How did local businesses or organizations assist 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? 20
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 or 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 and promotion? Submitted by: 21 Date:
Transient Occupancy Tax (TOT) Grant Event or Project Application 501(c) Organization Fiscal Year 2016 2017 Event or Project title: Funding request: $ 501(c) applicant: Mailing address: Tax ID: Phone: Fax: Contact: E-mail: Contact: E-mail: 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 six 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. Events and projects must promote the use of Salem for general tourism. 1. Event Project (circle one, answer corresponding questions below) 1A. Event Questions a. Tell us about your organization, including key members and their roles. b. Provide a description of the event, including date(s) and location(s). c. Describe the planning that has occurred up to the point of applying for TOT funding. d. Describe in detail marketing and promotion plans. We encourage using Travel Salem s free marketing services. e. Describe any collaborative activities or partnerships with other organizations and businesses. f. Who will benefit from this event? FY 16-17 501(c) organization Event or Project application Page 1
1B. Project Questions a. Tell us about your organization, including key members and their roles. b. Provide a description of the project, including its estimated timeline. c. What are its primary goals and objectives? d. Describe the need for the project. e. Describe any collaborative activities or partnerships with other organizations and businesses. f. Who will benefit from this project? 2. CTPAB Funding Goals a. Describe how TOT funding will be used to meet the Cultural and Tourism Promotion Advisory Board s (CTPAB) 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 special event 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. For an event, one of the measurable outcomes must be anticipated attendance expectations with an estimate of the percentage of Salem residents and 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 last five years. If you have received TOT funding in the past, include at least one TOT-supported event or project below. For each one, include: A brief description of the event or project, including dates for the event and timeframe of the project. Anticipated and actual attendance for the event or expected and actual results for the project. Projected and actual total revenue. Efforts to acquire funding from other sources (e.g., donations, grants and sponsorships) and the actual results. If your expectations were not met in any of the above categories, explain why. FY 16-17 501(c) organization Event or Project application Page 2
4. Event or Project Budget In the narrative: a. Identify the intended use of requested TOT funds. b. Percentage of the total budget represented by requested TOT funds = _ percent c. Describe how requested TOT funds will assist your organization to obtain other financial support. d. 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 and To Be Submitted MM/YY) and the type of resource (e.g., Donations, Sponsorships, Grants and In-kind). 5. Attachments to Application 1. Budget document 2. Copy of current 501(c)(3), 501(c)(4) or 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 16-17 501(c) organization Event or Project application Page 3
Transient Occupancy Tax (TOT) Grant Small Grant* Event Application non-501(c) organization Fiscal Year 2016-2017 Event title: Funding request: $ Non-501(c) applicant: 501(c) partner*: Mailing address: Contact: Contact: Tax ID: Phone: Fax: E-mail: E-mail: *Small Grant maximum funding $2,000 Non-501(c) organization grant applications are scored independently of 501(c) organization applications. 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 event has received a small grant five times from the TOT grant, it is no longer eligible. 1. Event Description Events must promote the use of Salem for general tourism. a. Tell us about your organization, including key members and their roles. b. Provide a description of the event including location and date. c. Who will benefit from this event? d. Bonus Points*: Describe the 501(c) partner you will collaborate with on this event. Attach the 501(c) partner s IRS tax determination letter with this proposal. 2. CTPAB Funding Goal a. Describe how the event will enhance the quality of life for Salem residents. b. Identify a minimum of two anticipated outcomes of the event. One of the outcomes must be anticipated attendance. FY 16-17 Non-501(c) organization event application Page 1
3. Qualifications and Past Performance a. Describe how your organization and its staff and volunteers are qualified to carry out the event. If possible, provide examples of past events completed by your organization. b. Bonus Points*: Describe how your 501(c) partner and its staff and volunteers are qualified to carry out the proposed event. Provide examples of past events completed by your partner. 4. Event Budget In the narrative: a. Identify the intended use of requested TOT funds. 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 or To Be Submitted MM/YY) and the type of resource (e.g., Donations, Sponsorships, Grants and In-kind). 5. Attachments to Application 1. Budget document 2. Copy of current 501(c)(3), 501(c)(4) or 501(c)(6) IRS determination letter of partner 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 16-17 Non-501(c) organization event application Page 2
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 97301 Reporting Period: 1 st 2 nd 3 rd 4 th _X_ quarter of FY 2014-15 Total numbers of days open: 78 Total hours of operation: 507 Volunteer hours for period: 112 Total attendance at facility: 5,154 Operating expenses funded by TOT, $0, and special project expenses funded by TOT, $7,827.50 (i.e. one-time events, brochures, unanticipated repairs) for the period. Total income from other sources: $135,538.50 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. Our major spring exhibition was our senior art majors exhibition (April 18-May 17), an annual exhibition presented each spring that features the artwork of senior art majors at Willamette. The exhibition traditionally attracts parents, relatives, and others to Salem for the preview reception in mid-april and Commencement Weekend in mid-may. The exhibition was paired this year with a solo exhibition for Salem artist Alexandra Opie (April 18-May 17), who teaches photography and electronic media at Willamette. Other temporary exhibitions that we presented during the spring that attracted visitors to Salem included 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, and Mel Katz: On and Off the Wall (June 6-August 23), a major fifty year retrospective exhibition for this Portland sculptor and teacher whose work is firmly rooted in the principles of geometric abstraction. The former was accompanied by a scholarly brochure written by professor emeritus Roger Hull while the latter was accompanied by a 128- page, full color book written by Portland writer Barry Johnson.
During the fourth quarter of 2014-15, the Hallie Ford Museum of Art attracted 5,154 visitors, up 427 from the previous year. Articles on the Mel Katz exhibition appeared in The Oregonian, Statesman Journal, Willamette Week, and Salem Weekly, and display ads promoting the Katz exhibition ran in the Statesman Journal. Moreover, posters were distributed throughout Salem to promote the senior art majors, Alexandra Opie, and Mel Katz exhibitions; a travel package was developed with The Grand Hotel for out-of-town visitors to the Katz exhibition; and a 12 x 24 banner on the side of our building was installed in early April to promote the Katz exhibition to pedestrians and motorists alike. In addition to the temporary exhibitions mentioned above, we presented a number of education programs during the spring months that further enhanced the quality of life in Salem. These included three gallery talks by students in conjunction with the senior art majors exhibition (90); a gallery talk by Salem photographer and Willamette University professor Alexandra Opie (28); four demonstrations by Hallie Ford Museum of Art objects conservator Tom Fuller (108); and a lecture (200) and gallery talk (30) by artist Mel Katz. Finally, our volunteer docents continued to offer guided tours of our permanent collection and temporary exhibitions to children, students, adults, and seniors on a regular basis throughout the spring (372). 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 2016. 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 2014-15, our attendance figures grew by 16.25% over 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 July 13, 2015