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Res 1651 - Tourism Grant guidel COUNCIL BILL NO. 2344 RESOLUTION NO. 1651 A RESOLUTION ADOPTING GUIDELINES, PROCEDURES AND PROCESS FOR OBTAINING CITY TOURISM AND ECONOMIC DEVELOPMENT GRANT FUNDS PURSUANT TO ORDINANCE NO. 2057 (THE TRANSIENT OCCUPANCY TAX ORDINANCE). WHEREAS, the City established a transient occupancy tax by the passage of Ordinance No. 2057 (the Transient Occupancy Tax Ordinance); and WHEREAS, the Transient Occupancy Tax Ordinance was recently amended by Ordinance No. 2290 so that beginning with fiscal year 2001-2002, 2/9 (22.222%) of the anticipated transient occupancy tax funds will be made available by the City for distribution through a competitive grant process to agencies who promote tourism and/or economic development among their major activities; and WHEREAS, the City Council, pursuant to the Transient Occupancy Tax Ordinance, needs to establish policies and procedures governing the application and award process for these tourism and economic development grants; NOW, THEREFORE, THE CITY OF WOODBURN RESOLVES AS FOLLOWS: Section 1. The TOURISM AND ECONOMIC DEVELOPMENT GRANT GUIDELINES, PROCEDURES AND PROCESS, which is affixed hereto and incorporated herein as Attachment "A" is hereby adopted. Approved as to formm. ~ IYJ<:) t::t- 20 - 200 / N. Robert Shields, City Attorney Date Approved: ~'J <r:;1. . r Richard ;:~ayor ---. Passed by the Council Submitted to the Mayor Approved by the Mayor Filed in the Office of the Recorder ATTEST: ~~ Mary e ant, City Recorder City of Woodburn, Oregon September 24, 2001 September 26, 2001 September 26, 2001 September 26, 2001 Page 1 - COUNCIL BILL NO. 2344 RESOLUTION NO. 1651 ATTACHMENT -4-- Page --L of ~.., CITY OF WOODBURN TOURISM AND ECONOMIC DEVELOPMENT GRANT GUIDELINES, PROCEDURES AND PROCESS INTRODUCTION: Beginning FY 2001-02, the Woodburn City Council will appropriate two ninths (22.222%) of the anticipated Transient Occupancy Tax (TOT) monies for tourism and economic development. Those monies will be distributed through a competitive grant process to agencies who have tourism promotion or economic development as a fundamental part of their mission, who will forward the City Council's purposes in creating and allocating grant funding, and who can demonstrate the ability to deliver projects that will benefit the Woodburn economy. Projects that will be considered for funding must have a definable impact on the travel and tourism industry, or on diversifying and strengthening the local economy. The minimum amount for a single project shall be $2,500. WTEDG funds cannot represent more than 50 percent of a project's total cost. Funding will be provided, on a reimbursement basis, up to a not-to-exceed amount specified by contract. In the event that total revenues from the portion of TOT dedicated to tourism and economic development activities are not sufficient to reimburse the full cost of awarded grants, reimbursements shall be distributed in lesser amounts, proportionate to actual revenues received. GRANT PURPOSES: . Promote existing tourist attractions and events . Create a greater diversity of cultural events and activities that will attract tourists to the City Of Woodburn . Encourage the implementation of cooperative tourism development projects and activities . Promote diversification of the City's economic base . Promote projects and activities having the capacity to enhance long-term economic growth . Promote and assist existing small businesses . Provide technical and financial assistance for the expansion of existing businesses . Provide technical and financial assistance for the development of new businesses ELIGIBLE APPLICANTS: Non-profit organizations and governmental agencies may apply. Non-profit organizations must include tourism and/or economic development or marketing among their major activities. Applicants must have a Federal ID number, registered with the internal revenue service, to qualify for funding. The number must coincide with the applicant's organization name. ATTACHMENT~ p '1 -- . age~ of -~ Applicants must be located with the city limits of the City Of Woodburn. Applicants must demonstrate a fiscal accountability system that insures the money will be spent in the manner indicated by the grant application. ELIGIBLE PROJECTS: Examples of projects that will be considered for funding include but are not limited to: . marketing efforts to attract tourism . development of tourism opportunities and attractions . projects and activities having the capacity to enhance long-term economic growth A matching formula of 1-1 is required. Priority will be given to projects that reflect new and innovative ideas. Priority will also be given to tourism related projects that encourage prolonged stays, and to economic development-related projects that create employment opportunities with a minimum annual wage of $35,000. APPLICATION PROCESS: . Completed applications must be submitted on forms provided by the City Of Woodburn. Forms may be photocopied. . Five (5) copies of the completed application package must be submitted. . Applicants may be asked to provide additional information to the City. Applicants must be willing to negotiate the grant agreement so as to ensure the best use of these funds. . City staff will review and evaluate applications for eligibility of proposing organizations and activities. . A project review team will review qualifying applications. The project review team may seek input from project sponsors or applicants during the application evaluation process. . The project review team will make recommendations to the City Council. . The City Council will determine grant approvals, subject to execution of contracts with the successful applicants. APPLICATION INSTRUCTIONS: Please see the descriptions below of the information that must be submitted to constitute a competed application. 1. Applicant Information A. Submitting institution - only one organization. Any other institutions involved in the project must be listed under collaborating or ATTACHMENT A O:ClOP. ~ of f) participating individuals or organizations. Applicant must provide a brief history of their organization including years of operation, office location, list of officers, mission statement and objectives, and past experience delivering projects similar to that being proposed. B. Type of Institution - refers to the legal status of the institution, Le. local government agency, or non-profit organization. C. Authorized representative - the person within the submitting organization who is legally responsible for receiving grant funds. D. Include name, title, mailing address, phone, and fax. E. Project Director. The name, address, phone, fax and e-mail of the person designated to receive routine correspondence regarding the contents and status of the project. 2. Proposed Time Frame of Project - Provide a project timeline, including key milestones to mark progress. Projects must be completed within one year of the execution of a grant contract. 3. Project Objective - Explain what is intended to be achieved, and its significance, by carrying out the proposed project. This should describe the goals of the project, and not project activities. 4. Project Description - Provide concrete details of the project background, methodology, and anticipated results. Include in that discussion the need for WTEDG assistance. 5. Project Budget - Please prepare a detailed project budget. Indicate the total cost of the project, and the portion of the budget for which WTEDG funds are requested. Provide an estimate of all project revenue, broken down by earned income, grants and contributions, and in-kind services. Expenses must be segregated into the following cost categories: personnel, materials and services, and capital items, and broken down by line item (Le., advertising, printing, etc.) Provide the total cost for each specific line item and specify the amount of support for each requested from WTEDG. Please provide documentation of all matching funds and in-kind contributions. 6. Collaborating or Participating Organizations/individuals - Specify all individual or organizational partners involved in the planning or execution of the proposed project and summarize their involvement. EVALUATION CRITERIA: Proposed projects will be evaluated on the following criteria: . Organization and experience . Technical approach . Timing of project delivery ATTACHMENT It . Page -=L of J::) . Partnerships with business and other organizations . Budget. There must be an adequate level of financial support (public and private) already committed to the project. . The project's potential for long-term positive impacts on the local economy . The project's potential for long-term sustainability . The project's readiness to proceed CONTRACT REQUIREMENTS: Applicants approved for a grant will be sent a notice of grant award, and a copy of the City's standard contact language. Grantees will have 30 days to submit all required documentation. This will include: An executed contract, including a Grant Summary form. The grant summary will include a scope and description of the project, goals, objectives, and anticipated results, project timelines and milestones, project director and if, applicable, staff, and a detailed project budget. Proof of Insurance. Proof of insurance, as required pursuant to City standards must be submitted. Corporate/Certified Resolution. This is a document accepting grant funds and accompanying requirements and restrictions, and certifying who is empowered to execute, deliver, and sigh on behalf of the project. Non-Profit Status. Grant awardees must provide proof of non-profit status. Verification of Matching Funds. Grantees must show proof of matching funds. Statement of Assurances. A statement of assurance, executed by the authorized representative, indicating that the grantee agrees to abide by all applicable City Of Woodburn policies, procedures, and requirements. REPORTING REQUIREMENTS: Status Reports. The grantee will submit progress reports on a quarterly basis. Status reports will include a discussion of progress toward meeting goals, objectives, and milestones, and will provide quantitative documentation of the effectiveness of the project to that point in time. Status reports will also provide detail regarding project revenues and expenditures. The final report shall include information for the immediately preceding quarter and for the entire grant period. Financial Reports: Financial reports shall be provided quarterly, in conjunction with the status reports. All expenditures of the project must be outlined in the financial report. The grantee is required to submit documentation of all expenditures, such as invoices or cancelled checks. Cost reimbursements will ATTACHMENT -4-- Page -5- of '-) be based upon financial report documentation, and will not be released until expenditures have been approved by City Staff. Audit: If grantee is subject to a federal or state single audit, it must have an audit of its accounts performed annually and a copy submitted to the City of Woodburn. If the grantee is not subject to a single audit, then it shall be subject to a project-specific audit of its accounts within ninety days of the completion of the Project unless otherwise required. An independent accounting firm, at the sole expense of the grantee, shall conduct such an audit. The cost of such an audit will be considered as a cash match, for the purposes of meeting match requirements.