Chehalis Farmers Market 1VLt.L' 1 V LL'
Board of County Commissioners
Lewis County Washington
DEC 1 2 2019
2020 TOURISM SERVICE AGREEMENT
Lodging Tax agreement: Chehalis Farmers Market— 2020 Tour de Farms
THIS AGREEMENT is made by and between Chehalis Farmers Market ("the ORGANIZATION"),
and Lewis County ("the COUNTY"), a political subdivision and municipal corporation of the state
of Washington.
WHEREAS, Chapter 67.28 RCW authorizes legislative bodies of municipalities to impose excise
taxes on the sale of or charge made for the furnishing of lodging that is subject to tax under
Chapter 82.08 RCW; and
WHEREAS,the Lewis County Board of County Commissioners ("the BOARD"), the legislative body
of and for the COUNTY, by enacting Ordinance No. 1163A—Lodging Tax, imposed the excise taxes
authorized in Chapter 67.28 RCW; and
WHEREAS, tourism is defined as economic activity resulting from tourists, which may include
sales of overnight lodging, meals, tours, gifts, or souvenirs; and
WHEREAS, tourism promotion is defined as activities, operations, and expenditures designed to
increase tourism, including but not limited to advertising, publicizing, or otherwise distributing
information for the purpose of attracting and welcoming tourists; developing strategies to
expand tourism; operating tourism promotion agencies; and funding the marketing of or the
operation of special events and festivals designed to attract tourists; and
WHEREAS, tourism-related facility is defined as real or tangible personal property with a usable
life of three or more years, or constructed with volunteer labor, and used to support tourism,
performing arts, or to accommodate tourist activities; and
WHEREAS, RCW 67.28.1815 in part states that: "All revenue from taxes imposed under said
Chapter shall be credited to a special fund in the treasury of the municipality imposing such tax
and used solely for the purpose of paying all or any part of the cost of tourism promotion,
acquisition of tourism-related facilities, or operation of tourism-related facilities ...;" and
WHEREAS, the COUNTY Lodging Tax revenues have been credited to the Tourism Promotion
Fund (No. 1980) in the treasury of the COUNTY; and
WHEREAS, the ORGANIZATION applied through the Lewis County Lodging Tax Advisory
Committee ("the LTAC") for financial assistance for authorized uses from COUNTY Lodging Tax
proceeds ("the Proposal"); and
WHEREAS, the LTAC has facilitated these efforts by (a) developing the application forms and
procedures, (b) coordinating the funding availability advertising, (c) evaluating submitted
application packets, (d) determining whether the proposed use is authorized, and (d) advancing
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the financing award recommendations to the BOARD, including the Proposal from the
ORGANIZATION; and
WHEREAS, the BOARD has determined that the activity herein described promotes the general
welfare, health and safety of the citizens of the COUNTY, is consistent with RCW 67.28, finds that
the use of the funds is for tourism, tourism promotion or a tourism-related facility, and is in the
best interests of the COUNTY in regard to the promotion of tourism in Lewis County, the BOARD
intends to disburse COUNTY Lodging Tax proceeds to the ORGANIZATION for the purposes stated
in its Proposal and consistent with RCW 67.28,
NOW, THEREFORE, in consideration of the premises and mutual benefits and covenants herein
contained, it is agreed by and between the parties hereto as follows:
FUNDING: Up to $ 9,000 is hereby pledged on a reimbursement basis from the COUNTY
Tourism Promotion Fund No. 1980 in fiscal year 2020 solely for the purpose of paying all or any
part of the cost of tourism promotion, acquisition of tourism-related facilities, or operation of
tourism-related facilities within Lewis County. Said amount shall constitute the maximum
reimbursement the ORGANIZATION is eligible to receive from the COUNTY under this
Agreement. Depending on the use of funds requested to be reimbursed and the date of use,
less than the maximum amount authorized under this Agreement may actually be reimbursed.
1. USE OF FUNDS: The ORGANIZATION shall use these COUNTY funds solely for the purpose
of paying all or any part of the cost of tourism promotion, acquisition of tourism-related
facilities, or operation of tourism-related facilities in Lewis County authorized by RCW
67.28. The specific services represented by the ORGANIZATION to be authorized by RCW
67.28 and to be provided by the ORGANIZATION to the COUNTY under this Contract are
described in Attachment A: Scope of Work.
2. ACKNOWLEDGEMENT: The ORGANIZATION shall acknowledge the COUNTY as a sponsor
in all publications, media materials and press releases related to the project. Lewis County
will supply logos upon request.
3. PAYMENT PROVISIONS: Once this Agreement is executed, the ORGANIZATION may submit
claim vouchers to the Clerk of the Lewis County Board of County Commissioners at 351 NW
North Street, Chehalis, WA 98532 requesting reimbursement solely for eligible expenses
and/or for eligible services as identified in Section 2 of this Agreement (Use of Funds),
Attachment A: Scope of Work, and Attachment B: Purchasing and Reimbursement
Guidelines, and solely up to the maximum amount specified in Section 1 (Funding).
Each reimbursement claim voucher shall include the following certificate of authenticity
with the dated signature of an authorized representative of the ORGANIZATION: "I, the
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undersigned, do hereby certify under penalty of perjury that the materials have been
furnished and the services rendered as described herein, and that this claim is a just, due
and unpaid obligation against Lewis County Tourism Promotion Fund No. 1980."
Within thirty (30) days of receiving a reimbursement claims voucher that meets the
requirements of this Agreement and applicable law, the Clerk of the BOARD, on behalf of
the COUNTY, shall remit to the ORGANIZATION a warrant for the approved reimbursement
amount.
The final claims voucher under this Agreement shall be submitted to the Clerk of the BOARD
by the ORGANIZATION no later than Jan. 8, 2021.
4. EVALUATION AND MONITORING: The ORGANIZATION agrees to maintain its books and
records and to employ accounting procedures, systems and practices that accurately and
timely record and track the expenditures for which reimbursement is sought under this
Agreement and provide for full compliance with the requirements of this Agreement. The
ORGANIZATION will retain these supporting records for at least three (3) calendar years
following the year in which the Agreement expires.
The COUNTY and/or the State Auditor and any of their representatives shall have full,timely
and complete access to all books, records and other documents and evidence of the
ORGANIZATION respecting all matters related to this Agreement and the activities for which
reimbursement is sought or made, and shall have the right to examine such during normal
business hours as often as the COUNTY and/or the State Auditor may deem necessary. Such
representatives shall be permitted to audit, examine and make excerpts of or transcripts
from such records, and to audit all contracts, invoices, materials, and records of matters
related to this Agreement and the activities for which reimbursement is sought or made.
These access and examination rights shall continue for three (3) calendar years following
the year in which the Agreement expires.
The COUNTY cannot guarantee but intends for its agents to use reasonable security
procedures and protections to assure that related records and documents provided by the
ORGANIZATION are not erroneously disclosed to third parties. The COUNTY will, however,
disclose or make this material available to those authorized in the immediately preceding
paragraph or permitted under the provisions of Chapter 42.56 RCW, any other applicable
public disclosure law, or order of any court or agency of competent jurisdiction, without
notice to the ORGANIZATION.
The ORGANIZATION agrees to submit in writing (within 60 days of Dec. 31, 2020) a final
report demonstrating the effect the ORGANIZATION's activities funded by the COUNTY
have had on tourism growth and such other reports or information as required by law.
The ORGANIZATION shall cooperate with and freely participate in any other monitoring or
evaluation activities pertinent to this Agreement that the COUNTY requests.
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5. RECAPTURE PROVISION: In the event the ORGANIZATION fails to expend these funds in
accordance with state law and/or the provisions of this Agreement or obtains
reimbursement of ineligible expenditures, the COUNTY reserves the right to recapture
funds in an amount equivalent to the extent of noncompliance. Such right of recapture shall
continue for a period of two (2) years following release of any report from an audit
conducted by the COUNTY and/or the State Auditor's Office under the Section 4
(EVALUATION AND MONITORING) provisions or the 3-year records retention period
required under Section 4 (EVALUATION AND MONITORING), whichever expires later.
Repayment by the ORGANIZATION of any funds recaptured under this provision shall occur
within twenty (20) days of any demand. In the event the COUNTY is required to institute
legal proceedings to enforce this recapture provision, the COUNTY shall be entitled to its
costs thereof, including reasonable attorney's fees.
6. NONDISCRIMINATION: The ORGANIZATION shall comply with all federal and state
nondiscrimination laws, including but not limited to chapter 49.60 RCW—Washington's Law
Against Discrimination, and 42 U.S.C. 12101 et seq. — the Americans with Disabilities Act
(ADA). In the event the ORGANIZATION fails or refuses to comply with any federal or state
nondiscrimination law, this Agreement may be rescinded, canceled or terminated by the
COUNTY in whole or in part, and the ORGANIZATION may be declared by the COUNTY
ineligible for further Lewis County tourism promotion funds. The ORGANIZATION shall be
given a reasonable period of time in which to cure any such noncompliance.
7. EMPLOYMENT RELATIONSHIPS:The ORGANIZATION, its employees,volunteers and agents
are not employees of the COUNTY for any purpose, nor are they volunteers or agents of the
COUNTY. No officer, employee, volunteer or agent of the ORGANIZATION will hold himself
or herself as, or claim to be, an officer, employee, volunteer, representative or agent of the
COUNTY.
Because the ORGANIZATION, its employees, volunteers and agents are not employees of
the COUNTY, the COUNTY is not responsible for the payment of any industrial insurance
premiums or related claims of such persons and such persons are not entitled to benefits
of any kind from the COUNTY, including but not limited to health insurance and retirement
benefits.
8. HOLD HARMLESS:
A. The ORGANIZATION shall hold harmless, indemnify and defend Lewis County its
officers, elected officials, agents, employees, and volunteers, from and against any
and all claims, suits, actions, liability, loss, expenses, damages, and judgments of any
nature whatsoever, including costs and attorney's fees in defense thereof, for damage
to any property or business and/or any death, injury, sickness or disability to any
person, including without limitation any employee of the ORGANIZATION or its
subcontractors, caused by or arising out of or suffered, directly or indirectly, in _
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connection with the performance of this Agreement or any act, error, or omission of
the ORGANIZATION, ORGANIZATION's employees, agents, or subcontractors, whether
by negligence or otherwise.
B. The ORGANIZATION shall assume the risk, liability, and pay all damage, loss, cost, and
expense of any party, including its employees, arising out of the performance of this
Agreement, except that caused by the sole negligence and/or willful misconduct solely
of Lewis County and/or its employees acting within the scope of their employment.
C. With respect to the ORGANIZATION's obligations to hold harmless, indemnify and
defend provided for herein, but only as such obligations relate to claims, actions or
suits filed against the COUNTY, the ORGANIZATION further agrees to waive its
immunity under the Industrial Insurance Act, Title 51 RCW, for any injury or death
suffered by the ORGANIZATION's employee(s) caused by or arising out of the
ORGANIZATION's acts, errors or omissions in the performance of this Agreement. This
waiver is mutually negotiated by the parties.
D. The ORGANIZATION's obligations hereunder shall include, but are not limited to,
investigating, adjusting, and defending all claims alleging loss from action, error,
omission or breach of any common law, statutory or other delegated duty by the
ORGANIZATION, ORGANIZATION's employees, agents, or subcontractors.
9. ENTIRE AGREEMENT/MODIFICATIONS: This Agreement represents the entire agreement
of the parties with respect to the subject matter. No other understandings, oral or
otherwise, exist regarding the subject matter of this Agreement or shall be deemed to exist.
The COUNTY and the ORGANIZATION may,from time to time, mutually agree to amend this
Agreement; however, no such change shall be effective until memorialized in writing and
signed by the authorized representatives of the COUNTY and the ORGANIZATION,
respectively.
10. AGREEMENT PERIOD: The term of this Agreement shall commence on the 1st day of
January 2020 and terminate on the 31st day of December 2020, both dates inclusive, unless
sooner terminated as provided for herein.
11. TERMINATION OF AGREEMENT:
A. If the ORGANIZATION breaches or violates any provision of this Agreement,the COUNTY
may, in addition to any other rights provided by law, terminate this Agreement and
withhold any further reimbursement, provided the violation or breach is not corrected
to the satisfaction of the COUNTY within ten (10) days of the COUNTY mailing — first
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class and postage prepaid — written notice to the ORGANIZATION of the breach or
violation.
B. In addition, either party may terminate this Agreement at any time by providing written
notice of such termination and specifying the effective date thereof to the other party
at least twenty (20) days prior to the effective date.
C. Also, the COUNTY may unilaterally terminate all or part of this Agreement, or reduce
the Scope of Work and/or Funding, without liability, for the convenience of the County,
including but not limited to the unavailability of Lewis County Tourism Promotion funds.
12. SPECIAL PROVISION:The failure of the COUNTY to insist upon the strict performance of any
provision of this Agreement or to exercise any right based upon breach thereof or the
acceptance of any performance during such breach shall not constitute a waiver of any right
under this Agreement.
13. SEVERABILITY: In the event any provision or any portion thereof contained in this
Agreement is held to be unconstitutional, invalid or unenforceable, then said provision(s)
or portion(s) thereof shall be deemed severed and the remainder of this Agreement shall
not be affected and shall remain in full force and effect. Furthermore, if such an event
occurs, the parties agree to negotiate a modification to replace the unacceptable
provision(s) as soon as possible.
14. SURVIVAL OF CERTAIN PROVISIONS: Sections 4, 5, and 8 shall survive termination of this
agreement.
15. GOVERNING LAW AND VENUE: This Agreement shall be construed and enforced in
accordance with, and its validity and performance governed by, the laws of the state of
Washington. The Superior Court of and for Lewis County, Washington shall be the venue
for any suit between the parties arising out of this Agreement.
16. NOTIFICATION: Should the need arise during the term of this Agreement for either party to
notify the other of a change in address or otherwise, the following contacts shall be used:
For the COUNTY:
Lewis County Commissioners
351 NW North St.
Chehalis, WA 98532
Telephone: 360-740-1419
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For the ORGANIZATION:
Chehalis Farmers Market
183 Shady Grove Rd.
Onalaska, WA 98570
H: 985-7033, W: 701-9932, C: 701-9932
IN WITNESS WHEREOF legal representatives of both the ORGANIZATION and the COUNTY have
executed this Agreement on the date(s) so noted below.
The parties have caused this Agreement to be executed in duplicate originals this
<5(7'' day of, D'Ce-a..6 es , 207 .
ORGANIZATION BOARD OF COUNTY COMMISSIONERS
LEWIS COUNTY,WASHINGT N
C Li eh I rS /im eYS /14Gsykc.f
(Organization name) Rob rt C. Jackson, Chair
. A,
(Authoriz representative's signature) Gar Stamper, Vice Chair
(Authorized rep.'s name, printed) Edna J. Fund, ember
(Authorized representative's title)
PO 8c' ' APPROVED AS TO FORM:
(Organization street address) Jonathan Meyer, Prosecuting Attorney
C `tie/44IiSI WW9 9532
(Organization city, state, zip code)
By: Deputy Prosecuting Attorney
ATTEST:
A-e/kfti—e /Le-t
410 Rieva Lester, Clerk of the Board
7
Lewis County — 2020 Lodging Tax - Project Scope
Due to a discrepancy between the original funding request and the amount to be awarded,
"'" the following project information will need to be updated as that change in funding may
have affected the original Project Scope. Please do not change the format of this
document and be brief in your explanations to fit the space provided. PLEASE NOTE
THAT THIS DOCUMENT WILL BE TIED TO THE AGREEMENTS AND WILL BE USED
TO VERIFY PROJECT EXPENDITURES.
I, Project Submission Form
1. Project Name: 2. Date Submitted:
Tour de Farms 2020 12/9/2019 y ,IVED 3. Contact Person / Title: Harry O. Bhagwandin, Project Manage � 1(
4. Mailing Address: Board of County Commissioners
183 Shady Grove Road Lewis County Washington
Onalaska, WA 98570 DEC 1 2 2019
5. Telephone No.: 360.701.9932
6. E-mail: omroal@gmail.com
7. Signature of Representative: �,
8. Project Location (city/town) ewis County. WA
a. Name of Event or Activity: Tour de Farms 2020
9. Statement of Project Goals and Objectives:
VOW Tour de Farms 2020 project goals and objectives include: 1) Creation of an
agritourism event venue that will provide 200 paid overnight lodging and
accommodations: 2) Increase direct market sales for Lewis County area farmers;
3) Expand awareness of and access to local agricultural farms and farm products;
4) Promote awareness of Lewis County area farmers markets; 4) Leverage
existing partnerships with the annual Ride the Willapa event: and 5) Increase year
round use of the Willapa Hills Trail and return visits to Lewis County.
110. Project Description:
The Tour de Farms 2020 event provides a unique family-friendly outdoor travel
experience showcasing Lewis County agriculture on the Willapa Hills Trail. The
pop-up farmers market addition to the farm tour provides a new venue to market
local value-added farm products and inform out-of-area visitors about Lewis
County's agricultural while providing needed outreach to help promote Lewis
County Farmers markets - thus encouraging return visits to the area throughout
the year. Tour de Farms partners with the annual Ride the Willapa two-day bicycle
campout and will include paid overnight lodging. providing 200 additional heads in
beds at a historic farm on the Chehalis River.
11. How does proposed project meet purposes of the Legislation?
RCW 67.28.1816
Tour de Farms 2020 specifically promotes tourism by providing a unique family-
Nu., friendly outdoor adventure with 200 overnight paid lodging accommodations.
Marketing to recreational and adventure tourist traveling with their families, the
"pop-up" farmers market features local farm products and informs out-of-area
visitors about Lewis County's agricultural and an invitation to visit area farmers
markets during the season as well as continued use of the Willapa Hills trail
throughout the year - thus encouraging return visits to Lewis County.
•.r
12. Anticipated Project Costs:
a. Total County funds awarded for 2020: $9,000
13. Project Cost Analysis
Project Budget
Column B Column C
Column A Column D
Item Use of County Use of Other Total Available
Funds Funds
Project Funds
Personnel (salaries & benefits)
Marketing/Promotion Materials $4,715.00 $3,500.00 $8,215.00
Direct Sales Activities
Minor Equipment
Travel/Trainings (list below)
1.
2.
3.
Contract Services (list below)
1. Multiple $4,285.00 i $2,000.00 $6,285.00
2.
3.
4.
Overhead (building rent, utilities
etc.)
Project Subtotal: $9,000.00 $5,500.00 $14,5000
r..
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14. PROJECT WORK PLAN
List the tasks, cost and timeframe,
Name individual(s), consultant(s),
and organization responsible for the project.
Table Ill
Tasks Timeframe-Dates Estimated Cost Responsible Party/Name
Project planning and December 2019— December S9,000 Lewis County Harry O. Bhagwandin, Shady
implementation. including 2020 LTAC Grove Consulting and Project
all budget, contract and Management for Chehalis
grant management tasks. Farmers Market
Now
Return completed Project Scope form to:
Rieva Lester
Lewis County BOCC. Rm. 210
351 NW North Street — 2"d Floor
Chehalis, WA 98532
Telephone: 360-740-1419
email: Rieva.Lester(cr,lewiscountywa.dov
3
0 360.740.1120
Board of County Commissioners 7DD 360.740.1480
(--
Lewis County Courthouse •351 NW North Street •Chehalis,WA 98532-1900 bocc@lewiscountywa.gov
\LEWIS COUNTY - --
IIMMEMEMIMI
LEWIS COUNTY LODGING TAX APPLICATION
for budget year 2020
DEADLINE IS 3 P.M.THURSDAY,OCTOBER 3, 2019
Applications for Lewis County lodging tax funds (for budget year 2020)
are due by 3 p.m. Thursday, October 3, 2019.
Applications must be submitted via email to tourismpromotion@lewiscountywa.gov.
Please include your organization's name in the subject line.
Applications received after the deadline will not be considered.
Please note that the applicant is responsible for confirming timely delivery.
Also, please pay particular attention to the contact information you provide.
If your contact information is not up to date and we cannot reach you,
"Itir your application will not move forward.
ORGANIZATION / PROJECT INFORMATION
Organization name Community Farmers Market of Chehalis
Project name Tour de Farms 2020 j
Project coordinator Harry O. Bhagwandin
Date of project I
Amount requested from
Lewis County $10,500
rTotal project amount $16,000
Erik Martin Edna J. Fund Bobby Jackson Gary Stamper Rieva Lester
County Manager First District Second District Third District Clerk of the Board
APPLICANT CONTACT INFORMATION *1110
Name Harry O. Bhagwandin
Street address 183 Shady Grove Road
City,state,zip code Onalaska, WA 98570
Mailing address (if same
different from street
address)
Current home phone
Current work phone
Current cell phone 360-701-9932
Current email address omroal@gmail.com
Agency Tax ID Number 13-4298293
Organization Unified
Business Identifier(UBI) 602459871
UBI expiration date 2020
Type of organization: ❑ 501(c)3 ❑ 501(c)6 ❑ Government agency
Organization's mission statement or purpose (one or two sentences):
To provide market opportunities for local farmers in support of Lewis County agriculture.
Year the organization was founded: 2005
Has your organization received Lewis County lodging tax funding in the past? ®Yes ❑No
Ifyou answered 'yes,"please answer the following two questions:
When did your organization receive Lewis County lodging tax funding? 2019
How much did your organization/ project receive?$8,500
PROJECT NAME: Tour de Farms 2020 2 ♦40
‘41ji° REQUIRED INFORMATION
Each applicant must attach the following to their application:
Financial documents: Each applicant must attach their most current business financial
statement,which must include a balance sheet,an income statement,the organization's
operating budget for 2019,the organization's projected budget for 2020,and a "financial
review" (details follow).All required financial information must be complete and must
balance,and the financial must meet the following guidelines: Each organization that
receives funding from the county's tourism fund must provide a financial review
completed by an independent certified public accountant(CPA) within the past five years.
County tourism tax money cannot be used to pay for financial reviews or audits.
Nonprofit determination: Nonprofit organizations must submit proof from the United
State Internal Revenue Service of their current tax-exempt status.
Personnel list: Each applicant must submit the title and name of all employees,including
contracted positions, as well as the title and name of all members of the organization's
board of directors (or other governing body).The list identifying the current board of
directors (or other governing body) must identify the principal officers and must include
the name, phone number, mailing address and email address for each.
PROJECT DESCRIPTION
Please provide a detailed description of the proposed project/activity.Your description
must include the following:
1. Describe how the project promotes tourism in all of Lewis County's unincorporated areas.
Tour de Farms partners with Ride the Willapa on the Willapa Hills Trail starting in Chehalis and ending in
Pe Ell. Our 2019 event expanded year over year by 64%, a trend that is expected to continue in 2020
building on our success. The pop-up farmers market solicits participation from farm vendors throughout
Lewis County -expanding visitor early season access to regional farm products and public awareness oh
2. Describe how the project will enhance tourism and result in "heads in beds."
Tour de Farms had 550 participants in 2019, including 80 paid overnight lodging at Willapa Hills Farm.
This venue can accommodate 200 overnight guests. The "pop-up"farmers market provides an early
season market opportunity showcasing local products intended to attract the burgeoning sector of
ag-tourism dollars into Lewis County. Partnering with Ride the Willapa, Tour de Farms provides a uniquEb
3. List the responsible party/ parties.
Greater Lewis County Farmers Market Association(Community Farmers Market at Chehalis).
PROJECT NAME: Tour de Farms 2020 3
4. Describe how the area the project will serve,as well as the project's
expected impact.
Tour de Farms promotes tourism throughout all of Lewis County by providing a unique agritourism
venue. With participation from local farm vendors throughout the County, this event provides diversified
market opportunities for value-added agricultural products. Designed to increase direct market sales,
Tour de Farms attracts regional visitors to Lewis County intent on experiencing the culture and
5. Describe how the project will specifically promote tourism.
Tour de Farms specifically promotes tourism by creating an agritourism event with music, family
entertainment, and overnight camping in a historic farm setting along the Willapa Hills Trail on the
Chehalis River. Marketing to adventure tourists traveling with their families, the "pop-up"farmers market
features local farm products and informs out-of-area visitors about Lewis County's agricultural markets. b
6. Describe how you have collaborated with other entities throughout Lewis County
to promote tourism.
Tour de Farms partners with Ride the Willapa, collaborating with businesses, agencies, and non-profits
throughout Lewis County. Promoting tourism through social media, digital sponsor links, print media and
radio ads, in 2019 we expanded our marketing network to include additional cash and in-kind
sponsorships, new and return volunteers, farm producers, and market vendors throughout Lewis
7. Describe why your project should receive funding.
Tour de Farms is a family-friendly outdoor travel experience showcasing Lewis County farmers markets,the Willapa Hills Trail,
and rural farm/forest lands. providing the County a unique local agritourism event.The pop-up farmers market provides needed
outreach to help promote Lewis County Farmers market and encourage future visits throughout the season. In 2019,Tour de
Farms provided 80 additional heads in beds,with the ability to expand to over 200 additional paid lodging.
USE OF HOTEL/MOTEL TAX
Please indicate below the types of activities for which the lodging tax monies would be used:
❑TOURISM PROMOTION U OPERATION OF TOURISM-RELATED FACILITY
❑ MARKETING ONLY 0 FESTIVAL OR EVENT DESIGNED TO ATTRACT TOURISTS
❑ DIRECTIONAL SIGNAGE
8. Describe the expected results (measurable outcomes) of your project,with the
dollar amount for each outcome.
2020 Tour de Farms expected results include: 1)Creation of an agritourism event venue that can provide up to 200 paid
overnight accommodations; 2)Increase direct market sales;3)Expand awareness of and access to local agricultural products,
Tour de Farms 2020
PROJECT NAME: 4
9. Please provide attendance information regarding each of the following:
A. Overall attendance
a. Total number of attendees predicted to attend: 750
b. Describe how receiving lodging tax dollars would increase that number
Lodging tax dollars will be used to plan, market. and implement a pop-up farmers market and agritourism marketing event(Tour
de Farms)targeting active family outdoor recreational tourists.We will leverage a four-year partnership with Ride the Willapa to
maximize use of lodging tax dollars to increase visitor participation in both events.2020 Tour de Farms specific goals include: 1)
200 overnight paid lodging(camping)at Willapa Hills Farm;2)Expand visits to Lewis County farmers markets;3)Increased
awareness and access to local agricultural products;4)Increase year-round use of Willapa Hills Trail.
B. Participants traveling fifty(50) miles or more
a. Projected number of attendees who will travel fifty(50) miles or more one
way from their home or business to attend: 350
b. Describe how receiving lodging tax dollars would increase that number
Lodging tax dollars will be used build a diversified marketing campaign (Print, Radio,and Social Media)to attract our target
demographic to the 2-day event from the Seattle to Portland and Spokane to Yakima geographic areas. Receiving lodging tax
dollars would strengthen and help expand our target demographic marketing and promotions reach.
itim/
C. Participants traveling from another state or country
a. Projected number of participants who will travel from another country or
state to attend: 350
b. Describe how receiving lodging tax dollars would increase that number
Lodging tax dollars allow for a more robust targeted print and social media ad campaign designed to reach visitors outside the
state.The last three annual events attracted visitors from Oregon and Idaho who purchased overnight lodging in Lewis County.
Receiving lodging tax dollars would strengthen and help expand our target demographic marketing and promotions reach into
California.
PROJECT NAME:
Tour de Farms 2020
f
D. Participants staying overnight in paid accommodations
a. Projected number of participants who will stay overnight in paid
accommodations: 200
b. Describe how receiving lodging tax dollars would increase that number
Lodging tax dollars will be used to build and manage on line event registration. Receiving lodging tax dollars would strengthen and
help expand our target demographic marketing efforts and promotional outreach.
E. Participants staying overnight in unpaid accommodations
a. Projected number of participants who will stay overnight in unpaid
accommodations: 50
b. Describe how receiving lodging tax dollars would increase that number
About 20-30%of registered participants are from the local area and may not stay in paid lodging. Lodging tax dollars would be
used to direct locals to enjoy the activities at Willapa Hills Farm and area businesses.
10. Describe how the project provides short-term or long-term economic benefit for
Lewis County.
Tour de Farms provides short-term economic benefits for Lewis County through the creation of an
additional farmers market venue and diversification of direct-market opportunities for local farm
producers. This rich family-friendly outdoor recreational overnight adventure promotes awareness of
Lewis County farmers markets and increased access to local farm products, providing long-term
economic benefits through agritourism. Lodging tax dollars spent on the annual event support local
businesses (buy local) in the procurement of products and services in its promotion and implementation.
11. Explain what plans exist to allow this project to become self-sustaining. Include
any plans for ticket sales, event sponsors,and other cost-recovery models.
2020 cost-recovery plans will allow Tour de Farms to become self-sustaining from a diversity of revenue generating sources
including expanded ticket sales. a farm-to-table dinner and breakfast, a music venue, and overnight camping for up to 200 visitors.
2020 lodging tax dollars will also be spent to generate additional and retain existing corporate sponsors/donors. As this event
grows.we expect additional corporate cash sponsorships and in-kind goods and services donations will become available.Over
time,registration fees and corporate sponsorships/donors will allow the Tour de Farms to become self-sustaining thus decreasing
the reliance on annual lodging tax dollars.
PROJECT NAME: Tour de Farms 2020 6
%t✓ SOCIAL MEDIA
All social media will be reviewed. Please provide the following information:
Website address chehalisfarmersmarket.com
Facebook user name communityfarmersmarket at chehalis
Instagram
Twitter account name
Any other social media platforms your organization uses to promote tourism
We have tried Twitter and Instagram, but FB has proven the best response for our event demographic.
BUDGET
INCOME
If you are anticipating receiving partial funding for this activity from another source,please
Nome list the source,the approximate amount,and the status of funding.
Amount Source Confirmed Date available
(YES/NO)
$500 Sierra Pacific CI Yes ®No March 2020
$1,500 Alta Forest Products ❑Yes No March 2020
$1,500 Wllapa Hills Farm ❑Yes RINo June 2020
$1,000 Lewis County Community Trails ❑Yes •No June 2020
$1,000 Other corporate sponsor ❑Yes INo June 2020
CI Yes UNo
Total income: $5,500
What percentage of your project does your request for Tourism Promotion Dollars
represent? 65 %
kid
PROJECT NAME: Tour de Farms 2020
EXPENSE
Activity County Other funds Total
Personnel $ 0.00
Administration $ 0.00
Marketing/promotion 5500 3500 9,000
Direct sales activities $ 0.00
Minor equipment $ 0.00
Travel $ 0.00
Contract services 5000 5000
Other activities 2000 2000
Total Cost 10,500 5,500 16.000
The Lodging Tax Advisory Committee (LTAC) may recommend awarding partial funding.
Please indicate your priorities below:
Priority 1 Full Funding Request $10,500
Priority 2 Minimum Funding Request $8,500 *JO
Applicant will/can accept no less than this amount $0
If partial funding is received, how will that affect the project/activity? Please describe:
In the event of partial funding,event planners will solicit bridge funding from other sources and/or limit activities as appropriate. Funding
priority is to market and implement agritourism related activities that promote awareness of locally produced farm products by providing a
Lewis County farmers market experience. Funding is intended to increase local adventure tourism tax revenue through the addition of
paid overnight lodging and unique agritourism activities that generate adventure travel spending.
PROJECT TIMELINE /TOURISM SEASON
What is your anticipated timeline for accomplishing this activity?
Tour de Farms is held the third weekend in June, corresponding to Ride the Willapa bicycle ride,although event planning is already in
progress.All activities will be accomplished by end of June,2020.
PROJECT NAME: Tour de Farms 2020 8
From the list below,please indicate the season for which your project will enhance tourism
(and explain how it will do so).
SEASON EXPLANATION
Year-round ❑
Off-season ❑
Camping and agritourism attractions are weather
Shoulder season dependent activities.
High season ❑
Is it a seasonal activity appropriate to its location? Explain.
Seasonal agritourism activities include a bicycle farm tour, a pop-up farmers market and campout at Willapa Hills Creamery,and
associated agritourism activities on historic farms within a few miles of the Willapa Hills Trail. These seasonal activities are
appropriate to their location due to proximity to the trail and Rainbow Falls State Park,where additional overnight campers will be
lodging.
ACKNOWLEGDGEMENT
Now The applicant hereby certifies and affirms that it does not now, nor will it during the performance of
any contract arising from this application,unlawfully discriminate against any employee,applicant for
employment, client,customer,or other person who might benefit from said contract, by reason of race,
ethnicity, color, religion, age, gender, national origin, or disability; and further certifies and affirms
that it will abide by all relevant local, state and federal laws and regulations; That it has read
and understands the information contained in this application for funding and is in compliance
with the provisions thereof and; That the individual signing below has the authority to certify to these
provisions for the applicant organization, and declares that he/she is an authorized official of the
applicant organization, is authorized to make this application, is authorized to commit the
organization in financial matters, and will assure that any funds received as a result of this
application are used for the purposes set forth herein.
Certified by: Date: 10/3/2019
(Applicant signature)
Harry O. Bhagwandin
(Print or type applicant's name)
Tour de Farms 2020
PROJECT NAME: --- 9