East Lewis County Chamber of Commerce - Staffing for Chamber 2020 TOURISM SERVICE AGREEMENT
Lodging Tax agreement: East Lewis County Chamber of Commerce - Staffing
THIS AGREEMENT is made by and between East Lewis County Chamber of Commerce ("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 $ 12,500 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:
East Lewis County Chamber
Staffing
194 Main St.
Morton,WA 98356
IN WITNESS WHEREOF legal representatives of both the ORGANIZATION and the COUNTY have
executed this Agreement on the date(s) so noted below.
The pa ie ve caused s Agreement to be executed in duplicate originals this
day of DMA , 20/q'.
ORGANIZATION BOARD OF COUNTY COMMISSIONERS
L COUNTY, WASHINGTON
r " &CUES d �?i�/ ,
(Orgajzation name) . Robert C.Jackson, Chair
/ f/ ly .�ir Aiwa 4
thorized represe pivre's signature) Gary Stamper,Vice Chair
Nor
(Authorized rep.'. name, printed) Edna J. Fund, ember
/)/-t ) (
(Authorized representative's title)
1 g4 N I rI,G(,W -�1 iv, �t1}�-i� APPROVED AS TO FORM:
(Organization street address) Jonath Meyer, Prosecuting Attorney
`ho , (VA i&-6.
(Organization city, state, zip code)
By: Deputy rosecuting Attorney
ATTEST:
Rieva Lester, Clerk of the Board
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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.
Project Submission Form
1. Project Name: East Lewis County Chamber 2. Date Submitted:
Staffing for Chamber 12/16/19
3. Contact Person / Title: Dr. Brad Larson, President
� �
4. Mailing Address: ELC Chamber
P.O. Box 10 Board of County Commissioners
Morton, WA 98356 Lewis Cody Washington
5. Telephone No: 360.496.6086 DEC i < LU19
6. E-mail: chamber@lewicounty.com
7. Signature of RepreseAtative:
8. Project Location (city/town) East Lewis County
a. Name of Event or Activity: Staffing for Chamber
9. Statement of Project Goals and Objectives:
Our Chamber staff members primary duty is keeping the Welcome Center
open year-round, greet visitors, answer questions, and provide information
of amenities and events. This position promotes tourism for all of East
County and coordinates projects which include Christmas in the Mountains,
Summit to Swamp Obstacle Race as well as assisting with the Big Foot
Archery Competition. Other staffing duties include maintaining a strong
Face Book presence, keeping the website up to date, and manage the
visitors log.
10. Project Description: See above
11. How does proposed project meet purposes of the Legislation?
RCW 67.28.1816
The East Lewis County Chamber has partnered with Cowlitz River Valley
Historical Society to use the Museum as a Welcome Center for tourism. This
position is vital to welcoming visitors, sharing information, and encourage
overnight stays and return trips to enjoy the natural beauty and events the area
has to offer. This position is essential to the success of planned projects and the
ongoing efforts to support tourism.
12. Anticipated Project Costs:
a. Total County funds awarded for 2020: $12,500
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) 11,540 5,600 17,140
Marketing/Promotion Materials
Direct Sales Activities
Minor Equipment
Travel/Trainings (list below)
1.
Nor
2.
3.
Contract Services (list below)
1 .
2.
3.
4.
Overhead (building rent, utilities
etc.)
Telephone and WIFI shared with 960 960 1920
Historical Society
Project Subtotal: 12,500 6560 19,060
2
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
Manage the Welcome Jan 1 to Dec 31 19,060 ELC Manager
Center
Return completed Project Scope form to:
Rieva Lester
Lewis County BOCC. Rm. 210
351 NW North Street — 2nd Floor
Chehalis, WA 98532
Telephone: 360-740-1419
email: Rieva.Lesterlewiscountywa.gov
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Lewis County Courthouse
351 NW North Street
_ Board of County Commissioners i Chehalis,WA98532-1900
LEWIS COUNTY)
November 26,2019
East Lewis County Chamber
Staffing
194 Main St.
Morton,WA 98356
Re: Lewis County Lodging Tax
Dear East Lewis County Chamber
Thank you for taking the time to submit a Lodging Tax application.The Lewis County Board of County
Commissioners(BOCC) has carefully reviewed the Lodging Tax Advisory Committee's (LTAC)
recommendations and plans to award funding accordingly.As such,the BOCC is giving preliminary
approval to award East Lewis County Chamber-Staffing$12,500 for the year 2020.
Enclosed are a Project Scope and two copies of your contract.Please complete and return the Project
Scope and BOTH copies of the contract by 3 p.m.Thursday,Dec.12,2019.
Please note that the amount approved for your project differs from the total amount you
requested.Because of this,it is imperative that you submit the enclosed Project Scope to reflect
the approved amount($12,500)and how it will be used.This information will be used to verify the
expenditures listed on your reimbursement request(s).Although the amounts will differ,your revised
Project Scope must reflect what was presented in your original application,as that is what preliminary
funding approvals were based upon.
Please note that failure to return the Project Scope and sign and return both copies of the contract by the
deadline could put your funding in jeopardy.
Grants will be considered finalized after the commissioners approve them via resolution(tentatively
planned for Dec. 16).Approved grants will be effective beginning Jan. 1,2020.
You will receive instruction on submitting reimbursement requests toward the end of December.If you
have questions in the meantime,please contact Clerk of the Board Rieva Lester at 360-740-1419.
Thank you for your work to promote tourism in Lewis County.We look forward to a successful year!
Lewis County Commissioner Edna J.Fund
Lodging Tax Advisory Committee Chair
coi
o 360.740.1120 Edna J. Fund Bobby Jackson Gary Stamper Rieva Lester
F 360.740.1475 First District i Second District i Third District Clerk of the Board
TDD 360.740.1480 bocc@lewiscountywa.gov
0 360.740.1120
Board of County Commissioners TDD 360.740.1480
11 Lewis County Courthouse •351 NW North Street •Chehalis,WA 98532-1900 bocc@lewiscountywa.gov
`LEWIS COUNTY
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.
11111 If your contact information is not up to date and we cannot reach you,
your application will not move forward.
ORGANIZATION / PROJECT INFORMATION
r-
Organization name East Lewis County Chamber of Commerce
Project name Staffing for East Lewis County Chamber of Commerce
Project coordinator Caro Johnson
Date of project Fiscal year 2020 (Jan-Dec)
Amount requested from
Lewis County $24,960.00
Total project amount $30,410.00
410 Erik Martin Edna J. Fund Bobby Jackson Gary Stamper Rieva Lester
County Manager A ,'fir;fr; Second District Third District Clerk of the Board
APPLICANT CONTACT INFORMATION
Name Caro Johnson-ELC Chamber Secretary
Street address 194 Main Street
City,state,zip code Morton, WA 98356
Mailing address (if PO Box 10
different from street Morton, WA 98356
address)
Current home phone 360-520-6878
Current work phone 360-496-5900
Current cell phone 360-520-6878
Current email address caro.johnson@century21.com
Agency Tax ID Number 91-0730233
Organization Unified
Business Identifier(UBI) UBI#601 395 047
UBI expiration date 06/30/2020
Type of organization: ❑ 501(c)3 0 501(c)6 ❑ Government agency
Organization's mission statement or purpose (one or two sentences): `4110#
"To Improve the Vitality and Livability of East Lewis County"
Year the organization was founded: 2001
Has your organization received Lewis County lodging tax funding in the past? DYes ❑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? $ 10,300.00
PROJECT NAME: Staffing for East Lewis County Chamber of Commerce 2 '�
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.
Our goal is to have a paid staff member available at the Cowlitz River Valley Historical Society Visitor
Center/Museum year round. The hours worked by this person would include promotion of East Lewis
County activities on social media, through a strong web presence, and at events and meetings. It would
keep the Visitor Center/Museum open through the winter months while allowing the staff to handle
2. Describe how the project will enhance tourism and result in"heads in beds."
While an up-to-date web and social media presence will enhance tourism, face-to-face assistance and
guidance is still important to many visitors. The requested funding for staffing hours will ensure visitor
assistance in ALL seasons. It will allow our staff to properly promote East Lewis County events and
activities that will increase the likelihood of more visitors and longer stays. Being open through the winter
3. List the responsible party/parties.
East Lewis County Chamber of Commerce
PROJECT NAME: Staffing for East Lewis County Chamber of Commerce 3
4. Describe how the area the project will serve,as well as the project's
expected impact.
This project will primarily focus on activities in East Lewis County, from the 1-5 corridor to White Pass.
The goal will be to bring tourists to communities in ELC areas. Many of these tourists will be traveling
through the 1-5 corridor and US Hwy 12 to reach their destinations. Therefore, the far-reaching impact
will be to benefit all of Lewis County businesses. By keeping the Visitor Center open more hours
5. Describe how the project will specifically promote tourism.
The consistency of having a staff member employed year-round will allow the ELC Chamber to more
actively seek different avenues of promotion and cross-promotion. Having the time allotted to place
advertisements of events in multiple directories will increase the capability of reaching far beyond the
Pacific Northwest. More staff hours will also allow for a strong up-to-date web and social media
6. Describe how you have collaborated with other entities throughout Lewis County
to promote tourism.
Promotion of these entities via social media, ELC group emails, and/or distribution of materials; Cowlitz
River Valley Hist Society, Discover Lewis County, Pkwd Improvement Club, Cities of Morton &
Mossyrock, Loggers Jubilee, FMAC-Roxy Theater, Blueberry Festival, SW Washington Fair, Apple
Harvest Festival, Arbor Health Hospital Foundation, Centralia College, Christmas in the Mountains, Area
7. Describe why your project should receive funding.
The ELC Chamber of Commerce is now serving almost 100 members. We have a goal to become
financially self-sufficient. The board is actively collaborating with other entities and events to create
annual income streams toward this goal, but currently, we are in need of outside funding for personnel
to properly manage our website and social media, and to keep the Chamber functioning well. An added
bonus would be helping to keep the CRVHS Visitor Center/Museum open through the off seasons.
USE OF HOTEL/MOTEL TAX
Please indicate below the types of activities for which the lodging tax monies would be used:
0 TOURISM PROMOTION 0 OPERATION OF TOURISM-RELATED FACILITY
❑ MARKETING ONLY ❑FESTIVAL OR EVENT DESIGNED TO ATTRACT TOURISTS
U DIRECTIONAL SIGNAGE
8. Describe the expected results (measurable outcomes) of your project,with the
dollar amount for each outcome.
This funding would supply personnel to help run the ELC Chamber efficiently and effectively. This would
result in better promotion of ELC Chamber members' businesses, plus promotion of events and activities
throughout East Lewis County and the surrounding areas. This would also provide for staffing to keep
the Visitor Center/Museum/Depot in Morton open through the off-season, which could help the Museum
& Depot become a regular tourist destination. Measuring the dollar amount of the result is difficult
because this is the first year the Visitor Center, Interpretive Center Museum & Depot and Mt. View
Timberland Pop-Up Library in Morton has operated in unison to draw visitors to the area, so we have no
past data to compare to. The diversity of activities and locations would also affect members differently. It
is our goal and hope that increasing promotional efforts will lead to increased tourist visits and increased
•
PROJECT NAME: Staffing for East Lewis County Chamber of Commerce 4
9. Please provide attendance information regarding each of the following:
A. Overall attendance
a. Total number of attendees predicted to attend: over 2000
b. Describe how receiving lodging tax dollars would increase that number
This estimated prediction is based on the number of visitors who signed the Visitor Center guest book in
Morton from March to September, 2019. The Visitor Center just re-opened in March 2019. There were
490 groups consisting of 956 people who came to get information, visit the Museum/Depot, or both.
LTAC funding would allow further promotion and staffing to keep the Visitor Center open through the
winter season. Consistent and reliable hours of operation are important to tourist activities.
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: over 1200
b. Describe how receiving lodging tax dollars would increase that number
From March to September, 2019, approximately 2/3 of the visitor groups at the Visitor Center in Morton
came from over 50 miles or more. The estimated projection is based on this data. Consistent
year-round staffing would allow for proactive planning and promotion of prior season events&activities
to significantly increase tourist activity. Chamber staffing at the Visitor Center could help with data
collection and documentation to help with grant funding from other sources as well. More data will help
us all determine where best to put future funding. With this in mind, helping to keep the Visitor Center
open year-round should be a priority.
C. Participants traveling from another state or country
a. Projected number of participants who will travel from another country or
state to attend: over 800
b. Describe how receiving lodging tax dollars would increase that number
Over 40%of the groups who came to the Visitor Center/Museum since it re-opened in March, 2019 were
from out of state or from a different country. Even though much information can be found online, it is still
important to have a human presence available to answer questions, to help visitors feel a warm welcome
to our communities, and to guide them in having the best experience as possible during their visit. LTAC
funding would allow East Lewis County to have both: a great promotional online presence AND a friendly,
helpful human presence at the Visitor Center.
PROJECT NAME: Staffing for East Lewis County Chamber of Commerce
D. Participants staying overnight in paid accommodations ,mil
a. Projected number of participants who will stay overnight in paid
accommodations: over 500
b. Describe how receiving lodging tax dollars would increase that number
Based on answers from the Visitor Center/Museum guest book, over 27% of the people visiting planned to
stay overnight in Lewis County. There are so many activities available in East Lewis County in addition to
community events, that it would take weeks to try to do them all. We believe that additional staffing hours
could be used to raise the awareness of these activities and lodging options for people who are online
planning their trips, resulting in more travelers choosing our area as a destination rather than just passing
through.
E. Participants staying overnight in unpaid accommodations
a. Projected number of participants who will stay overnight in unpaid
accommodations: unsure
b. Describe how receiving lodging tax dollars would increase that number
East Lewis County has many outdoor activities and free places for people to camp or park their RV.
While we really have no way to track the number of visitors who stay in unpaid lodging, we feel it is safe
to assume that increased promotion will increase the number of visitors to our area resulting in increased
revenue for the businesses in our communities. Web and social media promotion are quite effective at
getting people's attention, but it does take TIME to do this properly. Having paid staff hours dedicated to
building and maintaining a strong, informative, exciting Internet presence is essential. With funding, much *id
of the behind-the-scenes preparation could be done in the off-season while also keeping the doors open
at the Visitor Center/Museum.
10. Describe how the project provides short-term or long-term economic benefit for
Lewis County.
Having a consistent front person to represent East Lewis County is huge. The requested funding covers
the costs of staff at 24 hours/week for 52 weeks. It is expected that 15-20 hours/week would be used for
combined Chamber responsibilities and CRVHS duties while present at the Cowlitz River Valley Historical
Society Visitor Center/Museum. The remaining hours would be dedicated to building our web/social
media presence, attending events and meetings, and seeking out innovative ways to expose the
attractions of our area to the outside world. Having a paid person for these endeavors becomes a benefit
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.
The ELC Chamber of Commerce is currently collaborating with Rock To River Events, LLC and Bigfoot
Archery Leather& Lace to raise money by hosting a beer garden at their events annually. This would be
the beginning of creating yearly income streams by partnering with members. The goal is to eventually
create enough revenue to pay full-time staff. This would allow Chamber responsibilities to be done
efficiently and effectively. Consistent staffing could help facilitate collaboration across the county for the
long term benefit of all.
PROJECT NAME: Staffing for East Lewis County Chamber of Commerce _ 6
SOCIAL MEDIA
All social media will be reviewed. Please provide the following information:
Website address elcchamber.org
Facebook user name Visit East Lewis County
Instagram
Twitter account name
Any other social media platforms your organization uses to promote tourism
BUDGET
INCOME
If you are anticipating receiving partial funding for this activity from another source,please
%se list the source,the approximate amount,and the status of funding.
Amount Source Confirmed Date available
(YES/NO)
S 5,500.00 Membership Dues ❑Yes •No
S 5,000.00 City of Morton grant ❑Yes No
CRV Hist Society ❑Yes Oho In-Kind
$ 500.00 Summit To Swamp Event ❑Yes ®No
$ 1,000.00 Bigfoot Open Event ❑Yes No
❑Yes CI No
Total income: S12,000
What percentage of your project does your request for Tourism Promotion Dollars
represent? 82 %
thd
PROJECT NAME: Staffing for East Lewis County Chamber of Commerce 7
EXPENSE
Activity County Other funds Total
Personnel $ 24,960.00 $ 24,960.00
Administration $ 1,200.00 $ 1,200.00
Marketing/promotion $ 1,000.00 $ 1,000.00
Direct sales activities $ 0.00
Minor equipment $ 750.00 $ 750.00
Travel $ 1,000.00 $ 1,000.00
Contract services $ 1,000.00 $ 1,000.00
Other activities $ 500.00 $ 500.00
Total Cost $24,960.00 $ 5,450.00 $ 30,410.00
The Lodging Tax Advisory Committee (LTAC) may recommend awarding partial funding.
Please indicate your priorities below:
Priority 1 Full Funding Request $24,960.00
Priority 2 Minimum Funding Request $12,500.00
Applicant will/can accept no less than this amount $
If partial funding is received,how will that affect the project/ activity? Please describe:
Partial funding would simply continue basic staffing for ELC Chamber responsibilities.
Full funding would provide year-round staffing for the ELC Chamber and the CVRHS Visitor Center. It would
also provide dedicated paid hours to develop a strong social media and web presence for promoting events in
all of Lewis County.
PROJECT TIMELINE/TOURISM SEASON
What is your anticipated timeline for accomplishing this activity?
Fiscal Year 2020
PROJECT NAME: Staffing for East Lewis County Chamber of Commerce 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
Continual, consistent staffing will help
Year-round 0 promote tourism in every season!
Off-season ❑
Shoulder season ❑
High season ❑
Is it a seasonal activity appropriate to its location? Explain.
Promoting businesses and activities for tourism in our area is appropriate in every season.
ACKNOWLEGDGEMENT
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: r` `Z4.o)t Date: 10/02/19
(Applican ignature)
Caro Johnson
(Print or type applicant's name)
060
Staffing for East Lewis County Chamber of Commerce
PROJECT NAME: