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White Pass Country Historical Society & Museum - Operations of WPCH Museum & Events RECEIVED Board of County Commissioners Lewis County Washington DEC 1 2 ?019 2020 TOURISM SERVICE AGREEMENT Lodging Tax agreement: White Pass Country Historical Society and Museum-Operation of WPCH Museum & Related Events THIS AGREEMENT is made by and between White Pass Country Historical Society and Museum Operation of WPCH Museum & Related Events ("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 1 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 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 $ $25,500 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). 2 Each reimbursement claim voucher shall include the following certificate of authenticity with the dated signature of an authorized representative of the ORGANIZATION: "I, the 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. 3 The ORGANIZATION shall cooperate with and freely participate in any other monitoring or evaluation activities pertinent to this Agreement that the COUNTY requests. 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 4 person, including without limitation any employee of the ORGANIZATION or its subcontractors, caused by or arising out of or suffered, directly or indirectly, in 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 5 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 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 6 For the ORGANIZATION: White Pass Country Historical Society and Museum Operation of WPCH Museum & Related Events PO Box 958 Packwood, WA 98361 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 3G'(`" day of ,_De , 20/7. ORGANIZATION BOARD OF COUNTY COMMISSIONERS LEWIS COUNTY, WASHINGTON /4,/,i ‘,--R41,4 DA0 ' 7,7 the' /� /,/ /,_._ (Organization n e) Robert C. Jackson, Chair r'22 a 44-- 02/0...1 (Aut orized representative's signature) Gary Stamper, Vice Chair MART HA 6ThA ROL3T14 2a%_;,t_x_i; (Authorized rep.'s name, printed) Edna J. Fund, e' er (Authorized representative's title) Po 8B2( 95-8' i g 9 q0 VS I� APPROVED AS TO FORM: (Organization street addre& Jonathan Meyer, Prosecuting Attorney (Organization city, state, zip code) / By: Deputy Prosecuting Attorney ATTEST: Rieva Lester, Clerk of the Board 7 RECEIVED Board of County Commissioners Lewis County Washington Lewis County - 2020 Lodging Tax - Project Scope DEC 1 2 2019 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 1. Project Name: 2. Date Submitted: >,o)4�� ? 1 - 1/ -ly 3. Contact Person / Titl . rnovrim 64 R,3u-TR 4. Mailing Address: €� 9 1' i-7a y . g.3G 5. Telephone No.: 36Q• Y91 - ls'/ 6. E-mail: GAIRD V rTE 'Y)A R1- A ® YYt.l L. • C 7. Signat a of epreFativ, 8. Project Loc ion (city/town) P WA /�--�—� a. Name of Event or Activity. 1.0(�GEf>7�iu.�e+,ri �f, eSettiYi'freAr•'V� 9. Statement f Project o I and Objec es• Or, . t/)i q..jt ► • -161,cit ---p,uSkto-- wrtm 10. Project Descri tion: !A 74ar ate-, 11. How does proposed project mee purposes of the Legislation? RCW 67.28.1816 'P/) (9f2.aucjii;0241.4 62/47121_,(1A2.. ,s&v3,02-ti Faz.1.4 ,ad a. 57/c-c3 co 12. Anticipated Project Costs: a. Total County funds awarded for 2020: o�S 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) 300,0 3 I-6O Marketing/Promotion Materials if (9J 0'aS" //, Direct Sales Activities f 9 1 4 /'7 Minor Equipment I Vase Travel/Trainings (list below) .‘15t, -esr ,®- 1. 2. 3. Contract Services (list below) 1. -44.4=.C1---Wectr461-, ‘c=041- /Ls*aw 2. CeswiFith, - 6 -0 cS 3. 4. Overhead (building rent, utilities etc.) / L /'/aDa' .QG V do 3 a--C 0 s� g G 2S Project Subtotal: $ gS^3 gd A56-1 9-049 2 Tamara Martin From: Martha Garoutte <garouttemartha@gmail.com> Sent: Tuesday,January 14, 2020 2:29 PM To: Tamara Martin Subject: Re: LTAC clarification Admin is building rent,power, water&office supplies . Other is event expenses On Tue, Jan 14, 2020 at 2:02 PM Tamara Martin Namara.Martin@u,lewiscountywa.gov> wrote: Martha, I am currently setting up spreadsheets for this year's reimbursements. Can you help me by clarifying the last section that says "overhead"? It's attached for reference. I'm trying to understand the"admin" and "other". Is the"admin" referring to wages and/or salaries? If so, the project scope will need to be adjusted to reflect that under the"personnel"category and what is "other"? I've attached the project scope so the necessary adjustments can be updated. Please feel free to call me if you need any assistance. Thank you, Tamara Martin Office Assistant Lewis County Commissioners (360)740-1120 tamara.martin@lewiscountywa.gov External Email - Remember to think before ou click! i 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 se/54^641of ' To d-2ut,3! gt ri �+7Y1144/4YTI-62-kAA 4C0‘ lb • to 31 °a°d4- t/a oh.° - /67s. sat Yirke4,1tili, - �o �&g� a3ac *a4 1/1/ �I50-0 C - 7 • 62tJ4: \ P Wa, - (4-0 1/ ' %.6tAttehituac YAm a_4) /4D" a c3©a, • Y/2/1) 'PA c 19D 0/ rr;ft.. L — Return completed Project Scope form to: Rieva Lester Lewis County BOCC. Rm. 210 351 NW North Street — 2 n d Floor Chehalis. WA 98532 Telephone: 360-740-1419 email: Rieva.Lester(a�lewiscountywa.gov 3 i ' ) ,....... .....:‘... , „:„...,. _.,,,,\ Board of County Commissioners 0 360.740.1120 (---- TDD 360.740.1480 ter` Lewis County Courthouse •351 NW North Street •Chehalis,WA 98532-1900 bocc@lewiscountyva.gov 1111'1 LEWIS COUNTY - \ .a1. /J'/.. 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, ....,- your application will not move forward. ORGANIZATION / PROJECT INFORMATION Organization name White Pass Country Historical Society& Museum Project name Operation of WPCH Museum & related events Project coordinator Martha Garoutte & Janice Boren Grose Date of project January through December 2020 ° r Amount requested from Lewis County $28,500.00 Total project amount 1 $57,200.00 j Erik Martin Edna J. Fund Bobby Jackson Gary Stamper Rieva Lester County Manager F,•;!n;,!.,rt Second District Third District Clerk of the Board APPLICANT CONTACT INFORMATION 411 Name Martha Garoutte Street address 12990 Us Hwy 12 City,state,zip code Packwood WA 98361 Mailing address (if PO Box 958 different from street Packwood WA 98361 address) Current home phone 360-494-4031 Current work phone 360-494-4422 Current cell phone 360-496-1519 Current email address garouttemartha@gmail.com Agency Tax ID Number 20-5308985 Organization Unified Business Identifier(UBI) 602-655-471 UBI expiration date February 2, 2020 Type of organization: 0 501(c)3 ❑ 501(c)6 U Government agency Organization's mission statement or purpose (one or two sentences): "ia0 To Capture, preserve &disseminate the history of the Upper Cowlitz Valley, through educational programs, tours &displays Year the organization was founded: 2006 Has your organization received Lewis County lodging tax funding in the past? OYes ❑No If you 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? $ 17,900.00 *440 PROJECT NAME: Operation of WPCH Museum&related events 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. The White Pass Country Historical Society serves all of Lewis County by providing programs & activities with an interactive center. By hiring a docent-receptionist, the WPCH Museum would be able to to open for Visitors five days per week during the High Season. We are currently stretching our volunteer staff to the maximum by being open three days weekly from Memorial Day until Labor Day. (see attached) 2. Describe how the project will enhance tourism and result in "heads in beds." By being open additional days, our tourist center will be open more frequently for Visitors. We will provide tourists with additional daytime activities at the WPCH Museum & evening events which include free educational programs, movie nights, walking tours to historic places in our Packwood area, out reach programs in other unincorporated communities, & special tours for tourists upon request. (see attached) 3. List the responsible party/ parties. The White Pass Country Historical Society Officers, members and volunteers. PROJECT NAME: Operation of WPCH Museum&related events 3 4. Describe how the area the project will serve,as well as the project's expected impact. Our close proximity to Mount Rainier National Park, Mount Saint Helens National Volcanic Monument, Mount Adams, Tatoosh, Goat Rocks and the William O. Douglas Wilderness areas, the Gifford Pinchot National Forest,the White Pass Ski Area,the popular Pacific Crest Trail & Eastern Washington encourages visitors to come to our area. (see attached) 5. Describe how the project will specifically promote tourism. Opening the WPCH Museum additional days will provide for tourists' needs as they seek information and entertainment year-round. We also encourage and assist visitors in planning loop trips which include visiting sites throughout the County. The Packwood Mountain Festival is held annually as a kick off to the tourist season. (see attached) 6. Describe how you have collaborated with other entities throughout Lewis County to promote tourism. The WPCHS has provided historical information which is included in the historical marker projects located throughout Packwood. We have collaborated with various businesses and agencies such as Destination Packwood Association, Packwood Improvement Club, the Packwood Business Owners Committee,the Packwood Preschool Group, Discover Lewis County, (see attached) 7. Describe why your project should receive funding. The White Pass Country Historical Society provided an actual historic center open year-round for tourists. By being open additional days the tourists will be able to roam the old oak floor hallways, learn about the early history of Lewis County, discover the local economic resources past and present, celebrate our heritage and enjoy special family events. USE OF HOTEL/MOTEL TAX 4804 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 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. The measurable outcome goal is to increase tourist attendance at the WPCH Museum and associated events. A Receptionist-Docent hires for three(3) days a week at five (5) hours a day for fourteen(14) weeks from Memorial Day to Labor Day at a rate of$13.50 per hour would allow the Museum to be open 5 days a week&would cost approximately $2,900. In addition the operation of the WPCH Museum and associated programs will coat $35,000 plus 2,400 volunteer hours, which have a value of$76,800. The Packwood Mountain Festival, a three-day event, will coast$5,000 plus 336 volunteer hours which have a value of 810,752. It is our goal to increase Festival Activities as we host the celebration of our heritage. The Packwood Mountain Festival will draw tourists to the area as a kickoff event for the spring shoulder season. (see attached) PROJECT NAME: Operation of WPCH Museum&related events 9. Please provide attendance information regarding each of the following: A. Overall attendance a. Total number of attendees predicted to attend: 4,000 b. Describe how receiving lodging tax dollars would increase that number Funding of a receptionist-docent will allow the WPCH Museum to be open two (2) additional days per week during the Summer High Season, thus offering tourists more opportunities to visit the Museum. These include tours of the Museum, interesting weekend educational programs, Walking Torus to historic sites, the Packwood Mountain Festival and Fun Run, workshops, and evening activities including movie nights and a Haunted House in the Fall. 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: 2,100 b. Describe how receiving lodging tax dollars would increase that number Increasing the out of area advertising on the numerous museum weekend and evening activities and the Packwood Mountain Festival and Fun Run along with the extended Museum hours will increase the number of tourists coming to our area and staying overnight. Sixty two (62) percent of the participants at the Packwood Mountain Festival are from out of the Area.According to our survey Fifty (50) percent of gille these out of area participants stayed in area lodging. C. Participants traveling from another state or country a. Projected number of participants who will travel from another country or state to attend: 750 b. Describe how receiving lodging tax dollars would increase that number The increase in our Marketing budget will enable the White Pass Country Historical Society to increase our investment in out-of-area advertising to showcase our evening events and diverse activities which attract tourists. Recent visitors to the WPCH Museum have included tourists from Alaska, Florida, North & South Carolina, Texas, Argentina, Canada, Brazil, Taiwan, India, Germany and Israel. PROJECT NAME: Operation of WPCH Museum&related events D. Participants staying overnight in paid accommodations a. Projected number of participants who will stay overnight in paid accommodations: 675 b. Describe how receiving lodging tax dollars would increase that number Teh WPCH Museum's advertised events provide the opportunity for visitors who are staying overnight in paid accommodations to attend activities that are diverse and would encourage them to stay additional nights. Advertising evening programs and tours brings additional visitors to the area. by providing these events in the evening, we encourage visitors to stay overnight. 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 The WPCH Museum's advertised events provide the opportunity for visitors who are staying overnight in unpaid accommodations to attend activities that are diverse and would encourage them to stay additional nights. Specific information is dispersed to Pacfic Crest Trail and wilderness hikers. Visitors share their positive experiences with others, thus drawing tourists to our area. 10. Describe how the project provides short-term or long-term economic benefit for Lewis County. Visitors stop and spend money on meals, gas, merchandise and lodging, thus adding to the financial well-being of all communities throughout Lewis County. The WPCH Museum provides interesting activities to which local businesses may direct visitors. This encourages tourists to stay for a longer length of time in our area. The White Pass Country Historical Society continues to partner with other entities to promote Lewis County as a wonderful destination stop over. 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 WPCH Museum's entry fee and WPCHS memberships help fund the Museum along with the sale of the annual Historic Pioneer Calendar and various books. The WPCH Museum gift shop generates funds to add to the general operating budget. Memorial and in-kind donations help fund the Museum. We are always looking for various fundraising opportunities to support the operation of the museum. We receive numerous business sponsorships to fund special projects. Advertising sales to area businesse3s in the Packwood Mountain Festival Booklet paid for the printing costs of the booklet. We obtain Fun Run Event sponsors with participants paying an entry fee, thus, the Fun Run is self-sustaining. (see attached) *441/0 PROJECT NAME: Operation of WPCH Museum&related events ___.__ 6 SOCIAL MEDIA All social media will be reviewed. Please provide the following information: Website address WhitePassCountryMuseum.org Facebook user name White-Pass-Country-Museum Instagram Instagram.com/WPCMuseum Twitter account name twitter.com/WPCMuseum 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 r✓ list the source,the approximate amount,and the status of funding. Amount Source Confirmed Date available (YES/NO) $ 3,000.00 Memberships ❑Yes III No As it Arrives $ 2,500.00 Entry Fees ❑Yes •No Monthly $ 6,610.00 Donations ❑Yes elNo As They Arrive $ 8,500.00 Event Fees ❑Yes ®No As They Arrive $ 8,090.00 Fund Raising ❑Yes UlNo Year round $28,500.00 Stadium Funds ❑Yes ONo Monthly Total income: $57,200 What percentage of your project does your request for Tourism Promotion Dollars represent? 50 PROJECT NAME: Operation of WPCH Museum&related events EXPENSE Activity County Other funds Total Personnel S 3,000.00 $ 0.00 $ 3,000.00 Administration $ 15,800.00 $ 14,000.00 $ 29,800.00 Marketing/promotion $ 6,700.00 $4,825.00 $ 11,525.00 Direct sales activities $ 0.00 $ 1,900.00 $ 1,900.00 Minor equipment $ 0.00 $ 1,800.00 $ 1,800.00 Travel $ 0.00 $ 0.00 $ 0.00 Contract services $ 0.00 $ 500.00 $ 500.00 Other activities $ 3,000.00 $ 5,675.00 $ 8,675.00 Total Cost $28,500.00 $ 28,700.00 $ 57,200.00 The Lodging Tax Advisory Committee (LTAC) may recommend awarding partial funding. Please indicate your priorities below: Priority 1 Full Funding Request $28,500.00 Priority 2 Minimum Funding Request $26,000.00 Applicant will/can accept no less than this amount $ If partial funding is received, how will that affect the project/activity? Please describe: Reduced funding would seriously impact the operation of the WPCH Museum and the ability of the Museum to be open as a tourist activity center in our unincorporated area. The WPCHS would not be able to increase the number of days we would be open during the High Season, the number and variety of activities available and the ability to provide research information to fulfill visitor requests. Reduced funding would not allow our volunteers to expand the number of paid programs that are reserved for evening events and the Packwood Mountain Festival. With partial funding we would not be able to implement enhanced activities in the summer of 2020, resulting in a likely decrease in the number of visitors that we could draw to the area to stop and stay. We appreciate your continued support of our non-profit tourist activity center. PROJECT TIMELINE/TOURISM SEASON What is your anticipated timeline for accomplishing this activity? Fiscal year 2020 PROJECT NAME: Operation of WPCH Museum&related events 8 *iiow From the list below,please indicate the season for which your project will enhance tourism (and explain how it will do so). SEASON EXPLANATION Museum Open, Tours, meeting room, Year-round ■❑ workshops, evening porgrams Museum open, new displays, advertising Off-season ■❑ reviewed. plan upcoming events Mtn Festival, Fun Run, Membership drive, Shoulder season 0 Annual Meeting, Haunted House Expanded musuem hours, evening High season 0 programs. walking tours &workshops Is it a seasonal activity appropriate to its location? Explain. Yes. The Museum is open to greet and direct tourists year round. The Packwood Mountain Festival kicks off the high season and directs tourists to activities throughout all of Lewis County. 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: %1Z Z4 ta- a.ecd i Date: 10/2/19 (Applicant si ature) Martha Garoutte (Print or type applicant's name) Operation of WPCH Museum&related events PROJECT NAME: _ 9 • 0