HomeMy WebLinkAbout04/28/2014Council Communication
City Council Meeting: April 28, 2014
Prepared: April 21, 2014
Dept. Head Signature:
Number of Attachments:
SUBJECT: Mini -Grant Approval
Submitted by: Aaron Buzza
Recommended City Council Action: Approve CVB Board recommendations for
funding of hotel -motel tax mini -grant applications in the following amounts:
Iowa Foster & Adoptive Parents Association: $2,400
Waterloo Softball Association: $2,220
Youth Sports Foundation: $2,100
Summary Statement: The applications were reviewed and scored by the CVB
Board. The score and the percentage of the total possible score that represents
was used to determine the recommended funding.
Expenditure Required: $6,720
Source of Funds: Hotel -motel tax grant funding
Policy Issue: None
Alternative: Do not fund
Background Information: None
Goal 4: Provide seed money for new ideas/projects
This is the first year of the IFAPA fall conference.
Goal 5: Provide assistance in marketing outside Black Hawk County
As noted above, just a very small percentage (2%) of foster and adoptive families in Iowa reside here in
Black Hawk County. They've done a nice job outlining how they get the word out, and all of their
marketing is statewide.
How does your organization market outside of Black Hawk County?
As a statewide organization IFAPA is responsible for providing training and support to foster, adoptive and
kinship families in all 99 counties. We have a number of publications that are mailed and/or emailed to the
7,000 foster, adoptive and kinship parents in IFAPA's database which provide information about IFAPA, the
training courses and the supports we offer including: three training brochures (Winter/Spring, Summer and
Fall), a conference brochure, our weekly e -newsletter called The Weekly Word and our quarterly News and
Views newsletter. IFAPA also shares information via our Facebook page and our comprehensive website.
Has your organization/lousiness received hotel -motel tax grants previously? If so, please provide a
list of projects.
No.
Have hotel -motel tax grants been received for this project previously? If so, please provide a copy
of the completed project evaluation form(s) that were turned in for reimbursement.
No.
Please attach Proof of Liability Insurance, Board/Management information, IRS Documentation.
IFAPA's Proof of Liability Insurance will be sent directly from our insurance provider to the Waterloo
Convention and Visitor's Bureau. You will find IFAPA's Board information and IRS Documentation attached.
In what manner have you effectively supported or participated with the Waterloo CVB in the last 12
months? Examples include tradeshows, co-op marketing, event bids, etc.
While IFAPA has held small trainings (20-25 people) at Waterloo hotels for many years, a change in our
contract with the Department of Human Services has provided IFAPA the opportunity to host a second
conference outside of Des Moines. Hosting our fall conference in Waterloo will be the first opportunity for
IFAPA to work closely with the Waterloo Convention and Visitors Bureau.
Project/Event Information
Please describe the project and specify the goals for the project.
For 41 years, IFAPA has been hosting an annual conference for Iowa's foster, adoptive and kinship parents. In
the early years, this conference moved around the state; however with the establishment of permanent office
space in Ankeny in the mid-1990s, the conference location was set in Des Moines. With a change in our contract
with the Department of Human Services, IFAPA will now be hosting two conferences. We will continue to host
in Des Moines during the spring and are looking to host our second conference in October in Waterloo. It is our
intention to continue to host our second conference in Waterloo as long as the facilities are able to meet our
space and budget needs. As 2014 will be the first year IFAPA has hosted two conferences we are estimating that
the conference will draw between 250-300 people to Waterloo. In addition, IFAPA will have between 15-20
speakers (all will be coming from outside of Black Hawk County) at the conference and expects to continue to
draw 15-20 exhibitors each day to the conference. Examples of sessions hosted at previous conferences include:
® What to Expect When You Didn't Expect to Raise a Child With Special Needs
® Aging out the System: Foster Child in Peril
® Trauma Doesn't Tell Time
® Relevant Skills/Real Stuff: Helping Kids Manage their Decisions, Communication and Anger
® Autism Spectrum Disorder: Facts for Families
a The Power of High Expectations and Planning for Adult Living, Learning and Working
IFAPA's four goals for the project include:
Hosting a conference for 250-300 people that provides participants with high quality trainings that assist
them in better parenting the children in their care and provides the opportunity to network with peers and
What are expectations for attendance?
® How many people do you expect from outside of Black Hawk County?
IFAPA would expect that 250-275 of conference participants would be from outside Black Hawk County.
® Please describe the specific mechanism for tracking attendance.
IFAPA's Project Director keeps a detailed database of conference attendees and is able to track the
specific counties where they live. This information will be included in IFAPA's final report to the
Waterloo Convention and Visitors Bureau.
What are your expectations for hotel room use in Waterloo?
IFAPA estimates we would be using 40-50 hotel rooms on the Thursday night prior to the conference, 70-80
hotel rooms on the Friday night of the conference and 30-35 rooms on Saturday night following the end of the
conference.
Please describe your marketing efforts.
What specific marketing will you be doing outside of Black Hawk County?
IFAPA creates a specialized brochure for each conference (please see the sample conference brochure included
with this application from our 2014 spring conference) which provides information on conference location,
details about the hotel amenities as well as specifics about the conference agenda and speakers. This brochure is
mailed to the 7,000 foster, adoptive and kinship parents in IFAPA's database who live across Iowa. In addition,
IFAPA emails out PDF copies of the brochure to agencies and individuals working in the human service field
across Iowa including residential treatment facilities, non-profit organizations, adoption agencies, etc. IFAPA
also advertises the conferences on IFAPA's website (which receives approximately 500,000 hits per month),
includes information in our weekly and quarterly newsletters as well as posts information on our Facebook page.
How does this project have a positive and lasting impact on Waterloo?
IFAPA's conference is a yearly event, and it is our intention to continue to use the facilities in Waterloo to host
the event. Beyond the monetary implications, IFAPA provides education and training to individuals who serve
some of Waterloo's most vulnerable children. The information they receive at IFAPA's conference assists them
in better managing challenging behaviors in the home and at school. Foster parents also work closely with birth
parents by providing them with a parenting role model as well as assisting them in changing parenting practices
that may have contributed to their children being removed from the home. These relationships and changes
work to make children and parents living in Waterloo and Black Hawk County stronger individuals and citizens.
Please fill out the attached budget information (attached Excel file), and provide the following budget
snapshot.
• Total Income: $23,250
o Total Expense: $48,250
o Net Profit (Loss) for the event: -$25,000
Please describe how the requested grant money fits into the overall project. How will the funds be
used, and does this grant have a profound impact on your ability to host this event?
The requested grant money will be a small, but helpful, part of our overall project. The request of $3,000
will help to offset the cost of renting room space at the Ramada in downtown Waterloo and will allow
IFAPA to reduce the cost to participants as well as use the money that would have been spent on room
space to bring more national level speakers. If the funding is not provided, IFAPA will still host the
conference; however will raise the rate charged to participants and likely make decisions about the number
of trainers used at the conference.
How will profit (if applicable) be used by the project/organization/business?
IFAPA makes no money by hosting this conference, per the requirements set forth in our contract with the
Iowa Department of Human services.
IOWA FOSTER AND ADOPTIVE PARENTS ASSOCIATION - CONFERENCE GRANT REQUEST
Income: List all income expected for the project. Round dollar figures to the nearest dollars.
Please note if income from grants/sponsors has been secured or if funds are still pending.
Income Source
Income/In-Kind (please note if cash or i
Entry Fees/Admissions/Registrations
21000
Registration Fees
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Conference Exhibitors
750
Exhibitor Fees
Sponsorships
5000
3000
2000
Grants (please specify)
Conference Participant Meal Expense
9640
Merchandise Sales
6059.34
Raffle Ticket Sales
1500
Raffle Ticket Sales - Proceeds go to
Friends of Children in Foster Care
Program
Conference Postage
2297.13
Donations
Other (please specify)
2817.73
Total Income
23250
Expenses: Provide an itemized list of all expenses, including both fundable and non -fundable items Note which fundable expenses
will be met by the Hotel -Motel Tax Grant. Ca h and in-kind match funds must be 50% of the total project cost or greater.
Expenses should include items like the following; Travel expenses, bid/guarantee fees, registration costs, facility rental, equipment rental,
design costs, capitol expenses (please specify each), safety and security costs, medical services, salaries, professional services (legal, accounting, etc.),
prizes (cash and other), marketing and advertising, insurance, honoariums, speaker's fees, hotel rooms, food & beverage, postage, phone,
utilities, printing, other (please specify). Please note that this list includes examples that are both fundable and non -fundable. Refer to the list
on pages 2 & 3 for the complete list of fundable and non -fundable.
Expense Description
Expense Total
Conference Speakers
13,458.19
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Conference Location Fees
5000
3000
2000
Conference Participant Meal Expense
9640
Conference Printing Expenses
6059.34
Conference Postage
2297.13
Conference Supplies
2817.73
Personnel
7477.61
Miscellaneous
1500
Totals
48250
3000
2000
0
Goal 3: Support organizations and activities that have a positive impact on Waterloo
Softball is a sport that has continued to see consistent travel by teams. The teams stay in hotels,
frequent restaurants and bars and, depending on the age of the teams in the tournament, bring
spouses/families with them. Whether it is just the team or adding spectators, there is a fair amount of
money spent by travel softball teams in our area.
Hoing-Rice was at one point considered one of the, if not the, top softball complexes in the state.
Adding to the atmosphere provided by the host facility will have a very positive impact on our ability to
bid, host, and retain tournaments.
Goal 4: Provide seed money for new ideas/projects
This is a project that the WSA identified and has been working to complete for a while. They've been
able to save half of the cost of the scoreboards through tournament proceeds over the last year or so. It
is a new project.
Goal 5: Provide assistance in marketing outside Black Hawk County
Just as noted in Goal 1, the scoreboards themselves aren't going to draw visitors or be marketed. But as
the project is completed, more competitive bids can be made for tournaments that will be marketed to
teams across the state and around our region.
Waterloo Hotel -Motel Tax Grant application, FY 2014
d. How many staff members and/or volunteers are involved with the organization?
The WSA is operated by (11) player voted board members who volunteer their time to the inner
workings of the organizations operations(monthly meetings, planning, organizing, budget,
marketing, fundraising, in-kind work hours for grounds keeping & concession stand when needed,
nightly Supervision during league & tournament play). WSA employs 15-25 part-time/seasonal
workers during the season for grounds, concessions & umpiring. We also utilize volunteers from
our membership to assist during large tournaments & special events (Annual home run derby/hall
of fame inductions & Law Enforcement vs. Fire Department Games).
e. Is a member of the Waterloo City Council on your Board of Directors? If yes, please list. NO
f. How does your organization market outside of Black Hawk County?
We market ourselves globally with the use of our website, facebook, and email blasts to other
Iowa/Midwest softball complexes. Broad and specific tournament marketing across the state and
surrounding Midwest states is also achieved with the help from USSSA/ASA state and national
websites and fliers.
g. Has your organization/business received hotel -motel tax grants previously? If so, please provide a list of
projects.
Yes. From FY 2002 -FY 2009 for capital improvement and sanction fees. But nothing since FY 2009.
We applied for, and received funds for, our hosting of the USSSA Labor Day event for FY15.
h. Have hotel -motel tax grants been received for this project previously? If so, please provide a copy of the
completed project evaluation form(s) that were turned in for reimbursement. No
i. Please attach Proof of Liability Insurance, Board/Management information, IRS Documentation.
2. In what manner have you effectively supported or participated with the Waterloo CVB in the last 12 months?
Examples include tradeshows, co-op marketing, event bids, etc.
WSA has successfully worked with the CVB in the past. Although we have not collaborated in a
monetary partnership since FY 2009, we have sought CVB visitor guides and maps to hand out at
our tournaments and events. Most recently WSA has worked with Jim Marlin and the CVSC to
host the 2013 USSSA E National Regional Qualifier this past Labor Day weekend. During the
tournament we provided CVB maps to local attractions and hotels when they paid their
entry/gate fee into the tournament. The Tournament successfully attracted 38 teams to the
Cedar Valley from across the Midwest.
3. Project/Event Information
a. Please describe the project and specify the goals for the project.
2
Waterloo Hotel -Motel Tax Grant application, FY 2014
5. How does this event bring people to Waterloo from outside Black Hawk County?
Keeping our facility up to date and attractive keeps us competitive in hosting youth and adult
tournaments. Doing so makes our community a destination for these tournaments especially with
so many fields so close in proximity to Hoing-Rice. (Riverfront Sports Park & Tibbitts fields)
6. What are expectations for attendance?
a. How many people do you expect from outside of Black Hawk County?
Going off of 2013's tournaments we could expect between 2000-2800 visitors from outside of
Black Hawk County in 2014. Bidding more competitively for ASA and USSSA events will enable us
to grow those numbers going forward, as well.
b. Please describe the specific mechanism for tracking attendance.
Gate and team surveys are done at almost all tournaments giving us a very accurate measure to
the impact of these events.
7. What are your expectations for hotel room use in Waterloo?
Each tournament brings a different group of players from different areas, so it is difficult to
provide a great figure. However, WSA reaches out to local hotels to be "Host Hotels" for
tournaments. These partnerships give visitors a good rate for their stay and keep them in
Waterloo. We would expect continued traffic and overnight stays in our local Waterloo hotels for
the upcoming 2014 season. Hotel use would grow as we are able to bring more and larger
tournaments to the complex.
8. Please describe your marketing efforts.
a. What specific marketing will you be doing outside of Black Hawk County?
Marketing efforts are done locally in conjunction with the USSSA/ASA with the posting of our
tournaments on their state and national websites. In addition, we use our Waterloo Softball
Association website, Facebook and mass email distribution list are also used to notify teams of
upcoming events. For most "marketing" there is little or no cost.
9. How does this project have a positive and lasting impact on Waterloo?
This project helps keep Hoing-Rice Complex up to date and will leave a lasting impact on
Waterloo's image as a place to host youth/adult baseball & softball tournaments. Facilities like
this make our community a destination for these tournaments and events with so many fields
within proximity of Hoing Rice.
10. Please fill out the attached budget information (attached Excel file), and provide the following budget
snapshot.
a. Total Income: $0
4
Income: List all income expected for the project. Round dollar figures to the nearest dollars.
Please note if income from grants/sponsors has been secured or if funds are still pending.
Income Source
Entry Fees/Admissions/Registrations
Income/In-Kind (please note if cash or In-kind)
Source Pending/Secured
Advertising
Sponsorships
Grants (please specify)
3000
CVB
7000
BH Gaming
Merchandise Sales
Ticket Sales
Donations
Other (please specify)
10758
Total Income
20758
Expenses: Provide an itemized list of all expen es, including both fundable and non -fundable items Note which fundable expenses
will be met by the Hotel -Motel Tax Grant. Ca h and in-kind match funds must be 50% of the total project cost or greater,
Expenses should include items like the following: Travel expenses, bid/guarantee fees, registration costs, facility rental, equipment rental,
design costs, capital expenses (please specify each), safety and security casts, medical services, salaries, professional services (legal, accounting, etc.),
prizes (cash and other), marketing and advertising, insurance, honoariums, speaker's fees, hotel rooms, food & beverage, postage, phone,
utilities, printing, other (please spec). Please note that this list includes examples that are both fundable and non fundable. Refer to the list
on pages 2 & 3 for the complete list of fundable and non fundable,
Expense Description Expense Total
LED FAIRPLAY SCOREBOARDS
H -M Grant Request Cash Match In -Kind Match
20758
3000
17758
GRANT REVIEW — Event/Capital Grant Application
Organization: Youth Sports Foundation
Project(s) Overview: The Youth Sports Foundation (YSF) is the leading youth tackle football organization
in the state. Each year, all of the volunteer coaches and coordinators come together prior to the start of
the season so leaders can share information about the upcoming season. While not required, it is a
strong recommendation for all coaches and coordinators to attend. In the past, these meetings have
been somewhat regionalized to help get people to the meetings. Health and safety of players is a prime
topic, especially related to the topic of concussions. This year, the event will be centralized in Waterloo
and the University of Iowa Sports Medicine team will be presenting a study related to injuries. In
addition, with the focus on concussions, USA Football has been approached in an attempt to secure a
speaker about both football and concussions. Tony Dungy and several former NFL players are working
with the USA Football Heads Up Football program and securing a high-profile speaker is a goal of the
YSF.
Summary of Use of Funds: Grant funds will help secure a bigger speaker(s). The planners believe that it
increases opportunity to bring more attendees with a bigger name speaker.
Summary & How Application Relates to Goals:
Goal 1: Drive overnight stays in Waterloo
The schedule is still being set, but with the event occurring on a Friday and Saturday, it is likely that
many of the attendees will stay at least Friday night. If the timing works for the speaker, a more well-
known individual could be scheduled for Friday evening to help drive overnight stays.
Goal 2: Support & reward active partners who serve/drive visitors to Waterloo
This isn't a first-time event, but it is a much more well planned event that brings people to one central
location. The YSF does bring some visitors for games, but they haven't really brought visitors in this way
previously.
Goal 3: Support organizations and activities that have a positive impact on Waterloo
This is a great showcase for Waterloo. It will bring coaches for a very positive event. It showcases
downtown Waterloo - specifically the SportsPlex. Based on the timing of the event, it is also a very good
possibility that a coach/coordinator would bring family with them, and those family members could get
out to museums, the water park, onto the trails, etc.
Goal 4: Provide seed money for new ideas/projects
While not a new idea exactly, having a central location for this workshop is a new idea.
Goal 5: Provide assistance in marketing outside Black Hawk County
Waterloo Hotel -Motel Tax Grant application, FY 2013
Waterloo Hotel -Motel Tax Year -Round (Mini) Grant Application
Entire application MUST be typed and every question must be answered fully
Total Request: $3000 Total Project Cost $8450
Contact Information
Name of organization Youth Sports Foundation
Check payable to (if different than above)
FEIN Number 39-1891264
Name & Date of project/event July 18-19, 2014, Youth Sports Foundation Coordinator/Coaches Clinic
Contact person _Michael L. Sheeley
Address 945 E. Donald St.
City Waterloo State IA Zip 50703
Phone number319-234-8561 Email msheeley@mchsi.com
Organization web address www.youthsportsfoundation.org
1. Organizational/Background Information
a. What is the mission of your organization?
Our organization was created to help provide the opportunities and the means by which any
child at the 3`d -7d' grade can participate in an organized sport that values personal integrity,
team and leadership skills in a healthy learning environment.
b. How does your organization benefit the community?
By investing in our youth we develop mature, responsible citizens that will help or communities
grow and thrive.
c. How long has your organization been in existence?
Nineteen years.
d. How many staff members and/or volunteers are involved with the organization?
We have 10 full time staff members and over 500 volunteers.
1
Waterloo Hotel -Motel Tax Grant application, FY 2013
and education as we can will further enhance that ability. A preseason meeting has worked well
in the past, but a fairly large segment of our coaches has not attended for a variety of reasons.
We are betting that a larger and supersized single meeting, with a wide range of attractions will
get us past the limitations we have experienced in the past. Our organization covers most of the
towns east of Inter -State 35. There will be a significant number of people attending that will
have to travel more than two hours to attend. We think the majority of these coaches will elect
to attend the Friday Night Session and then stay overnight in Waterloo.
c. For profit entities only: Please describe how this project is different from your normal business and how this
ties into your normal business. How is this project tourism -related?
N/A
d. For capital projects only: Please describe how this ties into your organization's mission, and how the project is
tourism -related. How will this project allow you to draw additional people to Waterloo?
N/A
4. Is this a new project or idea? If yes, please explain how this proposal explores a new idea, new direction, is
innovative or is a new project?
This is not new, though we are doing a more "central" event.
5. How does this event bring people to Waterloo from outside Black Hawk County?
Previously explained.
6. What are expectations for attendance?
a. How many people do you expect from outside of Black Hawk County? 250-300
b. Please describe the specific mechanism for tracking attendance. All participants have to sign -in. Many will
also be taking a certification test and we will have the ability to track those participants.
7. What are your expectations for hotel room use in Waterloo?
We are thinking about 50 rooms.
8. Please describe your marketing efforts.
a. What specific marketing will you be doing outside of Black Hawk County?
We will be constantly promoting this event on our web site, social media, handouts at our player
registrations.
9. How does this project have a positive and lasting impact on Waterloo?
People I have met in the past that are new to Waterloo and visit here almost always tell me words to
this effect "I had no idea there was so many things to see and do in Waterloo. It's really a neat town." I
expect a number of our participants to respond the same way. We will do everything we can to get
them here. The atmosphere in Waterloo will complete the sale as far as them ever coming back.
3
Income: List all income expected kr the project. Round dollar figures to the nearest dollars.
Please note if income from grants/sponsors has been secured or if funds are still pending.
Income Source
Income/In-Kind (please note if cash or in-ki
Entry Fees/Admissions/Registrations
$0
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Advertising
$0
Sponsorships
$0
Grants (please specify)
$3,000
T -Shirts
$2,000
Hospitality Room Set -Up
5200
Payment for One Saturday Meal
$3,000
Merchandise Sales
$0
Ticket Sales
$0
Donations
$0
Other (please specify)
$0
Total Income
3000
Expenses: Provide an itemized list of all expen es, including both fundable and non -fundable items Note which fundable expenses
will be met by the Hotel -Motel Tax Grant. Ca h and in-kind match funds must be 50% of the total project cost or greater.
Expenses should include items like the following: Travel expenses, bid/guarantee fees, registration costs, facility rental, equipment rental,
design costs, capital expenses (please specify each), safety and security costs, medical services, salaries, professional services (legal, accounting, etc.),
prizes (cash and other), marketing and advertising, insurance, honoariums, speaker's fees, hotel rooms, food & beverage, postage, phone,
utilities, printing, other (please specify). Please note that this list includes examples that are both fundable and non -fundable. Refer to the list
on pages 2 & 3 for the complete list of fundable and non fundable.
Expense Description
Ex en
Facility Rental
$700
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Guest Speaker
$2,000
Awards
$250
Prizes
$300
T -Shirts
$2,000
Hospitality Room Set -Up
5200
Payment for One Saturday Meal
$3,000
IFAPA
Goal 1 Goal 2 Goal 3 Goal 4 Goal 5 Goal 6 Total Percent (total/120)
Waterloo Softball
Goal 1 Goal 2 Goal 3 Goal 4 Goal 5 Goal 6 Total Percent (total/120)
Youth Sports Foundation
Goal 1 Goal 2 Goal 3 Goal 4 Goal 5 Goal 6 Total Percent (total/120)
Request = $3,000
Request -$3,000
Request = $3,000