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Home My WebLink About10/10/2011 Council Work Session October 10, 2011 4:10 p.m. Council Chambers Roll Call. Approval of Agenda, as proposed or amended. 1. Discussion of Blue Zone Submitted by Suzy Schares, City Clerk. ADJOURNMENT Suzy Schares City Clerk Council Work Session October 10, 2011 4:25 p.m. Council Chambers Roll Call. Approval of Agenda, as proposed or amended. 1. Discussion of Hotel/Motel Grant Process—Submitted by Aaron Buzza, Executive Director of Waterloo Convention & Visitors Bureau. ADJOURNMENT Suzy Schares City Clerk Council Work Session October 10, 2011 4:10 p.m. Council Chambers Roll Call. Approval of Agenda, as proposed or amended. 1. Discussion of Blue Zone—Submitted by Suzy Schares, City Clerk. ADJOURNMENT Suzy Schares City Clerk Council Work Session October 10,2011 4:25 p.m. Council Chambers Roll Call. Approval of Agenda, as proposed or amended. 1. Discussion of Hotel/Motel Grant Process—Submitted by Aaron Buzza, Executive Director of Waterloo Convention & Visitors Bureau. ADJOURNMENT Suzy Schares City Clerk Waterloo Hotel-Motel Tax Grant application, FY 2013 CVB Partner Grant Applications Fiscal Year 2013 *part of the City of Waterloo Hotel-Motel Tax Grant process The Waterloo Convention &Visitors Bureau (CVB), on behalf of the City of Waterloo is accepting grant requests from tourism-related, non-profit organizations(as qualified under IRS section 501c)for marketing, events, and other projects occurring in Fiscal Year 2013. The hotel-motel tax grants have been established to reach the following goals which will be used to score your application: Goals: Points Possible Drive overnight stays in Waterloo(heads in beds) 15 points Support and reward active partners who serve and/or drive visitors to Waterloo 25 points Support organizations and activities that have a positive impact on Waterloo 25 points Provide seed money for new ideas and projects 25 points Provide assistance in marketing outside of Black Hawk County 10 points Additionally,20 points will be used to score the use of grant funds and appropriateness of the budget. Please answer the following questions: Is the organization non-profit? Yes Is the organization located in Waterloo? Yes 1 Waterloo Hotel-Motel Tax Grant application, FY 2013 Event/Capital Project Grant Applications Fiscal Year 2013 *part of the City of Waterloo Hotel-Motel Tax Grant process The Waterloo Convention &Visitors Bureau (CVB),on behalf of the City of Waterloo,is accepting grant requests for events and capital projects that will have a positive impact on the tourism industry in Waterloo during Fiscal Year 2013. Grant requests may be from either for-profit or non-profit organizations(non-profit must be qualified under IRS Section 501c). This application is used for three kinds of proposals:Community Events,Visitor Events,and Capital Projects.Visitor Events are those that draw greater than 50%of attendance from outside Black Hawk County,while Community Events less than 50%of attendance from outside Black Hawk County. The hotel-motel tax grants have been established to reach the following goals which will be used to score your application: Goals: Community Visitor Events or Events Capital Projects Drive overnight stays in Waterloo(heads in beds) 15 points 40 points Support and reward active partners who serve and/or drive visitors to 25 points 10 points Waterloo Support organizations and activities that have a positive impact on Waterloo 25 points 10 points Provide seed money for new ideas and projects 25 points 20 points Provide assistance in marketing outside of Black Hawk County 10 points 20 points Additionally,20 points will be used to score the use of grant funds and appropriateness of the budget. Applications should specifically show how the event or project brings visitors to Waterloo, both for this event or project,and in the long-term as well. Grants are not intended to provide operational support, but are intended to support marketing,capital and event efforts that help advance the goals above. Grant Requirements: • Granted funds are available after the project has occurred,and are paid as reimbursement for money spent. Copies of invoices and proof of payment must be provided for grants to be paid. No exceptions will be made. • Events are allowed to apply in the Community Event category for only 3 years.After that time,the event must draw greater than 50%of its attendance from outside Black Hawk County and apply under the Visitor Event Category or will no longer be allowed to apply for funding. • Applicants should show matching funds of 50%or more for the project. The grant will fund no more than 50%of the actual total project cost. Funds directly involved with the project may be used as match. Overall operational funds may not be used to match the grant funds for a particular project. • Organizations may apply for the amount of funding needed, provided they can show matching funds of 50%or more. o Community Events may only apply for a maximum of$5,000 in funding through this grant. 1 Waterloo Hotel-Motel Tax Grant application, FY 2013 • If the final total project cost is less than projected in this application,the final approved award will be reduced by the same percentage, as well. • Funds may be used solely for fundable items listed below. Any use of grant money for non-fundable items, as listed below, will result in total funding being reduced by the amount spent on non-fundable items. • Funding is for projects that occur between July 1,2012 and June 30, 2013 only. • The correct year's application must be used, and the entire application must be typed. • Funding must be used for the project designated on this application or funding may be forfeited. Any changes in the project must be approved prior to the project occurring. • All project printed materials, signage or advertising must contain the words, "Sponsored in part by a City of Waterloo Hotel-Motel Tax Grant"and a logo,which will be provided at the request of the grantee. • Applications for capital projects must be from non-profit organizations only. • In order for applications to be considered,applicants must attend a grant workshop provided by the CVB, or meet individually with Aaron Buzza prior to submitting application. No applications will be considered without attendance. Fundable items: • Advertising and Marketing(Print/Electronic/Billboard) • Capital improvements o Includes new construction, renovation, restoration, installation of fixtures and equipment rental or purchase. • Capital improvements should have a profound ability to impact an event/organization and its ability to draw out-of-county visitors. • Applicants must show with specific data how the capital project will provide a long-term impact on tourism in Waterloo. • Direct mail campaign expenses related to the event/project • Entertainment and honorariums • Printed materials that promote visits to the event/project prior to the event occurring • Prize funds and/or purses • Travel Shows o Funding for booth space, registration fees,and travel related to the show • Bid money for events,tournaments,convention,etc. 2 Waterloo Hotel-Motel Tax Grant application, FY 2013 • Basic facility rental costs o Costs such as food/beverage and staff time are not fundable • Event-related security and safety services • Marketing and design services • Transportation to and around Waterloo for the event Non-Fundable Items: • Annual operating expenditures • Professional services o Includes legal, engineering,accounting,auditing,consulting or other services not expressly listed as fundable • Salaries,wages or administrative fees • Travel expenses of staff and guests not expressly listed as fundable • Tangible personal property, including but not limited to,copy/fax machines, computer equipment,other office equipment or furniture, light fixtures, musical instruments, permanent collections and exhibits • Program books,trophies, medals, plaques, bumper stickers,table tents,shirts, hats, banners,flags, stationary,etc. • Food and beverage • Toll-free phone numbers, in-house postage, or material inventory • Membership solicitation materials and donations/contributions to sponsors • Reprinting of current brochures • Prizes for fundraisers, raffles,or events(including electronics,gift certificates, etc.) • Interest or reduction of deficits or loans • Anything contrary to state or federal law or local ordinance Note:Non fundable items may be included as matching funds General instructions: Applicants must include one typed hard copy of the application, including all additional information requested as well as one electronic copy of the grant,sent to grants@travelwaterloo.com. Grants will not be considered received until both versions are received by the CVB. Send or deliver completed applications and copies to: Waterloo CVB Attn: Grants 3 Waterloo Hotel-Motel Tax Grant application, FY 2013 500 Jefferson St. Waterloo, IA 50701 Timeline: SESSION 1: January 1, 2012 Applications available to organizations January 31, 2012 Applications due to CVB February/March CVB Board meets and makes recommendations to Waterloo City Council for approval April 1,2012 Applicants notified of funding results July 1,2012 Funds available after completion of project 30 days after event/project Project evaluation form and final report due to CVB Note:Awarded grant money will be distributed in full from the City of Waterloo approximately one month following the recipient's submission of one hard copy and one electronic copy of the completed project evaluation form for the funded project. Evaluations are to be returned within 30 days of the completion of the event or project. Failure to provide this final report will result in the delay or loss of grant funds. Failure to utilize grant funds for the use(s)provided in this grant application may result in funding being disallowed, reduced or delayed. Use of approved funds for non fundable items will result in funding being disallowed or reduced. Waterloo Hotel-Motel Tax Grant Application, FY2013 Event & Capital Projects Entire application MUST be typed and every question must be answered fully This application is for funding of the following type of project(please check one): Capital Project Visitor Event Community Event Visitor Events: Events that draw greater than 50%of attendance from outside Black Hawk County. Community Events:Events that draw less than 50%of attendance from outside Black Hawk County. Total Request: $ Total Project Cost$ Contact Information Name of organization Check payable to(if different than above) EIN Number Name& Date of project/event 4 Waterloo Hotel-Motel Tax Grant application, FY 2013 Contact person Address City State Zip Phone number Email Organization web address 1. Organizational/Background Information a. What is the mission of your organization? b. How does your organization benefit the community? c. How long has your organization been in existence? d. How many staff members and/or volunteers are involved with the organization? e. Is a member of the Waterloo City Council on your Board of Directors? If yes,please list. f. How does your organization market outside of Black Hawk County? g. Has your organization/business received hotel-motel tax grants previously? If so,please provide a list of projects. 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. 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. 3. Project/Event Information a. Please describe the project and specify the goals for the project. b. Please describe the mechanism for measuring the success of the project goals. 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? 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? 4. Is this a new projector idea? If yes,please explain how this proposal explores a new idea,new direction,is innovative or is a new project? 5. How does this event bring people to Waterloo from outside Black Hawk County? 6. What are expectations for attendance? a. How many people do you expect from outside of Black Hawk County? b. Please describe the specific mechanism for tracking attendance. 7. What are your expectations for hotel room use in Waterloo? 8. Please describe your marketing efforts. a. What specific marketing will you be doing outside of Black Hawk County? 9. How does this project have a positive and lasting impact on Waterloo? 5 Waterloo Hotel-Motel Tax Grant application, FY 2013 10. Please fill out the attached budget information(attached Excel file),and provide the following budget snapshot. a.Total Income: b.Total Expense: c. Net Profit(Loss)for the event: d. 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? e. How will profit(if applicable)be used by the project/organization/business? Additional Information Are there additional details that should be known by the CVB Board of Directors or Waterloo City Council? Acknowledgment and Signature I have reviewed this Application for Grant Funds from the City of Waterloo and Waterloo Convention and Visitors Bureau.To the best of my knowledge,the information contained in this application and its attachments is accurate and complete.The Hotel-Motel Tax Grant funds are reimbursement funds for project funding already spent, and are to be used for the express purpose as stated in the Grant Application. I,the undersigned, know full and well that if this program/project does not transpire, recommendation by the Waterloo Convention and Visitors Bureau Board of Directors for funding will be withdrawn. My organization will be responsible for refunding any portion of grant funds already received or for covering the costs for portions of the project that are non-fundable or not stated herein. Signature of Applicant Date 6