HomeMy WebLinkAboutRFP JEFFERSON COUNTY Application Deadline: December 31,2020 at 4:30 p.m.
TOURISM PROMOTION PROGRAM • AP ° t#
O g
Name of Organization Quilcene Fair and Parade Web Site DEC 3 1 2020Mailing Address:PO Box 761 Quilcene, WA 98376
p Contact Person: Linda Lindquist E-Mail:lindalee 63cf .�f F. I-
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Funding Title:LTAC
4 Funding Dates:2021
aAmount Requested: $10,000
Q" Digitally signed by Linda Lindquist
a. Linda Lindquist
d Signature of Authorized Representative Date:2020.12.31 15:11:31-08'00'
Q TYPE OF PROPOSAL(CHECK ALL APPLICABLE):
a, C TOURISM PROMOTION/MARKETING
O
Pe C OPERATION OF A SPECIAL EVENT/FESTIVAL DESIGNED TO ATTRACT TOURISTS
O C OPERATION OF A TOURISM-RELATED FACILITY OWNED BY/OPERATED BY NON-PROFIT ORGANIZATION
a
y, [ OPERATION AND/OR CAPITAL EXPENDITURE OF A TOURISM-RELATED FACILITY OWNED BY A MUNICIPALITY
H
SUBMISSION REQUIREMENTS:
z • A one-page funding request including all income and expenses for the entire funding request
(including matching funds and in-kind contributions)and clearly itemizing or detailing expenses
for which County lodging tax dollars will be used.
a • Documentation of non-profit or government status.
a • List of Board Members.
W• • Your organization's most recent financial statement, Form 990,or tax return. Other documentation
showing financial viability may be submitted if organization is newly created.
8 • A document up to three pages including a description of the proposed funding request with an
cfl explanation of how it will assist in building tourism and/or promoting events or activities that will
bring overnight tourists to Jefferson County.
• Include up to three examples and plans or links for marketing,performance indicators,and future
cip sustainability.
• If the application is not fully complete,the application will not be reviewed.
Send Completed Application and Required Documentation to:
Jefferson County Administrator's Office
P.O. Box 1220
Port Townsend, WA 98368
llocke@co.jefferson.wa.us
All documentation must be received by deadline and contain ALL submission requirements to be
considered for funding. Please provide one (I)original and a digital copy of submission package.
Questions?Call Leslie Locke at 360.385.9100 or e-mail llocke@co.jefferson.wa.us
The Quilcene fair has been a yearly event for more than 35 years.The past few years have been
building years,as a new group of volunteers has taken the fair from the brink of cancellation to a
thriving,growing event. In 2019,83 vendors,over half of them from Jefferson County,came to sell their
food and wares,demonstrate their skills,and share their information.The crowds were strong and the
vendors as well as the fairgoers left happy.Although it is impossible to count the number of people who
attended the fair this year,we think that 500—600 is a good estimate. We would like to see an increase
in both vendor numbers and attendees next year.We received a tremendous amount of community
support in 2019,with sponsorship donations totaling$2,215.
Now that this new group of volunteers has demonstrated that the fair is alive and well,we have
found a few areas that could use more attention: promotion,activities for youth,and car show
participation.
The biggest thing that we want to work on this year is increasing our promotional reach to a
wider area, including but not limited to our neighboring counties:Clallam, Mason,and Kitsap.Our plan
has several components:
• Purchase advertisements in publications
• Purchase a new,durable banner to hang over Highway 101 in Quilcene
• Purchase pole flags and road signs that advertise the fair
Our theme for 2021,"Over the Bridges and Through the Woods"reflects our desire to reach out to
people who may want to travel to our area and experience the beauty of our natural surroundings. To
encourage people to"Come for the Fair,Stay for the Weekend"we will include information about other
local activities as well as places to eat and stay in our brochures and magazine ads. Importantly,we will
also provide information and links to activities, restaurants,and lodging on the Quilcene Fair website.
A couple of years ago,the carnival that visited Quilcene during the fair stopped coming. This
created a lack of activities for youth. A local family has come forward and volunteered to build carnival
games that will appeal to the younger kids,but we need to invest in activities for the older ones.We
have contacted a company in Gig Harbor who will bring in and run a gaming truck and laser tag. We pay
for these services,and in turn charge admission to recoup that cost,making these types of activities
sustainable for future fairs. By making the fair more appealing to kids,we make it more likely that the
kids will want to come back next time,and bring their parents with them.
Another item that needs attention is the car show. Because of lack of volunteer help,the car
show was not a part of the fair for a few years.A new group of car show volunteers has brought it back,
but we need to increase the number of participants if we want it to become a big draw on fair day.We
believe that if we got our information to the various car clubs and start advertising in car club magazines
early enough,we will be more successful in bringing more car show participants into Jefferson County
from out of the area.As with our pamphlets, information about other activities and accommodations in
the area will be given to potential car show participants and included in car club magazine ads.Our goal
is to have at least 200 cars in the show next year.
Our longevity speaks to our sustainability.The Quilcene Fair has a strong volunteer base with
both seasoned volunteers and younger ones with new ideas,energy and enthusiasm. We start early on
tasks and work consistently to ensure the best fair possible; monthly meetings starting early in the year
Sensitivity Internal&Restricted
facilitate this.Our sponsorships and major contributors have been increasing and we will continue
working with both the local community and the other communities the Quilcene population supports to
grow the funds contributed and be the best fair that we can be.
Sensitivity Internal&Restricted
LTAC Grant Funding Plan
Special advertising:
Reaching car club members-Advertise in CruZin' Magazine,a bi monthly print publication which serves
the specialty audience in the Northwest. They are published every other month.They also have a list of
upcoming car shows on their web page as well as in their print publication.
Plan:
Include Quilcene Fair and Parade"Over the Bridges and Through the Woods. . ." 2020 Car Show in the
calendar of events on the website and in the magazine and purchase advertising as follows:
1/16 page at$220 per issue for two issues(June and August 2020)- $440
(The June advertisement would include a"Save the date and be sure to secure lodging if it will be necessary"
notation,with a further reference to the Fair website which will include include links to lodging.)
Other publicity:
The Fjord Magazine. Serving all Hood Canal communities with a wide distribution through tourism vendors
as well as visitors and local residents. They are generous in their feature coverage of the Fair and Parade in
their Fall issue,which is greatly appreciated. We would,however,like to take advantage of their reach
earlier earlier to have people put us on their calendars and make lodging arrangements if necessary.
Plan:
Spring- 1/4 page $250
Summer- 1/2 page $350
Shelton Mason County Journal: Serving Mason County.
Plan: One in early September,quarter page-$360.
Peninsula Daily News.Sequim Gazette,and Kitsap Weekly Newspapers. These newspapers are all under
the same ownership. The PDN is a daily newspaper and the rest weekly,there are a number of Kitsap
weekly papers. The joint ownership is advantageous for advertising-the rate for the first newspaper higher
and the other newspapers 1/2 the cost if the ad is identical.
Plan: This is planned to be a major advertising source for us. The PDN provides good coverage_for this
area,Port Angeles,and west. Start with an early summer display ad there. Later summer display ads for
the PDN,Sequim Gazette,and the Kitsap Weekly papers that are determined should include one. Kitsap
County residents who have been here in the past will want to come back over to our side of the bridge and
there may be many new to the area who have not been here before. Estimated amount-$3,500-$5,000.
Rose Theater-For a month of advertising at Rose theater it is$225.If feasible,advertise at a Clallam or
Kitsap theater instead. $500
Printing-$200 for 100 glossy posters and$250 for 1000 tri-fold brochures. $450
Banners and Signs—Double sided banner with 5-year guarantee is$550. Double sided pole flags and pole
hardware are$80 apiece. We need ten. Twenty yard signs with wire stands are$450. $1,800
Carnival Type Games and Activities: $2,065
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11,441;0,-I IONIMbill MS% Account Number:
PO.Box 1800 1 535 0288 3975
Saint Paul.M111,18150{0 55101-0800 Statement Period:
3378 IMG $ y $T01 Nov 2,2020
.,_,,, through
Nov 30,2020
Page 1 of 2
1111111+1111141.1111.111111111.11111.111111•111111.181111m011.11
000186775 01 SP 000638650394058 E
QUILCENE FAIR&PARADE ASSOC iT To Contact tl.S.Bank
QUILCENE WA 98376-0761 24-Hour Business
Solutions: 1-800-673-3555
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Current New(as of January 1,2021)
Paper Statement Paper Statement
Image Statements(Front Only): Image Statements(Front and Backl:
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•T tont Image Statement no longer wadable atal8X1 Jan 1st.2021.
Returned Deposited Items Returned Deposited Items
i Returned Check(Per Item)-$14.00 Returned Check(Per Item)-$15.00
Branch Cash Services
Coin and Currency Orders:
Currency Ordered(per strap)-$0.80
BranchCaSh Service s
Coin and Currency Orders:
Currency Ordered(per strap)-$0.85
- 1
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u.tteneng Deposits
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ATE T 4. Enter the total deposits recorded in the Outstanding Deposits section. $
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LENDER
lember FDIC wu ���
MM al NUM, PO BOX 761 Account Number:
QUILCENE WA 98376-0761 1 535 0288 3975
Statement Period:
Nov 2,2020
through
Nov 30,2020
^,.-1.':• Page 2 of 2
4FORMATION YOU SHOULD KNOW (CONTINUED)
Current New{sa el January'',2021)
Loose Currency Ordered(per$100)-$0.20 Loose Currency Ordered(per$100)-$0.25
Loose Coin Ordered(per bag)- 6.00 Loose Coin Ordered(per bag)-$7.00
Rolled Coin Ordered(per roll)-$0.20 Rolled Coin Ordered(per roll)-$0.25
Rolled Coin Ordered(per box)-$8.00 Roiled Coin Ordered(per box)-$7.00
Cash Deposits: Cash Deposits:
Coin Deposited(per roll)-$0.15 Coin Deposited(per roll)-$0.20
Fed Ready Coin Deposit-$3.75 Fed Ready Coin Deposit-$4.00
Loose Mixed Coin Deposited(per hag)-$11.00 Loose Mixed Coin Deposited(per beg)-$12.00
international Promos Fee for U.S.Bank Debit Card International PRIPCOSs Fee for U.S.Bank Debit Card..
2%site purchase amount 3%of the purchase amount
Sr Berth National nesodatlon Account Number 1 75
ccount Summary
a Items
aginning Balance on Nov 2 $ 470.05 Interest Paid this Year $ 0.20
ther Withdrawals 1 13.08- Number of Days in Statement Period 30
Ending Balance on Nov 30,2020 $ 456.97
ther Withdrawals
ate Description of Transaction _.. Ref Number Amount
ov 6 Electronic Withdrawal To GOOGLE $ 13.08-
REF=203100051737640N00 F770493581APPS COMMEUS002KCQKK
Total Other Withdrawals $ 13.08-
stance Summary
ate Ending Balance
ov 6 456.97
Balances only appear for days reflecting change.
*Mg;MIME CIMINO'DETAIL
xount Analysis Activity for:October 2020
Account Number. 1-535-0288-3975 $ 0.00
Analysis Service Charge assessed to 1-535-0288-3975 $ 0.00
Service Activity Detail for Account Number 1-5354 288-3975
srvlce Volume Avp Unit Price Total Change
spository Services
Combined Transactionslltems 66 No Charge
Subtotal:Depository Services 0.00
Fee Based Service Charges for Account Number 1-535-0288-3975 $ 0.00
■•1 ,.e
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19,319.39 Revenue- Bank Interest 0.39
Revenue- Booth 2,555.00
Revenue-Car Show and 50/50 Raffle 3,000.00
Revenue-Sponsorship 2,215.00 Quilcene Fair and Parade
Revenue- BS Races/Fish Game 163.00 Budget-2021
Revenue- Raffle/Silent Auction 1,386.00
Revenue- LTAC Grant 10,000.00
15,101.80 Expense -Vendor Relations 166.10
Expense- Entertainment 1,200.00
Expense-Envelopes 18.48
Expense -Port A Potty 775.00
Expense-Insurance 638.13
Expense-Janitorial 300.00
Expense-Miscellaneous? 868.18
Expense- Bank Checks-Order 76.10
Expense- Postage 109.85
Expense -Quilcenery Photo Prize Money 15.43
Expense- Raffle 165.63
Expense-Car Show 250.00
Expense -Sec of State Annual Rpt 10.00
Expense-Printing 450.00
Expense -Advertising -Theaters ,►.00
Expense-Advertising -Durable Goods 1,800.00
Expense-Advertising -Publications 5,860.00
Expense-Games for Youth 2,065.00
4,217.59 < PROFIT > I 4,217.59
As our budget does not change much from year to year, and we had no budget in 2020, we have
also included the 2019 full budget as a reference if needed.
Quilc2ne Fair & Parade Association
Board ofDirectors
ShonnnRedmon—President
RobertHart—VlcePresident
Jolene Elkins—Treasurer |
|
Linda Lindquist—Secretary
Bonnie McDaniel—Member at Large
Kristin Deverin—Member atLarge
INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURY
P. 0. BOX 2508
CINCINNATI, OH 45201
Date: U N 2 0 2014 Employer Identification Number:
91-1715264
DLN:
17053213352013
QUILCENE FAIR & PARADE ASSOCIATION Contact Person:
PO BOX 761 CUSTOMER SERVICE ID# 31954
QUILCENE, WA 98376-0761 Contact Telephone Number:
(877) 829-5500
Accounting Period Ending:
December 31
Public Charity Status:
170(b) (1) (A) (vi)
Form 990 Required:
Yes
Effective Date of Exemption:
May 15th, 2012
Contribution Deductibility:
Yes
Addendum Applies:
Yes
Dear Applicant:
We are pleased to inform you that upon review of your application for tax
exempt status we have determined that you are exempt from Federal income tax
under section 501(c) (3) of the Internal Revenue Code. Contributions to you are
deductible under section 170 of the Code. You are also qualified to receive
tax deductible bequests, devises, transfers or gifts under section 2055, 2106
or 2522 of the Code. Because this letter could help resolve any questions
regarding your exempt status, you should keep it in your permanent records.
Organizations exempt under section 501(c) (3) of the Code are further classified
as either public charities or private foundations. We determined that you are
a public charity under the Code section(s) listed in the heading of this
letter.
Please see enclosed Publication 4221-PC, Compliance Guide for 501 (c) (3; Public
Charities, for some helpful information about your responsibilities as an
exempt organization.
Sincerely,
7.7.1.4114).Z14;41414414)
Director, Exempt Organizations
Enclosure: Publication 4221-PC
Letter 947
I