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HomeMy WebLinkAboutNorth Hood Canal Chamber of Commerce $76,261.26 RECEIVED JEFISEP I 1 2023 2024 Proposal Checklist for Tourism Promotion ActiVittecsoNEI N S RS Organization Name North Hood Canal Chamber of Commerce Event Name, if different Proposed Contract Amount: $ 76,261.26 Proposals must completely address the questions, and all requested supplemental information must be provided. Incomplete or late proposals will not be considered by the Jefferson County LTAC. To be eligible for consideration, your application must be signed, dated, and include the following items in the listed order. Check each item submitted: X Signed and Dated Proposal Summary Sheet X Section 1 - Itemized list of proposed services and estimated costs. X Section 2 - Proposal Questions. X Section 3 - Proposed 2024 promotion, facility, event or activity budget. X Section 3 — 2023 budget and year-to-date income and expense statement(s). X Section 3 - List of names and addresses of the organization's current Board of Directors. Name and contact information for event chairperson, if applicable. Section 3 - Optional work samples such as season brochures, promotional materials, reviews, news/magazine articles, etc. (maximum of 5 separate pieces) To be considered, a fully completed and signed original application with supporting documents must be received and date stamped at the Jefferson County Administrator's Office, 1820 Jefferson Street, P.O. Box 1220, Port Townsend, WA 98368 by MONDAY SEPTEMBER 11, 2023. Documents submitted to the County are public records, potentially eligible for release. 2024 Proposal Checklist for Tourism Promotion Activities Proposal Deadline: MONDAY SEPTEMBER 11, 2023 at 4:30 pm (received, not postmarked Address To: Jefferson County Lodging Tax Advisory Committee RECEIVE Mailing Address: P.O. Box 1220, Port Townsend WA 98368 Delivery Address: Jefferson County, County Administrator's Office, SEP 11 2023 1820 Jefferson Street, Port Townsend, WA 98368 JEF FERSON COUNTY Email Address: afmcknight(c�co.jefferson.wa.us COMMISSIONERS Please type (10 point or larger)or legibly print in ink. To be considered: all questions must be answered; all requested documents provided; this form must be signed and dated. Organization Name North Hood Canal Chamber of Commerce Organization Address PO Box 774, 295142 Highway 101, Quilcene, WA Contact Name Stacey Nimmo Contact Address PO Box 774, Quilcene, WA 98376 Day Phone 360-765-4999 Evening or Cell Phone 850-217-8321 E-Mail Address emeraldtowns@gmail.com Facility/Event (if applicable) Not applicable Total Lodging Tax Request: $:76,261.26 Estimated 2024 org. operating budget (Incl. Lodging Tax funds) $: 76,261.26 If asking for funds for a specific Dollar Amount event, list other cash funding sources and dollar amounts budgeted for this project.• Note: This section is only due for $ specific event and festival $ funding requests. $ Total Project Revenue Budget $ Did your organization receive Lodging Tax Funds from the County in 2023? yes no I understand that if my organization's proposal for tourism promotion activities is approved by the County that my organization will enter into a contract with the County to provide the contracted services up to the maximum contract amount. I understand that the proposal herein is a public record potentially eligible for public release. Sign Name: �� � 6vA Date: -- ,'6-v2e2 3 Print Name and Title: ha— Deborah Williams 1 . Itemized List of Proposed Tourism Promotion Services Organization (or Event) Name: North Hood Canal Chambe of Commerce In the following space or on a separate sheet of paper, please specify each proposed tourism promotion, facility, event or activity, including quantities and costs (see examples at bottom of page). Payroll for Visitor Center staff, including holiday bonuses, sick pay, payroll taxes and a 25% payroll reserve: $70,514.26. Recruiting and retaining staff who know about and promote our area is crucial for our operation. Because all our staff must be approved by the Forest Service and are required to perform to the same levels as federal employees in the USFS Ranger Station, we attempt to pay at similar levels. All our employees are part time, we offer no other benefits except for a 2.5% Holiday Bonus and State mandated Sick Pay. All wages under this contract go to front-line staff who work directly with the traveling public. Consistent with our previous practice, any unspent LTAC Funds will be returned to the County after year end. We provide front desk coverage of 2 paid receptionists at the Quilcene Visitor Center located in the Quilcene Ranger Station on weekends and holidays throughout the year. We have also budgeted a few hours a month for staff to work on the social media pages and the event page from home. This will help ensure that local events are posted without delay. We staff the Brinnon Visitor Center in the Brinnon Community Center with 1 paid receptionist on weekends and holidays throughout the year. Telephone, internet and postage: $2,100.00 For assisting people who are not here in person by phone and e-mail, sending off lodging and event information, and working on our website and social media account, all of which promote our area. Insurance: $1,800 Office expenses and supplies: $150 Accounting Fees: $1,500 For fees associated with payroll through Quickbooks. Advertising and promotion: $200 We are sponsors of Hood Canal FjordFest and the Quilcene Fair. We budgeted $3 for interest earned on our account. Examples of how to list your proposed tourism promotion services or event (please be as specific AS POSSIBLE about the services, quantities, the tourism market, distribution method, and cost): 10,000 promotional rack cards for 1-5 corridor from Portland to Bellingham,April-June 2018 $1,835 The rack cards will promote an event/hotel/restaurant promotional package. Design and printing $1,250 Distribution by XYZ Company $ 500 5 hours of staff time at$17.00 per hour to write copy, edit and proof the cards $ 85 1/3 page black and white event promotional advertisement in XYZ Magazine,July 2018 edition $1,500 XYZ Magazine has 250,000 subscribers in western and northwest states. This 1/3-page ad will be part of a full-page advertisement being coordinated by the VCB. XYZ Magazine will match 4L,,,„�I, ..nt fL..,,,,J,,,..+,.,...,,..,♦,.,;#, n f..., ,r� n.�..ln n., I,.FF.,.,,,... ('n ,nfi,„n,d♦1.,.,.,,,...i i.,41,,,,,., ,,.n,dihnn North Hood Canal Chamber of Commerce Emerald Towns of Quilcene and Brinnon 2. Proposal Questions Please confine your answers to no more than one page for each question. 1.Tell us about your promotion,facility, event or activity and why you think it will increase tourists traveling to and staying in Jefferson County. Include a general description of the promotion, facility, event or activity including its purpose, history, etc.), and describe your organization's track record. We operate two Visitor Centers, one within the US Forest Service Ranger Station in Quilcene and the other in the Brinnon Community Center. Chamber staff provides Visitor Information to the traveling public at our two locations. We maintain tourism related rack cards and promotional material at both centers as well. The Chamber maintains a website featuring a collection of local events, lodging and other information helpful to the traveling public. We also have a Facebook page where visitor information is posted on a regular basis. In a "typical" year, we would see over 30,000 visitors, providing us ample opportunity to promote our area to the traveling public. Our staff all live in the area and are familiar with local tourist activities, food, and lodging. Our employees are local and have the knowledge to help visitors plan their trips. People often comment on the helpfulness and friendliness of our staff, qualities we believe encourage people to stay in the area or to return and make this area a base for their future travels to the peninsula. 2. If this is a continuing promotion,facility or event, how is it different than in the past? The Forest Service does not currently have a front desk person. We took on some extra hours in 2023 so that the office would not be closed more days during the week than it was open. The Forest Service plans to hire someone for the front, but we have no idea when. They have, in the meantime, secured a DYNW (Discover Your Northwest) employee to help cover the front desk three days a week. The Chamber used to have someone in the office for most of the day on Thursdays, Fridays and Mondays and all day for Saturdays and Sundays. Since we do not know when the Forest will be able to hire someone new, I have adjusted the planned schedule for 2024. We dropped Thursday hours in favor of keeping the opening and closing hours on Mondays and Fridays,just in case no one is hired for the Forest by the time the season rolls around again. LTAC 2022 Enclosure, Page 1 of 3 North Hood Canal Chamber of Commerce Emerald Towns of Quilcene and Brinnon 3. Describe how you intend to market/promote your promotion,facility,event or activity to potential tourists who reside outside Jefferson County. a) If an event, the date of the event: Not applicable b) The timeline for the tourism promotion activity you are proposing (e.g. May through July, 2022) January through December 2024 c)Target Audience Everyone who travels through, visits or would like to visit our area. d) Promotion methods you intend to use to reach the target audience. We personally assist anyone who walks into our Visitors Centers, calls us or e-mails us and we help them discover all our local area has to offer. We also promote local events, businesses and lodging through our website and on our social media pages. e) Describe how you will promote overnight stays at Jefferson County lodging establishments. We get a lot of requests in person to help visitors plan their trips. Many requests also come by phone and e-mail from potential visitors asking for help to plan their trips to western Washington. Our staff is very knowledgeable about our area and has experience in helping people discover why they should include our area in their itinerary. We believe that by being a part of the planning process, we can give them reasons to stay in Jefferson county to experience all there is to offer. We also provide local lodging options and suggestions tailored to their preferences. We also hope that by showcasing what our area has to offer, people who are just stopping by on their way elsewhere will find a reason to come back or stop and make this area part of their trip. f) If you intend to collaborate with another agency or non-profit to provide these services, please state the name of the organization and describe the nature of the collaboration: Not applicable 4. How will you measure the effectiveness of your promotion,facility, event or activity? Also, describe how you will document and report to the County the economic impact from your event/facility. (State law requires the County to report annually to the State Department of LTAC 2022 Enclosure, Page 2 of 3 North Hood Canal Chamber of Commerce Emerald Towns of Quilcene and Brinnon Community Development and Economic Trade about the number of lodging stays and economic benefit from tourists generated by use of Lodging Tax proceeds for tourism promotion.) We get feedback from visitors who come back to the Visitor Center and maintain sign in sheets at both Visitor Centers which include questions about lodging stays. 5. What economic impact can we expect in Jefferson County from your proposed promotion, facility, event or activity? a.)Actual or estimated number of tourists at your event/facility last year (2023): As of August 2023, we had 12,018 people come through the door at both locations. Subtracting the estimated percent of people on USFS business only, would give us a structured estimate of 9,304 for that time period. b.) Estimated number of tourists who will attend your event/facility this year(2024): We hope that the Quilcene office can get back to being open 7 days a week next year and that our numbers get back into the 30,000 range. c.) Projected economic impact in Jefferson County from your event/facility(e.g. number of tourists who will stay overnight in Jefferson County-based lodging establishments; economic impact for Jefferson County restaurants, community facilities, amenities, events, and businesses). Sending visitors to Jefferson County restaurants, facilities, amenities, events and businesses is what our staff does. We are already getting back to a more "typical" year, where we would log over 2,600 paid lodging nights from our sign in sheets. This year, so far we have logged 2,406 paid accommodation sign ins. 6. Describe your organization's area of expertise. Do you provide a unique service? Our area of expertise is being experts on our area. By maintaining a knowledgeable and friendly staff, we are able to guide visitors to our area. Our locations allow us access to a range of visitors, some of whom may not have intended to stay in Jefferson county. We are able to give them reasons to do so. LTAC 2022 Enclosure, Page 3 of 3 8:51 AM North Hood Canal Chamber of Commerce 09/11/23 Budget Overview Accrual Basis January through December 2024 200 Lodging Tax Funds TOTAL Jan-Dec 24 Jan-Dec 24 Ordinary Income/Expense Income 5• Earned Income(Revenue) 5040•Local government contracts 5042• LTAX Visitor Center Grant 76,261.26 76,261.26 Total 5040 • Local government contracts 76,261.26 76,261.26 5310 • Interest on checking/savings 3.00 3.00 Total 5•Earned Income(Revenue) 76,264.26 76,264.26 Total Income 76,264.26 76,264.26 Gross Profit 76,264.26 76,264.26 Expense 7•Program Services 7200•Salaries&related expenses 7220 •Salaries&wages 7221 • Payroll 57,423.90 57,423.90 7225•Holiday Bonuses 1,435.60 1,435.60 7226•Sick Pay 1,435.60 1,435.60 7227• Payroll Reserve 1,722.72 1,722.72 Total 7220•Salaries&wages 62,017.82 62,017.82 7250 • Payroll taxes 8,496.44 8,496.44 Total 7200 •Salaries&related expenses 70,514.26 70,514.26 7500•Outside services 7520 •Accounting fees 1,500.00 1,500.00 Total 7500•Outside services 1,500.00 1,500.00 Total 7•Program Services 72,014.26 72,014.26 8•Adminstrative Expense 8100 •Nonpersonnel expenses 8104•Office expenses 50.00 50.00 8106• Information technology 0.00 0.00 8110 •Supplies 100.00 100.00 8130 •Telephone,Telecom&Internet 1,800.00 1,800.00 8140• Postage,shipping,delivery 100.00 100.00 Total 8100 • Nonpersonnel expenses 2,050.00 2,050.00 8300 •Travel&meetings expenses 8310 •Travel 200.00 200.00 Total 8300•Travel&meetings expenses 200.00 200.00 8500•Other expenses 8520 • Insurance 1,800.00 1,800.00 8570 •Advertising and promotion 8579•Advertising,Other 200.00 200.00 Total 8570 •Advertising and promotion 200.00 200.00 Total 8500•Other expenses 2,000.00 2,000.00 Total 8 •Adminstrative Expense 4,250.00 4,250.00 Total Expense 76,264.26 76,264.26 Net Ordinary Income 0.00 0.00 Net Income 0.00 0.00 Page 1 Unaudited Management Report 9:34AM North Hood Canal Chamber of Commerce 09/11/23 Income & Expense (YTD Actual vs. Annual Budget) Accrual Basis January through August 2023 100 Chamber Funds 200 Lodging Tax Funds TOTAL Jan-Aug 23 Budget Jan-Aug 23 Budget Jan-Aug 23 Budget Ordinary Income/Expense Income 5•Earned Income(Revenue) 5040-Local government contracts 5042•LTAX Visitor Center Grant 62,000.00 62,000.00 62,000.00 62,000.00 Total 5040•Local government contracts 62,000.00 62,000.00 62,000.00 62,000 00 5210•Dues,Member 5211 •Dues,Membership 4,281.23 2,675.00 4,281.23 2,675.00 5222.Dues,Cancellations -929.17 -350.00 -929.17 -350.00 Total 5210•Dues,Member 3,352.06 2,325.00 3,352.06 2,325.00 5310•Interest on checking/savings 1.14 5.00 0.72 5.00 1.86 10.00 5440•Gross sales-inventory 5441 •Sales Federal Govt Items 22,872.08 23,062.00 22,872.08 23,062.00 5448.Inventory Purchases -24,700.00 -20,500.00 -24,700.00 -20,500.00 Total 5440•Gross sales-inventory -1,827.92 2,562.00 -1,827.92 2,562.00 5450•Advertising revenue 460.00 15.00 460.00 15.00 Total 5•Earned Income(Revenue) 1,985.28 4,907.00 62,000.72 62,005.00 63,986.00 66,912.00 Total Income 1,985.28 4,907.00 62,000.72 62,005.00 63,986.00 66,912.00 Gross Profit 1,985.28 4,907.00 62,000.72 62,005.00 63,986.00 66,912.00 Expense 7•Program Services 7000•Grant&program expense 7060.Meeting Expense 7061 •Chamber Mixer 750.06 1,000.00 750.06 1,000.00 7062•Chamber Picnic 750.00 750.00 7063•Meeting Refresh/Supplies 150.00 150.00 7064•Meeting Expense-Other 250.00 250.00 Total 7060.Meeting Expense 750.06 2,150.00 750.06 2,150.00 Total 7000•Grant&program expense 750.06 2,150.00 750.06 2,150.00 7200•Salaries&related expenses 7210•Officers&directors salaries 1,500 00 1,500.00 7220•Salaries&wages 7221 •Payroll 47,558.11 46,977.00 47,558.11 46,977.00 7225•Holiday Bonuses 1,174.43 1,174.43 7226•Sick Pay 53.76 1,174.43 53.76 1,174.43 7227•Payroll Reserve 1,409.31 1,409.31 Total 7220•Salaries&wages 47,611.87 50,735.17 47,611.87 50,735.17 7250•Payroll taxes 6,608.39 5,580.86 6,608.39 5,580.86 Total 7200•Salaries&related expenses 1,500.00 54,220.26 56,316.03 54,220.26 57,816.03 7500•Outside services 7520•Accounting fees 829.48 1,500.00 829.48 1,500.00 Total 7500.Outside services 829.48 1,500.00 829.48 1,500.00 Total 7•Program Services 750.06 3,650.00 55,049.74 57,816.03 55,799.80 61,466.03 8•Adminstrative Expense 8100•Nonpersonnel expenses 8104•Office expenses 246.18 150.00 63.00 246.18 213.00 8106•Information technology 200.00 50.96 250.96 8110•Supplies 233.27 150.00 78.25 100.00 311.52 250.00 8130•Telephone,Telecom&Internet 1,071.91 2,000.00 1,071.91 2,000.00 8140•Postage,shipping,delivery 223.38 207.00 34.38 75.01 257.76 282.01 8170•Printing&copying 2,714.50 150.00 2,714.50 150.00 Total 8100•Nonpersonnel expenses 3,417.33 857.00 1,184.54 2,288.97 4,601.87 3,145.97 8200•Facility&equipment expenses 8210•Rent,parking,other occupancy 75.00 75.00 Total 8200•Facility&equipment expenses 75.00 75.00 Page 1 Unaudited Management Report 9:34AM North Hood Canal Chamber of Co mmerce 09/11/23 Income & Expense (YTD ctual vs. Annual Budget) Accrual Basis January through August 2023 100 Chamber Funds 200 Lodging Tax Funds TOTAL Jan-Aug 23 Budget Jan-Aug 23 Budget Jan-Aug 23 Budget 8300•Travel&meetings expenses 8310•Travel 275.11 275.11 Total 8300•Travel&meetings expenses 275.11 275.11 8500•Other expenses 8520•Insurance 44.62 300.00 1,691.38 1,900.00 1,736.00 2,200.00 8570•Advertising and promotion 8579•Advertising,Other 200.00 200.00 Total 8570•Advertising and promotion 200.00 200.00 Total 8500•Other expenses 44.62 300.00 1,891.38 1,900.00 1,936.00 2,200.00 8600•Business expenses 8650•Taxes&licenses-other 50.00 50.00 8660•Fines,penalties,judgments 50.00 -188.38 -188.38 50.00 Total 8600•Business expenses 100.00 -188.38 -188.38 100.00 Total 8•Adminstrative Expense 3,536.95 1,257.00 3,162.65 4,188.97 6,699.60 5,445.97 Total Expense 4,287.01 4,907.00 58,212.39 62,005.00 62,499.40 66,912.00 Net Ordinary Income -2,301.73 3,788.33 1,486.60 Net Income -2,301.73 3,788.33 1,486.60 1 Page 1 g Unaudited Management Report North Hood Canal Chamber of Commerce Emerald Towns of Quilcene and Brinnon Board of Directors and Elected Officers 10 Sep 2023 Director Officer 1 Dan Ventura President Phone 206.755.3371 Address PO Box 611 Brinnon, WA 98320 email Dan@coverv.com Term Expires 2026 2 Sam Roberts Vice President Phone 425.232.2980 Address 244 Chinook Dr. Brinnon WA 98320 email SRoberts67@comcast.net Term Expires 2026 3 Debbie Williams Director Phone 360.796.4809 Address PO Box 475 Brinnon WA 98320 email gearheaddeli@yahoo.com Term Expires 2026 4 Katherine O'Leary-Cole Secretary,Treasurer Phone 360.582.6827 Address 60 Seamount Drive Brinnon, WA 98320 email Katherine.olearycole@nafinc.com Term Expires 2026 5 Greg Brotherton Phone 360.379.6898 Director Address PO Box 580 Quilcene,WA 98376 email gregory.brotherton@gmail.com Term Expires 2024 PO Box 774 I Quilcene, WA 98376-0774 360.765.4999 Visitor Center I www.emeraldtowns.com