city of carlton v carlton tourism committee agenda … · justin hovey did not apply which creates...

This facility is ADA accessible. If you need special accommodation please contact the City Recorder Jennifer Nelson at 503.852.7575x111 or

[email protected] at least 24 hours prior to this meeting.

CITY OF CARLTON VISIT CARLTON TOURISM COMMITTEE AGENDA

TUESDAY, JULY 17, 2018, 3:00 P.M. CITY HALL, 191 EAST MAIN STREET, CARLTON

The Mission of the City of Carlton is to safeguard and enhance the vitality and livability of the community by

providing essential services with professionalism and integrity.

Tourism Committee Mission Statement The purpose of the Carlton Tourism Committee is to assist the Carlton City Council with the disbursal of Transient

Room Tax funds for the express purpose of promoting tourism to Carlton. The Committee is authorized to propose tourism, advertising programs, evaluate regional tourism related partnerships and evaluate

tourism funding related proposals brought by third parties such as business associations, individual business owners or Carlton residents.

1. Call To Order – Roll Call Pages

1) Changes to the Agenda 1 – 2

2. Agenda Items

1) Approval of Minutes – June 6, 2018 3 – 4

2) Tourism Fund Financial Reports 5

3) Visit Carlton Social Media Campaign – Brian Richardson, Vinbound Marketing 7 – 11

4) Social Media Personal Services Agreement Renewal – Vinbound Marketing 12

5) Community Grant Program Request – Pat Swanick, Carlton Crush (CBA) 13 – 24

6) 2018 Northwest Food & Wine Festival ‐‐

7) Ladd Monument Project Update ‐‐

8) Vacancy Advertisement 25

9) Spring/Summer Promotional Campaigns – General Discussion & Updates ‐‐

Welcome Banners ‐‐

Historical Walking Tour ‐‐

Postcard Artwork ‐‐

Room Voucher Promotion for Upcoming Events ‐‐

3. August 1, 2018 Agenda Items

4. Adjournment

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City of Carlton, 191 E. Main Street, Carlton, Oregon 97111

Phone: 503.852.7575 Fax: 503.852.7761

MEMORANDUM To: The Members of Visit Carlton From: Jennifer Nelson, City Recorder Subject: Agenda Topics Date: June 25, 2018

1. Approval of Minutes – June 6, 2018 A draft copy of the June 6 meeting minutes is attached for review and approval. 2. Tourism Fund Financial Report Review the Tourism Fund’s monthly financial reports from June 2018. 3. Visit Carlton Social Media Campaign – Brian Richardson, Vinbound Marketing This agenda item provides time for a monthly report and updates on the social media program. Discussions about programs and rates for adding businesses outside of Carlton city limits to advertise on Visit Carlton were tabled from the April 4th meeting and still need to be addressed. 4. Social Media Personal Services Agreement Renewal – Vinbound Marketing Brian Richardson mentioned it is time to renew and extend his personal services agreement for Visit Carlton social media services and requested to add this item to the next meeting agenda at the June 6th meeting. 5. Community Grant Program Request – Pat Swanick, Carlton Crush (CBA) The Carlton Business Association (CBA) submitted a request to receive a $2,000 grant from the Visit Carlton Community Grant Program to assist with marketing and administrative costs related to their Carlton Crush event. 6. 2018 Northwest Food & Wine Festival Chris Finks may attend to start planning Carlton’s participation in this year’s event on November 10, 2018 at the Oregon Convention Center. Visit Carlton covered the previous year’s $5,000 sponsorship fee. 7. Ladd Monument Project Update An update on the project and grant funding will be given. 8. Vacancy Advertising Carrie Simonson and Justin Hovey’s terms expired on June 30, 2018. Carrie applied for reappointment which the City Council approved at their July 3, 2018 meeting. Justin Hovey did not apply which creates a vacancy on the committee for a three-year term expiring on June 30, 2021. Staff posted the vacancy notice on July 6, 2018 and applications will be collected for the committee to review at their August meeting. 9. Spring/Summer Promotional Campaigns – General Discussion & Updates These items are included on the agenda for the Committee to discuss marketing activities, plans, opportunities, and updates for events or campaigns planned during the upcoming seasons to promote tourism in Carlton. Promotion updates and events to be discussed:

• Welcome Banners 18 Oaks Sign Co. provided an update that banners are completed as of April 24th. The metalwork is still in production. The committee needs to identify ten light fixtures for the banners to be mounted on. • Historical Walking Tour The committee authorized a maximum expenditure of $800 and identified 12-15 landmarks to be included on the artwork so the artist, Lori Damiano, may provide an estimate and begin sketching. Obtaining permission from property owners will to be discussed. Funds may also need to be set aside to pay for the transcription of audio tapes. Technology needs continue to be discussed by Brian Richardson, Ben Powers, and Kathy Rich. • Room Voucher Promotion for Upcoming Events The committee previously considered promoting summer events with a room voucher program, such as Porklandia, 4th of July, Half-Marathon, Acorn War, and Carlton Crush. Updates will be provided.

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CityofCarlton–VisitCarltonTourismCommitteeMinutes–June6,2018 Page1of2

Visit Carlton Tourism Committee Minutes JUNE 6, 2018, 3:00 PM

City Hall, 191 East Main Street 1. CALL MEETING TO ORDER & ROLL CALL Chair Kathy Rich called the meeting to order at 3:15 PM. No changes were made to the agenda. Members Present: Chair Kathy Rich, Vice‐Chair Kathie Oriet, Secretary Julie Rabung, and Christine Andrus Staff Present: Finance Director Christy Martinez and City Recorder Jennifer Nelson Others Present: Brian Richardson (Vinbound Marketing) and City Councilor Scott Carl 2. AGENDA ITEMS

1) Approval of Minutes – April 4, 2018 3:16 PM MOTION: Oriet/Rabung to approve the Visit Carlton Tourism Committee minutes from April 4, 2018, as submitted. Motion carried (4 Yes/0 No/3 Absent [Hovey, Simonson, Ward‐Mullen]/0 Abstain).

2) Tourism Fund Financial Reports 3:16 PM

Christy Martinez reviewed the tourism fund financial report for the month of April and May 2018 (see agenda packet).

3) Visit Carlton Social Media Campaign 3:17 PM Brian Richardson presented the social media report from April and May (see packet for full report).

4) Grant & Educational Opportunities Rich reported she submitted applications for additional grant money based on the plan and installation of that monument from AARP and the Walking Tour Project with Travel Oregon. City staff requested to see the grant applications submitted and discussions followed about procedures for submittal of grant applications in the City’s name and asked approval by requested through the committee and staff prior to submission in the future.

5) Spring/Summer Promotional Campaigns – General Discussion & Updates

Welcome Banners 3:26 PM Discussions occurred with Public Works Director and may need to extend to the new city manager about placement. The order was delayed until all ten banners and brackets are ready. Once the order is complete the committee will have to work with City to determine which light posts to install on Main and Monroe.

NW Food & Wine Festival Promotional Dinner Recap 3:29 PM Rich reported this event was lightly attended by 12‐15 people. There were a lot of problems with promotion and communication because the organizer thought the venue was promoting the event and vice versa; therefore, no one was promoting it. Most wineries that attended the festival did not attend the promotional dinner. Since the committee did not budget to participate in the 2018 event this November, they may consider negotiate reducing the contribution to the event by eliminating the dinner event.

Historical Walking Tour 3:33 PM Rich reported Richardson is working with Ben Power to digitally capture historical pictures and the Yamhill County Historical Society offered to assist with research, photo scanning, and converting audio and video cassettes. Funding is required to get preliminary drawings for the postcard artist, Lori Damiano, to include in application or for any other project if the grant request is not granted. Recommendations are needed for 12‐15 attractions to put on map decide. Suggestions followed to include the Depot, fire station, grainery, river, generic

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CityofCarlton–VisitCarltonTourismCommitteeMinutes–June6,2018 Page2of2

Victorian house like Phyllis Miller’s house, schoolhouse apartment buildings, former gymnasium, Wennerberg Barn, Ladd Fountain, Carlton Coast and Tavern, bank building (now Barrel 47), hotel (Farmhouse Boutique), Rock Block, glove factory, park, and the marquee where movie theater was. MOTION: Andrus/Oriet to approve the expenditure of up to $800.00 from the Tourism Fund to pay a preliminary deposit to Lori Damiano to begin the process of drafting postcard art. Motion carried (4 Yes/0 No/3 Absent [Hovey, Simonson, Ward‐Mullen]/0 Abstain).

Summer Concerts in the Park 3:42 PM Rich reported the tourism committee will not be hosting summer concerts in the park this year. She will contact vendor musicians to notify them of the event cancelation.

Room Voucher Promotion for Upcoming Events 3:43 PM Room voucher promotions for Carlton Crush and the Destination Races Half‐Marathon events were briefly mentioned. 3. JULY 2018 AGENDA ITEMS Nelson mentioned the July meeting falls on a holiday when city offices are closed, and that staff will send out a doodle.com poll to find a date in July that works to reschedule. She also reported that Carrie Simonson and Justin Hovey’s terms expire on June 30th. Rich spoke about Yamhill County tourism group, Travel Yamhill, being dissolved and concerns for where the state funds are being funneled and where tourism license plate monies are going. Andrus asked about two invoices for CBA membership and one not being paid. It was clarified that the City of Carlton and the Visit Carlton Tourism Committee do not both need memberships since the tourism committee is under the City of Carlton’s umbrella. The second invoice for membership should be voided. 4. ADJOURNMENT The meeting adjourned at 3:50 PM.

APPROVED by the Visit Carlton Tourism Committee on July 17, 2018. ATTEST: ____________________________________ ____________________________________

Jennifer L. Nelson, City Recorder Kathy Rich, Chair

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FY18 Budget Current Month YTD ActualsFY18 Beginning Resources Available 13,925 17,485

FY18 TRT Revenue 23,240 0 25,453Interest 200 72 545

Total Revenue 23,440 25,998Miscellaneou Revenue 500 500

Restricted Revenue 2,500 2,500

Total Resources (Revenue + Beginning Resources) 37,365 $46,483FY18 Tourism Expenses

Invoice Period Invoice Amount7/12/2017 Vinbound Marketing 7507/12/2017 CC Facebook Advertising 2007/26/2017 Carlton Community Foundation 807/26/2017 NW Food and Wine Festival 5,0008/9/2017 Vinbound Marketing 7008/16/2017 CC Facebook Advertising 2009/6/2017 News Register 1169/13/2017 Vinbound Marketing 9009/20/2017 Carlton Business Association 1,50010/11/2017 Vinbound Marketing 90010/17/2017 Kathy Rich 29010/17/2017 C Durham Graphic Design 20011/8/2017 Kathy Rich 6211/8/2017 Vinbound Marketing 89711/15/2017 Site Ground Hosting ‐ visitcarlton.com 16211/29/2017 Wildhaven Property Management 5012/5/2017 Vinbound Marketing 90012/7/2017 Tourism Flyers Wine Festival 201/10/2018 Vinbound Marketing 9001/17/2018 Brian Rake 151/24/2018 Carlton Business Association 502/7/2018 Vinbound Marketing 8252/7/2018 News Register 1152/14/2018 McMinnville Area Chamber of Commerce 3452/21/2018 Wade Sims 1003/7/2018 Vinbound Marketing 9003/28/2018 Roselyn Mostafa 1004/11/2018 Vinbound Marketing 8004/11/2018 Now Design Creative 605/9/2018 Vinbound Marketing 8506/6/2018 Vinbound Marketing 700

Year to Date Expenses $18,687

Fiscal Year 2018 ‐ June 2018 Financial ReportCity of Carlton ‐ Tourism Committee

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Visit Carlton  Social Media & Website Report

Prepared by: Brian Richardson, Vinbound Marketing June 2018

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FACEBOOK POSTS - JUNE

16 Posts in June. Topics include numerous beautiful photos shot around town, Summer concerts at Troon, June Ladies Night, Taco Tuesday at Carlton & Coast, events at Winemakers Studio, Carlton Pool hours,

Porklandia, Carlton Fun Days, Frisbee golf in the park, Carlton crush teams, Ken Wright door, Republic of Jam.  

Growth of Followers from 5491 on June 1 to 5609 July 1 (+118 Followers)

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TOP PERFORMING FACEBOOK POSTS - JUNE

This Carlton Fun Days post was promoted with $100

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INSTAGRAM - JUNE

9 Images Posted in June Total growth of followers from 988 to 1007 (gain of 19) 

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WEBSITE - JUNE 2018

Shown above is daily traffic numbers in June. Average 300/day Blue is June 2018, Orange is June 2017

Highlights 1501 Website Users in June 2018, vs. 1136 in June 2017 (up 32%) 

9748 Total Pageviews in June 2018m compared to 7987 last year (up 22%)  

Source of Traffic  

Top Pages Home (1673 Views) 

Tasting Rooms (1370 Views) Accommodations (962 Views) 

Restaurants (915 Views) Events (800 Views)

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From: [email protected]: Jennifer NelsonCc: Christy MartinezSubject: Re: Tourism CommitteeDate: Wednesday, June 27, 2018 12:34:36 PMAttachments: Carlton Tourism Grant.pdf

Carlton Crush - Grant Application Answers.docx

Hi, Jenn -

I've attached our Grant Application for Carlton Crush. I plan to attend the TourismCommittee Meeting on July 17th to answer any questions.

There are limitations in the application document for the amount of wording, so I'veattached another document with our answers for two of the questions.

Please let me know if you need anything else.

THANKS!

PAT

Patrick J. [email protected]# 216-533-6968 (Cell)

-----Original Message-----From: Jennifer Nelson To: pswanick Cc: Christy Martinez Sent: Mon, Jun 25, 2018 10:40 amSubject: RE: Tourism Committee

Hi Pat, I’ve attached the Visit Carlton Tourism Committee Community Grant Application Packet for you tocomplete and return to me.I will add this to the next tourism committee agenda, which was rescheduled to July 17 at 3:00 PM

since the regularly scheduled meeting fell on the July 4th holiday.I am collecting packet material this week and next to post the agenda by next Friday (7/6). Kind regards,

JennJennifer L. Nelson, CMCCity RecorderCity of Carlton

(: 503.852.7575 | 7: 503.852.7761+: 191 East Main Street | Carlton, OR 97111:: www.ci.carlton.or.us | *: [email protected]

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mailto:[email protected]:[email protected]:[email protected]:[email protected]://www.ci.carlton.or.us/mailto:[email protected]

City of Carlton Tourism Community Grant Program

The Mission The purpose of the Tourism Committee is to see that expenditures from the Transient Room Tax (TRT) are used to promote tourism (per the definition of “tourist” in ORS 320.350) in the City of Carlton and attract individuals or groups through efforts directly related to marketing and enhancing Carlton. TRT proceeds must be utilized in such a manner as to contribute to the development and improvement of the local economy through the enhancement, expansion, support and promotion of tourism.

Program Statement Each year the Carlton Tourism Committee budgets a limited amount of resources for the promotion and sponsorship of events held within the local community. The goal of the grant program and process is to assist organizations/promoters with events designed to generate overnight stays in Carlton lodging accommodations. Grant awards may be given at any time throughout the year as long as resources remain available. The Tourism Committee meets monthly so applicants should allow sixty-(60) days for a decision from the Committee.

Program Guidelines 1. Priority will be given to applicants who demonstrate an effort to generate overnight tourists, tourists

traveling more than 50 miles from their residence. 2. Partnerships are favored. Projects, events, or organizations that show cooperation or coordination

with other projects or events will be given preference over projects that stand alone. 3. Use of TRT resources may include but is not limited to: special events, signage, attractions,

promotional materials and advertising which furthers tourism in the City. 4. Funding for special events is limited to, activities, events, program development or marketing

strategies for an annual event with introduction of new or expanded attractions or to sustain an already existing event that meets the above mentioned mission.

5. Proposed uses of Committee grant funds must comply with City ordinances and ORS 320.350. 6. Applications will be judged on how well the applicant can quantify the number of overnight stays

booked and tourists that traveled more than 50 miles from their residence as a result of the event. 7. Advertising or marketing of tourism related facilities, events, and projects included as part of the

application shall be for facilities, events, and projects located within the City limits of Carlton. Events and activities must be open to the general public.

8. Consideration will be given to projects and programs that are unique, collaborative in nature and consistent with the qualities of Carlton.

9. Any publications or publicity of your project or event shall include the following information: “This project is funded in part by a grant from the City of Carlton, Tourism Committee.” This requirement does not apply to advertisements.

10. For recipients to qualify for future grant awards a summary of the event must be submitted to the Tourism Committee, including impacts on the community, the audience attracted, photos, copies of fliers or posters, promotional items, advertisements, or other evidence of the project. Exit survey cards should also be distributed by the recipient and completed by attendees.

Grants will not be considered for 1) political or religious gatherings or ceremonies, and/or 2) events or activities designed solely to profit the organizing individual or company.

Timelines

Applications and grant guidelines will be available at City Hall (SPECIFY THE MONTH, QUARTERLY OR CONTINUOUS). The application closing date is ____________________ and completed applications must be postmarked or hand delivered to City Hall by that date. The review of applications by the Tourism Committee will begin after _______________________________________.

Determination Procedure and Application

1. The Committee will determine the amounts distributed to organizations based on the application. 2. Applications must include a description of the project, the target market, the advertising/promotion

plan and the evaluation process including how use of the funds is tied to generating tourists.

3. Applications must be received at least 60-days prior to the anticipated date the award is needed. 4. Applications shall include; 1) letter from the IRS granting tax-exempt status; 2) board of directors

list; 3) organization's budget for current year; 4) financial statement for most recently completed fiscal year; and 5) a completed and signed application form.

5. An organization may be denied an award if previously awarded projects have not complied with these procedures and guidelines including lack of filing a financial report and/or program evaluation.

6. The Committee reserves the right to recommend to the City Council reimbursement from any organization that has received TRT funds and misrepresented their application or has not utilized the funds in a manner consistent with their application.

Evaluation Criteria

The application will be considered based on the following criteria and information provided above:

1. Does the project comply with ORS 320.350 and local ordinances? 2. What is the economic impact on the City? Will it attract overnight tourists or tourists traveling more

than 50 miles from their community of residence?

3. Does the project enhance tourism in Carlton? 4. Is the project feasible? 5. What resources are available to the applicant and what is the total budget for the project? All questions should be directed to:

APPLICATION FOR TOURISM

COMMITTEE COMMUNITY GRANT City of Carlton 191 E. Main Street, Carlton, OR 97111

City Contact: Chad Olsen 503.852.7575

Date: Date received by Tourism Committee:

Applicant/Organization Name:

Event/Activity Title:

Organization Information Organization Type: Federal Tax ID No: ‰ Non-Profit 501C(3) ‰ Other Non-Profit ‰ For Profit Organization ‰ Other

Describe organization type:

Authorized Signer

Phone:

Print Name:

Fax:

Title:

Email:

Street Address: Mailing Address:

Contact Person

Phone:

Print Name:

Fax:

Title:

Email:


Provide a brief description of your event/activity and the intended use of grant monies if awarded. Include date(s), time(s), and location of the event/activity and the targeted audience expected to attend.

1. Title and description of your organization's event or tourism project.

2. Date of event or project.

3. Is this a new event? If so, describe your organization's history; if the event has happened before, tell its history.

4. Estimated number of attendance in past: Projected for this event:_______

5. Estimated number of overnight stays due to the event:

6. Estimated percentage of participants or audience from out of county or more than 50 miles:_______

7. Describe how the requested funds will be used:

8. How will this project bring tourism dollars to Carlton?

9. How will you measure the success of your project? What are your measurable goals?

10. Have you applied for a grant from the Tourism Committee previously? Yes___ No___

If yes, when did you last apply? _____ What was the name of the event? ___

11. What type of grant assistance are you requesting? How will the funds be used?

12. List any other sponsors/contributors and assistance they will provide.

13. Is this anticipated to be an annual event? Yes ___ No ___

14. What is the audience your event is targeting? (check all that apply) Children (under 10 yrs) ___ Youth (10 – 14 yrs) ___ Teenagers (under 21 yrs) ___

Adults ___ Families ___ Seniors ___ Other ___

15. Will your event generate overnight visitors? If yes, how many?

16. How will the event advance the mission of the Tourism Committee to attract individuals, families and businesses to Carlton and promote the City in a positive manner?

17. Provide a general budget summary for your event.

Date: 6/27/18

Date received by Tourism Committee:

ApplicantOrganization Name: CARLTON BUSINESS ASSOCIATION (CBA)

EventActivity Title: 2018 CARLTON CRUSH HARVEST FESTIVAL

Describe organization type: The CBA is a 501(c)6 organization, comprised of business and individual members, focused on improving the economic vitality of the City of Carlton and the surrounding area.

Authorized Signer:

Phone: # 971-237-1045

Print Name: Terry McIntyre

Fax: N/A

Title: 2018 Carlton Crush Event Chairman

Email: [email protected]

Street Address: c/o CBA, P.O. Box 224Carlton, Oregon 97111-0224

Mailing Address: SAME

Contact Person:

Phone_2: # 216-533-6968

Print Name_2: Patrick J. Swanick

Fax_2: N/A

Title_2: Carlton Crush Committee Member

Email_2: [email protected]

Street Address_2: c/o CBA, P.O. Box 224Carlton, Oregon 97111-0224

Mailing Address_2: SAME

Estimated number of attendance in past: 1,000+

Projected for this event: 1,250+

Estimated number of overnight stays due to the event: Full Occupancy

Estimated percentage of participants or audience from out of county or more than 50 miles: 35%

Describe how the requested funds will be used: Marketing activities, with a focus on encouraging a weekend stay in Carlton.

If yes when did you last apply: 2017

Application Closing Date:

Date of Application Review:

Non-Profit 501C(3): Off

Other Non-Profit: Yes

For Profit Organization: Off

Federal Tax ID No: # 26-1360351

Description of Event: See attached.

Title & Description of Event: 2018 Carlton Crush Harvest Festival

Event Date: Sat. September 8, 2018

New Event or History: This Festival is now in its 7th year, and it has become one of Carlton's premier events.

How Brings tourism $ to town: The Festival has become a destination event.

How will you measure success?: Monitor attendance & participant spending

What are your measurable goals?:

Prior Name of Event: Same

What type of grant assistance requesting?: $2,000 - Marketing/administrative costs

How will funds be used?:

Other sponsors' assistance?: ~ $10,000 in Sponsor dollars raised

Yes: Yes

No: Off

Under 10: Yes

10-14: Yes

Teen (

DISCLOSURE NOTICE: Messages to and from this email address may be subject to Oregon Public Records Law.

P Please consider the environment before printing this email.Attention Public Officials: A "Reply to All" of this email message could lead to violations of Oregon open meetings laws. Ifreplying, please reply only to the sender.

From: [email protected] Sent: Friday, June 22, 2018 2:20 PMTo: Christy Martinez ; Jennifer Nelson Subject: Tourism Committee Hi, Christy & Jenn - Carlton Crush would like to apply to the Tourism Committee for a small Grant for thisyear's event. We have done this in prior years. Can you provide me with the application packet? THANKS! PAT

Patrick J. [email protected]# 216-533-6968 (Cell)

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mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]



Program Statement Each year the Carlton Tourism Committee budgets a limited amount of resources for the promotion and sponsorship of events held within the local community. The goal of the grant program and process is to assist organizations/promoters with events designed to generate overnight stays in Carlton lodging accommodations. Grant awards may be given at any time throughout the year as long as resources remain available. The Tourism Committee meets monthly so applicants should allow sixty-(60) days for a decision from the Committee.













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Timelines





3. Applications must be received at least 60-days prior to the anticipated date the award is needed. 4. Applications shall include; 1) letter from the IRS granting tax-exempt status; 2) board of directors




Evaluation Criteria



than 50 miles from their community of residence?

3. Does the project enhance tourism in Carlton? 4. Is the project feasible? 5. What resources are available to the applicant and what is the total budget for the project? All questions should be directed to:

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Organization Information Organization Type: Federal Tax ID No: ‰ Non-Profit 501C(3) ‰ Other Non-Profit ‰ For Profit Organization ‰ Other


Authorized Signer

Phone:

Print Name:

Fax:

Title:

Email:


Contact Person

Phone:

Print Name:

Fax:

Title:

Email:



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Grant Application - Page One The Carlton Crush Harvest Festival, now in its seventh year, is an annual celebration of our people, our community, our businesses, and the quality of life we share in Carlton and Yamhill County. The full day, family friendly Festival is scheduled for Saturday, September 8th in Lower Wennerberg Park. Local residents and out of town visitors come together to celebrate the harvest and the agricultural bounty of our region. The event has grown every year since inception. The Festival features several competitions, headlined by the Team Grape Stomp Competition. The Kids Grape Stomp Competition and the Kids Watermelon Eating Contest are both free activities. Festival food, premium wines and craft beers, unique products from local merchants, and live music providers make this a destination event. A Tourism Grant of $2,000 would be used to partially pay for event marketing and administrative activities, with a specific emphasis on attracting overnight guests to Carlton during the Festival weekend.

Grant Application - Question # 17 Estimated Total Revenues of $ 20,000 Estimated Total Expenses of $ 16,500 Estimated funds for charitable contributions are ~ $ 4,000+. (2017 donations are included in the Total Expenses listed above). Some funds are held back for Festival expenses in the following year. The Board of Directors of the CBA determines the charities that will be supported with the event proceeds. For 2017, the CBA approved $5,700 in community donations on behalf of the Festival.

The Yamhill-Carlton Storehouse Food Bank was the primary beneficiary of the 2017 Festival's proceeds, receiving $4,100. The 2017 event also contributed $700 to Yamhill-Carlton High School (YCHS) for the Wrestling Program, $500 to the Yamhill-Carlton Child Development Center (YCCDC), $200 to Yamhill-Carlton Together Cares (YCTC), and $200 to the Carlton Skate Park Project.

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This facility is ADA accessible. If you need special accommodation please contact the City Recorder at 503.852.7575 at least 24 hours prior to this meeting.

Memorandum

To: Pat Swanick and Terry McIntyre, Carlton Business Association (CBA) From: Chad Olsen, City Manager Subject: Tourism Committee Funding Award – Carlton Crush Date: August 14, 2017 This “Letter of Understanding” is to serve as a simple grant agreement to allocate a portion of the City of Carlton’s Transient Room Tax (TRT) to the CBA for 2017 Carlton Crush Harvest Festival for advertising purposes.

1. The grant award is for a maximum of $1,500.

2. The Tourism Committee is identified as a sponsor at the appropriate funding level.

3. The grant can only be used for hard advertising expenses. (to partially pay for event marketing activities or marketing support – i.e. social media, advertising & promotional activities)

4. 50% of the grant is targeted outside a 50 mile radius of the event with a specific emphasis on attracting overnight guests to Carlton.

5. Future funding applications will consider the development and implementation of an event funding plan and corporate sponsorship contacts.

The grant is established on a reimbursement basis. After you spend monies that comply with the terms and conditions of the grant you can submit an invoice with receipts to me and I will determine its compliance and approve the payment for reimbursement. Expenditures must comply with these conditions and with the application submitted to the Tourism Committee. Failure to comply will result in either denial of a reimbursement request or possibly a negative effect on future applications.

To identify the City in your promotional materials and acknowledgements please use the name “Visit Carlton” and the City logo as it appears on this correspondence including your tee-shirts. I will let the Visit Carlton Committee know that their contribution entitles them to a free registration for the grape stomp competition. However, the City team with the Mayor, et al. will not use this and we will pay our usual entry fee.

Let me know what questions you have.

Attachment – CBA Carlton Crush Funding Request

Co:tourism/correspondencetoCBAcrush – Carlton Crush Funding Award – Letter of Understanding 061614

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Program Statement Each year the Carlton Tourism Committee budgets a limited amount of resources for the promotion and sponsorship of events held within the local community. The goal of the grant program and process is to assist organizations/promoters with events designed to generate overnight stays in Carlton lodging accommodations. Grant awards may be given at any time throughout the year as long as resources remain available. The Tourism Committee meets monthly so applicants should allow sixty‐(60) days for a decision from the Committee.













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Timelines





3. Applications must be received at least 60‐days prior to the anticipated date the award is needed. 4. Applications shall include; 1) letter from the IRS granting tax‐exempt status; 2) board of directors




Evaluation Criteria



than 50 miles from their community of residence? 3. Does the project enhance tourism in Carlton? 4. Is the project feasible? 5. What resources are available to the applicant and what is the total budget for the project? All questions should be directed to:

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Organization Information Organization Type: Federal Tax ID No: Non-Profit 501C(3) Other Non-Profit For Profit Organization Other


Authorized Signer Phone:

Print Name: Fax:

Title: Email:


Contact Person Phone:

Print Name: Fax:

Title: Email:



7/27/17

CARLTON BUSINESS ASSOCIATION (CBA)

2017 CARLTON CRUSH HARVEST FESTIVAL

X The CBA is a 501(c)6 tax exempt organization, comprised of business & individualmembers, focused on improving the economic vitality of the City of Carlton &the surrounding area.

# 971-237-1045

N/A

[email protected]

Terry McIntyre

2017 Carlton Crush Event Chairman

c/o CBA, P.O. Box 224Carlton, Oregon 97111-0224

SAME

Patrick J. Swanick

Carlton Crush Committee Member

c/o CBA, P.O. Box 224Carlton, oregon 97111-0224

# 216-533-6968

N/A

[email protected]

SAME

The Carlton Crush Harvest Festival, now in its sixth year, is an annual celebration of our people, our community, our businesses, and the quality of life we share in Carlton and Yamhill County. The full day, family friendly Festival is scheduled for Saturday, September 9th in Lower Wennerberg Park. Local residents and many out of town visitors come together tocelebrate the harvest and the agricultural bounty of our region. The event has grown every year since inception.The Festival features several competitions, headlined by the Team Grape Stomp Competition.The Kids Grape Stomp Competition and the Kids Watermelon Eating Contest are both free activities. Festival food, premium wines and craft beers, unique products from local merchants, and several live music providers make this a destination event.A Tourism Grant of $1,500 would be used to partially pay for event marketing activities, with a specific emphasis on attracting overnight guests to Carlton.

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2017 Carlton Crush Harvest Festival

Saturday, September 9, 2017 9 AM - 9 PM

This Festival is now in its sixth year, and it has become one of the City's premier annual events.

1,200+1,000+All B&Bs & VRBOs have reported a full weekend previously

35%+ (Estimated)

Marketing activities, with a focus on spending the weekend in Carlton

The Festival has become a destination event. Many businesses have indicated that this date is one of their best sales days.

We collect feedback from vendors & local businesses; monitor sales of collectible event items.X

We have not received a Grant from the Tourism Committee since 2014.

The 2015 Grant application was not funded.

$1,500 for marketing support - Social media, advertising & promotional activities.

X X X

X X X Out of Town Visitors

For each event weekend in prior years, lodging oweners have reported full occupancy.

Significant press coverage, visibility on web calendars regionally and nationally, many out of town attendees.

Estimated Total Revenues of $ 17,000

Estimated Total Expenses of $ 15,500

Some funds are held back for Festival expenses in the following year. Estimated funds for charitable contributions are ~ $ 3,000+. (2016 donations are included in the Total Expenses listed above).

This year's primary charity will be the Yamhill-Carlton Storehouse Food Bank. A 100 bottle Wine Raffleis held to raise additional funds at the event. Wines are donated by local wineries and individual supporters.

Last year, the Festival made a $2,700 donation to Carlton Skate Park Project, and a $1,500 contribution to Yamhill-Carlton High School for the Athletic Programs.

2015

Nearly $9,000 in cash and in-kind sponsorships comes from local businesses.X

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The City of Carlton is an Equal Opportunity Provider

The City of Carlton employment decisions are made without regard to race, color, gender, national origin, religion, marital status, age, prior industrial injury, mental or physical disabilities unrelated to job performance, veterans, or any other status protected by federal, state or local laws.

191 E. Main St. Phone (503) 852‐7575 Carlton, OR 97111 FAX (503) 852‐7761

ADMINISTRATION DEPARTMENT

PRESS RELEASE DATE: JULY 18, 2018 COMMITTEE VACANCY

VISIT CARLTON TOURISM COMMITTEE MEMBER (Volunteer)

The City of Carlton is currently seeking applicants to fill one (1) vacancy on the Visit Carlton Tourism Committee with a term expiring on June 30, 2021. The purpose of the Visit Carlton Tourism Committee is to assist the Carlton City Council with the disbursal of Transient Room Tax (TRT) funds for the express purpose of promoting tourism to Carlton. The Committee is authorized to propose tourism, advertising programs, and evaluate regional tourism related partnerships and tourism funding related proposals brought by third parties such as business associations, individual business owners, or Carlton residents. The Visit Carlton Tourism Committee consists of the Mayor of the City of Carlton and not less than five members appointed by the City Council. The committee shall include one additional member of the City Council and not less than four at‐large members. At large members shall be generally representative of the tourism and hospitality interests represented in the community (i.e. lodging, wineries, restaurants, retail, etc). Preference will be given to applicants that represent lodging businesses or the interests of lowest representation by the current membership. The position is a volunteer and the appointment will become effective immediately upon Council approval of the Mayor’s selection. Meetings are held the first Wednesday of each month at 3:00 PM at the Carlton City Hall, Council Chambers, 191 East Main Street, Carlton, Oregon. If you are interested in the Visit Carlton Tourism Committee position, you may download the City of Carlton Application for Boards/Commissions from the city’s website www.ci.carlton.or.us/jobs or pick up an application at Carlton City Hall. Please mail, email, fax or drop off your application to: Jennifer Nelson, CMC City Recorder 191 E. Main Street, Carlton, OR 97111 Fax: (503) 852‐7761 [email protected]

To be considered during the first review of applications, please submit on or before: Thursday, July 26, 2018 by 4:00 PM

Applications will be accepted until the position is filled.

IMPORTANT DATES: First review of applications July 27, 2018 Committee interviews August 1, 2018 (if more than one application received) Appointments approved by City Council August 21, 2018

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2018-0717 Tourism AgendaCity of CarltonCity Hall, 191 East Main Street, Carlton

2018-0606 REVISED Tourism Committee MinutesTourism FY18 Revenue and Expense - JuneVisit-Carlton-Social-Media-Report-June-20182018-0629 Vinbound Marketing - Social Media - AMEND NO 2 SIGNEDRe_ Tourism CommitteeCarlton Tourism GrantCarlton Crush - Grant Application AnswersCorrespondence to CBA - Carlton Crush Funding Funding Award - Letter of Understanding 0814172017 Tourism GrantVacancy Announcement - July 2018

Application Closing Date: Date of Application Review: Date: 6/27/18Date received by Tourism Committee: ApplicantOrganization Name: CARLTON BUSINESS ASSOCIATION (CBA)EventActivity Title: 2018 CARLTON CRUSH HARVEST FESTIVALDescribe organization type: The CBA is a 501(c)6 organization, comprised of business and individual members, focused on improving the economic vitality of the City of Carlton and the surrounding area.Authorized Signer: Phone: # 971-237-1045Print Name: Terry McIntyreFax: N/ATitle: 2018 Carlton Crush Event ChairmanEmail: [email protected] Address: c/o CBA, P.O. Box 224Carlton, Oregon 97111-0224Mailing Address: SAMEContact Person: Phone_2: # 216-533-6968Print Name_2: Patrick J. SwanickFax_2: N/ATitle_2: Carlton Crush Committee MemberEmail_2: [email protected] Street Address_2: c/o CBA, P.O. Box 224Carlton, Oregon 97111-0224Mailing Address_2: SAMENon-Profit 501C(3): OffOther Non-Profit: YesFor Profit Organization: OffFederal Tax ID No: # 26-1360351Description of Event: See attached.Estimated number of attendance in past: 1,000+Projected for this event: 1,250+Estimated number of overnight stays due to the event: Full OccupancyEstimated percentage of participants or audience from out of county or more than 50 miles: 35%Describe how the requested funds will be used: Marketing activities, with a focus on encouraging a weekend stay in Carlton.If yes when did you last apply: 2017Title & Description of Event: 2018 Carlton Crush Harvest FestivalEvent Date: Sat. September 8, 2018 New Event or History: This Festival is now in its 7th year, and it has become one of Carlton's premier events.How Brings tourism $ to town: The Festival has become a destination event.How will you measure success?: Monitor attendance & participant spending What are your measurable goals?: Prior Name of Event: SameWhat type of grant assistance requesting?: $2,000 - Marketing/administrative costsHow will funds be used?: Other sponsors' assistance?: ~ $10,000 in Sponsor dollars raisedYes: YesNo: OffUnder 10: Yes10-14: YesTeen (

city of carlton v carlton tourism committee agenda … · justin hovey did not apply which creates...

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