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HomeMy WebLinkAbout4.287D Original Contract12- 29 -03; 5 10PM 360 457 5380;# 1 U C-- C: C U3 UJ:LLY YH VnaI11[) UT k- C.IMh1 V .7 i PORT ANGELES CHAMBER OF COMMERCE i 12' Fast Railroad Port Argeles, WA 98362 (360) 452.2353 FAX DOCUMENT December 29, 2003 Page count: Four FOR: Becky Upton FROM: Russ Veenema Ref 2004 Project Grant Application 301J-..11 -J.3aU Y.U1 Comments: Attached is the information for the 2004 Grant Application. I thought you might like to have a copy for your files. 12- 29 -03, 5:1OPM UDC G7 V 3 V.7 GG1' 1 �,n i31111.,3 r OT I.. CM Mil T 360 457 5380;# 2 30V 40 3LSV Y VG IN PORT ANGELES CHAMBER OF COMMERCE r,1 121 East Railroad Port Angeles, WA 98362 (360) 452 -2363 Over the last several years the Port Angeles Chamber of Commerce has distributed room tax funds to events or tourism related projects, to help generate more visits to the Port Angeles area. In 2004 this program will once again be implemented and on behalf of the committee I would like to encourage you to take a look at the criteria to see if your event or project should apply. In order to help give you information as to what is important to include in your application, the attached criteria should be of some help. Of course any additional information you believe would be helpful to convince the committee to fund your request is always welcome. There is a limited amount of money available so it is unlikely all applications will be funded. As money allows, selections will be made at committee meetings and presented to the Port Angeles Chamber of Commerce Board of Directors for their approval. Deadlines to have your material to the Port Angeles Chamber of Commerce for consideration are January 30, 2004 and April 30, 2004. Should any funds remain after these two meetings, a third meeting will be set up for late summer. Please e -mail, fax, or drop off your application to me at the chamber, and of course if you have any questions or need further clarification ref the criteria please do not hesitate to contact me. Thankyqu for your interest in this program. S 1J. Veenema ecutive Director. FAX #360 www.portangeles.org E -mail: pangeles@olypen.com REPRESENTING THE LARGEST GROUP OF BUSINESSES ON THE PENINSULA 12-29-03; 5 i OPM UC� CZ. -L7 -V3 V3 =L.3Y YN 1.. 1IdIIT (7T I.UfTII(1 1 C.:. PORT ANGELES CHAMBER OF COMMERCE 121 East Railroad Port Angeles, WA 98362 (360) 452 -2363 Special Project Funding for 2004 Criteria to receive revenue from room tax fund: 360 457 566o .30 v 4 .3av Y V-3 Room tax funds must be used to promote tourism from outside of Clallam County to Port Angeles These grant funds can be used in a variety of ways however; the goal is for the funds to be used primarily for the purchase of media targeted to residents outside of Clallam County. Here are some specifics that should help you with your request application: -Your request should be in writing and presented to the Chamber of Commerce prior to when money is needed (see deadlines for applications in this document) Project receives additional considerations should it occur between September -June Project should have the goal of attracting over night destination guests Lodging in Port Angeles must be promoted as part of the use of funds -A committee to manage and promote the project needs to be in place -A budget needs to be submitted showing income and expenses Cost of Merchandise sold or distributed can only make up 25% of your request and the name and date of the event along with the words Port Angeles should be displayed on the article. Merchandise given away to local staff or volunteers does not qualify for funding. -Room tax revenue needs to be shown in budget as only being used in the following way: -For tourism promotion which means activities and expenditures designed to increase tourism, which includes advertising, publicizing, or otherwise distributing information for the purpose of attracting and welcoming tourists; developing strategies to expand tourism; and funding promotion of special events and festivals designed to attract tourists. -For a tourism related facility, which means real or tangible personal property with a usable life of three or more years, or constructed with volunteer labor, and used to support tourism, performing arts, or to accommodate tourist activities. The Special Event Committee will meet do review applications with the first deadline being January 30, 2004. Additional application deadlines will be April 30, and in late summer should money remain available. Approval will be up to the Special Event Committee with final review by the Port Angeles Chamber of Commerce Board of Directors. FAX 360 -457 -5380 www.portangeles.org E -mail: pangeles @olypen.com REPRESENTING THE LARGEST GROUP OF BUSINESSES ON THE PENINSULA 12- 29 -03; 5 :10P51 UeC -V-3 LP G.3 YH 1._rldMMUhTv" U Y 0 360 457 5380;# 4 JOV Y V'F PORT ANGELES CHAMBER OF COMMERCE 121 East Railroad Port Angeles, WA 98362 (360) 452 -2363 When the project or event is complete: -A written recap needs to be completed and turned in. Recap should include Financial report Survey of guests attending the event Estimated number of room nights generated -Number of people that attended due to your promotion -What did organizers learn from the event or project and what could be done better in the future. To receive payment: Send invoices from the media selected along with a cover letter requesting the funds to Russ Veenema at the Chamber. Payment will be processed and usually takes two weeks. Should you have any questions about the process or would like to discuss the criteria prior to putting your request together, please contact Russ Veenema at the Port Angeles Chamber of Commerce. FAX 360 457 -5380 www.portangeles.org E -mail: pangeles @olypen.com REPRESENTING THE LARGEST GROUP OF BUSINESSES ON THE PENINSULA CONTRACT FOR TOURIST INFORMATION AND TOURIST PROMOTION SERVICES THIS CONTRACT is entered into thisay of Contract for Tourist Information and Tourist Promotion Services Page 1 of 6; G. \Legal_Backup \AGREEMENTS &CONTRACTS \LTACO3 q. 0137 D 2004, by and between the City of Port Angeles, Washington, herein after called "City and the Port Angeles Chamber of Commerce, a non profit corporation, hereinafter called "Contractor REPRESENTATIONS 1. It is in the public interest for hotel /motel tax funds to be expended for tourist promotion services in the City of Port Angeles. 2. Pursuant to RCW 67.28.1815, the City of Port Angeles is authorized to expend special excise tax funds for "paying all or any part of the cost of tourism promotion, acquisition of tourism- related facilities, or operation of tourism related facilities "Tourism promotion" is defined in RCW 67.28.080(6)to mean activities and expenditures designed to increase tourism, including but not limited to advertising, publicizing, or otherwise distributing information for the purpose of attracting and welcoming tourists, developing strategies to expand tourism, operating tourism promotion agencies, and funding marketing of special events and festivals designed to attract tourists. 3. The Contractor desires to provide tourist promotion services in the form of: A. operating a tourism promotion agency; B. advertising, publicizing, or otherwise distributing information for the purpose of attracting and welcoming tourists and operating tourism promotion agencies; and C. marketing special events and festivals designed to attract tourists. t AGREEMENTS NOW, THEREFORE, in consideration of the above representations and the payments, covenants and agreements hereinafter mentioned, to be made and performed by the parties hereto, the parties covenant and agree as follows: 1. Scope of Services. A. Operation of Tourist Information Facility. ($55,000) The Contractor will operate a tourist facility for the distribution of tourist related information as follows: (1) The Contractor will furnish the following services: (3) (a) Services generally considered to be of an informational and assistance nature to tourists or visitors to the community, including travel directions, directions to points of interest, lodging accommodations and other hospitality services, recreational activities, cultural events, emergency services, and other referral services. (b) Interpretive displays, audio visual programs, or other media designed at promoting the City and County tourist attractions. (2) Hours of Operation: The Contractor, to the maximum extent feasible, shall maintain hours of operation for the information facility sufficient to keep it open and available to the public the year around, but particularly, will adjust hours of operation to best cover the peak tourist months. During the generally recognized tourist season, hours of operation, as much as possible, shall be coordinated with the arrival and departure schedule of the Port Angeles -based ferry operations or such other schedule of operation so as to provide optimum coverage in proportion to the demand on the facility for tourist services. Staffing: The Contractor will provide qualified, trained staff to operate the tourist information facility in a professional and competent manner. B. Other Tourist Promotion Activities. ($182.6881 The Contractor will perform tourist promotion services in the form of Contract for Tourist Information and Tourist Promotion Services Page 2 of 6, G. \Legal_ Backup \AGREEMENTS &CONTRACTS \LTACO3 advertising and publicity programs and tourism marketing cooperatives of organizations in accordance with the funding outline and media plan set forth in the attached Exhibit "A C. Additional Services. The Contractor may provide additional services consistent with those services described in this Section and consistent with the tourism promotion activities authorized by RCW 67.28.1815 and 67.28.080(6), provided that the City will compensate the Contractor for each additional service only to the extent that all services described within this Section have been satisfactorily performed and to the extent that funds remain under the total payment amount set forth in Section 3. 2. Duration of Contract. The performance of the Contractor shall commence on the 1st day of January, 2004, and teiminate on the 31st day of December, 2004. The duration of the Contract maybe extended or terminated upon the mutual written agreement of the parties hereto and pursuant to the terms and conditions of the Contract. 3. Compensation and Method of Payment. The City shall reimburse the Contractor for services rendered as specified in Section 1 as follows: A. Maintenance and Operation of Tourist Facility Tourist Promotion Activities. In consideration of the services to be performed in Section 1 with respect to operation of the tourist facilities and other tourist promotion activities, and upon receipt and acceptance by the City Manager or designee of the Contractor's monthly invoices for maintenance and operation expenses and invoices for expenses for advertising and for marketing special events, the City will reimburse the Contractor for services rendered as follows: $55,000 to the Port Angeles Chamber of Commerce for the operation of the Port Angeles Chamber of Commerce Visitor Center, and $182,688. for tourism promotion services as outlined in Exhibit "A B. Annual Dues. The City will also pay to the Contractor the additional sum of $527.00, representing dues for the City as a member of the Port Angeles Chamber of Commerce for calendar year 2004. Contract for Tourist Information and Tourist Promotion Services Page 3 of 6, G \Legal Backup \AGREEMENTS &CONTRACTS \LTACO3 4. Record Keening and Renortin2. A. The Contractor shall provide the City with the 2004 budget of the Port Angeles Chamber of Commerce, a copy of which is attached hereto as Exhibit "B" and include current salaries and benefits for all employees and classifications of employees, and shall notify the City within 30 days of any increases in salaries or benefits from the previous year. B. The Contractor shall maintain accounts and records which accurately reflect the revenues and costs for the operation of the Port Angeles Chamber of Commerce and Tourist Information Facility. Accounting for maintenance and operation of the Port Angeles Visitor Information Center, as a separate cost center, shall be maintained by the Contractor. These financial records and all records relating to the performance of this Contract shall be available for City inspection. C. The Contractor shall provide the City with reports fully describing what work has been performed pursuant to this Contract, how the work relates to the services and activities set forth in Section 1, identifying how the work has contributed to increased lodging visits to Port Angeles, and including a current statement of revenues and costs. Said reports shall accompany the monthly invoices. The final monthly report shall include a complete report describing and detailing how the performance of the contemplated services has been accomplished in accordance with this Contract. D. The Contractor shall use its best efforts to economize on overhead expenses to the maximum extent feasible in providing the services to be performed pursuant to this Contract. 5. Travel. The City has adopted policies for the reimbursement of travel expenses. Designed to conserve public funds, these policies limit reimbursement for transportation, lodging and meal expenses to Federal per diem standards. The City strongly encourages the Contractor to adopt similar policies for any travel supported by City hotel /motel tax funds. 6. Independent Contractor Status. The relation created by this Contract is that of independent contracting entities. The Contractor is not an employee of the City and is not entitled to the benefits provided by the City to its employees. The Contractor, as an independent contractor, has the authority to control and direct the performance of the details of the services to be provided. Contract for Tourist Information and Tourist Promotion Services Page 4 of 6, G \Legal_ Backup \AGREEMENTS &CONTRACTS \LTACO3 The Contractor shall assume full responsibility for payment of all Federal, State, and local taxes or contributions imposed or required, including, but not limited to, unemployment insurance, Social Security, and income tax. 7. Hold Harmless and Insurance. The Contractor shall protect, defend, save harmless, and indemnify the City, its officers, agents, and employees from and against any and all claims, damages, losses, and expenses, including reasonable attorney's fees, occurring, arising, or resulting from supplying work, services, materials, or supplies in connection with the performance of this Contract. The Contractor shall provide a Certificate of Insurance evidencing occurrence -based Commercial General Liability insurance with limits of no less than $1,000,000 combined single limit per occurrence, with the City shown as a named additional insured. 8. Breach. A. In the event of either party's material breach of the terms or conditions of this Contract, the non breaching party reserves the right to withhold payments or services until corrective action has been taken or completed. However, the party shall not exercise this right until they have given written notice of such material breach to the breaching party and ten days have passed since the receipt of such notice. This option is in addition to and not in lieu of the parties' right to terminate this Contract or any other right which State law offers for breach of contract. B. If either party shall materially breach any of the covenants undertaken herein or any of the duties imposed upon it by this Contract, such material breach shall entitle the other party to terminate this Contract, provided that the party desiring to terminate for such cause shall give the offending party at least twenty days' written notice, specifying the particulars wherein it is claimed that there has been a violation hereof, and if at the end of such time, the party notified has not removed the cause of complaint, or remedied the purported violation, then the termination of this Contract shall be deemed complete. 9. Non Discrimination. The Contractor shall conduct its business in a manner which assures fair, equal and non discriminatory treatment of all persons, without respect to race, creed or national origin, and, in particular: Contract for Tourist Information and Tourist Promotion Services Page 5 of 6; G \Legal_ Backup \AGREEMENTS &CONTRACTS \LTACO3 A. The Contractor shall maintain open hiring and employment practices and will welcome applications for employment in all positions, from qualified individuals who are members of minorities protected by federal equal opportunity /affirmative action requirements; and, B. The Contractor shall comply with all requirements of applicable federal, state or local laws or regulations issued pursuant thereto, relating to the establishment of non discriminatory requirements in hiring and employment practices and assuring the service of all persons without discrimination as to any person's race, color, religion, sex, Vietnam era veteran's status, disabled veteran condition, physical or mental handicap, or national origin. 10. Entire Contract. The parties agree that this Contract is the complete expression of the terms hereto and any oral representation or understanding not incorporated herein is excluded. Further, any modification of this Contract shall be in writing and signed by both parties. IN WITNESS WHEREOF, the parties hereto caused this Contract to be executed the day and year first hereinabove written. TY OF PORT AjVGELES Mayor ATTEST: -f J Becky J. U. y Clerk APP VED AS TO FORM: Craig D. tson, City Attorney PORT ANGELES CHAMBER OF COMMERCE Y VICE President Contract for Tourist Information and Tourist Promotion Services Page 6 of 6, G. \Legal_ Backup \AGREEMENTS &CONTRACTS \LTACO3 6.02 PM 01/14/04 Cash Basis Port Angeles Chamber of Commerce Profit Loss Budget Overview January through December 2004 TOTAL Jan 04 Feb 04 Mar 04 Apr 04 May 04 Jun 04 Jul 04 Aug 04 Sep 04 Oct 04 Nov 04 Dec 04 Jan Dec 04 Income Heritage Tours 430 430 500 600 750 1,100 1,300 2,000 1,000 500 400 400 9,410 Room Tax Mktg Prg 13,191 3,594 26,874 21,844 13,444 14,494 12,494 12,544 18,044 20,244 8,844 7,054 172,665 Vist Ctr Donations 55 70 50 83 100 120 200 225 200 100 60 50 1,313 Membership Dues 4,600 4,873 8,474 6,013 6,560 7,107 4,920 4,154 5,467 7,654 12,574 20,048 92,444 Counter Sales 800 800 800 1,300 1,500 2,000 4,700 3,500 3,000 2,200 600 500 21,700 5,500 Fundraiser /Auction 5,500 5,500 'Interest Earned 3,500 Miscellaneous 60 60 60 60 60 60 60 60 60 60 60 60 720 Concerts on the Pier 3,250 500 500 250 4,500 FIREWORKS 500 10,000 2,000 500 300 13,300 Internet Advertising 700 300 1500 750 500 1,250 300 300 300 200 200 200 6,500 Sponsor Sales 2,000 1,500 3,500 Newsletter Inserts 150 150 150 150 150 150 150 150 150 150 150 150 1,800 Vist Ctr Funding from City 4,830 5,092 4,593 5,169 5,576 4,504 4,941 4,616 5,094 4,541 5,301 754 55,011 Total income 28,316 15,369 48,501 37,969 29,140 44,035 31,565 28,549 35,365 35,649 28,189 29,216 391,863 Expense Billboard 3,000 3,000 3,000 Special Events 1,000 9,000 6,000 2,000 5,000 4,000 10,000 9,000 5,000 4,000 55,000 Joint Marketing 3,581 1,696 2,374 1,470 1,490 1,305 1,674 1,708 1,300 539 563 300 18,000 Adm Support 3,920 920 920 920 920 920 920 920 920 920 920 920 14,040 Creative 300 300 1,400 300 1,400 100 1,400 200 1,400 100 100 100 7,100 TV 4,500 4,500 4,500 4,500 18,000 Vacation Planner 200 400 19,500 600 600 650 650 600 500 400 300 300 24,700 Seattle Times 1,336 1,000 1,000 1,000 4,336 Eastside So. Co Journal 550 550 550 550 550 550 550 550 550 4,950 Wash St. Lodging Guide 5,461 5,461 1,500 2,000 2,000 1,700 7,200 Web e-mail Journey a 89 89 89 89 89 89 89 89 89 89 89 89 1,068 l Web Mairdainence 200 200 200 200 200 200 200 200 1,600 Web Contract 185 185 185 185 185 185 185 185 185 185 185 185 2,220 Excise Tax payment 150 400 550 Materials Counter Sales 500 500 500 800 1,200 914 1,756 1,347 850 100 500 500 9,467 Salary Bonus Exec Dir 5,225 5,225 5,225 5,225 5,225 5,225 5,225 5,225 5,225 5,225 5,225 8,975 66,450 Pension Expense SIMPLE 245 245 245 245 245 245 245 245 245 245 245 245 2,940 Payroll Taxes 825 825 825 825 825 825 825 825 825 825 825 825 9,900 •FederalU /C Expense 45 45 45 45 45 45 45 45 45 45 45 45 540 Medical Insurance Director 405 405 405 405 405 405 405 405 405 405 405 405 4,860 Med. Ins. Dir Vist. Ctr 160 160 160 160 640 R.E.& P.P. Taxes 70 35 35 1 40 Liability Fire Ins. 600 1,637 •D &O ins. 1,637 Accounting Services 500 700 425 878 280 280 280 3,343 Bank Charges 90 90 90 90 90 90 90 90 90 90 90 90 1,080 Postage for Chamber 120 120 120 120 120 120 120 120 120 120 120 120 1,440 Office Supplies 100 100 100 100 100 100 100 100 100 100 1,000 Office Equipment 108 42 46 147 40 42 110 40 127 45 100 45 892 Auto Allowance 20 20 20 20 20 20 20 20 20 20 20 20 240 Dues Subscriptions 80 400 400 50 50 300 Computer Support 50 50 50 50 150 750 Printing 150 150 150 Office Rent 282 282 282 282 282 282 282 282 282 282 282 282 3,384 Utilities 55 70 70 70 50 50 50 50 55 60 65 70 715 Telephone 150 150 76 103 176 62 154 166 162 155 145 145 1,644 Repair Maintenance 75 75 75 75 75 500 Fundraiser Costs 500 500 Gifts for Board 100 100 Guest Speaker Meals 40 40 40 40 40 40 40 40 40 40 40 40 480 Community Development 750 500 500 350 350 200 200 250 250 250 3,600 Concerts on the Pier 500 1,000 1,000 750 3,250 4th of July 12,000 12,000 *Hospitality Divisioin 100 100 100 100 100 100 100 100 100 100 100 100 1,200 Heritage Tour 430 430 500 600 750 1,100 1,300 2,000 1,000 500 400 400 9,410 Membership Development 300 200 200 200 200 200 200 200 200 200 200 200 2,500 *VIC Wages 2,550 2,550 2,550 2,550 2,550 2,550 2,550 2,550 2,550 2,550 2,550 2,550 30,600 Page 1 6:02 PM 01/14/04 Cash Basis Port Angeles Chamber of Commerce Profit Loss Budget Overview January through December 2004 TOTAL Jan 04 Feb 04 Mar 04 Apr 04 May 04 Jun 04 Jul 04 Aug 04 Sep 04 Oct 04 Nov 04 Dec 04 Jan Dec 04 `VIC Rent 1,191 1,191 1,191 1,191 1,191 1,191 1,191 1,191 1,191 1,191 1,191 1,191 14,292 *VIC Utilities 222 278 200 225 215 200 200 110 95 100 125 175 2,145 *VIC Telephone 175 187 68 167 415 175 150 175 200 200 150 150 2,212 VIC Repair Maintenance 110 245 110 110 245 110 120 110 110 245 110 110 1,735 VIC Office Supplies 150 313 50 340 265 110 50 160 200 75 75 100 1,888 `VIC Office Equip 432 168 184 586 160 168 440 160 508 180 400 180 3,566 Volunteer Gifts 300 300 Parking Costs 240 240 240 240 240 1,200 Total Expense 30,779 17,771 43,305 37,170 30,148 30,668 43,476 29,918 34,882 32,961 22,905 23,537 377,520 Net Income -2,463 -2,402 5,196 799 -1,008 13,367 11,911 -1,369 483 2,688 5,284 5,679 14,343 Page 2 Port Angeles Media Plan 2004 Income Updated 01/07/04 Expenses Web contract Web maint OLYPEN Total web related Magazines Journey Wash AM Bimonthly Wash St Vist Guide Total Magazines Newspapers South Couty Journal Fri Wkd 2 X MO 2X4 CL Seattle Times NW Wkd Expenses from Dec 03 (Tnb, Times, Olympian) Total Newspaper PA Vist Guide (inc postage) Total material TV Billboard Creative Adm Support Joint Marketing Special Events Total other programs Total Marketing Program Monthly totals Contmgecv Balance JAN FEB $185 $200 $89 $5,461 $1,336 $200 $300 $3,920 $1,500 $13,191 $185 $200 $89 $400 $19,500 $300 $920 $1,500 $3,594 MARCH (APRIL MAY (JUNE {JULY $185 I $185 $200 I $200 $89 I $89 $1,530 $550 $4,500 $3,000 $1,400 $300 $920 $920 $1,500 $1,500 $1,000 $9,000 $26,874 $21,844 $1,890 $550 $550 $1,000 PA Chamber 2004 Media Plan $185 $185 $185 $200 $200 $89 I $89 I $89 $1,400 $920 $1,500 $6,000 $550 $1,000 $550 AUG SEPT $185 $185 $200 $89 $89 $1,890 I $1,890 $600 $600 I $650 $650 $600 $500 $4,500 $3,000 $100 $920 $1,500 $2,000 $13,334 $14,494 $12,384 $4,500 $1,400 $200 $1,400 $12,544 OCT (NOV $185 $89 $550 $550 $550 $550 $1,000 $400 $4,500 $3,000 $100 $185 $200 $89 DEC $185 $89 $300 $300 $100 $100 $920 $920 $920 $920 $920 $880 $1,500 $1,500 $1,500 $1,500 $1,500 $1,500 $5,000 $4,000 $10,000 $9,000 $5,000 $4,000 $2,220 $1,600 $1,068 $7,200 $5,461 $4,950 $3,000 $1,336 $18,234 $20,244 $8,844 $7,054 $172,635 !Totals $172,688 $4,888 $12,661 $9,286 $24,700 $24,700 $18,000 $18,000 $9,000 $9,000 $7,100 $7,100 $14,000 $18,000 $55,000 $87,000 $172,635 $53 CITY OF PORT ANGELES HOTEL /MOTEL GRANT FIRST QUARTER REPORT JANUARY 1, 2004 MARCH 31, 2004 We, at the Port Angeles Parks Recreation Department, have been very busy during the first quarter of 2004 with recreational activities that have brought additional tourists to Port Angeles. In keeping with our goal to impact tourism through the promotion and hosting of recreational events, we respectfully submit our First Quarter Report. We promoted and coordinated one adult and three youth basketball tournaments during the first quarter, one in January, one in February, and two in March. The Martin Luther King Classic, held January 17 -18 for boys' and girls' teams, attracted 23 teams from out -of -town. The Presidents' Day Tourney, held February 14 -15, also for boys' and girls' teams, attracted 45 teams from out -of -town. The Spring Hoopfest, a boys' tournament held March 13 -14, brought 23 teams into town. The Washington Recreation Basketball Federation's men's "A" State Tournament, part of the Northwest Games, was held March 20 -21. A total of five out -of- town teams participated. The Northwest Games Slalom Ski Races and a Snow Skate Competition were also held the last two weekends in March and had a total of 80 participants. In summary, the five events held during the first quarter of 2004 attracted over 2,000 visitors, accounting for approximately $160,000.00 in economic impact to the city of Port Angeles. q.fig ?D 12 11 10 9 STATE FARM INSURANCE COMPANIES State Farm Fire and Casualty Company PO Box 5000 Dupont, WA 98327 -5000 CITY OF PORT ANGELES ATTENTION RISK MANAGER PO BOX 1150 PORT ANGELES WA 98362 -0217 II�I��I�rI. uII��II����I�III. i. ..111...III.i.I.I.I.II.111111II Forms, Options, and Endorsements Subcontractor Pd Exclusion Terrorism Insurance Coy Notice Inc Cost and Demolition Coy Policy Endorsement- Business Agent STEVE METHNER Telephone (360) 457 -6456 3TAt! !AIM 2655 -F486 F U 3 FE -6598 FE -6999 FE -6587 FE -6610 IF YOU HAVE MOVED, PLEASE CONTACT YOUR AGENT. INSURED PORT ANGELES CHAMBER OF COMMERCE POLICY NUMBER I 98 -71- 0407 -2 550 -638 a 1 Rev 02 -2001 Printed in U S A 01F0086K) FOR OFFICE USE ONLY 1682 401 Al Prepared APR 23 2004 N BUSINESS OFFICE RENEWAL CERTIFICATE SCHEDULE PAGE POLICY NUMBER 98 0407 Business -Office JUN 07 2004 to JUN 07 2005 DATE DUE CONTINUED J- 2655 -F486 F PLEASE PAY THIS AMOUNT 56 3358 5484 Please keep this part for your record. Prepared APR 23 2004 DATE DUE CONTINUED 1509407077 State Farm Insurance Companies REB FIRE RFN PLEASE PAY THIS AMOUNT 600418900071400 998600710407202515> 0707 vi- INVOICE First and Second quarter marketing expense for Basketball Tournaments and Northwest Games. Northwest Games Marketing Expenditures Logo Design 000.00 Web Page Development 000.00 Web Page Changes Updates 270.00 Envelopes(Legal and 9 X 12) 168.00 Labels 42.50 Postage (110 packets $3.67) 403.70 Postage (1150 mailers $0.37) 425.50 2,000 pages colored paper 20.00 2,000 copies $0.15 300.00 800 Color Copies $0.21 168.00 Sports Etc. Advertising 900.00 Swain's Co -op Marketing $2.916.39 Total $5,614.09 Reimbursement Total NW Games $2,697.72 Basketball Tournaments Marketing Expenditures Envelopes(Legal and 9 X 12) 75.50 Labels 98.46 4,000 pages colored paper 40.00 4,000 copies $0.15 600.00 178 packets mailed ($3.67 ea.) 653.26 3,350 Flyers mailed(@ $0.37) $1,239.50 Tournament T -Shirts $2.792.09 Total $6,595.55 Reimbursement Total Tournaments $2,706.72 Total Reimbursement This Invoice: $5,404.44 Please reimburse to the Parks and Recreation Activities Account: Northwest Games: RA5202 -9619 $2,697.72 Basketball Tournaments: RA5201 -9619 $2,706.72 August 24, 2004 Russ, Thanks! ha_ 70RTANGELES W A S H I N G T O N U S A From the desk of Becky Upton, City Clerk Parks Recreation has submitted their invoice for the P and 2nd Quarters, 2004, for basketball tournaments and the Northwest Games. The invoices are attached for your review. If acceptable, please sign off on them and return them to me so I can submit them to Accounting to do the internal paper transaction. INVOICE First and Second quarter marketing expense for Basketball Tournaments and Northwest Games. Northwest Games Marketing Expenditures Logo Design 000.00 Web Page Development 000.00 Web Page Changes Updates 270.00 Envelopes(Legal and 9 X 12) 168.00 Labels 42.50 Postage (110 packets $3.67) 403.70 Postage (1150 mailers $0.37) 425.50 2,000 pages colored paper 20.00 2,000 copies $0.15 300.00 800 Color Copies $0.21 168.00 Sports Etc. Advertising 900.00 Swain's Co -op Marketing $2.916.39 Total $5,614.09 Reimbursement Total NW Games $2,697.72 Basketball Tournaments Marketing Expenditures Envelopes(Legal and 9 X 12) 75.50 Labels 98.46 4,000 pages colored paper 40.00 4,000 copies $0.15 600.00 178 packets mailed ($3.67 ea.) 653.26 3,350 Flyers mailed(@ $0.37) $1,239.50 Tournament T -Shirts $2.792.09 Total $6,595.55 Reimbursement Total Tournaments $2,706.72 Total Reimbursement This Invoice: $5,404.44 Please reimburse to the Parks and Recreation Activities Account: Northwest Games: RA5202 -9619 $2,697.72 Basketball Tournaments: RA5201 -9619 $2,706.72 CITY OF PORT ANGELES HOTEL /MOTEL GRANT SECOND QUARTER REPORT APRIL 1, 2004 JUNE 30, 2004 We, at the Port Angeles Parks Recreation Department, have been very busy during the second quarter of 2004 with recreational activities that have brought additional tourists to Port Angeles. In keeping with our goal to impact tourism through the promotion and hosting of recreational events, we respectfully submit our Second Quarter Report. We promoted and coordinated the April Fools' and MayDay basketball tournaments, for boys' and girls' basketball teams, and they attracted 32 teams from out -of -town to participate. During the months of May and June, we worked with several community groups in publicizing, coordinating facilities and hosting 2 adult softball tournaments and two youth softball tournaments attracting 40 teams to town to participate. In summary, these six events that were hosted in Port Angeles during the Second Quarter of 2004 accounted for 72 basketball and softball teams spending the weekend in town. Also during the second quarter, the majority of the Northwest Games events took place. The Northwest Games ran from late March to early May and included 12 different events, including archery, shooting, slalom skiing, mountain biking, rodeo, wrestling, swimming, and basketball competitions, as well as a kid's fishing derby and an all -breed dog agility trial. All told, over 1,400 people participated in the 2004 Northwest Games, in its second year of existence. CITY OF PORT ANGELES HOTEL /MOTEL GRANT THIRD QUARTER REPORT JULY 1- SEPTEMBER 30, 2004 We, at the Port Angeles Parks Recreation Department, have been very busy during the third quarter of 2004 with recreational activities that have brought additional tourists to Port Angeles. In keeping with our goal to impact tourism through the promotion and hosting of recreational events, we respectfully submit our Third Quarter Report. During the third quarter of 2004, Hotel /Motel Grant Funds helped make possible three softball tournaments and three baseball tournaments. Two of the softball tourneys were adult slowpitch, one for men's teams and one for coed teams, and attracted a total of 21 teams from out -of -town. The Larson Invitational, held July 19 -20, brought a total of 14 men's teams here to play softball. The Captain T's tourney attracted 7 adult coed teams from out of town, including 4 from Victoria,B.C. and one from Portland,Oregon. The other softball tournament was the Babe Ruth Regional Tournament for 12U and 16U teams. Seven teams from out -of -town that won their respective State tournaments were here for four days in July playing for the right to go to the Babe Ruth World Series. The first baseball tournament, held July 4 -6, was for 16 -18 year old teams, and had eight out -of -town teams participate. The second baseball tournament was the 16- 18 Year -Old North Washington State Babe Ruth Tournament, held July 16th -22nd, and had eight teams from out -of -town here to play. The third baseball tournament was the Pepsi Invitational, for 10, 11, and 12- year -old teams on August 13 -14, and attracted 21 teams from out -of -town. In summary, the six events that were hosted in Port Angeles in the third quarter attracted 65 softball and baseball teams to our city spending one, two, three or four nights and spending over $115,000 in town. January 11, 2005 Russ, Attached is the last of the invoices for 2004 from Parks Recreation for reimbursement of marketing expenses associated with Sports Tournaments and the Northwest Games. Please sign off your approval for the payment of these expenses, return the documentation to me, and I'll have accounting take care of the transaction. Also, I checked with Accounting, and the check in the amount of $398.66 was mailed yesterday. 74RTANGELES W A S H I N G T O N U S A From the desk of Becky Upton, City Clerk 70RTANGELES W A S H I N G T O N U S A From the desk of Becky Upton, City Clerk Invoices paid to the Chamber of Commerce from the Lodging Tax funds are on file in Accounts Payable.