Loading...
HomeMy WebLinkAbout2012-1119 Study Session PACKET CITY. OF ASHLAND CITY COUNCIL STUDY SESSION AGENDA Monday, November 19, 2012 Siskiyou Room, 51 Winburn.Way 5:30 p.m. Study Session 1. Look Ahead review 2. Discussion of city grant application process 3. Discussion of whether to schedule Council action on whether to waive penalties and delinquent taxes owed (Request of Councilor Voisin) In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Administrator's office at (541) 488-6002 (TTY phone number 1-800-735- 2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9 VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US • City of Ashland Coun eeting Look Ahead • *****THIS IS A DRAFT ANDRBJECT TO CHANGE***** Departments Responsible 1213 1214 12117 12118 12131 ill 1/14 1115 214 215 2/18 2119 314 315 1.21 3 S ec_i_al Meetin in Council Chambers 03 1 Interviews with applicants to fill Council vacant Barbara Recorder SS 420 Re ular Council Meetin rva 2 Proclamation and Resolution declaring nomination of elected Recorder CONS candidates/measures Barbara 3 Approval of Itr re: constitution definition of "person" Dave Legal/ Admin CONS a Approval of Public Art for Plaza Ann Admin CONS 5 Approval of new city rant application process Lee Finance CONS 6 Financing for streets stormdrain wastewater ro'ects Lee Finance CONS 7 Approval of letter of intent for Braumbacher street project (Mike) PW CONS 8 Approval of a resolution granting Recology an increase in Admin PH garbage rates Dave K. RES g Annual appoint. of budget committee members Barbara Recorder NEW 10 Decision on removal or retention of Calle port-a- o Dave Admin NEW 11 A t to Audit Committee term ending 4/30/2015 Recorder NEW 12 Second reading of Housing Needs Analysis Bill CD ORD-2 12n7 Stud Session is Slskl .ou Room -~IMI rvn Discussion of commissions numbers, quorum requirements, Admin Legal 13 excused absences, etc. (request of Mayor Stromberg) (Dave K./ Recorder SS Dave L./ Barbara 6:30 m - Reception for departing Council members 12/18 x2/18 Re uIar Council Meetin rv18 - 14 Presentation of plaques to departing Council members Admin PRIES 15 Vote to fill Council vacant Barbara Recorder NEW 12/31 Stud Session C-_ancelled due to New yrear Holida rz/3t 1/1 ~Re ular Meetin Cancelled due to New Year Holida 1/t 1/18 Stud Session in Siski ou Room na 16 Discussion of criteria for banking services Barbara Recorder SS 1115 Re ularCouncilMeetin 17 Swearing in of new Council members Barbara Recorder SWR 18 Mayor's State of the City Mayor PRES 19 Annual risk management report Lee Finance CONS 20 Annual report on sweatshop free purchasing Lee Finance CONS 21 Results of citizen survey Ann Admin NEW 22 Election of Council President Barbara Recorder NEW z a Stud Session in $iski ou Room r as 2/5 Re ular Council Meetin 2/5 Page 1 of 2 11/1512012 City of Ashland Council Meeting Look Ahead *****THIS IS A DRAFT AND SUBJECT TO CHANGE***** Departments Responsible 1213 1214 12117 12118 12131 111 1114 ills 214 215 2118 2119 314 3/9- 2 is Stud $essiop Cancelled due to P.reaideptis Da z s 2ng Re ularC-.ouncilMeetin 2ne s/a Stud Session io 8iski ou Room _ ~ ® sra 31,5 Re ula-EWTMcil Meetin ® 3/5 7 Long TerrnlP.rojects - .,k;.' ef@~ MMIM-MMM W= EME 11=111111 011111W Telecom Franchise Agreements 8 Right of Way Usage Discussion of regulating the growing of medical marijuana in residential areas Ordinance changes regarding VRBO zoning ' Day use facility for homeless Discussion of direction to staff for study of water rate structure that rewards conservation and help for loo-income inCivitluals with water bills • Page* 012012 CITY OF ASHLAND Council Communication November 19, 2012, Study Session Discussion of City Grant- Application Process FROM: Lee Tuneberg, Administrative Services/Finance Director, tuneberl@ashland.or.us SUMMARY As part of Council's approval of the revised Economic Development, Tourism, Cultural and Sustainability Grant Policy in February of 2012 and its use in the subsequent 2012-13 Budget process, Council requested an opportunity to review and potentially revise the policy and application process prior to the 2013-14 budget process. BACKGROUND AND POLICY IMPLICATIONS: In July of 2011, Council accepted and approved an Economic Development Strategy for the City. Implementing actions detailed in the Strategy were prioritized as level one, two or three actions. One of the six priority level one actions was to "Maximize impact of existing City Economic Development Cultural Grant Process" (action 3. 1, pg 11). The full narrative of the action description is provided as an attachment. In February of 2012, Council approved by resolution (2012-05) a new Grants Policy that detailed program goals, categories, criteria and requirements for the granting process. This new policy was designed to implement the objectives of the Economic Development Strategy and also formalize some administrative components of the process. Grant Policy General Assumption While much of the historical grant process remained intact, the new Grants Policy added several features consistent with the objectives set out in the Economic Development Strategy. A set of objective eligibility and evaluation criteria for the existing four grant categories was established to provide more focus, definition and delineation for both the applicants and the review/award committee. Staff has developed a set of initial assumptions to help guide the Council's discussions regarding potential modifications to the policy and process, followed with a set of staff recommendations as well as a collection of outstanding policy issues that were raised during last year's process. Assumptions • Council intends to continue this grant process at similar funding levels as in previous years relative to the Transient Occupancy Tax (TOT) revenues. • The tourism component is the only absolute funding category (State Law) • Members of the Citizen's Budget Committee will continue to determine the allocations guided by Council approved policies and overall funding level approval Page I of 3 CITY OF ASHLAND • Grant awards will be based on the overall merit of the application and no distinction will be made based on "seed funding", ongoing program funding requests, or number of years of grant funding awarded • The Chamber of Commerce and Oregon Shakespeare Festival will continue to be directly awarded funding with no formal application process (annual TOT allocation resolution) • The Fiscal Year 2012-13 grant process was an improvement in incorporating the Council's Economic Development Strategy goals and actions • Applicants will continue to provide written applications and not orally present their request to the grant sub-committee Recommendations • Continue using the eligible activities and evaluation criteria from last year's policy, with the scoring sheet available as a optional tool for each grant sub-committee member . • Assign Staff with the task of conducting preliminary scoring/ranking/vetting for the sub- committee • Limit the sub-committee to five members of the Budget Committee, possibly with a defined Council/citizen ratio. • Maintain the $5,000 minimum grant award threshold. Policy Issues Both applicants and committee members raised questions about items or issues not addressed in the new policy during the process, including: • Should each grant category have a specific allocation of the overall grant funds available rather than having no minimum or maximum award per category? (other than required Tourism) • Should OSF and Chamber allocations be a fixed dollar amount or a percentage of available funds? • Should excess grant funds (those not directly awarded to OSF/Chamber) restricted and defined by Oregon Revised Statutes for tourism specific uses continue to be included in the Grants process or separated out in some manner? • Would the process function better with a different review process, possibly outside of the biennial budget process? FISCAL IMPLICATIONS: Significant modifications proposed to the application/review process requiring additional staff involvement, such as a greater role in initial application evaluation or the formation of a separate Grant Review Board rather than a Budget Sub-Committee could result in additional staffing resource needs. Most other policy or process changes would not have any fiscal implications of note. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff has proposed a variety of small edits to the Policy document, including adding the term "support" in several areas to slightly broaden the scope of the eligible activities and associated evaluation criteria. Several modifications were also made to address administrative aspects of the application process. Staff has also revised the application document based on input from both the Committee and applicants. An applicant online questionnaire summary is provided as an attachment for Council reference. Page 2 of 3 ~r, CITY OF -AS H LAN D Staff would like direction from Council on the policy issues list above, the comfort level of the set of assumptions and any other related items that Council would like to address. SUGGESTED MOTION: This item is presented for discussion and general direction. Should the direction require modifications to the previously adopted policy, those changes will be drafted and presented for consideration and approval via resolution at a future Council Business Meeting. ATTACHMENTS: 1. Economic, Cultural, Tourism and Sustainability Grants Policy (w/proposed edits) 2. Grants Application Packet (revised) 3. Grant Applicant Online Questionnaire results, July, 2012 4. 2012-13 Grant Recipient List 5. Economic Development Strategy - Grant Action 3.1 6. Resolution 2012-04 - Allocation of TOT Funds Page 3 of 3 Economic, Cultural, Tourism and Sustainability Grants Policy Program Goals, Categories, Criteria, and Requirements The City of Ashland collects a Transient Occupancy Tax, from people who stay in overnight lodging within the City limits. Over half (58%) of those funds are reserved for the City's General Fund and are used to support Police, Fire, Community Development, and Municipal Court. Slightly more than a quarter (26.67%) of those funds are used to support the tourism industry. The tourist funds are either allocated directly to groups that market Ashland to tourists or are spent on capital facilities that enhance the tourism experience within the community. The remaining funds are dedicated to the City's annual grant program. The amounts that go to each of these programs are allocated prior to the beginning of each fiscal year by the Ashland City Council, generally in February. The City of Ashland reinvests a portion of the funds generated by the Transient Occupancy Tax (TOT) in community non- profits through an annual grant program. Through the grant program, the City is purchasing specific services from non- profits that it might otherwise provide directly. The grant program has four basic goals: • Economic Development. The grant program will support the creation, retention, and expansion of businesses and other ventures that enrich our community by creating goods and services that provide employment opportunities while maintaining and enhancing the overall quality of life. The 2011 Economic Development Strategy provides both policy level and action level guidance for eligible grant application programs and activities. • Cultural Development. The grant program will support increased diversity of and accessibility to the creative arts and cultural opportunities in Ashland for citizens and visitors and will support the visitor economy, maintain and promotejob growth in this sector and enrich the overall quality of life in the community. • Tourism. As a long standing pillar of Ashland's economy, tourism programs support programs, activities and events that act similarly to more traditional traded sector activity in that dollars from outside the community are brought in and circulated locally to the benefit of our local businesses. • Sustainability. The grant program will create and support programs and activities to further support efforts to ensure Ashland is environmentally, economically and socially resilient as a community. 1. GRANT CATEGORIES Non-profit organizations applying for grants must identify the category of funds that their application meets and will be evaluated and scored by the sub-committee using the attached scoring sheet. Applicants may request funds from multiple categories, but the justification for applying in multiple categories needs to be clearly spelled out in the application. A. Economic Development Grant allocations in the Economic Development category will be made to support and implement the City's Economic Development Strategy. Eligible activities include: 1. Specific implementing actions or programs identified in the economic development strategy. Those activities can be found at hup://ashland.or.us/files/Ashland EconomicDevelopmentStrategy Final.0 on pages 8 through 22. 2. Programs and activities that foster and support the creation, expansion or retention of existing businesses in the community that • rely on and earn a competitive advantage from innovation, creativity, design, proto-typing and technology • produce specialty and value added goods or services with a market beyond our local economy 3. Programs and activities that improve the coordination, communication and collaboration among local and regional economic development partners. 4. Programs and activities that promote and/or provide and increased availability of investment capital for local business. 5. Programs and activities that improve local educational & technical skills to match local business workforce needs. Page 1 of 6 Criteria for evaluation The City seeks to accomplish the desired outcomes from the economic development strategy (page 23) through the grants, and therefore these outcomes will be used to evaluate applications. Applications for the Economic Development Grants will be evaluated and 969rOd based on the following criteria: • Likelihood that the proposed activity will increase or support an increase in total employment within Ashland. • Likelihood that employment and businesses additions being served by the grant will be added in enterprises that rely on innovation, creativity (etc.) or produce a specialty good or service for export. • Likelihood that the proposed activity will support and assist existing businesses within Ashland in expanding or remaining in the community. • Likelihood that the proposed activity would rest+lt in support and foster an increase in jobs that are at or above the median income for Ashland. B. Cultural Development Cultural development grants are intended to support the retention and growth of Ashland's unique cultural offerings, both to residents and tourists alike. Leveraging and expanding Ashland's cultural assets such creative, performing and visual arts, historic preservation and education, brings creative community prosperity and adds to the overall quality of life of the community. Ashland's visitor economy also thrives on the cultural and performing arts sector, so increasing the diversity of cultural opportunities for visitors strengthens the tourism economy overall. The City's grant program is designed to strengthen existing cultural activities, increase the number and diversity of cultural activities, maintain and expand job growth in this sector, and increase both resident and visitor access to these activities. Elieible activities include: 1. Programs or activities that create cultural offerings unique from existing local offerings, activities or programs. 2. Programs or activities that ensure the long-term success of local cultural groups. 3. Expansion in size or scope of existing cultural offerings, activities or programs. 4. Expansion of aseess by audienees audience access to those existing offerings, activities or programs. 5. Support services targeted to existing or proposed cultural offerings, activities or programs. Criteria for Evaluation. Grant applications for cultural development monies will be evaluated and ssrved based on the following: • _ ea:,; that Likelihood that the proposed activity will diversify the number, type, or availability to cultural service, activity or program proposed compared with existing local cultural opportunities. • A mount that Likelihood that the proposed activity ensures long-term access to an important aspect of the visual or performing arts or other local cultural attraction. • Degree to which the proposed activity will collaborate with an existing cultural program or will leverage another cultural opportunity. • A mom' which Likelihood that the proposed activity will increase access to cultural programs or activities, espesially particularly by those who may not otherwise have access such as low income residents, children, or minority groups. C. Tourism As a long standing pillar of Ashland's economy, tourism programs support programs, activities and events that act similarly to more traditional traded sector activity in that dollars from outside the community are brought in and circulated locally to the benefit of our local businesses. Criteria for Evaluation. Grant applications for tourism monies will be evaluated and scored based on the following: • Likelihood that the proposed activity or event will increase hotel/motel occupancy or increase local restaurant and retail business sales. Page 2 of 6 • Likelihood that the proposed activity will increase the total number of jobs in tourism, hotels, restaurants, and retail businesses in Ashland. • Likelihood that the proposed activity will increase hotel/motel occupancy and restaurant/retail business in Ashland in the months of October through April. • Likelihood that the proposed activity will create or support a new non-traditional tourism related event. D. Sustainability The goal of the sustainability grants process is to support the exploration and expansion of efforts to ensure that Ashland is an environmentally, economically, and socially resilient community well now and into the future. Eligible activities include: 1. Program development, education & training, and outreach related to: local renewable energy supply, production and use; energy efficiency and conservation; water use efficiency and conservation; local food supply; local natural resource or ecology; resource reclamation, reuse and recycling. 2. Programs and activities that would 5' assist local businesses in energy, water, waste reductions, and supply chain efficiencies and redeefiens. 3. Programs and activities that support and increase local to local purchasing either by businesses or by retail consumers. Criteria for Evaluation. Grant applications for sustainability monies will be evaluated and soared based on the following: • Likelihood that the proposed activity will contribute to reduced consumption of a critical resource by citizens or businesses in the community. Resources include fuel, electricity, water, land, air, or other natural resources. • Likelihood that the proposed activity will be "transferable." That is, the lessons and experiences gained through the program or activities can be transferred to another resource, organization, or community. • Likelihood that the proposed activity will reduce citizen or business dependence on food, goods or services shipped in from outside the Rogue Valley, i.e. "buy local" efforts. • Degree to which the proposed activity provides quality Sustainability related educational opportunities to the community. II. GRANT APPLICATION AND AWARD REQUIREMENTS Grant applicants and corresponding grant applications must adhere to the following program requirements: 1. Grantee shall be registered as a 501(c) non-profit* * If your organization is being sponsored by or legally affiliated with a registered non-profit, a letter from that. organizations Board of Directors recognizing the affiliation and a copy of the 501 (c) verification of the sponsoring non-profit 2. Grantee shall be a non-government entity. 3. Minimum grant award will be $1,000 per grant category and $5,000 per grant application. 4. Grant award shall be utilized consistent with the associated applicant proposal and shall be primarily oriented to the grantee's Ashland activities and programs. Grant funds may also be utilized for a proportionate share of Grantee's eveFall administrative expenses associated with the Ashland activities and programs proposed. 5. An applicant can apply for grant funds from more than one category, however, it is the responsibility of the applicant to specify the categories and funds requested for each category and clearly describe how the proposal meets the criteria for each category. 6. Grantees must submit the application to the City prior to the deadline, which is established each year by the City's Administrative Service Department. Absolutely no late applications will be accepted. The City is aware that sometimes "life" intervenes,-and therefore we uFge gFantees applicants are advised to have a back up plan to ensure that the application is not late. 7. Incomplete applications (see application cover page) will not be forwarded to the grant review committee for consideration 8. Materials submitted beyond those required and listed on the application cover page and application form will not be forwarded to the grant review committee as part of the application packet. Page 3 of 6 III. GRANT REPORTING Grant award recipients shall submit a written report to the City of Ashland at the end of grant period. Report requirements include: Report Content 1. Financial summary of the utilization of grant funds towards the objectives set forth in the grant award application. 2. Statistical summary of the positive economic, cultural or sustainability impacts associated with the utilization of grant funds based on the scoring categories used to make the grant award. Applicants should provide actual data on one or more of the following outcomes: • Number of actual jobs created as a direct result of the City grant. • Number of new business licenses issued as a direct result of the City grant. • Median wage of actual jobs created as a direct result of the City grant. • Number of people who travelled to Ashland from over 50 miles away as a direct result of activities funded by the City's grant. • Number of additional overnight stays in Ashland transient lodging businesses as a direct result of the City's grant. • Number of additional events offered in Ashland as a direct result of the City's grant. • Number of additional people who attended a cultural event in Ashland as a direct result of the City's grant. • Number of additional children, seniors, or low income residents who attended a cultural event in Ashland as a direct result of the City's grant. • Amount of conservation or reduction in use of a critical natural resource by Ashland residents, businesses or visitors that is directly attributable to the grant. Document the resource and the evidence that the grant activity resulted in its conservation. 3. Any other program or activity specific data associated with the grant award. Report Submittal 1. End of Grant report shall be submitted to the City Administrator's Office by October I" following the end of the grant award period (July I-June 30). 2. Failure to submit an acceptable End of Grant report by the required due date disqualifies the grantee from future grant application eligibility. Page 4 of 6 SAMPLE IFw€t Economic, Cultural, Tourism and Sustainability Grants Committee Member Scoring Sheet (Optional) Grant Applicant Name: (FI LED Di BY cD"NGE STAFF) Committee Member Scoring the Application: (F-11=1=91) Pi BY Fnenirbff-) GRANTAPPLICATION EVALUATION CRITERIA Awarded Econornic r Development Likely to increase total employment 4 Likely to increase employment and number of enterprises in the target industries 4 Likely to assist existing businesses to remain or expand 4 Likely to result in jobs at or above the median income 4 Subtotal 1 Development Awarded Cultural Increase in number, type or availability of cultural events 4 Important to provide long-term access for residents to a particular cultural institution or to the visual and performing arts 4 Significant collaboration with existing cultural program or leverage of existing program 4 Significant increase in access to people who might not otherwise have access, e.g., low income, children, minority groups 4 1 1 Subtotal for Cultin 16 rallopment Awarded Tourism Criteria Maximum Possible Points Points Increase in hotel/motel occupancy or increase in local restaurant and retail business sales 4 Increase in total number of toursiism, hotel, restaurant, or retail jobs 4 Increased occupancy or restaurant/retail business will occur in October through Apri l 4 Page 5 of 6 Creation (or su ort for) a non-traditional tourism related event 4 Possible Subtotal for Tourism 16 0 Awarded Sustainabilitv Criteria Ma ximum Reduction in consumption of fuel, electricity, water, land, air or other natural resource 4 Activity is transferable to another situation, resource, or community 4 Reduction in dependency on food, good, or services shipped in from outside the Rogue Valley (i.e. buy local efforts) 4 Sustainabilit related community educational program, event or activit 4 Subtotal for Saistainabilitv 16 0 TOTAL NUMBER OF POINTS FOR APPLICATION 64 0 Page 6 of 6 CITY OF ASHLAND Application for Economic Development, Cultural, Tourism and Sustainability Grants Appl icant%Organizafion Mailing Address Contact Name Cont ct E-mail Contact Phone No Contact Name #2 Co'nta'ct E-mail Contact one No Fedeial Tax ID IRS Class (Exemption) Total Grant Request $ ($5 000 min) Application Submittal Checklist o In addition to the completed application form, all submittals must contain the following: 1) List of all Board members, their occupations, and years on the board. 2) Organizational Client Demographic Profile 3) Grant Program Budget (for activities/programs/events that are a part of this grant application) 4) Organization 501(c) letter verifying your non-profit status 5) Organization corporate bylaws 6) Organization's most recent Form 990 IRS filing (summary page only) 7) Organization's previous year financial statement summarizing expenses and revenues Page 1 of 8 Application for Economic Development, Cultural, Tourism and Sustainability Grants 1. Briefly describe the purpose and objectives of your organization and mission statement (from bylaws, articles of incorporation or board adopted mission statements). 2. Provide a short history of your organization. 3. Describe the purpose and objectives of this grant request. 3.1 If your grant request is for date specific events, programs or activities, please complete the following table: (if completing electronically, double click the table to enter data) Anticipated Dates ram vent Title of Event Funding Request 3.2 Describe how the program/event/activity listed above meets the purpose and objective of this grant request, i.e. connect event/activity to overall purpose/objective of grant request. 4. Utilizing the list of eligible activities provided in the 2012 Policy for Economic, Cultural, Tourism and Sustainability Grants (attached), please describe how your grant application meets the listed eligible activities for each funding category(s) requested in this application. 5. Describe how your grant proposal meets and accomplishes the desired outcomes detailed in the Criteria for Evaluation section for each of the Grant categories applied for from the 2012 Policy for Economic, Cultural, Tourism and Sustainability Grants. Page 2 of 8 6. If you do not receive the full amount of your request, describe how your organization would use a smaller amount of funds in each of the categories being applied for. 7. Describe what, if any, actions your organization takes in developing and securing other revenue sources beyond the City of Ashland Economic, Cultural, Tourism and Sustainability Grants. (both one time and ongoing revenue sources) 8. What percentage of your total annual revenue would come from this grant if it were fully awarded? 9. What percentage of your organization's total annual expenditures will go toward the grant activity/program/event proposed in this application? 10. Describe your organization's strategies and efforts to minimize administrative overhead costs for your organization in general and for the specific programs, activities or events being applied for in this application, including collaboration and/or leveraging of other partner organizations. 11. Describe data collection and reporting systems that will be utilized for gathering the data for the outcomes on the use of the grant funds (please reference cdteria for evaluation and reporting requirements detailed in the 2012 Policy for Economic, Cultural, Tourism and Sustainability Grants) Thank you for your time and efforts in preparing this information for the consideration of the Grants Committee. understand and.commit that, if awarded grant funding, our organization is able and willing to provide the City with Certificate of General Liability Insurance in the amount of $1,000,000 or more naming the City of Ashland, its officers and employees as additional insured. I also certify that the undersigned has legal authority to submit the above information on behalf of the organization named above. Name (print) Name (signature) Title Page 3 of 8 ADDITIONAL SUBMITTAL INFORMATION & REFERENCE MATERIALS The following requirements and forms are provided to assist applications in submitting a complete application package. Use of the form templates provided is not a submittal requirement, but rather an optional tool for the applicant to use if they choose to provide the required information in this format. 1. Grant Requirements (from 2012 Policy for Economic, Cultural, Tourism and Sustainability Grants) A. Grantee shall be registered as a 501(c) non-profit' 'If your organization is being sponsored by or legally affiliated with a registered non-profit, a letter from that organizations Board of Directors recognizing the affiliation and a copy of the 501 (c) verification of the sponsoring non-profit B. Grantee shall be a non-government entity C. The minimum grant award is $1,000 per category and $5,000 per grant application D. Grant award shall be utilized consistent with the associated applicant proposal and shall be primarily oriented to the grantee's Ashland activities and programs. Grant funds may also be utilized for a proportionate share of Grantee's overall administrative expenses. E. An applicant can apply for grant funds from more than one category, however, it is the responsibility of the applicant to specify the categories and funds requested for each category and clearly describe how the proposal meets the criteria for each category. F. Grantees must submit the application to the City prior to the deadline, which is established each year by the City's Administrative Service Department. Absolutely no late applications will be accepted. The is therefore, We Urge grantees applicants are advised to have a back up plan to ensure that the application is not late. G. Incomplete applications (see application cover page) will not be forwarded to the grant review committee for consideration H. Materials submitted beyond those required and listed on the application cover page and application form will not be forwarded to the grant review committee as part of the application packet. II. Grant Submittal A. Grant applications for fiscal year 2013-14 are due on April 1, 2013 by 4:00 PM. B. Completed application packets can delivered in person to the Utility Billing offices at City Hall (20 East Main St) or mailed to: City of Ashland c/o Grant Application 20 East Main St Ashland, OR 97520 C. Questions regarding the 2013-14 Grant Program can be directed to Tami DeMille-Campos, Finance Dept Administrative Assistant by phone at 541-488-5300 or campost(a),ashland.or.us Page 4 of 8 Tourism As required by State law, a portion of the grant program funds must be awarded and utilized for specific tourism related activities. The grant program typically awards tourism funds in excess of the minimum amount required to meet Oregon Revised Statute (ORS) definition and criteria relating to tourism promotion. Applicants requesting grant funds for activities that meet the ORS definition and criteria of tourism should highlight how the grant request meets the following ORS criteria: ORS.305.824 §11 (3) A unit of local government that imposed a local transient lodging tax on July 1, 2003, may not decrease the percentage of total local transient lodging tax revenues that are actually expended to fund tourism promotion or tourism-related facilities on or after July 2, 2003. ' (5) Subsections (1) and (2) of this section do not apply to a new or increased local transient lodging tax if all of the net revenue from the new or increased tax.... is used consistently with subsection (6) of this section to: (a) Fund tourism promotion or tourism related facilities; (b) Fund city or county services; or (c) Finance or refinance the debt of tourism-related facilities.... (6) At least 70 percent of net revenue from a new or increased local transient lodging tax shall be used for the purposes described in subsection (5) (a) or (c) of this section. No more than 30 percent of net revenue from a new or increased local transient lodging tax may be used for the purpose described in subsection (5) (b) of this section. _ (7) 'Tourism promotion' means any of the following activities: (a) Advertising, publicizing or distributing information for the purpose of attracting and welcoming tourists; (b) Conducting strategic planning and research necessary to stimulate future tourism development; - (c) Operating tourism promotion agencies; and _ (d) Marketing special events and festivals designed to attract tourists. (9) 'Tourism-related facility': (a) Means a conference center, convention center or visitor information center; and (b) Means other improved real property that has a useful life of 10 or more years and has a substantial purpose of supporting tourism or accommodating tourist activities. Tourism is defined as someone who travels 50 miles or more.or who spends the night in Ashland to attend an event - Page 5 of 8 Applicant Organization Board Member Information Reporting Sheet Name Address Phone Occupation Title Term of Office Page 6 of 8 City of Ashland Client Demographic Profile These statistics are to reflect clients/patrons for the last 12 months. Please use estimated Percentages where identified and dollars where identified. Organization Name: Program/Event Name: For the Twelve month period of: 1. Client/Patron Age (percentage) II. Staff Residence (percentage) Infants 0 to 4 years Ashland Youth 5 to 17 years Phoenix/Talent Adult 18 to 39 years Medford Adult 40 to 64 years Other Adult 65 and over Unknown Unknown Total Total NEW: III. Please indicate below the current percentage of client/patron residence from each city totaling 100%, the amount of the grant that will be applied to each city, and the outcome residence of each city due to your organization being awarded the funds. Result of Grant Funds Current Client/Patron Amount of Requested Grant Client/Patron Residence Residence percentage Dollars to be used in each City percentage Ashland % $ % Phoenix/Talent % $ % Medford % $ % Over 50 Miles % $ % Unknown % $ % Example: This example shows how the organization will use the funds targeting Over 50 miles and the outcome that is expected. Result of Grant Funds Current Client/Patron Amount of Requested Grant Client/Patron Residence Residence percentage Dollars to be used in each City percentage Ashland 25% $0.00 20% Phoenix/Talent 5% $0.00 3% Medford 15% $0.00 12% Over 50 Miles 55% $10,000.00 65% Unknown 0% $0 0% IV. Of the Client/Patronage identified above, what percent do you estimate stayed over night to attend your event? Page 7 of 8 r CITY OF ASHLAND GRANTS PROGRAM BUDGET Please use this page to identify the program within your organization that you are requesting funds for. APPLI CANT/O kGAN IZATI O N: PROJECT NO.: PROGRAM/EVENT TITLE: PROJECT PERIOD: July 1, to June 30, REVENUE City of Ashland CDBG Funds $ City of Ashland General Funds E & C Grant $ Jackson Count Funds /Identif : $ Other State or Federal Funds /Identif : $ Other Funds /Identi : $ TOTAL REVENUE $ EXPENDITURES A. PERSONAL SERVICES List Employees b Position Title Total Salaries % of time to project $ 1. % 2. % 3. % 4. % Total Benefits $ 1. 2. 3. 4. TOTAL PERSONAL SERVICES $ B. MATERIALS & SERVICES: TOTAL MATERIALS & SERVICES $ C. CAPITAL OUTLAY must constitute art or all of funded public service activit to be eligible expense) Equipment $ Furnishings $ Other capital expenses /Identify: $ TOTAL CAPITAL OUTLAY $ TOTAL EXPENDITURES (Sum of A, B & C) $ Page 8 of 8 Results of online Applicant questionnaire released July 6, 2012 Application/ Submittal Process Was there adequate time to complete and submit the application from the time the application was made available? tjiesponses ' " Yes - 4 'l l~ 'No I.. - 0_ What would be the optimum time between application release and submittal due date? 2 months - - - - - '8~weeks sar me r 8 weeks - - - ~6`,~eeks ~2~ months --_------=--I 30 days A months Please list the most difficult aspects of the application completion/submittal process. (examples; too long, redundant questions, required submittals hard to obtain, etc) As I said inmy email to AdamiNwas~diffieult Cd'v., tify s $5000 within the p ameters of't"he grant ~$2500Pw~oulIII have beenamuch easier for our or an¢ation ~,i Too long and redundant. Just thinking of the committee members here, they have a lot of these tc read and must be very challenging to differentiate. A simpler application might make the proposals easier to read and make decisions about. i Not difficult!. Being made to sit at a meeting and then finding there were no questions to answer on our application. Finding that other groups who did not bother to attend the were awarded grants. at The application should' be tlumped 6nd4re-wnttenf m scratch. The truth -s nonprofits exist'to'pay the salary of the executive director and staff, Mostjof the work is redundant oQ xisting efforts -a Ka does not Igetaatithat. What~is the e' (full text) Our primary difficulty was getting our aging Macintoshes ~t0 deal with the application Word documents... The ham rdesc'par[ for me was coM ng~ up with accurate figures for some of the tables. We really are not sure about the ages of audience members. We estimate what cities they are from. r i 1". redundancy was the real issue for me. But I was okay to go through that process if it helped to clarify things for the committee. Some of the charts equi~red are difficult to unders t~"a d and of questionable relevance to some applicants. jIGood question The form doesn't do added ages very well The application had a little ambiguity and some conflicting information w thin it -page numbers didn't match and such, but nothing that• a quick call to the staff couldn't sort out. b i«'.i1iS@Eia Did the application adequately provide you with the opportunity to present the goals and objectives of your organization and its "fit" with the stated purpose and criteria of the grant program? Please explain Y~e_s. It was'good for us X55#"5 yes Again, I think the stated purpose a °d criteria of the grant program got a little muddy this year, with the council's changing position. So, in order to make it more clear, the political deeisions should be made well before the grant is posted. On another note, the city s ou d create a free standing position shared with Jackson County of a "Sustamability Coordinator". This position would be funded by both government entities to eoordinate activities. See the model beMOON llu (,full text) ~NO,Iblecause the meeting prompted no questions from the committee. Yes A Yes, but as a taxpayer I questioned how much the (committee really understands each application and organization - leading me to wonder if a more in depth opportunity to explain would help. ryes s It seemed as if we were building support for a particular Iproject we have in mind, versus building support for the organization overall. There should probably be space to (describe why our organization is uniquely qualified to carry out this project. For those that have submitted applications in the past, was this year's process easier or more difficult than in previous years? Please explain. This was our first yearxsubmitting an application ltyc I would say it was more stimulating - a little more work, but a better framework for writing the proposal for us because we have many elements that align to different (categories within the proposal. E seer ra+some ways ti cap, we;hadEs~pecific questions to answer but the questions madOus feel like our project a was infenor,,because it)was very,Pocused on only a couple' of the pFa arm~ettes intentionally -In theiend rt appeared to be a weakeropropos (full text) iThe process of submitting was no different. However the new scoring process lacked clarity. It even appeared that staff and Budget Committee members were unclear and applied varying levels of importance to the scoresheets. Scoresheets appeared an (full text) Aboutthe'sarrie x,x ryes, about the same About the same I think every year gets more difficult, because it gets more competitive. The process is clearer, but it is more 'demanding each year. more difficult but more precise and specific-N t was)a)bit• i`redundant but it did cover the bases effectively. ;More difficult. See above answer. More/Less/A bout the same/comment Did the application contain clear direction for completion and understanding of the overall process? If not, what information was missing or confusing? yes _'M N It was clear In previous years, we had been given partial funding based on our request. This year, our proposal was just above the minimum line of $5,000. I did not know that councilors could not partially fund our project @at less than the $5,000 thresholtli), o ~Qull text.) Yes the directions are clear. 1 I[ as fine.,.. Yes, I did have difficulty knowing how to accounr6 for ~client/patron figures. In a choir, we have a) choir members and b) audience. 1 IYes. - - M ore or less. Because of the cr oouuncil rd iscuioins re changes from previous years, it was a little confusing to know what the funding priorities and criteria were. Overall pretty clear, but could be clearer. Or, at least made clear earlier in the pr (full text) No. It should spell out how much money is available for tourism and sustainbility Maybe this should be lyes/no/comment It was a bit confusing, some elements were somewhat ambig us regarding the scoring of applications. Info Meetings If you did not attend, what was the primary reason? uld notjf tt!nto schedu`u e. was in Patagonia! 4 do it recall there being an app icy aunt information meeting. I was unaware of that• meeting Did not know about it Do you have any other ideas or suggestions that would better assist you in stepping through the application proces? r-_ _ Town council as its own vision, regardless of what the "nonprofits do or I-eilact al lon term benefits. Cangig led out makes little difference o he application mush shorter. 'No ~no'I~ I"-would like to see a list of projects tha=successKilly awarded, how mucy he awd. It woup mp11 am wondering about the "application process. The NSF fuses a panel of peers to review the applications and 'score" them much like the Council does. What it buys the NSF is that they are not approving grants directly but giving the criteria to an im (full text) None No. INo.' le;kn roces(s) Can staff just do the application for me? 'I appreciated your accessibility for questions. Did you attend the applicant informational meeting/workshop? fLesponses Yes 6 If you did attend the meeting, was it helpful in preparing your application? - very - - - 'Not really as a repeat applicant. - Yes Very Helpfull, Not helpfull, OK butr not worth the time. Council members should attend. Yes ~It wad good to hear, the staff speak to:Ehe process, ~a It was moderately helpful Most helpful; City staff adequately answered all of our l questions... Presentation and Award Do you have any suggestions or requests to pass along to the Grants sub-committee for improvements for their portion of the overall grant process? Good queastign. Think about what sustainability really is. Ashland is build lon cheap fuel prices brining tourists and enabling an energy intensive life style, what happens when gas is i $6.00 a gallon? Almost nothing about the way the town is Irun is sustainable and ho i(fI[ull text) no - - - - None Read every page of every grant -I ON Ti this+ s~~no taking place:; There"is,ino way thatAile,committee.would have placedjmy o ganiiat on i nto a a egry with others that are,not similar hail they.reatl the paperwork,The Chair pe'rs'on should.,be the (full text) have never been clear about the reporting process that j takes place after a grant has been awarded. I would like more detailed information about how to report. It would be nice to get that when the grant letter is sent. :Keep the new format. iThank you for your service to our community. I know that choosing from all of these different grants is a difficult task. Good luck. ~w ten Clear up the political elements of the process ahead of time. Offer openness to newer organizations with forward thinking projeets that may not bring in tourist dollars right away, but will build Ashland's reputation and thereby build interNinllou (full text) I would ask the committee to appear more serious, some `really do not appear very careful in their decision making. ,The flippant and nonchalant tone is insulting to the !applicants, as well as to the taxpayers. It can appear the r(fu g awards are secure lltext) ` No J Did you feel that the sub-committee understood your application and request for grant funds? If not, how do you think the process could be_ improved to better communicate your proposal? spent a No. I was most disappointed by the comm1717151 great deal of time writing the grant and 171 elt tht some oP the people on the committee had not read the information. Especially the committee chairperson Roberta Stebbins who was treme ndous text) (full _ Committee men, bees had no questions for me, so I had no opportunity to speak. I would have been grateful for a 3 no opportunity minute time slot to make a pitch. =I am impressed with how informed committee members - are. It is a real ti~m~e commitment on your part. I know there is tension b~et~ween the philosophy Fig cv i n g fewer, !;a er gifts instead of more, smaller gifts. From the spectivemaller I text) - Good question. It seemed the subcommittee understood the request, so I have no issues here. I was caught off guard when each of us needed to speak to our program, but it was a welcome (surprise - Lwill read more closely next time no, but that was not because of anything they did or did not, do. St seems°Ii' the co'mm'ittee members did"not und'e stand th`e need for administrative suppn far our program I ,know that helping to pay for ouroffice manager is not a m c9 very sexy idea But she is an mtegr„~aJ componentY~of maks office work and t§ w t s' IN text).' r !r - rNo . I think the process that the committee undertakes is cumbersome and filled with favoritism and insider politicking. In the past, the committee has allowed `presentations. And this year they only allowed Q and A if the members had any questions. ((full text) ,Yes` for the organ atios~nrI,~ V rfV~osd,xiid not : I appear so for all appllications Yes they understood it but do not value it. There is a I~fference. Re organise the meeting so thatorily applica is for whom` '.there are questions are asked [oiattend't: If you would like to be notified when Council discusses the Grants process, either in a Study Session or Regular Meeting, please provide an email address we can use to notify you. -4 l - - - - - - - - - - - - - a«vo.+ v swan vw-.w,- s .:.:w.~wo-ce Do you have any other suggestions, ideas, complaints or other comments regarding this year's grant process that you would like to share? n°' My only question is how does the grant relate to obtaining, permission to display a banner across Siskiyou downtown? And if it doesn't then what is the process on that? i N one Get better people on the committee that actually care about learning more about the organizations Reeading-the _ paperwork accurately, especially; since we are work-ng,so' l ard,to answer, the questions" carefully and consider 'fel . The p-antwriting _pr (full text) `I don't like the way it comes down to an excel spreadshhet and then they jokingly divy up the dollars. lout program is much more important than any other one lout there so mine should automatically get more. F, really wish there were a public record of how these l -grants are used along with the final report. It is public j money, after all. Also, the $5,000 minimum really tied the (hands of committee members who may have felt like smaller projects at least d ((full text) J The $5,000 minimum request eliminated some small 1 requests as well as imposed a need to inflate other I requests. The lower request applicants were slighted, most of the $5000 - $7000 asks were tossed, which was really unfair. I would be more in favor (full text) i City of Ashland Economic and Cultural Development Grant History Economic and Cultural Development Grants FY 03-04 FY 04-05 FY 05-06 FY 06-07 FY 07.08 FY 08.09 IY 09.10 FY 10.11 FY 11-12 FY 12.13 Agency and Program Name Actual Actual Actual Actual Actual Actual Actual Actual Amended Adopted Artattack $ 2,500 $ - $5,000' $ - $ - $ - $ - $ - $ - $ - AnNow, - - 1,000 1,205 - - - - - - AAWork Enterprises - - - 2,500 2,500 - - - - Arts Council of Southern Oregon 3,500 1,500 3,000 2,381 - - - - - - Ashland Artisan Gallery & An Center - - - - - - 20,000 9,496 10,000 10,000 Ashland Bed and Breakfast Network 5,000 7,000 - 5,850 10,000 Ashland Car Share 4,000 - Ashland Community Theatre 4,000 - - - - - 2,500 2,500 2,500 - _ Ashland Gallery Association 2,500 5,000 10,500 16,000 16,000 11,000 15,000 15,000 11,000 13,000 - Ashland Historic Railroad Museum 7,500 7,500 Ashland New Plays Festival 2,500 5,000 Ashland Woodland Trails Assoaaton 15,000 Ballet Rogue 4,500 4,500 5,000 - 6,000 6,500 4,500 5,000 4,500 Chamber Music Concerts 3,170 - Chautauqua Poets and Writers Board - - - 5,100 4,000 2,500 - Children's Musical Theatre of Ashland - - - - - - - - Community Works - 7,000 5,000 2,500 2,500 - - - Dancing People Company - - - - 2,500 2,500 4,000 4,000 6,000 5,000 The Green Room - 3,000 - - - - - - Horizon Institute - - - - - - - - The Jefferson Center for Religion - - - - 2,500 2,550 - - Klamath Bird Observatory - - - - - - - 5,000 Klamath-Siskiyou Wiclands Center 3,428 - Konaway Nike Tillicum - - 5,000 - - - - Kudos! Theatre for Youth - - - - - - - - LithiaArts Guild of Oregon - 4,000 5,000 9,000 10,500 5,000 6,079 5,000 5,000 5,000 Lomakatsi - - - - - - - 5,000 - - - - - - - - - Lync Theatre Multi Cultural Association - - - 10,000 - 2,500 - - 3,000 - NuwandartGallery - - - - 1,500 2,500 - - Oregon Bed & Breakfast Guild - - - - - - - - Oregon Stage Works - - 6,000 5,000 7,500 4,500 5,500 - Peace House - - - - - - - - - PlannedParenthood - Teen Theater Progmm 1,500 - - - - - - - Rogue Farm Corps 3,000 - Rogue Opera 3,000 6,000 6,500 7,000 10,500 7,000 6,000 5,000 5,000 5,000 Rogue Valley Community Development Corporation - - - - 2,500 - - - Rogue Valley Fan to School 7,360 8,500 Rogue Valley Symphony 4,000 6,000 7,000 8,000 12,500 6,710 5,500 5,500 5,000 7,500 ScienceWorks 7,500 12,000 15,000 16,000 18,500 16,567 25,000 26,556 26,000 29,000 Second Street Musicians - - - - - - - - Sislayou Institute - - - - - - - - Siskiyou Singers 2,000 4,100 5,000 5,000 3,375 2,500 - 2,500 2,500 5,000 Southern Oregon Concert Band 2,500 - - G!a iBUDGE= Cutund Dev Gran v3rwt HLS W C Deueoxvnt Qart Hisvy I111UA121:22 PM Pap1of 2 City of Ashland Economic and Cultural Development Grant History Economic and Cultural Development Grants FY 03-04 PY 04-05 FY 05-06 FY 06-07 FY 07-08 FY 08-09 FY 09.10 FY 10.11 FY 11.12 FY 12.13 Agency and Program Name Actual Actual Actual Actual Actual Actual Actual Actual Amended Adopted So. OR Economic Development Coalition(THRIVE) 3,714 6,500. 6,745 11,000 15,000 15,567 18,000 21,556 23,000 29,001 So. OR Econ. Develop. Coalition - (Emigrant Lake Pcv v ) - - - - - - - - SOU, Native American Studies Program - 2,500 3,000 - - 2,500 - - Southern Oregon Film & Video - - - _ - - Southern Oregon Film Society (Ashland Independent Film Festival) 3,000 8,500 14,000 16,000 21,999 19,566 26,D00 26,000 26,850 29,000 Southern Oregon Land Conservancy 2,500 Southern Oregon Historical Society - 2,143 7,500 - - - - - Southern Oregon Regional Development, Inc. - - - - - - - - Southern Oregon Repertory Singers - - - 2,500 3,375 2,500 2,500 2,500 2,500 - SO Pride Inc. 5,000 SOWAC 5,714 8,550 9,000 8,000 - - - - St. Clair Productions 2,000 4,000 3,500 4,000 5,000 4,000 5,000 5,000 3,350 5,000 Sustainable Valley Technology Group - 8,600 - The Whole Cloth - - - _ _ _ Theater lkcewicasa - - - - - - Walk In Peace Youth Symphony of Oregon -3,000 4,000 5,000 5,000 6,000 3,500 4,000 4,150 6,000 Subtotal 52,428 89,243 117,745 146,086 155,749 125,410 157,079 140,108 188,758 199,501 Ashland Chamber of Commerce 262,140 240,432 245,241 247,645 255,070 262,722 275,000 280,000 293,160 297,956 - Oregon Shakespeare Festival 122,332 110,000 112,200 113,300 115,700 120,201 110,000 110,000 110,000 110,000 Subtotal 384,472 350,432 357,441 360,945 371,770 382,923 385,000 390,000 403,160 407,956 - Total $ 436,900 $ 439,675 $ 475,186 S 507,031 $ 527,519 $ 508,333 $ 542,079 $ 510,108 $ 591,918 $ 607,457 No longer in business. not funded Percentage to smalls 12% 20% 25% 29% 30% 25% 29% 26% 32% 33% Percentage to Chamber 60% 55% 52% 49% 48% 52% 51% 53% 50% 49% Percentage to OSF 28% 25% 24% 22% 22% 24% 20% 21% 19% 18% c:vnanwOUDGEnECOn cuaaal oev Granawan Hwai C Oe 84MM Gran Hiabry nnv2ut2 rs2Pn Pape 2 m2 Embedded within action 2.1 above, develop a joint communication plan that provides a meeting structure (live and virtual) for all regional economic development partners to share current activities, common issues, problems, future plans and ideas and generally have a better sense of the individual actions that are occurring in the region. This could result in embedding regional economic development issues into existing meeting structures or by the creation of a new partner meeting structure to focus specifically on economic development related issues. 3. Increase availability of investment capital for local business 3.1 Maximize impact of existing City Economic Development 1 r City Chamber, Grant - ~t "i quo fi g _ Cultural Grants Process 1 ~ Recip)esx~~ The grant process has been modified several times in the past with the existing process working but possibly not maximizing the effect of the funds dispersed in the community. Issues for discussion include: 1) More defined performance measures and results reporting 2) Narrower definition of economic development (focus on jobs retained/created) 3) More distinct deliniation between economic development, tourism and cultural impact of applicants 4) Higher minimum grant award (currently $2,500) to increase impact vs. lower minimum grant award for more broad distribution of funds 5) Preference for applicants whose grant proposals address/take on priority actions of the Economic Development Strategy. 6) Criteria based preferences for applicants serving local start-up/emerging businesses (micro- lenders/seed capital/angel funding, business incubators, etc, 7) Preference for applicants within or serving target attributes/profile (pg. 6) 8) Preference for applicants proposing to fill gaps in the local business import substitution inventory (see action 1.3). availability 3. Increase of investment capital for local business 3.2 Create opportunities for mccreased local access-to funds 2 City, C-hamber, ~a~rfr ? ~ " SORE©I, B¢©R, - > SK THRIVE zt' Access to capital can be a major impediment to either starting or expanding a business. Local and regional banks have some flexibility and priority for local businesses, but are limited to some degree by national forces in how capital to start-up and emerging businesses can be provided. A review and assessment by local business assistance and lending professionals of current business capital programs and access/availability coupled with recommendations of additional opportunities to pursue to meet the varied scale of capital needs from small start-ups, to expansion to bridge loans including: EconorniC DEVELOPMENT STRATEGY Page 11 of 42 / E:rAUrt ling BtUrp:nit 4CeOgth i9 fUmntcoily RESOLUTION NO. a D i~ DL1 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASHLAND ALLOCATING ANTICIPATED REVENUES FROM THE TRANSIENT OCCUPANCY TAX FOR THE FY 2012-2013 BUDGET AND REPEALING RESOLUTION 2011-07. THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. That the City of Ashland collects a Transient Occupancy Tax, as outlined in the Ashland Municipal Code 4.24. Revenues from the Transient Occupancy Tax are used to fund General Governmental expenses, economic development, tourism promotion and the City's Economic, Cultural, and Sustainability Grant program. SECTION 2. The City of Ashland has adopted policies for the grant program. Through the grant program, the City is purchasing services from non-profits that it might otherwise provide directly. The grant program has three basic goals: • Economic Development. The grant program will support the creation, retention, and expansion of businesses and other ventures that enrich our community by creating goods and services that provide employment opportunities while maintaining and enhancing the overall quality of life. Cultural Development. The grant program will support increased diversity and accessibility of the creative arts and cultural opportunities in Ashland for citizens and visitors both to support the visitor economy and to enrich the quality of life in the community. • Sustainability. The grant program will support efforts to ensure Ashland is environmentally, economically and socially resilient as a community. SECTION 3. The City of Ashland has determined that as of July 1, 2003, $186,657 or 14.23% of total Hotel/Motel tax revenues were expended on tourism promotion, as defined in Chapter 818 of the 2003 Oregon Laws, and will continue to be spent on tourism promotion increased or decreased annually consistent with the estimated TOT revenues budgeted. Additionally, Chapter 818 requires 70% of any increased TOT revenue generated by a higher tax rate is committed to tourism promotion. Appropriations for tourism are based upon the following percentages established in FY 2009-10 when the rate was increased from 7%-9%: 1. A minimum of 14.23% of the estimated TOT revenue to be generated by the first 7% tax rate for tourism promotion per Chapter 818, 2. A minimum of 706/o of the estimated TOT revenue to be generated by additional tax rates approved by Council on June 3, 2008 for tourism promotion per Chapter 818. For fiscal year 2012-2013, the City of Ashland expects to budget $1,995,000 in total Transient Page I of 3 Occupancy Tax. Those funds are split between tourism and non tourism uses as follows: Tourism (26.67% of total): $ 532,065 Non Tourism (73.33% of total): $1,462,935 Tourism Portion Chamber of Commerce VCB - 56%0 of Tourism funds, estimated for $297,956 FY 2012-2013 as Oregon Shakespeare Festival - $110,000 of Tourism funds, $110,000 estimated as 21 % for FY 2012-2013 City Economic, Cultural, and Sustainability Grant program - 10% of $53,206 Tourism funds, estimated for FY 2012-2013 as Public Art - 3% of Tourism funds, estimated for FY 2012-2013 as $15,962 Other City Capital Projects that qualify or Grants - the balance of $54,941 Tourism funds, estimated for FY 2012-2013 as If the actual TOT revenue, dedicated for Tourism, is in excess of the above allocations or if actual, qualifying expenditures in the year are less than the appropriated amount, the additional or unused amount(s) will be reserved for future Tourism related projects or Capital Improvements that qualify per the state definition as determined by Council. Non Tourism Portion The remaining estimated TOT revenue (not restricted by use) will be appropriated for other uses through the budget process with the following priorities and dollar amounts as minimums unless insufficient tax proceeds remain after meeting tourism requirements: Ist Priority General Fund operations- 80%0 of Unrestricted funds, $1,170,345 estimated for FY 2012-2013 as 2nd Priority City Economic Development program -10% of Unrestricted $146,295 funds, estimated for FY 2012-2013 as 3rd Priority City Economic, Cultural, and Sustainability Grant program, the $146,295 balance, estimated for FY2012- 2013 as Economic Development programs or other projects are City activities unless otherwise specified by Council prior to the budget process. Council may determine that such funds are available for granting purposes and they will then be made available for the coming budget process and allocation. If insufficient TOT revenues are generated for the above allocations, the highest priority uses will receive their full allocation before a lower priority allocation. Unrestricted TOT revenue unspent in a budget year becomes part of the General Fund unrestricted ending fund balance unless otherwise determined by City Council. SECTION 4. Resolution 2011-07 is repealed upon passage of this resolution. Page 2 of 3 SECTIO 5. This resolution was duly PASSED and ADOPTED this day of 'qZbjfJ0J&" 2012 and takes effect upon signing by the Mayor. Barbara Christensen, City Recorder SIGNED and APPROVED this day of 2012. o Stromberg, Mayor Revi ed as to form: David Lo an, City Attorney f Page 3 of 3 0 CITY OF ASHLAND Memo TO: Mayor and City Council FROM: Dave Kanner, city administrator DATE: November 15, 2012 RE: Discussion of potential waiver of taxes and penalties owed by Ron Roth In 2009, Ron Roth, the former owner of the now-defunct Gepetto's restaurant, entered into a settlement agreement with the City of Ashland under which he agreed to pay the City of Ashland approximately $35,000 in back taxes and penalties following his failure to remit food and beverage taxes owed to City in the early and mid-2000s. Mr. Roth still owes the City approximately $8,000. Councilor Voisin has requested a study session discussion of whether to forward to a future business meeting agenda a Council decision on whether to waive the balance of what Mr. Roth owes the City under the settlement agreement.