FEDRAC PKT 2-28-2017 (2) AMENDED
CITY OF
t. Federal Way
FINANCE/ECONOMIC DEVELOPMENT/REGIONAL AFFAIRS COMMITTEE
[FEDRACI
TUESDAY—February 28,2017 FEDERAL WAY CITY HALL
4:30 P.M. AGENDA HYLEBOS ROOM
1. CALL TO ORDER
2. PUBLIC COMMENT:
3. COMMITTEE BUSINESS
Page Presenter/ Action or
Topic Title/Description # Time Allotted Discussion
A. APPROVAL OF SUMMARY MINUTES -JANUARY 31,2017 3 R.BUCK ACTION
5 MINUTES 1/31 Committee
PERFORMING ARTS&EVENT CENTER—AUTHORIZE PURCHASE
B. OF AUDIENCEVIEW TICKETING AND EVENT MANAGEMENT 7 T.YVONNE ACTION
10 MINUTES 3/07 Council Consent
SOFTWARE
C. TOURISM GRANT APPROVALS 9 T.JOHNSON ACTION
10 MINUTES 3/07 Council Consent
D. SMALL BUSINESS DEVELOPMENT 65 T.JOHNSON DISCUSSION
10 MINUTES
E. MONTHLY FINANCIAL REPORT- DECEMBER 2016 87 A.ARIWOOLA ACTION
10 MINUTES 3/07 Council Consent
F. VOUCHERS—DECEMBER 2016 103 A.ARIWOOLA ACTION
5 MINUTES 3/07 Council Consent
4. OTHER:
Transparency Subcommittee— Councilmember Moore
• Sustainable Revenue Subcommittee —Councilmember Duclos
Sustainable Revenue Sources—Tim Johnson
• SafeKeeping— Mr. Ariwoola
• Moody's Credit Rating - Mr. Ariwoola
5. FUTURE AGENDA ITEMS:
NEXT MEETING: Tuesday, March 28,2017 @ 4:30 City Staff:
Dini Duclos, Chair Ade Ariwoola, Finance Director
Susan Honda Robyn Buck,Administrative Assistant
Martin Moore 253-835-2527
CITY OF
Federal Way
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CITY'0i
Federal Allay
City Council
Finance/Economic Development/Regional Affairs Committee
Tuesday,January 31, 2017 Federal Way City Hall
4:30 p.m. SUMMARY MINUTES Hylebos Conference Room
CALL TO ORDER: Committee Chair Duclos called the meeting to order at 4:30 p.m.
COMMITTEE MEMBERS IN ATTENDANCE: Councilmember Moore, Councilmember Honda
COMMITTEE MEMBER EXCUSED:
COUNCILMEMBERS IN ATTENDANCE: Deputy Mayor Burbidge, Councilmember Assefa-
Dawson, Councilmember Koppang, Councilmember Celski.
STAFF MEMBERS IN ATTENDANCE: Finance Director, Ade Ariwoola; Acting City Attorney,
Ryan Call; Dumas Bay Manager, Rob Ettinger; Public Works Director, Marwan Salloum;
Deputy Public Works Director, EJ Walsh; IT Manager, Thomas Fichtner; Performing Arts and
Event Center Executive Director, Theresa Yvonne; Parks Director, John Hutton; Economic
Development Director, Tim Johnson; Accounting Supervisor, Chase Donnelly;
Administrative Assistant, Robyn Buck.
OTHERS PRESENT: Bob Roegner, Diana Noble-Guliford, Gerald Knutzen, Becca Martin
PUBLIC COMMENT:
APPROVAL OF SUMMARY MINUTES: Motion to approve the November 22, 2016 minutes
as presented; motion seconded and carried 3-0.
RETAINAGE RELEASE: Presented by Dumas Bay Manager, Rob Ettinger.
Mr. Ettinger requests release of retainage for Knutzen Family Theatre HVAC installation.
Motion to forward the acceptance of the Knutzen Family Theatre HVAC installation work
as complete and forward the authorization of staff to release their retainage to the
February 7, 2017 City Council consent agenda for approval; motion seconded and carried
3-0.
Tuesday,January 31, 2017
Page 1
3
CITY OF
Federal Way
MICROSOFT ENTERPRISE AGREEMENT RENEWAL: Presented by IT Manager, Thomas
Fichtner.
Mr. Fichtner handed out a draft of Microsoft Enterprise three year agreement for all of the
software licensing. The state negotiated agreement runs out this year. Mr. Fichtner added
5% to the contract amount because we do not know who will win the bid with the state.
The contract is for the current MS licenses and for the additional twelve for the PAEC.
Agreement is for $104,185 and includes 10% tax for Sound Transit. This software assurance
offers $20 new software fee for staff for home use license.
Motion to forward the proposed agreement to the February 07, 2017 business agenda for
approval; motion seconded and carried 3-0.
AWARD OF THE PERFORMING ARTS AND EVENT CENTER ORCHESTRA SHELL: Presented by
Deputy Public Works Director, EJ Walsh.
Mr. Walsh 3 bids, 2 were responsive. Available funding comes from the $1,780,370
construction contingency. The contingency in the FEDRAC packet includes piano
erroneously. To date, 17% has been spent on construction. Wenger was the lowest
responsive bidder at $403,459.00. The project is on time and on budget. Our consultant
recommended a 5% contingency ($1.78m). It is lower than other contingencies because it is
a specified project, not standard/typical.
Motion to forward option 1 to the February 07, 2017 consent agenda for approval;
motion seconded and carried 3-0.
PAEC QUARTERLY REPORT: Presented by Finance Director, Ade Ariwoola.
Mr. Ariwoola presented the PAEC quarterly report as through the end of 12/31/16. Based
on where we were at the end of December, this cash balance will sustain us until the end of
February or March. The monthly payment is $1.3-$1.5m. Through the end of today, we
have out of the $2.8m; we have paid another $1.5m. 92% of the one million in private
donations has already been raised and in the bank. CDBG can only be used for specific,
qualifying expenses. The plan is to make another draw in March and that will most likely be
the last one. We will net the entire 3m for the CDBG. The NMTC formula is set up so that
we would receive about .87 to the dollar.
No further action.
Tuesday,January 31, 2017
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4
CITY'0i
Federal Way
FEDRAC SPECIAL MEETING FOR SUSTAINABLE REVENUE A & B: Presented by Finance
Director, Ade Ariwoola.
Mr. Ariwoola is asking the committee to review what type of revenue will be needed to
keep City's operation in place. This would be a formal commitment at 2:30pm on FEDRAC
meeting days. The purpose is to have an open conversation with the public to discuss
funding options/ideas on how to fund the 2019-2020. Ms. Martin from the Chamber of
Commerce suggests putting together a series of focus groups, rather than one on one. The
direction is that the Committee can recommend something to the general Council. The
FEDRAC committee authorizes Mr. Ariwoola to reach out to Chambers, Lakehaven, King Co
fire, the City, and school district (pivotal partners) to create one focus group.
No further action.
HISTORICAL SOCIETY MOU: Presented by Finance Director, Ade Ariwoola.
The MOU is collaboration between the Historical Society and the City. Mr. Ariwoola
suggested changes in the MOU presented at FEDRAC. The changes are: (#1k) add "starting
with year-end 2016" and add "m": The Historical Society will make their books and records
available to the City for review.
Motion to forward the MOU agreement, as amended, between the City of Federal Way
and the Historical Society to the February 07, 2017 consent agenda for approval; motion
seconded and carried 3-0.
TAX RECOVERY SERVICES CONTRACT: Presented by Finance Director, Ade Ariwoola.
We have been in contract with TRS, a utility tax auditing company, since 2010. Other
companies are looking for 25-30%. TRS is charging us 23% and does not receive payment
unless they collect the tax.
Motion to forward the proposed agreement to the February 07, 2017 consent agenda for
approval; motion seconded and carried 3-0.
RESOLUTION: 2017 AMENDED FEE SCHEDULE: Presented by Finance Director, Ade
Ariwoola.
Mr. Ariwoola reviewed the changes between the 2017 adopted Fee Schedule and the
presented amended Fee Schedule. There were no rate changes. The changes were due to
columns that were missing. If Council would like, Dumas Bay fees can be included in the
2018 Fee Schedule.
Tuesday,January 31, 2017
Page 3
5
CITY'0i
Federal Warr
Motion to forward the 2017AMENDED FEE SCHEDULE RESOLUTION to the February 21,
2017 consent agenda for approval; motion seconded and carried 3-0.
MONTHLY FINANCIAL REPORT - NOVEMBER 2016: Presented by Finance Director, Ade
Ariwoola.
Mr. Ariwoola summarized the Monthly Financial Report for November 2016. Notable areas
include:
• General and street funds —The required fund balance is 9.5m. There is currently
10.2m in the fund. Some of that money is used to balance the budget in 2017.
• Dumas Bay — Doing well. The November 2016 revenue is greater than the November
2015 by about 23%. Chair Duclos commend the staff at Dumas Bay for doing a very
good job.
• Self-insurance —There were high claims this year, but we do have a stop loss.
• SCORE — Our ADP is going down as are others' cities' ADP.
Motion to forward approval of the NOVEMBER 2016 MONTHLY FINANCIAL REPORT to the
February 07, 2017 consent agenda for approval; motion seconded and carried 3-0.
VOUCHERS— NOVEMBER 2016: Presented by Finance Director, Ade Ariwoola.
There were several questions:
• What is the "PAEC Pgm Ticket Advertising" —Advertisement on the back of the
Federal Way Symphony program.
• What is the business recruitment —Airfare for multiple NMTC trips.
• What are the two F1 Tax Obligation Refunding vouchers — One is principle and one is
interest on our bond. We pay interest twice a year and & principal once a year.
• What are the replacement laptops — Mr. Ariwoola will provide an answer to the
Committee via email.
Motion to forward the vouchers to the February 07, 2017 consent agenda for approval;
motion seconded and carried 3-0.
OTHER:
• Update on the Novogradac Conference — Mr. Johnson gave an update on the NMTC
by summarizing his handout.
• Transportation Benefit District (TBD) —There will be a presentation at the retreat.
NEXT MEETING: Tuesday, February 28, 2017 @ 4:30 p.m.
MEETING ADJOURNED: 6:33 p.m.
Tuesday,January 31, 2017
Page 4
6
COUNCIL MEETING DATE: March 7,2017 ITEM#:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: PERFORMING ARTS&EVENT CENTER—AUTHORIZE PURCHASE OF AUDIENCEVIEW TICKETING
AND EVENT MANAGEMENT SOFTWARE
POLICY QUESTION: Should City Council authorize the award the contract of the Ticketing and Event
Management Software to the lowest responsive,responsible bidder?
COMMITTEE: Finance,Economic Development and Regional Affairs Committee MEETING DATE: February 28, 2017
(FEDRAC)
CATEGORY:
® Consent El Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY: Theresa Yvonne,PAEC Executive [direct DEPT: PAEC
Attachments: FEDRAC Committee Memorandum dated February 22,2017
Options Considered:
1. Award the Performing Arts & Event Center Ticketing and Event Management Software to
AudienceView Ticketing Corporation,the lowest responsive responsible bidder in the amount of$18,000
plus $2,500 for travel and training and authorize the Mayor to execute the contract.
2. Reject all bids for the Performing Arts&Event Center and direct staff to rebid the software project.
MAYOR'S RECOMMENDATION: The Mayor recommends forwarding Option 1 to the March 7, 2017 City Council
agenda for approval.
MAYOR APPROVAL: 7 IRECTOR APPROVAL:
t" ittea uil /', Initial
COMMITTEE RECOMMENDATION: I move to forward Option 1 to the March 7, 2017 consent agenda for
approval.
Dini Duclos, Martin Moore, Susan Honda,
Committee Chair Committee Member Committee Member
PROPOSED COUNCIL MOTION: "I move to authorize staff to award the Ticket and Event management
Software to the lowest responsive, responsible bidder in the amount of$18,000 plus $2,500 for travel and
authorize the Mayor to execute contract."
(BELOW TO BE COMPLETED BY CITY CLERKS OFFICE)
COUNCIL ACTION:
❑ APPROVED COUNCIL BILL#
❑ DENIED IST reading
❑ TABLED/DEFERRED/NO ACTION Enactment reading
❑ MOVED TO SECOND READING(ordinances only) ORDINANCE#
REVISED—08/12/2010 RESOLUTION#
7
` CITY OF
Federal Way
DATE: February 22, 2017
TO: Finance, Economic Development and Regional Affairs Committee
VIA: Jim Ferrell, Mayor
FROM: Theresa Yvonne, Executive Director
SUBJECT: Performing Arts & Event Center Ticketing and Event Management Software
BACKGROUND:
On January 20, 2017 staff issued a Request for Bids for the Performing Arts & Event Center
Ticketing and Event Management Software. Five bids were received on February 3, 2017.
After review of the five bids received,three were found to be three responsive, responsible
bidders.
—W AudienceView Theatre
OvationTix
Manager
Criteria
Accounting Capability Yes Yes Yes
Website Yes No No
Information Technology Yes No Yes
Total Price: $36,000 $33,445 $45,000
The lowest responsive, responsible bidder is AudienceView with a total bid of $18,000 for the
first year. Travel and training is estimated at $2,320 for the first year and the software, license,
support, and website will be$36,000 annually.
Available Funding:
The funding for the ticketing software is from the Information Technology Fund.
Staff Recommendation:
Staff recommends AudienceView as it meets all the necessary specifications to service the
ongoing operations of the facility and includes the building of the website which is estimated to
cost $30,000 if produced independently.
8
COUNCIL MEETING DATE: March 7,2017 ITEM#:
CITY OF FEDERAL WAY
CITY COUNCIL
AGENDA BILL
SUBJECT: SPRING 2017 TOURISM ENHANCEMENT GRANT(TEG)AWARDS
POLICY QUESTION: Should the City Council approve the Sprint 2017 Tourism Enhancement Grant(TEG)
awards?
COMMITTEE:FINANCE,ECONOMIC DEVELOPMENT,AND REGIONAL AFFAIRS MEETING DATE: February 28,2017
CATEGORY:
® Consent ® Ordinance ❑ Public Hearing
❑ City Council Business ❑ Resolution ❑ Other
STAFF REPORT BY: Tim Johnson,Director DEPT: Economic Development
Approvals:
The Lodging Tax Advisory Committee (LTAC) approved the recommendations of the Tourism Enhancement Grant
Subcommittee for the following grants: Harmony Kings, $2,000; Rhododendron Species Foundation, $2,500; and
Pacific Bonsai Museum, $3,000. However, the LTAC increased the amount to USA Taekwondo WA from $3,500 to
$5,000. The recommendations passed unanimously.
Attachments:
1. February 3, 2017 Staff Report to the Lodging Tax Advisory Committee(LTAC)
2. TEG Subcommittee meeting minutes—February 2, 2017 (draft)
3. TEG Applications
4. TEG Scoring Matrix for Evaluation of TEG Applications
Options Considered:
1. Approve the TEG awards as recommended by LTAC and forward to full council consent agenda.
2. Not approve and give direction to staff.
MAYOR'S RECOMMEN iON:-4pprove Option 1.
MAYOR APPROVAL: 7 , c/ J/ '7 DIRECTOR APPROVAL:
C +nmittr cau it 1 Yards
Initial/Date Initial/DateCOMMITTEE RECOMMENDATION: `I move to forward approval of the Spring 2017 TEG a , as
recommended by the LTAC, to the March 7, 2017 City Council consent agenda.
Dini Duclos,Chair Susan Honda,Member Martin Moore,Member
PROPOSED COUNCIL MOTION: "I move approval of the Spring 2017 TEG awards as recommended by
FEDRAC."
(BELOW TO BE COMPLETED BY CITY CLERKS OFFICE)
COUNCIL ACTION:
❑ APPROVED COUNCIL BILL#
❑ DENIED IST reading
❑ TABLED/DEFERRED/NO ACTION Enactment reading
❑ MOVED TO SECOND READING(ordinances only) ORDINANCE# _
REVISED—1/2015 9 RESOLUTION#
STAFF REPORT
DATE: 02-03-2017
TO: Lodging Tax Advisory Committee
FROM: Tim Johnson
SUBJECT: Tourism Enhancement Grant,TEG Recommendations for January-June 2017
POLICY QUESTION
Should the LTAC approve the recommendation of the Tourism Enhancement Grant Subcommittee
and forward to the Finance, Economic Development and Regulatory Affairs Committee for approval?
TEG RECOMMENDATION
Approve the Tourism Enhancement Grant Committee (TEG) recommendation for the January through
June 2017 round of TEG Applications. Tourism Enhancement Grants are recommended to the following
organizations:
• Pacific Bonsai Museum, $3,000
• Federal Way Harmony Kings, $2,000
• Rhododendron Species Botanical Garden, $2,500
• USA Taekwondo, $3,500
BACKGROUND
Two rounds of the Tourism Enhancement Grants are included in the Lodging Tax Advisory Committee
work program and budget for 2017. A total amount of$35,000 has been proposed in the 2017 budget for
grant awards over two rounds:January-June and July-December.
DISCUSSION
At their February 2, 2017 meeting the TEG Subcommittee reviewed the applications and interviewed
representatives from four organizations that submitted grant requests for a total of $22,400. The
Subcommittee then scored each application based on 16 objective criteria related to the tourism impact
that each event would bring to the City of Federal Way. See Attachment A, Scoring Matrix for Evaluation
of TEG Event Applications and Non Event Applications . Key to this is the change in the evaluation. The
State has determined that a tourist is to be defined as a person traveling more than fifty(50) miles from
their home or place of business to attend an event. On the projected participants and spectators section
of the Scoring Matrix used during TEG applicant interviews, a question is now asked if these groups are
coming from a distance of more than 50 miles to comply with RCW 67.28.1816. The City of Federal Way
will be required in 2017 to illustrate that those selected for TEG's provide data fulfilling this requirement.
While grants can still be recommended for groups that draw from the local area specifically illustrating
impacts to hotels and the economy,the priority will be for applicants drawing from over fifty(50)miles.
The Subcommittee recommended granting the following amounts:
Pacific Bonsai Museum, $3,000; Federal Way Harmony Kings, $2,000; Rhododendron Species Botanical
Garden, $2,500; and USA Taekwondo, $3,500
FINANCIAL CONSIDERATIONS
Approximately$11,000 has been recommended for 4 awards out of the 4 applications submitted from the
$30,000 LTAC budget allocation for TEG's.
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10
Page 2 of 2
Staff Report:TEG Recommendation
POLICY CONSIDERATIONS
The approval for these awards was in accordance with LTAC approved budget for 2017/18 and the City
Council along is within state direction for use of such funds.
ATTACHMENTS
A. Scoring Matrix for Evaluation
B. Pacific Bonsai Museum application
C. Federal Way Harmony Kings application
D. Rhododendron Species Botanical Garden application
E. USA Taekwondo application
F. USA Taekwondo presentation packet
G. Minutes(draft)from TEG committee meeting
2
11
City of Federal Way
Tourism Enhancement Grant Subcommittee
February 2,2017 City Hall
9:30am Patrick Maher Room
Summary
TEG Members in Attendance: Mike Dunwiddie,Doreen Vitek, Lana Bulanova,Rob Ettinger,Michelle Wallace
Staff Present: Tim Johnson, Economic Development Director; Lindsey Orozco, Administrative Assistant
1. CALL TO ORDER
Chair Mike Dunwiddie called the meeting to order at 9:36am. Review of process by Mike Dunwiddie & Tim
Johnson.
2. INTRODUCTIONS
Introductions were made. Tim Johnson invited Tourism Enhancement Grant Subcommittee members to
attend future Lodging Tax Advisory Committee meetings.
3. OVERVIEW OF PROCESS
Mike Dunwiddie provided details of the Mission and process of TEG Subcommittee meetings. He stated it is
important to measure the impact of visitors travelling from 50+ miles away when scoring applicants, as
required by the state. The state also puts limitations on the kind of services grant funds may be used for; those
limitations were discussed in more detail. Mike Dunwiddie mentioned the concern with applicants attempting
to use the grant awards as a yearly source of funding. Tim Johnson indicated the amount of grant funds
available this year are$35,000.He also gave details about how the grant funds are collected.
4. INTERVIEW OF APPLICANTS
a. Federal Way Harmony Kings — Event name: Western Washington Barbershop Chorus and Quartet
Contest. Presentation by Jim Burbidge, Contest Chairman, Bill Bush and Rod Hevalund(spelling) of
the Seattle SeaChordsmen. Introductions took place. Packets for last year's choral program were
distributed around the table. There will be 8 choruses and multiple quartets participating in the event
and primarily coming from Western Washington. Those coming from 50+ miles away will include
judges and members of other choral chapters. These people occasionally bring their families. The
projected number of participants was between 300-500 people. The projected number of spectators is
around 500 and the event will have fewer than 50 staff members. The venue will be at Our Savior's
Baptist Church in Federal Way.The event hosts an After Glow post-event party at a local hotel.
Question and Answer portion of interview—Tim Johnson asked if the judges are paid for their
time. Jim Burbidge replied that they are not paid. Tim was asked by the applicants if the
judges' travel and lodging could be paid for. The answer was no. Tim clarified the kinds of
expenditures the grant money could be used for. Mike Dunwiddie asked if the number of hotel
rooms needed for people coming from outside of a 50 mile radius would be more or less than
50 and the applicants indicated it would be less. The applicants were thanked for their time and
they exited the room.
Discussion—Scoring will be discussed after all applicant presentations have been heard.
Scoring Matrix total= 22
TEG Subcommittee Summary February 2,2017 Page 1
12
b. Pacific Bonsai Museum —Event name: Natives. Presentation by Kathy McCabe, Executive Director.
Introductions took place. Mike Dunwiddie welcomed Kathy and she began her presentation. Kathy
explained that the Pacific Bonsai Museum had 15% growth last year and expressed that the City of
Federal Way was a big factor in that growth. The Natives Exhibit will be a long-running event and
international artists will be showcased. Kathy mentioned the exhibit will contain trees native to North
America and distributed flyers giving more details on the exhibit. Visitors will come from all over the
country and from outside of the United States. She mentioned the Pacific Bonsai Museum is the
number one result on TripAdvisor for Federal Way and they also partner with Travel Tacoma and
Visit Seattle. Kathy described their current marketing campaigns and the geographical area those
campaigns reach. She discussed the upcoming tradeshows and events the Pacific Bonsai Museum will
be attending, including an event in Japan.
Question and Answer portion of interview—Lana asked if they have a way of identifying how
people heard about the museum and Kathy responded that the Museum has hired an intern who
will be working on a way to measure this. Michelle Wallace asked about visitors staying from
outside the area and Kathy didn't have an exact estimate. Tim asked if she has applied and/or
received any other grants for this event. She stated they have not received or applied yet, but
primarily because the grant application periods have not begun. Doreen asked if people from
50+ miles away are taking advantage of the group tours. Kathy indicated that at this time most
tours consist of people from within 50 miles of Federal Way, but they are looking into
contacting tour guide agencies in order to attract visitors from outside of the 50 mile radius.
Kathy was thanked for her time and exited the room.
Discussion—Scoring will be discussed after all applicant presentations have been heard.
Scoring Matrix total= 36
c. Rhododendron Species Garden —Event name: 2017 Rhododendron Species Foundation Symposium.
Presentation by Ian Walker, Board Member, Amanda Glazer, Program & Outreach Manager, and
Steve Hootman, Executive Director. Introductions took place. This is the second official Species
Symposium, but technically the third event they have hosted. It is typically a two to three day event
held in spring. People come yearly from Oregon, California and Canada and stay in hotels. Classes
are held and international experts come to sit on board.There will be an international speaker coming,
and they hope this will bring in more visitors from out of state. At this time, 35 people have signed
up, and 8 are from out of the area. It's anticipated they will have more people register as the event
gets closer. Projected spectator numbers are between 200-500 people. They have developed a
telephone tree to call members and encourage them to attend the event.
Question and Answer portion of interview—Mike Dunwiddie asked if the estimated number of
hotel stays is between 50-100? Ian answered yes. Mike asked that out of the 275 spectators,
approximately how many would be travelling from outside the 50 mile radius. The presenters
estimated over half, but less than 200 people. Tim Johnson explained the process of
determining the grant awards to the applicants. The applicants were thanked for their time and
exited the room.
Discussion—Scoring will be discussed after all applicant presentations have been heard.
Scoring Matrix total= 31
d. Taekwondo Washington —Event name: 2017 USAT Washington State Championship. Presentation
by Debbie Winters, Master Teacher and Treasurer and Angie Lee, Owner and Vice President of
VSAT Washington. Introductions took place. This is a regional qualifier for the National
Championships. There will be people coming from all around the region and out of state. There will
be approximately 300-350 athletes, 15% of athletes outside of WA, 10% from outside of 60+ miles
and 27% of athletes 45+ miles out. The event will be held at Decatur High School. There will be a
referee seminar the day prior to the event for training; referees will come from WA and OR. This is a
smaller event (but larger than previous years); they are looking to host bigger events in the area in the
future. The proximity to the airport makes the event desirable to out-of-state competitors. Because of
TEG Subcommittee Summary February 12�2017 Page 2
the timing of Oregon's event, it makes Washington's event more appealing to Oregon's athletes,
requiring them to travel and stay overnight locally. Ms. Lee described the ways they are marketing
the event, including face-to-face conversations and mailers.
Question and Answer portion of interview—Tim Johnson asked for clarification on the amount
of funds requested, because the amount requested in the presentation was different from the
amount listed on the application submitted. Ms. Lee clarified that they are requesting $12,900
as indicated on the presentation materials. Mike asked about the number of spectators and Ms.
Lee estimated about 500, with an estimate of 27% of those coming from out of state. Mike
asked about the number of room nights estimated with travelers coming from over 50 miles
away and the number was estimated at a little less than 50 rooms. Tim asked about an updated
revenue forecast, since the budget in the application does not match what was provided in the
materials passed out. There was a question about the cost of renting the venue, and the number
provided was based on an estimate from last year's event. The actual cost of renting Decatur
High School has not been identified. Tim clarified to the presenters what the grant funds may
be used for, and what they may not be used for. After discussion, it was determined that
approximately $9,000 of the requested $12,900 could be considered for the grant funds. Tim
asked if Decatur High School has been secured and Ms. Lee indicated all applications to the
school have been submitted, but they are still waiting for the final approval from one person.
The applicants were thanked for their time and exited the room.
Discussion—Scoring will be discussed after all applicant presentations have been heard.
Scoring Matrix total=26
5. GENERAL DISCUSSION
The Pacific Bonsai Museum discussion was held and scoring totaled 36 points. Mike Dunwiddie
suggested the award amount not exceed last year's award of $3,000, he then suggested the award be
exactly$3,000. The Subcommittee concurred.
The Harmony Kings discussion was held and scoring was totaled 22 points. Mike Dunwiddie suggested
an award of$2,000.The Subcommittee agreed with his recommendation.
The Rhododendron Garden discussion was held and scoring totaled 31 points. Tim Johnson suggested an
award of$2,000. Mike Dunwiddie suggested the requested an amount of$2,500. After discussion, Tim
and the rest of the Subcommittee agreed.
The USA Taekwondo discussion was held and scoring totaled 26 points. Tim recommended an award of
$5,000. Subcommittee members Mike Dunwiddie, Lana Bulanova and Michelle Wallace disagreed.
Further debate took place. After conversation about the event's current and future economic impact to the
City of Federal Way, the Subcommittee consensus was a suggested award of$3,500. Mike Dunwiddie
mentioned he feels the subcommittee is being generous with the $3,500 amount when compared to events
of similar scope in the past.
The Subcommittee suggests a total award amount of$11,000 between the 4 applicants.
6. ADJOURN
The meeting adjourned at 12:50pm.
TEG Subcommittee Summary February 2,2017 Page 3
14
Sent Oct. 12
Tim,
Attached please find a Tourism Enhancement Grant application for Pacific Bonsai Museum's Natives
exhibit,to be held April 8 through October 8,2017.
With generous support from the City of Federal Way,our 2016 exhibit Decked-Out has been a
tremendous success. Not only did the$3K TE grant we received help us garner additional funding from
4Culture and ArtsWA, it also helped us broaden our advertising reach resulting in a 20%increase in
visitors.
Should you have any questions, please contact me.
Thank you for this opportunity.
Best regards,
Kathy
P A C I F I C Kathy McCabe
Executive Director
bonsai 253.353.7345
2515 S 336th Street
M U S E U M Federal way, WA 98003
C,et outside•W.-suip isek 19 Connect with living art
15
P
CITY OF -=a
Federal Way
Tourism Enhancement Grant
Event Application
Read the Overview and Instructions before completing the application.Applications may be mailed, e-
mailed or dropped-off to the address below. If submitting by e-mail, please have a signed electronic
version included. The applications are to be sent to:
Tim Johnson,Director of
Economic Development
Mayor's Office
City of Federal Way
33325 8th Avenue South
Federal Way,WA 98003-6325
Applicants will be notified of the date and time their application will be reviewed by the Tourism
Enhancement Grant(TEG)Subcommittee. It is recommended that a representative of your organization
be on hand at the review to answer questions from the TEG Subcommittee.
Applicant's Name:Kathv McCabe_
Name of Organization: Pac1fic Bonsai Museum
Mailing Address:PO Box 6108,Federal Way,WA 98063
Website Address:www.oacificbonsaimuseum.org —.
Applicant's E-Mail Address:•kathv paclficbonsaimuseum.or
For Profit
Non-Profit Which Type: 501(c)3 X 501(06 other?
(include copy of current state or federal non-profit registration)
State Domiciled: WA
Daytime Telephone: 253.353.7345 H)x;n/d
Official Event Name:Natives
Proposed Date(s)of Event(MM/DD/YY): 4.8.17 through 10.8.17
GRANT AMOUNT REQUESTED
S4,000
Tourism Enhancement Grant Event Application Revised August 2016
16
Is this a new event program? Yes X No
Has your organization ever applied for a TEG? Yes X No If yes,when? 2015,16
Has your organization received a TEG award in the past? Yes X No
Scope of the event:
X Less than 50 miles(Federal Way,Auburn,etc.)
X More than 50 miles(Western WA)
X Statewide
X Multi-States(Western US)
X National
X International
Briefly describe the event and how it will improve/increase tourism activities in Federal Way.
pa•iri-a al IVU5eun,'s 207 Natives cxhihit will celebrate the diversity of trees indigenous to North America and She
unique terrains that shape them.Six Northwest bonsai artists'work will be displayed alongside reproductions of 16
original landscape paintings by Berlin-based contemporary artist luna Tinta.
Is there a cultural or educational value to the event?If yes,please explain.
In addition to learning aL7ouLtl]P i,...«tlg ^F`"'^ �i c egitlhi c Qrr�tp�, will Ipam ahnzrF Fer!os natjy[+
America as well as their natural environments.Visitors will also be exposed to international contemporary artwork that
they might otherwise never have a chance to experience.
FINANCIAL INFORMATION
On a separate sheet,attach a budget for the event listing revenues and expenses.In addition to revenue
provided by the organization or the event(ticket sales,etc.),include a list of other sources of forecasted
revenue support,either those requested and pending or confirmed(sponsorship,grants,etc.).Is this
support in-kind or financial?If financial,include the amount.
Do you expect to make a profit?Yes No X If yes,how much?
Tourism Enhancement Grant Event Application Revised August 2016
17
MARKETING
On a separate sheet,attach information on how the event will be publicized and marketed.List all
publications and media venues(Facebook,Twitter,website,brochures,newspaper,magazines,etc.);in
addition to any give away promotional materials that will be used.
EVENT INFORMATION
Length of the event:
One day
Two days
Three days
Fourdays
X Five or more days
Location of the event:
X Federal Way
South King/North Pierce County
Other
Tourism Season:
X Peak Season(Jun-Sep)
Shoulder Season(Oct,Jan-Mar)
X Off Season(Nov-Dec,Apr-May)
Proposed venue(s): Pacific Bonsai Museum _
Have you confirmed the availability of the proposed dates at the primary venue? Yes X No
Will you have a need for secondary or practice venues? Yes__ No X
Proposed schedule of the event for each day:
Date Time Date Time
April X rhrough October _ urs-�4ay,urirfi1
7pm
Tourism Enhancement Grant Event Application Revised August 2016
18
ECONOMIC IMPACT OF EVENT
Breakdown of projected attendees over the course of the event:
Date:April-May Date:June-Sept Date: Date: TOTAL
Attendees Attendees Attendees Attendees Attendees
Spectators 12,000 10,000 22,000
Participants
Support Staff
TOTALATTENDEES 12,000 10,000 2,000
Provide an estimate of where projected attendees will travel from and their projected room nights(total
number of rooms for their entire stay)during the event.
Regional
Local Multi-States(Western WA TOTAL
Attendees (less than ide (Western National International
50 miles Statew
greaterthan US
50 miles) )
13,400/0 2 ,200/0 29200/0 12,200/10 1,000/10 1,000/10 2,000/30
Spectators
Room nights Room nights I Room nights Room nights Room nights Room nights
Participants
Room nights Room nights Room nights Room nights Room nights Room nights
Support
Staff Room nights Room nights Room nights Room nights Room nights Room nights
TOTAL 13,400/0 ,200/0 2,200/0 ,200/10 1,000/10 1,000/10 2,000/3fl
Total Projected Attendees 22.000 Total Projected Room Nights 30
What types of business do you expect will be affected?
Services(gas,mini-marts,etc.) X Entertainment X
Restaurants.X Shopping X Lodging X
Tourism Enhancement Grant Event Application Revised August 2016
19
LODGING AND HOTEL STAYS
Will you be listing any"Official Lodging"for this event? Yes No X
If yes,provide name,address,contact person,and phone number.
Provide all hotels/motels that you will include in all your publicity for the event.
List all the hotels/motels where rooms have or will be blocked for spectators,participants,and support
staff.
Projected AttenNumber of Blocked
dees Hotel/Motel Name
Rooms
Spectators
Participants
SupportStaff _
Tourism Enhancement Grant Event Application Revised August 2016
20
The undersigned certifies that the information provided above is true and accurate and any projections are
based on history of similar events and activities that are available to the industry and adjusted to local
conditions.
Applicant's Signature: '
Applicant's Printed Name:JQthy McCabe
Applicant's Title: Ex v ire
Date:_JQ.12.16
6 Tourism Enhancement Grant Event Application Revised August 2016
21
PACIFIC BONSAI MUSEUM
Tourism Enhancement Grant Request
NATIVES Exhibit
April 8—October 8,2017
MARKETING PLAN
Print Materials
• Museum 2017 rack card with list of events
® NATIVES Exhibit postcards(began distributing September 2016)
Digital
• Instagram
• PBM website
• Email news distribution to members and subscribers
• Online news and community calendars
Radio Advertising
• KNKX
• KUOW
• Oregon Public Media?
Print Advertising
• The Mercury(Portland)
• National and International Bonsai Journals
• The Stranger
• City Arts
Pop-Ups(tentative)
■ Amazon&Microsoft
® College campuses
Media
• Press Releases
22
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23
Past 5 years TEG information -Pacific Bonsai Museum
Application Event Event Amount Running
Year Name Date Awarded Total
2015 Bonsai Rising June21, 2015 $0.00 $0.00
2015 Tour for Artisans Sept 26 - $2,056.00 $2,056.00
Cup attendees September 28,
2015
2015 A Bonsai Solstice December 20, $500 $2,556
2015
2016 Decked-Out: From April 30 - $3,000.00 $5,556.00
Scroll to October 2, 2016
Skateboard
2017 Natives exhibit April 8 - October
8, 2016
Created February 1, 2017
24
ARMONY
INGS FEDERAL
RAL WA l
HARMONY KINGS
PO Box 3202
Federal Way,WA 98063
October 10,2016
Tim Johnson, Executive Assistant
Mayor's Office
City of Federal Way
33325--8"' Avenue South
Federal Way,WA 98003-6325
Dear Mr. Johnson and Members of the TEG Subcommittee,
You will find attached the application for funding of the 2017 Western Washington
Barbershop Chorus and Quartet Contest to be held in Federal Way on April 21 and 22,
2017. This will be the fifth year this event has been scheduled in Federal Way, and it has
brought many people to our hotels and restaurants. The Evergreen District of the
Barbershop Harmony Society has been very impressed with Federal Way, and is
considering bringing it back on an annual basis.
This contest consists of the all of the choruses in Division II of the Evergreen District
including almost all of the choruses and quartets west of the Cascades. We have been
advised that the groups in Division I may also be included bringing participants from
British Columbia. We may not have an update on this for several months,but it is
already becoming late to reserve a venue in Canada.
Grant support is critical to our success with an event such as this, as we cannot afford to
risk a financial loss. I am sure you realize the significant outreach the Harmony Kings
have in the Federal Way Community.
Sincerely,
James D. Burbidge
Contest Chairman
BARBERSHOP
HARMONY
SOCIETY
SM +
25
Tourism Enhancement Grant
Event Application
Read the Overview and Instructions before completing the application. Applications may be mailed, e-
mailed or dropped-off to the address below. If submitting by e-mail, please have a signed electronic
version included. The applications are to be sent to:
Tim Johnson, Director of
Economic Development
Mayor's Office
City of Federal Way
333258 th Avenue South
Federal Way,WA 98003-6325
tim.johnsvn,@c tyoffederaIway_cvm
Applicants will be notified of the date and time their application will be reviewed by the Tourism
Enhancement Grant (TEG) Subcommittee. It is recommended that a representative of your organization
be on hand at the review to answer questions from the TEG Subcommittee.
Applicant's Name: Jim Burbidge
Name of Organization: Federal Way Harmony Kings and Seattle SeaChordsmen
Mailing Address:2824 SW 300th PI, Federal Way WA 98023
Or: PO Box 3202, Federal Way,WA 98063
Website Address:_ www.harmonykings.org
Applicant's E-Mail Address: iimburbidge@comcast.net
For Profit
Non-Profit X Which Type: 501(c)3 X
501(c)6
other?
(include copy of current state or federal non-profit registration)
State Domiciled: Washington.
Daytime Telephone: 253-951-9650
Fax: None
Official Event Name: Western Washin on Barbershop Chorus and Quartet Contest
Proposed Date(s)of Event(MM/DD/YY): 04121/17&04/22/17
GRANT AMOUNT REQUESTED
3,000
26
Is this a new event program? No X
Has your organization ever applied for a TEG? Yes X
If yes,when? 2014, 2015,&2016
Has your organization received a TEG award in the past? Yes X No
Scope of the event:
Less than 50 miles(Federal Way,Auburn,etc.)
More than 50 miles(Western WA) X
Statewide
Multi-States (Western US)
National X(several judges will come from other states)
International X (Possibly some from Canada)
Briefly describe the event and how it will improve/increase tourism activities in Federal Way.
This is the first stage of a series of coinpetitions leading to the International Barbershop
Chorus and Quartet Contests. Contestants are competing to appear at the Evergreen District
Chorus and Quartet Contest that lead.-,to the International Contests in 2017. Choruses and
Quartets from Western Washin tgton_are eligible and it is not unusual for a quartet from British
Coluinbia Oregon,or Eastem Washington to participate. The contest will bring a number of
people into Federal Way hotels and iocat restaurants should see a surge in business on Friday,
Saturday and Sunday morning.
Is there a cultural or educational value to the event?If yes,please explain.
Barbershop Hannony is a true American art form. °The general public will be welcome at
any of the contest events, the Show of Champions,and the Afterglow after the last
performance on Saturday evening. In the past the contest has consisted of male singers.
Last year we included mixed quartets singing barbershop arrangements and are reaching a
Iarger number of participants. We were one of the first Divisions in the International
Society to do this. Ironically,a mixed quartet had the highest score in the contest! This
year we will be initiating a"Tag Contest"involving the teaching of a short barbershop
arrangement,usually the chord-bending end of a song,and evaluating the performance of
four or five participants. The general public will be encouraged to participate by having
experienced barbershop singm sing with them.
FINANCIAL INFORMATION
On a separate sheet, attach a budget for the event listing revenues and expenses. In addition to revenue
provided by the organization or the event(ticket sales,etc.),include a list of other sources of forecasted
revenue support,either those requested and pending or confirmed (sponsorship,grants,etc.). Is this
support in-kind or financial? If financial, include the amount.
Do you expect to make a profit? Yes _ _
If yes, how much? $7,795 (Approximately$3,900 for each chapter)
27
MARKETING
On a separate sheet,attach information on how the event will be publicized and marketed. List all
publications and media venues(Facebook,Twitter,website,brochures, newspaper,magazines,etc.); in
addition to any give away promotional materials that will be used.
EVENT INFORMATION
Length of the event:
One day
Two days X
Three days
Four days
Five or more days
Location of the event:
Federal Way X
South King/North Pierce County
Other
Tourism Season:
Peak Season (Jun-Sep)
Shoulder Season(Oct,Jan-Mar)
Off Season (Nov-Dec,Apr-May) X
Proposed venue(s): Our Savior's Baptist Church.701 S 320th,Federal Way,WA 98003
Have you confirmed the availability of the proposed dates at the primary venue? Yes
Will you have a need for secondary or practice venues? Yes No X
Proposed schedule of the event for each day:
Date Time Event
A261 21.2017 7 PM to 10 PM Division 11 Quartet Contest
April 21,2017 10 PM to Midnight Quartet Evaluations
April 22,2017 10 AM to 11:30 AM Division II Chorus Contest
April 22,2017 12:30 PM to 2:30 PM Chorus Evalutions and Coaching
April 22, 2017 3:00 PM to 5 PM Barbershop Tag Contest
Apri122,2017 7:30 PM to 9:30 PM Show of Champions _
April 22,2017 10:00 PM to Midnight Afterglow
28
ECONOMIC IMPACT OF EVENT
Breakdown of projected attendees over the course of the event:
Date:4/21 Date: 4/22 I Date: 4122 Date: 4122 TOTAL
7 P 10 AM 3 P 713M
Attendees_ _ Attendees Attendees Attendees Attendees
Spectators 300 150 150 400 1000
Participants 120 200 40 250 610
Support Staff 25 25 20 20 90
TOTAL ATTENDEES 445 375 210 670 1700*
*Participants at one event become spectators at another. The support staff is the same 20
people for all four events with 5 additional needed for the actual contests. The best estimate
would be about 600 different people as total spectators,participants and support.
Provide an estimate of where projected attendees will travel from and their projected room nights(total
number of rooms for their entire stay)during the event.
Regional
Loc M u Iti-S
Attendees al (Wester Statew tates Nation Internatio TOT
(les n WA ide (Wester al nal AL
greater
n US)
tha than 50
n
miles)
50
mil
es)
Spectator _ _Room -0-
s Room Room nights
nights nights
Participan 6 Roo nights 6 _ 22
is m Room Room
nights nights nights
Sup 4 4 s 12 32
port Room Room Room Room
Staff nights nights nights nights
TOTAL 10 14 10 8 12 0 54
Total Projected Attendees 600
Total Projected Room Nights 54
29
What types of business do you expect will be affected?
Services(gas,mini-marts,etc.) X
Entertainment X
Restaurants X
Shopping X
Lodging_X
LODGING AND HOTEL STAYS
Will you be listing any"Official Lodging"for this event? Yes X No
If yes, provide name,address,contact person,and phone number.
The Clarion Hotel,31611-20th Ave. S.,Federal Way,WA 98003;
The hotel manager,Rebecca Peck,is our contact person. 253-941-6000
Provide all hotels/motels that you will include in all your publicity for the event.
The Clarion Hotel in Federal Way
Federal Way Hampton Inn
Courtyard by Marriott in Federal Way
Best Western in Federal Way
List all the hotels/motels where rooms have or will be blocked for spectators, participants,and support
staff.
The Clarion Hotel in Federal Way
We will ask other hotels to block rooms for us if we are advised Division I will also participate in our
contest. (Please see cover letter.)
Projected Attendees Hotel/Motel Name Number of
Blocked Rooms
Spectators N/A
Participants Federal Way Clarion Hotel 30 X 2 Nights
Support Staff Federal Way Clarion Hotel 10 X 2 Nights
The undersigned certifies that the information provided above is true and accurate and any projections are
based on history of similar events and activities that are available to the industry and adjusted to local
conditions.
Applicant's Signature: James D. Burbidge
Applicant's Printed Name:_James D.Burbidge
Applicant's Title: Contest Chairman
Date: October 11,2016
30
WESTERN WASHINGTON
BARBERSHOP CHORUS AND QUARTET CONTEST
2017
Marketing
The Harmony Kings have added a new non-singing member to our Board of Directors.
He is in charge of marketing the chorus and our events,and will take over the promotion
of this contest.
The event will be marketed to members of the Barbershop Harmony Society through
publications received by each member, including a listing in the International Society
magazine, The Harmonizer, several listings, articles and advertisements in The Timbre,
the monthly online publication of the Evergreen District of the Society and The
Greenline, an online newsletter that is written when there is news to share among the
membership. It will be listed in the online calendar of events for the Evergreen District
of the Barbershop Harmony Society and on the Federal Way Harmony Kings' web site.
Each chorus in the Division will receive an invitation to participate,and follow-up phone
calls and chapter visits will be made to several of the smaller choruses that might be
vacillating about participation. The event will be publicized on Facebook and Twitter
accounts of our membership. Word of mouth from the barbershop chorus membership is
one of our most effective marketing tools.
We will publicize the event with several ads in the Federal Way Mirror if we have
enough lead-in funds available. A large sign is provided on 320` street by the venue
(Our Savior's Baptist Church) for two weeks prior to the event.
Hotel Rooms
The Clarion Hotel provides us with a list of all the rooms reserved through the
Barbershop Harmony Society hold. As some participants and spectators may choose to
use a different hotel, it becomes difficult to provide an accurate count on the total number
of rooms utilized. We will have a questionnaire at the registration desk to help gather
that information.
31
2017 WESTERN WASHINGTON
DIVISIONII BARBERSHOP CHORUS AND QUARTET CONTEST
AND INTERNATIONAL PRELIMS
Federal Way Harmony Kings/Seattle SeaChordsmen
April 21 & 22, 2017
Preliminary Budget
October 1,2016 Page 1 of 2
INCOME 2016 2016 2017 2017
Est/(Actual) Actual $Estimate
All Events Tickets"Early Bird" 115 @ $60 120 @ $60 $ 7,200
Competitor (122 2 $60) $ 7,320
All Events Tickets after April 1 85 @ $70 95 @ $70 $ 6,650
Competitor (96 2 $70) $ 6,720
All Event Non-competitor 70 @ $35 45 @ $30 $ 1,350
(46 @ $30) $ 1,380
Individual Ticket Sales $ 1,550 $1,550 $ 1,550
TOTAL TICKET SALES
$ 16,970 $ 16,750
Program Ads
Federal Way Tourist Enhancement Grant $2,000
Evergreen District: Judge's Double Panel $1,500 -0- -0-
Pending
TOTAL INCOME $ 16 970 $ 16,750
EXPENSES
Auditorium Rental Our Savior's $ 1,200 $ 1,300
Deposit Baptist
Deposit Returned, 5-13-2016 Church
Sound Technician Our Savior's $ 612.50 $ 700
Lighting Technician Our Savior's $ 612.50 $ 700
Publicity Our Savior's $ 45.00 $ 45
Total: $2970 +Exchange +Exchange
-deposit= With FW With FW
$ 2,530 _ Mirror Mirror
Hotel Meeting Rooms Clarion Clarion Inn NC
Inn N/C
Judges Travel Expense $1,969 *** $ 3,000
Judges Hotel 8 @ $99.24 8@$105 $ 2,140
(Includes Contest Admin.) 2 @ $110.39 2@$115
X 2 Nights) $2,201 X 2 Ni hts
Judges Meals $ 570 $ 600
Judges Gifts (Federal Way Memorabilia) $ 63 $ 75
Judges Transportation&Parking donated donated
Judges Misc. (Box Lunches & Supplies) $ 314 $ 350
2016 2017
Actual Estimate
Program Printing $ 819 $ 850
Ticket Printing $ 250 $ 275
32
2017 WESTERN WASHINGTON
DIVISION H BARBERSHOP CHOR US AND Q UAR TET CONTEST
AND INTERNATIONAL PRELIMS
Federal Way Harmony KingslSeattle SeaChordsmen
April 21 & 22, 2017
Preliminary Budget
_ October 1,2016 Page 2 of 2
Box office expenses $ 72 $ 100 $ 100
Awards and Trophies $ 479 $ 500 $ 500
Copy Fee From Our Savior's(Scores) 60 $ 65 $ 75
Registration Su lies/Bankcard Fees $ 273 $ 300 $ 325
ASCAP/BMI/SOCAN License -0- $ 120 $ 120
Contingency -0- $ 300 $ 300
Photographer Photos not Photos not
included in included in
registration registration
Videographer Donated $ 300 $ 400
Web Site Design Update n/a $ 200 $ 100
Ticket Refund $ 285 -0- $ -0-
TOTAL EXPENSES $ 9,825 $ 11,955
NET PROFIT $ 7,145 $ 4,795
Federal Way Tourist Enhancement Pending $ 2,000 $ 3,000
Evergreen District Judges Subsidy Grants
NET PROFIT including TEG Grant $ 7,145 $ 7,795
• **The Harmony Kings and the SeaChordsmen each sell program ads to their own constituency. As the
SeaChordsmen find it difficult to sell ads for a program in Federal Way,all proceeds from the ads are kept by the
individual chapters and are not a part of the budget.
• ***Estimate for judges' travel is higher than our actual expenses in 2016. 2016 Expenses were lower,as three of
the judges came from the Evergreen District.
• Estimated net profit is $3,882.50 for each chapter.
33
2016 WESTERN WASHINGTON
BARBERSHOP CHORUSA ND QUARTET CONTEST
Federal Way Harmony KingslSeattle SeaChordsmen
April 21 & 22, 2017
October 5,2017 Page 1 of 1
OTHER SOURCES OF FUNDING
We have requested funding from:
• Evergreen District, Barbershop Harmony Society
o Funding for Double Judges Panel
o If we have more than 12 to 16 quartets entered,we will need twice the usual number of judges.
More quartets does not necessarily mean more registrations, as choruses are now encouraging their
members to form quartets to get the benefit of judging and coaching.
o $2,000 (the most we can probably expect is $1,000).
o We are researching other sources.
• **The Harmony Kings and the SeaChordsmen each sell program ads to their own constituency. As the
SeaChordsmen find it difficult to sell ads for a program in Federal Way,all proceeds from the ads are kept by the
individual chapters and are not a part of the budget.
• ***Our ability to host this event is dependent upon receiving the grants.
34
HARMONY KINGS CHAPTER C-047
Barbershop Harmony Society
PO Box 3202
Federal Way,WA 98063
RE: IRS Determination of Non-profit Status
Appended is a copy of the original IRS Determination Letter of Non-Profit Status
defining the 501-c-3 status of the Barbershop Harmony Society(formerly known as the
Society for the Preservation and Encouragement of Barbershop Quartet Singing in
America, Incorporated), and its various districts and chapter, of which the Federal Way
Harmony Kings Chapter C-047 is one.
Internal Revenue Service
Department of the Treasury
P.O.Box 2506
Date: October 12,2007 Cincinnati,OH 45201
Person to Contact:
SOCIETY FOR PRESERVATION&ENCRGMNT OF Ms.I pmu 17-^it19Ra
BARBERSHOP QUARTET SINGING AMER Customer Service Representative
SPEBSOSA Toll Free Telephone Number:
110 SEVENTH AVE NORTH 877-829-5500
NASHVILLE TN 37203 Federal Identification Number:
39-0926339
Group Exemption Number.
0943
Dear Sir or Madam:
This Is in response to your request of October 12,2007,regarding your organization's tax-exempt status. We
have updated our records to reflect the address change as Indicated above.
In May 1946 we issued a determination letter that recognized your organization as exempt from federal incomo
tax.Our records indicate that your organization Is currently exempt under section 501(oK3)of the Internal
Revenue Code.
Our records Indicate that your organization is also classified as a public charity under
section 509(x)(2)of the Internal Revenue Code.
Based on the information supplied,we recognized the subordinates named on the list your organization
submitted as exempt from federal Income tax under section 501(cx3)of the Code.
Our records Indicate that contributions to your organization are deductible under section 170 of the Code.and
that you are qualified to receive tax deductible bequests,devises,transfers or gifts under section 2055,2106 or
2522 of the Internal Revenue Code.
If you have any questions,please call us at the telephone number shown In the heading of this letter.
t�Sincerely,
Michele M.Sullivan,Oper.Mgr.
Accounts Management Operations 1
35
Past 5 years TEG information - Federal Way Harmony Kings
Application Event Event Amount Running
Year _ Name Date Awarded Total
2010 No applications $0
_ submitted
2011 2012 Evergreen Sep. 20-23, 2012 $5,200.00 $5,200.00
District
Convention &
Contest-
Barbership
Harmony Society
2012 No applications $5,200.00
submitted _
2013 Western WA May 2-3, 2014 $2,500.00 $7,700.00
Barbershop
Chorus &
Quartet Contest
2014 Western WA Apr. 17-18, 2015 $3,000.00 $10,700.00
Barbershop
Chorus &
Quartet Contest
and Evergreen
District
International
Preliminary
Quartet Contest
2015 No applications $10,700.00
submitted
2016 Western WA April 22-23, 2016 $2,000.00 $12,700.00
Barbershop
Chorus &
Quartet Contest
2017 Western WA April 21-22, 2017
Barbershop
Chorus &
Quartet Contest
Created February 1, 2017
36
CITY OF
Federal Way
Tourism Enhancement Grant
Event Application
Read the Overview and Instructions before completing the application. Applications may be mailed, e-
mailed or dropped-off to the address below. If submitting by e-mail, please have a signed electronic
version included. The applications are to be sent to:
Tim Johnson, Director of
Economic Development
Mayor's Office
City of Federal Way
333258 1h Avenue South
Federal Way,WA 98003-6325
tJm.johnson@)city_offederalway.com
Applicants will be notified of the date and time their application will be reviewed by the Tourism
Enhancement Grant(TEG)Subcommittee. It is recommended that a representative of your organization
be on hand at the review to answer questions from the TEG Subcommittee.
Applicant's Name: Ian Walker
Name of Organization: Rhododendron Species Foundation
Mailing Address: P.O. Box 3798, Federal Way, WA, 98063
Website Address: rhodygarden.org
Applicant's E-Mail Address: ianandjean@frontier.com
For Profit No
Non-Profit Which Type: 501(c)3 X 501(c)6 other?
(include copy of current state or federal non-profit registration)
State Domiciled: WA
Daytime Telephone: (206) 546-9145 Fax: N/A
Official Event Nang i 2017 Rhododendron Species Foundation Symposium
Proposed Date(s)of Event (MM/DD/YY):_ 04/07/17, 04/08/17, 04/09/17
GRANT AMOUNT REQUESTED
2500
Tourism Enhancement Grant Event Application Revised August 2016
37
Is this a new event program? Yes No X
Has your organization ever applied for a TEG? Yes X No If yes,when? 2012
Has your organization received a TEG award in the past? Yes X No
Scope of the event:
Less than 50 miles(Federal Way,Auburn,etc.)
More than 50 miles(Western WA)
Statewide
X Multi-States(Western US)
National
X International
Briefly describe the event and how it will improve/increase tourism activities in Federal Way.
The Foundation is recognized as the world leader in the collection and preservation_.of thh species Rhododendron.
meeting brings together specialists and enthusiasts from the west coast, Canada and from around the world to
Federal Way to learn about and study the collection, discuss current plant exploration and have access to the
herbarlam—Publicity, in addition o promoting the symposium, will also highlight local gardens and local points of it
to be visited on the last day of the symposium.
Is there a cultural or educational value to the event?If yes, please explain.
The primary value is educational. Our keynote seaker, Dr. Schepker. Scientific Diredar of Brennan
Rhododendron Park in Brennen Germany, will share with us his insights on Rhododendron diversity in the wild.
Other topics such as newly discovered species and recent Rhododendron conferences will be discussed.
in addition, we wul be hosting several Botany students from the University of Washington as part of their education,
program.
FINANCIAL INFORMATION
On a separate sheet, attach a budget for the event listing revenues and expenses. In addition to revenue
provided by the organization or the event(ticket sales, etc.), include a list of other sources of forecasted
revenue support,either those requested and pending or confirmed (sponsorship,grants, etc.). Is this
support in-kind or financial?If financial,include the amount.
Do you expect to make a profit?Yes No X If yes, how much? _
The budget is attached as sheet 2a. We have no other sources of forecasted revenue support for
this event.
Tourism Enhancement Grant Event Application Revised August 2016
38
MARKETING
On a separate sheet,attach information on how the event will be publicized and marketed. List all
publications and media venues(Facebook,Twitter,website,brochures,newspaper,magazines,etc.); in
addition to any give away promotional materials that will be used. See attached sheet 3 a.
EVENT INFORMATION
Length of the event:
One day
Two days
X Three days
Four days
Five or more days
Location of the event:
X Federal Way
South King/North Pierce County
Other
Tourism Season:
Peak Season (Jun-Sep)
Shoulder Season (Oct,Jan-Mar)
X Off Season (Nov-Dec,Apr-May)
Proposed venue(s): Evergreen Inn &Suites, Best Western
Have you confirmed the availability of the proposed dates at the primary venue? Yes X No
Will you have a need for secondary or practice venues? Yes No X
Proposed schedule of the event for each day:
Date Time Date Time
04/07/2017 Noon -8pm
04/08/2017 7:00 am -9:30 pm
04/09/2017 7:00 am - 1:00 pm _
31 Tourism Enhancement Grant Event Application Revised August 2016
39
ECONOMIC IMPACT OF EVENT
Breakdown of projected attendees over the course of the event:
Date: 04/07 Date: 04/08 Date: 04/09 Date: TOTAL
Attendees Attendees Attendees Attendees Attendees
Spectators 75 125 75 275
Participants 2 2 1 5
Support Staff 6 8 4 18
TOTAL ATTENDEES 83 135 80 298
Provide an estimate of where projected attendees will travel from and their projected room nights(total
number of rooms for their entire stay) during the event.
Local Regional Multi-States
Attendees less than (Western WA Statewide TOTAL
50 miles greater than (Western National International
50 miles) )
Spectators 30 20 2 20
Room nights Room nights Room nights Room nights Room nights Room nights 72
Participants 2 2
Room nights Room nights Room nights Room nights Room nights Room nights
Support 2 2
Staff Room nights Room nights Room nights Room nights Room nights Room nights
TOTAL 4 30 20 2 20 76
Total Projected Attendees 125 Total Projected Room Nights 76
What types of business do you expect will be affected?
Services(gas, mini-marts,etc.) X Entertainment X
Restaurants X Shopping X Lodging X
Tourism Enhancement Grant Event Application Revised August 2016
40
LODGING AND HOTEL STAYS
Will you be listing any"Official Lodging"for this event? Yes X No
If yes,provide name,address, contact person, and phone number.
Best Western Plus, Evergreen Inn & Suites32124 25th Avenue South, Federal Way WA, 98003
(253)529-4000, Fax(253)529-3555
Doreen Vitek, Sales Manager http://www. bestwesternfederalway.com__
Provide all hotels/motels that you will include in all your publicity for the event.
Best Western, Federal Way
List all the hotels/motels where rooms have or will be blocked for spectators, participants,and support
staff.
F Number of Blocked
Projected Attendees Hotel/Motel Name Rooms
Spectators -
Participants April 7,2017 25
April 8, 2017 25
Support Staff
We are able to scale up the number of rooms as needed.
Tourism Enhancement Grant Event Application Revised August 2016
41
The undersigned oertifiesthat the information provided above is true and accurate and any projections are
based on history of similar events and activitiesthat are available to the industry and adjusted to local
conditions
Applicant's Signature: TGtrt
Applicant's Printed Name: Ian Walker
Applicant's Title: Rhododendron Species Foundation, Board Member, Fund Raising
Date: October 14, 2017
6 Tourism Enhancement Grant Event Application Revised August 2016
42
2017 SYMPOSIUM BUDGET
Facili
2-day room rental $ 350
AV package rental 340
Bartender& Liquor permit 130
Decorations 100
$ 920.00
Speaker
Travel from Germany 1500
Speakerfee 500
Lodging, meals,etc. 750
2750.00
Publicity&Materials
Publicity& presentation materials 3060
3060.00
Comp&Staff meals
8 staff meal pkg. @65 520
6 U of W Bot. students @65 390
910.00
Total Fixed Costs $7640.00
Profit/(loss)
Per capita profit/(loss)if: 75 100 125 150 attendees
Fixed Costs $ 102 $76 $ 61 $ 51
Attendee Food 65 65 55 65
Total 167 141 126 116
Registration 125 125 125 125
P/L per attendee $ (42) $ (16) $ (1) $ 9
Total profit/(loss) (3150) (1600) (125) 1350
43
MARKETING PLAN
Our marketing plan will involve the following areas and will include notices, advertisements, mailed
notifications and telephone calls.The estimated costs are indicated. Listed below are the probable
sources to be used.
Diltital and Social Media promotions
The Rhododendron Species Botanical Garden's website $ 0
Seattle Southside Regional tourism website 0
Yelp ads 400
Facebook ads 200
Eblast promotion 75
Print Media
Federal Way Mirror—Sound Publishing 550
Annual of the American Rhododendron Society 150
Pacific Horticulture Magazine 500
Rhododendron, Camellia& Magnolia Group Yearbook 0
Fine Gardening(Taunton Press) 575
Other
Printed postcards and mailing 550
Total estimated cost $3000
Telephone Tree
In addition, Board members will be asked to call other members of the Rhododendron Species
Foundation who are located in British Columbia,Canada, Oregon and California to invite them to attend
the symposium.
3a
44
Past 5 years TEG information- Rhododendron Species Garden
Application Event Event Amount Running
Year Name Date Awarded Total
2012 Fall Foliage October 7— $3,000.00 $3,000.00
Billboard October 27, 2012
Outreach _
2017 Rhododendron April 7—April 9,
Species Garden 2017
Foundation
Symposium
Created February 1, 2017
45
CITY OF
Federal Way
Tourism Enhancement Grant
Event Application
Read the Overview and Instructions before completing the application. Applications may be mailed, e-
mailed or dropped-off to the address below. If submitting by e-mail, please have a signed electronic
version included. The applications are to be sent to:
Tim Johnson, Director of
Economic Development
Mayor's Office
City of Federal Way
333258 th Avenue South
Federal Way,WA 98003-6325
tim:johnsan@cit_yo€Federalwav,com
Applicants will be notified of the date and time their application will be reviewed by the Tourism
Enhancement Grant (TEG) Subcommittee. It is recommended that a representative of your organization
be on hand at the review to answer questions from the TEG Subcommittee.
Applicant's Name:Jason Lee
Name of Organization: USA Taekwondo Washinetan
Mailing Address:2302 Harrison Ave NW Ste.205 Olympia, WA 98502
Website Address: www,usatwashin ton.com and httP://www.teamusa.org USA-Taekwondo
Applicant's E-Mail Address: jasonlee@usatwashington.com
For Profit
Non-Profit Which Type: 501(c)3 x 501(c)6 other?
(include copy of current state or federal non-profit registration)
State Domiciled: WA
Daytime Telephone: 360-357-6433 rax:
Official Event Name:2017 VSAT Washington State Championship
Proposed Date(s)of Event(MM/DD/YY): 02125/17—02/26117
GRANT AMOUNT REQUESTED
7500-10000
Tourism Enhancement Grant Event Application Revised August 2016
46
Is this a new event program? Yes No.x
Has your organization ever applied for a TEG? Yes No x If yes,when?
Has your organization received a TEG award in the past? Yes._ No x
Scope of the event:
Less than 50 miles(Federal Way,Auburn,etc.)
More than 50 miles(Western WA)
Statewide
x Multi-States(Western US)
National
International
Briefly describe the event and how it will improve/increase tourism activities in Federal Way.
The USA Taekwondo under the U.S.Olympic Committee(USOC)requires that each State Association(USAT WA)hosts
an annual State Championsliip. Taekwondo athletes will qualify to go to[.LSAT Nationals through the State
Championships. There are demo Team,Individual Forms,Team Forms,Pairs Forms,Board Breaking and Sparring
competition events. Students from as young as 5 years old to senior citizens compete to earn their spot to Nationals. This
is a large family event. Families travel together to cheer on their athletes. All competitors are required to weigh in the day
before the event and all officials who will judge the events are required to participate in a referee seminar conducted the
day before the event day. These requirements make this a multi day event. This will be our third year in charge of the
event. The past two years we have hosted at Edmonds Community College and grew from 180 participants in 2015 to 260
particpants in 2015 from WA,OR,CA and MT. We hope to grow again in 2017. 113 of the competitiors in 2016 came
from out of state and 1 think Federal Way with its location near Seatac Airport will be attractive to more of state athletes.
Because they are traveling from a long distance these families wiI]stay in the surrounding area and will spend money for
lodging,food and tourism.
Is there a cultural or educational value to the event? If yes,please explain.
Taekwondo is a Korean martial arts that is only one of three martial arts that are an official Olympic sport. Taekwondo
emphasises self defense,fitness and character. Taekwondo students are taught to show respect and have perseverance.
Many students who practice taekwondo joined to build self esteem and focus skills.
FINANCIAL INFORMATION
On a separate sheet,attach a budget for the event listing revenues and expenses. In addition to revenue
provided by the organization or the event(ticket sales,etc.),include a list of other sources of forecasted
revenue support,either those requested and pending or confirmed (sponsorship,grants,etc.). Is this
support in-kind or financial? If financial, include the amount.
Do you expect to make a profit?Yes x No If yes, how much? $2000
2 Tourism Enhancement Grant Event Application Revised August 2016
47
MARKETING
On a separate sheet,attach information on how the event will be publicized and marketed. List all
publications and media venues (Facebook,Twitter,website, brochures, newspaper, magazines,etc.); in
addition to any give away promotional materials that will be used.
Facebook, website, flyers on site, mail flyers
EVENT INFORMATION
Length of the event:
One day
x Two days
Three days
Four days
Five or more days
Location of the event:
x Federal Way
South King/North Pierce County
Other
Tourism Season:
Peak Season (Jun-Sep)
x Shoulder Season (Oct,Jan-Mar)
Off Season (Nov-Dec,Apr-May)
Proposed venue(s): I need assistance in findinlz venue in Federal Way. We have used Edmonds Community,
College its Edmonds,WA and St.Martin's Univeristy Pavilion in Lacey,WA in the past.
Have you confirmed the availability of the proposed dates at the primary venue? Yes No x
Will you have a need for secondary or practice venues? Yes x_ No
Proposed schedule of the event for each day:
Date 02/25/17 Time 10am-7prn DateOZ126/17 Time 8am-6pm
48
ECONOMIC IMPACT OF EVENT
Breakdown of projected attendees over the course of the event:
Date:02/25/17 Date:02/26/17 Date: Date: TOTAL
Attendees Attendees Attendees Attendees Attendees
Spectators None 500-1000
Participants 275+ 275+
Support Staff 30-50 30-50
TOTAL ATTENDEES 300 1000
Provide an estimate of where projected attendees will travel from and their projected room nights(total
number of rooms for their entire stay)during the event.
Local Regional Multi-States
Attendees (less than (Western WA Statewide (Western National International TOTAL
50 miles) greaterthan US
50 miles) )
Spectators _ 20 50 50
Room nights Room nights Room nights Room nights Room nights Room nights
Participants _ 20 50 50
Room nights Room nights Room nights Room nights Room nights Room nights
Support 30 _
Staff Room nights Room nights Room nights Room nights Room nights Room nights
TOTAL
Total Projected Attendees Total Projected Room Nights
What types of business do you expect will be affected?
Services(gas, mini-marts,etc.) x Entertainment x
Restaurants x Shopping x Lodging x
Tourism Enhancement Grant Event Application Revised August 2016
49
LODGING AND HOTEL STAYS
Will you be listing any"Official Lodging"for this event? Yes x No
If yes, provide name,address,contact person,and phone number.
Need assistance in making contacts with local lodging
Would like to setup a Headquarter Hotel—for weighins onsite and to host a referee seminar. Average attendence is 40-50
people,need a conference room.
Provide all hotels/motels that you will include in all your publicity for the event.
List all the hotels/motels where rooms have or will be blocked for spectators, participants,and support
staff.
Projected Attendees Hotel/Motel Name Number of Blocked
Rooms
Spectators
Participants
Support Staff
Tourism Enhancement Grant Event Application Revised August 2016
50
The undersigned certifies that the information provided above is true and accurate and any projections are
based on history of similar events and activities that are available to the industry and adjusted to local
conditions.
Applicant's Signature: Jason Lee
Applicant's Printed Name: i asoii I x v
Applicant's Title: President
Date:_10/16.f 2016
6 Tourism Enhancement Grant Event Application Revised August 2016
51
WASHINGTON
Estimated USAT Washington 2017 Championship Budget
Items Total Items Tota I
Venue $3,000 Registration Fees $20,625.00
Daedo System $3,500 Coach Fees $1,000.00
Marketing $2,000 Spectator Tickets $4,000.00
Awards $2,500
Meals for volunteers $1,400
Sanction Fee $250
Medic $250
Referee Services $2,000
Volunteer Tshirts $800
Concession $500
Staff Lodging $2,500
Boards-Breaking Competition $1,000
Credentials $500
Mat Rentals $2,000
USAT Service Fee $2,750
Totals Expenses $24,950 ITotal Revenue $25,625.00
Budget based on 2016 Washington State Championship
USATWASHINGTON.COM
52
Past 5 years TEG information-Taekwondo USA
Application Event Event Amount Running
Year Name Date Awarded Total
2017 USAT February 25—
Washington February 26,
State 2017
Championship
Created February 1, 2017
53
2 017 usn
TREI( WONDO
-ON STRTE CHRMPIONSHIPMarch 12, 201Fr
4
w
Decatur 1School -
M
2800 SW 320th St.
Federal Way, WA 98023
POOMSAE
SPARRING
w rr . BOARD
BREAKING
r
Daedo PSS will be used fori Belt ■
Qualify to compete at 2017 USAT National ■ ■ #
Presented by: �
USA Taekwondo Washington � WASHINGTON°"
Tournament Director: ONLINE REGISTRATION ,��
Master Jason Lee www.usat.hangastar.com
WA State President
Information: www.usatwashington.com
Follow us on: Facebook.com/usatwashington
Email: usatwashington@gmail.com ,;,A, !,IA: -
Thank you to our Sponsors
Federal Way mooTo
WASRLIIO?ON BEST
U S A nrwRTlAI.ARTS
r
54
T11�1�NIE�iIIX?
r WASHINGTON"
2017 USAT WASHINGTON STATE CHAMPIONSHIP
2302 Harrison Ave NW Ste. 205
Olympia,WA 98502
www.usatwashington.com
Facebook.com/usatwashington
See You Sunday, March 12, 2017 0 Decatur High School, Federal Way
Event Manual Available on usa®taekwondo.us
Official USAT Washington State Events will be announced online at
www.usatwashington.com or Facebook.com/usatwashington
LAS �Dq
�� TIA
WASHINGTON
USAT Washington is a 5010 Non-Profit
Proceeds from the State Championship and other USAT WA events are allocated to the
development of taekwondo in Washington State. If you would like to make a financial
contribution to the growth of taekwondo in our State
please contact: usatwashington@gmail.com
55
WASHINGTON
VSAT Washington State Championship
March 12, 2017 (Full Day Event)
Decatur High School, Federal Way, WA
Estimate Participation: 300-350 Athletes (4 years old to Senior Citizens)
• 15% of Athletes live in zip codes outside of WA
10% of Athletes live in zip codes 60+ miles away
• 27% of Athletes live in zip codes 45+ miles away
o Stats from 2016 State Championship
Estimate Spectators: 400+ Family and Friends (this event is family friendly)
Athletes will compete in Forms, Breaking, Sparring & Demo Team events to qualify for
the 2017 U.S. Nationals in Detroit, MI in July.
All competitors must weigh-in the day before the event at Best Western Venue.
Estimate Coaches: 30+ Coaches
• Coaches must be certified through USAT
• Coaches must pass Safe Sport(USOC Background Check)
USAT Referee Seminar
March 11, 2017 (9:00am-5:00pm)
Best Western Plus, Federal Way, WA
Estimate Participation: 40+
• All persons planning to Referee at this event must participate in Seminar
• Oregon TKD Association will be participating to certify their Referees
o First time WA and OR State will be combining their Seminars
Daedo Scoring System
A single set includes: Electronic sensor chest protector, head gear, foot pads. This
system electronically scores all the hits as they happen in real time. Using the Daedo
system attracts a lot of athletes to participate in the event, because it is the same
system as the one used in the Olympics and International Competition.
USATWASHINGTON@GMAII.COM USATWASHINGTON.COM
56
Budget (estimates based on 2016 championship expense report)
Items Total
Venue $3,000
Daedo System $3,500
Marketing $2,000
Awards $2,500
Meals for volunteers $1,500
Sanction Fee $250
Medic $250
Referee Services $2,000
Volunteer T-shirts $800
Concession $500
Staff Lodging $2,500
Boards for competition $1,000
Credentials $500
Mat Rentals $2,000
USAT Service Fee $3,500
Totals Expenses $25,800
We are requesting a Grant of$12,900. 50% of the total operating costs.
USAT Washington is a growing Non-profit that wants to establish a long lasting foot hold
in taekwondo competition in the State. In the two years we have been in operation, we
have grown the participation in the Championship 3x. Our goals:
m Host a quality State Championship
• Qualify Athletes for USAT Taekwondo Nationals
• Host Referee Seminars
• Become an attractive destination for out of State Athletes
• Possibly host larger events
USATWASHINGTON@GMAIL.COM USATWASHINGTON.COM
57
Best
i��
e
l este
PLUS.
January 25, 2017
Mayor Jim Ferrell
City of Federal Way
33325 81"Ave S.
Federal Way,WA 98003
Honorable Mayor Ferrell
City of Federal Way,
The Management and staff at The Best Western PLUS,Evergreen inn&Suites are excited to
house and serve the Washington State Taekwondo Championships hosted by USA
Taekwondo Washington in the City of Federal Way and support this event,
Thank you,
117
Doreen Vitek,Director of Sales January 25,2017
Best Western PLUS Euergreen Inn & Suites
32124 25th Ave South, Federal Way,WA 98003 P:(253)529-4000 Reservations: (800)780-7234
Best WesternFed era I Way.com
Whereuer Life Takes You, Best Western Is There.,
Each Best Western'branded hotel is independently owned and operated
58
Master Shon's Black Belt Academy
Character Development&Family Fitness
g 2136 SW 336"'St., Federal Way,WA 98023 (253)838-5660
' 4 + www-rnaslershontkd.cvm
January 30,2017
CITY OF FEDERAL WAY
33325 8'AVE. S.
FEDERAL WAY,WA 98003
(253) 835-7000
To the City of Federal Way,
I have been an active business member in the Federal Way community for over 19 years.
We are very excited about having the Washington State Taekwondo Championships hosted
By USA Taekwondo Washington,in the City of Federal Way and support this March 12th,2017
event.
Not only will it promote our city of Federal Way,but it will also bring in many athletes all over WA,
to participate in such an exciting event.
Thank you in advance.
Sincerely,
Master Chang Rak Shon
Head Master/Owner
59
Sports Srakt SEATTLE
January 1, 2017
To the City of Federal Way,
We are excited about having the Washington State Taekwondo Championships hosted
by USA Taekwondo Washington in the City of Federal Way and support this event.
Thank you,
Sports Seoul USA
Email: seattle@sports seoulusa Website: sportsseoulseattle.com
60
January 26, 2017
Spencer Stark
Edmonds Community College
20000 68th Ave W
Lynnwood, WA 98036
To Whom It May Concern:
I can attest that Jason Lee and the USA Taekwondo Washington group have rented our
facilities (Seaview Gymnasium) in the past and are in good standing with our
organization. They treated the facility with respect, communicated well, and paid all
bills/invoices on time.
I have no hesitation in recommending them to rent any facilities for the events they
organize. Please don't hesitate to contact me any other questions you may have.
S111C rely, >
r'
'Spencer Stark
Edmonds Community College
Associate Athletic Director
(42.5)640-1446
61
Saint Martin's
/ UNIVERSITY
January 26,2017
To whom it may concern--
The
oncern:The Event Services Department of Saint Martin's University has had a long established business
relationship with the U.S. Martial Arts Center.They hold their annual "Governors Cup Martials
Arts" competitions with us, and have also performed at some our athletic events during
halftime intermissions.They have always been very helpful, respectful, and their students have
been a pleasure to have on our campus.
I have no hesitation in giving reference for U.S. Martial Arts Center and the Lee family. Please
do not hesitate to call or E-mail with any questions.
Sincerely,
Steve Monroe
Assistant Director of Operations and Events
Event Services Department, Saint Martin's University
(360)486-8120
smonroe@stmartin.edu
ii ABBEY WAY SE LACEY WA 9850-, i 491 4700 w
www.stmartin.edu
62
USA TAEKWONDO WASHINGTON
230214ARRISON AVE NW STE 205
OLYMPIA WA 98502
DATE VENDOR NO. R VENNI NAME WARRANT NO,
10421/16 49434 USA TAEKWONDO WASHINGTON 1925774
MVVOICE CLATE UESCRIPTIM INVOICE W. eJVOK E AMT. DISCAU'N BALANCE
09/23/16 WI State Taekwondo Chaopionshi Aw 092316 7688.19 7686.19
SNOHOMIS14 COUNTY,STATE OF WASHINGTON TOTAL
O£PARTMFEN T OF FINANCE,ACCOUNTS PAYABLE SECTION(425)36&3401 Pege A 0014M
is
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Snohomish County CLAIMS FUND
12„
Depadment of Finance WARRANT NO. 1925774
Everett,WYA9=1 DATE 10/21/16
***$7,688.19
Pay ■SEVEN TWXkSAND SIX HUNDRED EIGHTY-EIGHT DOLLARS AND NINETEEN CENTS""""" q
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MEMORANDUM
DATE: February 21, 2017
TO: Dini Duclos, Chair and Committee members of the Finance, Economic Development and
Regional AffaiCommittee
FROM: Tim Johnson' rector, Economic Development
SUBJECT: Survey of Sma l & Medium Enterprises, Federal Way
The City has been working with the Small Business Development Center at Highline College to survey
the credit needs of their clients from Federal Way.
The process began in 2015; however, the sample size was small. The survey for 2016 was double the
size of 2015.
This effort has produced some very valuable insight. While we are still working on disaggregating the
information on the credit needs of women, minorities and disabled - owned businesses, the attached
material provides the key highlights from the survey.
Rich Shockley, the Director of the SBDC will be joining me in presenting this information to your
Committee for discussion.
TIM JOHNSON
ATTACHMENT: Executive Summary, Federal Way: Credit Needs Survey of Small and Midsize
Enterprises
65
EXECUTIVE SUMMARY
Federal Way: Credit Needs Survey of Small and Midsize Enterprises
The City of Federal Way with the assistance of the Small Business Development Center at
Highline College have been surveying the credit needs of Small and Midsize Enterprises
(SMEs) in 2016.
Key to this work has been the focus on SME's access to and availability of capital. SMEs play a
significant role in Washington. According to the State of Washington's Employment Security
Department, over 99 percent of businesses in the state are defined as small business (less than
500 employees) and they employ an estimated 74 percent of the state's private sector labor
force while 1 percent employs 26 percent. In Federal Way, nearly 100 percent of the
businesses are SMEs. Less than a handful employ several thousands.
The purpose of this examination is twofold;
• To ascertain the credit needs of SMEs in Federal Way
■ Specific focus on the credit needs of women, minorities and the disabled owner
businesses.
The following captures the findings of the survey and provides insight in helping development a
strategy to enhance SMEs access to and availability to capital.
HIGHLIGHTS:
81 percent of the survey respondents either employed no one to 4 employees. This is
reflective of the business composition of Federal Way.
• 56 percent of the respondents were women, minority or disabled owned. This illustrates
the diversity within the Federal Way market.
• 78 percent identified that they were not able to acquire capital. This is discouraging as it
is now ten years after the beginning of the nation's "Credit Crisis." Apparently credit
remains a lingering issue at least in Federal Way for SMEs. It also remains similarly
high for current and future credit demands based upon the survey.
• There still remains a very high use of credit cards to finance business growth.
RESULTS: CREDIT NEEDS SURVEY
• While Professional and Business Services represented the largest segment of
businesses surveyed at 21 percent, the businesses surveyed represented a well-
rounded response of the segments of the Federal Way economy.
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38 percent of the businesses survey identified that they had only been in business less
than a year, however, 62 percent had been in business one year or longer. With 15
percent being in business ten plus years.
58 percent of the businesses surveyed identified that they employ between 1 to 4
employees. Additionally, 23 percent surveyed identified that they do not employ anyone.
56 percent of the businesses surveyed were identified as minority, women or disabled
owned businesses.
• 72 percent of the businesses surveyed identified that they have not been able to acquire
capital. Meaning that those at the time of interview have not been successful.
• Over 20 percent of the businesses survey identified that they used credit cards to
finance their business in the last 36 months. 20 percent used retained earnings and 17
percent used a loan from a family member or friend.
• 25 percent of the businesses surveyed identified that they had been denied a bank loan
in the last 36 months. 23 percent identified that they had been denied a standard bank
loan during the same timeframe.
• 74 percent of the businesses that responded to the survey identified that they have a
current need for credit.
• 36 percent identified that they could use a current loan for working capital followed by 19
percent that identified they could use it for personnel.
• While 24 percent of the respondents identified that they could use a loan of less than
$50,000, nearly 50 percent surveyed identified that they could use a loan less than
$100,000. The median loan size of the credit need identified is in the range of $50,000
to $75,000.
• Respondents identified that the top reasons for a future loan need were for Working
Capital at 23 percent; Personnel and Equipment both at 20 percent and Expanded
Product or Service Lines at 17 percent.
• 55 percent of the respondents identified that access to capital is most significant to their
business operations.
• 34 percent identified that governmental regulations is least significant to their business
operations. Nearly 70 percent identified that it was most to fairly significant.
• 51 percent identified that inflation is slightly significant to their business operations
• 45 percent identified that their ability to find quality employees is least significant while
nearly 20 percent identified it as most significant.
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At one point or another, most business owners have to think about how they will finance their
operations. Since the "Great Recession," SMEs have different options. However, while it
appears that the traditional means of bank loans or use of Small Business Administration back
loans are still popular, other tools are sought.
Funding your business out of your own pocket, commonly known as "bootstrapping," is the
simplest, but potentially most difficult, financing route. On the one hand, you are in total control
of your finances: You don't have to make any payments to lenders or share equity with
investors. On the other hand, you're on the hook for every penny you sink into the company,
and if it fails, your personal funds are going down with it.
In the last several years, the business finance world has exploded with "alternative lenders,"
companies that provide quicker, smaller loans through an online application and transfer
process. Depending on your credit score, you can be approved for a loan in a matter of minutes
and have your money in just a day or two.
Venture capitalists and angel investors have helped tens of thousands of startups get off the
ground, but it's not always easy to stand up in front of a team of investors and tell them why
they should give you their money. It requires a well-written business plan, solid financial
projections and a whole lot of confidence.
Crowdfunding is quickly becoming a go-to option for businesses that want to raise money
without the pressure of formally pitching investors. Success stories of entrepreneurs who raised
tens of thousands, even hundreds of thousands of dollars in just a few short weeks seem to be
a dime a dozen, but is everyone really jumping on board the crowdfunding train? According to a
March 2015 survey by online small business community Manta, only 2 percent of the nearly
1,300 business owners polled said they have ever used a crowdfunding platform. This may be
because many entrepreneurs are still uncertain about alternative financing options like
crowdfunding: 30 percent of respondents said they are unsure of the risks, 20 percent don't
understand the technology behind them, and 14 percent simply don't trust them.
Small business owners have more diverse options today than ever before when it comes to
funding their business but from this survey, there remains a gap between what's available and
the perception among small businesses that the lending environment has not improved since
the Great Recession.
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Type of Business
by percentage
4% 9 G, Construction
` ISS Health
Hosp.&Leisr.
■Mfg
■Other
r Prof&Bus Svcs
Resturant
7ry�' Retail
I
Wholesale
Arts/Entment
Figure 1. Federal Way 2016
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