Wednesday, July 26, 2017
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Hotel/Motel Tax Funding Grants

 

CITY OF ENTERPRISE, OREGON

HOTEL/MOTEL TAX FUNDING

“CETRA” PROGRAM GUIDELINES

 

 COMMUNITY – ECONOMIC – TOURISM 

RELATED ACTIVTIES

 

Purpose

The City of Enterprise program exists to stimulate and assist the City of Enterprise organizations, agencies and businesses in community projects, economic development activities, the enhancement, promotion and marketing of tourism and culturally related events in Enterprise.  The objective is to help organizations and agencies undertake activities that would not be considered without special funding.   The “CETRA” program is designed to assist in establishing activities and events which because of their own merit, can eventually grow and succeed without financial assistance from this program.

The City of Enterprise Hotel/Motel Tax Fund was established to improve the quality of life for its residents, business operators and visitors.  The City of Enterprise generates funds from a County-Wide Motel Tax of 5%; and a City Motel Tax of 3%.  These funds are invested back into the community through designated projects and events that will enhance visitor appeal and encourage overnight stays.

Criteria

The City welcomes grant requests from not-for-profit organizations.  Grants are made in the area of:

  • Beautification of public property (i.e.: benches, bike racks, signage, planters, plantings, event equipment, etc.)
  • Enhancement of Enterprise’s Historical Downtown   (i.e.: signage, marketing)
  • Special Events
  • Tourism Promotion & Tourism Related Facilities
  • Other projects that will enhance Enterprise

Priorities

The City of Enterprise is interested in funding organizations that demonstrate they have planned their projects with respect to the community’s overall needs.  Grant applications should keep in mind that priority is given to projects that”

  • Generate overnight stays in Enterprise
  • Encourage support of Enterprise business, restaurants and attractions
  • Attract positive coverage in local, regional and national media
  • Reach a broad segment of the community
  • Request seed money for innovative programs related to the aforementioned criteria
  • Seek multiple sources of support rather than rely on the City of Enterprise as a single funding source
  • Yield benefits to the community for the resources invested
  • Promote cooperation among event organizers to reduce costs
  • Enhance or improve the community

Limitations

Since the City of Enterprise cannot fund every worthwhile endeavor, its resources are directed to those areas where public support will have the greatest impact.  In general, the following are not considered for funding:

  • Individuals
  • Organizations that support political candidates or political philosophies
  • Organizations whose primary purpose is to influence, promote or attempt to initiate legislation
  • Organizations in need of funding for travel outside of Enterprise
  • For-profit ventures
  • Endowments
  • Budget deficits incurred prior to application
  • Normal and routine operating and administrative expenses of the organization applying excluding Economic Development Projects.

Application Process

Grants are made twice during the fiscal year, April and October. Ten copies of the proposal must be submitted.  Requests for funding must be type-written.  All applications must be received no later than March 1st and September 1st of each year.  All applications will be heard by the City Council immediately following the two deadline dates.  The City of Enterprise will not consider any applications that are not presented to them in person by the applicant.

Grant Classifications

Community Projects:    Projects which provide a benefit to the Community of Enterprise and its residents but which do not fit within any of the other project categories set forth herein.

County Projects:       Programs, events or projects which occurs primarily outside the City limits of the City of Enterprise, but which promotes tourism and lodging within the City or otherwise confers a benefit on the residents of the City of Enterprise.

Economic Development: Projects that benefit the vitality of the economy of Enterprise by retaining and creating job opportunities.

Special Events:   An event or gathering of a nature which relates to the culture or history of the City of Enterprise and/or which draw visitors to the City of Enterprise.

Community Improvements:  Programs of public improvements intended to beautify and improve the appearance of the City of Enterprise.

Tourism Promotion:  Advertising, publicizing or distributing information for the purpose of attracting and welcoming tourists; conducting strategic planning and research necessary to stimulate future tourism development; operating tourism promotion agencies; and marketing special events and festivals designed to attract tourists; support of tourism related facilities.

Tourism Promotion Agency:   An incorporated nonprofit organization or governmental unit that is  responsible for the tourism promotion of a destination on a year-round basis; a nonprofit entity that manages tourism-related economic development plans, programs and projects; a regional or statewide association that represents entities that rely on tourism related business for more than 50 percent of their total income.

Tourism Related Facility:     A conference center, convention center or visitor information center, and 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.

 

Maximum grant allowances

The City of Enterprise CETRA program will issue grants up to a maximum of $2,000.00 for the Fiscal Year 2015-16.  However, if the request is a County Event which is defined as an event occurring out of the Enterprise City Limits, it shall be limited to 20% of the maximum allowable grant for the fiscal year.  The maximum allowable grant amount is reviewed on an annual basis by the City Council and can be reduced or increased from year to year.

Review of Grant Requests

When an organization submits a request for funds, the City evaluates both the project and the organization based on these additional guidelines

            Organization

  • Is the organization structured and managed to assure successful completion of the project?
  • Are the resources of the organization consistent with its programs?  What are the sources of financial and other support?
  • How does the organization’s program/event benefit the Enterprise community
  • Can the organizations efforts be monitored conveniently?
  • Has the organization applied for a grant before?  Was the Grant Follow-up Report submitted in a timely and complete manner?  Were funds used for the purpose requested?

Project

  • Why should the city be interested in this project?
  • Does the project enhance the City’s appeal?
  • Is the project’s approach designed to meet its objectives?  Will a grant from the City bring about desired results?
  • Does the project have broad community involvement, as evidenced by cooperative planning, diversified funding and commitments of future support?
  • Does the project duplicate or counteract other interests?

 

Review Process

The City Administrator reviews the application for completeness and accuracy.  Depending on the nature of event/project, the proposal may also be reviewed by other City staff.  It is then given to the City Council to review prior to the March and September Council meeting (second Monday).  Applicants are allowed 10 minutes to make a presentation to the Council.  The applications will then be referred to the Motel Tax Committee for a more formal review and follow-up.  The Motel Tax Committee will present the City Administrator with their recommendations to be distributed to the City Council at the next Council meeting (April or October).  The City Council will make the final decision to grant/deny funds.  Applicants are encouraged to only apply once per granting cycle each fiscal year.  

Distribution of Funds

Grants are paid to the applicant, not to vendors of products or services.  Reimbursements are made only for those expenses itemized in Section 7 “Project Budget” upon receipt of paid invoices to the vendor by the applicant.  Any changes to the approved budget must be approved by the Motel Tax Committee.  Prepaid expenditures may be requested to the City Administrator by request.  A decision will be made within two weeks of request upon review with Motel Tax Committee.   Granting period is 12 months from the date of award; extensions can be granted upon written request and approved by the City Council.  Unused funds shall be returned to the Hotel/Motel Grant program.

The city reserves the right to withhold any or all funding if the city finds that the project is not proceeding according to the project outline. 

Grant Follow-up Report

Organizations receiving grants must complete and submit a Grant Follow-up Report within 30 days after the event or upon completion of the project.  This report documents how the funds were spent and verifies that the funds were spent solely for the purpose for which the grant was sought.  Failure to submit the Grant Follow-up Report will result in disapproval of future grant applications.

If you have additional questions, contact Michele Young, City Administrator at 541-426-4196.

 


CETRA Application

City of Enterprise

                                                                                   

 

 

                                                                                                                Spring Funding Cycle

                                                                                    Application Deadline:    03/01/17

                                                                                    Presentation Date:       03/13/17

                                                                                    Award Date:                04/10/17

 

APPLICATION FOR GRANT FUNDS FOR COMMUNITY – ECONOMIC – TOURISM

RELATED ACTIVITIES (CETRA)

 

 

1.         ORGANIZATION/AGENCY:

2.         ADDRESS:

3.         PROJECT DIRECTOR:                                         DAYTIME PHONE:

            WEBSITE:                                                         E-MAIL:

4.         PROJECT NAME:

5.         PROJECT CLASSIFICATION

6.         DATE PROJECT TO BEGIN:                                 TO BE COMPLETED:

7.         TOTAL PROJECT BUDGET:   (This line should match the total of items A through F in line 16)

            A.         Amount of CETRA Grant Funding Requested:        $

            B.         Funds to be provided by Applicant:                      $

            Source of Project Funding”

            _____________________________________________     $

            _____________________________________________     $

            _____________________________________________     $

            _____________________________________________     $

            _____________________________________________     $

8.         SOURCE OF ORGANIZATION/AGENCY OPERATING FUNDS:

9.         IS YOUR ORGANIZATION/AGENCY          NON-PROFIT  □             OTHER   □   (Please describe))

10.        WHAT IS YOUR ORGANIZATION/AGENCY ANNUAL BUDGET?

11.        NARRATIVE DESCRIPTION OF PROJECT (Include need assessment/purpose of project, outline of project procedure, intended results of project.)  If additional room is  needed attach a written narrative.

12.        PROJECT JUSTIFICATION AND ECONOMIC BENEFIT/IMPACT TO THE VISITOR  INDUSTRY

13.        ANTICIPATED VISITOR ATTENDANCE:

14.        ANTICIPATED IMPACT ON HOTEL/MOTEL/BED & BREAKFAST OCCUPANCY:

15.        ANY ADDITIONAL COMMENTS THAT SUPPORT THE NEED FOR PROJECT AND/OR PROJECTS MERIT AS AN EVENT OR ACTIVITY DESIGNED TO PROMOTE THE CITY OF ENTERPRISE:

16.        TOTAL PROJECT BUDGET – Indicate how CETRA funds would be used.  (Attach sheet if needed.)

  1. COMMUNITY PROJECTS  (Be specific in expense breakdown)

           

_________________________________________________________        $                                       

_________________________________________________________        $

_________________________________________________________        $

_________________________________________________________        $

  1. COUNTY PROJECTS

_________________________________________________________        $

_________________________________________________________        $

_________________________________________________________        $

_________________________________________________________        $

C.         ECONOMIC DEVELOPMENT

_________________________________________________________        $

_________________________________________________________        $

_________________________________________________________        $

_________________________________________________________        $

  1.       SPECIAL EVENTS

            _________________________________________________________        $

            _________________________________________________________        $

            _________________________________________________________        $

            _________________________________________________________        $

E.         COMMUNITY IMPROVEMENTS

_________________________________________________________        $

_________________________________________________________        $

_________________________________________________________        $

_________________________________________________________        $

  1.       TOURISM PROMOTION & RELATED FACILITIES

_________________________________________________________        $

_________________________________________________________        $

_________________________________________________________        $

_________________________________________________________        $

TOTAL PROJECT BUDGET (This line should match Line 7.)                                    $____________

  1. CERTIFICATION:          

                  We certify the information contained in this application is complete, accurate, and fully discloses the scope and intent of our request for funding from the Hotel/Motel Tax   program “CETRA”.  We agree to comply with the city’s requests for information regarding   the use of awarded funds and to provide access to accounting records related to these funds.

            We acknowledge that if expenditure of funds is approved, such approval will be for line-item-by-line-item expenditures, which must be adhered to within the maximum approved.  The City Administrator is authorized to approve a maximum 10% line item deviation.

            We further acknowledge that any further deviations beyond the 10% allowable amount will require us to submit a program amendment which will have to be approved by the City Council prior to any further expenditures.

            By signing this application, I/we accept and agree to be bound by the terms and conditions of Hotel/Motel Tax Grant Program “CETRA” as administered by the City of   Enterprise in compliance with current state laws.

______________________________________                              ___________________

                Signature (Project Director)                                                     Date

  

______________________________________                              ___________________

       Michele Young, City Administrator                                                 Date

RETURN APPLICATION TO:

City of Enterprise

(CETRA Grants)

108 N.E. 1st St., Enterprise, OR  97828

Phone 541-426-4196

NO APPLICATIONS WILL BE ACCEPTED AFTER DEADLINE

 

 

 

HOTEL/MOTEL GRANT WAIVER AND RELEASE OF ALL CLAIMS

 

CITY OF ENTERPRISE

CETRA PROGRAM

 

 

Whereas, ____________________________________________)”Grantee”), has applied for and

                        (Name of Applicant or Organization)

has been approved by the City of Enterprise (“City”) for a grant of Hotel/Motel Tax funds for:

 

(Name of Project)

NOW, THEREFORE,  in consideration of the grant of Hotel/Motel Tax funds from the City, Grantee hereby agrees that in the event that, or as a result of the program or event sponsored by the Grantee, the City is made party defendant in any litigation of any claim or demand is made against the City, the Grantee shall defend, indemnify, and hold harmless the City, its officers, agents, councilors and commissioners, and employees, individually and collectively, from and against any and all suits, claims, demands, set offs, or other actions, including but not limited to judgments arising therefrom.   The obligation of the Grantee shall include and extend to payment of reasonable attorney’s fees for the representation of the City and its said officers, agents, councilors and commissioners, or employees in any litigation or investigation and includes expenses, court costs, and all other fees associated with any litigation, claim, or demand, or appeal.

GRANTEE:         ________________________________________________________

                                    (Signature of Applicant or Organizations officer)

Subscribed and sworn to before me this ____ day of ______________________, 20___.

__________________________________

Notary Public Signature

                                                                                                (Seal)

 

 

 

CITY OF ENTERPRISE

HOTEL/MOTEL TAX GRANT PROGRAM

“CETRA”

 

CASH REIMBURSEMENT FORM

 

_____________________                                         ____________________________________ ______________________
Applicant Name Date of Request

__________________________________________ _________________________
Address Request #

__________________________________________ ☐ Final Request
City/State Zip Code

__________________________________________ _________________________
Attn: Phone Date Check Mailed by City

                

  BUDGET PRIOR REQUESTS THIS REQUEST
Community Projects      
County Projects      

Economic Development

Projects

     
Special Events      
Community Improvements      
Tourism Promotion and Tourism Related Facilities      
TOTAL      

                                                Percent of Completion   _______%

                                              CERTIFICATION:    I certify that to the best of my knowledge and belief, the billed costs and disbursement are in accordance with the approved project; the disbursements meet the intent of the Enterprise Hotel/Motel Grant program.  I have included copies of all receipts for this request.

                                                                                                                               _____________________________                          _____________________________

                                                                                                                               Applicant Signature                                                                City Administrator

                                                                                                                               _____________________________                          _____________________________

                                                                                                                                            Date                                                                                        Date

Copies of receipts must be accompanied with cash request.  Cash advances may be requested and shall be approved based on need and proof of purchase. 

Cash advances will be processed within 2 weeks from the date received by the city.  You may mail your request to:

City of Enterprise

“CETRA”

108 N.E. 1st Street

Enterprise, OR   97828

The City of Enterprise program exists to stimulate and assist the City of Enterprise organizations, agencies and businesses in community projects, economic development activities, the enhancement, promotion and marketing of tourism and culturally related events in Enterprise.

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Contact Us

City Hall: 541-426-4196
108 NE 1st
Enterprise, OR 97828
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