HomeMy WebLinkAbout05-30-2025 Special Agenda Lodging Tax Advisory Committee
* Special Meeting
CITY OF May 30, 2025 - 10:00 AM
A-I- JJ31JJ:& N:4- 1 East Main Street
Suite 200, Conference Room 2
WASHINGTON
AGENDA
CALL TO ORDER
PUBLIC PARTICIPATION
A. The Special Lodging Tax Advisory Committee Meeting scheduled for Friday, May 30th, 2025 at 10:00
a.m. will be held in person and virtually.
Virtual Participation Link:
To listen to the meeting by phone or Zoom, please call the number below or click the link:
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ROLL CALL
AUDIENCE PARTICIPATION
This is the place on the agenda where the public is invited to speak to the Board on any issue.
A. The public can participate in-person or submit written comments in advance.
Participants can submit written comments via mail, fax, or email. All written comments must be received
prior to 5:00 p.m. on the day before the scheduled meeting and must be 350 words or less.
Please mail written comments to:
City of Auburn
Attn: Jenn Francis, Economic Development Manager
25 W Main St
Auburn, WA 98001
Please fax written comments to:
Attn: Jenn Francis, Economic Development Manager
Fax number: 253-804-3114
Email written comments to: jfrancis@auburnwa.gov
If an individual requires accommodation to allow for remote oral comment because of a difficulty
attending a meeting of the governing body, the City requests notice of the need for accommodation by
5:00 p.m. on the day before the scheduled meeting. Participants can request accommodation to be able
Page 1 of 36
to provide a remote oral comment by contacting the Community Development Department in person, by
phone (253) 215-8744, or by email (jfrancis@auburnwa.gov).
ACTION ITEMS
A. Grant Application Funding Requests
Review and Vote on Grant Applications to recommend to City Council
SCHEDULE FOR UPCOMING MEETINGS
A. 2025 Upcoming Meeting Schedule
Acknowledgment of upcoming LTAC meetings for the remainder of 2025
ADJOURNMENT
Agendas and minutes are available to the public at the City Clerk's Office and on the City website
(http://www.auburnwa.gov).
Page 2 of 36
*
CITY OF
J\I.JBU1R.ts4 AGENDA BILL APPROVAL FORM
WASHINGGTTON
Agenda Subject: Meeting Date:
Grant Application Funding Requests May 30, 2025
Review and Vote on Grant Applications to recommend to City Council
Department: Attachments: Budget Impact:
Community Development Pacific Raceways LTAC 2025 $115,000.00
Application for FY2025 LTAC
Grant Application, TRex Race
Sponsorship
Administrative Recommendation:
Background for Motion:
Background Summary:
At the Special Meeting on May 30, 2025, LTAC will discuss the Pacific Raceways and TRex Race
Sponsorship applications, and will vote on which applications to recommend to City Council, and, if
so, at what amount. Once LTAC reaches its decision, the recommendation will be given to City
Council to decide to fund the grant applications as recommended. The Council may either approve or
reject your recommendation. They may not alter it. If Council disagrees with your recommendation for
funding, the matter will return to the LTAC Committee for review and comment, and after a mandatory
45-day period, the matter will return to Council for final action.
Councilmember: Staff: Jason Krum
Page 3 of 36
CITY OF -*
2025 Lodging Tax Grant Fund Application
WASHINGTON
See application due dates in Section 3 for 2025 submittal deadlines
Complete application materials may be submitted:
By email to ifrancis(aauburnwa.aov
-OR-
By mail to:
City of Auburn, Attn:Jenn Francis,
25 West Main Street, Auburn, WA 98001
Lodging Tax Advisory Committee
Mayor Nancy Backus, Chair
Represent Business Authorized to Collect Represent Business Authorized to Receive
Andy Cho, Garner Hotel Auburn Susan Roberts, Gosanko Chocolate
Aman Ghag, Holiday Inn Express, Auburn Bob Fraser, Emerald Downs
Vacant Elizabeth Butchko, Outlet Collection
City Staff Support
Jenn Francis, Economic Development Manager
ifrancis(aauburnwa.aov
(253) 215-8774
1
2025 LTAC Grant Application
Page 4 of 36
TABLE OF CONTENTS
1. Lodging Tax Funding Guidelines Page 3
2. Information on Lodging Tax Funds and Who May Apply Page 4
3. Schedule Page 5
4. Reporting Requirements Page 6
5. Submittal Checklist Page 7
6. Insurance Requirements if Funded Page 8
7. Application Page 9
2
2025 LTAC Grant Application
Page 5 of 36
1. LODING TAX FUNDING GUIDELINES
Background
The objective of the City of Auburn Lodging Tax Advisory Committee process is to support
projects, which encourage eligible tourism and cultural activities and support tourism
facilities in Auburn. The process is reviewed annually and the guidelines are updated in
accordance with reported success of existing programs, potential for new programs, and
changes in state law.A calendar for the application process will be established but will allow
for emerging opportunities as they arise.
Objectives for Hotel/Motel Tax Funds:
• Generate increased tourism in Auburn resulting in overnight stays at local hotels.
• Generate maximum economic benefit through overnight lodging, sale of meals and
goods, and construction of tourism-related facilities.
• Increase recognition of Auburn throughout the region as a destination for tourism.
• Increase opportunities for tourism by developing new visitor activities.
Allocation Guidelines:
• The City, on an annual basis, shall seek funding proposals from organizations seeking to
use Hotel/Motel Tax funds for promoting tourism.
• Organizations seeking funding must complete an application form.
• The Lodging Tax Advisory Committee shall review the proposals and make
recommendations to City Council as to which applications should receive funding.
• The final funding decision will be made by the City Council in the form of approval or
denial of the recommendations - no amendments to recommendations will be made
by the City Council.
• Once approved for funding an organization must enter into a contract with the City and
funding will be provided on a reimbursable basis.
• Organizations receiving funding must submit a report at the end of the calendar year.
3
2025 LTAC Grant Application
Page 6 of 36
2. INFORMATION ON LODGING TAX FUNDS & WHO MAY APPLY
WHAT ARE "LODGING TAX FUNDS?"
Lodging taxes are paid when people purchase lodging, such as renting a room at a hotel.
HOW CAN THOSE FUNDS BE USED?
Washington State law (RCW 67.28.1815) requires that funds be expended "...solely for the
purpose of paying all or part of the cost of tourism promotion,acquisition of tourism-related
facilities, or operation of tourism-related facilities..."
Tourism promotion is defined as "...activities and expenditures designed to increase
tourism, including but not limited to advertising, publicizing, or otherwise distributing
information for the purpose of attracting and welcoming tourists; developing strategies to
expand tourism; operating tourism promotion agencies; and funding marketing of special
events and festivals designed to attract tourists."
WHERE CAN THE FUNDS BE USED?
The funds are to be used to draw tourists to stay in Auburn lodging overnight.
WHO CAN APPLY FOR FUNDS?
Any organization, including private businesses,can use the funds to advertise and promote
tourism through the media.The promotion must be designed to attract tourists to Auburn
with the goal of increasing the number of overnight stays in the City's lodging facilities.
WHO DECIDES WHICH APPLICATIONS GET FUNDED?
All complete application packets are reviewed by the Lodging Tax Advisory Committee
(LTAC), which is charged with making recommendations for funding to the Auburn City
Council who will make the final funding approval.
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2025 LTAC Grant Application
Page 7 of 36
3. SCHEDULE
Below are the anticipated important dates for the 2025 grant application process.
• Applications are due no later than 5:00PM on the dates identified below to allow a
minimum of 10-days for LTAC review preparation.
• Applications will be included with the regular LTAC agenda packet emailed to the
committee and available online at least one week prior to the LTAC meeting.
• LTAC will meet to discuss applications and to make funding recommendations at the
next regularly scheduled meeting.
• Any LTAC recommended funding requests will be scheduled for City Council final
decision at the first scheduled meeting approximately two weeks after the LTAC
recommendation.
1st Application Cycle 2nd Application 3rd Application Cycle
Cycle
Applications due 5:00PM, Friday, 5:00PM, Friday, 5:00PM, Friday,
no later than: March 7, 2025 June 13, 2025 October 31, 2025
Public LTAC 10:00AM, Wednesday, 10:00AM, Wednesday, 10:00AM, Wednesday,
meeting: March 19, 2025 July 9, 2025 November 12, 2025
City Council 7:00PM, Monday, 7:00PM, Monday, 7:00PM, Monday,
decision: April 21, 2025 July 21, 2025 December 1, 2025
5
2025 LTAC Grant Application
Page 8 of 36
4. REPORTING REQUIREMENTS
Entities who receive lodging tax grant funds must report a significant amount of
information to the city. This information includes:
• Overall Attendance - the total number of people predicted to attend this activity, the
actual number of people who attended this activity, and the method used to determine
the attendance.
• Attendance, 50+ miles - the number of people who travelled greater than 50 miles
predicted to attend this activity,the actual number of people who travelled greater than
50 miles to attend the activity, and the method used to determine the attendance.
• Attendance, Out of State, Out of Country-the number of people from outside the state
and country predicted to attend this activity, the actual number of people from outside
the state and country who attended this activity, and the method used to determine
the attendance.
• Attendance, Paid for Overnight Lodging - the number of people predicted to attend
this activity and pay for overnight lodging, the actual number of people who attended
this activity and paid for overnight lodging, and the method used to determine the
attendance.
• Attendance, Did Not Pay for Overnight Lodging - the number of people predicted to
attend this activity without paying for overnight lodging, the actual number of people
who attended this activity without paying for overnight lodging, and the method used
to determine the attendance.
• Paid Lodging Nights-the total projected and estimated actual number of paid lodging
nights. One lodging night = one or more persons occupying one room for one night.
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2025 LTAC Grant Application
Page 9 of 36
5. SUBMITTAL CHECKLIST
Place a check mark by each item to indicate your review & inclusion in your submittal
packet.
1. ❑✓ Submit complete application packet by 5:00pm, of the associated due date.
o Email application to ifrancis( auburnwa.aov or mail to City Hall (Attention: Jenn
Francis), 25 West Main Street, Auburn, WA 98001.
o Be sure to use application for FY2025 grant awards (template with preset font
and margins)
o Late applications will not be accepted
2.❑✓ All questions on application have been answered in a detailed,yet concise manner.
3.❑✓ Application has been reviewed and includes:
a. ❑✓ Signature by a person authorized to bind the agency to a contract
b.❑✓ Attachments that are no larger than 11" x 17"
c. ❑ For Non-Profits, a copy of 501(c)3 or 501(c)6 tax exemption determination letter
✓❑ N/A
d.❑✓ Marketing plan for the proposed project
e. ❑✓ Operating budget for the proposed project
f. ❑ Your organization's most recent Balance Sheet
g.❑ Your organization's Articles of Incorporation and/or Bylaws
h.❑ Documentation showing your governing body's authorization to submit the
grant request
Documentation consists of meetina minutes in which the governing body's
resolution, motion or other official action is recorded. Examples include: "The
board approves for (individual's name) to submit an Auburn lodging tax
funding request, or (Individual's name) has the governing body's
authorization to make funding requests for(name of the agency"or"I am the
person organizing this event and am submitting this funding request for
(name of event)).
i. ❑ List of your current Board of Directors or other governing body of your
organization
The list must include names, phone numbers, addresses, and identify the
principal officers of your governing body.
j. ❑ Signed letter from your governing body Chairperson that provides the name,
title, address and telephone number for the person authorized to sign this
application.
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2025 LTAC Grant Application
Page 10 of 36
6. INSURANCE REQUIREMENTS (IF FUNDED)
Unless otherwise waived by the Auburn Legal Department in writing, a Certificate of
Insurance listing Auburn as additionally insured and including these minimum
requirements will be required for all recipients (if funded):
1. Throughout the life of this Agreement the Contractor and its Subcontractors shall, at
their own expense, maintain general liability insurance with an insurance carrier
licensed to do business in the State of Washington, and with minimum coverage as
follows: Bodily Injury Liability and Property Damage Liability Insurance,$1,000,000 each
occurrence and $2,000,000 aggregate, with a deductible of not greater than $5,000.
2. Where automobiles are used in conjunction with the performance of this Agreement
throughout the life of this Agreement the Contractor and its Subcontractors shall, at
their own expense, maintain automobile liability insurance with an insurance carrier
licensed to do business in the State of Washington and with minimum coverage as
follows: Bodily Injury Liability and Property Damage Liability Insurance, $1,000,000 each
occurrence or combined single limit coverage of$1,000,000.
3. General liability insurance and, if applicable, automobile liability insurance coverage
shall be provided under a comprehensive general and automobile liability form of
insurance, such as is usual to the practice of the insurance industry, including, but not
limited to all usual coverage referred to as Personal Injury--including coverage A, B and
C. If applicable, automobile liability insurance shall include coverage for owned, non-
owned, leased or hired vehicles.
4. Auburn shall be named as an additional insured on all required policies, except
automobile insurance, and all such insurance as is carried by the Contractor shall be
primary over any insurance carried by Auburn. The Contractor shall provide a certificate
of insurance to be approved by Auburn's Economic Development Manager prior to
contract execution.
5. Auburn shall have no obligation to report occurrences unless a claim is filed with the
Auburn City Clerk's office; nor shall Auburn have an obligation to pay premiums.
6. In the event of nonrenewal or cancellation of or material change in the coverage
required, thirty (30) days written notice will be furnished to Auburn's Economic
Development Manager prior to the date of cancellation, change or nonrenewal. Such
notice to be sent to the City of Auburn - Economic Development Manager,25 West Main
St., Auburn, WA 98001 or ifrancis(aauburnwa.gov.
7. It is further provided that no liability shall attach to the City of Auburn by reason of
entering into a contract with the City,except as expressly provided within the terms and
conditions of that contract.
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2025 LTAC Grant Application
Page 11 of 36
7.APPLICATION FOR LTAC GRANT FUNDING
1. Project Information
a. Project
Project Name: Pacific Raceways racing season featuring the NHRA Northwest Nationals
Amount of Lodging Tax Funding Requested: $ 100,000.00
(Amount Requested must match Project Budget column a "Lodging Tax Funding
Requested")
Total Project Cost: $ 1,697,500.00
(Total Project Amount must match Project Budget column c "Total Project Cost")
b. Applicant Organization
Name of Applicant Organization: Pacific Raceways Track LLC
Mailing Address: 31001 144th Ave SE
Kent, WA 98042
Tax ID Number: 87-3045065
Organization Unified Business Identifier (UBI): 604814296
UBI Expiration Date: 10/31/2025
Type of Organization: Auto Race Track
(Non-profit, For-profit, Municipality, Private business, etc.)
c. Contact:
Name: John Ramsey
Title: General Manager
Telephone: 2536395927
Email: johnr@pacificraceways.com
Signature:
The signatory declares that he/she is an authorized official of the applicant
organization, is authorized to make this application, is authorized to commit the
organization in financial matters, and will assure that any funds received as a result
of this application are used only for the purposes set forth herein, and verifies that
all the information contained in this application is valid and true to the best of
his/her knowledge.
9
2025 LTAC Grant Application
Page 12 of 36
2. Project Description
a. Event Date(s): July 1, 2025 - June 30, 2026
b. Event Location: Pacific Raceways
c. If there is a charge or fee for this activity, please describe how much and why.
Racers pay a fee to compete depending on the event. Spectators pay a few that ranges
from $85 for a premium seat at the NW Nationals to $10 for a road race. Most events
have a spectator admission price of$20.
d. Please provide a detailed,yet concise scope of work (mandatory). and/or proposed
project/activity. Include information on the area the project will serve, its expected
impact and list the responsible party(s).
Pacific Raceways operates 12 months a year with 156 road course races and track days,
48 drag races, the motocross track on raceway property operates April - October and the
regional karting track runs year-round. The largest event of the season, the NHRA NW
Nationals has a 3-day attendance of more than 25,000 with spectators and racers from 40
states and 5 Canadian provinces. Nearly 60 percent of the fans who attend the NHRA
race come from more than 50 miles away.
Prnraertc from the nrant will ha i iced to hnIcter arlvertisinn and nrmmntinns to fans whn
3. Beneficiaries
Please list and provide specific information regarding all individuals, businesses, areas, or
organizations that will directly benefit from the project/activity.
Last year, the City of Auburn received over$400,000 in media value from signage,
mentions, and scenic shots on the FOX Television Network, which broadcast the NHRA
race live. The City also received innumerable in-venue exposure from signage, booth
space, sponsorship locations, and pre-race ceremony presence. The signage,
newsletters, and webpages promoting Auburn are viewed year around as are replays of
the NHRA race both on YouTube and the NHRA's own OTT channel.
4. Tourism Benefit
a. Estimate how the funds will increase the amount of people traveling to Auburn to
stay overnight in paid accommodations.
As the only fully comprehensive and professional racetrack in the state, Pacific Raceways
is a magnet for fans and competitors in the northwest. With over 200 race events a year,
competitors and fans travel from throughout the state and beyond to attend races bringing
tourists to the City throughout the year. As one of only 20 NHRA national races in the
b. Estimate how the funds will increase the amount of people traveling to Auburn
from more than 50 miles from their residences.
Pacific Raceways has been in operation since 1960 and the NW Nationals is now in its
36th year and is a draw throughout the state with digital advertising, social media and
traditional advertising used to attract fans from southwest, northern and eastern
Washington counties and locations.
c. Estimate how the funds will increase the amount of people traveling to Auburn
from outside their state or country.
Last year's NW Nationals drew fans and competitors from 40 states and 5 Canadian
provinces. Over 2,000 fans came from Oregon and over 300 fans from states as far away
as Florida. Last year, nearly 1,000 fans came from British Columbia, Canada. And that
was for just one weekend. Other drag races as well as events on the road course draw
nennle from western states and (anarda nn almnst every weekend The addvertisinn and
10
2025 LTAC Grant Application
Page 13 of 36
5. Goals/Monitoring
Describe the goals of the project. Will the project result in an increase in overnight stays
by visitors in Auburn? If so. how will this increase be tracked and monitored? How will an
increase in the sale of goods and services as a result of the proiect be measured? What
other short or long-term economic benefits will occur and how will that be tracked? Why
do you believe those project/activity outcomes are feasible?
Note -Applicants will be required to submit a post-funding report providing pertinent
data evaluating tourism benefits resulting from the use of lodging tax funds as
compared with the estimates contained in this application.
1. Increase national, regional and local exposure to the City of Auburn as measured by Nielsen
360 Sports on television value from the FOX Television Network and cable's FS1 Network.
2. Increase the number of social media posts, newsletter stories, and other public relations
efforts to promote Auburn hotels and businesses.
3. Build Friday night of the NW Nationals as a must-attend night by having Nitro cars qualify at
night adding to spectator need to stay overnight.
4. Grow the Thursday night pre-race party at The Outlet Collection by adding more participants,
super fans, and professional race teams. Measured by the number of participants and fans who
attend and increase the number of City stops and visibility of Thursday's pre-face parade of
hotrods and classic cars that winds its way through Auburn.
Int-maca tha ni imhar of fanc whn attanrl tha avant ac maaci Irarl by Parinlan tirkatinn
6. Funding Requirements
Due to funding constraints, partial funding may be recommended by the LTAC. If partial
funding is received, how will that impact the project/activity? Please describe:
The NHRA NW Nationals will happen in 2025 with this grant fully or partially funded. Future large
events like the Nationals need the support of the City to remain economically viable. Pacific
Raceways is committed to providing the City of Auburn with measurable value from the NHRA
Northwest Nationals in 2025, but the race is in jeopardy in future years without the support of the
Auburn and other local cities. Out-of-market advertising will be less without the grant in 2025.
Other events will continue.
7. Use of Funds
Provide detail on how the funds will be used. For example, $20,000 of the funds will be
used for marketing, $5,000 for administration, $10,000 for Consultants, etc.
$60,000 will be used for digital and traditional advertising for the NHRA Nationals
$20,000 will be used for on-site promotion including Musco lighting for Friday night nitro
qualifying to increase hotel stays Friday to Saturday
$15,000 will be used for social media messaging and newsletter support throughout the race
season promoting Auburn as a key lodging, shopping, and restaurant location.
$5,000 will be used for on-location network scenic B-roll video and for measuring television
value
11
2025 LTAC Grant Application
Page 14 of 36
8. Project Budget (for non-capital projects). Do not include in-kind contributions.
Income: A diversified funding base is important to the success of any project. Please
list all other sources of funding for the project, both anticipated and confirmed and
when that funding will be available to the project. Include your own funding,
sponsorships, other grants, etc.
Funding Source:
List all revenue sources anticipated Amount Confirmed Date Available
for 2025. Yes/No
Do not include requested Lodging
Tax Funds
Spectator Admission $ 1,400,000.00 No 08/30/2025
Food & Beverage Sales $ 110,000.00 No 08/30/2025
Parking $ 105,000.00 No 08/30/2025
Royalties $75,000.00 No 08/30/2025
Credentials $ 15,000.00 No 08/30/2025
Expenses: Based on full funding, please list project costs.
Note: Certain expenses may not be reimbursable, at the sole discretion of the City of
Auburn.
You will only be reimbursed at the authorized rates. Insurance is not an eligible cost.
Lodging Tax Other Funds (Do Total Project
Funds not include "in- Cost **
Requested * kind" dollars)
Personnel (salaries & benefits) $ $ $
Administration (rent, utilities,
postage, supplies,janitorial $ $ $
services, etc.)
Marketing/Promotion $ 60,000.00 $ 75,000.00 $ 135,000.00
Direct Sales Activities
$ $ $
Minor Equipment $ 20,000.00 $ 170,000.00 $ 190,000.00
Travel $ $ $
Contract Services $ 15,000.00 $ 10,000.00 $ 25,000.00
Other Describe below $ 5,000.00 $ 10,000.00 $ 15,000.00
TOTAL COST $ 100,000.00 $ 260,000.00 $ 365,000.00
12
2025 LTAC Grant Application
Page 15 of 36
Description for Direct *Marketing and Promotion includes digital and traditional advertising
Sales Activities, for race weekend
Contract Services, * Minor Equipment includes Musco Lighting for Friday night qualifying
Travel and Others * Contract Services includes public relations/social media contracted
help for yar around effort to promote the Raceway and its partnership
with Auburn
* Other includes television valuation report from vendor and scenic
video support from FOX Television
NOTE: Since Pacific Raceways has its largest share of race
In-Kind Contributions
*Amount in column a"Lodging Tax Funds Requested"must match "Amount of Lodging
Tax Funding Requested"under la of application.
**Amount in column c "Total Project Cost"must match "Total Project Cost" under la of
application.
9. Funding History
a. Was this project funded with Auburn lodging tax funds in a prior fiscal year?
Yes
b. If you answered yes to 9a, provide prior years and how much funding was granted.
In 2024 we received $50,000 from Lodging Tax Funds
10. Indicate what efforts have been made to access funding from additional sources?
A request to the cities of Kent and Federal Way for LTAC funding has been made,
but not yet funded.
11. Coordination and Collaboration
Please provide information about any other organizations or agencies involved in this
project/activity. Describe their level of involvement. Describe how this project coordinates
with other tourism promotion efforts or services in the area, including Chambers of
Commerce, local festivals, local lodging and restaurants.You may attach up to three letters
of support from these organizations.
Pacific Raceways enjoys the support of other local cities such as Kent and Federal
Way and the NHRA NW Nationals in particular has the support of the city Mayors
from Auburn, Kent, and Federal Way. The Seattle Sports Commission endorses the
on-going effort to increase out-of-market competitors and fans who attend races and
events as does King County government agencies and the Metropolitan King County
Council. Local businesses exist throughout Auburn and the Puget Sound region to
support racing and events at Pacific Raceways.
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2025 LTAC Grant Application
Page 16 of 36
12. Certification
The applicant hereby certifies and confirms:
1. That it does not now nor will it during the performance of any contract resulting from
this proposal unlawfully discriminate against any employee, applicant for
employment, client, customer, or other person(s) by reason of race, ethnicity, color,
religion, age, gender, national origin, or disability;
2. That it will abide by all relevant local, state, and federal laws and regulations;
3. That it has read and understands the information contained in this application for
funding and is in compliance with the provisions thereof, and;
4. That the individual signing below has the authority to certify to these provisions for
the applicant organization, and declares that he/she is an authorized official of the
applicant organization, is authorized to make this application, is authorized to
commit the organization in financial matters, and will assure that any funds received
as a result of this application are used for the purposes set forth herein.
04/29/2025
Signature:
Date
John Ramsey, General Manager
Printed Name &Title of Chief Administrator/Authorizing Official
14
2025 LTAC Grant Application
Page 17 of 36
r ,
AU BURN 2025 Lodging Tax Grant Fund Application
WASh INGTON
See application due dates in Section 3 for 2025 submittal deadlines
Complete application materials may be submitted:
By email to ifrancisc auburnwa day
-OR-
By mail to:
City of Auburn, Attn: Jenn Francis,
25 West Main Street, Auburn, WA 98001
Lodcinci Tax Advisory Committee
Mayor Nancy Backus, Chair
Represent Business Authorized to Collect Represent Business Authorized to Receive
Andy Cho, Garner Hotel Auburn Susan Roberts, Gosanko Chocolate
Aman Ghag, Holiday Inn Express, Auburn Bob Fraser, Emerald Downs
Vacant Elizabeth Butchko, Outlet Collection
City Staff Support
Jenn Francis, Economic Development Manager
ifra nci s(aaa u btu rnwa.aov
(253) 215-8774
1
2025 LTAC Grant Application
Page 18 of 36
TABLE OF CONTENTS
1. Lodging Tax Funding Guidelines Page 3
2. Information on Lodging Tax Funds and Who May Apply Page 4
3. Schedule Page 5
4. Reporting Requirements Page 6
5. Submittal Checklist Page 7
6. Insurance Requirements if Funded Page 8
7. Application Page 9
2
2025 LTAC Grant Application
Page 19 of 36
1. LODING TAX FUNDING GUIDELINES
Background
The objective of the City of Auburn Lodging Tax Advisory Committee process is to support
projects, which encourage eligible tourism and cultural activities and support tourism
facilities in Auburn. The process is reviewed annually and the guidelines are updated in
accordance with reported success of existing programs, potential for new programs, and
changes in state law.A calendar for the application process will be established but will allow
for emerging opportunities as they arise.
Objectives for Hotel/Motel Tax Funds:
O Generate increased tourism in Auburn resulting in overnight stays at local hotels.
P Generate maximum economic benefit through overnight lodging, sale of meals and
goods, and construction of tourism-related facilities.
• Increase recognition of Auburn throughout the region as a destination for tourism.
• Increase opportunities for tourism by developing new visitor activities.
Allocation Guidelines:
• The City, on an annual basis, shall seek funding proposals from organizations seeking to
use Hotel/Motel Tax funds for promoting tourism.
• Organizations seeking funding must complete an application form.
• The Lodging Tax Advisory Committee shall review the proposals and make
recommendations to City Council as to which applications should receive funding.
• The final funding decision will be made by the City Council in the form of approval or
denial of the recommendations — no amendments to recommendations will be made
by the City Council.
• Once approved for funding an organization must enter into a contract with the City and
funding will be provided on a reimbursable basis.
• Organizations receiving funding must submit a report at the end of the calendar year.
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2025 LTAC Grant Application
Page 20 of 36
2. INFORMATION ON LODGING TAX FUNDS & WHO MAY APPLY
WHAT ARE "LODGING TAX FUNDS?"
Lodging taxes are paid when people purchase lodging, such as renting a room at a hotel.
HOW CAN THOSE FUNDS BE USED?
Washington State law (RCW 67.28.1815) requires that funds be expended "...solely for the
purpose of paying all or part of the cost of tourism promotion,acquisition of tourism-related
facilities, or operation of tourism-related facilities..."
Tourism promotion is defined as ...activities and expenditures designed to increase
tourism, including but not limited to advertising, publicizing, or otherwise distributing
information for the purpose of attracting and welcoming tourists; developing strategies to
expand tourism; operating tourism promotion agencies; and funding marketing of special
events and festivals designed to attract tourists."
WHERE CAN THE FUNDS BE USED?
The funds are to be used to draw tourists to stay in Auburn lodging overnight.
WHO CAN APPLY FOR FUNDS?
Any organization, including private businesses, can use the funds to advertise and promote
tourism through the media.The promotion must be designed to attract tourists to Auburn
with the goal of increasing the number of overnight stays in the City's lodging facilities.
WHO DECIDES WHICH APPLICATIONS GET FUNDED?
All complete application packets are reviewed by the Lodging Tax Advisory Committee
(LTAC), which is charged with making recommendations for funding to the Auburn City
Council who will make the final funding approval.
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2025 LTAC Grant Application
Page 21 of 36
3. SCHEDULE
Below are the anticipated important dates for the 2025 grant application process.
• Applications will typically be due no later than 5:00pm the Friday
• Applications will be included with the regular LTAC agenda packet emailed to the
committee and available online at least one week prior to the LTAC meeting.
• LTAC will meet to discuss applications and to make funding recommendations at the
next regularly scheduled meeting.
• Any LTAC recommended funding requests will be scheduled for City Council final
decision at the first scheduled meeting approximately two weeks after the LTAC
recommendation.
. 2025 Grant Application Process Timelines
1st Application Cycle _ 2nd Application 3rd Application Cycle
Cycle
Applications due 5:00PM, Friday, 5:00PM, Friday, 5:00PM, Friday,
no later than: March 7, 2025 June 13, 2025 October 31, 2025
Public LTAC 10:00AM, Wednesday, 10:00AM, Wednesday, 10:00AM, Wednesday,
meeting: March 19, 2025 July 9, 2025 November 12, 2025
City Council 7:00PM, Monday, 7:00PM, Monday, 7:00PM, Monday,
decision: April 21, 2025 July 21, 2025 December 1, 2025
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2025 LTAC Grant Application
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4. REPORTING REQUIREMENTS
Entities who receive lodging tax grant funds must report a significant amount of
information to the city. This information includes:
• Overall Attendance - the total number of people predicted to attend this activity, the
actual number of people who attended this activity, and the method used to determine
the attendance.
• Attendance, 50+ miles - the number of people who travelled greater than 50 miles
predicted to attend this activity,the actual number of people who travelled greater than
50 miles to attend the activity, and the method used to determine the attendance.
• Attendance, Out of State, Out of Country-the number of people from outside the state
and country predicted to attend this activity, the actual number of people from outside
the state and country who attended this activity, and the method used to determine
the attendance.
• Attendance, Paid for Overnight Lodging - the number of people predicted to attend
this activity and pay for overnight lodging, the actual number of people who attended
this activity and paid for overnight lodging, and the method used to determine the
attendance.
• Attendance, Did Not Pay for Overnight Lodging - the number of people predicted to
attend this activity without paying for overnight lodging, the actual number of people
who attended this activity without paying for overnight lodging, and the method used
to determine the attendance.
• Paid Lodging Nights-the total projected and estimated actual number of paid lodging
nights. One lodging night = one or more persons occupying one room for one night.
6
2025 LTAC Grant Application
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5. SUBMITTAL CHECKLIST
Place a check mark by each item to indicate your review & inclusion in your submittal
packet.
1. ❑✓ Submit complete application packet by 5:00pm, of the associated due date.
o Email application to ifranciscaauburnwa.clov or mail to City Hall (Attention: Jenn
Francis), 25 West Main Street, Auburn, WA 98001.
o Be sure to use application for FY2025 grant awards (template with preset font
and margins)
o Late applications will not be accepted
2.❑✓ All questions on application have been answered in a detailed,yet concise manner.
3.❑✓ Application has been reviewed and includes:
a. ❑✓ Signature by a person authorized to bind the agency to a contract
b.❑✓ Attachments that are no larger than 11" x17"
c. ❑ For Non-Profits, a copy of 501(c)3 or 501(c)6 tax exemption determination letter
❑✓ N/A
d.❑✓ Marketing plan for the proposed project
e. ✓❑ Operating budget for the proposed project
f. ❑ Your organization's most recent Balance Sheet
g.❑ Your organization's Articles of Incorporation and/or Bylaws
h.❑ Documentation showing your governing body's authorization to submit the
grant request
Documentation consists of meeting minutes in which the governing body's
resolution, motion or other official action is recorded. Examples include: "The
board approves for (individual's name) to submit an Auburn lodging tax
funding request, or (Individual's name) has the governing body's
authorization to make funding requests for(name of the agency"or"I am the
person organizing this event and am submitting this funding request for
(name of event)).
i. ❑ List of your current Board of Directors or other governing body of your
organization
The list must include names, phone numbers, addresses, and identify the
principal officers of your governing body.
j. ❑ Signed letter from your governing body Chairperson that provides the name,
title, address and telephone number for the person authorized to sign this
application.
7
2025 LTAC Grant Application
Page 24 of 36
6. INSURANCE REQUIREMENTS (IF FUNDED)
Unless otherwise waived by the Auburn Legal Department in writing, a Certificate of
Insurance listing Auburn as additionally insured and including these minimum
requirements will be required for all recipients (if funded):
1. Throughout the life of this Agreement the Contractor and its Subcontractors shall, at
their own expense, maintain general liability insurance with an insurance carrier
licensed to do business in the State of Washington, and with minimum coverage as
follows: Bodily Injury Liability and Property Damage Liability Insurance, $1,000,000 each
occurrence and $2,000,000 aggregate, with a deductible of not greater than $5,000.
2. Where automobiles are used in conjunction with the performance of this Agreement
throughout the life of this Agreement the Contractor and its Subcontractors shall, at
their own expense, maintain automobile liability insurance with an insurance carrier
licensed to do business in the State of Washington and with minimum coverage as
follows: Bodily Injury Liability and Property Damage Liability Insurance, $1,000,000 each
occurrence or combined single limit coverage of$1,000,000.
3. General liability insurance and, if applicable, automobile liability insurance coverage
shall be provided under a comprehensive general and automobile liability form of
insurance, such as is usual to the practice of the insurance industry, including, but not
limited to all usual coverage referred to as Personal Injury--including coverage A, B and
C. If applicable, automobile liability insurance shall include coverage for owned, non-
owned, leased or hired vehicles.
4. Auburn shall be named as an additional insured on all required policies, except
automobile insurance, and all such insurance as is carried by the Contractor shall be
primary over any insurance carried by Auburn. The Contractor shall provide a certificate
of insurance to be approved by Auburn's Economic Development Manager prior to
contract execution.
5. Auburn shall have no obligation to report occurrences unless a claim is filed with the
Auburn City Clerk's office; nor shall Auburn have an obligation to pay premiums.
6. In the event of nonrenewal or cancellation of or material change in the coverage
required, thirty (30) days written notice will be furnished to Auburn's Economic
Development Manager prior to the date of cancellation, change or nonrenewal. Such
notice to be sent to the City of Auburn - Economic Development Manager,25 West Main
St., Auburn, WA 98001 or ifrancisfa auburnwa.aov.
7. It is further provided that no liability shall attach to the City of Auburn by reason of
entering into a contract with the City, except as expressly provided within the terms and
conditions of that contract.
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2025 LTAC Grant Application
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7. APPLICATION FOR LTAC GRANT FUNDING
1. Project Information
a. Project
Project Name: T-Rex World Championship
Amount of Lodging Tax Funding Requested: $ 15,000.00
(Amount Requested must match Project Budget column a "Lodging Tax Funding
Requested")
Total Project Cost: $ 15,000.00
(Total Project Amount must match Project Budget column c "Total Project Cost")
b. Applicant Organization
Name of Applicant Organization: Emerald Downs Racing LLC
Mailing Address: 2300 Ron Crockett Dr
Auburn WA 98001
Tax ID Number: 47-2966969
Organization Unified Business Identifier (UBI): 603453-904
UBI Expiration Date:
Type of Organization: LLC
(Non-profit, For-profit, Municipality, Private business, etc.)
c. Contact:
Name: Philip Ziegler
Title: President
Telephone: 253-288-7004
Email: philz@emeralddowns.com
Signature: f L.
The signatory declares that he/she is an authorized official of the applicant
organization, is authorized to make this application, is authorized to commit the
organization in financial matters, and will assure that any funds received as a result
of this application are used only for the purposes set forth herein, and verifies that
all the information contained in this application is valid and true to the best of
his/her knowledge.
9
2025 LTAC Grant Application
Page 26 of 36
2. Project Description
a. Event Date(s): June 29 (Broadcast date on ESPN2 in Late July/Early Aug
b. Event Location: Emerald Downs Racetrack
c. If there is a charge or fee for this activity, please describe how much and why.
$10 for adults, $5 ages 5-17, under 4 free. Military & Tribal members also free. This is
our regular admission charge.
d. Please provide a detailed,yet concise scone of work (mandatory] and/or proposed
project/activity. Include information on the area the project will serve, its expected
impact and list the responsible party(s).
The T-Rex Race originated in 2017 and has grown into a worldwide social media
phenomenon. Hundreds of millions of views on Facebook plus other social media.
People now travel from other states and other countries to participate.
3. Beneficiaries
Please list and provide specific information regarding all individuals, businesses, areas, or
organizations that will directly benefit from the project/activity.
This will benfit Auburn tourism by being a presenting sponsor plus area hotels and
businesses. The event inslf draws a large crown and hundreds of thousands of people
will see the event worldwide on ESPN2.
4. Tourism Benefit
a. Estimate how the funds will increase the amount of people traveling to Auburn to
stay overnight in paid accommodations.
Participants will be coming from out of state and out of country to participate. Auburn
Tourism will also be featured on a national ESPN2 broadcast of the event which will air in
late July/early August
b. Estimate how the funds will increase the amount of people traveling to Auburn
from more than 50 miles from their residences.
We will have about 300 participants of which half will be coming from more than 50 miles.
c. Estimate how the funds will increase the amount of people traveling to Auburn
from outside their state or country.
The exposure for Auburn via social media and ESPN will be significant.
10
2025 LTAC Grant Application
Page 27 of 36
5. Goals/Monitoring
Describe the goals of the project. Will the project result in an increase in overnight stays
by visitors in Auburn? If so, how will this increase be tracked and monitored?, How will an
increase in the sale of aoods and services as a result of the oroiect be measured? What
other short or long-term economic benefits will occur and how will that be tracked? Why
do you believe those project/activity outcomes are feasible?
Note -Applicants will be required to submit a post-funding report providing pertinent
data evaluating tourism benefits resulting from the use of lodging tax funds as
compared with the estimates contained in this application.
By sponsoring the event Auburn will receive exposure as the Presenting Sponsor. The package
also includes 750 tickets which are good for any rce day and can be used by hotels as incentive
to stay in Auburn,
6. Funding Requirements
Due to funding constraints, partial funding may be recommended by the LTAC. If partial
funding is received, how will that impact the project/activity? Please describe:
No impact.
7. Use of Funds
Provide detail on how the funds will be used. For example, $20,000 of the funds will be
used for marketing, $5,000 for administration, $10,000 for Consultants, etc.
The entire amount will be used for production costs for the ESPN program which will promote
Auburn as the presenting sponsor.
11
2025 LTAC Grant Application
Page 28 of 36
8. Project Budget (for non-capital projects). Do not include in-kind contributions.
Income: A diversified funding base is important to the success of any project. Please
list all other sources of funding for the project, both anticipated and confirmed and
when that funding will be available to the project. Include your own funding,
sponsorships, other grants, etc.
Funding Source:
List all revenue sources anticipated Amount Confirmed Date Available
for 2025. Yes/No
Do not include requested Lodging
Tax Funds
none $
$
Expenses: Based on full funding, please list project costs.
Note: Certain expenses may not be reimbursable, at the sole discretion of the City of
Auburn.
You will only be reimbursed at the authorized rates. Insurance is not an eligible cost.
Lodging Tax Other Funds (Do Total Project
Funds not include "in- Cost **
Requested * kind" dollars)
Personnel (salaries & benefits) $ $ $
Administration (rent, utilities,
postage, supplies,janitorial $ $ $
services, etc.)
Marketing/Promotion $ 15,000.00 $ 10,000.00 $ 25,000.00
Direct Sales Activities $ $ $
Minor Equipment $ $ $
Travel $ $ $
Contract Services $ $ $
Other Describe below $ $ $
TOTAL COST $ 15,000.00 $ 10,000.00 $ 25,000.00
12
2025 LTAC Grant Application
Page 29 of 36
Description for Direct Production costs for 30 minute program on ESPN2
Sales Activities,
Contract Services,
Travel and Others
In-Kind Contributions none
*Amount in column a"Lodging Tax Funds Requested"must match "Amount of Lodging
Tax Funding Requested" under la of application.
**Amount in column c "Total Project Cost"must match "Total Project Cost" under la of
application.
9. Funding History
a. Was this project funded with Auburn lodging tax funds in a prior fiscal year?
No
b. If you answered yes to 9a, provide prior years and how much funding was granted.
10. Indicate what efforts have been made to access funding from additional sources?
We sell sponsorships for this and other events.
11. Coordination and Collaboration
Please provide information about any other organizations or agencies involved in this
project/activity. Describe their level of involvement. Describe how this project coordinates
with other tourism promotion efforts or services in the area, including Chambers of
Commerce, local festivals, local lodging and restaurants.You may attach up to three letters
of support from these organizations.
none
13
2025 LTAC Grant Application
Page 30 of 36
12. Certification
The applicant hereby certifies and confirms:
1. That it does not now nor will it during the performance of any contract resulting from
this proposal unlawfully discriminate against any employee, applicant for
employment, client, customer, or other person(s) by reason of race, ethnicity, color,
religion, age, gender, national origin, or disability;
2. That it will abide by all relevant local, state, and federal laws and regulations;
3. That it has read and understands the information contained in this application for
funding and is in compliance with the provisions thereof, and;
4. That the individual signing below has the authority to certify to these provisions for
the applicant organization, and declares that he/she is an authorized official of the
applicant organization, is authorized to make this application, is authorized to
commit the organization in financial matters, and will assure that any funds received
as a result of this application are used for the purposes set forth herein.
/r"));,_
Signature: 05/23/2025
Date
Philip Ziegler
Printed Name &Title of Chief Administrator/Authorizing Official
14
2025 LTAC Grant Application
Page 31 of 36
Gold Sponsorship — 4 Available
Premium Sponsorship Social Media
• Name added to event title as presenting sponsor • Posting on Facebook,Instagram and X
• Name&logo included in event press releases • One(1)email blast that features our partnership
• Logo included on all marketing material for event
• Logo included on emeralddowns.com homepage
• Four(4) :30 second television commercials during broadcast day Hospitality
• Four track announcements throughout the day a 750 general admission tickets for event($7,500 value)
• One(1)fully hosted VIP private party for up to 20 guests
Print 2025 Available Lift„„.
• Full page program advertisement for entire 2025 season
• One Rail Sign for entire 2025 season
All Family Fun Weekends May 24-26, June 21-22, &
Race Day Activation (sold) August 9-10
• One(1)naming rights—thoroughbred feature race*Induding Four(4)winner'sdrdephotographs All Fab Friday Nights June 6 — Sept 5
• On-site activation table Indian Relay/Father's Day Friday June 13 —Sunday June 15
T-Rex Races Sunday, June 29
INVESTMENT
$15,000
7
Page 32 of 36
Top Events
T-Rex World Championship Races
Date:June 29
Event Info:Get ready for prehistoric fun and excitement as Emerald Downs 6th running of the T-Rex's takes over the track.This is a roar-some race that you don't want to miss!
Media Links: 2024 Races CNN FACEBOOK USA TODAY DAILY MAIL UNILAD SPORTbible UPI ABC WORLD NEWS
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Page 33 of 36
PROGRAM ADVERTISING
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Official Program Race Entitlements
Distribution:130,000 per Season A Race Named in Your Honor
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B&W 1/3 Page Logo ��- • Track Announcement before Race
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Page 34 of 36
TV/MEDIA
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TV Broadcast
Y3 i i.i..u.i.Sidi i{ ,:AN:11.
1,100 sq Ft Big Screen and over 1,200 TVs
National/International Satellite Network - _
Opportunities � _ ••. - - - -:--: " r,=--
• :30 Second Commercial _ j:.
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HORSE RACING NW - " 3 i{ 5
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18
Page 35 of 36
CITY OF
J\I.JBU1R.ts4 AGENDA BILL APPROVAL FORM
WASHINGGTTON
Agenda Subject: Meeting Date:
2025 Upcoming Meeting Schedule May 30, 2025
Acknowledgment of upcoming LTAC meetings for the remainder of 2025
Department: Attachments: Budget Impact:
Community Development None
Administrative Recommendation:
Background for Motion:
Background Summary:
Upcoming LTAC meetings scheduled:
July 9, 2025 at 10:00 a.m.
November 12, 2025 at 10:00 a.m.
Councilmember: Staff: Jason Krum
Page 36 of 36