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HomeMy WebLinkAboutGrant Request - Sisters Quilt ShowEconomic Development Fund Discretionary Grant Program Organization: Sisters Outdoor Quilt Show Organization Description: The Sisters Outdoor Quilt Show is a volunteer -based organization, and three paid staffers who organize what has been described as the largest outdoor quilt show in the world. Project Name: Sisters Outdoor Quilt Show Project Description: The event, which includes more than 1,200 quilts, is intended to educate and inspire the public about the art of quilting and to benefit the school and community groups of Sisters and Central Oregon. Grant funding is requested to support traffic/parking and sustainable event practices, to promote recycling of paper, plastic and glass at the event. Project Period: July 12, 2008 Amount of Request: $2,450 (Total Budget for Event = $7,150) - $1,450 for traffic/parking and $1,000 for sustainable event practices Previous Grants: • May 2007 - $2,000 ($2,000 Baney) 311 Al. (AS(ADE -, SISTERS, OR 9159 SISTERS OUTDOOR QUILT SHOWM WWW.SISTERSOUTDODRQUILTSIIOW.ORG February 18, 2008 Susan Ross Deschutes County Administration 1300 NW Wall St., Suite 200 Bend, OR 97701-1960 Dear Ms. Ross: sr1ERsour oOo:;o�i�: sxrnc I have enclosed a grant application for the Deschutes County Economic Development Fund. I hope I've included everything you need and appreciate your consideration of our request. If you have any questions or need further information I will be happy to provide it although I will be traveling (rafting the Grand Canyon!) from February 20 through March 15. Thanks again for taking time to review our request! Sincerely, Ann H. Richardson Executive Director Ann (a,SistersOutdoorQuiltShow.org 11.1 A 02 ❑ Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org DESCHUTES COUNTY ECONOMIC DEVELOPMENT FUND DISCRETIONARY GRANT PROGRAM APPLICATION Direct Application to: Commissioner Tammy Baney Commissioner Dennis R. Luke Date - 2/18/2008 Project Name: Project Beginning Date: Amount of Request: Commissioner Michael M. Daly All Three Commissioners Yes Sisters Outdoor Quilt ShowTM 4/1/2008 $2,450 Applicant/Organization: Address: Project End Date: Date Funds Needed: Tax ID #: City & Zip: Telephone: Email: Sisters Outdoor Quilt ShowTM PO Box 280 Contact Name(s): Fax: Ann Richardson, Executive Director 541-549-0989 Alternate Phone: 541-549-6061 July 12. 2008 May 1, 2008 14-1941732 Sisters, Oregon 97759 541-549-0989 1 ann a sistersoutdoorquiltshow.i,rg On a separate sheet, please briefly answer the following questions: 1. Describe the applicant organization, including its purpose, leadership structure, and activities 2. Describe the proposed project or activity. 3. Provide a timeline for completing the proposed project or activity. 4. Explain how the proposed project or activity will impact the community's economic health. 5. Identify the specific communities or groups that will benefit. 6. Itemize anticipated expenditures*. Describe how grant funds will be used and include the source and amounts of matching funds or in-kind contributions, if any. If the grant will support an ongoing activity, explain how it will be funded in the future. Attach: Proof of the applicant organization's non-profit status. * Applicant may be contacted during the review process and asked to provide a complete line item budget. Amount Approved: By: Date: Declined: By: Date: 1. Describe the applicant organization, including its purpose, leadership structure and activities. a. The Sisters Outdoor Quilt Show ("SOQS") now in its 33`d year in Sisters, Oregon, has received the reputation as the largest outdoor quilt show in the world. Visitors from all over the world travel to the small community of Sisters to celebrate this traditional art. b. The Sisters Outdoor Quilt Show is a volunteer based organization with a five member, volunteer board of directors. There are three paid staff people who help to organize the event with over 1200 quilts. Two of those are seasonal, part-time. The Executive Director works year-round. c. The purpose of the organization is to educate and inspire the public about the art of quilting and to benefit the school and community groups of Sisters and Central Oregon. 2. Describe the proposed project or activity The Sisters Outdoor Quilt Show is a one -day event held throughout the streets of Sisters, Oregon on July 12th, 2008. The event features over 1200 quilts hanging through town on businesses, fences, frames, etc. People from all over the world create the quilted works of art to be showcased in Sisters in July. This event requires hundreds of volunteers, man -power and countless hours to ensure proper care, handling, and treatment of these fragile items. The show has two initiatives that require financial support for the 2008 show. a. Accessibility/Traffic/Parking In 2007 we initiated an effort to manage the extreme amounts of traffic coming into Sisters for the show. We coordinated the closing of Cascade Ave., the main thoroughfare for the town, with multiple entities (City of Sisters, ODOT, Deschutes Co. Sherriff, local businesses). The bulk of the cost of the road closure, signage and personnel was paid for by SOQS at a cost of approximately $7,100. We plan for a similar closure in 2008, with some modifications. These modifications include an improved routing of cars into and out of the show, additional signage, training of certified (volunteer) flaggers, rental of shuttle busses for off-site parking and promotion of these changes to locals and visitors. b. Sustainable Event Practices for Sisters Outdoor Quilt Show In cooperation with the City of Sisters, the Chamber of Commerce and other events in Sisters, we are working to initiate a comprehensive recycling program for Quilt Show 2008 and other Sisters events. Efforts will include recycling stations for plastic, paper & glass throughout town; personnel to collect, sort and transport recycles; re -useable water bottles & water stations to minimize plastic bottles; composting of paper hand towels; proposing Sustainable Event Guidelines and Vendor Guidelines for events and vendor permits to adhere to. A major focus will be put on reducing the number of plastic bottles that are thrown in the trash. We will provide water bottles that have the Sisters Country Brand logo on it to remind people of our town and event, water stations throughout town and a recycling effort targeting plastic bottles in particular. 3. Provide a timeline for completing the proposed project or activity. a. Accessibility/Traffic/Parking project will be initiated by May 1 and completed by July 12, 2008 b. Sustainable Event Practices initiative will begin 4/1/2008 and most of the project activity will be completed by July 12, 2008 although there will be refinements for other events occurring later in the year. Proposed Event & Vendor guidelines will probably take the entire calendar year of 2008. 4. Explain how the proposed project or activity will impact the community's economic health. a. Accessibility/Traffic/Parking The Sisters Outdoor Quilt Show draws 20,000 visitors to Sisters and Central Oregon. Many people make the event a multi -day trip leaving tourist dollars in the community in the form of lodging, food and general shopping. This event, along with other local events, collectively help to stimulate the local real estate market as well via vacation rentals and introducing potential home buyers to the Sisters community. The quilt show showcases over 1,200 quilts which are prominently displayed outdoors on store fronts and businesses throughout the town. As a result, we have always been cognizant of the safety of our visitors. Moving traffic off Cascade, clearly signing parking and providing shuttles and off-site parking all help to provide a safer environment for an outdoor show. In 2007, businesses reported that visitors were less `stressed out' as a result of not fighting trucks and traffic to enjoy the show. This initiative has improved the quality of the show by making it a more pleasant show environment whereby people are more likely to stay longer and spend more. Handicapped parking close to the event provides an opportunity for those with limited mobility to use their energy visiting the event and our businesses, not searching for parking and making their way, from a distance, to the show. Offsite parking and shuttle enables us to accommodate more visitors and provides parking for larger vehicles, such as RV's. There is currently no designated RV parking anywhere in Sisters. In conclusion, an impression is left on travelers going through Sisters based on their experience with the traffic and accessibility to the Quilt Show. If it's a bad experience, it's a bad impression. With this traffic re-route, handicapped parking and park and shuttle, those who want to by-pass Sisters can do it in a reasonable amount of time and with a more favorable experience. Those who are trying to get to Sisters for the show have an equally positive experience. b. Sustainable Event Practices A major effort to eliminate plastic water bottles by providing our own branded, re -useable bottles, will save collection & recycling costs for a large portion of the thousands of bottles that are currently discarded on Quilt Show day. The sale of these branded bottles will economically benefit churches, school groups and others who previously chose to sell bottled water. The economic impact of a sustainable practices program for events in Sisters is much broader than the benefit of the efforts of a single event. Bringing all the event directors together to pool efforts, we can decrease a substantial amount of trash being transported to the landfill. Creating sustainable practices guidelines for events and vendors will lay a foundation for future events and make it easier for smaller events to adopt practices that may not be practical if they have to go it alone. A more difficult to quantify economic health measurement is how people feel about their experience in Sisters. Recycling, sustainable practices and elimination of unnecessary waste create positive impressions and will encourage visitors to return as tourists or even relocate their business or invest in our town. S. Identify the specific communities or groups that will benefit. a. Accessibility/Traffic/Parking- Visitors coming to the show benefit from better traffic flow and more options for parking. Handicapped visitors can park very close to the show venue. The quality of the show is improved significantly in the opinion of our visitors. Emails, phone calls and verbal feedback from last year's visitors were overwhelmingly positive and appreciative of the road closure. A Central Oregon quilt guild and several individuals have made small contributions towards the expenses of the road closure for next year. Businesses benefit from an environment more conducive to an outdoor show. Feedback from businesses in the area of the closure was that visitors stayed longer and enjoyed their stay more than in year's past. b. Sustainable Event Practices: A local scout troop has volunteered their help with a recycling program. To one young lady it will mean a Girl Scout Silver Award — the second highest in Girl Scouts. The troop will gain valuable experience in community involvement. Many schools, church or other groups raise money by selling water on Quilt Show day. We will supply them with water bottles to sell, at a minimal cost. They can still supply the need for water for visitors and maintain their ability to raise money for their cause. The Sisters Community Garden raises money by selling compost recycled by the City of Sisters. Any material we can add to the compost pile is beneficial to their effort. The community of Sisters benefits by being perceived as environmentally friendly. We all benefit when one less truck goes to the landfill with unnecessary waste. 6. Itemize anticipated expenditures. Describe how grant funds will be used and include the source and amounts of matching funds or in-kind contributions, if any. If the grant will support an on-going activity, explain how it will be funded in the future. a. Accessibility/Traffic/Parking — requested $1,450. We are requesting funds for the additional costs for the improvements we are making this year. On-going expenses for sheriff, bus rental, professional flaggers will come from general revenue which is provided by local business sponsorship and other private foundations. Total anticipated expenditures follow. (new) Signage for traffic routing & parking $ 750 Certification for volunteer flaggers 400 Media promotion of traffic initiative 300 Rental of shuttle busses 600 Sheriff Deputies 1,500 Total estimated costs $3,550 [plus professional flaggers if needed 1,700] b. Sustainable Event Practices — requested $1,000. Total anticipated expenditures follow. County funds will be matched from general revenue of Sisters Outdoor Quilt Show, Sisters Folk Festival and other Sisters events. Water bottles to distribute $2,500 Recycle containers, liners, equipment to empty & transport to recycle station 600 Signage & promotion 500 Total estimated costs $3,600 INTERNAL REVENUE SERVICE P. O. BOX 2508 CINCINNATI, OH 45201 Date: SSJ INC C/O STEPHEN P GREER 499 SW UPPER TERRACE DR STE A BEND, OR 97702-0000 Dear Applicant: DEPARTMENT OF THE TREASURY Employer Identification Number: 14-1941732 DLN: 17053107015016 Contact Person: DONNA ELLIOT-MOORE Contact Telephone Number: (877) 829-5500 Accounting Period Ending: SEPTEMBER 30 Public Charity Status: 509(a) (2) Form 990 Required: YES Effective Date of Exemption: AUGUST 12, 2005 Contribution Deductibility: YES Advance Ruling Ending Date: SEPTEMBER 30, 2009 ID# 50304 We are pleased to inform you that upon review of your application for tax exempt status we have determined that you are exempt from Federal income tax under section 501(c) (3) of the Internal Revenue Code. Contributions to you are deductible under section 170 of the Code. You are also qualified to receive tax deductible bequests, devises, transfers or gifts under section 2055, 2106 or 2522 of the Code. Because this letter could help resolve any questions regarding your exempt status, you should keep it in your permanent records. Organizations exempt under section 501(c)(3) of the Code are further classified as either public charities or private foundations. During your advance ruling period, you will be treated as a public charity. Your advance ruling period begins with the effective date of your exemption and ends with advance ruling ending date shown in the heading of the letter. Shortly before the end of your advance ruling period, we will send you Form 8734, Support Schedule for Advance Ruling Period. You will have 90 days after the end of your advance ruling period to return the completed form. We will then notify you, in writing, about your public charity status. Please see enclosed Information for Exempt Organizations Under Section 501(c)(3) for some helpful information about your responsibilities as an exempt organization. If you distribute funds to other organizations, your records they are exempt under section 501(c)(3). In cases where the organization is not exempt under section 501(c)(3), you must funds will be used for section 501(c)(3) purposes. must show whether recipient have evidence the Letter 1045 (DO/CG)