ࡱ> !{ bjbjzz Hj """8Z,"jl@&&&lnnnnnn$o!-5x&|&55?<?<?<5l?<5l?<?<.r\wro6^t@XՈ0.u6ww"wd&v+8?<.B1{&&&q9&&&5555&&&&&&&&& :  Grant GUIDELINES I. GRANT PROGRAM OVERVIEW The mission of the Oregon Tourism Commission (OTC), doing business as Travel Oregon, is to encourage economic growth and to enhance the quality of life in Oregon through a strengthened economic impact of tourism throughout the state. OTC has established a program to make grant awards to eligible applicants for projects that contribute to the development and improvement of local economies and quality communities throughout this state by means of the enhancement, expansion and promotion of the visitor industry. For fiscal year 2011-12 (July 1, 2011 June 30, 2012), $75,000 are available to be awarded in grants of not less than $1,000 or more than $10,000, subject to matching and other requirements described herein. This document outlines the process for applying and the criteria OTC will use in deciding whether to award grants. All applicants will be required to complete their applications on-line. Instructions for completing the 4-step on-line application are provided in Section III, below. The schedule for the Matching Grants Program, from this announcement of the availability of the grants through completion of any grant contracts that are awarded pursuant to this announcement, is provided in Attachment A, Grant Timelines. A. OREGON TOURISM COMMISSION KEY OBJECTIVES Grant applicants will need to describe how their grant project complements OTCs Key Objectives. OTCs Key Objectives are: 1) Maximize the return on public and private investments on tourism. 2) Drive year-round travel from visitors in our domestic target audience and lengthen their average stay by encouraging them to be destination-oriented in this state. 3) Drive leisure visitors to Oregon from our primary international target markets: Germany, UK, Japan, Canada, and European and Asian feeder markets. 4) Provide leadership and support through collaboration with local, regional, national, tribal and private-industry tourism entities. 5) Maintain a balance between development and the natural environment, sustainability and stewardship of our states resources. B. RCMPs, DMOs and RDMOs OTC has identified seven (7) regions in the state through the Regional Cooperative Marketing Program (RCMP). The application requires that you specify the region which is applicable to your grant project. Choose the state-wide region on the application, only if your grant project involves statewide partners or impacts the whole state. A map of the regions can be found online at:  HYPERLINK "http://www.traveloregon.com/Explore-Oregon.aspx" http://www.traveloregon.com/Explore-Oregon.aspx. The RCMP program distributes a portion of the statewide Oregon 1% lodging tax revenues back to each Oregon region to fund the approved strategic marketing plan for that region. More information on the RCMP can be found online at:  HYPERLINK "http://industry.traveloregon.com/Resource-Library/Regional-Cooperative-Marketing-Program.aspx" http://industry.traveloregon.com/Resource-Library/Regional-Cooperative-Marketing-Program.aspx. See Attachment B for information about Destination Marketing Organizations (DMOs) and Regional Destination Marketing Organizations (RDMO). II. ELIGIBILITY A. Funding Availability; Matching Funds OTC has $75,000 for investment in the Matching Grants Program during fiscal year 2011-12 (July 1, 2011 June 30, 2012). An applicant may apply for one grant for the fiscal year in amounts of not less than $1,000 or more than $10,000. Applicant must match the amount of the awarded grant. Up to 50% of the match may be in-kind. (Example: An applicant that is awarded a $10,000 grant must provide $10,000 in matching funds. Of the $10,000 in matching funds, $5,000 may be in-kind services such as donated professional services or materials relevant to the grant project). Regional Cooperative Marketing Program funds (distributed through Travel Oregon) may not be used as matching funds, and matching funds must be used only for Eligible Activities and cannot be used for Ineligible Project and Activities, as described below. B. Eligible Applicants Cities, counties, port districts, federally recognized Tribes and non-profit entities located in Oregon and involved with tourism promotion and development are eligible for grants from the Matching Grants Program. All applications must be signed by an official authorized to legally bind the Applicant to perform the Project. Upon request by OTC, an Applicant must comply with a request to supply OTC with a copy of the resolution or other documents demonstrating the Applicants authority to undertake the Project and authorizing the official to sign on behalf of the Applicant. C. Eligible Projects Eligible projects include those that provide for improvement or expansion of tourism marketing programs or development of new tourism programs or products designed to increase tourism from outside the area for greater economic impact to an area or community. Partnerships with local, regional, state-wide and government organizations and industry businesses are looked upon favorably and, ideally, an increase of room nights to local lodging facilities would be part of your project. Project activities may include, but are not limited to, any of the following that represent NEW efforts, initiatives or offerings, either domestically and internationally: Market research Community tourism strategic plan Community engagement activities (conferences, educational seminars or meetings) to further the communitys understanding and involvement with the tourism and hospitality sector Niche market development activities such as: specialized training or workshops to support the continued development or growth of a target niche market, local familiarization tours, or regional study tours Interactive or new website components Cooperative advertising opportunities Brochure creation, production and distribution Media production and placement Video production and distribution Tourism event promotion Visitor services projects D. Ineligible Projects and Activities Projects that include the following activities, are not eligible for grants under the Matching Grants Program: 1. Projects that involve construction of facilities or modification of eligible historic structures or items. 2. Activities that are not new efforts, initiatives or offerings. Examples of activities that are not new efforts, initiatives or offerings include, but are not limited to, the following: Reprints of any kind Second editions of printed materials or audio recordings Updates to existing websites 3. Grant funds will not be used to cover the costs of staff time, mileage, or associated fees 4. Grant funds will not be used for large scale projects without a clear alignment of where awarded funds will be spent in the project budget III. APPLICATIONS The application will be filed online, in a 4-step process as described below in Attachment C, Grant Application Checklist. As more fully described in the Grant Application Checklist, the application process includes responding to questions. Applicants must respond to the questions in a clear, concise narrative and only include information that is relevant to the grant project. Answers should be limited to no more than two paragraphs for each question. All instructions must be followed. Failure to follow the instructions in their entirety may result in disqualification of the application. NOTE: OTC will not reimburse a Grant recipient for any costs associated with a Grant Project that are incurred before a Grant Contract between OTC and the Grant Recipient has been signed by both OTC and the Grant recipient (planning meetings for the project may occur prior to the Grant Award). IV. EVALUATION CRITERIA; AWARD OF GRANTS A. Electronic grant applications must be complete and include the following: Authorizations from the applicant's Board Chair, Executive Director/CEO and grant project manager (or equivalent acceptable to OTC). Description of how the project meets the match requirement (half of which may be in-kind) Description of how the project is focused on improvement or expansion of tourism marketing programs, or development of new tourism programs or products designed to increase tourism from outside the area for greater economic impact to an area or community. Ideally, this will include an increase of room nights to local lodging facilities A federal tax ID # to be considered for the Matching Grants Program. Social security numbers will not be accepted Demonstration that the project complements and is consistent with existing statewide, regional and local marketing campaigns and meets the OTC key objectives described in Section 1.A. [NOTE: Travel Oregon staff can, at the applicants request, work with the applicant to assist with coordination among statewide, regional and local organizations. B. REVIEW OF APPLICATIONS; DECISION TO AWARD The Matching Grants Program Review Committee will evaluate the applications and make recommendations to the OTC for approval at its September 27, 2011 commission meeting. See a complete list of all grant dates and deadlines in the Grant Timelines, Attachment A. Applications will be reviewed for the following: Degree to which they further the OTCs key objectives (Section I.A); ; Supports the goals and objectives found in the DMO, RDMO, and Travel Oregon strategic plans and degree of coordination with applicable DMOs, RDMOs and RCMPs; Potential for positive economic impact on community/region as a direct result of the project; Potential for project to stimulate and generate tourism economic development; Viability, integrity and sustainability of the project; Financial need of applying organization; Demonstration that applicant and project meet the eligibility requirements of Section II, and that the application is complete and contains all information required by these Grant Guidelines, including without limitation as stated in Attachment C and Section IV.A. OTC reserves the right to award grants in amounts totaling less than all funds that are available under the Matching Grants Program, to waive minor irregularities in grant applications, to award a different amount than is provided in a grant application (subject to the overall limitation that grants be for at least $1,000 and not more than $10,000), or to cancel the Matching Grants Program in its entirety if it is determined by OTC, in its sole discretion, that it is its best interest to do so. V. GRANT CONTRACTS Applicants who are awarded a grant by OTC shall enter into a grant contract between OTC and the highest elected official of the county or city, the executive director of the port district, the tribes chief executive or the chairperson of the non-profit entity, or such other person acceptable to OTC who is authorized to enter into binding contracts on the applicants behalf. The grant contract will include, among other things, the following: A. MONITORING; TIMELINES. Projects will be monitored by OTC, and grant recipients shall maintain records sufficient for monitoring. The grant contract shall include all timelines that must be observed by the grant recipient. B. OREGON TOURISM COMMISSION RECOGNITION Grant recipients shall conspicuously display on all finished grant projects that the project is being funded through a grant from the Oregon Tourism Commission. Travel Oregons logo must be utilized on publications and other significantly visible project activities. A consultation with Travel Oregons Director of Brand Strategy may be required (in your grant agreement) before work can begin on your grant project. Please contact Michelle Woodard  HYPERLINK "mailto:MichelleW@TravelOregon.com" MichelleW@TravelOregon.com to obtain a copy of the Brand Oregon style guides and logos (and share with your design team) before beginning any work on your project. C. GRANT REPORTS Mid-Project Report A mid-project update report on the progress of your grant project. Any changes must be included (changes in scope of the project, delays, extensions that you anticipate, etc.). Use form provided by OTC. Due to OTC by February 27, 2012. Grant Project Status Form Upon completion of your grant project a status report on your efforts, which accompanies documentation of your completed grant project, is due. Three copies of your grant project (example: brochure), a picture (example: visitor kiosk panel), a pdf, etc. must be included as proof that your grant project is complete. Use form provided by OTC. Due to OTC by June 30, 2012. Accomplishment Report A grant project accomplishment report including all details in measuring success is due two months after grant project is completed. Use form provided by OTC. Due to OTC by August 31, 2012. Final Measurement of Success Grant Report A final report on your grant project and its measure of success is due 12 months following the grant completion due date. Use form provided by OTC. Due to OTC by June 30, 2013. 5. NOTE: Failure to timely submit reports may result in ineligibility for any future Matching Program Grants. D. GRANT FUNDS DISBURSEMENT Any grant funds not used as approved shall be returned to OTC pursuant to the grant contract. Projects must be completed within the grant period stated at the time of the grants contract. An initial disbursement of 10% of the project grant funds will be sent to grant recipient with fully-executed contract. The signed contracts are due to OTC by October 25, 2011. All remaining grant project funds will be issued on a reimbursement basis. A detailed breakdown of the reimbursement schedule will be included in the Grant Contract. Reimbursement requests must include copies of all project receipts, clearly marked with what budget line item expense it reflects. The first reimbursement request must include receipts for all costs paid for by the initial disbursement, as well as for any additional costs for which reimbursement is requested. Reimbursement requests must be sent to: Oregon Tourism Commission/Travel Oregon, Attention Matching Grants Program, 670 Hawthorne Avenue SE, Suite 240, Salem, OR 97301. These receipts can ONLY be submitted with the completion of the Mid-Project Report Due to OTC by February 27, 2012; with the completion of the Grant Project Status Form Due to OTC by June 30, 2012; and finally with the completion of the Accomplishment Report Due to OTC by August 31, 2012. Once the Accomplishment Report (due August 31, 2012) is submitted, no further reimbursement will occur. OTC reserves the right to withhold ten percent of the grant amount until it receives and approves the Accomplishment Report. E. AMENDMENTS When necessary, amendments may be made to the grant agreement by mutual agreement of the grant recipient and OTC, such that: Items subject to amendment may include, but are not limited to, substantial alteration of cost, scope, location, objectives, or timeframe of the approved activities or project funded by the grant; and 2. Failure by a grant recipient to gain prior approval from OTC for substantial changes may be a cause for sanctions as delineated in OAR 123-062-0060 (to be made a part of the contract). V. WHO TO CONTACT IF YOU HAVE QUESTIONS All correspondence regarding the Matching Grants Program application process should be sent to: Oregon Tourism Commission/Travel Oregon, Attention: Matching Grants Program, 670 Hawthorne Avenue SE, Suite 240, Salem, OR 97301. Questions can be sent to:  HYPERLINK "mailto:Grants@TravelOregon.com" Grants@TravelOregon.com NOTE: OTC will not reimburse a Grant recipient for any costs associated with a Grant Project that are incurred before a Grant Contract between OTC and the Grant Recipient has been signed by both OTC and the Grant recipient (planning meetings for the project may occur prior to the Grant Award). ATTACHMENT A GRANT TIMELINES June 10, 2011 Matching Grants Program information announced June 23, 2011 Matching Grants Program online electronic application open August 8, 2011 by 5:00 pm Deadline to contact your DMO and RDMO August 10, 2011 by 5:00 pm Deadline to submit Grant Project Idea to Travel Oregon grants staff August 22, 2011 by 5:00 pm Matching Grants Program online electronic application due September 27, 2011 Oregon Tourism Commission meeting The Oregon Tourism Commission (OTC) will make final decision on grant applications. Grant applicants do not need to be present. October 4, 2011 Grant application notification All grant applicants will be notified in writing by this date on the status of their grant application. October 14, 2011 Grant contracts sent to grant recipients All contracts will be sent out to grant recipients by this date. October 25, 2011 Signed contracts due to OTC Two signed copies of the grant contract need to be returned to OTC. October 26, 2011 Fully-executed contract & 10% of grant funds sent to grant recipients A copy of a fully executed contract (both parties have signed) will be returned to grant recipient along with an initial disbursement of 10% of the grant projects funds by this date if received at OTC by due date of October 25, 2011. Grant project work can now officially begin! (Note: If you take longer than October 25 to return your signed contract, you will need to wait to receive the fully-executed contract before grant work can begin.) February 27, 2012 Mid-Project Report due Use form provided by OTC. A copy of project receipts, clearly marked with what budget line item expense it reflects can be submitted for reimbursement with the Mid-Project Report (an updated Budget must be submitted at this time). June 30, 2012 Grant project to be completed/Grant Project Status Form due Use form provided by OTC. Grant project must be completed and your Grant Project Status Form sent to Travel Oregon along with proof of your project. A copy of project receipts, clearly marked with what budget line item expense it reflects can be submitted for reimbursement with the Grant Project Status Form (an updated Budget must be submitted at this time). August 31, 2012 Accomplishment Report due Use form provided by OTC. A copy of project receipts, clearly marked with what budget line item expense it reflects can be submitted for reimbursement with the Accomplishment Report (an updated budget must be submitted at this time). No further reimbursement will be provided after submission of the Accomplishment Report. June 30, 2013 Final Measurement of Success Grant Report due Final report on your grant project is due 12 months following the grant completion date to measure its success. Use form provided by OTC. All questions to: Michelle Woodard or Carole Astley, (503) 378-8850 or  HYPERLINK "mailto:Grants@TravelOregon.com" Grants@TravelOregon.com. ATTACHMENT B Description of DMOs and RDMOs DMO = Destination Marketing Organization An organization whose primary function is to attract visitors to its locale for the purpose of enhancing the local economy through purchase of room nights, food and beverage, retail items, transportation, visitor services, etc. In Oregon, local DMOs work with their Regional DMO to cooperatively leverage budgets, advertising, services, and information for the benefit of all tourism entities in the region. (For the purpose of this grant your DMO will be the organization in your community that promotes tourism) RDMO = Regional Destination Marketing Organization Oregon is divided into seven tourism regions; each region has identified one DMO to act as its Regional Destination Marketing Organization. That RDMO partners with the State of Oregons Travel Oregon office for the purpose of attracting visitors to that region. Regional DMO (RDMO) contact information is listed below in the chart. Oregon Coast Counties: Clatsop, Tillamook, Lincoln, Coos, Curry; coastal portions of Lane and DouglasOregon Coast Visitors Association Rebecah Lutz Tel: 541.574.2679  HYPERLINK "mailto:RLutz@ThePeoplesCoast.com" RLutz@ThePeoplesCoast.com  HYPERLINK "http://www.VisitTheOregonCoast.com" www.VisitTheOregonCoast.com Greater Portland Counties: Washington, Columbia; portions of Multnomah and Clackamas Greater Portland Greg Newland Tel: 503.275.9771  HYPERLINK "mailto:Greg@TravelPortland.com" Greg@TravelPortland.com  HYPERLINK "http://www.TravelPortland.com" www.TravelPortland.comMt. Hood/The Gorge Counties: Hood River; portions of Wasco, Multnomah and Clackamas Mt. Hood Territory / Columbia River Gorge Jeannine Breshears Tel: 503.655.8419  HYPERLINK "mailto:JeannineBre@co.clackamas.or.us" JeannineBre@co.clackamas.or.us  HYPERLINK "http://www.MtHoodTerritory.com" www.MtHoodTerritory.com Willamette Valley Counties: Yamhill, Polk, Benton, Marion, Linn; portions of Lane and Clackamas Willamette Valley Visitors Association Jimmie Lucht Tel: 541.928.0911  HYPERLINK "mailto:jlucht@albanyvisitors.com" jlucht@albanyvisitors.com  HYPERLINK "http://www.oregonwinecountry.org" www.oregonwinecountry.org Southern Oregon Counties: Klamath, Lake, Jackson, Josephine; portions of Douglas Southern Oregon Visitors Association Carolyn S. Hill Tel: 541.552.0520  HYPERLINK "mailto:Carolyn@SOVA.org" Carolyn@SOVA.org  HYPERLINK "http://www.SouthernOregon.org" www.SouthernOregon.org Central Oregon Counties: Jefferson, Deschutes, Crook; portions of Wasco Please direct Matching Grant questions to: Kristine McConnell  HYPERLINK "mailto:Kristine@VisitCentralOregon.com" Kristine@VisitCentralOregon.com 1.800.800.8334 Central Oregon Visitors Association Alana Audette Tel: 1.800.800.8334  HYPERLINK "mailto:Alana@VisitCentralOregon.com" Alana@VisitCentralOregon.com  HYPERLINK "http://www.VisitCentralOregon.com" www.VisitCentralOregon.com Eastern Oregon Counties: Sherman, Gilliam, Wheeler, Morrow, Union, Umatilla, Wallowa, Grant, Baker, Harney, MalheurEastern Oregon Visitors Association Alice Trindle Tel: 541.856.3356  HYPERLINK "mailto:eova@eoni.com" eova@eoni.com  HYPERLINK "http://www.EOVA.com" www.EOVA.com ATTACHMENT C Grant APPLICATION CHECKLIST The 2011-12 Matching Grants application must be submitted online. All online applications due: Monday, August 22, 2011 by 5:00 pm. Please follow the four steps of the grant application process listed below. Once you have all the information compiled from steps 1 3, you will be able to complete the 4th step of submitting the online application. NOTE: To submit the online application, you will need to upload ONE attachment that includes the following documents in this order: Grant Application Form, Project Budget, Board list, Financials, Support Letters and Matching Funds Letters. These documents need to be combined into a single PDF document. If you have any questions or need further assistance, please contact us at 503-378-8850 or  HYPERLINK "mailto:Grants@TravelOregon.com" Grants@TravelOregon.com Application Check List (You must follow these 4 steps for a successful grant application) Review the Grant Guidelines (pg. 1-5) to make sure your organization and your proposed grant project fit within the application guidelines and so you can start gathering all the information needed for the grant application. Consult with your Destination Marketing Organization (DMO) and Regional Marketing Organization (RDMO) on your grant project idea to get their suggestions. Note: In the final Grant Application PDF you will need to submit a letter from your DMO, RDMO or both depending on the nature of your project, stating that you have discussed your project idea with them. (See Attachment B on pg. 7 for DMO and RDMO information). Deadline to contact your DMO and RDMO about your project idea is August 8, 2011. Submit your grant application project idea ( HYPERLINK "http://industry.traveloregon.com/upload/otc/departments/tourismdevelopment/grantprojectideasubmissionworksheet.doc" using form provided here) electronically to Travel Oregon grants staff for review. In most cases we will get back to you with feedback and suggestions within 2-3 business days after we have received your grant project idea. Deadline to submit this form to Travel Oregon grants staff is August 10, 2011 (after you have submitted your project idea to your DMO and RDMO). NEW FOR 2011-12: Please note that bid documents will need to be submitted along with a detailed budget in the final Grant Application (More information on this process will be provided in the feedback to the grant application project idea worksheet). After you have received Travel Oregon grants staff feedback on your grant project idea, and made any suggested revisions and contacts as needed, you are now ready to complete the Grant Application Form (pgs. 8-12). The Grant Application Form is the first component of the final Grant Application. Other documents that must be included to the Grant Application Form as a single PDF are: Project Budget, Board List, Financials, Support Letters and Matching Funds Letters. See pg. 13 for more details. NO APPLICATIONS WILL BE ACCEPTED THROUGH THE MAIL EACH COMPLETE APPLICATION MUST BE SUBMITTED ONLINE. Grant APPLICATION FORM (Note: Using the insert key on your keypad will help to fill out this form via your computer) Date of Application:____________________________________________________________________ Project Title: _________________________________________________________________________ Grant Amount Requested:$______________________ Federal Tax ID Number:____________________ Name of Organization: _________________________________________________________________ Choose one region for your grant project: % Greater Portland % The Coast % Willamette Valley % Southern Oregon % Mt. Hood/The Gorge % Eastern Oregon %Central Oregon % State-wide Only choose the state-wide option if your project covers the entire state, for example a project that markets all of Oregons historic theatres would choose the state-wide region option. Executive Director:____________________________________________________________________ Grant Contact Person (if other than Executive Director): _______________________________________ Mailing Address:________________________________City:_______________State:_____ZIP:_______ Physical Address:________________________________City:_______________State:_____ZIP:_______ (only if different from the mailing address) County:_____________________________________________________________________________ Grant Contact Person Email Address:______________________________________________________ Website:_____________________________________________________________________________ Telephone: ( )_______-________________________Fax: ( )_______-____________________ Name & contact info for DMO and RDMO contacted about this project: DMO: ______________________________________________________________________________ RDMO: _____________________________________________________________________________ narrative questions The grant reviewers will respond to your grant application more favorably if you respond to the following questions in a clear, concise narrative and only include information that is relevant to the grant project. We ask that you please limit your answers to no more than two paragraphs for each question. Grant applications with answers that are longer than two paragraphs may not be read in their entirety as the reviewers have a lot of grants to get through and may not have time to read more than the first two paragraphs. We encourage you to enlist a proofreader other than the author before submitting your application. If you have questions on the information required below, please refer to the Grant Guidelines document or contact the Travel Oregon grants staff at  HYPERLINK "mailto:Grants@TravelOregon.com" Grants@TravelOregon.com or (503) 378-8850. Project Narrative: Briefly describe the project for which support is requested. If your grant project is approved, this description will be used in your grant project so be as specific and brief as possible when describing the elements of your grant project. (Example 1: Design, print, and distribute a brochure with a map of the Scenic Tour Route including visitor attractions along the route. Example 2: Produce five self-guided audio tours on various historic aspects of your community. Tours can be downloaded via website onto iPods and MP3 players or burned onto cds through the Chamber of Commerces website with links also residing on multiple partners websites.) What are the primary goals and objectives of the project? Whats your long term sustainability plan for the project? (Example: How will you fund future brochure re-prints; maintain signs that become damaged; keep a website updated with current information, etc.) Describe the need for the project. Organizational Narrative: Describe your organizational structure, (board, staff, members) including a summary of its background, objectives and experience in the area for which funds are sought. Note: You will be uploading your board list in the application process so you do not need to type out your entire board list here. Project Management: Who will be the project manager? Briefly describe the project managers industry and grant management experience. Long-Term Benefits: Describe how this project complements and is consistent with: a. Your communitys current strategic/marketing plan (contact your local DMO for this information for more information see page 6 of the grant guidelines) Your regional strategic plan (contact your RDMO for more details for more information see page 6 of the grant guidelines) Travel Oregons Key Objectives (for more information see page 1 of the grant guidelines) Links to Other Projects: How is this project linked to tourism planning, marketing efforts or other development efforts in your area? Community Support: Demonstrate how the project has the support and involvement of the community. Note: You will be uploading your letters of support in the application process. List partners, sponsors, volunteers and their contributions and/or activities. Economic Development Focus: Does this project clearly target tourism development, promotion or marketing? Please explain in detail. In what ways is this project an integral part of economic development in your area? Financial Need: Demonstrate your organizations financial need. Note: You will be uploading your financials in the application process. Readiness to Proceed: What is your timeline? (Must follow sample timeline layout on pg 14) If approved, are you ready to proceed on this grant project once the contract is signed by both parties (in October 2011)? What else needs to be done in order to start on the project? Measuring Success: How will you measure the success of this project, in the short-term and in the long-term? What will be measured? What information will be collected? Be as specific as possible with your measurement methods. Authorization________________________________________________________________________ We hereby certify that the facts, figures and representations made in this application, including all supplemental attachments, are true and correct to the best of our knowledge, and this application is made with the approval of the organizations board of directors or presiding elected official of the city or county managing the project. Misrepresentation of authorization will result in dismissal of the grant application. Checking the authorizations below (and filling in the First and Last Name and Title of each authorization) is the equivalent to an electronic signature stating the above is true. See the Eligible Applicants section of the Grant Guidelines, page 1, for acceptable authorizations if your organization is made up differently than the authorizations listed below. All three authorizations are required for this application to be accepted. ____ General Authorization Name of Grant Contact Person filling out this online application: (First and Last Name and Title): ____Executive Authorization Name of Executive Director/CEO granting authority for this grant application (First and Last Name and Title): ______________________________________________________________________________ ____Chair/President Authorization Name of Board Chair/President granting authority for this grant application (First and Last Name and Title): ______________________________________________________________________________ Now that you have completed the Grant Application Form, the following items need to be combined with that document into a PDF to be uploaded online. Please put the application together in this order: Grant Application Form: Includes answers to narrative questions (pgs. 8-11 of Grant Guidelines) Grant Budget: Project budget (must follow outline exactly as shown on pg. 13 and must also reference feedback from Travel Oregon provided on the grant project idea submission worksheet ) Board: List of names, addresses and affiliations of current board members Financials: Board-approved Profit & Loss Statement & Current Balance Sheet from most recently completed fiscal year and a copy of your current IRS tax-exempt determination letter. (This should only be a few pages Cities/Counties/Ports may use Budget Summary). Support Letters: Letters of support from community leaders, local tourism industry entities, other organizations or parties involved or affected by this project. A letter, or copy of an email, from both your DMO and your RDMO are required as well stating that you have talked to them about your grant project idea. Matching Funds Letters: Letter or signed statement of financial commitment for the matching funds from each contributing partner. FICTIONAL Sample Budget: use this format for your grant project Please Note: This is only a sample budget. Your grant project budgets individual income and expense items will vary, and should include as much detail as possible. Total Income and Total Expenses must be identical to have a balanced budget. These figures below are all fictional and should not be used as anything more than an example for your own grant budget. Applicant Name: Smithville Convention and Visitors Bureau Project Name: Smithville Asset Development and 15-Year Sustainable Tourism Plan Cash In-Kind  SHAPE \* MERGEFORMAT  INCOME Smithville CVB $ 700.00 Smithville Museum $ 200.00 Jonesville Chamber of Commerce $ 450.00 Jonesville Convention and Visitors Bureau $ 500.00 Holiday Motel $ 300.00 Downtown Italian Restaurant $ 200.00 Tourism Consultant, Jean Walker $750.00 (donating 10 hours @ $75/hr for working on tourism plan) Smithville Graphic Design $2,350.00 (donating 47 hours of design time on the plan) OTC Matching Grants Program Funds $3,500.00  SHAPE \* MERGEFORMAT  $5,850.00 $3,100.00 TOTAL INCOME: $8,950.00  SHAPE \* MERGEFORMAT  EXPENSES Tourism Consultant, Jean Walker $375.00 $750.00 (15 hours of time @ $75/hr for compiling data, information from town hall meetings and compiling into a final plan) Rural Development Initiatives Rural Tourism Coordinator $4440.00 (flat fee for facilitating all town hall and other community meetings) Graphic Design materials (meeting notices, materials, $235.00 $2,350.00 posters, notebooks) + Printing costs Meeting room rental fee $800.00 ($200 x 4 town hall meetings)  SHAPE \* MERGEFORMAT  $5,850.00 $3,100.00 TOTAL EXPENSES: $8,950.00 FICTIONAL Sample GRANT PROJECT TIMELINE Applicant Name: Smithville Convention and Visitors Bureau Project Name: Smithville Asset Development and 15-Year Sustainable Tourism Plan Please note that this is only a sample timeline. Your grant project timeline should include all Grant Timelines listed on pg. 5. August 22, 2011 Asset Development and 15-year Sustainable Tourism Plan electronic application due by 5:00 pm today October 4, 2011 Receive notification on grant status from OTC October 10, 2011 Sustainable Tourism Committee kick-off meeting to discuss preliminary timeline/community walk-through/community workshops to discuss plans that will officially begin once fully-executed contract is received from OTC on or before 10/26/11 October 14, 2011 Grant contracts sent out by OTC October 25, 2011 Signed grant contacts due to OTC October 26, 2011 Fully executed contract & 10% of grant funds disbursement sent to Smithville CVB by this date work on grant can officially begin! November 3, 2011 Contracts signed with RDI and tourism consultant so work can officially begin on Asset Development and 15-Year Sustainable Tourism Plan November 15, 2011 Sustainable Tourism Committee First Meeting December 10, 2011 Community Town Hall Meeting January 5, 2012 Community Town Hall Meeting February 10, 2012 Community Town Hall Meeting February 27, 2012 Mid-Project grant report due to OTC (note any changes to scope, budget, etc.). Submit with report, receipts of budget line item expenses covered by awarded grant funds to OTC for reimbursement April 7, 2012 Sustainable Tourism Committee Second Meeting go over first draft of plan May 15, 2012 Final Sustainable Tourism Committee meeting to wrap up final details go over final draft of plan June 9, 2012 Asset Development and 15-Year Sustainable Tourism Plan completed June 20, 2012 After-hours reception where Sustainable Tourism Committee will unveil strategic plan work done to date and what lies ahead in the future plans to the Smithville community, regional tourism partners, Travel Oregon, etc. June 30, 2012 Grant project completion deadline /Grant Project Status Form due to OTC. Submit with report, receipts of budget line item expenses covered by awarded grant funds to OTC for reimbursement August 31, 2012 Accomplishment Report due/Final opportunity to submit with report, receipts of budget line item expenses covered by awarded grant funds to OTC for reimbursement June 30, 2013 Final Measurement of Success Grant Report due (v.6.9.11)     PAGE  OREGON TOURISM COMMISSION 2011-12 matching GRANTS PROGRAM PAGE  2011-12 OTC Matching Grants Program Grant Guidelines, page  PAGE 1 of  NUMPAGES 3 ./  5 6 : H J M Y [ İsbsbQD7D*DhA hNmOJQJ^JhA h OJQJ^JhA hNOJQJ^J!hA hNmB*OJQJ^Jph!hA h B*OJQJ^Jph!hA h<B*OJQJ^Jph)hA hNmB*CJ OJQJ^JaJ ph,hA hNm5B*CJOJQJ^JaJph&hA hi~;CJOJQJ\^JaJ&hA hg";CJOJQJ\^JaJ&hA h.R;CJOJQJ\^JaJ&hA hA ;CJ OJQJ\^JaJ ./" #   B C IJd) Rgd< 8gdgdgd< &dPgdi~[ j k l q  z {   " # 7 O     ijkZZIZ!hA hnjB*OJQJ^Jph!hA h;B*OJQJ^Jph)hA h;B*CJ OJQJ^JaJ ph!hA h7mB*OJQJ^Jph!hA h>TB*OJQJ^Jph!hA h B*OJQJ^Jph!hA hB*OJQJ^Jph!hA hNmB*OJQJ^Jph!hA hNB*OJQJ^JphhA hNOJQJ^JhA 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