HomeMy WebLinkAbout2017-010-Rotary-Cruise Cle Elum2017-010 LT
2017 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND ROTARY OF UPPER KITTITAS COUNTY -CRUISE CLE ELUM
EVENT
This Contract, effective January 1, 2017 is made and entered into by and between KITTITAS
COUNTY ("County"), a subdivision of the State of Washington, and Rotary of Upper Kittitas County
("Contractor") for Cruise Cle Elum Event.
WHEREAS, the purpose of this Agreement is to provide for activities and expenditures
designed to increase tourism,
NOW THEREFORE, in consideration of the terms and conditions contained herein, or
attached and incorporated and made a part hereof, the County and the Contractor mutually agree
as follows:
Section 1. Scope of Work.
a. Contractor shall provide the services and staff described in its Application for Lodging Tax
Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit "A"
which is attached hereto and incorporated herein by this reference.
b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the
following as required to perform the services, described in Paragraph (a) above, in
accordance with this Agreement: Personnel, labor and supervision; technical, professional
and other services. All such services, property and other items furnished or required to be
furnished, together with all other obligations performed, or required to be performed, by
Contractor under this Agreement are collectively referred to herein as "Services."
c. Contractor shall commence, perform and complete such Services in accordance with Exhibit
"B" which is attached hereto and incorporated herein by this reference.
Section 2: Payment.
a. As full compensation for satisfactory performance of the Contractor's Services, the County
agrees to pay Contractor the sum of two thousand dollars ($2,000.00). ($1,500 for
marketing the new portion of event.)
b. Additional payment terms: The County will make payment to the Contractor only on a
reimbursement basis, as receipts/invoices for any items including marketing and/or
advertising are submitted to the County, not to exceed the sum of two thousand dollars
($2,000.00). ($1,500 for marketing the new portion of event.)
c. Services/Expenses that are reimbursed must be dated during the current year and final date
to submit reimbursements requests is January 15, after this date funds lapse.
d. Requests for reimbursements must be submitted to:
2017 County Lodging Tax Funding Agreement Page 1
Kittitas County Auditor
Attn: Auditor's Accounting
205 West 5th Ave — Suite 105
Ellensburg, WA 98926
and itorsaccounting@co.kittitas.wa.us
e. Reporting requirements of your events will be required on prescribed forms from the
County Auditor.
f. Contractor is eligible to claim reimbursement for the following items and amounts only:
e $1,500.00 for marketing new portion of event
■ Advertising
g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and
is further expressly denied funding for the following items as requested in the application as
defined in Section 1(a): N/A
h. Contractors requesting reimbursement for event -specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation.
I. ** Contractors must complete the Lodging Tax Reimbursement online training course
provided by the County Auditor's office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
following address: http://www.co.kittitas.wa.us/auditor/default.aspx
**new
Section 3. Performance by Contractor.
a. Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County. Any such delegation or subcontracting without the County's prior written
consent shall be voidable at the County's option.
b. Contractor shall at all times be an independent contractor and not an agent or representa-
tive of the County with regard to performing the Services. Contractor shall not represent
that it is, or hold itself out as, an agent or representative of the County. In no event shall
Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the
County. It is understood that the Contractor and the Contractor's staff and employees are
not employees of the County and are not, therefore, entitled to any benefits provided
employees of the County.
c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders,
licenses, permits, and other requirements, now or hereafter in effect, of any governmental
authority (including, but not limited to, such requirements as may be imposed upon the
County and applicable to Services). Contractor shall furnish such documents as may be
required to effect or evidence such compliance. All laws, ordinances, rules, and orders
required to be incorporated into agreements of this character are incorporated into this
2017 County Lodging Tax Funding Agreement Page 2
Agreement by this reference. Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
sex, marital status, or the presence of a physical, sensory, or mental handicap.
e. The Services shall at all times be subject to inspection by and approval of the County, but
the County's making (or failure or delay in making) such inspection or approval shall not
relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's knowledge of defective or non -complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County with sufficient, safe, and proper facilities and equipment for such inspection and
free access to such facilities.
f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or its designee, or such Federal or State auditor with such information
related to the Services as may be requested by the applicable governmental entity.
Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County makes final payment of compensation due hereunder,
Contractor shall provide the County access to (and the County shall have the right to
examine, audit and copy, with or without notice) all of Contractor's books, documents,
papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the Internal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release IndemnitV, and Hold Harmless.
The County assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County, its officers and employees,
agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities,
damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or
may arise or be alleged to arise out of or by reason of this Agreement including:
• Any fault, negligence, strict liability or product liability of Contractor in connection with the
Services for this Agreement;
• Any lien asserted upon any property of the County in connection with the Services for this
Agreement;
a Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance,
rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
any governmental authority; or
2017 County Lodging Tax Funding Agreement Page 3
• Any breach of or default under this Agreement by Contractor.
Section 5. Compliance with Public Records Law.
a. In compliance with Washington's public records law, the County will retain copies of any
documents associated with this Agreement, which may be required by law unless legally
exempt from such retention, for any applicable legally required retention period.
b. In the event a public records request is made to the County for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws, the County shall provide notice to
Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow
Contractor to seek a court injunction.
c. The County specifically shall not be liable to Contractor for the County's release under public
records laws of any documents not protected by trademark, copyright or other law.
Section 6. Industrial Insurance Waiver.
With respect to performance of this Agreement and as to any claims against the County, its Additional
Insureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51
of the Revised Code of Washington, the Industrial Insurance Act, for injuries to Contractor's employees
and agrees that the obligations to indemnify, defend and hold harmless provided in this Agreement
extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is
mutually negotiated by the parties to this Agreement.
Section 7. Insurance and Endorsements.
a. The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
b. Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from all claims, losses, harm, costs, liabilities, damages and expenses
arising out of personal injury (including death) or property damage that may result from
performance of the Services or this Agreement, whether such performance is by Contractor
or any of its employees, agents or representatives.
c. Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d. Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
e. Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County as an Additional Insured and shall stipulate that the insurance
2017 County Lodging Tax Funding Agreement Page 4
afforded by the policies shall be primary insurance, and that any insurance, self-insured
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
Contractor shall furnish the County a certificate of insurance with Endorsement as evidence
that the required policies are in full force and effect.
Section 8. Termination.
The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any
portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon
receiving such notice of termination, Contractor shall, except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice. In the event the
County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to
refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of
the date of the notice of termination.
Section 9. Miscellaneous.
a. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
b. This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
representations, or understandings regarding the Services. No change, amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
c. Notice for any purpose under this Agreement, except service of process, shall be given by
the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W.
5th Ave. Ste. 108, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by
the County to the Contractor shall be given to the Contractor's address provided on the
signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class,
postage prepaid, certified mail, return receipt requested.
d. The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict, affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
e. This Agreement may be executed in one or more counterparts and by facsimile, each of
which will be deemed an original, but all of which together will constitute one and the same
instrument.
f. Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
this Agreement. Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement, and is not in
violation of any applicable law, ordinance, or regulation the consequence of which will or
may materially affect Contractor's ability to perform its obligations under this Agreement.
2017 County Lodging Tax Funding Agreement Page 5
g. If any term or condition of this Agreement or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect the other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To
this end, the terms and conditions of this Agreement are declared severable.
h. The exclusive venue for any action brought to enforce this Agreement or any of its terms
shall be in Kittitas County, State of Washington.
KITTITAS COUNTY
BOARD OF COUNTY COMMISSIONERS CONTRACTOR
Chair
Vice Chair
Commissioner
ATTEST:
, Clerk of the Board
APPROVED AS TO FORM:
Deputy Prosecuting Attorney
[Print Name]
[Address]
[Telephone]
2017 County Lodging Tax Funding Agreement Page 6
Submission Checklist
For office use only
EXHIBIT "A"
OCT " 3 2616
�u,.e�d �laelrc�
Please mark "yes" or "no" to each criteria below:
Applicant filled out the proper application version for this
f grant cycle.
Applicant answered each question.
A budget is attached which includes revenues, expenses
r
•, : a-� v and anticipated profit or loss (plus previous 3 years
actuals for ongoing projects/events).
The applicant has signed and dated the certification
statement required in item 10 of the application.
The application was submitted on time.
Proof of non-profit status is included (if applicable).
Please date stamp the application and initial.
County -wide Lodging Tax Application For Office Use Only Page 115
DVMu\p..JL I VI IDI VVVJUIJ
2017 Lodging Tax Fund
Siihmiccinn Dp;;rllinP• Fririav SAntPmhPr in ?nlA
Kittitas County Commissioners
205 W 5th Avenue, Suite 108, Ellensburg, WA 98926
509-962-7508
20i7 Lodging Tax Funds - Genesi information
-- I
-- .
Various municipalities within Kittitas County impose a lodging tax assessed on the sale or
charge made for furnishings of lodging according to RCW 67.28.180 and RCW 67.28.181. In
accordance with the tax and Washington State Law, Lodging Tax Advisory Committees may also
be established by various jurisdictions. The committees' purpose is to advise and recommend
to the legislative authority of the city or county how excise taxes on lodging should be allocated
to support tourism which in turn generates revenue.
Uses Accordinp, w Law:
According to State Statute and the interlocal agreement between the Kittitas County and the
Cities of Cie Elum, Ellensburg, and Roslyn, funds awarded under this process may be used for
the following:
1. Tourism marketing;
2. The marketing and operations of special events and festivals designed to attract
tourists;
3. Supporting the operations of tourism -related facilities owned or operated by
nonprofit organizations described under 26 U.S.0 Sec. 501 (c) (3) and 26 U.S.C.
Sec. 501 (c) (6) of the internal revenue code of 1986, as amended.
Definitions included in state law which should be considered in anrV application reguesting
funding include:
(1) Tourism means economic activity resulting from tourists, which may include
sales of overnight lodging, meals, tours, gifts, or souvenirs.
(2) Tourism promotion means activities, operations, and expenditures designed to
increase tourism, including but not limited to advertising, publicizing, or
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r the Purpose of attracting an%d vv ci%viiiii�
tourists; developing strategies to expand tourism; operating tourism promotion
agencies; and funding marketing or the operation of special events and festivals
designated to attract tourists.
(3) Tourism -related facility means real or tangible personal property with a usable
life of three or more years, or constructed with volunteer labor that is: (a) (i)
Owned by a public entity; (ii) owned by a nonprofit organization described under
section 501 (c) (3) of the federal internal revenue code of 1986, as amended; or
(iii) owned by a nonprofit organization described under section 501 (c) (6) of the
federal internal revenue code of 1986, as amended, a business organization,
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association, or chamber of commerce and (b) used to support tourism,
performing arts, or to accommodate tourist activities.
Review Process -
Cie Elum, Roslyn, Ellensburg, and Kittitas County have all agreed to collaborate in review of
grant applications and awarding lodging tax funds for special events and festivals. Each
municipality's committee or designees will review all complete applications, score them based
on the information provided by the application, rank the applications, recommend any funding
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awards, and forward the score sheets, ranking, and funding recommendations to Kittitas
County.
County staff will compile the score sheets, rankings, and funding recommendations for further
consideration by a county -wide Lodging Tax Advisory Committee (LTAC). The county -wide LTAC
will be comprised of an equal number of members from each participating jurisdiction. The
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a public meeting where each applicant which received a funding recommendation will have the
opportunity to present their application and answer questions. The county -wide LTAC will
publicly deliberate on the applications and the list to produce a final recommendation which
will be forwarded to each participating jurisdiction's legislative authority for final action.
Scoring sheets which determine the overall ranking of applications are included in this packet
for your reference and information. Applications which do not receive an average minimum
score of at least 50 points or who do not follow the submission instructions will not be
eligible for funding.
Local Policy on Disallowed Uses:
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eligible for funding awards even if they may be tourism related. These include anything
affiliated with the following: prizes for contestants, resale items, food and drink, beautification,
fundraising, and membership drives. This list should not be considered comprehensive and all
funding recommendation decisions are at the discretion of the committees and subject to
change by majority opinion.
AppllcaflN Definiflons:
Below is a list of terms and phrases which have specific meaning within this application. It may
be helpful for you to review these as you prepare responses so that you have a better
understanding of the reviewers' expectations.
Date -specific is an event or project which occurs over less than one month.
Matching Funds is the amount of funding your organization is contributing to the
project or event. This includes both direct and indirect fund support. Direct funds can
be in the form of cash funding from your organization or funding secured from
CWCVVIICIC VUL VCUII.q LCU LV LIIC PI VjCI.L VI event SUl.11 as VLIICI grants, IV GIIJ, donations,
etc. Indirect funding support includes in-kind support like labor, volunteer support,
supplies, and services which directly relate to the project or event, including those
provided by your organization and others.
New Projects/Events are proiects/events which are in the first four years of existence.
For example, a proposal for a barbeque competition which is in its third year would be
defined as a new project/event. Likewise, a project by an existing museum which
expands its current offerings, or a specific new strategy for appealing to a different
target market that is in its first year, would be considered a new project. Ongoing
general marketing and advertising campaigns or general operational support requests
for organizations/event which have existed for longer than four years are not defined as
a new project/event.
County -wide Lodging Tax Application P a g e 12
Ongoing Projects/Events are defined as projects/events that have been established for
more than four years. Applications that qualify under this definition may be awarded up
to 10% of the project's/event's expense budget.
Partnerships are agreements between events/organizations/groups which enhance the
overall project/event by providing additional value-added benefits or opportunities for
attendees as well as the participating partners. For instance, as part of your event, you
may have partnered with a local hotel or campground for a special group rate for
overnight attendees. You may have also partnered with a local restaurant to provide a
special meal discount or drink offer. You may have also agreed to refer your attendees
to another event simultaneously occurring in another part of the county.
Project Budget is a written description of the complete budget for your project or event.
It must include anticipated revenues, expenses, and any potential profit or loss.
Seasonal means a project or event which operates at least 1 month and up to 6 months,
and during at least 2 seasons (Spring, Summer, Fall, Winter).
Self -Sustaining is being able to provide for your own needs without the assistance of
grant funds.
Supports County as a Tourism Destination means including strategies within your
proposal which will assist in attracting tourists to our County during times of the year
other than for your project/event alone. This may include cross -promotion agreements
with other projects/events, it may include active marketing of other projects/events at
your project/event, it may include referring attendees directly to other tourist
opportunities in the County, etc.
Year-round means a project or event is ongoing and actively working to attract tourists
for at least 6 months, and at least 3 seasons (Spring, Summer, Fall, Winter).
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SUBMITTAL INSTRUCTIONS
Please return ONE COPY of the entire original application (including the cover sheet and
instructions sheets) and answers to narrative questions to:
Kittitas County Commissioners
Attn: Lodging Tax Grant Application
205 West 5th Ave, Suite 108
Ellensburg, WA 98926
Applications must be received no lath than 5:00_p.m., Frida_Y Seo#em6er 3D, 2016 or
postmarked no later than September 30 2016.
Incomplete and/or late applications will not be considered. Applications may not be changed
or amended by the applicant after the deadline for submission.
Electronic Submissions:
Applications may be submitted to the following email address: bocc co.kittitas.wa.us
Applications may be faxed to: 509-962-7679
Schedule:
• Applicant Workshops (attendance at one workshop is strongly encouraged)
Eiiensburg Ciiy i-idii CUM16i C,nainbers 0/16/Zulu, 5:30 Fivi 6l 8/25/Lulu, 5:30 rivi
Upper Kittitas District Court, Cie Elum 8/16/2016, 5:30 PM & 8/23/2016, 5:30 PM
• Application deadline 9/30/2016
Oral presentations of proposals to county -wide LTAC 11/18/2016
A Applicant Award Notification and fund availability 1/1/2017
Project Management:
Successful applicants shall be required, as a condition of the funding award, to enter into a
contract. The agreement may include, but not be limited to, the specific amount of the award
and what it may be used for, all reporting requirements associated with this funding, payment
terms, and any and all other appropriate terms of the funding. Kittitas County will be the
contracting agent for all approved projects. A condition of the grant award which includes
tunding trom the City of Ellensburg may be that the MyEllensburg.com website be named on
any organizational website.
All funds awarded under this program will be available in the form of reimbursable grants. The
funds will be available for reimbursement beginning January 31 and ending December 31 of the
calendar year immediately following award notification. Any unexpended funds will be
returned to the Lodging Tax accounts from where they came and made available for re -
appropriation. All requests for reimbursement shall be made to the Kittitas County Auditor's
office at the following address:
CoL
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- a,
Kittitas County Auditor
Attn: Lodging Tax Grant Funds Reimbursement
205 W 5"' Ave, Suite 105
Ellensburg, WA 98926
auditorsaccounting@co.kittitas.wa.us
For specific information and requirements regarding the reimbursement process, please
contact the Auditor's office at 509-962-7502.
Proiect Reporting Re uirements:
State law requires that all recipients of Lodging Tax revenues must submit a report to the
municipality describing the actual number of people traveling for business or pleasure on a trip:
A. A var fr V111 1"I C ir P1 a C C GI 1051 IA enCC Gr Ua Sin 033 an U, JLa Ying GAY ern. l6111, 111 Paiu
accommodations;
B. To a place fifty miles or more one way from their place of residence or business for the
day or staying overnight; or
C. From another country or state outside of their place of residence or their business.
A report form will be provided as part of the contract for receiving funds. We ask that you
provide this information within 60 days after your event is complete once you have critiqued
your event.
In addition, any reports which are produced as a result of a grant award must be submitted
within 60 days of completion as part of your project reporting requirements. This will provide
cYluc111.c that tl1C YVG11, Paiu fGr %•i LI lC grant Ila3 Lech Com. Pi eC u.
Applicant categories and Eligibility:
Grants from lodging tax funds are provided for two types of applicants, New Projects/Events
and Ongoing Event Support. An organization may apply for funding from one or both
categories. If applying for funding from both categories, the application must clearly identify
the different funding categories requests. The categories are defined as follows:
The New Project/Events category is for applications from events/projects which are
within the first four years of existence. Applications may be considered in this category
from established events (older than four years) which are proposing a new or expanded
project designed to increase tourism as part of an ongoing event.
The Ongoing Project/Event Support category is for applications from established events
(ongoing for more than four years) which may request continuing support. Grant
awards are limited in this cateRorv.to no greater than 10% of the event's ex ense
budget. This category includes project/events which may be operating under a new
kJoalld or Organization, 1iw'viils vcaiuC?, Cnailsiilg dates, Or ilinNlcnlcluulg Gu101 i1Gi1-
substantial changes to a project/event which is ongoing for more than four years.
Other Information:
Insurance: As part of its contract for performance, a municipality may require contractors to
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an additional insured on its liability insurance policy.
County -wide Lodging Tax Application Page 15
AppliOtlonROM: This packet will be available on the website of each participating
municipality as a word document and as a pdf. It can also be obtained directly as a hard copy or
in digital format by contacting the Kittitas County Board of Commissioners office at 509-962-
7508. Website addresses where the application maybe found areas follows:
■ www.ci.ellensbur .wa.us
• www.ci.rosivn.wa,,us
■ www.co.kittitas.wa.us
Grant Preferences:
In the review of applications, the Lodging Tax Advisory Committee or designees will grant
preference to those proposals which (1) increase tourism, and (2) demonstrate ability toward
eventual self -sustainability. Applications from not-for-profit organizations will be given
preference over those from for-profit entities.
Guidelines and ire uirements for Advertising Expenditures of Lnd in Tax:
Branding
Contractors who have been approved to utilize grant awards for advertising
expenditures must incorporate Kittitas County and the appropriate City of Cle Elum,
Ellensburg, or Roslyn tourism information as follows:
A. Websites and Social Media Sites must include the County's and appropriate
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\.ILy J tourism. YY c1J�l Lc IVBV Y.&Lll all Opera i-Onal unk to LIIG :ii{,c�0/. 1 IIQ IV6V IIIMJL
be displayed on the contractor's home page, it must be sized no smaller than
inch in height, and must be surrounded by appropriate white space to allow easy
recognition and legibility. Contractors shall not change the logo(s) in color or
appearance.
P. Print Adyertisiggand online Display AAv9 isia9 of all types ( including but not
limited to newspaper, periodicals, flyers, posters, billboards, direct mail, e -
newsletters, third -party websites, streaming displays, etc.) must include the
County's and appropriate City's tourism website logo. The logo must be sized no
smaller than % inch in height, and must be surrounded by appropriate white
space to allow easy recognition and legibility. Contractors shall not change the
logo(s) in color or appearance.
C. Video Advertising of all types (including but not limited to television, online,
electronic kiosks, motion billboards, etc.) must include the County's and
appropriate City's tourism website logo. The logo must be size no smaller than
inch in height, and must be surrounded by appropriate white space to allow easy
recognition and legibility. Contractors shall not change the logo(s) in color or
appearance.
All logos and website information may be obtained by contacting the Director of
Tourism, Kittitas County Chamber of Commerce.
County -wide Lodging Tax Application p a g e 16
Advertising Reimbursements
Contractors seeking reimbursement from Lodging Tax Funds for advertising
expenditures must adhere to the following guidelines and requirements for each type of
advertising media utilized:
A. Print Advertisin :
I. Print advertising placed with any media provider which operates exclusively outside
of Kittitas County may be reimbursed at 100% of the cost, including any production
costs. To operate exclusively outside of Kittitas County, the provider must not be
physically located in the County and/or not distribute any media within the County.
2. Print advertising placed with any media provider which operates inside Kittitas
County may be reimbursed as follows:
a. For date -specific events, advertising the day of the event and up to10 days
prior to the event may be reimbursed at 100% of the cost, including any
production costs.
b. For seasonal or year-round events, or for date -specific events outside of the
time -frame in Section 2 A, (2)(a) above, advertising reimbursement requests
must include a statement from the media provider specifying the percentage
distribution to areas outside of Kittitas County. Reimbursements will be allowed
for the amount distributed outside of Kittitas County, including any production
costs.
B. Televisign Advertising:
1. Television advertising placed with any media provider outside the Yakima/Kittitas
DMA will be reimbursed at 100% of the cost, including any production cost.
2. Television advertising placed with any media provider inside the Yakima /Kittitas
DMA will be reimbursed as follows:
a. For date -specific events, advertising the day of the event and up to 7 days
prior to the event may be reimbursed at 100% of the cost, including any
production costs.
b. For seasonal or year-round events, or for date -specific events outside of the
time -frame in Section 2 B, 2(a) above, advertising may be reimbursed at the rate
of 70% of the total cost, including any production costs.
Online Advertisin :
i. % - AIN auvEfasing aiiu prGiiiGii0ii iiiay UC Ie"n-ILUfsed at ivU^io Gi the CGst, iiiciiiums
any production cost.
2. Streamed media (radio, television, other) requests for reimbursement must include
a statement from the media provider specifying the percentage of recipients which
are outside of Kittitas County. Reimbursements will be allowed for the percentage
distributed outside of Kittitas County, including any production costs.
County -wide Lodging Tax Application P a g e 17
D. Direct Mall:
1. Direct mail advertising may be reimbursed at 100% of the cost, including any
production cost, for each item mailed or shipped to a destination outside of Kittitas
County. In order to receive reimbursement, a list of the addresses and a signed
statement from the contractor that the list is accurate, or other proof of delivery,
must be provided along with other required documentation.
E. FI ensfosters:
1. Flyers or posters which are placed outside of Kittitas County may be reimbursed at
100% of the cost, including any production cost. In order to receive reimbursement,
a list of the locations where flyers or posters were posted outside of Kittitas County
and a signed statement from the contractor that the list is accurate must be
provided along with other required documentation.
F. Radio Advertising:
1. Radio advertising placed with any media provider located outside of Kittitas County
may be reimbursed at 100% of the cost, including any productions cost.
2. Radio advertising placed with any media provider located inside of Kittitas County
may be reimbursed as follows:
a. For date -specific events, advertising the day of the event and up to 7 days
prior to the event may be reimbursed at 100% of the cost, including any
p oductloii Coit.
b. For seasonal or year-round events, or for date -specific events outside of the
time -frame in Section 2 F, 2(a) above, advertising may be reimbursed at the rate
of 30% of the total cost, including any production costs.
Order of Documents Requirements:
Complete applications must be submitted with documents in the following order to receive
consideration for funding:
1. Submission Checklist;
2. Application form;
3. Answers to application form questions;
4. Grant application rating form;
S. Applicant checklist;
6. Budget documents;
7. Additional information (limited to 3 pages);
o. Proof O iicni-pro it Status (ii oily).
r'nnntv_�e�iria I nrlaino Tav Annlina}inn '
APPLICATION QUESTIONS
i
Please answer each question c�� in the order listed, on a separate sheet attached to
this application. Please include any supporting data within the response narrative.
1. Please provide a description of your project/event and identify the specific tourism
audience/market that your organization will target with these funds. You must include
an itemized list of exactly how any grant funds awarded will be utilized.
2. Please provide the following estimates of how any money received will result in
increases in the number of people traveling for business or pleasure on a trip:
. r -
ivvay fiv�ii t I-Icnir NiaCc 0 ri;3iuciiic vi uu5ii�cS.i a,-.0 5 �Lay'ii�g vvciiii�ii�
paid accommodations;
II. To a place fifty miles or more away from their place of residence or
business for the day or staying overnight; or
III. From another country or state outside of their place of residence or
business.
You must provide the evidence utilized in determining your projections.
3. What tools will you use to measure your event's impact on tourism? Please be specific
and provide examples. Include the following information:
I. Is your Proiect/event year-round or is it seasonal or date -specific?
II. What strategies will you employ to assure you are attracting tourists from
at least 50 miles away?
III. What strategies will you use to assist in marketing all of Kittitas County as
a tourist destination with your event/project funding request?
4. Does your organization have, or have you applied for, grant funding from other sources?
If not, why not? If yes, please list the available funding you have for the project,
including any volunteer and in-kind sources, and/or the sources and amounts for which
you have applied. Please note which funding sources are secured and in hand so a true
matching fund determination may be determined. What changes would occur if the
project couldn't be funded?
5. If your organization collaborates or has created partnerships with other organizations,
groups, or other events to cross -promote in an effort to encourage county -wide
tourism, how is this accomplished?
6. Please explain what plans exist to allow this project to become self-sustaining. Include
any plans for ticket sales, event sponsors, and other cost -recovery models.
7. Additional information: Provide any additional information which will assist the Lodging
Tax Advisory Committee in evaluating your project and its benefit to tourism. Please
limit any additional written information to one page and any other additional
attachments to 3 pages. Regardless of how much additional information is included,
only the first 3 pages will be provided to reviewers.
8. Project Budget: Please attach a copy of the complete budget for this project/proposal.
If your agency operates independently of this project application it may not be
!'nuntv_ukArla I nrlaina Tav Annhe-ntinn
_, - °01110 1P1-1,__°. _...
necessary to submit the entire agency budget. You must submit a btdwet whi(Jh
specifically ertains to the ro"ect event for which ou are re Gestin fundin and
adheres to the basic budget format shown below,
The budget must include anticipated revenues, expenditures, and any potential profit or
loss. For projects/events which are ongoing for more than one (1) year, please also
.iuui pit a%ti.iai.i fi vii u c Ni cvivu� iliyears of CPO. ations fvr }i.iice. project
/ Ni vNv�a
if applicable. Also, please supply any narratives necessary to understand the budget
being submitted and list separately any in-kind or volunteer contributions. If a I in
for -fu n di nfor both "New Project Event" and " On oi ne Pro'ect Event 5u ort" ou
must clearly idpn tify the different reguests. This ma i be most easi ly accom lished b
submitting -separate budgets for each_reque5t category.
For any claimed in-kind contributions valued at 8500 or more and related to
mar ketin advertisin9, Vou must submit verlAf i ng. documentation which assures the
contribution will be provided. For instance, if you are claiming in-kind contributions in
the form of advertising match, a binding contract itemizing the matching value and
obligating each party must be provided.
Please assure your budget, and actuals from previous years (if applicable), are in the
following basic format:
Revenues:
Cash
Donations/Sponsorships
Sales
Vendor Fees
Grants
Etc.
Total Revenues
In -Kind Contributions:
Volunteer Labor
Donated Services
Donated Materials
Etc.
Total In-kind
Expenses:
Venue
Insurance
Services
Advertising
Security
Etc.
Total Expenses
Profit/Loss (Revenue less Expenses)
Cn!_1nty-Wir11a I nAcrine Tav dnn�irafinn D a n n 77
9. Has your event received Lodging Tax funds in previous years?
Yes _ No X
If yes, please list each year and the amount received for that year.
All applicants must also provide the following information regarding the event/project:
Prior Year Projected
A. How many participants and spectators
attended last year's activity and/or will O 1550attend this year?
B. How many days did/will your event occur? i f
C. How many room nights were and /or will be
booked as a result of your project/event?
(You must provide a verifiable source of information as
evidence for your response to item C. Failure to do so V ,//�
will disqualify your application. J ll Zf fJ
10. Application Certification:
The applicant here certifies and affirms: 1. That it does not now, nor will it during the
performance of any contract arising from this application, unlawfully discriminate
against any employee, applicant for employment, client, customer, or other person who
might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion,
military status, sexual orientation, creed, place of birth, or disability; 2. That it will abide
by all relevant local, state and federal laws and regulations and; 3. That it has read the
information contained in the Instructions on pages 1 and 2 and understands and will
comply with all provisions thereof.
+!/
Certified by: (signature)1Y 1 +
(print name) C— j 17
Title: ).
Date: Z, b:d` 10
County -wide Lodging Tax Application P a g e 112
APPLICATION FOR 2017 LODGING TAX GRANT FUNDING
Name of Organization: gn�af
�A l ft�i r Qqnt
Organization mailing address:
Iw'
Organization contact person & title:
Organization/contact phone:
Email:
W20_21 R� Q_ % A - Wi-M
Organization Website:
WWW' (*c' CDA(,
Federal Tax ID Number: a6 .5o
jUBI Number:
Organization is a (select one):
Government Entity
_ 501(c)3
501(c)6
Other
(Note: you must submit 501(c)3, 501(c)4, or 501(c)6 approval documentatlor► —see sample document)
Project/Event Name: C uta
C QQ' C(u
Project/Event Date: (-I c,20I`�
Project/Event Location:+ (�
Amount of Funding Requested: $02
For which funding category (ies) do you qualify (s a instructions €o definitions):
Y New Project/Event �r �(��
Ongoing Project/Event Support
Estimated # of overnight stays: tl 0
Tourism Seasons: From the list below, what season will your project enhance tourism? Please
indicate the appropriate season.
Season:
Year-round
Off season
Shoulder season
High season
County -wide Lodging Tax Application
Months:
January — December
November — February
October or March — May
June — September
q 9
af,�
Qnnlicatinn Qiipatinna
1. Description of event - Now in its 20th year, Cruise Cie Elum has been sponsored by
Rotary of Upper Kittitas County the past 3 years on the third Saturday of August. In 2016,
Cruise Cie Elum drew 82 registered participants to showcase their classic cars and
ren}Vrnen(nr nnY n+trrt�nin fnr u�►rnwrYM Cnn�Fu}ury noiiYnhnrnri niter 'Inn In nae tinurn
participants have exceeded over 150 with over half coming from beyond 50 miles away.
This year members of an Austin -Healey car club participated in the exhibition. This event
brings a significant economic boost to downtown Cie Elum businesses and offers local
residents and weekend tourists unique entertainment.
In 2017, we will offer additional award categories for foreign cars and "uq and coming classics."
Following the awards ceremony we will lead a Rotary Ride for motorcycles, jeepers, and rat
rods around the Upper County to showcase areas they would want to return to ride with their
€riends. Of course, classic car owners may join in where road surfaces allow their participation.
We will follow routes identified by Kittitas Parks and Recreation District in the Cie Elum Roslyn
area. The longer day would encourage some to stay overnight in our area.
We will expand the food opportunities for participants and spectators by offering a breakfast
during registration hours. Local youth groups will provide drinks, hotdogs and burgers at stands
during the day. We will expand activities for youth such as building and decorating cardboard
car models to race, thereby drawing in families as spectators.
Target Audience: The target audience is Pacific Northwest car buffs and motorcycle
aficionados. Although our show is open to all makes and models, it primarily draws American
classics. Because of shown interest from foreign car buffs, we will expand our award categories
and target their participation. We also will grow this vehicle interest by showcasing newer
models that are likely candidates for future classic classifications. We will expand focused
advertising to motorcycle clubs, featuring Rotary Ride options. Past advertising focus has been
ileavy iM ild ine wesierrl puriiuil of 'Masi iii lgiUrr oldie~, vve will expalld adveriisirly illiu ii re
Spokane/Coeur d'Alene, Walla Walla and Tri -Cities areas as well as in media relative to
motorcycles and foreign cars.
Itemized List of How Funds Will Be Used: This application Is only for new aspects of
r'r�u�o (`I® Tim I nrininn }Mv fimrlc mill ho 4icorl few }4„n fnlEn��iin Y�,r�n�nc.
.- .. ,.y...y
I. Promotions and marketing new awards categories - foreign cars and future classic.
II. Promotions and marketing of Rotary Ride
III. Promotions and marketing of family fun activities
IV. Promotions and marketing of a Rotary Breakfast,
2. How the nurnher of nennle travp-lana will he lnereased hv this event
Rotary took over the execution of Cruise Cie Etum (CCE) very tate in the planning horizon
stages for the show occurring in August 2014. Financial data is not available for this year:
2015 accounting is complete and 2016 accounting is still in process. Based on zip codes
provided by cruise registrations and individuals voting in the Peoples' Choice award,
approximately 10 people spent one night in Cie Elum for each year, 2015 and 2016.
Planning for CCE 2017 is already underway. We have begun building a list of car and
motorcycle clubs in the Everett/Marysville, Yelm/Olympia, TriCities and Spokane areas so that
we can contact them directly. We will provide them with Save the Date (August 19, 2017)
information, ask them to include our show in their club newsletter, and invite them to visit
our Facebook website for up-to-date information. And, we will include our advertising
strategies with the sources we have used in the past, such as Cruzin Magazine and Facebook.
Another strategy we have begun implementing is identifying print media and radio stations in
the above mentioned areas. With this data we can prepare targeted articles/advertising for
ongoing alerts. The last two years we had registrations from our own county but almost no
representation from Western Washington or further east. Adding new locations for targeting
advertising should draw more attention to the Cruise and to Kittitas County
The committee is redesigning the registration form to include information about overnight
stays. We are adding a day -of, early morning breakfast that could potentially encourage
participants to arrive Friday night, be rested for a full day of the show on Saturday. A post -
show "cruise" is being planned which would highlight other businesses and areas in our
county. Having an after show event would encourage those participating to stay in town for
dinner and spend the night Saturday.
To market all of Kittitas County, the committee will provide "goody bags" to all registrants.
The bags will be stuffed with maps, information about our Chamber, local businesses,
restaurants, hotels, and shops - business that visitors will want to visit. Our registration
booth will have brochures and other materials showcasing the county. Additionally, we will
invite businesses to be show sponsors, featuring them in show advertising. Food vendors from
the local area are invited to set up booths and sell their products to the crowd. We will work
closely with the Chamber of Commerce to brand our advertising to complement their
products.
To increase spectators from weekend visitors and tourists, the Cruise will be featured in a
local magazine, The Mountainside, and included in local newspapers and Suncadia's monthly
events calendars.
By widening our net of advertising and getting a much earlier start in the planning phase we
anticipate interest and participation in CCE 2017 to be bigger than ever. We expect to
increase paid room accommodations by 20 room nights. Through increased spectators and
associated activities, we expect to expand their visit stays 10 room nights.
3. Tools to measure impact on tourism
A. Date Specific - third Saturday of August. August 19, 2017
B. Strategies to attract tourists from at least 50 miles away
I. Marketing and advertising will be targeted in the Seattle -Tacoma -Olympia corridor areas
as well at Spokane/Coeur d'Alene, Tri -Cities, Yakima and Walla Walla markets. We will
track zip codes from registrations and Peoples Choice award votes.
II. Rotary Facebook pages for Rotary of Upper Kittitas County and Cruise Cle Elum will be
linked as well as linked to Rotary's website. Rotary of UKC is party to the Rotary
International website and its ClubRunner features so information could be spread
nationally and internationally.
C. Strategies to assist in marketing all of Kittitas County as a tourist destination:
All 2017 marketing will include Central Washington Color County branding.
All posters for the event will include information and logos from businesses around the
County that contribute to our event.
Rotary Ride will feature areas and businesses along County routes to entice return trips
to Kittitas County.
Cruise Cie Elum Facebook will list local restaurants and hotels.
Cruise Cie Bum will be featured in the new Mountainside Magazine.
Cruise Cie Elum will be featured in Suncadia's event schedule as attractions for tourists.
4. Other grant funding applied for:
Rotary has not applied for other grants. However, sponsorships have been sought in the
past and will again be a major source of funding for this event.
Funding Sources:
Estimated 100 volunteer hours with in-kind value of $2,672.
Estimated Rotary resources at $1,000
Total sponsorships approximating $2,000
Funding Secured
In kind volunteer hours and Rotary resources are considered secured
Changes to project without grant funding:
Family fun and kids activities would be substantially reduced. Rotary Ride would
likely not be promoted nor carried out. Rotary breakfast would not be provided.
5. Partnerships with other groups and organizations
Efforts will be made to include as many business partners as possible. These partners
would contribute to participants' goody bags for promotions and offers of/by their business and
be recognized on advertising and during the event.
Cruise Cie Bum partners with the City of Cie Elum which closes streets, provides law
enforcement presence, puts up safety blocks and provides clean public restrooms. Cie Bum
Kiwanis partners with Cruise Cie Elum by providing a trailer for registration and merchandize
sales. Kiwanis also is a vendor during the event, to raise funds for Kiwanis. Cruise Cie Bum
collaborates with other local car shows including Kruisin' Kittitas, Easton Memorial Day Car
Show, and Triple X Drive in Cruise Ins.
We will partner with the Chamber of Commerce to promote our County tourism fully.
2016 Cruise Cie Bum received main sponsorship with Merle Construction, along with sponsors
Puget Sound Energy, Windy Chevrolet and Cie Elum Eagles.
6. Plans for project to become self-sustaining, including ticket sales,
sponsors, cost -recovery
Our goal is to continue Cruise Cie Elum as a successful event that brings people to Cie Bum
and surrounding communities for fun and attraction while exposing them to many of the great
offerings our area. We want to bring people back for return visits to our town. We strive to bring
new elements to Cruise Cie Elum to keep it fresh and entertaining. Adding family fun activities,
new vendors, new award categories, and Rotary Ride are examples.
Our goal is to increase participation and attendance through improved event experience and
advertising into new markets. Registration fees would provide increased revenue. Increased
participation and attendance will result in more sponsorships and partnerships in future years,
and heighten involvement from locals and media, sustaining this event. We intend to reduce
Rotary merchandise sales, i.e. t -shirt sales, shifting this business to local vendors and eliminate
the cost of inventory.
7. Additional Information
Cruise Cie Elum celebrated its 20th anniversary in 2016. Many participants return each year
and took forward to this event. Rotary of Upper Kittitas County has a proven track record for
succeeding with its events and has reliable volunteers to support this event. With additional
advertising we can grow this event so more participants return each year.
8. Project Budget _ (DIso ack-) 0-JJQk64-a doh
po,gS
Budget Information for Year 2015
Revenue
Seed Money from general fund
$ 702.00
T-shirt/hat sales
3,147.00
Vendor Fees*
75.00
Grant Funding
-0-
Registration/Sponsors
3,450.00
Total Revenue
$7,374.00
Expenses
MTS Septic
$ 160.00
Cruzin Magazine **
(375.00)
Check Order
20.00
Shirt Works
925.00
Trophies/Awards
230.00
Audio Equipment Rental
247.00
Announcer/MC
100.00
Other advertising
101.00
Total Expenses
$2,158.00
Profit (less return seed money to Rotary General Account) $4,889.00
*Estimated, no separate line item in original budget for 2015
**Paid for out of 2016 account because invoice was never sent.
In Kind Contributions: Goody Bags (empty), Kiwanis Registration Booth, Rotarians handled
registration, t-shirt/hat sales.
Criteria
Supports County
as Tourism
Destination
Length of impact
Attracts Tourists
from at least 50 miles
away
Lodging Tax
Grant Application Rating Form
Points Possible Application Questions Points Awarded
15
yes= up to 15
No=O
15
Date specific = 5
Seasonal = 10
Year Round = 15
15
yes= up to 15
No=O
Question 2, 3, 5, 7
Question 3
Question 3
Sustainable Future
Funding Identified
Attributable
Lodging Stays
10
yes = 10
No=O
20
0=0
1-30 = 5
31-100 =10
101-250 = 15
More than 250 = 20
Question 6
Question 9
Total Points: / 100
County -wide Lodging Tax Application Page 113
20
Less than 5% = 0
Applicant's
5% - 25% = 5
Matching Funds
25% - 49% = 10 Question 4, 8
50% - 99% =15
100% or more = 20
5
Partnerships
Yes = 5
No = 0 Question 5
Sustainable Future
Funding Identified
Attributable
Lodging Stays
10
yes = 10
No=O
20
0=0
1-30 = 5
31-100 =10
101-250 = 15
More than 250 = 20
Question 6
Question 9
Total Points: / 100
County -wide Lodging Tax Application Page 113
Applicant Checklist
For applicant use prior to submission
My application title page states: Request for Proposals, 2017 Lodging Tax Fund.
My application is for a new project/event and/or for an ongoing project/event as
defined on page 2 of the application packet.
r
I have attached proof of non-profit status if applicable which matches the
sample document provided.
I have included an itemized list in response to item 1 in the application of how any grant
funds awarded will be utilized.
I have attached additional information in response to item 7 in the application, if
needed, which includes written information limited to one page and other attachments
limited to three pages.
I have attached a project budget, properly formatted according to item 8 in the
application.
If this event is ongoing for more than one year, I have also submitted actual financial
data from the previous three years if applicable, formatted properly according to item 8
in the application.
The application certification in item 10 is signed and dated by the proper authority.
I have included one copy of the entire original application according the submittal
instructions on page 4.
My application is being sent on or prior to September 30, 2016 and will be delivered by
5:00 PM either in person or electronically (email or fax) or postmarked on that date.
My application is being delivered to:
Kittitas County Commissioners
Attn: Lodging Tax Grant Application
205 W 5a' Avenue, Suite 108
Ellensburg, WA 98926
Or, is being emailed to: bocc@co.kittitas.wa.us
Or, is being faxed to: 509-962-7679
County -wide Lodging Tax Application Page 114
Budget Informations for Year 2016
Revenue
Seed Money from General Account
$ 0.00
Sponsorships
$ 2,300.00
Registration/t-shirt sales
2,940.00
Vendor Fees
-0-
Grant Funding
-0-
Total Revenue
$5,240.00
Expenses
MTS Septic
160.00
Cruzin Magazine
750.00
Other Advertising
72,00
T-shirts /sweatshirts
2,450.00
Trophies/Awards
182.00
Audio Equipment Rental
150.00
Announcer/MC
100.00
Portable Race Car Track
500.00
Total Expenses
$4,364.00
Profit $ 876.00
In Kind Contributions: Goody Bags (empty) - NAPA Mountain Auto Parts; Owens Meats - $25.00
certificate given to Rotary Choice Award winning vehicle; Rotary volunteers handled all
registrations, t -shirt sales.
Projected Cruise Cie Elum 2017 Budget
Revenue
Car Show Registration Fees (100 x $25/vehicle) $ 2,500.00
(Includes cars/rat rods/cycles)
Sponsorships/ Rotary Resources $ 3,500.00
Grant Funding for Advertising (Lodging Tax) $ 2,000.00
Vendor Fees (goal is 5 vendors) 1—M. 00
Total Estimated Revenue $ 8,125.00
Expenses
Advertising (radio/print), mailing/postage
$ 2,500.00
MTS Septic - portable toilets
175.00
Trophies/Awards
500.00
Announcer/MC
100.00
Sound System/Audio Rental
150.00
Breakfast food/supplies
600.00
Items for Goody Bags
300.00
Kids Crafts and Activities
600.00
Return of Rotary Seed Monies
1,000.00
Miscellaneous supplies and services
400.00
Total Estimated Expenses
$ 6,325.00
Projected/ Potential Cruise Cie Elum 2017 Profit $ 1,800.00
*In Kind Contributions: Goody Bags (PSE); Rotary Volunteers will handle all aspects of
pre -event advertising, day of registration, organization of breakfast, "post event
cruise", and wrap up.
Was your event received Lodging Tax funds In previous years?
Yes _ No X
If yes, please list each year and the amount received for that year.
All applicants must also provide the following information regarding the event/project:
A. How many Participants and spectators Prior Year
Projected
attended last year's activity and/or will
attend this year?
5�` j
B. How many days did/will your event occur?
/
C. How many roam nights were and /or will be
booked as a result of your project/evennt?
ftYou mur11avide 0 Vof lIwo, 109drsr of w4or mann as
rum4ame for VOW rcapor" ru rani c, F0011M rn do ra
wlliddaiMIIHYUprUr1r71JCrinnll J I'.�
'r;1
10. Application Certification:
The applicant here certifies and affirms: 1. That it does not now, nor will it during the
performance of any contract arising from this application, unlawfully discriminate
against any employee, applicant for employment, client, customer, or other person who
might benefit from said contract, by reason of age, race, color, ethnicity, sex, rekgiun,
military status, sexual orientation, need, place of birth, or disability; 2. That it will abide
by all relevant local, state and federal laws and regulations and; 3. That It has read the
information contained In the Instructions on pages 1 and 2 and understands and will
comply with all provisions thereof.
V r
Certified by: {signature) 4 • I �!
(print name) r�{j� _........
Date:
County•wid,r Lodging Tax Application
Page X12
BUDGET DOCUMENTS
Budget Information for 2014
Rotary took over the execution of Cruise Cie Elum (CCE) very late in the planning horizon
stages from the dissolved Cie Elum Chamber of Commerce. Financial data is not available for
Year 2014
Budget Information for Year 2015
Revenue
Seed Money from general fund
$ 702.00
T-shirt/hat sales
3,147.00
Vendor Fees*
75.00
Grant Funding
-0-
ReRistration/Sponsors
3,450.00
Total Revenue
$7,374.00
Expenses
MTS Septic
$ 160.00
Cruzin Magazine **
(375.00)
Check Order
20.00
Shirt Works
925.00
Trophies/Awards
230.00
Audio Equipment Rental
247.00
Announcer/MC
100.00
Other advertising
101.00
Total Expenses
$2,158.00
Profit (less return seed money to Rotary General Account) $4,889.00
*Estimated, no separate line item in original budget for 2015
**Paid for out of 2016 account because invoice was never sent.
In Kind Contributions: Goody Bags (empty),
Kiwanis Registration Booth, Rotarians handled
registration, t-shirt/hal sales.
Budget Informations for Year 2016
Revenue
Seed Monev from General Account S 0.00
Sponsorships
$ 2,300.00
Registration/t-shirt sales
2,940.00
Vendor Fees
-0-
Grant Funding,
-0-
Total Revenue
$5,240.00
Expenses
MTS Septic
160.00
Cruzin Magazine
750.00
Other Advertising
72.00
T-shirts/sweatshirts
2,450.00
Trophies/Awards
182.00
Audio Equipment Rental
150.00
Announcer/MC
100.00
Portable Race Car Track
.500.00
Total Expenses
$4,364.00
Profit $ 876.00
In Kind Contributions: Goody Bags (empty) - NAPA Mountain Auto Parts; Owens Meats - $25.00
certificate given to Rotary Choice Award winning vehicle; Rotary volunteers handled all
registrations, t -shirt saies.
Projected Cruise Cie Elum 2017 Budget
Revenue
Car Show Registration Fees (100 x $25/vehicle) $ 2,500.00
(Includes cars/rat rods/cyctes)
Sponsorships/ Rotary Resources $ 3,500.00
Grant Funding for Advertising (Lodging Tax) $ 2,000.00
Vendor Fees (goal is 5 vendors) S 125.00
Total Estimated Revenue S8.125.00
Expenses
Advertising (radio/print), mailing/postage
$ 2,500.00
MTS Septic - portable toilets
175.00
Trophies/Awards
500.00
Announcer/MC
100.00
Sound System/Audio Rental
150.00
Breakfast food/supplies
600.00
Items for Goody Bags
300.00
Kids Crafts and Activities
600.00
Return of Rotary Seed Monies
1,000.00
Miscellaneous supplies and services
400.00
Total Estimated Expenses
$ 6,325.00
Projected/ Potential Cruise Cie Elum 2017 Profit $ 1,800.00
"In Kind Contributions: Goody Bags (PSE); Rotary Volunteers will handle all aspects of
pre -event advertising, day of registration, organization of breakfast, "post event
cruise", and wrap up.
INTERNAL REVENUE SERVICE
P. O. BOX 2508
CINCINNATI, OB 45201
Date: AUG 2 0 2014
ROTARY CLUB ON UPPER TCITTITAS
COUNTY FOUNDATION
PO BOX 1035 101 E 2ND ST
CLE SLUM, WA 9897.2
Dear Applicant:
DEPARTMENT OF THE TREASURY
Employer Identification Number:
46-501.3224
O N:
17053080353024
Contact Penson:
CUSTOMER SERVICE IDii 31954
Contact Telephone? Number:
(877) 829-5500
A-ccounting Period Ending:
december 31
Public- Charity Status:
509 (a) (�q)
Form 990 Rec.Viired:
Yes
Effective Date of Exemption:
March 11, 2014
Contribution Deductibility:
Yes
Addendum Applies:
No
We are pleased to inform you that upon review of your application fox- 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 rection 170 of the Code, You are also guualitied to receive
tax deductible bequests, devises, traeis:fera or gifta under section 2055, 2106
or 21i22 of tlre Cclde . 13r.c:ause this 1 et ter.: 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 C.he Code are further classified
as either public. Charities or private foundations, We detenttined that you are
a public c,har!Ly under the: Code sectioll(s) listed in the heading of this
1Ntk:er,
For important information about your responsibilities vs ,a tax --exempt
organization, go to www.irss..cgov/charitie--. Enter '14271-1'C° in the search bar
to view Publication 4221 -PC, Compliance Guide for 50:1(c:)(3) Public Charities,
which describes; you, Le(:oi:dkeePir'9, reporting, and disclosure requirements.
Sincerely,
Dix'c'CLnr, Gxernpl. Oc-gclnizations
Letter 947
Exhibit "B"
Guidelines and Requirements for
Advertising Expenditures of Lodging Tax
Section 1. Brandi
EXHIBIT "B"
Contractors who have been approved to utilize grant awards for advertising expenditures must
incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism
information as follows:
A. Websites and Social Media Sites must include the County's and appropriate City's tourism
website logo with an operational link to the site(s). The logo must be displayed on the
contractor's home page; it must be sized no smaller than % inch in height, and must be
surrounded by appropriate white space to allow easy recognition and legibility. Contractors
shall not change the logo(s) in color or appearance.
B. Prim Advc!rtising and Online Display AdvertlSing of all types ( including but not limited to
newspaper, periodicals, flyers, posters, billboards, direct mail, e -newsletters, third -party
websites, streaming displays, etc.) must include the County's and appropriate City's tourism
website logo. The logo must be sized no smaller than % inch in height, and must be surrounded
by appropriate white space to allow easy recognition and legibility. Contractors shall not change
the logo(s) in color or appearance.
C. Video Adyertisinof all types (including but not limited to television, online, electronic kiosks,
motion billboards, etc.) must include the County's and appropriate City's tourism website logo.
The logo must be sized no smaller than % inch in height, and must be surrounded by appropriate
white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in
color or appearance.
All logos and website information may be obtained by contacting the Director of Tourism, Kittitas
County Chamber of Commerce.
Section 2. Advertising Reimbursements
Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere
to the following guidelines and requirements for each type of advertising media utilized.
A. Print .1WverI isiTig:
1. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed at 100% of the cost, including any production costs. To
operate exclusively outside of Kittitas County, the provider must not be physically located in
the County and/or not distribute any media within the County.
Print advertising placed with any media provider which operates inside Kittitas County may
be reimbursed as follows:
a. For date -specific events, advertising the day of the event and up to 10 days prior to
the event may be reimbursed at 100% of the cost, including any production costs.
b. For seasonal or year-round events, or for date -specific events outside of the time-
frame in Section 2 A, (2)(a) above, advertising reimbursement requests must include a
statement from the media provider specifying the percentage distribution to areas
outside of Kittitas County. Reimbursements will be allowed for the amount distributed
outside of Kittitas County, including any production costs.
B. Television Advertising:
1. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will
be reimbursed at 100% of the cost, including any production cost.
2. Television advertising placed with any media provider inside the Yakima /Kittitas DMA will
be reimbursed as follows:
a. For date -specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed at 100% of the cost, including any production costs.
b. For seasonal or year-round events, or for date -specific events outside of the time-
frame in Section 2 B, 2(a) above, advertising may be reimbursed at the rate of 70% of
the total cost, including any production costs.
C. Online Advertising:
1. Online advertising and promotion may be reimbursed at 100% of the cost, including any
production cost.
Streamed media (radio, television, other) requests for reimbursement must include a
statement from the media provider specifying the percentage of recipients which are
outside of Kittitas County. Reimbursements will be allowed for the percentage distributed
outside of Kittitas County, including any production costs.
D. Direct Mail:
Direct mail advertising may be reimbursed at 100% of the cost, including any production
cost, for each item mailed or shipped to a destination outside of Kittitas County. In order to
receive reimbursement, a list of the addresses and a signed statement from the contractor
that the list is accurate, or other proof of delivery, must be provided along with other
required documentation.
E. Flyers/€'osiers:
Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% of
the cost, including any production cost. In order to receive reimbursement, a list of the
locations where flyers or posters were posted outside of Kittitas County, a signed statement
from the contractor that the list is accurate and a copy of the poster/flyer must be provided
along with other required documentation.
F. Radio Advertising:
1. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at 100% of the cost, including any production cost.
2. Radio advertising placed with any media provider located inside of Kittitas County may be
reimbursed as follows:
a. For date -specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed at 100% of the cost, including any production cost.
b. For seasonal or year-round events, or for date -specific events outside of the time-
frame in Section 2 F, 2(a) above, advertising may be reimbursed at the rate of 30% of
the total cost, including any production costs.