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HomeMy WebLinkAbout2017-008-EDA-conference2017-008 LT 2017 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND ELLENSBURG DOWNTOWN ASSOCIATION 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 Ellensburg Downtown Association ("Contractor") for the 2017 Revitalize WA Conference. 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 five thousand dollars ($5,000.00). 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 five thousand dollars ($5,000.00). 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: Kittitas County Auditor Attn: Auditor's Accounting 205 West 5th Ave — Suite 105 Ellensburg, WA 98926 2017 County Lodging Tax Funding Agreement Page 1 a_ud i torsaccounting@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 only: • Printing and distributing meeting materials Conference materials printing Transportation for Conference attendees between hotels and downtown Ellensburg & from Ellensburg to Upper County 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): 9 No funding for swag or bags 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 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. 2017 County Lodging Tax Funding Agreement Page 2 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 Indemnity, 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; • 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 • Any breach of or default under this Agreement by Contractor. 2017 County Lodging Tax Funding Agreement Page 3 Section 5. Comoliance 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 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 2017 County Lodging Tax Funding Agreement Page 4 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. g. If any term or condition of this Agreement or the application thereof to any person(s) or 2017 County Lodging Tax Funding Agreement Page 5 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" SLP .a C 7,916 Please mark "yes" or "no" to each criteria below: Applicant filled out the proper application version for this grant cycle. J Applicant answered each question. A budget is attached which includes revenues, expenses and anticipated profit or loss (plus previous 3 years actuals for ongoing projects/events). `r 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 11 C�� , vc`\- Request for Proposals 2017 Lodging Tax Fund Submission Deadline: Friday, September 30, 2016 Kittitas County Commissioners 205 W 5th Avenue, Suite 108, Ellensburg, WA 98926 509-962-7508 2017 Lodging Tax Funds -- General Information 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 According to Law: According to State Statute and the interlocal agreement between the Kittitas County and the Cities of Cle 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 26U.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 any application requesting fundinig 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 otherwise distributing information for the purpose of attracting and welcoming 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, destination marketing organization, main street organization, lodging association, or chamber of commerce and (b) used to support tourism, performing arts, or to accommodate tourist activities. Review Process: Cle 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 County -wide Lodging Tax Application Page 11 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 county -wide LTAC will receive the scoring, ranking, and recommendations list and will conduct 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: The Lodging Tax Advisory Committees have determined that certain types of activities are not 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. Application Definitions: 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 elsewhere but dedicated to the project or event such as other grants, loans, 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 projects/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). County -wide Lodging Tax Application P a g e 13 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 5thAve, Suite 108 Ellensburg, WA 98926 Applications must be received no later than 5:00 p.m., Friday September 30, 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_vya.us Applications may be faxed to: 509-962-7679 Schedule: Applicant Workshops (attendance at one workshop is strongly encouraged) Ellensburg City Hall Council Chambers 8/18/2016, 5:30 PM & 8/25/2016, 5:30 PM Upper Kittitas District Court, Cle 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 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 funding from 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: County -wide Lodging Tax Application P a g e 14 Kittitas County Auditor Attn: Lodging Tax Grant Funds Reimbursement 205 W 5th 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. Project Reporting Requirements: 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. Away from their place of residence or business and staying overnight in paid accommodations; B. To a place fifty miles or more one way from their place of residence or business forthe 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 evidence that the work paid for by the grant has been completed. 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 cate ory to no greater than 10% of the event's expense buds. This category includes project/events which may be operating under a new board or organization, moving venues, changing dates, or implementing other non - 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 maintain liability insurance in the amount of $1,000,000 or more and name the municipality as an additional insured on its liability insurance policy. County -wide Lodging Tax Application P a g e 15 Application Form: 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 may be found are as follows: www.ci.ellensburE.wa. us ■ www.cityofc[eelurn.com R www.ci.roslyn.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 Requirements for Advertisin Expenditures of Lodging 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 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. Print Advertisin and Online Disptay Advertising 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 AdvertisirnP,: 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 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 Adyertisine: 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 AdvertisinQ.: 1. Online advertising and promotion may be reimbursed at 100% of the cost, including 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 Mail_: 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. Flyers/Posters: 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 KittitasCounty may be reimbursed at 100% of the cost, including any production cost. 2. Radio advertising placed with any media provider located inside of KittitasCounty 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. 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; 5. Applicant checklist; 6. Budget documents; 7. Additional information (limited to 3 pages); 8. Proof of non-profit status (if any). County -wide Lodging Tax Application P a g e 18 APPLICATION FOR 2017 LODGING TAX GRANT FUNDING Name of Organization: Ellensburg Downtown Association Organization mailing address: 119 W 5t" Suite 102 Ellenburg, WA 98926 Organization contact person &title: Carolyn Honeycutt Executive Director Organization/contact phone: 509-962-6246 Email: director@eilensbu[gdowntown.org Organization Website: ellensbur downtown.or Federal Tax ID Number: 20-1395402 UBI Number: 602-336-662-000 Organization is a (select one): Government Entity X 501(c)3 501(c)6 Other (Note: you must submit 501(c)3, 501(c)4, or 501(c)6 approval documentation —see sample document) Project/Event Name: 2017 RevitalizeWA Conference Project/Event Date: April 23-26,_ 2017 Project/Event Location: downtown Ellensburg with tours to upper county Amount of Funding Requested: $ 5,000 For which funding category (ies) do you qualify (see instructions for definitions): X New Project/Event Ongoing Project/Event Support Estimated # of overnight stays: 535 Tourism Seasons: From the list below, what season will your project enhance tourism? Please indicate the appropriate season. Season: Year-round Off season X Shoulder season High season Months: January— December November — February October or March — May June — September County -wide Lodging Tax Application P a g e 19 APPLICATION QUESTIONS Please answer each question �:o�, in the order listed, on a separate sheet attached to this application. Please include any supporting data within the response narrative. 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. RevitalizeWA is the annual historic preservation and downtown revitalization conference sponsored by the Washington Trust of for Historic Preservation (WTHP) in partnership with the Washington Main Street Program (WSMSP) and the Washington Department of Archeology and Historic Preservation. RevitalizeWA brings together leading scholars, practitioners, and volunteers dedicated to revitalizing Main Street, preserving historic properties, and protecting cultural resources. Because the content is place -based, the host community is more than just a facility, they are an integral partner in planning a rich and dynamic experience for conference -goers and visitors to downtown. Ellensburg has been a Main Street Community since 2006, but prior to the completion of the Elks Building, we did not have the facilities in the downtown to host this conference. It is a priority for the conference to be hosted in a traditional city center. With the rehabilitation of the Elks and the opening of the new upstairs facility that can host 250 attendees, the Ellensburg Downtown Association realized that we now had the facilities to host the conference and submitted an application on September 14. This application for lodging tax support is being submitted prior to knowing whether or not Ellensburg will host the conference, but a decision will be made by mid October and the Commission will be notified of that decision. RevitalizeWA will bring to Ellensburg over 250 attendees from all over the state plus a few from out of state. Not only will this bring people from outside of the area to stay in our hotels, shop and eat in our establishments, and enjoy our beautiful county for three days, it will be an opportunity for our county Main Street Programs (Ellensburg, Roslyn, and Cle Elum) to shine. While we will host the actual conference in Ellensburg, a side trip or two to upper Kittitas county will be part of the planning. It will also be a more accessible conference for people throughout the county to participate in. RevitalizeWA appeals to anyone who works in the fields of economic development and preservation throughout the Pacific Northwest (primarily Washington state). This includes Main Street staff and volunteers, architects, preservationists, archeologists, city planners, developers and government officials. Each year this conference grows in attendees and we are excited to have the opportunity to host it. The Ellensburg Downtown Association is seeking funds to help make this conference a reality. Specifically we will need financial assistance with: County -wide Lodging Tax Application Page 111 • Printing and distributing marketing materials 0 Conference materials printing • Transportation — both a circulator during the conference from hotels to downtown because of limited available parking, and transportation to take conference attendees to visit upper county • Bags for distribution to conference attendees 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 atrip: 1. Away from their place of residence or business and staying overnight in paid accommodations, Figures are based on attendance at previous RevitalizeWA conferences — most attendees would be from 50 miles or more except for attendees from Ellensburg, who will not be overnight guests; Cle Elum and Roslyn, who may stay overnight; and Yakima and Selah, who most likely will stay overnight. It should be noted that the statics WSMS have for last year include only the conference center, which sold out the 125 available rooms, and that they do not have statics for the other hotel stays in the conference area. Numbers based on double occupancy, although many people travel alone and would take • First Night Conference Stays — Sunday — 165 rooms a Second Night Conference Stays— Monday— 185 rooms • Third Night Conference Stays — Tuesday —185 rooms Total Room Nights — 535 rooms 11. To a place fifty miles or more away from their place of residence or business for the day or staying overnight; or Figures are based on attendance at previous RevitalizeWA conferences: • First Night Conference Stays — Sunday —150 rooms Second Night Conference Stays — Monday— 175 rooms • Third Night Conference Stays — Tuesday —175 rooms i Total Room Nights —500 rooms 111. From another country or state outside of their place of residence or business. First Night Conference Stays — Sunday —15 rooms Second Night Conference Stays — Monday —15 rooms Third Night Conference Stays — Tuesday —15 rooms • Total Room Nights — 45 roams County -wide Lodging Tax Application Page 112 You must provide the evidence utilized in determining your projections. All figures are based on attendance and known room reservations at previous RevitalizeWA conferences 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 project/event year-round or is it seasonal ordate-specific? Date specific II. What strategies will you employ to assure you are attracting tourists from at least 50 miles away? The Washington Trust for Historic Preservation has state-wide outreach through its partnerships and activities. This is a well-respected, well -attended conference and the WTHP will handle the majority of the marketing for the conference. The Washington Main Street Program is continuing to expand, so it is estimated that the conference will continue to grow approximately 10-20% per year. The WTHP reaches participants through mailings, social media and list serves. In speaking with the Director, one of their goals for this year is to increase outreach to the states of Idaho and Oregon. In the past they have done zero campaigning to these states, but since Oregon only offers it every other year and Idaho has no equivalent of this conference, they feel they can impact the conference significantly in 2017 by including promotional efforts to these states. Both states offer a networking system to promote to through their state programs and state preservation offices. III. What strategies will you use to assist in marketing all of Kittitas Countyas a tourist destination with your event/project funding request? The conference is open to everyone who is interested in preservation and economic development, so having the conference in Ellensburg will open up participation in the conference to a much wider base of residents and professionals in Kittitas County. The downtowns of Kittitas County are a huge base of the economy and tourism and this conference will benefit the work being done for these downtowns. In addition, the application for RevitalizeWA included bus tours to the upper county for touring, exploring, shopping, and dining, exposing many new people from around the state to Kittitas County. With support for printing the marketing materials, the Central Washington Color and myellensburg.com logos will be prominently displayed as sponsors of the conference. 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? County -wide Lodging Tax Application Page 113 At this time, there are no other grants for the conference. As part of our conference application, we are required to pull bring $10,000 of in-kind and cash match to the conference. We have done this by the EDA securing $3,000 of cash plus in-kind donation of equipment and facility space (or discounted space) from the following: Gallery One, John Ford Clymer Museum & Gallery, 420 Building, Ellensburg Film Festival, Elks Building. The remainder of the conference sponsorships will come from the WTHP's sponsorship efforts and conference registration. As the facility host, the EDA is responsible for the logistics, facilities, transportation, tours, entertainment, and food and beverage. The WTHP and its partners take care of the rest of the conference, so that is not part of our budget nor is it part of our application. Without funding from the LTAC, we will not be able to afford the transportation to and from hotels, which will be a huge inconvenience for the hotel guests and cause parking issues for the downtown. It will also hinder the addition of tours to the upper county and will greatly diminish getting the word out about county tourism throughout the state as a partner of this conference. The EDA will also be placed in the position of needing to raise additional funds to meet our obligation. 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? This will be an opportunity for not only Ellensburg but the entire Kittitas County to shine for over 225 people from around the state. Tourism will be given ample opportunity to educate attendees about Kittitas County through sponsorships, participation in panels or as presenters, tabling, give-aways, tours, bag stuffers, and more. Director of Tourism Amy McGuffin will be included as part of the planning committee to make sure that county -wide tourism has an impact on the conference. 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. This is a one-time conference and does not need to become self-sustaining. 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 necessary to submit the entire agency budget. You must submit a budget which specifica_l_ly pertains to the promectlevent for which Vou are requesting funding and adheres to the basic budget format shown below. County -wide Lodging Tax Application Page 114 Lodging Tax Grant Application Rating Form Criteria Points Possible Application Questions Points Awarded Supports County 15 as Tourism yes= up to 15 Question 2, 3, 5, 7 Destination No = 0 Length of Impact 15 Date specific = 5 Seasonal = 10 Question 3 Year Round = 15 15 Attracts Tourists yes= up to 15 from at least 50 miles No = 0 away Applicant's Matching Funds Partnerships Sustainable Future Funding Identified Attributable Lodging Stays ................................................. . 20 Less than 5% = 0 5% - 25% = 5 25% - 49% = 10 50% - 99% = 15 100% or more = 20 5 Yes =5 No=0 10 yes = 10 No =0 20 , 0=0 1-30 = 5 31-100 = 10 101-250 = 15 More than 250 = 20 Question 3 Question 4, 8 Question 5 Question 6 Question 9 Total Points: / 100 County -wide Lodging Tax Application Page 118 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. ,1 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 i the f 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. ____,.ZThe application certification in item 10 is signed and dated by the proper authority. I have included one copy of the entire original application accordingthe submittal instructions on page 4. My application is being sent on or prior to September 30, 2016 and will be delivered by �'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 5th Avenue, Suite 108 Ellensburg, WA 98926 Or, is being emailed to: b❑ccPco.kittitas.wa.us Or, is being faxed to: 509-962-7679 County -wide Lodging Tax Application Page 119 The budget must include anticipated revenues, expenditures, and any potential profitor loss. For projects/events which are ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operations for the project/proposal if applicable. Also, please supply any narratives necessary to understand the budget being submitted and list separately any in-kind or volunteer contributions. if applying for funding for both "New Project Event" and "Ongoing Project Event Support" you must clearly identify the different requests. This may, be most easily accomplished by Submitting se arate budgets for each request category, For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must submit verifvinp. 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) BUDGET As previously explained in the application, as the host community, the EDA is responsible for organizing the logistics, facilities, transportation, tours, entertainment, and food and beverage. We are required to be able to bring to the table a minimum of $10,000 cash and in-kind. Therefore, the budget presented County -wide Lodging Tax Application Page 115 here does not include conference registrations and expenses related to the conference (marketing, presenters, food/beverage, conference programs and printing, awards, etc). Only the marketing materials sponsored by LTAC are included here as a costs associated with the printing of the marketing materials. I have included only the expenses that I have factual information on. Revenues/Support (cash) • Ellensburg Downtown Association sponsorship $ 3,000 • Lodging Tax $ 5,000 Revenues/Support (in-kind) $ 500 • Gallery One Visual Arts Center - Facilities $ 1,000 • Rory Turner — Facilities $ 300 John Ford Clymer Museum & Gallery — Facilities $ 2,200 • Ellensburg Film Festival — equipment $ 1,000 • Other AV Equipment and Facilities (misc sources) $ 1,500 Volunteer Support /local admin $ 6,000 Total Revenues from Ellensburg $20,000 Other Revenues — Conference Registrations and sponsorships unknown Expenses: $ 5,000 • Facilities (after in-kind donations) $ 1,050 • Catering $12,000 • Audio/Visual Equipment (after in-kind) $ 500 • Entertainment $ 200 • Photographer $ 1,500 • Transportation — hotels circulator — 3 days $ 3,100 ■ Transportation — 2 trips to upper county $ 1,700 • Printing — Marketing materials $ 2,000 • Design costs — marketing and conference $ 1,500 • Conference photographer $ 1,500 • Swag — bags, pens, tshirts $ 1,000 • Administration - EDA $ 5,000 • Administration — Sponsors unknown • Other Conference Fees unknown • Speaker Travel unknown Total Expenses $30,500 Plus addition unknown County -wide Lodging Tax Application Page 116 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 225 250 attended last year's activity and/or will attend this year.? B. How many days did/will your event occur? 3-4 3-4 C. How many room nights were and/or will be Can't verify 535 booked as a result of your project/event In excess of (You must provide a verifiable source of informotior 350 is as evidence for your response to item C. Failure to do known so will disqualify your application.) Numbers are based on information from the conference sponsors and are based on hotel Information gathered from previous conferences. The hotel block of 125 rooms was completely sold out and other hotels were booked around town. 10. Application Certification: (attached) 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�a� 1 (print name) _��CE) Title: Date: _ q_3C) County -wide Lodging Tax Application Page 117 September 14, 2016 Breanne Durham and Julie Patterson Washington Trust for Historic Preservation 1204 Minor Ave, Seattle, WA 98101 Dear Breanne and Julie, The John Ford Clymer Museum and Gallery is pleased to offer their support for the 2017 RevitalizeWA Conference. Ellensburg and our organization are true examples of the importance of preservation. Born in Ellensubrg, John Clymer has been recognized all over the world for his art and has received very high honors and awards. Clymer is best known for creating over 80 covers of The Saturday Evening Post. Our museum and gallery are dedicated to preserving his works and his memory. In addition, our 1889 Ramsey Hardware building is a wonderful example of preservation. Our organization is pleased to donate our space for the conference for use as a break-out session, refreshment room, and silent auction location. Our normal fee is $125 per hour, therefore this donation is valued at approximately $2,000. We have a large area that will comfortably seat 75 people plus an additional room for auction items or refreshments. Thank you for the opportunity to host RevitalizeWA. �incrtrli� Jami -Lynn Tate "The Spirit of America on Canvas" 416 North Pearl Street . Ellensburg, Washington 98926 • (509) 962-6416 Ile VaV I /SU nL ARTS CENTER NONPROFIT EST. 1960 September 9, 2016 Breanne Durham and Julie Patterson Washington Trust for Historic Preservation 1204 Minor Ave, Seattle, WA 9810 Dear Breanne and Julie, I write this letter to support the Ellensburg Downtown Association's (EDA) initiative to host the 2017 Main Street Conference in Ellensburg, WA. As an organization and a Ellensburg resident, we would be honored to have the attention of such an impactful organization. We welcome the opportunity to thank you for your great work and support of our arts loving, college student dwelling, beer drinking, rodeo hosting town. In April 2014,1 wrote an article about Gallery One for TrustNews located on page 16 (11ttDI-1Ipreservewa.or /Fi!eLibraryffile/Newsletters,`2014/201.4-2%20A,pril.pdfl. This article shares with you the breadth of services that we have offered to the public since 1968 so I won't go into too much detail about Gallery One in this letter of support. It also provides a few images of the interior and exterior of the building. For a full tour you can visit htto: //wwwgallery- oM_Qrghajgur/for a 360 view of our building. Re -erected after the great fire in 1889, the Stewart building had seen many uses before we purchased and renovated it in 2001. We consider ourselves a successful example of both modernization and preservation of a historic building. In addition to supporting the hosting of the conference in Ellensburg, we would offer ourselves as partners to the EDA in the conference as a venue and a participant! We as an organization are able to donate to the conference rental of the space plus AV equipment ($1,000 in value). We can speak directly to the value of having a proactive EDA offering the benefits of the Main Street Approach to a downtown business. We can also speak to the value of strong partnerships in the arts, working locally with the Ellensburg Arts Commission and statewide with the Washington State Arts Commission. Thank you both for considering our request. Please let me know if I can be of further assistance in persuading you to select Ellensburg as the location for your next Main Street Conference! ,Avvu. �� Monica Miller Executive Director Gallery One Visual Arts Center 408 N Pearl St, Ellensburg, WA 98926 509-225-2.670 INTERNAL REVENUE SERVICE P. O. BOX 2508 CINCINNATI, OH 45201 Date: OCT 2.3 Zoo® ELLENSBURG DOWNTOWN ASSOCIATION PO BOX 966 ELLENSBURG, WA 98926 Dear Applicant: DEPARTMENT OF THE TREASURY Employer Identification Number: 20-1395402 DLN: 17053278711098 Contact Person: SUSAN Y MALONEY ID# 31210 Contact Telephone Number: (877) 829-5500 Public Charity Status: 170 (b) (1) (A) (vi) Our letter dated July 2005, stated you would be exempt from Federal income tax under section 501(c)(3) of the Internal Revenue Code, and you would be treated as a public charity, rather than as a private foundation, during an advance ruling period. Based on the information you submitted, you are classified as a public charity under the Code section listed in the heading of this letter. Since your exempt status was not under consideration, you continue to be classified as an organization exempt from Federal income tax under section 501(c)(3) of the Code. Publication 557, Tax -Exempt Status for Your Organization, provides detailed information about your rights and responsibilities as an exempt organization. You may request a copy by calling the toll-free number for forms, (800) 829-3676. Information is also available on our Internet Web Site at www.irs.gov. If you have general questions about exempt organizations, please call our toll-free number shown in the heading. Please keep this letter in your permanent records. Sincerely yours, Robert Choi Director, Exempt Organizations Rulings and Agreements Letter 1050 (DO/CG) 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 %2 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. Print Advertising and Online Display Advertisi )rj 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 AdvertisinK 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 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 Advertisine: 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. 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 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. Televisions Advertisins?: 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. Fi er5 Posters: 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, 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.