HomeMy WebLinkAbout2017-004-Kittitas Co Historical Society2017-004 LT
2017 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND KITTITAS COUNTY HISTORICAL SOCIETY,INC.
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 Kittitas County Historical
Society,Inc.("Contractor").
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 ten thousand dollars ($10,000.00).
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 ten thousand dollars
($10,000.00).
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
2017 County Lodging Tax Funding Agreement Page 1
Ellensburg,WA 98926
auditorsaccounting@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:
•Marketing and Advertising
•Website
•Print advertising-guide,flyers,Rack Cards
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
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.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
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.
2017 County Lodging Tax Funding Agreement Page 4
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.
5'"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
circumstances is held invalid,such invalidity shall not affect the other terms,conditions or
2017 County Lodging Tax Funding Agreement Page 5
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
BOA DUNTY COMMISSIONERS CONTRAC
e O /9 )/[Address]
[Telephone]
Clerk of the Board
 Pit0V AS TO FORM:
Deputy Prosecuting Attorney
2017 County Lodging Tax Funding Agreement Page 6
EXHIBIT "A"
Submission Checklist
For office use only
Please mark "yes"or "no"to each criteria below:
Applicant filled out the proper application version for this
grant cycle.
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).
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 P a ge 15
Request for Proposals
2017 Lodging Tax Fund
3 O 2016
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.C 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 any application requesting
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
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 P a ge |1
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 ge |2
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/groupswhich 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 ge 3
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.wa.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
Pro|ect 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 31and ending December 31of 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 ge |4
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.
Pro|ect 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 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
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 category to no greater than 10%of the event's expense
budget.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 ge |5
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.ellensburg.wa.us
•www.cityofcleelum.com
•www.ci.rosivo.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 Advertising 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 ½
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 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 ½inch 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 ½
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 ge |6
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 Advertising:
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 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.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.
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 ge |7
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 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.
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 ge 8
APPLICATION QUESTIONS
Please answer each question completely,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:
I.Away from their place of residence or business and staying overnight in
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 project/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
County-wide Lodging Tax Application P a ge |10
necessary to submit the entire agency budget.You must submit a budget which
specifically pertains to the project/event for which you are requesting funding 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
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 separate budgets for each request category.
For any claimed in-kind contributions valued at $500 or more and related to
marketing/advertising,you must submit verifying 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)
County-wide Lodging Tax Application P a ge |11
9.Has your event received Lodging Tax funds in previous years?
Yes No
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
attend this year?
B.How many days did/will your event occur?
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
will disqualify your application.)
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
Certifiecd
b :igr a
uar )provisions t ereof
(print name)
Title:
Date:
County-wide Lodging Tax Application P a ge |12
APPUCATION FOR 2017 LODGING TAX GRANT FUNDING
Name of Organization:·(V TA k\
Organization mailing address:
Organization contact person &title:
Organization/contact phone:
Email:
Organization Website:
Federal Tax ID Number:UBI Number:
Organization is a (select one):Government Entity
X 501(c)3
501(c)6
Other
Project/
e oNamust submit 501(c)3,501(c)4 or 501(c)6 appova ocumentation -see sample document)
Project/Event Date:,(\6,\\(\\\f \M \¯
Project/Event Location:\(\
Amount of Funding Requested:$
For which funding category do you qualify (check one)(see instructions for definitions):
i New Project/Event
i Ongoing Project/Event Support
Estimated #of overnight stays:
Tourism Seasons:From the list below,what season will your project enhance tourism?Please
indicate the appropriate season.
Season:Months:
Year-round January -December
Off season November -February
Shoulder season October or March -May
High season June -September
County-wide Lodging Tax Application P a ge |9
APPLICATION QUESTIONS
Please answer each question cornpletely,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 projectlevent and identify the specific tourism
audiencelmarket that your organization will target with these funds.You must
include an itemized list of exactly how any grant funds awarded will be utilized.
This project is designed to increase tourism and historical awareness through website development,
social media marketing,print media,and television advertisements for Kittitas County.This project
will apply new and exciting promotions to develop an increase in attendance and tourism to Kittitas
County.
These funds will be used wisely to begin and achieve a successful marketing and advertising
campaign geared toward tourism and the primary mission of the Kittitas County Historical Museum.
As a result of previous support through the Lodging Tax Grant,we have been able to fulfill
expectations,increase attendance,and continue our outreach to the community through advertising
and in-house activities.We have continued to reach record attendance and multi-year-highrates,and
expect to achieve similar results for our expansion and our new projects.
In 2017,we plan to shift the majority of our advertising market from Eastern Washington,where we
have been successful with previous advertising,to the Seattle-Tacoma area along with the Portland,
Oregon area.We would also like to maintain a social media presence to the Tri-Cities area in order to
continue our success.We plan to advertise to these areas through television advertising on local
stations,to increase awareness of the museum and its offerings.
The Museum also maintains its exhibit schedule with a monthly rotation of exhibits that connect to
Kittitas County history.The intention is to connect with other museums and historic sites in Kittitas
County,such as the Roslyn Museum,the Washington State Ski and Snowboard Museum in
Snoqualmie Pass,and Olmstead Place State Park,in order to add more experience and exploration of
the community to a visit.We also have a successful free-admission evening lecture series;it brings a
number of presenters to Ellensburg from across Washington State.We have had success in drawing
visitors to our event from the Tri-Cities,Renton,Spokane,northeastern Oregon (Umatilla area),and
Wenatchee.
We are also introducing three new activities through the Museum in addition to our regular exhibit
and program offerings:
1.Downtown Ellensburg walking tours.A year-round activity,the downtown walking tours will
be offered in a variety of themes,such as local history,architectural history,art,the darker
side of Ellensburg's past,haunted tours,and even a cemetery tour through the IOOF
Cemetery at Brick Road.These tours have proven to be very successful in other parts of
Washington,such as Bellingham,Walla Walla,and Centralia,as well as throughout the
United States.It is the intention to design and print a rack card depicting the website,which
will be a component of the Museum's existing website,kchm.org.The website will have a
registration system where visitors can schedule for a variety of tours.There will also be
specialized tours in conjunction with special events in and around Kittitas County,such as a
cowboy-themed tour for Spirit of the West,art-themed tours for Paint Ellensburg,haunted
Page |10
tours for Halloween,and more.Most of these tours will be produced in cooperation with other
organizations and coordinated by the Kittitas County Historical Museum.
2.A new self guided walking tour map/brochure of downtown Ellensburk.A year-round
activity,the downtown walking tour map redevelops a brochure that had been designed in
2003 and provides it in both digital and print form.Often visitors request information about
historic buildings in the downtown Ellensburg area or want a private walking tour.These
maps would provide the information whether day or night to any interested visitor.This
expands on similar maps done for the downtown Cle Elum area and the Roslyn Coal Mine
Trails.
3.Downtown Scaveneer hunt promotional activity.A year-round event,the scavenger hunt
promotional event is a flyer with local history and architecture that would be available both as
a flyer and as a website portal for those wishing to have a more interactive experience with
the downtown Ellensburg area.
Our marketing plan targets local areas where we have seen a growing trend in attendance from the
Seattle-Tacoma area along with Portland,Oregon,and the Tri-Cities areas.Advertising in these
areas,especially those on the western side of the state,will draw in more travelers and day-trip
visitors to Kittitas County.This shifts the focus of our previous marketing plan that targeted Central
Washington,specifically the Wenatchee and Tri-Cities areas.It was only after a careful review of our
advertising in 2012 and implementation in 2013,that we achieved a successful advertising and
marketing campaign in the Tri-Cities area.In 2014,we expanded our demographic of Central
Washington to Eastern Washington and into Idaho (specifically Spokane and Coeur d'Alene,Idaho)
We execute this plan through social media marketing such as online Facebook advertisements and
television advertisements tailored around the above events throughout the year.After careful analysis
of our demographic,our promotional needs and our limited budget,Genesis Marketing recommends
that television advertising be placed in the Seattle/Tacoma region through a news source that will
target our potential audience.Online Facebook advertisements will reach a wide demographic of the
Seattle-Tacoma and Portland,Oregon areas.The targeted advertising is a result of a noticeable trend
identified through current Museum surveys and guestbook answers.Additional online advertising
may reach out to the Western Washington area,a demographic and market where we would like to
expand,to increase frequency as provided by the television advertising.Funding requested will also
provide for production of advertisements for television,online marketing,and the design of rack
cards and the website.
The target audiences we are trying to reach are those who are interested in local or regional history as
well as those who are planning a trip to or through Ellensburg,Washington and Kittitas County.We
would like to attract first time as well as repeat visitors in the Pacific Northwest including individuals
such as children,adults,researchers,students,and educators.
The specific itemized list of the request is attached along with the budget (see "Project Proposal").
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:
l.Away from their place of residence or business and staying
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overnight in paid accommodations;
ll.To a place fifty miles or more away from their place of
residence or business for the day or staying overnight;or
Ill.From another country or state outside of their place of
residence or business.
You must provide the evidence utilized in determining your projections.
By advertising in the Seattle/Tacoma and Portland,Oregon areas,we will draw many day-trippers
and travelers to and through Ellensburg and Kittitas County.We know at present many of our guests
are from outside of the Kittitas County area,especially more than 50 miles away.
Although difficult to quantify at present,visitors to our museum that stay overnight in local
hotels/motels,also purchase meals,gas,and gifts while here.Other visitors have indicated to us that
multiple venues on certain weekends justify them staying overnight.Many of these events will add to
existing events or create an opportunity to extend their stay in the Ellensburg and Kittitas County
area.
In similar activities polled throughout Washington,most guests stayed overnight,attended other
activities in and around their cities including food,shopping,and other museums and historical sites.
By reviewing our guestbook log and through verbal interaction with guests,we know that 72%of our
guests from January 2016 have inquired about other activities in and around Ellensburg and Kittitas
County,such as food,shopping,educational offerings,other museums and historical sites.Of these,
we are certain that at least 50%will purchase meals,gas,gifts,and more while passing through
Kittitas County.Guests to the museum have identified they come from locations outside Kittitas
County and the state of Washington.We also direct visitors to local attractions in and around Kittitas
County and Ellensburg,such as museums,historic sites,recreational opportunities and more.
We are drafting a questionnaire and will be sending those out to our guests who have provided email
addresses.However,from the guest log,most of those who provided email addresses were from
outside the Yakima/Ellensburg area.We are also in the process of establishing an onsite
questionnaire that will provide a more actual count of hotel stays and visitors from more than 50
miles away.
We have received commitment from some of our organizations that meet at the museum that the
attendees will be staying in the area overnight.We have committed hotel stays for 5 presenters (1
night each),and one Museum Association group (totaling 6 nights).We have also had an additional 4
individuals stay in Ellensburg solely to visit the Museum and its events (2 individuals,2 times).
As for our projection,we know we are part of the overall system,but we have been seeing a trend in
visitors coming to Ellensburg due to the previous advertising of the Museum.We expect to maintain
the have had an increase in visitors indicating that they only came to Ellensburg because they had
seen the advertising for the Museum in our targeted demographic.Others indicate they had seen
signage or brochures at area locations.
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 projectlevent year-round or is it seasonal or date-specific?
II.What strategies will you employ to assure you are attracting tourists
Page |12
from at least SO miles away?
lll.What strategies will you useto assist in marketing all of Kittitas
County as a tourist destination with your event/project funding
request?
The Kittitas County Historical Museum's project is year-round.The advertising project will
draw individuals in from throughout western Washington,with the targeted demographics of
more than 50 miles.Our project targets those in the Seattle-Tacoma area and the Portland,
Oregon area.
We currently keep a daily count of visitors,and we compare the visitor count each year to
previous years to help give us an understanding of the success of our campaigns and areas in
need of improvement.The museum has a register book that shows the extent of our geographical
draw which is an area we plan on expanding.We are in the process of revising the register book
to make it more effective in capturing information,such as whether they stayed overnight.While
we give our front desk volunteers visitor-service training,we will provide additional training in
ways to obtain more information from visitors.
Through the website portal to register for the walking tours,we will attempt to capture as much
information from the guests.After the walking tour,we will send a questionnaire via email to
guests,which will contain questions about their visit such as where they are from and if they
stayed overnight in Kittitas County and where.The questionnaire will help calculate the
effectiveness of advertising in and around our targeted demographic.The questionnaire will also
be available onsite for our regular visitors.In the past,the use of this funding has consistently
resulted in an influx of visitors to Kittitas County.
The advertising links our projects to on-going projects and events in the county in order to
provide a wider audience.For example,we have partnered with the Roslyn Museum to do a
display on the Bear Bicycle,which is currently on loan to a bicycle store in Roslyn.We
anticipate similar collaboration on other exhibits,including one possibly with the Wanapum
Heritage Center in Mattawa,the Washington State Ski and Snowboard Museum in Snoqualmie
Pass,among others.With our downtown tours,we will make every attempt to correlate the
information to that of neighboring communities,such as identifying history of the Brick Tavern,
cemeteries,and more.We will host information on our website about what else to see in Kittitas
County,along with providing brochures and information on other things to do and see in the
County.
We also improved our our visitor lobby in 2015,which provides more information on Kittitas
County business,historic sites and museums,and recreational opportunities.We are also in the
process of including links to niany county-wide websites on the museum's website,which will
then further interest in and around Kittitas County.
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?
Page |13
The Kittitas County Historical Museum currently receives no monetary support for advertising
beyond the allocated amount through the museum's annual budget and what is awarded through
the Lodging Tax Grant process.The Museum's Board of Directors has dedicated an annual
stipend of $2,500 to match the Lodging Tax grant fund request through its am1ual budget.
While we have applied for grant funding for capital improvement and archival project specific
funding,the funding is dedicated for those projects and not for advertising.We were not funded
for additional awards for advertising nor were we successful in 2016 in receiving other grant
funding.
In 2017,we are planning to apply for capital improvement project funding through local grants,
such as the Puget Sound Energy Foundation,Yakama Cares (Yakama Nation),and the Yakima
Valley Community Fund,in addition to grants specific to museum collections storage,archives
maintenance,and collections care.Additionally,we have applied for the Humanities
Washington Speakers Bureau for our evening lecture series programming,which if approved,
will provide a stipend for speaker fees while the museum will be responsible for travel expenses.
However,that funding is specific for programming and cannot support other uses.We are also
looking for additional grant opportunities to support additional development of our
programming and events.
We ask for support from the Lodging Tax Grant to help accommodate all of the new ideas we
would like to apply to achieve success.If not funded,we would adjust our plans to reflect the
decreased budget.
5 If your organization collaborates or has created partnerships with other
organizations,other groups,or other events to cross-promote in an effort to
encourage county-wide tourism,how is this accomplished?
Throughout the year,the KCHM hosts special exhibits,programs,and events to promote the topic of
the particular exhibit.When offering these activities,we work with local businesses and other non-
profits to increase exposure for both parties.We have sought assistance with the Kittitas County
Chamber of Commerce,both in the past and at present,which has been beneficial.We have increased
our presence at events throughout Kittitas County through co-sponsoring events,having a booth,etc.,
and will be expanding our presence in the community during events in 2017.
Events we collaborate with:
•Spirit of the West Cowboy Gathering:A traditional cowboy festival with musicians,poets,
and artists together to celebrate the western tradition of ranching and cowboy life.The
KCHM provides a venue for this event as well as exhibits on cowboy culture.We will also be
partnering to provide a special walking tour for this event.
•Jazz in the Valley:A celebration of jazz music in historic downtown Ellensburg.The KCHM
usually has an exhibit relating to music and offers special events (such as an ice cream social).
We are looking at ways to get further involved in this event.
•Cruisin'for Hospice:An annual car show in historic downtown Ellensburg.We provide
historic vehicles for the car show and direct people to our historic vehicle collection display.
•The Ellensburg Rodeo/KittitasCounty Fair:A PRCA pro rodeo event,The Ellensburg
Rodeo has earned a place as one of America's Top 10 professional rodeos.The KCHM offers
several exhibits focused on the rodeo and fair.
Page |14
•Moments to Remember:This event starts on the day after Thanksgiving and marks the
beginning of the holiday season.The museum provides an annual "Remember When...?"
exhibit which focuses on historical aspects that may invoke reminiscences of times past.
•Barn Quilts of Kittitas County:A unique,year-round event that celebrates the rich
agricultural history of Kittitas County.The museum is proud to be a partner of the BQKC and
supplies historical information about agriculture,including historic photographs,information
and more.We also provide this information to visitors seeking additional knowledge on local
agricultural history as they visit the barn quilt trail.
•Early Iron Club Annual Threshing Bee and Antique Equipment Show:A yearly
weekend festival celebrating the agricultural history of Kittitas County at the Olmstead Place
State Park.The museum helps to co-sponsor this event,and has done so since before 2000.
We provide an annual allocation for sponsorship of the event in our annual budget well as
create and produce their promotional materials.We provide additional agricultural exhibits,
history,and support for the ongoing program.
•Puget Sound Energy Wild Horse Wind Farm Renewable Energy Center:A year-round
event that celebrates renewable energy,primarily in solar and electrical energy.The museum
annually loans artifacts for display,as well as partners with PSE and the Ellensburg Rodeo
Parade to showcase a 1905 Columbia Electric car in cooperation with a 2008 Tesla Roadster
from Seattle.
•Haunting Ellensburg:An annual haunted house event at the Kittitas County Fairgrounds,
put on by Kron,Inc.The museum provides historical research about unusual happenings,
events,and activities in the Kittitas County area.We also serve a location for tickets to be
picked up for the event,as well as a meeting place for volunteers of the event.
We have also developed a list of partners for the downtown walking tours including volunteers like
David Wheeler and Carolyn Honeycutt,and organizations such as the Ellensburg Arts Commission,
the Ellensburg Landmarks and Design Commission,Gallery One Visual Arts Center,the Ellensburg
Downtown Association,Haunting Ellensburg,and have identified a number of potential partnerships.
We also expect to partner with more events in and around Kittitas County next year.
We also partner with other organizations through our exhibits and programming,such as the Roslyn
Museum,the Northern Kittitas County Historical Society (Carpenter House Museum and Cle Elum
Telephone Museum),Thorp Mill,the Cascade Association of Museums and History,and other local
and regional events.Our annual Lecture Series is made possible through collaboration with the
Humanities Washington Speakers Bureau and potential partnerships with a number of local and
regional groups,such as Central Washington University,the Mountains to Sound Greenway,and
more.
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.
The Kittitas County Historical Museum has plans to make this program self-sustaining.Due to the
current success of the advertising,the Museum's Board of Directors has become educated about the
rate of return of the advertising investment.The current budget line has increased from previous
years to be a consistent amount of $2,500.
While the museum has a membership program in which the fees go towards funding of events,
activities,and programs,we will be rolling out a corporate and business sponsorship plan in 2016.In
Page |15
the previous year,we were able to retain some business partnerships that wish to remain anonymous.
We also have received an increased rate of donations to the museum as a result of increased visitation
to the museum,which we attribute to the current advertising campaign.
We plan to build on our membership and corporate partnerships and sponsorships to offer more
events,activities and programs,which would benefit both the museum and local businesses,
institutions and organizations.We anticipate growing our sponsorships for regular museum events
with a variety of local companies.Additional partnerships and event sponsors are currently being
discussed for the 2017 year.
At present,there are some plans to eventually develop the tour program into some free tour
opportunities while some would be at a cost.This would be explored in the second year of the
downtown walking tours provided there is sufficient interest by private parties and special events.
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.
The Kittitas County Historical Museum is a private,nonprofit charitable organization.With only two
paid staff and 25 volunteers,we plan to continue building awareness of the museum,which will
reflectively increase our further sustainability.
In 2013,we embarked on a new advertising campaign after having been denied funding the previous
year.Through the new program we saw a positive response from visitors.Overall,we saw a
consistent 25-28%increase in attendance yearly,especially in our targeted market.Our museum
attendance nearly doubled from 4,975 in 2013 to 8,697 in 2015.Our Museum Monthly Attendance
numbers have shown an 8-year high in our visitor attendance,and as of August 31,2016 we have had
4,898.We are on track to meet our expected goal of over 10,000 visitors for 2016.We anticipate with
our new offerings and new targeted market,that we will exceed 12,000 in-person visitors for 2017,as
well as reach thousands more through our digital offerings.
We have also had yearly increases in donations to the museum and gift shop sales.Our donations
already exceeded the anticipated income by 101%which will be greater at year's end.Comparing the
amount to previous years,we have already exceeded the amount donated in 2014,and are nearing
75%of last year's total donation.By the end of 2016,we should again see a record amount of
donations to the Museum.Our gift shop sales have slightly declined for 2016 (only 78%of the
anticipated 2016 has come in),but we expect that with the coming months and activities,we should
be at or above our projected income.Continued visitation to the museum will reflect in increased
purchases,which the museum expects to develop its marketing and sales to accommodate the
increased interest in the Museum.This may include redesigning the Museum's gift shop (and
increase items for sale)as a result.
In addition,as a result of increased visitation,the museum has experimented with its hours to meet
the needs of the community.For example,the Museum was open for 3 Sundays this year to coincide
with major events (Spirit of the West,Jazz in the Valley,and the Kittitas County Fair/Ellensburg
Rodeo).These openings have resulted in increased visitation to the museum as a whole,with an
Page |16
audience that often has never had the opportunity to visit previously due to timing.On Sunday,
September 4,2016,we had a total of 30 visitors.Of these,27 were new to the Museum (not having
visited before),and 3 had only been visited once before.Most thanked us for providing a different
time to visit.We are also allowing for later closures depending on visitation to the Museum (not fully
closing until 4:30 or 5:00pm).We also provide an evening venue for events and meetings.Further
hour changes are being discussed for 2017 to coincide with more events,including Girls Night Out,
Buskers in the Burg,and more,in addition to taking a more visible presence in the community by
hosting booths at events throughout the County.
By continuing to build on a successful model,we plan to attract a new audience that has had an
increased interest in the Kittitas County Historical Museum,Ellensburg,and Kittitas County.
Through the months of June to August 2016,we have had a noticeable increase in visitors from the
Seattle-Tacoma area and the Portland area.Whether it was indicated in print or verbally,we found
that most of these visitors were day-trippers (~75%)with another destination,such as Spokane or
British Columbia.Others (~25%)were staying overnight in Ellensburg while attending an event or
activity and visiting the downtown.By advertising to these markets,we are targeting a demographic
already predisposed to visit the museum.These individuals are already interested in history and are
more apt to visit the museum and local attractions.By producing the advertising,we will be able to
add more information and an overall access and view of the museum to the advertising which may
attract more visitors.
With a program building on the success of television advertising and social media marketing,we can
increase visits to the museum,Ellensburg,and Kittitas County.By the increased attendance and gift
shop sales,along with possible museum memberships,this will provide further sustainability and
allow for the museum to host a wider array of events,public programming,classes and educational
opportunities,exhibits,and more,as well as draw many folks in from throughout the Pacific
Northwest.At present,we have had success in drawing visitors to our events from the Tri-Cities,
Renton,Spokane,northeastern Oregon (Umatilla area),and Wenatchee.
Additionally,we have seen visitor interest in a walking tour.Throughout the summer months,we had
an increase in questions for maps of a self-guided walking tour and for guided walking tours at the
rate of approximately 7-15 per week.We provided approximately 50 copies of information about
buildings throughout downtown Ellensburg and Cle Elum among answering other Kittitas County
related questions and providing brochures and flyers.During our slower times,we have responded to
3-5 requests per week for self-guided walking tour information,building information,or questions
about guided tours.It is known that walking tours (guided and self-guided)are very popular in
neighboring counties and communities,such as Seattle,Bellingham,Spokane,and Walla Walla,and
this will add another draw for visitors into the local area.
We additionally had visitors and parents request scavenger hunts as ways to engage with history in a
different context.We have had an extremely successful scavenger hunt program in the museum as
both a visitor activity and for educational guests (such as local K-12 students).Due to this interest,
we would like to expand into the downtown Ellensburg scavenger hunt.
Our confirmed hotel stays have been the result of events hosted by the museum (lecture series),along
with researchers and groups that use the museum.These numbers have been confirmed via email and
through hotel rooms reserved for the lecture series by the museum.We have confirmed upcoming
stays by three researchers (2 hotel stays),four lecturers (4 hotel stays),and two individuals (3 nights
per each =6 stays).It is our expectation with being an added benefit,that while it may not create the
Page |17
initial hotel room reservation,it may add one or two nights stay on an existing one.
1 Al i CATFRORIESOF MUSEUMIIRF |
2015 2016
January 280 292
February 1124 823
March 416 471
AprH 919 490
May 849 726
1 June 635 574
9 July 690 771
10 August 607 751
11 September 847
12 October 1 160
13 November 491 |
14 December 3fl9
5_Totals I se*7f 48051 __I Fig.1 Snapshot of Museum Monthly Attendance Count
%2016
2016 Thru Thru 5 %budget
1 Budget 9/15/16 9/16/16 Change Change spent
2 Ordinary Income/Expense
3 Income
5 50102 Gift Shop Income S 1.500 1,165 1.706 41 -32%78%
/50105 Donation bo× 5 3.000 3.036 2.991 44 2%101%
11 50113 Contributions &5 Donations 5 760 910 901 9 1%.121%
Fig.2 Snapshot of Museum Actual v.Budgetfor 2016
Page !18
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
budqet which specifically pertains to the project/event for which ypu are
requestinq fundinq and adheres to the basic budgetformat shown below.
The budget must include anticipated revenues,expenditures,and any potential profit or
loss.For projectslevents 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.
For any claimed in-kind contributions valued at $500 or more and related to
marketinq/advertising,you must submit verifving 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)
2016 Proposed Budget:
Page 19
9 Ha our event received Lodging Tax funds in previous years?
Yes No
If yes,please list each year and the amount received for that year.
•2006 -$2,000.00
•2007 -$2,575.00
2008 -$2,400.00
•2009 -$2,000.00
•2010 -$2,500.00
•2011 -$2,500.00
•2012 -No funding awarded
•2013 -$12,881.00
•2014 -$9,430.00
•2015 -$8,500.00
•2016 -$8,000.00
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 5595 (2016 is not
attend this year?yet complete)10625
B.How many days did/will your event occur?365 365
C.How many room nights were and lor will be
booked as a result of your projectlevent?
(You must provide a veriflable source of information as
evidence for your response to item C.Failure to do so
will disquahfy your application.)21 9
10.Application Certification:
The applicant here certifies and affirms:l.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 1and 2 and understands and will
comply with all provi pns the eof.
Certified by:(signature)
(print name)
Title:
Date:
Page |20
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
15
Length of Impact Date specific =5
Seasonal =10 Question 3
Year Round =15
15
Attracts Tourists yes =up to 15
from at least 50 miles No =0 Question 3
away
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
10
Sustainable Future yes =10
Funding Identified No =0 Question 6
20
0 =0
Attributable 1-30 =5
Lodging Stays 31-100 =10 Question 9
101-250 =15
More than 250 =20
Total Points:/100
County-wide Lodging Tax Application P a ge |13
Applicant Checklist
For applicant use prior to submission
\/My application title page states:Request for Proposals,2017 Lodging Tax Fund.
vi My application is for a new project/event and/or for an ongoing project/event as
defined on page 2 of the application packet.
'
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 5th Avenue,Suite 108
EIIensburg,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 P a ge |14
Project Proposal:
Marketing:
Comcast -Seattle Market $5,000.00
TV production $1,000.00
Online Advertising $6,000.00
Ad Production Fee $1,350.00
Website Component $990.00
Total $14,340.00
Walk-AboutGuide Redesign:
Design Fee:$200.00
Printing Fee:1500 Pieces
§Gloss
§14.25 x 8.75
§Accordion Fold
§2 sided Full Color $740.00
Total $940.00
Flyer for Scavenger Hunt:
Design Fee $150.00
Printing Fee:1500 Pieces
§Heavier stock 80#Cougar Cover
§8½xll
§2 Sided Full Color $787.00
Total $937.00
Rack Card for Tours:
Design Fee $150.00
Printing Fee:1500 Pieces
§100#Gloss Cover
§3½x81/2or4x9
§2 Sided Full Color $320.00
Total $470.00
Total Requested $16,687.00
2017ProposedKCHSBudgetwithBudgetv.Actualfor2016Proposed201720162015ThruBudgetBudgetThru9/15/2016Budget12/31/2015CommentsOrdinaryIncome/Expenseincome50100Fundraiser$2,000$3,000$2,075.95$4,000$2,769.5250102GiftShopIncome$1,500$1,500$1,164.64$1,000$2,340.33Books,postcards,&toys50103FoundationIncome$-$-$-$-$-50104Memorials-other$250$250$380.00$250$160.005010bDonationboxs3.bUU$3.000$3,035.235A,000$4.190.0350106MembershipDues$5.500$5.500$3,423.44$4,500$6.026.0750109InterestIncome-unrestricted$200$50$117.82$150$90.5150110InterestIncome-restricted$750$750$603.80$500$903.48FarrellInterest50113Contributions&$Donations$750$750$909.58$750$1,459.71unpredictable50114·Other$350$350$332.58$350$406.3450115CountyHotel/Motel-FundingReimbursement$-$-$8,500.00$-$-unknownifwillget$50118AmerititleContractIncome$9,720$9,720$8,100.00$21,660$96,869.37Bowers(810/mo:$9,720)50122Programs&EventsSponsorship$-$-$-$-$-50123Programs&EventsIncome$-$-$80.00$-$-50124GrantsIncome$-$-$1,700.00$-$1,450.00unknownifwillget$801021141/2rentalincome542,000$40,200$28,560.55$40,200$41,354.46Rentadjustments80113UniversityWayRentalIncome$6,000$6,000$4,500.00$6,000$6,000.0080114PropertyIncome-402SMainS33,300$33,500$24,475.00$32,100$29,425.00$2775permonth80115PropertyTaxReimbursementS4,500$4,200$4,506.81$4,000$4,284.7680119·InsuranceReimburs.-402SM$1,400$1,400$1,462.00$1.150$1,446.00TotalIncome$111,720$110,170$93,927.40$118,610$199,175.58Expensesocialsecurity,medicare,6560PayrollExpenses$12,200$12,200$4,128.89$5,670$19,653.66unemployment,vacation/sickleave70003Utilities-Museum$10,000$10,000$6,726.74$10,000$8,344.2670004·Insurance-Directors&Officers$950$950$715.50$950$935.00forBOD,staff(E&O)70006Insurance-Museum$7,000$7,000$3,677.50$6,750$6,937.0070007Insurance-EmployeeHealth$10,000$10,000$5,756.54$10,000$10,198.3770101·RETaxes-114E3rd$3,200$3,200$1,598.54$2,700$3,032.66L&l,DeptofRevenue,employment70102·Taxes-Payroll$3,200$3,200$2,514.49$2,250$3,732.80securitydeptPage1of3
2017ProposedKCHSBudgetwithBudgetv.Actualfor201670202JanitorialService$2,500$3,000$1,897.50$3,000$2,885.5070204Accounting$3,000$3,000$2,035.00$3,000$2.115.00Uverbudgetamounts:expenditureofanyLodgingTaxGrantMoney;70205Advertising$2,500$2,500$10,728.08$5,000$15,727.29uncertainifwewillreceive2017$70206·BankChargesS300$200$100.00S200S322.38Includescheckprintingcharges70207TravelandSeminarFee$1,000$1,000$1,000.00$500$500,0070302Legal$500$500$8.00$500$69.0070303DuesandMembership$500$500$460.00$500$700.00$750$750$-$750$257.04Movedinto70305Increasedforexpectationofputting70305CapitalImprov./Remodel$2,000$1,000$11,049.25$1,000$17,121.70cabinetsonwheelsSpecifictoOffsiterepairsincluding70308Repairs-UniversityWay$250$250$-$250$-rental70402·Telephone-StorageEUniv$400$400$380.22$350$470.2870403-Telephone-Museum$1,250$1,250$953.22$1,250$1,209.2870407-Security-StorageEUniveristy$375$375$310.00$375$372.0070408·Security-Museum$675$560$606.00$560$608.0070409ReferenceBooks$100$100$84.55$100$69.2970410Postage$500$500$292.87$500$447.7170411LicensesandFees$100$100$40.00$100$90.00$34320forDirector($16.50/hr)70412Salary$56,000$56,000$39,876.00$56,000$58,392.00$21840forAssistant($10.50/hr)70415Supplies-MuseumFacilities$1,250$1,250$893.06$1,000$1,215.2070416Supplies-Office$1,750$1,750$860.44$1,750$1,776.6770419WaterService$300$300$269.44$300$360.5770501Miscellaneous$500$500$275.00$350$1,057.6570503InternetService$900$600$590.58$600$500.70ImageofAmericabooksand70504·GiftShopPurchases$750$750$693.99$750$1,538.07postcards70601·Exhibit/DisplayExpense$500$500$202.77$500$1,167.6470602Coll'n,Conserv'n&IPM$1,750$1,750$447.67$1,750$4,361.69QuickbooksRenewal,Tech70603Equipment&Software$1,500$1,500$9,462.05$1,500$775.21Support&MaintenanceofServer70701FundraisingExpense$750$1,500$338.54$1,500$1,057.54Expectedprogram(s):Spiritofthe70801·Program/EventsExpense$2,000$2,000$863.42$2,000$3,638.85\/Vest,HI/VLectures70901·EducationExpense$150$150$-$150$-Swagitemsforschoolchildren80103Utilities-Rental1141/2$75$75$9.30$75$83.7380105GarbagePickUp-Rental$1,500$1,500$1,048.97$1,500$1,625.7980106JanitorialService-Rental114$250$250$120.00$250$360.00Page2of3
2017ProposedKCHSBudgetwithBudgetv.Actualfor201680109Repairs-Rental1141/2$1,500$1,500$1,875.33$1,500$12,068.2180110Legal-Rental$100$100$-$100$-80112Miscellaneous-Rental$75$75$-$75$6.3880117RETaxes-402SMain$4,500$4,400$2,253.41$4.000$4,284.7680118RETaxes-UniversityWay$200$170$168.94$150$160.99TotalExpense$139,550$139,155$115,311.80$132,055S190,229.87NetIncome$(27,830)$(28,985)$(21,384.40)$(13,445)$8,945.71Page3of3
2015 End of Year Report
%2015
2015 Thru Thru $%budget
Budget 12/31/15 12/31/14 Change Change spent
Ordinary Income/Expense
Income
50101 ·Fundraiser $4,000 2,770 7,129 -4,360 -61%69%50102 ·Gift Shop Income $1,000 2,340 1,671 670 40%234%50103 ·Foundation Income $-0 6,022 -6,022 -100%50104 Memorials-Other $250 160 2,625 -2,465 -94%64%50105 Donation box $2,000 4,190 2,919 1,271 44%210%50106 Membership Dues $4,500 6,026 6,100 -74 -1%134%50109 Interest Income-unrestricted $150 91 172 -82 -48%60%50110 ·Interest Income-restricted $500 903 903 1 0%181%50113 Contributions &$Donations $750 1,460 2,068 -608 -29%195%50114 Other $200 406 574 -168 -29%203%50115 County Hotel/Motel -Funding $-0 10,354 -10,354 -100%50118 Amerititle Contract Income $21,660 96,869 74,412 22,457 30%447%50124 Grants Income $-1,450 865 585 68%80102 114 1/2 rental income $40,200 41,354 36,558 4,797 13%103%80113 University Way Rental Income $6,000 6,000 6,000 0 0%100%80114 Property Income-402 S Main $32,100 29,425 34,325 -4,900 -14%92%80115 ·Property Tax Reimbursement $4,000 4,285 4,079 205 5%107%80114 Insurance Reimb.-402 S Main $1,150 1,446 1,167 279 24%126%
i otal Income $118,610 199,176 197,943 1,232 1%168%Expense
6560 Payroll Expenses $5,670 19,654 10,515 9,138 87%347%70003 ·Utilities-Museum $10,000 8,344 8,826 -482 -6%83%70004 ·Insurance -Directors &Officer $950 935 911 24 3%98%70006 ·Insurance-Museum $6,750 6,937 6,942 -5 -0%103%70007 Insurance-Employee Health $10,000 10,198 9,260 938 10%102%
70101 ·RE Taxes-114 E 3rd $2,700 3,033 2,888 145 5%112%70102 Taxes-Payroll $2,250 3,733 1,711 2,022 118%166%70202 ·Janitorial Service $3,000 2,886 2,697 189 7%96%70204 Accounting $3,000 2,115 2,735 -620 -23%71%70205 Advertising $5,000 15,727 13,354 2,373 18%315%70206 Bank Charges $200 322 263 59 22%161%70207 Travel and Seminar Fee $500 500 1,500 -1,000 -67%100%70302 Legal $500 69 69 0 0%14%70303 Dues and Membership $500 700 465 235 51%140%70304 Repairs-Museum $750 257 8,888 -8,631 -97%34%70305 Capital Improv./Remodel $1,000 17,122 12,744 4,378 34%1712%70402 Telephone-Storage E Univ $350 470 400 70 18%134%70403 Telephone-Museum $1,250 1,209 1,028 181 18%97%70407 Security-Storage E University $375 372 372 0 0%99%70408 Security-Museum $560 608 552 56 10%109%70409 Reference Books $100 69 50 19 39%69%70410 Postage $500 448 624 -177 -28%90%70411 Licenses and Fees $100 90 90 0 0%90%70412 Salary $56,000 58,392 54,874 3,518 6%104%70415 Supplies-Museum Facilities $1,000 1,215 1,473 -257 -18%122%70416 Supplies-Office $1,750 1,777 1,165 612 53%102%70419 Water Service $300 361 383 -23 -6%120%70501 Miscellaneous $350 1,058 1,129 -72 -6%302%70503 ·Internet Service $600 501 820 -320 -39%83%70504 Gift Shop Purchases $300 1,538 1,489 49 3%513%
2015 End of Year Report
70601 ·Exhibit/Display Expense $500 1,168 6,271 -5,103 -81%234%
70602 Coll'n,Conserv'n &IPM $1,750 4,362 4,836 -474 -10%249%
70603 ·Equipment &Software,Museum $1,500 775 1,650 -875 -53%52%
70701 Fundraising Expense $1,500 1,058 3,091 -2,034 -66%71%
70801 ·Program/Events Expense $2,000 3,639 2,760 879 32%182%
80103 Utilities-Rental 114 1/2 $75 84 72 12 17%112%
80105 Garbage Pick Up-Rental 114 1/2 $1,500 1,626 1,431 195 1,360%108%
80106 Janitorial Service-Rental 114 1/2 $250 360 688 -328 -48%144%
80109 Repairs-Rental 114 1/2 $1,500 12,068 13,141 -1,073 -8%805%
80112 Miscellaneous-Rental $75 6 30 -23 -79%9%
80117 RE Taxes-402 S Main $4,000 4,285 4,079 205 5%107%
80118 RE Taxes-University Way $150 161 154 7 5%107%
\otal i-xpense $132,055 190,230 186,419 3,811 2%144%
Net Income
-13,445 8,946 11,524 -2,578 -22%-6)%
2014 End of Year Budget v.Actual
%2014
2014 Thru Thru $%budget
Budget 12/31/14 12/31/13 Change Change spent
Ordinary Income/Expense
Income
50101 Fundraiser $4,000 7,129 4,695 2,434 52%178%
50102 Gift Shop Income $300 1,671 1,054 617 59%557%
50103 Foundation Income $-6,022 0 6,022 100%
50104 Memorials-Other $250 2,625 580 2,045 353%1050%
50105 ·Donation box $2,000 2,919 3,297 -378 -12%146%
50106 ·Membership Dues $4,500 6,100 6,510 -410 -6%136%
50109 Interest Income-unrestricted $300 172 204 -31 -15%57%
50110 Interest Income-restricted $150 903 272 631 232%602%
50113 Contributions &$Donations $750 2,068 1,944 123 6%276%
50114 Other $200 574 747 -173 -23%287%
50115 County Hotel/Motel -Funding $-10,354 11,957 -1,603 -13%
50118 Amerititle Contract Income $24,924 74,412 31,085 43,328 139%299%
50124 Grants Income $-865 2,715 -1,850 -68%
80102 114 1/2 rental income $38,400 36,558 37,789 -1,231 -3%95%
80113 ·University Way Rental Income $6,000 6,000 6,000 0 0%100%
80114 ·Property Income-402 S Main $31,020 34,325 31,020 3,305 11%111%
80115 Property Tax Reimbursement $3,700 4,079 3,950 129 3%110%
80114 Insurance Reimb.-402 S Main $1,100 1,167 1,167 0 0%106%
iolal Income Š 117,694 197,943 144,985 52,958 37%168°A
Expense
6560 ·Payroll Expenses $5,670 10,515 6,470 4,045 63%185%
70003 Utilities-Museum $10,000 8,826 9,391 -565 -6%88%70004 Insurance -Directors &Officer $1,600 911 911 0 0%57%
70006 Insurance-Museum $6,500 6,942 6,546 396 6%107%70007 Insurance-Employee Health $10,000 9,260 7,959 1,301 16%93%
70101 RE Taxes-114 E 3rd $2,700 2,888 2,796 91 3%107%70102 Taxes-Payroll $2,250 1,711 1,566 145 9%76%70202 Janitorial Service $3,000 2,697 1,774 922 52%90%70204 Accounting $3,000 2,735 2,295 440 19%91%
70205 ·Advertising $2,000 13,354 12,911 443 3%668%70206 Bank Charges $200 263 90 173 193%132%70207 Travel and Seminar Fee $1,500 1,500 90 1,410 1,567%100%70302 Legal $500 69 311 -242 -78%14%70303 Dues and Membership $500 465 690 -225 -33%93%70304 Repairs-Museum $750 8,888 2,450 6,438 263%1185%70305 Capital Improv./Remodel $1,000 12,744 20,953 -8,209 -39%1274%70402 Telephone-Storage E Univ $350 400 453 -54 -12%114%70403 ·Telephone-Museum $1,250 1,028 1,239 -211 -17%82%70407 Security-Storage E University $375 372 372 0 0%99%70408 Security-Museum $560 552 644 -92 -14%99%70409 Reference Books $100 50 25 25 100%50%70410 Postage $500 624 414 210 51%125%
70411 Licenses and Fees $100 90 90 0 0%90%70412 Salary $54,000 54,874 50,667 4,207 8%102%70415 Supplies-Museum-Facilities $1,000 1,387 1,521 -134 -9%139%70416 Supplies-Office $1,750 1,095 1,804 -709 -39%63%70419 Water Service $300 383 298 85 29%128%
70501 ·Miscellaneous $350 1,129 437 692 158%323%70503 Internet Service $600 820 664 156 24%137%70504 Gift Shop Purchases $300 1,489 688 801 117%496%
1 of 2
2014 End of Year Budget v.Actual
70601 -Exhibit/Display Expense $500 6,188 575 5,612 976%1238%
70602 -Coll'n,Conserv'n &IPM $1,750 4,836 1,271 3,565 281%276%
70603 -Equipment &Software,Museum $1,500 1,650 2,178 -528 -24%110%
70701 -Fundraising Expense $1,500 3,091 1,274 1,817 143%206%
70801 Program/Events Expense $2,000 2,738 3,034 -297 -10%137%
80103 ·Utilities-Rental 114 1/2 $75 72 26 46 177%95%
80105 Garbage Pick Up-Rental 114 1/2 $1,500 1,431 1,436 -6 -0%95%
80106 Janitorial Service-Rental 114 1/2 $250 688 517 170 33%275%
80109 ·Repairs-Rental 114 1/2 $1,500 13,141 18,498 -5,357 -29%876%
80110 -Legal-Rental $100 0 413 -413 -100%0%
80112 -Miscellaneous-Rental $75 30 11 19 174%40%
80117 ·RE Taxes-402 S Main $3,800 4,079 3,950 129 3%107%
80118 -RE Taxes-University Way $150 154 149 5 3%102%
i otal 1-xpense $127,405 186,158 169,852 16,306 10%146%
Net income
-9,811 11,785 -24,867 36,652 147%-120%
2 of 2
2013 Year End Treasurer's Report
%2013
2013 Thru Thru $%budget
Budget 12/31/13 12/31/12 Change Change spent
Ordinary Income/Expense
Income
50101 Fundraiser $5,000 4,695 6,375 -1,680 -26%94%
50102 Gift Shop Income $100 1,054 494 559 113%1054%
50104 Memorials-Other $250 580 0 580 100%232%
50105 Donation box $2,000 3,297 2,355 942 40%165%
50106 Membership Dues $4,500 6,510 6,315 195 3%145%
50109 ·Interest Income-unrestricted $500 204 507 -303 -60%41%
50110 Interest Income-restricted $150 272 192 80 42%181%
50113 Contributions &$Donations $500 1,944 482 1,462 303%389%
50114 Other $200 747 3,506 -2,759 -79%374%50115 County Hotel/Motel -Funding $-11,957 2,500 9,457 378%50118 Amerititle Contract Income $23,910 31,085 23,910 7,175 30%130%50124 Grants Income $-2,715 5,000 -2,285 -46%
80102 114 1/2 rental income $31,200 37,789 35,912 1,876 5%121%80113 University Way Rental Income $6,000 6,000 6,000 0 0%100%80114 Property Income-402 S Main $31,020 31,020 31,020 0 0%100%80115 Property Tax Reimbursement $3,700 3,950 3,728 222 6%107%80114 Insurance Reimb.-402 S Main $1,100 1,167 1,076 91 9%106%lotal Income Š 110,130 144,985 129,374 15,612 12%132%Expense
6560 Payroll Expenses $5,670 6,470 4,205 2,266 54%114%70003 ·Utilities-Museum $12,000 9,391 8,415 975 12%78%70004 ·Insurance -Directors &Officer $1,600 911 0 911 100%57%70006 Insurance-Museum $6,500 6,546 6,303 243 4%101%70007 Insurance-Employee Health $10,000 7,959 8,599 -640 -7%80%
70101 RE Taxes-114 E 3rd $2,700 2,796 2,640 157 6%104%70102 Taxes-Payroll $2,250 1,566 1,630 -64 -4%70%70202 ·Janitorial Service $1,800 1,774 1,610 165 10%99%70204 Accounting $3,000 2,295 2,410 -115 -5%77%70205 Advertising $2,000 12,911 1,896 11,016 581%646%70206 Bank Charges $200 90 244 -154 -63%45%70207 Travel and Seminar Fee $400 90 1,000 -910 -91%23%70302 Legal $500 311 1,791 -1,480 -83%62%70303 Dues and Membership $500 690 371 319 86%138%70304 Repairs-Museum $750 2,450 6,305 -3,855 -61%327%70305 Capital Improv./Remodel $1,000 20,953 33,028 -12,075 -37%2095%70402 ·Telephone-Storage E Univ $350 453 405 48 12%130%70403 Telephone-Museum $1,250 1,239 1,094 146 13%99%70407 Security-Storage E University $375 372 339 33 10%99%70408 Security-Museum $560 644 504 140 28%115%70409 Reference Books $100 25 75 -50 -67%25%70410 ·Postage $500 414 492 -78 -16%83%
70411 Licenses and Fees $100 90 90 0 0%90%70412 Salary $52,000 50,667 51,818 -1,151 -2%97%70415 Supplies-Museum Facilities $1,000 1,521 5,144 -3,623 -70%152%70416 Supplies-Office $1,500 1,804 1,019 784 77%120%70419 Water Service $300 298 398 -100 -25%99%
70421 Copy Machine $-0 498 -498 -100%
70501 Miscellaneous $350 437 296 141 48%125%70503 Internet Service $1,000 664 1,023 -359 -39%66%70504 Gift Shop Purchases $150 688 132 556 422%459%
2013 Year End Treasurer's Report
70601 ·Exhibit/Display Expense $500 575 639 -64 -10%115%
70602 -Coll'n,Conserv'n &IPM $1,750 1,271 1,487 -216 -15%73%
70603 ·Equipment &Software,Museum $1,500 2,146 484 1,662 343%143%
70701 -Fundraising Expense $1,500 1,274 1,716 -442 -26%85%
70801 ·Program/Events Expense $1,000 3,034 636 2,398 377%303%
80103 Utilities-Rental 114 1/2 $75 26 50 -24 -48%34%
80105 Garbage Pick Up-Rental 114 1/2 $1,500 1,436 1,441 -5 -0%96%
80106 Janitorial Service-Rental 114 1/2 $250 517 335 182 54%207%
80109 ·Repairs-Rental 114 1/2 $1,500 18,498 3,105 15,393 496%1233%
80110 Legal-Rental $100 413 45 368 818%413%
80112 Miscellaneous-Rental $75 11 9 2 16%14%
80117 RE Ta×es-402 S Main $3,800 3,950 3,728 222 6%104%
80118 ·RE Taxes-University Way $150 149 141 8 6%99%
I otal Expense $124,355 169,820 157,589 12,231 8%iiA%
Net Income
-14,225 -24,835 -28,215 3,381 12%D%
Internal Revenue Service Department of the Treasury
Director,Exempt Organizations P.O.Box 2508
Cincinnati,Ohio 45201Date:October 18,2001
Person to Contact-ID#:31-07326
Agent William C JarviKITTITASCOUNTYHISTORICALSOCIETYINCContactTelephoneNumbers:
GJR &W 877-829-5500 Phone
PO BOX 460 513-263-3756 FAX
ELLENSBURG WA 98926-0460 Federal Identification Number:
91-6037783
Dear Sir or Madam:
This is in reference to your letter of May 11,2001,requesting arulingregardingyourqualificationforstatusasanexemptoperatingfoundationasdefinedinsection4940(d)(2)of the Internal Revenue Code.
Our records indicate you were recognized.as exempt from federalincometaxundersection501(c)(3)of the Code effective September of 1974.
It was determined the organization was not a private foundation within themeaningofSection509(a)of the Code because it is an organization
described in Section 170(b)(1)(A)(vi)and 509(a).You have also beendeterminedtobeaprivateoperatingfoundationwithinthemeaningofsection4942(j)(3)of the Code as of January 1,1996.
The information submitted indicates your governing body is broadlyrepresentativeofthegeneralpublicasevidencedbythelargenumberofarearesidentsofvariousoccupationsmakinguptheBoard.No BoardMembersaredisqualifiedpersons.
Section 4940(a)of the code provides for the imposition on eachexemptprivatefoundationofanexcisetaxequalto2percentofthe netinvestmentincomeofsuchfoundationforthetaxableyear.
Section 4940(d)(1)of the code provides no tax shall be imposed undersection4940onanyprivatefoundationwhichisanexemptoperatingfoundationforthetaxableyear.
Section 4940(d)of the Code was enacted pursuant to the Tax ReformActof1984,1984-3 C.B.(Vol.1)1 (the "Act"}.
Section 4940(d)(2)of the Code provides the term "exempt operatingfoundation"means with respect to any taxable year,any private foundationif-
a.such foundation is an operating foundation (as defined insection4942(j)(3);
b.such foundation has been publicly supported for at least 10taxableyears;
EXHIBIT "B"
Exhibit "B"
Guidelines and Requirements for
Advertising Expenditures of Lodging Tax
Section 1.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 ½inch 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 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 ½inch 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 sized no smaller than ½inch 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 Advertising:
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.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.
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.
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,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.