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HomeMy WebLinkAbout2017-010-Rotary of Upper Kittitas Co-Cruise Cle Elum2017-010 LT 2017 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND ROTARY OF UPPER KITTITAS COUNTY-CRUISE CLE ELUM EVENT This Contract,effective January 1,2017 is made and entered into by and between KITTITAS COUNTY ("County"),a subdivision of the State of Washington,and Rotary of Upper Kittitas County ("Contractor")for Cruise Cle Elum Event. WHEREAS,the purpose of this Agreement is to provide for activities and expenditures designed to increase tourism, NOW THEREFORE,in consideration of the terms and conditions contained herein,or attached and incorporated and made a part hereof,the County and the Contractor mutually agree as follows: Section 1.Scope of Work. a.Contractor shall provide the services and staff described in its Application for Lodging Tax Funds submitted to the Lodging Tax Advisory Committee,attached hereto as Exhibit "A" which is attached hereto and incorporated herein by this reference. b.Except as otherwise specifically provided in this Agreement,Contractor shall furnish the following as required to perform the services,described in Paragraph (a)above,in accordance with this Agreement:Personnel,labor and supervision;technical,professional and other services.All such services,property and other items furnished or required to be furnished,together with all other obligations performed,or required to be performed,by Contractor under this Agreement are collectively referred to herein as "Services." c.Contractor shall commence,perform and complete such Services in accordance with Exhibit "B"which is attached hereto and incorporated herein by this reference. Section 2.Payment. a.As full compensation for satisfactory performance of the Contractor's Services,the County agrees to pay Contractor the sum of two thousand dollars ($2,000.00).($1,500 for marketing the new portion of event.) b.Additional payment terms:The County will make payment to the Contractor only on a reimbursement basis,as receipts/invoices for any items including marketing and/or advertising are submitted to the County,not to exceed the sum of two thousand dollars ($2,000.00).($1,500 for marketing the new portion of event.) c.Services/Expensesthat are reimbursed must be dated during the current year and final date to submit reimbursements requests is January 15,after this date funds lapse. d.Requests for reimbursements must be submitted to: 2017 County Lodging Tax Funding Agreement Page 1 Kittitas County Auditor Attn:Auditor's Accounting 205 West 5th Ave -Suite 105 Ellensburg,WA 98926 auditorsaccounting(Oco.kittitas.wa.us e.Reporting requirements of your events will be required on prescribed forms from the County Auditor. f.Contractor is eligible to claim reimbursement for the following items and amounts only: •$1,500.00 for marketing new portion of event •Advertising g.Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f)and is further expressly denied funding for the following items as requested in the application as defined in Section 1(a):N/A h.Contractors requesting reimbursement for event-specific expenses shall submit all claims as no more than two reimbursement requests with supporting documentation. I.**Contractors must complete the Lodging Tax Reimbursement online training course provided by the County Auditor's office prior to filing reimbursement claim.Requests for reimbursement will not be accepted by the County Auditor prior to the training being completed.The training may be found online at the Kittitas County Auditor's website at the following address:http://www.co.kittitas.wa.us/auditor/default.aspx **new Section 3.Performance by contractor. a.Contractor shall not (by contract,operation of law or otherwise)delegate or subcontract performance of any Services to any other person or entity without the prior written consent of the County.Any such delegation or subcontracting without the County's prior written consent shall be voidable at the County's option. b.Contractor shall at all times be an independent contractor and not an agent or representa- tive of the County with regard to performing the Services.Contractor shall not represent that it is,or hold itself out as,an agent or representative of the County.In no event shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the County.It is understood that the Contractor and the Contractor's staff and employees are not employees of the County and are not,therefore,entitled to any benefits provided employees of the County. c.Contractor shall comply with all applicable laws,ordinances,rules,regulations,orders, licenses,permits,and other requirements,now or hereafter in effect,of any governmental authority (including,but not limited to,such requirements as may be imposed upon the County and applicable to Services).Contractor shall furnish such documents as may be required to effect or evidence such compliance.All laws,ordinances,rules,and orders required to be incorporated into agreements of this character are incorporated into this 2017 County Lodging Tax Funding Agreement Page 2 Agreement by this reference.Contractor agrees to obtain all required licenses and permits, and further agrees to keep them in full force and effect during the term of this Agreement. d.The County and the Contractor agree that in fulfilling the terms and conditions of this Agreement neither shall discriminate on the basis of race,creed,color,national origin,age, sex,marital status,or the presence of a physical,sensory,or mental handicap. e.The Services shall at all times be subject to inspection by and approval of the County,but the County's making (or failure or delay in making)such inspection or approval shall not relieve Contractor of its responsibility to perform the Services in accord with this Agreement,notwithstanding the County's knowledge of defective or non-complying performance,or the substantiality or ease of discovering the same.Contractor shall provide the County with sufficient,safe,and proper facilities and equipment for such inspection and free access to such facilities. f.This contract is subject to review by any Federal or State auditor.Contractor shall promptly furnish the County or its designee,or such Federal or State auditor with such information related to the Services as may be requested by the applicable governmental entity. Contractor shall preserve and maintain all financial records and records relating to performance of Services under this Agreement for six (6)years after contract termination. For such duration after the County makes final payment of compensation due hereunder, Contractor shall provide the County access to (and the County shall have the right to examine,audit and copy,with or without notice)all of Contractor's books,documents, papers and records related to the Services or this Agreement. g.Contractor understands and acknowledges that Contractor is solely responsible for its own reporting and accounting of all state,federal,social security,and local taxes,of every nature, arising from Contractor's performance of this Agreement.All compensation received by the Contractor will be reported to the Internal Revenue Service at the end of the calendar year in accord with the applicable IRS regulations. Section 4.Release,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 2017 County Lodging Tax Funding Agreement Page 3 •Any breach of or default under this Agreement by Contractor. Section 5.Compliance with Public Records Law. a.In compliance with Washington's public records law,the County will retain copies of any documents associated with this Agreement,which may be required by law unless legally exempt from such retention,for any applicable legally required retention period. b.In the event a public records request is made to the County for documents created in relation to this Agreement,should legal uncertainty arise regarding the disclosability of any documents under federal or state public records laws,the County shall provide notice to Contractor pursuant to Washington's public records act,chapter 42.56 RCW,to allow Contractor to seek a court injunction. c.The County specifically shall not be liable to contractor for the County's release under public records laws of any documents not protected by trademark,copyright or other law. Section 6.Industrial Insurance Waiver. With respect to performance of this Agreement and as to any claims against the County,its Additional Insureds,officers,agents and employees,the Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington,the Industrial Insurance Act,for injuries to Contractor's employees and agrees that the obligations to indemnify,defend and hold harmless provided in this Agreement extend to any claim brought by or on behalf of any employee of the Contractor.This waiver is mutually negotiated by the parties to this Agreement. Section 7.Insurance and Endorsements. a.The County may require through a request in writing that the Contractor provide the County with a certificate,binder,or policy of liability insurance,acceptable to the County in an amount specified by the County. b.Such liability insurance shall be such as will protect Contractor,its employees,agents and representatives,from all claims,losses,harm,costs,liabilities,damages and expenses arising out of personal injury (including death)or property damage that may result from performance of the Services or this Agreement,whether such performance is by Contractor or any of its employees,agents or representatives. c.Should the County require such liability insurance,the Contractor agrees to provide proof of insurance prior to commencing performance of this Agreement. d.Copies of the County's written request and the insurance documents provided by contractor shall be attached to this Agreement and by this reference will be made part hereof. e.Where insurance is requested by the County,all liability insurance policies shall be endorsed to include the County as an Additional Insured and shall stipulate that the insurance 2017 County Lodging Tax Funding Agreement Page 4 afforded by the policies shall be primary insurance,and that any insurance,self-insured retention,deductibles,or risk retention trusts maintained or participated in by the Parties shall be excess and not contributory to any other insurance maintained by the County. Contractor shall furnish the County a certificate of insurance with Endorsement as evidence that the required policies are in full force and effect. Section 8.Termination. The County may,by written notice thereof to Contractor,terminate this Agreement as to all or any portion of the Services not yet performed,whether or not Contractor is in breach or default.Upon receiving such notice of termination,Contractor shall,except as otherwise directed by the County, immediately stop performing the Services to the extent specified in the notice.In the event the County terminates the Contractor's Services,the Contractor is obligated and hereby agrees to refund to the County all monies paid for Services not yet rendered by the Contractor,if any,as of the date of the notice of termination. Section 9.Miscellaneous. a.Contractor shall not (by contract,operation of law or otherwise)assign this Agreement or any right or interest in this Agreement without the County's prior written consent. b.This Agreement embodies the entire Agreement between the County and Contractor,and supersedes any and all prior oral or written communications,proposals,conditions,promises, representations,or understandings regarding the Services.No change,amendment or modification of any provision of this Agreement shall be valid unless set forth in a written amendment to the Agreement signed by both parties. c.Notice for any purpose under this Agreement,except service of process,shall be given by the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor,205 W. 5th Ave.Ste.108,Ellensburg,WA 98926.For all purposes under this Agreement,any notice by the County to the Contractor shall be given to the contractor's address provided on the signature page.Notice may be given by delivery or by depositing in the U.S.Mail,first class, postage prepaid,certified mail,return receipt requested. d.The section and paragraph headings of this Agreement are for reference convenience only and are not intended to restrict,affect or be of any weight in interpreting or construing the provisions of such sections or paragraphs. e.This Agreement may be executed in one or more counterparts and by facsimile,each of which will be deemed an original,but all of which together will constitute one and the same instrument. f.Contractor warrants to the County that the individual signing on Contractor's behalf has the requisite power and authority to enter into and to perform Contractor's obligations under this Agreement.Contractor further warrants to the County that Contractor has made no misrepresentation or misleading statement in connection with this Agreement,and is not in violation of any applicable law,ordinance,or regulation the consequence of which will or may materially affect contractor's ability to perform its obligations under this Agreement. 2017 County Lodging Tax Funding Agreement Page 5 g.If any term or condition of this Agreement or the application thereof to any person(s)or circumstances is held invalid,such invalidity shall not affect the other terms,conditions or applications which can be given effect without the invalid term,condition or application.To this end,the terms and conditions of this Agreement are declared severable. h.The exclusive venue for any action brought to enforce this Agreement or any of its terms shall be in Kittitas County,State of Washington. KITTITAS COUNTY BOAR NTY COMMISSIONERS CONTRACTOR [Telephone] ,Clerk of the Board APPROVED AS TO FORM: Deputy Prosecuting Attorney 2017 County Lodging Tax Funding Agreement Page 6 EXHIBIT "A" OCT -3 2016 Submission Checklist j q ;q|¿g For office use only Please mark "yes"or "no"to each criteria below: 4 Applicant filled out the proper application version for this grant cycle. 9 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 Dan..or+€nr Drnrane,Iesat..yan..aa,iva a i vyvacila 2017 Lodging Tax Fund ilhmittinn naarilina·Frirlav Rantomber RO 7016 Kittitas County Commissioners 205 W 5th Avenue,Suite 108,EIIensburg,WA 98926 509-962-7508 l ......-.-....I Luu Loogmg l ax tunas -tenerm informauon Various municipalities within Kittitas County impose a lodging tax assessed on the sale orchargemadeforfurnishingsoflodgingaccordingtoRCW67.28.180 and RCW 67.28.181.InaccordancewiththetaxandWashingtonStateLaw,Lodging Tax Advisory Committees may alsobeestablishedbyvariousjurisdictions.The committees'purpose is to advise and recommendtothelegislativeauthorityofthecityorcountyhowexcisetaxesonlodgingshouldbeallocatedtosupporttourismwhichinturngeneratesrevenue. Uses According to Law: According to State Statute and the interlocal agreement between the Kittitas County and theCitiesofCleElum,Ellensburg,and Roslyn,funds awarded under this process may be used forthefollowing: 1.Tourism marketing; 2.The marketing and operations of special events and festivals designed to attracttourists; 3.Supporting the operations of tourism-related facilities owned or operated bynonprofitorganizationsdescribedunder26U.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 shouîd be considered in any application requestingfundinginclude: (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 toincreasetourism,including but not limited to advertising,publicizing,or tourists;developing strategies to expand tourism;operating tourism promotionagencies;and funding marketing or the operation of special events and festivalsdesignatedtoattracttourists. (3)Tourism-related facility means real or tangible personal property with a usablelifeofthreeormoreyears,or constructed with volunteer labor that is:(a)(i)Owned by a public entity;(ii)owned by a nonprofit organization described undersection501(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 thefederalinternalrevenuecodeof1986,as amended,a business organi2ation,destilidüUil illdiktËÌfig UfgdlIÏLdúUll,flidifl SËfeëË UigdflILdüUil,IUÔ¾Ìfigassociation,or chamber of commerce and (b)used to support tourism,performing arts,or to accommodate tourist activities. Review Process: Cie Elum,Roslyn,Ellensburg,and Kittitas County have all agreed to collaborate in review ofgrantapplicationsandawardinglodgingtaxfundsforspecialeventsandfestivals.Eachmunicipality's committee or designees will review all complete applications,score them basedontheinformationprovidedbytheapplication,rank the applications,recommend any funding 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 furtherconsiderationbyacounty-wide Lodging Tax Advisory Committee (LTAC).The county-wide LTACwillbecomprisedofanequalnumberofmembersfromeachparticipatingjurisdiction.The 4,UMilty vviMG Lirn.,vulli IC4,Civc LIIU JL.Ulilig;latiikilig;GliM ICA-VillilicilMOLIVila liaL GIIM VUIII LVIIMMt.L a public meeting where each applicant which received a funding recommendation will have theopportunitytopresenttheirapplicationandanswerquestions.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 packetforyourreferenceandinformation.Applications which do not receive an average minimum score of at least 50 points or who do not follow the submission instructions will not beeligibleforfunding. LOCal Policy on Disailowed Uses: eligible for funding awards even if they may be tourism related.These include anythingaffiliatedwiththefollowing:prizes for contestants,resale items,food and drink,beautification,fundraising,and membership drives.This list should not be considered comprehensive and allfundingrecommendationdecisionsareatthediscretionofthecommitteesandsubjectto 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 Cl3CVVilclC MUL UCMILOLCLI LU LIIC givjcLL UI CVCIIL .'PMLII G3 ULIICI giCIIL3;IUdli3;MUilGLIUli3; 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 Droiects/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 requestsfororganizations/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 formorethanfouryears.Applications that qualify under this definition may be awarded upto10%of the project's/event's expense budget. Partnerships are agreements between events/organizations/groups which enhance theoverallproject/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 aspecialmealdiscountordrinkoffer.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 ofgrantfunds. 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 yearotherthanforyourproject/event alone.This may include cross-promotion agreementswithotherprojects/events,it may include active marketing of other projects/events atyourproject/event,it may include referring attendees directly to other touristopportunitiesintheCounty,etc. Year-round means a project or event is ongoing and actively working to attract touristsforatleast6months,and at least 3 seasons (Spring,Summer,Fall,Winter). SUBMITTAL INSTRUCTIONS Please return ONE COPY of the entire original application (including the cover sheet andinstructionssheets)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.,Fridav_Sentember 30,2016.o_rpostmarkednolaterthanSeptember30,2016. Incomplete and/or late applications will not be considered.Applications may not be changedoramendedbytheapplicantafterthedeadlineforsubmission. Electronic Submissions: Applications may be submitted to the following email address;bocc@co.kittitas.wa.usApplicationsmaybefaxedto:509-962-7679 Schedule: Applicant Workshops (attendance at one workshop is strongly encouraged)Ellensburg City 'riali Council Chambers 8/18/2016,5:3ü Pivi &8/25/2016,5:3û PivlUpperKittitasDistrictCourt,Cle Elum 8/16/2016,5:30 PM &8/23/2016,5:30 PMApplicationdeadline9/30/2016Oralpresentationsofproposalstocounty-wide LTAC 11/18/2016 •Applicant Award Notification and fund availability 1/1/2017 Project Management: Successful applicants shall be required,as a condition of the funding award,to enter into acontract.The agreement may include,but not be limited to,the specific amount of the awardandwhatitmaybeusedfor,all reporting requirements associated with this funding,paymentterms,and any and all other appropriate terms of the funding.Kittitas County will be thecontractingagentforallapprovedprojects.A condition of the grant award which includestundingtromtheCityotEIIensburgmaybethattheMyEIIensburg.com website be named onanyorganizationalwebsite. All funds awarded under this program will be available in the form of reimbursable grants.ThefundswillbeavailableforreimbursementbeginningJanuary31andendingDecember31ofthecalendaryearimmediatelyfollowingawardnotification.Any unexpended funds will bereturnedtotheLodgingTaxaccountsfromwheretheycameandmadeavailableforre-appropriation.All requests for reimbursement shall be made to the Kittitas County Auditor'sofficeatthefollowingaddress: 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,pleasecontacttheAuditor's office at 509-962-7502. Project Reporting Requirements: State law requires that all recipients of Lodging Tax revenues must submit a report to themunicipalitydescribingtheactualnumberofpeopletravelingforbusinessorpleasureon a trip:A.Away from their place of residence or business and staying overnight in paidaccommodations; B.To a place fifty miles or more one way from their place of residence or business for thedayorstayingovernight;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 youprovidethisinformationwithin60daysafteryoureventiscompleteonceyouhavecritiquedyourevent. In addition,any reports which are produced as a result of a grant award must be submittedwithin60daysofcompletionaspartofyourprojectreportingrequirements.This will provide Applicant Categories and Eligibility: Grants from lodging tax funds are provided for two types of applicants,New Projects/EventsandOngoingEventSupport.An organization may apply for funding from one or bothcategories.If applying for funding from both categories,the application must clearly identifythedifferentfundingcategoriesrequests.The categories are defined as follows: The New Project/Events category is for applications from events/projects which arewithinthefirstfouryearsofexistence.Applications may be considered in this categoryfromestablishedevents(older than four years)which are proposing a new or expandedprojectdesignedtoincreasetourismaspartofanongoingevent. The Ongoing Project/Event Support category is for applications from established events(ongoing for more than four years)which may request continuing support.Grantawardsarelimitedinthiscategorytonogreaterthan10%of the event's expensebudget.This category includes project/events which may be operating under a new 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 toraaintainliabilityinsuranceintheamountof$1,000,000 or more and name the municipality asanadditionalinsuredonitsliabilityinsurancepolicy. County-wide Lodging Tax Application P a ge \5 Application Form:This packet will be available on the website of each participatingmunicipalityasaworddocumentandasapdf.It can also be obtained directly as a hard copy orindigitalformatbycontactingtheKittitasCountyBoardofCommissionersofficeat509-962-7508.Website addresses where the application may be found are as follows: •www.cLellensburg.wa.us •www.ci.roslyn.wa.us •www.co.kittitas.wa.us Grant Preferences: In the review of applications,the Lodging Tax Advisory Committee or designees will grantpreferencetothoseproposalswhich(1)increase tourism,and (2)demonstrate ability towardeventualself-sustainability.Applications from not-for-profit organizations will be givenpreferenceoverthosefromfor-profit entities. Guidelines and Requirements for Advertising Expenditures of LodRingTax: Branding Contractors who have been approved to utilize grant awards for advertisingexpendituresmustincorporateKittitasCountyandtheappropriateCityofCle Elum,Ellensburg,or Roslyn tourism information as follows: A.Websites and Social Media Sites must include the County's and appropriate 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 easyrecognitionandlegibility.Contractors shall not change the logo(s)in color orappearance. (L Print Advertising and Online Display Advertising of all types (including but notlimitedtonewspaper,periodicals,flyers,posters,billboards,direct mail,e-newsletters,third-party websites,streaming displays,etc.)must include theCounty's and appropriate City's tourism website logo.The logo must be sized nosmallerthan½inch in height,and must be surrounded by appropriate whitespacetoalloweasyrecognitionandlegibility.Contractors shall not change thelogo(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 andappropriateCity's tourism website logo.The logo must be size no smaller than ½inch in height,and must be surrounded by appropriate white space to allow easyrecognitionandlegibility.Contractors shall not change the logo(s)in color orappearance. All logos and website information may be obtained by contacting the Director ofTourism,Kittitas County Chamber of Commerce. County-wide Lodging Tax Application P a gel 6 Advertising Reimbursements Contractors seeking reimbursement from Lodging Tax Funds for advertisingexpendituresmustadheretothefollowingguidelinesandrequirementsfor each type ofadvertisingmediautilized: A.Print Advertising: 1.Print advertising placed with any media provider which operates exclusively outsideofKittitasCountymaybereimbursedat100%of the cost,including any production costs.To operate exclusively outside of Kittitas County,the provider must not bephysicallylocatedintheCountyand/or not distribute any media within the County. 2.Print advertising placed with any media provider which operates inside KittitasCountymaybereimbursedasfollows: a.For date-specific events,advertising the day of the event and up to10 dayspriortotheeventmaybereimbursedat100%of the cost,including anyproductioncosts. b.For seasonal or year-round events,or for date-specific events outside of thetime-frame in Section 2 A,(2)(a)above,advertising reimbursement requestsmustincludeastatementfromthemediaproviderspecifyingthepercentagedistributiontoareasoutsideofKittitasCounty.Reimbursements will be allowedfortheamountdistributedoutsideofKittitasCounty,including any production costs. B.Television Advertising: 1.Television advertising placed with any media provider outside the Yakima/KittitasDMAwillbereimbursedat100%of the cost,including any production cost. 2.Television advertising placed with any media provider inside the Yakima /KittitasDMAwillbereimbursedasfollows: a.For date-specific events,advertising the day of the event and up to 7 dayspriortotheeventmaybereimbursedat100%of the cost,including anyproductioncosts. b.For seasonal or year-round events,or for date-specific events outside of thetime-frame in Section 2 B,2(a)above,advertising may be reimbursed at the rateof70%of the total cost,including any production costs. C.Online Advertising: .t.Ulisille auveluallig allu µiuliluuuli tilay ut reisiluulaeu at .l.uuto ui ule cual.,Iliciuultiganyproductioncost. 2.Streamed media (radio,television,other)requests for reimbursement must include a statement from the media provider specifying the percentage of recipients whichareoutsideofKittitasCounty.Reimbursements will be allowed for the percentagedistributedoutsideofKittitasCounty,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 anyproductioncost,for each item mailed or shipped to a destination outside of KittitasCounty.In order to receive reimbursement,a list of the addresses and a signedstatementfromthecontractorthatthelistisaccurate,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 at100%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 Countyandasignedstatementfromthecontractorthatthelistisaccuratemustbeprovidedalongwithotherrequireddocumentation. F.Radio Advertising: 1.Radio advertising placed with any media provider located outside of Kittitas Countymaybereimbursedat100%of the cost,including any production cost. 2.Radio advertising placed with any media provider located inside of Kittitas Countymaybereimbursedasfollows: a.For date-specific events,advertising the day of the event and up to 7 dayspriortotheeventmaybereimbursedat100%of the cost,including anyproductioncost. b.For seasonal or year-round events,or for date-specific events outside of thetime-frame in Section 2 F,2(a)above,advertising may be reimbursed at the rateof30%of the total cost,including any production costs. Order of Documents Requirements: Complete applications must be submitted with documents in the following order to receiveconsiderationforfunding: 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); o.rivul vi iluir-µiusit ataLU3 \II Gily). APPLICATION QUESTIONS Please answer each question completely,in the order listed,on a separate sheet attached tothisapplication.Please include any supporting data within the response narrative. 1.Please provide a description of your project/event and identify the specific tourismaudience/market that your organization will target with these funds.You must includeanitemizedlistofexactlyhowanygrantfundsawardedwillbeutilized. 2.Please provide the following estimates of how any money received will result inincreasesinthenumberofpeopletravelingforbusinessorpleasureonatrip: 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 lli.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 specificandprovideexamples.Include the following information: 1.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? Ill.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 whichyouhaveapplied.Please note which funding sources are secured and in hand so a truematchingfunddeterminationmaybedetermined.What changes would occur if theprojectcouldn'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-widetourism,how is this accomplished? 6.Please explain what plans exist to allow this project to become self-sustaining.Includeanyplansforticketsales,event sponsors,and other cost-recovery models. 7.Additional information:Provide any additional information which will assist the LodgingTaxAdvisoryCommitteeinevaluatingyourprojectanditsbenefittotourism.Pleaselimitanyadditionalwritteninformationtoonepageandanyotheradditionalattachmentsto3pages.Regardless of how much additional information is included,only the first 3 pages will be provided to reviewers. 8.Project Budget:Please attach a copy of the complete budget for this project/proposal.If your agency operates independently of this project application it may not be necessary to submit the entire agency budget.You must submit a b_udget_wilicIlspecificallypertainstotheproject/event for which you are requesting funding andadherestothebasicbudgetformatshownbelow. The budget must include anticipated revenues,expenditures,and any potential profit orloss.For projects/events which are ongoing for more than one (1)year,please also if applicable.Also,please supply any narratives necessary to understand the budgetbeingsubmittedandlistseparatelyanyin-kind or volunteer contributions.If appivingforfundingforboth"New Project/Event"and "Ongoing Project/Event Support"youmustclearlyidentifythedifferentrequests.This may be most easily accomplished bysubmittingseparatebudgetsforembrequestotegerv. For any claimed in-kind contributions valued at $500 or more and related tomarketing/advertising,you must submit verifying documentation which assures thecontributionwillbeprovided.For instance,if you are claiming in-kind contributions intheformofadvertisingmatch,a binding contract itemizing the matching value andobligatingeachpartymustbeprovided. Please assure your budget,and actuals from previous years (if applicable),are in thefollowingbasicformat: 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 App!!cation a ge 11 9.Has your event received Lodging Tax funds in previous years? Yes _ No X If yes,please list each year and the amount received for that year. All applicants must also provide the following information regarding the event/project: Prior Year Projected A.How many participants and spectators attended last year's activity and/or will 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 ofínformation as evidence for your response to item C.Failure to do so wi/I 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 comply with all provisions thereof. Certified by:(signature) (print name) Title: Date:(2 County-wide Lodging Tax Application P a ge (12 APPUCATION FOR 2017 LODGlNG TAX GRANT FUNDING Name of Organization:0¾ Organization mailing address:5 Organization contact person &title: Organization/contact phone: Email: Organization Website: Federal Tax ID Number:ØÚ ·60 i 3 UBI Number: Organization is a (select one):Government Entity \t'501(c)3 501(c)6 Other (Note:you must submit 501(c)3,501(c)4 or 501(c)6 approval documentation -see sample document) Project/Event Name: Project/Event Date: Project/Event Location: Amount of Funding Requested:$ For which funding category (ies)do you qualify (see instructions for definitions): New Project/Event Üb0 Ongoing Project/Event Support ' Estimated #of overnight stays: Tourism Seasons:From the list below,what season will your project enhance tourism?Pleaseindicatetheappropriateseason. 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 Annliention Dunationn 1.Description of event -Now in its 20th year.Cruise Cle Elum has been sponsored byRotaryofUpperKittitasCountythepast3yearsonthethirdSaturdayofAugust,In 2016,Cruise Cie Elum drew 82 registered participants to showcase their classic cars and participants have exceeded over 150 with over half coming from beyond 50 miles away.This year members of an Austin-Healey car club participated in the exhibition.This eventbringsasignificanteconomicboosttodowntownCleElumbusinessesandofferslocalresidentsandweekendtouristsuniqueentertainment. In 2017,we will offer additional award categories for foreign cars and "uo and coming classics."Following the awards ceremony we will lead a Rotary Ride for motorcycles,jeepers,and ratrodsaroundtheUpperCountytoshowcaseareastheywouldwanttoreturntoridewiththeirfriends.Of course,classic car owners may join in where road surfaces allow their participation.We will follow routes identified by Kittitas Parks and Recreation District in the Cle Elum Roslynarea.The longer day would encourage some to stay ovemight in our area. We wil\expand the food opportunities for participants and spectators by offering a breakfastduringregistrationhours.Local youth groups will provide drinks,hotdogs and burgers at standsduringtheday.We will expand activities for youth such as building and decorating cardboardcarmodelstorace,thereby drawing in families as spectators. Target Audience:The target audience is Pacific NorthWest car buffs and motorcycleaficionados.Although our show is open to all makes and models,it primarily draws Americanclassics.Because of shown interest from foreign car buffs,we will expand our award categoriesandtargettheirparticipation.We also will grow this vehicle interest by showcasing newermodelsthatarelikelycandidatesforfutureclassicclassifications.We will expand focusedadvertisingtomotorcycleclubs,featuring Rotary Ride options.Past advertising focus has beenheavytowardthewesternµoriion of Wasilingion Siaie.We wiii expand advertising into theSpokane/Coeur d'Alene,Walla Walla and Tri-Cities areas as well as in media relative tomotorcyclesandforeigncars. Itemized List of How Funds Will Be Used:This application is only for new aspects ofrationin!¯hirn i artninn tov funde will ha need for the followiran niernnene. I.Promotions and marketing new awards categories -foreign cars and future classic.II.Promotions and marketing of Rotary RideIII.Promotions and marketing of family fun activities IV.Promotions and marketing of a Rotary Breakfast. 2.How the numher of neonie travelina will he increased hv this eventRotarytookovertheexecutionofCruiseCleElumÎCCE)very late in the planning horizonstagesfortheshowoccurringinAugust2014.Financial data is not available for this year.2015 accounting is complete and 2016 accounting is still in process.Based on zip codesprovidedbycruiseregistrationsandindividualsvotinginthePeoples'Choice award,approximately 10 people spent one night in Cle Elum for each year,2015 and 2016. Planning for CCE 2017 is already underway.We have begun building a list of car and motorcycle clubs in the Everett/Marysville,Yelm/Olympia,TriCities and Spokane areas so that we can contact them directly.We will provide them with Save the Date (August 19,2017) information,ask them to include our show in their club newsletter,and invite them to visit our Facebook website for up-to-date information.And,we will include our advertising strategies with the sources we have used in the past,such as Cruzin Magazine and Facebook. Another strategy we have begun implementing is identifying print media and radio stations in the above mentioned areas.With this data we can prepare targeted articles/advertising for ongoing alerts.The last two years we had registrations from our own county but almost no representation from Western Washington or further east.Adding new locations for targeting advertising should draw more attention to the Cruise and to Kittitas County The committee is redesigning the registration form to include information about overnight stays.We are adding a day-of,early morning breakfast that could potentially encourage participants to arrive Friday night,be rested for a full day of the show on Saturday.A post- show "cruise"is being planned which would highlight other businesses and areas in our county.Having an after show event would encourage those participating to stay in town for dinner and spend the night Saturday. To market all of Kittitas County,the committee will provide "goody bags"to all registrants. The bags will be stuffed with maps,information about our Chamber,local businesses, restaurants,hotels,and shops -business that visitors will want to visit.Our registration booth will have brochures and other materials showcasing the county.Additionally,we will invite businesses to be show sponsors,featuring them in show advertising.Food vendors from the local area are invited to set up booths and sell their products to the crowd.We will work closely with the Chamber of Commerce to brand our advertising to complement their products. To increase spectators from weekend visitors and tourists,the Cruise will be featured in a local magazine,The Mountainside,and included in local newspapers and Suncadia's monthly events calendars. By widening our net of advertising and getting a much earlier start in the planning phase we anticipate interest and participation in CCE 2017 to be bigger than ever.We expect to increase paid room accommodations by 20 room nights.Through increased spectators and associated activities,we expect to expand their visit stays 10 room nights. 3.Tools to measure impact on tourism A.Date Specific -third Saturday of August.August 19,2017 B.Strategies to attract tourists from at least 50 miles away I.Marketing and advertising will be targeted in the Seattle-Tacoma-Olympia corridor areas as well at Spokane/Coeur d'Alene,Tri-Cities,Yakima and Walla Walla markets.We will track zip codes from registrations and Peoples Choice award votes. II.Rotary Facebook pages for Rotary of Upper Kittitas County and Cruise Cle Elum will be linked as well as linked to Rotary's website.Rotary of UKC is party to the Rotary International website and its ClubRunner features so information could be spread nationally and internationally. C.Strategies to assist in marketing all of Kittitas County as a tourist destination: All 2017 marketing will include Central Washington Color County branding. All posters for the event will include information and logos from businesses around theCountythatcontributetoourevent. Rotary Ride will feature areas and businesses along County routes to entice return tripstoKittitasCounty. Cruise Cle Elum Facebook will list local restaurants and hotels. Cruise Cle Elum will be featured in the new Mountainside Magazine. Cruise Cle Elum will be featured in Suncadia's event schedule as attractions for tourists. 4.Other grant funding applied for: Rotary has not applied for other grants.However,sponsorships have been sought in thepastandwillagainbeamajorsourceoffundingforthisevent. Funding Sources: Estimated 100 volunteer hours with in-kind value of $2,672. Estimated Rotary resources at $1,000 Total sponsorships approximating $2,000 Funding Secured In kind volunteer hours and Rotary resources are considered securedChangestoprojectwithoutgrantfunding: Family fun and kids activities would be substantially reduced.Rotary Ride wouldlikelynotbepromotednorcarriedout.Rotary breakfast would not be provided. 5.Partnerships with other groups and organizations Efforts will be made to include as many business partners as possible.These partnerswouldcontributetoparticipants'goody bags for promotions and offers of/by their business andberecognizedonadvertisingandduringtheevent. Cruise Cle Elum partners with the City of Cle Elum which closes streets,provides lawenforcementpresence,puts up safety blocks and provides clean public restrooms.Cle ElumKiwanispartnerswithCruiseCleElumbyprovidingatrailerforregistrationandmerchandizesales.Kiwanis also is a vendor during the event,to raise funds for Kiwanis.Cruise Cle ElumcollaborateswithotherlocalcarshowsincludingKruisin'Kittitas,Easton Memorial Day CarShow,and Triple X Drive in Cruise Ins. We will partner with the Chamber of Commerce to promote our County tourism fully.2016 Cruise Cle Elum received main sponsorship wjth Merle Construction,along with sponsorsPugetSoundEnergy,Windy Chevrolet and Cle Elum Eagles. 6.Plans for project to become self-sustaining,including ticket sales,sponsors,cost-recovery Our goal is to continue Cruise Cle Elum as a successful event that brings people to Cle Elumandsurroundingcommunitiesforfunandattractionwhileexposingthemtomanyofthegreatofferingsourarea.We want to bring people back for retum visits to our town.We strive to bringnewelementstoCruiseCleElumtokeepitfreshandentertaining.Adding family fun activities,new vendors,new award categories,and Rotary Ride are examples. Our goal is to increase participation and attendance through improved event experience andadvertisingintonewmarkets.Registration fees would provide increased revenue.Increasedparticipationandattendancewillresultinmoresponsorshipsandpartnershipsinfutureyears,and heighten involvement from locals and media,sustaining this event.We intend to reduce Rotary merchandise sales,i.e.t-shirt sales,shifting this business to local vendors and eliminatethecostofinventory. 7.Additional Information Cruise Cie Elum celebrated its 20th anniversary in 2016.Many participants return each yearandlookforwardtothiseventRotaryofUpperKittitasCountyhasaproventrackrecordforsucceedingwithitseventsandhasreliablevolunteerstosupportthisevent.With additionaladvertisingwecangrowthiseventsomoreparticipantsreturneachyear. 8.Project Budget -o seu da Budget Information for Year 2015 Revenue Seed Money from general fund $702.00 T-shirt/hat sales 3,147.00 Vendor Fees*75.00 Grant Funding -0- Registration/Sponsors 3,450.00 Total Revenue $7,374.00 Expenses MTS Septic $160.00 Cruzin Magazine **(375.00) Check Order 20.00 Shirt Works 925.00 Trophies/Awards 230.00 Audio Equipment Rental 247.00 Announcer/MC 100.00 Other advertising 101.00 Total Expenses $2,158.00 Profit (less return seed money to Rotary General Account)$4,889.00 *Estimated,no separate line item in original budget for 2015 **Paid for out of 2016 account because invoice was never sent. In Kind Contributions:Goody Bags (empty),Kiwanis Registration Booth,Rotarians handledregistration,t-shirt/hat sales. Lodging Tax Grant Application Rating Form Criteria Points Possible Appilcation 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 gel 13 Applicant Checklist For applicant use prior to submission My application title page states:Request for Proposals,2017 Lodging Tax Fund. L 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 l 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 5*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 Budget Informations for Year 2016 Revenue Seed Money from General Account $0.00 Sponsorships $2,300.00 Registration/t-shirt sales 2,940.00 Vendor Fees -0- Grant Funding -0- Total Revenue $5,240.00 Expenses MTS Septic 160.00 Cruzin Magazine 750.00 Other Advertising 72.00 T-shirts/sweatshirts 2,450.00 Trophies/Awards 182.00 Audio Equipment Rental 150.00 Announcer/MC 100.00 Portable Race Car Track 500.00 Total Expenses $4,364.00 Profit $876.00 In Kind Contributions:Goody Bags (empty)-NAPA Mountain Auto Parts;Owens Meats -$25.00certificategiventoRotaryChoiceAwardwinningvehicle;Rotary volunteers handled allregistrations,t-shirt sales. Projected Cruise Cte Elum 2017 Budget Revenue Car Show Registration Fees (100 x $25/vehicle)$2,500.00 (includes cars/rat rods/cycles) Sponsorships/Rotary Resources $3,500.00 Grant Funding for Advertising (Lodging Tax)$2,000.00 Vendor Fees (goal is 5 vendors)S 125.00 Total Estimated Revenue $8,125.00 Expenses Advertising (radio/print),mailing/postage $2,500.00 MTS Septic -portable toilets 175.00 Trophies/Awards 500.00 Announcer/MC 100.00 Sound System/Audio Rental 150.00 Breakfast food/supplies 600.00 Items for Goody Bags 300.00 Kids Crafts and Activities 600.00 Return of Rotary Seed Monies 1,000.00 Miscellaneous supplies and services 400.00 Total Estimated Expenses $6,325.00 Projected/Potential Cruise Cle Elum 2017 Profit $1,800.00 *ln Kind Contributions:Goody Bags (PSE);Rotary Volunteers will handle all aspects ofpre-event advertising,day of registration,organization of breakfast,"post eventcruise",and wrap up. 9.Has your event received Lodging Tax funds in previous years? Yes No i If yes,please hst each year and the amount received for that year. All appitcants must also provide the foHowing information regarding the event/project: Prior Year ProjectedA.How many partícipants and spectato¢s attended fast year's actMty and/or win attend this year? B.How many days did/will your event occur7 C.How many room nights were and /or will betookedasaresukofyourproject/eventa (vou mun prova«witiate .own of informs tron astvøence•for your respons¢Ioetem C.Fathere to Jose 10.AppHeation Certification: The applicant here certifies and affirms:1.That it does not now,nor wlu it during theperformanceofanycontractarisingfromthisapplication,unlawfully discriminateagainstanyemployee,applicant for employment,chent,customer,or other person whomightbenefitfromsaidcontratt,by reason of age,race,color,ethnicity,sex,religion,mlNtary status,sexuat orientation,creed,place of birth,or disabliity;2.That it wiu abidebyaurelevantlocal,state and federal laws and regulations and;3.That it has read theinformationcontainedintheinstructionsonpages1and2andunderstandsandwillcomplywithallprovisionsthereof certified by:(signature) (print name) i i , Date: County-wide tod8tng Tax AppBcation P a ge !12 BUDGET DOCUMENTS Budget Information for 2014 Rotary took over the execution of Cruise Cle Elum (CCE)very late in the planning horizonstagesfromthedissolvedCleElumChamberofCommerce.Financial data is not available foryear2014 Budget Information for Year 2015 Revenue Seed Money from general fund $702.00 T-shirt/hat sales 3,147.00 Vendor Fees*75.00 Grant Funding -0- Registration/Sponsors 3,450.00 Total Revenue $7,374.00 Expenses MTS Septic $160.00 Cruzin Magazine **(375.00) Check Order 20.00 Shirt Works 925.00 Trophies/Awards 230.00 Audio Equipment Rental 247.00 Announcer/MC 100.00 Other advertising 101.00 Total Expenses $2,158.00 Profit (less return seed money to Rotary General Account)$4,889.00 *Estimated,no separate line item in original budget for 2015 **Paid for out of 2016 account because invoice was never sent. In Kind Contributions:Goody Bags (empty),Kiwanis Registration Booth,Rotarians handledregistration,t-shirt/hat sales. Budget Informations for Year 2016 Revenue Seed Monev from General Account $0.00 Sponsorships $2,300.00 Registration/t-shirt sales 2,940.00 Vendor Fees -0- Grant Funding -0- Total Revenue $5,240.00 Expenses MTS Septic 160.00 Cruzin Magazine 750.00 Other Advertising 72.00 T-shirts/sweatshirts 2,450.00 Trophies/Awards 182.00 Audio Equipment Rental 150.00 Announcer/MC 100.00 Portable Race Car Track 500.00 Total Expenses $4,364.00 Profit $876.00 in Kind Contributions:Goody Bags (empty)-NAPA Mountain Auto Parts;Owens Meats -$25.00certificategiventoRotaryChoiceAwardwinningvehicle;Rotary volunteers handled attregistrations,t-shirt sales. Proiected Cruise Cle EIum 2017 Budnet Revenue Car Show Registration Fees (100 x $25/vehicle)$2,500.00 (Includes cars/rat rods/cycles) Sponsorships/Rotary Resources $3,500.00 Grant Funding for Advertising (Lodging Tax)$2,000.00 Vendor Fees (goal is 5 vendors)$125,00 Total Estimated Revenue $8,125.00 Expenses Advertising (radiolprint),mailing/postage $2,500.00 MTS Septic -portable toilets 175.00 Trophies/Awards 500.00 Announcer/MC 100.00 Sound System/Audio Rental 150.00 Breakfast food/supplies 600.00 Items for Goody Baas 300.00 Kids Crafts and Activities 600.00 Return of Rotary Seed Monies 1,000.00 Miscellaneous supplies and services 400.00 Total Estimated Expenses $6,325.00 Projected/Potential Cruise Cle Elum 2017 Profit $1,800.00 *ln Kind Contributions:Goodv Baas (PSE);Rotarv Volunteers will handle all aspects ofpre-event advertising,day of registration,organization of breakfast,"post eventcruise",and wrap up. INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURYP.O.BOX 2508 CINCINNATI,OH 45201 A Employer Identification Number:Date:uLY 46-5013224 DLN: 17053080353024ROTARYCLUBOPUPPERKITTITASContactPerson:COUNTY FOUNDATION CUSTOMER SERVICE ID#31954POBOX1035108E2NDSTContactTelephoneNumber:CLE ELUM,WA 98922 (877)829-5500 Accounting Period Ending:december 31PublicCharity status: 509(a)(2) Form 990 Required: Yeo Effective Date of Exemption:March 11,2014 Contribution Deductibility: Yes Addendum Applies: No Dear Applicant: We are pleased to inform you that upon review of your application for taxexemptstatuswehavedeterminedthatyouareexemptfromFederalincome taxundersectionSol(c)(3)of the Internal Revenue code.Contributions to you aredeductibleundersection170oftheCode,you are also qualified to receivetaxdeductiblebequests,devises,transfers or gifte under section 2055,2106or2522oftheCode.Because this letter could help resolve any questionsregardingyourexemptstatus,you should keep it in your permanent records. Organizations exempt under sectîon 501(c)(3)of the Code are further classifiedaseitherpubliccharitiesorprivatefoundations.We determined that you areapubliccharityundertheCodesection(s)listed in the heading of thisletter. For important information about your responsibilities as a tax-exemptorganization,go to www.ira,.gov/charities.Enter "4221 PC"in the search bartoviewPublication4221-PC,Compliance Guide for Sol(c)(3)Public charities,which describes yout recordkeeping,reporting,and disclosure requirements. Sincerely, Director,Exempt organizations Letter 947 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. 8.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 meçiia 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.