Loading...
HomeMy WebLinkAboutLT-2019-015-RTown-Roslyn Art Fest 2019LT -2019-015- RTOWN- ROSLYN ART FEST 2019 2019 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND RTOWN COMMUNITY This Contract, effective January 1, 2019 is made and entered into by and between KITTITAS COUNTY ("County"), a subdivision of the State of Washington, and RTOWN COMMUNITY -FOR ROSLYN ART FEST 2019 ("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 two thousand dollars ($2,000.00) ($655.00 Roslyn lodging tax funding, and $1,345.00 Kittitas Co. lodging tax funding). 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 twelve thousand, nine hundred and fifty dollars ($2,000.00) ($655.00 Roslyn lodging tax funding, and $1,345.00 Kittitas Co lodging tax funding). 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 2019 County Lodging Tax Funding Agreement Page 1 LT-2019-015-RTOWN-ROSLYN ART FEST 2019 Attn: Auditor's Accounting 205 West 5th Ave —Suite 105 Ellensburg, WA 98926 a ud ito rsa cco u nting2 co. kittitas.wa. u s 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: • Website design and maintenance ■ West side advertising ■ Graphics designs 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 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 2019 County Lodging Tax Funding Agreement Page 2 LT-2019-015-RTOWN-ROSLYN ART FEST 2019 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 ■ Any breach of or default under this Agreement by Contractor. 2019 County Lodging Tax Funding Agreement Page 3 LT-2019-015-RTOWN-ROSLYN ART FEST 2019 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. ion 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 2019 County Lodging Tax Funding Agreement Page 4 LT-2019-015-RTOWN-ROSLYN ART FEST 2019 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 2019 County Lodging Tax Funding Agreement Page 5 LT-2019-015-RTOWN-ROSLYN ART FEST 2019 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 applications which can be given effect without the invalid term, condition or application. To this end, the terms and conditions of this Agreement are declared severable. h. The exclusive venue for any action brought to enforce this Agreement or any of its terms shall be in Kittitas County, State of Washington. KITTITAS COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACTOR Chair Vice Chair Commissioner ATTEST: Clerk of the Board APPROVED AS TO FORM: Deputy Prosecuting Attorney [Print Name] [Address] [Telephone] 2019 County Lodging Tax Funding Agreement Page 6 CLTAC: Application for Lodging Tax Grant Funding EXHIBIT „A Grant Application Dd you attend the Gant Application Workshop - 2018 hosted by the Kititas County Charrber of CorrTYerce? Workshop - 2018 * r Yes r No Submittal Instructions r Yes, & General I have read and understand Subrrittal Instructions and General Infornation for the 2018 Lodging Tax Gant Funding Information * Frocess You are strongly encouraged to compose your responses to the questions of this form with a desktop text editor and save your work, then copy and paste the information into the form. You may also save a draft by selecting the button at the bottom of this page. When you do this you will be logged out and must log back in to continue. In order to save a draft you will need to provide an email address and a password. After completing the save draft, you will be redirected to landing page containing a link to log back into the form. We suggest you save this link as a bookmark. The link will also be sent to you in an email. Organization Information s� Name of Organization* RTown Community Organization Address* Street Address 301 North B Street Address Line 2 (PO Box 197) (Sty State / R'ovince / P--gion Roslyn WA Postal / Zip Code Country 98941-0197 United States Website Federal Tax ID #* UBI #* Organization is a:* under consruction 27-2048655 603-040-766 r Government Entity r 501(c)3 r 501(c)4 r 501(c)6 r Other (Note: you must submit 501(c)3, 501(c)4, or 501(c)6 approval documentation.) Click here to view sample documents (redacted). Upload Proof of IRS 501 C3 doc001.pdf Organization Status* Acceptable file forrratsinclude: JFG,PDF orTIFF Contact Information First Name* Janine 1.53MB Last Name* Brodine Phone Number* 509-649-2223 Email * jsbrodine@gmail.com Project or Event Information Project/Event Name* Roslyn Art Fest 2019 Event Dates Please provide any specific dates, or range of dates, on which your event or project will be held. You may add as many dates or date ranges as necessary. Event Dates Start Dates* End Dates 8/9/2019 8/31/2019 Project/Event Downtown Roslyn Location * New or Ongoing r Ongoing Project/Event (More than four years in existence) Project/Event? * r New Project/Event (Four or fewer years in existence) Amount of Funding $ 2100.00 Requested * If you selected "Ongoing Roject/Event" above this amount may not exceed 10% of the total expense budget of this project. Funding Request Max 2,100 Tourism Seasons * Fromthe list below, w hat season will your project enhance tourisrW Select any which apply. r Year-round (January - December) fel Off Season (November - February) r— Shoulder Season (October or March - May) 9 High Season (June - September) Application Questions: Part 1 Please answer each question completely, in the order listed. Please include any supporting data within the response narrative. 11 Project/Event Description 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. Response 1: The project is called Roslyn Art Fest 2019. Since 2008, RTown Community's goal Project/Event has been to brand the town of Roslyn as a thriving arts community— a place that Description * displays many forms of art year round. We want to have tourists from both the west and east sides of the state see (and buy) art that is displayed in local businesses, and spend money in those businesses. When we began the Roslyn Art walks in 2008, only one business had art displayed on its walls. In 2018, seven businesses displayed art throughout the year. During Art Fest in August, 24 businesses had art on their walls. Roslyn now as three thriving galleries in town. This will be the sixth year of the Roslyn Art Fest. The project has two components: An opening Art Fest weekend and art exhibits in Roslyn businesses throughout the month of August. The kick-off weekend is August 9-10. There will be a reception for the 40 or so artists whose art is displayed in a juried show. Along with the juried art show (which in 2018 drew40 artists from across the northwest and three other states) there will be TRY -IT art stations for families, a Saturday a street dance and Artists at Work (artists who will creating art in outside areas). Volunteer buskers will be scheduled over the course of the art weekend. Over 24 businesses will display art for sale which will be up for the month of August. 2500 character limit List of Intended Use of Funds* Website Design and maintenance - $1,000 West side Advertising - $600 Graphics designs - $400 21 Projections of Increased Tourism 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: 1. Away from their place of residence or business and staying overnight in paid accommodations; 2. To a place fifty miles or more away from their place of residence or business for the day or staying overnight; 3. or from another country or state outside of their place of residence or business. You must provide the evidence utilized in determining your projections. Response 2.1: 1. Away fromtheir place of residence or business and staying overnight in paid accomrodations; Projection * 250 at least -- please see reason for guess in 2.1 Evidence box 2500 character limit Response 2.1: In 2017, we had about 60 people attend the opening night reception of the Juried Evidence* Art Show on Friday night. In 2018, we had about 45. On Saturday night, we counted 600 people, which included about 20 children, who attended our Saturday night Street Dance. Our Art Walk volunteers reported that at least half of those people were new to them. This is one advantage of living in a small community - we easily recognize people who are locals. Determining overnight stays in extremely difficult in Roslyn since we have very few overnight options in town - a few vacation rentals, one bed and breakfast and a four-bedroom inn. Even if we did link stays with these venues, the top number would be about 20 stays A new hotel is slated to open in the fall of 2018, and that will help us a lot. 2500 character lirrit Response 2.2: ZTo a place fifty rriles or wore away fromtheir place of residence or business for the day or staying overnight; Projection* During the month of August 2,200 people visited Roslyn and looked at art in one or more businesses. 2500 character lirrit Response 2.2: We arrived at that number by counting samples of people stopping by the Roslyn Evidence* Art Fest booth at the Roslyn Farmers Market on four Sundays. As we did in 2017, we also conducted 100 intermittent interviews with adults who purchased mugs or posters. 65 people had a primary residence over 50 miles from Roslyn. We can thus estimate that 1,760 of the 2,200 visitors we counted live over 50 miles away. A statistic from 2017 is also helpful. In August, 85% of the Suncadia Lodge visitors were from the west side, especially Seattle and Tacoma. Suncadia heavily markets the Roslyn Art Fest by including Art Fest cards in visitors 'welcome' packages, displaying the cards prominently on a rack in the lobby and including full-color, full page copies of he poster in their June and July brochures which goes out to 18,000 people. During the 2018 Juried Show 40 pieces of art were on display for one month. The show featured 30 artists, 8 of whom lived more than 50 miles away and who came to Roslyn to deliver art, and pick it up. We had 45 people attend the Saturday opening event and 30 of them came from over 50 miles away. In 2017, we know that over 650 adults attended the Saturday night Street Dance. From brief interviews we know that at least 30 of those people live over 50 miles from Roslyn. 2500 character linit Response 2.3: 3. or fromanother country or state outside of their place of residence or business. Projection * Over 727 2500 character lirrit Response 2.3: The 2018 Roslyn Farmers Market drew an average of 3,300 adult visitors each Evidence * Sunday. During the month of August, the Art Fest and the Market collaborate don 'pin -your location' maps for the country, state and world. (The Market provided a free Art Fest booth for July and August.) Pins showed us that approximately 525 visitors came from states other than Washington and 62 people came from other countries. The Suncadia Lodge reported that, during the month of July, 12 % of their guests came from states other than Washington and 3% were international. While Suncadia supports the Roslyn Arts in many ways they are unable to release more specific data about their guests. This totals over 617 adult tourists. 2500 character lirrit Application Questions: Part 2 31 Measuring Results What tools will you use to measure your event's impact on tourism? Please be specific and provide examples. Include the following information: A. Is your project/event year-round or is it seasonal or date -specific? Go to definitions of terms. B. What strategies will you employ to assure you are attracting tourists from at least 50 miles away? C. What strategies will you use to assist in marketing all of Kittitas County as a tourist destination with your event/project funding request? Response 3: Measuring Results* Response 3 A: Measuring Results* Response 3 B: Measuring Results* What toils will you use to rreasure your event's irrpact on tourisrn? Please be specific and provide exarrples. Our event is seasonal. Here are some of our measuring tools. • An information/application form (on paper or on-line) for each business owner including questions about number of new clients and money earned during the month of August. • On-line survey to each of the 24 local businesses at the end of the weekend event to assess sales. • A "pin your location" state map to be used at the RTown booth i the Farmers Ma rket We would like to use a Kittitas-county supplied tourism -measuring device once it becomes available. 2500 character lirrit A. Is your project/event year-round or is it seasonal or date -specific? l' Year Round r Seasonal r Date Specific Your selection here should be supported by the dates you provided above, in the Reject or Event Information section. B. What strategies will you enploy to assure you are attracting tourists fromat least 50 miles away? Our most effective and efficient marketing strategy is to take advantage of the thousands of tourists who already visit Roslyn and nearly Suncadia Resort. Roslyn business will have posters and cards available for those tourists to take beginning in February. We will buy ads and get newspaper coverage in papers in Issaquah, Bellevue, Seattle, Renton and Spokane As we have in previous years„ we will distribute informational flyers, cards and posters through King, Pierce, Snohomish, Island and Whatcom counties as well as in eastern Washington counties outside of Kittitas, focusing on bookstores, coffee shops and art stores. RTown Community had an arts -focused booth during six of the 14 Roslyn Farmers Markets and will do so again during the summer of 2019. For a donation, people may have old or new posters (not purchased with Lodging Tax money). We give posters to people who demonstrate they are from 50 miles away with the intent of hanging them in public places A key partner for the past two years has been the Suncadia Resort which featured the Art Festival in their June and July event guides, placed cards in their many guest rooms, and emailed a copy of the poster to over 1,800 clients. Over 1,000 cards were distributed to guests in the Lodge over the summer. We will also put timely advertisements in the Northern Kittitas County Tribune's Visitor's Guide and the Daily Record as well as in special publications, notably Visitors/Summer Guides from the NKC Tribune. We will work with a collaboration of west -side newspapers. We will continue to maintain an active Facebook page and websites. We will place posters and cards in art -related locations that are 50 miles away. We will but ads in some west side arts and neighborhood papers. 2500 character lirrit Response 3 C: C What strategies will you use to assist in marketing all of V6ttitas County as a tourist destination with your Measuring Results * event/project funding request? "Historic tourism" is one of the financial arteries of Roslyn. Its historic status and general ambiance draw hundreds of visitors to the region during both summer and winter months. Having a focus on arts encourages visitors to go into businesses and spend money in Roslyn. We will use that as a lure to get people to Kittitas county and encourage them to visit historic and art sites county. We will have continue to work with other art businesses in the county to co -promote our events. 2500 character limit Application Questions: Part 3 41 Collaboration If your organization collaborates or has created partnerships with other organizations, groups, or other events, how is this accomplished? Collaboration * RTown Community has a strong relationship with Gallery One in Ellensburg, as wel as the High Country Artists in Cie Elum; we work together to advertise one another's events. Since we are a very small organization, it is difficult to encourage county -wide tourism, but we do our best by putting other art related business logos on our website. RTown Community also worked closely oath Roslyn businesses for over eleven years. Businesses have provided display space for artists and distributed informational materials about art events to their clients. The arts organizers have also collaborated oath other non -profits in the Upper County including the Roslyn Farmers Market, High Country Artists and the Roslyn Downtown Association. Suncadia Resort published full-page color ads twice during the summer. We have an on-going partnership with the Roslyn Farmers Market which provided donated space for a 10' x 10' booth. The Market attracts an average of 3,300 adult tourists for each of 14 Sundays it is open in the summer. We coordinate our events with the Downtown Business Owners and the Roslyn Downtown Association, Roslyn businesses which we cross -promote are: Heritage Brewery, Spruce Moose Inn, The Whole Pet Shop, Roslyn Rags, Roslyn Brewery, Marco's Place, Willy Nilly Antiques and Relicology, Fused, Brick Saloon Copper Crest, Northwest Bicycle Improvement Co, Maggie's Pantry, Spring Creek Naturals Soap and Salt, Basecamp Books and Bites, Hope Art, Gallery Neilson Gallery of Fine Art, Gypsy and James, Red Bird 2500 character lirrit 51 Future Plans 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. Future Plans* Lodging Tax funds have allowed the Roslyn Art Fest event to develop and grow. There are several components to our plans to become self-sustaining 1. Secure grants from foundations like the Washington State Arts Commission as well as Roslyn Downtown Association and Suncadia Fund for community enhancement as well as independent foundations. 2. In 2017, we began a sponsorship program giving incentives to donors of $200, $500 or $1,000. We received over $9.700 in donation and $2,590 in grants 2. We will also continue with the Juried Art shows and encourage sales. Artists pay a $20 fee to be considered for the show. Accepted artists can sell up to 10 canvases, and RTown will get a 20% commission on those and any pieces of art sold. We will continue hold a "Wine Grab" of donated bottles of wine in decorated paper bags. 4. We will also solicit Roslyn businesses to serve as event sponsors in return for advertising in our print material. 2500 character lirrit Application Questions: Part 4 61 Additional Information Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your project and its benefit to tourism. Additional Information Roslyn in unique in that we have thousands of tourists come to us. It makes more sense to encourage them to come back (and bring friends and family) than to expend energy and funds to reaching out to strangers. In past years, we have left cards and posters in the lodge and condos, and we know they were taken away to places 50 miles or more Suncadia shared this data with us in 2017 about where their guests come from: westside -85% Seattle Tacoma - 3% international -12% Yet - those cards and posters were not reimbursed we weren't the ones who took them outside the 50 mile perimeter. As well, this survey data from 2013 still is relevant in 2018: Roslyn Farmers Market, September 15, 2013 Location Number surveyed Percent Est. total Other Countries 5 1.6% 31 Other States 40 12.6% 252 Total: 318 100% 2000 I ask the committee to reconsider the reimbursement language. 2500 character lirrit Supporting Documents You rray upload any supporting docurrents such as graphs, irrages, diagrarm, rrerketing materials, etc. 2018 Roslyn Art Fest MAP.pdf 330.88KB 2018. RAF. Poster. Final Yellow.jpg 254.92KB You are allowed to subrrit up to 3 single page (US Letter) docurrents in JIG, FDF or 11FF forrret 71 Previous Lodging Tax Grant Information Previous Years Has your event received Lodging Tax funds in previous years? Awarded Lodging Tax r No, this event/project has not previously received Lodging Tax Funding. Grants* r Yes, 1 year previous r Yes, 2 years previous r Yes, 3 or more years previous How many participants and spectators attended last year's activity and/or will attend this year? Prior Year* 600 Projected * 600 How many days did/will your event occur? Prior Year* 30 Projected * 30 How many paid overnight stays were and/or will be booked as a result of your project/event? Prior Year* Projected* 200 200 Paid Overnights' Data Support Explain how the room nights data above from the prior year was collected and how the projection for the next year is derived. (For example, if there was a survey conducted for the prior year, explain the methodology. For the projections, what are they based upon and how is that basis justified?) Prior Year Paid As mentioned before, determining overnight stays in extremely difficult in Roslyn Overnight's Stay since we have very few overnight options in town - a few vacation rentals, one bed Response* and breakfast and a four-bedroom inn. What we do is look at the number of people who come to the Framers Market (an average of 3,300 adults) and estimate that at least half of those people came from a distance away. Roslyn only has 890 inhabitants - including children. So of those 1,650 it is logical to speculate that at least 400 people (whoa re couples) stayed the night in Cie Elum or in one of the many campgrounds. We would like to be more specific. n our 2017 grant application, RTown requested $1,000 in funds to purchase or lease tools that would allow us to calculate tourist visits, especially those who stayed overnight. Commissioner Jewell declined that budget item because the county intended to purchase or develop a tool to measure visitors related to tourism. He said that would be available to RTown for the Art Festival. A survey tool from the County has not yet become available, but such a tool would be very useful. 2500 character limit. Prior Year Paid In addition to field above, you rray upload the evidence to support the prior years' roomnight infornation. Overnight Stay Data You nay upload up to three single pages (US Letter), of information, If you a single rrufti�page document, only the first three pages will be considered. The following formats, will be accepted: JFG, FDF or 11FF Application Questions: Part 5 81 Funding Does your organization have, or have you applied for, grant funding from other sources? If not, why not? If yes, please list the funding you have for the project, including any volunteer and in-kind sources in Question 91 Project Budget Overview. Funding sources and amounts which have not yet been secured will be listed separately, in the field(s) directly below. Finally, what changes would occur if the project couldn't be funded? Other Funding* toes your organization have, or have you applied for funding from other sources? r Yes F No Explanation * If not, why not? The due dates for applying to three sources of funding are not until the spring. Last year, we got over $7,000 in additional grant funding from the Suncadia Fund for Community Enhancement and the Roslyn Downtown Association. 2500 character limit Funding Shortfalls* What changes would occur if the project couldn't be funded? We would hold an an abbreviated event, and rely in more in-kind contributions of time and space. 2500 character lirrit. Matching Funds 454.76 Percentage % This field will auto fill with the correct percentage based on your input to budget section below. 91 Project Budget Overview Please complete budget for this project/proposal. If your agency operates independently of this project application it may not be necessary to submit the entire agency budget. You must submit a budget which 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 (need not be consecutive) for the project/proposal if applicable. 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. ATTENTION: In an effort to allow an adequate level of flexibility for all applicants, not all fields in the budget portion are required to be filled before this form is submitted. Providing all applicable data is your responsibility, failure to do so will potentially jeopardize your application's chance for review. Verification of In-kind For any claimed irknd contributions valued at $500 or more and related to rrarketing/advertising, you trust subrrit Contributions verifying documentation which assures the contribution will be provided. Budget Year Edit if necessary 2016 2017 2018 2019 Revenues From Consolidated Lodging Tax Grant Past Actual 3 Past Actual 2 Past Actual 1 Projected LTAC Grant $ 12,000.00 $ 6,000.00 $ 2,600.00 $ 2,100.00 Funding All Other Revenues Projected Account Name Past Actual 3 Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Artists fees $ 0.00 $ 620.00 $ 620.00 $ 600.00 Wine Grab $ 0.00 $ 0.00 $ 0.00 $ 0.00 Art sales $ 0.00 $ 0.00 $ 0.00 $ 0.00 SFCE $ 0.00 $ 0.00 $ 1200.00 $ 2600.00 RDA $ 0.00 $ 0.00 $ 500.00 $ 2600.00 In -Kind Contributions (except volunteerism) Projected Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Business space $ 1250.00 $ 1250.00 $ 1250.00 $ 1250.00 Donated advertising $ 2000.00 $ 2000.00 $ 2000.00 $ 2000.00 Donated material $ 0.00 $ 500.00 $ 800.00 $ 500.00 Contributions of Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Number of Hours 455 375 855 920 Evidence of Volunteer Rease upload a single file which offers evidence in support of the projected volunteer hours. Contributions* 2018 Art Fest Volunteer Hours.pdf 127.48KB Calculated Value of $ 21,675.20 Projected Volunteer Time Past Actual 3 Past Actual 2 Revenue Totals $ 15250.00 $ 10370.00 Expenses Account Name Past Actual 3 Past Actual 2 Art Show/Dance $ 15010.00 $ 19162.00 Past Actual 3 Past Actual 2 Expense Totals $ 15010.00 $ 19162.00 Profit & Loss Past Actual 3 Past Actual 2 $ 240.00 $ -8792.00 Past Actual 1 Projected $ 8970.00 $ 33325.20 Past Actual 1 Projected $ 21000.00 $ 21000.00 Past Actual 1 Projected $ 21000.00 $ 21000.00 Past Actual 1 Projected $ -12030.00 $ 12325.20 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 Wil comply with all provisions thereof. Certified by:* Name* Janine Brodine Applicant's Title* Art Fest Coordinator INTERNAL REVENUE SERVICE P. 0. BOX 2508 CINCINNATI, OH 45201 Date: J U N 17 2014 RTOWN COMMUNITY C/0 JANINE BRODINE PO BOX 197 ROSLYN, WA 98941-0197 Dear Applicant: DEPARTMENT OF THE TREASURY Employer Identification Number: 27-2048655 DLN: 17053093380013 Contact Person: CUSTOMER SERVICE ID# 31954 Contact Telephone Number: (877) 829-5500 Accounting Period Ending: December 31 Effective Date of Exemption: August 12, 2"0 Addendum Applies: NO We are pleased to inform you that upon review of your application for tax exempt status we have determined that you are exempt from Federal income tax under section 501(c)(3) of the Internal Revenue Code. Contributions to you are deductible under section 170 of the Code. You are also qualified to receive tax deductible bequests, devises, transfers or gifts under section 2055, 2106 or 2522 of the Code. Because this letter could help resolve any questions regarding your exempt status, you should keep it in your permanent records. Based on the information you submitted with your application, we have determined you are likely to qualify as a private operating foundation described in section 4942(j)(3) of the Code. Accordingly, you are treated as a private operating foundation for your first year. After that, you will be treated as a private operating foundation as long as you continue to meet the requirements of section 4942(j)(3). You are required to file Form 990 -PF annually. Please see enclosed Publication 4221 -PF, Compliance Guide for 501(c)(3) Private Foundations, for some helpful information about your responsibilities as an exempt organization. Enclosure: Publication 4221 -PF Sincerely, 740q-�—� 1000?'O-eoo� Director, Exempt Organizations Letter 1075 2018 Art Fest Volunteer Hours Here is a sample of the volunteer attendance atmee67p and events. The uaformadon was taken from meetingnotes ART FEST TEAM - each meeting was about 4 hours 2017 DEBRIEF NOTES Janine, Andrea, Arthur, Lennie, Lorie, Sandra, Sheryl, Pam, Nancy, Susie Jenny, Peg, Clay AGENDA --RAF March 27,2018 Janine, Andrea, Arthur, Lennie, Lorie, Sandra, Sheryl, Pun, Nancy, Susie ,Jenny, Peg, Clay NOTES FROM APRIL 20 Janine, Nancy, Sandra, Andrea, Ginger, Rene, Lorrie, Pam NOTES FREOMMAY 11 - Pam, Clay, Ginger, Sheryl Janine Dance Planning July 6 at 5:00 at Brodines Arthurs, Peg, Alesha, Lorrie, Claudia, Beth and Cordy RTOWN Board Meetings - each meeting was about 4 hours RTown Board Minutes May 20, 2018 Meeting at Claudia Guilford's Present: Janine, Marc, Cordy, Peg, Claudia Absent: Arthur, Beth, Alyssa, Sibyl RTown Board Minutes June 4, 2018 Meeting at Cooke/Bryant Present: Janine, Marc, Cordy, Peg, Claudia, Arthur, Beth, Alyssa. Absent: Sibyl 1RTomi Community Board Meeting Notes April 30 - Brodines 7:05 Present - Peg, Cordy, Janine, Marc, Beth, Claudia, no Arthur Alesha, Sibyl, EVENT VOLUNTEERS August 3 Reception Cordy, Peg, Claudia, Janine, Arthur, Lennie, Lorie, Sandra, Sheryl, Pam, Nancy, Clay, William - 6hoursX13 78hours August 4 Dance - Cordy, Peg, Claudia, Janine, Arthur, Lennie, Lorie, Sandra, Sheryl, Pam, Nancy, Clay, William, Gemma 6hoursX18 108hours SAT, AUG 4 2018 --- ROSLYN ART FEST r v r o 0 PENNSYLVANIA St -------- --ter Il � TRY IT STATIONS 0 Painting on Easels - Roslyn Yard • Paint a masterpiece Watercolor Bookmarks - Roslyn Bike Shop • Beautiful bookmark for your book Happy Hats - The Hideaway (by Markos) • Build a hat to wear Miner's Tags - Roslyn Museum Tap out a tag with your name Put Yourself in Art - NWI/Heritage • Take a picture with you head inside a piece of art! Restrooms 9 El ARTISTS AT WORK 0 Artists will be around town painting or creating art BUSKERS 0 PK Dwyer in front of NWI - Sat. 1230 Young buskers on Pennsylvania Avenue FA ttriefi Art. Shoal iC °.' • . ririay Wine eception a �C at Night • . ` • r treetDance _ • ' " lein Air ainting ryiit S(atio _ -•�,La 4( ... j1w vV Exhibit "B" Guidelines and Requirements for Advertising Expenditures of Lodging Tax Section 1. Brandi EXHIBIT "B" Contractors who have been approved to utilize grant awards for advertising expenditures must incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism information as follows: A. Websites and Social Media Sites must include the County's and appropriate City's tourism website logo with an operational link to the site(s). The logo must be displayed on the contractor's home page; it must be sized no smaller than % inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. B. 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 %: inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. C. Video Advertising of all types (including but not limited to television, online, electronic kiosks, motion billboards, etc.) must include the County's and appropriate City's tourism website logo. The logo must be sized no smaller than % inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. All logos and website information may be obtained by contacting the Director of Tourism, Kittitas County Chamber of Commerce. Section 2. Advertising Reimbursements Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere to the following guidelines and requirements for each type of advertising media utilized. A. Print Advertisi 1. Print advertising placed with any media provider which operates exclusively outside of Kittitas County may be reimbursed at 100% of the cost, including any production costs. To operate exclusively outside of Kittitas County, the provider must not be physically located in the County and/or not distribute any media within the County. Print advertising placed with any media provider which operates inside Kittitas County may be reimbursed as follows: a. For date -specific events, advertising the day of the event and up to 10 days prior to the event may be reimbursed at 100% of the cost, including any production costs. EXHIBIT "B" 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 Advertisin : 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: 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/Poster : 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. EXHIBIT "B" 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.