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HomeMy WebLinkAboutLT-2019-017-Hospice FriendsLT -2019 -017 -HOSPICE FRIENDS 2019 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND HOSPICE FRIENDS 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 HOSPICE FRIENDS FOR CRUISIN'FOR HOSPICE EVENT ("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. Scone 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 one thousand, eight hundred, and ninety-six dollars ($1,896.00) (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 one thousand, eight hundred, and ninety-six dollars ($1,896.00) (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 -017 -HOSPICE FRIENDS Attn: Auditor's Accounting 205 West 5th Ave — Suite 105 Ellensburg, WA 98926 a u d i torsacco u nti nR@co. kitt ita s.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: • Multiple advertisements in Cruzin Magazine • Promotional brochures for out of town car clubs 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 Agreement by this reference. Contractor agrees to obtain all required licenses and permits, 2019 County Lodging Tax Funding Agreement Page 2 LT -2019 -017 -HOSPICE FRIENDS and further agrees to keep them in full force and effect during the term of this Agreement. d. The County and the Contractor agree that in fulfilling the terms and conditions of this Agreement neither shall discriminate on the basis of race, creed, color, national origin, age, sex, marital status, or the presence of a physical, sensory, or mental handicap. e. The Services shall at all times be subject to inspection by and approval of the County, but the County's making (or failure or delay in making) such inspection or approval shall not relieve Contractor of its responsibility to perform the Services in accord with this Agreement, notwithstanding the County's knowledge of defective or non -complying performance, or the substantiality or ease of discovering the same. Contractor shall provide the County with sufficient, safe, and proper facilities and equipment for such inspection and free access to such facilities. f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly furnish the County or its designee, or such Federal or State auditor with such information related to the Services as may be requested by the applicable governmental entity. Contractor shall preserve and maintain all financial records and records relating to performance of Services under this Agreement for six (6) years after contract termination. For such duration after the County makes final payment of compensation due hereunder, Contractor shall provide the County access to (and the County shall have the right to examine, audit and copy, with or without notice) all of Contractor's books, documents, papers and records related to the Services or this Agreement. g. Contractor understands and acknowledges that Contractor is solely responsible for its own reporting and accounting of all state, federal, social security, and local taxes, of every nature, arising from Contractor's performance of this Agreement. All compensation received by the Contractor will be reported to the Internal Revenue Service at the end of the calendar year in accord with the applicable IRS regulations. Section 4. Release. Indemnitv. and Hold Harmless. The County assumes no liability for the Contractor's actions under this Agreement. Contractor releases and shall defend, indemnify, and hold harmless the County, its officers and employees, agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities, damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or may arise or be alleged to arise out of or by reason of this Agreement including: • Any fault, negligence, strict liability or product liability of Contractor in connection with the Services for this Agreement; e 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 -017 -HOSPICE FRIENDS Section S. Compliance with Public Records Law. a_ In compliance with Washington's public records law, the County will retain copies of any documents associated with this Agreement, which may be required by law unless legally exempt from such retention, for any applicable legally required retention period. b. In the event a public records request is made to the County for documents created in relation to this Agreement, should legal uncertainty arise regarding the disclosability of any documents under federal or state public records laws, the County shall provide notice to Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow Contractor to seek a court injunction. c. The County specifically shall not be liable to Contractor for the County's release under public records laws of any documents not protected by trademark, copyright or other law. Section 6. Industrial Insurance Waiver. With respect to performance of this Agreement and as to any claims against the County, its Additional Insureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, for injuries to Contractor's employees and agrees that the obligations to indemnify, defend and hold harmless provided in this Agreement extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is mutually negotiated by the parties to this Agreement. Section 7. Insurance and Endorsements. a. The County may require through a request in writing that the Contractor provide the County with a certificate, binder, or policy of liability insurance, acceptable to the County in an amount specified by the County. b. Such liability insurance shall be such as will protect Contractor, its employees, agents and representatives, from all claims, losses, harm, costs, liabilities, damages and expenses arising out of personal injury (including death) or property damage that may result from performance of the Services or this Agreement, whether such performance is by Contractor or any of its employees, agents or representatives. c. Should the County require such liability insurance, the Contractor agrees to provide proof of insurance prior to commencing performance of this Agreement. d. Copies of the County's written request and the insurance documents provided by Contractor shall be attached to this Agreement and by this reference will be made part hereof. e. Where insurance is requested by the County, all liability insurance policies shall be endorsed to include the County as an Additional Insured and shall stipulate that the insurance afforded by the policies shall be primary insurance, and that any insurance, self-insured 2019 County Lodging Tax Funding Agreement Page 4 LT -2019 -017 -HOSPICE FRIENDS 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 -017 -HOSPICE FRIENDS 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 [Print Name] Vice Chair Commissioner [Address] [Telephone] ATTEST: Clerk of the Board APPROVED AS TO FORM: Deputy Prosecuting Attorney 2019 County Lodging Tax Funding Agreement Page 6 CLTAC: Application for Lodging Tax Grant Funding EXHIBIT A, Grant Application Did you attend the Grant Application ftrkshop - 2018 hosted by the Kailas County C haniDer of Corrnprce? Workshop - 2018 * f Yes R No Submittal Instructions r Yes, & General I have read and understand SubiTittal Instructions and General Infor Tation for the 2018 Lodging Tax Grant Funding Information* Rocess 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 Name of Organization * Hospice Friends Organization Address* Street Address 302 S. Main St Address Line 2 aty Ellensburg Fbstal / Zip Code 98926 Website www.hospice-friends.org Federal Tax ID #* 91-1246307 UBI # * 601-150-158 Organization is a: * r Government Entity C 501(c)3 r 501(c)4 r 501(c)6 r Other State ! Frovince / Region Washington Country United States (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 Hospice Friends Tax Exempt IRS Verification.pdf Org a n i zat io n Statu s * AcceptaNeIilefornetsinclude JFG,PCF o,IFF. Contact Information First Name* Ken Last Name* Grannan 341.59KB A Phone Number* 509-968-5117 Email* director@hospice-friends.org Project or Event Information Project/Event Name* Cruisin' For Hospice Event Dates Please provide any specific dates, or range of dates, on which your event or project Wll be held. You may add as many dates or date ranges as necessary. Event Dates Start Dates* End Dates 6/1/2019 6/2/2019 Project/Event Downtown Ellensburg 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 $ 1896.00 Requested * V you selected "Ongoing Roject/Event" above this arrount nay not exceed 10% of the total expense budget of this project. Funding Request Max 1,897 Tourism Seasons * Fromthe list below, what season will your project enhance tourism? Select any which apply, r Year-round (January - December) r Off Season (November - February) r Shoulder Season (October or March - May) rJ 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: Cruisin' for Hospice is a partnership between Hospice Friends and local car clubs Project/Event to raise much needed funds. These funds help in providing comfort and Description * compassionate care for the terminally -ill, elderly and those facing short term medical needs. All of our services are free of charge to anyone in Kittitas County The primary activity is the classic car show which happens on Sunday June 2, 2019. This will take place on East 4th Avenue and Pine Street in downtown Ellensburg. There is a Saturday afternoon activity that is a "Fun Run" drive that includes the cities of Kittitas, Ellensburg and Thorp. Over the years, most participants of Cruisin' for Hospice were local car enthusiasts. However, 15-20% of our car enthusiasts travel over 50 miles to attend our event. Our 2018 Fun Run and Car Show included cars from as far away as Port Angeles. We want to continue expanding Cruisin' for Hospice by increasing our marketing efforts outside Kittitas County to attract more weekend participants. Our goal is to get the out-of-town attendees who usually only come for the day of the show, to be enticed by other activities they can attend throughout the weekend, by tying those into our event. 2019 will mark the 20th Annual Cruisin' For Hospice Classic Car Show. Planning big changes for the event, we moved the event from Friday -Saturday to Saturday - Sunday. This event will incorporate opportunities for car enthusiast families to spend the weekend enjoying all Ellensburg has to offer. We are also incorporating two streets to effectively double the venue space. This change will allow for the addition of Vendors, Live Music performances and up to 200 vehicles. This event change could bring in as many as 400 car club members and draw several hundred or even a couple thousand local spectators. For our 2019 event we are expecting a substantial increase in budget due to the exciting changes. We had hoped to seek additional funds however; the 10% requirement sets us at $1,896.00. This amount would be a huge help to reaching a larger audience and very much appreciated. These funds will be used for Cruan Magazine advertising in the amount of $1500. The balance would be spent promoting our event to out of town car clubs and vendors. Our advertising budget alone for 2019 will be in excess of $4500.00 in order to draw the anticipated participants. 2500 character linit List of Intended Use of Funds* 1500.00 to be used for multiple Advertisements in Cruan Magazine. 396.00 to be used for promotional brochures for out of town car clubs. 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 accormDdations; Projection * With money received by provision of this grant, we strongly believe that we can draw from car clubs as far away as Oregon and Idaho, as we have seen the interest in past years. In recent years we have failed to promote at greater distances due to the lack of of funds and available space in Downtown Ellensburg. For 2019, we have expanded our venue downtown to encompass 4th street and Pine street, this will effectively double our available space. By moving our show to Sunday and increasing activities on Saturday, we have a much better opportunity to draw more people for an overnight stay. This will allow us to utilize the grant funds to reach clubs we couldn't effectively promote to in the past. Secondly, in the past we failed to promote our event until the April issue of Cruzin Magazine. Due to lack of funds, we only placed one notice in the magazine. This is a huge mistake in timing and promotions. After doing a survey from the 2018 show we learned most car enthusiasts have their schedule mapped out in February or March, prior to our show being advertised. Therefore, it's very difficult to get new attendees, as they have already set their schedule for the year. For 2019, we plan advertisements in the Car Show Calendar that comes out in Fall of 2018, December 2018 issue and the February 2019 issue of Cruizin Magazine. Cruzin Magazine is the premier car show publication for over 200 clubs and the main source for determining which events they will attend. Moving the Fun Run from Friday evening after work, to Saturday afternoon with a musical event and gathering afterwards, we eliminate the after work commute and will definitely increase our attendance. In our advertising we will promote the farmers market, downtown businesses and incorporate several incentives for our attendees to visit these locations. The show Wil be on Sunday and many attendees like to arrive early to pick the best spot. By having the Fun Run at an earlier time Saturday with an after run event, many participants Wil choose to arrive early and stay overnight at a local hotel. We will increase the incentive by working with a local hotel to provide a discounted rate for travelers attending our show. Our projection is to increase attendance by approximately 50% or between 180- 200 registered vehicles, by the proposed changes. This would increase the overnight attendees to approximately 50-55 couples. 2500 character linit Response 2.1: 2016 had 20% 50 miles or more away Evidence* 2017 had 23% 50 miles or more away 2018 had 16% 50 miles or more away - Loss of Director in January 2018. Average is 22.3% over three years of attendees 50+ miles away. This was done Wath consistently late advertising in Cruizin Magazine Wth very few new attendees making up that percentage. With more appropriate advertising and change of days we believe it will be fairly easy to increase attendance to 25-28% from 50+ miles away. With increased overall attendance this brings the number from the mid twenties to the mid fifties of registered vehicles from 50+ miles away. 2500 character linit Response 2.2:: 2To a place fifty roles or rmre away fromtheir place of residence or business for the day or staying overnight; Projection * Our projection is to increase attendance by approximately 50% or between 180- 200 registered vehicles, by the proposed changes. This would increase the overnight attendees to approximately 50-55 couples. 2500 character limit Response 2.2: 2016 had 20% 50 miles or more away Evidence * 2017 had 23% 50 miles or more away 2018 had 16% 50 miles or more away - Loss of Director in January 2018. Average is 22.3% over three years of attendees 50+ miles away. This was done with consistently late advertising in Cruizin Magazine with very few new attendees making up that percentage. With more appropriate advertising and change of days we believe it will be fairly easy to increase attendance to 25-28% from 50+ miles away. With increased overall attendance this brings the number from the mid twenties to the mid fifties of registered vehicles from 50+ miles away. 2500 character linit Response 2.3: 3. orfromanother country or state outside of their place of residence or business. Projection * We project we will double our "out -of -county" participants equaling approximately 48 new vehicles for our event in 2019, by 2500 character limit Response 2.3: 2016 had 30% Out -of -County - 1.75 % out of State Evidence* 2017 had 31.4% Out -of -County - 2.5% out of State 2018 had 31.25% Out -of -County. - No out of State Average is 30.88% over three years of attendees out of county. This was done Wth consistently late advertising in Cruizin Magazine with very few new attendees making up that percentage. With more appropriate advertising and change of event schedule we believe it will be fairly easy to increase attendance to 40-45% out of county. We have started reaching out to several clubs; Sovren Vintage Racing club of Seattle; Western Antique Aeroplane and Automobile Musem (WAAAM) in Hood River, Oregon; Clubs in Couer d'Alene, Idaho; Moscow, Idaho; Lewiston, Idaho and Pendleton, Oregon. 2500 character lirrit Application Questions: Part 2 0 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 WII 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: What tools will you use to rreasure your event's irrpact on tourisni? Please be specific and provide examples. Measuring Results* We have instituted tracking measures with our registration forms the track home address information, events attended over the weekend and hotel registration information. We also provide an after event survey for attendees to fill out prior to leaving the car show. 2500 character lirrit Response 3 A: A. Is your proect/event year-round or is it seasonal or date -specific? Measuring Results* r Year Round f Seasonal f' Date Specific Your selection here should be supported by the dates you provided above, in the R jest or Event Information section. Response 3 B: B. Mat strategies will you employ to assure you are attracting tourists fromat least 50 miles away? Measuring Results* We plan to employ a simple strategy of advertising the two day event in Cruan' magazine, which covers over 200 car clubs in 5 states in the Pacific Northwest. We will also send invitations to major car clubs within Washington, Oregon, and Idaho. These invitations will not only highlight our two days of events, it will encourage attendees to visit the farmers market, local shops, restaurants and businesses. Between now and the December ad, we hope to work with local businesses to promote special "Car Show' savings for those who travel from out of county. 2500 character lirdt Response 3 C: C Mal strategies will you use to assist in marketing all of Kttitas County as a tourist destination with your Measuring Results* event/project funding request? To promote all of Kittitas County, we will be looking to make relationships with companies such as the Wild Horse Wind & Solar Facility, Suncadia, The Brick in Roslyn, Heritage Distillery in Roslyn, and other business in upper county to promote side attractions for the weekend event. These again would be "Car Show' inspired special events promoted by Hospice Friends and the perspective business throughout the first quarter of 2019. 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 * Partnerships are a very important part of Cruisin' for Hospice and always have been. The show started 19 years ago as the brain child of a local car club member who experienced the loss of his mother and wanted to do something to support Hospice Friends. Over the years, the event grewand another car club was formed and became a partner. After the ninth event, the car clubs and Hospice Friends determined that the planning and implementation of Cruisin' for Hospice should move into the hands of Hospice Friends with continuing support from car club members. Representatives from the local car clubs are integral members of the planning committee. They are ambassadors for Cruisin' for Hospice as they take information flyers to car shows all over the region in the weeks leading up to our event. Members of both car clubs help solicit silent auction items (a peripheral activity on the Saturday of the show) and other tasks necessary to make the event the success it is. The businesses along E. 4th Ave. & Pine Street partner with us to give approval for the street closure. The city of Ellensburg is a partner as they approve the street closure and provide signage and garbage cans. In 2018, we had cash sponsorship's from 19 businesses, silent auction prizes and In -Kind donations from another 43 businesses or individuals. 2500 character limit 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* Cruisin' for Hospice continues to growand, as this happens expenses will increase. The event has operated with surplus over the past few years, which is used to support Hospice Friends programming. As we work toward our goal of making "Cruisin' for Hospice" an expanded tourist event, expenses will continue to grow. We must remain ever vigilant in securing additional revenue streams, such as support from lodging tax funds, to ensure we continue operating with a surplus. We have exceeded our functional limit with the previous space provided by the city. In order to create a truly remarkable and exciting event to sustain the coming years, we have to expand. In addition, Ellensburg saw three new car shows this year which have a dramatic effect on available sponsorship dollars from local businesses. We need to reach further and bring in more people to remain the paramount car show in Kittitas County. As our cause truly has an impact on the community through our services we provide. Current revenue streams include participant fees, sponsorship's, silent auction proceeds, event sales and contributions. 2500 character linit 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 One encouraging fact we learned from our event survey this year, is how many couples attend the show. Many of our attendees say this is one of the few shows their wives look forward to attending due to the downtown location. There is more for the attendees to do at our car show vs other shows which may be in a field or park without any amenities close by. With this information we will alter our advertising to promote the multiple options Kittitas County offers out of town guests. We will work closely with businesses in downtown Ellensburg and in upper county to promote side attractions for the weekend event. Making this a true tourism destination event. Generally the people attending our car show have disposable income and are the perfect demographic to market the community to. Knowing this, they will receive information about the many other festivals and events Kittitas County offers, in hopes of them making return trips. At this time we are in the process of developing our promotional materials for 2019 and do not have completed samples to provide. We would be happy to provide this material later in the year once completed. 2500 character limit Supporting Documents You xray upload any supporting docurmnts such as graphs, images, diagrams, marketing rraterials, etc. You are allowed to submit up to 3 single page (US Letter) documents in JFG, FDF or TIFFfarrrat 71 Previous Lodging Tax Grant Information Previous Years F las your event received Lodging Tax funds in previous years? Awarded Lodging Tax r No, this eventlproject 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 W How many participants and spectators attended last year's activity and/or will attend this year? Prior Year Projected 700 1,500 How many days did/will your event occur? Prior Year* Projected 2 2 How many paid overnight stays were and/or will be booked as a result of your project/event? Prior Year * Projected * 15 48 Paid Overnights' Data Support Explain howthe room nights data above from the prior year was collected and howthe 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 In 2018 we had 15 registrations who stayed overnight in local hotels. 13 of these Overnight's Stay were married couples, making a total of 28 people seeking accommodations. Response* This information was collected from our car show preregistration and event day registration documents, in conjunction with verbal confirmations. This year our projections are based on information provided earlier in this grant proposal. Highlighted below. Increased venue size. Day format change from Friday -Saturday, to Saturday- Sunday. More direct marketing to out of county participants. Expanded events and opportunities for out of town guests throughout the weekend. Incentives to attend "Car Show Partner Activities". Discounted Room Rates for the Event. We expect to increase our out -of -county participants 50+ miles away by about 35 new vehicles (approx. 65 people) for our event in 2019. There is also an opportunity to market to car enthusiasts and general public looking to visit Ellensburg, even if they do not register a vehicle for the event. We will be working on ways to reach additional demographics in the coming months. 2500 character limit. Prior Year Paid In addition to field above, you rray upload the evidence to support the prior years' room`night infornation. Overnight Stay Data You may upload up to three single pages (US Letter), of information. If you a single rrulti-page docurrent, only the first three pages will be considered. The following formats, will be accepted: JFQ FDF or TIFF Application Questions: Part 5 h _,.,_..,.._..,__.._,.._... _...._.... _ - 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 * Does your organization have, or have you applied for funding from other sources? r Yes r No Funding for which you have applied but not yet secured Funding Source 2019 Cash Sponsors 2019 Raffle donation of Flat screen TV's Funding Shortfalls* Mat changes would occur if the project couldrit be funded? Amount $ 2,000.00 $ 1,500.00 If we do not receive lodging taxfunding we will reduce marketing efforts outside Kittitas County. Which will have a slight impact on our ability to bring in a larger group of attendees. This will decrease the money spent in local shops, restaurants, and hotels in Kittitas County. If funding is not granted, we will continue to work with our local community to make it the best event possible and try to find other funding sources to help us achieve our goals. We are dedicated to this event, Kittitas County, and the car enthusiast culture to continue this event as the best Classic Car Show in Kittitas County. 2500 character iml. Matching Funds 1002.11 Percentage % -leis field will auto fill with the correct percentage based on you 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 projectlevent 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 marketingladvertising, 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 itemiang 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 clairred indI nd contributions valued at $500 or more and related to narketingladvertising. you must submt Contributions verifying docunrentation which assures the contribution will be provided. Budget Year Edit if necessary 2016 2017 2018 Revenues From Consolidated Lodging Tax Grant 2019 Projected $ 1,896.00 Projected $ 15000.00 Projected $ 4000.00 Contributions of Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Number of Hours 125 164 180 Evidence of Volunteer Rease upload a single file which offers evidence in support of the projected volunteer hours. Contributions* Volunteer hours 2017- 2018.pdf 85.17KB Calculated Value of $ 4,240.80 Projected Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Revenue Totals $ 6138.45 $ 10301.75 $ 14061.58 $ 25136.80 Expenses Account Name Past Actual 3 Past Actual 3 Past Actual 2 Past Actual 1 LTAC Grant $ 0.00 $ 0.00 $ 475.00 Funding Past Actual 2 Past Actual 1 Projected All Other Revenues $ 7541.13 $ 10915.00 Account Name Past Actual 3 Past Actual 2 Past Actual 1 Cruisin' For Hospice $ 6138.45 $ 10301.75 $ 9995.58 In -Kind Contributions (except volunteerism) Account Name Past Actual 3 Past Actual 2 Past Actual 1 43 donors - Cruisin' $ 0.00 $ 0.00 $ 3591.00 for Hospice Projected $ 1,896.00 Projected $ 15000.00 Projected $ 4000.00 Contributions of Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Number of Hours 125 164 180 Evidence of Volunteer Rease upload a single file which offers evidence in support of the projected volunteer hours. Contributions* Volunteer hours 2017- 2018.pdf 85.17KB Calculated Value of $ 4,240.80 Projected Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Revenue Totals $ 6138.45 $ 10301.75 $ 14061.58 $ 25136.80 Expenses Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Cruisin' For Hospice $ 3589.73 $ 7541.13 $ 10915.00 $ 18967.00 Past Actual 3 Past Actual 2 Past Actual 1 Projected Expense Totals $ 3589.73 $ 7541.13 $ 10915.00 $ 18967.00 Profit & Loss Past Actual 3 Past Actual 2 Past Actual 1 Projected $ 2548.72 $ 2760.62 $ 3146.58 $ 6169.80 Application Certification A 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 Wth all provisions thereof. Certified by: * Name* Ken Grannan Applicant's Title* Executive Director Internal Revenue Service Date: June 30, 2006 HOSPICE FRIENDS 401 E MOUNTAIN VIEW AVE STE 3 ELLENSBURG WA 98926-3795 Dear Sir or Madam: Department of the Treasury P. O. Box 2508 Cincinnati, OH 45201 Person to Contact: DALPHENE NAEGELE 31-04012 CUSTOMER SERVICE SPECIALIST Toll Free Telephone Number: 877-829-5500 Federal Identification Number: 91-1246307 This is in response to your request of June 30, 2006, regarding your organization's tax- exempt status. In May 1984 we issued a determination letter that recognized your organization as exempt from federal income tax. Our records indicate that your organization is currently exempt under section 501(c)(3) of the Internal Revenue Code. Our records indicate that your organization is also classified as a public charity under sections 509(a)(1) and 170(b)(1)(A)(vi) of the Internal Revenue Code. Our records indicate that contributions to your organization are deductible under section 170 of the Code, and that you are qualified to receive tax deductible bequests, devises, transfers or gifts under section 2055, 2106 or 2522 of the Internal Revenue Code. If you have any questions, please call us at the telephone number shown in the heading of this letter. Sincerely, A44m;VA110A) Janna K. Skufca, Director, TE/GE Customer Account Services 00 O O O O O O O O O O O O O O O O O u O 0 o 0 o o o D o o 0 o 0 0 o O o 0 CL ai 0 0 0 coo coo o O 000 o O o 3 a Ln o Ln o 0 0 0 111 Ln Ln tt 0 0 0 N m �.Ln LnN N LA N _ 3 00 0 r-- N 00 vl O O O � v1 LA 3 TIN N N M O M O O O — Ln Ln m M O O O l0 M d N M ^ Ln O Ln O O O Un Ln Ln Ln Ln M O M l0 lA _ � O N N N n N N N 00 Ln ^ m M N O1 QM Ln O Ln O Ln Ln LA Ln C1 l0 O O O l0 O LA t N N O O ^ N N i co 0o C 00 N N O O Ln NLn O 00 Ln N � a, ko m n LA Ln LA 111 M N LA M M Ln d> N LA N 1L1 O� O Ln O u+ m O� 0 (ry)D Ln m 000 N N N N L V i = LA L O a) > _ = 3 Ln •1tt O `O to in v1 / • u L O a 4. L O L = C LA u 'a V > 2 LA L Q W U � L Ln L LA c o W N L 1n �, o rn CU w U ro t c = O ro = c O _ L = r v O +' CO y Q + aoi v C > 4O O y aJ ar 7 CL •�, .2 '+� •�, c d > '41 a J 4- C aJ « C3 > U V rd -, C � 6. 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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 Dis is Advertisin 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 %2 inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. 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. 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 Advertising: 1. Online advertising and promotion may be reimbursed at 100% of the cost, including any production cost. Streamed media (radio, television, other) requests for reimbursement must include a statement from the media provider specifying the percentage of recipients which are outside of Kittitas County. Reimbursements will be allowed for the percentage distributed outside of Kittitas County, including any production costs. D. Direct Mail: Direct mail advertising may be reimbursed at 100% of the cost, including any production cost, for each item mailed or shipped to a destination outside of Kittitas County. In order to receive reimbursement, a list of the addresses and a signed statement from the contractor that the list is accurate, or other proof of delivery, must be provided along with other required documentation. E. Flyers/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. 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.