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HomeMy WebLinkAboutLT-2019-019-Chamber-Tourism EntrepreneurshipLT -2019 -019 -CHAMBER -TOURISM ENTREPRENEURSHIP 2019 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND KITTITAS COUNTY CHAMBER OF COMMERCE FOR TOURISM ENTREPRENEURSHIP PROGRAM -IMPLEMENTATION 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 KITTITAS COUNTY CHAMBER OF COMMERCE FOR THE TOURISM ENTREPRENEURSHIP PROGRAM -IMPLEMENTATION ("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 z. Payment. a. As full compensation for satisfactory performance of the Contractor's Services, the County agrees to pay Contractor the sum of nine thousand, six hundred dollars ($9,600.00) (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 nine thousand, six hundred dollars ($9,600.00) (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 -019 -CHAMBER -TOURISM ENTREPRENEURSHIP Attn: Auditor's Accounting 205 West 5th Ave —Suite 105 Ellensburg, WA 98926 a ud ito rsa cco u nti ng@co, kittita s. wa. us e. Reporting requirements of your events will be required on prescribed forms from the County Auditor. f. Contractor is eligible to claim reimbursement for the following items and amounts only: • Facility rentals • Speaker fees and travel expenses 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 -019 -CHAMBER -TOURISM ENTREPRENEURSHIP 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 -019 -CHAMBER -TOURISM ENTREPRENEURSHIP Section 5. Compliance with Public Records Law. a. In compliance with Washington's public records law, the County will retain copies of any documents associated with this Agreement, which may be required by law unless legally exempt from such retention, for any applicable legally required retention period. b. In the event a public records request is made to the County for documents created in relation to this Agreement, should legal uncertainty arise regarding the disclosability of any documents under federal or state public records laws, the County shall provide notice to Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow Contractor to seek a court injunction. c. The County specifically shall not be liable to Contractor for the County's release under public records laws of any documents not protected by trademark, copyright or other law. Section 6. Industrial Insurance Waiver. With respect to performance of this Agreement and as to any claims against the County, its Additional Insureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, for injuries to Contractor's employees and agrees that the obligations to indemnify, defend and hold harmless provided in this Agreement extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is mutually negotiated by the parties to this Agreement. Section 7. Insurance and Endorsements. a. The County may require through a request in writing that the Contractor provide the County with a certificate, binder, or policy of liability insurance, acceptable to the County in an amount specified by the County. b. Such liability insurance shall be such as will protect Contractor, its employees, agents and representatives, from all claims, losses, harm, costs, liabilities, damages and expenses arising out of personal injury (including death) or property damage that may result from performance of the Services or this Agreement, whether such performance is by Contractor or any of its employees, agents or representatives. c. Should the County require such liability insurance, the Contractor agrees to provide proof of insurance prior to commencing performance of this Agreement. d. Copies of the County's written request and the insurance documents provided by Contractor shall be attached to this Agreement and by this reference will be made part hereof. e. Where insurance is requested by the County, all liability insurance policies shall be endorsed to include the County as an Additional Insured and shall stipulate that the insurance afforded by the policies shall be primary insurance, and that any insurance, self-insured 2019 County Lodging Tax Funding Agreement Page 4 LT -2019 -019 -CHAMBER -TOURISM ENTREPRENEURSHIP 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. 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. 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 -019 -CHAMBER -TOURISM ENTREPRENEURSHIP 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 Grant Application Dd you attend the Gant Application Workshop - 2018 hosted by the KIt tas County Chanber of Cbrrrrerce? Workshop - 2018* f• Yes f No Submittal Instructions r Yes, & General I have read and understand Subnittal Instructions and General Infon- ation for the 2018 Lodging Tax Gant Funding Information * Process / 7 5' 1. EXHIBIT "A" 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* KITTITAS COUNTY CHAMBER OF COMMERCE Organization Address* Street Address 609 N MAIN STREET Address Line 2 City ELLENSBURG Postal / Zip Code 98926 Website WWW. KITT ITASCOUNTYCHAMBER. COM Federal Tax ID #* 91-0210430 UBI # * 601-133-921 Organization is a: * r Government Entity r 501(c)3 r 501(c)4 w: 501(c)6 r Other State / Province / P--gion WA 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 501c6 Status.pdf Organization Status* Acceptable file fornatsinclude: JFG,PDF orTIFF Contact Information First Name* AMY Last Name* MCGUFFIN 282.73KB Phone Number* 509-925-2002 Email * AMY@KITTITASCOUNTYCHAMBER. COM Project or Event Information Project/Event Name* TOURISM ENTREPRENEURSHIP PROGRAM- IMPLEMENTATION 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 1/11/2019 12/31 /2019 Project/Event COUNTY -WIDE Location * New or Ongoing r Ongoing Project/Event (More than four years in existence) Project/Event? * C New Project/Event (Four or fewer years in existence) Amount of Funding $ 9600.00 Requested * If you selected "ongoing Project/Event" above this arrount rray not exceed 10% of the total expense budget of this project. Funding Request Max 9,600 Tourism Seasons * Fromthe list below, what season will your project enhance tourism? Select any which apply_ W Year-round (January - December) (� Off Season (November - February) j— Shoulder Season (October or March - May) r 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 Chamber's mission is to provide programs geared toward promotion and Project/Event healthy growth to improve the county's economic base. Description County businesses still lack basic planning principles to make better informed decisions- that can increase the odds of developing a successful tourism business that impacts the community economically. Connection with the tourism economics is the first lodging tax project to address this critical yet overlooked component of tourism. While, we did get funding for the creating of the program, we are ready to assist new and experience entrepreneurs to develop a business concept in Central Washington. While tourism is a mature industry in Kittitas County, there remains tremendous potential for new development and services to entice tourists to the area. After all, if businesses know who tourists are and what they seek, services and products will better enhance the visitor experience. The common objective of both government and industry is to meet the needs and exceed the expectations of visitors through market-driven tourism development and Economic Advancement. The Tourism Entrepreneur Program is intended to support entrepreneurs in doing exactly that. Who should participate in this program? The program is designed to help explore opportunities in the tourism sector, understand what it takes to be a tourism entrepreneur, and know what you need to have ready prior to starting a business. The program can also be useful for those who already have a tourism business, but want to explore new ideas. Once finished with the program it is our hope that the business that participate will have simple, clear and compelling answers to these questions: What experience are you selling? Why will people buy your experience (what is your pitch)? Who are your competitors? What is your competitive advantage? How is your experience sold? How are going to promote your business to customers? How will your business operate? How will you finance your business? Howvall you know you are successful? 2500 character lirrit List of Intended Use of Funds* Facility Rentals Speaker Fees and Travel Expenses Addtl Studies 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 from their place of residence or business and staying overnight in paid acconYrodations; Projection * A continued goal for the chamber is to assist the local businesses to entice visitors to spend more time and money county -vide. Implementation of the program will create and market new and enhanced Central Washington tourism experiences in all regions of Kittitas county. Aligning our tourism system and all of its parts to create value for the traveler, will poise the area for additional overnight growth. With the investment of destination marketing it will help the smaller businesses because of the traveler -focused, creative and innovative promotions that provides the platform to grow visitation. Increased visitation equals great experiences stimulate word -of mouth advertising, social networking and expectation of even better experiences. Total Hotel Visitation has increased over the past year with just destination marketing. (STAR report provided by Chamber of Commerce) 2016 was a 3.4% change in hotel demand, 2017 saw a 4% increase and current year to day in 2018 we are seeing a 4% change in hotel demand. We would anticipate a longer term benefit to the communities by ensuring this year's implementation of the program. The program has a component that will focus on promotions and we will have a target market that includes Washington, Oregon and some parts of Idaho. A major goal for the program is to evaluate the participants cash register sales, zip code surveys to see the change. 2500 character limit Response 2.1: Methodology: Evidence* - The economic impact dollar assumption used in the 2017 Dean Runyan report - The base visitor data from participants that will be supplied to provide zip code of each consumer in the location. We will then multiply the base data by a multiplier depending on the information provided by the Dean Runyan report of party size. - Special Note: participants host special event nights and during those events we will be surveying that population of users to determine results of the events. - The number and data information will be based on interviews with the participants and surveys of some users groups, and knowledge we have about how each participate uses the program and information provided. 2500 character limit Response 2.2: 2.To a place fifty roles or rrnre away fromtheir place of residence or business for the day or staying overnight; Projection* Regardless if day or overnight, it is important to recognize that tourism businesses provide EXPERIENCES. While tourists do purchase products (souvenirs, meals) and services (transportation), their major purchase is that of an experience. In the implementation of the program the participants will embrace the following: Seasonality of demand: high and low seasons. The weather - always unpredictable Changing of trends in the market Varying expectations of the visitor High fixed costs, such as property, land and equipment, may require large up -front investment. Single -use nature of assets: accommodation facilities in particular This program will take the participants and focus on the value of promotion of their businesses. By doing so the target market of Washington, Oregon, and some parts of Idaho will bring an area of interest as we are seeing most travelers coming to our area is within Washington state, some Oregon and some from Idaho. We will use previous sales information provided by the participants and do a comparison throughout the program to see the increase of people 50 miles or further. We will also see if they are here for leisure or business travel. 2500 character limit Response 2.2: See information listed in the response 2.1` Evidence* Until we implement we will be basing our evidence similar to that above for all sections. 2500 character lirrit Response 2.3: 3. or from another country or state outside of their place of residence or business. Projection * Our target market during the program will bring in the other states mentioned of Oregon and Idaho. But because of our central location we will not be surprised if we see some numbers from British Columbia also. We determine those measurements by the methodology listed above in 2.1 2500 character limt Response 2.3: Included in the answer of Reponse 2.1 Evidence * 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: What toils will you use to rreasure your event's impact on tourisrrf.? Pease be specific and provide examples. Measuring Results* Businesses participating in the program will be required to share before/after data on their visitor -related business volume (most likely anonymously). After backing out the yearly increase/decrease in overall tourism, any increase greater than that average can be assumed to be a result (at least to a significant extent) of participation in the program. For example, if a business sees a 10% increase in tourist customers and the general tourism increase for the year is 7%, it can be assumed that the 3% difference results in some significant part from participation in the program. Additionally, we would use Google Analytics to measure and analyze the number of people visiting our site, how they found our site and what they do when they visit our site. This is where a bulk of pour projections will be followed as for the increase of tourism information; landing pages, time on website, etc. But it will also allow us to follow the purchases of the products that are available from the participating business through online cart options. Unlike radial and drive time studies that use arbitrarily chosen boundaries for customer trade zones, the market definition exercise for the county will be based on zip code surveys completed by cooperating merchants. Zip code surveys have their own limitations, since zip code geographies can be fairly large and stretch beyond typical market boundaries. However, it is the only technique that correlates clearly with customer traffic collected by merchants. Recorded zip codes are used to define a primary trade area, which is then analyzed in terms of demographics and economic activity. Two zip code surveys will be conducted in the county in order to understand the market dynamics of the communities. Merchants will be provided a with a form to record customer i p codes and asked to keep the log for all customers during a ten-day period. Digital surveys will be conducted in collaboration with the Tourism Department to provide user data and overall visitor experience in the county. 2500 character lirrit Response 3 A: A. Is your project/event year-round or is it seasonal or date -specific? Measuring Results* f• Year Round f Seasonal r Date Specific Your selection here should be supported by the dates you provided above, in the R'oject or Event Information section. Response 3 B: B. What strategies Will you employ to assure you are attracting tourists from at least 50 miles away? Measuring Results* With this program there will be several strategies we will employ to assure attracting tourists: operational plans, considering the physical necessities of the operation, such as location, facilities, and equipment. Also considering inventory, suppliers, partnerships, staffing. Tourism is a service-oriented industry, dependent on the ability to provide excellent service. Financial planning to ensure the businesses in this program understand a lifestyle or growth businesses investment. We will be reviewing business goals and objectives; projecting sales, visitor segments, and revenue streams. Marketing approach including the analysis of the market, trends, competition and identification of visitor segment. It will also highlight sales and promotional strategy. During the implementation, self-assessment checklists will be provided so we can continue the strategies throughout the program and after. Businesses participating in the program will be required to share before/after data on their visitor -related business volume (most likely anonymously). After backing out the yearly increase/decrease in overall tourism, any increase greater than that average can be assumed to be a result (at least to a significant extent) of participation in the program. For example, if a business sees a 10% increase in tourist customers and the general tourism increase for the year is 7%, it can be assumed that the 3% difference results in some significant part from participation in the program. 2500 character limit Response 3 C: C What strategies will you use to assist in marketing all of K(titas County as a tourist destination with your Measuring Results* event/project funding request? An important benefit of the program is the educational aspect for business owners, who'll learn the county's tourism economy as well as its tourism attractions. For example, a Roslyn business that participates will also learn of Ellensburg event and attractions. This information can then be conveyed to visitors by the business (you're visiting Ellensburg? Be sure to visit the Historical Museum on Third Avenue.) Businesses will also learn of the county's substantial tourism resources such as centralwashingtoncolor.com, myellensburg.com and discovercleelum.com. In this way each participating business becomes a promoter of the broader tourism economy. Lastly, partnerships. Cooperative promotional efforts will be reviewed in the program. Involving specific complimentary tourism business and/or the establishment of destination marketing for Central Washington in a whole. The businesses will benefit from the pooling of marketing resources, which allows the packaging of tourism product experiences which appeal to our target market. 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? n Collaboration* With the implementation, we will use a variety of presenters, including existing successful tourism related businesses and organizations, hosts of successful events, and professionals such as marketers and graphic designers. We currently have a national job coaching company providing assistance and services. We also will be providing a mentoring program to help with regular visits to the participating businesses to make sure the items we teach are being put to use or being evaluated as the year goes by. Our collaborations is with economic development organizations such as Washington State Commerce through the Chamber's ADO contract for economic development and business development, Yakima Economic Development Council with our involvement with Enterprise Challenge and the promotion of entrepreneurship, State of Washington Rural Gardening program to help rural business, South Central Workforce to provide some additional information and presentation during the program, Hopesource to assist in providing educational information for the program business planning, saving, money management, etc. These are great partners the will help with then implementation of the program and help with the mentoring portion of the program to the participants. Additionally, we will be collaborating With the municipalities of City of Roslyn, City of Cle Elum, City of Ellensburg, and Kittitas County to view the local tax receipts and compare business trends throughout the year. 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* The creating of the program was the first step to the shifting of perception. Competition in tourism has never been more aggressive, and it's critical that we work on assisting new and experienced entrepreneurs to develop a thriving tourism business sector. Now that we have the materials created and we can move forward with implementation, our hopes are still that we see the increase in tourism, not online in accommodations but throughout all visitor spending. Then the tourism framework of this program will renew the partnership between the public and private sectors to ultimately drive more economic development across the county. It is a shared responsibility to develop and secure sustainable growth. We will be looking for partnerships now that we have developed the product and would love to have support from organizations or financial institutes to help build other entrepreneurs into successful business owners. We do feel that now that we have the collateral and backbone of the program and with your support to implement we will be able to continue for years to come with minimal requests in the future. 2500 character limit 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 2500 character lirrit Supporting Documents You rrey uooad any supporting docurrents such as graphs, images, diagrarrs, marketing rraterials, etc. You are allowed to submit up to 3 single page (US Letter) docurrents in JFG. FDF cr _WFfonret 71 Previous Lodging Tax Grant Information Previous Years F-bS 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* G 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* Projected * 0 20 How many days did/will your event occur? Prior Year* Projected * 0 6 How many paid overnight stays were and/or will be booked as a result of your project/event? Prior Year* Projected * 0 2,839 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 STAR report showthat the 2018 demand of hotel accommodation is 236,578 Overnight's Stay rooms. Using just that number for the following projection: we feel that this program Response* once implemented will support the current trend of a 3% increase. That would then provide an additional 7,097 rooms sold throughout 2019. Because of some hotel builds we don't want to take credit for the above estimate but we do feel that 40% could be attributed to the EXPERIENCE in which the county offers from the private business sector such as fishing guides, retail locations, restaurants, etc. That would then provide a starting point to evaluate once the program is implemented and data is available. 2500 character limit. Prior Year Paid In addition to field above, you rray upload the evidence to support the prior years' roorrnight inforrretion, Overnight Stay Data You rrey upload up to three single pages (US Letter), of inforrmtion. V you a single rrufti-page document, only the first three pages w ill be considered. The following forrrets, will be accepted: JFG, FCF 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* Cis 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 Amount ADO Funding $ 5,000.00 Yakima Economic Development Council $ 5,000.00 Rural Gardening - State Funding Request $ 5,000.00 South Central Workforce $ 5,000.00 Hopesource $ 5,000.00 Funding Shortfalls* Mat changes would occur if the project couldn't be funded? If the project was not funded, the chamber would consider attempting to self -fund a version of the program, but it would likely be much -reduced in scope. We will also use the additional time to connect with potential partners and see if we can make it happen through other resources. 2500 character lint. Matching Funds 119.79 Percentage This field w ill 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 in-Idnd contributions valued at $500 or mxe and related to rrarketingladvertising, 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 $ 0.00 $ 0.00 $ 21,200.00 $ 9,600.00 Funding All Other Revenues Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Participants $ 0.00 $ 0.00 $ 0.00 $ 7000.00 In -Kind Contributions (except volunteerism) Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Presenters $ 0.00 $ 0.00 $ 0.00 $ 4500.00 Contributions of Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Number of Hours 350 Evidence of Volunteer Rease upload a single file which offers evidence in support of the projected volunteer hours. Contributions* PROJECTION OF VOLUNTEER HOURS.pdf 196.94KB Calculated Value of $ 8,246.00 Projected Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Revenue Totals $ 0.00 $ 0.00 $ 21200.00 $ 29346.00 Expenses Account Name Facility Rentals Speaker Fees Survey Addtl Studies Expense Totals Profit & Loss Past Actual 3 Past Actual 2 Past Actual 1 Projected $ 0.00 $ 0.00 $ 0.00 $ 1500.00 $ 0.00 $ 0.00 $ 0.00 $ 3000.00 $ 0.00 $ 0.00 $ 0.00 $ 600.00 $ 0.00 $ 0.00 $ 0.00 $ 4500.00 Past Actual 3 Past Actual 2 Past Actual 1 Projected $ 0.00 $ 0.00 $ 0.00 $ 9600.00 Past Actual 3 Past Actual 2 Past Actual 1 Projected $ 0.00 $ 0.00 $ 21200.00 $ 19746.00 Application Certification The applicant here certifies and affirms: 1. That it does not now, nor uvill 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 Wll comply with all provisions thereof. Certified by: Name * AMY MCGUFFIN Applicant's Title* CEO IRS )oparlmonl of lite Tre4i,um � h 1 S Internal Revenue Svi%kv P.O. Box 2508, Room 4010 Cincinnati OH 45201 021928 KITTITAS COUNTY CHAMBER OF COMMERCE 609 N MAIN ST ELLENSBURG WA 98926-3109 In reply refer to: 4077550279 Mar. 29, 2012 LTR 4168C 0 91-0210430 000000 00 00039116 BODC: TE Employer Identification Number: 91-0210430 Person to Contact: Sophia Brown Toll Free Telephone Number: 1-877-829-5500 Dear Taxpayer: This is in response to your Feb. 20, 2012, request for information regarding your tax-exempt status. Our records indicate that you were recognized as exempt under section 5O1(c)(6) of the Internal Revenue Code in a determination letter issued in July 1942. Because you are not an organization described in section 170(c) of the Code, donors may not deduct contributions made to you. You should advise your contributors to that effect. Please refer to our website www.irs.gov/eo for information regarding filing requirements. Specifically, section 6O33(j) of the Code provides that failure to file an annual information return for three consecutive years results in revocation of tax-exempt status as of the filing due date of the third return for organizations required to file. We will publish a list of organizations whose tax-exempt status was revoked under section 6O33(j) of the Code on our website beginning in early 2011. If you have any questions, please call us at the telephone number shown in the heading of this letter. Sincerely yours, Cindy Thomas Manager, EO Determinations PROJECTION OF VOLUNTEER HOURS -TOURISM ENTREPENUER PROGRAM IMPLEMENTATION 7 BUSINESS PARTICIPANTS 4 HOURS A MONTH FOR MENTORS FOR A YEAR ROUND PROGRAM 4 (HOURS PER MENTOR)X 7 (PARTICIPANTS) = 28 HOURS 28 HOURS X 12 MONTH FOR YEAR ROUND PROGRAM = 336 HOURS Exhibit "B" Guidelines and Requirements for Advertising Expenditures of Lodging Tax Section 1. Branding 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 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 Advertis 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 Advertisi 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. FlyerVPasters: 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 Advertisi 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.