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HomeMy WebLinkAboutLT-2019-022-EDA-Buskers Comedy KickoffLT-2019-022-ELLENSBURG DOWNTOWN ASSOCIATION -BUSKERS COMEDY KICKOFF 2019 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND ELLENSBURG DOWNTOWN ASSOCIATION FOR BUSKERS COMEDY KICKOFF 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 ELLENSBURG DOWNTOWN ASSOCIATION FOR BUSKERS COMEDY KICKOFF ("Contractor"). WHEREAS, the purpose of this Agreement is to provide for activities and expenditures designed to increase tourism, NOW THEREFORE, in consideration of the terms and conditions contained herein, or attached and incorporated and made a part hereof, the County and the Contractor mutually agree as follows: Section 1. Scope of Work. a. Contractor shall provide the services and staff described in its Application for Lodging Tax Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit "A" which is attached hereto and incorporated herein by this reference. b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the following as required to perform the services, described in Paragraph (a) above, in accordance with this Agreement: Personnel, labor and supervision; technical, professional and other services. All such services, property and other items furnished or required to be furnished, together with all other obligations performed, or required to be performed, by Contractor under this Agreement are collectively referred to herein as "Services." c. Contractor shall commence, perform and complete such Services in accordance with Exhibit "B" which is attached hereto and incorporated herein by this reference. Section 2. Payment. a. As full compensation for satisfactory performance of the Contractor's Services, the County agrees to pay Contractor the sum of one thousand, and four hundred dollars ($1,400.00) (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, and four hundred dollars ($1,400.00) (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: 2019 County Lodging Tax Funding Agreement Page 1 2019-022-ELLENSBURG DOWNTOWN ASSOCIATION -BUSKERS COMEDY KICKOFF Kittitas County Auditor Attn: Auditor's Accounting 205 West 5th Ave — Suite 105 Ellensburg, WA 98926 auditorsaccounting@co-kittitas.wa.us e. Reporting requirements of your events will be required on prescribed forms from the County Auditor. f. Contractor is eligible to claim reimbursement for the following items and amounts only: • Social media advertising • Online advertising ■ Print advertising ■ Radio advertising ■ Venue fees 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): advertising and venue fees only to be funded 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 2019 County Lodging Tax Funding Agreement Page 2 2019-022-ELLENSBURG DOWNTOWN ASSOCIATION -BUSKERS COMEDY KICKOFF County and applicable to Services). Contractor shall furnish such documents as may be required to effect or evidence such compliance. All laws, ordinances, rules, and orders required to be incorporated into agreements of this character are incorporated into this Agreement by this reference. Contractor agrees to obtain all required licenses and permits, and further agrees to keep them in full force and effect during the term of this Agreement. 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 2019 County Lodging Tax Funding Agreement Page 3 2019-022-ELLENSBURG DOWNTOWN ASSOCIATION -BUSKERS COMEDY KICKOFF any governmental authority; or • Any breach of or default under this Agreement by Contractor. 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. 2019 County Lodging Tax Funding Agreement Page 4 2019-022-ELLENSBURG DOWNTOWN ASSOCIATION -BUSKERS COMEDY KICKOFF e. Where insurance is requested by the County, all liability insurance policies shall be endorsed to include the County as an Additional Insured and shall stipulate that the insurance afforded by the policies shall be primary insurance, and that any insurance, self-insured retention, deductibles, or risk retention trusts maintained or participated in by the Parties shall be excess and not contributory to any other insurance maintained by the County. 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 2019 County Lodging Tax Funding Agreement Page 5 2019-022-ELLENSBURG DOWNTOWN ASSOCIATION -BUSKERS COMEDY KICKOFF this Agreement. Contractor further warrants to the County that Contractor has made no misrepresentation or misleading statement in connection with this Agreement, and is not in violation of any applicable law, ordinance, or regulation the consequence of which will or may materially affect Contractor's ability to perform its obligations under this Agreement. g. If any term or condition of this Agreement or the application thereof to any person(s) or circumstances is held invalid, such invalidity shall not affect the other terms, conditions or 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 did you attend the Gant Application Workshop - 2018 hosted by the IGttitas County Charrber of Corrrmrce? Workshop - 2018* r Yes f No Submittal Instructions r Yes, & General I have read and understand Subnittal Instructions and General Inforrration for the 2018 Lodging Tax Gant Funding Information * Process / ?S --4 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* Ellensburg Downtown Association Organization Address* Street Address 119 W 5th Address Line 2 Suite 102 Qty Ellensburg Postal / Zip Code 98926 Website www.ellensburgdowntown.org Federal Tax ID #* 20-1395402 UBI #* 602-336-662 Organization is a:* r Government Entity r 501(c)3 r 501(c)4 f 501(c)6 r Other State / Province / Fbgion 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 501 c-3 State letter.pdf Organization Status* Acceptable fileforrratsinclude: JP3,PDF orTFF. Contact Information First Name* Molly 51.89KB Last Name * Jones Phone Number* 509-962-6246 Email * director@ellensburgdowntown.org Project or Event Information Project/Event Name* Buskers Comedy Kickoff 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 9/27/2019 9/27/2019 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 $ 3900.00 Requested * If you selected "Ongoing Project/Event' above this amount rray not exceed 10% of the total expense budget of this project. Funding Request Max 3,900 Tourism Seasons * From the list below, what season will your project enhance tourism? Select any which apply. V Year-round (January - December) r— Off Season (November - February) r Shoulder Season (October or March - May) j- 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 Ellensburg Downtown Association (EDA) is dedicated to the revitalization and Project/Event preservation of our historic downtown district through design, economic vitality, Description * organization, promotion, and events. The EDA's events draw a local and regional crowd to our economic center, supporting our business and our town as a whole. To ensure we are operating efficiently, the EDA evaluates events regularly to determine if the time and funds spent are worthwhile to everyone involved. Buskers in the Burg is a successful event on its own, however, as our community grows and evolves, our events must also continue to offer fresh and new experiences. Buskers Comedy Kickoff will be in its second year in 2019, the first event being September 28, 2018. The purpose of this event is to put more of an emphasis on the Friday evening before Saturday's festival. Following our regular Busker Preview Night, Buskers Comedy Kickoff will transform a downtown venue into a comedy club. Comedians are brought in from outside of Ellensburg, increasing the chances of their audiences seeing the event being promoted and coming over as well. This event also features a beer and wine cash bar that helps us to cover costs. By creating more hype on the Friday before our festival, we encourage attendees to stay the night rather than travel for just the day. We are adding more than just comedy. There is a special luminary show featuring the giant puppets from Saturday's Arts Parade, adding to the experience of attending Buskers Comedy Kickoff and promoting the next day's festival. Goals of ours for 2019 would be to expand on ticket sales and hire comedians that have a larger following, bringing more people year after year to this event. Based on the 2018 tickets sales, that at this time are not complete and will not be complete until after this application is submitted, and considering the possibility of bringing in a larger comedian, we hope to sell 200 tickets in 2019. Target audiences for this event include heritage tourism, empty nesters or families looking for a weekend getaway, music enthusiast, art enthusiasts, and families of CWU students. Lodging Tax money would be used to promote the event via social media, online advertising, print advertising, radio, hire top-notch entertainment, venue fees, and necessary event rentals such as tables, chairs, sound, etc. 2500 character lirrit List of Intended Use of Funds* Entertainment Social Media Advertising Online Advertising Print Advertising Radio Advertising Venue Fees Rentals necessary for event (i.e. tables, chairs, sound equipment, etc.) 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 accommodations; Projection * We predict 56 people could visit from 50 miles away or more for this event. 2500 character lint Response 2.1: According to a 2015 downtown zip code survey, 28% of those surveyed were Evidence * visiting from outside their place of residence or business. (200 people x 28% = 56) 2500 character lint Response 2.2: 2To a place fifty miles or more away fromtheir place of residence or business for the day or staying overnight: Projection * We predict 48 people could visit from 50 miles away or more for this event. 2500 character limit Response 2.2: According to a 2015 downtown zip code survey, 24% of those surveyed were Evidence * visiting from 50 miles away or more. (200 people x 24% = 48) 2500 character limit Response 2.3: 3. or from another country or state outside of their place of residence or business. Projection * We predict that 22 people could come from out of the state or country for this event. 2500 character lint Response 2.3: According to a 2015 downtown zip code survey, 11 % of those surveyed were Evidence* visiting from outside the state or country. (200 people x 11 % = 22) 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 tools will you use to measure your event's impact on tourism? Pease be specific and provide examples. Measuring Results* Zip code surveys will be done as people are checking into the event asking where they are from and if they are staying overnight in paid accommodations. 2500 character lirrit Response 3 A: A. Is your project/event year-round or is t seasonal or date -specific? Measuring Results* f Year Round r Seasonal G Date Specific Your selection here should be supported by the dates you provided above, in the Project or Event Information section Response 3 B: B. What strategies will you employ to assure you are attracting tourists fromat least 50 miles away? Measuring Results* We will target our online ads to reach communities like Seattle, Tacoma, Wenatchee, Spokane, Tri -Cities, and Yakima. We will work other media providers such as radio and television to ensure our ads are reaching our desired audiences. We will utilize Google analytics to understand where the traffic on cur websites (ellensburgdowntown.org and buskersintheburg.org) is coming from. 2500 character limit Response 3 C: C What strategies will you use to assist in marketing all of Krttitas County as a tourist destination with your Measuring Results* event/project funding request? For ticket sales, we drive people to the Buskers in the Burg website as much as we can. We will place links on our website to the county tourism page. This will allow them to check out additional attractions while in the area. 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 * The EDA works hard to bring in as many community partners as we can to widen our reach, enhance the event itself, and foster good relationships in the community. Buskers in the Burg has many community partners. For this one event specifically, we are collaborating with Iron Horse Brewery, Gard Vintners, Gallery One, the Daily Record, and our comedians. 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* Selling tickets to the event and having a cash bar helps us to cover some of costs. In the future, we would love to get a premier sponsor for this event to help with things like promotion, venue costs, and entertainment. We also have a small army of volunteers to help us run the show, keeping costs down by not having to hire extra hands. 2500 character lirrit Application Questions: Part 4 61 Additional Information Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your project and its benefit to tourism. Additional Information 2500 characterlirrit Supporting Documents You nay upload any supporting documents such as graphs, irrages, diagrarrs, rrarketing rraterials, etc. You are allowed to submt up to 3 single page (LIS Letter) documents in JFG, FDF or VF forrrat 71 Previous Lodging Tax Grant Information Previous Years Fbs your event received Lodging Tax funds in previous years? Awarded Lodging Tax r No, this event/project has not previously received Lodging Tax Funding. Grants* r Yes, 1 year previous r Yes, 2 years previous r Yes, 3 or more years previous How many participants and spectators attended last year's activity and/or will attend this year? Prior Year* Projected * 0 200 How many days did/will your event occur? Prior Year* 0 Projected * How many paid overnight stays were and/or will be booked as a result of your project/event? Prior Year Projected 0 126 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 We haven't hosted this event in its fullest capacity yet. While we can see at the time Overnight's Stay that this application is being filled out that tickets are selling at a steady pace, we Response * don't have further information and will not until after the event is held. 2500 character limit. Prior Year Paid In addition to field above, you may upload the evidence to support the prior years' room1night information. Overnight Stay Data You may upload up to three single pages (US Letter), of information. If you a single multkpage document, only the first three pages will be considered. The following formats, will be accepted: JFG, FDF or TIFF Application Questions: Part 5 81 Funding Does your organization have, or have you applied for, grant funding from other sources? If not, why not? If yes, please list the funding you have for the project, including any volunteer and in-kind sources in Question 91 Project Budget Overview. Funding sources and amounts which have not yet been secured will be listed separately, in the field(s) directly below. Finally, what changes would occur if the project couldn't be funded? Other Funding * 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 Potential business sponsorship Amount $ 200.00 Funding Shortfalls * What changes would occur if the project couldn't be funded? We would really like to see this event be something that brings people to our county and to the weekends events as a whole. Without funding, our promotion would struggle strengthen and we would likely not be able to reach a wider audience. We would like to bring in talent that draws a strong crowd, enhancing not only the traffic in our downtown surrounding that event, but we believe throughout the weekend and throughout the county. Without help with funding, we will not be able to afford larger, more recognized names. 2500 character limit. Matching Funds 69.23 Percentage % This field will auto fill with the correct percentage based on your input to budget section below, OI or^104 l iffn& iin%A1 Jt 1 I Wj�-%,% L#U%AI,G■ WV rI V lir VY 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 clairred in -land contributions valued at $500 or rrore and related to rrerketing/advertising, you trust subrrit Contributions verifying docurrentation 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 $ 0.00 $ 3,900.00 Funding All Other Revenues Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Potential $ 0.00 $ 0.00 $ 0.00 $ 200.00 Sponsorship Bar and ticket sales $ 0.00 $ 0.00 $ 0.00 $ 2000.00 General EDA $ 0.00 $ 0.00 $ 0.00 $ 500.00 Budget In -Kind Contributions (except volunteerism) Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected $ 0.00 $ 0.00 $ 0.00 $ 0.00 Contributions of Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Number of Hours 15 Evidence of Volunteer Rease upload a single file which offers evidence in support of the projected volunteer hours. Contributions* Buskers Comedy Kickoff Volunteers.pdf 1.02MB Calculated Value of $ 353.40 Projected Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Revenue Totals $ 0.00 $ 0.00 $ 0.00 $ 6953.40 Expenses Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Advertising $ 0.00 $ 0.00 $ 0.00 $ 1000.00 Entertainment $ 0.00 $ 0.00 $ 0.00 $ 2000.00 Miscellaneous $ 0.00 $ 0.00 $ 0.00 $ 500.00 Venue $ 0.00 $ 0.00 $ 0.00 $ 400.00 Past Actual 3 Past Actual 2 Past Actual 1 Projected Expense Totals $ 0.00 $ 0.00 $ 0.00 $ 3900.00 Profit & Loss Past Actual 3 Past Actual 2 Past Actual 1 Projected $ 0.00 $ 0.00 $ 0.00 $ 3053.40 Application Certification The applicant here certifies and affirms: 1. That it does not now, nor will it during the performance of any contract arising from this application, unlawfully discriminate against any employee, applicant for employment, client, customer, or other person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military status, sexual orientation, creed, place of birth, or disability; 2. That it will abide by all relevant local, state and federal laws and regulations and; 3. That it has read the information contained in the Instructions on pages 1 and 2 and understands and will comply with all provisions thereof. Certified by: * Name* Molly Jones Applicant's Title* Director STATE OF WASHINGTON ELLENSBURG DOWNTOWN ASSOCIATION JAMES ARMSTRONG 221 E 4TH AVE ELLENSBURG WA 98926 AMENDMENT SECRETARY OF STATE I, Sam Reed, Secretary of State of the State of Washington and custodian of its seal, hereby certify that documents meeting Washington statutory requirements have been filed and processed with the Secretary of State on behalf of: ELLENSBURG DOWNTOWN ASSOCIATION A Washington Non -Profit Corporation UBI: 602 336 662 Filing Date: May 26, 2005 Effective Date: May 17, 2005 Changing registered office address to: 223. E 4TH AVE ELLENSBURG WA 98926 Given under my hand and the seal of the State of Washington at Olympia, the State Capital. f Sam Reed, Secretary of State INTERNAL REVENUE SERVICE P. O. BOIL 2508 CINCINNATI, OH 45201 Date: J U L 1 1 200 ELLENSBURG DOWNTOWN ASSOCIATION PO BOX 966 ELLENSBURG, WA 98926 Dear Applicant: DEPARTMENT OF THE TREASURY Employer Identification Number: 20-1395402 DLN: 17053315006034 Contact Person: SHERRY Q ALAN ID# 31052 Contact Telephone Number: (877) 829-5500 Accounting Period Ending: June 30 Public.Charity Status: 170 (b) (1) (A) (VI) Form 990 Required: Yes Effective Date of Exemption: October 13, 2003 Contribution Deductibility: Yes Advance Ruling Ending Date: .lune 30, 2008 We are pleased to inform you that upon review of your application for tax exempt status we have determined that you are exempt from Federal income tax under section 501(c)(3) of the internal Revenue Code. Contributions to you are deductible under section 170 of the Code. You are also qualified to receive tax deductible bequests, devises, transfers or gifts under section 2055, 2106 or 2522 of the Code. Because this letter could help resolve any questions regarding your exempt status, you should keep'it in your permanent records. organizations exempt under section 501(c)(3) of the Code are further classified as either public charities or private foundations. During your advance ruling period, you will be treated as a public charity. Your advance ruling period begins with the effective date of your exemption and ends with advance ruling ending date shown in the heading of the letter. shortly before the end of your advance ruling period, we will send you Form 6734, Support Schedule for Advance-auling Period. you will have 90 days after the end of your advance ruling period to return the completed form. We will then notify you, in writing, about your public cha.r•ity statue_ please see enclosed information for Exempt Organizations Under Section 501(c)(3) for some helpful information about your responsibilities as an exempt organization. Letter 1045 (DO/CG) a h. W J. e4 N 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 Cie 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 DisplaV 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 1000 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 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. Dirert Mail - 1. Direct mail advertising may be reimbursed at 100% of the cost, including any production cost, for each item mailed or shipped to a destination outside of Kittitas County. In order to receive reimbursement, a list of the addresses and a signed statement from the contractor that the list is accurate, or other proof of delivery, must be provided along with other required documentation. E. FI ers Posters: 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.