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HomeMy WebLinkAboutLT-2019-026-Thorp Mill TownLT-2019-026-THORP MILL TOWN HISTORICAL PRESERVATION SOCIETY 2019 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND THORP MILL TOWN HISTORICAL PRESERVATION SOCIETY 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 THORP MILL TOWN HISTORICAL PRESERVATION SOCIETYFOR PR AND DIGITAL MARKETING PLAN ("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 six thousand, and three hundred dollars ($6,300.00) (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 six thousand, and three hundred dollars ($6,300.00) (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-2019-026-THORP MILL TOWN HISTORICAL PRESERVATION SOCIETY Attn: Auditor's Accounting 205 West 5th Ave — Suite 105 Ellensburg, WA 98926 aud.itorsaccounting@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: • Email marketing • Website development and hosting • Social media engagement • Website maintenance 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 2019 County Lodging Tax Funding Agreement Page 2 LT-2019-026-THORP MILL TOWN HISTORICAL PRESERVATION SOCIETY 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 any governmental authority; or 2019 County Lodging Tax Funding Agreement Page 3 LT-2019-026-THORP MILLTOWN HISTORICAL PRESERVATION SOCIETY • Any breach of or default under this Agreement by Contractor. Section S. Comoliance 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 2019 County Lodging Tax Funding Agreement Page 4 LT-2019-026-THORP MILL TOWN HISTORICAL PRESERVATION SOCIETY afforded by the policies shall be primary insurance, and that any insurance, self-insured retention, deductibles, or risk retention trusts maintained or participated in by the Parties shall be excess and not contributory to any other insurance maintained by the County. Contractor shall furnish the County a certificate of insurance with Endorsement as evidence that the required policies are in full force and effect. Section 8. Termination. The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon receiving such notice of termination, Contractor shall, except as otherwise directed by the County, immediately stop performing the Services to the extent specified in the notice. In the event the County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of the date of the notice of termination. Section 9. Miscellaneous. a. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or any right or interest in this Agreement without the County's prior written consent. b. This Agreement embodies the entire Agreement between the County and Contractor, and supersedes any and all prior oral or written communications, proposals, conditions, promises, representations, or understandings regarding the Services. No change, amendment or modification of any provision of this Agreement shall be valid unless set forth in a written amendment to the Agreement signed by both parties. c. Notice for any purpose under this Agreement, except service of process, shall be given by the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W. 5th Ave. Ste. 108, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by the County to the Contractor shall be given to the Contractor's address provided on the signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class, postage prepaid, certified mail, return receipt requested. d. The section and paragraph headings of this Agreement are for reference convenience only and are not intended to restrict, affect or be of any weight in interpreting or construing the provisions of such sections or paragraphs. e. This Agreement may be executed in one or more counterparts and by facsimile, each of which will be deemed an original, but all of which together will constitute one and the same instrument. f. Contractor warrants to the County that the individual signing on Contractor's behalf has the requisite power and authority to enter into and to perform Contractor's obligations under this Agreement. Contractor further warrants to the County that Contractor has made no misrepresentation or misleading statement in connection with this Agreement, and is not in 2019 County Lodging Tax Funding Agreement Page 5 LT-2019-026-THORP MILL TOWN HISTORICAL PRESERVATION SOCIETY violation of any applicable law, ordinance, or regulation the consequence of which will or may materially affect Contractor's ability to perform its obligations under this Agreement. g. If any term or condition of this Agreement or the application thereof to any person(s) or circumstances is held invalid, such invalidity shall not affect the other terms, conditions or applications which can be given effect without the invalid term, condition or application. To this end, the terms and conditions of this Agreement are declared severable. h. The exclusive venue for any action brought to enforce this Agreement or any of its terms shall be in Kittitas County, State of Washington. KITTITAS COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACTOR Chair [Print Name] Vice Chair Commissioner [Address] [Telephone] ATTEST: Clerk of the Board APPROVED AS TO FORM: Deputy Prosecuting Attorney 2019 County Lodging Tax Funding Agreement Page 6 CLTAC: Application for Lodging Tax Grant Funding Grant Application Ltd you attend the Grant Application Mrkshop - 2018 hosted by the Kttitas County Clran-ber of Cerrrerce? Workshop - 2018* r Yes r No Submittal Instructions r Yes, & General I have read and understand Subrittal Instructions and General Infonration for the 2018 Lodging Tax Grant Funding Information * Recess 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* Thorp Mill Town Historical Preservation Society Organization Address* Street Address P.O. Box 7 Address Line 2 Qty Thorp Fbstal / Zip Code 98946 Website Federal Tax ID #* UBI #* Organization is a:* www.thorp.org 91-1386607 601-055-845 r Government Entity r 501(c)3 r 501(c)4 r 501(c)6 r Other State / Frovince / Region 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 Mill_IRS_501(c)3.jpg Organization Status* Acceptable file forrmts include: JFG. FDF or TIFF. Contact Information First Name* Elizabeth Last Name* Seelye 603.81 KB Phone Number* 209-938-8144 Email * Elizabeth.Seelye@cm.edu Project or Event Information Project/Event Name* Thorp Mill Museum PR and Digital Marketing Plan 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 1/1/2019 12/31 /2019 Project/Event Thorp Mill Museum Location * New or Ongoing f Ongoing Project/Event (More than four years in existence) Project/Event?* r New Project/Event (Four or fewer years in existence) Amount of Funding $ 6300.00 Requested * V you selected "Ongoing Project/Event" above this arrount rray not exceed 109/6 of the total expense budget of this project. Funding Request Max 112,458 Tourism Seasons* Fronnthe 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) F 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 Thorp Mill is identified as a key Heritage Tourism resource for Kittitas County Project/Event in the 2016 Tourism Plan. However, attendance to the Mill has dropped off Description* markedly since we ceased our broad-based advertising in 2014 and instead spent those funds on advertisements that focused on the Antiques Market. Our intention is to use Kittitas County Lodging Tax funding in order to enhance our audience engagement, via our website, social media, and email marketing. We have chosen to focus on digital marketing because --despite an overall decrease in attendance --there have been significant increases in event attendance correlated with "boosting" Facebook ads. TABLE 1: Mill Visitors by Type and Year TYPE OF VISIT/YEAR 2012 2013 2014 2015 2016 2017 Docent -guided visits 1449 1901 1667 839 835 1261 -- Self-guided visits 3648 4964 4522 2766 2181 1165 -- Special Events 400 450 432 401 456 487 -- ANNUAL TOTAL 5098 7315 6621 4006 3472 2913 -- * Partial total through Sept. 1, 2018 is 695 docent -guided visits Target Audience: The Thorp Mill is a "Gateway" tourist attraction, because of WSDOT Brown Historic Interest signage on 1-90 that pulls travelers from east and west off the highway. We want to use digital marketing in order to target 1-90 travelers before they leave for their trip to Kittitas County. We have drawn family visitors from around the state and region for our major solo and cooperative events: Thorp Days, Mountain -to Sound Greenway Visit, Fall Festival, and Summer Music at the Mill. We also regularly schedule group visits and/or overnights from John Wayne Trail Riders, special interest groups, and educational groups. Our facility is open with docent -guided tours from May through September, and for self -guided tours during the remainder of the year. TABLE 2: Home of Origin of Visitors Origin of Visitors % of Total Visitors Local: Less than 50 miles 19% Regional: More than 50 miles 55% Out of State or Country 26% Total 100% 2500 character limit List of Intended Use of Funds* $1,500.00 Email marketing $1,420 Website development and hosting $1,560 Social media engagement $1,800 Website maintenance 21 Projections of Increased Tourism Please provide the following estimates of how any money received will result in increases in the number of people traveling for business or pleasure on a trip: 1. Away from their place of residence or business and staying overnight in paid accommodations; 2. To a place fifty miles or more away from their place of residence or business for the day or staying overnight; 3. or from another country or state outside of their place of residence or business. You must provide the evidence utilized in determining your projections. Response 2.1: 1. Away fromtheir place of residence or business and staying overnight in paid accorrnodations: Projection* We project 442 person -nights. Assuming on average 2.5 persons per room, that would be approAmately 176 room -nights. 2500 character limit Response 2.1: Our projections for the 2019 year are derived from the relationship between the Evidence * requested additional dollars of advertising ($6300) and the resultant visitors per dollar of additional advertising. We used the visitors/dollar of advertising averaged across the last four years that we advertised broadly (2010-2013), rather than advertising specific events, as we did from 2014 to 2017. The resulting average value is 2.34 visitors per dollar of ads.. The calculations are presented in Table Below. TABLE 3: Calculation of Visitor/Advertising Relationship 2010 2011 2012 2013 Annual Total Visits 3725 4320 5098 7315 Advert Budget $ 1384 2888 2074 2575 Visits/$ Advert 2.69 1.50 2.45 2.73 2.34 Row Avg To err on the safe side, we use only 1/3 of that 2.34 relationship. Therefore, if we are to increase our marketing by $6300, we estimate that this will increase our visitations by: $6300 X 2.34 X 1/3= 4914 Total Additional Visitors. Next, we also used the logbooks' and surveys' values of 18% of total visitors who noted that they did stay overnight. Unfortunately, we did not query as to whether these guests stayed at paid accommodations or with local families. Therefore we assumed that 1/2th of the 18% overnighters were in paid lodging. Therefore, 18% of the total 4914 additional visitors, or 884 stayed overnight. And 1/2 of the overnighters, or 442 would pay for lodgings. A little more than 1 person/day. 2500 character limit Response 2.2: 25b a place fifty rriles or m re aw ay fromtheir place of residence or business for the day or staying overnight; Projection* We project 2307 persons. 2500 character lirrit Response 2.2: According to the ZIP Codes listed in our visitor logs, as approximately confirmed by Evidence* Zip Codes of attendees at our Antiques Show, 55% of our visitors came from more than 50 miles away. Therefore: 55% of 4914 (new visitors) = 2307 new visitors from more than 50 miles away. TABLE 4: Home of Origin of Visitors Origin of Visitors % of Total Visitors Local: Less than 50 miles 19% Regional: More than 50 miles 55% Out of State or Country 26% Total 100% 2500 character linit Response 2.3: 3, or from another country or stale outside of their place of residence cr business. Projection * We project 1278 from another state or country. 2500 character linit Response 2.3: According to the ZIP Codes listed in our visitor logs, as approximately confirmed by Evidence * Zip Codes of attendees at our Antiques Show, 26% of our visitors came from another state or country. Therefore: 26% of 4914 (new visitors) = 1278 from another state or country. 2500 character lirrit Application Questions: Part 2 h 31 Measuring Results What tools will you use to measure your event's impact on tourism? Please be specific and provide examples. Include the following information: A. Is your project/event year-round or is it seasonal or date -specific? Go to definitions of terms. B. What strategies WII you employ to assure you are attracting tourists from at least 50 miles away? C. What strategies will you use to assist in marketing all of Kittitas County as a tourist destination with your event/project funding request? Response 3: Mal tools will you use to neasure your event's inpact on tourisn4 Rease be specific and provide examples. Measuring Results* Our event is not date specific but will run throughout the entire calendar year. Assessment of our event's impact on tourism will be done virtually throughout the year, and in-person during the Thorp Mill's season (Memorial Day weekend — the first weekend in October). We will distribute virtual and in-person surveys that address some or all of the following questions: Are social media followers also visitors to the Thorp Mill? What motivates people to visit the Thorp Mill? How do visitors feel about the quality of the Thorp Mill's exhibitions and programs? How do people find out about the Thorp Mill? How far away do Thorp Mill visitors travel? Do visitors to the Thorp Mill stay overnight in a hotel or campground? Virtual Assessment: Throughout the year, we will administer Facebook Surveys to Thorp Mill followers. These surveys will find out whether followers have visited the Mill, their motivations for visiting (if they have done so), their impression of the Thorp Mill (its programs and exhibitions), how they found out about the Thorp Mill, whether they stayed overnight during their last visit to the Thorp Mill, and howfar they traveled in order to visit the Thorp Mill. In-person Assessment: Visitor assessment regularly occurs during the Thorp Mill's open season (Memorial Day weekend — first weekend in October). Visitor engagement surveys distributed on-site will ask questions about motivations for visiting, general impressions of the Thorp Mill and its programs/exhibitions, how visitors found out about the Mill, whether they stayed overnight during their last visit to the Thorp Mill, and how far they traveled in order to visit the Mill. 2500 character linit Response 3 A: A. Is your project/event year-round or is l seasonal or date -specific? Measuring Results* G Year Round P Seasonal r Date Specific Your selection here should be supported by the dates you provided above, in the Project or Event InfonTation section. Response 3 B: B. VWiat strategies will you employ to assure you are attracting tourists from at least 50 miles away? Measuring Results* As our marketing campaign is based in digital marketing, we will be able to use advertising tools on social media platforms that target advertisements to specific locations that are at least 50 miles away from the Thorp Mill. For example, within Facebook we can change the marketing radius to include more populated areas such as Seattle, Spokane, Issaquah, North Bend, Wenatchee, and the Tri -cities. 2500 character linit Response 3 C: C, VWiat strategies will you useto assist in marketing all of Kittitas County as a tourist destination with your Measuring Results * event/projectfunding request? While Thorp Mill is a valued heritage resource within our community, it is not a stand-alone destination. The presence of other museums and businesses (particularly services) are integral to the Thorp Mill's success as a cultural institution. Currently, we promote these organizations through our sizeable brochure display and direct recommendations. If we receive this funding, we will promote the events and pages of other institutions within our community, particularly those we collaborate with. We will include on the Thorp Mill's website—and in featured posts on the Thorp Mill Facebook page— information about nearby attractions, such as the Thorp Fruit Stand, as well as key services for visitors, such as restaurants and hotels within Ellensburg. We will also continue to use Facebook to co -promote events hosted by other cultural institutions, such as museums and galleries. 2500 character lirrit 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* Thorp Mill continues to develop and maintain partnerships with a number of non- profit organizations, privately owned companies, and public entities in Kittitas County to help promote not just this event but to attract visitation and increase tourism throughout the county. • The Kittitas County Chamber of Commerce: Thorp Mill maintains membership in the Kittitas County Chamber of Commerce and actively promotes visitation to other sites throughout the county through distribution of the Chamber's brochures and information. • The Cascade Association of Museums and History(CAMAH) : This association is a consortium of museums, historic sites, genealogical societies and libraries brought together to cross promote the historical resources of Kittitas County and increase the visibility of the partnering organizations both within and beyond the region. The Thorp Mill offers its visitors brochures of its partnering organizations of CAMAH. This allows visitors to learn about the variety of places to see and experience in the local area, extending their visit to the Kittitas Valley. . • Thorp School: The Thorp community school • Central Washington University: The partnership with CWU continues to bring student interns and volunteers from the Departments of History, Anthropology, Economics, Cultural and Environmental Resource Management, and Recreation and Tourism to Thorp Mill to learn all aspects of museum management and event planning. CWU also provides one full-time graduate student to assist in Thorp Mill management and administration. Additionally, CWU posts notices concerning this event and others at the Thorp Mill on campus, which has drawn people traveling to the CWU campus to visit the advertised events and the Thorp Mill Museum as well as raising awareness of the Kittitas Valley as a travel destination with many attractions to offer travelers. • Thorp Community Days Committee: Thorp Mill collaborates actively Thorp Community Days Committee to increase visitation to Thorp and raise the visibility of the local arts and businesses. • John Wayne Trail Riders: The JWTR regularly visit and support the Thorp Mill. In turn, the Thorp Mill provides special tours and programs, as well as a gathering site for special occasions. 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* We have an annual budget, which for 25 years has sustained the organization and covered basic operations, staffing, and maintenance costs. Future funding will be acquired in a similar manner to now: through fundraising events, grants, memberships, and visitor donations. The money requested from this grant, however, will allow us to greatly expand our advertising and promotional budget, Mich will therefore assist in increasing the visitation to our historic site. We expect a growth in visitation to lead to elevated ticket sales at events, memberships, donations, and the sale of Thorp Mill merchandise. This increase in revenue will enable our organization to become progressively more sustainable. As noted in Table 1 under Question 1, the previous years in which we made a concerted effort to increase advertising (2010 - 2013) experienced a progressive increase in visitors to the Thorp Mill site and events. 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 Proposal for Digital Marketing advancement attached. 2500 character lirrit Supporting Documents You xray upload any supporting docunEnts such as graphs, mages, diagrarrs, rrarketing materials, etc. SwiftWater _proposal.pdf 1.18MB You are allowed to subnit up to 3 single page (US Letter) docunrents in JFQ FDF or TIFFforrret 71 Previous Lodging Tax Grant Information Previous Years Ffas your event received Lodging Tax funds in previous years? Awarded Lodging Tax r No, this eventiproject 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 * 2,913 4,914 How many days did/will your event occur? Prior Year* Projected * 365 365 How many paid overnight stays were and/or will be booked as a result of your project/event? Prior Year* Projected * 262 442 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 Our projections for the 2019 year are derived from the relationship between the Overnight's Stay requested additional dollars of advertising ($6300) and the resultant visitors per Response* dollar of additional advertising. We used the visitors/dollar of advertising averaged across the last four years that we advertised broadly (2010-2013), rather than advertising specific events, as we did from 2014 to 2017. The resulting average value is 2.34. The calculations are presented in Table Below. TABLE 5: Calculation of Visitor/Advertising Relationship 2010 2011 2012 2013 Annual Total Visits 3725 4320 5098 7315 Advert Budget $ 1384 2888 2074 2575 Visits/$ Advert 2.69 1.50 2.45 2.73 2.34 Row Avg To err on the safe side, we use only 1/3 of that 2.34 relationship. Therefore, if we are to increase our marketing by $6300, we estimate that this will increase our visitations by: $6300 X2.34 X 1/3= 4914 Total Additional Visitors. Next,we also used the logbook's and surveys' values of 18% of total visitors who noted that they did stay overnight. Unfortunately, we did not query as to whether these guests stayed at paid accommodations or with local families. Therefore we assumed that 1 /2th of the 18% overnighters were in paid lodging. Therefore, 18% X4914 X 1/2 = 442 projected overnight individuals, or 176 room nights at 2.5 persons per room. Estimate for prior year: 2913 visitors X18% X 1/2 = 262 overnighting individuals, or 105 176 room nights at 2.5 persons per room. 2500 character lirrit. Prior Year Paid In addition to field above, you rray upload the evidence to support the prior years' roorrnight infonratian. Overnight Stay Data You nay upload up to three single pages (US Letter), of inforrration. If you a single multi -page docurrent, only the first three pages w ill be considered The following formats, will be accepted: JPQ FDF or 11FF Application Questions: Part 5 81 Funding Does your organization have, or have you applied for, grant funding from other sources? If not, why not? If yes, please list the funding you have for the project, including any volunteer and in-kind sources in Question 91 Project Budget Overview. Funding sources and amounts which have not yet been secured Will be listed separately, in the field(s) directly below. Finally, what changes would occur if the project couldn't be funded? Other Funding* Does your organization have, or have you applied for funding fronother sources? f Yes r: No Explanation* If not, why Trot? No. We have not applied for funding from other sources to increase digital marketing for the Thorp Mill. However, we are applying for grants for other projects, such as outreach, capital improvements, and exhibition upkeep. We have not applied for other sources of funding to increase the Thorp Mill's digital marketing because of limitations placed upon the types of projects funded by granting institutions and foundations. IMLS: We are applying for a small museums grants, requesting $25,000 for an interactive multimedia exhibition about the power of waterwheels. Suncadia Community Fund: We are applying to this fund in order to improve the quality and size of our collections storage. Yakama Legends Grant: We are applying for this funding in order to develop a new permanent exhibition on Native American presence in Thorp, WA. 2500 character lirrit Funding Shortfalls* VVhat changes would occur h the project couldn't be funded? If this request for expanded digital marketing is not funded, visits to the Thorp Mill Museum and events could continue to decline, as it has in previous years when we did not devote funds to targeted advertising and marketing. A decline in visitorship would decrease the revenue to the Thorp Mill Historical Society, and would also decrease the number of overnight stays by visitors to Kittitas County. 2500 character lirrit. Matching Funds 1041.01 Percentage % This field will auto fill with the correct percentage based on your input to budget section below. 91 Project Budget Overview Please complete budget for this project/proposal. If your agency operates independently of this project application it may not be necessary to submit the entire agency budget. You must submit a budget which specifically pertains to the project/event for which you are requesting funding and adheres to the basic budget format shown below. The budget must include anticipated revenues, expenditures, and any potential profit or loss. For projects/events which are ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operations (need not be consecutive) for the project/proposal if applicable. For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must submit verifying documentation which assures the contribution will be provided. For instance, if you are claiming in-kind contributions in the form of advertising match, a binding contract itemizing the matching value and obligating each party must be provided. ATTENTION: In an effort to allow an adequate level of flexibility for all applicants, not all fields in the budget portion are required to be filled before this form is submitted. Providing all applicable data is your responsibility, failure to do so will potentially jeopardize your application's chance for review. Verification of In-kind For any clainud in-ldnd contributions valued at $500 or nnre and related to rrarketing/advertising, you crust subrnt 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 $ 8,200.00 $ 5,000.00 $ 0.00 $ 6,300.00 Funding All Other Revenues Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Antique Market $ 2894.00 $ 2746.00 $ 0.00 $ 0.00 Dinner/auction fund- $ 18400.00 $ 23492.77 $ 19821.00 $ 21000.00 raising event $ 3837.28 $ 3008.52 $ 2444.76 $ 3625.00 Donations/Members $ 5605.91 $ 4193.89 $ 5836.97 $ 2800.00 hips $ 314.35 $ 538.67 $ 444.71 $ 100.00 Grants $ 9459.16 $ 10200.00 $ 2000.00 $ 10000.00 Merchandise sales $ 502.86 $ 331.24 $ 272.64 $ 400.00 CWU Graduate $ 29812.38 $ 29980.13 $ 30157.25 $ 31383.67 Assistantship In -Kind Contributions (except volunteerism) Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Donated Services $ 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 1,810 1,755 1,475 1,775 Evidence of Volunteer Rease upload a single file which offers evidence in suppcxt of the projected volunteer hours. Contributions* Projected Volunteer Hours for 2019.pdf 36.62KB Calculated Value of $ 41,819.00 Projected Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Revenue Totals $ 74874.31 $ 75944.03 $ 58087.86 $ 113702.67 Expenses Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Antiques Market $ 10290.77 $ 5665.11 $ 0.00 $ 0.00 Auction $ 8087.51 $ 9418.29 $ 7343.36 $ 9000.00 Operating Costs $ 3837.28 $ 3008.52 $ 2444.76 $ 3625.00 Maintenance $ 257.53 $ 6649.28 $ 2680.76 $ 6100.00 Misc. supplies $ 314.35 $ 538.67 $ 444.71 $ 100.00 Payroll, incl taxes $ 11576.60 $ 14515.98 $ 9095.87 $ 10000.00 Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Utilities $ 2609.98 $ 2658.90 $ 2621.65 $ 2330.00 Advertising $ 1153.37 $ 734.33 $ 912.37 $ 6600.00 Exhibits $ 0.00 $ 772.99 $ 1945.02 $ 1500.00 CWU Graduate $ 29812.38 $ 29980.13 $ 30157.25 $ 31383.67 Assistantship Volunteer Hours $ 0.00 $ 0.00 $ 0.00 $ 41819.00 Past Actual 3 Past Actual 2 Past Actual 1 Projected Expense Totals $ 67939.77 $ 73942.20 $ 57645.75 $ 112457.67 Profit & Loss Past Actual 3 Past Actual 2 Past Actual 1 Projected $ 6934.54 $ 2001.83 $ 442.11 $ 1245.00 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 * Elizabeth Seelye Applicant's Title* Vice President, Thorp Mill Board Internal Rtat►OMW SMIM District ' Director `Thorp Mill Town Historical Preservation SOciety PO Box 7 Thorp, wA 98946-0007 Dear Taxpayer: Department of the Treasury P.O. 6ox 2350 Los Angeles, COU1. 90M person to Contact: Gilda Lewis Telephone NumbeF: 42131894-2336 Aefer Atoy to: $005169',5 0616: May 16, 1995 BIN: 91-1386607 This letter is .in response to your request for a copy of the determination letter for the above named organisation. Our records indicate that this organization was recognized to be exempt from Federal Income Tax in Novjjj jr igg7 as described in internal Revenue Code Section ] Cyl3). It is further classified as an organization that is not a private foundation as defined in Section 509fai of the code, because it is an organization descrilaed in section 170 (b) (1) (A)[vi). The exempt status for the determination letter issued in November 1987 continues to be in effect. if you need further assistance, please contact our office at the above address or telephone number. Sincerely, /Gilda Lewis Disclosure Assistant Thorp Mill Lodging Tax Application 2016 P a g e 115 Estimated calculations of Thorp Mill volunteer hours for 2019 Internship Hou m CWU Exhibition Design Intern 1 160 150 CWU auction intern spring quarter 20 hrsjwkx10 wks 1 200 200 CWU summer interns, 10 wks 2 140 260 internship Hours Subtotal 640 Grand Total of Volunteer and Internship Hours 1775 ##ofhours Total Volunteer Source #of persons per person volunteer peryear fours Mill board rnern bersaverage annuaI hours 11 80 880 Trailriders 15 10 150 Church group volunteers 10 5 50 CWU students at auction 5 7 35 CWU museum club 4 5 20 Subtotal Volunteer hours11A*5 Internship Hou m CWU Exhibition Design Intern 1 160 150 CWU auction intern spring quarter 20 hrsjwkx10 wks 1 200 200 CWU summer interns, 10 wks 2 140 260 internship Hours Subtotal 640 Grand Total of Volunteer and Internship Hours 1775 6 swifi WaterMARKETING Marketing Services Proposal Prepared for Thorp Mill September 2018 II PROPOSAL FOR DIGIAL MARKETING SERVICES OVERVIEW Swift Water Marketing is pleased to submit this proposal for digital marketing services to support Thorp Mill in achieving its goals of enhancing awareness of the mill as a destination and in doing so, bring more people to the county for extended stay recreation. OUR PROPOSAL Swift Water Marketing will work with the team at Thorp Mill to design a digital marketing strategy that will help to build awareness of the mill and its attractiveness as a local Kittitas County destination. The foundation of the strategy is well-designed, fully optimized website that will sever as the collection point for user interface with the goal of converting users to county and mill visitors. I will implement a variety of sub strategies such as email collection and marketing, social media, search engine optimization, and content marketing through a newsletter or blog. This proposal is for a 12 -month contract to begin on a mutually accepted date. Project Deliverables Following is a complete list of all project deliverables: Website Replace the existing Website with a modern, optimized site through Squarespace one of the leaders in customizable Website solutions. The Website will serve as the foundation of the digital marketing strategy. Communicate analytics. Instagram page set up Instagram is quickly becoming the leader in social media platforms and I will incorporate Instagram into our social plan along with Facebook (a currently used platform). Set up the Website to collect emails and establish a monthly content program Email marketing set up for message delivery. Website maintenance Coordinate with team to ensure that the Website content is current. Includes monthly newsletter or blog posting. Social media Coordinate with team to develop a monthly social strategy, implement T strategy, and communicate analytics. Client Supplied Material The following materials are to be supplied by Thorp Mill for this project. For Swift Water Marketing to meet project milestones, this material must be supplied on schedule. The due dates included in the following table represent our best guess based on current proposed project dates: Content for Website including text and images TBD images for social posts throughout the contract period Monthly Copy for newsletter or blog Monthly QUOTATION The following table details the pricing for delivery of the services outlined in this proposal. Website ($1,275) +Annual hosting ($145) divided by 12 months $120 Instagram page set up Included Email marketing set up $125 Website maintenance $150 Social media $130 Total $525 per month Annualized cost $6,300 CONCLUSION I look forward to working with Thorp Mill to implement the outlined digital marketing strategy. I am confident that I can meet the challenges ahead and stand ready to partner with you in delivering an effective strategy. If you have questions on this proposal, feel free to contact me at your convenience by email at sheri@swift-water.com or by phone at 206-484-2987. 1 look forward to your comments and feedback on this proposal. Thank you for your consideration, Accepted, Sheri Bay _ 9/25/2018 Date: E 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 Advertisi Print advertising placed with any media provider which operates exclusively outside of Kittitas County may be reimbursed at 100% of the cost, including any production costs. To operate exclusively outside of Kittitas County, the provider must not be physically located in the County and/or not distribute any media within the County. Print advertising placed with any media provider which operates inside Kittitas County may be reimbursed as follows: a. For date -specific events, advertising the day of the event and up to 10 days prior to the event may be reimbursed at 100% of the cost, including any production costs. EXHIBIT "B" b. For seasonal or year-round events, or for date -specific events outside of the time- frame in Section 2 A, (2)(a) above, advertising reimbursement requests must include a statement from the media provider specifying the percentage distribution to areas outside of Kittitas County. Reimbursements will be allowed for the amount distributed outside of Kittitas County, including any production costs. B. Television Advertisiag: 1. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will be reimbursed at 100% of the cost, including any production cost. 2. Television advertising placed with any media provider inside the Yakima /Kittitas DMA will be reimbursed as follows: a. For date -specific events, advertising the day of the event and up to 7 days prior to the event may be reimbursed at 100% of the cost, including any production costs. b. For seasonal or year-round events, or for date -specific events outside of the time- frame in Section 2 B, 2(a) above, advertising may be reimbursed at the rate of 70% of the total cost, including any production costs. C. Online Advertising: 1. Online advertising and promotion may be reimbursed at 100% of the cost, including any production cost. Streamed media (radio, television, other) requests for reimbursement must include a statement from the media provider specifying the percentage of recipients which are outside of Kittitas County. Reimbursements will be allowed for the percentage distributed outside of Kittitas County, including any production costs. D. Direct Mail: Direct mail advertising may be reimbursed at 100% of the cost, including any production cost, for each item mailed or shipped to a destination outside of Kittitas County. In order to receive reimbursement, a list of the addresses and a signed statement from the contractor that the list is accurate, or other proof of delivery, must be provided along with other required documentation. E. Flyers/Posters: 1. Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% of the cost, including any production cost. In order to receive reimbursement, a list of the locations where flyers or posters were posted outside of Kittitas County, a signed statement from the contractor that the list is accurate and a copy of the poster/flyer must be provided along with other required documentation. F. Radio Advertising: 1. Radio advertising placed with any media provider located outside of Kittitas County may be reimbursed at 100% of the cost, including any production cost. EXHIBIT "B" 2. Radio advertising placed with any media provider located inside of Kittitas County may be reimbursed as follows: a. For date -specific events, advertising the day of the event and up to 7 days prior to the event may be reimbursed at 100% of the cost, including any production cost. b. For seasonal or year-round events, or for date -specific events outside of the time- frame in Section 2 F, 2(a) above, advertising may be reimbursed at the rate of 30% of the total cost, including any production costs.