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HomeMy WebLinkAboutLT-2019-004 Disney InstituteL T-2019-004-CHAM BER-DISN EV INSTITUTE 2019 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND KITTITAS COUNTY CHAMBER OF COMMERCE FOR THE DISNEY INSTITUTE This Contract, effective January 1, 2019 is made and entered into by and between KITTITAS COUNTY ("County"), acting as agent for and on behalf of the City of Ellensburg, a Washington municipal corporation ("City"), a subdivision of the State of Washington, and KITTITAS COUNTY CHAMBER OF COMMERCE FOR THE DISNEY INSTITUTE ("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 twenty-five thousand dollars ($25,000.00) (City of Ellensburg 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 twenty-five thousand dollars ($25,000.00)(City of Ellensburg 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. 2019 County Lodging Tax Funding Agreement Page 1 LT-2019-004-CHAMBER-DISNEY INSTITUTE d. Requests for reimbursements must be submitted to: Kittitas County Auditor Attn: Judy Pless 205 West 5th Ave -Suite 105 Ellensburg, WA 98926 Judy.ples s@co .kittitas.w a.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: • Program deposit fee-Disney Institute • Online marketing-website marketing, SEO optimization, content marketing, • Online marketing-pay-per-click advertising, content marketing, email marketing, • Online marketing-social media marketing, mobile marketing, video marketing 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 l(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 at the conclusion of the event. 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 and City. Any such delegation or subcontracting without the County's or City's prior written consent shall be voidable at the County's or City's option. b. Contractor shall at all times be an independent contractor and not an agent or representa- tive of the County or City 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 or City. In no event shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the County or City. It is understood that the Contractor and the Contractor's staff and employees are not employees of the County or City and are not, therefore, entitled to any benefits provided employees of the County or City. c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders, 2019 County Lodging Tax Funding Agreement Page 2 LT-2019-004-CHAMBER-DISNEY INSTITUTE licenses, permits, and other requirements, now or hereafter in effect, of any governmental authority (including, but not limited to, such requirements as may be imposed upon the County and applicable to Services). Contractor shall furnish such documents as may be required to effect or evidence such compliance. All laws, ordinances, rules, and orders required to be incorporated into. agreements of this character are incorporated into this Agreement by this reference. Contractor agrees to obtain all required licenses and permits, 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, mental disability or any other protected status recognized under local, state or federal law. e. The Services shall at all times be subject to inspection by and approval of the County or City, but the County's or City'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 or City's knowledge of defective or non- complying performance, or the substantiality or ease of discovering the same. Contractor shall provide the County or City 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 City, or their 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 or City makes final payment of compensation due hereunder, Contractor shall provide the County or City access to (and the County or City 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 or City assumes no liability for the Contractor's actions under this Agreement. Contractor releases and shall defend, indemnify, and hold harmless the County and the City, their 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; 2019 County Lodging Tax Funding Agreement Page 3 LT-2019-004-CHAMBER-DISNEY INSTITUTE • Any lien asserted upon any property of the County or City in connection with the Services for this Agreement; • Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance, rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of any governmental authority; or • Any breach of or default under this Agreement by Contractor. Section 5. Compliance with Public Records Law. a. In compliance with Washington's public records law, the County will retain copies of any documents associated with this Agreement, which may be required by law unless legally exempt from such retention, for any applicable legally required retention period. b. In the event a public records request is made to the County or City 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 or City 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 or City specifically shall not be liable to Contractor for the County's or City's release under public records laws of any documents not otherwise exempt from disclosure 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 or City, their 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. 2019 County Lodging Tax Funding Agreement Page 4 L T-2019-004-CHAM BER-DISN EV INSTITUTE 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 and City as Additional Insureds 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 or self-insurance maintained by the County or City. Contractor shall furnish the County a certificate of insurance with Endorsement as evidence that the required policies are in full for:ce 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. The City is not a party to this Agreement but is an intended third-party beneficiary of this Agreement and to the extent set forth herein certain of its provisions are for the benefit of the City and are enforceable by City in its own name and capacity as a Washington municipal corporation. b. 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. c. 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. d. 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. 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. 2019 County Lodging Tax Funding Agreement Page 5 L T-2019-004-CHAM BER-DISNEY INSTITUTE e. 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. f. 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. g. 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 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. h. 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. i. 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 [Pri nt ame] ABSENT ~;0q N'. Mam St w · [Address] 6CCj . q 20. 1Ci.J7.. [Telephone] Deputy Prosecuting Attorney 2019 County Lodging Tax Funding Agreement Page 6 CL TAC: Application for Lodging Tax Grant Funding Grant Application * Workshop -2018 Submittal Instructions & General Information * Dd you attend the G-ant Application V\brkshop -2018 hosted by the Kittitas County Oiani:Jer of Cornrerce? r-Yes (" No r-Yes, I have read and understand Subnittal Instructions and General lnforrmtion for the 2018 Lodging Tax G-ant Funding A-ocess EXHIBIT"A" You are strongly encouraged to compose your responses to the questions of this form with a desktop text editor and save your work, then copy and paste the information into the form. You may also save a draft by selecting the button at the bottom of this page. When you do this you will be logged out and must log back in to continue. In order to save a draft you will need to provide an email address and a password. After completing the save draft, you will be redirected to landing page containing a link to log back into the form. We suggest you save this link as a bookmark. The link will also be sent to you in an email. Organization Information Name of Organization * KITTITAS COUNTY CHAMBER OF COMMERCE Organization Address * Street Address Website Federal Tax ID#* UBI#* Organization is a:* 609 N MAIN STREET Address Line 2 Oty ELLENSBURG Fostal / Zip QxJe 98926 WWW.KITTITASCOUNTYCHAMBER.COM 91-0210430 601-133-921 (" Government Entity (" 501(c)3 (" 501(c)4 r-501(c)6 (" Other State / A-ovince / Region WA Country USA (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 c6 Status.pdf Organization Status * Acceptable file forrmts include: Jffi, FU' or llFF. Contact Information First Name * Last Name * AMY MCGUFFIN 282.73KB Phone Number* Email* 509-925-2002 AMY@KITTIT ASCOUNTYCHAMBER.COM Project or Event Information Project/Event Name* DISNEY INSTITUTE-BUSINESS TRAVEL Event Dates Please provide any specific dates, or range of dates, on wiich your event or project Vvill be held. You may add as many dates or date ranges as necessary. Event Dates Start Dates* 4/11/2019 Project/Event Location* New or Ongoing Project/Event?* Amount of Funding * Requested End Dates 4/11/2019 CWU CAMPUS ELLENSBURG r Ongoing Project/Event (More than four years in existence) r-New Project/Event (Four or fewer years in existence) $ 25000.00 If you selected "Oigoing R-ojecl/Btent" above this arrount rray not exceed 10% of the total expense budget of this project. Funding Request Max 63,000 Tourism Seasons* From the list below, what season will your project enhance tourism? Select any which apply. r Year-round (January -December) r Off Season (November -February) ~ Shoulder Season (October or March -May) r High Season (June -September) Application Questions: Part 1 Please answer each question completely, in the order listed. Please include any supporting data within the response narrative. 11 Project/Event Description Please provide a description of your project/event and identify the specific tourism audience/market that your organization Vvill target Vvith these funds. You must include an itemized list of exactly how any grant funds awarded will be utilized. Response 1: ProjecVEvent Description* Leaders Can Inspire Excellence Behavior speaks volumes. Lead by example, and committed employees Vvho strive to deliver exceptional service ll\lill follow. It is this approach to leadership that is responsible for the Disney legacy known around the \A/Orld today. Leaders Vvho purposefully nurture an environment of mutual trust and respect find they can create stronger employee performances, exceptional customer service-and ultimately better business results. When it comes to the business behind the magic, Walt Disney Parks & Resorts has always thought about things differently. You could say we "strategically focus" on the details that organizations may under manage-or ignore. Where others let things happen, we're consistently intentional in our actions. This insight alloVvS us to maximize the opportunities to exceed Guest expectations. What's more, our core expertise is central to this system. Effective Leadership Is Proactive and Can Amplify a Common Purpose. Great leaders are able to affect positive change-and sustain it. They align their personal values and vision ll\lith those of the organization, integrating and prioritizing both company-wide and departmental values. The most meaningful way a leader can impress a shared vision upon others is to passionately and clearly articulate these ideas and personally shepherd them into practice. This is Vvhy the Kittitas County Chamber of Commerce is bringing such a course to Ellensburg in Spring 2019. We feel that such a brand in the center of the state we will be able to influence regional companies to set their travel to the area for this leadership course provide by Disney Institute. As set out in the RCW of the hotel/motel funds this event will promote business travelers from 50 miles or further to attend this accredited course ll\lith the Disney Cast members. We ll\lill hold the business leadership event on Central Washington University's campus for the shoulder time of year April 2019. We anticipate 200 registrations; with the course starting at 8:30 in the morning Vvhich will prompt overnight stays in our area hotels or accommodations. For this particular funding request we are seeking the following use of funds: inital deposit for the course and promotions funding in the online channels of website marketing, search engine optimization, Pay-Per-Click Advertising, Content Marketing, Email Marketing, Social Media Marketing, Mobile Marketing , and Video Advertising. 2500 character lirrit List of Intended Use of Funds* Program Deposit Fee-Disney Institute Online Marketing -website marketing, SEO optimization, Content Marketiing, Online Marketing -Pay-Per-Click Advertising, Content Marketing , Email Marketing Online Marketing -Social Media Marketing , Mobile Marketing, Video Marketing 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 : Projection* Response 2.1 : Evidence* Response 2.2: Projection* Response 2.2 : Evidence* Response 2.3 : Projection* Response 2.3: Evidence* 1. Away from their place of residence or business and staying overnighl in paid accormodations; Our projections are based on a similar partnership in Spokane with Gonzaga University; they have been doing annual Disney Institute courses for the past 5 years and they have been receiving 40% attendance from 50 miles or further from the Greater Spokane area. So by using that information we anticipate the same turnout -80 attendees. (being our first time doing such an event) of those attendees we vvould again estimate based on activities in this area 30% will be an overnight paid accommodation of 24 room rentals. 2500 character linit Being our first event of such a request we have no real evidence but we will have the opportunity through Disney Institute to survey the attendees and get that information for the future. 2500 character linit 2.To a place fifty niles or rmre away fromlheir place of residence or business for the day or staying overnight; Again, our projections are based on a similar partnership in Spokane with Gonzaga University; they have been doing annual Disney Institute courses for the past 5 years and they have been receiving 60% of the attendees were for day business trips. Additional information sho\M3 that from 50 miles or further from the Greater Spokane area, was 40%. So by using that information we anticipate the turnout - 48 attendees. 2500 character linit Being our first event of such a request we have no real evidence but we will have the opportunity through Disney Institute to survey the attendees and get that information for the future. 2500 character linit 3. or from another country or state outside of their place of residence or business Using the Gonzaga event, they did have 5 people attend from other states. Although, we will be promoting Central Washington and Puget Sound areas, we will not know until after the attendance to see what to anticipate in the future. 2500 character linit Being our first event of such a request we have no real evidence but we will have the opportunity through Disney Institute to survey the attendees and get that information for the future. 2500 character linit Application Questions: Part 2 31 Measuring Results What tools will you use to measure your event's impact on tourism? Please be specific and provide examples. Include the following information: A Is your project/event year-round or is it seasonal or date-specific? Go to definitions of terms. B. What strategies will you employ to assure you are attracting tourists from at least 50 miles away? C. What strategies will you use to assist in marketing all of Kittitas County as a tourist destination with your event/project funding request? Response 3: Measuring Results* Response 3 A: Measuring Results* Response 3 B: Measuring Results* Response 3 C: Measuring Results * \/\,hat tools will you use to rrnasure your event's irrpact on tourism? Rease be specific and provide exarrples. Will have wonderful resources from Disney Institute for a follow-up survey of the registrations and attendees. We will also use the information from our online registration platform. This information will provide specifics to the registered attendees. Additionally, we will track and maintain the promotions side to see if we have interest from our promotions in order to determine if we should offer these courses annually or if we should provide more than once a year. We will do this by meta codes on our social media advertising, our pay-per-click advertising, and google analytics or insights of our website advertising. Being a date-specific activity we will be able to review the time of year, if it worked or didn't work. If the travel was effected by nature. 2500 character lirrit A Is your project/event year-round or is it seasonal or date-specific? r Year Round r Seasonal r-Date Specific Your selection here should be supported by the dates you provided above, in the R-oject or EYent lnforrmtion section , B \/\,ha\ strategies will you errploy to assure you are attracting tourists from at least 50 rriles away? We will use the marketing materials that are provided by Disney Institute; we will also use Online Marketing to ensure 50 miles away promotions. We will also be purchasing a leads list in order to send the above mentioned marketing materials to those companies that require the accredited courses. We will also be providing office and business visitations with the region to influence their attendance to the course. 2500 character lirrit C \/\,hat strategies will you use to assist in rmrketing all of Kittitas County as a tourist destination w rth your event/project funding request? We will back link the county website for more things to do while in the area. We will also have a full list of accommodations to the registrants for the trip planning. 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* 51 Future Plans We have created a partnership with Central Washington University for the location of the course and they will be providing the meals during the event. We have also started the collaboration of financial institutes, real estate firms, and lending partners. We are restricted by Disney as who we can collaborate with as it is in the agreement for the course. 2500 character lirrit 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* If this inaugural event is successful we anticipate in continuing Annually especially because of the importance of both Professional and Business Development. We will continue to work with Disney Institute to gather more event sponsors (if approved), we will track the registrations and the possible feedback from our survey in order to accommodate future events like this one. 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 Disney's Approach to Business Excellence is a 111,mld-class approach . It Vvill help sustain success through the three core topics: Leadership Excellence ; Employee Engagement, and Quality Service . By inviting regional businesses to attend, it wll show a clear, simplified way of looking a the problems that are being faced in businesses today and providing easy , effective solutions that can be incorporated in local business and others around us . Ellensburg is the ideal location to influence large to small businesses to take a course provided by Disney Institute . 2500 character linit Supporting Documents You rray upoad any supporting docurrents such as graphs, irrages, diagram,, rrarketing rraterials , etc _ You are allowed to subrrit up to 3 single page (US Letter) docurrents in JFG, R:F or TIFF forrrat 71 Previous Lodging Tax Grant Information Previous Years Awarded Lodging Tax Grants* H3s your ev ent received Lodging Tax funds in pr ev ious years? r-No, th is event/project has not previously received Lodging Tax Funding. 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* 0 Projected* 200 How many days did/will your event occur? Prior Year* Projected* 0 How many paid overnight stays were and/or will be booked as a result of your project/ event? Prior Year* 0 Projected* 24 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 t he methodology . For the projections , what are they based upon and how is that basis justified?) Prior Year Paid Overnight's Stay Response* This is an inaugural event. We are bas ing our projections from a like event in Greater Spokane area Vvith Gonzaga Univers ity. We antic ipate getting more detailed information from the attendees and the surveys that wll be provided after the event. 2500 character linit. Prior Year Paid Overnight Stay Data In addition to field above, you tmy upload the evidence to support the prior years' room'night infortmtion. You miy upload up to three single pages (US Letter), of infortmtion. W you a single rnJlt~page docurrent, only the first three pages will be considered , The following fortmts, will be accepted: JFG, RF orTlFF Application Questions: Part 5 81 Funding Does your organization have, or have you applied for, grant funding from other sources? If not, IM1Y 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 IM'lich have not yet been secured will be listed separately, in the field(s) directly below. Finally, 1M1at changes would occur if the project couldn't be funded? Other Funding * D::Jes your organization have, or have you applied for funding from other sources? r-Yes r No Funding for which you have applied but not yet secured Funding Source Amount ADO Funding-Secured Yakima Economic Development Council South Central Workforce Council Chelan Douglas County Port District Columbia Basin Technical School $ 5,000.00 $ 5,000.00 $ 5,000.00 $ 5,000.00 $ 5,000.00 Funding Shortfalls * Matching Funds Percentage Wlat changes would occur if the project couldn't be funded? We have the option to cancel with fees based on 1M1en we would need to cancel. (1M1ich we are hoping that doesn't come into play) The cost is the same if we have 10 people or if we have 200. So we have 7 months to advertise and get the registrations. Obviously, the earlier the better for such an event. 2500 character linit 451.20 % 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 1M1ich 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 irr-kind contributions valued at $500 or more and related to rmrketingladvertising, you rrust subrrit Contributions verifying docurrnntation which assures the contribution will be provided , email confirmation -CWU.JPG 33.82KB 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 L TAC Grant $ 0.00 $ 0.00 $ 0.00 $ 25,000.00 Funding All Other Revenues Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Registrations $ 0.00 $ 0.00 $ 0.00 $ 82800.00 In-Kind Contributions (except volunteerism) Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Central Wa $ 0.00 $ 0.00 $ 0.00 $ 30000.00 University Contributions of Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Number of Hours 0 0 0 0 Calculated Value of $ 0.00 Projected Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Revenue Totals $ 0.00 $ 0.00 $ 0.00 $ 137800.00 Expenses Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Disney Institute $ 0.00 $ 0.00 $ 0.00 $ 50000.00 Online Marketing $ 0.00 $ 0.00 $ 0.00 $ 10000.00 EventBrite Fees $ 0.00 $ 0.00 $ 0.00 $ 3000.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 Past Actual 3 Past Actual 2 Past Actual 1 Projected Expense Totals $ 0.00 $ 0.00 $ 0.00 $ 63000.00 Profit & Loss Past Actual 3 $ 0.00 Application Certification Past Actual 2 $ 0.00 Past Actual 1 $ 0.00 Projected $ 74800.00 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 ab ide by all relevant local , state and federal la'NS and regulations and ; 3. That it has read the information conta ined in the Instructions on pages 1 and 2 and understands and will comply with all provisions thereof. Certified by:* Name * Amy McGuffin Applicant's Title * CEO -:'·°' 1.rrz ~· fr~, IRS Dup:.rtmcnl of lhc Tri.·a ~u, ,';,/t1Jilj ltilnnal lfrH,nuc. sn,·I c 021928 P.O. Box 2508, Room 4010 Cincinnati OH 45201 In reply refer to: 4077550279 Mar. 29, 2012 L TR 4168C 0 91-0210430 000000 00 00039116 BODC: TE KITTITAS COUNTY CHAMBER OF COMMERCE 609 N MAIN ST ELLENSBURG WA 98926-3109 Employer Identification Number: Person to Contact: Toll Free Telephone Number: Dear Taxpayer: 91-0210430 Sophia Brown 1-877-829-5500 This is in response to your Feb. 20, 2012, request for information regarding your tax-exempt status. Our records indicate that you were recognized as exempt under section 50l(c)(6) of the Internal Revenue Code in a determination letter issued in July 1942. Because you are not an organization described in section 170Cc) of the Cod~, d~nors may not deduct contributions made to you. You should advise your contributors to that effect. Please refer to our website www.irs.gov/eo for information regarding filing requirements. Specifically, section 6033(j) of the Code provides that failure to file an annual information return for three consecutive years results in revocation of tax-exempt status as of the filing due date of the third return for organizations required to file. We will publish a list of organizations whose tax-exempt status was revoked under section 6033(j) of the Code on our website beginning in early 2011. If you have any questions, please call us at the telephone number shown in the heading of this letter. Sincerely yours, Cindy Thomas Manager, ED Determinations Amy McGuffln from: Sent ro: SUllject HI Amy- We're inl Lindi Schadler <Llncla.Schactler@CWJ.edu> Friday, August 10, 2018 10:06 AM Amy McQdfln Re Disney lnstlh.te -Lunch Joel is providin1 caterin&, Cheri Wilson will be contactin& you about the SURC ballroom space and equipment. as well as ~ of tickets, Thanks for this opportunity, Sounds very cool. Linda Schactler, Ch~f r:I Staff Offiu of the President 400 E, University W5'( Ellensbu,i, WA (0) 509·963-2111; (M) 503·607·4103 sch act lertD<:wu,edu Sect io n 1. Br a nd ing Exhibit "B" Guidelines and Requirements for Advertising Expenditures of Lodging Tax 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 than½ 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. Pr int Adverti sing and On li ne Disp lay Ad vertis i ng 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 than½ 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 Adv ertising 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 than½ 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. Sec tion 2 . Advertisi ng Reim bu rs ements 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 Ad vertising: 1. Print advertising placed with any media provider which operates exclusively outside of Kittitas County may be reimbursed at 100% of the cost, including any production costs. To operate exclusively outside of Kittitas County, the provider must not be physically located in the County and/or not distribute any media within the County. 2. Print advertising placed with any media provider which operates inside Kittitas County may be reimbursed as follows : a. For date-specific events, advertising the day of the event and up to 10 days prior to the event may be reimbursed at 100% of the cost, including any production costs. EXHIBIT "B" b. For seasonal or year-round events, or for date-specific events outside of the time- frame in Section 2 A, (2)(a) above, advertising reimbursement requests must include a statement from the media provider specifying the percentage distribution to areas outside of Kittitas County. Reimbursements will be allowed for the amount distributed outside of Kittitas County, including any production costs. B. Television Advertising : 1. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will be reimbursed at 100% of the cost, including any production cost. 2. Television advertising placed with any media provider inside the Yakima /Kittitas DMA will be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to 7 days prior to the event may be reimbursed at 100% of the cost, including any production costs. b. For seasonal or year-round events, or for date-specific events outside of the time- frame in Section 2 B, 2(a) above, advertising may be reimbursed at the rate of 70% of the total cost, including any production costs. C. Online Advertising: 1. Online advertising and promotion may be reimbursed at 100% of the cost, including any production cost. 2. Streamed media (radio, television, other) requests for reimbursement must include a statement from the media provider specifying the percentage of recipients which are outside of Kittitas County. Reimbursements will be allowed for the percentage distributed outside of Kittitas County, including any production costs. D. Direct Mail: 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. 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 ofthe 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.