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HomeMy WebLinkAboutLT-2019-008 Clymer Museum and GalleryLT-2019-008-CLYMER MUSEUM AND GALLERY 2019 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND CLYMER MUSEUM AND GALLERY 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 CLYMER MUSEUM AND GALLERY (CLYMER) ("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 two thousand, nine hundred and seventy-five dollars ($2,975.00) (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 two thousand, nine hundred and seventy-five dollars ($2,975.00) (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 Pagel LT-2019-008-CLYMER MUSEUM AND GALLERY Attn: Auditor's Accounting 205 West 5th Ave -Suite 105 Ellensburg, WA 98926 auditorsacco unting@co.k ittitas.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: • Printing charges • Ads in Spokane Review • Seattle Weekly Summer Tourism brochure • Seattle Times 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): no reimbursement for local advertisement 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/a uditor/defa ult.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 Pagel LT-2019-008-CLYMER MUSEUM AND GALLERY 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 Page3 LT-2019-008-CLYMER MUSEUM AND GALLERY • 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 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 Page4 LT-2019-008-CLYMER MUSEUM AND GALLERY 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 Pages LT-2019-008-CLYMER MUSEUM AND GALLERY 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 COMMISSIONE~S / c2;::; oP//CJ l '1 (_ ----- Chair ABSENT [Address] , sitt-9~ 7--f;p</1 ~ [Telephone] Deputy Prosecuting Attorney ___ 2019 County Lodging Tax Funding Agreement Page6 CL TAC: Application for Lodging Tax Grant Funding Grant Application Workshop -2018 * Dd you attend the Grant Application V\brkshop -2018 hosted by the Kittitas County a,aniler of Conm~rce? r. Yes r No Submittal Instructions r. Yes, & General I have read and understand &ibmttal nstructions and General l1fonration for the 2018 Lodging Tax Grant Funding Information * R-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 'Nill be logged out and must log back in to continue. In order to save a draft you 'Nill need to provide an email address and a password. After completing the save draft, you 'Nill 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 'Nill also be sent to you in an email. Organization Information Name of Organization * Clymer Museum and Gallery Organization Address * Street Address Website Federal Tax ID#* Organization is a :* 416 North Pearl Street Address Line 2 Oty Ellensburg R)stal / Zip Code 98926 www.clylmermuseum.org 91-1470664 601-211-240 r Government Entity r. 501 (c)3 r 501 (c)4 r 501 (c)6 r Other ---------- State I A-evince/ ~ion Washington Country United States (Note: you must submit 501 (c)3, 501 (c)4, or 501 (c)6 approval documentation.) Click here to view sample documents (redacted). Upload Proof of doc01704220180924160425.pdf Organization Status * Acceptablefileforrmts include: JFG, R:ForTFF. Contact Information First Name * Last Name * Mia Merendino A 674.19KB Phone Number* 509-962-6416 Email* miaclymermuseum@yahoo.com Project or Event Information ProjecUEvent Name* Clymer Annual Marketing Budget Event Dates Please provide any specific dates, or range of dates, on Vvi7ich your event or project will be held. You may add as many dates or date ranges as necessary. Event Dates Start Dates* 11/1/2018 ProjecUEvent Location* New or Ongoing ProjecUEvent? * Amount of Funding Requested* End Dates 11/1/2019 Clymer Museum r-Ongoing ProjecUEvent (More than four years in existence) r New ProjecUEvent (Four or fewer years in existence) $ 4025.00 W you selected "Olgoing A-oject/Blenl" above this anuunt rray not exceed 10% of the total expense budget of this project. Funding Request Max 23,130 Tourism Seasons* From the list below, what season will your project enhance tourisni? Select any which apply. ~ Year-round (January -December) r Off Season (November -February) r 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 projecUevent 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: Project/Event Description* We host new exhibit openings a minimum of 12 times a year. We host a first Friday event where we have 200-400 patrons in an evening. These funds are used to encourage tourists and community members to attend our openings and our exhibits.We will be hosting a speaker series and a music series in the coming year. We target the tourist market that resides West of Ellensburg (Seattle)and East (Spokane) as well. We are tapping into the group that supports the Arts. We print postcards,and posters that are distributed locally and advertise digitally and in print in the other markets that are at least 50 miles away. Promotion in town $150 X 7= $1050 Ads in Spokane Review $150 X 7 =$1050 = 500,000 impressions per month Seattle Weekly summer brochure $675.00 Seattle Times Digital advertisement $250 X 5 = $1250 Total $4025.00 We also use social media as much as possible. 2500 character linit List of Intended Use of Funds* Printing charges see above $1050 annually Ads in Spokane Review $1050 Seattle Weekly Summer Tourism brochure $675 Seattle Times $1250 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* 1. Away fromtheir place of residence or business and staying overnight in paid accornrrodations; The monies we receive help to promote our exhibits, and we advertise out of the area. If we don't advertise in the areas out of town, we have little hope of getting them to come visit. When we host events in tandem with other groups we have a good chance of getting them to stay, Artists who come to Ellensburg from out of the area, are given our promotional materials to send to their collectors and buyers. We are offering new events as well. So we are extending our outreach, to people who \Mluld come to see the exhibit or event and therefore spend the night in paid accomodations. I don't know how to project more numbers that the folks I know are coming--I \Mluld assume that the advertising reach would bring toursim dollars in. If there is a formula to calculate this I \Mluld like to know! 2500 character lirrit Evidence : This year so far we have had 12 artists from out of town. They have (or will) stayed in town twice for their show opening and closing. I also have at least 6 artists who will be coming to pick up their Art at the end of the month. They will stay in town for one night, that accounts for 18 hotel stays at the minimum. I can estimate that they have had collectors that have come to view their work, perhaps one per artist. 2500 character lirrit Response 2.2: Projection* Response 2.2 ; Evidence* Response 2.3 : Projection* Response 2.3: Evidence* 2,To a place fifty niles or tmre away from their place of residence or business for the day or staying overnight: I project that we will have a minimum 10 bookings to come visit our exhibits from out of the area for the next year. Also I would include 6-8 artists from out of the area to stay overnight next year due to current exhibit bookings. Our speaker series and film series will also draw visitors. The artists and speakers will be from out of the area, so I would project at least 22 visitors to stay from out of town. 2500 character linit I have booked artists hotel rooms, or given them information from out of the area for 6 previous exhibits. That equates to 12 visits, booked from out of the area residents. 2500 character linit 3. or from anotl1er country or slate outside of their place of residence or business. Most of the exhibits I book are with artists from other states. I expect this to continue since the shows are planned well in advance. All planned exhibits are from out of the area/state folks. They do have collectors who will travel to see their work. The speaker series I am working on will host 4 speakers from out of the area, and 4 other events. Some will be music and film related. 2500 character linit I am unclear about the repeated questions. I feel like I am answering the same questions over and over. I am sorry if I am missing the point. 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 * Vl,llat tools will you use to rreasure your event's irrpact on tourism? Rease be specific and provide exanples. Our events are year round AND date specific. First Friday show openings and also speaker events. We ask our visitors to sign our guest book. We review it quarterly to assess our success. We also ask visitors where they are from given the opportunity. We are also a venue for bus tours that stop in town. 2500 character linit 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 tl1e dates you provided abcve, in the R"ojecl or Bient lnfonrnlion section. B. Wiat strategies will you en-ploy to assure you are attracting tourists from at least 50 mies away? Our advertising program is slated for markets that are 50 miles away or more. We will utlize the Seattle Times Newspaper, The Seattle Weekly, and the Spokesman Review. We also employ social media which knows no boundaries ... 2500 character linit Response 3 C: Measuring Results* C. W1at strategies will you use to assist in mirketing all of Kittitas County as a tourist destination with your event/project funding request? As we are a destination, we have many marketing and promotional publications from other local businesses in our lobby and our front desk. We are happy to share ideas and suggestions for restaurants and other events and establishments to visit. We also always post the logos of our partners in marketing on all of our materials. 2500 character linit " 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 This year we have formed an Alliance vvith the Ellensburg Rodeo Hall of Fame and the Western Art Association to form the Western Culture and Arts Center. We IM'.lrk together to utilize the space that we share, and are working on collaborative projects for next year. We also plan to have at least one shared event per year. Our plans include hosting more events next year. 2500 character linit 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* Our future plans look bright, since the first phase of our restoration of the historic upstairs is taking place. We \Nill be able to rent out our Reception Hall sometime in the Spring of 2019. After that we will restore the Ballroom, and the offices. We \Nill rent these spaces out, and there \Nill be a more consistant income stream for the Clymer. We also host several fundraisers during the year for opperations and maintenance. We believe the Alliance and it's mission \Nill bring in more tourists to participate in this new Center for the Arts. 2500 character linit Application Questions: Part 4 61 Additional Information Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your project and its benefit to tourism. Additional Information The Clymer is a big part of Ellensburg's Art scene. We host many events during the year, including first Fridays, and plan to be more active in the community vvith a speaker series and a music series next year. We think that our year long schedule of exhibits and events bring people to town from out of the area. As said in earlier info, we do keep a guest book, a count of visitors etc. I may not have all of the information that you have asked for, due to some drastic changes in management, I have only been with the Clymer for the last year, and some budget information is not available . 2500 character linit Supporting Documents You nBy upload any supporting docurrents such as graphs, inBges, diagram;, nBrketing nBlerials, etc. You are allowed to subnit up to 3 single page (US Letter) docurrents in JPG, R:F orTIFFfornBt 71 Previous Lodging Tax Grant Information Previous Years I-as your event received Lodging Tax funds in previous years? Awarded Lodging Tax r No, this event/project has not previously received Lodging Tax Funding. Grants* r Yes, 1 year previous r Yes, 2 years previous r-Yes, 3 or more years previous How many participants and spectators attended last year's activity and/or will attend this year? Prior Year* 10,584 Projected* 12,000 How many days did/will your event occur? Prior Year* 14 Projected* 20 How many paid overnight stays were and/or will be booked as a result of your project/event? Prior Year* 16 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 the methodology . For the projections, what are they based upon and how is that basis justified?) Prior Year Paid Overnight's Stay Response* I have booked hotels for several of the artists who have come to town. They ask me where to stay, and I heip with their requests. I can only base my projections on the number of artists coming, and estimate that they may bring others as well. 2500 character lirrit . Prior Year Paid b1 addition to field above, you miy upload the evidence to support the prior yems' room'night inf onrntion _ Overnight Stay Data You 1rny upload up to three single pages (US Letter), of infomstion , W you a single nulti-page docurrent , only the first three pages will be considered . The following forn-sts, will be accepted: JR'.3, RF 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* D:Jes your organization have. er have you applied fer funding from other sources? r-Yes r No Funding for which you have applied but not yet secured Funding Source Amount Ellensburg Arts Commission $ 2,500.00 Funding Shortfalls * Wiat changes would occur if the project couldn't be funded? It 11\/0uld be difficult for us to spend operations money to attempt to publicise our events and to draw an out of the area auidence. We just don't have enough income to justify taking funds out of that budget. We 1MJuld have to cut back or find another source for marketing. Matching Funds Percentage 2500 character linit. 5714.29 % 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 clairred in-kind contributions valued at S500 or 1mre and related to rmrketing/advertising, you n-ust subnit Contributions verifying docurrentation which assures the contribution will be provided. Budget Year Edit if necessary 2016 2017 2018 2019 Revenues From Consolidated Lodging Tax Grant Past Actual 3 Past Actual 2 Past Actual 1 Projected LTAC Grant $ 0.00 $ 0.00 $ 2,000.00 $4,025.00 Funding All Other Revenues Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Clymer Foundation $ 139673.00 $ 154095.00 $ 232868.00 $ 217000.00 In-Kind Contributions (except volunteerism) Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Clymer Museum $ 0.00 $ 9872.00 $ 11603.00 $ 13000.00 Contributions of Volunteer Time Past Actual 3 Past Actual 2 Number of Hours Past Actual 1 1,980 Projected 2,024 Evidence of Volunteer Rease upload a single file which offers evidence in support of the projected volunteer hours. Contributions * doc01704220180924160425.pdf Calculated Value of $ 47,685.44 Projected Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Revenue Totals $ 139673.00 $ 163967.00 $ 246471.00 $ 281710.44 Expenses Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Clymer Foundation $ 178563.00 $ 177382.00 $ 187492.00 $ 231300.00 Past Actual 3 Past Actual 2 Past Actual 1 Projected Expense Totals $ 178563.00 $ 177382.00 $ 187492.00 $ 231300.00 Profit & Loss Past Actual 3 Past Actual 2 Past Actual 1 Projected $ -38890.00 $ -13415.00 $ 58979.00 $ 50410.44 Application Certification 674.19KB ,,.. 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 * Mia Merendino Applicant's Title * Director Se ction 1. Br anding 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. Print Advertisin g and On line Display Advertisi 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. Vi deo 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 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. Sect ion 2. Adverti sing Reimbu rsem e nts Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere to the following guidelines and requirements for each type of advertising media utilized. A. Print Advertising: 1. Print advertising placed with any media provider which operates exclusively outside of Kittitas County may be reimbursed at 100% of the cost, including any production costs. To operate exclusively outside of Kittitas County, the provider must not be physically located in the County and/or not distribute any media within the County. 2. Print advertising placed with any media provider which operates inside Kittitas County may be reimbursed as follows : a. For date-specific events, advertising the day of the event and up to 10 days prior to the event may be reimbursed at 100% of the cost, including any production costs. EXHIBIT "B" b. For seasonal or year-round events, or for date-specific events outside of the time- frame in Section 2 A, (2)(a) above, advertising reimbursement requests must include a statement from the media provider specifying the percentage distribution to areas outside of Kittitas County. Reimbursements will be allowed for the amount distributed outside of Kittitas County, including any production costs. B. Telev ision 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. On'line 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. Rad ie Advertisi ng: 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.