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HomeMy WebLinkAboutLT-2019-011 Western Art AssociationLT-2019-011-WESTERN ART ASSOCIATION 2019 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND WESTERN ART ASSOCIATION 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 WESTERN ART ASSOCIATION ("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 seven thousand, eight hundred and sixteen dollars ($7,816.00) (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 seven thousand, eight hundred and sixteen dollars ($7,816.00) (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-2019-011-WESTERN ART ASSOCIATION Attn: Auditor's Accounting 205 West 5th Ave -Suite 105 Ellensburg, WA 98926 a ud i t0rsa ccounting@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: • Television ads • Radio ad • All print advertising including newspapers • Direct mail • Online • Social media 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 funding for posters h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as no more than two reimbursement requests with supporting documentation. L 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 ___ 201 9 County Lodging Tax Funding Agreement Page2 L T-2019-011-WESTERN ART ASSOCIATION County and applicable to Services). Contractor shall furnish such documents as may be required to effect or evidence such compliance. All laws, ordinances, rules, and orders required to be incorporated into agreements of this character are incorporated into this Agreement by this reference. Contractor agrees to obtain all required licenses and permits, and further agrees to keep them in full force and effect during the term of this Agreement. d. The County and the Contractor agree that in fulfilling the terms and conditions of this Agreement neither shall discriminate on the basis of race, creed, color, national origin, age, sex, marital status, or the presence of a physical, sensory, or mental handicap. e . The Services shall at all times be subject to inspection by and approval of the County, but the County's making (or failure or delay in making) such inspection or approval shall not relieve Contractor of its responsibility to perform the Services in accord with this Agreement, notwithstanding the County's knowledge of defective or non-complying performance, or the substantiality or ease of discovering the same. Contractor shall provide the County with sufficient, safe, and proper facilities and equipment for such inspection and free access to such facilities. f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly furnish the County or its designee, or such Federal or State auditor with such information related to the Services as may be requested by the applicable governmental entity. Contractor shall preserve and maintain all financial records and records relating to performance of Services under this Agreement for six (6) years after contract termination. For such duration after the County makes final payment of compensation due hereunder, Contractor shall provide the County access to (and the County shall have the right to examine, audit and copy, with or without notice) all of Contractor's books, documents, papers and records related to the Services or this Agreement. g. Contractor understands and acknowledges that Contractor is solely responsible for its own reporting and accounting of all state, federal, social security, and local taxes, of every nature, arising from Contractor's performance of this Agreement. All compensation received by the Contractor will be reported to the Internal Revenue Service at the end of the calendar year in accord with the applicable IRS regulations. Section 4. Release, Indemnity, and Hold Harmless. The County assumes no liability for the Contractor's actions under this Agreement. Contractor releases and shall defend, indemnify, and hold harmless the County, its officers and employees, agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities, damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or may arise or be alleged to arise out of or by reason of this Agreement including: • Any fault, negligence, strict liability or product liability of Contractor in connection with the Services for this Agreement; • Any lien asserted upon any property of the County in connection with the Services for this Agreement; • Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance, rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of ___ 2019 County Lodging Tax Funding Agreement Page3 LT-2019-011-WESTERN ART ASSOCIATION 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 for documents created in relation to this Agreement, should legal uncertainty arise regarding the disclosability of any documents under federal or state public records laws, the County shall provide notice to Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow Contractor to seek a court injunction. c. The County specifically shall not be liable to Contractor for the County's release under public records laws of any documents not protected by trademark, copyright or other law. Section 6. Industrial Insurance Waiver. With respect to performance of this Agreement and as to any claims against the County, its Additional Insureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, for injuries to Contractor's employees and agrees that the obligations to indemnify, defend and hold harmless provided in this Agreement extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is mutually negotiated by the parties to this Agreement. Section 7. Insurance and Endorsements. a. The County may require through a request in writing that the Contractor provide the County with a certificate, binder, or policy of liability insurance, acceptable to the County in an amount specified by the County. b. Such liability insurance shall be such as will protect Contractor, its employees, agents and representatives, from all claims, losses, harm, costs, liabilities, damages and expenses arising out of personal injury (including death) or property damage that may result from performance of the Services or this Agreement, whether such performance is by Contractor or any of its employees, agents or representatives. c. Should the County require such liability insurance, the Contractor agrees to provide proof of insurance prior to commencing performance of this Agreement. d. Copies of the County's written request and the insurance documents provided by Contractor shall be attached to this Agreement and by this reference will be made part hereof. ___ 2019 County lodging Tax Funding Agreement Page4 LT-2019-011-WESTERN ART ASSOCIATION e. Where insurance is requested by the County, all liability insurance policies shall be endorsed to include the County as an Additional Insured and shall stipulate that the insurance afforded by the policies shall be primary insurance, and that any insurance, self-insured retention, deductibles, or risk retention trusts maintained or participated in by the Parties shall be excess and not contributory to any other insurance maintained by the County. Contractor shall furnish the County a certificate of insurance with Endorsement as evidence that the required policies are in full force and effect. Section 8. Termination. The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon receiving such notice of termination, Contractor shall, except as otherwise directed by the County, immediately stop performing the Services to the extent specified in the notice. In the event the County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of the date of the notice of termination. Section 9. Miscellaneous. a. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or any right or interest in this Agreement without the County's prior written consent. b. This Agreement embodies the entire Agreement between the County and Contractor, and supersedes any and all prior oral or written communications, proposals, conditions, promises, representations, or understandings regarding the Services. No change, amendment or modification of any provision of this Agreement shall be valid unless set forth in a written amendment to the Agreement signed by both parties. c. Notice for any purpose under this Agreement, except service of process, shall be given by the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W. 5th Ave. Ste. 108, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by the County to the Contractor shall be given to the Contractor's address provided on the signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class, postage prepaid, certified mail, return receipt requested. d. The section and paragraph headings of this Agreement are for reference convenience only and are not intended to restrict, affect or be of any weight in interpreting or construing the provisions of such sections or paragraphs. e. This Agreement may be executed in one or more counterparts and by facsimile, each of which will be deemed an original, but all of which together will constitute one and the same instrument. f. Contractor warrants to the County that the individual signing on Contractor's behalf has the requisite power and authority to enter into and to perform Contractor's obligations under ___ 2019 County Lodging Tax Funding Agreement Pages LT-2019-011-WESTERN ART ASSOCIATION this Agreement. Contractor further warrants to the County that Contractor has made no misrepresentation or misleading statement in connection with this Agreement, and is not in violation of any applicable law, ordinance, or regulation the consequence of which will or may materially affect Contractor's ability to perform its obligations under this Agreement. g. If any term or condition of this Agreement or the application thereof to any person(s) or circumstances is held invalid, such invalidity shall not affect the other terms, conditions or applications which can be given effect without the invalid term, condition or application. To this end, the terms and conditions of this Agreement are declared severable. h. The exclusive venue for any action brought to enforce this Agreement or any of its terms shall be in Kittitas County, State of Washington. KITTITAS COUNTY BOARD OF COUNTY COMMISSIONERS . CONTRACTOR ---?? ~ -__::111111 Chair [Address] I . l .I\ £/le.~~~ w~ Deputy Prosecuting Attorney ___ 2019 County Lodging Tax Funding Agreement Page6 I 7&5? CL TAC: Application for Lodging Tax Grant Funding EXHIBIT "A" Grant Application * Workshop -2018 Dd you attend the Q-ant Appication Workshop-2018 hosted by the Kittitas Oiunty O,armer of Omrerce? i Yes (: No Submittal Instructions r. Yes, & General I have read and understand Subrrittal Instructions and General lnforrmtion for the 2018 Lodging Tax 0-ant Funding Information * R-ocess 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 passv\Ord. 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 * Western Art Association Organization Address * Street Address Website Federal Tax ID#* UBI#* Organization is a:* '-II t.t N Pearl St Address Line 2 Oty Ellensburg A:lstal / Zip Olde 98926 www.westernartassociation.org 91-0936987 601-084-786 i Government Entity r. 501 (c)3 i 501(c)4 i 501(c)6 i Other State / R-ovince / Region Washington Oiuntry 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 IRS Determination letter of Oct 1977.pdf Organization Status * Accepta~e file forrrats include: JR3, Ar or llFF. Contact Information First Name * Last Name * JoAnn Wise 316.89KB Phone Number* Email* 509-962-2934 waa@fairpoint.net Project or Event Information Project/Event Name* National Fine Art Show and Auction Event Dates A •, ___ / 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* 5/17/2019 Project/Event Location* New or Ongoing Project/Event?* Amount of Funding * Requested End Dates 5/19/2019 Kittitas Valley Event Center r-Ongoing Project/Event (More than four years in existence) r New Project/Event (Four or fewer years in existence) $ 7816.00 If you selected "Oigoing A'oject/Blent" above this arrount rray not exceed 10% of the total expense budget of this project. Funding Request Max 7,816 Tourism Seasons* From the list below, what season will your project enhance tourisrri? 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 A 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: Project/Event Description* The "National Fine Art Show and Auction", produced by the Western Art Association , is preparing the 2019 show, our 47th year . The show is a three day annual event and always the third weekend in May at the Kittitas Valley Event Center . 2019 dates are May 17, 18 and 19. When the doors open at 10 :00am Friday morning the exhibit halls Vvill be filled Vvith 45-50 artists booths displaying original artlMlrks in all media. There is no admission charge for the weekend. Our Friday evening "Quick Draw' is a popular event Vvith 20+ artists who in one hour Vvill create an artlMlrk and have it ready for the live auction to follows. It's an opportunity for visitors and collectors to talk to the artists while they are IMlrking and view up close what is being created. All the artlMlrks Vvill be included in live auction. During the day about half the artists are IMlrking on demonstration artlMlrk in the ir booth. Works are to be completed by Saturday afternoon and Vvill be auctioned prior to the main auction Saturday evening. Saturday evening Vvill kick off Vvith a stage performance by a regional entertainer. There is no charge for the Saturday auctions. We are increasing our artist base thereby draVving the attention of art enthusiasts new to our festival as well as returning collectors and buyers. The targeted tourism audience/market is the collector of quality fine art who resides in the western section of our country . Television, radio, social media, online, all print advertising including newspaper, and direct mail are the methods used to contact this market. 2500 character lirrit List of Intended Use of Funds* Television ads Radio ad All print advertising including newspapers Direct Mail Online Social Media Psters 21 Projections of Increased Tourism Please provide the folloVving estimates of how any money received Vvill 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* 1. Away from their place of residence or business and staying overnight in paid accormodations ; 30-35% of our attendees travel over 50 miles and plan to spend the night in paid accommodations. Factoring in the estimated increase in tourism of 3-5%* our estimated number of people who Vvill be traveling over 50 miles from their home/business and spending the night in paid accommodations to be 220. Artists spending the night in paid accommodations are estimated to be 140 . *information supplied by Tourism Dept. Kittitas County Chamber of Commerce for 2018 . 2500 character lirrit Response 2.1 : Evidence* Response 2.2 : Projection* Response 2 .2 : Evidence* Response 2.3: Projection* Response 2 .3 : Evidence* Our evidence of attendance is based on sales' tickets and auction art , artist's surveys , and our surveys . Many of our guests are returnees and we know where they reside. Buyers complete bid cards with personal information (addresses , phone , email , etc .). Of the total estimate of travelers (50-55 %) we know that 30- 35 % (from above information) are staying at least one n iht in paid accommodations. 2500 character linil 2.To a place fifty niles or rmre away from their place of residence or business for the day or staying overnight; The estimate for a place 50 miles or more away from home/business for the day or staying overnight is approximately 500. 2500 character linit This projection is based on the total projected attendance and the above refer enced information sour ces. 2500 charac ter linit 3. or from another country or state outside of their place of residence or business . From another country or state outside of their place of home/business estimate is 40 attendees. We have artists and visitors from our western region and neighboring country, Canada. 2500 character linit As stated above , we know that 30-35 % of our artists are from out of state /country and our visitor information is based on our knowledge of our buyers and guests . We will add th is question to our survey if need be . 2500 cha racter lini t Application Questions: Part 2 -------------- 31 Measuring Results A 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 t erms . 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* Wlat tool s will you use to measure your eve nt's in-pac t on tourism? Rease be speci fic and prov id e exa rrp/es. Measuring the impact our event has on tourism uses the following tools ; t icket sales , auction sales , sales by artists from their booths , surveys by artists , greeters at the show, and CWU tourism students . For 2019 we understand that all even ts using lodging tax funds will be given a short set of survey questions created by the committee to be completed by visitors to events . If these are not available we will continue with our questionnaire asking that they be filled out and retuned to a greeter for entry in a drawing to be held on Sunday , need not be present to win . 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 the dates you provided above, in the R-oject or Event lnforrration section. Response 3 B: Measuring Results* Response 3 C: Measuring Results* B. Wiat strategies w ill you errploy to assure you are attracting tourists from at least 50 rriles aw ay ? Over 50% of our direct mail lists are addresses outside of Kittitas County and over 50 miles travel distance (one way). Our TV commercial covers areas in Washington , Oregon and Idaho. Magazine ads, i.e.: Western Art Collector , Art of the West, True West are received directly from the publisher via subscription mailings 2500 character lirrit C \Miat strategies will you use to assist in rmrketing all of Kittitas 0:iunty as a tourist destination with your event/project funding request? We advertise locally follmNing the seven and ten day rules . The direct mailing we send includes other th ings to do in Kittitas County such as golf, hiking, fishing, other events during the year . Our website links to other organizations for further information . The t\MJ logos, My.Ellensburg and Live Life in Color logos are on all our mailings , rack cards, TV commercial , newspapers, magazine ads, online and social media and website . 2500 cha racter 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 WAA has and Vvill continue to expand our partnerships Vvithin the tourism industry in Kittitas County . We have obta ined reduced room rates in exchange for advertis ing the business and placing their logo on our promotional materials. The Ellensburg Rodeo Royal Court appears at our Friday Quick Draw and Auction every year to assists in carrying the artWJrk for display to the audience, collecting buyer signatures and in spare t ime informing guests of the duties and royal court life and the Ellensburg Rodeo . We support the FBLA students of Ellensburg High School by enlisting their club members in displaying the artWJrks during the Saturday auction Each year we offer t\MJ local events, Ellensburg Rodeo Hall of Fame and Sp irt of the West Cowboy Gathering the opportunity to have complimentary display booths at the show to promote their events. Western Art Association provides the auction staff for the Ellensburg Rodeo Hall of Fame Banquet and Fundraising Auction . We support the Kittitas County Fair Fine Arts division by selecting and supplying the "Best of Show'' awards for artists in professional and amateur classifications. We have participated in the EDA 's downtown Halloween candy distribution. 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* In order to have a self-sustaining event we must increase revenue . Our budget has been reduced to bare bones so that only means the income must increase. To accomplish this we Vvill: • write additional grant funding requests such as the City of Ellensburg Arts Commiss ion Funds • sell more booth space by attracting more artists, • seek more sponsorships and donations, • continue to court residents of certain demographics • add new features Vvithin our event such as the addition of entertainment prior to the Saturday auction • we are considering increasing the commission fees as we are below the industry average • reinforce our volunteer base and obtain helpers who Vvill do specific jobs such as the social media and on line portion of advertising. 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 . Add itional Information May is a great month to be in the Kittitas. Our event, held right in the middle of the month, is a three day event which draws artists, art lovers , buyers and collectors to our area for what we call "an artful weekend ". Our artists are primarily from Montana, Wyoming, Colorado, Idaho, Oregon, British Columbia and our home state of Washington. We know our county is blessed Vvith many talented residents thereby helping to make all our residents aware of the enjoyment of quality original art1MJrks. Where better to pursue this pleasure than spending a few hours at the National Fine Art Show and Auction in our beautiful Kittitas County. There is art in nearly every media and style and a group of artists who are always happy to discuss their art Vvith a viewer. Our mission is to encourage interest in our heritage by promoting the art and artifacts that tell the history of settling the west. 2500 character linit Supporting Documents You rmy upoad any supporting docurrents such as graphs , irmges, diagrarm, rmrketing rmterials, etc. You are allowed to subnit up to 3 single page (US Letter) docurrents in JR3, R:F or llFfforrmt 71 Previous Lodging Tax Grant Information Previous Years Awarded Lodging Tax Grants* H3s your event received Lodging Tax funds in previous years? r No, this event/project has not previously received Lodging Tax Funding . r Yes, 1 year previous r Yes, 2 years previous i-Yes, 3 or more years previous How many participants and spectators attended last year's activity and/or will attend this year? Prior Year* 1,000 Projected* 1,050 How many days did/will your event occur? " Prior Year* 3 Projected* 3 How many paid overnight stays were and/or will be booked as a result of your project/event? Prior Year* 305 Projected* 360 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* Prior Year Paid Overnight Stay Data Data based on surveys, contacting hotelmotel facilities, artists information and auctions. We are basing our projection on new advertising reaching possible buyers, increase in tourism and the fact that there is no charge for the auctions. We have a steady group of collectors who attend the event every year and often will bring people along who have not attended. 2500 character lirrit. In addition to field above, you rmy upload the evidence to support the prior years' room'night inforrmtion , You rmy upload up to three single pages (US Letter), of inforrmtion. W you a single rrult~page docummt, only the first three pages will be considered, The following forrmts, will be accepted: JFG, FCForllFF 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 'M'.luld 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 City of Ellensburg Arts Commission In Kind Volunteer Hour contibution $ 1,500.00 $ 58,250.00 Funding Shortfalls* Matching Funds Percentage V\tiat changes would occur if the project couldn't be funded? Our advertising spending 'M'.luld be greatly impacted by not receiving the grant request. We 'M'.luld not be able to cover as many areas and population that we should be advertising in . This 'M'.lUld have an effect on the number of visitors from outside our area. We need to see new faces but if we don't have event publicity it will be impossible to attract new people. 2500 character linit. 710 .08 % 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 IMlich 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 rrore and related to rrarketingladvertising, you rrust 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 $ 5,000.00 $ 8,500.00 $ 7,580.00 $ 7,816 .00 Funding All Other Revenues Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Auction Sales $ 45413.00 $ 48737.00 $ 41913.00 $ 53000.00 Exhit Boots $ 18692 .00 $ 16560.00 $ 14400.00 $ 1500.00 Ticket Sales $ 1838.00 $ 2221.00 $ 1050.00 $ 0.00 In-Kind Contributions (except volunteerism) Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Luft Trailer Sales $ 200.00 $ 200.00 $ 200.00 $ 200.00 KXLE $ 450.00 $ 300 .00 $ 290.00 $ 300.00 Abbott's Print $ 450.00 $ 450.00 $ 450.00 $ 450.00 Coca Cola $ 400.00 $ 50.00 $ 60.00 $ 50.00 Contributions of Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Number of Hours 1,228 1,326 2,366 2,413 Evidence of Volunteer Rease upload a single file which offers evidence in support of the projected volunteer hours . Contributions * 2019 Projected Vol, Hrs ,.pdf 203.13KB Calculated Value of $ 56,850 .28 Projected Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Revenue Totals $ 72443.00 $ 77018 .00 $ 65943.00 $ 120166.28 Expenses Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Advertising $ 19120.00 $ 20200.00 $ 17650.00 $ 20000.00 Auctioneer $ 1500 .00 $ 2600 .00 $ 450 .00 $ 450 .00 Awards $ 651.00 $ 275.00 $ 255.00 $ 375 .00 Catering $ 3682.00 $ 3400.00 $ 2576 .00 $ 1300.00 Consigned Auction $ 2669.00 $ 27950.00 $ 24298 .00 $ 31500.00 Art Contributions $ 650.00 $ 1500.00 $ 1000.00 $ 600 .00 Entertainment $ 700.00 $ 0.00 $ 0.00 $ 0.00 Framing $ 277.00 $ 199.00 $ 381.00 $ 400 .00 Mis Show Supplies $ 402.00 $ 458.00 $ 216 .00 $ 250.00 Security $ 1680.00 $ 1680.00 $ 960.00 $ 960 .00 Venue Rent & Setup $ 6764.00 $ 6775.00 $6101 .00 $ 6300.00 Auction Ex Other $ 495.00 $ 617.00 $ 591.00 $ 550 .00 Insurance $ 2900.00 $ 2049 .00 $ 2148.00 $ 2150.00 Licenses & Fees $ 242.00 $ 242 .00 $ 297 .00 $ 250 .00 Office Expense $ 6955.00 $ 6704.00 $ 7860 .00 $ 6240 .00 Merchant CC Fees $ 3180.00 $ 2775 .00 $ 2295.00 $ 2500.00 Posage $ 202.00 $ 165.00 $ 120 .00 $ 150 .00 Professional $ 600.00 $ 799.00 $ 790 .00 $ 790 .00 Services Repair & Maintence $ 89 .00 $ 1410.00 $ 652.00 $ 600 .00 Scholarship Fund $ 1000.00 $ 0.00 $ 1000 .00 $ 1000.00 Sponsorships $ 0.00 $ 0.00 $ 250 .00 $ 250 .00 Taxes $ 106.00 $ 147.00 $117.00 $ 145 .00 Internet & Phone $ 1522.00 $ 1247.00 $ 1367.00 $ 1400 .00 Past Actual 3 Past Actual 2 Past Actual 1 Projected Expense Totals $ 55386 .00 $81192.00 $ 71374.00 $ 78160.00 Profit & Loss Past Actual 3 Past Actual 2 Past Actual 1 Projected $ 17057.00 $ -4174.00 $ -5431.00 $ 42006.28 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 Wlo 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 * JoAnn Wise Applicant's Title * Director Treasurer •' ' .... •. . ~. •. I> II HCI Jlc:11 n.t::Vt::IIUe ~erv,ce '. District Director Date: Gentlemen: Department of the Treasury P.O.Box 21224 Seattle, WA 98111 Our Letter Doted: March 111 ·197 Person to Cont.act: V .S sOls en EP /ID :ID-1 Contact Telephone Number. 206/ 4J+2 5ll0 This modifies. our letter of the above date in vthioh we stated that · you would be treated as an organization which is not a private foundation until the expiration of your advance ruling period .. Based on the information you submitted, we have determined that you are not a private foundation within the meaning of section 509la) of the Internal"Revemue Cod·e, because you are an organization of the type described in section 509(a)(2) . Your exempt status under section 50l{c)(3} of the code is still in affect . ~· Granto rs : and contributors may' ··rely on this determination until the Internal Revenue Service publishes notice to the contrary. However, a granter or a contributor may not rely on this qetermination if he or·sh e was in part responsible for, or was aware ·or. the act or .failure to aot that resulted in your, loss of seiction 509(a) (2) status, or a oqui r ed knowlede;e that the Internal Revenue Service had given notice that you would be removed from classification as a se olion 'i09(a) (2) organ ization. Because this letter could help resolve any questions about your private foundation status, please keep it in your permanent reqords. If you have any questions, please contact the person whose name and telephone number are shown above. 915 Second Avenue, Seattle. Wash. 98174 Sincerely yours. Michael Sassi District Director / Form L-399 (Rev 2019 Projected Volunteer Hours Crawfore 500 hrs Wise 1650 hrs Schmidt 125 hrs Smyth 66 hrs Hospitality 60 hrs Auction Staff 55 hrs Art Movers 50 hrs Greeters 40 hrs Total Volunteer Houri 2546 Section 1. Bra nding 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 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 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, Vjdeo Advertising of all types (including but not limited to television, on line, 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. Section 2. Advertising 'Re imbursements 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 Advertisin g: 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. Televis ion 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 Adv.ertising : 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 Advertis ing : 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.