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Home My WebLink AboutLT-2019-013 Easton Memorial Day CelebrationLT-2019-013-EASTON MEMORIAL DAY CELEBRATION 2019 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND EASTON MEMORIAL DAY CELEBRATION 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 EASTON MEMORIAL DAY CELEBRATION ("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, six hundred and twenty dollars ($2,620.00) (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, six hundred and twenty dollars ($2,620.00) (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-2019-013-EASTON MEMORIAL DAY CELEBRATION Attn: Auditor's Accounting 205 West 5th Ave -Suite 105 Ellensburg, WA 98926 auditorsaccounting@co.ki titas. 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: • Printed ads • Website • Social media boosts • Internet advertising • Radio ads 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. I. Contractors must complete the Lodging Tax Reimbursement online training course provided by the County Auditor's office prior to filing reimbursement claim. Requests for reimbursement will not be accepted by the County Auditor prior to the training being completed. The training may be found online at the Kittitas County Auditor's website at the following address: http://www.co.kittitas.wa.us/auditor/default.aspx Section 3. Performance by Contractor. a. Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract performance of any Services to any other person or entity without the prior written consent of the County. Any such delegation or subcontracting without the County's prior written consent shall be voidable at the County's option. b . Contractor shall at all times be an independent contractor and not an agent or representa- tive of the County with regard to performing the Services. Contractor shall not represent that it is, or hold itself out as, an agent or representative of the County. In no event shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the County. It is understood that the Contractor and the Contractor's staff and employees are not employees of the County and are not, therefore, entitled to any benefits provided employees of the County. c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders, licenses, permits, and other requirements, now or hereafter in effect, of any governmental authority (including, but not limited to, such requirements as may be imposed upon the County and applicable to Services). Contractor shall furnish such documents as may be ___ 2019 County Lodging Tax Funding Agreement Pagel LT-2019-013-EASTON MEMORIAL DAY CELEBRATION 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 any governmental authority; or ___ 2019 County Lodging Tax Funding Agreement Page3 LT-2019-013-EASTON MEMORIAL DAY CELEBRATION • 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-2019-013-EASTON MEMORIAL DAY CELEBRATION 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-2019-013-EASTON MEMORIAL DAY CELEBRATION 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 ofthis 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 COMMISSIONER$ / CONTRACTOR ~ dJ //~ --4'.'~ -\,,.')...,",~ K\\J~.ti Chair ABSENT [~ame] \ / \ . \~:t,..Sl:)..__ ~Q. .. , ,'G.S, c.A>ct~l:\.-~'f\<:\b~o [Address] J.O lR 50 I 5fUa ?J [Telephone] Deputy Prosecuting Attorney ___ 2019 County Lodging Tax Funding Agreement Page6 CL TAC: Application for Lodging Tax Grant Funding Grant Application * Workshop -2018 Submittal Instructions & General Information * Dd you attend the 0-ant Application \/1.brkshop -2018 hosted by the Kittitas County Oiarmer of Conrrerce? r-Yes i No r-Yes, I have read and understand SUbrrittal Instructions and Qlneral 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 * Easton Memorial Day Celebration Organization Address * Street Address Website Federal Tax ID#* UBI#* Organization is a:* PO Box698 Address Line 2 Oty Easton Fbstal / Zip Code 98925 www.eastonmemorialdaycelebration.com 91-1779697 601-770-862 i Government Entity r-501 (c)3 i 501(c)4 i 501 (c)6 i Other State/ A-ovince / ~ion WA Country Kittitas (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 Affirmation letter0001.pdf Organization Status * Acceptable file forrmts include: JR3, F[F or TIFF, Contact Information First Name * Last Name * Teresa Kartes 862.7KB Phone Number* Email* 206-501-5268 eastonmemorialdayparade@gmail.com Project or Event Information Project/Event Name* Easton Memorial Day Celebration Event Dates ... . ...,. Please provide any specific dates, or range of dates, on which your event or project Vvill be held. You may add as many dates or date ranges as necessary. Event Dates Start Dates* 5/25/2019 Project/Event Location* New or Ongoing Project/Event?* Amount of Funding * Requested End Dates 5/25/2019 Railroad Street, Easton, WA 98925 r-Ongoing Project/Event (More than four years in existence) r New Project/Event (Four or fewer years in existence) $ 2620.00 W you selected "Olgoing Ffoject/Btent" above this atTOunt rray not exceed 10% of the total expense budget of this project. Funding Request Max 2,620 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: Project/Event Description* This event is a day full of fun for all ages. With a street fair, parade, motorcycle show, car show, wall of heroes and the Kid Zone. Our targeting audience includes but not limited to Yakima, Wenatchee, Kittitas, King, Snohomish, and Pierce Counties. 2500 character linit List of Intended Use of Funds* printed ads website Social Media boosts List of Intended Use of Funds* internet advertising radio ads 21 Projections of Increased Tourism Please provide the followng estimates of how any money received wll 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 fromtheir place of residence or business and staying overnight in paid accommdations; Broadening our marketing footprint and listing the exciting things we have to offer should increase our touch from the prior years. 2500 character lirrit Through Insights for social media sites and website, we can determine the amount of people that have viewed or liked our pages and the amount of people our boost posts touch. Connecting wth local lodging wll give us the answers we wll need 2500 character lirrit 2,To a place fifty rriles or nme away fromtheir place of residence or business for the day or staying overnight: The first big weekend of the summer being Memorial Day Weekend and most Western Washington people going stir crazy after a long wnter in the city. We would capitalize on that by taking the opportunity of getting our information out earlier. This hopefully wll entice the Seattleites and surrounding counties, including Eastern Washington Counties, to come our direction when they find out all the fun that wll be available and the large variety of lodging options available wthin a 15 mile radius of Easton. 2500 character lirril We have statistics on our website that can show where people are looking at us from and also the social media sites. When a person signs up on the website to be in the parade or to be a vendor, their address is required and able to be tracked. 2500 character lirrit 3. or from another country or state outside of their place of residence or business , Soliciting people from outside Washington State using the multiple social media sites. Prior years we only solicited Washington. Especially vendors and parade members. 2500 character linit The tracking through websites and social media sites are quite amazing but that does not tell us where or if they are staying. That's where we wll partner wth the local lodging for gathering the evidence of this stay. 2500 character lirrit Application Questions: Part 2 31 Measuring Results What tools wll you use to measure your event's impact on tourism? Please be specific and provide examples. Include the followng information: A Is your project/event year-round or is it seasonal or date-specific? Go to definitions of terms. B. What strategies wll 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* \M7at tools will you use to rreasure your event's irrpact on tourism) Rease be specific and provide exarrples. We will be partnering with local lodging that they can ask their guests at the time of check in by using sample survey #1 below. 1) Sample Survey for lodging locations: Will you be attending The Easton Memorial Day Celebration? Yes/No Home zip cod e: _____ _ Nights staying, ____ _ Number in your party ___ _ 2500 character linit A. Is your project/event year-round or is it seasonal or date-specific? r Year Round r Seasonal c:' Date Specific Your selection here should be suppcrted by the dates you provided above, in the R-oject or Event lnforrrntion section B. \M7at strategies will you errploy to assure you are attracting tourists from at least 50 niles away? Our website sign up for vendors, motorcycle and car show registration or parade participants track where they are coming from. Our surveys will measure the stays and locations from which our attendees are from. The social media sites will also track from which directions we are getting hits from and help determine our marketing needs. 2500 character linit C Vvtial strategies will you use to assist in rrnrketing all of Kittitas Qiunty as a tourist destination with your event/project funding request? Social Media Insights, Website statistics. Flyers, and posters of what is being offered for that day and partnering with local lodging businesses on the increases they experienced. 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 We collaborate with Cabin Creek Cruisers (Easton) for the car show; Pacific NW Vulcan Riders (Lynnwood) for the motorcycle show; Amusements on Demand (Seattle) bringing bouncy houses for the Kid Zone; A variety of street fair vendors that bring different wares to suit many different interests, We try to make sure we incorporate many diversities of peoples interests to entice everyone to visit Kittitas County. NKC Tribune (Cle Elum) for newspaper ads; KXLE Radio; "The Wolf' 100.7 KKWF (Seattle); KPQ "The Quake" (Wenatchee) We also advertise for our local county businesses the day of the event 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* We are currently self sustaining as long as we have been involved. All of our vendors and parade participants sign up online so that is now self serving. Bringing people to this event and Upper Kittitas County is our goal. Some years have been leaner than others. But "The show still goes on". Broadening our areas of focus will only increase our abilities. As long as there are volunteers there will be a Celebration. 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 Easton has approximately 450 residents that live here. The few volunteers that IMlrk this event are proud to say that it has gro\Ml bigger and bigger every year. We have gro\Ml significantly over the years. Our parade and street fair used to bring in anywhere from 700 to 1000 people into the to\Ml. Within the last 3 years we have nearly tripled those numbers by listening to our attendees in what they 1MJuld like to see or have at this event. We are hoping to hit around 4500 attendees this year. We will also be IMlrking closely with and advertising the different types of lodging available. "This tiny little tolMl comes alive for this one day a year." We love to see people enjoying this beautiful, amazing area that we call home. 2500 character lirrit Supporting Documents You rTBY upload any supporting docummts such as graphs, irTBges, diagram;, rTBrketing rTBterials, etc. Easton Memorial Day Celebration Tally for Lodging Attendance 2018.pdf 35.57KB You are allowed to subrrit up to 3 single page (US Letter) docurrents in JR3, ITT or llFF forrTBt 71 Previous Lodging Tax Grant Information Previous Years Has 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* 4,000 Projected* 4,500 How many days did/will your event occur? Prior Year* Projected* How many paid overnight stays were and/or will be booked as a result of your project/ event? Prior Year* 326 Paid Overnights' Data Support Projected* 400 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 Survey sheets were distributed to two local RV parks and their visitors signed in using their zip codes. The car show visitors signed in using their zip codes and the number of days they stayed locally. Booth vendors pre-registered and information was gathered using their zip codes and number of guests visiting that day. The total visiting Kittitas County were 326 individuals that spent 1 to 3 nights. For 2019, survey sheets wll be dropped off at the local RV parks, bed and breakfasts, and motels in the local area to continue to capture more data. Car show visitors wll sign in wth their zip codes and number of visitors and this year we wll expand to include the motorcycle show participants, which is increasing significantly. Visitors participating in the 2019 parade wll now have a sign in sheet to indicate how many are in attendance and the number of days spent utilizing local lodging . 2500 character linil In addition to field above, you rmy upload the evidence to support the prior years' room'night inforrmtion Easton Memorial Day Celebration Tally for Lodging Attendance 2018.pdf 35.57KB You rmy upload up to three single pages (US Letter), of inforrrntion If you a single rrulti-page docummt, only the first three pages will be considered. The following forrmts, will be accepted: JFG, RF or llFF Application Questions: Part 5 Bl 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 wll be listed separately, in the field(s) directly below. Finally, what changes would occur if the project couldn't be funded? Other Funding* Explanation* Funding Shortfalls* Matching Funds Percentage D:ies your organization have, or have you applied for funding from other sources? r Yes r-No If not, why not? We have not identified any available grants that we qualify for. 2500 character linit \/lkJat changes would occur if the project couldn't be funded? Less advertising capability to reach outside the county 2500 character linit. 725.19 % 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 $500 or rmre and related to nmketing/advertising, you 111.Jst subrrit Contributions verifying docutrnntation which assures the contribution will be provided. Donation Tracker 2018.pdf 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 $ 2,500.00 $ 2,620.00 Funding All Other Revenues Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected $ 4594.00 $ 6600.00 $ 8071.80 $ 9000.00 In-Kind Contributions (except volunteerism) Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected $ 18425.00 $20116.00 $ 9989.00 $ 10000.00 Contributions of Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Number of Hours 0 589 400 Evidence of Volunteer Rease upload a single file which offers evidence in support of the projected volunteer hours. Contributions * Easton Memorial Day Volunteer Hours.pdf Calculated Value of $ 9,424.00 Projected Volunteer Time Revenue Totals Expenses Past Actual 3 $ 23019.00 Past Actual 2 $ 26716.00 Past Actual 1 $ 20560.80 Projected $ 31044.00 76.54KB 60.67KB Account Name Expense Totals Profit & Loss Past Actual 3 $ 23080.00 Past Actual 3 $ 23080.00 Past Actual 3 $ -61 .00 Application Certification Past Actual 2 $ 25216.00 Past Actual 2 $ 25216.00 Past Actual 2 $ 1500.00 Past Actual 1 $ 19347.45 Past Actual 1 $ 19347.45 Past Actual 1 $ 1213.35 Projected $ 26200.00 Projected $ 26200.00 Projected $ 4844.00 The applicant here certifies and affirms: 1. That it does not now, nor wll 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 wll 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 wll comply wth all provisions thereof. Certified by :* Name * Teresa Kartes Applicant's Title * President • ...._.._,r ---...... ., ··-• ..... •,. --·· -... • •• • ,2671 P.O. Box 2508 Cincinnati OH 45201 EASTON MEMORIAL DAV CELBRATION COMMITTEE PO BOX 698 EASTON WA 98925 Employer ID Number: 91-1779697 Form 990 required: Yes Dear Taxpayer: In reply refer to: 0248358237 Feb. 16, 2016 LTR 4168C 0 91-1779697 000000 00 00017631 BODC: TE This is in response to your request dated Feb. 04, 2016, regarding your tax-exempt status. We issued you a determination letter in November 2014, recognizing you as tax-exempt under Internal Revenue Code CIRC) Section SOl(c) ( 3). Our records also indicate you're not a private foundation as defined under IRC Section 509(a) because you're described in IRC Section 509Ca)(2). Donors can deduct contributions they make to you as provided in IRC Section 170. You're also qualified to receive tax deductible bequests, legacies, devises, transfers, or gifts under IRC Sections 2055, 2106, and 2522. In the heading of this letter, we indicated whether you must file an annual information return. If a return is required, you must file Form 990, 990-EZ, 990-N, or 990-PF by the 15th day of the fifth month after the end of your annual accounting period. IRC Section 6033Cj) provides that, if you don't file a required annual information return or notice "' for three consecutive years, your exempt status will be automatically revok~d on the filing due date af the third required return·or notice. For tax forms, instructions, and publications, visit www.irs.gov or call 1-800-TAX-FORM Cl-800-829-3676). If you have questions, call l-877-829-5500 between 8 a.m. and 5 p.m., local time, Monday through Friday (Alaska and Hawaii follow Pacific Time). EASTON MEMORIAL DAV CELBRATION COMMITTEE PO BOX 698 EASTON WA 98925 • 0248358237 Feb. 16,· 2016 LTR 4168C 0 91-1779697 000000 00 00017632 Sincerely yours, Doris Kenwright, Operation Mgr. Accounts Management Operations 1 Easton Memorial Day Celebration ln-Kmd Company ~failingfphysical address # or items for Received VALUE small rafne Ace Hardware Cle elum r hum cane fur Wlzzard ~0..00 Ace Hardware Cle elum 2 3X ouldOorWmo solar aowered table lights 53•.oo AR CllV Glass 41 ffast 1 sl Streel Ste B Cle Bum 0 cash s15o.oo E:1110,u,rnt,e,-2 2x 25.00 aift certificates $50.00 Beaus Pizza 2 2x 25 aiH cards sso..oo '"moms & Blossoms I 1 hana1M baskel 5175;00 Ca manchee Pawnee Minmo Co D Donauon $WO.DO Careks 1 25,00 oift certificate $25.00 CUcao• G o1an• 000<1 1 JO-Traclor oinate $30.00 Cashmere Vallev BSnk 0 Cli:eck aiven to emdc s·so oo cc 1 Hal Rack $60.00 Cle Bum F arm and Home 2 ?i< 25.00 Gift cares s5o.oo C<>h o Cllkl 2 12x 20.00 aifl certificates $40.00 C<iuarui . co re 1911 "East 1st SI Cle Elum WA 9B922 1 2~.cm ~m cord $25,0Q ·n,;IJftl'N' CmmTTV • Q Nuni.mv 1 ·~.00 aiO COrl!l•<•lo SS0.00 Orv Bru P~o . Box 121 Snoaualmie Pass, WA 96068 o Bao. I-shirt hat muas $50.00 £:a.1.furr Ridna Tree Servic.a Cord of wood 5'!00.00 Easton Towina_ Barb jJ 1365.00/WreCl<ino ball 365.IS175 ll2fi:TV $( llil0,00 Ellcf>IQUffl Con'icnl Produda D 10..i o,n val $$00.00 Erwin_s All.e.red Americana ~ 2 r,. Swo•1<hM,. D\/fjO $90.00 Glendo 1 25 00 Gift Card $25.00 Grizzfy Safe po Box 537, Ebura 9692.6 0 Safe S 900.00. $500.00 $400.00 Aarcer Lumber c.t1afn Saw w11h case $4.fO -200 $2~0.00 lrolond Jewt!Jlf.l 1 25.00 am certificale $25 00 !Jew l'•l Su=•• 4 4xKOO Gifl certificates s20 oo J Jt1nUrt Chord of wood $400.00 Kea CeflarTavem 2 ?"20.00 oin cen U0..00 l<VH H~llhc;a,. 0 MOO orocerv baas, oersonal emera .kil, cor trainer S370.00 Lo,in P<>IOIICJ1 005 1 Eleclric T oolh Brush $200.00 Los Cabos l Mickev mouse pfnale $20.00 ud! , Cha1rPaa $15,00 l udl 1 Chicken Cooo-Welcome Sien $10 00 Lu</1 1 Cheri Lane oicture frame $20,00 LudJ I Console Table 530.00 lludl 1 Wcl::amc wroalh S10.DO Ludl 2 F eIcn Groves x2 516.00 ludt 1 Grab n oo baa $26.00 lludl 1 Waler color orinl $70,00 Lud! 1 Gnrinn w0,1dr n1ob-e S2S.DO Lutlt 1 C!liel<~n oleture framo $15,00 Lll<ll 1 CfderbrooK 0Ic1ure frame $20,00 ILu\lt 1 ao aulll $40.00 Ludl 1 ~nolo ooollno,mamna $30.00 Ludt , Hum1 dTJyer $30,00 lud! 1 Wln§.aln~i!.l $30.00 L,JGI I M.ea.1.uHn o ~cU01 $5.00 ludt I H ome Touch over the door hook $5..00 Lud! I SleaK -Knlfe set s1;00 Ludt 1 Mli:lan1>11r ctnonl Ina IJl!I $20.00 L•clt 1 Microfiber Cleani ina Mill $20.00 Ludl I Kev Chain wrist slios $20.00 Lu dl I Kev -Chain wnst sIIns S!CLOD Ludl I Kov C11•ln wo,i •nos &11l00 lo-JI 1 Kev Chain wrist slios $10 00 Ludl I ft.Pv Chain wrist slios SlQ.00 Ludt I Kev Chain wnst sfi s $10.00 Ludt , Kev Chain ,$1 0.00 Ludl 1 Maraarita classes S50.00 Mac A Bee I F'udae $50.00 Markos 1 30.00 om cord .$30.00 M cGuires landscape S yds dirt/1 Ovds a ravel $840,00 Ll~res 1.lbtal Wo<lc• PO Box 712, Cle Elum 9B922 0 Trailer Weldina valued at 200.00 (Small Banner) $600 00 Mule ondEIK 1 Growler $50.00 I Northern Kit co tribune 0 50 % add match $245..00 NW Physical Therapy .2 1 personal lrainino session w/1 mo nvm membershipfmassage therapy 30miri $350.00 Old #3 2 ~00 o1ftcert 550,00 OWens Meats 1 50.00 aitt card $50,QO I P•<'r.ofdt c.11 2 2x double SCOOD $10.00 Parkside Cafe 2 2 • I D m Pnmu Rib dirm,r ·S75.!11l Reliable Auto 1 50.00 Gill C"en ·$611.00 Ride Rosrvn BiKe shop Mountain Bike , Tshirt, hat $1040 -350 S6eo ao Roslvnldc.xiCBG/111 , 2 2x 25.00 aifl certificeles $50.00 Roslvn A:Oad House 'I Purole Visor S lQ.00 Rosvtn Theatre PO Box 412 Rosivn 96941 1 2 lou~e 6cl<ets and a tub of poocom ~5rroo Rubv's crafts 2 2x 25.00 aln cards S50.00 Rll>rn<1<,00Uo1U1 4 2 koozies 2 muas $65.00 6'lvcrRldno R•••h z 2x I n1onn:•1no l"o $50,00 Silver Ridae Ranch 7 TT-slmts !160.0ll &!Ver Ridae Ranch 2. '2 cua & koos1e wltll nats SH.00 Slll• ""ii., 1 GiH card $160.00 Sommll ol Sn=m•ml• 2 :ii' season chairtift oasses $300.00 TIUl!.lR 11. 2 oven mits $10.00 !eresa 11 11 T-sh1ns S!2MO The HrirJt:TIIVflffi 1 Black Ball coo S29.00 vm .. el'imr I 50.00 aift certificate $50,00 Wnto,Sdririo l nl\ B&B I , m11nt 1n rose room with comolimentarv breakfast $450 00 TOTAL ·$8,98 !1.0D IDTJIUNKll\1O S9 989 00 Easton Memorial Day Parade Registrants 77450 83520 • 98011 1 Bothell 83854 , 98023 1 Federal Way I 97089 • 98031 l Kent I 98001 I 98034 l Kirkland I 98010 I 98036 2 Lynnwood ' 98010 I 9803B 1 Maple Valley I 9B011 1 98040 3 Mercer Island > 98011 • 98051 1 Ravensdale I 9B011 ~ 98057 1 Renton l 98011 I 98058 1 Renton I 98012 98068 1 Burien 99012 4 98107 l Seattle 98012 I 98133 2 Shoreline 98014 • 98178 1 Seattle 98014 98258 l Lake Stevens 98015 • 98l'l0 l Snohomish 98015 I 98294 1 Sultan 98022 • 98395 lWauna I 98023 98413 1 Tacoma I 98027 98801 l Wenatchee Q 98027 98902 2 Yakima ~ 98029 98922 16 Cle Elum C 98030 98925 a Easton 98032 98926 19 Ellen sburg 98032 98930 1 Grandview 98032 98941 1 Rosyln • 98034 98944 1 Sunnyside I 98034 98034 UJTMl\~I 17 J C 98035 98037 98037 98038 98038 98038 98038 I 98038 I 98038 I 98042 ·~ 98042 ~ 98042 l 98042 1 98042 98042 98042 98045 9804S 9804S 98045 98052 98055 98058 •• 98058 } 98058 14 98064 98065 98074 98092 98092 98092 98092 98103 98115 98116 98124 98133 98146 98148 98148 98166 98166 98168 98188 98208 98232 11 98252 10 98258 • 98258 I. 98264 1 98272 • 98272 98272 98292 98296 4 98296 I 98320 JY 98321 ' 98321 4 98321 I 98321 I 98321 I 98338 U' 98338 1 98342 l 98360 ) 98360 ~ 98360 98360 98360 98366 98367 98367 98371 I 98374 10 98374 98374 A 9u·14 l 98375 , 9R3A~ .. 9838S l 9A:\R7 10 ')8l:Jl ' q1nq) C ~tl~!.ll s qin1 J gl')~l 98391 • 98J9l 0 983?1 ' 9A.1Ql ~ !ll:M01 I qA,1,4(, ' ~8SOl 9850G 98~)6 98580 .. 9R$A4 I ?8S~:l 1 qA~,q7 ~ ')S6ll J qu,7r, S.-!t/02 9980) 9A!KI? ( !l8S:t:6 1 9AA;t, I :Jll&:17 , qA902 I :J~~'Ol > 9890~ 9e90S 98908 !:llhl41 989~8 99IA!i ' • 1!11o5 > ' qq,r:r. • I ')~:.!l& ) I qq;\01 J I ~!.llOl 6 j 93}?.G 1 S~!l8 I 99J.S2 I 993~! • , <80 JOI Easton Memorial Day Parade Volunteer Hours Total # of meetings # of people Hours Hours Rate Value Jan 1 8 2 16 30.46 $487.36 Feb 1 8 2 16 30.46 $487.36 Mar 2 12 2 24 30.46 $731.04 April 2 15 2 30 30.46 $913.80 May 4 15 2 30 30.46 $913.80 June 1 15 2 30 30.46 $913.80 Sept 1 11 2 22 30.46 $670.12 168 $5,117.28 Total # of workparties # of people Hours Hours Rate Value Jan 2 5 2 10 30.46 $304.60 Feb 2 5 2 10 30.46 $304.60 Mar 2 6 2 12 30.46 $365.52 April 3 5 2 10 30.46 $304.60 May 4 7 2 14 30.46 $426.44 June 0 15 2 30 30.46 $913.80 Sept 0 0 0 0 30.46 $0.00 86 $2,619.56 - - Administrative Total Office Time # of people Hours Hours Rate Value Jan 1 2 4 8 30.46 $243.68 Feb 2 3 4 12 30.46 $365.52 Mar 4 3 4 12 30.46 $365.52 April 4 3 4 12 30.46 $365.52 May 4 3 4 12 30.46 $365.52 June 1 1 2 2 30.46 $60.92 Sept 3 4 10 40 30.46 $1,218.40 98 $2,985.08 Selling Cindy Acquiring Total €on11ie Documenting # of people Hours Hours Rate Value Jan 0 0 0 0 30.46 $0.00 Feb 0 0 0 0 30.46 $0.00 Mar 4 2 3 6 30.46 $182.76 April 8 2 3 6 30.46 $182.76 May 8 2 3 6 30.46 $182.76 June 0 0 0 0 30.46 $0.00 Sept 0 0 0 0 30.46 $0.00 18 $548.28 Selling Acquiring Total Others Documenting # of people Hours Hours Rate Value Jan 0 0 0 0 30.46 $0.00 Feb 0 0 0 0 30.46 $0.00 Mar 0 0 0 0 30.46 $0.00 April 1 12 1 12 30.46 $365 .52 May 1 12 2 24 30.46 $731.04 June 0 0 0 0 30.46 $0.00 Sept 0 0 0 0 30.46 $0.00 36 $1,096.56 Total Set up Day # of people Hours Hours Rate Value Jan 0 0 0 0 30.46 $0.00 Feb 0 0 0 0 30.46 $0.00 Mar 0 0 0 0 30.46 $0.00 April 0 0 0 0 30.46 $0.00 May 1 4 2 8 30.46 $243 .68 June 0 0 0 0 30.46 $0 .00 Sept 0 0 0 0 30.46 $0.00 8 $243.68 Total I Day of Parade # of people Hours Hours Rate Value Jan 0 0 0 0 30.46 $0.00 Feb 0 0 0 0 30.46 $0.00 Mar 0 0 0 0 30.46 $0.00 April 0 0 0 0 30.46 $0 .00 May 1 33 0 145 30.46 $4,416.70 June 0 0 0 0 30.46 $0 .00 Sept 0 0 0 0 30.46 $0.00 145 $4,416.70 Total Day After # of people Hours Hours Rate Value Jan 0 0 0 0 30.46 $0.00 Feb 0 0 0 0 30.46 $0.00 Mar 0 0 0 0 30.46 $0.00 April 0 0 0 0 30.46 $0.00 May 1 6 2 12 30.46 $365.52 June 0 0 0 0 30.46 $0.00 July 1 3 6 18 30.46 $548 .28 30 $913 .80 589 $17,940.94 Section 1. Branding 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 On line Disp lay 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. Video 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. Advertisi ng Reimbursements Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere to the following guidelines and requirements for each type of advertising media utilized. A. Print Advertising; 1. Print advertising placed with any media provider which operates exclusively outside of Kittitas County may be reimbursed at 100% of the cost, including any production costs. To operate exclusively outside of Kittitas County, the provider must not be physically located in the County and/or not distribute any media within the County. 2. Print advertising placed with any media provider which operates inside Kittitas County may be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to 10 days prior to the event may be reimbursed at 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. On li ne 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% ofthe cost, including any production cost, for each item mailed or shipped to a destination outside of Kittitas County. In order to receive reimbursement, a list of the addresses and a signed statement from the contractor that the list is accurate, or other proof of delivery, must be provided along with other required documentation. E. Flyers/Posters: 1. Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% of the cost, including any production cost. In order to receive reimbursement, a list of the locations where flyers or posters were posted outside of Kittitas County, a signed statement from the contractor that the list is accurate and a copy of the poster/flyer must be provided along with other required documentation. F. Radio Advertising: 1. Radio advertising placed with any media provider located outside of Kittitas County may be reimbursed at 100% of the cost, including any production cost. EXHIBIT "B" 2. Radio advertising placed with any media provider located inside of Kittitas County may be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to 7 days prior to the event may be reimbursed at 100% of the cost, including any production cost. b. For seasonal or year-round events, or for date-specific events outside of the time- frame in Section 2 F, 2(a) above, advertising may be reimbursed at the rate of 30% of the total cost, including any production costs.