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HomeMy WebLinkAboutLT-2019-020 EDALT-2019-020-ELLENSBURG DOWNTOWN ASSOCIATION-HOEDOWN ETC. 2019 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND ELLENSBURG DOWNTOWN ASSOCIATION (FOR HOEDOWN, BUSKERS, HOMETOWN HOLIDAYS, DOWNTOWN MAPS, AND DACHSHUNDS ON PARADE) 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 ELLENSBURG DOWNTOWN ASSOCIATION FOR HOEDOWN, BUSKERS, HOMETOWN HOLIDAYS, DOWNTOWN MAPS, AND DACHSHUNDS ON PARADE ("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. Secti_on 2. Payment. a. As full compensation for satisfactory performance of the Contractor's Services, the County agrees to pay Contractor the sum of three thousand, two hundred, and sixteen dollars ($3,216.00) {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 three thousand, two hundred, and sixteen dollars ($3,216.00) (Kittitas Co lodging tax funding). ___ 2019 County Lodging Tax Funding Agreement Pagel LT-2019-020-ELLENSBURG DOWNTOWN ASSOCIATION-HOEDOWN ETC. 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 Attn: Auditor's Accounting 205 West 5th Ave -Suite 105 Ellensburg, WA 98926 audi t orsacc o u nting@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: • Social media advertising • Online advertising • Radio advertising • Print media advertising • Website for Dachshunds on Parade • Entertainment • Printing of maps 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 more than $2,000 (two thousand dollars) in entertainment 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 ___ 2019 County Lodging Tax Funding Agreement Pagel LT-2019-020-ELLENSBURG DOWNTOWN ASSOCIATION-HOEDOWN ETC. not employees of the County and are not, therefore, entitled to any benefits provided employees of the County. c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders, licenses, permits, and other requirements, now or hereafter in effect, of any governmental authority (including, but not limited to, such requirements as may be imposed upon the County and applicable to Services). Contractor shall furnish such documents as may be required to effect or evidence such compliance. All laws, ordinances, rules, and orders 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; ___ 2019 County Lodging Tax Funding Agreement Page3 l..-1--2019-020-ELLENSBURG DOWNTOWN ASSOCIATION-HOEDOWN ETC. • 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 • 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. Sect ion 7. Insu r ance and Endorsements. a. The County may require through a request in writing that the Contractor provide the County with a certificate, binder, or policy of liability insurance, acceptable to the County in an amount specified by the County. b. Such liability insurance shall be such as will protect Contractor, its employees, agents and representatives, from all claims, losses, harm, costs, liabilities, damages and expenses arising out of personal injury (including death) or property damage that may result from performance of the Services or this Agreement, whether such performance is by Contractor or any of its employees, agents or representatives. ___ 2019 County Lodging Tax Funding Agreement Page4 L i-2019-020-ELLENSBURG DOWNTOWN ASSOCIATION-HOEDOWN ETC. c. Should the County require such liability insurance, the Contractor agrees to provide proof of insurance prior to commencing performance of this Agreement. d. Copies of the County's written request and the insurance documents provided by Contractor shall be attached to this Agreement and by this reference will be made part hereof. e. Where insurance is requested by the County, all liability insurance policies shall be endorsed to include the County as an Additional Insured and shall stipulate that the insurance 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. ___ 2019 County Lodging Tax Funding Agreement Pages Z..T-2019-020-ELLENSBURG DOWNTOWN ASSOCIATION-HOEDOWN ETC. e. This Agreement may be executed in one or more counterparts and by facsimile, each of which will be deemed an original, but all of which together will constitute one and the same instrument. f. Contractor warrants to the County that the individual signing on Contractor's behalf has the requisite power and authority to enter into and to perform Contractor's obligations under this Agreement . Contractor further warrants to the County that Contractor has made no misrepresentation or misleading statement in connection with this Agreement, and is not in 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 BO~COMMISSIO~'"q //tj ) CONTRACTOR Chair ABSENT [Print Name] ~~Si~~:raig~ [Address] SOO\ -9,a ri-CQft.-LlC.O [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 Grant Application Vlbrkshop -2018 hosted by the Kittitas County a,anner of Comrerce? r-Yes r No r-Yes, I have read and understand Subrrittal hstructions and General lnfonrntion for the 2018 Lodging Tax Q-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 \Nill be logged out and must log back in to continue. In order to save a draft you VIAii need to provide an email address and a password. After completing the save draft, you wll 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 VIAii also be sent to you in an email. Organization Information Name of Organization * Ellensburg Dovvntovvn Association Organization Address * Street Address Website Federal Tax ID#* Organization is a:* 119 W 5th Address Line 2 Suite 102 Oty Ellensburg Fbstal / Zip Code 98926 20-1395402 602-336-662 r Government Entity r-501 (c)3 r 501 (c)4 r 501(c)6 r Other State/ A-ovince / ~ion WA Country United States (Note: you must submit 501 (c)3, 501 (c)4, or 501 (c)6 approval documentation.) Click here to view sample documents (redacted). Upload Proof of 501 c-3 State letter.pdf Organization Status * Acceptable file forrrats include: JFG, Fa' or TIFF. Contact Information First Name * Molly 51.89KB A I 1A ,.._, Last Name* Phone Number* Email* Jones 509-962-6246 director@ellensburgdo'Mltown.org Project or Event Information Project/Event Name* Hoedown, Buskers, Hometo'Ml Holidays, Downto'Ml Maps, Dachshunds on Parade Event Dates Please provide any specific dates, or range of dates, on IMlich your event or project will be held. You may add as many dates or date ranges as necessary. Event Dates Start Dates * 8/28/2019 9/27/2019 11/1/2018 1/1/2019 6/15/2019 Project/Event Location* New or Ongoing Project/Event? * Amount of Funding Requested* End Dates 8/28/2019 9/28/2019 12/31/2018 12/31/2019 6/15/2019 Downto\Ml Ellensburg r-Ongoing Project/Event (More than four years in existence) r New Project/Event (Four or fe1Ner years in existence) $ 3516.00 W you selected "Oigoing R-oject/Btent" above this armunt rmy not exceed 10% of the total expense budget of this project. Funding Request Max 3,516 Tourism Seasons* From the list below, what season will your project enhance tourism? Select any which apply. ~ Year-round (January -December) ~ Off Season (November -February) r Shoulder Season (October or March -May) ~ High Season (June -September) Application Questions: Part 1 ·" Please answer each question completely, in the order listed. Please include any supporting data within the response narrative. 11 Project/Event Description Please provide a description of your project/event and identify the specific tourism audience/market that your organization will target with these funds. You must include an itemized list of exactly how any grant funds awarded will be utilized. Response 1: ProjecUEvent Description* My content for this section is in PDF form at the end of this application in "Additional Information". This application is for 4 existing events and the downtown maps. In order for me to include all the pertinent information, I felt 2,500 characters was not enough. 2500 character lirrit List of Intended Use of Funds* Social Media advertising Online advertising Radio advertising Print media advertising Website for Dachshunds on Parade Entertainment Printing of maps 21 Projections of Increased Tourism Please provide the following estimates of how any money received will result in increases in the number of people traveling for business or pleasure on a trip: 1. Away from their place of residence or business and staying overnight in paid accommodations; 2. To a place fifty miles or more away from their place of residence or business for the day or staying overnight; 3. or from another country or state outside of their place of residence or business. You must provide the evidence utilized in determining your projections. Response 2.1 : Projection* Response 2.1 : Evidence* Response 2.2 : Projection* Response 2.2 : Evidence* Response 2.3: Projection* Response 2.3: Evidence* 1. Away fromtheir place of residence or business and staying overnight in paid acconmudations; We predict 2,184 people to travel away from their place of residence or business for these events. 2500 character linit According to a 2015 downtown zip code survey, 28% of those surveyed were visiting from outside their place of residence or businesses (600 from Dachshund on Parade, 1,200 from Hoedown, 2,000 from Buskers, 4,000 from Hometown Holidays= 7,800 people. 7,800 x28%=2,184). 2500 character linit 2.To a place fifty niles or nure away from their place of residence or business for the day or staying overnight; We predict 1,872 people will visit from 50 miles away or more for these events. In addition. 2500 character linit According to a 2015 downtown zip code survey, 24% of those surveyed were visiting from 50 miles away or more (600 from Dachshund on Parade, 1,200 from Hoedown, 2,000 from Buskers, 4,000 from Hometown Holidays= 7,800 people. 7,800 X 24%=1,872). 2500 character linit 3. or from another country or state outside of their place of residence or business. We predict 858 will visit from out of state or out of the country for these events. 2500 character linit According to a 2015 downtown zip code survey, 11 % of those surveyed were visiting from outside the state or country (600 from Dachshund on Parade, 1,200 from Hoedown, 2,000 from Buskers, 4,000 from Hometown Holidays= 7,800 people . 7,800 X 11 %=858). 2500 character linit Application Questions: Part 2 31 Measuring Results What tools \.\-ill you use to measure your event's impact on tourism? Please be specific and provide examples. Include the follo½ing information: A. Is your project/event year-round or is it seasonal or date-specific? Go to definitions of terms. B. What strategies ½ill you employ to assure you are attracting tourists from at least 50 miles away? C. What strategies ½ill you use to assist in marketing all of Kittitas County as a tourist destination 11\-ith your event/project funding request? Response 3: Measuring Results * Response 3 A: Measuring Results* Response 3 B: Measuring Results* Response 3 C: Measuring Results* Wiat tools will you use to m,asure your event's irrpact on tourism? Rease be specific and provide exafll)les. Dachshunds -our primary method of tracking impact ½ill be registration. When attendees sign up for the event, they ½ill be required to enter their zip code. Hoedown in the Downtown -We ½ill continue to use zip code surveys. Since we tend to get a shifting crowd that changes as the evening progresses, we ½ill survey an appropriate sample of the cro\,\/(j at various times throughout the evening. Buskers in the Burg -We refer to children's activity waivers that ask for the parent or guardian's zip code and if they are staying the night. We typically see around 400-600 kids go through the activities (highly weather dependent). Using that sample of the overall cro\,\/(j, we make an educated guess for the rest of the attendees. Hometown Holidays -At our various events, we ½ill utilize zip code surveys. 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 8.renl l11for1rnlion section , B Wiat strategies will you en-ploy to assure you are attracting tourists from a\ least 50 rriles away? We ½ill target ads toward Yakima, Tri-Cities, Wenatchee, Spokane, and Seattle/Tacoma. We ½ill utilize Google Analytics to understand vvhere the traffic on our websites (ellensburgdowntown.org and buskersintheburg.org) is coming from. 2500 character linit C. Wiat strategies will you use to assist in rrnrketing all of Kittitas O:Junty as a tourist destination w rth your event/project funding request? We aim to promote other events happening around the time of our events. This increases the value of anyone's trip to our county. With events such as Dachshunds on Parade and Buskers in the Burg, we promote the Kittitas County Farmers Market as a value added feature. The Buskers publication also features upcoming events such as the Manastash Metric Bike Ride and the Ellensburg Film Festival. The Hometown Holidays publication promotes events countyl,\,ide and is distributed at each of our Downtown events, starting \o\Ath Downtown Trick-or-Treat through the end of the year. We also keep a link to the county tourism website on our homepage. 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* SI Future Plans The EDA works with the Chamber of Commerce, Central Washington Color county tourism, and myellensburg.com to promote events to a wide-ranging audience. Dachshunds on Parade collaborates with the event's many sponsors and vendors, as well as the Kittitas County Farmers Market. The EDA and the Chamber of Commerce will come together to host as a larger group, utilizing both or our strengths to reach a wide audience and host a great event. Hoedown in the Downtown collaborates with the Ellensburg Rodeo and additional sponsors like CWU, Iron Horse Brewery, and Midstate Co-op. The event also brings in vendors for our beer and wine garden, along with the new addition of a food truck which in 2018 featured Smokey's Barbque from Cle Elum. Buskers in the Burg partners with roughly 13 sponsors each year and in 2018 it will collaborate with 13 buskers, 2 stage performers, the Kittitas County Farmers Market, Gallery One, KVH, KVFR, PSE, Filterer's Furniture, AUAP, Rodeo City Roller Girls, Huffman Farms, and 5 downtown businesses will host buskers for Friday night Busker Preview Night. Hometown Holidays collaborates with countywide events gathering input from Roslyn, Cle Elum, and Kittitas directly. The publication also collaborates with downtown businesses to write the articles that populate it. The events the EDA hosts during the Hometown Holidays period partner with various sponsors, vendors, downtown businesses and community groups. 2500 character lirril 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* The EDA is continuously expanding our partnerships to keep our budget one of the most diversified budgets of the Washington Main Street Communities. We have begun to present sponsorship packets that allow current partners to increase their level of support, and in turn receive more bang for their buck such as a plaque on a bench or an additional event sponsorship mention. We also regularly work to acquire in kind donations and have logged 21,739 volunteer hours in since 2011. The EDA does as much "in house" work on these events as possible to keep cost low while still remaining extremely effective. 2500 character lirrit Application Questions: Part 4 61 Additional Information Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your project and its benefit to tourism. Additional Information Please find my content for Part 1, Response 1 attached in PDF format. 2500 character lirrit Supporting Documents You JTBY upload any supporting docurrents such as graphs, irrages, diagram;, rrarketing miterials, etc. Content for Part 1 Response 1.pdf 150.92KB You are allowed to subrrit up to 3 single page (US Letter) docurrents in JFG, RF or TIFFforrrat 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 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* 7,800 Projected* 8,000 How many days did/will your event occur? Prior Year* 65 Projected* 65 How many paid overnight stays were and/or will be booked as a result of your project/ event? Prior Year* 4,414 Projected* 4,914 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 We use tactics like zip code surveys, registration forms, and waivers to get estimates on our event attendance. We also refer to the 2015 downtown zip code survey to determine percentages on overnight stays. 2500 character linit. b1 addition to field above, you miy upload the evidence to support the prior years' room'night infonmtion. You 1my upload up to three single pages (LS Letter), of inforn--stion. W you a single n1Jlti-page docurrent, only the first three pages will be considered. Thefdlowing forn--sts, will be accepted: JFG, ITT or 11FF Application Questions: Part 5 81 Funding Does your organization have, or have you applied for, grant funding from other sources? If not, why not? If yes, please list the funding you have for the project, including any volunteer and in-kind sources in Question 91 Project Budget Overview. Funding sources and amounts which have not yet been secured will be listed separately, in the field(s) directly below. Finally, what changes would occur if the project couldn't be funded? Other Funding* [bes 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 Sponsorships Donations Ticket, retail, and alcohol sales Straw Fencing -Beer garden/ ponies Event space City Closures Volunteers Entertainment Funding Shortfalls * \Mia! changes would occur if the project couldn't be funded? Amount $12,125.00 $ 3,700.00 $ 6,800.00 $1,750.00 $ 500.00 $ 800.00 $ 500.00 $ 38,000.00 $ 2,000.00 If these events where not funded, we would struggle to be able to promote them outside of the county, which greatly increases our impact on tourism. We would see lower attendance because of the lack of out of county promotion, and would need to lower the quantity and quality of the entertainment we have at these events. Matching Funds Percentage 2500 character linit. 1098.55 % This field will auto fill with the co1Tect percentage based on your input \o 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 nure and related to rmrketing/advertising, you n1Jst subnit Contributions verifying docurrentauon which assures the contribution will be provided Budget Year Edit if necessary 2016 2017 2018 Revenues From Consolidated Lodging Tax Grant LTAC Grant Funding Past Actual 3 $ 18,486.00 Past Actual 2 $12,166.00 Past Actual 1 $ 3,322.00 2019 Projected $ 3,516.00 All Other Revenues Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Sponsorship $ 11925.00 $ 11775 .00 $ 10275.00 $ 12275.00 Donations $ 3069.00 $ 3492,00 $ 3230.00 $ 3300.00 Tickets sales , retail, $ 3845 ,00 $ 6786 .00 $ 8516.00 $ 9500 .00 alcohol sales General EDA $ 7500.00 $ 10779.00 $ 4500.00 $ 8000.00 Budget In-Kind Contributions (except volunteerism) Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Straw $ 1750.00 $ 1750 .00 $ 1750.00 $ 1750.00 Fencing $ 500 .00 $ 500.00 $ 500.00 $ 500 .00 Event Space $ 800.00 $ 800 .00 $ 800.00 $ 800.00 Street Closures $ 500 ,00 $ 500 .00 $ 500.00 $ 500 .00 Entertainment $ 2000.00 $ 2000 .00 $ 2000.00 $ 2000.00 Contributions of Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Number of Hours 1,325 1,449 1,607 1,710 Ev ide nce of Vol unteer Rease upload a single f ile which offers evidenc e in support of tl 1e projected volunteer hours . Co ntri butions * 2019 Projected Proof.pdf 1.03MB Calculated Value of $40,287.60 Projected Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Revenue Totals $ 50375.00 $ 50548.00 $ 35393.00 $ 82428.60 Expenses Account Name Past Actual 3 Past Actua l 2 Past Actual 1 Projected Advertising $ 7343.00 $ 2230 .00 $ 2500.00 $ 2500.00 Entertainment -$ 5978.00 $ 6000 .00 $ 6800.00 $ 6800.00 Buskers Saturday Evening -$ 1264.00 $ 1400 .00 $ 0.00 $ 0.00 Buskers Kids Activities $ 1835.00 $ 1500.00 $ 1600.00 $ 1600.00 Miscellaneous -$ 421.00 $ 600.00 $ 200.00 $ 200.00 Buskers Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Administration - $ 3000.00 $ 3000.00 $ 3000.00 $ 3000.00 Buskers Advertising - $ 1994 .00 $ 1320.00 $ 500.00 $ 700.00 Hoedov.fl Beer garden/other $1112.00 $ 1034.00 $ 880.00 $ 1000.00 activities -Hoedov.fl Entertainment -$ 1777.00 $ 1950 .00 $ 950.00 $ 1200.00 Hoedov.fl Administrative cost $ 2000.00 $ 2000.00 $ 2000 .00 $ 2000 .00 Hoedov.fl Advertising $ 7560 .00 $ 3350 .00 $ 3325.00 $ 3325 .00 Hometov.fl Holidays Activities/events -$ 3622.00 $ 3500.00 $ 2900 .00 $ 2900 .00 Hometov-fl Holidays Advertising - $ 200 .00 $ 131 .00 $ 0.00 $ 530 .00 Dachshunds Insurance -$ 817.00 $ 817.00 $ 0.00 $ 817.00 Dachshunds Sounds/Facilities - $ 164.00 $ 220 .00 $ 0.00 $ 200 .00 Dachshunds Trophies, goodie $ 2982.00 $ 2829.00 $ 0.00 $ 2829 .00 bags, shirts - Dachshunds Admin Costs - $ 0.00 $ 0.00 $ 0.00 $ 1000.00 Dachshunds Maps -design, $ 0.00 $ 4801 .00 $ 1063 .00 $ 1063.00 printing Farmers Market $ 0.00 $ 4185.00 $ 0.00 $ 0.00 Website Miscellaneous -$ 487.00 $ 545.00 $ 0.00 $ 500 .00 Dachshunds Admin Costs -$ 3000.00 $ 3000.00 $ 3000 .00 $ 3000.00 Hometov-fl holidays Past Actual 3 Past Actual 2 Past Actual 1 Projected Expense Totals $ 45556.00 $ 44412 .00 $ 28718 .00 $ 35164 .00 Profit & Loss Past Actual 3 Past Actual 2 Past Actual 1 Projected $4819 .00 $ 6136.00 $ 6675 .00 $ 47264.60 Application Certification A 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 , unlalNfully discriminate against any employee, applicant for employment, client, customer, or other person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military status, sexual orientation, creed, place of birth , or disability; 2. That it will abide by all relevant local, state and federal laws and regulations and; 3. That it has read the information contained in the Instructions on pages 1 and 2 and understands and will comply with all provisions thereof. Certified by:* Name* Molly Jones Applicant's Title* Executive Director STATE OF WASHINGTON ELLENSBURG DOWNTOWN ASSOCIATION JAMES ARMSTRONG 221 E 4TH AVE ELLENSBURG WA 98926 AMENDMENT SECRETARY OF STATE I, Sam Reed, Secretary of State of the State 0£ Washington and custodian of its seal, hereby certify that documents meeting Washinqton statutory ~equirements have been filed and processed with the Secretary of State on behalf of: ELLENSBURG DOWNTOWN ASSOCIATION A Washington Non-Profit Corporation UBI: 602 336 662 Filing Date: May 16, 2005 Effective Date: May 17, 2005 Changing registered office address to: 221 E 4TH .AVE ELLENSBURG WA 98926 Given under my hand and the seal of the State of Washington at Olympia, the State Capital. Sam Reed, Secretary of State INTERNAL REVENUE SERVICE P. 0, BOX 2508 CINCINNATI, OH 45201 Date: JUL 11 2005. ELLENSBURG DOWNTOWN ASSOCIATION PO BOX 966 ELLENSBURG, WA 98926 Dear Applicant: DEPARTMENT OF THE TREASURY Employer Identification Number: 20-139540.2 DLN: 17053315006034 Contact Person: SHERRY Q WAN ID# 31052 Contact Telephone NUinber: (877) 829-5500 Accounting Period Ending: June 30 Public.Charity Statue: 170 (b) (l.) (A} (vi} Form 990 Required: Yes Effective Date of Exemption: October 13, 2003 Contribution Deductibility: Yes Advance Ruling Ending Date: June 30, 2000 We are pleased to inform you that upon review of your application for tax exempt status we h ave determined that you are exempt from F e cleral income t ax i.md $r section S0l(a) (3} of the Internal Re v enue Cod e. c ontr ibutions to y o u are deductible under section 170 of the Co de, You are also qualified to receive tax deductible bequests, devisea, transfers or gifts under section 2055, 2106 or 2522 of the Code. Because this letter could help resolve any questions regarding your exempt status, you should keep· it in your permanent records. Organizations exempt "Wlder section 5 01(0) (3) of the Code are further classified as e i ther public ohari.ties or private foundations. During your advance ruling per i od, y ou will be tr¢ated as a. ·pul:JUc charity. Your advl!l.nce ruling period beg"ine ·with the effe ctiv e date of your exemption and ends with advance ruling endi ng date shown in the h e ading of tbe letter. Sh or t ly before the ewl of y our atlvance rUl.in9 period, we will s e nd y o11 l!'o :nn B7 J4 , support Schedu le for Adv ance ~ulin g Period. Yo u will haye 90 days after t he end o f your a dvan ce r uling perio'd co retw:-n the com_pl li}ted fo rm. We will then notify you, in writing, about your p ublic chal:'.ity status . ~lease see enclosed Information for Exempt Organi zations Under Section 501{c) (3) tor some helpful information about your re~ponsibilities as an exempt organization. · Letter 1045 (DO/CG) ti Hours 26, 2018 3:02:47 PM PDT 5 15 Downtown Trick-or-Treat= 15 j Make a Difference Day : 100 ED~ i E,oc,ti,e Boa«l meetiogc 4 145 Additions : Economic Vitality Committee: 60 hrs, National Conference: 80 hrs. --'-..__ _________ ....._ _____ __, ____ ...._ __ 26, 2018 3:02:47 PM PDT Content for Part 1, Response 1: The Ellensburg Downtown Association (EDA) is dedicated to supporting our historic downtown district and is loyal to the National Main Street Center's 4 Point Approach to Downtown Revitalization. Successful projects of the EDA include adding 72 new downtown bike racks in 2017-2018, maintaining the downtown roofline lighting, printing and distributing 5,000 downtown dining guides in 2017-2018, distributing over 20,000 downtown maps each year, and supporting our businesses through promotion and events. The EDA has played a major role in downtown's progress including Hotel Windrow, lowering downtown vacancies from 60% in 2011 to 10% in 2018, and seeing a net gain for 153 new jobs. Due to our beautification, economic vitality, and promotional efforts, we have been placed in the top 10 Main Streets in the country by Main Street America. We look forward to continuing our award winning work, specifically events and promotion, with the help of Lodging Tax money. The EDA makes it a priority to seek out partnerships in order to drive our mission forward and expand our outreach. Thousands of people enjoy downtown Ellensburg each year due to its walkability, events, business mix, and historic nature. This application for Lodging Tax money will assist the EDA in promoting downtown and the events that draw people to it. These events have a regional draw and enhance what is so special about our town. Target audiences for these events include those interested in heritage tourism, empty nesters, families looking for weekend travel and outdoor recreation, music enthusiasts (Buskers in the Burg), dog lovers (Dachshunds on Parade), those who seek to create family traditions (Hometown Holidays) and families of CWU students. Primary markets for advertising include Yakima, Tri-cities, Wenatchee, Moses Lake, Spokane, and Seattle/Tacoma. Dachshunds on Parade has been a long-standing tradition in the Ellensburg community run by the McKean family for many years. The Ellensburg Downtown Association was given the lead on this event in 2018 and due to amount of information needing to be transferred and lack of time, we decided to postpone the event for an epic comeback in 2019, with a strong partnership with the Kittitas County Chamber of Commerce. The event regularly brings in 300 dachshunds and their owners (estimated 600+ in attendance), approximately half of which are from out of town. The day includes vendors, a costume contest, pet tricks, and dog races. Lodging Tax monies would be used to market the event via social media, online advertising, radio, and print media. Monies would also help to fund a brand new Dachshunds on Parade website with more streamlined registration, better quality photos, and updated logos. Hoedown in the Downtown is the kickoff party to the Ellensburg Rodeo and Kittitas County Fair. This outdoor concert with a beer and wine garden takes place the Wednesday before Labor Day, hosting approximately 1,200-1,600 at the last two events. Past zip code surveys, including recent one from 2018, show that approximately 25% of attendees come from out of the county. In 2017, the event moved from Thursday to Wednesday and it has not hindered attendance at all. Lodging Tax monies would help to promote the event via social media, online advertising, radio, and print media. Monies will also be used to help the EDA afford quality entertainment that draws an impressive crowd. Buskers in the Burg is one of central Washington's best music and arts festival taking place during the last weekend in September. This event continues to evolve and grow. New to the 2018 festival were additions to Friday night including a comedy kickoff and an evening luminary show featuring giant, glowing puppets from the Arts Parade. Saturday is filled with buskers, stage acts, kid's activities, and more. The Kittitas County Farmers Market is also open during Buskers in the Burg. We regularly see about 2,000 people in attendance including 400-600 kids in the kid's activities. We look forward to continuing to mix things up and create a bigger, better event for years to come. Lodging Tax monies would be used to help support entertainment and the marketing of this event via social media, print media, online advertising, and radio. Hometown Holidays is everything we love about the holidays in Ellensburg and Kittitas County. The EDA collaborates with the Daily Record to produce the highly anticipated Hometown Holidays Publication that covers event in the Ellensburg, Roslyn, Cle Elum, and I<:ittitas areas. The EDA also shares these events on our website and social media, making a point to highlight what the county as a whole provides. The EDA hosts multiple events downtown such as Cookie Scavenger Hunt, Plaid Friday, Moments to Remember, Girls Night Out, and Teddy Bear Tea. Estimated attendance for all events in 4,000 plus the general uptick in traffic that downtown sees during this season. Lodging Tax monies would be used to market these events via social media, radio, online advertising, and print media. Downtown Maps have become a sought after guide for visitors. The EDA prints over 20,000 downtown maps annually to be distributed to CWU, local hotels, and downtown merchants. We also provide them for events like Frist Friday Art Walk and conferences or tours. In recent years, we hired local graphic design company, Drawknife Studios, to design a back to our map. This listed "must attend" events such as Jazz in the Valley, Spirit of the West Cowboy Gathering, and Paint Ellensburg. This addition took the map from being a onetime use item to a guide for the rest of the year's events. We had 10,000 backs of the maps printed and added the fronts as needed throughout the year. Lodging Tax money would allow us to print more backs of the maps to continue distributing in 2019. 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 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. V ideo Advert ising of all types (including but not limited to television, online, electronic kiosks, motion billboards, etc.) must include the County's and appropriate City's tourism website logo. The logo must be sized no smaller than½ inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. All logos and website information may be obtained by contacting the Director of Tourism, Kittitas County Chamber of Commerce. Section 2. Advertising Reimbursements Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere to the following guidelines and requirements for each type of advertising media utilized. A. Print 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, advertis i ng 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. Tel.evision 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 Advertisl ng: 1. Online advertising and promotion may be reimbursed at 100% of the cost, including any production cost . 2. Streamed media (radio, television, other) requests for reimbursement must include a statement from the media provider specifying the percentage of recipients which are outside of Kittitas County. Reimbursements will be allowed for the percentage distributed outside of Kittitas County, including any production costs . D. Direct Mail: 1. Direct mail advertising may be reimbursed at 100% of the cost, including any production cost, for each item mailed or shipped to a destination outside of Kittitas County . In order to receive reimbursement, a list of the addresses and a signed statement from the contractor that the list is accurate, or other proof of delivery, must be provided along with other required documentation. E. Flyers/Posters: 1. Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% of the cost, including any production cost. In order to receive reimbursement, a list of the locations where flyers or posters were posted outside of Kittitas County, a signed statement from the contractor that the list is accurate and a copy of the poster/flyer must be provided along with other required documentation. F. Radio Advertising : 1. Radio advertising placed with any media provider located outside of Kittitas County may be reimbursed at 100% of the cost, including any production cost. EXHIBIT "B" 2. Radio advertising placed with any media provider located inside of Kittitas County may be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to 7 days prior to the event may be reimbursed at 100% of the cost, including any production cost. b. For seasonal or year-round events, or for date-specific events outside 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.