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HomeMy WebLinkAboutLT-2019-022 Buskers Comedy KickoffLT-2019-022-ELLENSBURG DOWNTOWN ASSOCIATION-BUSKERS COMEDY KICKOFF 2019 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND ELLENSBURG DOWNTOWN ASSOCIATION FOR BUSKERS COMEDY KICKOFF 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 BUSKERS COMEDY KICKOFF ("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 one thousand, and four hundred dollars ($1,400.00) (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 one thousand, and four hundred dollars ($1,400.00) (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: ___ 2019 County Lodging Tax Funding Agreement Pagel 2019-022-ELLENSBURG DOWNTOWN ASSOCIATION-BUSKERS COMEDY KICKOFF Kittitas County Auditor Attn: Auditor's Accounting 205 West 5th Ave -Suite 105 Ellensburg, WA 98926 auditorsaccou11tlng@co.l<·ittitas.wa.us e. Reporting requirements of your events will be required on prescribed forms from the County Auditor. f. Contractor is eligible to claim reimbursement for the following items and amounts only: • Social media advertising • Online advertising • Print advertising • Radio advertising • Venue fees 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): advertising and venue fees only to be funded 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 ___ 2019 County Lodging Tax Funding Agreement Pagel 2019-022-ELLENSBURG DOWNTOWN ASSOCIATION-BUSKERS COMEDY KICKOFF County and applicable to Services). Contractor shall furnish such documents as may be required to effect or evidence such compliance. All laws, ordinances, rules, and orders required to be incorporated into agreements of this character are incorporated into this Agreement by this reference. Contractor agrees to obtain all required licenses and permits, and further agrees to keep them in full force and effect during the term of this Agreement. d. The County and the Contractor agree that in fulfilling the terms and conditions of this Agreement neither shall discriminate on the basis of race, creed, color, national origin, age, sex, marital status, or the presence of a physical, sensory, or mental handicap. e. The Services shall at all times be subject to inspection by and approval of the County, but the County's making (or failure or delay in making) such inspection or approval shall not relieve Contractor of its responsibility to perform the Services in accord with this Agreement, notwithstanding the County's knowledge of defective or non-complying performance, or the substantiality or ease of discovering the same. Contractor shall provide the County with sufficient, safe, and proper facilities and equipment for such inspection and free access to such facilities. f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly furnish the County or its designee, or such Federal or State auditor with such information related to the Services as may be requested by the applicable governmental entity. Contractor shall preserve and maintain all financial records and records relating to performance of Services under this Agreement for six (6) years after contract termination. For such duration after the County makes final payment of compensation due hereunder, Contractor shall provide the County access to (and the County shall have the right to examine, audit and copy, with or without notice) all of Contractor's books, documents, papers and records related to the Services or this Agreement. g. Contractor understands and acknowledges that Contractor is solely responsible for its own reporting and accounting of all state, federal, social security, and local taxes, of every nature, arising from Contractor's performance of this Agreement. All compensation received by the Contractor will be reported to the Internal Revenue Service at the end of the calendar year in accord with the applicable IRS regulations. Section 4. Release, Indemnity, and Hold Harmless. The County assumes no liability for the Contractor's actions under this Agreement. Contractor releases and shall defend, indemnify, and hold harmless the County, its officers and employees, agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities, damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or may arise or be alleged to arise out of or by reason of this Agreement including: • Any fault, negligence, strict liability or product liability of Contractor in connection with the Services for this Agreement; • Any lien asserted upon any property of the County in connection with the Services for this Agreement; • Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance, rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of ___ 2019 County Lodging Tax Funding Agreement Page3 2019-022-ELLENSBURG DOWNTOWN ASSOCIATION-BUSKERS COMEDY KICKOFF any governmental authority; or • Any breach of or default under this Agreement by Contractor. Section 5. Compliance with Public Records Law. a. In compliance with Washington's public records law, the County will retain copies of any documents associated with this Agreement, which may be required by law unless legally exempt from such retention, for any applicable legally required retention period. b. In the event a public records request is made to the County for documents created in relation to this Agreement, should legal uncertainty arise regarding the disclosability of any documents under federal or state public records laws, the County shall provide notice to Contractor pursuant to Washington's public records act, chapter 42 .56 RCW, to allow Contractor to seek a court injunction. c. The County specifically shall not be liable to Contractor for the County's release under public records laws of any documents not protected by trademark, copyright or other law. Section 6. Industrial Insurance Waiver. With respect to performance of this Agreement and as to any claims against the County, its Additional Insureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, for injuries to Contractor's employees and agrees that the obligations to indemnify, defend and hold harmless provided in this Agreement extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is mutually negotiated by the parties to this Agreement. Section 7. Insurance and Endorsements. a. The County may require through a request in writing that the Contractor provide the County with a certificate, binder, or policy of liability insurance, acceptable to the County in an amount specified by the County. b. Such liability insurance shall be such as will protect Contractor, its employees, agents and representatives, from all claims, losses, harm, costs, liabilities, damages and expenses arising out of personal injury (including death) or property damage that may result from performance of the Services or this Agreement, whether such performance is by Contractor or any of its employees, agents or representatives. c. Should the County require such liability insurance, the Contractor agrees to provide proof of insurance prior to commencing performance of this Agreement. d. Copies of the County's written request and the insurance documents provided by Contractor shall be attached to this Agreement and by this reference will be made part hereof. ___ 2019 County Lodging Tax Funding Agreement Page4 2019-022-ELLENSBURG DOWNTOWN ASSOCIATION-BUSKERS COMEDY KICKOFF 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 2019-022-ELLENSBURG DOWNTOWN ASSOCIATION-BUSKERS COMEDY KICKOFF this Agreement. Contractor further warrants to the County that Contractor has made no misrepresentation or misleading statement in connection with this Agreement, and is not in violation of any applicable law, ordinance, or regulation the consequence of which will or may materially affect Contractor's ability to perform its obligations under this Agreement. g. If any term or condition of this Agreement or the application thereof to any person(s) or circumstances is held invalid, such invalidity shall not affect the other terms, conditions or applications which can be given effect without the invalid term, condition or application. To this end, the terms and conditions of this Agreement are declared severable. h. The exclusive venue for any action brought to enforce this Agreement or any of its terms shall be in Kittitas County, State of Washington. KITTITAS COUNTY BOARD OF COUNTY COMMISSIONERS I ~ /"\ cJ-//CJ 11 ~~~- CONTRACTOR Cha lABSENT [Print Name] \ \0\ Shl /1V-EJ1 SD 1tt lO·'L [Address] S09 ·-g le '1.-(o))) •• l{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 G-anl Application V\brkshop -2018 hosted by the Kittitas County Oiarmer of Comrerce? r-Yes r No r-Yes , I have read and understand Subrrittal Instructions and General lnfonmtion for the 2018 Lodging Tax G-ant Funding Rucess 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 * Ellensburg Downtown Association Organization Address * Street Address Website Federal Tax ID#* UBI#* Organization is a:* 119 W 5th Address Line 2 Suite 102 Oty Ellensburg Fbstal / Zip Code 98926 www.ellensburgdowntown.org 20-1395402 602-336-662 r Government Entity r-501(c)3 r 501(c)4 r 501(c)6 r Other State / R-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: JR3, R:F or TlFF. Contact Information First Name * Molly 51 .89KB ,. Last Name* Phone Number* Email* Jones 509-962-6246 director@ellensburgdowntown.org Project or Event Information ProjecUEvent Name* Buskers Com edy Kickoff Event Dates A Please provide any specific dates, or range of dates, on vvtiich your event or project wll be held. You may add as many dates or date ranges as necessary. Event Dates Start Dates* 9/27/2019 Project/Event Location* New or Ongoing ProjecUEvent? * Amount of Funding Requested* End Dates 9/27/2019 Downtown Ellensburg r Ongoing Project/Event (More than four years in existence) r. New Project/Event (Four or fewer years in existence) $ 3900.00 If you selected "Olgoing FfojecVBlent" above this arrount rray not exceed 10% of tJ-1e total expense budget of this project. Funding Request Max 3,900 Tourism Seasons* From the list below , what season will your project enhance tourism? Select any which apply 17 Year-round (January -December) r Off Season (November -February) r Shoulder Season (October or March -May) r High Season (June -September) Application Questions: Part 1 A Please answer each question completely, in the order listed. Please include any supporting data within the response narrative. 11 Project/Event Description Please provide a description of your project/event and identify the specific tourism aud ience/market that your organizat ion wll t arget wth th ese funds . You must include an itemized list of exactly how any grant funds awarded will be utilized. Response 1: Project/Event Description* The Ellensburg DoVvntoVvn Association (EDA) is dedicated to the revitalization and preservation of our historic doVvntoVvn district through design, economic vitality , organization, promotion, and events. The EDA's events draw a local and regional crov.d to our economic center, supporting our business and our toVvn as a whole. To ensure we are operating efficiently , the EDA evaluates events regularly to determine if the time and funds spent are worthwhile to everyone involved. Buskers in the Burg is a successful event on its oVvn, however, as our community grows and evolves, our events must also continue to offer fresh and new experiences. Buskers Comedy Kickoff will be in its second year in 2019, the first event being September 28, 2018. The purpose of this event is to put more of an emphasis on the Friday evening before Saturday's festival. Following our regular Busker Preview Night, Buskers Comedy Kickoff will transform a doVvntoVvn venue into a comedy club. Comedians are brought in from outside of Ellensburg, increasing the chances of their audiences seeing the event being promoted and coming over as well. This event also features a beer and wine cash bar that helps us to cover costs. By creating more hype on the Friday before our festival, we encourage attendees to stay the night rather than travel for just the day. We are adding more than just comedy. There is a special luminary show featuring the giant puppets from Saturday's Arts Parade, adding to the experience of attending Buskers Comedy Kickoff and promoting the next day's festival. Goals of ours for 2019 would be to expand on ticket sales and hire comedians that have a larger following, bringing more people year after year to this event. Based on the 2018 tickets sales, that at this time are not complete and will not be complete until after this application is submitted, and considering the possibility of bringing in a larger comedian, we hope to sell 200 tickets in 2019. Target audiences for this event include heritage tourism, empty nesters or families looking for a weekend getaway , music enthusiast, art enthusiasts, and families of CWU students. Lodging Tax money oould be used to promote the event via social media, online advertising, print advertising, radio, hire top-notch entertainment, venue fees , and necessary event rentals such as tables, chairs, sound, etc . 2500 character lirrit List of Intended Use of Funds* Entertainment Social Media Advertising Online Advertising Print Advertising Radio Advertising Venue Fees Rentals necessary for event (i.e. tables, chairs, sound equipment, etc .) 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 res id e nce or bus iness and staying overnight in pa id accommodations ; 2 . To a place fifty miles or more away from their place of re sidence or business for the day or staying overnight; 3 . or from another country or state outside of the ir place of residence or business . You must provide the evidence utilized in determining your projections. Response 2.1 : Projection* Response 2.1 : Evidence* Response 2.2: Projection* Response 2.2: Evidence* Response 2 .3 : Projection* Response 2.3: Evidence* 1. Away from their place of residence or business and staying overnight in paid accormodations; We predict 56 people cou ld v isi t f rom 50 mi les a way or mo re fo r t h is eve nt. 25 00 ch aracter linit According to a 2015 do\Nllto\Nll zip code survey, 28% of those surveyed were visiting from outside their place of residence or business. (200 people x 28% = 56) 2500 cha racter linit 2. To a pl ace fifty ni les or rmr e away from the ir pl ace of residence or business for the day or staying overnig ht ; W e predict 48 people cou ld visit from 50 mi les away o r mo re fo r this event. 2500 character linit According to a 2015 downtown zip code survey, 24% of those surveyed were visiting from 50 miles away or more. (200 people x 24% = 48) 2500 chara cter linit 3 or from another country or stale outside of their place of residence or business . We predict that 22 people cou ld come from out of the state o r country for this eve nt. 2500 character linil According to a 2015 downtown zip code survey, 11 % of those surveyed were visiting from outside the state or country. (200 people x 11 % = 22) 2500 character linil Application Questions: Part 2 31 Measuring Results A What tools \Nill you use to measure your event's impact on tourism? Please be specific and provide examples. Include the follolNing information : A. Is your project/event year-round or is it seasonal or date-specific? Go to definitions of terms . B. What strategies \Nill you employ to assure you are attracting tourists from at least 50 miles away? C. What strategies \Nill you use to assist in marketing all of Kittitas County as a tourist destination INith 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 yo u use lo rreasure your event's irrpact on tourism? Reas e be spec ific and provi de exarrples, Zip code surveys \Nill be done as people are checking into the event asking 1M1ere they are from and if they are staying overnight in paid accommodations. 2500 character linit A Is your project/event year-round or is it seasonal or dale-specific? r Ye a r Round r Se as o nal r. Date Sp ecific Your selection here should be supported by the dates you provided above, in the A-oject or Bien! lnforrration section. B Wiat strategi es will you errploy to ass ure you are attracting tourists fromat leas t 50 niles aw ay? We \Nill target our online ads to reach communities like Seattle , Tacoma, Wenatchee , Spokane, Tri-Cities, and Yakima . We \Nill work other media providers such as radio and television to ensure our ads are reaching our desired aud iences. We \Nill utilize Google analytics to understand 1M1ere the traffic on our websites (ellensburgdowntown .org and buskersintheburg .org) is coming from . 2500 cha racter linit C Wiat strategies will you use to assist in rrarketing all of Kittitas 0:Junty as a tourist destination with your event/project fund ing request? For ticket sales , we drive people to the Buskers in the Burg website as much as we can. We \Nill place links on our website to the county tourism page. Th is \Nill allow them to check out additional attractions IM'lile in the area. 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 The EDA IM)rks hard to bring in as many community partners as we can to ½iden our reach , enhance the event itself, and foster good relationships in the community. Buskers in the Burg has many community partners. For this one event specifically , we are collaborating ½ith Iron Horse Brewery , Gard Vintners , Gallery One , the Daily Record , and our comedians . 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* Selling tickets to the event and having a cash bar helps us to cover some of costs. In the future, we IM)Uld love to get a premier sponsor for this event to help ½ith things like promotion , venue costs , and entertainment. We also have a small army of volunteers to help us run the show, keeping costs down by not having to hire extra ha nds. 2500 cha rac ter 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 2500 character linit Supporting Documents You TTBY upload any supporting docurrants such as graphs, iTTBges, diagrarrs , TTBrketing JTBterials , etc. You are allowed to subnit up to 3 single page (US Letter) docurrants in Jffi, R:F or TlFFforJTBt 71 Previous Lodging Tax Grant Information Previous Years Awarded Lodging Tax Grants* H3s yo ur event rece ived Lodging Tax f unds in previo us 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* 0 Projected* 200 How many days did/will your event occur? Prior Year* Projected* 0 How many paid overnight stays were and/or will be booked as a result of your project/event? Prior Year* 0 Projected* 126 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 haven't hosted this event in its fullest capacity yet. While we can see at the time that this application is being filled out that tickets are selling at a steady pace, we don't have further information and will not until after the event is held . 2500 character lirrit In addition to field above, you ITBY upload the evidence to support the prior years' room'night inforrmtion. You ITBY upload up to three siaje pages (US Letter), of infor1TBtion. If you a singe rrulti-page docurrent, only the first three pages will be considered The following for1TBts, will be accepted: JR3, R:F or TIFF 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 will be listed separately , in the field(s) directly below. Finally, what changes 'NOUld occur if the project couldn 't be funded? Other Funding* DJe s your organization have, or hav e you appli ed for funding from other sources? r-Yes r No Funding for which you have applied but not yet secured Funding Source Amount Potential business sponsorship $ 200.00 Funding Shortfalls* Matching Funds Percentage IAflat changes would occur if the project couldn1 be funded? We v..ould really like to see this event be something that brings people to our county and to the weekends events as a whole. Without funding, our promotion v..ould struggle strengthen and we v..ould likely not be able to reach a wider audience. We v..ould like to bring in talent that draws a strong cram, enhancing not only the traffic in our downtown surrounding that event, but we believe throughout the weekend and throughout the county. Without help with funding, we will not be able to afford larger, more recognized names. 2500 character lirrit , 69 .23 % This field will auto fill with the correct percentage based on your input to budget section below . 01 c,.,,.;.,,,.• i:2, ,..i,,.,,• n.,.,,,..,;.,,,., .,,I. IUJ""'" L.IUU~'v"I, '-'¥1Ci'.I VIVVY- 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 Wlich 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 itrkind contributions valued at $500 or rmre and related to rmrketing/advertising , you 111Jst subrrit Contributions verifying docurrantation which assures the contribution will be provided . Budget Year Edit if necessary 2016 2017 2018 2019 Revenues From Consolidated Lodging Tax Grant Past Actual 3 Past Actual 2 Past Actual 1 Projected L TAC Grant $ 0.00 $ 0.00 $ 0 .00 $ 3,900.00 Funding All Other Revenues Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Potential $ 0 .00 $ 0.00 $ 0.00 $ 200.00 Sponsorship Bar and ticket sales $ 0.00 $ 0.00 $ 0.00 $ 2000.00 General EDA $ 0.00 $ 0.00 $ 0.00 $ 500.00 Budget In-Kind Contributions (except volunteerism) Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected $ 0.00 $ 0.00 $ 0.00 $ 0.00 Contributions of Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Number of Hours 15 Evidence of Volunteer Rease upload a single file which offers evidence in support of the projected volunteer hours . Contributions * Buskers Comedy Kickoff Volunteers .pdf 1.02MB Calculated Value of Projected Volunteer Time Revenue Totals Expenses Account Name Advertising Entertainment Miscellaneous Venue Expense Totals Profit & Loss $ 353.40 Past Actual 3 $ 0 .00 Past Actual 3 $ 0 .00 $ 0 .00 $ 0.00 $ 0 .00 Past Actual 3 $ 0 .00 Past Actual 3 $ 0 .00 Application Certification Past Actual 2 $ 0.00 Past Actual 2 $ 0 .00 $ 0.00 $ 0.00 $ 0.00 Past Actual 2 $ 0.00 Past Actual 2 $ 0.00 Past Actual 1 $ 0 .00 Past Actual 1 $ 0.00 $ 0.00 $ 0 .00 $ 0.00 Past Actual 1 $ 0.00 Past Actual 1 $ 0.00 Projected $ 6953.40 Projected $ 1000 .00 $ 2000.00 $ 500.00 $ 400.00 Projected $ 3900.00 Projected $ 3053.40 The applicant here certifies and affirms : 1. That it does not now, nor vvill 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, et hnicity, sex, relig ion , military status , sexual orientation, creed , place of b irth, or disability; 2. That it vvill 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 vvill comply vvith all provisions thereof. Certified by:* Name * Molly Jones Applicant's Title * 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 of Washington and custodian of its seal 1 hereby certify that documents meeting Washington statutory requirements 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 ELLEl\JSBURG 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 1 1 2oos· ELLENSBURG DOWNTOWN ASSOCIATION PO BOX 966 ELLENSBURG, WA 90926 Dear Applicant : DEPARTMENT OF THE TREASURY Employer Identification Number: 20-1395402 DLN : 170S3315006034 Contact Person: SHERRY Q WAN ID# 31052 Contact Telephone Number: (877) 829-5500 Accounting Period Ending: June 30 Public .Charity Status: 170 (b) (1) (A) (vi\ Form 990 Require d.: Yes Effect~ve Date of Exempt i on: October 13, 2003 Contribution Deductibility: Yes Advance Ruling Ending Date: June 30, 200B We are pleased to inform you that upon review of your application for tax ex:ernp t status we have determined that you a.re e x.emp t from Federal income t ax wtdar section 50l(c) (3) of the Internal Re v enue Code. Contriblltions to you are deduct i ble under section 170 of the Co de. You are also qual ified to receive tax deductible bequeats, devises, transfers or gifts under section 2055, 2106 or 2S22 of the Code. Because this l e tter could help resolve any questions regarding your exempt status, you should keep· it in your permanent records. OrganizatiOI1s exempt 1.mo:e~ f.le ct ion S Ol(c) (3) of the Code a.re fur ther classified as either public c~arities o:r p rivate f ounclatione. During your advance ruling period , you will be treated a s a p ublic c .harity. Your advi!lnce r 1,1li.ilg period begins -with the effective ·date of. 'your exem.J?tion and ends \-tith a dvance ruling ending date shown in the heading of the letter. Shortly be:for:e tlte end of your advance ruling peri1.,d, we will s1:md y ou F~m 8734, Su ppoit Schedule for :A.dv a nde liiuling Pedod. You w.ill. have 90 da:y s a!ter the end of your advance r uling period l:o return tl:r:e complete d form. We w:l.-1 1 then notiff you, in writing, about your public charity st~tu e . Please see enclosed Information for Exempt Organizationa Under Section 501(a) (3) for some helpful information about your re$ponsibilities as an exempt organization. Letter 1045 (DO/CG) :omedy Kickoff Volunteers 1edy Kickoff Set up (3) ID Checker (2) Bartender (two shifts, 2 people each) Clean up (2) l ----~~ 27, 20181:22:15 PM PDT ED~ 2 8 2 15 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. Pr.lntAdv.ertisihg and Online Display Advertis,ng of all types ( including but not limited to newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party websites, streaming displays, etc.) must include the County's and appropriate City's tourism website logo. The logo must be sized no smaller than½ inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. C. Video Advertising of all types (including but not limited to television, online, electronic kiosks, motion billboards, etc.) must include the County's and appropriate City's tourism website logo. The logo must be sized no smaller than½ inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. All logos and website information may be obtained by contacting the Director of Tourism, Kittitas County Chamber of Commerce. Section 2. Advertis ing Re i mbursements 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. Tele~ision Advertising: 1. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will be reimbursed at 100% of the cost, including any production cost. 2. Television advertising placed with any media provider inside the Yakima /Kittitas DMA will be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to 7 days prior to the event may be reimbursed at 100% of the cost, including any production costs. b. For seasonal or year-round events, or for date-specific events outside of the time- frame in Section 2 B, 2(a) above, advertising may be reimbursed at the rate of 70% of the total cost, including any production costs. c. Online Advertising: 1. Online advertising and promotion may be reimbursed at 100% of the cost, including any production cost. 2. Streamed media (radio, television, other) requests for reimbursement must include a statement from the media provider specifying the percentage of recipients which are outside of Kittitas County. Reimbursements will be allowed for the percentage distributed outside of Kittitas County, including any production costs. D. Direct Mail: 1. Direct mail advertising may be reimbursed at 100% 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 ofthe 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 Adv.ertislng: 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.