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HomeMy WebLinkAboutLT-2019-025 Cle Elum Downtown AsscLT-2019-025-CLE ELUM DOWNTOWN ASSOCIATION 2019 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND CLE ELUM DOWNTOWN ASSOCIATION This Contract, effective January 1, 2019 is made and entered into by and between KITTITAS COUNTY ("County"), a subdivision of the State of Washington, and CLE ELUM DOWNTOWN ASSOCIATION ("Contractor"). WHEREAS, the purpose of this Agreement is to provide for activities and expenditures designed to increase tourism, NOW THEREFORE, in consideration of the terms and conditions contained herein, or attached and incorporated and made a part hereof, the County and the Contractor mutually agree as follows: Section 1. Scope of Work. a. Contractor shall provide the services and staff described in its Application for Lodging Tax Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit "A" which is attached hereto and incorporated herein by this reference. b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the following as required to perform the services, described in Paragraph (a) above, in accordance with this Agreement: Personnel, labor and supervision; technical, professional and other services. All such services, property and other items furnished or required to be furnished, together with all other obligations performed, or required to be performed, by Contractor under this Agreement are collectively referred to herein as "Services." c. Contractor shall commence, perform and complete such Services in accordance with Exhibit "B" which is attached hereto and incorporated herein by this reference. Section 2. Payment. a. As full compensation for satisfactory performance of the Contractor's Services, the County agrees to pay Contractor the sum of sixteen thousand dollars ($16,000.00) (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 sixteen thousand dollars ($16,000.00) (Kittitas Co lodging tax funding). c. Services/Expenses that are reimbursed must be dated during the current year and final date to submit reimbursements requests is January 15, after this date funds lapse. d. Requests for reimbursements must be submitted to: Kittitas County Auditor Attn: Auditor's Accounting 205 West 5th Ave -Suite 105 ______ 2019 County Lodging Tax Funding Agreement Pagel LT-2019-025-CLE ELUM DOWNTOWN ASSOCIATION Ellensburg, WA 98926 a ud ltorsa ccountl ng@co . kfttitas. 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: • Online marketing-multiple channels within • Print advertising • TV advertising • Radio advertising • Collateral Development-town maps, guides • Online marketing administration • Venue image promo and branding g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and is further expressly denied funding for the following items as requested in the application as defined in Section l(a): N/A h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as no more than two reimbursement requests with supporting documentation. I. Contractors must complete the Lodging Tax Reimbursement online training course provided by the County Auditor's office prior to filing reimbursement claim. Requests for reimbursement will not be accepted by the County Auditor prior to the training being completed. The training may be found online at the Kittitas County Auditor's website at the following address: http://www.co.kittitas.wa.us/auditor/default.aspx Section 3. Performance by Contractor. a. Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract performance of any Services to any other person or entity without the prior written consent of the County. Any such delegation or subcontracting without the County's prior written consent shall be voidable at the County's option. b. Contractor shall at all times be an independent contractor and not an agent or representa- tive of the County with regard to performing the Services. Contractor shall not represent that it is, or hold itself out as, an agent or representative of the County. In no event shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the County. It is understood that the Contractor and the Contractor's staff and employees are not employees of the County and are not, therefore, entitled to any benefits provided employees of the County. c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders, licenses, permits, and other requirements, now or hereafter in effect, of any governmental authority (including, but not limited to, such requirements as may be imposed upon the County and applicable to Services). Contractor shall furnish such documents as may be required to effect or evidence such compliance. All laws, ordinances, rules, and orders , ___ 2019 County Lodging Tax Funding Agreement Page2 LT-2019-025-CLE ELUM DOWNTOWN ASSOCIATION 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 ofthis Agreement. d. The County and the Contractor agree that in fulfilling the terms and conditions of this Agreement neither shall discriminate on the basis of race, creed, color, national origin, age, sex, marital status, or the presence of a physical, sensory, or mental handicap. e. The Services shall at all times be subject to inspection by and approval of the County, but the County's making (or failure or delay in making) such inspection or approval shall not relieve Contractor of its responsibility to perform the Services in accord with this Agreement, notwithstanding the County's knowledge of defective or non-complying performance, or the substantiality or ease of discovering the same. Contractor shall provide the County with sufficient, safe, and proper facilities and equipment for such inspection and free access to such facilities. f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly furnish the County or its designee, or such Federal or State auditor with such information related to the Services as may be requested by the applicable governmental entity. Contractor shall preserve and maintain all financial records and records relating to performance of Services under this Agreement for six (6) years after contract termination. For such duration after the County makes final payment of compensation due hereunder, Contractor shall provide the County access to (and the County shall have the right to examine, audit and copy, with or without notice) all of Contractor's books, documents, papers and records related to the Services or this Agreement. g. Contractor understands and acknowledges that Contractor is solely responsible for its own reporting and accounting of all state, federal, social security, and local taxes, of every nature, arising from Contractor's performance of this Agreement. All compensation received by the Contractor will be reported to the Internal Revenue Service at the end of the calendar year in accord with the applicable IRS regulations. Section 4. Release, Indemnity, and Hold Harmless. The County assumes no liability for the Contractor's actions under this Agreement. Contractor releases and shall defend, indemnify, and hold harmless the County, its officers and employees, agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities, damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or may arise or be alleged to arise out of or by reason of this Agreement including: • Any fault, negligence, strict liability or product liability of Contractor in connection with the Services for this Agreement; • Any lien asserted upon any property of the County in connection with the Services for this Agreement; • Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance, rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of any governmental authority; or • Any breach of or default under this Agreement by Contractor. -~-2019 County Lodging Tax Funding Agreement Page3 LT-2019-025-CLE ELUM DOWNTOWN ASSOCIATION Section 5. Compliance with Public Records Law. a. In compliance with Washington's public records law, the County will retain copies of any documents associated with this Agreement, which may be required by law unless legally exempt from such retention, for any applicable legally required retention period. b. In the event a public records request is made to the County for documents created in relation to this Agreement, should legal uncertainty arise regarding the disclosability of any documents under federal or state public records laws, the County shall provide notice to Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow Contractor to seek a court injunction. c. The County specifically shall not be liable to Contractor for the County's release under public records laws of any documents not protected by. trademark, copyright or other law. Section 6. Industrial Insurance Waiver. With respect to performance of this Agreement and as to any claims against the County, its Additional Insureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, for injuries to Contractor's employees and agrees that the obligations to indemnify, defend and hold harmless provided in this Agreement extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is mutually negotiated by the parties to this Agreement. Section 7. Insurance and Endorsements. a. The County may require through a request in writing that the Contractor provide the County with a certificate, binder, or policy of liability insurance, acceptable to the County in an amount specified by the County. b. Such liability insurance shall be such as will protect Contractor, its employees, agents and representatives, from all claims, losses, harm, costs, liabilities, damages and expenses arising out of personal injury (including death) or property damage that may result from performance of the Services or this Agreement, whether such performance is by Contractor or any of its employees, agents or representatives. c. Should the County require such liability insurance, the Contractor agrees to provide proof of insurance prior to commencing performance of this Agreement. d. Copies of the County's written request and the insurance documents provided by Contractor shall be attached to this Agreement and by this reference will be made part hereof. e. Where insurance is requested by the County, all liability insurance policies shall be endorsed to include the County as an Additional Insured and shall stipulate that the insurance 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 ,_~_2_019 County Lodging Tax Funding Agreement Page4 LT-2019-025-CLE ELUM DOWNTOWN ASSOCIATION shall be excess and not contributory to any other insurance maintained by the County. Contractor shall furnish the County a certificate of insurance with Endorsement as evidence that the required policies are in full force and effect. Section 8. Termination. The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon receiving such notice of termination, Contractor shall, except as otherwise directed by the County, immediately stop performing the Services to the extent specified in the notice. In the event the County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of the date of the notice of termination. Section 9. Miscellaneous. a. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or any right or interest in this Agreement without the County's prior written consent. b. This Agreement embodies the entire Agreement between the County and Contractor, and supersedes any and all prior oral or written communications, proposals, conditions, promises, representations, or understandings regarding the Services. No change, amendment or modification of any provision of this Agreement shall be valid unless set forth in a written amendment to the Agreement signed by both parties. c. Notice for any purpose under this Agreement, except service of process, shall be given by the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W. 5th Ave. Ste. 108, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by the County to the Contractor shall be given to the Contractor's address provided on the signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class, postage prepaid, certified mail, return receipt requested. d. The section and paragraph headings of this Agreement are for reference convenience only and are not intended to restrict, affect or be of any weight in interpreting or construing the provisions of such sections or paragraphs. e. This Agreement may be executed in one or more counterparts and by facsimile, each of which will be deemed an original, but all of which together will constitute one and the same instrument. f. Contractor warrants to the County that the individual signing on Contractor's behalf has the requisite power and authority to enter into and to perform Contractor's obligations under this Agreement. Contractor further warrants to the County that Contractor has made no misrepresentation or misleading statement in connection with this Agreement, and is not in 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. ___ 2019 County Lodging Tax Funding Agreement Pages LT-2019-025-CLE ELUM DOWNTOWN ASSOCIATION 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 1. -7 :::72::.s -~/l"t t1 Chair u;.u Ve,. ·-c>Y [Print ame] O{;p.A- ABSENT 8IB?~ WA-qMoa-- [Address] [Telephone] Deputy Prosecuting Attorney Page6 CL TAC: Application for Lodging Tax Grant Funding Grant Application * Workshop -2018 Dd you attend the Grant Application WJrkshop -2018 hosted by the Kittitas Qiunty 07arrter of Comrerce? r-Yes r No Submittal Instructions r-Yes, & General I have read and understand Subnittal Instructions and Ceneral lnforrration for the 2018 Lodging Tax Grant Funding Information * R-ocess EXHIBIT "A" You are strongly encouraged to compose your responses to the questions of this form with a desktop text editor and save your work, then copy and paste the information into the form. You may also save a draft by selecting the button at the bottom of this page. When you do this you 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 * CLE ELUM DOWNTOWN ASSOCIATION Organization Address * Street Address PO BOX 106 Address Line 2 Website Federal Tax ID#* UBI#* Organization is a:* Qty CLE ELUM Rlstal I Zip Code 98922 WWW.CLEELUMDOWNTOWN.COM 20-3716010 602-525-709 r Government Entity r-501(c)3 r 501(c)4 r 501(c)6 r Other State I R-ovince I ~ion WA Qiuntry USA (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 Organization Status * Cle Elum proof IRS.pdf Cle Elum letter IRS -AKA Vision Cle Elum.pdf Acceptable file forrrats include: JR3, A:F or llFF. Contact Information First Name * Amy 37.36KB 905.35KB Last Name* Phone Number* Email* McGuffin 509-925-2002 amy@kittitascountychamber.com Project or Event Information --- Project/Event Name* Cle Elum Downtown Assocation Event Dates Please provide any specific dates, or range of dates, on 1M1ich your event or project will be held . You may add as many dates or date ranges as necessary. Event Dates Start Dates* 1/1/2019 Project/Event Location* New or Ongoing Project/Event?* Amount of Funding * Requested End Dates 12/31/2019 Downtown Cle Elum r-Ongoing Project/Event (More than four years in existence) r New Project/Event (Four or fewer years in existence) $ 16000 .00 If you selected "Oigoing R-oject/Btent" above this anuunt rray not exceed 10% of the total expense budget of this project. Funding Request Max 16,865 Tourism Seasons* From the list below, what season will your project enhance tourism? Select any which apj'.fy . ~ Year-round (January -December) r Off Season (November -February) r Shoulder Season (October or March -May) r High Season (June -September) Application Questions: Part 1 Please answer each question completely, in the order listed. Please include any supporting data within the response narrative. 11 Project/Event Description Please provide a description of your project/event and identify the specific tourism audience/market that your organization will target with these funds. You must include an itemized list of exactly how any grant funds awarded will be utilized. Response 1: Project/Event Description* The Cle Elum Dovvntovvn Association (CEDA) has been the lead agency for dovvntovvn revitalization for many years. The CEDA follow., the National Main Street Center Four Point Approach to help Cle Elum put its-best foot forward into the future. Successful projects have included new holiday building lighting, new website, new updated tovvn guide, event (i.e. Pioneer Days, Boo-Elum and Christmas Cle Elum), entrepreneur development and more. Vacancy rates are at low for the dovvntovvn, merchants revenues are climbing and the economic outlook is strong. Each year, the CEDA v,mks to expand its outreach to build partnerships and market the dovvntovvn. Thousands of people visit the Cle Elum dovvntovvn annually because of it unique and authentic historic structures, great restaurants, shopping, as well as the events. Dovvntovvn Cle Elum has become a destination through the great IMlrk of many, including the CEDA and Chamber Tourism office. According to the research don to date by Beckwith Consulting, of the 317 respondents tot the question "Have/Will you visit the following historical and cultural facilities during your visit?", 183 responded yes and 73 responded maybe regarding whether or not they would visit Dovvntovvn Cle Elum. This application for Lodging Tax will assist the CEDA in working with other entities Rotary Cruise Cle Elum, Eagles Fraternal, Boo-Elum, Christmas Cle Elum and the tourism office to promote dovvntovvn events and boost promotions of smaller events. In addition, the application will assist with funding a strong year-round marketing campaign for visiting dovvntovvn Cle Elum and highlighting the revitalization work of the Cle Elum Dovvntovvn Association. Promoting dovvntovvn Cle Elum as a destination has been a long-term goal which, through partnership with the Chamber's tourism office and improvements to the dovvntovvn, is coming to fruition. By building a campaign to feature the dovvntovvn and the many reasons to visit, whether it is for shopping and dining or as part of a visit to Cle Elum for an event, the annual campaign will help create a consistency of message that will resonate with visitors. The campaign to visit and enjoy dovvntovvn done on a year-round basis will create value-added advantage for events that occur in the dovvntovvn core and business support of local stores and the potential business ovvners. In addition to advertising, funding is being requested to upgrade the cleelumdovvntovvn.com websites to make them responsive design. *see addtl info 2500 character linit List of Intended Use of Funds* Online Marketing-multiple channels within Print Advertising TV Advertising Radio Advertising Collateral Development -tovvn maps, guides Online Marketing Administration Venue image promo and branding 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 from their place of residence or business and staying overnight in paid accommdations; Year round visitor campaign: We wll be utilizing the recommendations from the Arnett Muldrow market analysis and downtown master plan to complete the campaign message but wth the figures listed above of which is 23% of potential visitors to downtown Cle Elum, we estimate this figure wll increase during the summer weeks of the year. If the CEDA uses a conservative average annual number of visitors at 215 per week (more during peak season, less during slow season) to accommodate for an average throughout the year and calculates at 25% staying overnight(30% of travelers are leisure travelers per the tourism office): 215 travelers x 23% (statistic from Arnett Muldrow study) x 52 weeks= 2,571 wth 25% staying overnight= 643 annual hotel stays, plus estimated hotel stays. 643 annual hotels stays x 121.74 (avg daily rate; STAR Report for the county accommodations) = $78,105 in hotel spending. 2500 character lirrit In 2017, consultants from Arnett Muldrow conducted a market analysis and downtown master plan that determined visitors in downtown Cle Elum was an estimate of 215 visitors per week. By using that figure and taking the information proviueu by the ST AR report specifically for the county, it wll provide us the estimates for hotel spending in paid accommodations. see figures above for the calculated evidence. We wll continue to do surveys, review google analytics, and review registration forms to verify attendance information at all events that occur in downtown Cle Elum. 2500 character lirrit 2. To a place fifty mies or more away from their place of residence or business for the day or staying overnight; We predict 8,608 people wll visit from 50 miles aware of more for events in downtown Cle Elum or Cle Elum proper. In addition, we predict this could bring $178,960 to Cle Elum. 2500 character lirrit According to a survey results 73% were visiting from 50 miles away or more but only for day trip and possible overnight accommodations, (i.e. 2500 Pioneer Days, 1500 Cruise Cle Elum, 1000 Boo-Elum, 1200 Christmas in Cle Elum) According to the 2017 Dean Runyan report for Kittitas County, the average expenditures for per person for day trip is $27 (6628 x 27 = $178,960 in potential spending. We wll continue to do surveys, review google analytics, cash register sales comparisons, and tax receipts comparisons to verify information. 2500 character lirrit 3. or from another country or state outside of their place of residence or business. We predict there wll be out of country or state travelers, we having tracked such traveler at this time and wll not be able to put a number to the projection. 2500 character lirrit We wll continue to do surveys, review google analytics, and review registration forms to verify attendance information at all events that occur in downtown Cle Elum. 2500 character lirrit Application Questions: Part 2 31 Measuring Results What tools will you use to measure your event's impact on tourism? Please be specific and provide examples. Include the following information: A Is your project/event year-round or is it seasonal or date-specific? Go to definitions of terms. B. What strategies will you employ to assure you are attracting tourists from at least 50 miles a'Nay? C. What strategies will you use to assist in marketing all of Kittitas County as a tourist destination with your event/project funding request? Response 3: Measuring Results* Response 3 A : Measuring Results* Response 3 B: Measuring Results* Response 3 C: Measuring Results * Wiat tools will you use to treasur e your ev ent 's inpact on tourism? Rease be specific and provide exarrples . We will provide the Chamber's Central Washington Visitors Guide , the Tribune's Explore Kittitas County guide and the local Visitors Map at our registration booth or welcome table. We also have a link on our website and Facebook to the central'Nashingtoncolor.com website and actively direct people to the information available there as well as the chamber of Commerce website . This season we will develop a coupon book 'A-ith local businesses to help drive a'Nareness and customers their 'Nay. It will be used to collectively bring businesses together and we can track the use of those coupons and see measurement of use. It will be similar to the one that is currently used by the horse park, even better we can help support that current program and make it better. Facebook insights, Google Analytics will help with measurement from the online marketing channels. Event registrations 'A-ill help with tracking information from zip codes , overnight stays, etc. Surveys to other participants will be conducted and evaluated. 2500 character lirrit 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 Btent lnforrmtion section. B. Wlat strategies will you etrploy to assure you are attracting tourists from at least 50 rriles away? The CEDA will continue to monitor online activity and increases in traffic through Google Analytics and Facebook Insights. In addition , there will be information gathered at the various events through surveys, registration forms, and zip code gathering in businesses. We will also \Mlrk with the hotels on gathering data on room stays in relation to events. We will \Mlrk with the chamber tourism office and review the ST AR reports weekly to see if the peak accommodation demand correlates with events or activities in the downtown. Event surveys will include request for zip code, how they heard about the event, whether or not they are staying overnight in a hotel. surveys done inside of businesses over the summer will ask for a zip code, primary reason for travel (if not local), and how many nights they are staying in an accommodation. 2500 character lirrit C Wiat strategies will you use to assist in rmrketing all of Kittitas County as a tourist destination with your event/project funding request? Links to county-wide tourism websites will be included in downtown association website. Pioneer Days will continue to expand upon its inclusion of county-wide involvement. All development of town guide .maps will continue to promote other upcoming events. The CEDA will continue to seek 'Nays to cross-promote , including information about the county activities and inclusion of upcoming events in correlation with other events . 2500 character lirrit Application Questions: Part 3 41 Collaboration If your organization collaborates or has created partnerships with other organizations, groups, or other events, how is this accomplished? Collaboration* 51 Future Plans We will have distribution points throughout the downtown core to have information about the local area and expand county-wide information including the Visitor's guide, the Kittitas County maps, Tribune visitor's guide.etc. Currently we have three locations in the downtown core and we will expand that to high traffic locations ie: Sunset, Cottage Cafe, Dairy Queen, and many others. We will utilize the chamber's-channels to promote the efforts of CEDA on their website, calendar, weekly emails to members, have CEDA materials at the visitor centers in Ellensbur~ and Cle Elum. The Executive Director and board members attend and participate in: City Council meetings Kittitas County Parks and Recreation Committee Cle Elum Kiwanis, Lions, and Rotary Club Suncadia Homeowner meetings and events. CEDA board members are constantly meeting with leaders and clubs around the region to promote the City of Cle Elum and the county, 111,orking together to better the health of their town and activities in Vvtiich the downtown provides. For 2019, it is estimated that the CEDA will bring in $133,000 in partnership revenue and donations $2500 in sponsorship revenue. While these funds are yet to be secured, the CEDA feels strongly that all of this money will be received. In addition, the CEDA will v.10rk to implement the consultant's strategies to complete the downtown master plan. 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* The CEDA is creating a more sustainable environment as it builds capacity for the organization and marketing efforts for the downtown. As the CEDA show., more and more success with its downtown revitalization efforts, this will create a stronger environment for increased partnership giving and sponsorship of events. The CEDA estimates partnership giving to increase by 15% in the next year. Our close relationship with the City of Cle Elum to be partners in projects that will continue the efforts of downtown revitalization is helping us create cost-recovery models. Additionally, by having a strategy that gives us 3-5 year goal , it helps us to plan and go after additional funding opportunities and to focus on diversifying our budget revenues to help balance our projects. 2500 character lirrit Application Questions: Part 4 61 Additional Information J,,.. Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your project and its benefit to tourism. Additional Information As we are writing this applications we celebrate in our successes. We current broke ground on the first phase of the downtown beautification project at the intersection of Peoh Avenue. A long awaited project that was first conceptualized in the downtown association and then continued to actuality by the City of Cle Elum and their partners. We are excited for the bulb outs, new light fixtures, street fixtures, planters, and other aesthetics. We also have continued to help invest in the long term needs of the downtown core, by helping with the construction 'Mlrk of Railroad Street and the chip seal project that seemed to be a transportation nightmare. Which now allows the use of Railroad for detours during the ongoing First Street construction. We have been able to install Christmas lighting on 33 rooftops within the downtown core of Cle Elum. We have also been successful in 'Mlrking with local property owners to map and create plans for two pocket parks in Cle Elum's downtown, which will make the space more inviting and provide seating for people that are walking and visiting our town. People can be attracted to our community by any of four different features: 1. Natural resources 2. cultural resources 3. Human resources 4. Capital resources. Cle Elum Downtown Association has all four,and we are now taking our tourism plan to a level of targeting different user types whether is be day visitors, business travelers, people visiting friends and family, vacationers, and niche groups from bird watchers to motorcycle clubs. They all spend money when they com to town. But they all want different services and amenities to cater to their particular needs and desires. 2500 character lirrit Supporting Documents You rmy upload any supporting docurrents such as graphs, irmges, diagram;, rmrketing rmterials, etc. You are allowed to subrrit up to 3 single page (US Letter) docurrents in JR3, R:F or TlFF forrmt 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* 0 Projected* 8,606 How many days did/will your event occur? Prior Year* 365 Projected* 365 How many paid overnight stays were and/or will be booked as a result of your project/event? Prior Year* 0 Projected* 643 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 According to a survey results 73% were visiting from 50 miles away or more but only for day trip and possible overnight accommodations, (i.e. 2500 Pioneer Days, 1500 Cruise Cle Elum, 1000 Boo-Elum, 1200 Christmas in Cle Elum) According to the 2017 Dean Runyan report for Kittitas County, the average expenditures for per person for day trip is $27 (6628 x 27 = $178,960 in potential spending. We will continue to do surveys, review google analytics, cash register sales comparisons, and tax receipts comparisons to verify information. 2500 character lirrit. In addition to field above, you tray upload the evidence to support the prior years' room'night infornBlion . You tray upload up to three single pages (US Letter), of infortration. W you a single 1TUlti-page docu1TBnt, only the first three pages will be considered. The following fortrats, will be accepted: JFG, RF or llFF 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 \Mluld 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 Amount City of Cle Elum Lodging Tax committee Suncadia Community Enhancement Upper Kittitas County Rotary $ 10,000.00 $ 10,000.00 $ 4,000.00 Funding Shortfalls* Wiat changes would occur if the project couldn 1 be funded? We do have 3-5 year strategy that we are hoping to accomplish in that time frame, if we have shortfalls we will have to extend those timelines to be a little longer in order to complete. We will have to IMlrk smarter on the things we are planning on doing and look for other resources in order for the activities to happen. We may have to rely on each other more and \Mlrk harder on projects that are spelt out in the downtown master plan. 2500 character linit. Matching Funds Percentage 903.88 % This field will auto fill w ~h the correct percentage based on your input to budget section below . 91 Project Budget Overview Please complete budget for this project/proposal. If your agency operates independently of this project application it may not be necessary to submit the entire agency budget. You must submit a budget which specifically pertains to the project/event for which you are requesting funding and adheres to the basic budget format shown below. The budget must include anticipated revenues, expenditures, and any potential profit or loss. For projects/events Vvhich are ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operations (need not be consecutive) for the project/proposal if applicable. For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must submit verifying documentation which assures the contribution will be provided. For instance, if you are claiming in-kind contributions in the form of advertising match, a binding contract itemizing the matching value and obligating each party must be provided. ATTENTION: In an effort to allow an adequate level of flexibility for all applicants, not all fields in the budget portion are required to be filled before this form is submitted. Providing all applicable data is your responsibility, failure to do so will potentially jeopardize your application's chance for review. Verification of In-kind For any clairred in-kind contributions valued at $500 or rmre and related to rmrketing/advertising, you rrust subrrit Contributions verifying docurrentation which assures the contribution will be provided, Budget Year Edit if necessary 2016 2017 2018 2019 Revenues From Consolidated Lodging Tax Grant Past Actual 3 Past Actual 2 Past Actual 1 Projected LTAC Grant $ 0.00 $ 0.00 $ 0.00 $ 16,000.00 Funding All Other Revenues Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Hanging Basket $ 0.00 $ 0.00 $ 0.00 $ 1300.00 Program Pioneer Days $ 0.00 $ 0.00 $ 0.00 $ 1000.00 Direct Public $ 0.00 $ 0.00 $ 0.00 $ 1000.00 Support B&O Main Street $ 0.00 $ 0.00 $ 0.00 $ 133000.00 Contributions In-Kind Contributions (except volunteerism) Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Accountant $ 0.00 $ 0.00 $ 0.00 $ 8320.00 Contributions of Volunteer Time Past Actual 3 Number of Hours Past Actual 2 Past Actual 1 Projected 1,372 Evidence of Volunteer Rease upload a single file w hi ch offers evi dence in su pport of the projected vol unteer ho urs. Contributions * Calculated Value of Projected Volunteer Time Revenue Totals Expenses Account Name Organization Expenses Promotion-events Design -art installs Building & Business Relations Studies-Consultant lnfastru ctu re Expenses Operations -staff Grant Program Expense Totals Profit & Loss PROJECTION OF VOLUNTEER HOURS-CEDApdf $ 32,324.32 Past Actual 3 $ 0 .00 Past Actual 3 $ 0.00 $ 0.00 $ 0.00 $ 0 .00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 Past Actual 3 $ 0.00 Past Actual 3 $ 0.00 Past Actual 2 $ 0 .00 Past Actual 2 $ 0.00 $ 0 .00 $ 0.00 $ 0.00 $ 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 $ 0.00 $ 0.00 $ 0.00 $ 0.00 Past Actual 1 $ 0.00 Past Actual 1 $ 0.00 Application Certification Projected $ 192944.32 Projected $ 6847.00 $ 18500.00 $ 10000.00 $ 1000.00 $ 3500.00 $ 46300.00 $ 35000 .00 $ 47500.00 Projected $ 168647.00 Projected $ 24297.32 201.94KB The applicant here certifies and affirms: 1. That it does not now, nor \Nill it during the performance of any contract arising from this application, unlawfully discriminate against any employee, applicant for employment , client, customer, or other person who might benefit from said contract, by reason of age , race, color, ethnicity, sex, religion, mil itary status , sexual orientation, creed, place of birth , or disab ility ; 2. That it \Nill 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 \Nill comply INith all provisions thereof. Certified by:* Name * Amy McGuffin Applicant's Title * Executive Director Exempt Organi2:ations Select Check ~IRS Eumpt Organlzatlon11 Select Check ~Bi11*1>--.T~~~ 1llcllllt)-s-dti..... Page I of I TllofORO\WIO Uu illdl.Hlos tft kc-ex~I OtQilllltAGaM tlot 111'11 oRQillWI to l'OCOMI. ~bl\)~-Clcll on 1h11 "'O~ Sllllue" COU1Vl ror an uplanatlon of lmllationa an 11,o doducflbllly (I( 00flltlbutlon:ll 1mdo to cl1lfonl!lt ~ di 111.w~~.a!iQ(la. ~-.WIIJEIN. Taa1-11y....-ca,gary,cti.a,1Wiam-~,_a6alll._...b_......,,_~ .. ---•__,.lim .. _lm..t Cllda".Qlc&Qaa<llUftllladllllrai..,.-.d......_..11\llllGIUID. 1.:r1111 ...... ~I!!,,-~Jl!!fil!I!!.. (ISalllill ...,_-,. 20-3716010 Cle Elum DoMl1zlolm Anodlllon 91-1319793 Cla~SmxlllPmfflltAdlal'ICDllid 91-13Clt9 llllcCleay Rial*<llllel-.,y 91-139IO!i19 IIIIOeayt«-tc:l(SadllJ 91-1f!U7112 l<lltllas Coonly Finl & R.-Volmtlller "8loclatlorl 91-11184489 MoCleayFoodllau: 91--~RlnilfCllaln ... ..,.,a.6 ~~ ... ctaEhim C111Elmo llcOwil 111:0naJ SClaEun McCleay ClbAn s1111n...eou~ ... w,-, llntted8\a11111 WA lkiled'SliltaB •....... s... -~::;..,. WA Unl(J,d8fllln WA UnladSlallls -.u...i~ c Pnw I 1-7 I Na>ch O~Jhidl!!IKty Status. ~f !'£ I:'£ I:'£ !'£ !'£ !'£ • Pnrvl 1-71 Nnh http:f/apps.irs.gov/app/eos/pub78Search.do?ein 1 =&names=cle+elwn+downtown+associatio... 4/3/2013 PROJECTION OF VOLUNTEER HOURS-TOURISM ENTREPENUER PROGRAM IMPLEMENTATION BOARD 9 MEMBERS X 4 HOURS A MONTH X YEARLY (12) = 432 HOURS COMMITTEES (3 PROMOTIONS-DESIGN -OUTREACH) 12 MEMBERS X 4 HOURS A MONTH X YEARLY (12) = 576 HOURS EVENTS BOO-ELUM PIONEER DAYS CHRISTMAS IN CLE ELUM TOTAL VOLUNTEER HOURS: 1372 13 PEOPLE X 4 HOURS= 52 HOURS 19 PEOPLE X 12 HOURS= 228 HOURS 21 PEOPLE X 4 HOURS= 84 HOURS .L,tlfJ. . .l:iKJ.'UU.1 Kt.V e.l'lV~ .::>t!.l~ v J..\."- p _ 0. EOX 2508 CINCINNATI, OH 15301 Dale: VISION CLE ELUM 119 W 1ST ST CLE ELUM, WA 913922 Dear Applicant: Employer IdeI'lt. i. fication Number: :rn-3716010 DLN: l 70~3111344015 Contact Pe:i:.-son; •rHOMAS C KOESTER Contact Telephone. Number: (877) B29 -5500 Accounting Period Ending: Decembe;r 31 P'Ublic Chari~y status: l70 (b} ( 1) (A) (vi) Fol.in 990 '.Required: YC5 Effective Date of Exemptio::i: May 15, 2013 Cont1·i bution Deductibility; Yes Addendum Applies: Yes ID# 31116 we are pleased to inform ymi that upon review of your application for tax e.x@mpt status we have determined that you are exempt f ;rom Federiil income tax under section 50 1 (c) (3) of t:he Internal Revenue Cade. contr i butions to you are deductible under .section 170 of the Cod.e. You ani a l .so qualified Lo 1:eceive tax deductible bcqi.1ests, devises I transfers or gifts under section 2055, 2106 or 2522 of the code. Because this le.tter could help resolve any questions regarding your exempt st:atus, you should keep it in your permanent records. Organizations ext:impt unde1; section 50J (r.:} (3) o f the Cod e a:re further classi fi ed as either public charities or private foundations. we det~rmined th~t you are "" p1.iblic ~b ... rit;y under the Code section (s) listed in the heading of this letter. For ~mportant information about your responsibil i ties as a tax -ex~mpt o~ganization, go t.o www.irs.9ov/charit:.ies. Enter "4221-PC" in the search bar to view Pub l ication 4221-PC, Compliance Guide for 501{c) (3) Public Cllil.rities, which describes your ;::.'eco1:dkeeping, :reporting, and disclosure requirerr.tmLs. Sincc1;ely, # Director, Exempt Organizations Letter 947 VISION CLE ELUM ADDENDUM Based on t.:r.e information submitt.e.d with yuu, ~pplication, we approved your req1.1est for reinstatement under Revenue Procedure 2014-ll. Your effe~Live date of exemption, .-s shor.,m in the heading of t.his let.tt-!r, is retroactive to the date of revoc1:1.Ll.011. Letter 947 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. Vid eo Advertis ing 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. Pr i nt Advertisi ng: 1. Print advertising placed with any media provider which operates exclusively outside of Kittitas County may be reimbursed at 100% of the cost, including any production costs. To operate exclusively outside of Kittitas County, the provider must not be physically located in the County and/or not distribute any media within the County. 2 . Print advertising placed with any media provider which operates inside Kittitas County may be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to 10 days prior to the event may be reimbursed at 100% of the cost, including any production costs. EXHIBIT "B" b. For seasonal or year-round events, or for date-specific events outside of the time- frame in Section 2 A, (2)(a) above, advertising reimbursement requests must include a statement from the media provider specifying the percentage distribution to areas outside of Kittitas County. Reimbursements will be allowed for the amount distributed outside of Kittitas County, including any production costs. B. Television Advertising: 1. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will be reimbursed at 100% of the cost, including any production cost. 2. Television advertising placed with any media provider inside the Yakima /Kittitas DMA will be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to 7 days prior to the event may be reimbursed at 100% of the cost, including any production costs. b. For seasonal or year-round events, or for date-specific events outside of the time- frame in Section 2 B, 2(a) above, advertising may be reimbursed at the rate of 70% of the total cost, including any production costs. C. O n line Advertis in1r 1. Online advertising and promotion may be reimbursed at 100% of the cost, including any production cost. 2. Streamed media (radio, television, other) requests for reimbursement must include a statement from the media provider specifying the percentage of recipients which are outside of Kittitas County. Reimbursements will be allowed for the percentage distributed outside of Kittitas County, including any production costs. D. Direct Mail : 1. Direct mail advertising may be reimbursed at 100% ofthe cost, including any production cost, for each item mailed or shipped to a destination outside of Kittitas County. In order to receive reimbursement, a list of the addresses and a signed statement from the contractor that the list is accurate, or other proof of delivery, must be provided along with other required documentation. E. Flyers/Posters: 1. Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% of the cost, including any production cost. In order to receive reimbursement, a list of the locations where flyers or posters were posted outside of Kittitas County, a signed statement from the contractor that the list is accurate and a copy of the poster/flyer must be provided along with other required documentation. F. Radio Advertising: 1. Radio advertising placed with any media provider located outside of Kittitas County may be reimbursed at 100% of the cost, including any production cost. EXHIBIT "B" 2. Radio advertising placed with any media provider located inside of Kittitas County may be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to 7 days prior to the event may be reimbursed at 100% ofthe 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.