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HomeMy WebLinkAboutLT-2019-023 Cle Elum Roundup (2)LT-2019-023-CLE ELUM ROUNDUP ASSOCIATION 2019 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND CLE ELUM ROUNDUP 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 ROUNDUP ASSOCIATION FOR THE CLE ELUM ROUNDUP ("Contractor"). WHEREAS, the purpose of this Agreement is to provide for activities and expenditures designed to increase tourism, NOW THEREFORE, in consideration of the terms and conditions contained herein, or attached and incorporated and made a part hereof, the County and the Contractor mutually agree as follows: Section 1. Scope of Work. a. Contractor shall provide the services and staff described in its Application for Lodging Tax Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit "A" which is attached hereto and incorporated herein by this reference. b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the following as required to perform the services, described in Paragraph (a) above, in accordance with this Agreement: Personnel, labor and supervision; technical, professional and other services. All such services, property and other items furnished or required to be furnished, together with all other obligations performed, or required to be performed, by Contractor under this Agreement are collectively referred to herein as "Services." c. Contractor shall commence, perform and complete such Services in accordance with Exhibit "B" which is attached hereto and incorporated herein by this reference. Section 2. Payment. a. As full compensation for satisfactory performance of the Contractor's Services, the County agrees to pay Contractor the sum of seven thousand, four hundred, and ninety-four dollars ($7,494.00) (Kittitas Co. lodging tax funding). b. Additional payment terms: The County will make payment to the Contractor only on a reimbursement basis, as receipts/invoices for any items including marketing and/or advertising are submitted to the County, not to exceed the .sum of seven thousand, four hundred, and ninety-four dollars ($7,494.00) (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. Req ·uests for reimbursements must be submitted to: Kittitas County Auditor ___ 2019 County lodging Tax Funding Agreement Pagel LT-2019-023-CLE ELUM ROUNDUP ASSOCIATION Attn: Auditor's Accounting 205 West 5th Ave -Suite 105 Ellensburg, WA 98926 auditorsaccounting@co.kittitas.wa.us e. Reporting requirements of your events will be required on prescribed forms from the County Auditor. f. Contractor is eligible to claim reimbursement for the following items and amounts only: • Radio advertising • Online advertising • Direct mail advertising • Video advertising • Print advertising • Social media advertising 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 on line 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 LT-2019-023-CLE ELUM ROUNDUP ASSOCIATION County and applicable to Services). Contractor shall furnish such documents as may be required to effect or evidence such compliance. All laws, ordinances, rules, and orders required to be incorporated into agreements of this character are incorporated into this Agreement by this reference. Contractor agrees to obtain all required licenses and permits, and further agrees to keep them in full force and effect during the term of this Agreement. d. The County and the Contractor agree that in fulfilling the terms and conditions of this Agreement neither shall discriminate on the basis of race, creed, color, national origin, age, sex, marital status, or the presence of a physical, sensory, or mental handicap. e. The Services shall at all times be subject to inspection by and approval of the County, but the County's making (or failure or delay in making) such inspection or approval shall not relieve Contractor of its responsibility to perform the Services in accord with this Agreement, notwithstanding the County's knowledge of defective or non-complying performance, or the substantiality or ease of discovering the same. Contractor shall provide the County with sufficient, safe, and proper facilities and equipment for such inspection and free access to such facilities. f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly furnish the County or its designee, or such Federal or State auditor with such information related to the Services as may be requested by the applicable governmental entity. Contractor shall preserve and maintain all financial records and records relating to performance of Services under this Agreement for six (6) years after contract termination. For such duration after the County makes final payment of compensation due hereunder, Contractor shall provide the County access to (and the County shall have the right to examine, audit and copy, with or without notice) all of Contractor's books, documents, papers and records related to the Services or this Agreement. g. Contractor understands and acknowledges that Contractor is solely responsible for its own reporting and accounting of all state, federal, social security, and local taxes, of every nature, arising from Contractor's performance of this Agreement. All compensation received by the Contractor will be reported to the Internal Revenue Service at the end of the calendar year in accord with the applicable IRS regulations. Section 4. Release, Indemnity, and Hold Harmless. The County assumes no liability for the Contractor's actions under this Agreement. Contractor releases and shall defend, indemnify, and hold harmless the County, its officers and employees, agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities, damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or may arise or be alleged to arise out of or by reason ofthis Agreement including: • Any fault, negligence, strict liability or product liability of Contractor in connection with the Services for this Agreement; • Any lien asserted upon any property of the County in connection with the Services for this Agreement; • Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance, rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of ___ 2019 County Lodging Tax Funding Agreement Page3 LT-2019-023-CLE ELUM ROUNDUP ASSOCIATION any governmental authority; or • Any breach of or default under this Agreement by Contractor. Section 5. Compliance with Public Records Law. a. In compliance with Washington's public records law, the County will retain copies of any documents associated with this Agreement, which may be required by law unless legally exempt from such retention, for any applicable legally required retention period. b. In the event a public records request is made to the County for documents created in relation to this Agreement, should legal uncertainty arise regarding the disclosability of any documents under federal or state public records laws, the County shall provide notice to Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow Contractor to seek a court injunction. c. The County specifically shall not be liable to Contractor for the County's release under public records laws of any documents not protected by trademark, copyright or other law. Section 6. Industrial Insurance Waiver. With respect to performance of this Agreement and as to any claims against the County, its Additional Insureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, for injuries to Contractor's employees and agrees that the obligations to indemnify, defend and hold harmless provided in this Agreement extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is mutually negotiated by the parties to this Agreement. Section 7. Insurance and Endorsements. a. The County may require through a request in writing that the Contractor provide the County with a certificate, binder, or policy of liability insurance, acceptable to the County in an amount specified by the County. b. Such liability insurance shall be such as will protect Contractor, its employees, agents and representatives, from all claims, losses, harm, costs, liabilities, damages and expenses arising out of personal injury (including death) or property damage that may result from performance of the Services or this Agreement, whether such performance is by Contractor or any of its employees, agents or representatives. c. Should the County require such liability insurance, the Contractor agrees to provide proof of insurance prior to commencing performance of this Agreement. d. Copies of the County's written request and the insurance documents provided by Contractor shall be attached to this Agreement and by this reference will be made part hereof. ___ 2019 County Lodging Tax Funding Agreement Page4 LT-2019-023-CLE ELUM ROUNDUP ASSOCIATION e. Where insurance is requested by the County, all liability insurance policies shall be endorsed to include the County as an Additional Insured and shall stipulate that the insurance afforded by the policies shall be primary insurance, and that any insurance, self-insured retention, deductibles, or risk retention trusts maintained or participated in by the Parties shall be excess and not contributory to any other insurance maintained by the County. Contractor shall furnish the County a certificate of insurance with Endorsement as evidence that the required policies are in full force and effect. Section 8. Termination. The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon receiving such notice of termination, Contractor shall, except as otherwise directed by the County, immediately stop performing the Services to the extent specified in the notice. In the event the County termin~tes the Contractor's Services, the Contractor is obligated and hereby agrees to refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of the date of the notice of termination. Section 9. Miscellaneous. a. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or any right or interest in this Agreement without the County's prior written consent. b. This Agreement embodies the entire Agreement between the County and Contractor, and supersedes any and all prior oral or written communications, proposals, conditions, promises, representations, or understandings regarding the Services . No change, amendment or modification of any provision of this Agreement shall be valid unless set forth in a written amendment to the Agreement signed by both parties. c. Notice for any purpose under this Agreement, except service of process, shall be given by the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W. 5th Ave. Ste. 108, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by the County to the Contractor shall be given to the Contractor's address provided on the signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class, postage prepaid, certified mail, return receipt requested. d. The section and paragraph headings of this Agreement are for reference convenience only and are not intended to restrict, affect or be of any weight in interpreting or construing the provisions of such sections or paragraphs. e. This Agreement may be executed in one or more counterparts and by facsimile, each of which will be deemed an original, but all of which together will constitute one and the same instrument. f. Contractor warrants to the County that the individual signing on Contractor's behalf has the requisite power and authority to enter into and to perform Contractor's obligations under ___ 2019 County Lodging Tax Funding Agreement Pages LT-2019-023-CLE ELUM ROUNDUP ASSOCIATION this Agreement. Contractor further warrants to the County that Contractor has made no misrepresentation or misleading statement in connection with this Agreement, and is not in violation of any applicable law, ordinance, o r 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 UNTY COMMISSIONERS / · c/J,,//C/ /Cj CONTRACTOR f>c v ti1 1LL 6}t ,/'~~~~-~ c; .. ', ~ ~ S .. ~ · ... 0 ~ , ~ .· -......_ •, '1~ -;. ~ $ ( A..J 1 ,-'---~~/'l)yfyL~ ::: ::L TI S .-.. ~ (~):._ 1'1= g __ ' ___ __,, _______ _ -::,;.\.. .... .-. -- %,.. li, \ -.......: . J , Clerk of the Board ~-<a>·.. ....-.A.cr ~~ .... ,.,.;,. vl\l h·: ....... ~, ... l? .. ,,,~ ,,,, ' r Wt:.':, ·" ,,,, (/"1MR RO"lil D AS TO FORM: [Pr ? Nam el J1 " [JR AL /1/'l 1 Ph t fL E ELI 1, m uht 9f9<:;;. ' [Address] 5D9 (p7 'f r;;·31 / [Telephone] Deputy Prosecuting Attorney ___ 2019 County Lodging Tax Funding Agreement Page6 CL TAC: Application for Lodging Tax Grant Funding Grant Application * Workshop -2018 Dd you attend the 0-ant Application Workshop -2018 hosted by the l®itas Qrunty Oianber of Comrerce? r-Yes r No Submittal Instructions r. Yes, & General I have read and understand Subrrittal Instructions and General lnfonration for the 2018 Lodging Tax 0-ant Funding Information * A-ocess EXHIBIT "A" You are strongly encouraged to compose your responses to the questions of this form with a desktop text editor and save your work, then copy and paste the information into the form. You may also save a draft by selecting the button at the bottom of this page. When you do this you \Nill be logged out and must log back in to continue. In order to save a draft you \Nill need to provide an email address and a pass\MJrd. After completing the save draft, you \Nill 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 \Nill also be sent to you in an email. Organization Information Name of Organization * Cle Elum Roundup Association Organization Address * Street Address Website Federal Tax ID#* UBI#* Organization is a:* 541 Seaton Rd Address Line 2 PO Box671 Oty Cle Elum R:Jstal / Zip Code 98922 www.cleelumroundup.com 46-5485332 603-372-726 r Government Entity r 501 (c)3 r-501 (c)4 r 501(c)6 r Other State/ A-ovince / Region WA Country 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 CERA Sec of State 501c4.pdf Organization Status * Acceptable file forrrats include: JR3, RF or 11FF. Contact Information First Name * Bev 368.72KB Last Name* Phone Number* Email* Miller 509-67 4-5311 dakotarun@outlook.com Project or Event Information Project/Event Name* Cle Elum Roundup Event Dates Please provide any specific dates , or range of dates , on which your event or project Vvill be held . You may add as many dates or date ranges as necessary. Event Dates Start Dates* 7/26/2019 Project/Event Location* New or Ongoing Project/Event?* Amount of Funding Requested* End Dates 7/28/2019 WA State Horse Park r-Ongoing Project/Event (More than four years in existence) r New Project/Event (Four or fewer years in existence) $ 7494.00 If you selected "Oigoing R-oject/8/ent" above this arrount rray not exceed 10% of the total expense budget of this project. Funding Request Max 7 ,4 94 Tourism Seasons* From the list below , what season will your project enhance tourism? Select any which appy. r Year-round (January -December) r Off Season (November -February) r Shoulder Season (October or March -May) ~ High Season (June -September) Application Questions: Part 1 Please answer each question completely, in the order listed. Please include any supporting data within the response narrative . 11 Project/Event Description Please provide a description of your project/event and identify the spec ific tourism audience /market that your organization Vvill target Vvith these funds. You must include an itemized list of exactly how any grant funds awarded will be utilized. Response 1: Project/Event Description* 1. The Cle Elum Roundup Association, a non-profit organization, is beginning its sixth year of existence and is composed of volunteers vvorking to create a keystone annual event for the Upper County. We presented our first PRCA (Professional Rodeo Cowboy Association) Rodeo this past July at the Washington State Horse Park. Since our application to the PRCA \Nasn't approved until early spring, most of the cowboys had already made their schedules for the year. So unfortunately, we didn't see the increase in contestants that we had expected. However, the vvord of our new standing reached many folks who s1Narmed the event, especially on Saturday. We had standing room only and had to turn people a\Nay. By supporting local businesses and the Washington State Horse Park, the Roundup brings in tourism dollars that our small community needs to survive. This annual event strives to continue to bring the excitement and entertainment of rodeo to the Upper Kittitas County over a three day period, targeting people who like anything "western", rodeos and those who IA/ant to see "what it is all about". We wish to continue to improve every year with 2019 being our best year yet. Besides the traditional rodeo events that include rough stock and timed events, we include mutton busting, kids boot race, practice steer head throwing for kids and adults alike, a beer garden and vendors. Bands play in the beer garden on Friday and Saturday for everyone's enjoyment. Our Jackpot (local cowboys and covvgirls who can enter who aren't part of a professional organization) \Alas once again successful with many entries. We target audiences from over 50 miles a\Nay in all directions through social media, print advertising, radio advertising and posters. Specific target areas include Seattle-Tacoma, North Bend, Issaquah, Lacey Tum1Nater, Vancouver, Wenatchee, Yakima, Central Washington, Moses Lake and Tri Cities with a state wide ad. 2500 character lirrit List of Intended Use of Funds* radio advertising on-line advertising direct mail advertising video advertising print advertising social media advertising 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. A1Nay from their place of residence or business and staying overnight in paid accommodations; 2. To a place fifty miles or more a\Nay 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: We would use the money we received for our advertising budget to attract people wtio are traveling to stay overnight in our area in paid accommodations. There are at least 19 places with paid accommodations between Roslyn and Ellensburg wtiich gives travelers many options to stay overnight. Advertising in the Kittitas County Tourism Guides attracts travelers to stay overnight and either spend more time here or return again to take advantage of the many adventures that Kittitas County has to offer. Advertising is key to reaching out to people, especially wtien they hear or see repeated advertising about the same event. In part, this is wtiy we reach people with different types of advertising. With the WA State Horse Park hosting a horse event almost every weekend all summer long, exposes those folks also to wtiat is available not only at the Park, but in Kittitas County. 2500 character lirrit We record zip codes of folks that attend our event and tallying them for the local area, over 50 miles away, out of state and out of the country. Saturday evening became overwtielming with spectators, that we missed recording some of them. We had standing room only and had to turn people away that evening, showing that our attendance had gone up. We paid for a gate and panels to be added to the arena to provide visibility for the extra bleachers we rented to provide some of the desperately needed seating. There still wasn't enough seating for everyone. 2500 character lirrit 2.To a place fifty rriles or ITDre away from their place of residence or business for the day or staying overnight; In addition to the answer to question one, the money we receive to generate more advertising uses the county and city logos so people become more aware of Kittitas County. It entices people to go to the website to seek wtiat we have to offer for adventures, sight seeing and possibly looking at relocation.With advertising luring more people to our area, it leads to increasingly more tourism dollars spent on groceries, fuel, sight seeing, at restaurants and other venues to come. With the population increasing every year, it increases the probability of family and friends of those new people to visit and increase tourism dollars. This creates the snowball effect and advertising is the key to start that snowball to form. 2500 character lirrit In addition to the answer for #1, you will see later in this application, that the places with paid accommodations from Roslyn to Ellensburg were full for the weekend or almost full. This show.; that people are traveling to our area and enjoying Kittitas County, 2500 character linit 3. or from another country or state outside of their place of residence or business This is our first year with PRCA (Professional Rodeo Cowboy Association) and with that comes exposure in every state that PRCA has rodeos in. It is reasonable to presume that these extra cowboys bring along family and friends wtio want to watch the contestant. Our numbers should be even higher next year, as we were approved in spring and most of the cowboys already had their schedule in place. For 2019, they now will be able to put us in their plans at the beginning of the year. Our number of contestants from British Columbia were down from last year, but at least they had a showing. We advertised in Pay Dirt this year wtiich reaches the cowboy community around the country. We're excited to see the numbers for 2019. 2500 character lirrit We saw an increase in attendance this year as we advertised we were now PRCA. As stated above, we were overwtielmed Saturday evening, with standing room only and had to turn people away. Again, the occupancy of local motels/hotels/lodges were very promising for raising tourism dollars that then roll over into money spent on fuel, restaurants, groceries, sight seeing and other attractions. This year we started to put a "code" on advertising items and then tracked wtiich code came in wtien these people purchased tickets on-line. We now know wtiere to put those advertising dollars in the best place for the best return on investment. 2500 character lirrit Application Questions: Part 2 31 Measuring Results What tools Vvill 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 Vvill you employ to assure you are attracting tourists from at least 50 miles away? C. What strategies Vvill you use to assist in marketing all of Kittitas County as a tourist destination Vvith your event/project funding request? Response 3: Wiat tools will you use to rreasure your event's irrpact on tourisni? Rease be specific and provide exarrples. Measuring Results* We Vvill continue to gather zip codes at the entrance but Vvill have a plan in place to ensure we ask the people we missed this year. More volunteers Vvill be needed to help Vvith the increase in attendance. These are the results from phone calls made to the local motels/hotels/lodges for the weekend of our event. As you can see, 19 places Vvith accommodations were called for occupancy rates. There's no way one can determine, Vvith accuracy, the exact number of people Vvho attended our event Vvho also stayed at these places overnight, one can presume that a high percentage of them did. Response 3 A: Measuring Results* 2018 Local Motel/Hotel Lodging Over 7/27/2018 -7/28/2018 1426 Total Rooms Were Occupied Over Both Nights From What Was Told Cle Elum Chalet No Records Traveler's Inn 35% (8-9 Rooms) Iron Horse No Records Stewart Lodge Sold Out Econo Lodge Sold Out 42 Rooms Both Nights Aster Inn 10 Rooms Both Nights Suncadia Sold Out Have Over 300 Rooms Timber Lodge No Response WSHP 10 RV Spots Roslyn Huckleberry Inn Didn't Return Msg Roslyn Inn Didn't Return Msg Ellensburg Comfort Inn No Records Days Inn Full 50 Rooms Both Nights Econo Lodge Full Both Nights 66 Rooms Each Night Hampton Inn Full Each Night 80 Rooms Each Night Motel 6 Sold Out Both Nights 72 Rooms Each Night Red Lion Filled 85 Out of 105 Rooms Rainbow Motel No Records Super 8 No Records 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 Blent lnforrmtion section Response 3 B: Measuring Results* Response 3 C: Measuring Results* B. V'vhat strategies will you errploy to assure you are attracting tourists from at least 50 niles away? Along with the advertising stated above, our Queens travel throughout the state as beacons for our rodeo and Kittitas County. They enjoy spreading the 1MJrd that there even IS a rodeo and a horse park in Cle Elum. They participate in parades, grand entries and other social events at other rodeos, almost every weekend throughout the summer, to promote the western lifestyle, the Roundup and Kittitas County. Evidence of their efforts is shown when many of the other Queens from other Rodeos attend our 3 day event and enjoy socializing with each other with activities planned by our Queens. Our advertising dollars will target areas such as Seattle-Tacoma, North Bend, Issaquah, Wenatchee, Yakima, Central Washington, Moses Lake and Tri Cities. 2500 character linit C \/\,hat strategies will you use to assist in marketing all of Kitt~as County as a tourist destination with your event/project funding request? We will continue to advertise in Pay Dirt and the Kittitas County Tourism Guides to attract people from a greater distance then 50 miles. Once again, the county logo is on our advertising to promote the whole county as a tourism destination. People will learn to recognize the logo with continued use and then visit Internet sites to check the county out for what interests them and their family. During this year's rodeo, we invited the Ellensburg Rodeo Board members to join us in the VIP tent and the announcer reminded spectators about the Ellensburg Rodeo coming up during Labor Day weekend. We like to support the Ellensburg Rodeo to promote rodeos in general, the western life style, rodeos in general and Kittitas County. Helping each other helps the entire county Super 8 No Records 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? ,A Collaboration* 51 Future Plans We have partnered with the Washington Horse Park since we began in 2014, 'M:lrking closely with Leslie Thurston, the director. Having the Park as our venue has brought much needed attention to the Park, as many people didn't know there even was such a thing in Cle Elum and defining it's location. Daniel Beard, of Daniel Beard Rodeo, has also been our stock contractor from day one. He provides the stock (horses, calves and bulls) and gates, panels and chutes for the venue. Eagle Valley has also been by our side from the beginning as a partner, providing much needed "theater" type seating, which the spectators find very comfortable. Coke-a-Cola and Crown Royal have joined in as partners with our involvement with PRCA. They were present this year with soda and water as a vendor and Crown Royal was only available in the VIP tent. Since the other companies that are associated with PRCA now know we are on board, more will follow for 2019. 2500 character lirrit Please explain what plans exist to allow this project to become self-sustaining. Include any plans for ticket sales, event sponsors, and other cost-recovery models. Future Plans* With membership in PRCA, comes increases in sponsorship as sponsors like to be linked to the professional cowboy scene. We saw some of that this year, but it 'M:luld be reasonable to assume we 'M:luld receive an increase in interest for 2019. Even though we are now PRCA, we are still are at the bottom of the ladder as a small rodeo. Every year we try to learn and make each year better than the year before. With that however, comes more expenses, such as the mega-tron we provided. The sponsors were impressed to see their business on the huge screen. Luckily, there are also some expenses that we will not need to repeat this next year. Those total almost $14,000, which helps with our budget for this upcoming year. Ticket prices have not been decided yet for 2019, but will be considered. 2500 character lirrit Application Questions: Part 4 61 Additional Information Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your project and its benefit to tourism. Additional Information With increases in attendance, comes the issue of parking further and further away . One of our board members, who owns High Society Transportation LLC, provided van service to shuttle spectators to and from their vehicles this year, which was much appreciated by all. The VIP tent returned this year in a grand way, with a .3 spired tent that provided much appreciated shade, free food, seating in the center of the arena, along with the closest parking available. A Jackpot also returned this year since it was a big success last year. There were over 90 entries with a 70% payout. The spectators enjoyed watching the local cowboys and cowgirls, while they enjoyed the day competing with and against each other. All of the attendees were able to enjoy the band that was playing all day until the beginning of the rodeo which was the first year of providing that. 2500 character lirrit Supporting Documents You rray upload any supporting docurrents such as graphs, irrages, diagram;, rrarketing rraterials, etc. You are allowed to subrrit up to 3 single page (US Letter) docurrents in JR3, RF or TlFF forrrat 71 Previous Lodging Tax Grant Information Previous Years 1-Bs your event received Lodging Tax funds in previous years? Awarded Lodging Tax r No, this event/project has not previously received Lodging Tax Funding . Grants* r Yes, 1 year previous r Yes, 2 years previous r-Yes, 3 or more years previous How many participants and spectators attended last year's activity and/or will attend this year? Prior Year* 1,292 Projected* 2,565 How many days did/will your event occur? Prior Year* 3 Projected* 3 How many paid overnight stays were and/or will be booked as a result of your project/event? Prior Year* 9 Paid Overnights' Data Support Projected* 10 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 For the above, the "projected" year information is for 2018. Last year our confirmed information \Nels from Leslie Thurston from WSHP for hook up spaces at the Park. Our total confirmed paid accommodations for this year at the Park were 10. This year the followng motels/hotels/lodges were called for their occupancy. Some places weren't helpful. Since there isn't any precise INaY to determine exactly how many of the followng accommodations were paid for by rodeo spectators, it is reasonable to presume that a good portion of these 1426 rooms were for that purpose. 2018 Local Motel/Hotel Lodging Over 7/27/2018 -7/28/2018 1426 Total Rooms Were Occupied Over Both Nights From What Was Told Cle Elum Chalet No Records Traveler's Inn 35% (8-9 Rooms) Iron Horse No Records Ste\Nclrt Lodge Sold Out Econo Lodge Sold Out 42 Rooms Both Nights Aster Inn 10 Rooms Both Nights Suncadia Sold Out Have Over 300 Rooms Timber Lodge No Response WSHP 1 0 RV Spots Roslyn Huckleberry Inn Didn't Return Msg Roslyn Inn Didn't Return Msg Ellensburg Comfort Inn No Records Days Inn Full 50 Rooms Both Nights Econo Lodge Full Both Nights 66 Rooms Each Night Hampton Inn Full Each Night 80 Rooms Each Night Motel 6 Sold Out Both Nights 72 Rooms Each Night Red Lion Filled 85 Out of 105 Rooms Rainbow Motel No Records Super 8 No Records 2500 character lirrit. In addition to field above, you rmy upload the evidence to support the prior years' roorrlnight inforrmtion. You rmy upload up to three single pages (US Letter), of inforrmtion If you a single rrulti-page docurrent, only the first three pages will be considered. The following forrmts, will be accepted: JFG, R:F 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 wll be listed separately, in the field(s) directly below. Finally, what changes muld occur if the project couldn't be funded? Other Funding* D:les your organization have, or have you applied for funding from other sources? r Yes r-No Explanation * Funding Shortfalls * Matching Funds Percentage If not, why not? We haven't applied for any other grants at this time. Our main source of revenue is in sponsorships. Each year, we have recruited more money in this way but our expenses have also risen because we try to but on a bigger and better rodeo each and every year. Our sponsorship levels have been changed every year in some way to attract sponsors at different levels. Sponsors enter at one level, see that the rodeo is successful and then return the followng year at a higher level. This has repeated itself every year. Even though our sponsors are giving us more, we continue to spend more on advertising to promote our event, along with Kittitas County. We have also raised out ticket prices to increase revenue. 2500 character linit \Miat changes would occur if the project couldn't be funded? We feel that advertising is vital to meet and exceed this year's attendance levels. With advertising being a large part of our budget, we \I\Cluld probably need to decide where to cut back, which \I\Cluld have a domino effect on the entire event. Ticket sales \I\Cluld decrease, followed by loss revenue which would affect the entire production for 2020. Once we lose our momentum, it's almost impossible to regain it. The end result could easily mean cancelling out whole production. Many people have worked very diligently over these past 5 years to try to make this rodeo a success. We \I\Cluld hate to see that happen . 2500 character linit 934.08 % This field will auto fill with the correct percentage based on your input to budget section below . 91 Project Budget Overview Please complete budget for this project/proposal. If your agency operates independently of this project application it may not be necessary to submit the entire agency budget. You must submit a budget which specifically pertains to the project/event for which you are requesting funding and adheres to the basic budget format shown below. The budget must include anticipated revenues, expenditures, and any potential profit or loss. For projects/events which are ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operations (need not be consecutive) for the project/proposal if applicable. For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must submit verifying documentation which assures the contribution will be provided. For instance, if you are claiming in-kind contributions in the form of advertising match, a binding contract itemizing the matching value and obligating each party must be provided. ATTENTION: In an effort to allow an adequate level of flexibility for all applicants, not all fields in the budget portion are required to be filled before this form is submitted. Providing all applicable data is your responsibility, failure to do so will potentially jeopardize your application's chance for review. Verification of In-kind For any clairred ir..kind contributions valued at $500 or rrore and related to rrsrketing/advertising, you tTUst subnit Contributions verifying docurrentation which assures the contribution will be provided Budget Year Edit if necessary 2016 2017 2018 Revenues From Consolidated Lodging Tax Grant L TAC Grant Funding Past Actual 3 $ 10,500.00 Past Actual 2 $ 6,800.00 Past Actual 1 $ 8,000.00 2019 Projected $7,494.00 All Other Revenues Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected ticket sales $ 8865.00 $11141.00 $ 17772.00 $ 20000.00 sponsorships $ 26785.00 $ 30000.00 $ 43300.00 $ 50000.00 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 1,232 1,275 3 ,543 3,700 Evidence of Volunteer Rease upload a single f ile w hich offers evidence in support of the projected volunteer hours , Contributions * 20 18 Roundup Volunteer Hours 2 .pdf Calculated Value of Projected Volunteer Time Revenue Totals Expenses Account Name venue insurance advertising Expense Totals Profit & Loss $ 87 ,172.00 Past Actual 3 $ 46150.00 Past Actual 3 $ 35233.00 $ 2322 .00 $ 3877 .00 Past Actual 3 $ 41432.00 Past Actual 3 $ 4718.00 Application Certification Past Actual 2 $ 47941.00 Past Actual 2 $ 38000.00 $ 2500.00 $ 5067.00 Past Actual 2 $ 45567 .00 Past Actual 2 $ 2374.00 Past Actual 1 $ 69072.00 Past Actual 1 $ 51897.00 $ 4637 .00 $ 9231.00 Past Actual 1 $ 65765.00 Past Actual 1 $ 3307.00 Projected $ 164666.00 Projected $ 58000.00 $ 4800.00 $ 12143.00 Projected $ 74943.00 Projected $ 89723.00 220.42KB 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, ethnicity, sex, religion , military status, sexual orientation, creed, place of birth, 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* Applicant's Title* Cle Elum Roundup Association Secretary CLE ELUM ROUNDUP ASSOCIATION PO BOX 671 CLE ELUM, WA 98922 Registration Number: 38262 April 5, 2016 Dear CLE ELUM ROUNDUP ASSOCIATION, Charities Program PO Box 40234 Olympia, WA 98504 Tel 360.725.0378 sos.wa.gov /charities charities@sos.wa.gov The information submitted on behalf of CLE ELUM ROUNDUP ASSOCIATION claiming exemption from registration requirements under the Charitable Solicitations Act, RCW 19.09, has been received and filed. Any changes to the organization's registration information (e.g. name, address, tel~hone number, etc.) must be reported to the Charities Program in writing within 30 days. The organization can report such changes by submitting a Charitable Organization or Combined Fund Drive Amendment form or an Optional Registration "Update." These forms are available at M1WVv.sos.wa.qov/ch0rltiesf'Al lforms .a spx As an organization that is exempt from registration, CLE ELUM ROUNDUP ASSOCIATION is not required to renew annually or provide our office with copies of its financial information (e.g. IRS federal returns). However, if the organization engages in one or more of the following activities, its exemption from registration is invalid and annual registration with the Charities Program will be required: • Raising $50,000 or more in any accounting year (in WA and other states); or • Paying officers, employees or other persons; or • Contracting with a paid commercial fundraiser or fundraising entity If the organization's exemption becomes invalid, please contact the Charities Program for the appropriate form and instructions. Our office provides educational resources and training opportunities for nonprofit and charitable organizations throughout Washington State. Visit hltp://www.sos.wa.gov/charlties/TralnlnqSlqnup.dspx to view these resources and learn more. Please contact our office at cha riti es@sos.w a .gov or (360) 725-0378 if you have any questions. Charity Exempt Confirmation Letter (Vol) Sincerely, @171mJ1 9~y.a 11 Pamm Morgan Charities Program Office of the Secretary of State Revised l 0/2014 2018 Volunteer Hours Bev Miller= 201 Nancy Adelson= 42 Volunteers = 403.5 Over 50 Miles Away= 4 Out of State = 1 Tiffany Borgman = 110 Ben Borgman = 10 Lee Hadden = 48 Johann Furr= 36 Florence Mohler= 92 Wayne Mohler= 69 Mike Frailey= 56 Trisha Frailey= 32 Ashley Frailey= 32 Scott Elder = 42 Dani Gamble = 46 Richard Mulder= 46 Suzie Weis = 8 Rick Spence = 288 Sue Spence = 64 Daniel Beard = 20 Laurie Morrow= 48 Chente Benavites = 326 Ashley Hansen= 7.5 Twila Moss = 8.5 Bud Moss = 8.5 Kyla White = 5.5 Grace Liscano= 18 Katelyn Nass= 17.5 Juilie Sand = 15 Renee Armintrout= 14.5 Trish Griswold = 6 Kayla Bauer= 4.5 Barb Miller= 34 Amanda Thomas = 5 Emily Stein = 11 Lauren Solene = 11 Rick Jennings= 14.5 Ben Bosancu = 22.5 Joe Ching= 11.5 Joseph Stein = 6.5 Lori Nevin = 4 JoDee Mulder= 29 Jack Young= 7 .5 Austin Utter= 5.5 Tia Neighbors= 19 Mark Englizian = 4.5 Brett Clarke = 4.5 Emma Lee Sargent= 7 Chelseah Shelton = 6 Kelsea Kohr= 14 Myranda Wagner= 3 Ashley Simera = 2.5 Ryan Webb = 5 Kim Suggett= 5 Sidney Suggett= 5 Griswold, Trish = 22 Patti Madison= 22 Madeline Meyer= 326 Stacy Meyer= 326 Chloe Brown = 412 Francine Brown = 412 Section 1. Bra nding Exhibit "B" Guidelines and Requirements for Advertising Expenditures of Lodging Tax EXHIBIT "B" Contractors who have been approved to utilize grant awards for advertising expenditures must incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism information as follows: A. W ebsites and Socia l 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 Ad vertising and Online Disp lay Advertising of all types ( including but not limited to newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party websites, streaming displays, etc.) must include the County's and appropriate City's tourism website logo. The logo must be sized no smaller than½ inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. C. Video Ad vertising of all types (including but not limited to television, on line, electronic kiosks , motion billboards, etc.) must include the County's and appropriate City's tourism website logo . The logo must be sized no smaller than½ inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. All logos and website information may be obtained by contacting the Director of Tourism, Kittitas County Chamber of Commerce. Section 2. Advertising Reimbursements Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere to the following guidelines and requirements for each type of advertising media utilized. A. Print Advertising: 1. Print advertising placed with any media provider which operates exclusively outside of Kittitas County may be reimbursed at 100% of the cost, including any production costs. To operate exclusively outside of Kittitas County, the provider must not be physically located in the County and/or not distribute any media within the County. 2. Print advertising placed with any media provider which operates inside Kittitas County may be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to 10 days prior to the event may be reimbursed at 100% of the cost, including any production costs. EXHIBIT "B" b. For seasonal or year-round events, or for date-specific events outside of the time- frame in Section 2 A, (2}(a) above, advertising reimbursement requests must include a statement from the media provider specifying the percentage distribution to areas outside of Kittitas County. Reimbursements will be allowed for the amount distributed outside of Kittitas County, including any production costs . B. Tele v.i sion Advertisi ng: 1. Television advertising placed with any media provider outside the Yakima/Kittitas OMA will be reimbursed at 100% of the cost, including any production cost. 2. Television advertising placed with any media provider inside the Yakima /Kittitas OMA will be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to 7 days prior to the event may be reimbursed at 100% of the cost, including any production costs. b. For seasonal or year-round events, or for date-specific events outside of the time- frame in Section 2 B, 2(a) above, advertising may be reimbursed at the rate of 70% of the total cost, including any production costs. C. On line Advertisin g: 1. Online advertising and promotion may be reimbursed at 100% of the cost, including any production cost. 2. Streamed media (radio, television, other) requests for reimbursement must include a statement from the media provider specifying the percentage of recipients which are outside of Kittitas County. Reimbursements will be allowed for the percentage distributed outside of Kittitas County, including any production costs. D. Direct Mail: 1. Direct mail advertising may be reimbursed at 100% of the cost, including any production cost, for each item mailed or shipped to a destination outside of Kittitas County. In order to receive reimbursement, a list of the addresses and a signed statement from the contractor that the list is accurate, or other proof of delivery, must be provided along with other required documentation. E. Fl y ers/ 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. Rad io Adve rtising : 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.