HomeMy WebLinkAboutLT-2019-028 S&RAMENDED LT-2019-028-WASHINGTON STATE SEARCH AND RESCUE CONFERENCE 2019
2019 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND WASHINGTON STATE SEARCH AND RESCUE
VOLUNTEER ADVISORY COUNCIL
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 WASHINGTON STATE SEARCH
AND RESCUE VOLUNTEER ADVISORY COUNCIL (SARVAC) ("Contractor"), for the 2019 WASHINGTON
STATE SEARCH & RESCUE CONFERENCE (WASARCON 2019).
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 ten thousand, and seven hundred dollars ($10,700.00)
(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 ten thousand, and seven
hundred dollars ($10f?OO.OO) (Kittitas Co lodging tax funding).
c. Services/Expenses that are reimbursed must be dated during the current year and final date
to submit reimbursements requests is January 15, after this date funds lapse.
d. Requests for reimbursements must be submitted to:
___ 2019 County Lodging Tax Funding Agreement Pagel
AMENDED LT-2019-028-WASHINGTON STATE SEARCH AND RESCUE CONFERENCE 2019
Kittitas County Auditor
Attn: Auditor's Accounting
205 West 5th Ave -Suite 105
Ellensburg, WA 98926
auditorsaccounti ng@ 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 :
• Expenses related to the Conference (WASARCON 2019)
g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and
is further expressly denied funding for the following items as requested in the application as
defined in Section l(a): no funding reimbursement for rental of KVEC
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
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,
___ 2019 County Lodging Tax Funding Agreement Pagel
AMENDED LT-2019-028-WASHINGTON STATE SEARCH AND RESCUE CONFERENCE 2019
and further agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
sex, marital status, or the presence of a physical, sensory, or mental handicap.
e. The Services shall at all times be subject to inspection by and approval of the County, but
the County's making (or failure or delay in making) such inspection or approval shall not
relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's knowledge of defective or non-complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County with sufficient, safe, and proper facilities and equipment for such inspection and
free access to such facilities.
f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or its designee, or such Federal or State auditor with such information
related to the Services as may be requested by the applicable governmental entity.
Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County makes final payment of compensation due hereunder,
Contractor shall provide the County access to (and the County shall have the right to
examine, audit and copy, with or without notice) all of Contractor's books, documents,
papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the Internal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations .
Section 4. Release, Indemnity, and Hold Harmless .
The County assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County, its officers and employees,
agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities,
damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or
may arise or be alleged to arise out of or by reason of this Agreement including:
• Any fault, negligence, strict liability or product liability of Contractor in connection with the
Services for this Agreement;
• Any lien asserted upon any property of the County in connection with the Services for this
Agreement;
• Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance,
rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
any governmental authority; or
• Any breach of or default under this Agreement by Contractor.
___ 2019 County Lodging Tax Funding Agreement Page3
AMENDED LT-2019-028-WASHINGTON STATE SEARCH AND RESCUE CONFERENCE 2019
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
___ 2019 County Lodging Tax Funding Agreement Page4
AMENDED LT-2019-028-WASHINGTON STATE SEARCH AND RESCUE CONFERENCE 2019
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
Contractor shall furnish the County a certificate of insurance with Endorsement as evidence
that the required policies are in full force and effect.
Section 8. Termination.
The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any
portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon
receiving such notice of termination, Contractor shall, except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice. In the event the
County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to
refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of
the date of the notice of termination.
Section 9. Miscellaneous.
a. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
b. This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
representations, or understandings regarding the Services. No change, amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
c. Notice for any purpose under this Agreement, except service of process, shall be given by
the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W.
5th Ave. Ste. 108, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by
the County to the Contractor shall be given to the Contractor's address provided on the
signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class,
postage prepaid, certified mail, return receipt requested.
d. The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict, affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
e. This Agreement may be executed in one or more counterparts and by facsimile, each of
which will be deemed an original, but all of which together will constitute one and the same
instrument.
f. Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
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
___ 2019 County Lodging Tax Funding Agreement Pages
AMENDED LT-2019-028-WASHINGTON STATE SEARCH AND RESCUE CONFERENCE 2019
violation of any applicable law, ordinance, or regulation the consequence of which will or
may materially affect Contractor's ability to perform its obligations under this Agreement.
g. If any term or condition of this Agreement or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect the other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To
this end, the terms and conditions of this Agreement are declared severable.
h. The exclusive venue for any action brought to enforce this Agreement or any of its terms
shall be in Kittitas County, State of Washington.
KITTITAS COUNTY
BOARD OF COUNTY COMMISSIONERS CONTRACTOR
Deputy Prosecuting Attorney
___ 2019 County Lodging Tax Funding Agreement Page6
I '? '~'10
CL TAC: Application for Lodging Tax Grant Funding EXHIBIT "A"
Grant Application
* Workshop -2018
Dd you attend the 0-ant Application W:Jrkshop-2018 hosted by the Kittitas County Olarrber of Comrerce?
r Yes
'" No
Submittal Instructions r. Yes,
& General I have read and understand Subnittal Instructions and Glneral lnfonmtion for the 2018 Lodging Tax 0-ant Funding
Information * Rocess
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
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link will also be sent to you in an email.
Organization Information
Name of Organization * Kittitas County Search and Rescue
Organization Address * Street Address
Website
Federal Tax ID#*
Organization is a:*
PO Box 1494
Add mss Une2
Oty
Ellensburg
R:Jstal I Zip Code
98926
www.kittitascountysar.org
91-1671424
000-000-000
r Government Entity
r-5O1(c)3
r 5O1(c)4
r 5O1(c)6
r Other
State I Rovince I ~ion
WA
Country
us
(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 IRS EIN Assignment.pdf
Organization Status * Acceptable file forrrats include: JR3, Ar or llFF.
Contact Information
First Name *
Last Name *
Dave
Houseberg
393.95KB
Phone Number*
Email*
509-859-2534
david .houseberg@co.kittitas.wa.us
Project or Event Information
Project/Event Name* 2019 Washington State Search & Rescue Conference
Event Dates
" •, ,
Please provide any specific dates, or range of dates, on Vvtiich your event or project will be held. You may add as many
dates or date ranges as necessary.
Event Dates
Start Dates*
6/17/2019
Project/Event
Location*
New or Ongoing
Project/Event?*
Amount of Funding
Requested*
End Dates
6/23/2019
Ellensburg (CWU & KVEC)
r Ongoing Project/Event (More than four years in existence)
r-New Project/Event (Four or fewer years in existence)
$ 10700.00
If you selected "Olgoing R-oject/Blent" above this arrount rray not exceed 10% of the total expense budget of this
project.
Funding Request Max 107 ,000
Tourism Seasons* From the list below , what season will your project enhance tourism? Select any which apply .
r Year-round (January -December)
r Off Season (November -February)
r Shoulder Season (October or March -May)
l;J High Season (June -September)
Application Questions: Part 1 I " I
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*
This project is the Washington Search and Rescue 2019 Conference proposed for
June 17-23 2019 in Ellensburg at a split venue of CWU and KVEC.
Sheriff Gene Dana and Kittitas County SAR committed to partnering vvith the WA
State SAR Volunteer Advisory Council (SARVAC) for co-hosting the SAR
Conference in Ellensburg for a test run of the new model in June 201 B. It was split
between the turnkey classrooms at the CWU SURC and the facilities at the Event
Center. It received very high ratings and positive feedback from participants and
instructors and most attendees wanted to see the model continue in Ellensburg in
2019.
This Conference is dedicated to training for Search and Rescue volunteers and
professionals. In 201 B, it started to become difficult to find a county to host it due to
the burden it places on host counties. SARVAC decided they would change the
model of the conference and take on the "hosting" in a turnkey style. Kittitas
County was identified as the first choice based on the central location vvithin the
state and ideal facilities for the training. The 2013 SAR Conference was hosted in
Kittitas County at the Event Center.
The Conference typically has 250-350 attendees. The conference is always open
to the public and consists of a grovving vendor show and display area, air resource
display, and this year included a "mounted shooter" show. SAR volunteers like to
explore new areas and communities and enjoy recreation in the outdoors. This
conference brings volunteers of all ages to Kittitas County, vvhere they eat in our
restaurants, stay in our hotels, explore vvhat we have to offer, camp and stay here,
and want to come back.
The event is currently planned to remain in Kittitas County and we can expect word
of vvhat we have to offer to expand through friends, family, and advertising. The
Kittitas County SAR program was organized in early 1990. The program is
overseen by the Sheriff's Office in a partnership vvith Kittitas County SAR, vvhich is
a non-profit 501 c3 organization completely operated by volunteers. SARVAC is a
statevvide volunteer organization that oversees training and other volunteer needs
including training provided by Washington State Department of Emergency
Management, vvhich provides funding for some instructors and specific classes at
the conference.
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List of Intended Use of Funds*
Offset cost of using the Kittitas Valley Event Center
21 Projections of Increased Tourism
Please provide the follovving estimates of how any money received vvill 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*
1, Away fromtheir place of residence or business and staying overnight in paid accommdations:
The Conference will be hosted in Kittitas County and is designed, intended, and
proven to draw volunteers in from all over Washington State and at an international
level. The money received will be used to offset the cost of using the Event Center,
which is a primary reason why we are able to host the conference here on an
annual basis.
In the 50 years of Conference, there have been consistent annual attendees from
at least Oregon, Idaho, Canada, New Zealand and Iceland to name a few. SAR
volunteers and their families are by nature outdoor enthusiasts and are naturally
interested in what Kittitas County has to offer. That interest requires staying in our
hotels, eating at our restaurants, shopping at our stores, and filling their gas tanks
here.
The volunteers frequently bring friends and family that recreate and enjoy the area
while the volunteer is attending the conference, and that enjoyment continues after
conference hours and before and after the conference starts. It also puts Kittitas
County "on the map" by \/\,Ord of mouth and shows how easy it is to get here and
enjoy what Kittitas County has to offer.
The Conference hosts some camping available on the Event Center lot (for the
fees paid directly to the event center), however the majority of instructors and
attendees stay at hotels or RV camp grounds with full hookups available.
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The WA State Search and Rescue Advisory Council provided approximate cost
projections for the money that was spent within Kittitas County during the 2013 and
2018 Conference. It is our intent to expand and clarify on these projections through
additional questions and figures added into the participant survey submitted by all
attendees at the conclusion of the conference.
Note: Tourism expenditure averages based 400 attendees based on the 2018
Conference attendance. They used an average of 3 nights in a hotel, 4 days of
meal costs, and misc. costs such as groceries, snacks, coffee, water, and an
average of t\/1,0 tanks of fuel during their stay.
Hotel, Motel: $187 average X270x3 nights= $151,470
Camping: $52 average X100x3 nights=$ 15,600
Total spending introduced into Ellensburg and Kittitas County= $167,070
(Rates from Kittitas County WA Tourism Alliance Dean Runyan & Associates study
published May 2018 page 95)
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2.To a place fifty mies or rmre away from their place of residence or business for the day or staying overnight;
The WA State SAR Conference has been hosted within Washington State for the
last 50 years. It has only been to Kittitas County in 2013 and 2018 so far, but there
have been consistent annual attendees from at least Oregon, Idaho, Canada, and
Iceland just to name a few.
The majority of participants come from western Washington, with an approximate
estimation of only 20-30 attendees attending from the local area or within a daily
driving distance (Yakima County).
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Response 2.2:
Evidence*
Response 2.3:
Projection*
Response 2.3:
Evidence*
We will be adding additional survey questions for the 2019 Conference to confirm
exactly how many miles are travelled to and from the area, however the event is
designed and intended for out of area attendees and that is the majority of annual
participation. The majority of attendees come from Western Washington and the
greater Northwest.
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3. or from another country or state outside of their place of residence or business.
In the 50 years of Conference, there have been consistent annual attendees from
at least Oregon, Idaho, Colorado, Canada, and Iceland to name a few. This
conference is well known and is frequently regarded as "the best conference in the
Western United States" and is a rare opportunity for volunteers within the U.S. and
draws international attendees as well.
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This information will be clarified and formally produced in survey results starting in
2019, however it is based on my personal observations and the observations of
event organizers and host agencies for at least the last 10 years of operation.
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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 away?
C. What strategies will you use to assist in marketing all of Kittitas County as a tourist destination with your
event/project funding request?
Response 3:
Measuring Results*
Response 3 A:
Measuring Results*
Response 3 B:
Measuring Results*
Vlklat tools will you use to rreasure your event's irrpact on tourism? Rease be specific and provide exarrples .
The primary measurement for the tourism impact from this annual conference will
be attendance and the tracking of overnight stays at local hotels, motels and
campgrounds.
We will develop survey questions within the post attendee survey to ask information
on impact, such as what type of activities they did before or after the conference, if
they did or plan to return for recreation or for personal reasons, and similar
questions.
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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 A-oject or EYent lnforrration section.
B. Wiat strategies will you errploy to assure you are attracting tourists from at least 50 mies away?
The conference is designed and intended for this currently, however there is an
expected jump in attendance from hosting the event in a predictable location
annually, and there should be a natural increase an attendance as we develop this
new format of hosting.
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Response 3 C:
Measuring Results*
C Wiat strategies will you use to assist in rmrketing all of Kittitas County as a tourist destination with your
event/project funding request?
There are individual packets handed out to each attendee (swag bags) every year
during conference registration , including handouts and information from upper and
lower county tourism businesses, venues, establishments, and advertisements.
This 'Nill continue to be utilized and we 'Nill add information about Kittitas County
and ideas for things to do wtiile here to the WA SARVAC registration website or
include it as a do1NT1loadable form after registration. In 2018 we were able to publish
a PSA regarding the event in the Daily Record during the event.
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Application Questions: Part 3
41 Collaboration
If your organization collaborates or has created partnerships with other organizations, groups, or other
events, how is this accomplished?
Collaboration*
SI Future Plans
This entire conference is designed as a collaborative effort between the volunteer
organizations: Washington SARVAC, Kittitas County Search and Rescue , the
government organizations WA State Department of Emergency Management,
Kittitas County Sheriffs Office, Kittitas County Event Center, and Central
Washington University. We also 1MJrk wth the Ellensburg Chamber of Commerce
for handouts and tourism information and wth local hotels and businesses to
arrange pre-booked blocks of registrations and published fares and rates.
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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* All funding for the conference is obtained from registration fees paid by the
volunteer attendees out of pocket. If any additional costs are incurred, the fees 'Nill
be increased to cover them. We believe that if we start this as a consistent and
annual event in Ellensburg, we 'Nill be able to attract more local food and supply
vendors to our vendor show area, and we could potentially offset some of the
annual costs through fees charged for that space.
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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 This is an educational conference for SAR Volunteers. Most attending are from
Washington State. This kind of visitor exposure to Kittitas County is expected to
produce repeat visits for recreation and training for SAR volunteers and there
families.
However, there is a greater purpose for this conference. These SAR Volunteers
attend the conference so that they are prepared for SAR missions year around in
the communities that they live in. In most counties in Washington State, SAR
volunteers are used as a support resource for a wide variety of emergency
services.
Note that this past spring hundreds of SAR volunteers from other counties in
Washington State came to Kittitas County for an evidence search. They stayed for
multiple days in our county to assist our community during a time when we needed
help.
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Supporting Documents You rmy upload any supporting docurrnnts such as graphs, irmges, diagram,, rmrketing rmterials, etc,
2013 SAR Conference Final Budget -Kitt Co.pdf
2018 SAR Conference Final Budget -SARVAC.pdf
Funding email -DEM.pdf
You are allowed to subrrit up to 3 single page (US Letter) docurrnnts in JFG, R:F or llFF fonrmt
71 Previous Lodging Tax Grant Information
H3s your event received Lodging Tax funds in previous years?
12.58KB
77.32KB
70.24KB
Previous Years
Awarded Lodging Tax
Grants*
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*
400
Projected*
400
How many days did/will your event occur?
Prior Year*
7
Projected*
7
How many paid overnight stays were and/or will be booked as a result of your
project/event?
Prior Year*
1,110
Paid Overnights' Data Support
Projected*
1,110
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
400 attended last years conference Vvith an average stay of 3 nights. This is based
on total attendance (including attendees and instructors).
The conference is divided into a "Pre Conference" Monday through Thursday, Vvith
an average of 1 OD attendees and instructors mostly staying in hotels and nearby
facilities.
The main conference adds an additional 250-300 attendees and instructors
annually, and the average number of people staying in hotels or outside
accommodations averages 270 at 3 nights each.
The remainder of 130 breaks dolMl this way: 1 DD Camping, and about 30 that live
here in Kittitas County or Vvithin driving distance .
(Note: The "overnight stay" number of 1, 11 D includes 300 camping nights)
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In addition to field above, you rmy upload the evidence to support the prior years' room'night inforrmtion.
2018 SAR Conference Final Budget -SARVAC.pdf 77.32KB
You rmy upload up lo three single pages (L6 Letter), of inforrmtion. W you a single rrult~page docurrent, only the first
three pages will be considered. The following forrmts , will be accepted: JFG, Rx or llFF
Application Questions: Part 5
81 Funding
Does your organization have, or have you applied for, grant funding from other sources? If not , IMlY 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 IAflich have not yet been secured Vvill be listed separately, in the field(s) directly below.
Finally, 1M1at changes v,,ould 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
Attendee registration fees used for all facilities and operational costs
Washington State Department of Emergency Management Instructor
Costs and Funding
$41,700 .00
$ 35,000 .00
Puget Sound Energy Foundation (SARVAC)
Planet Dog (SARVAC)
$ 20 ,000 .00
$ 7,500 .00
Funding Shortfalls*
Matching Funds
Percentage
I.Mia! changes would occur if the project couldn't be funded?
The attendee fees to the volunteers Vvill be increased to cover additional costs.
They already pay out of pocket for the $150 registration fee plus fuel and vehicle
usage to attend, and food/supplies during their stay, in addition to any required
equipment or items needed for specific training. It is possible the Event Center Vvill
be charging for use of their facility in 2019 , 1M1ich could be approximately $30,000
or more in additional unfunded cost.
2500 character lirrit.
1439.25
%
This field will auto fill with the correct percentage based on your input to budget section below ,
91 Project Budget Overview
Please complete budget for this project/proposal. If your agency operates independently of this project application it may
not be necessary to submit the entire agency budget. You must submit a budget which specifically pertains to the
project/event for which you are requesting funding and adheres to the basic budget format shown below.
The budget must include anticipated revenues, expenditures, and any potential profit or loss. For projects/events which
are ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operations
(need not be consecutive) for the project/proposal if applicable.
For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must
submit verifying documentation which assures the contribution will be provided. For instance, if you are
claiming in-kind contributions in the form of advertising match, a binding contract itemizing the matching value and
obligating each party must be provided.
ATTENTION: In an effort to allow an adequate level of flexibility for all applicants, not all fields in the budget portion are
required to be filled before this form is submitted. Providing all applicable data is your responsibility, failure to do
so will potentially jeopardize your application's chance for review.
Verification of In-kind For any clairred in-kind contributions valued al $500 or nure and related to rmrketing/advertising, you rrust subnit
Contributions verifying docurrentation which assures the contribution will be provided .
Budget Year
Edit if necessary 2018 2019
Revenues From Consolidated Lodging Tax Grant
Past Actual 3 Past Actual 2 Past Actual 1 Projected
LTAC Grant $ 0.00 $ 0.00 $ 5,000.00 $ 10,700.00
Funding
All Other Revenues
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
SARVAC (Attendee $ $ $ 41700.00 $ 42000.00
Fees)
WAD.E.M. $ $ $ 35000.00 $ 35000.00
(Instructor costs)
In-Kind Contributions (except volunteerism)
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
SARVAC $ 0.00 $ 0.00 $ 32054.00 $ 42000.00
DEM $ 0.00 $ 0.00 $ 0.00 $ 35000.00
Contributions of Volunteer Time
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Number of Hours 7,106 7,106
Evidence of Volunteer Rease upoad a single file which offers evidence in support of the projected volunteer hou rs .
Contributions *
Calculated Value of
Projected Volunteer
Time
Revenue Totals
Expenses
Account Name
Operational Costs
DEM Instructor
Costs
2019 KVEC Costs
Expense Totals
Profit & Loss
WASARCON Volunteer Hours Letter.pdf
$167,417 .36
Past Actual 3
$ 0.00
Past Actual 3
$
$
$ 0.00
Past Actual 3
$ 0.00
Past Actual 3
$ 0.00
Past Actual 2
$ 0.00
Past Actual 2
$
$
$ 0 .00
Past Actual 2
$ 0.00
Past Actual 2
$ 0.00
Past Actual 1
$ 113754.00
Past Actual 1
$ 32054 .51
$ 35000 .00
$ 0.00
Past Actual 1
$ 67054 .51
Past Actual 1
$ 46699.49
Application Certification
Projected
$ 332117.36
Projected
$ 42000.00
$ 35000.00
$ 30000.00
Projected
$ 107000.00
Projected
$ 225117.36
180.33KB
The appl icant here certifies and affirms : 1 . That it does not now, nor wll it during the performance of any contract arising
from this application, unlalNfully discriminate against any employee, applicant for employment, cl ient, customer, or other
person who might benefit from said contract, by reason of age, race , color, ethnicity , sex, religion, military status, sexual
orientation, creed, place of birth, or disability; 2. That it wll abide by all relevant local , state and federal laws and
regulations and; 3 . That it has read the information contained in the Instructions on pag e s 1 and 2 and understands and
wll comply wth all provis ions thereof.
Certified by:*
Name * David Houseberg
Applicant's Title * SAR Coordinator
Internal Revenue Service
Dato: July 2. 2002
Kittatas County Search & Rescue Council
c/o Maren Sandall
P 0 . Box 1494
Ellensburg, WA 98926
Dear Sir or Madam :
Department of the Treasury
P. 0. Box 2508
Cincinnati, OH 45201
Person to Contact:
John Kennedy ID 31-07297
Customer Service Representative
Toll Free Telephone Number:
B:OO a.rn. to 6:30 p.m. EST
877 -829-5500
Fax Number:
513-263-375,6
Federal Identification Number:
Tt,is letter is in response to your request for a copy of your organization's determination letter. This letter wilf
take the place of the copy you requested.
Our records indicate that a determination letter issued in July 1995, granted your organization exemption
from federal income tax under section 501 (c)(3) or the Internal Revenue Code. That letter is still in effect.
Based on information subsequently submitted, we classified your organization as one that is not a private
foundation within the meaning of section 509(a) of the Code because it is an organization described ln
sections 509(a)(1) and 170(b)(1)(A)(vi). -)(--
This classification was based on the assumption that your organization's operations would continue as stati..~c
in the application. If your organization's sources of support, or its character, method of operations, or
pLirposes have changed, please let us know so we can consider the effect of the change on the exempt
status and foundation status of your organization.
Your organization is required to file Form 990, Return of Organization Exempt from Income Tax, only if its
gross receipts each year are norn:ia!ly more than $25,000. If a return is required, it must be filed by the 1 Sth
day of the fifth month after the end of the organization's annual accounting period. The law imposes a
penafty of $20 a day, up to ci maximum of $10,000, wl1en a return is filed late, unless there is reasonable
cause for the delay.
Ail exempt organizations (unless specifically excluded) are liable for taxes under the Federal Insurance
Contributions Act (social security taxes) on remuneration of $"100 or more paid to each employee during cJ
calendar year. Your organization is not fiable for the tax imposed under the Federal Unemployment Tax Act
(FUTA)_
Organizations that are not private foundations are not subject to the excise taxes under Chapter 42 of the
Code. However, these organizations are not automatically exempt from other federal excise taxes.
Donors may deduct contributions to your organization as provided in section 170 of the Code. Bequests,
legacies, devises, transfers, or gifts to your organization or for its use are deductible for federal estate anc1
gift tax purposes if they meet the applicable provisions of sections 2055, 2106, and 2522 of the Code.
Kitta tas County Search & Rescue Council
91-1671424
-2-
Your organization is not required to file federal income tax returns unless it is subject to the tax on unrefateci
business income under section 511 of the Code. If your organization is subj ect to this tax, it must file an
income tax return on the Form 990-T, Exempt Organization Business Income Tax Return . In this letter, we
are not determining whether any of your organization's present or proposed activlties are unrelated trade or
business as defined in section 513 of the Code .
The law requires you to make your organization's annual return available for public inspection without charge
for three years after the due date of the return_ You are also required to make available for public inspection
a copy of your organization's exemption application, any supporting documents and the exemption letter to
any individual who requests such documents in person or in writing_ You can charge only a reasonable fee
for reproduction and actual postage costs for the copied materials . The law does not require you to provide
copies of public inspection documents that are w i dely available , such as by posting them on the Internet
(World Wide Web). You may be liable for a penalty of $20 a day for each day you do not make these
documents available for public inspection (up to a maximum of $10,000 in the case of an annual return ).
Because this letter could help resolve any questions about your organization's exempt status and foundation
status, you should keep it with the organization's permanent records.
If you have any questions, please call us at the telephone number shown in the heading of this letter .
Th i s letter affirms your organization's exempt status .
Sincerely,
~2/) ~;J --:7 ?/~~1 ,L V.,'J!..!d-u
John E. Ricketts, Director, TE/GE
Customer Account Services
2013 SAR Conference Closing Report -July 31, 2013
GRANTS RECEIVED: Amount
Law & Justice ,_ 2,000.00 -PSE -15,000.00 --
Swedish 10,000.00
Total Grants 27,000.00
SPONSOR FUNDS RECEIVED: Amount Level of Sponsorship --Anderson Hay 500.00 Manastash Ridge
Bar14 200.00 Family Trail
Better Life Natural Foods I 25.00 Family Trail --~ Calaway Trading, Inc 750.00 Manastash Ridge ---Central Nursery 200.00 Family Trail
Kelleher Motors I 1,000 .00 Colockum Pass
Shoemaker 500.00 Manastash Ridge
J -Twin City Goods, Inc 100 .00 Family Trail -Total Sponsors 3,275.00
WARSARC Seed Money 5,000.00
TOTAL 2013 SAR CONFERENCE INCOME:
WASARVAC seed money 5,000.00
Grants received 27,000.00
Sponsors received 3,275.00
PayPal Registrations/Conf; Banquet; Camping I 31,265.62
CashCheck Registrations/Conf; Banquet; Camping; Horse Stall 7,255.00
Vendor Fees received I 390.00 TOTAL INCOME:
Total Income I 74,185.62 74,185.62
TOTAL 2013 SAR CONFERENCE EXPENDITURES: TOTAL EXPENDED:
Administration (Bank, stamps, general supplies etc.) ,-(638.26) ($59,470.76)
Attendee expense (Bags, padfolios, badges, etc.) (4,919.74) BALANCE IN ACCOUNT:
Banquet (14,664.25) $14,714.86
Camping fees (4,512.27)
Computer & accessories for Treasurer (787.70) $10,000 set aside for
Facilities (Bares & Broncs; tape & batteries/radios) (946.20) purchase of Upper County
Fencing Barricades (1,939.14) Support vehicle
Food (staff & attendees) (12,400.25)
Historical Display (113.40) -Horse Stall fees (486.00)
Instructor materials (dry erase; copying; white brds etc.) -(382.51)
Insurance, Liability (578.86)
Keynote Speaker (300 .00)
Porta Potties & portable hand wash stations (295.00)
Program printing cost (2,064.25)
Projectors & Screens (4,965.09)
Publicity -Thank ¥OU ads & Logo Design (404.40)
Refunds (300.00)
Security (800.00)
Vendor expense (13.66)
Volunteer T-shirts (813.02)
WASARVAC seed money (5,000 .00)
Website Development & Hosting (2,004.88)
WiFii to North end of campus (141.88)
Total Expenditures (59,470.76)
•
•
•
2018 WASARCON Expense and Revenue Statement
Expense Item Cost
RoomsCWU $20,744.10
Camping Event Center $4,255.65
Printing $1,517.91
Stalls Event Center $118.40
Program Design $300.00
Awards $729.68
Supplies $1,989.21
$63.49
$306.16 .
$1,625.00
Porti Potties $145.00
Planning Expenses $99.91
-~ -_..:.:.,. ~--· ·· $80:000 --~': ...
. Honoria $100.00
Total $32,054.51
Revenue Statement
278 attendees at $150.00 = $$41,700.00
Revenue to SARVAC $9,645.49
2018 WASARCON EXPENSES
Check# Date Expense Am~nt
1233 2/15/2018 Utopia -Conference planning $ 99.91
Central Wa University -
1237 5/29/2018 75% Deposit for WASARCON $ 8,630.25
CWU -Room Rental -
1238 6/1/2018 Conference Meeting $ 60.00
K & K Insurance Group
1239 6/15/2018 WASARCON Liability Insurance $ 683.()0
1240 6/15/2018 Jim Nale ~ Conferences Supplies $ 306.16
Abbotts Printing -
1241 6/20/2018 Program Printh1g $ 1,517.91
Sara Vickers -
reimbursement for banquet items and
1242 6/20/2018 padfolio's $ 1,989.21
Engraving Emporium -
1243 6/27/2018 Awards for banquet $ 729.68
Jim Nale-
1246 7/1/2018 Ink Cartridges for printer WASARCON $ 63.49
Kittitas Valley event Center -
1247 7/14/2018 Shavings for Stalls $ 118.40
Pacific Crest Search Dogs -• 1248 7/14/2018 Child abduction classes WASARCON $ 1,400.00
AJlison Cleman -
1249 7/14/2018 Singing National Anthem at Banquet $ 100.00
Erica Ingraham -
1250 7/14/2018 Work on WASARCON program $ 300.00
ASETA-
Wilderness first aid course materials for
1251 7/14/2018 WASARCON $ 1,625.00
-. -· ·-· (kowrl . .&.~$2!1 -_ ... .._..,.._ ... -.. ..
Sanican and washingstation for
1252 7/22/2018 WASARCON -Dog team $ 145.00
CWU-
1253 8/1/2018 Balance for rooms and banquet $ 12,113.85
1254 8/20/2018 Kittitas Valley Event Center -Camping $ 4,255.65
•
•
•
•
Additional Money Spent by Conference Attendees
( Note cost are averages based on 200 attendees -This is due to not having actual
numbers for categories. We used an average of 4 nights for hotel stays. We used 4
days for meal cost based on 200 people. We used a 150 people for miscellaneous cost
i.e. snacks, coffee, soft drinks, and water. We used an average of two fill ups of gas).
1. 200 times 4 nights at an average cost for hotel of $80.00 = $64,000.00
2. 200 times 4 days for meals (breakfast, lunch, dinner) 200 times $50.00 =
$40,000.00
3. 150 people time $50.00 miscellaneous cost = $7,500.00
4. Fuel 2 fill ups 150 people times $50.00 = $7,500.00
5. Camping fees (estimate based on paid and other camping) $7,000.00
6. Total of money spent with direct impact to Ellensburg and Kittitas County
$126,000.00
•
•
•
2018 WASARCON Expense and Revenue Statement
Expense Item Cost
RoomsCWU $20,744.10
Camping Event Center $4,255.65
Printing $1,517.91
Stalls Event Center $118.40
Program Design $300.00
Awards $729.68
Supplies $1,989.21
$63.49
$306.16 .
$1,625.00
Porti Potties $145.00
Planning Expenses $99.91
1, -$60:0(l . --. ---~--·-~-. ~
Honoria $100.00
Total $32,054.51
Revenue Statement
278 attendees at $150.00 = $$41,700.00
Revenue to SARVAC $9,645.49
2018 WASARCON EXPENSES
Check• Data Expense Amount
1233 2/15/2018 Utooia -Conference planning $ 99.91
Central Wa University -
1237 5/29/2018 75% Deposit for WASARCON $ 8,630.25
CWU -Room Rental -. .
1238 6/1/2018 Conference Meeting $ 60.00
K & K Insurance Group
1239 6/15/2018 WASARCON Liability Insurance $ 683.()()
1240 6/15/2018 Jim Nale -Conferences Supplies $ 306.16
Abbotts Printing -
1241 6/20/2018 Program Printing $ 1,517.91
Sara Vickers -
reimbursement for banquet items and
1242 6/20/2018 padfolio's $ 1,989.21
Engraving Emporium -
1243 6/27/2018 Awards for banquet $ 729.68
Jim Nale-
1246 7/1/2018 Ink Cartridges for printer WASARCON $ 63.49
Kittitas Valley event Center -
1247 7/14/2018 Shavings for Stalls $ 118.40
Pacific Crest Search Dogs -• 1248 7/14/2018 Child abduction classes WASARCON $ 1,400.00
AIHson Cleman -
1249 7/14/2018 Singing National Anthem at Banquet $ 100.00
Erica Ingraham -
1250 7/14/2018 Work on WASARCON program $ 300.00
ASETA-
Wilderness first aid course materials for
1251 7/14/2018 WASARCON $ 1,625.00
-~-Bf'QWD.&.~ --·--··-·----. . _. .... " ---
Sanican and washingstation for
1252 7/22/2018 WASARCON -Dog team $ 145.00
CWU -
1253 8/1/2018 Balance for rooms and banquet $ 12,113.85
1254 8/20/2018 Kittitas Valley Event Center -Camping $ 4,255.65
•
•
•
•
Additional Money Spent by Conference Attendees
( Note cost are averages based on 200 attendees -This is due to not having actual
numbers for categories. We used an average of 4 nights for hotel stays. We used 4
days for meal cost based on 200 people. We used a 150 people for miscellaneous cost
i.e. snacks, coffee, soft drinks, and water. We used an average of two fill ups of gas).
1. 200 times 4 nights at an average cost for hotel of $80.00 = $64,000.00
2. 200 times 4 days for meals (breakfast, lunch, dinner) 200 times $50.00 =
$40,000.00
3. 150 people time $50.00 miscellaneous cost= $7,500.00
4. Fuel 2 fill ups 150 people times $50.00 = $7,500.00
5. Camping fees (estimate based on paid and other camping) $7,000.00
6. Total of money spent with direct impact to Ellensburg and Kittitas County
$126,000.00
David Houseberg
From:
Sent:
To:
Long, Chris (MIL) <Chris .Long@mil.wa .gov>
Wednesday, September 12, 2018 6:41 AM
David Houseberg
Subject: RE: Funding
Dave,
Depending on budget allocations for any given year, the state SAR office issues contracts for about $35,000.00 to bring
in world class instructors from across the country and around the world. This enhances the conference and leads to
greater attendance.
Chris Long
State Search and Rescue Coordinator
Emergency Management Division
Washington Military Department
chris.lohg@mil.wa .go v
Office: 253-512-7024
Cell: 253-405-9461
-----Original Message-----
From: David Houseberg <david .houseberg@co .kittitas.wa.us >
Sent: Tuesday, 11 September, 2018 04:15
To: bill gillespie <blllgsar@hotmail.com >
Cc: Long, Chris (MIL) <Chris .Long@mil.wa.gov>; James E. Nale Ill <!cee@fairpoint.net>
Subject: Funding
Hi Chris,
We are working with our county commissioners currently on the availability and what we can use at the event center for
the 19 conference. They have asked to know what, if any, funding gets allocated at the State level towards the
Conference and how that is divided up. Could I get you to just send me an email I could print with a brief rundown?
Bill, would you mind providing a brief rundown of the income and expenses of SARVAC funds from the 18 conference
that I can show them?
Thanks for your help guys,
Dave
Notice: Email sent to Kittitas County may be subject to public disclosure as required by law .
messageid:38eb45916c6dcbdac24bb8719d004a14
1
Dear Lodging Tax Advisory Board,
Thank you for your consideration of our application. Unfortunately, we don't have specific logged data
or sign in sheets for volunteer hours during the 2018 conference, however based on personnel and
hours performed we can provide a close estimation.
The prior conferences, especially the one we were a part of in 2013, would all be similar in volunteer
participation.
Estimated volunteer hours:
Operations during the Conference: 220 hrs.
Planning Meeting's and prep leading up to the Conference: 276 hrs .
Scheduling for the Conference: 80 hrs.
Class Development: 240 hrs.
Website Development: 80 hrs.
Volunteers attending classes during the conference: 6,210 hrs.
Instructors teaching classes during the conference: 210 hrs.
Instructor preparation prior to the conference: 210 hrs.
Total volunteer hours for the 2018 conference: 7,526
Sincerely,
Dave Houseberg
Kittitas County Sheriff's Office
Sectjon 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 than ½ inch in height, and must be surrounded
by appropriate white space to allow easy recognition and legibility. Contractors shall not change
the logo(s) in color or appearance.
C. Video Advertising of all types (including but not limited to television, on line, electronic kiosks,
motion billboards, etc.) must include the County's and appropriate City's tourism website logo.
The logo must be sized no smaller than ½ 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. Television Advertising :
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. Online Advertising:
1. Online advertising and promotion may be reimbursed at 100% of the cost, including any
production cost.
2. Streamed media (radio, television, other) requests for reimbursement must include a
statement from the media provider specifying the percentage of recipients which are
outside of Kittitas County. Reimbursements will be allowed for the percentage distributed
outside of Kittitas County, including any production costs.
D. Direct Mail:
1. Direct mail advertising may be reimbursed at 100% of the cost, including any production
cost, for each item mailed or shipped to a destination outside of Kittitas County. In order to
receive reimbursement, a list of the addresses and a signed statement from the contractor
that the list is accurate, or other proof of delivery, must be provided along with other
required documentation.
E. Flyers/Posters:
1. Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% of
the cost, including any production cost. In order to receive reimbursement, a list of the
locations where flyers or posters were posted outside of Kittitas County, a signed statement
from the contractor that the list is accurate and a copy of the poster/flyer must be provided
along with other required documentation.
F. Radio Advertising:
1. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at 100% of the cost, including any production cost.
EXHIBIT "B"
2. Radio advertising placed with any media provider located inside of Kittitas County may be
reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed at 100% of the cost, including any production cost.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 F, 2(a) above, advertising may be reimbursed at the rate of 30% of
the total cost, including any production costs.
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-(depending on where your event occurs) as follows:
A. Websites must include the County's and appropriate City's tourism website logo with an
operational link to the site. The logo must be displayed on the contractor's home page; it must
be sized no smaller than½ inch in height, and must allow easy recognition and legibility.
Contractors shall not change the logo(s) in color or appearance, and must provide a screen print
of the home page.
B'. Print Advertising and Online 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 allow easy recognition and legibility.
Contractors shall not change the logo(s) in color or appearance.
C. Video Advertising of all types (including but not limited to television, online, electronic kiosks,
motion billboards, etc.) must include the County's and appropriate City's tourism website logo.
The logo must be sized no smaller than½ inch in height, 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 or is available on the Consolidated Lodging Tax page within the County
website.
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 design 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 design 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 design costs.
8 .. Television Advertising:
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. (I.e. editing, ad creation)
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. (i.e .
editing, ad creation.)
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. (i.e. editing, ad creation)
C. On line Advertising :
1. Online advertising and promotion may be reimbursed at 100% of the cost, including any
production cost. (i.e. Search Engine Opt, Pay-Per-Click Advertising, Content Marketing,
Email Marketing, Social Media Marketing, Affiliate Marketing, Mobile Marketing, and Video
Marketing.)
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 (i.e. design, ad creation), 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:
EXHIBIT "B"
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.
2. Radio advertising placed with any media provider locat.ed inside of Kittitas County may be
reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed at 100% of the cost, including any production cost.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 F, 2(a) above, advertising may be reimbursed at the rate of 30% of
the total cost, including any production costs.