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HomeMy WebLinkAbout001-Cle Elum Downtown AssociationLT-2020-001-CLE ELUM DOWNTOWN ASSOCIATION 2020 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND CLE ELUM DOWNTOWN ASSOCIATION This Contract,effective January 1,2020 is made and entered into by and between KITTITAS COUNTY ("County"),a subdivision of the State of Washington,and the CLE ELUM DOWNTOWN ASSOCIATION ("Contractor"),for the 2020 Cle Elum Downtown Association ("Event"). 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 fifteen thousand dollars ($15,000)(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 fifteen thousand dollars ($15,000)(Kittitas Co lodging tax funding). c.Services/Expensesthat are reimbursed must be dated during the current year and final date to submit reimbursements requests is January 15,2021after this date funds lapse. d.Requests for reimbursements must be submitted to: Kittitas County Auditor Attn:Auditor's Accounting 205 West 5th Ave -Suite 105 EIIensburg,WA 98926 2020 County Lodging Tax Funding Agreement Page 1 LT-2020-001-CLE ELUM DOWNTOWN ASSOCIATION auditorsaccounting(Sco.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: •Marketing Items Only o Online Marketing-multiple channels within o Print,TV,&Radio Advertising o Collateral Development-town maps,guides o Venue Image-promo and branding o Direct Mail o Flyers/Posters 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 1(a):No Online Marketing Administration h.Contractors requesting reimbursement for event-specific expenses shall submit all claims as no more than two reimbursement requests with supporting documentation. 1.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 2020 County Lodging Tax Funding Agreement Page 2 LT-2020-001-CLE ELUM DOWNTOWN ASSOCIATION required to be incorporated into agreements of this character are incorporated into this Agreement by this reference.Contractor agrees to obtain all required licenses and permits, and further agrees to keep them in full force and effect during the term 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 2020 County Lodging Tax Funding Agreement Page 3 LT-2020-001-CLE ELUM DOWNTOWN ASSOCIATION •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. 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 2020 County Lodging Tax Funding Agreement Page 4 LT-2020-001-CLE ELUM DOWNTOWN ASSOCIATION afforded by the policies shall be primary insurance,and that any insurance,self-insured retention,deductibles,or risk retention trusts maintained or participated in by the Parties shall be excess and not contributory to any other insurance maintained by the County. Contractor shall furnish the County a certificate of insurance with Endorsement as evidence that the required policies are in full force and effect. Section 8.Termination. The County may,by written notice thereof to Contractor,terminate this Agreement as to all or any portion of the Services not yet performed,whether or not Contractor is in breach or default.Upon receiving such notice of termination,Contractor shall,except as otherwise directed by the County, immediately stop performing the Services to the extent specified in the notice.In the event the County terminates the Contractor's Services,the Contractor is obligated and hereby agrees to refund to the County all monies paid for Services not yet rendered by the Contractor,if any,as of the date of the notice of termination. Section 9.Miscellaneous. a.Contractor shall not (by contract,operation of law or otherwise)assign this Agreement or any right or interest in this Agreement without the County's prior written consent. b.This Agreement embodies the entire Agreement between the County and Contractor,and supersedes any and all prior oral or written communications,proposals,conditions,promises, representations,or understandings regarding the Services.No change,amendment or modification of any provision of this Agreement shall be valid unless set forth in a written amendment to the Agreement signed by both parties. c.Notice for any purpose under this Agreement,except service of process,shall be given by the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor,205 W.5*Ave.Ste.108,EIIensburg,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 2020 County Lodging Tax Funding Agreement Page 5 LT-2020-001-CLE ELUM DOWNTOWN ASSOCIATION 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 Chair [Print Name] Vice Chair Commissioner [Address] [Telephone] ATTEST: ,Clerk of the Board APPROVED AS TO FORM: Deputy Prosecuting Attorney 2020 County Lodging Tax Funding Agreement Page 6 EXHIBIT "A" CLTAC:Application for Lodging Tax Grant Funding Grant Application Od you attend the Grant Application V\brkshop -2019 hosted by the Kittitas County Chanter of Conymrce? Workshop -2019 R Yes C No Submittal Instructions G Yes, &General I have read and understand Subnittal hstructions and General Inforrmtion for the 2019 Lodging Tax Gent Funding Information *Roce s You are strongly encouraged to compose your responses to the questions of this form with a desktop text editor and save your work,then copy and paste the information into the form.You may also save a draft by selecting the button at the bottom of this page.When you do this you will be logged out and must log back in to continue.In order to save a draft you will need to provide an email address and a password.After completing the save draft,you will be redirected to landing page containing a link to log back into the form.We suggest you save this link as a bookmark.The link will also be sent to you in an email. Organization Information Name of Organization*Cle Elum Downtown Associaion Organization Address*street Address 312 W 1st Address Line 2 PO Box 106 Oty State /FVovince /Region Cle Elum WA Fbstal /Zip Œde Country 98922 US Website www.cleelumdowntown.com Federal Tax ID #*20-3716010 UBI #*203-716-010 Organization is a:*r Government Entity F 501(c)3 C 501(c)4 C SO1(c)6 C Other (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 Letter of Determination.pdf 43.79KB Organization Status Acceptadefilefornets include:JFO FDForllFE Contact Information First Name*Debbie Last Name*Bogart Phone Number*509-433-7330 Email*executivedirector@cleelumdowntown.com Project or Event Information Project/Event Name*Cle Elum Downtown Association Event Dates Please provide any specific dates,or range of dates,on which your event or project will be held.You may add as many dates or date ranges as necessary. Event Dates Start Dates*End Dates 1/1/2020 12/31/2020 Project/Event Downtown Cle Elum Location New or Ongoing R Ongoing Project/Event (More than four years in existence) Project/Event?C New Project/Event (Four or fewer years in existence) Amount of Funding $15000.00 Requested * If you selected "Ogng FVoject/Event"above this armunt rmy not exceed 10%of the total expense budget of this project. Funding Request Max 16,332 Tourism Seasons *Fromthe list below,what season will your project enhance tourisnf Select any which apply. Year-round (January -December) E Off Season (November -February) O Shoulder Season (October or March -May) O 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. 1|Project/Event Description Please provide a description of your projectlevent and identify the specific tourism audiencelmarket 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:The Downtown Cle Elum Association is a nonprofit organization that collectively Project/Event provides opportunities for local merchants to identify and produce special and retailDescription*events that are aligned with revitalizing and increasing tourists to the downtown core of Cle Elum.Followng the National Main Street Center Four Point Approach, the merchant community in Cle Elum is committed to growing our city.Several successful projects such as;City Clean Up,Pioneer Day Village,Boo Elum and Christmas in Cle Elum have been launched and are gaining popularity with visitors to our area.Economically,during the late Spring and Summer season,retail revenue is strong.Winter and early Spring retail this past year was hard for many merchants and did cause closure of a couple businesses.Due to these closures and the renovation of other spaces,new retail opportunities are now available. These retail spaces are being actively looked at by new business owners and through expansion projects or second business ventures by existing business owners. The Cle Elum Downtown Association is working closely with existing merchants to develop a stronger calendar of retail events to increase tourism during each season;Spring,Summer,Fall and Winter.In doing so,CEDA is also networking with local resorts,with equestrian and rodeo organizations,and sporting tournaments to identify activities which will have the opportunity to impact the retail income and tourism in downtown Cle Elum. Promoting Downtown continues to be a long-term goal,building partnership with merchants,local vendors and organizations to increase participation is an important part of achieving the goal of both promoting and encouraging tourism in Cle Elum. Expanding the reach of existing projects,to ensure that visitors lodging at local hotels and resorts,travelers along 1-90,people participating in major events in the area stop and shop will increase retail sales,year around.The outreach and marketing needed for special events and retail activities impacts the need for funding to support marketing,media and social media expenses that CEDA will need to produce and provide. 2500 character linit List of Intended Use of Funds* Online Marketing -multiple channels within Print Advertising Tv Advertising Radio Advertising Collaterial Development -town maps,guides Online Marketing Administration Venue Image -promo and branding Direct Mail Flyers /Posters 2|Projections of Increased Tourism Please provide the following estimates of how any money received will result in increases in the number of people traveling for business or pleasure on a trip: 1.Away from their place of residence or business and staying overnight in paid accommodations; 2.To a place fifty miles or more away from their place of residence or business for the day or staying overnight; 3.or from another country or state outside of their place of residence or business. You must provide the evidence utilized in determining your projections. Response 2.1:1.Away frorntheir place of residence or business and staying overnight in paid accommdations, Projection Year around visitor campaign:We will be utilizing the recommendations from the Arnett Muldrow market analysis and downtown master plan to complete the campaign message.With the figures listed above,of which is 23%of potential of visitors to Cle Elum,we estimate that this figure will increase during the summer weeks of the year.If CEDA uses a conservative average annual number of visitors at 226 /week (more during peak season and less during slow season)to accommodate for an average throughout the year,and calculates at 25%staying overnight (30%of travelers are leisure travelers per tourism office): 226 Travelers x 23%(statistic from Arnett Muldrow study)x 52 weeks =2,667 with 25%staying overnight =667 annual hotel stays,plus estimated hotel stays. 667 annual hotels stays x 121.74 (average daily rate:STAR Repod for the county accommodations)=$81,170 in hotel spending. Several successful projects such as: City Clean Up,Pioneer Day Village,Boo Elum and Christmas in Cle Elum have been launched and are gaining popularity with visitors to our area.The Cle Elum Downtown Association is working closely with existing merchants to develop a stronger calendar of retail events to increase tourism during each season;Spring, Summer,Fall and Winter.In doing so,CEDA is also networking with local resorts, with equestrian and rodeo organizations,and sporting tournaments to identify activities which will have the opportunity to impact the retail income and tourism in downtown Cle Elum. Promoting Downtown continues to be a long-term goal,building partnership with merchants,local vendors and organizations to increase participation is an important part of achieving the goal of both promoting and encouraging tourism in Cle Elum. E×panding the reach of existing projects,through increased marketing and targeted outreach with visitors to Cle Elum,travelers along 1-90 and people participating in major events will impact lodging at local hotels and resorts in the area.This increase will also encourage visitors and tourists to stop and shop, increasing retail sales,year around. 2500 character linit Response 2.1:In 2017,consultants from Arnett Muldrow conducted a market analysis andEvidence*downtown master plan that determined visitors in downtown Cle Elum was an estimate of 215 visitors per week.By using that figure and conservatively increasing by 5%for 2020,taking the information provided by the STAR report specifically for the county,it will provide us with the estimates for hotel spending in paid accommodations. See figures above for the calculated evidence. We will continue to do surveys,review google analytics,and review registration forms to verify attendance information at all events that occur in downtown Cle Elum. 2500 character linit Response 2.2:2 To a ¢ace fifty niles or anre away fromtheir place of residence or business for the day or staying overnight; Projection We predict 8,608 people will visit from 50 miles away or more for events in downtown Cle Elum or Cle Elum proper.In addition,we predict this could bring $178,960 to Cle Elum. 2500 character limt Response 2.2:According to survey results 73%were visiting 50 miles away or more but only for aEvidence*day trip and possible overnight accommodations,(i.e.6,500 Pioneer Days,1,500 Cruise Cle Elum,1,000 Boo Elum,1,500 Christmas in Cle Elum). 2500 character linit Response 2.3:3.or frornanother country or state outside of their place of residence or business Projection We predict there will be out of country or state travelers.We have tracked such travelers;however,we are not able to put a number to that projection. 2500 character liait Response 2.3.We will continue to do surveys,review google analytics,and review registrationEvidence*forms to verify attendance information at all events that occur in downtown Cle Elum.. 2500 character linit Application Questions:Part 2 3|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 projectlevent 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 3:½hat tools will you useto wasure your event's inpact on tourisn?Rease be specific and provide exartples. Measuring Results We will provide the Chamber's Central Washington Visitor's Guide,the Tribune's Explore Kittitas County Guide,and the local Visitor's Map at our registration booth or welcome table.We also link our website and Facebook to the centralwashingtoncolor.com and discovercleelum.com websites,and actively direct people to that information available there as well as the Chamber of Commerce website. This season we will develop a coupon book with local businesses to help drive awareness and customers their way.It will be used to collectively bring businesses together and we can track the use of those coupons.We will also be providing greater awareness of Cle Elum Downtown through increased promotion on FB through by co-marketing with the Chamber,local retailers,resorts and lodging resources. Event registrations and tracking tools on printed /published materials will also help obtain information through zip code,overnight stays,google analytics,etc.Surveys to other participants will be conducted and evaluated. 2500 character linit Response 3 A:A.Is your projectlevent year-round or is it seasond or date-specific? Measuring Results R Year Round C Seasonal C Date Specific Your selection here should be supported by the dates you provided above,in the Fioject or Event Inf Totion section. Response 3 B:B What strategies will you enploy to assure you are attracting tourists fromat least 50 riiles away? Measuring Results CEDA will continue to monitor activity through online activity and increases in traffic supported by Google Analytics and Facebook Insights.In addition,there will be information gathered at various events through surveys,registration forms,and zip code information that businesses can provide.CEDA will work with hotels on gathering data for room stays in relation to events.We will work with the Chamber Tourism Office and review the STAR reports to see if the peak accommodation demand correlates with events or activities in the downtown. Event surveys will include request for zip code,howthey heard about the event, whether or not they are staying overnight in a hotel.Surveys done inside of businesses over the summer will ask for a zip code,primary reason for travel (if they visitor is not local),how many nights they are staying in an accommodation. 2500 character lirrit Response 3 C:C Wlat strategies will you use to assist in Trarketing all of Kttitas Cbunty as a tourist destination wäh your Measuring Results *event/project funding request? Links to county-wide tourism websites will be included in the downtown association website.Pioneer Days will continue to expand as it is a significant part of the county-wide involvement and celebration around the 4th of July,including tournament play for sporting events such as Triple Shot Basketball Tournament which hosted more than 80 teams this past year,the second year of operation. All development of town guides,maps will continue to promote upcoming events to increase the exposure and excitement around discovering and exploring in and around the Cle Elum area. CEDA wll continue to seek ways to cross-promote tourism through websites, Facebook and collaborative advertising.Pioneer Days,Boo Elum,Christmas in Cle Elum,Triple Shot Basketball and retail events will continue to grow and expand as these events are cross-promoted through increased partnerships with;event planners,hotels,businesses,Suncadia,the Washington Horse Park and other venues in the Cle Elum area.In addition,CEDA will continue to seek ways to include information about the county activities and inclusion of upcoming events in correlation with other events -ensuring that promotion of Cle Elum and the many opportunities to explore and stay in lodging,locally is encouraged. 2500 character lirrit Application Questions:Part 3 4|Collaboration If your organization collaborates or has created partnerships with other organizations,groups,or other events,how isthis accomplished? Collaboration *Distribution points through the downtown core will be maintained with current information about the local area and events that are occurring.In addition,CEDA has the ability to e×pand distribution through county-wide information which include the Visitor's Guide,the Kittitas County Maps,Tribune Visitor Guide,etc.Currently there are three locations in the downtown core which have high traffic volume which we can e×pand to:Pioneer Coffee,Cottage Cafe,Mike's Tavern,Cle Elum Bakery and many others. Through our partnership with the Kitittas County Chamber,CEDA is able to utilize the Chamber's -channels to promote the efforts of CEDA on their website, calendar,weekly emails to members,Facebook sites and distribution centers (Visitor Centers)in Cle Elum and EIIensburg. The Executive Director and Board Members attend and participate in many facits of the community.Examples of which include:City Council Meetings,City of Cle Elum Parks and Recreation Planning Committee,Cle Elum Kiwanis,Lions and Rotary Clubs and Upper Kittitas County Historical Society.In addition,CEDA maintains a very active communication with organization such as;Suncadia Community Services,Suncadia Home Owners Association,Washington State Horse Park,Cle Elum Roundup -PRCA Rodeo. CEDA board members are actively engaged in the Cle Elum and Kittitas County Communities.Meeting with community leaders and clubs to promote the City of Cle Elum and the county.Working together to better the health of their town and activities,which the downtown provides. 2500 character limt 5|Future Plans 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*Each year,CEDA Board of Directors and Committees develop work plans which specifically address creating a more sustainable environment,one that builds capacity for the organization and marketing efforts for the downtown.AS CEDA shows more and more success with its downtown revitalization efforts,a stronger environment for increased partnerships and opportunities for giving and sponsor events is evolving.CEDA estimates partnership giving to increase by 15%in the next year. Our close relationship with the City of Cle Elum has developed intp a partnership with projects that will continue the efforts of downtown revitalization and help with creating cost-recovery models. Additionally,by having a strategy that gives us a 3-5-year goal,it helps us to plan and go after additional funding opportunities and to focus on diversifying our budget revenues to help balance our projects. 2500 character lirrit Application Questions:Part 4 6|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 CEDA has experienced several successes this past year which have provided celebration in our partnerships with the downtown community and City of Cle Elum. We have been able to invest in our community by helping with the beautification of downtown through the summer flower and watering program,by supporting our new partner the Upper Kittitas County Triple Shot Basketball club in their efforts to expand their annual tournament during the 4th of July. We have completed Phase 1 of the Rooftop Lighting project.Installation of five new buildings and maintenance of the lights on the original 33 buildings have all been completed.Since completion,CEDA has received inquiries from building owners for installations in 2020. CEDA continues to work on the completion of two pocket parks which will provide or visitors a place to pause and relax in small parks in the downtown business area. Both parks are slated to be completed in 2020. CEDA has taken the role of leading a large planning team,representing Cle Elum, Roslyn and Ronald in planning and producing an even larger Pioneer Day event. Results from the collaborative efforts have increased both the excitement and interest in being involved in planning for 4th of July events next year. With a full time staff member nowon board for CEDA,the opportunities to connect with the business community,to plan retail events,communicate and promote Cle Elum is already being seen.Participation on planning teams and responsiveness to inquiries for information has begun to grow significantly. There are multiple opportunities for visitors to be attracted to the Cle Elum area and our downtown community.These include;natural,cultural,human,and capital resources.These allow CEDA the opportunity to target our tourism plan to different user types;day visitors,business travelers,family and friends,vacationers,special interest groups (bicyclers,hikers,quilters,naturalists,fly fishing enthusiasts,etc.), all of which spend money when they come to town.The wonderful thing about Cle Elum is that it can cater to the particular needs and interests of all of these. 2500 character linit Supporting Documents You rmy upload any supporting docurænts such as graphs,irmges,diagrans,rmrketing rmlerials,etc. Jan-August Overall Recap -CEDA.pdf 75.72KB Tribune Guide 19.pdf 1.7MB Boo Elum Header.jpg 117.55KB You are allowed to subnit up to 3 single page (LE Letter)docurmnts in JFG,R]F or llFFforrmt 7|Previous Lodging Tax Grant Information Previous Years Ebs your event received Lodging Tax funds in previous years? Awarded Lodging Tax C No,this event/project has not previously received Lodging Tax Funding.Grants* R Yes,1 year previous O Yes,2 years previous O Yes,3 or more years previous How many participants and spectators attended last year's activity and/or will attend this year? Prior Year*Projected * 8,606 9,896 How many days did/will your event occur? Prior Year Projected * 365 365 How many paid overnight stays were and/or will be booked as a result of your project/event? Prior Year Projected 643 739 Paid Overnights'Data Support Explain how the room nights data above from the prior year was collected and how the projection for the next year is derived.(For example,if there was a survey conducted for the prior year,explain the methodology.For the projections, what are they based upon and how is that basis justified?) Prior Year Paid According to survey results 73%were visiting 50 miles away or more but only for a Overnight's Stay day trip and possible overnight accommodations,(i.e.6500 Pioneer Days,1500Response*Cruise Cle Elum,1000 Boo Elum,1500 Christmas in Cle Elum). According to the 2017 Dean Runyan report for Kittitas County,the average expenditures for per person day trip is $27 (6628 X27 =$178,960 in potential spending). We will continue to do surveys,review google analytics,cash register sales comparisons,and ta×receipt comparisons to verify information. 2500 character lirrit. Prior Year Paid in addition to field above,you nay upload the evidence to support the prior years'roorrinight inforrration Overnight Stay Data You rmy upload up to three single pages (LS Letter),of inforrmtion If you a single nulti-page docunEnt,only the first three pages will be considered Tlie following forrmts,will be accepted:JFG ÐF or 71FF Application Questions:Part 5 8|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 9|Project Budget Overview. Funding sources and amounts which have not yet been secured will be listed separately,in the field(s)directly below. Finally,what changes would occur if the project couldn't be funded? Other Funding *Does your organzation have,or have you applied for funding fromother sources? A Yes O No Funding for which you have applied but not yet secured Funding Source Amount City of Cle Elum Lodging Tax Committee $10,000.00 Suncadia Community Enhancement $5,000.00 Shoemaker Foundation $5,000.00 Funding Shortfalls*Wlat changes would occur if the project couldn't be funded? CEDA has developed a 3-5 year strategy for increasing our funding and we are hoping to accomplish which will potentially allowus to cover any shortfalls.As we develop greater partnerships within our community we feel there will be opportunity to seek funding through donor support and sponsorship of events that have proven success in attendance and recognition. Incumbent within the Master Plan are strategic projects to enhance the downtown area and draw more tourists into Cle Elum.As our retail businesses grow and become more successful,support for CEDA will also gain popularity with the potential of increased financial support locally. The Organization Committee within CEDA has a specific goal of addressing funding and developing funding strategies. 2500 character limt. Matching Funds 720.00 Percentage % This field will auto fill with the correct percentage based on your input to budget section below . 9|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 projectlevent 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 projectslevents 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 marketingladvertising,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 claimed irend contributions valued at $500 or trare and related to rrerketing/advertising,you must subrvit Contributions ver ying doeurontation which assures the contribution will be provided. Budget Year Edit if necessary 2017 2018 2019 2020 Revenues From Consolidated Lodging Tax Grant Past Actual 3 Past Actual 2 Past Actual 1 Projected LTAC Grant $0.00 $0.00 $16,000.00 $15,000.00 Funding All Other Revenues Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Hanging Basket $0.00 $0.00 $2400.00 $2000.00 Program Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Pioneer Day $0.00 $0.00 $1412.00 $2500.00 B&O Mainstreet $0.00 $0.00 $95000.00 $95000.00 Direct Public $0.00 $0.00 $2000.00 $2000.00 Support In-Kind Contributions (except volunteerism) Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Accountant $0.00 $0.00 $8320.00 $6500.00 Contributions of Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Number of Hours 1,372 2,239 Evidence of Volunteer Rease upload a single file which offers evidence in support of the projected volunteer hours. Contributions CEDA Volunteer 2020 LT.pdf 91.99KB Calculated Value of $52,750.84 Projected Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Revenue Totals $0.00 $0.00 $125132.00 $175750.84 Expenses Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Organization $0.00 $0.00 $6847.00 $12250.00 Promotions Events $0.00 $0.00 $18500.00 $24500.00 Design -Art Installs $0.00 $0.00 $10000.00 $11000.00 Building and $0.00 $0.00 $1000.00 $1000.00 Business Economic Vitality $0.00 $0.00 $0.00 $9500.00 Infrastructure $0.00 $0.00 $46300.00 $15068.00 Expenses Grant Program $0.00 $0.00 $47500.00 $33500.00 Operations -Staff $0.00 $0.00 $35000.00 $56500.00 Past Actual 3 Past Actual 2 Past Actual 1 Projected Expense Totals $0.00 $0.00 $165147.00 $163318.00 Profit &Loss Past Actual 3 Past Actual 2 Past Actual 1 Projected $0.00 $0.00 $-40015.00 $12432.84 Past Actual 3 Past Actual 2 Past Actual 1 Projected Application Certification The applicant here certifies and affirms:1.That it does not now,nor will it during the performance of any contract arising from this application,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 will abide by all relevant local,state and federal laws and regulations and,3.That it has read the information contained in the Instructions on pages 1 and 2 and understands and will comply with all provisions thereof. Certified by: Name*Debbie Bogart Applicant's Title*E×ecutive Direector I Departmeni of the Tscanut E laternal Revenue ServiceP.O.Box 2508 In reply refer to:0752139618 Cincinnati DH 45201 Mar.05,2019 LTR 4168C D 20-3716010 000000 00 00016512 BODC:SB CLE ELUM DOWMTOWN ASSOCIATION PO BOX 106 CLE ELUM WA 00922-010& 333618 Employer ID number:20-3716010 Form 990 required:Yes Dear Taxpayer: We're responding to your request dated Feb.22,2019,about yourtax-exempt status. We issued you a determination letter in June 2015,recognizingyouastax-exempt under Internal Revenue Code (IRC)Section 501(c)(03). We also show you're not a private foundation as defined under IRCSection509(a)because you're described in IRC Sections 509(a)(1)and170(b)(1)(A)(vi). Donors can deduct contributions they make to you as provided in IRCSection170.You're also qualified to receive tax deductible bequests,legacies,devises,transfers,or gifts under IRC Sections 2055,2106,and 2E22. In the heading of this letter,we indicated whether you must fi1e anannualinformationreturn.If you're required to file a return,youmustfileoneofthefollowingbythe15thdayofthe5thmonthaftertheendofyourannualaccountingperiod: -Form 990,Return of Organization Exempt From Income Tax -Form 990EZ,Short Form Return of Drganization Exempt From IncomeTax -Form 990-N,Electronic Motice (e-Postcard)for Tax-Exempt Organizations Not Required to File Form 990 or Form 990-EZ -Form 990-PF,Return of Private Foundation or Section 4947ta)(1)Trust Treated as Private Foundation According to IRC Section 6033(i),if you don't file a required annual information return or notice for 3 consecutive years,we'11 revoke your tax-exempt status on the due date of the 3rd required return ornotice. You can get IRS forms or publications you need from our website atwww.irs.gov/forms-pubs or by calling 800-TAX-FORM (800-829-3676). If you have questions,ca11 877-829-5500 between 8 a.m.and 5 p.m., 0752139618Mar.05,2019 LTR 4168C 020-3716010 000000 00 00016513 CLE ELUM DOWNTOWN ASSOCIATION PO BOX 106 CLE ELUM WA 98922-0106 Iocal time,Monday through Friday (Alaska and Hawaii follow Pacifictíme). Thank you for your cooperation. Sincerely yours, Teri M.JohnsonOperationsManager,AM Ops.3 I L CLE ELUM DOWNTOWN ASSOC JAN -Aus WEBSITE ANALYTICS Jan 1 -Au•ust 31 2019 4,167 PAGE VIEWS ON CLEELUMDOWNTOWN.COM WEBSITE 1,057 USERS 00:04:07 AVG SESSION DURATION TO·SOURCES 520 DIRECT URL I I 269 GOOGLE ÛRGANIC 95 DISCOVERCLEELUM.COM - 72 FACEBOOK.COM 55 CITYOFCLEELUM.COM 15 YAHoo /ORGANIC 14 BING /ORGANIC IOP CITIES 269 SEATTLE 79 ROSLYN 65 ELLENSBURG 64 CLE ELUM 3,508 FACEBOOK PAGE LIKES 60 SPOKANE taryEventsUpEcomLngPresentedbyAssoCIATIONProceedsfromtheseeventssupportthelocalandglobalcommunityJulYGolfTournamentProspectorGolfCourse,CleElum,WAIThissummergolftournamentoffersthechancetoteeoffononeofour4thofJulyWeekendarea'sfinestcourses.Approximately30teamsof4enjoyadayoffun,food,competitionandprizes.FollowtheeventonFacebook@UKCRotar-ug.CruiseCleElumTrophyRunPutnamCentennialField,CleElum,WA-FAnnualcar&motorcycleshow-Carenthusiastsenjoyadayoffun,.music,food,competitionandprizes.Afamilyevent,childrenofallageswelcome.FollowtheeventonFacebook@CruiseCleElumHalloweenNightSnowmobileFUN'dRunTheLastResort,Ronald,WADecember7,2019Weatherpermitting(LetitSnowll]Afamily-friendlyprizerunongroomedtrails.FollowtheeventonFacebook@UKCAnnualSnowmobileFun'dRun-(Scholarshipfundraiser.)RotaryofUpperKittitasCountyisa501(c)3charltableorganizationJoinUs!RotarymeetseveryWednesday-VisitourwebsiteforlocationdetailsSponsorshipWWW.LCELUMDNOWN.COMLIVEL'FIOLORCENTRALWASHINGTONeoLomCOM tHALLOWEENNIGHT•4PM Cle Elum Downtown Volunteer Hours Total hr Board Meetings (9 members x 4 hrs x 12 meetings)432 Committee Meetings:Promotions,Design,Org,Ec Vitality:20 members x 4 hrs month x 12 meetings yearly:960 EVENTS Pioneer Days 25 people 15 hours 375 BooElum 15 people x 4 hours 60 Christmas in Cle Elum 21 x 6 hours 126 Hanging Baskets 3 people x 4 hours 12 Citywide Cleanup 50 people x 4 hours 200 Board Recruitment and Outreach 3 people x 8 hours 24 EC Vitality Outreach 3 people x 6 hours 18 Board Community Outreach Meetings 4 people x 8 hours 32 2239 Exhibit "B" Guidelines and Requirements for Expenditure Reimbursements from Lodging Tax section 1.Branding 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 than ½inch 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 Displav 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 ½inch in height,and must be surrounded by appropriate white space to allow easy recognition and legibility.Contractors shall not change the logo(s)in color or appearance. C.Video Advertising of all types (including but not limited to television,online,electronic kiosks, motion billboards,etc.)must include the County's and appropriate City's tourism website logo. The logo must be sized no smaller than ½inch 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. b.For seasonal or year-round events,or for date-specific events outside of the time- frame in Section 2 A,(2)(a)above,advertising reimbursement requests must include a statement from the media provider specifying the percentage distribution to areas outside of Kittitas County.Reimbursements will be allowed for the amount distributed outside of Kittitas County,including any production costs. B.Television Advertising: 1.Television advertising placed with any media provider outside the Yakima/Kittitas DMA will be reimbursed at 100%of the cost,including any production cost. 2.Television advertising placed with any media provider inside the Yakima /Kittitas DMA will be reimbursed as follows: a.For date-specific events,advertising the day of the event and up to 7 days prior to the event may be reimbursed at 100%of the cost,including any production costs. b.For seasonal or year-round events,or for date-specific events outside of the time- frame in Section 2 B,2(a)above,advertising may be reimbursed at the rate of 70%of the total cost,including any production costs. C.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. 2.Banners which are placed inside of Kittitas County may be reimbursed at 100%of the cost, including any production costs.In order to receive reimbursement,the banner cannot list a specified date or location.Request can only be made one time. 3.Signage (site layout use only)which are placed inside of the venue/facility of the event may be reimbursed at 100%of the cost,including any production costs.In order to receive reimbursement,the signage cannot list specified date or location.Request can only be made one time.(i.e.ADA Parking/Parking,Loading Zone,Evacuation Route,Bathrooms,and Stage locations) 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. 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. G.Operation Reimbursement: 1.Operation costs may be reimbursed 100%of the paid invoice cost.In order to receive reimbursement operations invoice must an approved cost from the Consolidated Lodging Tax committee members list.Invoice provided must include notation of payment with proof of payment. 2.Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed at 100%of cost.In order to receive reimbursement,a signed statement from the receiver along with other required documentation.Mileage reimbursement subject to IRS mileage reimbursement rates which may change annually. 3.Items not eligible for reimbursement: a.Salaries of employees b.Capitol purchases-any item with 3+years life and over $5,000. c.Licenses,permits,insurance,or credit card fees