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HomeMy WebLinkAbout003- Roslyn Downtown AssociationLT-2020-003-ROSLYN DOWNTOWN ASSOCIATION 2020 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND ROSLYN 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 ROSLYN DOWNTOWN ASSOCIATION ("Contractor"),for the 2020 Roslyn Downtown Association -Marketing ("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.AII 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 dollars ($10,000)(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 ten thousand dollars ($10,000)(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 15,2021 after this date funds lapse. d.Requests for reimbursements must be submitted to: Kittitas County Auditor Attn:Auditor's Accounting 205 West 5th Ave -Suite 105 Ellensburg,WA 98926 2020 County Lodging Tax Funding Agreement Page l LT-2020-003-ROSLYN DOWNTOWN ASSOCIATION auditorsaccounting@co.kittitas.wa.us e.Reporting requirements of your events will be required on prescribed forms from the County Auditor. f.Contractor is eligible to claim reimbursement for the following items and amounts only: •Digital Marketing •Collateral Development-town maps,guides 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):N/A h.Contractors requesting reimbursement for event-specific expenses shall submit all claims as no more than two reimbursement requests with supporting documentation. f.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, 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, 2020 County Lodging Tax Funding Agreement Page 2 LT-2020-003-ROSLYN DOWNTOWN ASSOCIATION 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. Section 5.Compliance with Public Records Law. 2020 County Lodging Tax Funding Agreement Page 3 LT-2020-003-ROSLYN DOWNTOWN ASSOCIATION a.In compliance with Washington's public records law,the County will retain copies of any documents associated with this Agreement,which may be required by law unless legally exempt from such retention,for any applicable legally required retention period. b.In the event a public records request is made to the County for documents created in relation to this Agreement,should legal uncertainty arise regarding the disclosability of any documents under federal or state public records laws,the County shall provide notice to Contractor pursuant to Washington's public records act,chapter 42.56 RCW,to allow Contractor to seek a court injunction. c.The County specifically shall not be liable to Contractor for the County's release under public records laws of any documents not protected by trademark,copyright or other law. Section 6.Industrial Insurance Waiver. With respect to performance of this Agreement and as to any claims against the County,its Additional Insureds,officers,agents and employees,the Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington,the Industrial Insurance Act,for injuries to contractor's employees and agrees that the obligations to indemnify,defend and hold harmless provided in this Agreement extend to any claim brought by or on behalf of any employee of the Contractor.This waiver is mutually negotiated by the parties to this Agreement. Section 7.Insurance and Endorsements. a.The County may require through a request in writing that the Contractor provide the County with a certificate,binder,or policy of liability insurance,acceptable to the County in an amount specified by the County, b.Such liability insurance shall be such as will protect Contractor,its employees,agents and representatives,from all claims,losses,harm,costs,liabilities,damages and expenses arising out of personal injury (including death)or property damage that may result from performance of the Services or this Agreement,whether such performance is by Contractor or any of its employees,agents or representatives. c.Should the County require such liability insurance,the Contractor agrees to provide proof of insurance prior to commencing performance of this Agreement. d.Copies of the County's written request and the insurance documents provided by Contractor shall be attached to this Agreement and by this reference will be made part hereof. e.Where insurance is requested by the County,all liability insurance policies shall be endorsed to include the County as an Additional Insured and shall stipulate that the insurance afforded by the policies shall be primary insurance,and that any insurance,self-insured retention,deductibles,or risk retention trusts maintained or participated in by the Parties shall be excess and not contributory to any other insurance maintained by the County. 2020 County Lodging Tax Funding Agreement Page 4 LT-2020-003-ROSLYN DOWNTOWN ASSOCIATION 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,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 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. 2020 County Lodging Tax Funding Agreement Page 5 LT-2020-003-ROSLYN DOWNTOWN ASSOCIATION g.If any term or condition of this Agreement or the application thereof to any person(s)or circumstances is held invalid,such invalidity shall not affect the other terms,conditions or applications which can be given effect without the invalid term,condition or application.To this end,the terms and conditions of this Agreement are declared severable. h.The exclusive venue for any action brought to enforce this Agreement or any of its terms shall be in Kittitas County,State of Washington. KITTITAS COUNTY BOARD OF COUNTY COMMISSIONERS 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 Workshop -2019 hosted by the Kittitas County Gianter of Cormerce? Workshop -2019 C Yes E No Submittal Instructions €Yes, &General I have read and understand SubrTittal hstructions and General Inforrmtion for the 2019 Lodging Tax Grant 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 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 *Roslyn Downtown Association Organization Address *street Address 101 E Pennsylvania Ave Address Line 2 Oly State /Flovince /Fegion Roslyn WA Fbstal /Zip Code Country 98941 USA Website ww.roslyndowntown.org Federal Tax ID #*20-4041024 UBI #*602-564-427 Organization is a:*O Government Entity G 501(c)3 0 501(c)4 C 501(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 IRS 2006 Determination LTR RDA 001.jpg 48.19KB Organization Status Acceptablefileforrmts include:JFO FDFor llFF. Contact Information First Name*Amy Last Name*McGuffin Phone Number*509-925-2002 Email*amy@kittitascountychamber.com Project or Event Information Project/Event Name*Roslyn Downtown Association -Marketing 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 Roslyn Downtown Location * Newor Ongoing C Ongoing Project/Event (More than four years in existence) Project/Event?E New Project/Event (Four or fewer years in existence) Amount of Funding $112200.00 Requested * If you selected "Ongoing FVolect/Event"above this armunt rmy not exceed 10%of the total e×pense budget of this project. Funding Request Max 112,200 Tourism Seasons *Fromthe list below,what season will your prqect enhance tourisnf Select any which apply. Year-round (January -December) E Off Season (November -February) O Shoulder Season (October or March -May) E 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. 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:This application is for multiple events,and we put a major focus on each event to Project/Event draw attendance from outside of the area,specifically from the west side of theDescription*mountains.The Roslyn Downtown Association has been the lead agency for downtown revitalization for many years.Vacancy rates are at a lowfor the downtown,merchants revenues are climbing and the economic outlook is strong. Each year,the Roslyn Downtown Association works to expand its outreach to build partnerships and market the downtown.Thousands of people visit the Roslyn downtown annually because of it unique and authentic historic structures,great restaurants,shopping,as well as the events.According to the research done to date by Beckwith Consulting,of the 317 respondents to the question "Have/Will you visit the following historical and cultural facilities during your visit?",183 responded yes and 73 responded maybe regarding whether or not they would visit Downtown Roslyn.This application for Lodging Tax will assist the Roslyn Downtown Association in working with other entities to promote downtown events and boost promotions of smaller events.In addition,the application will assist with funding a strong year-round marketing campaign for visiting downtown Roslyn and highlighting the revitalization work of the Roslyn Downtown Association.Promoting downtown Roslyn as a destination has been a long-term goal which,through a partnership with the Chamber's tourism office and improvements to the downtown, is coming to fruition.By building a campaign to feature the downtown and the many reasons to visit,whether it is for shopping and dining or as part of a visit to Roslyn for an event,the annual campaign will help create a consistency of message that will resonate with visitors.The campaign to visit and enjoy downtown done on a year-round basis will create value-added advantage for events that occur in the downtown core and business support of local stores and the potential business owners.In addition to advertising,funding is being requested to upgrade the roslyn downtown website to be a digital hub for all local offerings. The target audience is... Tourists that are attracted to Mountain Towns and traditional or historical events Suncedia guests Central Washington Area (outside of Kittitas County) Seattle -Tacoma area. 2500 character linit List of Intended Use of Funds* Digital Marketing Collateral Development -town maps,guides 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 accornmdations; Projection Year round visitor campaign:We will be utilizing the recommendations from the Arnett Muidrow market analysis and downtown master plan to complete the campaign message but with the figures listed above of which is 23%of potential visitors to downtown Roslyn,we estimate this figure will increase during the summer weeks of the year.If the Roslyn Downtown Association uses a conservative average annual number of visitors at 215 per week (more during peak season,less during slowseason)to accommodate for an average throughout the year and calculates at 25%staying overnight(30%of travelers are leisure travelers per the tourism office): 215 travelers x 23%(statistic from Arnett Muldrowstudy)x 52 weeks =2,571 with 25%staying overnight =643 annual hotel stays,plus estimated hotel stays. 643 annual hotels stays x 121.74 (avg daily rate;STAR Report for the county accommodations)=$78,105 in hotel spending. 2500 character lirrit Response 2.1:In 2017,consultants from Arnett Muldrow conducted a market analysis and Evidence*downtown master plan that determined visitors in downtown Roslyn was an estimate of 215 visitors per week.By using that figure and taking the information provided by the STAR report specifically for the county,it will provide us 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 Roslyn. 2500 character lirrit Response 2.2:2To a piace fifty rriles or rmre away frornthär place of residence or business for the day or staying overnight; Projection We predict 8,608 people will visit from 50 miles aware of more for events in downtown Roslyn or Roslyn proper.In addition,we predict this could bring $178,960 to Roslyn. 2500 character lirrit Response 2.2:According to local survey results,73%were visiting from 50 miles away or more but Evidence*only for a day trip and possible overnight accommodations. According to the 2017 Dean Runyan report for Kittitas County,the average expenditures per person for 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 tax receipts comparisons to verify information. 2500 character lirrit Response 2.3:3.or fromanother 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 traveler at this time and will not be able to put a number to the projection. 2500 character limit Response 2.3:We will continue to do surveys,review google analytics,and review registration Evidence*forms to verify attendance information at all events that occur in downtown Roslyn. 2500 character lirrit 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 foliowing information: A.Is your projectlevent year-round or is it seasonal or date-specific?Go to definitions of terms. B.What strategies oll 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:v\hattools will you use to rmasure your event's iripact on tourisnf?Flease be specific and provide exarrples. Measuring Results We will provide the Chamber's Central Washington Visitors Guide,the Tribune's Explore Kittitas County guide and the local Visitors Map at our registration booth or welcome table.We also have a link on our website and Facebook to the centralwashingtoncolor.com website and actively direct people to the information available there as well as the Chamber of Commerce website.Facebook insights, Google Analytics will help with measurement from the online marketing channels. Event registrations will help with tracking information from zip codes,overnight stays,etc.Surveys to other participants will be conducted and evaluated. 2500 character linit Response 3 A:A.b your projectlevent year-round or is it seasonal or date-specific? Measuring Results G Year Round C Seasonal C Date Specific Your selection here should be supported by the dates you provided above,in the Roject or Event Infornation section. Response 3 B:B.Wlat strateges w ill you errploy to assure you are attracting tourists fromat least 50 niles away? Measuring Results We will continue to monitor online activity and increases in traffic through Google Analytics and Facebook Insights.In addition,there will be information gathered at the various events through surveys,registration forms,and zip code gathering in businesses.We will also work with the hotels on gathering data on 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 a 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 not local),and howmany nights they are staying in an accommodations.We will target ads toward Yakima,Tri-Cities,Wenatchee,Spokane,and Seattle/Tacoma using digital marketing such as the following... Website Marketing Radio Advertising Search Engine Optimization Pay-Per-Click Advertising Content Marketing Email Marketing Social Media Marketing Mobile Marketing Video Marketing We will utilize Google Analytics to understand where the traffic on our website and each event pages. 250D character lirrit Response 3 C:C ½hatstraWes will ymiuseto assist in rrarketing all of K1titas Œunty as a tourist destinaton with your Measuring Results *event/prgect fundng request? Links to county-wide tourism websites will be included on the downtown association website.All development of town guide,maps will continue to promote other upcoming events.The RDA will continue to seek ways to cross-promote,including information about the county activities and inclusion of upcoming events in correlation with other events.With events on the weekends,we also will drive attendance to the Roslyn Farmers Market as a added feature. 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 is this accomplished? Collaboration*Roslyn will work with the Chamber of Commerce and Central Washington Color county tourism,to promote events to a wide-ranging audience. We wll have distribution points throughout the downtown core to have information about the local area and expand county-wide information including the Visitor's guide,the Kittitas County maps,Tribune visitor's guide,etc.We will utilize the chamber's channels to promote the efforts of RDA on their website,calendar, weekly emails to members,and have RDA materials at the visitor centers. RDA board members are constantly meeting with leaders and clubs around the region to promote the city and the county,working together to better the health of their town and activities in which the downtown provides. 2500 character lirrit 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*We want to create higher quality events to drawfrom outside of the area,while becoming self-sustaining.We plan to continue a partnership with the Chamber of Commerce,continue to solicit sponsors for each event,and continue community centered and volunteer based "in house"work for these events to keep costs low while still remaining extremely effective. 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 2500 character linit Supporting Documents You rmy upload any supporting docunents such as graphs,irmges,diagrarra,rmrketing roterials,etc. You are allowed to subrTit up to 3 single page (US Letter)docurænts in JFO FDF or llFFforrot 7|Previous Lodging Tax Grant Information Previous Years I-hs your event recebred Lodging Tax funds in previous years? Awarded Lodging Tax ©No,this event/project has not previously received Lodging Tax Funding. Grants O Yes,1 year previous C Yes,2 years previous C 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* O 8,606 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 * O 643 Paid Overnights'Data Support Explain howthe room nights data above from the prior year was collected and howthe 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 local survey results,73%were visiting from 50 miles away or more but Overnight's Stay only for day trip and possible overnight accommodations.Response*According to the 2017 Dean Runyan report for Kittitas County,the average expenditures for per person for 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 tax receipts comparisons to verify information. 2500 character lirrit. Prior Year Paid b addition to field above,you rmy upload the evidence to support the prior years'roordnight inforrmtion. Overnight Stay Data You tray upload up to three single pages (tJS Letter),of inforrmtion.If you a single riulti page docurrent,only the first three pages will be considered.thefollowing forrmts,will be accepted:JR3,UFor flFF 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 organization have,or have you applied for funding fromother sources? O Yes G No Explanation * If not,why not? We are going after Lodging Tax funding as a base for our marketing efforts in 2020. 2500 character lirrit Funding Shortfalls *what changes would occur W the proiect couldn't be funded? If these events were not funded,we would struggle to be able to promote them outside of the county,which greatly increases our impact on tourism.We would see lower attendance because of the lack of out of county promotion,and would need to lower the quantity and quality of the entertainment we have at these events. 2500 character lirrit. Matching Funds 118.84 Percentage % This field will auto fill wah 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 theprojectleventforwhichyouarerequestingfundingandadherestothebasicbudgetformatshownbelow. 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 wi!!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 allowan 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-Idnd contributions valued at $500 or rrore and related to riarketingladvertising,you mJst subrrit Contributions verifying docurrentation w hich 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 $0.00 $112,200.00 Funding All Other Revenues Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected B&O Contributions $0.00 $0.00 $0.00 $133333.33 In-Kind Contributions (except volunteerism) Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected $0.00 $0.00 $0.00 $0.00 Contributions of Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Number of Hours 514 Evidence of Volunteer Rease upload a single file which offers evidence in support of the projected volunteer hours. Contributions IRS 2006 Determination LTR RDA 001.jpg 48.19KB Calculated Value of $12,109.84 Projected Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Revenue Totals $0.00 $0.00 $0.00 $257643.17 Expenses Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Tree Lighting $0.00 $0.00 $0.00 $26000.00 Event Sponsorship $0.00 $0.00 $0.00 $25000.00 Website $0.00 $0.00 $0.00 $1500.00 Design/Host Storefront Studio $0.00 $0.00 $0.00 $10000.00 Annual Street $0.00 $0.00 $0.00 $700.00 Cleanup Insurance $0.00 $0.00 $0.00 $3000.00 Legal Fees $0.00 $0.00 $0.00 $1000.00 Payroll $0.00 $0.00 $0.00 $13000.00 Office Expenses $0.00 $0.00 $0.00 $5300.00 CPA Services $0.00 $0.00 $0.00 $5000.00 Utilities $0.00 $0.00 $0.00 $1700.00 Travel/Conference $0.00 $0.00 $0.00 $4000.00 Digital Marketing $0.00 $0.00 $0.00 $13000.00 Collateral Materials $0.00 $0.00 $0.00 $3000.00 Past Actual 3 Past Actual 2 Past Actual 1 Projected Expense Totals $0.00 $0.00 $0.00 $112200.00 Profit &Loss Past Actual 3 Past Actual 2 Past Actual 1 Projected $0.00 $0.00 $0.00 $145443.17 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. 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I Fiscal year 2019 Volunteer Hour Roslyn Downtown Association Projections NWIC Bldg Date(s)Hours Cheri Marusa Jan-Dec 2019 480 10 hrs week/operations Rob Marusa Jan -Dec 2019 36 3hrs per month maintenance Justin Zipperer Jan -Dec 2019 12 1 hr per month maintenance Valerie Lunn Jan-Dec 2019 144 12 hrs per month financials/banking Jeri Porter Jan -Dec 2019 20 RDA City Council and Downtown Rep Gail Dobberthein Jan -Dec 2019 24 2 hrs per month secretary Main Street Committee Jan-Dec 2019 107 Discussion/planning Actuals Kevin Kane 200 Design-building Hannah Allender 100 Design-building Adam Hutschreider 25 Design-building Matt and Abby Inpanbutr 25 Design-building Andreas Baatz 25 Design-building Anastasia and Chad Gaddis 25 Design-building Russ and Suzy 10 Building labor Jon Chaffey 10 Building labor Dermot Noonan 10 Building labor Bill and Beth Parks 10 Building labor Rick Rippen 10 Building labor Bees Landscpae 30 Yard work Fred Correnti 23 Yard work-Bldg labor Gordon Miller 23 Yard work-Bldg labor Steve and Debra Dowd 23 Yard work-Bldg labor Jim and Barb Becker 14 Yard work-bldg Gary Bocz 20 Office worlk Dave Ziembicki 10 IT Support Chris and Joan Davies 16 Painting Tim Magee 10 Painting Tom Miller 14 Painting Jake Weber 25 Bldg Labor -support Tony Cebe 6 Delivery dirt-gravel and supplies Total Volunteer Hours 1487 Exhibit "B" Guidelines and Requirements for Expenditure Reimbursements from Lodging Tax section L 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. 8.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 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 AdvertisinR: 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 AdvertisinR: 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