HomeMy WebLinkAbout007-SuncadiaLT-2020-007-SUNCADIA
2020 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND SUNCADIA RESORT
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 SUNCADIA RESORT
("Contractor"),for the 2020 Conserve the Conservancy 10K ("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 five thousand dollars ($5,000)(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 five thousand dollars
($5,000)(Kittitas Co.lodging tax funding).
c.Services/Expenses that are reimbursed must be dated during the current year and final date
to submit reimbursements requests is January 15,2021 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
EIIensburg,WA 98926
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auditorsaccountinR@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:
•Archway for start/end of race.
•Racing equipment such as safety cones &safety flagging.
•Flyer and signs such as posters,banners,event maps,and directional signage.
•Entertainment such as DJ
•Entertainment such as bounce house,climbing wall,and other outdoor themed activities.
•Vendors for complimentary tastings such as doughnuts,coffee,runner themed giveaways
•Race water bottles from such places liberty bottle works,Yakima,WA
•Digital advertising:such as resort website,resort social media accounts,geo targeted
Seattle/Bellevue.
•Print advertising:such as Seattle/Bellevue magazine,fliers,and banners.
•Radio advertising such as regional Seattle/Bellevue commercials
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.
I.Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim.Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed.The training may be found online at the Kittitas County Auditor's website at the
following address:http://www.co.kittitas.wa.us/auditor/default.aspx
Section 3.Performance by Contractor.
a.Contractor shall not (by contract,operation of law or otherwise)delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County.Any such delegation or subcontracting without the County's prior written
consent shall be voidable at the County's option.
b.Contractor shall at all times be an independent contractor and not an agent or representa-
tive of the County with regard to performing the Services.Contractor shall not represent
that it is,or hold itself out as,an agent or representative of the County.In no event shall
Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the
County.It is understood that the Contractor and the Contractor's staff and employees are
not employees of the County and are not,therefore,entitled to any benefits provided
employees of the County.
c.Contractor shall comply with all applicable laws,ordinances,rules,regulations,orders,
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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,
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;
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•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.
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.
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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.
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,Ellensburg,WA 98926.For all purposes under this Agreement,any notice by
the County to the Contractor shall be given to the Contractor's address provided on the
signature page.Notice may be given by delivery or by depositing in the U.S.Mail,first class,
postage prepaid,certified mail,return receipt requested.
d.The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict,affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
e.This Agreement may be executed in one or more counterparts and by facsimile,each of
which will be deemed an original,but all of which together will constitute one and the same
instrument.
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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.
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 Ta× Funding Agreement Page 6
EXH\BIT "A"
CLTAC:Application for Lodging Tax Grant Funding
Grant Application Od you attend the Grant Application WDrkshop -2019 hosted by the Kittitas Gaunty Omrrber of Canværce?
Workshop -2019 O Yes
G No
Submittal Instructions G Yes,
&General I have read and understand Subrrittal Instructions and General hforration for the 2019 Lodging Tax Œant Funding
Information *Fyocess
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Organization Information
Name of Organization*Suncadia Resort
Organization Address *Street Address
3600 Suncadia Trail
Address Line 2
Oty State /Fiovince /Region
Cle Elum WA
Fbstal /Zip Code Country
98922 USA
Website www.suncadia.com
Federal Tax ID
#*45-4978300
UBI #*602-369-068
Organization is
a:*C Government Entity
C 501(c)3
O 501(c)4
O 501(c)6
G Other Hospitality
(Note:you must submit 501(c)3,501(c)4,or 501(c)6 approval documentation.)
Click here to viewsample documents (redacted).
Upload Proof of 3320 Suncadia Trail -Hotel License -Business License.pdf 87.47KB
Organization Status Acceptable file forrmts include:JFG FDFor TFF.
Contact Information
First Name*Camie
Last Name*Stevenson
Phone Number*509-649-6488
Email*camie.stevenson@destinationhotels.com
Project or Event Information
Project/Event Name*Conserve the Conservancy 10K
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
8/9/2020 8/9/2020
Project/Event Nelson Farm,Suncedia Resort
Location *
New or Ongoing C Ongoing Project/Event (More than four years in existence)
Project/Event?€New Project/Event (Four or fewer years in existence)
Amount of Funding $5000.00
Requested *
W you selected "Ongoing Fioject/Event"above this arrount rmy not exceed 10%of thetotal expense budget of this
project.
Funding Request Max 13,300
Tourism Seasons *Fromthe list below,what season will your prqect enhance tourisnf Select any which apply.
Year-round (January -December)
Off Season (November -February)
Shoulder Season (October or March -May)
2 High Season (June -September)
Application Cluestions: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:About:Our goal in creating the new run is to create a wellness based activity that
Project/Event brings awareness to our natural surroundings.With over 4,000 acres of
Description *conservancy land we would like to share our appreciation for the great outdoors
while educating visitors on wildlife,native plants and terrain.Many people visit the
resort proper but do not fully explore the expansive grounds nor do they
understand the grandeur of the space.We hope this run is one step to brining
more awareness to our beautiful community.
Market:Our primary audience for this event continues to attract overnight resort
guests and day visitors from all over the PNW;Suncadia homeowners,their friends
and families;and many visitors from our local communities.Our secondary
audience includes those visiting for other reasons (other events and conferences)
who also have an interest in seasonal festivals.
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List of Intended Use of Funds*
Archway for startlend of race
Race Equipment such as safety cones &safety
flagging
Flyer and Signs such as Posters,Banners,Event
Maps,Directional Signage
Entertainment such as a DJ
Entertainment such as bounce house,climbing wall,
and other outdoor themed activities
Vendors for complimentary tastings such as donuts,
coffee,runner themed giveaways
Race water bottles from such places Liberty Bottle
Works,Yakima WA
Digital advertising:Such as resort website,resort
social media accounts,geo targeted Seattle/Bell
Print Advertising:Such as regional SeattlelBellevue
Magazine,fliers and banners
Radio Advertising:Such as regional Seattle/Bellevue
commercials
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 Wace of residence or business and staying overnight in paid accornmdations;
Projection Projection-The typical attendee will stay the entire weekend,they will arrive on a
Friday night and stay through Sunday,usually requesting a late checkout if staying
in a local hotellmotel or vacation home.Because this run is scheduled for an early
Sunday morning the attendee will stay the night which will lead them to seek out
other activities to compete their stay,such as dining out at local establishments;
shopping in nearby municipalities (including Ellensburg);or other morninglevening
events and activities such as outdoor recreation,movies,concerts,or the theater.
The same vis¡tors will purchase gas,meals and/or groceries,and mementos of
their stay in Kittitas County.
Suncadia will offer such packages as _Conserve &Stay at Suncadia (overnight
stay +resort credit)to encourage runner to stay one or more nights.
Suncedia will statically plan other activities such as Saturday night wine tasting,late
night live entertainment,Summer Concerts and specials at the Glade Spring Spa,
to entice guests to stay longer
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Response 2.1.Evidence-The resorts number one attraction is the hiking and biking trail system.
Evidence*Any activities that encourage utilization of this trail system will naturally increase the
number of leisure visits.
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Response 2.2:2.To a place fifty rriles or rrore away fromtheir place of residence or business for the day or staying overnight;
Projection Projection-A major goal of the Suncadia Resort is to plan events that encourage
visitors to stay overnight who are more than 50 miles away.Overnight stays
increase opportunities for larger numbers of visitors to patronize local business.To
reach such visitors such items will be produced banners,flyers and posters.Our
marketing (in-house)has a list of over 35,000 loyalty members that will receive e-
blast,e-newsletters and package enticing them to come over for the day.They will
also focus on strategies such as Facebook,Instagram,and website.
Once to Suncadia Resort there are various retail and food establishments that
visitors can visit that will impact the economic make up of Kittitas County.
Public Relations:Proactive outreach to Seattle/Bellevue media and publications
Digital:Google Display Ad Network and Facebook -Geo Targeting
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Response 2.2:Evidence-80%of our visitors (leisure and group)are from the Great Seattle Area.
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Response 2.3:3.or from another country or state outside of their pace of residence or business.
Projection 2018 Top Three States in Room Night Production
1.Washington
2.California
3.Oregon
2018 Five Cities/Area/Zip Codes in Revenue Production Kirkland,WA
1.Redmond,WA
2.Seattle,WA (Wedgewood area)
3.Mercer Island,WA
4.Bellevue,WA
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Response 2.3:We use a system called tableau to gather this geo data.
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Application Questions:Part 2
31 Mensurina 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 use to nessure your event's inpact on tourisrr2 Rease be specific and provide exanples.
Measuring Results a.Revinate Surveys are sent to all visitors staying at Suncadia Resort
b.Ensure the website is optimized for proper event search terms
c.Digital Advertising Geo targeting Seattle/Bellevue area.We can monitor interest
and interactions via website clicks and Facebook insights.
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Response 3 A:A.Is your projectievent year-round or is it seasonal or date-specWic?
Measuring Results C Year Round C Seasonal R Date Specific
Your selection here should be supported by the dates you provided above,in the Ftoject or Event Inforration section.
Response 3 B:B.½hat strategies will you errploy to assure you are attracting tourists fromat least 50 rdles away?
Measuring Results a.This year we have increased exposure via social media,website awareness and
email communication
b.Ensure the website is optimized for proper event search terms
c.Digital Advertising Geo targeting Seattle/Bellevue area.We can monitor interest
and interactions via website clicks and Facebook insights.
d.We advertise in such location as Western Washington
e.We have partnered with the Kittitas Conservation Trust as part of the race fee is
donated back.
f.We have partnered with Liberty Bottle Works to provide each runner with a
reusable water bottle.
g.We have partnered Dru Bru Brewery to provide complimentary beer tastings for
participants.
h.We have partnered with Blissful Bites to provide complimentary donuts for all
participants
i.We have partnered with various PNW wineries to offer complimentary wine
tastings.
j.We are planning on working with other PNW groupslorganizations who support
runners and races that support the idea of conservation.
k.Planning on reaching out to PNW business that focus on running,gear for
runners and nutrition.
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Response 3 C:C V\kiet strategies will you use to assist in rrerketing all of Kittkas County as a tourist destination wkh your
Measuring Results*event/projectfundingrequest?
The strategies that we will be using are
Public Relations Outreach
Runners Room Package
Print Advertising
Digital Advertising
Social Communication and Advertising to our nearly 20,000 followers
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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 *in addition to the many partnerships,the resort enjoys a robust group conference
business that brings in many PNW organizations to the area.Many of the
attendees of these conferences make return visits to the area with their families
and friends to attend such events as Harvest Festival,summer concerts,holiday
celebrations and or a weekend visit.A link to the Kittitas County Website has been
added to our website so visitors can be educated on all the recreation Kittitas
County has to offer.
Additionally,we are working on a marketing plan to further partner with more local
and national organizations as well as a charity contribution for 10K Run.This plan
would include sponsorships for the event with an overall donation to the Kittitas
County Conservancy.This will be a marketing plan that will be occurring year or
year.
Current Collaboration Example
Kittitas Conservation Trust-Cle Elum Donation
Liberty Bottle Works-Yakima Sponsorship for reusable water bottle
Browne Family Vineyards-Seattie Provide Wine Tasting
Treveri -Yakima Provide Wine Tasting
Dru Bru-Cle Elum &Snoqualmie Pass Provide Beer Tasting
Blissful Bites-Toppenish Provide Donuts
Entertainment Plus-Ellensburg Provide Music
Shirtworks-Ellensburg Provide Race Shirts
Future Collaboration Example's
Bounce Pros-Chehalis Provide Entertainment
Compass Outdoor Adventures-Northbend WA
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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 hope that eventually this event will gather enough attendance and gather funds
through ticket sales and work with a number of sponsors so it can be self-
sustaining.In its infancy it will need assistance.
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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 Suncadia Resort,strives to remain relevant to both tourists and residents by
providing interesting programs,events and festivals.In addition we,
·Offer a unique facility for events
•Offer a wide variety of unique events to all ages in the area
•Offer unique events that feature artists,vendors,musicians and performers
around the Pacific Northwest including,Oregon,Idaho and Montana.
·Have helped launched many artists,vendors,musicians and performers careers
locally and nationally.
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I
Supporting Documents You rmy upload any supporting docurænts such as graphs,irmges,diagrarm,rrerketing roterials,etc.
Conserve the Conservancy_8.5x11.pdf 1.28MB
10K Map Route 2019.pdf 388.84KB
You are allowed to subrrit up to 3 single page (US Letter)docurrents in JFG,FΠor llFFforrmt
7|Previous Lodging Tax Grant Information
Previous Years Has your event received Lodging Tax funds in previous years?
Awarded Lodging Tax G No,this even1/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*
55 250
How many days did/will your event occur?
Prior Year*Projected*
1 1
How many paid overnight stays were and/or will be booked as a result of your
project/event?
Prior Year*Projected*
286 306
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 e×ample,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 As a part of Hyatt,Suncadia Resort utilizes companywide instruction and guidance
Overnight's Stay provided to estimate the room night increase and we forecast accordingly.
Response *2500 character linit.
Prior Year Paid in addition to field above,you nay upload the evidence to support the prior years'rooninight inforrmtion.
Overnight Stay Data You nay upload up to three single pages (US Letter),of infornetion.If you a single multi-page docurrent,only the first
three pages will be considered.[he following forrmts,w ill be accepted:JFO FDFor llFF
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 R No
Explanation *If not,why not?
2019 was the first year that the 10K Conservation run was planned,at this time
Suncadia funded all needed materials,marketing,and any race needed items for
the 10K run.
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Funding Shortfalls*V\betchanges wouldoccuriftheproectcouldn'tbefunded?
Vendor Fees
The idea of the Conserve the Conservancy 10K was created to support the local
community,runners and to give back to the Kittitas Conservation Trust.If this event
was unable to receive no funding and was unable to happen this next summer,the
impact on the local community,artists,vendors and small business would be
upsetting.The10K run supports many local business through purchasing supplies
and materiais and vendors will be relying on the event to happen every year.
Additionally,since we are planning on a more robust programming for 2020 the
cancellation of this event would not allow us to create new collaborations with other
local community organizations.
2500 character lirrit.
Matching Funds 120.00
Percentage %
[his field will auto fill with the correct percentage based an 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
projectleventfor 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 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-kind contributions valued at $500 or rrore and related to rmrketing/advertising,you rrust subrrit
Contributions verifying docurrentation 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 $0.00 $5,000.00
Funding
All Other Revenues
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
TIcket Sales $0.00 $0.00 $440.00 $6000.00
In-Kind Contributions (except volunteerism)
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
$0.00 $0.00 $0.00 $0.00
Contributions of Volunteer Time
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Number of Hours O
Calculated Value of $0.00
Projected Volunteer
Time
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Revenue Totals $0.00 $0.00 $440.00 $11000.00
Expenses
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
DJ-Entertainment $0.00 $0.00 $450.00 $800.00
Plus
Signage-Copy $0.00 $0.00 $920.00 $1200.00
Shop
Race Shirts-$0.00 $0.00 $973.62 $2500.00
Shirtworks
Race Bibs $0.00 $0.00 $70.51 $200.00
Donuts $0.00 $0.00 $500.00 $800.00
Race Supplies $0.00 $0.00 $100.62 $300.00
Water Supplies $0.00 $0.00 $257.44 $500.00
Pre &Post $0.00 $0.00 $0.00 $5000.00
Entertainment
Water Bottles $0.00 $0.00 $0.00 $2000.00
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Expense Totals $0.00 $0.00 $3272.19 $13300.00
Profit &Loss
Past Actual 3 Past Actual 2 Past Actual 1 Projected
$0.00 $0.00 $-2832.19 $-2300.00
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*Camie Stevenson
Applicant's Title*Resort Events Manager,Suncadia Resort
El
DH ROSLYN MANAGEMENT LLC
DH ROSLYN MANAGEMENT LLC
3600 SUNCADIA TRAIL
CLE ELUM WA 98922-3240
DETACH BEFORE POSTING
STATE OF
WASHINGTON Issue Date:May 10,2019
Unified Business ID #:602369068
Limited Liability Company Business ID #:001
Location:0005
DH ROSLYN MANAGEMENTLLC Expires:Feb 29,2020DESTINATIONROSLYNRESORT
3320 SUNCADIA TRAIL
CLE ELUM,WA 98922-3215
UNEMPLOYMENTINSURANCE-ACTIVE TOBACCO PRODUCTSRETAILER-ACTIVE
TAX REGISTRATION-ACTIVE HOTEL LICENSE#87857 -ACTIVE
PARTIESIN INTEREST:
TUMBLECREEK GOLF LLC,PER WAC 314-07-035
REGISTEREDTRADE NAMES:
DESTINATIONROSLYN RESORT
Illis document lists the registrations,endorsements,and licenses authorized for the business
namedabove.By accepting this document,the licensee certifies the information on the application
was complete,true,and accurate to the best of his or her knowledge,and1hat business will be
nducted in compliance with all applicable Washington state,county,and city regulations.Director,Depelme t of Revenue
STATE OF WASHINGTON
UBI:602369068 001 0005 Expires:Feb 29,2020
DH ROSLYN MANAGEMENT LLC UNEMPLOYMENT INSURANCE -PERMIT TO PURCHASE SPIRITS.
DESTINATION ROSLYN RESORT ACTIVE SPIRITS DISTILLERS,
3320 SUNCADIA TRAIL TOBACCO PRODUCTS RETAILER -DISTRIBUTORS AND RETAILERS:
CLE ELUM,WA 98922-3215 ACTIVE THE LICENSEE WHOSE NAME
TAX REGISTRATION -ACTIVE APPEARS ON THIS PERMIT (OR
HOTEL LICENSE #87857-ACTIVE THE LICENSEE'S EMPLOYEE OVER
21 YEARS OF AGE)IS AUTHORIZED
TO PURCHASE SPIRITUOUS
LIQUOR FROM YOU AS PROVIDED
BY THE WASHINGTON STATE
LIQUOR ACT RCW 66.24.640,
66.24.630,AND 66.24.640.
gaLOOO2 DETACH THIS SECTION FOR YOUR WALLET Director,Departrnent of Revenue
ONôERVE THE ðNJERVANCYguevarn.2or,av senexora
10K
LðNG THE EHD OF LodN REJERVE AND LIFF'ô DGE
Cornbine the trails with the road,and an urban run with a forested trail run.
Enjoy over 4,000 acres of Suncadia's scenic conservancy on this new 10k.
1:00AM-12:00PM 6.2 MILES
PRE-REGloTRAT/ðH:$40 I NCLUDED=
Register Online at:bit.ly/Conservancy10k •Race Shirt
•Snacks
DAY-OF REGloTRAT/dN:$49 ·16oz.water sottle
A portion of all ticket sales will go to the
Suncadia Forestry &Conservancy Fund.
SUNCADIA @ ¿hzá peps¡HERITAGE.
RESoftT COMMUNITY LECAcY
o a r i i t oa si^*DISTILLING Ce
rr.1UNDDCLenCENTER-9OCUT+Ba¢xREVERSERETURNAutoFollourRoadsAvoidHighusays.AAA
Exhibit "B"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Sectîon 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 Advertisíng 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 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.
8.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