HomeMy WebLinkAbout009-KEEN-Bird FestLT-2020-009-KEEN-BIRD FEST
2020 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND KITTITAS COUNTY ENVIROMENTAL EDUCATION
NETWORK
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 KITTITAS ENVIROMENTAL
EDUCATION NETWORK ("Contractor"),for the 2020 Yakima River Canyon Bird Fest ("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 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 15,2021 after this date funds lapse.
d.Requests for reimbursements must be submitted to:
Kittitas County Auditor
Attn:Auditor's Accounting
2020 County Lodging Tax Funding Agreement Page 1
LT-2020-009-KEEN-BIRD FEST
205 West 5th Ave ·-Suite 105
Ellensburg,WA 98926
auditorsaccounting@co.kittitas.wa.us
e.Reporting requirements of your events will be required on prescribed forms from the
County Auditor.
f.Contractor is eligible to claim reimbursement for the following items and amounts only:
•Advertising and promotion (Cornell bird lab,Facebook/Social Media,Bird Digest,NPR,All
About Bird.
•Design Fees (for posters and other promotional materials).
•Printing (for posters,flyers,and event program).
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 Mailing fees.
h.Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation.
I.Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim.Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed.The training may be found online at the Kittitas County Auditor's website at the
following address:http://www.co.kittitas.wa.us/auditor/default.aspx
Section 3.Performance by Contractor.
a.Contractor shall not (by contract,operation of law or otherwise)delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County.Any such delegation or subcontracting without the County's prior written
consent shall be voidable at the County's option.
b.Contractor shall at all times be an independent contractor and not an agent or representa-
tive of the County with regard to performing the Services.Contractor shall not represent
that it is,or hold itself out as,an agent or representative of the County.In no event shall
Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the
County.It is understood that the Contractor and the Contractor's staff and employees are
not employees of the County and are not,therefore,entitled to any benefits provided
employees of the County.
c.Contractor shall comply with all applicable laws,ordinances,rules,regulations,orders,
licenses,permits,and other requirements,now or hereafter in effect,of any governmental
authority (including,but not limited to,such requirements as may be imposed upon the
County and applicable to Services).Contractor shall furnish such documents as may be
required to effect or evidence such compliance.All laws,ordinances,rules,and orders
required to be incorporated into agreements of this character are incorporated into this
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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
•Any breach of or default under this Agreement by Contractor.
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Section 5.Compliance with Public Records Law.
a.In compliance with Washington's public records law,the County will retain copies of any
documents associated with this Agreement,which may be required by law unless legally
exempt from such retention,for any applicable legally required retention period.
b.In the event a public records request is made to the County for documents created in
relation to this Agreement,should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws,the County shall provide notice to
Contractor pursuant to Washington's public records act,chapter 42.56 RCW,to allow
Contractor to seek a court injunction.
c.The County specifically shall not be liable to Contractor for the County's release under public
records laws of any documents not protected by trademark,copyright or other law.
Section 6.Industrial Insurance Waiver.
With respect to performance of this Agreement and as to any claims against the County,its Additional
Insureds,officers,agents and employees,the Contractor expressly waives its immunity under Title 51
of the Revised Code of Washington,the Industrial Insurance Act,for injuries to Contractor's employees
and agrees that the obligations to indemnify,defend and hold harmless provided in this Agreement
extend to any claim brought by or on behalf of any employee of the Contractor.This waiver is
mutually negotiated by the parties to this Agreement.
Section 7.Insurance and Endorsements.
a.The County may require through a request in writing that the Contractor provide the County
with a certificate,binder,or policy of liability insurance,acceptable to the County in an
amount specified by the County.
b.Such liability insurance shall be such as will protect Contractor,its employees,agents and
representatives,from all claims,losses,harm,costs,liabilities,damages and expenses
arising out of personal injury (including death)or property damage that may result from
performance of the Services or this Agreement,whether such performance is by Contractor
or any of its employees,agents or representatives.
c.Should the County require such liability insurance,the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d.Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
e.Where insurance is requested by the County,all liability insurance policies shall be endorsed
to include the County as an Additional Insured and shall stipulate that the insurance
afforded by the policies shall be primary insurance,and that any insurance,self-insured
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retention,deductibles,or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
Contractor shall furnish the County a certificate of insurance with Endorsement as evidence
that the required policies are in full force and effect.
Section 8.Termination.
The County may,by written notice thereof to Contractor,terminate this Agreement as to all or any
portion of the Services not yet performed,whether or not Contractor is in breach or default.Upon
receiving such notice of termination,Contractor shall,except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice.In the event the
County terminates the Contractor's Services,the Contractor is obligated and hereby agrees to
refund to the County all monies paid for Services not yet rendered by the Contractor,if any,as of
the date of the notice of termination.
Section 9.Miscellaneous.
a.Contractor shall not (by contract,operation of law or otherwise)assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
b.This Agreement embodies the entire Agreement between the County and Contractor,and
supersedes any and all prior oral or written communications,proposals,conditions,promises,
representations,or understandings regarding the Services.No change,amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
c.Notice for any purpose under this Agreement,except service of process,shall be given by
the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor,205 W.
5th Ave.Ste.108,Ellensburg,WA 98926.For all purposes under this Agreement,any notice by
the County to the Contractor shall be given to the Contractor's address provided on the
signature page.Notice may be given by delivery or by depositing in the U.S.Mail,first class,
postage prepaid,certified mail,return receipt requested.
d.The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict,affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
e.This Agreement may be executed in one or more counterparts and by facsimile,each of
which will be deemed an original,but all of which together will constitute one and the same
instrument.
f.Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
this Agreement.Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement,and is not in
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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 Appication V\brkshop -2019 hosted by the Kittitas Dunty Omarrber of Œrmerce?
Workshop -2019 C Yes
G No
Submittal Instructions E Yes,
&General I have read and understand Subnittal Instructions and General Information for the 2019 Lodging Tax Grant Funding
Information *FVocess
You are strongly encouraged to compose your responses to the questions of this form with a desktop text
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link will also be sent to you in an email.
Organization Information
Name of Organization*Kittitas Environmental Education Network
Organization Address*street Address
414 South Willow St.
Address Line 2
Oty State /Fiovince I Fëgion
Ellensburg WA
Fbstal /Zip Cbde Country
98926 United States
Website www.ycic.org
Federal Tax ID
#*22-3489021
UBI #*602-198-363
Organization is
a:*C Government Entity
G 501(c)3
C 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 Conf of Exempt Status under 501(c)3.pdf 46.61KB
Organization Status Acceptatiefileforrrets include:JFG,FDFor TlFF.
Contact Information
First Name Jill
Last Name*Scheffer
Phone Number*509-551-8807
Email*kittitasee@gma¡l.com
Project or Event Information
Project/Event Name*Yakima River Canyon Bird Fest
Event Dates
Please provide any specific dates,or range of dates,on which your event or project wll be held.You may add as many
dates or date ranges as necessary.
Event Dates
Start Dates*End Dates
5/8/2020 5/10/2020
Project/Event Helen McCabe Park,Umtanum Creek
Location*Recreation Area,and Canyon River Ranch
Lodge
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 $18700.00
Requested *
V you selected "Ongoing Fioject/Event"above this arrount rmy not exceed 10%of the total expense budget of this
prgect.
Funding Request Max 30,350
Tourism Seasons *Fromthe list below,what season will your project enhancetourisrn?Select any which appby.
Year-round (January -December)
Off Season (November -February)
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 anysupporting data within the
response narrative.
1|Project/Event Description
Please provide a description of your projectlevent and identify the specific tourism audience/market that your
organization will target with these funds.You must include an itemized list of exactly how any grant funds
awarded will be utilized.
Response 1:Come bird with KEEN for 3-days during the second weekend of May and discover
Project/Event the natural beauty of Central Washington State!The Yakima River Canyon is an
Description*Audubon Important Bird Area (IBA)with some of the highest densities of passerines
and birds of prey in the State.
The Yakima River Canyon Bird Fest will offer expert-led field trips,vendors,
extended field trips,lectures and keynote speakers,social events and music,and a
plethora of bird watching during early spring!
Yakima River Canyon Bird Fest will be a family-friendly event targeting birders
throughout the Pacific Northwest and from around the world.Birders travel
thousands of miles to add to their 'life lists'and our festival will fall right in between
two complimentary festivals --the Grays Harbor ShorebirÍl Festival in late April and
the Leavenworth Bird Festival in late May.Birders plan their travel calendars to
engage in as many birding opportunities as they can,and this festival in May is the
best time to see colorful,diverse and rare bird species in the Canyon.
Yakima River Canyon Bird Fest will feature Friday afternoon registration at festival
headquarters based in Helen McCabe Park.Most attendees will stay overnight in
hotel rooms,camp in the Canyon,or stay at the Yakima River RV Camp.In
addition,we will secure partnerships with Canyon River Ranch Lodge and other
local hotels to provide reduced and/or group rates for festival attendees.
Friday evening activities vWII include oW hooting and bat field trips as well as music
and drinks at a local venue to be determined.Saturday morning will begin with very
early field trips,and activities will continue throughout the day capping off the
evening with our keynote speaker.Complementary Get Intimate with the Shrub-
Steppe (another KEEN event)activities occur on Saturday as well.Sunday morning
will have more early morning field trips and the festival will wrap up at noon on
Sunday.
Itemized List of Grant Fund Utilization:
Advertising and Promotion (Cornell Bird Lab,Facebook/Social Media,Bird Digest,
NPR,All About Birds,Cherry Creek)
Design Fees (for posters and other promotional materials)
Printing (for posters,flyers and event program)
Mailing Costs (to send posters and flyers to remote locations)
2500 character linit
List of Intended Use of Funds*
Advertising and Promotion (Cornell Bird Lab,
Facebook/Social Media,Bird Digest,NPR,All About
Bird
Design Fees (for posters and other promotional
materials)
Printing (for posters,flyers and event program)
Mailing Costs (to send posters and flyers to remote
locations)
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 fromtheir place of residence or business and staying overnight in paid accorrrrodations;
Projection With over 1.1 million annual drivers and thousands of birders visiting the Canyon
annually,the Yakima River Canyon Bird Fest is sure to be a very well attended
event.
KEEN anticipates 500 attendees in our third year.Based on 2018
attendance,we estimate that 60%of event attendees will be considered tourists
(-300 people)and 80%of them will be staying in paid overnight accommodations
(~240 people).
2500 character lirrit
Response 2.1:We estimated attendance numbers based on similar bird watching festivals in theEvidence*state that regularly attract many hundreds of attendees,a survey we conducted in
2014,Kittitas County Tourism and Recreation Plan that identifies wildlife viewing as
the third most popular activity and among the highest day-trip expenditure
category,and WA State SCORP with nearly 60%of tourists engaging in wildlife
viewing activities.
We also based our 3rd year numbers on attendance results from last year -our
second year of the event.
Because of this information,we knowthat birders visiting the Yakima River Canyon
Scenic Byway are split equally between males and females with an average age of
61 years old and over.The majority of respondents lived in Western Washington
(King,Pierce,Skagit,and Snohomish Counties)with an income between $100,000
and $149,000.
Birders that participated in the survey said that they typically travel about 100
miles,but will travel between 100 miles and 500 miles to seek out great birding
opportunities that have a wide variety and rare bird species.Several survey
respondents take yearly trips out of state or country for birding experiences.When
traveling for birding excursions away from home,most stay overnight for
approximately 2 nights in a motel/hotel.The majority of birders who took this survey
said that they have been to the Yakima River Canyon Scenic Byway for birding
excursions.What they like best about the Yakima River Canyon Scenic Byway is
the variety and number of birds that show up due to the diversity of habitat.
We also base our projections on use statistics that we receive from the Bureau of
Land Management about their recreation sites in the Yakima River Canyon Scenic
Byway.Recently released use survey numbers show a steady and significant use
pattern in the Canyon that shows nearly 400,000 overnight stays in the Canyon
during 6 months (May-Oct)in 2017.
2500 character limt
Response 2.2:2.To a place f Wty rriles or rmre away fromtheir place of residence or business for the day or staying overnight
Projection With over 1.1 million annual drivers and thousands of birders visiting the Canyon
annually,the Yakima River Canyon Bird Fest is sure to be a very well attended
event.
KEEN anticipates 500 attendees in our third year.Based on 2018 attendance,we
estimate that 60%of event attendees will be considered tourists (-300 people)and
20%of them will be staying for the day or staying overnight in non-paid
accommodations (~60 people).
2500 character limt
Response 2.2:We estimated attendance numbers based on similar bird watching festivals in theEvidence*state that regularly attract many hundreds of attendees,a survey we conducted in
2014,Kittitas County Tourism and Recreation Plan that identifies wildlife viewing as
the third most popular activity and among the highest day-trip e×penditure
category,and WA State SCORP with nearly 60%of tourists engaging in wildlife
viewing activities.
We also based our 3rd year numbers on attendance results from last year -our
second year of the event.
We further base our estimates on a survey of birders visiting the Yakima River
Canyon Scenic Byway we conducted in 2014.
Because of that survey,we knowthat birders visiting the Yakima River Canyon
Scenic Byway are split equally between males and females with an average age of
61 years old and over.The majority of respondents lived in Western Washington
(King,Pierce,Skagit,and Snohomish Counties)with an income between $100,000
and $149,000.
Birders that participated in the survey said that they typically travel about 100
miles,but will travel between 100 miles and 500 miles to seek out great birding
opportunities that have a wide variety and rare bird species.Several survey
respondents take yearly trips out of state or country for birding experiences.When
traveling for birding excursions away from home,most stay overnight for
approximately 2 nights in a motellhotel.The majority of birders who took this survey
said that they have been to the Yakima River Canyon Scenic Byway for birding
excursions.What they like best about the Yakima River Canyon Scenic Byway is
the variety and number of birds that show up due to the diversity of habitat.
We also base our projections on use statistics that we receive from the Bureau of
Land Management about their recreation sites in the Yakima River Canyon Scenic
Byway.Recently released use survey numbers show a steady and significant use
pattern in the Canyon that shows nearly 400,000 overnight stays in the Canyon
during 6 months (May-Oct)in 2017
2500 character lirnt
Response 2.3:3.or fromanother country or state outside of their place of residence or business.
Projection With over 1.1 million annual drivers and thousands of birders visiting the Canyon
annually,the Yakima River Canyon Bird Fest is sure to be a very well attended
event.
KEEN anticipates between 500 attendees in our 3rd year.Based
on last years attendance,we estimate that 60%of event attendees will be
considered tourists (~300 people)and that 30%of them will be from another state
or out of Country (-90 people).
2500 character lirrit
Response 2.3:We estimated attendance numbers based on similar bird watching festivals in theEvidence*state that regularly attract many hundreds of attendees,a survey we conducted in
2014,Kittitas County Tourism and Recreation Plan that identifies wildlife viewing as
the third most popular activity and among the highest day-trip expenditure
category,and WA State SCORP with nearly 60%of tourists engaging in wildlife
viewing activities.
We further base our estimates on a survey of birders visiting the Yakima River
Canyon Scenic Byway we conducted in 2014.
Because of that survey,we knowthat birders visiting the Yakima River Canyon
Scenic Byway are split equally between males and females with an average age of
61 years old and over.The majority of respondents lived in Western Washington
(King,Pierce,Skagit,and Snohomish Counties)with an income between $100,000
and $149,000.
Birders that participated in the survey said that they typically travel about 100
miles,but wiii travel between 100 miles and 500 miles to seek out great birding
opportunities that have a wide variety and rare bird species.Several survey
respondents take yearly trips out of state or country for birding experiences.When
traveling for birding excursions away from home,most stay overnight for
approximately 2 nights in a motel/hotel.The majority of birders who took this survey
said that they have been to the Yakima River Canyon Scenic Byway for birding
excursions.What they like best about the Yakima River Canyon Scenic Byway is
the variety and number of birds that showup due to the diversity of habitat.
We also base our projections on use statistics that we receive from the Bureau of
Land Management about their recreation sites in the Yakima River Canyon Scenic
Byway.Recently released use survey numbers show a steady and significant use
pattern in the Canyon that shows nearly 400,000 overnight stays in the Canyon
during 6 months (May-Oct)in 2017,
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 use to rmasure your event's irrpact on tourisnf Rease be specific and provide e×ages.
Measuring Results A.The Yakima River Canyon Bird Fest is a date specific event.
B.Pre-registration will be required for events,lectures,and field trips.We can track
attendee information this way through our online ticket sales.
In addition,Yakima River Canyon Bird Fest headquarters will be located at Helen
McCabe Park and everyone attending the event will be required to check in,
receive their event materials,and in this way,we will be able to track attendees'
destinations and overnight stay statistics.
We will conduct an in-person survey in 2020 in order to increase survey responses
and get direct overnight stay data.We have found that our online surveys are not
well-responded to (we believe that this is due to the older age of our event
attendees).
We are constantly refining our advertising methods.Our partnership with Living
Bird Magazine will begin earlier,and add print to their digital presence.They will,at
the conclusion of the publishing/financial cycle,provide the data which will
demonstrate their effectiveness.
C.We have a link to the Chamber website,provide Chamber materials in the 'go
bags'for every participant,and provide the hotel registration widget on our festival
page.
In 2020 we will strive to improve the event and increase attendance through
appropriate adjustments to the information gathered.
Survey questions may include:
-Zip code of residence?
-Staying the night?
-With a friend or in paid accommodations?
-Best part of the event?
-What would you change?
-What would you like to add?
-Did you think the event was well organized?
-Will you attend next year?
-Will you invite friends to attend with you?
-Is there a band you recommend that you would travel to see?
-How did you hear about this event?
-What is the best way for you to hear about events like this?
-Will you spend any extra leisure time exploring Ellensburg and
Kittitas County?
We will have a supply of helpful publications,maps,and event schedules provided
by the Chamber/Visitor Center that are included in our registration packets for
attend ees.
2500 character lirrit
Response 3 A:A.Is your projectlevent year-round or is it seasonal or date-specific?
Measuring Results C Year Round C Seasonal e Date Specific
Your selection here should be suppoded by the dates you provided above,in the Roject or Event Inforrration section.
Response 3 B:B.Waat strategies will you errploy to assure you are attracting tourists fromat least 50 niles away?
Measuring Results Yakima River Canyon Bird Fest is a date specific shoulder-season event.We will
advertise on national birding websites and through Facebook ads with a targeted
audience identified as birders and bird enthusiasts from around the Pacific
Northwest.
Our 2018 final report shows our online targeted audience locations for
all ads on Facebook,Living Bird Magazine,and Bird Watcher's Digest (they focus
on Seattle area,Spokane area,Portland area,and Vancouver BC area).
All our advertising will followthe required guidelines for branding as
specified in the grant.
KEENs website and FB pages and social media will identify funders and sponsors
with appropriate recognition.
Further we will identify affinity events happening during the same time of year in
Kittitas County as a way to identify opportunities to extend stays before and after
the event.
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Response 3 C:C what strategies will you use to assist in trerketing all of Kittitas County as a tourist destination with your
Measuring Results*event/projectfundingrequest?
Traveling to Kittitas County in the spring is one of the best times to visit our area.
We will follow the rules of the contract on our marketing items with appropriate
logos,and will also work to increase attendance by encouraging other activities
while here.
KEEN will use our social media accounts to share and cross-post
recreation,farmers markets,wineries and local breweries to the same audience.
Birders travel thousands of miles to add to their 'life lists'and our festival will fall
right in between two complimentary festivals -the Grays Harbor Shorebird Festival
in late April and the Leavenworth Bird Festival in late May.
Birders plan their travel calendars to engage in as many birding opportunities as
they can,and this festival in May is the best time to see colorful,diverse and rare
bird species in the Canyon.
To the extent possible,we will cross post to these other festivals and gain audience
and ad reach that way.
Each attendee receives the Chamber handout packet in their event go bags,we
link to the Chamber website on our website,and we put the hotel registration
widget on our website for ease of travel arrangements.
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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*Yes,KEEN partners with several groups in Kittitas County and across the state to
promote and encourage tourism.
For Bird Fest we specifically partner with Seattle,Kittitas and Yakima County
Audubon groups and the Kittitas County Field and Stream Club.These
organizations provide expertise,field trip leaders,event volunteers,and planning
committee members.
We also work with CWU interns and professors,expert field trip leaders from
around the state,and WA State Parks for the location of the event.This event
would not be successful without these partnerships!
We also partner with Canyon River Ranch Lodge for the dinner,auction,and social
gathering for the event.
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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*KEEN increased sponsorship levels,vendor's fees,and other cost-covering fees
for participation in 2018.
As the event grows we believe that our sponsorship levels will increase and we will
attract more vendors over time causing this to continue to be a revenue positive
event for KEEN and eventually to become self-sustaining.
As happens in the bird-watching world,once an event is established,birders start
to
look for event details earlier and earlier (we have in fact,as of this writing,already
heard from several birders looking for 2020 details).
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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 Unfortunately KEEN was not be able to undertake the Yakima River Canyon Bird
Fest in 2019 and was forced to decline the lodging tax funding we were awarded.
The Washington Ornithological Society planned their annual meeting and field trips
(essentially the exact same model as our event)for the same weekend in Moses
Lake.Many of our field trip leaders are members with that organization and could
not attend both.We could not move our weekend due to other conflicting dates
within our organization and,other nearby bird festivals.WOS moves their
conference location every year,but this year it happened to conflict with ours.
We were intensely disappointed,and expressed our concerns to WOS clearly,but
ultimately decided that we couldn't compete with something so similar so close by.
Please express our deep appreciation to the members of the combined Lodging
Tax Advisory Committee.We are thankful for their support and look forward to
applying again for 2020 and having another successful Bird Fest!
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Supporting Documents You rmy upload any supporting docuents such as graphs,irreges,diagrarm,rmrketing rraterials,etc.
Save the Date.jpg 87.02KB
You are allowed to subrrit up to 3 single page (US Letter)docurænts in JFO FDF or 11FFforrot
7|Previous Lodging Tax Grant Information
Previous Years 1-bs 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 C Yes,1 year previous
€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
300 750
How many days did/will your event occur?
Prior Year Projected
3 3
How many paid overnight stays were and/or will be booked as a result of your
projectlevent?
Prior Year*Projected
120 325
Paid Overnights'Data Support
Explain howthe 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 2017 and 2018 Bird Fest overnight data was collected through an online survey
Overnight's Stay sent to all attendees and strategically extrapolated based on ticket sales addressResponse*data.
We had a low response to our online survey after the event in 2018.We believe
this is due to the fact that our event attendees are over 65 for the most part and
are not accustomed to completing online surveys.
For 2020,we will ask the question about overnight stays on the registration
form so that we don't have to rely only on a survey after the fact.We will also
conduct in-person surveys during registration pick up (every event attendee is
required to come to the registration tent at Helen McCabe State Park to pick up
their registration packets).
Registration data is attached from 2018.This reflects registration of just the ticket
buyer -most buyers purchased at least 2 or more weekend passes and other ticket
types so it does not reflect the total number of attendees,but does reflect the
distance traveled to attend the event.
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Prior Year Paid In addition to field above,you rmy upload the evidence to support the prior years'room'night inforrmtion
Overnight Stay Data Yakima River Canyon Bird Fest 2018 Registration (Responses)-Final 55.39KBpre-registrant list.pdf
You rmy upload up to three single pages (LJS Letter),of infornetion.If you a single rrulti-page docurrent,only the first
three pages will be considered.thefollowing forrmts,will be accepted:JFG,FDFor IlFF
Application Questions:Part 5 i-·
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 frornother sources?
E Yes C No
Funding for which you have applied but not yet secured
Funding Source Amount
National Environmental Education Foundation $5,000.00
Mountaineers Foundation $2,500.00
Kittitas Audubon $5,000.00
Funding Shortfalls *vmat changes would occur if the project couldn't be f unded?
If advertising funds are not supported through this process we will likely reduce the
number of ads we place in print format -as that is the most expensive format.
Specifically the Living Bird Magazine print format is quite e×pensive.In addition,
we'd limit the number of NPR ads purchased as that is another expensive option.
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Matching Funds 113.64
Percentage %
This field will auto fill with the con ect 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
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 allow an adequate level of fle dbility 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 rrarketingladvertising,you rnast subröt
Contributions verifying docurrentaton which assures the contribution will be provided.
Budget Year
Edit if necessary 2017 2018 0 2020
Revenues From Consolidated Lodging Tax Grant
Past Actual 3 Past Actual 2 Past Actual 1 Projected
LTAC Grant $10,000.00 $7,000.00 $0.00 $18,700.00
Funding
All Other Revenues
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
Sponsorships $1000.00 $2645.00 $0.00 $5500.00
Collateral Sales $250.00 $500.00 $0.00 $750.00
Vendor Fees $0.00 $0.00 $0.00 $2500.00
Ticket Sales $3000.00 $6565.00 $0.00 $12500.00
In-Kind Contributions (except volunteerism)
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
$0.00 $0.00 $0.00 $0.00
Contributions of Volunteer Time
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Number of Hours 1,000 1,012 1,022
Evidence of Volunteer Rease upload a single file which offers evidence in support of the projected volunteer hours.Contributions*
YRC Bird Fest Volunteer Justification.pdf 121.98KB
Calculated Value of $24,078.32
Projected Volunteer
Time
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Revenue Totals $14250.00 $16710.00 $0.00 $64028.32
Expenses
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
Advertising $10000.00 $7000.00 $0.00 $14500.00
Collateral $3500.00 $0.00 $0.00 $1000.00
Purchases
Insurance $1500.00 $1500.00 $0.00 $1500.00
Bus Rental $2000.00 $400.00 $0.00 $600.00
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
Speaker Fees $1000.00 $1000.00 $0.00 $1500.00
Entertainment $0.00 $0.00 $0.00 $500.00
Program Printing $1500.00 $1847.00 $0.00 $2500.00
Supplies $675.00 $430.00 $0.00 $750.00
Ticket Selling Fees $300.00 $300.00 $0.00 $300.00
Catering and Venue $0.00 $4000.00 $0.00 $5000.00
Rental
Hospitality $500.00 $500.00 $0.00 $500.00
Mailing Costs $0.00 $0.00 $0.00 $200.00
Design $0.00 $0.00 $0.00 $1500.00
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Expense Totals $20975.00 $16977.00 $0.00 $30350.00
Profit &Loss
Past Actual 3 Past Actual 2 Past Actual 1 Projected
$-6725.00 $-267.00 $0.00 $33678.32
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:Sign
Name*Jill Scheffer
Applicant's Title *President
ANTERNAL REVENUB SERVICE DEPARTHEWT OF THE TREASURY
P.O.BOK 2508
CINCINNATI,OR 45201
Rmployer Identification Number:
Date:AUS O 7 EÑ3 22-3849021
DLN:
17053067801013
KITTITAB ENVIRONFENTAL EDUCATION Contact Person:
NETWORK L.WAYNE BOTEE •T.D#31462
PO BOX 687 Contact Telephone Number:
ELLENSBURG,WA 96926 (877)829-5500
Públic Charity Status:170(b)(1)(A)(wi)
bear Applicant:
Our letter dated JULY 2002,stated you would be exempt from Federal
income tax under section 501(c)(3)of the Internal Revenue Code,and you would
be treated as a public charity during an advance ruling period.
Based on our records and on the information you submitted,we are pleased to
confirm that you are exerqpt under section 501(c)(3)of the code,and you areclassifiedasapubliccharityundertheCodeeactionlistedintheheading of
this letter.-
Publication 557,Tax-Enempt statua for Your organisation,provides detailed
information about your rights and responsibilities as an exempt organization.
You may request a copy by calling the to11-free number for forms,
(000)029-3676.Ínfonaation is also available on gur Internet Web Site at
www.ixo-gov.
If you have general questions about exempt organisations,please call our
koll-free number shown in the heading between 8:00 a.m.-5:30 p.m.Eastern
time.
Please keep this letter in your permansmt records,
sincerely yours,
Go a G.LernerDirector,Exempt Organizations
Rulings and Agreements
Letter 1050 (DD/CG)
e'reLookingForwardtoSeeingYouinEllensburg,WAIwww.ycic.org
FirstNameMailingAddressCityStateZIPCodeCountryHowdidyouhearaboutBirdFest?WeekendPass($35)Wendy805035thAveNESeattleWashington98115UnitedStatesWebsiteYesTiffany621SouthKingStreetApt416SeattleWashington98104UnitedStatesFacebookYesCaitlyn3109DorchesterDrSWTumwaterWA98512USAIattendedcollegeinEllensburg,soIheardaboutitthroughanadonFacebookfunnilyenough.YesEric1370551stAveNWGigHarborWA98332USABirdWatchingMagazineYesAaron3109DorchesterDrSWTumwaterWA98512UnitedStatesFrompartnerYesLona2410NAlderSt,Unit2EIIensburgWA98926USAKEENYesGerald1405N.BrickRoadEIIensburgWA98926USAUnknownl'mavolunteer(l'dliketogotothedinner)Cindy307ECountrysideAveEIIensburgWA98926USAEmailYesJim10583StateHIGHWAY97AWENATCHEEWashington98801UnitedStatesAudubonSocietyYesStephanie2505309thavesefallcitywa98024unitedstatesworkYesMarlys527SE72ndAve.PortlandOR97215USAYesChris5903WWhatcomAveYakimaWA98903USAMeetup.comYesMattie5903WWhatcomAveYakimaWA98903UnitedStatesMeetup.comYesDick4763No.6RoadEllensburgWA98926USAAudubonYesTerry4763No.6RoadEIIen'surgWA98926USAPaperYesJean2402NPugetSoundAveTacomaWA98406UnitedStatesFriendYesSusan922517THAVENESeattleWA98115UnitedStatesFRIENDYesAndrew121RavenRd,PortTownsendWA98368USAInternetYesMaryDee4101BettasRoadCleElumWA98922UnitedStatesspouseYesJames11215284thAveNEDuvallWashington98019USAonlineYesPamela11215284thAveNEDuvallWashington98019USAonlineYesJan712E2ndAveEIIensburgWA98926USAonplanningcommitteeI'mavolunteerKathy10214thParallelRoadEIIensburgWashington98926USAfriendYesSharon10214thParallelRoadEIIensburgWashington98926USAKEENYesDarcy22508BrierRdBrierWashington98036USAAIIAboutBirdsYesRobert22508BrierRdBrierWashington98036USAMywifeYesBarbara1802NW75thStVancouverWA98665USAFriendYesBillP.O.Box1254LangleyWA98260USAAudubonYesAmi2705GullHarborRoadOlympiaWashington98506UnitedStatesAudubonYesRobert4101BettasRoadCleElumWA98922UnitedStatespostersintownYesSteve1601HayDriveEllensburgWA98926UnitedStatesKittitasAudubonSocietySaturdaybirdwalkYesMartha23725SE170thStreetMapleValleyWA98038USAfriendsYesMiles2705GullHarborRoadOlympiaWashington98506UnitedStatesAudubonYesAgustin1020AlderStreetSWQuincyWashington98848UnitedStatesonlineYesNancy1005nwi32StAVancouverWa98685USAFriendYesJill414SouthWillowSt.EllensburgWA98926UnitedStateswebsiteI'mavolunteerLandon207SPearlStEIIensburgWA98926KittitasBoardMemberl'mavolunteer(l'dliketogotothedinner)william919CoronadoAveBellinghamWA98229USAfromKEENYesJean919CoronadoAveBellinghamWA98229USAhusbandYesWilliam23725SE170thStreetMapleValleyWA98038USAfriendsYesFrancesP.O.Box1254LangleyWA98260USAAudubonYesLaura921N.FergusonRd.EIIensburgWA98926USAMeetUps?on-lineYesJean1408NCoraEllensburgWashington98926UnitedStatesAUDUBONl'mavolunteer(l'dliketogotothedinner)Kim3942HiddenValleyRoadCleElumWA98922UnitedStatesChamberofCommerceYesJaellePOBox1771EllensburgWA98926UnitedStatesvolunteerl'mavolunteerJudyPOB102CleElumWA98922USAKASl'mavolunteer
Zella207WGreenfieldAveEllensburgWA98926UnitedStatesCWUEventManagementPrograml'mavolunteer(l'dliketogotothedinner)Margaret15241Baseline.5RdSEMosesLakeWASHINGTON98837USAFacebookYesPhil1321E.17thAveunitAEllensburgWA98926USALocall'mavolunteerGreg481BuckboardLaneEllensburgWA98926USAreaditonapizzaboxl'mavolunteer(l'dliketogotothedinner)Sarah481BuckboardLaneEllensburgWA98926usaaroundtheorganizingtableI'mavolunteer(l'dliketogotothedinner)ThatcherPOBox1771EllensburgWA98926WAYesKathryn2420NStevensStTacomaWA98406USAFriendYesBrandon1217NDelphineStEllensburgWA98926USKEENl'mavolunteerJean2402NPugetSoundAveTacomaWA98406USAFriendYesLessiePOBox88615SteilacoomWA98388UnitedStatesFacebookYesJerry591BallardHillRdCleElumWA98102USfriendsYesMartha591BallardHillRdCleElumWA98922USfriendsYesGavin1405NBrickRdEllensburgWA98926UnitedStatesFacebookI'mavolunteerBruce18035NEFiarviewDrDundeeOregon97115USAYesKathleen18035NEFairviewDrDundeeOregon97115USAYessteven571MorrisonRdEllensburgWashinglen98926usakittitasaudubonYesLisa874ILWACOPlaceNERentonWA98059USAYesStacey874ILWACOPIaceNERentonWA90859USAYesCathy10008richwoodavenwseattlewa98177USAttendedlastyearYesHarold6096MillCreekRoadWallaWallaWA99362USAWebYesShirlee6096MillCreekRoadWallaWallaWA99362U.S.GoogleYesSusanOakHeights,TewinWaterWelwynEnglandEnglandfriendYesMatt1019106thAveSEBellevueWashington98004UnitedStatesOnthewebYesChris5457ShoreMeadowRdFreelandWA98249UnitedStatesMyselfI'mavolunteer(l'dliketogotothedinner)Michael4309gardengrovelaneGreenbankWashington98253USABirdingmagazineYesGoodwin3401South11thStreetTacomaWA98405U.S.A.AttendedlastyearYesAndrew1902N.WalnutSt.4FEllensburgWA96926UnitedStatesYesHannah874ILWACOPlaceNERentonWA98059USAYesJoan1548NE5thAveCamasWA98607USAYesJulie12232SE204thStKentWA98031UnitedStatesYesGlenn12232SE204thStKentWA98031UnitedStatesYesYarrow55242ndAvenueNWSeattlewa98107USAYesMamie1845SEExeterDr.PortlandOregon97202USAYesDoug1845SEExeterDrivePortlandOR97202USAYesStephanie55242ndAvenueNWSeattleWA98107UnitedStatesYesmarie1605Southeast175thAvenuevancouverWashmgton98683USAVancouverAudubonColumbiaFlywayYessarah2754KatieRdKennewickWA99338USAwebYesjason2754KatieRdKennewickWA99338USAwebYesField8409EastsideDriveNEDashPointWA98422USSiblingYesWayne64SE171stAvePortlandOregon97233USAAudubonMagazineYesThuy8409EastsideDriveNEDashPointWA98422USSister-in-lawYesAdam4917S.315thPlaceAuburnWashmgton98001UnitedStatesKEEN'sFacebookPageYesPaula7520176thStSWEDMONDSWA98026UnitedStatesPilchuckAudubonYesJack7520176thStSWEDMONDSWA98026UnitedStatesPilchuckAudubonYesSusan922517thAveNESeattleWA98115USAFRIENDYesSally135NE135thStSeattleWA98125USAfirendswholoveitYesTed135NE135thStSeattleWA98125USAfriendsYes
Barbara182NWelcomeSloughRdCathlametWA98612UnitedStatesYesKathrine737NE99thAve.,#18PortlandOR97220USAYesKris4658EasternAveNSeattleWA98103USATwitterYes
Kittitas County Lodging Tax
Volunteer Match YRC Bird Fest 2020
Volunteer Name Tasks Rate*Hours
Board President and Main Project Manager,
Event Planning,Design,Marketing,Jill Scheffer $25.43 396Promotions,Budgeting,Tracking,Purchasing,
Ticket,and AII Event Tracking and Reporting
KEEN Board Treasurer -project financialStefanieWickstrom $25.43 132oversightandmanagement
Event ticket sales management,coordinationThatcherMontgomery $25.43 22andreporting
Gary Cox,Jerry Scoville,KEEN Board Members at large -project
Sarah Maes,Landon $25.43 10oversightandfinancialoversightShaffer
YRC Bird Fest Planning committee,field trip
Deb Essman leader,coordination with Kit Co Field and $25.43 84
Stream
KEEN Education Committee -project
Laura Busby oversight,program planning and $25.43 120
implementation
KEEN Education Committee -project
Wendy Mee oversight,program planning and $25.43 84
implementation
KEEN Education Committee -project
Martha Kurtz oversight,program planning and $25.43 84
implementation
KEEN Education Committee -project
Emily Jacobs oversight,program planning and $25.43 84
implementation
Subject Area Experts Field trip leaders and speakers $25.43 6
Total
*Independent Sector Non-
profit Volunteer Rate
Total
$10,070.28 44 hours committee meetings;32 additional hours per month on project man
$3,356.76 22 hours board meetings;10 additional hours per month on financial manage
$559.46 22 hours board meetings
$254.30 10 hours of project oversight in 11 months
$2,136.12 44 hours committee meetings;8 hours per month for 5 months project imple
$3,051.60 44 hours committee meetings;8 hours per month for 5 months project imple
$2,136.12 44 hours committee meetings;8 hours per month for 5 months project imple
$2,136.12 44 hours committee meetings;8 hours per month for 5 months project imple
$2,136.12 44 hours committee meetings;8 hours per month for 5 months project imple
$152.58
$25,989.46
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 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.
AII 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 productiori 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