HomeMy WebLinkAbout010- EDA (1) BuskersLT-2019-010-ELLENSBURG DOWNTOWN ASSOCIATION (1)
2020 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND ELLENSBURG DOWNTOWN ASSOCIATION
This Contract,effective January 1,2020 is made and entered into by and between KITTITAS
COUNTY ("County"),acting as agent for and on behalf of the City of Ellensburg,a Washington
municipal corporation ("City"),a subdivision of the State of Washington,and ELLENSBURGDOWNTOWNASSOCIATION("Contractor")for the 2020 Buskers in the Burg,Dachshunds on
Parade,and Hoedown in the Downtown ("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,orattachedandincorporatedandmadeaparthereof,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,byContractorunderthisAgreementarecollectivelyreferredtohereinas"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 CountyagreestopayContractorthesumoftwothousandeighthundreddollars($2,800)(City of
Ellensburg 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 two thousand eighthundreddollars($2,800)(City of Ellensburg 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
2020 County Lodging Tax Funding Agreement Page 1
LT-2019-010-ELLENSBURG DOWNTOWN ASSOCIATION (1)
Attn:Auditor's Accounting
205 West 5th Ave -Suite 105
EIIensburg,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:
•Online,radio and print advertising
•Entertainment costs
•Venue fees
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 at the
conclusion of the event.
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 and city.Any such delegation or subcontracting without the County's or
City's prior written consent shall be voidable at the County's or City's option.
b.Contractor shall at all times be an independent contractor and not an agent or representa-
tive of the County or City 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 or City.In
no event shall Contractor be authorized to enter into any Agreement or undertaking for or
on behalf of the County or City.It is understood that the Contractor and the Contractor's
staff and employees are not employees of the County or City and are not,therefore,entitled
to any benefits provided employees of the County or City.
c.Contractor shall comply with all applicable laws,ordinances,rules,regulations,orders,
licenses,permits,and other requirements,now or hereafter in effect,of any governmental
authority (including,but not limited to,such requirements as may be imposed upon the
County and applicable to Services).Contractor shall furnish such documents as may be
required to effect or evidence such compliance.All laws,ordinances,rules,and orders
2020 County Lodging Tax Funding Agreement Page 2
LT-2019-010-ELLENSBURG DOWNTOWN ASSOCIATION (1)
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,mental disability or any other
protected status recognized under local,state or federal law.
e.The Services shall at all times be subject to inspection by and approval of the County or City,
but the County's or City'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 or City's knowledge of defective or non-
complying performance,or the substantiality or ease of discovering the same.Contractor
shall provide the County or City 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 City,or their 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 or City makes final payment of compensation due
hereunder,Contractor shall provide the County or City access to (and the County or City
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.AII 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 or City assumes no liability for the Contractor's actions under this Agreement.
Contractor releases and shall defend,indemnify,and hold harmless the County and the City,their
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 or City in connection with the Services
for this Agreement;
•Any failure of Contractor,or of the Services,to comply with any applicable law,ordinance,
2020 County Lodging Tax Funding Agreement Page 3
LT-2019-010-ELLENSBURG DOWNTOWN ASSOCIATION (1)
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 or City 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 or City 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 or City specifically shall not be liable to Contractor for the County's or City's
release under public records laws of any documents not otherwise exempt from disclosure
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 or City,their
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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LT-2019-010-ELLENSBURG DOWNTOWN ASSOCIATION (1)
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 and city as Additional Insureds 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 or self-insurance maintained by
the County or City.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.The City is not a party to this Agreement but is an intended third-party beneficiary of this
Agreement and to the extent set forth herein certain of its provisions are for the benefit of
the City and are enforceable by City in its own name and capacity as a Washington municipal
corporation.
b.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.
c.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.
d.Notice for any purpose under this Agreement,except service of process,shall be given by
the Contractor to the Kittitas County Commissionersand the Kittitas County Auditor,205 W 5*
Ave.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.
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LT-2019-010-ELLENSBURG DOWNTOWN ASSOCIATION (1)
e.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.
f.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.
g.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.
h.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.
i.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"
i
CLTAC:Application for Lodging Tax Grant Funding
Grant Application Od you attend the Grant Application Workshop -2019 hosted by the Kittitas County Chaaber of Cormerce?
Workshop -2019 G Yes
C No
Submittal Instructions 6 Yes,
&General lhave read and understand Subnittal hstructions and General Mforrration for the 2019 Lodging Tax Grant Funding
Information *Rocess
You are strongly encouraged to compose your responses to the questions of this form with a desktop text
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Organization Information
Name of Organization*Ellensburg Downtown Association
Organization Address*Street Address
119 W 5th
Address Line 2
Oty State /FYovince /Fëgion
Ellensburg WA
Fbstal /Zip Code Chuntry
98926 United States
Website EIIensburg Downtown Association
Federal Tax ID
#*20-1395402
UBI #*602-336-662
Organization is
a:*C Government Entity
€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 501c-3 State letter.pdf 51.89KB
Organization Status Acceptablefileforrmts include:JR3,FDFor llFF
Contact Information
First Name *Molly
Last Name*Jones-Kerchner
Phone Number*5Û9-962-6246
Email*director@ellensburgdowntown.org
Project or Event information
Project/Event Name*Buskers in the Burg,Dachshunds on Parade,Hoedown in the Downtown
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
6/13/2020 6/13/2020
8/26/2020 8/26/2020
9/25/2020 9/26/2020
Project/Event Downtown Ellensburg
Location
Newor Ongoing E Ongoing Project/Event (More than four years in e×istence)
Project/Event?O New Project/Event (Four or fewer years in existence)
Amount of Funding $2979.00
Requested *
If you selected "Ongoing Fioject/Event"above this arrount my not exceed 10%of the totd e×pense budget of this
project.
Funding Request Max 3,160
Tourism Seasons *Fromthe list below,what season will your prgect enhance tourisrrP SeJect any which ap¢y.
F Year-round (January -December)
Off Season (November -February)
Shoulder Season (October or March -May)
High Season (June -September)
Application Questions:Part 1
Please answer each question completely,in the order listed.Please include any supporting data within the
response narrative.
¶Project/Event Description
Please provide a description of your projectlevent and identify the specific tourism 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:Dachshunds on Parade is a tradition in downtown Ellensburg that the EDA
Project/Event successfully took over from the McKean family in 2019.The event brought in 175
Description *registered dachshunds and we expect with the addition of non-registered dogs
(non-dachshunds)we saw over 200 four legged friends.Each dog came with an
average of 3 humans.Those dogs,and their humans,came from all over the state,
country,and even Canada.Between Dachshunds on Parade,the EIIensburg
Farmers Market,and Chamber's first ever Germanfest,we strongly believe at least
2,000 people were brought downtown on June 15,2019.Dachshunds on Parade
features races,pet tricks,a costume contest,and vendors.Our target audience is
dog lovers and those who have a love for fun and funky events.Lodging Tax
funding will be use to market the event online,in print,over radio.
Hoedown in the Downtown takes place the Wednesday before Labor Day Weekend
as a way to kick off Kittitas County Fair and Ellensburg Rodeo.This annual outdoor
concert also features food trucks and a beer,wine and cider garden.It is family
friendly and we work closely with the Ellensburg Rodeo to promote the event
amongst their crowd.In 2019,we had roughly 2,000 people come through the
event.Our target audience is that of Fair and Rodeo,music enthusiasts,and
families.Lodging Taxfunding would help support the payment of entertainment
(the upmost important factor of the event)and to promote this event online,over
radio,and in print media.
Buskers in the Burg is a music and arts festival taking place during the last
weekend in September.In its 9th year,this event continues to gain quite a large
following.Friday night is Busker preview night where a handful of buskers are
placed in the downtown restaurants and bars from 5-7 pm to promote the next
day's festival.Following Busker Preview Night is Busker Comedy Kickoff from 7-9
pm featuring 3-4 comedians.Saturday consists of an arts parade,buskers playing
throughout downtown,stage acts,children's activities and crafts,and the
Ellensburg Farmers Market.Our target audience is families,music and art lovers,
and people of all ages.Lodging Taxfunding would help supportthe payment of
entertainment and marketing of this event online,over the radio and in print.
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List of Intended Use of Funds*
Online advertising
Radio
Print Advertising
Entertainment Costs
Venue Fees
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 accorrrmdations;
Projection We believe that Dachshunds on Parade brought in about 675 people.According to
our registration documents and a zip code survey that took place during the event
specifically targeting those who did NOT register for the event (general attendees,
non-dachshund owners),65%(~439 people)of event attendees were away from
their place of residence or business.We feel strongly that 20%(-88 people)of
those people stayed overnight in a hotel or motel considering they were either from
out of the state or out of the country.
We believe that Buskers in the Burg 2018 brought 1,500 people downtown.
According to our children's activity waivers,we found that 5%of attendees (75
people)were visiting away from their place of residence or business.We believe
that 5%of those people (~4 people)stayed overnight in a hotel or motel
considering they were from outside of the state.Outside of that,we knowthat talent
we bring in also stays in paid overnight accommodations,which typically totals 10
people.
We believe Hoedown in the Downtown brought in 2,000 people.According to our
beer garden zip code survey,13%(260 people)were visiting away from their place
of residence or business.Of those away from place of residence,we believe 8%
(-21 people)stayed in paid overnight accommodations because they were from
out of the state.
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Response 2.1:The way we determined our impact on tourism was by utilizing zip code surveys,Evidence*registration information,and activity waivers to gather information on event
attendees.We then broke that information down to determine what percentage of
those attendees impacted tourism.Lastly,we projected those percentages over the
total estimated attendance of each event.The following questions will be answered
using that process.
Dachshunds:Between those registered (175 dogs with an average of 3 people per
dog)and those surveyed (150 people)we found that 65%were attending from
outside of their place of residence or business.We believe that 675 people
attended the event,675 x.65 =439.Of that percent,20%were from out of the
state or country,439 x .20
=~88.
Buskers:Compiling zip code information from children's activity waivers (360
waivers),we found that 5%of attendees were attending away from their place of
residence or business.We estimate that 1,500 attended this event,1,500 x.05 =
75.Of that percent,5%were attending from out of the state,75 x.08 =~4.
Hoedown:By conducting a zip code survey within the beer garden of Hoedown in
the Downtown (206 zip codes),we found that 13%were attending away from their
place of residence or business.We believe that 2,000 people attended Hoedown,
2,000 x 13%=260.Of that percent,8%were from out of the state,260 x.08 =
-21.
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Response 2.2:2.To a ¢ace fifty rriles or rmre away frorntheir place of residence or business for the day or staying ovemight;
Projection Dachshunds on Parade-Of the 65%of those attending DOP from outside of their
place of residence or business (439 people),55%were from 50 miles away or
more (this includes those from out of the state or country),~241.
Buskers in the Burg-Of the 5%of attendees that attended away from their place of
residence or businesses (75 people),15%were from 50 miles away or more,75 x
.15
=-11 (this includes those from out of the state).
Hoedown in the Downtown-Of the 13%of people attending away from their place
of residence or business (260 people),25%came from 50 miles away or more,260
x .25
=65 (this includes those from out of state).
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Response 2.2:DOP:Based on evidence from the previous question,439 people were attendingEvidence*from outside of their place of residence or business.Boiling that number down
further and removing those from within the county or within 50 miles,55%were
from 50 miles away or further.439 x.55 =~241.
Buskers:Based on evidence from the previous question,75 people were attending
from outside of their place of residence or business.Boiling that number down
further and removing those from within the county or within 50 miles,15%were
from 50 miles away or further.75 x .15
=
-11.
Hoedown:Based on evidence from the previous question,260 people were
attending from outside of their place of residence or business.Boiling that number
down further and removing those from within the county or within 50 miles,25%
were from 50 miles away or further.260 x .25
=65.
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Response 2.3:3.or frornanother country or state outside of their place of residence or business.
Projection Dachshunds on Parade-Of the 65%of attendees enjoying Dachshunds on Parade
away from their place of business and residence (439 people),20%were from out
of the country or state (-88 people).
Buskers in the Burg-Of the 5%of attendees enjoying Buskers in the Burg away
from their place of business or residence (75),5%(~4 people)were from out of the
state or country.
Hoedown in the Downtown-Of the 13%of people enjoying Hoedown in the
Downtown away from their place of business or residence (260 people),8%were
from outside of the state (~21 people.)
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Response 2.3:DOP:Based on the evidence from previous questions,13%of event attendees,or
Evidence *439 people,visited away from their place of business or residence.Of that percent,
20%were from out of the state or country.439 x.20 =~88 people.
Buskers:Based on evidence from previous questions,5%of event attendees,or
75 people,visited away from their place of business or residence.Of that percent,
5%were from out of the state.75 x .05
=
--4.
Hoedown:Based on evidence from previous questions,13%of attendees,or 260
people,visited away from their place of business or residence.Of that percent,8%
were from outside of the state.260 x .08
=~21 people,
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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 project/event year-round or is it seasonal or date-specific?Go to definitions of terms.
B.What strategies will you employ to assure you are attracting tourists from at least 50 miles away?
C.What strategies will you use to assist in marketing all of Kittitas County as a tourist destination with your
event/project funding request?
Response 3:½hat tools will you use to rmasure your evenfs iripact on touristrf?Rease be specific and provide exarrples.
Measuring Results We feel as if we did a better job in 2018/2019 of utilizing zip code surveys and
registration as a way to track where our event attendees were coming from.We will
continue to create better more telling zip code surveys in the future,learning from
each time before.We will also keep in better contact with local hotels in hopes to
get over night information.
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Response 3 A;A.Ls your projectlevent year-round or is it seasonal or date-specific?
Measuring Results C Year Round C Seasonal G Date Specific
Your selection here should be suppoded by the dates you provided above,in the Fioject or Event Inforriation section.
Response 3 B:B what strategies will you enploy to assure you are attracting tourists fromat least 50 niles away?
Measuring Results We will target our online ads to reach locations like Seattle,Tacoma,Wenatchee,
Spokane,and the Tri-Cities.We have also seen that our events have drawn
attendees from Oregon and Idaho,so we will make more of an effort to reach those
areas as well.We wili work with media providers to ensure our ads are reaching our
desired audiences
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Response 3 C:CV at strategies will you use to assist in rmrketing all of Kittkas County as a tourist destination with your
Measuring Results*event/projectfundingrequest?
We have links to both the Ellensburg and Kittilas County tourism websites on
EllensburgDowntown.org,DachshundsonParade.com,and BuskersintheBurg.org.
Buskers in the Burg also has a publication that we distribute at the event.In the
publication we list upcoming events like the Ellensburg Film Festival and the
Manastash Metric Bike Ride.
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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*Within Dachshunds on Parade,we collaborate with various vendors selling dog
clothing and merchandise,Ellensburg Pet Center,Shirt Works,Shirts and More
Plus Engraving,the City of Ellensburg,the Ellensburg Farmers Market,the Kittitas
County Chamber of Commerce,Fitterer's Furniture,Knudsons Lumber,Valley Turf,
Waste Management,Brown and Jackson,and the court's community service
program.We were glad to shave some costs down this year compared to howthe
event budgeted in previous years by bringing the ordering of things like trophies
back to a local business.
Hoedown in the Downtown highlights a strong collaboration between the EDA and
Ellensburg Rodeo,as well as,Mid-State Co-Op,Whipsaw Brewing,Iron Horse
Brewery,Yakima Federal,Gard Vintners,Ellensburg Brewery &Tilted Tree Cider,
and various food vendors.
Buskers in the Burg brings us to work with local artists,4H,the Ellensburg Arts
Commission,Puget Sound Energy,Kittitas Valley Healthcare,Fitterers Furniture,
Puddin'Ponies,Bounce Mania,Kittitas Valley Fire and Rescue,and Central
Washington University.
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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*Registration fees,selling shirts,ice cream,or having a donation box has helped us
cover costs of these events.We are always looking for additional sponsors and in
kind donations,while also dedicating time each year to build the EDA's general
budget through partnerships,allowing us to expand our programs and events.We
have also increased our volunteer data base by 20%over the last year,meaning
we have more people than ever willing to help out at these events so we don't have
to hire helping hands.
2500 character linit
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 250D character linit
Supporting Documents You rray upload any supporting docurrents such as graphs,inges,diagram,rmrketing rmterials,etc.
You are allowed to subrvit up to 3 single page (US Letter)docurrents in J FDF or llFFforrot
7|Previous Lodging Tax Grant Information
Previous Years 1-hs your event recewed 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
C Yes,2 years previous
€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 *
4,175 5,000
How many days did/will your event occur?
Prior Year Projected *
4 4
How many paid overnight stays were and/or will be booked as a result of your
project/event?
Prior Year*Projected *
123 200
Paid Overnights'Data Support
Explain howthe room nights data above from the prior year was collected and howthe projection for the next year is
derived.(For example,if there was a survey conducted for the prior year,explain the methodology.For the projections,
what are they based upon and how is that basis justified?)
Prior Year Paid The room night data from "previous"year was collected based off of the numbers
Overnight's Stay we provided in our tourism impact section that stemmed from zip code surveys,Response*waivers,and registration information.We predict that with positive additions to our
current events and stronger marketing in communities outside of our own,we can
make a larger impact on paid overnight stays.
2500 character linit.
Prior Year Paid In addition to field above,you rmy upload the evidence to support the prior years'room'night inforrration.
Overnight Stay Data vm imy uplone up to lhræ sirete pages (US Letts).of iniumason !yce a singlemepage docurrent,only the first
ihr ee pages will be considered.The foluving formals.will beacegled.JFE FŒct TlFF
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 wll be listed separately,in the field(s)directly below.
Finally,what changes would occur if the project couldn't be funded?
Other Funding *DDOS your organization have,or have you applied for funding frornother sources?
O Yes C No
Funding for which you have applied but not yet secured
Funding Source Amount
Ellensburg Arts Commission $2,500.00
Funding Shortfalls *Wiat changes would occur if the project couldn't be funded?
After hosting an event like Dachshunds on Parade and seeing howa single day
event can impact tourism,we feel as if our other events,such as Buskers in the
Burg,are a missed opportunity.With added improvements,additional
entertainment,and stronger marketing,we feel this two day event could reflect
similar numbers.Each one of our events could stand to grow tourism numbers.
Therefore,if we didn't get funding we would struggle to make the impact we hope to
make in 2020.
2500 character lirnt.
Matching Funds 1169.86
Percentage %
Tiis field will auto fill with the correct percentage based on your inputto budget section below.
9|Project Budget Overview
Please complete budget for this project/proposal.If your agency operates independently of this project application it may
not be necessary to submit the entire agency budget.You must submit a budget which specifically pertains to the
projectlevent for which you are requesting funding and adheres to the basic budget format shown below.
The budget must include anticipated revenues,expenditures,and any potential profit or loss.For projectslevents which
are ongoing for more than one (1)year,please also submit actuals from the previous three (3)years of operations
(need not be consecutive)for the project/proposal if applicable.
For any claimed in-kind contributions valued at $500 or more and related to marketingladvertising,you must
submit verifying documentation which assures the contribution will be provided.For instance,if you are
claiming in-kind contributions in the form of advertising match,a binding contract itemizing the matching value and
obligating each party must be provided.
ATTENTION:In an effort to 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 clained in-l<ind contributions valued at $500 or nore and related to rrarketing/advedising,you rrust subrrit
Contributions verifying docurrentation which assures the contribudon 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 $12,166.00 $3,322.00 $8,116.00 $2,979.00
Funding
All Other Revenues
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
Sponsorship $11775.00 $10275.00 $10300.00 $10600.00
Donations $3492.00 $3230.00 $3300.00 $3500.00
Ticket sales,retail,$6786.00 $8516.00 $9618.00 $9700.00
alcohol sales
General EDA $10779.00 $4500.00 $5000.00 $5500.00
Budget
In-Kind Contributions (except volunteerism)
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
Fencing $500.00 $500.00 $500.00 $500.00
Space $800.00 $800.00 $800.00 $800.00
Street Closure $500.00 $500.00 $500.00 $500.00
Entertainment $2000.00 $1500.00 $1500.00 $1500.00
Straw $1750.00 $1750.00 $1750.00 $1750.00
Lumber $0.00 $0.00 $300.00 $300.00
Plants $0.00 $0.00 $200.00 $200.00
Contributions of Volunteer Time
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Number of Hours 1,138 786 1,153 1,222
Evidence of Volunteer Rease upload a single file which offers evidence in support of the projected vdunteer hours.Contributions*
2019 volutneer info.pdf 92.55KB
Calculated Value of $28,790.32
Projected Volunteer
Time
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Revenue Totals $50548.00 $34893.00 $41884.00 $66619.32
Expenses
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
Advertising $2230.00 $2500.00 $3000.00 $3500.00
(buskers)
Entertainment $6000.00 $6800.00 $6800.00 $7800.00
(buskers)
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
Saturday Evening $1400.00 $0.00 $0.00 $0.00
(buskers)
Kids activities $1500.00 $1600.00 $1600.00 $2000.00
(buskers)
Misc.(buskers)$600.00 $200.00 $200.00 $200.00
Admin.(buskers)$3000.00 $3000.00 $3000.00 $3000.00
Advertising $1320.00 $500.00 $400.00 $600.00
(hoedown)
Entertainment $1950.00 $1950.00 $2000.00 $3000.00
(hoedown)
Activities (hoedown)$1034.00 $880.00 $890.00 $1000.00
Facilities (hoedown)$0.00 $1600.00 $1600.00 $1600.00
Admin.(hoedown)$2000.00 $2000.00 $2000.00 $2000.00
Advertising $131.00 $0.00 $200.00 $600.00
(dachshunds)
Website $0.00 $0.00 $500.00 $500.00
(dachshunds)•
Materials $220.00 $0.00 $600.00 $600.00
(dachshunds)
Trophies/Goodie $2829.00 $0.00 $1870.00 $1900.00
Bags (dachshunds)
Misc.(dachshunds)$545.00 $0.00 $300.00 $300.00
Admin.$0.00 $0.00 $3000.00 $3000.00
(dachshunds)
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Expense Totals $24759.00 $21030.00 $27960.00 $31600.00
Profit &Loss
Past Actual 3 Past Actual 2 Past Actual 1 Projected
$25789.00 $13863.00 $13924.00 $35019.32
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:
Name*Molly Jones-Kerchner
Applicant's Title *Executive Director
STATE OF WASHINGTON SECRETARY OF STATE
ELLENSBURG DOWNTOWN ASSOCIATION
JAMES ARMSTRONG
221 E 4TH AVE
ELLENSBURG WA 98926
AMENDMENT
I,Sam Reed,secretary of State of the State of Washington and
custodian of its seal,hereby certify that documents meeting
Washington statutory requirements have been filed and processed
with the Secretary of State on behalf of:
ELLENSBURG DOWNTOWN ASSOCIATION
A Washington Non-Profit Corporation
UBI:602 336 662
Filing Date:May 16,2005
Effective Date:May 17,2005
Changing registered office address to:
221 E 4TH AVE
ELLENSBURG WA 98926
Given under my hand and the seal of the State
o on ,the State Capital.
Sam Reed,Secretary of State
INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURY
P.O.BOX 250B
CINCINNATI,OH 45201
Employer Identification Number:
Date:20-1395402
DLN:
17053315006034
WT·TPNSBURG DOWNTOWN ABBOCIATION Contact Person:
PO BOX 966 BHERRY Q WAN ID#31052
ELLENSBURG,WA 98926 Contact Telephone Number:
(877)829-5500
Accounting Period Ending:
June 30Public.Charity Status:
170(b)(1)(A)(vil
Form 990 Required:
Yes
Effective Date of Exemption:
October 13,2003contributionDaductibility:
Yes
Advance Ruling Ending Date:
June 30,200B
Dear Applicant:
Ne are pleased to inform you that upon review of your application for tax
exempt status we have determined that you are exempt from Federal income tax
under section 501(c)(3)of the Internal Revenue code.Contributions to you are
deductible under section 170 of the code.You are also qpalified to receive
tax daductible bequests,devises,transfers or gifts under section 2055,2106
or 2522 of the Code.Eecause this letter could help resolve any questions
.regarding your exempt status,you should keep it in your permanent records.
Organizations exempt under section 501(c)(3)of the code are further classified
as either publîc charities or private foundations.During your advance ruling
period,you will be treated as a public charity.Your advance ruling period
begins with the effective date of your exemption and ends with advance ruling
ending date shown in the heading of the letter.
Shortly before the end of your advance ruling period,we will send you Form
8734,Support Behedule for Advance Ruling Period.You will have 90 days after
the and of your advance ruling period to return the completed form.We will
then notify you,in writing,about your public charity statue.
Please see enclosed Information for Exempt Organizations Under Section
501(c)(3)for some helpful information about your responsibilities as an exempt
organization.
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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,EIIensburg,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.
All logos and website information may be obtained by contacting the Director of Tourism,Kittitas
County Chamber of Commerce.
Section 2.Advertising Reimbursements
Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere
to the following guidelines and requirements for each type of advertising media utilized.
A.Print Advertising:
1.Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed at 100%of the cost,including any production costs.To
operate exclusively outside of Kittitas County,the provider must not be physically located in
the County and/or not distribute any media within the County.
2.Print advertising placed with any media provider which operates inside Kittitas County may
be reimbursed as follows:
a.For date-specific events,advertising the day of the event and up to 10 days prior to
the event may be reimbursed at 100%of the cost,including any production costs.
b.For seasonal or year-round events,or for date-specific events outside of the time-
frame in Section 2 A,(2)(a)above,advertising reimbursement requests must include a
statement from the media provider specifying the percentage distribution to areas
outside of Kittitas County.Reimbursements will be allowed for the amount distributed
outside of Kittitas County,including any production costs.
B.Television Advertising.
1.Television advertising placed with any media provider outside the Yakima/Kittitas DMA will
be reimbursed at 100%of the cost,including any production cost.
2.Television advertising placed with any media provider inside the Yakima /Kittitas DMA will
be reimbursed as follows:
a.For date-specific events,advertising the day of the event and up to 7 days prior to
the event may be reimbursed at 100%of the cost,including any production costs.
b.For seasonal or year-round events,or for date-specific events outside of the time-
frame in Section 2 B,2(a)above,advertising may be reimbursed at the rate of 70%of
the total cost,including any production costs.
C.Online Advertising:
1.Online advertising and promotion may be reimbursed at 100%of the cost,including any
production cost.
2.Streamed media (radio,television,other)requests for reimbursement must include a
statement from the media provider specifying the percentage of recipients which are
outside of Kittitas County.Reimbursements will be allowed for the percentage distributed
outside of Kittitas County,including any production costs.
D.Direct Mail:
1.Direct mail advertising may be reimbursed at 100%of the cost,including any production
cost,for each item mailed or shipped to a destination outside of Kittitas County.In order to
receive reimbursement,a list of the addresses and a signed statement from the contractor
that the list is accurate,or other proof of delivery,must be provided along with other
required documentation.
E.Flyers/Posters:
1.Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100%of
the cost,including any production cost.In order to receive reimbursement,a list of the
locations where flyers or posters were posted outside of Kittitas County,a signed statement
from the contractor that the list is accurate and a copy of the poster/flyer must be provided
along with other required documentation.
2.Banners which are placed inside of Kittitas County may be reimbursed at 100%of the cost,
including any production costs.In order to receive reimbursement,the banner cannot list a
specified date or location.Request can only be made one time.
3.Signage (site layout use only)which are placed inside of the venue/facility of the event may
be reimbursed at 100%of the cost,including any production costs.In order to receive
reimbursement,the signage cannot list specified date or location.Request can only be
made one time.(i.e.ADA Parking/Parking,Loading Zone,Evacuation Route,Bathrooms,and
Stage locations)
F.Radio Advertising:
1.Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at 100%of the cost,including any production cost.
2.Radio advertising placed with any media provider located inside of Kittitas County may be
reimbursed as follows:
a.For date-specific events,advertising the day of the event and up to 7 days prior to
the event may be reimbursed at 100%of the cost,including any production cost.
b.For seasonal or year-round events,or for date-specific events outside of the time-
frame in Section 2 F,2(a)above,advertising may be reimbursed at the rate of 30%of
the total cost,including any production costs.
G.Operation Reimbursement:
1.Operation costs may be reimbursed 100%of the paid invoice cost.In order to receive
reimbursement operations invoice must an approved cost from the Consolidated Lodging
Tax committee members list.Invoice provided must include notation of payment with proof
of payment.
2.Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed
at 100%of cost.In order to receive reimbursement,a signed statement from the receiver
along with other required documentation.Mileage reimbursement subject to IRS mileage
reimbursement rates which may change annually.
3.Items not eligible for reimbursement:
a.Salaries of employees
b.Capitol purchases-any item with 3+years life and over $5,000.
c.Licenses,permits,insurance,or credit card fees