HomeMy WebLinkAbout011-WASARVACLT-2020-011-WASARVAC
2020 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND WASHINGTON STATE SEARCH AND RESCUE ADVISORY
COUNCIL (WASARVAC)
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 WASHINGTON STATE SEARCH
AND RESCUE ADVISORY COUNCIL ("Contractor"),for the 2020 Annual Washington State Search and
Rescue Conference ("Event").
WHEREAS,the purpose of this Agreement is to provide for activities and expenditures
designed to increase tourism,
NOW THEREFORE,in consideration of the terms and conditions contained herein,or
attached and incorporated and made a part hereof,the County and the Contractor mutually agree
as follows:
Section 1.Scope of Work.
a.Contractor shall provide the services and staff described in its Application for Lodging Tax
Funds submitted to the Lodging Tax Advisory Committee,attached hereto as Exhibit "A"
which is attached hereto and incorporated herein by this reference.
b.Except as otherwise specifically provided in this Agreement,Contractor shall furnish the
following as required to perform the services,described in Paragraph (a)above,in
accordance with this Agreement:Personnel,labor and supervision;technical,professional
and other services.All such services,property and other items furnished or required to be
furnished,together with all other obligations performed,or required to be performed,by
Contractor under this Agreement are collectively referred to herein as "Services."
c.Contractor shall commence,perform and complete such Services in accordance with Exhibit
"B"which is attached hereto and incorporated herein by this reference.
Section 2.Payment.
a.As full compensation for satisfactory performance of the Contractor's Services,the County
agrees to pay Contractor the sum of nine thousand two hundred dollars ($9,200)(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 nine thousand two
hundred dollars ($9,200)(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
2020 County Lodging Tax Funding Agreement Page l
LT-2020-011-WASARVAC
Attn:Auditor's Accounting
205 West 5th Ave -Suite 105
Ellensburg,WA 98926
auditorsaccounting(Sco.kittitas.wa.us
e.Reporting requirements of your events will be required on prescribed forms from the
County Auditor.
f.Contractor is eligible to claim reimbursement for the following items and amounts only:
•Printing
•Advertising
•Programs
•Rentals
•Supplies
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.
L 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
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required to effect or evidence such compliance.All laws,ordinances,rules,and orders
required to be incorporated into agreements of this character are incorporated into this
Agreement by this reference.Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
d.The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race,creed,color,national origin,age,
sex,marital status,or the presence of a physical,sensory,or mental handicap.
e.The Services shall at all times be subject to inspection by and approval of the County,but
the County's making (or failure or delay in making)such inspection or approval shall not
relieve Contractor of its responsibility to perform the Services in accord with this
Agreement,notwithstanding the County's knowledge of defective or non-complying
performance,or the substantiality or ease of discovering the same.Contractor shall provide
the County with sufficient,safe,and proper facilities and equipment for such inspection and
free access to such facilities.
f.This contract is subject to review by any Federal or State auditor.Contractor shall promptly
furnish the County or its designee,or such Federal or State auditor with such information
related to the Services as may be requested by the applicable governmental entity.
Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6)years after contract termination.
For such duration after the County makes final payment of compensation due hereunder,
Contractor shall provide the County access to (and the County shall have the right to
examine,audit and copy,with or without notice)all of Contractor's books,documents,
papers and records related to the Services or this Agreement.
g.Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state,federal,social security,and local taxes,of every nature,
arising from Contractor's performance of this Agreement.All compensation received by the
Contractor will be reported to the Internal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4.Release,Indemnity,and Hold Harmless.
The County assumes no liability for the Contractor's actions under this Agreement.Contractor
releases and shall defend,indemnify,and hold harmless the County,its officers and employees,
agents,representatives,attorneys and/or volunteers,from and against all claims,costs,liabilities,
damages,and expenses,(including,but not limited to,reasonable attorney fees)which arise or
may arise or be alleged to arise out of or by reason of this Agreement including:
•Any fault,negligence,strict liability or product liability of Contractor in connection with the
Services for this Agreement;
•Any lien asserted upon any property of the County in connection with the Services for this
Agreement;
•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
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•Any breach of or default under this Agreement by Contractor.
Section 5.Compliance with Public Records Law.
a.In compliance with Washington's public records law,the County will retain copies of any
documents associated with this Agreement,which may be required by law unless legally
exempt from such retention,for any applicable legally required retention period.
b.In the event a public records request is made to the County for documents created in
relation to this Agreement,should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws,the County shall provide notice to
Contractor pursuant to Washington's public records act,chapter 42.56 RCW,to allow
Contractor to seek a court injunction.
c.The County specifically shall not be liable to Contractor for the County's release under public
records laws of any documents not protected by trademark,copyright or other law.
Section 6.Industrial Insurance Waiver.
With respect to performance of this Agreement and as to any claims against the County,its Additional
Insureds,officers,agents and employees,the Contractor expressly waives its immunity under Title 51
of the Revised Code of Washington,the Industrial Insurance Act,for injuries to Contractor's employees
and agrees that the obligations to indemnify,defend and hold harmless provided in this Agreement
extend to any claim brought by or on behalf of any employee of the Contractor.This waiver is
mutually negotiated by the parties to this Agreement.
Section 7.Insurance and Endorsements.
a.The County may require through a request in writing that the Contractor provide the County
with a certificate,binder,or policy of liability insurance,acceptable to the County in an
amount specified by the County.
b.Such liability insurance shall be such as will protect Contractor,its employees,agents and
representatives,from all claims,losses,harm,costs,liabilities,damages and expenses
arising out of personal injury (including death)or property damage that may result from
performance of the Services or this Agreement,whether such performance is by Contractor
or any of its employees,agents or representatives.
c.Should the County require such liability insurance,the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d.Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
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e.Where insurance is requested by the County,all liability insurance policies shall be endorsed
to include the County as an Additional Insured and shall stipulate that the insurance
afforded by the policies shall be primary insurance,and that any insurance,self-insured
retention,deductibles,or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
Contractor shall furnish the County a certificate of insurance with Endorsement as evidence
that the required policies are in full force and effect.
Section 8.Termination.
The County may,by written notice thereof to Contractor,terminate this Agreement as to all or any
portion of the Services not yet performed,whether or not Contractor is in breach or default.Upon
receiving such notice of termination,Contractor shall,except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice.In the event the
County terminates the Contractor's Services,the Contractor is obligated and hereby agrees to
refund to the County all monies paid for Services not yet rendered by the Contractor,if any,as of
the date of the notice of termination.
Section 9.Miscellaneous.
a.Contractor shall not (by contract,operation of law or otherwise)assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
b.This Agreement embodies the entire Agreement between the County and Contractor,and
supersedes any and all prior oral or written communications,proposals,conditions,promises,
representations,or understandings regarding the Services.No change,amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
c.Notice for any purpose under this Agreement,except service of process,shall be given by
the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor,205 W.
5th Ave.Ste.108,EIIensburg,WA 98926.For all purposes under this Agreement,any notice by
the County to the Contractor shall be given to the Contractor's address provided on the
signature page.Notice may be given by delivery or by depositing in the U.S.Mail,first class,
postage prepaid,certified mail,return receipt requested.
d.The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict,affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
e.This Agreement may be executed in one or more counterparts and by facsimile,each of
which will be deemed an original,but all of which together will constitute one and the same
instrument.
f.Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
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this Agreement.Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement,and is not in
violation of any applicable law,ordinance,or regulation the consequence of which will or
may materially affect Contractor's ability to perform its obligations under this Agreement.
g.If any term or condition of this Agreement or the application thereof to any person(s)or
circumstances is held invalid,such invalidity shall not affect the other terms,conditions or
applications which can be given effect without the invalid term,condition or application.To
this end,the terms and conditions of this Agreement are declared severable.
h.The exclusive venue for any action brought to enforce this Agreement or any of its terms
shall be in Kittitas County,State of Washington.
KITTITAS COUNTY
BOARD OF COUNTY COMMISSIONERS CONTRACTOR
Chair [Print Name]
Vice Chair
Commissioner [Address]
[Telephone]
ATTEST:
,Clerk of the Board
APPROVED AS TO FORM:
Deputy Prosecuting Attorney
2020 County Lodging Tax Funding Agreernent Page 6
I
I CLTAC:Application for Lodging Tax Grant Funding
Grant Application Eid you attend the Grant Application Worl<shop -2019 hosted by the Kittilas Caunty Olanter of ConTmrce?
Workshop -2019 C Yes
G No
Submittal Instructions €Yes,
&General I have read and understand Subrrittal Instructions and General Inforrmtion for the 2019 Lodging Tax Œant Funding
Information *Rocess
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Organization Information
Name of Organization *Washington State Search and Rescue Advisory Council (aka)WASARVAC
Organization Address *Street Address
301 Rogers Street NW
Address Line 2
Oty State /FYovince /F¾gion
Olympia Wash ing ton
Fbstal /Zip (bde Chuntry
98502 USA
Website wasarvac.org
Federal Tax ID
#*91-1642411
UBI #*601-555-984
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 SARVAC IRS EIN.pdf 68.08KB
Organization Status Acceptable fileforrmts include:JFG,FŒor T1FF.
Contact Information
First Name Bill
Last Name *Gillespie
Phone Number*360-352-4864
Email*billgsar@hotmail.com
Project or Event Information
Project/Event Name*52nd Annual Washington State Search and Rescue Conference
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
6/15/2020 6/21/2020
Project/Event Kittitas County Event Center and Central
Location*Washington University
New or Ongoing C Ongoing Project/Event (More than four years in existence)
Project/Event?O New Project/Event (Four or fewer years in existence)
Amount of Funding $9200.00
Requested *If you selected "Ongäng Froject/Event"above thís arrDUnt Ray nDt 8Xceed 10%of the total e×pense budget of this
project.
Funding Request Max 92,000
Tourism Seasons *Frornthe list bdow,what season will your prgect enhance tourisnf Select any which apply.
E Year-round (January -December)
E Off Season (November -February)
O Shoulder Season (October or March -May)
2 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:This project is the Washington Search and Rescue 2020 Conference proposed for
Project/Event Project/Event Description*
Description *June 15-21 2020 in EIIensburg at a split venue of CWU and KVEC.
Sheriff Gene Dana and Kittitas County SAR committed to partnering with the WA
State SAR Volunteer Advisory Council (SARVAC)for co-hosting the State SAR
Conference in Ellensburg for a test run of the new model in June 2018 and 2019.It
was split between the turnkey classrooms at the CWU SURC and the facilities at the
Event Center.It received very high ratings and positive feedback from participants
and instructors and WASARVAC.
This Conference is dedicated to training for Search and Rescue volunteers and
professionals.In 2018,it started to become difficult to find a county to host it due to
the burden it places on host counties.SARVAC decided they would change the
model of the conference and take on the "hosting"in a turnkey style.Kittitas
County was identified as the first choice based on the central location within the
state and ideal facilities for the training.The 2013 SAR Conference was hosted in
Kittitas County at the Event Center.
The Conference typically has 250-350 attendees.The conference is always open
to the public and consists of a growing vendor show and display area,air resource
display.In 2019 we advedised and added 4 free public classes.SAR volunteers
like to explore new areas and communities and enjoy recreation in the outdoors.
This conference brings volunteers of all ages to Kittitas County,where they eat in
our restaurants,stay in our hotels,explore what we have to offer,camp and stay
here,and want to come back.
The event is currently planned to remain in Kittitas County and we can expect word
of what we have to offer to expand through friends,family,and advertising..
SARVAC is a statewide volunteer organization that oversees training and other
volunteer needs including training provided by Washington State Department of
Emergency Management,which provides funding for some instructors and specific
classes at the conference.
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List of Intended Use of Funds*
Printing,Advertising,Programs,Rentals,Supplies
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 accormodations;
Projection This Conference will be hosted in Kittitas County and is designed,intended,and
proven to drawvolunteers from Washington State,the Pacific NW and
internationally.These are overnight stays.
SAR volunteers frequently bring family and friends that recreate,shop,dine and
stay in the area during the Conference.
The majority of attendees and instructors stay at hotels or campgrounds during the
conference.
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Response 2.1:During the June 2019 conference:
Evidence*295 SAR Volunteers paid registrations for the 3 day conference June 21-23
86 SAR professionals and SAR Volunteers attended the pre conference June 17-
20
Conservative estimate:The 86 that attended the preconference (June17-20).2/3
stayed in Hotel/Motel 1/3 Camped.(minus 10 that live less than 50 miles away)
HotellMotel $187 average per night for a 3 night stay=$28,050
Camping $52 average per night for a 3 night stay =$3,744
Conservative estimate:The 295 that attended the Conference (June 21-23)2/3
stayed in HotellMotel 1/3 Camped.(minus 20 that live less than 50 miles away)
Hotel/Motel $187 average per night for a 3 night stay =$102,102
Camping $52 average per night for a 3 night stay =$14,352
Estimated spending introduced into Kittitas County during the June 2019 SAR
Conference :
$148,248
(Rates from Kittitas County WA Tourism Alliance Dean Runyan &Associates study
published May 2018 page 95.)
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Response 2.2:2.To a pace fifty niles or rrore away frorntheir place of residence or business for the day or staying overnight;
Projection The WA State SAR Conference has been held in Kittitas Co.in 2013,2018 and
2019.Attendees come from Washington,Oregon,Idaho,Pacific NW,Canada,
Iceland and NewZealand.
The majority are from Western Washington,with an estimate of 20-30 attendees
that attend that live less than 50 miles away.
(note the 20-30 that live less than 50 miles away were not included in the estimate
in the 2.1 Evidence response)
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Response 2.2:Survey responses from the June 2018 have indicated that Kittitas County and the
Evidence*Conference facilities are excellent and the decision was made to continue to hold
this Conference in Kittitas County in 2020.
Registration information indicates that most of attendees come from Western
Washington.
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Response 2.3:3.or fromanother country or state outside of their place of residence or business.
Projection in the 50 years of Conference,there have been consistent annual attendees from
at least Oregon,Idaho,Montana,Colorado,Canada,NewZealand and Iceland to
name a few.This conference is well known and is frequently regarded as "the best
conference in the Western United States"and is a rare opportunity for volunteers
within the U.S.and draws international attendees as well.
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Response 2.3:Registration from the June 2019 Conference indicates attendees from
Evidence*(Washington)also Oregon,Idaho,California,Virginia.Internationally we had
attendees and instructors from Canada.and the UK.
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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 roasure your event's irrpact on tourisaf?Rease be specific and provide e×anples.
Measuring Results WASARVAC worked with Best Western,Holiday Inn Express,Red Lion and KOA to
establish blocks of rooms and camp spaces for the June 2019 Conference.
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Response 3 A:A.Is 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 supported by the dates you provided above,in the Project or Event inforrmtion section.
Response 3 B:B.v\hat strategies will you enploy to assure you are attracting tourists frorn at least 50 niles away?
Measuring Results The blocks or rooms and camp spaces put in place at Best Western,Holiday Inn
Express,Red Lion and KOA were utilized by Conference attendees.
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Response 3 C:C.vuut simtojes will you useto assist in marketing all of Kittitas County as a tourist destination with your
Measuring Results *evenugegl funding romi?
WASARVAC will continue to make arrangements with Hotels/Motels and Camping
sites for Conference attendees.
This coming year we are planning on a Conference social event on Friday evening
of the Conference.This event is in the planning stages,but will include the use of
either catering,food trucks and or local restaurants and Breweries.
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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*This entire conference is designed as a collaborative effort between the volunteer
organizations:Washington SARVAC,Kittitas County Search and Rescue,the
government organizations WA State Department of Emergency Management,
Kittitas County Sheriffs Office,Kittitas County Event Center,and Central
Washington University.We also work with the Ellensburg Chamber of Commerce
for handouts and tourism information and with local hotels and businesses to
arrange pre-booked blocks of registrations and published fares and rates.WSECU
contributed to the success of the Conference last year and we continue to look for
additional sponsors for this 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*WSECU contributed to the success of the Conference last year and we continue to
look for additional sponsors for this event.
Registration fee for the Conference last year was increased to $175 from $150 for
the 3 day conference in an effort toward sustainability.
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Application Questions:Part 4
6|Additional Information
Provide any additional information which will assist the i.odging Tax Advisory Committee in evaluating your
project and its benefit to tourism.
Additional Information This is an educational conference for SAR Volunteers.This Conference is the
longest running in the US and we are fortunate to have this type of training.Most
attending are from \Nashington State.This kind of visitor exposure to Kittitas
County is expected to produce repeat visits for recreation and training for SAR
volunteers and families.
However,there is a greater purpose for this conference.These SAR Volunteers
attend the conference so that they are prepared for SAR missions year around in
the communities that they live in.In most counties in Washington State,SAR
volunteers are used as a support resource for a wide variety of emergency
services.
Note that this past spring hundreds of SAR volunteers from other counties in
Washington State came to Kittitas County for an evidence search.(This has
happened in 2018 and now in 2019.)
Without proper trained personnel these SAR and Community responses would not
be possible throughout the State.
There are individual packets handed out to each attendee (swag bags)every year
during conference registration,including handouts and information from upper and
lower county tourism businesses,venues,establishments,and advertisements.
This will continue to be utilized and we will add information about Kittitas County
and ideas for things to do while here to the WA SARVAC registration website or
include it as a downloadable form after registration.
In 2019 we were able to publish a PSA regarding the event in the Daily Record
during the event.We advertised 4 free public classes locally using PSA's and
shared class information through Kittitas County,City Of Ellensburg and at CWLI.
In 2019 we offered 4 public classes at the KVEC Western Village on Saturday June
22nd.These were advertised,free classes for the public.Winter Safety,Outdoor
Safety,10 Essentials for the Outdoors and an ATV Safety class.All of these
classes were 90 minutes and taught by SAR Instructors.We will offer additional
public classes in 2020 and advertise them locally and e×pand advertisements to
Yakima and Western Washington areas..
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Supporting Documents You may upload any supporting docurmnts such as graphs,irrages,diagrans,narketing roterials,etc.
You are allowed to subrrit up to 3 single page (US Letter)docurmnts in JFO FDF ar llFFforrmt
7|Previous Lodging Tax Grant Information
Previous Years Eks 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
O 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
381 400
How many days did/will your event occur?
Prior Year Projected
7 7
How many paid overnight stays were and/or will be booked as a result of your
projectlevent?
Prior Year*Projected
1,059 1,100
Paid Overnights'Data Support
E×plain 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 Our overnight stay information is based on the number of paid registrations and
Overnight's Stay where they are from.Response*
The preconference is Mon-Thurs of the conference,In 2019 we had 86 enrolled
(10 from 50 miles or less)We allowed 3 nights stay with 2/3 stayed in Hotel/Motels
and 1/3 Stayed at Campgrounds.
The main Conference is Fri-Sun.Classes start at 8 am on Friday and main
registration check in is on Thursday evening..In 2019 we had 295 enrolled (20
from 50 miles or less)We allowed 3 nights stay with 2/3 stayed in Hotel/Motels and
1/3 Stayed at Campgrounds.
This information is based on paid registrations,attendance and registrants that live
more than or less than 50 miles away.
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Prior Year Paid b addition to field above,you nay upload the evidence to support the prior years'roordnight inforrration.
Overnight Stay Data You nay upload up to three single pages (US Letter),of inforrmtion.If you a single rrulti-page docurrent,only the first
three pages will be considered.Tlie follow ing forrrets,will be accepted:JFB,FDF or 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 will be listed separately,in the field(s)directly below.
Finally,what changes would occur if the project couldn't be funded?
Other Funding *Ebes your organization have,or have you applied for funding fromother sources?
E Yes C No
Funding for which you have applied but not yet secured
Funding Source Amount
WSECU $4,000.00
Funding Shortfalls *½hat changes would occur if the project couldn't be funded?
Washington State Search and Rescue Conference is an educational conference
that affords SAR Volunteers (at their own expense)access to classes.
We anticipate that $175 registration fee may need to be raised at some point in the
future in order for the conference to continue.Resources,such as the
Consolidated Lodging Tax Grant assist in our ability to provide this training.
In short without this grant we will likely need to increase the registration fee to SAR
Volunteers who attend at their own expense.These SAR volunteers from here in
Kittitas County and across the State devote 1000's of hours in training and on
search,rescue and recovery missions each year without recompense and at their
own e×pense.
250D character lirriL
Matching Funds 614.13
Percentage %
[his field will auto fill with the correct percentage based on your input to budget section below.
9|Project Budget Overview
Please complete budget for this project/proposal.If your agency operates independently of this project application it may
not be necessary to submit the entire agency budget.You must submit a budget which specifically pertains to the
projectleventfor which you are requesting funding and adheres to the basic budget format shown below.
The budget must include anticipated revenues,expenditures,and any potential profit or loss.For projectslevents which
are ongoing for more than one (1)year,please also submit actuals from the previous three (3)years of operations
(need not be consecutive)for the project/proposal if applicable.
For any claimed in-kind contributions valued at $500 or more and related to marketingladvertising,you must
submit verifying documentation which assures the contribution will be provided.For instance,if you are
claiming in-kind contributions in the form of advertising match,a binding contract itemizing the matching value and
obligating each party must be provided.
ATTENTION:In an effort to allowan adequate level of flexibility for all applicants,not all fields in the budget portion are
required to be filled before this form is submitted.Providing all applicable data is your responsibility,failure to do
so will potentially jeopardize your application's chance for review.
Verification of In-kind For any clairred in-kind contributions valued at $500 or rrore and related to rmrketing/advertising,you rnist subrvit
Contributions verifying docurrentation which assures the contribution will be provided.
Budget Year
Edit if necessary 2017 2018 2019 2020
Revenues From Consolidated Lodging Tax Grant
Past Actual 3 Past Actual 2 Past Actual 1 Projected
LTAC Grant $0.00 $5,000.00 $10,700.00 $9,200.00
Funding
All Other Revenues
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
WSECU $0.00 $0.00 $0.00 $4000.00
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
SARVAC $0.00 $32054.00 $51625.00 $52500.00
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 7,106 7,106 7,106
Evidence of Volunteer Rease upload a single file which offers evidence in support of the projected volunteer hours.Contributions*WASARCON Volunteer Hours Letter.pdf 182.68KB
Calculated Value of $167,417.36
Projected Volunteer
Time
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Revenue Totals $0.00 $37054.00 $62325.00 $233117.36
Expenses
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
Operational Costs $0.00 $32054.00 $42000.00 $52500.00
DEM Classes $0.00 $35000.00 $35000.00 $35000.00
KVEC Rental $0.00 $0.00 $4000.00 $4500.00
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Expense Totals $0.00 $67054.00 $81000.00 $92000.00
Profit &Loss
Past Actual 3 Past Actual 2 Past Actual 1 Projected
$0.00 $-30000.00 $-18675.00 $141117.36
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*James Nale for Bill Gillespie
Applicant's Title*SARVAC Representative
INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURY
P.O.BOX 2508
CINCINNATI,OH 45201
Employer Identification Number:Date:91-1642411
DLN:
WASHINGTON STATE SEARCH AND RESCUE 17053155340033
VOLUNTEER ADVISORY COUNCIL Contact Person:
C/O BRISLAWN LOFTON PLLC CUSTOMER SERVICE ID#31954
C DENNIS BRISLAWN Contact Telephone Number:
5555 LAKEVIEW DR STE 201 (877)829-5500
KIRKLAND,WA 98033
Accounting Period Ending:
December 31PublicCharity Status:
170(b)(1)(A)(vi)
Form 990 Required:
Yes
Effective Date of Exemption:
May 15,2010
Contribution Deductibility:
Yes
Addendum Applies:
Yes
Dear Applicant:
We 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 taxundersection501(c)(3)of the Internal Revenue Code.Contributions to you aredeductibleundersection170oftheCode.You are also qualified to receivetaxdeductiblebequests,devises,transfers or gifts under section 2055,2106
or 2522 of the Code.Because this letter could help resolve any questionsregardingyourexemptstatus,you should keep it in your permanent records.
Organizations exempt under section 501(c)(3)of the Code are further classified
as either public charities or private foundations.We determined that you are
a public charity under the Code section(s)listed in the heading of this
letter.
For important information about your responsibilities as a tax-exemptorganization,go to www.irs.gov/charities.Enter "4221-PC"in the search bartoviewPublication4221-PC,Compliance Guide for 501(c)(3)Public Charities,
which describes your recordkeeping,reporting,and disclosure requirements.
Letter 947
-2-
WASHINGTON STATE SEARCH AND RBSCUE
We have sent a copy of this letter to your representative as indicated in your
power of attorney.
Sincerely,
Director,Exempt Organizations
Letter 947
-3-
WASHINGTON STATE SEARCH AND RESCUE
ADDENDUM
Based on the information submitted with your application,we approved yourrequestforreinstatementunderRevenueProcedure2014-11.Your effective dateofexemption,as shown in the heading of this letter,is retroactive to thedateofrevocation.
Letter 947
These numbers are conservative and represent 2019 volunteer hours as well as projections for the 2020conference.(9/13/2020 WASARVACjn)
Dear Lodging Tax Advisory Board,
Thank you for your consideration of our application.Unfortunately,we don't have specific logged dataorsigninsheetsforvolunteerhoursduringthe2018conference,however based on personnel and
hours performed we can provide a close estimation.
The prior conferences,especially the one we were a part of in 2013,would all be similar in volunteer
participation.
Estimated volunteer hours:
Operations during the Conference:220 hrs.
Planning Meeting's and prep leading up to the Conference:276 hrs.
Scheduling for the conference:80 hrs.
Class Development:240 hrs.
Website Development:80 hrs.
Volunteers attending classes during the conference:6,210 hrs.
Instructors teaching classes during the conference:210 hrs.
Instructor preparation prior to the conference:210 hrs.
Totabuelgnteer hautskWha SORScotWeteticë:7,526
Sincerely,
Dave Houseberg
Kittitas County Sheriff's Office
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.
8.Print Advertising and Online Display Advertising of all types (including but not limited to
newspaper,periodicals,flyers,posters,billboards,direct mail,e-newsletters,third-party
websites,streaming displays,etc.)must include the County's and appropriate City's tourism
website logo.The logo must be sized no smaller than ½inch in height,and must be surrounded
by appropriate white space to allow easy recognition and legibility.Contractors shall not change
the logo(s)in color or appearance.
C.Video Advertising of all types (including but not limited to television,online,electronic kiosks,
motion billboards,etc.)must include the County's and appropriate City's tourism website logo.
The logo must be sized no smaller than ½inch in height,and must be surrounded by appropriate
white space to allow easy recognition and legibility.Contractors shall not change the logo(s)in
color or appearance.
All logos and website information may be obtained by contacting the Director of Tourism,Kittitas
County Chamber of Commerce.
Section 2.Advertising Reimbursements
Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere
to the following guidelines and requirements for each type of advertising media utilized.
A.Print Advertising:
1.Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed at 100%of the cost,including any production costs.To
operate exclusively outside of Kittitas County,the provider must not be physically located in
the County and/or not distribute any media within the County.
2.Print advertising placed with any media provider which operates inside Kittitas County may
be reimbursed as follows:
a.For date-specific events,advertising the day of the event and up to 10 days prior to
the event may be reimbursed at 100%of the cost,including any production costs.
b.For seasonal or year-round events,or for date-specific events outside of the time-
frame in Section 2 A,(2)(a)above,advertising reimbursement requests must include a
statement from the media provider specifying the percentage distribution to areas
outside of Kittitas County.Reimbursements will be allowed for the amount distributed
outside of Kittitas County,including any production costs.
8.Television Advertising·
1.Television advertising placed with any media provider outside the Yakima/Kittitas DMA will
be reimbursed at 100%of the cost,including any production cost.
2.Television advertising placed with any media provider inside the Yakima /Kittitas DMA will
be reimbursed as follows:
a.For date-specific events,advertising the day of the event and up to 7 days prior to
the event may be reimbursed at 100%of the cost,including any production costs.
b.For seasonal or year-round events,or for date-specific events outside of the time-
frame in Section 2 B,2(a)above,advertising may be reimbursed at the rate of 70%of
the total cost,including any production costs.
C.Online 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