HomeMy WebLinkAbout012-RTownLT-2020-012-RTOWN
2020 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND RTOWN COMMUNITY
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 RTOWN COMMUNITY
("Contractor"),for the 2020 Roslyn Art Fest ("Event").
WHEREAS,the purpose of this Agreement is to provide for activities and expenditures
designed to increase tourism,
NOW THEREFORE,in consideration of the terms and conditions contained herein,or
attached and incorporated and made a part hereof,the County and the Contractor mutually agree
as follows:
Section 1.Scope of Work.
a.Contractor shall provide the services and staff described in its Application for Lodging Tax
Funds submitted to the Lodging Tax Advisory Committee,attached hereto as Exhibit "A"
which is attached hereto and incorporated herein by this reference.
b.Except as otherwise specifically provided in this Agreement,Contractor shall furnish the
following as required to perform the services,described in Paragraph (a)above,in
accordance with this Agreement:Personnel,labor and supervision;technical,professional
and other services.AII such services,property and other items furnished or required to be
furnished,together with all other obligations performed,or required to be performed,by
Contractor under this Agreement are collectively referred to herein as "Services."
c.Contractor shall commence,perform and complete such Services in accordance with Exhibit
"B"which is attached hereto and incorporated herein by this reference.
Section 2.Payment.
a.As full compensation for satisfactory performance of the Contractor's Services,the County
agrees to pay Contractor the sum of two thousand dollars ($2,000)(Kittitas Co.lodging tax
funding).
b.Additional payment terms:The County will make payment to the Contractor only on a
reimbursement basis,as receipts/invoices for any items including marketing and/or
advertising are submitted to the County,not to exceed the sum of two thousand dollars
($2,000)(Kittitas Co.lodging tax funding).
c.Services/Expensesthat are reimbursed must be dated during the current year and final date
to submit reimbursements requests is January 15,2021after this date funds lapse.
d.Requests for reimbursements must be submitted to:
Kittitas County Auditor
Attn:Auditor's Accounting
205 West 5"'Ave -Suite 105
Ellensburg,WA 98926
2020 County Lodging Tax Funding Agreement Page 1
LT-2020-012-RTOWN
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:
•Website design and maintenance
•Newspaper ads in West and East
•Graphic Design Services
g.Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f)and
is further expressly denied funding for the following items as requested in the application as
defined in Section 1(a):N/A
h.Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation.
I.Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim.Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed.The training may be found online at the Kittitas County Auditor's website at the
following address:http://www.co.kittitas.wa.us/auditor/default.aspx
Section 3.Perforrnance by Contractor.
a.Contractor shall not (by contract,operation of law or otherwise)delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County.Any such delegation or subcontracting without the County's prior written
consent shall be voidable at the County's option.
b.Contractor shall at all times be an independent contractor and not an agent or representa-
tive of the County with regard to performing the Services.Contractor shall not represent
that it is,or hold itself out as,an agent or representative of the County.In no event shall
Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the
County.It is understood that the Contractor and the Contractor's staff and employees are
not employees of the County and are not,therefore,entitled to any benefits provided
employees of the County.
c.Contractor shall comply with all applicable laws,ordinances,rules,regulations,orders,
licenses,permits,and other requirements,now or hereafter in effect,of any governmental
authority (including,but not limited to,such requirements as may be imposed upon the
County and applicable to Services).Contractor shall furnish such documents as may be
required to effect or evidence such compliance.All laws,ordinances,rules,and orders
required to be incorporated into agreements of this character are incorporated into this
Agreement by this reference.Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
d.The County and the Contractor agree that in fulfilling the terms and conditions of this
2020 County Lodging Tax Funding Agreement Page 2
LT-2020-012-RTOWN
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.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 assumes no liability for the Contractor's actions under this Agreement.Contractor
releases and shall defend,indemnify,and hold harmless the County,its officers and employees,
agents,representatives,attorneys and/or volunteers,from and against all claims,costs,liabilities,
damages,and expenses,(including,but not limited to,reasonable attorney fees)which arise or
may arise or be alleged to arise out of or by reason of this Agreement including:
•Any fault,negligence,strict liability or product liability of Contractor in connection with the
Services for this Agreement;
•Any lien asserted upon any property of the County in connection with the Services for this
Agreement;
•Any failure of Contractor,or of the Services,to comply with any applicable law,ordinance,
rule,regulation,order,license,permit and other requirement,now or hereafter in effect,of
any governmental authority;or
•Any breach of or default under this Agreement by Contractor.
Section 5.Compliance with Public Records Law.
2020 County Lodging Tax Funding Agreement Page 3
LT-2020-012-RTOWN
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,Iosses,harm,costs,liabilities,damages and expenses
arising out of personal injury (including death)or property damage that may result from
performance of the Services or this Agreement,whether such performance is by Contractor
or any of its employees,agents or representatives.
c.Should the County require such liability insurance,the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d.Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
e.Where insurance is requested by the County,all liability insurance policies shall be endorsed
to include the County as an Additional Insured and shall stipulate that the insurance
afforded by the policies shall be primary insurance,and that any insurance,self-insured
retention,deductibles,or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
2020 County Lodging Tax Funding Agreement Page 4
LT-2020-012-RTOWN
Contractor shall furnish the County a certificate of insurance with Endorsement as evidence
that the required policies are in full force and effect.
Section 8.Termination.
The County may,by written notice thereof to Contractor,terminate this Agreement as to all or any
portion of the Services not yet performed,whether or not Contractor is in breach or default.Upon
receiving such notice of termination,Contractor shall,except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice.In the event the
County terminates the Contractor's Services,the Contractor is obligated and hereby agrees to
refund to the County all monies paid for Services not yet rendered by the Contractor,if any,as of
the date of the notice of termination.
Section 9.Miscellaneous.
a.Contractor shall not (by contract,operation of law or otherwise)assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
b.This Agreement embodies the entire Agreement between the County and Contractor,and
supersedes any and all prior oral or written communications,proposals,conditions,promises,
representations,or understandings regarding the Services.No change,amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
c.Notice for any purpose under this Agreement,except service of process,shall be given by
the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor,205 W.
5th Ave.Ste.108,Ellensburg,WA 98926.For all purposes under this Agreement,any notice by
the County to the Contractor shall be given to the Contractor's address provided on the
signature page.Notice may be given by delivery or by depositing in the U.S.Mail,first class,
postage prepaid,certified mail,return receipt requested.
d.The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict,affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
e.This Agreement may be executed in one or more counterparts and by facsimile,each of
which will be deemed an original,but all of which together will constitute one and the same
instrument.
f.Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
this Agreement.Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement,and is not in
violation of any applicable law,ordinance,or regulation the consequence of which will or
may materially affect Contractor's ability to perform its obligations under this Agreement.
2020 County Lodging Tax Funding Agreement Page 5
LT-2020-012-RTOWN
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 severa ble.
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
EXHIBIT "A"
'CLTAC:Application for Lodging Tax Grant Funding
I
Grant Application Od you attend the Grant Application Workshop -2019 hosted by the Kittitas CDunty Œanter of Cornmrce?
Workshop -2019 C Yes
€No
Submittal Instructions G Yes,
&General I have read and understand Subtrittal Instructions and General inforrmtion for the 2019 Lodging Tax Grant Funding
Information *Rocem
You are strongly encouraged to compose your responses to the questions of this form with a desktop text
editor and save your work,then copy and paste the information into the form.You may also save a draft by selecting
the button at the bottom of this page.When you do this you will be logged out and must log back in to continue.In order
to save a draft you will need to provide an email address and a password.After completing the save draft,you will be
redirected to landing page containing a link to log back into the form.We suggest you save this link as a bookmark.The
link will also be sent to you in an email.
Organization Information
Name of Organization *RTown Communit'y
Organization Address*Street Address
PO Box 197
Address Line 2
301 North B Street
Oly State /Rovince /Region
Ros lyn WA
Fbstal /Zip Œde Œuntry
98941-0197 United States
Website rtowncommunity.org
Federal Tax ID
#*27-2048655
UBI #*603-040-766
Organization is
a:*C Government Entity
E 501(c)3
C 501(c)4
C 501(c)6
C Other
(Note:you must submit 501(c)3,501(c)4,or 501(c)6 approval documentation.)
Click here to view sample documents (redacted).
Upload Proof of IRS 501C3 doc001.pdf 1.53MB
Organ ization Status AcceptatWe file forrots include:JFO FDF or llFF
Contact Information
First Name*Janine
Last Name*Brodine
Phone Number*509-649-2223
Email*jsbrodine@gmail.com
Project or Event Information
Project/Event Name *Roslyn Art Fest 2020
Event Dates
Please provide any specific dates,or range of dates,on which your event or project will be held.You may add as many
dates or date ranges as necessary.
Event Dates
Start Dates*End Dates
8/8/2020 8/9/2020
Project/Event Downtown Roslyn
Location *
Newor Ongoing R Ongoing Project/Event (More than four years in existence)
Project/Event?New Project/Event (Four or fewer years in existence)
Amount of Funding $2005.00
Requested *
If you selected "Opoing Fioject/Event"above this arrount rmy not exceed 10%of the total expense budget of this
project.
Funding Request Max 2,005
Tourism Seasons *Fromthe list below,what season will your prqect enhance tourisn?Select any which apply.
E Year-round (January -December)
E Off Season (November -February)
E 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 any supporting 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:The project is called Roslyn Art Fest 2020.When we began the Roélyn Art Walks
Project/Event (which morphed into the Roslyn Art Fest)in 2008,only one business displayed artDescription*on its walls.In 2018 and 2019 six businesses displayed art throughout the year.
Roslyn now hosts three full time art galleries.This helps meet one of RTown
Community's goals which is to brand the town of Roslyn as a thriving arts
community -a place where seeing fine and artisanal art is an incentive for tourists
to come into Roslyn shops.
2020 will be the sixth year of the Roslyn Art Fest.The project has two components:
an opening Art Fest reception and family oriented art activates during the
weekend.The reception opens a juried art show which goes for a month.The 2019
showfeatured sixty pieces artists from20 states and four countries.Art was on
display for a month in the Heritage Distilling Company.On Saturday,August 8,we
will host 4-6 TRY-lT stations and have music in the streets.Volunteer buskers will
be scheduled over the course of the art weekend.We hope to have either Plein Air
Painting or artists at work in outside locations.Over 20 businesses will display art
for sale which will be up for the month of August.The weekend will culminate with
art displayed at the Roslyn Farmers Market on Sunday.
2500 character lirrit
List of Intended Use of Funds*
Website Design and maintenance -$1,000
Newspaper ads in west and east sides -$505
Graphic design services -$500
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 acconTrodations;
Projection Our overnight stay options are growing!The town has several vacation rentals,
one bed and breakfast an inn and a new hotel.Many visitors camp in areas near
Lake Cle Elum.
We believe that 250 people stayed overnight between August 3 and September 1
during the course of the 2019 Juried Art Show.
2500 character lirrit
Response 2.1:In 2019,over 120 people attended the arts reception.During a Friday night streetEvidence*dance (part of the 2019 program)we counted 350 people.
We know that 65%of the people who visit Heritage Distilling Company come from
out of town.On an average summer day,we estimate that up to 500 people visit
the Distilling Company where the art was displayed for a month.
It is difficult to come up with firm numbers,since our lodging options are limited.We
do know that the attendance at the August 4 Farmers Market was over 4,000
adults,and that we saw many of them on Saturday night as well.Since the
population of Roslyn is 867,we knowthat summer events draw many tourists.
In 2019,over 120 people attended the arts reception.During a Friday night street
dance (part of the 2019 program)we counted 350 people.
As we did last year,We also conducted 100 intermittent interviews with adults who
purchased mugs or posters.Of those interviews 80 people had a primary
residence over 50 miles from Roslyn.We can thus estimate that 1,760 of the 2,200
visitors we counted live over 50 miles away.
Another point of evidence is that in August 2019,76 %of the Suncedia Lodge
visitors were from the west side,especially Seattle and Tacoma.Suncadia heavily
markets the Roslyn Art Fest by including Art Fest cards in visitors 'welcome'
packages,displaying the cards prominently on a rack in the lobby and including
full-color,full page copies f he poster in their June and July brochures which goes
out to 18,000 people.
During the 2019 Juried Show 60 pieces of art were on display for one month.The
showfeatured 30 artists,22 of whom lived more than 50 miles away and who came
to Roslyn to deliver art,and pick it up.We had over 120 people attend the
Saturday opening event and 40 of them came from over 50 miles away.
In 2018,we know that over 650 adults attended the Saturday night Street Dance.
From brief interviews we know that at least 30 of those people live over 50 miles
from Roslyn.
2500 character lirrit
Response 2.2:2.To a pace fifty niles or rmre away fromtheir place of residence or business for the day or staying overnight;
Projection 350 at least
2500 character lirrit
Response 2.2:The Art Fest coordinates with the Roslyn Farmers Market which consistently drawsEvidence*an average of 3,500 adult visitors each Sunday.During the months of August,the
Art Fest and the Market collaborate do 'pin-your location'maps for the country,
state and world.(The Market provided a free Art Fest booth for July and August.)
Pins in both 2018 and 2019 showed us that over 500 visitors came from states
other than Washington and over 50 people came from other countries.
The Suncadia Lodge reported that,during the month of July,12 %of their guests
came from states other than Washington and 3%were international.
This totals to over 700 adult tourists.
2500 character lirrit
Response 2.3:3.or fromanother country or state outside of their ¢ace of residence or business.
Projection Over 250
2500 character lirrit
Response 2.3:The 2019 Roslyn Farmers Market drewan average of 3,500 adult visitors eachEvidence*Sunday.During the month of August,the Art Fest and the Market collaborate don
'pin-your location'maps for the country,state and world.(The Market provided a
free Art Fest booth for July and August.)
Pins showed us that approximately 525 visitors came from states other than
Washington and 62 people came from other countries.
The Suncadia Lodge reported that,during the month of July,12 %of their guests
came from states other than Washington and 3%were international.
2500 character firrit
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:what tools will you use to rreasure your event's inpact on tourisnf Rease be specific and provide exarrples.
Measuring Results While the heart of the project will occur on a summer weekend,2010 Arts in
Roslyn,we know have a strong art presence in town during the entire year.During
2020,we will be in touch with local businesses aboutthe numbers of cuslomers
they have.We also plan to utilize several tools to determine our event's impact on
tourism.
•An informationlapplication form for each business owner to complete which will
include questions about number of new clients and money earned during the
weekend.
•On-line survey to each of the artists and musicians at the end of the event to
assess sales.
·On-line survey to each of the 14 local businesses at the end of the event to
assess sales.
-A "pin your location"state map to be used during the all day Saturday during the
TRY TT Stations and the Juried Show Reception.
2500 character linit
Response 3 A:A.ls your projectlevent year-round or is it seasonal or date-specWic?
Measuring Results O Year Round C Seasonal ΠDate Specific
Your selection here should be supported by the dates you provided above,in the Roject or Event infomation section.
Response 3 B:B.Wiat strategies will you errploy to assure you are attracting tourists fromat least 50 niles away?
Measuring Results For the past three years,Suncadia has provided free publicity by distributing
information cards to their many lodge visitors and my donating a full page,full color
ad in their June and July brochures.Over 2,000 cards were distributed to guests in
the Lodge over the summer.In 2019,vm gained a new partner in the Heritage
Distilling Company who provided free publicity.
As we did during 2019,we will distribute informational flyers,cards and posters
through King,Pierce,Snohomish,Island and Whatcom counties as well as in
eastern Washington counties outside of Kittitas,focusing on bookstores,coffee
shops and art stores.
RTown Community will an arts-focused booth during three of the 14 Roslyn
Farmers Markets and will do so again during the summer of 2019.For a donation,
people may have old or new posters (not purchased with Lodging Tax money).We
will give posters to people who demonstrate they are from 50 miles away with the
intent of hanging them in public places
2500 character lirrit
Response 3 C:C whatsloteges will m.n.rse to assist in rrarketing all of Kttkas county as a tourist destination with your
Measuring Results*event/prqcciraitang request?
We will put timely advertisements in the Northern Kittitas County Tribune's Visitor's
Guide and the Daily Record as well as in special publications,notably
Visitors/Summer Guides from the NKC Tribune.We will work with a collaboration of
west-side newspapers.
We will increase our presence on Facebook and Instagram and keep track of
responses.
2500 character lirrit
Application Questions:Part 3
4|Collaboration
If your organization collaborates or has created partnerships with other organizations,groups,or other
events,how is this accomplished?
Collaboration *RTown Community has a strong relationship with Gallery One in Ellensburg,as well
as the High Country Artists in Cle Elum;we work together to advertise one
another's events.RTown Community has also worked closely with Roslyn
businesses for over twelve years.Businesses have provided display space for
artists and distributed informational materials about art events to their clients.
We have strong support from the Heritage Distilling Company the Roslyn Candy
Company,Basecamp Books and Bites.Suncadia Resort published full-page color
ads twice during the summer.We have an on-going partnership with the Roslyn
Farmers Market which donates space for a 10'x 10'booth.The Market attracts an
average of 3,500 adult tourists for each of 14 Sundays it is open in the summer.
Other Roslyn businesses which we cross promote are:The Hideaway,Fused,Brick
Saloon Copper Crest,Ride Roslyn,Maggies Pantry,Spring Creek Naturals Soap
and Salt,Hope Art,Gypsy and James,Red Bird Café,Cicely's Gifts.Roslyn Candy
Co.and the Roslyn Mexican Grill.
2500 character lirrit
5|Future Plans
Please explain what plans exist to allow this project to become self-sustaining.Include any plans for ticket
sales,event sponsors,and other cost-recovery models.
Future Plans*Lodging Taxfunds have allowed the Arts in Roslyn event to develop and grow.
One of RTown Community/Arts in Roslyn goals has been these kinds of
relationships.
T here are several components to our plans to become self-sustaining
1.Secure grants from foundations like the Washington State Arts Commission as
well as Roslyn Downtown Association and Suncadia Fund for Community
Enhancement as well as independent foundations.
2.In 2017,we began a sponsorship program giving incentives to donors of $200,
$500 or $1,000.We received over $9.700 in donation and $2,590 in grants.
3.We will also continue with the Juried Art shows and encourage sales.Artists pay
a $20 fee to be considered for the show.RTown will get a 40%commission on
those and any pieces of art sold.
4.We will also solicit Roslyn businesses to serve as event sponsors in return for
advertising in our print material.
5.Our success in bringing the arts to Roslyn has led to the Roslyn Downtown
Association building the Roslyn Creative Center which is due to open this winter.
2500 character lirrit
Application Questions:Part 4
6|Additional Information
Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating yourprojectanditsbenefittotourism.
Additional Information 2500 character lirrit
Supporting Documents You imy upload any supporting docurrents such as graphs,irmges,diagrann rrarketing rmterials,etc.
RoslynArtFest.2019.Poster.FinalS (1).pdf 8.49MB
Heritage Distilling Co Confirmation.JPG 64.51KB
You are allowed to subrrit up to 3 single page (tJS Letter)docurrents in JFO UF or TlFFforrnat
7|Previous Lodging Tax Grant Information
Previous Years Has your event received Lodging Tax funds in previous years?
Awarded Lodging Tax C No,this event/project has not previously received Lodging Tax Funding.Grants*
C Yes,1 year previous
O Yes,2 years previous
O 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 *
350 550
How many days did/will your event occur?
Prior Year*Projected *
30 30
How many paid övernight stays were and/or will be booked as a result of your
projectlevent?
Prior Year Projected*
200 200
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 We believe the projections are at the low end.We study the number of people who
Overnight's Stay visit the Farmers's Market and the Roslyn Distilling Company,two large touristResponse*draws who keep precise records.The number of August adult visitors to both those
entities is in the thousands.Since the population of the town to less that 900,and it
is significant distance to travel to other towns,it is logical to assume that a high
number of those people will stay in either a Upper County vacation rental,a second
home or a campground.
We are in need of some tools to more preciousiy measure this kind of data and
hope that the County can provide something in the near future.
2500 character lirnt.
Prior Year Paid b addition to field above,you rray upload the evidence to support the prior years'rooninight inforrmtion.
Overnight Stay Data You n,ay upload up to three single pages (US Letter),of inforrration.If you a single rnriti-page document,only the first
three pages will be considered.lhe following forrrets,will be accepted:JF FDFor llFF
Application Cluestions: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 *O¤es your orgarnation 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
Suncadia Fund for Community enhancement (anticipated)$2,500.00
Roslyn Downtown Association (Anticipated)$2,500.00
Funding Shortfalls *what changes would occur the project couldn't be funded?
We would continue to offer the activities.
We would market using less costly avenues such as Facebook and other social
media.
We would increase our fees to participating artists.
We would intensify our search for relevant grants.
2500 character linit.
Matching Funds 149.48
Percentage %
This field will auto fill with the correct percentage based on your input to budget secton below.
9|Project Budget Overview
Please complete budget for this project/proposal.If your agency operates independently of this project application it may
not be necessary to submit the entire agency budget.You must submit a budget which specifically pertains to theprojectleventforwhichyouarerequestingfundingandadherestothebasicbudgetformatshownbelow.
The budget must include anticipated revenues,expenditures,and any potential profit or loss.For projectslevents whichareongoingformorethanone(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 mustsubmitverifyingdocumentationwhichassuresthecontributionwillbeprovided.For instance,if you areclaimingin-kind contributions in the form of advertising match,a binding contract itemizing the matching value andobligatingeachpartymustbeprovided.
ATTENTION:In an effort to allow an adequate level of flexibility for all applicants,not all fields in the budget portion arerequiredtobefilledbeforethisformissubmitted.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 CUnedindind colritx¾ns valued ill 5500f;trere and relderf to trerketing/advertising,you rrust subrvitContributionsvenlyingdo-onmtatim wNeh assures theconkibt iiim wil be proded.
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 $6,000.00 $2,900.00 $2,000.00 $2,005.00
Funding
All Other Revenues
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
Artists fees $620.00 $620.00 $1340.00 $1500.00
In-Kind Contributions (except volunteerism)
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
Donated material $500.00 $800.00 $500.00 $499.00
Business space $1250.00 $1250.00 $1250.00 $499.00
Advertising $2000.00 $2000.00 $2000.00 $499.00
Contributions of Volunteer Tirne
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Number of Hours 375 855 920 900
Evidence of Volunteer Rease upload a single file which offers evidence in support of the projected volunteer hours.
Contributions 2019 Art Fest Volunteer Hours.pdf 230.22KB
Calculated Value of $21,204.00
Projected Volunteer
Time
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Revenue Totals $10370.00 $7570.00 $7090.00 5 26206.00
Expenses
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
Insurance $500.00 $500.00 $500.00 $600.00
advertising $2000.00 $6000.00 $1200.00 $2000.00
Musicians $1000.00 $1298.00 $900.00 $2500.00
License/permits $310.00 $670.00 $310.00 $310.00
Professional $480.00 $1200.00 $1200.00 $1200.00
services
Signagelmaps $750.00 $0.00 $750.00 $750.00
Exhibition awards $500.00 $500.00 $550.00 $550.00
Exterior lights $500.00 $0.00 $85.00 $100.00
mileagelequipment $1500.00 $0.00 $0.00 .$1500.00
use
Consumable art $382.00 $0.00 $0.00 $400.00
supplies
Art equipment and $934.00 $0.00 $0.00 $350.00
tools
Maps signs $212.00 $320.00 $100.00 $150.00
Copies $84.24 $75.00 $75.00 $120.00
Labels $48.71 $0.00 $80.00 $0.00
Glasses/aprons $1100.00 $1100.00 $1100.00 $1100.00
Mugs $369.00 $0.00 $0.00 $200.00
Space rental $0.00 $0.00 $0.00 $750.00
Artist outreach $1300.00 $2500.00 $1000.00 $1000.00
Event expense $2045.00 $3200.00 $1200.00 $1200.00
postage $0.00 $620.00 $600.00 $600.00
admin expenses $3500.00 $3500.00 $1000.00 $1000.00
jurying expenses $1160.00 $1270.00 $1250.00 $1250.00
posters/cards $560.00 $890.00 $500.00 $500.00
websiteldesign $1200.00 $1200.00 $1200.00 $1800.00
web hosting $64.00 $64.00 $64.00 $120.00
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Expense Totals $20498.95 $24907.00 $13664.00 $20050.00
Profit &Loss
Past Actual 3 Past Actual 2 Past Actual 1 Projected
$-10128.95 $-17337.00 $-6574.00 $6156.00
Application Certification
The applicant here certifies and affirms:1.That it does not now,nor will it during the performance of any contract arising
from this application,unlawfully discriminate against any employee,applicant for employment,client,customer,or other
person who might benefit from said contract,by reason of age,race,color,ethnicity,sex,religion,military status,sexual
orientation,creed,place of birth,or disability;2.That it will abide by all relevant local,state and federal laws and
regulations and;3.That it has read the information contained in the Instructions on pages 1 and 2 and understands and
will comply with all provisions thereof.
Certified by:Sign
Name*Janine S.Brodine
Applicant's Title*RTown Community Secretary/Treasurer
l
INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURYP.O.BOX 2508
CINCINNATI,OH 45201
|
Employer Identification Number:Date:JUN 1 7 2(114 27-2048655
DIR:i 17053093380013RTOWNCOMMUNITYContactPerson:C/O JANINE BRODINE CUSTOMER SERVICE ID#31954POBOX197ContactTelephoneNumber:ROSLYN,WA 98941-0197 (877)829-5500
Accounting Period Ending:
December 31
Effective Date of Exemption:
August 12,2010
Addendum Applies:
No
Dear Applicant:
We are pleased to inform you that upon review of your application for taxexemptstatuswehavedeterminedthatyouareexemptfromFederalincometaxundersection501(c)(3)of the Internal Revenue Code.Contributions to you aredeductibleundersection170oftheCode.You are also qualified to receivetaxdeductiblebequests,devises,transfers or gifts under section 2055,2106or2522oftheCode.Because this letter could help resolve any questionsregardingyourexemptstatus,you should keep it in your permanent records.
Based on the information you submitted with your application,we havedeterminedyouarelikelytoqualifyasaprivateoperatingfoundationdescribedinsection4942(j)(3)of the Code.Accordingly,you are treated as aprivateoperatingfoundationforyourfirstyear.After that,you will betreatedasaprivateoperatingfoundationaslongasyoucontinuetomeet therequirementsofsection4942(j)(3).You are required to file Form 990-PFannually.
Please see enclosed Publication 4221-PF,Compliance Guide for 501(c)(3)PrivateFoundations,for some helpful information about your responsibilities as anexemptorganization.
Sincerely,
Director,Exempt Organizations
Enclosure:Publication 4221-PF
Letter 1075
I
I
I
I
I
I
I
\
l
I
I
I
I
I
I
I
I
I
BethMarker<beth@heritagedistilling.com>Jun27,2019,10:57AMtoisbrodine,Courtney,Cathy-GreatNews!HDCRoslynhasapprovaltobethehostsiteforthe2019JuriedArtFestrvecopiedCourtneyChaffin,ourHDCMarkeUngManager.Snewillneedtoapproveanyprintmaterialthatfeaturesournamenogo,etcAsapointofemphasis,wealwaysrefertoourcompanyasNeritageDistilling,Co.Oanymention.Lookingforwardtomeetingsoontodiscussmoredetailsoftheevent.Haveaterit§cdayBettiMarkerGeneralManager-Roslyn,WAHeritageDistillingCompany,Inc.'s(509)904-7003(Cell)(509)904-0957(RoslynTastingRoom)Beth@HeritageDistillingcomwwwHeritageoistilling.com--HERITAGE.
2019 Art Fest VolunteerHours
Here is a sample of the volunteer attendance at meetings and events.The information was taken
from meeting notes
ART FEST TEAM -each meeting was about 4 hours
2017 DEBRIEF NOTES
Janine,Andrea,Arthur,Lennie,Lorrie,Sandra,Sheryl,Pam,Nancy,Susie
Jenny,Peg,Clay
AGENDA --RAF March 27,2018
Janine,Andrea,Arthur,Lennie,Lorie,Sandra,Sheryl,Pam,Susie
Jenny,Peg,Clay
NOTES FROM APRIL 21
Janine,Nancy,Sandra,Andrea,Ginger,Rene,Lorrie,Pam
July 29 --Planning -see email list on page 2
Dance Planning July 8 at 5:00 at Brodines
Arthurs,Peg,Alesha,Lorrie,Claudia,Beth and Cordy ,Arthur
August 26 DEBRIEF -see email list on page 2
RTOWN Board Meetings -each meeting was about 4 hours
RTown Board Minutes May 19,2019
Meeting at Claudia Guilford's
Present:Janine,Marc,Cordy,Peg,Claudia Absent:Arthur,Beth,Alyssa,Charmaine
RTown Board Minutes June 4,2018
Meeting at Cooke/Bryant
Present:Janine,Marc,Cordy,Peg,Claudia,Arthur,Beth,Alyssa.Absent:Charmaine
RTown Community Board Meeting Notes April 30 -Brodines 7:05
Present -Peg,Cordy,Janine,Marc,Beth,Claudia,Alesha,
EVENT VOLUNTEERS
August 4 Reception Cordy,Peg,Claudia,Janine,Arthur,Lennie,Lorie,Sandra,Sheryl,Pam,Nancy,
Clay,William -6 hours X13 78 hours
August 3 Dance -Cordy,Peg,Claudia,Janine,Arthur,Lennie,Lorie,Sandra,Sheryl,Pam,Clay,
William,Gemma,Phillip 6 hoursX18 108 hours
from Janine Brodne <jsbrodine@grnailcom>
:Jonine Brodine <pbredine@inhandnetoom>
fiancy Gosyson Adelson <nadelsonz3333@gmsì.com>,
Ron Johnson <somherignartMnk.net>,
Lome Cross <fourtsnowgsolcom>,
tah91war <ptahnert1@gmaicom>,
Rene å <troutmam@nntmail.com>.
Jenny M <jennysutitostyn@gmail.cone,
Suse Ma rtm <susagpoisons.com>,
CI y ðgggy <meeretsy @hotmas com>,
M <artatsostyn@gtnailcom>,
Arther Mosiman <artmosiman@gmail.com>,
Juie Johnson Sand <yumpinyule@hotmailcom>,
"Craig,Kathy"<¾araig.tainydaystudios@gmaicom>,
Shirtee Mosimen <semostmanggmell.com>.
Cisudia Guslford <cieudlag280@gmail.com>,
Bath Matanich <mstanich@iniendnet.com>
Ainsha M <alesha@rostyncandycompany.corn>
Coldy Cooke <ccookeginiandnet com>,
Malm <martbredneginiendnet-com>,
Charmaine Musimen <channamespsule@gmaiLcom>,
Catherine Cook <egoockfl0í@gmsitcom>,
Sandra McLain <S.MctLain@outlook com>
Exhibit "B"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1.Branding
Contractors who have been approved to utilize grant awards for advertising expenditures must
incorporate Kittitas County and the appropriate City of Cle Elum,Ellensburg,or Roslyn tourism
information as follows:
A.Websites and Social Media Sites must include the County's and appropriate City's tourism
website logo with an operational link to the site(s).The logo must be displayed on the
contractor's home page,it must be sized no smaller than ½inch in height,and must be
surrounded by appropriate white space to allow easy recognition and legibility.Contractors
shall not change the logo(s)in color or appearance.
B,Print Advertising and Online Display Advertising of all types (including but not limited to
newspaper,periodicals,flyers,posters,billboards,direct mail,e-newsletters,third-party
websites,streaming displays,etc.)must include the County's and appropriate City's tourism
website logo.The logo must be sized no smaller than ½inch in height,and must be surrounded
by appropriate white space to allow easy recognition and legibility.Contractors shall not change
the logo(s)in color or appearance.
C.Video Advertising of all types (including but not limited to television,online,electronic kiosks,
motion billboards,etc.)must include the County's and appropriate City's tourism website logo.
The logo must be sized no smaller than ½inch in height,and must be surrounded by appropriate
white space to allow easy recognition and legibility.Contractors shall not change the logo(s)in
color or appearance.
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