HomeMy WebLinkAbout018- Valley Musical TheaterLT-2020-018-VALLEY MUSICAL
2020 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND LAUGHING HORSE ARTS FOUNDATION D.B.A.VALLEY
MUSICAL THEATER
This Contract,effective January 1,2020 is made and entered into by and between KITTITAS
COUNTY ("County"),acting as agent for and on behalf of the City of Ellensburg,a Washington
municipal corporation ("City"),a subdivision of the State of Washington,and LAUGHING HORSE
ARTS FOUNDATION D.B.A.VALLEY MUSICAL THEATRE ("Contractor")for the 2020 Summer
Mainstage Musical ("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 one hundred dollars ($2,100)(City of
EIIensburg 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 one
hundred dollars ($2,100)(City of Ellensburg lodging tax funding).
c.Services/Expensesthat are reimbursed must be dated during the current year and final date
to submit reimbursements requests is January 15,2021 after this date funds lapse.
2020 County Lodging Tax Funding Agreement Page 1
LT-2020-018-VALLEY MUSICAL
d.Requests for reimbursements must be submitted to:
Kittitas County Auditor
Attn:Auditor's Accounting
205 West 5th Ave --Suite 105
Ellensburg,WA 98926
auditorsaccountinR@co,kittitas.wa.us
e.Reporting requirements of your events will be required on prescribed forms from the
County Auditor.
f.Contractor is eligible to claim reimbursement for the following items and amounts only:
•Advertising and promotion
•Graphic design
•Facility rental fees
•Royalties
•Sound/microphone rentals
g.Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f)and
is further expressly denied funding for the following items as requested in the application as
defined in Section 1(a):N/A
h.Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation at the
conclusion of the event.
I.Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim.Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed.The training may be found online at the Kittitas County Auditor's website at the
following address:http://www.co.kittitas.wa.us/auditor/default.aspx
Section 3.Performance by Contractor.
a.Contractor shall not (by contract,operation of law or otherwise)delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County and city.Any such delegation or subcontracting without the County's or
City's prior written consent shall be voidable at the County's or City's option.
b.Contractor shall at all times be an independent contractor and not an agent or representa-
tive of the County or City with regard to performing the Services.Contractor shall not
represent that it is,or hold itself out as,an agent or representative of the County or City.In
no event shall Contractor be authorized to enter into any Agreement or undertaking for or
on behalf of the County or City.It is understood that the Contractor and the Contractor's
staff and employees are not employees of the County or City and are not,therefore,entitled
to any benefits provided employees of the County or City.
2020 County Lodging Tax Funding Agreement Page 2
LT-2020-018-VALLEY MUSICAL
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
Agreement neither shall discriminate on the basis of race,creed,color,national origin,age,
sex,marital status,or the presence of a physical,sensory,mental disability or any other
protected status recognized under local,state or federal law.
e.The Services shall at all times be subject to inspection by and approval of the County or City,
but the County's or City's making (or failure or delay in making)such inspection or approval
shall not relieve Contractor of its responsibility to perform the Services in accord with this
Agreement,notwithstanding the County's or City's knowledge of defective or non-
complying performance,or the substantiality or ease of discovering the same.Contractor
shall provide the County or City with sufficient,safe,and proper facilities and equipment for
such inspection and free access to such facilities.
f.This contract is subject to review by any Federal or State auditor.Contractor shall promptly
furnish the County or City,or their designee,or such Federal or State auditor with such
information related to the Services as may be requested by the applicable governmental
entity.Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6)years after contract termination.
For such duration after the County or City makes final payment of compensation due
hereunder,Contractor shall provide the County or City access to (and the County or City
shall have the right to examine,audit and copy,with or without notice)all of Contractor's
books,documents,papers and records related to the Services or this Agreement.
g.Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state,federal,social security,and local taxes,of every nature,
arising from Contractor's performance of this Agreement.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 or City assumes no liability for the Contractor's actions under this Agreement.
Contractor releases and shall defend,indemnify,and hold harmless the County and the City,their
officers and employees,agents,representatives,attorneys and/or volunteers,from and against all
claims,costs,liabilities,damages,and expenses,(including,but not limited to,reasonable attorney
fees)which arise or may arise or be alleged to arise out of or by reason of this Agreement
including:
•Any fault,negligence,strict liability or product liability of Contractor in connection with the
Services for this Agreement;
2020 County Lodging Tax Funding Agreement Page 3
LT-2020-018-VALLEY MUSICAL
•Any lien asserted upon any property of the County or City in connection with the Services
for this Agreement;
•Any failure of Contractor,or of the Services,to comply with any applicable law,ordinance,
rule,regulation,order,license,permit and other requirement,now or hereafter in effect,of
any governmental authority;or
•Any breach of or default under this Agreement by Contractor.
Section 5.Compliance with Public Records Law.
a.In compliance with Washington's public records law,the County will retain copies of any
documents associated with this Agreement,which may be required by law unless legally
exempt from such retention,for any applicable legally required retention period.
b.In the event a public records request is made to the County or City for documents created in
relation to this Agreement,should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws,the County or City shall provide
notice to Contractor pursuant to Washington's public records act,chapter 42.56 RCW,to
allow Contractor to seek a court injunction.
c.The County or City specifically shall not be liable to Contractor for the County's or City's
release under public records laws of any documents not otherwise exempt from disclosure
by trademark,copyright or other law.
Section 6.Industrial Insurance Waiver.
With respect to performance of this Agreement and as to any claims against the County or City,their
Additional Insureds,officers,agents and employees,the Contractor expressly waives its immunity
under Title 51 of the Revised Code of Washington,the Industrial Insurance Act,for injuries to
Contractor's employees and agrees that the obligations to indemnify,defend and hold harmless
provided in this Agreement extend to any claim brought by or on behalf of any employee of the
Contractor.This waiver is mutually negotiated by the parties to this Agreement.
Section 7.Insurance and Endorsements.
a.The County may require through a request in writing that the Contractor provide the County
with a certificate,binder,or policy of liability insurance,acceptable to the County in an
amount specified by the County.
b.Such liability insurance shall be such as will protect Contractor,its employees,agents and
representatives,from all claims,losses,harm,costs,liabilities,damages and expenses
arising out of personal injury (including death)or property damage that may result from
performance of the Services or this Agreement,whether such performance is by Contractor
or any of its employees,agents or representatives.
2020 County Lodging Tax Funding Agreement Page 4
LT-2020-018-VALLEY MUSICAL
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 and City as Additional Insureds and shall stipulate that the insurance
afforded by the policies shall be primary insurance,and that any insurance,self-insured
retention,deductibles,or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance or self-insurance maintained by
the County or City.Contractor shall furnish the County a certificate of insurance with
Endorsement as evidence that the required policies are in full force and effect.
Section 8.Termination.
The County may,by written notice thereof to Contractor,terminate this Agreement as to all or any
portion of the Services not yet performed,whether or not Contractor is in breach or default.Upon
receiving such notice of termination,Contractor shall,except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice.In the event the
County terminates the Contractor's Services,the Contractor is obligated and hereby agrees to
refund to the County all monies paid for Services not yet rendered by the Contractor,if any,as of
the date of the notice of termination.
Section 9.Miscellaneous.
a.The City is not a party to this Agreement but is an intended third-party beneficiary of this
Agreement and to the extent set forth herein certain of its provisions are for the benefit of
the City and are enforceable by City in its own name and capacity as a Washington municipal
corporation.
b.Contractor shall not (by contract,operation of law or otherwise)assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
c.This Agreement embodies the entire Agreement between the County and Contractor,and
supersedes any and all prior oral or written communications,proposals,conditions,promises,
representations,or understandings regarding the Services.No change,amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
d.Notice for any purpose under this Agreement,except service of process,shall be given by
the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor,205 W 5th
Ave.Ellensburg,WA 98926.For all purposes under this Agreement,any notice by the County
2020 County Lodging Tax Funding Agreement Page 5
LT-2020-018-VALLEY MUSICAL
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.
e.The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict,affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
f.This Agreement may be executed in one or more counterparts and by facsimile,each of
which will be deemed an original,but all of which together will constitute one and the same
instrument.
g.Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
this Agreement.Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement,and is not in
violation of any applicable law,ordinance,or regulation the consequence of which will or
may materially affect Contractor's ability to perform its obligations under this Agreement.
h.If any term or condition of this Agreement or the application thereof to any person(s)or
circumstances is held invalid,such invalidity shall not affect the other terms,conditions or
applications which can be given effect without the invalid term,condition or application.To
this end,the terms and conditions of this Agreement are declared severable,
i.The exclusive venue for any action brought to enforce this Agreement or any of its terms
shall be in Kittitas County,State of Washington.
KITTITAS COUNTY
BOARD OF COUNTY COMMISSIONERS CONTRACTOR
Chair [Print Name]
Vice Chair
Commissioner [Address]
[Telephone]
ATTEST:
,Clerk of the Board
APPROVED AS TO FORM:
2020 County Lodging Tax Funding Agreement Page 6
LT-2020-018-VALLEY MUSICAL
Deputy Prosecuting Attorney
2020 County Lodging Tax Funding Agreement Page 7
CLTAC:Application for Lodging Tax Grant Funding
Grant Application Od you attend the Granl Ap¢ication Workshop -2019 hosted by the Kttitas County Charrber of CamTerce?
Workshop -2019 G Yes
C No
Submittal Instructions 6 Yes,
&General I have read and understand Subnittal hstructions and General hforrmtion for the 2019 Lodging Tax Œant Funding
Information *Fracess
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 *Laughing Horse Ads Foundation dba Valley Musical Theatre
Organization Address *Street Address
PO Box 1551
Address Line 2
Oly State /Fravince /Region
Ellensburg WA
Fbstal /Zip Cbde Chuntry
98926 United States
Website wwmvalleymusicaltheatre.com
Federal Tax ID
#*91-1211173
UBI #*600-634-787
Organization is
a:*C Government Entity
&501(c)3
C 501(c)4
C 501(c)6
C Other
(Note:you must submit 501(c)3,501(c)4,or 501(c)6 approval documentation.)
Click here to view sample documents (redacted).
Upload Proof of LHAF_501c3.pdf 1.41MB
Organization Status Acceptablefileforrmtsinclude:JF R]ForllFF.
Contact Information
First Name*Jessica
Last Name*Black
Phone Number*509-972-6633
Email*valleymusicaltheatre@gmail.com
Project or Event Information
Project/Event Name*VMT's 2020 Summer Mainstage Musical:Mamma Mia!
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
7/10/2020 7/18/2020
Project/Event Morgan Performing Arts Center,400 E 1stLocation*Ave.,EIIensburg,WA 98926
Newor Ongoing R Ongoing Project/Event (More than four years in existence)
Project/Event?C New Project/Event (Four or fewer years in existence)
Amount of Funding $2100.00
Requested *
If you selected "Ongoing Fioject/Event"above this arrount rrey not exceed 10%of the total expense budget of this
project.
Funding Request Max 2,178
Tourism Seasons *Frornthe list below,what season will your project 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 anysupporting data within the
response narrative.
1|Project/Event Description
Please provide a description of your projectlevent and identify the specific tourism audiencelmarket that your
organization will target with these funds.You must include an itemized list of exactly how any grant funds
awarded will be utilized.
Response 1:Valley Musical Theatre (VMT),established in 1999,is at the very heart of live
Project/Event performance in Ellensburg and the Kittitas Valley.We produce four shows per yearDescription*which involve the talents of all age groups -offstage and onstage -for a community
experience like no other in our valley.Our Summer mainstage production is our
largest play in terms of cast and budget,and we focus on bringing in some of the
most dynamic and popular Broadway musicals,that will draw audiences not only
from Ellensburg and Kittitas County,but from the entire Central Washington region.
In July 2020,VMT is producing "Mamma Mia!It features ABBA's timeless songs and
remains one of the most popular shows to ever hit Broadway.Vl\/fT is excited to
bring this production to Ellensburg,with its large cast,non-stop laughs and
explosive dance numbers.It is a show with wide appeal across generations.This
has the potential to be one of the most successful productions we have had in 20+
years.
This event is designed to increase tourism and exposure to performing arts and
build connections in our community between businesses and audience members.
Part of our mission statement is to further the goals of the Laughing Horse Arts
Foundation and the Chamber of Commerce in developing EIIensburg as a tourist
destination.
These funds will be used wisely to achieve a successful marketing and advertising
campaign,and assist with a portion of facility rental fees for the rehearsals and
performances,and play royalties -without which we could not hold the event.
Our target audiences are those who are interested in live theater and the
performing arts,not only in EIIensburg,but in the greater Central Washington
region.VMT has cultivated relationships with Central Washington University and
several other community theaters,including Wenatchee,Moses Lake,Yakima and
Leavenworth for cross-promotion of events.
Our intention is to execute this plan through social media marketing such as online
Facebook ads,online banner ads on local community and regional websites,print
ads and posters,radio advertisements,and at other VMT and community activities
throughout the year.
2500 character lirrit
List of Intended Use of Funds
Advertising and promotion
Graphic design
Facility rental fees
Royalties
Sound/Microphone Rentals
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 dace of residence or business and staying overnight in paid accontmdations;
Projection Although difficult to quant¡fy,attendees of our summer production that stay
overnight in hotels/motels also purchase meals,gas,and shop in local stores while
here.Our 2-3 hour event starts at 7:00 PM,and is held over two weekends in the
summer when families are more likely to travei -each of these factors encourages
people traveling from over 50 miles to stay loca!Iy for the night either at hotels or
with family and friends.
2500 character linit
Response 2.1:We sell tickets through a local bookstore and online through Brown Paper Tickets.
Evidence*While we cannot estimate how many of the local tickets were picked up by friends
for out of town guests in 2019,we can see where tickets were purchased from
online,which gives us a good approximation of where attendees came from.See
data belowfrom the most recent 2019 summer production (see supplemental
attachment for detailed ticket locations):
2019 Online Ticket Sales for Music Man -(204 out of 1206 total tickets were sold
through BPT)
Kittitas County =57.8%
Central/Eastern Washington =18.6%
Western Washington =18.6%
Out of state =4.9%
We've averaged 1200 attendees the last two years and expect that next year will
be the same or increase.While we did not conduct a survey of ticket holders who
purchased at the door or the local bookstore,we do knowthat 29.9%of online
ticket purchases to our 2019 show came from over 50 miles away.Considering that
many locals purchase tickets for out of town familylfriends,we estimate
conservatively that 20%of overall tickets sold will be sold to people who traveled
50+miles (approximately 240 individuals).If 20%of these stay in hotels/motels that
vould be approximately 48 overnight stays as a result of this event.
2500 character lirrit
Response 2.2:2.To a place fifty rriles or rmre away frorntheir place of residence or business for the day or staying overnight;
Projection The larger the cast/crewof a production,the more family and friends come to visit
to see the production.The cast and crew of Mamma Mia is e×pected to be between
30-40 people,and it is not unreasonable to assume that these personal invitations
generate 60-100+tickets.These attendees may come for just dinner and the show,
or stay with friends while in town,but generate revenue at our grocery stores,gas
stations,etc.
2500 character lirnt
Response 2.2:Using the calculation method described in response 2.1 we would estimate of the
Evidence*240 visitors traveling more than 50 miles,35%would visit for the day only,and 45%
would stay overnight or for the weekend in a private home with friends and family.
2500 character lirrit
Response 2.3:3.or from another country or state outside of their place of residence or business.
Projection Out of state visitors are most likely to be friends and family personally invited to
attend the production,as well as business/pleasure travelers in town for other
events and looking for entertainment options.
2500 character lirrit
Response 2.3:As seen above in response 2.1,4.9%of online tickets sold at 2019 event were
Evidence*from out of state.This seems likely to remain about the same in future years,as
our focus at this point is to advertise in Washington versus out of state.
2500 character linit
Application Questions:Part 2
3|Measuring Results
What tools will you use to measure your event's impact on tourism?Please be specific and provide examples.Include the
following information:
A.Is your projectlevent year-round or is it seasonal or date-specific?Go to definitions of terms.
B.What strategies will you employ to assure you are attracting tourists from at least 50 miles away?
C.What strategies will you use to assist in marketing all of Kittitas County as a tourist destination with your
event/project funding request?
Response 3:½hat tools will you use to ræasure your events inpact on tourisnf?Rease be specific and provide exarrples.
Measuring Results We will be implementing a new audience survey form inserted into each playbill and
collected at performances.This survey will ask questions to help us better track
where attendees are from and whether or not they stayed in a motel or with
friends/family.
Offering a contest/prizes for returned surveys
Ticket information
Google Analytics and Tracking
Facebook Campaigns and Ads
Coordinate with local restaurants,shops or hotels to set up specials
2500 character lirrit
Response 3 A:A.b 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 supponed by the dates you provided above,in the Fioject or Event Information section.
Response 3 B:B.Wlat strategies will you engoy to assure you are attracting tourists fromat least 50 niles away?
Measuring Results Target Facebook ads to the greater Central Washington region
Work collaboratively with other community /semiprofessional theaters in the region
to promote the event
Advertise the event regionally (with a focus on Wenatchee,Leavenworth,and
Yakima and Grant Counties)at appropriate venues (which may include online
community boards,radio ads,displays at events or venues,or other marketing
opportunities as appropriate).
2500 character lirrit
Response 3 C:C what strategies will you use to assist in rmrketing all of Kittitas County as a tourist destination with your
Measuring Results*event/projectfunding request?
Link to the County Tourism Website
Link to the Chamber of Commerce &purchase an ad banner on the chamber
website
Add event to the spring/summer 2020 visitors guide
Use branding logo,fonts and credit the support received on our website,Facebook
page,etc.
Link to county accommodations
Develop "packages"with local businesses -i.e.restaurants,hotels for "dinner and
a play"or a "weekend stay and play"to encourage more overnight guests.
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*We work collaboratively within the Laughing Horse Arts Foundation with other
entities such as Central Washington University,local school districts,and other
community and semiprofessional theaters in the area to promote the goal of
producing musical theater events.For instance,in past productions we have
borrowed set and costume pieces from other community theaters in Wenatchee
and Leavenworth,and in turn have rented our props/sets/costumes out to other
theaters.We work with and continue to develop our relationship with CWU's Music
and Theater departments,and the Ellensburg School District;many faculty
members have donated their time and efforts behind the scenes and performed in
our shows.Laughing Horse Arts Foundation has several sub-organizations,in
Ellensburg and Cle Elum,and we cross-promote activities and events,and even
collaborate for resources if needed for a production.All of our actors/performers
volunteer their time to rehearse and perform the shows,as well as backstage crew,
set builders,costumers,and hair/makeup helpers who volunteer their time to make
sure the show looks and runs smoothly.
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*Valley Musical Theatre hired a new Executive Director in August 2019.One of her
first goals is to revamp and actively pursue show sponsorship and advertising
opportunities for local businesses.This has not had a dedicated focus in past
years,but we hope to help bring more steady income through advertising and
dependable sponsorship support.
We plan to more heavily promote the event and ticket sales through social media,
website and local advertising.
As a community theater,one of our goals is to keep the ticket price low enough to
make attending more accessible to the broader community including seniors and
students;but raising ticket prices down the line is not out of the question -
especially if theatrical royalties and facility rental costs continue to rise.
2500 character lirrit
Application Questions:Part 4
6|Additional Information
Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your
project and its benefit to tourism.
Additional Information As EIIensburg's primary community theater company,we aspire to provide positive
experiences for Ellensburg families -from our "Rising Stars"productions that
provide a creative outlet specifically for middle school students and teens,to our
Summer Main Stage showthat provides opportunities for both adults and children
(often being parents and their kids).Our youth develop a passion for live
performances that comes with the opportunity to feel the warmth of the stage lights
on their faces and the camaraderie of an ensemble of players.Our adults get to
have an outlet for their creativity that they cannot typically find in their usual daily
lives and work together with others in the community whom otherwise they might
never cross paths.
2500 character lirvit
Supporting Documents You rmy upload any supporting docurænts such as graphs,irmges,diagrarm,rmrketing rmterials,etc.
2019-TheMusicMan-TicketSales.pdf 428.38KB
You are adowed to subrrit up to 3 single page (US Letter)docurrents in JFG FDF or TIFFforrmt
7|Previous Lodging Tax Grant Information
Previous Years Has your event received Lodging Tax funds in previous years?
Awarded Lodging Tax G No,this event/project has not previously received Lodging Tax Funding.
Grants C Yes,1 year previous
C 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 *
1,206 1,200
How many days did/will your event occur?
Prior Year Projected*
6 6
How many paid overnight stays were and/or will be booked as a result of your
projectlevent?
Prior Year Projected *
48 48
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 Overnight stays for the 2019 production of Music Man,were calculated based upon
Overnight's Stay 20%of total event attendees (240 individuals)traveling over 50 miles (responseResponse*2.1),and by using spending and accommodation tables and 2017 data from Dean
Runyan Report:
Day visitors (35%):84 x $45/person =$3,780
Overnight (20%)(Hotel/Motel):48 x $187/person =$8,976
Overnight (45%)(Private Home):108 x $57/person per trip =$6,156
2500 character lirrit.
Prior Year Paid b addition to field above,you may upload the evidence to support the prior years'room'night inforrmtion.
Overnight Stay Data You rray upload up to three single pages (US Letter).of informtion.If you a single nLiti-page docurrent,only the first
three pages will be considered.llie following forrmts,will be accepted:JFU FOF or llFF
Application Questions:Part 5
8|Funding
Does your organization have,or have you applied for,grant funding from other sources?If not,why not?If yes,please
list the funding you have for the project,including any volunteer and in-kind sources in Question 9|Project Budget
Overview.
Funding sources and amounts which have not yet been secured will be listed separately,in the field(s)directly below.
Finally,what changes would occur if the project couldn't be funded?
Other Funding *thes your organization have,or have you applied for funding frornather sources?
O Yes G No
Explanation *
V not,why not?
Valley Musical Theater holds a fall fundraiser every year,the proceeds of which
help support the costs of future productions,including the Summer Mainstage
Production.This fundraiser will be in October 5,2019.There will also be a donation
drive in November/December.We have not applied for any additional grants.
2500 character linit
Funding Shortfalls *what changes would occur if the project couldn't be funded?
We might have to cut back on the number of performances offered,or significantly
raise the general admission rate.Currently,our advertising budget has been small
and we have been dependent upon word of mouth and volunteers to help promote
the event.We are planning broader advertising wth the goal of attracting out of
town visitors to the event;many of these ideas are outside our normal budget and
we would have to re-evaluate if the project was not funded,and likely scale back on
these promotions.
2500 character linit.
Matching Funds 1035.71
Percentage %
This field will auto fill with the correct percentage based o your input to budget section below.
9|Project Budget Overview
Please complete budget for this project/proposal.If your agency operates independently of this project application it may
not be necessary to submit the entire agency budget.You must submit a budget which specifically pertains to the
projectleventfor which you are requesting funding and adheres to the basic budget format shown below.
The budget must include anticipated revenues,expenditures,and any potential profit or loss.For projectslevents which
are ongoing for more than one (1)year,please also submit actuals from the previous three (3)years of operations
(need not be consecutive)for the project/proposal if applicable.
For any claimed in-kind contributions valued at $500 or more and related to marketingladvertising,you must
submit verifying documentation which assures the contribution will be provided.For instance,if you are
claiming in-kind contributions in the form of advertising match,a binding contract itemizing the matching value and
obligating each party must be provided.
ATTENTION:In an effort to allow an adequate level of 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-Wnd contributions valued at $500 or rmre and rdated to werketing/advertising,you rnist subnit
Contributions verifying docuræntation which assures the contribution will be provided.
Budget Year
Edit if necessary 2017 2018 2019 2020
Revenues From Consolidated Lodging Tax Grant
Past Actual 3 Past Actual 2 Past Actual 1 Projected
LTAC Grant $0.00 $0.00 $0.00 $2,100.00
Funding
All Other Revenues
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
Ticket Sales $6028.00 $14815.00 $18090.00 $19000.00
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
Donations (at door)$0.00 $700.00 $814.00 $200.00
Ad Sales $0.00 $0.00 $370.00 $400.00
Concession $1410.00 $1345.00 $1342.00 $1300.00
T-Shirts/Makeup $0.00 $0.00 $1115.00 $0.00
Kits
In-Kind Contributions (except volunteerism)
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
Costumes $0.00 $250.00 $300.00 $300.00
Props/Sets $0.00 $500.00 $600.00 $300.00
Dry Cleaning $0.00 $250.00 $250.00 $250.00
Contributions of Volunteer Time
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Number of Hours 520 1,160 1,134 1,020
Evidence of Volunteer Rease upload a single file which offers evidence in support of the projected volunteer hours.
Contributions VMT-VolunteerHours.pdf 395.79KB
Calculated Value of $24,031.20
Projected Volunteer
Time
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Revenue Totals $7438.00 $17860.00 $22881.00 $47881.20
Expenses
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
Royalties/Scripts/Sc $2391.00 $3460.00 $4155.00 $4180.00
ores
Contract Labor $2800.00 $4400.00 $3905.00 $4200.00
(Producer,Director,
Design Leads)
Contract Labor $1500.00 $3000.00 $4700.00 $2500.00
(Music Director,
Conductor,
Musicians)
Production $926.00 $2654.00 $2435.00 $2500.00
Expenses
Facility Rental $793.00 $2321.00 $5152.00 $5200.00
Lighting/Sound $179.00 $119.00 $234.00 $1350.00
Rental
Printing $572.00 $498.00 $400.00 $450.00
Account Name Past Actual 3 Past Actuai 2 Past Actuai 1 Projected
Advertising $16.00 $736.00 $998.00 $1000.00
Credit Card/Ticket $49.00 $126.00 $189.00 $200.00
Fees
Concessions $204.00 $285.00 $109.00 $200.00
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Expense Totals $9430.00 $17599.00 $22277.00 $21780.00
Profit &Loss
Past Actual 3 Past Actual 2 Past Actual 1 Projected
$-1992.00 $261.00 $604.00 $26101.20
Application Certification
The applicant here certifies and affirms:1.That it does not now,nor w¡ll 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 *Jessica Solberg Black
Applicant's Title*Executive Director,Valley Musical Theatre
Internal Revenue Service Department of the Treasury
P.O.Box 2508
Cincinnati,OH 45201
Date:April 12,2003 Person to Contact:
Ronnie Clemons
Customer Service RepresentativeLaughingHorseArtsFoundationTollFreeTelephoneNumber:P.O.Box 214 s:oo a.m.to a:ao p.m.EST
Ellensburg,WA 98926-0214 877-829-5500
Fax Number:
513-263-3756
Federal identification Number:
91-1211173
Dear Sir:
This is in response to your Certificate Of Amendment,filed July 6,1999,in the State of Washington,changing the organization's name from EIIensburg Summer Theater Foundation,to the above as listed.
Our records indicate that a determination letter issued in July 1984,granted your organization exemptionfromfederalincometaxundersection501(c)(3)of the Internal Revenue Code.That letter is still in effect
Based on information subsequently submitted,we classified your organization as one that is not a privatefoundationwithinthemeaningofsection509(a)of the Code because it is an organization described insections509(a)(1)and 170(b)(1)(A)(vi).
This classification was based on the assumption that your organization's operations would continue as stAtedintheapplication.If your organization's sources of support,or its character,method of operations,orpurposeshavechanged,please let us know so we can consider the effect of the change on the exemptstatusandfoundationstatusofyourorganization.
Your organization is required to file Form 990,Retum of Organization Exempt from income Tax,only if itsgrossreceiptseachyeararenormallymorethan$25,000.If a retum is required,it must be filed by the 15thdayofthefifthmonthaftertheendoftheorganization's annual accounting period.The law imposes apenaltyof$20 a day,up to a maximum of $10,000,when a retum is filed late,unless there is reasonablecauseforthedelay.
All exempt organizations (unless specifically excluded)are llable for taxes under the Federal InsuranceContributionsAct(social security taxes)on remuneration of $100 or more paid to each employee during acalendaryear.Your organization is not liable for the tax Imposed under the Federal Unemployment Tax Act(FUTA).
Organizations that are not private foundations are not subject to the excise taxes under Chapter 42 of theCode.However,these organizations are not automatically exempt from other federal excise taxes.
Donors may deduct contributions to your organization as provided in section 170 of the Code.Bequests,legacies,devises,transfers,or gifts to your organization or for its use are deductible for federal estate andgifttaxpurposesiftheymeettheapplicablepmvisionsofsections2055,2106,and 2522 of the Code.
-2-
Laughing Horse Arts Foundation
91-1211173
Your organization is not required to file federal income tax retums unless it is subject to the tax on unrelated
business income under section 511 of the Code.If your organization is subject to this tax,it must file an
income tax retum on the Form 990-T,Exempt Organization Business income Tax Retum,in this letter,we
are not determinÏng whetherany of your organization's present or proposed activities are unrelated trade or
business as defined in section 513 of the Code.
The law requires you to make your organization's annual retum available for public inspection without charge
for three years after the due date of the retum.If your organization had a copy of its application for
recognition of exemption on July 15,1987,it is also required to make available for public inspection a copy of
the exemption application,any supporting documents and the exemption letter to any individual who requests
such documents in person or in writing.You can char0e only a reasonable fee for reproduction and actual
postage costs for the copied materials.The law does not require you to provide copies of public inspection
documents that are widely available,such as by posting them on the Internet (World Wide Web).You may
be liable for a penalty of $20 a day for each day you do not make these documents available for public
spectien-(up-to ««naximum of $&OO-iMhe case of an annual return}.
Because this letter could help resolve any questions about your organization's exempt status and foundation
status,you should keep it with the organization's permanent records.
If you have any questions,please call us at the telephone number shown in the heading of this letter.
This letter affirms your organization's exempt status.
S
John E.Ricketts,Director,TE/GE
Customer Account Services
Brown Paper Tickets-Ticket Holders Demographic Data
Valley Musical Theatre's:THE MUSIC MAN
Row Labels Count of Shipping City
CA 3 #%
Burbank 3 Kittitas County:118 57.8%
MT 1 Central/Eastern WA:38 18.6%
Dillon 1 Western WA:38 18.6%
WA 194 Out of State:10 4.9%
Bellevue 2 Total:204 100.0%
Bonney Lake 4
Bothell 4
Cle Elum 7
coupeville 2
Edmonds 2
Ellensburg 95
Ellensburg 8
Ephrata 2
Everett 4
Kennewick 1
Kittitas 3
Lynnwood 1
Malaga 2
Moses Lake 2
Mt Vernon 2
North Bend 7
Port Townsend 3
Richland 1
Roslyn 4
Seattle 4
Selah 1
Sumner 1
Tacoma 2
Vantage 1
Wapato 2
Wenatchee 2
West Richland 1
Yakima 21
Yakima 3
WI 4
Hartland 4
(blank)2
Tokyo 2
Grand Total 204
Tickets Sold 7/5/2019 7/6/2019 7/7/2019 7/11/2019 7/12/2019 7/13/2019 TOTALS
Jerrol's Bookstore 46 42 53 40 90 55 326
At the Door 113 101 91 107 116 148 676
BPT -Online 20 58 48 13 21 44 204
179 201 192 160 227 247 1206
VMT-SUMMERMAINSTAGEPRODUCTIONVOLUNTEERHOURBREAKDOWN2017201820192020-PROJECTED#ppl#hoursTotal#ppl#hoursTotal#ppl#hoursTotal#ppl#hoursTotalActors440160154060018407201240480Setbuilders10330105501333910330SetLeadbuilders/artists31030310303103031030Costumers61590930270915135930270Hair/Makeup51050510505105051050Backstagecrew820160820160820160820160TOTALVOLUNTEERHOURS520116011341020
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