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HomeMy WebLinkAbout021-Cle Elum Roundup AssociationLT-2020-021-CLE ELUM ROUNDUP 2020 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND CLE ELUM ROUNDUP ASSOCIATION 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 CLE ELUM ROUND UP ASSOCIATION ("Contractor"),for the 2020 Cle Elum Roundup ("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 eight thousand dollars ($8,000)(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 eight thousand dollars ($8,000)(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-2020-021-CLE ELUM ROUNDUP 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: •Radio,online,video,print,and social media marketing and advertising •Direct mail marketing •In-person marketing/advertising by Royalty 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.Performance by contractor, a.Contractor shall not (by contract,operation of law or otherwise)delegate or subcontract performance of any Services to any other person or entity without the prior written consent of the County.Any such delegation or subcontracting without the County's prior written consent shall be voidable at the County's option. b.Contractor shall at all times be an independent contractor and not an agent or representa- tive of the County with regard to performing the Services.Contractor shall not represent that it is,or hold itself out as,an agent or representative of the County.In no event shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the County.It is understood that the Contractor and the Contractor's staff and employees are not employees of the County and are not,therefore,entitled to any benefits provided employees of the County. c.Contractor shall comply with all applicable laws,ordinances,rules,regulations,orders, licenses,permits,and other requirements,now or hereafter in effect,of any governmental authority (including,but not limited to,such requirements as may be imposed upon the County and applicable to Services).Contractor shall furnish such documents as may be required to effect or evidence such compliance.All laws,ordinances,rules,and orders required to be incorporated into agreements of this character are incorporated into this 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-2020-021-CLE ELUM ROUNDUP Agreement neither shall discriminate on the basis of race,creed,color,national origin,age, sex,marital status,or the presence of a physical,sensory,or mental handicap. e.The Services shall at all times be subject to inspection by and approval of the County,but the County's making (or failure or delay in making)such inspection or approval shall not relieve Contractor of its responsibility to perform the Services in accord with this Agreement,notwithstanding the County's knowledge of defective or non-complying performance,or the substantiality or ease of discovering the same.Contractor shall provide the County with sufficient,safe,and proper facilities and equipment for such inspection and free access to such facilities. f.This contract is subject to review by any Federal or State auditor.Contractor shall promptly furnish the County or its designee,or such Federal or State auditor with such information related to the Services as may be requested by the applicable governmental entity. Contractor shall preserve and maintain all financial records and records relating to performance of Services under this Agreement for six (6)years after contract termination. For such duration after the County makes final payment of compensation due hereunder, Contractor shall provide the County access to (and the County shall have the right to examine,audit and copy,with or without notice)all of Contractor's books,documents, papers and records related to the Services or this Agreement. g.Contractor understands and acknowledges that Contractor is solely responsible for its own reporting and accounting of all state,federal,social security,and local taxes,of every nature, arising from Contractor's performance of this Agreement.All compensation received by the Contractor will be reported to the Internal Revenue Service at the end of the calendar year in accord with the applicable IRS regulations. Section 4.Release,Indemnity,and Hold Harmless. The County assumes no liability for the Contractor's actions under this Agreement.Contractor releases and shall defend,indemnify,and hold harmless the County,its officers and employees, agents,representatives,attorneys and/or volunteers,from and against all claims,costs,liabilities, damages,and expenses,(including,but not limited to,reasonable attorney fees)which arise or may arise or be alleged to arise out of or by reason of this Agreement including: •Any fault,negligence,strict liability or product liability of Contractor in connection with the Services for this Agreement; •Any lien asserted upon any property of the County in connection with the Services for this Agreement; •Any failure of Contractor,or of the Services,to comply with any applicable law,ordinance, rule,regulation,order,license,permit and other requirement,now or hereafter in effect,of any governmental authority;or •Any breach of or default under this Agreement by Contractor. Section 5.Compliance with Public Records Law. 2020 County Lodging Tax Funding Agreement Page 3 LT-2020-021-CLE ELUM ROUNDUP a.In compliance with Washington's public records law,the County will retain copies of any documents associated with this Agreement,which may be required by law unless legally exempt from such retention,for any applicable legally required retention period. b.In the event a public records request is made to the County for documents created in relation to this Agreement,should legal uncertainty arise regarding the disclosability of any documents under federal or state public records laws,the County shall provide notice to Contractor pursuant to Washington's public records act,chapter 42.56 RCW,to allow Contractor to seek a court injunction. c.The County specifically shall not be liable to Contractor for the County's release under public records laws of any documents not protected by trademark,copyright or other law. Section 6.Industrial Insurance Waiver. With respect to performance of this Agreement and as to any claims against the County,its Additional Insureds,officers,agents and employees,the Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington,the Industrial Insurance Act,for injuries to Contractor's employees and agrees that the obligations to indemnify,defend and hold harmless provided in this Agreement extend to any claim brought by or on behalf of any employee of the Contractor.This waiver is mutually negotiated by the parties to this Agreement. Section 7.Insurance and Endorsements. a.The County may require through a request in writing that the Contractor provide the County with a certificate,binder,or policy of liability insurance,acceptable to the County in an amount specified by the County. b.Such liability insurance shall be such as will protect Contractor,its employees,agents and representatives,from all claims,losses,harm,costs,liabilities,damages and expenses arising out of personal injury (including death)or property damage that may result from performance of the Services or this Agreement,whether such performance is by Contractor or any of its employees,agents or representatives. c.Should the County require such liability insurance,the Contractor agrees to provide proof of insurance prior to commencing performance of this Agreement. d.Copies of the County's written request and the insurance documents provided by Contractor shall be attached to this Agreement and by this reference will be made part hereof. e,Where insurance is requested by the County,all liability insurance policies shall be endorsed to include the County as an Additional Insured and shall stipulate that the insurance afforded by the policies shall be primary insurance,and that any insurance,self-insured 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-2020-021-CLE ELUM ROUNDUP 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.5*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-2020-021-CLE ELUM ROUNDUP g.If any term or condition of this Agreement or the application thereof to any person(s)or circumstances is held invalid,such invalidity shall not affect the other terms,conditions or applications which can be given effect without the invalid term,condition or application.To this end,the terms and conditions of this Agreement are declared severable. h.The exclusive venue for any action brought to enforce this Agreement or any of its terms shall be in Kittitas County,State of Washington. KITTITAS COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACTOR Chair [Print Name] Vice Chair Commissioner [Address] [Telephone] ATTEST: ,Clerk of the Board APPROVED AS TO FORM: Deputy Prosecuting Attorney 2020 County Lodging Tax Funding Agreement Page 6 CLTAC:Application for Lodging Tax Grant Funding Grant Application Od you attend the Grant Application Workshop -2019 hosted by the Kittitas County Cienter of ŒnTmrce? Workshop -2019 G Yes C No Submittal Instructions €Yes, &General I have read and understand Subnittal Instructions and General Infonmtion for the 2019 Lodging Tax Grant Funding Information *Rocess You are strongly encouraged to compose your responses to the questions of this form with a desktop text 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*Cle Elum Roundup Association Organization Address*street Address 541 Seaton Rd Address Line 2 PO Box 671 Oty State /Ftovince /Region Cle Elum WA lèstal /Zip Code Country 98922 USA Website www.cleelumroundup.com Federal Tax ID #*46-5485332 UBI #*603-372-726 Organization is a:*C Government Entity C 501(c)3 R 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 CERA Sec of State 501c4.pdf 368.72KB Organization Status Acceptablefileforrmts include:JFG,FDFor DFF Contact Information First Name*Beverly Last Name *Miller Phone Number*509-674-5311 Email*dakotarun@outlook.com Project or Event Information c Project/Event Name*Cie Elum Roundup 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 7/24/2020 7/25/2020 Project/Event Washington State Horse Park Location New or Ongoing G Ongoing Project/Event (More than four years in existence) Project/Event?C New Project/Event (Four or fewer years in existence) Amount of Funding $11320.00 Requested *If you selected "Oigoing Fiaject/Event"above this arrount rray not exceed 10%of the total e×pense budget of this project. Funding Request Max 11,320 Tourism Seasons *Fromthe 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) W 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 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:The Cle Elum Roundup Association presents a Professional Rodeo Cowboy Project/Event Association (PRCA)rodeo for 2 nights the last weekend in July annually.ExtraDescription*events include mutton busting,kids boot race,kid's corral,Royalty meet &greet, and Grand Entry.A local band provides music and dancing in the dirt after the rodeo each night next to the beer garden.A "jumbo-tron"sits above the end of the arena to showthe current events and advertising for the sponsors.Food vendors and vendors selling their wares round out what's available for the spectators.We target people who like anything "western",rodeos and those who want to learn about rodeo and to see "what it is all about".We target audiences from over fifty miles away in all directions through social media,print advertising,radio advertising,posters and our Royalty as ambassadors who travel throughout the northwest including Washington,Oregon and Idaho.Specific target areas include Seattle-Tacoma,North Bend,Issaquah,Lacy,Tumwater,Vancouver,Wenatchee, Yakima,Central Washington,Moses Lake,Tri Cities,Everett and Puyallup. 2500 character Nrrit List of Intended Use of Funds* Radio marketingladvertising On-line marketingladvertising Direct mail marketingladvertising Video marketingladvertising Print marketingladvertising Social Media marketingladvertising In-person marketing/advertising by Royalty 2|Projections of Increased Tourism Please provide the following estimates of how any money received will result in increases in the number of people traveling for business or pleasure on a trip: 1.Away from their place of residence or business and staying overnight in paid accommodations; 2.To a place fifty miles or more away from their place of residence or business for the day or staying overnight; 3.or from another country or state outside of their place of residence or business. You must provide the evidence utilized in determining your projections. Response 2.1:1.Away fromtheir place of residence or business and staying overnight in paid accormodations; Projection By targeting our marketing efforts in all media sources to people who live greater than 50 miles away we will be able to increase our attendance and overnight accommodations.We will attract these spectators and contestants by:The WSHP has been our venue for the last six years and we have repeat visitors because of the unique setting of our rodeo.Daniel Beard Rodeol Summit Pro Rodeo have followers who travel to the Roundup to watch the stock.Randee Munns has followers near and far who travel to watch his act.Molly Morrow,our official PRCA photographer,has notoriety with followers across the country.Our announcer, Cody Hodge,keeps the crowd engaged,entertained and educates the spectators. The "jumbo-tron"(a.k.a.the BIG SCREEN)has been a huge hit for the last 2 years, not only for the spectators but all of our sponsors get their business names mentioned there.The rodeo itself is PRCA sanctioned and that in and of itself, draws its own crowd.With the rodeo and the band playing afterwards,our event lasts over 4 hours,which encourages people to stay overnight. 2500 character linit Response 2.1:In 2019 we kept count of spectator attendance with a clicker at the gate and Evidence*recorded zip codes during ticket sales.Our spectator count from distances 50 miles or greater were:702 more than 50 miles,75 from out of WA State,and 29 from out of the USA. 2500 character lirrit Response 2.2:2.To a place fifty rriles or rrore away fram their place of residence or business for the day or staying overnight; Projection We have targeted advertising of our stock contractor,clown,facility and local accommodations to attract spectators from distances of over 50 miles away.We have multiple reasons why people choose to use local accommodations:1.Our event is 2 days and they want to watch both performances.2.Our event is greater than 4 hours and ends late in the evening which encourages overnight stays rather than driving a significant distance 2500 character lirrit Response 2.2:In 2019 we kept count of spectator attendance wth a clicker at the gate and Evidence*recorded zip codes during ticket sales.Our spectator count from distances 50 miles or greater være:702 more than 50 miles,75 from out of WA State,and 29 from out of the USA.Additionally we had 159 vendors,volunteers and rodeo participants from distances further than 50 miles away. 2500 character linit Response 2.3:3.or fromanother country or state outside of their place of residence or business. Projection Money received wili result in increases in the number of people traveling to the Cle Elum Roundup from another country or state outside of their place of residence or business.Our venue has national western lifestyle following that helps us to attract rodeo spectators.Our photographer is nationally recognized and people from across the country travel to rodeos that she is the official photographer for as they know her work and her representation of PRCA.Contestants come from other states &countries to participate in this ever growing PRCA rodeo.Our stock contractor Summit Pro Rodeo/Daniel Beard Rodeo has a following across the country of both spectators and contestants who attend to ride and watch their spectacular stock. 2500 character lirrit Response 2.3:In 2019 we kept count of spectator attendance with a clicker at the gate and Evidence*recorded zip codes during ticket sales.Our spectator count from distances 50 miles or gieater were:702 more than 50 miles,75 frortiout of WA State,and 29 from out of the USA.Additionally we had 159 vendors,volunteers and rodeo participants from distances further than 50 miles away. 2500 character lirrit 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:W,at tools will you use to treasure your event's inpact on tourisrn?Rease be specWic and provide exartples. Measuring Results We will continue to gather zip codes during ticket sales.We will collect contestant entry information through the PRCA.We will collect Vendor applications.We will use an event survey during the event.We can use an email survey (to those in attendance that we have emails for)to followup after the event with specific questions regarding their visit.We will collect WSHP overnight reservation information.We will contact Hotels (county-wide)for overnight stay information.We will contact restaurants for change in business during our event.We plan to increased volunteers to collect the above information. 2500 character linit Response 3 A:A.Is your projectlevent year-round or is it seasonal or date-specWic? Measuring Results C Year Round C Seasonal R Date Specific Your selection here should be supported by the dates you provided above,in the Floject or Event inforrmtion section. Response 3 B:B.½hat strategies will you enploy to assure you are attracting tourists from at least 50 niles away? Measuring Results The strategies we employ to assure we attract tourists from at least 50 miles away include social media,radio advertising,print advertising,Royalty visits to rodeos across WA,OR,&ID,nationally recognized stock contractors,facility, photographers,clown act and that we are a PRCA sanctioned rodeo. 2500 character lirrit Response 3 C:C what strategies will you use to assist in rmrketing all of Kittkas County as a tourist destination wkh your Measuring ResultS*event/projectfundingrequest? The strategies we use to assist in marketing all of Kittitas County as a tourist destination is using the designated logos for Live Life in Color,City of Cle Elum, and Kittitas County Chamber of Commerce,as well as,the "#HowWeDoCleElum" tag on advertising material and on our website.Our website has a local accommodations page with links to overnight options throughout the county. Partnering with the WSHP,Daniel Beard/Summit Pro Rodeo and premier sponsors Windy Chevrolet,Heritage Law Office,Evergreen Financial and Luft Trailer Sales, provides increased promotion of Kittitas County as a whole.Our announcer recognizes sponsors throughout the Roundup and sponsor flags are flown during grand entry and half time and the big screen continually highlights our sponsors throughout the two rodeos to generate recognition and advertising of local businesses in Kittitas County. 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 have many partners that have been with us since the Roundup's inception 6 years ago.These include The Washington State Horse Park,Daniel Beard Rodeo, Eagle Valley,Cle Elum Eagles,Roslyn Riders,Toby Williams Remax,Bator Lumbar &Luft Trailers.Since then we have grown to more than 45 sponsors who promote the Roundup through social media,hanging our posters at their locations,and through our website with logos and links to businesses throughout Kittitas County. Each year we also partner with events such as Bares &Bronc in Ellensburg,Roslyn Riders Playday,Spirit Therapeutic Riding Center in Ellensburg,Rotary Golf Tournament,Youth Services Mentor Program,&Eagles Scholarship Golf Tournament.Our announcer promotes all these partnerships as well as the EIIensburg Rodeo throughout our performances. 2500 character linit 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*We are working to make this project self-sustaining.Some of the steps we are taking are focused around ticket sales.For 2019 we changed the ticket price between Friday and Saturday performances to encourage a sell out for Friday night.This was a success.We also had an overall ticket price increase.Tickets sold out at both of our performances with standing room only.We are looking to have more seats available and leveled ticket prices based on seating location for 2020 which will help to increase attendance.However this may also increase our expenses as there will be a need for more seating than that which is provided by the facility.We are looking at moving our event to the covered arena for 2020 as this arena can accommodate greater seating.We can increase revenue through higher contestant participation.We are putting together a 3 year plan to secure sponsorships for higher contestant payout.This year we changed the sponsorship levels to make them more attractive to a greater number of businesses.This helped to generate sponsorship interest for 2020.We have plans to put money in reserve to start to become self-sustaining. 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 We now have 6 successful rodeos under our belt and we truly wish to continue that trend.Every year we review the pros and cons of our event and all that leads up to it so that we can continue to improve.Our mission is and will continue to be:The Cle Elum Roundup Association is a non-prof¡t organization comprised of dedicated volunteers working to strengthen our community through the traditions of Roundup and the awesome sport of rodeo.Our community benefits from the attendance to the Roundup through use of local businesses such as gas stations,bakeries, restaurants,grocery stores,hotels,RV resorts,shops,etc.The Roundup also has Royalty representing Cle Elum and the Roundup across the Pacific Northwest. They volunteer numerous hours attending rodeos throughout WA,OR &ID,local events,parades,coronations,schools,nursing homes and other various places in spreading the word about our community,the Roundup and the western way of life. They also inspire little girls to go for their dreams of becoming a Rodeo Queen and we have seen an increase in attendance nowthat we have a royalty program. Seating continues to be a challenge.We are working toward a solution for the 2020 season.With additional seating,traveling royalty,&strong strategic planning we will work to increase tourism in Cle Elum and throughout Kittitas County. 2500 character lirrit Supporting Documents You rmy upload any supporting docurmnts such as graphs,irmges,diagrarts,rrerketing rmterials,etc You are allowed to subrrit up to 3 single page (US Letter)docurrents in J¾R]F or llFFforrret 7|Previous Lodging Tax Grant Information Previous Years Ets 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 1,776 2,000 How many days did/will your event occur? Prior Year*Projected 2 2 How many paid overnight stays were and/or will be booked as a result of your project/event? Prior Year Projected * 453 475 Paid Overnights'Data Support Explain howthe room nights data above from the prior year was collected and how the projection for the next year is derived.(For example,if there was a survey conducted for the prior year,e×plain the methodologý.For the projections, what are they based upon and how is that basis justified?) Prior Year Paid We were able to confirm overnight RV at the WSHP through Horse Park records. Overnight's Stay Using the STR Report and information received from Amy McGuffin,CEO of theResponse*Kittitas Chamber of Commerce,we understand that there are 1,111 rooms in the County.84%of the rooms were booked in the county for Friday,July 26,2019 and 91%were booked for Saturday,July 27th.As advised by McGuffin 70%of the rooms booked could be considered out of county.It would be reasonable to assume that the Roundup accounted for 1/3 of the occupancy based on 3 larger events (including the Roundup)happening in Kittitas County that weekend. Calculations: Friday: 1,111 total rooms @ 84%occupancy =933.24 rooms occupied 933.24 room occupied /3 (events)=311.08 rooms occupied 311.08 rooms occupied @ 70%out of county occupancy =217.76 out of county room occupancy for Roundup Saturday: 1,111 total rooms @ 91%occupancy =1,011 rooms occupied 1,011 rooms occupied /3 (events)=337 rooms occupied 337 rooms occupied @ 70%out of county occupancy =235.90 out of county room occupancy Total Cle Elum Roundup out of county occupancy =453 We have projected a 5%increase for 2020 based on our increased attendance projections. 2500 character lirrit. Prior Year Paid in addition to field above,you nay upload the evidence to support the prior years'roordnight inforrration. Overnight Stay Data You rmy upload up to three single pages (US Letter),of inforrmtion.If you a single rnilti-page docurnant,ordy thefirst three pages will be considered.The following forrrets,will be accepted.JFG,FDFor 31FF 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 BudgetOverview. Funding sources and amounts which have not yet been secured will be listed separately,in the field(s)directly below. Finally,what changes would occur if the project couldn't be funded? Other Funding *Ebes your organization have,or have you applied for funding from other sources? E Yes C No Funding for which you have applied but not yet secured Funding Source Amount The City of Cle Elum Lodging Ta× $15,000.00 Funding Shortfalls *W,at changes would occuHf the project couldn't be funded? If the project couldn't be funded,we would have to change our business model and wouldn't be able to include aspects of the Roundup that attract visitors such as the clown act,high quality stock,PRCA photographer,change of venue,change sanctioning or even possibly cancel the rodeo. 2500 character lirrit Matching Funds 10.00 Percentage % lhis fidd will auto fill with the correct percentage based on your input to budget section below 9|Project Budget Overview Please complete budget for this project/proposal.If your agency operates independently of this project application it may not be necessary to submit the entire agency budget.You must submit a budget which specifically pertains to the projectleventfor which you are requesting funding and adheres to the basic budget format shown below. The budget must include anticipated revenues,expenditures,and any potential profit or loss.For projectslevents which are ongoing for more than one (1)year,please also submit actuals from the previous three (3)years of operations (need not be consecutive)for the project/proposal if applicable. For any claimed in-kind contributions valued at $500 or more and related to marketingladvertising,you must submit verifying documentation which assures the contribution will be provided.For instance,if you are claiming in-kind contributions in the form of advertising match,a binding contract itemizing the matching value and obligating each party must be provided. ATTENTION:In an effort to aIlow 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 claimed in-kind contributions valued at $500 or rrore and rdated to rrarketing/advedsing,you rrust subrvit Contributions verifying docurrentation which assures the contdbution 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 $7,494.00 $11,320.00 Funding All Other Revenues Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Sponsors $30000.00 $43300.00 $42000.00 $50000.00 Sales $11141.00 $17772.00 $43255.00 $45000.00 Royalty $0.00 $0.00 $11161.00 $11000.00 In-Kind Contributions (except volunteerism) Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Royalty Inkind $0.00 $0.00 $4000.00 $4000.00 Rodeo Inkind $2250.00 $4000.00 $5000.00 $5000.00 Contributions of Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Number of Hours 1,275 3,543 3,700 5,917 Evidence of Volunteer Rease upload a single file which offers evidence in support of the projected vdunteer hours.Contributions* 2020 Volunteer Hour Projection.pdf 402.38KB Calculated Value of $139,404.52 Projected Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Revenue Totals $43391.00 $65072.00 $112910.00 $265724.52 Expenses Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Admin $2500.00 $4637.00 $18646.55 $20000.00 Hospitality $0.00 $0.00 $1000.00 $1000.00 Venue $38000.00 $51897.00 $18722.44 $20000.00 Marketing $5067.00 $9231.00 $14032.00 $15000.00 Cost of Goods Sold $0.00 $0.00 $7486.00 $7200.00 Production $0.00 $0.00 $37220.00 $37500.00 Royalty $0.00 $0.00 $9644.00 $7000.00 Security $0.00 $0.00 $1084.00 $1500.00 Supplies $0.00 $0.00 $3980.00 $4000.00 Past Actual 3 Past Actual 2 Past Actual 1 Projected Expense Totals $45567.00 $65765.00 $111814.99 $113200.00 Profit &Loss Past Actual 3 Past Actual 2 Past Actual 1 Projected Past Actual 3 Past Actual 2 Past Actual 1 Projected $-2176.00 $-693.00 $1095.01 $152524.52 Application Certification The applicant here cedifies and affirms:1.That it does not now,nor will it during the performance of any contract arising from this application,unlawfully discriminate against any employee,applicant for employment,client,customer,or other person who might benefit from said contract,by reason of age,race,color,ethnicity,sex,religion,military status,sexual orientation,creed,place of birth,or disability;2.That it will abide by all relevant local,state and federal laws and regulations and;3.That it has read the information contained in the Instructions on pages 1 and 2 and understands and will comply with all provisions thereof. Certified by: Name*Beverly Miller Applicant's Title*Secretary,Cle Elum Roundup Association Secretary of Sta te Charities Pro40r2a3m4 -¯¯--¯$Ñ-Olympia,WA 98504 Tel 360.725.0378 sos.wa.gov/charities charities@sos.wa.gov April 5,2016 CLE ELUM ROUNDUP ASSOCIATION PO BOX 671 CLE ELUM,WA 98922 Registration Number:38262 Dear CLE ELUM ROUNDUP ASSOCIATION, The information submitted on behalf of CLE ELUM ROUNDUP ASSOCIATION claiming exemption from registration requirements under the Charitable Solicitations Act,RCW 19.09, has been received and filed. Any changes to the organization's registration information (e.g.name,address,tel&phone number,etc.)must be reported to the Charities Program in writing within 30 days.The organization can report such changes by submitting a Charitable Organization or Combined Fund Drive Amendment form or an Optional Registration "Update."These forms are available at www.sos.wa.qov/charities/AlfForms.ospx As an organization that is exempt from registration,CLE ELUM ROUNDUP ASSOCIATION is not required to renew annually or provide our office with copies of its financial information (e.g. IRS federal returns).However,if the organization engages in one or more of the following activities,its exemption from registration is invalid and annual registration with the Charities Program will be required: •Raising $50,000 or more in any accounting year (in WA and other states);or •Paying officers,employees or other persons;or •Contracting with a paid commercial fundraiser or fundraising entity if the organization's exemption becomes invalid,please contact the Charities Program for the appropriate form and instructions. Our office provides educational resources and training opportunities for nonprofit and charitable organizations throughoutWashington State.Visit http://www.sos.wa.gov/chorilies/TrainineSionuo.aspx to view these resources and learn more. Please contact our office at charities@sos.wa.gov or (360)725-0378 if you have any questions. Sincerely, Pamm Morgan Charities Program Office of the Secretary of State Charity Exempt Confirmalion Letter (Vol)Revised 10/2014 Positions Hours President 400 VP 300 Secretary 400 Treasurer 400 Marketing Director 300 Sponsorship Director 400 Parking Director 70 Parking Attendants 84 Hospitality Director 250 Beer Garden/VIP Director 75 Setup Crew 50 Break-Down Crew 50 VIP Tent 30 Merchandise 20 Ticket Sales 56 Royalty Director 450 Royalty 800 Royalty Chaperones 800 Kids Corral 20 Parades &Fair 30 Arena help 150 Grand Entry Director 87 Flag Riders 440 Transportation service 20 Security Director 75 Volunteer Director 100 General Event Volunteer 60 Total Volunteer Hours Projected 2020 5917 Exhibit "B" Guidelines and Requirements for Expenditure Reimbursements from Lodging Tax Section 1.Branding Contractors who have been approved to utilize grant awards for advertising expenditures must incorporate Kittitas County and the appropriate City of Cle Elum,EIIensburg,or Roslyn tourism information as follows: A.Websites and Social Media Sites must include the County's and appropriate City's tourism website logo with an operational link to the site(s).The logo must be displayed on the contractor's home page,it must be sized no smaller than ½inch in height,and must be surrounded by appropriate white space to allow easy recognition and legibility.Contractors shall not change the logo(s)in color or appearance. B.Print Advertising and Online Display Advertising of all types (including but not limited to newspaper,periodicals,flyers,posters,billboards,direct mail,e-newsletters,third-party websites,streaming displays,etc.)must include the County's and appropriate City's tourism website logo.The logo must be sized no smaller than ½inch in height,and must be surrounded by appropriate white space to allow easy recognition and legibility.Contractors shall not change the logo(s)in color or appearance. C.Video Advertising of all types (including but not limited to television,online,electronic kiosks, motion billboards,etc.)must include the County's and appropriate City's tourism website logo. The logo must be sized no smaller than ½inch in height,and must be surrounded by appropriate white space to allow easy recognition and legibility.Contractors shall not change the logo(s)in color or appearance. All logos and website information may be obtained by contacting the Director of Tourism,Kittitas County Chamber of Commerce. Section 2.Advertising Reimbursements Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere to the following guidelines and requirements for each type of advertising media utilized. A.Print Advertising: 1.Print advertising placed with any media provider which operates exclusively outside of Kittitas County may be reimbursed at 100%of the cost,including any production costs.To operate exclusively outside of Kittitas County,the provider must not be physically located in the County and/or not distribute any media within the County. 2.Print advertising placed with any media provider which operates inside Kittitas County may be reimbursed as follows: a.For date-specific events,advertising the day of the event and up to 10 days prior to the event may be reimbursed at 100%of the cost,including any production costs. b.For seasonal or year-round events,or for date-specific events outside of the time- frame in Section 2 A,(2)(a)above,advertising reimbursement requests must include a statement from the media provider specifying the percentage distribution to areas outside of Kittitas County.Reimbursements will be allowed for the amount distributed outside of Kittitas County,including any production costs. B.Television Advertising: 1.Television advertising placed with any media provider outside the Yakima/Kittitas DMA will be reimbursed at 100%of the cost,including any production cost. 2.Television advertising placed with any media provider inside the Yakima /Kittitas DMA will be reimbursed as follows: a.For date-specific events,advertising the day of the event and up to 7 days prior to the event may be reimbursed at 100%of the cost,including any production costs. b.For seasonal or year-round events,or for date-specific events outside of the time- frame in Section 2 B,2(a)above,advertising may be reimbursed at the rate of 70%of the total cost,including any production costs. C.Online Advertising: 1.Online advertising and promotion may be reimbursed at 100%of the cost,including any production cost. 2.Streamed media (radio,television,other)requests for reimbursement must include a statement from the media provider specifying the percentage of recipients which are outside of Kittitas County.Reimbursements will be allowed for the percentage distributed outside of Kittitas County,including any production costs. D.Direct Mail: 1.Direct mail advertising may be reimbursed at 100%of the cost,including any production cost,for each item mailed or shipped to a destination outside of Kittitas County.In order to receive reimbursement,a list of the addresses and a signed statement from the contractor that the list is accurate,or other proof of delivery,must be provided along with other required documentation. E.Flyers/Posters: 1.Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100%of the cost,including any production cost.In order to receive reimbursement,a list of the locations where flyers or posters were posted outside of Kittitas County,a signed statement from the contractor that the list is accurate and a copy of the poster/flyer must be provided along with other required documentation. 2.Banners which are placed inside of Kittitas County may be reimbursed at 100%of the cost, including any production costs.In order to receive reimbursement,the banner cannot list a specified date or location.Request can only be made one time. 3.Signage (site layout use only)which are placed inside of the venue/facility of the event may be reimbursed at 100%of the cost,including any production costs.In order to receive reimbursement,the signage cannot list specified date or location.Request can only be made one time.(i.e.ADA Parking/Parking,Loading Zone,Evacuation Route,Bathrooms,and Stage locations) F.Radio Advertising: 1.Radio advertising placed with any media provider located outside of Kittitas County may be reimbursed at 100%of the cost,including any production cost. 2.Radio advertising placed with any media provider located inside of Kittitas County may be reimbursed as follows: a.For date-specific events,advertising the day of the event and up to 7 days prior to the event may be reimbursed at 100%of the cost,including any production cost. b.For seasonal or year-round events,or for date-specific events outside of the time- frame in Section 2 F,2(a)above,advertising may be reimbursed at the rate of 30%of the total cost,including any production costs. G.Operation Reimbursement: 1.Operation costs may be reimbursed 100%of the paid invoice cost.In order to receive reimbursement operations invoice must an approved cost from the Consolidated Lodging Tax committee members list.Invoice provided must include notation of payment with proof of payment. 2.Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed at 100%of cost.In order to receive reimbursement,a signed statement from the receiver along with other required documentation.Mileage reimbursement subject to IRS mileage reimbursement rates which may change annually. 3.Items not eligible for reimbursement: a.Salaries of employees b.Capitol purchases-any item with 3+years life and over $5,000. c.Licenses,permits,insurance,or credit card fees