HomeMy WebLinkAbout022-Hospice FriendsLT-2020-022-HOSPICE FRIENDS
2020 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND HOSPICE FRIENDS
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 HOSPICE FRIENDS
("Contractor"),for the 2020 Bower's Field Fly-In ("Event").
WHEREAS,the purpose of this Agreement is to provide for activities and expenditures
designed to increase tourism,
NOW THEREFORE,in consideration of the terms and conditions contained herein,or
attached and incorporated and made a part hereof,the County and the Contractor mutually agree
as follows:
Section 1.Scope of Work.
a.Contractor shall provide the services and staff described in its Application for Lodging Tax
Funds submitted to the Lodging Tax Advisory Committee,attached hereto as Exhibit "A"
which is attached hereto and incorporated herein by this reference.
b.Except as otherwise specifically provided in this Agreement,Contractor shall furnish the
following as required to perform the services,described in Paragraph (a)above,in
accordance with this Agreement:Personnel,labor and supervision;technical,professional
and other services.All such services,property and other items furnished or required to be
furnished,together with all other obligations performed,or required to be performed,by
Contractor under this Agreement are collectively referred to herein as "Services."
c.Contractor shall commence,perform and complete such Services in accordance with Exhibit
"B"which is attached hereto and incorporated herein by this reference.
Section 2.Payment.
a.As full compensation for satisfactory performance of the Contractor's Services,the County
agrees to pay Contractor the sum of fourteen thousand dollars ($14,000)(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 fourteen thousand
dollars ($14,000)(Kittitas Co.Iodging 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 5th Ave -Suite 105
Ellensburg,WA 98926
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auditorsaccountinR¢Dco.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:
•Social media marketing
•Event branding
•Venue promotions
•Print and broadcast marketing
•Talent
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,
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and further agrees to keep them in full force and effect during the term of this Agreement.
d.The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race,creed,color,national origin,age,
sex,marital status,or the presence of a physical,sensory,or mental handicap.
e.The Services shall at all times be subject to inspection by and approval of the County,but
the County's making (or failure or delay in making)such inspection or approval shall not
relieve Contractor of its responsibility to perform the Services in accord with this
Agreement,notwithstanding the County's knowledge of defective or non-complying
performance,or the substantiality or ease of discovering the same.Contractor shall provide
the County with sufficient,safe,and proper facilities and equipment for such inspection and
free access to such facilities.
f.This contract is subject to review by any Federal or State auditor.Contractor shall promptly
furnish the County or its designee,or such Federal or State auditor with such information
related to the Services as may be requested by the applicable governmental entity.
Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6)years after contract termination.
For such duration after the County makes final payment of compensation due hereunder,
Contractor shall provide the County access to (and the County shall have the right to
examine,audit and copy,with or without notice)all of Contractor's books,documents,
papers and records related to the Services or this Agreement.
g.Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state,federal,social security,and local taxes,of every nature,
arising from Contractor's performance of this Agreement.All compensation received by the
Contractor will be reported to the Internal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4.Release,indemnity,and Hold Harmless.
The County assumes no liability for the Contractor's actions under this Agreement.Contractor
releases and shall defend,indemnify,and hold harmless the County,its officers and employees,
agents,representatives,attorneys and/or volunteers,from and against all claims,costs,liabilities,
damages,and expenses,(including,but not limited to,reasonable attorney fees)which arise or
may arise or be alleged to arise out of or by reason of this Agreement including:
•Any fault,negligence,strict liability or product liability of Contractor in connection with the
Services for this Agreement;
•Any lien asserted upon any property of the County in connection with the Services for this
Agreement;
•Any failure of Contractor,or of the Services,to comply with any applicable law,ordinance,
rule,regulation,order,license,permit and other requirement,now or hereafter in effect,of
any governmental authority;or
•Any breach of or default under this Agreement by Contractor.
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Section 5.Compliance with Public Records Law.
a.In compliance with Washington's public records law,the County will retain copies of any
documents associated with this Agreement,which may be required by law unless legally
exempt from such retention,for any applicable legally required retention period.
b.In the event a public records request is made to the County for documents created in
relation to this Agreement,should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws,the County shall provide notice to
Contractor pursuant to Washington's public records act,chapter 42.56 RCW,to allow
Contractor to seek a court injunction.
c.The County specifically shall not be liable to Contractor for the County's release under public
records laws of any documents not protected by trademark,copyright or other law.
Section 6.Industrial Insurance Waiver.
With respect to performance of this Agreement and as to any claims against the County,its Additional
Insureds,officers,agents and employees,the Contractor expressly waives its immunity under Title 51
of the Revised Code of Washington,the Industrial Insurance Act,for injuries to Contractor's employees
and agrees that the obligations to indemnify,defend and hold harmless provided in this Agreement
extend to any claim brought by or on behalf of any employee of the Contractor.This waiver is
mutually negotiated by the parties to this Agreement.
Section 7.Insurance and Endorsements.
a.The County may require through a request in writing that the Contractor provide the County
with a certificate,binder,or policy of liability insurance,acceptable to the County in an
amount specified by the County.
b.Such liability insurance shall be such as will protect Contractor,its employees,agents and
representatives,from all claims,losses,harm,costs,liabilities,damages and expenses
arising out of personal injury (including death)or property damage that may result from
performance of the Services or this Agreement,whether such performance is by Contractor
or any of its employees,agents or representatives.
c.Should the County require such liability insurance,the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d.Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
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
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retention,deductibles,or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
Contractor shall furnish the County a certificate of insurance with Endorsement as evidence
that the required policies are in full force and effect.
Section 8.Termination.
The County may,by written notice thereof to Contractor,terminate this Agreement as to all or any
portion of the Services not yet performed,whether or not Contractor is in breach or default.Upon
receiving such notice of termination,Contractor shall,except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice.In the event the
County terminates the Contractor's Services,the Contractor is obligated and hereby agrees to
refund to the County all monies paid for Services not yet rendered by the Contractor,if any,as of
the date of the notice of termination.
Section 9.Miscellaneous.
a.Contractor shall not (by contract,operation of law or otherwise)assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
b.This Agreement embodies the entire Agreement between the County and Contractor,and
supersedes any and all prior oral or written communications,proposals,conditions,promises,
representations,or understandings regarding the Services.No change,amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
c.Notice for any purpose under this Agreement,except service of process,shall be given by
the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor,205 W.
5th Ave.Ste.108,EIIensburg,WA 98926.For all purposes under this Agreement,any notice by
the County to the Contractor shall be given to the Contractor's address provided on the
signature page.Notice may be given by delivery or by depositing in the U.S.Mail,first class,
postage prepaid,certified mail,return receipt requested.
d.The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict,affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
e.This Agreement may be executed in one or more counterparts and by facsimile,each of
which will be deemed an original,but all of which together will constitute one and the same
instrument.
f.Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
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
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violation of any applicable law,ordinance,or regulation the consequence of which will or
may materially affect Contractor's ability to perform its obligations under this Agreement.
g.If any term or condition of this Agreement or the application thereof to any person(s)or
circumstances is held invalid,such invalidity shall not affect the other terms,conditions or
applications which can be given effect without the invalid term,condition or application.To
this end,the terms and conditions of this Agreement are declared severable.
h.The exclusive venue for any action brought to enforce this Agreement or any of its terms
shall be in Kittitas County,State of Washington.
KITTITAS COUNTY
BOARD OF COUNTY COMMISSIONERS CONTRACTOR
Chair [Print Name]
Vice Chair
Commissioner [Address]
[Telephone]
ATTEST:
,Clerk of the Board
APPROVED AS TO FORM:
Deputy Prosecuting Attorney
2020 County Lodging Tax Funding Agreement Page 6
CLTAC:Application for Lodging Tax Grant Funding
Grant Application Od you attend the Grant Application Workshop -2019 hosted by the Kittitas Chunty Charrber of Cormerce?
Workshop -2019 O Yes
C No
Submittal Instructions 6 Yes,
&General I have read and understand Subrrittal Instructions and General Inforrmtion for the 2019 Lodging Tax (kant Funding
Information *Rocess
You are strongly encouraged to compose your responses to the questions of this form with a desktop text
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Organization Information
Name of Organization*Hospice Friends
Organization Address*Street Address
302 E.2nd Avenue
Address Line2
Oty State /FVovince /Region
EL LENS BURG WA
Fbstal /Zip Chde Country
98926 United States
Website www.hospice-friends.org
Federal Tax ID
#*91-1246307
UBI #*601-150-158
Organization is
a:*C Government Entity
G 501(c)3
O 501(c)4
O 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 501 C3 status.pdf 53.54KB
Organization Status Acceptable file forrmts include:JFO FDF or llFE
Contact Information
First Name *Ken
Last Name*Grannan
Phone Number*509-968-5117
Email*director@hospice-friends.org
Project or Event Information
Project/Event Name*Bowers Field Fly-In
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
9/26/2020 9/27/2020
Project/Event Bowers Field,Ellensburg
Location
New or Ongoing C Ongoing Project/Event (More than four years in e×istence)
Project/Event?O New Project/Event (Four or fewer years in existence)
Amount of Funding $18000.00
Requested *
If you selected "ng Fioject/Event"above this arrount rmy not exceed 10%of the total expense budget of this
project.
Funding Request Max 46,500
Tourism Seasons *Fromthe list beJow,what season will your prqect enhance tourisnf?Select any which apply.
E Year-round (January -December)
E Off Season (November -February)
C 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:We are proposing an exciting new event that could have huge potential for
Project/Event increased tourism in Kittitas County.Hospice Friends is working with KittitasDescription*County,Central Washington University and others to bring a Fly-In to Bowers Field.
A Fly-in is a static display of aircraft,including private,commercial and military
displays.
The beautiful thing about a Fly-In is almost everyone is interested in the romance
of flight on some level.With the variation of aircraft,from powered to non-powered,
commercial,military,experimental,balloons and ultralight aircraft,there is
something for just about everyone to enjoy.With the wide array of options,it will
draw interest from all ages and cultures,crossing the normal audience boundaries
one of our events would draw.
The other exciting element of a Fly-In is that it extends the geographical
boundaries.This type of event can draw aircraft both regionally and nationally,
bringing people to the area that may not have experienced our county before.
We will target some of the following demographics,locally,regionally and
nationally,(This is not an exclusive list,but rather examples.)The WPA
(Washington Pilots Association)and other state associations,EAA (Experimental
Aviation Association),FAA (Federal Aviation Administration),Women in Flight,
Flight Schools,WSDOT-Aviation (Washington State Department of Transportation)
and other state aviation divisions,Department of Natural Resources,schools,
family organizations,veteran associations,military,firefighting agencies and private
contractors.
Grant funds will be utilized to fund the following:
Social Media Marketing,Event Branding,Venue Promotions,Print and broadcast
marketing,Talent,Commercial Display's,VIP Hospitality,Strategic Event Planning
and basic overhead expenses.
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List of Intended Use of Funds
Social Media Marketing,Event Branding,Venue
Promotions,Print and broadcast marketing,Talent
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 frarntheir place of residence or business and staying overnight in paid accormodations,
Projection As a new event,not seen for many years in Ellensburg,our marketing will bring
spectators out to experience something new and exciting.Promoting the event as a
family friendly community event will appeal to all ages and demographics.
Money received from this grant will be focused on advertising and promotion of the
event and venue.The advertising will include social media,print and broadcast
media.We will encourage visitors to support the local businesses and activities
Kittitas County has to offer available over the scheduled event weekend.As most
of our participants will be flying in from locations all over the northwest,we will
encourage them to arrive on Friday to be prepared for the Saturday event.We will
also use incentives to get participants and spectators to visit local businesses prior
to attending the Fly-In.We will work with local businesses to provide incentives for
spectators to come the night before or stay the night of the event based on
community activities.Without the marketing investment,this event will not succeed.
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Response 2.1:As stated in the 2018 International Council of Air Shows spectator survey,Evidence*approximately 68%of all spectators travel 40 miles or less to attend these events.
This demographic is much more difficult to entice an overnight stay.However,when
combined with an early AM start time or evening event it is more likely to attract the
hotel stay for these local travelers.Therefore,we are proposing both options with a
sunrise breakfast and a VIP event in the evening.Other studies showthat average
population draws are between 10%-30%of the total population.In Kittitas County
alone,that percentage would equate to 4000 people at 10%draw.We believe this
to be an overly optimistic drawfor the first year.We are currently expecting about
1500 spectators.
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Response 2.2:2.To a place fifty niles or rrore away fromtheir place of residence or business for the day or staying overnight;
Projection*Again,as a new event,it's difficult to project overnight accomodaitions.However,
proper marketing will bring spectators out to experience something new and
e×citing.We plan to market this event to school districts throughout the region as a
family freindly and educational experience,hoping to promote the future of this
event.Money received from this grant will be focused on advertising and promotion
outside of Kittitas County.The advertising will include the event and encourage
visitors to support the local businesses and activities Kittitas County has to offer
available over the scheduled event weekend.We will also use the received funds
to market to regional and national aviation organi2ations to encourage new tourism
visitors.
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Response 2.2:It is stated in the 2018 International Council of Air Shows spectator survey that overEvidence*32%of spectators travel 40-100+miles from their residence to attend events.The
report also states that Radio,TV,Website,social media and news reports are the
most effective types of advertising for aviation related events.The reason for
making this an event to market to schools is because this report also states 56%of
participants attended with chldren.This obviously has to be part of our marketing
strategy.
If we expect 2400 spectators for the event,that would be approximately 768 from
out of county.We are hoping 10-15%of these spectators have overnight
accommodations.The 10-15%is what we have historically seen at our Car Show
events we have hosted for the last 20 years.By combining the event with an early
AM start time or evening event it is more likely to attract the hotel stay for these
travelers.Therefore,we are proposing both options with a sunrise breakfast and a
VIP event in the evening.
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Response 2.3:3.or frornanother country or state outside of their place of residence or business.
Projection Again,the funds will be used the same way as above with a larger focus on
National Organizations,Flying clubs and military personell,for those that will be
traveling from out of state or other counties.
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Response 2.3:Aa a new event I have to site the same facts as prevoius.The 2018 InternationalEvidence*Council of Air Shows spectator survey that over 32%of spectators travel 40-100+
miles from their residence to attend events.One other fact in this report was that
the second highest ethnic group to attend airshows were Hispanics.We will focus
on the large hispanic population in the agricultural regions of Wenatchee,Yakima
Valley,Tri-Cities and Spokane regions.
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Application Questions:Part 2
3|Measuring Results
What tools will you use to measure your event's impact on tourism?Please be specific and provide examples.Include the
following information:
A.Is your project/event year-round or is it seasonal or date-specific?Go to definitions of terms.
B.What strategies will you employ to assure you are attracting tourists from at least 50 miles away?
C.What strategies will you use to assist in marketing all of Kittitas County as a tourist destination with your
event/project funding request?
Response 3:Wet tools will you use to ræasure your event's iripact on tourisn9 Flease be specific and provide exarges.
Measuring Results Our event is Date-Specific.
The stratigies wë will use are similar to what we have done with our car show
events over past years.Through pre-registration we can determine event
participants home locations.We also provide surveys for vendors and participants
which provides us useful information as to distance traveled and overnight
accommodations.
It gets a little more difficult to track spectators,however we have tried to do this in
the past through raffle ticket sales and guest books.We believe there will be
additional tracking abilities through social media taht we haven't taken advantage
of in the past through develping dedicated event pages.
We will also work with local hotels to provide special incentives at check-in to track
those attending the Fly-In.
Hospice Friends is fortunate,as we have several companies and organizations who
support us year round.We plan to work closely with these companies and
organizations to create special menu options,discounts,tours,etc,as incentives to
spectators who want to experience Kittitas County.Last year we worked with
several restaurants during the car showto promote downtown patronage durning
the event.We plan to expand that to many other businesses for the Fly-In.
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Response 3 A:A.Is your projectlevent year-round or is it seasonal or date-specific?
Measuring Results C Year Round C Seasonal R Date Specific
Your selection here should be supported by the dates you provided above,in the Froject or Event Inforrmtion section.
Response 3 B:B what strategies will you enploy to assure you are attracting tourists fromat least 50 niles away?
Measuring Results We plan to market to airports,flying clubs,military families and schools within the
region and state.Focusing the majority of our marketing efforts in the 30-175 mile
range outside of Kittitas County.This will entail social media,print and braodcast
media along with parterning with the FAA,WSDOT Aviation,Flight Schools and
other regional air shows.
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Response 3 C:c what strategies will you useto assist in rmrketing all of KRtkas Œunty as a tourist destnation wäh your
Measuring Results*event/projectfundingrequest?
To promote Kittitas County,we will use our relationships with several companies
and organizations who support us year round.We plan to work closely with these
companies and organizations to create special menu options,discounts,tours,etc,
as incentives to spectators who want to experience Kittitas County.Last year we
worked with several restaurants during the car showto promote downtown
patronage durning the event.We plan to expand that to many other businesses for
the Fly-In event in 2020.
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Application Questions:Part 3
4|Collaboration
If your organization collaborates or has created partnerships with other organizations,groups,or other
events,how is this accomplished?
Collaboration*We have collaborated with many organizations including Kittitas County,CWU,
FAA,WPA,KVFR,DNR,and others to bring a cohesive and unified statement to
the public about the importance of a viable airport in Kittitas county.The Fly-In is
the beginning to this new and exciting future for Bowers Field.
This was initially accomplished through addressing the Kittitas County Aiport
Advisory Council about our ideas.This initial conversation has spawn a renewed
interest in many of the organizations listed above and the first public event will be
held October 5,2019.This event is that kick off for the 2020 fly-In and brings in our
state representative Tom Dent and many others to speak about the future of
aviation in EIIensburg.
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5|Future Plans
Please explain what plans exist to allow this project to become self-sustaining.Include any plans for ticket
sales,event sponsors,and other cost-recovery models.
Future Plans*We don't expect this event to be truly self-sustaining for a few years.With the
amount of work needed at Bowers Field to facilitate large crowds and larger
aircraft,this event will be slow to mature.Our vision,through the renewed spirit of
Bowers Field and future economic growth,we can develop an event that draws
1500 spectators the first year.Within 3 years,we hope to see 4000-5000
spectators over the weekend with over 100 airplanes,food vendors and multiple
live music performances.We will be working closely with Moses Lake,and other
airports who have revived air shoes and operated Fly-In's for many years to help
us grow this event.Eventually ticket sales,concessions,live music and corporate
sponsors will be able to sustain a Fly-in event.We also believe this event will help
boost the economic development of the airport which will in-turn provide other
sponsors and revenue streams for the event.
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Application Cluestions: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 250Dcharacterlirrit
Supporting Documents You rmy upload any supporting docurmnts such as graphs,irmges,diagrarra,rmrketing roterials,etc.
You are allowed to subnit up to 3 single page (US Letter)documents in JFO FU or llFFforrmt
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
O Yes,2 years previous
C 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 *
0 1,500
How many days did/will your event occur?
Prior Year Projected*
0 1
How many paid overnight stays were and/or will be booked as a result of your
project/event?
Prior Year *Projected *
O 75
Paid Overnights'Data Support
E×plain howthe room nights data above from the prior year was collected and howthe projection for the next year is
derived.(For example,if there was a survey conducted for the prior year,explain the methodology.For the projections,
what are they based upon and how is that basis justified?)
Prior Year Paid We do not have prior data.
Overnight's Stay
Response*Based on the 2018 International Council of Air Shows spectator survey.The survey
states that 32%travel from 40-100+miles.If we expect 2400 spectators for the
event,that would be approximately 480 from out of county.Of the 768 we are
hoping 10-15%of these spectators have overnight accommodations.The 10-15%
is what we have historically seen at our Car Show events we have hosted for the
last 20 years.If that is the case we sould se approximately 75 hotel stays for this
event.
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Prior Year Paid b addition to field above,you rmy upload the evidence to support the prior years'roorrinight inforrmtion.
Overnight Stay Data You rmy upload up to three single pages (tJS Letter),of inforrmtion.If you a single num-page docurrent,only the first
three pages will be considered.thefollowing forrats,will be accepted:JFE,FDFor llFF
Application Cluestions:Part 5
8|Funding
Does your organization have,or have you applied for,grant funding from other sources?If not,why not?If yes,please
list the funding you have for the project,including any volunteer and in-kind sources in Question 9|Project Budget
Overview.
Funding sources and amounts which have not yet been secured will be listed separately,in the field(s)directly below.
Finally,what changes would occur if the project couldn't be funded?
Other Funding *Does your organization have,or have you applied for funding frornother sources?
O Yes G No
Explanation *
If not,why not?
We have not applied for other funding as of yet,however we are looking into other
grant opportunities.We have also been working with Kittitas County Public Works
to add items to the 2020 County Budget for upgrades and maintenaince for Bowers
Field for hosting the Fly-In.
2500 character linit
Funding Shortfalls*V\hat changes would occur if the pra ect couldn't be funded?
If this project couldn't be funded,it would very difficult to reach the number of out of
county spectators and our projected toursim impact would be greatly diminished.
2500 character linit.
Matching Funds 275.00
Percentage %
This field will auto fill with the correct percentage based on your input to budget section below.
9|Project Budget Overview
Please coniplete budget for this project/proposal.If your agency operates independently of this project application it may
not be necessary to submit the entire agency budget.You must submit a budget which specifically pertains to the
projectlevent for which you are requesting funding and adheres to the basic budget format shown below.
The budget must include anticipated revenues,expenditures,and any potential profit or loss.For projectslevents which
are ongoing for more than one (1)year,please also submit actuals from the previous three (3)years of operations
(need not be consecutive)for the project/proposal if applicable.
For any claimed in-kind contributions valued at $500 or more and related to marketingladvertising,you must
submit verifying documentation which assures the contribution will be provided.For instance,if you are
claiming in-kind contributions in the form of advertising match,a binding contract itemizing the matching value and
obligating each party must be provided.
ATTENTION:In an effort to allow an adequate levei of flexibility for all applicants,not all fields in the budget portion are
required to be filled before this form is submitted.Providing all applicable data is your responsibility,failure to do
so will potentially jeopardize your application's chance for review.
Verification of In-kind For any clained in-kind contributions valued at $500 or rrore and related to rrarketing/advertising,you mJst subrrit
Contributions ventying docunentation 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 $18,000.00
Funding
All Other Revenues
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
Ticket Sales $0.00 $0.00 $0.00 $21000.00
Concessions $0.00 $0.00 $0.00 $3000.00
Raffle $0.00 $0.00 $0.00 $3500.00
General $0.00 $0.00 $0.00 $10000.00
Sponsorships
Aircraft Display $0.00 $0.00 $0.00 $10000.00
Sponsorships
Donations $0.00 $0.00 $0.00 $2000.00
In-Kind Contributions (except volunteerism)
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
$0.00 $0.00 $0.00 $
Contributions of Volunteer Time
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Number of Hours 150
Evidence of Volunteer Flease upload a single file which offers evidence in support of the projected volunteer hours.
Contributions Volunteer hours 2017-2018.pdf 84.85KB
Calculated Value of $3,534.00
Projected Volunteer
Time
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Revenue Totals $0.00 $0.00 $0.00 $71034.00
Expenses
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
Static Display &$0.00 $0.00 $0.00 $10000.00
Special Aircraft Cost
Advertising /Venue $0.00 $0.00 $0.00 $14000.00
Promotion
Tent Rentals $0.00 $0.00 $0.00 $3500.00
Lavratory Rentals $0.00 $0.00 $0.00 $2500.00
Bands /Music $0.00 $0.00 $0.00 $8000.00
Hospitality /Vip $0.00 $0.00 $0.00 $2000.00
Security $0.00 $0.00 $0.00 $1000.00
Raffle Items $0.00 $0.00 $0.00 $1500.00
Awards /Give $0.00 $0.00 $0.00 $2000.00
Aways
Admin /permits /$0.00 $0.00 $0.00 $2000.00
misc.
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Expense Totals $0.00 $0.00 $0.00 $46500.00
Profit &Loss
Past Actual 3 Past Actual 2 Past Actual 1 Projected
$0.00 $0.00 $0.00 $24534.00
Application Certification
The applicant here certifies and affirms:1.That it does not now,nor will it during the performance of any contract arising
from this application,unlawfully discriminate against any employee,applicant for employment,client,customer,or other
person who might benefit from said contract,by reason of age,race,color,ethnicity,sex,religion,military status,sexual
orientation,creed,place of birth,or disability;2.That it will abide by all relevant local,state and federal laws and
regulations and;3.That it has read the information contained in the Instructions on pages 1 and 2 and understands and
will comply with all provisions thereof.
Certified by:Sign
Name*Ken Grannan
Applicant's Title*Executive Director
COPY
Internal RevenueService
Departmentof the Treasury
P.O.Box 2508
Date:June 30,2006 Cincinnati,OH 45201
Person to Contact:
HOSPICE FRIENDS DALPHENE NAEGELE 31-04012
401 E MOUNTAINVIEW AVE STE 3 CUSTOMER SERVICE SPECIALIST
ELLENSBURG WA 98926-3795 Toll Free TelephoneNumber:
877-829-5500
Federal Identification Number:
91-1246307
Dear Sir or Madam:
This is in response to your request of June 30,2006,regarding your organization's tax-exempt status.
In May 1984 we issued a determination letter that recognized your ofganization as exempt
from federal income tax.Our records indicate thàt your organization is currently exempt
under section 501(c)(3)of the intemal Revenue Code
Our records indicate that your organization is also classified as a public charity under
sections 509(a)(1)and 170(b)(1)(A)(vi)of the Internal Revenue Code.
Our records indicate that contributions to your organization are deductible under section
170 of the Code,and that you are qualified to receive tax deductible bequests,devises,
transfers or gifts under section 2055,2106 or 2522 of the Internal Revenue Code.
If you have any questions,please call us at the telephone number shown in the heading of
this letter.
Sincerely,
Janna .Skufca,Director,TE/GE
Cústomer Acıount Services
an om een o a no e o a g
-a--------6-
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Exhibit "B"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1.Branding
Contractors who have been approved to utilize grant awards for advertising expenditures must
incorporate Kittitas County and the appropriate City of Cle Elum,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 AdvertisinR:
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.Flvers/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