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Home My WebLink About023- Huffman FarmsLT-2020-023-HUFFMAN FARMS 2020 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND HUFFMAN FARMS This Contract,effective January 1,2020 is made and entered into by and between KITTITAS COUNTY ("County"),acting as agent for and on behalf of the City of Ellensburg,a Washington municipal corporation ("City"),a subdivision of the State of Washington,and HUFFMAN FARMS ("Contractor")for the 2020 Huffman Farms Pumpkin Festival ("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 three thousand seven hundred forty three dollars ($3,743)($2,723 City of Ellensburg lodging tax funding and $1,020 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 three thousand seven hundred forty three dollars ($3,743)($2,723 City of Ellensburg lodging tax funding and $1,020 Kittitas Co.lodging tax funding). c.Services/Expensesthat are reimbursed must be dated during the current year and final date to submit reimbursements requests is January 15,2021 after this date funds lapse. d.Requests for reimbursements must be submitted to: 2020 County Lodging Tax Funding Agreement Page 1 LT-2020-023-HUFFMAN FARMS Kittitas County Auditor Attn:Auditor's Accounting 205 West 5th Ave --Suite 105 Ellensburg,WA 98926 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: •Facebook campaign to cities within 1 hr.drive g.Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f)and is further expressly denied funding for the following items as requested in the application as defined in Section 1(a):N/A h.Contractors requesting reimbursement for event-specific expenses shall submit all claims as no more than two reimbursement requests with supporting documentation at the conclusion of the event. L Contractors must complete the Lodging Tax Reimbursement online training course provided by the County Auditor's office prior to filing reimbursement claim.Requests for reimbursement will not be accepted by the County Auditor prior to the training being completed.The training may be found online at the Kittitas County Auditor's website at the following address:http://www.co.kittitas.wa.us/auditor/default.aspx Section 3.Performance by Contractor. a.Contractor shall not (by contract,operation of law or otherwise)delegate or subcontract performance of any Services to any other person or entity without the prior written consent of the County and city.Any such delegation or subcontracting without the County's or City's prior written consent shall be voidable at the County's or City's option. b.Contractor shall at all times be an independent contractor and not an agent or representa- tive of the County or City with regard to performing the Services.Contractor shall not represent that it is,or hold itself out as,an agent or representative of the County or City.In no event shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the County or City.It is understood that the Contractor and the Contractor's staff and employees are not employees of the County or City and are not,therefore,entitled to any benefits provided employees of the County or City. 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.AII laws,ordinances,rules,and orders required to be incorporated into agreements of this character are incorporated into this 2020 County Lodging Tax Funding Agreement Page 2 LT-2020-023-HUFFMAN FARMS Agreement by this reference.Contractor agrees to obtain all required licenses and permits, and further agrees to keep them in full force and effect during the term of this Agreement. d.The County and the Contractor agree that in fulfilling the terms and conditions of this Agreement neither shall discriminate on the basis of race,creed,color,national origin,age, sex,marital status,or the presence of a physical,sensory,mental disability or any other protected status recognized under local,state or federal law. e.The Services shall at all times be subject to inspection by and approval of the County or City, but the County's or City's making (or failure or delay in making)such inspection or approval shall not relieve Contractor of its responsibility to perform the Services in accord with this Agreement,notwithstanding the County's or City's knowledge of defective or non- complying performance,or the substantiality or ease of discovering the same.Contractor shall provide the County or City with sufficient,safe,and proper facilities and equipment for such inspection and free access to such facilities. f.This contract is subject to review by any Federal or State auditor.Contractor shall promptly furnish the County or City,or their designee,or such Federal or State auditor with such information related to the Services as may be requested by the applicable governmental entity.Contractor shall preserve and maintain all financial records and records relating to performance of Services under this Agreement for six (6)years after contract termination. For such duration after the County or City makes final payment of compensation due hereunder,Contractor shall provide the County or City access to (and the County or City shall have the right to examine,audit and copy,with or without notice)all of Contractor's books,documents,papers and records related to the Services or this Agreement. g.Contractor understands and acknowledges that Contractor is solely responsible for its own reporting and accounting of all state,federal,social security,and local taxes,of every nature, arising from Contractor's performance of this Agreement.AII compensation received by the Contractor will be reported to the Internal Revenue Service at the end of the calendar year in accord with the applicable IRS regulations. Section 4.Release,Indemnity,and Hold Harmless. The County or City assumes no liability for the Contractor's actions under this Agreement. Contractor releases and shall defend,indemnify,and hold harmless the County and the City,their officers and employees,agents,representatives,attorneys and/or volunteers,from and against all claims,costs,liabilities,damages,and expenses,(including,but not limited to,reasonable attorney fees)which arise or may arise or be alleged to arise out of or by reason of this Agreement including: •Any fault,negligence,strict liability or product liability of Contractor in connection with the Services for this Agreement; •Any lien asserted upon any property of the County or City in connection with the Services for this Agreement; •Any failure of Contractor,or of the Services,to comply with any applicable law,ordinance, rule,regulation,order,license,permit and other requirement,now or hereafter in effect,of 2020 County Lodging Tax Funding Agreement Page 3 LT-2020-023-HUFFMANFARMS any governmental authority;or •Any breach of or default under this Agreement by Contractor. Section 5.Compliance with Public Records Law. a.In compliance with Washington's public records law,the County will retain copies of any documents associated with this Agreement,which may be required by law unless legally exempt from such retention,for any applicable legally required retention period. b.In the event a public records request is made to the County or City for documents created in relation to this Agreement,should legal uncertainty arise regarding the disclosability of any documents under federal or state public records laws,the County or City shall provide notice to Contractor pursuant to Washington's public records act,chapter 42.56 RCW,to allow Contractor to seek a court injunction. c.The County or City specifically shall not be liable to Contractor for the County's or City's release under public records laws of any documents not otherwise exempt from disclosure by trademark,copyright or other law. Section 6.Industrial Insurance Waiver. With respect to performance of this Agreement and as to any claims against the County or City,their Additional Insureds,officers,agents and employees,the Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington,the Industrial Insurance Act,for injuries to Contractor's employees and agrees that the obligations to indemnify,defend and hold harmless provided in this Agreement extend to any claim brought by or on behalf of any employee of the Contractor.This waiver is mutually negotiated by the parties to this Agreement. Section 7.Insurance and Endorsements. a.The County may require through a request in writing that the Contractor provide the County with a certificate,binder,or policy of liability insurance,acceptable to the County in an amount specified by the County. b.Such liability insurance shall be such as will protect Contractor,its employees,agents and representatives,from all claims,losses,harm,costs,liabilities,damages and expenses arising out of personal injury (including death)or property damage that may result from performance of the Services or this Agreement,whether such performance is by Contractor or any of its employees,agents or representatives. 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. 2020 County Lodging Tax Funding Agreement Page 4 LT-2020-023-HUFFMAN FARMS e.Where insurance is requested by the County,all liability insurance policies shall be endorsed to include the County and City as Additional Insureds and shall stipulate that the insurance afforded by the policies shall be primary insurance,and that any insurance,self-insured retention,deductibles,or risk retention trusts maintained or participated in by the Parties shall be excess and not contributory to any other insurance or self-insurance maintained by the County or City.Contractor shall furnish the County a certificate of insurance with Endorsement as evidence that the required policies are in full force and effect. Section 8.Termination. The County may,by written notice thereof to Contractor,terminate this Agreement as to all or any portion of the Services not yet performed,whether or not Contractor is in breach or default.Upon receiving such notice of termination,Contractor shall,except as otherwise directed by the County, immediately stop performing the Services to the extent specified in the notice.In the event the County terminates the Contractor's Services,the Contractor is obligated and hereby agrees to refund to the County all monies paid for Services not yet rendered by the Contractor,if any,as of the date of the notice of termination. Section 9.Miscellaneous. a.The City is not a party to this Agreement but is an intended third-party beneficiary of this Agreement and to the extent set forth herein certain of its provisions are for the benefit of the City and are enforceable by City in its own name and capacity as a Washington municipal corporation. b.Contractor shall not (by contract,operation of law or otherwise)assign this Agreement or any right or interest in this Agreement without the County's prior written consent. c.This Agreement embodies the entire Agreement between the County and Contractor,and supersedes any and all prior oral or written communications,proposals,conditions,promises, representations,or understandings regarding the Services.No change,amendment or modification of any provision of this Agreement shall be valid unless set forth in a written amendment to the Agreement signed by both parties. d.Notice for any purpose under this Agreement,except service of process,shall be given by the Contractor to the Kittitas County Commissionersand the Kittitas County Auditor,205 W 5th Ave.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. 2020 County Lodging Tax Funding Agreement Page 5 LT-2020-023-HUFFMANFARMS e.The section and paragraph headings of this Agreement are for reference convenience only and are not intended to restrict,affect or be of any weight in interpreting or construing the provisions of such sections or paragraphs. f.This Agreement may be executed in one or more counterparts and by facsimile,each of which will be deemed an original,but all of which together will constitute one and the same instrument. g.Contractor warrants to the County that the individual signing on Contractor's behalf has the requisite power and authority to enter into and to perform Contractor's obligations under this Agreement.Contractor further warrants to the County that Contractor has made no misrepresentation or misleading statement in connection with this Agreement,and is not in violation of any applicable law,ordinance,or regulation the consequence of which will or may materially affect Contractor's ability to perform its obligations under this Agreement. h.If any term or condition of this Agreement or the application thereof to any person(s)or circumstances is held invalid,such invalidity shall not affect the other terms,conditions or applications which can be given effect without the invalid term,condition or application.To this end,the terms and conditions of this Agreement are declared severable. i.The exclusive venue for any action brought to enforce this Agreement or any of its terms shall be in Kittitas County,State of Washington. KITTITAS COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACTOR Chair [Print Name] Vice Chair Commissioner [Address] [Telephone] ATTEST: ,Clerk of the Board APPROVED AS TO FORM: Deputy Prosecuting Attorney 2020 County Lodging Tax Funding Agreement Page 6 \ CLTAC:Application for Lodging Tax Grant Fundingi Grant Application Od you attend the Grant Application Workshop -2019 hosted by the Kittitas County Omrrber of Cormerce? Workshop -2019 O Yes G No Submittal Instructions G Yes, &General I have read and understand Subrrittal Instructions and General Infomation for the 2019 Lodging Tax Gant 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 *Huffman Farms Organization Address*Street Address 6181 Wilson Creek Rd Address Line 2 Oty State /FYovince /Rgion Ellensburg WA Fbstal /Zip CDde County 98926 USA Website huffmanfarms.com Federal Tax ID #*46-3418867 UBI #*603-428-666 Organization is a:*C Government Entity C 501(c)3 C 501(c)4 C 501(c)6 €Other S Corp (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 Reseller_Permit_2016.pdf 1.94MB Organization Status Acceptable file forrrats include:JFO FDF or TlFE Contact Information First Name*Hilary Last Name*Huffman Phone Number*509-899-2002 Email*hilary@huffmanferms.com Project or Event Information Project/Event Name*Huffman Farms Pumpkin Fesitival 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 10/3/2020 10/4/2020 10/10/2020 10/11/2020 10/17/2020 10/18/2020 10/24/2020 10/25/2020 10/31/2020 10/31/2020 Project/Event 6181 Wilson Creek Rd 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 $5475.00 Requested *If you selected "Ongoing Floject/Event"above this arrount rrey not exceed 10%of the total expense budget of this project. Funding Request Max 5,475 Tourism Seasons *Fromthe list below,what season will your project enhancetourisni?Select any which apply. E Year-round (January -December) E Off Season (November -February) 9 Shoulder Season (October or March -May) 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:Huffman Farms is a first generation,family owned u-pick pumpkin patch,open Project/Event every Saturday and Sunday,beginning the last weekend in September,throughDescription*October from 10am to 4pm.Our farm is more than pumpkins.We're all about the experience.Guests enjoy the following activities when at the patch: Pumpkins straight out of the patch Gourdy's Corn Maze Hayrides Petting zoo Pony hop races Jack's Kid Zone Pumpkin chucking Duck races Farm fresh food from the Silo Café ·Gift shop full of fall décor and seasonal items We also offer a Haunted Forest and Corn Maze,every Friday and Saturday night in October,beginning the second weekend.We see this as an ancillary activity to the pumpkin patch.It allows us to attract an entirely different demographic and gives guests one more reason to stay the night when visiting. Finally,we offer field trips Tuesday through Friday,throughout the month of October.This is something we've offered every year,but have not previously mentioned in this application.However,we're recently seen a shift in our field trips, which are attracting schools from as far away as Mattawa,Royal City and Moses Lake.We feel this is a great way to invite families from outside the County to come as part of the field trip and stay for ancillary activities and/or come for return visits. According to an article published in the Capital press,"The 2012 Census of Agriculture -the most recent available -reported an income of over $15 million from agritourism in Washington state."That sets WA State apart from Idaho at $5 million and Oregon at $10 million.WA State agritourism is leading the way in our tri- state area."Nationally,the sector makes up 3.8 percent of agricultural income, based on the 2012 census,which reported over $704 million in agritourism income across the U.S." Grant funds will be applied to any and all marketing efforts that extend 50-miles beyond EIIensburg,as well as any local efforts that allowfor an allocated reimbursement amount.Our marketing plan,in general,includes,but may not be limited to: In partnership with Kittitas County Chamber of Commerce and Genesis Marketing Charter Cable/streaming $2,000.00 Radio $2,500.00 Online $2,000.00 TV Production &Voice Over $1,650.00 Total budget $8,150.00 Bonus received as a partner of the Ellensburg Tourism Campaign:E×posure from MyEllensburg.com social media p 2500 character lirrit List of Intended Use of Funds* Facebook Campaign will target North Bend,Moses Lake,Yakima,Chelan and cities within a one hour dr 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 frorntheir place of residence or business and staying overnight in paid accormodations; Projection In 2018,we estimated 9,000 overall Saturday/Sunday patch guests throughout the month of October.Of those guests,we were able to survey 310.Based on the information given,we learned that 39%were from outside Kittitas County.Of the 310 families surveyed,12i were from outside Kittitas County and 53 (or 44%)of those said they stayed the night for a total oí71 room nights. *Please see question #7 for an example of the survey card. With lodging tax marketing efforts aimed at 50+miles outside Ellensburg,opening one week earlier than past years and having 12 Saturdays/Sundays,we are conservatively estimating that the number of overall guests could growto 10,000 in 2020,with 40%coming from outside the county.Using very conservative numbers, scaled down significantly from our actual findings -10,000 guests would total approximately 3,333 families (average 3 people per family).If 40%of those guests were from outside Kittitas County,that would be î,333 families.If just 20%of those families stayed just one night,that would be 266 room nights. Overnight paid accommodations:266 (20%of out of county families) 2500 character lirrit Response 2.1:This evidence is applicable to all three fields and is derived from short written Evidence*guests surveys and guest interactions with ownership. Year-over-year,the number of visitors we see from outside Kittitas County has grown steadily.Since 2014,we have used a short survey card to ask visitors where they are coming from and if they stayed the night.The results were 32%(2014), 34%(2015)and 37%(2016)38%(2017)and 39%(2018)as out of county guests. We are conservatively expecting to see 40%this year (2019),with total farm guests reaching 9,500.With new marketing efforts this year,including TV commercials,we hope to see our out of county guest number reach 40+%with total guests reaching 9500.At 40%that would be 3,800 guests or 1266 families from outside the County. According to previous event surveys,38-42%of out of county guests stay the night.However,those numbers include stays wth friends/familylvacation homes, etc..For the purpose of this grant,we want to be conservative.So,we are using 20%as the number of out of county families,which will stay the night in 2018. Figuring just one night stay for each of those families,that puts estimated total room nights at 240 2500 character limt Response 2.2:2.To a place fifty rriles or rmre away fromtheir place of residence or business for the day or staying overnight; Projection Day travelers:8,000,or 2,666 families (80%of overall guests) 2500 character lirrit Response 2.2:See 2.1 Evidence *2500 character linit Response 2.3:3.or from another country or state outside of their place of residence or business. Projection Out of state or country:13 (1%of out of county guests) 2500 character linit Response 2.3:See 2.1 Evidence *250D character limt 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:What tools will you use to measure your event's inpact on tourisrre Rease be spec ic and provide exartples. Measuring Results First,we will continue to use a prize/give-a-way offer to obtain guest data.The information we gather will include email,zip code,and if they are staying overnight. Secondly,we will continue to conduct impromptu surveys with as many of our guests as possible.Finally,we will continue to track demographics through Facebook and other online tools. 2500 character linit Response 3 A:A B your projectlevent year-round or is it seasonal or date-specific? Measuring Results C Year Round C Seasonal €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 hat strategies will you enploy to assure you are attracting tourists fromat least 50 niles away? Measuring Results One,in an effort to attract tourists who are already here,we will continue to take advantage of other holiday/seasonal events (i.e.4th of July parade,Labor Day parade,etc.).Two,we will continue to target specific zip codes and demographics through all online efforts (i.e.social media ad buys,bloggers,etc.).Three,we will continue to partner with the Chamber of Commerce and Genesis Marketing, promoting this event through EIIensburg and County platforms.Fourth,we will continue to broaden the scope of our ad buys (i.e.radio,TV,print,etc.in the greater Tri-Cities,Wenatchee areas and Westside where applicable and affordable.Finally,we have a plan in place to partner with vacation rental companies,marketing to their guests that are here throughout the summer season. 2500 character lirrit Response 3 C:C vmat strategies will you use to assist in rmrketing all of Kittkas County as a tourist destination with your Measuring Results*event/projectfundingrequest? We believe that our overall event structure invites guests to make a day trip of visiting the county,and/or stay the night(s).We have also worked very hard to grow our partnerships and will continue to do so.Over the years we have partnered with the following organizationslevents: Tim's Cascade Potato Chips -Sponsor and give-a-ways Ardor Designs -Sponsor The Burg -Sponsor Bite of the Burg Rodeo Parade KXLE -Sponsor Winegars -Huffman Farms Pumpkin ice Cream ' Saddlehouse Organic Coffee -Service and sales on-site Jerrols -Haunted Forest and Corn Maze ticket sales Ellensburg Parks and Recreation -We've provided pumpkins for their events Ellensburg Downtown Association -We provide pumpkins for their Buskers event Spirit of the West -Huffman Farms provided children's activities at event CWU Homecoming -Cross promotion for homecoming events and prizes provided by Huffman Farms Barn Quilt Show Pioneer Days -Kid's Zone Boo Elum -pumpkins FFA 4H ....and more Our gift shop has always welcomed several local businesses such as KJoe designs, Forget Me Not Chic and Blonde Dog. We are also rolling out "Touch a Tractor"this year (2019),sponsored by WA Tractor and we will also be working with several Upper County businesses in 2020, to cross market to summer visitors. Finally,we partner with the Chamber of Commerce and Genesis marketing,to approach marketing with a countywide approach 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 *See 3C for partnerships We also take great pleasure in supporting a number of causes and organizations in the community through donations and pro-bono experiences at the patch, including: YoungLife Night at Huffman Farms Haunted Forest and Corn Maze YoungLife teen moms private patch night Elmview daytime patch field trips Kittitas interactive -Adults with disabilities Trellis -Adults with disabilities St.Andrews Catholic Church Elmview ADA friendly Haunted Forest and Corn Maze Elmview-Daytime patch experience Ellensburg School District field trips for elementary kids with disabilities 4-H Volunteer Fundraiser Family Christian Center Day at Huffman Farms Family Christian Center Easter Egg Hunt at Huffman Farms Bridges Abroad Japanese exchange farm tours 5th Grade Camp donations Spirit Therapeutic Riding Center donations Thorp Mill Dinner and Auction donations CWU Alumni donations Valley Musical Theater donations F.LS.H.Food Bank farm fresh produce Hope Source Gretchen Weller Foundation Tough Enough to Wear Pink Mercer Creek Family Day 2500 character lirrit 5|Future Plans Please explain what plans exist to allow this project to become self-sustaining.Include any plans for ticket sales,event sponsors,and other cost-recovery models. Future Plans*We continue to grow the farm year-after-year.This year (2019),we have expanded our concessions,giving our guests more reason to stay and dine with us.Add¡tions include doughnuts,espresso,caramel apples and popcorn.In 2020,we plan to expand our activity offerings.Ideas include things such as put-put golf and a cow train. While all of the above carry a cost to implement,they will also increase revenue potential. We will also be looking at ways to expand our hours of operation,possibly opening the patch on Fridays.And,we are always looking for ways to expand the overall farm,as it's allowed within the County zoning restrictions. 2500 character lirrit 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 2500 character lirrit Supporting Documents You my upload any supporting docurrents such as graphs,irmges,diagrarm,rmrketing roterials,etc. Corn guess slips_2015.pdf 49.28KB You are slowed to subnil up to 3 single page (lJS Letter)docurænts in JFO FDF or flFFforrmt 7|Previous Lodging Tax Grant Information Previous Years I-hs 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 O Yes,1 year previous O Yes,2 years previous E 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 9,000 10,000 How many days did/will your event occur? Prior Year*Projected * 8 11 How many paid overnight stays were and/or will be booked as a result of your projectlevent? Prior Year*Projected * 216 266 Paid Overnights'Data Support Explain how the 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 In an effort to collect guest/overnight data,we run a "Guess How Many Corn Overnight's Stay Kernels"in the jar contest.The entry slip asks for their guess,contact information,Response*zip code,whether or not they're staying the night and if so,howmany nights. In 2018 we collected 310 survey cards,after eliminating duplicate email addresses. Of those surveyed,39%(121)were from outside the County.Of those 121 guests, 44%stayed the night. With 11 patch days in 2020,we are projecting 10,000 guests overall.If we apply the same numbers from our 2018 survey to those numbers,we would have the following projections: 10,000 guests or 3,333 families (average 3 people per family) Allowing for very conservative growth,assume 40%will be from outside the County, or 1,333 families.Again,using 2018 survey numbers,if 44%of those families stayed one night,that would be 586 room nights.However,we know that many folks that indicate they are staying the night are staying with family/friends,second homes,etc.So,we are using roughly 45%of that number for our projection of 266 room nights. 2500 character lirrit. Prior Year Paid b addition to field above,you rmy upload the evidence to support the prior years'rooninight inforrration. Overnight Stay Data You rmy upload up to three single pages (US Letter),of inforrration.If you a single trulti-page docurmnt,only thefirst three pages will be considered.The following formats,will be accepted:JFC,FDF or TlFF Application Questions:Part 5 8|Funding Does your organization have,or have you applied for,grant funding from other sources?If not,why not?If yes,please list the funding you have for the project,including any volunteer and in-kind sources in Question 9|Project Budget Overview. Funding sources and amounts which have not yet been secured will be listed separately,in the field(s)directly below. Finally,what changes would occur if the project couldn't be funded? Other Funding *Does your orgarnation have,or have you applied for fundingframother sources? C Yes G No Explanation * If not,why not? There are no other options available right now.Should that change,we will apply. 2500 character lirrit Funding Shortfalls *Wiet changes would occur if the project couldn't be funded? Should we not receive the funding we're requesting,we'll have to move to a local marketing effort,where costs are lower. 2500 character lirrit Matching Funds 1015.53 Percentage % lhis field will auto fill with the correct percentage based on your input to budget section below. 9|Project Budget Overview Please complete budget for this project/proposal.If your agency operates independently of this project application it may not be necessary to submit the entire agency budget.You must submit a budget which specifically pertains to theprojectleventforwhichyouarerequestingfundingandadherestothebasicbudgetformatshownbelow. The budget must include anticipated revenues,e×penditures,and any potential profit or loss.For projectslevents which are ongoing for more than one (1)year,please also submit actuals from the previous three (3)years of operations (need not be consecutive)for the project/proposal if applicable. For any claimed in-kind contributions valued at $500 or more and related to marketingladvertising,you must submit verifying documentation which assures the contribution will be provided.For instance,if you are claiming in-kind contributions in the form of advertising match,a binding contract itemizing the matching value and obligating each party must be provided. ATTENTION:In an effort to allow an adequate level of fle×\bility 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 claind in-Wnd contributions valued at $500 or rrore and related to rmrketingladvertising,you mJst subait Contributions verifying documulallo which assures the contribution will be provided. Tacher_In_Kind_2019.pdf 60.99KB 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 $5,000.00 $5,000.00 $6,000.00 $5,475.00 Funding All Other Revenues Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Sales $53439.00 $48749.00 $50000.00 $55000.00 In-Kind Contributions (except volunteerism) Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected KXLE $600.00 $600.00 $600.00 $600.00 Contributions of Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Number of Hours 1,900 1,800 1,500 1,500 Evidence of Volunteer Rease udoad a single file which offers evidence in suppon of the projected volunteer hours. Contributions Volunteer hours_2019.pdf 77.12KB Calculated Value of $35,340.00 Projected Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Revenue Totals $59039.00 $54349.00 $56600.00 $96415.00 Expenses Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Ag $3400.00 $3529.00 $3500.00 $3800.00 Animals $1238.00 $1194.00 $1200.00 $3000.00 Employees $663.00 $336.00 $450.00 $450.00 Equipment $2678.00 $2673.00 $6500.00 $10000.00 Facilities $23567.00 $10625.00 $7500.00 $3000.00 Food $1946.00 $3105.00 $2500.00 $2500.00 Mrktg/Office $7177.00 $9142.00 $8500.00 $8500.00 Ops $7882.00 $8573.00 $8500.00 $8500.00 Resale $6411.00 $9066.00 $8000.00 $8000.00 Profess Srvs $2687.00 $7550.00 $6500.00 $7000.00 Past Actual 3 Past Actual 2 Past Actual 1 Projected Expense Totals $57649.00 $55793.00 $53150.00 $54750.00 Profit &Loss Past Actual 3 Past Actual 2 Past Actual 1 Projected $1390.00 $-1444.00 $3450.00 $41665.00 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 *Hilary Huffman Applicant's Title *President RESELLER PERMIT Washington State Department of Revenue STATE OF PO Box 47476 •Olympia,WA 98504-7476•1-800-647-7706 WASHINGTON 603 428 666 Permit Number:A31 6248 20FIRSTTHINGSFIRSTINC 444 BUCKBOARD LN ELLENSBURG,WA 98926-5521 Effective Date:09-09-2016 Expiration Date:09-08-2020 Business Activities: ALL OTHER MISCELLANEOUSSTORE RETAILERS(EXCEPT TOBACCO STORES) OTHER VEGETABLE (EXCEPT POTATO)AND MELON FARMING This permit can be used to purchase: •Merchandise and inventory for resale without intervening use •Ingredients,components,or chemicals used in processing new articles of tangible personal property produced for sale •Feed,seed,seedlings,fertilizer,and spray materials by a farmer •Materials and contract labor for retail/wholesaleconstruction •Items for dual purposes (see Purchases for Dual Purposes on back) This permit cannot be used to purchase: •Items for personal or household use •Promotional items or gifts •Items used in your business that are not resold,such as office supplies,equipment,tools,and equipment rentals •Materials and contract labor for public road construction or U.S.government contracting (see Definitions on back) •Materials and contract labor for speculative building This permit is no longer valid if the business is closed. The business named on this permit acknowledges: •It is solely responsible for all purchases made under this permit •Misuse of the permit: -Subjects the business to a penalty of 50 percent of the tax due,in addition to the tax,interest,and penalties imposed (RCW 82.32.291) -May result in this permit being revoked Notes (optional): Important:The Department of Revenue may use information from sellers to verify all purchases made with this permit were qualified. Email:Email:Email:ZipCode:ZipCode:ZipCode:How'dyouhearaboutus?How'dyouhearaboutus?How'dyouhearaboutus?ORadioOPosterOBlogORadioOPosterOBlogORadioOPosterOBlogOParadeOFacebookOParadeOFacebookOParadeOFacebookOFriendOOther(pleaselistbelow)OFriendOOther(pleaselistbelow)OFriendOOther(pleaselistbelow)Ifyou'revisitingfromoutoftown,areyouIfyou'revisitingfromoutoftown,areyouIfyou'revisitingfromoutoftown,areyoustayingintownthisweekend?OYesONostayingintownthisweekend?OYesONostayingintownthisweekend?OYesONoIfyes,numberofnights?Ifyes,numberofnights?Ifyes,numberofnights?Now,timeforyourguess!?!?Now,timeforyourguess!?!?Now,timeforyourguess!?!?Email:Email:Email:ZipCode:ZipCode:ZipCode:How'dyouhearaboutus?How'dyouhearaboutus?How'dyouhearaboutus?ORadioOPosterOBlogORadioOPosterOBlogORadioOPosterOBlogOParadeOFacebookOParadeOFacebookOParadeOFacebookOFriendOOther(pleaselistbelow)OFriendOOther(pleaselistbelow)OFriendOOther(pleaselistbelow)Ifyou'revisitingfromoutoftown,areyouIfyou'revisitingfromoutoftown,areyouIfyou'revisitingfromoutoftown,areyoustayingintownthisweekend?OYesONostayingintownthisweekend?OYesONostayingintownthisweekend?OYesONoIfyes,numberofnights?Ifyes,numberofnights?Ifyes,numberofnights?Now,timeforyourguess!?!?Now,timeforyourguess!?!?Now,timeforyourguess!?!? Volunteer Hours Summer months 1volunteer 100 hours Building projects,maintenance,etc. September 2 volunteers 600 hours Harvest,irrigation,preparations October 4 volunteers 800 hours Concessions,gift shop,activities 1500 hours 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.Advertîsing 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