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HomeMy WebLinkAbout025-League of WomenLT-2020-025-LEAGUE OF WOMEN 2020 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND LEAGUE OF WOMEN VOTERS OF WASHINGTON STATE EDUCATION FUND 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 LEAGUE OF WOMEN VOTERS OF WASHINGTON STATE EDUCATION FUND ("Contractor"),for the 2020 Our Voices of Kitco ("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 five thousand dollars ($5,000)(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 five thousand dollars ($5,000)(Kittitas Co.lodging tax funding). c.Services/Expensesthat are reimbursed must be dated during the current year and final date to submit reimbursements requests is January 15,2021 after this date funds lapse. d.Requests for reimbursements must be submitted to: Kittitas County Auditor Attn:Auditor's Accounting 2020 County Lodging Tax Funding Agreement Page 1 LT-2020-025-LEAGUE OF WOMEN 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: •Website and social media development •Advertising •October 24 event costs 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.AII 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, 2020 County Lodging Tax Funding Agreernent Page 2 LT-2020-025-LEAGUE OF WOMEN 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.AII compensation received by the Contractor will be reported to the Internal Revenue Service at the end of the calendar year in accord with the applicable IRS regulations. Section 4.Release,indemnity,and Hold Harmless. The County assumes no liability for the Contractor's actions under this Agreement.Contractor releases and shall defend,indemnify,and hold harmless the County,its officers and employees, agents,representatives,attorneys and/or volunteers,from and against all claims,costs,liabilities, damages,and expenses,(including,but not limited to,reasonable attorney fees)which arise or may arise or be alleged to arise out of or by reason of this Agreement including: •Any fault,negligence,strict liability or product liability of Contractor in connection with the Services for this Agreement; •Any lien asserted upon any property of the County in connection with the Services for this Agreement; •Any failure of Contractor,or of the Services,to comply with any applicable law,ordinance, rule,regulation,order,license,permit and other requirement,now or hereafter in effect,of any governmental authority;or •Any breach of or default under this Agreement by Contractor. 2020 County Lodging Tax Funding Agreement Page 3 LT-2020-025-LEAGUE OF WOMEN 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 2020 County Lodging Tax Funding Agreement Page 4 LT-2020-025-LEAGUE OF WOMEN 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 2020 County Lodging Tax Funding Agreement Page 5 LT-2020-025-LEAGUE OF WOMEN 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 EXHIBIT "A" CLTAC:Application for Lodging Tax Grant Funding Grant Application Od you attend the Grant Application Workshop -2019 hosted by the Kittitas County Chanter of Œrrrerce? Workshop -2019 E Yes C No Submittal Instructions E Yes, &General I have read and understand Subrrittal hstructions and General Inforrmtion for the 2019 Lodging Tax Giant Funding Information *Flocess 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*League of Women Voters of Washington State Education Fund (Kittitas Valley League of Women Voters) Organization Address*Street Address P.O.Box 331 Address Line2 Oty State /Frovince /Region EIIensburg WA Fbstal /Zip Code Country 98926 US Website ourvoicesofkittco.com Federal Tax ID #*91-1849890 UBI #*601-677-779 Organization is a:*C Government Entity G 501(c)3 C 501(c)4 C 501(c)6 C Other (Note:you must submit 501(c)3,501(c)4,or 501(c)6 approval documentation.) Click here to view sample documents (redacted). Upload Proof of IRS Determination Letter.pdf 611.73KB Organization Status Acceptablefileforrrats include:JFO,FDFor TlFF Contact Information First Name*Delores Last Name*InNin Phone Number*509-859-2957 Email*deloresiwv@gmail.com Project or Event Information Project/Event Name*Our Voices of Kittco 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 1/1/2020 12/31/2020 Project/Event Kittitas County Location* New or Ongoing C Ongoing Project/Event (More than four years in existence) Project/Event?E New Project/Event (Four or fewer years in existence) Amount of Funding $10440.00 Requested *If you selected "Ongoing Fioject/Event"above this arount rmy not exceed 10%of the total expense budget of this project Funding Request Max 106,946 Tourism Seasons *Fromthe list below,what season will your pro|ect enhancetounsaf Select any which apply. 2 Year-round (January -December) C Off Season (November -February) E Shoulder Season (October or March -May) O High Season (June -September) Application Questions:Part 1 Please answer each question completely,in the order listed.Please include any supporting data within the response narrative. 1|Project/Event Description Please provide a description of your projectlevent and identify the specific tourism audience/market that your organization will target with these funds.You must include an itemized list of exactly how any grant funds awarded will be utilized. Response 1:The year 2020 marks the 100th anniversary of the passage of the 19th Project/Event Amendment,guaranteeing and protecting women's constitutional right to vote.In Description*honor of the centennial of women's suffrage in the United States,we seek to unite, celebrate,count,and empower all women of Kittitas County.Our Voices of Kittco is a collaborative effort of individuals and organizations,under the auspice of the Kittitas League of Women Voters,who will: -Share the stories of Kittitas County women through exhibits and events on local women (past and present)and the suffrage movement -Connect to other regional,statewide,and national initiatives around the Centennial -Encourage voter registration,census participation,and public service at local community events and canvassing efforts -Promote women's rights and health Our Voices of Kittco project and activities include the co-promotion of our various efforts to meet our purpose through a brochure,website,Facebook page,and other promotions,culminating in collaborative public events on October 24,2020. The co-promotion will focus on an entire year of activities through the collective efforts of arts,history,health,education,and public service in Kittitas County. Planned activities that will be organized and promoted throughout the year include library events,special art and history exhibits,and celebrations in merchant shops. One example of an activity planned is the Donna Nylander play,"May's Vote," which tells the stroy of two Washington State women who led the campaign for women's voting rights.The October 24 event will include a walking/driving tour of homes of significant women of Kittitas County,stories of Kittitas County women through live performances,and activities throughout the communities.As we work with our current and proposed partners and pull together events and activities that celebrate the lives of women,these will be pushed out through the special website ourvoicesofkittco.com,the state website suffrage100wa.com,Facebook, advertising,and two special publications that will be created through the Daily Record.Due to the number of activities being planned,the interest nationally to celebrate women's suffrage and the regional drawthrough connections throughout the state,Our Voices of Kittco believes this will have a strong impact on tourism for Kittitas County and the individual communities throughout the county. 2500 character linit List of Intended (Jse of Funds* website and social media development,advertising, and October 24 event costs 2|Projections of Increased Tourism Please provide the following estimates of how any money received will result in increases in the number of people traveling for business or pleasure on a trip: 1.Away from their place of residence or business and staying overnight in paid accommodations; 2.To a place fifty miles or more away from their place of residence or business for the day or staying overnight; 3.or from another country or state outside of their place of residence or business. You must provide the evidence utilized in determining your projections. Response 2.1:1.Away fromtheir place of residence or business and staying overnight in paid accorrradatons; Projection We project a conservative estimate of 225 overnight stays in paid accommodations Based on the data and experiences of collaborating institutions, we project that visitors staying overnight would also purchase meals,gas,and gifts during their stay.We also understand that visitors are more likely to stay overnight when events are coordinated to occur within the same time frame,thus warranting an extended visit.Given that "Our Voices of Kittco"is a collaborative endeavor, events wll most certainly be scheduled in a thoughtful,coordinated fashion. 2500 character linit Response 2.1:This estimate of 225 overnight stays in paid accommodations is based upon theEvidence*number of confirmed collaborators (14),and a conservative estimate that 60%of partnerships (around 8)we are working to develop wil be successful (resulting in 22 collaborating institutions).Each collaborator has pledged to hold 1 -2+events throughout 2020 (we are estimating 35 events),for which we anticipate a minimum of 5 stays in overnight accommodations.We also anticipate that the culminating events (Oct.24)for "Our Voices of Kittco"will bring individuals from state organizations as well as interested tourists from throughout the region.Therefore, we added another 50 overnight stays in paid accommodations in order to account for this. 14 collaborators +8 new collaborators =~35 events x 5 stays +50 stays (10/24)= 225 stays in order to provide evidence of overnight stays in paid accommodations,we will develop a survey that will be used for all "Our Voices of Kittco"events.Visitors will be queried on 1)their zip code of origin as well as whether they have 2)stayed overnight in a paid accommodation,2)If an affirmative answer to #2,what type of accommodation they stayed in,4)Whether they paid for meals during their stay, and 5)Whether they did any other shopping during their stay. 2500 character lirnt 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 Our conservative estimate is that,across all events at collaborating institutions throughout the year,we will bring in a minimum of 5,000 visitors.Based on data and experiences of collaborating institutions,we anticipate that 30%of these visitors,or 1,500 visitors,will travel from a place 50 miles or more away from their place of residence/business. 2500 character lirrit Response 2.2:This estimate (1,500 visitors traveling from 50 miles or more fromtheir place ofEvidence*residence/business)was achieved by estimating an average of 100 attendees over appro×imately 35 events,with an added 1500 visitors for culminating events on October 24.We then used zip code surveys from collaborating organizations in order to project that 30%of visitors will travel 50 miles or more away from their place of residence/business. 35 events x Avg.100 attendees +1500 attendees (10/24)=5000 visitors /.3 = 1,500 visitors In order to provide evidence of visitors'origins,we will develop a survey that will be used for all "Our Voices of Kittco"events.Visitors will be queried on 1)their zip code of origin as well as whether they have 2)stayed overnight in a paid accommodation,2)If an affirmative answer to #2,what type of accommodation they stayed in,4)Whether they paid for meals during their stay,and 5)Whether they did any other shopping during their stay. 2500 character lirrit Response 2.3:3.or frornanother country or state outside of their dace of residence or business. Projection Our conservative estimate is that,across all events at collaborating institutions throughout the year,we will bring in a minimum of 5,000 visitors.Based on data and experiences of collaborating institutions,we anticipate that 10%of these visitors,or 500 visitors,will travel from outside the country/state. 2500 character lirrit Response 2.3:This estimate (500 visitors traveling from outside the country/state)was achieved Evidence*by estimating an average of 100 visitors over approximately 35 events,with an added 1500 visitors for culminating events on October 24.We then used zip code surveys from collaborating organizations in order to project that 10%of visitors will travel from outside their country/state. 35 events x Avg.100 attendees +1500 attendees (10/24)=5000 visitors /.1 =500 visitors In order to provide evidence of visitors'origins,we will develop a survey that will be used for all "Our Voices of Kittco"events.Visitors will be queried on 1)their zip code of origin as well as whether they have 2)stayed overnight in a paid accommodation,2)If an affirmative answer to #2,what type of accommodation they stayed in,4)Whether they paid for meals during their stay,and 5)Whether they did any other shopping during their stay. 2500 character lirrit Application Questions:Part 2 3|Measuring Results What tools will you use to measure your event's impact on tourism?Please be specific and provide examples.Include the following information: A.Is your projectlevent year-round or is it seasonal or date-specific?Go to definitions of terms. B.What strategies will you employ to assure you are attracting tourists from at least 50 miles away? C.What strategies will you use to assist in marketing all of Kittitas County as a tourist destination with your event/project funding request? Response 3:Wlat tools will you use to ræssure your event's inpact on tourisrrf?Rease be specific and provide exar es. Measuring Results This effort will be large scale,meaning there will be many organizations and businesses involved.Each participating organization or business will be given a tracking sheet that will query visitors on 1)their zip code of origin as well as whether they have 2)stayed overnight in a paid accommodation,2)If an affirmative answer to #2,what type of accommodation they stayed in,4)Whether they paid for meals during their stay,and 5)Whether they did any other shopping during their stay.These tracking sheets will be collected after events and tallied for a total. Many collaborating institutions already track this information and it will be easily incorporated into their efforts. We will also be tracking google analytics on the ourvoicesofkittco.com website and insights into our social media presence in order to be sure we are reaching target audiences that are local and live 50+miles from EIIensburg. With the reach at the state level for the Centennial,we feel our impact of out-of- county visitors will be strong.Many are seeking to celebrate this milestone by sharing in the celebrations throughout Washington State and the US. 2500 character linit Response 3 A:A.Is your projectlevent year-round or is it seasonal or date-specific? Measuring Results E Year Round C Seasonal C Date Specific Your selection here should be supported by the dates you provided above,in the Fioject or Event Inforrmtion section. Response 3 B:B.Wlat strategies will you ersploy to assure you are attracting tourists from at least 50 niles away? Measuring Results Listings and links with the state suffragette website and social media opportunities Creation of a website -ourvoicesofkittco.com and keeping it updated with listings of activities as they become available Creation of social media posts with targeted advertising to groups and individuals who enjoy heritage tourism,are interested in women's issues or history,and women of all ages and backgrounds located more than 50 miles from Ellensburg, mostly west side of the state and tri cities. Mailing promotional materials to other participating organizations outside of Kittitas County Dropping off materials to local hotels to share with guests Making sure materials are available at area museums,galleries and shops Calendar listings in state and regional venues -i.e.NPR affiliates,Daily Record, Chamber,CWU,Wenatchee World,Tri-City Herald,Seattle Times 2500 character lirrit Response 3 C:C Wlat strategies will you use to assist in n-arketing all of Kittites County as a tourist destination wäh your Measuring Results*event/projectfundingrequest? Links to local resources such as myellensburg.com,centralwashingtoncolor.com, Kittitas County downtown associations,CWU,local museums This event will impact all of Kittitas County,as all will be invited to participate in whatever way they see fit,which will in turn market the county as a whole Promotional materials will cover all events related to this topic throughout the county. 2500 character lirrit Application Questions:Part 3 4|Collaboration If your organization collaborates or has created partnerships with other organizations,groups,or other events,how is this accomplished? Collaboration*Our Voices of Kittco began in April of 2019 with a core group representing 14 organizations from throughout the county.During monthly meetings,we drafted our mission and purpose and objectives,each pledging to develop events,support each others'efforts,and cross-promote.These include several new partnerships: Kittitas Valley League of Women Voters Museum of Culture and Environment,CWU Ellensburg,Roslyn,Cle Elum,Kittitas,Easton Public Libraries Pride Foundation CWU James E.Brooks Library Ellensburg Community Radio Gallery One of Visual Arts Center Kittitas Valley Healthcare Kittitas County Historical Museum Kittitas Valley Healthcare Daily Record News League of Women Voters of Washington Education Fund Thorp Mill Diversity and Equity Center,CWU In addition to the above partnerships,all "Our Voices of Kittco"activities will be sponsored on statewide websites and social media commemorating the 100th anniversary of the 19th amendment's ratification,specifically the Washington State Historical Society (http://www.washingtonhistory.org/research/suffrage100wal)and the Washington Women's History Consortium (https://www.suffrage100wa.com/) From its inception,Our Voices of Kittco was meant to bring together women in all communities within Kittitas County.By networking with our existing partners,we hope to develop new partnerships with the following organizations: Northern Kittitas County Historical Society Cities of Ellensburg,Cle Elum,Rosyln,Easton,Kittitas Kittitas County Regional Library Advisory Board Kittitas County Fair Area School Districts Yakama Nation Clymer Museum/Western Culture and Arts Center Northern Kittitas County Tribune Local Merchants throughout Kittitas County Suncadia Ellensburg/Roslyn,Cle Elum Downtown Associations Kittitas County Chamber of Commerce Aspen CWU Alumni Affairs Rotary Clubs This list will continue to grow and develop as prospective partners are made aware of this opportunity and invited to participate.Ultimately,every organization and individual in Kittitas County will be invited to participate in their own way and be included in the discussion as we move toward 2020. 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*Due to the nature of this celebration,Our Voices of Kittco will complete its activities by the end of 2020.While there are no plans at this time to continue the celebration,if something arises from the year's events that can be carried into future years,we will work to find a home for those activities within another organization or existing Kittites County event. 2500 character lirril Application Questions:Part 4 6|Additional Information Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your project and its benefit to tourism. Additional Information 2500 character lirrit Supporting Documents You rmy upload any supporting docurmnts such as graphs,irmges,diagrarre,rmrketing roterials,etc. Washington State Historical Society _ Suffrage Centennial.pdf 309.32KB You are allowed to subnit up to 3 single page (US Letter)docurmnts in JFû FDF or TlFFforrmt 7|Previous Lodging Tax Grant Information Previous Years Eks your event recewed Lodging Tax funds in previous years? Awarded Lodging Tax R 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 5,000 How many days did/will your event occur? Prior Year Projected* O 35 How many paid overnight stays were and/or will be booked as a result of your projectlevent? Prior Year Projected 0 225 Paid Overnights'Data Support Explain howthe room nights data above from the prior year was collected and howthe projection for the next year is derived.(For e×ample,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 There is no previous data for this event as this is a new event. Overnight's Stay Response*Projections were based on aggregated data from collaborating institutions such as daily museum and gallery visits and zip code surveys for past events that are similar in type and theme. 14 collaborators +8 new collaborators =-35 events x 5 stays +50 stays (10/24)= 225 stays 2500 character linit. Prior Year Paid b addition to field above,you nay upload the evidence to suppon the prior years'roordnight infornation. Overnight Stay Data You rmy upload up to three single pages (tJS Letter),of infornation.If you a single mJIti-page docunent,only thefirst three pages will be considered.Thefollowingforrrats,will be accepted:JPG,FDFor 11FF 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 organization have,or have you applied for funding fromother sources? E Yes C No Funding for which you have applied but not yet secured Funding Source Amount Gallery One Arts Commission Grant -Local Female Portraits of Suffrage $2,500.00 Centennial Local Sponsorships $2,700.00 Funding Shortfalls*what changes would occur Wtheprojectcouldn'tbefunded? Our Voices of Kittco would move forward with planning events,but would not have the resources to create the website,push forward aggressive social medial engagement to other areas of the state,coordinate activities,or implement many of the planned activities for the big celebration. While Kittitas County would still recognize and celebrate the centennial of women's suffrage,the ability to reach out to create strong activities to drawaudiences (particularly those form 50+miles or more)would be limited. 2500 character linit. Matching Funds 136.02 Percentage % This 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 submitthe entire agency budget.You must submit a budget which specifically pertains to the projectleventfor which you are requesting funding and adheres to the basic budget format shown below. The budget must include anticipated revenues,expenditures,and any potential profit or loss.For projectslevents which are ongoing for more than one (1)year,please also submit actuals from the previous three (3)years of operations (need not be consecutive)for the project/proposal if applicable. For any claimed in-kind contributions valued at $500 or more and related to rnarketingladvertising,you must submit verifying documentation which assures the contribution will be provided.For instance,if you are claiming in-kind contributions in the form of advertising match,a binding contract itemizing the matching value and obligating each party must be provided. ATTENTION:In an effort to allow an adequate level of flexibility for all applicants,not all fields in the budget portion are required to be filled before this form is submitted.Providing all applicable data is your responsibility,failure to do so will potentially jeopardize your application's chance for review. Verification of In-kind For any clairæd in-Wnd contributions valued at $500 or nore and rdated to rmrketing/edvertising,you rnist subryit Contributions verf ying docurontation which assures the contribution will be provided. Inkind.pdf 211.63KB Budget Year Edit if necessary 2020 Revenues From Consolidated Lodging Tax Grant Past Actual 3 Past Actual 2 Past Actual 1 Projected LTAC Grant $$$$10,440.00 Funding All Other Revenues Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Event Listing $$$$700.00 Sponsors Other Sponsors $$$$2000.00 Arts Commission $$$$2500.00 (through Gallery One) In-Kind Contributions (except volunteerism) Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Daily Record $$$$2000.00 Publication Partnerships $$$$7000.00 Organizations Contributions of Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Number of Hours 3,850 Evidence of Volunteer Rease udoad a single file which offers evidence in support of the projected volunteer hours.Contributions* Our Voices-Volunteer hours.pdf 16.08KB Calculated Value of $90,706.00 Projected Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Revenue Totals $0.00 $0.00 $0.00 $115346.00 Expenses Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Website $$$$2640.00 Advertising and $$$$5000.00 Social Media Event costs (i.e.$$$$2500.00 space rentals,porta potties,costume rentals,table and chair rentals,etc) Insurance $$$$500.00 Local Female $$$$2500.00 Portraits Culminating Event $$$$2500.00 Costs Play (May's Vote)$0.00 $0.00 $0.00 $600.00 Volunteer time $0.00 $0.00 $0.00 $90706.00 Past Actual 3 Past Actual 2 Past Actual 1 Projected Expense Totals $0.00 $0.00 $0.00 $106946.00 Profit &Loss Past Actual 3 Past Actual 2 Past Actual 1 Projected $0.00 $0.00 $0.00 $8400.00 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: Name*Carolyn Honeycutt Applicant's Title*Committee member e INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURY P.O.BOX 2508 CINCINNATI,OH 45201 Employer Identification Number:Date:BEŸ 1 3 395 91-1849890 DLN: 17053239708000 LEAGUE OF WOMEN VOTERS OF Contact Person: WASHINGTON EDUCATION FUND JOHN JENNEWEIN ID#313071411FOURTHAVE#803 Contact Telephone Number: SEATTLE,WA 98101 (877)629-5500 Our Letter Dated: January 1997 Addendum Applies: Mc Dear Applicant: This modifies our letter of the above date in which we stated that youwouldbetreatedasanorganizationthatisnotaprivatefoundationuntil theexpirationofyouradvancerulingperiod. Your exempt status under section 501(a)of the Internal Revenue Code as anorganizationdescribedinsection501(c)(3)is still in effect.Based on theinformationyousubmitted,we have determined that you are not a privatefoundationwithinthemeaningofsection509(a)of the Code because you are anorganizationofthetypedescribedinsection509(a)(1)and 170(b)(1)(A)(vi). Grantors and contributors may rely on this determination unless theInternalRevenueServicepublishesnoticetothecontrary.However,if youloseyoursection509(a)(1)status,a grantor or contributor may not rely onthisdeterminationifheorshewasinpartresponsiblefor,or was aware of,the act or failure to act,or the substantial or material change on the part oftheorganizationthatresultedinyourlossofsuchstatus,or if he or sheacquiredknowledgethattheInternalRevenueServicehadgivennoticethat youwouldnolongerbeclassifiedasasection509(a)(1)organization. You are required to make your annual information return,Form 990 orForm990-EZ,available for public inspection for three years after the lateroftheduedateofthereturnorthedatethereturnisfiled.You are alsorequiredtomakeavailableforpublicinspectionyourexemptionapplication, any supporting documents,and your exemption letter.Copies of thesedocumentsarealsorequiredtobeprovidedtoanyindividualuponwritten or inpersonrequestwithoutchargeotherthanreasonablefeesforcopyingandpostage.You may fulfill this requirement by placing these documents on theInternet.Penalties may be imposed for failure to comply with theserequirements.Additional information is available in Publication 557,Tax-Exempt Status for Your Organization,or you may call our toll freenumbershownabove. If we have indicated in the heading of this letter that an addendumapplies,the addendum enclosed is an integral part of this letter. Because this letter could help resolve any questions about your privatefoundationstatus,please keep it in your permanent records. If you have any questions,please contact the person whose name andtelephonenumberareshownabove. Sincerely yours, Steven la Miller Steven T.MillerDirector,Exempt Organizations 9/24/2019 Washington State Historical Society >Suffrage Centennial CELEBRA(NG OWY4E S CHAN E ERŠ HOME >RESEARCH >SUFFRAGE CENTENNIAL Find out more about the 2020 Suffrage Centennial in Washington 2020 marks 100 years since the ratification of the 19th Amendment,ensuring the rightto vote for most women.Washington was the 5Ih state in the nation where women won the right to vote,before the amendment was ratified nationally. Washington State Historical Society and the Washington Women's History Consortium are working together to support events and programs related to the Women's Suffrage Centennial We do this through grants and slalewide outreach. You can learn more and find out about events across the state via our dedicated website,suffrage100Wa.com. Apply for a Grant Nonprofit organizations and public groups can apply fora grant to fund an activily,program,or event supporting the suffrage centennial in Washinglon Who can apply? •501c3 nonprofit organizations incorporated in the state of Washington i ocal governments Tribal govemments and relaled organizations •Public schools and libraries Some ideas: Discussion panel,speakers'bureau.Ieclure series,or guesllecture •Hosting a reialed herilage organization,such as Humanities WA or Living Voices .An exhibition A play or performance •A 5K walldrun or bicycle race .A voter registrallon drive Any program thal supports one or more of lhese Centennial CelebraLion goals can be considered; •Celebrate historic and current women of Washington •Increase civic engagement of women in Washington •Increase public understanding of Washington's role and impact in the national suffrage movement ·Increase public understanding of where Washington State is today in lerms of gender equality ·Increase public understanding of long-term effects of the suffrage movement in empowering and advancing women in society The ideas are endlessl What's yours?Tell us howyou'd Ilke to honor the centennial and apply fora grant here: https://www suffrage100wa com/grants CONTACT Washington State Historical Soclety 1911 Pacific Avenue,Tacoma,WA 98402 Toll-free 1-888-8E THERE (1-888-2384373) ©2019 Washington State Hisioncal Society. All rights reserved Website by SiteCrafling, www.washingtonhistory.org/research/suffrage100wal 1/1 Volunteer hours: 14 collaborating institution plus 8 new partnerships x at least 1 volunteer per institution =22 volunteers 22 volunteers x 10 hours of volunteers time for x 22 events =6160 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,Ellensburg,or Roslyn tourism information as follows: A.Websites and Social Media Sites must include the County's and appropriate City's tourism website logo with an operational link to the site(s).The logo must be displayed on the contractor's home page,it must be sized no smaller than ½inch in height,and must be surrounded by appropriate white space to allow easy recognition and legibility.Contractors shall not change the logo(s)in color or appearance. B.Print Advertising and Online Display Advertising of all types (including but not limited to newspaper,periodicals,flyers,posters,billboards,direct mail,e-newsletters,third-party websites,streaming displays,etc.)must include the County's and appropriate City's tourism website logo.The logo must be sized no smaller than ½inch in height,and must be surrounded by appropriate white space to allow easy recognition and legibility.Contractors shall not change the logo(s)in color or appearance. C.Video Advertising of all types (including but not limited to television,online,electronic kiosks, motion billboards,etc.)must include the County's and appropriate City's tourism website logo. The logo must be sized no smaller than ½inch in height,and must be surrounded by appropriate white space to allow easy recognition and legibility.Contractors shall not change the logo(s)in color or appearance. All logos and website information may be obtained by contacting the Director of Tourism,Kittitas County Chamber of Commerce. Section 2.Advertising Reimbursements Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere to the following guidelines and requirements for each type of advertising media utilized. A.Print Advertising: 1.Print advertising placed with any media provider which operates exclusively outside of Kittitas County may be reimbursed at 100%of the cost,including any production costs.To operate exclusively outside of Kittitas County,the provider must not be physically located in the County and/or not distribute any media within the County. 2.Print advertising placed with any media provider which operates inside Kittitas County may be reimbursed as follows: a.For date-specific events,advertising the day of the event and up to 10 days prior to the event may be reimbursed at 100%of the cost,including any production costs. b.For seasonal or year-round events,or for date-specific events outside of the time- frame in Section 2 A,(2)(a)above,advertising reimbursement requests must include a statement from the media provider specifying the percentage distribution to areas outside of Kittitas County.Reimbursements will be allowed for the amount distributed outside of Kittitas County,including any production costs. B.Television Advertising: 1.Television advertising placed with any media provider outside the Yakima/Kittitas DMA will be reimbursed at 100%of the cost,including any production cost. 2.Television advertising placed with any media provider inside the Yakima /Kittitas DMA will be reimbursed as follows: a.For date-specific events,advertising the day of the event and up to 7 days prior to the event may be reimbursed at 100%of the cost,including any production costs. b.For seasonal or year-round events,or for date-specific events outside of the time- frame in Section 2 B,2(a)above,advertising may be reimbursed at the rate of 70%of the total cost,including any production costs. C.Online Advertising: 1.Online advertising and promotion may be reimbursed at 100%of the cost,including any production cost. 2.Streamed media (radio,television,other)requests for reimbursement must include a statement from the media provider specifying the percentage of recipients which are outside of Kittitas County.Reimbursements will be allowed for the percentage distributed outside of Kittitas County,including any production costs. D.Direct Mail: 1.Direct mail advertising may be reimbursed at 100%of the cost,including any production cost,for each item mailed or shipped to a destination outside of Kittitas County.In order to receive reimbursement,a list of the addresses and a signed statement from the contractor that the list is accurate,or other proof of delivery,must be provided along with other required documentation. E.Flyers/Posters: 1.Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100%of the cost,including any production cost.In order to receive reimbursement,a list of the locations where flyers or posters were posted outside of Kittitas County,a signed statement from the contractor that the list is accurate and a copy of the poster/flyer must be provided along with other required documentation. 2.Banners which are placed inside of Kittitas County may be reimbursed at 100%of the cost, including any production costs.In order to receive reimbursement,the banner cannot list a specified date or location.Request can only be made one time. 3.Signage (site layout use only)which are placed inside of the venue/facility of the event may be reimbursed at 100%of the cost,including any production costs.In order to receive reimbursement,the signage cannot list specified date or location.Request can only be made one time.(i.e.ADA Parking/Parking,Loading Zone,Evacuation Route,Bathrooms,and Stage locations) F.Radio Advertising: 1.Radio advertising placed with any media provider located outside of Kittitas County may be reimbursed at 100%of the cost,including any production cost. 2.Radio advertising placed with any media provider located inside of Kittitas County may be reimbursed as follows: a.For date-specific events,advertising the day of the event and up to 7 days prior to the event may be reimbursed at 100%of the cost,including any production cost. b.For seasonal or year-round events,or for date-specific events outside of the time- frame in Section 2 F,2(a)above,advertising may be reimbursed at the rate of 30%of the total cost,including any production costs. G.Operation Reimbursement: 1.Operation costs may be reimbursed 100%of the paid invoice cost.In order to receive reimbursement operations invoice must an approved cost from the Consolidated Lodging Tax committee members list.Invoice provided must include notation of payment with proof of payment. 2.Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed at 100%of cost.In order to receive reimbursement,a signed statement from the receiver along with other required documentation.Mileage reimbursement subject to IRS mileage reimbursement rates which may change annually. 3.Items not eligible for reimbursement: a.Salaries of employees b.Capitol purchases-any item with 3+years life and over $5,000. c.Licenses,permits,insurance,or credit card fees