HomeMy WebLinkAbout028-Chamber-Cle Elum IndependenceLT-2020-028-CHAMBER-CLE ELUM INDEPENDENCE
2020 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND KITTITAS COUNTY CHAMBER OF COMMERCE
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 KITTITAS COUNTY CHAMBER OF
COMMERCE ("Contractor"),for the 2020 Cle Elum Independence Day Celebration (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 twenty two thousand eight hundred eighty six dollars
($22,886)(City of Cle Elum 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 twenty two thousand
eight hundred eighty six dollars ($22,886)(City of Cle Elum 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
205 West 5th Ave -Suite 105
Ellensburg,WA 98926
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auditorsaccounting(Sco.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:
•Marketing only:
o Digital Marketing
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):no operational material,no supplies.
h.Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation.
I.Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim.Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed.The training may be found online at the Kittitas County Auditor's website at the
following address:http://www.co.kittitas.wa.us/auditor/default.aspx
Section 3.Performance by Contractor.
a.Contractor shall not (by contract,operation of law or otherwise)delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County.Any such delegation or subcontracting without the County's prior written
consent shall be voidable at the County's option.
b.Contractor shall at all times be an independent contractor and not an agent or representa-
tive of the County with regard to performing the Services.Contractor shall not represent
that it is,or hold itself out as,an agent or representative of the County.In no event shall
Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the
County.It is understood that the Contractor and the Contractor's staff and employees are
not employees of the County and are not,therefore,entitled to any benefits provided
employees of the County.
c.Contractor shall comply with all applicable laws,ordinances,rules,regulations,orders,
licenses,permits,and other requirements,now or hereafter in effect,of any governmental
authority (including,but not limited to,such requirements as may be imposed upon the
County and applicable to Services).Contractor shall furnish such documents as may be
required to effect or evidence such compliance.All laws,ordinances,rules,and orders
required to be incorporated into agreements of this character are incorporated into this
Agreement by this reference.Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
d.The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race,creed,color,national origin,age,
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sex,marital status,or the presence of a physical,sensory,or mental handicap.
e.The Services shall at all times be subject to inspection by and approval of the County,but
the County's making (or failure or delay in making)such inspection or approval shall not
relieve Contractor of its responsibility to perform the Services in accord with this
Agreement,notwithstanding the County's knowledge of defective or non-complying
performance,or the substantiality or ease of discovering the same.Contractor shall provide
the County with sufficient,safe,and proper facilities and equipment for such inspection and
free access to such facilities.
f.This contract is subject to review by any Federal or State auditor.Contractor shall promptly
furnish the County or its designee,or such Federal or State auditor with such information
related to the Services as may be requested by the applicable governmental entity.
Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6)years after contract termination.
For such duration after the County makes final payment of compensation due hereunder,
Contractor shall provide the County access to (and the County shall have the right to
examine,audit and copy,with or without notice)all of Contractor's books,documents,
papers and records related to the Services or this Agreement.
g.Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state,federal,social security,and local taxes,of every nature,
arising from Contractor's performance of this Agreement.All compensation received by the
Contractor will be reported to the Internal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4.Release,Indemnity,and Hold Harmless.
The County assumes no liability for the Contractor's actions under this Agreement.Contractor
releases and shall defend,indemnify,and hold harmless the County,its officers and employees,
agents,representatives,attorneys and/or volunteers,from and against all claims,costs,liabilities,
damages,and expenses,(including,but not limited to,reasonable attorney fees)which arise or
may arise or be alleged to arise out of or by reason of this Agreement including:
•Any fault,negligence,strict liability or product liability of Contractor in connection with the
Services for this Agreement;
•Any lien asserted upon any property of the County in connection with the Services for this
Agreement;
•Any failure of Contractor,or of the Services,to comply with any applicable law,ordinance,
rule,regulation,order,license,permit and other requirement,now or hereafter in effect,of
any governmental authority;or
•Any breach of or default under this Agreement by Contractor.
Section 5.Compliance with Public Records Law.
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a.In compliance with Washington's public records law,the County will retain copies of any
documents associated with this Agreement,which may be required by law unless legally
exempt from such retention,for any applicable legally required retention period.
b.In the event a public records request is made to the County for documents created in
relation to this Agreement,should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws,the County shall provide notice to
Contractor pursuant to Washington's public records act,chapter 42.56 RCW,to allow
Contractor to seek a court injunction.
c.The County specifically shall not be liable to Contractor for the County's release under public
records laws of any documents not protected by trademark,copyright or other law.
Section 6.Industrial Insurance Waiver.
With respect to performance of this Agreement and as to any claims against the County,its Additional
Insureds,officers,agents and employees,the Contractor expressly waives its immunity under Title 51
of the Revised Code of Washington,the Industrial Insurance Act,for injuries to Contractor's employees
and agrees that the obligations to indemnify,defend and hold harmless provided in this Agreement
extend to any claim brought by or on behalf of any employee of the Contractor.This waiver is
mutually negotiated by the parties to this Agreement.
Section 7.Insurance and Endorsements.
a.The County may require through a request in writing that the Contractor provide the County
with a certificate,binder,or policy of liability insurance,acceptable to the County in an
amount specified by the County.
b.Such liability insurance shall be such as will protect Contractor,its employees,agents and
representatives,from all claims,losses,harm,costs,liabilities,damages and expenses
arising out of personal injury (including death)or property damage that may result from
performance of the Services or this Agreement,whether such performance is by Contractor
or any of its employees,agents or representatives.
c.Should the County require such liability insurance,the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d.Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
e.Where insurance is requested by the County,all liability insurance policies shall be endorsed
to include the County as an Additional Insured and shall stipulate that the insurance
afforded by the policies shall be primary insurance,and that any insurance,self-insured
retention,deductibles,or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
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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
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.
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g.If any term or condition of this Agreement or the application thereof to any person(s)or
circumstances is held invalid,such invalidity shall not affect the other terms,conditions or
applications which can be given effect without the invalid term,condition or application.To
this end,the terms and conditions of this Agreement are declared severable.
h.The exclusive venue for any action brought to enforce this Agreement or any of its terms
shall be in Kittitas County,State of Washington.
KITTITAS COUNTY
BOARD OF COUNTY COMMISSIONERS CONTRACTOR
Chair [Print Name]
Vice Chair
Commissioner [Address]
[Telephone]
ATTEST:
,Clerk of the Board
APPROVED AS TO FORM:
Deputy Prosecuting Attorney
2020 County Lodging Tax Funding Agreement Page 6
CLTAC:Application for Lodging Tax Grant Funding
Grant Application Od you attend the Grant Application Workshop -2019 hosted by the Kittitas County Chanter of Ebrmerce?
Workshop -2019 ΠYes
C No
Submittal Instructions O Yes,
&General I have read and understand Subrrittal hstructions and General Inforrmtion for the 2019 Lodging Tax Œant Funding
Information *Frocess
You are strongly encouraged to compose your responses to the questions of this form with a desktop text
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Organization Information
Name of Organization *Kittitas County Chamber of Commerce
Organization Address*street Address
609 N Main Street
Address Line 2
Oty State /R ovince /Region
Ellensburg WA
Fbstal /Zip (Lde Chuntry
98926 USA
Website https://www.kittitascountychamber.com
Federal Tax ID
#*91-0210430
UBI #*601-133-921
Organization is a:*C Government Entity
C 501(c)3
C 501(c)4
R 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 Kittitas County Chamber of Commerce W-9 Form.pdf 122.32KB
Organization Status*
Acceptablefileforrrets include:JFG,FDFor TlFF.
Contact Information
First Name*Madison
Last Name *Ford
Phone Number*509-925-2002
Email*madison@kittitascountychamber.com
Project or Event Information
Project/Event Name*Cle Elum Independance Day Celebration
Event Dates
Please provide any specific dates,or range of dates,on which your event or project will be held.You may add as many
dates or date ranges as necessary.
Event Dates
Start Dates*End Dates
7/4/2020 7/4/2020
Project/Event Wye Park Cle Elum
Location*
New or Ongoing C Ongoing Project/Event (More than four years in existence)
Project/Event?O New Project/Event (Four or fewer years in existence)
Amount of Funding $45800.00
Requested *
If you sdected "Ongoing Roject/Event"above this arount rrey not exceed 10%of thetotal expense budget of this
project.
Funding Request Max 45,800
Tourism Seasons *Frornthe list below,what season will your pro|ect enhance tourisnf?Select any which apply.
E Year-round (January -December)
E Off Season (November -February)
E 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:The Independence Day Celebration will be a free and open event from 11am to
Project/Event midnight to become a "hub"of happenings on Independence Day and provide liveDescription*entertainment before and after the fireworks show.We plan to use Wye Park on 1st
street to host a family friendly event with something for everyone during the entire
day.Activities will feature a raffle,a mobile Axe Throwing area,which will be a
unique draw into the park.Food trucks that will help take the heavy load of visitors
off local establishments and a beer garden featuring local breweries will draw
visitors to stay in the area for the full day.We plan to utilize the stage with 6
different local entertainers like Maggie Smelser and Dynamyte Supreme throughout
the day (45 minute sets with 15 minute breaks).Each entertainer will attract
audiences of diverse interests,and a kids area with interactive carnival style
activities and games will serve as a fun,family friendly element to the event.The
celebration will be a "buffer"of something to do between events downtown for
those popping in and out of other activities.
For every hour of travel,a tourist needs at least 4 hours of activity,and we are
helping bridge the gap between activities and interests to encourage staying in
local accommodations.We knowthat by including this in one of the hottest
weekends in Upper County,we are opening the door for families that would not
have stayed multiple nights and giving them a reason to stay downtown during the
entire day-after the parade and before the fireworks show.
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List of Intended Use of Funds*
Digital Marketing
Operational Material
Supplies
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 dece of residence or business and staying overnight in paid accornmdations;
Projection Our projections are based on a similar event called "4th of July Independance
Celebration",which is hosted by the Silver Valley Idaho Chamber of Commerce.
The population in Silver Valley is about 13,000 within 60 miles,but with a location
that is 30 minutes from Coeur D'Alene,1 hour from Spokane,1 hour from St Regis
Montana-they are a centralized tourist location similar to Cle Elum.
We interviewed this Chamber and anticipate at least the same turnout just for this
event,at least 1,000 attendees that will make the choice to visit for this unique
event alone.This is expected to be even larger with the natural traffic of other
activities happening in town,and meant to serve as a "buffer"to keep guests
downtown after the parade.Silver Valley reported that they usually have between
30%-50%from over 50 miles away depending on what day of the week the 4th
lands on,so we conservatively project that 30%of attendees will stay in overnight
paid accommodations in Kittitas County.(300 divided by 2.5 average guests in
each room =120 nights booked)
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Response 2.1:Being our first event of such a request we have no real evidence but we will haveEvidence*the opportunity through to survey the attendees and get that information for the
future as we do with our other events.
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Response 2.2:2.To a place fifty rriles or nnre away frorntheir place of residence or business for the day or staying overnight;
Projection Again,our projections are based on a similar event in Silver Valley,ID.Our case
study showed that around 30%-50%of the guests were from 50+miles outside of
the area.The Silver Valley Chamber used digital marketing and reponed that
guests from out of the area said that they had found out about the event after
searching online.
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Response 2.2:Being our first event of such a request we have no real evidence but we will have
Evidence*the opportunity through to survey the attendees and get that information for the
future as we do with our other events.
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Response 2.3:3.or fromanother country or state outside of their place of residence or business.
Projection LJsing the Silver Valley event,they did have about 30%of their audience visit from
outside of the state.Keeping in mind that they are closer to the state borders than
we are in Central Washington,we are using a 3%out of state projection based on
past Chamber events until we can get hard data after our first year.Although the
4th of July is one of the biggest dates for out of state travel,we will not know until
after the attendance to see what to anticipate in the future.
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Response 2.3:Being our first event of such a request we have no real evidence but we will have
Evidence*the opportunity through to survey the attendees and get that information for the
future as we do with our other events.
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Application Questions:Part 2
3|Measuring Results
What tools will you use to measure your event's impact on tourism?Please be specific and provide examples.Include the
following information:
A.Is your 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 treasure your event's inpact on tourisrrf?Rease be specWic and provide e×arrples.
Measuring Results We will use the information from our online registration platform.This information
will provide specifics to the registered attendees.Additionally,we will track the
promotion side through digital marketing insights and and Google Analytics.
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Response 3 A:A.is your projectlevent year-round or is it seasonal or date-specWic?
Measuring Results C Year Round C Seasonal E Date Specific
Your sdection here should be supported by the dates you provided above,in the Floject or Event Inforrretion section.
Response 3 B:B.What strategies will you errplay to assure you are attracting tourists fromat least 50 rriles away?
Measuring Results We will target our digital marketing efforts to locations over 50 miles away,
specifically targeting the Western side of the state.
Through our online marketing outlet we will target geographical areas such as
Wenatchee,Yakima,Tri-Cities,Puyaliup,Tacoma,Auburn,Kent,Snoqualmie,and
South Bend.In addition,we will promote the event via radio on KXLE 10 days prior
to the event.
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Response 3 C:C what strategies will you use to assist in rmrketing all of Kittitas County as a tourist destination with your
Measuring Results*evenvirojectrundngravest?
We will work with the current4th of July happenings in the area to cross promote
things to do downtown.To assist in the marketing efforts of Kittitas County and Cle
Elum,we will link all our marketing to the Central Washington Color and Discover
Cle Elum websites.All print,radio,and digital advertising will include the Discover
Cle Elum tourism logo and name.
Our strategies will be to use Marketing such as the following channels:
Website Marketing
Radio Advertising
Search Engine Optimization
Pay-Per-Click Advertising
Content Marketing
Email Marketing
Social Media Marketing
Mobile Marketing
Video Marketing
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Application Questions:Part 3
4|Collaboration
If your organization collaborates or has created partnerships with other organizations,groups,or other
events,how is this accomplished?
Collaboration*We will partner with the Cle Elum Downtown Association and work hand in hand to
compliment the current efforts that make the 4th of July weekend what it is.
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5|Future Plans
Please explain what plans exist to allow this project to become self-sustaining.Include any plans for ticket
sales,event sponsors,and other cost-recovery models.
Future Plans*We plan to analyze the event details and attendance after the first year to project a
3 year projection for this event with a focus on making the event self sustaining by
continuing to partner with the Cle Elum Downtown Association and generating
sponsorship agreements.After interviewing the Selah Chamber of Commerce as
well,they expressed that creating a "fair"environment was worth the effort and was
one of the key financial drivers for their Independence Day Celebration.We plan to
introduce more mechanical rides after the first 3 years to mimic this case study.
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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.
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Supporting Documents You rmy upload any supporting docurœnts such as graphs,irmges,diagrarrs,narkehng roterials,etc.
52063546 301623247215037 7312384848839049216 o-1.jpg 309.06KB
Independence Day Celebration Basic Map.pdf 137.06KB
You are allowed to subnit up to 3 single page (US Letter)docurrents in JFO FDF or TIFFfornet
7|Previous Lodging Tax Grant Information
Previous Years Has your event received Lodging Tax funds in previous years?
Awarded Lodging Tax G No,this event/project has not previously received Lodging Tax Funding.Grants*
C Yes,1 year previous
C Yes,2 years previous
C Yes,3 or more years previous
How many participants and spectators attended last year's activity and/or will attend
this year?
Prior Year*Projected
0 1,000
How many days did/will your event occur?
Prior Year Projected
0 1
How many paid overnight stays were and/or will be booked as a result of your
projectlevent?
Prior Year*Projected *
0 120
Paid Overnights'Data Support
Explain how the room nights data above from the prior year was collected and how the projection for the next year is
derived.(For example,if there was a survey conducted for the prior year,e×plain the methodology.For the projections,
what are they based upon and how is that basis justified?)
Prior Year Paid This is an inaugural event.We are basing our projections from a like event in Silver
Overnight's Stay Valley,ID.We anticipate getting more detailed information from the attendees and
Response*the surveys that will be provided after the event.
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Prior Year Paid b addmon to field above,you rmy upload the evidence to support the prior years'roorrinight infornation.
Overnight Stay Data You rmy upload up to three single pages (US Letter),of infornation.V you a single nulti-page docurrent,only the first
three pages will be considered.The following forrmts,will be accepted:JFE,FOF or IlFF
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 *DDOS your organization have,or have you applied for funding from other sources?
E Yes C No
Funding for which you have applied but not yet secured
Funding Source Amount
Suncadia Community Enhancement Fund $7,500.00
Shoemakers Foundation $1,500.00
City Lodging Tax $7,500.00
Funding Shortfalls *Wiat changes would occur i the project couldn't be funded?
If this event could not be funded for the first year,we do have the option to cancel
the event,but we are determined to get as much funding leverage from the
beginning through sponsorships.
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Matching Funds 51.86
Percentage %
This field w ill auto fill with the correct percentage based on your input to budget section below.
9|Project Budget Overview
Please complete budget for this project/proposal.If your agency operates independently of this project application it may
not be necessary to submit the entire agency budget.You must submit a budget which specifically pertains to the
projectleventfor which you are requesting funding and adheres to the basic budget format shown below.
The budget must include anticipated revenues,expenditures,and any potential profit or loss.For projectslevents which
are ongoing for more than one (1)year,please also submit actuals from the previous three (3)years of operations
(need not be consecutive)for the project/proposal if applicable.
For any claimed in-kind contributions valued at $500 or more and related to marketingladvertising,you must
submit verifying documentation which assures the contribution will be provided.For instance,if you are
claiming in-kind contributions in the form of advertising match,a binding contract itemizing the matching value and
obligating each party must be provided.
ATTENTION:In an effort to allow an adequate level of flexibility for all applicants,not all fields in the budget portion are
required to be filled before this form is submitted.Providing all applicable data is your responsibility,failure to do
so will potentially jeopardize your application's chance for review.
Verification of In-kind For any clairred in-kind contributions valued at $500 or rrore and related to rmrketingladvertising,you rrust subrvit
Contributions verifying docuræntaton which assures the contribution will be provided.
Budget Year
Edit if necessary 2017 2018 2019 2020
Revenues From Consolidated Lodging Tax Grant
Past Actual 3 Past Actual 2 Past Actual 1 Projected
LTAC Grant $0.00 $0.00 $0.00 $45,800.00
Funding
All Other Revenues
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
Raffle $0.00 $0.00 $0.00 $1000.00
Kids Booth Charge $0.00 $0.00 $0.00 $700.00
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
Food Truck Charge $0.00 $0.00 $0.00 $1750.00
Beer Yard Tickets $0.00 $0.00 $0.00 $15000.00
Merchandise $0.00 $0.00 $0.00 $4000.00
In-Kind Contributions (except volunteerism)
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
Brewer Product $0.00 $0.00 $0.00 $1000.00
Raffle Prize $0.00 $0.00 5 0.00 $300.00
Contributions of Volunteer Time
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Number of Hours
Calculated Value of $23.56
Projected Volunteer
Time
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Revenue Totals $0.00 $0.00 $0.00 $69573.56
Expenses
Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected
Insurance and $0.00 $0.00 $0.00 $1000.00
Licenses
Fencing $0.00 $0.00 $0.00 $1000.00
Sound $0.00 $0.00 $0.00 $500.00
Entertainment $0.00 $0.00 $0.00 $6000.00
Kids Activities $0.00 $0.00 $0.00 $7000.00
Marketing and $0.00 $0.00 $0.00 $7500.00
Promotions
Brewer Product $0.00 $0.00 $0.00 $5000.00
Operational Costs $0.00 $0.00 $0.00 $3000.00
Tenting $0.00 $0.00 $0.00 $2000.00
Restrooms $0.00 $0.00 $0.00 $2500.00
Merchandise $0.00 $0.00 $0.00 $2500.00
Fireworks Show $0.00 $0.00 $0.00 $7500.00
Credit Card Fees $0.00 $0.00 $0.00 $300.00
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Expense Totals $0.00 $0.00 $0.00 $45800.00
Profit &Loss
Past Actual 3 Past Actual 2 Past Actual 1 Projected
$0.00 $0.00 $0.00 $23773.56
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*Madison Ford
Applicant's Title*Director of Tourism and Events
Del artment of the TreasurylitternalRevenueServiceP.O.Box 2508,Room 4010 In reply refer to:4077550279CincinnatiOH45201Mar.29,2012 LTR 4168C 091-0210430 000000 00
00039116
BODC:TE
KITTITAS COUNTY CHAMBER OF COMMERCE
609 N MAIN ST
ELLENSBURG WA 98926-3109
021928
Employer Identification Number:91-0210430PersontoContact:Sophia Brown
Toll Free Telephone Number:1-877-829-5500
Dear Taxpayer:
This is in response to your Feb.20,2012,request for informationregardingyourtax-exempt status.
Our records indicate that you were recognized as exempt undersection501(c)(6)of the Internal Revenue Code in a determinationletterissuedinJuly1942.
Because you are not an organization described in section 170Cc3 of theCode,donors may not deduct contributions made to you.You should
advise your contributors to that effect.
Please refer to our website www.irs.gov/eo for information regarding
filing requirements.Specifically,section 6033(j)of the Code
provides that failure to file an annual information return for threeconsecutiveyearsresultsinrevocationoftax-exempt status as ofthefilingduedateofthethirdreturnfororganizationsrequired tofile.We will publish a list of organizations whose tax-exemptstatuswasrevokedundersection6033(j)of the Code on our websitebeginninginearly2011.
If you have any questions,please call us at the telephone numbershownintheheadingofthisletter.
Sincerely yours,
Cindy Thomas
Manager,E0 Determinations
-LI
BubbleSoccerBounceHouseKidsZoneAxeThrowing
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.
AII 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