Loading...
HomeMy WebLinkAbout029-CAMAHLT-2020-029-CAMAH 2020 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND CASCADE ASSOCIATION OF MUSEUMS AND HISTORIC SITES 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 CASCADE ASSOCIATION OF MUSEUMS AND HISTORIC SITES ("Contractor"), for the 2020 Raising Awareness of CAMAH Institutions through Online Marketing ("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 four hundred dollars ($5,400) (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 four hundred dollars ($5,400) (Kittitas Co. lodging tax funding). c. Services/Expenses that 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 2020 County Lodging Tax Funding Agreement Page 1 LT-2020-029-CAMAH Attn: Auditor's Accounting 205 West 51h Ave — Suite 105 Ellensburg, WA 98926 a uditorsaccounting @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 update • Website maintenance • Social media campaign Temporary selfie stations 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. L Contractors must complete the Lodging Tax Reimbursement online training course provided by the County Auditor's office prior to filing reimbursement claim. Requests for reimbursement will not be accepted by the County Auditor prior to the training being completed. The training may be found online at the Kittitas County Auditor's website at the following address: http://www.co.kittitas.wa.us/auditor/default.aspx Section 3. Performance by Contractor. a. Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract performance of any Services to any other person or entity without the prior written consent of the County. 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 2020 County Lodging Tax Funding Agreement Page 2 LT-2020-029-CAMAH 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, 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; o 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 2020 County Lodging Tax Funding Agreement Page 3 LT-2020-029-CAMAH Any breach of or default under this Agreement by Contractor. Section S. 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 2020 County Lodging Tax Funding Agreement Page 4 LT-2020-029-CAMAH 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. 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, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by the County to the Contractor shall be given to the Contractor's address provided on the signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class, postage prepaid, certified mail, return receipt requested. d. The section and paragraph headings of this Agreement are for reference convenience only and are not intended to restrict, affect or be of any weight in interpreting or construing the provisions of such sections or paragraphs. e. This Agreement may be executed in one or more counterparts and by facsimile, each of which will be deemed an original, but all of which together will constitute one and the same instrument. f. Contractor warrants to the County that the individual signing on Contractor's behalf has the requisite power and authority to enter into and to perform Contractor's obligations under this Agreement. Contractor further warrants to the County that Contractor has made no misrepresentation or misleading statement in connection with this Agreement, and is not in 2020 County Lodging Tax Funding Agreement Page 5 LT-2020-029-CAMAH 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 Vice Chair Commissioner ATTEST: , Clerk of the Board APPROVED AS TO FORM: Deputy Prosecuting Attorney [Print Name] [Address] [Telephone] 2020 County Lodging Tax Funding Agreement Page 6 CLTAC: Application for Lodging Tax Grant Funding Grant Application Did you attend the Grant Application Workshop - 2019 hosted by the Kttitas County Chan-ber of ConTrerce? Workshop - 2019* r Yes C No Submittal Instructions r Yes, & General I have read and understand Subrrittal Instructions and General Inforration for the 2019 Lodging Tax Gant Funding Information * Process 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 WII 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* Cascade Associaiton of Museums and Historic Sites (Northern Kittitas County Historical Society) Organization Address* Street Address PO Box 462 Address Line 2 aty S. Cie Elum Fbstal I Zip Code 98926 Website http://kittitashistory.com Federal Tax ID # * 94-3091028 UBI # * 601-820-533 Organization is a: * r-: Government Entity r 501(c)3 r 501(c)4 r; 501(c)6 G Other EXHIBIT "A" State / Province / legion .v `Yi ' WA Country U.S. (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 NKCHS IRS Exemption Ltr.pdf 1.93MB Organization Status* Acceptable fileforrretsinclude: JFG,PDF orTIFF. Contact Information h First Name* J. Hope Last Name* Amason Phone Number* 509-963-1836 Email * Amason@cwu.edu Project or Event Information Project/Event Name* Raising Awareness of CAMAH Institutions Through Online Marketing 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 1/112020 12/31 /2020 Project/Event Throughout Kittitas County Location * New or Ongoing CZ Ongoing Project/Event (More than four years in existence) Project/Event? * r, New Project/Event (Four or fewer years in existence) Amount of Funding $ 9989.00 Requested * If you selected "Ongoing RDject/Event" above this arrount rrey not exceed 10% of the total expense budget of this project. Funding Request Max 9,989 Tourism Seasons * Fromthe list below, what season will your project enhance tourism? Select any which appy. Pr Year-round (January - December) r Off Season (November - February) r Shoulder Season (October or March - May) r High Season (June - September) Armlication Questions: Part 1 Please answer each question completely, in the order listed. Please include any supporting data within the response narrative. 11 Project/Event Description Please provide a description of your project/event 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: This proposal is on behalf of the Cascade Association of Museum and Historic sites Project/Event (CAMAH), a consortium of 25 institutions spanning the entirety of Kittitas county Description * (from Snoqualmie Pass to the Columbia River). In order to continue to play a meaningful role in the cultural and social life of Kittitas County visitors and residents, these institutions must raise awareness of the resources they offer. Yet many of these institutions are small-scale, with few or no paid staff. While a committed core of volunteers and staff maintain the day-to-day operations of these sites, as well as organize special programs and events, awareness campaigns can be prohibitive in terms of cost and time. CAMAH members have identified a need for synergistic marketing and promotional activities. The 25 member institutions of CAMAH will embark on a three-year awareness campaign for CAMAH members, including both online marketing (a social media campaign and website update) and on-site selfie stations that will draw visitors to CAMAH members' social media presence. CAMAH's website is in need of revision, in terms of both information (including directing visitors to affiliated social media interfaces) as well as style. And the social media campaign, the theme for which will be #kittcoadventure, will be reinforced through Facebook, instagram, and on-site selfie stations that will encourage visitors to post their photographs. Furthermore both the website and the social media campaign will not only bring awareness to these institutions, but also restaurants, shops, and accommodations that visitors may find nearby. Indeed, #kittcoadventure will encourage visitors to "make a day out of it," to eat, relax, shop, and learn about the art, culture, and history of Kittitas County. Through collaborating, these organizations will both harness and growtheir unique audiences to increase the draw to Kittitas County. 2500 character limt List of Intended Use of Funds* Website update Website maintenance Social media campaign Temporary selfie stations 21 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 from their place of residence or business and staying overnight in paid accormodations; Projection * We project that 2 out of 10 of these visits will stay away from their place of residence staying overnight in pd accommodations totalling 4316. The Dean Runyan Report estimate that visitors that stay overnight in paid accommodations spend $227 per person. If there are 4316 visits, the economic impact could be $979,732. 2500 character lirrit Response 2.1: We collected attendance figures from 10 of 25 partner organizations not including Evidence* the newest member, the Ski and Snowboard Museum, located on Snoqualmie Pass. Total visits for these 10 organizations for a 12 month period is 71,935. With the Chamber average of 30% visits to events coming from out of the county, we predict that 21,581 visits are tourism related for these 10 organizations alone. Cascade Rail Foundation 572 Clymer Museum 17557 Gallery One 25732 Genealogical Museum 525 Historical Museum 8301 Museum of Culture and Environment 3589 Roslyn Museum 5968 The Carpenter House Museum 900 The Telephone Museum 1476 Thorp Mill 7315 Total: 71,935 visits 30% of visitors come from outside of Kittitas County = 21, 581 visits 2500 character lirrit Response 2.2: 2.To a place fifty rriles or =a away fromtheir place of residence or business for the day or staying overnight; Projection We project that 7 out of 10 of these visits are from 50 miles or more away from residence/business for day/overnight totalling 15106. The Dean Runyan Report estimate that visitors that spend the night in unpaid accommodations spend $121 per person per day. If there are 15106 visits, the economic impact could be $1,827,826. While the Dean Runyan report also suggests that cultural visitors could spend $200 per person per day, the lessor number is used for this average. 2500 character linit Response 2.2: We collected attendance figures from 10 of 25 partner organizations not including Evidence* the newest member, the Ski and Snowboard Museum, located on Snoqualmie Pass. Total visits for these 10 organizations for a 12 month period is 71,935. With the Chamber average of 30% visits to events coming from out of the county, we predict that 21,581 visits are tourism related for these 10 organizations alone. Cascade Rail Foundation 572 Clymer Museum 17557 Gallery One 25732 Genealogical Museum 525 Historical Museum 8301 Museum of Culture and Environment 3589 Roslyn Museum 5968 The Carpenter House Museum 900 The Telephone Museum 1476 Thorp Mill 7315 Total: 71,935 visits 30% of visitors come from outside of Kittitas County = 21, 581 visits 2500 character linit Response 2.3: 3. or from another country or state outside of their place of residence or business. Projection * We project 1 out of 10 visits are from another country or state outside of the place of residence/business totalling 2158. The Dean Runyan Report estimate that visitors that spend the night in unpaid accommodations spend $121 per person per day. If there are 2158 visits, the economic impact could be $261,118. While the Dean Runyan report also suggests that cultural visitors could spend $200 per person per day, the lessor number is used for this average. 2500 character limit Response 2.3: We collected attendance figures from 10 of 25 partner organizations not including Evidence* the newest member, the Ski and Snowboard Museum, located on Snoqualmie Pass. Total visits for these 10 organizations for a 12 month period is 71,935. With the Chamber average of 30% visits to events coming from out of the county, we predict that 21,581 visits are tourism related for these 10 organizations alone. Cascade Rail Foundation 572 Clymer Museum 17557 Gallery One 25732 Genealogical Museum 525 Historical Museum 8301 Museum of Culture and Environment 3589 Roslyn Museum 5968 The Carpenter House Museum 900 The Telephone Museum 1476 Thorp Mill 7315 Total: 71,935 visits 30% of visitors come from outside of Kittitas County = 21, 581 visits 2500 character limit Application Questions: Part 2 A 31 Measuring Results What tools will you use to measure your event's impact on tourism? Please be specific and provide examples. Include the following information: A. Is your project/event year-round or is it seasonal or date -specific? Go to definitions of terms. B. What strategies will you employ to assure you are attracting tourists from at least 50 miles away? C. What strategies will you use to assist in marketing all of Kittitas County as a tourist destination with your event/project funding request? Response 3: What tools will you use to measure your event's impact on tourism? Fease be specific and provide examples. Measuring Results* Annual event attendance Social media and website traffic analysis, including the use of the tag #kittcoadventure We will invite all participating institutions to conduct a 10 day zip code survey and aggregate the results. 2500 character lirrit Response 3 A: A. Is your projectlevent year-round or is it seasonal or date -specific? Measuring Results* r Year Round r, Seasonal C Date Specific Your selection here should be supported by the dates you provided above, in the Roject or Event Information section. Response 3 B: B. VUlat strategies will you employ to assure you are attracting tourists fromat least 50 miles away? Measuring Results* Every institution will employ their individual marketing strategies that will promote their unique brand. As CAMAH, we will promote the cultural sector as a whole through three main strategies; Social Media strategies and promotion that include FaceBook and Instagram advertising to draw interest website, use of Face Books events feature to create and push out county wide events. Replacement of a website that will be updated often with additional activities as the information becomes available The collective use of the hashtag #kittcoadventure that will be promoted through the above online strategies and onsite "selfie stations" that will encourage visitors to place themselves in a photo and share online A Nielsen study from 2015 showed that two of the top four most -trusted sources of advertising were people you know (through the selfie stations) and branded sites (websites). These marketing strategies will rely on those tactics and also use "micro -influencers" (people with a social media or local following) to promote the content. Example, we could invite musician Mark Pickerel, Jane Orleman of Dick and Jane's Spot and Greg Parker of Iron Horse Brewery to tour the selfie spots and promote #kittcoadventure. 7.500 characterfrrit Response 3 C: C. What strategies will you use to assist in marketing all of Kdtkas County as a tourist destination with your Measuring Results* event/project funding request? CAMAH will follow the guidelines and requirements for advertising expenditures of Lodging Taxfunds when called for. Logo recognition on web pages produced as a result of funding from lodging tax Invite other cultural partners from the entire county to partner in #kittcoadventure 2500 character lirrit Application Questions: Part 3 41 Collaboration If your organization collaborates or has created partnerships with other organizations, groups, or other events, how is this accomplished? Collaboration * As a consortium, CAMAH is an inherently collaborative organization. Organized under the auspices of the Northern Kittitas County Historical Society, CAMAH enables members to come together for quarterly meetings, share news about upcoming events and promotions, and strategize on ways we can work together. CAMAH members include: Northern Kittitas County Historical Society High Country Artists Carpenter Memorial Library City of Cle Elum Roslyn Library Roslyn Museum Roslyn Cemetery Heritage Club Washington State Ski and Snowboard Museum South Cle Elum Depot and Historic Railyard Swauk Teanaway Grange Thorp Mill Kittitas County Historical Museum Kittitas County Genealogical Society Clymer Museum Gallery One CWU Archives CWU Museum of Culture & Environment Washington State Archives Ellensburg Rodeo Hall of Fame Olmstead State Park/Gingko Petrified Forest (Washington State Parks) 2500 character lint 51 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* Each CAMAH member is part of a self-sustaining organization, with many institutions serving our community for 50+ years. Therefore we bring a significant collective impact on the tourism of Kittitas County. Through this three-year awareness campaign, we project increased "likes" and "followers" on CAMAH members' social media interfaces as well as increased vvebsite visits (for CAMAH, as well as for CAMAH members' websites). A key part of this campaign is on-site "selfie stations." While temporary selfie stations are included as an expense within this grant, CAMAH will also offer members the opportunity to purchase durable selfie stations that will live beyond the three-year campaign. As awareness is raised, CAMAH members will continue to use social media and the CAMAH website to promote their institutions, including both special events and amenities located at or near their institutions. 2500 character lint Application Questions: Part 4 61 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 rray upload any supporting docurrents such as graphs; irrages, diagrarrs, marketing rreterials, etc. Additional Info.pdf 1.38MB You are allowed to subrrit up to 3 single page (US Letter) docurrents in JFG, FDF or TIFFfornat 71 Previous Lodging Tax Grant Information Previous Years Fhs your event received Lodging Tax funds in previous years? Awarded Lodging Tax t' No, this event/project has not previously received Lodging Tax Funding. �I CII ILQ r Yes, 1 year previous G 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 71,935 79,128 How many days did. /will your event Occur? Prior Year Projected 365 365 How many paid overnight stays were and/or will be booked as a result of your project/event? Prior Year* Projected* 6,474 7,121 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, explain the methodology. For the projections, what are they based upon and how is that basis justified?) Prior Year Paid We collected attendance figures from 10 of 25 partner organizations not including Overnight's Stay the newest member, the Ski and Snowboard Museum, located on Snoqualmie Response Pass. Total visits for these 10 organizations for a 12 month period is 71,935. With the Chamber average of 30% visits to events coming from out of the county, we predict that 21,581 visits are tourism related for these 10 organizations alone. We project that 2 out of 10 of these visits will stay away from their place of residence staying overnight in pd accommodations totalling 4316. We also suggest that an additional 1 out of 10 visits are from another country or state and staying outside of their place of residence/business, totalling 2158. Therefore 30% of visits (or 6474) will stay in overnight pd accomodations. 71,935 visits x.3 = 21,581 visits x.3 =6474 Based on data from previous well -funded social media campaigns (from CAMAH member institutions, such as Thorp Mill), we predict a 10% increase in visits and visitors staying in overnight pd. accommodations. 2500 character lirrit. Prior Year Paid h addition to field above, you rray upload the evidence to support the prior years' room`night inforrretion. Overnight Stay Data Evidence of pd accommocation increase.pdf 29.11 KB You nay upload up to three sk4o poges (US Leiser), of dtfarratron, A you 3;5ir& rruW-page document, only the first three pages will be considered. The Ubw ing forrrela, wffl be sec..eppled .:G, M�'rsr TUT Application Questions: Part 5 81 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 91 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? G Yes (e No Explanation * V not, why not? As a consortium, CAMAH is comprised of individual institutions that each seek funding for their own programs. CAMAH's main funding source is membership dues from each of our partner institutions. These membership dues are kept low ($25) so that smaller institutions can continue to participate. Currently, CAMAH members have identified a need for synergistic marketing promotion. While there are many grants for museums, arts, and cultural institutions, marketing expenses are largely prohibited, unless under narrow circumstances. Further, CAMAH is a collaborative organization that includes member insitutitons from throughout Kittitas County, yet its collaborative structure precludes it from meeting the eligibility requirements for grants focused on museums, galleries, libraries and similar organizations. The Kittitas County Lodging Tax grant is an ideal source for CAMAH, because of our county -wide focus and also because we are seeking to fund a marketing and promotional campaign. 2500 character limit Funding Shortfalls* Mat changes would occur if the project couldn't be funded? If not funded, CAMAH members will continue to serve our community as arts, cultural, and historical organizations. We would likely maintain our current visits, but would not see the increase nor the synergy (between CAMAH members as well as businesses that offer visitor amenities) we hope to develop through this social media campaign. 2500 character lirrit. Matching Funds 16.27 Percentage % This field will auto fill with the correct percentage based on your input to budget section below, 91 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 project/event for which you are requesting funding and adheres to the basic budget format shown below. The budget must include anticipated revenues, expenditures, and any potential profit or loss. For projects/events 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 marketing/advertising, 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 potentiallyjeopardize your application's chance for review. Verification of In-kind For any claimed in-knd contributions valued at $500 or more and related to rrarketingladvertising, you nest submt Contributions verifying docunantation which assures the contribution will be provided. Budget Year Edit if necessary 2017 2018 2019 2020 Revenues From Consolidated Lodging Tax Grant Past Actuai 3 Past Actual 2 Pasi Actual i Projected LTAC Grant $ 0.00 $ 0.00 $ 0.00 $ 9,989.00 Funding All Other Revenues Account Name Past Actual 3 Past Actual 2 Past Actual 1 CAMAH treasury $ 600.00 $ 600.00 $ 684.00 CAMAH Member $ 0.00 $ 0.00 $ 0.00 contributions Projected $ 625.00 $ 1000.00 In -Kind Contributions (except volunteerism) Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected $ 0.00 $ 0.00 $ 0.00 $ 0.00 Contributions of Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Number of Hours 3,750 3,750 3,750 3,750 Evidence of Volunteer Rease upload a single file which offers evidence in support of the projected volunteer hours. Contributions* Volunteer time.pdf 30.01 KB Calculated Value of $ 88,350.00 Projected Volunteer Time Revenue Totals Expenses Past Actual 3 Past Actual 2 Past Actual 1 Projected $ 600.00 $ 600.00 $ 684.00 $ 99964.00 Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Website $ 0.00 $ 0.00 $ 0.00 $ 2640.00 Social media $ 0.00 $ 0.00 $ 0.00 $ 3900.00 Temporary selfie $ 0.00 $ 0.00 $ 0.00 $ 5000.00 stations Volunteer time $ 0.00 $ 0.00 $ 0.00 $ 88350.00 Past Actual 3 Past Actual 2 Past Actual 1 Projected Expense Totals $ 0.00 $ 0.00 $ 0.00 $ 99890.00 Profit & Loss Past Actual 3 Past Actual 2 $ 600.00 $ 600.00 Application Certification Past Actual 1 Projected $ 684.00 $ 74.00 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: J_ Nage AWwY4 Name * Jessica Hope Amason Applicant's Title* Museum Director/Associate Prof. ,nternal Revenue Service Date: January 22, 2003 Northern IGttitas County Historical Society P.O. Box 462 South Cle Elum, WA 98943 Dear Sir or Madam: Department of the Treasury P. O. Box 2508 Cincinnati, OH 45201 Person to Contact: Ms. Smith #31-07262 Contact Representative Toll Free Telephone Number: 8:00 a.m. to 8:30 p.m. EST 877-829-5500 Fax Number: 513-263-3756 Federal Identification Number: 94-3091028 This is in response to the amendment to your organization's Articles of incorporation filed with the state on July 3, 2000. We have updated our records to reflect the name and address change as indicated above. Our records indicate that a determination letter issued in May 1989 granted your organization exemption from federal income tax under section 501(c)(3) of the Internal Revenue Code. That letter Is still in effect. Based on information subsequently submitted, we classified your organization as one that is not a private foundation within the meaning of section 509(a) of the Code because it is an organization described in section 509(x)(2). This classification was based on the assurnpliGn that your organization's operations would continue as stated in the appfiration. if your organization's sources of support, or its character, method of operations, or purposes have changed, please let us know so we can consider the effect of the change on the exempt status and foundation status of your organization. Your organization is required to hie Form 950, Return of Organization Exempt from Income Tax, only if its gross receipts each year are normally more than $25.000. If a return is required, it must be fled by the 15th day of the fifth month after the end of the organization's annual accounting period. The law imposes a penalty of $20 a day, up to a maximum of $10,600, when a return is filed late, unless Ihere is reasonable cause for the delay. All exempt organizations (unless specifically excluded) are liable for taxes under the Federal Insurance Contributions Act (social security taxes) on remuneration of $100 or more paid to each employee during a calendar year. Your organization is not liable for the tax imposed under the Federal Unemployment Tax Act (FUTA). Organizations that are not private foundations are not subject to the excise taxes under Chapter 42 of the Code. However, these organizations are not automatically exempt from other federal excise taxes. Donors may deduct contributions to your organization as provided in section 170 of the Code. Bequests, legacies, devises, transfers, or gifts to your organization or for its use are deductible for federal estate and gift tax purposes if they meet the applicable provisions of sections 2055, 2106, and 2522 of the Code. -2- Noilhem Kittitas County Historical Society 94-30391028 Your organization is not required to file Federal income tax returns Unless it is subject to the tax on unrelated business Income under section 511 of the Code. If your organization is subject to this tax, it must file an income tax return on the Form 990-T, Exempt Organization Business Income Tax Return. In this letter, we are not determining whether any of your organizations present or proposed activities are unrelated trade or business as defined in section 513 of the Code. The law requires you to make your organization's annual return available for public Inspection without charge for three years after the due date of the return. You are also required to make available for public inspection a copy of your organization's exemption application, any supporting documents and the exemption letter to any individual who requests such documents in person or in writing. You can charge only a reasonable fee for reproduction and actual postage costs for the copied materials, The law does not require you to provide copies of public inspection documents that are widely available, such as by posting them on the Internet (World Wide Web). You may be liable for a penalty of $20 a day for each day you do not make these documents available for public inspection (up to a maximum of $10,000 in the case of an annual return). Because this letter could help resolve any questions about your organization's exempt status and foundation status, you should keep it with the organization's permanent records. If you have any questions, please call us at the telephone number shown in the heading of this letter. This letter affirms your organization's exempt status. Sincerely, .John E. Ricketts. Qirsctor, TE/GE Customer Account Services n3 0 3 0 O a- 0 3 w O S i m w C oSi .w. 7. S T 3 d m z 0 f�1 c =i a d N N � = m m CL C m 0 3 D O O W v= o F s m 3 � D oni =;, = 3 i ~ u - - _mdvv°c s_i �o g�� gwm Wu mai ar.�ro, Mo3a 3.-� mmm GI 3 030 wm'a �z=o_ocavxET w < 4 D m IO E; N N 0 3 v m`va -$3 m yXC 3- O 3 � n �w�ww a'ON�j mZa' n`ga �304_0� m �.a s m 33 F, s ,'cmF 3oamm �w g=m-mn ° o�'� n o'� za m3 `m _ms m; 6030 Dor=ayam �3 Qm v3a ��m o: 3 3a 0 Roc S°�'m ,g a Snm?vl 3ina m'- '-w i3 3 S2 yo 6z 3 3 =G' a3 °- '7 m n 3 3 u n d��° € _� is 2 s ■ y o 9i�o rL 3m W �i J t0 a y N W dl a u O w F i3 p- `u 2 3 cp ii p .n c� i rb 3 �E " J J rn t <I , f n3 0 3 0 O a- 0 3 w O S i m w C oSi .w. 7. S T 3 d m z 0 f�1 c =i a d N N � = m m CL C m 0 3 D O O W v= o F s m 3 � D oni =;, = 3 i ~ u D T 7 UI w < 4 D m IO E; N N 0 3 v V f 3- O 3 � n C s A 0 1p C] 0 •J r� 4 n a T 'r 0 41 40 a o 10 10 -to 0 0 0 40 40 o• u o 40 o n o Q r. AN _._ ,\,t:r -- - SO I���{L \ $ /\ �� § \} \ - f© !: [°[ ��i,-' ' [ `�§ G § ,"' ` § ``Q 2 22/°®®122- - < .\��\\\}\\}\}}\_ \53 \ § - }. /\ �� § \} \ cn CDIT 0 n � CD cnv CD CL 3 go D C 0 Q n. = 0 o (D 0 0 o ° o U) z 0 � CD CD0 CD � ul ¥±( O §{? O \(E7 (k) m \} � /\ � _Em D 2 2 ;A C) @ \| § ©&e� R §§\ \«\y )}e ID _¥ E J? E3E s Er o 22r _ > # �> CD E 3 _ - 03 ■a= [> ;f�� ƒ7 CUD) \ \ } W" Q. 0 /\�|», \3, \�\, !e;| Vii ,rz @_| m /ik(CD E. �k =§3 |3 m a \ ((D ID CD 0 CD CD Q. ƒ/\ }/, \ O � . 0 � 0 CO) � F. X10 z G) CO) m � m CO) N c N � � � N 00 y J=c 8 m m CD 8 3 0 O N N I �. 3 0 �o m ID � N � 110 O ti O ry O N O O F f0 � CD m 3 m CL N m m 0 00 m 0 3 ID o' 0 m� 0 N N C m 3 m N m m y n s = m m n0 m .z CL n 7 O. _ (U CL O o a a 3 m 7 tiCD F. m s o 0 c o c m CL � O � �p N N n O � o a F CCL O CD Cl) a3 .Y' W O � � o O N O 5 m O n N c L v 3 CD N ti O_ o 0 N m 3 obi CD ID m N N N d O S CD m CL3 0 0 0 0 o c 1 0 a CD 0 0- 3 N w CD d E3m _2 O 0. N CD O c)� Z m 0 Ds N d c D m = C CD CL c m 0 ID 3 ID CL ic CD fD d o� 0 CD �wCD P O n CD o . o C) oa 0 CD C1 O rn N' K � .. O' O» CD G wo�•��: EL wpv � I ° ° ti aq w •Ej 9 ° -e N, u. ° r7a N C ID �+ o w (D ° rS o 8 o x y w ° aq C N UQ w CD r. ar �H ti p co CD o°a -- C H CC a CD C) o 0 O � a rn CD o n CD a ao x o CD FCDo O n w o o� C 9 t'1 cin 3. M m LnR 0 70 We collected attendance figures from 10 of 25 partner organizations not including the newest member, the Ski and Snowboard Museum, located on Snoqualmie Pass. Total visits for these 10 organizations for a 12 -month period is 71,935. With the Chamber average of 30% visits to events coming from out of the county, we predict that 21,581 visits are tourism related for these 10 organizations alone. We project that 2 out of 10 of these visits will stay away from their place of residence staying overnight in pd accommodations totaling 4316. We also suggest that an additional 1 out of 10 visits are from another country or state and staying outside of their place of residence/business, totaling 2158. Therefore 30% of visits (or 6474) will stay in overnight pd accommodations. 71,935 visits x .3 = 21,581 visits x .3 =6474 Based on data from previous well -funded social media campaigns (from CAMAH member institutions, such as Thorp Mill), we predict a 10% increase in visits and visitors staying in overnight pd. accommodations. Cascade Rail Foundation 572 Clymer Museum 17557 Gallery One 25732 Genealogical Museum 525 Historical Museum 8301 Museum of Culture and Environment 3589 Roslyn Museum 5968 The Carpenter House Museum 900 The Telephone Museum 1476 Thorp Mill 7315 CAMAH is comprised of 25 institutions that meet quarterly and in smaller committees throughout the year. Though some CAMAH organizations have paid staff members, 10/25 member institutions have an all -volunteer staff (meaning all meetings and committee work are done on a volunteer basis). For the remaining 15 organizations, there are few staff members (in many cases only 1 staff member) and CAMAH committee work/quarterly meetings is done on a volunteer basis. As a result, we conservatively estimate that these organizations contribute at least 150 hours in volunteer time throughout the year. This does not include the extensive work to realize the mission and goals of their individual institutions, but rather the time spent preparing for meetings (quarterly and committee -level) and executing synergistic projects, such as co- sponsored events and cross -promotion. 25 institutions X 150 volunteer hours = 3750 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 % inch 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 Displ_a_Y Adve_rtising 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 % inch 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 %: inch 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. 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 Adyertisiin: 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. 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: 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