HomeMy WebLinkAbout030-EDA (2) BrewfestLT-2020-030-ELLENSBURG DOWNTOWN ASSOCIATION (2)
2020 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND ELLENSBURG DOWNTOWN ASSOCIATION
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 ELLENSBURG DOWNTOWN
ASSOCIATION ("Contractor"), for the 2020 Brewfest Comedy Kickoff ("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 one thousand seven hundred fifty dollars ($1,750)
(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 one thousand seven
hundred fifty dollars ($1,750) (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
Attn: Auditor's Accounting
205 West 5th Ave — Suite 105
Ellensburg, WA 98926
2020 County Lodging Tax Funding Agreement Page 1
LT-2020-030-ELLENSBURG DOWNTOWN ASSOCIATION (2)
a ud itorsaccouriting� .. cci.kittita s.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:
• Entertainment
• Venue fees
d Online, print, and radio advertising
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.
1. 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
2020 County Lodging Tax Funding Agreement
Page 2
LT-2020-030-ELLENSBURG DOWNTOWN ASSOCIATION (2)
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
sex, marital status, or the presence of a physical, sensory, or mental handicap.
e. The Services shall at all times be subject to inspection by and approval of the County, but
the County's making (or failure or delay in making) such inspection or approval shall not
relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's knowledge of defective or non -complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County with sufficient, safe, and proper facilities and equipment for such inspection and
free access to such facilities.
f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or its designee, or such Federal or State auditor with such information
related to the Services as may be requested by the applicable governmental entity.
Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County makes final payment of compensation due hereunder,
Contractor shall provide the County access to (and the County shall have the right to
examine, audit and copy, with or without notice) all of Contractor's books, documents,
papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the Internal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release indemnity, and Hold Harmless.
The County assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County, its officers and employees,
agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities,
damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or
may arise or be alleged to arise out of or by reason of this Agreement including:
• Any fault, negligence, strict liability or product liability of Contractor in connection with the
Services for this Agreement;
• Any lien asserted upon any property of the County in connection with the Services for this
Agreement;
• Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance,
rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
any governmental authority; or
• Any breach of or default under this Agreement by Contractor.
Section 5. Compliance with Public Records Law.
2020 County Lodging Tax Funding Agreement Page 3
LT-2020-030-ELLENSBURG DOWNTOWN ASSOCIATION (2)
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.
2020 County Lodging Tax Funding Agreement
Page 4
LT-2020-030-ELLENSBURG DOWNTOWN ASSOCIATION (2)
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
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.
2020 County Lodging Tax Funding Agreement Page 5
LT-2020-030-ELLENSBURG DOWNTOWN ASSOCIATION (2)
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 Kittitas County Chamber of Commrce?
Workshop - 2019 * r Yes
G No
Submittal Instructions r, Yes,
& General I have read and understand Submittal Instructions and General Information for the 2019 Lodging Tax Grant Funding
Information * Rocess
You are strongly encouraged to compose your responses to the questions of this form with a desktop text
editor and save your work, then copy and paste the information into the form. You may also save a draft by selecting
the button at the bottom of this page. When you do this you will be logged out and must log back in to continue. In order
to save a draft you will need to provide an email address and a password. After completing the save draft, you will be
redirected to landing page containing a link to log back into the form. We suggest you save this link as a bookmark. The
link will also be sent to you in an email.
Organization Information
Name of Organization* Ellensburg Downtown Association
Organization Address* Street Address
119 W 5th
Address Line 2
Suite 102
City
Ellensburg
Fhstal / Zip Code
98926
Website EllensburgDowntown.org
Federal Tax ID #* 20-1395402
UBI #* 602-336-662
Organization is a: * C Government Entity
! 501(c)3
r; 501(c)4
) 501(c)6
C Other
State / Frovince / Region
WA
Country
United States
(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 501c-3 State letter.pdf
Organization Status* Acceptable fileforrrats include: JFG. RDF or TIFF.
Contact Information
First Name* Molly
51.89KB
EXHIBIT "A"
Last Name* Jones
Phone Number* 509-962-6246
Email * director@ellensburgdowntown,org
Project or Event Information
d
Project/Event Name* Brewfest Comedy Kickoff
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
1/17/2020 1/17/2020
Project/Event Downtown Ellensburg
Location *
New or Ongoing C Ongoing Project/Event (More than four years in existence)
Project/Event?* r New Project/Event (Four or fewer years in existence)
Amount of Funding $ 4000.00
Requested * If you selected " Qigoing Project/Event" above this amount rrey not exceed 10% of the total expense budget of this
project.
Funding Request Max 5,600
Tourism Seasons* Fromthe list below, what season will your project enhance tourism.? Select any which apply.
* Year-round (January - December)
* Off Season (November - February)
r" Shoulder Season (October or March - May)
r- 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.
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: Brewfest Comedy Kickoff will be in its third year in 2020, bringing laughs and fun to
Project/Event downtown Ellensburg the night before the Chamber of Commerce hosts Winterhop
Description * Brewfest. In its first year, we were told it would likely not succeed because
Ellensburg didn't want comedy. After we quickly sold out on tickets, we started to
see many other restaurants and bars hosting comedy nights throughout town. Now,
it is not uncommon to find comedy downtown and we count that as a success!
We aim to keep our comedy nights unique but rotating them in different locations
each year, aiming to bring locals and visitors into downtown businesses. Brewfest
Comedy Kickoff partners directly with Winterhop Brewfest to sell tickets, aiming to
encourage out of town guests to spend an additional night in Ellensburg before the
event. Our first year captured mostly locals, but we are finding that as the event
grows, so does our attendance of out of town guests. We also put our comedians
up in hotels as part of their payment.
In 2020, we would like to expand the event by hosting more than one comedy
experience and by seeking out the use of larger venues. By bringing in more
comedians, having larger venue options, and being able to strengthen our
marketing to 50 miles away or more, we feel we would continue to see an increase
in room stays.
Our target audience is those attending Winterhop Brewfest from 50 miles away or
further. Lodging Tax funding would be used to pay entertainers, cover venue rental
fees, and market the event online, over radio, and in print.
2500 character lirrit
List of Intended Use of Funds*
Entertainment
Venue Fees
Online Advertising
Radio
Print Advertising
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 fromtheir place of residence or business and staying overnight in paid accomrodations;
Projection * 10 people attended the event from away from their place of residence of business
and 6 stayed in paid overnight accommodations. We also put our three comedians
up in over night accommodations with them traveling from Wenatchee. In total, that
makes 9 over night stays.
2500 character limit
Response 2.1: We used zip code surveys on the tables of the event and asked everyone to fill
Evidence* them out to be. entered to win a raffle prize. We got 100% return on the surveys, so
this was an easy one to track.
2500 character linit
Response 2.2: 2.To a place fifty miles or more away fromtheir place of residence or business for the day or staying overnight;
Projection * Each of the 10 people who attended away from their place of residence or
business came from 50 miles away or more. Our talent came from Wenatchee, our
guests came from the greater Seattle area.
2500 character lirrit
Response 2.2: We used zip code surveys on the tables of the event and asked everyone to fill
Evidence* them out to be entered to vein a raffle prize. We got 100% return on the surveys, so
this was an easy one to track.
25W character actel lin ll
Response 2.3: 3. or from another country or state outside of their place of residence or business.
Projection * This event did not capture anyone from out of the state or country.
2500 character lirrit
Response 2.3: No evidence to be shown.
Evidence * 2500 character lirrit
Application Questions: Part 2
n
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 vuill you use to assist in marketing all of Kittitas County as a tourist destination with your
event/project funding request?
Response 3: Mat tads will you use to treasure your event's impact on tourism? Rease be specific and provide exarrples.
Measuring Results* We will continue to use our zip code surveys and our comedians will continue to be
sourced from outside of the community. We'd also like to expand the event,
possibly hosting two separate comedy nights in two different locations, considering
we sell out so quickly every year and people always ask for a second show. This
would increase our impact on tourism, bringing in more comedians and travelers.
2500 character limit
Response 3 A: A. Is your prplectlevent year-round or is it seasonal or date -specific?
Measuring Results* r Year Round r Seasonal r 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. What strategies will you errploy to assure you are attracting tourists fromat least 50 roles away?
Measuring Results* We sell tickets as closely as we can with Winterhop Brewfest. We cross promote
the event on social media and on each other's websites. We also target our online
ads to reach outside of the community. Naturally, community members vsll be
excited to attend, but we aim to sell tickets to those 50 miles away or more.
2500 character limit
Response 3 C: a What strategies will you useto assist in marketing all of Kittitas County as a tourist destination with your
Measuring Results* event/project funding request?
We sell tickets on our website and we have links to both the Ellensburg and Kittitas
County Tourism websites listed.
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 * This is a fun event for us because we get to collaborate with businesses in a
different way than our other events allow. Bringing comedians into their space,
creating a make shift green room, bringing in chairs, and setting some "mood
lighting" transforms a space and makes for a fun partnership. We also collaborate
with the Chamber, working to enhance the Brewrest experience by adding an
additional activity that they don't have to think about doing themselves. We also
enjoy collaborating with the comedians, helping to expand their careers and
exposure.
2500 character linit
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* Selling tickets has helped us cover costs and when we get to sell alcohol we have
additional costs covered. Sometimes this event will take place in a bar and we give
those sales to the business themselves as a way of showing them support. We
would love to expand this event into two shows, allowing more people to purchase
tickets and have a reason to stay an extra night during Brewfest weekend. We
hope to sell t -shirts, stickers, or some sort of swag relating to the event to help
cover additional costs and with volunteer help, we save money on managing the
event.
2500 character lirrit
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 limit
Supporting Documents You rray upload any supporting docurrents such as graphs, in -ages. diagrarrs, rrarketing rraterials, etc.
You are allowed to submit up to 3 single page (US Letter) docurrents in JIB, FDF or TIFFforrrat
71 Previous Lodging Tax Grant Information
Previous Years Fbs your event received Lodging Tax funds in previous years?
Awarded Lodging Tax r No, this event/project has not previously received Lodging Tax Funding,
Grants* C Yes, 1 year previous
r7 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 *
50 100
How many days did/will your event occur?
W
Prior Year*
1
Projected *
1
How many paid overnight stays were and/or will be hooked as a result of your
projectievent
Prior Year Projected
9 18
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 the room night numbers by zip code survey and we hope to expand
Overnight's Stav the event selling at least double the tickets. Selling at least double the tickets has
Response* the potential to double the room nights.
2500 character lirrit.
Prior Year Paid In addition to field above, you may upload the evidence to support the prior years' roorrfnight information.
Overnight Stay Data You xray upload up to three single pages (US Letter), of information. If you a single rrulti-page docurrent, only the first
three pages will be considered. The following formats, will be accepted: JFG, FDF or 11FF
Application Questions: Part 5
81 Funding
A
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, orhaveyouapplied for funding fromothersources?
G Yes
r No
Funding for which you have applied but not yet secured
Funding Source Amount
Potential business sponsorship (2 for 250) $ 500.00
Funding Shortfalls* Mat changes would occur if the project couldn't be funded?
If we were not to get funding, we would struggle to bring in higher level
entertainment that draws a strong crowd. We would also struggle to secure larger
venues with the rental fees. We hope to continue expanding our reach of
marketing. Although we do sell tickets closely with Winterhop, we do not feel it is
their responsibility to make sure we are reaching the audience we intend to reach
with this event. Therefore, we would like our own marketing practices to be strong.
2500 character limit.
Matching Funds 72.50
Percentage %
Ibis field w ill 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, a)penditures, 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 fleiability 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 clairred in-Wnd contributions valued at $500 or rrore and related to rrerketing/advertising, you rrust subrrit
Contributions verifying documentation 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 $ 3,235.00 $ 3,500.00 $ 4,000.00
Funding
All Other Revenues
Account Name Past Actual 3
Past Actual 2
Past Actual 1
Projected
Bar/ticket sales $ 0.00
$ 1400.00
$ 1600.00
$ 2600.00
Raffle $ 0.00
$ 150.00
$ 0.00
$ 300.00
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 0
20
20
40
Evidence of Volunteer Rease upload a single file which offers evidence in support of the projected volunteer hours.
Contributions* Brewfest Comedy Kickoff Volunteer Hours.pdf 81.44KB
Calculated Value of $ 942.40
Projected Volunteer
Time
Profit & Loss
Past Actual 3
Past Actual 3
Past Actual 2
Past Actual 1
Projected
Revenue Totals
$ 0.00
$ 4785.00
$ 5100.00
$ 7842.40
Expenses
Account Name
Past Actual 3
Past Actual 2
Past Actual 1
Projected
Venue Fees
$ 0.00
$ 309.00
$ 400.00
$ 600.00
Advertising
$ 0.00
$ 200.00
$ 350.00
$ 500.00
Entertainment
$ 0.00
$ 1000.00
$ 1000.00
$ 2500.00
Supplies
$ 0.00
$ 414.00
$ 500.00
$ 500.00
Admin
$ 0.00
$ 1000.00
$ 1000.00
$ 1500.00
Past Actual 3
Past Actual 2
Past Actual 1
Projected
Expense Totals
$ 0.00
$ 2923.00
$ 3250.00
$ 5600.00
Profit & Loss
Past Actual 3
Past Actual 2
Past Actual 1
Projected
$ 0.00
$ 1862.00
$ 1850.00
$ 2242.40
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* Molly Jones-Kerchner
Applicant's Title* Executive Director
STATE OF WASHINGTON
ELLENSBURG DOWNTOWN ASSOCIATION
JAMES ARMSTRONG
221 E 4TH AVE
ELLENSBURG WA 98926
AMENDMENT
SECRETARY OF STATE
I, Sam Reed, Secretary of State of the State of Washington and
custodian of its seal, hereby certify that documents meeting
Washington statutory requirements have been filed and processed
with the Secretary of State on behalf of:
ELLENSBURG DOWNTOWN ASSOCIATION
A Washington Non -Profit Corporation
UBI: 602 336 662
Filing Date: May 16, 2005
Effective Date: May 17, 2005
Changing registered office address to:
221 E 4TH AVE
ELLENSBURG WA 98926
Given under my hand and the seal of the State
of Washington at Olympia, the State Capital.
r
Sam Reed, Secretary of State
IN'T'ERNAL REVENUE SERVICE
P. O. BOX 2508
CINCINNATI, OH 45201
Date, J U L 11 200
33LLEMBURG DOWNTOWN ASSOCIATION
PO BOX 966
WZENSBURG, WA 9 B 92 6
Dear Applicant:
DEMTMICNT OF THE TREASURY
Employer Identification Number:
20-1395402
DIN:
17053315006034
Contact Person:
SHERRY Q WAN ID# 31052
Contact Telephone Number:
(877) 829-5500
Accounting period Ending:
June 30
Public.Charity status:
170 (b) (1) (A) (viI
Fornt 990 Required:
Yes
Effective Date of Exemption;
October 13, 2003
Contribution Deductibility:
Yes
Advance Ruling Ending Date:
June 30, 2006
We are pleased to inform you that upon review of your application for tax
exempt status we hove determined that you are exempt from Federal income tax
under sectic>n sol(c) (3) of the Internal Revenue Code. Contributions to you are
deductible under section 170 of the Code. You are also qualified to receive
tax deductible bequests, devises, transfers or gifts under section 2055, 2106
or 2522 of the Code. Because this letter could help resolve any questions
regarding your exempt status, you should keep it in your permanent records.
Organizations exempt under section 501(c)(3) of the Code are further classified
as either public charities or private foundations. During your advance ruling
period, you will be treated as a public charity. Your advance ruling period
begi.nu with the effective date of your exemption and ends with advance ruling
ending date shown in the heading of the letter.
Shortly before the and of your advance ruling period, we will send you Ivarm
B734, Support Schedule for AdvtLnLe ituling Period. You will have 90 days after
the and of your advance ruling period to return tire completed form. we will
then notify you, in writing, about your public charity statue.
Please see enclosed Information for Exempt organizations Under Section
501(0)(3) for some helpful information about your responsibilities as an exempt
organization. ,
Letter 1045 (DO/CG)
Brewfest Comedy Kickoff
Volunteer Hours
Brewfest Comedy Kickoff takes about 5 volunteers to run and the event runs for an average of 4
hours. 5 x 4 = 20 hours.
In 2020 we would like to expand the event, doubling the amount of volunteers we need for the
time frame of 4 hours. 10 x 4 = 40 hours.
Exhibit "B"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. Brandi
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 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 % 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 %2 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 Advertisi
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 Advertisin :
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:
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.
F. Flyers/Rosters:
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