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HomeMy WebLinkAboutLT-2020-014LT-2020-014-CHAM BER-KITTITAS 2020 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND KITTITAS COUNTY CHAMBER OF COMMERCE This Contract, effective January 1, 2020 is made and entered into by and between KITTITAS COUNTY ("County"), a subdivision of the State of Washington, and KITTITAS COUNTY CHAMBER OF COMMERCE ("Contractor"), for the 2020 Tourism Masterplan City of Kittitas ("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. As full compensation for satisfactory performance of the Contractor's Services, the County agrees to pay Contractor the sum of eighteen thousand seven hundred dollars ($18,700) (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 eighteen thousand seven hundred dollars ($18,700) (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-2020-014-CHAM BER-KITTITAS auditorsaccountin_@c-��.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: ® Master Plan and Market Assessment -Strategy Plan g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and is further expressly denied funding for the following items as requested in the application as defined in Section 1(a): N/A h. Contractors requesting reimbursement for event -specific expenses shall submit all claims as no more than two reimbursement requests with supporting documentation. I. Contractors must complete the Lodging Tax Reimbursement online training course provided by the County Auditor's office prior to filing reimbursement claim. Requests for reimbursement will not be accepted by the County Auditor prior to the training being completed. The training may be found online at the Kittitas County Auditor's website at the following address: http://www.co.kittitas.wa.us/auditor/default.aspx Section 3. Performance by Contractor. a. Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract performance of any Services to any other person or entity without the prior written consent of the County. Any such delegation or subcontracting without the County's prior written consent shall be voidable at the County's option. b. Contractor shall at all times be an independent contractor and not an agent or representa- tive of the County with regard to performing the Services. Contractor shall not represent that it is, or hold itself out as, an agent or representative of the County. In no event shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the County. It is understood that the Contractor and the Contractor's staff and employees are not employees of the County and are not, therefore, entitled to any benefits provided employees of the County. c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders, licenses, permits, and other requirements, now or hereafter in effect, of any governmental authority (including, but not limited to, such requirements as may be imposed upon the County and applicable to Services). Contractor shall furnish such documents as may be required to effect or evidence such compliance. All laws, ordinances, rules, and orders required to be incorporated into agreements of this character are incorporated into this Agreement by this reference. Contractor agrees to obtain all required licenses and permits, and further agrees to keep them in full force and effect during the term of this Agreement. d. The County and the Contractor agree that in fulfilling the terms and conditions of this Agreement neither shall discriminate on the basis of race, creed, color, national origin, age, sex, marital status, or the presence of a physical, sensory, or mental handicap. [ �1J 2020 County Lodging Tax Funding Agreement Page 2 LT-2020-014-CHAM BER-KITTITAS 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 S. Compliance with Public Records Law. 2020 County Lodging Tax Funding Agreement Page 3 LT-2020-014-CHAM BE R-KITTITAS 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. County Lodging Tax Funding Agreement Page 4 LT-2020-014-CHAM BE R-KITTITAS 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. 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-2020-014-CHAM BER-KITTITAS 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, COMMISSION RS t k' rk of the Board Deputy Prosecuting Attorney CONTRACTOR 6VI ffic6aff cel I cu TJ,Z(� [Print Name] [Address] Coq -q . [Telephone] 2020 County Lodging Tax Funding Agreement Page 6 Commissioner �E0,� �;� • ATTE51: ;, = C . rti ' .APPRCaVt0-`�A5 TO FORM: t k' rk of the Board Deputy Prosecuting Attorney CONTRACTOR 6VI ffic6aff cel I cu TJ,Z(� [Print Name] [Address] Coq -q . [Telephone] 2020 County Lodging Tax Funding Agreement Page 6 CLTAC: Application for Lodging Tax Grant Funding Grant Application Dd you attend the Grant Application Workshop - 2019 hosted by the KGttitas County Cliarber of Comrerce? Workshop - 2019 * rt. Yes C_". No Submittal Instructions C. Yes, & General I have read and understand Submttal Instructions and Cameral Inforrretion for the 2019 Lodging Tax Grant 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 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* Kittitas County Chamber of Commerce Organization Address* Street Address 609 N Main Street Address Line 2 City ELLENSBURG Fbstal / Zip Code 98926 Website wvvw.kittitascountychamber.com Federal Tax ID #* 91-0210430 UBI #* 601-133-921 Organization is a: * r Government Entity r 501(c)3 C 501(c)4 r 501(c)6 r Other State / Rovince / Flegion Washington 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 501c6 Status.pdf Organization Status* Acceptable filefornats include: JFG, FDF or TIFF. Contact Information First Name* AMY Last Name* MCGUFFIN 282.73KB EXHIBIT "A" Phone Number* 509-925-2002 Email* amy@kittitascountychamber.com Project or Event Information Project/Event Name* Tourism Masterplan City of Kittitas 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 1/11/2020 12/31 /2020 Project/Event City of Kittitas Location * New or Ongoing r Ongoing Project/Event (More than four years in existence) Project/Event? * r New Project/Event (Four or fewer years in existence) Amount of Funding $ 18700.00 Requested * If you selected "Ongoing Project/Event' above this arrount rmy not exceed 10% of the total expense budget of this project. Funding Request Max 18,700 Tourism Seasons * From the list below, what season will your project enhance tourism. Select any which apply. [7 Year-round (January - December) r- 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: The Kittitas County Chamber of Commerce, is a nonprofit organization that Project/Event collectively provides opportunities for local municipalities to identify and produce Description * special events that are aligned with and increasing tourists to their downtown. In the past few years, the National Main Street Center Four Point Approach is the structure the chamber has referenced, the merchant community in the City of Kittitas is looking to grow their city. Several opportunity projects such as; Fourth of July Event, Trunk or Treat Event, Christmas in Kittitas Event have been launched and are gaining popularity with visitors and surrounding communities in our area. Economically, it is hard for many merchants, and did cause closure of a couple businesses. Due to these closures and the renovation of spaces, new retail opportunities are now available. These retail spaces are being actively looked at by the Chamber of Commerce, Central Washington University and other owners or second business ventures by existing business owners. The Kittitas County Chamber of Commerce is working closely with existing merchants to develop a stronger retail options to increase tourism during each season; Spring, Summer, Fall and Winter. In doing so, the Chamber of Commerce is also networking with local schools, with organizations, and the university to identify activities which will have the opportunity to impact the retail income and tourism in downtown Kittitas. Promoting Downtown continues to be a long-term goal, building partnerships with merchants, local vendors and organizations to increase participation is an important part of achieving the goal of both promoting and encouraging tourism in Kittitas. Expanding the reach of existing projects, to ensure that visitors lodge at local airbnb's, travelers along 1-90, people participating in major events in the area stop and shop will increase retail sales, year around. The Master plan will determine potential sites for infill development, public improvements, and redevelopment. These sites will be identified on an assessment map of the community. The plans will provide a phased approach for short, medium and long term improvements to Kittitas that recognize that projects of this nature take time, funding, and partnerships. By working with Arnett Muldrow team, there wall be opportunities for key sites such as buildings, streetscapes, parks, open spaces, alleys, etc. This task will examine the market definition for retail and tourism trade in Kittitas. 2500 character lirrit List of Intended Use of Funds* Master Plan and Market Assessment -Strategy Plan 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 accon-rrodations; Projection * Building blocks: We will be utili2ing the recommendations from the Arnett Muldrow market analysis and downtown master plan to complete the campaign message. With the infill development, public improvements and redevelopment, there will be a definite increase of tourism. Especially with the emphasis on capturing additional retail and tourism trade businesses. By providing these opportunities for businesses to relocate to the City of Kittitas, it will give tourism places to visit for shopping, eating, or education. Collectively if the City of Kittitas is successful with recruitment and building their downtown offerings, this will definitely increase the number of people traveling for business or pleasure and staying overnight in paid accommodations. With that it will also increase the overflow into Ellensburg accommodations as well. 2500 character lirrit Response 2.1: In 2017, consultants from Arnett Muldrow conducted a market analysis and Evidence* downtown master plan that determined visitors in downtown Cle Elum was an estimate of 215 visitors per week. By using that figure we can see what lies ahead if we are able to conduct the strategies with a full assessment and master plan. The market assessment will help with other redevelopment projects that will bring both retail and tourism trade activities to the City of Kittitas; which would bring the opportunity to promote for those day trip visits or even work towards more overnight stays. 2500 character lint Response 2.2: 2.To a place fifty rriles or more away from their place of residence or business for the day or staying overnight; Projection * Continued efforts: once the Masterplan is completed and the focus is on implementation it will give us opportunity to do surveys, cash register sales, and tax receipts to verify the information that will be anticipated through the efforts of the masterplan. We will be able to sift through the information and determine traveling distance and even from another country or states outside of their place of residence or business. Even if the current overnights produced in 2019, 366 and based on other community surveys that show 70% of travelers are from 50 miles or further, that would give a projection of 256 people would be traveling to the area. Based on the 2017 Dean Runyan report for Kittitas County, per person per day expenditure is $27. (256x27= $6,912 in potential spending) 2500 character lirrit Response 2.2: According to other reports provided for other communities; three-quarters of our Evidence * visitors in the county will take a trip that may not be intended for the purpose of overnight stays but mostly day trips. So by preparing the City of Kittitas to infill with restaurants, shops, and activities we will have added interest to pull day trip spending or even and ultimately overnight stays. 2500 character lirrit Response 2.3: 3. or fromanother country or state outside of their place of residence or business. Projection * We predict there WIl be out of country or state travelers. We will put in place a mechanism to track such travelers, however, we are not able to put a number to that projection. 2500 character limit Response 2.3: We will continue to do surveys, review google analytics, and review registration Evidence* forms to verify attendance information at all events that occur in downtown Kittitas. 2500 character lirrit Application Questions: Part 2 31 Measuring Results What tools WII 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 rreasure your event's impact on tourisrn? Flease be specific and provide exarrples. Measuring Results* We will continue using the resourced from the Chamber of Commerce such as the Visitor's Guide, brochure rack sites to track the use of information, wwe wall create the relationship wwith the existing accommodations in the City of Kittitas to get the information to the guests that are staying at the establishment. We will hold town hall meetings and survey the businesses to see how the impact overall is measuring within their businesses. We will also have tracking measurements on the building permits, business licenses and other useful information from the City of Kittitas. 2500 character lirrit Response 3 A: Measuring Results* Response 3 B: A_ Is your project/event year-round or is it seasonal or date -specific? Cr Year Round C Seasonal r Date Specific Your selection here should be supported by the dates you provided above, in the Project or Event Information section. B. what strategies will you employ to assure you are attracting tourists from at least 50 rriles away? Measuring Results* We will work with our current relationship with the Kittitas County Lodging tax to see if there is a way to have content on the county website to make sure that they have the most current offerings in the City of Kittitas. We %all also use our internal mechanisms to promote what is happening in the City of Kittitas and push the redevelopment opportunities to local business owners, investors, and fellow members. Currently the Chamber has a database of visitors over 5K, we will make sure that content is relevant and use tourism as an economic driver for the vacant building infill leads, we will also help with information about their events and make sure that their events are being shared in the larger market of 50 miles and further. We will utilize Google Analytics to understand where the traffic is coming from and break down to usable quantifiers. 2500 character limit Response 3 C: C what strategies will you use to assist in marketing all of Kittitas County as a tourist destination with your Measuring Results* event/project funding request? By completing this Market assessment and Master plan, it will provide more opportunities the City of Kittitas to infill with business, redevelopment in vacant lands, etc. The Kittitas County Chamber of Commerce will continue to monitor activity through online activity and increases in traffic supported by Google Analytics and Facebook Insights. In addition, there will be information gathered at various events through surveys, registration forms, and zip code information that businesses can provide. The Chamber of Commerce will work with businesses on gathering data for business during relation to events. We will work with the Chamber Tourism Office and review the STAR reports to see if the peak accommodation demand correlates with events or activities in the downtown. Links to county -wade tourism websites will be included in the chamber's website. All development of town guides, maps will continue to promote upcoming events to increase the exposure and excitement around discovering and exploring in and around the City of Kittitas area. The Kittitas County Chamber of Commerce will continue to seek ways to cross - promote tourism through websites, Facebook and collaborative advertising. 4th of July Event, Trunk or Treat Event, Christmas in Kittitas, will continue to grow and expand as these events are cross -promoted through increased partnerships with; event planners, non -profits, and the City. 2500 character lint 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 * Distribution points through the downtown core will be maintained with current information about the local area and events that are occurring. In addition, Chamber of Commerce has the ability to expand distribution through county -wide information which include the Visitor's Guide, the Kittitas County Maps, Tribune Visitor Guide, etc. which will include: Exit 115 Shell Station, Kittitas Depot, Time Out Saloon, Thrall and Dodge Tasting Room, and others. Through our partnership with the Kitittas County Chamber, -channels to promote the efforts of the City of Kittitas on their website, calendar, weekly emails to members, Facebook sites and distribution centers (Visitor Centers) in Cle Elum and Ellensburg. Town Hall meeting has began and they will continue to involve the business, churches and residents of the movement and strategic process. Thrall and Dodge Tasting Room, Time Out Saloon, Johnny's, Eagles and the New Life Church has been very active in the committees and the forward motion of what is happening currently and anticipate more participation during the assessment and master planning. 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* This one time request will help the City of Kittitas prepare for the growth and potentials through watching the growth happening in Ellensburg. Additionally, by having a strategy that gives us a 3 -5 -year goal, it helps us to plan and go after additional funding opportunities and to focus on diversifying our budget revenues to help balance our projects. The Kittitas County Chamber of Commerce has experienced several successes this past year which have provided celebration in our partnerships with the downtown communities including City of Cle Elum, Roslyn and Ellensburg. We have been able to invest in our community by helping with the beautification of downtown through the summer flower and watering program, by supporting local businesses and creating new events. 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 There are multiple opportunities for visitors to be attracted to the City of Kittitas area and their downtown community. These include; natural, cultural, human, and capital resources. These allowthe Kittitas County Chamber of Commerce the opportunity to target our tourism plan to different user types; day visitors, business travelers, family and friends, vacationers, special interest groups (bicyclers,hikers, quilters, naturalists, fly fishing enthusiasts, etc.), all of which spend money when they come to town. The wonderful thing about the City of Kittitas is that it can cater to the particular needs and interests of all of these. 2500 character lirrit Supporting Documents You xray upload any supporting documents such as graphs, irrages, diagrarrs, marketing materials, etc. You are allowed to subrrft up to 3 single page (US Letter) docurrents in JFG, FDF or TIFF forret 71 Previous Lodging Tax Grant Information Previous Years Has your event received Lodging Tax funds in previous years? Awarded Lodging Tax r No, this eventlproject has not previously received Lodging Tax Funding. Grants* r Yes, 1 year previous r Yes, 2 years previous r Yes, 3 or more years previous How many participants and spectators attended last year's activity and/or will attend this year? Prior Year* Projected * 0 1,500 How many days did/will your event occur? Prior Year* Projected * 0 365 How many paid overnight stays were and/or will be booked as a result of your project/event? Prior Year* Projected * 0 366 Paid Overnights' Data Support Explain howthe room nights data above from the prior year was collected and howthe projection for the next year is derived. (For 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 For the projections are based on airbnb bookings from 2019 YTD; we multiplied Overnight's Stay that one source by 2 because of two accommodation businesses currently listed in Response* the City of Kittitas. Although there are (2) active owners one property is a home with 2 bedrooms and the other has 2 hotel style rooms available to rent. So, it could be multiplied by 3. Being the first of the request we stayed with multiplying only be the 2 locations. 366 x 122 (ADR for Kittitas County) _ $44,652 overnight spend which will contribute $1,786 in hotel/motel tax receivables for the City of Kittitas. 2500 character lirrit. Prior Year Paid In addition to field above, you Trey upload the evidence to supportthe prior years' roa rr'night infonation. Overnight Stay Data You rray upload up to three single pages (LIS Letter), of intorrretion. r you a single rrulti-page docurrent, only the first three pages will be considered. The following formats, will be accepted: JFG, FDF or TIFF 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, orhaveyouappliedfor funding fromothersources? r Yes C; No Funding for which you have applied but not yet secured Funding Source Amount Private Investments $ 1,500.00 PSE Foundation $ 1,500.00 City of Kittitas - General Fund $ 3,000.00 USDA Rural Communities Grant $ 1,500.00 Funding Shortfalls* What changes would occur if the project couldn't be funded? As we develop greater partnerships within our community we feel there vJII be opportunity to seek funding through donor support and sponsorship of events that have proven success in attendance and recognition. Incumbent within the Master Plan are strategic projects to enhance the downtown area and draw more tourists into Kittitas. As we infill retail businesses, support for the City of Kittitas will also gain popularity with the potential of increased financial support locally. We will have to broaden the grant reviews and see if there are any additional funding sources we didn't uncover prior to this grant application. 2500 character lirrit. Matching Funds 40.11 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 itemiang 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 clairred i"nd contributions valued at $500 or rrore and related to rrarketingladvertising, you mist subrrit Contributions verifying docurentation which assures the contribution will be provided. Budget Year Edit if necessary 2017 2018 2019 2020 Revenues From Consolidated Lodging Tax Grant Past Actual 3 Past Actual 2 Past Actual 1 Projected LTAC Grant $ 0.00 $ 0.00 $ 0.00 $ 18,700.00 Funding All Other Revenues Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Private Investment $ 0.00 $ 0.00 $ 0.00 $ 1500.00 PSE Grant $ 0.00 $ 0.00 $ 0.00 $ 1500.00 City of Kittitas - $ 0.00 $ 0.00 $ 0.00 $ 3000.00 General USDA Rural $ 0.00 $ 0.00 $ 0.00 $ 1500.00 Communities Grant 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 576 Evidence of Volunteer Rease upload a single file which offers evidence in support of the projected volunteer hours. Contributions * volunteer verification form - application LTAC 2020.pdf 441.66KB Calculated Value of $ 13,570.56 Projected Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected revenue Totals $ 0.00 $ 0.00 $ 0.00 $ 39770.56 Expenses ccount Name Past Actual 3 Past Actual 2 Past Actual 1 Projected 4asterplan/Assessm $ 0.00 $ 0.00 $ 0.00 $ 18700.00 i nt Past Actual 3 Past Actual 2 Past Actual 1 Projected xpense Totals $ 0.00 $ 0.00 $ 0.00 $ 18700.00 Profit & Loss Past Actual 3 Past Actual 2 Past Actual 1 Projected $ 0.00 $ 0.00 $ 0.00 $ 21070.56 Application Certification The applicant here certifies and affirms: 1. That it does not now, nor will it during the performance of any contract arising from this application, unlawfully discriminate against any employee, applicant for employment, client, customer, or other person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military status, sexual orientation, creed, place of birth, or disability; 2. That it will abide by all relevant local, state and federal laws and regulations and; 3. That it has read the information contained in the Instructions on pages 1 and 2 and understands and will comply with all provisions thereof. Certified by: Sign Name * AMY MCGUFFIN Applicant's Title * CEO Tljl ) C Department of the Treasury `�1111.t i17 Internal Revenue Servle P.O. Box 2508, Room 4010 Cincinnati OH 45201 KITTITAS COUNTY CHAMBER OF COMMERCE 609 N MAIN ST ELLENSBURG WA 98926-3109 r. Y' 021928 In reply refer to: 4077550279 Mar. 29, 2012 LTR 4168C 0 91-0210430 000000 00 00039116 BODC: TE Employer Identification Number: 91-0210430 Person to Contact: Sophia Brown Toll Free Telephone Number: 1-877-829-5500 Dear Taxpayer: This is in response to your Feb. 20, 2012, request for information regarding your tax-exempt status. Our records indicate that you were recognized as exempt under section 501(c)(6) of the Internal Revenue Code in a determination letter issued in July 1942. Because you are not an organization described in section 170(c)'of the Code, donors may not deduct contributions made to you. You should advise your contributors to that effect. Please refer to our website www.irs.gov/eo for information regarding filing requirements. Specifically, section 6033(j) of the Code provides that failure to file an annual information return for three consecutive years results in revocation of tax-exempt status as of the filing due date of the third return for organizations required to file. We will publish a list of organizations whose tax-exempt status was revoked under section 6033(j) of the Code on our website beginning in early 2011. If you have any questions, please call us at the telephone number shown in the heading of this letter. Sincerely yours, T•i'O'mOA_�' Cindy Thomas Manager, EO Determinations 4+ C Ccu C N N a) N N Q C f6 Q L 0) ++ N f9 a N m 5 a.� Y O 4 ,-, (D C fa Z 41 a� W 4+ C v LU W Q) m 0 41 W w 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 Cie 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 %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. 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 %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. 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 Advertising: 1. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will be reimbursed at 100% of the cost, including any production cost. 2. Television advertising placed with any media provider inside the Yakima /Kittitas DMA will be reimbursed as follows: a. For date -specific events, advertising the day of the event and up to 7 days prior to the event may be reimbursed at 100% of the cost, including any production costs. b. For seasonal or year-round events, or for date -specific events outside of the time- frame in Section 2 B, 2(a) above, advertising may be reimbursed at the rate of 70% of the total cost, including any production costs. C. Online Advertising; 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: 1. Direct mail advertising may be reimbursed at 100% of the cost, including any production cost, for each item mailed or shipped to a destination outside of Kittitas County. In order to receive reimbursement, a list of the addresses and a signed statement from the contractor that the list is accurate, or other proof of delivery, must be provided along with other required documentation. E. Fivers/Posters: 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. 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. 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 Advertisin : 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