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HomeMy WebLinkAbout017- Rodeo Hall of Fame (3)LT -2020 -017 -RODEO HALL OF FAME 2020 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND ELLENSBURG RODEO HALL OF FAME ASSOCIATION This Contract, effective January 1, 2020 is made and entered into by and between KITTITAS COUNTY ("County"), acting as agent for and on behalf of the City of Ellensburg, a Washington municipal corporation ("City"), a subdivision of the State of Washington, and ELLENSBURG RODEO HALL OF FAME ASSOCIATION ("Contractor") for the 2020 Ellensburg Rodeo Hall of Fame Museum ("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 ten thousand dollars ($10,000) (City of Ellensburg 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 ten thousand dollars ($10,000) (City of Ellensburg lodging tax funding). c. Services/Expenses that are reimbursed must be dated during the current year and final date to submit reimbursements requests is January 15, 2021 after this date funds lapse. d. Requests for reimbursements must be submitted to: Kittitas County Auditor 2020 County Lodging Tax Funding Agreement Page 1 LT -2020 -017 -RODEO HALL OF FAME Attn: Auditor's Accounting 205 West 5th Ave — Suite 105 Ellensburg, WA 98926 auditorsaccounting@co.kittitas.wa.us Reporting requirements of your events will be required on prescribed forms from the County Auditor. Contractor is eligible to claim reimbursement for the following items and amounts only: ■ Printed Marketing Materials- brochures • Advertising- Radio, TV, magazines, newspaper ® Promotions- Video production • Signage- WA State Department of Transportation 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 Contractors requesting reimbursement for event -specific expenses shall submit all claims as no more than two reimbursement requests with supporting documentation at the conclusion of the event. 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. 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 and City. Any such delegation or subcontracting without the County's or City's prior written consent shall be voidable at the County's or City's option. b. Contractor shall at all times be an independent contractor and not an agent or representa- tive of the County or City 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 or City. In no event shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the County or City. It is understood that the Contractor and the Contractor's staff and employees are not employees of the County or City and are not, therefore, entitled to any benefits provided employees of the County or City. 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 2020 County Lodging Tax Funding Agreement Page 2 LT -2020 -017 -RODEO HALL OF FAME 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, mental disability or any other protected status recognized under local, state or federal law. e. The Services shall at all times be subject to inspection by and approval of the County or City, but the County's or City'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 or City's knowledge of defective or non- complying performance, or the substantiality or ease of discovering the same. Contractor shall provide the County or City 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 City, or their 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 or City makes final payment of compensation due hereunder, Contractor shall provide the County or City access to (and the County or City 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 or City assumes no liability for the Contractor's actions under this Agreement. Contractor releases and shall defend, indemnify, and hold harmless the County and the City, their 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 or City in connection with the Services for this Agreement; 2020 County Lodging Tax Funding Agreement Page 3 LT -2020 -017 -RODEO HALL OF FAME • 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. 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 or City 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 or City 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 or City specifically shall not be liable to Contractor for the County's or City's release under public records laws of any documents not otherwise exempt from disclosure 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 or City, their 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. 2020 County Lodging Tax Funding Agreement Page 4 LT -2020 -017 -RODEO HALL OF FAME 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 and City as Additional Insureds 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 or self-insurance maintained by the County or City. 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. The City is not a party to this Agreement but is an intended third -party beneficiary of this Agreement and to the extent set forth herein certain of its provisions are for the benefit of the City and are enforceable by City in its own name and capacity as a Washington municipal corporation. b. 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. 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. d. 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. 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. 2020 County Lodging Tax Funding Agreement Page 5 LT -2020 -017 -RODEO HALL OF FAME e. 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. f. 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. g. 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. h. 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. I- 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 KMitas County Manter of Cormerce? Workshop - 2019 * F Yes r No Submittal Instructions F Yes, & General I have read and understand Subrrittal Instructions and General Information 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* Ellensburg Rodeo Hall of Fame Association Organization Addrp�,�tAddress (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 ERHOF IRS 501 c3 Recognition Document 07-30-2001.pdf 1.71 MB Organization Status* Acceptable file formats include: JFG, FDF or TIFF. Contact Information First Name* Marie Last Name * Smith A EXHIBIT "A" 110 W 6th PMB #374 Address Line 2 City State / Province / legion Ellensburg WA Postal / Zip Code Country 98926 USA Website EIZ am Federal Tax ID #* 91-1883840 UBI #* 601-812-059 Organization is a: * r" Governrnenl Entity r• 511(c)3 f 501(c)4 r sol (c)B I- Other (Note: you must submit 501(c)3, 501(c)4, or 501(c)6 approval documentation.) Click here to view sample documents (redacted). Upload Proof of ERHOF IRS 501 c3 Recognition Document 07-30-2001.pdf 1.71 MB Organization Status* Acceptable file formats include: JFG, FDF or TIFF. Contact Information First Name* Marie Last Name * Smith A EXHIBIT "A" Phone Number* 509-856-7199 Email * murf@elltel.net Project or Event Information U Project/Event Name* Ellensburg Rodeo Hall of Fame Museum 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 414 North Pearl Location * New or Ongoing Ca Ongoing Project/Event (More than four years in existence) Project/Event?* M New Project/Event (Four or fewer years in existence) Amount of Funding $ 30000.00 Requested * V you selected "Ongoing Project/Event' above this arrount rray not exceed 10% of the total expense budget of this project. Funding Request Max 30,032 Tourism Seasons * Fromthe list below, what season will you project enhance tourisnP Select any which apply. 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 LJ 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 Wth these funds. You must include an itemized list of exactly how any grant funds awarded will be utilized. Response 1: The project event underway is to open the doors to an Ellensburg Rodeo Hall of Project/Event Fame Museum. The quest of ERHOF is to have a building to display the many Description * historical artifacts accrued since its inception in 1997. This space has finally been secured at 414 N. Pearl St., formerly the Downtown Pharmacy with a 15 -year lease agreement Wth the Clymer Museum. The ERHOF Board of Directors has raised funds over the last eight years and has now begun work on remodeling the 2,200 square foot space preparing it for a 2020 opening. The plan is to open to the public early in the coming year. The flooring, lighting, display furniture and plan to open a doorway that connects it to the Clymer Museum is underway. The current front door will become a fire eAt so as to minimize staffing needs. We have completed structural and architectural plans to date. The tourism market audience is extensive. All who have been inducted into the Hall of Fame over the last 22 years numbering #123 are invested in seeing this museum become public. Our Induction Banquet and Art Auction held annually includes national and local contestants, participants like clowns, judges and announcers, trick riders, stock contractors, volunteer organizers, pioneer rodeo families and famous livestock. There is a large national audience from the Pro Rodeo Cowboys Association (PRCA). The Ellensburg Rodeo will be celebrating it's 100 -year anniversary in 2023 and we have begun a collaboration with RFD TV and the Cowboy Channel to reach a very large audience. Many of our over 100 members and contributors include large groups of people like the Past Royalty, the Top Hands, the Yakama Indian Nation, and the many sponsors of our events. Grant funds will be used for branding and venue promotions, brochures, print marketing, posters and banners plus on line marketing and ticket sales, radio, T.V., newspaper and magazine ads. We also do a quarterly newsletter and have video production of all our inductees. We will be consulting others about strategizing the best avenues to reach a large audience. 2500 character lirrit List of Intended Use of Funds* Printed Marketing Materials -Brochures Advertising-RAdio, TV, Magazines, Newpaper Promotions -Video Production Signage- WA State Department of Transportation 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 accomYodations; Projection * Projection of increased tourism comes from the a)perience of high interest in our many displays at the Western Culture and Art Center (formerly the Clymer) at the Kittitas County Chamber, Ellensburg Rodeo Office, and the Western Village at the rodeo grounds. During the rodeo and the many other events that we hold through out the year attendance has steadily increased. 2500 character linit Response 2.1= Pendleton Roundup Hall of Fame has shared their numbers with us with a steady Evidence* increase in audience since they opened in 2006. They have had over 4000 visitors with 70% being from out of state in the past year. 2500 character linit Response 2.2: 2.To a place fifty rriles or mDre away fromtheir place of residence or business for the day or staying overnight; Projection * We project that with the added advertising and promotions outside of Kittitas County that we could expect the numbers to rise to 30% or more. 2500 character lirrit Response 2.2: A high percentage of our inductees are from out of state including Canada. 15% of Evidence* the attendees at our 2019 Induction were from outside Kittitas and Yakima Counties, with 3% from out of state. The Ellensburg Rodeo attracts many tourists during the Labor Day weekend of patrons that have great interest in the historical displays. At the Western Village we have tracked the 50 miles or more visitors and they number 159 that have signed our guest book and let us know they have come to stay for the weekend. 2500 character lint Response 2.3: 3. or fromanother country or state outside of their place of residence or business. Projection * Although hard to quantify, being this is our first year, the visitors to our museum will stay overnight because we will piggy back on the many other events like Spirit of the West, Western Art Show and Clymer Rendezvous, people will purchase meals, gas and gifts while here. We Wil target these special events to increase the overnight stays with multiple things to do in Kittitas County. Using the Dean Runyan and Star reports and the Jay Ray survey we see the potential for over night stays and the dollars it would bring to the county. 2500 character lirrit Response 2.3: No evidence available for this our first year. Evidence* 2500 character limit Application Questions: Part 2 31 Measuring Results What tools will you use to measure your event's impact on tourism? Please be specific and provide examples. Include the following information: A. Is your project/event year-round or is it seasonal or date -specific? Go to definitions of terms. B. What strategies will you employ to assure you are attracting tourists from at least 50 miles away? C. What strategies will you use to assist in marketing all of Kittitas County as a tourist destination with your event/project funding request? Response 3: Mat tools will you use to rreasure your event's irrpact on tourism(? Please be specific and provide examples. Measuring Results* Tools used to track attendance will be a guest book sign in, on line tracking with EventBrite for all ticket sales to events, website and Facebook tracking. We will engage the hotels and motels locally to help track the stays and search for other means available to us. We will be very assertive to track visitors to our new Response 3 A: Measuring Results* Response 3 B: Measuring Results* location, where they are from and how they heard about the new museum. 2500 character lirrit A. Is your project/event year-round or is it seasonal or date -specific? r Year Round r Seasonal Cr Date Specific Your selection here should be supported by the dates you provided above, in the Project or Event Information section. B. What strategies w ill you errploy to assure you are attracting tourists from at least 50 miles away? Our project is year around in that the museum will be open to the public 6 days a week. The strategies to assure we are attracting people from 50 miles away will be with advertising thru radio, T.V., newspaper, national magazines, Facebook, signage and brochures plus newsletters sent out to our membership. 2500 character lirrit Response 3 C: C Mat strategies will you useto assist in nerketing all of [, lUitas County as a tourist destination with your Measuring Results * event/project funding request? We will have links on our website for other related organizations wthin Kittitas County. The two logos, My.Ellensburg and Live Life in Color will be included in all our mailings and printed advertising/promotions. 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 * We collaborate with many organizations including other NW rodeo's (there are 27 in all), and with events that are rodeo related like roping events, barrel racing events, Bares and Broncs, John Wayne Wagon Trail rides, Washington State Horse Park and local sponsors like CWU, Ellensburg Rodeo, Kittitas County Chamber of Commerce, displays at Pasta Company, the Windrow Hotel, the Kittitas Valley Events Center, the Spirit of the West. We have relationships with Heritage Distillery in Roslyn, the Farmers Market both in Ellensburg and Roslyn. We will nurture relationship with the Kittitas County Historical Museum and the Cle Elum Museum along with events held in Upper County like Pioneer Days. We are part of the Alliance for the Western Culture and Art Center. This all is accomplished by our volunteer board of directors using personal contact and providing brochures, posters, ads and invitations to our events. We will be sending out and delivering brochures to many other rodeos and to Chambers of Commerce in selected cities nationwide. See attached lists of sponsors and artists currently associated with ERHOF. 2500 character lirrit 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* Future Plans: For the past eight years our major fundraiser has been held at the CWU Ballroom during our annual Induction Banquet and Art Auction on Thursday of Rodeo Weekend. We hold a live art auction supported by the donations of 20 to 30 artists that create a western themed item each year to sell. The Banquet is attended by 300+ supporters that have helped us raise over $400,000 in the past 8 years. This year with the anticipation of our new building needing remodeling we raised $21,000 with a fund -a -need raise the paddle request. With good communication to these many supporters we will continue to keep their interest and provide them with a sense of community in preserving the history that is so important to them. ERHOF holds a Whiskey Tasting, now in its 3rd year, where we sell Heritage Distillery's products with a generous profit margin and have raised $3,000 each of the first two years. We have a raffle item during and preceding rodeo until Labor Day that has netted at least $1,000 each year. Westar Roping Event has donated the proceeds from their gate in exchange for our volunteers assisting in producing and running the annual event. This has brought in anywhere from $2,000 to $4,000 each year for the last 5 years. We consistently use on line marketing with our Facebook page and Community Connect to continue the success of these events. We are developing more avenues to raise funds with our board of directors and create events now that we have a space to hold these events. We will use the county logo and the appropriate city logo in all our advertising. 2500 character lirrit A 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 Since being formed in 1997 the Ellensburg Rodeo Hall of Fame has always been committed to having a physical location, and now being a part of the Western Culture and Art Center we are more committed than ever to bringing and expanding the historical presentation for the viewing public, both locally and nation wide. The history of the Ellensburg Rodeo, dating back to 1923, is part of the foundation of the Ellensburg Community and the Kittitas Valley. Now with a home location, and when the doors are open we are expecting more artifacts and donations. Considering a local event to ask for donations relating to the Rodeo (crowd sourcing). Attached are the pages from our 2019 induction program demonstrating our connections and support. 2500 character linit Supporting Documents You xray upload any supporting docurrents such as graphs, images, diagrams, marketing materials, etc. ERHOF3.pdf 742.31 KB ERHOF2.pdf 656.95KB ERHOF1.pdf 704.25KB You are allowed to subrrit up to 3 single page (US Letter) documents in JPU PDF or TIFF format 71 Previous Lodging Tax Grant Information Previous Years I bs 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* 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 4,000 How many days did/will your event occur? Prior Year Projected 0 303 How many paid overnight stays were and/or will be booked as a result of your project/event? Prior Year* Projected * 0 400 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 No prior year data collected as this is our first year. projection is 10% of the total Overnight's Stay estimated visitors. Response * 2500 character lint Prior Year Paid In addition to field above, you may upload the evidence to support the prior years' roorrinight information. Overnight Stay Data You rray upload up to three single pages (LS Letter), of information, V you a single multi -page docunrent, only the first three pages will be considered. The following formats, will be accepted: JFG, FCF or 11FF Application Questions: Part 5 81 Funding Does your organization have, or have you applied for, grant funding from other sources? If not, why not? If yes, please list the funding you have for the project, including any volunteer and in-kind sources in Question 91 Project Budget Overview. Funding sources and amounts which have not yet been secured will be listed separately, in the field(s) directly below. Finally, what changes would occur if the project couldn't be funded? Other Funding* Does your organization have, or have you applied for funding from other sources? r Yes Explanation * If not, why not? 6, No Until the past few months we did not have a location and were only able to have exhibits during Rodeo and other limited venues. 2500 character limit Funding Shortfalls* Mat changes would occur if the project couldn't be funded? If our advertising and promotion funding for the new museum are not funded through they Kittitas County Lodging Tax, the number of visitors would be very limited. While we would search for other means to fund advertising of our new facility it could take considerably more time and therefore a loss in Kittitas County visitors from other areas. 2500 character lint. Matching Funds 0.00 Percentage % 11iis 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, expenditures, and any potential profit or loss. For projects/events which are ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operations (need not be consecutive) for the project/proposal if applicable. For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must submit verifying documentation which assures the contribution will be provided. For instance, if you are claiming in-kind contributions in the form of advertising match, a binding contract itemizing the matching value and obligating each party must be provided. ATTENTION: In an effort to allow an adequate level of flexibility for all applicants, not all fields in the budget portion are required to be filled before this form is submitted. Providing all applicable data is your responsibility, failure to do so will potentially jeopardize your application's chance for review. Verification of In-kind For any claimed in-knd contributions valued at $500 or rrore and related to rrarketingladvertising, you crust submt Contributions verifying docurrentation which assures the contribution will be provided. i Budget Year Edit if necessary 2017 2018 2019 2020 Revenues From Consolidated Lodging Tax Grant $ 0.00 Past Actual 3 Past Actual 2 Past Actual 1 Projected LTAC Grant $ 0.00 $ 0.00 $ 0.00 $ 30,000.00 Funding All Other Revenues Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected $ 0.00 $ 0.00 $ 0.00 $ 0.00 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 Calculated Value of $ 0.00 Projected Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Revenue Totals $ 0.00 $ 0.00 $ 0.00 $ 30000.00 Expenses Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Magaane $ 0.00 $ 0.00 $ 0.00 $ 13872.00 Advertising - Cowboys and Indians Magaane $ 0.00 Advertising -Pro Rodeo TV -RFD Heritage $ 0.00 Brochures $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 0.00 $ 10080.00 $ 2500.00 $ 500.00 Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projecte( Washington State $ 0.00 $ 0.00 $ 0.00 $ 2880.( DOT Road Sign Postage $ 0.00 $ 0.00 $ 0.00 $ 200.0( Past Actual 3 Past Actual 2 Past Actual 1 Projecte( Expense Totals $ 0.00 $ 0.00 $ 0.00 $ 30032 Profit & Loss Past Actual 3 Past Actual 2 Past Actual 1 Projecte( $ 0.00 $ 0.00 $ 0.00 $ -32.00 Application Certification _ Q�', 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: eft~zw " l Name* Marie Smith Applicant's Title* Capital Campaign Chair INTERNAL REVENUE-, AVICE P. 0, BOX 2508 CINCINNATI, OH 45201 Date: 0JUl 3 0 2001 ELLENSBURG RODEO HALL OF FAME ASSOCIATION C/O BOB KELLY 508 N MAIN ELLENSBURG, WA 98926 Dear Applicant: DEPARTMENT OF THE TREASURY Employer Identification Number: 91--1883840 DLN: 601205076 Contact Person: DENNIS SAYERS 10# 52486 Contact Telephone Number: (877) 829-5500 Accounting Period Ending: December 31 Form 990 Required: Yes Addendum Applies: Yes Based on information supplied, and assuming your operations will be as stated in your application for recognition of exemption, we have determined you are exempt from federal income tax under section 501(a) of the Internal Revenue Code as an organization described in section 501(c)(3). We have further determined that you are not a private foundation within the meaning of section 509(a) of the Code, because you are an organization described in section 509(a)(2). If your sources of support; or your purposes, character, or method of operation change, please let us know so we can consider the effect of the change on your exempt status and foundation status. In the case of an amend- ment to your organizational document or bylaws, please send us a copy of the amended document or bylaws. Also, you should inform us of all changes in your name or address. As of January 1, 1984, you are liable for taxes under the Federal Insurance Contributions Act (social security taxes) on remuneration of $100 or more you pay to each of your employees during a calendar year. You are not liable for the tax imposed under the Federal Unemployment Tax Act (FUTA). Since you are not a private foundation, you are not subject to the excise taxes under Chapter 42 of the Code. However, if you are involved in an excess benefit transaction, that transaction might be subject to the excise taxes of section 4958. Additionally, you are not automatically exempt from other federal excise taxes. If you have any questions about excise, employment, or other federal taxes, please contact your key district office. Grantors and contributors may rely on this determination unless the Internal Revenue Service publishes notice to the contrary. However., if you lose your section 509.(a)(2) status, a grantor or contributor may not rely on this determination if he or she was in part responsible for, or was aware Letter 947 (DO/CG) -2- ELLENSBURG RODEO HAIL OF FAME of, the act or failure to act, ur the substantial or material change on the pert of the organization that resulted in your loss 'of such status, of if he or site acquired knowledge that the Internal Revenue Service had given notice that you would no longer be classified as a section 509(a)(2) organization. Donors may deduct contributions to you as provided in section 170 of the Code. Bequests, legacies, devises, transfers, or gifts to you or for your use are deductible for federal estate and gift tax purposes if they meet the applicable provisions of Code sections 2055, 2106, and 2522. Contribution deductions are allowable to donors only to the extent that their contributions are gifts, with no consideration received. Ticket pur- chases and similar payments in conjunction with fundraising events may not necessarily qualify as deductible contributions, depending an the circum- stances. See Revenue Ruling 67-246, published in Cumulative Bulletin 1967-2, on page 104, which sets forth guidelines regarding the {deductibility, as chari- table contributions, of payments made by taxpayers for admission to or other participation in fundraising activities for charity. In the heading of this letter we have indicated whether you must file Form 990, Return of Organization Exempt From Income Tax. If Yes is indicated, you are required to file Form 990 only if your gross receipts each year are normally more than $25,000. However, if you receive a Form 990 package in the mail, please file the return even if you do not exceed the gross receipts test. If you are nGt required to file, simply attach the label provided, check the box in the heading to indicate that your annual gross receipts are normally $25,000 or less, and sign the return. If a return is required, it must be filed by the 15th day of the fifth month after the end of your annual accounting period. A penalty of $20 a day is charged when a return is filed late, unless there is reasonable cause for the delay. However, the maximum penalty charged cannot exceed $10,000 or 5 percent of your gross receipts for the year, whichever is less. For organizations with gross receipts exceeding $1,000,000 in any year, the penalty is $100 per day per return, unless there is reasonable cause for the delay. The maximum penalty for an organization with gross receipts exceeding $1,000,000 shall not exceed $50,000. This penalty may also be charged if a return is not complete, so be sure your return is complete before you file it. You are required to make your annual information return, Form 990 or Form 990 -EZ, available for public inspection for three years after the later of the due date of the return or the date the return is filed. You are also required to make available for public inspection your exemption application, any supporting documents, anti your exemption letter. Copies of these documents are also required to be provided to any individual upon written or in person request without charge other than reasonable fees for copying and postage. You may fulfill this requirement by placing these documents on the Internet. Penalties may be imposed for failure to comply with these requirements. Additional information is available in Publication 557, Tax -Exempt Status for Your Organization, or you may call our toll free number shown above. Letter 947 (DO/CG) -3- ELLENSBURG RODEO HALL OF FAME You are not required to file federal income tax returns unless you are subject to the tax on unrelated business income under section 511 of the Code. If you are subject to this tax, you must file an income tax return on Form 990-T, Exempt Organization Business Income Tax Return. In this letter we arc. not determining whether any of your present or proposed activities are unre- lated trade or business as defined in section 513 of the Code. You need an employer identification number even if you have no employees. If an employer identification number was not entered on your application, a number will be assigned to you and you will be advised of it. Please use that number on all returns you file and in all correspondence with the Internal Revenue Service. This determination is based on evidence that your funds are dedicated to the purposes listed in section 501(c)(3) of the Code. To assure your continued exemption, you should keep records to show that funds are expended only for those purposes. If you distribute funds to other organizations, your records should show whether they are exempt under section 501(c)(3). In cases where the recipient organization is not exempt under section 501(c)(3), there L0,L should be evidence that the funds will remain dedicated to the required purposes and that they will be used for those purposes by the recipient. 0 If distributions are made to individuals, case histories regarding the recipients should be kept showing names, addresses, purposes of awards, manner of selection, relationship (if any) to members, officers, trustees or donors of funds to you, so that any and all distributions made to individuals can be substantiated upon request by the Internal Revenue Service. (Revenue Ruling 56-304, C.B. 1956-2, page 306.) If we have indicated in the heading of this letter that an addendum applies, the enclosed addendum is an integral part of this letter. Because this letter could help resolve any questions about your exempt status and foundation status, you should keep it in your permanent records. If you have any questions, please contact the person whose name and telephone number are shown in the heading of this letter. Enclasure(s): Addendum Sincerely yours, 49-- 77' A& - Steven T. Miller Director, Exempt Organizations Letter 947 (DO/CG) -4- ELLENSBURG RODEO HALL OF FAME Based on the facts and circumstances represented in the organization's request for relief, pursuant to section 301,9100--3 of the Income Tax Regulations, an extension of the filing period fixed by section 1.508-1(a)(2) of the regulations has heprt granted. Accordingly, 1. fie oreanizatirni's exemption ander section 501(c)(3) of the Code will be effective from August 15, 1997, the date your organization was formed. Letter 947 (DO/CG) A cmermg F IrJiNq, I 1 .1 [.?i L 0 11 i I,jfotjme and Annuai Meml-% Megan Wwks arta E-11clIsUUM RO(Jeo Ticket Ofice Staff 1, Morr., w 1PI Ass— 11111, pill ',V F!,'W; I•i C J' - LI Piaia� (139 buj� Ito dzo Hail of FaMe DicL,er V 1. r. O.'Ors 141, 1 PO It V,I- Ipw lcri>bulf� . ? Vj*v, jW)'A Glm-,Iw; CuivIe Upil E1-]CI3-A),3rq P.Crthr) cmdc�, PAY= W CWU Foundation (People's Choice Awards) Fitterer's Furniture (Meet & Greet Host) Ellensburg Daily Record (Banquet and Auction Program) Western Culture and Arts Center (Unveiling & Judging Host) Old Mill Country Store (Juried Artist Awards) - r - a CONTRIBUTORS Joann Wise (Auction Supervisor) ERHOF Board of Directors Justin McKee (Banquet Master of Ceremonies) Fred Meyer and Super One (Meet and Greet and Unveiling Food) Paul Newman (Auctioneer) Samantha Robbins & Michael Williams (Boxes Photographers) Western Culture and Art Alliance (incl. Western Art Association and Clymer Museum) Watermill Winery, Walla Walla Bob Kelley, Teri Phillip, Mary Seubert, Joel Smith Marie Smith, Donna Hougnon e" V a. ;�. ,w rw • . +AW *,.,.tet Artist Larry Allphin Ken Bamford Julie Baugher John Brotherton Jason Clifton & Holly Heflen Patti Erikson John Graf Pennie Hammer Amanda Hanson Becky Hollenbeck Kenneth Hurley Kris Jennott Jeannie Johnson Karen Johnson & Olivia Chrisman Lynne McCowin Aaron Munson Samantha Robbins Betty Severin John Schmidt Damian Smith Sponsor Grebb, Johnson, Reed, & Wachsmith Ellensburg Tire Ken MacRae Allen Faltus Mitchell, Reed, Schmitten & Cashmere Valley Bank Spirit Therapeutic Riding & Bill & Teri Phillip Brandon Robertson/ Edward Jones CWU Foundation Ann & Don Bucklin Ellensburg Rodeo Roger & Claudia Weaver Peter & Kim Nisbet Joe & Roylene Crawford Kelleher Motors Scott Driver Anderson Hay & Grain Arlein Anderson Fitterer's Furniture Kent Lester/Cashmere Valley Mortgage Frank & Ann Reed F] 4 F� 1_ I Exhibit "B" Guidelines and Requirements for Expenditure Reimbursements from Lodging Tax Section 1. Branding Contractors who have been approved to utilize grant awards for advertising expenditures must incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism information as follows: A. Websites and Social Media Sites must include the County's and appropriate City's tourism website logo with an operational link to the site(s). The logo must be displayed on the contractor's home page, it must be sized no smaller than %: inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. B. Print Advertising and Online 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 Advertisine: 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 Advertisine: 1. Online advertising and promotion may be reimbursed at 100% of the cost, including any production cost. Streamed media (radio, television, other) requests for reimbursement must include a statement from the media provider specifying the percentage of recipients which are outside of Kittitas County. Reimbursements will be allowed for the percentage distributed outside of Kittitas County, including any production costs. D. Direct Mail: Direct mail advertising may be reimbursed at 100% of the cost, including any production cost, for each item mailed or shipped to a destination outside of Kittitas County. In order to receive reimbursement, a list of the addresses and a signed statement from the contractor that the list is accurate, or other proof of delivery, must be provided along with other required documentation. E. Flyers/Posters: 1. Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% of the cost, including any production cost. In order to receive reimbursement, a list of the locations where flyers or posters were posted outside of Kittitas County, a signed statement from the contractor that the list is accurate and a copy of the poster/flyer must be provided along with other required documentation. 2. Banners which are placed inside of Kittitas County may be reimbursed at 100% of the cost, including any production costs. In order to receive reimbursement, the banner cannot list a specified date or location. Request can only be made one time. 3. Signage (site layout use only) which are placed inside of the venue/facility of the event may be reimbursed at 100% of the cost, including any production costs. In order to receive reimbursement, the signage cannot list specified date or location. Request can only be made one time. (i.e. ADA Parking/Parking, Loading Zone, Evacuation Route, Bathrooms, and Stage locations) F. Radio Advertising: 1. Radio advertising placed with any media provider located outside of Kittitas County may be reimbursed at 100% of the cost, including any production cost. 2. Radio advertising placed with any media provider located inside of Kittitas County may be reimbursed as follows: a. For date -specific events, advertising the day of the event and up to 7 days prior to the event may be reimbursed at 100% of the cost, including any production cost. b. For seasonal or year-round events, or for date -specific events outside of the time- frame in Section 2 F, 2(a) above, advertising may be reimbursed at the rate of 30% of the total cost, including any production costs. G. Operation Reimbursement: 1. Operation costs may be reimbursed 100% of the paid invoice cost. In order to receive reimbursement operations invoice must an approved cost from the Consolidated Lodging Tax committee members list. Invoice provided must include notation of payment with proof of payment. 2. Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed at 100% of cost. In order to receive reimbursement, a signed statement from the receiver along with other required documentation. Mileage reimbursement subject to IRS mileage reimbursement rates which may change annually. 3. Items not eligible for reimbursement: a. Salaries of employees b. Capitol purchases- any item with 3+ years life and over $5,000. c. Licenses, permits, insurance, or credit card fees