HomeMy WebLinkAboutLT-2020-001LT -2020 -001 -CLE ELUM DOWNTOWN ASSOCIATION
2020 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND CLE ELUM DOWNTOWN ASSOCIATION
This Contract, effective January 1, 2020 is made and entered into by and between KITTITAS
COUNTY ("County"), a subdivision of the State of Washington, and the CLE ELUM DOWNTOWN
ASSOCIATION ("Contractor"), for the 2020 Cle Elum Downtown Association ("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 fifteen thousand dollars ($15,000) (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 fifteen thousand dollars
($15,000)(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 5t" Ave — Suite 105
Ellensburg, WA 98926
2020 County Lodging Tax Funding Agreement Page 1
LT -2020 -001 -CLE ELUM DOWNTOWN ASSOCIATION
a ud itorsaccounting@co. kittitas.wa.us
e. Reporting requirements of your events will be required on prescribed forms from the
County Auditor.
f, Contractor is eligible to claim reimbursement for the following items and amounts only:
a Marketing Items Only
o Online Marketing- multiple channels within
o Print, TV, & Radio Advertising
o Collateral Development- town maps, guides
o Venue Image- promo and branding
o Direct Mail
o Flyers/ Posters
g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and
is further expressly denied funding for the following items as requested in the application as
defined in Section 1(a): No Online Marketing Administration
h. Contractors requesting reimbursement for event -specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation.
1. Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
following address: http://www.co.kittitas.wa.us/auditor/default.aspx
Section 3. Performance by Contractor.
a. Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County. Any such delegation or subcontracting without the County's prior written
consent shall be voidable at the County's option.
b. Contractor shall at all times be an independent contractor and not an agent or representa-
tive of the County with regard to performing the Services. Contractor shall not represent
that it is, or hold itself out as, an agent or representative of the County. In no event shall
Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the
County. It is understood that the Contractor and the Contractor's staff and employees are
not employees of the County and are not, therefore, entitled to any benefits provided
employees of the County.
c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders,
licenses, permits, and other requirements, now or hereafter in effect, of any governmental
authority (including, but not limited to, such requirements as may be imposed upon the
County and applicable to Services). Contractor shall furnish such documents as may be
required to effect or evidence such compliance. All laws, ordinances, rules, and orders
2020 County Lodging Tax Funding Agreement Page 2
LT -2020 -001 -CLE ELUM DOWNTOWN ASSOCIATION
required to be incorporated into agreements of this character are incorporated into this
Agreement by this reference. Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
sex, marital status, or the presence of a physical, sensory, or mental handicap.
e. The Services shall at all times be subject to inspection by and approval of the County, but
the County's making (or failure or delay in making) such inspection or approval shall not
relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's knowledge of defective or non -complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County with sufficient, safe, and proper facilities and equipment for such inspection and
free access to such facilities.
f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or its designee, or such Federal or State auditor with such information
related to the Services as may be requested by the applicable governmental entity.
Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County makes final payment of compensation due hereunder,
Contractor shall provide the County access to (and the County shall have the right to
examine, audit and copy, with or without notice) all of Contractor's books, documents,
papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the Internal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release, Indemnity, and Hold Harmless.
The County assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County, its officers and employees,
agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities,
damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or
may arise or be alleged to arise out of or by reason of this Agreement including:
• Any fault, negligence, strict liability or product liability of Contractor in connection with the
Services for this Agreement;
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
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LT -2020 -001 -CLE ELUM DOWNTOWN ASSOCIATION
• Any breach of or default under this Agreement by Contractor.
Section S. Compliance with Public Records Law.
a. In compliance with Washington's public records law, the County will retain copies of any
documents associated with this Agreement, which may be required by law unless legally
exempt from such retention, for any applicable legally required retention period.
b. In the event a public records request is made to the County for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws, the County shall provide notice to
Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow
Contractor to seek a court injunction.
c. The County specifically shall not be liable to Contractor for the County's release under public
records laws of any documents not protected by trademark, copyright or other law.
Section 6. Industrial Insurance Waiver.
With respect to performance of this Agreement and as to any claims against the County, its Additional
Insureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51
of the Revised Code of Washington, the Industrial Insurance Act, for injuries to Contractor's employees
and agrees that the obligations to indemnify, defend and hold harmless provided in this Agreement
extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is
mutually negotiated by the parties to this Agreement.
Section 7. Insurance and Endorsements.
a. The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
b. Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from all claims, losses, harm, costs, liabilities, damages and expenses
arising out of personal injury (including death) or property damage that may result from
performance of the Services or this Agreement, whether such performance is by Contractor
or any of its employees, agents or representatives.
c. Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d. Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
e. Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County as an Additional Insured and shall stipulate that the insurance
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LT -2020 -001 -CLE ELUM DOWNTOWN ASSOCIATION
afforded by the policies shall be primary insurance, and that any insurance, self-insured
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
Contractor shall furnish the County a certificate of insurance with Endorsement as evidence
that the required policies are in full force and effect.
ction 8. Termination.
The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any
portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon
receiving such notice of termination, Contractor shall, except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice. In the event the
County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to
refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of
the date of the notice of termination.
Section 9. Miscellaneous.
a. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
b. This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
representations, or understandings regarding the Services. No change, amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
c. Notice for any purpose under this Agreement, except service of process, shall be given by
the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W.
5th Ave. Ste. 108, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by
the County to the Contractor shall be given to the Contractor's address provided on the
signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class,
postage prepaid, certified mail, return receipt requested.
d. The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict, affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
e. This Agreement may be executed in one or more counterparts and by facsimile, each of
which will be deemed an original, but all of which together will constitute one and the same
instrument.
f. Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
this Agreement. Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement, and is not in
2020 County Lodging Tax Funding Agreement
Page 5
LT -2020 -001 -CLE ELUM DOWNTOWN ASSOCIATION
violation of any applicable law, ordinance, or regulation the consequence of which will or
may materially affect Contractor's ability to perform its obligations under this Agreement.
g. If any term or condition of this Agreement or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect the other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To
this end, the terms and conditions of this Agreement are declared severable.
h. The exclusive venue for any action brought to enforce this Agreement or any of its terms
shall be in Kittitas County, State of Washington.
KITTITAS COUNTY
BOARD OF COUNTY COMMISSIONERS
2020
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Deputy Prosecuting Attorney
CONTRACTOR
[Print Name]
[Address]
[Telephone]
2020 County Lodging Tax Funding Agreement Page 6
EXHIBIT "A"
CLTAC: Application for Lodging Tax Grant Funding
Grant Application Ltd you attend the Grant Application Vtbrkshop - 2019 hosted by the Kittitas County C7ianfber of CcraTerce?
Workshop - 2019 * r Yes
r No
Submittal Instructions r• Yes,
& General I have read and understand SubrMal hstructions and General Information for the 2019 Lodging Tax Grant Funding
Information * Frocess
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 h
Name of Organization* Cie Elum Downtown Associaion
Organization Address* Street Address
312 W 1st
Address Line 2
PO Box 106
City
Cie Elum
Fbstal /Zip Code
98922
Website www.cleelumdovvntown.com
Federal Tax ID #* 20-3716010
UBI # * 203-716-010
Organization is a: * r Government Entity
r- 501 (03
r 501(04
r sal (c)6
r Other
State / FTovince / Region
WA
Country
US
(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 Letter of Determination. pdf 43.79KB
Organization Status* Acceptable file forrrats include: JFQ FDForT1FF
Contact Information
First Name* Debbie
L
Response 1: The Downtown Cie Elum Association is a nonprofit organization that collectively
Project/Event provides opportunities for local merchants to identify and produce special and retail
Description * events that are aligned with revitalizing and increasing tourists to the downtown
core of Cle Elum. Following the National Main Street Center Four Point Approach,
the merchant community in Cie Elum is committed to grovang our city. Several
successful projects such as; City Clean Up, Pioneer Day Village, Boo Elum and
Christmas in Cie Elum have been launched and are gaining popularity with visitors
to our area. Economically, during the late Spring and Summer season, retail
revenue is strong. Winter and early Spring retail this past year was hard for many
merchants and did cause closure of a couple businesses. Due to these closures
and the renovation of other spaces, new retail opportunities are now available.
These retail spaces are being actively looked at by new business owners and
through expansion projects or second business ventures by existing business
owners.
The Cle Elum Downtown Association is working closely with existing merchants to
develop a stronger calendar of retail events to increase tourism during each
season; Spring, Summer, Fall and Winter. In doing so, CEDA is also networking
wth local resorts, with equestrian and rodeo organizations, and sporting
tournaments to identify activities which will have the opportunity to impact the retail
income and tourism in downtown Cle Elum.
Promoting Downtown continues to be a long-term goal, building partnership with
merchants, local vendors and organizations to increase participation is an
important part of achieving the goal of both promoting and encouraging tourism in
Cie Elum.
Expanding the reach of existing projects, to ensure that visitors lodging at local
hotels and resorts, travelers along 1-90, people participating in major events in the
area stop and shop will increase retail sales, year around. The outreach and
marketing needed for special events and retail activities impacts the need for
funding to support marketing, media and social media expenses that CEDA will
need to produce and provide.
2500 character lirrit
List of Intended Use of Funds*
Online Marketing - multiple channels within
Print Advertising
Tv Advertising
Radio Advertising
Collaterial Development - town maps, guides
Online Marketing Administration
Venue Image - promo and branding
Direct Mail
Flyers / Posters
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 2.2: According to survey results 73% were visiting 50 miles away or more but only for a
Evidence * day trip and possible overnight accommodations, (i.e. 6,500 Pioneer Days, 1,500
Cruise Cle Elum, 1,000 Boo Elum, 1,500 Christmas in Cle Elum).
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Response 2.3: 3,.or fromanother country or state outside of their place of residence or business.
Projection * We predict there will be out of country or state travelers. We have tracked such
travelers; however, we are not able to put a number to that projection.
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Response 2.3: We wall continue to do surveys, review google analytics, and review registration
Evidence* forms to verify attendance information at all events that occur in downtown Cle
Elum..
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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 wall 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 rruasure your event's impact on tourisrrf? Please be specific and provide exarrples.
Measuring Results* We will provide the Chamber's Central Washington Visitor's Guide, the Tribune's
Explore Kittitas County Guide, and the local Visitor's Map at our registration booth
or welcome table. We also link our vebsite and Facebook to the
centralwashingtoncolor.com and discovercleelum.com websites, and actively direct
people to that information available there as well as the Chamber of Commerce
website.
This season we will develop a coupon book with local businesses to help drive
awareness and customers their way. It will be used to collectively bring businesses
together and we can track the use of those coupons. We will also be providing
greater awareness of Cle Elum Downtown through increased promotion on FB
through by co -marketing with the Chamber, local retailers, resorts and lodging
resources.
Event registrations and tracking tools on printed / published materials will also help
obtain information through zip code, overnight stays, google analytics, etc. Surveys
to other participants will be conducted and evaluated.
2500 characterlimt
Response 3 A: A. Is your prcject/event year-round or is it seasonal or date -specific?
Measuring Results* r Year Round r Seasonal r Date Specific
Your selection here should be supported by the dates you provided above, in the Project or Event Information section.
Collaboration * Distribution points through the downtown core will be maintained with current
information about the local area and events that are occurring. In addition, CEDA
has the ability to expand distribution through county -wide information which include
the Visitor's Guide, the Kittitas County Maps, Tribune Visitor Guide, etc. Currently
there are three locations in the downtown core which have high traffic volume which
we can expand to: Pioneer Coffee, Cottage Cafe, Mike's Tavern, Cie Elum Bakery
and many others.
Through our partnership with the Kitittas County Chamber, CEDA is able to utilize
the Chamber's -channels to promote the efforts of CEDA on their website,
calendar, weekly emails to members, Facebook sites and distribution centers
(Visitor Centers) in Cle Elum and Ellensburg.
The Executive Director and Board Members attend and participate in many facits of
the community. Examples of which include: City Council Meetings, City of Cle Elum
Parks and Recreation Planning Committee, Cie Elum Kiwanis, Lions and Rotary
Clubs and Upper Kittitas County Historical Society. In addition, CEDA maintains a
very active communication with organization such as; Suncadia Community
Services, Suncadia Home Owners Association, Washington State Horse Park, Cie
Elum Roundup - PRCA Rodeo.
CEDA board members are actively engaged in the Cie Elum and Kittitas County
Communities. Meeting with community leaders and clubs to promote the City of Cie
Elum and the county. Working together to better the health of their town and
activities, which the downtown provides.
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51 Future Plans
Please explain what plans exist to allow this project to become self-sustaining. Include any plans for ticket
sales, event sponsors, and other cost -recovery models.
Future Plans* Each year, CEDA Board of Directors and Committees develop work plans which
specifically address creating a more sustainable environment, one that builds
capacity for the organization and marketing efforts for the downtown. AS CEDA
shows more and more success with its downtown revitalization efforts, a stronger
environment for increased partnerships and opportunities for giving and sponsor
events is evolving. CEDA estimates partnership giving to increase by 15% in the
next year.
Our close relationship with the City of Cle Elum has developed into a partnership
With projects that will continue the efforts of downtown revitalization and help with
creating cost -recovery models.
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.
2500 character lirrit
Application Questions: Part 4
I ^ 1
61 Additional Information
Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your
project and its benefit to tourism.
Prior Year*
365
Projected *
365
How many paid overnight stays were and/or will be booked as a result of your
project/event?
Prior Year * Projected
643 739
Paid Overnights' Data Support
Explain how the room nights data above from the prior year was collected and how the projection for the next year is
derived. (For example, if there was a survey conducted for the prior year, explain the methodology. For the projections,
what are they based upon and how is that basis justified?)
Prior Year Paid According to survey results 73% were visiting 50 miles away or more but only for a
Overnight's Stay day trip and possible overnight accommodations, (i.e. 6500 Pioneer Days, 1500
Response* Cruise Cie Elum, 1000 Boo Elum, 1500 Christmas in Cie Elum).
According to the 2017 Dean Runyan report for Kittitas County, the average
expenditures for per person day trip is $27 (6628 X 27 = $178,960 in potential
spending).
We will continue to do surveys, review google analytics, cash register sales
comparisons, and tax receipt comparisons to verify information.
2500 character lint.
Prior Year Paid In addition to field above, you may upload the evidence to support the prior years' room'night inforrration,
Overnight Stay Data You may upload up to three single pages (LS Letter), of information. V you a single multi -page docun ent, only the first
three pages will be considered. The following fonrats, will be accepted: JFG, IDF 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, or have you applied for funding fromother sources?
r Yes
r No
Funding for which you have applied but not yet secured
Funding Source
City of Cie Elum Lodging Tax Committee
Suncadia Community Enhancement
Shoemaker Foundation
Amount
$ 10,000.00
$ 5,000.00
$ 5,000.00
Account Name
Past Actual 3
Past Actual 2
Past Actual 1
Projected
Pioneer Day
i
$ 0.00
$ 0.00
$ 1412.00
$ 2500.00
B&O Mainstreet
$ 0.00
$ 0.00
$ 95000.00
$ 95000.00
Direct Public
$ 0.00
$ 0.00
$ 2000.00
$ 2000.00
Support
$ 0.00
$ 0.00
$ 1000.00
$ 1000.00
In -Kind Contributions (except volunteerism)
Account Name
Past Actual 3
Past Actual 2
Past Actual 1
Projected
Accountant
$ 0.00
$ 0.00
$ 8320.00
$ 6500.00
Contributions of Volunteer Time
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Number of Hours 1,372 2,239
Evidence of Volunteer Rease upload a single file which offers evidence in support of the projected volunteer hours.
Contributions* CEDA Volunteer 2020 LT.pdf 91.99KB
Calculated Value of $ 52,750.84
Projected Volunteer
Time
Past Actual 3 Past Actual 2 Past Actual 1 Projected
i
Revenue Totals $ 0.00 $ 0.00 $ 125132.00 $ 175750.84
Expenses
Account Name
Past Actual 3
Past Actual 2
Past Actual 1
Projected
Organization
$ 0.00
$ 0.00
$ 6847.00
$ 12250.00
Promotions Events
i
$ 0.00
$ 0.00
$ 18500.00
$ 24500.00
Design - Art Installs
$ 0.00
$ 0.00
$ 10000.00
$ 11000.00
Building and
$ 0.00
$ 0.00
$ 1000.00
$ 1000.00
Business
Economic Vitality
$ 0.00
$ 0.00
$ 0.00
$ 9500.00
Infrastructure
$ 0.00
$ 0.00
$ 46300.00
$ 15068.00
Expenses
Grant Program
$ 0.00
$ 0.00
$ 47500.00
$ 33500.00
Operations - Staff
$ 0.00
$ 0.00
$ 35000.00
$ 56500.00
Past Actual 3
Past Actual 2
Past Actual 1
Projected
Expense Totals
$ 0.00
$ 0.00
$ 165147.00
$ 163318.00
Profit & Loss
Past Actual 3 Past Actual 2 Past Actual 1 Projected
$ 0.00 $ 0.00 $ -40015.00 $ 12432.84
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P.O. Box 2508
Cincinnati OH 45201
)33418
CLE ELUM DOWNTOWN ASSOCIATION
PO BOX 106
CLE CLUM WA 98922-0106
Employer ID number: 20-3716010
Form 990 required: Yes
Dear Taxpayer:
In reply refer to: 0752139618
Mar. 05, 2019 LTR 4168C 0
20-37I6010 000000 00
00016512
BODC: SB m
We're responding to your request dated Feb. 22, 2019, about your
tax-exempt status.
We issued you a determination letter in June 2015, recognizing
you as tax-exempt under Internal Revenue Code (IRC) Section 501(c)
(03).
We also show you•re not a private foundation as defined under IRC
Section 509(a) because you're described in IRC Sections 509(a)(1) and
170(b)(1)(A)(vi).
Donors can deduct contributions they make to you as provided in IRC
Section 170. You're also qualified to receive tax deductible bequests,
legacies, devises, transfers, or gifts under IRC Sections 2055, 2106,
and 2522.
In the heading of this letter, we indicated whether you must file an
annual information return. If you're required to file a return, you
mutt file one of the following by the 15th day of the 5th month after
the and of your annual accounting period:
- Form 990, Return of Organization Exempt From Income Tax
- Form 990EZ, Short Form Return of Organization Exempt From Income
Tax
Form 990-N, Electronic Notice (e -Postcard) for Tax -Exempt
Organizations Not Required to File Forel 990 or Form 990 -EZ
Form 990 -PF, Return of Private Foundation or Section 4947(a)(1)
Trust Treated as Private Foundation
According to IRC Section 6033(]), if you don't file a required annual
information return or notice for 3 consecutive years, we'll revoke
your tax-exempt status on the due date of the 3rd required return or
notice.
You can get IRS forms or publications you need from our website at
www.irs.gov/forms-pubs or by calling 800 -TAX -FORM (800-829-3676).
If you have questions, call a77-829-5500 between 8 a.m. and 5 p.m.,
0752139618
Mar. 05, 2019 LTR 4168C 0
20-3716020 000000 00
00016513
CLE ELUM DOWNTOWN ASSOCIATION
PO SOX 106
CLE SLUM WA 98922-0106
local time, Monday through Friday (Alaska and Hawaii follow Pacific
time).
Thank you for your cooperation.
Sincerely yours,
Teri M. Johnson
Operations Manager, AM Ops. 3
I
I
444_4rt7
CLE ELUM
DOWNTOWN ASSOC
JAN — AUG WEBSITE ANALYTICS
Jan 1 - August 31. 2019
16�
4,167PAGE VIEWS
ON CLEELUMDOWNTOWN.COM
WEBSITE
I,057 USERS 00:04:07 AVG
SESSION DURATION
TOP SOURCES
TOP PA[iES
520 DIRECT URL
11610
HOME
289 GOOGLE / ORGANIC
611
PIONEER DAYS
9,5 DISCOVERCLEELUM.COM
239
EVENTS
72 FACEBOOK.COM
178
ABOUT
55 CITYOFCLEELUM.COM
153
MEET CEDA
JS YAHOO / ORGANIC
ISIS
FEATURED BUSINESSES
14 BING / ORGANIC
129
NEWS
jjQ
96
CONTACT
DOWNTOWN CLE SLUM
TOP CITIES
269 SEATTLE
90
BRAND
79 ROSLYN
BS ELLENSBURG
Gni CLE ELUM
3,508
FACEBOOK PAGE LIKES
60 SPOKANE
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Cie Elum Downtown Volunteer Hours
Total hr
Board Meetings (9 members x 4 hrs x 12 meetings)
432
Committee Meetings: Promotions, Design, Org, Ec Vitality: 20 members x 4 hrs month x
12 meetings yearly:
960
EVENTS
Pioneer Days 25 people 15 hours
375
BooElum 15 people x 4 hours
60
Christmas in Cie Elum 21 x 6 hours
126
Hanging Baskets 3 people x 4 hours
12
Citywide Cleanup 50 people x 4 hours
200
Board Recruitment and Outreach 3 people x 8 hours
24
EC Vitality Outreach 3 people x 6 hours
18
Board Community Outreach Meetings 4 people x 8 hours
32
2239
Exhibit "B"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. Brandin�2
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 %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 Advertisin 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 Advertis ne of all types (including but not limited to television, online, electronic kiosks,
motion billboards, etc.) must include the County's and appropriate City's tourism website logo.
The logo must be sized no smaller than %2 inch in height, and must be surrounded by appropriate
white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in
color or appearance.
All logos and website information may be obtained by contacting the Director of Tourism, Kittitas
County Chamber of Commerce.
Section 2. Advertising Reimbursements
Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere
to the following guidelines and requirements for each type of advertising media utilized.
A. Print 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. Flyers/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:
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.
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