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Home My WebLink AboutLT-2020-015LT-2020-015-EASTON MEMORIAL DAY 2020 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND EASTON MEMORIAL DAY CELEBRATION 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 EASTON MEMORIAL DAY CELEBRATION ("Contractor"), for the 2020 Easton Memorial Day Celebration ("Event"). WHEREAS, the purpose of this Agreement is to provide for activities and expenditures designed to increase tourism, NOW THEREFORE, in consideration of the terms and conditions contained herein, or attached and incorporated and made a part hereof, the County and the Contractor mutually agree as follows: Section 1. Scope of Work. a. Contractor shall provide the services and staff described in its Application for Lodging Tax Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit "A" which is attached hereto and incorporated herein by this reference. b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the following as required to perform the services, described in Paragraph (a) above, in accordance with this Agreement: Personnel, labor and supervision; technical, professional and other services. All such services, property and other items furnished or required to be furnished, together with all other obligations performed, or required to be performed, by Contractor under this Agreement are collectively referred to herein as "Services." c. Contractor shall commence, perform and complete such Services in accordance with Exhibit "B" which is attached hereto and incorporated herein by this reference. Section 2. Payment. a. As full compensation for satisfactory performance of the Contractor's Services, the County agrees to pay Contractor the sum of one thousand three hundred ninety two dollars and twelve cents ($1,392.12) (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 sum of one thousand three hundred ninety two dollars and twelve cents ($1,392.12) (Kittitas Co. lodging tax funding). c. Services/Expenses that are reimbursed must be dated during the current year and final date to submit reimbursements requests is January 15, 2021 after this date funds lapse. d. Requests for reimbursements must be submitted to: Kittitas County Auditor Attn: Auditor's Accounting 205 West 5th Ave —Suite 105 2020 County Lodging Tax Funding Agreement Page 1 LT-2020-015-EASTON MEMORIAL DAY Ellensburg, WA 98926 a ud itorsacco ui)ti ng@co.kittita s.wa.us e. Reporting requirements of your events will be required on prescribed forms from the County Auditor. f. Contractor is eligible to claim reimbursement for the following items and amounts only: • Website expense ® Radio, newspaper, and social media ads • Promotional items • Bouncy house rentals • Rock climbing wall • Face painter Drone photography Hard copy ads g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and is further expressly denied funding for the following items as requested in the application as defined in Section 1(a): N/A h. Contractors requesting reimbursement for event -specific expenses shall submit all claims as no more than two reimbursement requests with supporting documentation. I. Contractors must complete the Lodging Tax Reimbursement online training course provided by the County Auditor's office prior to filing reimbursement claim. Requests for reimbursement will not be accepted by the County Auditor prior to the training being completed. The training may be found online at the Kittitas County Auditor's website at the following address: http://www.co.kittitas.wa.us/auditor/default.aspx Section 3. Performance by Contractor. a. Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract performance of any Services to any other person or entity without the prior written consent of the County. Any such delegation or subcontracting without the County's prior written consent shall be voidable at the County's option. b. Contractor shall at all times be an independent contractor and not an agent or representa- tive of the County with regard to performing the Services. Contractor shall not represent that it is, or hold itself out as, an agent or representative of the County. In no event shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the County. It is understood that the Contractor and the Contractor's staff and employees are not employees of the County and are not, therefore, entitled to any benefits provided employees of the County. c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders, licenses, permits, and other requirements, now or hereafter in effect, of any governmental authority (including, but not limited to, such requirements as may be imposed upon the 2020 County Lodging Tax Funding Agreement Page 2 LT-2020-015-EASTON MEMORIAL DAY County and applicable to Services). Contractor shall furnish such documents as may be required to effect or evidence such compliance. All laws, ordinances, rules, and orders required to be incorporated into agreements of this character are incorporated into this Agreement by this reference. Contractor agrees to obtain all required licenses and permits, and further agrees to keep them in full force and effect during the term of this Agreement. d. The County and the Contractor agree that in fulfilling the terms and conditions of this Agreement neither shall discriminate on the basis of race, creed, color, national origin, age, sex, marital status, or the presence of a physical, sensory, or mental handicap. 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 2020 County Lodging Tax Funding Agreement Page 3 LT-2020-015-EASTON MEMORIAL DAY any governmental authority; or • Any breach of or default under this Agreement by Contractor. Section 5. 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. 2020 County Lodging Tax Funding Agreement Page 4 LT-2020-015-EASTON MEMORIAL DAY e. Where insurance is requested by the County, all liability insurance policies shall be endorsed to include the County as an Additional Insured and shall stipulate that the insurance afforded by the policies shall be primary insurance, and that any insurance, self-insured retention, deductibles, or risk retention trusts maintained or participated in by the Parties shall be excess and not contributory to any other insurance maintained by the County. Contractor shall furnish the County a certificate of insurance with Endorsement as evidence that the required policies are in full force and effect. Section 8. Termination. The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon receiving such notice of termination, Contractor shall, except as otherwise directed by the County, immediately stop performing the Services to the extent specified in the notice. In the event the County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of the date of the notice of termination. Section 9. Miscellaneous. a. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or any right or interest in this Agreement without the County's prior written consent. b. This Agreement embodies the entire Agreement between the County and Contractor, and supersedes any and all prior oral or written communications, proposals, conditions, promises, representations, or understandings regarding the Services. No change, amendment or modification of any provision of this Agreement shall be valid unless set forth in a written amendment to the Agreement signed by both parties. c. Notice for any purpose under this Agreement, except service of process, shall be given by the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W. 5th Ave. Ste. 108, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by the County to the Contractor shall be given to the Contractor's address provided on the signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class, postage prepaid, certified mail, return receipt requested. d. The section and paragraph headings of this Agreement are for reference convenience only and are not intended to restrict, affect or be of any weight in interpreting or construing the provisions of such sections or paragraphs. e. This Agreement may be executed in one or more counterparts and by facsimile, each of which will be deemed an original, but all of which together will constitute one and the same instrument. f. Contractor warrants to the County that the individual signing on Contractor's behalf has the requisite power and authority to enter into and to perform Contractor's obligations under 2020 County Lodging Tax Funding Agreement Page 5 LT-2020-015-EASTON MEMORIAL DAY 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. 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 C MMISSIONERS CONTRACTOR J X02-0 [Print Name] .Sox 9s- Vice s - Vice =, �'• :' ��` Clerk of the Board �. • S''• ........ y � Af�iPR&ED AS TO FORM: Deputy Prosecuting Attorney [Address] -S-02 6S-6 11177 [Telephone] Z,? -s 7w n/ •-Ti2md2e2 2020 County Lodging Tax Funding Agreement Page 6 CLTAC: Application for Lodging Tax Grant Funding Grant Application Ltd you attend the Grant Application Workshop - 2019 hosted by the Kttitas County aiarrber of ComTrerce? Workshop - 2019 * r Yes r No Submittal Instructions ( Yes, & General I have read and understand Submittal Instructions and General hforr ation for the 2019 Lodging Tax Grant Funding Information * R-o:ess 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* Easton Memorial Day Celebration Organization Address* Street Address 101 Sun Islar id Drive Address Line 2 PO Box 698 Qty Easton Fbstal / Zip Code 98925-0698 Website www.eastonmemorialdaycelebration.com Federal Tax ID #* 91-1779697 UBI # * 601-770-862 Organization is a: * rGovernment Entity r 501(c)3 t'; 501(c)4 r 501(c)6 LOther State / FYovince / Region WA Country USA (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 Affirmation Ietter0001.pdf Organization Status* Acceptable file formats include: JFG, FDF orIIFF. Contact Information First Name * Teresa 862.93KB ^f EXHIBIT "A" Last Name* Kartes Phone Number* 206-501-5268 Email* easton memoriaidayparade@gmail.com Projector Event Information Project/Event Name* Easton Memorial Day Celebration 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* 5/23/2020 Project/Event Location * New or Ongoing Project/Event? * Amount of Funding Requested * Funding Request Max End Dates 5/23/2020 Railroad Street, Easton, WA 98925 rF Ongoing Project/Event (More than four years in existence) C New Project/Event (Four or fewer years in existence) $ 1392.12 It you selected " Ongang Project/Event" above this arrount rray not exceed 10% of the total expense budget of this project. Tourism Seasons * Fromthe list below, what season will your project enhance tourism? Select any which apply. Year-round (January - December) r Off Season (November - February) i1 Shoulder Season (October or March - May) r High Season (June - September) Application Questions: Part 1 Please answer each question completely, in the order listed. Please include any supporting data within the response narrative. 11 Project/Event Description Please provide a description of your project/event and identify the specific tourism audience/market that your organization will target with these funds. You must include an itemized list of exactly how any grant funds awarded will be utilized. Response 1: A fun filled day of activities and interests for all age groups with a goal to increase Project/Event tourism to Upper Kittitas County. Description * Street Fair (50 +/- vendors) Parade (50 +/- participants) Car Show (150 +/- vehicles) Motorcycle Show (25 +/- cycles) Wall of Heroes (Past/present veterans and their stories) Kid Zone ( 8+/- Bouncy houses, Rock Wall, Face Painting) Our marketing audience will be targeted with Radio ads, Newspaper ads, Email notices, Social Media (Facebook ads), Volunteer hours handing out and posting flyers while networking via word of mouth throughout Kittitas, Yakima, Wenatchee, Grant, King, Snohomish, Skagit, Thurston and Pierce Counties. 2500 character lirrit List of Intended Use of Funds* Website expense Radio ads Newspaper ads Social Media ads Promotional items Bouncy house rentals Rock climbing wall rental Face painter Insurance costs to put on this event County Permit requirements/expense Drone photography Hard copy ads 21 Projections of Increased Tourism Please provide the following estimates of how any money received will result in increases in the number of people traveling for business or pleasure on a trip: 1. Away from their place of residence or business and staying overnight in paid accommodations; 2. To a place fifty miles or more away from their place of residence or business for the day or staying overnight; 3. or from another country or state outside of their place of residence or business. You must provide the evidence utilized in determining your projections. Response 2.1: 1. Away fromtheir place of residence or business and staying overnight in paid accomrodations; Projection * Our projections for increased tourism is to promote our event by advertising for a full day of fun for everyone! Kid Zone to keep the kids occupied so the parents are more willing to spend the day and travel from afar; Car & Motorcycle Show, shopping for the adults, sampling local food trucks at the street fair. Everyone comes for the Parade and entertainment for all. This event ensures everyone is tired and makes it a full day and encourages them to stay. 2500 character limit Response 2.1: When we surveyed most of the attendees they shared that what attracted them to Evidence * our event was through the radio and social media advertisements. People had asked if there were local accommodations for next years visit. We will be adding a new page to our website linking ALL Upper Kittitas County lodging options which will give potential attendees the tools they need to plan for a stress free 3 -day holiday weekend in Kittitas County. 2500 character lirrit Response 2.2; 2.To a place fifty rriles or rrure away fromtheir place of residence or business for the day or staying overnight; Projection We will continue to partner with our local lodging facilities to promote our event by A) suggesting they offer a small discount to attendees for lodging with them while attending this event. B) Using a coupon -like questionnaire for attendees to enter into a drawing for a prize at the event. C) Using a coupon -like questionnaire for attendees to bring to the event and exchange for a promotional item such as an Easton Memorial Day Celebration Pen. D) Sending promotional lodging offers via email so attendees coming from 50+ miles away can make prior arrangements at a discounted rate. 2500 character lirnt Response 2.2: Department of Transportation says that Memorial Day weekend has the highest Evidence * traffic volume per year. They say that 186,000 vehicles travel over Snoqualmie Pass during that weekend alone. That being said, it's no wonder we can take this small town of 400 or so residents and create an event that brings in +/- 4000 people to Upper Kittitas County. They are already on their way looking for fun and warmer skies. Lodging tax money allows us the ability to broaden our reach by advertising via Facebook, Social media, email, website upgrades, large banners visible from 1-90 and the radio ads online and on -air. All 186,000 vehicles have to go right by Easton. Let's give them a reason to stop! 2500 character lirrit Response 2.3: 3. or fromanother country or state outside of their place of residence or business. Projection * Our projection is to increase out of state/country attendees over the year before simply by word of mouth, email, our website and all types social media. They keep coming back and bringing their family and friends to join in this truly fun event. 2500 character linit Response 2.3: Over the past several years, even our vendor registration form shows that vendors Evidence * travel from other states while bringing family and friends to our area. At our raffle booth, we often inquire where they came from and most are willing to share how far they traveled and how much this event brings them great joy. 2500 character lirrit 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: \&hat tools will you use to Treasure your event's irrpact on tourism? Rease be specific and provide exarrples. Measuring Results* Kittitas County Sheriffs traffic control tally Drone footage Car Show participant registration Motorcycle Show participant registration Vendor registration Parade participant registration Lodging surveying 2500 character linit Response 3 A: A. Is your project/event year-round or is it seasonal or date -specific? Measuring Results* C Year Round C Seasonal C_•' Date Specific Your selection here should be supported by the dates you provided above, in the R'oject or Event Information section. Response 3 B: B. Mat strategies will you errploy to assure you are attracting tourists fromat least 50 riles away? Measuring Results* Our strategy is to purchase ads at radio stations outside of our geographic area to ensure potential attendees know where we are and what the event has in store for them. We purchase Facebook and other social media boosts to their websites to specifically target attendees outside our area. We negotiate lodging partnerships with all the local hotels to not only promote them but to have them promote us. We leverage our Car and Motorcycle Show participants to broadcast to their respective club member encouraging them to stay the weekend and bring family and friends. We offer a low cost of $20 for vendor registration to help offset travel costs to entice them to bring their families and make a weekend of it. Keeping their registration costs low, allows them to make more profit encouraging them to repeat their visit year after year. 2500 character lirft Response 3 C: C. Wiat strategies will you use to assist in rrarketing all of I4Mas County as a tourist destination with your Measuring Results* event(project funding request? Our strategy to bring people to Easton and coincide with other local weekend events throughout Kittitas County so there is lots of variety to make a weekend of it. Our local businesses offer prizes to us to be raffled. The winners receive those items which encourages them to visit the business and often times buy even more. Most times, winners are visiting a business for the first time. It's a win win situation and encourages attendees to explore new restaurants and services they wouldn't have ever had the opportunity to do within the County. 2500 character lirft 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 have created partnerships Wth other local organizations by inviting them to our monthly meetings and keeping them informed through our meeting minutes via email. Members of those groups give us prizes for our raffle to continue to encourage winners to stay and spend money within the County. This could be with our local sherifrs department car and motorcycle clubs, marketing meetings with local businesses, and our membership with the chamber of commerce. Additionally, many of our board members belong to other local non profit organizations and continue to promote this event through those partnerships. 2500 character linit 51 Future Plans Please explain what plans exist to allow this project to become self-sustaining. Include any plans for ticket sales, event sponsors, and other cost -recovery models. Fi �t� ire Plans* Our organization is 100% volunteer largely by full time employed residents. It's a small community of 400 homes and only 200 occupied full time. We continue to solicit participation from the local residents available to us. We now have a gambling license so we are doping to Increase raffle frequency to help offset costs. The town comes together and donates resources necessary to reduce expenses such as tractor usage, meeting venue, garbage collection, platform stage, raffle donations, etc An entry fee of $5.00 is charged for the Kid Zone to help offset costs however the Kids Zone alone is over $5,000. We are looking into larger companies willing to sponsor the entire Kids Zone. 2500 character linit 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 This event has been going on for 29 years. Without the help of the Kittitas County Lodging Tax benefits, we would not be able to promote outside our region and continue to attract families from afar. Our attendance numbers would drop drastically if we did not have the benefit of the Lodging Tax Grant. The first thing we would lose without having this funding would be the Kids Zone. It is what attracts families to this event knowing their children are playing safe and secure allowing parents to shop local vendors. This is a kick off weekend for summer events throughout Kittitas County and a benchmark for all the other events to meet and exceed. Parade attendees use our event to advertise for their own upcoming County event ensuring visitors the opportunity to continue to return and spend money in Kittitas County. 2500 character limit Supporting Documents You rray upload any supporting docurrents such as graphs, irrages, diagrarrs, marketing materials, etc. You are allowed to subrrit up to 3 single page (tJ5 Letter) docurrents in JFG, FDF or TIFF format 71 Previous Lodging Tax Grant Information Previous Years -bs your event received Lodging Tax funds in previous years? Awarded Lodging Tax C No, this event/project has not previously received Lodging Tax Funding. Grants* (" Yes, 1 year previous r7 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 3,000 4,000 How many days did/will your event occur? Prior Year* 1 Projected * 1 How many paid overnight stays were and/or will be booked as a result of your project/event? Prior Year Projected 1,501 1,880 Paid Overnights' Data Support Explain howthe 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 Last year, overnight stay data was collected through direct count and an informal Overnight's Stay survey. The direct count was from motel/RV registration and the informal survey Response* was from 7 motels at 10% estimated attendance. This year, we plan on delivering sign in sheets to every local motel and RV facility and collect after the event. We will also provide our parking volunteers with clickers to tally how many individuals eat their cars and attend the event. We will continue to utilize the online registration process for all the vendors and parade participants and analyze the zip codes of the participants. We will continue to utilize the sign in sheets from both the Car and Motorcycle Shows to capture zip codes of participants. 2500 character lirrit. Prior Year Paid In addition to field above, you rray upload the evidence to support the prior years' roornInight information. Overnight Stay Data 2019 Lodging Data.pdf 38.24KB You rray upload up to three single pages (LIS Letter), of inforrration. V you a single rruld-page docurrent, only the first three pages will be considered. The following formats, will be accepted: JFQ FDF or TIFF Application Questions: Part 5 81 Funding Does your organization have, or have you applied for, grant funding from other sources? If not, why not? If yes, please list the funding you have for the project, including any volunteer and in-kind sources in Question 91 Project Budget Overview. Funding sources and amounts which have not yet been secured will be listed separately, in the field(s) directly below. Finally, what changes would occur if the project couldn't be funded? Other Funding * Does your organization have, or have you applied for funding from other sources? r Yes r'•' No Explanation * If not, why not? We have not found grants that we qualify for within Kittitas County other than this one. With an all volunteer team of community members, we have limited resources to research and apply for available grants. 2500 character lirrit Funding Shortfalls* Mat changes would occur if the project couldn't befunded? If we did not have this funding we would lose the Kids Zone. It is what attracts families to this event knowing their children are playing safe and secure allowing parents to shop local vendors. We would not be able to solicit visitors outside of Kittitas County and our attendance would drop drastically causing vendors to cancel as they would not find value attending if there wasn't a return with the sale of their goods. We would experience a sharp decline in attendance which would adversely affect local businesses; motels, gas, restaurants, and services. It is hard enough to keep people spending in Kittitas County during the long weekend and this event is influential to tourism. Local businesses gift us with donations to restaurants, services and goods in anticipation of the success of our event which guarantees them some return on their investment. 2500 character linit. Matching Funds 1795.82 Percentage % This field will auto fill with the correct percentage based on your input to budget section below. 31 Project Budget Overview Please complete budget for this project/proposal. If your agency operates independently of this project application it may not be necessary to submit the entire agency budget. You must submit a budget which specifically pertains to the project/event for which you are requesting funding and adheres to the basic budget format shown below. The budget must include anticipated revenues, expenditures, and any potential profit or loss. For projects/events which are ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operations (need not be consecutive) for the project/proposal if applicable. For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must submit verifying documentation which assures the contribution will be provided. For instance, if you are claiming in-kind contributions in the form of advertising match, a binding contract itemizing the matching value and obligating each party must be provided. ATTENTION: In an effort to allow an adequate level of flexibility for all applicants, not all fields in the budget portion are required to be filled before this form is submitted. Providing all applicable data is your responsibility, failure to do so will potentiallyjeopardize your application's chance for review. Verification of In-kind For any claimed in-Wnd contributions valued at $500 or mDre and related to narketing/advertising, you crust subrrit Contributions verifying documentation which assures the contribution will be provided. 2019 In -Kind Donation Tracker.pdf 81.62KB Budget Year Edit if necessary 2017 2018 2019 2020 Revenues From Consolidated Lodging Tax Grant Past Actual 3 Past Actual 2 Past Actual 1 Projected LTAC Grant $ 0.00 $ 2,500.00 $ 2,620.00 $ 1,392.12 Funding All Other Revenues Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected $ 6600.00 $ 8071.80 $ 8001.52 $ 12000.00 In -Kind Contributions (except volunteerism) Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected $ 20116.00 $ 9989.00 $ 16015.97 $ 13000.00 Contributions of Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Number of Hours 0 589 1,847 1,900 Evidence of Volunteer Rease upload a single file which offers evidence in support of the projected volunteer hours. Contributions* volunteer hours.pdf 30.021<6 Calculated Value of $ 44,764.00 Projected Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Revenue Totals $ 26716.00 $ 20560.80 $ 26637.49 $ 71156.12 Expenses Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected $ 25216.00 $ 19347.45 $ 13921.23 $ 25000.00 Past Actual 3 Past Actual 2 Past Actual 1 Projected Expense Totals $ 25216.00 $ 19347.45 $ 13921.23 $ 25000.00 Profit & Loss Past Actual 3 Past Actual 2 Past Actual 1 Projected $ 1500.00 $ 1213.35 $ 12716.26 $ 46156.12 Application Certification The applicant here certifies and affirms: 1. That it does not now, nor will it during the performance of any contract arising from this application, unlawfully discriminate against any employee, applicant for employment, client, customer, or other person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military status, sexual orientation, creed, place of birth, or disability; 2. That it will abide by all relevant local, state and federal laws and regulations and; 3. That it has read the information contained in the Instructions on pages 1 and 2 and understands and will comply with all provisions thereof. Certified by: Name * Teresa Kartes Applicant's Title* President 37� IZ 1;c[':.rtmentofthe ?I,u..ut} �p'i�f 1►71-1--al Revenue Seiiirr P.O. Box 2508 In reply refer to: 0248358237 Cincinnati OH 45201 Feb. 16, 2016 LTR 4168C 0 91-1779697 000000 00 00017631 BODC: TE EASTON MEMORIAL DAY CELBRATION COMMITTEE PO BOX 698 EASTON WA 98925 102671 Employer ID Number: 91-1779697 Form 990 required: Yes Dear Taxpayer: This is in response to your request dated Feb. 04, 2016, regarding your tax-exempt status. We issued you a determination letter in November 2014, recognizing you as tax-exempt under Internal Revenue Code (IRC) Section 501(c) (3). Our records also indicate you're not a private foundation as defined under IRC Section 509(a) because you're described in IRC Section 509(a)(2). 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 a return is required, you must file Form 990, 990 -EZ, 990-N, or 990 -PF by the 15th day of the fifth month after the end of your annual accounting period. IRC Section 6033(j) provides that, if you don't file a required annual information return or notice for three consecutive years, your exempt status will be automatically revoked an the filing due date of the third required return or notice. For tax forms, instructions, and publications, visit www.irs.gov or call 1 -800 -TAX -FORM (1-800-829-3676). If you have questions, call 1-877-829-5500 between 8 a.m. and 5 p.m., local time, Monday through Friday (Alaska and Hawaii follow Pacific Time). EASTON MEMORIAL DAY CELBRATION COMMITTEE PO BOX 698 EASTON WA 98925 0248356237 Feb. 16, 2016 LTR 4168C 0 91-1779697 000000 00 00017632 Sincerely yours, 4L 1P 4.v� Doris Kenwright, Operation Mgr. Accounts Management Operations 1 aston Memorial Day Lodging/Vendor & Parade Registrant RV Park and Car Show Attendee Lodging Vendor & Parade Participants People Number of Days —7People Zip Code City Number Zip Code Attending Lodging Zip Code Attending Location of Days Lodging 80331 5 3 980361 1 Lynnwood 83854 2 3 98038 2 Maple Valley 98011 2 1 98057 1 Renton 98011 4 3 98058 4 Renton 98011 5 3 98068 2 Burien 98012 9 3 981331 3 Shoreline 98012 4 4 981551 1 Seattle 98014 4 3 98168 1 Burien 98014 6 4 98198 2 Seatac 98015 4 3 98273 2 Mount Vernon 98022 6 2 98290 2 Snohomish 98023 2 7 98294 2 Sultan 98029 3 3 98296 2 Snohomish 98032 2 3 98349 2 Lake Bay 98032 2 3 98360 3 Orting 98035 1 3 98371 1 Puyallup 98037 4 3 98403 1 Tacoma 98042 12 4 98443 2 Fife 98042 9 5 98826 1 Leavenworth 98042 2 2 98902 1 Yakima 98042 3 3 98903 1 Union Gap 98052 1 3 98915 1 Brazil 980551 1 3 98922 23 Cle Elum 98058 14 3 98925 23 Easton 98058 2 S 98926 10 Ellensburg 98058 14 3 98930 2 Grandview 98064 2 4 98940 3 Ronald 98065 4 3 98941 6 Roslyn 98092 1 4 98942 4 Selah 98115 5 3 98943 2 South Cle Elum 98188 1 4 98944 2 Sunnyside 98232 17 7 98962 1 Marble Mount 98252 10 6 99350 3 Prosser 98258 4 3 Total 117 98258 6 3 98272 2 4 98272 3 3 98272 4 3 98296 4 3 98320 17 3 98321 8 3 98321 4 3 98338 18 3 98338 3 3 98360 7 5 98360 6 3 98360 6 3 98360 3 3 98366 3 3 98367 2 3 98367 3 3 98374 10 3 98374 2 3 98374 4 4 98375 2 3 98383 4 3 98385 2. 4 98387 10 3 98391 6 3 98391 4 4 98391 5 4 98391 2 4 98391 4 4 98391 6 4 98391 6 3 98391 5 5 98404 3 4 98446 6 3 98576 5 3 98580 4 3 98592 2 3 98597 5 3 98631 4 4 98702 4 3 99301 2 3 99301 6 3 99336 3 3 99338 3 3 99352 2 1 993531 4 3 Germany 1 2 3 Totals 3931 272 Volunteer Hours Dana+ 130 Dawn 15 John 454 Kyle 10 Brandon 17 Franny 52 Bill & Barbara 51 Dennis/Barb 100 Stacy 102 Patti 40 C&C 435 Gerbers 35 Alicia 32 Terri 23 Jessica 25 Teresa 326 Total 1847 Exhibit "B" Guidelines and Requirements for Expenditure Reimbursements from Lodging Tax Section I. Brandine Contractors who have been approved to utilize grant awards for advertising expenditures must incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism information as follows: A. Websites and Social Media Sites must include the County's and appropriate City's tourism website logo with an operational link to the site(s). The logo must be displayed on the contractor's home page, it must be sized no smaller than % inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. B. Print Advertising and Online Display Advertising of all types ( including but not limited to newspaper, periodicals, flyers, posters, billboards, direct mail, e -newsletters, third -party websites, streaming displays, etc.) must include the County's and appropriate City's tourism website logo. The logo must be sized no smaller than % inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. C. Video Advertising of all types (including but not limited to television, online, electronic kiosks, motion billboards, etc.) must include the County's and appropriate City's tourism website logo. The logo must be sized no smaller than %: 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. 2. Print advertising placed with any media provider which operates inside Kittitas County may be reimbursed as follows: a. For date -specific events, advertising the day of the event and up to 10 days prior to the event may be reimbursed at 100% of the cost, including any production costs. b. For seasonal or year-round events, or for date -specific events outside of the time- frame in Section 2 A, (2)(a) above, advertising reimbursement requests must include a statement from the media provider specifying the percentage distribution to areas outside of Kittitas County. Reimbursements will be allowed for the amount distributed outside of Kittitas County, including any production costs. B. Television AdvertisinK: 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. Ondine Advertisin : 1. Online advertising and promotion may be reimbursed at 100% of the cost, including any production cost. 2. Streamed media (radio, television, other) requests for reimbursement must include a statement from the media provider specifying the percentage of recipients which are outside of Kittitas County. Reimbursements will be allowed for the percentage distributed outside of Kittitas County, including any production costs. D. Direct Mail: 1. Direct mail advertising may be reimbursed at 100% of the cost, including any production cost, for each item mailed or shipped to a destination outside of Kittitas County. In order to receive reimbursement, a list of the addresses and a signed statement from the contractor that the list is accurate, or other proof of delivery, must be provided along with other required documentation. E. Flyers/Poster : 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 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. 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