HomeMy WebLinkAboutLT-2020-003LT-2020-003-ROSLYN DOWNTOWN ASSOCIATION
2020 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND ROSLYN 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 ROSLYN DOWNTOWN
ASSOCIATION ("Contractor"), for the 2020 Roslyn Downtown Association — Marketing ("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. ScoL)e 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) (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 ten thousand dollars
($10,000) (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 5th Ave —Suite 105
Ellensburg, WA 98926
2020 County Lodging Tax Funding Agreement Page 1
LT-2020-003-ROSLYN DOWNTOWN ASSOCIATION
auditorsaccounting@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:
• Digital Marketing
Collateral Development- town maps, guides
g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and
is further expressly denied funding for the following items as requested in the application as
defined in Section 1(a): N/A
h. Contractors requesting reimbursement for event -specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation.
I. Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
following address: http://www.co.kittitas.wa.us/auditor/default.aspx
Section 3. Performance by Contractor.
a. Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County. Any such delegation or subcontracting without the County's prior written
consent shall be voidable at the County's option.
b. Contractor shall at all times be an independent contractor and not an agent or representa-
tive of the County with regard to performing the Services. Contractor shall not represent
that it is, or hold itself out as, an agent or representative of the County. In no event shall
Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the
County. It is understood that the Contractor and the Contractor's staff and employees are
not employees of the County and are not, therefore, entitled to any benefits provided
employees of the County.
c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders,
licenses, permits, and other requirements, now or hereafter in effect, of any governmental
authority (including, but not limited to, such requirements as may be imposed upon the
County and applicable to Services). Contractor shall furnish such documents as may be
required to effect or evidence such compliance. All laws, ordinances, rules, and orders
required to be incorporated into agreements of this character are incorporated into this
Agreement by this reference. Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
2020 County Lodging Tax Funding Agreement Page 2
LT-2020-003-ROSLYN DOWNTOWN ASSOCIATION
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;
a 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
a Any breach of or default under this Agreement by Contractor.
Section S. Compliance with Public Records Law.
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LT-2020-003-ROSLYN DOWNTOWN ASSOCIATION
a. In compliance with Washington's public records law, the County will retain copies of any
documents associated with this Agreement, which may be required by law unless legally
exempt from such retention, for any applicable legally required retention period.
b. In the event a public records request is made to the County for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws, the County shall provide notice to
Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow
Contractor to seek a court injunction.
c. The County specifically shall not be liable to Contractor for the County's release under public
records laws of any documents not protected by trademark, copyright or other law.
Section 6. Industrial Insurance Waiver.
With respect to performance of this Agreement and as to any claims against the County, its Additional
Insureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51
of the Revised Code of Washington, the Industrial Insurance Act, for injuries to Contractor's employees
and agrees that the obligations to indemnify, defend and hold harmless provided in this Agreement
extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is
mutually negotiated by the parties to this Agreement.
Section 7. Insurance and Endorsements.
a. The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
b. Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from all claims, losses, harm, costs, liabilities, damages and expenses
arising out of personal injury (including death) or property damage that may result from
performance of the Services or this Agreement, whether such performance is by Contractor
or any of its employees, agents or representatives.
c. Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d. Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
e. Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County as an Additional Insured and shall stipulate that the insurance
afforded by the policies shall be primary insurance, and that any insurance, self-insured
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
2020 County Lodging Tax Funding Agreement Page 4
LT-2020-003-ROSLYN DOWNTOWN ASSOCIATION
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.
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.
This Agreement may be executed in one or more counterparts and by facsimile, each of
which will be deemed an original, but all of which together will constitute one and the same
instrument.
Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
this Agreement. Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement, and is not in
violation of any applicable law, ordinance, or regulation the consequence of which will or
may materially affect Contractor's ability to perform its obligations under this Agreement.
2020 County Lodging Tax Funding Agreement Page 5
LT-2020-003-ROSLYN DOWNTOWN ASSOCIATION
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
Vice
AS TO FORM:
IONERS CONTRACTOR
0 t 12- 2 �� [Print Name]
erk of the Board
Deputy Prosecuting Attorney
[Address]
, 5 � 2 C1 7.
[Telephone]
2020 County Lodging Tax Funding Agreement Page 6
EXHIBIT "A"
CLTAC: Application for Lodging Tax Grant Funding
Grant Application Lid you attend the Grant Application Workshop - 2019 hosted by the Kdiitas County aiarrber of Comrerce?
Workshop - 2019 * r Yes
C No
Submittal Instructions C Yes,
& General I have read and understand Subrrittal hstructions and General Information for the 2019 Lodging Tax Grant Funding
Information * Rocess
You are strongly encouraged to compose your responses to the questions of this form with a desktop text
editor and save your work, then copy and paste the information into the form. You may also save a draft by selecting
the button at the bottom of this page. When you do this you will be logged out and must log back in to continue. In order
to save a draft you will need to provide an email address and a password. After completing the save draft, you will be
redirected to landing page containing a link to log back into the form. We suggest you save this link as a bookmark. The
link will also be sent to you in an email.
Organization Information
Name of Organization* Roslyn Downtown Association
Organization Address* Street Address
101 E Pennsylvania Ave
Address Line 2
Qty
Roslyn
Fbstal / Zip Code
98941
Website www. roslyndowntown.org
Federal Tax ID # * 20-4041024
UBI #* 602-564-427
Organization is a: * O Government Entity
r 501(c)3
G 501(c)4
C 501(c)6
(,, Other
State / Rnvince / P—egion
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 * IRS _2006 Determination LTR_ RDA 001.jpg
Organization Status Acceptablefileformats include: JFK, FDF or WE
Contact Information
First Name * Amy
Last Name * McGuffin
48.19KB
Response 1: This application is for multiple events, and we put a major focus on each event to
Project/Event draw attendance from outside of the area, specifically from the west side of the
Description* mountains. The Roslyn Downtown Association has been the lead agency for
downtown revitalization for many years. Vacancy rates are at a low for the
downtown, merchants revenues are climbing and the economic outlook is strong.
Each year, the Roslyn Downtown Association works to expand its outreach to build
partnerships and market the downtown. Thousands of people visit the Roslyn
downtown annually because of it unique and authentic historic structures, great
restaurants, shopping, as well as the events. According to the research done to
date by Beckwith Consulting, of the 317 respondents to the question "Have/Will you
visit the following historical and cultural facilities during your visit?", 183 responded
yes and 73 responded maybe regarding whether or not they would visit Downtown
Roslyn. This application for Lodging Tax will assist the Roslyn Downtown
Association in working with other entities to promote downtown events and boost
promotions of smaller events. In addition, the application will assist with funding a
strong year-round marketing campaign for visiting downtown Roslyn and
highlighting the revitalization work of the Roslyn Downtown Association. Promoting
downtown Roslyn as a destination has been a long-term goal which, through a
partnership with the Chamber's tourism office and improvements to the downtown,
is coming to fruition. By building a campaign to feature the downtown and the many
reasons to visit, whether it is for shopping and dining or as part of a visit to Roslyn
for an event, the annual campaign will help create a consistency of message that
will resonate with visitors. The campaign to visit and enjoy downtown done on a
year-round basis will create value-added advantage for events that occur in the
downtown core and business support of local stores and the potential business
owners. In addition to advertising, funding is being requested to upgrade the roslyn
downtown website to be a digital hub for all local offerings.
The target audience is...
Tourists that are attracted to Mountain Towns and traditional or historical events
Suncadia guests
Central Washington Area (outside of Kittitas County)
Seattle — Tacoma area.
2500 character linit
List of Intended Use of Funds*
Digital Marketing
Collateral Development - town maps, guides
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.
event/project funding request?
Response 3: V\hat tools will you use to rreasure your event's irpact ontourism? Rease be specific and provide exarrples.
Measuring Results* We will provide the Chamber's Central Washington Visitors Guide, the Tribune's
Explore Kittitas County guide and the local Visitors Map at our registration booth or
welcome table. We also have a link on our website and Facebook to the
centralwashingtoncolor.com website and actively direct people to the information
available there as well as the Chamber of Commerce website. Facebook insights,
Google Analytics will help with measurement from the online marketing channels.
Event registrations will help with tracking information from zip codes, overnight
stays, etc. Surveys to other participants will be conducted and evaluated.
2500 character lirrit
Response 3 A:
Measuring Results*
Response 3 B:
Measuring Results*
Response 3 C:
Measuring Results*
A. Is your project/event year-round or is it seasonal or date -specific?
G`, Year Round r Seasonal r, Date Specific
Your selection here should be supported by the dates you provided above, in the Froject or Event Information section.
B. Mat strategies will you errploy to assure you are attracting tourists frornat least 50 Hiles away?
We will continue to monitor online activity and increases in traffic through Google
Analytics and Facebook Insights. In addition, there will be information gathered at
the various events through surveys, registration forms, and zip code gathering in
businesses. We will also work with the hotels on gathering data on room stays in
relation to events. We will work with the chamber tourism office and review the
STAR reports to see if the peak accommodation demand correlates with events or
activities in the downtown.
Event surveys will include a request for zip code, how they heard about the event,
whether or not they are staying overnight in a hotel. surveys done inside of
businesses over the summer will ask for a zip code, primary reason for travel (if not
local), and how many nights they are staying in an accommodations. We will target
ads toward Yakima, Tri -Cities, Wenatchee, Spokane, and Seattle/Tacoma using
digital marketing such as the following...
Website Marketing
Radio Advertising
Search Engine Optimization
Pay -Per -Click Advertising
Content Marketing
Email Marketing
Social Media Marketing
Mobile Marketing
Video Marketing
We will utilize Google Analytics to understand where the traffic on our website and
each event pages.
2500 character lirrit
G W'ilstralegles will you use to assist in rrarketing all of Kttitas County as a tourist destination with your
evwWwgKt furdng request?
Links to county -wide tourism websites will be included on the downtown association
website. All development of town guide,maps will continue to promote other
upcoming events. The RDA will continue to seek ways to cross -promote, including
information about the county activities and inclusion of upcoming events in
correlation with other events. With events on the weekends, we also will drive
attendance to the Roslyn Farmers Market as a added feature.
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?
How many paid overnight stays were and/or will be booked as a result of your
project/event?
Prior Year * Projected
0 643
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 local survey results, 73% were visiting from 50 miles away or more but
Overnight's Stay only for day trip and possible overnight accommodations.
Response* According to the 2017 Dean Runyan report for Kittitas County, the average
expenditures for per person for 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 receipts 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' roonnight information.
Overnight Stay Data You rray upload up to three single pages (LIS Letter), of inforrretion. V you a single rrulif-page document, only the first
three pages will be considered. The following forrrats, will be accepted: JFK, FDF or TFF
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 vvill be listed separately, in the field(s) directly below.
Finally, what changes would occur if the project couldn't be funded?
Other Funding* lbes your organization have, or have you applied for funding from other sources?
Q Yes r; No
Explanation * If not, why not?
We are going after Lodging Taxfunding as a base for our marketing efforts in
2020.
2500 character lint
Funding Shortfalls * Mat changes would occur if the project couldn't be funded?
If these events were not funded, we would struggle to be able to promote them
outside of the county, which greatly increases our impact on tourism. We would see
louver attendance because of the lack of out of county promotion, and would need
to lower the quantity and quality of the entertainment vve have at these events.
2500 character limit.
Matching Funds 118.84
Percentage %
This field w ill auto fill w ith 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.
Expenses
Account Name
Past Actual 3
Past Actual 2
Past Actual 1
Projected
Tree Lighting
$ 0.00
$ 0.00
$ 0.00
$ 26000.00
Event Sponsorship
$ 0.00
$ 0.00
$ 0.00
$ 25000.00
Website
$ 0.00
$ 0.00
$ 0.00
$ 1500.00
Design/Host
Storefront Studio
$ 0.00
$ 0.00
$ 0.00
$ 10000.00
Annual Street
$ 0.00
$ 0.00
$ 0.00
$ 700.00
Cleanup
Insurance
$ 0.00
$ 0.00
$ 0.00
$ 3000.00
Legal Fees
$ 0.00
$ 0.00
$ 0.00
$ 1000.00
Payroll
$ 0.00
$ 0.00
$ 0.00
$ 13000.00
Office Expenses
$ 0.00
$ 0.00
$ 0.00
$ 5300.00
CPA Services
$ 0.00
$ 0.00
$ 0.00
$ 5000.00
Utilities
$ 0.00
$ 0.00
$ 0.00
$ 1700.00
Travel/Conference
$ 0.00
$ 0.00
$ 0.00
$ 4000.00
Digital Marketing
$ 0.00
$ 0.00
$ 0.00
$ 13000.00
Collateral Materials
$ 0.00
$ 0.00
$ 0.00
$ 3000.00
Past Actual 3
Past Actual 2
Past Actual 1
Projected
Expense Totals $ 0.00
$ 0.00
$ 0.00
$ 112200.00
Profit & Loss
Past Actual 3
Past Actual 2
Past Actual 1
Projected
$ 0.00
$ 0.00
$ 0.00
$ 145443.17
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
141 ��Olyw
Name* Amy McGuffin
Applicant's Title* CEO
:.rim, ■!;rle►� 3d:�tC3
P. 0_ sox 2SOs
Date, !4P 2 8 2pog
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NWIC Bldg
Cheri Marusa
Rob Marusa
Justin Zipperer
Valerie Lunn
Jeri Porter
Gail Dobberthein
Main Street Committee
Kevin Kane
Hannah Allender
Adam Hutschreider
Matt and Abby Inpanbutr
Andreas Baatz
Anastasia and Chad Gaddis
Russ and Suzy
Jon Chaffey
Dermot Noonan
Bill and Beth Parks
Rick Rippen
Bees Landscpae
Fred Correnti
Gordon Miller
Steve and Debra Dowd
Jim and Barb Becker
Gary Bocz
Dave Ziembicki
Chris and Joan Davies
Tim Magee
Tom Miller
Jake Weber
Tony Cebe
Roslyn Downtown Association
Projections
Date(s)
Hours
Jan- Dec 2019
480
Jan - Dec 2019
36
Jan - Dec 2019
12
Jan- Dec 2019
144
Jan - Dec 2019
20
Jan -Dec 2019
24
Jan- Dec 2019
107
Actuals
200
100
25
25
25
25
10
10
10
10
10
30
23
23
23
14
20
10
16
10
14
25
6
Total Volunteer Hours 1487
10 hrs week/ operations
3hrs per month maintenance
1 hr per month maintenance
12 hrs per month financials/banking
RDA City Council and Downtown Rep
2 hrs per month secretary
Discussion/planning
Design- building
Design- building
Design- building
Design- building
Design- building
Design- building
Building labor
Building labor
Building labor
Building labor
Building labor
Yard work
Yard work- Bldg labor
Yard work- Bldg labor
Yard work- Bldg labor
Yard work -bldg
Office worlk
IT Support
Painting
Painting
Painting
Bldg Labor -support
Delivery dirt- gravel and supplies
Exhibit "B"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section x. Branding
Contractors who have been approved to utilize grant awards for advertising expenditures must
incorporate Kittitas County and the appropriate City of Cie Elum, Ellensburg, or Roslyn tourism
information as follows:
A. Websites and Social Media Sites must include the County's and appropriate City's tourism
website logo with an operational link to the site(s). The logo must be displayed on the
contractor's home page, it must be sized no smaller than %: 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:
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 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 Advertisin>7:
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_ Dirert Mail•
1. Direct mail advertising may be reimbursed at 100% of the cost, including any production
cost, for each item mailed or shipped to a destination outside of Kittitas County. In order to
receive reimbursement, a list of the addresses and a signed statement from the contractor
that the list is accurate, or other proof of delivery, must be provided along with other
required documentation.
F. Flyers/Posters:
Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% of
the cost, including any production cost. In order to receive reimbursement, a list of the
locations where flyers or posters were posted outside of Kittitas County, a signed statement
from the contractor that the list is accurate and a copy of the poster/flyer must be provided
along with other required documentation.
Banners which are placed inside of Kittitas County may be reimbursed at 100% of the cost,
including any production costs. In order to receive reimbursement, the banner cannot list a
specified date or location. Request can only be made one time.
Signage (site layout use only) which are placed inside of the venue/facility of the event may
be reimbursed at 100% of the cost, including any production costs. In order to receive
reimbursement, the signage cannot list specified date or location. Request can only be
made one time. (i.e. ADA Parking/Parking, Loading Zone, Evacuation Route, Bathrooms, and
Stage locations)
F. Radio Advertisin :
1. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at 100% of the cost, including any production cost.
2. Radio advertising placed with any media provider located inside of Kittitas County may be
reimbursed as follows:
a. For date -specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed at 100% of the cost, including any production cost.
b. For seasonal or year-round events, or for date -specific events outside of the time-
frame in Section 2 F, 2(a) above, advertising may be reimbursed at the rate of 30% of
the total cost, including any production costs.
G. Operation Reimbursement:
1. Operation costs may be reimbursed 100% of the paid invoice cost. In order to receive
reimbursement operations invoice must an approved cost from the Consolidated Lodging
Tax committee members list. Invoice provided must include notation of payment with proof
of payment.
2. Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed
at 100% of cost. In order to receive reimbursement, a signed statement from the receiver
along with other required documentation. Mileage reimbursement subject to IRS mileage
reimbursement rates which may change annually.
3. Items not eligible for reimbursement:
a. Salaries of employees
b. Capitol purchases- any item with 3+ years life and over $5,000.
c. Licenses, permits, insurance, or credit card fees