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HomeMy WebLinkAboutLT-2020-018LT -2020 -018 -VALLEY MUSICAL 2020 LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND LAUGHING HORSE ARTS FOUNDATION D.B.A. VALLEY MUSICAL THEATER This Contract, effective January 1, 2020 is made and entered into by and between KITTITAS COUNTY ("County"), acting as agent for and on behalf of the City of Ellensburg, a Washington municipal corporation ("City"), a subdivision of the State of Washington, and LAUGHING HORSE ARTS FOUNDATION D.B.A. VALLEY MUSICAL THEATRE ("Contractor") for the 2020 Summer Mainstage Musical ("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 I. 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 two thousand one hundred dollars ($2,100) (City of Ellensburg lodging tax funding). b. Additional payment terms: The County will make payment to the Contractor only on a reimbursement basis, as receipts/invoices for any items including marketing and/or advertising are submitted to the County, not to exceed the sum of two thousand one hundred dollars ($2,100) (City of Ellensburg lodging tax funding). c. Services/Expenses that are reimbursed must be dated during the current year and final date to submit reimbursements requests is January 15, 2021 after this date funds lapse. 2020 County Lodging Tax Funding Agreement Page 1 LT -2020 -018 -VALLEY MUSICAL d. Requests for reimbursements must be submitted to: Kittitas County Auditor Attn: Auditor's Accounting 205 West 5th Ave —Suite 105 Ellensburg, WA 98926 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: • Advertising and promotion • Graphic design • Facility rental fees • Royalties • Sound/microphone rentals 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 at the conclusion of the event. I. Contractors must complete the Lodging Tax Reimbursement online training course provided by the County Auditor's office prior to filing reimbursement claim. Requests for reimbursement will not be accepted by the County Auditor prior to the training being completed. The training may be found online at the Kittitas County Auditor's website at the following address: http://www.co.kittitas.wa.us/auditor/default.aspx Section 3. Performance by Contractor. 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 and City. Any such delegation or subcontracting without the County's or City's prior written consent shall be voidable at the County's or City's option. b. Contractor shall at all times be an independent contractor and not an agent or representa- tive of the County or City with regard to performing the Services. Contractor shall not represent that it is, or hold itself out as, an agent or representative of the County or City. In no event shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the County or City. It is understood that the Contractor and the Contractor's staff and employees are not employees of the County or City and are not, therefore, entitled to any benefits provided employees of the County or City. 2020 County Lodging Tax Funding Agreement Page 2 LT -2020 -018 -VALLEY MUSICAL c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders, licenses, permits, and other requirements, now or hereafter in effect, of any governmental authority (including, but not limited to, such requirements as may be imposed upon the County and applicable to Services). Contractor shall furnish such documents as may be required to effect or evidence such compliance. All laws, ordinances, rules, and orders required to be incorporated into agreements of this character are incorporated into this Agreement by this reference. Contractor agrees to obtain all required licenses and permits, and further agrees to keep them in full force and effect during the term of this Agreement. d. The County and the Contractor agree that in fulfilling the terms and conditions of this Agreement neither shall discriminate on the basis of race, creed, color, national origin, age, sex, marital status, or the presence of a physical, sensory, mental disability or any other protected status recognized under local, state or federal law. e. The Services shall at all times be subject to inspection by and approval of the County or City, but the County's or City's making (or failure or delay in making) such inspection or approval shall not relieve Contractor of its responsibility to perform the Services in accord with this Agreement, notwithstanding the County's or City's knowledge of defective or non- complying performance, or the substantiality or ease of discovering the same. Contractor shall provide the County or City with sufficient, safe, and proper facilities and equipment for such inspection and free access to such facilities. f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly furnish the County or City, or their designee, or such Federal or State auditor with such information related to the Services as may be requested by the applicable governmental entity. Contractor shall preserve and maintain all financial records and records relating to performance of Services under this Agreement for six (6) years after contract termination. For such duration after the County or City makes final payment of compensation due hereunder, Contractor shall provide the County or City access to (and the County or City shall have the right to examine, audit and copy, with or without notice) all of Contractor's books, documents, papers and records related to the Services or this Agreement. g. Contractor understands and acknowledges that Contractor is solely responsible for its own reporting and accounting of all state, federal, social security, and local taxes, of every nature, arising from Contractor's performance of this Agreement. All compensation received by the Contractor will be reported to the Internal Revenue Service at the end of the calendar year in accord with the applicable IRS regulations. Section 4. Release Indemnity, and Hold Harmless. The County or City assumes no liability for the Contractor's actions under this Agreement. Contractor releases and shall defend, indemnify, and hold harmless the County and the City, their officers and employees, agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities, damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or may arise or be alleged to arise out of or by reason of this Agreement including: • Any fault, negligence, strict liability or product liability of Contractor in connection with the Services for this Agreement; 2020 County Lodging Tax Funding Agreement Page 3 LT -2020 -018 -VALLEY MUSICAL • Any lien asserted upon any property of the County or City in connection with the Services for this Agreement; • Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance, rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of any governmental authority; or • Any breach of or default under this Agreement by Contractor. Section 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 or City for documents created in relation to this Agreement, should legal uncertainty arise regarding the disclosability of any documents under federal or state public records laws, the County or City shall provide notice to Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow Contractor to seek a court injunction. c. The County or City specifically shall not be liable to Contractor for the County's or City's release under public records laws of any documents not otherwise exempt from disclosure by trademark, copyright or other law. Section 6. Industrial Insurance Waiver. With respect to performance of this Agreement and as to any claims against the County or City, their Additional Insureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, for injuries to Contractor's employees and agrees that the obligations to indemnify, defend and hold harmless provided in this Agreement extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is mutually negotiated by the parties to this Agreement. Section 7. Insurance and Endorsements. a. The County may require through a request in writing that the Contractor provide the County with a certificate, binder, or policy of liability insurance, acceptable to the County in an amount specified by the County. b. Such liability insurance shall be such as will protect Contractor, its employees, agents and representatives, from all claims, losses, harm, costs, liabilities, damages and expenses arising out of personal injury (including death) or property damage that may result from performance of the Services or this Agreement, whether such performance is by Contractor or any of its employees, agents or representatives. 2020 County Lodging Tax Funding Agreement Page 4 LT -2020 -018 -VALLEY MUSICAL 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 and City as Additional Insureds and shall stipulate that the insurance afforded by the policies shall be primary insurance, and that any insurance, self-insured retention, deductibles, or risk retention trusts maintained or participated in by the Parties shall be excess and not contributory to any other insurance or self-insurance maintained by the County or City. Contractor shall furnish the County a certificate of insurance with Endorsement as evidence that the required policies are in full force and effect. Section 8. Termination. The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon receiving such notice of termination, Contractor shall, except as otherwise directed by the County, immediately stop performing the Services to the extent specified in the notice. In the event the County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of the date of the notice of termination. Section 9. Miscellaneous. a. The City is not a party to this Agreement but is an intended third -party beneficiary of this Agreement and to the extent set forth herein certain of its provisions are for the benefit of the City and are enforceable by City in its own name and capacity as a Washington municipal corporation. b. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or any right or interest in this Agreement without the County's prior written consent. c. This Agreement embodies the entire Agreement between the County and Contractor, and supersedes any and all prior oral or written communications, proposals, conditions, promises, representations, or understandings regarding the Services. No change, amendment or modification of any provision of this Agreement shall be valid unless set forth in a written amendment to the Agreement signed by both parties. d. Notice for any purpose under this Agreement, except service of process, shall be given by the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W 51h Ave. Ellensburg, WA 98926. For all purposes under this Agreement, any notice by the County 2020 County Lodging Tax Funding Agreement Page 5 LT -2020 -018 -VALLEY MUSICAL 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. e. The section and paragraph headings of this Agreement are for reference convenience only and are not intended to restrict, affect or be of any weight in interpreting or construing the provisions of such sections or paragraphs. 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. h. If any term or condition of this Agreement or the application thereof to any person(s) or circumstances is held invalid, such invalidity shall not affect the other terms, conditions or applications which can be given effect without the invalid term, condition or application. To this end, the terms and conditions of this Agreement are declared severable. 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 a+ 121 1,; -26Z0 - Commissioner ti�ti.0, 0 [;tC3MM ,,l4S�rr4rr �� ATTES F., �' /}�1, r } _!gg--�++� �gg'^ Clerk of the Board EIAL - x�'s APPRa�tD AS TO FORM: r.� CONTRACTOR L_ rL t i y (2e2s' tint Name] JC CA [Address] [Telephone] 2020 County Lodging Tax Funding Agreement Page 6 LT -2020 -018 -VALLEY MUSICAL Deputy Prosecuting Attorney 2020 County Lodging Tax Funding Agreement Page 7 CLTAC: Application for Lodging Tax Grant Funding Grant Application tad you attend the Grant Application Workshop - 2019 hosted by the Kttitas County Cl onber of ConTrerce? Workshop - 2019 * M, Yes r No Submittal Instructions r Yes, & General I have read and understand Subnittal Instructions and General Information for the 2019 Lodging Tax Grant Funding Information * Process You are strongly encouraged to compose your responses to the questions of this form with a desktop text editor and save your work, then copy and paste the information into the form. You may also save a draft by selecting the button at the bottom of this page. When you do this you will be logged out and must log back in to continue. In order to save a draft you will need to provide an email address and a password. After completing the save draft, you will be redirected to landing page containing a link to log back into the form. We suggest you save this link as a bookmark. The link will also be sent to you in an email. Organization Information Name of Organization* Laughing Horse Arts Foundation dba Valley Musical Theatre Organization Address* Street Address PO Box 1551 Address Line 2 City Ellensburg Fbstal / Zip Code 98926 Website www.valleymusicaltheatre.com Federal Tax ID #* 91-1211173 UBI # * 600-634-787 Organization is a: * r Government Entity (e 501(c)3 r 501(c)4 r 501(c)6 r Other State / Frovince / fbgion WA Country United States (Note: you must submit 501(c)3, 501(c)4, or 501(c)6 approval documentation.) Click here to view sample documents (redacted). Upload Proof of LHAF_501c3.pdf Organization Status* Acceptable file formats include: JFG,FDForl1FF. Contact Information First Name * Jessica Last Name * Black 1.41 MB Phone Number* 509-972-6633 Email * valleymusicaltheatre@gmail.com Project or Event Information Project/Event Name* VMT's 2020 Summer Mainstage Musical: Mamma Mia! 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 7/10/2020 Project/Event Location * New or Ongoing Project/Event? * End Dates 7/18/2020 Morgan Performing Arts Center, 400 E 1 st Ave., Ellensburg, WA 98926 4= Ongoing Project/Event (More than four years in existence) f New Project/Event (Four or fewer years in existence) Amount of Funding $ 2100.00 Requested * F yW selected "Ongoing R'oject/Event" above this arrount rray not exceed 10% of the total expense budget of this t Funding Request Max 2,178 Tourism Seasons * Fromthe list below, what season will your project enhance tourism? Select any which apply. r Year-round (January - December) r Off Season (November - February) r Shoulder Season (October or March - May) rJ High Season (June - September) Application Questions: Part 1 l"J 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: Valley Musical Theatre (VMT), established in 1999, is at the very heart of live Project/Event performance in Ellensburg and the Kittitas Valley. We produce four shows per year Description * which involve the talents of all age groups - offstage and onstage - for a community experience like no other in our valley. Our Summer mainstage production is our largest play in terms of cast and budget, and we focus on bringing in some of the most dynamic and popular Broadway musicals, that will draw audiences not only from Ellensburg and Kittitas County, but from the entire Central Washington region. In July 2020, VMT is producing "Mamma Mia! It features ABBNs timeless songs and remains one of the most popular shows to ever hit Broadway. VMT is excited to bring this production to Ellensburg, with its large cast, non-stop laughs and explosive dance numbers. It is a showwith wide appeal across generations. This has the potential to be one of the most successful productions we have had in 20+ years. This event is designed to increase tourism and exposure to performing arts and build connections in our community between businesses and audience members. Part of our mission statement is to further the goals of the Laughing Horse Arts Foundation and the Chamber of Commerce in developing Ellensburg as a tourist destination. These funds will be used wisely to achieve a successful marketing and advertising campaign, and assist with a portion of facility rental fees for the rehearsals and performances, and play royalties - without which we could not hold the event. Our target audiences are those who are interested in live theater and the performing arts, not only in Ellensburg, but in the greater Central Washington region. VMT has cultivated relationships with Central Washington University and several other community theaters, including Wenatchee, Moses Lake, Yakima and Leavenworth for cross -promotion of events. Our intention is to execute this plan through social media marketing such as online Facebook ads, online banner ads on local community and regional websites, print ads and posters, radio advertisements, and at other VMT and community activities throughout the year. 2500 character lirrit List of Intended Use of Funds* Advertising and promotion Graphic design Facility rental fees Royalties Sound/Microphone Rentals 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 accommodations; Projection * Although difficult to quantify, attendees of our summer production that stay overnight in hotels/motels also purchase meals, gas, and shop in local stores while here. Our 2-3 hour event starts at 7:00 PM, and is held over two weekends in the summer when families are more likely to travel — each of these factors encourages people traveling from over 51W miles to stay locally for the night either at hotels or with family and friends. 2500 character limit Response 2.1: We sell tickets through a local bookstore and online through Brown Paper Tickets. Evidence* While we cannot estimate how many of the local tickets were picked up by friends for out of town guests in 2019, we can see where tickets were purchased from online, which gives us a good approArnation of where attendees came from. See data below from the most recent 2019 summer production (see supplemental attachment for detailed ticket locations): 2019 Online Ticket Sales for Music Man — (204 out of 1206 total tickets were sold through BPT) Kittitas County = 57,8% Central/Eastern Washington = 18.6% Western Washington = 18.6% Out of state = 4.9% We've averaged 1200 attendees the last two years and expect that next year will be the same or increase. While we did not conduct a survey of ticket holders who purchased at the door or the local bookstore, we do know that 29.9% of online ticket purchases to our 2019 show came from over 50 miles away. Considering that many locals purchase tickets for out of town family/friends, we estimate conservatively that 20% of overall tickets sold will be sold to people who traveled 50+ miles (appro)amately 240 individuals). If 20% of these stay in hotels/motels that would be approximately 48 overnight stays as a result of this event. 2500 character limit Response 2.2: 2.76 a place fifty roles or more away from their place of residence or business for the day or staying overnight; Projection * The larger the cast/crew of a production, the more family and friends come to visit to see the production. The cast and crew of Mamma Mia is expected to be between 30-40 people, and it is not unreasonable to assume that these personal invitations generate 60-100+ tickets. These attendees may come for just dinner and the show, or stay with friends while in town, but generate revenue at our grocery stores, gas stations, etc. 2500 character limit Response 2.2: Using the calculation method described in response 2.1 we would estimate of the Evidence * 240 visitors traveling more than 50 miles, 35% would visit for the day only, and 45% would stay overnight or for the weekend in a private home with friends and family. 2500 character limit Response 2.3: 3. or fromanother country or state outside of their place of residence or business. Projection * Out of state visitors are most likely to be friends and family personally invited to attend the production, as well as business/pleasure travelers in town for other events and looking for entertainment options. 2500 character limit Response 2.3: As seen above in response 2.1, 4.9% of online tickets sold at 2019 event were Evidence* from out of state. This seems likely to remain about the same in future years, as our focus at this point is to advertise in Washington versus out of state. 2500 character limit Application Questions: Part 2 31 Measuring Results What tools will you use to measure your event's impact on tourism? Please be specific and provide examples. Include the following information: A. Is your project/event year-round or is it seasonal or date -specific? Go to definitions of terms. B. What strategies will you employ to assure you are attracting tourists from at least 50 miles away? C. What strategies will you use to assist in marketing all of Kittitas County as a tourist destination with your event/project funding request? Response 3: \Ahat tools will you use to rreasure your event's irrpact on tourism? Rease be specific and provide exarrples. Measuring Results* We will be implementing a new audience survey form inserted into each playbill and collected at performances. This survey will ask questions to help us better track where attendees are from and whether or not they stayed in a motel or with friends/family. Offering a contest/prizes for returned surveys Ticket information Google Analytics and Tracking Facebook Campaigns and Ads Coordinate with local restaurants, shops or hotels to set up specials 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? r Year Round r Seasonal C; Date Specific Your selection here should be supported by the dates you provided above, in the R-oject or Event Inforrration section. R VUiat strategies will you envoy to assure you are attracting tourists from at least 50 rriles away? Target Facebook ads to the greater Central Washington region Work collaboratively with other community / semiprofessional theaters in the region to promote the event Advertise the event regionally (with a focus on Wenatchee, Leavenworth, and Yakima and Grant Counties) at appropriate venues (which may include online community boards, radio ads, displays at events or venues, or other marketing opportunities as appropriate). 2500 character lirrit C Wiat strakyjLn, w ill you use to assist in rrerketing all of Kailas County as a tourist destination with your evwdiprcjec:t (Lxdng rogLlr%t? Link to the County Tourism Website Link to the Chamber of Commerce & purchase an ad banner on the chamber website Add event to the spring/summer 2020 visitors guide Use branding logo, fonts and credit the support received on our website, Facebook page, etc. Link to county accommodations Develop "packages" with local businesses — i.e. restaurants, hotels for "dinner and a play" or a "weekend stay and play" to encourage more overnight guests. 2500 character lirrit Application Questions: Part 3 41 Collaboration If your organization collaborates or has created partnerships with other organizations, groups, or other events, how is this accomplished? Collaboration * We work collaboratively within the Laughing Horse Arts Foundation with other entities such as Central Washington University, local school districts, and other community and semiprofessional theaters in the area to promote the goal of producing musical theater events. For instance, in past productions we have borrowed set and costume pieces from other community theaters in Wenatchee and Leavenworth, and in turn have rented our props/sets/costumes out to other theaters. We work with and continue to develop our relationship with CWU's Music and Theater departments, and the Ellensburg School District; many faculty members have donated their time and efforts behind the scenes and performed in our shows. Laughing Horse Arts Foundation has several sub -organizations, in Ellensburg and Cle Elum, and we cross -promote activities and events, and even collaborate for resources if needed for a production. All of our actors/performers volunteer their time to rehearse and perform the shows, as well as backstage crew, set builders, costumers, and hair/makeup helpers who volunteer their time to make sure the show looks and runs smoothly. 2500 character lirrit 51 Future Plans Please explain what plans exist to allow this project to become self-sustaining. Include any plans for ticket sales, event sponsors, and other cost -recovery models. Future Plans* Valley Musical Theatre hired a new Executive Director in, August 2019. One of her first goals is to revamp and actively pursue show sponsorship and advertising opportunities for local businesses. This has not had a dedicated focus in past years, but we hope to help bring more steady income through advertising and dependable sponsorship support. We plan to more heavily promote the event and ticket sales through social media, website and local advertising. As a community theater, one of our goals is to keep the ticket price low enough to make attending more accessible to the broader community including seniors and students; but raising ticket prices down the line is not out of the question — especially if theatrical royalties and facility rental costs continue to rise. 2500 characterlinit 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 As Ellensburg's primary community theater company, we aspire to provide positive experiences for Ellensburg families - from our "Rising Stars" productions that provide a creative outlet specifically for middle school students and teens, to our Summer Main Stage show that provides opportunities for both adults and children (often being parents and their kids). Our youth develop a passion for live performances that comes with the opportunity to feel the warmth of the stage lights on their faces and the camaraderie of an ensemble of players. Our adults get to have an outlet for their creativity that they cannot typically find in their usual daily lives and work together with others in the community whom otherwise they might never cross paths. 2500 character linit Supporting Documents You may upload any supporting documents such as graphs, images, diagrams, marketing rraterials, etc. 2019-TheMusicMan-TicketSales.pdf 428.38KB You are allowed to submt up to 3 single page (US Letter) documents in JPC; P3F or T1FFfarrrat 71 Previous Lodging Tax Grant Information Previous Years Has your event received Lodging Tax funds in previous years? Awarded Lodging Tax r? No, this event/project has not previously received Lodging Tax Funding. Grants* C; Yes, 1 year previous r Yes, 2 years previous r;, Yes, 3 or more years previous How many participants and spectators attended last year's activity and/or will attend this year? Prior Year* Projected * 1,206 1,200 How many days did/will your event occur? Prior Year* Projected * 6 6 How many paid overnight stays were and/or will be booked as a result of your project/event? Prior Year * Projected * 48 48 Paid Overnights' Data Support Explain how the room nights data above from the prior year was collected and howthe projection for the next year is derived. (For example, if there was a survey conducted for the prior year, explain the methodology. For the projections, what are they based upon and how is that basis justified?) Prior Year Paid Overnight stays for the 2019 production of Music Man, were calculated based upon Overnight's Stay 20% of total event attendees (240 individuals) traveling over 50 miles (response Response* 2.1), and by using spending and accommodation tables and 2017 data from Dean Runyan Report: Day visitors (35%): 84 x $45/person = $3,780 Overnight (20%) (Hotel/Motel): 48 x $187/person = $8,976 Overnight (45%) (Private Home): 108 x $57/person per trip = $6,156 2500 character lirrit Prior Year Paid In addition to field above, you rray upload the evidence to support the prior years' roorrr'night inforrration. Overnight Stay Data You rray upload up to three single pages (US Letter), of inforrretion. V you a single nulti-page docurrent, only the first three pages will be considered. The following forrrats, will be accepted: JFG, PCF 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? C Yes 6 No Explanation * If not, why not? Valley Musical Theater holds a fall fundraiser every year, the proceeds of which help support the costs of future productions, including the Summer Mainstage Production. This fundraiser will be in October 5, 2019. There will also be a donation drive in November/December. We have not applied for any additional grants. 2500 character iirrit Funding Shortfalls * Vftt changes would occur if the project couldn't be funded? We might have to cut back on the number of performances offered, or significantly raise the general admission rate. Currently, our advertising budget has been small and we have been dependent upon word of mouth and volunteers to help promote the event. We are planning broader advertising with the goal of attracting out of town visitors to the event; many of these ideas are outside our normal budget and we would have to re-evaluate if the project was not funded, and likely scale back on these promotions. 2500 character limit. Matching Funds 1035.71 Percentage % This field will auto fill with the correct percentage based or, your input to budget section below. 91 Project Budget Overview Please complete budget for this project/proposal. If your agency operates independently of this project application it may not be necessary to submit the entire agency budget. You must submit a budget which specifically pertains to the project/event for which you are requesting funding and adheres to the basic budget format shown below. The budget must include anticipated revenues, expenditures, and any potential profit or loss. For projects/events which are ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operations (need not be consecutive) for the project/proposal if applicable. For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must submit verifying documentation which assures the contribution will be provided. For instance, if you are claiming in-kind contributions in the form of advertising match, a binding contract itemi2ing the matching value and obligating each party must be provided. ATTENTION: In an effort to allow an adequate level of flexibility for all applicants, not all fields in the budget portion are required to be filled before this form is submitted. Providing all applicable data is your responsibility, failure to do so will potentially jeopardize your application's chance for review. Verification of In-kind For any claimed in-knd contributions valued at $500 or rrore and related to rrarketingladvertising, you rrust subnit Contributions verifying docurrentation which assures the contribution will be provided. Budget Year Edit if necessary 2017 2018 2019 2020 Revenues From Consolidated Lodging Tax Grant Past Actual 3 Past Actual 2 Past Actual 1 Projected LTAC Grant $ 0.00 $ 0.00 $ 0.00 $ 2,100.00 Funding All Other Revenues Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Ticket Sales $ 6028.00 $ 14815.00 $ 18090.00 $ 19000.00 Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Donations (at door) $ 0.00 $ 700.00 $ 814.00 $ 200.00 Ad Sales $ 0.00 $ 0.00 $ 370.00 $ 400.00 Concession $ 1410.00 $ 1345.00 $ 1342.00 $ 1300.00 T-Shirts/Makeup $ 0.00 $ 0.00 $ 1115.00 $ 0.00 Kits In -Kind Contributions (except volunteerism) $ 1500.00 $ 3000.00 Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Costumes $ 0.00 $ 250.00 $ 300.00 $ 300.00 Props/Sets $ 0.00 $ 500.00 $ 600.00 $ 300.00 Dry Cleaning $ 0.00 $ 250.00 $ 250.00 $ 250.00 Contributions of Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Number of Hours 520 1,160 1,134 1,020 Evidence of Volunteer Rease upload a single file which offers evidence in support of the projected volunteer hours. Contributions* VMT-VolunteerHours.pdf 395.79KB Calculated Value of $ 24,031.20 Projected Volunteer Time Past Actual 3 Past Actual 2 Past Actual 1 Projected Revenue Totals $ 7438.00 $ 17860.00 $ 22881.00 $ 47881.20 Expenses Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected Royalties/Scripts/Sc $ 2391.00 $ 3460.00 $ 4155.00 $ 4180.00 ores Contract Labor $ 2800.00 $ 4400.00 $ 3905.00 $ 4200.00 (Producer, Director, Design Leads) Contract Labor $ 1500.00 $ 3000.00 $ 4700.00 $ 2500.00 (Music Director, Conductor, Musicians) Production $ 926.00 $ 2654.00 $ 2435.00 $ 2500.00 Expenses Facility Rental $ 793.00 $ 2321.00 $ 5152.00 $ 5200.00 Lighting/Sound $ 179.00 $ 119.00 $ 234.00 $ 1350.00 Rental Printing $ 572.00 $ 498.00 $ 400.00 $ 450.00 Account Name Past Actual 3 Past Actual 2 Past Actual 1 Advertising $ 16.00 $ 736.00 $ 998.00 Credit Card/Ticket $ 49.00 $ 126.00 $ 189.00 Fees Concessions $ 204.00 $ 285.00 $ 109.00 Past Actual 3 Past Actual 2 Past Actual 1 Expense Totals $ 9430.00 $ 17599.00 $ 22277.00 Profit & Loss Projected $ 1000.00 $ 200.00 $ 200.00 Projected $ 21780.00 Past Actual 3 Past Actual 2 Past Actual 1 Projected $ -1992.00 $ 261.00 $ 604.00 $ 26101.20 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 Wil comply with all provisions thereof. Certified by: JeN&A P(94 Name * Jessica Solberg Black Applicant's Title* Executive Director, Valley Musical Theatre Internal Revenue Service Date: April 12, 2003 Laughing Horse Arts Foundation P.O. Box 214 Ellensburg, WA 98926-0214 Dear Sir: Department of the Treasury P. O. Box 2508 Cincinnati, OH 45201 Person to Contact: Ronnie Clemons Customer Service Representative Toll Free Telephone Number: 8:00 am. to 6:30 p.m. EST 877-829-5500 Fax Number: 513-263-3756 Federal Identification Number: 91-1211173 This is in response to your Certificate Of Amendment, filed July 6, 1999, in the State of Washington, changing the organization's name from Ellensburg Summer Theater Foundation, to the above as listed. Dur records indicate that a determination letter issued in July 1984, granter) your organization exemption from federal income tax under section 501(c)(3) of the Internal Revenue Code. That letter is still in effect_ Based on information subsequently submitted, we classified your organization as one that is not a private foundation within the meaning of section 509(a) of the Code because it is an organization described in sections 509(a)(1) and 170(b)(1)(A)(vi). This classification was based on the assumption that your organization's operations would continue as stoted in the application. If your organization's sources of support, or its character, method of operations, or purposes have changed, please let us know so we can consider the effect of the change on the exempt status and foundation status of your organization. Your organization is required to file Form 990, Return of Organization Exempt from Income Tax, only if its gross receipts each year are normally more than $25,000_ if a return is required, it must be ailed by the 15th day of the fifth month after the -end of the organization's annual accounting period. The law imposes a penalty of $20 a day, up to a maximum of $10,000, when a return is filed late, unless there is reasonable cause for the delay. All exempt organizations (unless specifically excluded) are liable For taxes under the Federal Insurance Contributions Act (social security taxes) on remuneration of $100 Or more paid to each employee during a calendar year. Your organization is not liable for the tax imposed under the Federal Unemployment Tarr Act (FUTA). Organizations that are not private foundations are not subject to the excise taxes under Chapter 42 of the Code. However, these organizations are not automatically exempt from other federal excise taxes. Donors may deduct contributions to your organization as provided in section 170 of the Code. 6ealuests, legacies, devises, transfers, or gifts to your organization or for its use are deductible for federal estate and gift tax purposes if they meet the applicable provisions of sections 2055, 2106, and 2522 of the Code. M Laughing Horse Arts Foundation 91-1211173 Your organization is not required to file federal income tax returns unless it is subject to the tax on unrelated business income under.section 511 of the Code. If your organization is subject to this tax, it must file an income tax return on the Form 990-T, Exempt -Organization Business Income Tax Return. In this letter, we are not determining whether any of your organization's present or proposed activities are unrelated trade or business as defined in section 513 of the Code. The law requires you to make your organization's annual return available for public inspection without charge for three years after the due date of the return. If your organization had a copy of its application for recognition of exemption on July 15, 1987, it is also required to make available for public inspection a copy of the exemption application, any supporting documents and the exemption letter to any individual who requests such documents in person or in writing. You can charge only a reasonable fee for reproduction and actual postage costs for the copied materials. The law does not require you to provide copies of public inspection documents that are widely available, such as by posting them on the Internet (World Wide Web). You may be Gable for a penalty of $20 a day for each day you do not make these documents available for public —inspection -{W -to a-maxinum of -$10,0004n -the case of an annuafrztum� - — -. Because this letter could help resolve any questions about your organization's exempt status and foundation status, you should keep it with the organization's permanent records. If you have any questions, please call us at the telephone number shown in the heading of this letter. This letter affirms your organization's exempt status. - Sincerely; John E. Ricketts, Director, TEIGE Customer Account Services Brown Paper Tickets- Ticket Holders Demographic Data Valley Musical Theatre's: THE MUSIC MAN Rnw lahPls LA Burbank MT Dillon WA Bellevue Bonney Lake Bothell Cie Elum coupeville Edmonds Ellensburg Ellensburg Ephrata Everett Kennewick Kittitas Lynnwood Malaga Moses Lake Mt Vernon North Bend Port Townsend Richland Roslyn Seattle Selah Sumner Tacoma Vantage Wapato Wenatchee West Richland Yakima Yakima WI Hartland lhlankl IOKYO Grand Total Count of Shipping City 3 3 1 1 194 2 4 4 7 2 2 95 8 2 4 1 3 1 2 2 2 7 3 1 4 4 1 1 2 1 2 2 1 21 3 4 4 2 2 204 Kittitas County: Central/Eastern WA Western WA: Out of State: Total: 118 38 38 10 204 57.8 18.6% 18.6 4.9% 100.0 Tickets Sold 7/5/2019 7/6/2019 7/7/2019 7/11/2019 7/12/2019 7/13/2019 TOTALS Jerrol's Bookstore 46 42 53 40 90 55 326 At the Door 113 101 91 107 116 148 676 BPT - Online 20 58 48 13 21 44 204 179 201 192 160 227 247 1206 Z O H U 0 0 C CL W H H Z a oe CW C tA tA 70 0 mm 0 0 to 0 0 N Ln Fw CJ w O ` m o 0 a � 0 N O N CL N CL M V1 00 I"' 11 f0 O m In 0 O 0^ m M m A�i o0 ov M o 0 0 N a 00 m M O1 u'f 00 0 m m 0 m 0 l�D 0 l�D Hl00 F- N 00 0 ov ,n o m o 0 N CL M m Ln 00 m H� O m m rn m-4 O O Ln 0 0 ov M o Ln o 0 N CL V M W V1 00 �k N w D O _n cr w ` °1a LU z n aa) _ > > U � J aJ y al O CCN �0 t > J Q 0 u Q v1 Ln U 70 2 m Exhibit "B" Guidelines and Requirements for Expenditure Reimbursements from Lodging Tax Section 1. 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 %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 Advertisine: Print advertising placed with any media provider which operates exclusively outside of Kittitas County may be reimbursed at 100% of the cost, including any production costs. To operate exclusively outside of Kittitas County, the provider must not be physically located in the County and/or not distribute any media within the County. 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 Advertisin : 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 Adverti si n : 1. Online advertising and promotion may be reimbursed at 100% of the cost, including any production cost. Streamed media (radio, television, other) requests for reimbursement must include a statement from the media provider specifying the percentage of recipients which are outside of Kittitas County. Reimbursements will be allowed for the percentage distributed outside of Kittitas County, including any production costs. D. Direct Mail: Direct mail advertising may be reimbursed at 100% of the cost, including any production cost, for each item mailed or shipped to a destination outside of Kittitas County. In order to receive reimbursement, a list of the addresses and a signed statement from the contractor that the list is accurate, or other proof of delivery, must be provided along with other required documentation. E. Flyers/Posters: 1. Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% of the cost, including any production cost. In order to receive reimbursement, a list of the locations where flyers or posters were posted outside of Kittitas County, a signed statement from the contractor that the list is accurate and a copy of the poster/flyer must be provided along with other required documentation. 2. Banners which are placed inside of Kittitas County may be reimbursed at 100% of the cost, including any production costs. In order to receive reimbursement, the banner cannot list a specified date or location. Request can only be made one time. 3. Signage (site layout use only) which are placed inside of the venue/facility of the event may be reimbursed at 100% of the cost, including any production costs. In order to receive reimbursement, the signage cannot list specified date or location. Request can only be made one time. (i.e. ADA Parking/Parking, Loading Zone, Evacuation Route, Bathrooms, and Stage locations) F. Radio 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