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HomeMy WebLinkAboutLT-2020-011LT-2020-011-WASARVAC 2O2O LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND WASHINGTON STATE SEARCH AND RESCUE ADVISORY couNctL (WASARVACI This Contract, effective January L,2020 is made and entered into by and between KITTITAS COUNTY ("County"), a subdivision of the State of Washington, and WASHINGTON STATE SEARCH AND RESCUE ADVISORY CoUNCIL ("Contracto r"l, for the 2020 Annual Washington State Search and Rescue Conference ("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 .?,, 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. Pavment. a. As full compensation for satisfactory performance of the Contractor's Services, the county agrees to pay Contractor the sum of nine thousand two hundred dollars (59,200) (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 nine thousand two hundred dollars (59,200) (Kittitas Co. todging tax funding). c. Services/Expenses that are reimbursed must be dated during the current year and final date to submit reimbursements requests is January 15,2021, after this date funds lapse. d. Requests for reimbursements must be submitted to: Kittitas County Auditor _2020 County Lodging Tox Funding Agreement Page 7 LT-2020-011-WASARVAC Attn: Auditor's Accounting 205 West 5th Ave - Suite i-05 Ellensburg, WA 98926 a ud itorsacco u nting(Oco. kittitas.wa. us 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:o printing o Advertising o Programs o Rentals o Supplies 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. 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 fol lowi ng add ress: http ://www.co. kittitas.wa. us/a ud itor/defa u lt.aspx Section 3. Performance bv 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. ln no event shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the County. lt 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 e t. _2020 County Lodging Tax Funding Agreement Page 2 LT.2O2O-01I-WASARVAC 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. 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. 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. 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 lnternal Revenue Service at the end of the calendar year in accord with the applicable IRS regulations. Section 4. Release. lndemnitv, and Hold Harmless. The County assumes no liability for the Contractor's actions under this Agreement. Contractor releases and shall defend, indemnify, and hold harmless the County, its officers and employees, agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities, damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or may arise or be alleged to arise out of or by reason of this Agreement including: Any fault, negligence, strict liability or product liability of Contractor in connection with the Services for this Agreement; Any lien asserted upon any property of the County in connection with the Services for this Agreement; Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance, rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of any governmental authority; or d e f a a a _2020 County Lodging Tox Funding Agreement Poge 3 LT-2020-011-WASARVAC a Any breach of or default under this Agreement by Contractor. Section 5. Compliance with Public Records Law. a' ln 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. ln 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. lndustrial lnsurance Waiver. With respect to performance of this Agreement and as to any claims against the County, its Additional lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 5L of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contractor's employees and agrees that the obligations to indemnifli, 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. lnsurance and End ents. 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-2020-01I-WASARVAC e. Where insurance is requested by the County, all liability insurance policies shall be endorsed to include the County as an Additional lnsured 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. ln 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. 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, 20S 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. 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 c e _2020 County Lodging Tox Funding Agreement Page 5 LT-2O2O.OI1-WASARVAC 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' lf 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 COUN MMISSIONERS CONTRACTOR ot 2l 202D IPrint Na Lr.)c Au \r w Vi er lAddZ(n*gLZ*4a+ SEFt ,ntD [Telephone] Clerk of the Board TO FORM:r/,1iltil Deputy Prosecuting Attorney _2020 County Lodging Tax Funding Agreement Page 6 CLTAC: Application for Lodging Tax Grant Funding Grant Application Workshop - 2019 * Submittal lnstructions & General lnformation * Dd you attend the Gant Ap$icatior \Abrkshop - 2019 hosled by the ldttitas &unty Otanter of Corrrerce? C Yes ai No G Yes, I have read and understand Slhrittai hstructions and General lnfoffration for the 2019 Lodging Tax Gant FundingRocess You are strongly encouraged to compose your responses to rhe guestions of this form with a desktop texteditor and save your work, then copy and paste the information into the form. you may also save a draft by selectingthe button at the bottom of this page. When you do this you will be logged out and must log back in to continue. ln order to save a draft you will need to provide an email address and a password. After completing the save draft, you will beredirected to landing page containin g 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 I nformation Name of Organization * Washington State Search and Rescue Advisory Council (aka) WASARVAC Organ ization Address * sreet Address 30'1 Rogers Street NW Address Line 2 otv Olympia fustall Zip fude 98502 \ €sarvac,org 91-1642411 601 -555-984 Sate/Flovincel&gion Washington Ocuntry USA Website Federal Tax lD #* UBI #* Organization is a:*C Government Entity ti 501(c)3 c 501(c)4 C 501(c)6 C Other (Note: you must submit 501(c)3, 501(c)a, or 501(c)6 approval documentation.) Click here to vlew sample documents (redacted). Upload Proof of SnRVnC RS ElN.pdf Organization Status * Acceptable file fornsts irrclude: Jffi, FDF or llFF. Contact lnformation Last Name *Gillespie 68.08KB First Name* Phone Numbei*aQn aFn iaeA - ..*Emarl billgsar@hotmail.com Project or Evenl lnformation ProjecVEvent Name* 52nd Annual Washington State Search and Rescue Conference Event Dates Please provide any specific dates, or range of dates, on vefrich your event or project will be held. You may add as many dates or date ranges as necessary. Event Dates Start Dates* ot I ct zuzu ProjectlEvent Location * New or Ongoing ProjecVEvent? * Amount of Funding Requested * Funding Request Max 92,000 Tourism Seasons* End Dates vtl ttzvzv Kittitas County Event Center and Central Washington University C Ongoing Project/Event (More than four years in exislence) G New Project/Event (Four or fewer years in existence) $ s200.00 lf you selected "Orgoing FlojecV&ent' above this anDunt fftry not exceed 10% of the total expense budgel of this pr ject. Fromthe list bdour, what seascxr willyour Frdecl enhance tourisn? Se'ect any which apgy. l- Year-round (January - December) F OffSeason (November- February) lJ Shoulder Season (October or March - May) lV; High Season (June - September) Application Questions: Part 1 Please answer each question completely, in the order listed, Please include anysupporting data within the response narrative" 1 | ProjecUEvent Description Please provide a description of your projecVevent and identify the specific tourism audience/markei that your organizaiion will target with these funds. You must include an itemized list of exactly how any grant funds awarded will be utilized. Response 1: ProjecVEvent*uescnpilon This project is the washington search and Rescue 2020 conference proposed for ProjecUEvent Description* June '15-21 2020 in Ellensburg at a split venue of CWU and KVEC. sheriff Gene Dana and Kittitas county sAR committed to partnering with the wA state sAR Volunteer Advisory council (sARVAc) for co-hosting the state SAR conference in Ellensburg for a test run of the new model in June 201g and 2019, li uas split betueen the turnkey classrooms at the cwu SURC and the facilities at the Event center. lt received very high raiings and positive feedback from participants and instruciors and WASARVAC. This conference is dedicated to training for search and Rescue volunteers and professionals. ln 2018, it siarted to become difficult to find a county io host it due to the burden it places on host counties. SARVAC decided they wruld change ihe model of the conference and take on the "hosting" in a turnkey style. Kittitas county was identifled as the first choice based on the central location wiihin the state and ideal facilities for the training. The 2013 sAR conference uas hosted in Kittitas County at the Event Center. The conference typically has 2s0-350 attendees. The conference is aluays open to the public and consists of a growing vendor show and display area, air resource display. ln 2019 we advertised and added 4 free public classes. sAR volunteers like to eplore newareas and communities and enjoy recreation in the outdoors. This conference brings volunteers of all ages to Kittitas county, where they eat in our restaurants, stay in our hotels, e&lore wtrat rae have to offer, camp and stay here, and lvant to come back. The event is currently planned to remain in Kittitas county and iare can expect irord of what u'e have to offer to erpand through friends, family, and advertising.. SARVAC is a siatewide volunteer organization that oversees training and other volunteer needs including training provided by washington State Department of Emergency Management, wtrich provides funding for some instructors and specific classes at the conference. 2500 character linit List of lntended Use of Funds * Printing, Advertising, Programs, Rentals, Supplies 2l Projections of lncreased Tourism Please provide the following estimates of howany 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 avr€y 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 Projection *1' Away fromtheir $ace of residence or business and staying overniglrt in paid acconnodations; This conference will be hosted in Kittitas county and is designed, intended, and proven to drawvolunteers from Washington State, the pacific NW and internationally. These are overnight stays. sAR volunteers frequenily bring family and friends that recreate, shop, dine and stay in the area during the Conference. The majority of attendees and instruciors stay at hotels or campgrounds during the eonference. 2500 character linit Response 2.1*EvtOence Response 2.2:..*Hrojectron Response 2.2*Evrdence Response 2.3:_.*Prolectron Response 2.3:*Evtdence Application Questions: Part 2 During the June 201 9 conference: 295 SAR Volunteers paid registrations for the 3 day conference June 21-23 86 SAR professionals and SAR Volunteers attended the pre conference June 17- 20 Conservative estimate: The 86 that attended the preconference (June17-20).213 stayed in HotellMotel 1/3 Camped. (minus 10 that live less than 50 miles away) HotellMotel $187 average per night for a 3 night siay= $28,050 Camping $52 average per night for a 3 night stay = 5 3,700 Conservative estimate: The 295 that attended the Conference (June 21-23) 213 stayed in HoteliMotel 1/3 Camped. (minus 20 that live less than 50 miles away) FlotellMotel $187 average per nighi for a 3 nighi stay = $1 02,'l 02 Camping $52 average per night for a 3 night stay = $ 14,352 Estimated spending introducbd into Kittitas County during the June 2019 SAR Conference : $148,248 (Rates from Kittitas County WA Tourism Alliance Dean Runyan & Associates study published May 2018 page 95.) 2500 character linit 2.To a place fifty niles or nore away fromtlreir place of residence s business for tire day or staying overnighi; The WA State SAR Conference has been held in Kitiitas Co. in 2013, 2018 and 2019. Attendees come from Washington, Oregon, ldaho, Pacific NW, Canada, lceland and New Zealand. The majority are from Western Washington, with an estimate of 20-30 attendees that attend that live less than 50 miles auay. (note the 20-30 that live less than 50 miles arruay \ /ere not included in the estimate in the 2.1 Evidence response) 2500 character linit Survey responses from the June 2018 have indicated that Kittilas County and the Conference facilities are excellent and the decision r,ras made to continue to hold this Conference in Kittitas County in 2020. Registration information indicates that most of attendees come from Western Washington. 2500 character linit 3. o{ fromanother country or state outside of lheir piace of residence or business. ln the 50 years of Conference, there have beeri consistent annual attendees from at least Oregon, ldaho, Montana, Colorado, Canada, NewZealand and lceland to name a few. This conference is well knovrrn and is frequently regarded as "the best conference in the Western United States" and is a rare opportunity for volunteers within the U.S. and dravrn internaiional aitendees as well. 2500 character linit Registration from the June 20:19 Conference indicates attendees from (Washington) also Oregon, ldaho, California, Virginia. lnternationally \iiie had attendees and instructors from Canada.and the UK. 2500 characier iinit 3lMeasuring Results What tools will you use to measure your event's impact on tourism? Please be specific and provide examples. lnclude the followin g information : A. ls 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 S0 miles avray? 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: Measuring Results* Response 3 A: Measuring Results* Response 3 B: Measuring Results* Response 3 C: Measuring Results* Application Questions: Part 3 Wmt tods will you use to neasure your event's in?act ut tourisnl? Hease be specific and prwide exan$es. WASARVAC worked with Best Western, Holiday lnn Epress, Red Lion and KOA to establish blocks of rooms and camp spaces for the June 2019 Conference. 2500 character linit A. ls your projecUevent year,round or is it seasond or datsspecific? O Year Round C Seasonal G Date Specific Your selection here should b supported by the dates you provjded above, in the *oject or Er'ent lnfty-nation section. B. \Mei strategies will you en$oy to assure you are attracting tourisis fromat lmst 50 niles away? The blocks or rooms and camp spaces put in place at Best Western, Holiday lnn Elpress, Red Lion and KOA u,ere utilized by Conference atiendees. 2500 character linit C. Wlat slrategies will you use to assist in nerketing all of Kiftitas &unty as a tor.rrist destinalion with your evenVproject f unding request? WASARVAC will continue to make arrangements with HotelslMotels and Camping sites for Conference attendees. This coming year lve are planning on a conference social event on Friday evening of the conference. This event is in the planning stages, but will Include the use of either catering, food trucks and or local restaurants and Brerareries. 2500 character liml 4lGollaboration If your organization collaborates or has created partnerships with other organizations, groups, or other events, how is this accomplished? Collaboration *This entire conference is designed as a collaborative effort between the volunteer organizations: Washington SARVAC, Kittitas County Search and Rescue, the government organizations WA Siate Department of Emergency Management, Kittitas County Sheriffs Office, Kittitas Couniy Event Center, and Central washington university. we also vurrk with the Ellensburg chamber of commerce for handouts and tourism information and with local hotels and businesses to arrange pre-booked blocks of registrations and published fares and rates. wsECU contributed to the success of the conference last year and vlee continue to look for additional sponsors for this event. 2500 character linit 5lFuture Plans Please explain what plans exist to allow this project to become self-sustaining. lnclude any plans for ticket sales, event sponsors, and other cost-recovery models. wsEcu contributed to the success of the conference last year and \ ie continue to look for additional sponsors for this event. Registration fee for the Conference last year uas increased to $175 from $.150 for the 3 day conference in an effort toward sustainability. 2500 character linit Future Plans* Application Questions: Part 4 6l Additional Information Provide any additionai information which will assist the Lodglng Tax Advisory Committee in evaluating your projeci and lts benefit to tourism. Additional lnformation This is an educational conference for SAR Volunteers. This Conference is the longest running in the US and we are fortunate to have this type of tralning. Most attending are from Washington State. This kind of visitor exposure to Kittiias County is expecied to produce repeat visits for recreation and training for SAR volunteers and families. Hovrcver, there is a greater purpose for ihis conference. These SAR Volunteers attend the conference so that they are prepared for SAR missions year around in the communities that they live in. ln most counties in Washington State, SAR volunteers are used as a support resource for a wide variety o{ emergency services. Mte that this past spring hundreds of SAR volunteers from other counties in Washington State came io Kiititas County for an evidence search. (This has happened in 2018 and nowin 2019.) Withoui proper trained personnel these SAR and Community responses rirould not be possible throughoui the State. There are individual packets handed out io each attendee (suag bags) every year during conference registration, including handouts and information from upper and louer county tourism businesses, venues, establishments, and adveftisements. This will continue to be utilized and we will add information about Kittitas Couniy and ideas for things to do vrdrile here to the WA SARVAC registration \ €bsite or include it as a doi,rnloadable form after registration. ln 2019 \ffe \ffsre able to publish a PSA regarding the event in the Daily Record during the event. We advertised 4 free public classes locally using PSAs and shared class inforrnation through Kittiias County, City Of Ellensburg and at CWU. ln 2019 \ /e offered 4 public classes at the KVEC Western Village on Saturday June 22nd. These raere advertised, free classes for the public. Winter Safety, Outdoor Safety, l0 Essentials for the Outdoors and an ATV Safety class. All of these classes r,rere 90 minutes and taught by SAR lnstructors. We will offer additional public classes in 2020 and advertise them locally and epand advertisements to Yakima and Western Washington areas.. 2500 character linit Supporting Documents You nay upload any supporling docunents such as graphs, inages, diagrans, nwketing neterials, etc. You are allowed to subnit upto 3 single pge (L€ Letter) docunents in JE FfforTlFFfornst TlPrevious Lodging Tax Grant lnformation Previous Years Fhs your event received Lodglng Tax funds in previous years? Ataarded Lodging Tax ; No, this event/project has not previously received Lodging Tax FundingGrants* c yes, 1 year previous C Yes, 2years previous G Yes, 3 or more years previous How many participants and spectators aitended last year's activity andlor will attend this year? Prior Year* 381 Projected * 400 How many days did/will your event occur? Prior Year* 7 Projected * 7 How many paid overnight stays were and/or will be booked as a result of your project/event? Prior Year* projected * 1 ,059 1 ,100 Paid Overnights' Data Support Explain howthe room nights data above from the prior year vras collected and howthe projection for the next year is derived. (For example, if there r,ras a survey conducted for the prior year, eplain the methodology. For the projections, what are they based upon and how is that basis justified?) Prior Year Paid Overnight's Stay Response* Prior Year Paid Overnight Stay Data Application Questions: Part 5 our overnight stay information is based on the number of paid registrations and where they are from. The preconference is Mon-Thurs of the conference. ln 201g rrue had g6 enrolled (10 from 50 miles or less) we allouied 3 nights stay with 2/3 stayed in Hotel/Motels and 113 Stayed at Campgrounds. The main Conference is Fri-Sun. Classes start at B am on Friday and main registration check in is on Thursday evening.. h 2a19 ure had 295 enrolled (20 from 50 miles or less) we allovred 3 nights stay with 2/3 stayed in Hotel/Moiels and 1/3 Stayed at Campgrounds. This information is based on paid registraiions, attendance and registrants that live more than or less than 50 miles away. 2S00characterliml. \ h addition to field above, you nny u$oad the evidence to support the prior years' roon/night infonration. You nay upload up io thr€ single pages iW Letter), of infornetion. lf you a single mlfti-page docunrent, only the first three pages will be considered. The fdloiving fornats, will be accepted: Jffi, Fg: ot. ntt - '1, SlFunding Does your organization have, or have you applied for, grant funding from other sources? lf noi, wiry not? lf yes, please lisi the funding you have for the project, including any volunteer and in-kind sources in euestion 9l project Budget Overview. Fundlng sources and amounts irrihich have not yet been secured will be listed separately, in the field(s) direcily below. Finally, wfrat changes vrould occur if the project couldn,t be funded? Other Funding * Des your organization have, or have you apdied for funding frornother sources? 6Yes CNo Funding for which you have applied but not yet secured Funding Source WSECU Funding Shortfalls* lvlatching Funds Percentage Verification of ln-kind Contributions 9l Project Budget Overview Please complete budget for this projecUproposal. lf 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 formal shown below. The budget must include anticipated revenues, ependitures, 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 marketingladvertising, 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 itemiZng the matching value and obligating each party must be provided. ATTENTION: ln 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 responsibilitg failure to do so will potentially jeopardize your application's chance for review, Amount $ 4,000.00 tA,hat changes would occu if the prcieci couldnt be funded? l4/ashingion State Search and Rescue Conference is an educational conference that af,rords SAR Volunteers (at iheir owi eryense) access tc classes. We anticipate that $'175 registration fee may need to be raised at some point in the future in order for the conference to coniinue. Resources, such as the Consolidated Lodging Tax Grant assist in our ability to provide this training. ln short without this grant we will likely need to increase the regisiration fee to SAR Volunteers who attend at their olrn expense. These SAR volunteers from here in Kittitas County and across the State devote 1000's of hours in training and on search, rescue and recovery missions each year without recompense and at their owl e)Qense. 2500 character linit. 0tr+. tJ ot/o This field will auto fili with the correct percentage baseci o-r your input io budget section beiow For any olained inkind contrib;tions valued at $500 or nore and related to narketinfladverlising, you rrus1 subnit verifying docuneniation which assures the contribution will be provided. Budget Year Edit if necesEary 2017 20'18 2019 Revenues From Consolidated Lodging Tax Grant Past Actual 3 $ 0.00 Past Actual 3 $ o.oo Past Actual 2 $ 5,000.00 Past Actual 1 $ 10,700.00 PastActual 1 $ o.oo 2020 Projected $ 9,200.00 Projected $ 4000.00 LTAC Grant Funding All Other Revenues Account Name WSECU Past Actual 2 $ o.oo Account Name Past Actual 3 Past Actual 2 past Actual .l projected SARVAC $ o.oo $ 32054.00 $ 5162s.00 $ 52500.00 I n-Kind Coniributions (except volunteerism ) Contributions of Volunteer Time Past Actual 3 past Actual 2 Number of Hours 7,106 Account Name Revenue Totals Expenses Account Name Operational Costs DEM Classes KVEC Rental Expense Totals Profit & Loss Past Actual 3 $ o.oo Past Actual 3 $ 0.00 Past Actual 3 $ o.oo $ o.oo $ o.oo Past Actual 3 $ 0.00 Past Actual 3 $ 0.00 Past Actual 2 $ 0.00 Past Actual 2 $ 37054.00 Past Actual 2 $ 32054.00 $ 35000.00 $ o.oo Past Actual 2 $ 67054.00 Past Actual 2 $ -30000.00 Past Actual 1 $ o.oo PastActual 1 7,106 Past Actual 1 $ 62325.00 Past Actual 'l $ 42000.00 $ 35000.00 $ 4000.00 Past Actual 1 $ 8'1000.00 PastAetual 1 $ -18675.00 Projected $ 0.00 Projected 7,106 Projected $ 2331 17.36 Projected $ 52500.00 $ 35000.00 $ 4500.00 Projected $ 92000.00 Projected $ 141117.36 182.68K8 Evidence of Volunteer Rease u$oad a single file which offers evidence in support of lhe projected vdunteer hours. contributions * WASARCoN Volunteer Hours Letter.pdf Calculated Value of $ 167,4j2.36 Projected Volunteer Time Application Certification The applicant here certifies and affirms: 1. That it does not now nor Wll it during the performance of any contract arising from this application, unlaMully 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, serual orientation, creed, place of birth, or disability; 2.Ihat it will abide by all relevant local, state and federal larrrrs and regulations and; 3' That it has read the information contained in the lnsiruciions on pages 1 and 2and understands and will comply with all provisions thereof. ^^4!fi^t L.,.9gruilgu vy. Name ^ Applicant's Title* t:.#a* 8/a4,2* t,&rt &raga James Nale for Bill Gillespie SARVAC Representative INTERNATJ REVENUB SERVICE P. O. SOX 2s08 crNcINNATr, OH 452OL DEPARTMENT OF THE TREASURY Employer fdentif ication Nurnber : 9L-4642411 DLN: 1? 0531.5 53 4 003 3 Contact Peraon: ctrsToMER SERVTCE ID* 319s4 Contact Telephone Nuriber: (877t 829*ss00 Date: WASHTNGTON STATS SEARCH A}rD RESCI'E VOLTJNTEER ADVISORY COIJNCTL c/o BRTSLAWN l,oFToN pIrIJc C DENNIS BRISI,AWN 5555 I,AKEVIEW DR STE 2O:. KIRKIAND, WA 98033 Accounting Period Endlng: December 31 Public charity gtatus: 170 (b) (1) (A) {vi) Form 990 Reguired: YeB Effective Date of Exemplion: May 15, 2OIA Contribution DeducelbiJ.ity : Yes Addendum Applies: Yes Dear Applicant,: we are pleased to inform you that upon review of your application for taxexenpt st'at,u€ we have delermined t.hat you are exempt from Federal income taxunder section S01(c)(3) of the Internal Revenue Code. Contributions to you aredeductible under sect,ion L7a af the Code. You are also qualifled to receivetax deduct.ible bequesls, devisea, transferg or gifts under section 2055, zto6ot 2522 of the Code. Because this Let,ter could help resolve any questionsregarding your exempt statua, you should keep it in your permanent records. organizations exempt under section 501(c)(3) of the Code are further cLaseifiedas eibher public charit.iee or private foundations. trte determined that you area publi.c charity under the Code section{e) listed in the heading of thigletter. For imporbanb information about your responsibilit,ies as a t,ax-exempcorganizat,ion, go to www.lrs.gov,/charit.ies. Enter \422L-pC* in the search barto view Publication 42ZL-?C, Compliance Guide for 501 tc) {3) public Charities,which describes your recordkeeping, reporting, and discloeure requirement6. AU8 21Zau Iretter 947 WASHING:TON STATE STARCH AND RESCUB we have eent a copy of this letter to your representative as indicated in yourpower of attorney. glneerely,tu DLrector, Exempt Organizations Lette,r 947 -3- WASI{I$G:rON STATE SSARCI{ AI{D RESCUE ADDENDUti{ Based on the inforrnation eubmitted with your a;rpJ.icatlon, we approved yourrequest for relnstalemenc under Revenue Procedure 2014-11. your effective dateof exemptton, ae shown ln the heading of lhig letter, ls retroactive to ehedate of revocation. I'etber 947 These numbers are conservative and represent2OIg volunteer hours as wellas projections forthe 2020 co nferen ce. (9 / 13 / 2O2O WASARVACj n) Dear Lodging Tax Advisory Board, Thank you for your consideration of our application. Unfortunately, we don't have specific logged data or sign in sheets for volunteer hours during the 2018 conference, however based on personnel and hours performed we can provide a close estimation. The prior conferences, especially the one we were a part of in 2O!3, would all be similar in volunteer participation. Estimated volunteer hours: Operations during the Conference: 220 hrs. Planning Meeting's and prep leading up to the Conference: 276 hrs. Scheduling for the Conference: 80 hrs. Class Development: 240 hrs. Website Development: 80 hrs. Volunteers attending classes during the conference: 6,2L0 hrs. lnstructors teaching classes during the conference: 210 hrs. lnstructor preparation prior to th'e conference: 2l_0 hrs. Sincerely, Dave Houseberg Kittitas County Sheriff's Office d''lFl til.i*,trttCrqitq+ilql*.;ilqi'{l Exhibit "B" Guidelines and Requirements for Expenditure Reimbursements from Lodging Tax Section 1. Branding Contractors who have been approved to utilize grant awards for advertising expenditures must incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism information as follows: A. Websites and Social Media Sites must include the County's and appropriate City's tourism website logo with an operational link to the site(s). The logo must be displayed on the contractor's home page, it must be sized no smaller than% inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. B. Print Advertisins and Online Displav Advertisins 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. Advertis 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: L. Print advertising placed with any media provider which operates exclusively outside of Kittitas County may be reimbursed at lOO% 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 a|700% 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, (21(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: L. 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 yea r-round events , or for date-specific events outside of the time- frame in Section 2 8,2(al above, advertising may be reimbursed at the rate of 70% of the total cost, including any production costs. C. Online Advertisins: L 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 specifliing 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: t. 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. ln 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. Flvers/Posters: 1.. Flyers or posters which are placed outside of Kittitas County may be reimbursed at LOO% of the cost, including any production cost. ln 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 LOOo/o of the cost, including any production costs. ln 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 L00% of the cost, including any production costs. ln 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 Advertisine: 7. Radio advertising placed with any media provider located outside of Kittitas County may be reimbursed at 700o/o 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 2F,2(a) above, advertising may be reimbursed atthe rate of 30%of the total cost, including any production costs. G. Operation Reimbursement: L. Operation costs may be reimbursedtOO% of the paid invoice cost. ln orderto receive reimbursement operations invoice must an approved cost from the Consolidated Lodging Tax committee members list. lnvoice 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 1OO% of cost. ln 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. ltems not eligible for reimbursement: a. Salaries of employees b. Capitol purchases- any item with 3+ years life and over SS,0OO.c. Licenses, permits, insurance, or credit card fees