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Home My WebLink AboutLT-2020-007LT-2020-OO7-SUNCADIA 2O2O LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND SUNCADIA RESORT This Contract, effective January 1,,2O2O is made and entered into by and between KITTITAS COUNTY ("County"), a subdivision of the State of Washington, and SUNCADIA RESORT ("Contractor"l,for the 2020 Conserve the Conservancy 10K ("Event"). WHEREAS, the purpose of this Agreement is to provide for activities and expenditures designed to increase tourism, NOW THEREFORE, in consideration of the terms and conditions contained herein, or attached and incorporated and made a part hereof, the County and the Contractor mutually agree as follows: Section 1. Scope of Work. a. Contractor shall provide the services and staff described in its Application for Lodging Tax Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit "A" which is attached hereto and incorporated herein by this reference. b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the following as required to perform the services, described in Paragraph (a) above, in accordance with this Agreement: Personnel, labor and supervision; technical, professional and other services. All such services, property and other items furnished or required to be furnished, together with all other obligations performed, or required to be performed, by Contractor under this Agreement are collectively referred to herein as "Services." c. Contractor shall commence, perform and complete such Services in accordance with Exhibit "8" 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 five thousand dollars (55,000) (Kittitas Co. lodging tax funding). b. Additional payment terms: The County will make payment to the Contractor only on a reimbursement basis, as receipts/invoices for any items including marketing and/or advertising are submitted to the County, not to exceed the sum of five thousand dollars (S5,000) (Kittitas Co. lodging tax funding). c. Services/Expenses that are reimbursed must be dated during the current year and final date to submit reimbursements requests is January 'J,5,202I after this date funds lapse. d. Requests for reimbursements must be submitted to: Kittitas County Auditor Attn: Auditor's Accounting 205 West 5th Ave - Suite 105 Ellensburg, WA 98926 2020 County Lodging Tax Funding Agreement Page 7 LT-2020-007-SUNCADtA a uditorsaccounting@co.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 Archway for start/end of race. o RacinB equipment such as safety cones & safety flagging. r Flyer and signs such as posters, banners, event maps, and directional signage. o Entertainment such as DJ r Entertainment such as bounce house, climbing wall, and other outdoor themed activities.o Vendors for complimentary tastings such as doughnuts, coffee, runner themed giveaways o Race water bottles from such places liberty bottle works, yakima, WA r Digital advertising: such as resort website, resort social media accounts, geo targeted Seattle/Bellevue. o Print advertising: such as Seattle/Bellevue magazine, fliers, and banners. r Radio advertising such as regional Seattle/Bellevue commercials 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 fo I lowing address: http://www.co. kittitas.wa. us/a ud itor/defa u lt.aspx Section 3. Perfor nce bv Contractor. 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. a c. 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. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders, 2020 County Lodging Tax Funding Agreement Page 2 LT-2020-007-SUNCADTA 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, or mental handicap. e The Services shall at all times be subject to inspection by and approval of the County, but the County's making (or failure or delay in making) such inspection or approval shall not relieve Contractor of its responsibility to perform the Services in accord with this Agreement, notwithstanding the County's knowledge of defective or non-complying performance, or the substantiality or ease of discovering the same. Contractor shall provide the County with sufficient, safe, and proper facilities and equipment for such inspection and free access to such facilities. f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly furnish the County or its designee, or such Federal or State auditor with such information related to the Services as may be requested by the applicable governmental entity. Contractor shall preserve and maintain all financial records and records relating to performance of Services under this Agreement for six (6) years after contract termination. For such duration after the County makes final payment of compensation due hereunder, Contractor shall provide the County access to (and the County shall have the right to examine, audit and copy, with or without notice) all of Contractor's books, documents, papers and records related to the Services or this Agreement. g. Contractor understands and acknowledges that Contractor is solely responsible for its own reporting and accounting of all state, federal, social security, and local taxes, of every nature, arising from Contracto/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; a a 2020 County Lodging Tax Funding Agreement Page 3 o LT-2020-007-SUNCADtA 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. 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 51 of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contracto/s employees and agrees that the obligations to indemnifiT, 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 Endorsements. a. The County may require through a request in writing that the Contractor provide the County with a certificate, binder, or policy of liability insurance, acceptable to the County in an amount specified by the County. b. Such liability insurance shall be such as will protect Contractor, its employees, agents and representatives, from all claims, losses, harm, costs, liabilities, damages and expenses arising out of personal injury (including death) or property damage that may result from performance of the Services or this Agreement, whether such performance is by Contractor or any of its employees, agents or representatives. c. Should the County require such liability insurance, the Contractoragreesto provide proof of insurance prior to commencing performance of this Agreement. a 2020 County Lodging Tox Funding Agreement Poge 4 LT-2020-007-5UNCADtA d. Copies of the County's written request and the insurance documents provided by Contractor shall be attached to this Agreement and by this reference will be made part hereof. e. Where insurance is requested by the County, all liability insurance policies shall be endorsed to include the County as an Additional 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 allor 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, 205 W. 5th Ave. Ste. L08, 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 allof which togetherwillconstitute one and the same instrument. c e 2020 County Lodging Tax Funding Agreement Page 5 LT-2020-OO7-SUNCADIA f. Contractor warrants to the County that the individual signing on Contractor's behalf has the requisite power and authority to enter into and to perform Contractor's obligations under this Agreement. Contractor further warrants to the County that Contractor has made no misrepresentation or misleading statement in connection with this Agreement, and is not in 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 COUNTY Commissioner MISSIONERS ofthe Board CONTRACTOR C,nrrrie Mrns,n Ot lz t IZO"ZO [print N t Vi 'nooressfo 4lgl+ gb+e [Telephone] FORM Deputy Prosecuting Attorney 2020 County Lodging Tax Funding Agreement Page 6 EXHIBIT ''A'' CLTAC: Application for Lodging Tax Grant Funding Grant Application Workshop - 2019 *Dd you attend the Gant Aqdication \Abrlshop - 2019 hosted by the tdttitas County Oranter of ftnnerce? C Yes GNo G Yes, I have read and understand Stbnittal hslructions and General lnforration for the 201g Lodging Tax G.ant Funding Flmess Submittal lnstructions & General lnformation * You are strongly encouraged lo compose your responses to the questions of this form with a desktop text editor and save your lvork, 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. ln order to save a draft you will need to provide an email address and a password. After compleiing 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 I nformaiion Name of Organization * Suncadia Resort Organization Address * street Address 3600 Suncadia Trail Address Line 2 oty Cle Elum tustal/Zlp &lde 98922 Website vumru.su ncadia. com 45-4978300 602-369-068 Federal Tax lD #* Siate/Flovince/kgion WA &untry USA UBI #* Organization is a: *C Government Entity C 501(c)3 a 5u(c)4 o 501(c)6 G Other Hospitality (Note: you must submit 501(c)3, 501(c)4, or 501(c)6 approval documentation.) Click here to viewsample documents (redacted). Upload Proof of %20 Suncadia Trail - Hotel License - Business License.pdf Organization Status * Acceptable file forn€ts include: Je FDF or T1FF. Contact lnformation Last Name *Stevenson 87.47K8 First Name *Camie Phone Number*509-649-6488 _ ..*tmarl Drnianf nr Frran* lnfnrmafinn! !vjvrJr vr Lvvr!! !rIvrrItuEilri! camie.stevenson@desiinationhotels.com ProjecVEvent Name* Conserve the Conservancy 10K 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* ol vt zvzv Project/Event Location * Newor Ongoing ProjecVEvent? + Amount of Funding Requested * Funding Request Max Tourism Seasons* Application Questions: Part 1 End Dates 8i91202A Nelson Farm, Suncadia Resort C Ongoing ProjecVEvent (More than four years in existence) G New ProjecUEvent (Four or feiryer years in existence) $ 5000.00 lf you selected "Srgcfng Rojeci/fuent" above this anount rBy not exceed 10% of the total expnse budget of this ffoject. 13,300 Fromthe list below, what season will your prcjecl enhance tourisn? Select any which ap$y, [-l Year-round (January - December) J-': Off Season (November - February) ll Shoulder Season (October or March - May) [7 High Season (June - September) Please answer each question completely, in the order lisled, Please include anysupporting data within the response narrative. { | ProjecUEvent Description Please provide a description of your project/event and identify the specific tourism audiencelmarket 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: ProjecUEvent Description * About: Our goal in creating the new run is to create a \,ellness based activity that brings avmreness to our natural surroundings. With over 4,000 acres of conservancy land ule vlould like to share our appreciation for the great outdoors while educating visitors on wildlife, native plants and terrain. Many people visit the resort proper but do not fully e)elore the epansive grounds nor do they understand the grandeur of the space. We hope this run is one step to brining more avlareness to our beautiful community. Market: Our primary audience for this event continues to attract overnight resort guesis and day visitors from all over the PNW; Suncadia homeovvners, their friends and families; and many visitors from our local communities. Our secondary audience includes those visiting for other reasons (other events and conferences) who also have an interest in seasonal festivals. 2500 character linit List of lntended Use of Funds * Archuay for starVend of race Race Equipment such as safety cones & safety flagging Flyer and Signs such as Posters, Banners, Event Maps, Directional Signage Entertainment such as a DJ Entertainment such as bounce house, climbing wall, and other outdoor themed activities Vendors for complimentary tastings such as donuts, coffee, runner themed glveaways Race uriater bottles from such places Liberty Bottle Works, Yakima WA Digital advertising: Such as resort v\,ebsite, resort social media accounts, geo targeted Seattle/Bell Print Advertising: Such as regional Seattle/Bellevue Magalne, fliers and banners Radio Advertising: Such as regional Seattle/Bellevue commercials 2l Projections of lncreased 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. Airuay 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, n^^----- ^,neuput r5g 4, I_.*f'rolecflon Response 2.1*Evtdence Response 2.2:..*ProJecilon Response 2.2*tsvt0ence Response 2.3:_.*f,roJeclron Response 2.i3:*EVt0ence Application Questions: Part 2 1. A'ffay fromiheir place of iesidence or business and staying overnighi in paici accommo'atiGrs; Projection- The typical attendee will stay the entire weekend, they will arrive on a Friday night and stay through Sunday, usually requesting a late checkout if staying in a local hotel/motel or vacation home. Because this run is scheduled for an early Sunday mornino the attendee wil! stay the night u,trich wil! lead them to seek out other activities io compete their stay, such as dining out at local establishments; shopping in nearby municipalities (including Ellensburg); or other morning/evening events and activities such as outdoor recreation, movies, concerts, or the theater. The same visitors will purchase gas, meals andl or groceries, and mementos of iheir stay in Kittitas County. Suncadia will offer such packages as _Conserve & Stay at Suncadia (overnight stay + rssgrt credit) to encourage runner to stay one or more nights. Suncadia will statically plan other activities such as saturday night wine tasting, late night live entertainment, Summer Concerts and specials at the Glade Spring Spa, to entice guesis to stay longer 4WU !t tdt du(ct ilil t( Evidence- The resoris number one attraction is the hiking and biking trail system. Any activities that encourage utilization of this trail system will naturally increase the number of leisure visits. 2500 character linit 2.To a place fifty fiiles or nore away fromtheir $ace of residence or business for the day or staying overnighi; Projection- A major goal of the Suncadia Resort is to plan events that encourage visitors to stay overnight who are more than 50 miles ar,ray. Overnight stays increase opportunities for larger numbers of visitors to patronize local business. To reach such visitors such items will be produced banners, flyers and posters. Our marketing (in-house) has a list of over 35,000 loyalty members that will receive e- blast, e-neualetters and package enticing them to come over for the day. They will also focus on strategies such as Facebook, lnstagram, and vrebsiie. Once to Suncadia Resort there are various retail and food establishments that visitors can visit that will impact the economic make up of Kittitas County. ' Public Relations: Proactive outreach to seatile/Bellevue media and publications . Digital: Google Display Ad Net\^ork and Facebook - Geo Targeting 2500 characier linit Evidence- 80% of our visitors (leisure and group) are from the Great Seattle Area. 2500 character linii 3. q fromanolher country or state outside of their Sace of residence or business. 2018 Top Three States in Room Night Production '1 . Washington 2. California 3. Oregon 2018 Five CitieslArea/Zip Codes in Revenue Production Kirkland, WA 1. Redmond, WA 2. Seattle, WA (Wedgevr,ood area) 3. Mercer lsland, WA 4. Bellevue, WA 2500 character linit We use a system called tableau to gather this geo data. 2500 character linit 3l Measrlrina Results What tools will you use to measure your event's impact on tourlsm? Please be specific and provide er<amples. lnclude the following information: A. ls your projecVevent 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 auay? C. What stlategies will you use to assist in marketing all of Kittitas County as a tourist destination with your event/project fu n ding request? Response 3: Measuring Results* Response 3 A: Measuring Results* Response 3 B: Measuring Results * Response 3 C: Measuring Results* Application Questions: Part 3 \Airat tods will you use to reasure your event's inpact cn tourisn? Flease be specific and provide exanples. a. Revinate Surveys are sent io all visitors staying at Suncadia Resort b. Ensure the uiebsite is optimized for proper event search terms c. Digital Advertising Geo targeting seattlelBellevue area. we can monitor interest and interactions via vrebsiie clicks and Facebook insights. 2500 character linit A. b ycxl projecUevent year-round or is it seasonal or date-specific? C Year Round C Seasonal (? Date Specific Yo-rr sdection here sho:ld be suppofied by the dates yor pnovided above, in the Fl$ect or Frent ffiornatior section. B \Mat strategies will you en$oy to assure you are aftracting iourists fromat least 50 rdles away? a. This year rle have increased exposure via social media, vrirebsite auareness and email communication b. Ensure the uebsite is optimized for proper event search terms c. Digital Advertising Geo targeting seattle/Bellevue area. we can monitor interest and interactions via raebsite clicks and Facebook insights. d. We advertise in such location as Western Washington e. we have partnered with the Kitiitas conservation Trust as pari of the race fee is donated back. f. We have partnered with Liberty Bottle Works to provide each runner Wth a reusable vrater bottle. g. We have partnered Dru Bru Brewery to provide complimentary beer tastings for pariicipants. h. We have partnered with Blissful Bites to provide complimentary donuts for all participanis i. We have partnered with various PNW wineries to offer complimentary wine tastings. j. We are planning on \ iorking with other PNW groups/organlzations wtro support runners and races that support the idea of conservation. k. Planning on reaching out to PNW business that focus on running, gear for runners and nuirition. 2500 character linit C Vlrhat strategies will you use to assist in mrketing all of Kittitas Oounty as a tourist destination with your evenVproject f undirq request? The strategies that we will be using are . Public Relaiions Outreach . Runners Room Package . Print Advertising . Digital Advertising Social Communication and Advertising to our nearly 20,000 follovwrs 2500 character linit 4lGollaboration lf your organization collaborates or has created partnershipswith other organiz'ations, groups, or other events, how is this accomplished? l Collaboration *in addition to the many partnerships, the resort enjoys a robust group coni-erence business that brings in many PNW organizations to the area. Many of the attendees of these conferences make return visits to the area with their families and friends to atiend such events as Harvest Festival, summer concerts, holiday celebrations and or a lveekend visit. A link to the Kittitas County Website has been added to our website so visitors can be educated on all ihe recrealion Kitiitas County has to offer. Additionally, \,€ are working on a marketing plan to further parlner with more local and national organizations as well as a charity contribution for 10K Run. This plan uould include sponsorships for the event Wth an overall donation to the Kittitas County Conservancy. This will be a marketing plan that will be occurring year or year. n' 'rr^^+ /-allahara+inn Ev-*^l^LMr I rF]ru Kittitas Conservation Trust- Cle Elum Donation Liberty Bottle Works-Yakima Sponsorship for reusable \/ater bottle Browre Family Viiieyards-Seattie Provide Wine iasiing Treveri - Yakima Provide Wine Tasting Dru Bru- Cle Elum & Snoqualmie Pass Provide Beer Tasting Blissful Bites- Toppenish Provide Donuts Entertainment Plus- Ellensburg Provide Music Shirtrarorks- Ellensburg Provide Race Shirts Future Collaboration Example's Bounce Pros- Chehalis Provide Entertainment Compass Outdoor Adventures- Northbend WA 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. Future Plans*We hope that eventually this event will gather enough attendance and gaiher funds through ticket sales and rryrcrk with a number of sponsors so it can be self- sustaining. In its infancy ii will need assisiance. 2500 character linit Application Questions: ParL 4 6l Additional lnformation Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your project and its benefit to tourism. Additional Information Suncadia Resort, strives to remain relevant to both tourists and residents by providing interesiing programs, events and festivals. ln addition raie, . Offer a unique facility for events . Offer a wide variety of unique events to all ages in ihe area ' Offer unique events that feature artists, vendors, musicians and performers around the Pacific Northu,est including, Oregon, ldaho and Montana. ' Have helped launched many artists, vendors, musicians and performers careers locally and nationally. 2500 character linit Supporting Documents You rrEy up,oad any supporting docunents such as graphs, inages, diagrans, nBrketing naterials, etc. Conserve the Conservancy_8.5x'1 i.pdf 1.2BMB 10K Map Route 2019.pdf 38B.B4KB You are allotved to subnit up to 3 single page (L,E Letter) docunents in JFQ Ff,F or TlFFfornat TlPrevious Lodging Tax Grant lnformation Previous Years Fbs your event received Lodging Tax funds in previous years? Awarded Lodging Tax 6 No, this event/project has not previously received Lodging Tax FundingGrants* c yes, .l year previous C Yes,2years previous C 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 * 250 Hbw many days did/willyour event occur? 55 Prior Year*Projected * 1 How many paid overnight stays were and/or will be booked as a result of your project/event? Prior Year* 286 Paid Overnights' Data Support Explain howthe room nights data above from the prior year iaas collected and howthe projection for the next year is derived. (For example, if there vras a survey conducted for the prior year, eplain the methodology. For the projections, what are ihey based upon and how is that basis justified?) Projected * 306 As a part of Hyatt, Suncadia Resort utilizes companywide insiruction and guidance provided to estimate the room night increase and we forecast accordingly. 2500 characler linit. h addition to field above, you nay upload the evidence to support the prior years' roorr/night infornation. You nay upload up to hree single pages (LE Letter), of irfornEtion. lf you a single rrulti-page docunent, only the first threepageswillbconsidered.Thefollorrvingfornats,will beaccepted:Jfu,FDForT1FF - Prior Year Paid Overnight's Stay Response* Prior Year Paid Overnight Stay Data Application Questions: Part 5 SlFunding Does your organization have, or have you applied for, grant funding from other sources? tf not, wtry not? lf yes, pledse list the funding you have for the project, including any volunteer and in-kind sources in euestion 9l project Budget Overview. Funding sources and amounts uhich have not yet been secured will be listed separately, in the field(s) direcfly below. Finally, vrihat changes would occur if the project couldn't be funded? Other Funding * Eplanation * Funding Shortfalls* Matching Funds Percentage Verification of ln-kind Contributions 9l Project Budget Overview Please complete budget for this project/proposal. lf your agency operates independently of this project application it may not be necessary to submit the entire agency budgei. You must submit a budget which specifically pertains to the projectlevent for which you are requesting funding and adheres to the basic budget formal shown below. The budget must include anticipaied revenues, e4renditures, and any potential profit or loss. For projecis/events wl'rich 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 anyclaimed in-kind contributions valued at $500 or more and related to marketingiadvertising, you.must submit verifying documentation which assures the coniribution will be provided, For instance, if you are claiming in-kind contributions in the form of advertising match, a binding contract itemilng the matching value and obligating each party must be provided. ATTENTION: hr an effori to allow an adequate level of flexibility for all applicants, not all fields in the budget portion are required to be filled before this form is submitted. Providing all applicable data is your responsibility, failure to do so will potentially jeopardize your application's chance for review. Does yo.rr organization have, or have ycx.r ap$ied for funding from other scurces? f- Yes tr' No lf not, why nol? 20'19 uas ihe firsi year ihai the 'i0K Conservaiiori ruit 'was piarrned, ai iiris iin:e Suncadia funded al! needeC materials, marketing, anC any race needed items for- the 10K run. 2500 character linit \/1,hat changes would occur if the proiect couldn't be funded? Vendor Fees The idea of the Conserve the Conservancy 1 0K uas created to support the local community, runners and to give back to the Kittitas Conservation Trust. lf this event was unable ie receive nc fui'rding and 'ras uiiable io happen ihis nei<i summei-, ihe impact on the local community, artists, vendors and small business \ /ould be upseiting. The10K run supports many local business through purchasing supplies anci maieriais and vendors wiii be reiying on ihe eveni io happen every year. Additionally, since rale are planning on a more robust programming for 2020 the cancellation of this event \ nuld not allow us to create new collaborations with other local community organizations. 2500 character linit. 120.00 o/ ihis field will auio fillwith ihe correct percentage based on your inpr-rt to budget section bdow For any clained irkind contributions valued at $500 or nnre and related to rmrketinladvertising, you mtst subnit verifying docunentation which assures the contributisi will be provided. Budget Year Edit if necessary 2017 2018 2019 Revenues From Consolidated Lodging Tax Grant LTAC Grant Funding Past Actual 3 $ o.oo Past Actual 2 $ 0.00 Past Actual 1 $ o.oo 2020 Projected $ 5,000.00 All Other Revenues I n-Kind Contributions (except volunteerism) Account Name Tlcket Sales Past Actual 3 $ o.oo Past Actual 2 $ o.oo Past Actual 1 $ 440.00 Projected $ 6000.00 Account Name Contributions of Volunteer Time Past Actual 3 $ o.oo Past Actual 2 $ o.oo Past Actual 1 $ o.oo Projected $ o.oo Number of Hours $ o.oo Revenue Totals Expenses Past Actual 3 Past Actual 2 Past Actual 1 Calculated Value of Projected Volunteer Time Past Actual 3 $ o.oo Past Actual 2 $ o.oo Past Actual 1 $ 440.00 Projected $ 11000.00 Projected 0 Account Name D$ Entertainment Plus Signage- Copy Shop Race Shirts- Shirtraltcrks Race Bibs Donuts Race Supplies Water Supplies Pre & Post Entertainment Water Bottles $ o.oo $ o.oo $ e20.00 $ 1200.00 $ 0.00 $ 0.00 $ 973.62 $ 2500.00 $ 0.00 $ o.oo $ o.oo $ 2000.00 Expense Totals Profit & Loss Past Actual 3 $ o.oo Past Actual 2 $ o.oo Past Actual 1 $ 450.00 Projected $ 800.00 $ o.oo $ o.oo $ 0.00 $ o.oo $ o.oo $ o.oo $ o.oo $ 0.00 $ o.oo $ o.oo $ 70.5'l $ 500.00 $ 100.62 $ 257.44 $ o.oo $ 200.00 $ 800.00 $ 300.00 $ 500.00 $ 5000.00 Past Actual 3 $ o.oo Past Actual 2 $ o.oo Past Aetual 1 $ s27219 Projected $ 13300.00 Past Actual 3 $ o.oo Past Actual 2 $ o.oo Past Actual 1 $ -2832jte Projected $ -2300.00 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 mighi benefit from said contraci, iry reason of age, race, coior, ethnicity, sex, religion, miliiai'y siaius, seruai orlentation, creed, place of birth, or disability; 2. That it will abide by a!! relevant local, state and federal laws and regulations and; 3. That it has read the information contained in the lnstructions on pages I and2 and understands and will comply with all provisions thereof. Certified by: €a.**t9a'wraad Name*Camie Stevenson Applicant's Title * Resort Events Manager, Suncadia Resort ffi ?893i DH ROSLYN MANAGEMENT LLC DH ROSLYN MANAGEMENT LLC 3600 SUNCADIA TRAIL cLE ELUM WA 98922^3240 UBI: 602369068 001 0005 7 DH ROSLYN MANAGEMENT LLC UNEMPLOYMENT INSURANCE - DESTINATION ROSLYN RESORT ACTIVE 3320 SUNCADIA TRAIL TOBACCO PRODUCTS RETAILER. CtE ELUM. WA989223215 ACTIVE TAX REGISTRATION - ACTIVE HOTEL LICENSE #87857 . ACTIVE DETACH BEFORE POSTING STATE OF I'VASHINGTON PERMIT TO PURCHASE SPIRITS. SPIRITS OISTILLERS, D]STRIBUTORS AND RETAILERS; THE TICENSEE WHOSE NAME APPEARS ON THIS PERMIT (OR THE LICENSEE'S EMPLOYEE OVER 21 YEARS OF AGE) IS AUTHORIZED TO PURCHASE SPIRITUOUS LIQUOR FROM YOU AS PROVIDED BY THE WASHINGTON STATE LTQUOR ACT RCW 66.24.040, 66.24.630, AND 66.24.640. 7 ..? - Expires: Feb29,2020 @ BUSINESS LICENSE STATE OF WASHINCTON lssue Date: May ,l0,2019 Unified Business lD #: 602369068 Business lD #: 001 Location: 0005 Expires: Feb29,2020 Limiied Liability Company DH ROSLYN MANAGEMENT LLC DESTINATION ROSLYN RESORT 3320 SUNCADIA TRAIL cLE ELUM, WA 98922-3215 UNEMPLOYMENT INSURANCE - ACTIVE TAX REGISTMTION - ACTIVE TOBACCO PRODUCTS RETAILER - ACTIVE HOTEL LTCENSE #87857 - ACTIVE PARTIES IN INTEREST: TUMBLE CREEK GOLF LLC, PER WAC 314.07.035 REGISTERED TRADE NAMES: DESTINATION ROSLYN RESORT This document lists the registrations/ endorsements, and licenses aulhorized for the business named above, By accepting this document, the licensee certifies the informalion on the application was complete, true, and accuralc to the best of his or her knowledge, and ihat business will be conducted in compliance wilh all applicable Washington slate, county, and city regulations. gaLooo2 DETACH THIS SECTIO\ FOR YOUR WALLET Director, Departmcnt of Revenue (otrd ERVE THE gSueutr rr, zors ONSERVANCY AT SUNCAOU { t* 1.*_*-> -- ke.{- r=.9=o.;:- V i '+.. .:4 S:... i | ,;;_.,.! .r t ^i-_.!=Y. ".. L, I ,(,t..ii.- --\ e-9r' #:--;-s.a {+-^/*-'-.l:ru.. \ HERITAGE" 'z -.-_<=1r .qg 6+ .D <r !-\F-. -( g$mue rHE ENr oriffitsnN $)**ERuE ANr (t,rrsfroor Combine the trails with the road, and an urban run with a forested traiI run. Enjoy over 4,000 acres of Suncadia's scenic conservancy on this new l-Ok. 7,00AM-|2,00PM 6.2 Mltfd PRE- REG$TRATIONI $AO Register Online at: bit.tylConservancylOk nAY- 0f RE6$rRAft0N, $Ag A portion of att ticket sates wi[[ go to the Suncadia Forestry I Conservancy Fund. SuNcRorn INCIUDEO, . Race Shirt . Snacks .16oz. Water Bottte --l Op.ptirtREsoRT. CoMMUNTTY. LEcAcy Q4*#*#{-DISTITLING C9 +]$5X3$uNs clh cEN6pF*q+ffi 8t\ffi iffiM UnrororRo.otMe*axigrr*1o* dbflI/litesatelUSA Topo World Topo MapSTART/FINISHl mile2 miles Exhibit "8" 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 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 Advertisine of all types (including but not limited to television, online, electronic kiosks, motion billboards, etc.) must include the County's and appropriate City's tourism website logo. The logo must be sized no smaller than% inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. All logos and website information may be obtained by contacting the Director of Tourism, Kittitas County Chamber of Commerce. Section 2. Advertising Reimbursements Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere to the following guidelines and requirements for each type of advertising media utilized. A. Print Advertisins: 1.. Print advertising placed with any media provider which operates exclusively outside of Kittitas County may be reimbursed attOO% 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 L0 days prior to the event may be reimbursed at10O% of the cost, including any production costs. b. For seasonal or year-round events , or for date-specific events outside of the time- frame in Section 2 A, (2)(a) above, advertising reimbursement requests must include a statement from the media provider specifying the percentage distribution to areas outside of Kittitas County. Reimbursements will be allowed for the amount distributed outside of Kittitas County, including any production costs. B. Television Advertising: 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 atI00% 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 vertisine: L. Online advertising and promotion may be reimbursed at 10O% of the cost, including any production cost. 2. Streamed media (radio, television, other) requests for reimbursement must include a statement from the media provider specifying the percentage of recipients which are outside of Kittitas County. Reimbursements will be allowed for the percentage distributed outside of Kittitas County, including any production costs. D. Direct Mail 7. 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: L. Flyers or posters which are placed outside of Kittitas County may be reimbursed at I0O% 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 IOO% 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 100% 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 Advertising: L. Radio advertising placed with any media provider located outside of Kittitas County may be reimbursed at lOO% 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 loo% of the cost, including any production cost. b. For seasonal or year-round events, or for date-specific events outside of the time- frame in Section 2 F,2(a) above, advertising may be reimbursed at the rate of 30% of the total cost, including any production costs. G. Operation Reimbursement: 1-. Operation costs may be reimbursed 1,0O% of the paid invoice cost. ln order to 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 atlOO% 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 55,000.c. Licenses, permits, insurance, or credit card fees Suncadia ResortEmployee Schedule (last saved Feb 26, 2O2O,6:04 AM)For the week ot 3 I Ll 2O2O to 3 I 7 | 2O2OSunday Monday Tuesday Wednesda Thursday3lLl2O2O 3l2l2O2O 3l3l2O2O 314l2O2O 3lsl2020TotalHoursBusiness VolumeTotal ArrivalsTotal DepaduresTotal Rooms OccupiedTotal Resort Occupancy 7o(Next Dav)Stephanie A O'CainKaitlin Pfeiferx Leslie Ruizx Mallorie MoftensonMadeline DarlingJackie Porasx Zoi Smithx Emma Johnsonx Keiley Greenlawx Jaelle Downsx Sarah MontgomerySimplot, P.00936L8o/o936oLOo/o345o5o/oofrofrofr5126o460/oLO726039o/o1650o/o7720o60/oFriday3l612O2OSaturday317l2O2O6:15A-1:30 6:15A-1:30PPOff on callofr off10:30A- 11:00A-6:30 P 7:00 Poff ofrOff 6:30A-3:30P3:00P-B:30 3:00P-B:30PPOff on callrec off rec offOff rec offon callon callamCoal House Caffe6:15A-1:30 6:15A-1:30 Off 6:15A-1:30PPPon call Off Off Offoffofr349:30 A - 5:00P6:30 A -12:30 P7:I5 A - 3:00Poffon callrec off1:30 P - 7:30Poff10:30 A -7:30 Poffofroff6:00 A - 1:30Pofr11:00 A -7:30 Pofr11:30 A -7:30 Pofr6:00 A - 1:30Pofroffoffofrrec off11:30 A -7:30 Pofroffofroffoffoffofrofroffoffofroffofrofrofroffofroffoff3661610162LamPTOPTOam