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HomeMy WebLinkAboutLT-2020-021LT-202O-O21.CLE ELUM ROUN DUP 2O2O LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND CLE ELUM ROUNDUP ASSOCIATION This Contract, effective January 'J.,2020 is made and entered into by and between KITTITAS COUNTY ("County"), a subdivision of the State of Washington, and CLE ELUM ROUN.D Up ASSOCIATION ("Contractor"), for the 2020 Cle Elum Roundup ("Event,,.). WHEREAS, the purpose of this Agreement is to provid" f* ,ctiuities 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 ' rbz which is attached hereto and incorporated herein by this reference.,) 'if,.' a' As full compensation for satisfactory performance of the Contractor's Services, the County agrees to pay Contractor the sum of eight thousand dollars (58,000) (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 eight thousand dollars (58,000) (Kittitas Co. lodging tax funding). c. Services/Expenses that are reimbursed must be dated during the current year and final date to submit reimbursements requests is January 15,202L 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 Poge 7 LT -2O20-021-CLE ELU M ROUN DU P a ud ito rsacco u nti ng(@co. kittitas.wa. us e. Reporting requirements of your events will be required on prescribed forms from the County Auditor. t Contractor is eligible to claim reimbursement for the following items and amounts only: Radio, online, video, print, and social media marketing and advertising Direct mail marketing ln-person marketing/advertising by Royalty o a a 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 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 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 tn County Lodging Tox Funding Agreement Page 2 LT-2020-O21-CLE ELUM ROUN DU P Agreement neither shall discriminate on the basis of race, creed, color, national origin, age, sex, maritalstatus, 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. f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly furnish the County or its designee, or such Federal or State auditor with such information related to the Services as may be requested by the applicable governmental entity. Contractor shall preserve and maintain all financial records and records relating to performance of Services under this Agreement for six (6) years after contract termination. For such duration after the County makes final payment of compensation due hereunder, Contractor shall provide the County access to (and the County shall have the right to examine, audit and copy, with or without notice) all of Contractor's books, documents, papers and records related to the Services or this Agreement. g. Contractor understands and acknowledges that Contractor is solely responsible for its own reporting and accounting of all state, federal, social security, and local taxes, of every nature, arising from Contractor's performance of this Agreement. All compensation received by the Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in accord with the applicable IRS regulations. Section 4. Rel ea se. I . 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 a a a a Any breach of or default under this Agreement by Contractor Section 5. Comoliance Public Records Law. _2020 County Lodging Tdx Funding Agreement Page 3 LT-2O20.021-CLE ELU M ROU N DUP 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. Industrial 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 Contractor'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. lnsuran and Endorsements. a. The County may require through a request in writing that the Contractor provide the County with a certificate, binder, or policy of liability insurance, acceptable to the County in an amount specified by the County. b. Such liability insurance shall be such as will protect Contractor, its employees, agents and representatives, from all claims, losses, harm, costs, liabilities, damages and expenses arising out of personal injury (including death) or property damage that may result from performance of the Services or this Agreement, whether such performance is by Contractor or any of its employees, agents or representatives. c. Should the County require such liability insurance, the Contractor agrees to provide proof of insurance prior to commencing performance of this Agreement. d. Copies of the County's written request and the insurance documents provided by Contractor shall be attached to this Agreement and by this reference will be made part hereof. e. Where insurance is requested by the County, all liability insurance policies shall be endorsed to include the County as an Additional 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. a _2020 County Lodging Tox Funding Agreement Page 4 LT-202O-021-CLE ELUM ROUN DUP 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. c. Notice for any purpose under this Agreement, except service of process, shall be given by the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W. 5th Ave. Ste. 108, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by the County to the Contractor shall be given to the Contracto/s address provided on the signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class, postage prepaid, certified mail, return receipt requested. d. The section and paragraph headings of this Agreement are for reference convenience only and are not intended to restrict, affect or be of any weight in interpreting or construing the provisions of such sections or paragraphs. e. This Agreement may be executed in one or more counterparts and by facsimile, each of which will be deemed an original, but all of which together will constitute one and the same instrument. f. Contractor warrants to the County that the individual signing on Contractor's behalf has the requisite power and authority to enter into and to perform Contractor's obligations under this Agreement. Contractor further warrants to the County that Contractor has made no misrepresentation or misleading statement in connection with this Agreement, and is not in violation of any applicable law, ordinance, or regulation the consequence of which will or may materially affect Contractor's ability to perform its obligations under this Agreement. _2020 County Lodging Tax Funding Agreement Poge 5 LT-2O20-O21-CLE ELUM ROUN DUP 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 MISSIONERS 0t l2t Clerk of the Board CONTRACTOR c lP Namel i u r ressl [Telephone] Vi tltt D AS TO FORM Deputy Prosecuting Attorney _2020 County Lodging Tdx Funding Agreement Page 6 CLTAC: Application for Lodging Tax Grant Funding Grant Application Workshop - 2O1g* Dd you attend the &ani Appication \A/orkshq - 2019 hosted by the ldttitas County Oranbr of Oonnerce? G Yes CNo Submittal lnstructions & General lnformation * G Yes, lhave read and understand S.rbnittal hstructions and General tnfmration for the 20i9 Lodging Tax eant Funding Flocess You are strongly encouraged to compose your responses to the questions of this form with a desktop text editor and save your work, then copy and paste the information Into the form. You may also save a draft by seleciing 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 completing the save draft, you wili 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 nformation Name of Organization * Cle Elum Roundup Association Organization Address * Srreet Address 541 Seaton Rd Address Line 2 PO Box 671 otv Cle Elum tustal/Zip ftde 98922 46-5485332 603-372-726 State / Fl-ovince / Reglon WA Ocunty USA Website Federal Tax lD #* UBI #* Organization is a:* vunnru.cleelumrou nd up. com C Government Entity C 50'1(c)3 r 501(c)4 C 501(c)6 C Other (Note: you must submit 501(c)3, 501(c)4, or 501(c)6 approval documentation.) Click here to view sample documents (redacted). Upload Proof of CERR Sec of State 501c4.pdf Organization Status * Acceptade file forneis include: JFG, FDF or llFF, Contact lnformation First Mme*Beverly 368.72K8 Last Name* Miller Phone Number* 509-674-5311 Emai!* dakotarun@outlook.com Project or Event lnformation Project/Event Name* Cie Elum Roundup Event Dates Please provide any specific dates, or range of dates, on ra,trich your event or project urill be held. You may add as many dates or date ranges as necessary. Event Dates Start Dates* 712412020 ProjecVEvent Location * New or Ongoing Project/Event? * Amount of Funding Requested * End Dates 712512020 Washington State Horse Park G Ongoing ProjecVEvent (More than four years in existence) C New Project/Event (Four or fewer years in eXstence) $ 11320.00 lf you sdected "Ggcu'ng Flo.ject/Frenf' above this armunt ney not exced 10% of the total expnse budget of this prc!ecl. 11,320Funding Request Max Tourism Seasons *Fromthe list belof/, what season will your prcject enhance tourisnl? Sdect any which apdy. [- Year-round (January - December) l- Off Season (November - February) l- Shoulder Season (October or March - May) 17 High Season (June - September) Application Questions: Part 1 Please answer each question completely in the order listed. Please include anysupporting datawithin the response narrative. 1 I ProjecUEvent Description Please provide a description of your projectlevent and ideniify the specific tourism audience/market ihat 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; ProjecVEvent Description * The Cle Elum Roundup Associaiion presents a professional Rodeo Cowboy Association (PRCA) rodeo for 2 nights the last vrcekend in July annually. E)dra events include mutton busting, kids boot race, kid's corral, Royaliy meei & greet, and Grand Entry. A local band provides music and dancing in ihe dirt after the rodeo each night next to the beer garden. A'lumbo-tron" sits above the end of the arena to show the current events and advertising for the sponsors. Food vendors and vendors selling thelr wares round out what's available for the spectators. we target people who like anything "\^€stern", rodeos and those wtro riunt to learn about rodeo and to see "r,Mrat it is all aboui". We target audiences from over fifty miles auay in all directions through social media, print adveriising, radio advertising, posters and our Royaliy as ambassadors who travel throughout the northu/est including washington, oregon and ldaho. specific target areas include Seattle-Tacoma, Norlh Bend, lssaquah, Lacy, Tum\€ier, Vancouver, Wenatchee, Yakima, Central Washington, Moses Lake, Tri Cities, Everett and puyallup. 2500 character linit List of lntended Use of Funds * Radio marketing/advertisin g On-line marketing/advertising Direct mail marketing/advertising Video marketing/advertising Print marketing/advertisin g Social Media marketing/advertising ln-person marketing/advertislng by Royalty 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. Avray from their place of residence or business and staying overnight in pald accommodations; 2. To a place fifty miles or more a!1ay 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..*Hrolectron 1. Away fromtheir place of residence or business and staying overnight in paid accorrrrodatiors; By targeting our markeiing efforts in aii media sources to people wiro live greater than 50 miles away we will be able to increase our attendance and overnight accommodations. we will attract these spectators and contestanis by: The wsHp has been our venue for the last six years and i,ve have repeat visitors because of the unique setting of our rodeo. Daniel Beard Rodeo/ Summit pro Rodeo have follovvers wtro travel to the Roundup to raatch the stock. Randee Munns has followers near and far vriro travel to uatch his act. Molly Morrow, our official pRCA photographer, has notoriety with followers across the country. Our announcer, cody Hodge, keeps the croud engaged, eniertained and educates the spectators. The 'lumbotron" (a.k.a. the BIG SCREEN) has been a huge hit for the last 2 years, not only for the spectators but all of our sponsors get their business names mentioned there. The rodeo itself is PRCA sanctioned and that in and of itself, drau,s its ovrin crovrd. with the rodeo and the band playing aftennerds, our event Iasts over 4 hours, which encourages people to stay overnighi. 2500 character linit Response 2.1*Evtdence Response 2.2: ., t*Hrojectron Response 2.2:*Evtdence Response 2.3: -.^,..''.* *rt uJsLuuil Response 2.3: Evidence * ln 201 9 ue kept count of spectator attendance with a clicker at the gate and recorded 2p codes during ticket sales. Our spectator couni from distances 50 miles or grealer \iere 702 more than 50 miles, 75 from out of WA State, and 29 from out ofthe USA. 2500 character linit 2.To a place iiity niles or nore away fromtireir $ace of residence c*'business for ihe day or siaying overnigl-ri; We have targeted advertising of our siock contractor, clown, facility and local accommodations to attract speciators from distances of over 50 miles ar,ray. We h-t,^ ^r,,r+ihr^ ,.L,. h^^^!^ 4h^^^^ +^,,^^ t^^^l -^^^yhh.^da+i^h^. 4 nilprrdvE ilru[rprs rcaDUtrs vvtty pgupiE uiiuubE iu usc iuuai duuuiitiiiuudLiuiib. i. vuJ event is 2 days and they vrant to uatch both pedormances. 2. Our event is greaier than 4 hours and ends late in the evening rdrich encourages overnight siays rather than driving a significant distance 2500 character lirit ln 2019 u,e kept count of spectator attendance with a clicker at the gate and recorded lp codes during ticket sales. Our spectator count from distances 50 miles or greater \ r're'.702 more than 50 miles, 75 from out of WA State, and 29 from out of the USA. Additionally ue had 159 vendors, volunteers and rodeo participants !..rL ^- +L-- En -:t-- -.--..Iuiltutttdilug5 turLilvt Lildil Jv ttiitvs dvv.iy. 2500 character linit 3. or fromanother cour{ry or state outside of their place of residence or business. Morrey received wiii resuit in increases ii-r iire number of people ti'aveiing io the Cie Elum Roundup from another country or state outside oftheir place of residence or business. Our venue has national vrestern lifestyle following that helps us to attract rodeo spectators. Our photographer is nationally recognized and people from across the country travel to rodeos that she is the official photographer for as they know her urrrrk and her representation of PRCA. Contestants come from other states & countries to participate in this ever growing PRCA rodeo. Our stock contractor Summit Pro Rodeo/Daniel Beard Rodeo has a following across the country of both spectators and contestants who attend to ride and rrratch their spectacular stock. 2500 character linit ln 2019 ue kept count of spectator attendance with a clicker at the gate and recorded lp codes during ticket sales, Our spectator count from distances 50 miles or gieater !\,ere: 702.more than 50 miles, 75 from out of WA State; and 29 from out of the USA. Additionally ue had 159 vendors, volunteers and rodeo participants from distances further than 50 miles auay. 2500 character linit Application Questions: Part 2 3lMeasuring Results What iools will you use to measure your event's impact on tourism? Please be specific and provide e)@mples. lnclude ihe 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 io assure you are attracting tourists from at least 50 miles auay? C. What strategies will you use to assist in marketing all of Kittitas County as a tourist destination with your evenVproject 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 \{hat tods w ill you use to neasure your eveJrfs irpact on tourisnf Hease be specific and provide exanples. we will continue to gaiher lp codes during ticket sales. we will collect contestant entry information through the PRCA. we will collect vendor applications. we will use an event survey during the event. we can use an email survey (to those in attendance that we have emails for) to follow up after the event with specific questions regarding their visit. We will collect WSHp overnight reservation information. we will contact Hoiels (county-wide) for overnight stay information. we will contaci resiaurants for change in business during our event. We plan to increased volunteers to collect the above information. 2500 character linit A. ls your projecvevent year-round or is it seasonal or date.specific? C Year Round C Seasonal G Date Specific Your sdection here should be supported by the dates you provided above, in the Flcject or fuent lrfornation section. B. \i\hai strctegies will you enploy to assure you are attracting tourists fromat least 50 niles away? The strategies ure employ to assure we attract lourists from at least 50 miles avray include social media, radio advertising, print advertising, Royalty visits to rodeos across WA, OR, & lD, nationally recognized stock contractors, facility, photographers, cloir'nr act and that rit1g are a PRCA sanctioned rodeo. 2500 character linrit C \Ahat strategies will you use to assist in rrarketing all of Kittitas &unty as a tourisi destination with your evenVproject f unding request? The strategies \ /e use to assist in marketing all of Kittiias county as a tourist destination is using the designated logos for Live Life ln color, city of cle Elum, and Kittitas county chamber of commerce, as uiell as, the "#HorruweDocleElum', tag on advertising material and on our uaebsite. Our rilirebsite has a local accommodations page with links to overnight options throughout the county. Partnering with the wsHP, Daniel Beard/summit pro Rodeo and premier sponsors windy chevrolet, Heritage Lawoffice, Evergreen Financial and Luft rrailer sales, provides increased promotion of Kittiias county as a whole. our announcer recognizes sponsors throughout the Roundup and sponsor flags are flown during grand entry and half time and the big screen continually highlights our sponsors throughout the two rodeos to generate recognition and advertising of local businesses in Kittitas County. 2500 character linit 4lCollaboration lf your organization collaborates or has created partnerships with other organizations, groups, or other events, how is this accomplished? Collaboration *we have many partners that have been with us since the Roundup's inception 6 years ago. These include The washington state Horse park, Daniel Beard Rodeo, Eagle Valley, cle Elum Eagles, Roslyn Riders, Toby williams Remax Bator Lumbar & Luft Trailers. since then we have grorm to more than 45 sponsors wtro promote the Roundup through social media, hanging our posters at their locations, and through our website with logos and links to businesses throughout Kiititas county. Each year u,e also partner with events such as Bares & Bronc in Ellensburg, Roslyn Riders Playday, Spirit Therapeutic Riding Center in Ellensburg, Rotary Golf Tournament, Youth Services Mentor program, & Eagles Scholarship Golf Tournament. our announcer promotes all these partnerships as vr,ell as the Ellensburg Rodeo throughout our performances. 2500 character linit SlFuture 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 are unrking to make this project self-sustaining. Some of the steps rrue are taking are focused around ticket sales. For 2019 ue changed the tickei price between Friday and Saturday performances to encourage a sell out for Friday night. This \^€s a success. We also had an overall ticket price increase. Tickets sold out at both of our performances with standing room only. We are looking to have more seats available and leveled ticket prices based on seating location for 2020 which will help to increase attendance. However this may also increase our e)penses as ihere will be a need for more seating than that'"rhich is provided by the facility. We are looking at mcving our event to the covered arena for 2OZA as this arena can accommodate greater seating. We can increase revenue through higher contestant participation. We are putting together a 3 year plan to secure sponsorships for higher contestant payout. This year \ /e changed the sponsorship levels to make them more attraciive to a greater number of businesses. This helped to generate sponsorship interest lor 2020. We have plans to put money in reserve to start to become self-sustaining. 2500 character linit A.ppiication Questions: Part- 4 6l Additional lnformation Provide any additional information which will assist the Lodging TaxAdvisory Committee in evaluating your project and its benefit to tourism. Additional lnformation We now have 6 successful rodeos under our belt and vle truly wish to continue that trend. Every year vrie review the pros and cons of our event and all thai leads up io it so that rrve can continue to improve. Our mission is and will continue to be: The CIe Elum Roundup Association is a non-profii organization comprised of dedicated volunteers \i\,orking to strengthen our community through the traditions of Roundup and ihe av\,esome sport of rodeo. Our community benefits from the attendance to the Roundup through use of local businesses such as gas stations, bakeries, restaurants, grocery stores, hotels, RV resorts, shops, etc. The Roundup also has Royalty representing Cle Elum and the Roundup across the Pacific Northvlrest. They volunteer numerous hours attending rodeos throughout WA, OR & lD, local events, parades, coronations, schools, nursing homes and other various places in spreading the uord about our community, the Roundup and the uestern uny of life. They also inspire little girls to go for their dreams of becoming a Rodeo eueen and urc have seen an increase in attendance nowthat we have a royalty program. Seating continues to be a challenge. We are \ /orking touard a solution lor lhe 2020 season. With additional seating, traveling royalty, &strong strategic planning we will rirork to increase tourism in Cle Elum and throughoui Kittitas County. 2500 character linit Supporting Documents You nay upload any supporting docurrents such as graphs, inages, diagrans, rrarketing naterials, etc. You are allorued to subnit up to 3 single page (L.S Letter) docunents in J@ FF or TiFFfornat TlPrevious l-odging Tax Grant lnformation Previous Years Fbs your evslt received Lodging Tax funds in previous years? Awarded Lodging Tax C No, this event/project has not previously received Lodging Tax FundingGrants* c yes, 1 year previous (} 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* 1,776 Projected * 2,000 How many days did/will your event occur? Prior Year*Projected * 22 How many paid overnight stays were and/or will be booked as a result of your project/event? Prior Year* projected * 453 475 Paid Overnights' Data Support Explain how the room nights data above from the prior year uas collected and how the projection for the next year is derived. (For example, if there vras a survey conducted for the prior year, explain the methodologli. 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 we uere able to confirm overnight RV at the wsHp through Horse park records. Using the srR Report and information received from Amy McGuffin, cEo of the Kittitas chamber of commerce, we understand that there are 1,11i rooms in the county. 84% of the rooms \ Ere booked in the county for Friday, July 26, 2019 and 91% were booked for Saturday, July 27th. As advised by McGuffin 70o/o of the rooms booked could be considered out of county. lt r,vculd be reasonable to assume that the Roundup accounied for 1i3 of the occupancy based on 3 larger events (including the Roundup) happening in Kittitas County that rircekend. Calculations: Friday: 1,111 Iolal rooms @ 84o/o occupancy = g33.24 rooms occupied 933.24 room occupied / 3 (events) = 311.08 rooms occupied 311.08 rooms occupied @70% out of county occupancy = 217.76 out of county room occupancy for Roundup Saturday: 1 ,111 total rooms @ 91% occupancy = 1,011 rooms occupied 'l ,011 rooms occupied / 3 (events) = 337 rooms occupied 337 rooms occupied @70% out of county occupancy = 235.g0 out of county room occupancy Total Cle Elum Roundup out of county occupancy = 4S3 we have projected a 57o increase for 202a based on our increased attendance projections. 2500 character linil. h addition to field above, you nay u$oad the evidence to support the prior years' roon/night infornation. You nay upload up to three single pages (LS Lefter), of infornation. lf you a single mrlti-page docunent, only the first three pagm willbe considered. Thefdlowing fornats, willbe accepted: jre, FSor nFf SlFunding Does your organization have, or have you applied for, grant funding from other sources? lf not, vrrhy not? lf yes, please 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 wirich have not yet been secured will be listed separately, in the field(s) directly below. Finally, what changes would occur if the project couldn't be funded? Other Funding * Does your organizaiion have, or have you ap$ied lor funding frornother sources? O Yes i- No Funding for which you have applied but not yet secured Funciing Source The City of CIe Elum Lodging Tax Funding Shortfalls* Matching Funds Percentage Verification of ln-kind Contributions 9l Project Budget Overview Please complete budget for this project/proposal. If your agency operates independently of this project application it may not be necessary to submit the entire agency budget. You must submit a budget which specifically pertains to the project/event for which you are requesting funding and adheres to the basic budget format shown below. The budget musi include anticipated revenues, ependitures, and any potential proflt 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 adverlising match, a binding contract itemiZng the maiching value and obligating each party must be provided. AfiENTION: ln an effert 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. Amouni $ 15,000.00 \A,hat changs would occur if the pr{ecl couldnl be funded? lf the project couldn't be funded, vrrre r,rould have to change our business model and uouldn't be able to include aspects of the Roundup that attract visitors such as the clo\/n act, high quality stock, PRCA photographer, change of venue, change sanctioning or even possibly cancel the rodeo. 2500 character linit. 10.00 o//o This fidd will auto fill wilh the correct percentage based on yar input to budget section below For any clained irrkind contributims valued at $500 or nnre and related to narketingladvertising, you nust subnit verifying docunentation which assures ihe contribution will be providd. Budget Year Revenues From Consolidated Lodging Tax Grant 2018 2019 2020Edit if necessary 2017 All Other Revenues D-^+ A^+,,^l 2r qo( nutuqr v $ 0.00 D-a{ A^+' '^l 2 $ o.oo D-o+ A^+r r-l { $ 7,494.00 Drniaa+aal $ 11,320.00LTAC Grant Funding I n-Kind Contributions (except volunteerism) Account Name Sponsors Sales Royalty Account Name Royalty lnkind Rodeo lnkind Revenue Totals Expenses Account Name Admin Hospitality Venue Marketing Cost of Goods Sold Production Royalty Security Supplies Past Actual 3 $ 30000.00 $ 11141.00 $ 0.00 Past Actual 2 $ 43300.00 $ 17772.00 $ 0.00 Past Actual 1 $ 42000.00 $ 43255.00 $ 11161.00 Projected $ 50000.00 $ 45000.00 $ 11000.00 Contributions of Volunteer Time Past Actual 3 past Actual 2 Number of Hours 1,275 3,543 Past Actual 3 $ o.oo $ 2250.00 Past Actual 3 $ 43391,00 Past Actual 3 $ 2500.00 $ o.oo $ 38000.00 $ 5067.00 $ 0.00 $ 0.00 $ o.oo $ 0.00 $ o.oo Past Actual 2 $ o.oo $ 4000.00 Past Actual 2 $ 65072.00 Past Actual 2 $ 4637.00 $ o.oo $ 51897.00 $ 9231.00 $ 0.00 $ 0.00 $ o.oo $ 0.00 $ o.oo Past Actual 2 $ 65765.00 Past Actual 1 $ 4000.00 $ 5000.00 Projected $ 4000.00 $ 5000.00 Evidence of Volunteer Flease upload a single file which offers evidence in support of the projected vdunteer hwrs. Contributions* 2020VolunteerHourprojection.pdf Calculated Value of $ 139,404.52 Projected Volunteer Time Past Actual 1 3,700 Past Actual 1 $ 112910.00 Past Actual 1 $ 18646.55 $ 1000.00 $ 18722.44 $ 14032.00 $ 7486.00 $ 37220.00 $ 9644.00 $ 1084.00 $ 3980.00 Past Actual 1 $ 1 1 18'14.99 Projected 5,917 Projected $ 265724.52 Projected $ 20000.00 $ 1000.00 $ 20000.00 $ 15000.00 $ 7200.00 $ 37500.00 $ 7000.00 $ 1500.00 $ 4000.00 Projected $ I 1 3200.00 402.38K8 Past Actual 3 $ 4s567.00Expense Totals Profit & Loss Past Actual 3 Past Actual 2 Past Actual 1 projected Past Actual 3 $ -2176.00 Past Actual 2 $ -693.00 Past Actual 'l $ '1095.01 Projected $ 152524.52 Application Certification The applicant here certifies and affirms: 1. That it does not noq nor will it during the performance of any contract arising from this application, unlawfully discriminate against any employee, applicant for employment, client, customer, or other person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military status, serual orientation, creed, place of bir1h, or disability; 2. That lt will abide by all relevant local, state and federal larnis and regulations and; 3. That ii has read the information contained in the lnstructions on pages I and2 and understands and will comply with all provisions thereof. Certifled by: 8*u4rry"76,p Beveriy fuiiller Secretary, Cle Elum Roundup Association Name* Applicant's Title* Secretory of Stote ffi tlVr,*,- Chorities Progrom PO Box 40234 Olympic, WA 98504 Te136O725.0378 sos,wo.gov/chorities choritles@sos.wo.gov April 5, 2015 CLE ELUM ROUNDUP ASSOCIATION PO BOX 67'I CLE ELUM, WA98922 Regisirotion Number: 38262 DegT CLE ELUM ROUNDUP ASSOCIATION, The informstion submitted on beholf of CLE ELUM ROUNDUP ASSOCIATION cloiming exemption from regislrolion requiremenis under lhe Choritoble Solicitotions Act, RCW 19.09, hos been received ond filed. Any chonges lo lhe orgonizo'tion's regislrolion informotion (e.9. nome, oddress, telfthone number, elc.) musl be reported to lhe Chorities Progrom in writing wilhin 30 doys. The orgonizolion can report such chonges by submitting o Choriioble Orgonizotion or Combined Fund Drive Amendment form or on Oplionol Registrotion "Updoie." These forms ore ovoiloble ol www.sos.wo.qov/chorities/AllForms,ospx As on orgonizotion thof is exempi from registrqtion, CLE ELUM ROUNDUP ASSOCIATION is not required to renew onnuolly or provide our office wilh copies of iis finqnciolinformotion (e.9. IRS federol returns). However. if the orgonizotion engoges in one or more of the following ocliviiies. iis exemplion from regisirotion is involid ond onnuol registrotion wiih lhe Chorities Progrom will be required: . Roising $50,000 or more in ony occounling yeor {in WA ond olher sloles}; or. Poying officers, employees or olher persons; or. Controcting with o poid commerciol fundroiser or fundroising enlity lf the orgonizotion's exempiion becomes involid, pleose conioct the Chorities Progrom for lhe oppropriote form ond inslruclions. Our office provides educotionol resources ond troining opportunities for nonprofit ond choriloble orgonizolions throughout Woshington Stote. Visit http:/lwww.sos.wo.gov/chorities/TroininoSigruro.ospx'to view these resources ond leorn more. Pleose conlscl our office of chorities@sos.wo.qov or (360) 725-0378 if you hove ony questions. Sincerely, @ti,,n, %Xl7y,r,, Pomm Morgon Chorities Progrom Office of the Secreiory of Siote Chority Exempl Confirmolion Letler {Vol}Revised 10/2014 Positions Hours President VP Secretary Treasu rer Marketing Director Sponsorship Director Parking Director Parking Attendants Hospitality Director Beer Garden/Vl P Director Setup Crew Break-Down Crew VIP Tent Merchandise Ticket Sales Royalty Director Royalty Royalty Chaperones Kids Corral Parades & Fair Arena help Grand Entry Director Flag Riders Tra nsportation service Security Director Volunteer Director General Event Volunteer 400 300 400 400 300 400 70 84 2s0 75 50 50 30 2A 56 450 800 800 20 30 150 87 440 20 75 100 60 59t7 TotalVolunteer Hours Projected 2020 Exhibit "B" Guidelines and Requirements for Expenditure Reimbursements from Lodging Tax Section 1. Brandine Contractors who have been approved to utilize grant awards for advertising expenditures must incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism information as follows: A. Websites and Social Media Sites must include the County's and appropriate City's tourism website logo with an operational link to the site(s). The logo must be displayed on the contractor's home page, it must be sized no smaller than% inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. B. Print Advertisins and nline Disolav Advertisine of all types ( including but not limited to newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party websites, streaming displays, etc.) must include the County's and appropriate City's tourism website logo. The logo must be sized no smaller than% inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. C. Video Advertising of all types (including but not limited to television, online, electronic kiosks, motion billboards, etc.) must include the County's and appropriate City's tourism website logo. The logo must be sized no smaller than% inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. All logos and website information may be obtained by contacting the Director of Tourism, Kittitas County Chamber of Commerce. Section 2. Advertising Reimbursements Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere to the following guidelines and requirements for each type of advertising media utilized. A. Print Advertisine: 1-. Print advertising placed with any media provider which operates exclusively outside of Kittitas County may be reimbursed at 7O0% 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 at I00% of the cost, including any production costs. b. For seasonal or year-round events, or for date-specific events outside of the time- frame in Section 2 A, (2)(a) above, advertising reimbursement requests must include a statement from the media provider specifying the percentage distribution to areas outside of Kittitas County. Reimbursements will be allowed for the amount distributed outside of Kittitas County, including any production costs. B. Television Advertising: 1. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will be reimbursed at 100% of the cost, including any production cost. 2. Television advertising placed with any media provider inside the Yakima /Kittitas DMA will be reimbursed as follows: a. For date-specific events, advertising the day of the event and up to 7 days prior to the event may be reimbursed at 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 8,2(a) above, advertising may be reimbursed at the rate of 70% of the total cost, including any production costs. C. Online Advertisine 7. Online advertising and promotion may be reimbursed at 100% of the cost, including any production cost. 2. Streamed media (radio, television, other) requests for reimbursement must include a statement from the media provider specifying the percentage of recipients which are outside of Kittitas County. Reimbursements will be allowed for the percentage distributed outside of Kittitas County, including any production costs. D. Direct Mail: L 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 req uired documentation. E. Flvers/Posters: t. Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% 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 LOO% 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: 1.. Radio advertising placed with any media provider located outside of Kittitas County may be reimbursed at IOO% 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 ro0% 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(al above, advertising may be reimbursed at the rate of 30% of the total cost, including any production costs. G. Ooeration imbursement 7. Operation costs may be reimbursedto}%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 IOOo/o 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