HomeMy WebLinkAboutLT-2020-028LT -2020-028-CHAM BER-CLE ELU M I N DEPEN DENCE
2020 LODGTNG TAX SERVTCES AGREEMENT
BETWEEN KIfiITAS COUNTV AND KITTITAS COUNTY CHAMBER OF COMMERCE
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 K|TTITAS COUNTy CHAMBER OF
COMMERCE ("Contracto r"), for the 2020 Cle Elum lndependence Day Celebration (Event).
WHEREAS, the purpose of this Agreement is to provide for activities and expenditures
designed to increase tourism,
NoW THEREFoRE, in consideration of the terms and conditions contained herein, or
attached and incorporated and made a part hereof, the County and the Contractor mutually agree
as follows:
Section 1. Scope of Work.
a. Contractor shall provide the services and staff described in its Application for Lodging Tax
Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit ,?,,
which is attached hereto and incorporated herein by this reference.
b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the
following as required to perform the services, described in Paragraph (a) above, in
accordance with this Agreement: Personnel, labor and supervision; technical, professional
and other services. All such services, property and other items furnished or required to be
furnished, together with all other obligations performed, or required to be performed, by
Contractor under this Agreement are collectively referred to herein as "Services."
c' Contractor shall commence, perform and complete such Services in accordance with Exhibit
"B" which is attached hereto and incorporated herein by this reference.
Section 2. Pavment.
a. As full compensation for satisfactory performance of the Contractor's Services, the County
agrees to pay Contractor the sum of twenty two thousand eight hundred eighty six dollars
(522,886) (City of Cle Elum 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 twenty two thousand
eight hundred eighty six dollars (S22,s86) (city of cle Elum 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 !5,202'J, 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
County Lodging Tax Funding Agreement Page 7
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LT -2020-028-CHAM BER-CLE ELU M I N DEPEN DENCE
auditorsaccounting@co.kittitas.wa. us
Reporting requirements of your events will be required on prescribed forms from the
County Auditor.
Contractor is eligible to claim reimbursement for the following items and amounts only:
Marketing only:
o Digital Marketing
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): no operational material, no supplies.
h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation.
Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
fol 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
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
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sex, marital status, or the presence of a physical, sensory, or mental handicap.
e. The Services shall at all times be subject to inspection by and approval of the County, but
the County's making (or failure or delay in making) such inspection or approval shall not
relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's knowledge of defective or non-complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County with sufficient, safe, and proper facilities and equipment for such inspection and
free access to such facilities.
f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or its designee, or such Federal or State auditor with such information
related to the Services as may be requested by the applicable governmental entity.
Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County makes final payment of compensation due hereunder,
Contractor shall provide the County access to (and the County shall have the right to
examine, audit and copy, with or without notice) all of Contractor's books, documents,
papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release. lndemnitv. and H old 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. Compliance with Public Records Law.
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a. ln compliance with Washington's public records law, the County will retain copies of any
documents associated with this Agreement, which may be required by law unless legally
exempt from such retention, for any applicable legally required retention period.
b. ln the event a public records request is made to the County for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws, the County shall provide notice to
Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow
Contractor to seek a court injunction.
c.The County specifically shall not be liable to Contractor for the County's release under public
records laws of any documents not protected by trademark, copyright or other law.
Section 5.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 indemnif,i, 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.
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.
c
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LT -202O-A28-CHAM BER-CLE ELU M I N DEPEN DEN CE
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 neous.
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. 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.
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.
a
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LT -2020-028-CHAM BER-CLE ELU M I N DEPEN DENCE
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 U ERS CONTRACTOR
0t LI ,ZO7D
IPrint Name]
Com er lAddresslM.qzg.?)oL
Vi
,1t\llllllllt/1
[Telephone]
Clerk of the Board
TO FORM
Deputy Prosecuting Attorney
County Lodging Tax Funding Agreement Page 6
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop - 2019*
Submittal lnstructions
& General
lnformation *
Dd you attend the Gant Apflicatim \Abrkshop - 2019 hosted by the l(ttitas County Ounter of ftnrrerce?
G Yes
CNo
G Yes,
I have read and undersiand S(tbnittal hrslructions and General lnfcrnetion for the 2019 Lodging Tax Gant Funding
Ftocess
You are strongly encouraged to compose your responses to the questions of this form with a desktop text
editor and save your work, then copy and paste the information into the form. You may also save a draft by selecting
the button at the bottom of this page. When you do this you will be logged out and must log back in to continue. ln order
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link will also be sent to you in an email.
Organization I nformation
Name of Organization * Kittitas County Chamber of Commerce
Orga n ization Address * $reet Address
609 N Main Street
Address Line 2
0-ty
Ellensburg
Fcstel/ Zip &de
98926
State/Flovince/&gior
WA
&untry
USA
Website https://urlw.kittilascountychamber. com
91-0210430.
601-133-921
Federal Tax ID #*
UBI #*
Organizaiion is a:*C Government Entity
C 501(c)3
C 501(c)4
(r 501(c)6
f Oiher
(Note: you must submii 501(c)3, 501(c)4, or 501(c)6 approval documentation.)
Click here to view sample documents (redacted).
Upload Proof of Kittitas County Chamber of Commerce W-9 Form.pdf
Organization Status *
Acceptable file fornuts include: JE, FFor TIFF.
Contact lnformation
Last Name*Ford
122.32KF,
First Name *Madison
Phone Number*509-925-2002
- ..*tsmarl madison@kittitascou ntychamber. com
Project or Event lnformation
Project/Event l{ame* Cle Elum lndependance Day Celebration
Event Dates
Please provide any specific dates, oi range of dates, on vr,trich your ev€nt or project v,iill be held. vr orJ rild! add as many'
dates or date ranges as necessary.
Event Dates
Start Dates *
ProjecVEvent
Location *
ProjecVEvent? *
Amount of Funding
Requested *
End Dates
Wye Park Cle Elum
i Onanir'l Finipri,/Frreni iLlrra ihqn fnr ir iiaai< ir, eviqtanr+\,
F NewProjectlEvent (Four or fewer years in exisience)
$ 45800.00
ll you selected "Orgdng FtojecVFrent' above this anount nay not exced 10% of the total expense budget of this
project.
Funding Request Max 45,800
Tourism Seasons*Fromthe list below, what season willyour project enhance tourisn? Select any which appy.
f Year-round (January - December)
ll Off Season (November - February)
l- Shoulder Season (October or March - May)
17 Higtr Season (June - September)
Application Questions: Part 1
Please answer each question completely, in the order listed. Please include anysupporting data within the
response narrative.
1 | ProjecUEvent Description
Please provide a description of your projectlevent and identify the specific iourism audience/market that your
organization will target with these funds. You must include an itemized list of exactly how any grant funds
awarded will be utilized.
Response 1:
Project/Event
Description *
The lndependence Day celebration will be a free and open evenl from .1 1am to
midnight to become a "hub" of happenings on lndependence Day and provide live
entertainment before and after the firerarcrks show. we plan to use wye park on 1st
street to host a family friendly event with something for everyone during the entire
day' Activities will feature a raffle, a mobile Axe Throwing area, wtrich will be a
unique draw into the park. Food trucks that wll help take the heavy load of visitors
off local establishments and a beer garden featuring local breweries wll draw
visitors to stay in the area for the full day. we plan to utilize the stage with 6
different local entertainers like Maggie smelser and Dynamyte supreme throughout
the day (45 minute sets with '15 minute breaks). Each entertainer will attract
audiences of diverse interests, and a kids area wiih interactive carnival style
activities and games will serve as a fun, family friendly element to the event. The
celebration will be a "buffer" of something to do between events dovrrntovrar for
those popping in and out of other activities.
For every hour of travel, a tourist needs at least 4 hours of activity, and we are
helping bridge the gap between activities and interests to encourage staying in
local accommodations. we know that by including ihis in one of the hottesi
weekends in Upper county, ra,re are opening the door for families that would noi
have stayed multiple nights and giving them a reason to stay dor,rurtovrn during the
entire day- after the parade and before the fireraorks show.
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List of lntended Use of Funds *
Digital Marketing
Operational Material
Supplies
2l Prolections 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. Away from iheir place of residence or business and staying overnight in paid accommodations;
2' f o a place fifty miles or more ariray from their place of residence or business for the day or staying overnight;3. or from another country or state outside oftheir place of residence or business.
You must provide the evidence utilized in determining your projections.
Response 2.1
Projection *
Response 2.1*EVlOence
1. Away fromtheir dace of resldence or business and staying ovanight in paid acconrrodations;
Our projections are based on a similar event called ,,4th of July lndependance
celebration", wtrich is hosted by the silver Valley ldaho chamber of commerce.
The population in silver valley is about 13,000 within 60 miles, but with a location
that is 30 minutes from coeur D'Alene, t hour from Spokane, t hour from st Regis
Montana- they are a centralized tourist location similar to Cle Elum.
we intervieured this chamber and anticipate ai least the same turnout just for this
event, at least 1,000 attendees that will make the choice to visit for this unique
event alone. This is epected to be even larger with the natural traffic of other
activities happening in tovrin, and meant to serve as a ,'buffer" to keep guests
downtovrn after the parade. silver Valley reported that they usually have betvr,een
3oo/o-50ok from over 50 miles avray depending on wtrat day of the week the 4th
lands on, so v!1e conservatively projeci that 30% of attendees will stay in overnight
paid accommodations in Kittiias County. (300 divided by 2.S average guests in
each room = 120 nights booked)
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Being our first event of such a request urre have no real evidence bui raae wll have
the opportunity through to survey the attendees and get that information for the
future as we do with our other events.
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Response 2.2..*Prolectron
Response 2.2:*EVtdence
Response 2.3:..*Hrolectron
Response 2.3:*Evt0ence
2.To a flace fifty niles or nore away fromtheir place of residerce or business for the day or staying overnight;
Again, our projections are based on a similar event in Siiver Valley, lD. Our case
study showed that around 30o/o-50% of the guests vrere from 50+ miles outside of
the area. The Silver Valley Chamber used digital marketing and repcrted that
guests from out of the area said that they had found out about the event after
searching online.
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Being our flrst event of such a requesi \E have no real evidence bui \re will have
the oooortunity through to survey the attendees and get that information for the
future as vrre do with our other events.
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3. cr'fior-riaiioiirer- country or sbie oijiside of ilreir flace oi i-esidence oi business.
Using the Silver Valley event, they did have about 30% of their audience visit from
outside of the state. Keeping in mind that they are closer to the state borders than
lre are in Central Washington, we are using a 3% out of state projection based on
past Chamber events until !\,e can get hard data after our first year. Although the
4th of July is one of the biggest dates fbr out of siaie travel, \ rs will not know untii
efter the attendanea tn qce rlhat tn antieinate in the ftrtr rre
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Being our first event of such a request we have no real evidence but rrve will have
the opportunity through to survey the attendees and get that information for the
future as we do with our other events.
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Application Questions: P arl. 2
3lMeasuring Results
What tools will you use to measure your event's impact on tourism? Please be specific and provide examples. lnclude the
followin g information :
A. ls your 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 leasi 50 miles army?
C. What strategies will you use to assist in marketing all of Kittitas County as a tourist destination with your
event/project funding request?
Response 3:
Measuring Results*
Response 3 A:
Measuring Results*
Response 3 B:
Measuring Results*
\i\hal tools w ill you use to neasure ycirr event's iffpacl on tourisn? Flease be specific and provide exanples.
We will use the information from our online registration platform. This information
will provide specifics to the registered attendees. Additionally, rrue will track the
promotion side through digital marketing insights and and Google Analytics.
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A ls your projectlevent year-round or is it seasonal or dat+sp€cific?
C Year Round C Seasonal G Date Specific
Your selection here should be supported by the dates you provided above, in the Roject o Bient lnfornation section.
B. \ hat sirategies will you en$oy to assure you are attraciing loudsts frdnat Imst 50 n'iles away?
We will target our digital marketing efforts to locations over 50 miles ar,ray,
specifically targeting the Western side of the state.
Through our online marketing outlet we will iarget geographical areas such as
Wenatchee, Yakima, Tri-Cities, Puyaiiup, Tacoma, Auburn, Keni, Snoquaimie, anci
South Bend. ln addition, we will promote the event via radio on K)LE 10 days prior
to the event.
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Response 3 C:
Measuring Results*
Application Questions: Part 3
C. Wlat strategies will you use to assist in n'arketing ail of ffititas Qlunty as a tourist destination with your
evenVproject f unding request?
we will wrrk with the current 4th of July happenings in the area to cross promoie
things to do downtown. To assist in the marketing efforts of Kittitas county and cle
Elum, we will link all our marketing io the ceniral washingion color and Discover
cle Elum websites. All print, radio, and digital adveriising will include the Discover
Cle Elum tourism logo and name.
Our strategies will be to use Markeiing such as the following channels
Website Marketing
Radio Advertising
Search Engine Optimization
Pay-Per-Click Advertisin g
Content Marketing
Email Marketing
Social Media Marketing
Mobile Marketing
Video Marketing
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4lCollaboration
lf your organization collaborates or has created partnerships with other organizations, groups, or other
events, how is this accomplished?
Collaboration *we will partner wth the cle Elum Dowrtown Associaiion and raork hand in hand to
compliment the current efforts that make the 4ih of July weekend what it is.
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5lFuture Plans
Please explain what plans exist to allow this proiect to become self-sustaining. lnclude any plans for ticket
sales, event sponsors, and other cost-recovery models.
Future Plans*we plan to analyze ihe event details and aitendance after the first year to project a
3 year projection for this event with a focus on making the event self susiaining by
continuing to partner with the cle EIum Downtorarn Association and generating
sponsorship agreements. After interviewing the Selah chamber of commerce as
u,ell, they eryressed thai creaiing a "fair" environment rrras rarorth the effort and raas
one of the key financial drivers for their lndependence Day celebration. we plan to
iniroduce more mechanical rides after the first 3 years to mimic this case study.
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Application Questions: Part 4
6l Additional Information
Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your
project and its benefit to tourism.
Additional lnformaiion 2500characterlinit
Supporting Documents You nay upload atty supporting docunents such as graphs, inages, diagranE, nErketing n€terials, etc.
52063546-30162s24721s037_7312384a48839049216_o-1.jpg 309.06K8
lndependence Day Celebration Basic Map.pdf 137.06K8
You are alloryed to subnit up to 3 single page (LB Lefter) docunents in JPq Fffi or TIFF fornst
\,:..,
Awarded Lodging Tax
Grants*
TlFrevious Lodging Tax Grant lnformation
l-bs ),oiri eveiii ieceived Lodging Tax funds in ij*eiicils ),"ea's?
C No, this event/project has not previously received Lodging Tax Funding.
C Yes, 1 year previous
C Yes, 2years previous
C Yes, 3 or more years previous
How many participants and spectators attended last year's activiiy andior wiii attend
this year?
Prior Year*Projected *
1,000
How manv davs did/will vorrr event occrJr?"-" 't - -'t
0
Prior Year*Projected *
10
How many paid overnight stays were andior will be booked as a result of your
project/event?
Prior Year*Projected *
120
This is an inaugural event. We are basing our projections from a like event in Silver
Valley, lD. We anticipate getiing more detailed information from the attendees and
the surveys that will be provided after the event.
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kr additjon to field above, yor nay upload the evidence to support the prior years' roorrinight infonration.
You nay upload up to three single pages (LF Lette$, of infornation. lf you a sing{e m;lti-pge docunent, drly the f irst
three pages will be considered. The fdlowing fornats, will be accepted: JE, FDF or TIFF
0
Paid Overnights' Data Support
Eplain howthe room nights data above from the prior year raas collected and howthe projection for the next year is
derived. (For example, if there inas a survey conducted for the prior year, explain the methodology. For the projections,
what are they based upon and how is that basis justified?)
Prior Year Paid
Overnight'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? lf not, wtry not? lf yes, please
list the funding you have for the project, including any volunieer and in-kind sources in Question 9l Project Budget
Overview.
Funding sources and amounts vrftich have not yet been secured Wll be listed separately, in the field(s) directly below
Finally, what changes \ iould occur if the project couldn't be funded?
Does your organization have, or have you apdied for funding frwnother sources?
6Yes fNo
Other Funding*
Funding for which you have applied but not yet secured
Funding Source
Suncadia Community Enhancement Fund
Shoemakers Foundation
City Lodging Tax
Funding Shortfalls*
Matching Funds
Percentage
Verification of ln-kind
Contributions
Amount
$ 7,s00.00
$ 1,500.00
$ 7,500.00
Wtrat changes would occur if the project couldn't be funded?
lfthis event could not be funded for the first year, v1€ do have the option to cancel
the event, but urc are determined to get as much funding leverage from the
beginning through sponsorships.
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51.86
/o
lhis fidd wiil autofillwith the correcl percentage based on your inpr.rt to budget section below
For any clained in-kjnd contrih-rlions valued at $500 or nore and related to nErketinfladvertisirrg, you nust subnit
verifying docunentation which assures the coniribution will be provided.
9l Project Budget Overview
Please complete budget for this project/proposal. lf your agency operates independently of this project application ii may
not be necessary to submit the entire agency budget. You must submit a budget which specifically pertains to theproject/event for which you are requesting funding and adheres to the basic budget format shown below
The budget must include anticipated revenues, ependitures, and any poteniial profit or loss. For projects/events w6ich
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 projectlproposal if applicable.
For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must
submit verifying documentation which assures the contribution will be provided. For instance, if you are
claiming in-kind contributions in the form of advertising match, a binding contraci itemizng the matching value and
obligating each party must be provided.
ATTENTION: ln an effort to allow an adequate level of flexibiliiy for all applicants, not all fields in the budget portion are
required to be filled before ihis form is submitled. Providing all applicable data is your responsibility, failure to do
so will potentially jeopardize your application's chance for review.
LTAC Grant
Funding
Past Actual 3
$ 0.00
All Other Revenues
Account Name Past Actual 3
Raffle $ O.OO
Kids Booth Charge $ 0.00
Past Actual 2
$ o.oo
Past Actual 2
$ o.oo
$ 0.00
Past Actual 1
$ 0.00
Past Actual 1
$ o.oo
$ o.oo
Projected
$ 45,800.00
Projected
$ 1000.00
$ 700.00
Revenues From Consolidated Lodging Tax Grant
Budget Year
2018 2019 2020Edit if necessary 2017
I n- Ki nd Contri but ions { except vol unteerisrn)
Account Name
Food Truck Charge
Floar Varrl Tinlza+a
Itvlerchandise
Past Actual 3
$ o.oo
qnnn
qnnn
Past Actual 2
$ o.oo
qnnn
qnnn
Past Actual 2
$ o.oo
$ 0.00
Past Actual 2
$ o.oo
Past Aciual 1
$ 0.00
qnnn
qnoo
Past Actual 1
$ 0.00
$ o.oo
Past Actual 1
$ o.oo
Projected
$ 1750.00
-q 1Arlnn nn
$ 4000.00
Projected
$ 1000.00
$ soo.oo
Projected
$ 69573.56
Contributions of Volunteer Time
Nrrmhar a{ lJarrrc
Calculated Value of $ 23.56
Deaiaa+arl \/nlr rnianr
Tirne
Revenue Totals
Past Actual 3
$ 0.00
Expenses
Pasi Aciual 3 Pasi Actual 2 Past Actual 1 Frojected
Account Name
Brerler Product
Raffle Prize
Account Name
lnsurance and
Licenses
Fencing
Sound
Entertainment
Kids Activities
Marketing and
Promotions
Bretarer Product
Operational Costs
Tenting
Restrooms
Merchandise
E!-^,.^-t-^ oL^,.,I il 9VVU| ND Or |UVV
Credit Card Fees
Past Actual 3
$ o.oo
$ 0.00
Past Actual 3
$ o.oo
Past Actual 3
$ o.oo
Past Actual 2
$ o.oo
Past Actual 1
$ o.oo
$ o.oo
$ o.oo
$ 0.00
$ o.oo
$ 0.00
Gnnn
$ 0.00
Past Actual 1
$ o.oo
Projected
$ 1000.00
$ 1000.00
$ 500.00
$ 6000.00
$ 7000.00
$ 7500.00
$ 5000.00
$ 3000.00
$ 2000.00
$ 2500.00
$ 2500.00
e Trnn nn
$ 300.00
Projected
$ 45800.00
$ o.oo
$ o.oo
$ 0.oo
$ o.oo
$ o.oo
$ o.oo
$ 0.00
$ o.oo
$ o.oo
$ 0.00
$ o.oo
$ o.oo
$ o.oo
$ 0.00
$ o.oo
$ o.oo
$ 0.00
$ o.oo
$ o.oo
$ o.oo
dnnn
$ o.oo
$ o.oo
$ o.oo
O U.UU
$ 0.00
$ 0.00
Q nnn
$ o.oo
Past Actual 2
$ o.ooExpense Totals
Profit & Loss
Past Actual 3
$ o.oo
Past Actual 2
$ 0.00
PastActual 1
$ o.oo
Projected
$ 23773.56
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, unlaMully discriminate against any employee, applicant for employment, client, customer, or other
person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military status, serual
orientation, creed, place of birth, or disability; 2. That it will abide by all relevant local, state and federal laue and
regulations and; 3. That it has read the information contained in the lnstructions on pages 1 and 2 and understands and
will comply with all provisions thereof.
Certified by:
W
Name*
Applicant's Title*
Madison Ford
Director of Tourism and Events
. #eqiflin s R?i';fi ",i !$r,i';: Iffi ii?P,O. Box ?50A,
Cincinnati 0H
Room 40 1 0
45201
In repty refer tor 4A7TSEOZ79Har. 29, 20LZ LTR 1I6BC 09l-0"10430 000000 00
00039115
BODC: TE
KITTITAS COUNTY
689 N I''AIN ST
ELLENSBURG WA
CHAHBER OF COMHERCE
94926-3109
42L928
Employer Identification Number;
Person to Contact ITo11 Free Tel.ephone Number:
Dear Taxpayer:
This is in response to your Feb. ZA,negarding your tax-exempt status,2012' request for information
9L-0"I0430
Sophia Brown
l-877-8?9-5500
0ur records indicate that you were recognized assection 501(c)(6) of the Internal Revenue Code inlettar issued in July 1942.
exempt undera determination
Because you are not an organization described
Codg., d'onors may not deduct contributions nadeadvisd y;sgp contributors to that effect,
Please refer to our website www.irs.gov/ea for information regardingf iling requ j.reinents. Specif icallyr section 6033( j ) of the Codeprovides that failure to file an annual information return for threeconsecutive years results in revocation of tax*exempt status as of
tl: fiLing dlre date of the third return for organizations required tofjlp. We wilL publish a list of organizations whose tax-exemptstatus h,as revoked under section 603S(j) of the Code on our websitebeginning in early Z0tl
If you have any questions, please caLl usshown in the heading of this letten.at the telephone number
Sincenel-y Vouls r
in section 170 (c) 'of theto you, You should
k'kTJi^*-
0
Cindy Thomas
Hanagerl E0 Determinations
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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 Advertisins of all types ( including but not limited to
newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party
websites, streaming displays, etc.) must include the County's and appropriate City's tourism
website logo. The logo must be sized no smaller than% inch in height, and must be surrounded
by appropriate white space to allow easy recognition and legibility. Contractors shall not change
the logo(s) in color or appearance.
C. Video Advertisins 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:
L Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed al l0O% 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 atIO0% 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 atl0O% 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(al above, advertising may be reimbursed at the rate of 70% of
the total cost, including any production costs.
C. Online Advertisins
L. Online advertising and promotion may be reimbursed at 100% of the cost, including any
production cost.
2. Streamed media (radio, television, other) requests for reimbursement must include a
statement from the media provider 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. Dire ct 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
required documentation.
E. Flvers/Posters:
L. 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 Advertisins:
7. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at I,OO% 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 atLoo% 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 lOO% 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
at IO0o/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