HomeMy WebLinkAboutAmended LT-2020-021LT-2020-O21-CLE ELUM ROUNDUP- Amended EP
2O2O LODGING TAX SERVICES AGREEMENT
BETWEEN KIfiITAS COUNTY AND CLE ELUM ROUNDUP ASSOCIATION
This Contract, effective January L,2O2O is made and entered into by and between KITTITAS
couNTY ("county"), a subdivision of the state of washington, and cLE ELUM RoUND up
ASSOCIATION ("Contractor"), for the 2020 Cle Elum Roundup (,,Event,,).
WHEREAS, the purpose of this Agreement is to provide for activities and expenditures
designed to increase tourism,
NOW THEREFORE, in consideration of the terms and conditions contained herein, or
attached and incorporated and made a part hereof, the County and the Contractor mutually agree
as follows:
Section 1. Scope of Work.
a. Contractor shall provide the services and staff described in its Application for Lodging Tax
Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit "A"
which is attached hereto and incorporated herein by this reference.
b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the
following as required to perform the services, described in Paragraph (a) above, in
accordance with this Agreement: Personnel, labor and supervision; technical, professional
and other services. All such services, property and other items furnished or required to be
furnished, together with all other obligations performed, or required to be performed, by
Contractor under this Agreement are collectively referred to herein as "Services."
c. Contractor shall commence, perform and complete such Services in accordance with Exhibit
"B" which is attached hereto and incorporated herein by this reference.
Section 2. Payment.
a. As full compensation for satisfactory performance of the Contractor's Services, the County
agrees to pay Contractor the sum of 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
(SA,OOO; (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 15,2O2t 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
tntn County Lodging Tox Funding Agreement Page 7
LT-202O-O21-CLE ELUM ROUNDUP- Amended EP
a uditorsaccounting@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
I n-person ma rketing/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 Audito/s office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
fol lowi ng add ress: http ://www.co. kittitas.wa. us/a ud ito r/defa u lt.aspx
Section 3. Performance bv Contractor
Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County. Any such delegation or subcontracting without the County's prior written
consent shall be voidable at the County's option.
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
_2020 County Lodging Tax Funding Agreement Page 2
LT-202O-O21-CLE ELUM ROUNDUP- Amended EP
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
sex, marital status, or the presence of a physical, sensory, or mental handicap.
e The Services shall at all times be subject to inspection by and approval of the County, but
the County's making (or failure or delay in making) such inspection or approval shall not
relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's knowledge of defective or non-complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County with sufficient, safe, and proper facilities and equipment for such inspection and
free access to such facilities.
f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or its designee, or such Federal or State auditor with such information
related to the Services as may be requested by the applicable governmental entity.
Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County makes final payment of compensation due hereunder,
Contractor shall provide the County access to (and the County shall have the right to
examine, audit and copy, with or without notice) all of Contractor's books, documents,
papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release, lndemnitv. and Hold Harmless.
The County assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County, its officers and employees,
agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities,
damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or
may arise or be alleged to arise out of or by reason of this Agreement including:
Any fault, negligence, strict liability or product liability of Contractor in connection with the
Services for this Agreement;
Any lien asserted upon any property of the County in connection with the Services for this
Agreement;
Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance,
rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
any governmental authority; or
a
a
a
a Any breach of or default under this Agreement by Contractor.
Section 5. Compliance with Public Records Law.
_202O County Lodging Tax Funding Agreement Page 3
L1-202O-021-CLE ELUM ROUNDUP- Amended EP
ln compliance with Washington's public records law, the County will retain copies of any
documents associated with this Agreement, which may be required by law unless legally
exempt from such retention, for any applicable legally required retention period.
b. ln the event a public records request is made to the County for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws, the County shall provide notice to
Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow
Contractor to seek a court injunction.
c. The County specifically shall not be liable to Contractor for the County's release under public
records laws of any documents not protected by trademark, copyright or other law.
Section 6. lndustrial lnsurance Waiver.
With respect to performance of this Agreement and as to any claims against the County, its Additional
lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51
of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contracto/s employees
and agrees that the obligations to indemnifiT, defend and hold harmless provided in this Agreement
extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is
mutually negotiated by the parties to this Agreement.
Section 7. 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.
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
c
_2020 County Lodging Tax Funding Agreement Page 4
LT-2O2O-O21-CLE ELUM ROUNDUP- Amended EP
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 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 allof which together willconstitute one and the same
instrument.
t. 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 Tdx Funding Agreement Page 5
LT-2O2O-O21-CLE ELUM ROUNDUP- Amended EP
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.
i. The following provision is entered into effective upon adoption by the parties pursuant to
section "9b" , as reflected by the signature of the authorized representative(s) of each party.
The performance of this Agreement is subject to termination without liability by either party
upon the occurrence, or upon the prediction by the National Oceanic and Atmospheric
Administration, any other agency of the United States Government, or any agency of the
Government of the State of Washington of the occurrence of any circumstance beyond the
control of either party-including, without limitation, acts of God, war, acts of terrorism
within a fifty (50) mile radius of Kittitas County, government regulations, disaster,
pandemic/epidemic illness, strikes or threat of strikes (except that neither party may
terminate this Agreement for situations involving that party's own employees), civil
disorder, or curtailment of transportation facilities-to the extent that such circumstance
makes it illegal , impossible or economically impracticable for the parties to complete the
duties and mutual obligations agreed upon and imposed upon them herein. The ability to
terminate this Agreement without liability pursuant to this paragraph is conditioned upon
delivery of written notice from one party to the other within 10 days of such occurrence or
upon delivery of written notice from one party to the other within 24 hours of the receipt of
notice of the prediction of any of the above occurrences. To the extent feasible within the
constraints imposed by any event of the type described above, the parties agree that if the
triggering event is of apparently or likely transitory effect, the parties may negotiate such
amendments to the agreement that are mutually satisfactory and not otherwise contrary to
law, including but not limited to a change in the dates for completion of any portion or the
entirety of this agreement.
KITTITAS COUNTY
BOARD OF COUNTY
mlssroner
MMISSIONERS CONTRACTOR
her Thtuuw-
4lzt U7/D [pri Nam
[Address]
5DQ- b7L{-. S3l,l
[Telephone]
_2020 County Lodging Tax Funding Agreement Page 6
LI-2O20-021-CLE ELUM ROUNDUP- Amended EP\\\tllll I I l'l
S
Clerk of the Board
M
Deputy Prosecuting Attorney
County Lodging Tax Funding Agreement Page 7
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop - 2019*
Submittal lnstructions
& General
lnformation *
Dd you attend the &ant Ap$ication V\,brkshry - 2019 h6led by the l(titas County Cranter of Connerce?
G Yes
CNo
G Yes,
I have read and understand S..rbnittal hstructions and General lnfonration for the 2019 Lodging Tax C}ant Funding
Ftocess
You are strongly encouraged to compose your responses to the questions of this form with a desktop text
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Organization I nformation
Name of Organization * Cle Elum Roundup Association
Organ ization Address * $reet Address
541 Seaton Rd
Address Line 2
PO Box 671
oty
Cle Elum
tustal/Zip &de
98522
Website
Federal Tax lD #*
UBI #*
Organization is a: *
wrvwcleelumrou ndup. com
46-5485332
603-372-726
Srtate I Flovince / kgior
WA
Country
USA
C Government Entity
C 501(c)3
G 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 CEp4 Sec of State 501c4.pdf
Organization Status *
Acceptade fite fornats include: J6, FFor TIFF.
Contact lnformation
First Mme*Beverly
368.72K8
Response 1:
ProjecVEvent
Description *
The Cle Elum Roundup Association presents a Professional Rodeo Couboy
Association (PRCA) rodeo for 2 nights the last weekend in July annually. Extra
events include mutton busting, kids boot race, kid's corral, Royalty meet & greet,
and Grand Entry. A local band provides nrusic and dancing in the dirt after the
rodeo each night next to the beer garden. A'Jumbo-tron" sits above the end of the
arena to show the current events and advertising for the sponsors. Food vendors
and vendors selling their raares round oui wlrat's available for the spectators. We
target people who like anything "western", rodeos and those who want to learn
about rodeo and to see "vrihat it is all about". We target audiences from over fifty
miles away in all directions through social media, print advertising, radio
advertising, posters and our Royalty as ambassadors wtro travel throughout the
northuest including Washington, Oregon and ldaho. Specific target areas include
Seattle-Tacoma, North Bend, lssaquah, Lacy, Tumuater, Vancouver, Wenaichee,
Yakima, Central Washington, Moses Lake, Tri Cities, Evereti and Puyallup.
2500 character linit
List of lntended Use of Funds*
Radio marketing/advertising
On-line marketing/advertising
Direct mail marketin g/advertisin g
Video marketing/advertising
Print marketing/advertising
Social Media marketing/advertising
ln-person marketin g/advertising by Royalty
2l Projections of lncreased Tourism
Please provide the folloWng 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 paid accommodations;
2. To a place fifty miles or more a\ €y from their place of residence or business for the day or staying overnight;
3. or from another country or state outside of their place of residence or business.
You must provide the evidence utilized in determining your projections,
Response 2.'1
Projection *1. Away fromtheir $ace of residence or business and staying overnight in paid acconrrDdatiots;
By targeting our marketing efforts in all media sources to people Wro live greater
than 50 miles arrray rare will be able to increase our attendance and overnight
accommodations. We will attract these spectators and contestants by: The WSHP
has been our venue for the last six years and \ /e have repeat visitors because of
the unique setting of our rodeo. Daniel Beard Rodeo/ Summit Pro Rodeo have
followers wiro travel to the Roundup to raatch the stock. Randee Munns has
follouiers near and far who travel to uatch his act. Molly Morrow, our official PRCA
photographer, has notorietywith followers across the country. Our announcer,
Cody Hodge, keeps the crorad engaged, enteriained and educates the spectators.
The "jumbo-tron" (a.k.a. the BIG SCREEN) has been a huge hit for the last 2 years,
not only for the spectators but all of our sponsors get their business names
mentioned there. The rodeo itself is PRCA sanctioned and that in and of itself,
draurs its owr crowd. Wiih the rodeo and the band playing aftervrards, our event
lasts over 4 hours, which encourages people to stay overnight.
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Response 3:
Measuring Results*
Response 3 A:
Measuring Results*
Response 3 B:
Measuring Results*
Response 3 C:
Measuring Results *
Application Questions: Part 3
\ f,rat tods w ill you use to neasure ytxrr evilt's iffpact or tourisn? Flease be specif ic and provide exan$es.
We will continue to gather 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 Hotels (county-wide) for overnight stay information. We
vtill contact restaurants for change in business during our event. We plan to
increased volunteers to collect the above informatlon.
2500 character linit
A. b ycur prQecUeve,rt year'round or is it seasonal ot date-specific?
C Year Round C Seasonal {l, Date Specific
Yrur selection here shorld be supported by the dates you provided above, in the Flojecl or E/ent lnforn€tim sectim.
B. \.{,hat strategies willyou engoy to assure you are attracting tourists fromat least 50 niles away?
The strategies r,r,re employ to assure \ re attract tourists from at least 50 miles auey
include social media, radio advertising, print advertising, Royalty visits to rodeos
across WA, OR, & lD, nationally recognized stock contractors, facility,
photographers, clou,n act and that \ € are a PRCA sanctioned rodeo.
2500 character linft
C \ rrat strategies will you use to assist in narketing all ol lfttitas &unty as a tourist destinatjon with ycx.rr
evenVproject f unding request?
The strategies we use to assist in marketing all of Kittitas County as a tourisi
destination is using the designated logos for Live Life ln Color, City of Cle Elum,
and Kitiitas County Chamber of Commerce, as r,rell as, the "#HoWWeDoCleElum"
tag on advertising material and on our vrebsite. Our website 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 Trailer Sales,
provides increased promotion of Kittitas County as a whole. Our announcer
recognizes sponsors throughout the Roundup and sponsor flags are florrvn during
grand entry and half time and the big screen continually highlights our sponsors
throughout the tia,o rodeos to generate recognition and advertising of local
businesses in Kittitas County.
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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 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 rnre have gror,rrr to more than 45 sponsors wtro promote
the Roundup through social media, hanging our posters at their locations, and
through our uaebsite with logos and links to businesses throughout Kittitas County.
Each year r,rc also panner with events such as Bares & Bronc in Ellensburg, Roslyn
Riders Playday, Spirii Therapeutic Riding Center in Ellensburg, Rotary Golf
Tournament, Youth Services Menior Program, & Eagles Scholarship Golf
Tournament. Our announcer promotes all these partnerships as raell as the
Ellensburg Rodeo throughout our performances.
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5lFuture Plans
Please explain what plans exist to allow this project to become self-sustaining. lnclude any plans for ticket
Prior Year*
1,776
Projected *
2,000
How many days did/willyour event occur?
Prior Year*
2
Projected *
2
How many paid overnight stays were and/or will be booked as a result of your
project/event?
Eplain how the room nights data above from the prior year was collected and how the projection for the next year is
derived. (For example, if there was a survey conducted for the prior year, explain the methodology. For the projections,
what are they based upon and how is that basis justifled?)
Prior Year*
453
Paid Overnights' Data Support
Prior Year Paid
Overnight's Stay
Response*
Prior Year Paid
Overnight Stay Data
Projected *
475
We rnere able to confirm overnight RV at the WSHP through Horse Park records.
Using the STR Report and information received from Amy McGuffin, CEO of the
Kittitas Chamber of Commerce, ralre understand that there are 1,111 rooms in the
County. 84% of the rooms \ ere booked in the county for Friday, July 26,201 9 and
91 % were booked for Saturday, July 271h. As advised by McGufiin 70o/o ot the
rooms booked could be considered out of county. lt u,ould be reasonable to
assume that the Roundup accounted for 1i3 ofthe occupancy based on 3 larger
events (including the Roundup) happening in Kittitas County that vreekend.
Calculations:
Friday:
1,1 11 total rooms @ 84% occupancy = 933.24 rooms occupied
933.24 room occupied / 3 (events) = 311.08 rooms occupied
311.08 roomsoccupied @7OYo outof countyoccupancy =217.76 outof county
room occupancy for Roundup
Saturday:
1 ,1 1 1 total rooms @ 91 % occupancy = 1 ,011 rooms occupied
1,011 rooms occupied / 3 (events) = 337 rooms occupied
337 rooms occupied @70% out of county occupancy = 235.90 oui of county room
occupancy
Total Cle Elum Roundup out of county occupancy = 453
We have projected a 5% increase lor 2020 based on our increased attendance
projections.
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h addition to field above, yor nay u$oad lhe evidence to supporl the prior years' roon/night infornation.
Ycxr nay upioad up to three single pages (LS Letter), of informtion. lf you a singile m.rlti-page docun€nl, only the firsi
lhree pges willbe considered. lhe fdlowing foffrals, willbeaccepted: Jffi, FSor llFF
Application Questions: Part 5
SlFunding
Does your organization have, or have you applied for, grant funding from other sources? lf not, lviry not? lf yes, please
list the funding you have for the project, including any volunteer and in-kind sources in Question 9l project Budget
0verview.
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
Expense Totals
Past Actual 3
$ 30000.00
$ 11141.00
$ o.oo
Past Actual 3
$ o.oo
$ 2250.00
Past Actual 3
$ 43391.00
Past Actual 2
$ 43300.00
$ 17772.00
$ o.oo
Past Actual 2
$ 0.00
$ 4000.00
Past Actual 2
$ 65072.00
Past Actual 2
$ 65765.00
Past Actual 1
$ 42000.00
$ 43255.00
$ 11161.00
Past Actual 1
$ 4000.00
$ 5000.00
Projected
$ 50000.00
$ 45000.00
$ 11000.00
Projected
$ 4000.00
$ 5000.00
Contributions of Volunteer Time
Past Actual 3 Past Actual 2
Number of Hours 1,275 3,543
Evidence of Volunteer Flease u$oad a single file which offers evidence in support of the projected volunteer hours.
Contributions* 2020VolunteerHourprojection.pdf
Calculated Value of
Projected Volunteer
Time
$ 139,404.52
Past Actual 1
3,700
Past Actual 1
$ 112910.00
Projected
5,917
Projected
$ 265724.52
402.38K8
Past Actual 3
$ 2500.00
$ 0.00
$ 38000.00
$ 5067.00
$ o.oo
$ 0.00
$ 0.00
$ o.oo
$ o.oo
Past Actual 2
$ 4637.00
$ o.oo
$ 51897.00
$ 9231.00
$ o.oo
$ 0.00
$ 0.00
$ o.oo
$ o.oo
Past Actual 1
$ 18646.55
$ 1000.00
$ 18722.44
$ 14032.00
$ 7486.00
$ 37220.00
$ 9644.00
$ 1084.00
$ 3980.00
Past Actual I
$ '1 1 1814.9S
Projected
$ 20000.00
$ 1000.00
$ 20000.00
$ 15000.00
$ 7200.00
$ 37500.00
$ 7000.00
$ 1500.00
$ 4000.00
Projected
$ '113200.00
Past Actual 3
$ 45567.00
Profit & Loss
Past Actual 3 Past Actual 2 Past Actual 1 Projected
#-,\(:#Secretory of Stote
ffi UV,,r.-
Choriiies Progrom
PO Box 40234
Olympio, WA 98504
Te1360.725.0328
sos.wo.gov,/chorilies
chorities@sos.wo.gov
April 5, 2016
CLE ELUM ROUNDUP ASSOCIATION
PO BOX 67I
CLE ELUM, WA98922
Registrotion Number: 38262
DeqT CLE ELUM ROUNDUP ASSOCIATION,
The informolion submitted on beholf of CLE ELUM ROUNDUP ASSOCIATION cloiming
exemption from regislrolion requirements under the Choriioble Solicitotions Acl, RCW 19.09,
hos been received ond filed.
Any chonges to the orgonizolion's regislrolion informoiion {e.9. nome. oddress, telshone
number. elc.) must be reported lo ihe Chorities Progrom in wriling within 30 doys. The
orgonizotion con report such chonges by submitling o Choritable Orgonizolion or
Combined Fund Drive Amendment form or on Optionol Regislrotion "Updole." These forms
ore ovoiloble ol vwwv.sos.ws.oov/chorities/AllForms.aspx
As on orgonizcrlion lhot is exempl from regisirotion. CLE ELUM ROUNDUP ASSOCIATION is nol
required to renew onnuolly or provide our office with copies of its finonciol informoiion {e.g.
IRS federol returns). However, if lhe orgonizotion engoges in one or more of the following
oclivities, ils exemplion from registrotion is invclid ond onnuol registrotion with the Chorities
Progrom will be required:
. Roising $50,000 or more in ony occounling yeor {in WA ond other sloles}; or. Poying officers, employees or other persons; or. Controcting with o poid commerciol fundroiser or fundroising enlity
lf lhe orgonizotion's exemption becomes involid, pleose conloct lhe Chorities Progrom for
lhe oppropriote form ond instructions.
Our office provides educqtionol resources ond troining opportunilies for nonprofit ond
choritoble orgonizotions ihroughou'l Woshingion Stote. Visit
hitp://www.sos.wo.oov/chorifies/TroiningSignup.ospx lo view these resources ond leorn
more.
Pleose contacl our office of chorities@sos.wo.qov or i350) 725-0378 if you hove ony
questions.
Sincerely,
@)r,,,%X)yo,,
Pomm Morgon
Chorities Progrom
Office of the Secrelory of Stole
Choriiy Exempl Confirmolion Letler {Vol}Revised 1A/2014
Positions Hours
President
VP
Secretary
Treasurer
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
Transportation service
Security Director
Volunteer Director
General Event Volunteer
400
300
400
400
300
400
70
84
250
75
50
50
30
20
s6
450
800
800
20
30
150
87
440
20
75
100
50
TotalVolunteer Hours
Projected 2020 59t7
Exhibit "B"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. Branding
Contractors who have been approved to utilize grant awards for advertising expenditures must
incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism
information as follows:
A. Websites and Social Media Sites must include the County's and appropriate City's tourism
website logo with an operational link to the site(s). The logo must be displayed on the
contractor's home page, it must be sized no smaller than% inch in height, and must be
surrounded by appropriate white space to allow easy recognition and legibility. Contractors
shall not change the logo(s) in color or appearance.
B. Print Advertisine and Online Displav Advertisins of all types ( including but not limited to
newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party
websites, streaming displays, etc.) must include the County's and appropriate City's tourism
website logo. The logo must be sized no smaller than% inch in height, and must be surrounded
by appropriate white space to allow easy recognition and legibility. Contractors shall not change
the logo(s) in color or appearance.
C. Video Advertising of all types (including but not limited to television, online, electronic kiosks,
motion billboards, etc.) must include the County's and appropriate City's tourism website logo.
The logo must be sized no smaller than% inch in height, and must be surrounded by appropriate
white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in
color or appearance.
All logos and website information may be obtained by contacting the Director of Tourism, Kittitas
County Chamber of Commerce.
Section 2. 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 at tOO% of the cost, including any production costs. To
operate exclusively outside of Kittitas County, the provider must not be physically located in
the County and/or not distribute any media within the County.
2. Print advertising placed with any media provider which operates inside Kittitas County may
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 10 days prior to
the event may be reimbursed at 1:OO% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 A, (21(a) above, advertising reimbursement requests must include a
statement from the media provider specifying the percentage distribution to areas
outside of Kittitas County. Reimbursements will be allowed for the amount distributed
outside of Kittitas County, including any production costs.
B. Television Advertisins:
1. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will
be reimbursed at tOO% 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 IOO% 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 Advertisins:
1. Online advertising and promotion may be reimbursed at IO0% 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:
1,. Direct mail advertising may be reimbursed at IOOo/o of the cost, including any production
cost, for each item mailed or shipped to a destination outside of Kittitas County. ln order to
receive reimbursement, a list of the addresses and a signed statement from the contractor
that the list is accurate, or other proof of delivery, must be provided along with other
required documentation.
E. Flvers/Posters
1. Flyers or posters which are placed outside of Kittitas County may be reimbursed at L00% of
the cost, including any production cost. ln orderto 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 tOO% of the cost,
includinganyproductioncosts. lnordertoreceivereimbursement,thebannercannotlista
specified date or location. Request can only be made one time.
3. Signage (site layout use only) which are placed inside of the venuefacility of the event may
be reimbursed at IOO% 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:
1,. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at tO0o/o of the cost, including any production cost.
2. Radio advertising placed with any media provider located inside of Kittitas County may be
reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed atIOO% of the cost, including any production cost.
b, For seasonal or year-round events, or for date-specific events outside of the time-
frameinSection 2F,2(al above,advertisingmaybereimbursedattherate of 30%ot
the total cost, including any production costs.
G. Operation Reimbursement:
1,. Operation costs may be reimbursed lOOo/o 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 LOO% 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