HomeMy WebLinkAboutAmended LT-2020-006LT-2020-006-KITTITAS COU NTY H ISTO RICAL SOCI ETY,
lNC.- Amended EP
2O2O LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND KITTITAS COUNTY HISTORICAL SOCIETY, INC.
This Contract, effective January L,2020 is made and entered into by and between KITTITAS
COUNTY ("County"), acting as agent for and on behalf of the City of Ellensburg, a Washington
municipal corporation ("City"), a subdivision of the State of Washington, and KITTITAS COUNTY
HlsroRlcAL soclETY, lNC. ("contractor") for the 2020 KCHS Annual Advertising ("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 pe 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. Pavment.
a. As full compensation for satisfactory performance of the Contractor's Services, the County
agrees to pay Contractor the sum of eight thousand five hundred dollars (58,500) (City of
Ellensburg 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 five
hundred dollars ($8,500) (City of Ellensburg lodging tax funding).
c. Services/Expenses that are reimbursed must be dated during the current year and final date
to submit reimbursements requests is January 'J.5,2O2! after this date funds lapse.
d. Requests for reimbursements must be submitted to:
Kittitas County Auditor
Attn: Auditor's Accounting
2020 County Lodging Tox Funding Agreement Pdge 7
LT-2020-006-KITTITAS COUNTY H ISTO RICAL SOCI ETY,
lNC.- Amended EP
205 West 5'h Ave - Suite 105
Ellensburg, WA 98926
a uditorsaccounting@co. kittitas.wa. us
e. Reporting requirements of your events will be required on prescribed forms from the County
Auditor.
f. Contractor is eligible to claim reimbursement for the following items and amounts onlyo Marketing Only:
o Online Advertising
o Website Updates
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 Genesis Management Fee.
h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation at the conclusion
of the event.
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 lowi ng add ress: http ://www.co. kittitas.wa. us/a ud itor/defa ult.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 and City. Any such delegation or subcontracting without the County's or City's
prior written consent shall be voidable at the County's or City's option.
b. Contractor shall at all times be an independent contractor and not an agent or representative
of the County or City 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 or City. ln no event
shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf
of the County or City. lt is understood that the Contractor and the Contractor's staff and
employees are not employees of the County or City and are not, therefore, entitled to any
benefits provided employees of the County or City.
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
2020 County Lodging Tax Funding Agreement Poge 2
LT-2020-OO6-KITT AS COU NTY H ISTORICAL SOCI ETY,
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Agreement by this reference. Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
sex, marital status, or the presence of a physical, sensory, mental disability or any other
protected status recognized under local, state or federal law.
e The Services shall at all times be subject to inspection by and approval of the County or City,
but the County's or City'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 or City's knowledge of defective or non-complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County or City 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 City, or their 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 or City makes final payment of compensation due
hereunder, Contractor shall provide the County or City access to (and the County or City 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 or City assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County and the City, their 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 or City 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
2020 County Lodging Tax Funding Agreement Page 3
LT-2020-006.KITTITAS COU NTY H ISTORICAL SOCI ETY,
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a Any breach of or default under this Agreement by Contractor
Section 5. Compliance with Public Records Law.
ln compliance with Washington's public records law, the County will retain copies of any
documents associated with this Agreement, which may be required by law unless legally
exempt from such retention, for any applicable legally required retention period.
b. ln the event a public records request is made to the County or City 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 or City shall provide notice
to Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow
Contractor to seek a court injunction.
The County or City specifically shall not be liable to Contractor for the County's or City's
release under public records laws of any documents not otherwise exempt from disclosure
by trademark, copyright or other law.
Section 5. Industrial lnsurance Waiver.
With respect to performance of this Agreement and as to any claims against the County or City, their
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 indemnify, defend and hold harmless provided in this
Agreement extend to any claim brought by or on behalf of any employee of the Contractor. This waiver
is mutually negotiated by the parties to this Agreement.
Section 7. lnsurance and Endorsements.
a. The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
b. Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from all claims, losses, harm, costs, liabilities, damages and expenses arising
out of personal injury (including death) or property damage that may result from performance
of the Services or this Agreement, whether such performance is by Contractor or any of its
employees, agents or representatives.
c. Should the County require such liability insurance, the 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.
c
2O2O County Lodging Tox Funding Agreement Page 4
LT-2O20.006-KITTITAS COU NTY H ISTORICAL SOCI ETY,
lNC.- Amended EP
e. Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County and City as Additional lnsureds 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 or self-insurance maintained by
the County or City. 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. The City is not a party to this Agreement but is an intended third-party beneficiary of this
Agreement and to the extent set forth herein certain of its provisions are for the benefit of
the City and are enforceable by City in its own name and capacity as a Washington municipal
corporation.
b. 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.
c.This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promiseq
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.
d. 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.
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.
e. 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.
2020 County Lodging Tax Funding Agreement Page 5
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f. 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.
g. 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.
h. 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.
The exclusive venue for any action brought to enforce this Agreement or any of its terms shall
be in Kittitas County, State of Washington.
The following provision is entered into effective upon adoption by the parties pursuant to
section "9c", 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 orthe entirety of this
agreement.
KITTITAS COUNTY
BOARD OF COUNTY COMMISSIONERS
2020 County Lodging Tax Funding Agreement
CONTRACTOR
Page 6
LT-2020-OO6-KITTITAS COUNTY H ISTORICAL SOCI ETY,
n EP S^Aie TL*o^, t ,t-
A llD'hD [Print Name]
(,',
lAddressl
[Telephone]
ch I
Sou.\,r*.
Vice
Commissioner
\\tll lll,l/r/
IS
.FO
iillllll\
ATTEST
rli the rdoa
APPROV
Deputy Prosecuting Attorney
2O20 County Lodging Tax Funding Agreement Page 7
EXHIBIT "A''
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop - 2019 *
Submittal lnstructions
& General
lnformation *
Dd you attend the Gant Applicaticxr \Abrlshop - 2019 hosted by the Kittitas &unty Oranter of Connerce?
G Yes
CNo
G Yes,
I have read and undersland Srbnittal hstructions and General lnfornstion for the 2019 Lodging Tax C}ant 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 selecting
the button at the bottom of this page. When you do this you will be logged out and must log back in to continue. ln order
to save a draft you will need to provide an email address and a passvwrd. After completing the save draft, you will be
redirected to landing page containing a link to log back into the form. We suggest you save this link as a bookmark. The
link will also be sent to you in an email.
Organization I nformation
Name of Organization * Kittltas County Historical Society, lnc.
Organization Address * sreet Address
1 14 East Third Avenue
Address Line 2
0tv
Ellensburg
tostal/Zip &de
98926
S:tate I Flovince / &gion
WA
Country
US
Website
Federal Tax lD #*
UBI #*
Organization is a: *
http://wuiv.kchm.org
91 -6037783
600-1 67-001
C Government Eniity
G 501(c)3
c 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 irs letter.pdf
Organization Status *
Acceptade file fornats include: JE, FtFor TIFF.
Contact lnformation
Last Name *Thayer
44.31K8
First Mme*Sadie
Phone Number* 509-925-3778
_ ..*Email - sadie.thayer@kchm.org
Project or Event lnformation
ProjecVEvent Mme* KCHS Annual Advertising
Event Dates
Please provide any specific dates, or range of dates, on wirich your event or project will be held. You may add as many
dates or date ranges as necessary.
Event Dates
Start Dates*
11112020
ProjecVEvent
Location *
Newor Ongoing
ProjecVEvent?*
Amount of Funding
Requested *
Funding Request Max
Tourism Seasons *
Application Questions: Part 1
End Dates
1213112020
Kiititas County
C Ongoing ProjecVEvent (More than four years in existence)
G New Project/Event (Four or fewer years in existence)
$ 15000.00
lf you selected "Orgc{ng Po.jecUFvenl' above this amunt ney not exceed 10% of the total expense budget of this
Froject.
19,580
Fromthe list bdo/v, what season will your prcject enhance lourisn? Select any which appy.
ll Year-round (January - December)
l-- Off Season (November - February)
ll Shoulder Season (October or March - May)
ll High Season (June - September)
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 project/event and identify the specific tourism 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:
ProjecVEvent
Description *
This project is designed to increase tourism, attendance, and historical a\ Ereness
by continuing to apply new and exciting promotions through social media marketing
and urebsite development regarding Kittitas County history. These funds will be
used wisely to continue a successful marketing and advertislng campaign that v\€s
unveiled in 2018 geared tovrard lourism and the primary mission of our Museum
ihrough its events and activiiies.
As a result of previous support through the Lodging Tax Grant, we have been able
to fulfill expectations, increase attendance, and continue community outreach
through adverlising and in-house activiiies. We introduced marketing in the
Seattle-Tacoma and Po(land, Oregon, areas in 2018, reaching newaudiences for
our events and aciivities. ln 2019, ue increased our demographics and frequency
in advertising, which sawa direct result reflected in our attendance and in our
guest log. ln 2020, \^,1e vvould like to eryand the frequency and reach of our
campaign to reach newaudiences in the Greater Puget Sound area, which r,r,rculd
bring day{rippers and overnight visitors into Kittitas County.
Some of the funds will be utilized to inform individuals about our e*libits, including
themes on uomen's history, historical anniversaries, geological events, and more.
Many of these et'ribits should directly draw indivlduals interested in historical topics
like Mt. St. Helens, the Suffrage Movement, and more. The eiribit schedule and
general programming connect to the new programming, as these are activities ihat
the Museum ah^€ys has happening. These events also tie to activities happening in
the area, other area museums, historic sites, events, which all add erperience and
eryloration of the community to a visit, and are rotated monthly.
Funds will also be used to advertise our walking tours, lecture series, and special
events, along wiih website updates for these events.
2500 character linit
List of lntended Use of Funds*
$1 0869.57 Online Advertising
$1,630.43 Genesis Management Fee
$2,500.00 Website Updates
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. Auay lrom their place of residence or business and staying overnight in paid accommodations;
2. To a place fifty miles or more a\tuay from their place of residence or business for the day or staying overnight;
3. or from another country or state outside oflheir place of residence or business.
You must provide the evidence utilized in determining your projections.
Response 2.1..*Proleclron
1. Away fromtheir $ace of residence or business and staying ovanight in paid acconmdations;
By advertising in the Seattle/Tacoma, Portland, Oregon, and Eastern Washington
areas, we will drawtravelers to and through Ellensburg and Kittitas County. We
know at present many of our guests are from outside of the Kittitas County area,
especially more than 50 miles a\Mly, as all major cities in the Pacific Coast region
are more than 50 miles auay.
ln a recent assessment ol our register book, rne found that between January 'l and
July 31 of 2019, 66% of our visitors who signed it were from areas more than 50
miles, totaling 556 visitors of an overall 841. Of these individuals, when inquired,
half had indicated they r,rrere staying overnight due to comments such as "heard
from the hotel" verbally or written. This is out of a current lolal of 4,248 people wlro
have visited the museum; with 3,230 attending for elhibit or general purpose.
Our Facebook page reflects primary visitation by individuals from 50+ miles,
including Portland, Oregon and ihe major Washington cities of Seattle, Tacoma,
Spokane, Portland, Kennewick, Vancouver, Everett, Moses Lake, and Port Orchard
all wiihin the top 10 cities following our page.
We anticipate based on current numbers that visitation and overnight stays will
increase due to advertising in 2020. We have already had several individuals from
out of the area stay overnight as part of an evening lecture, or they came with the
Museum intended as their destination for research purposes and stayed overnight
as a result. We epect that as our aciivities increase, visitation and overnight stays
will increase as well.
We plan to roll out special deals with local hotels for upcoming events wtrich then
gives an option for visitors to stay overnight. Visitors have indicated to us that
multiple venues on certain i,raeekends justify them staying overnight. Many of these
events will add to existing events or create an opportunity to eXend their stay in the
Ellensburg and Kittitas County area.
ln similar aclivities polled ihroughout Washington, most guests stayed overnight,
attended other activities in and around iheir cities including food, shopping, and
oiher museums and historical sites.
Through ihis data, rlte can project that with targeted advertising to the Seattle-
Tacoma market and the areas of Portland, Oregon and Eastern Washington, rnre
can see an increase in overnight stays and longer visits to our community.
2500 character linit
Response 2.1
Evidence *ln a recent assessmeni of our register book, we found ihat betvreen January 1 and
July 31 of 2019,66Yo of our visitors vrrho signed it u,rere from areas more than 50
miles, totaling 556 visitors of an overall 841. Of these individuals, wlren inquired,
half had indicated they rirere staying overnight due to comments such as "heard
from the hotel" verbally or written. This is out of a curreni lotal ol 4,248 people who
have visited the museum; with 3,230 attending for eiribit or general purpose.
Most of these individuals inquired about other activiiies in and around Ellensburg
and Kittltas County, such as food, shopping, educational offerings, other museums
and historical sites. Of these, v\,e are certain that at least 50% will purchase meals,
gas, gifts, and more while passing through Kittitas County. Guests to the museum
have identified they come from locations outside Kittitas County and the state of
Washington. We also direct visitors to local attraciions in and around Kittitas
County and Ellensburg, such as museums, historic sites, recreational opportunities
and more.
Our Facebook page reflects primary visitation by individuals from 50+ miles,
including Porilarrd, Oregon and the major Washington cities of Seattle, Tacoma,
Spokane, Portland, Kennewick, Vancouver, Evereit, Moses Lake, and Port Orchard
all within the top 10 cities following our page.
We have been collecting data from individuals who sign up for our tours through
our rnebsite including lp codes and email addresses. These individuals also
receive a questionnaire which asks about the event, their eryerience, and
questions such as length of stay, place of stay, etc, This Wll continue as long as ue
have the Walking Tour program.
We have received commitment from some of our organizations ihat meet at the
museum that the attendees will be staying in the area overnight. We have
commitment from 4 of our upcoming presenters for hotel stays ('l night each), and
one Museum Association group (totaling 8 nights). We have also had an additional
individuals stay in Ellensburg solely to visit the Museum and its events (16 stays).
As ure are an add-on to many eperiences, ME have found that wtrile ue do not
directly generaie a high number of stays, we add to the stay and most will stay an
exira night to take part of an event.
2500 character linit
Response 2.2..*Proleclon
2.To a place lifiy niles or nore away fromtheir dace of residence or business for the day or staying ovemiglrt;
By targeting our marketing to the Seattle/Tacoma, Portland, Oregon, and Eastern
Washington areas, \ /e will reach a market that is already predisposed to drlving for
more than 50 miles or staying overnight. 66% of our current visitors have identified
themselves through our register book. These individuals are seeking either a day
or overnighi e)eerience in and around Ellensburg and Kittitas County.
Our evening leciure series and \ Elking tours already draw many individuals from
the 50+ miles demographic, visiting for the event and then returnlng home or
staying overnight depending on specific interest. We currently have had a
response of individuals attending from the Tri-Cities, Moses Lake, Port Orchard,
Kent, and lssaquah beyond those from Kittitas County. ln most cases, most had
heard about the lectures from social media marketing and promotion.
We anticipate with more lectures ra,re will have more guests from the 50+ mile
distance. Tvto of the 2020 presenters are knovrn to draw attendees from the Tri-
Cities, Northeast Oregon, and Spokane.
The ualking tours have had registered guests from Tacoma, Federal Way,
Kennewick, Seattle, Everett, Sammamish, and Gig Flarbor, Washington. While rrye
did not collect the information, rrue had a verbal exchange with an individual who
\ €nt on a free tour that he was from keland.
We anticipate based on current numbers that visitation and overnlght stays will
increase due to advertising in 2019. We have already had several individuals from
out of the area stay overnight as part of a Haunted Legends walking tour or an
evening lecture, or they came with the Museum intended as their destination for
research purposes and stayed overnight as a result. We epect that as our
activities increase, visitation and overnight stays will increase as \Mell.
We plan to roll out a special deal with local hotels for our upcoming events and
tours i,vhich then gives an option for visitors to stay overnight. Visitors have
indicated to us that multiple venLles on certain raeekends justify them staying
overnight. Many of these events will add to existing events or create an opportunity
to eXend their stay in the Ellensburg and Kittitas County area.
Additional events and activities, including neweldlibits, have always proven to be of
interest to those looking to day-trip or overnight in Ellensburg and Kittitas County.
We are looking to promote exhibits betvrcen historical sites and museums in and
throughout Ellensburg and Kittitas Couniy.
2500 characier linit
Response 2.2:*EVlOence
Response 2.3
Projection *
By reviewing our guest register and through verbal interaction with guests, rae have
found that 66% of our guests betureen January 1 and July 31 , 2015 (556 of 84 1 )
uere from the 50+ mile range. We have found with the 2019 offerings that more
individuals will visit for a daytrip or overnight trip from the 50+ mile distance.
Additionally, our reach has been predominately to those outside of the 50+ mile
distance, with 44,548 o'f 63,141 total reached being from the 50+ mile
demographic.
We have asceriained the data from our register book that indicates lecture
attendees came from as far as the Tri-Cities, lssaquah, Longview, Moses Lake,
and Portland, OR beyond those from Kittitas County. ln most cases, most had
heard about the lectures from social media marketing and promotion.
We anticipate with more lectures u,e will have more guests from the 50+ mile
distance. Tuo of the 2020 presenters are known to draw attendees from the Tri-
Cities, Northeast Oregon, and Spokane. With the planned promotions, we epect
greater interest and visitation from the areas of Seattle-Tacoma, Portland, Oregon,
and Eastern Washington.
The ualking iours have had registered guests from Hillhurst, Oak Harbor, Tacoma,
Federal Way, Kennewick, Seattle, Everett, East Wenatchee, Sammamish, and Gig
Harbor in Washington; Madison, South Dakota; and Honolulu, Havwii. We e4cect
that by epanding the types of tours, including a 21-and-over option, a living
hisiory cemetery tour, and event promotion with other local walking tours, the iour
numbers will increase and drawfolks from more ihan 50 miles away.
Additional events and activities, including new exhibits, have alr,vays proven to be ot
interest to those looking to day-trip or overnight in Ellensburg and Kittitas County.
We are looking to promote e*ribits betvr,reen historical sites and museums in and
throughout Ellensburg and Kittitas County as vrell as Central Washington. E*ribit
plans currently include a great partnership in 2020 with the other museums and
historic sites lhroughout Kittitas County.
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3. or fromanother counlry or state outside of their dace of residence or business.
ln 2018 and 2019, u,re increased the frequency of our advertising to the Portland,
Oregon area along Wth that of the Seattle-Tacoma and Eastern Washington areas.
While iue plan to coniinue our advertising to these demographics through social
media, ine have found that the current advertising has drarivn visitors from other
siates throughout the United States and ihose who are visiting from anolher
country.
Visitors from other states in the US make up a high percentage of our visitation.
Often a visitor is driving across the country and stopping through Ellensburg and
Kittitas County, and they will spend iime in the community before continuing on
their way. However, a few are directly connected to business or family within the
area.
According to our guest register, \,e have found that 556 out of 841 guests signing
the guest register vr,rere from outside of the 50+ mile basis. Of these, 284 listed
another state or country as their origin. As this number aligns with the data from
2018, vue anticipate that for 2020, ft will remain the same or increase slightly as rne
plan to increase advertising to the Portland, Oregon area.
We also aniicipate that along with the expansion of our e>dribits, events, and
activities, more advertising will draw more individuals from outside of Washington
State as well as internationally.
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Response 2.3:*EVlOence
By reviewing our guest register and through verbal interaction with guests, rae know
that visitors come from outside of the state and internationally.
Of these, 5% of our guests between January 'l and July 31,2019 have been
international visitors. We have had vlsitors from Australia, Bra2l, Canada, China,
Croatia, Germany, Hong Kong, lndonesia, Ireland, lsrael, ltaly, Japan, Mexico,
Mongolia, the Netherlands, NewZealand, Saudi Arabia, Scotland, South Africa,
Switzerland, United Arab Emirates, the United Kingdom, and Zambla.
Visitors from other US States have totaled 44% of those who signed the guestbook
u/ere from 50+ miles away. These states \fiere Arkansas, California, Colorado,
Connecticut, Florida, Georgia, Hawaii, ldaho, lndiana, Louisiana, Massachusetts,
Maryland, Michigan, Minnesota, Montana, North Carolina, North Dakoia, New
Mexico, Nevada, NewYork, Ohio, Oklahoma, Oregon, Pennsylvania, Rhode lsland,
South Carolina, South Dakota, Tennessee, Te><as, LJtah, Virginia, Vermont,
Wisconsin, and Wyoming.
While our advertising is direcied toward the Seattle-Tacoma area market and
Eastern Washington, along with Portland, Oregon, social media marketing is wider
spread through organic posts and shares. By engaging those around the
community, wrrd of mouth is spread about the museum making us a destination
instead of an add-on. Through also participating in local events and activities,
including having eiribits, u,e add a value to ongoing efforts and activities which
might drawpeople into the Museum or add to their eryerience.
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Application Questions: Part 2
3lMeasuring Results
What tools will you use to measure your event's impact on tourism? Please be specific and provide e)ramples. lnclude lhe
following information:
A. ls your projecUevent year-round or is it seasonal or date-specific? Go to definitions of terms.
B. What strategies will you employ to assure you are attracting tourists from at least 50 miles away?
C. What straiegies Wll you use to assist in marketing all of Kittitas County as a tourist destination with your
evenUproject funding request?
Response 3:
Measuring Results*
Response 3 A:
Measuring Results*
V\,hal tods will you use to neasure your event's inpact m tourisnf.) Hease be specific and prcn'ide exanples.
The Kittitas County Historical Museum's project is year-round. We epect
advertising to draw individuals to Kittitas County from western Washington, with the
targeted demographics of more than 50 miles, including those in the Seaitle-
Tacoma area, the Portland, Oregon region, and in Eastern Washington, the larger
municipalities of Spokane and the Tri-Cities.
We currently keep a daily count of visitors, and ue compare the visitor count each
year to previous years to help us measure the success of our campaigns and
areas in need of improvement. The museum also has a register book that shours
the extent of our geographical drawand method of hearing about us. See the
attached twc exhibit pages which showthe daily count and register book.
Our social media accounts and vr,ebsite also have options to track insights and
demographic data. By comparing information from past years to the present
campaign, ii will give us an understanding of wtrether the campaign is working. ln
reviewing the 2019 campaign, advertising of lectures resulted in an average of
37% increase in aitendance, and most had indicated they had learned about the
lecture online (through social media or the rir,ebsite).
Our website also collects information when individuals register for the vralking tours.
We collect zip codes and email addresses, and send a survey upon the completion
of ihe event. The survey includes questions about their visit including where they
are from, if ihey stayed overnight in Kiititas County and where they stayed.
Most of our events and activities partner with organizations throughout Kittiias
County. Each aspect will direct individuals to partner organizations, llke the Roslyn
Museum, Roslyn Cemetery, Olmstead Place Staie Park, the Carpenter House
Museum, and the Washington State Ski and Snourboard Museum, or will tie to local
events and anniversary dates. These events will help to drawvisitors across Kittitas
County making it more of a tourist destination instead of a siop along the v\Ey.
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A. ls yarr prciecUevent year-rouM or is it seasmal or datespecific?
G Year Round C Seasonal f, Date Specific
Ycxlr selection here should be supported by the dates you provjded above, in the Ffciect or Fr'ent lnfornaticyl section.
Response 3 B:
Measuring Results*
B. Wlat stratruies will ydl endoy to assure you are attracting tourists frornat least 50 niles away?
We currently keep a daily count of visitors, and ue compare the visitor count each
year to previous years to help give us an understanding ofthe success of our
campaigns and areas in need of improvement. The museum also has a register
book that shows the extent of our geographical draw and method of hearing about
us. We will contact those who leave their email addresses to complete a survey
relating to their recent visit. lnformation will include whether they stayed overnight
and if so, where they stayed.
Our social media accounts and \^iebsite also have options to track lnsights and
demographic data. By comparing information from past years to ihe preseni
campaign, it will give us an understanding of wlreiher the campaign is vr,rcrking. ln
reviewing the 2019 campaign, advertising the lecture series resulted in an increase
in attendance by 37% overall, and most had indicated they had learned about the
lecture online (through social media or the raebsite). Of the increased numbers,
15% u,ere from 50+ miles.
Our website also collects information wtren individuals register for the riralking tours.
We collect lp codes and email addresses, and send a suryey upon the completion
of the event. The survey includes questions about their visit including vvhere they
are from, if they stayed overnight in Kittitas County, and where they stayed.
By reviewing the data, r,re can ascertain that we are actlvely attracting tourists from
at least 50 miles alvay through our advertising.
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Response 3 C:
Measuring Results*
Applicaiion Questions: Part 3
C. Wut strategies will you use to assist in narketing all of l(ttitas Ocunty as a tourist destination with your
evenVpro.iect f undit€ request?
The Museum seeks funding to suppori advertising for general awareness of its
exhibit rotation, the lecture series, r,ralking tours, and special events. The
advertising links our projects to ongoing projects and events in the county in order
to provide a wider audience.
The elhibits connect with places, people, events and activities throughout the
County. One event in 2O2O is the "Women's History Month: Notable Women in
Kittitas County's Past" exhibit. This looks at various uomen throughoui Kiftitas
County, including all communities and all ethnic groups and cultures that have
been part of Kittitas County. lt includes all groups and historical moments, past and
present. lt incorporates our lecture series, rrralking tour program, other
organizations and partnerships. lt also includes a secondary erfribit on Mary Ellen
Shoudy, the Mother of Ellensburg.
Another efiibit similarly is on the 40th anniversary of the eruption of Mt. St. Helens.
This iragic event tied the community together and impacted more than just one
area. lt is still covered today and can be vievrired upon local landscape. This will also
be reflected in the lecture series and through partnerships with the university and
area museums.
There are other events that are collaborated Wih throughout Ellensburg and
Kittitas County. For example, rive partner with organizations like the Roslyn
Museum, the Roslyn-Ronald-Cle Elum Heritage Club to further develop our
cemetery projects and community connection. We also try to include information in
our e*ribits about other displays, like with Cle Elum or Vantage io direct visitors to
those museums or areas for more informaiion.
Our Lecture Series includes presentations on various aspects of Kittitas County
history, such as geology, Native American history, and interesting tidbits of local
lore and legend. Presenters encourage the participants to visit locations
throughout the County, and brochures are provided to further encourage visitors
and event attendees.
The Walking Tours also highlight community history. Often the tour guides discuss
the surrounding communities, and \,r-- provide copies of self-guided ualking tour
maps for CIe Elum and Roslyn Cemetery for those who participate. We also
correlaie information in Ellensburg to that of its neighboring communities, such as
our Haunted Legends discuss Thorp and Roslyn.
We also share posts on social media, highlighting and promoting local exhibits,
events, and aclivities help to further interest in Kittitas Co.
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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 *Throughout the year, the KCHM hosts special efiibits, programs, and events to
promote the topic of a particular e*ribit. We uprk with local businesses and oiher
non-profiis to co-market these events which increase e&osure for both parties. ln
the past and present, ure have sought assistance with the Kittitas County Chamber
of Commerce, which has been beneficial. Through co-sponsoring events, having a
booth, etc., vrc have increased our presence at events throughout Kittiias County.
We epect to continue e4canding our community presence in 2020.
We partner with organizations to provide e*ribits, information, or provide
involvement that helps to enhance community events. A few of those are:
Spirit of the West Covrboy Galhering: An e*ribit on cornboy culture;
Jaz.inlhe Valley: Exhibit on local music history plus a children's craft activity;
Cruisin'for Hospice Car Show Provide antique cars for display;
Ellensburg Rodeo/Kittitas County Fair: Eiribii on event history and provide
historical photos and information for display ai the event;
Ellensburg Film Festival: Venue for movie showings;
Moments to Remember: An annual e*ribit that focuses on an aspect of local
nostalgia; and
Puget Sound Energy Wild Horse Wind Farm: ltems loaned for annual display and
parinership for the annual Ellensburg Rodeo Parade.
Walking Tours: Parinership with Gallery One Visual Arts Center, Ellensburg
Dounrtoun Association, Hauniing Ellensburg, and more, to provide themed walking
tours in and around Ellensburg.
We also serve as a resoLlrce for historical artifacts, photographs, and information
for events such as newbusinesses, local events, individuals doing research, and
more. We also provide space for events and hosting teacher-training activities for
statewide organizations.
We also partner with other organizations ihrough our e*ribits and programming,
such as the Roslyn Museum, the Northern Kittitas County Historical Society
(Carpenier House Museum and Cle Elum Telephone Museum), Thorp Mill, the
Cascade Association of Museums and History, the Washington Museum
Association, and other local and regional events.
Our annual Lecture Series is made possible through collaboration with the
Humanities Washington Speakers Bureau and potential parinerships with a number
of local and regional groups, such as Central Washington University, the Mountains
to Sound Greenvwy, and more.
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5lFuture Plans
Please explain what plans exist to allow this project to become self-sustaining. lnclude any plans for ticket
sales, event sponsors, and other cost-recovery models.
Future Plans*The Kittitas County Historical Museum has plans to make this program self-
sustaining.
Due to the success of the advertising, the Museum's Board of Directors has
become educated about the rate of return of the advertising investment and
maintains a budget line of $2,500 to match any advertising or reach alternative
markets.
We have received an increased rate of donations to the museum as a result of
increased visitation to the museum, which rrre attribute to the current advertising
campaign. We have also increased our membership program in r,tirich the fees go
touards funding events, activities, and programs.
Walking Tours:
With the success of the walking tour program, u,e are developing the tour program
into some free tour opportunities vr,l,ile some rrrnuld be at cost.
Anticipated models forecast offer the following for planned income and e)(pense:
Tour projected gross income:
8 tours x 15 people per tour x $10 per person = $1,200 income. This may be
adjusted depending on specific tour or event but reflects an average offering.
Tour projected expense:
I tours x 15 people per tour x $5 per person fee tour-guide 1ss = 9600 epense.
Depending on the specific tour, the excense may be adjusted. The Museum would
also incur all processing fees for credit-card transactions.
We are also planning a 21-and-over walking tour that will be packaged through a
local hotel and restaurani/bar. These Mould be $25 per person and would include a
drink at the end of the tour. The cost model currently looks at approimately $1 ,250
in gross income. Erpenses are being researched as r,re reach out to partner
organizations and hotels.
Additional tours are available at a cost of $10 per person with a minimum of S
people, and uould have reflective e&enses as listed above. We anticipate at least
2 private tours in 2020.
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Application Questions: Part 4
6l Additional Information
Provide any additional information which will assist the Lodging TaxAdvisory Committee in evaluating your
project and its benefit to tourism.
Additional lnformation The Kittitas County Historical Museum is a private, nonprofit charitable
organization. With only tu,o paid staff and '17 volunteers, rire plan to continue
building a\ €reness of the museum, which will reflectively increase our further
sustainability.
ln 2013, we embarked on a newadvertising campaign after having been denied
funding the previous year. Through the new program \ /e saw a positive response
from visitors. Overall, \fie sawa consistent 25-28% increase in attendance yearly,
especially in our iargeted market. Our museum attendance nearly doubled from
4,975in 2013 to 8,697 in 2015, and wtrile 2016 decreased in visitation to 7,359, it
vws a higher annual visiiation rate than prevlous years. ln 2O18, tt'r- ended the year
with 8,201 visitors.
Our Museum Monthly Attendance numbers continue to show multi-year highs in our
visitor attendance, and wtrile ure have had a slighi decline as of July 3'1, 2019,
(showing only 4,248 overall visitors compared io 4,397 in 2018), rlr,e epect by
year's end ue will exceed the total number of 2018.
We have also had yearly increases in donations to the museum and gift shop sales
as a result of the increased visitation. Our donations are at'1,156% of the
anticipated amount'for 2O19, and we have already received 189% compared to last
year's amount. Gift shop sales are already exceeded the epected annual income
at a rate of 159%. We have invested more into the gift shop in 2019 Mrich has in
turn increased sales. We plan io increase our offerings again for 2020, tying to
events and programming.
As another direct result of increased visitation, the museum has eperimented with
its hours to meet the needs of the community. For example, the Museum was open
for 3 Sundays this year to coincide with major events (Spirit of the West, Jaz.in the
Valley, and ihe Kittitas County Fair/Ellensburg Rodeo). These openings have
resulted in increased visitation to the museum as a whole, with an audience that
often has never had the opportunity to visit previously due to timing. This is the
third year rare have done this, and r lle have had more visitors overall than the
previous year: 1 16 versus 85. Most visitors had not been in our museum before
and took the opportunity of the special hours to visit.
We also provide an evening venue for events and meetings. Further hour changes
are being discussed for 2020 to coincide with more events, including Girls Night
Out, Buskers in the Burg, and more, in addition to taking a more visible presence in
the com
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Supporting Documents Yotr nay upload any supporting docunents such as graphs, inages, diagrars, narketing naterials, etc.
Application Questions - Working Doc.pdf 144.54K8
Yw are allorued to subnit up to 3 single page (1,6 Letter) docunents in JFQ FF or TlFFfornat
7l Previous Lodging Tax Grant lnformation
Previous Years
Awarded Lodging Tax
Grants*
Fbs your event receved Lodging Tax funds in previas years?
f No, this event/project has not previously received Lodging Tax Funding
O Yes, 1 year previous
C Yes, 2 years previous
6 Yes, 3 or more years previous
How many participants and spectators attended last year's activity and/or will attend
this year?
Prior Year*
8,201
Projected *
9,OOO '
How many days did/willyour event occur?
Prior Year*
365
Projected *
365
How many paid overnight stays were and/or will be booked as a result of your
project/event?
Prior Year*
95
Paid Overnights' Data Support
Eplain 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 was a survey conducted for the prior year, explain the methodology. For the projections,
what are they based upon and how is that basis justlfied?)
Projected *
150
While hard to guantify, uie confirmed reservations and stays as a result of events
hosted by the museum (lecture series), along with researchers and groups that use
the museum. These numbers have been confirmed via email and through hotel
rooms reserved for the lecture series by the museum. We confirmed stays by four
individuals (4 nights), 2 lecturers plus one guest (3 nights), and an anticipated
group of 20 individuals (1 nlght per each = 20 nights). We have also had a series
of teaching events and activities that have contributed stays by five individuals (5
nights).
We anticipate a greater overnight holel stay rale in 2020 due to a wide variety of
planned events and activities. lt is our epectation that the Museum also serves as
an added benefit to someone's stay, so it may not create ihe initial hotel room
reservation but may add one or ttvc nights stay on an existing one.
2500 character lirrit.
h addition to field above, you nay upload the evidence to support the prior years' roordnight infonmtion.
You nay upload up to three single pages {LS Letter), of infornation. lf you a single m-rfti-page docunent, only tie first
three pag,es will be considered. The folloring {ornEts, will be accepted: JpG, FFor llFF
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 volunteer and in-kind sources in Question 9l Project Budget
Overview.
Funding sources and amounts wtrich have not yet been secured will be listed separately, in the field(s) directly below.
Finally, what changes rrrould occur if ihe project couldn't be funded?
Other Funding *hes yo-tr organ2ation have, or have you apflied f or f unding f ror other satrce?
GYes CNo
Funding for which you have applied but not yet secured
Funding Source
Funding Shortfalls*
Matching Funds
Percentage
Verification of ln-kind
Contributions
9l Project Budget Overview
Please complete budget for this project/proposal. lf your agency operates independently of this project application it may
not be necessary 1o 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 must include anticipated revenues, ependitures, and any potential profit or loss. For projects/events wtrich
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 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 contract itemilng ihe matching value and
obligating each party must be provided.
ATTENTION: ln an effort to allowan adequate level of flexibility for all applicants, not all fields in the budget portion are
required io 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.
Amount
$
\Ahai changes would occur if the prol'ect couldnl be funded?
lf not lunded, we v\Duld adjust our plans to reflect ihe decreased budget. With the
Museum's budgeted amount of $2,500, \ € \rculd allocate funding tor,rard social
media advertising but unuld reduce the anticipated market or frequency of the
advertising.
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'156.13
%
This fidd w ill auto fill w ith the correct percentage based on your input to budget section bdor
For any clained in-knd contributisrs valued at $500 or nore and relaled to n'urketing/advertising, you mlst subnit
verifying docunentation which assures the cmtribution will be provided.
Budget Year
Edit if necessary 2017 2018 2019
Revenues From Consolidated Lodging Tax Grant
2020
LTAC Grant
Funding
Past Actual 3
$ 13,750.00
All Other Revenues
Account Name PastActual 3
Museum Coffers $ 3500.00
Past Actual 3
$ 0.00
I n-Kind Contributions (except volunteerism)
Past Actual 2
$ 8,000.00
Past Actual 2
$ s809.01
Past Actual 2
$ o.oo
Past Actual 1
$ 10,000.00
Past Actual 1
$ 3750.03
Past Actual 1
$ 0.00
Projected
$ 15,000.00
Projected
$ 23420.00
Projected
$ 0.00
Account Name
Contributions of Volunteer Time
Number of Hours
Calculated Value of
Projected Volunteer
Time
Revenue Totals
Expenses
Account Name
Advertising
Expense Totals
Profit & Loss
Past Actual 2
$ 13809.01
Past Actual 1
$ 13750.03
Projected
0
Projected
$ 38420.00
Past Actual 3
$ 17250.00
Past Actual 3
$ 138750.03
Past Actual 3
$ 138750.03
Past Actual 3
$ -121500.03
Past Actual 3 Past Actual 2 Past Actual 1
$ 0.00
Past Actual 2
$ 14686.60
Past Actual 2
$ 14686.60
Past Actual 2
$ -877.59
Past Actual 'l
$ 16890.58
Past Actual 1
$ 16890.58
Past Actual 1
$ -s140.55
Projected
$ 19580.00
Projected
$ 1e580.00
Projected
$ 18840.00
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 wiro might benefit from said contraci, 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 laus and
regulations and; 3. That it has read the information contained in the lnstructions on pages 1 and2 and understands and
will comply with all provisions thereof.
Certified by: Sign
Name*Sadie Thayer
Museum DirectorApplicant's Title*
InternaL Revenue Service
Director, Exempt Organizations
Date: October 18, 2001
KITTITAS COUNTY HISTORTCA], SOCTETY INCGJR&W
PO BOX 460
ELLENSBURG WA 98926-A460
Department of the TreasuryP.o. Box 2508
Cincinnati, ohio 452OL
Ferson to Contact-ID# :3]--O7326
Agent William C ,Jarvi
Contact Telephone Nrudbers:
8?7-829-5500 phone
513-263-3756 FAX
Federal ldentification Number:
91-6037783
Dear Sir or Madam:
This is in reference to your tetter,of May 11, zooLt requesting aruling regarding your guarification for status as an exenpt operatin!foundation as defined i-n section 4940{d)(2} of the Interna} Revenue Code.
Odr records indicate you were recognized.as exempt from federalincome tax under section 501(c)(3) of the Code effective September of L9'74,rt was determined the organization was not a private foundation within themeaning of section 509 (a) of the code because it is an organizationdescribed in Section 170(b) (1) (A) (vi).and 509(ai. you have a]-so beendetermined to be a private operating foundation within the meaning ofsection 4942()l (3) of the Code as of rlanuary L, 1996.
The information submitted indicates your governing body is broadlyrepresentative of the general public as evidenced by the large number ofarea residents of various occupations making up the Board, No BoardMembers are dj_squalified persons
section 4940(a) of the code provides for the imposition on eachexempt private foundatj-on of an exsise tax equal to 2 percent of the netinvestment income of such foundation for the taxable'year.
Section 4940 (d) (L) of the Code provides no tax shall be imposed undersection 4940 on any private foundation which is an exempt op"rrCingfoundation for the taxable yea4.
Section 4940 (d) srf the code was enacted pursuant to the Tax ReformAct of 1984, 1984-3 C.B. (Vol. 1)1 (the ',Act',).
section 4940(d) (2) of the code provides the term 'exempt operatingfoundation" means with respect to any taxabJ-e year, any private foundationif* .
a- such foundation is an operating foundation (as defined insection 4942|j) (3) ib. such foundatioir has been publicly supported for at. least 10taxable years;
I(ttitas County Historical Museum
1.1.4F. Third Ave
Ellensburg, WA 98926
509.925.3778
www.kchm.otg
The Kittitas County Historical Museum is a private, nonprofit charitable organization. With only
two paid staff and L7 volunteers, we plan to continue building awareness of the museum,
which will reflectively increase our further sustainability.
ln 2013, we embarked on a new advertising campaign after having been denied funding the
previous year. Through the new program we saw a positive response from visitors. Overall, we
saw a consistent 25-28% increase in attendance yearly, especially in our targeted market. Our
museum attendance nearly doubled from 4,975 in 2013 to 8,697 in 2015, and while 2016
decreased in visitation to 7,359, it was a higher annual visitation rate than previous years. ln
2018, we ended the year with 8,201- visitors.
Our Museum Monthly Attendance numbers continue to show multi-year highs in our visitor
attendance, and while we have had a slight decline as of July 3L, 20L9, (showing only 4,248
overall visitors compared to 4,397 in 2018), we expect by year's end we will exceed the total
number of 201"8.
We have also had yearly increases in donations to the museum and gift shop sales as a result of
the increased visitation. Our donations are at L,L56% of the anticipated amount for 201-9, and
we have already received L89% compared to last year's amount. Gift shop sales are already
exceeded the expected annual income at a rate of L59%. We have invested more into the gift
shop in 2019 which has in turn increased sales. We plan to increase our offerings again for
2020, tying to events and programming.
As another direct result of increased visitation, the museum has experimented with its hours to
meet the needs of the community. For example, the Museum was open for 3 Sundays this year
to coincide with major events (Spirit of the West, Jazz in the Valley, and the Kittitas County
Fair/Ellensburg Rodeo). These openings have resulted in increased visitation to the museum as
a whole, with an audience that often has never had the opportunity to visit previously due to
timing. This is the third year we have done this, and we have had more visitors overall than the
previous year: 1-L6 versus 85. Most visitors had not been in our museum before and took the
opportunity of the special hours to visit.
We also provide an evening venue for events and meetings. Further hour changes are being
discussed for 202O to coincide with more events, including Girls Night Out, Buskers in the Burg,
and more, in addition to taking a more visible presence in the community by hosting booths at
events throughout the County.
I(ttitas County Historical Museum
714F. Third Ave
Ellensburg, WA 98926
509.925.3778
www.kchm.org
By continuing to build on a successful model, we plan to attract a new audience that has had an
increased interest in the Kittitas County Historical Museum, Ellensburg, and Kittitas County.
Through the months of June to August 201-9, we have had a noticeable increase in visitors from
the Seattle-Tacoma area and the Portland area. Whether it was indicated in print or verbally,
we found that most of these visitors were day-trippers (-75%) with another destination, such as
Spokane or British Columbia. Others (-25%l were staying overnight in Ellensburg while
attending an event or activity and visiting the downtown. By advertising to these markets, we
are targeting a demographic already predisposed to visit the museum. These individuals are
already interested in history and are more apt to visit the museum and local attractions. By
producing the advertising, we will be able to add more information and an overall access and
view of the museum to the advertising which may attract more visitors.
With a program building on the success of social media marketing, we can increase visits to the
museum, Ellensburg, and Kittitas County. By the increased attendance and gift shop sales, along
with possible museum memberships, this will provide further sustainability and allow for the
museum to host a wider array of events, public programming, classes and educational
opportunities, exhibits, and more, as well as draw many folks in from throughout the Pacific
Northwest. At present, we have had success in drawing visitors to our events from the Tri-
Cities, Renton, Spokane, northeastern Oregon (Umatilla area), and Wenatchee.
10
11
12
13
l4
't5 Fig. I Snapshot of Museum Monthly Attendance
Count
2
c
4
5
I
7
s
A T u ViW
20t8
336
872
551
598
675
751
8'.14
824
803
1441
478
380
20tg
389
326
571
595
7U
745
888
762
Torel by
Montlr
c4n8
s0t4
8100
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tlE84
12193
t1,s2s
12263
9727
r6698
83tS
7616
l2lu7
E'
51
6,|
Octobar
m
?Totals
I(ttitas County Historical Museum
L74E ThirdAve
Ellensburg, WA 98926
509.925.3778
www.kchm.org
t$ts Thru
gfi511$
' lhru
2fi19
s % h:dgctI
2
4
I
511SsJt
lncsrils
' Bonatisn bEx
50106 ' ltlembership Dues
501 13 - Contributians & $ Donations
5
T
s 150
er8g4
{"079
2"995
Jf6e!
-5
-671
5,6r?
5,500
Fig.2 Snapshot of Museum Actual v. Budget for 2079
E e o E
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 Advertising and Online Displav 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 Advertisins:
L. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed alloOo/o 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 1"0 days prior to
the event may be reimbursed at \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 Advertising:
L Television advertising placed with any media provider outside the Yakima/Kittitas DMA will
be reimbursed at 100% of the cost, including any production cost.
2. Television advertising placed with any media provider inside the Yakima /Kittitas DMA will
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed at LOO% 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:
1. 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:
1. Direct mail advertising may be reimbursed at !OO% 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 LOO% of
thecost,includinganyproductioncost. lnordertoreceivereimbursement,alistofthe
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 poste r/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,
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 venue/facility of the event may
be reimbursed at L00% of the cost, including any production costs. ln order to receive
reimbursement, the signage cannot list specified date or location. Request can only be
made one time. (i.e. ADA Parking/Parking, Loading Zone, Evacuation Route, Bathrooms, and
Stage locations)
F. Radio Advertisine:
L. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at IOOo/o of the cost, including any production cost.
2. Radio advertising placed with any media provider located inside of Kittitas County may be
reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed at I00% 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(a) above,advertisingmaybereimbursedattherate of 3O%of
the total cost, including any production costs.
G. Operation Reimbursement:
1-. Operation costs may be reimbursed 1O0o/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 LlOo/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