HomeMy WebLinkAboutAmended LT-2020-025LT-202O-O25-LEAGUE OF WOMEN- Amended EP
2O2O LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND LEAGUE OF WOMEN VOTERS OF WASHINGTON STATE
EDUCATION FUND
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 LEAGUE OF WOMEN VOTERS OF
WASHINGTON STATE EDUCATION FUND ("Contractor"), for the 2020 Our Voices of Kitco ("Event").
WHEREAS, the purpose of this Agreement is to provide for activities and expenditures
designed to increase tourism,
NOW THEREFORE, in consideration of the terms and conditions contained herein, or
attached and incorporated and made a part hereof, the County and the Contractor mutually agree
as follows:
Section 1. Scope of Work.
a. Contractor shall provide the services and staff described in its Application for Lodging Tax
Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit "A"
which is attached hereto and incorporated herein by this reference.
b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the
following as required to perform the services, described in Paragraph (a) above, in
accordance with this Agreement: Personnel, labor and supervision; technical, professional
and other services. All such services, property and other items furnished or required to be
furnished, together with all other obligations performed, or required to be performed, by
Contractor under this Agreement are collectively referred to herein as "Services."
c. Contractor shall commence, perform and complete such Services in accordance with Exhibit
"8" which is attached hereto and incorporated herein by this reference.
Section 2. Pavment.
a. As full compensation for satisfactory performance of the Contractor's Services, the County
agrees to pay Contractor the sum of five thousand dollars (55,000) (Kittitas Co. lodging tax
funding).
b. Additional payment terms: The County will make payment to the Contractor only on a
reimbursement basis, as receipts/invoices for any items including marketing and/or
advertising are submitted to the County, not to exceed the sum of five thousand dollars
(S5,000) (Kittitas Co. lodging tax funding).
c. Services/Expenses that are reimbursed must be dated during the current year and final date
to submit reimbursements requests is January 1,5,2021, after this date funds lapse.
d. Requests for reimbursements must be submitted to:
Kittitas County Auditor
Attn: Auditor's Accounting
_2020 County Lodging Tax Funding Agreement Page 7
LT-2O2O-025-LEAGUE OF WOMEN- Amended EP
205 West 5th 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 only:
r Website and socialmedia development
r Advertising
o October 24 event costs
g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and
is further expressly denied funding for the following items as requested in the application as
defined in Section 1-(a): N/A
h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation.
Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
fo I lowing add ress: http ://www.co. kittitas.wa. us/a ud itor/defa u lt.aspx
Section 3. Perform ance bv Contractor.
a. Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County. Any such delegation or subcontracting without the County's prior written
consent shall be voidable at the County's option.
b. Contractor shall at all times be an independent contractor and not an agent or representa-
tive of the County with regard to performing the Services. Contractor shall not represent
that it is, or hold itself out as, an agent or representative of the County. ln no event shall
Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the
County. lt is understood that the Contractor and the Contractor's staff and employees are
not employees of the County and are not, therefore, entitled to any benefits provided
employees of the County.
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,
County Lodging Tax Funding Agreement Page 2
LT-2O2O-025-LEAGUE OF WOMEN- Amended EP
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, maritalstatus, 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.
_2020 County Lodging Tax Funding Agreement Poge 3
LT-202O-O25-LEAGUE OF WOMEN- Amended EP
Section 5. Compliance with Public Records Law.
ln compliance with Washington's public records law, the County will retain copies of any
documents associated with this Agreement, which may be required by law unless legally
exempt from such retention, for any applicable legally required retention period.
b. ln the event a public records request is made to the County for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws, the County shall provide notice to
Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow
Contractor to seek a court injunction.
c. The County specifically shall not be liable to Contractor for the County's release under public
records laws of any documents not protected by trademark, copyright or other law.
Section 5. lndust 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. Insurance and Endorsements.
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
a
a
_2020 County Lodging Tax Funding Agreement Page 4
LT-2O2O-O25-LEAGUE OF WOMEN- Amended EP
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
Contractor shall furnish the County a certificate of insurance with Endorsement as evidence
that the required policies are in full force and effect.
Section 8. Termination.
The County may, by written notice thereof to Contractor, terminate this Agreement as to 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.
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 all of which together will constitute one and the same
instrument.
f. Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
this Agreement. Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement, and is not in
c
_2020 County Lodging Tax Funding Agreement Page 5
LT-2O2O-O25-LEAGUE OF WOMEN- Amended EP
violation of any applicable law, ordinance, or regulation the consequence of which will or
may materially affect Contractor's ability to perform its obligations under this Agreement.
g. lf any term or condition of this Agreement or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect the other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To
this end, the terms and conditions of this Agreement are declared severable.
h. The exclusive venue for any action brought to enforce this Agreement or any of its terms
shall be in Kittitas County, State of Washington.
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 1-0 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
Vice
MISSIONERS
1 LI
CONTRACTOR
,*ol dm"z^ V okns D)or"i,r,"r;"t
IPrint Name]fl^fu- 5-,-o-
[Address]Commissioner
tn County Lodging Tax Funding Agreement Poge 6
lllllllt
LT-202O-025-LEAGUE OF WOMEN- Amended EP
[Telephone]
ofthe Board
Deputy Pro
_2020 County Lodging Tax Funding Agreement Page 7
EXHIBIT ''A''
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop - 2019 *Dd you atlend the eant Application \A'brlahop - 2019 hosted by the ldt.titas County Oranter of &nnerce?
tr Yes
CNo
6 Yes,
Ihave read and understfid SJbrrittal hslruclions and C€neral lnfo$ration for the 2019 Lodging Tax Gant Funding
Flocess
Submittal lnstructions
& General
lnformation *
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 informaiion into the form. You may also save a draft by selecting
the button at the bottom of this page. When you do this you will be logged out and must log back in to continue. ln order
to save a draft you will need to provide an email address and a password. After 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 * League of Women Voters of Washington State Education Fund (Kittitas Valley
League of Women Voters)
Organization Address * $reet Address
P.O. Box 331
Address Line 2
Oty State / Fiovince / Regiol
Ellensburg WA
tostal/zip &de Q)untry
98926 US
Website ourvoicesofkittco.com
91 -1 849890
601-677-779
Federal Tax lD #*
Organization is a:*f, Government Entity
li 501(c)3
n 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 viewsample documents (redacted).
UBI #*
Upload Proof of RS Determination Letter.pdf
Organization StatUS *
Acceptaue f ite fornets include: JFG, Ff,F or 1lFF.
Contact lnformation
Last Name*lrwin
611.73K8
First Mme*Delores
Phone Number*509-859-2957
- ..*Ernail deloreslwv@gmail.com
Project or Event lnformation
ProjecVEvent Mme*Our Voices of Kittco
Event Dates
Please provide any specific dates, or range of dates, on which your event or project will be held. You may add as many
dates or date ranges as necessary.
Event Dates
Start Dates*
1t1t2020
ProjecVEvent
Location *
New or Ongoing
ProjecUEvent? *
Arnount of Funding
Requested *
End Dates
12t31t2020
Kittitas County
C Ongoing ProjecVEvent (More than four years in existence)
6 New Project/Event (Four or feuaer years in existence)
$ 10440.00
lf you sdecled "O)going FlojecU&errt" above lhis anount nay not exceed 10% of the tdal expense budget of this
goject.
106,946Funding Request Max
Tourism Seasons*Frorthe list bdqrv, what season willyour prc{ect enhance tourisnl? Sdect any which appy
M Year-round (January - December)
F Off Season (Mvember - February)
ll Shoulder Season (Ociober or March - May)
lI High Season (June - September)
Application Questions: Part 1
Please answer each question completely, in the order listed- Please include anysupporting data within the
response narrative.
1 | ProjecUEvent Description
Please provide a description of your projecVevent 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*uescnptron
The year 2020 marks the 1 00th anniversary of the passage of the '1 9th
Amendment, guaranteeing and protecting unmen's constitutional right to vote. ln
honor of the centennial of uomen's sulfrage in the United States, v\ie seek io unite,
celebrate, count, and empovver all women of Kittitas County. Our Voices of Kittco is
a collaborative effort of individuals and organizations, under ihe auspice of the
Kittitas League of Women Voters, uiho will:
-Share the stories of Kittitas County women through exhibits and events on local
uomen (past and preseni) and lhe suffrage movement
-Connect to other regional, statewide, and national initiatives around the
Centennial
-Encourage voter registration, census participation, and public service at local
community events and canvassing efforts
-Promote \ omen's rights and health
Our Voices of Kittco project and activities include the co-promotion of our various
effotls to meet our purpose through a brochure, \ebsite, Facebook page, and
other promotions, culminating in collaborative public events on Ociober 24,202A.
The co-promotion will focus on an entire year of activities through the collective
efforts oi arts, history, health, education, and public service in Kittitas County.
Planned activiiies that will be organized and promoted throughout the year include
library events, special art and history exhibits, and celebrations in merchant shops.
One e><ample of an activity planned is the Donna Nlylander play, "May's Vote,"
wtrich tells the stroy of tuo Washington State raomen who led the campaign for
vromen's voting rights. The October 24 evenl will include a ualking/driving tour of
homes of signiflcant women of Kittitas County, stories of Kittitas County rromen
through live performances, and activities throughout the communities. As \/ue \ ilrk
with our current and proposed parlners and pull togeiher events and activiiies that
celebrate the lives of vrnmen, these will be pushed out through the special website
ourvoicesofkittco.com, the state website suffragel 0Owa.com, Facebook,
advertising, and trirn special publications that will be created through the Daily
Record. Due to the number of activities being planned, the interest nationally to
celebrate \M3men's suftrage and the regional drawthrough conneciions throughoui
the state, Our Voices of Kittco believes this will have a strong impact on tourism for
Kittitas County and the individual communities throughout the county.
2500 character linit
List of lntended Use of Funds *
\ivebsite and social media development, advertising,
and October 24 event costs
2l Projections of lncreased Tourism
Please provide the following estimates of how any money received will result in increases in lhe number of people
traveling for business or pleasure on a trip:
1. Away from their place of residence or business and staying overnight in paid accommodations;
2. To a place lifty miles or more a\ /ay 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..*Prolectron
Response 2.'l
:kEvtdence
Response 2.2:
Projection *
Response 2.2:*Evtdence
1. Away fruntheir lrace of residence or business and staylng overnight in paid acconnndations;
We project a conservative estimate of 225 overnighi slays in paid
accommodaiions. Based on the data and e&eriences of collaborating institutions,
ue project that visitors staying overnight would also purchase meals, gas, and gifts
during their stay. We also understand that visitors are more likely to stay overnight
vr,hen events are coordinated to occur within the same time frame, thus warranting
an extended visit. Given that "Our Voices of Kittco" is a collaborative endeavor,
events will most certainly be scheduled in a thoughtful, coordinated fashion.
2500 character linit
This estimate of 225 overnight stays in paid accommodations is based upon the
number of confirmed collaborators (14), and a conservative estimate that 60% of
partnerships (around 8) we are \rcrking to develop will be successful (resulting in
22 collaboraling institutions). Each collaborator has pledged to hold I - 2+ events
throughout 2020 (\ ile are estimating 35 events), for which rrre anticipate a minimum
of 5 stays in overnight accommodations. We also anticipate that lhe culminating
events (Oct. 24) tor "Our Voices of Kittco" will bring individuals from state
organizations as rarell as interested tourisis from throughout the region. Therefore,
\,e added another 50 overnight stays in paid accommodations in order to account
for this.
14 collaborators + 8 newcollaborators = - 35 evenls x5 slays + 50 stays (10124) =
225 stays
ln order to provide evidence of overnight stays in paid accommodations, u,e will
develop a survey that will be used for all "Our Voices of Kittco" events. Visitors will
be queried on 1) their lp code of origin as rnell as whether they have 2) siayed
overnight in a paid accommodation, 2) lf an affirmative ans\ /er to #2, wtrat type of
accommodation they stayed in, 4) Whether they paid for meals during their stay,
and 5) Whether they did any other shopping during their stay.
2500 character linit
2.To a place fifly niles or nore away frorntheir Sace of residence or business for the day or staying overnight;
Our conservative estimate is that, across all events at collaborating instituiions
throughout the year, vre will bring in a minimum of 5,000 visitors. Based on data
and e4periences of collaborating institutions, \,rc anticipate that 30% of these
visitors, or 1,500 visitors, will travel from a place 50 miles or more away from their
place of residence/business.
2500 character linit
This estimate (1,500 visitors traveling from 50 miles or more from their place of
residence/business) vrcs achieved by estimating an average of 100 attendees over
approximaiely 35 evenis, with an added 1500 visitors for culminating events on
October 24. We then used lp code surveys from collaborating organizations in
order to project thai 30% of visitors will travel 50 miles or more away from their
place of residence/business.
35 events x Avg. 1 00 attendees + '1500 attende es (10124) = 5000 visitors / .3 =
1,500 visitors
ln order to provide evidence of visitors' origins, we will develop a survey that will be
used for all "Our Voices of Kittco" events. Visitors will be queried on 1) their lp
code of origin as well as whether they have 2) stayed overnight in a paid
accommodation, 2) lf an affirmative ansvuer to #2, ltdrat type of accommodation they
stayed in, 4) Whether they paid for meals during their stay, and 5) Whether they
did any other shopping during their stay.
2500 character linit
Response 2.3..*Prolecilon
Response 2.3:*EVtOence
3. cr frofianother country or slate ci.rtside of their Sace of residence or business.
Our conservative estimate is that, across all events at collaborating institutions
throughout ihe year, uite will bring in a minimum of 5,000 visitors. Based on data
and erperlences of collaborating institutions, ue anticipate that 10% of these
visitors, or 500 visitors, will travel from ouiside the country/state.
2500 character linit
This estimate (500 visitors traveling from outside the countrylstate) was achieved
by estimating an average of 100 visitors over approximately 35 events, with an
added 1500 visiiors for culminating events on October 24. We then used lp code
surveys from collaborating organlzations in order to project that 10% of visitors will
travel from outside their couniry/state.
35 events xAvg. 100 attendees + 1500 attendees (10124) = 5000 visiiors /.1 = 500
visitors
ln order to provide evidence of visitors' origins, \ € will develop a survey that Wll be
used for all "Our Voices of Kittco" events. Visitors will be queried on 1) their lp
code ol origin as u,ell as whether they have 2) stayed overnight in a paid
accommodation,2) ll an affirmative answer to #2, wtrat type of accommodation they
stayed in, 4) Whether they paid for meals during their stay, and 5) Whether they
did any other shopping during their stay.
2500 character linit
Application Questions: Parl 2
3lMeasuring Results
What tools will you use to measure your event's impact on tourism? Please be specific and provide e>ramples. lnclude the
following information:
A. ls your projecvevent year-round or is it seasonal or date-specific? Go to definitions of terms.
B. What strategies will you employ to assure you are attracting tourists from at least 50 miles ar,ray?
C. What strategies will you use to assist in marketing all of Kittitas County as a tourist destination with your
event/projeci funding request?
Response 3:
Measuring Results*
Response 3 A:
Measuring Results*
V1f,Et tods will you use to neasure your event's inpact on tourisnl? Flease be specific and provide exanples.
This effort will be large scale, meaning there will be many organiutions and
businesses involved. Each participating organization or business will be given a
tracking sheet that will query visitors on 1) iheir 2p code of origin as well as
wlrether they have 2) stayed overnight in a paid accommodation, 2) lf an affirmative
ans\ier to #2, what type of accommodation they stayed in, 4) Whether they paid for
meals during their stay, and 5) Whether they did any other shopping during their
stay. These tracking sheets will be collected after events and tallied for a total.
Many collaborating institutions already track this information and it will be easily
incorporated inio iheir efforts.
We will also be tracking google analytics on the ourvoicesofkittco.com u,ebsite and
insights into our social media presence in order to be sure we are reaching target
audiences that are local and live 50+ miles from Ellensburg.
With the reach at the state level for the Centennial, we feel our impact of out-of-
county visitors will be strong. Many are seeking to celebrate this milestone by
sharing in the celebrations throughout Washington State and the US.
2500 character lirit
A. ls yo:r projecvevent year-round or is it seasonal or datespecific?
G Year Round C Seasonal L: Date Specific
Your sdection here should be supported by &e dates yo: provided above, in the Floiect or Fvent lnfornation sectim.
Response 3 B:
Measuring Results*
Response 3 C:
Measuring Results*
Application Questions: Part 3
B. Wut strategies will you enpoy 1o assure you are aftracting tourists frornat least 50 niles away?
Listings and links with the state suffragette uebsite and social media opportunities
Creation of a rilebsite - ourvoicesofkittco.com and keeping it updated with listings of
activities as they become available
Creation of social media posts with targeied advertising to groups and individuals
vr,ho enjoy heritage tourism, are interested in trrcmen's issues or history, and
uomen of all ages and backgrounds located rhore than 50 miles from Ellensburg,
mostly vr,est side of the state and tri cities.
Mailing promoiional materials to other participating organizations outside of Kittitas
County
Dropping off materials to local hotels to share with guests
Making sure materials are available at area museums, galleries and shops
Calendar listings in state and regional venues - i.e. NPR affiliates, Daily Record,
Chamber, CWU, Wenatchee World, Tri-City Herald, Seattle Times
25S character linit
C \Ahat strategies will you use to assist in narketirg dl of Kitftas &unty as a iorrist destination with your
evenUprQect lunding request?
Links to local resources such as myellensburg.com, centraluashingtoncolor.com,
Kittitas County dowrtown associations, CWU, local museums
This event will impact all of Kittitas County, as all Wll be invited to participate in
whatever way they see fit, Wrich Wll in turn market the county as a whole
Promotional materials will cover all events related to this topic throughout the
county.
2500 character linit
4lGollaboration
lf your organization collaborates or has created partnerships with other organizations, groups, or other
events, how is this accomplished?
Collaboration *Our Voices of Kittco began in April of 2019 with a core group representing 14
organizations from ihroughout the county. During monthly meetings, rrue drafted our
mission and purpose and objectives, each pledging to develop events, support
each others'efforts, and cross-promote. These include several newpartnerships:
Kittitas Valley League of Women Voters
Museum of Culture and Envlronment, CWU
Ellensburg, Roslyn,Cle Elum, Kittitas, Easton Public Libraries
Pride Foundation
CWU James E. Brooks Library
Ellensburg Community Radio
Gallery One of Visual Arts Center
Kittitas Valley Healthcare
Kittitas County Historical Museum
Kittitas Valley Healthcare
Daily Record Mua
League of Women Voters of Washington Education Fund
Thorp Mill
Diversity and Equity Center, CWU
ln addition to the above partnerships, all "Our Voices of Kittco" activities will be
sponsored on statewide u,rebsites and social media commemorating the 'l00th
anniversary of the 19th amendmeni's ratification, specifically the Washington Siate
Historical Society (http://uniw.rnashingtonhistory.org/research/suffragel00rira/) and
the Washington Women's History Consortium (https://raarrrwsuffragel00vra.com/)
From its inception, Our Voices of Kittco was meant to bring together vwmen in all
communities within Kitiitas County. By netuorking with our eisting partners, \fie
hope to develop new partnerships with the following organizations:
Irbrthern Kitiitas County Historical Society
Cities of Ellensburg, Cle Elum, Rosyln, Easton, Kittitas
Kittitas Counly Regional Library Advisory Board
Kittitas County Fair
Area School Districts
Yakama Nation
Clymer Museum/Western Culture and Arts Center
Northern Kittitas County Tribune
Local Merchants throughout Kittitas County
Suncadia
Ellensburg/Roslyn,Cle EIum Downtovrin Associations
Kittitas County Chamber of Commerce
Aspen
CWU AlumniAffairs
Rotary Clubs
This llst will continue to grow and develop as prospective partners are made auare
of this opportunity and invited to participaie. Ultimately, every organization and
individual in Kittitas County will be invited to participate in their own \ €y and be
included in the discussion as \^/e move toward 2020.
2500 character linit
5lFuture Plans
Please explain what plans exist to allow this project to become self-sustaining. lnclude any plans for ticket
sales, event sponsors, and other cost-recovery models.
Future Plans*
Application Questions: Part 4
Due io the nature of this celebration, Our Voices of Kittco will complete its activities
by the end of 2020. While there are no plans at this time to continue the
celebration, if something arises from the year's events that can be carried into
future years, ue will vwrk to find a home for those activities within another
organlzation or eisting Kittitas County event.
2500 character linit
6l Additional lnformation
Provide any additional information which will assist the Lodging TaxAdvisory Committee in evaluating your
project and its benefit to tourism.
Additional lnformation 2500 character linii
Supporting Documents Yo.r nay upload any supporting docunents such as graphs, ineges, diagrans, narketing naterials, eic.
Washington State Historical Society _ Suffrage Centennial.pdf 309.32KB
You are allcruved to subrit up to 3 single page (L.S LetteQ docun'Ents in JFG FS or TlFFfornat
TlPrevious Lodging Tax Grant Information
Previous Years Fhs your event received Lodging Tax funds in previous years?
Awarded Lodging Tax G' No, this evenVproject has not previously received Lodglng Tax Funding
Grants* C yes, 1 year previous
C Yes,2 years previous
C Yes, 3 or more years previous
How many participants and spectators attended last year's actiMty and/or will attend
this year?
Prior Year*
0
Projected *
5,000
How many days did/willyour event occur?
Prior Year*
0
Projected *
35
How many paid overnight stays were and/or will be booked as a result of your
projectlevent?
Prior Year*
0
Projected *
225
Paid Overnights' Data Support
E>elain how the room nights dala above from the prior year r,ras collected and how the projection for ihe next year is
derived. (For example, if there uas a survey conducled for the prior year, explain the methodology. For the projeciions,
what are they based upon and how is that basis justified?)
Prior Year Paid
Overnight's Stay
Response*
Prior Year Paid
Overnight Stay Data
Application Questions: Part 5
There is no previous data for this event as this is a new event.
Projections rircre based on aggregated data from collaborating institutions such as
daily museum and gallery visils and Zp code surveys for past events that are
similar in type and theme.
14 collaborators + 8 newcollaboraiors = - 35 events x5 stays + 50 stays (A124) =
225 stays
2500 character linit.
h addition to field above, you nay ufload the evidence to support the prior years' roon/night infornation.
Ycu rrny udoad up to three single pages (LS Letter), of inf onrEtion. lf you a single mlti-page docunent, only the first
three pages will be considered. The fdlcrving fornats, will be accepted: JE, FDF or llFF
SlFunding
Does your organization have, or have you applied for, grant funding from other sources? lf not, wiry 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 vvlrich have not yet been secured will be listed separately, in the field(s) directly below
Finally, what changes would occur if the project couldn't be funded?
Other Funding *Does your organization have, or have ycx.r a$ied for funding frorno{rer sources?
6Yes CNo
Funding for which you have applied but not yet secured
Funding Source
Gallery One Arts Commission Grant - Local Female Portraits of Suffrage
Centennial
Local Sponsorships
Funding Shortfalls*
Amount
$ 2,500.00
Matching Funds
Percentage
$ 2,700.00
What changes wor-rld occur if the prcU'ect couldn't be funded?
Our Voices of Kittco vr,ould move fonrard with planning events, but would not have
the resources to create the websiie, push forvrard aggressive social medial
engagement to other areas of the state, coordinate activities, or implement many of
the planned activities for the big celebration.
While Kiititas County uould still recognize and celebrate the centennial of u,omen's
suffrage, the ability to reach out to create strong activities to draw audiences
(particularly those form 50+ miles or more) uould be limited.
2500 character linit.
136.02
o//o
lhis fidd will auto iill with the correct percentage based on ycur inptfi to hdget section bdow
9l Project Budget Overview
Please complete budget for this projectiproposal. lf your agency operates independently of this project application it may
not be necessary to submit the entire agency budget. You must submit a budget which specifically pertains to the
projectlevent for which you are requesting funding and adheres to the basic budget format shown below,
The budget must include anticipated revenues, eryenditures, 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 marketingladvertising, you must
submit verifying documentation which assures the contribution will be provided. For instance, if you are
claiming in-kind contributions in the form of advertising maich, a binding contract itemilng the matching value and
obligating each party must be provided.
AITENTION: ln an effort to allow an adequate level of flexibility for all applicants, not all fields in the budget porlion are
required to be filled before this fornr is submitted. Providing all applicable data is your responsibility, failure to do
so will potentially jeopardize your application's chance for review.
Verification of ln-kind
Contributions
For any clalned in-kjnd cwrtributions valued at $500 or n"ore and rdated to nnrketinfadvertising, you nust subrit
verifying docunentalim which assures the contribution will be provided.
lnkind.pdf 21 1.63K8
Account Name Past Actual 3 Past Actual 2 Past Actual 'l Projected
$ 700.00Event Listing
Sponsors
$$$
Other Sponsors $ 2000.00
$ 2500.00Arts Commission
(through Gallery
One)
$
$
$
$
$
$
I n-Kind Contributions (except volunteerism)
Revenues From Consolidated Lodging Tax Grant
Budget Year
Edit if necessary
All Other Revenues
2020
$$
Projected
$ 10,440.00LTAC Grant
Funding
Past Actual 3 Past Actual 2 Past Actual 1
$
Account Name Past Actual 3 Past Actual 2 Past Actual 1
Daily Record
Publication
$$$
Partnerships
Organizations
Contributions of Volunteer Time
Past Actual 3 Past Actual 2 Past Actual 1
Number of Hours
$$$
Projected
$ 2000.00
$ 7000.00
Projected
3,850
Evidence of Volunteer Flease upload a single file which offers evidence in support of the projected vdunteer hours.
Contributions* OurVoices-Volunteerhours.pdf 16.08KB
Calculated Value of $ 90,706,00
Projected Volunteer
Time
Revenue Totals
Past Actual 3
$ 0.00
Expenses
Account Name
Website
Advertising and
Social Media
Event costs (i.e.
space rentals, porta
potties, costume
rentals, table and
chair rentals, etc)
lnsurance
Local Female
Portraits
Culminating Event
Costs
Play (May's Vote)
Volunteer time
Past Actual 3
$
$
$ o.oo
$ o.oo
Past Actual 3
$ o.oo
Past Actual 2
$ 0.00
Past Actual 2
$
$
$ o.oo
$ o.oo
Past Actual 2
$ o.oo
Past Actual 1
$ o.oo
Past Actual 1
$
$
$ 0.00
$ o.oo
Past Actual 1
$ o.oo
Projected
$ 115346.00
Projected
$ 2640.00
$ 5000.00
$ 2500.00
$ 500.00
$ 2s00.00
$ 2500.00
$ 600.00
$ 90706.00
Projected
$ 106946.00
$$$
$
$
$
$
$
$
$$$
Expense Totals
Profit & Loss
Application Certification
The applicant here certifies and affirms: 1. That it does not noq nor will it during the performance of any contract arising
irom this application, unlawfully discriminate against any employee, applicant for employment, client, customer, or other
person vvlro might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military status, serual
orientation, creed, place of birth, or disability; 2. That it will abide by all relevant local, state and federal larars and
regulations and; 3. That it has read the information contained in the lnstructions on pages 1 and 2 and understands and
will comply with all provisions thereof.
Certified by:
Cerohn ttanetail0/
Name*
Applicant's Title*
Carolyn Honeycutt
Committee member
Past Actual 3
$ 0.00
Past Actual 2
$ o.oo
Past Actual 1
$ o.oo
Projected
$ 8400.00
IMERNAIJ REVENUE SERVTCEP. O. BOX 2508
CINCINNATI, OX 45201
Dare:8EP I 3 nO
LEAEUS OF WOMEN VOTERS OF
WASHINGTON EDUCATTON FTJND
r.4r.1 FOURTS AVE +803
sEATrtE, t|lA 98101
DEPARTMENT OF ?HE TREASURY
Employer fdentif icat j.on Number:
91-1849890
DlNr
170s3 239?08000
Contact Fergon:
JOSN JENNSWBIN
Contact Telephone Number :(8?7) 829-ss00
Our lretler Daled;
\tanuary 199?
Addendum Appliesr
No
Dear AppJ.ieant:
This modifies our letter of the above date in which we atated lhar youridould be treated aa an organlzarion thac ls no! a prlvate foundat.ion until theecpiration of your advance ruling period.
Your exemPt statua unde! aectlon 501,(a) of tbe Internal Revenue Codc as anorganizalion described in gcction s01(c)(3) te stil1 in effect, Bas€d on lheinformation you submitted, we have determined that, you are nog a privatefoundalion within the meaning of, €ection 509(a) of Lrre Code becauie you are anorganization of the type described in aecrion sog(a) (1) and 1?o(b) (1j (A) (vi).
GrantorB and conlrl"butors may rely on this determination unleeE thernternal Revenue service publiehes notLce to the contrary. However, if youlose your section 509{a) (1} status, a grantor or contributor may not re}y onthis determination if he or ehe wae in part, responsible for, or wae awari of,the act or failure to act, or the Bubstantial oi rnaterial change on lhe part. ofthe organizael.on chat resulted in your loEe of such stsatua, or if he or sheacquired knowJ.edge thal the Internal Revenue Service had given not,ice lhat youttould no longer be cLagsified ag a section SO9(a) (1) organiaation.
You are required to make your annual information retuln, Form 990 orForn 990-Eu, avallabLe for 1rublic inspectslon for three years after the Laterof the due date of Ehe return or the date the return is filed, you are alsoreguired to make available for publlc lnspectj.on your exempcion application,aDy supporting documenla, and your exempt.ion Letter. Copies of thesedocumentE are aLgo requlred Eo be provided to any indiviiual upon written or inper60n requeat without charge other than reasoaable feee for copylng andpoEtage' You may fulftll thia regulrement by placing thege documents on thelnEexnet.. Penaltles may be impoBed for fairure to comply with thesereguiremente. Additionaf informati"on ig available in -pubtication 5s?,Tax-Exenpt statua for your organization, or you may carr our to1l freenumber ghown above.
rD* 3130?
rf we have indicated in the headi.ng of thie l-et.ter that an addendumapplies, the addendum encl"oEed ie an integral part of this letter.
Because this letcer could help resolve any guestions about your privacefoundation Btatus, please keep it in your pernanent recordg.
If you have any guestions, please contact the person whose name andtelephone number are ghown above.
Sincerely yours,
Steven L. jttUef
Steven T, Millcr
Direcloa, Exenpt Organizatlons
ttaNli0let
$roit8r'3 l{sT0RYaatttltttr
912412019 Washington State Historical Society > Suffrage Centennial
HOME > RESEARCH > SUFFRAGE CENTENNIAL
Find oul more obout the 2020 Suffroge [entenniol in Woshington
rolilied notionolly.
slalewide oulreach.
You can learn more and tind olt about events across the slate vla o!r dedicated website, Sllt6ge10OWa.coh.
Apply for a Grant
Nonprofil organjzations and public groups can apply for a grant to lund an activity, program, o. event supporling the suffrage centennial in Washington. Who can apply?. 501c3 nonprofit organizations ihcorporated in the state ofWashington. Local govemments
. TribEl governments and relaled organizations
. Public schools and Iibrades
some ideas:
Discussion panel, speakoE bureau, lecture series, or guosl lecturc. Hosting a related herilage organization, such as Humanities WA or Livino Voices
' Ah exhibition /. Ap'ayorperfornance
. A5Kwalldrun orbicycle race
. A voter.egislration drive
Any program lhat suppons one or more of these Cenlennial Celebration goals @n be considered:. Celebrato historic and curent women of Washington. lncrease civic engagement of women in Washington. lncrease public undeBtanding ofWashington's role and impact in the nalional sufirage movement. lncrease public understanding of where Washington State is today in terms of gender equality. lncrease public understanding of long-tem effects of the suffrage movemenl in empowering and advancing women in society
The ideas are endlessl Whal's yolrs? Tell us how you'd like to honot the centenhial and apply for a grant here:
https:/ !w.suffiagel 00wa-com/grants
CONIACT
Washington Slate Histod€l Sociely
1911 PacificAvenue, Ta@ha, WA9&02
ToiHreo 1-888-BE THERE (1-88&238i373)
@ 2019 Washington Slale HistodGl Society.
Al dghts resewed. Website by Sltec.afllng.
www.wash i n gtonh istory.org/research/suffrage 1 00wa/1t1
Volunteer hours:
14 collaborating institution plus 8 new partnerships x at least 1 volunteer per institution = 22
volunteers
22 volunteers x 10 hours of volunteers time for x 22 events = 6160 hours
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 Advertisins 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/z 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. Advertisins Reimbursements
Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere
to the following guidelines and requirements for each type of advertising media utilized.
A. Print Advertisine:
t. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed at 700% of the cost, including any production costs. To
operate exclusively outside of Kittitas County, the provider must not be physically located in
the County and/or not distribute any media within the County.
2. Print advertising placed with any media provider which operates inside Kittitas County may
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to L0 days prior to
the event may be reimbursed at 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 A, (2)(a) above, advertising reimbursement requests must include a
statement from the media provider specifying the percentage distribution to areas
outside of Kittitas County. Reimbursements will be allowed for the amount distributed
outside of Kittitas County, including any production costs.
B. Television Advertisins:
1. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will
be reimbursed at 100% of the cost, including any production cost.
2. Television advertising placed with any media provider inside the Yakima /Kittitas DMA will
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed at 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(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 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 al lO0% 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 contractorthat the list is accurate and a copy of the poster/flyer must be provided
along with other required documentation.
2. Banners which are placed inside of Kittitas County may be reimbursed at LOO% of the cost,
including any production costs, ln order to receive reimbursement, the banner cannot list a
specified date or location, Request can only be made one time.
3. Signage (site layout use only) which are placed inside of the venue/facility of the event may
be reimbursed at 100% of the cost, including any production costs, ln order to receive
reimbursement, the signage cannot list specified date or location. Request can only be
made one time. (i,e. ADA Parking/Parking, Loading Zone, Evacuation Route, Bathrooms, and
Stage locations)
F. Radio Advertisine
1-. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at LOl% 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 al tOO% 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 reimbursedtOO% of the paid invoice cost. ln orderto receive
reimbursement operations invoice must an approved cost from the Consolidated Lodging
Tax committee members list. lnvoice provided must include notation of payment with proof
of payment.
2. Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed
at !OO% 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