HomeMy WebLinkAboutAmended LT-2020-001LT-2020-001-CLE ELUM DOWNTOWN ASSOCIATION- Amended EP
2O2O LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND CLE ELUM DOWNTOWN ASSOCIATION
This Contract, effective January 7,2O2O is made and entered into by and between KITTITAS
COUNry ("County"), a subdivision of the State of Washington, and the CLE ELUM DOWNTOWN
ASSOCIATION ("Contractor"), for the 2020 Cle Elum Downtown Association ("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.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 fifteen thousand dollars (S15,000) (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 fifteen thousand dollars
(S15,000XKittitas 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 75,2O2t after this date funds lapse.
d. Requests for reimbursements must be submitted to:
Kittitas County Auditor
Attn: Auditor's Accounting
205 West 5th Ave - Suite 105
Ellensburg, WA 98926
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LT-2020-001-CLE ELUM DOWNTOWN ASSOCIATION- Amended EP
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:
o Marketing ltems Only
o Online Marketing- multiple channels within
o Print, TV, & Radio Advertising
o Collateral Development- town maps, guides
o Venue lmage- promo and branding
o Direct Mail
o Flyers/ Posters
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 Online Marketing Administration
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 ito r/defa u lt aspx
Section 3. Performance bv Contractor.
a. Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County. Any such delegation or subcontracting without the County's prior written
consent shall be voidable at the County's option.
b. Contractor shall at all times be an independent contractor and not an agent or representa-
tive of the County with regard to performing the Services. Contractor shall not represent
that it is, or hold itself out as, an agent or representative of the County. ln no event shall
Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the
County. lt is understood that the Contractor and the Contractor's staff and employees are
not employees of the County and are not, therefore, entitled to any benefits provided
employees of the County.
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
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2020 County Lodging Tax Funding Agreement Page 2
LT-2020-001-CLE ELUM DOWNTOWN ASSOCIATION- Amended EP
required to be incorporated into agreements of this character are incorporated into this
Agreement by this reference. Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
sex, marital status, or the presence of a physical, sensory, or mental handicap.
e. The Services shall at all times be subject to inspection by and approval of the County, but
the County's making (or failure or delay in making) such inspection or approval shall not
relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's knowledge of defective or non-complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County with sufficient, safe, and proper facilities and equipment for such inspection and
free access to such facilities.
f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or its designee, or such Federal or State auditor with such information
related to the Services as may be requested by the applicable governmental entity.
Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County makes final payment of compensation due hereunder,
Contractor shall provide the County access to (and the County shall have the right to
examine, audit and copy, with or without notice) all of Contractor's books, documents,
papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release. lndem nitv, 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
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LT-2020-001-CLE ELUM DOWNTOWN ASSOCIATION- Amended EP
a Any breach of or default under this Agreement by Contractor.
Section 5- Comnliance 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.
The County specifically shall not be liable to Contractor for the County's release under public
records laws of any documents not protected by trademark, copyright or other law.
Section 6. lndustrial lnsurance Waiver.
With respect to performance of this Agreement and as to any claims against the County, its Additional
lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51
of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contractor'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- lnsuran ce 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 expensds
arising out of personal injury (including death) or property damage that may result from
performance of the Services or this Agreement, whether such performance is by Contractor
or any of its employees, agents or representatives.
c. Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d. Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
e. Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County as an Additional lnsured and shall stipulate that the insurance
a
c
a
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LT-2020-001-CLE ELUM DOWNTOWN ASSOCIATION- Amended EP
afforded by the policies shall be primary insurance, and that any insurance, self-insured
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
Contractor shall firrnish 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, bywritten notice thereof to Contractor, terminate thisAgreement asto allorany
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.
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.
t. Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
this Agreement. Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement, and is not in
a
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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 10 days of such occurrence or
upon delivery of written notice from one party to the other within 24 hours of the receipt of
notice of the prediction of any of the above occurrences. To the extent feasible within the
constraints imposed by any event of the type described above, the parties agree that if the
triggering event is of apparently or likely transitory effect, the parties may negotiate such
amendments to the agreement that are mutually satisfactory and not otherwise contrary to
law, including but not limited to a change in the dates for completion of any portion or the
entirety of this agreement.
KITTITAS COUNTY
B OF tsstoNERs CONTRACTOR
LI lzozc>
2020 County Lodging Tax Funding Agreement
IPrint Name]
Page 6
,4*ot'1,
LT-2020-001-CLE ELUM DOWNTOWN ASSOCIATION- Amended EP
lAddressl
[Telephone]
O rTY-L
Clerk of the Board
TO FORMl|il
De puty Prosecuting AttOrney
2O20 County Lodging Tax Funding Agreement Page 7
EXHIBIT ''A'
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop - 2019 *Dd you attend the G"ant Appicalion Vlbrkshop - 2019 hosted by the Kiftitas &unty C€nter of Conrrerce?
€ Yes
CNo
Submittal lnstructions
& General
lnformation *
G Yes,
I have read and understand Sjbrittal hstructions and General lnfonrEtion for the 2019 Lodgng Tax eant funding
Fl'ocess
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 lhe 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 booknrark. The
link will also be sent to you in an email.
Organization I nformation
Name of Organization * Cle Elum Dovrmtovnr Associaion
Organization Address * $reet Address
312 W 1si
Address Lrne 2
PO Box'106
oty
Cle Elum
tostal / Zp Code
98922
S'tate I Flovince / &gion
WA
Oouniry
US
Website
Federal Tax lD #*
UBI #*
Organization is a:*
Contact lnformation
i,unnru. cleelumdowrtovrn. com
20-3716010
203-716-010
C Government Entity
G 501(c)3
C 501(c)4
C 501(c)6
C Other
(Note: you must submit 501(c)3, 501@) , or S01(c)6 approval documentation.)
Click here io view sample documents (redacted).
Upload Proof of Letter of Determination.pdf
Organization Status *
Accepiade file fornats include: JE, FF or TIFF
First Name *Debbie
43.79K8
Last Name* Bogart
Phone Number* 509-433-7330
Ennail* executivedirector@cleelumdovmtown.com
Project or Event lnformation
ProjeciiEveni Mme* Cle Elum Dounionn Associaiion
Event Dates
Please provide any specific dates, or range of daies, on wtrich your event or projeci will be held. You may add as many
dates or date ranges as necessary.
Event Dates
Start Dates *
11112020
ProjecVEvent
Location *
New or Ongoing
ProjecVEvent?*
Amount of Funding
Requested *
Funding Request Max
Tourism Seasons *
Application Questions: Part 1
End Dates
12131t2020
Dotaariovrnr CIe EIum
G Ongoing ProjecVEvent (More than four years in existence)
C New Project/Event (Four or fewer years in existence)
$ 15000.00
lf you selected "Grgoing RojecvFlenf' above this armunt nEy not exceed 10% of the tdal expense budget of this
project.
16,332
Fromthe list below, what season will your pn{ect enhance tourisn? Select any which apgy.
fl Year-round (January - December)
lI Off Season (November - February)
ll Shoulder Season (October or March - May)
l- High Season (June - September)
Please answer each question completely, in the order listed. Please include anysupporting data within the
response narrative.
1 I ProjecUEve nt Description
Please provide a description of your projecUevent 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 *
The Downtovr,,n cle Elum Association is a nonprofit organization that colleciively
provides opportunities for local merchants to identify and produce special and retail
events that are aligned with revitalizng and increasing tourists to the doluniounr
core of cle Elum. Following the National Main streei center Four point Approaeh,
the merchant community in Cle Elum is committed to growing our city. Several
successful projects such as; Ciiy Clean Up, pioneer Day Village, Boo Elum and
christmas in cle Elum have been launched and are gaining popularity with visltors
to our area. Economically, during the late Spring and Summer season, retail
revenue is strong. winter and early spring retail this past year vras hard for many
merchants and did cause closure of a couple businesses. Due to these closures
and the renovation of other spaces, new retail opportunities are now available.
These reiail spaces are being actively looked at by new business owners and
through epansion projects or second business ventures by existing business
owfiers.
The cle Elum Downtovr,rr Association is rarcrking closely with existing merchants to
develop a sironger calendar of retail events to increase tourism during each
season; Spring, Summer, Fall and Winter. ln doing so, CEDA is also netvrorking
with local resorts, with equestrian and rodeo organizations, and sporting
tournaments to identify activities wtrich will have the opportunity to impact the retail
income and tourism in dountovr.,rr Cle Elum.
Promoting Dovrntolvn continues to be a long-term goal, building parinership with
merchants, local vendors and organizations to increase participation is an
important parl of achieving the goal of both promoting and encouraging tourism in
Cle Elum.
E>panding the reach of existing projects, to ensure that visitors lodging at local
hotels and resorts, travelers along 1-90, people participating in major events in the
area siop and shop will increase retail sales, year around. The outreach and
marketing needed for special events and retail activities impacts the need for
funding to support marketing, media and social media expenses that CEDA will
need to produce and provide.
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List of lntended Use of Funds*
Online Marketing - multiple channels within
Print Advertising
Tv Advertising
Radio Advertising
Collaterial Development - iovrrr maps, guides
Online Marketing Administration
Venue lmage - promo and branding
Direct Mail
Flyers / Posters
2l Projections of lncreased Tourism
Please provide the following estimates of how any money received will result in increases in ihe number of people
traveling for business or pleasure on a trip:
1. Atmy from their place of residence or business and staying overnight in paid accommodations;
2. To a place fifty miles or more a\ €y from their place of residence or business for the day or staying overnight;
3. or from another country or state outside of their place of residence or business.
You must provide the evidence utilized in determining your projections.
Response 2.1
Projection *
Response 2.1
t*tsvtdence
Response 2.2.. trFroJecUon
L Away fromtheir place of residence or b:siness and staying overnight in paid acconrmdaticns;
Year around visitor campaign: We will be utiliZng the recommendations from the
Arnett Muldrow market analysis and dowrtom master plan to complete the
campaign message. With the figures listed above, of wlrich is 23% of potential of
visitors io Cle Eium, we estimate that this figure will increase during the summei.
!&eeks of the yeai". lf CEDA uses a consei'vative average annual number. of visitor-s
al 226 I u,eek (more during peak season and less during slow season) to
accommodate for an average throughout the year, and calculates at 25% staying
overnight (30% of travelers are leisure travelers per tourism office):
226 Travelers x 23% (statistic from Arnett Muldrow study) x 52 riveeks = 2,667 with
25% staying overnight = 667 annual hotel stays, plus estimated hotel stays.
667 annual hoiels stays x121.74 (average daily rate: STAR Report for the county
accommodations) = $81 ,170 in hotel spending.
Several successful projects such as:
Ciiy Clean Up, Pioneer Day Viliage, Boo Eli.im anrj Christrnas iii Cie Eiurii have
been launched and are gaining popularity with visitors to our area. The Cle Elum
Dorrrrntown Association is vrlrcrking closely with existing merchants to develop a
stronger calendar of retail events to increase tourism during each season; Spring,
Summer, Fall and Winter. ln doing so, CEDA is also netr,rrorking with local resorts,
with equestrian and rodeo organizations, and sporting tournaments to identify
activities wtrich will have the opportuniiy to impact the retail income and tourism in
dotmrtor,vn Cle Elum.
Promoting Doi,vntourn continues to be a longterm goal, building partnership with
merchants, local vendors and organizations to increase participation is an
important part of achieving the goal of both promoting and encouraging tourism in
Cle Elum.
Expanding the reach of existing projects, through increased marketing and
targeted outreach with visitors to Cle Elum, travelers along l-90 and people
participating in major events will impact lodging at local hotels and resorts in the
area. This increase will also encourage visitors and tourists io stop and shop,
increasing retail sales, year around.
2500 character linit
ln 2017, consultants from Arnett Muldrow conducted a market analysis and
dovvntoran master plan that determined visitors in dornntovrn Cle Elum vras an
estimate of 215 visitors per week. By using that figure and conservatively
increasing by 5% for 2020, iaking the information provided by the STAR report
specifically for the county, it will provide us with the estimates for hotel spending in
paid accommodations.
See figures above for the calculated evidence
We will continue to do surveys, reviewgoogle analytics, and reviewregistration
forms to verify attendance information at all events that occur in dovrntor,rnr Cle
Elum.
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2.To a place fifty niles or nore alvay fromtheir dace of residence or business for the day or slaying overnight;
We predici 8,608 people wili visii from 50 miies auay or more for events in
dourntor,tn Cle Elum or Cle Elum proper. ln addition, rir,e predict this could bring
$178,960 to Cle Elum.
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Response 2.2:*trvloence
Response 2.3:
Projection *
Response 2.3:*EVrOence
According io survey results 73% vrere visiting s0 miles av\ay or more but only for a
day trip and possible overnight accommodations, (i.e. 6,500 pioneer Days, .1,500
Cruise Cle Elum, 1,000 Boo EIum, 1,500 Christmas in CIe Elum).
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3. or fromanother country or state outside of thek place of residence or business.
we predict there will be out of country or state travelers. we have tracked such
travelers; hovvever, we are not able to put a number to that projeciion.
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we will continue to do surveys, reviewgoogle analytics, and reviewregistration
forms to verify attendance information at all events that occur in dor,r,,ntown cle
Elum..
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Application Questions: ParL 2
3lMeasuring Results
What tools will you use to measure your event's impact on tourism? Please be specific and provide examples. 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 leasi 50 miles avray?
C' What strategies will you use to assist in marketing all of Kittitas County as a tourist destination with your
event/project fund ing request?
Response 3:
Measuring Resultsx
This season u,e will develop a coupon book with local businesses to help drive
a\ €reness and customers their uay. lt will be used to collectively bring businesses
together and ure can track the use of those coupons. we will also be providing
greater a\ €reness of Cle Elum Dorl,rrtoun through increased promotion on FB
through by co-marketing with the Chamber, local retailers, resorts and lodging
resources.
Event registrations and tracking tools on prinied / published materials will also help
obtain information through lp code, overnight stays, google analytics, etc. surveys
to other participants will be conducted and evaluated.
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\Mlat tmls will you use to Feasure your event's irpact m tourisn? Flease be srecific and provide exanples.
we will provide the chamber's central washington Visitor's Guide, the Tribune's
Explore Kittiias county Guide, and the local Visitor's Map at our registration booth
or llelcome table. We also link our website and Facebook to the
centraluashingtoncolor.com and discovercleelum.com urebsites, and actively direct
people to that information available there as well as the chamber of commerce
website.
A. ls your projecUevent year-round or is it seasonal or dale-specific?
G Year Round C Seasonal C Date Specific
Your selection here should be supporied by the dates ycu provided above, in the Ftdect or hrent lnfo{"nBtion section.
Response 3 A:
Measuring Results*
Response 3 B:
Measuring Results*
Response 3 C:
Measuring Results*
B. '\Arhat slraiqies wiil you en$oy to assure you are attracting lourisis fromat leasi 50 iriles away?
CEDA will continue to monitor activity through online activity and increases in traffic
supported by Google Analytics and Facebook lnsights. ln addition, there will be
information gathered at various events through surveys, registration forms, and lp
code information that businesses can provide. CEDA will uork with hotels on
gathering data for room stays in relation to events. We will rrlrrrrk with the Chamber
Tourism Office and review the STAR reports to see if the peak accommodation
demand correlates with events or activities in the dovrntoririn.
Event surveys will include request for 2p code, howthey heard about the event,
whether or not they are staying overnight in a hotel. Surveys done inside of
businesses over the summer will ask for a zip code, primary reason for travel (if
they visitor is not local), how many nights they are staying in an accommodation.
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C \\{€t siratryies will you use fo asrsist in narketing all of ldttitas Oounty as a twrist destination with ycilr
evenVproject f unding request?
Links to county-wide tourism \ilebsiies will be included in the downtoun association
\ /ebsite. Pioneer Days will continue to expand as it is a significant part of the
county-wide involvement and celebration around the 4th of July, including
tournament play for sporting events such as Triple Shot Basketball Tournament
wlrich hosted more than 80 teams ihis past year, ihe second year of operation.
All development of town guides, maps will continue to promote upcoming events to
increase the exposure and excitement around discovering and eploring in and
around the Cle Elum area.
CEDA will continue to seek uays to cross-promote tourism through ruebsites,
Facebook and collaborative advertising. Pioneer Days, Boo Elum, Christmas in Cle
Elum, Triple Shot Basketball and retail events will continue to grow and expand as
these events are cross-promoted through increased partnerships with; eveni
planners, hotels, businesses, Suncadia, the Washington Horse Park and other
venues in the Cle Elum area. ln addition, CEDA Wll continue to seek \nays to
include information about the county aciivities and inclusion of upcoming events in
correlation with other events - ensuring that promotion of Cle Elum and the many
oppodunities to eplore and stay in lodging, locally is encouraged.
2500 characterlinit
Application Questions: Part 3
4lGollaboration
lf your organization collaborates or has created partnerships with other organizations, groups, or other
events, how is this accomplished?
Collaboration *Distribution points through the dowrto\ n core will be maintained with current
information about the local area and events that are occurring. ln addition, CEDA
has the abiliiy to e4rand distribution ihrough county-wide information wtrich include
the Msiior's Guide, the Kitiitas county Maps, Tribune Visitor Guide, etc. currenfly
there are three locations in the dovrnrtor,rn core wtrich have high traffic volume u/rich
vrc can expand to: Pioneer Coffee, Cottage Cafe, Mike's Tavern, Cle Elum Bakery
and many others.
Through our partnership with ihe Kitittas county chamber, CEDA is able to utilize
the Chamber's -channels to promote the efforts of CEDA on their vrebsite,
calendar, ueekly emails to members, Facebook sites and distribution centers
(Msitor Centers) in Cle Elum and Ellensburg.
The Executive Director and Board Members attend and participate in many facits of
the community. Examples of wtrich include: city council Meetings, city of cle Elum
Parks and Recreation Planning Committee, Cle EIum Kiwanis, Lions and Rotary
clubs and Upper Kittitas county Historical society. ln addition, CEDA mainiains a
very active communication with organization such as; Suncadia Community
services, suncadia Home owners Association, washington state Horse park, cle
Elum Roundup - PRCA Rodeo.
CEDA board members are actively engaged in the cle Elum and Kittitas county
communities. Meeting with community leaders and clubs to promote the city of cle
Elum and the county. Working together to better the health of their tou,n and
activities, wtrich the downtown provides.
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5l Future 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*Each year, CEDA Board of Directors and Committees develop wcrk plans which
specifically address creating a more sustainable environment, one thai builds
capacity for the organization and marketing efforts for the doraintounr. AS GEDA
shows more and more success with its dorirntovu'r revitalization efforts, a stronger
environment for increased partnerships and opportunities for giving and sponsor
events is evolving. CEDA estimates partnership giving to increase by 15% in the
next year.
our close relationship with the city of cle Elum has developed intp a partnership
with projects that will continue the efforts of downiown revitalization and help with
creating cost-recovery models.
Additionally, by having a strategy that gives us a 3-S-year goal, it helps us to plan
and go after additional funding opportunities and to focus on diversifying our
budget revenues to help balance our projects.
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Application Questions: Part 4
6l Additional lnformation
Provide any additional information which will assist the Lodging TaxAdvisory Committee in evaluating your
project and its benefit to tourism.
Additionai lrrformation CEDA has eryerienced several successes this pasi year wlrich have pi-ovided
celebration in our partnerships with the dovrnrtown community and City of Cle Elum.
We have been able to invest in our communiiy by helping with ihe beautification of
dovmtor,vn through the summer flouer and \ratering program, by supporting our new
partner the Upper Kiititas County Triple Shot Basketball club in their efforls to
epand their annual tournament during the 4th of July.
We have compleied Phase 1 of the Rooftop Lighting project. lnstallation of five new
buildings and maintenance of the lights on the original 33 buildings have all been
compieteci. Since compietion, CEDA has receiveci inquiries irom building owners for
installations in 2020.
CEDA coniinues to vlrcrk on the completion of tvrrrc pocket parks vrfrich will provide or
visitors a place to pause and relax in small parks in the dovrrrtourn business area.
Both parks are slaied io be completed in 2020.
CEDA has taken the role of leading a large planning team, representing Cle Elum,
R.oslyn and Ronald in planning anC producing en even larger" Pioneer Day event.
Results from the collaborative efforts have increased both the excitement and
interest in being invohred in planning for'4th of July events next yeai..
With a full time staff member nowon board for CEDA, the opporiunities to connect
with the business community, to plan retail events, communicate and promote Cle
Elum is already being seen. Participation on planning teams and responsiveness to
inquiries for information has begun to grow significantly.
There are multiple opportuniiies for visitors to be attracted to the Cle Elum area
and our downiovvn community. These include; natural, cultural, human, and capital
resources. These allow CEDA the opportunity io target our tourism plan io different
user types; day visitors, business travelers, family and friends, vacationers, special
interest groups (bicyclers, hikers, quilters, naturalists, fly fishing enthusiasts, etc.),
all of vilrich spend money when they come to torrvn. The rnonderful thing about Cle
Elum is that it can cater to the particular needs and interests of all of these.
2500 character linit
Supporting Documents You nay upload any supporting docunents such as graphs, inages, diagrans, nerketing naterials, etc.
Jan:August Overall Recap - CEDA.pdf 7SJ2KB
Tribune Guide 19.pdf 1.7MB
Boo Elum Header.jpg 1.17.SSKB
Ycu are allored to subnit up to 3 single page {LS Letter) docunents in JFQ FDF or TlFFfornat
7l Previous Lodging Tax Grant lnformation
Previous Years Fbs your event received Lodging Tax funds in previous years?
Atmrded Lodging Tax 6 No, this event/project has not previously received Lodging Tax FundingGrants* G 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 activity and/or will attend
this year?
Prior Year*
8,606
Projected *
9,896
How many days didiwill your 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*
643
Paid Overnights' Data Support
Explain how the room nights data above lrom the prior year uas collected and how the projection for the ne>,c year is
derived. (For example, if there vras a survey conducted for the prior year, erylain the methodology. For the projections,
what are ihey based upon and how is that basis justified?)
Projected *
739
According to survey results 73% r,rrere visiting 50 miles av\Ey or more but only for a
day trip and possible overnight accommodations, (i.e. 6500 pioneer Days, 1S00
Cruise Cle Elum, 1000 Boo Elum, 1S00 Christmas in Cle Elum).
According lothe 2017 Dean Runyan repori for Kitiitas County, the average
expenditures for per person day trip is 927 (6628 X27 = $128,960 in potential
spending).
We will continue to do surveys, review google analytics, cash register sales
comparisons, and tax receipt comparisons to verify information.
2500 character linit.
h addition to field above, yor nay u$oad the evldence to support the pnior years' roor/night infornation.
Ylu ney upload up to three single pages (LS Letter), of infoffration. lf you a single mLfti-page docunent, only the first
three pages will be considered. The fdloirrrring forrrats, will be accepted: JE, FF or TIFF
Prior Year Paid
Overnight's Stay^*Kesponse
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? tf not, wtry not? lf yes, please
list the funding you have for the project, including any volunteer and in-kind sources in euestion 9l project Budget
Overview.
Funding sources and amounts uhich have not yet been secured will be listed separaiely, in the field(s) direcfly below
Finally, what changes rrrrould occur if the project couldn't be funded?
Oth er Fu n ding * Does your organization have, or have ycil apiCied for funding frornother sources?
Gyes CNo
Funding for which you have applied but not yet secured
Funding Source
City of Cle Elum Lodging Tax Committee
Suncadia Community Enhancement
Shoemaker Foundation
Amount
$ 10,000.00
$ 5,000.00
$ 5,000.00
Funding Shortfalls*
Matching Funds
Percentage
Verification of ln-kind
Contributions
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, ependitures, and any potential profit or loss. For projects/events which
are ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operations
(need not be consecutive) for the project/proposal if applicable.
For anyclaimed 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 itemiZng the matching value and
obligating each party must be provided.
AffENTION: ln an effort to allow an adequate level of flexibility for all applicants, nol all fields in the budget portion are
required to be filled before this form is submilted^ Providing all applicable data is your responsibility, failure to do
so will potentially jeopardize your application's chance for review.
\Ahat changes would occur if the prcject couldn't be funded?
CEDA has developed a 3-5 year strategy for increasing our funding and r,r,e are
hoping to accomplish wl-rich will potentially allow us to cover any shortfalls. As ue
develop greater partnerships within our community v\e feel there will be opportunity
to seek funding through donor support and sponsorship of events ihat hav,e
proven success in attendance and recoonition.
lncumbent within the Master Plan are strategic projects to enhance the dovrntovrn
area and draw more tourists into Cle Elum. As our retail businesses grow and
become more successful, support for CEDA will also gain popularity with the
potential of increased financial support locally.
The Organization Committee within CEDA has a speciflc goal of addressing funding
and developing funding strategies.
2500 character linit.
72A.00
o/
ftli, rua *il urto till with the conect perceniage based on ydf input to budget section below
For any clained irrkind corrtih;tisrs valued at $500 or nnre and rdated to rrarketingladvertising, you rrusl subrit
verifying dmunentalion which assures the cmtribr.rtim will be provided.
Account Name
Hanging Basket
Program
Past Actual 3
$ 0.00
Past Actual 2
$ o.oo
Past Actual 1
$ 2400.00
Projected
$ 2000.00
Budget Year
Revenues From Consolidated Lodging Tax Grant
2018 20't9 2020Edit if necessary 2017
All Other Revenues
Past Actual 3
$ 0.00
Past Actual 2
$ o.oo
Past Actual 1
$ 16,000.00
Projected
$ 15,000.00LTAC Grant
Funding
I n-Kind Contributions (except volunteerism)
Account Name
Pioneer Day
B&O Mainstreet
Direct Public
Support
Account Name
Accountant
Account Name
Organization
Promotions Events
Design - Art lnstalls
Building and
Business
Economic Vitality
lnfrastructure
E>penses
Grant Program
Operations - Staff
Past Actual 3
$ o.oo
$ o.oo
$ o.oo
Past Actual 3
$ o.oo
Past Actual 3
$ 0.00
$ 0.00
$ o.oo
$ 0.00
$ 0.00
$ o.oo
$ o.oo
$ 0.00
Past Actual 2
$ o.oo
$ 0.00
$ 0.00
Past Actual 2
$ o.oo
Past Actual 1
$ 1412.00
$ 95000.00
$ 2000.00
Past Actual 1
$ 8320.00
Past Actual 1
$ 6847.00
$ 18500.00
$ 10000.00
$ 1000.00
$ 0.00
$ 46300.00
$ 47500.00
$ 35000.00
Past Actual I
$ 165147.00
Past Actual 1
$ -40015.00
Projected
$ 2500.00
$ 95000.00
$ 2000.00
Projected
$ 6500.00
Projected
$ 12250.00
$ 24500.00
$ 1 1000.00
$ 1000.00
$ 9500.00
$ 15068.00
$ 33500.00
$ 56500.00
Projected
$ 163s18.00
Projected
$ 12432.84
Contributions of Volunteer Time
Expense Totals
Past Actual 3
$ o.oo
Past Actual 3
$ o.oo
Past Actual 2
$ 0.00
$ o.oo
$ o.oo
$ 0.00
$ 0.00
$ o.oo
$ 0.00
$ 0.00
Past Actual 2
$ o.oo
Past Actual 2
$ o.oo
Evidence of Volunteer Flease upload a single file which offers evidence in support of the prqiected vdunteer hours.
Contributions* CEDA Volunteer 2020 LT.pdf
Number of Hours
91.99K8
Revenue Totals
Expenses
Past Actual 3 Past Actual 2
$ 52,750.84
Past Actual 1
1,372
Projected
2,239
Calculated Value of
Projected Volunteer
Time
Past Actual 3
$ o.oo
Past Actu6l 2
$ 0.00
Past Actual 1
$ 125132.00
Projected
$ 175750.84
Profit & Loss
Past Actual 3 Past Actual 2 Past Actual 1 Projected
Application Certification
The applicant here certifies and affirms: 1. That it does noi now, 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 uho might benefit from said contract, by reason of age, race, color, ethniciiy, sex, religion, military status, serual
orientation, creed, place of birth, or disability; 2. That it will abide by all relevant tocal, state and federal lar,rn 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:
beil,e tugrr{
Name*
Applicant's Title*
Debbie Bogart
Executive Direector
ffims*ltffiTti,H:i:lT,pP.O. Box 2508
Cincinnati OH 45?01
In reply nefer tol 075?1396tEHar. 05r a0l9 LTR 4168C 0z0-57r6010 000000 00
00016512
B0DCI SB
CLE ELUH DOII{TOT.TN ASSOCIATION
PO BOX 106
cLE SLUH HA 98922-0r04
ffi
133t18
Employer ID number s
Fore 990 requiredl
Dear Taxpayerl
l,le r ne respondLng to your
tax-exenpt status.request dated Feb. 2?, e0lg, about your
2$-37 t 60 t0
Yes
tle issued you a determination letter in June 2019,you as tax-exempt under Internal Revenue Code (IRCI(03).
recognlzing
Section 501(c)
tde also show yourre not a private foundation as definedsection 509(a) because vou're doscribed in rRc seetions170(b)(l)(A)(vt).
under IRC
509ta) (l) and
Donors can deduct contributions they nake to youSectlon 170. Yourre also quelified to peceive taxlegacies, devises, transfersr or Sifts under IRCand 25,22-
as provided in IRC
deductibi.e bequests rSections 2055 t ?tA6,
In the heading of this letter, we indicated rrhethei you nust file anannual infornatisn return. If yourre reguired to file a returnr vourRust flle one of thc fol-lqring by the 15th day ef the 5th mqnth afterthE end cf ycur annual aecounting period;
- Fonm 99Or Return of Organization Exenpt Fron Incone Tax- Fnril 99OEZ' thcrt Fern Return of Organi.zation Exernpt Fron Incone
Tax
- Form 990-Nr Electronlc Notice (e-Postcard) for Tax-Erenpt{lrganizations Not Requinbd to File Forn g90 or Fonm gg9-EZ
- Forn 99O-PFr Retsrn af Private Foundatlon or Section 4?47(a)(l)Trust Treated as Private Foundation
According to IRC Section 6033(j), if you donrt file a required annualinfornation return or notice for 3 consecutive yearsr llerlL revokeyour tax-exenpt status on the due date of the 3rd required return ornotlce.
You can get IRS forns or publieatians you need from our *rebslte at
wwu.irs .gov-lforns-pubs or by cal.ling 80o-TAX-FORH (800-829-3676', .
Tt you hava questlonsr call a77-A29-550O bett*een I a.m. and 5 p.m.,
0752139618Har. 05r ?019 LTR 4168C 020-37I60I0 000000 0rl
00016513
CLE ELUTI OOI,TNTOWN ASSOCIATION
PO BOX tO6
cLE ELUI'| ttA 98922- 0 106
Isca1 time rtime).Hondav through Friday (Alaska and Haweii fotlort pacific
Thank you for your cooperation.
SincerelV Voursr
/^*/A
Teni H. Johnson0perations Managerr AM Ops. 3
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CLE ELUM
DOWNTOWN ASSOC
Jnru - Aus WrssffE Arunlyrns
1,057 usERs U0:04:A7 AvG scssroN DURATToN
Top Ssuncrs
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HOL'IE
PIONEER DAYS
EVENTS
ABOUT
hdEET CEDA
FEATURED BUSINESSES
NEWS
CONTACT
DQWNTOWN CtE ELUI''f
BNAND
Top Cnrs
P6g
7g
65
6r+
60
S sarrrs
RosrYN
E TTENsBURG
Crr Eruu
S poKANE
3,508 rAcgtsooK pAGE Lrrss
Let'sIfargoadcau5esEvtspavRtryen20T9-20oaYtYtYtYdsfromtheseeventssupport the locol ond globol communityGolf TournamentProspeclor Golf Course, Cle Elum, WAThis summer golf tournoment offersthe chonce to tee off on one of ourqreo's finest courses. Approximotely30 teqms of 4 enjoy o dcy of fun,food, compelition ond prizes. Followthe evenl on Focebook @UKCRotoryCruise Cle Elum Trophy RunPulnom Cenlenniol Field, Cle Elum, WAAnnuol cor & moiorcycle show -Cor enthusiosls enjoy o doy of fun,music, food, competition ond prizes.A fomily event, children of oll ogeswelcome. Follow lhe event onFocebook @CruiseCleElumSnowmobile FUN'd RunThe Losl Resorl, Ronold, WAWeother permitting (Let it Snow!l)A fomily{riendly prize run on groomedtroils. Follow the event on Focebook@UKCAnnuolSnowmobileFun' dRun(Scholorship fund roiser.)Rolory ofUpper Killilos County is o 501(c)3 chqriloble orgonizolion.#Join Us!Rotory meets every Wednesdoy -Visit our website for locotion detoilsFfit*.:zmcnTsnTiltuklfu(MFI RIBUNTWfq cebook.com/u kcrolqryukcrotqry.SponsorshipOpporiuniiiesAvoiloblecomJuly26IIHalloween Night4th of\ltfleekendDecember 7, 2019l"effil'rh'ffiffi*J*",I?FrtY.rl:RT RIBUNIWLIVE LIFE IN COLORllllmCENTRAf WASHINGIONCOLORCOMWI/VWCLE ELU M DOWNTOWN.COMVisit us online:Like us on FacebookUpcomingEventsPresented byCLE HI.U]v{DOWNTOWNASSOCIATION
CLI f,LUMn *hrbi T $w t;A$SSEIATTCIH
Cle Elum Downtown Volunteer Hours
Board Meetings (9 members x 4 hrs x L2 meetings)
committee Meetings: Promotions, Design, org, Ec Vitality: 20 members x 4 hrs month x
12 meetings yearly:
EVENTS
Pioneer Days 25 people 15 hours
BooElum 15 people x 4 hours
Christmas in Cle Elum 21x 6 hours
Hanging Baskets 3 people x4 hours
Citywide Cleanup 50 people x 4 hours
Board Recruitment and Outreach 3 people x 8 hours
EC Vitality Outreach 3 people x 6 hours
Board Community Outreach Meetings 4 people x 8 hours
Total hr
432
960
375
60
726
L2
200
24
18
32
2239
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 lhan%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 Advertising 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 Advertisine 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 byappropriate
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 rtisine:
7. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed at tOl% of the cost, including any production costs. To
operate exclusively outside of Kittitas County, the provider must not be physically located in
the County and/or not distribute any media within the County.
2. Print advertising placed with any media provider which operates inside Kittitas County may
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 10 days prior to
the event may be reimbursed atLOO% 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:
L. Television advertising placed with any media provider outside the YakimalKittitas 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 !00% 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:
t. 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. Di Mail:
L. Direct mailadvertising may be reimbursed at 100% of the cost, including any production
cost, for each item mailed or shipped to a destination outside of Kittitas County. ln order to
receive reimbursement, a list of the addresses and a signed statement from the contractor
that the list is accurate, or other proof of delivery, must be provided along with other
required documentation.
E. Flvers/Posters:
t. Flyers or posters which are placed outside of Kittitas County may be reimbursed at tO}% of
the cost, including any production cost. ln order to receive reimbursement, a list of the
locations where flyers or posters were posted outside of Kittitas County, a signed statement
from the contractor that the list is accurate and a copy of the poster/flyer must be provided
along with other required documentation.
2. Banners which are placed inside of Kittitas County may be reimbursed at LO}% 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 venuefacility of the event may
be reimbursed at 100% of the cost, including any production costs. ln orderto 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:
7. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed atIOO% 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!OO% of the cost, including any production cost.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 F,2(a) above, advertising may be reimbursed at the rate of 30% of
the total cost, including any production costs.
G. Operation Reimbursement:
L. Operation costs may be reimbursedlOO% 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 700% 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
Exhibit "8"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. Brandins
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 lhan% 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 Advertisine 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. 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 Advertisins:
1'. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed at LUO% 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 att00% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 A, (2)(a) above, advertising reimbursement requests must include a
statement from the media provider specifying the percentage distribution to areas
outside of Kittitas County. Reimbursements will be allowed for the amount distributed
outside of Kittitas County, including any production costs.
B. Television Advertising:
1. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will
be reimbursed at I00% 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 tOO% 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 IOO% 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 lOOo/o of the cost, including any production
cost, for each item mailed or shipped to a destination outside of Kittitas County. ln order to
receive reimbursement, a list of the addresses and a signed statement from the contractor
that the list is accurate, or other proof of delivery, must be provided along with other
required documentation.
E, Flvers/Posters:
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 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 IOO% 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 venuefacility of the event may
be reimbursed at 100% of the cost, including any production costs. ln order to receive
reimbursement, the signage cannot list specified date or location. Request can only be
made one time. (i.e. ADA Parking/Parking, Loading Zone, Evacuation Route, Bathrooms, and
Stage locations)
F. Radio Advertisins:
1. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at IOO% of the cost, including any production cost.
2. Radio advertising placed with any media provider located inside of Kittitas County may be
reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed atL}O% of the cost, including any production cost.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 F,2(al above, advertising may be reimbursed at the rate of 30% of
the total cost, including any production costs.
G. Operation Reimbursement:
1. Operation costs may be reimbursed tOOYo 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 I0O%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