HomeMy WebLinkAboutAmended LT-2020-017LT-202O-OL7-RODEO HALL OF FAME- Amended EP
2O2O LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND ELLENSBURG RODEO HAIL OF FAME ASSOCIATION
This Contract, effective January 7,2O2O is made and entered into by and between KITTITAS
COUNTY ("County"), acting as agent for and on behalf of the City of Ellensburg, a Washington
municipal corporation ("City"), a subdivision of the State of Washington, and ELLENSBURG RODEO
HALL OF FAME ASSOCIATION ("Contractor")for the 2020 Ellensburg Rodeo Hall of Fame Museum
("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 ten thousand dollars (S10,000) (City of Ellensburg lodging
tax funding).
b. Additional payment terms: The County will make payment to the Contractor only on a
reimbursement basis, as receipts/invoices for any items including marketing and/or
advertising are submitted to the County, not to exceed the sum of ten thousand dollars
(S10,000) (City of Ellensburg lodging tax funding).
c. Services/Expenses that are reimbursed must be dated during the current year and final date
to submit reimbursements requests is January 15,2O2L after this date funds lapse.
d. Requests for reimbursements must be submitted to:
Kittitas County Auditor
County Lodging Tax Funding Agreement Page 7
LT-2O2O-O17-RODEO HALL OF FAME- Amended EP
Attn: Auditor's Accounting
205 West 5'h Ave - Suite 105
Ellensburg, WA 98926
auditorsaccounting@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
Printed Marketing Materials- brochures
Advertising- Radio, TV, magazines, newspaper
Promotions- Video prod uction
Signage- WA State Department of Transportation
a
a
a
a
g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and
is further expressly denied funding for the following items as requested in the application as
defined in Section 1(a): N/A
h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation at the conclusion
of the event.
L Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
fol lowing add ress: http ://www.co. kittitas.wa. us/a ud ito r/defa u lt.aspx
Section 3. Performance bv Contractor.
Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County and City. Any such delegation or subcontracting without the County's or City's
prior written consent shall be voidable at the County's or City's option.
b. Contractor shall at all times be an independent contractor and not an agent or representative
of the County or City with regard to performing the Services. Contractor shall not represent
that it is, or hold itself out as, an agent or representative of the County or City. ln no event
shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf
of the County or City. lt is understood that the Contractor and the Contractor's staff and
employees are not employees of the County or City and are not, therefore, entitled to any
benefits provided employees of the County or City.
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
a
c
_2020 County Lodging Tax Funding Agreement Pdge 2
LT-2O20-OI7-RODEO HALL OF FAME- Amended EP
required to effect or evidence such compliance. All laws, ordinances, rules, and orders
required to be incorporated into agreements of this character are incorporated into this
Agreement by this reference. Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
sex, marital status, or the presence of a physical, sensory, mental disability or any other
protected status recognized under local, state or federal law.
e. The Services shall at all times be subject to inspection by and approval of the County or City,
but the County's or City's making (or failure or delay in making) such inspection or approval
shall not relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's or City's knowledge of defective or non-complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County or City with sufficient, safe, and proper facilities and equipment for such
inspection and free access to such facilities.
f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or City, or their designee, or such Federal or State auditor with such
information related to the Services as may be requested by the applicable governmental
entity. Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County or City makes final payment of compensation due
hereunder, Contractor shall provide the County or City access to (and the County or City shall
have the right to examine, audit and copy, with or without notice) all of Contractor's books,
documents, papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release, lndemnitv, and Hold Harmless.
The County or City assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County and the City, their officers and
employees, agents, representatives, attorneys and/or volunteers, from and against all claims, costs,
liabilities, damages, and expenses, (including, but not limited to, reasonable attorney fees) which
arise or may arise or be alleged to arise out of or by reason of this Agreement including:
Any fault, negligence, strict liability or product liability of Contractor in connection with the
Services for this Agreement;
Any lien asserted upon any property of the County or City in connection with the Services for
this Agreement;
Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance,
a
a
a
County Lodging Tax Funding Agreement Page 3
LT-2O20-OI7-RODEO HALL OF FAME- Amended EP
rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
any governmental authority; or
a Any breach of or default under this Agreement by Contractor.
Section 5. Comoliance with Public Records Law.
a. ln compliance with Washington's public records law, the County will retain copies of any
documents associated with this Agreement, which may be required by law unless legally
exempt from such retention, for any applicable legally required retention period.
b. ln the event a public records request is made to the County or City for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws, the County or City shall provide notice
to Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow
contractor to seek a court injunction.
c. The County or City specifically shall not be liable to Contractor for the County's or City's
release under public records laws of any documents not otherwise exempt from disclosure
by trademark, copyright or other law.
Section 6. lndu lnsurance Waiver.
With respect to performance of this Agreement and as to any claims against the County or City, their
Additional lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under
Title 51 of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to 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. Insurance and Endorsements
a. The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
b. Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from all claims, losses, harm, costs, liabilities, damages and expenses arising
out of personal injury (including death) or property damage that may result from performance
of the Services or this Agreement, whether such performance is by Contractor or any of its
employees, agents or representatives.
c. Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
_2020 County Lodging Tax Funding Agreement Page 4
LT-2020-OI7-RODEO HALL OF FAME- Amended EP
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 and City as Additional lnsureds and shall stipulate that the insurance
afforded by the policies shall be primary insurance, and that any insurance, self-insured
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance or self-insurance maintained by
the County or City. Contractor shall furnish the County a certificate of insurance with
Endorsement as evidence that the required policies are in full force and effect.
Section 8. Termination.
The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any
portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon
receiving such notice of termination, Contractor shall, except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice. ln the event the
County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to refund
to the County all monies paid for Services not yet rendered by the Contractor, if any, as of the date
of the notice of termination.
Section 9. Miscellaneous.
The City is not a party to this Agreement but is an intended third-party beneficiary of this
Agreement and to the extent set forth herein certain of its provisions are for the benefit of
the City and are enforceable by City in its own name and capacity as a Washington municipal
corporation.
b. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or any
right or interest in this Agreement without the County's prior written consent.
c. This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, 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.
d. Notice for any purpose under this Agreement, except service of process, shall be given by the
Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W 5th Ave.
Ellensburg, WA 98926. For all purposes under this Agreement, any notice by the County to the
Contractor shall be given to the Contractor's address provided on the signature page. Notice
may be given by delivery or by depositing in the U.S. Mail, first class, postage prepaid, certified
mail, return receipt requested.
a
_2020 County Lodging Tax Funding Agreement Page 5
LT-2O20-OI7-RODEO HALL OF FAME- Amended EP
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.
f. This Agreement may be executed in one or more counterparts and by facsimile, each of which
will be deemed an original, but all of which together will constitute one and the same
instrument.
g. Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
this Agreement. Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement, and is not in
violation of any applicable law, ordinance, or regulation the consequence of which will or may
materially affect Contractor's ability to perform its obligations under this Agreement.
h. lf any term or condition of this Agreement or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect the other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To this
end, the terms and conditions of this Agreement are declared severable.
The exclusive venue for any action brought to enforce this Agreement or any of its terms shall
be in Kittitas County, State of Washington.
j. The exclusive venue for any action brought to enforce this Agreement or any of its terms shall
be in Kittitas County, State of Washington. The following provision is entered into effective
upon adoption by the parties pursuant to section "9c", as reflected by the signature of the
authorized representative(s) of each party. The performance of this Agreement is subject to
termination without liability by either party upon the occurrence, or upon the prediction by
the National Oceanic and Atmospheric Administration, any other agency of the United States
Government, or any agency of the Government of the State of Washington of the occurrence
of any circumstance beyond the control of either party-including, without limitation, acts of
God, war, acts of terrorism within a fifty (50) mile radius of Kittitas County, government
regulations, disaster, pandemic/epidemic illness, strikes or threat of strikes (except that
neither party may terminate this Agreement for situations involving that party's own
employees), civil disorder, or curtailment of transportation facilities-to the extent that such
circumstance makes it illegal , impossible or economically impracticable for the parties to
complete the duties and mutual obligations agreed upon and imposed upon them herein. The
ability to terminate this Agreement without liability pursuant to this paragraph is conditioned
upon delivery of written notice from one party to the other within 10 days of such occurrence
or upon delivery of written notice from one party to the other within 24 hours of the receipt
of notice of the prediction of any of the above occurrences. To the extent feasible within the
constraints imposed by any event of the type described above, the parties agree that if the
triggering event is of apparently or likely transitory effect, the parties may negotiate such
amendments to the agreement that are mutually satisfactory and not otherwise contrary to
law, including but not limited to a change in the dates for completion of any portion or the
entirety of this agreement.
_2020 County Lodging Tax Funding Agreement Page 6
KITTITAS COUNTY
BOARD OF COUNTY
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LT-2O2O-OI7-RODEO HALL OF FAME- Amended EP
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D.SS TO FORM:
Deputy Prosecuting Attorney
County Lodging Tax Funding Agreement Page 7
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop - 2o1g*
Submittal lnsiructions
& General
lnformation *
Dd you attend the Aant Adication \A,b.kshop - 2019 hosted by lhe Kjlt;tas Ccunty Orariter of Corrnerce?
(r Yes
{.No
t" Yes,
I have read ar.rd understand Subnitlal hstruclions and C€rreral lnfornation for the 20'19 Lodging Tax Gant Funding
Flocess
You are strongly encouraged to compose your responses to the questions of this form with a desktop text
editor and save your work, lhen copy and paste the information into the form. You may also save a draft by selecting
ihe button at the bottom of this page. When you do this you will be logged out and must log back in to continue. In order
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redirected to landing page containing a link to log back into the form. We suggest you save this link as a booknerk. The
link will also be sent to you in an email,
Organization I nformation
Name of Organization * Ellensburg Rodeo Hall of Fame Association
Organization Address * srreet Address
110 W 6rh PMB #374
Address Line 2
0ly
Ellensburg
R:stal/ Zp ftde
98926
Website
S{atelR-ovlncelhior
WA
Ccuntry
USA
Federal Tax lD #*
UBI #*
ERHOF.com
91 -1 883840
601 -8 1 2-053
Organization is a: *f Government Enlity
tr 501(c)3
c 501(c)4
r 501(c)6
f Other
(Nole: you must submit 501(c)3, 501(c)4, or 501(c)6 approval documentation.)
Click here to view sample documents (redacted).
Upload Proof of ERHOF IRS 501c3 Recognition Document 07-30-2001.pdf
OrganiZatiOn StatuS *
Acceptaue file f ornEts anclude: JPG, FrF or IIFF.
Contact lnformation
Last Name*Smith
1.71M8
First Mme*Marie
Phone Number* 509-856-7199
Email*murf@elltel.net
Project or Event lnformation
Project/Event Name* Ellensburg Rodeo Hall of Fame Museum
Event Dates
Please provide any specific dates, or range of dates, on wirich your event or project will be held. You may add as many
dates or date ranges as necessary.
Even-t Dates
Start Dates*
11112020
Project/Event
Location *
New or Ongoing
ProjecVEvent?*
Amount of Funding
Requested *
End Dates
12t31t2020
414 North Pearl
i Ongoing ProjecUEvent (More than four years in existence)
{' New ProjecUEvent (Four or felrer years in existence)
$ 30000.00
lf you sdected "Orgoing FlojecU&enf'abo/e this anount nuy not exceed 1CPlo of the total expense budget of this
project.
Funding Request Max 30,032
Tourism Seasons *Fromthe list below. what season willyour poject enhance touris,n? Seleci any which apply.
V Year-round (January - December)
l- Off Season (November - FebrLrary)
l- Shoulder Season (October or March - May)
l- 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 project/event and identify the specific tourism audiencelmarket 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:
ProjecUEvent*uescnptron
Response 2.1
Projection *
Response 2.'1*tvtdence
List of lntended Use of Funds*
Printed Marketing Materials-Brochures
Advertising-RAdio, TV, Magalnes, Newpaper
Promoiions-Video Production
Signage- WA State Department of Transportation
2l Projections of lncreased Tourism
Please provide the following estimates of how any money received will result in irrcreases in the number of people
traveling for business or pleasure on a trip:
1 . Aumy from their place of residence or business and staying overnight in paid accommodations:
2. to a place fifty miles or more away 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.
The project event undenuay is to open the doors to an Ellerrsburg Rodeo Hall of
Fame Museum. The quest of ERHOF is to have a building to display the many
historical artifacts accrued since rts inception in 1997. This space has finally been
secured at 4-14 N. Pearl St., formerly the Downtovrrr Pharnracy with a '1S-year lease
agreement with the Clymer Museum. The FRHOF Board of Directors has raised
funds over the last eight years and has now begun work on remodeling the 2,200
square foot space preparing i1 for a 2020 opening. The plan is to open to the
public early in the conring year. The flooring, lighting, display furniture and plan 1o
open a doorway that connects it to the Clymer Museum is underway. The current
front door will become a iire exit so as to nrinimize staffing needs. We have
completed structural and architeciural plans to date.
The tourism market audience is extensive. All w{ro have been inducted into the Hall
of Fame over the last 22 years numbering #123 are invesied in seeing this
museum become public. Our lnduction Banquet and Art Auction held annuaily
irrcludes national and local contestants, parlicipants like cloulrs, judges and
announcers. trick riders, stock contractors. volunteer organizers, pioneer rodeo
families and fanrous livestock. There is a large national audience from the Pro
Rodeo Cornboys Association (PRCA). The Ellensburg Rodeo will be celebrating it's
100-year anniversary in 2023 and ure have begun a collaboration with RFD TV and
the Coraiboy Channel to reach a very large audience. Many of our over 100
members and contributors include large groups of people like the Past Royalty, the
Top Hands, the Yakama lndian Nation, and the many sponsors of our events.
Grant filnds will be used for branding and venue promotions, brochures, prinl
marketing. posters and banners plus on line marketing and ticket sales, radio, T.V.,
ne\ /spaper and magazne ads. We also do a quarterly neu$letter and lrave video
production of all our inductees. We will be consulting others about strategizing the
besl avenues to reach a large audience.
2500 charactel linit
1. Away fromllrerr place of residence or business and stayirrg overnight in paid accomrfrlations;
Projection of increased tourism comes from the experience of high interest in our
many displays at the Wesiern Culture and Art Center (formerly the Clymer) at the
Kittitas County Chamber, Ellensburg Rodeo Office, and the Western Village at ihe
rodeo grounds. During the rodeo and the many other events that r,r,ae hold through
out the year attendance has steadily increased.
2500 character linit
Pendleton Roundup Hall of Fanre has shared their nunrbers with us with a steady
increase in audience since they opened in 2006. They have had over 4000 visitors
with 70% being from out of state in the past year.
2500 characler linil
Response 2.2:..*ProJectron
Response 2.2*tvtdence
Response 2.3:..*ProJecUon
Response 2.3:*tsvtdence
2.To a place iifty rile-s or rore away frontlheir pJace of residence cl'hrsiness lor lhe day or slai/ing overniglrt,
We project that with the added advertising and promotions outside of Kittitas
County that we could e4rect the numbers to rise to 307o or nrore.
2500 cha.a(ler linit
A high percentage of our inductees are from out of state including Canada. 15ok of
the aitendees at our 2019 lnduction u,ere from outside Kittitas and Yakima
Counties, with 3% from out of state. The Ellensburg Rodeo attracts many tourists
during the Labor Day weekend of patrons that have great interest in the historical
displays. At the Western Village rae have tracked the 50 miles or more visitors and
they number 159 that have signed our guest book and let us knowthey have come
to stay for the r,aeekend.
2500 cirarar:ter lirit
3. cr fronranothel couniry ot slate outside oi their trlace of residence or husiness.
Although hard to quantify, being this is our first year, the visitors to our museum will
stay overnight because we will piggy back on the many other events like Spirit of
the West, Western Art Showarrd Clymer Rendezvous, people will purchase meals,
gas and gifts uftile here. We will target these special events to increase the
overnight stays with multiple things to do in Kittitas County. Using ihe Dean Runyan
and Star reports and the Jay Ray survey we see the potential for over night stays
and the dollars it \rculd bring to the county.
2500 character fiml
No evidence available for this our first year
2500 character lirit
Application Questions: Part 2
3lMeasuring Results
What tools will you use lo measure your event's impact on tourism? Please be specific and provide examples. lnclude the
followng information
A. ls your projecilevent year-round or is it seasonal or date-specific? Go to definitions of terms.
B. What strategies will you employ to assure you are attracting tourists from at least 50 miles away?
C. Whai strategies will you Lrse to assist in nrarketing all of Kittitas County as a tourist destination with yor-rr
event/project funding request?
Response 3:
Measuring Results*
Response 3 A:
Measuring Results*
Response 3 B:
Measuring Results*
Wrat tools will you use to n-Basure yolrr event's irpact on tourisn? Flease be spcific and provide exanples.
Tools used to track attendance will be a guest book sign in, on line tracking with
EventBrite for all ticket sales to events, rircbsite and Facebook tracking. We will
engage the hotels and nrotels locally to help track the stays and search for other
means available to us. We will be very assertive to track visitors to our new
location. where they are from and how they heard about tlre new museum.
2500 character linil
A. ls your projec#e,/ent year-round or is it seascnal o. datespecifrc?
(: Year Round f Seasonal C Date Specific
Your seleclion here should be supporled by the rjates you provided above. in ihe Ffqeot or Frent lnlornation smticn.
B. W€l strateslies will you enploy lo assure you are allracling tourists f ror,rat least 50 niles auray?
Our project is year around in that the museum will be open io the public 6 days a
vv,eek. The strategies to assure rl,e are attracting people from 50 miles ar.,vay will be
with advertising lhru radio, T.V., rreurspaper. national magalnes, Facebook.
signage and brochures plus newsletters sent out to our membership.
2500 character liml
Response 3 C:
Measuring Results *
Application Questions: Part 3
C Wrat strategies wrll ycu use to assist in irarke{ing all of l(tlitas County as a lcurist de-stination witlr yo\lr
evenvp{ojecl lunding reqlrest?
We will have links on our r,rrebsite for other related organizations within Kiltitas
County. The two logos, My.Ellensburg and Live Life in Color will be included in all
our mailings and printed advertising/promotions.
2500 character linit
4lCollaboration
lf your organization collaborates or has created partnerships with other organizations, groups, or other
events, how is this accomplished?
Collaboration *We collaborate with many organizations including other NW rodeo's (there are 27
in all), and with events thal are rodeo related like roping events, barrel racing
events, Bares and Broncs, John Wayne Wagon Trail rides, Washington State
Horse Park and local sponsors like CWU, Ellensburg Rodeo, Kittitas County
Chamber of Commerce, displays at Pasta Company, the Windrow Hotel, the Kittitas
Valley Events Center, the Spirii of the West. We have relationships with Heritage
Distillery in Roslyn, the Farmers Market both in Ellensburg and Roslyn. We will
nurture relationship wilh the Kittitas County Historical Museum and the Cle Elum
Museum along with evenis held in Upper County like Pioneer Days. We are part of
the Alliance for lhe Western Clt'ture and Art Center. This all is accomplished by our
volunteer board of directors using personal contact and providing brochures,
posters, ads and invitations to our events. We will be sending out and delivering
brochures to many other rodeos and to Chambefs of Commerce in selected cities
nationwide. See attached lists of sponsors and artists currently associated with
ERHOF.
25fJ0 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*Future Plans: For the past eight years our major fundraiser has been held at the
CWU Ballroom during or:r annual lnduction Banquet and Art Auction on Thursday
of Rodeo Weekend.
We hold a live art auction supported by the donations of 20 to 30 artists that create
a \,estern themed item each year to sell. The Banqr-ret is attended by 300+
supporters that have helped us raise over $400,000 in the past B years. This year
with the anticipation of our new building needing remodeling ue raised $21,000 with
a fund-a-need raise the paddle requesi. With good communication to these many
slrpporters we Wll continue to keep their interest and provide them with a sense ol
community in preserving the history that is so important to them. ERHOF holds a
Whiskey Tasting. now in its 3rd year, where u,e sell Heritage Distillery's products
with a generous profit margin and have raised $3,000 each of the first trao years.
We have a raffle item during and preceding rodeo until Labor Day that has netted
at least $1.000 each year.
Westar Roping Fvent has donated the proceeds from their gate in exchange for
our volunteers assisting in producing and running the annual event. This has
brought in anywhere from $2,000 to $4,000 each year for the last 5 years.
We consistently use on line marketing with our Facebook page and Community
Connect to continue the success of these events. We are developing nrore
avenues to raise funds with our board of directors and create evenis nowthat v\€
have a space to hold these events. We will use the county logo and the
appropriate city logo in all our adverlising.
2500 character linit
Application Questions: Part 4
6l Additional lnformation
Provide any additional information which will ,assist the Lodging Tax Advisory Committee in evaluating your
project and its benefit to tourism.
Additional lnformation Since being formed in 1 997 the Ellensburg Rodeo Hall of Fame has always been' committed to having a physical location, and now being a part of the Western
Culture and Art Center we are more committed ihan ever to bringing and
e4tanding the historical presentation for the viewing public, both locally and nation
wide. The history of the Ellensburg Rodeo, dating back to 1923. is part of the
foundation of the Ellensburg Community and the Kiititas Valley.
I'lowwith a home location, and wtren the doors are open rle are expeciing more
artifacts and donations. Considering a local event to ask for donations relating to
the Rodeo (crouid sourcing).
Attached are the pages from our 2019 induction program demor.rstrating our
connections and support.
2500 character linil
Supporting Documents Ycu nay upload any supporting docun€nts such as graphs, iffeges, diagrans, ryarketi,rg n€ter'als, etc.
ERHOF3.pdf 74231K8
ERHOF2.pdf 656.95K8
ERHOFl.pdf 70425K8
You are allowed to subrit up lo 3 single page (LS Letter) docurrents in JPG Fff or llFF lornet
7l Previous Lodging Tax Grant lnformation
Previous Years
Auarded Lodging Tax
Grants *
Fbs your evart received Lodging Tax futrds in previcus years?
|; No, this event/project has not previously received Lodging Tax Funding
f Yes, 1 year previous
C Yes, 2years prevrous
C Yes, 3 or more years previous
0
How many participants and spectators attended last year's activity and/or will attend
this year?
Prior Year*Projected *
4,000
How many days didlwill your event occur?
Prior Year*Projected *
303
How many paid overnight stays were andlor will be booked as a result of your
project/event?
Prior Year*Projected *
400
0
0
Paid Overnights' Data Support
Explain howthe room nights data above from the prior year was collected and howthe projection for the nexi year is
derived. (For example, if there r,ras a survey conducted for the prior year, explain the methodology. For the projections
what are they based upon and how is that basis justified?)
Prior Year Paid
Overnight's Stay_*Hesponse
Prior Year Paid
Overnight Stay Data
No prior year data collected as this is our first year. projectron is 1O% of'the total
estimated visitors.
2500 character lirit.
hr acjdition lo field 8bove, you ray upload the er,riderrce to suppo|l the pdor years' roonlnirthl infornEiion.
You nay upload up io lhree single pages (16 Letter). of inforration. lf you a sirrgle rulli-page dotuh€nl, only the f irst
three pages will be considered. .lhe bllcirvirrg forrrats. will be accepteiJ: J6. FIF or ]lFF
Application Questions: Part 5
8lFunding
Does your organizalion have, or have you applied for, grant funding from other sources? lf not, rriry not? lf yes, please
list the lunding you have for the projecl, including any volunteer and in-kind sources in Question 9l Project Budget
Overview.
Funding sources and amounis which 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 *Dces yor:r orcanization have. or have you applieti for fundjt.lg tromother scurces?
fYes {:No
lf rlot, why not?
Until the past few months vre did not have a location and uere only able to have
e>&libits during Rodeo and other limited venues.
2500 character irrril
.*E)qclanatron
Funding Shortfalls*Wtrai changes woLrki occur if the prqert r:ouldnt be funde-d?
lf our advertising and promotion funding for the new museum are not funded
through the Kittitas Counly Lodging Tax, the number of visitors would be very
limited. While ue r,vculd search for other means to fund advertising of our new
facility it could take considerably more time and therefore a loss in Kittitas County
visitors fronr other areas.
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Matching Funds
Percentage
0.00
llis field will auto fill with the correct prcentage based cn yftu inpul to budget section below
9l Project Budget Overview
Please complete budgel for this prolectlproposal. lf your agency operates independently ol this project application it may
not be necessary to submit the enlire 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 inclttde anticipated revenues, expenditures, and any potential profit or loss. For projectslevents wlrich
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 conlributions valued at $500 or more and related to marketing/advertising, you must
submitverifying documentation which assuresthe contribution will be provided. Forinstance, if you are
claiming in-kind contributions in the form of advertising match. a binding contract itenri2ng the matching value and
obligating each party must be provided.
ATTENTION: ln an effort to allow an adequate level of flexibility for all applicants, not all fields in the budget portion are
required to be filled before this form is submitted. Providing all applicable data is your responsibility, failure to do
so will potentially jeopardize your application's chance for review.
Verification of ln-kind
Contributions
For any clained i*kind cont''ibuiions valued at 9500 or rrre and relaied to rarketinglactedising, you m.rst subnit
verifying docunentalion which assures the contribution will be provided.
Budget Year
Edit if necessary 2017 2018 2019
Revenues From Consolidated Lodging Tax Grant
Past Actual 2
$ o.oo
Past Actual 2
$ o.oo
Past Actual 2
$ o.oo
Past Actual 2
$ 0.00
Past Actual 2
$ 0.00
$ o.oo
$ o.oo
$ o.oo
Past Aciual 1
$ o.oo
Past Actual 1
$ 0.00
Past Actual 1
$ o.oo
Past Actual 1
$ o.oo
Past Actual 1
$ o.oo
$ 0.00
$ o.oo
$ o.oo
2020
Projected
$ 30,000.00
Projected
$ 0.00
Projected
$ 0.00
Projected
0
Projected
$ 30000.00
Projected
$ 13872.00
$ 10080.00
$ 2500.00
$ 500.00
ln-Kind Contributions (except volunteerism)
Account Name
LTAC Grant
Funding
Past Actual 3
$ 0.00
All Other Revenues
Account Name PastActual 3
$ o.oo
Past Actual 3
$ 0.00
Contributions of Volunteer Time
Number of Hours
Calculated Value of
Projected Volunteer
Time
Revenue Totals
Past Actual 3
$ 0.00
Expenses
Account Name Past Actual 3
$ 0.00Magalne
Advertising-
Covrboys and
lndians
Magalne
Advertising-Pro
Rodeo
$ o.oo
Past Actual 3 Past Aciual 2 Past Actual 1
$ o^oo
TV-RFD Heritage
Brochures
$ o.oo
$ o.oo
Account Name
Washington State
DOT Road Sign
Postage
Expense Totals
Profit & Loss
Past Actual 3
$ 0.00
$ o.oo
Past Actual 3
$ 0.00
Past Actual 3
$ 0.00
Past Actual 2
$ o.oo
$ 0.00
Past Actual 2
$ o.oo
Past AcJual 2
$ 0.00
Past Actual 1
$ o.oo
$ 0.00
Past Actual 1
$ 0.00
Past Actual 1
$ o.oo
Projected
$ 2880.00
$ 200.00
Projected
$ 30032.00
Projected
$ -32.00
Application Certification
The applicant here certifies and affirms: 1. That it does.not now, nor will it during the performance of any contract arising
from this application. unlarvfully discriminate against any employee, applicant for employment, client, cL'stomer, or other
person who might benefit from said contract, by reason of age, race. color, ethnicity, sex, religion, military status, serual
orientation, creed, place of birth, or disability: 2. That it will abide by all relevant local, state and federal lar,t,s and
regulations and; 3. That it has read the information conlained in the lnstructions on pages 1 and2 and undersiands and
will comply Wth all provisions thereof.
Certified by:
/#*{ffi*W#Rt
Mme*Marie Smith
Applicant's Title* Capital Campaign Chair
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 Advertisine and nline Disolav Advertisins of alltypes ( including but not limited to
newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party
websites, streaming displays, etc.) must include the County's and appropriate City's tourism
website logo. The logo must be sized no smaller than% inch in height, and must be surrounded
by appropriate white space to allow easy recognition and legibility. Contractors shall not change
the logo(s) in color or appearance.
C. Video Advertising of all types (including but not limited to television, online, electronic kiosks,
motion billboards, etc.) must include the County's and appropriate City's tourism website logo.
The logo must be sized no smaller than% inch in height, and must be surrounded by appropriate
white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in
color or appearance.
All logos and website information may be obtained by contacting the Director of Tourism, Kittitas
County Chamber of Commerce.
Section 2. Advertising Reimbursements
Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere
to the following guidelines and requirements for each type of advertising media utilized.
A. Print rsrng:
1'. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed at IO0o/o of the cost, including any production costs. To
operate exclusively outside of Kittitas County, the provider must not be physically located in
the County and/or not distribute any media within the County.
2. Print advertising placed with any media provider which operates inside Kittitas County may
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 10 days prior to
the event may be reimbursed at I0O% 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 Yakima/Kittitas DMA will
be reim bu rse d at LOO% of the cost, including a ny 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 L}O% 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:
L. Online adver:tising and promotion may be reimbursed at tOO% 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
L. Direct mailadvertising may be reimbursed atTOO%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
requ ired documentation.
E. Flvers/Posters:
1. Flyers or posters which are placed outside of Kittitas County may be reimbursed at LOO% 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 !0Oo/o of the cost,
includinganyproductioncosts. lnordertoreceivereimbursement,thebannercannotlista
specified date or location. Request can only be made one time.
3. Signage (site layout use only) which are placed inside of the venue/facility of the event may
be reimbursed at LOO% 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:
L. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at LOO% 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 I0Oo/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 tOO% of the paid invoice cost. ln order to receive
reimbursement operations invoice must an approved cost from the Consolidated Lodging
Tax committee members list. lnvoice provided must include notation of payment with proof
of payment.
2. Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed
at LOO% of cost. ln order to receive reimbursement, a signed statement from the receiver
along with other required documentation. Mileage reimbursement subject to IRS mileage
reimbursement rates which may change annually.
3. ltems not eligible for reimbursement:
a. Salaries of employees
b. Capitol purchases- any item with 3+ years life and over 55,000.c. Licenses, permits, insurance, or credit card fees