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HomeMy WebLinkAboutAmended-LT-2020-011LT -2O20-OL1-WASARVAC- Amended EP 2O2O LODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND WASHINGTON STATE SEARCH AND RESCUE ADVISORY couNctL (wAsARvAc) This Contract, effective january 1,,2O2O is made and entered into byand between KITTITAS COUNTY ("County"), a subdivision of the State of Washington, and WASHINGTON STATE SEARCH AND RESCUE ADVISORY COUNCIL ("Contracto/,l,for the 2020 AnnualWashington State Search and Rescue Conference ("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 nine thousand two hundred dollars (59,200) (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 nine thousand two hundred dollars (5S,ZOO1 (Kittitas Co. lodging tax funding). c. Services/Expenses that are reimbursed must be dated during the current year and final date to submit reimbursements requests is January 15,2O2t after this date funds lapse. d. Requests for reimbursements must be submitted to: Kittitas County Auditor _2020 County Lodging Tox Funding Agreement Page 7 LT-2020-01 I-WASARVAC- Am ended EP Attn: Auditor's Accounting 205 West 5th Ave - Suite 105 Ellensburg, WA 98926 a uditorsaccounting@co.kittitas.wa.us Reporting requirements of your events will be required on prescribed forms from the County Auditor. t. Contractor is eligible to claim reimbursement for the following items and amounts onlyo printing o Advertising r Programs o Rentals o Supplies 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 i.(a): N/A h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as no more than two reimbursement requests with supporting documentation. Contractors must complete the Lodging Tax Reimbursement online training course provided by the County Auditor's office prior to filing reimbursement claim. Requests for reimbursement will not be accepted by the County Auditor prior to the training being completed. The training may be found online at the Kittitas County Auditor's website at the fo I lowing add ress: http://www.co. kittitas.wa. us/a ud ito r/defa u lt.aspx Section 3. Perform ance bv Contractor. Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract performance of any Services to any other person or entity without the prior written consent of the County. Any such delegation or subcontracting without the County's prior written consent shall be voidable at the County's option. b. Contractor shall at all times be an independent contractor and not an agent or representa- tive of the County with regard to performing the Services. Contractor shall not represent that it is, or hold itself out as, an agent or representative of the County. ln no event shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the County. lt is understood that the Contractor and the Contractor's staff and employees are not employees of the County and are not, therefore, entitled to any benefits provided employees of the County. 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 e c _2020 County Lodging Tax Funding Agreement Page 2 LT-2020-011-WASARVAC- 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, 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. lnd . and Hold Harmless. The County assumes no liability for the Contractor's actions under this Agreement. Contractor releases and shall defend, indemnify, and hold harmless the County, its officers and employees, agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities, damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or may arise or be alleged to arise out of or by reason of this Agreement including: Any fault, negligence, strict liability or product liability of Contractor in connection with the Services for this Agreement; Any lien asserted upon any property of the County in connection with the Services for this Agreement; Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance, rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of any governmental authority; or a a a _2020 County Lodging Tax Funding Agreement Page 3 LT -2O2O-OL1-WASARVAC- Am en d ed E P a Any breach of or default under this Agreement by Contractor Section 5. Comnliance 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 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 5. lnd lnsurance Waiver. With respect to performance of this Agreement and as to any claims against the County, its Additional lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contracto/s employees and agrees that the obligations to indemnifiT, defend and hold harmless provided in this Agreement extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is mutually negotiated by the parties to this Agreement. Section 7. lnsurance and Endorsements The County may require through a request in writing that the Contractor provide the County with a certificate, binder, or policy of liability insurance, acceptable to the County in an amount specified by the County. b. Such liability insurance shall be such as will protect Contractor, its employees, agents and representatives, from all claims, losses, harm, costs, liabilities, damages and expenses arising out of personal injury (including death) or property damage that may result from performance of the Services or this Agreement, whether such performance is by Contractor or any of its employees, agents or representatives. Should the County require such liability insurance, the Contractor agrees to provide proof of insurance prior to commencing performance of this Agreement. d. Copies of the County's written request and the insurance documents provided by Contractor shall be attached to this Agreement and by this reference will be made part hereof. c. a c County Lodging Tax Funding Agreement Page 4 LT-2020-01 I-WASARVAC- Amended EP e. Where insurance is requested by the County, all liability insurance policies shall be endorsed to include the County as an Additional lnsured and shall stipulate that the insurance afforded by the policies shall be primary insurance, and that any insurance, self-insured retention, deductibles, or risk retention trusts maintained or participated in by the Parties shall be excess and not contributory to any other insurance maintained by the County. 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 allor 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. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or any right or interest in this Agreement without the County's prior written consent. b. This Agreement embodies the entire Agreement between the County and Contractor, and supersedes any and all prior oral or written communications, proposals, conditions, promises, representations, or understandings regarding the Services. No change, amendment or modification of any provision of this Agreement shall be valid unless set forth in a written amendment to the Agreement signed by both parties. c. Notice for any purpose under this Agreement, except service of process, shall be given by the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W. 5th Ave. Ste. L08, 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 willconstitute one and the same instrument. f. Contractor warrants to the County that the individual signing on Contractor's behalf has the requisite power and authority to enter into and to perform Contractor's obligations under _2020 County Lodging Tax Funding Agreement Page 5 LT-2020-01 1-WASARVAC- Amended EP 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. 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 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 BOARD OF COUNTY rssroNERs 4 CONTRACTOR td, 0. &r, lzczD lP t e A 47,0 ch _2020 County Lodging Tax Funding Agreement Page 6 LT-2020-01 I-WASARVAC- Am en ded EP Vice Chair Com tnrtt S/ lAddressl lTelephonel Clerk of the Board FORM: il Deputy Prosecuting Attorney County Lodging Tax Funding Agreement Page 7 CLTAC: Application for Lodging Tax Grant Funding Grant Application Workshop - 2019 *Dd you attend the Gant Ap$icaticxr V\brkshry - 2019 hosted by the ldttitas Ocunty Oranter o1 Oonrrerce? t-, Yes GNo (i Yes, I have read and understand Sibffittal hstructions and General hfonratisr for tle 2019 Lodging Tax Gant Funding Flocess Submittal lnstructions & General lnformation * You are stronglyencouraged to compose your responses to the questions ofthis form with a desktop text editor and save your work, then copy and paste the information inio the form. You may also save a draft by selecting the button at the bottom of this page. When you do this you will be logged out and must log back in to continue. ln order to save a draft you will need to provide an email address and a password. After completing the save draft, you will be redirected to landing page containing a link to log back into the form. We suggest you save this link as a bookmark. The link will also be sent to you in an email. Organization I nformation Name of Organization * Washington State Search and Rescue Advisory Council (aka) WASARVAC Organ ization Address * Sreet Address 301 Rogers Street NW Address Line 2 oty Olympia Fcstal / Zip Code 98502 Website u6sarvac,org 91-1642411 601 -555-984 Federal Tax lD #* StatelFlovince/fugion Washington Oountry USA UBI #* Organization is a: *C Government Entity G 501(c)3 C 501(c)4 c 501(c)6 C Other (Note: you must submii 501(c)3, 501(c)4, or 501(c)6 approval documentation.) Click here to view sample documenis (redacted). Upload Proof of SeRVnC IRS EtN.pdf Organization StatuS * Acceptade file fornets include: J6, Ff,F or TIFF. Contact lnformation 68.08K8 First Mme*Biil Last Name*Gillespie Phone Number*360-352-4864 - ..*Emarl billgsar@hotmail.com Project or Event lnformation ProjecVEvent Mme* 52nd Annual Washington State Search and Rescue Conference Event Dates Please provide any specific dates, or range of dates, on wtrich your event or project will be held. You may add as many dates or date ranges as necessary. Event Dates Start Dates* 6t1512020 ProjecUEvent Location * New or Ongoing ProjecUEvent?* Amount of Funding Requested * End Dates 6t21t2020 Kitiitas County Event Center and Central Washington University {i Ongoing ProjecVEvent (More than four years in existence) G New ProjecUEvent (Four or fernaer years in existence) $ 9200.00 lf you sdecied "Orgcing FtojecVgient" above this anDunt nBy not exceed 10% of the total o(pense bu€et of this project. Funding Request Max 92,000 Tourism Seasons*Fromthe lisi bdour, what seasff will your project enhance tourisn? Select any which apfly. [] Year-round (January - December) lll Off Season {Mvember - February) fi Shoulder Season (October or March - May) 17 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 audience/market that your organization will target with these funds. You must include an itemized list of exactly how any grant funds awarded will be utilized. Response 1: ProjecVEvent*uescnptron This project is the Washington Search and Rescue 2020 Conference proposed for Project/Event Description* June 15-21 2020 in Ellensburg at a split venue of CWU and KVEC. Sheriff Gene Dana and Kittitas County SAR committed to partnering with the WA State SAR Volunieer Advisory Council (SARVAC) for co-hosiing the State SAR Conference in Ellensburg for a test run of the new model in June 2018 and 2019. li was split between the turnkey classrooms at the CWU SURC and the facilities at the Event Center. lt received very high ratings and positive feedback from participants and instructors and WASARVAC. This Conference is dedicated to training for Search and Rescue volunteers and professionals. ln 2018, it started to become difficult to find a county to host it due to the burden it places on host counties. SARVAC decided they r,r,rculd change the model of the conference and take on the "hosting" in a turnkey style. Kittitas County was identifled as the firsi choice based on the central locaiion within the state and ideal facilities for the training. The 2013 SAR Conference was hosted in Kittitas County at the Event Center. The Conference typically has 250-350 attendees. The conference is ah,rays open to the public and consists of a growing vendor show and display area, air resource display. ln 2019 i,l,e advertised and added 4 free public classes. SAR volunteers like to eplore new areas and communiiies and enjoy recreaiion in the outdoors. This conference brings volunteers of all ages to Kittitas County, rnihere they eat in our restaurants, stay in our hotels, explore wtrat rae have to offer, camp and stay here, and \€nt to come back. The event is currently planned to remain in Kittitas County and lrre can e4oect word of what raie have to offer io e4rand through friends, family, and advertising.. SARVAC is a statewide volunteer organization that oversees training and other volunteer needs including training provided by Washington State Department of Emergency Management, wl'rich provides funding for some instructors and specific classes at the conference. 2500 characier linit List of lntended Use of Funds * Printing, Advertising, Programs, Rentals, Supplies 2l Prolections of lncreased Tourism Please provide the folloWng estimates of how any money received will result in increases in the number of people traveling for business or pleasure on a trip: 1. Airay 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 resldence or business. You must provide the evidence utilized in determining your projections. Response 2.1 Projection *1. Away fromtheir dace of residence or businms and staying overnighi in paid acconrcdations; This Conference will be hosted in Kittitas County and is designed, intended, and proven to drawvolunteers from Washington Staie, the Pacific NW and internationally. These are overnight stays. SAR volunteers frequently bring family and friends that recreate, shop, dine and stay in the area during the Conference. The majority of attendees and instructors stay at hotels or campgrounds during the conference. 2500 character linit Response 2.1*hvtdence Response 2.2:..*Prolectron Response 2.2:*hvrdence Response 2.3:_.*ProJectron Response 2.3:*Evrdence Application Questions: Part 2 During the June 2019 conference: 295 SAR Volunteers paid registrations for the 3 day conference June 21-23 86 SAR professionals and SAR Volutrteers attended the pre conference June 17- 20 Conservative estimate: The 86 that attended the preconference (June17-20).213 stayed in Hotel/Motel 1/3 Camped. (minus 10 that live less than 50 miles away) HotellMotel $187 average per night for a 3 night stay= $28,050 Camping $52 average per night for a 3 nighi stay = 5 3,700 Conservative estimate: The 295 that attended the Conference (June 21-23) 213 stayed in HoteliMotel 1/3 Camped. (minus 20 that live less than 50 miles auay) Hotel/Motel $187 average per night for a 3 night stay = $102,102 Camping $52 average per night for a 3 night stay = $ 14,352 Estimated spending introduced into Kittitas County during the June 2019 SAR Conference : $148,248 (Rates from Kittitas County WA Tourism Alliance Dean Runyan & Associates study published May 20'18 page 95.) 2500 character linit 2.To a gace fifty niles or nore away fromtheir dace of residence or business for the day or staying overnight; The WA State SAR Conference has been held in Kittitas Co. in 2013, 201 8 and 2019. Attendees come from Washington, Oregon, ldaho, Pacific NW, Canada, lceland and NewZealand. The majority are from Western Washington, with an estimate of 20-30 attendees that attend that live less than 50 miles auay. (note the 20-30 that live less than 50 miles avtay \Mere not included in the estimate in the 2.1 Evidence response) 25S character linit Survey responses from the June 2018 have indicated that Kittitas County and the Conference facilities are excellent and the decision uas made to continue to hold this Conference in Kittitas County in 2020. Registration informalion indicates that mosi of attendees come from Western Washington. 2500 character linit 3. or fromanother country or state outside of their place of residence or business. ln the 50 years of Conference, there have been consistent annual attendees from at least Oregon, ldaho, Montana, Colorado, Canada, NewZealand and lceland to name a few. This conference is well knovrl"r and is frequently regarded as "the best conference in the Western United States" and is a rare opportunity for volunieers within the U.S. and drarrvs international atiendees as uell. 2500 characl.er linit Registration from the June 2019 Conference indicates attendees from (Washington) also Oregon, ldaho, California, Virginia. lnternationally vrc had altendees and instructors from Canada.and the UK. 2500 characier linit 3lMeasuring Results What tools will you use to measure your event's impact on iourism? Please be specific and provide examples. lnclude the following information: A. ls your project/event year-round or is it seasonal or date-specific? Go to definitions of terms. B. What strategies will you employ to assure you are attracting tourists from at least 50 miles ar.my? C. What strategies will you use to assist in marketing all of Kittitas Couniy as a tourist destination with your event/project fu nding request? Response 3: Measuring Results* Response 3 A: Measuring Results* Response 3 B: Measuring Results* Response 3 C: Measuring Results* Application Questions: Part 3 \Aftat tods will you use to neasure ycxlr event's inpact on tourisn? Flease be specif ic and provide exanpes, WASARVAC uacrked with Best Western, Holiday lnn Epress, Red Lion and KOA to establish blocks of rooms and camp spaces for the June 201 9 Conference. 2500 character linit A. ls your projecUevent year-round or is it seascnal or date-specific? C Year Round C Seasonal 6,' Date Specific Ycur selection here should be supported by the dates you Frovided above, in the Floject or F/en1 lnfornation section. B. \A,hat strategies will you en$oy io assure you are atlracting tourists frornat least 50 niles away? The blocks or rooms and camp spaces put in place at Best Western, Holiday lnn Eryress, Red Lion and KOA u,ere utilized by Conference attendees. 2500 character linit C Wmt strategies will you use to assist in narketing dl of ldttitas ftunty as a tourist destinalion with yoJr evenVproject f unding request? WASARVAC will continue to make arrangemenis with Hotels/Motels and Camping sites for Conference attendees. This coming year \/e are planning on a Conference social event on Friday evening of the Conference. This event is in the planning stages, but will include the use of either catering, food trucks and or local restaurants and Brei&eries. 2500 character linit 4lGollaboration lf your organization collaborates or has created partnerships with other organizations, groups, or other events, how is this accomplished? Collaboration *This entire conference is designed as a collaborative effort befuraeen the volunteer organizations: Washington SARVAC, Kittitas County Search and Rescue, the government organizations WA State Department of Emergency Management, Kittitas County Sheriffs Office, Kittitas County Event Center, and Central Washington University. We also vrnrk with the Ellensburg Chamber of Commerce for handouts and tourism informaiion and with local hotels and businesses to arrange pre-booked blocks of registrations and published fares and rates. WSECU contrlbuted to the success of the Conference last year and M/e continue to look for additional sponsors for this event. 2500 character linit 5lFuture Plans Please explain what plans exist to allow this project to become self-sustaining. lnclude any plans for ticket sales, event sponsors, and other cost-recovery models. WSECU contributed to the success of the Conference last year and vw continue to look for additional sponsors for this event. Registration fee for the Conference last year was increased to $175 from $1 50 for the 3 day conference in an effort toward sustainability. 25S character linit Future Plans* 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 This is an educational conference for SAR Volunteers. This Conference is the longest running in the US and rug are fortunate to have this type of trainlng. Most attending are from Washington State. This kind of visitor exposure to Kittitas County is epected to produce repeat visits for recreation and training for SAR volunteers and families. Hor,wver, there is a greater purpose for this conference. These SAR Volunteers attend the conference so that they are prepared for SAR missions year around in the communities that they live in. ln most counties in Washington State, SAR volunteers are used as a support resource for a wide variety of emergency services. l.l,ote that ihis past spring hundreds of SAR volunteers from other counties in Washington State came io Kittitas County for an evidence search. (This has happened in 2018 and nowin 2019.) Without proper trained personnel these SAR and Community responses uould not be possible ihroughout the State. There are indlvidual packets handed out to each attendee (suag bags) every year during conference registration, including handouts and information from upper and lower county tourism businesses, venues, establishments, and advertisements. This will continue to be utilized and we will add information about Kittitas County and ideas for things to do whlle here to the WA SARVAC registration iryiabsite or include it as a doraarloadable form after registration. ln 2019 we were able to publish a PSA regarding the event In the Daily Record during the event. We advertised 4 free public classes locally using PSAs and shared class information through Kittitas County, City Of Ellensburg and at CWU. ln 2019 uie offered 4 public classes at the KVEC Western Village on Saturday June 22nd. These were advertised, free classes for the public. Winter Safety, Ouidoor Safety, !0 Essentials for the Outdoors and an ATV Safety class. All of these classes ra,ere 90 minutes and taught by SAR lnstructors. We will offer additional public classes in 202A and advertise them locally and epand advertisements to Yakima and Western Washington areas.. 2500 character linit Supporting Documents You nay upload any supporting docunenls such as graphs, ineges, diagrans, narketing naterials, etc. You are allcrwed to subnit up to 3 single page (LE Lettet) docunents in Jre FDF or TlFFformt TlPrevious Lodging Tax Grant Information !"; Previous Years Ararded Lodging Tax Grants* Fhs your event received Lodging Tax funds h.r previo.s years? C No, this event/project has not previously received Lodging Tax Funding. C Yes, 1 year previous C Yes,2 years previous G Yes, 3 or more years previous How many participants and spectators attended last year's activity and/or will attend this year? Prior Year* 381 Projected * 400 How many days did/will your event occur? Prior Year *Projected * 77 How many paid overnight stays were and/or will be booked as a result of your project/event? Eplain howthe room nights data above from the prior year t,las collecied and howthe projection for the next year is derived. (For example, if there vras 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* 1,059 Paid Overnights' Data Support Prior Year Paid Overnight's Stay Response * Prior Year Paid Overnight Stay Data Projected * 1,100 Our overnight stay information is based on the number of paid registrations and where they are from. The preconference is Mon-Thurs of the conference. ln 2019 u,e had 86 enrolled (10 from 50 miles or less) We allowed 3 nights stay with 2/3 stayed in Hotel/Motels and 1/3 Stayed at Campgrounds. The main Conference is Fri-Sun. Classes start at 8 am on Friday and main registration check in is on Thursday evening.. ln 2019 ure had 295 enrolled (20 from 50 miles or less) We allovr,ed 3 nights stay with 2i3 stayed in Hotel/Motels and 1/3 Stayed at Campgrounds. This information is based on paid registrations, attendance and registrants that live more than or less than 50 miles away. 2500 character linit, h addition to field above, yol nay u$md the evidence to support the pnior years' roonlnight infornation. Yot nay upload up to three single pages (LS Letter), of infornation. lf you a single mrlti-page docunent, orly ihe first three pages will be considered. The fdlowing fonrats, will be accepted: JE, FF or T1FF Application Questions: Part 5 SlFunding Does your organization have, or have you applied for, grant funding from other sources? lf not, why not? lf yes, please list the funding you have for the project, including any volunteer and in-kind sources in Question 9l Project Budget Overview. Funding sources and amounts wlrich have not yet been secured Wll be listed separately, in the field(s) directly below. Finally, what changes vrould occur if ihe project couldn't be funded? Other Funding *bes your organization have, or have you agCied for funding frornother sources? GYes CNo Funding for which you have applied but not yet secured Funding Source WSECU Funding Shortfalls* Matching Funds Percentage Verification of ln-kind Contributions 9l Project Budget Overview Please complete budget for this projecVproposal. 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 project/event for which you are requesting funding and adheres to the basic budget format shown below. The budget must include anticipated revenues, ependitures, and any potential profit or loss. For projects/events wtrich are ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operations (need not be consecutive) for the project/proposal if applicable. For anyclaimed in-kind contributions valued at $500 or more and related to marketingladvertising, you must submit verifying documentation which assures the contribution will be provided. For instance, if you are claiming in-kind contributions in the form of advertising match, a binding contract itemiZng the matching value and obligating each parly 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 submitled. Providing all applicable data is your responsibility, failure to do so will potentially jeopardize your application's chance for review. Amount $ 4,000.00 What changes would occur if the project couldn't be funded? Washington State Search and Rescue Conference is an educational conference that affords SAR Volunteers (at their own epense) access to classes. We anticipate that $175 registration fee may need to be raised at some point in the future in order for the conference to continue. Resources, such as the Consolidated Lodging Tax Granl assist in our ability io provide this training. ln short without this grant we will likely need to increase the registration fee to SAR Volunieers who attend at their ouin e&ense. These SAR volunteers from here in Kittitas County and across the State devote 1000's of hours in training and on search, rescue and recovery missions each year without recompense and at their owr e)(pense. 2500 character linit. 614.13 o//o lhis field will auto fill with the csrect percentage based or your input to budget section belov for any claired i*kind conlrih.rtions valued at $500 or nnre and related to n8rketingladvertising, you nust subnil verifying docunentation which assures the contribution will be provided. Budget Year Edit if necessary 2017 2018 2019 Revenues From Consolidated Lodging Tax Grant 2020 Past Actual 3 $ o.oo Past Actual 2 $ 5,000.00 Past Actual 1 $ 10,700.00 Projected $ 9,200.00LTAC Grant Funding All Other Revenues Account Name WSECU Past Actual 3 $ 0.00 Past Actual 2 $ o.oo Past Actual 'l $ o.oo Projected $ 4000.00 Account Name Past Actual 3 Past Actual 2 Past Actual 1 Projected SARVAC $ 0.00 $ 32054.00 $ 5162s.00 $ 52500.00 I n-Kind Contributions (except volunteerism) Account Name Past Actual 3 $ o.oo Contributions of Volunteer Time Past Actual 2 $ o.oo Past Actual 1 $ 0.00 Projected $ 0.00 Number of Hours Past Actual 3 Past Actual 2 7,106 Past Actual 1 7,106 Projected 7J06 Evidence of Volunteer Eease u$oad a single file which offers evidence in suppst of the projected vdunteer hours. Contributions* WASARCONVolunteerHoursLetter.pdf Calculated Value of Projected Volunteer Time $ 167,417.36 182.68K8 Past Actual 3 $ o.oo Past Actual 2 $ 37054.00 Past Actual 1 $ 62325.00 Projected $ 233117.36Revenue Totals Expenses Account Name Operational Costs DEM Classes KVEC Rental Expense Totals Profit & Loss Past Actual 3 $ o.oo $ o.oo $ o.oo Past Actual 3 $ 0.00 Past Actual 2 $ 320s4.00 $ s5000.00 $ o.oo Past Actual 2 $ 67054.00 Past Actual 1 $ 42000.00 $ 35000.00 $ 4000.00 Past Actual 1 $ 81000.00 Projected $ 52500.00 $ 35000.00 $ 4500.00 Projected $ 92000.00 Past Actual 3 $ 0.00 Past Actual 2 $ -30000.00 Past Actual 1 $ -18675.00 Projected $ 141117.36 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, unlawfully discriminate against any employee, applicant for employment, client, customer, or other person vrho 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 laurs and regulations and; 3. That it has read the information contained in the lnstruciions on pages l and2 and understands and will comply with all provisions thereof. Certified by: Name * Applicant's Title* e/atatQlal*,At.,&tl6ll*fYa James Nale for Bill Gillespie SARVAC Representative INTERNAIJ REVENT]B SERVTCE P. O. BOX 2508 CINCTNNATT, Ofi 45201 DEPARTMENT OF TI{E TREASURY Employer ldentification Number : 9T-L6424LL DI,N: 1?053 155340033 Contact Person; CUS?OMER SERVICB ID* 319sir Contact Telephone Nurnber: (8771 829*5s00 Date: WASHTNGTON STATS SEARCH A}ID RESCI'E VOIJTJNTEER ADVISORY COUNCIIJ c/o BRTSLAWN rJoFToN plrlc C DENNIS BRTSil\WN 5555 LAKEVIEW DR gTE 201 KIRKIJAND, WA 98033 Accounting Period Endlng: Deceriber 31 Public Charity Status: 170 {b) {1) (A) tvi) Form 990 Reguired: Yee Effective Date of Exemption: May 15, 201.0 Contribut,ion Deductibility : Yes Addendum Applies: Yes Dear Applicaat.: we are pleased to inform you that upon review of your application for taxexempt status we have determined that you are exempt from Federal income t,axunder secbion 501{c)(3} of the InEernal Revenue Code. cont.ribulions t.o you aredeductible under sect,Lon L7a of the Code. You are al.so guatified to receivet.ax deductible bequests, devises, transfera or gifts under secLion 2oss,2106or 2522 of th€ code. Because this letter could help resolve any questionsregarding your exeqpt status, you should keep il in your permanenl records. organizat,ions exempt under eection 50L(c)(3) of Ehe Code are further classifiedas either public chariLies or private foundatione. we determined that you area public cbarity under bhe code section(e) List,ed in the heading,of thieLetLer. For imporbant information about your responsibilities as a tax-exemptorganization, go t,o vtww.irs.gov/charities. Enter n4z2!-pc* in the search barto view Publicafion 422'J,-pC, Compliance Guide for 501 (c) t3) public Charities,which describes your recordkeeping, reporting, and disclosure requl.rements. AU0 ?1Zau Letter 947 -t- I{ASuTNGTON S?ATE S&ARCTI AI{D RESC:I]E We have sent a copy of Lhis tetter to your repreaentative ae indicated in your po$rer of attorney. Sincerely tu Director, Exempt organizations I'€t,ter 947 -3- WASHINGTON S?ATE SEARCII AI{D RSSCUE ADDENDT'M Baeed on t,he informall"on submltted with your appllcat,Ion, we approved yourrequeat for reinetalement under Revenue Procedure 2014-11. your effect.ive dateof exemPtion, as shoun in lhe headlng of thle Letter, is ret,roacgive to thedate of revocation. Letter 947 These numbers are conservative and represent 2019 volunteer hours as well as projections for the 2020 co nfe rence. (9 / 13 / 2O2O WASARVACj n ) Dear Lodging Tax Advisory Board, Thank you for your consideration of our application. Unfortunately, we don't have specific logged data or sign in sheets for volunteer hours during the 2018 conference, however based on personnel and hours performed we can provide a close estimation. The prior conferences, especially the one we were a part of in 2013, would all be similar in volunteer participation. Estimated volunteer hours: Operations during the Conference: 220 hrs. Pf anning Meeting's and prep leading up to the Conference: 276 hrs. Scheduling for the Conference: 80 hrs. Class Development: 240 hrs. Website Development: 80 hrs. Volunteers attending classes during the conference: 6,210 hrs. lnstructors teaching classes during the conference: 210 hrs. lnstructor preparation prior to the conference: 2L0 hrs. Sincerely, Dave Houseberg Kittitas County Sheriff's Office itii Vf,l [l ll{t rqi I irlo}ql +:. i[o;i .lilhfi: 2-{rrJiirl:lirto.) iI [{ rti..j !]t.t:t: Exhibit "8" 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 qnd 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/z inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. B. Print Advertisins and line 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/z inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. C. Video Advertisins 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 rtisine 1. Print advertising placed with any media provider which operates exclusively outside of Kittitas County may be reimbursed at tOO% of the cost, including any production costs. To operate exclusively outside of Kittitas County, the provider must not be physically located in the County and/or not distribute any media within the County. 2. Print advertising placed with any media provider which operates inside Kittitas County may be reimbursed as follows: a, For date-specific events, advertising the day ofthe event and up to L0 days prior to the event may be reimbursed at LO0% of the cost, including any production costs. b. For seasonal or year-round events, or for date-specific events outside of the time- frame in Section 2 A, (21(al 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 reimburse d at IOO%o 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 TOOo/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 28,2(a) above, advertising may be reimbursed atthe rate of 70%of the total cost, including any production costs. C. Online Advertising: 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. Di Mail: 1'. Direct mail advertising may be reimbursed at tO}% 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 docu mentation. E. Flvers/Posters: 1'. Flyers or posters which are placed outside of Kittitas County may be reimbursed at tOO% 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 700% 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 Advertising L. Radio advertising placed with any media provider located outside of Kittitas County may be reimbursed at 10Oo/o of the cost, including any production cost. 2. Radio advertising placed with any media provider located inside of Kittitas County may be reimbursed as follows: a. For date-specific events, advertising the day ofthe event and up to 7 days priorto the event may be reimbursed at LOOo/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 3O% of the total cost, including any production costs. G. Operation Reimbursement: 1. 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 al L0O% 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 $5,000.c. Licenses, permits, insurance, or credit card fees