HomeMy WebLinkAboutAmended LT-2020-018LT-2020-018-VALLEY MUSICAL- Amended EP
2O2O LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND LAUGHING HORSE ARTS FOUNDATION D.B.A. VALLEY
MUSICAT THEATER
This Contract, effective January L,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
municipalcorporation ("City"), a subdivision of the State of Washington, and LAUGHING HORSE ARTS
FOUNDATION D.B.A. VALLEY MUSICAL THEATRE ("Contractor"l for the 2020 Summer Mainstage
Musical ("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 two thousand one hundred dollars (52,100) (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 two thousand one hundred
dollars (S2,100) (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 1,5,2O2L after this date funds lapse.
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LT-2020-018-VALLEY M USICAL- Amended EP
d. Requests for reimbursements must be submitted to:
Kittitas County Auditor
Attn: Auditor's Accounting
205 West 5th Ave - Suite 105
Ellensburg, WA 98926
auditorsaccounting@co.kittitas.wa.us
Reporting requirements of your events will be required on prescribed forms from the County
Auditor.
f. Contractor is eligible to claim reimbursement for the following items and amounts only:
o Advertising and promotion
o Graphic design
r Facility rental fees
r Royalties
o Sound/microphonerentals
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
fo I lowing add ress: http ://www.co. kittitas.wa. us/a ud itor/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 Contracto/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.
e
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c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders,
licenses, permits, and other requirements, now or hereafter in effect, of any governmental
authority (including, but not limited to, such requirements as may be imposed upon the
County and applicable to Services). Contractor shall furnish such documents as may be
required to effect or evidence such compliance. All laws, ordinances, rules, and orders
required to be incorporated into agreements of this character are incorporated into this
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;
a
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Any lien asserted upon any property of the County or City in connection with the Services for
this Agreement;
a 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 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. lndustrial 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. lnsurance and Endorsements.
a. The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
b. Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from all claims, losses, harm, costs, liabilities, damages and expenses arising
out of personal injury (including death) or property damage that may result from performance
of the Services or this Agreement, whether such performance is by Contractor or any of its
employees, agents or representatives.
a
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Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d. Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
e Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County 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 Contracto/s address provided on the signature page. Notice
c
a
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may be given by delivery or by depositing in the U.S. Mail, first class, postage prepaid, certified
mail, return receipt requested.
e. The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict, affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
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
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LT-2020-018-VALLEY M USICAL- Amended EP
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
rssroner
D AS TO FORM
NTY CO tsstoNE co R
(
4lzt
Clerk of the Board
.Br*rt-
t€y7e>
P o Aat I q<(
Itr t lAddressl
S 3ol-a?a-tGB ?
[Telephone]
/,tJ il il lll
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 Ganl ApSicaticn t brkshq - 2019 hosted by the lfttitas Orunty Oranter of &nrrerce?
G Yes
CNo
G Yes,
I have read and understand Stbdttal hslructions and General hfornation for the 2019 Lodgirg %x Gant funding
Flocess
Submittal lnstructions
& General
lnformation *
You are strongly encouraged to compose your responses to the queslions of this form with a desktop text
editor and save your work, then copy and paste the information into the form. You may also save a draft by selecting
the button at the bottom of this page. When you do this you will be logged out and must log back in to continue. ln order
to save a draft you will need to provide an email address and a passvucrd. 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 * Laughing Horse Arts Foundation dba Valley Musical Theatre
Organization Address * sreet Address
PO Box 1 551
Address Line 2
0ty
Ellensburg
Fbstal / Zip Code
98926
State I Flovince I Region
Website wwr,v.va I leymu sica lth e atre. com
91-1211173
600-634-787
Federal Tax lD #*
Organization is a: *C Government Entity
G 501(c)3
r 501(c)4
c 501(c)6
(- Other
(Note: you must submit 501(c)3, 501(c)4, or 501(c)6 approval documentation.)
Click here to view sample documents (redacted).
WA
Ocunlry
United States
UBI #*
Upload Proof of
Organization Status
LFTAF_S01 c3.pdf
Acceptaue {ile {ornets include: J6, FF or TIFF
*
Contact lnformation
Last Name*Black
1.41M8
First Mme*Jessica
Phone Number*509-972-6633
Email*valleymusicaltheatre@gmail.com
Project or Event lnformation
ProjecVEvent Mme* VMT's 2020 Summer Mainstage Musical: Mamma Mia!
Event Dates
Please provide any specific dates, or range of dates, on which your event or project will be held. You may add as many
dates or date ranges as necessary.
Event Dates
Start Dates*
711012020
ProjecVEvent
Location *
New or Ongoing
ProjecVEvent? *
Amount of Funding
Requested *
Funding Request Max 2,178
Tourism Seasons*
Application Questions: Part 1
End Dates
711812020
Morgan Performing Arts Center, 400 E 1st
Ave., Ellensburg, WA 98926
li Ongoing ProjecVEvent (More than four years in existence)
C New Project/Event (Four or fewer years in existence)
$ 2100.00
lf you sdected "Orgoing Roject/Evenf' above this anDunt ray not exced 10% of the total experrse buftet of this
Frdect.
Frornthe list bdoriv, whai season will your prcject enhance tourisn? Select any which apfly.
l- Year-round (January - December)
l- Off Season (November - February)
F Shoulder Season (October or March - May)
17 High Season (June - September)
Please answer each question completely, in the order listed. Please include anysupporting data within the
response narrative.
1 | Proje cUEve nt Description
Please provide a description o{ your projecUevent and identify the specific tourism audience/market that your
organization Wll target with these funds. You must include an itemized list of exactly how any grant funds
awarded will be utillzed.
Response 'l :
ProjecVEvent
Description *
Valley Musical Theatre (VMT), established in 1999, is at the very heart of live
performance in Ellensburg and the Kittitas Valley. We produce four shows per year
which involve the talents of all age groups - offstage and onstage - for a community
eperience like no other in our valley. Our Summer mainstage production is our
largest play in terms of cast and budget, and vte focus on bringing in some of the
most dynamic and popular Broadway musicals, that will drawaudiences not only
from Ellensburg and Kitiitas County, but from the entire Central Washington region.
ln July 2020, VMT is producing "Mamma Mia! lt features ABBAs timeless songs and
remains one of the most popular shows to ever hit Broadway. WT is excited to
bring this production to Ellensburg, with iis large cast, non-stop laughs and
e4rlosive dance numbers. lt is a showwith wide appeal across generations. This
has the potential to be one of the most successful productions r,le have had in 20+
years.
This event is designed to increase tourism and eposure to performing arts and
build connections in our community betu,een businesses and audience members.
Part of our mission statement is to further the goals of the Laughing Horse Arts
Foundation and the Chamber of Commerce in developing Ellensburg as a tourist
destination.
These funds will be used wisely to achieve a successful marketing and advertising
campaign, and assist with a portion of facility rental fees for the rehearsals and
performances, and play royaities - wiihout wtrich rre could not hold the event.
Our target audiences are those who are interesied in live theater and the
performing arts, not only in Ellensburg, but in ihe greater Central Washington
region. VMT has cultivated relationships with Central Washington University and
several other community theaters, including Wenatchee, Moses Lake, Yakima and
Leavenvrorth for cross-promotion of events.
Our intention is to execute this plan through social media marketing such as online
Facebook ads, online banner ads on local communiiy and regional u,ebsites, print
ads and posters, radio advertisements, and at other VMT and community activities
throughout the year.
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List of lntended Use of Funds*
Advertising and promotion
Graphic design
Facility rental fees
Royalties
Sound/Microphone Rentals
2l Pro.lections of lncreased Tourism
Please provide the following estimates of how any money received will result in increases in the number of people
traveling for business or pleasure on a irip:
1. Away from their place of residence or business and staying overnight in paid accommodations;
2. f o a place fifty miles or more a\ €y from their place of residence or business for the day or staying overnight;
3. or from another country or state outside oftheir place of residence or business.
You must provide the evidence utilized in determining your projections.
Response 2.1
Projection *
Response 2.1*Evtdence
Response 2.2
Projection *
Response 2.2*hvtdence
Response 2.3:
Projection *
Response 2.3:*Evtdence
Application Questions: Part 2
1. Away fromtheir flace of residence or b.rsiness and staying overnight in paid accomrodations;
Alihough difficult to quantify, attendees of our summer production that stay
overnight in hotels/motels also purchase meals, gas, and shop in local stores while
here. Our 2-3 hour event starts at 7:00 PM, and is held over ivl,o ra,eekends in the
summer when families are more likely to travel - each of these factors encourages
people traveling from over 50 miles to stay locally for the night either at hotels or
with family and friends.
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We sell tickets through a local bookstore and online through Brovtn Paper Tickets.
While we cannot estimate how many of the local tickets \fiere picked up by friends
for out of town guests in 2019, u,e can see uilrere tickets were purchased from
online, which gives us a good approximation of where attendees came from. See
data below from the most recent 201 9 summer production (see supplemental
attachment for detailed ticket locations):
20'1 9 Online Ticket Sales for Music Man - (204 out of 1206 total tickets u,ere sold
through BPT)
Kittitas County = 57.8%
Central/Eastern Washington = 1 8.6%
Western Washington = 18.60/o
Out of state = 4.9%
We've averaged 1200 attendees the last tuo years and expect that next year will
be the same or increase. While we did nol conduct a survey of ticket holders who
purchased at lhe door or the local bookstore, r,r,re do knowthat29.9% of online
ticket purchases to our 2019 showcame from over 50 miles avray. Considering that
many locals purchase tickets for out of tom family/friends, we estimate
conservatively lhat2A% of overall tickets sold will be sold to people vrho traveled
50+ miles (approximately 240 individuals).lf 2\o/o of these stay in hotels/motels that
would be approximately 48 overnight stays as a result of this event.
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2.To a $ace fifty niles r nnre away fromtheir $ace of residence or business for the day or staying overnight;
The larger the cast/crew of a production, the more family and friends come to visit
to see the production. The cast and crew of Mamma Mia is epected to be betvwen
30-40 people, and it is not unreasonable io assume that these personal invitations
generate 60-1 00+ tickets. These aitendees may come for just dinner and the shoq
or stay wilh friends while in town, but generate revenue at our grocery stores, gas
staiions, etc.
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Using the calculation method described in response 2.1 ue inould estimate of the
240 visitors traveling more than 50 miles, 35% vr,ould visit for the day only, and 45%
would stay overnight or for the u,eekend in a private home with friends and family.
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3- or fromanother country or state outside oi their place of residence or business.
Out of state visitors are most likely to be friends and family personally invited to
attend the production, as r,r,ell as business/pleasure travelers in town for other
events and looking for entertainment options.
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As seen above in response 2.1, 43% of online tickets sold at 2019 event trtere
from out of staie. This seems likely to remain about the same in future years, as
our focus at this point is to advertise in Washington versus out of state.
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3lMeasuring Results
What tools will you use to measure your event's impact on tourism? Please be specific and provide examples. lnclude the
following information:
A. ls your 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 auay?
C. What strategies will you use to assist in marketing all of Kittitas County as a tourisi destination with your
event/project funding request?
Response 3:
Measuring Results*
Response 3 A:
Measuring Results*
Response 3 B:
Measuring Results*
Response 3 C:
Measuring Results*
Application Questions: Part 3
\A,hal tmls will you use to neasure yorr event's inpact on tourisn? Flease be specific and provide exanples.
We Wll be implementing a new audience survey form inserted into each playbill and
collected at performances. This survey will ask questions to help us better track
where attendees are from and wirether or not they stayed in a motel or with
friends/family.
Offering a contesVprizes for returned surveys
Ticket information
Google Analytics and Tracking
Facebook Campaigns and Ads
Coordinate with local restaurants, shops or hotels to set up specials
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A. b yo:r projecVevent year-round or is it seasorial or date-specific?
fi Year Round (:: Seasonal G Date Specific
Your sdection here should be supporled by the dates yor-J povided above, in the Flc{ect or Event lnforratim section.
B. Wut sirategies will you enfloy to assure you are attraciing tourists f rcxnat least 50 niles away?
Target Facebook ads to the greater Central Washington region
Work collaboratively with other community / semiprofessional theaters in the region
to promote the event
Advertise the event regionally (with a focus on Wenatchee, Leavenuorth, and
Yakima and Grant Counties) at appropriate venlJes (wtrich may include onllne
community boards, radio ads, displays at events or venues, or other marketing
opportunities as appropriate).
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G !\hat shategies will you use to assist in narketing allof Kittrtas Oounty as a tclurist destination with yor
eventlproject f unding request?
Link to the County Tourism Website
Link to the Chamber of Commerce & purchase an ad banner on the chamber
\ruebsite
Add event to the spring/summer 2020 visitors guide
Use branding logo, fonts and credit the support received on our rruebsite, Facebook
page, etc.
Link to county accommodations
Develop "packages" with local businesses - i.e. restaurants, hotels for "dinner and
a play" or a "vueekend stay and play" to encourage more overnight guests.
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4lCollaboration
lf your organization collaborates or has created partnerships with other organizations, groups, or other
events, how is this accomplished?
Collaboration *We vr,nrk collaboratively within the Laughing Horse Arts Foundation with other
entities such as Central Washington University, local school districts, and other
communily and semiprofessional theaters in the area to promote the goal of
producing musical theater events. For instance, in past productions rae have
borrovr,red set and costume pieces from other community theaters in Wenatchee
and Leavenu,orth, and in turn have rented our props/setsicostumes out to other
theaters. We uork with and coniinue to develop our relationship with CWU's Music
and Theater departments, and the Ellensburg School District; many faculty
members have donated their time and efforts behind the scenes and performed in
our shorius. Laughing Horse Arts Foundation has several sub-organizations, in
Ellensburg and Cle Elum, and \,e cross-promote activities and events, and even
collaborate for resources if needed for a production. All of our actors/performers
volunleer their time to rehearse and perform the shovre, as raell as backstage crew,
set builders, costumers, and hair/makeup helpers nho volunteer their time to make
sure the show looks and runs smoothly.
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5l Future Plans
Please explain what plans exist to allow this project to become self-sustaining. lnclude any plans for ticket
sales, event sponsors, and other cost-recovery models.
Future Plans*Valley Musical Theatre hired a new Executive Director in August 2019. One of her
first goals is to revamp and actively pursue showsponsorship and advertising
opportunities for local businesses. This has not had a dedicated focus in past
years, but r,r,e hope to help bring more steady income through advertising and
dependable sponsorship support.
We plan to more heavily promote the event and ticket sales through social media,
r,rebsite and local advertising.
As a community theater, one of our goals is to keep the ticket price low enough to
make attending more accessible to the broader community including seniors and
students; but raising tickei prices dovvn the line is not out of the question -
especially if theatrical royalties and facility rental costs continue to rise.
2500 chamcter linil
Application Questions: Part 4
6l Additional lnformation
Provide any additional information which will assist the Lodging TaxAdvisory Committee in evaluating your
project and its benefit to tourism.
Additional lnformation As Ellensburg's primary community theater company, ue aspire to provide positive
eperiences for Ellensburg families - from our "Rising Stars" productions that
provide a creative outlet specifically for middle school students and teens, to our
Summer Main Stage show that provides opportunities for both adults and children
(often being parents and their kids). Our youth develop a passion for live
performances that comes wiih the opportunity to feel the warmth of the stage lights
on their faces and the camaraderie of an ensemble of players. Our adults gei to
have an outlet for their creativity that they cannot typically find in their usual daily
lives and \ ork together with others in the community udrom otherwise they might
never cross paths.
2S0 character linit
Supporting Documents You nay upload any supporting docunenls such as graphs, inages, diagrans, narketing nateriais, etc.
201 9-TheMusicMan-TicketSales.pdf 428.38K8
Yo.r are allo,ved to subnit up to 3 single page (LS Letter) docunents in JFG FFor TlFFfornst
TlPrevious Lodging Tax Grant lnformation
Previous Years
Awarded Lodging Tax
Grants *
Fbs your evert received Lodging Tax funds in previo.s years?
G No, this event/project has not previously received Lodging Tax Funding
C Yes, 1 year previous
C Yes,2 years previous
f Yes, 3 or more years previous
How many participants and spectators attended last year's activity and/or will attend
this year?
Prior Year*
1,206
Projected *
1,200
How many days did/will your event occur?
Prior Year*Projected *
b6
How many paid overnight stays were andlor will be booked as a result of your
project/event?
Paid Overnights' Data Support
Eplain howthe room nights data above from the prior year was collected and howthe projection for the next year is
derived. (For example, if there was a survey conducted for the prior year, eplain the methodology. For the projections,
what are they based upon and how is that basis justified?)
Prior Year*
48
Prior Year Paid
Overnight's Stay^*Kesponse
Prior Year Paid
Overnight Stay Data
Application Questions: Part 5
Projected *
48
Overnight stays for the 2019 production of Music Man, raiere calculated based upon
20o/o ot lolal event attendees (240 individuals) traveling over 50 miles (response
2.1), and by using spending and accommodation tables and 2017 data from Dean
Runyan Report:
Day visitors (35%): 84 x $4S/person = $3,780
Overnight (20%) (Hotel/Motel): 48 x $187/person = $8,976
Overnight (45%) (Private Home): 108 x $S7lperson per trip = $6,156
2500 characler linit.
h addition to field above, ycu nay upload he evidence to support the prior years' roon/night infornaiion.
Yc[l my uplmd up to three single pges (LB Letter), of inforn?tion. lf you a single ruhi-page dmurcnt, only th€ first
three pag,es will be considered. The fdlovving fornsts, will be accepted; JE, FF or TIFF
SlFunding
Does your organization have, or have you applied for, grant funding from other sources? lf not, wtry not? lf yes, please
list the funding you have for the projeci, including any volunteer and in-kind sources in Question 9l Project Budget
Overview.
Funding sources and amounts wtrich have noi yet been secured will be listed separately, in the field(s) directly below.
Finally, what changes vraruld occur if the projeci couldn't be funded?
Does yorr organization have, or have ycru ap$ied for funding frotr other sources?
CYes (!No
Other Funding *
Eplanation *
Funding Shortfalls*
Matching Funds
Percentage
Verification of ln-kind
Contributions
9l Project Budget Overview
Please complete budget for this project/proposal. lf your agency operates independently of ihis 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 which
are ongoing for more than one ('1 ) year, please also submit actuals from the previous three (3) years of operations
(need not be consecutive) for the projectlproposal if applicable.
For any claimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must
submit verifying documentation which assures the contribution will be provided. For instance, if you are
claiming in-kind contributions in the {orm of advertising maich, a binding contract itemilng 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.
lf not, why not?
Valley Musical Theater holds a fall fundraiser every year, the proceeds of which
help suppori the costs of future productions, includlng the Summer Mainstage
Production. This fundraiser will be in October 5,2019. There will also be a donation
drive in Mvember/December. We have not applied for any additional grants.
2500 character linit
Wrat changes would occur if the proiect couldn't be f unded?
We might have to cut back on the number of performances offered, or significantly
raise the general admission rate. Currently, our adveriising budget has been small
and ure have been dependent upon r,r,rcrd of mouth and volunteers to help promote
lhe event. We are planning broader advertising with the goal of attracting out of
tovm visitors to the event; many of these ideas are outside our normal budget and
ine uould have to re-evaluate if the project was not funded, and likely scale back on
these promotions.
2500 characier lirit.
1035.71
/o
This fidd w ill auto fill w ilh the conrect percentage based on your input to budget section bdo,v
for any clained in-kind conlrilutions valued at $500 or nnre and related to rnrketirq/advertising, you nust subnit
verifying docunentation which assures the cortributim will be provided.
Budget Year
Edit if necessary 2017 2018 2019
Revenues From Consolidated Lodging Tax Grant
2020
LTAC Grant
Funding
All Other Revenues
Account Name
Ticket Sales
Past Actual 3
$ 0.00
Past Actual 3
$ 6028.00
Past Actual 2
$ o.oo
Past Actual 1
$ o.oo
Projected
$ 2,100.00
Past Actual 2
$ 14815.00
Past Actual 1
$ 18090.00
Projected
$ 19000.00
I n-Kind Contributions (except volunteerism)
Account Name
Donations (at door)
Ad Sales
Concession
T-ShirtsiMakeup
Kits
Account Name
Royalties/Scripts/Sc
ores
Past Actual 3
$ 0.00
$ o.oo
$ 1410.00
$ 0.00
Past Actual 3
$ 2391.00
Past Actual 2
$ 700.00
$ o.oo
$ 1345.00
$ o.oo
Past Actual 2
$ 3460.00
$ 2321.00
$ 'l 19.00
Past Actual 1
$ 814.00
$ 370.00
$ 1342.00
$ 1 1 15.00
Past Actual 1
$ 4155.00
$ 5152.00
$ 234.00
Projected
$ 200.00
$ 400.00
$ 1300.00
$ o.oo
Projected
$ 4180.00
$ 5200.00
$ 1350.00
Contract Labor
(Producer, Director,
Design Leads)
Contract Labor
(Music Director,
Conductor,
Musicians)
Production
Epenses
Facility Rental
Lighting/Sound
Rental
$ 2800.00 $ 4400.00 $ 3905.00 $ 4200.00
$ 1500.00 $ 3000.00 $ 4700.00 $ 2500.00
$ 926.00 $ 2654.00 $ 2435.00 $ 2500.00
$ 793.00
$ 179.00
Evidence of Volunteer Flease u$oad a single file which offers evidence jn support of the pojected vdunteer hours.
Contributions *
VMT-VolunteerHours.pdf 395.79K8
Revenue Totals
Expenses
$ 24,031.20
Contributions of Volunteer Time
Account Name
Costumes
Props/Sets
Dry Cleaning
Past Actual 3
$ 0.00
$ o.oo
$ o.oo
Past Actual 2
$ 250.00
$ 500.00
$ 250.00
Past Actual 1
$ 300.00
$ 600.00
$ 250.00
Projected
$ 300.00
$ 300.00
$ 250.00
Past Actual 1
1j34
Projected
1,020
Calculated Value of
Projected Volunteer
Time
Past Actual 3
$ 7438.00
Past Actual 2
$ 17860.00
Past Actual 1
$ 22881.00
Projected
$ 47881.20
Past Actual 3 Past Actual 2
Number of Hours 520 1,160
Printing $ 572.00 $ 498.00 $ 400.00 $ 450.00
Account Name
Advertising
Credit Card/Ticket
Fees
Concessions
Expense Totals
Profit & Loss
Past Actual 3
$ 16.00
$ 49.00
$ 204.00
Past Actual 3
$ 9430.00
Past Actual 3
$ -1992.00
Past Actual 2
$ 736.00
$ 126.00
$ 285.00
Past Actual 2
$ 17599.00
Past Actual 2
$ 261.00
Past Actual 1
$ 998.00
$ 189.00
$ 109.00
Past Actual 1
$ 22277.00
Past Actual 1
$ 604.00
Projected
$ 1000.00
$ 200.00
$ 200.00
Projected
$ 21780.00
Projected
$ 26101.20
Application Certification
The applicant here certifles and affirms: 1. That it does not noq nor will it during the performance of any contract arising
from this application, unlaMully discriminate against any employee, applicant for employment, client, customer, or other
person who might benefit from said contract, by reason of age, race, color, ethniciiy, sex, religion, military status, serual
orientation, creed, place of birth, or disability; 2. That it will abide by all relevant local, state and federal laws and
regulations and; 3. That it has read the information contained in the lnstructions on pages 1 and2 and understands and
will comply with all provisions thereof.
Certified by:
Jutira,h(fry i&{1
Name*Jessica Solberg Black
Execuiive Director, Valley Musical TheatreApplicant's Title*
lntemal Revenue Service
Date: April 12,20O3
Laughing Horse Arts Foundation
P.O. Box214
Ellensburg, WA 98926 -A21 4
Dear Sir:
Department of the Treasury
P. O. Box 2508
Cineinnati, OH 45?01
Person to Gontact:
Ronnie Clemons
Customer Service Representative
Toll Free Telephone Number:
8:00 a.m. to 6:30 p.m. EST
877-829-550A
Fax Number:
51&.263-3756
Federal ldentiftcation Number:
91-1211173.
This is in response to your certificate of Amendment, filed J3!V 6, 1ggg, in the state of washington,changing the organization's name rom Eflensburg Sil;;rliea'ter rounoiuon, to the above as listed.
our records indicate that a determination letter issued in July 1?g4, granted yourorganization exemptionfrom federal income tax under sec{ion soltcliej;rlheintltnrl Reveiue corie. That letteris still in effecr
Based on information subsequently submitted, wa classified your organization as one that is not a privatefoundation within the meaning or slction 5096) of th" d;e Lecaus! it is an organization ctescribecr insections 5O9(a)(1) and 1 7o(b[1 XAXvi).
This classification was based on the assumplion that your organization's operations would continue as s{dtedin the application' lf your organization', *or*o'ri
",ipp"n ir its chara"t i metnod of operations, orpurposes have changed, please let us know so we cafiEnsioerthe effd;itire change on the exemprstatus and foundation staius of your organization. ' - --" re'ver v 's sr'sul vr tl
Your organization is required to file Form ggo, Retum of organization Exemptfrom lncome Tax, only if itsgross receipts eactr.yel are normally more than $25,o0o- ir a-retum i" r.q,ir.d, it must be filed by the 15thdayof the fiftfi month afterthe'eno oitne organizatioiris annuar accountinglJ"rioc. The taw imposes apenalty of $20 a day, up to a mardmum of $io,ooo,'*n"n . retrrm is fired lata, unless there is reasonablecause for the delay.
All exempt organizatons (unless speclflcally exclu<led) are liable for taxes under the Federal lnsuranceconhibutions Act (social security laxes1 on remuneratbn or $100 or ** fi;i" each employee during acalendar year' Your organization is noi liable forthr t"*'iilpo.ed under the Federal unemployment rax Act(FUrA).
organizations that are not private foundations are not subject to the excise taxes under chapter 42 of thecode' However, these organizations are not automatically exempt from otherfederal excise taxes.
Donors may dedust contributions to your organization as provided in section 170 of the code. Bequests,legacies' devises, transfers, or gifts to yorr organization or for iF use are deductrble for federal estate andgift tax purposes if they meet th; appr&op pivisioni or sections 2055, 2,t06, and 2522of the code_
-z-
Laughing Horse Arts Foundation
91-1211173
Your organization is not required to file federal income tax retums unless it is subject to the tax on unrelated
business income under.section 511 of the Code. lf your organization is subject to this tax, it must file an
income tax return on the Form 99GT, Exempt-Organization Business lncorne Tax Retum. ln this letter, we
are not determining whether any of your organization's present or proposed activiUes are unrelated trade or
business as defined in section 513 of the Code.
The law requires ygu to make your organization's annual retum available for public inspection without charge
for three yearS after the due date of the retrm, lf your organization had a copy of its application for
recognition of exemption on July 15, 1987, it is also required to make available for public inspection a copy of
the exemption application, any supporting documents and the exemption letterto any individualwho requests
such documents in person or in writing. You can charge only a reasonable fee for reproduction and ac.tual
postage costs forthecopied materials. The law does not require you to provide copies of public inspection
documents that are widely available, such as by posting them on the lntemat (World Wide Web). You may
be liable for a penalty of $20 a day for each day you do not rnake tpse documents available for public
*iaspeAien{up*oa maximussn$lor0ggin$e case of an annuaketum),
Because this letter could help resolve any questions about your organization's exempt status and foundation
stafus, you should keep it with ihe organization's permanent records.
lf you have any questions, please call us at the telephone number shown in the heading of this letter.
This letter affirms your organization's exempt status.
SinceGly.,
John E. Ricketts, Director, T8GE
Customer Account Services
Brown Paper Tickets- Ticket Holders Demographic Data
Valley MusicalTheatre's: THE MUSIC MAN
Row Labels Count of ng City
CA
Burbank
MT
3
t
Dillon
WA
t
L94
#
118
38
38
10
204
3
Kittitas County:
Central/Eastern WA:
Western WA:
out of state:
Total:
%
57.8%
18.6%
t8.6%
4.9%
100.0%Bellevue
Bonney Lake
Bothell
Cle Elum
coupeville
Edmonds
Ellensburg
Ellensburg
Ephrata
Everett
Kennewick
Kittitas
Lynnwood
Malaga
Moses Lake
Mt Vernon
North Bend
Port Townsend
Richland
Roslyn
Seattle
Selah
Sumner
Tacoma
Vantage
Wapato
Wenatchee
West Richland
Yakima
Yakima
WI
2
4
4
7
2
2
95
8
2
4
t
3
L
2
2
2
7
3
L
4
4
t
7
2
1
2
2
t
2t
3
4
Hartland 4
(blank) 2
Tokyo 2
Grand Total 204
7/s/20r9 7/6/20L9 7/7/2019 7/IL/2OL9 7/t2/20!s 7/r3/20t9 TOTATSTickets Sold
Jerrol's Bookstore
At the Door
BPT - Online
46
113
20
53
91
48
40
r07
13
90
176
2t
42
101
58
55
t48
44
326
676
204
t79 201 792 160 227 247 t206
VMT - SUMMER MAINSTAGE PRODUCTIONVOLUNTEER HOUR BREAKDOWN2O2O- PROJECTEDTotal4803030270501601020#hours40310301020# PPIt21039582079Total7203930135501607r34#hours40310151020# ppl18r.3395820raTotal5005030270501601150#hours40510301020# ppl151039582077Total16030309050160520#hours40310151020# ppl4103658ActorsSet buildersSet Lead bu ilders/a rtistsCostumersHair/MakeupBackstage CrewTOTAL VOLUNTEER HOURS
Exhibit "B"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. Branding
Contractors who have been approved to utilize grant awards for advertising expenditures must
incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism
information as follows :
A. Websites and Social Media Sites must include the County's and appropriate City's tourism
website logo with an operational link to the site(s). The logo must be displayed on the
contractor's home page, it must be sized no smaller than% inch in height, and must be
surrounded by appropriate white space to allow easy recognition and legibility. Contractors
shall not change the logo(s) in color or appearance.
B. Print Advertising and Online Displav Advertising of all types ( including but not limited to
newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party
websites, streaming displays, etc.) must include the County's and appropriate City's tourism
website logo. The logo must be sized no smaller than% inch in height, and must be surrounded
by appropriate white space to allow easy recognition and legibility. Contractors shall not change
the logo(s) in color or appearance.
C. Video Advertisine of all types (including but not limited to television, online, electronic kiosks,
motion billboards, etc.) must include the County's and appropriate City's tourism website logo,
The logo must be sized no smaller than% inch in height, and must be surrounded by appropriate
white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in
color or appearance.
All logos and website information may be obtained by contacting the Director of Tourism, Kittitas
County Chamber of Commerce.
Section 2. Advertising Reimbursements
Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere
to the following guidelines and requirements for each type of advertising media utilized.
A. Print Advertisins:
1. Print advertising placed with any media provider which operates exclusively outside ot
Kittitas County may be reimbursed at LOO% 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 al IOOo/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 A, (2)(a) above, advertising reimbursement requests must include a
statement from the media provider specifying the percentage distribution to areas
outside of Kittitas County. Reimbursements will be allowed for the amount distributed
outside of Kittitas County, including any production costs.
B. Television Advertising
t. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will
be reimbursedatt0O% 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 IOO% 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 7O% of
the total cost, including any production costs.
C. Online Advertisins:
L. Online advertising and promotion may be reimburse d at IO0% of the cost, including any
production cost.
2. Streamed media (radio, television, other) requests fo1 reimbursement must include a
statement from the media provider specifying the percentage of recipients which are
outside of Kittitas County. Reimbursements will be allowed for the percentage distributed
outside of Kittitas County, including any production costs.
D. Direct Mail:
1,. Direct mail advertising may be reimbursed at LOO% of the cost, including any production
cost, for each item mailed or shipped to a destination outside of Kittitas County. ln order to
receive reimbursement, a list of the addresses and a signed statement from the contractor
that the list is accurate, or other proof of delivery, must be provided along with other
required documentation.
E. Flvers/Posters:
L. Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% of
thecost,includinganyproductioncost. lnordertoreceivereimbursement,alistofthe
locations where flyers or posters were posted outside of Kittitas County, a signed statement
from the contractor that the list is accurate and a copy of the poster/flyer must be provided
along with other required documentation.
2. Banners which are placed inside of Kittitas County may be reimbursed at tOO% of the cost,
including any production costs. ln order to receive reimbursement, the banner cannot list a
specified date or location. Request can only be made one time.
3. Signage (site layout use only) which are placed inside of the venue/facility of the event may
be reimbursed at IQO%o of the cost, including any production costs. ln order to receive
reimbursement, the signage cannot list specified date or location. Request can only be
made one time. (i.e. ADA Parking/Parking, Loading Zone, Evacuation Route, Bathrooms, and
Stage locations)
F. Radio Advertisine:
1. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at L}O% of the cost, including any production cost.
2. Radio advertising placed with any media provider located inside of Kittitas County may be
reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed at 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 reimbursed IOO% 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