HomeMy WebLinkAboutAmended LT-2020-015LT-2020-015-EASTON MEMORIAL DAY- Amended EP
2O2O LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND EASTON MEMORIAT DAY CELEBRATION
This Contract, effective January L,2020 is made and entered into by and between KITTITAS
COUNTY ("County"), a subdivision of the State of Washington, and EASTON MEMORIAL DAY
CELEBRATION ("Contractor"), for the 2020 Easton Memorial Day Celebration ("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 one thousand three hundred ninety two dollars and
twelve cents ($1",392.12) (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 sum of one thousand
three hundred ninety two dollars and twelve cents (S1,392.721 (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 15,2021, after this date funds lapse.
d. Requests for reimbursements must be submitted to:
Kittitas County Auditor
Attn: Auditor's Accounting
205 West 5th Ave - Suite 105
_2020 County Lodging Tax Funding Agreement Page 7
LT-2020-015-EASTON MEMORIAL DAY- Amended EP
Ellensburg, WA 98926
a ud itorsacco u nti ng(oco. 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 Website expense
o Radio, newspaper, and social media ads
o Promotional items
. Bouncy house rentals
r Rock climbing wall
o Face painter
r Drone photography
o Hard copy ads
g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and
is further expressly denied funding for the following items as requested in the application as
defined in Section 1(a): N/A
h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation.
Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
fol lowi ng add ress: http://www.co. kittitas.wa. us/a ud ito r/defa u lt.aspx
Section 3. Performance bv Contractor
a. Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County. Any such delegation or subcontracting without the County's prior written
consent shall be voidable at the County's option.
b. Contractor shall at all times be an independent contractor and not an agent or representa-
tive of the County with regard to performing the Services. Contractor shall not represent
that it is, or hold itself out as, an agent or representative of the County. ln no event shall
Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the
County. lt is understood that the Contractor and the Contractor's staff and employees are
not employees of the County and are not, therefore, entitled to any benefits provided
employees of the County.
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
_2020 County Lodging Tax Funding Agreement Page 2
LT-2020-015-EASTON MEMORIAL DAY- Amended EP
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, 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. Inde nitv. and Hold Harmless
The County assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County, its officers and employees,
agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities,
damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or
may arise or be alleged to arise out of or by reason of this Agreement including:
Any fault, negligence, strict liability or product liability of Contractor in connection with the
Services for this Agreement;
Any lien asserted upon any property of the County in connection with the Services for this
Agreement;
Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance,
rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
a
a
a
County Lodging Tox Funding Agreement Page 3
LT-2020-015-EASTON MEMORIAL DAY- Amended EP
any governmental authority; or
a Any breach of or default under this Agreement by Contractor
Section 5. Comoliance 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. lndustrial Insurance Waiver.
With respect to performance of this Agreement and as to any claims against the County, its Additional
lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51
of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contracto/s employees
and agrees that the obligations to indemnifiT, defend and hold harmless provided in this Agreement
extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is
mutually negotiated by the parties to this Agreement.
Section 7. Insurance and Endorsements
The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
b. Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from all claims, losses, harm, costs, liabilities, damages and expenses
arising out of personal injury (including death) or property damage that may result from
performance of the Services or this Agreement, whether such performance is by Contractor
or any of its employees, agents or representatives.
Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d. Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
c
c
_2020 County Lodging Tax Funding Agreement Page 4
LT-2020-015-EASTON MEMORIAL DAY- 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 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
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, promiseq
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. 108, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by
the County to the Contractor shall be given to the Contractor's address provided on the
signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class,
postage prepaid, certified mail, return receipt requested.
d. The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict, affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
e. This Agreement may be executed in one or more counterparts and by facsimile, each of
which will be deemed an original, but all of which together will constitute one and the same
instrument.
f. Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
_2020 County Lodging Tax Funding Agreement Page 5
LT-2020-015-EASTON MEMORIAL DAY- 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 (SO) mite
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.
KIfiITAS COUNTY
BOARD OF CONTRACTOR
Chair 4 I l?nD [print Name]
RSM
_2020 County Lodging Tax Funding Agreement Page 5
LT-2020-0lS-EASTON MEMORIAL DAY- Ame
\dEP
\.cs5
Vice C
Commissioner [Address]
[Telephone]
Rb\25
ofthe Board
RM
Deputy Prosecuting Attorney
County Lodging Tax Funding Agreement Poge 7
EXHIBIT ''A''
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop - 2019*
Submittal lnstructions
& General
lnformation *
Dd you atlerd the Gant Applicaticn \A,brkshop - 2019 hosted by the lfttitas County Oranter of &nrrerce?
G Yes
CNo
G Yes,
I have read and understand Subrrittal bslructions and General lnfonration for the 20 1 9 Lodging Tax Gant funding
Ftocess
You are strongly encouraged to compose your responses to the questions of this form with a desktop text
editor and save your work, then copy and paste the information into the form. You may also save a draft by selecting
the button at the bottom of this page. When you do this you will be logged out and must log back in to continue. ln order
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redirected to landing page containing a link to log back into the form. We suggest you save this link as a bookmark. The
link will also be sent to you in an email.
Organization I nformation
Name of Organization * Easton Memorial Day Celebration
Organization Address * Sreet Address
101 Sun lsland Drive
. Address Line2
PO Box 698
oty
Easton
tuta1/ZpOode
98925-0698
Srrate / Flovince I &gion
WA
Oountry
USA
Website vrryw.eastonmemorialdaycelebration.com
91-1779697
601-770-862
Federal Tax lD #*
UBI #*
Organization is a: *C Government Entity
t? 501(c)3
C 501(c)a
C 501(c)6
C Oiher
(Note: you must submit 501(c)3, 501(c)a, or 501(c)6 approval documentation.)
Click here to view sample documents (redacted).
Upload Proof of Afgrmation letter0001 .pdf
Organization Status *
AcceptaHe iite fornsts include: JFG, FD: or TFF.
Contact lnformation
First Mme*Teresa
862.93K8
Response 1:
ProjecVEvent
Description *
A fun filled day of activities and interests for all age groups with a goal to increase
tourism to Upper Kittitas County.
Street Fair (50 +A vendors)
Parade (50 +l participants)
Car Show(150 +/- vehlcles)
Motorcycle Show (25 +i- cycles)
Wall of Heroes (PasUpresent veterans and their stories)
Kid Zone ( 8+/- Bouncy houses, Rock Wall, Face Painting)
Our marketing audience will be targeted with Radio ads, Ner,rrspaper ads, Email
notices, Social Media (Facebook ads), Volunteer hours handing out and posting
flyers while netvrcrking via vrcrd of mouth throughout Kittitas, Yakima, Wenatchee,
Grant, King, Snohomish, Skagit, Thurston and Pierce Counties.
2500 character linit
List of lntended Use of Funds *
Website e&ense
Radio ads
Neuepaper ads
Social Media ads
Promotional items
Bouncy house rentals
Rock climbing wall rental
Face painter
lnsurance costs to put on this event
County Permit requirements/epense
Drone photography
Hard copy.ads
2l Projections 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 trip:
1. Auay from their place of residence or business and staying overnight in paid accommodations;
2. To a place fifty miles or more avray from their place of residence or business for the day or staying overnight;
3. or from another country or siate outside oftheir place of residence or business.
You must provide the evidence utilized in determining your projections.
Response 2.1
Projection *1. Away fromtheir pace of residence or b,rsiness and staying overnight in paid acconnpdations;
Our projections for increased tourism is to promote our event by advertising for a
full day of fun for everyone! Kid Zone to keep the kids occupied so the parents are
more willing to spend the day and travel from afar; Car & Motorcycle ShoW
shopping for the adults, sampling local food trucks at the street fair. Everyone
comes for the Parade and entertainment for all. This event ensures everyone is
tired and makes it a full day and encourages them to stay.
2500 character linit
Response 3:
Measuring Results *\A,tlal tods will you use to reasure your event's inpact m tourisnt? Flease be specfic and provide exanple.
Kittitas County Sheriffs traffic control tally
Drone footage
Car Show participant registration
Motorcycle Show participant registration
Vendor registration
Parade participani registration
Lodging surveying
2500 character linit
A. b yorr projecVevent year-round or is it seasonal or datespecific?
C Year Round O Seasonal G Date Specific
Y<rur sdection here shorld be supported by the dates you povided above, in the Ftcject or fuent lnfornstim section.
B. \Mut sirategies will you enpoy to assure you are attracting tourists frolat least 50 niles away?
Our strategy is to purchase ads at radio stations outside of our geographic area to
ensure poteniial attendees knowwtrere vue are and what the event has in store for
them.
We purchase Facebook and other social media boosts to their websites to
specifically target atiendees outside our area.
We negotiate lodging partnerships with all the local hotels to not only promote them
but io have them promote us.
We leverage our Car and Motorcycle Show participants to broadcast to their
respective club member encouraging them to stay the v\reekend and bring family
and friends.
We offer a low cost of $20 for vendor regisiration to help offset travel costs io
entice them io bring their families and make a weekend of it. Keeping their
regisiration costs low, allours them to make more profit encouraging them to repeat
their visit year after year.
2500 character linit
C Wtat strategies will you use to assist in narketing all of ldttitas Oounty as a loJrist destination with ycxlr
event/project f undirg request?
Our strategy to bring people to Easton and coincide with other local ueekend
events throughout Kittitas County so there is lots of variety to make a u,eekend of
it.
Our local businesses offer prizes to us to be raffled. The winners receive those
items which encourages them to visit the business and often times buy even more.
Most times, winners are visiting a business for the first time. lt's a win win situation
and encourages attendees to eplore new restaurants and services they urouldn't
have ever had the opportunity to do within the County.
2500 character linit
Response 3 A:
Measuring Results *
Response 3 B:
Measuring Results*
Response 3 C:
Measuring Results*
Application Questions: Part 3
4lCollaboration
lf your organization collaborates or has created partnerships with other organizations, groups, or other
events, how is this accomplished?
Previous Years
Awarded Lodging Tax
Grants *
Fhs your evert received Lodging Tax funds in previo:s years?
C No, this event/project has not previously received Lodging Tax Funding.
f Yes, 1 year previous
G 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*
3,000
Projected *
4,000
How many days did/will your event occur?
Prior Year*Projected *
I
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 was collected and howthe projection for the neX year is
derived. (For e><ample, if there uas 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*
1,501
Paid Overnights' Data Support
Prior Year Paid
Overnight's Stay
Response *
Prior Year Paid
Overnight Stay Data
Application Questions: Part 5
Projected *
1,880
Last year, overnight stay data was collected through direct count and an informal
survey. The direct count lras from motel/RV registration and the informal survey
uas from 7 motels at '10% estimated atiendance.
This year, we plan on delivering slgn in sheets to every local motel and RVfacility
and collect after the event.
We will also provide our parking volunteers with clickers to tally how many
individuals exit lheir cars and attend the event.
We will continue to utilize the online registration process for all the vendors and
parade participants and analyze the lp codes of the participants.
We will continue to utilize the sign in sheets from both the Car and Motorcycle
Shous to capture 2p codes of participants.
2500 character linit.
h addition to field above, yar nay ugmd the evidence to support the prior years' roodnight informtion,
2019 Lodging Data.pdf 3B.24KB
You nay upload up to three single Fges (LF Letter), of infornation. lf you a single rnrlti-page docunEnt, only the first
three pages w ill be considered. The fdlol ing fornats, w ill be accepted: JFQ FF or llFF
SlFunding
t;
Budget Year
Edit if necessary 2017 2018 2019 2020
Revenues From Consolidated Lodging Tax Grant
LTAC Grant
Funding
Past Actual 3
$ o.oo
Past Actual 2
$ 2,500.00
Past Actual 1
$ 2,620.00
Projected
$ 1,392.12
All Other Revenues
Account Name Past Actual 3
$ 6600.00
Past Actual 2
$ 8071.80
Past Actual I
$ 8001.52
Projected
$'12000.00
I n-Kind Contributions (except volunteerism)
Account Name Past Actual 3 Past Actual 2
$ 20116.00 $ 9989.00
Past Actual 1
$ 160'15.97
Projected
$ 13000.00
Contributions of Volunteer Time
Past Actual 3 Past Actual 2
Number of Hours 0 589
Past Actual '1
1,847
Projected
1,900
Evidence of Volunteer Flease upload a single file which offers evidence in suport of the projected vdunteer hours.
Contributions* volunteer hours.pdf 30.02KB
Calculated Value of
Projected Volunteer
Time
$ 44,764.00
Revenue Totals
Past Actual 3
$ 26716.00
Past Actual 2
$ 20560.80
Past Actual '1
$ 26637.49
Projected
$ 71156.12
Expenses
Account Name Past Actual 3
$ 25216.00
Past Actual 2
$ 19347.45
Past Actual 1
$ 13921.23
Past Actual 1
$ 13921.23
Projected
$ 25000.00
Expense Totals
Past Actual 3
$ 25216.00
Past Actual 2
$ 19347.45
Projected
$ 25000.00
Profit & Loss
Past Actual 3
$ 1s00.00
Past Actual 2
$ 1213.35
Past Actual 1
$ 12716.26
Projected
$ 46156.12
ffi ms i,it?lfi"ft:f,i;i"" ::?:,:?P.0. Box 2508Cincinnati OH
EASTON HEI'IORIAL DAY CELBRATION
COMI.I I TTEE
P0 BOX 698
EASTON ttA 9A925
In reply refer to: 0248358237
Feb. 16, 2015 LTR 4168C 0
9L-L779697 000000 00
0001763r
BODC: TE
not a private foundation as definedyou'ne described in IRC Section
4520L
ffi
t0267L
Employer ID Nunberr
Forn 990 requiredl
9L-t779697
Yes
Dear Taxpayer:
This is in response to your request dated Feb. 84r 2016r regardingyour tax-exempt status.
We issued you a determination letter in November 2Al4r recognizingyou as tax-exempt under Internal Revenue Code (IRC) Section 501(c)(3).
Our records also indicate you're
under IRC Section 509(a) because
509(a) (2).
Donors can deduct contributions they nake to you as provided in IRC
Section 170. Yourre also qualified to receive tax deductible bequestsr
legaciesr devisesr transfersr or gifts under IRC Sections 20552 2].A6t
and 2522.
In the heading of this letterr we indicated whether you must file an
annual information return. If a return ts requiredr you must file Form
990t 990-EZr 990-Nr or 990-PF by the t5th day of the fifth month after
the end of your annual accounting period. IRC Section 6053(j) provides
thatr if you dontt file a require.d annual information return or notice
for three consecutive yearsr vouPr exempt status will be automatically
revaked an the filing due date of the thlrd reguired return or notice.
For tax fo.rmsr instructionsr etrd publicationsr
call l-800-TAX-F0R!'| (l-809-8"9-3676, .
visit www.irs.gsv or
ff you have guestionsr caLI l-877'829-5500 between 8 a.m. and 5 p.m.t
local timer Honday through Friday (Alaska and Hawaii follow Pacific
Time).
EASTON I{EI,IORIAL DAY CELBRATION
COI{I.IITTEE
PO BOX 698
EASTON nA 98925
o2qa35a2t7
Feb. 16'' ?gl5 LTR (168C 09t-r779697 000000 00
00017652
SincerelV VouFSr
til- f /d*-,4t
Doris Kenwrightr Operation Hgr.
Accounts l{anagement Operations I
:aston Memorial Day Lodging/Vendor & Parade Registrant:
RV Park and Car Show Attendee Vendor & Parade Partici ants
Zip Code
People
Attending
Number of Days
Lodging l,o."0"
People
Attending
Zip Code City
Location
Number
of Days
Lodging
80331 5 3l I geogo 1,Lynnwood
83854 2 3l I gaoss 2 Maple Vallev
98011 2 1l I ssost I Renton
9801L 4 3l I gsose 4 Renton
98011 5 3l I gsoos 2 Burien
98072 9 3l I gsrgg 3 Shoreline
98072 4 4l I gsrss 1,Seattle
98014 4 3l 98168 7 Burien
980L4 6 4l I gsrgs 2 Seatac
98015 4 3l I ssztz 2 Mount Vernon
98022 5 2l I ggzgo 2 Snohomish
98023 2 7l I sazoa 2 Sultan
98029 3 3l I gszge 2 Snohomish
98032 2 3l I ggs+g 2 Lake Bay
98032 2 3l I gsgoo 3 Orting
98035 1,3l I gaztt 7 Puvallup
98037 4 3l I sa+oa T Tacoma
98042 t2 4l I geqqz 2 Fife
98042 9 sl 98826 7 Leavenworth
98042 2 2l 98902 1 Yakima
98442 3 3l I sasot 7 Union Gap
98052 !3l I gsgrs 7 Brazil
98055 t 3l I gagzz 23 Cle Elum
98058 T4 3l I gsgzs 23 Easton
98058 2 sl I gsgze 10 Ellensburg
98058 I4 3l I gsggo 2 Grandview
98054 2 ql I gsg+o 3 Ronald
98065 4 3l I gsg+r 6 Roslyn
98092 7 +l I gsgqz 4 Selah
98115 5 3l I geg+g 2 South Cle Elum
98188 7 4l I gagqq 2 Sunnyside
98232 77 7l 98962 7 Marble Mount
98252 10 6l 99350 3 Prosser
98258 4 3
98258 6 3
98272 2 4
Total TI7
9827 3 3
982 4 3
98296 4 3
98320 17 3
98327 8 3
9832L 4 3
98338 18 3
98338 3 3
98360 7 5
98360 6 3
98350 6 3
98350 3 3
98366 3 3
98367 2 3
98367 3 3
98374 10 3
98374 2 3
98374 4 4
98375 2 3
98383 4 3
98385 2 4
98387 10 3
98391 6 3
98391 4 4
98391 5 4
98391 2 4
98391 4 4
98391 6 4
98391 6 3
98391 5 5
98444 3 4
98446 6 3
98576 5 3
98580 4 3
98592 2 3
98597 5 3
98631 4 4
98702 4 3
99301 2 3
99301 5 3
99336 3 3
99338 3 3
99352 2 t
99353 4 3
Germany 2 3
Totals 3e3l 272
Volunteer Hours
Dana+130
Dawn 15
John 454
Kyle 10
Brandon 17
Franny 52
Bill& Barbara 51
Dennis/Barb 100
Stacy 702
Patti 40
c&c 435
Gerbers 35
Alicia 32
Terri 23
Jessica 25
Teresa 326
Total 7847
Exhibit "8"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. Brandins
Contractors who have been approved to utilize grant awards for advertising expenditures must
incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism
information as follows:
A. Websites and Social Media Sites must include the County's and appropriate City's tourism
website logo with an operational link to the site(s). The logo must be displayed on the
contractor's home page, it must be sized no smaller than% inch in height, and must be
surrounded by appropriate white space to allow easy recognition and legibility. Contractors
shall not change the logo(s) in color or appearance.
B. Print Advertisine and 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 thanTz 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:
L. Print advertising placed with any media provider which operates exclusively outside of
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 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 A, (2)(a) above, advertising reimbursement requests must include a
statement from the media provider specifying the percentage distribution to areas
outside of Kittitas County. Reimbursements will be allowed for the amount distributed
outside of Kittitas County, including any production costs.
B, Television Advertisins:
1. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will
be reimbursed at L00% 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 10Oo/o of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 8,2(a) above, advertising may be reimbursed at the rate of 70% of
the total cost, including any production costs.
C. Online Advertisins:
1. Online advertising and promotion may be reimbursed at i:OO% of the cost, including any
production cost.
2. Streamed media (radio, television, other) requests for reimbursement must include a
statement from the media provider specifying the percentage of recipients which are
outside of Kittitas County. Reimbursements will be allowed for the percentage distributed
outside of Kittitas County, including any production costs.
D. Direct Mail:
1. Direct mail advertising may be reimbursed at L}O% of the cost, including any production
cost, for each item mailed or shipped to a destination outside of Kittitas County. ln order to
receive reimbursement, a list of the addresses and a signed statement from the contractor
that the list is accurate, or other proof of delivery, must be provided along with other
required documentation.
E. Flvers/Posters
t. Flyers or posters which are'placed outside of Kittitas County may be reimbursed at IOO% 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 LOO% of the cost,
includinganyproductioncosts. lnordertoreceivereimbursement,thebannercannotlista
specified date or location. Request can only be made one time.
3. Signage (site layout use only) which are placed inside of the venuefacility of the event may
be reimbursed at LOO% of the cost, including any production costs. ln order to receive
reimbursement, the signage cannot list specified date or location. Request can only be
made one time. (i.e. ADA Parking/Parking, Loading Zone, Evacuation Route, Bathrooms, and
Stage locations)
F. Radio Advertisins:
1. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at L00% 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 IOO% 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 2F,2(a) 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 100% of the paid invoice cost. ln orderto receive
reimbursement operations invoice must an approved cost from the Consolidated Lodging
Tax committee members list. lnvoice provided must include notation of payment with proof
of payment.
2. Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed
at IOO% 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