HomeMy WebLinkAboutAmended LT-2020-002LT-2020-002-GALLERY ONE- Amended Ep
2O2O LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND GALLERY ONE VISUAL ARTS CENTER
This Contract, effective January I,2O2O is made and entered into by and between KITTITAS
cOUNw ("County"), acting as agent for and on behalf of the City of Ellensburg, a Washington
municipalcorporation ("City"),asubdivisionof theStateof Washington,andGALLERYONEV|SUAL
ARTS cENTER ("contractor"l for the 2020 Annual Art Marketing ("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. S pe of Work.
a. Contractor shall provide the services and staff described in its Application for Lodging Tax
Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit ,,A,,
which is attached hereto and incorporated herein by this reference.
b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the
following as required to perform the services, described in Paragraph (a) above, in accordance
with this Agreement: Personnel, labor and supervision; technical, professional and other
services. All such services, property and other items furnished or required to be furnished,
together with all other obligations performed, or required to be performed, by Contractor
under this Agreement are collectively referred to herein as "services."
c. Contractor shall commence, perform and complete such Services in accordance with Exhibit
"B" which is attached hereto and incorporated herein by this reference.
Section 2. Pavment.
a. As full compensation for satisfactory performance of the Contractor's Services, the County
agrees to pay Contractor the sum of thirteen thousand three hundred and twenty dollars
($13,320.00) (City of Ellensburg todging 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 thirteen thousand three
hundred and twenty dollars (S13,320.00) (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 75,2O2L after this date funds lapse.
d. Requests for reimbursements must be submitted to:
Kittitas County Auditor
Attn: Auditor's Accounting
2020 County Lodging Tax Funding Agreement Page 7
LT-2020-002-GALLERY ON E- Amended Ep
205 West 5th Ave - Suite 105
Ellensburg, WA 98926
auditorsaccountinq@co.kittitas.wa. us
e.Reporting requirements of your events will be required on prescribed forms from the County
Auditor.
f. Contractor is eligible to claim reimbursement for the following items and amounts only:o Marketing and Subscription Tracking only:
o Marketing with arts organizations and publications
o Radio advertising
o Ticketing and visitor tracking subscription
g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and
is further expressly denied funding for the following items as requested in the application as
defined in Section 1(a): No Exhibit Expenses.
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 llowi ng add ress: http://www.co. kittitas.wa. us/a ud itor/defa ult.aspx
Section 3. Performance bv Contractor.
Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County and City. Any such delegation or subcontracting without the County's or City's
prior written consent shall be voidable at the County's or City,s option.
b. Contractor shall at all times be an independent contractor and not an agent or representative
of the County or City with regard to performing the Services. Contractor shall not represent
that it is, or hold itself out as, an agent or representative of the County or City. ln no event
shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf
of the County or City. lt is understood that the Contractor and the Contractor's staff and
employees are not employees of the County or City and are not, therefore, entitled to any
benefits provided employees of the County or City.
Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders,
licenses, permits, and other requirements, now or hereafter in effect, of any governmental
authority (including, but not limited to, such requirements as may be imposed upon the
County and applicable to Services). Contractor shall furnish such documents as may be
required to effect or evidence such compliance. All laws, ordinances, rules, and orders
a.
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2020 County Lodging Tax Funding Agreement Page 2
LT-2020-002-GALLERY ONE- Amended EP
required to be incorporated into agreements of this character are incorporated into this
Agreement by this reference. Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
sex, marital status, or the presence of a physical, sensory, mental disability or any other
protected status recognized under local, state or federal law.
e. The Services shall at alltimes 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 ease, lndemnitv.and Hold Harmless.
The County or City assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County and the City, their officers and
employees, agents, representatives, attorneys and/or volunteers, from and against all claims, costs,
liabilities, damages, and expenses, (including, but not limited to, reasonable attorney fees) which
arise or may arise or be alleged to arise out of or by reason of this Agreement including:
Any fault, negligence, strict liability or product liability of Contractor in connection with the
Services for this Agreement;
Any lien asserted upon any property of the County or City in connection with the Services for
this Agreement;
Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance,
rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
a
a
a
2O2O County Lodging Tax Funding Agreement Page 3
LT-2020-002-GALLERY ONE- Amended EP
a
any governmental authority; or
Any breach of or default under this Agreement by Contractor
Section 5. Compliance with Public Records Law.
ln compliance with Washington's public records law, the County will retain copies of any
documents associated with this Agreement, which may be required by law unless legally
exempt from such retention, for any applicable legally required retention period.
b. ln the event a public records request is made to the County 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. Industrial 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 indemnif,/, defend and hold harmless provided in this
Agreement extend to any claim brought by or on behalf of any employee of the Contractor. This waiver
is mutually negotiated by the parties to this Agreement.
Section 7. lnsurance and Endorsements.
The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
b. Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from all claims, losses, harm, costs, liabilities, damages and expenses arising
out of personal injury (including death) or property damage that may result from performance
of the Services or this Agreement, whether such performance is by Contractor or any of its
employees, agents or representatives.
c. Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d. Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
a
a
2020 County Lodging Tax Funding Agreement Page 4
LT-2020-002-GALLERY ONE- Amended EP
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 forServices not yet rendered bythe Contractor, if any, as of the date
of the notice of termination.
Section 9.Miscellaneous.
a 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.
This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
representations, or understandings regarding the Services. No change, amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
d. Notice for any purpose under this Agreement, except service of process, shall be given by the
Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W 5th Ave.
Ellensburg, WA 98926. For all purposes under this Agreement, any notice by the County to the
Contractor shall be given to the Contractor's address provided on the signature page. Notice
may be given by delivery or by depositing in the U.S. Mail, first class, postage prepaid, certified
mail, return receipt requested.
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2020 County Lodging Tax Funding Agreement Page 5
LT-2020-002-GALLERY ONE- Amended EP
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.
The following provision is entered into effective upon adoption by the parties pursuant to
section "9c" , as reflected by the signature of the authorized representative(s) of each party.
The performance of this Agreement is subject to termination without liability by either party
upon the occurrence, or upon the prediction by the National Oceanic and Atmospheric
Administration, any other agency of the United States Government, or any agency of the
Government of the State of Washington of the occurrence of any circumstance beyond the
control of either party-including, without limitation, acts of God, war, acts of terrorism
within a fifty (50) mile radius of Kittitas County, government regulations, disaster,
pandemic/epidemic illness, strikes or threat of strikes (except that neither party may
terminate this Agreement for situations involving that party's own employees), civil disorder,
or curtailment of transportation facilities-to the extent that such circumstance makes it
illegal , impossible or economically impracticable for the parties to complete the duties and
mutual obligations agreed upon and imposed upon them herein. The ability to terminate this
Agreement without liability pursuant to this paragraph is conditioned upon delivery of written
notice from one party to the other within 10 days of such occurrence or upon delivery of
written notice from one party to the other within 24 hours of the receipt of notice of the
prediction of any of the above occurrences. To the extent feasible within the constraints
imposed by any event of the type described above, the parties agree that if the triggering
event is of apparently or likely transitory effect, the parties may negotiate such amendments
to the agreement that are mutually satisfactory and not otherwise contrary to law, including
but not limited to a change in the dates for completion of any portion or the entirety of this
agreement.
2020 County Lodging Tax Funding Agreement Page 6
LT-2020-002-GALLERY ON E- Amended EP
CONTRACTOR
KITTITAS COUNTY
BOARD OF COUNTY CO
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rk of the Board
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[Telephone]
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Deputy Prosecuting Attorney
2020 County Lodging Tax Funding Agreement Page 7
EXHIBIT ''A''
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop - 2019*
Submittal lnstructions
& General
lnformation *
Dd you atterd the Gant Ap$icaticn \Abrkhop - 2019 hosted by the ldttitas (bunty Oranter of Connerce?
6 Yes
CNo
tt: Yes,
lhave read and undersland $bnittal hstructions and General lnfonmtion Jor the 2019 Lodging Tax Gant Funding
Flocess
You are stronglyencouraged to compose your responses to the questions ofthis formwith 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. \lVhen you do this you will be logged out and must log back in to continue. In order
to save a draft you will need to provide an email address and a passra,rcrd. 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 * Gallery One Visual Arts Center
Organization Address * $reet Address
408 N Pearl St
Address Line 2
oty
Ellensburg
tostal/Zip &de
98926
S:tate / Flovince I Fbgion
WA
Oarntry
US
Website uruw.gallery-one,org
Federal Tax lD #* 91-0850195
UBI #*1 92-003-555
Organization is a: *C Government Entiiy
t?. 501(c)3
C 501(c)4
C 501(c)6
(- Other
(Note: you must submii 501(c)3, 501(c)4, or 501(c)6 approval documentation.)
Click here to view sample documents (redacted).
UploadProofof GalleryOnelRS-1.jpg
Organization StatuS* Accepta$efilefoffrats include: Jre, FFor IIFF.
Contact lnformation
1.31M8
Last Name*Miller
First Mme*Monica
Response 1:
ProjecUEvent
Description *
Gallery One requests funds to support the targeted marketing to arts audiences for
our events and e*ribits throughout 2020. Our methods will range from
broadcasting to targeted capture.
Methods and strategies include:
1. Creative distribution tactics to arts organizations and publicaiions around the
state that cater to arts audiences through methods such as logo placement, print
advertising, articles, and tabling opportunities. This bypasses the assumed
efficiency of social media and instead goes directly to ihe consumer AND
associates us with an already trusted brand (other arts organization).
2. Radio advertising
3. Support of erhibit e4censes such as travel, lodging, and art delivery epense.
This is capturing the spheres of influence that artists have. By exhibiting artists
from the region we have new access to their existing audiences.
4. Lease and start up fees for an online integrated ticketing system and visitor
tracking program. Through the integration of an effective audience capture
platform, ue will be able to target our message'to audiences (through methods
such as lp codes, purchasing habits and time of year)
We have three tourism audienceimarkets that rile will target:
1. Our target audience is self- identified arts lovers, those that have a proven
propensity to attend art efiibits and events but are not av\are of Gallery One. "l
didn't know that there was an arts center in Ellensburg too, vr,e should go check oui
their studio tours!" We are targeting this audience through radio and creative
distribution tactics with arts organizations around the state.
2. Our secondary audience is those wtro have a proven propensity to support
specific artists, the cultural tourist. "l heard this artist is showing at Gallery One, rile
have to stop by and see their rnarrk." The cultural tourist according to the 2018
Dean Runyan report averages $200lday in spending. We are targeting this
audience through creative tactics to arts orgs, our visitor tracking sysiem and artist
engagement.
3. Our tertiary audience is comprised of those that are not lraveling for specific arts
e4ceriences but do see art as a value added experience. "We love to tasie wine
and I also heard that there are lots of galleries in Ellensburg." These are cultural
tourisls that u,ould likely listen to IWPB, attend an arts event with a friend or need
a secondary activity uhile iheir partner is fly-fishing or attending a sports game. We
reach these audiences through our tracking sysiem and NWPB.
2500 character linil
List of lntended Use of Funds*
Marketing with arts organizations and publications
Radio advertising
E*ribit e4cense
Ticketing and visitor tracking subscription
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 irip:
1. Away from their place of residence or business and staying overnight in paid accommodations;
2. To a place fifty miles or more away from their place of residence or business for the day or staying overnight;
3. or from another country or state outside of their place of residence or business.
You must provide the evidence utilized in determining your projections.
Response 2.2*EVt0ence
Response 2.3:_.*Prolectron
Evidence for all questions:
1. We add up each visit (taken at the front desk) to the gallery, our events, our
classes. This year, in 2A19 u€ modestly project that will total 25,732 visits. We
apply a 8% increase lor next year and gel 27,276,
2. We review at our Facebook demographics and Google analytics to understand
where our visiiors are from.
3. We review our membership addresses and all of our addresses and see where
they are from.
4. We compare the percentages of those fiom inside the county, out of the county,
and out ofthe siate. The attachment shows those numbers.
5. We determine an average percentage of those from out of the state and out of
the county and apply that to the overall number of visiis.
Out of state average of all traffic is 8%
Out of county average of all traffic is 32%
6. We multiply our projection of visits by these numbers. Our projection for 2019 is
27,276
27,276 x .08= 2182 Out of state visitors
27,276 x .32 = 8728 Out of county visitors
7. We make a modest assumption that 1 out of 30 of these visitors (oui of state
plus out of county) will pay for lodging for an average of 2 nights. This totals 363
Kittitas County lnfrastructure plan survey stated that 39% of participants of their
survey stayed in paid lodging.
We have been using the same methodology since 2014.
2500 character linil
3. or fromanolher ccilntry or slate o{.Jtside of their flace of residence or business.
The visits from anoiher country or state outside of their place of residence or
business is projected to be 2,182. Day trippers or those not siaying in paid
accommodations spend on average $121 according to the 2018 Dean Runyan
Repori. This eguates lo$264,022 in spending.
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Response 3:
Measuring Results*
Response 3 A:
Measuring Results*
V1f,ut tods will you use to neasure your event's inpact m tourisnl? Flease be specific and provide exanples.
1. Analysis of vrcbsite demographics through Google Analytics
exof the top 24 locations that visited our vrebsite, 11% of visitors vrcre from out of
the state or country and 39% are from out of Kittiias County.
2. Analysis of social media demographics on Facebook
ex of the 2857 likes on Facebook 1 0% r iere from out of ihe state or country and
47o/o are from out of Kittitas County.
3, Analysis of visitors to our events, classes and e>dibits as captured through sign
ups and a daily tally.
ex in 2019 we have 20 event rental scheduled for neddings, retirement parties,
memorial services. Events such as these bring in guests from ouiside of the
county.
4.Zip code survey as conducted in August 2019.
ex 375 visitors counted over 1 0 days revealed lhat 1O% of visitors r,r,ere from out of
the state or country and 30% are from out of Kittiias County.
Note: with a new audience capture platform \ /e anticipate being able to capture the
lp code of every transaction year-round
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A. b your prcject/event ymr-rourd or is it seasonal or datespecific?
€, Year Round C Seasonal C Date Specific
Your sdection llere sho"tb be supported by the dates you provided above, in the Ffc{ect or fustt lnfornBtion sectiol.
lf your organization collaborates or has created partnerships with other organizations, groups, or other
events, how is this accomplished?
Collaboration *MTIOML
-North American Reciprocal Museum Membership - Shared admission for over
1200 museums across the country \ A rrrv.narmassociation.org
-Common Field- A National Membership Organization for Visual Arts Organizations
STATEWIDE
- Member of Washington State Arts Alliance, Washington Museum Association,
lnspire WA & Upper Columbia Museum Association
- Artist Trust (Seattle based statewide organizatlon) - Reciprocal membership
benefit
- Washington State Arts Commission - Staff serving as a Washington State Arts
Commissioner at four stateWde meetings
- Represent central Washington region as a committee member for the Public Art
Selection Commitiee for the Washington State Convention and Trade Center
e4cansion
COUNTY
- Central Association of Museums and History membership and joint application for
cultural tourism effort
- Chamber of Commerce - Venue for events (Brewfest), event listings on calendar,
member of the Chamber, participating in the Washington Events Association
Conference
- Thorp Mill - Co-donors to our auctions, help promote ticket sales
- Produce a county wide Studio Tour
- Professional development vrorkshops for artists in Roslyn
- Promote businesses and organizations in upper county in auction catalog such as
Suncadia, 509 Bakehouse, Ride Roslyn, Roslyn Movie Theatre and others.
- Co-chair Our Voices of Kittitas County, a partnership with the League of Women's
Voters to celebrate the centennial of the Suffrage Act
CtTY
-Ellensburg Dovvntown Association - Venue for many dovwtorm events (Girls Night
Out), open late for certain events (Cocoa Stroll), participation in ad efforts and
Iocation for the Ellensburg Dovr,ntovn Association Ar,rard
- Ellensburg Film Festival - Venue {or events and loan of mailing list
Community organizations - ln-person and flyer promoiional opportunities.
- Auction donations - Contributions to auctions and events (Adult Activity Center, -
Thorp Mill, Clymer Museum and others)
- Kittitas County Historical Museum - Help build and promote walking tour of public
art
- Ellensburg Arts Commission - First Friday participant
- Jazin the Valley - Participating venue for performances
- Clymer Museum and Art Gallery - co-produce Wine Tasting Event
- CWU Art and Design Dept - support Avrard and exhibit of one student artist
- Hotel Windrow facilitate art selection process for hotel artuork
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5lFuture Plans
Please explain what plans exist to allow this project to become self-sustaining, lnclude any plans for ticket
sales, event sponsors, and other cost-recovery models.
Previous Years
Awarded Lodging Tax
Granls *
Fhs your evant received Lodging Tax funds in previots years?
C No, this event/project has not previously received Lodging Tax Funding.
C Yes, 1 year previous
C Yes, 2yearc previous
(r Yes, 3 or more years previous
How many participants and spectators attended last year's activity and/or will attend
this year?
Prior Year*
25,732
Projected *
27,276
How many days did/willyour event occur?
Prior Year*
340
Projected *
340
How many paid overnight stays were and/or will be booked as a result of your
projectlevent?
Prior Year*
266
Paid Overnights' Data Support
Erylain howthe room nights data above from the prior year was collected and howthe projection for the next year is
derived. (For example, if ihere was a survey conducted for the prior year, explain the methodology. For the projections,
wl'rat are they based upon and how is that basis justified?)
Projected *
363
Funding Source
Lodging Tax
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 this project application it may
not be necessary to submit the eniire 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, elpenditures, and any potential profit or loss. For projects/events r,uhich
are ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operations
(need not be consecutive) for the project/proposal if applicable.
For any claimed in-kind contributions valued at $500 or more and related to marketingladvertising, you must
submit vqrifying documentation which assures the contribution will be provided. For instance, if you are
claiming in-kind contributions in the lorm of advertising match, a binding conlract itemilng the matching value and
obligating each party must be provided.
ATTENTION: ln an effort to allowan adequate level of flexibiliiy 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.
Amount
$ 30,000.00
\Ahal changes would occur if the project couldn'l be funded?
We are able to balance our budget every year. Funds from lodging tax are
considered under grant funds and will not effect our operating expenses so \ € are
not dependent on these funds to serve our mission, but they do allow us to grow
our audience and promote Kiititas County. ln addition to the funds vrie receive from
LTAC u,e also have advertising built into specific eveni budget as well as an
account dedicated to General Advertising. LTAC funds greatly increase our reach.
Regarding a cost-recovery model, all of our events have income and epenses that
balance out. lt's the excess of these events that support our free programs for
youih, salaries and other general operating expenses (utilities, repairs, etc). ln
addiiion have accumulaied a small nest egg in case of loss or unepected
e)penses.
ln regards to the requested support for these marketing methods, vr,e will scale
back our efforts to reflect funds awarded.
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1457.28
This fidd will auto fill with the correct percenlage based on ydir input to budget section bdow
for any clained in-kind contrih-ttions valued at $500 or nore and related to narketing/advertising, you m.st subnit
verifying docunEntation which assures the cortributim will be provided.
LTAC Grant
Funding
Past Actual 3
$ 12,000.00
Past Actual 2
$ 14,750.00
Past Actual 1
$ 15,000.00
Projected
$ 30,000.00
Budget Year
Revenues From Consolidated Lodging Tax Grant
2018 2019 2020Edit if necessary 2017
Account Name
lnsurance
License/Permits
Membership
Payroll
SP Projects
Rental
Repairs/Maintenanc
e
Retail
COGS
Supplies
Taxes
Telephone/lnternet
utilities
website
Professional
Development
Professional Fees
Postage
Grant
Volunteer support
Past Actual 3
$ 3516.00
$ 290.00
$ 2467.00
$ 158494.00
$ o.oo
$ 182.00
$ 15683.00
$ 3148.00
$ 89003.00
$ 6978.00
$ 3222.00
$ 4714.00
$ 12954.00
$ 57.00
$ 2030.00
$ 10500.00
$ 767.00
$ 15499.00
$ 20073.00
Past Actual 2
$ 3591.00
$ 412.00
$ 1910.00
$ 17750'1.00
$ 40191.00
$ 210.00
$ 10271.00
$ 3481.00
$ 86870.00
$ 10'183.00
$ 3528.00
$ 4975.00
$ 14043.00
$ 57.00
$ 1323.00
$ 10575.00
$ I 179.00
$ 15810.00
$ 20073.00
Past Actual 2
$ 495864.00
Past Actual 1
$ 5000.00
$ 475.00
$ 2000.00
$ 184000.00
$ 12371.00
$ 600.00
$ 15250.00
$ 3750.00
$ 86400.00
$ 9000.00
$ 3620.00
$ 5000.00
$ 13200.00
$ 250.00
$ 1850.00
$ 10000.00
$ 1400.00
$ 10500.00
$ 29521.00
Past Actual 1
$ 480372.00
Projected
$ 5000.00
$ 475.00
$ 2200.00
$ 199000.00
$ 0.00
$ 1000.00
$ 20000.00
$ 4500.00
$ 86400.00
$ 9000.00
$ 3800.00
$ 5000.00
$ 13500.00
$ 250.00
$ 2000.00
$ 11000.00
$ 1400.00
$ 10000.00
$ 29591.00
Projected
$ 496516.00
Past Actual 3
$ 432351.00Expense Totals
Profit & Loss
Application Certification
The applicant here certifies and affirms: 1. That it does not now nor will it during the performance of any contract arising
from this application, unlawfully discriminate against any employee, applicant for employment, client, customer, or other
person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military status, serual
orientation, creed, place of birth, or disability; 2. Thal it will abide by all relevani local, state and federal laus and
regulations and; 3. That it has read the information contained in the lnstructions on pages 1 and 2 and understands and
will comply wilh all provisions thereof.
Certified by:
fron,ce lt//er
Past Actual 3
$ -1121.00
Past Actual 2
$ 8819.00
Past Actual 1
$ -761.00
Projected
$ 258.36
Name *Monica Miller
LJgI \4rYI t
al Revenue Senvice
June 1 9, 2000
, N Peari
i3r.r1.'vVA 98926-3-1 i 2
g oo3 5
Department of the Treasury
P. O. Box 2508
Cincinnati. OH 45201
Person to Contact;
Ms Smith #31-07262
Cuslomer Seryice Representative
Toll Free Telephone Number:
8:00 a.m. to 9:30 p.m. EST
877 -829-5500
Fax Nurnber:
513-263-3756
Federal ldentification Number:
91-08501 95
iir cr Madam
riter is in response to your telephone request on June 19, 2000 for a copy of your organizalion's
rination letter. This letter witl take the place oi the copy you requested.
cords indicate that a determinaticn letier issued in February 1971 granted your organization exem
;deral income tax underseciion 501(cX3) of the lnternal Revenue Code. That letteris still in effec
on rniormation subseqqently submitied, we classified yorrr organization as one that is not a pritrat
rticn ivithin lhe meaning oi section 509(a) of the Code because it is an organization described in
t 509ra)i2i
ass;iica:icn !t'as based on the assumpticn thai your organization's operations would continue as s
ropiication. if your organization's sources of suopoR, or its character. method of operations, or
es have changeci piease lei us knci,v sc vve cen consider tne effect of the change on the exempt
ancj i'oundation status of your organizaticn.
i'ganization is required to file Fornri 99C, Return oi Crganization Exernpt frorn lncome Tax, only if it
'eceipts each year are normaily rnore than S25 000. lf a return is requlred, it must be filed by the '
tha fifth month after the end of tha organrzatlon's annual acccunting period. The iaw imposes a
I cf $20 a day. up to a maximum cf S'1C,COC. wnsn a return is filed late, unless there is reasonable
;cr ihe deiay,
rnpi organizations (unless specifically excluded) are liable for taxes under the Federal lnsurance
lutions Act (social security taxes) on remuneration of 5100 or rnore paid to each employee during
ar year. Ycur organizatron is not liable for the tax imposed under the Federal Unemployment Tax
).
Supportinq Documents for Gallerv One
4.2020 Draft Exhibit and Event Schedule and Areas
Represented
Highlights include: 20th Volume of Pecha Kucha, National Book Arts
Call to artists, Kittitas County Studio Tour, and a 10 YearAnniversary
Exhibit of the Buskers Parade
Average attendance of First Friday= 350. Highest reaching 798
Average Pecha Kucha event attendance = 130, anticipated 25O in January
Average monthly visitor = 1100
ExhibiU Event Areas represented
Jan/ Feb
. Billy Maguire and Sam Albright plus
Members'Exhibito Membership Party. First Fridayo Pecha Kucha - 20th Volume
23Yo of members are from out of the
County
March
r Girlfriend of the Guerilla Girls. First Friday
Artists are primarily Seattle based
April
. National Book Arts Call. Soup Linee First Friday
2019 had 21 out-of-state artists in
national call
May
o Art of Play- Games made by artistso First Fridayo Pecha Kucha
Central WA focus
June
e Group Show. First Fridayr Maker Nights
PNW adists
July
. Open exhibit of Kittitas County artisis. First Friday. Studio Tour
All Kittitas County invited to exhibit
drawing family and friends from
outside the area
August
. Group Exhlbito First Fridayo Pecha Kucha
Focus on one community such as
Richland, Twisp or Spokane
September
. Everyone Loves a Parade- Buskers. First Fridayr Paint Ellensburg
Partner exhibit with this popular
event
Will target other communities with
parade (Olympia, Seattle)
October a
Pecha Kucha
First Friday
Color Show Exhibit
Artists from Seattle, Yakima and
Ellensburg
Nov/ Dec
Holiday exhibit Features artists from around the
regional including Portland,
Spokane, California
AHTAFTER SCHOOL
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WsUAL ARTs CENTER
For corplrtr informrtien virit ournbr*tr rf gnlhryonr.ory
B. Quarterly newsletter showing events and classes for FALL 2019
ADt LTCI.IASSIS SP€CIAL €i/ENT5
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G. Ad promoting Kittitas County Studio Tours in the Methow Arts Alliance
Arts Magazine in the Methow Valley to 18,000
$golleryone
Locoted in Historic
Downtown Ellensburg, WA
www.gollery-one.org
Sove the Dote - July 6-7, 2O19
Kittitds County
Artists' Studio Tour
ilil
t-'vs l]ft 1il *{:1,l}*
D. Advertising promoting Gallery One exhibit with Etsuko lchikawa and Corwin
Clairemont to arts lovers in Art Chowder magazine distributed to retailers in
Spokane
Gaf lery One summary of statistics used 2020
Mailinq List 2016 2016 2017 2017 2018 20'18 20t9 20L9
Kittitas County 64%2060 64%2324 64%2588 6s%29L2
Outside Kiftitas County 28%911 28o/"1 006 28%'t121 26Yo Lt73
Out of State 8o/o 232 8o/o 298 a%341 9%397
Facebook Likes 1 853 2162
8.5o/"
increase
2529
2857
Kiftitas County 43o/o 807 43%932 42Y"1 069 43 1229
Outside Kittitas Countv 51o/o 959 510/"1102 4t%1198 47 t343
Out of State/ Country 60/o 119 60/o 130
lOVo 262 10 287
Members 507 s38
Kittitas Countv 77o/o 370 81%357
81%402 82%441
Outside Kittitas County 21Yo 98 18%78
16%81 1.6%85
Out of State/ Country 2%8 5%21
3o/o 14 2%TL
Website Msits -24 locations 9707
Kittitas Countv 48%7326 42o/o 7780
44%44L4 50 4876
Outside Kittitas County 42o/o 6366 48o/"8832
37o/o
3677 39 3767
Out of State 10%1455 10o/o 1 830
19o/"
1 936 LT ro64
Visitor Su rvey 8/1 9-9/1 0/1 9 375
Kittitas Countv 60%227
Outside Kittitas County 30%108
Out of State/ Countrv rc%40
2020 2019 2018 2017 2016 2015 2014 2013
Visits To Gallery One 27276 2s732 24955 29302 25480 22L57 20635 1.6767
Exhibit "8"
Guidelines and Requirements for
Expenditure Reimbursements from Lodging Tax
Section 1. Branding
Contractors who have been approved to utilize grant awards for advertising expenditures must
incorporate Kittitas County and the appropriate City of Cle Elum, Ellensburg, or Roslyn tourism
information as follows :
A. Websites and Social Media Sites must include the County's and appropriate City's tourism
website logo with an operational linkto 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. Priht Advertising and Online Displav Advertisine of all types ( including but not limited to
newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party
websites, streaming displays, etc.) must include the County's and appropriate City's tourism
website logo. The logo must be sized no smaller 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 Advertising:
1. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed at IOOo/o of the cost, including any production costs. To
operate exclusively outside of Kittitas County, the provider must not be physically located in
the County and/or not distribute any media within the County.
2. Print advertising placed with any media provider which operates inside Kittitas County may
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 10 days prior to
the event may be reimbursed at LOO% 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 reimbursed at LOOo/o of the cost, including any production cost.
2. Television advertising placed with any media provider inside the Yakima /Kittitas DMA will
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed at L00% 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 B, 2(a) above, advertising may be reimbursed at the rate of 7O% of
the total cost, including any production costs.
C. Online Advertisins
1. Online advertising and promotion may be reimbursed at t0oo/o of the cost, including any
production cost.
2. Streamed media (radio, television, other) requests for reimbursement must include a
statement from the media provider specifying the percentage of recipients which are
outside of Kittitas County. Reimbursements will be allowed for the percentage distributed
outside of Kittitas County, including any production costs.
D. Direct Mail:
L. Direct mail advertising may be reimbursed at IOO% of the cost, including any production
cost, for each item mailed or shipped to a destination outside of Kittitas County. ln order to
receive reimbursement, a list of the addresses and a signed statement from the contractor
that the list is accurate, or other proof of delivery, must be provided along with other
requ ired documentation.
E. Flvers/Posters:
L Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% of
the cost, including any production cost. ln orderto receive reimbursement, a list of the
locations where flyers or posters were posted outside of Kittitas County, a signed statement
from the 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 looo/o of the cost,
includinganyproductioncosts. lnordertoreceivereimbursement,thebannercannotlista
specified date or location. Request can only be made one time.
3. Signage (site layout use only) which are placed inside of the venue/facility of the event may
be reimbursed at LOO% of the cost, including any production costs. ln order to receive
reimbursement, the signage cannot list specified date or location. Request can only be
made one time. (i.e. ADA Parking/Parking, Loading Zone, Evacuation Route, Bathrooms, anil
Stage locations)
F. Radio Advertisins:
1. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed atLOO9/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 L0O% 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 30% of
the total cost, including any production costs.
G. Operation Reimbursement:
1, Operation costs may be reimbursed IOOo/o 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 tOO% 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