HomeMy WebLinkAboutLT-2021-001-RDALT-2021-OO1 ROSLYN DOWNTOWN ASSOCIATION
2021 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND ROSLYN DOWNTOWN ASSOCIATION
This Contract, effective january L,2021is made and entered into by and between KITTITAS
COUNTY ("County"), a subdivision of the State of Washington, and the ROSLYN DOWNTOWN
ASSOCIATION ("Contractor"), for the 2021 Roslyn Downtown Association ("Event").
WHEREAS, the purpose of this Agreement is to provide for activities and expenditures
designed to increase tourism,
NOW THEREFORE, in consideration of the terms and conditions contained herein, or
attached and incorporated and made a part hereof, the County and the Contractor mutually agree
as follows:
Section 1. Scope of Work
a. Contractor shall provide the services and staff described in its Application for Lodging Tax
Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit "A"
which is attached hereto and incorporated herein by this reference.
b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the
following as required to perform the services, described in Paragraph (a) above, in
accordance with this Agreement: Personnel, labor and supervision; technical, professional
and other services. All such services, property and other items furnished or required to be
furnished, together with all other obligations performed, or required to be performed, by
Contractor under this Agreement are collectively referred to herein as "Services."
c. Contractor shall commence, perform, and complete such Services in accordance with
Exhibit "8" which is attached hereto and incorporated herein by this reference.
Section 2. Pavment.
a. As full compensation for satisfactory performance of the Contractor's Services, the County
agrees to pay Contractor the sum of ten thousand nine hundred thirty dollars (S10,930.00)
(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 ten thousand nine
hundred thirty dollars (S10,930.00) (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 L5,2022 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 L05
Ellensburg, WA 98926
2027 County Lodging Tax Funding Agreement Page 7
LT-2021-OO1 ROSLYN DOWNTOWN ASSOCIATION
a uditorsaccounting@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 Digital marketing
e Print advertising/ marketing
r Collateral materials - self guided tour
o Venue branding
r Webdesign/host/content
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 souvenir collateral (swag).
h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation.
Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
fo llowi ng 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. 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
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,
a
2027 County Lodging Tax Funding Agreement Page 2
LT -202T-OO1 ROSLYN DOWNTOWN ASSOCIATI ON
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.lndemnitv. and Hold Harmless
The County assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County, its officers and employees,
agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities,
damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or
may arise or be alleged to arise out of or by reason of this Agreement including:
Any fault, negligence, strict liability or product liability of Contractor in connection with the
Services for this Agreement;
Any lien asserted upon any property of the County in connection with the Services for this
Agreement;
Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance,
rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
any governmental authority; or
a
a
a
a Any breach of or default under this Agreement by Contractor
2027 County Lodging Tax Funding Agreement Page 3
LT-2021-OO1 ROSLYN DOWNTOWN ASSOCIATION
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 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 ln surance 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 indemnifi/, 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. lnsura 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.
Should the County require such liability insurance, the Contractoragreesto 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 as an Additional lnsured and shall stipulate that the insurance
afforded by the policies shall be primary insurance, and that any insurance, self-insured
c
c
2027 County Lodging Tax Funding Agreement Page 4
LT-2021-OO1 ROSLYN DOWNTOWN ASSOCIATION
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.
a. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
b. This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
representations, or understandings regarding the Services. No change, amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
c. Notice for any purpose under this Agreement, except service of process, shall be given by
the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W.
5th Ave. Ste. 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
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
2027 County Lodging Tax Funding Agreement Page 5
LT-2021-OO1 ROSLYN DOWNTOWN ASSOCIATION
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 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.
2O27 County Lodging Tox Funding Agreement Page 6
KITTITAS COUNTY
BOARD OF COUNTY COMMISSIONERS
Chair
Vice Chair
Commissioner
ATTEST
Clerk of the Board
APPROVED AS TO FORM:
Deputy Prosecuting Attorney
LT-2021-OO1 ROSLYN DOWNTOWN ASSOCIATION
CONTRACTOR
IPrint Name]
lAddressl
2027 County Lodging Tax Funding Agreement Page 7
EXhrUl I tt
Ptt
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop - 2O2O*
Submittal lnstructions
& General
lnformation *
Dd you attend the &ani Apdicati$ lnbrkshop - 2020 hosted by the lfttitas (bunty Ourrber of Cofircrce?
G Yes
fNo
F Yes,
lhave read and utrderstand Sjbfrittal hstrlrctions and C€rreral hrfornBtim lor lhe 2C21 Lotiging Tax Gant Funcling
Flocess
You are strongly encouraged to compose your responses to the questions of this form with a desklop 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 rnust log back in to continue. ln order
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link will also be sent to you in an email.
Organization I nformation
Name of Organization * RoSLYN DowNToWN ASSoclATloN
Organization Address * sreet Address
101 E PENNSYLVANIA AVE
Address Line 2
Po Box 546
0ly
ROSLYN
tostal i Zip Code
98S41
Organization is a: *f Business
It Non-Profit
(Note: Please submit W-9 for business or IRS Designation Letter for non-profit.)
blick here to viewsample documenis (redacted).
State i Ftovince / Regjon
WA
Oruntry
United Siaies
Upload Proofof
Organization Status
SKM_C2s820092507500.pdf
Acceptable file fornets include: JPG, FIF or llFF.
42.31K8*
Project Contact I nformation
First Mme*CHERI
Last Name*MARUSA
Phone Number*509-260-0091
Email*cheri@roslyndoumtown. org
Project or Event lnformation
ProjecUEvent Mme*ROSLYN DOWNTOWN ASSOCIATION
Service Categories Check all categories that apdy to this apdicaticx'r
17 Tourism promotion/marketing
17 Operation of a special event designed lo attract tourists
l- Operation of a tourism related facility
f other
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*
1t1t2021
ProjecVEvent
Location *
New or Ongoing
ProjecVEvent? *
Amount of Funding
Requested *
End Dates
1213',112021
ROSLYN DOWNTOWN
G Ongoing Project/Event (More than four years in existence)
f New ProjectlEvent (Four or ferlrer years in existence)
$ 10930.00
lf yo: sdected "Otgcing Ffojecv6/erf' above this anrrunt nay nd exceed 1 0% of the iotal expense budget of this
Frciect.
Funding Request Max
Tourism Seasons *Frcmthe list beloru, what season will your pojecl elrhance tourisn? Select any which apply.
p Year-round (January - December)
f- Off Season (November - February)
l- Shoulder Season (October or March - May)
[- High Season {June - September)
Application Questions: Part '1
Please answer each question completely, in the order listed, Please include anysupporting data within the
response narrative,
1 | ProjecUEvent Description
Please provide a description of your project/event.
Response 1:
ProjecUEvent*uescnptron
This application is for multiple events. and u,e put a major focus on each event to
draw attendance from outside of the area, specifically from the Westside of the
Mountains and Yakima Valley. The Roslyn Downtoianr Association has been the
lead agency for dorimtown revitalization for many years. Each year, the Roslyn
Dounrtorrrn Association uacrks to epand its outreach to build partnerships and
market dovr.ntoran. Thousands of people visit the Roslyn dormrtornn annually
because of its unique and authentic historical history and structures, great
Restaurants, shopping, biking and hiking, and events.
This application for Lodging Tax will assist the Roslyn Downtorm Association in
ta,orking with other entities to promote dovrntor,rn, these events, arrd boosi
promotions of smaller events. ln addition, the application will assist with funding a
strong year-round marketing campaign for visiting dowrtown Roslyn and
highlighting the revitalization vlrcrk of the Roslyn Dovrnrtov\r'l Association.
Promoting dor,rintown Roslyn as a destination has been a long-term goal, which,
through a partnership with the Chanrber's tourism office and improvements to the
downtovur, is coming to fruiiion. By building a campaign to feature the dor.nrtown
and the many reasons to visil, whether it is for shopping and dining or as part of a
visit to Roslyn for an event, the annual campaign will help creaie a consistency of
message that will resotrate with visitors. The campaign to visit and enjoy downtorrrm
on a year-round basis will create value-added advantage for events that occur in
the dorrintown core and business support of local stores and the potential business
O\ /nefS.
Two specific projects will be a self-guided iour of dor,wtou,n historic buildings and a
98941 Tips for Enjoying Roslyn. We will be condircting a project that will tell our
story of our history and our dor,rntoun. We will be r,vcrking with a content
professional to uirite the stories that will be promoted via brochures, blog slories,
and \,ebsite content.
The target audience is...
Tourists that are attracted to Mountain Torans and traditional or historical events
Suncadia guests
Central Washingion Area (outside of Kiltitas Couniy)
Pierce and King Counties
Western Washington
Yakima Valley
2500 character limi
List of lntended Use of Funds*
DIGITAL MARKETING
PRIM ADVERTISING/ MARKETING
COLLATERAL MATERIALS - SELF GUIDED TOUR
VENUE BMNDING
WEB DESIGNYHOST/CONTENT
2l Supporting Kittitas County as a tourism destination
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 stale outside of their place of residence or business.
You must provide the evidence utilized in determining your projections.
Response 2.1 *
Response 2.2 *
Application Questions: Parl 2
\lhy \,v(xid tourists lravd to lfttitas Oounty to atlend your evenvactiviv/facility?
Year round visitor campaign: We will be utililng the recommendations from the
Arnett Muldrow market analysis and dowrtolm master plan to complete the
campaign message but with the figures listed above of udrich is 23o/o of potential
visitors io downtown Roslyn, rae estimate this figure will increase during the summer
weeks of the year. lf the Roslyn Downtown Association uses a conservative
average annual number of visitors air215 per vraeek (more during peak season, less
during slowseason) to accommodate for an average throughout the year and
calculates at 25% staying overnight(30% of travelers are leisure travelers per the
tourism office): 215 travelers x 23% (statistic from Arnett Muldrow study) x 52 weeks
= 2,571with 25% staying overnight = 643 annual hotel stays, plus estimated hotel
stays. 643 annual hotels slays x121.74 (avg daily rate; STAR Report for the county
accommodations) = $78,105 in hoiel spending.
2500 character lin"il
Daxcribe the prior success ol ycur evenUactivity/faoility irr attraction tourists.
The prediction is that 8,608 people will visit from 50 miles au€y or more for events
in dovtnlown Roslyn and outdoor recreation. This prediction could bring visitors to
spend $178,960 in Roslyn. According to local survey results, 73% were visiting
from 50 miles araay or more but only for a day trip and possibly overnight
accommodations.
According to the 2019 Dean Runyan report for Kittitas Counly, the average
e4renditures per person for day irip are$27 (6628 v27 = $'178,960 in potential
spending).
The Kittitas County Chamber has done an outstanding job tracking the data and
gLriding the RDA's efforts. The Chambers and RDA will continue to do surveys,
reviewgoogle analytics, cash register sales comparisons, and tax receipts
comparisons to verify the information.
These are numbers provided to tell you ihe response of Roslyn's story. Yet, r,ve
also have everyday successes throughout the year that rne get to help influence
ihat becomes revisited trips. Our success is the success of each business ou*rer
dountown, or in the county as a wirole.
Roslyn Dowrtoinrn Association is a Washington State Main Street designaled
community, and we embrace the full tourist polential and experience offering. From
RDA hosted events and in providing additional suppori to other local events by
numerous community groups and business o\n/ners. Through promotion,
advertising, and marketing, we can tell a compelling story and stay consistent with
our efforts and goals.
2500 r:hamcts lirrit
3llmpact
Response 3:
Measuring Results*
Describe how you will pronote your evenVactivrty/facility to attract toJrisls.
The RDA will provide the Chamber's Central Washington Visitors Guide, the
Tribune'sExplore the Kittitas County guide and the local Visitors Map at the RDA
Visitor Center and event vr,elcome tables.
We also have a link on our Website to the centralwashingtoncolor.com website and
actively direct people to the information
available there as \,ell as the Chamber of Commerce vr,ebsite.
Kittitas County Chamber has taken the lead in rnnrking wiih the RDA and will
provide:
o Facebook insights and Google Analytics that will help with the measurement from
the online nrarketing channels. We will continue to monitor online activity and
increases in traffic
o Event registrations, ufren applicable, will help with tracking information lp codes,
overnight stays, etc.
o There will be information gathered at the various events through surveys
registraiion forms, and lp code gathering in businesses. Also, rrork with the hotels
on collecting data on room stays in relation to events.
o STAR reports to see if the peak acconrmodation demand correlates with events
or aclivities in the dowrtourn.
o Event surveys will include a request for lp code, howthey heard about the
eveni, whether or not they are staying overnight in a hotel. Surveys done inside
businesses over the summer will ask for a lp code, primary reason for travel (if not
local), and howmany markeiing such as the following:
Digital
Website Marketing
Radio Advertising
Search Engine Optimization
Pay-Per-Click Advertisin g
Content Marketing
Email Marketing
Social Media Marketing
Mobile Marketing
Video Marketing
Print Advertising
Brochure Printing
The RDA revieu,s and discusses this data with the Kittitas Couniy Chamber
Tourism office.
2500 character linit
Application Questions: Part 3
4lCollaboration
lf your organization collaborates or has created partnerships with other organizations, groups, or other
events, how is this accomplished?
4.1 Collaboration*
4.2 Promoting Local*
BUSINCSS
Roslyn Downtovvn Association Wll work Wth the Chamber of Commerce and Central
Washington Outdoor County tourism to promote events to a wide-ranging
audience.
We will have distribution points throughout the downtoranr core to have information
about the local area and expand county-wide information, including the Visitor's
Guide, the Kittitas County maps, Tribune visiior's guide, etc. We will utilize the
chamber's channels to promote the ef{orts of RDA on their r,rcbsite, calendar,
ueekly emails to menrbers, and have RDA materials at the visitor centers.
RDA meets with dolvntown business o\nners, Ciiy and County personal, Rotary,
School District, and other community organizations around the region sharing,
listening, and learning about their respective communily efforts and activities.
Also, the RDA recently partnered with Forterra.These relationships shine a light on
all of our collective endeavors. The RDA enjoys and benefits from these significant
relalionships.
2zu characier linit
hscribe hotr,t ycx.; will gcxmte lodging estadishnenis. restaurants, and business located in lfttitas Ocunty
Building additional content on our uebsite to ensure the promotion of tourism-
related information content for businesses is highlighted. We are providing support
to the businesses through flyers, brochures, etc. and doruntornin beautification.
Additionally, ue will rrcrk wrth the Chamber of Commerce to engage businesses in
their efforts on Central Washington Outdoor.
We will offer throughout the year insights to the businesses by highlighting their
efforts and story on our self-guided walking tour and other digital marketing
platforms.
2500 character limt
4.3 Host Hotel*ls there a host hotel for your event or gr"ant project? lf yes, list the hotel.
cNo
{? Yes. Hoiel Roslyn
5lFuture Plans
Please explain what plans exist to allow this project to become self-sustaining. lnclude any plans for ticket
sales, event sponsors, and other cost-recovery models.
Future Plans*We uant to create higher quality events to draw from outside of the area, r,r*rile
becoming self-sustaining. We plan to continue a partnership with the Chamber of
Commerce, continue to solicit sponsors for each event, and continue community
cenlered and volunteer based "in house" vr,ork for these events to keep costs low
u,hile still remaining extremely effective. lf r,re are able io open for events, ue will
include plans that may introduce hybrid efforts for everyone to be involved. As we
navigate ihe recent pandemic vr,,re will be able to assess the plans to nrove toward
self-susta ining.
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Application Questions: Parl. 4
6l Additional lnformation
Provide any additional information which will assist the Lodging Tax Advisory Committee in evaluating your
project and its benefit to tourism.
2020 lnformation lf you had a planned everrt in 2020, whether it was abie to take place or not, dease describe any successes and
cl ullenges you experienced.
The RDA taas gearing up fo{ 2A201 Lights, camera, action Roslyn style. The first
round of event printed materials and the event calendar were completed, and a
timeline in place to launch the Creative Center and more.
Then the unforeseen happened COVID-19. All events and programs were
canceled, and there \niere so many unknowls. One certainty for sure was to keep
Roslyn residents and guest safe. Given the flu season coming in October
combined with COVID -'19, lhe RDA changed gears. PROMOTIONAL GIVEAWAYS.
Reusable bags with face masks, hand sanitizer, Kleenex, and CDC
recommendations insert. Wear a Mask, Wash Your Hands, (don't touch your face),
and Social Dislance. Givearrrays ior tourists coming into town and available to the
residents as well.
2500 clraracter Iinit
Additional lnformation We confirmed with Taylor Crouch from Kittitas County that we were to edit the
budget section below, as u/e \ilere awarded $10,000 for 2O2A and vranted to reflect
these actuals.
2500 character lin'it
Supporting Documents Yor n'ay upload any supporting docunEnts sucl] as graphs, irages, diagrans, ncrketing netefials. eic.
You are allowed to subnit up to 3 single page (L-S Letter) docunents in JFG. pS ol' llFF fornEt
7l Previous Lodging Tax Grant lnformation
Previous Years
Awarded Lodging Tax
Grants *
Overall Attendnace
2019 Actual*
0
Fhs yo$ €vent received Lodging Tax funds in previous years?
C No, this eventlproject has not previously received Lodging Tax Funding.
G Yes, 1 year previous
f Yes, 2 years previous
a Yes. 3 or more years previous
2021 Projected *
8,600
Number of people travelling more than 50 miles for your event?
2019 Actual* 2021 Projected*
0 5,000
Number of peopte traveling from outside WA State for your event?
2019 Actual* 2021 Projected*
0 1,000
The number of overnight guests who stay in paid accommodations in Kittitas County
for your event
2019 Actual*2021 Projected*
6430
Number of paid lodging room nights resulting from you eventlactivitylfacility?
2019 Actual* 2021 Projected*
0 643
Prior Year Paid
Overnight Stay Data
2019 Methodology*
2021 Methodology*
Methodology
Narrative *
h addition to fieid above, ycx.r nay u$oad the evidence lo suppo.t the pr,or years' roonlnight infornation.
Yar tray upload up tolhree single pages (LS Lettea. of irrfornation. lf you a single nuftipage docunert, mly the first
three pags willbe csrsidered. lhe fdloiving forn€ts, willbe accepted: JR, FSorllFF
\Aint nethodology did ycx; use to caiculate the 2019 actual nunbers?
l- Direct Count (preferred)
l- lndirect Count
l- Representaiive Survey
17 Informal Survey (preferred)
I- Structured Estinrate
l- other
Wrat nBthodology will you use to calculate tt€ upconi,rg nunbers?
l- Direct Count (preferred)
l- lndireci Count
l- Representalive Survey
17 lnformal Survey (preferred)
l- Structured Estimate
l- Other
Hease ex$ain.
Although r € may not get 100% response with an informal survey, we still prefer this
method due to the relationship of the consumer and our volunteers. By doing an
informal survey v1,e are nol abrasive in getting the information.
2500 character linit
Application Questions: Part 5
SlFunding
Does your organization have, or have you applied for, grant funding from other sources? tf not, wtry not? lf yes, please
list the funding you have for the project, including any volunteer and in-kind sourees in Question 9l Project Budget
Overview.
Funding sources and amounts which have not yet been secured wilt be listed separately, in the field{s) directly below.
Finally, lthat changes vrould occur if the project couldn'l be funded?
Other Funding *Does your organizalion have, or have ycx: ap$ied for funding lrorndher so:rces?
l^ Yes G No
.. *E4Clanatron
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 applicalion it may
not be necessary to submit the entire agency budget. You must submit a budget whlch 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 wirich
are ongoing for more than one (1) year, please also submit actuals fromthe 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 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 form of advertising match, a binding contract ilemilng lhe matching value and
obligating each pariy must be provided.
ATTENTION: ln an effort to allowan 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?
RDA events and programs complement other local organization events, of
outstanding quality, fun, and family-friendly.
The path in becoming self-sustaining is managing each event with a responsible
budget, credibility, and garnering sponsorship.
Grant dollars are hard to come by for promotion, advertising, and marketing.
We plan to continue a partnership with the Chamber of Commerce, solicit sponsors
as needed per event and continue to engage and retain volunteers. Volunleers
and the creative talenis of others help in keeping costs low
As ure navlgate this year's pandemic, u,e remain optimistic and look forurard to
20211
2500 character linit
\A,trat changes will be n'Bde if lunding for your requesl is not available or recon'nended?
Due diligence in planning and evaluating each event on whether vve need to make
budget amendments is ongoing. Usually, at that time, rrc determine if the event can
go forth, be scaled-dorrn, or necessary to cancel depending on available firnding.
Each event has a theme and provides various e4geriences to the guests. We
certainly make every effort to scale back lhe event rather than cancel.
2500 character linrl.
914.91
Yo
lhis fidd will auto lillwith the con'ecl percentage based on your inpul fi h.rdget section bdcM/
For any clairred irF.knd contriln{ions valued at $500 or rmre and related to narkeling/adverlising, you ntst subn{
verjiying docunBntation which assures the ccltribut'G'l will be provided.
Budget Year
Edit if necessary 2017 2018 2020
Revenues From Consolidated Lodging Tax Grant
2021
LTAC Grant
Funding
Past Actual 3
$ 0.00
All Other Revenues
Account Name Past Actual 3
B&O $ 0.oo
Past Actual 2
$ o.oo
Past Actual 2
$ o.oo
Past Actual 1
$ 10,000.00
Past Actual 1
$ 100000.00
Past Actual 1
$ 0.00
Past Actual 1
1,487
Prolected
$ 10,930.00
Projected
$ 100000.00
Projected
$ 0.00
Projected
952
I n-Kind Contributions (except volunteerism)
Account Name Past Actual 3 Past Actual 2
$ 0.00 $ 0.00
Contributions of Volunteer Time
Past Actual 3 Past Actual 2
Number of Hours
Evidence of Volunteer Flease trpioad a single file which offers evidence in suppol of the projected vdurrteer hcx;rs.
Contributions *
RDA 2020 Volunteer hrs .pdf
Calculated Value of
Projected Volunteer
Time
$ 23,371.52
407.63K8
Revenue Totals
Expenses
Account Name
Old Torrrn Christmas
Website
Design/Host
Storefront Studio
Print Adv/Mktg
Venue Branding
Legal Fees
Payroll
Office Eryenses
CPA Services
LJtilities
Travel Elpenses
lnsurance
Membership Dues
Past Actual 3
$ 0.00
Past Actual 3
$ 0.00
$ o.oo
$ o.oo
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ o.oo
$ 0.00
$ o.oo
$ o.oo
$ o.oo
$ 0.00
Past Actual 2
$ 0.00
Past Actual 2
$ o.oo
$ o.oo
Past Actual 1
$ 110000.00
Past Actual 1
$ 26000.00
$ 1200.00
$ 5000.00
$ 6500.00
$ 4000.00
$ 250.00
$ 7000.00
$ 3000.00
$ 5000.00
$ 2200.00
$ 1700.00
$ 5700.00
$ 500.00
Projected
$ 134301.52
Projected
$ 26000.00
$ 5500.00
$ o.oo
$ 0.00
$ o.oo
$ 0.00
$ o.oo
$ 0.00
$ o.oo
$ o.oo
$ o.oo
$ o.oo
$ 0.00
$ 5000.00
$ 20000.00
$ 6000.00
$ 500.00
$ 20000.00
$ 3000.00
$ 5000.00
$ 2500.00
$ 2000.00
$ 5700.00
$ 600.00
Account Mme
Collateral Materials
Expense Totals
Profit & Loss
Past Actual 3
$ 0.00
Past Actual 3
$ o.oo
Past Actual 3
$ 0.00
Past Actual 2
$ o.oo
Past Actual 2
$ o.oo
Past Actual 2
$ 0.00
Past Actual 1
$ o.oo
Past Actual 1
$ 68050.00
Past Actual 1
$ 41950.00
Projected
$ 7500.00
Projected
$ 109300.00
Projected
$ 25001.52
Application Certification
The applicant here certifies and affirms: 1. That it does not noq 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, ethniciiy, sex, religion, military stalus, serual
orientation, creed, place of birth, or disability; 2. That ii will abide by all relevant local, state and federal lar,rs and
regulations and; 3. That it has read the information contained in the lnstructions on pages 1 and 2 and understands and
will comply with all provisions thereo{.
Certified by:
&.*taWaasz.a
Name*
Applicant's Title *
Cheri Marusa
President
2020 Volunteer Hours - Roslyn Downtown Association
NWIC Bldg
Cheri Marusa
Rob Marusa
Justin Zipperer
Valerie Lunn
Jeri Porter
Gail Dobberthein
Main Street Committee /Forterra
Kevin Kane
Hannah Allender
Dave Ziembicki
Projected yearly volunteer hours
Date(s)
Jan- Dec 2020
Jan - Dec 2020
Jan - Dec 2020
Jan- Dec 2020
Jan - Dec 2020
Jan -Dec 2020
Jan- Dec 2020
Hours
480
36
72
L44
11
24
165
88
6
26
992
10 hrs week/ operations
3hrs per month maintenance
t hr per month maintenance
12 hrs per month financials/banking
Downtown Rep
2 hrs per month secretary
Discussion/planni ng
Rehab of historical assest
Newsletter
lT Support
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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 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. PrintAdvertisineandOnlineDisplavAdvertisingofalltypes(includingbutnotlimitedto
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 Advertisins of alltypes (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.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 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 atLOO% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 A, (21(al above, advertising reimbursement requests must include a
statement from the media provider specifliing 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
7. Television advertising placed with any media provider outside the Yakima/Kittitas DMA will
be reimbursed at 100% 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 at1.OO% 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(al above, advertising may be reimbursed at the rate of 70% of
the total cost, including any production costs.
C. Online Advertisins
t. Online advertising and promotion may be reimbursed at 100% 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 100% 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:
1. Flyers or posters which are placed outside of Kittitas County may be reimbursed at tOO% of
the cost, including any production cost. ln order to 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 IOO% of the cost,
including any production costs. ln order to receive reimbursement, the banner cannot list a
specified date or location. Request can only be made one time.
3. Signage (site layout use only) which are placed inside of the venuefacility of the event may
be reimbursed at 100% of the cost, including any production costs. ln order to receive
reimbursement, the signage cannot list specified date or location. Request can only be
made one time. (i.e. ADA Parking/Parking, Loading Zone, Evacuation Route, Bathrooms, and
Stage locations)
F. Radio Advertising:
1.. Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed at LOO% of the cost, including any production cost.
2. Radio advertising placed with any media provider located inside of Kittitas County may be
reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed at 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 2 F,2(al above, advertising may be reimbursed at the rate of 30% of
the total cost, including any production costs.
G. Operation Reimbursement:
L Operation costs may be reimbursed lOO% 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 orderto receive reimbursement, a signed statementfrom 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