HomeMy WebLinkAboutLT-2021-004-Jazz in the ValleyLT-2021-OO4.JAZZ IN THE VALLEY
2021 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND TAUGHING HORSE ARTS FOUNDATION
d.b.a. JAZZ lN THE VALLEY
This Contract, effective January 1-,2O2I is made and entered into by and between KITTITAS
COUNTY ("County"), acting as agent for and on behalf of the City of Ellensburg, a Washington
municipal corporation ("City"), a subdivision of the State of Washington, and LAUGHING HORSE ARTS
FOUNDATION d.b.a. JAZZ lN THE VALLEY ("Contractor"lfor the 2021 Jazzin the Valley ("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
"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 nine thousand dollars (59,000.00) (City of Ellensburg
lodging tax funding).
b. Additional payment terms: The County will make payment to the Contractor only on a
reimbursement basis, as receipts/invoices for any items including marketing and/or
advertising are submitted to the County, not to exceed the sum of nine thousand dollars
(S9,000.00) (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 15,2022 after this date funds lapse.
d. Requests for reimbursements must be submitted to:
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Kittitas County Auditor
Attn: Auditor's Accounting
205 West 5th Ave - Suite 105
Ellensburg, WA 98926
auditorsaccounting@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 Rent canvas tents to cover the seating areas at the Rotary Pavilion, our main
venue
e Rent porta-potties and wash stations for outside venues
o Hire security to police the festival Friday & Saturday nights from 6pm until
Midnight
. Help defray the rentals costs of the sound equipment used at the Rotary
Pavilion.
e Rent cooling devices/fans for the venues if the temperatures during the festival
require them.
o On-line and print advertising focused on target audience.
o Social media advertising
o Use an on-line exit survey to get feedback from festival attendees
r Rent performing arts spaces for venues.
r Radio advertising
g. Contractor is not eligible to claim reimbursement for any items not listed in Section 2 (f) and
is further expressly denied funding for the following items as requested in the application as
defined in Section 1(a): N/A
h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation at the conclusion
of the event.
Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor/s office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
fol lowi ng add ress: http ://www.co. kittitas.wa. us/a ud ito r/defa u lt.aspx
Section 3-ce 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.
a
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LT-2021.-OO4-JAZZ IN THE VALLEY
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.
c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders,
licenses, permits, and other requirements, now or hereafter in effect, of any governmental
authority (including, but not limited to, such requirements as may be imposed upon the
County and applicable to Services). Contractor shall furnish such documents as may be
required to effect or evidence such compliance. All laws, ordinances, rules, and orders
required to be incorporated into agreements of this character are incorporated into this
Agreement by this reference. Contractor agrees to obtain all required licenses and permits,
and further agrees to keep them in full force and effect during the term of this Agreement.
d. The County and the Contractor agree that in fulfilling the terms and conditions of this
Agreement neither shall discriminate on the basis of race, creed, color, national origin, age,
sex, marital status, or the presence of a physical, sensory, mental disability or any other
protected status recognized under local, state or federal law.
e. The Services shall at all times be subject to inspection by and a pprova I of the County or City,
but the County's or City's making (or failure or delay in making) such inspection or approval
shall not relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's or City's knowledge of defective or non-complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County or City with sufficient, safe, and proper facilities and equipment for such
inspection and free access to such facilities.
f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or City, or their designee, or such Federal or State auditor with such
information related to the Services as may be requested by the applicable governmental
entity. Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County or City makes final payment of compensation due
hereunder, Contractor shall provide the County or City access to (and the County or City shall
have the right to examine, audit and copy, with or without notice) all of Contractor's books,
documents, papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release. lnd nitv, and Hold Harmless.
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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;
a Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance,
rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of
any governmental authority; or
a Any breach of or default under this Agreement by Contractor
Section 5. Comnlia nce 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.
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 indemnify, defend and hold harmless provided in this
Agreement extend to any claim brought by or on behalf of any employee of the Contractor. This waiver
is mutually negotiated by the parties to this Agreement.
Section 7. Insurance and Endorsements.
a
a
a
c
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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.
c.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 and City as Additional lnsureds and shall stipulate that the insurance
afforded by the policies shall be primary insurance, and that any insurance, self-insured
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance or self-insurance maintained by
the County or City. Contractor shall furnish the County a certificate of insurance with
Endorsement as evidence that the required policies are in full force and effect.
Section 8. Termination.
The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any
portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon
receiving such notice of termination, Contractor shall, except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice. ln the event the
County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to refund
to the County all monies paid for Services not yet rendered by the Contractor, if any, as of the date
of the notice of termination.
Section 9. Miscellaneous.
The City is not a party to this Agreement but is an intended third-party beneficiary of this
Agreement and to the extent set forth herein certain of its provisions are for the benefit of
the City and are enforceable by City in its own name and capacity as a Washington municipal
corporation.
b. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or any
right or interest in this Agreement without the County's prior written consent.
c. This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
a
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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.
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.
i. The exclusive venue for any action brought to enforce this Agreement or any of its terms shall
be in Kittitas County, State of Washington.
j. The 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 L0 days of such occurrence or upon delivery of
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written notice from one party to the other within 24 hours of the receipt of notice of the
prediction of any of the above occurrences. To the extent feasible within the constraints
imposed by any event of the type described above, the parties agree that if the triggering
event is of apparently or likely transitory effect, the parties may negotiate such amendments
to the agreement that are mutually satisfactory and not otherwise contrary to law, including
but not limited to a change in the dates for completion of any portion or the entirety of this
agreement.
KITTITAS COUNTV
BOARD OF COUNTY COMMISSIONERS
Chair
Vice Chair
Commissioner
ATTEST:
Clerk of the Board
APPROVED AS TO FORM:
Deputy Prosecuting Attorney
CONTRACTOR
IPrint Name]
[Address]
[Telephone]
_2027 County Lodging Tax Funding Agreement Poge 7
Exniuil rr Pn
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop - 2020 *Dd you attend the Gant Application !{,txkshop - 2020 hosted by the Kittitas Oornty Chafiber of Conrrerce?
(' Yes
aNo
{r Yes,
I have read atrd understand grbnittal hslrLrctions and General lnfofimt,on for the2A2l Leiging Tax Gant Fundirrg
Rocess
Submittal lnstructions
& General
lnformation *
You are stronglyencouraged to cornpose your responses to the questions ofthis formwith a desktop text
editor and save your work, ihen copy and paste the information into the form. You may also save a draft by selecting
ihe button at the bottom of this page. When you do ihis you will be logged out and must log back in to continue. ln order
to save a draft you will need to provide an email address and a passuord. After completing the save draft, you vr,ill 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 enmil.
Organization I nformation
Name of Organization* Laughing Horse Arts Foundation d.b.a. Jazin the Valley
Organization Address * Streel Acdress
P.O. Box 214
Address Line 2
Oty State/Fovince/Region
Ellensburg WA
fustal / Zip Qde Oountry
98926 USA
Organization is a:*f Business
ll Non-Profit
(Note: Please submit W-9 for business or IRS Designation Letter for non-profit.)
Click here to view sample documents (redacted).
Upload Proof of
Organization Status
501 c3.pdf
Acceptable file fornats inciude; JFG FF or llFF
788.28K8*
Project Contact I nformation
First Name*Don
Solberg
50s-925-3241
Last Name *
Phone Number*
- .,*tmarl djsolberg@charter. net
Project or Event lnformation
. a'..
ProjecUEvent Mme* Laughing Horse Arts Foundation d.b.a Jazzin the Valley
Service Categories Check all catego ies lhat apdy to lhis apdication
J- Tourism promotion/marketing
17 Operation of a special event designed to attract tourists
l- Operation of a tourism related facility
f other
Event Dates
Please provide any specific dates, or range of dates, on \fiich your event or project will be held. You may add as many
dates or date ranges as necessary.
Event Dates
Start Dates*
713012021
ProjecVEvent
Location *
New or Ongoing
ProjecVEvent? *
Amount of Funding
Requested *
Funding Request Max
Tourism Seasons *
Application Questions: Part 1
End Dates
81112021
Dow.rtown Ellensburg
6 Ongoing Project/Event (More than four years in existence)
f New Project/Event (Four or fewer years in existence)
s 10000.00
lf you sdected "&tgcing FtojecuEr'ent" above this arcunt nay not exceed 10% of the total expense budget of this
project.
Frorthe list lrelow. w hat season will your Wqject enhance lourisri? Seleot any which apply
l- Year-round (January - December)
l- Off Season (November - February)
l- Shoulder Season (October or March - May)
17 High Season (June - September)
Please answer each question completely, in the order listed. Please include anysupporting data within the
response narrative.
1 | ProjecUEvent Description
Please provide a description ol your projectlevent.
Response 1:
ProjecVEvent
*uescnptron
Jazin lhe Valley is a three day music festival originally created to celebrate the
Jazgenre in all of its various forms and entice visitors to spend time in
Ellensburg's dorrr.l'rtovrn area during the Summer. Over the pasl22 years of our
exjstence we have expanded our horizons to include not just straight ahead Jazz
and swing but Blues, Soul, R&B, Latin, Funk, Ragae, Zidago, Gospel and even
sonre Rock'n Roll. Because our numbers have decreased in the past few years,
vle are considering re-branding the festival to reflect our diversity.
Our core audience members are music lovers of ldro are looking for a lr,eekend
getau/ay at an affordable price. The primary attendees will come fronr the Pacific
Northwest but the festival drara,s from across the United States and Canada.
Like most destination festivals, we were forced to cancel the 2020 season due to
Covid19. We hope to restart the festival in 2021 .lf public health restrictions are still
in place by February 2021 , we will start implementing plans to a reduced level
festival in order to remain in compliance wth these guidelines.
2500 character liqit
List of lntended Use of Funds*
1. Rent canvas tents to cover the seating areas at
the Rotary Pavilion, our main venue
2. Rent Portapotties and vnsh stations for outside
VENUES
3. Hire security to police the festival Friday &
Saturday nights from 6pm until Midnight
4. Help defray the rentals costs of the sound
equipment used at the Rotary Pavilion.
5. Rent cooling devices/fans for the venues if the
temperatures during the festival require them.
6. On-line and print advertising focused on our
target audience.
7. Social media advertising
8. Use an on-line exit survey to get feedback from
festival attendees
9. Rent performing arts spaces for venues.
10. Radio advertising
2l Supporting Kittitas Couniy 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 fronr iheir place of residence or business for ihe 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 2.1 *
Response 2.2 *
Application Questions: ?arl 2
\ll.ity wonld iorrists lravel to ldititas krunly to altend your evenu:rctivilylfacilily?
Covidl9 devastated festivals around the nation, rl,ith cancellation of many events
much larger and with even more history than Jazin lhe Valley. lf all factors come
together to allow a full 3 day traditional jnvitation festival, r.ve feel strongly that the
pent up demand for festival attendance, coupled with the current low incidence of
Covidl9 in our county will make travel to our area both attractive and feasible.
Additionally, in an economy siressed by significant detrimental impacts in 2021 , our
festival remains one of the best buys in the Pacific NW.
1. We underwite radio programs that promote Jaz throughor,rt the year and
purchasing ads in ihe months prior to the festival, targeting our core audience and
blanketing most of the stale.
2. We hope to refine our on-line neursletter (which is focused on past attendees)
3. We produce 7000 brochures and 250 posters that are distributed throughout the
State and mail informaiion packets to Chambers of Commerces throughout in the
Stale.
4. We distribute at least 75 of our posters to locations throughout the state. 30 of
vr,hich go to wineries in Washington (many participate in the Wine tastings provided
by Gallery One and the Clymer Museum during the festival weekend).
5. We developed an on-line neu,sletter largeted to past attendees, to keep our
patrons engaged in what this year's festival will be offering as r,rell as other events
in our area.
6. Through many of the on-line and social media ads we placed last year, we
received valuable demographic information. Combining this with the email
addresses from past ticket sales, we hope to direct market to this audience and
request feedback on their festival experiences. (Currently the list numbers 865
email addresses)
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lbscribe the priu success of your evenVadivily/facility in atlraction lourisls.
-- We have a mailing list of over 1750 members, 36% (634) of rrhich have
addresses outside of our county and which span across the Urrited states and
British Columbia. The out of county addresses are all from past attendees of the
Festival ralro requested to be on the lisl.
-- We are a three-day festival with Friday and Saturday nights events going until
midnight. Most attendees from more than 50 miles away choose to stay overnight;
be it in local lodging establishnrents or with friends that live in the area.
-- Based on knou,n lp codes associated with our ticket sales, at least 53% or our
tickets sold were to out of couniy residents.(See Exhibit A1 )
-- Of those r,tfio completed our survey at the festival:
- 38% had Kittitas Colrnty lp codes
- 620/o of respondent's Zp codes uere fronr outside of Kittitas County Of that
number:
- 2o/o slayed in an RV Park in Kittitas County
- 6% stayed '1 nights in paid accomnrodations
- 24% slayed 2 nights in paid accommodations
- 6% wiih frlends or relatives in Kittitas Counly
- 62% didn't report
-- ln summary, our data strongly suggest that 55-60% of our attendees live outside
Kittitas County
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3llmpact
Response 3:
Measuring Results*
Describe ho$r you will promte yow event/activity/facjlity lo attract talrists.
-- We track demographic information of ticket sales through the Chamber, on-line
sales ihrough Shou,Clix, mail-order sales and our unrestricted personal /business
contributions. During the 2019 Festival u,e asked ticket buyers to tell us their zip
codes and their email addresses. When vr,e combined all of the available ticket
information: 53% of tickets vrcre in Kittitas County and 47o/owere out of the county
(See Exhibit Al ).
-- The respondents to the survey taken during the festival that reported addresses
shoraied: 43o/ortre-re from Kittiias County and STokv,tere out of the county. (See
E$ibit A2) Our on-line survey at the end of the festival shovved similar results.
-- Facebook kept track of interactions with all the ads we purchased with them this
year. See (Ei'libii B)
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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*
HUSINESS
4.3 Host Hotel*
1. CHAMBER OF COMMERCE: Serves as our sales outlet prior to the festival and
helped staff the box office during the festival.
2, CITY OF ELLENSBURG:
- Waves noise ordinance for u,eekend
- Allous our use of the Rotary Pavilion for our main venue and the on-sight building
as our Box Office with the Chamber of Commerce also providing staff support
during the Festival.
- Provides: fencing for the Rotary Pavilion (main venue); no parking signs:
handicap signs; hangs our banner across 4th betra,een Main and Pearl streets.
3. CWU:
- Through a contract arrangement provides: Pianos, Music stands, Platforms, and
Cooling fans for the Rolary Pavilion.
- We offer yearly scholarships for Jaz students attending CWU.
- We partner to provide music clinics for the Counly high school str-rdents.
- lhe camp students performed t\il a free concerts: Friday and Saturday morning
prior to the festival events.
4. RODEO BOARD: Provides usage of approximately 750 chairs for the festival.
5. GALLERY ONE & CLYMER MUSEUM:
6.The 509 Facilities donated $'1000 in-kind services to clean and maintain the
Rotary Pavilion during the festival.
- They serve as music venues during the festival
- Provides a tasting of prenriunr Washington State wines on the Sat. afternoon of
the festival. This is a major fundraising event for them.
7. FARMER'S MARKET: runs extended hours that'ueekend
B. COMMIT A PAGE OF OUR BROCHURE to other events happening in Ellensburg
that raieekend.
L PUBLIC LIBRARY: decorates their lobby with Festival memorabilia. They also
have an archive of all our past festivals.
10. DOMTED: 24 Festival Passes to non-profit organizations to aid in their
fundraising ef{orts.
.1
1 . KVH: - Displays all 22 years of posters in their lobby throughout July. - Was a
Major Festival Sponsor that provided a free Sr-rnday concert for the community. We
handed out 468 wristbands to at'lyone that didn't have a festival badge.
12.ln 2019, u,e did promotional concerts at tu,o local establishments: The Gard and
Nodding Donkey.
13. Outside of the Rotary Pavilion, all of our music venues have been in
businesses around the downlown area. Our Box office personnel, with Chamber
Personnel assisting, refer countless customers during the festival to local bars,
restaurants, clothing stores, museums, art galleries, and give out hotel and motel
information to all faciliiies irr the area.
14. We contacted of lodging establishments to discuss the possibility of creating
value packages for those attending the festival.
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Describr: htnv you will promlle ltxlginq establishrrents, reslaurants, and business located in Knitas Crunty
Outside of the Rotary Pavilion, all of our music venues have been in businesses
around the downtolrm area. Our Box office personnel, with Chamber Personnel
assisting, refer countless customers during the festival to local bars, restaurants,
clothing stores, museums. art galleries, and give out hotel and motel information to
all facilities in the area.
Lodging links directly to hotels for bookings are available through our urebsite
throughout the year.
2500 charaoter lirril
b ihere a host irotd for your evenl or grant project? lf yes. list the hotel.
fNo
6 Yes. l-loli;l y',Ji:riiroy,r
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*Most years \re have been financially in the black and rarere able to accunrulate
reserves. Unfortunately, because of increasing expenses and our declining
attendance, u'e have had to dip into those reseryes. As a result, becoming self-
sustaining has been a major focus for our board.
- For example: ln 2016 ue experimented with epanding the types of music to
attract a bigger audience. ln 2017, we experimented with a change in tickel pricing,
r,tfiich assisted us in partially overcoming some additiorral costs such as the new
City admissions tax ln 2018, with a major change in board members, uie embarked
of developing a five-year business plan. A major focus ra,as to attract more ma.jor
festival sponsors by reassessing r,r/rat that might look like for them. This rrc
accomplished, moving from two sponsors in 2017 to five in 2018 including KVH
wlrich sponsored Sunday's performances as a free concert to festival goers and
our communily. We also reduced our costs by reducing the nutrber of venues to
eight from ten. Slrbsequently, in 2018 vre covered all epenses and ended with a
small surplus for the next year. For 2019, ure increased our corporate sponsorships
to seven and again KVH subsidized the free concert on Sunday.
- Our neusletter is still in it's infancy, but rare already see the potential of e4oanding
our message.
- Although we still have enough reserves to put on a festival next year, our
attendance uas dolrn slightly and we did nol make our 2019 budget. The
Ellensburg Arts Comnrission heiped us defray some of the costs and rrc will be
looking to them again to help us out for specific needs.
- The Festivals biggest contribulion comes from our board members and the
approx. 150-200 community volunteers that work to set up and put on the festival.
Keeping them involved and attracting new people to help is a focus for us.
- The board is raorking with a facilitator lo help us develop a cohesive, uell-
functioning board and committees, nhile developing a well-defined long-1erm plan
tor Jazz in the Valley. A key element for our longevity is attracting more community
members to help our various committees throughout the year.
2500 character linit
Application Questions: ?art 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 planrrecl evart in 2020, whether it was able to take place or not, flease desciil,.e any successes and
challenges you experienced.
- This will be our 23rd year offering the festival and every year festival board
members have done informal surveys of the restaurants and motels. The feedback
\4,e have received indicates this is one of their busiest and best \^eekends during
the year. We knowrrre are not the only reason but certainly
help.
- The only paid staff is during ihe festival: ticket booth staffing, security officers,
and the musicians along with the sound techs.
- Volunteers are our lifeblood. This festival is truly a community effort. HorMever.
with a reduced festival size, we Mould obviously need significantly feiner volunteers.
- Attached is a brief history of our journey: See Exhibit E.
- We are working to re-create our image. We have eslablished a recognizable
entity/festival; houiever, \€ are more than the traditional/straighlupiaz.. We have
entertained changing the name and promoting the variety of music vv-. offer. So far,
when ure asked our patrons on Survey Monkey lheir opinion, the majority vlanted it
to stay Jaz in the Valley.
2500 character linit
Additional lnformation 2500 character limt
Supporting Documents You nay upload any supportil! docunents slrcir as graphs, imges. diagranE, n'Brketing n?terials, etc.
Exhibit_A-2019.pdf 218.62K8
Exhibit_B_2019.pdf 607.72K8
Exhibit_E.pdf 114J1K8
You are alloded to subffit up to 3 single page (L,S Letted docunents in JFG, FfF or TIFF lornat
7l Previous Lodging Tax Grant lnformation
Previous Years l-hs your evert received Lodging Tax funds in previous years?
Awarded Lodging Tax r No, this event/project has not previously received Lodging Tax Funding.
Grants* f yes, 1 year previous
(- Yes, 2years previous
(; Yes, 3 or more years previous
Overall Attendnace
201 9 Actual *
2,241
2021 Projected*
2,448
Number of people travelling more than 50 miles for your event?
2019 Aciual* 2021 Projected*
1,188 1,098
Number of people traveling from outside WA State for your event?
2019 Actual* 2021 Projected*
49 56
The number of overnight guests who stay in paid accommodations in Kittitas County
for your event
Number of paid lodging room nights resulting from you eventlactivitylfacility?
2019 Actual* 2021 Projected*
440 550
2019 Actual*
880
Prior Year Paid
Overnight Stay Data
2019 Methodology*
2021 Methodology*
Methodology
Narrative *
Application Questions: Part 5
2021 Projected*
1 ,'1 00
h addition to field above, you nuy upload the evidence to support lhe pjor years' roordnight i'rforrrEtion.
Lodging_counts_2019.pdf 14.64K8
You nay up{oad up to three single pages (LS Letter), of ir.rfornetion. lf you a single nllti-page docunent, only the fjrst
three pages will be c;onsidered. The following forrrats. w ill be accepted: JFG. FDF or TIFF
W€t n€thoddqy did ycn use to calculate the 2019 actual nunters?
17 Direct Count (preferred)
17 lndirect Counl
l- Representative Survey
ll lnformal Survey (preferred)
f- Structured Esiimate
l- other
!\hat rrethodology will you use to calculate the upconing rrunters?
f Direct Count (preferred)
17 lndirect Count
l- Representative Survey
l- lnformal Survey (preferred)
l- Structured Estimate
l- other
Hease ex$ain.
We used the same methodology as we did for budget projections; that is, averages
of the last 3 years of lodging data submitted previously. This tracks very close to
2019 data, our most precise estimate of local lodging utilization,
Though a survey is listed as preferred, we felt this tracked more accurately with our
budget, especially given the uncertainties of the times.
2500 character lidt
SlFunding
Does your organization have, or have you applied for, grant funding fronr other sources? lf not, wtry noi? lf yes, please
list the funding you have for the project, including any volunteer and in-kind sources in Question 9l Project Budget
Overview.
Funding sources and amounts wirich have not yet been secured will be listed separaiely, in the field(s) directly below.
Finally, tdrat changes would occur if the project couldn't be iunded?
Does your organization have, or have yoLr ap$ied for funding fromother scurces?
GYes fNo
Other Funding *
Funding for which you have applied but not yet secured
Funding Source
Ellensburg Arts Commission
Funding Shortfalls*
Amount
$ 2,300.00
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 entire agency budget. You must submit a budget which specifically pertains to the
project/event for which you are requesting funding and adheres to the basic budget format shown below,
The budget must include anticipated revenues, ependitures, and any potential profit or loss. For projectslevents w4rich
are ongoing for niore than one (1) year, please also submit actuals from the previous three (3) years of operations
(need not be consecutive) for the projectlproposal if applicable.
For anyclaimed in-kind contributions valued at $500 or more and related to marketingiadvertising, 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 itemilng the matching value ancJ
obligating each party must be provided.
ATTENTION: ln an efforl to allow an adequate level of flexibility for all applicants, not all fields in the budget portion are
required to be filled before this fornr is submitted. Providing all applicable data is your responsibility, failure to do
so will potentially jeopardize your application's chance for review.
Wral changes will be nsde if fundinq fo-your requesl is not availabie or reconrrencled'l
Jazzin Ihe Valley received a grant of $2300 by the Elllensburg Arts Commission,
originally to support the CWU jazz Camp, and then repurposed to help defray
expenses incurred in developing and advertising tlre 2020 Festival prior to the
Board's decision to cancel lhe season in March of 2020. We uaere noiified of Arts
Commission approval, but have not received a final decision by the City Council to
approve disbursement of those funds, nor received a check.
Jaz.in lhe Valley, a subsidiary of Laughing Horse Arts Foundation. has no
employees, so vre did not qualify for a CARES grant or Payroll Protection Program.
Horrr,ever. Valley Musical Theatre, another entity of Laughing Horse Arts
Foundation, had employees and did apply and receive restricted grants under
these relief programs totaling about $3100.
2500 cherracter limt.
965.1 5
/o
lhis field will autoiill'/vrth the corect percentage basel on yor,rr input to budget secticn beio\r'1
For any clainr:d in-knd cont|ibutions valued ai $500 or noe arrd related to narketing/adrreriisirg. you mrst suturit
verifyinq docLrnenlaiion \yhich assutes the contribL,'lion will be provided.
Budget Year
Edit if necessary 2017 2018 2019
Revenues From Consolidated Lodging Tax Grant
Past Actual 3
$ 9,000.00
Pasl Actual 2
$ 10,000.00
Past Actual 1
$ 10,000.00
2021
Projected
$ 10,000.00LTAC Grant
Funding
All Other Revenues
ln-Kind Contributions (except volunteerism)
Account Name
Contributions
Ticket Sales
interest Received
Misc. lncome
Sale of Goods
Vendors
Fundraising Event
Account Name
City
CWU - Music Dept
CWU - Facilites
Ellensburg Rodeo
Dumpsters
Portapotties
Rental spaces
Equipment/Supplies
Services
Contract labor
Past Actual 3
$ I 1352.00
$ 65701.00
$ 944.00
$ -47.00
$ 13679.00
$ 190.00
$ o.oo
Past Actual 2
$ 1 1262.00
$ 72242.00
$ 278.00
$ 147.00
$ 11918.00
$ 190.00
$ 0.00
Past Actual 1
$ 14783.00
$ 58071.00
$ e4.00
$ 0.00
$ 12371.00
$ o.oo
$ 1735.00
Projected
$ 14000.00
$ 62000.00
$ e0.00
$ o.oo
$ 12000.00
$ 0.00
$ 1700.00
Past Actual 3
$ 1000.00
$ 1000.00
$ 300.00
$ 1200.00
$ 400.00
$ 220.50
$ 450.00
$ 317.00
$ 200.00
$ o.oo
Past Actual 2
$ 1000.00
$ 1000.00
$ 300.00
$ 400.00
$ 360.00
$ 629.00
$ 275.00
$ 714.00
$ 730.00
$ o.oo
Past Actual '1
$ 1000.00
$ 1000.00
$ 300.00
$ 400.00
$ 700.00
$ 700.00
$ 1 125.00
$ 500.00
$ 1625.00
$ 1045.00
Projected
$ 1000.00
$ 1000.00
$ 300.00
$ 400.00
$ 700.00
$ 70o.oo
$ 500.00
$ 500.00
$ 1 125.00
$ 5oo.oo
Contributions of Volunteer Time
Past Actual 3 Past Actual 2
Number of Hours 3,809 2,786
Past Actual 1
2,472
Projected
2,500
Evidence of Volunteer flease upioad a sirrgle file which oflers eviclence in suppot of the prqeiled volunaeer ltours.
Contributions *
E>dribit_D_201 9.pdf
Calculated Value of
Projected Volunteer
Time
$ 58,900.00
15.92KB
Revenue Totals
Expenses
Account Name
Cost of Goods Sold
Concessions
Past Actual 3
$ 105906.50
Past Actual 3
$ 3410.00
$ 5023.00
Past Actual 2
$ 1 1 1445.00
Past Actual 2
$ 2645.00
$ 5058.00
Past Actual 1
$'105449.00
Past Actual 1
$ 4063.00
$ 4852.00
Projected
$ 165415.00
Projected
$ 4000.00
$ 5000.00
Account Name
Education
Facilities - Repairs
-- Contract labor
- Equipment Rental
- Supplies/Equip
-- lnsurance/License
- Site Storage/Rent
Fundraising
General Epenses
Music -- musicians
- Lodging
- Sound Enhancmt
-- lnstrument
repair/rental
Promotions -- Print
Ads
- Electronic/Social
Media
-- Brochure/Posters
- Survey/Handbill
etc
- Web Redesign
Tickets/Sales
Volunteers
Past Actual 3
$ 1500.00
$ 1389.00
$ 1625.00
$ 9410.00
$ 836.00
$ 2190.00
$ 1250.00
$ 4382.00
$ 4957.00
$ 49227.00
$ 9135.00
$ 5409.00
$ 1200.00
Past Actual 2
$ 3950.00
$ 66.00
$ 3185.00
$ 9327.00
$ 657.00
$ 2671.00
$ 625.00
$ 6133.00
$ 5254.00
$ 37966.00
$ 6006.00
$ 7388.00
$ 1250.00
Past Actual 1
$ 5040.00
$ 1780.00
$ 1780.00
$ 8867.00
$ 1576.00
$ 2316.00
$ 625.00
$ 4e99.00
$ 8160.00
$ 38448.00
$ 7749.00
$ 6993.00
$ 1250.00
Projected
$ 5000.00
$ 200.00
$ 1800.00
$ 9000.00
$ 1000.00
$ 2400.00
$ 625.00
$ 5000.00
$ 5300.00
$ 38000.00
$ 7800.00
$ 7000.00
$ 1250.00
$ 1500.00
$ 200.00
$ o.oo
$ 1500.00
$ 300.00
Projected
$ 107175.00
Projected
$ 58240.00
$ 5988.00 $ 6634.00 $ 7285.00 $ 6000.00
$ 6140.00 $ 6662.00 $ 4297.00 $ 4300.00
Expense Totals
Profit & Loss
Pasi Actual 3
$ 120158.00
Past Actual 3
$ -14251.50
$ 1867.00
$ 252.00
$ 2600.00
$ 1874.00
$ 494.00
$ 1552.00
$ 187.00
$ o.oo
$ 1903.00
$ 310.00
Past Actual 2
$ 109429.00
Past Actual 2
$ 2016.00
$ 1448.00
$ 244.00
$ o.oo
$ 1632.00
$ 356.00
Past Actual 1
$ 1 13760.00
Past Actual 1
$ -8311.00
Application Certification
The applicant here certifies and affirms: 1. That it does not now, nor will it during the performance of any coniract arising
from this application, unlawfully discriminate against any employee, applicant for employment, client, customer, or oiher
person who might benefit from said contract, by reason of age, race. color, ethnicity, sex, religion, military staius, serual
orientation, creed, place of birth, or disability; 2. That it will abide by all relevant local, state and federal laws and
regulations and; 3. That it has read the information contained in the lnstructions on pages 1 and2 and undersiands and
will comply with all provisions thereof.
Certified by:
Name *
Applicant's Title*
Ptr,* k&cE
Don A Solberg
Treasurer, Jazin lhe Valley/Laughing Horse
Arts
lntemal Revenue Service
Date: April 12, 2003
Laughing Horse Arts Foundation
P.O. Box 214
Ellensburg, WA 98926-0214
Oepartrnent of the Treasury
F. O. Box 25O8
Cincinnati, OH 4'S*St
Person to Gontact:
Ronnie Clemons
Customer Service Representative
Toll Free Telephone Number:
8:00 a.nr. tc 6:30 pm. EST
877-A2g45gA
Fax Number:
513-263.3756
Federal ldentiftcation Nurnber:
91-121 1 173
Dear Sir:
This is in response to your Certificate Of Amendment, frled July 6, 1999, in the State of Washington,
changing the organization's name fr,om Ellensburg Sumrner Theater Foundation, to the sbove as listed.
Our records indicate that a determination letter issued in July 1984, granted your organization exemption
from federal income tax under section 501(cX3) of the lntemal Revenue Code. That leter is still in effect
Based on information subsequently submitted, we dassified your organization as one that is not a private
foundation within the meaning of section 509{a) of the Code because it is an organization described in
sections 5O9(a){1 ) and, 1 7o(b}(1 XAXvi}.
This classification was based on the assumption that your organization's operations would continue as stfrted
in the application. lf your organization's sourcss of support, or its character, method of operations, or
purposes have changed, please let us know so we can consider the effect of the change on the exempt
status and foundation status of your olganization.
Your organization is required to fite Fonn 99O, Retum of Organization Exempt fmm lncome Tax, only if its
gross rcceipts each year are normally more than $25,000. lf a rehrm is required, it must be filed by the 15th
day of the flfth month after the.end of the organization's annual accounting period. The law imposes a
penalty of $20 a day, up to a ma:<imum of $1O,00O, when a retum is filed late, unless there is reasonable
cause for the delay.
All exempt organizations (unless specifically excluded) are liable for taxes under the Federal lnsurance
Contibutions Act {social security ta:<es} on remuneration of $100 or rnore paid to each employee during a
calendar year. Your organization is not liable for the tax imposed under the Federal Unemployment Tax Act
{FUrA}"
Organizations that are not private foundations are not subiect to the excise iaxes under Chapter 42 of the
Code. However, these organizations are notautomatically exemptfrom otherfederal excise taxes.
Donom may deduct contribu$ons to your organization as provided in section 170 of the Code. Bequests,
legacies, devises, transfers, or gifts to your organization or for its use are deductible for federal €state ancl
gift tax purposes if they meet the applicable pmvisions of sections 2055, 2106, and 2522 of the Code.
-./--
Laughing Horse Arts Foundation
91-1211173
your organization is not required to file federal income tax returns unless it is subiect to the tax on unrelated
business income under.section 511 of the Code. lf your organization is subiect to this tax, it must file an
income tax retum on the Form 99&T, ExemptOrganization Business lncome Tax Retum. ln this letter, we
are not determining whether any of your organization's present or proposed activities are unrelated trade or
business as defined in section 513 of the Coda.
The law requires you to make your organization's annual retum available for public inspection without charge
forlhree year$ after the due date of the retum- lf your organization had a copy of its application for
recognition of exemption on July 15, 1987, it is also rcquired to make available for public inspection a copy of
the exemption application, any supporting documents and the exemption leterto any individualwho requests
such documents in person or in writing. You @n charge only a reasonable fee for reprcduction and actual
postage costs for the copied materials. The law does not require you to provide copies of public inspection
doqrments that are widely available, such as by posting them on the lntemet (World \Mde Web). You may
be liable fora penalty of $20 a day for each day you do not rnake these documents available for public
-inspeo{ion-{up.toe maximum-ef.$10.O0&in{he case of an annuaLretum}.
Because this letter could help resolve any quesUons about your arganization's exempt status and foundation
stah'ts, you should keep it with fie organizalion's permanent records.
lf you have any questions, please call us at the telephone number shown in the heading of this letter.
This letter affirms your orepnization's exempt status.
Sincerbly, .
John E. Ricketts, Director, TBGE
Customer Arcount Services
Tickets 2OL9
Total tickets 2018 Festival
Exhibit 41
2241
Ticket Sales with recorded zipcodes Kittias
Gountv
Out of
Countv Totals Unknown
Unrestricted Contribution Tickets 142 142
Chamber Ticket Sales 43 43 5
ShowClix 284 383 667 23
Recorded during the Festival 48 42 90 374
Totals 517 425 942 402
Comp Tickets
55%450h 100%
Band Member Tickets 74 1 8 1 255
JazzCamp Friday Night 14 94 108
Donated Tickets to non-profits 8 16 24
Sunday - Free Sponsored Concert 468
Volunteers 10+ hrs
Totals
34
130
8
299
42
429
30%700 100%
Total Tickets 647 724 1371 870
47%53o/o 100%
Exhibit AzJazzin the Valley Festival Survey Results
Of the surveys that reported resident locations:
Kittitas County 43o/o
Out of County 57o/o
77o/o reported staying at least one night
59% reported two or more nights
Jazzin the Valley On-Line Survey Results
Of the surveys that reported resident locations:
Kittitas County 38o/o
Out of County 620/o
Exhibit As
Exhibit B
Facebook Ads 2019
fl untitled
Name
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lnstagram Post: lt's MaVl lust a few months until...
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[vent: DoctorfunK at Ellensburg's lvlusic Fesival: lazin the Valley
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Postr "THIS FridaL ch€ckout our FREEspilngkick off..."
Post: "httpr//bit.ly/2wbBR07"
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Pon: "Check out http://.llVMap.com while you'ae at our..."
Po$: "JlVkicked offthe 2019 season with a sell out.-."
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Post | "Make sure to thank these compan i es who graci ousl y...
lmageused in ads:
Rea.h
91754
Amoubt Starts
2019-01{1
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201941-78
Websit e Purchases
Reach
LinkCllcks
Website Pu rchases
Websi te Pu rchases
€vent Reaponses
Link Clicks
Websi te Pu rchases
WebsitePurchases
UnkClicks
Websate Purahases
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ThruPlay
LinkClicks
PBgetikes
LinkClicks
Post Engagement
ThruPlay
Post Engagement
22391
17332
15903
10166
5547
4915
4836
4211
4053
3608
3443
3377
3280
3155
2772
2026
1780
1521
J7t
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543.89
442.11
154.30
100.00
100.00
100.00
35.00
100.00
100.00
50.00
100.00
99.99
35.00
35.00
19.99
25.00
15.00
2.88
.13
2019-01-01
2019-01-01
2019-01-01
2019{1,01
2019-01{1
2019,01{1
2019{1{1
2019-01{1
2019-01{1
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2019-O1-01
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2019,0141
201947-24
2019{7-28
2019,07-28
2019-07-24
2019-O1-28
2019"07,28
2019-07 28
2019-07-28
2019,07-28
2019-07-2a
2019{7-28
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201947-2a
2019{7-28
207947 -2A
2019-07 -28
201947-28
2019-07-28
2019-01-28
2019-07-24
1.0
3.0
261.00
33354
42684
186292
24464
9553
9074
a621
5676
9489
9058
5269
1565
8924
4185
3581
3965
3500
1988
409
72
3.00
83.00
12.00
10
99.00
410.00
106.00
132.00
54.00
176.00
49.00
37838 2278.93
Volunteer Hours - 2018
Past Board
lvlembers
Board Members Board Meetings Committee
Meetings
lndividual
Reponsibilites Festival Total
Beck Dan 27 27
Brunner Micah 16 30 54 50 150
Bruva Chris I 20 60 10 98
Burke Amv 16 12 55 35 118
Fraser Rob 12 I 52 15 87
Smith Marie 23 10 37 70
Solberg Joy 13 4 170 't0 197
Solberg Don 14 10 63 23 110
Solberg Ona 14 4 20 38
Stanlev Laura 21 13 109 18 161
Swartz Tony 25 30 100 35 190
Wallen Norm 8 8 10 26
Warren Linda 13 12 50 31 106
Wineqar Kori 0
Brunner Debbie 24 24
Shame _arrv 3
France Joe 10
1415
Music 20
Facitlities 120
Volunteers 442
Promotions 475
1 057
Committee volunteers
Total Volunteer Hours 2472
Additional lnformatron - Brief History of 22 years
Jazzin the Valley was the brainchild of Larry Sharpe after attending a reunion of graduates of
CWU's Jazz program who produced a free concert at the fairgrounds during the summer of 1997.
Larry had been involved with Laughing Horse Summer Theatre, which, in collaboration with CWU,
had provided repertory theatre during summers in Ellensburg for the prior'15 years. He foresaw that
with our connection to these artists, now professionals throughout the Pacific Northwest, producing a
local Jazz Festivalwas possible. He brought together past board members of Laughing Horse
Theatre and other community minded people for a meeting to discuss the viability of this idea in April
of 1998. The group approached the Summer Theater board and requested transfer of their 501(c)3
status. Out of this discussion came the formation of the Laughing Horse Arts Foundation, which
serves as an umbrella organization for a number of organizations throughout the county that are
involved in the performing arts. The firstJazz Festival happened at the end of July that year.
From the very beginning, our goal was to entice visitors to visit our downtown during the summer,
historically a "down" time for businesses. We fostered integration by using local businesses as music
venues for the event. We made money that year and the community loved it. Over the years, we
grew, and expanded our offerings from Friday and Saturday to include Sunday and increased our
venues from five to ten, now eight.
After severalyears, we expanded our mission in cooperation with CWU's jazzprogram, adopting a
dedication to jazz education. We also initiated a "Paint to Jazz" program for the Ellensburg School
district, promoting artistic expression of jazz through creative paintings. We conducted educational
presentations on the history of Jazz and its evolution. We sponsored a variety of music clinics for
college and high school students with professional Jazz musicians involving the following: clinics at
CWU, Ellensburg High School and Cle Elum High School; Masterclasses at CWU; performances at
EHS; and providing free community concerts in the CWU Recital Hall.
ln 2O12, we started offering scholarships to students wanting to major in Jazz studies at CWU. We
currently provide a $1000 scholarship to an incoming students and a $500 scholarship to a returning
student.
Over our 22years, Jazzin the Valley contributed $42,000 in support of local music educational
programs. A number of years ago CWU offered a Jazz camp for high school students the week prior
to our festival. lt was so successful that even though the timing conflicts with other camps across the
State, staring in 2017 they have committed to offering the camp every year.
This has opened a number of collaborative possibilities:
- Last year we applied for and received an Ellensburg Arts Commission grant, funding used to
support partial student scholarships to attend the CWU -JlV Jazz Camp and production. Five
students received a $200 scholarship ($1000 EAC funds) which covered approximately 27o/o of the
cost of tuition, room and board ($7001.
- ln addition, the camp was able to present a free student concert (10 ensembles of
approximately 8 students each) on the JIV Main Stage on Friday afternoon and Saturday
morning prior to the Festival.
- jazz camp parent and student surveys suggest that having the concert at the JIV venue
was a great performing experience and contributed to a very positive overall camp experience.
The audience showed great enthusiasm upon hearing the students and expressed strongly
positive comments following the event to camp staff and faculty as well as JIV board members.
- The Band Camp Members distinctive T-shirts serves as a pass to the entire weekend
event. Their families were encouraged to stay with discounted tickets. (Note: 87o/o of band
members live outside of Kittitas County.)
925-7037
933-1 500
925-9844
933-1 600
925-9800
962-6888
925-931 9
925-4734
933.1 500
9254244
962-9400
962-5585
Exhibit C
Lodging Worksheet - 2019
Online survey
Air B&B / Vacation homes 2 2 4
Total - Short Term Vacation Rentals (STVR)4
Stayed - Friends / Relatives 12
KOA 31 62
Lodging Friday Saturday Totals
Comfort lnn - Amanda *52 52 't04
Davs lnn 25 25 50
Econolodqe 38 39 77
Hampton lnn - Christine 3 3 6
Red Lion lnn 15 30 45
Super I 40 40 80
Total H/M 362
Yakima River RV Park 0 0 0
Total Camp/RV 62
Total Lodging 440
No Discrimination
E&JRV Park 13 13 26
Motel 6 full both days 72
Holidav lnn Express full both days 66
Lincoln Suites 110full both days
274
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. PrintAdvertisingandOnlineDisplavAdvertisineofalltypes(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 lhan% 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 Advertising of all types (including but not limited to television, online, electronic kiosks,
motion billboards, etc.) must include the County's and appropriate City's tourism website logo.
The logo must be sized no smaller than% inch in height, and must be surrounded by appropriate
white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in
color or appearance.
All logos and website information may be obtained by contacting the Director of Tourism, Kittitas
County Chamber of Commerce.
Section 2. Advertising Reimbursements
Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere
to the following guidelines and requirements for each type of advertising media utilized.
A. Print Advertisins
1,. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed at I0O% 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 allOO% of the cost, including any production costs.
b. For seasonal or year-round events , or for date-specific events outside of the time-
frame in Section 2 A, (21(al above, advertising reimbursement requests must include a
statement from the media provider specifying the percentage distribution to areas
outside of Kittitas County. Reimbursements will be allowed for the amount distributed
outside of Kittitas County, including any production costs.
B. Television Advertisins
L. 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 atIOO% of the cost, including any production costs.
b. For seasonal or year-round events , or for date-specific events outside of the time-
frame in Section 2 8,2(a) above, advertising may be reimbursed at the rate of 70% of
the total cost, including any production costs.
C. Online Advertisine:
L. 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:
L. 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
L Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% of
the cost, includingany production cost. ln orderto receive reimbursement, a listof 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 atlOO% of the cost,
including any production costs. ln order to receive reimbursement, the banner cannot list a
specified date or location. Request can only be made one time.
3. Signage (site layout use only) which are placed inside of the venue/facility of the event may
be reimbursed at 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 Advertisins:
L Radio advertising placed with any media provider located outside of Kittitas County may be
reimbursed atlO0% 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 atIOO% 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 reimbursedlOO% of the paid invoice cost. ln orderto receive
reimbursement operations invoice must an approved cost from the Consolidated Lodging
Tax committee members list. lnvoice provided must include notation of payment with proof
of payment.
2. Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed
at LO0% 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