HomeMy WebLinkAboutLT-2021-010-The PatchLT-202L-OTO-THE PATCH
2021 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND THE PATCH
This Contract, effective January I,2O2'J, 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 THE PATCH
("Contractor")for the 2021 U-Pick Pumpkin Patch ("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 four thousand dollars (54,000.00) (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 four thousand dollars
(54,000.00) (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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LT-2O2T-OLO-THE PATCH
Kittitas County Auditor
Attn: Auditor's Accounting
205 West Sth Ave - Suite 105
Ellensburg, WA 98926
a ud itorsacco u nti ne(aco. 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 Online ad campaigns to include, but not be limited to, Facebook, lnstagram, Pinterest
and YouTube
o Blogs and influencer driven sites
r Radio
o Newspaper
r Visitor guides
oTV
. Editing of existing footage as well as new production
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
fo I lowi ng add ress: http ://www.co. kittitas.wa. us/a ud ito r/defa u lt.a spx
Section 3. Perform nce bv Contractor.
Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County and City. Any such delegation or subcontracting without the County's or City's
prior written consent shall be voidable at the County's or City's option.
b. Contractor shall at all times be an independent contractor and not an agent or representative
of the County or City with regard to performing the Services. Contractor shall not represent
that it is, or hold itself out as, an agent or representative of the County or City. ln no event
shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf
of the County or City. lt is understood that the Contractor and the Contractor's staff and
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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 approval of the County or City,
but the County's or City's making (or failure or delay in making) such inspection or approval
shall not relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's or City's knowledge of defective or non-complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County or City with sufficient, safe, and proper facilities and equipment for such
inspection and free access to such facilities.
f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or City, or their designee, or such Federal or State auditor with such
information related to the Services as may be requested by the applicable governmental
entity. Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County or City makes final payment of compensation due
hereunder, Contractor shall provide the County or City access to (and the County or City shall
have the right to examine, audit and copy, with or without notice) all of Contractor's books,
documents, papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release, Indemnitv. and Hold Harmless.
The County or City assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County and the City, their officers and
employees, agents, representatives, attorneys and/or volunteers, from and against all claims, costs,
liabilities, damages, and expenses, (including, but not limited to, reasonable attorney fees) which
arise or may arise or be alleged to arise out of or by reason of this Agreement including:
_2027 County Lodging Tax Funding Agreement Page 3
LT-2O2L-OLO-THE PATCH
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. Compliance with Public Records Law.
ln compliance with Washington's public records law, the County will retain copies of any
documents associated with this Agreement, which may be required by law unless legally
exempt from such retention, for any applicable legally required retention period.
b. ln the event a public records request is made to the County or City for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws, the County or City shall provide notice
to Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow
Contractor to seek a court injunction.
c. The County or City specifically shall not be liable to Contractor for the County's or City's
release under public records laws of any documents not otherwise exempt from disclosure
by trademark, copyright or other law.
Section 6. lndustrial lnsurance Waiver
With respect to performance of this Agreement and as to any claims against the County or City, their
Additional lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under
Title 51 of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contractor's
employees and agrees that the obligations to indemnify, defend and hold harmless provided in this
Agreement extend to any claim brought by or on behalf of any employee of the Contractor. This waiver
is mutually negotiated by the parties to this Agreement.
Section 7. lnsurance and Endorsements.
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
a
a
_2027 County Lodging Tax Funding Agreement Page 4
LT-2O27-OLO-THE PATCH
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 allor any
portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon
receiving such notice of termination, Contractor shall, except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice. ln the event the
County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to refund
to the County all monies paid for Services not yet rendered by the Contractor, if any, as of the date
of the notice of termination.
Section 9. Miscellaneous.
The City is not a party to this Agreement but is an intended third-party beneficiary of this
Agreement and to the extent set forth herein certain of its provisions are for the benefit of
the City and are enforceable by City in its own name and capacity as a Washington municipal
corporation.
b. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or any
right or interest in this Agreement without the County's prior written consent.
c.This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, promises,
representations, or understandings regarding the Services. No change, amendment or
modification of any provision of this Agreement shall be valid unless set forth in a written
amendment to the Agreement signed by both parties.
d. Notice for any purpose under this Agreement, except service of process, shall be given by the
Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W 5th Ave.
Ellensburg, WA 98926. For all purposes under this Agreement, any notice by the County to the
a
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LT.2O2L-OTO-THE PATCH
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 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.
,7 County Lodging Tox Funding Agreement Pdge 6
LT.2O2L-OTO.THE PATCH
KITTITAS COUNTY
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 Page 7
Vx
CLTAC: Application for Lodging Tax Grant Funding
onu
Grant Application
Workshop - 2020 *
Dd you aftend the Aant Applicaticxr \A,brkshop - 2020 hosted by the lQtitas Ocunty Char'rier of Comltrce?
(r Yes
CNo
l" Yes,
lhave read at:d utrderstand Subrriftal hsttrctions and Ge'reral lnfornalicxr for the 2021 Lodging Tax Qant Rnding
R'ocess
Submittal lnstructions
& General
lnformation *
You are strongly encouraged to compose your responses to the questions ofthis form with a desktop text
editor and save your work, then copy and paste the information into the form. You may also save a draft by selecting
the bufion at the bottom of this page. When you do this you will be logged out and must log back in to continue. ln order
to save a draft you will need to provide an email address and a passrlord. After completing the save draft, you w,ill be
redirected to landing page containing a link to log baek into the form. We suggest you save this link as a bookmark. The
link will also be sent to you in an email.
Organization I nformation
Name of Organization * The Patch
Organization Address * $reet Address
6181 Wilson Creek Rd
Address Line 2
P.O. Box 775
oty
Ellensburg
tostal I Zip Code
98926
SatelFlovincelfugicxr
WA
Ocuntry
United States
Organization is a: *(' Business
C 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 W9.pdf
OrganizatiOn StatUS* Acceptablefilefornats irrclude: JFG FSorllFF.
Project Contact I nformation
First Name*Hilary
HuffmanLast Name*
Phone Number*509-899-2002
_ ..*Emarl Hilary@thepatchjensenfarms. com
Project or Event lnformation
215.14K8
ProjecVEvent Mme* tLPick Pumpkin Paich
Service Categories Check all categories that apply to this applicatidn
[7 Tourism promotion/nrarketing
[y' Operation of a special event designed to attract tourists
f- Operation of a tourism related facility
f other
Event Dates
Please provide any specific dates, or range of dates, on u/rich your event or project will be held. You may add as many
dates or date ranges as necessary.
Event Dates
Start Dates *
9t25t2021
912612021
101112021
101212021
101312021
10/8t2021
101912021
10t10t2021
1011512021
10116t2021
1011712021
10t22t2021
1012312021
10t24t2021
10129t2021
10130t2021
1013112021
End Dates
912512021
9126t2021
101112021
101212021
101312021
10t8t2021
101912021
10t10t2021
1011512021
10t16t2021
1011712021
10t22t2021
1012312021
1012412A21
10129t2021
10130t2021
1013112021
6181 Wilson Creek Rd
f Ongoing Pro.lecilEvent (More than four years in exislence)
f New ProjecUEvent (Four or feirer years in existence)
$ 4500.00
lf you selected "Ogcing FlojecuEvenf'above this amunt nEy not exceed 10% of lhe total expense budget of this
project.
Fro'nthe list b€low. what season will your poject enhance tourisrr? Select any which apply
l- Year-round (January - December)
|i Off Season (November - February)
17 Shoulder Season (October or March - May)
V High Season (June - September)
ProjecUEvent
Location *
New or Ongoing
Project/Event? *
Amount of Funding
Requested *
Funding Request Max
Tourism Seasons*
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:
ProjecVEvent
*uescflptron
List of lntended Use of Funds *
Online ad campaigns to include, but not be limited
to, Facebook, lnstagram, Pinterest and YouTube
Blogs and influencer driven sites
Radio
Neuspaper
Visitor guides
TV
Editing of eisting footage as rnrell as new production
The Patch, formerly known as Huffman farms, is a u-pick pumpkin patch and family
farm.
We opened our gates in 2012 and have grorrvn each year. We're a mulli-faceted
farm offering guests the following activities:
Pick pumpkins straighi from the patch
Flayrides
Petting zoo
Kid's play zone
Corn maze
Trike course
Pumpkin patch pool (human billiards)
Pumpkin chucking
Farm fresh concessions
Bake shop
Farm store
We had considerable growth in vdrat we offer as part of the guest experience in
2020. We added a BIGGER better play structure, built "slide mountain" (with a 16
foot tunnel), Talladega irikes, pumpkin patch pool and our Bake Shop and Breran.
ln an effort to streamline pricing and control capacity for 2A2O, u,e also introduced
flat rate admission based pricing. This will equate to an easier buying eperience
for the guest, additional revenue for us and higher admission tax revenue for the
county.
At The Patch, we believe it's not just about the pumpkin, but ihe e4cerience. So,
our focus is creaiing a place for families to come and creaie memories. As of 2020,
\$e are the only rrrnrking farm in the county, offering a full agritourism eperience.
We also offer fun and educational field trips and private rentals. And, r,r,re hope to
grow in 2021 with extended dayslhours and offerings, including Airbnb farmstays.
2500 character linit
2l Supporting Kittitas County as a tourism destination
1. Auay from their place of residence or business and staying overnight in paid accommodations;
2. f o a place fifty miles or more a\,1€y from their place of residence or business for the day or staying overnight;
3. or from another country or stale outside ofiheir place of residence or business.
You must provide the evidence utilized in determining your projections.
Response 2.1 *\Atrly would tour'sts lravelio l{ttitas Oounty to atlend your evenVactivity/facility?
First, tva believe that our location is appealing to tourists. While fall r,r,eather on the
westside usually brings rain and muddy corn mazes, \4/e typically continue to have
sunny, blue sky days at the patch. And, irrihen talking with guests, this is often a
factor in deciding to make the trek over the pass.
Second, we are the only wrrking family farm in the county that offers a full, hands-
on fall eperience. While there are oiher "pumpkin patches" in the county, we are
the only working farm, which simply brings with it a very different experience. The
fastest growing segment within the tourism industry is lhe experiential segment.
Americans are further removed from farming than ever before, with most families
being removed by five generations or more. The faster the rat race in the urban
areas becomes, ihe nrore appealing a visit dowl on the farm becomes.
Third, tare don't have the cror,lds. We are members of both a PNW agritourism
group, as well as a national group. And, the numbers these farms e4cerience are
staggering. Farms on the rrestside can easily see 50,000+ people in Oclober. This
leads to parking issues, long lines, rmii times, limited food options, restricted
activity access and more. Many of our guests tell us they come over for the day, or
the rreekend simply to avoid the cro\,lds.
Fourth, lr,e're not just pumpkins, \i€'re e)eeriences. We create a vrrell-rounded
e4rerience that gives people a reason to get in lheir cars and come. We offer
pumpkins straight off the vine, safe play spaces, creative activities, farm fresh food,
shopping and more.
Finally, it's a thing! Hallou,een is the second largest grossing holiday behind
Christmas. And, pumpkin patches have their orarr "cult following" of sorts. People
will travel near-and-far for a newand genuine patch experience. And, just like you
have people wlro have lo cut their orrra-r Christnras tree each year...or people wtro
raould absolulely die if they had to have an ariificial tree, you have folks wtro have
to go straight to the patchl
2500 character linit
Response 2.2 *
Application Questions: ParI 2
lbscribe the prior success of your eventlactivily/facility i'] attiaclion tourisls.
the 2021 season will be our 9th season. We have grovrar from a one-day festival
held in our front yard, to a full fall e4cerience on our 36-acre farm. Our first year,
t&a sawB00 guests. l\owin our 8th year, we are expecting to see 10,000. And,
\n€'ve grom these numbers largely by attracting tourists. While our offering the first
fewyears were small, so were our tourist numbers, starting at just 19%. However,
as r,ve have growr the overall guesl e4rerience, we have grown our tourist numbers
to 38%. This has been determined through both on-site guest intervie\ is as well as
surveys, which will be eplained in detail later in the application.
Year-over-year rrre also see a lot of repeat guests. Given the "tradition" nature of
this event, people come back time and time again as a matter of tradition. We've
also noticed that there are a lot of fami|es using us as a "meet in the middle"
eperience for fanrilies who are on both sides of the state.
Finally, ue believe that given our current state of affairs in 2A2O, ra,e will see a lot of
new out of county folks this year. Whether folks are coming from counties operating
in just Phase 1 or 2, they uent to escape the bigger crorrds, or their events have
been cancelled - we think ine'll see a considerable uptick. And, that said, rre think
u/e'll be able to retain a portion of those guests.
2500 clraracter limt
3llmpact
Response 3:
Measuring Results*
Describe how yru will prcnrfe your evenuactivi$acjlity io attract loLirists.
First, u,e go to rnhere the tourists already are. For example, i,ve buy ad space in the
upper county visitor's guide each year and participate in the Pioneer Days parade
and ancillary events. Here in Ellensburg, ra,e participate in the Labor Day parade.
We feel this helps build brarrd aurareness ltith tourists who are already in the
county.
Second, we have a very robusl and targeted online ad campaign via Facebook,
lnstagram and Pinterest. We target specific demographics in zip codes from the
Seattle, Bellevue, lssaquah, Snoqualmie Valley, Moses Lake, Yakima and
Wenatchee areas.
Third, when funds have permitted we have run targeted TV commercials via Hulu,
in the same targeted lp codes listed above.
Fourth, vre utilize radio in the greater Douglas. Chelan and Grant county areas.
Finally, we use any and all free resources ihat are available and make sense. This
year that included 29 online community calendars and local online boards in other
counties.
2500 charactel lin'rl
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 *We have ali,taays had great wrrking relationships throughout the county.
Collaborations include:
Pioneer Days kid's activity zone - provided activities for kids during Pioneer Days
Pioneer Days parade
Cle Elum Rodeo Round Up - Donations for fundraising efforts via Miss Cle Elum
Round Up
Boo Elum - Donated pumpkins for dow'lto\4/n event
Spirit Therapeutic Riding Center - Donations
Valley Musical Theaier - Donations and ad buys
Ellensburg Dowrtov\,n Assoc - Pumpkins and staffing for Buskers
Younglife - Pro bono patch visits for youth
Elmview- Pro bono patch visits for guests with disabilities
Trellis - Patch visits and cross promolion
Labor Day parade
rcCE - Sponsorships, cross marketing and trick-or-treat bag promotions
Tim's Cascade Potato Chips - Sponsorships
Winegars - Cross marketing
Evergreen Home Loans - Sponsorships and cross marketing
Iron Horse Brewery - Pumpkins and cross promotion
The Burg - Sponsorships
CWU - Numerous donations to various clubs
Junktiquen - Cross marketing
Barn Quilts - On-site event activities
Spirit of the West - On-site event activities
Collaboralion elforts have included cross marketing one another's
events/businesses, products in exchange for marketing, sponsorships and
donations. Horarever, our donation efforts are just touched upon in this list.
2500 character lirit
4.2 Promoting Local*
EJUStness
llscrlbe how you will promcte lodging esladishnents, restaurants. and business localed in tdtlilas Cntrnty
First, we believe that the nature of tourists traveling for a "road trip" or a "day trip",
visit these establishments by default, as that's part of the tourist exrerience. And,
this is evident in speaking with our guests, especially those from the westside. We
often hear about folks stopping at Ou€n's or the Cle Elunr Bakery, etc. ou the way
hereAthen heading home. As for our staff, we're alvwys prepared to offer our
suggestions on guest inquiries (i.e. 509 Bake House for peanut butter cookies,
Easton Bakery for a cinnamon roll the size of your head, Pioneer Cotfee for
caffeine and snacks before getting on the road, etc.) Then, il's a matter of
qualifying people as to wtrat they're looking for. We always steer people to
Winegars for ice cream for the kids, lhe Roadhouse for a great family friendly
dinner, C5 for GREAT food and dietary concerns, etc.
Second, \,\e are excited to say thal ue have introduced a new contest at The Patch
the "Chuck Challenge"l Our pumpkin chucking is a popular activity for the young
and young at heart. The course includes large targets (i.e. different sized tire), as
well as a target board with all different sized holes to aim for. The smallest hole is
being promoted as the "Chuck Challenge". lf a guest makes it through the hole,
they will win a prize. Prizes will consist of gift certificates to businesses in both the
lora,er and upper counties- We'll feature one business per week, so that any and all
winners that week ruruld receive a gift certificate to the same business. We will also
feature that business in our social media promotions. Finally, vre will promote the
winners and their prizes (i.e. the local businesses). ln an effort to support other
small businesses and help those affected by Covid, u,e will be purchasing all of our
prizes.
Finally. in 20"1 9 we began parinering with local businesses to build an "Acme lnc.
Day", structured to fit wlrat they urant to be a part of. For e>rample, rrye hosted
"Evergreen Home Loans Kid's Day" in 2A19. They paid for all kid's admission to the
kid's zone that day, making it free to visitors. They also sponsored all hot chocolate
and apple cider drinks for kids and adults alike. ln return, they received great social
media eposure, including paid boosls provided by us. They u,ere also onsite with
banners, signage and small givear,vays.
Unfortunately, 2O20 has pushed the "pause" br-rtton on these partnerships this
year. Hou,ever, we plan to growthem in 20211
2500 clraracter lin:t
4.3 Host Hotel*ls there a host hote' for your evenl or grant project? lf yes. list the hotel.
trNo
f Yes.
5l Future Plans
Please explain what plans exist to allow this project to become self-sustaining. lnclude any plansfor ticket
sales, event sponsors, and other cost-recovery models.
Future Plans*We will be growing both the overall farm and our fall season festivities. As to the
farm, we hope to epand our season, to include July and August, offering farm
fresh prodr,rce and limited activities. While this is not part of the funding request, \ /e
feel that ihe more eposure/guest lraffic the farm has, the better it is for our fall
event.
To our fall event itself, ue took a big step this year (2020), introducing paid
admission. We hope that this will generale a more consistent source of revenue.
Going forward, we will continue to use paid admission and look at adding a pre-
purchase option, allowing us to plan and execute more efficiently.
2500 character lirirt
Application Questions: Part 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 ll you had a $anned evenl in 2020, whetller it was able to take place or nol, please describe any sticcesses and
challenges you experierrced.
We are just days auny from opening weekend and u€ feel like this year will be a
"tipping point" of sorts. We rivere able to make several additions to our activitjes
lineup, \n€ epanded our food and beverage offerings and ue streamlined pricing
by rolling out pay one price admission. All of this leads to creating more reasons,
for more people to visit.
And, as mentioned previously, we believe that Covid will end up benefiting us in the
long run, as people will be coming from out of the area. Fanrilies are also anxious
to get out and have a slice of normalcy! And, for this reason, vre added Hump Days
this year (2020). We've opened on Wednesdays to allowthe over-zoomed kids and
their thinly stretch parents a nrid-ueek break. This is also a day that vr,e'll see far
fei.uer people, rnaking it a better option for people needing more distancing.
2500 r:haracter lirrit
Additional lnformation You may notice from previous years that our numbers ra,ere dor,rn in 2019. We, like
a lot of other farmers, rlere dealt some pretty bad rareather last fall. We had an
early freeze. which lead to crop damage and overall bad r,reather, wlrich lead to
cancelled field trips, private events and a decrease in overall attendance. This r,vas
the year that Buskers had to shutdovrnr in a hurry and they were calling for snow in
Spokane that same r,rreekend. Our opening day high was 42!
2500 character limt
Supporting Documents Yo"rrrey upload atry supporling docunrenls such as graplrs, in-oges, diagrarrc. rrurketing rmterials. etc.
You are allowed to subrrit up to 3 single page (L,G Letter) docurents irr JFG. FF cr llFF f oflrnt
7l Previous Lodging Tax Grant lnformation
Previous Years
Awarded Lodging Tax
Grants*
Overall Attendnace
201 9 Actual *
7,000
2019 Actual*
2,660
Number of people travelling more than 50 miles for your event?
i-hs your event received Lajging 1ax funcis in previous years?
f No, this event/project has not previously received Lodging Tax Funding
l- Yes, 1 year previous
f Yes, 2years previous
6 Yes, 3 or more years previous
2021 Projected*
10,000
202'l Projected *
3,800
Number of people traveling from outside WA State for your event?
2019 Actual* 2021 Projected*
140 200
The number of overnight guests who stay in paid accommodations in Kittitas County
for your event
2019 Actual*
630
202'1 Projected *
Number of paid lodging room nights resulting from you event/activitylfacility?
2019 Actual* 2021 Projected*
157 225
900
Prior Year Paid
Overnight Stay Data
2019 Methodology*
2021 Methodology*
Methodology
Narrative *
h addition to field above, yo-r nay u$oad the evidence lo support lhe prior years' roortnight infornetion.
scan00'1 6.pdf 190.67K8
Ycu ney upload up to three single pages (LS Letter), of info.nntion. lf you a single milti-page docunent, only the first
lhree pages will be consjdered. The lollowing fonrats. will be accepted: JFG, ff or TIFF
Wml nethcddogy did you use to calculate the 2019 aclual nun'bers?
l- Direct Count (preferred)
l- lndirect Count
l7 Representative Survey
ly' lnformal Survey (preferred)
l- Structured Estimate
J- Other
!\hat nethodology will you r:se io calcr"rlate tlre upconjng nunters?
l- Direct Count (preferred)
l- lndirect Count
ly' Representative Survey
17 lnformal Survey (preferred)
J- StructLrred Estimate
f other
Flease explain.
We collect data using two method. First, iare have a "Guess how many corn kernels
are in the iar" contest. People are asked their guess, their 2p code, if lhey're
staying overnight (howmany nights) and email. Last year \€ had 410 entries after
discarding duplicate emails. Of those 410, 27% said they stayed the night. lf we
extrapolated those numbers out to our overall attendance of 7000, 1890 people.
Horarever, ra,e look at families, not people. So, 1890/3 people per family = 639
families. Hou,ever, to be conservative, we use just 25o/o ol lhal number, bringing
overnight stays to 157.
7000. 27% = 189a
1890/3 = 630 families
630 . 25% = 157 nights
2021 estimated attendance ls 10,000
10,000.27o/o=2700
2700/3 = 900
900 - 25% = 225 nights
Overall guest attendance fronr more than 50 nriles auny, based on this data is 38%
and out-of-state guests is 2%.
2500 character lin-it
Application Questions: Part 5
SlFunding
Does your organization have, or have you applied for, grant funding from other sources? lf not, vr,try not? lf yes, please
list the funding you have for the project, including any volunteer and in-kind sources in Question 9l Project Budget
Overview.
FLtnding sources and amounts ra,irich have not yet been secured will be listed separately. in the field(s) directly below
Finally, ttrt^rat changes would occur if the project couldn't be funded?
Other Funding *Dxs your olganization have, or have yor"r applied for funrding lrrxrolher sr:urces?
fYes GNo
li not. ivhy nol'?
We do not have any additional sources for fr-rnding. We have applied for a PPE
reimbursement grant (CARES) for our 2020 operatiorrs, houever, rile have not
received lucrd as to our status.
Eplanation *
We do have volunteer hours from several sources each year, including fanrily,
friends and internships on the farm. Springlsummer volunteer hours average or
340 hours. Fall hours average 750 hours. Total volunteer hours are approximately
1090 per year. Using the volunteer hour value set forth by Independent Sector
($27.20lhour), total volunteer hours are valued at $29,648
2500 character liml
Funding Shortfalls*V\hat changes \ i ill be mzc1e if lundinq for your reqriesi is not availalble or reconirenderi?
lf i,lte uere to be denied funding, rne uould have to greatly limit our marketing efforts
outside of Kittitas County. We r,rould also reduce the mediums used (i.e. no blogs.
radio. etc.) and focus solely on online ad canrpaigns, scaled back to feraer 2p
codes.
2500 character linii.
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, e4oenditures, and any poiential profit or loss. For projects/events r,rrhich
are ongoing for more than one (1) year, please also submit actuals from the previous three (3) years of operations
(need not be consecutive) for the projectlproposal if applicable.
For any claimed in-kind contributions valued at $500 or more and related to marketingladvertising, 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 iienriZng the nratching value and
obligating each party must be provided.
ATTENTION: ln an effort to allow an adequate level of flexibility for all applicants, not all fields in the budget portion are
required to be ftlled 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.
1244.44
%
lhis field ,,vill auto fill wilb i,he ccrrert percenlac,e t-.ased on your input to budgJet si:r1ion be-loyr
Fct any clarined in-lind contrillutions valLed at $500 or rrore and related lo mtrkrjtir4/adverlising. you nrsl subnji
ver]fying docunentalion whicl.) assures the conkibulion will be provided-
Budget Year
Edit if necessary 2017 2019 2020
Revenues From Consolidated Lodging Tax Grant
Past Actual 2
$ 6,000.00
Past Actual 2
$ 33797.00
Past Actual 2
$ 10oo.oo
Past Actual 1
$ 3,743.00
Past Actual 1
$ 42000.00
Past Actual 1
$ 1000.00
Past Actual 1
1,090
2021
Projected
$ 4,500.00
Projected
$ 55000.00
Projected
$ '1000.00
Projected
940
LTAC Grant
Funding
Past Actual 3
$ 0.00
All Other Revenues
Account Name Past Actual 3
Sales $ O.OO
Past Actual 3
$ o.oo
ln-Kind Contributions (except volunteerism)
Account Name
Genesis/Chamber/K
)LE
Contributions of Volunteer Time
Past Actual 3 Past Actual 2
Number of Hours 2,200
Evidence of Volunteer Hense upload a single f ile which offers evidence in suppot of the proiected volulrteer hors.
Contributions *
Volunteer hours 2020_2021 .pdf
Calculated Value of
Projected Volunteer
Time
$ 22,146.4A
B4.O3KB
Revenue Totals
Expenses
Account Name
Expense Totals
Profit & Loss
Past Actual 3
$ o.oo
Past Actual 3
$ o.oo
Past Actual 3
$ o.oo
Past Actual 3
$ o.oo
Past Actual 2
$ 40797.00
Past Actual 2
$ 55000.00
Past Actual 2
$ s5000,00
Past Actual 2
$ -14203.00
Past Actual 1
$ 46743.00
Past Actual 1
$ 55000.00
Past Actual 1
$ 55000.00
Past Actual 1
$ -8257.00
Projected
$ 82646.40
Projected
$ 45000.00
Projected
$ 45000.00
Projected
$ 37646.40
Application Certification \:,j
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, cL'stomer, or other
person who mighl benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military status, serual
orientation, creed, place of birth, or disability; 2. That it will abide by all relevant local, state and federal laws and
regulations and; 3. That it has read the information contained in the lnstructions on pages 1 and 2 and understands and
will comply with all provisions ihereof.
Certified by:Sign
Name *Hilary Huffman
OvralerApplicant's Title *
,"., ulf-g Request for Taxpayer
ldentification Number and Certification
) Go to www,irs.govlFormyyE, for instructions and the latest information.
Give Form to the
requester. Do not
send to the lRS.
4 Exemptions (codes apply only to
certain entities, noi individuals; see
instructions on page 3):
Exempt payee code (if any)
Exemption from FATCA reporting
code (if any)
(Applies to accrunts maintained outside the U.S)
Requester's name and address (optional)
(Rev. October 201 8)
Department of the Treasury
lnternal Revenue Service
ai
(l)
o)(!
o-
co.oocooiE
oi2h
o-.o
o
6)o
att
ooa
shown on your income tax return). Name is required on this line;
2 Business name/disregarded entity name, if different from above
7 List account number(s) here (optional)
Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid
backup withholding. For individuals, this is generally your social security number (SSN). However, for a
resident alien, sole proprietor, or disregarded entity, see the instructions for Part l, later. For other
entities, it is your employer identification number (ElN). lf you do not have a number, see How to get a
I/N, later.
Note: lf the account is in more than one name, see the instructions for line 1. Also see What Name and
Number To Give the Requesfer for guidelines on whose number to enter.
Signature ol
U,S. person >Date >
General lnstructions
Section references are to the lnternal Revenue Code unless otherwise
noted.
Future developments. For the latest information about developments
related to Form W-9 and its instructions, such as legislation enacted
after they were published , go lo www.irs.gov/FormWg.
Purpose of Form
An individual or entity (Form W-9 requestefl who is required to file an
information return with the IRS must obtain your correct taxpayer
identification number (llN) which may be your social security number
(SSN), individual taxpayer identification number (lTlN), adoption
taxpayer identification number (ATIN), or employer identification number
(ElN), to report on an information return the amount paid to you, or other
amount reportable on an information return. Examples of information
returns include, but are not limited to, the following.
. Form 1 099-lNT (interest earned or paid)
or
cation
Under penalties of perjury, I certify that:
'1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and
2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the lnternal Revenue
Service (lRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am
no longer subject to backup withholding; and
3. I am a U.S. citizen or other U.S. person (defined below); and
4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.
Gertification instructions. You must cross out item 2 above if you have been notified by the IRS ihat you are currently subject to backup withholding because
you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage inierest paid,
acquisiiion or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (lRA), and generally, payments
other than interest and dividends, you are not required to sign the certification, but you must provide your correct TlN. See the instructions for Part ll, later.
Sign
Here
r Form 1099-DlV (dividends, including those from stocks or mutual
funds)
. Form 1099-MISC (various types of income, prizes, awards, or gross
proceeds)
. Form 1 099-8 (stock or mutual fund sales and certain other
transactions by brokers)
r Form 1 099-5 (proceeds from real estate transactions)
. Form 1099-K (merchant card and third party network transactions)
. Form 1 098 (home mortgage interest), 1098-E (student loan interest),
1098-T (tuition)
o Form 1099-C (canceled debt)
r Form 1 099-A (acquisition or abandonment of secured property)
Use Form W-9 only if you are a U.S. person (including a resident
alien), to provide your correct TlN.
If you do not return Form W-9 to the requester with a TlN, you might
be subject to backup withholding. See What is backup withholding,
later.
3 Check appropriate box for federal tax classification of the person whose name is entered on line 1 . Check only one of the
following seven boxes.
! lndividuat/soteproprietoror n COorporation E SOorporation n Partnersnip E Trust/estate
single-member LLC
! t-imiteO liability company. Enter the tax classification (C=C corporaiion, S=S corporation, P=Partnership) )
Note: Check the appropriate box in the line above for the tax classification of the single-member owner. Do not check
LLC if the LLC is classified as a single-member LLC that is disregarded from the owner unless the owner of the LLC is
another LLC that is not disregarded from the owner for U.S. federal tax purposes. Otherwise, a single-member LLC
is disregarded from the owner should check ihe appropriate box for the tax classification of its owner.
Other
5 Address (number, street, and apt. or suite no.) See instructions.
6 City, state, and ZIP code
umI
Social security number
Part I
identitication number
Pad ll
Cat. No. 10231X rorm W-9 (Rev. 10-2018)
Form W-9 (Rev. 10-2018)Page2
By signing the filled-out form, you:
1. Certify that the TIN you are giving is correct (or you are waiting for a
number to be issued),
2. Certify that you are not subiect to backup withholding, or
3. Claim exemption from backup withholding if you are a U.S. exempt
payee. lf applicable, you are also certifying that as a U.S. person, your
allocable share of any partnership income from a U.S. trade or business
is not subject to the withholding tax on foreign partners' share of
effectively connected income, and
4. Certify that FATCA code(s) entered on this form (if any) indicating
that you are exempt from the FATCA reporting, is correct. See Whaf ls
FATCA reporting, later, for further information.
Note: lf you are a U.S. person and a requester gives you a form other
than Form W-9 to request your TlN, you must use the requester's form if
it is substantially similar to this Form W-9.
Definition ol a U.S. person. For federal tax purposes, you are
considered a U.S. person if you are:
. An individual who is a U.S. citizen or U.S. resident alien;
. A partnership, corporation, company, or association created or
organized in the United States or under the laws of the United States;
. An estate (other than a foreign estate); or
. A domestic trust (as defined in Regulations section 301 .7701-7).
Special rules for partnerships. Partnerships that conduct a trade or
business in the United States are generally required to pay a withholding
tax under section 1 446 on any foreign partners' share of effectively
connected taxable income from such business. Further, in certain cases
where a Form W-9 has not been received, the rules under section 1446
require a partnership to presume that a partner is a foreign person, and
pay the section 1446 withholding tax. Therefore, if you are a U.S. person
that is a partner in a partnership conducting a trade or business in the
United States, provide Form W-9 to the partnership to establish your
U.S. status and avoid section 1446 withholding on your share of
partnership income.
ln the cases below, the following person must give Form W-9 to the
partnership for purposes of establishing its U.S. status and avoiding
withholding on its allocable share of net income from the partnership
conducting a trade or business in the United States.
. ln the case of a disregarded entity with a U.S. owner, the U.S. owner
of the disregarded entity and not the entity;
r ln the case of a grantor trust with a U.S. grantor or other U.S. owner,
generally, the U.S. grantor or other U.S. owner of the grantor trust and
not the trust; and
. ln the case of a U.S. trust (other than a grantor trust), the U.S. trust
(other than a grantor trust) and not the beneficiaries of the trust.
Foreign person. lf you are a foreign person or the U.S. branch of a
foreign bank that has elected to be treated as a U.S. person, do not use
Form W-9. lnstead, use the appropriate Form W-B or Form 8233 (see
Pub. 51 5, Withholding of Tax on Nonresident Aliens and Foreign
Entities).
Nonresident alien who becomes a resident alien. Generally, only a
nonresident alien individual may use the terms of a tax treaty to reduce
or eliminate U,S. tax on certain types of income. However, most tax
treaties contain a provision known as a "saving clause." Exceptions
specified in the saving clause may permit an exemption from tax to
continue for certain types of income even after the payee has otherwise
become a U.S. resident alien for tax purposes.
lf you are a U.S. resident alien who is relying on an exception
contained in the saving clause of a tax treaty to claim an exemption
from U.S. tax on certain types of income, you must attach a statement
to Form W-9 that specifies the following five items.
1. The treaty country. Generally, this must be the same treaty under
which you claimed exemption from tax as a nonresident alien.
2. The treaty article addressing the income.
3. The article number (or location) in the tax treaty that contains the
saving clause and its exceptions.
4. The type and amount of income that qualifies for the exemption
from tax.
5. Sufficient facts to iustify the exemption from tax under the terms of
the treaty article.
Example. Article 20 of the U.S.-China income tax treaty allows an
exemption from tax for scholarship income received by a Chinese
student temporarily present in the United States. Under U.S. law, this
student will become a resident alien for tax purposes if his or her stay in
the United States exceeds 5 calendar years. However, paragraph 2 of
the first Protocol to the U.S.-China treaty (dated April 30, 1984) allows
the provisions of Article 20 to continue to apply even after the Chinese
student becomes a resident alien of the United States. A Chinese
student who qualifies for this exception (under paragraph 2 of the first
protocol) and is relying on this exception to claim an exemption from tax
on his or her scholarship or fellowship income would attach to Form
W-9 a statement that includes the information described above to
support that exemption.
lf you are a nonresident alien or a foreign entity, give the requester the
appropriate completed Form W-8 or Form 8233.
Backup Withholding
What is backup withholding? Persons making certain payments to you
must under certain conditions withhold and pay to the IRS 24% of such
payments. This is called "backup withholding." Payments that may be
subject to backup withholding include interest, tax-exempt interest,
dividends, broker and barter exchange transactions, rents, royalties,
nonemployee pay, payments made in settlement of payment card and
third party network transactions, and certain payments from fishing boat
operators. Real estate transactions are not subject to backup
withholding.
You will not be subiect to backup withholding on payments you
receive if you give the requester your correct TlN, make the proper
certifications, and report all your taxable interest and dividends on your
tax return.
Payments you receive will be subject to backup withholding if:
1. You do not furnish your TIN to the requester,
2. You do not certify your TIN when required (see the instructions for
Part ll for details),
3. The IRS tells the requester that you furnished an incorrect TlN,
4. The IRS tells you that you are subject to backup withholding
because you did not report all your interest and dividends on your tax
return (for reportable interest and dividends only), or
5. You do not certify to the requester that you are not subject to
backup withholding under 4 above (for reportable interest and dividend
accounts opened after 1983 only).
Certain payees and payments are exempt from backup withholding.
See Exempt payee code, laler, and the separate lnstructions for the
Requester of Form W-9 for more information.
Also see Special rules for parlnerships, earlier.
What is FATGA Reporting?
The Foreign Account Tax Compliance Act (FATCA) requires a
participating foreign financial institution to report all United States
account holders that are specified United States persons. Certain
payees are exempt from FATCA reporting. See Exemption from FATCA
reporting code, later, and the lnstructions for the Requester of Form
W-9 for more information.
Updating Your lnformation
You must provide updated information to any person to whom you
claimed to be an exempt payee if you are no longer an exempt payee
and anticipate receiving reportable payments in the future from this
person. For example, you may need to provide updated information if
you are a C corporation that elects to be an S corporation, or if you no
longer are tax exempt. ln addition, you must furnish a new Form W-9 if
the name or TIN changes for the account; for example, if the grantor of a
grantor trust dies.
Penalties
Failure to furnish TlN. lf you fail to furnish your correct TIN to a
requester, you are subject to a penalty of $50 for each such failure
unless your failure is due to reasonable cause and not to willful neglect.
Civil penalty for lalse information with respect to withholding. lf you
make a false statement with no reasonable basis that results in no
backup withholding, you are subject to a $500 penalty.
Form W-9 (Rev. 10-2018)eage 3
Criminal penalty for falsifying information. Willfully falsifying
certifications or affirmations may subject you to criminal penalties
including fines and/or imprisonment.
Misuse of TlNs. lf the requester discloses or uses TlNs in violation of
federal law, the requester may be subject to civil and criminal penalties.
Specific lnstructions
Line 1
You must enter one of the following on this line; do not leave this line
blank. The name should match the name on your tax return.
lf this Form W-9 is for a joint account (other than an account
maintained by a foreign financial institution (FFl)), list first, and then
circle, the name of the person or entity whose number you entered in
Part I of Form W-9. lf you are providing Form W-9 to an FFI to document
ajoint account, each holder ofthe account that is a U.S. person must
provide a Form W-9.
a. lndividual. Generally, enter the name shown on your tax return. lf
you have changed your last name without informing the Social Security
Administration (SSA) of the name change, enter your first name, the last
name as shown on your social security card, and your new last name.
Note: lTlN applicant: Enter your individual name as it was entered on
your Form W-7 application, line 'l a. This should also be the same as the
name you entered on the Form 1040/1040N1040E2you filed with your
application.
b. Sole proprietor or single-member LLC. Enter your individual
name as shown on your 1040/1040N104OEZ on line 1. You may enter
your business, trade, or "doing business as" (DBA) name on line 2.
c. Partnership, LLC that is not a single-member LLC, G
corporation, or S corporation. Enter the entity's name as shown on the
entity's tax return on line 1 and any business, trade, or DBA name on
line 2.
d. Other entities. Enter your name as shown on required U.S. federal
tax documents on line 1. This name should match the name shown on the
charter or other legal document creating the entity. You may enter any
business, trade, or DBA name on line 2.
e. Disregarded entity. For U.S. federal tax purposes, an entity that is
disregarded as an entity separate from its owner is treated as a
"disregarded entity." See Regulations section 301 .7701-2(c)(2)(iii). Enter
the owner's name on line 1. The name of the entity entered on line 1
should never be a disregarded entity. The name on line 1 should be the
name shown on the income tax return on which the income should be
reported. For example, if a foreign LLC that is treated as a disregarded
entity for U.S. federal tax purposes has a single owner that is a U.S.
person, the U.S. owner's name is required to be provided on line 1. lf
the direct owner of the entity is also a disregarded entity, enter the first
owner that is not disregarded for federal tax purposes. Enter the
disregarded entity's name on line 2, "Business name/disregarded entity
name." lf the owner of the disregarded entity is a foreign person, the
owner must complete an appropriate Form W-8 instead of a Form W-9.
This is the case even if the foreign person has a U.S. TlN.
Line 2
lf you have a business name, trade name, DBA name, or disregarded
entity name, you may enter it on line 2.
Line 3
Check the appropriate box on line 3 for the U.S. federal tax
classification of the person whose name is entered on line 1. Check only
one box on line 3.
Line 4, Exemptions
lf you are exempt from backup withholding and/or FATCA reporting,
enter in the appropriate space on line 4 any code(s) that may apply to
you.
Exempt payee code.
r Generally, individuals (including sole proprietors) are not exempt from
backup withholding.
. Except as provided below, corporations are exempt from backup
withholding for certain payments, including interest and dividends.
. Corporations are not exempt from backup withholding for payments
made in settlement of payment card or third party network transactions.
. Corporations are not exempt from backup withholding with respect to
attorneys'fees or gross proceeds paid to attorneys, and corporations
that provide medical or health care services are not exempt with respect
to payments reportable on Form 1099-M|SC.
The following codes identify payees that are exempt from backup
withholding. Enter the appropriate code in the space in line 4.
1 -An organization exempt from tax under section 501(a), any lRA, or
a custodial account under section 403(bX7) if the account satisfies the
requirements of section 401(f)(2)
2-The United States or any of its agencies or instrumentalities
3-A state, the District of Columbia, a U.S. commonwealth or
possession, or any of their political subdivisions or instrumentalities
4-A foreign government or any of its political subdivisions, agencies,
or instrumentalities
5-A corporation
6-A dealer in securities or commodities required to register in the
United States, the District of Columbia, or a U.S. commonwealth or
possession
7-A futures commission merchant registered with the Commodity
Futures Trading Commission
8-A real estate investment trust
9-An entity registered at all times during the tax year under the
lnvestment Company Act of 1940
10-A common trust fund operated by a bank under section 584(a)
11 -A financial institution
12-A middleman known in the investment community as a nominee or
custodian
13-A trust exempt from tax under section 664 or described in section
4947
lF the entity/person on line 1 is
a(n)...
THEN check the box for , . .
. Corporation Corporation
. lndividual
. Sole proprietorship, or
. Single-member limited liability
company (LLC) owned by an
individual and disregarded for U.S.
federal tax purposes.
lndividual/sole proprietor or single-
member LLC
. LLC treated as a partnership for
U.S. federal tax purposes,
. LLC that has filed Form 8832 or
2553 to be taxed as a corporation,
or
o LLC that is disregarded as an
entity separate from its owner but
the owner is another LLC that is
not disregarded for U.S. federal tax
purposes.
Limited liability company and enter
the appropriate tax classif ication.
(P= Partnership; C= C corporation;
or S= S corporation)
r Partnership Partnership
r TrusVestate TrusVestate
Form W-9 (Rev. 1 0-2018)Page4
Payments over $600 required to be
reported and direct sales over
$5,000'
Generally, exempt payees
1 through S'z
The following chart shows types of payments that may be exempt
from backup withholding. The chart applies to the exempt payees listed
above, 1 through 13.
lF the payment is for THEN the payment is exempt
for. . .
lnterest and dividend payments All exempt payees except
tor 7
Broker transactions Exempt payees 1 through 4 and 6
through I1 and all C corporations
S corporations must not enter an
exempt payee code because they
are exempt only for sales of
noncovered securities acquired
Wior lo2012.
Barter exchange transactions and
.patronage dividends
Exempt payees 1 through 4
M-A tax exempt trust under a section 403(b) plan or section 457(9)
plan
Note: You may wish to consult with the financial institution requesting
this form to determine whether the FATCA code and/or exempt payee
code should be completed.
Line 5
Enter your address (number, street, and apadment or suite number).
This is where the requester of this Form W-9 will mail your information
returns. lf this address differs from the one the requester already has on
file, write NEW at the top. If a new address is provided, there is still a
chance the old address will be used until the payor changes your
address in their records.
Line 6
Enter your city, state, and ZIP code.
Part l. Taxpayer ldentification Number (TlN)
Enter your TIN in the appropriate box. If you are a resident alien and
you do not have and are not eligible to get an SSN, your TIN is your IRS
individual taxpayer identification number (lTlN). Enter it in the social
security number box. lf you do not have an lTlN, see How to get a TIN
below.
lf you are a sole proprietor and you have an ElN, you may enter either
your SSN or ElN.
lf you are a single-member LLC that is disregarded as an entity
separate from its owner, enter the owner's SSN (or ElN, if the owner has
one). Do not enter the disregarded entity's ElN. lf the LLC is classified as
a corporation or partnership, enter the entity's ElN.
Note: See What Name and Number To Give the Requester, later, for
further clarification of name and TIN combinations.
How to get a TlN, lf you do not have a TlN, apply for one immediately.
To apply for an SSN, get Form SS-5, Application for a Social Security
Card, from your local SSA office or get this form online at
www.SSA.gov. You may also get this form by calling 1-800-772-1213.
Use Form W-7, Application for IRS lndividual Taxpayer ldentification
Number, to apply for an lTlN, or Form SS-4, Application for Employer
ldentification Number, to apply for an ElN. You can apply for an EIN
online by accessing the IRS website at www.irs.govl9usrnesses and
clicking on Employer ldentification Number (ElN) under Starting a
Business. Go lo www.irs.govlForms to view, download, or print Form
W-7 and/or Form SS-4. Or, you can go lo www.irs.govlOrderForms lo
place an order and have Form W-7 and/or SS-4 mailed to you within 10
business days.
lf you are asked to complete Form W-9 but do not have a TlN, apply
for a TIN and write "Applied For" in the space for the TlN, sign and date
the form, and give it to the requester. For interest and dividend
payments, and certain payments made with respect to readily tradable
instruments, generally you will have 60 days to get a TIN and give it to
the requester before you are subiect to backup withholding on
payments. The 60-day rule does not apply to other types of payments.
You will be subject to backup withholding on all such payments until
you provide your TIN to the requester.
Note: Entering "Applied For" means that you have already applied for a
TIN or that you intend to apply for one soon.
Caution: A disregarded U.S. entity that has a foreign owner must use
the appropriate Form W-8.
Part ll. Gertification
To establish to the withholding agent that you are a U.S. person, or
resident alien, sign Form W-9. You may be requested to sign by the
withholding agent even if item 1, 4, or 5 below indicates otherwise.
For a joint account, only the person whose TIN is shown in Part I
should sign (when required). ln the case of a disregarded entity, the
person identified on line 1 must sign. Exempt payees, see Exempt payee
code, earlier.
Signature requirements. Complete the certification as indicated in
itemslthrough5below.
Payments made in settlement of Exempt payees 1 through 4
payment card or third party
transactions
l See Form 1099-M|SC, Miscellaneous lncome, and its instructions.
2 However, the following payments made to a corporation and
reportable on Form 1099-MISC are not exempt from backup
withholding: medical and health care payments, attorneys'fees, gross
proceeds paid to an attorney reportable under section 6045(f), and
payments for services paid by a federal executive agency.
Exemption from FATGA reporting code. The following codes identify
payees that are exempt from reporting under FATCA. These codes
apply to persons submitting this form for accounts maintained outside
of the United States by certain foreign financial institutions. Therefore, if
you are only submitting this form for an account you hold in the United
States, you may leave this field blank. Consult with the person
requesting this form if you are uncertain if the financial institution is
subject to these requirements. A requester may indicate that a code is
not required by providing you with a Form W-9 with "Not Applicable" (or
any similar indication) written or printed on the line for a FATCA
exemption code.
A-An organization exempt from tax under section 501(a) or any
individual retirement plan as defined in section 7701(a)(37)
B-The United States or any of its agencies or instrumentalities
C-A state, the District of Columbia, a U.S. commonwealth or
possession, or any of their political subdivisions or instrumentalities
D-A corporation the stock of which is regularly traded on one or
more established securities markets, as described in Regulations
section 1.1472-1(c)(1)(i)
E-A corporation that is a member of the same expanded affiliated
group as a corporation described in Regulations section 1 .1 472-1 (cX1Xi)
F-A dealer in securities, commodities, or derivative financial
instruments (including notional principal contracts, futures, forwards,
and options) that is registered as such under the laws of the United
States or any state
G-A real estate investment trust
H-A regulated investment company as defined in section 851 or an
entity registered at all times during the tax year under the lnvestment
Company Act of 1940
l-A common trust fund as defined in section 584(a)
J-A bank as defined in section 581
K-A broker
L-A trust exempt from tax under section 664 or described in section
asa7@)(1)
Form W-9 (Rev. l0-2018)Page 5
1. lnterest, dividend, and barter exchange accounts opened
before 1984 and broker accounts considered active during 1983.
You must give your correct TlN, but you do not have to sign the
certification.
2. lnterest, dividend, broker, and barter exchange accounts
opened after 1983 and broker accounts considered inactive during
19&1. You must sign the certification or backup withholding will apply. lf
you are subject to backup withholding and you are merely providing
your correct TIN to the requester, you must cross out item 2 in the
certification before signing the form.
3, Real estate transactions. You must sign the certification. You may
cross out item 2 of the certification.
4. Other payments, You must give your correct TlN, but you do not
have to sign the certification unless you have been notified that you
have previously given an incorrect TlN. "Other payments" include
paymenis made in the course of the requester's trade or business for
rents, royalties, goods (other than bills for merchandise), medical and
health care services (including payments to corporations), payments to
a nonemployee for services, payments made in settlement of payment
card and third party network transactions, payments to certain fishing
boat crew members and fishermen, and gross proceeds paid to
attorneys (including payments to corporations).
5. Mortgage interest paid by you, acquisition or abandonment of
secured property, cancellation ol debt, qualified tuition program
payments (under section 529), ABLE accounts (under section 529A),
lRA, Coverdell ESA, Archer MSA or HSA contributions or
distributions, and pension distributions. You must give your correct
TlN, but you do not have to sign the certification.
What Name and Number To Give the Requester
For this of account:Give name and SSN of:
For this of account:Give name and EIN of:
1 4. Account with the Department of
Agriculture in the name of a public
entity (such as a state or local
government, school district, or
prison) that receives agricultural
program payments
1 5. Grantor trust filing under the Form
1041 Filing Method or the Optional
Form 1 099 Filing Nrethod 2 (see
Regulations section 1 .671 -4(bX2XiXB))
The public entity
The trust
1 List first and circle the name of the person whose number you furnish.
lf only one person on a joint account has an SSN, that person's number
must be furnished.
2 Circle the minor's name and furnish the minor's SSN.
3 You must show your individual name and you may also enter your
business or DBA name on the "Business name/disregarded entity"
name line. You may use either your SSN or EIN (if you have one), but the
IRS encourages you to use your SSN.
a List first and circle the name of the trust, estate, or pension trust. (Do
not furnish the TIN of the personal representative or trustee unless the
legal entity itself is not designated in the account title.) Also see Specra/
rules for paftnershps, eadier.
*Note: The grantor also must provide a Form W-9 to trustee of trust.
Note: lf no name is circled when more than one name is listed, the
number will be considered to be that of the first name listed.
Secure Your Tax Records From ldentity Theft
ldentity theft occurs when someone uses your personal information
such as your name, SSN, or other identifying information, without your
permission, to commit fraud or other crimes. An identity thief may use
your SSN to get a job or may file a tax return using your SSN to receive
a refund.
To reduce your risk:
. Protect your SSN,
. Ensure your employer is protecting your SSN, and
r Be careful when choosing a tax preparer.
lf your tax records are affected by identity theft and you receive a
notice from the lRS, respond right away to the name and phone number
printed on the IRS notice or letter.
lf your tax records are not currently affected by identity theft but you
think you are at risk due to a lost or stolen purse or wallet, questionable
credit card activity or credit report, contact the IRS ldentity Theft Hotline
at 1 -800-908-4490 or submit Form 1 4039.
For more information, see Pub. 5027, ldentity Theft lnformation for
Taxpayers.
Victims of identity theft who are experiencing economic harm or a
systemic problem, or are seeking help in resolving tax problems that
have not been resolved through normal channels, may be eligible for
Taxpayer Advocate Service [AS) assistance. You can reach TAS by
calli ng the TAS tol l-f ree case intake line at 1 -87 7 -7 7 7 - 47 7 8 or TTY /T DD
1 -800-829-4059.
Protect yourself from suspicious emails or phishing schemes,
Phishing is the creation and use of email and websites designed to
mimic legitimate business emails and websites. The most common act
is sending an email to a user falsely claiming to be an established
legitimate enterprise in an attempt to scam the user into surrendering
private information that will be used for identity theft.
'1. lndividual
2. Two or more individuals 0oint
account) other than an account
maintained by an FFI
3. Two or more U.S. persons
0oint account maintained by an FFI)
The individual
The actual owner of the account or, if
combined funds, the first individual on
the accountl
Each holder of the account
4. Custodial account of a minor
(Uniform Gift to Minors Act)
5. a. The usual revocable savings trust
(grantor is also trustee)
b. So-called trust account that is not
a legal or valid trust under state law
6. Sole proprietorship or disregarded
entity owned by an individual
7. Grantor trust filing under Optional
Form 1099 Filing Method 1 (see
Regulations section 1.671 -4(bX2Xi)
(A))
For this ol account:
8.not owned by an
individual
9. A valid trust, estate, or pension trust
10. Corporation or LLC electing
corporate status on Form 8832 or
Form 2553
1 1. Association, club, religious,
charitable, educational, or oiher tax-
exempt organization
12. Partnership or multi-member LLC
1 3. A broker or registered nominee
The minor2
The grantor-trusteel
The actual ownerl
-,3I ne owner
The grantor"
The owner
Legal entitya
The corporation
The organization
The partnership
Give name and EIN of:
The broker or nominee
Form W-9 (Rev. 10-2018)Page 6
The IRS does not initiate contacts with taxpayers via emails. Also, the
IRS does not request personal detailed information through email or ask
taxpayers for the PIN numbers, passwords, or similar secret access
information for their credit card, bank, or other financial accounts.
lf you receive an unsolicited email claiming to be from the lRS,
forward this message to phishing@irs.gou. You may also report misuse
of the IRS name, logo, or other IRS property to the Treasury lnspector
General for Tax Administration (llGTA) at 1-800-366-4484. You can
forward suspicious emails to the Federal Trade Commission at
spam@uce.gov or report them at www.ftc.govlcomplarnt You can
contact the FTC atwww.ftc.govlidtheft or 977-IDTHEFT (877-438-4338).
lf you have been the victim of identity theft, see www.ldentityTheft.gov
and Pub. 5027.
Yisil www.irs.gov/ldeilivmeft to learn more about identity theft and
how to reduce your risk.
Privacy Act Notice
Section 61 09 of the lnternal Revenue Code requires you to provide your
correct TIN to persons (including federal agencies) who are required to
file information returns with the IRS to report interest, dividends, or
certain other income paid to you; mortgage interest you paid; the
acquisition or abandonment of secured property; the cancellation of
debt; or contributions you made to an lRA, Archer MSA, or HSA. The
person collecting this form uses the information on the form to file
information returns with the lRS, reporting the above information.
Routine uses of this information include giving it to the Department of
Justice for civil and criminal litigation and to cities, states, the District of
Columbia, and U.S. commonwealths and possessions for use in
administering their laws. The information also may be disclosed to other
countries under a treaty, to federal and state agencies to enforce civil
and criminal laws, or to federal law enforcement and intelligence
agencies to combat terrorism. You must provide your TIN whether or
not you are required to file a tax return. Under section 3406, payers
must generally withhold a percentage of taxable interest, dividend, and
certain other payments to a payee who does not give a TIN to the payer
Certain penalties may also apply for providing false or fraudulent
information.
Volunteer hours 2020
May through August:
Jan 60 hours
Bob 80 hours
John 200 hours = 340 total
September through October
Jan I2O
Bob 140
John 150
lnterns 240
Sarah 90 = 750 total
1090 total hours
Volunteer hours 2021 (est.)
May through August:
Jan 60 hours
Bob 80 hours
= 140 total
September through October
Jan 2OO
Bob 240
lnterns 240
Sarah LzO
= 800 total
940 total hours
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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. PrintAdvertisingandOnlineDisplavAdvertisinsofalltypes(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 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 Advertisine:
1. Print advertising placed with any media provider which operates exclusively outside of
Kittitas County may be reimbursed attOO% 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 atL0O% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 A, (2)(a)above, advertising reimbursement requests must include a
statement from the media provider specifying the percentage distribution to areas
outside of Kittitas County. Reimbursements will be allowed for the amount distributed
outside of Kittitas County, including any production costs.
B. Television Advertisins:
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 attOO% 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 ng:
t. Online advertising and promotion may be reimbursed at L00% 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
req uired documentation.
E. Flvers/Posters:
7. Flyers or posters which are placed outside of Kittitas County may be reimbursed at L00% 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 atlO0% 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 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 atLOOo/o of the cost, including any production cost.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 F, 2(a) above, advertising may be reimbursed at the rate of 30% of
the totalcost, including any production costs.
G,Operation Reim bu rseme nt
t. 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
atL1OYoofcost. lnordertoreceivereimbursement,asignedstatementfromthereceiver
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