HomeMy WebLinkAboutLT-2021-012-Easton Memorial DayLT.2O2L-OL2-EASTON M EM ORIAL DAY
2021 LODGING TAX SERVICES AGREEMENT
BETWEEN KITTITAS COUNTY AND EASTON MEMORIAL DAY CELEBRATION
This Contract, effective January 1,,202t is made and entered into by and between KITTITAS
COUNTY ("County"), a subdivision of the State of Washington, and EASTON MEMORIAL DAY
CELEBRATION ("Contractor"), for 2021 Easton Memorial Day Celebration ("Event").
WHEREAS, the purpose of this Agreement is to provide for activities and expenditures
designed to increase tourism,
NOW THEREFORE, in consideration of the terms and conditions contained herein, or
attached and incorporated and made a part hereof, the County and the Contractor mutually agree
as follows:
Section 1. Scope of Work.
a. Contractor shall provide the services and staff described in its Application for Lodging Tax
Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit "A"
which is attached hereto and incorporated herein by this reference.
b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the
following as required to perform the services, described in Paragraph (a) above, in
accordance with this Agreement: Personnel, labor and supervision; technical, professional
and other services. All such services, property and other items furnished or required to be
furnished, together with all other obligations performed, or required to be performed, by
Contractor under this Agreement are collectively referred to herein as "Services."
c. Contractor shall commence, perform, and complete such Services in accordance with
Exhibit "8" which is attached hereto and incorporated herein by this reference.
Section 2. Pavment.
a. As full compensation for satisfactory performance of the Contractor's Services, the County
agrees to pay Contractor the sum of two thousand one hundred and twenty-five dollars
(S2,125.00) (Kittitas Co. lodging tax funding).
b. Additional payment terms: The County will make payment to the Contractor only on a
reimbursement basis, as receipts/invoices for any items including marketing and/or
advertising are submitted to the County, not to exceed the sum of two thousand one
hundred and twenty-five dollars (S2,125.00) (Kittitas Co lodging tax funding).
c. Services/Expenses that are reimbursed must be dated during the current year and final date
to submit reimbursements requests is January L5,2022 after this date funds lapse.
d. Requests for reimbursements must be submitted to:
Kittitas County Auditor
Attn: Auditor's Accounting
205 West 5th Ave - Suite 105
Ellensburg, WA 98926
2027 County Lodging Tax Funding Agreement Poge 7
LT -2027-OL2-EASTON M E MORIAL DAY
aud itorsaccounting@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 Online advertising
r Kid Zone Rentals
o Website fees
e Equipment rentals
r Talent fees
o Hire transport for new parking area
o Music / DJ
r Marketing
o Radio advertising
o Newspaperadvertising
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 L(a): N/A
h. Contractors requesting reimbursement for event-specific expenses shall submit all claims as
no more than two reimbursement requests with supporting documentation.
Contractors must complete the Lodging Tax Reimbursement online training course provided
by the County Auditor's office prior to filing reimbursement claim. Requests for
reimbursement will not be accepted by the County Auditor prior to the training being
completed. The training may be found online at the Kittitas County Auditor's website at the
fo I lowing add ress: http ://www.co. kittitas.wa. us/a ud ito r/defa u lt.aspx
Section 3. Performance bv Contractor.
a. Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract
performance of any Services to any other person or entity without the prior written consent
of the County. Any such delegation or subcontracting without the County's prior written
consent shall be voidable at the County's option.
b. Contractor shall at all times be an independent contractor and not an agent or representa-
tive of the County with regard to performing the Services. Contractor shall not represent
that it is, or hold itself out as, an agent or representative of the County. ln no event shall
Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the
County. lt is understood that the Contractor and the Contractor's staff and employees are
not employees of the County and are not, therefore, entitled to any benefits provided
employees of the County.
Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders,
licenses, permits, and other requirements, now or hereafter in effect, of any governmental
2027 County Lodging Tox Funding Agreement Page 2
LT -2O2L-OL2-EASTON M EM ORIAL DAY
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, or mental handicap.
e. The Services shall at all times be subject to inspection by and approval of the County, but
the County's making (or failure or delay in making) such inspection or approval shall not
relieve Contractor of its responsibility to perform the Services in accord with this
Agreement, notwithstanding the County's knowledge of defective or non-complying
performance, or the substantiality or ease of discovering the same. Contractor shall provide
the County with sufficient, safe, and proper facilities and equipment for such inspection and
free access to such facilities.
f. This contract is subject to review by any Federal or State auditor. Contractor shall promptly
furnish the County or its designee, or such Federal or State auditor with such information
related to the Services as may be requested by the applicable governmental entity.
Contractor shall preserve and maintain all financial records and records relating to
performance of Services under this Agreement for six (6) years after contract termination.
For such duration after the County makes final payment of compensation due hereunder,
Contractor shall provide the County access to (and the County shall have the right to
examine, audit and copy, with or without notice) all of Contractor's books, documents,
papers and records related to the Services or this Agreement.
g. Contractor understands and acknowledges that Contractor is solely responsible for its own
reporting and accounting of all state, federal, social security, and local taxes, of every nature,
arising from Contractor's performance of this Agreement. All compensation received by the
Contractor will be reported to the lnternal Revenue Service at the end of the calendar year in
accord with the applicable IRS regulations.
Section 4. Release. lnd nitv, and Hold Harmless.
The County assumes no liability for the Contractor's actions under this Agreement. Contractor
releases and shall defend, indemnify, and hold harmless the County, its officers and employees,
agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities,
damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or
may arise or be alleged to arise out of or by reason of this Agreement including:
Any fault, negligence, strict liability or product liability of Contractor in connection with the
Services for this Agreement;
Any lien asserted upon any property of the County in connection with the Services for this
Agreement;
Any failure of Contractor, or of the Services, to comply with any applicable law, ordinance,
a
a
a
2027 County Lodging Tax Funding Agreement Page 3
LT -2O2I-OL2-EASTON M EMORIAL DAY
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 for documents created in
relation to this Agreement, should legal uncertainty arise regarding the disclosability of any
documents under federal or state public records laws, the County shall provide notice to
Contractor pursuant to Washington's public records act, chapter 42.56 RCW, to allow
Contractor to seek a court injunction.
c. The County specifically shall not be liable to Contractor for the County's release under public
records laws of any documents not protected by trademark, copyright or other law.
Section 5. lndustrial Insurance Waiver.
With respect to performance of this Agreement and as to any claims against the County, its Additional
lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51
of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contractor's employees
and agrees that the obligations to indemnifiT, defend and hold harmless provided in this Agreement
extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is
mutually negotiated by the parties to this Agreement.
Section 7. lnsurance and Endorsements.
a. The County may require through a request in writing that the Contractor provide the County
with a certificate, binder, or policy of liability insurance, acceptable to the County in an
amount specified by the County.
b. Such liability insurance shall be such as will protect Contractor, its employees, agents and
representatives, from all claims, losses, harm, costs, liabilities, damages and expenses
arising out of personal injury (including death) or property damage that may result from
performance of the Services or this Agreement, whether such performance is by Contractor
or any of its employees, agents or representatives.
c. Should the County require such liability insurance, the Contractor agrees to provide proof of
insurance prior to commencing performance of this Agreement.
d. Copies of the County's written request and the insurance documents provided by Contractor
shall be attached to this Agreement and by this reference will be made part hereof.
2027 County Lodging Tax Funding Agreement Pdge 4
LT -2O2I-OL2-EASTON M EM ORIAL DAY
e. Where insurance is requested by the County, all liability insurance policies shall be endorsed
to include the County as an Additional lnsured and shall stipulate that the insurance
afforded by the policies shall be primary insurance, and that any insurance, self-insured
retention, deductibles, or risk retention trusts maintained or participated in by the Parties
shall be excess and not contributory to any other insurance maintained by the County.
Contractor shall furnish the County a certificate of insurance with Endorsement as evidence
that the required policies are in full force and effect.
Section 8. Termination.
The County may, by written notice thereof to Contractor, terminate this Agreement as to all or any
portion of the Services not yet performed, whether or not Contractor is in breach or default. Upon
receiving such notice of termination, Contractor shall, except as otherwise directed by the County,
immediately stop performing the Services to the extent specified in the notice. ln the event the
County terminates the Contractor's Services, the Contractor is obligated and hereby agrees to
refund to the County all monies paid for Services not yet rendered by the Contractor, if any, as of
the date of the notice of termination.
Section 9. Miscellaneous
Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or
any right or interest in this Agreement without the County's prior written consent.
b. This Agreement embodies the entire Agreement between the County and Contractor, and
supersedes any and all prior oral or written communications, proposals, conditions, 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.
Notice for any purpose under this Agreement, except service of process, shall be given by
the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W.
5th Ave. Ste. 108, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by
the County to the Contractor shall be given to the Contractor's address provided on the
signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class,
postage prepaid, certified mail, return receipt requested.
d. The section and paragraph headings of this Agreement are for reference convenience only
and are not intended to restrict, affect or be of any weight in interpreting or construing the
provisions of such sections or paragraphs.
e. This Agreement may be executed in one or more counterparts and by facsimile, each of
which will be deemed an original; but all of which together will constitute one and the same
instrument.
a
c
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LT -2O2T.OT2-EASTON M EM ORIAL DAY
f. Contractor warrants to the County that the individual signing on Contractor's behalf has the
requisite power and authority to enter into and to perform Contractor's obligations under
this Agreement. Contractor further warrants to the County that Contractor has made no
misrepresentation or misleading statement in connection with this Agreement, and is not in
violation of any applicable law, ordinance, or regulation the consequence of which will or
may materially affect Contractor's ability to perform its obligations under this Agreement.
g. lf any term or condition of this Agreement or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect the other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To
this end, the terms and conditions of this Agreement are declared severable.
h. The exclusive venue for any action brought to enforce this Agreement or any of its terms
shall be in Kittitas County, State of Washington.
The performance of this Agreement is subject to termination without liability by either party
upon the occurrence, or upon the prediction by the National Oceanic and Atmospheric
Administration, any other agency of the United States Government, or any agency of the
Government of the State of Washington of the occurrence of any circumstance beyond the
control of either party-including, without limitation, acts of God, war, acts of terrorism
within a fifty (50) mile radius of Kittitas County, government regulations, disaster,
pandemic/epidemic illness, strikes or threat of strikes (except that neither party may
terminate this Agreement for situations involving that party's own employees), civil
disorder, or curtailment of transportation facilities-to the extent that such circumstance
makes it illegal , impossible or economically impracticable for the parties to complete the
duties and mutual obligations agreed upon and imposed upon them herein. The ability to
terminate this Agreement without liability pursuant to this paragraph is conditioned upon
delivery of written notice from one party to the other within 10 days of such occurrence or
upon delivery of written notice from one party to the other within 24 hours of the receipt of
notice of the prediction of any of the above occurrences. To the extent feasible within the
constraints imposed by any event of the type described above, the parties agree that if the
triggering event is of apparently or likely transitory effect, the parties may negotiate such
amendments to the agreement that are mutually satisfactory and not otherwise contrary to
law, including but not limited to a change in the dates for completion of any portion or the
entirety of this agreement.
2027 County Lodging Tax Funding Agreement Pdge 6
KITTITAS COUNTY
BOARD OF COUNTY COMMISSIONERS
Chair
Vice Chair
Commissioner
ATTEST
Clerk of the Board
APPROVED AS TO FORM
Deputy Prosecuting Attorney
LT -202I-OL2-EASTON M EMORIAL DAY
CONTRACTOR
IPrint Name]
[Address]
2027 County Lodging Tax Funding Agreement Page 7
ftht:bi+
(nt
CLTAC: Application for Lodging Tax Grant Funding
Grant Application
Workshop - 2020*
Submittal lnstructions
& General
lnformation *
Dd you attend the Aant Ap$ication !\.brkshop - 2020 hosted by the Kittitas County Charber of Corrlerce?
{r Yes
CNo
F Yes,
lhave read ard u,rderstand fubrrittal krstruclions and Gerreral Infornsiion for the2l21 Ldging Tax Gant funding
R'ocms
You are strongly encouraged to compose your responses to the questions of this form with a desktop text
editor and save your work, then copy and paste the information into the form. You may also save a draft by selecting
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link will also be sent to you in an email.
Organization I nformation
Name of Organization * Easton Memorial Day Celebration
Organization Address * StreelAddress
PO Box 698
Address Line 2
oty
Easton
R;stal I Zip Code
98925
State i R"ovince / Region
WA
Country
United States
Organization is a:
*f Business
6 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 Atfirmation letter0001 .pdf
Organization Status *
Acceptade file forn.ats irrclude: JS FtFor llFF
Project Contact I nformation
First Mme*Teresa
Last Name*Karles
Phone Number*206-50'1-5268
Email*eastonmemorialdayparade@g mail,com
Project or Event lnformation
862.93K8
::1.
ProjecUEvent Name * Easton Memorial Day Celebration
Service Categories Check all categories that apdy to this apdication
f/ Tourism promoiionlmarketing
17 Operation of a special event designed to attract lourists
f- Operation of a tourism related facility
l- other
Event Dates
Please provide any specific dates, or range of dates, on wtrich your event or pro.ject will be held. You may add as many
dates or date ranges as necessary.
Event Dates
Start Dates*
512912021
ProjecVEvent
Location *
New or Ongoing
ProjecVEvent? *
Amount of Funding
Requested *
End Dates
512912021
Railroad Street, Easton, WA 98925
6 Ongoing Project/Event (More than four years in eistence)
f New Project/Event (Four or ferarer years in exisience)
$ 2500.00
lf you sdected "&€oing RojecU6renf' above this anount nay not exceed 1 f/" of the lotal expeflse budget of this
project.
Funding Request Max
Tourism Seasons*Frornlhe list below, what season will your prciect enhance iourisn? Select any which ap$y
f- Year-round (January - December)
l- Off Season (November - February)
17 Shoulder Season (October or March - May)
l- High Season (June - September)
Application Questions: Part 1
Please answer each question completely, in the order listed. Please include any supporting data within the
response narrative.
1 | ProjecUEvent Description
Please provide a description of your projectlevent.
Response 'l :
ProjecUEvent*uescflptron
List of lntended Use of Funds *
Online advertising
Kid Zone Rentals
Website fees
Easton Memorial Day Celebration is a six hour free outdoor family friendly event.
A pancake breakfast is offered by the volunteer Eastor.r Fire Department. Street
Fair utililng both sides of Railroad Street and the Easton School parking lot is
transformed into the Kid Zone with bouncy houses, rock lrnll and misc. games.
Noon starls the Grand Parade running doianr the middle of Railroad Street looping
around lhe tou,n. Cabin Creek Cruisers sponsor the car showwhich encompasses
the entire Easton School playfield.
2500 character lirit
List of lntended Use of Funds*
Equipment rentals
Talent fees
hire transport for new parking area
Music / DJ
Marketing
radio advertising
Neianpa per advertisi n g
2l Supporting Kittitas County as a tourism destination
1. Auay from their place of residence or business and staying overnight in paid accommodations;
2. To a place fifty miles or more away from their place of residence or business for the day or staying overnight;
3. or front another country or siate outside of their place of residence or business.
You must provide the evidence utilized in determining your projections.
Response 2.1 *Wly would tourisis travello l{ttitas (bLlnty to attend your eyentactivilyifacilily?
Easton Memorial Day Celebratton is not one to be missed!
Easton has 500+ lodging tax classified, campground, RV and lodging spots within
one mile of our event.
Memorial Day ra,eekend is statistically the highest traffic volume of the year with
186,000 cars crossing Snoqualnrie Pass on that weekend alone. Kittitas County is
the first county they will enter and Easton is the first torrrn in eastern Washington
that they will come to.
Easton Memorial Day Celebration focuses its event on honoring and remembering
service men and vr,rcmen that gave all. We celebrate families by a full day of fun and
relaxation by keeping the kids busy in the Kid Zone, shopping at the street fair,
checking out the hot rods at the car show eating lots of good food, listenirrg to
music, grabbing a cold beer at the beer garden and lols more.
Word of mouth gets families together in one place.
2500 character linit
Response 2.2 *Dascribe the prior success ol your evenyactivitylfacility in attraclion toilrists.
For years this event was really only local people having fun. The funds at the tinre
were from town people. A few years ago new volunteers came in to town and took
interest in doing something in the community rn/rich then started the ball rolling
touards ulrat Memorial Day aclually is all about. After making improvements to
attract more tourists with the help of the Kittitas CLTAC grant, \,e saw an increase
in vtsitors from all over the state and neighboring states to partake in the festivities.
This just spurred us on. We identified marketing options to advertise to those areas
and more, spreading trvrrrd of our event. Sonreone told us about the lodging tax
grant, so we applied.
The difference u,as phenomenal! We had 4000+ pa{icipanis
We do take a lot of pride in our little event ihai is NOT so little anymore.
2500 character linil
Application Questions: Parl 2
3llmpact
Response 3:
Measuring Results *
Application Questions: Part 3
De-scribe how you will promtte your evenvactivitylfacility to aftract t$rists.
First ue create a flyer that wfren posied, will catch the eye of many. The flyer will
then be made into postcards that Wll be distributed to lodging locations that ue
have partnered with to share with their guests at time of check-in. We then add the
design to our social media platforms. We will promote and make ads via social
medias and use geofencing to get the event inforn"tation out to the audiences we
think u,rculd be most interested in coming. We will utilize Radio ads within Kittitas
and Yakima Counties. We are unable to tap into the radjo in uestern Washington
due to the asironomical price to be on-air. We paid $1300.00 (over half our
budget) to just be able to be on their website calendar. That raorr't stop us from
trying again though. We also push out our information to FREE public online
calendars. We put together a press release that rne send to neuispapers in hopes
to get some free advertising.
A month before the event \ ie post a 40 foot, bright yellow banner advertising the
parade and car show.
We would be grateful to learn of an avenue that rle nray be missing.
2500 draractet-lirit
4lCollaboration
lf your organization collaborates or has created partnerships with other organizations, groups, or other
events, how is this accomplished?
4.1 Collaboration*Our Commiitee cor-rsist of a small amount of volunteers and a handful of separate
entities. Meaning, the Car Show is hosted by Cabin Creek Cruisers. The beer
garden is hosted bythe Snomads. The motorcycle showis hosted by lron Freedom
Motorcycle Club and u/e use the Easton School parking lot for ihe Kid Zone. We
are separate entities r,vcrking together as a ulrole. By creating an event full of
different interests rae are able to pr-rll in nrore tourists.
2500 character linit
4.2 Promoting Local*
HUSINESS
ilescril]€ how you will prosDie lcxlging establishnents, r--slaura$s. and busiluss located in t(tlilas County
We have a lodging page on our vriebsite to showthe different lodging aroLrnd the
area. These logos are then linked to their websites so that tourists can go straight
to making a reservation right from our website.
Restaurants and businesses that give in-kind donations to our event are listed on
the sponsor page on our \€bsite and linked to their r,vebsite or social nredia page.
All our vendors are asked to put wlrere they will be.on Memorial Day weekend on
their social media page or rarebsite. ln turn, they are listed on our website in which
ue link to their website or social nredia page.
We do the same for all the parade participants. Tourists carr then look on our
ra,ebsite and see nhat kind of products will be at the street fair and who will be
participating in ihe parade.
2500 char acte'lrn rt
4.3 Host Hotel *k; there a host hotel lor your evart or grant $ojeci? lf yes, list the hoteJ.
ti No
f Yes.
5lFuture 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*When the economy is good. \rc benefit because ure receive more in-kind
donations.
These items are used in our raffles. We do two raffles. One we call small raffle that
you can buy tickets for the day of the event. The other one is called the large raffle
r,vf-rich consists of six higher priced, sought after in-kind items that are sold prior to
the event and also on the day of the event.
Once ra,e get more established and people recognize us by name, r,re can do more
fundraising on the off season to keep us afloat.
2500 characler linit
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 lf you had a planned event in 2020. whether it was able to lake place or nol, please describe any successes arrd
challenges yor,; experierced.
We had created and ordered our flyers and secured our Kid Zone bouncy's and
rock rnall ufien urc had to cancel the event due to Covid-19. There \ €re no
successes for 2020. The challenge of 2020 had been to announce that the event
was cancelled. We know it was necessary but it was still sad. We felt like we \ ere
just making good momentum as a tourist destinalion. Now the challenge will be is
keeping the momentum r,re had as if 2020 never happened. This will be our 30th
Anniversary and hope that will be our ace in the hole.
2500 charactr:r lirrit
Additional lnformation Most people when living in Washington State have one thing on their mind afier
spending the last srx months in rain and cold and no real time off of ra,nrk since
Christmas, is getting to someplace r.&armer.
Those that don't go by plane. travel to eastern Washington by vehicle for the
sunshine. lnterstate 90 is the main access to eastern Washinglon from King and
Pierce County's. That being said, Kittitas Counly is the first county they enter and
Easton is the first 1or,vn located irr eastern Washington.
Memorial Day tiveekend statistically has the highest traffic voh-rme of the year with
186,000 cars crossing Snoqualmie Pass on that r,rcekend alone.
Why not capitalize on this by kicking off summer with i.drat Kittitas County has to
offer.
lf tare work as a county team making Easton Memorial Day Celebration as the kick
off to sumnrer on Menlorial Day weekend, Cle Elum Downtown Associalion \.Mculd be
the 4th of July event and Ellensburg finishing off summer with the Ellensburg
Rodeo, rae can make our county a summer destination for all. Everything else in
the middle is icing on the cake! Making Kittilas County the "place to be".
Hey! That raould be a great Kittitas County commercial.
2500 character linit
Supporting Documents Ym mry irpkuclany 3upr\r{ing riocunents sr.rch as grap}rs. imrges, tliagrars. mrrketing nuterials. etc.
You are allowed to sub8it up to 3 single page (L-S Letler) clocurrents
'n
JFG. FIF or llFFforrnt
TlPrevious Lodging Tax Grant lnformation
PreviOUS YeafS I-hs your event received Lodging Tax funcls in previous years?
Awarded Lodging Tax /. No, this event/project has not previously received Lodging Tax Funding
Grants* f yes, 1 year previous
6 Yes, 2years previous
f Yes, 3 or more years previous
Overall Attendnace
Number of people travelling more than 50 miles for your event?
2019 Actual* 2021 Projected*
1,501 3,000
Number of people traveling from outside WA State for your event?
2019 Actual* 2021 Projected*
720
The number of overnight guests who stay in paid accommodations in Kittitas County
for your event
2019 Actual*
3,000
2019 Actual*
1,501
Prior Year Paid
Overnight Stay Data
2019 Methodology*
2021 Methodology*
202'l Projected *
4,500
2021 Projected*
2,000
h addition to field above, you nay upload the e-vidence to suppoft the p{ior }/ears' roonlnight infornalion,
2019 Lodging Data.pdf 38.24K8
Yan nuy uplcxd up to {hree single pages (t-s Letter). oF infivnstion. lf you a sirrgle nrhi-page docunent, only the first
threepageswillbeconsidered.Thefollowirrqforn€is.will beaccepted; JE FSorTIFF
\A,hat nethodology did you use to calculate the 2019 actlal nutrb€rs?
17 Direci Count (preferred)
17 lndirect Count
l- Representative Survey
V lnformal Survey (preferred)
[- Structured Estimate
f other
\Ahat nethoddogy w ill you use to calculate the upcorTing nunlrcrs?
V Direct Count (preferred)
17 lndirect Count
l- Representative Survey
17 lnformal Survey (preferred)
l- Structured Estimate
f- other
Number of paid lodging room nights resulting from you eventlactivitylfacility?
20'19 Actual* 2021 projected*
180 400
Methodology
Narrative *llease explain,
Last year, overnight stay data \ /as collected through direct count and an informal
survey. The direct count was from motel/RV registration and the infornral survey
was from 7 motels at '10% estimated attendance. We also ulilized data collected
from the registrations of vendors. parade participants, and car show entrants.
This year, we plan on providing tracking sheets to partnering lodging facilities. This
will track the nlimber of visitors. home 2p codes. duration of stay and if they plan to
attend our event.
2500 characler lrnil
Applicaiion Questions: Part 5
SlFunding
Does your organization have, or have you applied for, grant funding from other sources? ff not, wtry 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.
Funding sources and amounts ufrich have not yet been secured will be listed separately, in the field(s) directly below.
Finally, 1t,ltai changes r,tould occur if the project couldn't be funded?
Other Funding *
..*tsxplanatron
Funding Shortfalls*
Matching Funds
Percentage
Verification of ln-kind
Contributions
9l Project Budget Overview
Please complete budget for this project/proposal. lf your agency operates independently of this project application it may
not be necessary to submit the entire agency budget. You must submit a budget which speeifically 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 profii or loss. For projectslevents which
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 projecl/proposal if applicable.
For anyclaimed in-kind contributions valued at $500 or more and related to marketing/advertising, you must
submit verifying documentation which assures the contribution will be provided, For instance. if you are
claiming in-kind coniributions in the form of advertising match, a binding contract iiemilng the matching value anrJ
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 filled before this form is submitted. Providing all applicable data is your responsibility, failure to do
so will potentially jeopardize your application's chance for review.
kes yoLrr organiza{iorr have. or have you applied for furrdinq lrotrolhor sources?
f Yes l" No
f nol. lvlry not'?
We don't know of any other grants offered within Kittitas County
2500 charilcter lirrit
Wl.:l changes will be nnde il funding fot youf reque.st is ftot availalde or reconn*ncieil?
Majority of our budget is focused on nrarketing and the Kid Zone. lf not available
lrc could see a huge reduction in attendance. The families thoroughly enjoy an
event that has a variety of things to do and see but must include things for their
kids to do or they just rron't visit.
2500 character liryil.
1280.00
o/
lhis field will aLitofillwith lhe correct percentage iraserlon your inpul to buCgit section below
For any claitrcd i*knd contributiors valued at 3500 or nnre and relaled lo rrarketingladverlisinc. you mrst subill
verifying docunenlatiolr wlrich assures the c<Ntriilrtir)lt will be providecl-
Budget Year
Edit if necessary 2017 2018 2019
Revenues From Consolidated Lodging Tax Grant
Past Actual 2
$ 2,5oo.oo
Past Actual 2
$ 8071.80
Past Actual 2
$ 9e89.00
Past Actual 2
$ 20560.80
Past Actual 2
$ 19347.45
Past Actual 2
$ 19347.45
Past Actual 2
$ 121 3.35
Past Actual 1
$ 2,620.00
Past Actual 1
$ 8001.52
Past Actual 1
$ 16015.s7
Past Actual 1
1,997
Past Actual 1
$ 26637.49
Past Actual 1
$ 15415.23
Past Actual 1
$ 15415.23
Past Actual 1
$ 11222.26
2021
Projected
$ 2,500.00
Projected
$ 12000.00
Projected
$ 20000.00
Projected
2,200
Projected
$ 86332.00
Projected
$ 25000.00
Projected
$ 25000.00
Projected
$ 61332.00
212.38K8
ln-Kind Contributions (except volunteerism)
Account Name
LTAC Grant
Funding
Past Actual 3
$ 0.00
All Other Revenues
Account Name Past Actual 3
$ 6600.00
Past Actual 3
$ 201 16.00
Revenue Totals
Past Actual 3
$ 26716.00
Expenses
Account Name Past Actual 3
$ 25216.00
Expense Totals
Past Actual 3
$ 25216.00
Past Actual 3
$ 1500.00
Contributions of Volunteer Time
Past Actual 3 Past Aciual 2
Number of Hours 589
Evidence of Volunteer Hmse r-rpknd a single lile which offers evidence in support of the projecterl vdunteer hcrrs.
Contributions *
volunteer hours LTG.pdf
Calculated Value of $ 51,832.00
Projected Volunteer
Time
Profit & Loss
Application Certification
The applicant here certifies and affirms: '1 . That it does not now, nor will it during the performance of any contract arising
from this application, unfaMully discriminate against any employee, applicant for employment, client, customer, or other
person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military status, sexual
orientation, creed, place ol birth, or disability; 2. That it witl abide by all relevant local, state and federal laus and
regulaiions 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 thereof.
Certified by:Sign
Name*Cindy McLaughlin
TreasurerApplicant's Title*
ffi rns ff,??'Jxi-fi:,1iii? t-e,i:,:?P.0. Box 2508
Cincinnati 0H 452At
In reply refer tor 4248358"37
Feb. 16, ?tL6 LTR 4I68C 0
9L-t779697 000000 00
00017651
BODC: TE
ffi
EASTON I'IEHORIAL DAY CELBRATION
COMH I TTEE
PO BOX 698
EASTON K{A 9A925
1025r1
Employer ID Number l
Form 990 required;
9L- t779697
Yes
Dear Taxpayer I
This is in nesponse to your request dated Feb.04,2016, regardingyour tax-exempt status.
ble issued you a determination letter in November ?014r recognizingyou as tax-exempt under Internal Revenue Code (IRC) Section 50I(c)(3).
Our records also indicate youfre not a trrivate foundation as defined
under IRC Section 509(a) because yourre described in IRC Section
509(al (2).
Donors can deduct contributions they make to you as provided in IRC
Section 170. Yourre also gualified to receive tax deductible bequests'
legacies' devisesr transfersr or gifts under IRC Sections 2055, ?lA6t
and 2522.
In the heading of this letterr $re indicated whether you must file an
annual information return. If a return is requiredr you must file Form
990r 99A-EZ' 990-N' or 990-PF by the 15th day of the fifth month after
the end of your annual accounting period. IRC Section 6053(j) provides
thatr if you danrt file a required annual information return or notice
for thnee consecutive yearsr VouF'exempt status uri11 be automatically
revokbd cn the fiting due date {rf the th!rd required rettrrn.or notice.
For tax fo.rmsr instructionsr and publicationsr
call 1-800-TAX-FORt'l ( 1-80O-829-3676, .
visit r+ww.irs.gov or
If you have questions, ealf l-877-829-5500 between I a.n. and 5 p.m.'
local time r l.londay through Friday (Alaska and Hawaii f ollow Pacif ic
Time).
EASTON }IEI'IORIAL DAY CELBRATION
CgHI.IITTEE
PO BOX 698
EASTON ltA 98925
$?48358237Feb. L6, 2AL6 LTR 4168C 0
9t-I779697 000000 00
00 0 17632
SincerelV Voutsr
t&" t #'"to'de
Doris Kennrightr Operation Mgr.
Aceounts Hanagement Operations L
Volunteer Hours
Dana+L34
Dawn 15
John 456
Kyle 10
Brandon 77
Franny 54
Bill& Barbara 51
Dennis/Barb 720
Stacy to2
Patti 40
c&c 475
Gerbers 37
Alicia 32
Terri 33
Jessica 25
Lynn 10
Teresa 386
Total 1997
:aston Memorial Day Lodging/Vendor & Parade Registrant:
RV Patk Car Show Attendee Ven & Parade Fa
Zip Code
People
Attending
Number of Days
Lodging Zip Code
People
Attending
Zip Code City
Location
Number
of Days
Lodeine
80331 5 3l I gsoso 1,Lynnwood
83854 2 3l I ssora 2 Maple Valley
98011 2 rl I gsosz I Renton
9801_1 4 3l I ssoss 4 Renton
98011 5 3l I saooe 2 Burien
980L2 9 3l I gsrgg 3 Shoreline
98072 4 +l I gsrss 1,Seattle
98014 4 3l I ssros 1,Burien
98014 6 +l I sarsa 2 Seatac
98015 4 3l I gaztE 2 Mount Vernon
98022 6 2l I gszgo 2 Snohomish
98023 2 7l I gszgq 2 Sultan
98029 3 3l I sszso 2 Snohomish
98032 2 3l I gsg+g 2 Lake Bay
98032 2 3l I gsgoo 3 Orting
98035 T 3l I gsszt 7 Puyallup
98037 4 3l I gs+og 1,Tacoma
98042 L2 4l I gsa+g 2 Fife
98042 9 sl I gesza T Leavenworth
98042 2 zl I gsgoz 1.Yakima
98042 3 3l I gsgog L Union Gap
98052 1:3l I gsgrs T Brazil
98055 7 3l I gsgzz 23 Cle Elum
98058 1,4 3l I gsgzs 23 Easton
98058 2 sl I sasze 10 Ellensburg
98058 L4 3l I gsgso 2 Grandview
98064 2 +l I gsg+o 3 Ronald
98055 4 3l I gsg+r 6 Roslyn
98092 7 4l I gsgqz 4 Selah
98115 5 3l I gag+g 2 South Cle Elum
98188 7 4l I gsgqq 2 Sunnyside
98232 L7 7l I gsgsz 1 Marble Mount
98252 10 6l I gggso 3 Prosser
98258 4 3
98258 6 3
98272 2 4
Total rt7
98272 3 3
98272 4 3
98296 4 3
98320 17 3
9832r 8 3
98321 4 3
98338 1_8 3
98338 3 3
98360 7 5
98360 6 3
98360 6 3
98360 3 3
98366 3 3
98367 2 3
98367 3 3
98374 10 3
98374 2 3
98374 4 4
98375 2 3
98383 4 3
98385 2 4
98387 10 3
98391 6 3
98391 4 4
98391 5 4
98391 2 4
98391 4 4
98391 6 4
98391 6 3
98391 5 5
98404 3 4
98446 6 3
98576 5 3
98580 4 3
98592 2 3
98597 5 3
98631 A 4
98702 4 3
99301 2 3
99301 6 3
99336 3 3
99338 3 3
99352 2 7
99353 4 3
Germany 2 3
Totals 3e3l 272
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. Print Advertisins and Online Displav Advertisins of all types ( including but not limited to
newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party
websites, streaming displays, etc.) must include the County's and appropriate City's tourism
website logo. The logo must be sized no smaller than% inch in height, and must be surrounded
by appropriate white space to allow easy recognition and legibility. Contractors shall not change
the logo(s) in color or appearance.
C. Video 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 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.
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 atlOO% of the cost, including any production costs. To
operate exclusively outside of Kittitas County, the provider must not be physically located in
the County and/or not distribute any media within the County.
2. Print advertising placed with any media provider which operates inside Kittitas County may
be reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 10 days prior to
the event may be reimbursed atLOO% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 A,(2)(a) above, advertising reimbursement requests must include a
statement from the media provider specifying the percentage distribution to areas
outside of Kittitas County. Reimbursements will be allowed for the amount distributed
outside of Kittitas County, including any production costs.
B. Television Advertising:
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 atL}O% of the cost, including any production costs.
b. For seasonal or year-round events, or for date-specific events outside of the time-
frame in Section 2 8,2(al above, advertising may be reimbursed at the rate of 70% of
the totalcost, 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
1. Flyers or posters which are placed outside of Kittitas County may be reimbursed at 100% of
the cost, including any production cost. ln order to receive reimbursement, a list of the
locations where flyers or posters were posted outside of Kittitas County, a signed statement
from the contractor that the list is accurate and a copy of the poster/flyer must be provided
along with other required documentation.
2. Banners which are placed inside of Kittitas County may be reimbursed at I}Q% 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 tOO% of the cost, including any production cost.
2. Radio advertising placed with any media provider located inside of Kittitas County may be
reimbursed as follows:
a. For date-specific events, advertising the day of the event and up to 7 days prior to
the event may be reimbursed at LOO% 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 3O% of
the totalcost, including any production costs.
G. Operation Reimbursement
1'. Operation costs may be reimbursed 100% of the paid invoice cost. ln order to receive
reimbursement operations invoice must an approved cost from the Consolidated Lodging
Tax committee members list. lnvoice provided must include notation of payment with proof
of payment.
2. Mileage reimbursements that are outside of 50 miles of Kittitas County may be reimbursed
at 7OO% 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