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HomeMy WebLinkAboutLT-2021-013-KEEN-BirdLT -ZOZT-OL3-KE E N- B I R D F EST 2021 TODGING TAX SERVICES AGREEMENT BETWEEN KITTITAS COUNTY AND KITTITAS ENVIROMENTAL EDUCATION NETWORK This Contract, effective January I,2O2t is made and entered into by and between KITTITAS COUNTY ("County"), a subdivision of the State of Washington, and KITTITAS ENVIROMENTAL NETWORK ("Contractor"),for 2021Yakima River Canyon Bird Fest ("Event"). WHEREAS, the purpose of this Agreement is to provide for activities and expenditures designed to increase tourism, NOW THEREFORE, in consideration of the terms and conditions contained herein, or attached and incorporated and made a part hereof, the County and the Contractor mutually agree as follows: Section 1. Scope of Work. a. Contractor shall provide the services and staff described in its Application for Lodging Tax Funds submitted to the Lodging Tax Advisory Committee, attached hereto as Exhibit "A" which is attached hereto and incorporated herein by this reference. b. Except as otherwise specifically provided in this Agreement, Contractor shall furnish the following as required to perform the services, described in Paragraph (a) above, in accordance with this Agreement: Personnel, labor and supervision; technical, professional and other services. All such services, property and other items furnished or required to be furnished, together with all other obligations performed, or required to be performed, by Contractor under this Agreement are collectively referred to herein as "Services." c. Contractor shall commence, perform, and complete such Services in accordance with Exhibit "B" which is attached hereto and incorporated herein by this reference. Section 2. Pavment a. As full compensation for satisfactory performance of the Contractor's Services, the County agrees to pay Contractor the sum of nine thousand five hundred dollars (59,500.00) (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 nine thousand five hundred dollars (59,500.00) (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 Page 7 LT -202L-OL3- KE E N-B I RD FEST a ud ito rsacco u nti ng(oco. kittitas.wa. us 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: r Advertising o Design Fees r printing o Marketing r Speakers and Talent Fees r Transport o Volunteer Training 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. L Contractors must complete the Lodging Tax Reimbursement online training course provided by the County Auditor's office prior to filing reimbursement claim. Requests for reimbursement will not be accepted by the County Auditor prior to the training being completed. The training may be found online at the Kittitas County Auditor's website at the fo I lowi ng add ress: http://www.co. kittitas.wa. us/a ud itor/defa u lt.aspx Section 3. Performance bv Contractor Contractor shall not (by contract, operation of law or otherwise) delegate or subcontract performance of any Services to any other person or entity without the prior written consent of the County. Any such delegation or subcontracting without the County's prior written consent shall be voidable at the County's option. b. Contractor shall at all times be an independent contractor and not an agent or representa- tive of the County with regard to performing the Services. Contractor shall not represent that it is, or hold itself out as, an agent or representative of the County. ln no event shall Contractor be authorized to enter into any Agreement or undertaking for or on behalf of the County. lt is understood that the Contractor and the Contractor's staff and employees are not employees of the County and are not, therefore, entitled to any benefits provided employees of the County. c. Contractor shall comply with all applicable laws, ordinances, rules, regulations, orders, licenses, permits, and other requirements, now or hereafter in effect, of any governmental authority (including, but not limited to, such requirements as may be imposed upon the County and applicable to Services). Contractor shall furnish such documents as may be required to effect or evidence such compliance. All laws, ordinances, rules, and orders a 2027 County Lodging Tox Funding Agreement Page 2 LT -2O2L-OT3-KE E N- B I RD F EST 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. lndemn itv, and Hold Harmless. The County assumes no liability for the Contractor's actions under this Agreement. Contractor releases and shall defend, indemnify, and hold harmless the County, its officers and employees, agents, representatives, attorneys and/or volunteers, from and against all claims, costs, liabilities, damages, and expenses, (including, but not limited to, reasonable attorney fees) which arise or may arise or be alleged to arise out of or by reason of this Agreement including: Any fault, negligence, strict liability or product liability of Contractor in connection with the Services for this Agreement; Any lien asserted upon any property of the County in connection with the Services for this Agreement; Any failure of Contractor,or of the Services, to comply with any applicable law, ordinance, rule, regulation, order, license, permit and other requirement, now or hereafter in effect, of any governmental authority; or a a a 2027 County Lodging Tax Funding Agreement Page 3 LT -2O2I-OT3- KE E N-B I RD F EST 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. 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 6. lndustrial lnsurance Waiver. With respect to performance of this Agreement and as to any claims against the County, its Additional lnsureds, officers, agents and employees, the Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington, the lndustrial lnsurance Act, for injuries to Contracto/s employees and agrees that the obligations to 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. lnsura and Endorsements. a The County may require through a request in writing that the Contractor provide the County with a certificate, binder, or policy of liability insurance, acceptable to the County in an amount specified by the County. b. Such liability insurance shall be such as will protect Contractor, its employees, agents and representatives, from all claims, losses, harm, costs, liabilities, damages and expenses arising out of personal injury (including death) or property damage that may result from performance of the Services or this Agreement, whether such performance is by Contractor or any of its employees, agents or representatives. 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. 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 a 2027 County Lodging Tax Funding Agreement Page 4 LT -202L-O73-KE E N- B I R D F EST 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. a. Contractor shall not (by contract, operation of law or otherwise) assign this Agreement or any right or interest in this Agreement without the County's prior written consent. b. This Agreement embodies the entire Agreement between the County and Contractor, and supersedes any and all prior oral or written communications, proposals, conditions, promises, representations, or understandings regarding the Services. No change, amendment or modification of any provision of this Agreement shall be valid unless set forth in a written amendment to the Agreement signed by both parties. c. Notice for any purpose under this Agreement, except service of process, shall be given by the Contractor to the Kittitas County Commissioners and the Kittitas County Auditor, 205 W. 5th Ave. Ste. l-08, Ellensburg, WA 98926. For all purposes under this Agreement, any notice by the County to the Contractor shall be given to the Contractor's address provided on the signature page. Notice may be given by delivery or by depositing in the U.S. Mail, first class, postage prepaid, certified mail, return receipt requested. d. The section and paragraph headings of this Agreement are for reference convenience only and are not intended to restrict, affect or be of any weight in interpreting or construing the provisions of such sections or paragraphs. e. This Agreement may be executed in one or more counterparts and by facsimile, each of which will be deemed an original, but all of which together will constitute one and the same instrument. f. Contractor warrants to the County that the individual signing on Contractor's behalf has the requisite power and authority to enter into and to perform Contractor's obligations under this Agreement. Contractor further warrants to the County that Contractor has made no misrepresentation or misleading statement in connection with this Agreement, and is not in 2027 County Lodging Tox Funding Agreement Page 5 LT -202T-OL3- KE E N-BI RD F EST 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 Tdx Funding Agreement Page 6 LT -202t-073-KE E N-BI R D F EST 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] 2027 County Lodging Tox Funding Agreement Page 7 rxntlnl rt fttt CLTAC: Application for Lodging Tax Grant Funding Grant Application Workshop - 2020 *Dd you attend the &ant Applicaticn V\brkshop - 2020 hosted by the lfttitas Ocurrty Orarrber of Cormerce? (. Yes GNo G Yes, I have read and understand Strigridal hsln"[iions and General lnfornatron lor lhe 2021 Lodgirrg Tax Gant Funding Fl-ocess Submittal lnstructions & General lnformation * You are stronglyencouraged 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 the button 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 passr,riord. After completing the save draft, you will be redirected to landing page containing a link to log back into the form. We suggest you save this link as a booknrark. The link will also be sent to you in an email. Organization I nformation Name of Organization * Kittitas Environmental Education Netraork Organization Address * sreet Addless 414 S WillowSt Address Line 2 0ty Ellensburg fostal I Zp Ccde 98926 First Mme* Last Name *Scheffer Phone Number*509-551 -8807 _ ..*Emarl kittitasee@gmail.com Project or Event lnformation State 1 R'ovince I Regic{l 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 IRS Conf of Exempt Status under 501{c)3.pdf Organization Status * Accepta!tre file iornets irrclude: JE, ff or llFF. Project Contact I nformation 46.6'1KB Jill ProjecUEvent l,{ame* Yakima River Canyon Bird Fest Service Categories Check all catqories that aSJy to lhis apdicaticrl [- Tourism promotion/marketing l7 Operation of a special event designed to aftract tourists l- Operation of a tourism related facility l- Other Event Dates Please provide any specific dates, or range of daies. on which your event or project will be held. You may add as many dates or date ranges as necessary. Event Dates Start Dates* 51712021 ProjecVEvent Location * New or Ongoing ProjecVEvent? * Amount of Funding Requested * Funding Request Max Tourism Seasons* Application Questions: Part 1 End Dates 51912021 Helen McCabe Park, Umtanum Creek Recreation Area, and Canyon River Ranch Lodge i Ongoing ProjecUEvent (More than four years in existence) 6 New Project/Event (Four or fewer years in existence) $ 18150.00 lf you sdected "Otgcing FlojecVEvent" above thrs anount nay not exceed 10% of the total expense budget of this poject. Fromthe list beJow, what season will your gojeci enhance tourisrdl Select any which apply. l- Year-round (January - December) l- Off Season (November - February) 17 Shoulder Season (October or March - May) l- High Season (June - September) 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 1: ProjecUEvent *uescflptron The Yakima River Canyon Bird Fest operates during 3-days on the second weekend of May and discover the natural beauty of Central Washjngton State! The Yakima River Canyon is an Audubon lmportant Bird Area (lBA) Wth some of the highest densities of passerines and birds of prey in the State. The Yakima River Canyon Bird Fest offers expert-led field trips, vendors, extended field trips, lectures and keynote speakers. social events and music, and a plethora of bird raetching during early spring! Yakima River Canyon Bird Fest is a family-friendly event targeting birders throughout the Pacific Northwest and fronr around the world. Birders travel thousands of miles to add to their 'life lists' and our festival will fall right in between two complimentary festivals * the Grays Harbor Shorebird Festival in late April and the Leavenworth Bird Festival in late May. Birders plan their travel calendars to engage in as many birding opportunities as they can, and this festival in May is the best time to see colorful, diverse and rare bird species in the Canyon- Yakima River Canyon Bird Fest will feature Friday afternoorr registration at festival headquarters based in Helen McCabe Park. Most attendees wll stay overnight in hotel rooms. camp in the Canyon, or stay at the Yakima River RV Camp. ln addition, u,e uork with Canyon River Ranch Lodge and our host hotel, Holiday lnrr Express, to provide reduced and/or group rates for festival attendees. Friday evening activities will include or,vl hooting and bat field trips as well as music and drinks al a local venue to be determined. Saturday morning will begin with very early field trips, and activities will continue thror-ighout the day capping olf the evening with oLrr keynote speaker. Complementary Get lntimate with the Shrub-Steppe (another KEEN everrt) activities occur on Saturday as well. Sunday morning will have nrore early morning field trips and the festival will wrap up at noon on Sunday. 2500 character liri! List of lntended Use of Funds * Advertising Design Fees Printing Marketing Speakers and Talent Fees Transport Volunteer Training 2l Supporting Kittitas County as a tourism destination 1. Auay from their place of residence or business and staying overnight in paid acconrmodations; 2. Ta a place fifty miles or more away from their place of residence or business for the day or staying overnight; 3. or fronr another country or state outside of their place of residence or business. You must provide the evidence utilized in determining your projections. Response 2.1 *Wly \,vould tourists travel to Kjttitas County to attend youl evenvactivityfacility? From past events, we know that birders visiting the Yakima River Canyon Scenic Byway are split equally betvveen males and females with an average age of 61 years old. The majority of attendees to Bird Fesi lived in Western Washington (King, Pierce, Skagit, and Snohomish Counties) with an income betvrieen $1 00,000 and $149,000. Birders that participated in our survey said that they typically travel about 100 miles, but will travel belu,een 100 miles and 500 miles to seek out great birding opportunities that have a wide variety and rare bird species. Several survey respondents take yearly trips out ol state or country for birding e4oeriences. When traveling for birding excursions away from home, most siay overnight for approximately 2 nights in a motel/hotel. The majority of birders wilo took this survey said that they have been to the Yakima River Canyon Scenic Byway for birding excursions. What they like best aboul the Yakima River Canyon Scenic Byraray is the variety and number of birds that show up due to the diversity of habitat. We also knoq from the Bureau of Land Management about their recreation sites in the Yakima River Canyon Scenic Byvray, surveys and pay records that show a steady and significant use pattern in the Canyon that shows nearly 400,000 overnighi stays in the Canyon during 6 months (May-Oct). The Kittitas County Tourisnr and Recreation Plan identifies wildlife viewing as the third most popular activity and among the highest day-trip ependiture category, and WA State SCORP shovrs nearly 60% of tourists engaging in wildlife viewing activities. 2500 character linit Response 2.2* Application Questions: Parl 2 Describe the prior success of your evenVactivitlacility in attraclion tourists. With thousands of birders visiting the Canyon annually, the Yakima River Canyon Bird Fest is sure io be a very i,r,ell attended event. KEEN anticipates betrircen 500 attendees in our 3rd year. Based on 20'lB attendance, r.re estimate that B0% of event attendees uill be considered tourists (-400 people) and that 30% of them will be from another state or out of Counky (-120 people). The 2019 event uiras cancelled due to a conflict with another birding event and the 2020 event was cancelled due to covid. Pre-registration will be required for events, lectures, and field trips. We can track attendee information this $ay through our online ticket sales. ln addition, Yakima River Canyon Bird Fest headquarters will be located at Helen McCabe Park and everyone attending the event will be required to check in, receive their event materials, and in this \,ay, u€ will be able to track attendees' destinations and overnight stay statistics. We will conditct an in-person survey in 2A21 in order io increase survey responses and get direct overnight stay data. We have found that our online surveys are not raiell-responded to (vre believe that this is due to the older age of our event attendees). We are constantly refining our advertising methods. Our partnership with Living Bird Magalne will begin earlier, and add print to iheir digital presence. They will, at the conclusion of ihe publishing/financial cycle, provide the data wlrich will demonstrate their effectiveness. Birders plan their travel calendars to engage in as many birding opportunities as they can, and this festival in May is the best time to see colorful, diverse and rare bird species in the Canyon. 2500 character lirit 3llmpact Response 3: Measuring Results * Application Questions: Part 3 Dscribe how ycu will prorote your eventlaclivity/facilily to attract tourists. Yakima River Canyon Bird Fest is a date specific shor:lder-season event. We will advertise on national birding vvebsites and through Facebook ads with a iargeted audience identified as birders and bird enthusiasls from around the Pacific Northwest. Our 2018 final report shou,s our online targeted audience locations for all ads on Facebook, Living Bird Magazine, and Bird Watcher's Digest (they focus on Seattle area, Spokane area, Portland area, and Vancouver BC area). All our advertising will followthe required guidelines for branding as specified in the grant. KEENs ra,ebsite and FB page and other social media will identify funders and sponsors with appropriate recognition. We will idenlify affinity events happening during the same lime of year in Kittitas County as a \i1ay to identify opportunities to extend stays before and after the event. Traveling to Kiititas Courrty irr the spring is orre of the best limes to visit our area. We will follow the rules of the contract on our marketing items with appropriate logos, and will also rrrcrk to increase attendance by encor.rraging other activities while here. KEEN wll use our social media accounts to share and cross-post recreation, farmers markets, wineries and local breweries to the same audience. Birders travel thousands of miles to add to their 'life lists' and our festival will fall right in betu,een two complimentary festivals - the Grays Harbor Shorebird Festival in late April and lhe Leavennorth Bird Festival in lale May. Birders plan their travel calendars to engage in as many birding opportunilies as they can, and thls festival in May is the besi time io see colorful, diverse and rare bird species in the Canyon. To the extent possible, vrc will cross post to these other festivals and gain audience and ad reach that way. Each attendee receives the Chamber handout packet in their event go bags, urre link to the Chamber vrebsite on our u,ebsite, and ra,e put the hotel registration widget on our ra,ebsite for ease of travel arrangements. 2500 character limt 4lCollaboration lf your organization collaborates or has created partnerships with other organizations, groups, or other events, how is this accomplished? 4.1 Collaboration * 4.2 Promoting Local*Bustness Yes, KEEN partners with several groups in Kitiitas County and across the state to promote and encourage tourism. For Bird Fest we specifically partner with Seattle, Kittitas and Yakima County Audubon groups and the Kittitas County Field and Stream Club. These organizations provide epertise, field trip leaders, event volunteers, and planning committee members. We also inork with CWU interns arrd professors, epert field trip leaders from around the state, and WA State Parks for the location of the event. This event lrculd not be successful without these partnerships! We also partner with Canyon River Ranch Lodge for the dinner, auction, and social gathering space for the event. We highlight dorrintoun Ellensburg by adding art activities at Gallery One, doiarntor,rnr tor-rrs with the historical museum, ask downiorm businesses to run specials for bird festers ufro bring in their passes during the weekend. We will continue to build on those ideas in future years. 2500 character linit Descrilx how yat will pronote lodging estabiishnents. restaLr-ants, and bl.rsiness located in l(tiitas County We highlight dovr,ntoran Ellensburg by adding art activiiies at Gallery One, doii'nlorln tours with the historical museum, ask dorriniown businesses to run specials for bird fesiers who bring in their passes during the weekend. We will continue to build on lhose ideas this year. Our host hotel is Holiday lnn E4oress and ra,e'll build in additional marketing and outreach opportunities with them in 2021. Our website highlights'other things to do', chamber events pages, and more. We \,1ant our birders to spend their time and money here. We are committed to our community and to providing an amaZng wildlife viewing experience to tourists. Though this event has taken a few hits in recent years, v\r-o believe il has huge potential and uie'll continue to pursue its growth. 2500 characler linit 4.3 Flost Hotel*b there a host hotel for your evert or grant pro.jecl? lf yes, list the hotel. aNo (' Yes. Llolidalr lnn i:ry;ress 5lFuture Plans Please explain what plans exist to allow this project to become self-sustaining, lnclude any plans for ticket sales, event sponsors, and other cost-recovery models. Future Plans*KEEN increased sponsorship levels, vendor's fees, and other cost-covering fees for participation in 2018. As the event gro\l/s we believe that our sponsorship levels will increase and we will attract more vendors over time causing this to continue to be a revenue positive event for KEEN that will soon become self-sustaining. We tarant to keep ticket prices lowoverall, so will increase'add-ons'to the event. Special speakers, raorkshops with CWU professors, art activities downtor,vn, and more. Most other bird fests do not charge an 'entry' ticket so it is important for us to keep ticket prices lowand find income from other sources. We are considering a 'donation' ticket price instead. The committee is discussing many options. As happens in the bird-uatching world, once an event is established, birders start to look for event details earlier and earlier. We lrave already contacted Living Bird Maga2ne and posted the event on our website and FB pages. 2500 character lin^ii 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 planrred event rn 2020. whe1her il was able lo take place or nol, please describe any successes and challenglas you experienced. The 2020 eveni ratas cancelled due to covid. Because the event occurs in May, much of our advertising starts right away irr the newyear. We cancelled everything in mid-March, but most of the advertising and marketing was completed already. We had early ticket sales (info attached) that uere showing that nearly 100% of ticket purchases are from more than 50 miles avuay from Ellerrsburg. This is a true tourist-focused event. Advertising raras running in print and online and had substantial response. We've submitted our 202O final report to the County and it shows the large reach of this event. 2500 character limt Additional lnformation 2500 characler lirrit Supporting Documents You t'ray upkrad any supporting docunents such as graphs. inEges, diagrarru, rrnrkelinq rlulerials. etc. BF 2020 Registration - Early Numbers.pdf 75.68K8 SATURDAY Schedule.pdf 147.19K8 You are a'lowed to subnil up to 3 single $ege (LS Letter) docunents in JFG. FIF or llFF fornni 7l Previous Lodging Tax Grant lnformation Previous Years Awarded Lodging Tax Grants* Overall Attendnace 2019 Actual* 0 l-bs your evenl received Lodcing Tax funds in previor.rs years? f No, this event/project has not previously received Lodging Tax Funding (r Yes, 1 year previous C Yes, 2 years previous f Yes,3 or more years previous 2021 Projected * 400 Number of people travelling more than 50 miles for your event? 2019 Actual* 2021 Projected* 0 375 Number of people traveling from outside WA State for your event? 2019 Actual* 2021 Projected* 075 The number of overnight guests who stay in paid accommodations in Kittitas County for your event 2019 Actual* 2021 Projected* 0 375 Number of paid lodging room nights resulting from you event/activitylfacility? 2019 Actual* 2021 Projected* 0 400 Prior Year Paid Overnight Stay Data 2019 Methodology* 2021 Methodology* h adcJition to field above, you nay Lr$oad the evidence to suppo.t lhe prior years' roonlnight inlornation. Yo: nay upload up to three single pages iL,S Letler). of infornretiorr. lf you a single mrltlpage docunent, only the first three pages will be considered. llre follouring fornats. will be accepted: JFG FS or llFF \A,hat nethoddogy did yoj use to calculate lhe 2019 actual nurrbers? l- Direct Count (preferred) l- lndirect Count [- Representative Survey l* lnformal Survey (preferred) l- Structured Estimate 17 Other 20'19{l cvenl was cancr:liccl tirio ir: corrllicting birriing; evoni Wrat rrcthodology will you use to calculate the upconing nunbers? ly' Direct Count (preferred) l- lndirect Count [fl Representative Survey 17 lnformal Survey (preferred) f- Structured Estimate l- Other Methodology Narrative * Application Questions: Part 5 Eease explairr. Our goal is allvays to track our padicipants and survey them after lhe event. Birders are typically older and less responsive to online surveys. So instead, in 2021 , we'll be providing short r,rnitten surveys that can be filled out during the event. lf that doesn't provide answers, vve'll consider mailing a survey to each registered participant. ln addition, all tickets are bought in advance and purchasers are required to provide information about how large their party is, how many people will be staying overnight, and how nrany itr paid accommodations. We'll rrork closely Wth our hosi hotel, RV and campgrounds in the Canyon, and Canyon River Ranch Lodge, to track and survey our attendees. 25C0 character lirit SlFunding Does your organization have, or have you applied for, grant funding from other sources? lf not, why 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 wtrich have not yet been secured will be listed separately, in the field(s) directly below Finally, r,r,hai changes ra,rruld occur if the project couldn't be funded? Other Funding *Does your organization have, i:r have yoli applied itx flrnding ircxlolher srxrrces? /l Yes {' No Funding for which you have applied but not yet secured Funding Source Private Foundation Funding Community Sponsors Funding Shortfalls* Matching Funds Percentage Amount $ 5,000.00 $ 5,000.00 Wlat changes will be nede if iLrnding lor your requesi is not available o' recormencled? We'll modify our advertising plans to spend less money, maximize efforts to secure sponsorships and grants, and change the rest of our budget to reflect lou,er attendance. ln addition, the keynote dinner may be changed to remove the cost for facility rental and speakers lee. 2500 clraracter lirit. 151.52 o/ 'ihis f ield v',rill aulo fill \,viih the correct percenlage based on your input to bLrdget se,ction belolv 9l Project Budget Overview Please complete budget for this project/proposal. lf your agency operates independenily 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 ir-rclude anticipated revenues, expenditures, and any potential profil or loss. For projectslevents rnhich 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 projeci/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 contributions jn the form of advertising match, a binding contract itemi2ng the matching 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 filled before this fornr is submitied. Providing all applicable data is your responsibility, failure to do so will potentially jeopardize your application's chance for review. Verification of ln-kind Contributions For any clained in-krnd conlribr.rtions valued at 5500 o'n'D-e ard rdaled 10 nErketing/advatisilrg, you lllst srib'ril verifying docttrentaiion which assures the contrillution rvill be provided. Budget Year Edit if necessary 2017 2018 2019 Revenues From Consolidated Lodging Tax Grant Past Actual 3 $ 0.00 Past Actual 2 $ 6,357.3s Past Actual 2 $ 6600.00 $ 1675.00 $ 260.00 $ 250.00 $ o.oo $ 1260.00 Past Actual 2 $ Past Actual 1 $ 0.00 2021 Projected $ 18,150.00 Projected $ 14000.00 $ 5000.00 $ 750.00 $ 250.00 $ 5000.00 $ 2500.00 Projected u Projected 1,036 LTAC Grant Funding All Other Revenues Account Name Ticket Sales Sponsorships Merchandise Sales Vendor Fees Foundation Support Donations/Auction Past Actual 3 $ 0.00 $ o.oo $ 0.00 $ o.oo $ 0.00 $ o.oo Past Actual 1 $ o.oo $ o.oo $ o.oo $ o.oo $ 0.00 $ o.oo ln-Kind Contributions (except volunteerism) Account Name Past Actual 3 $ o.oo Past Actual 'l $ 0.00 Past Actual 1 Contributions of Volunteer Time Past Actual 3 Past Actual 2 Number of Hours 1,022 Evidence of Volunteer Flease Lr$oad a single file which offeis evirlarce in support of tlre pro.jsrtecl v.lunteer hours. Contributions* yRCBirdFestVolunteerJustification.pdf Calculated Value of Projected Volunteer Time $ 24,408.16 122.38K8 Past Actual 3 $ 0.00 Past Actual 2 $ 16402.33 Past Actual 1 $ o.oo Projected $ 70058.16Revenue Totals Expenses Account Name Advertising Marketing Design Fees Printing Speakers and Talent Fees Transport Supplies Square Fees Facility Rental Volunteer Training Equipment Merchandise Catering Auction ltems Expense Totals Profit & Loss Past Actual 3 $ o.oo $ o.oo $ o.oo $ o.oo $ 0.00 $ o.oo $ o.oo $ o.oo $ o.oo $ o.oo $ 0.00 $ o.oo $ 0.00 $ o.oo Pasi Actual 3 $ o.oo Past Actual 2 $ 6357.00 $ 1500.00 $ 2500.00 $ 1 110.00 $ 1500.00 $ 45o.oo $ 556.00 $ 268.00 $ 428.00 $ 525.00 $ 0.00 $ o.oo $ 0.00 $ 0.00 Past Actual 2 $ 15194.00 Past Actual 2 $ 1208.33 Past Actual 1 $ 0.00 $ o.oo $ 0.00 $ 0.00 $ 0.00 $ o.oo $ 0.00 $ o.oo $ 0.00 $ 0.00 $ o.oo $ 0.00 $ o.oo $ 0.00 Projected $ 10000.00 $ 2500.00 $ 0.00 $ 2000.00 $ 2000.00 $ 500.00 $ 600.00 $ 400.00 $ 500.00 $ 650.00 $ 750.00 $ 500.00 $ 1000.00 $ 250.00 Past Actual 3 $ o.oo Past Actual 1 $ 0.00 Past Actual 1 $ 0.00 Projected $ 21650.00 Projected $ 48408.16 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, unlaw{ully discriminate against any employee, applicant for employment, client, cirslomer, or other person who might benefit from said contract, by reason of age, race, color, ethnicity, sex, religion, military status, serual orientation, creed, place of birth, or disability; 2. That it will abide by all relevani 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 thereof. Certified by: Name*Jill Scheffer Sign Applicant's Title*President Volunteer Name Jill Scheffer Stefanie Wickstrom Thatcher Montgomery Gary Cox, Jerry Scoville, Sarah Maes, Landon Shaffer Deb Essman Laura Busby Wendy Mee Martha Kurtz Emily Jacobs Subject Area Experts *lndependent Sector Non- profit Volunteer Rate Kittitas County Lodging Tax Volunteer Match YRC Bird Fest 2021 Tasks YRC Bird Fest Planning committee, field trip leader, coordination with Kit Co Field and Stream KFEN Education Committee - project oversight, program planning and implementation KEEN Education Committee - project oversight, program planning and implementation KEEN Education Committee - project oversight, program planning and implementation KEEN Education Committee - project oversight, program planning and implementation Field trip leaders and speakers Total Rate* Hours Total Board President and Main Project Manager, Event Planning, Design, Marketing, Promotions, Budgeting, Tracking, Purchasing, Ticket, and S 25.43 All Event Tracking and Reporting KEEN Board Treasurer- projectfinancial oversight and management S 25.43 Event ticket sales management, coordination and reporting S 25.43 KEEN Board Members at large - project oversight and financial oversight - 5 25'43 S 2s.43 S zs.+r S 2s.43 S 2s.43 s 2s.43 5 zs.qE 3e6 s 132 s 225 10s 84s 120 s 84s 84s 84s 20s 1036 5 r0,o70.28 3,3s6.76 559.46 2s4.30 2,L36.I2 3,051.50 2,736.12 2,136.I2 2,136.r2 508.60 26,345.48 44 hours committee meetings; 32 additional hours per month on project management in 11 months 22 hours board meetings; 10 additional hours per month on financial management in 11 months 22 hours board meetings 10 hours of project oversight in 11 months 44 hours committee meetings; 8 hours per month for 5 months project implementation and field work in summer programming 44 hours committee meetings; 8 hours per month for 5 months project implementation and field work in summer programming 44 hours committee meetings; 8 hours per month for 5 months project implementation and field work in summer programming 44 hours committee meetings; 8 hours per month for 5 months project implementation and field work in summer programming 44 hours committee meetings; 8 hours per month for 5 months project implementation and field work in summer programming LEADERLOCATION G.ETINTIMATE WITH THE $HRUB-STEPPE tGtSS) - Field Trips 1 CARPOOLTRIP RIVER EIRDING- BIRDING TRIP BY EAR BIRD BANDING RIVER CANYON IN THE PARK & INTIMATE WITH THE (Glssl BOOTHS TIMESATURDAY 6AM-3PM HELEN MCCABE STATE PARK THATCHER MONTGOMERY 9AM-3PM Kittitas Audubon Conservation Northwest WDFW WA Outdoor School HELEN MCCABE STATE PARK KEEN & YCIC KEEN Native Plant Sale CWU Zooarchaeology Lab CWU Snakes & Reptiles MTSG Puget Sound Energy gAM.3PM HELEN MCCABE STATE PARK WA STATE FALCONERS ASSOCTATTON 5AM-9AM UMPTANUM CREEK RECREATION AREA DEB ESSMAN & JERRY SCOVILLE 6AM.1OAM HELEN MCCABE STATE PARK GLENN JOHNSON & SCOTT MARKOWITZ 9:30AM- 11:30AM HELEN MCCABE STATE PARK WALTER SEZEGLIA 6:30AM- 1:30PM 6:30AM- 1:30PM QUILOMENE CREEK RECREATION AREA GINKGO WANAPUM STATE PARK UMPTANUM CREEK RECREATION AREA SCOTT DOWNES LAURA BUSBY & BRANDON ROSSI Nick Zentner - Geology Dr. Lixing Sun - Beavers Dr, Steve Hackenberger - Anthropology Dr. PaulJames - River Bugs & Fish INTIMATE WITHTHE PHOTOGRAPHY WORKSHOP - Field Trips 2 10AM-1:30PM HELEN MCCABE STATE PARK TERESA BICCHIERI 11:30AM KITTITAS COUNW HISTORICAL MUSEUM DAVID WHEELER 10:45AM- 12:15PM 10AM-1:30PM UMPTANUM CREEK RECREATION AREA YAKIMA RIVER CANYON (lunch included) lan Seiler - Wildflowers Dr. Dan Beck - Snake Sneaking Dr. PaulJames - River Bugs & Fish RILLS FLOAT TRIPS RILLS FLOAT TRIPS2PM.5PM YAKIMA RIVER CANYON (Dinner & keynote speaker ticket included) 2PM-4PM UMPTAN UM CREEK RECREATION AREA THERESA BICCHIERI 2PM-4PM CWU COLLECTIONS DEPARTMENT JERRY SCOVILLE 1:30PM-4PM ELLENSBURG CANYON WINERY GARY COX 1:30PM-5PM TEANAWAY COMMUNITY FOREST ASHLEE MIKKLESON 4:30PM CANYON RIVER RANCH LODGE KEEN SATURDAY TIME rocAnoN LEADER HtsToRtc TOUR RIVER FLOATTRIP RIVER FTOATTRIP WORKSHOP EVOLUTION FORM & WORKSHOP WORKSHOP. THT DIRTON WINE FOREST B1RDS IN THE COMMUNITY FOREST - CARPOOLTNIP SITENT AUCTION & CASH BAR OPENS OWTING TRIP UDUBON WASHINGTON RD CONSERVATION - NA BAYARD DIRECTOR OF RIVER RANCH LODGE PM- PMDINNER SPEAKER 7:30PM-11PM BLEWEfi PASS/SWAUK CREEK SCOTT DOWNES Donna Donna Asani Goodwin Benjamin Catherine Sheryl Katie Betty Jennifer Susan Connie Victoria KIRSTIN Kari Paul Kristi Ann Joan Kristine Lydia LYNN Kristine Royceann Janet Paige Brooke Janet Dennis Marissa Livermore Portland Portland Tacoma Seattle Seattle Vancouver Yakima Kittitas Lynnwood Bellevue Ferndale Monroe Yelm Port Orchard Seattle Auburn Seattle Seattle Snohomish OLYMPIA Ellensburg Kennewick Anacortes Bellevue Seattle Bellingham North Bend Ellensburg CA OR OR WA WA WA WA WA WA WA Wa WA Wa WA WA WA WA Wa WA WA WA WA WA Washington Washington Washington Washington Washington Washington 94550 97225 97220 98405 98115 98177 98682 9s901 98934 98087 98008 98248 98272 98597 98356 98109 98002 98126 98L22 98296 98s01 98926 99335 98221 98007 98118 98226 9804s 98925 lll'Il'allAlr I{EVI'I{UE SERVICEP. O. EO:C 2508 crHcllnnTr, oE d5201 Dau€sAB60tnA KITMa'AS E!N':[NONUE![!TAL EDUCArIOAI N TFORK PO BOX 58? Er,r.FrtgBuRc, trA 9a926 DEPINrllElrr OF TgE SREASIT'RY hqfloyer Idemtif lcatle Mutber : 22-3a4902t DIN; 1705306780r.013 Ccdtaee Eereou: I.. NAYITB B(yIEE ID* 31462 coatact felephoue lih:qrber: {8771 Sag-ssOO Publle .jlr4-ity Status : 1?0(b) (r) (Al (wl) a G. Lerlrsr EcerPt o(gtnizat'lsgs x,uliD,Es aEcI AgrreeE€rt8 ietEer 1050 {DOIC13} bear Appliean€: Oux letter dated iwI'Y 2OO2, stsa|ed yrru ro&fd be exeqrts frorn Federal L-ncome tarc ruden sectsi@ 501 (cl (31 of the ruberoal Revenue code, :r'fl you woul"d be treatgd as a publlc cba'rl,ty CurlDgf alr adtrarcs ruIfrg pertod. Eased orr ortr recor@ and on the ii.nf,ornat,lon yur slrbmitt€d, t e a.re pleaEed to eosqim that yorr are e:teqrt under sesE.iorr 50f, (cl (31 of ebe Cocle, 6lrd ]ou ate cl.assified a6 e publie cbarlcy utrder Ebe coda gectiotr liBued t-B tb.a beadlng of Ehis lelter. prrblicatj.on 55?, Tax-Ehreqrt Statsus for Your Orgaaizaei,on. provLdes detalLed iafqrfiaglon alout your righta and rerEclnai.bllities as iul exeqrt otgsDizatior. -You may request " iopv r"ricalttng Eldcolr-tree nuuber for f,orms,- (EOOI SZg-3gZg- Inf;rmalton te aleo a\raltatile o qur Xstenret llab Sl.te aL uvrw, irg "gov. If you have general gucatlose about etreqtE otganlzaElono, pleaae eall sur toti-free tUmber FhOIto iu tsbe headlng batvea 8:OO a-m. - 6:30 p-!0. Eastrrs. E lme. Please keeD thia letster is ycur peluaffigt records. S{"ocerelY Ysurs, #u i Exhibit "8" Guidelines and Requirements for Expenditure Reimbursements from Lodging Tax Section 1. Brandine 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 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. B. Print Advertisine and line Displav Advertisine of all types ( including but not limited to newspaper, periodicals, flyers, posters, billboards, direct mail, e-newsletters, third-party websites, streaming displays, etc.) must include the County's and appropriate City's tourism website logo. The logo must be sized no smaller than% inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. C. Video Advertisine of all types (including but not limited to television, online, electronic kiosks, motion billboards, etc.) must include the County's and appropriate City's tourism website logo. The logo must be sized no smaller than% inch in height, and must be surrounded by appropriate white space to allow easy recognition and legibility. Contractors shall not change the logo(s) in color or appearance. All logos and website information may be obtained by contacting the Director of Tourism, Kittitas County Chamber of Commerce. Section 2. Advertising Reimbursements Contractors seeking reimbursement from Lodging Tax Funds for advertising expenditures must adhere to the following guidelines and requirements for each type of advertising media utilized. A. Print Advertising t. Print advertising placed with any media provider which operates exclusively outside of Kittitas County may be reimbursed atIO0% 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)(al above, advertising reimbursement requests must include a statement from the media provider specifying the percentage distribution to areas outside of Kittitas County. Reimbursements will be allowed for the amount distributed outside of Kittitas County, including any production costs. B. Televis Advertisins: 1'. 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 at LO}% 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 7O% of the total cost, including any production costs. C. Online Advertisins: 7. 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. Di Mail L. Direct mail advertising may be reimbursed at 100% of the cost, including any production cost, for each item mailed or shipped to a destination outside of Kittitas County. ln order to receive reimbursement, a list of the addresses and a signed statement from the contractor that the list is accurate, or other proof of delivery, must be provided along with other required documentation. E. Flvers/Posters: L. Flyers or posters which are placed outside of Kittitas County may be reimbursed at 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 at LOO% 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 Advertising 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 atlOO% 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 3O% of the totalcost, including any production costs. G. Operation Reimbursement: 1. Operation costs may be reimbursed tOO% 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 IOO% 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